Grievance Redress System

Grievance Redress Policy and Procedures (GRPP)

1.

The purpose of the Grievance Redress Policy and Procedures (GRPP)is to receive grievances from any member on service or any student aggrieved by any act of another student or member on service and to redress or act upon those grievances legitimately, promptly, and effectively. The term ‘grievance’ means an official statement of a complaint about something considered undesirable, wrong, or unfair, and includes any behavior contrary to the student or employee code of conduct of IUBAT. Any such behavior can be reported under this policy.

The following is a sample list of incidents involving grievance:

Sexual harassment
Any abuse
Intimidation
Violence
Bullying
Humiliation
Neglect
Discrimination
Damage to the assets or property
Incidents harming the institution’s reputation

This policy applies to incidents occurring on campus or on university buses, during or after office hours.

While sexual harassment cases are handled by the Sexual Harassment Committee constituted under the Order of the High Court, other student-related cases are dealt with by the Proctorial Committee, and complaints of Faculty and Staff are taken up by the Disciplinary Committee.

2.

Anyone aggrieved by any act or behavior of any student or any member on service aggrieved by any act of another student or member on service can file an appeal in person or through email(registrar@iubat.edu)and submit a signed hard copy to the Registrar of the university. The Registrar shall take up the appeal with the Proctorial Committee, the Sexual Harassment Prevention Committee, or other relevant committees for necessary hearings and formalities, and, if found authentic, shall forward recommendations for resolution and corrective measuresto the Disciplinary Committee for decisions. The decisions of the Disciplinary Committee shall be reported to the university’s Syndicate. In cases where there is no standing or statutory committee to resolve a specific grievance, a committee with Terms of Reference is constituted by the appropriate university authority.

Policy Against Sexual Harassment

1. Introduction

1.1 The IUBAT—University of Business Agriculture and Technology is committed to creating and maintaining a community where allpersons who participate in University programs and activities can work and learn together in anatmosphere free of all forms of harassment, exploitation, or intimidation. Every member of theUniversity community should be aware that the University is strongly opposed to sexualharassment and that such behavior is prohibited both by law and by University policy. TheUniversity will respond promptly and effectively to reports of sexual harassment, and will takeappropriate action to prevent, to correct, and if necessary, to discipline behavior that violates thispolicy.

1.2 Harassment on the basis of sex is a violation of law. IUBAT—International University of Business Agriculture Technology does not tolerate sexual harassment of its faculty, staff, or students. Individuals who believe they are victims of sexual harassment, as well as those who believe they have observed sexual harassment, are strongly urged to report such incidents promptly to the “Chairperson of the Complaint Committee”. The chairperson will investigate every sexual harassment complaint in a timely manner and, when there is a finding of sexual harassment, take corrective action to stop the harassment and prevent the misconduct from recurring. The severity of the corrective action, up to and including discharge or expulsion of the offender, will depend on the circumstances of the particular case.

1.3 Once a person in a position of authority at IUBAT has knowledge, or should have had knowledge, of conduct constituting sexual harassment, the University could be exposed to liability. Therefore, any administrator,supervisor, manager or faculty member who is aware of sexual harassment and condones it, by action or inaction, is subject to disciplinary action.

2. Objectives of the Policy

To fulfill the directive of the Supreme Court enjoining all employers to develop and implement a policy against sexual harassment in the workplace.
To evolve a permanent mechanism for the prevention and redressal of sexual harassment cases and other acts of gender-based violence at the IUBAT.
To ensure the implementation of the policy in letter and spirit through proper reporting of the complaints and their follow-up procedures.
To uphold the commitment of the IUBAT to provide an environment free of gender-based discrimination.
To create a secure physical and social environment which will deter acts of sexual harassment
To promote a social and psychological environment which will raise awareness about sexual harassment in its various forms.
To generate public opinion against sexual harassment and all forms of gender-based violence.

3. Definition

The following constitute the definition of sexual harassment:

When submission to unwelcome sexual advances, requests for sexual favors, and verbal or physical conduct of a sexual nature are, implicitly or explicitly, made a term or condition of teaching/guidance, employment, participation or evaluation of a person’s engagement in any University activity.
When unwelcome sexual advances, verbal, non-verbal and/or physical conduct such as loaded comments, remarks or jokes, letters, phone calls or e-mails, gestures, exhibition of pornography, lurid stares, physical contact, stalking, sounds or display of a derogatory nature has the purpose and/or effect of interfering with an individual’s performance or of creating an intimidating, hostile, or offensive environment.
When a person/s uses, with a sexual purpose, the body or any part of it or any object as an extension of the body in relation to another person without the latter’s consent or against that person’s will, such conduct will amount to sexual assault.
When deprecatory comments, conduct or any such behaviour is based on the gender identity/sexual orientation of the person and/or when the classroom or other. The public forum of the University is used to denigrate/discriminate against person(s), or create a hostile environment on the basis of a person’s gender identity/sexual orientation.

