Loyola University > Office for Equity and Compliance > Policy & Procedure > Comprehensive Policy > Definitions & Terminology
Definitions & Terminology
Definitions & Terminology
These terms are important to understanding the Comprehensive Policy:
Administrative resolution is a general term used to describe the various processes by which the University resolves a substantiated formal complaint under the Equitable Resolution Procedures (after a finding of responsibility has been made following investigation and/or admission). Administrative resolution processes may be governed by the Community Standards, Faculty Handbook, collective bargaining agreements, and/or Employee Staff Handbook, depending on the applicable classification of the respondent. Allegations involving student-worker respondents or other respondents who hold dual classifications will be routed to the most appropriate administrative resolution format depending on the individual context of the alleged misconduct, at the discretion of the Executive Director for Equity & Compliance. An administrative resolution officer (“ARO”) is a general term to describe trained and qualified individuals who have a role in these processes.
An affected party is a member of the University community (student, faculty employee, or staff employee) who reports having experienced (or has been reported by another to have experienced) prohibited conduct under the Comprehensive Policy. Affected parties are eligible to request supportive measures and/or file a formal complaint under either the Equitable Resolution Procedures or Title IX Sexual Harassment Grievance Process (“Grievance Process”), as applicable.
Alternative resolution options include non-disciplinary processes such as conflict resolution (mediation, restorative justice), directed discussions, or other negotiated resolution, and constitute one set of procedural options that may be available for the resolution of some formal complaints.
A complainant is an affected party who has chosen to file a formal complaint against a respondent or otherwise chosen to participate in the Equitable Resolution Procedures or the Grievance Process.
Comprehensive Policy Administrator (“CPA”) describes an employee of the University with a professional role in the administration of the policies and procedures of the Comprehensive Policy.
Education program or activity includes locations, events, or circumstances over which the University exercises substantial control over both the conduct of a respondent and the context in which the conduct is alleged to have occurred. This also includes any building owned or controlled by a recognized student organization.
Equitable Resolution Procedures (“ERP”) refers to the steps by which the University resolves formal complaints of alleged misconduct under the Comprehensive Policy, excluding allegations that meet the specific definitional and jurisdictional requirements of Title IX sexual harassment.
The Executive Director for Equity & Compliance (“EDEC”) is the director of the Office for Equity & Compliance and serves as the University’s Title IX Coordinator. Throughout the Comprehensive Policy, some responsibilities of the EDEC may be delegated to other University personnel as needed to ensure efficient and effective service for all stakeholders.
A finding is a determination made at the conclusion of an investigation (ERP) or hearing (Grievance Process) as to whether or not the alleged violation has been substantiated under a preponderance of the evidence standard. A finding of either “responsible” or “not responsible” is assigned to each alleged policy violation individually. In cases involving multiple complainants and/or multiple allegations of the same violation, a respondent may be found “responsible” for multiple violations of the same policy.
A formal complaint (or “complaint”) is a physical or electronic document submitted in writing by a complainant or by the EDEC, alleging one or more violations of the Comprehensive Policy by a respondent, and officially requesting that the University intervene and investigate and/or adjudicate the matter under either the ERP or the Grievance Process (or alternative resolution options, if applicable). ERP complaints and Grievance Process complaints are distinguished as follows:
- ERP complaints are formal complaints of any alleged discrimination, sexual misconduct, retaliation, or other related offenses under the Comprehensive Policy, except for allegations that meet the definitional and jurisdictional requirements of Title IX sexual harassment.
- Grievance Process complaints are formal complaints of alleged misconduct that meets the definitional and jurisdictional requirements of Title IX sexual harassment.
The Grievance Process for Title IX Sexual Harassment (“Grievance Process”) is the set of procedures used by the University to address alleged misconduct that meets the definitional and jurisdictional requirements of Title IX sexual harassment, as required under applicable Title IX regulations (34 CFR 106.45). The Grievance Process is explained in Article 3 of the Comprehensive Policy.
Heightened risk factors is a term used to describe elements that, if suggested in a report of alleged misconduct, may warrant the University initiating a formal complaint irrespective of the wishes and/or participation of the affected party. Heightened risk factors may include, without limitation, indications of predation, threatened or actual violence, weapons, minors, a pattern of alleged misconduct, and/or a potential threat to the safety of the University community.
A preliminary review is an initial review of a report conducted by the University to assess (a) whether the reported behavior may fall under the Comprehensive Policy, and (b) the level of threat that may be present to the University community.
A preponderance of the evidence is the evidentiary standard used at Loyola to determine whether a respondent is responsible for violating the Comprehensive Policy. This standard requires that the totality of the evidence, considered impartially, must indicate that it is more likely than not that the Comprehensive Policy was violated.
Pregnancy, childbirth, and related conditions includes pregnancy, childbirth, termination of pregnancy, lactation, medical conditions related to any of the above (such as gestational diabetes), and recovery from any of the above.
Protected classes are categories of individuals who share an identity such that they qualify for protections against discrimination under the law (and under the Comprehensive Policy). Protected classes at Loyola include race, color, religion, sex, age, sexual orientation, gender identity or expression, national or ethnic origin, ancestry, disability, marital status, parental status, military/veteran status, and any other characteristic protected by applicable law.
Recognized student organization means a student organization recognized by the University according to applicable policy. The term “recognized student organization” includes both registered student organizations (“RSOs”) and sponsored student organizations (“SSOs”), as defined by applicable policies in the Division of Student Development.
A report is a disclosure or other communication to the Office for Equity & Compliance or to another University official with the authority to institute corrective measures on behalf of the University that directly notifies the University of an allegation of prohibited conduct under the Comprehensive Policy. A report may be made by any individual (including third parties) or may be anonymous, and is distinct from a formal complaint.
A reporter is an individual who informs the University of an alleged incident and/or violation of the Comprehensive Policy. The reporter may be the same as the affected party (the person who experienced the alleged misconduct) or may be a third party.
A respondent is an individual who has allegedly engaged in prohibited conduct that could constitute a violation of the Comprehensive Policy. For the purposes of reports and ERP complaints only (i.e., not applicable to Grievance Process complaints), a respondent may also be an organization, such as a recognized student organization or a department of the University.
A responsive intervention is an action undertaken by the University in response to a report or complaint that is intended to ensure or improve the safety and inclusivity of the University community. Responsive interventions range from referring a matter to be addressed by a supervisor to issuing an emergency removal directive, and are undertaken with balanced consideration for the needs of the individual parties, the broader University community, and the University as an institution.
Sanctions (also known as “assigned outcomes” under the Community Standards applicable to students) are individual consequences assigned to a respondent after a finding of responsibility under either the ERP or the Grievance Process, as applicable.
Student means any person in attendance (in person or online) at Loyola, including its Arrupe College. Students include undergraduate, graduate, doctoral, and non-degree-seeking persons.
Title IX sexual harassment refers to sexual harassment or other offenses that meet the definitional and jurisdictional requirements under Title IX.