University-Wide Employment Policies

Index

3.1 Employment Policies
3.1.1 Equal Employment Policy
3.1.2 Anti-Discrimination Policy
3.1.3 Sexual Harassment, Sexual Misconduct & Anti-Retaliation Policies & Procedures Under Title IX for Faculty, Staff, Students, and Third Parties
3.1.4 Mandated Reporting of Child Abuse and Neglect
3.1.5 Reasonable Accommodation for Employees with Disabilities
3.1.6 Pre-Employment Drug Screening
3.1.7 Pre-Employment Background Screening
3.1.8 Employment and Education Verification
3.1.9 Substance Abuse
3.1.10 Workplace Violence
3.1.11 Weapons
3.1.12 Immigration Status Policy
3.1.13 Employment of Relatives
3.1.14 On the Job Injury
3.1.15 Proper Attire
3.1.16 Outside Activities
3.1.17 Parking
3.1.18 Key Policy
3.1.19 Mileage
3.1.20 Moving Expenses
3.1.21 Photocopying
3.1.22 Solicitation
3.1.23 Travel Advances
3.1.24 Electronic Communications Systems (ECS) Policy
3.1.25 University Stationery
3.1.26 Conflict of Interest
3.1.27 Bulletin Board
3.1.28 Lost or Stolen Personal Items
3.1.29 Individual Use of University Property
3.1.30 University Identification Cards

3.2 Personnel Records
3.2.1 Policy
3.2.2 Procedure
3.2.3 Responsibilities for Record Keeping

3.3 Pay Periods

3.4 Employee Benefits
3.4.1 Paid Holidays and Leave
3.4.2 Unpaid Leaves
3.4.3 Insurance Benefits
3.4.4 Education Benefits

3.5 Deductions

3.6 Individual Responsibilities
3.6.1 Intellectual Property

Appendix 3.1.18.1 ECS Employee Acknowledgment Form
Appendix 3.1.24.7 Disclosure and Authorization to Obtain Consumer Reports for Employment Purposes & Job Applicant Conviction Record Inquiry Forms

Institutional Policies Applicable to all Employees of the Institution

3.1 Employment Policies

3.1.1 Equal Employment Policy

Chaminade University provides an equal opportunity for all qualified persons and does not discriminate against an employee or applicant because of race, color, national origin, religion, sex, age, disability (mental or physical), genetic information, ancestry, marital status, arrest or court record status, National Guard participation, victim of domestic or sexual violence status, breastfeeding, or any other protected status. This policy applies to all terms and conditions of employment, including without limitation, hiring, promotion, training, transfer, retention, layoff, return from layoff, compensation, benefits, and termination.

3.1.2 Anti-Discrimination Policy

Chaminade University does not discriminate because of race, color, national origin, religion, sex, age, disability (mental or physical), genetic information, pregnancy, gender identity/expression, sexual orientation, ancestry, marital status, arrest or court record status, National Guard participation, victim of domestic or sexual violence status, breastfeeding, or any other protected status. This policy applies to all terms and conditions of employment.

If an employee believes he/she has been discriminated against, he/she should follow the procedures outlined in the “Procedures for a harassment, discrimination, or retaliation action” enumerated in this Policy Manual.

All allegations of discrimination are taken seriously. Retaliation for reporting discrimination is prohibited. However, individuals who intentionally make false reports of discrimination may be disciplined, up to and including termination.

3.1.3 Sexual Harassment, Sexual Misconduct & Anti-Retaliation Policies & Procedures Under Title IX for Faculty, Staff, Students, and Third Parties

Section 1: Introduction
Chaminade University of Honolulu (“Chaminade University” or “University”) recognizes the inherent dignity of all people and is committed to providing an educational and work environment that is free from sexual misconduct and harassment in any form including, but not limited to, sex or gender discrimination, including sexual misconduct such as sexual harassment and sexual assault, stalking, domestic and dating violence. These behaviors are harmful to the well-being of our community members, the learning/working environment, and collegial relationships among our students, faculty, and staff. All forms of prohibited conduct under this policy are regarded as serious University offenses, and violations will result in discipline, including the possibility of separation from Chaminade University. State and federal laws also address conduct that may meet Chaminade University’s definitions of prohibited conduct, and criminal prosecution may take place independently of any disciplinary action instituted by Chaminade University.

This policy is not intended to inhibit or prohibit educational content or discussions inside or outside of the classroom that include relevant, but controversial or sensitive, subject matters protected by academic freedom. Definitions of the specific forms of harassment that this policy is intended to prohibit are provided below.

Title IX of the Education Amendments of 1972 and its implementing federal regulations prohibits discrimination on the basis of sex or gender in the University’s programs and activities. Chaminade University will respond to complaints or reports about prohibited conduct with measures designed to stop the behavior, eliminate any such sex or gender discrimination, prevent the recurrence of the prohibited conduct, and remediate any adverse effects of such conduct on campus or in University-related programs or activities.

Individuals who feel that they are victims of conduct that may fall within the definitions of prohibited conduct under state law are encouraged to file a police report with outside law enforcement agencies. All individuals also have access to Confidential Resources both on-campus and off campus that they may use for support and guidance without initiating University action.

Section 2: Title IX of the Education Amendments of 1972
Title IX of the Education Amendments of 1972 addresses all forms of discrimination on the basis of sex, including sexual harassment. Chaminade University does not discriminate on the basis of sex, gender, or gender identity in its educational, extracurricular, athletic, or other programs or in the context of admissions or employment in accordance with Title IX of the Education Amendments of 1972 and the regulations found in Part 106 of Title 34 of the Code of Federal Regulations (Title IX).

Title IX is a federal law that provides that, “No person in the United States shall, on the basis of sex, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any education program or activity receiving Federal financial assistance.”

Chaminade University, as an educational community, will promptly and equitably respond to all reports of sex discrimination in order to eliminate the misconduct and/or harassment, prevent its recurrence, and address its effects on any individual or the community. This policy applies to all members of the University community including: students, employees, volunteers, independent contractors, visitors, and any individuals regularly or temporarily employed, studying, living, visiting, conducting business, or having any official capacity at the University.

Section 3: Definitions
Actual Knowledge: Actual Knowledge is notice of sexual harassment or allegations of sexual harassment to the University’s Title IX Coordinator who is the University official with authority to institute corrective measures on behalf of the University.

Advisor: The term “Advisor” means any person who is invited by the Respondent or Complainant, or who is assigned by the University, to attend any meetings, investigative sessions, hearings, or conferences. For the purposes of hearings, the Advisor must conduct a cross-examination on all issues of credibility.

Complainant: A reporting party is defined as an individual who is alleged to be the victim of conduct that could constitute sexual harassment as defined in 34 C.F.R. § 106.30(a).

Complaint (formal): Means a document submitted or signed by a Complainant or signed by the Title IX Coordinator alleging harassment or discrimination based on a protected class or retaliation for engaging in a protected activity against a Respondent and requesting that the University investigate the allegation.

Confidential Resource: An employee who is not a Mandated Reporter of notice of harassment, discrimination, and/or retaliation.

Consent: An informed, freely given agreement, communicated by clearly understandable words or actions, to participate in each form of sexual activity. General guidance for consent:

Consent cannot be inferred from silence, passivity, or lack of active resistance.
A current or previous dating or sexual relationship is not sufficient to constitute consent, and consent to one form of sexual activity does not imply consent to other forms of sexual activity.
When consent is requested verbally, absence of any explicit verbal response constitutes lack of consent. A verbal “no” constitutes lack of consent, even if it sounds insincere or indecisive.
By definition, there is no consent when there is a threat of force or violence or any other form of coercion or intimidation, physical or psychological.
Either person may withdraw consent at any time. Withdrawal of consent should be outwardly demonstrated by words or actions that clearly indicate a desire to end sexual activity. Once withdrawal of consent has been expressed, sexual activity must cease.
A person who is the object of sexual aggression is not required to physically or otherwise resist the aggressor; the lack of informed, freely given consent to sexual contact constitutes sexual misconduct. Intoxication is not an excuse for failure to obtain consent.
A person incapacitated by alcohol or drug consumption, or who is unconscious or asleep or otherwise physically or mentally impaired, is incapable of giving consent.
A person who is below the legal age of consent is incapable of giving consent.

Day: Means a business day when the University is in normal operation.

Directly Related Evidence: Evidence connected to the complaint, but which is neither inculpatory (tending to prove a violation) nor exculpatory (tending to disprove a violation) and cannot be relied upon by the investigation report or Hearing Officer. Compare to Relevant Evidence, below.

Education Program or Activity: Means locations, events, or circumstances over which the University exercises substantial control over both the Respondent and the context in which the sexual harassment occurs.

Final Determination: A conclusion by the standard of proof that the alleged conduct did or did not violate policy.

Finding: A conclusion by the standard of proof that the conduct did or did not occur as alleged (as in a “finding of fact”).

Formal Grievance Process: A method of formal resolution designated by the University to address conduct that falls within the policies included below, and which complies with the requirements of the Title IX regulations (34 CFR §106.45).

Grievance Process Pool: Includes any investigators, Hearing Officers, appeal officers, and Advisors who may perform any or all of these roles (though not at the same time or with respect to the same case).

Hearing Officer: The person who hears evidence, determines relevance and credibility, and makes the Final Determination of whether this Policy has been violated.

Investigator: The person or persons charged by the University with gathering facts about an alleged violation of this Policy, synthesizing the evidence, and compiling this information into a final investigation report.

Mandated Reporter: means an employee of the University who is obligated to share knowledge, notice, and/or reports of harassment, discrimination, and/or retaliation with the Title IX Coordinator.

Notice: Means that an employee, student, or third-party informs the Title IX Coordinator or other Official with Authority of the alleged occurrence of harassing, discriminatory, and/or retaliatory conduct.

Official with Authority (“OWA”): means an employee of the University explicitly vested with the responsibility to implement corrective measures for harassment, discrimination, and/or retaliation on behalf of the University. At Chaminade University of Honolulu, the OWA is the Title IX Coordinator.

Parties: includes the Complainant and Respondent collectively.

Relevant Evidence: Evidence that tends to prove (inculpatory) or disprove (exculpatory) an issue in the complaint.

Remedies: Post-Finding actions directed to the Complainant and/or the community as mechanisms to address safety, prevent recurrence, and restore access to the University’s educational program.

Respondent: Respondent is defined as an individual who has been reported to be the perpetrator of conduct that could constitute sexual harassment as defined in 34 C.F.R. § 106.30(a).

Resolution: Means the result of an informal or Formal Grievance Process.

Sanction: Means a consequence imposed by the University on a Respondent who is found to have violated this policy.

Supportive Measures: Non-disciplinary, non-punitive individualized services offered as appropriate, as reasonably available, and without fee or charge to the Complainant or Respondent before or after the filing of a formal complaint or where no formal complaint has been filed. Such measures are designed to restore or preserve equal access to the University’s education program or activity without unreasonably burdening the other party, including measures designed to protect the safety of all parties or the University’s educational environment, or deter sexual harassment.

Supportive measures may include:

Counseling;
Extensions of deadlines or other course-related adjustments;
Modifications of work or class schedules;
Campus escort services;
Mutual restrictions on contact between the parties;
Changes in work or housing locations;
Increased security and monitoring of certain areas of campus; and
Other similar measures.

Title IX Sexual Harassment: Conduct on the basis of sex that satisfies one or more of the following:

Quid Pro Quo – When an employee of the University conditions the provision of an aid, benefit, or service of the University on an individual’s participation in unwelcome sexual conduct;
Hostile Environment – Unwelcome conduct determined by a reasonable person to be so severe, pervasive, and objectively offensive that it effectively denies a person equal access to the University’s education program or activity; or
Sexual assault – a forcible or non-forcible sex offense as classified under the Uniform Crime Reporting system of the FBI, to include:
- Rape (Under Hawaii Law-Sexual Assault)– The carnal knowledge of a person, without the consent of the victim, including instances where the victim is incapable of giving consent because of his/her age or because of his/her temporary or permanent mental or physical incapacity. Carnal knowledge is defined as the slightest penetration of the sexual organ of the female (vagina) by the sexual organ of the male (penis). Attempts or assaults to commit rape are considered rape under this policy.
- Sodomy – Oral or anal sexual intercourse with another person, without the consent of the victim, including instances where the victim is incapable of giving consent because of his/her age or because of his/her temporary or permanent mental or physical incapacity.
- Sexual Assault with An Object – To use an object or instrument to unlawfully penetrate, however slightly, the genital or anal opening of the body of another person, without the consent of the victim, including instances where the victim is incapable of giving consent because of his/her age or because of his/her temporary or permanent mental or physical incapacity. An object or instrument is anything used by the offender other than the offender’s genitalia, e.g., a finger, bottle, handgun, stick.
- Fondling– The touching of the private body parts of another person for the purpose of sexual gratification, without the consent of the victim, including instances where the victim is incapable of giving consent because of his/her age or because of his/her temporary or permanent mental or physical incapacity.
- Incest– Sexual intercourse between persons who are related to each other within the degrees wherein marriage is prohibited by law.
- Statutory Rape – Sexual intercourse with a person who is under the statutory age of consent.
- Dating violence – means the use of physical, sexual or emotional abuse or threats to control another person who is, or has been involved in, a sexual, dating, or other intimate relationship with the Complainant. Whether there was such a relationship will be gauged by its length, type, and frequency of the interaction.
- Domestic Violence – is any crime of violence, to include misdemeanors or felonies committed by current or former spouse or intimate partner, or anyone else protected under domestic or family violence laws in Mississippi.
- Stalking – is engaging in a course of conduct directed at a specific person that would cause a reasonable person to fear for their safety or the safety of others or suffer substantial emotional distress.
Sexual Harassment: is anyunwelcome conduct, determined by a reasonable person, to be so severe, pervasive, and objectively offensive that it effectively denies a person equal access to the University’s education program and/or activities.
- Unwelcomeness is subjective and determined by the Complainant.
- Severity, pervasiveness, and objective offensiveness are evaluated based on the totality of the circumstances from the perspective of a reasonable person in the same or similar circumstances (“in the shoes of the Complainant”, including the context in which the alleged incident occurred and any similar previous patterns that may be evidenced.

Title IX Coordinator: The official designated by the University to ensure compliance with Title IX and the University’s Title IX program. References to the Coordinator throughout this policy may also encompass a designee of the Coordinator for specific tasks.

Section 4: Prohibited Conduct & Jurisdiction
Prohibited Conduct: Chaminade University defines sexual harassment as conduct committed by any person upon any other person, regardless of the sex, sexual orientation, and/or gender identity of those involved.

Chaminade University’s policy prohibits the following offenses which are defined above in “Section 3: Definitions”:

Quid Pro Quo
Hostile Environment
Sexual harassment
Sexual assault-forcible and non-forcible
- Rape (or Sexual Assault as defined by Hawaii Revised Statutes)
- Sodomy
- Sexual assault with an object
- Fondling
- Incest
- Statutory Rape
- Dating Violence
- Domestic Violence
- Stalking
Online and Cyber harassment as defined below.

Retaliation: Protected activity under this policy includes reporting an incident that may implicate this policy, participating in the grievance process, supporting a Complainant or Respondent, assisting in providing information relevant to an investigation, and/or acting in good faith to oppose conduct that constitutes a violation of this Policy.

Acts of alleged retaliation should be reported immediately to the Title IX Coordinator and will be promptly investigated. Chaminade University is prepared to take appropriate steps to protect individuals who fear that they may be subjected to retaliation.

It is prohibited for the University or any member of Chaminade University’s community to take materially adverse action by intimidating, threatening, coercing, harassing, or discriminating against any individual for the purpose of interfering with any rights or privilege secured by law or policy, or because the individual has made a report or complaint, testified, assisted, or participated or refused to participate in any manner in an investigation, proceeding, or hearing under this policy and procedure.

Charges against an individual for code of conduct violations that do not involve sex discrimination or sexual harassment but arise out of the same facts or circumstances as a report of complaint of sex discrimination, or a report or complaint of sexual harassment, for the purpose of interfering with any right or privilege secured by Title IX, constitutes retaliation.

Charging an individual with a code of conduct violation for making a materially false statement in bad faith in the course of a grievance proceeding under this policy and procedure does not constitute retaliation.

Jurisdiction: This policy applies to the education program and activities of Chaminade University, to conduct that takes place on the campus or on property owned or controlled by Chaminade University, and conduct that takes place at University-sponsored events. The Respondent must be a member of the University community (student or employee) in order for this policy to apply.

This policy can also apply to off-campus misconduct that effectively deprives someone of access to the University’s educational program. The University may also exert jurisdiction to off-campus and/or to online conduct when the Title IX Coordinator determines that the conduct affects substantial interests of the University.

Regardless of where the conduct occurred, the University will address complaints to determine whether the conduct occurred in the context of its employment or educational program or activity and/or has continuing effects on campus or in an off-campus sponsored program or activity.

A substantial University interest includes:

Any action that constitutes a criminal offense as defined by law. This includes but is not limited to, single or repeated violations of any local, state, or federal law;
Any situation in which it is determined that the Respondent poses an immediate threat to the physical health or safety of any student or other individual;
Any situation that significantly impinges upon the rights, property, or achievements of oneself or others or significantly breaches the peace and/or causes social disorder; and/or
Any situation that is detrimental to the educational interest or mission of the University.

If the Respondent is unknown or not a member of the University community, the Title IX Coordinator may assist the Complainant:

Identify appropriate resources and support options;
Contact law enforcement to file a police report;
Other actions such as barring individuals from University property or events;
Liaison with other universities in the event the Respondent does not attend Chaminade University; and
Advocate for a complainant who experiences discrimination and/or harassment in an externship, study abroad program, or other environment external to the University where sexual harassment or nondiscrimination policies and procedures of the host organization may give recourse to the Complainant.

Online Harassment and Misconduct: This policy is written and interpreted broadly to include online and cyber manifestations of any conduct prohibited by this policy and defined in Section 3 above when those behaviors occur in or have an effect on the University’s education program and activities and/or use University networks, technology, or equipment (whether it is located on University property or elsewhere).

Online postings or other electronic communication by students or employees, including cyber-bullying, cyber-stalking, cyber-harassment, etc. are prohibited and fall under this policy when such online conduct can be shown to cause a substantial in-program disruption. Off-campus harassing speech by employees, whether online or in person, fall within this policy only when such speech is made in an employee’s official or work-related capacity.

While Chaminade University may not control websites, social media, and other venues in which harassing communications can be made, when such communications are reported to the University, it will engage in a variety of means to address and mitigate the effects.

Members of the community, both students and employees, are encouraged to be good digital citizens and are to refrain from online misconduct, including but not limited to: feeding anonymous gossip sites, sharing inappropriate content via social media, unwelcome sexting, revenge porn, breaches of privacy, or otherwise using the ease transmission and/or anonymity of the Internet or other technology to harm another member of the University community.

