Bias Incident Reporting
Something happened. You’re not sure what it means. You can still report it.
If you experience or witness conduct that is harmful, concerning, or may be motivated by bias or prejudice, you can report it. Reporting gives our community an opportunity to understand what is happening, provide support and resources, and identify ways to respond, educate, and prevent future harm. Every report helps us strengthen a campus community where everyone feels respected, supported, and a sense of belonging.
Immediate Safety Concern? Contact Campus Safety at 909.607.2000 or call 911 in an emergency.
What Is a Bias Incident?
A bias incident is conduct, expression, or behavior that is perceived to be motivated, in whole or in part, by prejudice or bias toward an individual’s or group’s actual or perceived identity or protected characteristic.
Bias-related incidents may involve characteristics such as race, color, ethnicity, national origin, ancestry, religion, disability, age, sex, gender, gender identity or expression, sexual orientation, veteran status, or other characteristics protected by College policy or law.
A bias incident is a concern to be reviewed—not a finding that a policy or law has been violated.
A bias-related incident may or may not violate College policy or applicable law. Some conduct may be offensive or harmful but protected by principles of free expression. Other conduct may violate College policy, applicable law, or both.
The College considers the circumstances, context, nature of the conduct, and applicable standards when determining an appropriate response.
Examples of Bias-Related Incidents
Bias-related incidents may take many forms, including:
- A derogatory comment directed at someone’s cultural background.
- Mocking someone’s accent or disability.
- Defacing a cultural organization flyer with offensive language.
- Displaying a symbol intended to demean a particular group.
- Anonymous hateful messages or other bias-related communications.
- Repeated identity-based jokes that contribute to an unwelcoming environment.
Important: An example of a bias-related incident does not automatically mean that a College policy or law has been violated.
How to Report
Bias-related incidents need to be addressed because they reinforce problematic behaviors, harm individuals, undermine civility and understanding in the HMC community and/or impede the educational process. Public discussion and education can promote awareness of prejudice and examination of the values that underlie the HMC community.
There are several options to report bias-related incidents:
- Submit an Incident Report form
- Contact the Dean on Call via Campus Safety at 909.607.2000
- Contact the Office of Institutional Diversity at oid@g.hmc.edu
Student(s) can remain anonymous, however, it can limit the ability to gather information needed to respond to a report.
Scope
Bias incidents may occur in classrooms, residence halls, campus events, online and other campus-related settings or spaces that HMC community members are a part of.
What Happens When a Report is Received
- Report, Review and Address
- Once a report is received, the health and safety of involved parties are assessed, and Campus Safety or the police department will be contacted if a crime has occurred or if there is any possibility of risk to an individual or the community
- If risks are not identified, then the process moves forward and Respondent is notified of allegations
- Initial meetings take place to collect more information (as needed) and provide information about policies, reporting options, rights and resources
- Supportive measures are offered to all parties involved
- Incident report is reviewed by DSA staff to identify which College policy the incident falls under
- A complainant will have the option to engage in an informal or formal resolution process
- The College policies that a bias-incident may violate include (but not limited to):
- A complainant will have the option to engage in an informal or formal resolution process
- If a College policy has not been violated, then the parties can voluntarily engage in an informal resolution process.
- Examples of informal resolutions:
- Mediated meeting or community circle (This is encouraged to help repair harm and broken trust)
- No-contact orders
- Adjustment to work or class schedule(s)
- If the incident violates the Honor Code, then the complainant will be notified that the report will be sent to the Honor Board for review.
- Follow-up
- A DSA staff member will follow-up with involved parties to check if any additional support is needed
- Review and Document: DSA staff will review trends in bias reports to determine if more systematic or targeted action needs to be taken. All reports are documented and maintained in a student information database system
Important Information
The College policies that a bias-incident may violate include (but not limited to):
Prohibited Discrimination, Harassment and Retaliation Policy
Reporting harmful behavior or language helps the College foster a safe, inclusive, and respectful campus. Documenting incidents and collecting data allows the College to better understand the campus climate, identify patterns of concern, implement prevention strategies, and respond effectively when issues arise.
Supportive Measures
When appropriate, prior to or during an investigation, the College may take supportive measures that are designed to restore or preserve access to HMC’s education programs or activities and/or protect student safety. Such measures shall not be punitive and, in the case of students, applied to the fullest extent possible to avoid depriving any student of their education.
