The Harmful Language Reporting process has five steps or phases, as outlined in the overview below: 1. Submit the reporting form; 2. Review period for research, consultation, and recommendation; 3. LSP Program open feedback period; 4. Governance Committee approval and decision period; and 5. Notification of decisions and implementation or action period.
In order to support transparency, the following steps will be taken:
Data collected on the Harmful Language Reporting form is used to carry out the Harmful Language Review Subgroup’s Harmful Language Review Process, including review, research, consultation, recommendation, feedback, reporting, Governance Committee meeting approval, communications, and any Library Services Platform Program or system initiated actions that result from the harmful language report by the form submitter.
The primary use of data collected on the Harmful Language Reporting form is to assure the Harmful Language Review Subgroup's Harmful Language Review Process is carried out effectively, though other use of the data collected extends to Library Services Platform Program and DEIAA Work Group business and reporting requirements, including public posting of progress reports, meeting notes, and agenda packets.
Form submissions will be deidentified on a schedule once business with the form submitter is completed. Form submission data that is no longer in use will be deleted on a schedule. Select form submission data will be retained indefinitely and stored separately to track library system changes or other action (or inaction) in response to requests made by form submitters. Personally identifying information will not be included in publicly posted information, reports, meeting notes, agenda packets, or separately stored data for tracking changes, action, or inaction in response to requests made by form submitters over time.
Personally identifying information (PII) that is optionally collected in the Harmful Language Reporting form includes name and email address.
Associated data that is optionally collected includes: California Community College Campus; Role on Campus; and Library Employee Status.
Each form submitter is required to indicate whether or not they are affiliated with a California Community College.
Should PII be included by the form submitter in a free text field or comment field it will be deidentified as needed to meet the use of personal information and associated submission data requirements below.
Personally identifying information (PII) entered on the Harmful Language Reporting form will only be viewed by members of the LSP Harmful Language Review Subgroup, designated members of the DEIAA Work Group, the Library Services Platform Program Manager, and used for the sole purpose of communicating with the person who submitted the form about the status of their request. PII will be retained while the harmful language report remains in an active status. Once work on a report, including follow up action for implementation if any, is completed, PII will be scheduled for deletion at the time of the next Harmful Language Review Subgroup meeting. Form submissions that are no longer in use will be reviewed and deleted at the end of each academic year.
All data used outside of the Harmful Language Review Subgroup will be deidentified and presented anonymously.
Submission data related to demographics such as CCC affiliation, role on campus, and library employee status may be used separately in aggregate and used for reporting. Submission data related to California Community College campus affiliation is used so that we may communicate with our contact at the library where the form submitter is from. See disclosure below.
Some basic submission data (date of submission, subject term reported, suggested alternative term, example OneSearch/library catalog record permalink URL) related to the harmful terminology being reported will be publicly posted on the Harmful Language Review Subgroup website, LSP-All list, and DEIAA Work Group blog, work group reports, or other communication channels in order to share status updates about individual submissions.
The Harmful Language Review Subgroup will contact the California community college library of the form submitter to advise the library that a submission has been received from someone from their campus community. The library will not receive any personally identifying information about the form submitter. The library will only receive the basic submission status details that are posted publicly.
The Harmful Language Review Subgroup may consult with third parties such as experts or stakeholders from impacted groups during the review process.These third parties will not receive any personally identifying information about the form submitter. Third parties will only receive the submission status details required for review of the subject term submitted.
Select Community College League of California staff with form software administrator permissions, but who are not involved in the harmful language review process may have access to form data.
Harmful Language Reporting Process Privacy Statement - August 13, 2024