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Informal and Formal Grievance Processes Flow Chart

Summary of Steps for Resolving Complaints with Time Frames

(Pages in The Prevention and Resolution of Discrimination, Harassment, and Sexual Misconduct: Board of Trustees' Policy 55 (PAR) are referenced, as well as page and paragraph numbers referred to, e.g. 11-2)

I. Intake or Complaint Phase, pp. 9-10 of PAR

Informal Process: ASAP after the most recent incident of bullying, discrimination or harassment, but no longer than 180 days thereafter, a complaint is brought to the Ombudsperson, Dean of Chapel or other Responsible College Official (RCO) (9-1to 10-2); Complainant is informed of options for informal or formal resolution (10-3), and a written statement of the complaint is prepared (10-4).

Formal Process: ASAP after the most recent incident of bullying, discrimination or harassment, but no longer than 180 days thereafter, a complaint is brought to the Ombudsperson, Dean of Chapel or other Responsible College Official (RCO) (9-1to 10-2); Complainant is informed of options for informal or formal resolution (10-3), and a written statement of the complaint is prepared (10-4).

II. Administrative Response Phase, p. 10 of PAR

Informal Process: ASAP after the complaint has been received by an RCO, in the event that there is possible bullying, harassment, a threat of physical violence, or possible violation of criminal statutes, the College will promptly notify outside authorities and other college officials, as appropriate, and take action as needed to address immediate concerns. (10-6)

Formal Process: ASAP after the complaint has been received by an RCO, in the event that there is possible bullying, harassment, a threat of physical violence, or possible violation of criminal statutes, the College will promptly notify outside authorities and other college officials, as appropriate, and take action as needed to address immediate concerns. (10-6)

III. Informal Procedure, p. 11 of PAR

Informal Process: Normally, a resolution of concerns of bullying, harassment or discrimination will be resolved within 60 business days of receipt of the complaint. (11-1) Resolution may generally be achieved through one or both of two main approaches: a) direct communication with the respondent (11-2); or, b) a mediation facilitated by the Ombudsperson or Dean of the Chapel (11-3). Appropriate parties and College officials will be notified of outcomes and resolutions; the RSO handling the complaint will follow up within 3 months, or as appropriate, to review the success of the resolution (11-4 to 9).

IV. Formal Procedure p. 12 of PAR

Formal Process: ASAP after the Procedural Determination Phase, if the formal process is chosen, the appropriate grievance board will be notified that a complaint may be brought before them. (12-2 to 4)

V. Investigation and Assessment Phase p. 12 of PAR

Formal Process: Within 15 business days of receipt of a complaint, the Executive Director of Human Resources will conduct or direct an investigation into the facts of the complaint and will assess whether the information gathered supports the need for a grievance board hearing. (12-5)

VI. Hearing and Findings Phase pp. 12-114 of PAR

Formal Process: Normally, if a hearing is held, it will be completed within 30 business days of receipt of the complaint (12-6). The appropriate grievance board will determine if the facts of the case, in their estimation, support the need for a hearing (12-7). If so, they will determine whether a) bullying, harassment or discrimination did occur, or, b) whether bullying, harassment or discrimination did not occur (12-8 to 13-8), and will notify Provost, the parties, and appropriate RCOs of their findings (13-9 to14-4).

VII. Notice to Parties Phase p. 14 of PAR

Formal Process: Within 10 business days of completion of the Hearing and Findings Phase, the Provost will determine a resolution for the complaint and will notify the parties of her/his resolution, including any discipline or sanctions. (14-5)

VIII. Actions Phase p. 14 of PAR

Formal Process: Within 10 business days of the Notice Phase, the Provost will move forward with implementing the resolution, including implementing any discipline or sanctions (14-6).

IX. Appeal Phase pp. 14-15 of PAR

Formal Process: Within 10 business days of the Actions Phase, either party may present a written appeal to the President (14-7), who will, in a timely fashion, consider it if it meets one or more standards (14-8 to 15-2) for appeal (15-3 to 4). He may choose to modify or reverse findings and sanctions based upon his review of the appeal 15-5). The President will render a decision in writing to both parties within 10 business days of receipt of the appeal (15-6).