Information on Campus Resources and Reporting Procedures

Appendix B, Discrimination, Harassment and Retaliation Policy

William & Mary prohibits discrimination, including discriminatory harassment and discriminatory retaliation.  

Resources (W&M offices that provide discrimination-related services)

Retaliation (protections for people reporting discrimination or participating in an investigation as a witness)

Making a Complaint or Report

Confidential Resources 

Initial Processing of Reports

Confidentiality and Anonymity (how requests for either are considered, when a non-confidential resource becomes aware of a report, complaint, or incident)

For information focused on sexual assault and sexual harassment, visit W&M's Title IX website or W&M's Sexual Violence website.

Resources

If you have concerns or questions about discrimination, there are several William & Mary offices that can help you by providing information, counseling, guidance, mediation and other informal assistance. Resources relating to sexual violence and other forms of sexual misconduct are collected on W&M's sexual violence website.  

Confidential resources -- people whom you may speak to without having a report made to someone else -- are described below.  

The Office of Compliance & Equity

  • Receives complaints and reports of discrimination, harassment, and retaliation and conducts investigations.
  • Provides information about reporting options. 
  • Provides web-based resources including guidance on discrimination and disability accommodation. 
  • Serves as Title IX Coordinator, Age Discrimination Act Coordinator, ADA/Rehabilitation Act Coordinator
  • Creates and promotes discrimination-related policies and procedures.  
  • Coordinates certain training and education activities.  


Dean of Students 

  • Provides and coordinates many resources for students who have experienced sexual assault or other forms of sexual misconduct. 
  • Investigates and coordinates adjucation of allegations of sexual misconduct affecting students. 
  • Handles requests for disability accommodations by students.
  • Promotes student-focused discrimination policies.
  • Receives and handles complaints and reports of discrimination, harassment, and retaliation impacting students.


Human Resources

  • Arranges for state-sponsored, unbiased mediation of employment-related disputes.
  • Helps employees file grievances. 
  • Works with Diversity & Equal Opportunity and Compliance & Equity to implement W&M’s Affirmative Action Programs.


Diversity & Equal Opportunity

  • Handles requests for disability or religious beliefs or practices accommodations by employees and applicants for employment.
  • Oversees Affirmative Action and Diversity Plans.
  • Trains search committees and otherwise helps ensure non-discrimination and affirmative action in recruitment and hiring.

Counseling Center provides confidential counseling to students.      

Student Health Center provides confidential medical services to students who have been sexually assaulted. 

William & Mary Police

  • Handles reports of sexual assault and other crimes and conducts criminal investigations. 
  • Receives anonymous reports of sexual assault. 

University Counsel provides privileged legal advice and representation to employees. 

University Ombuds provides confidential support to employees with workplace concerns. 

Online information about external resources, such as federal and state agencies, is provided by the Office of Compliance & Equity.

Protection from Retaliation

Any student or employee who makes a complaint or report or uses one of the William & Mary discrimination resources is protected from retaliation.  Information about retaliation, including an FAQ sheet provided to employees involved in discrimination investigations, is available on the compliance resources website.  

Making a Complaint or Report

If you want to make a complaint or report a matter for investigation, or if you are required to report by university policy, there are several ways you can do that.  Information about different procedures is provided below.  The Office of Compliance & Equity can help you understand reporting options, and provides information about external reporting options, such as the Equal Employment Opportunity Commission (EEOC).  Students or individuals with complaints about students should contact the Dean of Students Office.  

Discussing your concern with the person directly involved or a supervisor may be the best first approach. Serious instances of discrimination or harassment (including sexual violence) should be brought to administrative attention, so that the university can handle it appropriately.  Minor concerns sometimes can be effectively resolved by a discussion with (a) your supervisor, (b) the person with whom you have the concern, or (c) the supervisor of the person with whom you have the concern.  In some cases, however, even minor concerns cannot be resolved in this way, and a third party needs to get involved. 

If you are a supervisor and someone comes to you with a complaint or report of discrimination, harassment, or retaliation, you need to bring the matter to the attention of the Compliance & Equity Office or Human Resources.   Do not attempt to resolve the matter on your own, without support and advice.  The "Memo to Managers" [pdf] about retaliation is a useful resource.

If you are a classified employee, you may file an internal report or you may use one of the State’s processes for resolving complaints/grievances.  The Virginia Department of Human Resource Management (DHRM) has two options for employees who think they have been discriminated against: the State’s Employment Dispute Resolution grievance process and the EEOC's complaint process.  DHRM or Employee Relations in W&M’s Office of Human Resources can provide more information.

Office of Human Resources
Bell Hall
(757) 221-3169
[[hroffice]]

If you are ready to file an internal complaint or report, contact (a) the Dean of Students Office, if you are a student or if the complaint is about a student, or (b) Compliance & Equity. For more information about ALL reporting options for Title IX (sexual misconduct and harassment) violations, visit the Title IX reporting website.

Reports may be made by phone, email, regular mail, or in person:

Dean of Students Office
Campus Center, Room 109
(757) 221-2510
Visit the Dean of Students information page for reporting an issue or concern.  

