Staff Grievance Procedure

When necessary, Employees are afforded the right to use the Grievance Procedure (Officers, Senior Professionals and probationary Employees are not covered by this policy).

Matters which are considered under this policy include:

• Counseling and disciplinary actions taken against an Employee;
• Promotion/transfer decisions;
• Other matters which have serious implications on an Employee's employment.

To determine if a matter falls under the Grievance Procedure, contact the Associate Vice President for the Department of Human Resource Services. However, ratings given during performance appraisals, work assignments and layoffs are not matters covered by this process.

A. Informal Resolution

The Employee must bring forth the grievance to his/her immediate supervisor within one (1) calendar week after the time that he/she first has knowledge of the event or circumstance which is the basis for the grievance.

Note: No such grievance may be considered under this procedure after one (1) year from the date of such event or circumstance.

Since most grievances can be settled in conversation between the Employee and his/her immediate supervisor, a written grievance will not be considered unless:

• Grievance has first been discussed with the supervisor;
• The supervisor has had three (3) working days to give an answer to the Employee.

B. Formal Resolution

If the informal attempt at resolution has not resolved the disputed matter to the satisfaction of the aggrieved Employee, then:

The Employee may file a memorandum in letter form with his/her immediate supervisor within three (3) working days after receiving the supervisor's answer.

The Employee must deliver a copy of such memorandum to the Associate Vice President for the Department of Human Resource Services.

The memorandum should be signed, dated and include, but not be limited to:

1. Date(s) of the occurrence(s);
2. Statement and basis of the grievance;
3. Attempts (including dates) made to resolve the grievance.

Upon receipt of the memorandum:

The Associate Vice President for the Department of Human Resource Services will meet separately with the Employee and the supervisor, and with any other person or persons as she deems appropriate, and will review the documents and other materials as deemed necessary for a full review of the facts relating to the grievance.

The Associate Vice President will provide the Employee with a decision within three (3) working days after the review has been completed. However, the Associate Vice President may extend or modify the time limits.

C. Appeal Procedure

If the aggrieved Employee is not satisfied by the above decision, then he/she may appeal such decision by notifying the Associate Vice President in writing (stating the basis of the appeal) within three (3) working days of his/her learning of the decision.

The appeal will be considered by the Grievance Appeal Committee of three or more persons to be appointed by the President of the University. The Grievance Appeal Committee will meet with the aggrieved Employee at a mutually convenient time. At this meeting, the aggrieved Employee may be accompanied, if he or she so desires, by a non-attorney representative or advisor of his/her choosing. The representative or advisor must be a University Employee. The Committee may also elect to meet separately with the aggrieved Employee's supervisor and any other person(s) they deem necessary for a full review of the facts. The Committee will make a recommendation to the President of the University, whose decision to approve, disapprove or modify the recommendation, will be final.