Climate Response

The Climate Response Form is an intake document that allows individuals to reach out to the Climate Response Team to create awareness of a particular situation. It can also be seen as the first step in the process of seeking information about informal or formal processes related to addressing climate-related issues. Submissions can be done by the person who is the aggrieved or from third party. 

Submissions will be reviewed by a member of the Climate Response Team. A response will come from an appropriate team member, which will be determined by the subject of the submission (e.g., a grade dispute question will be addressed by Academic Affairs, hostile and intimidating behavior (HIB) will be addressed by Human Resources, etc.).

Providing name and contact information is not a required component of submission, but one of the questions asks if the person would like someone to follow up with them, in which case the opportunity to provide those details is offered. Please be aware, though, that depending on the content of the submission, mandatory reporting requirements may apply (i.e., sexual harassment, assault, etc.).

Addressing climate issues when they occur is important, even if the submitter does not wish to move towards a formal complaint. When receiving a submission of this type, a member of the Climate Response Team will reach out to the subject of the submission or the direct supervisor to at least make them aware of the issue and encourage proactive measures to mediate, such as providing training opportunities or reiterating climate measures.

The Climate Response Form is not part of the investigation nor are members of the Climate Response Team necessarily part of the investigation. The Climate Response Form is a pathway for helping submitters determine what category their potential complaint might fall within, and to direct them to the informal or formal process related to their situation.

Informal processes are ones that create awareness of a situation but do not necessarily trigger an investigation. This process is often recommended before a formal process is considered. The following is the progression of action steps before a formal process might be considered:

• The aggrieved individual addresses their concerns with the subject in a one-on-one setting to directly seek resolution and understanding of the issue.
• If that does not remedy the situation, a meeting with the supervisor/director/chair can be requested, with the expectation that the issue will be addressed and a corrective plan put in place.
• If the issue is not resolved through discussion of the involved parties and the supervisor/director/chair, the formal process can be invoked.

Formal processes are different depending on the subject (please see the various processes above), but almost always are initiated by a request in writing. In the case of an Academic Affairs issue, that could be submission of a Scholastic Policies and Actions Committee (SPAC) request form, or a formal letter of complaint directed to the supervisor/director/chair if it is an HIB issue that will be adjudicated by a member of CALS HR.

CALS Human Resources is the arbiter of formal investigations involving CALS constituents and often collaborates with campus entities such as the Office of Compliance or the Provost’s Office when appropriate.

Academic related issues addressed by the CALS Office of Academic Affairs are administered through those processes and results are usually final at that level.

The Climate Response Form is available to all members of the CALS community: undergraduate students, graduate students, faculty, and staff. Submitters may be referred to different processes whether they are students, faculty, or staff, but anyone can initiate a conversation by submitting this form.

The Climate Response Form is designed to address questions about specific incidents or suspicions that affect climate or the well-being of an individual or group. The Consultation Service is designed to provide support for developing programs and measures of assessment that will work to mitigate climate issues, but are more proactive in nature.

It is good practice to keep handy the various services and offices outlined on the Climate Reporting page as a source for reaching out when situations arise. Completing the Climate Response Form can help provide direction to the appropriate service, but understanding the support offered by groups like the Employee Assistance Office, Ombuds, or the Office of Student Assistance and Support may streamline the help received.

The ultimate goal is that issues do not rise to the level of complaint or investigation, so ODEI offers resources and training to help assess climate and culture that can be found within the Learning Hub.