Reporting Concerns or Violations

Honor System

Procedure for each member of the W&M community to report (after confronting the student in question) lying, cheating, and plagiarism by a W&M student for investigation and adjudication.  Includes post-verdict review and appeal procedures. 

Honor System administered by six student Honor Councils, under the procedures available here.  Reporting mechanisms include online filings, described here.

Student Conduct Code

For employees or others to report possible student misconduct, i.e., violations of the Student Code of Conduct. Includes appeal rights.  Note that a special process exists for violations of the sexual misconduct policy. 

Student Conduct Procedures, Student Code of Conduct.  Reporting mechanisms include online filings, described here.

Discrimination Grievance/

Complaint Procedure

For all employees and students to report discrimination, including harassment and retaliation, committed by a W&M employee (other than a faculty member – see Faculty Discrimination Reporting and Investigation Procedure, below) or contractor. 

Complaints are handled by the W&M Office of Equal Opportunity, with information available here

Faculty Discrimination Reporting and Investigation Procedure

For reporting discrimination, including discriminatory harassment and retaliation, committed by any W&M faculty member.  Includes procedures for informal and formal investigation.  Note also includes appeal rights for a faculty member found to have violated university discrimination policy.

Procedure established in the Faculty Handbook

ADA/

Rehabilitation Act Appeal/

Grievance Procedure

For students to seek review of a determination by the Office of Disability Services regarding a disability accommodation request or make another complaint regarding disability discrimination. 

Information and procedures available here. 

Hazing Reporting

For reporting, including anonymous reporting, of possible acts of hazing. 

Reports handled by the Dean of Students, with information available here. 

Academic Suspension Appeals

For students placed on academic suspension to appeal the decision made.  Note suspensions for conduct or honor violations have separate appeals processes. 

Procedure described here.

Virginia Domicile Appeals (In-State Tuition)

For students to appeal domicile decisions made by the Office of the University Registrar.

Contact the Office of the University Registrar.

Athletics Financial Aid Hearing Policy and Procedure

For students to appeal reduction, cancellation, or non-renewal of athletic-related financial aid, in accordance with NCAA requirements

Policies and procedures available here.

Compliance Reporting Procedure

For anyone to report a compliance concern – a violation of law, regulation, or policy, including unethical conduct – arising out of conduct by a W&M employee, contractor, volunteer, or student.  A “catch-all” procedure designed to cover complaints for which no dedicated procedure is available. 

Complaints are handled by the W&M Office of Compliance and Policy, with information available here

FERPA Complaints (external complaint mechanism)

Students may file complaints with the U.S. Department of Education, which, through the Family Policy Compliance Office, enforces the Family Educational Rights and Privacy Act (FERPA), which ensures student access to their records and university obligations to protect the confidentiality of such records

Complaint right described here.

SCHEV (State Council) Procedure for Complaints Against University (external complaint mechanism)

Students may file complaints with the Virginia State Council for Higher Education relating to quality of education or other state or accreditation requirements.  The Council requires that students first exhaust “all available grievance procedures outlined by the institution.” 

SCHEV’s complaint process and policies can be found here.

Fraud Complaints (external complaint mechanism)

Students may report any case of suspected consumer fraud to the Office of Consumer Affairs at the Virginia Department of Agriculture and Consumer Services.

The Office of Consumer Affairs’ complaint form and procedures can be found here.

Accreditation Complaints

Processes for individuals to report “significant noncompliance with the [Southern Association of Colleges and Schools] Commission’s standards, policies, or procedures.”  The Commission establishes and enforces the accreditation standards applicable to W&M.  Likewise, complaints relating to accreditation of the graduate programs offered by W&M may be directed to their respective accrediting agencies.  For the list of W&M’s graduate programs and their accrediting agencies, see http://www.wm.edu/offices/iae/accreditation/index.php.

SACS’ complaint procedures are available here.

Parking Citation Appeals

Procedure for members of the campus community to appeal parking citations. 

Appeal procedure described here.

W&M Police Complaint

For students (and other individuals) to raise grievances regarding misconduct by W&M Police employees

W&M Police policy, information available here.

Residential (Dorm) Charges Appeals

Procedure for residents of W&M-provided student housing to dispute damage billings made including deductions from security (Room Damage) deposits. 

Information and forms available here. 

Grade Appeals

Procedures for students to appeal an award. 

Each school maintains its own appeal process:  Law School, School of Education, School of Business, College of Arts & Sciences, and VIMS

Other Academic Appeals or Requests for Exceptions

The various schools offer brief processes for students to appeal academic decisions and ask for exceptions and waivers.  Many of these are described in the course catalogs. 

