Grievances Procedure

Version: 0001
Effective Date: 7/1/2024

Objective #

This procedure establishes steps for a non-exempt employee to file a formal complaint about a work situation listed in TM0006 Grievance Policy, which the employee has not been able to resolve with their immediate supervisor and/or through the procedure.

Scope #

This procedure applies to all UTFI employees, including full-time staff, part-time staff, student workers, student interns, and temporary staff for the organization.

Procedure #

1. Employees who wish to file a grievance complaint should do so in writing to their immediate supervisor. Should the situation involve the supervisor, a complaint should be filed with the next line supervisor. The complaint should be filed within 15 working days of the conduct which forms the basis of the grievance and include the following:
   • Date(s) of alleged actions.
   • Summary of the alleged dispute and any steps taken towards resolution of the dispute prior to filing complaint.
   • Name(s) of the person(s) whose actions led to the grievance.
   • Name of any witness(es) to the situation.
   • Documents in support of the situation.
   • Date and sign the document.
2. Supervisors are responsible for making every effort to resolve grievances locally.
   • On receiving a grievance report, the supervisor shall meet face-to-face with the employee filing the grievance.
   • The supervisor shall also conduct such other investigations as they deem appropriate. Supervisors may, and often should, collaborate with the UTFI Office of Talent Management (UTFI TM) regarding the investigation.
3. Within 30 working days of receiving a grievance, the supervisor shall issue a written response to the grievance.
4. If the employee filing the grievance is not satisfied with the supervisor’s written response, then the employee may, within fifteen working days of receipt of the response, forward the original grievance complaint, the supervisor’s written response and a written request for a hearing to the UTFI TM. A hearing is the final step for a grievance.
5. The UTFI TM will arrange for a hearing before the President/CEO (or designee) and a panel of 3 unbiased UTFI employees selected by the UTFI CEO and TM office. Panelists will not be employed in the same department or location as the employee requesting the hearing. The hearing will normally take place within 15 working days of receiving the request for hearing. Where appropriate, the UTFI TM office will work in collaboration with the UT Human Resources Office.
6. The CEO (or designee) will normally issue a written decision within 15 working days of the hearing. This decision will be final and binding.
7. At each step in a grievance procedure, the employee filing the grievance is entitled to be accompanied by one UTFI employee chosen by the person filing the grievance; the accompanying employee may participate in the discussion or hearing.

Penalties/Disciplinary Action for Non-Compliance #

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

Procedure Administration #

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

History of Revision #

Related Policies/Guidance Documents #

Policy:

TM0006 Grievances