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File code: ADM.LEGALPCD.POL
Approval Date: 04/28/97
Revision Date: 10/12/09
Approved By: President

Policy on Legal Procedures

These procedures have been established to ensure that appropriate legal and institutional support is available when needed and to provide assistance to the employee being served with legal documents.

Western Illinois University contracts legal services. If there is an issue that needs to be discussed with legal counsel, please first consult with your respective vice president. If it is agreed that you should meet or confer with WIU's contracted legal counsel, contact the Vice President for Administrative Services office, 298-1800, for an appointment or permission to directly contact legal counsel.

Employee Legal Matters*:

In the event that an employee receives notice of legal action affecting the University or a request for legal documents, the following should occur immediately.

  1. The employee informs the Vice President for Administrative Services via a telephone call. Copies of lawsuits or requests for documents (subpoenas or releases of information) are forwarded to the Office of the Vice President for Administrative Services for processing.
  2. Notice of lawsuit will be shared with the employee's appropriate vice president who will be responsible for notifying individuals within his/her chain of command.

Upon receipt of notification, the Vice President for Administrative Services will contact legal counsel. Depending upon the context of the suit or request, additional appropriate notifications will occur. Risk Management, in conjunction with the Office of Vice President for Administrative Services, will coordinate activities associated with appropriate legal entities and the employee(s) named in the lawsuit. Employees will be kept informed of the status of the suit or request.

*If the employee is represented by a collective bargaining unit, the employee also has the responsibility of notifying that group.

Any questions regarding these procedures should be directed to the Vice President for Administrative Services.