Informal Grievance Procedure

It is advantageous to all members of the University community for allegations of sexual harassment to be resolved promptly and to the satisfaction of all involved parties. Individuals seeking resolution of a sexual harassment complaint may first seek to pursue informal procedures through the Sexual Harassment Committee. As part of the informal step, the Sexual Harassment Committee will undertake an independent informal investigation of the incident.

Informal procedures may include but are not limited to:

1. A discussion between the complainant and one or more authorized officials;
2. A discussion with the person against whom the complaint is made;
3. A discussion with the supervisor(s) of the person against whom the complaint is made; or
4. A discussion between the person against whom the complaint is made and an authorized official.

If the complaint can be resolved informally in a manner that is agreeable to both the complainant and the respondent, the Chair of the Sexual Harassment Committee shall summarize the resolution of the complaint in a written report and provide a copy of the summary to the complainant and the respondent.

If it is the finding of the Committee during the informal grievance procedure that the respondent should be exonerated of any complaints, this finding shall be clearly stated in the summary. Within ten (10) working days of the agreement between complainant and respondent, the Chair will send the summary and any written documents submitted or developed during the proceedings to the President’s Office for permanent filing. At the discretion of the Committee, copies of the summary may also be sent to any supervisor or other person who was involved in the informal resolution.

If the complaint cannot be resolved informally, the Chair of the Sexual Harassment Committee will notify the complainant that he or she may file a formal grievance; the Chair will also inform the respondent that such notification has been given. Within ten (10) working days after notifying the complainant, the Chair shall send a written summary of the committee’s efforts and any written documents submitted or developed during the proceedings to the President’s Office for permanent filing. If it is the finding of the Committee during the informal grievance procedures that even in a case where a complaint cannot be resolved informally the respondent should be exonerated of any complaints, this finding shall be clearly stated in the summary. At the committee’s discretion, copies of the summary may be sent to any person who was involved in efforts to reach an informal resolution.

Formal Grievance Procedure

If a complaint cannot be resolved informally or if the complainant wishes to bypass the informal procedure, the formal grievance procedure may be initiated.

1. The complainant will submit a statement of a grievance to the Chair of the Sexual Harassment Committee which shall include a written statement of the alleged incident and the relief desired.
2. The Sexual Harassment Committee will provide a copy of the complaint and the requested relief to the respondent. The respondent shall respond in writing to the Sexual Harassment Committee within ten (10) working days following the receipt of the complaint. The respondent’s reply will be provided to the complainant. If the matter is not resolved through the exchange of correspondence, the complaint may proceed to the next step.
3. The Sexual Harassment Committee will ordinarily arrange a meeting between the complainant and the respondent within ten (10) working days after receipt of the respondent’s reply in Step 2 above. This meeting will be chaired by the Chair of the Sexual Harassment Committee and attended by members of the Sexual Harassment Committee. The purpose of this meeting is to attempt to reach a mutually agreeable resolution of the complaint. Both the complainant and the respondent may be accompanied by a non-participating advisor. If the outcome of this meeting is not satisfactory, the complaint may proceed to the next step.
4. The Sexual Harassment Committee will undertake an independent investigation of the incident. The procedures for this investigation will include the following:

• The complainant will be afforded the opportunity to file another statement, setting forth in detail the alleged incidents of sexual harassment, any supporting documentation, and the relief desired;
• The Sexual Harassment Committee will invite statements from witnesses suggested by the complainant;
• The respondent will be afforded the opportunity to file another statement after reviewing the written statement of the complainant; and

The Sexual Harassment Committee or other authorized individual will invite statements from witnesses suggested by the respondent.

1. Within ten (10) working days after concluding the proceedings, the chair of the Sexual Harassment Committee shall prepare a written report that summarizes the Committee’s proceedings, findings, and any recommendations for action to be taken by the University. The findings may range from exoneration of the respondent to substantiation of all complaints. Copies of the summary shall be sent to the complainant and the respondent. At the committee’s discretion, copies of the summary may be sent to any person(s) involved in formal grievance proceedings and to any university official(s) in the chain of supervision above the respondent. Within ten (10) working days after the conclusion of the Committee’s work, the summary and any written documents submitted or developed during the proceedings will be sent to the President’s Office for permanent filing.
2. If a complaint against an employee is substantiated, the Chair of the Sexual Harassment Committee will communicate its proposed resolution or recommendations for action to the appropriate university official(s), ordinarily including the respondent’s immediate supervisor or department chair and the chain of supervision above the immediate supervisor. If a complaint against a student is substantiated, the Chair of the Sexual Harassment Committee will communicate its proposed resolution or recommendations for action to the Dean of Students. In cases of a substantiated complaint against the President, the communication, along with the summary of the committee’s work and any written documents submitted or developed during the proceedings, shall be sent to the Chancellor of the University System.
3. If the proposed resolution or recommendation is not satisfactory to the complainant or the respondent, either party may, within ten (10) working days of the receipt of communication from the Committee, submit a written request for a review by the President. The request must explain and substantiate the grounds for a review. Denial of due process is an acceptable reason for review. Ordinarily within ten (10) working days after receiving a request for review, the President shall either accept or deny the request. If the request for review is accepted, the President may appoint an ad hoc committee to conduct the review and shall communicate the results of the review ordinarily within twenty (20) working days after granting the request for a review. Under ordinary circumstances, the results of the review shall constitute final institutional action in the case.

Sexual Harassment Committee Members

Dalton Brannen, College of Business Administration, 706-737-1560, dbrannen@aug.edu
Betty House, Department of Languages, Literature, and Communications, 706-729-2167, ehouse@aug.edu
Sabina Widner (Chair), Department of Psychology, 706-667-4618, swidner@aug.edu
Wes Zamzow, University Advancement, 706-667-4694, wzamzow@aug.edu

Consultants (non-voting)
Joyce Jones, Vice President for Student Services and Dean of Students, 706-737-1411, jjones@aug.edu
Walt Alexanderson, Director of Human Resources, 706-667-4153, walexanderson@aug.edu