2022 Governance Handbook > Part 2: Administrative > 2.2 Committees > 2.2.2 Grievance Committee

2.2.2 Grievance Committee

(Bylaws)

1. The Grievance Committee is responsible to the President.

2. The committee consists of six members and a chair. The six members include two faculty members elected in multi-candidate elections by the faculty, two students selected by ASWWU, and two staff members elected by the Staff Council. For each member of the committee, an alternate is elected to serve in the absence of that member. The chair is elected in a single-candidate election. The impartiality and diversity of committee members should be considered by each nominating body.

3. The term of membership is two years for faculty and staff, and one year for students. The terms are staggered for faculty and staff members. The term of the chair is three years.

4. The work of the committee is outlined in 1.8.3 Formal Grievance Process.

5. The committee meets when called by the chair.

(Procedures)

1. Protocol

   1. The committee is called by the chair when a grievance is submitted or when other business regarding the operation of the committee must be considered.

   2. Agendas are developed by the chair and communicated confidentially to participating members.

   3. All participating members (or alternates) must be present before committee business can be conducted.

   4. Committee workload (average in clock hours per quarter):

      i. Chair: minimum of 5 hrs.

      ii. Members: varies according to the grievances submitted

   5. For other protocols, see 1.8.3 Formal Grievance Process.

2. Communication

   1. Minutes of the meetings are circulated for consideration and approval when the committee meets. The chair retains all copies of the minutes and other documents pertaining to the grievance to maintain confidentiality.

   2. Other communication procedures

      i. For meetings dealing with matters of procedure or other issues not pertaining to a grievance, the minutes and any other documents may be distributed freely to the members.

      ii. Communications between the parties to a grievance and the committee should be in writing to and from the chair.

      iii. All recommendations made by the committee with regard to a grievance must be communicated by the chair in writing as outlined in 1.8.3 Formal Grievance Process.

3. Documentation

   1. Any grievance procedure must be carefully documented by the chair. Such documentation must include all documents submitted by the parties involved in the grievance, all minutes of the committee meetings at which the case was considered, and a written summary (with dates) of all oral communications that the chair has with any involved parties.

   2. Recommendations of the committee must be in writing and include the rationale which was used in formulating each recommendation.

   3. Records of the grievance proceedings are maintained in the President's office for a period of three (3) years after the close of the case and then destroyed.

   4. Minutes are taken by the secretary (see 1.8.3 Formal Grievance Process).