Information About Formal Complaints & Investigations

What happens after a Report is received by the Office for Institutional Equity?

When a report is received, the Office for Institutional Equity has the primary responsibility for coordinating the institution’s efforts as outlined in the Policy Against Discrimination, Harassment, and Sexual Misconduct and Resolution Procedures (interim).

Upon receiving a report, the Office for Institutional Equity will reach out to the Complainant (the person who allegedly experienced the harm) via Vassar email, if available. This communication will include:

1. The role of the Office for Institutional Equity
2. The reported information
3. Relevant College policies and procedures
4. Confidential resources
5. An invitation to meet with a member of the Office for Institutional Equity team to discuss supportive measures and other available resources.

The Complainant has the right to choose how and when to respond to the Office for Institutional Equity’s outreach. However, it is important to connect with them to receive all relevant information, which will help in making a decision that best fits the Complainant’s needs. Supportive measures will be offered at no cost to the Complainant, including but not limited to academic assistance, housing changes, workplace adjustments, a No Contact Directive, immigration and visa assistance, campus escorts, counseling, a campus advocate, and other reasonable measures to help ensure the Complainant can continue their academic program at the College.

To arrange these supportive measures, the Complainant will need to communicate with the Office for Institutional Equity. Meeting with the Office for Institutional Equity does not imply that any additional actions will be taken. The Complainant should be aware of multiple options available to them. They have the opportunity to file a Formal Complaint, request an informal resolution process, or seek supportive measures only. Notifying law enforcement may also be an option, and the Office for Institutional Equity can assist the Complainant in connecting with the appropriate agency.

If a Complainant chooses to file a Formal Complaint, or if the Assistant Vice President for Institutional Equity and Title IX Coordinator files one, the administrative resolution process will commence. This process includes providing a Notice of Investigation and Allegations to the parties involved, conducting an investigation, holding an administrative hearing, and allowing for an appeal. After a Formal Complaint has been filed and the Respondent (Vassar student, administrator, faculty member, or staff member) has been identified and notified, the Respondent will also be offered supportive measures.

What happens after a Formal Complaint is filed?

Once the College receives a formal complaint, the Office for Institutional Equity will notify both parties—the Complainant and the Respondent—of the investigation via their respective Vassar email addresses. The assigned investigator will then arrange separate meetings or interviews with each party (and their Advisor). During these meetings, both parties will have the opportunity to present evidence, share their experiences, provide witness information, and ask questions.

How is a Complainant Resolved?

There are four general ways to resolve a formal complaint: (a) informal resolution, (b) administrative resolution process, (c) withdrawal of the formal complaint, or (d) dismissal by the AVP for Institutional Equity & Title IX Coordinator. This process aims to ensure thorough and fair handling of complaints while providing support and information to all parties involved.

How is an Informal Resolution Process handled?

Informal resolutions are achieved through facilitated dialogue, mediation, or negotiation. This process requires an agreement between the parties involved, as well as approval from the following: the AVP for Institutional Equity & Title IX Coordinator, Associate Dean of the College for Student Living and Wellness (for student respondents), the Dean of Faculty (for faculty respondents), or Human Resources (for administrator or staff respondents), as appropriate. The process is separate and distinct from the College’s formal Administrative Resolution and investigation process. For the complete details on the College’s Informal Resolution Process, see the Interim Discrimination Resolution Process—Informal Resolution.

Overview of the Administrative Resolution Process

The formal resolution process should ordinarily be completed in 90 business days. The College will make a good faith effort to complete investigations in 30–60 business days and as promptly as circumstances permit. However, some investigations may take weeks or even months, depending on the nature, extent, and complexity of the allegations, availability of witnesses, police involvement, etc. For the complete details on the College’s Administrative Resolution Process, see the Interim Discrimination Resolution Process—Administrative Resolution.

