AC-R-1, Harassment and Discrimination Investigation Procedures for Students

View Print Version

The district prohibits discrimination against any district student. It is a violation of policy for any student or staff member to harass students, or to retaliate against those who report harassment or discrimination or those who participate in a harassment investigation. For the purposes of this regulation, “harassment” is unwelcome conduct or communication directed at a student based on their protected class, as described in Policy AC, that is objectively offensive to a reasonable individual who is a member of the same protected class. The conduct or communication must meet at least one of the following: (i) submission to the conduct or communication is made a term or condition of access to educational services, (ii) submission to, objection to, or rejection of the conduct or communication is used or threatened to be used as a basis for educational decisions affecting the student; or (iii) the conduct or communication interferes with a student’s ability to participate in the district’s educational services, or creates an intimidating, hostile, or offensive educational environment. The district has also adopted Policy JICDE, which prohibits bullying. Allegations of bullying that are not based on a student’s protected class must follow the procedures specifically outlined in JICDE-R.

Harassment or discrimination under Colorado law also includes the knowing or intentional use of a name other than a student’s chosen name or the knowing or intentional avoidance or refusal to use a student’s chosen name, as required by C.R.S. 22-1-143.

The district has adopted the grievance procedures below to encourage reporting and ensure that the investigation and resolution of complaints of harassment and discrimination against students are fair, impartial, and prompt.

Allegations of sex-based discrimination or sexual harassment arising under Title IX must follow the procedures specifically outlined in Policy AC-R-3.

Investigation Process

Throughout the investigation, the district will keep information related to the investigation confidential to the extent practicable. Notwithstanding this, nothing in this regulation prevents employees from reporting known or suspected child abuse or neglect as required by law or reporting any other criminal activity to law enforcement. Additionally, nothing in this procedure prohibits the district from providing records to law enforcement, the department of human services, or a district attorney for the investigation or prosecution of any crime. Federal or state laws may apply to limit the district’s disclosure to outside agencies.

The district may consolidate complaints of discrimination, harassment, and/or retaliation against more than one respondent, or by more than one complainant against one or more respondents, or by one party against another party (i.e. “counter-complaints”), when the allegations arise out of the same facts or circumstances. When more than one complainant or more than one respondent is involved, references in this regulation to a party, complainant, or respondent include the plural, as applicable.

The investigation will be fair, impartial, and prompt. The district will make a good faith effort to complete an investigation within sixty (60) calendar days after the complaint is made, with an additional thirty-day extension possible for good cause. The compliance officer will attempt to adhere to all timelines. If the compliance officer needs more time with regard to any aspect of the investigation, they will notify the parties in writing as to the reason for the extension.

Promptly after receiving a complaint, the compliance officer will offer the complainant and respondent supportive measures and inform the parties that they may request additional supportive measures throughout the investigation by contacting the compliance officer. If a student with a disability is a party, the compliance officer will consult with one or more members of the student’s 504/IEP team to determine how to comply with the applicable law and to determine appropriate supportive measures and will discuss these options with the student. Supportive measures may include, but are not limited to, counseling; extensions of deadlines or other course-related adjustments; extra time for homework or tests; the opportunity to resubmit homework or retake a test; remedying an impacted grade; excused absences; the opportunity for home instruction; modifications to class schedules; administrative placement into another school or educational program; and restrictions on contact between the parties to a report of harassment or discrimination.

During the investigation, all parties will be treated equitably and will be provided equal opportunity to present evidence. Any questions that arise during the investigation should be directed to or forwarded to the compliance officer. The compliance officer will provide regular written updates about the status of the investigation to both parties and their parents/legal guardians at the end of each stage of the investigation, but at least every fifteen (15) business days.

1. Making a Complaint

Any person who witnesses or experiences bullying on the basis of protected class, harassment, discrimination, or retaliation against students is encouraged to report the conduct to any district employee, including the district’s compliance officer.

