(Note: This policy applies to all non-faculty UTHSC-H employees.)
The University of Texas Health Science Center at Houston (UTHSC-H) encourages fair, efficient, and equitable solutions for problems arising out of the employment relationship. The university strongly recommends that individuals experiencing problems attempt to resolve them informally before exercising the grievance process. Employees should discuss the concerns openly with the individual with whom the problem exists and/or use the problem solving process through the Conflict Resolution Board.
In addition, Human Resources employee relations advisors and the Employee Assistance Program are other resources available to employees who are experiencing work related issues.
The Conflict Resolution Board provides UTHSC-H community with an informal and confidential process for resolving conflicts that cause anxiety and strife before they escalate. The Board's goal is to resolve problems and conflicts through communication and problem-solving skills. Individuals may pursue the grievance process if a solution is not achieved through conflict resolution. For more information on this process, refer to 2.58 Problem Solving/Conflict Resolution.
Most issues can be resolved by one of these methods; however, if the employee is not comfortable handling the issues informally, the employee may proceed directly to the grievance process. An employee cannot pursue an issue under the problem solving/conflict resolution process and the grievance process simultaneously.
All non-faculty employees are covered by this policy, including those within their probationary period. This policy covers complaints concerning:
The UTHSC-H encourages its faculty, staff, and students to make good faith disclosures related to grievances. UTHSC-H will not tolerate retaliation or threat of retaliation against those who file grievances. Acts or threats of retaliation in response to grievances may subject the person retaliating to disciplinary action, up to and including termination. Persons filing grievances with reckless disregard for the truth or in willful ignorance of the facts are excluded from protection and may be subjected to disciplinary action.
The grievance process ends with the separation of the employee.
The non-faculty employee will informally present the grievance to his or her supervisor for discussion, consideration, and resolution within five working days from the date of the action that is the subject of the grievance except when the employee has used the problem solving/conflict resolution process. If an employee chooses to file a grievance on discontinuance of the problem solving/conflict resolution process, the grievance must be received by the employee's supervisor within five working days after the board member's decision is communicated to the employee or within five working days after the employee ends the problem solving/conflict resolution process. The supervisor must respond to this employee within five working days of being advised of the grievance. If the supervisor is the subject of the grievance, the employee may eliminate this step and initiate the procedure at Step Two. If the grievance is related to a reduction in force, the non-faculty employee will begin the grievance process at Step Three.
If the grievance is not satisfactorily resolved by the supervisor, the employee may present the grievance in writing to the department head for consideration and action. The Step Two grievance must be presented within five working days of receipt of the response at Step One. The department head will consider the grievance and respond to the employee in writing within five working days of receipt of the grievance. Once the grievance has been committed to writing, it cannot be changed.
If the non-faculty employee is not satisfied with the decision of the department head, he or she may file a written appeal to the appropriate dean (or senior management staff member in university administration) within five working days of receipt of the decision at Step Two. The appeal must be in writing and describe clearly why the decision currently under appeal is not satisfactory. The dean (or senior management staff member in university administration) will consider the grievance and respond to the employee in writing within 10 working days of receipt of the decision at Step Two.
If the non-faculty employee is not satisfied with the decision of the dean (or senior management staff member in university administration), he or she may file a written appeal to the chief operating officer within five working days of receipt of the decision at Step Three. The appeal must be in writing and describe clearly why the decision currently under appeal is not satisfactory.
The chief operating officer will consider the grievance and respond to the employee in writing within a reasonable time, not to exceed 30 days following receipt of the appeal. The written decision will be sent via certified mail to the employee's home address. The decision of the chief operating officer is final.
The written grievance and any and all decisions or responses regarding such complaints shall be part of the employee record.
Updated 7/04