Applies to: Regular and temporary staff members, except those covered by the Faculty Appeal Procedure for Schools, Colleges, and other academic units, and those represented by a bargaining unit.
Employee (Step 1):
Within 15 calendar days (30 calendar days if the grievant works with a representative of Staff Human Resources or the Equity, Civil Rights, and Title IX Office to informally resolve a grievance) of knowledge of the facts giving rise to the grievance, discuss grievance with immediate supervisor. At the option of the grievant, the grievance may begin at a level above the supervisor involved if the grievance alleges unlawful discrimination by such supervisor.
Employee should clearly inform the supervisor they consider the discussion the first step of the grievance process.
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 SPG 201.09.
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.
Grievances concerning discharge, disciplinary layoff, a written reprimand in lieu of a disciplinary layoff, alleged sex harassment or alleged unlawful discrimination will begin at Step 3.
Present Grievance Form 39707 (including Step 2 answer) to the University Grievance Review Committee.
University Grievance Review Committee:
Upon receipt of a written appeal, schedule a review meeting within 30 calendar days of receipt of the written grievance. Review the record, and hear the presentation of the grievance. Meet and consult as necessary. Issue an answer to the grievance. 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.) 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 SPG 201.12.
Employee:
No further appeal is available under this policy