5.27 - P&S Staff - Complaints and Grievances

Review Deadline

Wednesday, December 10, 2025

Purpose

To provide Professional & Scientific (P&S) staff a mechanism for addressing concerns related to employment conditions and workplace practices.

Policy Statement

P&S staff have the right to present a matter of concern or dissatisfaction relating to the interpretation, application or alleged violation of written university or Iowa Board of Regents policies and/or procedures. This includes matters involving disciplinary action, termination, work schedules, or compensation (excluding general salary schedule adjustments).

This process does not apply to P&S position classification matters, which are addressed through the Position Classification Appeal Procedure in policy 5.26.

Employees should contact the Office of Civil Rights Compliance for alleged discrimination based on age, color, creed, disability, ethnicity, genetic information, marital status, national origin, political affiliation, pregnancy, race, religion, sex, sexual orientation, veteran or military status, or any other protected category under applicable federal, state or local law.

A. Informal Resolution

Before filing a formal grievance, P&S staff are expected to first attempt resolution through informal means, including discussing the issue with their manager or appropriate administrator. Informal action must be initiated within 30 calendar days from the date the employee(s) became aware, or could reasonably be expected to become aware, of the issue. Additional informal resources may include consultation with Human Resource Services (HRS) and/or the P&S Council Employee Issues Committee.

B. Formal Grievance Procedure

If the issue is not resolved informally, a formal grievance may be filed within 30 calendar days of the failed informal attempt. Under no circumstances shall a grievance be considered timely after 6 months from the date of the issue.

A formal grievance must be submitted using the P&S Grievance Form located in the Forms Repository and must include:

A description of the grievance, including date(s) and relevant circumstances
The specific policy or procedure allegedly violated.
The issue at hand and the resolution sought.

Formal grievance action review levels:

Level I: Department Head, Dean & HRS Review

The completed grievance form must be submitted to the staff member’s department head/director and dean, if applicable, and the Director of HRS. The department head, dean and the Director of HRS or designee will conduct an investigation, allowing the grievant to present their case orally or in writing. A written response must be provided within 30 calendar days of receipt of the grievance.

Level II: Division Head Review

If the grievant is unsatisfied with the Level I outcome or the response is no provided within the prescribed timeframe, they may appeal by completing the relevant section of the grievance form and submitting it to their division head within 7 calendar days. The Level II appeal section must be signed and dated by the grievant and must include the original grievance and all information from the first level and any other pertinent information the grievant may wish to submit. The division head or their designee will complete an investigation, allowing the grievant to present the case orally or in writing, and issue a written response within 30 calendar days of receipt of the appeal. The division head or their designee may affirm, reverse, or modify the Level I decision.

Level III: Arbitration and Presidential Review

If the grievant is unsatisfied with the Level II outcome or if the response is not provided within the prescribed timeframe, they may appeal by completing the relevant section of the grievance form and submitting it to the university President within 7 calendar days. The arbitration appeal section must be signed and dated by the grievant and must include the original grievance and all information from the first two levels and any other pertinent information the grievant may wish to submit.

Except where the university and the grievant agree to an alternative selection procedure the President or designee will obtain a list of at least five arbitrators from the Iowa Employment Appeal Board. Within 14 calendar days of receipt of the list, the university and the grievant will alternately strike a single name until one name remains (the grievant strikes first). The remaining arbitrator will conduct a hearing promptly and issue a written report to the President within 30 calendar days of the hearing’s conclusion. The report shall set forth findings of fact, reasoning, and recommendations on the issue(s) submitted.

The President or their designee will review the report of the arbitrator and other pertinent information submitted with the case record and may conduct a further investigation or hearings before rendering a final decision within 30 calendar days following receipt of the arbitrator's report.

C. Alternate Procedures

The university shall not be required to process the same or a substantially equivalent claim or complaint through the grievance procedure when such a complaint has been filed or if it has been adjudicated in any other form other than under the procedures described.

D. Settlement Offers

Settlement offers, by the grievant or the university are not admissible in future grievance proceedings or elsewhere and do not set precedent for future grievances.

E. Grievance Review Scope

Grievances involving non-reappointment, salary, denial of promotion, or rejection of reassignment will be limited to determining whether the action taken failed to follow procedures.

A university decision to return a staff member to a former Regents Merit System assignment or comparable position is not subject to this grievance process.

F. Open or Closed Arbitration Hearings

Grievance arbitration hearings will be open, except by agreement between the university and the grievant or if the arbitrator orders the hearing closed for cause.

G. Burden of Proof

Except in cases involving dismissal for cause , the grievant shall have the burden of proving by a preponderance of evidence that the action being grieved is improper under the grievance review scope (section E.) cited above. The party with the burden of proof will present evidence first.

H. Grievance Timeline

If the grievant does not appeal a decision rendered at a level of the grievance procedure within the time prescribed, the decision will become final. If a university representative does not reply to a staff member's grievance or appeal within the prescribed time, the grievant may proceed to the next level. Designated timelines may be extended by mutual agreement.

I. Miscellaneous Provisions

A grievant may be assisted by a UNI employee of their choosing or legal counsel, at the staff member’s expense, at any level of the grievance procedure. Each party shall email the other at least 24 hours in advance of a hearing to identify individuals that will be present at each level. Presentations, reviews, investigations, and hearings held under the grievance procedure may be conducted during working hours, within reason, without loss of regular earnings.

Arbitration costs, including any costs or fees billed by the arbitrator, are shared equally by the university and the grievant unless the grievant prevails, in which case the university bears the full cost.

No retaliatory action shall be taken against a staff member because they filed a grievance in good faith, assisted a grievant or served as a resource or witness in such proceedings.

P&S Council, approved October 27, 2025

Human Resource Services, approved October 28, 2025
University Council, approved , 202
President and President’s Cabinet, approved , 202
[Last reviewed and/or updated 4/2020, 1/2013]