Bias/Microaggression

Bias Incident Reporting Procedure for the Campus Community 

Meets SUNY requirements:

  • Commitment to inclusion and respect
  • Multiple reporting options
  • Timely review and response – 2 business days
  • Referral options to appropriate offices
  • Confidentiality and secure documentation
  • Emphasizes using anonymous data to inform training and climate

For anyone in the Campus Community experiencing Bias or Microaggressions

Our college is committed to fostering an inclusive, respectful environment where all in the MVCC community feel valued and supported. To ensure this, we have created a Bias Incident Reporting Procedure for the Campus Community to provide all members of the campus community a safe way to share their experiences, receive support, and promote positive change on campus.

Definitions and Examples of ‘bias’, ‘bias incident’, and ‘microaggression’:

Bias

A bias is a preference or prejudice for or against someone or something, often in a way that is unfair. It can be based on race, gender, age, religion, or other characteristics—and can be conscious or unconscious.

Bias Incident

A bias incident is an action or behavior that is motivated by bias but may not break a law or policy. These incidents can still cause harm and may target someone based on their identity (like race, religion, gender, etc.).

Example: Someone writes a hurtful comment about a reporter's accent on social media.

Microaggression

A microaggression is a subtle, often unintentional comment or action that insults or devalues someone based on their identity. They are small, but the impact can be big over time.

Example: Saying “You speak English so well!” to someone who was born in the U.S.

Step 1: Reporting the Incident

  • Anyone in the Campus Community who believe they have experienced or witnessed a bias-related incident or microaggression may file a report directly with the Executive Director of Equity and Inclusion (EDEI).
  • Reports can be submitted:
    • In writing (via an online form or email)
    • Verbally (in person or by phone)
  • Anonymous reports are accepted; however, follow-up support may be limited in these cases.

Step 2: Initial Review and Appointment

Upon receiving a report, the EDEI will:

  • Review the submission for completeness.
  • Contact the reporter within 2 business days to schedule a confidential, supportive appointment.
  • Offer emotional support during this meeting, ensuring the reporter feels heard, validated, and safe.

Step 3: Listening and Mitigating

During the meeting, the EDEI will:

  • Listen actively to the account.
  • Clarify the nature of the incident and the impact.
  • Discuss possible next steps, including informal resolution options or formal reporting (only if the reporter wishes to proceed).
  • Provide information on available support services (counseling, academic support, community resources).

Step 4: Referral (If Requested or Required)

  • Based on the nature of the incident and the reporter’s wishes, the EDEI may refer the case (with the reporter's knowledge) to:
    • Director of Student Accessibility and Wellness (for reporter mental and emotional health support)
    • Coordinator of Judicial Affairs and Community Standards (for student-to-student concerns)
    • Title IX Coordinator (for incidents involving sex- or gender-based discrimination or harassment)
    • Title VI Coordinator (for incidents involving discrimination based on race, color, or national origin)
    • Human Resources (for staff- or faculty-related concerns that require formal follow-up)
  • Faculty and staff will not be notified or contacted by the EDEI without the reporter’s consent, unless legally required.
  • If a referral is made, the EDEI will help the reporter connect with the appropriate office and ensure a warm handoff. The EDEI may remain available for continued support if the reporter wishes.
  • Reporter may request a follow-up meeting with the EDEI at any time to discuss unresolved concerns or continued support.

Step 5: Documentation and Confidentiality

  • The EDEI will document all reports and meetings in a secure, confidential database.
  • In rare cases, confidentiality may need to be breached when required by law (e.g., there is a threat of harm to self or others, or in cases involving minors or mandated reporting). If this occurs, the reporter will be informed whenever possible.
  • Retaliation against anyone who reports a bias incident or participates in a related process is strictly prohibited and should be reported immediately.
  • Reports are not part of the reporter’s academic or personnel records (e.g., grades, employment status).
  • All documentation is used solely to:
    • Track trends
    • Identify patterns of concern
    • Inform the development of training, workshops, and policy recommendations across campus.
    • In alignment with SUNY policy, de-identified data and summaries of campus bias reports will be shared periodically with the SUNY Office of Diversity, Equity and Inclusion to support SUNY-wide climate improvement efforts.

Step 6: Continuous Improvement

The EDEI will periodically review the data to:

  • Adjust DEI training content for reporters and employees
  • Identify high-need areas on campus
  • Foster a more inclusive and welcoming campus climate
  • Provide outreach and education regarding bias reporting procedures and campus resources on an ongoing basis.