Employee Grievance Process

PURPOSE:

To provide a fair, timely, and impartial resolution of work-related concerns or decisions believed to have been improperly made, in accordance with the Employee Grievance Policy approved by the Board of Regents.

The Office of Human Resources is committed to ensuring that employees can raise concerns without fear of adverse action. Retaliation in any form will not be tolerated.

All information related to the grievance process will be handled confidentially and only shared with those who have a legitimate business need to know. Employees involved in the process are expected to maintain confidentiality and refrain from discussing the matter outside of official channels.

Eligibility:

This process applies to regular full-time and part-time employees who have successfully completed their introductory period.

Grievance Process Overview

Filing a formal grievance

In order for the Office of Human Resources to initiate a grievance investigation, the employee must complete and submit the official Grievance Form. While employees are welcome to stop by the HR office to discuss their concerns, the grievance process cannot proceed without the completed form on file.

  1. Employee Grievance Form

    • The employee (grievant) must complete the Employee Grievance Form within 15 calendar days of the action or awareness of the action. Include the following:

      • Description of the issue

      • Desired corrective action

      • Any supporting documentation

HR Review & Investigation

Once the official grievance has been received by the Office of Human Resources, HR will contact the grievant to confirm receipt and inform them that the investigation process will begin.

HR will review the submitted materials to determine the appropriate course of action. The investigation may include interviews, document review, and consultation with relevant parties.

Upon conclusion of the investigation, the investigator will submit a recommendation to Legal Counsel for review. 

Following this review period, HR will issue a written outcome to the grievant and any other relevant parties.

The accused will be given the opportunity to respond to the recommendation within five (5) calendar days of receiving it. If no response is received by the deadline, the matter will be considered closed and no further action will be taken.

Request for Grievance Hearing

Available ONLY if the grievance involves:

  • Alleged termination in violation of HR policy, OR

  • Discrimination in violation of HR policy

  1. Submit Hearing Request

    • Must be in writing and submitted to the President within 5 calendar days of receiving HR’s decision.

    • Must include:

      • Nature of the grievance

      • Reason a hearing is necessary

  2. President’s Review

    • The President will decide within 5 calendar days whether a hearing is warranted.

    • If approved, the President will appoint an ad hoc Grievance Hearing Committee and notify the grievant.

  3. Grievance Hearing Committee

    • Includes:

      • 1 non-voting Hearing Officer

      • 3 impartial KSU employees from outside the grievant’s department

  4. Hearing Procedure

    • Held within 10 business days of the President’s approval

    • Grievant may have a representative/spokesperson

    • Witness lists must be submitted in advance

    • Only Committee members may question individuals; additional questions must be submitted to the Hearing Officer

  5. Final Decision

    • The Hearing Officer submits the Committee’s recommendation to the President

    • The President renders a final written decision

    • Copies are sent to:

      • Grievant

      • Director of HR

      • Filed with the Office of Human Resources

Important Reminders

  • Grievances must be timely. Failure to meet any deadlines will result in waiver of rights to continue the process.

  • This process is not available for:

    • General dissatisfaction with KSU policies

    • Performance evaluations or discretionary administrative actions

    • External actions beyond KSU’s control