Employee Dispute Resolution Procedures  

These procedures provide a structured way for employees to express concerns and seek resolution.

Earlham College strongly encourages all members of the community to engage one another in the spirit of Principles and Practices, which promotes integrity, the peaceful resolution of conflict, and personal responsibility. Resolving concerns in an educational setting, particularly one as diverse as Earlham, requires patience, civility, and a commitment to listening.

Under normal conditions, if an employee has a job-related problem, question, or concern, they should first discuss the matter directly with the parties involved. These procedures provide guidance when such direct efforts do not lead to a satisfactory resolution.

These procedures are available to any Earlham employee seeking resolution of a workplace concern related to an aspect of their employment. These may include:

• Workplace communication issues
• Interpersonal conflicts
• Concerns regarding application of departmental practices
• Disputes regarding workplace interactions
• Other employment-related concerns not covered by separate College policy or procedures

The procedures do not, however, apply to:

• Grievances related to allegations of discrimination, harassment, or hazing;
• Supervisor expressions of concern regarding employee work performance or employee dissatisfaction with a performance evaluation;
• The routine assignment of institutional resources (e.g., space, operating funds, etc.);
• Normal actions taken or recommendations made by administrators or committee members acting in an official capacity in a grievance process; or
• Dissatisfaction with the outcome of a grievance after the process has been completed.

If a concern appears to fall within the scope of another College policy or procedure, including the Discrimination and Harassment Grievance Procedures, the matter may be referred to the appropriate process.

Earlham College prohibits retaliation against any employee who, in good faith, raises a concern, participates in the resolution process, provides information, serves as a witness, or otherwise assists in the review of a concern under these procedures. Retaliation includes any adverse action taken because an individual engaged in protected activity under these procedures. Any employee who believes they have experienced retaliation should promptly report the matter through the College’s reporting process. Reports may be submitted at https://earlham.edu/report.

4.1.  Concern: A verbal or written expression of dissatisfaction, disagreement, perceived unfairness, or other employment-related issue for which an employee seeks review, discussion, or resolution through these procedures.

4.2.  Employee: A person employed by Earlham, either full- or part-time, including student-employees when acting within the scope of their employment.

4.3.  Immediate Supervisor: The individual who regularly supervises the day-to-day work of an employee.

4.4.  Concerned Employee: The employee filing the concern or initiating the dispute resolution process.

4.5.  Parties: The Concerned Employee and the Responding Party, collectively.

4.6.  Resolution: The process for addressing concerns, disputes, or conflicts within the organization.

4.7.  Responding Party: The individual or entity whose actions or decisions are the subject of the concern.

4.8.  Vice President or Area Vice President: A senior administrator of the College with primary responsibility for overseeing a major division, unit, or functional area. For purposes of these procedures, the term refers to the Vice President (or equivalent senior officer) who has supervisory responsibility for the division or administrative unit in which the Responding Party is employed, or their designee.

5.1. Step One: Direct Communication

As a first step in resolving workplace disputes, employees are expected to make a good-faith effort to address the concern through direct communication with the colleague involved, seeking resolution in a respectful and professional manner whenever appropriate.

5.2. Step Two: Resolution through Administrative Channels

If an employee is unable to resolve a dispute at Step One, the employee should discuss the matter with their immediate supervisor. Employees are encouraged to make the concern known within thirty (30) calendar days after the alleged incident.

If the concern remains unresolved, the Concerned Employee may elevate the matter through successive levels of administrative supervision, up to and including the appropriate Area Vice President.

When the issue involves the employee’s immediate supervisor, the employee may bypass that individual and proceed to the next level of authority without fear of reprisal.

At any time, an employee may seek advice and guidance from the Office of Human Resources.

5.3. Step Three: Human Resources Review

If the concern remains unresolved following administrative review, the Concerned Employee may submit a written or oral concern to the Office of Human Resources. The concern must include: 1) a detailed description of the concern and 2) a clear statement of the resolution sought.

Human Resources will conduct an appropriate review and will make a recommendation to the relevant Area Vice President.

5.4. Step Four: Final Review by the President

If the concern remains unresolved after review by the Area Vice President, or if the concern involves the Area Vice President, the matter will be referred to the President for final review and determination. The President’s determination concludes the dispute resolution process described in these procedures.

These procedures will be reviewed annually by the offices of Human Resources and the President. Amendments are adopted with the approval of the President.