Equity, Diversity, Inclusion, and Belonging (EDIB) Policy

1. Our Commitment and Scope

This policy statement applies to all members of the university community, including students, faculty, administrative staff, third-party stakeholders, visitors, and contractors operating on university premises or in university-sponsored activities.

Özyeğin University (ÖzU) is committed to fostering an inclusive, equal, and safe learning, teaching, wroking and living environment for all stakeholders, recognizing inclusiveness, equity, fairness, and individual merit as its core values. The University strictly prohibits discrimination against students, employees, and all members of the university community on any grounds, including but not limited to gender, age, race, religion or belief, sex, sexual orientation, gender identity, national or ethnic origin, socio-economic background, and disability status.

2. Foundational Principles

ÖzU's commitment to EDIB is guided by the following principles, which are actively developed and measured through established action plans:

• Non-Discrimination and Equality: ÖzU Ensures that all university decisions—including, but not limited to, those regarding education, employment, the awarding of scholarships, and university-sponsored programs—are free from prejudice, bias, or harassment.
• Inclusivity and Belonging: ÖzU Cultivates an environment where individuals from all backgrounds feel respected, supported, and safe.
• Participatory Governance: The University promotes participatory governance in the development and review of EDIB-related policies, encouraging the meaningful inclusion of stakeholder perspectives—particularly those of groups directly affected by these policies.
• Overlapping Identities: ÖzU recognizes that individuals may experience multiple, overlapping forms of discrimination and that effective EDIB work must address these complex, intersecting identities.
• Shared Responsibility and Leadership Accountability: EDIB is a shared responsibility; all stakeholders, including leaders, are accountable for establishing inclusive environments and implementing policies.
• Psychological Safety and Respectful Dialogue: ÖzU supports respectful dialogue and academic freedom while maintaining clear boundaries against harassment, discrimination, and hostile environments. The University also affirms that complex or sensitive societal issues—including those related to equity, diversity, inclusion, and belonging—may be discussed freely within the framework of academic autonomy and scholarly inquiry. The institution is committed to safeguarding freedom of expression and academic debate while maintaining a respectful and inclusive environment.
• Institutional Neutrality and Respect: The University maintains institutional neutrality regarding individuals’ choices to hold religious beliefs or not, and upholds freedom of thought and conscience, prohibiting discrimination on these grounds.
• Universal Design and Proactive Accessibility: Accessibility is a default design standard; reasonable accommodations complement universal design to reduce barriers from the outset.
• Equal Access to Opportunities: The University aims to reduce structural barriers arising from individuals’ differing circumstances and responsibilities and to ensure equitable access to education, employment, and academic development processes.
• Transparency and Communication: ÖzU maintains open dialogue about EDIB initiatives, challenges, and progress with all stakeholders.
• Data-Driven Accountability: The university regularly collects, analyzes, and reports gender-disaggregated and diversity-related quantitative and qualitative data to monitor progress and identify areas for improvement in EDIB efforts.

3. Institutional Structures, Support Systems, and Responsibilities

To ensure the effective implementation and sustainability of ÖzU’s EDIB commitments, the University maintains dedicated operational units:

a. Wellbeing and Equity Office (WEO):

Provides holistic well-being support and equity-focused programs to enhance the mental, physical, and social well-being of students and staff, addressing systemic barriers and fostering an inclusive and supportive campus environment. It operates under the Rector's Office. The Wellbeing and Equity Coordinator (WEC) coordinates the office's activities. The WEO carries out its activities with advisory input from the University Life Ethics Board, ensuring ethical coherence, institutional alignment, and consistency with the University’s EDIB commitments.

