Reporting Options

Options to Consider

Reporting to the University: Disclosures & Complaints

There are three options to consider if you would like to report what happened to the university:

  • An anonymous disclosure - may result in supports but no modifications/interim measures or investigation process.
  • Disclosure - results in support services, applicable modifications and interim measures for safety, but no disciplinary investigation.
  • Complaint - results in support services, applicable modifications and interim measures for safety. Complaints with tangible links to campus often include a disciplinary investigation, which may lead to sanctions.

The decision to pursue any of these options is yours, and there is no wrong choice. Choosing one option does not prevent you from learning about or pursuing another option at a later time.

People supporting a survivor may also submit a disclosure or a complaint to the university. The survivor's wishes should always guide the decision to take this step or not; in extreme cases a complaint may need to occur. In cases where a supporter may submit a disclosure or complaint, may still be asked to provide information. Learn more about supporting a survivor through the University of Alberta Sexual Assault Centre.

It is important to note that the university is unable to take actions, be they interim measures or disciplinary steps, without a disclosure or complaint.

The university is committed to supporting all survivors. We stand beside you against acts of sexual violence, no matter who they may be committed by. Should you choose to make a disclosure or a complaint, there will be services and experienced professionals ready to assist and support you. You will not be alone and every effort will be made to maintain your safety, privacy, and well being.

Confidentiality

Please know that the privacy and confidentiality of those involved in a disclosure of sexual violence is important and will be protected.

However, university staff members may be required to share necessary information about the case if:

  • There is a likely risk of harm to self or others.
  • Reporting or action is required or authorized by law. 

During a disclosure and/or complaint process, some details may need to be disclosed with the person under allegation in order to meet with the requirements of procedural fairness.

In cases where confidentiality cannot be fully maintained, only necessary information will be disclosed and only to those who need to know. Those affected by the need to disclose necessary information will be informed and supported throughout the process.


Disclosures

Make a Disclosure

As a survivor, the choice to tell someone about your experience is yours. The choice to file a formal complaint is also yours. If you are unsure about making a formal complaint, but would still like to tell someone within the university what happened, then making a disclosure may be a good option to consider.

Making a disclosure can provide you with a confidential and safe means to share your story with someone. It may:

  • help connect you to support services,
  • result in the imposition of possible interim measures to ensure your safety and the safety of others,
  • provide you with modifications
  • inform you of the applicable complaint process should you be interested in learning what that could look like.

Who should you disclose to?

Anyone you trust. They could be a friend, family member, peer, colleague, supervisor, teacher, etc.

Making a disclosure to a personal confidant may lead you to decide to make a disclosure to a member of the university who can provide you with information and access to campus supports and potential complaint options. Making a disclosure to the university may also provide you with the option to access modifications or interim measures.

University offices to consider disclosing to include:

*Note: The University of Alberta Sexual Assault Centre and the Office of Safe Disclosure and Human Rights provide support and referral services only; disclosures made to them may only result in complaints, modifications, and/or interim measures if the individual making the disclosure wishes to initiate action by contacting another office.


When should you disclose?

If and when you disclosure is your choice. Disclosures can be made before, after, or as an alternative to the filing of a complaint.

If you feel that you would benefit from modifications and/or interim measures during your time at the university, making a disclosure to a university office will help ensure that appropriate and timely help can be provided to you.


What will happen when you disclose?

The actions that result from a disclosure will vary based on the individual case. They may include modifications for the survivor or interim measures on the person under allegation.

It’s important to remember that only disclosures shared with offices like the Office of the Dean of Students, Human Resources, Health, Safety and Environment, and/or Faculty Relations can lead to modifications to the survivor’s study/work/residence environment and/or interim measures for the person under allegation.

The University of Alberta Sexual Assault Centre and the Office of Safe Disclosure and Human Rights provide support and referral services only; disclosures made to them may only result in complaints, modifications, and/or interim measures if the individual making the disclosure wishes to initiate action by contacting another office.


Interim Measures

Interim measures are one of the measures available to create a safe environment following a disclosure and/or complaint. Interim measures are imposed on a person alleged to have committed sexual violence.

Interim measures are intended to discourage retaliation, prevent further sexual violence, and/or preserve the University’s ability to conduct a thorough investigation.

Examples of possible interim measures that could be considered include, but are not limited to:

  • No contact with specified individuals;
  • Limited access to specified areas;
  • Change in residence;
  • Change in class or work schedule;
  • Change in work assignment or location;
  • Increased monitoring or supervision.

