Workplace Issue Resolution Program
» Overview
» Resolution Options
» Retaliation
» Allegations of Illegal Discrimination
» Issues Not Eligible for the Workplace Issue Resolution Program
» University Resource Offices
The Workplace Issue Resolution Program gives you the opportunity to resolve work-related issues with your manager or other colleagues. It helps you work through problems at an early stage and address misunderstandings that can cause a communication breakdown. The goal is to ensure an open line of communication and promote flexible, creative solutions that are agreeable to everyone involved in a disagreement.
Through this program you may want to:
- Discuss your concerns about difficulties you’re experiencing with your supervisor or fellow colleagues
- Address specific actions your supervisor has taken which affect the terms or conditions of your employment
Open Communication Philosophy
Open dialogue between you and the management within your school or center is essential. This option provides the most direct way to raise your issues by going directly to your supervisor or higher levels of supervision. Your supervisor may be closest to your situation and in a position that could be helpful in working toward a solution. Ask to talk over your problems with your supervisor.
If you believe that your supervisor isn’t able to give proper consideration to your issues, or you have concerns about retaliation against you, you can contact Human Resources or a University Resource Office to receive guidance about how to proceed.
If you’re unsatisfied with your immediate supervisor's response or need to talk to someone other than your supervisor, you may take your problem to the next higher level of supervision. You’re encouraged to speak with the administration and management in your school or center since that’s often the most direct way of addressing matters.
Conference/Facilitated Meetings with University Resources
If you feel uncertain about how to approach the management in your area, or if you have approached your supervisor or another colleague and haven’t reached a satisfactory outcome, you’re encouraged to seek support from one of the University Resource Offices. A trained professional from any of these offices can help you address and resolve issues by having discussions with your supervisor, co-worker or other departmental manager. They may also facilitate a meeting to assist you in resolving the issues you raise. If the issue(s) involves a violation of federal, state or local harassment or discrimination laws, the issue will be investigated and/or referred to the Office of Affirmative Action and Equal Opportunity Programs.
You may also contact the Human Resources Staff and Labor Relations Department to obtain clarification and interpretation of policies and procedures which may apply to the issues you’re raising.
Mediation
Mediation is a private and confidential process for resolving conflict that gives you the opportunity to recognize and better understand each other’s perspectives, as well as develop communication skills that contribute to your ability to undertake further discussions. You have the opportunity to be heard by a neutral person who isn’t involved in your dispute. The mediators will assist you in reaching flexible and creative solutions that are designed by you and others directly involved in the issue. All agreements are voluntary and all other options for settlement are still open to you if mediation doesn’t result in a satisfactory outcome. While mediation is challenging, the process has the potential to bring parties with different points of view closer together.
Mediation can be initiated through a request or recommendation by anyone involved in a workplace issue—including you, your supervisor or a fellow co-worker—or you may be referred to mediation by Human Resources or a University Resource Office.
Human Resources will choose two trained volunteer mediators to co-mediate your dispute. The selection will be drawn from a trained pool of mediators in the University Mediation Program. The mediators are neutral facilitators who will assist you and those you are in conflict with to reach your own settlement. They won’t render any final or binding decision. Rather, you and other concerned parties will work towards an agreement.
The mediators will contact you and the other parties involved to set up the session(s). Human Resources will provide them with basic information needed to conduct the mediation, but they won’t have in-depth prior knowledge or facts about the issues. Similarly, you and all parties involved won’t have the opportunity to speak to the mediators before the first meeting. This allows for the mediators to be unbiased and open-minded when entering the process. However, in cases where more than one meeting is necessary, it may be appropriate for the mediators and the participants to have some discussion between sessions.
When you sit down with the mediators, they’ll explain their roles and the structure of the process. They’ll ensure that you and other participants will have an opportunity to convey your issues without interruption. Once everyone has stated their issues, the group will discuss them and respond to each other’s concerns in order to try and reach an agreement.
Throughout the process, the mediators will guide the conversation and assist in exploring options for resolution. They’ll also ensure that each concerned party understands and is comfortable with proposed solutions. Where applicable, the mediators will check with Human Resources to make sure that all proposed solutions are legal and in compliance with University policies.
If you reach an agreement on any or all of the issues, the mediators will assist in developing a written agreement which will be signed by all participants in the process. You and the other parties as well as Human Resources will receive a copy of the mediated agreement. All notes other than the written agreement will be destroyed by the mediator as soon as the session ends. Mediation sessions are not taped.
You may not be retaliated against for utilizing the Workplace Issue Resolution Program. The University considers any such action(s) a serious offense and a violation of University policy. Violators will be subject to appropriate disciplinary action, up to and including termination. If you feel you’ve been retaliated against, you should feel free to contact Human Resources or the Office of Affirmative Action and Equal Opportunity Programs.
In cases where an allegation of unlawful discrimination is not the sole issue but needs to be resolved, you may continue with mediation and defer notification to or action by the Office of Affirmative Action and Equal Opportunity Programs pending the outcome of the mediation. If you elect to contact or desire resolution by this office, the mediation will be postponed. If both parties agree and there is no finding of illegal discrimination, the parties can use mediation to address any underlying issues.
The following issues are not subject to the Workplace Issue Resolution Program:
- Determination of base salary/salary increases or claims of salary inequities, job grading and classifications
- Selection for jobs or reassignments
- Performance appraisals
- Decisions resulting in restructuring or position discontinuations
Note: Staff members whose employment with the University is terminated will not be afforded the opportunity to mediate the concerns they have regarding termination. Any concern regarding termination may be raised through the Staff Grievance Procedure within ten (10) working days from the date of termination. In these cases a staff member may request a staff grievance panel hearing. Contact Human Resources Staff and Labor Relations at 215-898-6093 to initiate the process.
Division of Human Resources: Staff and Labor Relations Office
3401 Walnut St., Suite 527A/6228
215-898-6093 or 215-898-6019
www.hr.upenn.edu
African American Resource Center
3537 Locust Walk/6225
215-898-0104
www.upenn.edu/aarc
Lesbian Gay Bisexual Transgender Center at Penn
3907 Spruce St./6031
215-898-5044
www.vpul.upenn.edu/lgbtc
Office of the Ombudsman
113 Duhring Wing/6303
215-898-8261
www.upenn.edu/ombudsman
Penn Women’s Center
3642 Locust Walk/6230
215-898-8611
www.vpul.upenn.edu/pwc
Office of Affirmative Action and Equal Opportunity
Programs
3600 Chestnut St., Sansom Place East, Suite 228/6106
215-898-6993
www.upenn.edu/affirm-action
Employee Assistance Program (EAP)
1-888-321-4433
www.hr.upenn.edu/Quality/Wellness/EAP.aspx