Bias Response Process at Loomis Chaffee

In this section

What is a Bias Incident?

Intellectual or Academic Freedom and Free Expression

Purpose of the Bias Response Process

Guiding Principles

What Happens After You Submit a Report?

Privacy & Confidentiality

Emergencies

Frequently Asked Questions

Bias Response Team

Annual Review
 

What Is a Bias Incident? 

A bias incident is behavior, expression, or conduct that a reasonable person would conclude is directed toward an individual or group because of an actual or perceived characteristic such as: 

Bias incidents may include verbal, written, electronic, physical, or symbolic acts.

A bias incident may occur whether the behavior is intentional or unintentional.

Not every bias incident violates school policy or the law. Likewise, not every offensive or uncomfortable interaction constitutes a bias incident. Context matters.

Intellectual or Academic Freedom and Free Expression

Loomis Chaffee values thoughtful inquiry, open dialogue, and the respectful exchange of ideas.

Members of our community will encounter viewpoints that challenge deeply held beliefs. The Bias Response Process is not intended to limit intellectual or academic freedom, protected speech, or respectful disagreement.

Rather, it exists to respond when behavior causes harm to members of our community because of bias while preserving our commitment to intellectual exploration and civil discourse.

Purpose of the Bias Response Process 

The Bias Response Process exists to: 

• Provide a safe and accessible way to report bias incidents  
• Offer support to individuals affected by bias  
• Help repair harm through education and restorative practices when appropriate  
• Identify patterns that may require institutional attention  
• Promote a school climate grounded in dignity, belonging, and mutual respect  

The Bias Response Team is not a disciplinary body and does not determine responsibility for violations of school policy. 

When appropriate, reports may be referred to other school offices for review under applicable policies. 

Guiding Principles 

Our response to bias is grounded in three principles. 
 

Care 

Individuals who experience or witness bias deserve to be heard, supported, and connected with appropriate resources. 

Our first priority is the well-being and safety of those affected. 
 

Education 

Bias incidents provide opportunities for learning. 

When appropriate, the school seeks educational responses that increase understanding, strengthen relationships, and reduce future harm. 

Educational responses may include: 

• facilitated conversations,  
• coaching,
• structured personal reflection,
• community dialogue,
• restorative practices, and/or
• educational programming.
   

Growth and Prevention 

Bias reports help the school identify broader trends and improve policies, practices, and educational programming. 

Anonymous aggregate data may be reviewed to strengthen community culture and prevent future incidents. 

What Happens After You Submit a Report? 

Submit a Report

1. Initial Review 

A member of the Bias Response Team promptly reviews every report. 

If there is an immediate safety concern or an emergency or disciplinary response is needed, those resources will be engaged immediately. 
 

2. Outreach 

A member of the team will reach out to: 

• acknowledge receipt,  
• listen,  
• discuss available resources, and 
• explain possible next steps.  

Submitting a report does not automatically begin disciplinary proceedings. 
 

3. Assessment 

The team considers: 

• the nature of the incident,  
• who may have been affected,  
• whether immediate support is needed, and  
• whether other School offices should become involved. 

If appropriate, reports may be referred to one or more of the following entities: 

• Office of Student Life  
• Dean of Faculty Office  
• Human Resources  
• Campus Safety  
• School administration  
• Other appropriate offices  
   

4. Response 

Depending on the circumstances, responses may include: 

• individual support,
• resource referrals,
• restorative conversations,
• educational interventions,
• community communication when appropriate, and/or
• referral through formal school disciplinary or employment processes.
   

5. Follow-Up 

The Bias Response Team follows up with reporting parties to ensure they have received support and understand their options. 

Privacy & Confidentiality 

While the school seeks to protect privacy, it is important to understand that privacy is not the same as complete confidentiality.  

• Privacy means that information will be handled with care and shared only with individuals who have a legitimate educational, administrative, or safety-related need to know.  
• Confidentiality means that information will not be shared without permission except in very limited circumstances.  

The school makes every effort to protect the privacy of everyone involved; however, it cannot promise complete confidentiality in all situations. 

Some situations do require the school to act regardless of whether a reporting individual requests further action, particularly when there are concerns involving: 

• safety,  
• discrimination,  
• harassment,  
• sexual misconduct, and/or 
• legal obligations. 

Emergencies 

The Bias Response Process is not intended for emergencies. 

If someone is in immediate danger or there is an urgent threat to safety: 

• Contact Campus Safety immediately.  
• Call 911 if appropriate.