Any staff member who receives a report, complaint, or information about an incident or who witnesses harassment, discrimination, or retaliation must promptly forward it to their building administrator, who will either address it in accordance with this regulation or forward it to the compliance officer.

Complaints may be made by phone, by email, in person, or through an online form located on the Thompson School District website’s home page, and should include a detailed description of the alleged event(s), the date(s) the alleged event(s) occurred, and name(s) of the party/parties involved, including any witnesses. The complaint should be made as soon as possible after the incident.

Compliance Officer:

Colin Dike, Department of Student Support Services
Title IX Coordinator, ADA and Section 504 Coordinator, and Non-Discrimination Compliance Officer for all matters and complaints involving students only.
800 South Taft Avenue
Loveland, Colorado 80537
(970) 613-5962
Colin.Dike@tsd.org

No person can serve as the compliance officer in a matter in which they have a bias or conflict of interest with regard to the parties and/or the underlying conduct, or if they are alleged to have participated in prohibited conduct. If the compliance officer is alleged to have participated in prohibited conduct, complaints may be made to the following district employee:

Dr. Jennifer Guthals, Director of Student Success
800 South Taft Avenue
Loveland, Colorado 80537
(970) 613-6843
Jennifer.Guthals@tsd.org

Retaliation against the complainant, respondent, or any person who filed a complaint or participated in an investigation is prohibited. Individuals found to have engaged in retaliatory behavior will be subject to disciplinary measures.

2. Evaluation by Compliance Officer

The compliance officer will review the complaint to determine whether the alleged conduct constitutes harassment or discrimination. The compliance officer will refer the matter back to the building principal or appropriate administrative department if the conduct alleged does not implicate a protected class or otherwise constitute harassment or discrimination as those terms are legally defined.

The compliance officer will comply with their mandatory reporting obligations as set forth under C.R.S. § 19-3-304 and Policy JLF and JLF-R. Upon the request of law enforcement, the compliance officer will delay action on a complaint for a reasonable amount of time to allow law enforcement to investigate the matter and will notify the parties of the delay. The compliance officer will not rely solely on a criminal investigation by a law enforcement agency in lieu of responding to a report of harassment or discrimination but may consider any evidence shared by law enforcement in making any determinations.

The compliance officer may assign any or all aspects of the investigation to a qualified alternate for any reason, including conflict of interest, bias concerns and/or insufficient capacity due to other matters.

As used in this regulation, the term “compliance officer” refers to the compliance officer or their designee.

3. Initial Meetings with the Parties

The following details actions to be taken by the compliance officer upon the determination that the underlying allegations, if proved to be true, constitute harassment or discrimination.

1. Initial meeting with Reporting Party, if any, and Complainant: Within five (5) school days following receipt of the complaint, the compliance officer will meet with the complainant and any reporting party and their parents or guardians.

   The purpose of the initial meeting is to clearly understand the basis of the complaint and the disciplinary sanctions and/or remedies the complainant is seeking, as well as to discuss the provision of appropriate accommodations and supportive measures. In addition, the compliance officer will:

   1. provide the complainant with the information detailed in paragraph (c) below; and

   2. collect any additional information necessary to complete the complaint and determine whether the allegations, if proven to be true, constitute prohibited discrimination or harassment.

   If the compliance officer determines there the alleged misconduct would not amount to discrimination or harassment under applicable law, then the compliance officer may dismiss the complaint and will notify the complainant in writing. If the complaint is dismissed at this stage, the compliance officer may meet with the respondent to advise them of the allegations and offer supportive measures.

   If the complainant does not want to proceed with the next steps of the investigation, the compliance officer may elect to proceed with the investigation if necessary to stop any harassment or discrimination and otherwise ensure the safety of the school environment.

2. Initial Meeting with Respondent: As soon as possible after meeting with the complainant and any reporting party, the compliance officer will meet with the respondent and, if this individual is a student, their parents/guardians, in order to obtain a response to the complaint. At the initial meeting, the compliance officer will advise the respondent as to the allegations against them and give the respondent a chance to respond to those allegations.

