Office of Human Resources / Employment at NMU / Workplace concerns and appeals
Employees, contractors, applicants, and former personnel may report workplace concerns. Reports may be verbal, written, or anonymous.
Contact hr@newmeridianuniversity.org, the Office of Ethical Compliance, or an appropriate supervisor. The Workplace Concern or Grievance Form is optional. You do not have to confront the person involved or attempt informal resolution first.
You may bypass anyone involved in the concern. Matters involving HR or Ethical Compliance may go to the President; matters involving the President go to the governing authority. An implicated official cannot investigate or decide their own case.
Report promptly when possible. Delayed reporting does not automatically prevent review. Anonymous reports are assessed using the information available, which may limit follow-up.
Describe what happened, who was involved, the dates or approximate period, and whether the issue is continuing. Identify witnesses, relevant records, any immediate safety or retaliation concern, and the assistance or outcome you seek. You do not need to name a policy violation.
Provide a safe contact method and time if you want a response. Request an accessible format, language assistance, or another communication arrangement if needed.
Preserve relevant messages and records in approved locations. Identify where sensitive records are held and ask for secure submission instructions. Do not alter evidence, obtain records through unauthorized access, or unnecessarily circulate confidential material.
The following deadlines apply to the HR workplace-concern procedure. If a specialized policy governs the matter, the receiving office identifies that procedure. A referral does not require a new complaint or restart an applicable deadline.
Business days are Monday through Friday, excluding published university closures. Counting begins on the next business day after receipt. Deadline notices specify the date and time zone.
| Step | Deadline |
|---|---|
| Acknowledge the report | Within 3 business days, when contact information is available. |
| Identify the office and procedure | Within 5 business days of first receipt, including any immediate action needed. |
| Issue the written determination | Within 30 business days of first receipt, including intake and investigation. |
| Issue the determination after an approved extension | No later than 60 business days from first receipt, with approval by an uninvolved authorized official and written notice of the reason and revised date. |
| Provide status updates | At least every 10 business days while the review is pending. |
The investigator considers evidence supporting and contradicting the report. Before adverse findings are finalized, the person under review receives the allegations and an opportunity to respond, identify witnesses, and provide evidence. The written determination explains the findings, reasons, and review rights.
Employees may request independent review of a disputed evaluation, compensation, leave, accommodation, or other personnel decision. Identify the decision, the factual or procedural error you believe occurred, and the correction requested. This follows the intake and determination process unless another procedure controls.
Ordinary accommodation requests follow the response schedule on Equal Opportunity and Accommodations.
If you are the complainant or subject to findings or corrective action, you may appeal a written determination affecting you within 10 business days of receiving it. Submit to the designated independent reviewer. HR can help with the form or submission method, but the HR mailbox does not replace the designated appeal route.
Identify the decision, when you received it, the grounds for appeal, supporting evidence, and the correction requested. Grounds include a material factual or procedural error, bias or a conflict of interest, previously unavailable material evidence, or action disproportionate to the findings. The Appeal Form is optional.
The reviewer issues a reasoned written decision within 15 business days of receiving the appeal. A documented extension may bring the total to 30 business days; you receive the reason and revised date. The acknowledgment states whether the challenged action remains in effect.
Request a filing extension if documented circumstances prevent you from meeting the deadline. If NMU misses a review deadline, you may use the independent reporting route without waiting for a final determination.
Case records are restricted, and information is shared as needed for the review, required action, or legal obligations. Absolute confidentiality cannot be promised. Temporary measures may protect people, records, or instruction while a matter is reviewed; they do not establish misconduct.
Retaliation for reporting, requesting review, or participating in an investigation is prohibited. Report suspected retaliation through an uninvolved recipient. An unsubstantiated allegation is not, by itself, misconduct by the person reporting.
You may contact an external agency or adviser without completing the internal process. Internal review does not pause external filing deadlines. Forms are available through Employment Policies and Resources.
Fill out the form to get personalized guidance and explore how New Meridian University can support your doctoral goals.