Office of Compliance & Equity
James Blair Hall, First Floor, Suite 110 (secure dropbox available for anonymous reporting)
(757) 221-3146
[[reportconcern]]

Confidential Resources

Special note regarding confidential resources for sexual assault or sexual harassment:   If you are a student and you tell your professor or a supervisor (or another W&M employee) that you have been sexually assaulted or harassed, that person will need to tell someone else about it.   This is because W&M wants to help students and because the university is responsible for responding to situations that come to its attention.  If you want a place where you can go without having any report made, there are some completely confidential places at W&M -- please visit W&M's sexual violence website

These are people and offices that can provide confidential assistance or services for students or staff:

  • Confidential resources for students:  
    • Elizabeth Cacone, Director of the Haven, is a confidential resource.  
    • Lesley Henderson, Assistant Dean of Students, can act as a confidential resource for students.  (757) 221-2509, located in the Campus Center. [[ljhenderson]]
    • The Student Health Center provides confidential medical services for students, including emergency contraception and screening for STDs.  (757) 221-2998.
    • The Counseling Center offers free, confidential counseling for W&M students. (757) 221-3620. The Counseling Center will also help find referrals for therapists and psychiatrists in the Williamsburg area. Students who need assistance with this may call Christine Ferguson, M.Ed., LPC at (757) 221-3620.  Students and employees may also use the Online Community Database to locate a mental health provider.
    • The A&S Graduate Ombuds, for graduate students in Arts & Sciences.  Dr. Peter Vishton, (757) 221-3879, Room 109 Integrated Science Center.  
    • The International Travel & Security Manager, for international students or students participating in international programs such as study abroad.  Nick Vasquez, [[snvasquez]] or (757) 221-1146.  Nick is located in Reves Center 222.  Please note that Virginia law requires the International Travel & Security Manager to report information about certain incidents of sexual violence and about child abuse.  
  • Confidential resources for faculty and/or staff:
    • The University Ombuds, Tatia Granger, provides confidential support for faculty and staff.  [[ombuds]] or (757) 221-1941.  The Ombuds is located in Room 202 Hornsby House (336 Jamestown Road).  
    • Employee Assistance Program.  All health plans offered to state employees and their dependants have employee assistance programs (EAPs).  Included are up to four sessions at no charge for such services as mental health, alcohol or drug abuse assessment, child or elder care, grief counseling and legal or financial service.  Information for each program is provided below.  Employees may also contact Human Resources at (757) 221-3169 for more information or assistance.

      For employees participating in COVA Care and COVA HDHP Plans
      Anthem BlueCross BlueShield provides the behavioral health and Employee Assistance Program (EAP) benefits under COVA Care and COVA High Deductible Health Plan (HDHP).  Participants can locate a behavioral health network provider at www.anthem.com, and click on Find a Doctor.  Members and their dependants can receive up to four counseling sessions at no cost.  You are encouraged to have all behavioral health services pre-authorized by calling Anthem at 1-855-223-9277, or within 48 hours of an emergency admission.  Anthem Behavioral Health case managers certify the appropriate levels of mental health and substance abuse care based on the diagnosis and medical necessity criteria.
      For employees participating in COVA HealthAware
      Aetna provides the behavioral health and EAP benefits under COVA HealthAware.  The plan gives participants access to support and treatment for behavioral conditions, covered at the same level as your medical benefits.  You can locate a behavioral health provider at www.covahealthaware.com, and click on DocFind. The COVA HealthAware EAP offers short-term counseling on all aspects of life for up to four visits per incident at no cost to you.  EAP professionals, and crisis response services, are available by calling 1-888-238-6232.

    • Employees also have access to the Employment Dispute Resolution "Advice Line."  An Employment Dispute Resolution Consultant can provide confidential consultation on employment rights and responsibilities as well as available options in resolving workplace conflict.  This service is available to Virginia state government employees, managers and human resource personnel.  1-888-23ADVICE (1-888-232-3842).

Other university offices receiving discrimination complaints must refer them to the Dean of Students or Compliance & Equity. Confidentiality is discussed below.

Initial Processing of Reports  

When Compliance & Equity or the Dean of Students receives a report or complaint, staff will review the report to decide how and under what procedure it should be handled. 

  • A report alleging misconduct by a student will be handled in accordance with the Student Handbook or the Sexual Misconduct Procedure, as applicable.
  • A report alleging misconduct by a faculty member will be handled in accordance with the Faculty Handbook.
  • A report alleging misconduct by any other employee or any other person will be handled in accordance with the Discrimination Investigation Procedure.

For more information about these investigation procedures, visit the Title IX investigations website.   

Confidentiality and Anonymity 

Confidential resources are described above.  There are also anonymous reporting options.  In all situations, confidentiality will be maintained to the fullest extent possible, consistent with the need to conduct an adequate review.  If you talk to one of the confidential resources discussed above, the information you share will stay with them in almost all cases.  If you talk to someone else, they may need to bring the matter to someone else's attention.  

If you do not want your identity known, investigative staff will explain the protections against retaliation and the limitations of processing a report that must be treated as anonymous.  If you continue to request anonymity, the university will evaluate this request against its responsibility to provide a safe and nondiscriminatory campus environment; the university will notify you if it cannot ensure that your identity will be protected.  If anonymity is permitted, that usually means that the university will not be able to pursue disciplinary action.[1]  In that case, where appropriate the university will take other steps to limit the effects of the alleged discrimination and prevent its recurrence, as needed, such as targeted education efforts.

More detail about how the university considers requests for anonymity, confidentiality, or no action (a request that the university not take action on a reported violation) in cases of sexual misconduct, see Section IV of the Policy on Sexual Misconduct, Relationship Violence, and Stalking.  

[1] A possible exception to this would be where the reporting party’s testimony was not required to prove discrimination. 

Website last updated February 2016.  See also confidential resources for people who have experienced sexual violence.