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Committee asks personnel director to draft single employee complaint intake form
Summary
Committee members asked the director of personnel to combine multiple harassment/incident forms into one standardized intake form to simplify reporting and improve transparency. The director said the office can produce a form and the chair will circulate it for review at the next meeting.
Committee members said employees currently face multiple forms for harassment, discrimination and incidents and proposed a single, standardized intake form to reduce confusion.
The chair explained the goal: “We have these multiple forms and the goal here moving forward would then include looking at these multiple forms and pulling out the key elements to be able to create 1 form that can capture all that you would need to know in order to have a standardized complete form for all employees. 1 stop shop.” The director of personnel confirmed additional channels exist beyond the two handbook forms and said the broader intake catches more types of incidents.
Members discussed anonymity options for complainants and whether the personnel office should determine the correct complaint category rather than requiring the employee to self-classify. Staff agreed the office could review and route complaints and that the form should be accompanied by explanatory information and posted in accessible locations, such as the employee handbook and shared drive.
The committee directed staff to draft a standardized form and bring it back for discussion at a follow-up meeting.
