Mandatory Reporter

• If someone tells you they have experienced sexual misconduct (sexual harassment, sexual assault, domestic violence, dating violence, or stalking), first offer them support. Listen to them and encourage them to seek help and counseling as soon as possible.
• Be sympathetic, patient, and non-judgmental. Everyone responds differently to trauma. The person may not react the way you would. Listen carefully, without questioning what took place. The effects of trauma can cause a disclosure to seem disjointed or not linear.
• The person’s health and safety should be your primary concern. If safety is an immediate concern, call the Department of Public Safety at (585) 275-3333 or call 911.
• Report the conduct or prohibited behavior(s) in accordance with the steps provided in ‘What Steps to Take.’
• If there is any question about how to proceed after a conversation with someone who has experienced misconduct, contact the Title IX Coordinator or a Deputy Title IX Coordinator (there is a Deputy for each Academic School and Athletics) directly for guidance.

• “There are many resources available to help you, both at the University and in the community. Some resources are strictly confidential.“
• “You have the right/choice to make a report to local law enforcement or Public Safety, or choose not to report, to file a report with the Title IX Coordinator, and to receive assistance and resources from the University.“
• “I am required to inform the Title IX Coordinator who will reach out to offer you information about resources, supportive measures, and provide information about possible next steps. This meeting with Title IX Staff is optional, and you can decline to meet. I can fill out the online reporting form or I can help you fill it out.“
• “The Title IX Coordinator will keep your information private and will only share it with those who need to know in order to provide you with resources and information.“

• Offer information about available supportive services and resources.
• Discuss the ways that you may be able to help them.
  • Consider, for example, offering an extension on assignments; being clear about how long of an extension you are able to give.
  • If you are a supervisor, you may be able to offer adjustments to their schedule, or change their work location.
• Be genuine in your caring and support.
• It’s OK to say you don’t have the answer to every question, but that you’ll connect them directly to Title IX Staff, who will be able to answer those questions.

• Submit an online report form (within 24-48 hours). Ensure you provide the name of the individual who disclosed to you following your Mandatory Reporting obligations.
• You may be contacted for follow-up information as the University responds to the report.

• Discuss the disclosure with anyone before contacting the Title IX Coordinator directly.
• Conduct an independent investigation.
• Notify the responding party of the allegation.
• Explain to either party how the University or criminal law investigation or adjudication processes work; refer them to the Title IX Coordinator.
• Attempt to mediate the issue.
• Encourage a party not to file a report.

• Sexual Harassment:
  • Quid pro quo sexual harassment
  • Hostile environment sexual harassment
  • Sexual assault
  • Dating violence
  • Domestic violence
  • Stalking
• Relationship abuse
• Sexual Exploitation

You do not need to be sure that the behavior meets the exact definition – once the Title IX Office is notified, we will evaluate the right next step! (If you are unsure if a disclosure falls into any of these categories—report it anyway!).

As an employee, you play an important role in:

• Assisting students, faculty, and staff with understanding reportable Prohibited Conduct.
• Supporting students and employees by making a direct connection to the Title IX Office to learn more about available resources, including supportive measures, and their reporting rights and options.
• Helping the University maintain a safe environment by striving to prevent, address, and eliminate sexual and relationship violence.

Your main responsibility is to notify the Title IX Office when you have information about conduct that reasonably may constitute Prohibited Conduct described above. You are required to report whether you personally observe Prohibited Conduct, as well as when information is disclosed to you. You must include the names of the individuals who disclosed to you and/or the name of the respondent.

It is best if you let someone know ahead of time that, as an employee, you must report disclosures of Prohibited Conduct to the Title IX Office. In an effort to create a consent culture, we want to allow people to make informed decisions on what happens if they share information about sexual misconduct.

• If you believe a person is about to tell you about how they experienced sexual misconduct, if possible, explain your reporting duties before they make the disclosure. This allows the individual to make an informed choice.

If they proceed to share their experience with you, you should first explain that even though you are obligated to share the information with the Title IX Office, their privacy will be respected; identities and details will be shared only with those who need to know to support them and to address the situation through the University’s processes. You can tell the person that someone from Title IX will explain these processes in detail and that they will be part of deciding the next step with Title IX staff.

One of the most important ways to provide support is to listen without judging or blaming. Remember that no matter what the circumstances, no one deserves to be subjected to sexual misconduct. Allow the individual to talk about their experience. The person may not know what to call what happened; there is no need to define the experience for them.

Follow their lead; do not take control of the situation or try and do something to “fix” it. Being subject to this type of behavior or conduct can cause the person to feel a loss of control, so it is critical to let them make their own decisions and then support those decisions. Also, understand that everyone responds uniquely to sexual misconduct. Be a support person and help the individual find support that fits their needs.

It’s okay to not know the exact answer, your goal is to connect them to our office so they can learn directly from Title IX Staff what those options are.

The Title IX Coordinator or designee will send an email to the University of Rochester community member who shared their experience; the email will provide information regarding their rights, reporting options, and available resources, and will invite the individual to a meeting.

Key things to know about next steps:

• Speaking with Title IX Staff is voluntary.
• The individual may have a support person of their choice present during any meeting with Title IX Staff.
• The person who disclosed has the right to choose not to meet with Title IX staff or to not proceed with a grievance procedure (have it investigated via Title IX).

You will need to share that you are unable to keep the reported information confidential and that you are required to relay the report to the Title IX Office. Please assure them that their privacy will be maintained to the greatest extent possible and that Title IX Staff is available to answer any questions they may have regarding their rights, reporting options, and resources.

You should make it clear that it is their choice whether to meet with Title IX Staff now, later, or never.

After receiving a disclosure of sexual misconduct, you may find that you too need support in processing your emotions, as receiving a disclosure may impact you.

Take time for yourself and utilize any campus or community resource with which you feel comfortable.

If you seek support, avoid sharing details about the person who disclosed and the information you received to protect the privacy of the reporting individual. Instead, focus on how the event is affecting you personally, what thoughts or emotions have come up as a result, and how you are coping with that information.

Employees play a crucial role as first-responders who support those impacted by sexual misconduct and must remember to care for themselves too!