Bias-Related Incident Reporting

CLICK HERE to report a bias-related incident


Reporting Bias-Related Incidents

The Harvard Chan School believes all members of our community should be able to study and work in an environment where they feel safe and respected. As a mechanism to promote an inclusive community, we have created an anonymous bias-related incident reporting system. This will allow the administration to track and address concerns as they arise and better support members of the Harvard Chan community who experience bias.

Anonymity:
The bias-related incident reporting system uses the existing University-wide Anonymous Reporting Hotline operated by a third-party vendor, Navex. Those who report may self-identify, if they wish. However, by default, all reports are anonymous. Upon submitting a report, you will be given a personal identification number (PIN) that can be used to access the anonymous reporting system. If a you do not self-identify, all communication will done through the system and you will be able to check on the status of your report by using the PIN the system generates. At any time, you can update the incident report and select to self-identify. If you do self-identify, you might be contacted by the appropriate individual (see protocols below) to help in resolution.

Reporting Flow:
A flow chart can be found in the “Flow Chart” tab after the “Protocols” section below.

Submission:
To ensure your report is received by the Harvard Chan School Office of Diversity and Inclusion:

Step 1
Submit Bias-Related Incident Here 

Step 2
Click “Submit a Report” link

Step 3
Click “Academic/Student Affairs”

Step 4
Choose “Bias-Related Incident/Discrimination”

Step 5
Under School/Unit drop-down menu, select Harvard T.H. Chan School of Public Health

 

Please note: this applies if you are a Harvard Chan community member or any person reporting a bias-related incident involving our campus or community members.

Protocols

Protocols for bias-related reporting were developed to offer a consistent, timely, and compassionate response to any person who may experience a bias-related incident. Below are the steps that will follow once a bias-related incident has been reported.

Protocols were developed by members and affiliates of the Dean’s Advisory Committee on Diversity and Inclusion.


Part I: Bias-Related Incident Reporting

  • You will obtain a unique Personal Identification Number (PIN) at the time of the call or web submission. By default, the bias-related incident reporting system ensures that all submissions are anonymous, unless you choose to identify. To further ensure anonymity, all communication will be done within the reporting system, which you can access with your PIN.
  • In the “incident summary” please indicate that the incident is related to the Harvard Chan School of Public Health.
  • All incident reports involving the Harvard Chan School will normally be directed to the Associate Dean for Diversity within one business day. Should a report involve the Associate Dean of Diversity, or any Office of Diversity (ODI) staff, it will be referred to the Dean for Academic Affairs.
  • All incidents involving the Harvard Chan School will also be directed to the appropriate office: Office for Student Services, Office of Faculty Affairs or Human Resources.
    *Harvard’s office of Risk Management and Audit Services (RMAS) is the administrator of the anonymous reporting system.

 

Part II: Actions Taken Once a Bias-Related Incident is Received

  • For those who self-identify, either the Associate Dean for Diversity or the ODI Director of Inclusion Programs may contact you to initiate a discussion of possible next steps. Action steps will be determined and carried out in collaboration with the Office for Student Services, Office of Faculty Affairs or Human Resources as appropriate.
  • One or more of these options may occur, regardless of anonymity status:
  1. Conversation: The Associate Dean for Diversity, Director of Inclusion Programs or designee from the Office for Student Services, Office of Faculty Affairs or Human Resources may have a conversation with the person(s) perceived as responsible for a bias related-incident, respecting wishes for anonymity or otherwise.
  2. Mediation: The Associate Dean for Diversity or Director of Inclusion Programs could arrange mediation between the individual reporting the incident and the person(s) involved in the incident.
  3. Referral: Support and counseling for the affected individual could be arranged.
  4. Disciplinary Action: Under certain circumstances and when institutional policy is violated, disciplinary action may be taken toward the person(s) who caused the incident.
  5. No Further Action: This could be an outcome, for example, if the individual reporting the incident chooses not to further purse it, or if it is determined no institutional policies or laws were violated.

