What to do when you have concerns or questions or want to file a report or complaint.
If you have concerns or questions about discrimination, there are several William & Mary offices that can help you by providing counseling, guidance, mediation and other informal assistance:
If you want to make a complaint or report a matter for investigation, there are several ways you can do that. Information about different procedures is provided below. The Office of Compliance and Policy can also help you understand reporting options. Students or individuals with complaints about students may also contact the Dean of Students Office.
William & Mary is dedicated to protecting anyone who makes a good-faith report or complaint of discrimination or harassment from retaliation. Information about retaliation, including an FAQ sheet provided to employees involved in discrimination investigations, is available on the compliance resources website.
The Discrimination Grievance/Complaint Procedure allows employees and students to report discrimination, including harassment and retaliation, committed by a W&M employee (other than a faculty member – see below) or contractor. The procedure also can be used to complain of a policy or practice that an employee or student believes to be discriminatory. This procedure is administered by the university’s Office of Compliance and Policy. Complaints made be made in person or by email to email@example.com
The Faculty Handbook procedure, found beginning on page 53 of the Faculty Handbook, is used for reporting and investigating discrimination committed by a faculty member.
The Student ADA/Rehabilitation Act Grievance and Appeal Procedure is for students to appeal disability request decisions made by the Office of Disability Services and also describes the process for making other disability-based discrimination complaints.
The Employee Reasonable Accommodation Policy and Procedure includes a process for employees to appeal disability accommodation decisions.
The Student Code of Conduct is for employees and students to make complaints of policy violations by students, including violations of the Student Sexual Misconduct Policy and other forms of discrimination. The Dean of Students Office provides a "Report an Issue or Concern" website.
Some specific complaint or appeal procedures, such as grade appeals processes, the procedure for appealing a denial of tenure, and the appeal procedure for Honor Code verdicts, include discrimination as one of the bases.
Commonwealth of Virginia Procedures for State Employees
The Commonwealth Department of Human Resource Management offers a mediation program – a voluntary process for faculty and staff employees to have concerns and conflicts mediated by a neutral third party. HR's Employee Relations Office can provide information about the program and arrange for mediation. Mediation is conducted by a neutral third party -- not a W&M employee -- and without significant cost.
There are two grievance/complaint procedures administered by the Commonwealth, available to classified and operational employees and applicants for such positions: The Office of Equal Employment Services of the Virginia Department of Human Resources Management investigates complaints of discrimination made by classified and operational employees and applicants for such positions. The Department of Human Resource Management handles grievance, which can include allegations that an adverse employment action was discriminatory. The university’s Office of Human Resources can provide information about these two state procedures.
Other External Processes
William & Mary encourages students and employees to use the internal procedures listed above, but individuals may also seek relief from federal agencies:
Current or former employees and applicants may file charges of discrimination with the U.S. Equal Employment Opportunity Commission (EEOC). The EEOC investigates employment discrimination based on race, color, religion, sex, national origin, age (40 or older) disability, or genetic information.
Students may file charges of discrimination with the Office of Civil Rights of the U.S. Department of Education, for discrimination on the basis of race, color, national origin, sex, disability and age in programs or activities of universities like William & Mary.
Office of Federal Contract Compliance Programs, in the U.S. Department of Labor, accepts complaints of discrimination against William & Mary in its role as a federal contractor. According to the OFCCP’s website, if a complaint “involves discrimination against only one person, the OFCCP will normally refer it to the” EEOC; the OFCCP focuses on group or patterns of discrimination.