Skip to main content

HR-602 Grievance Administration Q&A

  1. What is considered grievable?
    A grievance may be filed when an employee has a good-faith belief that there has been a violation, misinterpretation, or misapplication of a law or written University policy which has personally, materially, and adversely impacted them.
     
  2. What is the policy referring to when it says “personally, materially, and adversely impacted”?
    This means that the alleged violation, misinterpretation, or misapplication of law or written University policy must have resulted in a negative impact or loss to the employee filing the grievance.
     
  3. Is an employee required to attempt to resolve a grievance through an informal resolution?
    Yes. An employee is required to bring issues to the attention of their supervisor before filing a grievance. If an employee feels they cannot discuss the issue with their supervisor, they may contact their human resources office for assistance.
     
  4. How long does an employee have to file the first step of the grievance process?
    An employee may file a grievance within ten (10) business days after the employee knew or reasonably should have known about the act or omission on which the grievance is based.
     
  5. What is the definition of a Business Day for the purpose of this policy?
    Business Days include regular workdays (Monday through Friday), and exclude official University holidays and Winter Break Reduced Operations.
     
  6. What is the process to file a grievance?
    An employee who wishes to submit a grievance may complete an online form which is submitted to Human Resources. The following information is required:
    • A description of the action(s) or omission(s) that gave rise to the grievance, including the person(s) responsible and the date(s) on which they occurred;
    • Identification of the specific law or written University policy that is alleged to have been violated;
    • A description of the attempts to resolve the grievance informally; and
    • The remedy being requested.

    If an employee wants assistance with or has questions about the grievance process, they may reach out to their campus Human Resources or Employee Relations Offices or HR Service Center.

    See HR-602 for additional information.

  7. Can an employee who has been laid-off file a grievance?
    Layoffs subject to Collected Rules and Regulations, Section 350.051, are not grievable unless the Grievance alleges a violation of this policy.
     
  8. When will an employee know if their grievance was accepted or rejected?
    A written decision will be provided within ten (10) business days after receipt of the grievance. The decision will typically be emailed to the Grievant’s University-issued email account.
     
  9. Am I required to use vacation or personal days during the grievance process?
    It depends.

    The following is paid work time:

    • If you are filing the grievance, time spent during a grievance hearing, interviews, and appeals is considered paid work time.
    • If you are contacted by the grievance officer or investigator, time spent for interviews is considered paid work time.

    The following is not paid work time. You may elect to use vacation or personal days in these instances:

    • If you are asked by another employee to act as their advisor, time spent is not considered work time.
    • All time spent preparing for a grievance hearing or interview is not considered work time.
  10. If a grievance is not accepted, may an employee ask for a reconsideration of the eligibility determination?
    Yes.  The employee may request a reconsideration of the eligibility determination by filing a written request with the University’s Chief Human Resources Officer (CHRO) or designee within three (3) business days of notice of the rejection. If the CHRO determines that the matter is not grievable under the Grievance policy, the process will end.
     
  11. Who determines the outcome of the grievance?
    The Campus Grievance Officer will decide grievances for their campus. The UM System Grievance Officer is responsible for rendering decisions on appeals.
     
  12. What is the timeframe of a grievance investigation?
    The general timeframe for a grievance investigation is thirty (30) business days after the grievance is accepted.  However, the nature or circumstances of a grievance may require additional time.
     
  13. What is the timeframe of a grievance resolution?
    The general timeframe for the grievance resolution is sixty (60) business days after the grievance is accepted, which includes the thirty (30) business days for investigation.  If additional time is required, communication will be provided to the grievant and others as appropriate.
     
  14. Who will be notified if the grievance timeline is delayed?
    The Campus Grievance Officer may notify any relevant parties (e.g., employee, supervisor) regarding a delay in the timeline.
     
  15. How is the grievant notified of the resolution?
    The resolution will typically be emailed to the individual’s University-issued email account.
     
  16. Can an employee appeal a grievance decision?
    A grievant may appeal within five (5) business days of the decision.  See HR-602 for additional information.
     
  17. If the appeal is not accepted, may an employee take other action?
    The decision to reject the request for appeal is final and further appeals and grievances are not permitted.  Employees may contact their Human Resources Business Partner (HRBP) or Employee Relations to discuss other resources available.
  18. Can an employee’s representative/advisor (e.g., attorney, union representative) attend a hearing?
    Yes. An employee may have an advisor of their choice present with them for all grievance proceedings.
     
  19. Is an advisor allowed to make a presentation on behalf of the employee?
    No. An employee may consult with their advisor during the hearing. However, an advisor may not speak on behalf of the employee.
     
  20. May an extension of time be provided?
    Yes. While not typical, for good cause the Campus Grievance Officer or UM System Grievance Officer may grant reasonable extensions for any of the time deadlines in this Grievance Procedure.
     
  21. May an employee file a grievance if they are terminated during their probationary period?
    No. Collected Rules and Regulations, Section 320.060 states termination of employment, or disciplinary action during the probationary period is not subject to the grievance procedure.
     
  22. What resources are available to employees for resolving work-place concerns?
    Depending on the nature of the concern/complaint, the following may be additional resources available to employees.
    • Department management discussions
    • Human Resources including HR Business Partner or Employee Relations
    • Mediation Services
    • Employee Assistance Program
    • Integrity & Accountability Hotline

Reviewed 2022-01-21