< PreviousApproved by Staff Senate: January 14, 2019 a.A procedural or substantive error occurred that significantly impacted the outcome of the hearing (e.g. substantiated bias, material deviation from established procedures, etc.). b.New information has been found which was unavailable during the original hearing or investigation that could substantially impact the original finding or sanction. A summary of this new information and its potential impact must be included. c.The sanctions imposed are substantially disproportionate to the severity of the violation. If the Title IX Coordinator determines that a material procedural or substantive error occurred, the Coordinator may return the grievance to the Investigation Board with instructions to reconvene to correct the error. In rare cases, where the procedural or substantive error cannot be corrected by the Investigation Board (as in cases of bias), the Title IX Coordinator may order a new investigation on the complaint with an Investigation Board made up of new members. The results of a reconvened hearing cannot be appealed. The results of a new hearing can be appealed, once, on the three applicable grounds for appeals. If the Title IX Coordinator determines that new evidence should be considered, he or she will return the grievance to the Investigation Board to reconsider only the new evidence. The reconsideration of the Investigation Board is not appealable. If the Title IX Coordinator determines that the sanctions imposed appear to be disproportionate to the severity of the violation, the Title IX Coordinator will refer the complaint to a board composed of three (3) President’s Executive Council members, which may then increase, decrease or otherwise modify the sanctions. This decision is final. The appeal procedure and determination will typically be completed within 20 business days. The procedures governing the hearing of appeals include the following: a.Sanctions imposed are implemented immediately unless the party determining the sanction stays their implementation in extraordinary circumstances, pending the outcome of the appeal. b.All parties should be informed in a timely manner of the status of requests for appeal, the status of the appeal consideration, and the results of the appeal decision. c.The appeal will be returned to the original hearing body unless bias has been determined.D.Office of Civil Rights Complaint Although complainants are encouraged to attempt to resolve complaints pertaining to discrimination by utilizing this Grievance Procedure, they have the right to file a Approved by Staff Senate: January 14, 2019 d.Appeals are not intended to be full re-hearings of the complaint, with the exception of substantiated cases of bias. In most cases, appeals are confined to a review of the written documentation or record of the original hearing, and pertinent documentation regarding the grounds for appeal. e.The Title IX Coordinator will render a written Letter of Determination to the affected parties. COMPLAINT AND GRIEVANCE PROCESS PROVISIONS A.Time Periods All effort will be made to make a determination in no more than 60 calendar days of filing a formal complaint/grievance. For purposes of calculating all time periods set forth in this Complaint and Grievance Policy, a business day is defined to mean normal operating hours, Monday through Friday, excluding recognized national and state holidays and UA-PTC closings. Timelines may be modified in cases where information is not clear, judged to be incomplete, relevant parties are not available for interview, and/or other related circumstances as may arise. In the event that this step is necessary, the Title IX Coordinator or his or her respective deputies will notify the complainant who filed the grievance in writing within the set timeline. B.No Retaliation Retaliation against any person who files a complaint of discrimination, participates in an investigation, or opposes a discriminatory employment or educational practice or policy is prohibited by UA-PTC policy and federal and state law. A person who believes retaliation has occurred should notify the Title IX Coordinator as soon as possible. C.False Reports UA-PTC will not tolerate intentional false reporting of incidents. It is a violation of the Codes of Conduct governing UA-PTC to make an intentionally false report of any policy violation, and it may also violate state criminal statutes and civil defamation laws. Approved by Staff Senate: January 14, 2019 complaint directly with the U.S. Department of Education, Office for Civil Rights (OCR) (Dallas regional office). Information regarding applicable timelines and procedures is available from OCR. E.Effective Date UA-PTC policies that were in force at the time of the alleged incident are the policies that will be used when determining if it is more likely than not that a policy violation occurred. The procedures in force at the time the complaint is made are the procedures that will be followed throughout the investigation, hearing and any appeals that are heard. UA-PTC reserves the right to make changes and amendments to this policy and procedure as needed, with appropriate notice to the community. Education and Counseling Support Because of the traumatic nature of sexual assault, victims are strongly encouraged to seek professional help. Students seeking professional help may obtain a listing of referrals at Counseling and Advising Services. Those who would like to receive more information about options for pressing charges for reporting an incident, for filing internal complaints or finding counseling and educational materials can contact one of the college offices: Campus Police, Personal Counseling Services and/or Human Resources. Additional information, including an online copy of these procedures, can be found online at https://www.uaptc.edu/sexual_misconduct_policy. Approved by Staff Senate: January 14, 2019 18.4 Example Offer Letter <DATE> <APPLICANTS NAME> <ADDRESS> <CITY, STATE, ZIP> Dear <Applicant>, I am pleased to offer you the position of <title>, in the department of <name of department> at University of Arkansas- Pulaski Technical College. In this position, you will report to <supervisor>. Additional information relating to this offer is outlined below. Further, a position description with specific information is attached. This description is not meant to be all-inclusive and is subject to change with or without notice. Title: XXX Extended Title: XXX Department: XXX Direct Monthly (or Hourly) Compensation: XXX First Date of Employment: XXX It is important to note that this offer is contingent upon the completion of a criminal background check as well as verification of the information you provided to us during the interview process. Please demonstrate your intention to accept this position by virtue of your signature below no later than <date>. By signing below you acknowledge that this letter does not constitute a contract for employment and that a contract is not being offered. Unless otherwise specified, all employment at Texas Tech University is employment at-will. Employment at-will may be terminated with or without cause and with or without notice at any time by the employee or Texas Tech. Please do not hesitate to contact me with any questions at <phone number>. Additionally, questions relating to eligibility and applicability of employment benefits may be directed to Human Resources at 501-812-. Sincerely, <Manager Name> <Title> 18.5 Example Personnel Changes Review Form New Position Increase in FTE/Hours Vacancy Promotion Transfer Other Adjustments in Compensation Senior Staff Name Request Date Division Department 1. Please describe the proposed personnel action and include the incumbent’s name, requested effective date, and resignation/retirement date if applicable. Please include a copy of the division/department’s current and proposed organizational charts, job description(s), and any other related documents. 2.Please provide an explanation of alternatives which have been considered, which may include: redesign of work, retraining/reassignment of duties to existing positions, student labor among other potential solutions. Please also provide current staffing levels as they relate to the proposal and any relevant data on staffing levels at other institutions. 3.How does this position support the college’s strategic planning priorities? 4.What is the estimated impact on the budget of this personnel action (annual and one-time expenses, including space and other non-salary expenses)? Is this an allocation or reallocation of previously budgeted dollars (either salary or below-line), funding from a restricted account, or a new unrestricted operating expense? Approved by Staff Senate: January 14, 2019 Approved by Staff Senate: January 14, 2019 5. How does the proposed personnel action contribute to departmental goals and what would the impact be if this position were not filled? 18.6 Other Examples Pre-Selection and Post-Selection Letters https://ap.washington.edu/ahr/policies/recruitment/making-an-offer/unsuccessful-applicant- letters/ https://hr.oregonstate.edu/search-excellence/communicating-applicants http://www2.umf.maine.edu/hr/hiring-handbooks/sample-letters-to-candidates/ Next >