Section 5: Title IX Coordinator
The Title IX Coordinator is the employee at the University, designated and authorized to coordinate the institution’s efforts to comply with Title IX. The Title IX Coordinator oversees the implementation of grievance procedures, which includes notification, investigation and disposition of complaints of sex discrimination and sexual harassment. The Title IX Coordinator will coordinate the provision of educational materials and training for the campus community. Additionally, the Title IX Coordinator will ensure a fair and neutral process for all parties and monitor all other aspects of the University’s Title IX compliance.

Reports of sex discrimination or sexual harassment to the University Title IX Coordinator can be made in person, by mail, by telephone, or by electronic mail, using the contact information listed for the Title IX Coordinator, or by any other means that results in the Title IX Coordinator receiving the person’s verbal or written report. A report may be submitted at any time (including during non-business hours) by using the telephone number or electronic mail address, or by mail to the office address listed for the Title IX Coordinator.

The Title IX Coordinator can be contacted by telephone, email, or in person at:
Title IX Coordinator
Christine M. Denton, Esq.
Vice President & Title IX Coordinator
3140 Waialae Avenue
Honolulu, Hawaii 96816
(808) 739-8597
[email protected]
[email protected]
Office of Civil Rights
U.S. Department of Health and Human Services
61 Forsyth Street, S.W.
Atlanta, GA 30303-8909
Phone: (404) 331-2867

Section 6: Notice or Complaints of Sexual Harassment, Discrimination and/or Retaliation
Notice or complaints of sexual harassment, discrimination and/or retaliation may be made using any of the following options:

File a complaint with, or give verbal notice to, the Title IX Coordinator. Such a report may be made at any time (including during non-business hours) by using the telephone number or email address, or by mail to the office address, listed above for the Title IX Coordinator.
Report online, using the reporting form posted at: Chaminade Campus Incident Reporting Form . Anonymous reports are accepted but can give rise to a need to investigate. The University tries to provide supportive measures to all Complainants, which is impossible with an anonymous report.
Because reporting carries no obligation to initiate a formal response, and as the University respects Complainant requests to dismiss complaints unless there is a compelling threat to health and/or safety, the Complainant is largely in control and should not fear loss of privacy by making a report that allows the University to discuss and/or provide supportive measures.
Report incident(s) to a mandated reporter of the University (supervisor, faculty member, Dean, staff member, etc.)

A Formal Complaint means a document filed/signed by the Complainant and/or signed by the Title IX Coordinator alleging a policy violation by a Respondent and requesting that the University investigate the allegation(s). A complaint may be filed in-person and/or as described in this section above. As used in this paragraph, the phrase “document filed by Complainant” means a document or electronic submission (such as by electronic mail or through the online Campus Incident Report link found on the bottom of the University’s web page (Chaminade Campus Incident Reporting Form) However, if the online incident report form is used, the Title IX Coordinator will contact the Complainant to ensure that the information is correct and have the Complainant sign the report.

Supportive Measures: The University will offer and implement appropriate and reasonable supportive measures as defined above to the parties upon notice of alleged harassment and/or retaliation. Supportive measures are non-disciplinary, non-punitive individualized services offered as appropriate, as reasonably available, and without fee or charge to the parties to restore or preserve access to the University’s education program or activities, including measures designed to protect the safety of all parties or the University’s educational environment, and/or to deter harassment and/or retaliation.

The Title IX Coordinator promptly works with other departments/resources to make supportive measures available to the parties upon receiving notice or a complaint. At the time that supportive measures are offered, the University will inform the Complainant, in writing, that they may file a formal complaint either at that time or in the future, if they have not done so already. The Title IX Coordinator or designee will work with the Complainant to ensure that their wishes are taken into account with respect to the supportive measures that are planned and implemented.

The University will maintain the privacy of the supportive measures, provided that privacy does not impair the University’s ability to provide supportive measures. The University will act to ensure that there is as minimal educational impact on the parties as possible. The supportive measures that the University will implement as appropriate are listed in the definition above in Section 3.

Emergency Removal: The University can act to remove a Respondent entirely or partially from its education program and/or activities on an emergency basis when an individualized safety and risk assessment has determined that an immediate threat to the physical health or safety of any student or other individual justifies removal. The risk analysis is performed by the Title IX Coordinator in conjunction with the CARE team using its standard objective violence risk assessment procedures.

In all cases in which an emergency removal is imposed, the student or employee will be given notice of the action and the option to request to meet with the Title IX Coordinator, with the Director of Campus Security present at the meeting, prior to such action/removal being imposed, or as soon thereafter as reasonably practicable, to show cause why the action/removal should not be implemented or should be modified.

This meeting is not a hearing on the merits of the allegation(s), but rather is an administrative process intended to determine solely whether the emergency removal is appropriate. When this meeting is not requested within five (5) days of either the date that the removal is to go into effect or the day it did go into effect, any objections to the emergency removal will be deemed waived. If deemed equitable and necessary by the Title IX Coordinator, the input or participation of the Complainant and their Advisor may be permitted. There is no appeal process for emergency removal decisions.

A Respondent may be accompanied by an Advisor of their choice when meeting with the Title IX Coordinator for the show cause meeting. The Respondent will be given access to a written summary of the basis for the emergency removal prior to the meeting to allow for adequate preparation.

The Title IX Coordinator has sole discretion under this policy to implement or stay an emergency removal and to determine the conditions and duration. Violation of an emergency removal under this policy will be grounds for discipline, which may include expulsion or termination.

The University will implement the least restrictive actions possible in light of the circumstances and safety concerns. As determined by the Title IX Coordinator, these actions could include, but are not limited to: removing a student from a residence hall, temporarily reassigning an employee, restricting a student’s or employee’s access to use of facilities or equipment, allowing a student to withdraw or take grades of incomplete without financial penalty, authorizing administrative leave with pay for employees, remote working, alternative coursework options, and suspending a student’s participation in extracurricular activities, student employment, student organizational leadership, or intercollegiate/intramural athletics.

Promptness: All allegations are acted upon promptly by the University once it has received notice or a formal complaint. Complaints can take 60-90 business days to resolve, typically. There are always exceptions and extenuating circumstances that can cause a resolution to take longer, but the University will avoid all undue delays within its control.

Any time the general timeframes for resolution outlined in University procedures will be delayed, the University will provide written notice to the parties of the delay, the cause of the delay, and an estimate of the anticipated additional time that will be needed as a result of the delay.

Privacy: To the greatest extent possible, the University will treat all reported violations of this policy as private and confidential. If a Complainant requests confidentiality or asks that the incident not be pursued, the University will take all reasonable steps to investigate and respond to the incident consistent with the request for confidentiality or the request not to pursue an investigation. If the Complainant asks that his or her name or other identifiable information not be revealed, the University will evaluate that request in the context of its responsibility to provide a safe and nondiscriminatory environment for all members of the community.

Equitable Treatment: Both parties are eligible for Supportive Measures as defined within this policy. The University will not impose disciplinary sanctions against a respondent unless a determination of responsibility for sexual harassment has been made against the respondent.

The University will provide an equal opportunity for the parties to participate in the investigative process and/or present witnesses, including fact and expert witnesses, and other inculpatory and exculpatory evidence.

The University will conduct an objective evaluation of all relevant evidence – including both inculpatory and exculpatory evidence. The University will not require, allow, rely upon, evaluate, or otherwise use questions or evidence that constitute, or seek disclosure of, information protected by a legally recognized privilege (e.g., attorney client), unless the person holding such privilege has waived the privilege.

The parties will have an equal opportunity to inspect and review any evidence obtained as part of the investigation that is directly related to the allegations raised in a formal complaint, including the evidence upon which the University does not intend to rely in reaching a determination regarding responsibility and inculpatory or exculpatory evidence whether obtained from a party or other source. The University will not consider or provide for inspection and review evidence which the University knows was illegally or unlawfully created or obtained. The University may impose on the parties and party advisors, restrictions or require a non-disclosure agreement not to disseminate any of the evidence subject to inspection and review.

Bias and Conflicts of Interest: Any individual designated by the University as a Title IX Coordinator, investigator, hearing officer, or any person designated by a University to facilitate an informal resolution process, must not have a conflict of interest or bias for or against complainants or respondents, generally, or any individual complainant or individual respondent.

The following will not be considered evidence of bias:

The Title IX Coordinator’s initiation of a formal complaint, or;
An individual’s decision that allegations warrant an investigation.

The University will apply an objective (whether a reasonable person would believe bias exists), common sense approach to evaluating whether a particular person serving in a Title IX role is biased, and will exercise caution not to apply generalizations that might unreasonably conclude that bias exists. An individual’s current job title, professional qualifications, past experience, identity, or sex will not alone indicate bias.

Presumption of Not Responsible: There is a presumption that a respondent is not responsible for the alleged conduct until a determination regarding responsibility is made at the conclusion of the grievance process.

Mandated Reporters: All University employees (faculty, staff, and administrators) are expected to report actual or suspected harassment under this policy to the Title IX Coordinator immediately, though there are some limited exceptions.

In order to make informed choices, it is important to be aware of confidentiality and mandatory reporting requirements when consulting campus resources. On campus, some resources may maintain confidentiality and are not required to report actual or suspected harassment. They may offer options and resources without any obligation to inform an outside agency or campus official unless a Complainant has requested that the information be shared.

If a Complainant expects formal action in response to their allegation(s), reporting to any Mandated Reporter can connect them with resources to report crimes and/or policy violations, and these employees will immediately pass reports to the Title IX Coordinator, who will take action when an incident is reported to them.

The following sections describe the reporting options at Chaminade University for a Complainant or third-party (including parents/guardians when appropriate):

1. Confidential Resources
If a Complainant would like the details of an incident to be kept confidential, the Complainant may speak with:

Counselors at the University Counseling Center:
- 808-735-4845
- Chaminade Counseling Center
- [email protected]
Chaminade University Chaplain:
- Father Marty Solma, S.M.
- 808-739-8339
- [email protected]
Chaminade University Rector:
- Br. Edward Brink, S.M.
- 808-735-4835
- [email protected]

2. Anonymous Notice to Mandated Reporters
At the request of a Complainant, notice may be given by a Mandated Reporter to the Title IX Coordinator anonymously, without identification of the Complainant. The Mandated Reporter cannot remain anonymous themselves.

If a Complainant has requested that a Mandated Reporter maintain the Complainant’s anonymity, the Mandated Reporter may do so unless it is reasonable to believe that a compelling threat to health or safety could exist. The Mandated Reporter can consult with the Title IX Coordinator on that assessment without revealing personally identifiable information.

Anonymous notice will be investigated by the University to the extent possible, both to assess the underlying allegation(s) and to determine if supportive measures or remedies can be provided. However, anonymous notice typically limits the University’s ability to investigate, respond, and provide remedies, depending on what information is shared.

When a Complainant has made a request for anonymity, the Complainant’s personally identifiable information may be withheld by a Mandated Reporter, but all other details must be shared with the Title IX Coordinator. Mandated Reporters may not be able to maintain requests for anonymity for Complainants who are minors or disabled, depending whether the incident alleged places a legal burden on the University as a mandated reporter under applicable Hawaii state child abuse laws.

3. Mandated Reporters and Formal Notice/Complaints
All employees of the University, including student employees, with the exception of those who are designated as Confidential Resources, are Mandated Reporters and must promptly share with the Title IX Coordinator all known details of a report made to them in the course of their employment. Employees must also promptly share all details of behaviors under this policy that they observe or have knowledge of, even if not reported to them by a Complainant or third-party.

Complainants may want to carefully consider whether they share personally identifiable details with non-confidential Mandated Reporters, as those details must be shared with the Title IX Coordinator.

Generally, disclosures in climate surveys, classroom writing assignments or discussions, human subjects research, or at events such as “Take Back The Night” marches or speak-outs do not provide notice that must be reported to the Title IX Coordinator by employees, unless the Complainant clearly indicates that they desire a report to be made or seek a specific response from the University. Supportive measures may be offered as the result of such disclosures without formal University action.

Failure to Report by a Mandated Reporter: Failure of a Mandated Reporter, as described above in this section, to report an incident of harassment of which they become aware of is a violation of this policy and can be subject to disciplinary action for failure to comply.

When a Mandated Reporter is engaged in harassment or other violations of this policy, they still have a duty to report their own misconduct, though the University is technically not on notice when a harasser is also a Mandated Reporter unless the harasser does in fact report themselves.

It is important to clarify that a Mandated Reporter who is themselves a target of harassment or other misconduct under this policy is not required to report their own experience, though they are strongly encouraged to do so.

When a Complainant Does Not Wish to Proceed: If a Complainant does not wish for their name to be shared, does not wish for an investigation to take place, or does not want a formal complaint to be pursued, they may make such a request to the Title IX Coordinator, who will evaluate that request in light of the duty to ensure the safety of the campus and to comply with state or federal law.

The Title IX Coordinator has ultimate discretion over whether the University proceeds when the Complainant does not wish to do so, and the Title IX Coordinator may sign a formal complaint to initiate a grievance process upon completion of an appropriate violence risk assessment. When the Title IX Coordinator executes the written complaint, they do not become the Complainant. The Complainant is the individual who is alleged to be the victim of conduct that could constitute a violation of this policy.

The Title IX Coordinator’s decision should be based on results of the violence risk assessment that show a compelling risk to health and/or safety that requires the University to pursue formal action to protect the community. A compelling risk to health and/or safety includes but is not limited to: evidence of patterns of conduct, predatory conduct, threats, abuse of minors, use of weapons, and/or violence. The University may be compelled to act on alleged employee misconduct irrespective of a Complainant’s wishes.

The Title IX Coordinator must also consider the effect that non-participation by the Complainant may have on the availability of evidence and the University’s ability to pursue a Formal Grievance Process fairly and effectively.

The University’s ability to remedy and respond to an allegation of a violation of this Policy may be limited if the Complainant does not want the University to proceed with an investigation and/or the grievance process. The goal is to provide the Complainant with as much control over the process as possible, while balancing the University’s obligation to protect its community.

Federal Timely Warning Obligations: Parties reporting sexual assault, domestic violence, dating violence, and/or stalking should be aware that under the Clery Act, the University must issue timely warnings for reported incidents that pose a serious or continuing threat of bodily harm or danger to members of the campus community.

The University will ensure that a Complainant’s name and other identifying information is not disclosed, while still providing enough information for community members to make safety decisions in light of the potential danger.

False Allegations and Evidence: Deliberately false and/or malicious accusations under this Policy are a serious offense and will be subject to appropriate disciplinary action. This does not include allegations that are made in good faith but are ultimately shown to be erroneous or do not result in a policy violation determination.

Additionally, witnesses and parties knowingly providing false evidence, tampering with or destroying evidence, or deliberately misleading an official conducting an investigation can be subject to discipline under appropriate University policies.

Section 7: Interim Resolution Process for Alleged Violations of this Policy
The University strongly supports and encourages prompt reporting of sex discrimination and harassment so that resources can be provided and the community can remain safe. All University community members (students, faculty, and staff) should help ensure that violations of this policy are promptly reported. Most University employees are mandatory reporters as described in the Importance of Reporting section below. Normally, this means reporting any witnessed violations or violations learned about through the disclosure of a reporting party. Reporting is not the same as filing a formal complaint (although for some purposes a formal complaint may also serve as a report).

If a person believes they or someone they directly know has been the victim of sex discrimination, it should promptly be reported to the University’s Title IX Coordinator. This could be done in person, by mail, by telephone, or by electronic mail using the contact information listed above for the Title IX Coordinator. Such a report can be made at any time (including during non-business hours) by using the telephone number, email address, or by sending mail to the office address listed in this policy.

A person filing a complaint will be provided with information regarding the University’s Title IX policy and procedures as well as confidential resources and information for reporting criminal offenses to campus and local law enforcement. Instances of sex discrimination may violate both the University’s sex discrimination policy and the law. As a result, the University encourages victims to pursue their complaints through both the University’s process for sex discrimination and through the criminal justice system. To file a police report with the Honolulu Police Department, call 9-1-1.

Upon receipt of a complaint or notice to the Title IX Coordinator of an alleged violation of this policy, the Title IX Coordinator will initiate a prompt initial assessment (explained below) to determine the next steps to be taken. At least one of the following three responses will be initiated after an initial assessment of the complaint:

Offering supportive measures because the Complainant does not want to proceed formally; and/or
An informal resolution; and/or
A Formal Grievance including an investigation and a hearing.

The Formal Grievance process will be used to determine whether or not the policy has been violated. If so, the University will promptly implement effective remedies designed to ensure that it is not deliberately indifferent to harassment or discrimination, their potential recurrence, or their effects.

Initial Assessment: Following the receipt of notice or a complaint of alleged violation of this policy, the Title IX Coordinator engages in an initial assessment, which is typically one to five business days in duration. The steps of an initial assessment may include:

If notice is given, the Title IX Coordinator seeks to determine if the person impacted wishes to make a formal complaint, and will assist them in doing so, if that assistance is desired.
- If they do not wish to make a formal complaint, the Title IX Coordinator determines whether to initiate a complaint because a violence risk assessment indicates a compelling threat to health and/or safety.
If a formal complaint is received, the Title IX Coordinator assesses its sufficiency and works with the Complainant to make sure it is correctly completed.
The Title IX Coordinator reaches out to the Complainant to offer supportive measures.
The Title IX Coordinator works with the Complainant to ensure they are aware of their right to have an Advisor.
The Title IX Coordinator works with the Complainant to determine whether the Complainant prefers a supportive and remedial response, an informal resolution option, or a formal investigation and grievance process.
- If supportive and remedial response is preferred, the Title IX Coordinator works with the Complainant to identify their wishes then seeks to facilitate implementation. No Formal Grievance Process is initiated, though the Complainant can elect to initiate one later, if desired.
- If an informal resolution option is preferred, the Title IX Coordinator assesses whether the complaint is suitable for informal resolution, which informal resolution mechanism may serve the situation best or is available, and may seek to determine if the Respondent is also willing to engage in an informal resolution.
- If a Formal Grievance Process is preferred, the Title IX Coordinator determines if the misconduct alleged falls within the scope of Title IX:
  - If it does, the Title IX Coordinator will initiate the formal investigation and grievance process, directing the investigation to address:
    - An incident, and/or
    - A pattern of alleged misconduct, and/or
    - A culture/climate issue, based on the nature of the complaint.
- If it does not fall within the scope of this policy, the Title IX Coordinator will either dismiss the complaint in its entirety or only dismiss the portions of the complaint that are not within the scope of Title IX and/or assess if other policies or resolutions may apply. Dismissing a complaint does not limit the University’s authority to address the complaint with appropriate processes or remedies. See “Dismissal of a Formal Complaint” below.

Violence Risk Assessment: In many cases, the Title IX Coordinator may determine that a violence risk assessment (“VRA”) should be conducted by the University’s Care Team as part of the initial assessment. If the Care Team identifies that there is a risk to the health and safety of any individual(s), a recommendation for appropriate action will be made to the University official with the authority to implement the Care Team’s recommendations. Appropriate action includes but is not limited to:

Emergency removal of a Respondent on the basis of immediate threat to physical health and safety;
Whether the Title IX Coordinator should sign a formal complaint absent a willing and/or able Complainant;
Whether it is reasonable to try to resolve a complaint through informal resolution, and what modality may be most successful;
Whether to permit a voluntary withdrawal by the Respondent;
Trespass warnings;
Stay away orders;
Assessment of appropriate sanctions/remedies (to be applied post-hearing); and/or
Any other remedy to maintain the health and safety of the University community.

