Policy On Protection Of Individuals Reporting Discrimination

1. Preamble

Kalinga University is committed to fostering a safe, inclusive, equitable, respectful, and discrimination-free environment for all members of the University community. The University recognizes that effective prevention and redressal of discrimination depend upon individuals being able to raise concerns and report incidents without fear of retaliation, intimidation, victimization, harassment, or adverse consequences. The University therefore recognizes the importance of protecting individuals who, in good faith, report discrimination, harassment, exclusion, victimization, or other conduct contrary to the principles of equality, dignity, and non-discrimination.

Through this Policy, the University seeks to establish appropriate safeguards for complainants, witnesses, supporters, and other individuals who participate in or seek assistance through a discrimination-related grievance process. The Policy aims to promote confidence in institutional grievance mechanisms, protect confidentiality and privacy, and ensure that complaints are handled fairly, sensitively, and in accordance with applicable University rules and law. The Policy shall be implemented in accordance with applicable constitutional provisions, laws, regulations, statutory requirements, and University policies governing equality, dignity, non-discrimination, grievance redressal, and protection from harassment.

2. Principles

The University shall be guided by the following principles:

2.1 Protection from Retaliation

• No individual shall be subjected to retaliation, intimidation, victimization, harassment, or adverse treatment for making a discrimination complaint in good faith or participating in a related grievance process.

2.2 Equality and Non-Discrimination

• Every individual shall have the right to report discrimination and seek institutional assistance without being subjected to discriminatory treatment.

2.3 Dignity and Respect

• Complainants, witnesses, and other participants shall be treated with dignity, respect, empathy, fairness, and sensitivity.

2.4 Confidentiality and Privacy

• Information relating to complaints, complainants, witnesses, and proceedings shall be handled confidentially and shared only with authorized persons on a need-to-know basis, subject to applicable law and institutional requirements.

2.5 Fairness and Natural Justice

• Complaints shall be handled through fair, impartial, transparent, and appropriate procedures while respecting the rights of all persons involved.

2.6 Good-Faith Reporting

• Individuals shall be encouraged to report genuine concerns without fear of adverse consequences.

2.7 Shared Responsibility

• Maintaining a safe reporting environment is a collective responsibility of students, faculty members, staff, administrators, authorities, and other members of the University community.

3. Objectives

The Policy aims to:

• Protect individuals who report discrimination in good faith.
• Prevent retaliation, victimization, intimidation, harassment, or adverse treatment against complainants and witnesses.
• Encourage individuals to report incidents of discrimination through appropriate institutional mechanisms.
• Establish a safe and supportive environment for raising discrimination-related concerns.
• Protect the privacy and confidentiality of complainants, witnesses, and other persons involved in grievance proceedings.
• Ensure that complaints are handled fairly, sensitively, impartially, and expeditiously.
• Provide appropriate institutional support to individuals reporting discrimination.
• Establish clear responsibilities for University authorities, faculty members, staff, and students.
• Promote confidence in the University’s grievance-redressal mechanisms.
• Prevent misuse of institutional grievance mechanisms while ensuring that genuine complaints are not discouraged.
• Promote a culture of accountability, equality, respect, and mutual support.
• Ensure that individuals are not disadvantaged merely because they have raised a genuine concern or participated in a grievance process.

4. Guidelines

4.1 Right to Report Discrimination

Any student, faculty member, staff member, researcher, contractual personnel, or other stakeholder associated with the University may report an incident of discrimination, harassment, victimization, exclusion, or other conduct prohibited under applicable University policies.

Individuals may approach the appropriate University grievance-redressal mechanism in accordance with prescribed procedures.

4.2 Protection of Complainants

The University shall take reasonable measures to protect complainants from:

• Retaliation;
• Intimidation;
• Threats;
• Harassment;
• Victimization;
• Unfair academic or employment-related disadvantage;
• Social exclusion;
• Unwanted disclosure of personal information; and
• Other adverse treatment arising from a good-faith complaint.

4.3 Protection of Witnesses and Support Persons

Protection under this Policy shall also extend, as appropriate, to individuals who:

• Provide information regarding an alleged incident;
• Act as witnesses;
• Assist a complainant in reporting a concern;
• Participate in an inquiry or grievance process; or
• Provide other legitimate assistance in connection with a complaint.

No individual shall be penalized or victimized merely for participating in a legitimate grievance process.

4.4 Confidentiality and Privacy

The University shall take reasonable steps to protect the confidentiality and privacy of individuals involved in discrimination-related complaints.