Examples of supportive measures include, but are not limited to:
- Counseling
- Extensions of time or other course-related adjustments,
- Modifications of work or class schedules
- Mutual restrictions on contact between the parties
- Changes in housing locations
- Leaves of absence
- Increased security and monitoring of certain areas of campus
Informal Resolution
Individuals who believe that they have been or may be the subject of discrimination, harassment, or other behavior prohibited by College policies may choose to avail themselves of informal resolution procedures. Use of these procedures is not a prerequisite to the filing of a complaint under the formal resolution procedures under the College policy that the incident pertains to. An individual who chooses to make use of informal resolution procedures may terminate the process at any time to pursue a formal complaint.
Informal resolution procedures are designed to correct, rather than punish, the offending behavior; sanctions ordinarily are imposed only within the formal, and not the informal, resolution framework.
Requests for assistance under these informal procedures may be oral or written and should be made as soon as possible after the most recent alleged bias-related incident.
To the greatest extent practicable and possible, requests for assistance under these informal procedures will be dealt with on a confidential basis, and disclosure of their existence will be made only as legally required or to those who, in the interests of fairness and problem resolution, have an immediate need to know. A person seeking assistance under these informal procedures who requests that their name be withheld from the person against whom the complaint is made must understand that it is not always possible to do so (and is not an option under formal resolution procedures). Such requests will be evaluated in the context of the College’s obligation to provide a safe and discrimination/harassment-free learning, working, and living environment. Among the factors that HMC will consider is the seriousness of the alleged behavior and whether there have been other complaints concerning the person whose behavior is at issue.
Formal Resolution
An individual who believes they have been subjected to discrimination, harassment, or other behavior prohibited by College policies may file a formal complaint. The filing of a formal complaint will result in an investigation to determine whether a violation of a policy has occurred.
Resources
Counseling and Wellbeing Resources
Monsour Counseling and Psychological Services
Community and Identity-Based Resources
Office of Black Student Affairs
Chicano/Latino Student Affairs Office
Asian American Resource Center
Confidential Resources
Monsour Counseling and Psychological Services
Safety and Advocacy
Frequently Asked Questions
- If students do not want to go through an administrative process, what are resources and groups that can provide support?
The Office of Wellbeing is available to help students navigate difficult situations and can connect students to other supportive resource offices such as the Empower Center, Monsour Counseling and Psychological Services (MCAPS, the Office of Black Student Affairs, the Queer Resource Center, the Chaplains Office, the Chicano/Latino Students Affairs and the Student Disability Resource Center
- Do I need to know that a policy was violated before I report something?
No. You can report something that concerns you without determining whether it violates College policy or law. The College will review the information and help determine what policies, processes, or resources may apply.
- If something is protected speech, can I still report it?
Yes. Reporting allows the College to understand what occurred and determine whether the expression is protected and what resources or community responses may be appropriate.
- Does reporting automatically start an investigation?
Not necessarily. A report is reviewed to determine what happened, whether there are safety concerns, what policies or processes may apply, and what response options are available.
- Can something be harmful without being a policy violation?
Yes. Conduct can cause individual or community harm without meeting the standards for a College policy violation or legal violation. The College may still offer support, education, dialogue, or restorative opportunities.
- What if I am not sure whether I should report?
You can reach out and ask questions. You do not need to determine the appropriate category or process on your own.
- Can I report anonymously?
Yes. However, anonymous reporting may limit the College’s ability to gather information, investigate a concern, provide supportive measures, or follow up with you.
- What if I am concerned about someone’s immediate safety?
Contact Campus Safety at 909.607.2000 or call 911 in an emergency.
How to Learn More About Implicit and Explicit Bias
Implicit Bias Matters (3 minute video)
National Education Association (website)
Blind Spot: Hidden Biases of Good People (book)
Racial Profiling: Everyday Inequality (book)
Biased: Uncovering the Hidden Prejudice that Shapes What We See, Think, and Do (book)
Important Definitions
Bias Incident
A bias incident is conduct, expression, or behavior that is perceived to be motivated, in whole or in part, by prejudice or bias toward an individual’s or group’s actual or perceived identity or protected characteristic. Bias incidents may target characteristics such as race, color, ethnicity, national origin, ancestry, religion, disability, age, sex, gender, gender identity, gender expression, sexual orientation, veteran status, or other protected characteristics.
