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UHR Procedures: Grievances and Dispute Resolution

APPLIES TO: Regular and Temporary Allied Health, Office, Professional/Administrative and Technical employees

ISSUED BY (DEPT): Academic and Staff HR Services

SPG NUMBER: 201.08

DATE: 10/14/2003

RESPONSIBILITY ACTION
Employee

Seek pre-grievance counseling and consider informal dispute resolution.

Human Resources Representative

Advise the employee concerning University policies, practices, options and resources for informal dispute resolution, and protective laws and regulations.

Work to informally resolve the grievance. In no event will this effort void the time limits established in the procedure outlined in this Standard Practice Guide, except when the parties choose to participate in mediation, per S.P.G. 201.09.

Employee Employee should clearly inform the supervisor that they consider the discussion the first step of the grievance process.
Supervisor Reply orally to the employee within three mutual working days from the date of the discussion. At this step, supervisors are strongly encouraged to use informal dispute resolution to resolve problems.
Employee (Step 2) If not satisfied with the oral answer, employee may appeal in writing to the Department Head.

Complete Grievance Form 39707. Obtain advice as needed from the appropriate Human Resources office.

Present Grievance Form 39707 to Department Head (or equivalent level of supervisor) or his/her designated representative within seven calendar days following an unsatisfactory answer at Step 1. If no answer is received at Step 1 within the time limit of three mutual working days from the date of discussion, the grievant may appeal within seven calendar days after the due date.

Department Head Upon receipt of the written appeal:

Notify the appropriate Human Resources office, and send a copy of the grievance to that office.

Schedule review meeting, and hear oral presentation of the grievance within seven calendar days of receipt of the written grievance.

Provide the employee with a written response to the grievance within seven calendar days of the review meeting.

Employee (Step 3) If not satisfied with the Step 2 answer, appeal to the University Grievance Review Committee within fourteen calendar days after receipt of the answer. If no Step 2 answer is received within seven calendar days of the review meeting, appeal to the University Review Committee within fourteen calendar days of the due date.

A grievance involving lost time, discipline or discharge begins at Step 3, and must be filed within the time limits set forth for a Step 1 grievance.

Present Grievance Form 39707 (including Step 2 answer) to the University Grievance Review Committee.

Presider of University Grievance Review Committee Upon receipt of a written appeal, schedule a review meeting within 30 calendar days of receipt of the written grievance.
University Grievance Review Committee Review the record, and hear the presentation of the grievance. Meet and consult as necessary. Issue an answer to the grievance.
Presider of University Grievance Review Committee Assure that a written response to the grievance is issued within 60 days from the date of the review meeting (30 days when the grievant is appealing a discharge, a lost time disciplinary action, or alleged unlawful discrimination.)
University Grievance Review Committee If not in agreement with the proposed answer, submit the matter to the appropriate Executive Officer.
Executive Officer Review the record, determine whether the proposed answer requires reconsideration or direct the University Grievance Review Committee to issue the answer.
Head of Operating Unit If findings include the conclusion that a representative of the University with supervisory responsibility violated University policy, consider corrective action as provided in S.P.G. 201.12.
Employee No further appeal is available under this policy.