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Student Employee Grievance Procedure :: Back to Top

GRIEVANCE PROCEDURE AND BACKGROUND

Most employee concerns can be resolved informally between the people directly involved. When these concerns cannot be resolved informally, an eligible student employee has the right to seek adjustment to employee related conditions that he or she considers unjust or adverse to his or her personal welfare through the use of the Student Employee Grievance Procedure. A grievance must be filed no later than five (5) calendar days after the knowledge of the incident or situation on which the grievance is based. Policies and procedures of the Arizona Board of Regents and the University of Arizona and issues such as monetary increases, job classifications, work assignments (not involving safety and security), verbal warnings, work hours and elimination/reduction in funding are matters which are excluded from the Student Employee Grievance Procedure. Grievances involving illegal actions and perceived racial or other discrimination or sexual harassment should be reported directly to the Affirmative Action Office. Every effort should be made to attempt to resolve a student employee's concerns through informal discussions within departments. The student employee is responsible for giving the supervisor and department head the opportunity to resolve the student employee's concerns on an informal basis before using the Student Employee Grievance Procedure. Similarly, the supervisor, department head and head of the college or division are responsible for objectively considering the student employee's concerns and responding to the student on a timely basis. The Dean of Students or a designee may assist in resolving a grievance by serving as an impartial mediator at the request of one or both parties involved. Both parties must agree to this mediation process. Mediation may be requested in writing by either party at any point in the process and will serve to temporarily suspend time limits prescribed in the procedure below. Either party may request in writing (from the Dean of Students) a variance in the stated time limits for action prior to the expiration of the stated time limits.

ELIGIBILITY

Student employees who are eligible to use the grievance procedure must meet one of the following tests:

a		Have worked an average of 15 or more hours for six (6) consecutive weeks or

b		Completed three (3) consecutive months employment.

III

STEPS OF THE GRIEVANCE PROCEDURE

For purposes of interpreting this procedure, the first step will apply only when a student employee reports to a supervisor who is not a department head. If the immediate supervisor is also the department head, the grievance procedure will begin with the second step. The first step could be verbal or written, but the second step must be in writing. Any step in the procedure can be waived by mutual consent of the parties involved. Dates of written documents shall be honored upon receipt by the next step. Written grievance documents should be hand carried or mailed special delivery with a return receipt requested.

First Step--The Immediate Supervisor
A student employee takes the first step in the grievance procedure when he or she advises the immediate supervisor of a specific dissatisfaction and further indicates the adjustment desired. As a means of encouraging informal and open discussions between a supervisor and the student, a written grievance is not required at this step; however, a supervisor who receives a grievance in writing will reply to it in writing. If the requested adjustment is not granted, or if the supervisor does not have the authority to grant or deny the adjustment, the immediate supervisor will advise the student employee of the right to carry the grievance to the second step. If after (5) calendar days the student employee has not received a written response from a written grievance, the grievance is automatically carried to the second step.

Second Step--Department Head
If the aggrieved student employee is beginning the grievance at the second step, as set forth in the above section, or if the student employee has been unsuccessful at the first step and wishes to have the grievance considered at the next step, the grievant will present the matter to the department head. If the grievance has been considered at the first step, it must be submitted for the second step review within ten (10) calendar days after the student employee's receipt of a decision. The grievance at this step must be submitted in writing and the department head's response must be in writing. Both the department head and the student should keep notes on any conversations or discussions of the grievance. In cases where the student is employed under the work study program, it is the responsibility of the department head to notify the Office of Student Financial Aid that a grievance has been filed. The department head will consider the grievance and, if the desired adjustment is within his or her authority, will grant, deny or negotiate a modification of the request within ten (10) calendar days. If the desired adjustment is denied or is not within the authority of the department head to consider, the department head will advise the grievant in writing of the right to carry the grievance to the third stage of the grievance procedure. If after ten (10) calendar days the student employee has not received a written response, the grievance is automatically carried to the third step.