Dismissal of a Formal Complaint: The University, through the Title IX Coordinator, must dismiss a formal complaint or any allegations therein, if, at any time during the investigation or hearing, it is determined that:

The conduct alleged in the formal complaint would not constitute sexual harassment as defined in this policy, even if it were proven; and/or
The conduct did not occur in an educational program or activity controlled by the University, and/or the University does not have control over the Respondent (i.e., the Respondent is not a University student or employee); and/or
The conduct did not occur against a person in the United States; and/or
At the time of the filing of the formal complaint, the complainant(s) are not participating in or attempting to participate in the education program or activity of the University.

The University, through the Title IX Coordinator, may dismiss a formal complaint or any allegations therein if, at any time during the investigation or hearing:

The Complainant notifies the Title IX Coordinator that the Complainant would like to withdraw the formal complaint or any allegations therein; or
The Respondent is no longer enrolled or employed by the University; or
Specific circumstances prevent the University from gathering evidence sufficient to reach a determination as to the formal complaint or allegations therein.

Upon any dismissal, the Title IX Coordinator will promptly send written notice of the dismissal and the rationale for doing so simultaneously to the Parties. The Complainant who withdraws a complaint may later request to reinstate the complaint at which time the Title IX Coordinator will assess whether or not the evidence is sufficient and/or still accessible so that an investigation and hearing can proceed (i.e., witnesses are still available).

If the Title IX Coordinator determines that other University policies are applicable, the notice of the dismissal of the Formal Complaint will state which University policies are applicable and what course of action will be taken to investigate and remedy any alleged violations remaining.

Counterclaims: The University is obligated to ensure that the grievance process is not abused for retaliatory purposes. The University permits the filing of counterclaims but uses an initial assessment, described above, to assess whether the allegations in the counterclaim are made in good faith. Counterclaims by a Respondent may be made in good faith, but are on occasion made for purposes of retaliation, instead. Counterclaims made with retaliatory intent will not be permitted.

Counterclaims determined to have been reported in good faith will be processed using the grievance procedures below. Investigation of such claims may take place after resolution of the underlying initial allegation, in which case a delay may occur.

Counterclaims may also be resolved through the same investigation as the underlying allegation, at the discretion of the Title IX Coordinator. When counterclaims are not made in good faith, they will be considered retaliatory and may constitute a violation of this policy.

Right to an Advisor: The Parties may each have an Advisor of the choice present with them for all meetings and interviews within the resolution process, if they so choose. The Parties may select whoever they wish to serve as their Advisor so long as the Advisor is eligible and available.

Choosing an Advisor who is also a witness in the process creates a potential for bias and conflict of interest. A party who chooses an Advisor who is also a witness can anticipate that an issue of potential bias will be explored by the hearing Decision-maker.

Who can serve as an Advisor: The Advisor may be a friend, mentor, family member, attorney, or any other individual a party chooses to advise, support, and/or consult with them from inside or outside the University community.

The Title IX Coordinator will also offer to assign a trained Advisor for any party if the party so chooses. If the parties choose and Advisor from the pool available from the University, the Advisor will be trained by the University and be familiar with the University’s resolution process.

Advisor’s Role in Meetings and Interviews
The parties may be accompanied by their Advisor in all meetings and interviews at which the party is entitled to be present, including intake and interviews. Advisors should help the parties prepare for each meeting and are expected to advise ethically, with integrity, and in good faith.

The University cannot guarantee equal Advisory rights, meaning that if one party selects an Advisor who is an attorney, but the other party does not or cannot afford an attorney, the University is not obligated to provide an attorney.

Advisors in Hearings/University-Appointed Advisor
Under U.S. Department of Education regulations for Title IX a form of indirect questioning is required during the hearing but must be conducted by the parties’ Advisors. The parties are not permitted to directly question each other or any witnesses. If a party does not have an Advisor for a hearing, the University will appoint a trained Advisor for the limited purpose of conducting any questioning of the other party(ies) and witnesses.

Pre-Interview Meetings
Advisors and their advisees may request to meet with the investigators conducting interviews/meetings in advance of these interviews or meetings. This pre-meeting allows Advisors to clarify and understand their role and the University’s policies and procedures.

Advisor Violations of University Policy
All Advisors are subject to the same University policies and procedures, whether they are attorneys or not, and whether they are selected by a party or assigned by the University. Advisors are expected to advise their advisees without disrupting proceedings. Advisors should not address University officials or investigators in a meeting or interview unless invited to do so (e.g., asking procedural questions). The Advisor may not make a presentation or represent their advisee during any meeting or proceeding and may not speak on behalf of the advisee to the Investigator(s) or other Hearing Officer except during a hearing proceeding during questioning.

The parties are expected to ask and respond to questions on their own behalf throughout the investigation phase of the resolution process. Although the Advisor generally may not speak on behalf of their advisee, the Advisor may consult with their advisee, either privately as needed, or by conferring or passing notes during any resolution process meeting or interview. For longer or more involved discussions, the parties and their Advisors should ask for breaks to allow for private consultation.

Any Advisor who oversteps their role as defined by this policy will be warned only once. If the Advisor continues to disrupt or otherwise fails to respect the limits of the Advisor role, the meeting/interview/hearing will be ended, or other appropriate measures implemented. Subsequently, the Title IX Coordinator will determine how to address the Advisor’s non-compliance and future role.

Sharing Information with the Advisor
The University expects that the parties may wish to have the University share documentation and evidence related to the allegations with their Advisors. The University provides a consent form (FERPA Form in the Student Portal) that authorizes the University to share such information directly with a party’s Advisor. The parties must either complete and submit this form to the Title IX Coordinator before the University is able to share records with an Advisor.

If a party requests that all communication be made through their attorney Advisor, the University will not comply with that request.

Privacy of Records Shared with Advisor
Advisors are expected to maintain the privacy of the records shared with them. These records may not be shared with third parties, disclosed publicly, or used for purposes not explicitly authorized by the University. Advisors will be asked to sign Non-Disclosure Agreements (NDAs). The University may restrict the role of any Advisor who does not respect the sensitive nature of the process or who fails to abide by the University’s privacy expectations.

Expectations of an Advisor
The University generally expects an Advisor to adjust their schedule to allow them to attend University meetings when planned, but the University may change scheduled meetings to accommodate an Advisor’s inability to attend, if doing so does not cause an unreasonable delay.

The University may also make reasonable provisions to allow an Advisor who cannot be present in person to attend a meeting by telephone, video conferencing, or other similar technologies as may be convenient and available.

Expectations of the Parties with Respect to Advisors
A party may elect to change Advisors during the process and is not obligated to use the same Advisor throughout. The parties are expected to inform the Investigator(s) of the identity of their Advisor at least two (2) business days before the date of their first meeting with Investigators (or as soon as possible if a more expeditious meeting is necessary or desired).

The parties are expected to provide timely notice to the Title IX Coordinator if they change Advisors at any time. It is assumed that if a party changes Advisors, consent to share information with the previous Advisor is terminated, and a release for the new Advisor should be secured. Parties are expected to inform the Title IX Coordinator of the identity of their hearing Advisor at least two (2) business days before the hearing.

Assistance in Securing an Advisor
University can provide attorneys, faculty, or graduate students as Advisors in the resolution process. For representation, Respondents may wish to contact organizations such as:
- FACE (http://www.facecampusequality.org)
- SAVE (http://www.saveservices.org).
- Complainants may wish to contact organizations such as:
  - The Victim Rights Law Center (http://www.victimrights.org),
  - The National Center for Victims of Crime (http://www.victimsofcrime.org), which maintains the Crime Victim’s Bar Association.]
  - The Time’s Up Legal Defense Fund: https://nwlc.org/times-up-legal-defense-fund/ ]

Resolution Process: Resolution proceedings are private. All persons present at any time during the resolution process are expected to maintain the privacy of the proceedings in accordance with University Policy.

Although there is an expectation of privacy around what Investigators share with parties during interviews, the parties have discretion to share their own knowledge and evidence with others if they so choose, with the exception of information the parties agree not to disclose as part of an Informal Resolution, discussed below. The University encourages parties to discuss with their Advisors any sharing of information before doing so.

The Formal Grievance Process is the University’s primary resolution approach, unless Informal Resolution is elected by all parties and the University. Three options for Informal Resolution are detailed in this section, and the Formal Grievance Process is detailed starting in the next section.

Informal Resolution: Informal resolution can result in the following ways:

Supportive Resolution. When the Title IX Coordinator can resolve the matter informally by providing supportive measures (only) to remedy the situation.
Alternative Resolution. When the parties agree to resolve the matter through an alternative resolution mechanism as described below, [including mediation, restorative practices, facilitated dialogue, etc.], usually before a formal investigation takes place; see discussion in b., below.
Accepted Responsibility. When the Respondent accepts responsibility for violating policy, and desires to accept a sanction(s) and end the resolution process; see discussion in c., below.

To initiate Informal Resolution, a Complainant must submit a formal complaint, as defined above. A Respondent who wishes to initiate Informal Resolution should contact the Title IX Coordinator. The parties may agree as a condition of engaging in Informal Resolution that statements made or evidence shared during the Informal Resolution process will not be considered in the Formal Grievance Process unless all parties consent.

It is not necessary to pursue Informal Resolution first in order to pursue a Formal Grievance Process, and any party participating in Informal Resolution can stop the process at any time and begin or resume the Formal Grievance Process.

Prior to implementing Informal Resolution, the University will provide the parties with written notice of the reported misconduct and any sanctions or measures that may result from participating in such a process, including information regarding any records that will be maintained or shared by the University.

The University will obtain voluntary, written confirmation that all parties wish to resolve the matter through Informal Resolution before proceeding and will not pressure the parties to participate in Informal Resolution.

Alternative Resolution Approaches: Alternative Resolution is an informal approach, including mediation, restorative practices, facilitated dialogue, etc. by which the parties reach a mutually agreed upon resolution of an allegation. All parties must consent to the use of an Alternative Resolution approach.

The Title IX Coordinator may look to the following factors to assess whether Alternative Resolution is appropriate, or which form of Alternative Resolution may be most successful for the parties:

The parties’ amenability to Alternative Resolution;
Likelihood of potential resolution, taking into account any power dynamics between the parties;
The parties’ motivation to participate;
Civility of the parties;
Results of a violence risk assessment/ongoing risk analysis;
Disciplinary history;
Whether an emergency removal is needed;
Skill of the Alternative Resolution facilitator with this type of allegation;
Complaint complexity;
Emotional investment/capability of the parties;
Rationality of the parties;
Goals of the parties;
Adequate resources to invest in Alternative Resolution (time, staff, etc.)

The ultimate determination of whether Alternative Resolution is available or successful is to be made by the Title IX Coordinator. The Title IX Coordinator is authorized to negotiate a resolution that is acceptable to all parties, and/or to accept a resolution that is proposed by the parties, usually through their Advisors.

The Title IX Coordinator maintains records of any resolution that is reached, and failure to abide by the resolution agreement may result in appropriate responsive/disciplinary actions. Results of complaints resolved by Informal Resolution or Alternative Resolution are not appealable.

Respondent Accepts Responsibility for Alleged Violations: The Respondent may accept responsibility for all or part of the alleged policy violations at any point during the resolution process. If the Respondent indicates an intent to accept responsibility for all of the alleged misconduct, the formal process will be paused, and the Title IX Coordinator will determine whether Informal Resolution can be used according to the criteria above.

If Informal Resolution is applicable, the Title IX Coordinator will determine whether all parties and the University are able to agree on responsibility, sanctions, and/or remedies. If so, the Title IX Coordinator implements the accepted finding that the Respondent is in violation of University policy and implements agreed-upon sanctions and/or remedies, in coordination with other appropriate administrator(s), as necessary.

This result is not subject to appeal once all parties indicate their written assent to all agreed upon terms of resolution. When the parties cannot agree on all terms of resolution, the Formal Grievance Process will resume at the same point where it was paused.

When a resolution is accomplished, the appropriate sanction or responsive actions are promptly implemented in order to effectively stop the harassment or discrimination, prevent its recurrence, and remedy the effects of the discriminatory conduct, both on the Complainant and the community.

Section 8: Formal Grievance Process: Notice of Investigation and Allegations
The Title IX Coordinator will provide written notice of the investigation and allegations (the “NOIA”) to the Respondent upon commencement of the Formal Grievance Process. This facilitates the Respondent’s ability to prepare for the interview and to identify and choose an Advisor to accompany them. The NOIA is also copied to the Complainant, who will be given advance notice of when the NOIA will be delivered to the Respondent.

The NOIA will include:

A meaningful summary of all allegations;
The identity of the involved parties (if known);
The precise misconduct being alleged;
The date and location of the alleged incident(s) (if known);
The specific policies implicated;
A description of the applicable procedures;
A statement of the potential sanctions/responsive actions that could result;
A statement that the University presumes the Respondent is not responsible for the reported misconduct unless and until the evidence supports a different determination;
A statement that determinations of responsibility are made at the conclusion of the process and that the parties will be given an opportunity to inspect and review all directly related and/or relevant evidence obtained during the review and comment period;
A statement about the University’s policy on retaliation;
Information about the confidentiality of the process;
Information on the need for each party to have an Advisor of their choosing and suggestions for ways to identify an Advisor;
A statement informing the parties that the University’s Policy prohibits knowingly making false statements, including knowingly submitting false information during the resolution process;
Detail on how the party may request disability accommodations during the interview process;
The name(s) of the Investigator(s), along with a process to identify to the Title IX Coordinator, in advance of the interview process, any conflict of interest that the Investigator(s) may have; and
An instruction to preserve any evidence that is directly related to the allegations.

Amendments and updates to the NOIA may be made as the investigation progresses and more information becomes available regarding the addition or dismissal of various allegations.

Notice will be made in writing and may be delivered by one or more of the following methods: in person, [mailed to the local or permanent address(es) of the parties as indicated in official University records] , or emailed to the parties’ University-issued email or designated accounts. Once mailed, emailed, and/or received in-person, notice will be presumptively delivered.

Resolution Timeline: The University will make a good faith effort to complete the resolution process within a sixty-to-ninety (60-90) business day time period, including appeal if any, which can be extended as necessary for appropriate cause by the Title IX Coordinator, who will provide notice and rationale for any extensions or delays to the parties as appropriate, as well as an estimate of how much additional time will be needed to complete the process.

Appointment of Investigators: Once the decision to commence a formal investigation is made, the Title IX Coordinator will appoint an investigator usually within two (2) business days of determining that an investigation should proceed. The Title IX Coordinator may conduct the investigation themself, appoint an internal staff member qualified to conduct investigations, or may hire an outside private investigator.

Ensuring Impartiality: Any individual materially involved in the administration of the resolution process (including the Title IX Coordinator, Investigator(s), and Hearing Officer) may neither have nor demonstrate a conflict of interest or bias for a party generally, or for a specific Complainant or Respondent.

The Title IX Coordinator will vet the assigned Investigator(s) for impartiality by ensuring there are no actual or apparent conflicts of interest or disqualifying biases. At any time during the resolution process, the parties may raise a concern regarding bias or conflict of interest, and the Title IX Coordinator will determine whether the concern is reasonable and supportable. If so, another investigator will be assigned and the impact of the bias or conflict, if any, will be remedied. If the source of the conflict of interest or bias is the Title IX Coordinator, concerns should be raised with the President of the University.

The Formal Grievance Process involves an objective evaluation of all relevant evidence obtained, including evidence that supports that the Respondent engaged in a policy violation and evidence that supports that the Respondent did not engage in a policy violation. Credibility determinations may not be based solely on an individual’s status or participation as a Complainant, Respondent, or witness.

The University operates with the presumption that the Respondent is not responsible for the reported misconduct unless and until the Respondent is determined to be responsible for a policy violation by the applicable standard of proof.

Investigation Timeline: Investigations are completed expeditiously, normally within thirty (30-60) business days, though some investigations may take weeks or even months, depending on the nature, extent, and complexity of the allegations, availability of witnesses, police involvement, etc.

The University will make a good faith effort to complete investigations as promptly as circumstances permit and will communicate regularly with the parties to update them on the progress and timing of the investigation.

Delays in the Investigation Process and Interactions with Law Enforcement: The University may undertake a short delay in its investigation (several days to a few weeks) if circumstances require. Such circumstances include, but are not limited to, a request from law enforcement to temporarily delay the investigation, the need for language assistance, the absence of parties and/or witnesses, and/or accommodations for disabilities or health conditions.

The University will communicate in writing the anticipated duration of the delay and reason to the parties, and provide the parties with status updates if necessary. The University will promptly resume its investigation and resolution process as soon as feasible. During such a delay, the University will implement supportive measures as deemed appropriate.

The University’s action(s) or processes are not typically altered or precluded on the grounds that civil or criminal charges involving the underlying incident(s) have been filed or that criminal charges have been dismissed or reduced.

Steps in the Investigation Process: All investigations are thorough, reliable, impartial, prompt, and fair. Investigations involve interviews with all relevant parties and witnesses; obtaining available, relevant evidence; and identifying sources of expert information, as necessary.

All parties have a full and fair opportunity, through the investigation process, to suggest witnesses and questions, to provide evidence and expert witnesses, and to fully review and respond to all evidence on the record. Recordings of interviews are an investigative tool that will be utilized when needed and will be provided to the parties once the investigation report is compiled.

The Investigator(s) typically take(s) the following steps, if not already completed (not necessarily in this order):

Determine the identity and contact information of the Complainant
Identify all policies implicated by the alleged misconduct and notify the Complainant and Respondent of all of the specific policies implicated
Assist the Title IX Coordinator, if needed, with conducting a prompt initial assessment to determine if the allegations indicate a potential policy violation
Commence a thorough, reliable, and impartial investigation by identifying issues and developing a strategic investigation plan, including a witness list, evidence list, intended investigation timeframe, and order of interviews for all witnesses and the parties
Meet with the Complainant to finalize their interview/statement, if necessary
Work with the Title IX Coordinator, as necessary, to prepare the initial Notice of Investigation and Allegation (NOIA). The NOIA may be amended with any additional or dismissed allegations
- Notice should inform the parties of their right to have the assistance of an Advisor of their choosing present for all meetings attended by the party
Make good faith efforts to notify the parties of any meeting or interview involving the other party, in advance when possible
When participation of a party is expected, provide that party with written notice of the date, time, and location of the meeting, as well as the expected participants and purpose
Interview all available, relevant witnesses and conduct follow-up interviews as necessary
Allow each party the opportunity to suggest witnesses and questions they wish the Investigator(s) to ask of the other party and witnesses, and document in the report which questions were asked, with a rationale for any changes or omissions
Complete the investigation promptly and without unreasonable deviation from the intended timeline
Provide regular status updates to the parties throughout the investigation
Write a comprehensive investigation report fully summarizing the investigation, all witness interviews, and addressing all relevant evidence. Appendices including relevant physical or documentary evidence will be included
The Investigator(s) gather, assess, and synthesize evidence, but make no conclusions, engage in no policy analysis, and render no recommendations as part of their report
The Investigator may elect to follow up on responses from the Parties to the Final Investigation Report and provide a supplemental addendum to the Final Investigation Report outlining the Investigator’s findings of the new evidence and if it changes the findings and conclusion of the Final Investigation Report.