3. Information Provided at the Initial Meetings: The compliance officer will provide to both the complainant and respondent the same basic information, including:

   1. available supportive measures;

   2. copies of Board Policy AC and this regulation;

   3. the timeline for the investigation process and the district’s legal obligations, including that the district is required by law to take steps to correct the discrimination, harassment, and/or retaliation and to prevent recurring discrimination, harassment, or retaliation against anyone who submits a complaint or participates in an investigation regardless of whether the complainant requests action;

   4. the possibility of resolving the complaint informally upon agreement of all parties;

   5. the explanation that any request for confidentiality will be honored so long as doing so does not keep the district from (1) responding effectively to prohibited conduct, (2) preventing future prohibited conduct, or (3) complying with federal, state, or local law;

   6. the explanation that all parties have a right to have an advisor present during all stages of the investigation; and

   7. the explanation that the parties will be granted excused absences for any therapy, medical, legal, or victim’s services appointment associated with the report.

4. Informal Complaint Resolution

When the compliance officer deems it appropriate, an informal resolution process may be instituted. Informal resolution is not appropriate in all circumstances. It may only be used if both parties are students and both parties agree, with agreement voluntary, non-coerced, and documented in writing. Informal resolution may not be used if the underlying offense involves sexual assault or other act of violence or when such a process would conflict with federal, state, or local law. No party will be forced to participate in informal resolution and either party may request an end to an informal process at any time.

If both parties feel a resolution has been achieved through informal resolution, no further action need be taken to resolve the complaint. However, within seven (7) school days following the conclusion of the informal resolution process, the compliance officer must prepare a written report for the parties detailing the process and any agreed upon corrective or restorative measures provided, including any steps the district will take to prevent future discrimination or harassment.

5. Formal Complaint Resolution

If informal resolution is inappropriate, unavailable, or unsuccessful, the compliance officer will engage in formal complaint resolution. The compliance officer will proceed as follows:

1. Collect Evidence: The compliance officer will collect evidence, including but not limited to: statements by any witness to the alleged incident and any available physical or documentary evidence; evidence about the credibility of the parties involved; evidence about whether the respondent has engaged in other incidents of misconduct; evidence of the complainant and respondent’s respective reactions or changes in behavior following the incident; and evidence regarding whether the complainant took action to protest the conduct. Evidence may be collected by interviews with parties and witnesses, reviewing any available physical or documentary information, requesting written statements, or by other appropriate methods at the compliance officer’s discretion.

2. Determination: No later than sixty (60) calendar days following receipt of the complaint, the compliance officer must prepare a written report which determines whether discrimination or harassment occurred.

   The compliance officer will apply the preponderance of the evidence standard, which means that it is more likely than not that the conduct occurred. In making this decision, all relevant circumstances must be considered by the compliance officer, including:

   1. the degree to which the conduct affected the complainant’s ability to participate in or benefit from the school environment;

   2. the type, frequency and duration of the conduct, recognizing that a single incident may rise to the level of harassment;

   3. the identity of and relationship between the respondent and the complainant;

   4. the context of the incident, including school size and location of the incident and/or other incidents at the school;

   5. whether the conduct was threatening;

   6. the use of epithets, slurs or other conduct that is humiliating or degrading;

   7. whether the conduct or communication reflects stereotypes about an individual or group of individuals in a protected class;

   8. the ages and number of respondents and complainants involved;

   9. patterns of misconduct of the respondent;

   10. real or perceived power differentials between the parties;

   11. whether the conduct included an act of physical violence; and

   12. any other relevant circumstances.

   The decision must include a written determination regarding responsibility, explain how and why the compliance officer reached the conclusions outlined in the report, detail any supportive measures or disciplinary sanctions already taken, and recommendations for future disciplinary measures.

   The compliance officer’s recommendations as to sanctions or other actions deemed appropriate in the final report are advisory and must not bind the superintendent or the district to any particular course of action or remedial measure. However, the compliance officer’s factual findings and credibility determinations are binding upon the superintendent.

