Problem-Solving Process for Alumni
This policy applies to all alumni and non-alumni friends of the University of Bristol, whilst engaging with the University through programmes, events, communications, and digital platforms.
1. Introduction
1.1 The University of Bristol hopes that all alumni will find value and relevance in staying closely connected with the University and that they will, in turn, be inspired to play an active role in the institution’s continuing success.
1.2 Our Code of Conduct for Alumni exists to ensure that alumni and non-alumni friends of the Development and Alumni Relations Office (DARO) or their partner entities can experience a safe, harassment-free and respectful environment while engaging in the events, programmes and communications organised or supported by DARO. This Problem-Solving Process for Alumni is for the rare instances in which the behaviour of an individual or group has been identified as in breach of our conduct expectations.
2. Our problem-solving process: I have experienced or witnessed unacceptable behaviour
2.1 Stage 1: informal resolution
If you feel you have experienced or witnessed a breach of our Code of Conduct for Alumni, you should, if possible, seek to resolve the matter informally with the individual who you feel has engaged in unacceptable behaviour. The University of Bristol’s Acceptable Behaviour at Work policy provides advice on informal resolution.
2.2 Stage 2: informal complaint
2.2.1 If you feel unable to raise the matter informally with the individual, or your approach is unsuccessful, then you may raise the matter informally with DARO. We will endeavour to resolve the issue through discussion via email, on the telephone, or in person where possible.
2.2.2 Please note that there are some situations in which we will not be able to address or respond to your informal complaint:
- if you do not provide us with your contact details
- if the complaint is deemed to be abusive, prejudiced, or offensive
- if the complaint is deemed to be harassing
- if your complaint is not related to University alumni engagement activities
2.3 Stage 3: formal complaint
2.3.1 If you prefer, or if an informal approach has not resolved the matter, you may make a formal complaint in writing, using our contact details.
2.3.2 In the case of a formal complaint, where the matter concerns the behaviour of a member of staff or a student of the University of Bristol, we will refer the complaint to be dealt with by the University as set out in the Acceptable Behaviour Statement. Next steps and outcomes will be as per the relevant policy.
2.3.3 Where the matter concerns the behaviour of alumni and non-alumni friends of the University of Bristol, DARO will investigate the behaviour in question and determine whether it represents a breach of our Code of Conduct for Alumni, or other engagement policies, as appropriate.
2.3.4 Next steps in responding to a formal complaint concerning the behaviour of alumni and non-alumni friends of the University of Bristol will be decided on a case-by-case basis, and you will be informed of the outcome. They may include:
- Referral to the University’s mediation services
- A written warning
- Exclusion from certain events, programmes or communications organised or supported by DARO
- Exclusion from all events, programmes or communications organised or supported by DARO
- Referral to relevant authorities.
3. Our problem-solving process: I am the subject of a complaint about unacceptable behaviour and I am not a member of University staff or a student
If a member of the University of Bristol community makes a complaint regarding your behaviour during your engagement with the University, the following process applies.
3.1 Stage 1: informal complaint
A member of DARO staff will notify you of the complaint and provide you with the opportunity to discuss it on the telephone, via email, or in person where possible. We will endeavour to resolve the issue informally through this discussion.
3.2 Stage 2: formal complaint
3.2.1 If it is not possible to resolve the matter informally and/or a formal complaint is received, you will be notified and will have the opportunity to respond. We will investigate the behaviour in question and determine whether it represents a breach of our Code of Conduct for Alumni, or other engagement policies, as appropriate.
3.2.2 Next steps in responding to a formal complaint will be decided on a case-by-case basis. The decision will be made by DARO’s Assistant Director, Engagement, in consultation with the Director of DARO, the Chair of the Alumni Association and other University staff as appropriate. Outcomes may include:
- Referral to the University’s mediation services
- A written warning
- Exclusion from certain events, programmes or communications organised or supported by DARO
- Exclusion from all events, programmes or communications organised or supported by DARO
- Referral to relevant authorities.
3.2.3 You will have the right to appeal the decision reached by DARO. In this case, your appeal will be considered by the University Registrar. The University Registrar’s decision on your appeal will be final.
3.2.4 Should you wish to appeal, you should do this by email to the Registrar - governance@bristol.ac.uk – including details of the complaint and the outcome. For your appeal to be considered, it should be received no more than 15 working days after you receive the decision reached by DARO.
4. Our problem-solving process: I am the subject of a complaint about unacceptable behaviour and I am a member of University staff or a student
4.1 If you are the subject of a complaint about unacceptable behaviour and are a member of University staff or a student, the matter will be referred to the University to be investigated under the relevant procedure.