Human Resources Manual

Policy No.: 5-11 This policy applies to:
Policy Name: Dispute Reconciliation Non-exempt staff
Effective Date: 08/01/04   Exempt staff
Revised:     Faculty

Policy

The purpose of this policy is to promote orderly resolution of work related conflicts where an employee wishes to raise a dispute with his/her manager, another department, or the University or to appeal a disciplinary decision. It emphasizes early identification and resolution with fair consideration of all sides of a conflict. All staff employees have access to this process.

Procedure

Step One – The employee should first attempt to resolve the difficulty informally by discussing it with his/her supervisor. It is anticipated that satisfactory resolution can usually be achieved at this level.

Step Two – Should the matter not be resolved, the employee and/or supervisor may meet with management at the next level.

Step Three – Should the matter not be resolved at the department level, the employee and/or supervisor may contact the Director of Human Resources and the division Vice President. The Director of Human Resources may meet with the employee, supervisor, departmental director or chair, and/or division Vice President as needed. The Director of Human Resources may hold a resolution meeting with all appropriate parties involved.

Appeals: Except in cases where the Vice President is the supervisor or the complainant, the decision of the Vice President of the division in which the complainant works will be final. If the Vice President is the supervisor or the complainant, the decision of the President will be final.

The Informal Reconciliation Process is a confidential process within Loyola University.
Any records derived from this process will be maintained in the Human Resources Department.

University Ombudsman

The function of this position is to be of assistance to any staff member in the handling of conflicts. A staff member may meet with the University Ombudsman in order to discuss a conflict, particularly when it involves a supervisor. Contact information for the University Ombudsman is available on the Human Resources web page.

The Ombudsman may assist the employee in clarifying an issue and/or in resolving a conflict with a supervisor, but does not represent and/or act in place of the employee. The Ombudsman may attend a meeting with the employee at Step Three, but is not required to do so for the meeting to take place. The role of the Ombudsman at Step Three is to provide support and advice to the employee. He/she cannot act as a representative and/or speak for the employee.

The University Ombudsman is not involved in a Formal Grievance process outlined in Policy 5-12 or in the Discrimination and Harassment Complaint procedure outlined in Policy 5-13.