When a supervisor receives a grievance from an employee under his supervision, the supervisor should contact Valena Veda Richards at 693-1421 to notify her that the grievance has been filed.

The supervisor ascertains that the grievance is filed on the proper form. In addition, the supervisor consults the Personnel Policy statement on Grievances to determine that the issues are grievable according to the Definitions. When in doubt call us.

It is important that the supervisor, who is at the first step in the Grievance Procedure, responds in writing within the time period specified in the Personnel Policy. If the issues as stated by the employee are not grievable, the supervisor writes to the employee that the grievance is denied because it does not comply with the Definitions. If it is a viable grievance, the supervisor should schedule a meeting as soon as possible and hear the grievance. Every effort should be made at this level to settle the grievance amicably. If no compromise is reached and no settlement is made, the employee has the right to take the grievance to the next step.

At each step of the Grievance Procedure the Human Resources Manager should be notified in writing of the determination/agreements reached in that meeting.

DISCIPLINARY ACTIONS:

Supervisors and staff employees should become familiar with the Guidelines for Disciplinary Action. This guide is based on the progressive discipline procedures. Recommended actions are given for most common infractions of UVI regulations and policies. Verbal reprimands should be noted in the file kept at the department level. Written reprimands to an employee should have a copy sent to the employee’s file kept in Human Resources. (i.e. cc; Personnel file)

If there are any questions regarding interpretation or implementation of this section of the Personnel Policy Statements, please call Employee Relations. Disciplinary actions should be taken by the immediate supervisor as quickly as possible after the alleged infraction of the Policies and/or Regulations occurs. In some cases, an investigation may be conducted to get statements of eyewitnesses to the occurrence. Human Resources should be notified of all serious infractions immediately.

PERSONNEL POLICY ISSUES:

If an employee has any questions regarding the interpretation of any Personnel Policy Statements and how these apply to him/her, please contact Employee Relations immediately.

Remember the Personnel Policy approved by the President and Cabinet on April 23, 1996 included revisions to past practices and application/implementations of local and federal laws enacted since the previous Personnel Policy in 1974.

This Policy is intended to assist and enable all employees of the University of the Virgin Islands to understand what their rights and privileges are under the law.

CURRENT VI CODE AFFECTING UVI:

Since the approval of the Personnel Policy in April 23, 1996 the Legislature of the Virgin Islands has enacted laws which affect employees of the University. The University is obligated to comply with all current laws where specifically named in the legislation . For questions regarding current VI Code legislation applicable to the employees of the University, contact Employee Relations.

COMPLIANCE WITH FEDERAL REGULATIONS:

As an employer the University of the Virgin Islands is obligated to comply with Federal Regulations affecting employment. "Federal 5 in One Posters" are displayed in select places on both St. Thomas and St. Croix campuses informing employees of their rights under:

• Job Safety and Health Protection
• Minimum Wage
• Family Medical Leave Act of 1993
• Equal Employment Opportunity
• Employee Polygraph Protection Act

These posters are written in English and Spanish. For further information about the implementations of these laws in the University Personnel Policy consult the Policy Statements.

If you have questions, please call Employee Relations at 693 1421.

CRISIS INTERVENTION/DISPUTE RESOLUTION:

There are times when Managers and Supervisors are unable to resolve a dispute by reaching an appropriate compromise. When disputes arise between employees and/or employee and supervisor which cannot be settled among the parties involved, a third party may be useful in sitting in on the meeting. The third party acts as a mediator; encouraging both parties to seek a compromise mutually acceptable.

The parties should observe the following guidelines:

• Come to the table with an open mind.
• Focus on the issue at hand.
• Be prepared to compromise (you will not always get everything you ask for).
• Respect each other as persons.
• Maintain your calm.
• Recognize that to solve a situational problem you must deal with the people problems.
• Be aware of how your own attitude, actions and reactions contribute to the continuation of the problem.

COUNSELING:

There are times when counseling is needed to assist troubled employees. Short term counseling is available at Employee Relations (Jessie Clark is a trained Psychiatric Social Worker). Referrals for in-depth or long term counseling can be made from our office. The Employee Relations personnel maintain a list of community resources for referrals.