Discrimination Grievance Procedures
The Ñý¼§Ö±²¥ is committed to fostering an inclusive and equitable campus environment free from discrimination, harassment, and retaliation. Our Discrimination Grievance Procedures outline how the University responds to reports of discrimination based on protected class status, including race, gender, disability, religion, age, veteran status, and other protected categories (excluding Title IX sexual harassment).
These procedures ensure a consistent, equitable process for everyone involved, focusing on fair treatment and the timely resolution of concerns.
When Do These Procedures Apply?
The Discrimination Grievance Procedures apply when:
- The reported conduct occurred within a University Program or Activity; or
- The conduct has a negative impact on someone’s ability to participate in a University Program or Activity, the University Community, or its objectives.
A University Program or Activity includes events, locations, or circumstances where the University has control, such as:
- On University property or in connection with University employment (including remote work);
- During University-sponsored programs (study abroad, internships, online courses, research, etc.);
- At events hosted by University-affiliated student groups or organizations.
Not every report will lead to a formal grievance process, but CRP will assess the situation and determine the appropriate next steps.
What to Expect from the Process
When you report Prohibited Conduct, the Ñý¼§Ö±²¥ will assess the situation with care and flexibility. Not all cases are the same, so the process may vary depending on the circumstances. However, consistency is a priority in similar cases.
Once your report is received, the Office of Conflict, Resolution & Policy (CRP) will conduct a preliminary review. This may include meeting with you, reviewing evidence, and consulting with other University offices if necessary.
Pathways After the Assessment
After the initial assessment, there are three main options for how the University may proceed:
- Referral or Case Closure: If the conduct reported doesn’t meet the definition of Prohibited Conduct under this policy but may violate another University policy, the CRP Office may refer the matter to the appropriate office for further review and resolution. Alternatively, if the case does not warrant further action, it may be closed.
- Non-Investigative Proceedings: In some cases, the CRP Office may decide that non-investigative steps are the best approach. These steps focus on stopping the conduct, preventing its escalation, and addressing its effects. This can include offering supportive measures, providing education, or arranging training.
- Investigative Proceedings: When an individual is accused of violating the policy and investigative steps are necessary, the CRP Office will initiate investigative proceedings. This includes an investigation to determine whether the individual accused violated the policy.
Support Throughout the Process
Dealing with a report of discrimination, harassment, or retaliation can be stressful and challenging. You don’t have to go through this process alone.
The CRP Office is here to offer clear, compassionate, and confidential support throughout each stage of the process. Our goal is to ensure that all individuals are treated with dignity, understand their rights and options, and have access to the resources they need for support.
CRP can assist by:
- Explaining the grievance procedures and what to expect
- Connecting you with appropriate supportive measures
- Referring you to both confidential and non-confidential resources on campus or in the community
- Providing timely updates and clear communication throughout the process, as appropriate
- Supporting your ability to continue your work or studies during and after the process
Frequently Asked Questions (FAQs)
General
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UM’s Discrimination Procedures are based on federal and state laws and are designed to align with the University’s broader policies and processes. They aim to ensure fairness, consistency, and compliance while also allowing for some flexibility so the University can respond thoughtfully to each situation. This flexibility helps UM take meaningful steps to stop harmful behavior, support those affected, and prevent it from happening again.
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After you make a report, the Office of Conflict, Resolution, & Policy (CRP) will review it and may start with a preliminary assessment. This could involve meeting with you, looking over any available information, and possibly consulting with other offices. From there, the CRP may either close the case, offer supportive measures, take administrative action, or begin a formal investigation—depending on the situation. The goal is to address the concerns promptly and fairly, while keeping you informed throughout the process.
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The CRP may close a case if the behavior reported doesn’t qualify as Prohibited Conduct under UM’s policy, or if there's not enough information to move forward—like when the identities of the people involved are unknown. A case may also be closed if the issue doesn’t involve the University directly, such as incidents that happen off-campus with no connection to UM programs or activities.
The CRP may take administrative action when it determines that a less formal approach is the best way to address the situation. This can include offering support to the person affected, providing education or training, or taking steps to prevent future issues. Administrative action is often used when the situation involves third parties, unknown individuals, or behavior that only becomes concerning when viewed as a pattern. The goal is to stop the behavior, prevent it from happening again, and address any impact it has had.
A formal investigation begins when a Formal Complaint is filed that includes enough detail to suggest that a policy violation may have occurred. This process involves gathering evidence, interviewing people involved, and determining whether the reported behavior violated UM’s policies.
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Your identity will be handled with care during the resolution process. UM takes privacy seriously and will keep your information as confidential as possible, sharing it only with people who need to know in order to respond to the report. However, it's important to understand that if a formal complaint is filed and the case moves forward, the person accused (the Respondent) has due process rights—which means they have the right to know who made the complaint and who provided evidence or testimony against them. While complete confidentiality can’t be guaranteed in these cases, the University still works hard to protect your privacy and personal information throughout the process and will only share what’s necessary to ensure a fair and respectful resolution.
Filing and Investigation
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A Formal Complaint is a written document submitted to the Office of Conflict, Resolution, & Policy (CRP) that officially requests the University to investigate alleged Prohibited Conduct by a specific person. It must include enough detail about what happened to suggest a possible policy violation. The CRP Office can help you understand whether filing a Formal Complaint is the right step and will guide you through the process. Once it’s filed, the University will notify the person being reported and begin the formal investigation process.
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Adaptive Resolution is a voluntary, informal process where the Respondent agree to work out a resolution with the help of a facilitator—this could include things like mediation or restorative conversations. It’s meant to resolve the situation without a formal investigation or hearing. Grievance Proceedings, on the other hand, are formal. They include an investigation, determination, and possibly sanctions if there’s a finding of responsibility. Both processes aim to resolve the issue, but one is collaborative, while the other is structured and formal.
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During an investigation, you can expect a fair, respectful, and thorough process. An investigator from the CRP Office will typically interview you, the other party involved, and any relevant witnesses. They'll also review any available evidence, like emails, messages, or documents. You can have an advisor with you during meetings, and you'll be kept informed about the steps in the process. The investigator will focus on gathering facts and will prepare a report summarizing the findings.
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After gathering all the facts, the CRP Office prepares a written report that includes the evidence, statements, and analysis. If the case goes to formal adjudication, a decision-maker will review the report and decide if the policy was violated, based on a preponderance of the evidence. If so, appropriate actions or sanctions will follow.
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You have the right to appeal a decision if you believe there was a procedural error, new evidence that wasn’t available earlier, or if there was a conflict of interest or bias by the people involved in handling the case. Appeals must be submitted in writing to the CRP Office within 10 days of receiving the decision. Once submitted, the other party will be notified and given a chance to respond. A designated Appellate Officer will review the appeal and issue a final decision, which will be shared with the Respondent.