Version: 3        Creation date: 1988        Last review date: 24 September 2025

1. Purpose

The purpose of this policy is to explain how members of the Near East University community can report discrimination safely and confidentially, how such reports are handled, and the protection available to persons who report discrimination. The policy aims to ensure that reports are handled with due care and diligence and to protect Reporting Persons from retaliation or disadvantage in their educational or employment status within the University.

2. Scope

This policy applies to all students, faculty members, staff, visitors and persons doing business with Near East University. It covers all forms of discrimination, including but not limited to discrimination based on race, colour, religion, sex, national origin, age, disability and sexual orientation. It encompasses all aspects of educational and employment opportunities within the University.

This policy concerns the protected reporting of discrimination within the scope set out above. It is not primarily intended to resolve complaints concerning only an employee’s individual terms of employment, personal disputes, or routine academic or administrative decisions. Depending on the nature of the matter, these complaints are considered under the relevant human resources, student complaints, academic appeals or other appropriate procedures.

However, where an individual complaint also raises a broader public interest concern, a systemic violation or a serious institutional risk, it may also be considered under this policy.

3. Definitions

• Discrimination: Unfair or prejudicial treatment of individuals or groups based on race, colour, religion, sex, national origin, age, disability, sexual orientation, gender identity or any other characteristic protected under applicable national or international law.
• Reporting Person: A person who, acting in good faith, reports discrimination that they have experienced or witnessed, or provides information during an investigation concerning such a report.
• Retaliation: Any adverse action taken against a Reporting Person as a result of reporting discrimination or participating in the investigation of a report of discrimination.
• Confidentiality: Protection, to the extent possible and consistent with the requirements of the investigation, of the Reporting Person’s identity and the information provided. Confidentiality concerns how information is protected and shared; it does not necessarily mean that the Reporting Person’s identity is unknown.

4. Protection for Persons Reporting Discrimination

Near East University is committed to creating an environment in which all individuals feel safe to report discrimination without fear of retaliation. The University strictly prohibits retaliation against any person who reports discrimination or participates in the investigation of such a report. This protection includes, but is not limited to, protection from harassment, adverse employment or educational consequences, and any form of threat or intimidation.

The University will take all necessary steps to ensure that Reporting Persons are protected from retaliation and will treat any act of retaliation as a serious violation of University policy, subject to disciplinary action up to and including termination of employment or dismissal from the University.

The fact that a report cannot be substantiated following an investigation does not constitute grounds for any adverse action against a Reporting Person, provided that the report was made in good faith and on reasonable grounds. Fear of being unable to prove an allegation should not prevent the reporting of rights violations that have been witnessed or experienced.

5. Reporting Procedures

• Initial report: Individuals who believe they have experienced discrimination or witnessed discriminatory conduct are encouraged to report such incidents promptly. The reporting provisions below explain formal complaints, anonymous reporting, advice and support, and conflicts of interest.
• Formal complaint: A Reporting Person wishing to submit a formal complaint must provide a written account of the incident or incidents to the Rectorate. The account should describe what happened and include details such as the date, time, location, persons involved and witnesses.
• Anonymous reporting: The University provides a mechanism for anonymous reporting; however, Reporting Persons should be aware that anonymity may limit the University’s ability to investigate the allegation fully.
• Advice and support: Persons wishing to make a complaint may also seek advice and support from the Rectorate before submitting a formal complaint.
• Conflict of interest: Where the person or unit against whom the report is made is in a decision-making position within the normal reporting channel, or where there is a potential conflict of interest, an alternative and independent reporting channel will be provided. Persons with a conflict of interest may not participate in the review or decision-making processes. Where necessary, the University may appoint an independent external expert or reviewer to ensure the impartiality of the investigation.

6. Investigation Procedures

Upon receipt of a report of discrimination, the Rectorate will take the following actions:

• Acknowledgement of receipt: Prompt notification to the Reporting Person that the report has been received.
• Assessment: Conducting an initial assessment of the report to determine the appropriate course of action.
• Investigation: Where deemed necessary, promptly initiating an investigation into the matter, with due regard for confidentiality.
• Findings: Reaching a decision based on the evidence collected. The University will communicate the findings and any subsequent steps, as appropriate, to the Reporting Person and the accused party.
• Resolution: Taking appropriate measures to resolve the situation, which may include mediation, training, policy changes, disciplinary action or other remedies.

7. Confidentiality

Near East University will protect the confidentiality of all reports of discrimination to the greatest extent possible and in accordance with applicable law. The identities of Reporting Persons, witnesses and the accused person will be protected throughout the investigation process. Information will be disclosed only to persons who have a legitimate need to know it in order to conduct a thorough and fair investigation.

8. Monitoring and Review

This policy is reviewed periodically, taking account of reporting trends, and updated as necessary. The University may publish anonymized and aggregated annual data on the number of reports received under this policy, general categories of issues, completed reviews and institutional measures taken, in a manner that does not reveal the identity of individuals.