Human Resources

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Austin Community College seeks to achieve and maintain good employee relations and harmonious working conditions. To attain such goals, the College shall resolve grievances at the lowest level possible and respond promptly. The grievance process provides the mechanism for handling employee complaints regarding conditions of work, interpretation of policies and procedures, disciplinary actions or any other personnel matter related to their employment.

Supervisory Responsibilities

Supervisors are responsible for the management of employee concerns, problems, and complaints. Supervisors shall ensure that employee complaints are resolved in a timely manner. To resolve grievances informally, the supervisor shall meet with the employee to discuss his concerns. The supervisor should investigate the concerns before making a final decision. Upon reaching a decision, the supervisor shall meet with the employee to discuss the results. If the employee is not satisfied with the supervisor's resolutions, the employee may request a meeting with the next level supervisor to discuss his/her concerns. The employee may appeal the supervisor's decision up through the supervisory chain. If the employee does not feel the concerns will be resolved through the supervisory chain, the employee may file a formal complaint with the Office of Human Resources. A sample of the form to be used is located at http://www3.austincc.edu/it/eforms/frontpage.php?ID=HURE.009. The form may be obtained from any Campus Manager's Office or the Office of Human Resources.

Management of Employee Complaints

An employee who wishes to formally request the resolution of an issue related to work conditions or relationships shall submit a written complaint to his or her immediate supervisor. If that supervisor is the source of the concern, the employee shall submit the complaint to the appropriate second-level supervisor. This initial complaint must be submitted within twenty (20) working days of the situation that gives rise to the complaint.  The supervisor has ten (10) working days to meet with the employee to discuss the complaint. After the meeting, the supervisor has ten (10) working days to respond, in writing, to the employee. Within ten (10) working days of receiving the supervisor’s response, the employee shall notify the supervisor, in writing, as to whether the issue is now resolved. If the issue is resolved, no further action is needed.  If the issue is not resolved, the employee has an additional five (5) working days to submit the written complaint, along with any previously received supervisor responses, to the next-level supervisor (and to deliver a copy to any lower-level supervisor to whom the complaint was previously submitted). 

Upon receipt of the complaint, the next-level supervisor has ten (10) working days to meet with the employee to discuss the complaint. After the meeting, the next-level supervisor has ten (10) working days to respond to the employee in writing (and to deliver a copy to any lower-level supervisor to whom the complaint was previously submitted)This process, as described in steps 3-5, can be repeated for each available higher level supervisor up to the level of supervisor who reports directly to the President/CEO, which shall be the final level of review. The President/CEO shall provide the final review only for complaints by employees who report directly to the President/CEO. At the final level of review, the reviewer has ten (10) working days to interview the complainant, conduct an investigation review, determine the facts, render a final decision, and communicate that decision in writing to all parties and the Vice President of Human Resources.  The Vice President of Human Resources shall ensure that the final decision is implemented and documented in the employee’s master personnel file.

View the Complaint Process here.

Management of Employee Grievances

An employee who desires to file a formal grievance about a problem or concern shall complete the Statement of Grievance and submit it to the Office of Human Resources.  A grievance is a written request for the resolution of an issue related to one’s employment status within the College (such as, probation, suspension, or termination), academic freedom, or an alleged violation of state or federal law.  An employee must file a grievance within twenty (20) working days from the date of the situation that created the concern. An employee has ten (10) working days after termination to file a grievance related to the termination decision.  An employee who wishes to formally request the resolution of an issue related to his or her employment status or to other issues as defined in the Administrative Rule, shall submit a written Statement of Grievance form to the Vice President of Human Resources. This Statement of Grievance form must be submitted in accordance with the time limits and deadlines.

