Mandatory Reporters (Responsible Employees)

A mandatory reporter, also known as a “Responsible Employee,” is a UT employee who is required to report incidents of alleged prohibited conduct under Title IX to the university. The law surrounding who is considered a "Responsible Employee" will change effective January 1, 2020, to include all employees (More information about SB 212). Until that date, "Responsible Employees" includes:  

  • administrators 
  • academic advisors 
  • coaches, and other athletic staff who interact directly with students 
  • faculty members, including professors, adjuncts, lecturers associate/assistant instructors (AIs), and teaching assistants (TAs) 
  • graduate research assistants 
  • residence life directors 
  • resident assistants 
  • all supervisory staff 

Employees on this list, or if a student or co-worker would have reason to think that you have the power to address a situation, have a duty to report incidents of sexual misconduct.  

Why is Reporting Important?

Mandatory reporters have daily interactions and build trusting relationships with students and employees.  Reporting an incident to Title IX ensures those in our community affected by sexual misconduct receive the support they need and that the university responds appropriately to alleged prohibited conduct under TItle IX. Someone may disclose to you for many reasons, including: 

  • The incident has negatively affected the person's academics or employment. 
  • The incident has affected the person's interaction with the Mandatory Reporter. 
  • The person may have safety concerns. 
  • The person may need someone to confide in but isn't seeking action. 
  • The person is looking for help. 

In addition, SB 212 will create criminal and employment penalties for employees who do not report incidents of sexual harassment, sexual assault, dating violence, and stalking to a Title IX Coordinator that they have witnessed or received information about. These reporting requirements and penalties go into effect January 1, 2020.

What and When to Report?

Mandatory Reporters should report as soon as they become aware of a Title IX-related incident or alleged prohibited conduct under Title IX.  If you are unsure if an incident is reportable or if you don’t have all the information to make that decision, please call the Title IX Office for help.  Incidents may be disclosed in many different ways, including within a class assignment, or share during a discussion.  Inappropriate behavior may also be observed, or heard through another person. Words or actions to look out for include:

  • Jokes or comments of a sexual nature. 
  • “I’m not really sure, but…” 
  • Retaliation
  • "Making me uncomfortable.” 
  • Not showing up for class/work. 
  • Drastic changes in behavior or appearance. 

Informing Others of Reporting Duties 

For more information on how to respond to a disclosure, please visit the Supporting a Survivor page.

Talk about your mandatory reporting requirement early and often.  Include information in course syllabi, orientations, and/or bring it up in group conversations with students and co-workers to make sure everyone is informed. Utilize these short videos, and sample language for syllabi, created in collaboration with the Faculty Innovation Center.  For assistance in crafting language for other types of documents, please contact the Title IX Office. 

The Gentle Interruption 

The goal of a gentle interruption is to let people know of your mandatory reporting duties during one-on-one conversations.  If it feels as if a conversation may lead to a disclosure, gently interrupt to inform the person of your reporting duties so that the person can decide if they would like to share more information with you.  Some sample language includes: 

  • “It sounds like you want to talk about a sensitive situation. Can we pause so I can share my role as a mandatory reporter with you?” 
  • “Before we go further, I want to let you know I’m a mandatory reporter, and this is what that means …” 
  • Talk in hypothetical situations. 

If the person decides not to share anything further with you, that is okay.  Provide confidential and private resources in case they are interesed in talking with someone without the concern of reporting.  

Making a Report  

Report any relevant information that is shared.  This includes name of the Complainant, Respondent, others involved, and any incident details shared.  There is no need to ask for more information than what someone is comfortable sharing.  For more information on how to report, please visit the File a Report page.

After a Report  

It is likely that no other information will be shared with you after filing a Title IX report.  This is to protect the privacy of Complainants and Respondents.  If the person is in need of other support, provide a referral to additional Campus Resources.  

Provide Assistance 

There are many ways that you can support others within your role to address the affects of an incident. Needs and coping after trauma or harm looks different for each person, so only provide the support that your student or co-worker asks for.   

For Students For Co-Workers
  • Give an extension on an assignment. 
  • Excuse an absence. 
  • Allow your student to come in early to class to choose a seat or leave early to avoid interacting with another person involved in the Title IX case. 
  • Provide an alternate workspace for an exam. 
  • Arrange remote participation in class. 
  • Approve an incomplete for a course. 
  • Reschedule a meeting or presentation. 
  • Assist with a project. 
  • Provide an alternative workspace. 
  • Accompany your co-worker to spaces where others involved in the Title IX case may be present. 

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