Information relating to:

• The identity of the complainant;
• The identity of witnesses;
• The nature of the complaint;
• Supporting documentation;
• Statements and evidence; and
• Proceedings and outcomes shall be handled only by authorized persons and in accordance with applicable legal and institutional requirements.

Unnecessary disclosure of sensitive information shall be discouraged.

4.5 Anonymous and Confidential Concerns

Where permitted by applicable University procedures and law, individuals may seek guidance or raise concerns confidentially.

Anonymous information may be considered by the appropriate University authority where it contains sufficient information to identify a potential institutional concern or risk. However, the University’s ability to conduct a formal inquiry may be limited where the identity of the complainant or relevant witnesses cannot be established.

4.6 Non-Retaliation

Retaliation against an individual for making a good-faith complaint or participating in a grievance process shall be treated as a serious violation of institutional expectations.

Retaliatory conduct may include:

• Threatening or intimidating a complainant;
• Spreading malicious information about a complainant;
• Deliberately excluding or isolating the individual;
• Unfairly affecting academic or employment opportunities;
• Harassing the individual online or offline;
• Pressuring an individual to withdraw a complaint;
• Attempting to influence witnesses improperly; or
• Any other adverse action undertaken because an individual reported or participated in a discrimination-related matter.

4.7 Interim Protection and Support

Where necessary and appropriate, the University may consider reasonable interim measures to protect individuals during the pendency of a grievance process.

Depending upon the circumstances, such measures may include appropriate adjustments to academic, workplace, reporting, communication, or other institutional arrangements. Interim measures shall be implemented sensitively and shall not be treated as a determination of guilt or responsibility.

4.8 Academic and Workplace Protection

Students and employees who make complaints in good faith shall not be unfairly disadvantaged in their academic or professional activities because they have reported discrimination. Where a complaint creates a risk of conflict, intimidation, or victimization, the University may consider appropriate administrative arrangements consistent with applicable rules.

4.9 Protection of Personal Information

The University shall take reasonable measures to protect personal information submitted in connection with a complaint. Records shall be maintained securely and shall be accessed only by authorized personnel. Personal information shall not be disclosed unnecessarily or used for purposes unrelated to legitimate institutional requirements.

4.10 Accessible Reporting Mechanisms

The University shall provide appropriate and accessible channels through which individuals may report discrimination or seek assistance. Information regarding grievance mechanisms shall be communicated to students, faculty members, staff, researchers, contractual personnel, and other stakeholders. The University shall seek to ensure that reporting mechanisms are understandable, accessible, and reasonably responsive.

4.11 Support and Guidance

Individuals reporting discrimination may be provided appropriate information regarding available University support mechanisms, including:

• Counselling and wellness services;
• Student support services;
• Mentor-Mentee support;
• Medical or health services where appropriate;
• Grievance-redressal mechanisms; and
• Other relevant institutional resources.

Support shall be provided in a respectful, non-judgmental, and confidential manner.

4.12 Fair and Impartial Inquiry

All complaints falling within the appropriate institutional jurisdiction shall be dealt with through a fair and impartial process.

The concerned authority shall:

• Consider complaints objectively;
• Provide appropriate opportunity to the persons concerned;
• Maintain confidentiality to the extent reasonably possible;
• Examine relevant information and evidence;
• Avoid unnecessary delay; and
• Take action in accordance with applicable University rules and law.

4.13 No Prejudice Against the Respondent

Protection of complainants shall not prejudice the rights of any person against whom a complaint has been made. All parties shall be treated fairly, and findings shall be based upon the applicable procedures, evidence, and institutional rules.

4.14 False or Malicious Complaints

The University recognizes the importance of ensuring that grievance mechanisms are not deliberately misused. A complaint shall not be treated as false or malicious merely because it cannot be substantiated. Action in relation to a knowingly false or malicious complaint may be considered only where such conduct is established through an appropriate process and in accordance with applicable University rules.

4.15 Prohibition on Coercion and Withdrawal

No individual shall be threatened, pressured, intimidated, or coerced into:

• Withdrawing a complaint;
• Altering a statement;
• Refusing to participate in an inquiry; or
• Providing false information.

Any such conduct may be treated as retaliation or misconduct, as applicable.

4.16 Digital and Online Retaliation

Protection under this Policy shall extend to online and digital environments. Cyberbullying, threatening messages, dissemination of confidential information, defamatory campaigns, impersonation, or other forms of digital retaliation connected with a discrimination complaint shall not be tolerated.

