Bias Incident Reporting Process
STEP 1: Initial Outreach and Report Submitted
If you have observed or experienced any incident of bias, hate, or microaggression, you have multiple reporting options. (1) You may report an incident in person to the Director of Diversity, Equity, and Inclusion, the Director of Human Resources, or any trusted adult on campus (e.g. advisor, faculty/staff, dorm parent, or member of the senior administration). (2) You may report the incident using this form (“this form” should be hyperlinked). (3) You may submit a narrative report via firstname.lastname@example.org. Incidents reported electronically are initially reviewed by the Director of Diversity and Inclusion. They may also be viewed by the Assistant Head of School, and the Director of Human Resources. The Director of Diversity and Inclusion will contact the involved and impacted students and follow‐up with next steps.
STEP 2: Automated Response
Once an online incident report is received, an automated response is immediately provided.
STEP 3: Leadership Engagement
Relevant campus administrators may be consulted and informed regarding any necessary next steps that need to be taken.
STEP 4: Internal Review and Follow Up – Engaging with Involved Parties
Within 24 to 48 hours that a report is submitted, the Director of Diversity and Inclusion reviews the report. In most cases, student incidents of bias and microaggressions will be managed through the Diversity & Inclusion Office and faculty/staff incidents will be managed through Human Resources. The two offices will work closely together to determine appropriate next steps.
STEP 5: Assessing and Addressing Community Impact
A coordinated response will be organized that:
- First and foremost, affirms and considers the experience of the person harmed and centers the person’s dignity, wishes, and well‐being.
- When appropriate, engages the impacted community in a learning moment.
- When appropriate, notifies the larger community of the incident and next steps.
STEP 6: Bias Incidents
All bias incidents that are reported to Walnut Hill are recorded. An annual bias incident report is prepared to enable ongoing and comparative assessment of bias incidents. All identifying information is removed from the report.
STEP 7: Action Steps
In certain cases, additional coordinated campus responses will be facilitated, which may include, but are not limited to:
- Identification of and referral of impacted parties and/or alleged accused parties to appropriate support resources and services on or off campus;
- Informal resolutions, if appropriate, will be used; examples include mediation, facilitated restorative dialogue between parties, discussions; and/or
- Educational awareness programs for the campus community and/or residential community.