Policies, Resources, and Bias Reporting

As a mechanism to promote an inclusive community, we have available an online reporting system that also allows for anonymous 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’s Bias Response Team:

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 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 of the Bias Response Team and affiliates of the Dean’s Advisory Committee on Diversity and Inclusion (DACDI).

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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 Harvard Chan School’s Bias Response Team within one business day. Should a report involve the any professional staff member of the Office of Diversity and Inclusion (ODI), 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 Chief Diversity, Inclusion & Belonging Officer, a Bias Response Team Coordinator, or an ODI professional staff member 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: A coordinator from the Bias Response Team, which includes the Chief Diversity, Inclusion & Belonging Officer, Chief Human Resources Officer, Associate Dean of Student Services, and the Associate Dean of Faculty Affairs, will have a conversation with the person(s) perceived as responsible for a bias related-incident, respecting wishes for anonymity or otherwise.
2. Referral: Support and counseling for the affected individual could be arranged.
3. Disciplinary Action: Under certain circumstances and when institutional policy is violated, disciplinary action may be taken toward the person(s) who caused the incident.
4. 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.

 

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

• Data on reported incidents are included in the Office of Diversity and Inclusion’s end of year report on bias incidents. The report will be presented as aggregated de-identified data highlighting themes and patterns related to the reported incidents.

• Incidents involving the same individual, repeatedly, will be escalated to the Senior Director of Human Resources, Associate Dean of Student Services, or the Associate Dean of Faculty Affairs (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.

Note: The Dean for Academic Affairs and the Title IX Office have separate processes.