Employee Complaint Form

Purpose

This procedure outlines the process for employees to report and seek resolution of internal workplace concerns through the Office of Human Resources. It includes complaints related to interpersonal conflicts, communication issues, supervisor conduct, and Equal Employment Opportunity (EEO) concerns not covered by Title IX. This internal process is intended to foster a respectful and productive work environment through timely, fair, and confidential resolution of concerns.

The Department of Human Resources encourages you to contact the Employee Relations Department if you have a complaint or concern, or experience a problem that affects you or your co-workers. We ask that you complete the Employee Complaint Form within five working days after the incident or problem first occurred. Human Resources will contact you as soon as possible.

WVSU Employee Internal Complaint FormDownload

Scope

This procedure applies to all employees of West Virginia State University and the West Virginia State University Research and Development Corporation, including faculty, staff, and administrators, who wish to raise internal workplace complaints regarding:

  • Interpersonal conflicts or supervisory concerns
  • Unprofessional conduct or communication issues
  • Hostile work environments
  • Alleged discrimination, harassment, or retaliation based on a protected class (excluding Title IX matters of sex discrimination)

Note: Allegations involving sex-based discrimination governed by Title IX must be directed to the Title IX Coordinator and handled under separate procedures.

Important: Use of this internal complaint resolution process does not preclude an employee’s right to file a formal grievance with the West Virginia Public Employees Grievance Board, in accordance with W. Va. Code § 6C-2-1 et seq.

Definitions

  • Internal Complaint: A written concern submitted to Human Resources involving conduct, treatment, or conditions in the workplace.
  • EEO Complaint: A complaint alleging discrimination, harassment, or retaliation based on a protected characteristic such as race, color, age, religion, national origin, disability, or veteran status.
  • Complainant: The employee submitting the complaint.
  • Respondent: The individual alleged to be involved in the issue.

HR Designee: The Human Resources representative responsible for managing the complaint process and/or assisting the AVP with investigation of a complaint.

Procedure

1. Filing a Complaint

  • Employees may submit complaints in writing to Human Resources and should include:
    • Name and contact information
    • Description of the concern, including relevant facts and individuals involved
    • Dates of incidents and any steps already taken
    • A form is also available on the Employee Relations page of the HR website
  • Anonymous complaints may be reviewed, but action may be limited based on available information.

2. Acknowledgment and Initial Review

  • HR will acknowledge receipt of the complaint within five (5) business days.
  • A preliminary review will determine:
    • Jurisdiction and appropriateness for HR action
    • Whether the complaint qualifies as an EEO issue (excluding Title IX)
    • Suitability for informal resolution

3. Informal Resolution (if appropriate)

  • HR may offer to resolve the issue informally through:
    • Facilitated discussion or mediation
    • Managerial guidance or conflict resolution strategies
    • Clarification of policies or expectations
  • If resolved informally, the outcome will be documented and the matter closed.

4. Formal Review or Investigation

  • If informal resolution is not feasible, HR may initiate a formal review involving:
    • Interviews with involved parties and relevant witnesses
    • Review of documentation, communications, or records
    • Application of institutional policies and legal standards
  • In cases involving EEO allegations, HR will assess whether a policy violation occurred.

5. Findings and Recommendations

  • HR will prepare findings and recommend appropriate action, which may include:
    • Corrective measures or accommodations
    • Disciplinary action
    • Training, coaching, or reassignment
  • Findings will be shared with the appropriate leadership authority for action.

6. Communication of Outcome

  • The complainant will be informed that the complaint has been addressed and provided general information about the outcome, consistent with confidentiality requirements.

Contact Information

For questions or assistance, please contact the Office of Human Resources at (304) 766-5224

Retaliation Prohibited

Retaliation against any individual who files or participates in a complaint process is strictly prohibited. Alleged retaliation should be reported to Human Resources and will be investigated separately.

Employees must feel comfortable and confident in reporting misconduct. Consequently, the university takes very seriously any allegation of retaliation or intimidation of anyone involved in the investigative process. Any supervisor or employee found to have engaged in retaliation will be subject to disciplinary action, up to and including termination. 

Recordkeeping

Human Resources will maintain records of complaints, investigations, and resolutions in accordance with institutional policy and applicable law.

Scroll to Top