The Diocese of Southeast Florida

The Center for Christian Formation and Leadership (CCFL)

Grievance Policy
(third draft as of July 13, 2019)

The Bishop of the Diocese of Southeast Florida, the Executive Committee, the Director and Academic Dean of the CCFL, and the faculty and facilitators of the CCFL are committed to providing all students with a learning environment that is distinguished by academic excellence, spiritual formation, and personal growth in a setting that is free from all harassment or discrimination. The Center is committed to the core values of the Episcopal Church in Southeast Florida, which include an emphasis on community, accountability, respect, inclusion, transparency, authenticity, and service to others.

If at any time a student feels uncomfortable with the actions or behavior of anyone associated with the CCFL, he or she may report specific concerns to the Director and Academic Dean, the faculty advisory council, or any member of the faculty or staff of the CCFL with whom the student is comfortable speaking.

All reports will be promptly and thoroughly investigated. The student making the report is expected to cooperate fully in the investigation process. Confidentiality will be maintained to the fullest extent possible. Students must feel free to report an incident and participate in its investigation and are protected from retaliation.

These guidelines are offered in accordance with the Episcopal Church’s commitment to being a community that respects the dignity of every human being (The Book Of Common Prayer 1979, p. 305).

Guidelines for Administration of Grievance Policy

Distribution of Grievance Policy:

  • The Grievance Policy (“the policy”) is to be included in the Student Handbook and distributed to all new students.
  • The policy is to be distributed to returning and continuing students every year.
  • The policy is to be distributed to all faculty and staff members with instruction to immediately inform the Director and Academic Dean (or the Chair of the Faculty Advisory Committee if the Director and Academic Dean is an accused party) immediately of any incident reported to them.
  • Students, faculty and staff must sign the Grievance Policy to indicate that they have received and understand the policy.

Guidelines for Investigation Process When Complaint Has Been Made

Key points:

  • Our first consideration is the safety and security of people, then property.
  • Timing is critical. Evaluation and investigation, if warranted, must begin immediately.
  • It is important to secure “evidence” – documents, photos, emails, texts, etc.
  • It is imperative to demonstrate compassion and to pray continually at each stage of the process.

First step – decide whether to investigate:

  • Is this a potential discrimination or harassment matter covered by the Grievance Policy?
  • Is this a matter already covered by diocesan policies on complaints?

Second step – the Director and Academic Dean or the Bishop to designate investigator(s):

  • Investigator(s) are to be chosen based on neutrality to the issues presented and persons involved as well as the ability to conduct a thorough investigation in a timely manner.
  • The Director and Academic Dean may choose investigator(s) from the CCFL community (other than current students), or from the diocese, and in consultation with the diocesan Chancellor.

Third Step – the role of investigator(s):

  • Explain confidentiality requirements to the student, to the accused individual(s), and to any witnesses identified by either the accusing or the accused party.
  • Conduct in-person interviews with the reporting student, the accused individual(s), and any witnesses identified by either party. Conduct follow-up interviews as needed. Confidentiality is required for all involved to the extent possible, as fully explained at the beginning of the process.
  • Collect documents, “evidence,” or other items that have been identified for evaluation.
  • Review CCFL policies and procedures considering the results of interviews and the evaluation of evidence.
  • Make an initial oral report of findings to the Director and Academic Dean and determine whether further investigation resources are warranted, or whether notice needs to be given to an insurance carrier, the Bishop, the Chancellor, or others.
  • Prepare a detailed written report of the investigation process and findings for the Director and Academic Dean which may include concluding observation(s) and/or recommendation(s) for further action.
  • Maintain confidentiality.

Final Steps – disciplinary action and communication:

  • The Director and Academic Dean is to review the investigation report and determine the appropriate disciplinary action to be taken, if any, keeping in mind any precedents already set, or being set through the current process.
  • All parties should be informed of the conclusion of the investigation process in a timely manner, with reassurance of confidentiality.
  • Disciplinary action is to be communicated both orally and in writing.
  • The reporting student is to be advised, in writing, of the conclusion of the process without the disclosure of the disciplinary action taken, if any.
  • All materials associated with the investigation must be archived and evidence reports must be kept separate from the files of the student reporting the incident and the accused person(s).
  • Maintain confidentiality.