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, 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 A grievance not filed in conformance with the steps and timeframes below shall be considered automatically withdrawn. | 1. | Step One (Written Complaint): Complaint): The grievance process must be initiated by the employee by filing a written complaint within ten 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’s written complaint must include, at a minimum, the date of the alleged incident or duration of the pattern of conduct, a detailed description of the conduct and any relevant facts, the names of any witnesses to the alleged conduct, and the resolution sought. The written grievance shall be submitted to the employee’s Human Resources representative within the ten-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 designated staff member in Human Resources (“First Level Reviewer”) will review the matter and confirm that no satisfactory resolution was reached between the supervisor and employee through earlier discussion, and/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 supervisor, or their designee, for review of the grievance (“Second Level Reviewer”). This review usually involves a meeting of the employee and the Second Level Reviewer at which the issues are discussed. Human Resources will arrange for this meeting to be scheduled as soon as practicable, taking into consideration the Second Level Reviewer’s availability, which will typically occur within ten working days of its receipt of the written grievance. The Second Level Reviewer will consider the facts presented, investigate further as deemed necessary by the Second Level Reviewer, and give a written decision to the employee within ten working days of their meeting. If a response from Step Two is not rendered within ten 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 supervisor of the employee’s HR representative, or their designee (“Third Level Reviewer”). 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 Third Level Reviewer 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 Third Level Reviewer 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 Human Resources. This decision will be given in writing within ten working days of the conference. If a response from Step Three is not rendered within ten 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 Human Resources as provided for herein, his/her decision shall be rendered in writing within ten 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 Third Level Reviewer who will present all findings to the Vice President of Human Resources. The Vice President will meet with the employee and the Third Level Reviewer, and, if he/she deems necessary, investigate further. The decision of the Vice President shall be rendered in writing within 15 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. |
