Confidentiality

 

The University understands that it may be difficult to come forward with a concern regarding harassment and discrimination. Equity & Human Rights Services and Western University will make every reasonable effort to handle inquiries, complaints and related proceedings in a manner that protects the privacy of all parties. 

Situations may arise where, in the opinion of EHRS, actions must be taken, or advice must be given, in order to ensure that the University’s responsibility to provide a working and learning environment free of harassment and discrimination is upheld.  All information will be handled discreetly, and any relevant information will be shared only with those who need to know in order to address, review and/or resolve the matter of concern.   

Equity & Human Rights Services is obliged to disclose information where required by law or court order, or where there is a threat to the health, welfare or security of any person. 

File Retention

All consultation notes and materials and alternate resolution documents relating to concerns under the Policy, which are brought to the attention of EHRS, will be retained in confidence for 5 years in the office of EHRS. 

Where a complaint and request for investigation has been made, all relevant documentation, including the investigation report, will be retained in confidence for a period of 10 years in the office of EHRS. 

Following expiration of the relevant file retention period, all documents are destroyed.