4.17 Record Keeping

The appropriate University authority shall maintain appropriate records of complaints, actions taken, and outcomes in accordance with institutional procedures and applicable requirements. Records shall be maintained securely and confidentially.

4.18 Awareness and Sensitization

The University shall promote awareness regarding:

• The right to report discrimination;
• Available grievance mechanisms;
• Protection from retaliation;
• Confidentiality and privacy;
• Responsibilities of witnesses and support persons; and
• Expected standards of respectful institutional conduct.

Awareness programmes, workshops, orientation sessions, seminars, and educational materials may be used for this purpose.

5. Roles and Responsibilities

5.1 University Authorities

The University authorities shall:

• Ensure implementation of this Policy.
• Establish appropriate safeguards for complainants and witnesses.
• Provide adequate resources for grievance-redressal mechanisms.
• Ensure complaints are addressed fairly and sensitively.
• Take appropriate action where retaliation or victimization is established.
• Promote confidence in institutional reporting mechanisms.

5.2 Grievance-Redressal Authorities/Committees

The concerned authorities or committees shall:

• Receive and process complaints in accordance with applicable procedures.
• Maintain confidentiality.
• Conduct proceedings fairly and impartially.
• Protect complainants and witnesses from avoidable exposure or retaliation.
• Maintain appropriate records.
• Recommend or take appropriate action in accordance with their jurisdiction.

5.3 Faculty and Staff

Faculty members and staff shall:

• Treat complainants and witnesses with dignity and respect.
• Avoid retaliation, intimidation, or discriminatory conduct.
• Maintain confidentiality.
• Support individuals seeking assistance.
• Refer complaints to the appropriate authority when necessary.

5.4 Students

Students shall:

• Respect individuals who raise discrimination-related concerns.
• Refrain from harassment, intimidation, bullying, or retaliation.
• Maintain confidentiality where appropriate.
• Cooperate honestly with legitimate grievance processes.
• Support a safe and respectful campus environment.

6. Institutional Support Infrastructure

The University shall utilize and, where necessary, strengthen existing institutional mechanisms to support individuals reporting discrimination, including:

• Grievance Redressal mechanisms;
• Student Counselling and Wellness Cell;
• Mentor-Mentee system;
• Medical Room and health support services;
• Student welfare mechanisms;
• IQAC and relevant administrative authorities;
• Appropriate statutory and institutional committees.

The University’s existing policy framework recognizes the importance of confidentiality, mentoring, counselling, support services, grievance mechanisms, and a safe and supportive institutional environment.

7. Monitoring and Review

• The University shall designate an appropriate authority or committee to oversee the implementation of this Policy.
• Periodic assessments may be undertaken to evaluate the effectiveness of protection and grievance mechanisms.
• Feedback from members of the University community may be considered to improve reporting and protection procedures.
• Complaints relating to retaliation, victimization, intimidation, or harassment shall be appropriately monitored.
• The University shall periodically review the accessibility and effectiveness of its grievance-reporting channels.
• Emerging legal requirements, institutional needs, and good practices shall be considered during policy review.
• The Policy shall be reviewed at least once every three years or earlier, if required.

8. Accountability and Transparency

• All members of the University community shall share responsibility for maintaining a safe environment in which discrimination can be reported without fear.
• University authorities shall ensure appropriate resources and mechanisms for implementation of this Policy.
• Complaints of retaliation or victimization shall be taken seriously and addressed through appropriate institutional procedures.
• Appropriate disciplinary or corrective action may be taken where retaliation, intimidation, harassment, or victimization is established.
• The University shall maintain transparency in its institutional processes while safeguarding the confidentiality and privacy of individuals.
• Information regarding reporting channels and support services shall be readily available.
• The University shall periodically evaluate the effectiveness of this Policy and undertake improvements wherever necessary.

9. Protection and Non-Retaliation Statement

Kalinga University is committed to ensuring that no student, faculty member, staff member, researcher, contractual personnel, or other stakeholder is subjected to retaliation, intimidation, victimization, harassment, or unfair treatment for making a discrimination complaint in good faith or participating legitimately in a related grievance process.

The University encourages individuals to raise genuine concerns and assures that such concerns shall be handled with dignity, fairness, confidentiality, and due regard for the rights of all persons involved.

10. Approval and Implementation

This Policy for the Protection of Individuals Reporting Discrimination shall come into effect from the date of approval by the competent authority of Kalinga University and shall apply to all students, faculty members, staff, researchers, contractual personnel, and other stakeholders associated with the University.

The University shall communicate the Policy through appropriate institutional channels and shall take reasonable measures to ensure its effective implementation.