Confidentiality

The University strives to limit information about complaints to those with a business need to know. However, public records law and some legal processes may require the University to disclose certain University records. If you are concerned about confidentiality, you should discuss your concern early in your exploration of resolution options so that you can receive guidance on options for how it can be safeguarded. For a list of legally protected confidential resources, scroll to the bottom of this page.

Anonymity

We hope that all members of our community feel comfortable coming forward directly with suggestions or concerns. However, we realize that in some instances individuals may wish to remain anonymous. Please remember, when anonymous comments are received, we have no way of knowing who submitted them, and are unable to follow up directly with the individual to let them know how we addressed their comments.

Investigative Authority

SEFS is not authorized to investigate or adjudicate claims against faculty, staff or academic student employees, who have rights to appeal personnel actions as outlined in law, the Faculty Code, and various union contracts. Reports to SEFS can, however, result in corrective actions in our processes, procedures, and professional development that can reduce the potential for future harm. Allegations of serious misconduct must be reported to the appropriate authority, described below.

• Urgent Concerns for Physical Safety – call 911
• Any other safety or well-being concerns about yourself or others – call SafeCampus (206-685-7233)
  • They will listen to your concerns and provide guidance and safety plans tailored to your situation. Reports can be made anonymously, and reported back to any individual or office you wish.

Recognizing the varying types, severities, and risks associated with different events, multiple alternative reporting pathways exist.

• Your supervisor or advisor, or another person closest to the issue, will often be able to take the quickest action to resolve your complaint. If your supervisor is part of the conflict, consider going up the supervisory chain in your departmental or college leadership:
  • Liz Collier, Student Academic Services Interim Manager, ecollier@uw.edu or David Butman, Graduate Program Coordinator, dbutman@uw.edu for student-initiated complaints
  • Wanjiku Gitahi, HR Manager, wanjiku@uw.edu or Jenn Weiss, Administrator, jenweiss@uw.edu for staff-initiated complaints
  • Sergey Rabotyagov, Associate Director for Academic Affairs, rabotyag@uw.edu or Renata Bura, Associate Director for Research, renatab@uw.edu
  • Dan Brown, SEFS Director, danbro@uw.edu
• Academic Grievances –defined as those involving conflicts between a student or students and instructor(s) or mentor(s) with respect to differences arising within:
  • Credit-bearing coursework
  • Research
  • Mentoring and while the student(s) is/are registered at the University of Washington
• Most academic grievances are most effectively addressed directly with instructors or advisor, then elevated as above if not satisfactorily resolved
• Refer to the Academic Grievance process developed for the College of the Environment
• Anonymous complaints and input
  • You can make anonymous complaints through this online form
  • Messages sent through that form will be forwarded to the Director, Associate Directors, and Administrator
  • When anonymous reports are received, we have no way of knowing who submitted the information and are unable to follow the communications process as outlined in the points below. We will keep a record of all reports and address each of them to the best of our ability.

When you formally report an issue or concern within SEFS, no matter who in the administrative reporting chain described above you report to, you can expect to:

• Receive confirmation within two business days that your report is received.
• Discuss with the person you reported to how and to whom you permit them to share the information you have provided. Some information (e.g., information about suspected child abuse) requires mandatory reporting.
• Be informed of what the individual or office you have contacted can and cannot do and what the next steps are for addressing your concerns.
  • Depending on the complaint and desired resolution, you may be referred to an office with investigative authority. If desired, a SEFS staff member can assist you in the process.
• Be kept apprised in general terms of actions being taken. (NOTE: The University is required to comply with several laws governing the release of records and we follow the guidelines established in APS 57.9: Departmental Guidelines for the Release of University Records. In general, it is the University’s practice to release personnel records only to administrators when required for the discharge of their University responsibilities. All other requests are referred to the Office of Public Records and Open Public Meetings for determination of the records’ status under the Public Disclosure Act.)

• Community Standards & Student Conduct (CSSC) – Addresses questions or concerns regarding an alleged violation by a student of the Student Conduct Code.
• University Complaint Investigation and Resolution Office (UCIRO) – Investigates complaints that a University employee has violated the University’s non-discrimination and/or non-retaliation policies.
• UW Academic Human Resources (AHR) – For conflicts that may be caused by personality differences, miscommunication, or behaviors that violate University policy such as discrimination or harassment. AHR is our key partner for complaints involving faculty, librarians, and academic staff in the College of the Environment. AHR does not investigate incidents, but it does address conflicts and implement disciplinary sanctions/coaching/etc., after an investigation is completed.
• UW Human Resources (UWHR) – For conflicts that may be caused by personality differences, miscommunication, or behaviors that violate University policy such as discrimination or harassment. The College’s specific HR Consultant is our key partner for complaints involving staff or academic student employees in the College of the Environment. Any complaint of sexual harassment should be directed to UCIRO rather than UWHR.
• Office of Research Misconduct Proceedings (ORMP) – Coordinates the University’s handling of allegations of research misconduct against members of the University community.
• Civil Rights Compliance Office – The Civil Rights Compliance Office (CRC) is responsible for compliance with civil rights laws and University policy. Federal and state laws collectively prohibit discrimination based on protected characteristics, including age, citizenship, disability, national origin or shared ancestry, race, sex, gender, veteran status, and more. The University encourages reporting to provide support and resources, offer resolution options, stop the conduct, prevent its recurrence, and remedy its effects. If you or someone you know has experienced or becomes aware of possible discrimination, harassment, or sexual misconduct, you are encouraged to make a Civil Rights & Title IX Report.

• Counseling Center – Provides confidential personal counseling to UW students for issues such as stress, anxiety, depression and relationship problems.
• LiveWell Confidential Advocate  – A confidential and safe starting point for students affected by sexual assault, relationship violence, domestic violence and stalking.
• UWPD Victim Advocate – A confidential and safe starting point for students affected by crime, including sexual assault, relationship violence, domestic violence and stalking. It is not necessary to make a police report in order to meet with the UWPD Victim Advocate.

NOTE: Sharing information with the Counseling Center or a confidential advocate is not the same as making a report to the University for the purpose of starting an investigation. Advocates can help you understand your rights and support you in creating a plan for your situation.

•  UWPD Victim Advocate – A confidential and safe starting point for employees affected by crime, including sexual assault, relationship violence, domestic violence and stalking. It is not necessary to make a police report in order to meet with the UWPD Victim Advocate.

NOTE: Sharing information with a confidential advocate is not the same as making a report to the University for the purpose of starting an investigation. Advocates can help you understand your rights and support you in creating a plan for your situation.