Minutes of a Regular Meeting, June 22-23, 2004 - Digital Collections

REGENTS’ POLICY MANUALSECTION 2—ACADEMICSF. Confidentiality of Proceedings and RecordsInvestigators and members of the Hearing Panel are individually charged to preserve confidentiality withrespect to any matter investigated or heard. A breach of the duty to preserve confidentiality is considereda serious offense and will subject the offender to appropriate disciplinary action. Parties and witnessesalso are admonished to maintain confidentiality with regard to these proceedings.All records, involving discrimination or harassment, upon disposition of a complaint, shall be transmittedto and maintained by the University Equal Opportunity Officer as confidential records except to theextent disclosure is required by law.G. Proceedings1) InvestigationUpon receipt of a complaint, the University Equal Opportunity Officer is empowered toinvestigate the charge, to interview the parties and others, and to gather any pertinent evidence.The investigation should be completed within 60 calendar days of receipt of the complaint, or assoon as practical. If a time period is extended for more than 10 calendar days, the UniversityEqual Opportunity Officer will provide written or oral notice of reason for extension to allparties involved. The investigator shall prepare a record of the investigation.In arriving at a determination of a policy violation, at any stage of the proceedings, the evidenceas a whole and the totality of the circumstances and the context in which the alleged incident(s)occurred shall be considered. The determination will be made from the facts on a case by casebasis.Upon completion of the investigation, the University Equal Opportunity Officer is authorized totake the following actions:(a) Satisfactory ResolutionResolve the matter to the satisfaction of the University and both the complainant and therespondent. If a resolution satisfactory to the University and both parties is reachedthrough the efforts of the University Equal Opportunity Officer, he or she shall prepare awritten statement indicating the resolution. At that time the investigation and the recordthereof shall be closed.(b) DismissalFind that no policy violation occurred and dismiss the complaint, giving written notice ofsaid dismissal to each party involved. Within 15 calendar days of the date of the notice ofdismissal, the complainant may appeal said dismissal in writing to the University EqualOpportunity Officer by requesting a hearing according to the provisions of Section G.2. Ifno appeal is filed within the 15 calendar day period, the case is considered closed.(c) Determination of Impropriety(1) Make a finding of impropriety and notify the parties of the action to be taken. Eitherparty has the right to appeal said determination in writing within 15 calendar days ofthe date of notice of determination to the University Equal Opportunity Officer byrequesting a hearing according to the provisions of Section G.2. If no appeal is filedwithin the 15 calendar day period, the case is considered closed.THE UNIVERSITY OF OKLAHOMA 71