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Dispute resolution

Dispute resolution processes are an important part of a productive, effective workplace. At VCU, we have several different kinds of dispute resolution designed to assist managers and employees with any workplace conflict that might arise.

The purpose of these guidelines is to provide information and procedures that managers and university employees should follow to resolve employee disputes.

The VCU offices providing dispute resolution services include the University Ombudsman and VCU Human Resources. Classified employees may use these resources and may also use the dispute resolution services offered by the Department of Human Resource Management.

There are two types of dispute resolution:  Informal and Formal  

Informal dispute resolution is recommended when VCU employees raise concerns about their employment, including workplace interactions with their colleagues or supervisors.

Informal dispute resolution may not be appropriate in circumstances such as those related to a severe adverse business impact to the university, a crime or a threat against an employee. In the case of a policy violation that may result in a severe adverse business impact to the university, HR and the VCU HR Office of Employee Relations should be contacted. In the case of a crime or a threat against an employee, VCU Police or the Threat Assessment Team should be contacted.

Informal dispute resolution can include:

  • One-on-one meetings with management involvement; or

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  • Facilitated discussions (University Ombudsperson or HR involvement); or

A facilitated discussion provides practical assistance to the parties to understand, organize and communicate their own needs and expectations and to be open to communication from the other part(ies). Engaging assistance in the form of a facilitated discussion empowers employees to tackle difficult issues in a proactive and respectful way

  • Mediation

Issues affecting workplace relationships can be addressed through mediation. Mediation is a process that is designed to encourage open conversation and understanding between parties. Participants are encouraged to have open and honest discussion, determine and clarify issues, and cooperatively establish steps towards achieving positive outcomes.

Some examples of common issues for mediation include:

  • Conflict with a supervisor or co-worker
  • Issues surrounding a grievance
  • Communication difficulties

Our mediators are members of VCU’s faculty and staff who have been selected and trained to serve as mediators. Their role is to assist fellow employees in arriving at their own solutions.

Ideally, one of these informal dispute resolution options leads to a resolution of the concern.

  • Classified Staff who choose to become University and Academic Professionals under the Working @ VCU: Great Place HR Policy have the option to file a state classified grievance and proceed under the Virginia Department of Human Resources Management’s (DHRMs) grievance procedure or under the grievance procedures contained in the VCU Great Place Policy.
  • Classified Staff who do not convert to University and Academic Professionals must file grievances under the the Virginia Department of Human Resources Management’s grievance procedure.
  • All other University and Academic Professionals follow the steps provided in the Working @ VCU: Great Place HR Policy when filing a grievance.  

If an employee raises concerns regarding discrimination and harassment in the workplace, the concerns are referred to and reviewed by the Office of Equity and Access Services before informal dispute resolution begins. Similarly, employee concerns regarding retaliation in the workplace are referred to and addressed by the VCU Integrity and Compliance Office before informal dispute resolution begins.

If informal dispute resolution is not successful, an employee may utilize the formal dispute resolution procedure, the VCU Grievance Procedure. When an employee’s wishes to file a grievance under this policy, the employee must submit a completed grievance form to the employee’s manager (or the manager’s manager if the employee’s complaint is about the manager). Management and employees are expected to adhere to the posted timelines unless both parties agree in writing to the contrary. 

  • Classified Staff who choose to become University and Academic Professionals under the Working @ VCU: Great Place HR Policy have the option to file a state classified grievance and proceed under the Virginia Department of Human Resources Management’s (DHRMs) grievance procedure or under the grievance procedures contained in the VCU Great Place Policy.
  • Classified Staff who do not convert to University and Academic Professionals must file grievances under the Virginia Department of Human Resources Management’s grievance procedure.
  • All other University and Academic Professionals follow the steps provided in the Working @ VCU: Great Place HR Policy when filing a grievance.

In many situations, VCU Police Department police officers have an option to utilize the Law-Enforcement Officers Procedural Guarantee Act dispute resolution process.