Survivors who wish to file a complaint for a disciplinary investigation can still do so whether interim measures have been put in place or not.


Modifications

Modifications are one of the options available to support survivors and create a safe environment for them following a disclosure and/or complaint. Modifications are adjustments that the university can make for survivors of sexual violence. They are intended to prevent further harm and aid the survivor in their recovery.

Modifications can relate to the survivor’s academic program, employment, University residence, recreational programming, or other campus programming. Examples may include, but are not limited to:

  • Extensions on assignments; 
  • Exam deferrals (including graduate student candidacy exam and thesis defence;
  • Switching classes;
  • Moving to part-time status;
  • Voluntary leave program;
  • Assistance switching programs;
  • Switching graduate supervisors or labs;
  • Assistance changing the composition of a supervisory committee;
  • Change in residence;
  • Change in class or work schedule;
  • Change in work assignment or location.

Modifications can still be implemented even if interim measures have been put in place. Modifications are intended to support the survivor in their campus academic/work/living environment, whereas interim measures are applied to the person under allegation and support the safety of the survivor and campus community.  Survivors who wish to file a complaint for a disciplinary investigation can still do so even if modifications have been put in place.


Complaints

Anyone Can Make a Complaint

Whether you're an employee, student, volunteer, or visitor, you can file a complaint. 

Survivors can choose to file complaints themselves. In some cases, a supporter may file a complaint on behalf of or in place of the survivor; in these situations, the decision to take this step or not should be guided by the survivor's wishes.

Your Rights When You File a Complaint

As a survivor, if you choose to file a complaint, there will be services and community members available to support you throughout the process. You will not be alone.

People supporting a survivor may also submit a disclosure or a complaint - however, the decision to take this step or not should be guided by the survivor's wishes.

During a complaint process, without limiting the foregoing, but subject to the provisions of any applicable collective agreement, the person who makes the complaint will have the right to and can expect the following:

  • To be accompanied by a support person when you participate in any investigation processes and/or disciplinary proceedings that result from the complaint;
  • To be informed of, make, and respond to procedural requests that are part of the complaint process;
  • To share the survivor's story through oral or written statements about the impact that the sexual violence has had and may have on the survivor. You will also be able to share how the survivor will and/or could be impacted by any sanctions that result from the complaint process. Note for survivors: If you make the complaint as the survivor, you can share your story directly as described, but you will have the option to communicate these statements via your designated support person instead;
  • As the individual who submits the complaint, you will receive a written copy of the resulting decision. Please note: only the individual who submits the complaint will receive this. If the survivor prefers to have someone else file the complaint on their behalf, that individual will receive the written outcome and any available information updates during the complaint process, not the survivor.

Its important to remember that during the adjudication of the complaint, the body hearing the complaint owes a duty of procedural fairness to both parties. Both investigators and adjudicators will carry out their roles being mindful of your needs as a survivor by conducting their work with the aim of reducing the risk of any additional harm or trauma for you.


Complaints About U of A Students

If you would like to learn how to make a sexual violence complaint about a U of A student, please contact the Office of the Dean of Students. They'll be able to provide information about the complaint process and can connect you with key contacts.

Email: dosdean@ualberta.ca


Complaints About U of A Employees & Other Community Members (non-students)

If you would like to learn how to make a sexual violence complaint about an employee or other member of the U of A community (who is not a student), please contact Faculty Relations. They'll be able to connect you to key contacts and can provide information about the applicable complaint process

Email: fsrel@ualberta.ca 


How to File a Complaint with the Police

As a survivor, whether or not you report a sexual assault crime to the police is your choice.

The Edmonton Police Service offers survivors the option of reporting a sexual assault online. When reporting online, survivors can choose to report for information purposes only (similar to a disclosure, this would not result in an investigation or police contact unless you request it). The online reporting tool also offers the option to request a police investigation; if this option were selected, you would be contacted by an investigator within 10 days of submitting your report.

Learn more about reporting to the police, including what to expect, by visiting the Edmonton Police Service’s website.

Confidentiality

Please know that the privacy and confidentiality of those involved in a disclosure of sexual violence is important and will be protected.

