COMPLAINT RESOLUTION PROCESS
Work-related problems should first be discussed with the employee’s immediate supervisor. If the employee is not comfortable doing this or the issue is not resolved to the employee’s satisfaction at this level, the problem may be brought to successively higher levels of supervision. If the results of these discussions are not satisfactory to the employee, the employee may initiate the formal complaint resolution process by contacting the Associate Vice President for Human Resources or designee.
Complaints of alleged sexual harassment or discrimination may also be initiated through the Office of Equity and Inclusion. This alternative process is described in the section of this Handbook titled Policy on Discrimination and Harassment.
Examples of subjects for which the formal complaint resolution process could be initiated are:
- Disciplinary action;
- Discrimination;
- Disputed interpretation of policy;
- Harassment;
- Termination; or
- Unfair or unsafe working conditions.
Examples of subjects for which use of the process would be inappropriate are:
- Complaints against students;
- Changes in University policy;
- Elimination of a position or non-continuation of an appointment; or
- Complaints not filed in a timely manner.
FORMAL COMPLAINT RESOLUTION PROCESS
The University guarantees that there will be no retaliation of any sort against an employee who initiates a formal complaint.
An employee who wishes to begin the formal complaint resolution process should:
- Write a detailed statement describing the complaint and present it to his or her supervisor. The supervisor will respond in writing. A copy of the employee’s written statement should be sent to Human Resources by the employee.
- If the supervisor does not respond within a reasonable time – usually no longer than two weeks – or if the employee is not satisfied with the supervisor’s response, the employee should provide his or her original statement with any additions the employee feels are relevant to the officer responsible for the department. The officer, in consultation with Human Resources, will investigate and respond in writing.
- If the employee is not satisfied with the officer’s response, the written complaint with any additional written and oral comments should be provided to the Associate Vice President for Human Resources or designee. The Associate Vice President for Human Resources or designee will review the complaint with the President who will make a final and binding decision.
Timeliness – while there are no firm deadlines for filing complaints or following the steps, it may be impossible to resolve complaints that are not filed in a timely manner and they are subject to dismissal as a result. Administrative responses to complaints will be provided promptly.
MISCELLANEOUS INFORMATION – COMPLAINT RESOLUTION
In addition to the process listed above, each employee should be aware of the following options:
- Human Resources staff is available to discuss the complaint resolution process or to help resolve the complaint before the process is initiated;
- A complaint may be withdrawn at any point;
- Throughout this procedure, confidentiality will be maintained to the extent possible while remaining consistent with the requirement of conducting a thorough investigation; and
- Employees who wish to report inappropriate or illegal activity may also take advantage of the University’s whistleblower policy and the protection offered by it. For more information, please refer to: .