Report to a Reporting Option

How do I make a report?
Making a report to the University means telling a designated Reporting Option what happened, in person, by telephone, in writing, by e-mail, electronically or anonymously. The University encourages reporting directly to one of these designated Reporting Options: the Equal Opportunity and Compliance Office, the Title IX Compliance Coordinator, the Student Complaint/Deputy Title IX Coordinator, the Office of the Dean of Students, or UNC Department of Public Safety. In turn, these Reporting Options will immediately refer the report to the Response Team (defined below) to assure consistent application of this Policy. Similarly, when an individual chooses to share information with a University employee designated as a Responsible Employee (defined below), the report will be shared with the Equal Opportunity and Compliance Office, Title IX Compliance Coordinator, or a member of the Response Team.

Additionally, any individual may make a report of Prohibited Conduct to the University without disclosing one’s name (an “anonymous report”) and without identifying the Responding Party or requesting any action. Depending on the level of information available about the incident or the individuals involved, the University’s ability to respond to an anonymous report may be limited. The Anonymous Reporting Form can be found here.   A Reporting Party can also submit an anonymous report to UNC Department of Public Safety or other law enforcement agency. Anonymous reports can be submitted to the UNC Department of Public Safety.

All individuals, including a Reporting Party or witness, are encouraged to report Prohibited Conduct regardless of when or where it occurred, as soon as possible to maximize the ability to respond promptly and effectively. The University does not, however, limit the time frame for reporting.

What decisions will I have to make when I make a report?
The University recognizes that deciding whether to make a report and choosing how to proceed are personal decisions.  At the time a report is made, a Reporting Party does not have to decide whether to request any particular course of action. Choosing to make a report, and deciding how to proceed after making the report, is a process that unfolds over time. The University will make every effort to respect an individual’s autonomy in making the determination as to how to proceed. Resources are always available to support a Reporting Party regardless of the course of action chosen.

Non-Discrimination Response Team
Again, a report of Prohibited Conduct may be made to any designated Reporting Option. The Equal Opportunity and Compliance Office or the Title IX Compliance Coordinator, with the assistance of the Response Team, will conduct an Initial Assessment to determine whether the alleged conduct presents a potential violation of the Policy and whether further action is warranted based on the alleged conduct.  This use of a central integrated and coordinated approach will allow the University to respond promptly and equitably to eliminate the conduct, prevent its recurrence, and address its effects.

Members of the Response Team can help any University community member understand the Policy and the options for resolving concerns raised under this Policy in academic or work settings at the University. The Response Team will attempt to protect and safeguard the privacy of all individuals involved in a manner consistent with the need for a careful assessment of and response to the report.

The Response Team will consist of a small “need to know” number of individuals. Depending on the roles (e.g., student, faculty, staff) of the Reporting Party and the Responding Party, the Response Team may include administrators from:

    • Equal Opportunity and Compliance Office
    • Student Complaint/Deputy Title IX Coordinator, Ew Quimbaya-Winship
    • Title IX Compliance Coordinator, Howard Kallem
    • UNC Department of Public Safety
    • Office of the Dean of Students (ODOS)
    • The Executive Vice Chancellor and Provost
    • Office of Human Resources (OHR)
    • Disability Coordinator
    • Age Act Coordinator
    • Office of Diversity and Multicultural Affairs

Who are Responsible Employees?
Employees with administrative and/or supervisory responsibilities on campus or who have been designated as Campus Security Authorities, are considered Responsible Employees.  This includes, for example, members of the Board of Trustees, the Chancellor, Vice Chancellors, Deans, Directors, Department Chairs, Coaches, Student Affairs professionals (including Resident Advisors) and faculty who serve as advisors to student groups. Sworn officers in UNC Department of Public Safety are also Responsible Employees. Confidential Resources are not considered to be Responsible Employees. A full list of Responsible Employees can be found here.

Responsible Employees will safeguard an individual’s privacy, but are required by the University to immediately share all details about a report of Prohibited Conduct (including the known details of the incident (date, time location), the names of the parties involved, a brief description of the incident and if the incident has been previously reported) with the Equal Opportunity and Compliance Office, Title IX Compliance Coordinator, or a member of the Response Team in person, by telephone, electronically, or by email. Such reporting ensures timely support for all parties and enables an effective and consistent institutional response.

All Other Employees

All other employees (who are not designated as Confidential Resources) will safeguard an individual’s privacy, but are strongly encouraged to share any information about such conduct with the Equal Opportunity and Compliance Office, Title IX Compliance Coordinator, or a member of the Response Team, in recognition of the understanding that centralized reporting is an important tool to address, end and prevent Prohibited Conduct.

Students

Similarly, all students (who are not otherwise required to report as a Responsible Employee) are strongly encouraged to report any information, including reports or partial reports, to the Equal Opportunity and Compliance Office, Title IX Compliance Coordinator, or a member of the Response Team.

Confidential Resources

Confidential Resources will not share information about an individual (including whether that individual has received services) without the individual’s express written permission, unless there is a continuing threat of serious violence to the patient/client or to others or there is a legal obligation to reveal such information (e.g., suspected abuse or neglect of a minor).

*Campus Security Authorities, as designated by the University, include: members of UNC Department of Public Safety; any individual(s) who have responsibility for campus (guard, escort, etc.); individuals/departments designated as Reporting Options in this policy; and employees with significant responsibility for student and campus activities, including, but not limited to, student housing, student discipline, and campus judicial proceedings.  A Campus Security Authority must share all known details of an incident, consistent with the expectations for Responsible Employees, but no identifying information with respect to a Reporting Party will be entered in the University’s daily crime log or annual security report.

The text above is designed to provide you with an overview of key information about this section of the Policy.  For full details, view the Policy and Procedures.