It consists of offices and their experts working to shape the organizational climate in line with the principles of EDIB. The offices and experts in this team are responsible for training, raising awareness, and developing and implementing policies in their areas of expertise. Each office prepares action plans for specific periods under the WEC’s supervision, sets indicators, and monitors progress through annual reporting. The offices operating under the WEO and their respective mandates are outlined below:

a.1.1. ÖzU Gender Office provides consulting and guidance to all ÖzU stakeholders to ensure institutional processes are carried out with gender sensitivity. It carries out activities to mainstream gender equality both within and outside the university.
a.1.2. Disability Support Unit coordinates a comprehensive range of services and structural support to address the needs of students and staff with disabilities, including awareness activities, academic accommodations, physical accessibility improvements, and psychological support services
a.1.3. Office of Intercultural Awareness and Support is dedicated to enhancing the international student and scholar experience, fostering intercultural competency, and creating an inclusive campus for all members through cultural programs, pre- and post-arrival support, and community awareness trainings.
a.1.4. Prevention of Discrimination and Violence Unit (PDVU): The Prevention of Discrimination and Violence Unit carries out activities aimed at fulfilling its mandate to prevent discrimination and violence within the university. The PDVU Officer coordinates the processes and case follow-up procedures within the WEO under the WEC’s supervision. The PDVU serves as a facilitative and support unit and does not exercise investigative, adjudicative, or disciplinary authority.

b. Human Resources (HR): Leads and coordinates employment policies and practices across the employee lifecycle, with a central role in collecting and analyzing workforce data, supporting inclusive recruitment and career development, monitoring employee experience and well-being, and advancing equitable and non-discriminatory working environments across academic and administrative units.

c. Office of the Dean of Students: Manages and coordinates the policies and practices necessary to ensure that the campus and campus climate shared by students throughout their life cycle are safe, inclusive, accessible, and equitable. Guides and supports students in their campus life processes.

d. Psychological Development Unit: Offers free individual and group counseling, preventive workshops, and development activities aimed at supporting the psychological well-being and adaptation of students.

e. University Life Ethics Board (Advisory Body)

The University Life Ethics Board provides advisory support to relevant units on matters related to equity, diversity, inclusion, belonging, and campus well-being in order to strengthen institutional guidance, coherence, and ethical alignment across university life.

The Board serves in a consultative capacity and may be approached for guidance on complex or sensitive situations, systemic concerns, or policy interpretation needs. It functions as an advisory body and does not replace or override formal investigative, disciplinary, or decision-making authorities. Its role is to provide an informed, ethical, and institutional perspective to support sound and consistent decision-making.

4. Key Areas of Focus and Action

The University commits to implementing activities to integrate EDIB principles into the institutional culture across six areas. The development of activities in these areas, their implementation where necessary, and the consultation of external expertise when needed.

4.1 Recruitment, Hiring, and Employment Practices

Özyeğin University is committed to embedding EDIB principles across recruitment, hiring, and employment practices throughout the employee lifecycle. This commitment stems from the belief that diversity is not solely a matter of fairness or representation; rather, the University recognizes that attracting and supporting talented individuals from diverse backgrounds strengthens its academic vision, enhances innovation, and drives institutional excellence. To this end, the University:

• Implements fair and bias-mitigating recruitment and selection processes and practices, including inclusive job advertisements, structured interviews, clear and objective evaluation criteria, and, where possible, diverse search and selection committees.
• Takes steps to broaden and diversify applicant pools through inclusive outreach and recruitment strategies, in line with applicable legal frameworks.
• Ensures equitable compensation practices, guided by the principle of equal pay for equal work.
• Provides transparent, accessible, and merit-based promotion and career advancement pathways for all employees, supported by fair and consistent evaluation processes.
• Monitors recruitment, promotion, and retention outcomes using gender-disaggregated and other relevant workforce data to identify disparities and inform continuous improvement.
• Promotes and supports work–life balance through flexible working arrangements, inclusive leave policies, and supportive workplace practices that respond to diverse needs and responsibilities.

4.2 Curriculum and Pedagogy

Özyeğin University is committed to fostering inclusive and equitable learning environments through its curriculum design and pedagogical practices. In this context, the University promotes:

• The integration of diverse perspectives, voices, and scholarly contributions across all disciplines, reflecting the richness of global and local knowledge production.
• Inclusive and learner-centered teaching methodologies that recognize and accommodate diverse learning styles, abilities, backgrounds, and needs.
• Accessibility and universal design principles in educational materials, digital platforms, and classroom practices to ensure equal access to learning opportunities.
• Faculty development and professional learning opportunities that support inclusive pedagogy, equitable assessment practices, and culturally responsive teaching.

