Informal: The university urges each employee with a complaint regarding disciplinary action to discuss the matter first with his or her direct supervisor to attempt to reach an acceptable resolution. The employee may contact Employee Relations for information and assistance at any time.
Formal: An employee with a complaint regarding a demotion, pay reduction, reassignment, or transfer, may file a written grievance with his or her direct supervisor and the department or division head no later than fifteen (15) calendar days after the disciplinary action occurs. If the department or division head is the employee's direct supervisor, the complaint must also be filed with the direct supervisor of the department or division head.
The written grievance must be signed by the employee and contain the following information:
- the employee's name, department or division, and position;
- a detailed outline of the specific circumstances and issues leading to the disciplinary action; and
- the requested resolution of the complaint.
The department or division head will discuss the complaint with the affected employee and will take appropriate action to investigate and resolve the complaint. The department or division head may consult with the employee's direct supervisor, Employee Relations, the Office of the General Counsel, and other appropriate university personnel as needed. The decision of a department or division head is final.
Before action is taken to terminate a full-time employee from employment, Employee Relations should be consulted, and the applicable vice president having line authority over the affected employee should approve the action. The decision to terminate full-time employment is final unless the employee timely files an application for an administrative review by the HRC. To invoke an administrative review by the HRC of a termination, the employee must submit a signed, written memorandum to Employee Relations within thirty (30) calendar days of being informed of the termination decision. This memorandum must describe the grievance, the efforts made to resolve the complaint, and the resolution sought by the employee, and must include supporting materials. This memorandum may not exceed ten pages in length.
Employee Relations will review the written memorandum and the supporting materials, conduct any further investigation it deems appropriate under the circumstances, and submit the employee's materials and a report generated by Employee Relations to the HRC. The HRC will review the submitted materials and may resolve the complaint in any way it deems appropriate and at its absolute discretion. The vice president of the area from which the complaint arose may participate in the HRC discussions concerning the review, but may not vote in the final resolution of the review. In making its determination, the HRC may consult with the employee, the employee's line management, Employee Relations, and the Office of the General Counsel, or other sources of information as he or she deems appropriate. A written response will be provided to the employee within a reasonable period of time. The decision of the HRC is final in all cases.
In the event a grievance is filed against the president of the university, or the president would be involved in the grievance process by application of this policy, the matter will be referred directly to the HRC, which will, in consultation with the Board of Trustees, determine the appropriate procedure for handling the matter.