The Investigator will incorporate any relevant feedback, and the final report is then shared with the Title IX Coordinator, all parties and their Advisors through secure electronic transmission or hard copy at least ten (10) business days prior to a hearing. The parties and advisors are also provided with a file of any directly related evidence that was not included in the report

Role and Participation of Witnesses in the Investigation: Witnesses (as distinguished from the parties) who are employees of the University are strongly encouraged to cooperate with and participate in the University’s investigation and resolution process. Student witnesses and witnesses from outside the University community are encouraged to cooperate with the University investigations and to share what they know about a complaint.

Although in-person interviews for parties and all potential witnesses are ideal, circumstances (e.g., study abroad, summer break) may require individuals to be interviewed remotely. Skype, Zoom, FaceTime, WebEx, or similar technologies may be used for interviews if the Investigator(s) determine that timeliness, efficiency, or other reasons dictate a need for remote interviewing. The University will take appropriate steps to reasonably ensure the security/privacy of remote interviews. Recordings of interviews conducted via technological means will be utilized to preserve an accurate record and to ensure timeliness of the investigative process.

Witnesses may also provide written statements in lieu of interviews or choose to respond to written questions, if deemed appropriate by the Investigator(s), though not preferred. If a witness submits a written statement but does not intend to be and is not present for questioning at a hearing, their written statement may not be used as evidence.

Recording of Interviews: Hawaii is a one-party consent state which means that only one party to a conversation, including the individual recording the conversation, is needed to consent to the recording. Notwithstanding this, if anyone wishes to record an investigative meeting, they shall inform the investigator who will then also record the meeting. If Investigator(s) elect to audio and/or video record interviews, all involved parties should be made aware of audio and/or video recording and allowed to record the meeting if they so desire.

Evidentiary Considerations in the Investigation: The investigation does not consider:

incidents not directly related to the possible violation, unless they evidence a pattern; or
questions and evidence about the Complainant’s sexual predisposition; or
questions and evidence about the Complainant’s prior sexual behavior, unless such questions and evidence about the Complainant’s prior sexual behavior are offered to prove that someone other than the Respondent committed the conduct alleged by the Complainant, or if the questions and evidence concern specific incidents of the Complainant’s prior sexual behavior with respect to the Respondent and are offered to prove consent.

Within the boundaries stated above, the investigation can consider character evidence generally, if offered, but that evidence is unlikely to be relevant unless it is fact evidence or relates to a pattern of conduct.

Referral for Hearing: Provided that the complaint is not resolved through Informal Resolution, once the final investigation report is shared with the parties, the Title IX Coordinator will refer the matter for a hearing. The Title IX Coordinator will select the person to conduct the hearing from a pool of retired judges and/or attorneys, mediators, or arbitrators as outside independent contractors to conduct hearings. Any professional hired by the University to conduct a hearing will have the requisite experience in sexual harassment/assault cases (either civil or criminal) and will be informed of and will follow all University’s policies pertaining to conducting hearings, role of advisors, cross examination, etc.

The person selected by the Title IX Coordinator to conduct the hearing (“the Hearing Officer”) will be the finder of fact and the decision maker as to whether or not the allegation occurred and if it was a violation of University policies. The findings of fact and conclusion of the hearing will be reduced to writing and provided to the Title IX Coordinator who will send it to the parties.

If an employee is the Respondent, the Title IX Coordinator will send the Final Investigation Report and the findings and conclusions of the Hearing Officer to the Supervisor of the Respondent. The Supervisor will provide the Respondent with an opportunity to respond to the conclusion of the Hearing Officer prior to the Supervisor making a decision about disciplinary action, if any, to be taken. The Supervisor will inform the Title IX Coordinator of the disciplinary action to be taken. The Title IX Coordinator will assist the Supervisor in drafting a letter to the Respondent informing the Respondent about the discipline that will be taken.

If a student is the Respondent, the Title IX Coordinator will send the Final Investigation Report and the findings and conclusions of the Hearing Officer to the Vice President of Student Affairs (VPSA). The VPSA will provide the Respondent with an opportunity to respond to the conclusion of the Hearing Officer prior to the VPSA making a decision about disciplinary action, if any, to be taken. The VPSA will inform the Title IX Coordinator of the disciplinary action to be taken. The Title IX Coordinator will assist the VPSA in drafting a letter to the Respondent informing the Respondent about the discipline that will be taken.

Whether or not the Respondent is an employee or a student, the Title IX Coordinator will send the Final Investigation Report and findings and conclusions of the Hearing Officer to the Complainant. The Complainant may send any objections to either the Final Investigation Report or the findings and conclusions of the Hearing Officer to the Title IX Coordinator who will forward them to the Supervisor or VPSA, depending on if the Respondent is a student or employee.

Hearing Officer: The Hearing Officer, appointed by the Title IX Coordinator, will not have had any previous involvement with the investigation. Those who have served as Investigators will be witnesses in the hearing and therefore may not serve as a Hearing Officer. Those who are serving as Advisors for any party may not serve as a Hearing Officer in that matter.

The Title IX Coordinator may not serve as a Hearing Officer in the matter but may serve as an administrative facilitator of the hearing if their previous role(s) in the matter do not create a conflict of interest (i.e., the Title IX Coordinator conducted the investigation). Otherwise, a designee may fulfill this facilitator role. The hearing will convene at a time and venue determined by the Hearing Officer and mutually agreed upon by the Parties. Neither Party shall be unreasonable in scheduling a hearing time so that an unreasonable delay is created.

Evidentiary Considerations in the Hearing: Any evidence that the Hearing Officer determines is relevant may be considered. The hearing does not consider: 1) incidents not directly related to the possible violation, unless they evidence a pattern; 2) questions and evidence about the Complainant’s sexual predisposition; or 3) questions or evidence about the Complainant’s prior sexual behavior, unless such questions and evidence about the Complainant’s prior sexual behavior are offered to prove that someone other than the Respondent committed the conduct alleged by the Complainant, or if the questions and evidence concern specific incidents of the Complainant’s prior sexual behavior with respect to the Respondent and are offered to prove consent.

Within the boundaries stated above, the hearing can consider character evidence generally, if offered, but that evidence is unlikely to be relevant unless it is fact evidence or relates to a pattern of conduct. Previous disciplinary action of any kind involving the Respondent may be considered in determining an appropriate sanction upon a determination of responsibility, assuming the University uses a progressive discipline system. This information is only considered at the sanction stage of the process, and is not shared until then.

The parties may each submit a written impact statement prior to the hearing for the consideration of the Supervisor or VPSA at the sanction stage of the process when a determination of responsibility is reached.

After post-hearing deliberation, the Hearing Officer renders a determination based on [the preponderance of the evidence; whether it is more likely than not that the Respondent violated the Policy as alleged.

Notice of Hearing: No less than ten (10) business days prior to the hearing , the Title IX Coordinator or the Hearing Officer with the assistance of the Title IX Coordinator will send notice of the hearing to the parties. Once mailed, emailed, and/or received in-person, notice will be presumptively delivered.

The notice will contain:

A description of the alleged violation(s), a list of all policies allegedly violated, a description of the applicable hearing procedures, and a statement of the potential sanctions/responsive actions that could result.
The time, date, and location of the hearing.
Description of any technology that will be used to facilitate the hearing.
Information about the option for the live hearing to occur with the parties located in separate rooms using technology that enables the Hearing Officer and parties to see and hear a party or witness answering questions. Such a request must be raised with the Title IX Coordinator at least five (5) business days prior to the hearing.
A list of all those who will attend the hearing, along with an invitation to object to any Hearing Officer on the basis of demonstrated bias or conflict of interest. This must be raised with the Title IX Coordinator at least two (2) business days prior to the hearing.
Information on how the hearing will be recorded and on access to the recording for the parties after the hearing.
A statement that if any party or witness does not appear at the scheduled hearing, the hearing may be held in their absence, and the party’s or witness’s testimony and any statements given prior to the hearing will not be considered by the Hearing Officer. For compelling reasons, the Hearing Officer may reschedule the hearing.
Notification that the parties may have the assistance of an Advisor of their choosing at the hearing and will be required to have one present for any questions they may desire to ask. The party must notify the Title IX Coordinator if they do not have an Advisor, and the University will appoint one. Each party must have an Advisor present. There are no exceptions.
A copy of all the materials provided to the Hearing Officer about the matter, unless they have been provided already.
An invitation to each party to submit to the Hearing Officer an impact statement pre-hearing that the Supervisor or VPSA will review during any sanction determination.
An invitation to contact the Title IX Coordinator to arrange any disability accommodations, language assistance, and/or interpretation services that may be needed at the hearing, at least seven (7) business days prior to the hearing.
Whether parties can/cannot bring mobile phones/devices into the hearing.

Hearings for possible violations that occur near or after the end of an academic term (assuming the Respondent is still subject to this Policy) and are unable to be resolved prior to the end of term will typically be held immediately after the end of the term or during the summer, as needed, to meet the resolution timeline followed by the University and remain within the 60-90 business day goal for resolution.

Alternative Hearing Participation Options: If a party or parties prefer not to attend or cannot attend the hearing in person, the party should request alternative arrangements from the Title IX Coordinator or the Hearing Officer at least five (5) business days prior to the hearing.

The Title IX Coordinator or the Hearing Officer can arrange to use technology to allow remote testimony without compromising the fairness of the hearing. Remote options may also be needed for witnesses who cannot appear in person. Any witness who cannot attend in person should let the Title IX Coordinator or the Hearing Officer know at least five (5) business days prior to the hearing so that appropriate arrangements can be made.

Pre-Hearing Preparation: After any necessary consultation with the parties, the Hearing Officer will provide the names of persons who will be participating in the hearing, all pertinent documentary evidence, and the final investigation report to the parties at least ten (10) business days prior to the hearing.

Any witness scheduled to participate in the hearing must have been first interviewed by the Investigator or have proffered a written statement or answered written questions during the investigative process, unless all parties and the Hearing Officer assent to the witness’s participation in the hearing. The same holds for any evidence that is first offered at the hearing. If the parties and Hearing Officer do not assent to the admission of evidence newly offered at the hearing, the Hearing Officer may delay the hearing and/or instruct that the investigation needs to be re-opened to consider that evidence.

The parties will be given the name of the assigned Hearing Officer at least five (5) business days in advance of the hearing. All objections to the Hearing Officer must be raised in writing, detailing the rationale for the objection, and must be submitted to the Title IX Coordinator as soon as possible and no later than two days prior to the hearing. Hearing Officer will only be removed if the Title IX Coordinator concludes that their bias or conflict of interest precludes an impartial hearing of the allegation(s).

The Title IX Coordinator will give the Hearing Officer a list of the names of all parties, witnesses, and Advisors at least five (5) business days in advance of the hearing. Any Decision-maker who cannot make an objective determination must recuse themselves from the proceedings when notified of the identity of the parties, witnesses, and Advisors in advance of the hearing. If a Decision-maker is unsure of whether a bias or conflict of interest exists, they must raise the concern to the Title IX Coordinator as soon as possible.

During the ten (10) business day period prior to the hearing, the parties have the opportunity for continued review and comment on the final investigation report and available evidence. That review and comment can be shared with the Hearing Officer at a pre-hearing meeting or at the hearing and will be exchanged between each party by the Hearing Officer.

Pre-Hearing Meetings: The Hearing Officer may convene a pre-hearing meeting(s) with the parties and/or their Advisors and invite them to submit the questions or topics they (the parties and/or their Advisors) wish to ask or discuss at the hearing, so that the Hearing Officer can rule on their relevance ahead of time to avoid any improper evidentiary introduction in the hearing or to provide recommendations for more appropriate phrasing.

However, this advance review opportunity does not preclude the Advisors from asking a question for the first time at the hearing or from asking for a reconsideration on a pre-hearing ruling by the Hearing Officer based on any new information or testimony offered at the hearing. The Hearing Officer must document and share with each party their rationale for any exclusion or inclusion at a pre-hearing meeting.

The Hearing Officer, only with full agreement of the parties, may decide in advance of the hearing that certain witnesses do not need to be present if their testimony can be adequately summarized by the Investigator(s) in the investigation report or during the hearing.

At each pre-hearing meeting with a party and their Advisor, the Hearing Officer will consider arguments that evidence identified in the final investigation report as relevant is, in fact, not relevant. Similarly, evidence identified as directly related but not relevant by the Investigator(s) may be argued to be relevant. The Hearing Officer may rule on these arguments pre-hearing and will exchange those rulings between the parties prior to the hearing to assist in preparation for the hearing. The Hearing Officer may consult with legal counsel and/or the Title IX Coordinator, or ask either or both to attend pre-hearing meetings.

The pre-hearing meeting(s) will/will not be recorded. The pre-hearing meetings may be conducted as separate meetings with each party/advisors, with all parties/advisors present at the same time, remotely, or as a paper-only exchange. The Hearing Officer will work with the parties to establish the format.

Hearing Procedures: At the hearing, the Hearing Officer has the authority to hear and make determinations on all allegations of discrimination, harassment, and/or retaliation and may also hear and make determinations on any additional alleged policy violations that occurred in concert with the discrimination, harassment, and/or retaliation, even though those collateral allegations may not specifically fall within the Policy on Equal Opportunity, Harassment, and Nondiscrimination.

Participants at the hearing will include the Hearing Officer, any additional panelists, the hearing facilitator, the Investigator(s) who conducted the investigation, the parties, Advisors to the parties, any called witnesses, the Title IX Coordinator if not serving as the hearing facilitator, and anyone providing authorized accommodations, interpretation, and/or assistive services.

The Hearing Officer will answer all questions of procedure. Anyone appearing at the hearing to provide information will respond to questions on their own behalf.

The Hearing Officer will allow witnesses who have relevant information to appear at a portion of the hearing in order to respond to specific questions from the Hearing Officer and the parties, and the witnesses will then be excused.

Joint Hearings: In hearings involving more than one Respondent or in which two (2) or more Complainants have accused the same individual of substantially similar conduct, the default procedure will be to hear the allegations jointly.

However, the Title IX Coordinator may permit the investigation and/or hearings pertinent to each Respondent to be conducted separately if there is a compelling reason to do so. In joint hearings, separate determinations of responsibility will be made for each Respondent with respect to each alleged policy violation.

The Order of the Hearing – Introductions and Explanation of Procedure: The Hearing Officer explains the procedures and introduces the participants. This may include a final opportunity for challenge or recusal of the Hearing Officer on the basis of bias or conflict of interest. The Hearing Officer will rule on any such challenge unless the Hearing Officer is the individual who is the subject of the challenge, in which case the Title IX Coordinator will review and decide the challenge.

At the hearing, recording, witness logistics, party logistics, curation of documents, separation of the parties, and other administrative elements of the hearing process are managed by a non-voting hearing facilitator appointed by the Title IX Coordinator or the Title IX Coordinator serving as the hearing facilitator. The hearing facilitator may attend to: logistics of rooms for various parties/witnesses as they wait; flow of parties/witnesses in and out of the hearing space; ensuring recording and/or virtual conferencing technology is working as intended; copying and distributing materials to participants, as appropriate, etc.

Investigator Presents the Final Investigation Report: The Investigator will then present a summary of the final investigation report, including items that are contested and those that are not, and will be subject to questioning by the Hearing Officer and the parties (through their Advisors). The Investigator will be present during the entire hearing process, but not during deliberations.

Neither the parties nor the Hearing Officer should ask the Investigator their opinions on credibility, recommended findings, or determinations, and Advisors and parties will refrain from discussion of or questions for Investigators about these assessments. If such information is introduced, the Hearing Officer will direct that it be disregarded.

Testimony and Questioning: Once the Investigator presents(s) the report and is questioned, the parties and witnesses may provide relevant information in turn, beginning with the Complainant, and then in the order determined by the Hearing Officer. Questioning of parties and witnesses by the Hearing Officer and then by the parties through their Advisors will occur. All questions are subject to a relevance determination by the Hearing Officer.

The Advisor, who will remain seated during questioning, will pose the proposed question orally, electronically, or in writing (orally is the default, but other means of submission may be permitted by the Hearing Officer upon request if agreed to by all parties and the Hearing Officer), the proceeding will pause to allow the Hearing Officer to consider the question (and state it if it has not already been stated aloud), and the Hearing Officer will determine whether the question will be permitted, disallowed, or rephrased.

The Hearing Officer may invite explanations or persuasive statements regarding relevance with the Advisors, if the Hearing Officer so chooses. The Hearing Officer will then state their decision on the question for the record and advise the party/witness to whom the question was directed, accordingly. The Hearing Officer will explain any decision to exclude a question as not relevant, or to reframe it for relevance.

The Hearing Officer will limit or disallow questions on the basis that they are irrelevant, unduly repetitious (and thus irrelevant), or abusive. The Hearing Officer has final say on all questions and determinations of relevance. The Hearing Officer may ask Advisors to state why a question is or is not relevant from their perspective but will not entertain arguments from the Advisors on relevance once the Hearing Officer has ruled on a question.

If the parties raise an issue of bias or conflict of interest of an Investigator at the hearing, the Hearing Officer may elect to address those issues and/or refer them to the Title IX Coordinator, and/or preserve them for appeal. If bias is not in issue at the hearing, the Hearing Officer should not permit irrelevant questions that probe for bias.

Refusal to Submit to Questioning: Cross-examination is an all or nothing proposition, meaning that if any relevant question is refused, no statements of that party or witness are admissible. Only if a party or witness is willing to submit to cross-examination, and answers all questions, will their statements prior to or at the hearing be fully admissible. If a party or witness chooses not to submit to cross-examination at the hearing, either because they do not attend the meeting, or they attend but refuse to participate in questioning, then the Hearing Officer may not rely on any prior statement made by that party or witness at the hearing (including those contained in the investigation report) in the ultimate determination of responsibility.

The Hearing Officer must disregard all such statements.

Evidence provided that is something other than a statement by the party or witness may be considered. Whether a party or witness does or does not answer questions from the Hearing Officer, their statements will be admissible as long as they are willing to submit to cross-examination questions, even if they are not asked such questions. The Hearing Officer may not draw any inference solely from a party’s or witness’s absence from the hearing or refusal to answer cross-examination or other questions.

If collateral charges of policy violations other than sexual harassment are considered at the same hearing, the Hearing Officer may consider all evidence it deems relevant, may rely on any relevant statement as long as the opportunity for questioning is afforded to all parties through their Advisors, and may draw reasonable inferences from any decision by any party or witness not to participate or respond to questions.

