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Dispute Resolution Procedures for Unclassified (Admin) Staff
02/18/02
In any workplace, there is potential for misunderstandings and
conflicts. In most cases employees will be able to resolve these
differences by talking with their immediate supervisors. Employees
are encouraged to promptly discuss any work-related problem or dispute
with their supervisors. If the employee is not satisfied with the
immediate supervisor’s response or if the employee is uncomfortable
going to his/her supervisor with the problem, the university provides
dispute resolution procedures.
The following dispute resolution procedures are available to all
unclassified (admin) staff. The intention of the dispute
resolution procedure is to ensure employees fair treatment and prompt
resolution of disputes. No retaliation or adverse action will be
taken against an employee for filing a dispute resolution, regardless
of the outcome.
Dispute resolution procedures do not replace Wright State University
procedures for filing discrimination or sexual harassment complaints.
Those complaints should be submitted to the Office of Affirmative
Action.
PLEASE NOTE: There are informal and formal dispute resolution procedures
available to assist employees.
1. Informal Dispute Resolution Procedures
The informal dispute resolution procedure is available to all
unclassified (admin) staff. This procedure is intended to help an
employee resolve any work-related problem.
Level 1
Discussion Between the Employee and the Immediate Supervisor
Employees are encouraged to discuss any work-related problem
with their immediate supervisor at anytime. This discussion should
take place as early as possible after the conflict or dispute
arises. The discussion will be conducted in a fair and equitable
manner. If an error has been made, proper remedy should be made
at this step.
If the employee believes the issue is too sensitive to discuss
with the immediate supervisor, he/she may proceed to directly
to Level 2.
Level 2
Discussion With the Next Level of Management
A meeting may be requested between the employee and the next
level of management or designee within the unit’s organizational
structure. This meeting shall be requested in writing and scheduled
within ten workdays of the submission of a written request, unless
an extension is mutually agreed upon. A brief description of the
conflict or dispute should be included. A copy of the written
request along with the description of the conflict or dispute
should be forwarded to the Department of Human Resources. The
next level manager or designee will confirm the date, time and
location of the meeting.
If the employee desires, a fellow employee may be included in
the meeting to assist in explaining the employee’s position.
The reviewing manager may also include another administration
representative at this meeting. The reviewing manager may seek
guidance from the Office of General Council or Assistant Vice
President (AVP) for Human Resources, especially regarding legal
and policy related issues.
Following the meeting, the reviewing manager will gather any
additional information necessary to make a decision, provide the
employee with a written explanation or answer, and forward a copy
to the Department of Human Resources. This answer should normally
be given within ten workdays of the meeting.
2. Formal Dispute Resolution Procedure
An employee is encouraged to complete the Informal Dispute Resolution
Procedure before proceeding to the Formal Dispute Resolution Procedure.
However, if an employee chooses not to use the informal procedure
or if the result was unsatisfactory, the formal procedure is available
to all unclassified (admin) staff.
The formal procedure is limited to complaints alleging that an
administrative staff member’s employment has been or is being
adversely affected by an improper application or interpretation
of university rules, regulations, policies, or procedures. This
procedure may also be used to resolve complaints regarding disciplinary
suspensions or disciplinary terminations.
Level 1
The employee initiates the formal dispute resolution procedure
by submitting a completed Request for Dispute Resolution form
to the next level of management, Dean, Director, or Assistant
Vice President within the unit where the dispute occurred and
a forwarding copy to the Department of Human Resources. Completed
forms must be submitted within ten workdays of the reviewing manager’s
report or the date of the event that caused the complaint. Forms
are available from the Department of Human Resources, 280 University
Hall. The Department of Human Resources will maintain a file of
dispute resolution requests and responses and will place in individuals’
personnel files only those materials that record agreements reached
or changes made as a result of the dispute resolution procedure.
The complaint must contain:
- A description of the alleged improper application or interpretation
and all pertinent information.
- The specific University rule, regulation, policy, or procedure
that has been violated.
- Any materials exchanged during the informal dispute resolution
procedure, if applicable.
- A requested resolution.
The next level of management, Dean, Director, Assistant Vice
President, or designee shall schedule a formal meeting within
ten workdays of submission of a request. If the employee desires,
a fellow employee may be included in the meeting to assist in
explaining the employee’s position. The next level of management,
Dean, Director, Assistant Vice President, or designee, may also
have an additional person present at the meeting. Guidance may
be obtained from the Office of General Counsel or the AVP for
Human Resources, especially concerning interpretation of legal
or university policy issues.
A written response will be provided to the employee and a copy
forwarded to the Department of Human Resources within ten workdays
of the meeting.
Level 2
If the matter has not been satisfactorily resolved at Level 1,
the employee may refer the issue to the Provost for resolution.
The employee shall submit a written request for reconsideration
to the Provost within five workdays of delivery of the response
in Level 1 and a copy forwarded to the Department of Human Resources.
This request may include additional information or reasons why
the decision should be reversed or modified. The Provost may,
depending on the complaint and circumstances, designate someone
to meet with the parties to gather additional information or to
workout a mutually agreeable resolution. The Provost will normally
issue a formal response and forward a copy to the Department of
Human Resources within ten workdays.
The decision of the Provost or designee is final.
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