4.3 Research and Scholarship

Özyeğin University supports research and scholarly activities that advance EDIB principles. In this context, the University:

• Encourages and supports research addressing inequality, social justice, and the needs of underserved or underrepresented populations.
• Promotes the formation of diverse and interdisciplinary research teams that bring together multiple perspectives and areas of expertise.
• Ensures equitable access to research opportunities, funding, and resources for all faculty members and students.
• Fosters partnerships with community organizations and civil society actors in the design and implementation of research to enhance social impact, ethical engagement, and mutual benefit.

4.4 Campus Climate and Student Life

Özyeğin University is committed to fostering a campus climate and student life experience that reflect the principles of EDIB. In this regard, the University:

• Beyond protection from discrimination or harassment, cultivates a proactive developmental climate in which individuals are supported in realizing their full academic, personal, and professional potential, thereby strengthening a genuine sense of belonging across the university community.
• Provides comprehensive counseling services that are culturally responsive and sensitive to students' diverse identities, backgrounds, and lived experiences.
• Is responsive to the needs of students and staff from diverse cultural backgrounds and works to ensure equitable access to resources, services, and opportunities across campus.
• Supports and organizes programs, events, and awareness campaigns that recognize and celebrate cultural heritage, diversity, and inclusion throughout the academic year.
• Creates and maintains safe and respectful spaces for dialogue, encouraging open, constructive conversations on complex, sensitive, and sometimes controversial topics.
• Promotes peer mentorship and peer support programs that connect students across differences, fostering mutual learning, solidarity, and a sense of belonging.
• Embeds EDIB values within orientation programs and student club activities, using these platforms to raise awareness, encourage cross-cultural engagement, and support student-led initiatives that strengthen an inclusive and supportive campus climate.
• Develops safe mechanisms and supportive practices to prevent discrimination and harassment based on gender, sexual orientation, and gender identity.

4.5 Physical and Digital Accessibility

Özyeğin University is committed to ensuring equal, safe, and independent access to both physical and digital environments for all individuals. In this regard, the University:

• Regularly assesses campus infrastructure from a physical accessibility perspective and continuously implements necessary improvements.
• Adopts accessible design and universal design principles in all new construction projects and major renovations.
• Ensures the implementation of digital accessibility standards across all university websites, learning management systems, and online resources.
• Supports the availability of assistive technologies in libraries, classrooms, and computer laboratories.
• Ensures that wayfinding, information, and signage systems throughout the campus are clear, understandable, and accessible.
• Accessible campus navigation systems, including digital maps and mobile applications that support wayfinding and accessible routes, complementing physical signage to enable independent and inclusive campus mobility.

4.6 Financial Access and Support

Özyeğin University is committed to promoting equitable access to education by mitigating financial barriers where possible and by expanding access through targeted financial support mechanisms that foster socioeconomic diversity among its student body. To this end, the University:

• Provides need-based financial aid and scholarship programs to support students from diverse socioeconomic backgrounds.
• Offers emergency financial assistance to students experiencing unexpected financial hardship that may affect their ability to continue their studies.
• Supports work–study opportunities that enable students to gain professional experience without placing students from lower-income backgrounds at a disadvantage.
• Ensures transparent and accessible information regarding the full cost of attendance, including tuition, fees, and potential additional or indirect expenses.
• Provides financial and advisory support for international exchange and mobility programs, ensuring equitable access regardless of students’ socioeconomic backgrounds.

5. Reporting, Accountability, and Grievance Procedures

Özyeğin University applies a differentiated yet coordinated reporting and grievance framework to ensure that concerns related to equity, diversity, inclusion, accessibility, discrimination, harassment, and violence are addressed by the most appropriate institutional mechanism. This framework maintains consistency, confidentiality, and protection across all processes. To increase accessibility, individuals may choose to seek support from the WEO at any stage of the process. Reporting, review, and resolution procedures are implemented in alignment with applicable legislation (including the Constitution of the Republic of Türkiye Art. 10, Labor Law No. 4857, Higher Education Law No. 2547, and Law No. 6701 on the Human Rights and Equality Institution of Türkiye), institutional regulations (such as the ÖzU Student Disciplinary Regulation and HR Employee Handbooks), and international good practices (including ILO Convention No. 111 and the UNESCO Convention against Discrimination in Education).