If a party’s Advisor of choice refuses to comply with the University’s established rules of decorum for the hearing, the University may require the party to use a different Advisor. If a University-provided Advisor refuses to comply with the rules of decorum, the University may provide that party with a different Advisor to conduct questioning on behalf of that party.

An Advisor may not be called as a witness at a hearing to testify to what their advisee has told them during their role as an Advisor unless the party being advised consents to that information being shared. It is otherwise considered off-limits, and an Advisor who is an institutional employee is temporarily alleviated from mandated reporter responsibilities related to their interaction with their advisee during the resolution process.

Recording Hearings: Hearings (but not deliberations) are recorded by the University for purposes of review in the event of an appeal. The parties may not record the proceedings and no other unauthorized recordings are permitted.

The Hearing Officer, the parties, their Advisors, and appropriate administrators of the University will be permitted to listen to the recording or review a transcript of the recording in a controlled environment determined by the Title IX Coordinator, upon request. No person will be given or be allowed to make a copy of the recording without permission of the Title IX Coordinator.

Deliberation, Decision-making, and Standard of Proof: At the conclusion of the hearing and the collection of evidence presented at hearing, the Hearing Officer will be provided 10-15 business days to consider all evidence presented at hearing to determine whether the Respondent is responsible or not responsible for the policy violation(s) in question. The preponderance of the evidence standard of proof is used. The Hearing Officer will provide written findings of fact and conclusions to the Title IX Coordinator that will include the determination, rationale, the evidence used in support of its determination, the evidence not relied upon in its determination, and credibility assessments.

When there is a finding of responsibility on one or more of the allegations, the person responsible for sanctions (supervisor or Vice President of Student Affairs) may then consider the previously submitted party impact statements in determining appropriate sanction(s). These statements are not binding. The Title IX Coordinator will ensure that each of the parties has an opportunity to review any impact statement submitted by the other party(ies). The Hearing Officer may, at their discretion, consider the statements, but they are not binding.

Notice of Outcome: Using the findings of fact and conclusions of the Hearing Officer, the Title IX Coordinator will prepare a Notice of Outcome letter. The Title IX Coordinator will then share the letter, including the final determination, rationale, and any applicable sanction(s) with the parties and their Advisors within seven business days of receiving the Hearing Officer’s findings and conclusions.

The Notice of Outcome will be shared with the parties simultaneously. Notification will be made in writing and may be delivered by one or more of the following methods: in person, mailed to the local or permanent address of the parties as indicated in official University records, or emailed to the parties’ University-issued email or otherwise approved account. Once mailed, emailed, and/or received in-person, notice will be presumptively delivered.

The Notice of Outcome will articulate the specific policy(ies) reported to have been violated, including the relevant policy section, and will contain a description of the procedural steps taken by the University from the receipt of the misconduct report to the determination, including any and all notifications to the parties, interviews with parties and witnesses, site visits, methods used to obtain evidence, and hearings held.

The Notice of Outcome will specify the finding on each alleged policy violation; the findings of fact that support the determination; conclusions regarding the application of the relevant policy to the facts at issue; a statement of, and rationale for, the result of each allegation to the extent the University is permitted to share such information under state or federal law; any sanctions issued which the University is permitted to share according to state or federal law; and whether remedies will be provided to the Complainant to ensure access to the University’s educational or employment program or activity.

The Notice of Outcome will also include information on when the results are considered by the University to be final, any changes that occur prior to finalization, and the relevant procedures and bases for any available appeal options.

Sanctions: Factors considered when determining a sanction/responsive action may include, but are not limited to:

The nature, severity of, and circumstances surrounding the violation(s)
The Respondent’s disciplinary history
The need for sanctions/responsive actions to bring an end to the discrimination, harassment, and/or retaliation
The need for sanctions/responsive actions to prevent the future recurrence of discrimination, harassment, and/or retaliation
The need to remedy the effects of the discrimination, harassment, and/or retaliation on the Complainant and the community
The impact on the parties
Any other information deemed relevant by the Decision-maker(s)

The sanctions will be implemented as soon as is feasible, either upon the outcome of any appeal or the expiration of the window to appeal without an appeal being requested.

The sanctions described in this policy are not exclusive of, and may be in addition to, other actions taken or sanctions imposed by external authorities.

Student Sanctions: The following are the usual sanctions that may be imposed upon students or organizations singly or in combination:

Warning: A formal statement that the conduct was unacceptable and a warning that further violation of any University policy, procedure, or directive will result in more severe sanctions/responsive actions.
Required Counseling: A mandate to meet with and engage in either University-sponsored or external counseling to better comprehend the misconduct and its effects.
Probation: A written reprimand for violation of institutional policy, providing for more severe disciplinary sanctions in the event that the student or organization is found in violation of any institutional policy, procedure, or directive within a specified period of time. Terms of the probation will be articulated and may include denial of specified social privileges, exclusion from co-curricular activities, exclusion from designated areas of campus, no-contact orders, and/or other measures deemed appropriate.
Suspension: Termination of student status for a definite period of time not to exceed two years and/or until specific criteria are met. Students who return from suspension are automatically placed on probation through the remainder of their tenure as a student at University.
Expulsion: Permanent termination of student status and revocation of rights to be on campus for any reason or to attend University-sponsored events. This sanction will be noted permanently as a Conduct Expulsion on the student’s official transcript.
Withholding Diploma: The University may withhold a student’s diploma for a specified period of time and/or deny a student participation in commencement activities as a sanction if the student is found responsible for an alleged violation.
Revocation of Degree: The University reserves the right to revoke a degree previously awarded from the University for fraud, misrepresentation, and/or other violation of University policies, procedures, or directives in obtaining the degree, or for other serious violations committed by a student prior to graduation.
Organizational Sanctions: Deactivation, loss of recognition, loss of some or all privileges (including University registration) for a specified period of time.
Other Actions: In addition to or in place of the above sanctions, the University may assign any other sanctions as deemed appropriate.

Employee Sanctions/Responsive/Corrective Actions: Responsive actions for an employee who has engaged in harassment, discrimination, and/or retaliation include:

Warning – Verbal or Written
Performance Improvement Plan/Management Process
Enhanced supervision, observation, or review
Required Counseling
Required Training or Education
Probation
Denial of Pay Increase/Pay Grade
Loss of Oversight or Supervisory Responsibility
Demotion
Transfer
Reassignment
Delay of tenure track progress
Assignment to new supervisor
Restriction of stipends, research, and/or professional development resources
Suspension with pay
Suspension without pay
Termination
Other Actions: In addition to or in place of the above sanctions/responsive actions, the University may assign any other responsive actions as deemed appropriate.

Withdrawal or Resignation While Charges Pending:
Students: Should a Respondent decide not to participate in the resolution process, the process proceeds absent their participation to a reasonable resolution. Should a student Respondent permanently withdraw from the University, the resolution process ends with a dismissal, as the University no longer has disciplinary jurisdiction over the withdrawn student.

However, the University will continue to address and remedy any systemic issues or concerns that may have contributed to the alleged violation(s), and any ongoing effects of the alleged harassment, discrimination, and/or retaliation. The student who withdraws or leaves while the process is pending may not return to the University in any capacity . Admissions and Human Resources will be notified, accordingly.

If the student Respondent only withdraws or takes a leave for a specified period of time (e.g., one semester or term), the resolution process may continue remotely and that student is not permitted to return to University unless and until all sanctions, if any, have been satisfied.

Employees: Should an employee Respondent resign with unresolved allegations pending, the resolution process ends with dismissal, as the University no longer has disciplinary jurisdiction over the resigned employee.

However, the University will continue to address and remedy any systemic issues or concerns that contributed to the alleged violation(s), and any ongoing effects of the alleged harassment, discrimination, and/or retaliation.

The employee who resigns with unresolved allegations pending is not eligible for admission or rehire with the University and the records retained by the Title IX Coordinator will reflect that status.

Appeals: Any party may file a request for appeal (“Request for Appeal”), but it must be submitted in writing to the Title IX Coordinator within five days of the delivery of the Notice of Outcome. A single Appeal Decision-maker (the Appeal Chair) will be chosen by the Title IX Coordinator from a pool of retired judges and/or attorneys, mediators, or arbitrators as outside independent contractors to review the findings and conclusions of the Hearing Officer.

The Request for Appeal will be forwarded to the Appeal Chair or designee for consideration to determine if the request meets the grounds for appeal (a Review for Standing). This review is not a review of the merits of the appeal, but solely a determination as to whether the request meets the grounds and was timely filed.

Grounds for Appeal: Appeals are limited to the following grounds:

Procedural irregularity that affected the outcome of the matter;
New evidence that was not reasonably available at the time the determination regarding responsibility or dismissal was made, that could affect the outcome of the matter; and/or
The Title IX Coordinator, Investigator(s), or Decision-maker(s) had a conflict of interest or bias for or against Complainants or Respondents generally or the specific Complainant or Respondent that affected the outcome of the matter.

If any of the grounds in the Request for Appeal do not meet the grounds in this Policy, that request will be denied by the Appeal Chair, and the parties and their Advisors will be notified in writing of the denial and the rationale.

If any of the grounds in the Request for Appeal meet the grounds in this Policy, then the Appeal Chair will notify the other party(ies) and their Advisors, the Title IX Coordinator, and, when appropriate, the Investigators and/or the original Decision-maker(s).

The other party(ies) and their Advisors, the Title IX Coordinator, and, when appropriate, the Investigators and/or the original Hearing Officer will be mailed, emailed, and/or provided a hard copy of the request for an appeal with the approved grounds and then be given seven business days to submit a response to the portion of the appeal that was approved and involves them. All responses, if any, will be forwarded by the Appeal Chair to all parties for review and comment.

The non-appealing party (if any) may also choose to raise a new ground for appeal at this time. If so, that will be reviewed to determine if it meets the grounds in this Policy by the Appeal Chair and either denied or approved. If approved, it will be forwarded to the party who initially requested an appeal, the Investigator(s) and/or original Hearing Officer, as necessary, who will submit their responses, if any, in seven business days, which will be circulated for review and comment by all parties. If not approved, the parties will be notified accordingly, in writing.

Neither party may submit any new requests for appeal after this time period. The Appeal Chair will collect any additional information needed and all documentation regarding the approved grounds for appeal, and the subsequent responses and will render a decision in no more than seven business days, barring exigent circumstances. All decisions will apply the preponderance of the evidence.

A Notice of Appeal Outcome will be sent to all parties and the Title IX Coordinator simultaneously including the decision on each approved ground and rationale for each decision. The Notice of Appeal Outcome will specify the finding on each ground for appeal, any specific instructions for remand or reconsideration, any sanctions that may result which the University is permitted to share according to state or federal law, and the rationale supporting the essential findings to the extent the University is permitted to share under state or federal law.

Notification will be made in writing and may be delivered by one or more of the following methods: in person, mailed to the local or permanent address of the parties as indicated in official institutional records, or emailed to the parties’ University-issued email or otherwise approved account. Once mailed, emailed and/or received in-person, notice will be presumptively delivered.

Sanctions Status During the Appeal: Any sanctions imposed as a result of the hearing are stayed during the appeal process. Supportive measures may be reinstated, subject to the same supportive measure procedures above.

If during the stay of sanctions there is a need to continue any emergency removal remedies that were in place, then at the discretion of the Title IX Coordinator, those emergency removal remedies/procedures will continue to be in effect.

If the original sanctions include separation in any form, the University may place a hold on official transcripts, diplomas, graduations, and course registration pending the outcome of an appeal. The Respondent may request a stay of these holds from the Title IX Coordinator within two (2) business days of the notice of the sanctions. The request will be evaluated by the Title IX Coordinator or designee, whose determination is final.

Appeal Considerations:

Appeals are not intended to provide for a full re-hearing (de novo) of the allegation(s). In most cases, appeals are confined to a review of the written documentation or record of the original hearing and pertinent documentation regarding the specific grounds for appeal.
Decisions on appeal are to be deferential to the original decision, making changes to the finding only when there is clear error and to the sanction(s)/responsive action(s) only if there is a compelling justification to do so.
An appeal is not an opportunity for Appeal Decision-makers to substitute their judgment for that of the original Hearing Officer merely because they disagree with the finding and/or sanction(s).
The Appeal Chair may consult with the Title IX Coordinator on questions of procedure or rationale, for clarification, if needed. Documentation of all such consultation will be maintained.
Appeals granted should normally be remanded (or partially remanded) to the original Investigator(s) and/or Hearing Officer for reconsideration.
Once an appeal is decided, the outcome is final: further appeals are not permitted, even if a decision or sanction is changed on remand (except in the case of a new hearing).
In rare cases where an error cannot be cured by the original Hearing Officer (as in cases of bias), the appeal Chair may order a new investigation with new investigators and/or a new hearing with a new Decision-maker(s).
The results of a remand to a Decision-maker(s) cannot be appealed. The results of a new hearing can be appealed, once, on any of the three available appeal grounds.
In cases in which the appeal results in reinstatement to the University or resumption of privileges, all reasonable attempts will be made to restore the Respondent to their prior status, recognizing that some opportunities lost may be irreparable in the short term.

Long-Term Remedies/Other Actions: Following the conclusion of the resolution process, and in addition to any sanctions implemented, the Title IX Coordinator may implement additional long-term remedies or actions with respect to the parties and/or the campus community that are intended to stop the harassment, discrimination, and/or retaliation, remedy the effects, and prevent reoccurrence.

These remedies/actions may include, but are not limited to:

Referral to counseling and health services
Referral to the Employee Assistance Program
Education to the individual and/or the community
Permanent alteration of housing assignments
Permanent alteration of work arrangements for employees
Provision of campus safety escorts
Climate surveys
Policy modification and/or training
Provision of transportation accommodations
Implementation of long-term contact limitations between the parties
Implementation of adjustments to academic deadlines, course schedules, etc.

At the discretion of the Title IX Coordinator, certain long-term support or measures may also be provided to the parties even if no policy violation is found. When no policy violation is found, the Title IX Coordinator will address any remedies owed by the University to the Respondent to ensure no effective denial of educational access. The University will maintain the confidentiality of any long-term remedies/actions/measures, provided confidentiality does not impair the University’s ability to provide these services.

Failure to Comply with Sanctions and/or Responsive Actions: All Respondents are expected to comply with the assigned sanctions, responsive actions, and/or corrective actions within the timeframe specified by the final Decision-maker (including the Appeal Chair).

Failure to abide by the sanction(s)/action(s) imposed by the date specified, whether by refusal, neglect, or any other reason, may result in additional sanction(s)/action(s), including suspension, expulsion, and/or termination from the University.

A suspension will only be lifted when compliance is achieved to the satisfaction of the Title IX Coordinator.

Recordkeeping: The University will maintain for a period of seven years records of:

Each sexual harassment investigation including any determination regarding responsibility and any audio or audiovisual recording or transcript required under federal regulation;
Any disciplinary sanctions imposed on the Respondent;
Any remedies provided to the Complainant designed to restore or preserve equal access to the University’s education program or activity;
Any appeal and the result therefrom;
Any Informal Resolution and the result therefrom;
All materials used to train Title IX Coordinators, Investigators, the Hearing Officer, Decision-makers, and any person who facilitates an Informal Resolution process; and
Any actions, including any supportive measures, taken in response to a report or formal complaint of sexual harassment, including:
The basis for all conclusions that the response was not deliberately indifferent;
Any measures designed to restore or preserve equal access to the University’s education program or activity; and
If no supportive measures were provided to the Complainant, document the reasons why such a response was not clearly unreasonable in light of the known circumstances.

University will also maintain any and all records in accordance with state and federal laws.

Section 10: Revision of this Policy and Procedures
If government laws or regulations change – or court decisions alter – the requirements in a way that impacts this document, this document will be construed to comply with the most recent government laws or regulations or court holdings.

This document does not create legally enforceable protections beyond the protections of the background state and federal laws which frame such policies and codes, generally.

Section 11: Expectations Regarding Unethical Relationships
There are inherent risks in any romantic or sexual relationship between individuals in unequal positions (such as faculty member and student or supervisor and employee). These relationships may, in reality, be less consensual than perceived by the individual whose position confers power or authority. Similarly, the relationship also may be viewed in different ways by each of the parties, particularly in retrospect. Circumstances may change, and conduct that was once welcome may, at some point in the relationship, become unwelcome.

Even when both parties have initially consented to romantic or sexual involvement, the possibility of a later allegation of a relevant Policy violation still exists. The University does not wish to interfere with private choices regarding personal relationships when these relationships do not interfere with the goals and policies of the University. However, for the personal protection of members of this community, the University does not condone relationships in which power differentials are inherent (e.g., faculty-student, staff-student, supervisor-employee). They may also violate standards of professionalism and/or professional ethics.

Consensual romantic or sexual relationships in which one party maintains a direct supervisory or otherwise evaluative role over the other party are inherently problematic. Therefore, persons with direct supervisory or otherwise evaluative responsibilities who are involved in such relationships must bring these relationships to the timely attention of their supervisor and/or the Title IX Coordinator. The existence of this type of relationship will likely result in removing the supervisory or evaluative responsibilities from the employee or shifting a party from being supervised or evaluated by someone with whom they have established a consensual relationship. When an affected relationship existed prior to adoption of this policy, the duty to notify the appropriate supervisor still pertains.

This type of relationship includes Resident Advisors (RAs) and students over whom the RA has direct responsibility. While no relationships are specifically prohibited by this policy, failure to timely self-report such relationships to a supervisor as required can result in disciplinary action for an employee.

3.1.4 Mandated Reporting of Child Abuse and Neglect

Employees of h

Employees of higher education institutions are mandatory reporters of child abuse and neglect.
Higher education employees include all Chaminade University faculty and staff, student workers, graduate teaching fellows and temporary employees.
A “child” is any “unmarried person who is under 18 years of age.” Some Chaminade students qualify under this definition and are covered by the mandatory reporting law.
Your obligations as a mandatory reporter are specific to you as an individual and are not limited to a time period, location, or your role at the Chaminade – It is a 24/7 responsibility.
You must immediately report to the State of Hawaii Department of Human Services (DHS) or the Hawaii Police Department if you have “reasonable cause to believe” that any child with whom you come into contact has suffered abuse or that any person with whom you come into contact has abused a child.
For instances that are related to Chaminade-authorized activities, Chaminade employees are required to make the report immediately to the Chaminade Security Department (735-4792) and/or the Office for Compliance and Human Resources (739-8597).

3.1.5 Reasonable Accommodation For Employees With Disabilities

The procedures contained in this policy also apply to employees needing reasonable accommodations due to pregnancy, religion, victims of domestic or sexual violence, or any other protected category.

3.1.5.1 Policy

The University is committed to the fair and equal employment of all persons. Reasonable accommodation is the key to this non-discrimination policy. While many individuals with disabilities can work without accommodation, other qualified applicants and employees face barriers to employment without the accommodation process. It is the policy of the University to reasonably accommodate qualified individuals with disabilities unless the accommodation would impose an undue hardship. In accordance with local and federal laws, accommodations will be provided to qualified individuals with disabilities when such accommodations are directly related to performing the essential functions of a job, competing for a job, or enjoying equal benefits and privileges of employment. This policy applies to all applicants, employees, and employees seeking promotional opportunities.

