DISCRIMINATORY HARASSMENT COMPLAINT RESOLUTION PROCEDURES
Discriminatory harassment can take many forms, and determining whether an action constitutes discriminatory harassment requires examining all of the circumstances. Each situation must be promptly reviewed and appropriate action taken. You may contact the following individuals or agencies at any time if you cannot or do not wish confront the harasser, or your efforts did not stop the conduct:
Dr. Michael Mardis
Title IX/ADA Coordinator
Dean of Students
2100 S. Floyd Street
Student Activities Center
Louisville, KY 40208
Mary Elizabeth Miles
Deputy Title IX Coordinator
(Complaints Against Employees)
Director of Employee Relations and Compliance
1980 Arthur Street
Louisville, KY 40208-2770
Email: Mary Elizabeth Miles
Deputy Title IX Coordinator
(Complaints Against Non-University Community Members)
University of Louisville Police
Floyd Street Parking Garage, Suite 100
Louisville, KY 40292
Phone: 502-852-4329 or 852-6111
Dr. Angela Taylor
Deputy Title IX Coordinator (Complaints Against Students)
2100 S. Floyd Street
Student Activities Center - W301
Louisville, KY 40208
• Vice Presidents, Deans, Department Chairs, Directors and Coaches
• Assistant or Associate Vice Presidents, and Provosts
• Any employee in a supervisory or management role
• All Faculty
• University of Louisville Police Officers and any contracted security personnel
Some forms of harassment and discrimination may violate federal and state laws, and a Complainant or Respondent may choose to contact the following agencies regarding their complaint:
Philadelphia Office for Civil Rights
U.S. Department of Education
The Wanamaker Building
100 Penn Square East, Suite 515
Philadelphia, PA 19107-3323
Kentucky Commission on
332 W. Broadway
Federal Equal Employment
600 Dr. Martin Luther King, Jr. Place, Suite 268
Louisville, Kentucky 40202
EXAMPLES OF BEHAVIOR
The following are examples of behavior that may constitute discriminatory harassment when they are part of a pattern of conduct that is so severe, pervasive, and objectively offensive so as to deny or limit a person's ability to participate in or benefit from the university's programs, services, opportunities, or activities:
· Frequent taunting on the basis of an individual's association with people of a particular national origin or race;
· The oral use of offensive epithets, slurs, or comments aimed at a particular person or group, or the use of offensive gestures, pictures, body parts, drawings, and other items based on age, color, disability, gender (whether or not sexual in nature), national or ethnic origin, race, religion, sexual orientation, or veteran status;
· Teasing or mocking a person with a disability whether mental or physical;
· Ridiculing a person's religious beliefs;
· Persisting in requests for dates after being told they are unwelcome;
· Evaluating an employee or student more critically than performance warrants because the employee or student objected to a sexual advance (refer to consensual relations policy);
· Sending unwelcome mail, voicemail or e-mail containing derogatory jokes or comments;
· Displaying or sending mail, email, web sites or voice mail that are pornographic in nature;
· Touching that goes beyond acceptable workplace or classroom interaction, meaning that a reasonable person would find it objectionable;
· Repeated references to sex in the classroom or class assignments when there is no relationship between the reference and the content of the course.
INFORMAL COMPLAINT PROCESS
The university maintains a fair and responsive method for reporting and addressing complaints of discriminatory harassment. Prompt reporting and your assistance is critical to allow rapid response by the university and resolution of the objectionable behavior. Employees and students are encouraged, where appropriate, to attempt initially to resolve complaints through the administrative structure of the employment unit or academic department. The Employee Relations and Compliance Office is available to provide assistance to the employment unit or academic department in order to resolve the complaint.
If you believe you are experiencing treatment that violates this policy, you may take the following steps:
If possible, clearly tell the harasser to stop. Record what happened, the action you took, and the date of the incident.
