Filing a Grievance

INTRODUCTION

A grievance is defined in Academic Staff Personnel Policies and Procedures (ASPPP), Chapter 112 as follows:

A grievance is a written allegation filed by an academic staff member in regard to a claim of unfair, employment-related treatment.

Appeals of non-renewal, dismissal for cause, or layoff action must be handled under the applicable procedures in ASPPP Chapter 106 (for non-renewal), 109 (for dismissal for cause), or 110 (for layoff action) rather than the grievance procedures.

Chapter 112of the UWM Academic Staff Personnel Policies and Procedures (ASPPP) contains the full text of the grievance policy.

Other relevant policy is found in the Wisconsin Administrative Code UWS 13.

BEFORE INITIATING THE FORMAL GRIEVANCE PROCEDURE

  1. Attempt to resolve the problem by discussing it with your immediate supervisor without delay.
  2. Either party can contact the UWM Ombuds Council to attempt an informal resolution of the problem.
  3. The formal process should be initiated within 15 working days from the time the academic staff member knew or could reasonably be expected to have known of the circumstances giving rise to the grievance.

 

FORMAL GRIEVANCE PROCEDURE

Procedure summary:

  1. If the informal attempt is unsuccessful, the grievance process begins with you and your supervisor and takes place in your department and school/college.
  2. Per Chapter 112, the process moves forward through all levels of authority sequentially (e.g., Department Chair, Associate Dean, Dean). Any step in the grievance process may be bypassed by the written agreement of both parties that the grievance is not resolvable at that level.
  3. If you are not satisfied with the resolution of the grievance after it reaches the Dean, you may file an appeal of the Dean’s decision to ASHAC.
  4. Complete and submit an electronic copy of the Grievance Intake Form along with supporting documentation to the Secretary of the University at secofunv@uwm.edu.

Procedure step-by-step:

STEP 1

Grievant:

  1. If the matter was not resolved during informal resolution period (15 working days), prepare written materials and submit to immediate supervisor within 15 working days.
  2. Contact the Secretary of the University’s Office at secofunv@uwm.edu to advise that you are initiating the formal process.

Immediate Supervisor:

  1. Schedules meeting with the grievant (and person’s representative, if any) to seek resolution within 5 working days of receiving written materials.
  2. Provides written response within 5 working days of meeting.

Result: Satisfactory Outcome: End of process.

Result: Unsatisfactory Outcome: Go to Step 2, unless the immediate supervisor is a Dean or Division Head, then proceed to Step 4.

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STEP 2

Grievant:

  1. Contact the Secretary of the University’s Office at secofunv@uwm.edu or to report the outcome of Step 1.
  2. Submit the written materials, including the supervisor’s written response, to the next-higher administrator within 10 working days of receiving the response. If that person is the Dean or Division Head, then proceed to Step 3.

Administrator:

  1. Schedules meeting with the grievant (and person’s representative, if any) to seek resolution within 5 working days of receiving written materials.
  2. Provides written response within 5 working days of meeting.

Result: Satisfactory Outcome: End of process.

Result: Unsatisfactory Outcome: Go to Step 3.

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STEP 3

Grievant:

  1. Contact the Secretary of the University’s Office at secofunv@uwm.edu to report the outcome of Step 2.
  2. Submit all previous grievance materials to the Dean or Division Head within 10 working days of receiving the Step 2 response.

Dean or Division Head:

  1. Schedules meeting with the grievant (and person’s representative, if any) to seek resolution within 5 working days of receiving written materials.
  2. Provides written response within 10 working days of meeting.

Result: Satisfactory Outcome: End of process.

Result: Unsatisfactory Outcome: Go to Step 4.

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STEP 4

Grievant

  1. Contact the Secretary of the University’s Office at secofunv@uwm.edu to report the outcome of Step 3.
  2. Submit written appeal, including all previous grievance materials, to the Academic Staff Hearing and Appeals Committee (ASHAC) within 10 working days of receiving the Dean’s or Division Head’s response.
    Pre-hearing procedures are listed here.
    General hearing protocol is listed here.

ASHAC

  1. Schedules hearing to be held within 20 working days of receiving the grievance.
  2. Submits written recommendation to the Chancellor within 10 working days of the hearing, with copies to all involved parties.

Chancellor: Has 15 working days to issue written notification to ASHAC and the grievant of any required changes of the recommendation.

The Chancellor’s decision is final.

Sample letters for Grievance Process