3.1.5.2 Procedure

1. The employee shall inform his/her supervisor or the Manager of Human Resources of the need for an accommodation;

2. A University representative may request documentation to support the request.

3. When a qualified individual has requested an accommodation, the University will, in consultation with the individual:

Discuss the purpose and essential functions of the particular job involved. Completion of a step-by-step job analysis may be necessary;
Determine the precise job-related limitation;
Identify the potential accommodations and assess the effectiveness each would have in allowing the individual to perform the essential functions of the job;
Select and implement the accommodation that is the most appropriate for both the individual and the University. While an individual’s preference will be given consideration, the University is free to choose among equally effective accommodations and may choose the one that is less expensive or easier to provide.

4. If an accommodation cannot overcome the existing barriers or if the accommodation would cause an undue hardship to the University, the employee and the University designee will work together to determine any other options, if possible.

3.1.5.3 Appeals

Employees or applicants who are dissatisfied with the decision(s) pertaining to his/her accommodation request may file a written appeal with the President of the University within fifteen (15) calendar days of receipt of the decision. The President of the University will review the record of the matter and will reach a final determination, generally within ten (10) calendar days of receipt of the appeal.

3.1.6 Pre-Employment Drug Screening

Candidates who are offered positions at the University will be screened for five substances: Amphetamines, cocaine, marijuana, phencyclidine, and opiates. Drug Screening will be arranged by Diagnostic Laboratory Services, Inc., a licensed testing laboratory. Employees are advised that certain over-the-counter medications or prescribed drugs may result in a positive test result.

Drug-testing results are monitored for both non-negative results as well as for any abnormal finding that may indicate adulteration. Upon identification of non-negative or abnormal findings, the donor is contacted for an inquiry into possible explanations for the presumptively positive results. With the donor’s written permission, the donor’s primary care physician will be contacted regarding possible explanations. If it is determined that a confirmed, medically prescribed drug would cause the initial non-negative findings of the test, the medical record officer will release the report as a negative finding. Re-testing of all positive donors will be done.

Pursuant to Hawaii state law, the use of medical marijuana is not authorized on any school ground or in the workplace of one’s employment. Under federal law, the use of marijuana for any purpose is prohibited, including for medical reasons. Therefore, any non-negative or abnormal finding of marijuana will disqualify a candidate for employment at the university.

3.1.7 Pre-Employment Background Screening

Pre-employment screening is required of all employees. All offers of employment are contingent on the acceptable completion of required background screenings. The required screening components are outlined in Sections 3.1.24.2 to 3.1.24.5 Companies to which we have outsourced services will be required to incorporate background screening in their hiring procedures.

3.1.7.1 Consent

A signed consent form is required of all candidates, who are selected for employment, consenting to the following background checks.

3.1.7.2 Social Security Number Check

The purpose of this is to verify that the person is who they say they are. This report also gives a history of name and address changes.

3.1.7.3. National Criminal Database and Sexual Offenders Database

This criminal check yields federal convictions and some state and county criminal records. It provides multi-jurisdictional information from multiple sources including County Records, State Department of Corrections, Sexual Offenders Lists and Administrative Office of Courts.

3.1.7.4 State and County Criminal Background Check

This is a more extensive criminal check which includes state and county searches. This screen performs Criminal Background searches for felonies and misdemeanors. The check is done by suitable state and county offices.

3.1.8 Employment and Education Verification

Chaminade University completes the Employment and Education Verification without the aid of an outside agency. Such verification is the responsibility of the hiring supervisor.

3.1.9 Substance Abuse

Chaminade University of Honolulu (CUH) strives to provide students and employees a drug-free campus and work environment. Drug abuse affects all aspects of American life: it threatens the student’s educational development and the workplace, as well as the community. In order to promote a safe and efficient educational and work environment, this policy has been adopted.

CUH expects its employees and students to carry out their responsibilities free of intoxication by any illegal drugs or alcohol. Employees and students are not permitted to manufacture, distribute, possess, use, dispense or be under the influence of illegal drugs as prohibited by state and federal law, at University-sponsored or approved events or on University property or in buildings owned, leased, or used by the University for education, research and recreational programs or activities. The University expects lawful behavior by employees and students, during their presence on University premises and at University-sponsored events on or off campus. The University will cooperate with law enforcement agencies in enforcing statutes regarding the use of illegal drugs.

CUH also prohibits the possession, use, and distribution of medical marijuana on its campus, in any of its buildings, including its Resident Halls, and at any campus-sponsored event that is held on or off campus. The State of Hawaii authorized the use of medical marijuana. However, Hawaii State law does not authorize the use of medical marijuana on any school ground or in the workplace of one’s employment. The possession of marijuana, including marijuana for medical purposes, is prohibited under federal law. Any employee or student found to be possessing, using, or distributing marijuana on University property or at any University-sponsored event, for any reason, including medical marijuana, will be subject to disciplinary action for violation of this policy prohibiting the possession, use, and distribution of illegal drugs and controlled substances. Further, using marijuana for medical purposes is not an allowable defense for violation of University policies and/or misconduct.

Drug paraphernalia of any type is strictly prohibited on any University property, including the Resident Halls, or at any University-sponsored event that is on or off campus. This includes items that are altered to become paraphernalia of any type. This prohibition includes instances when paraphernalia is not used to ingest illegal substances. Students found in possession of paraphernalia will be subject to disciplinary action which can include dismissal from the Resident Halls and/or the University.

Public intoxication is expressly prohibited. Use, possession, manufacturing or distribution of alcoholic beverages by any person under 21 years of age is expressly prohibited.

For a full copy of the University’s Drug-Free Workplace policy, you can access it by clicking on this link Chaminade University Drug Free Workplace & Campus Policy or going to the Student Consumer Information Page on the Chaminade University Website. All Chaminade University employees are required to complete the online tutorial provided for Substance Abuse. The tutorial can found on the University’s web portal.

3.1.10 Workplace Violence

Chaminade University is committed to preventing workplace violence and providing a safe work environment. The University prohibits and does not tolerate violent acts or threats against employees, students, visitors, guests or other individuals within its facilities or during any University-related activity (including off duty periods).

Violence may be described as verbal or physical threats, intimidation, and / or aggressive physical contact. Prohibited contact includes, but is not limited to the following:

Intimidation, harassment, assault, battery, stalking, or conduct that causes a person to believe that he or she is under a threat or death or serious bodily injury.
Inflicting or threatening injury or damage to another person’s life, health, well-being, family or property.
Possessing a firearm, explosive, hazardous device or substance or other dangerous weapon on University premises or using an object as a weapon.
Abusing or damaging University, employee, or student property.
Using obscene or abusive language or gestures in a threatening manner.
Raising voices in a threatening manner.

Because of the potential for misunderstanding, joking about any of the above conduct is also prohibited. Employees are also expected to refrain from fighting, “horseplay” or other conduct that may be dangerous to themselves or others. Chaminade University will promptly and thoroughly investigate all report of threats of (or actual) violence and of suspicious individuals or activities.

The identity of the individual making a report will be protected as much as is practical. In order to maintain workplace safety and the integrity of its investigation, Chaminade University may suspend employees, either with or without pay, pending investigation.

Violators of this policy are subject to disciplinary action, up to and including discharge, for any violation reasonable believed to have been committed. Violations of this policy may also result in arrest and / or prosecution.

All threats of (or actual) violence, both direct and indirect, should be reported as soon as possible to their supervisor or the Manager of Human Resources. This includes threats by employees, as well as threats by students, vendors, solicitors, or other members of the public. Threats of violence should be reported with specifics and as much detail as possible.

3.1.11 Weapons

Chaminade University prohibits, forbids, and does not tolerate weapons on University property, or during any University-related activity.

Weapons include visible and concealed weapons, including those for which the owner has the necessary permits. Weapons can include firearms, knives with a blade longer than three inches, explosive materials or any other objects that could be used to harass, intimidate, or injure another individual, employee, student, manager, or supervisor.

3.1.12 Immigration Status Policy

All employees hired by the University must present documentation establishing their identity and employment authorization in accordance with the immigration laws of the United States prior to hire and upon request of the University at any time after hire.

Any employees failing to provide proper documentation as specified above, upon request, shall be ineligible for hire or continued employment with the University. Such failure shall be just cause for discharge of any employee, regardless of contract rights. Faculty members must present a completed I-9 Form, together with appropriate documentation, to the Manager of Human Resources for verification prior to the first day of class.

3.1.13 Employment of Relatives

In accordance with general University policy, the basic criteria for appointment and promotion of all University employees shall be appropriate qualifications and performance. Relationship by family or marriage shall constitute neither an advantage nor a deterrent to appointment by the institution, provided the individual meets and fulfills appropriate institutional appointment standards.

No person shall be assigned to a department or unit under the supervision of a relative who has or may have a direct effect on the person’s progress or performance, nor shall relatives work for the same immediate supervisor, without prior written approval of the administrative head of the organizational unit (Dean, Director, etc.) and the office of the President, Executive Director for Compliance and Human Resources or the Manager of Human Resources, as appropriate. If two current employees are related or become related (typically by marriage or a relationship substantially similar to marriage) one of the employees may be transferred to another open position suitable under this policy. If such a position is not available, one of the two may be asked to seek other employment. The employees will be given the opportunity to determine which of them will transfer or terminate, if possible.

In any event, in accordance with general University policy, there shall be no discrimination based on relationship by family or marriage in appointment, promotion, wages, hours, or other conditions of employment.

For the purpose of clarification, “relative” is defined as the spouse, son, daughter, mother, father, brother, sister, guardian, any form of step relations, or live-in companion. This definition is not to be construed to exclude the possibility of questions of nepotism in the case of other relationships.

For the purpose of this policy, nepotism is defined as appointment and/or promotion bestowed in consideration of family or personal relationship and not merit.

3.1.14 On the Job Injury

In case of work-connected injury or illness, the employee’s supervisor and the Office of Human Resources must be notified immediately and the employee must seek medical care if necessary.

3.1.15 Proper Attire

The nature of the employee’s position with the University will determine the type of attire that will be appropriate for work. All University employees are expected to dress in a manner which will present a favorable image of the University to the community. Any specific attire requirements for particular positions will be reviewed with the employee by the employee’s supervisor.

3.1.16 Outside Activities

Employees are required to conduct their activities on behalf of the University with the utmost good faith and loyalty. Employees may not compete with the University or convert business opportunities of the University to their personal gain or advantage or the gain or advantage of another. Employees may not convert confidential information or trade secrets of the University to their personal gain or advantage or the gain or advantage of others.

3.1.17 Parking

All employees are required to register their cars with the Office of Human Resources on the first day of hire. A parking permit will be issued, free, to regular full-time and part-time employees, upon presentation of a valid registration certificate and valid driver’s license. All employees are required to abide by the parking regulations, which are issued at the time the permit is received. See the Policy Manual Volume II Section 2.1.14.

3.1.18 Key Policy

All requests for keys should be sent to the Office of Human Resources. Replacement requests for keys should have a departmental account number to which time and material should be charged.

Generally, keys will be issued within 24 hours after a request is received. The individual who has been issued the keys must go to the Office of Human Resources to sign for the key. When no longer needed, keys must be returned to the Office of Human Resources. They should not be given to another individual even if that individual has a right to the key. University keys are for the assigned individual’s use only. Keys shall not be loaned to students, family members, or friends. If for any reason a key(s) is lost or stolen, employees should report it promptly to the immediate supervisor. Disciplinary action may be taken if the loss of a key is deemed to be the result of negligence or irresponsible behavior on the part of the employee.

Upon termination of employment, all keys must be returned to the Office of Human Resources.

3.1.19 Mileage

Mileage reimbursement, for the use of personally-owned vehicles on University business, is reimbursable. A Travel Expense Reimbursement Voucher, approved by the department supervisor, must be submitted for reimbursement. Check with the Business Office for the approved current rate per mile.

3.1.20 Moving Expenses

The University offers a non-accountable plan for moving expenses to a new employee provided the following conditions are met:

The moving expense is part of an employment agreement approved by either the President or the Provost.
The payment received by the employee for moving expenses is included in the employee’s gross income and is subject to payroll withholdings and taxation.

The employee may be able to deduct qualified deductible moving expenses in an annual income tax return. However, the University does not provide tax advice on deductibility of moving expenses. For further tax guidance, the employee may consult a tax professional.

3.1.21 Photocopying

The University provides photocopying machines for the convenience of faculty and administrative personnel. Charges related thereto are assigned to users according to an account system, whereby users log copies they have run.

Students and individuals employed by the University may not use campus photocopiers for personal materials except the pay photocopiers in the Library. In all instances, individuals who use photocopy machines are required to follow applicable copyright laws.

3.1.22 Solicitation

In order to minimize personal inconvenience and interference with orderly operations, no employee shall sell, solicit, or promote subscriptions, pledges, memberships, or other types of support for any drives, campaigns, courses, or organizations on institutional property. Distribution or circulation of leaflets, pamphlets, circulars, cards or literature is not permitted unless specifically authorized by the appropriate division head.

3.1.23 Travel Advances

Travel arrangements for all University travel must be approved in advance by the authorized supervisor. See Volume II Section 2.12.5 for travel policies and procedures.

University personnel may obtain advances from the Business Office for University-related travel. An Itemized Expense Voucher must be completed and returned with itemized receipts to the Business Office upon return.

3.1.24 Electronic Communications Systems (ECS) Policy

See Policy Manual Volume II Section 2.9 for details of the Chaminade Technology Use Policy.

Electronic communications, including the contents of Chaminade University owned computers, telephones, and facsimiles are the properties of the University.

Chaminade University treats all computer files, including e-mail sent or received, as University-related information. Chaminade University has the capability and reserves the right, with or without notice, to access, monitor, review, copy, and/or delete any computer files, including e-mail sent or received, and all web site communications and / or transactions. If employees make incidental use of the computer system for personal files or e-mail, employees should not expect personal files or e-mail to be protected from review by the University. Accordingly, employees should not use computer systems to create or transmit any information they wish to keep private. Because Chaminade University is sensitive to the legitimate privacy rights of employees, every effort will be made to guarantee that workplace monitoring is done in a respectful manner.

The Internet, e-mail, phone mail, or any other communication or information system of Chaminade University is not to be used in any way that may be disruptive, offensive to others, or harmful to morale. Violators of this policy will be subject to disciplinary action, up to and including discharge, for any violation reasonably believed to have been committed. Use of the computer system to engage in any communications that are in violation of University policy as expressed here or in Volume II Section 2.9 is strictly prohibited.

3.1.25 University Stationary

All offices must use the official Chaminade University logo and specified layout design on University stationery. The official stationary should not be used for intercampus mail. University letterhead and logo must not be used for any publication or correspondence that is not the official responsibility of the University office involved. In particular, University stationary may never be used to communicate a personal opinion that is not the official position of the University or clearly the responsibility of the office.

3.1.26 Conflict of Interest

An individual’s status as an employee takes precedence over the employee’s status as a student. There may be instances where policies or laws for students on a particular subject will differ from policies or laws for employees on that same subject. In those instances, employees must follow the policy as it applies to employees and may not claim that they are exempt from an employee policy due to their additional status as a student. In order to avoid conflicts of interest, employees may not seek or hold a student office, either elected or appointed. An employee may not work on school assignments during work hours, unless the employee has obtained special permission from the appropriate supervisor.

In cases where an employee has a work-related issue, the employee must utilize the policies and procedures applicable to employees. Issues arising as a result of an employee’s status as a student must be resolved according to policies and procedures applicable to students.

Individuals who are employees and students of the University are responsible for their conduct in both arenas.

3.1.27 Bulletin Board

Special notices and other information employees may want to know about are posted on the Office of Human Resources bulletin board. From time to time important notices are made concerning policy, organization, and procedures. The bulletin board is the customary place for posting these notices as well as job openings and government regulations. Each employee is encouraged to look at the bulletin board regularly. In the interest of neatness and fairness, the bulletin board is used solely and exclusively for personnel matters. Employees other than those working in the Office are not authorized to post anything on the Office of Human Resources bulletin board.

3.1.28 Lost or Stolen Personal Items

The University is not responsible for any personal items that are lost or stolen including those which are damaged by flood, fire, etc.

3.1.29 Individual Use of University Property

University property assigned for individual use is intended for University business. The University reserves the right of access to such property, e.g. desks or computers, by authorized personnel at the Division Head or Director level. See Section 3.1.18 for the Electronic Communications Systems Policy.

3.1.30 University Identification Cards

University Identification (ID) cards are required to aid security and first responders in a variety of situations ranging from the regular monitoring of persons on campus to the need for quick identification during a natural disaster or a violent situation on campus. Chaminade employees (faculty and staff) and students are required to carry Chaminade ID cards. The one general exception is for employees and students who only participate in off-campus programs.

To encourage the use of ID cards, the cards will be required to access most University services. Personnel will require the ID card for all personnel services including issuing parking passes. Security will require faculty and staff ID cards for any service including opening office doors. If you are on campus, Security will be expecting you to be carrying a Chaminade ID card.

Faculty, staff, day and evening students can obtain an ID card at the Client Services office located on the bottom floor of the Sullivan Library.

3.2 Personal Records

3.2.1 Policy

The University maintains personnel records for employees, and past employees in order to document employment related decisions, evaluate and assess policies, and comply with government record keeping and reporting requirements.

3.2.2 Procedure

The University strives to balance its need to obtain, use, and retain employment information with each individual’s right to privacy. To this end, it attempts to restrict the personnel information maintained to that which is necessary for the conduct of its business or which is required by federal, state, or local law.

3.2.2.1 Personal Records May Contain:

Employment application and resume;
Reference checks;
Criminal background check;
Hire letter and acceptance;
College Transcripts;
Skill test documents used by an employer to make an employment decision;
Fair Credit Reporting Act (FCRA) permission forms for background checks – criminal, financial, driving records;
Job Applicant Conviction Record Inquiry;
Job Descriptions;
Emergency contact information (will not include medical information);
Records relating to hiring, promotion, demotion, transfer, layoff, rates of pay, other forms of compensation;
Driver’s license and verification of auto insurance for applicable personnel;
Education and training records;
Verification of orientation completion;
Issued equipment forms;
Letters of recognition / Commendation;
Disciplinary notices or documents (i.e., warnings, reprimands, suspensions, etc.);
Performance evaluations;
Internal application documents and results;
Personnel Policy acknowledgment forms;
Other acknowledgment forms (i.e., electronic communication, substance abuse, etc.);
Documents related to job changes or transfers;
Employment contracts;
Non-disclosure and / or Non-compete agreements;
Signed confidentiality agreements;
Training records (including in-services);
Leave of absence information (non-medical related);
Documentation required by state or federal regulatory agencies;
Summary reports of internal investigations and grievances if disciplinary action results; and
Termination records.

