5.12 Record of Formally-Resolved Complaints

After a complaint has been formally resolved, all documentation concerning the complaint will be maintained in the Affirmative Action Office for the shorter of: (1) five years after the resolution of the matter in which it was created, or (2) one year after the Reporting Party ceases all employment by and/or enrollment at Xavier University. At the end of that time period, the Affirmative Action Office shall destroy all the documentation and shall keep a permanent record only consisting of the names of the Reporting Party and Responding Party, the status of each (e.g., faculty, student), the incident date, the date of resolution and the resolution or result of mediation, and/or the decision of the Hearing Panel.

The recording of a hearing is for the sole use of the University, though it may be used by either party during an appeal. Any use by a party is limited to listening to the tape recording. The tape recording may not be removed from the Xavier campus, and it may only be reproduced by the University for University purposes. Such recordings will be maintained by the Affirmative Action Office and will be destroyed after the shorter of: (1) five years after the resolution of the matter in which it was created, or (2) one year after the Reporting Party ceases all employment by and/or enrollment at Xavier University.

All these records are subject to the confidentiality provisions of the HCAP, including Section 5.0.