A grievance is a formal complaint, and the university's Problem or Grievance Resolution policy outlines the formal process to address day-to-day complaints/problems.

All staff employees can file a grievance whether appointed or hourly, professional or support and service. New employees who have not completed their new employee evaluation period do not have access to the grievance procedure for issues concerning corrective action, layoff, or termination. Other issues, however, may be grieved through Stage 3. Students, faculty, and professional employees classified as PC are not eligible to use the grievance procedure. You may exercise your right to file a grievance without fear of retaliation, harassment or negative impact on your employment relationship with the university. Grievances are confidential and are not included in your personnel file.

Many types of complaints can be addressed through the grievance procedure. Corrective actions and personnel policy violations are the most common complaints filed. If however, you feel you have been treated unfairly because of your age, color, disability, ethnicity, gender, marital status, national origin, race, religion, sexual orientation, or status as a Vietnam-era veteran, you should contact the campus Office of Equal Opportunity at 274-2306. The Office of Equal Opportunity also handles complaints involving sexual harassment. Complaints involving judgments such as salary increases, salary range, classification assignment, and performance appraisals cannot be addressed through the grievance procedure.

The grievance procedure has time limitations, which are outlined at each stage of the process. These time limits may be extended if both parties agree to the additional time needed. The most important time restriction to remember is that your grievance must be filed within 10 working days from when you know about the situation causing your complaint.

At first, you may want to talk to your supervisor about your complaint/problem and try to resolve the matter in the department where you work. Some grievances may be filed online. Grievances must be presented in writing, and you may use a grievance form.

Complete the appropriate sections of the grievance form and present it to your immediate supervisor, dean/director or Human Resources office (see Stage 1 for the correct person). For questions about the grievance procedure or for questions, contact HRA at 274-5471 or Isabel Fawcett via email.

You are allowed to have someone help you file a grievance and state your complaint during a grievance meeting. This person is called a representative and usually is someone with whom you feel comfortable - a coworker or union steward, for example. Your representative cannot be directly or indirectly involved with an employee organization not recognized by the university (a union other than AFSCME). Attorneys are not permitted except at Stage 4.

You and your representative will be allowed a reasonable amount of time during working hours to attend the grievance meetings. You must get prior approval from your supervisor for this time away from your job. You will be paid for time spent in formal grievance meetings. Time spent preparing your grievance is without pay and is to be done outside your working hours.

If you decide to file a grievance, you must do so within 10 working days from the time of your knowledge of the situation causing the grievance. For example, on August 15, your supervisor talks with you about your poor attendance and informs you that you will receive a "write up" (disciplinary action). On August 17 you receive a copy of the written warning. You had knowledge of the disciplinary action on August 15 when your supervisor spoke with you.

Your complaint or problem is first directed to the immediate supervisor with a copy to Human Resources. Human Resources will inform you and your supervisor if the issue is appropriate for the grievance procedure. You and the supervisor will try to resolve the complaint or problem by meeting to talk about your concerns. The supervisor has five working days (not counting weekends and holidays) to reply. The supervisor must forward a copy of his or her written response to you and Human Resources. If the supervisor's response is unsatisfactory to you, or if you do not receive a response with the five-day timeframe, you may appeal to Stage 2.

Exception to Stage 1: - If you are grieving a termination, skip to Stage 2. Human Resources may elevate the initial filing of any grievance to Stage 2 or Stage 3 if it is appropriate to do so.

You may ask for a committee review of your grievance if the following conditions are met:

• You are an appointed service or maintenance employee beyond your new hire probationary period.
• The grievance issue is a termination of your employment or a violation of Human Resources Policy.
• The Stage 3 response is unsatisfactory to you.
• You appeal in writing to the Assistant Vice Chancellor of Human Resources or a designee in Human Resources within 10 working days of receiving the Stage 3 response.

A grievance can be appealed to Stage IV is all of the following conditions are met:

• You are an appointed beyond your new hire probationary period.
• The grievance issue is a termination of your employment or a violation of Human Resources Policy.
• The Stage 3 response is unsatisfactory to you.
• You appeal in writing to the Assistant Vice Chancellor of Human Resources or a designee in Human Resources within 10 working days of receiving the Stage 3 response.

Stage 4 of the grievance procedure is very detailed. Following your request for a Stage 4 hearing, a meeting will be scheduled with Human Resources to discuss the full details of this hearing.

This brochure is intended only to summarize the university's Problem and Grievance Resolution policy. Read the entire policy for a full explanation and specific language of this policy.