3.2.2.2 A Separate Medical File May Contain:

Employment-related physical examinations;
Medical leave and return to work documents – Family Medical Leave Act (FMLA), Fitness for Duty, physician sign-off; and
Drug and alcohol testing.

3.2.2.3 Payroll Files May Include:

W-4 Form;
Time Records and Pay Records;
Salary change forms – anything related to pay; and
Writ of Garnishment.

3.2.2.4 Separate Files Also Kept for:

Workers Compensation Claims;
Immigration Forms (I-9’s);
EEO documents;
Unemployment Forms; and
Exit Interviews.

3.2.3 Responsibilities for Record Keeping

3.2.3.1 Office of Human Resources

The Office of Human Resources is responsible for overseeing the record keeping for all personnel information and will specify what information should be collected and how it should be stored and secured. All personnel files are the property of the University.

3.2.3.2 Employees

Employees have a responsibility to make sure their personnel records are up to date and should notify the Office of Human Resources in writing of any changes in at least the following:

Name
Address
Telephone Number
Marital status (for benefits and tax withholding purposes only)
Number of dependents
Beneficiary designations for any of the University’s insurance, disability, and retirement plans
Persons to be notified in case of emergency

Where an official University Personnel File is requested for faculty members, it consists of the Faculty Personnel File and parts of 1-6 of the Human Resources Office file. Administrative staff files are in the Office of Human Resources only.

Employees may inspect their own personnel records and may copy, but not remove, documents in the file. Such an inspection must be requested in writing to the Office of Human Resources and will be scheduled at a mutually convenient time. Records deemed to contain sensitive or confidential University plans or information may be excluded from the inspection, and all inspections must be conducted in the presence of a designated staff member of the Office of Human Resources. A reasonable charge will be made for any copies of records made by the employee.

Employees who feel that any file material is incomplete, inaccurate, or irrelevant, may submit a written request to the Office of Human Resources that the files be revised accordingly. If such a request is not granted, the employee may place a written statement of disagreement in the file.

Only supervisory and management employees who have an employment related need-to-know for information about another employee may inspect the files of that employee. Such an inspection must be approved by the Office of Human Resources and should be recorded in the file inspected.

Employees are to refer all requests from outside the University for personnel information concerning employees and past employees to the Office of Human Resources. The Office of Human Resources normally will release personnel information only in writing and only after obtaining the written consent of the individual involved. Exceptions may be made to cooperate with legal, safety, and medical officials who have a need to know specific employee information. In addition, exceptions may be made to release limited general information, such as the following:

Employment dates;
Position held;
Location of job site.

3.3 Pay Periods

Salary payments are disbursed on the 15th and the last day of each month through direct deposit to a financial institution designated by the employee. Should these dates fall on a weekend, salary payments will be disbursed on the preceding Friday or following Monday.

3.4 Employee Benefits

3.4.1 Paid Holidays and Leave

3.4.1.1 Holidays

A holiday schedule is approved and promulgated on a yearly basis and is published by the Office of Human Resources. The following holidays that are recognized by the University are:

Martin Luther King, Jr. Day
Father Chaminade Day
President’s Day
Prince Kuhio Day
Good Friday
Memorial Day
Kamehameha Day
Independence Day
Labor Day
Discover’s Day
Veteran’s Day
Thanksgiving Day
Day after Thanksgiving Day
Afternoon of Christmas Eve
Christmas Day
New Year’s DAy

Additionally, the period between Christmas Day and New Year’s Day is observed as a holiday by the University and eligible employees will be paid accordingly. If an employee is required to work during the period of time between Christmas Day and New Year’s Day, the following policies will apply to that employee as if the employee was required to work on any of the holidays listed above.

Chaminade employees that work in programs that have schedules different from the University follow the vacation and holiday guidelines of the program, not the guidelines in this University Policy Manual.

When a scheduled holiday is observed, Chaminade provides paid time off to all regular and full-time employees. Eligible regular, full-time employees receive eight (8) hours pay at their regular rate for each of the scheduled holidays. Employees who are on suspension or layoff or on a leave of absence when a designated holiday occurs will not receive holiday pay. If a holiday occurs while an employee is on approved vacation or sick leave, that day is not to be charged as vacation or sick leave, and all records are to reflect that the holiday was taken. Part-time, on-call, and temporary employees are not eligible to receive holiday pay.

Non-exempt employees otherwise eligible for holiday pay who perform work on a holiday will, in addition to holiday pay, receive their regular hourly rate for all hours worked. Holiday pay received for time not worked shall not be considered when computing overtime pay. Exempt employees who are unable to take the holiday on the celebrated day may take it at a later date as approved by the supervisor. Exempt employees must take their holiday within 90 days following the holiday date or the benefit will be forfeited. All accrued holidays will be forfeited when employment is terminated.

3.4.1.2 Jury Duty

The University will reimburse regular full-time employees the difference between income from jury duty or duty as a summoned witness and regular pay for those hours involved, should a difference exist. Compensation received by full-time faculty for jury duty will belong to the faculty member. Supervisors are to be notified immediately if an employee is summoned to jury duty. If the employee is excused from jury duty or is released early, that employee is required to report to work. The employee will be required to secure a statement from the clerk of the court for allowances paid for jury duty.

3.4.1.3 Compassionate Leave

Five (5) days leave with pay is authorized for regular full-time employees upon the death of an immediate family member (father, mother, spouse, child, sister, brother, mother-in-law, or father-in-law and grandparents). This benefit is provided even if the death in the family occurs while the employee is on vacation.

3.4.1.4 Shutdowns

When the University is officially shut down because of electrical outages, water outages, inclement weather, pandemics, etc., the resulting absence of personnel during scheduled work time is considered as administrative leave with pay on the day of the shutdown. Anyone required to work during such shutdowns is not eligible for extra pay or compensatory time off.

Hourly employees are not compensated when they do not work during a shutdown.

Only the President of the University or a designated representative may make the decision to close the University. (See the University’s Emergency Manual.)

3.4.2 Unpaid Leaves

3.4.2.1 Leaves of Absence

Approval must be obtained from the Division Head and the Manager of Human Resources prior to taking any leave of absence. Employees are required to notify their supervisor prior to being absent for any reason. Employees are also required to notify their supervisor if they are unable to return at the end of the specified leave. Failure to make such notification may be interpreted by the University that the employee has resigned.

For faculty, leaves of absence do not break the continuity of service for tenure purposes, but they do delay consideration for tenure. Exceptions are decided by the Provost.

When approved by the appropriate Division Head and the Human Resources Manager, an employee may be granted leave without pay for justifiable personal reasons. Unused vacation or, if applicable, unused sick leave must be exhausted prior to an employee being placed on leave without pay. Leave due to disability because of pregnancy or related conditions will be granted in accordance with state and federal law and regulations. The employee must state a reason for the leave, beginning and ending date, and the date returning to work. Benefits will continue for the month in which leave begins. Thereafter, the employee will be required to pay the full share of their benefits to cover the leave period before their leave begins. It is the responsibility of the employee to make these arrangements to keep their medical and dental plan from lapsing.

Employees are not permitted to accept employment with another employer during a leave of absence without forfeiting all re-employment rights, unless otherwise approved by the Division Head and Human Resources Manager. If an employee engages in other gainful employment without the University’s approval during the leave of absence, or if the employee does not return to work on the agreed date, it will be considered to be a voluntary termination of employment by the University.

Leaves of absence without pay for the purpose of advanced study, research, exchange teaching or any other reason of advantage to the University may be granted for a period normally not exceeding one year. In such cases, the payment for benefits referred to in the first paragraph may be negotiated

3.4.2.2 Temporary Military Duty

Regular full-time employees who are in the National Guard or Reserves and who are called to temporary annual duty of two weeks with their units will be granted leave without pay for that period. The employee may use earned vacation time for the period of leave if the employee wishes.

Chaminade University prohibits discrimination against employees on the basis of military duty, affiliation or status and requires reinstatement of an employee following military leave to the same position or a position of like seniority, status and pay, as dictated by federal and state laws. Generally, an employee will be reinstated if he or she is still qualified to perform the job duties and circumstances do not make it impossible, unreasonable or against public policy to reemploy the individual.

All employees must give advance written notice to Chaminade University that military leave is necessary. Upon completion of military service, employees must report back to the University in a timely manner or make a timely application for reemployment or reinstatement.

3.4.2.3 Family and Medical Leave

In accordance with the Family and Medical Leave Act (FMLA) of 1993, eligible employees are entitled to a maximum of twelve (12) weeks of unpaid, job protected leave for certain family and medical reasons during a twelve month period.

In accordance with the Hawaii Family Leave Law (HFLL), eligible employees are entitled to a maximum of four (4) weeks of unpaid, job-protected leave for certain family reasons during a calendar year.

3.4.2.3.1 Reasons for Leave

An eligible employee may request either family or medical leave under FMLA for one or more of the following reasons:

(A) Family leave may be requested for:

To care for an employee’s newborn child during the first twelve weeks after birth.

The placement of a son or daughter with the employee for adoption or foster care.

The care of a spouse, son, daughter, or parent of the employee, if such spouse, son, daughter, or parent has a “serious health condition.”

“A qualifying exigency” arising out of the fact that the spouse, son, daughter or parent of the employee is on active military duty, has been notified of an impending call to active duty status or the deployment of a son, daughter or parent who is a member of the armed Forces.

To care for a spouse, son, daughter, parent or next of kin who is recovering from serious illness or injury sustained in the line of duty on active military duty.

(B) Medical leave may be requested for:

A “serious health condition” that makes the employee unable to perform the functions of the position of such employee.

A “serious health condition” is a health problem which requires either inpatient care, or continuing treatment by a health care provider. These are serious conditions which impair on a chronic basis the employee’s or family member’s ability to engage in daily activity without assistance or to perform the functions of a position.

The term “serious health condition” is not intended to cover short-term conditions for which treatment and recovery are very brief.

An eligible employee may request either family or medical leave under HFLL for one or more of the following reasons:

Birth of the employee’s child;
Adoption of a child by the employee;
Care for the employee’s child, spouse, or reciprocal beneficiary, or parent with a serious health condition [Note: does not include employee’s own serious health condition.]

3.4.2.3.2 Eligibility for Leave

To be eligible for leave under FMLA, an employee must:

(A) Have worked for the University for at least twelve months; and

(B) Have worked for at least 1,250 hours during the year preceding the start of the leave.

To be eligible for leave under HFLL, an employee must have worked for at least six (6)consecutive months.

3.4.2.3.3 Leave Entitlement

An eligible employee is entitled to take up to 12 weeks of family or medical leave in a twelve month period. The twelve month period shall be measured forward from the date the family or medical leave begins.

In the case of an eligible employee caring for a spouse, son, daughter, parent or next of kin recovering from serious illness or injury sustained in the line of duty on active military duty the entitlement is twenty-six (26) weeks in a single 12 month period.

With respect to requests for leave for the birth or placement of a child for adoption or foster care with the employee, the employee’s entitlement to obtain leave expires twelve months after the birth or placement.

3.4.2.3.4 Procedures for Family and Medical Leave

For FMLA:

(A) Employees are required to provide thirty days advance leave notice, when the leave is foreseeable. If thirty days’ notice is not given, the leave may be denied.

(B) If the leave is not foreseeable, then notice must be given as soon as practicable.

(C) An employee requesting leave to care for a seriously ill spouse, son, daughter, or parent, or due to the employee’s own serious health condition which makes the employee unable to perform the functions of the position, must provide a medical certification issued by the health care provider of the employee or the employee’s ill family member, unless such certification is otherwise restricted by law.

(D) Spouses who are both employed by the University are entitled to a combined total of 12 weeks of family leave during any twelve month period (versus 12 weeks each) for the birth, adoption, or foster care of a child.

(E) An eligible employee who requests family leave for the birth, adoption, or foster care of a child or for the care of a child, spouse, or parent who has a “serious health condition” may exhaust paid vacation leave for part of the 12 weeks of leave to which the employee may be entitled under this policy. An employee shall not substitute paid sick leave when the family leave is requested for the birth, adoption, or foster care of a child or for the care of a child, spouse, or parent who has a “serious health condition.” Any period before and after birth where a mother is not able to work for medical reasons will be considered leave for a serious health condition.

(F) An employee who requests medical leave because the employee is unable to work due to a “serious health condition” shall utilize paid sick leave with Temporary Disability Insurance (TDI) upon the onset of the leave, which then becomes a part of the 12 weeks of leave which the employee is entitled to under this policy.

(G) All leaves requests shall be to the Human Resources Manager. The Human Resources Manager will provide the employee with the required FMLA forms. The employee shall submit the FMLA forms to their health care provider or the provider caring for the employee’s family member. Medical leave requests must include a medical certification issued by the health care provider of the employee or the employee’s ill family member unless such certification is otherwise restricted by law.

(H) An employee may take intermittent or reduced leave to lessen the usual number of hours per day or work week. Intermittent or reduced leave schedules are subject to University approval unless medically necessary.

For HFLL:

Generally, employees should follow the procedures for notification provided under the FMLA policy. However, employees desiring to take leave pursuant to the HFLL must be advised of the following:

Accrued and available vacation or compensatory time off may be substituted for unpaid leave;
The employee may elect to substitute up to ten (10) days of accrued and available sick leave for unpaid leave;
All leave taken pursuant to the HFLL is counted towards the employee‘s leave entitlement under FMLA;
Spouses who are both employed by the University are each entitled to four (4) weeks of leave during any twelve month period;
Verifying documentation may be requested by the University;

Leave may be taken intermittently

3.4.2.3.5 Return from Leave

(A) Upon return from leave, most employees will be restored to their original or equivalent positions with equivalent pay, benefits, and other employment terms. However, the University may deny restoration to certain highly compensated employees. If the University notifies such an employee of its intent to deny reinstatement at the completion of the family or medical leave, the University will offer the key employee a reasonable opportunity to return to work from family or medical leave after receipt of such notice.

(B) The use of family or medical leave will not result in the loss of any employment benefit that accrued prior to the start of an employee’s leave.

(C) An employee who requested leave for the employee’s own serious health condition that made the employee unable to perform the employee’s job, is required to obtain and present certification from the health care provider that the employee is medically able to resume work.

3.1.1.1.1 Benefits while on Family or Medical Leave

(A) For the duration of family or medical leave, the University will maintain the employee’s medical insurance coverage at the same level as provided to the employee prior to the leave.

(B) Employees who are granted approved family or medical leaves of absence are responsible to arrange to pay for their portion of the premium for the family medical plan prior to leaving.

(D) Except as otherwise set forth in this paragraph 3.4.2.3, vacation and sick leave is not accrued during family or medical leave. Accrual will commence upon reinstatement from the leave of absence.

3.4.2.3.6 Benefits while on Family or Medical Leave

(A) For the duration of family or medical leave, the University will maintain the employee’s medical insurance coverage at the same level as provided to the employee prior to the leave.

(B) Employees who are granted approved family or medical leaves of absence are responsible to arrange to pay for their portion of the premium for the family medical plan prior to leaving.

(D) Except as otherwise set forth in this paragraph 3.4.2.3, vacation and sick leave is not accrued during family or medical leave. Accrual will commence upon reinstatement from the leave of absence.

3.4.2.3.7 Failure to Return to Work Following FMLA Leave

(A) If the employee does not return to work following the conclusion of FMLA leave, the employee will be considered to have voluntarily resigned.

(B) Chaminade University may recover health insurance premiums that the University paid on behalf of the employee during any unpaid FMLA leave except that the University share of such premiums may not be recovered if the employee fails to return to work because of the employee’s or a family employee’s serious health condition or because of other circumstances beyond the employee’s control. In such cases, Chaminade University may require the employee to provide medical certification of the employee’s or the family member’s serious health condition.

(C) Except as otherwise set forth in this paragraph 3.4.2.3, vacation and sick leave is not accrued during family or medical leave. Accrual will commence upon reinstatement from the leave of absence.

3.4.2.4 Victims of Domestic or Sexual Violence Policy

Chaminade is committed to protecting employees who have been victimized by domestic or sexual violence. Chaminade protects employees and prospective employees who are victims of domestic or sexual violence, as well as those who have a minor child who is a victim of domestic or sexual violence. A victim of domestic or sexual violence means a victim of domestic abuse, sexual assault, or stalking.

If an employee or an employee’s minor child has been victimized and the employee is in need of a reasonable accommodation, the employee should contact the Human Resources Manager. The Human Resources Manager may request one of the following:

A signed written statement from one of the following persons, from whom the employee or the employee’s minor child has sought assistance in relation to the domestic or sexual violence:
- an employee, agent, or volunteer of a victim services organization;
- the employee’s attorney or advocate;
- the attorney or advocate for the employee’s minor child;
- a medical or other health care professional; or
- a member of the clergy.
A police or court record supporting the occurrence of the domestic or sexual violence.

The employee is entitled to take up to thirty (30) days of unpaid leave to seek medical attention, obtain services from a victim services organization, obtain psychological or other counseling services, temporarily or permanently relocate, or to take legal action, including preparing for or participating in any civil or criminal legal proceeding related to or resulting from the domestic or sexual violence.

Should the employee need additional or alternative accommodations pursuant to this policy, the employee should follow the steps outlined in the University’s Reasonable Accommodation Policy.

3.4.3 Insurance Benefits

3.4.3.1 Medical and Dental

Chaminade University provides all regular full and part-time (20 or more hours per week) employees with medical and dental coverage. This coverage becomes effective one month after the date of hire. The University pays all but 1.5% of the base wages for the cost of the base plan, plus half of the cost of family coverage. Employees are charged 1.5% of base wages as their share of the cost, plus the difference between the cost of the base plan and the selected plan, if the base plan is not selected and 50% of the family coverage.

The cost of the medical and dental coverage will be deducted from the employee’s paycheck. Employees have the option to decline medical and dental plans offered if they are covered by some other source. Brochures explaining the medical and dental plans and the types of coverage are available to all eligible employees and will be given to new employees during orientation.

Employees and their dependents have the right to pay for continuation coverage upon the occurrence of various qualifying events, such as early retirement, termination, divorce, etc., which would otherwise cause such employee or dependent to lose group health coverage. The qualifying event allows an extension coverage for a period of eighteen or thirty-six months at the cost to the employee. Please inquire at the Office of Human Resources for specific information on Health Insurance Continuation (COBRA).

3.4.3.1.1 Health Insurance Continuation (COBRA)

The Consolidated Omnibus Budget Reconciliation Act of 1986 (COBRA) requires that employers who sponsor group health plans offer employees and their families the opportunity for a temporary extension of health coverage (called continuation coverage) at group rates in certain instances where coverage under the plan would otherwise end. This is intended to inform, in a summary fashion, of rights and obligations under the continuation coverage provisions of the law.

