Chapter 4. Affirmative Programs
Section 4.5. Filing a Complaint

4.5.1. Informal Complaint Process

The Affirmative Programs Office may need to gather more information about the case before making determinations, recommendations to the parties, or referring it to the appropriate persons in the administration.

The Affirmative Programs Office may determine whether to convene an ad hoc advisory group to advise the Affirmative Programs Office regarding the information gathering for the informal action. If such an advisory group is formed, as much as possible, the membership will be representatives of the parties involved. This advisory group does not take the judiciary role of a hearing panel.

Options will be explored for the most effective resolution at the most local level. The Affirmative Programs Office and the potential complainant may consult with others to help develop these strategic options. The focus is on resolution, education, and clarifying expectations for all involved.

Possible outcomes of the information gathering/informal investigation may include:

1. If the charges are substantiated, the Affirmative Programs Office, may mediate terms of settlement with the parties. Copies of the terms will be signed by the parties and the appropriate personnel will be notified. Copies of the agreement will be filed in the Affirmative Programs Office. Administrators will be involved only if necessary.



2. If the charges are determined not to be discrimination or discriminatory harassment, the Affirmative Programs Office will present the findings to the parties. The complaint will be dismissed. Appropriate personnel will be notified as needed. The situation may be referred to the other departments such as Human Resources, Counseling Services, or Student Affairs.

To file an informal complaint, do the following:

1. Contact the Affirmative Programs Office either verbally or in writing. Describe the situation and give details in the description. The Affirmative Programs Office can be contacted by calling 7-3310 or the office is found in Room 207 of the Administration and Student Services Building. Off-campus and after-hour meetings may also be arranged, if needed.



2. Keep the situation confidential.



3. Decide what options to pursue:



1. Resolve the situation alone



2. Resolve the situation with supervisors



3. Resolve the situation with the director of Affirmative Programs Office



4. Resolve the situation at most local level



5. Other


NOTE: The Affirmative Programs Office may gather more information and may use an ad hoc advisory group to review process.



4. Mediate an agreement between parties.


NOTE: If both parties agree to the mediated agreement, the complaint will be closed. If they do not agree the next step is to make an informal appeal to the appropriate vice president. The vice president will review and make a decision. If both parties agree with the vice president's decision, the complaint will be closed. If not, the complaint then goes to the formal complaint process.