Hillsboro schools to launch searchable online bias‑incident report form; submissions routed to building administrators

District administrators presented a revised bias‑incident reporting process and a new online reporting form intended to make it easier for students, families and community members to file and track bias‑related complaints.

What’s changing - The district is building a dedicated bias incident form inside its Qualtrics platform and plans to post links on the district “quick links,” individual school websites and in Google Classroom; QR codes and other outreach methods are planned. Staff said the form is not yet public but is scheduled to go live in April after spring break. - The form collects reporter name and contact details (name, phone, email), the school/building and on‑campus location, involved parties, date/time, witness information, and a narrative description. Conditional fields open if respondents indicate witnesses or prior incidents. - When a report is submitted, reporters will receive an automatic receipt email. The form will be routed to the selected building principal or school designee for follow‑up.

Investigation and follow-up - Administrators will determine whether the submission requires an official bias‑incident report; if so they will complete the district’s bias incident documentation and follow the state‑required flowchart, letters and notifications. If it is not a bias incident (for example, a bullying incident), the principal will reassign it to the appropriate designee while still replying to the reporter. - The district asked for a 2–3 day window to allow administrators time to investigate and reply; staff said that 2–3 day expectation will be noted at the bottom of the form and an email confirmation will state receipt and timing. - The form will be translatable (Spanish initially) and district communications said they improved search engine optimization (SEO) on the safety reporting page so “bias” searches return the form more easily.

Community input and rollout - Staff said they consulted models from neighboring districts (including Beaverton) and plan to share the final draft of the form with user groups (Black Village parent group and other parent advisory committees) for feedback before broad promotion. - Communications staff proposed targeted outreach to specific parent/advisory groups and school leaders; building principals will determine how the form and QR codes are shared on campus (Google Classroom, counseling office, hallways).

Why it matters: The change aims to increase accessibility and transparency — reporters get an email receipt and can expect a short timeline for follow-up. Administrators said the more detailed initial submissions will make it easier to investigate and, if appropriate, trigger bias‑incident protocols that include restorative approaches and required notifications.

Speakers at the presentation included district technology, communications and equity staff; the board asked for clarity on witness fields and plain‑language definitions of “perceived/protected identities,” and staff agreed to add in‑form explanations and examples.