A member’s guide to getting help with employment concerns

CONTACT UGFA EARLY You do not need to know whether your concern is a grievance before contacting UGFA. Some time limits begin when you knew, or reasonably ought to have known, about the event. Early contact gives us more options.

Workplace problems can be confusing, personal, and stressful. UGFA can help you understand your rights, prepare for meetings, explore an informal solution, and determine whether the Collective Agreement grievance process may apply. Most concerns do not begin with a formal grievance, and many can be addressed earlier.

Based on the approach reflected in Article 40.1 and 40.5 of the UGFA Collective Agreement.

When should I contact UGFA?

Contact UGFA as soon as possible if you are concerned about a workplace decision, process, meeting, instruction, or failure to act. Examples include discipline or an investigation, workload, compensation, appointment or renewal, tenure or promotion, leave, accommodation, discrimination or harassment, academic freedom, health and safety, privacy, or another concern about your terms and conditions of employment.

You may also contact UGFA before a meeting with a Dean, Associate Dean, Human Resources, or another administrator. You have the right to Association representation throughout the informal resolution and grievance process (Article 40.3), during an investigation that could warrant discipline (Article 39.8), and at a meeting concerning the imposition of discipline (Article 39.20), in addition to several other specifically identified proceedings.

URGENT MATTERS Contact UGFA immediately if you are called to a meeting that may result in discipline, if your appointment or pay is at risk, if there is a safety or reprisal concern, or if a deadline may be approaching.

What should I send?

Start with a short description of what happened, the date you learned about it, the people involved, and what outcome you hope for. Or, send a message to request a meeting. If you’d like, include the most important emails, letters, meeting notices, policies, or decisions. Tell your representative about facts that may be difficult or unfavourable, as well as those that support your concern. Complete information allows UGFA to give better advice and avoid surprises.

Please preserve original records and do not alter or selectively delete them. Do not access documents you are not authorized to access. If you need accommodation for communication, meetings, or document preparation, tell UGFA when you make contact.

What happens after I contact UGFA?

1. Intake and immediate protection

A UGFA representative will listen to your concern, identify urgent risks and deadlines, check for conflicts, and ask for the information needed to understand the matter. Contacting UGFA does not automatically mean that a grievance will be filed.

2. Informal resolution

Unless the Collective Agreement provides otherwise, a member or group normally attempts informal resolution with the Dean or Associate Dean. The member must make contact within 20 Days of when they knew or reasonably ought to have known of the circumstance. Alternatively, the member may contact UGFA directly, and UGFA may raise the issue with the Vice-President, Human Resources and Services within the same 20-Day period. UGFA can help decide which route is appropriate and can represent you in the process.

Collective Agreement, Article 2 (13). “Days” must be read as defined in the UGFA Collective Agreement.

3. Assessment and investigation

UGFA may review the Collective Agreement, gather documents, speak with you and relevant witnesses, assess the Employer’s likely position, and seek legal advice where appropriate. You will be asked to participate fully and correct factual errors. UGFA has carriage of all grievances and must decide whether to assume a matter into the formal procedure.

Collective Agreement, Article 40.4.

4. Formal grievance and possible arbitration

If informal efforts do not resolve the matter, UGFA may file a formal grievance. The current process begins with the Dean or Associate Dean, then the Provost or designate, and finally, arbitration. A grievance may proceed to arbitration only if the Association approves it. Arbitration decisions are final and binding.

Why do the deadlines matter?

Collective Agreement deadlines can be short. Missing one may cause a complaint or grievance to be treated as abandoned or resolved on the basis of the Employer’s last response. The parties may extend a deadline only by written agreement. Contact UGFA immediately rather than trying to calculate the final date yourself.

Collective Agreement, Article 40.

Stage	Key time limit	What happens
Informal contact	Usually within 20 Days of knowledge	Contact the Dean or Associate Dean, or contact UGFA so the Association may raise the issue through the alternative route.
Filing	Generally, within 10 Days after the informal response or failure to resolve	UGFA decides whether to file and identifies the circumstances, alleged violations, and remedy.
Advancement	Within 5 Days after the filing decision	UGFA may advance an unresolved grievance to the Provost or designate.
Arbitration referral	Within 15 Days after the advancement response	The authorized UGFA body decides whether the grievance should proceed to arbitration.

Summary only. The precise triggers and exceptions are in Collective Agreement Article 40.

Who decides whether UGFA files or advances a grievance?

UGFA is the exclusive bargaining agent and has carriage of every grievance. This means UGFA, not an individual member, decides whether to file, settle, withdraw, or refer a grievance to arbitration. The member’s interests and views matter and must be considered, and UGFA must also consider the evidence, likelihood of success, available remedies, legal advice, effects on other members and interpretation of the Collective Agreement, and the cost and consequences of proceeding.

UGFA’s duty of fair representation requires it not to act arbitrarily, discriminatorily, or in bad faith. This duty does not require UGFA to file or arbitrate every concern, but it does require a genuine, fair, and reasoned assessment.

What if UGFA decides not to proceed?

If the grievance officer decides not to proceed to the formal grievance procedure, you will receive brief written reasons. You may appeal to the Executive Committee or an appointed Grievance Committee within 14 days of being notified, with any supporting documents. You must receive at least 10 working days’ notice of when the appeal will be considered and may provide further written submissions. Oral submissions are discretionary.

If UGFA declines to refer an individual grievance to arbitration, you will also receive brief written reasons and have 14 days to advise the Executive Committee of an appeal and provide supporting documents. You will receive at least seven working days’ notice of the appeal meeting, and you may provide further written submissions. The internal decision following the policy process is final.

DO NOT LET AN APPEAL DEADLINE PASS If you disagree with a decision not to grieve or arbitrate, contact UGFA immediately. Your written notice of appeal and supporting material must be received within the applicable 14-day period.

Privacy, conflicts, and working with your representative

Tell UGFA promptly if another member is involved, if your interests may differ from someone else’s, or if a UGFA officer has a personal or professional connection to the matter. UGFA’s Conflict of Interest Policy restricts officers from participating where relationships, departmental involvement, or other interests impair, or appear to impair, impartiality. Affected officers must recuse themselves as required.

Employment concerns cannot always be handled in complete secrecy. Information may need to be shared with the assigned representative, authorized UGFA decision-makers, legal counsel, witnesses, or the Employer to investigate and advance the matter. UGFA will share only what is reasonably necessary. Discuss privacy, safety, accommodation, or communication concerns with your representative at the beginning.

Remain in contact, meet agreed deadlines, provide relevant information, and tell UGFA about new developments. Do not negotiate or sign a settlement, release, discipline letter, or other employment document without speaking with your representative. UGFA will make reasonable efforts to keep you informed and to explain important decisions and next steps.

A final word

Seeking help early is not an overreaction. It is often the best way to preserve options, reduce conflict, and prevent a manageable concern from becoming a crisis. You do not need to have the right terminology or a complete file before contacting UGFA. Begin with what you know, and we will work from there.

And please reach out should you have any concerns

Shoshanah Jacobs – Lead Grievance Officer – sjacob04@uoguelph.ca