You may also contact the Employee Relations and Compliance Office (502) 852-6688 or (502) 852-6538 at any time whether or not you have taken the above steps. The Employee Relations and Compliance Office is the university office responsible for receiving and addressing discriminatory harassment complaint. You may seek informal help or information from the Employee Relations and Compliance Office, or you may file a formal complaint. Information on the complaint process is provided below.
If you cannot or do not wish to confront the harasser, or your efforts did not stop the conduct, you may contact your supervisor, the department chair, a faculty or academic advisor, the Division of Student Affairs, the Women's Center, or the Office of the University Provost for help.
Negotiated resolution is a process by which the Employee Relations and Compliance Office attempts to resolve complaints quickly and to the satisfaction of all parties without reaching formal findings, while protecting confidentiality to the extent possible. At any time during the negotiated resolution process, either party may elect to terminate the process and the Employee Relations and Compliance Office will then investigate the complaint. The Employee Relations and Compliance Office reserves the right not to proceed with an investigation if it determines that during the negotiated resolution process a complainant was offered and refused all of the relief to which he or she would be entitled.
Generally, the Employee Relations and Compliance Office will not involve any person other than the complainant and respondent in the negotiated resolution process, except, as it may be necessary to consult with appropriate university officials regarding university policies and procedures. Both parties will be asked to respect the confidentiality of the process. Negotiated resolution should be completed no later than thirty (30) days after the respondent has agreed to this process.
If the complaint is successfully resolved, each party will sign a "Negotiated Resolution Form," prepared by the Employee Relations and Compliance Office, which describes fully the agreed-upon terms. A copy of the complaint and the completed Negotiated Resolution Form will be available to the complainant and respondent upon request.
FORMAL COMPLAINT PROCESS
University of Louisville employees, students, applicants for admission or employment or other participants in the university's programs or activities who believes he or she has been unlawfully discriminated against on the basis of age, color, disability, gender (whether or not sexual in nature) national or ethnic origin, race, religion, sexual orientation, or veteran status may file a formal complaint with the Employee Relations and Compliance office in accordance with the procedures described below.
Complaints should be directed to:
Employee Relations and Compliance Office
Human Resources Department
1980 Arthur Street, Suite 100
Louisville, KY 40208-2770
fax (502) 852-5665
Complaints must be in writing and be filed with the Employee Relations and Compliance Office within 180 days of the most recent alleged discriminatory act. At the discretion of the Vice President for Human Resources & University EEO Officer, in certain circumstances complaints filed outside of this time limit or that are not in writing may be investigated informally. All time limits contained in these procedures may be extended for good cause. In addition to or instead of filing with the Employee Relations and Compliance Office, the complainant may file a formal charge of discrimination with a state or federal agency authorized by law to receive such claims.
The complaint should include the complainant's name and signature, a description of the alleged incident or incidents, identity of the person or persons purportedly responsible, and an indication of the date or approximate date on which the act or acts occurred.
Upon receipt of a written complaint an investigation will be initiated. We are committed to performing adequate, reliable, and impartial investigation, including the opportunity to present witnesses and other evidence. The Employee Relations and Compliance Office shall maintain all files and records relating to all complaints.
If the Employee Relations and Compliance Office determines that the allegations of the complaint, if true, do not violate federal or state law or university policies, the Employee Relations and Compliance Office shall notify the complainant in writing normally within five (5) working days of the filing of the complaint. That notice shall explain why the complaint does not violate federal/state law or university policy and may inform the complainant of other possible avenues to seek redress, such as the Staff, Faculty or Student Grievance Procedures, if appropriate.
Either at the time of filing the written complaint or normally no later than ten (10) working days thereafter, the Employee Relations and Compliance Office will meet with the complainant individually to determine the factual allegations on which the complaint is based and to discuss the complaint procedures. If the Employee Relations and Compliance Office determines that the complaint is suitable for negotiated resolution, that option will be discussed and offered to the complainant, who will be given five (5) working days to decide. The respondent must also agree to mediate resolution. If the Employee Relations and Compliance Office deems the complaint is unsuitable for negotiated resolution, or if either party declines to participate in or to make a decision regarding negotiated resolution, the Employee Relations and Compliance Office will conduct an investigation.
