Complaints and Reporting Policy for UCLA

Overview

Processes for recording, documenting, and responding to complaints is an essential part of making a diverse institution more equitable and inclusive.  We have investigated the processes for reporting complaints related to microaggressions, harassment and overt racism and how these are documented and addressed.  We have also investigated resources available to people of color who have made complaints.

Proposals for change

• Add links to resources to the EPSS website, including a link to reporting forms.  For example, these could be added to the resources pages on the DEI committee website.
• Add information to existing feedback form on the EPSS website.  Information to be added includes the names of the people (and/or their departmental roles) that read the messages, possible departmental responses to messages, and possible alternative avenues for reporting.  A link to reporting forms could be added here.
• Include information about reporting in the new graduate student orientation.  In recent years, the new graduate student orientation has included a presentation from the chair of the DEI committee, and information about reporting could be included in that part of the program. 

Review of Current policies

This is what was found by the UCLA EPSS pod at the University of California Los Angeles on policies for handling complaints, the reporting process, resources, and possible outcomes. All information was public.

• The link(s) to the reporting policy at UCLA is here: 
  • https://equity.ucla.edu/programs-resources/policy/ – UC Organization and UCLA University Policies
  • Our department follows University policies on this matter. EPSS Diversity committee has a website with information on available resources and anonymous feedback.
    •  https://ccle.ucla.edu/course/view/epss-diversity
    •  https://epss.ucla.edu/feedback/
  • Rates of reporting are made publicly available (e.g. # of reports each year).
    • There are yearly reports for Title IX office
      (e.g., https://sexualharassment.ucla.edu/reporting-statistics, https://equity.ucla.edu/public_accountability/ )

• Mechanisms are available for reporting complaints, bias, microaggressions, harassment, and overt racism here:
  • Procedures for Handling Allegations of Discrimination, Harassment, or Retaliation (PHADHR)
  • Who are the designated individuals/positions for reporting incidents?

• Can reports be made online? Where?  https://equity.ucla.edu/report-an-incident/ (UCLA EDI reporting) Anonymously? Yes

https://ucsystems.ethicspointvp.com/custom/ucs_ccc/default.asp (UC system reporting) Anonymously? Yes

• Who do in-person and online reports go to? The Title IX Office or DPO (Discrimination Prevention Office) receives a report of prohibited conduct. Reports arrive as brief anonymous phone calls, emails, and in-person conversations. The flowchart below describes the general process. After receiving a report, the Title IX Office will make an initial assessment, including a limited inquiry when appropriate, to determine how to proceed. Title IX responses may include: Administrative Closure, Alternative Resolution, Formal Investigation, or Other Inquiry.
•  Who has access to see reports? Not publicly listed/unknown

• Source: https://ucla.app.box.com/v/public-accountability-report-6

• Are police included in the process? When and how? Are individuals accompanied by an advocate or someone from the organization? Not publicly listed/unknown

• What are the outcomes or consequences for reported individuals?
  • Upon settlement, some statements are available regarding resolutions (e.g., https://equity.ucla.edu/public_accountability/investigation-reports-and-summaries/ )
  • Who decides the outcomes/consequences? What is the process?

• https://sexualharassment.ucla.edu/reporting/what-to-expect
• Explained in PHADHR. IX. Overview of Resolution Processes: the reports   of  Prohibited   Conduct   may   be   addressed   through   “Alternative Resolution,” “Formal Investigation,” or a separate employee or other grievance or complaint process. 
• Are repeated complaints escalated to a disciplinary board? What is the process? Not publicly listed/unknown

• Resources available for individuals reporting.
  • CARE https://careprogram.ucla.edu/ 
  • CAPS https://www.counseling.ucla.edu/ 
  • Ombuds http://www.ombuds.ucla.edu/ 
  • Santa Monica rape treatment center https://www.uclahealth.org/rtc/ 
  • Student legal services https://www.studentlegal.ucla.edu/ 
  • Staff and faculty counseling center (SFCC) https://www.chr.ucla.edu/employee-counseling 
  • Automatic or requested investigation of potential impact on grades or evaluations. Not publicly listed/unknown
  • Protection against retaliation or repercussions, accomodations for continuing work/courses, option for pass/fail or outside assessment. Not publicly listed/unknown

• Resources available to groups raising issues or proposing changes.
  • Petitions of # signatures trigger a town hall, meeting with organizational leadership, or policy change. What is the follow-up process for town halls and meetings?
  • Working groups or committees with power to change or propose changes to policy.
  • Cultural surveys, regular or only after wide-spread reports or high-profile incidents.
  • Leadership proactively asks students and/or staff for input on how to improve.
  • http://www.adminpolicies.ucla.edu/Home/PolicyProcess