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U.Va. Human Resources
Reference Policy:
Resolving Grievances for University Staff Employees
USGC Procedures:
  1. The University Staff Grievance Committee (USGC) reviews a covered complaint by an eligible employee. The USGC is comprised of five voting members, including its chairperson, of which three members shall constitute a quorum. Each of the following Vice Presidential areas will recommend a representative for membership on the USGC: Finance, Development and Community Affairs, Student Affairs, Executive Vice President and Provost, Management & Budget, and Diversity, as well as the offices of the President and Executive Vice President and Chief Operating Officer. The CHRO will select the members of the USGC randomly from the pool of nominees. The members appointed will serve a staggered 2-year term with the possibility of reappointment. The five members of the USGC will elect its chairperson. University Human Resources will develop and implement a training program for the USGC.

  2. Before a meeting: Before any USGC meeting for the purpose of reviewing a grievance, the USGC members will receive from UHR a copy of the grievance and any other related documents. All USGC members should receive documents relating to a grievance, unless a member has a conflict of interest and will not take part in the review or recommendation of the grievance. The USGC chairperson will set a date, time and location for the meeting and will send notice of the meeting to the grievant, the USGC members, and others as appropriate (such as the grievant’s supervisor or department head), at least forty-eight (48) hours before the meeting.

  3. Attendance at the meeting: At a meeting for the purpose of reviewing a grievance, the following persons may be present: USGC members; the grievant and, if desired by the grievant, one other University employee; a UHR Director or staff member; a language interpreter (if requested); and others requested by the USGC to present additional information.

  4. Presentation at the meeting: The grievant and the supervisor or department head will be permitted to present information regarding the grievance. Others requested to be present by the USGC may present additional information relating to the grievance. USGC members, the grievant, and the supervisor and/or department head may ask questions of anyone presenting information to clarify the issues relating to the grievance.

  5. USGC deliberations: After the meeting, the USGC will consider the grievance in private session and reach a recommendation. The USGC chairperson will reach a recommendation by consensus or majority vote. The USGC chairperson will forward the recommendation in writing to the CHRO.

  6. Conflict of Interest: If a USGC member has been involved in the grievance at any stage before the grievance reaches the USGC, the member will disqualify himself or herself and will not participate in the USGC meeting, review or recommendation relating to the grievance. The USGC chairperson also may disqualify a USGC member based on a conflict of interest. If the USGC chairperson has a conflict of interest, s/he will disqualify himself or herself and the USGC will elect another chairperson for purposes of the pending grievance.

  7. Confidentiality: USGC members will maintain the confidentiality of grievances, meetings, reviews and recommendations and will not disclose their existence or contents outside of the USGC except as permitted or required by law or University policy.