Human Resources

F.3 Staff Grievance Procedure

Policy No. F. 3.00

Date of Issue 7/2/2014

It is the policy of the university to provide every employee the right to an internal review of a condition, decision, or treatment unsatisfactory to the employee and affecting his or her employment. Open communications between supervisors and employees are strongly encouraged to assist in effective and timely resolution of employee issues. Human Resources staff is also available to discuss any matters brought forward and to assist in problem resolution. Retaliation in any form against an employee initiating a grievance is prohibited.

The purpose of the grievance procedure is to provide a system for reviewing employment decisions or other issues questioned by employees. Matters of university policy cannot be grieved.

3.01

Eligibility

All full- and part-time regular employees are covered by this procedure, other than probationary employees, temporary employees and Administrative Officers. Procedures respecting probationary employees (meaning only new hires), temporary employees and Administrative Officers are as provided for in the Employment Conduct, Discipline section of this Handbook.

3.02

Steps of the Grievance Procedure
Prompt examination of employee issues is critical to their resolution. Therefore, strict timeframes have been established to move the grievance through the review process. A grievance not filed in conformance with the steps and timeframes below shall be considered withdrawn.
1. Step One: Action must be initiated by the employee within 10 working days of the occurrence of the incident or knowledge of said incident. An incident may be a single occurrence or a pattern of conduct. The employee shall state the complaint in writing, including the date of the alleged incident or duration of the pattern of conduct, relevant facts and the resolution sought. The written grievance shall be submitted to Human Resources within the 10-day timeframe. If the complaint is against Human Resources, the written grievance is immediately filed at Step Three.
2. Step Two: Upon receipt of the written complaint, a professional staff member in Human Resources will review the matter and confirm that no satisfactory resolution was reached between the supervisor and employee through earlier discussion or that the matter was not appropriately reviewed by that supervisor. Human Resources will then identify and refer the employee to the next higher level of supervision for review of the grievance. This review usually involves a meeting of the employee and that higher supervisory person at which all the issues are discussed. Human Resources will arrange for this meeting to be scheduled as soon as practicable, which is normally within 10 working days of its receipt of the written grievance. The reviewer will consider the facts presented, investigate further as necessary, and give a written decision to the employee within five working days of their meeting. If a response from Step Two is not rendered within five working days, the employee may advance to Step Three without receiving the Step Two decision.
3. Step Three: If the employee chooses to appeal the response at the prior step, the employee must, within five working days of the response to Step Two, request a meeting with the Associate Vice President of Human Resources or designee. Human Resources will initiate a conference with the parties involved. The grievant may select another university employee, either faculty or staff, as a designated representative, to attend and assist in presenting his or her case. The purpose of the meeting is for the Associate Vice President of Human Resources or designee to discover the facts and circumstances, and based upon this conference and any additional investigation, to make findings and to render a decision. If the Associate Vice President of Human Resources has rendered substantive decisions other than those required of him/her pursuant to Step Two, or has otherwise been materially involved in substantive aspects of the issue involving the employee, the matter will be referred to the Vice President of Finance and Administration. This decision will be given in writing within seven working days of the conference. If a response from Step Three is not rendered within seven working days, the employee may advance to Step Four without receiving the Step Three decision; provided, however, in the event that the matter is referred to the Vice President of Finance and Administration as provided for herein, his/her decision shall be rendered in writing within seven working days of the meeting and shall be final.
4. Step Four: If the employee chooses to appeal the response to Step Three, the employee must, within five working days, inform the Associate Vice President of Human Resources who will present all findings to the Vice President of Finance and Administration. The Vice President will meet with the employee and the Associate Vice President of Human Resources, and, if he/she deems necessary, investigate further. The decision of the Vice President shall be rendered in writing within seven working days of the meeting and shall be final.

The Staff Grievance Procedure is not a legal proceeding, and no legal representative for the grievant is permitted to participate.