Policies

12.04 Student Employee Grievance

Grievances, disagreements, and complaints by student employees will be resolved in accordance with the procedures set forth below. These procedures will apply to, and be considered the right of, any University of Northern Iowa student employee who meets all of the following criteria:

  1. A student must be currently registered as at least a half-time student (six hours undergraduate or five hours graduate).

  2. Assigned to the University payroll by action of the Financial Aid Office (FAO).

A grievance is a difference, complaint, or dispute regarding the interpretation or application of established policies and/or procedures governing terms of employment, working conditions, hours of work or compensation. General wage adjustments are excluded from the grievance procedure.

Grievances arising out of alleged discrimination on the basis of race, sex, or disability are subject to separate review procedures. For appropriate referral relative to such complaints, student employees should consult with the Office of Vice President for Student Affairs.

A grievance must be initiated within three (3) months of the date the grievant first became aware of, or should have become aware of, the occurrence of such grievance. All complaints not filed within three (3) months of the actual incident shall be deemed abandoned.

The Financial Aid (FAO) will be responsible for distributing the form to the grievant and for monitoring the grievance procedure. A representative of FAO is available for consultation with the grievant as well as the employing department throughout the entire grievance process.

At each step of the procedure the student employee may seek consultation and has the right to be accompanied by one representative of his/her choice. The grievance proceedings are confidential and closed to the public unless both parties associated with the grievance agree to open hearings.

A student employee alleging a grievance will seek initially to resolve such a complaint by informal means. A representative from FAO is available for consultation with both the employee and the employing department at the informal level. A student employee and supervisor are encouraged to resolve complaints and disagreements at the informal level.

Failing resolution by informal means, the formal grievance procedure may be initiated. The procedure for filing a formal grievance must be initiated no later than twenty (20) calendar days following the failure of resolution by informal means. All supervisory personnel involved shall consider grievances as soon as is reasonably possible within the time limits specified. An extension of the time limit specified in the grievance procedure may be made when mutually agreed upon by the employee and the administrator to whom the grievance is being addressed. Forms for initiating a formal grievance are available at the FAO.

Formal Grievance Procedure

Grievance actions will be resolved in conformity with the following review levels.

Initial Action: Student employee obtains Grievance Form from the FAO. Student employee completes Statement of Grievance and cites the relief sought. The Grievance Form is returned to the FAO within five (5) calendar days.

Level I.

Immediate Supervisor receives Grievance Form from the FAO. The Immediate Supervisor shall conduct an investigation giving the grievant, and/or a representative of his/her choosing, the opportunity to present the case orally. The Immediate Supervisor responds in writing indicating his/her disposition and reasons for same. The Grievance Form is returned to the FAO within five (5) calendar days of receiving the form.

Student's Response:

If the grievant is satisfied with the decision rendered at Level I, the grievant marks the "hereby accept" response, signs and dates the form, and returns the form to the FAO. If the grievant is not satisfied with the decision rendered at Level I, or if the decision is not rendered in a timely manner, the grievant marks the "hereby decline" response, signs and dates the form, and returns the form to the FAO within five (5) calendar days.

Level II.

The Department Head or Director receives Grievance Form from the FAO. The Department Head or Director shall conduct an investigation giving the grievant, and/or a representative of his/her choosing, the opportunity to present the case orally. The Department Head or Director responds in writing indicating his/her disposition and reasons for same. The Grievance Form is returned to the FAO within ten (10) calendar days of receiving the form.

Student's Response:

If the grievant is satisfied with the decision rendered at Level II, the grievant marks the "hereby accept" response, signs and dates the form and returns the form to the FAO. If the Grievant is not satisfied with the decision rendered at Level II, or if the decision is not rendered in a timely manner, the grievant marks the "hereby decline" response, signs and dates the form, and returns the form to the FAO within five (5) calendar days.

Level III.

Dean or Designated Representative receives Grievance Form from the FAO. The Dean or Designated Representative shall conduct an investigation giving the grievant, and/or a representative of his/her choosing, the opportunity to present the case orally. The Dean or Designated Representative responds in writing indicating his/her disposition and reasons for same. The Grievance Form is returned to the FAO within ten (10) calendar days of receiving the form.

Student's Response:

If the grievant is satisfied with the decision rendered at Level III, the grievant marks the "hereby accept" response, signs and dates the form and returns the form to the FAO. If the grievant is not satisfied with the decision rendered at Level III, or if the decision is not rendered in a timely manner, the grievant marks the "hereby decline" response, signs and dates the form, and returns the form to the FAO within five (5) calendar days.

Level IV.

Division Vice President or Designated Representative receives Grievance Form from the FAO. The Division Vice President or Designate Representative shall conduct an investigation giving the grievant, and/or a representative of his/her choosing, the opportunity to present the case orally. The Division Vice President or Designated Representative responds in writing indicating his/her disposition and reasons for same. The Grievance Form is returned to the FAO within ten (10) calendar days of receiving the form.

A decision at this level of review is considered the final internal remedy. Any subsequent request for review shall be governed by procedures specified by the Board of Regents and published in the University Policies and Procedures Manual under the heading, "Appeals by Employees to Board of Regents." A copy of these procedures is available from the FAO.

Office of the Vice President for Student Affairs, Revised 1/94