6. Disciplinary Measures and Outcome

As soon as practicable after receiving the compliance officer´s findings and recommendations, the superintendent or designee must determine any sanctions or other actions deemed appropriate, including suspension or expulsion, pursuant to Policy JKD/JKE and/or other appropriate corrective or restorative actions.

The reporting party or complainant who files a report in good faith will not be disciplined for any of the following acts if they are connected to the reported incident: truancy, late arrival, drug or alcohol use, consensual sexual activity, expressing a trauma symptom, unauthorized access to facilities, reasonable self-defense against the respondent, or talking publicly about the reported harassment or discrimination.

To the extent permitted by federal and state law, all parties, including the parents/guardians of all students involved, must be concurrently notified in writing of the final outcome of the investigation and any corrective or restorative action taken by the district within five school days following the superintendent´s determination.

Section 504 Hearing Procedure

For allegations under Section 504 regarding a student's identification, evaluation, or educational placement, and as otherwise required by law, the complainant may request a hearing in writing to the compliance officer. This hearing procedure will not address guilt or innocence or disciplinary consequences, which are instead governed by the district’s discipline policies and procedures.

The district must appoint a person to serve as the impartial hearing officer, who must be knowledgeable about Section 504 and/or the ADA, if applicable. The district-appointed hearing officer will schedule a due process hearing to occur as soon as reasonably practicable for the parents and the district. The hearing must be informal and must be recorded. Formal rules of evidence do not apply. A student is entitled to be represented by their parent/legal guardian or by an attorney at their expense. The complainant may appear at the hearing and is entitled to present testimony and other evidence. A district representative is likewise entitled to present testimony and other evidence. The hearing must be closed to the public.

Within ten (10) school days after the hearing, the hearing officer must issue a written decision based upon evidence presented at the administrative hearing, including any remedial or corrective action deemed appropriate. Remedial actions include measures designed to stop the unlawful discrimination, correct its negative impact on the affected individual, ensure that the conduct does not recur, and restore lost educational opportunities. Any action taken by the hearing officer will be final.

After the hearing officer has issued the decision, the recording of the hearing, all physical and documentary evidence, and all other items comprising the record of the hearing must be returned to the district.

Either party may seek review of the hearing officer’s decision in a court of competent jurisdiction, in accordance with applicable law and applicable timelines for requesting such review.

Nothing contained herein may be interpreted to confer upon any person the right to a hearing independent of a district policy, administrative procedure, statute, rule, regulation, or agreement expressly conferring such right.

Resources

Throughout the investigation, or after the investigation concludes, affected individuals may choose to use the following resources:

National Domestic Violence Hotline: 1−800−799−SAFE (7233)
National Sexual Assault Hotline: 1-800-656-4673

Violence Free Colorado: https://www.violencefreecolorado.org/
The Crisis Center 24/7 Hotline: 303-688-8484

Local resources for use by students include:
Loveland Police Department (970) 667-2151
Larimer County Sheriff’s Office (970) 416-1985

Outside Agencies

In addition to, or as an alternative to, filing a complaint pursuant to this regulation, a person may file a discrimination complaint with the U.S. Department of Education, Office for Civil Rights (OCR); the Federal Office of Equal Employment Opportunity Commission (EEOC); or the Colorado Civil Rights Division (CCRD). The addresses of these agencies are listed below.

Denver Office for Civil Rights (OCR)
U.S. Department of Education
1244 Speer Blvd., Suite 310, Denver, CO 80204-3582
Telephone: 303-844-5695
Fax: 303-844-4303
TTY: 303-844-3417.
Email: OCR.Denver@ed.gov

Colorado Civil Rights Division (CCRD)
1560 Broadway, Suite 825, Denver, CO 80202
Telephone: 303-894-2997 or 800-886-7675
Fax: 303-894-7830
Email: DORA_CCRD@state.co.us (general inquiries),
DORA_CCRDIntake@state.co.us (intake unit)

Adopted: November 19, 2025