A Guide for Mandatory Reporters

All OHIO employees who are not considered “confidential” (such as licensed counselors, social workers and physicians, when acting under the scope of their licensure) are mandatory reporters and are expected to immediately report if they observe or learn of conduct or concerns related to: 

  • Sexual harassment or other sexual misconduct (University Policy 03.004);
  • Discrimination, harassment or intimidation based on a person’s protected class (University Policy 40.001); or
  • Retaliation because someone has made a report, filed a complaint, or participated in an investigation related to University Policies 03.004 or 40.001.

When you report, please include:

  • Name(s) of individuals involved;
  • Date, time, and specific location of the incident(s), if known; and
  • Complete description of the conduct observed or disclosed.

Please do not engage in fact finding, attempt to determine whether a policy violation occurred, or conduct your own investigation. Report what is known based on your observation or what was disclosed to you, so that Civil Rights Compliance can contact the impacted individual to provide resources, options, and support. If you are unsure whether the reported behavior falls within the University’s definition of sexual misconduct, report it anyway. Civil Rights Compliance will review the information and determine the appropriate next steps.

If you believe someone is about to disclose an experience of sexual misconduct, explain your reporting responsibilities before they share details, if possible. This allows the individual to make an informed decision about what information they wish to disclose and to whom. 

Responding to a Disclosure of Sexual Misconduct

If someone tells you that they have experienced sexual misconduct (sexual harassment, sexual assault, domestic violence, dating violence, stalking, or sexual exploitation):

What To Do
  • Offer support by listening, being patient and nonjudgmental, and encouraging them to connect with resources and support services if they choose.
  • The person’s health and safety should be your primary concern. If safety is an immediate issue, call the Ohio University Police Department at (740) 593-1911 on the Athens campus or the police agency in your area. 
  • Submit a Report to Civil Rights Compliance. Include the individual’s name and all information you were told. Report even if the incident didn’t occur on OHIO property or while the person was enrolled or employed at OHIO. 
  • If you aren’t sure how to proceed, contact Civil Rights Compliance at (740) 593-9140 or civilrights@ohio.edu. 

What To Say
  • “There are many resources available to help you, both at the University and in the community. Many resources are confidential.”
  • “You can choose to make a report to law enforcement, to Civil Rights Compliance, to both, or to neither. The decision about whether, when, and how you want to report is yours.”
  • “As a University employee, I am required to share information about possible sexual misconduct with Civil Rights Compliance. A Civil Rights Compliance staff member may reach out to offer information about resources, supportive measures, reporting options, and possible next steps. Meeting with Civil Rights Compliance is optional, and you may choose whether to respond or participate.” 
  • “Civil Rights Compliance strives to respect your privacy. Information is generally shared only with those who have a legitimate need to know in order to respond to the report, provide supportive measures, or comply with legal obligations.”

What To Offer
  • Offer information about available resources, particularly the Survivor Advocacy Program and Counseling and Psychological Services, for students, or the Employee Assistance Program for employees. 
  • Discuss ways you may be able to support them. 
    • If you are a faculty member, consider offering measures such as an extension on an assignment or an excused absence that does not negatively affect the student’s grade. 
    • If you are a supervisor, consider whether adjustments to the individual’s schedule, work location, or other workplace arrangements may be appropriate. Before informing the person alleged to have engaged in the reported conduct, or making changes that could affect that person, consult with Civil Rights Compliance. 
  • Be genuine in your care and support.
  • It’s okay if you do not know how to answer every question. Let the individual know that you can help connect them with Civil Rights Compliance staff, who can provide additional information about resources, supportive measures, and available options.

What Not To Do
  • Do not discuss the disclosure with anyone who is not involved in responding to the report. Share information only with Civil Rights Compliance or others who have a legitimate need to know.
  • Do not conduct an independent investigation.
  • Do not notify the person alleged to have engaged in the reported conduct.
  • Do not explain to either party how the University or criminal law investigation or adjudication processes work. Refer them to Civil Rights Compliance.
  • Do not discourage the person from filing a report.