This Complaints Mechanism specifically applies to complaints relating to acts of racism, hate, discrimination or harassment filed by members of the campus community.
The Complaints Mechanism will follow the process set out in the Respectful Workplace and Learning Environments Policy and the response timeframe noted below when instances of racism, hate, discrimination and/or harassment are reported. For instances where the Complainant and Respondent are both students, the Complaints Mechanism will follow the process set out in the Code of Student Rights and Responsibilities.
Complaints Mechanism
Complainants accessing the Complaints Mechanism will not be subject to any acts of reprisal.
Please provide the following information when submitting a complaint:
- Date and Time of the incident(s)
- Location of incident(s)
- Name of other person(s) involved
- Detail a specific account of what happened and be as detailed as possible
- The effect of the incident
- Names of any witnesses
- Any action taken, including any person to whom the incident has been reported and any attempts at personal resolution.
For complaints following the Respectful Workplace and Learning Environments Policy, submission is made to Human Resources.
For complaints following the Code of Student Rights and Responsibilities, submission is made to one of the following:
Anonymous Reporting
Anonymous reports may pose some difficulties with respect to the University’s ability to respond to and address allegations of racism, hate, discrimination and/or harassment. However, anonymous reports of racism, hate, discrimination and/or harassment can be made using the form at the bottom of this page.
Institutional Assessment
Once a complaint has been received and filed, the designate department or individual will review the complaint to determine whether the allegation(s) would, if proven true, constitute a violation of Nipissing University’s Respectful Workplace and Learning Environments Policy and/or these Guidelines. The designated department will also determine next steps.
For Students: Please refer to the Student Code of Rights and Responsibilities for the procedures, in addition to specific timelines associated with these Guidelines, if the incident is or includes an allegation of racism, hate, discrimination and/or harassment. This includes the Appeals process.
For Staff, Board of Directors, Faculty or Visitors: Please refer to the Respectful Workplace and Learning Environments Policy for procedures in addition to specific timelines associated with these Guidelines if the incident is or includes an allegation of racism, hate, discrimination and/or harassment.
Interim Measures
To ensure the safety and security of all parties during an ongoing investigation, and where the complaint contains serious allegations, the designated department or individual may impose interim measures. Interim measures may include, but are not limited to:
- The separation of the Complainant and the other individual(s);
- No contact orders;
- A writ of trespass; and/or
- The restriction of privileges within the campus community.
(sourced from Sexual Violence and Sexual Misconduct Prevention, Support and Response Policy)
Response Timeline
No more than 30 days following the filing of a complaint, the Complainant will receive initial communication from the designated department or individual along with an outline of the process and next steps to be taken. The Complainant will also be provided with an estimated time for the issue to be addressed including any interim measures if appropriate. The estimated time from when a complaint was received to the final decision as to the outcome of the complaint being communicated to the parties shall be no longer than 12 months.
After the complaint has been filed, the designated department or individual will review the complaint to determine whether the allegation(s) would, if proven to be true, constitute a violation of Nipissing University’s Policies. The designated department will also determine next steps to be followed.
After gathering the necessary information, the designated department or individual makes a final decision on whether Nipissing University’s Policies were breached. If the Policies are determined to have been breached, the designated department or individual will consider and determine the remedial or corrective actions to be taken, as appropriate. Examples of remedial or corrective actions which may be taken include but are not limited to:
- Attendance at educational or training sessions;
- Restricted or prohibited access to Nipissing University campuses and/or services;
- Disciplinary measures such as reprimand, suspension, expulsion or termination.
Along with the final decision, Nipissing University will also provide and outline the appeals mechanism to the parties to the complaint.
If no policies and rules are determined to have been breached, no remedial or corrective actions will be required.
The final decision as to the outcome of the complaint should be communicated to the parties no more than 12 months from when the complaint was received.
Appeals
For Complaints filed under the Code of Student Rights and Responsibilities:
Respondents who have been found to be responsible for acts of racism, hate, discrimination or harassment under Complaints Mechanism have the right to appeal sanctions using the methods noted in the Student Code of Rights and Responsibilities. Students who have made a complaint where there was no violation found can also follow the appeals process.
For Complaints filed under the Respectful Workplace and Learning Environments Policy:
Respondents who have been found to be responsible for acts of racism, hate, discrimination or harassment under the Complaints Mechanism have the right to appeal sanctions using the procedure listed under the Appeals section. Where no violation has be found, Complainants can also follow the appeals process below.
The decision to impose corrective action or discipline for a breach may be appealed in writing by the Respondent within fifteen (15) business days of receiving the decision. The appeal will be made to the Vice-President, Finance and Administration or the Provost and Vice-President, Academic, whoever has jurisdiction over the area in which the breach occurred.
If the decision on corrective action or discipline was made by the Vice-President, Finance and Administration, the appeal can be made to the Provost and Vice-President, Academic. If the decision on corrective action or discipline was made by the Provost and Vice-President, Academic, the appeal can be made to the Vice-President, Finance and Administration. If both are in conflict, the appeal can be made to the President.
Limited Appeal of Outcome of Investigation
For an appeal to be admissible, one or more of the following must be demonstrated:
- Evidence of substantial procedural error during an investigation
- Significant new information about the case that was not accessible by reasonable effort prior to receiving the written report
- Excessive corrective action or discipline
The Vice-President receiving the appeal will have full access to the evidence considered during the investigation as well as the investigator’s report.
Within thirty (30) days of receiving the written appeal, the Vice-President will render a final, written decision. The decision to an appeal is final and binding on all concerned, subject to the applicable right of grievances in collective agreements.
Annual Reporting
Nipissing University commits to providing an annual report to the Board of Governors on the implementation and effectiveness of these Guidelines.
This report will be made publicly available on the Nipissing University webpage dedicated to anti-racism/anti-hate and will be submitted to the Minister each year on January 31st, beginning January 31st, 2026.
