policies and procedures
Article IV Grievance Procedure
To provide an orderly procedure for the resolution of the problems of staff members and to promote a climate conducive to the achievement of excellence and efficiency in all the Universities activities.
Except in those instances where the University and Union have specifically agreed herein, a staff member may submit a grievance on matters involving the administration of wages scales or salary scales appropriate to his/her employment, discipline or the interpretation or application of this Agreement.
Any grievance must be initiated within two normal working days of the incident to which it relates. When a disagreement arises in the work situation between a member of the staff and his superior, then it is highly desirable that direct discussion takes place between the parties and that every endeavour is made to seek a solution.
Any staff member aggrieved by a legitimate work instruction given by a Supervisor should carry out such instruction under written protest and refer it for processing through the proper channels. No disciplinary action will take place on a dispute arising out of this clause before a meeting has taken place with SIPTU.
In the event of the parties being unable to agree, the following procedure should be adhered to:
Step One - The staff member shall first discuss the complaint with his/her Head of School/Unit who shall investigate the complaint and report back to the staff member not later than three working days. If the problem is not resolved at this step, the staff member may submit the grievance in writing to his/her Head of School/Unit within three working days from receipt of answer. The staff member may have the Local Union Representative present when lodging this grievance. If either the University or the Union need additional time for the further investigation of the grievance, it shall be granted upon request but in no event shall the additional time exceed two working days unless mutually agreed to by the University and the Union.
Step Two - Upon receipt of the written grievance, the Head of School/Unit will investigate in detail the complaint and reconsider his/her position on the issue. The decision of the Head of School/Unit will be communicated to the aggrieved as early as practicable, but not later than five working days. If the answer given at this step is not satisfactory to the aggrieved, the aggrieved may, within five working days from the receipt of answer, formally notify the Director of Human Resources of his/her desire to process the grievance to Step Three.
Step Three - Upon notification that a written grievance has been processed to Step Three, the Director of Human Resources will schedule a meeting as soon as practicable with the Local Union Representative and the aggrieved. The Director of Human Resources/Head of School/Unit shall within 5 working days following the meeting notify the Local Union Representative and the aggrieved on the decision. If the answer is not satisfactory to the aggrieved, the aggrieved may formally notify the Director of Human Resources of his/her desire to process the grievance to Step Four.
Step Four - Upon receipt of the letter indicating a request for a Step Four meeting, the Director of Human Resources will contact the appropriate local full-time Union Official to arrange a meeting which will be held on University premises. The University shall, within ten working days following the meeting, give its decision in writing to the Union. If such answer is unacceptable to the Union, the Union shall notify the University in writing within ten working days of receipt of the Universities written decision.
Step Five - If the issue remains unresolved after Step Four, both parties agree to refer the matter to the proper and formal negotiation Procedure.
If at any stage during the discussions, it becomes clear that the matter in dispute is of a substantive or urgent nature, affecting any aspect of conditions of employment, then it will be referred to the proper and formal negotiation procedure. Multiple grievances arising from a common incident or being of a similar nature shall be treated as a single grievance and submitted by the Union representative of the section in which the incident occurred.
It is recommended that the grievance should be expedited at each step in the speediest possible manner. The time limits identified above are guides and should be interpreted by both sides in a reasonable manner.