Date Issued: 11/80
Date Revised: 07/06
University of Alabama at Birmingham
PROBLEM RESOLUTION PROCEDURE FOR NONFACULTY EMPLOYEES
Revision Date September 1, 2006
(Replaces version dated August 6, 2004)
NOTE: This policy is not a separate policy but instead is a revision to the following documents:
Section 7.11 of the You & UAB Handbook for Administrative, Professional, and Support Personnel
Policy Number 608 of the Human Resource Management Policy and Procedures Manual
(HRM Policy Number 608)
All employees who have a concern or complaint that arises within the course of their employment are first encouraged to seek resolution of the matter through an informal process regardless of whether the employee or work-related issue qualifies for the formal Problem Resolution Procedure. Resolving problems at the department level helps build trust and better working relationships. The appropriate actions to take to resolve the issue or complaint through the informal process are as follows:
If a satisfactory resolution cannot be reached, the formal Problem Resolution Procedure is available to employees who meet the following criteria:
The work-related issues that may be challenged using the formal Problem Resolution Procedure are as follows:
Salary, performance appraisal, verbal counseling, voluntary resignation, position elimination due to restructuring or funding, or discharge as a result of a violation of the “Guidelines for Impaired Employees” (back-to-work agreement) may not be contested unless supported by specific evidence of discrimination.
A member of Human Resource Management Relations first will attempt to resolve the issue through a facilitated conversation. The facilitated conversation affords a representative from HRM Relations the opportunity to meet with the employee and a management representative to seek a mutually agreeable solution to the complaint. If both parties cannot agree on a solution, a Problem Resolution Committee will be established to hear the case.
The Problem Resolution Committee will consist of three members who will be drawn from a pool of eligible employees. The pool of committee members is chosen at random from all eligible UAB staff and is representative of a diverse group of employees working in various job titles across the campus and Hospital. In some cases, dependent on the issue(s) to be addressed, HRM Relations reserves the right to have the Committee members drawn from a specialty pool. These would be Committee members with the training and/or expertise in a specific job field (for example, scientific research background, nursing/patient care experience) that would allow them a better understanding of the issues to be reviewed by the Committee. The pool of committee members will receive training related to the Problem Resolution Procedure. The training also will stress impartiality and fairness. The committee members will serve for a two-year period. The criteria for serving in the pool of committee members are as follows:
Employees considered senior leadership or those working in the Office of the President, offices of the vice presidents, Office of the Provost, Human Resource Management, Hospital Administration, or Risk Management and Insurance are not eligible to serve on the Problem Resolution Committee.
The employee filing the complaint and the management representative will be informed of the members chosen to serve on the Committee. If either party does not want a particular employee to serve on the Committee because of a conflict of interest or other legitimate concern, he/she may ask that another Committee member be chosen. The HRM Relations Representative ultimately will decide whether someone is removed and a replacement is selected.
In order to use the UAB Problem Resolution Procedure for Nonfaculty Employees, the employee must contact the Office of Human Resource Management Relations or the HRM Consultant/Advisor within five work days following the eligible event/complaint the employee would like to challenge. The steps of the procedure are as follows:
Employees may use the procedure without penalty or fear of retaliation.
Any questions regarding the Problem Resolution Procedure for Nonfaculty Employees should be directed to the Office of Human Resource Management Relations at extension 4-4458 or 4-4701.