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RESPECTFUL WORKPLACE INFORMAL COMPLAINT RESOLUTION PROCEDURE

  

Option A - Faculty/Department Level
Any employee with a respectful workplace complaint is encouraged to first raise the matter with his/her immediate supervisor. An informal complaint may be raised verbally or in writing. The supervisor will investigate the complaint and will attempt, in consultation with the employee and any person(s) named as being the origin of the offending conduct, to resolve the issue to the employee's satisfaction. This investigation may involve discussions with any employees and others mentioned in the complaint including any witnesses. The supervisor should document his/her findings. In the event that the complaint is not resolved at this stage, this documentation may form part of any formal investigation arising from the same or similar circumstances.

In the process of considering any complaint the supervisor may consult with the Associate Director of Human Resources or the Director of Faculty Relations.

If the employee's immediate supervisor is implicated as being part of a complaint, the employee should present his/her complaint to the next level of management to which the immediate supervisor reports. If the immediate supervisor is the Dean or Director of the department (or equivalent), the complaint may be referred directly to the Associate Director of Human Resources, Human Resources Advisor or the Director of Faculty Relations. Complaints involving the President of the University should be referred to the Chair of the Board of Regents.

Option B - Human Resources/Faculty Relations Involvement
This option is available in one of two situations:

  1. An employee has presented a complaint using Option A but has not received a satisfactory resolution;
  2. An employee wishes to present his/her complaint in the first instance to someone outside their department.

In either case, the employee may contact their Human Resources Advisor, the Employee Relations section of the Department of Human Resources or the Department of Faculty Relations. These Departments may assist in one or more of the following ways:

  • The Director of Faculty Relations/Associate Director of Human Resources/Human Resources Advisor may offer to meet with the employee and/or the person(s) named as the origin of the offending conduct. This may be for the purpose of investigating further, or to facilitate a resolution of the situation to the satisfaction of the parties in a mediating capacity, or both.
  • The Director of Faculty Relations/Associate Director of Human Resources/Human Resources Advisor may suggest that another person from outside the Department of Faculty Relations/Human Resources meet with one or both of the parties in an effort to facilitate an acceptable resolution of the employee's complaint.
  • The Director of Faculty Relations/Associate Director of Human Resources/Human Resources Advisor may recommend to the employee and/or to the appropriate Dean or Director (or equivalent) a specific course of action to address the employee's complaint.
  • If a respectful workplace complaint involves allegations or suggestions of sexual harassment, the Director of Faculty Relations/ Associate Director of Human Resources/Human Resources Advisor will coordinate an appropriate handling of the matter with the Office of the Sexual Harassment Advisor.
 

Policies using this procedure: