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The University of Virginia Office for Equal Opportunity and Civil Rights (“EOCR”) administers the University’s policies on Preventing and Addressing Discrimination and Harassment (“PADH Policy”) and Preventing and Addressing Retaliation (“PAR Policy”), available here: https://eocr.virginia.edu/policies.
This Complaint Form is designed to gather the necessary information for EOCR to determine whether your complaint states a potential violation of the PADH Policy and/or PAR Policy. Therefore, please answer each question as thoroughly and accurately as possible. If you need assistance completing the form, please contact EOCR at (434) 924-3200 or firstname.lastname@example.org and request to speak with the Compliance Director for EOCR.
We realize that this process may cause stress or anxiety. There are confidential resources available at the University. Please visit EOCR’s website for more information:https://eocr.virginia.edu/resources.
Please note that complaints of sexual assault, sexual exploitation, intimate partner violence, stalking, sexual harassment, and harassment based on gender, sexual orientation, gender identity, or gender expression are covered by a separate University policy, Policy on Sexual and Gender Based Harassment and Other Forms of Interpersonal Violence, and procedures. For more information, please contact the University’s Title IX Office at (434) 297-7988 or email@example.com, or visit: http://www.eocr.virginia.edu/title-ix.
Please select the protected characteristics/statuses that you believe are the basis for the discrimination and/or harassment.
For example, if you believe that you were treated less favorably than someone else because of race, you should check the box next to Race.
If you believe you were treated less favorably for several reasons, such as your age, disability, and religion, you should check all that apply.
Please check the Retaliation box if you believe you were treated adversely because you: complained about discrimination or harassment in violation of the PADH Policy or retaliation in violation of the PAR Policy; participated in a University process to resolve a discrimination, harassment, or retaliation complaint; or you filed a complaint or charge of discrimination.
An individual can meet the University’s definition of disability in one of three ways:
(1) individual has a disability, which is a physical or mental condition that substantially limits a major life activity;
(2) individual has a record or history of a disability; or
(3) individual is regarded as having a disability that is not transitory or minor.
Please describe the action(s) taken against you or the unwelcome conduct that you believe was discriminatory, harassing, or retaliatory.
For example, who else applied for the same job you did, who else violated the same policy, or who else had the same performance? Provide the protected characteristic of these individuals, if known, and if it relates to your claim of discrimination.
For example, if your complaint alleges race discrimination, provide the race of each individual; if it alleges sex discrimination, provide the sex of each individual; and so on.
Would you prefer informal resolution, negotiated resolution, or formal resolution (an investigation)? Please note that depending upon circumstances, EOCR may not be able to honor your preference.
Formal resolution is an investigation conducted by a trained EOCR investigator, whose role is to conduct a thorough, fair, and impartial investigation.
Investigation Overview: During the investigation, the parties will have an equal opportunity to be heard, to submit information and corroborating evidence, to identify witnesses who may have relevant information, and to submit questions that they believe should be directed by the Investigator to each other or to any witness. The Investigator will notify and seek to meet separately with the Complainant, the Respondent, and third-party witnesses, and will gather other relevant and available evidence and information, including electronic or other records of communications between the parties or witnesses (via voice-mail, text message, email and social media sites), photographs (including those stored on computers and smartphones), and medical records (subject to the consent of the applicable party). The investigation conducted by EOCR may further include, but is not limited to:
Timeframe for Investigation: The timeframe for completion of the investigation is sixty (60) calendar days from the date of notice to the parties of commencement of investigation. This timeframe may be extended for good cause which may exist if additional time is necessary, for example, to comply with a request by external law enforcement for temporary delay to gather evidence for a criminal investigation, to accommodate the availability of witnesses, to account for University breaks or vacations, to account for complexities of a case, including the number of witnesses and volume of information provided by the parties, or for other legitimate reasons. EOCR will notify the parties in writing of any extension of this timeframe.
Certain types of discriminatory and/or harassing conduct or retaliatory conduct or concerning behaviors that may not yet rise to the level of prohibited conduct may be more appropriately and efficiently resolved through a form of informal resolution outlined below. On the other hand, some reports of prohibited discriminatory, harassing and/or retaliatory conduct, particularly those implicating violence or particularly severe harassment, may not be appropriate for informal resolution and the University reserves the right to proceed with formal resolution at any time.
Pursuing resolution under the Informal Procedures does not preclude subsequent recourse to the Formal Procedures if the attempts at informal resolution fail to adequately resolve the reported concern. You are not required to follow the Informal Procedures before initiating Formal Procedures.
Informal Procedures may involve individual and/or community remedies that are designed to address a report of prohibited discriminatory, harassing and/or retaliatory conduct, such as:
Any combination of the options offered under the Informal Procedures may be utilized in any order. If resolution of the report of Prohibited Discriminatory and/or Harassing Conduct or Prohibited Retaliatory Conduct is reached through one of these Informal Procedures, the matter will be considered closed. If resolution is not reached, and EOCR determines that further action is necessary, or if a Respondent fails to comply with the terms of any agreed to resolution, the matter will be referred for investigation under the Formal Procedures.
Negotiated resolution is a process by which EOCR attempts to resolve complaints that allege potential conduct that may violate the PADH Policy and/or PAR Policy quickly and to the satisfaction of all parties without reaching formal findings, while protecting confidentiality to the extent possible.
By completing and submitting this form, I understand that I am initiating a complaint for which I request that the University of Virginia Office for Equal Opportunity and Civil Rights conduct resolution under the PADHR Complaint Procedures. I certify that the information I have provided is true and accurate to the best of my knowledge.
Once you have submitted this form, you will have an opportunity to upload any supporting documentation (e.g., copies or screenshots of documents, emails, photos, text messages, and/or other evidence related to this report) you may have.