GW Employee Title IX Reporting Responsibilities

If you learn about conduct that may reasonably constitute any form of sex discrimination, including but not limited to sexual harassment, sexual assault, dating or domestic violence, or stalking, you should report this information to the Title IX Office. Employees who are required to report sex discrimination to the Title IX Office are called Designated Reporters. It is important for you to know if you are a Designated Reporter and to understand your reporting responsibilities to ensure that those who are impacted by sex discrimination are getting connected to the resources and support they deserve.

In addition, the initial response an individual receives after disclosing an incident can have a significant impact on their ability to access supportive resources moving forward and their overall well-being. Therefore, it is also important to learn how to supportively respond when someone discloses an incident to you. We recognize that this can be a challenging conversation to navigate and one that you may not have a lot of experience dealing with.

Below are some guidelines and frequently asked questions (FAQs) to help you respond appropriately:

Navigating a Disclosure FAQs

As a Designated Reporter, is there anything I should do before a disclosure is made to me?

Yes. We recommend that you make your students or staff aware that you are a Designated Reporter at the start of the semester or upon hire so that they have advanced notice of your reporting responsibilities. In addition, we have a sample syllabus statement that we recommend faculty members insert into their syllabi that explains they are Designated Reporters and provides information on confidential resources.

If I think someone is about to disclose an incident to me, what should I do?

Politely pause the conversation to explain your role as a Designated Reporter: "I'm sorry to interrupt you, but before you continue I just want to let you know that I am a Designated Reporter, which means that I am required to share any information I have regarding conduct that may constitute sex discrimination to the Title IX Office."
Explain what happens when a Designated Reporter makes a report to the Title IX Office: "Please know that if I reported what you share with me to the Title IX Office, a Title IX staff member would then send you an outreach email offering supportive resources and the opportunity to schedule an intake meeting to discuss resources and resolution options. However, you are not required to respond to the outreach email. You also are not required to meet with the Title IX Office or share any information you don't feel comfortable sharing. In addition, a report to the Title IX Office does not automatically result in a formal complaint or initiate an investigation."
Provide information on Confidential Resources: "However, there are confidential resources on campus, if you would prefer to talk to a confidential resource that is not required to report the information to the Title IX Office. There is Counseling and Psychological Services (CAPS) within the Student Health Center, and there is the Office of Advocacy and Support (OAS). Would you like to get connected to one of those resources?"

After I explain my role as a Designated Reporter, if the person still wants to disclose to me, what should I do?

LEAN - Listen, Empathize, Ask, Navigate

Listen: Provide a non-judgmental outlet for the individual to discuss their experience.
Empathize: Listen with empathy and compassion. Your role is not to investigate or determine the facts. Your role is to be a supportive friend or colleague. Validate their decision to come to you and trust you with this sensitive information.
Ask: Ask the individual how you can best support them. Do not make assumptions about what next steps they feel comfortable taking.
Navigate: Help them navigate to the resources they identify they need. This may involve helping them fill out a Title IX online report form, walking them to the Office of Advocacy and Support (OAS), or sitting with them while they call a national hotline.

What do I do if I am concerned about someone's immediate safety?

The safety of our community members is always our top priority. If you are ever concerned for someone's immediate safety, contact GW Emergency Services at 202-994-6111 or call 911.

Reporting Responsibilities FAQs

Who is a Designated Reporter?

All employees, except confidential employees should report sex discrimination to the Title IX Office. Designated Reporters include:

President, Provost, Vice Presidents, Deans, and Department Chairs
Deputy, Vice, Assistant and Associate, Provosts, Deans, and individuals who directly report to any of these roles
Faculty
Athletic Director, Coaches, Assistant Coaches, Graduate Assistants and other Athletics Department employees
Anyone who directly supervises students, student workers, faculty or other staff
Managers, coordinators, program heads, directors (including deputy, vice, assistant or associate positions)
All staff in Enrollment Management and Student Affairs
Academic Advisors
All staff in the Office for Diversity, Equity and Community Engagement
All staff in the Division of Human Resources
GW Police Department Staff and all other Division of Safety and Facilities staff
Individuals designated as Campus Security Authorities under the Clery Act

What should I do if I am unsure whether I am a Designated Reporter?

Contact the Title IX Office! We would be happy to help identify whether you qualify as a Designated Reporter or not.

What information do I need to report to the Title IX Office?

You must report all of the information you know about the situation. That includes the names of the individuals involved and any other details that were shared with you.

How do I report to the Title IX Office?

You can submit an online report form, email the Title IX Office at [email protected], call the office at 202-994-7434 or visit our office during our drop-in hours.

What if the Complainant asked to remain anonymous?

As a designated reporter, you can't promise to keep the Complainant's identity anonymous. However, you can explain that after you report to the Title IX Office, the Complainant will simply receive an outreach email from the Title IX Office offering support and resources. The Complainant is not obligated to respond to the email, they are not required to meet with the Title IX Office or share any information with the Title IX Office that they don't feel comfortable sharing.

You can also explain that reporting to the Title IX Office does not automatically initiate a formal complaint or an investigation. The Title IX Office simply wants to make sure the Complainant has access to the support and resources they deserve. Sharing this information can help alleviate the anxiety someone may be feeling about a report being made to the Title IX Office.

What should I do if I am unsure whether something constitutes sex discrimination?

Contact the Title IX Office! We would be happy to talk through hypotheticals to help you determine whether what was shared with you needs to be reported to the Title IX Office.

What if another Designated Reporter also knows about the incident, should I still submit a report?

Yes. Even if you think another Designated Reporter may have already submitted a report to the Title IX Office, you should still submit your own. The Title IX Office would much prefer to receive duplicate reports than accidentally have a report missed.

What if the Complainant stated that they are already connected with the Title IX Office, should I still submit a report?

Yes. Sometimes individuals think they have connected with our office when they actually may have connected with another office. The Title IX Office would much prefer to receive duplicate reports than accidentally have a report missed.

What if I only have minimal information about the situation?

That's ok! You should still submit a report with the information you do have. Even if you don't know the names, dates, locations etc., it is still important for you to report what you know. While we may be more limited in the steps we can take to respond to the situation if we do not know the individuals involved, there are still some actions we may be able to take to address the concern. For example, providing training to a certain department or student organization.

Will I be updated on the matter after I submit a report?

For privacy reasons, you will typically not receive updates after submitting a report unless you are involved in the reported conduct or the Title IX Office needs to collaborate with you in order to facilitate our processes or provide support to the individuals involved.

What if I am not a Designated Reporter, should I still report to the Title IX Office?

Even if you are not required to report incidents to the Title IX office, you play an important role in helping the university respond effectively to incidents of interpersonal violence.

Provide the student, faculty, or staff member with information about their resources.
Ask the individual who disclosed to you for permission to connect them with the Title IX Office or to contact the Title IX Office on their behalf.
Assess for immediate safety concerns and refer to campus or local law enforcement, if necessary.