Complaint Procedures

Informal and Formal Procedures

Both informal and formal procedures are available, and the Office of Equal Opportunity Programs (OEO) can help you to determine which course of action to take. You may choose either or both procedures to follow. You are NOT required to follow the informal procedures before filing a formal complaint.

I. Informal Procedures

Though not required, employees and students are encouraged to attempt initially to resolve complaints at the lowest level through the administrative structure of the employment unit or academic department.

Supervisors or administrators, including faculty, always should contact OEO before attempting to resolve any complaints.

1. If you feel comfortable dealing with the situation without the direct involvement of a third party, you can communicate directly with the person whose behavior is unwelcome.
2. It is appropriate to use face-to-face, individual communication only when you do not feel threatened, there is no risk of physical harm and you believe the other person will be receptive.
3. E-mail is the preferred method of communication. If you choose to communicate face-to-face, you also should send an e-mail, if possible. Keep copies of any written communication.
4. The communication should include:
   1. A factual description of the incident(s) including date, time, place, witnesses and a description of the specific unwelcome behavior.
   2. A description of any consequences you may have suffered due to the unwelcome behavior.
   3. A request that the unwelcome behavior cease.
5. If you do not feel comfortable with individual communication or you believe the communication was not successful, you should consider other informal or formal procedures, as outlined below.
   

1. If you would like to proceed informally, but with the assistance of someone else, you may ask one of the following individuals or offices to intervene:
   1. Your supervisor or the person’s supervisor
   2.  The Human Resources Office
   3. The Office of Equal Opportunity; or
   4.  University Ombudsperson.
      
2. NOTE: If the alleged behavior is severe or there is threat of imminent harm, these offices or individuals may have to take further action.

II. Informal Procedures

You may initiate formal complaint procedures by filing a complaint with OEO whether or not you have attempted resolution through informal procedures. Please refer to Policy 1324 for full details.