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Chapter XX. GRIEVANCE REPORTING
A. Internal Grievance Reporting
1. Each campus shall designate a reporter to assure that campus grievance activities are reported to the Faculty Association and the state IFO office in an accurate and timely matter.
2. The designated campus reporter shall provide copies of all campus Step 1 and Step II grievances to the state IFO office contemporaneously with the filing of such documents on campus. In addition, the designated reporter shall forward administrative Step I and Step II responses to the state IFO office as soon as possible after receipt.
3. The state IFO office shall be notified as soon as possible of campus requests to move a grievance to Step III in order to allow adequate time for compliance with the contractual deadline for filing Step III grievances.
4. Campus requests to the state IFO office to move a grievance to Step III should be accompanied by relevant documentation as identified in the Grievance Transmittal Cover Sheet. In cases where such documentation is not immediately available, the information should be forwarded as soon as possible after the request to move a grievance to Step III is made.
5. The designated reporter shall provide an update on pending campus grievances to the Faculty Association, the IFO and campus grievance committees at least once each semester.
6. State IFO staff shall keep campus Faculty Associations, designated reporters, and campus grievance officers informed on the status of grievances from their individual campuses.
B. Summary Reports IFO Operating Procedures Current as of 4/1/11 61
The IFO staff shall prepare summary grievance reports for each IFO Board of Directors meeting, and more often as requested, regarding all grievances pending at the Step III level or above. Normally, such summary reports shall not identify an individual grievant by name. Such summary reports may be distributed as deemed appropriate by the IFO and Faculty Associations.
C. Access to Individual Grievance Information
1. In response to requests from IFO bargaining unit members, the union will provide copies of documents relating to IFO grievances and arbitration decisions that MnSCU and/or individual universities would be obligated to provide as “public data” pursuant to the Minnesota Government Data Practices Act (“MGDPA”). Information to be disclosed would include:
- Name of the grievant
- University (or universities) involved
- Date of grievance
- Nature of the grievance, including the contract provision(s) alleged to have been violated and the remedy requested
- Status of the grievance
- Terms of any grievance settlement
- Arbitration award in cases where grievance is arbitrated
2. It is the policy of the IFO in the case of pending disciplinary grievances to treat as confidential the name of the grievant, the alleged offense for which the grievant was disciplined, and the specific disciplinary action taken. Such information may be disclosed internally to IFO and FA officers, including grievance officers, and staff as the union deems appropriate.
3. Grievance/arbitration documents may be redacted or withheld to preserve the confidentiality of personal data such as:
- Social security numbers
- Medical information
- Employee assistance or other counseling information
- Sexual abuse or maltreatment
- Information which could threaten the personal safety of an individual or subject the individual to harassment
- Student information [Entire chapter, Board 12/8/00] [Chapter XX revised per Board Motion 9/15/06] [Entire Chapter XX revised per Board Motion 1/23/09]