A written copy of the grievance policy is provided to psychology interns during orientation and discussed.
A grievance is defined as dissatisfaction when a psychology intern believes that any decision, act, or condition affecting his or her program of study is arbitrary, illegal, unjust or creates unnecessary hardship. In other words, this policy covers any and all complaints against any aspect of the training program. Such grievance may concern, but is not limited to, the following: academic progress, mistreatment by any University employee or student, wrongful assessment of fees, records and registration errors, discipline, termination, and discrimination because of race, national origin, gender, marital status, religion, age or disability, subject to the exception that complaints of sexual harassment will be handled in accordance with the specific published policies of the University of Florida College of Medicine.
Prior to invoking the grievance procedures described herein, the intern is strongly encouraged to discuss his or her grievance with the person(s) alleged. This is not a required prerequisite to filing a grievance and does not act to extend the deadline to file a grievance; however, good communication is oftentimes the best way to seek resolution as well as a good opportunity for practicing effective interpersonal skills in the learning environment. It is advisable to document such conversations in writing and to seek the support and guidance of the training director and/or Graduate Medical Education (GME) Housestaff Director, as appropriate.
In cases where the situation remains unsatisfactorily resolved, the intern should proceed with filing a grievance. Each step of the grievance process must be filed within deadlines provided below. A grievance is considered filed at the time it is received from the person making the decision at each step of the grievance process. Failure to file a grievance within the time limits at any step of the grievance process shall be deemed a waiver of the intern’s right to the grievance procedure and render any prior action or decision the final agency action of the University.
A non-renewal or dismissal may be grieved through Step 3 of the grievance procedure. All other acts or omissions may be grieved through Step 2, and the decision of the Designated Institutional Official (DIO) will be the final agency action of the University.
Step 1: Step 1 grievance shall be initiated by the intern filing a written statement of the concern and issues that are the subject of the grievance with the Chair. The grievance must be filed within 10 working days from the date the intern was notified of the act, or 10 working days from the date the intern acquires knowledge, or could have reasonably been expected to have acquired knowledge, of the act or omission.
If the grievance meets the timing and substantive requirements, the Chair will meet with the intern. The Chair will make best efforts to schedule this meeting within 10 working days of receipt of the grievance. At the meeting, the intern may present relevant information regarding the basis for the grievance. An advisor may accompany the intern during any meeting held pursuant to these procedures, but the advisor may not speak on behalf of the intern. The Chair will use his or her best efforts to present a written decision on the grievance to the intern within 10 working days of the meeting.
Step 2: If the intern is not satisfied with the Step 1 decision, the intern may file a Step 2 grievance with the Designated Institutional Official (DIO) within 5 working days after the Chair issues the Step 1 decision. The DIO will conduct a review of the action grieved, the Step 1 decision, and other information relevant to the decision. If the DIO determines that a meeting with the intern is needed, he or she will use their best efforts to schedule the meeting within 10 working days of receipt of the Step 2 grievance. The DIO may uphold, modify or reverse the Step 1 decision. The DIO will use his or her best efforts to notify the intern in writing of the Step 2 decision within 10 working days following the meeting or 15 working days following receipt of the grievance if no meeting is held.
Step 3: If the intern is not satisfied with the Step 2 decision regarding non-renewal or dismissal, the intern may file a written Step 3 grievance with the Dean of the College of Medicine within 5 working days of the DIO’s issuance of the Step 2 decision.
The Dean will inform the DIO of the Step 3 grievance. The DIO will provide the Dean a copy of the decision, accompanying documents, and any other material submitted by the intern or considered in the grievance process. The Dean will conduct a review of the action grieved, the Step 2 decision, and other information relevant to the decision. If the Dean determines that a meeting with the intern is needed, he or she will use their best efforts to schedule the meeting within 10 working days of receipt of the Step 3 grievance. The Dean may uphold, modify or reverse the Step 2 decision. The Dean will use his or her best efforts to notify the intern in writing of the Step 3 decision within 10 working days following the meeting or 15 working days following receipt of the grievance if no meeting is held but failure to do so is not grounds for reversal of the decision. In addition to the intern, the Dean will notify in writing the Chair, the DIO, and the Training Director of the Step 3 decision. The decision of the Dean will be the final agency action of the University. The intern will be informed of the steps necessary for the intern to further challenge the action of the University.