State Fraud, Waste, and Abuse Hotline

Anonymous reporting of “significant instances of fraud, waste, and abuse…illegal or fraudulent conduct, waste of funds, abuse of state property or resources, gross mismanagement or gross neglect of duties…not for general complaints, suggestions, or personnel issues.” 

The hotline is managed by the Virginia Department of Accounts, with information available here

Accident & Incident Reporting & Workers’ Compensation Claims

For employees to report work-related accidents and incidents involving personal injury, illness, and significant property or environmental damage. Includes workers’ compensation claims, for benefits for injuries on the job.  Employees are asked to report events within 24 hours of occurrence.  

Workers’ Compensation Claims are administered by the Office of Human Resources, with information available here.  Other accident reporting coordinated by the W&M Environmental, Health and Safety Office, with information available here

Reporting Threats, Threatening Behavior, and Behavioral Concerns

For reporting threats or raising safety concerns regarding an individual’s behavior.

Information regarding whom to contact and behavioral concerns available here and here. 

Discrimination Grievance/Complaint Procedure

For all employees and students to report discrimination, including harassment and retaliation, committed by a W&M employee (other than a faculty member – see Faculty Discrimination Reporting and Investigation Procedure, below) or contractor. 

Complaints are handled by the W&M Office of Equal Opportunity, with information available here

State (Department of Employment Dispute Resolution) Grievance Procedure

For classified and operational employees to “bring workplace concerns to upper levels of management” in a process “more formal than mediation.”   

Employees should contact Employee Relations, in the Office of Human Resources, to initiate a grievance.  The grievance program is administered by the Virginia Department of Employment Dispute Resolution, with information available here

State (Department of Employment Dispute Resolution, or EDR) Retaliation Investigation

For classified and operational employees to ask EDR to investigate allegations of retaliation “as the result of the use of or participation in the [EDR] grievance procedure or for reporting, in good faith, an allegation of fraud, waste or abuse” using the State hotline. 

Information available from EDR, here.

State (Department of Employment Dispute Resolution) Mediation Program

Voluntary process for classified and operational employees to have concerns and conflicts mediated by a neutral third party.

Employees should contact Employee Relations, in the Office of Human Resources, to discuss mediation.  The mediation program is administered by the Virginia Department of Employment Dispute Resolution, with information available here

State (Department of Human Resources, Office of Equal Employment Services) Discrimination Complaint Procedure

For classified and operational employees, and applicants for such positions, to file complaints of discrimination, particularly violations of the Governor’s Executive Order No. 6. 

Employees may also file a complaint with W&M’s Office of Equal Opportunity.  Information regarding the State procedure is available here.

Compliance Reporting Procedure

For anyone to report a compliance concern – a violation of law, regulation, or policy, including unethical conduct – arising out of conduct by a W&M employee, contractor, volunteer, or student.  A “catch-all” procedure designed to cover complaints for which no dedicated procedure is available. 

Complaints are handled by the W&M Office of Compliance and Policy, with information available here

Grievance Resolution Policy for Professionals and Professional Faculty

For professionals and professional faculty employees to complain regarding an employment decision or action of application of W&M policy and seek internal management review and hearing.

Procedure available here

Appeal Procedure for Performance Evaluations of Professionals and Professional Faculty

For professionals and professional faculty to seek review of formal performance evaluations.

Performance Planning and Evaluation Policy for Professionals and Professional Faculty

Honor System

Procedure for each member of the W&M community to report (after confronting the student in question) lying, cheating, and plagiarism by a W&M student for investigation and adjudication.  Includes post-verdict review and appeal procedures. 

Honor System administered by six student Honor Councils, under the procedures available here.  Reporting mechanisms include online filings, described here.

Student Conduct Code

For employees or others to report possible student misconduct, i.e., violations of the Student Code of Conduct. Includes appeal rights.  Note that a special process exists for violations of the sexual misconduct policy. 

Student Conduct Procedures, Student Code of Conduct.  Reporting mechanisms include online filings, described here.

W&M Police Complaint

For employees (and other individuals) to raise grievances regarding misconduct by W&M Police employees

W&M Police policy, information available here.

Appeal/Grievance Procedure for Disability Accommodation Decisions

For employees to seek review of a determination by the Office of Equal Opportunity regarding a disability accommodation request. 

Employee Reasonable Accommodation Policy and Procedure

Faculty Academic Misconduct Reporting and Investigation Procedure 

For any member of the W&M community who suspects academic misconduct in scholarly activity or research by a W&M faculty member to report their concerns. Includes procedures for informal and formal investigation.  Major sanctions imposed for violations may be appealed. 

