Development of

Grievance Form
Contents
General Points
Grievance
What can a person file a grievance about?
Grievances and Complaint Procedure
Grievance Form
Grievance Process
Corrective actions
General Points
In working together from day to day, it is normal for
employees to occasionally have problems or complaints
affecting their work-related activities.
It is important to work out a solution to these problems as
quickly as possible.
Most problems can be resolved through informal discussions
between employee and supervisor in the department.
You are encouraged to talk about work-related problems with
your immediate supervisor.
If you are not satisfied with the outcome, you may wish to
use a more formal process - the grievance procedure - to
seek a solution.
Grievance
A grievance is a formal complaint

A Company provides a grievance procedure to promote

prompt and responsible resolution of issues raised by staff and
administrators. This procedure may be used freely without
fear of retaliation, and the Office of Human Resources is
available to assist throughout the procedure.

Grievances are confidential and are not included in your

personnel file.
What can a person file a grievance
about?
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.
Grievances and Complaint Procedure
You may file a formal complaint only after a general inquiry
and/or an informal complaint fails to resolve the problem.

The formal complaint must be in writing on the Formal

Statement of Complaint form and must be signed and dated
by you.

This form is available from the Employee Relations

Department of the Office of Human Resources.
The Formal Statement of Complaint must:

1. explain the nature of the complaint and the specific

circumstances at issue,
2. identify the rights, procedures, or policies violated, and
3. state the specific and complete remedy sought by you.

Once the complaint is written and submitted, no aspect of it

can be expanded or modified.
Grievance Form
1. Grievant Information.
2. Grievance Category and
Type.
3. Detail of Event Leading
to Grievance.
4. Person/Department
involved in the
Grievance.
5. Detail of Grievance.
6. Policies/Procedures/
Guideline Violated.
7. Proposed Solution.
8. Witness of Grievance.
Grievance Process: Step 1
Discuss Complaint with Immediate Supervisor:

If the complaint is not resolved as a result of this discussion, or

such a discussion is not appropriate under the circumstances,
proceed to Step Two
 Grievance Process: Step 2
Prepare and Submit Complaint Procedure Form to a HR Consultant for
Review by Second-Level Supervisor

If the employee feels the complaint was not resolved in discussions with
his/her immediate supervisor, they may prepare and submit a formal
written complaint for review by the person to whom the employee’s
immediate supervisor reports (“second-level supervisor”). To do so, the
employee should prepare a Complaint Procedure Form and submit it to a
Human Resources HR Consultant.

The Consultant will then review the complaint, send a copy to the second-
level supervisor and the immediate supervisor (if appropriate), and
schedule a meeting for the employee, the second-level supervisor, and the
Consultant to discuss the complaint.

The second-level supervisor will issue a written decision

Grievance Process: Step 3
Submit Complaint Procedure Form to Human Resource Director
of HR Consultants for Review by Third-Level Manager

If the employee is not satisfied with the Step Two decision,
they may proceed with the complaint by submitting it to the
Human Resources Director of HR Consultant for review by the
director in charge of their department or associate dean of the
department if in an academic unit.

 A meeting between the employee, the Director of HR

Consultant and the director or associate dean will generally be
held and the director or associate dean will issue a written
decision generally within five (5) business days of the meeting.
Grievance Process: Step 4
Submit Complaint Procedure Form for Final Appeal to the
Appropriate-Level Vice President or Provost

If the employee is still unsatisfied, he may submit the

complaint to the appropriate level Vice President with
administrative responsibility for their department.

The Vice President final written response, generally

within fourteen business days. The employee’s
department management will be notified as well.
Corrective Action, Staff - Procedures
Normally in Companies policy of corrective action consists of
four steps which are generally administered in progressive
order.

First Level Warning

Second Level Warning
Suspension Without Pay
Termination