Within ten (10) working days of the complainant's decision on how to proceed, or of the interview with the complainant if negotiated resolution was not deemed a suitable option, the Employee Relations and Compliance Office will notify the respondent that he or she has been named in a complaint and the nature of the charges. That notification will also discuss the complaint procedures, and if appropriate, offer the negotiated resolution option to the respondent, who will have five (5) working days after notification to accept or decline.
The Employee Relations and Compliance Office reserves the right to refer student complaints to other university offices that may exist to investigate and/or adjudicate such complaints.
If the Employee Relations and Compliance Office determines that negotiated resolution is not appropriate, or if it is not agreed to by both parties, or it is unsuccessful, an investigation will be conducted in accordance with the following procedures:
The investigation will be conducted by the Employee Relations and Compliance Office and may include, but not be limited to:
· Interviews with both the complainant and respondent;
Individual meetings with witnesses or material persons who may have relevant information;
· Reviewing relevant files and records such as personnel files, departmental and/or unit files, and others;
· Comparing the treatment of complainant to that of others similarly situated in the department or unit; and
· Reviewing applicable policies and practices as outlined in the Staff Handbook, Redbook, or Student Handbook
The investigative process is an internal university process and therefore is not open to persons, including counsel from outside the university. The complainant and respondent are free however, to meet with internal and/or external advisors, including counsel from outside the university community, throughout the process. These advisors may not address or question the Employee Relations and Compliance Office or any investigator, the complainant, respondent and/or any witness regarding the allegation(s)
The investigation shall normally be concluded within sixty (60) working days of its inception, and the Employee Relations and Compliance Office shall issue a written report. The report will document the scope of the investigation and result in a factual determination as to whether the evidence supports the allegation(s) of the complaint. These confidential findings will be submitted to the appropriate administrator(s) to render any disciplinary action (as appropriate) that is deemed necessary. In cases that involve faculty members a copy of these findings will be submitted to the university Provost. The complainant as well as the respondent will receive a copy of the findings.
If the Employee Relations and Compliance Office concludes that the complainant's allegations are substantiated, the report will recommend that a directive be issued to stop the discriminatory practice. If it is ongoing, recommend disciplinary or other corrective action against the respondent and others; and, if appropriate, recommend provisions for the complainant, such as reinstatement, hiring, reassignment, promotion, training, back pay, or other compensation or benefits.
If the Employee Relations and Compliance Office concludes that the complainant's allegations are not substantiated, the report may suggest other avenues, both internal and external, for the complainant should he or she wish to pursue the matter and, if appropriate, recommend reasonable steps to restore the reputation of the respondent.
The Vice President/Dean to whom the report is sent may take appropriate action, as deemed necessary. The Vice President's/Dean's decision on the action, and the reasons therefore will be communicated in writing to the complainant, respondent, and the Employee Relations and Compliance Office within ten (10) working days after the Vice President/Dean receives the report from the Employee Relations and Compliance Office, unless the Vice President/Dean requires additional time for further investigation or other good cause. The Vice President/Dean may provide the report to other university officials, as he or she deems appropriate. The Vice President's/Dean's decision is final under these procedures unless another appeal is provided by university policy.
The Employee Relations and Compliance Office will:
1. Respond to every complaint of discriminatory harassment;
2. Act impartially whether an investigation is conducted or not, act impartially considering the interests of all parties;
3. Information regarding an allegation of discriminatory harassment and the parties involved is kept as confidential as possible and shared only with those who have a legitimate reason to know;
4. In the case of formal complaints that are not resolved through mediation, issue a report to the respondent, the complainant, and the relevant Vice President/Dean containing findings and conclusions, and recommending appropriate action depending upon the circumstances. If a faculty member is the respondent, a copy will also be issued to the University Provost.