 

Part III: After a Bias-Related Incident is Resolved/Closed

  • All reported incidents are included in the Dean’s Annual Report on Diversity and Inclusion. The reports will be presented as aggregated de-identified data.
    *Information will include the action taken (if any), category of the individual reporting the incident (e.g. student, staff, academic appointee, other) and the category of individual(s) identified as causing the incident.
  • An advisory committee will meet quarterly to work with the Associate Dean for Diversity to review de-identified bias-related incident information to ensure appropriate steps were taken. Should an incident involve anyone on the committee, that individual will not participate in the review.
  • Incidents involving the same individual, repeatedly, will be escalated to the Associate Dean for Faculty Affairs, Associate Dean for Student Services, Director of Human Resources, and/or the Dean of the Faculty (as appropriate to the category of the individual). As appropriate, Department Chairs and supervisors will be involved in developing remediation plan(s).

Above all, the system and protocol are intended to support affected community members. Through documenting and responding to all bias-related incidents swiftly and appropriately, the long-term goal of the system is to cultivate a supportive culture at the School.

Please Note
Title IX Incidents: Per University policy, all Title IX incidents (i.e. sexual harassment and assault; discrimination based on sex) will be referred to the appropriate Title IX Officer for resolution. Such incidents will be included in aggregate data as described above.

Advisory Committee: The Advisory Committee will be made up of 6 members, with representation from students, staff, research appointees and faculty, in addition to the Associate Dean for Diversity and Director of Inclusion Programs. The Associate Dean for Diversity will select members from those who apply. Each member will serve a two-year term, except for the first year. During the first year, two members of the committee will only serve one-year terms, so that there will be two new members selected each year.

Flow-Chart

flow-graphBoth the Dean for Academic Affairs and Title IX have a separate process.

FAQs

What is a bias-related incident?


Any incident in which you feel you have been treated unfairly because of any aspects of your identities. Including race, color, sex, gender identity, sexual orientation, religion, creed, national origin, ancestry, age, veteran or military status, disability, military service or other protected status.

What are potential examples of bias-related incidents?

    • unfair grading based on identity,
    • classroom microaggressions[1]
    • unfair job performance evaluations based on identity
    • biased application of promotional criteria
    • workplace microaggressions [1]
    • biased teaching evaluations

 

[1] “Microaggressions are brief and commonplace daily verbal, behavioral, and environmental indignities, whether intentional or unintentional, that communicate hostile, derogatory, or negative…slights and insults to the target person or group on the basis of their membership to a marginalized group.”  Sue, D. W. (2010). Microaggressions in everyday life: Race, gender, and sexual orientation. Chichester, United Kingdom: Wiley, John & Sons. 

Who can report?


All members of the Harvard Chan community, students, employees, faculty, and academic appointees are encouraged to use the system. Non-Harvard/Harvard Chan affiliates can also use the system if the incident involves the Harvard Chan community.

Why should I report a bias-related incident?


Every member of the Harvard Chan community should be able to feel that their experiences reflect the School’s values of diversity, equity, and inclusion. Your sense of belonging, values, and safety are deeply important. The bias-related incident reporting system is one step toward promoting that we, as an institution, live out these values. The reporting system allows for you to safely and anonymously report an incident you may have experienced or witnessed, receive support, and explore options for resolution.

The system allows the Harvard Chan School to address bias-related incidents on an ongoing basis and keep a systematic record of the numbers and types of such incidents as a potential school-wide performance indicator. This information will help to further inform and refine school-wide diversity and inclusion efforts.

Is there anyone available to help me through the process of reporting a bias-related incident?


Yes. There are several individuals, groups, and offices at the Harvard Chan School that can help. Staff members in the Offices of Diversity and Inclusion and Student Affairs are knowledgeable about additional resources.

Additional Resources:

Additional Resources for Students:

Additional Resources for Staff:

Additional Resources for Faculty/Academic Appointees:

Is the reporting system truly anonymous?


Yes. All reporting is anonymous, and the bias-reporting system will not record any information about you or the device used to report the incident. You will have the option to identify yourself in your report if you would like to be contacted directly. If you decide to remain anonymous, you will be able to check on the status of your report by using the PIN the system generates. This will allow you to securely view and respond to communication about your reported incident without having to identify yourself.

What will happen after I submit my report?