However, university staff members may be legally required to share necessary information about the case if:

  • There is a likely risk of harm to self or others.
  • Reporting or action is required or authorized by law. For example, this may be required under the Child and Family Services Act, where reporting is legally required if an incident involves a child 16 or under; or, to comply with the Occupational Health and Safety Act or with human rights legislation.

During a disclosure and/or complaint process, some details may need to be disclosed with the accused to meet with the requirements of procedural fairness.

In cases where confidentiality cannot be fully maintained, only necessary information will be disclosed and only to those who need to know. Those affected by the need to disclose necessary details will be informed and supported throughout the process.

Make a Disclosure

As a survivor, the choice to tell some about your experience is yours. The choice to file an official complaint is also yours. If you are unsure about making a formal complaint, but would still like to tell someone within the university what happened, then making a disclosure may be a good option to consider.

Making a disclosure can provide you with a confidential and safe means to share your story with someone. It may also help connect you to support services, possible interim measures and accommodations, and may inform you of the complaint process that would be applicable should you be interested in learning what that could look like.

Who should you disclose to?

Anyone you trust. They could be a friend, family member, peer, colleague, supervisor, teacher, etc.

Making a disclosure to a personal confidant may lead you to decide to make a disclosure to a member of the university who can provide you with information and access to campus supports and potential complaint options. Making a disclosure to the university may also provide you with the option to access accommodations or interim measures.

University groups to consider disclosing to include:

*Note: disclosures made to the Sexual Assault Centre and to the Office of Safe Disclosure and Human Rights are considered anonymous to the institution and may only result in complaints, modifications, and/or interim measures if the individual making the disclosure wishes to initiate action by contacting another office. In extreme cases, the Office of Safe Disclosure has the discretion to seek support from applicable offices to address a case.

When should you disclose?

If and when you share your disclosure is your choice. Disclosures can be made before, after, or as an alternative to the filing of a complaint.

If you feel that you would benefit from accommodations and/or potential interim measures during your time at the university, making a disclosure to a university office will help ensure that appropriate and timely help can be provided to you.

What will happen when you disclose?

The actions that result from a disclosure will vary based on the individual case. They may include modifications/accommodations for the survivor or interim measures that would be applied to the person under allegation. Individuals who disclose a case of sexual violence may also choose to seek no actions at all.

It’s important to remember that only disclosures shared with offices like the Office of the Dean of Students, Human Resource Services, and/or Faculty Relations can lead to accommodations to the survivor’s study/work/residence environment and/or interim measures for the person under allegation.

Disclosures made to the Office of Safe Disclosure and Human Rights are considered to be anonymous to the institution and are protected under the Ethical Conduct and Safe Disclosure Policy. For this reason, these allegations may only result in complaints, modifications, and/or interim measures if the disclosure wishes to initiate action by contacting another office. In extreme cases, the Office of Safe Disclosure has the discretion to seek support from applicable offices to address a case.

Disclosures made to the Sexual Assault Centre are also considered confidential and may or may not result in a complaint to University of Alberta Protective Services.

Interim measures are one of the options available to create a safe environment following a disclosure and/or complaint. Interim measures are imposed on a person alleged to have committed sexual violence.

Interim measures are intended to discourage retaliation, prevent further sexual violence, and/or preserve the University’s ability to conduct a thorough investigation.

Examples of possible interim measures that could be considered include, but are not limited to:

  • No contact with specified individuals;
  • Limited access to specified areas;
  • Change in residence;
  • Change in class or work schedule;
  • Change in work assignment or location;
  • Increased monitoring or supervision.

The application of interim measures following a disclosure will be the best option for some survivors. Survivors who wish to file a complaint for a disciplinary investigation can still do so even if interim measures have been put in place.

Your Rights When You File a Complaint

If you choose to file a complaint, there will be services and community members available to support you throughout the process. You will not be alone. During a complaint process, you will have the right and can expect the following:

  • As a survivor, you can be accompanied by a support person when you participate in any investigation processes and/or disciplinary proceedings that result from the complaint;
  • As the individual who submits the complaint, you will be informed of, make, and respond to procedural requests that are part of the complaint and resulting investigation process;
  • As the survivor, you will be able to share your story through oral or written statements about the impact that the sexual violence has had and may have on you. You will also be able to share how you will and/or could be impacted by any sanctions that result from the complaint process. This can be done directly by you as the survivor, but you may alternatively wish to communicate these statements via your designated support person;
  • As the individual who submits the complaint, you will receive a written copy of the resulting decision. Please note: only the individual who submits the complaint will receive this. If the survivor prefers to have someone else file the complaint on their behalf, that individual will receive the written outcome and any available information updates during the complaint process.

