Human Resources
Waller Hall, First Floor
Willamette University
900 State Street
Salem, Oregon 97301
503-370-6210 voice
503-370-6570 fax
SECTION 9: PROBLEM RESOLUTION
The University recognizes that in any employee group, personnel problems will occasionally arise. It is usually in the best interest of both the University and the employee to resolve such problems as soon as possible at the lowest possible administrative level. In order that employees may be assured fairness in the consideration of such problem(s), a process of appeal and review, without prejudice, to higher levels of authority has been established. Employee problems or concerns regarding University rules or regulations, working conditions, personnel practices, and the application of personnel policies should be addressed in the following manner.
1. The employee should first attempt to resolve the difficulty informally by discussing it with the employee's immediate supervisor. It is anticipated that satisfactory resolution can usually be achieved at that level.
If the matter is not resolved to the employee's satisfaction informally, a description of the problem should be submitted in writing to the employee's immediate supervisor. The written complaint should include an explanation of the problem; a listing of all facts related to it, a summary of any action or attempted resolution undertaken by the employee, and a description of the desired resolution. The complaint must be presented to the immediate supervisor, with a copy to the Director of Human Resources, within thirty (30) days of the occurrence of the problem. The supervisor will respond in writing to the employee within five (5) working days.
2. If the matter is not resolved to the employee's satisfaction at that level, the employee may take it to a second level of review. The second level of review will be to the Vice President or Dean responsible for the employee's administrative area and must be made in writing within five (5) working days of the response from the immediate supervisor. The second level reviewing administrator will respond in writing to the employee within five (5) working days.
3. If the problem is not resolved to the employee's satisfaction at the second level of review, the employee may take the matter to a third, and final, level of review. The third level of review will be to the President of the University and must be made in writing within five (5) working days of the response from the second level of review. At the time of the appeal to the President, the employee may request that the President review the matter unilaterally, or that the President establish an ad hoc Personnel Advisory Committee to review the matter and make a recommendation to the President. The President may also opt for review by the Personnel Advisory Committee whether or not the employee requests it. The final decision as to how the review will be conducted is at the discretion of the President. If he/she decides not to involve a committee, the President will review the matter and respond in writing to the employee regarding its disposition within ten (10) working days.
If the employee requests that the matter be reviewed by the Personnel Advisory Committee and the President concurs that such review is appropriate, the President will appoint such a committee within five working days of the employee's request. The committee will be appointed by the President and be composed of three members--one University faculty member, one administrator, and one individual who occupies a position at a level similar to that of the appealing employee. The President will designate one member as the chairperson. The committee will have ten working days in which to hear the matter and make a written recommendation to the President. The hearing will be open only to the appealing employee, the committee members, and the Director of Human Resources (who serves as the Equal Employment Opportunity officer of the University). Other employees who can assist in a fair airing of the factual circumstances will be permitted to contribute in writing or orally to the committee. The proceedings are to be informal; and consequently, legal counsel, rules of evidence, and other trappings of formal judicial process will not be permitted at the committee hearing. The committee will not have the power to impose or retract sanctions of any kind--only to submit a written recommendation, based on its findings of fact and its interest in fairness, to the President.
Generally, within five working days of receiving the committee's recommendation, the President will make and notify the employee of the final disposition of the matter. The President's decision will be final and binding on all parties.
Due to the nature of some positions, the grievance process may necessitate fewer levels of review. For instance, employees who report directly to a Vice President will have only two levels of review.
9.2 COOPERATION IN AN INVESTIGATION
Failure or refusal to cooperate with or interference with a campus investigation, including retaliation or reprisals against participants in an investigation, may be grounds for disciplinary action up to and including termination.