A full list of protocols and flow chart can be found in the prior sections.

You can discuss several options on how to proceed with the Associate Dean of Diversity or the Director of Inclusion Programs.

All or any combination of these options may occur:

  1. Conversation: The Associate Dean for Diversity, Director of Inclusion Programs or designee from the Office for Student Services, Office of Faculty Affairs or Human Resources could have a conversation with the person(s) perceived as responsible for a bias related-incident. (respecting wishes for anonymity or otherwise)
  2. Mediation: The Associate Dean for Diversity or Director of Inclusion Programs could arrange mediation with the person(s) involved in the incident.
  3. Referral: Support and counseling for the affected individual could be arranged.
  4. Disciplinary Action: Under certain circumstances and when institutional policy is violated, disciplinary action may be taken.
  5. No Further Action: This could be an outcome, for example, if the individual reporting the incident chooses not to further pursue it, or if it is determined no institutional policies or laws were violated.

All reported incidents are included in the Dean’s Annual Report on Diversity and Inclusion. The reports will be presented as aggregated de-identified data.

Disclosing incidents related to sex, sexual orientation, and/or gender identity

There is a separate University-wide system in place for disclosures of incidents related to sex, including sexual harassment and sexual violence, which is a form of sexual harassment; and gender-based harassment, including harassment based on sex (but not of a sexual nature), sex-stereotyping, sexual orientation, and/or gender identity. Though this system is not an anonymous or confidential process, information is handled sensitively and discretely and is shared on a strictly need-to-know basis.

To make a disclosure, contact:

Harvard has designated 50 Title IX Coordinators in every School and unit of the University to help address issues of equity and inclusion, respond to disclosures of potential sexual harassment, including sexual assault, or gender-based harassment, assist in developing interim measures, and serve as a bridge to other resources..

Title IX Coordinators

Harvard T. H. Chan School of Public Health Title IX Coordinators

Students
Robin Glover, Associate Dean of Student Services
rglover@hsph.harvard.edu
(617) 432-4703
Kresge Building, Room G4
677 Huntington Avenue
Boston, MA 02115

Staff
Linda Picard, Senior Director of Human Resources
lpicard@hsph.harvard.edu
(617) 432-2719
Human Resources, Suite 141
90 Smith Street
Boston, MA 02120

Faculty
Jennifer M. Ivers, Associate Dean for Faculty Affairs
ivers@hsph.harvard.edu
(617) 432-1381
HSPH 1st Floor
90 Smith Street
Boston, MA 02120

A complete list and contact information of the University’s Title IX Coordinators can be found here.

Title IX Office

Title IX Office
44R Brattle Street, 2nd Floor
Cambridge, MA 02138
Phone: (617) 496-0200
Email: odr@harvard.edu
Web: http://titleix.harvard.edu/

The Office for Sexual and Gender-based Dispute Resolution

To file a formal complaint:

The Office for Sexual and Gender-Based Dispute Resolution
44R Brattle Street, 2nd Floor
Cambridge, MA 02138
Phone: (617) 495-3786
Email: odr@harvard.edu
Web: odr.harvard.edu

Additional Resources

Office of Sexual Assault Prevention and Response (OSAPR)
Smith Campus Center, Suite 731
1350 Massachusetts Avenue
Cambridge, MA 02138
Office Phone: (617) 496-5636
24/7 Confidential Hotline: (617) 495-9100
Web: osapr.harvard.edu

Sexual Harassment/Assault Resources and Education (SHARE)

Harvard University Sexual and Gender-Based Harassment Policy:

Harvard University Procedures for Handling Complaints Involving Students Pursuant to the Sexual and Gender-Based Harassment Policy:

Harvard University Procedures for Handling Complaints against Harvard Staff Members Pursuant to the Sexual and Gender-Based Harassment Policy:

For School-specific procedures for Complaints against faculty, click here.

Sexual Harassment: Sexual Violence; Information for Harvard Students Brochure

FAQs Concerning Harvard University Sexual and Gender-Based Harassment Policy and Procedures for Handling Complaints Involving Students

ODR Flowchart – Investigation Process for Alleged Violations of the Sexual and Gender-Based Harassment Policy