It’s important to remember that during an investigation and adjudication process, principles of procedural fairness are required. Investigators and adjudicators will carry out their roles according to this requirement of procedural fairness, but will be mindful of your needs as a survivor. They will conduct their work with the aim of reducing the risk of any additional harm or trauma for you.

Making a Complaint About a Student

Making a complaint against a student

Complaints about students are governed by the Code of Student Behaviour. They are investigated by University of Alberta Protective Services, and decisions about possible discipline outcomes are made by the university’s Discipline Officer.

Who to contact for information about the process:
Office of the Dean of Students
dosdean@ualberta.ca | 780-492-4145

Who will you submit the complaint to:
University of Alberta Protective Services
780-492-5050

Who will investigate the complaints:
University of Alberta Protective Services

Who will decide if and what sanctions are applied:
Assigned Discipline Officer

Making a Complaint About a Graduate Teaching/Research Assistant

Complaint against a graduate assistant

Complaints about students are governed by the Code of Student Behaviour. They are investigated by University of Alberta Protective Services, and decisions about possible discipline outcomes are made by the university’s Discipline Officer. 

Who to contact for information about the process:

Office of the Dean of Students 
dosdean@ualberta.ca | 780-492-4145

Who will you submit the complaint to:
University of Alberta Protective Services
780-492-5050

Who will investigate the complaints:
University of Alberta Protective Services

Who will decide if and what sanctions are applied:
Assigned Discipline Officer

Making a Complaint About a Support-Staff Member (NASA)

Make a complaint against a staff member (NASA)

Complaints about support staff (i.e. members of the Non-academic Staff Association) are governed by the NASA Collective Agreement, Article 18 (Discrimination & Harassment Complaints). They are investigated by Human Resource Services and an investigator agreed upon by the University and NASA. Decisions about possible discipline outcomes are made by Human Resource Services (i.e. the Employer).

Who to contact for information about the process: 
Human Resource Services (if applicable, please speak with the Human Resources representative in your unit.) 
@ualberta.ca | 780-492-

Who will you submit the complaint to:
A designated Intake Officer

Who will investigate the complaints:
University of Alberta Protective Services

Who will decide if and what sanctions are applied:
The Employer

Making a Complaint about an Academic Staff Member (ASSUA)

uoa_2000x500_complaint-aasua.png

Complaints about academic staff (i.e. members of the Association of Academic Staff University of Alberta) are governed by the AASUA Collective Agreement, Article 7 (Discipline). They are investigated by an investigator  who has been jointly agreed upon by the University and ASSUA. Decisions about possible discipline outcomes are made by the Provost.

Who to contact for information about the process:
Faculty Relations
@ualberta.ca | 780-492-

Who will you submit the complaint to:
The Provost & Vice-president (Academic)
provost@ualberta.ca | 780-492-

Who will investigate the complaints:
An investigator  who has been jointly agreed upon by the University and ASSUA

Who will decide if and what sanctions are applied:
The Provost

Making a Complaint about a Postdoctoral Fellow

Complaints against post-doctoral fellows

Complaints about a postdoctoral fellow are governed by the Postdoctoral Fellow Discipline Procedure. They are investigated by an investigator appointed by the Vice-president (Research & Innovation). Decisions about possible discipline outcomes are made by the Vice-president (Research & Innovation).

Who to contact for information about the process: 
Postdoctoral Office
@ualberta.ca | 780-492-

Who will you submit the complaint to:
The Postdoctoral Office
@ualberta.ca | 780-492-

Who will investigate the complaints:
An investigator appointed by the Vice-president (Research & Innovation)

Who will decide if and what sanctions are applied:
The Vice-president (Research & Innovation)

How to File a Complaint with the Police

As a survivor, whether or not you report a sexual violence crime to the police is your choice.

The Edmonton Police Service offers survivors the option of reporting a sexual assault online. When reporting online, survivors can choose to report for information purposes only (similar to a disclosure, this would not result in an investigation or police contact unless you request it). The online reporting tool also offers the option to request a police investigation; if this option were selected, you would be contacted by an investigator within 10 days of submitting your report.

Learn more about reporting to the police, including what to expect, by visiting the Edmonton Police Service’s website.