Guidelines For Reporting Bias-Related Confrontations and Incidents

Developed by UB Diversity Committee
The University makes a clear distinction between bias-related incidents prompted by intolerant behaviors and illegal discrimination based on issues of sex, race, ethnicity, national origin, religion, disability, sexual preference, sexual orientation, marital status, and veteran status. Matters of discrimination in the identified categories are handled by the Office of Equity, Diversity and Affirmative Action Administration. See Appendix 1 of this document for reporting procedures.

Document Quick Links:
Members of the UB Diversity Committee
Bias-Related Confrontations and Incidents
Guidelines for Reporting Bias-Related Confrontations and Incidents
Responding to a Reported Incident
Physical Confrontations
Bias-Related Graffiti
Communicating with the Media
Areas Restricted to the Public and the Press
The Role of the Witnesses
Appendices

• Appendix 1 Procedures for Reporting Bias-Related Confrontations and Incidents
• Appendix 2 Campus Guidelines for Reporting Discrimination Based on Sex, Race, Ethnicity, National Origin, Religion, Disability, Sexual Preference, Sexual Orientation, Marital Status and Veteran Status

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Feel free to contact any member of the UB Diversity Committee for help in reporting bias-related incidents, or simply as a resource.

Guidelines for Reporting Bias-Related Confrontations and Incidents

Student Affairs coordinates the University's response to reports of intolerance toward students that are specifically manifested as bias-related incidents. In defining intolerant behaviors constituting bias-related acts, the following definition ¹ is used:

• An act of intolerance is any attempt to injure, harm, or harass a person because of race, religion, color, national origin, disability, age, sex, or sexual orientation. Such behavior includes acts or attempts that may pose physical or psychological harm or threat to individuals, groups, the University, or the community.
• An act of intolerance differs from other acts of intimidation or criminal behavior because it is motivated by hatred of the characteristics or beliefs of the victim. Acts of intolerance are conscious, deliberate behaviors in contrast to insensitive acts, which may be the result of lack of awareness.

Summary of Guidelines for Reporting Bias-Related Confrontations and Incidents

1. Students are encouraged to report all types of bias-related incidents precipitated by intolerant behaviors.

• In the case of physical confrontation or injury resulting from a bias-related incident, contact University Police immediately at 645-2222.
• For all other bias-related incidents, call Student Affairs at 645-2982.

• Contact University Police and UB Diversity Committee, which will assume responsibility for managing the reported incident.
• Collaborate with University Police and UB Diversity Committee in assessing the situation, determining whom to call, and identifying what additional procedures, if any, are needed.
• When appropriate, notify other University units such as University News Bureau.

I. Responding to a Reported Incident

When a bias-related incident is reported:

• Student Affairs will dispatch a response team to include:
• Individually or collectively, the Associate Vice President for Campus Life, the Coordinator for Intercultural & Diversity Center, and the Director of Judicial Affairs.
• Representatives of other offices such as:
• Campus Ministries Association, Student Health Services, Office of the Provost, University Police, University Residence Halls and Apartments, Counseling Services, University News Bureau, Human Resources, or University Services, as deemed appropriate.

II. Physical Confrontations

If a bias-related incident should accelerate into a physical confrontation, witnesses should:

• Contact University Police immediately at 645-2222
• University Police will begin implementing a plan of action.
• University Police will notify the Vice President for Student Affairs who will coordinate the University's response plan.

III. Bias-Related Graffiti

In the case of bias-related graffiti:

• The Vice President for Student Affairs will contact University Police who will:
• Take photographs of the defaced property as a normal part of the investigative process.
• University Police will then contact the Office of Customer Service for immediate cleaning of the area.

IV. Communicating with the Media

Many bias-related incidents may attract outside media. The Vice President for Student Affairs, in concert with the University News Bureau, has responsibility for all press releases or official University statements regarding bias-related incidents. No comments should be made to the media by unauthorized individuals.

V. Areas Restricted to the Public and the Press

Residence halls constitute a private area reserved for student life.

• Members of the press or media personnel, like members of the public, are not permitted entry to these areas.

• Residence hall employees or authorized University personnel have the right to forbid entry or request that outsiders leave the premises.

VI. The Role of the Witnesses

In the event that a bias-related incident develops in any area:

• An accurate investigation must be conducted by Student Affairs and University Police.
• Parties witnessing the incident may be the most valuable resources the University has in reconstructing the incident so that an appropriate University response can be made.
• Witnesses' willingness to step forward and speak about bias-related incidents can be of great assistance in understanding what went wrong.

Prior to the arrival of representatives from University Police and/or the Office of the Vice President for Student Affairs, staff members or student witnessing the incident should:

• Record their observations of what occurred and what appeared to have precipitated the incident, and
• Attempt to identify as many people as possible who were participants in the altercation.

The University would like to eliminate bias-related incidents, but should one occur, assistance and cooperation by witnesses are needed to manage the incident intelligently and to see that appropriate steps are taken to assist victims of these acts.

• It is imperative that an attempt to minimize the damage and control rumors remains a priority.
• A determination as to what course of action will be taken against the offending parties will be made later by the appropriate University authorities.

