Grievances

Version: 0001
Renewal Date: 7/1/2026

Objective #

This policy’s objective is to provide a framework for resolving disputes which may arise between the University of Tennessee Foundation, Inc. (UTFI) and its employees.

Policy #

General Policy #

UTFI recognizes that disputes may arise in the employment setting. Employee complaints and disputes should be clarified at the earliest possible time and at the administrative level or office closest to the origin of the complaint. UTFI encourages the informal resolution of disputes through regular and forthright communication between staff and supervisors. Assistance is available to supervisors from the UTFI Office of Talent Management (UTFI TM). Supervisors should discuss any concerns about an employee’s work with that person in a timely fashion to resolve work related issues. Employees are encouraged to bring work-related issues to the attention of their supervisors as soon as those issues arise, so that the issues can be discussed with the objective of informal resolution. Work related issues involving the employee’s direct supervisor should normally be brought to the next level supervisor or appropriate unit leadership.

Grievances #

The grievance procedures are available to non-exempt employees only.

A. Grievance is a non-exempt employee’s formal complaint about one or more of the following matters, which the employee has not been able to resolve with their immediate supervisor and/or through the compliant procedure.

1. Any unresolved issue concerning interpretation and/or application of UTFI policy, practice or procedure.
2. Discipline (verbal or written warning, suspension, termination), work assignments or conditions of work which the employee claims are based on unlawful discrimination or workplace harassment, or other unlawful acts.
3. Any employee who feels they have been the victim of unlawful discrimination or harassment should report the situation immediately to the President/CEO or to the UTFI TM. TM0007 Harassment and Discrimination Policy.

B. To file a grievance the employee must, within 15 working days of the conduct which forms the basis of the grievance, submit a document in writing outlining the pertinent facts to their immediate supervisor, department leader or UTFI TM if the concern involves the immediate supervisor or another member of management. TM0006 Grievances Procedure

Confidentiality #

Investigations will be conducted in as confidential a manner as possible, consistent with the need to conduct a thorough investigation. UTFI generally does not disclose information gathered in an investigation to third parties. If UTFI is required to do so it will notify those involved in the complaint or grievance process.

Retaliation Prohibited #

UTFI employees are entitled to pursue legitimate complaints and grievances without fear, restraint, interference, discrimination or reprisal.

Documentation #

All records generated in connection with any informal dispute resolution, complaint or grievance will be turned over to the UTFI TM office at the conclusion of the process. UTFI TM will maintain these records in accordance with the RE0002 Records Retention Schedule and RE0001 Records Management and Retention Policy.

Scope and Application #

This policy applies to non-exempt employees, including full-time staff, part-time staff and temporary staff for the organization.

Policy Implementation #

Implementation of the Grievance Policy will be the responsibility of all UTFI employees in consultation with UTFI Office of Talent Management leadership.

Definitions #

Grievance: Grievance is a non-exempt employee’s formal complaint about one or more of the matters listed in section 2 of this policy, which the employee has not been able to resolve with their immediate supervisory and/or through the compliant procedure.

Penalties/Disciplinary Action for Non-Compliance #

Violations of this policy and any subsections herein may be cause for disciplinary action up to and including termination of employment.

Policy Administration #

The table below identifies the responsible senior official, contact information and administrative responsibilities of policy matters.

Subject Matter	Office Name/Position Title	Email/Web Address
Authority	UTFI Senior Official of Talent Management	[email protected]
Point of Contact	UTFI Executive Director of Talent Management	[email protected]
Policy Location	Public Listing
Policy Review Schedule	Annual Review

History of Revisions #

Related Policies/Guidance Documents #

Policy:

TM0007 Harassment and Discrimination Policy
RE0001 Records Management and Retention Policy
RE0002 Records Retention Schedule

Procedure/Forms:

TM0006D Grievances Procedure