A bias-related incident may involve protections under federal law, California law, Harvey Mudd College policy, or more than one of these. The protections that apply depend on the circumstances, including whether the concern involves education, employment, housing, campus programs, or other activities.
You do not need to determine which law or policy applies before reporting a concern. The College can help assess the circumstances and identify the appropriate process.
A bias incident may or may not violate College policy or applicable law. Some bias incidents involve conduct that is offensive or harmful but is protected by principles of free expression. Others may constitute discrimination, harassment, or criminal conduct and should be referred to the appropriate institutional process.
The following are examples of conduct that may violate College policy. The College considers the context, nature, frequency, and impact of the conduct, as well as the applicable policy or legal standard, when determining whether a violation has occurred.
Examples:
- Repeatedly directing derogatory comments or slurs at a student because of their race, ethnicity, religion, disability, gender identity, or another protected characteristic.
- Defacing a cultural organization’s flyer, display, or campus space with racial, religious, or other identity-based slurs or symbols.
- Repeatedly mocking or imitating a student’s accent, disability, religion, or other protected characteristic after the student has expressed that the behavior is unwelcome.
- Displaying or placing a threatening or degrading symbol in a residence hall, classroom, or other shared campus space with the intent to target or intimidate members of a particular identity group.
Protections Based on Characteristics or Status
* This table is a general overview, not an exhaustive statement of every federal or California protection. Laws may apply differently depending on the activity or context and may define protected characteristics in varying ways.
| Protected Characteristic or Status | Federal Law* | California Law* | Harvey Mudd College Policy |
|---|---|---|---|
| Race | Yes | Yes | Yes |
| Color | Yes | Yes | Yes |
| Ethnicity/ethnic group identification | Yes | Yes | Yes |
| National origin | Yes | Yes | Yes |
| Ancestry | Sometimes, depending on the applicable federal protection | Yes | Yes |
| Religion/creed | Yes | Yes | Yes |
| Sex | Yes | Yes | Yes |
| Pregnancy, childbirth, breastfeeding, related conditions | Yes | Yes | Yes |
| Sexual orientation | Yes, in applicable contexts | Yes | Yes |
| Gender identity | Yes, in applicable contexts | Yes | Yes |
| Gender expression | Not uniformly listed as a separate federal characteristic | Yes | Yes |
| Disability | Yes | Yes | Yes |
| Age | Yes, in applicable contexts; generally age 40+ under federal employment law | Yes, in applicable contexts | Yes |
| Genetic information | Yes | Yes | Yes |
| Medical condition | Not generally a standalone federal protected characteristic | Yes | Yes |
| Marital/registered domestic partner status | Not generally protected as a general federal civil-rights category | Yes | Yes |
| Military/veteran status | Protected under certain federal laws and contexts | Yes | Yes |
| Immigration status | Protected in certain federal contexts, but not as a universal federal category | Yes, in applicable contexts | Yes, through applicable HMC policy protections |
| Citizenship status | Protected in certain federal contexts | Yes, in applicable contexts | Covered where protected by applicable law/policy |
| Primary language | May be relevant to national-origin protections in applicable contexts | Yes, in applicable contexts | Yes, through national-origin/language protections |
| Reproductive health decision-making | Not generally a standalone federal protected characteristic | Yes | Protected where applicable under College policy/law |
| Familial stats | Yes, in certain contexts, especially housing | Yes, in applicable contexts | Covered where protected by applicable law/policy |
| Other legally protected characterstics | Yes | Yes | Yes |
Hate Incident
A hate incident is an act motivated, in whole or in part, by bias against a person’s actual or perceived protected characteristic that is offensive, intimidating, threatening, or harmful but does not necessarily constitute a criminal offense.
A hate incident may violate College policy even when it does not meet the legal definition of a hate crime.
Examples:
- Anonymous hateful messages.
- Bias-related vandalism that does not meet criminal thresholds.
- Offensive symbols or slurs directed toward members of a protected group.
Hate Crime
A hate crime is a criminal offense committed against a person or property that is motivated, in whole or in part, by bias against a protected characteristic.
