This procedure provides guidance for individuals who believe they have been witness to or victims of bias acts, and provides protocols for these individuals to report them.
This procedure delineates the Bias Incident Response framework, stemming from the Bias Incident Policy: “Lane Community College encourages all students, staff and faculty to refrain from committing and engaging in any bias incident on College property, at College-sponsored events, or when engaged in College activities and business (in person, by phone, or online) on or off campus.”
The college will ensure that each bias incident is investigated and addressed appropriately, and a summary of all verified bias incidents will be publicly reported annually to Lane’s Board of Education.
This and other procedures are in place to obligate the college to respond appropriately to different kinds of incidents, attending to the health and safety of members of the College community, managing individual complaints or grievances, and adjudication of possible violations of college policies and referring possible violations of local, state, and federal laws and regulations to the appropriate authorities.
Students, staff members, or the public with a Bias Incident report should submit the form. Please contact the Office of Equity and Inclusion at email@example.com if you have any difficulty submitting the form or have questions. Please refer to the procedure map for clarity on this structure.
Screening and Assessment
Once a Bias Incident Report is received through Maxient, managers will screen the report and route it through the appropriate system(s). Managers have four potential routing outcomes:
- Refer to Conduct Officer for violations to the Student Code of Conduct
- Refer to Human Resources for Employee Discipline
- Refer to Bias Response Team - the reported issue was determined to be a Bias Incident--the coordinator will activate appropriate Bias Response Team members to review the facts, investigate the incident, and make a formal recommendation
- Refer to Counseling Department--screeners determined that the reported incident is not a Bias Incident, an act of Harassment/Discrimination, or a violation of the Student Code of Conduct; the complainant will be referred to the Counseling Department for assistance
Bias Response Team (3 members)
If a Bias Incident has occurred, a Bias Response Team is assembled from a catalog of pre-qualified employees who have demonstrated the skills and experience to understand the nature of the complaint and to make recommendations (i.e. MCC faculty) for an appropriate educational response. Fact finders and external content experts may also be assembled, as needed. This group will conduct an investigation to determine the appropriate educational response, and compose a written recommendation to the appropriate manager. All recommendations must be composed and delivered to the manager within twenty working days from formation of the Bias Response Team. If this deadline cannot be met the Bias Response team needs to request a formal extension.
Management will give directions to appropriate staff to implement the actions outlined in the written recommendation to enact an educational response to the incident. If the complainant in the process believes that the procedure as outlined above was not adequately followed, the complainant or any person who participated in the process with the consent of the complainant, can file a grievance with Lane’s General Counsel to review the process.
The Office of Equity and Inclusion will maintain a list of Bias Team members, incidents and outcomes. Internal reports are intended to “close the loop,” debrief the experience, and analyze the decision outcomes in this procedure. In the event that an individual shows a pattern of engaging in Bias Incidents, those details will be forwarded to the formal Harassment and Discrimination process for review. Every effort will be made to maintain privacy, in accordance with legal and ethical obligations.
The Office of Equity and Inclusion will provide an annual summary report of Bias Incidents to the Board of Education for each academic year at the July Board Meeting beginning in July 2021.
Bias Incidents: A bias incident is an act of bigotry, harassment and discrimination, or intimidation committed based on age, color, creed, disability, gender identity, gender expression, race, religion, nation/ethnic group, sex, sexual orientation, immigration status, or veteran status. This includes, but is not limited to, slurs, graffiti, written messages, physical touching or gestures, clothing, or images that harass or intimidate individuals of groups because of their membership in the above listed protected classes.
Hate Crimes: A hate crime for purposes of this policy means conduct prohibited by ORS 166.155, ORS 166.165, or conduct as reportable as a hate crime under the Jeanne Clery Disclosure of Campus Security and Campus Crime Statistics Act (the “Clery Act”) and other applicable law. Under the Clery Act, a hate crime is an otherwise reportable offense that manifests evidence that the victim was intentionally selected because of the perpetrator’s bias against the victim.
This procedure is being deployed as a “pilot” by the Bias Policy Procedure Workgroup, with the understanding that the workgroup will reconvene in one year to evaluate, assess, and revise this procedure as deemed necessary.