Procedure established in the Faculty Handbook

Faculty Incompetence, Neglect of Duty or Misconduct (other than academic misconduct or discrimination) Investigation Procedure

For inquiry and investigation of allegations of incompetence, neglect of duty, or misconduct by a faculty member.  Concerns can be raised by students or non-faculty employees.  Includes procedures for informal and formal investigation.  Major sanctions imposed for violations may be appealed. 

Procedure established in the Faculty Handbook

Faculty Discrimination Reporting and Investigation Procedure

For reporting discrimination, including discriminatory harassment and retaliation, committed by any W&M faculty member.  Includes procedures for informal and formal investigation.  Note also includes appeal rights for a faculty member found to have violated university discrimination policy.

Procedure established in the Faculty Handbook

Faculty Appeal of Major Sanctions

For a faculty member to appeal a major sanction imposed against him or her, on the grounds of inadequate consideration

Procedure established in the Faculty Handbook

Faculty Grievance Procedure

For a faculty member to seek redress regarding an action that has “an adverse effect on them directly and personally,” when there is no dedicated appeal or complaint mechanism provided by the Faculty Handbook.  Note that the procedure allows for appeal of grievance decisions. 

Procedure established in the Faculty Handbook

Faculty Tenure/Promotion/Renewal Decision Appeal Procedure

For faculty members to seek reconsideration of decisions not to award tenure, not to renew a contract, or not to promote, on grounds of violation of academic freedom, discrimination, or inadequate consideration.

Procedure established in the Faculty Handbook

Hazing Reporting

For reporting, including anonymous reporting, of possible acts of hazing. 

Reports handled by the Dean of Students, with information available here. 

Parking Citation Appeals

Procedure for members of the campus community to appeal parking citations. 

Appeal procedure described here.

University Ombuds

For employees other than faculty to seek assistance with workplace concerns.

Information, including discussion of confidential nature of services, available here.

State Fraud, Waste, and Abuse Hotline

Anonymous reporting of “significant instances of fraud, waste, and abuse…illegal or fraudulent conduct, waste of funds, abuse of state property or resources, gross mismanagement or gross neglect of duties…not for general complaints, suggestions, or personnel issues.” 

The hotline is managed by the Virginia Department of Accounts, with information available here

Accident & Incident Reporting & Workers’ Compensation Claims

For employees to report work-related accidents and incidents involving personal injury, illness, and significant property or environmental damage. Includes workers’ compensation claims, for benefits for injuries on the job.  Employees are asked to report events within 24 hours of occurrence.  

Workers’ Compensation Claims are administered by the Office of Human Resources, with information available here.  Other accident reporting coordinated by the W&M Environmental, Health and Safety Office, with information available here

Reporting Threats, Threatening Behavior, and Behavioral Concerns

For reporting threats or raising safety concerns regarding an individual’s behavior.

Information regarding whom to contact and behavioral concerns available here and here. 

Discrimination Grievance/Complaint Procedure

For all employees and students to report discrimination, including harassment and retaliation, committed by a W&M employee (other than a faculty member – see Faculty Discrimination Reporting and Investigation Procedure, below) or contractor. 

Complaints are handled by the W&M Office of Equal Opportunity, with information available here

State (Department of Employment Dispute Resolution) Grievance Procedure

For classified and operational employees to “bring workplace concerns to upper levels of management” in a process “more formal than mediation.”   

Employees should contact Employee Relations, in the Office of Human Resources, to initiate a grievance.  The grievance program is administered by the Virginia Department of Employment Dispute Resolution, with information available here

State (Department of Employment Dispute Resolution, or EDR) Retaliation Investigation

For classified and operational employees to ask EDR to investigate allegations of retaliation “as the result of the use of or participation in the [EDR] grievance procedure or for reporting, in good faith, an allegation of fraud, waste or abuse” using the State hotline. 

Information available from EDR, here.

State (Department of Employment Dispute Resolution) Mediation Program

Voluntary process for classified and operational employees to have concerns and conflicts mediated by a neutral third party.

Employees should contact Employee Relations, in the Office of Human Resources, to discuss mediation.  The mediation program is administered by the Virginia Department of Employment Dispute Resolution, with information available here

State (Department of Human Resources, Office of Equal Employment Services) Discrimination Complaint Procedure

For classified and operational employees, and applicants for such positions, to file complaints of discrimination, particularly violations of the Governor’s Executive Order No. 6. 

Employees may also file a complaint with W&M’s Office of Equal Opportunity.  Information regarding the State procedure is available here.

Compliance Reporting Procedure

For anyone to report a compliance concern – a violation of law, regulation, or policy, including unethical conduct – arising out of conduct by a W&M employee, contractor, volunteer, or student.  A “catch-all” procedure designed to cover complaints for which no dedicated procedure is available. 

