Understand the Formal Grievance Process

CCR serves as a fair and neutral resource to assess complaints under the WSU Policy Prohibiting Discrimination and Harassment.

Initial Review and Assessment

After CCR receives a formal complaint, an investigator will:

• Invite you to meet with them to ask specific questions about the concerns and to share information about available options (including confidential options) and supportive measures (which are available with or without a formal complaint),
• Provide you with information about relevant policies and procedures
• Review the concerns shared in the complaint.
• Determine whether the alleged behavior could be a violation of the WSU Policy Prohibiting Discrimination and Harassment (UPPM 10.60), and
• Determine whether a formal grievance process is appropriate and available.

Not every report moves forward as a formal case. If a concern is not appropriate for the formal process, CCR may:

• Offer supportive measures,
• Facilitate an alternative approach to respond to your concerns,
• Refer the concern to another WSU department or process, and/or
• Discuss other support services or reporting options with you.

If the Complaint Moves Forward

If CCR determines the complaint qualifies for the formal grievance process, there are two possible paths:

1. Formal Investigation
   • A CCR investigator is responsible for interviewing witnesses and parties, gathering and reviewing evidence, and sharing the information with a decision maker.
   • The decision maker decides whether UPPM 10.60 was violated and what consequences or remedies, if any, are appropriate.
   • Details about what to expect in this process are included below.
2. Informal Resolution (also referred to as a Negotiated Resolution)
   • Both parties voluntarily agree to work toward a resolution in lieu of a full investigation.
   • Either party can choose to stop trying to resolve the issue at any time prior to a completed resolution and return to a formal investigation.

CCR will provide information to parties about these options.

Notice to Both Parties

When a case moves forward, CCR sends written notice to:

• The person who filed the complaint (the complainant)
• The person who allegedly committed the misconduct (the respondent)

The notice typically includes:

• A summary of the allegations
• The policies that apply
• Information about the next steps in the process
• Information about rights, supportive measures, and advisors
• A statement that the respondent is presumed not responsible, and that a determination regarding responsibility is made at the conclusion of the grievance process.

Investigation Phase

If the complaint proceeds through a formal investigation, CCR follows established procedural guidelines to ensure fairness and neutrality.

During the investigation:

• The investigator gathers relevant information, which may include:
  • Interviews with the complainant(s), respondent(s), and witnesses, and
  • Review of documents, communications, or other documentary evidence.
• Both parties may have the opportunity to:
  • Provide information and evidence,
  • Suggest relevant witnesses, and
  • Have an advisor participate.

CCR strives to conduct investigations promptly and equitably, while allowing sufficient time to gather and review relevant information.

Evidence Consideration and Determination Process

After CCR finishes gathering information in the investigation, the case moves to the next step in the resolution process. These next steps depend on the type of conduct alleged and the respondent’s classification (e.g. student, civil service employee, faculty, etc.), as there are specific disciplinary processes for each type of respondent.

For more information on these next steps, as they might apply to your matter, consult with CCR or review the CCR Procedural Guidelines.

CCR will explain which process applies to your case and will share information about what to expect, including next steps, timelines, and each person’s role in the process.

Outcome Notices

After a decision-maker has an opportunity to consider the evidence, a written notice of the outcome is provided to both the complainant and respondent.

The notice usually explains:

• Whether a policy violation was found
• Assigned sanctions or remedies, if applicable
• Whether either party may appeal the decision

Appeals

Depending on the type of conduct and the respondent’s classification, an appeal right is available at some stage of the process.

For more information on these next steps, as they might apply to your matter, consult with CCR or review the CCR Procedural Guidelines.

CCR will explain which process applies to your case and will share information about what to expect, including next steps, timelines, and each person’s role in the process.

Resolution and Follow‑Up

After the process is complete:

• CCR may work with campus offices to carry out any required actions,
• Supportive measures may continue when needed, and
• CCR remains available to answer questions and help connect people to additional resources.

Complainants and respondents have important rights during the formal grievance process.

You Have the Right To:

• Be treated with respect and fairness,
• Receive written notice and clear information about the process,
• Have an advisor or support person of your choice,
• Receive supportive measures, even if you choose not to participate fully, and
• Have prohibitions against retaliation.

