University Office of Decorum and Investigation Officer  

Summary of Work Activities and Responsibilities:

Under the supervision of the Director for University Office of Decorum and Investigation, the UODI Officer provides logistical and administrative support for CODI and DAC cases. They coordinate with different schools/offices and individuals on employee discipline concerns.

Main Duties and Responsibilities

• Process Management for informal reports
  • Evaluates informal reports involving employee’s alleged inappropriate behavior and/or unsatisfactory performance and prescribes the intermediary approaches for care/counseling, mediations or conciliations, and dispute resolution, when appropriate
  • Coordinates with the appropriate office(s) that will be involved in the implementation of the intermediary approaches
  • Provides the complainants timely updates of steps taken to address the issue(s) reported
  • Documents the outcome of mediations or conciliations, and dispute resolution, and ensures that the agreed actions points are implemented by the concerned individuals and/or offices
  • Attends to consultation meetings in relation to the role of the supervisors in disciplining their subordinates
• Process Management for DAC/CODI cases
  • Conducts consultation meetings with supervisors to assist them in the conduct of DAC preliminary investigation
  • Conducts the prescribed administrative processes and protocols in handling DAC/CODI investigation
  • Serves as liaison and coordinates with the DAC/CODI hearing panel, and the different schools/offices/individuals as needed (e.g., UGDO, UGH)
  • Provides administrative and logistical support for DAC/CODI case handling and investigation
  • Summarizes testimonies and other matters discussed in the above-mentioned investigations
  • Drafts DAC/CODI-related communications and documents for the approval of the UODI Director
  • Evaluates the merits of the case and determines the applicable precedent cases to assist the DAC/CODI hearing panels in deciding the case
  • Prepares hearing panel guides and DAC/CODI hearing panel reports
  • Handles the serving of Notices to the parties, and informs them of the investigation procedure, and guides them through the process
• Policy Development
  • Ensures common understanding and the uniform implementation of the Employee Code of Discipline and Code and Rules through presentations
  • Assists in review, revision, and drafting of pertinent policies/guidelines for the proper implementation of the Employee Code of Discipline and Code and Rules
• UODI Administrative Support
  • Serves as a communications link responding to office-related inquiries.
  • Maintains, updates, and monitors DAC and CODI/SCODI-related documents
    1. Preliminary Investigation documents
    2. Hearing documents
    3. Disciplinary Action memo
    4. Post communications
  • Maintains, updates, and monitors CODI alerts (for possible CODI case) in coordination with the UGH and incident reports (for possible DAC case) in coordination with the concerned offices
  • Collects and analyzes data from CODI alerts/ incident reports and DAC/CODI investigations and make recommendations to improve University systems and policies, and employee decorum
  • Submits a monthly report of CODI alerts/incident reports received by the UODI
  • Manages the security and storage of information, evidence, and documents related to the investigation to facilitate retrieval and data protection
  • Attends meetings and prepares minutes of the meetings
• Performs other duties as may be required by the UODI Director

Knowledge, Skills and Abilities:

• Knowledge in gender and development and allied laws is an advantage
• Commendable interpersonal skills (ability to build rapport and work well with others)
• Above average oral and verbal communication skills
• Ability to safeguard confidential records
• Ability to document, take minutes and prepare summary of meetings
• Ability to facilitate discussion

Education and Experience Requirements:

• Graduate of any 4-year course with gender and development specialization preferred
• At least two years of relevant experience in handling administrative cases is an advantage