12. In the submission to the head of department, the complainant should set out as clearly and succinctly as possible
(i) the nature of the behaviour that the complainant is concerned about;
(ii) the effect of this behaviour on the complainant; and
(iii) the resolution that the complainant is seeking.
The complaint should include dates and details of any witnesses to any incidents referred to in the complaint, together with any documentary evidence. The complainant should also explain what attempts, if any, have been made to resolve the difficulties.
13. A copy of all written complaints should be sent to the Director of Human Resources for information. In the case of a complaint by a student against a member of staff, the Director of Human Resources, with the student’s permission, will normally forward the complaint to the Director of Student Welfare and Support Services.
14. Every effort will be made to achieve a prompt resolution to the complaint – the aim being to conclude the investigation within a period of no more than six weeks. Both the complainant and the person who is the subject of the complaint will be expected to co-operate with the University in achieving that result. In exceptional cases, an investigation may take longer than six weeks, and both parties will be kept updated about the progress of the investigation.
15. If the complaint is brought by a member of staff, the complainant has the right to be accompanied and supported by a trade union representative or by a colleague of the complainant’s choice from within the University at any meeting held under this procedure. The same is true of the member of staff who is the subject of the complaint. Any student involved in a complaint has the right to be accompanied by another student member, a member of Congregation, or a member of staff from OUSU’s Student Advice Service. These people must maintain appropriate confidentiality.
16. There may be circumstances in which an aggrieved party is not willing, or able, to make a formal complaint but the head of department considers that the implications for the aggrieved person or others actually or potentially affected are serious. This may include cases where other parties, but not the aggrieved party, have made a complaint. In this case, the head of department will consult the Director of Human Resources, and in the case of a student complainant, the Director of Student Welfare and Support Services, and may initiate an investigation and make a decision on further action on the basis of such evidence as is available.