Right to Privacy and Confidentiality

• Information is shared only with people who need to know,
• CCR follows privacy laws and university guidelines, and
• Complete confidentiality cannot be guaranteed, but privacy is protected to the extent allowable by policy and law.

Right to Request Review or Appeal

Depending on the type of case and policy that applies, there are specific appeals processes available. CCR can explain what options are available, including reasons, timelines, and next steps.

The formal grievance process follows specific WSU policies and guidelines, including:

• University Policies and Procedures Manual (UPPM) 10.60
  Policy Prohibiting Discrimination and Harassment (formerly Executive Policy 15)
• CCR Procedural Guidelines
  Detailed steps CCR follows for intake, investigations, and informal resolutions

These policies ensure consistency, fairness, and compliance with federal and state law.

You do not have to go through the CCR formal grievance process alone. Both complainants and respondents are allowed to have advisors and support people throughout their involvement with CCR.

An advisor is someone you choose to support you, such as:

• A friend or family member,
• A WSU faculty or staff member,
• A advocate, or
• An attorney.

Advisors may:

• Attend meetings, interviews, and hearings (where appropriate) with you,
• Help you understand the process and prepare, and/or
• Provide emotional or legal support.

To have an advisor participate, complete the Advisor Identification Form. For helpful information for advisors and support persons, please visit Advisors Guidance website.

File an appeal:

Appeals Submission Form

Consent forms

• WSU Records Release Form
• Consent to Use Treatment Records
• Advisor Identification Form

Information on Disciplinary Procedures:

• Standards of Conduct for Students
• Employee Manuals

What does getting a “Notice of Formal Grievance Process” mean? 

You are receiving this notice because a formal complaint has been filed with WSU Compliance and Civil Rights (CCR). The complaint alleges conduct that may violate UPPM 10.60, which prohibits discrimination and harassment. 

Both the complainant and the respondent will receive this written notice that outlines the allegations and formal grievance process. The respondent (person who allegedly engaged in the conduct) is presumed not responsible for the alleged conduct unless and until a determination is made at the conclusion of the grievance process. 

What do I do after receiving notice? 

You are encouraged to participate in this process to ensure WSU is receiving all relevant information and can make appropriate determinations. To participate and learn more about your options and support, contact CCR within 30 calendar days. You can respond to the complaint and provide evidence (documents, records, text messages, video, etc.) and names of witnesses you believe have relevant information. CCR is responsible for conducting the investigation, and it will be assigned to a neutral, conflict-free CCR investigator. The investigation process will follow the steps outlined in the CCR Procedural Guidelines.  Depending on the type of complaint and employee manual or student code of conduct, a designated decision-maker will make final determinations of responsibility; for some types of concerns, a live hearing is required which parties can participate in.

What are my rights? 

You have the right to participate in the process, be informed of the allegations and process, to respond to the complaint, to have an advisor (including an attorney), to review evidence at an appropriate stage of the grievance process, to receive a written determination of the outcome, to appeal determinations of responsibility, and to receive supportive measures such as academic or workplace management plans, safety measures, or referrals to other campus or community resources.  

How is the decision made? 

Responsibility, sanctions, and remedies are determined by a designated decision-maker. The decision-maker may vary based on the case type and the respondent’s classification (E.g., student, civil service employee, faculty, etc.). CCR will inform you of the decision maker and corresponding process. 

What support is available to me? 

Supportive measures are available to both parties. Supportive measures are individualized measures offered as appropriate, as reasonably available, without unreasonably burdening a complainant or respondent, not for punitive or disciplinary reasons, without fee or charge to the complainant or respondent that are intended to restore or preserve a party’s access to a WSU program or activity, and/or provide support during a WSU grievance process. These measures will be considered and implemented based on information available to the University. Supportive measures may include academic support, workplace management plans, counseling, and safety planning. 

What should I avoid doing during this process? 

During the formal grievance process, you should follow the provisions outlined in the “Restricted Activity” section of the notice, and any further guidance from HRS and supervisors. Retaliation, interference, or knowingly providing false information is strictly prohibited and may result in additional university action. If you have questions, contact CCR for guidance. 

How do I get more information? 

For more information, you can respond to the investigator, contact the CCR Office at ccr@wsu.edu or 509-335-8288, or visit the following resources: 

• UPPM 10.60  
• CCR Procedural Guidelines  
• Supportive Measures: Counseling, academic support, and safety planning available.