Appendices

Appendix 1: PROCEDURES FOR REPORTING BIAS-RELATED CONFRONTATIONS AND INCIDENTS

Students should report all bias-related incidents to:
University Police: 645-2222
Student Affairs (VPSA): 645-2982

INCIDENT	IMMEDIATE ACTION	FOLLOW-UP ACTION
When reporting: Bias-related physical confrontation or injury.	Call University Police immediately at 645-2222. Identify clearly the location of the incident. University Police notifies Student Affairs. Student Affairs dispatches response team.	Response team will: Support the investigation as requested by University Police; provide support to victim(s) and others on site affected by the incident, arrange for immediate care if required; arrange for counseling if desired; implement rumor control strategies; manage information reported to the community; initiate a University response in collaboration with the Office of the President and other key offices as deemed appropriate; prepare a report for the VP of Student Affairs.
Bias-related vandalism in a room or office.	Call University Police immediately at 645-2222. University Police notifies Student Affairs. Student Affairs notifies response team.	Same as procedure for bias-related confrontation.
Bias-related graffiti. Give specific location and description. (For example, profanity painted on the wall in the hallway near Room 415; or, in the ladies' room on the 2nd floor of Norton near Room 214 in the second stall, on door, etc.)	Call Student Affairs at 645-2982 and University Police at 645-2222. University Police take photographs and call Customer Service at Ext. 71 (campus phone) or 645-2025 - Contact Person: Robert Migdalski, Mgr. Customer Service dispatches appropriate work crew to remove graffiti immediately.	Student Affairs meets with University Police to determine follow-up action. If graffiti has been directed toward an individual, the VP of Student Affairs or designee will meet with the individual to offer and arrange for counseling or other support services as desired.
Bias-related mail, posters, or flyers.	Send or bring copy to Student Affairs, 542 Capen Hall. Student Affairs will notify University Police and forward copy.	Same as procedure for bias-related graffiti.
Bias-related sexual harassment.	Call University Police immediately at 645-2222. University Police notifies Student Affairs. Student Affairs notifies response team.	Response team will: Support the investigation as requested by University Police; provide support to victim(s) and others on site affected by the incident; arrange for immediate care if required; arrange for counseling if desired; manage information reported to the campus and external community; and initiate a University response in collaboration with the Office of the President and other key offices as deemed appropriate; prepare a report for the VP of Student Affairs.

Appendix 2: Campus Guidelines for Reporting Discrimination Based on Sex, Race, Ethnicity, National Origin, Religion, Disability, Sexual Preference, Sexual Orientation, Marital Status, and Veteran Status

Report all bias-related incidents involving students to:
Office of Equity, Diversity & Affirmative Acgion Administration (EDAAA)
406 Capen Hall
645-2266; 645-3952 (fax)

If you believe that you have been discriminated against because of your sex, race, ethnicity, national origin, religion, disability, sexual preference, sexual orientation, marital status, or veteran status, the following steps can be taken:

1. Contact the Equity, Diversity & Affirmative Action Administration Office (EDAAA), 406 Capen Hall, 645-2266, for an appointment to report the incident. Victims of bias-related incidents constituting a crime will be strongly encouraged by the EDA AA Office to file a report immediately with University Police.
2. After determining the nature of the complaint, the EDAAA officer will attempt an informal resolution by talking with the alleged offender's supervisor.
1. After this, a meeting may be arranged to include the alleged offender, his or her supervisor, and the complainant. At this meeting, the AA officer will act as a mediator in an attempt to resolve the issue.
2. If the complainant is not satisfied with the outcome of the informal negotiations, a formal grievance may be initiated.
3. Formal grievances may be filed with any of the following:
1. Within the University, through the EDAAA Office
2. New York State Division of Human Rights, 65 Court Street, Buffalo, NY 14202, 847-7632
3. Office of Federal Contract Compliance Programs (OFCCP), 6 Fountain Plaza, Suite 300, Buffalo, NY 14202, 551-5065.
4. Equal Employment Opportunity Commission (EEOC), 6 Fountain Plaza, Suite 350, Buffalo, NY 14202, 551-4441
5. Office of Civil Rights, Federal Building, 26 Federal Plaza, New York, NY 10276
6. Complaints that specifically deal with discrimination based on sexual orientation or sexual preference may also be filed with: State Division of Human Rights, 55 West 125th Street, 13th Floor, New York, NY 10027, (212) 961-8790
4. Pursue civil action through the courts.

^{NOTE: The EDAAA Office will provide further details about any of the information listed above.}

For more information, contact the co-chairs of the UB Diversity Committee:

Andrea Costantino, Ph.D
150 Student Union
Buffalo, NY 14260
Phone: (716) 645-2055
Fax: (716) 645-2371
Email

Patrick Zengierski
Campus Minister / Adjunct Instructor
520 Lee Entrance, Suite 209
636-7495
Email

Related Sites

	UB Diversity Committee
	Office of Equity Diversity, & Affirmative Action Administration
	University Police