This section provides information, resources, and tools for Persons in Authority, University Offices, and other individuals when assisting in informally resolving a complaint. Please see the one-page Reference Guide for Handling Concerns.
If you require support and/or additional resources at any point through the process, please contact an Intake Office.
When a Concern is Raised
If an individual approaches you with a concern, follow these steps:
Provide the person a copy of the Consultation with Person in Authority form. Be sure to mention:
Your Confidentiality and Reporting Requirements:
- That you must consult with an Intake Office.
- You must not identify the people involved, unless you receive consent from the person with the concern.
Does the concern fall under the Policy, based on:
- The understanding of the person with the concern. The person may say that they have been harassed, bullied, and/or discriminated against.
- Your professional judgment. Know and understand the definitions of discrimination, harassment, sexual harassment and/or gender-based harassment, and poison environment; pay attention to words such as hostile, toxic, bullying, belittling, demeaning, humiliating.
- Related Policies/Codes. Violence, threats of violence, sexual assault, and other Criminal Code matters do not fall under the this Policy.
Ask the person with the concern what they want to do. They can choose to:
- Ask for your help to resolve the concern (Informal Resolution);
- Leave the matter for now, knowing they can ask you or an Intake Office to help take action later;
- Start a Formal Complaint with an Intake Office; or
- Do nothing else if all they wanted was to tell someone about the concern, but remind them that there are times when you may have to take action, depending on the nature of the concern.
After the person has left, consult with one of the Intake Offices.
When an Informal Complaint is Raised
If an individual asks for your help to resolve the concern, and initiates an Informal Complaint, follow these steps:
If the Person with the Concern decides to start an Informal Resolution Process with you:
- Ask them if you can help fill out an Informal Resolution with Person In Authority form;
- Explain that the "concern" is now a "complaint" and they are now a Complainant;
- After they've left, consult with one of the Intake Offices;
- Assist with resolving the complaint in consultation with an Intake Office;
- Report to an Intake Office when the complaint is resolved or if the complaint is withdrawn;
- If not resolved at the end of 30 business days, talk to an Intake Office about how to tell the complainant about the Formal Complaint Process. At this point they have 5 business days to file a Formal Complaint or to drop the matter;
- Keep your meeting notes, and any related documents for 7 years in a confidential and secure location.