Employee Relations

VCU's Human Resource Employee Relations office provides confidential assistance to University employees and supervisors to help resolve work-related problems.  Arrangements may be made to meet with a specialist in an accessible location on either the Monroe Park Campus or the MCV Campus. 

Employee Relations Specialists may be reached as follows:  phone (804) 828-1510
                                                                                         fax (804) 828-1434
                                                                                         TDD (800) 828-1120 
                                                                                         email emprel@vcu.edu 

Faculty / Staff Services  Counseling Referrals Family and Medical Leave Act   Manager/Supervisor Consultations Mediation Programs Policy Review and Development Problem Solving Assistance  Threat Assessment and Violence Prevention   Workers' Compensation / Unemployment Compensation Work/Life Resources Additional Employee Relations Resources

Classified Staff Services  Employee Grievance Procedure Exit Interviews Pay Action Appeals Performance Management  Performance Evaluation Appeal   (Adobe Acrobat Reader required) Standards of Conduct Disciplinary Procedures

Classified Employee Grievance Procedure

The Employee Grievance Procedure is a conflict resolution method available to non-probationary classified employees. Please note that eligible employees have 30 calendar days from the date an action occurred (or date of knowledge of an action) to initiate a grievance in writing.   Failure to comply with all provisions of the procedure can result in closure of a grievance.

Employee Relations Specialists are available to confidentially assist employees and supervisors with the grievance procedure if informal attempts to resolve a problem are not successful. The specialists provide neutral monitoring of the grievance process and advise participants on procedural matters such as:

• Who is eligible to file a grievance?
• Can the expedited process be used to address this concern?
• Who can help draft the written complaint or response?
• Who are the correct respondents for a particular area?
• What actions must be taken if an employee or manager doesn't follow the process correctly?
• What actions must be taken and what are the timeframes in order to remain in compliance with the procedure?
• Can an employee or manager have assistance at the grievance meetings?

If an employee initiates a grievance, the Employee Relations staff will provide information to the appropriate managers about the grievance process to ensure the steps are followed correctly.  Both the employee and manager are asked to provide copies of the grievance forms and attachments at each step of the grievance process.  Compliance reminders are sent from Employee Relations if either side does not follow the procedure in a timely manner.

Click here for a copy of the grievance procedure handbook and forms.  For confidential assistance, e-mail Employee Relations.

Classified Staff Pay Action Appeals

VCU encourages managers, supervisors, and employees to communicate about pay actions. If a classified employee has concerns about a pay action, he or she may discuss them informally with the dean/department head. If the employee does not resolve these issues informally with the dean/department head, he or she may put the specific concerns in writing to the dean/department head within 10 work days of learning about a pay decision. The dean/department head should respond in writing to the employee within 10 work days. The dean/department head may either reconsider the pay decision or provide a business-related justification for the decision in consultation with the employee’s supervisor. At the conclusion of an appeal, the dean/department head should submit copies of the appeal and response to the Director of Employee Relations. The documentation will not become a part of the employee’s official Human Resource file.

Note: Use of the appeal process does not automatically extend the 30-calendar-day timeframe to initiate a formal classified employee grievance. Employee Relations specialists are available to assist the employee in developing an appeal and to assist the manager in preparing a response.

Classified Staff Standards of Conduct Disciplinary Procedures

Rules of personal conduct and standards of acceptable work performance have been established for classified employees. The full text of the Standards of Conduct Policy (No. 1.60) is available on-line. Any violations may result in formal corrective disciplinary action or a written notice. Supervisors should confer with an Employee Relations staff member before issuing a written notice (Word version) so that the action planned follows appropriate procedures. For confidential assistance with due process letters, written notices, suspensions, or other aspects of the disciplinary process, contact Employee Relations by email or call 828-1510.

Exit Interviews

Shortly after leaving the University, employees are sent an Exit Interview Form. This form is designed to obtain input from the exiting employees regarding supervision, working conditions, benefits, training, and promotional opportunities within their division and the University. The employee also is encouraged to offer suggestions in areas they feel could be improved. Human Resources reviews the data and monitors trends. Some results may be forwarded to departments for possible action when appropriate.

Manager/Supervisor Consultations 

Employee Relations staff can offer managers and supervisors options regarding faculty contract issues as well as informal or formal resolution of employee performance problems based on policy, procedure, and previous experience. Data is maintained on issues such as falsification/fraud and alcohol/drug violations to help ensure consistent application of policies and procedures. 

For confidential assistance with problem-solving options, email Employee Relations.

Performance Management for Classified Staff

The performance review cycle for classified employees covers a 12-month period (October 24 through the following October 25). Supervisors prepare the work description and performance plans section of the Employee Work Profile (EWP) form at the beginning of the evaluation period.  Core responsibilities, special assignments, and objectives or competencies are identified and performance measures are developed for each.  The plan must be discussed with and signed by the employee to ensure that he/she has read and understands the supervisor's expectations.  

Toward the end of the review period, the supervisor evaluates an employee's job performance and determines an overall performance level rating.  The performance and employee development results are documented using the performance evaluation section of the EWP.  More information, including forms and instructions about performance management, is available on-line.

Several appeal options are available to an employee who disagrees with the contents of his/her performance evaluation. For confidential assistance with appeals, email Employee Relations.

The Employee Relations Specialist can provide (1) assistance in developing the performance plan and conducting the performance evaluation and (2) guidance on re-evaluating the unsatisfactory performer.  Staff also are available to consult with departments and to help develop a system customized to meet their needs.

Policy Review and Development

Employee Relations staff are responsible for interpreting existing State and University employment-related policies and procedures and developing new human resource policies as needed. In addition, staff are available to review departmental policies to ensure consistency and appropriateness and to provide guidance for compliance with state and federal laws. 

Problem-Solving Assistance 

Employee Relations Specialists are available to work with faculty and staff to help resolve work-related problems. Staff will assist with informal or formal means of problem resolution including options that are available to address concerns about disciplinary action and other employment actions. When appropriate, staff will make referrals to the Human Resource Work/Life Resources office for information and support in balancing work and home responsibilities.

Threat Assessment and Violence Prevention 

See VCU's Threat Assessment and Violence Prevention Policy and Early Warning Signs (quick resource) revised 6/2008.  Visit the HR Training web page for school and department customized training options.

Employee Relations staff have developed a response plan for concerns about potential violence in the workplace. The staff coordinate their efforts with the VCU Police, Employee Health's medical director, and other campus resources. These efforts focus on developing prevention measures and offering supportive responses to potential problems. 

In addition, the staff provide support to the University's Division of Student Affairs in compliance with the Campus Security Act (the "Act"). The Act requires colleges and universities to collect and disclose information about campus safety policies and procedures and statistics on certain crimes that have taken place on campus. The Act further requires that colleges and universities record the number of crimes reported not only to police but also to anyone who has “significant responsibilities for students and campus activities.” At VCU, those individuals include all Division of Student Affairs professionals and Human Resource Employee Relations staff. 

Additional Employee Relations Resources

Human Resource policies and guidelines are available online. The policies cover such topics as employment, family and medical leave, education and training, and office closings. 

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