Employee Complaint Process

Purpose

The purpose of this procedure is to provide a clear and structured process for employees to report workplace complaints, ensuring fair and timely resolution at the lowest possible level while maintaining appropriate escalation channels for serious matters such as employment discrimination, harassment, and other Equal Employment Opportunity Commission (EEOC) concerns. Any matters related to criminal activity should be immediately reported to Campus Police. This procedure will be in conformance with the proper application of and in compliance with any applicable collective bargaining agreement (CBA), contract, or College Board policy.

Note: If the complaint falls under a CBA grievance process, the steps and order outlined in this procedure may be adjusted to align with the specific grievance procedure set forth in the applicable collective bargaining agreement. In such cases, employees should refer to their respective collective bargaining agreement and/or union representative for guidance on the appropriate process.

Union Representation and Grievance Process

Employees have the right to meet and confer with their union representation at any stage of the complaint process. Complaints that fall under the scope of a collective bargaining agreement (CBA) will follow the formal grievance process as outlined in the respective CBA. Employees should refer to their respective collective bargaining agreement or consult with their union representative to determine whether their concern qualifies as a grievance or if it should proceed through the complaint process described below.

1. Informal Resolution

Employees are encouraged to resolve complaints informally whenever possible by discussing the issue directly with the individual involved. If the issue remains unresolved or the employee is uncomfortable addressing the concern directly, the matter should be brought to the next level of supervision.

2. Supervisor Review

If an employee has a workplace concern, they should first bring it to the attention of their immediate supervisor, either verbally or in writing. The supervisor will:

• Acknowledge the concern

• Facilitate discussions and/or gather relevant information

• Work towards a resolution

If/when a resolution is reached, the supervisor will document and communicate, as appropriate. If the complaint is covered under a CBA grievance process, the supervisor will proceed according to the appropriate grievance procedure.

3. Department Head/Director Review

If the employee feels the concern was not adequately addressed by the supervisor or if the complaint involves the supervisor, the next step is to escalate the matter to the Department Head or Director. This leader will:

• Review the complaint

• Consult with all necessary parties

• Determine a fair resolution

Once a decision is reached, the Department Head or Director will document the outcome and communicate it accordingly. Like the Supervisor Review, if the complaint is covered under a CBA grievance process, the Department Head/Director will proceed according to the appropriate grievance procedure.

4. Senior Administration Review

If an employee believes their concern was not properly addressed at previous levels, they may escalate the complaint to Senior Administration, including the Vice President. This leadership team will evaluate the case in consultation with proper personnel, as necessary, and determine a fair resolution. Like the Department Head/Director, if the complaint is covered under a CBA grievance process, the Senior Administrator will proceed according to the appropriate grievance procedure.

5. Human Resources (HR) Review

If the complaint involves issues related to Human Rights, Discrimination, Harassment, or EEOC concerns, it should be immediately reported to Human Resources. Additionally, if an employee remains dissatisfied with the resolution provided by Senior Administration, they may escalate the complaint to HR.

As appropriate, Human Resources will conduct an independent review, which may include:

• Interviews

• Document analysis

• Consultation with the President’s Office and/or legal counsel when necessary

If a policy violation is identified, appropriate action(s) will be taken to address.

Confidentiality, Non-Retaliation, and Compliance with CBAs

All complaints will be handled with discretion to maintain confidentiality. Retaliation against any employee for raising a concern or participating in an investigation is strictly prohibited. Employees are encouraged to report any instances of retaliation immediately.

Additionally, the handling of complaints and grievances must adhere to the specific requirements outlined in applicable CBAs to ensure procedural fairness and legal compliance.

Matters Involving Criminal Activity

If an employee becomes aware of any criminal activity, including but not limited to theft, violence, threats, or illegal substance use, the matter should be immediately reported to Campus Police. Campus Police will handle these situations in accordance with legal and institutional protocols.