Third Step--Head or Designee of College or Division
If the student employee is unsuccessful in reaching a satisfactory adjustment with the department head and wishes to have the grievance considered further, the grievant may present the matter to the head of the college or division within ten (10) calendar days after the student employee's receipt of a decision. The grievance should be submitted in writing stating the specific dissatisfaction, facts in support of the grievance, and specific actions sought. The head or designee of the college or division must respond in writing. Again, notes of any conversations or discussions concerning the grievance should be taken by both the grievant and the head of the college or division. The head or designee of the college or division will consider the grievance and, if the desired adjustment is within his or her authority, will grant, deny, or negotiate a modification of the request within ten (10) calendar days. If after ten (10) calendar days the student employee has not received a written response, the grievance is automatically carried to the final step. If the desired adjustment is denied or is not within the authority of the head of the college or division to consider, the grievant will be advised of his or her right to carry the grievance to the final step of the grievance procedure.

Fourth and Final Step--Student Employee Grievance Committee or Review by Dean of Students or designee.

If the third step remedy is denied or its solution is unsatisfactory, any eligible student employee who feels that his or her grievance merits consideration at the final step may request a hearing by the Grievance Committee. Requests for a hearing must be submitted in the writing to the Dean of Students within ten (10) calendar days of the student employee's receipt of a reply from the head of his or her college or division. Requests must indicate (1) that the grievance procedure has been followed through the third step and a copy of the request for third step consideration should be submitted to avoid undue repetition, and (2) must state the specific complaint and facts in support of the corrective action desired. The Dean of Students or a designee will consider the fourth step appeal and determine whether the issues being grieved are subject to a Dean of Students Investigation and Review Procedure or Grievance Committee Hearing.

1		Dean of Students Investigation and Review Procedure
		The Dean of Students Review will represent the fourth and final step on issues such as filling vacancies, written warnings or issues where no direct personal wrong or injury can be shown to have occurred. These are considered non-punitive administrative actions and in such instances this step serves as a review by the Dean of Students or a designee of the application of University and Board of Regents policies with respect to the grievant. This review will be summarized in writing to the grievant with findings and determination issued by the Dean of Student or designee within ten (10) calendar days following his or her receipt of the grievance. The Dean of Students or designee decision is final and this ends the grievance procedure in these cases.

2		Student Employee Grievance Committee Hearing
		If the Dean of Students or a designee determines that the issues being grieved are proper subject matter for a fourth step Grievance Committee Hearing, a hearing date will be established at the earliest convenience of all concerned parties. Examples of matters which are subject to the Student Employee Grievance Committee Hearing are discharge and disciplinary suspension/probation.

Student Employee Grievance Committee

The Dean of Students or a designee appoints three persons from a variety of occupational classes to insure that impartial members will be available for hearings.* The committee will be comprised of one faculty member, one classified staff member, and one student. The Dean of Students or a designee will also be an impartial technical advisor, and shall inform all parties of hearing policies and procedures.

Conduct of Hearing

The Dean of Students or a designee will request that the following information be provided in writing by the aggrieved student employee and by the management of the aggrieved student's department:

The name and qualifications of the representative for the grievant if the student wishes to have representation. (No person appearing as an attorney shall participate in the proceedings and his or her presence is permitted only for purposes of observing the proceedings and advising the client during them.)

The name of the representative for the grievant's department.

Any names of witnesses for either party. The Chairperson of the Grievance Committee, who shall be selected by the Committee, is responsible for conducting the hearing in a manner that will insure each side the opportunity to present its position to the Committee. The Chairperson of the Committee shall:

a		Convene the hearing, which shall be conducted in an orderly and dignified manner;

b		Poll the votes of the Committee, including the Chairperson's own vote;

c		Prepare a brief summary of the case, as pre-sented in the hearing, facts developed by the Committee, pertinent documents, etc.;

d		State the Committee's conjunction as to what corrective action is to be granted, modified, denied; and,

e		Make any recommendations thought to be in the interest of sound University/student employee relations. The decision of the Committee is advisory to the Vice President for Campus Life and concludes the Grievance Procedure. The Vice President for Campus Life or a designee will render the final decision in writing to all parties concerned within ten (10) calendar days of the receipt of the decision.

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