The determination of whether conduct constitutes a hate crime is made through the applicable criminal justice process and may involve local law enforcement. If reported conduct may constitute a hate crime, the College will promptly notify Campus Safety, assess reporting obligations under the Clery Act, and coordinate with law enforcement as appropriate.
Examples may include:
- Assault motivated by racial or religious bias.
- Criminal vandalism targeting a religious space.
- Threats or property damage motivated by bias.
Protected Speech
Protected speech is expression that is safeguarded by constitutional principles or applicable law, even if it is offensive, controversial, unpopular, or deeply upsetting to members of the community.
As a private, nonsectarian institution in California, Harvey Mudd College recognizes student free expression rights consistent with the Leonard Law (Cal. Educ. Code § 94367 and § 66301). Consequently, the College may not discipline students solely because their protected speech is offensive or unpopular.
Protected speech does not include conduct that:
- Constitutes unlawful harassment or discrimination.
- Includes true threats.
- Incites imminent unlawful action.
- Constitutes intimidation or targeted harassment as defined by applicable law or College policy.
The existence of protected speech does not prevent the College from offering supportive resources, educational programming, or voluntary restorative opportunities.
Microaggressions
Microaggressions are subtle, indirect, intentional, or unintentional comments, behaviors, or environmental messages that communicate negative, dismissive, or stereotypical assumptions about an individual’s identity or lived experience.
While a single microaggression may not violate College policy, repeated or pervasive conduct may contribute to a hostile environment or may become relevant in assessing allegations of discrimination or harassment.
Examples include:
- Repeatedly mispronouncing or refusing to learn someone’s name.
- Assuming a student was admitted solely because of their identity.
- Asking intrusive questions that imply someone does not belong.
Discrimination
Discrimination is adverse treatment or the denial of opportunities, benefits, services, or participation based on an individual’s actual or perceived membership in a protected class, in violation of College policy or applicable law.
Discrimination may occur in admissions, employment, housing, education, programs, activities, or access to College resources.
Examples include:
- Denying participation in a program because of disability.
- Unequal employment decisions based on protected characteristics.
- Excluding individuals from educational opportunities because of their identity.
Harassment
Harassment is unwelcome conduct directed toward an individual based on a protected characteristic that is sufficiently severe, pervasive, or objectively offensive that it interferes with or limits a person’s ability to participate in or benefit from the College’s educational programs, employment, or activities.
Harassment may be verbal, written, visual, physical, or electronic.
Retaliation
Retaliation is any materially adverse action taken against an individual because they reported misconduct, participated in an investigation, requested supportive measures, opposed prohibited conduct, or exercised rights protected under College policy or law.
Retaliation is prohibited regardless of whether the underlying complaint is ultimately substantiated.
Examples include:
- Threatening or intimidating someone for making a report.
- Excluding an individual from opportunities because they participated in an investigation.
- Taking adverse employment or educational action in response to protected activity.
Restorative Practices
Restorative practices are voluntary, relationship-centered processes designed to repair harm, rebuild trust, strengthen community, and promote accountability through dialogue rather than punishment.
Restorative practices recognize that misconduct and community conflict create harm that extends beyond policy violations and seek to involve those affected in identifying needs, responsibilities, and appropriate steps toward repair.
Common restorative practices include:
- Community circles
- Facilitated dialogue
- Restorative conferences
- Accountability agreements
- Reflection and educational activities
- Community repair plans
Restorative practices are not investigative or disciplinary processes and are generally not appropriate where participation cannot be voluntary or where significant safety concerns or power imbalances exist.
Community Harm
Community harm refers to conduct or incidents that negatively affect the safety, well-being, trust, sense of belonging, or educational environment of members of the College community, regardless of whether the conduct violates College policy or applicable law.
Community harm may result from a single significant event or from repeated actions that collectively undermine inclusion, respect, or community relationships.
Examples include:
- Repeated identity-based jokes that create an unwelcoming environment.
- Public acts that target or demean a campus community.
- Displaying a hostile or derogatory symbol in a shared campus space that causes members of the targeted community to feel unwelcome or fearful.
- Behavior that significantly disrupts the community’s sense of safety or belonging.
Recognition of community harm does not, by itself, establish that a policy violation has occurred. Rather, it may prompt supportive outreach, educational interventions, restorative practices, or referral to the appropriate institutional process.