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Classified Employee Handbook

Procedures

When
Responsibility
 Action
Within 5 days of when the problem occurred Grievant
Contacts the Human Relations Office to determine whether the problem is a grievable matter and to receive a list of grievance officers.Selects a grievance officer; makes appointment; prepares a written statement outlining the allegations, facts and remedy being sought for submission to the grievance officer.
During initial contact Grievance Officer
Describes the grievance procedure to the grievant.Informs the grievant of his/her rights as follows:

  1. To file a grievance according to procedure.
  2. To have an employee, who is not in the grievant’s chain of supervision, selected by the grievant to be present in all steps, except at Grievance Review Board hearing.
  3. To take legal action, in certain cases, upon completion of the University grievance procedure.
During initial contact Grievance Officer
Informs the grievant of his/her options as follows:

  1. The employee will elect to meet with the supervisor and be accompanied by the Grievance Officer.
  2. The employee will elect to have the Grievance Officer meet with the supervisor.
During initial contact Grievant Notifies the Grievance Officer of the option to be used.
Upon receipt of grievant’s statement Grievance Officer Ensures that the statement includes all pertinent facts.
Upon receipt of grievant’s statement Grievance Officer Forwards a copy of the grievant’s statement to the immediate supervisor.
Within 1 working day of receiving statement Grievance Officer Schedules a formal meeting within 2 days with participants included in the option selected.
Within 2 working days of receiving statement Grievance Officer Submits in writing to the UALR Human Relations Officer (1) the name of the grievant, (2) the name of the Grievance Officer chosen, (3) a brief statement of the grievance, and (4) the date formal proceedings began.
Within 2 working days of Grievance Officer scheduling appointment Supervisor, Grievance Officer and Employee or Grievance Officer, and Supervisor. (Depending on which option is chosen.) Meet to discuss grievance.
Within 1 day of the meeting with Grievance Officer Supervisor Submits a written response to the employee through the Grievance Officer. This response outlines action, if any, to be taken as a result of the meeting.
Within 1 day of the meeting with the Supervisor Grievance Officer Prepares a summary of the meeting and outlines action, if any to be taken.Signs and forwards copies of the summary to the grievant and the supervisor.
Within 1 day of receiving the response Grievant If not satisfied with the supervisor’s response, notifies the Grievance Officer in writing.
Upon receipt of the grievant’s statement Grievance Officer
Forwards a copy of the grievant’s statement and the supervisor’s response to the department head and/or the dean in academic departments.Note: In academic departments, the dean may choose to discuss issues presented in the grievant’s statement with the department head or be present during the meeting which takes place with the department head (see next step).
Upon receipt of the grievant’s statement and the supervisor’s response Department Head
Contacts Grievance Officer and grievant to schedule a formal meeting to be held within 2 days.Note: This meeting will be subject to the same steps as described in the procedure for the initial meeting between the Grievance Officer, the grievant, or his/her representative.
Within 1 day of receiving department head’s response Grievant If not satisfied with the written response from the department head, notifies the Grievance Officer in writing.
Upon receipt of the written response Grievance Officer Notifies the appropriate Vice Chancellor in writing of the employee’s dissatisfaction with the responses received to this point.
Within 2 working days of receipt of notification of dissatisfaction Vice Chancellor (or Associate Vice Chancellor)
Meets with the grievant and any other person(s) he/she considers necessary.Note: This meeting will be subject to the same steps described in procedure for previous meetings. The next level of appeal is the Grievance Review Board.
OR
Within 2 working days of receipt of notification of dissatisfaction Vice Chancellor (or Associate Vice Chancellor) Proceeds directly to Grievance Review Board, and so notifies the Grievance Officer and the grievant in writing.
At the same time Grievant and Vice Chancellor (or Associate Vice Chancellor) If proceeding to Grievance Review Board, provides the Grievance Officer a list of names of parties to be called to substantiate the facts presented by the grievant, the supervisor, and/or the department head.
Within 1 day of receipt of the Vice Chancellor’s response Grievant If dissatisfied with Vice Chancellor’s written response, provides the Grievance Officer with the name, department and telephone number of the person the grievant selects to serve on the Grievance Review Board.
Upon receipt of notification Grievance Officer Notifies the Chancellor and the grievant’s supervisor in writing that a meeting of the Grievance Review Board has been requested.
Within 1 day if possible (preferably within 2 days) Grievant’s Supervisor and Chancellor Each designate one member to serve on Grievance Review Board and notifies the Grievance Officer of their selections.
Within 1 day of designation Grievance Officer Notifies the UALR Human Relations Officer of the composition of the Grievance Review Board.
Within 2 days of designation Grievance Review Board Selects a chairperson and conduct meeting(s).
At the meeting(s)Note: Grievance Review Board activities are to be completed within 5 days. Interviews individuals who have been identified as having information relevant to the situation.Reviews all relevant material.
Upon completion of review Reaches a majority conclusion.
Within 3 days following the last meeting Submits its conclusion and reasons for that conclusion to the Chancellor.
As soon as possible Chancellor Agrees with the Board’s conclusion and instructs the Grievance Officer to inform the supervisor and the grievant of the Board’s conclusion
OR
As soon as possible Chancellor Disagrees with the Board’s findings, takes whatever action he/she deems necessary to reach a final decision, and informs the Grievance Officer of actions required.
Upon receipt of Chancellor’s decision Grievance Officer Notifies supervisor and grievant Grievance Review Board’s conclusion and the Chancellor’s agreement or disagreement with the conclusion.
Within 10 days following disposition of grievance Grievance Officer Files with the UALR Human Officer (1) a report of the (2) the procedures followed, (3) the ultimate disposition, and (4) copies of all documentary evidence deemed appropriate.

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Last revision 11/1995

Updated 10.27.2011