An employee, the employee’s spouse, or dependent become qualified beneficiaries if the employee, the employee’s spouse or dependent are covered under the employer’s group health plan and would lose coverage upon the happening of one of the following events (called a qualifying event):

Death of the covered employee;
Termination (for reasons other than gross misconduct) or reduction of hours of the covered employee’s employment;
Divorce or legal separation of the covered employee from a spouse;
Entitlement of the covered employee for Medicare; or
Dependent ceases to be dependent child under the group health plan.

In such a case, each qualified beneficiary would have the right to elect to choose continuation coverage if the group health coverage would be lost. The employee, employee’s spouse, or dependent children (where applicable) would each, as a qualified beneficiary, have the option to select continuation coverage for a period shown as follows:

REASON FOR TERMINATION UNDER GROUP PERIOD

Voluntary termination of employee – 18 months

Involuntary termination of employee (except for gross misconduct) – 18 months

Reduction in work hours of employee – 18 months

Disability of employee as determined under the Social Security Act – 29 months

Death of employee – 36 months

Divorce or legal separation – 36 months

Employee becomes entitled to Medicare – 36 months

3.4.3.1.1.1 Special Rule for Multiple Qualifying Events

If the employee elects continuation coverage following a termination of employment or reduction in hours and, during the 18 month period of continuation coverage, a second event (other than a bankruptcy proceeding) occurs that would have caused the employee to lose coverage under the plan (if the employee had not lost coverage already), the employee may be given the opportunity to extend the period of continuation coverage to a total of 36 months. If a beneficiary elected continuation coverage as the spouse, or dependent of a covered employee who experienced a termination of employment or reduction in hours and, during the continuation period, the employee or former employee became entitled to Medicare, the beneficiary may be given the opportunity to extend coverage for 36 months from the date the covered employee becomes entitled to Medicare.

3.4.3.1.1.2 Special Rule for Retirees and Newly Acquired Dependents

The retiree, spouse, or dependent of a retiree whose employer’s group health plan is lost or substantially eliminated within one year before or after the employer’s filing of a Title 11 Bankruptcy can elect to remain in the employer’s group health plan until the retiree’s death. After the retiree’s death, the retiree’s survivors can obtain up to an additional three years of continuation coverage.

Newly acquired dependents of qualified beneficiaries, such as children and spouses, are to be given the same opportunity to obtain coverage as for an employee with, and under the same conditions as, such dependent’s coverage. The newly acquired dependent’s coverage is not as a qualified beneficiary, and as such, their continuation coverage will end upon termination of the qualified beneficiary’s continuation coverage.

The continuation coverage will not be conditioned on a physical examination or other evidence of insurability, and will be identical, with very few exceptions, to the coverage provided to similarly situated employees or family members. Please note that the beneficiary may be required to pay all or part of the premium for this continued coverage and an administrative fee.

Under COBRA, the University must notify the Plan Administrator (except where the employer is the Plan Administrator) within 30 calendar days of an employee’s death, termination of employment or reduction in work hours, Medicare entitlement, and bankruptcy proceedings. In these cases, the Plan Administrator must then notify the qualified beneficiary of the right to elect continuation coverage. This notice must be provided within 14 calendar days after the Plan Administrator receives notice that one of these events has occurred. However, with respect to multi-employer plans, to the extent the plan so provides, the University may have an extended period of time for notifying the Plan Administrator of one of the qualifying events, and the Plan Administrator also may have an extended period for providing notice to the qualified beneficiary.

In all other cases, the employee or family member has the responsibility to notify the Plan Administrator of a divorce, legal separation, a child losing dependent status, a disability as determined under the Social Security Act, or a newly acquired dependent under the group health plan. In these cases, the employee has 60 calendar days from the date that the employee would lose coverage because of one of the events described previously or notify the Plan Administrator of the Qualifying Event. In all cases, the beneficiary has 60 calendar days from the date of the notice from the Plan Administrator or from the date the beneficiary would lose coverage, whichever is later, to inform the Plan Administrator that the beneficiary wants continuation coverage.

The election of continuation coverage is deemed to include an election for family members who will also lose coverage under the group health plan unless otherwise specified. The continuation coverage extends from the date of one of the events described previously to:

18 months, in the case of termination or reduced work hours, 29 months, in the case of disability, or 36 months, in all other cases described previously except retirees and newly acquired dependents. See “Special Rule for Retirees and Newly Acquired Dependents.”
The date the University no longer provides any group health plan to its employees.
The premium for continuation coverage is not paid on time.
The person whose coverage is being continued becomes covered under another group health plan unless the other plan contains an exclusion or limitation with respect to a pre-existing condition.
The person whose coverage is being continued becomes entitled to Medicare benefits (unless the qualifying event is the employer’s Title 11 Bankruptcy).
The beneficiary is divorced from a covered employee, subsequently remarries and becomes covered under another group health plan, in which case the beneficiary can continue until the maximum allowed period of termination or upon being covered for pre-existing conditions, if the new plan excludes or limits benefits for the pre-existing

To prevent a lapse in coverage, if the beneficiary selects continuation coverage, the beneficiary can pay any required premium within 45 calendar days after the election. If the University group health plan provides a conversion privilege to other beneficiaries, the University must also provide the beneficiary and family members with the opportunity to enroll under a conversion health plan during the 180-day period preceding the date that continuation coverage expires.

3.4.3.1.1.3 Independent Contractor and Other Services Performers

Self-employed individuals, independent contractors and agents, and directors who are (or were) covered by a group health plan maintained by an employer for one or more common law employees may also be eligible for continuation coverage. Continuation coverage is provided if the individual was covered under the employer’s group plan by virtue of performing services for the employee.

3.4.3.1.1.4 Working Aged

COBRA also affects the rights of employees and their spouses, who are over 65 years of age. The University offers employees, and their spouses, age 65 and over, “working aged,” the same health insurance coverage that is offered to younger workers and their spouses.

3.4.3.1.1.5 Administrative Information

The University’s Plan Administrator is the Executive Director for Compliance and Human Resources. A summary of the Plan may be obtained from the Office of Human Resources.

3.4.3.2 Group Life Insurance

All regular full-time employees are covered by a company paid life insurance policy which pays one and one-half times annual base salary up to a maximum of $50,000. At age 65 this plan pays one times base salary and at age 70 pays 67% of base salary. This benefit becomes effective upon the first day of hire. Additional benefits provided under the life insurance coverage are accidental death and dismemberment benefits as well as conversion privileges to an individual policy upon termination of employment. Each employee who is covered by this benefit is provided with information which describes the extent and limitations of this benefit. The Human Resources Manager will provide additional details upon request.

3.4.3.3 Temporary Disability Insurance

The University pays the total premium for Temporary Disability Insurance (TDI) to protect employees from loss of earnings should they become disabled in some way not caused by job performance, i.e., disability due to accidental illness or injury. Disability due to pregnancy is also included in this benefit. TDI will pay benefits at the rate of 55% of average weekly earnings up to a maximum, which is set by the Disability Compensation Division the Department of Labor and Industrial Relations, beginning with the eighth calendar day of disability. Benefits are paid for a maximum of twenty-six (26) weeks in any benefit year.

3.4.3.4 Total Disability Insurance

Total Disability Insurance is available upon completion of one year of full-time employment. This benefit starts the first day of the month after six months of continuous total disability. The monthly income benefit equals 60% of the monthly wage base, not to exceed $5,000 per month, less the sum of benefit received by the employee from other sources (i.e., Social Security disability benefits.)

3.4.3.5 Workers’ Compensation Insurance

The University also provides Worker’s Compensation Insurance which provides benefits in the event that an employee sustains a work-related injury or illness. Worker’s compensation insurance pays on behalf of the employer’s statutory benefits. These statutory benefits include but are not limited to, wage replacement, medical care, temporary total disability, permanent total disability, permanent partial disability, disfigurement, death benefits, and vocational rehabilitation. Partial payment will commence on the third day after the injury or illness. University policy places responsibility on the employee to report immediately all injuries and illnesses to the employee’s supervisor.

3.4.3.6 Unemployment Insurance

Employees are covered by Hawaii Unemployment Insurance. This is a state insurance which provides monetary benefits for a defined period of time for those who are unemployed generally through no fault or choice of their own.

3.4.3.7 Retirement Plan

The University will contribute a percentage of total earnings into the Chaminade University of Honolulu 401(a) DC Plan through the Teachers Insurance Annuity Association (TIAA). This plan is offered upon completion of one year of employment. Enrollment will occur on the first day of the calendar month that follows the completion of one year of employment. The contribution by the University will be automatically vested upon completion of three years of employment. This program requires mandatory participation by all employees completing one year of full-time employment and one year plus 1,000 hours for part-time employees. The group retirement program is a non-contributory plan by the employee.

The University also provides employees with the opportunity to save for their retirement through the Chaminade University oh Honolulu 403(b) TDA Plan. All employees are eligible to participate in this plan which allows employees to make contributions from their paycheck on a pre-tax basis. Contributions are paid through a salary reduction process (salary reduced before State and Federal tax is withheld). The maximum contribution to the program is governed by Internal Revenue regulations. Employees who are interested in participating in this plan may call the Office of Human Resources for further information.

3.4.3.8 Flexible Spending Program

The Flexible Spending Program offers an opportunity for employees to use pre-tax dollars to pay for benefits which would otherwise have been paid with after-tax dollars. The Flexible Spending Plan has three benefit accounts which the employee may select as options. The University will pay for the administrative cost of all three options. They are:

3.4.3.8.1 Medical Expense Account

With this account, an employee may choose to reduce their cash salary by a pre-arranged amount which they estimate they or their family will incur for medical expenses (out of pocket expenses) which are not covered by their health insurance. The maximum of $2,600 ($216.67 per month) is the allowed amount for reduction of salary for this account per plan year. The employee is reimbursed as they incur qualified expenses. Only those types of medical expenses normally deductible on the federal income tax return will be reimbursed under this program.

3.4.3.8.2 Dependent Care Expenses Account

With this account, an employee may choose to reduce their cash salary by the amount which they estimate they will incur for qualified expenses for care of certain dependents. Certain dependents are children under the age of thirteen or adults (i.e., your spouse or other tax dependent who are physically or mentally incapable of caring for themselves). Reimbursements per plan year on this account may not exceed the least of the following: (1) $5,000.00; (2) your taxable compensation; (3) if you are married, your spouse’s earned income.

3.4.4 Education Benefits

3.4.4.1 At Chaminade

All regular full and part time employees working twenty or more hours per week are afforded an opportunity to attend four tuition free courses per year. Enrollment is limited to two courses per semester for day classes or one course per term for evening classes.

Upon completion of one year of employment, all regular full and part time employees working twenty or more hours per week are able to attend eight tuition free courses per year. Enrollment is limited to four courses per semester for day classes or two courses per term for evening classes.

Approvals from the department supervisor, the division head and the staff in the personnel office are required for all courses, which are subject to available space.

The spouses or legally dependent children (IRS definition) of a regular full-time employee in the first year of employment are also given the opportunity to attend classes in the master programs, in the day or evening undergraduate programs at Chaminade during a term or semester at a 50% reduction in tuition.

During the second year or more of employment, such spouses or dependents are permitted to attend the undergraduate day program only as a full-time student for a flat tuition rate of $1000 per year. The applicable covered period for the flat rate tuition is for the standard fall and spring semesters which begin in August and end in May and does not apply to any other discounted day programs such as Summer Session I or II.

Any employee, employee’s spouse and/or dependent that avail themselves of these educational opportunities are responsible to pay for all related fees and to purchase all textbooks required for the course.

The value of any graduate level courses taken by an employee will be included in the employee’s income and subject to payroll withholding and taxation to the extent that such value exceeds $5,250 in any calendar year.

The value of any tuition reductions for graduate level courses taken by spouses or dependents will be included in the employee’s income and subject to payroll withholding and taxation.

The education benefit is not extended to classes taken at outside institutions nor for private or individualized study classes, doctorate level courses, doctorate degree programs, or special enrollment programs (e.g., 1-Year MBA) offered within the University. Employees classified as temporary are not eligible for this benefit.

3.4.4.2 Council of Independent Colleges Tuition Exchange Program

In addition, after the first year of employment, spouses and legal dependents are eligible for free tuition at participating Council of Independent Colleges (CIC) institutions. See www.cic.org for additional information on the CIC Tuition Exchange Program.

Any employee, employee’s spouse and/or dependent who avail themselves of these educational opportunities are responsible to pay for all related fees and to purchase all textbooks required for the courses. Only the tuition is included in these benefits.

The education benefit is not extended to individualized/directed study classes offered within the university. The Office of Human Resources determines the eligibility of spouses and legal dependents.

3.4.4.3 Saint Louis School Reciprocal Education Benefit Program

Employees of Chaminade who have completed one year of full-time service are eligible for the Saint Louis Reciprocal Education Benefit Program. Dependents of eligible employees may attend Saint Louis School at a 25% discount of the tuition, providing they meet the admission requirements. This benefit includes summer school for male and female dependents. The employee is responsible for paying all related fees and purchasing all textbooks. After eligible employees complete three years of service, this benefit is increased to a 50% discount of the tuition for the year.

Grandchildren of employees may attend Saint Louis School at a 25% discount of the tuition, providing they meet the admission requirements. This benefit includes summer school for male and female dependents. The employee is responsible for paying all related fees and purchasing all textbooks.

Employees hired before March 1, 2009 will be granted 50% discount after one year of employment and 75% discount after three years of employment.

Certification of Eligibility: The Human Resources Manager must certify the employment status of the Chaminade employee seeking to make use of this benefit. For the purpose of this benefit, dependents include only natural or legally adopted (by employee) children who also reside permanently with the employee.

The requirements are the same as for any other student.

The student must meet all program entrance requirements
The academic and disciplinary records must be such as not to be liable to suspension or dismissal

3.4.4.4 Sacred Hearts Academy Tuition Discount program

Upon completion of one year of employment all full-time employees will be eligible to receive a tuition remission/discount of $1,000 per academic year for each daughter who attends Sacred Hearts Academy.

The Human Resources Manager will certify the employment status of the Chaminade employee seeking the use of this benefit. For the purpose of this benefit, dependents include natural or legally adopted (by employee) children.

The requirements are the same as for any other student.

The student must meet all program entrance requirements
The Chaminade family will work closely with the Admissions Office and the Business Manager to execute the terms of this tuition discount.

Should the student withdraw or be dismissed from the Academy, the unused prorated discount will be returned to the Sacred Hearts Academy.

3.5 Deductions

The following deductions are made from gross earnings each pay period:

Federal and State income tax
Social Security

In addition, the University will make deductions for group health and dental insurance and savings plans as directed by the employee on forms provided by the Human Resources Manager.

3.6 Individual Responsibilities

Since certain privileges are given to each member of the University community, each person is held accountable for their actions as a condition of continued membership in this community.

3.6.1 Intellectual Property

Each person is responsible for recognizing and honoring the intellectual property rights of others. In the case of a dispute, a committee of three faculty members and three members of the administration will be constituted by the President of the Faculty Senate and the President of the University, respectively. The Executive Director for Compliance and Human Resources serves as convener and casts a deciding vote in the case of a tie. The committee will report its findings to the President of the University for action.

Appendix 3.1.18.1 ECS Employee Acknowledgement Form

I understand that all electronic communications systems and all information transmitted by, received from, or stored in these systems are the property of Chaminade University. I also understand that these systems are to be used for University-related purposes any only incidental personal use, and that I have no expectation of privacy in connection with the use of this equipment or with the transmission, receipt, or storage of information in this equipment.

I agree not to use a code, access a file, or retrieve any stored communication unless authorized. I acknowledge and consent to the University monitoring my use of this equipment at any time and at its discretion. Such monitoring may include printing up and reading all e-mail entering, leaving, or stored in these systems, tracking Internet usage, and listening to my voicemail messages in the ordinary course of operations

____________________________________________
Name of Employee [Please print]

______________________________________________________________________________________
Employee’s Signature Date

____________________________________________
Name of Chaminade University Witness [Please Print]

______________________________________________________________________________________
Signature of Witness Date

Appendix 3.1.24.7 Disclosure and Authorization to Obtain Consumer Reports for Employment Purposes & Job Applicant Conviction Record Inquiry Forms

In considering you for employment and, if you are employed, in considering you for subsequent promotion, assignment, retention, investigation of misconduct or other employment matters, Waikiki Yacht Club you that the Company may obtain from a consumer reporting agency.

A “consumer report” is any written, oral or other communication of any information by a consumer reporting agency bearing on your credit worthiness, credit standing, credit capacity, character, general reputation, personal characteristics or mode of living which is used or collected for the purpose of serving as a factor in making employment-related decisions. Such information may include, for example, credit information, criminal history reports and driving records.

Under the Fair Credit Report Act (“FCRA”), before the Company can obtain a consumer report about you for employment purposes, we must have your written authorization. Before the Company takes any adverse action based on information in such a consumer report, you will be provided a copy of the report, the name, address and telephone number of the consumer reporting agency, and a summary of your rights under FCRA.

AUTHORIZATION

By signing below, I hereby voluntarily authorize the Company to obtain and rely upon consumer reports in considering me for employment, and if I am employed, in considering me for subsequent promotion, assignment, retention, investigation, and other employment decisions.

______________________________________________________________________________________
EMPLOYEE NAME Date

JOB APPLICANT CONVICTION RECORD INQUIRY

Chaminade University of Honolulu has made you a conditional offer of employment for the following position with the Company:

______________________________________________________________________________________

The offer of employment is conditioned upon the following inquiry into your conviction record. For purposes of this inquiry, a “conviction” means an adjudication by a court of competent jurisdiction that an individual has committed a crime. “Conviction” includes a judicial, military or other similar law enforcement judgment, verdict, or adjudicatory finding that an individual has committed a criminal offense; provided that the judgment, verdict acceptance or finding has not been reversed, annulled, expunged or vacated. This inquiry does not include any questions about crimes committed as a juvenile which are required to be kept confidential pursuant to Section 571-84, Hawaii Revised Statutes.

Please respond accurately and completely to the questions set forth below:

Have you ever been convicted of a criminal offense in the most recent ten-year period, excluding periods of incarceration?

Yes _________________ No ___________________

1. if you answered yes to question 1, please provide the following information as to each conviction (use additional sheets of paper if necessary to provide an accurate and complete response):

The nature of the criminal offense that you were convicted of.

The date of the conviction.

Any evidence of your rehabilitation (e.g., discharge probation, gainful employment, etc.)

Any mitigating circumstances, pertaining to the conviction.
Why the Company should consider your application in light of your conviction record.

1. ______________________________________________________________________
______________________________________________________________________________

______________________________________________________________________________

2. ______________________________________________________________________

______________________________________________________________________________

3. ______________________________________________________________________

______________________________________________________________________________

I affirm that the information I have provided in response to the questions above is true and correct. I understand and agree that the Company may require a response to this conviction inquiry before I commence employment. I also understand and agree that if I refuse to comply with this conviction inquiry, the Company may refuse to hire me on the basis of my refusal to comply. I also understand and agree that the Company will withdraw its conditional offer of employment if I have a conviction record that bears a rational relationship to the duties and responsibilities of the position applied for.

____________________________________
SIGNATURE

____________________________________
DATE