Template Letter to Reluctant Victim

TEMPLATE LETTER TO “RELUCTANT VICTIM”

[DATE]

Dear [STUDENT],

This letter is to document our conversation on [DATE]. At that time you shared the following information with me [INSERT A DESCRIPTION OF THE INFORMATION PROVIDED]. You stated that you did not want to make a formal complaint, and did not want to participate further in any disciplinary action against the student you have accused. I explained to you that my obligation is to investigate all reports of sexual (misconduct, assault, harassment) as required by law and that I will investigate to the extent of the information available to me. If I obtain independent corroborating information of the misconduct you reported, I may determine it is necessary to go forward with the student conduct process without your involvement, or implement other appropriate remedies. Although you stated that you do not wish to participate in the student conduct process, you will be notified if such an action occurs. In addition, I am required to document this report for general Clery Act statistics. There will be no personally identifiable information about you shared for this report. Your identity will remain anonymous.

It is important that you are aware of your rights and opportunities for support and assistance. The following are resources available both on campus and in the campus community:

Confidential Resources: Reporting to any of the following sources will be completely confidential. Your personal information will not be shared by any of the following resources.

[List here all confidential resources, include hours of operation, services provided, location/address and phone number – include medical, counseling, pastoral assistance, victims advocate sources]

In addition, you are encouraged to file a report with the Campus Police. The Campus Police are located at [CAMPUS ADDRESS], their phone number is [PHONE NUMBER]. The campus police may conduct an investigation based on potential criminal activity related to the situation you reported. You may also choose to initiate an independent legal action for damages against the accused. You will need to obtain legal counsel for this action.

Although at this time you choose not to pursue nor participate in disciplinary action, it is important that you know that the college/university can still act on your complaint if you wish to file a formal complaint until [DATE – CALCULATE BASED ON INSTITUTIONAL POLICY], if you decide to pursue it. You may request further conduct action at any future time, consistent with the institution’s policy. Of course, the longer the period of time elapsed from the time of the incident you reported, the more difficult it will be to obtain information as individuals graduate or leave school or physical evidence is not longer obtainable. However, this does not mean that a successful hearing is impossible. You are encouraged to meet with me at any time to discuss options, and you may, of course, be accompanied by an adviser or advocate of your choice.

If you need additional support during this time in the form of counseling support, alternative housing options, or academic accommodations, please contact my office so that we can work with you in a timely way to provide assistance.

I have enclosed a copy of our Sexual Misconduct Policy and a description of the discipline process. In addition, I have enclosed additional information regarding your Rights in this process.

If you have any questions, or wish to seek any type of support please don’t hesitate to contact my office immediately.

Sincerely,

[DEAN]