EOA Processes

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Prohibited Conduct

The Equal Opportunity and Access Office (EOA) is responsible for addressing and resolving reports of Prohibited Conduct as defined by EOA policies at Vanderbilt University. Reports of Prohibited Conduct are resolved by providing supportive measures, facilitating informal resolutions, conducting training, or initiating a formal investigation.

Prohibited Conduct in this context includes discrimination, discriminatory harassment, and related retaliation on the basis of protected class, including race, national or ethnic origin, religion, age, disability, sex, sexual orientation, gender identity, gender expression, military or veteran status, and genetic information.

When to Report

Reports can come from a number of sources, including, but not limited to, employees, faculty, staff, students, vendors, and government agencies. If you believe you have experienced or witnessed discrimination, discriminatory harassment, or retaliation, report the conduct to EOA.

How to Report

Submit an Incident Report Form. You can also call 615-343-9336
, email eoa@vanderbilt.edu, or visit EOA’s office at the Loews Vanderbilt Office Building, 2100 West End Avenue, Suite 700. If you call, email, or visit EOA’s office, a staff member can assist you in submitting a report.

Your Rights and Responsibilities

There are typically at least two primary parties in a reported EOA matter, a complainant and respondent. A complainant is a person who is reported to have been subjected to Prohibited Conduct. A respondent is a person alleged to have engaged in Prohibited Conduct.

After you report a concern, EOA will review the information and identify possible resolutions and support options. If a report does not fall under EOA's purview, EOA will connect the impacted party with the appropriate office or resources to ensure the concern is addressed.

If you report a matter involving individuals other than yourself, neither the complainant nor the respondent is told the source of the report. EOA outreaches to the impacted party, or the complainant, to learn more about their concerns and discuss resources and resolution options. The complainant can decline to participate in this meeting, though EOA’s ability to assess and address a matter is limited without their participation.

If a formal investigation is initiated, EOA typically first interviews the complainant(s), then the respondent(s) are informed of the allegations and interviewed. The complainants and respondents are given every opportunity to ask questions, provide information, and offer names of witnesses or other relevant people.

Consistent with EOA Policies, retaliation against any person who files a complaint, participates in an investigation, encourages someone to file, or otherwise opposes discrimination is strictly prohibited.

Formal Investigations

An EOA investigation is a neutral fact-finding process. When informal steps are insufficient or when institutional imperatives warrant, EOA conducts prompt, equitable, and fair investigations. During an investigation, EOA may request and review evidence submitted by the parties and witnesses and other records or documents relevant to the allegations. EOA ensures the complainant, respondent, and appropriate leadership are informed at each step of the investigative process.

After the investigation is complete, EOA determines whether, by a preponderance of the evidence, a violation of EOA policies occurred. EOA will notify the complainant(s) and respondent(s), and relevant leadership, of the outcome. EOA is not responsible for disciplinary determinations or outcomes. Those decisions are made by the appropriate leadership who have purview over the respondent.

If you filed a charge with an agency outside of Vanderbilt, the investigator will not be able to notify you of the finding; your inquiries must be made to the agency where you filed your charge.

Frequently Asked Questions

  • Who can file an incident report?

    Employees, faculty, staff, students, and anyone who believes they have been discriminated against by someone within the Vanderbilt community.

  • How long does it take to conduct an investigation?

    It depends on several factors, including but not limited to the complexity of the case, the number of participants, the participants’ responsiveness and availability, the amount of documentation that must be gathered and analyzed, or the investigator's caseload.

  • Is there a time limit to file a report with EOA?

    No. An individual may file a report with EOA at any time. However, waiting has disadvantages—the evidence may stale, witnesses' recollections may fade, witnesses may leave Vanderbilt, etc. EOA recommends that reporters contact EOA in a timely manner to ensure that an adequate investigation, supportive measures, or other resolution can occur.

  • Is my case confidential?

    Information provided to EOA is kept private to the greatest extent possible. EOA takes great care in protecting interviewees' statements from both the Complainant(s) and Respondent(s). However, in certain situations, (i.e. where disciplinary action must be taken against a Respondent), EOA or other leadership may need to discuss the reported behavior with campus partners on a need-to-know basis.

  • Can I take any action against someone for filing a grievance that turns out to have no merit or for otherwise participating in EOA’s process?

    No. A person has a right under Vanderbilt’s nondiscrimination policies to utilize EOA's grievance process, and any retaliation is strictly prohibited. In addition, anyone who participates in EOA proceedings, encourages another to utilize their right, or opposes discrimination is covered under the retaliation policy as well. If you have concerns that a report was made in bad faith, you can share those concerns with EOA directly.

  • What is retaliation?

    Retaliation includes action threatened or taken, directly or through others, intended to deter a person from engaging in Protected Activity or done in retribution for engaging in Protected Activity. Protected Activity includes (1) reporting (internally or externally) or inquiring, in good faith, about suspected discrimination or discriminatory harassment; (2) assisting others in reporting or inquiring, in good faith, about suspected discrimination or discriminatory harassment; or (3) participating in an investigation or proceeding related to suspected discrimination or discriminatory harassment.