Some other terms used in sexual harassment are also notacceptable behavior in IUBAT:

Bullying: is an act of repeated aggressive behavior in order to intentionally hurt another, physically or mentally or when a person intentionally inflicts injury or discomfort upon another person, through physical contact, through words or in other ways.

Consensual romantic relationships between members of the University community are subject to other University policies; forexample, those governing faculty-student relationships are detailed in the Faculty Code ofConduct.While romantic relationships between members of the University community may begin as consensual, they may evolve into situations that lead to charges of sexual harassment, subject to this policy.

Harassment that is not sexual in nature but is based on gender, sex-stereotyping, or sexualorientation also is prohibited by the University’s nondiscrimination policies if it is sufficientlysevere to deny or limit a person’s ability to participate in or benefit from University educationalprograms, employment, or services. While discrimination based on these factors may bedistinguished from sexual harassment, these types of discrimination may contribute to thecreation of a hostile work or academic environment. Thus, in determining whether a hostile environment due to sexual harassment exists, the University may take into account acts ofdiscrimination based on gender, sex-stereotyping, or sexual orientation.

4. Application

This policy applies to all Students, Staff, and faculty at IUBAT.This University policy is designed to protect all members of the University community. It applies to peer relationships as well as to superior-subordinate relationships. It also applies to all individuals, regardless of their gender or sexual orientation. This policy applies to the University campuses, vehicles, hostels, laboratories, cafeteria, medical centers, offices of faculties, admission, registry and all auxiliary University locations. Sexual harassment may occur in hierarchical relationships or betweenpeers, or between persons of the same sex or opposite sex.

In determining whether the reported conduct constitutes sexual harassment, consideration shallbe given to the record of the conduct as a whole and to the totality of the circumstances,including the context in which the conduct occurred.

Sexual harassment may include incidents between any members of the University community,including faculty and other academic appointees, staff, coaches, house-staff, students, and non-studentor non-employee participants in University programs, such as vendors, contractors,visitors, and patients.

5. Provisions

Faculty, staff, and students have the right to raise the issue of sexual harassment. Further harassment against complainants or retaliation against complainants or others who participate in the investigation of a complaint will not be tolerated. Appropriate and prompt disciplinary or remedial action will be taken against persons found to be engaging in such further harassment.
The University will deal with reports of sexual harassment in a fair and thorough manner, which includes protecting, to the extent possible and to the extent permitted by law, the privacy and reputational interests of the accusing and accused parties.
Education is the best tool for the prevention and elimination of sexual harassment. Each dean, director, department chair, and/or administrative officer is responsible within his/her area of jurisdiction for the implementation of this policy, including its dissemination and explanation.
It is the obligation and shared responsibility of all members of the University community to adhere to this policy.

6. Enforcement Principles

Enforcement and implementation of this sexual harassment policy will observe the following principles
The Complaint Committee of IUBAT serves as a resource with regard to interpretation of sexual harassment guidelines that includes where complaints are made, who investigates complaints, how complaints are resolved, what procedures are available for appeals, and how records are kept.
Confidentiality of information relating to investigations of complaints of sexual harassment shall be maintained to the extent practical and appropriate under the circumstances and to the extent permitted by law. Individuals charged with implementing this policy shall share information with regard to given incidents of sexual harassment only with those who have a “need to know” in order to implement this policy.
Investigations must be conducted promptly and thoroughly.
Whether particular actions constitute sexual harassment will be determined from the facts, on a case-by-case basis. The university will look at the record as a whole, as well as the context in which the alleged misconduct occurred.
Both the charging party and the respondent will be notified of the outcome of the investigation.
In the event it is found that sexual harassment has occurred, corrective action, up to and including discharge or expulsion of the offender, will be taken through the appropriate channels of the university. The corrective action will reflect the severity and persistence of the harassment, as well as the effectiveness of any previous remedial action. In addition, the university will make follow-up inquiries to ensure the harassment has not resumed and the complainant has not suffered retaliation.

