Policy 309: STAFF GRIEVANCE POLICY
Purpose
The purpose of this policy is to provide individual staff members with guidance on resolving work-related conflicts.
The University encourages regular and open communication between supervisors and employees to facilitate solutions for problems or questions that might arise during the employment relationship. Employees are encouraged to resolve complaints informally and present the matter to their immediate supervisor for discussion, consideration, and resolution. If the supervisor is the subject of the employee’s complaint, the employee may present the matter to the next-highest level supervisor.
The supervisor will meet with the employee to attempt to work out a mutually satisfactory resolution. Supervisors are expected to maintain appropriate confidentiality regarding matters brought to their attention under this informal process.
Employees also may contact the University Ombuds for assistance in resolving a complaint informally.
Formal Grievance Process
Scope
The University’s formal conflict resolution process (Grievance Process) applies only to written warnings or written corrective actions, demotions, disciplinary actions that result in a reduction of the employee’s base salary, suspensions, and involuntary terminations (including layoffs). Other actions, such as negative performance evaluations, the implementation of performance improvement plans, failures to promote, transfers that do not involve demotions, and/or failures to increase salary, are not covered by the Grievance Process.
Complaints alleging conduct that falls within the scope of another University policy that sets forth procedures for responding to the complaint (e.g. allegations of discrimination or harassment, research misconduct, among others) are not subject to this Grievance Process.
Eligibility
All regular and fixed-term staff members who have successfully completed their introductory period are eligible to utilize the Grievance Process.
The Grievance Process does not apply to student employees, faculty, or employees who are members of any collective bargaining unit.
Timeliness
Within thirty (30) calendar days of the notification to the employee of the decision that is the subject of the Grievance Process, the employee must submit the grievance on the Grievance Request Form to the Director of Workforce Planning in the Department of Human Resources. (Link) The Grievance Request Form shall be submitted by email to the Department of Human Resources at hrservicedesk@scu.edu.
Human Resources Review
Grievance Request Forms received by the Dept. of Human Resources will be reviewed by the Director of Workforce Planning or another person designated by the Vice President of Human Resources (“the Representative”). The Representative will first review the Grievance Request Form to ensure the grievance (1) has been timely filed; (2) has been filed by a person eligible to file a grievance; and (3) is regarding a matter subject to the Grievance Process. The Representative will notify the grievant by email within ten (10) business days if the grievance has been accepted and meets the grievance requirements.
The Representative is responsible for investigating the underlying facts giving rise to the grievance. The investigation may include interviews with the grievant and/or other appropriate individuals, and reviewing relevant materials. The grievant should provide all relevant information to the Representative during the investigative phase of the Grievance Process. The Representative is authorized to weigh all evidence gathered, including making determinations of credibility.
In most instances, the Representative will issue a written determination (the “Determination”) within twenty (20) business days of the date of the notification to the grievant that the grievance was accepted. In the event the Representative requires additional time, the Representative will notify the grievant and provide an expected date of response. The Determination will include the Representative’s factual findings, the manner in which a University policy or policies are implicated (if any), and whether the challenged action is affirmed, reversed, or otherwise changed. The Representative will deliver the Determination to the grievant by e-mail; a copy of the Determination will also be given to Human Resources for its records.
Appeals
The grievant has ten (10) business days from the date of the Determination to request an appeal. An appeal of the Determination may only be granted only if (a) the investigation conducted by the Representative was procedurally defective and the procedural defect had a material impact on the outcome of the investigation; or (b) the outcome of the Determination does not reasonably follow from the factual findings of the investigation. Appeals are not an opportunity for the grievant to present additional evidence or information that should have been considered by the Representative during the investigation, or to express general dissatisfaction with the Representative’s factual determinations. A grievant may request an appeal by notifying Human Resources in writing, with a description of the basis for the appeal. The written appeal shall be sent to Human Resources via email at hrservicedesk@scu.edu.
Appeals will be reviewed by either the Vice President of Human Resources or, in the event of an actual or perceived conflict of interest of the Vice President of Human Resources, the Chief of Staff or a person designated by the Chief of Staff (collectively referred to as “the Appeals Representative”). The Appeals Representative will give deference to the Representative’s investigation and determinations, and will only change those determinations if the grievant can show that one of the grounds for granting the appeal exists. The Appeals Representative is authorized to affirm, reverse, or otherwise change the decision that is the subject of the appeal. The Appeals Representative will issue a written determination within twenty (20) business days of the date the appeal was received by Human Resources. In the event the Appeals Representative requires additional time, the Appeals Representative will notify the grievant and provide an expected date of response.
Decisions by the Appeals Representative are final.
No Retaliation
The University prohibits retaliation against any individual because of the individual’s exercise of the right to initiate the conflict resolution process under this policy or because an individual provides information or otherwise participates in the conflict resolution process under this policy.
Policy Approved: October 23, 1998
Last Updated: June 2025
Last Reviewed: June 2025
Maintainer: Human Resources