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U.Va. Human Resources
Reference Policy:
Resolving Grievances for University Staff Employees
Procedures:

University Grievance Process:
  1. Step One: The employee will discuss the problem with his or her immediate supervisor who may consult with the next level manager. The appropriate Dean or Vice President should be apprised of the issue (as necessary) if the issue is not resolved at this step. (If the employee’s issue is with the immediate supervisor, the employee should discuss the problem with the next level manager or a University Human Resources (UHR) Consultant.) A reasonable effort will be made to obtain the necessary facts and to resolve the issue within ten (10) business days. If, at any step in the process, the employee does not timely seek further review, the decision will be deemed final.

  2. Step Two: If Step One does not resolve the issue, the employee may contact UHR Consulting Services. UHR Consulting Services will schedule a meeting with the employee and the supervisor to discuss the issue. The employee may at this stage request the use of mediation and other alternative dispute resolution processes through UHR Consulting Services or the ADR web page.

  3. Step Three: If Step Two does not resolve the issue, the employee may within three (3) business days (of either the meeting noted in 2 above or the conclusion of the ADR process regardless of how long either process takes) submit a written grievance to UHR Consulting Services.

  4. Upon receiving a grievance from an eligible employee regarding a covered complaint, UHR will forward the grievance to the University Staff Grievance Committee (USGC). The USGC will determine whether the grievance is eligible for consideration under this policy. Within seven (7) business days, the USGC will schedule a meeting to review the grievance with the grievant and others as appropriate. Within three (3) business days after the USGC meeting, the USGC will adopt a recommendation to resolve the grievance and the USGC chairperson will forward the recommendation to the Vice President and Chief Human Resource Officer (CHRO).

  5. Within five (5) business days after receiving the USGC recommendation, the CHRO (or designee) will review the grievance and the recommendation and adopt a decision resolving the grievance. The decision will be communicated promptly to the grievant and other interested parties.

    If the CHRO is the subject of the grievance or otherwise unable to evaluate the grievance impartially, the review of the recommendation and the decision resolving the grievance will be made by the University President or designee.

  6. Within three (3) business days after receiving the CHRO’s decision, the grievant may request a Presidential review by submitting a written request to the President’s Office. Any decision based on Presidential review is considered final.

  7. Extension of Time Frames: Upon mutual written agreement, parties to a grievance may extend any time limits established in these procedures.

  8. Cases Decided By the Vice President and Chief Human Resources Officer:
    The CHRO (or designee) shall intervene in and preempt proceedings at any stage of the grievance process when the CHRO (or designee) determines that established processes are unable to timely or properly adjudicate a case or complaint involving University Staff employees arrested, charged or convicted of criminal conduct which, in the discretion of the CHRO (or designee), endangers or threatens to disrupt the University community or University operations.

    The foregoing shall include, without limitation, criminal conduct involving the possession or distribution of controlled substances on or off University property, attempted or inflicted bodily injury or other harm to any member of the University community, and destruction or attempted destruction of University property. The CHRO's (or designee's) review shall provide the affected employee with written notice and opportunity to be heard consistent with due process of law, and such further proceedings as the CHRO may deem appropriate to the circumstances. Proceedings before the CHRO (or designee) shall not be governed by any other procedure established in the University Staff Grievance procedures, and shall terminate proceedings before any other University body unless authorized by the CHRO (or designee).