Policies detailing the administrative processes by which employees can attempt to resolve concerns and disputes arising from their employment have been recently enacted.

The updated "Administrative Review Policy" addresses concerns related to employment issues, such as job classification, organizational changes, position elimination or layoff, performance evaluation, job title or rates of pay. The newly created "Dispute Resolution Policy" replaces the former "Grievance Policy" and addresses issues concerning performance improvement counseling and/or discharge.

Both policies went into effect March 1 and resulted from the work of a special task force that is reviewing all Vanderbilt Human Resource policies and procedures.

The policies set out time frames for the various steps. However, those time limits can be extended by mutual agreement of the employee and the department officials.

The policies state that the process will end if the staff member fails to follow the required steps. Additionally, anyone who refuses to abide by the guidelines or disrupts the process, for example, by using threatening behavior, will forfeit his or her opportunity to participate in the internal process.

The policies state that anyone who uses in good faith the processes set out in the policies will be protected from retaliatory actions, such as reprimands or harassment.

They also specify that allegations of a violation of the "Equal Opportunity and Affirmative Action Policy," "Anti-Harassment Policy" or of retaliation should be handled through the Opportunity Development Center, which will document the details of the complaint and conduct a "prompt and thorough investigation."

The "Administrative Review Policy," which is available to all Vanderbilt staff members, including temporary staff, requires that the employee first raise the issue with his or her immediate supervisor within 10 days of the action that prompted the concern. If that discussion fails to resolve the issue, the policy calls for a meeting with the department head and then a review by the appropriate administrator if the meeting with the department head fails to resolve the matter. The administrator's review is the final step. An Employee Relations representative is available to help the employee arrange meetings and to ensure the process is moving forward.

The process set out by the "Dispute Resolution Process" is available to all regular and term staff who have completed their initial orientation and evaluation period. Temporary staff cannot use the process.

The policy encourages the staff member to discuss the matter with his or her supervisor. However, the staff member may initiate the process without having a meeting with the supervisor. If the staff member meets with the supervisor and the matter is not resolved, the staff member should notify an Employee Relations representative of the intent to initiate the "Dispute Resolution Process."

The policy sets out a process that includes three levels: a departmental review, facilitation, and panel or hearing officer review. If the matter is not resolved at one level, the employee has the option of taking the complaint to the next level.

Unlike the previous "Grievance Policy," the "Dispute Resolution Policy" gives the employee the option of having either a review by a panel of three staff members or by a single hearing officer. The previous policy required a hearing officer review before an employee could request a review by a staff panel.

The staff panel members are selected from a list maintained by Employee Relations. The hearing officers are selected from another list maintained by Employee Relations. It is made up of administrators from University Central and the Medical Center.

Both the staff panelists and hearing officers must have three years of service at Vanderbilt, be in good standing, be recommended by the appropriate general officer or his or her designee and successfully complete the Dispute Resolution Process training.

Employee Relations facilitates the process and an employee using the process may bring one person currently employed at Vanderbilt to the hearing to provide support. Both the employee and the affected department may have witnesses, who must either be current or former Vanderbilt faculty or staff with direct knowledge of the issues in the dispute.

After the hearing, either the panelists or the hearing officer will review the information and make a recommendation to the appropriate general officer or his or her designee for final disposition.

 

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