7. How to address workplace harassment

The following are measures to address workplace harassment:

Anti-Harassment Policy. IUBAT will implement the policy that prohibits sexual harassment and bullying. The policy should specifically list the type of conduct that is prohibited, whether oral or written, including lewd comments, jokes or references, and religious epithets, slurs and names. The policy will prohibit such conduct by students, staff, faculty, and third parties.
Complaint Procedure. The procedure should provide for more than one option for filing a complaint, so that an employee does not have to complain to a supervisor or other person who may be involved in the harassment. The IUBAT authority will notify students, staff, and faculty that harassment complaints will be taken seriously, investigated, and will result in discipline against the offender(s), including termination, if inappropriate conduct occurs. IUBAT will also take a strong “anti-retaliation” action so that employees will not hesitate to file a complaint and will feel confident in using the complaint procedure when they have been subjected to harassment.
Distribution and Communication. IUBAT will ensure that the policy is distributed and communicated to all students, staff, and faculty and allow them to ask questions. Each staff member, student, and faculty member should sign a verification acknowledging that he/she have read and understood the policy. Periodic redistribution of the policy will be in place.
Education.As part of the University’s commitment to providing a harassment-free working and learningenvironment, this policy shall be disseminated widely to the University community throughpublications, websites, new employee orientations, student orientations, and other appropriatechannels of communication.The students, staff and faculties should be educated about the types of behavior that are unacceptable. New staff, students and faculties should learn about the policy during their orientation. All students, staff and faculties should receive periodic refresher information.
Supervisor Training. IUBAT will carefully select individuals for staff and faculties who will treat others fairly and avoid inappropriate conduct. Further, supervisors should receive additional training to educate them about their important role in preventing harassment in the workplace. Supervisors should be trained to recognize what conduct may create a hostile environment so that they can stop it at the onset.
Investigating a Complaint. Upon receipt of a complaint of harassment or when the ‘Complaints Committee’ has reason to believe that a potentially harassing situation has occurred or is occurring, the complaint committee must act promptly. It is imperative that the complaint committee investigate all complaints completely and objectively. In addition, a victim making a complaint should be notified as to the outcome of the investigation once a final decision has been made. (Detailsare given in section 7on how to conduct investigations)
Taking Appropriate Action. If the investigation results in a finding that harassment occurred, remedial action must be taken so that the harassment is eliminated and does not reoccur. This may consist of disciplinary action including discharge, or other corrective action such as training.
This policy also prohibits retaliation against a person who reports sexual harassment, assistssomeone with a sexual harassment report, or participates in any manner in an investigation orresolution of a sexual harassment report. Retaliation includes threats, intimidation, reprisals,and/or adverse actions related to employment or education.Examples of retaliation include, but are not limited to
- Unfair grading, evaluation, or assignments
- Unfair changes to conditions of employment
- Information being withheld or made difficult to obtain
- Ridicule (public or private)
- Oral or written threats or bribes
Intentionally False Reports: Because sexual harassment frequently involves interactions between persons that are not witnessed by others, reports of sexual harassment cannot always be substantiated by additionalevidence. Lack of corroborating evidence or “proof” should not discourage individuals fromreporting sexual harassment under this policy. However, individuals who make reports that arelater found to have been intentionally false or made maliciously without regard for truth may besubject to disciplinary action under the applicable University disciplinary procedure. This provision does not apply toreports made in good faith, even if the facts alleged in the report cannot be substantiated by aninvestigation.

8. How to conduct investigations

When an employee complains that he or she is experiencing sexual harassment of any type, the employer has a legal, ethical, and employee relations obligation to thoroughly investigate the charges. In IUBAT, on behalf of the employer the complaint committee will conduct investigations through the following steps:

Before a complaint is filed, the IUBAT authority will post and inform all employees about the policy relative to sexual harassment. It won’t be tolerated; it will be investigated.
Chairperson of the complaint committee will “own” the complaint, and she will assign 2-3 members of the complaint committee for investigations.
Investigation officers will map out a plan that covers the important people and situations to investigate in the initial complaint. Basically, plan the investigation based on current knowledge.
Investigation officers will talk with the employee who is complaining. Guarantee to the employee that he or she is safe from retaliation and that appropriate action was taken in reporting the incident or general situation.
Inform the employee that the chairperson of the complaint committee needs to know immediately about any retaliation, purported retaliation, or ongoing harassment the employee experiences.
The investigation officer/chairperson will ask the employee to tell you the whole story in his or her own words. Listen; take notes. Write down relevant facts such as dates, times, situations, witnesses, and anything else that seems relevant.
Tell the person accused that a complaint has been filed, and that no acts of retaliation or unethical actions will be tolerated. Ask the person to be patient while you conduct a thorough investigation.
Assure the person accused that a fair and just investigation will be conducted on their behalf, as well as that of the accuser.
Interview any potential witnesses in the same manner. Interview any potential witnesses in the same manner. Ask open-ended questions and seek facts that support or disprove the employee’s allegations.
Interview the person who is accused of sexual harassment. Apply the same listening and respectful approach you accorded the person who filed the complaint and the other witnesses.
Take all the information you received and attempt to reach a decision. Make the best decision that you can with the information you have. Consult with other HR colleagues to do the right thing.
Take decisions about whether sexual harassment occurred. Provide the appropriate discipline to the appropriate people, based on your findings. Make work or assignment setting adjustments if necessary.
Recognize that you are not perfect, no situation can be perfectly investigated. Even when harassment may have occurred, there may be no facts or witnesses that corroborate a complainant’s statement.
Assure that no further incidents occur by following up, and documenting your follow-up with the employee who made the original harassment claim. Keep documentation separate from the personnel file.
Afford the employee, who may have been wrongly accused, the same courtesy of follow-up and documentation. Adjust working situations fairly where necessary for the comfort and productivity of all.

