While the process may vary from case to case, investigations should be done in accordance with the following steps:

  1.  Upon receipt of the complaint, an immediate review of the allegations will be conducted, and take any interim actions (e.g., instructing the respondent to refrain from communications with the complainant), as appropriate. If the complaint is verbal, encourage the individual to complete the “Complaint Form” in writing. If he or she refuses, prepare a Complaint Form based on the verbal reporting.
  2.  If documents, emails or phone records are relevant to the investigation, take steps to obtain and preserve them.
  3.  Request and review all relevant documents, including all electronic communications.
  4.  Interview all parties involved, including any relevant witnesses.
  5.  Create a written documentation of the investigation (such as a letter, memo or email), which contains the following:
  6.  A list of all documents reviewed, along with a detailed summary of relevant documents;
  7.  A list of names of those interviewed, along with a detailed summary of their statements;
  8.  A timeline of events;
  9.  A summary of prior relevant incidents reported or unreported; and
  10.  The basis for the decision and final resolution of the complaint, together with any corrective action(s).
  11.  Keep the written documentation and associated documents in a secure and confidential location.
  12.  Promptly notify the complainant and the individual(s) about whom the complaint was made of the final determination and implement any corrective actions identified in the written document.
  13.  Inform the complainant of the right to file a complaint or charge externally.