When filing a complaint under the Preventing and Addressing Discrimination and Harassment and/or Preventing and Addressing Retaliation policies ("PADHR Complaint"), EOCR strongly encourages the use of its online Complaint Form. If a reasonable accommodation or other assistance is needed to file a complaint, such as an alternative written version of the Complaint Form, please contact the EOCR office at (434) 924-3200 or [email protected].
EOCR will also accept complaints in alternate written form where the complaint includes the following minimum information:
- The name of the party filing the complaint ("Complainant") and contact information;
- The name(s) of the responding party or parties ("Respondent");
- Details regarding the conduct believed to constitute Prohibited Discriminatory, Harassing, or Retaliatory Conduct, including who, what, when, and where; and
- A brief explanation of why the Complainant believes the alleged conduct is based on one or more protected characteristics
EOCR will not accept complaints that are not in writing or have not been reduced to writing with the assistance of an EOCR employee. Written complaints may be submitted to EOCR by email to [email protected]. The hand delivery, mailing, or faxing of written complaints to EOCR's main office is not available at this time.
We encourage individuals to submit the online PADHR Complaint Form which is intentionally structured to gather the information our office needs to evaluate the complaint.
Complaints must be filed with EOCR within 300 days of the most recent alleged discrimination, harassment, or retaliation. EOCR retains discretion to accept complaints filed outside of the 300-day time limit for good cause.
After receiving a complaint, EOCR will promptly begin a process to evaluate the complaint and determine next steps, which are described below.
1. Initial Assessment
EOCR will first assess the allegations to determine whether there are any safety concerns and whether interim measures are appropriate. Interim measures may include a safety plan, schedule change, temporary removal of the Respondent from the workplace or academic program, if warranted, and other workplace and/or academic accommodations.
EOCR will consider the nature and severity of the allegations and whether the allegations implicate a potential ongoing safety threat to the Complainant or the community. EOCR will consult with UVA administrators, as appropriate.
Student Complainants will be assigned a dean with the Care and Support Service team, who can provide support and provide information about resources.
2. Complaint Evaluation and Potential Outcomes
EOCR will decide whether the allegations in the complaint constitute a potential violation of the PADH Policy and/or PAR Policy and will notify the Complainant in writing of its decision.
- If the complaint lacks sufficient information for EOCR to make this decision, EOCR will contact the Complainant to gather additional information.
- If EOCR determines that the Complainant’s allegations, if true, do not state a violation of the PADH Policy or the PAR Policy, the written notice of this decision shall explain why the complaint does not state a violation and may inform the Complainant of other possible avenues to address the concerns, such as contacting the University Ombuds.
- If EOCR concludes that the Complainant’s allegations do not state a PADH Policy or PAR Policy violation, but nevertheless implicate potentially concerning behaviors, EOCR will advise Complainants of steps EOCR will take to assist them in addressing their concerns informally.
- If EOCR concludes that the allegations of the complaint constitute a potential violation of the PADH Policy and/or PAR Policy, EOCR will notify the Complainant and will meet with the Complainant to confirm the specific factual allegations upon which the complaint is based, discuss EOCR’s complaint procedures, and discuss the requested form of resolution.
- For PADHR Complaints that also implicate conduct prohibited by the Sexual Misconduct Policy, EOCR will consult with the Title IX Coordinator. Generally, such complaints or reports will be investigated together under the appropriate Title IX Procedures (Students - Appendix A; Employees - Appendix B), unless the Title IX Coordinator determines that doing so would unduly delay resolution of the allegations under the Sexual Misconduct Policy. In these situations, EOCR will notify Complainants in writing under which policies and procedures their reported allegations will be resolved.