Sexual Harassment Seminar Mechanisms in Lingnan University

1. Sexual Harassment Seminar Mechanisms in Lingnan University to deal with sexual harassment Presented by Li Kam-kee, Director of Administration

2. 1. Position of the University on the issue The University is committed to equal opportunity in academic pursuit and employment, and hence to the elimination of any form of discrimination by members of the University community, including members of staff and students. Since sexual harassment degrades the harassee and inhibits his/her academic and work performance, it will be taken very seriously whenever it is known to occur.

3. 2. Promotion and Education In order to promote the awareness on the issue of sexual harassment, the University will organize publicity and education programmes for all staff and students through seminars and talks. The Equal Opportunities Commission (EOC) will organize training seminars for tertiary institutions to develop and administer educational programmes and will also act as an information centre for exchange of information on the progress of the educational programmes.

4. 3. Mediation and Complaint Processes 3.1 Mediation and complaint investigation processes are available to students, academic staff and other employees through the Sexual Harassment Investigation Panel (SHIP) which will be appointed by the President. The SHIP will be designated to carry out the responsibilities. For each allegation/complaint, the SHIP will conduct mediation and/or investigation.

5. Sexual Harassment Investigation Panel (SHIP) Staff members of different genders, preferably of different ranks, appointed by the President on an ad hoc basis, with one Panelist appointed as the Convenor. Persons taking part in the mediation should not be appointed as Panelists. SHIP shall consist of:

6. Responsibilities of SHIP: 1. Informing individuals of available options, including but not limited to mediation and compliant investigation. 2. Informing all parties involved or alleged to be involved in a complaint of available formal disciplinary procedures if the complaint is not resolved through the processes on Mediation.

7. Responsibilities of SHIP (Contd): 3. Informing the individual wishing to initiate an investigation that a written complaint will be required and that the complaint, including the identity of the complainant, will be disclosed to the complainee. 4. Informing all parties involved or alleged to be involved in a complaint that the written report will be submitted via the President to the Ethics and Discipline Committee.

8. Responsibilities of SHIP (Contd): 5. Conducting mediation or investigation on receipt of allegation/complaint. 6. Maintaining records of complaints, reports, and subsequent management action in conformance with the privacy and confidentiality requirements of applicable laws.

9. 3.2 Mediation Process The SHIP will offer to facilitate mediation of the dispute upon the request of any person involved or alleged to be involved in the dispute. Under normal circumstances, attempts at mediation do not require the filing of a written complaint.

10. 3.3 Complaint Investigation Process 3.3.1. Investigation Upon receipt of a signed complaint or referral from Head/Director, the SHIP will conduct a full and impartial investigation. At least two Panelists from different genders shall be appointed on a roster basis to investigate a complaint. Under special circumstances as deemed necessary by the Convenor of the SHIP, a non-staff Council member will join the investigation team to ensure that justice is upheld and seen to be upheld in the process of investigation.

11. In the course of the investigation, the following standards are observed: 1. The complainee will be provided with a copy of the complaint by the investigation team and an opportunity to respond to the allegation. 2. The complainee may appear by counsel or solicitor(s) at the proceedings. The SHIP may also retain the services of a counsel or solicitor(s). Alternatively, the complainee may request that he/she be accompanied by a Committee Member of the Universitys Staff Association. 3.3 Complaint Investigation Process (Contd)

12. 3. Witnesses and concerned parties will be interviewed individually and in conformance with the privacy requirements of applicable laws. The rule of confidentiality will be observed and the rights of both the complainant and complainee respected. 4. The written complaint and relevant documents, if any, will be considered, and will be provided to the parties concerned. 3.3 Complaint Investigation Process (Contd)

13. a) A statement of the issues under investigation. b) The positions of the parties as presented. c) The results of the investigation. 3.3.2 Report of the SHIP The SHIP will submit a written report to the President or his/her designated officer. The report shall contain the following information: 3.3 Complaint Investigation Process (Contd)

14. 3.3.3 Time Limits a) The filing of a written complaint should be made within (i) ninety (90) days from the time of the occurrence which is known or should have been known to the complainant of an act(s) of sexual harassment or action taken as a result of alleged sexual harassment or (ii) thirty (30) days after mediation has been completed, whichever is later. 3.3 Complaint Investigation Process (Contd)

15. 3.3 Complaint Investigation Process (Contd) b) The total time period for the investigation, from the filing of a written complaint to submission of the report and recommended action to the President, will not normally exceed sixty(60) days. c) The President will within six (6) days after receiving the report refer it to the Ethics and Discipline Committee (EDC) for consideration. 3.3.3 Time Limits (Contd)

16. 3.3.3 Time Limits (Contd) d) The decision of the EDC will be made within sixty (60) days of receipt of the report. e) The time limits set forth herein may be extended by the EDC if appropriate. 3.3 Complaint Investigation Process (Contd)

17. 3.4 Confidentiality 1) In the processes of mediation/ investigation every reasonable effort is made to protect the privacy of all parties involved and the confidentiality of all information and documents used in accordance with existing University policies and applicable laws. 2) In the mediation process, no record kept in relation to the case shall include the names of individuals or other information which would permit identification.

18. 3.5 The University encourages the use of the mediation process as the initial step to resolve complaints relating to sexual harassment. If it can be demonstrated prima facie that the conduct of a student or employee of the University warrants disciplinary investigations, formal disciplinary procedures may be invoked.

19. 4. All the provisions herein contained or any part thereof are subject to any variations or amendments which the University Council may consider necessary. Such variations and amendments made by the Council will be announced to members of the University as soon as possible.