Reporting Mistreatment

Reporting Procedure

There are three main ways for reporting and resolution of incidents involving mistreatment.

Direct Conversation and Resolution

When an alleged mistreatment incident occurs, the parties involved are encouraged but not required to resolve the matter directly.

  • A student may contact the ombuds to initiate and support this process.
  • Any of the individuals who are approached by a student for a direct conversation can provide support and help the student receive appropriate support services.
  • Even in cases where a direct resolution is reached, any involved party is encouraged to report the incident through the Mistreatment Reporting Form (MRF) either anonymously or not.

Mistreatment Reporting Form (MRF)

A reporting form has been developed to ensure all medical students can report any concerns of mistreatment in a timely manner. This form is available via a link on the LMS and Brody Office of Student Affairs website. In accordance with FERPA, all reports reconsidered part of the student record and protected under all applicable laws.

The following steps are taken during the formal reporting process to reach resolution:

  • The MRF allows for reporting with or without personally identifiable information about the reporter.
  • Incidents reported via MRF are routed by the Director of ODAS directly to the SADAA unless the SADAA is identified as the source of mistreatment – any concerns regarding the SADAA are to be routed to the Executive Dean.
  • When a mistreatment report is received, the SADAA contacts the LEC to arrange a meeting to review the reported incident(s). If a member(s) of the LEC is named in the report, the member(s) in question will not be invited to the meeting.
  • Incidents are reported to LEC in an anonymous way to maintain confidentiality.
  • When a reporter self-identifies, the SADAA can provide feedback to the reporter on resolution and/or recommendations.

Resolution through Facilitation by the Ombuds

In some situations, reporting may be hindered by a variety of factors, including reluctance of the reporting individual to address the alleged offender, or intransigence of the alleged offender. A position of Ombuds has been established to help resolve such conflicts.

The role of the Ombuds is to collect information concerning the mistreatment incident from appropriate sources and mediate between the parties with the intent of reconciling the matter to the satisfaction of both parties. This process is designed to preserve the confidentiality of all parties involved to the extent possible.

Policy and law prohibit retaliation for reporting and/or participating as a witness regarding a potential violation of law and/or University policy. The Ombuds can be contacted via the MRF or email at BSOMOmbudsOffice@ecu.edu.

The following duties apply to the Ombuds:

  • Any person may contact the Ombuds to seek assistance in resolving a conflict for any reason.
  • The Ombuds is designated by ECU main campus and will not be an individual with medical student supervisory or administrative responsibilities at the BSOM.
  • Incidents of mistreatment will be handled by the Ombuds according to ECU policy.
  • The Ombuds will provide a redacted report biannually directly to the Executive Dean of the BSOM