Student Employee Grievance Procedure

  1. Scope of the Procedure
    A grievance is a difference, complaint, or dispute regarding the interpretation or application of established policies and/or procedures governing terms of employment, working conditions, hours of work, or compensation. General Wage adjustments are excluded from the grievance procedure. These procedures shall apply to and be considered the right of any University of Iowa non-academic employee who is (a) a student currently registered in an undergraduate, graduate, or professional program on campus; and (b) has no other employee grievance procedure available for use. The student employee shall have the right to be accompanied by two representatives throughout these proceedings.
  2. Employee’s Initial Timetable
    The initiation period for a grievance must be within 21 calendar days of the date of discovery, by the employee, of the grievance, and within 1 year of the actual incident. The employee shall be allowed a reasonable time, not to exceed 4 hours, off from duties without loss of pay to investigate a grievance. Such time is to be scheduled with the supervisor’s permission. What is a reasonable time shall be determined by mutual consent of the parties involved. If the parties are unable to agree, the time reasonably necessary to investigate the grievance should be determined by the Office of the Dean of Students or designee.
  3. Management’s General Timetable
    All levels of supervisory personnel involved shall be directed to consider the grievances as soon as is reasonably possible. An extension of time limits specified in the grievance procedure may be made when mutually agreed upon by the employee and the administrator to whom the grievance is being addressed.
  4. The Four Stages of Grievance Resolution
    1. A grievance proceeding shall be commenced by the employee presenting the grievance orally to her/his immediate supervisor. Such supervisor shall make an immediate response to the grievance.
    2. If the oral response of the immediate supervisor fails to satisfy the employee, within 4 working days of receipt of the immediate supervisor’s oral response, the employee shall file a written grievance with the immediate supervisor. If no oral response is made, a similar writing shall be filed with the immediate supervisor within 4 working days of presenting the oral grievance. In either case, the writing shall set forth with reasonable particularity (a) the events concerning which the employee feels aggrieved; (b) the date or dates on which the events occurred; (c) the date of the presentation of the oral grievance to the immediate supervisor; (d) the date of the immediate supervisor’s oral response, if one was made; and (e) the employee’s understanding of the immediate supervisor’s oral response, if one was made.
      Within 4 working days of receiving the written grievance, the immediate supervisor shall respond to the employee in writing stating with reasonable particularity the supervisor’s understanding of the facts and of her/his oral response, if either or both differ from that of the employee. If not resolved:
    3. The written grievance shall be sent by the employee within 5 working days of receipt of the supervisor’s response to the department head and an administrator designated by the Dean of Students. A meeting called by the administrator will then be held, if possible within 5 working days of receipt of the grievance or as soon thereafter as is feasible among the administrator, the department head or his/her designee, the employee and the employee’s representatives, if any. A written response is required within 5 working days following the meeting. The response must be written by the department head in consultation with the administrator. If not resolved:
    4. The written grievance should be forwarded by the employee within 5 working days of receipt of the department head’s response to the Office of the Associate Vice President for Finance and University Services. Within 5 working days of the receipt of the written grievance, or as soon thereafter as feasible, a meeting should be called by the Associate Vice President or his/her designee of appropriate parties necessary to review the policy issues related to the complaint, at which the employing department and the grievant may present arguments and/or witnesses in support of their position. The final administrative determination should be made by the Associate Vice President for Finance and University Services, or designee, in consultation where appropriate with the Dean of Students, to be communicated to the parties in writing within 3 working days of the meeting.