WDLT Employee Handbook

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COMPLAINT PROCEDURE

Formal Complaints:

1. To proceed to the formal level for complaint review, the employee must

submit a written request within fifteen (15) calendar days of either the response

by the Program Director or the date of the incident which has caused the

complaint to Human Resources at hr@icesonline.org.

The complaint review request must include the reason the employee would like

the issue/situation to be reviewed with any supporting

information/documentation. In addition, the employee must state what the

desired outcome is from the review.

2. Upon receipt of the written request from the employee, Human Resources

will provide the request to the Chief Operating Officer (COO) or their designee. If

the matter involves the COO, Human Resources will forward the complaint

directly to the Chairman/President.

3. The COO or their designee will conduct an administrative review of the

complaint and will inform the employee and Human Resources if additional

information or a meeting is necessary to further assess the complaint.

If the employee requesting the complaint review fails to provide the required

information and/or attend the meeting within the specified timeframe, the

complaint will be deemed incomplete. Consequently, the original decision will be

upheld, the file will be closed, and no further action or additional complaints

regarding this situation will be considered.

If a meeting is needed during the complaint review process, the employee will

have the opportunity to present their concern(s) and any information pertinent to

the situation. The COO or their designee may ask questions or request additional

information from the employee.

4. The administrative review will be conducted within fifteen (15) calendar days

of receiving all pertinent information regarding the complaint. The COO or their

designee will notify the employee and Human Resources of the administrative

review decision in writing. A copy of the complaint review determination will also

be uploaded to the employee’s Paycom file.

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