8. Disciplinary Action:

The disciplinary action will be commensurate with the nature of the violation.

A. In the case of University employees (staff and faculty), disciplinary action could be in the form of:

The disciplinary action will be commensurate with the nature of the violation.

Warning
Written apology
Bond of good behaviour
Adverse remarks in the Confidential Report
Debarring from supervisory duties
Denial of membership of statutory bodies
Denial of re-employment
Stopping of increments/promotion
Reverting, demotion
Suspension
Dismissal
Any other relevant mechanism.

B. In case of students, disciplinary action could be in the form of:

Warning
Written apology
Bond of good behaviour
Debarring entry into a hostel/ campus
Suspension for a specific period of time
Withholding results
Debarring from exams
Debarring from contesting elections
Debarring from holding posts such as a member of Committee of Courses, membership of college union/association, etc.
Expulsion
Denial of admission
Declaring the harasser as “persona non grata” for a stipulated period of time
Any other relevant mechanism.

C. In the case of third-party harassment/outsider harassment, the University authorities shall initiate action by making a complaint with the appropriate authority.

NOTE

The reasons for the action have to be provided in writing. Action will be taken against the person(s) who try to pressurize the complainant in any way
Enhancement of disciplinary action, by the committee, could depend on factors such as the nature and extent of injury caused to the complainant, the impact of the violation of the institutions as a whole, the position of the harasser in the power hierarchy, repetition of offence etc.
Non-adversarial modes of redressal and resolution could also be considered in appropriate cases. Examples of this may be verbal warning, verbal apology, promise of good behavior etc.

9. What to do if you feel you are being sexually harassed

Know your rights? Sexual harassment is illegal; both the law of the land and IUBAT prohibit sexual harassment.
Speak up? If you can, tell the person to stop. State clearly and firmly that you want a particular behavior to cease.
Get information and support? If you feel you cannot speak up, ask your friends to help you and bring it to the SHCC’s attention. Keep records that might be useful for pursuing the case.

10. What not to do

Do not blame yourself. Sexual harassment is not something one brings on oneself. It is not a consequence of certain ways of dressing or acting. It is a violation of an individual’s right to work and live with dignity
Do not ignore it. Ignoring sexual harassment does not make it go away. The harasser may misinterpret a lack of response as approval of the behavior.
Do not delay. Delay in action increases the probability that unwanted behavior will continue or escalate.
Do not hesitate to ask for help. Speaking up may prevent others from being harmed as well.

Appendix A: Examples of Sexual Harassment

Types of sexual harassment:

Verbal: insults, threats, jokes, or derogatory comments based on gender; sexual innuendo orsuggestive comments; sexual propositions or advances; pressure for sexual favors.
Nonverbal: posting of sexually suggestive or derogatory pictures, cartoons or drawings; makingsuggestive or insulting noises, leering, whistling, or making obscene gestures.
Physical: touching, pinching, squeezing, patting, brushing against the body; impeding or blockingnormal work or movement; coercing sexual intercourse or assault.

Meaning of some words with examples on sexual harassment:

Unwelcome sexual advances – e.g., persistent requests for dates, leering or lewd gestures, touching, grabbing or deliberately brushing up against another person.
Unwelcome requests for sexual favors (Misuse of authority) – e.g., explicit or implicit suggestions that sexual co-operation or the toleration of sexual advances may further a person’s career or affect a person’s academic results.
Unwelcome verbal, non-verbal or physical conduct of a sexual nature – e.g., sexually derogatory or stereotypical remarks; questioning regarding a person’s marital status or sex life; and offensive jokes, gestures, offensive words on clothing, and unwelcome comments and repartee.
Conduct of a sexual nature that creates a hostile or intimidating working or educational environment – e.g., sexual or obscene remarks around the workplace/classrooms/hostels or displaying sexist or other sexually offensive pictures or posters.

