6.13—Employee Complaints and Grievance Policy

Effective: 06/28/2012
Senate Proposal: No
Responsible University Officer: Vice President for Administration
Responsible Office: Human Resources

Policy Statement

An employee will be afforded the opportunity to bring forward a question, concern, or situation and/or occurrence concerning a University policy or their work environment. Most staff concerns or complaints can be resolved informally through normal regular communications, therefore staff members are encouraged to take their complaints to their supervisor. If this does not lead to a mutual satisfactory outcome, the staff member may pursue resolution through the procedure described below. The University will make a good faith effort to resolve issues using this procedure with the suggested time frames. Grievances can also be brought forward concerning an alleged violation of University policy.

Policy Requirements

Employees are to bring concerns to their supervisor within ten (10) working days of the situation and/or occurrence. General questions or inquiries may be brought forward at any time. The University will make a good faith effort to resolve issues within 30 working days.

Reason for Policy

Employees of the University are encouraged to share ideas about improving their work environment for the continuation of successful operations. This policy assures employees have a way to communicate their ideas and process concerns in an open and non-threatening way.

Related Policy Information

During the process, there may be a request for the employee to put their question, concern, or situation and/or occurrence in writing.

Exclusions

Faculty and employees represented by a bargaining unit contract are excluded. Faculty are to refer to Appendix C of the Faculty Handbook and represented employees are to refer to their contract for their grievance processes.

Contacts

Definitions

Committee Appointed by the Appropriate Executive Team Member – A group of no more than three employees, which is appointed by the appropriate executive team member, to meet with the employee as a last step to resolve the question, concern, or the situation and/or occurrence.

Executive Team Member - Included in this category are all officers holding titles such as vice president, chief information officer, chief financial officer, or the equivalents.

Occurrence – A dispute, claim, or complaint.

Work days – as used in this procedure include the days Monday through Friday only, and only when those days are not University holidays.

In all instances the count of days in this document shall begin the work day after the indicated event or action.

Time limits are subject to extension by written agreement of both parties.

Other Concerns and Clarifications

1. All costs of legal counsel employed by the employee shall be borne by the grievant.
2. Legal counsel will not be present during any meetings, investigations, or hearings.
3. Time limits are subject to extension by written agreement of both parties.
4. Failure of the employee to meet filing deadlines may be cause for refusal by the administration to consider any grievance.

Responsibilities

Appropriate Executive Team Member or Committee Appointed by the Appropriate Executive Team Member meets with the employee to discuss the question, concern, or the situation and/or occurrence if there has been no resolution at the supervisory level.

Employee – Contacts their immediate supervisor within ten (10) days of the situation and/or occurrence; discusses their question, concern, or the situation and/or occurrence; and determines, with the supervisor, whether or not there is resolution. If no resolution, makes a request to the supervisor to arrange a meeting with the appropriate Department Chair/Director/Dean.

Human Resources – Facilitates and communicates to the employee, the decisions and/or actions of the immediate supervisor, and/or the executive team member or the committee appointed by the executive team member.

Immediate Supervisor – Meets with the employee to discuss the question, concern, or the situation and/or occurrence and determines, with the employee, whether or not there is resolution. If no resolution, and if requested by the employee, arranges for the employee to meet with the next higher in the supervisory chain-of-command.

Next higher in the supervisory chain-of-command meets with the employee at the appropriate step in the process to discuss the concern/situation/grievance and determines, with the employee and possibly the immediate supervisor, whether or not there is resolution. If no resolution, the employee, requests to meet with the appropriate executive team.

Procedures

In support of this policy, the following procedures are included:

Procedure

• 6.13.1 Employee Complaints and Grievance Procedures

Adoption Date

Revisions