5.1 Differentiated Grievance Mechanisms

In recognition of the diverse nature of EDIB-related concerns, the University operates distinct reporting and resolution pathways tailored to the type of issue and the institutional status of the individuals involved.

Across all grievance types, individuals may choose to submit their concerns directly to the responsible authority or, if preferred, seek guidance from the Wellbeing and Equity Office (WEO). When approached, WEO provides information, support, and referral to the appropriate institutional mechanism, but does not serve as an investigative or decision-making body.

Grievance Mechanisms for Employees

The University maintains differentiated yet coordinated procedures for employee-related grievances to ensure that cases are reviewed by the authority with the appropriate mandate, expertise, and supervisory responsibility.

• Administrative staff cases are managed by the Human Resources Department, which conducts formal processes in accordance with the complaint management procedure in accordance with Turkish Labor Law No. 4857 (specifically Article 5 prohibiting discrimination), Law No. 6701 on the Turkish Human Rights and Equality Institution, and ILO Convention No. 111 (Discrimination in Employment and Occupation). HR processes applications received in accordance with the principle of confidentiality.

• Academic personnel cases fall under the authority of the Vice Rector for Academic Affairs, who oversees the review, referral, and resolution of such matters within the framework of academic governance, relevant legislation, and university regulations in accordance with Higher Education Law No. 2547.

Employees may submit concerns directly to the relevant authority or may choose to approach the WEO for guidance and referral support. Where the WEO is contacted, it facilitates access to the appropriate mechanism without assuming investigative authority.

At any stage of the process, responsible authorities may seek advisory input from relevant institutional units or the University Life Ethics Board when systemic, complex, or ethically sensitive considerations arise, provided confidentiality obligations are upheld.

Unless the applicant requests additional support, anonymized and aggregated information on concluded cases may be shared with the WEO for monitoring, reporting, and institutional learning purposes.

Grievance Mechanisms for Students:

The units responsible for managing official processes related to students are the relevant Dean’s Office, the Directorate of the School of Languages (ScOLA), or other authorized academic administrative authorities as applicable. Formal disciplinary procedures fall under the authority of the relevant faculty dean’s office, school directorate, or the Rectorate in accordance with Higher Education Law No. 2547 and the Council of Higher Education (YÖK) Student Disciplinary Regulation.

Students may submit concerns directly to the relevant unit or may choose to seek guidance from the Wellbeing and Equity Unit (WEO), which can provide information and facilitate referrals to the appropriate authority without assuming investigative or decision-making responsibility.

Students may request WEO support at any stage of the process. Unless such support is requested, only anonymized information is shared with the WEO for reporting and policy development purposes after case closure.

Where appropriate, the relevant unit may request advisory input from other institutional units or the University Life Ethics Board, provided that confidentiality requirements are maintained.

Grievance Mechanisms for the other Stakeholders:

In accordance with Article 10 of the Constitution of the Republic of Türkiye (Equality before the Law) and Law No. 6701, individuals who are not students or employees may directly contact the WEO in cases of discrimination or violence they experience, as well as directly contacting relevant authorities. When approached, WEO informs individuals of the appropriate complaint pathway and assists them in accessing the relevant mechanism within established institutional timelines.

As with all other grievance pathways, the WEO does not conduct investigations or make determinations; rather, it supports individuals in navigating institutional processes.