1. Formal Complaint: A formal complaint is filed by the Complainant or initiated by the Assistant Vice President for Institutional Equity and Title IX Coordinator.
2. Notice of Investigation and Allegations: A notice is sent to both parties regarding the investigation and allegations.
3. Investigator Assignment: An investigator is assigned to the case.
4. Evidence Collection: The investigator collects evidence, which includes:
   • Complainant Interview
   • Respondent Interview
   • Witness Interviews
   • Documentary Evidence Gathering
   • Follow-Up Interviews
5. Draft of Investigative Report: The investigator completes an initial draft of the Investigative Report.
6. External Decision-Maker Assignment: An external decision-maker is assigned to the case. The Decision-maker will have received specialized training with respect to adjudication of alleged policy violations of discrimination and harassment based on protected characteristics, including sexual assault, intimate partner/dating violence, domestic violence, stalking, and other allegations of misconduct covered under the College’s Interim Policy.
7. Draft Investigative Report Distribution: The draft investigative report and all directly related and relevant evidence are provided to both parties (and their advisors). They have ten (10) business days to respond in writing, including any new evidence, clarifying information, and questions they wish to ask the other party and witnesses.
8. Follow-Up Questions: The investigator meets with the parties and witnesses for follow-up questions, as deemed appropriate by the external decision-maker.
9. Pre-Hearing Meetings: The external decision-maker may invite the parties (and their advisors) to separate pre-hearing meetings for relevant and appropriate follow-up questions.
10. Final Investigative Report: The final investigative report, along with responses, is provided to the parties (and their advisors) through secure electronic transmission.
11. Title IX Live Administrative Hearing: If applicable, a live administrative hearing will be conducted for Title IX complainants under the 2020 Title IX Regulations. This process applies to all formal complaints of sexual harassment (including sexual assault, domestic violence, dating violence, and stalking) involving students, staff, administrators, or faculty alleged to have occurred prior to August 1, 2024.
12. Informal Resolution: Either party may request an informal resolution at any time following the filing of a formal complaint prior to notice of finding/outcome.
13. Notice of Finding/Outcome: A notice of finding, including outcomes, remedies, sanctions, and information on the appeal process, is delivered to both parties simultaneously.
14. Appeal Process: If applicable, an appeal process is initiated, and an external appeal decision-maker is assigned.

Who makes the final decision about a Respondent’s responsibility and sanctions?

Determinations regarding whether a Respondent violated Vassar’s Policy Against Discrimination, Harassment, and Sexual Misconduct, as well as other associated College Regulations, are made by a trained and neutral external Decision-maker at the conclusion of an administrative resolution process.

Sanctions and corrective remedies are determined by the appropriate College senior leader in consultation with the external Decision-maker.

1. Student Respondents: Associate Dean of the College for Student Living and Wellness, or designee
2. Administrator and Staff Respondents: Associate Vice President of Human Resources and Chief People Officer in consultation with the Respondent's direct supervisor, second-level supervisor, or senior officer, as appropriate
3. Faculty Respondents: Dean of the Faculty

What are the possible sanctions a Respondent could face if found responsible?

There are a range of possible sanctions that may be imposed by the College, ranging from a warning to expulsion/termination. Many factors are considered by the external Decision-Maker and senior leader (See pages 27–30 of the Policy Against Discrimination, Harassment and Sexual Misconduct Resolution Procedures). 

Is there an appeal process?

Yes. The Complainant and Respondent each have the right to appeal the decision. The limited grounds for appeal available are as follows:

1. A procedural irregularity that would change the outcome. 
2. New evidence that would change the outcome and that was not reasonably available at the time the determination regarding responsibility was made.
3. Evidence that the AVP for Institutional Equity and Title IX Coordinator, Faculty Director for Institutional Equity, assigned investigator(s), Decision-maker, or other designated College officer had a conflict of interest or bias for or against a party, or for or against complainants or respondents in general, that substantially affected and would change the outcome of the matter. A perceived conflict of interest or bias is not alone or in itself grounds for appeal, without further evidence. 
4. The sanctions fall outside the range of sanctions designated for the Policy violation, considering the cumulative conduct/disciplinary record of the Respondent.

For more information, see pages 31–34 of the Policy Against Discrimination, Harassment, and Sexual Misconduct Resolution Procedures.

What happens if a Respondent takes responsibility for alleged policy violations?

The Respondent has the option to accept responsibility for all alleged policy violations at any stage of the administrative or informal resolution process. If the Respondent indicates a willingness to accept responsibility for the alleged misconduct, the resolution process will be paused. At this point, the Assistant Vice President for Institutional Equity and Title IX Coordinator will refer the case to the Associate Dean of the College for Student Living and Wellness (for students), Human Resources (for administrators and staff), or the Dean of the Faculty (for faculty). They will work to determine whether all parties involved, along with the College, can reach an agreement on responsibility, sanctions, and/or remedies.

What is Vassar’s Policy Against Retaliation?

Vassar College prohibits retaliation. Retaliation exists when an individual harasses, intimidates, or takes other adverse actions against a person because they participate in an investigation or supports someone involved. The College will impose sanctions on any faculty, student, or staff member engaging in retaliation or on individuals who encourage third parties to retaliate on their behalf. While you cannot be subjected to retaliation, you also must not retaliate against anyone involved in an investigation.

What is Vassar’s Expectations for Confidentiality?

You have the right to discuss this matter with your advisors and others, but the College is required under law to conduct this investigation confidentially. We ask for your discretion and hope that you will respect the private and sensitive nature of these allegations and the investigation and resolution process. Information about the investigation will be shared only with campus partners on a need-to-know basis. 

Contact Us. If you have any other questions about the investigation process, please do not hesitate to contact the Office for Institutional Equity directly at (845) 437-7924 or email us at equity@vassar.edu.