790.2 Problem Solving

P-790.2 The College is committed to providing prompt and appropriate resolution to concerns of individual staff members. Staff members are encouraged to use the problem solving process when informal resolution attempts, such as discussion with departmental supervisory staff, have not been successful.
Pr-790.2.1 A staff member may use the problem solving procedures when they believe there has been a violation, misinterpretation, misapplication, or unreasonable application of a College policy, procedure, rule, or regulation regarding that individual’s employment conditions. (Issues of discrimination or harassment should be referred immediately and directly to the Vice President for Human Resources or to any Administrative Officer of the College.)
Pr-790.2.2 Staff members are encouraged to discuss the concern with their supervisor. If the concern is not resolved, the staff member may choose to follow the following problem-solving steps:

Within ten [10] days after the occurrence of the concern or problem, the staff member will present the problem in writing to the department supervisor or manager.

Within five [5] days after receipt of the written notice, the supervisor or manager will hold a conference with the staff member.

Within five [5] days following the conference, the supervisor or manager will conduct any investigation that may be necessary and provide a written response to the staff member.

In the event the staff member is not satisfied with the response, he or she may appeal the response in writing to the Vice President for Human Resources within five [5] days following receipt of the supervisor’s or manager’s response. With this appeal the staff member will include a copy of the original notice of concern as well as any replies received.

Within five [5] days after receipt of the appeal, the Vice President for Human Resources will hold a conference with the staff member.

Within five [5] days following the conference, the Vice President for Human Resources will conduct any further investigation that may be necessary and provide a written response to the staff member.

In the event the staff member is not satisfied with the Vice President for Human Resources’ response, the staff member may appeal the response in writing to the College President within five [5] days following receipt of the Vice President for Human Resources’ response. With this appeal the staff member will include a copy of the original notice of the concern and all replies.

Within five [5] days after receipt of the notice of the problem, the President will examine the record of the concern, conduct an investigation, and either hold a conference with the staff member or issue a decision after reviewing the information provided. The President’s decision will be final.

Pr-790.2.3 If the staff member does not appeal a decision at any step within the specified time frame, the problem solving process will be considered terminated by consent of the staff member.
Pr-790.2.4 No adverse action will be taken by the College toward a staff member for use of the problem solving process. However, disciplinary action may be taken by the College toward the staff member for knowingly making untrue or misleading statements in connection with the problem solving process, or for knowingly making an untrue or unfounded claim.
Pr-790.2.5 A request for use of the problem solving process may be withdrawn in writing at any time.
Pr-790.2.6 Consideration will be given to the staff member’s work schedule when scheduling problem solving conferences.
Pr-790.2.7 A copy of the problem solving request, written responses, and appeals at each step will be forwarded to the Vice President for Human Resources who will maintain all problem solving records.
Pr-790.2.8 All documents, communications and records pertaining to a problem solving process will be maintained in a file separate from the staff member’s personnel file.
D-790.2.1 Day: A “day” means a calendar day except a Saturday, Sunday, and approved holidays or paid time off.
Policy Code Key
P Policy PR Procedure D Definition S Supplement

Content Owner: Donna Davis—ddavis@stchas.edu
Page Updated by: Jessica Trimborn
Date Issued:
Date Revised:03/01/06, 02/18/2013