Examples of sexual harassment include, but are not limited to the following examples of unwelcome acts:

Touching and any other bodily contact such as scratching or patting a coworker’s back, grabbing an employee around the waist, or interfering with an employee’s ability to move.
Repeated requests for dates that are turned down or unwanted flirting.
Transmitting or posting emails or pictures of a sexual or other harassment-related nature.
Displaying sexually suggestive objects, pictures, or posters.
Playing sexually suggestive music.
A male staff member continually makes off-color, sexual jokes about women in front of a new female apprentice. In addition, he does not give her the important training she needs to successfully complete her apprenticeship and puts her down in front of her co-workers. When she discusses the situation with her supervisor, she is told to ignore it. In addition, when the supervisor witnesses the behavior, no action is taken to stop it.
When an affair between a supervisor and one of his employees goes sour, he refuses to share important information with the employee and gives him poor performance reviews in retaliation for breaking off the relationship.
A clerical worker is promised a promotion if he agrees to date his supervisor.
After a postgraduate student refuses the sexual advances of her dissertation director, she begins to receive extreme, negative criticism, challenging the scholarly worth of her dissertation, although previously the proposal had been given the director’s full support.
A professor constantly asks one of his students to accompany him to a local restaurant to discuss her work. At first, the professor discusses matters related to her coursework, but lately, he has begun talking about his recent divorce and telling the student how pretty she is and how much he would like to get to know her better. Eventually, the professor asks her to go out with him. The student says she would rather they just continue discussing her coursework, but the professor insists they go out next weekend just to have fun.
Not knowing what to do, a student confides in a female faculty member, stating that she is extremely uncomfortable with the advances of one of her professors. Uneasy about discussing the matter with her colleague or the dean, the professor tells the student she can be counted on to lend a sympathetic ear, but otherwise makes no attempt to report.

Appendix B:

The Members of the Complaints Committee:

Dr. Shaila Sharmin, College of Agricultural Sciences, 01717081691, Chair
Rubayea Ferdows, Computer Science and Engineering, 01677 066697, Member
Lulu-Al-Marzan, Department of Language, 01717993216, Member
Farzana Al Ferdous, College of Tourism and Hospitality Management, 01928516482, Member
Roksana Parvin, Department of Psychology, 01722763265, Member
Farjana Hossain, Department of Philosophy, 01732131431, Member
Mehrin Mostafa Mumu, Department of Psychology, 01623281202, Member
Dr. Khadiza Akter (Bonna), Electrical and Electronic Engineering, 01812 291492, Member
Shuvashish Das Bala, College of Nursing, 01777643131, Member
Dr. Hasanuzzaman Tushar, College of Business Administration, 01712498009, Member
Advocate U. M. Habibun Nessa, Member of Naripokkho (Women’s Organization), E-mail: ameeo79@yahoo.com, External Member
Advocate Kamrun Nahar, Member of Naripokkho (Women’s Organization), E-mail: n.kamrun@gmail.com, External Member

Proctorial & Faculty Grievance Procedures

The Proctorial Committee consists of the Proctor and the Proctorial Team Members. It deals with complaints received from students regarding the following:

intimidation
violence
bullying
humiliation
neglect
exploitation
discrimination
damage to the assets or property
Incidents damaging the institution’s reputation
Violations of any code of conduct for students.

The Proctorial Committee has a standing Investigation Committee consisting of two designated Proctorial Team Members (one of whom serves as the Convenor), one representative from the Department(s) of the aggrieved student(s), and one representative from the Department(s) of the students against whom complaints have been lodged.
Upon receiving a Complaint Case forwarded by the Registrar, the Proctor invites members of the academic departments. After investigating the case, the Committee submits the Report to the Proctor, who forwards it to the Registrar for onward submission to the Disciplinary Committee.

Committeeand Procedure for Grievance Redress of Faculty, Officers and Staff

Upon receiving a complaint from Faculty, Officers,or Staff, the Disciplinary Committee shall constitute a three-member investigation Committee consisting of a member of the Disciplinary Committee as Convenor, and include one member from the department of the aggrieved person and another member from any other department as the Disciplinary Committee thinks fit. Upon receiving the Report from the Investigation Committee, the Disciplinary Committee takes an appropriate decision.
The Syndicate reserves the right to constitute any other committee depending upon the circumstances or may delegate the authority to the Vice Chancellor.