« Student Employment Handbook

Disciplinary and Grievance Procedures for Student Employees

Disciplinary Procedures

Supervisors should share disciplinary procedures with students and communicate performance concerns early. First, give a verbal warning regarding the nature of the complaint(s) and the appropriate behavior expected. Second, provide a written warning for similar or more severe behavior. A third complaint may result in terminating the student's employment. The employing department will inform the student of the reasons for termination, supported by documentation, and the effective date of termination.

Grievance Procedures for Student Employees

• Each employing department must inform all student employees of the student employee grievance procedures.
• Generally, it is expected that a complaint can be resolved at the point at which it arises. This means that the student employee(s) and the immediate supervisor should attempt to settle the problem, with the right to appeal to a higher level exercised only after it is determined that mutual satisfaction cannot be reached. Consequently, every effort should be made to settle the grievance on the spot, on its merits, and with minimal delay.
• In initiating a complaint, and throughout the formal appeals process, students may seek the counsel of the Office of the Student Ombuds who will provide information, clarify procedures, and facilitate communication as requested.
• It is understood that some issues may involve one or more policies which, because of either the nature of the complaint or the status of the complaint, may be related to University offices which have separate responsibilities for such policies. For example, an allegation of discrimination or sexual harassment could be reviewed separately by the Office of Affirmative Action.
• There shall be no retaliation or abridgement of a student's rights resulting from the use of this policy.
• As necessary, a student may submit a written request for a reasonable amount of time off work to attend hearings or meetings established as part of the grievance process during business hours. This request must be approved in writing by the immediate supervisor to be acted upon.
• It is recommended that a student maintain copies of any correspondence generated in pursuing the grievance process.
• To facilitate an efficient grievance and appeals process, it is expected that a grievance be reviewed at the departmental level in a two-step process (maximum), by an immediate and next level supervisor (or designee), before being referred to the Career Services Center for a final decision. The next level supervisor may be defined as a department head, dean, director, or other University officer.
• Regional Campus student employee complaints filed at a Regional Campus are covered by rule 3342-8-06 of the Administrative Code.

Student Employee Grievance Procedures within Employing Departments

1. Any student employee of the University who has a complaint relative to employment shall discuss the complaint with the immediate supervisor within three working days (excluding weekend days and holidays) from the date of the incident. Should a group of student employees within a department have a grievance that crosses supervisory lines, but is confined to a single department, the department head or designee will assume the role of the immediate supervisor in the first step of the grievance procedure.
2. The student employee, if the complaint is not resolved orally, must prepare a signed written statement outlining the nature of the grievance as well as a suggested solution, and present it to the immediate supervisor. This statement must be delivered within three working days of the attempted oral resolution.
3. The immediate supervisor, within three working days after receiving the written complaint, shall review the complaint and submit a signed, written response to the student employee proposing a resolution, along with information regarding the next level of appeal. The immediate supervisor shall forward copies of all documentation to the next level supervisor (or designee).
4. The student, if the resolution is unsatisfactory, will inform the next level supervisor (or designee) in writing within three working days.
5. The next level supervisor (or designee), within three working days, shall review the grievance and the recommendation of the immediate supervisor and provide a written decision to the student with copies to the immediate supervisor and to the Career Services Center, Grievance Review Staff. The written decision will also advise the student of the right to appeal, the time period allowed for submitting an appeal (within three working days), and the appeal procedure.

Student Employee Grievance Procedures to Appeal Employing Department Decision

1. The student, within three working days of the receipt of the decision, may submit a written appeal to the Career Services Center, Grievance Review Staff. The written appeal must outline the nature of the incident, any attempts to resolve the matter with the supervisor, and provide all additional supporting documentation pertinent to the issue.
2. The Career Services Center, Grievance Review Staff shall review all of the information for completeness and request any additional information from the student or employing department to ensure a thorough review of the facts and clarity of the issue. Within three working days of the receipt of the written appeal, a final decision concerning the grievance will be submitted in writing to the student. The decision by the Career Services Center, Grievance Review Staff is final.