FOIA Basics and Best Practices for Depository Libraries
This resource covers fundamental aspects of the Freedom of Information Act (FOIA) including filing procedures, OGIS role, exemptions, fast facts, making a request steps, and expectations. It provides valuable insights for depository libraries handling FOIA requests.
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Staff Dispute Resolution Policy Overview 7.6.1.3 Staff Dispute Resolution Policy provides employees of the University the opportunity to address and resolve disputes arising out of working conditions, employment practices, or application of policy. Eligible for full- and part-time, benefits eligible employees. Employees are expected to make reasonable attempts to resolve concerns informally. In those cases, in which an eligible employee is unable to informally resolve his or her concern, he or she may initiate a dispute resolution request as described in this Staff Dispute Resolution procedure. Retaliation is Prohibited. Acts of retaliation are a violation of University policy. Anyone who engages in retaliatory actions because action related to a staff dispute resolution process may be subject to disciplinary action. Complaints alleging discrimination based on race, color, national origin, sex, sexual orientation, age, religion, disability or status as a veteran, sexual harassment, or racial/ ethnic harassment are covered by a separate procedure administered by the University Equal Opportunity Officer/Title IX Coordinator.
Staff Dispute Resolution Policy Overview Issues that may be submitted for dispute resolution procedure: - Disciplinary action - Allegations of inaccurate or misleading material in official personnel file in Human Resources - Termination Issues that are excluded from the dispute resolution procedure: - Wages and salaries - Reduction in Force (RIF) related concerns other than those addressing the procedural requirements of a given RIF - University policies and rules An issue submitted for termination will skip the informal process and goes directly to Step 3 of the Formal Dispute Resolution process. Submitting a Request for Dispute Resolution does not change the employment status of the employee. If a termination is overturned by the appropriate provost or vice president, the written decision shall state all terms and conditions associated with the employee's return to work.
Staff Dispute Resolution Policy Overview At any time during the process, the CHRO may dismiss a dispute resolution request upon concluding that: - no resolvable issue exists, or - the requested remedy is not available or feasible, or - the parties have reached a resolution. Both parties shall receive written notice of the CHRO's decision or of the resolution agreement and a copy shall be sent to the appropriate provost or vice president, who may reinstitute the dispute resolution request if the CHRO's dismissal was inconsistent with the guidelines. The dismissal decision of the CHRO shall be final if the provost or vice president, as applicable, does not issue a statement of reissuance within ten calendar days of receipt of the notice of dismissal.
Informal Staff Dispute Resolution Process The University encourages communication between supervisors and employees to resolve disputes promptly. Employee must initiate discussions with immediate or second-level supervisor within ten (10) workdays from incident occurring. Informal resolution process should be completed within a reasonable period, not to exceed 30 calendar days. Human Resources may be involved to assist with facilitation If resolution attempts are unsuccessful, the employee may begin the formal dispute resolution process.
Formal Staff Dispute Resolution Process Step One: Employee will submit formal dispute resolution request to immediate supervisor within 10 workdays from unsuccessful attempt of the informal process. Response from supervisor will be made back to employee within 5 workdays. If supervisor s response is not timely or response is deemed unsatisfactory, employee has 5 workdays to advance submission to the Department Head Step Two: Employee to provide copy of request and received responses to Department Head for consideration. Department Head will review and give a written response to employee within 5 workdays. If Department Head s response is not timely or response is deemed unsatisfactory, employee may advance submissions to CHRO for consideration.
Formal Staff Dispute Resolution Process Step Three: At Human Resources level, the CHRO will review submissions and comments from decision makers of Step 1 and Step 2 to determine if time limits and procedures were followed. NO, procedure was not followed - CHRO may deny request or return request to appropriate prior step in process. This decision by CHRO is final in consultation with appropriate provost or vice president. YES, procedure was followed - CHRO will decide if issue is subject to Directed Review or Dispute Resolution. If issue concerns employee s termination, it will go directly to Dispute Resolution Committee, or alternatively, such challenges may proceed to mediation when appropriate.
Staff Resources Staff Dispute Resolution: Staff Handbook, section 3.21-https://apps.hr.ou.edu/staffhandbook University Ombuds Service: This person services employees in areas of dispute resolution and mediation of campus related issues. Also provides information about employee dispute resolution procedures and admin appeals process. www.ou.edu/ombuds or (405)325-4137 Employee Relations and Business Partners: assists the university community by providing administrators, supervisors, faculty and staff with advice, council or interpretation regarding a Policy and procedure, conflict resolution, performance management, on campus resources and general workplace-related problems/issues. hrbp@ou.edu Performance Management and Evaluations: https://hr.ou.edu/evaluations Staff Senators contacts: https://www.ouhsc.edu/staffsenate/About/Current-Members Employee Assistant Program (EAP): https://hr.ou.edu/EAP Ethics Point Reporting Hotline: provides an anonymous way for employees, students and community members to report concerns related to HR, Academics, Safety, Student Affairs, Account and Financial, Regulatory/Policy Compliance, Institutional Equity, Athletics and Research. OUHSC: https://ouhsc.ethicspoint.com, (844)428-6531
