Policies of the University of North Texas Health Science Center
Chapter 5
Human Resources
05.903 Employee Grievance
Policy Statement.
The UNT Health Science Center is committed to treating all employees fairly and equitably, and
to maintaining a formal process to resolve work-related grievances in a fair and prompt
manner. No employee shall be disciplined or otherwise adversely affected in his or her
employment in any way for exercising rights under this policy. The UNT Health Science Center
provides a formal, internal process for the good faith resolution of work-related grievances and
responds to employee grievances fairly in accordance with this policy.
Application of Policy.
All non-faculty employees.
Definitions.
1. Grievance. An employee’s formal expression of disagreement or dissatisfaction with
employment-related concerns, such as working conditions, hours of work,
compensation, environment, or relationships with supervisors or other employees.
Review of an involuntary termination action will follow the procedure set forth in
UNT Health Science Center HR Policy 05.901, Performance Counseling and Discipline.
2. President’s Designee. The president may choose a designee to consider a grievance,
or appeal instead of the president. The president’s designee must be a vice
president or executive vice president.
3. Witness Statement. A written statement from an individual having first-hand
knowledge of the action or condition giving rise to the grievance.
4. Alternative Dispute Resolution (ADR). Use of an informal, non-adversarial process to
resolve concerns among individuals in the workplace generally using a neutral thirdparty to promote understanding and reconciliation.
Procedures and Responsibilities.
1. Initial Discussion/Problem Solving. In most cases, an employee should first discuss
the concern with his or her immediate supervisor. Supervisors will make every
effort to respond to the employee’s concern as soon as possible.
Responsible Party:
Employee and Supervisor
2. Filing a Grievance. A grievance may be submitted when a work-related concern
cannot be resolved informally between the employee and his or her supervisor. An
employee must submit a grievance to Human Resources Services within ten (10)
business days from the date the action or condition the employee is grieving
occurred. Grievances must be in writing on an official grievance form, and include
the following information: (1) nature of the grievance; (2) attempts made to resolve
the grievance and degree of success; (3) Health Science Center policy that employee
believes were violated; and (4) resolution the employee seeks.
Responsible Party:
Employee and Human Resources Services
3. Consideration of a Grievance. Grievances will be reviewed by Human Resources
Services for compliance with this policy and forwarded to the immediate supervisor
of the individual who took the action that is being grieved or who can address the
condition that is the subject of the grievance. The individual reviewing the grievance
has ten (10) business days to respond. If the president is responsible for reviewing a
grievance, the president’s or the president’s designee’s decision on the grievance is
final.
Responsible Party:
Supervisor and Human Resources Services
4. Appealing a Decision. If a grievance is not resolved to the employee’s satisfaction,
the employee can appeal the decision by submitting a written request to Human
Resources Services within five (5) business days of receiving the response. Failure to
submit an appeal within five (5) business days concludes the grievance. Appeals will
be reviewed by Human Resources Services to ensure compliance with this policy,
and forwarded to the supervisor of the individual who responded to the grievance.
The individual considering the appeal must respond within five (5) business days,
except that the president, the president’s designee or a vice president may respond
within ten (10) business days. The decision on the appeal is final.
Responsible Party:
Employee and Human Resources Services
5. Extensions of Time. Any participant in the grievance process may request an
extension from Human Resources Services if additional time is required for any step
in the process. A maximum of one (1) extension may be granted in each step of the
process.
Responsible Party:
Employee and Human Resources Services
6. Witness Statements. Witness statements may be submitted by any participant in
the grievance process at any step in the process.
Responsible Party:
Employee and Human Resources Services
7. ADR Process. The ADR process may be initiated at any time, in which case the
grievance is suspended pending completion of the alternative dispute resolution
process. Either party may request ADR and either may decline to participate in the
ADR process. The employee can resume the grievance by notifying Human
Resources Services, in writing, within three (3) business days of an unsuccessful
alternative dispute session. If ADR is successful, the grievance process terminates.
Responsible Party:
Employee and Human Resources Services
8. In the event a terminated employee makes an allegation of a nature that requires
investigation during the grievance process (such as discrimination, harassment,
retaliation or a violation of other policies), the allegation will be referred to the
appropriate office to determine whether an investigation is warranted and the
grievance process will be suspended until a determination is made by that office.
Responsible Party:
Human Resources Services
9. The Executive Director of Human Capital Management or his or her designee, acting
as a neutral party, may advise the employee and management regarding procedural
matters and interpretation of applicable policies.
References and Cross-references.
UNTHSC Policy 05.201 Nondiscrimination/Equal Employment Opportunity and Affirmative
Action
UNTHSC Policy 05.205 Sexual Harassment
UNTHSC Policy 05.210 Grievance Procedure for Alleged Discrimination in Employment
UNTHSC Policy 05.410 Reduction in Force
UNTHSC Policy 05.902 Voluntary Alternative Dispute Resolution
Information and Procedural Guidelines for Pursuing and Resolving a Complaint of
Discrimination, including Sexual Harassment
Texas Government Code § 617.005
Forms and Tools.
Grievance Form
ADR Form
Discrimination Form
Approved: September 2006
Effective: September 2006
Revised: June 2012