5.2 Protections and Support

Regardless of the reporting pathway used, ÖzU guarantees the following protections and support measures:

• Impartiality and No Conflict of Interest: All individuals involved in the assessment, investigation, or adjudication of a grievance must be impartial and free of any conflict of interest. If a member of the investigating unit (e.g., HR, relevant Dean’s Office, or other authorized institutional authority) has a personal or professional conflict of interest with any party involved, they must recuse themselves immediately, and an unbiased substitute shall be appointed.
• Protection against retaliation: Any form of retaliation against individuals who report or participate in processes in good faith is strictly prohibited and treated as a separate violation.
• Confidentiality and data protection: Information is handled in accordance with the “need-to-know” principle and the Law on the Protection of Personal Data (KVKK) No. 6698.
• Interim protective measures: Temporary measures may be implemented to safeguard safety, well-being, and academic or professional continuity.
• Access to support services: Individuals are referred, as appropriate, to psychological, medical, social, or advisory support units.

5.3 Investigation, Referral, and Resolution

Upon receipt of a report, the relevant unit conducts a preliminary assessment to determine the appropriate pathway, which may include:

• Formal investigation under the applicable institutional procedure,
• Informal or restorative resolution approaches,
• Referring the case to another relevant unit (e.g., HR, WEO, Gender Office), or
• Record-based processing for monitoring and preventive purposes.

All processes are conducted in a fair, impartial, and timely manner, with proportionate corrective or preventive actions implemented based on findings. In cases where the matter has a legal dimension, the Legal Counsel Office will be informed.

5.4 Disciplinary and Administrative Measures

Where policy violations are substantiated, disciplinary or administrative measures are applied in accordance with relevant legislation and institutional regulations. Measures may range from educational and corrective actions to formal sanctions, depending on the nature and severity of the violation.

5.5 Accountability, Monitoring, and Continuous Improvement

ÖzU establishes accountability through the systematic documentation, monitoring, and periodic review of all reporting and grievance processes across units. In this context, the University:

• Maintains clear institutional role definitions and referral protocols among WEO, HR, Deans' Offices, and Rectorate.
• Regularly reviews and updates EDIB-related policies and procedures,
• Uses aggregated and anonymized data to identify systemic risks and improvement areas,
• Integrates findings into preventive actions, training programs, and institutional learning processes.

This coordinated yet differentiated framework ensures clarity for community members, procedural integrity, and continuous strengthening of an inclusive, equitable, and safe university environment.

6. Training and Professional Development

6.1 Mandatory Training

All members of the ÖzU community participate in EDIB training tailored to their specific roles. These sessions, organized by offices under the WEO, are conducted periodically, with additional training deployed to address emerging challenges, institutional developments, or identified risk areas. Role-specific training includes, but is not limited to:

• New students: Orientation programming on inclusive community values, bias awareness, and available resources.
• Faculty: Orientation, including information on inclusive pedagogy, unconscious bias, and creating accessible learning environments.
• Administrative staff: Training on equitable service delivery, cultural competency, and accommodation processes.
• Committee Members of Official Grievance Mechanisms: The persons responsible for handling official complaints at the University are required to complete mandatory training provided by WEO, including case management based on EDIB principles.

6.2 Ongoing Development

The University provides:

• Workshops on designated topics related to inclusion and equity (e.g., inclusive communication)
• Faculty learning communities focused on inclusive teaching
• Resources for self-directed learning (online modules, reading groups, webinars)

These development activities are organized by the offices associated with the WEO.

6.3 Intercultural Competency

Özyeğin University promotes:

• Programs developing skills for effective cross-cultural communication and collaboration.
• Educational programs about implicit bias and stereotype threat.
• Tools and strategies for engaging respectfully and constructively across differences.

These actions are organized by the offices operating under the WEO.

7. Review and Amendment

This policy will be reviewed every year by a committee appointed by the Rector, comprising:

• Representatives from WEO, Human Resources, and the Office of the Dean of Students.
• Faculty members from diverse departments. • Student representatives from various backgrounds and organizations.
• Administrative staff.

Amendments may be proposed by any community member and will be considered through an inclusive consultation process before implementation.

8. Contact and Resources

For any questions, concerns, or reports regarding this policy, please contact weu@ozyegin.edu.tr. All submissions will be handled in accordance with confidentiality principles; unless exceptional circumstances require otherwise, a response will be provided within 24 business hours along with the necessary guidance.