Grievance Procedures

Formal Grievance Procedures

Trainees can institute grievance procedures in either of the following situations: a) a challenge of the Review Committee's initial decision, or b) a challenge of the Review Committee's decision of insufficient improvement.

A. If the trainee wishes to challenge the action taken by the Review Committee, they must, within five working days of receipt of the Review Committee's decision, inform the Training Director in writing and explain the grounds for the challenge.

B. The Training Director will convene a Grievance Panel consisting of two staff members selected by the Training Director and two selected by the trainee. If avoidable, the senior staff complainant will not sit on the Grievance Panel. The Director, who has final decision-making authority, will not sit on the Grievance Panel. The trainee retains the right to hear all facts with the opportunity to dispute and/or explain their behavior.

C. A grievance hearing is conducted, chaired by the Training Director, in which the challenge is heard. Within five working days of the completion of the review hearing, the Grievance Panel submits a report to the Director, including any recommendations for further action. Recommendations to the Director are determined by majority vote of the Grievance Panel.

D. Within five working days of receipt of the recommendation, the Director accepts the Grievance Panel's action, rejects the Grievance Panel's action and provides an alternative, or refers the matter back to the Grievance Panel for further deliberation. In the latter case, the Grievance Panel then reports back to the Director within ten working days of the receipt of the Director's request for further deliberation. The Director then makes a final decision regarding what action is to be taken.

E. Once a decision has been made, the trainee, sponsoring university and other appropriate individuals are informed in writing of the action taken.

Informal Grievance Procedures

In order to protect the needs and rights of all trainees, a complaint procedure has been developed. While it is hoped that any concerns or complaints can be discussed and resolved informally, a formal mechanism is appropriate in light of the power differential between trainees and supervisors.

In general, trainees and supervisors are encouraged to speak openly in order to facilitate a congenial learning environment that fits the needs and interests of the trainees. Giving feedback to staff members/supervisors or the Director of Training is encouraged.

Procedures covered in this document may be initiated in the following situations:

Conflict with Another Trainee

Level 1: Make an attempt to work through conflict with the other trainee

Level 2: Bring matter to the attention of your Primary Supervisor, who will intervene as appropriate.

Level 3: Trainee(s) and supervisor(s) bring matter to the Training Director, who will intervene as appropriate.

Level 4: Matter is brought before the Director.

Conflict With an Administrative Staff Member

Level 1: Make an attempt to work through conflict with Administrative Staff Member.

Level 2: Bring matter to the attention of your Primary Supervisor.

Level 3: Matter is brought before the Office Manager.

Level 4:Training Director intervenes.

Level 5: Matter is brought before the Director.

Conflict With a Senior Staff member or an Associate Director

Level 1: Make an attempt to work through conflict with senior staff member or the Associate Director.

Level 2: Bring matter to the attention of your Primary Supervisor.

Level 3: Trainee and supervisor bring matter to the Training Director.

Level 4: Matter is brought before the Director.

Conflict With Supervisor

Level 1: Make an attempt to work through conflict with Supervisor.

Level 2: Bring matter to the attention of the Training Director.

Level 3: Matter is brought before the Director.

Conflict With Off-Campus Supervisor, as relevant

Level 1: Make an attempt to work through conflict with Off-Campus Supervisor.

Level 2: Bring matter to the attention of CAPS Supervisor.

Level 3: Bring matter to the attention of the Training Director.

Level 4: Matter is brought before the Director.