Complaints are handled by the W&M Office of Compliance and Policy, with information available here

Grievance Resolution Policy for Professionals and Professional Faculty

For professionals and professional faculty employees to complain regarding an employment decision or action of application of W&M policy and seek internal management review and hearing.

Procedure available here

Appeal Procedure for Performance Evaluations of Professionals and Professional Faculty

For professionals and professional faculty to seek review of formal performance evaluations.

Performance Planning and Evaluation Policy for Professionals and Professional Faculty

Honor System

Procedure for each member of the W&M community to report (after confronting the student in question) lying, cheating, and plagiarism by a W&M student for investigation and adjudication.  Includes post-verdict review and appeal procedures. 

Honor System administered by six student Honor Councils, under the procedures available here.  Reporting mechanisms include online filings, described here.

Student Conduct Code

For employees or others to report possible student misconduct, i.e., violations of the Student Code of Conduct. Includes appeal rights.  Note that a special process exists for violations of the sexual misconduct policy. 

Student Conduct Procedures, Student Code of Conduct.  Reporting mechanisms include online filings, described here.

W&M Police Complaint

For employees (and other individuals) to raise grievances regarding misconduct by W&M Police employees

W&M Police policy, information available here.

Appeal/Grievance Procedure for Disability Accommodation Decisions

For employees to seek review of a determination by the Office of Equal Opportunity regarding a disability accommodation request. 

Employee Reasonable Accommodation Policy and Procedure

Faculty Academic Misconduct Reporting and Investigation Procedure 

For any member of the W&M community who suspects academic misconduct in scholarly activity or research by a W&M faculty member to report their concerns. Includes procedures for informal and formal investigation.  Major sanctions imposed for violations may be appealed. 

Procedure established in the Faculty Handbook

Faculty Incompetence, Neglect of Duty or Misconduct (other than academic misconduct or discrimination) Investigation Procedure

For inquiry and investigation of allegations of incompetence, neglect of duty, or misconduct by a faculty member.  Concerns can be raised by students or non-faculty employees.  Includes procedures for informal and formal investigation.  Major sanctions imposed for violations may be appealed. 

Procedure established in the Faculty Handbook

Faculty Discrimination Reporting and Investigation Procedure

For reporting discrimination, including discriminatory harassment and retaliation, committed by any W&M faculty member.  Includes procedures for informal and formal investigation.  Note also includes appeal rights for a faculty member found to have violated university discrimination policy.

Procedure established in the Faculty Handbook

Faculty Appeal of Major Sanctions

For a faculty member to appeal a major sanction imposed against him or her, on the grounds of inadequate consideration

Procedure established in the Faculty Handbook

Faculty Grievance Procedure

For a faculty member to seek redress regarding an action that has “an adverse effect on them directly and personally,” when there is no dedicated appeal or complaint mechanism provided by the Faculty Handbook.  Note that the procedure allows for appeal of grievance decisions. 

Procedure established in the Faculty Handbook

Faculty Tenure/Promotion/Renewal Decision Appeal Procedure

For faculty members to seek reconsideration of decisions not to award tenure, not to renew a contract, or not to promote, on grounds of violation of academic freedom, discrimination, or inadequate consideration.

Procedure established in the Faculty Handbook

Hazing Reporting

For reporting, including anonymous reporting, of possible acts of hazing. 

Reports handled by the Dean of Students, with information available here. 

Parking Citation Appeals

Procedure for members of the campus community to appeal parking citations. 

Appeal procedure described here.

University Ombuds

For employees other than faculty to seek assistance with workplace concerns.

Information, including discussion of confidential nature of services, available here.

Procedure/
Mechanism

Purpose

More Information

Compliance Reporting Procedure

For anyone to report a compliance concern – a violation of law, regulation, or policy, including unethical conduct – arising out of conduct by a W&M employee, contractor, volunteer, or student.  A “catch-all” procedure designed to cover complaints for which no dedicated procedure is available. 

Complaints are handled by the W&M Office of Compliance and Policy, with information available here

Hazing Reporting

For reporting, including anonymous reporting, of possible acts of hazing. 

Reports handled by the Dean of Students, with information available here. 

State (DHRM) Discrimination Complaint Procedure

For applicants for operational positions to file a complaint of discrimination.  Applicants may also file a complaint with W&M’s Office of Equal Opportunity

Complaints are processed by the State’s Office of Equal Employment Services, with information available here

Fraud Complaints

Individuals may report any case of suspected consumer fraud to the Office of Consumer Affairs at the Virginia Department of Agriculture and Consumer Services.

The Office of Consumer Affairs’ complaint form and procedures can be found here.