The Vice President of Human Resources shall immediately notify the employee upon receipt of the Statement of Grievance.  The Vice President of Human Resources shall, within five (5) working days of receipt of a Statement of Grievance form, forward it to the Vice President or Associate Vice President who has supervisory responsibility for the grievant, or, if none exists, to the appropriate Executive Vice President or other supervisor who reports directly to the President/CEO.  A copy shall be forwarded to the lower level supervisors of the employee (and forward a copy to all supervisors of the employee). Upon receipt of the Statement of Grievance, the administrator addressing the grievance has ten (10) working days to meet with the employee to discuss the grievance.  After meeting with the employee, the administrator addressing the grievance has ten (10) working days to gather data, conduct an investigation, determine the facts, consult with the Office of Human Resources (if necessary), render a decision, and submit that decision, in writing, to the Vice President of Human Resources. The Vice President of Human Resources shall notify the employee, in writing, of the decision within five (5) working days from the day the decision is received in Human Resources. The employee shall notify the Vice President of Human Resources, in writing, as to whether the decision is accepted or rejected, within ten (10) working days of receipt of the decision. If the decision is accepted by the employee, the Vice President of Human Resources shall notify, in writing, all relevant parties of the decision within five (5) working days. A copy of this final decision will be placed in the employee’s master personnel file.

If the employee does not accept the decision, then steps 2-5 above are repeated with the appropriate Executive Vice President. Within ten (10) working days of receipt of the decision, the Vice President of Human Resources shall notify, in writing, all relevant parties that the employee did not accept the initial decision. If the above steps do not yield a decision accepted by the employee, the employee may request that a Grievance Review Committee be established, by submitting a Request for Grievance Review Committee to the Vice President of Human Resources within ten (10) working days of receipt of the decision. If an employee who has not accepted such a decision does not request a Grievance Review Committee, the decision shall be treated as final, distributed to all parties to the grievance, and placed in the employee’s master personnel file. The Vice President of Human Resources will deliver the Request for Grievance Review Committee and all related documentation to the elected Grievance Review Committee Chair. The Grievance Review Committee shall meet with the employee within ten (10) working days from receipt of the materials. The Grievance Review Committee shall review the materials, conduct an investigation, determine the facts, and submit a written recommendation to the President/CEO within twenty (20) working days of meeting with the employee. If a Grievance Review Committee cannot develop a recommendation supported by a majority of its members, it shall provide a written report to the President/CEO explaining the views held within the committee and their purported justification. The President/CEO shall review the recommendation or report of the Grievance Review Committee and render a final decision within ten (10) working days. The final decision of the President/CEO shall be sent to all parties and the Vice President of Human Resources. The Office of Human Resources will ensure that the final decision of the President/CEO is implemented and that documents related to the grievance are recorded appropriately, including preserving a record of the final disposition of the matter in the employee’s master personnel file.

The Vice President of Human Resources shall maintain all records of grievances.  The immediate supervisor shall maintain all records of complaints.

View the Grievance Process here.
View the Grievance Review Committee Process here.

Mediation

Mediation temporarily halts the grievance process and is available to the employee at any time. To request mediation, the employee should contact the HR Vice President's Office and request mediation. The Office of Human Resources will contact the supervisor to propose mediation. Both parties must agree to mediate in order for mediation to be successful. If the parties agree, the Office of Human Resources shall select a mediator and advise the parties. Once the first meeting is scheduled, the mediation occurs between the parties and the mediator, and the Office of Human Resources is no longer the coordinator. A list of College mediators as well as additional information about the mediation process is available at: www.austincc.edu/hr/vp/mediation.php.

No reprisals or retaliation of any kind shall be taken at any level against an employee for filing a grievance. If the employee suspects reprisal or retaliation, the employee should immediately make a report to the Vice President of Human Resources.

View the Mediation Process here.

Resources

Overview of the Process of Resolution of an Employee Complaint or Grievance (pdf file)

Resolution of an Employee Complaint or Grievance (powerpoint presentation)

The Statement of Grievance is located at: http://www3.austincc.edu/it/eforms/frontpage.php?ID=HURE.009. The form is located in the Campus Manager's Office or can be obtained from the ACC HR Website.

The Statement of Complaint is located at http://www3.austincc.edu/it/eforms/frontpage.php?ID=HURE.088. The form is located in the Campus Manager's Office or can be obtained from the ACC HR Website.

The Administrative Rule regarding complaints and grievances is located at: www.austincc.edu/admrule/6.08.005.htm.

The Mediation Process is located at: www.austincc.edu/hr/vp/mediation.php.