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Procedures Available to Employees – Ways for Employees to Make Complaints or Report Concerns

A more detailed discussion of reporting and complaint procedures for discrimination and harassment complaints is available from the Office of Compliance and Policy or online

Employee Procedure/
Mechanism

Purpose

More Information

State Fraud, Waste, and Abuse Hotline

Anonymous reporting of “significant instances of fraud, waste, and abuse…illegal or fraudulent conduct, waste of funds, abuse of state property or resources, gross mismanagement or gross neglect of duties…not for general complaints, suggestions, or personnel issues.” 

The hotline is administered by the Office of the State Inspector General, coordinated on campus by Internal Audit.

Accident & Incident Reporting & Workers’ Compensation Claims

For employees to report work-related accidents and incidents involving personal injury, illness, and significant property or environmental damage. Includes workers’ compensation claims, for benefits for injuries on the job.  Employees are asked to report events within 24 hours of occurrence.  

Workers’ Compensation Claims are administered by the Office of Human Resources, which provides information about benefits and return to work policy.  Other accident reportingcoordinated by the W&M Environmental, Health and Safety Office.

Reporting Threats, Threatening Behavior, and Concerning Behavior

For reporting threats or raising safety concerns regarding an individual’s behavior under the Campus Violence and Threat Management Policy.

Information regarding whom to contact and identifying threats and concerning behavior is provided by W&M's Committee on Education About and Prevention of Violence.

Discrimination Grievance/Complaint Procedure

For all employees and students to report discrimination, including harassment and retaliation, committed by a W&M employee (other than a faculty member – see Faculty Discrimination Reporting and Investigation Procedure, below) or contractor. 

Complaints may be made to the W&M Office of Compliance and Policy.

State (Department of Human Resource Management) Grievance Procedure

For classified and operational employees to “bring workplace concerns to upper levels of management” in a process “more formal than mediation.”   

Employees should contact Employee Relations, in the Office of Human Resources, to initiate a grievance.  The grievance program is administered by the Department of Human Resource Management's Office of Employment Dispute Resolution.

State (Department of Human Resource Management's Office of Employment Dispute Resolution, or EDR) Retaliation Investigation

For classified and operational employees to ask EDR to investigate allegations of retaliation “as the result of the use of or participation in the [EDR] grievance procedure or for reporting, in good faith, an allegation of fraud, waste or abuse” using the State hotline. 

EDR's Grievance Manualincludes a section regarding retaliation (Section 1.5).  

State (Department of Employment Dispute Resolution) Mediation Program

Voluntary process for classified and operational employees to have concerns and conflicts mediated by a neutral third party.

Employees should contactEmployee Relations, in the Office of Human Resources, to discuss mediation.  The mediation program is administered by the Virginia Office of Employment Dispute Resolution, with information available in the Grievance Manual(pdf).

State (DHRM's Office of Equal Employment Services) Discrimination Complaint Procedure

For classified and operational employees, and applicants for such positions, to file complaints of discrimination, particularly violations of theGovernor’s Executive Order No. 1

Information regarding the EEOS procedureis provided by the Virginia Department of Human Resources Management (DHRM). Employees may also file a complaint with W&M’s Office of Compliance & Policy or a grievance through DRHM's Office of Employment Dispute Resolution.

Compliance Reporting Procedure

For anyone to report a compliance concern – a violation of law, regulation, or policy, including unethical conduct – arising out of conduct by a W&M employee, contractor, volunteer, or student.  A “catch-all” procedure designed to cover complaints for which no dedicated procedure is available. 

Complaints are handled by the W&M Office of Compliance and Policy.

Grievance Resolution Policy for Professionals and Professional Faculty (pdf)

For professionals and professional faculty employees to complain regarding an employment decision or action of application of W&M policy and seek internal management review and hearing.

 

Appeal Procedure for Performance Evaluations of Professionals and Professional Faculty

For professionals and professional faculty to seek review of formal performance evaluations.

Performance Planning and Evaluation Policy for Professionals and Professional Faculty

Honor System

Procedure for each member of the W&M community to report (after confronting the student in question) lying, cheating, and plagiarism by a W&M student for investigation and adjudication.  Includes post-verdict review and appeal procedures. 

Honor System administered by six student Honor Councils, under the procedures described by the Dean of Students Office.  Reporting mechanisms include online filings.

Student Conduct Code

For employees or others to report possible student misconduct, i.e., violations of the Student Code of Conduct. Includes appeal rights.  Note that a special process exists for violations of the sexual misconduct policy. 

Student Conduct Procedures, Student Code of Conduct.  Reporting mechanisms include online filings.

W&M Police Complaint

For employees (and other individuals) to raise grievances regarding misconduct by W&M Police employees.

 

Appeal/Grievance Procedure for Disability Accommodation Decisions

For employees to seek review of a determination by the Office of Diversity & Equal Opportunity regarding a disability accommodation request. 

Employee Reasonable Accommodation Policy and Procedure

Faculty Academic Misconduct Reporting and Investigation Procedure 

 

For any member of the W&M community who suspects academic misconduct in scholarly activity or research by a W&M faculty member to report their concerns. Includes procedures for informal and formal investigation.  Major sanctions imposed for violations may be appealed. 

Procedure established in the Faculty Handbook

Faculty Incompetence, Neglect of Duty or Misconduct (other than academic misconduct or discrimination) Investigation Procedure

For inquiry and investigation of allegations of incompetence, neglect of duty, or misconduct by a faculty member.  Concerns can be raised by students or non-faculty employees.  Includes procedures for informal and formal investigation.  Major sanctions imposed for violations may be appealed. 

Procedure established in the Faculty Handbook

Faculty Discrimination Reporting and Investigation Procedure

For reporting discrimination, including discriminatory harassment and retaliation, committed by any W&M faculty member.  Includes procedures for informal and formal investigation.  Note also includes appeal rights for a faculty member found to have violated university discrimination policy.

Procedure established in the Faculty Handbook

Faculty Appeal of Major Sanctions

For a faculty member to appeal a major sanction imposed against him or her, on the grounds of inadequate consideration

Procedure established in the Faculty Handbook

Faculty Grievance Procedure

For a faculty member to seek redress regarding an action that has “an adverse effect on them directly and personally,” when there is no dedicated appeal or complaint mechanism provided by the Faculty Handbook.  Note that the procedure allows for appeal of grievance decisions. 

Procedure established in the Faculty Handbook

Faculty Tenure/Promotion/Renewal Decision Appeal Procedure

For faculty members to seek reconsideration of decisions not to award tenure, not to renew a contract, or not to promote, on grounds of violation of academic freedom, discrimination, or inadequate consideration.

Procedure established in the Faculty Handbook

Hazing Reporting

For reporting, including anonymous reporting, of possible acts of hazing

Reports handled by the Dean of Students, with hazing prevention information available.

Parking Citation Appeals

Procedure for members of the campus community to appeal parking citations. 

 

University Ombuds

For employees other than faculty to seek assistance with workplace concerns.