Responding to a Reported Concern

Step 1: Clarify

Example language:

“I don’t know what you want to talk about, but I want to be upfront – there are certain things I can’t keep confidential.”

“I’m happy to listen, but whether I can keep something confidential depends on what you share. If confidentiality is important, I can connect you with a confidential resource.”

“I want you to know that I am required to share this information with the Office of Civil Rights Compliance so they can provide support and options.”

Actions:

  • As soon as you think you might be hearing a disclosure, let them know your responsibilities and limits to confidentiality.
  • If they describe themselves as a victim or survivor, mirror the same language. Do not label anyone’s experience for them.
  • Clearly state if you are a mandatory reporter and your obligations to report the incident to OCRC.
  • Even if you are not a mandatory reporter, you can offer to help connect them to OCRC to make a report in addition to other campus resources listed below.
  • Inform the impacted party of their additional option to self-report the incident to law enforcement for investigation or as an information only report. Filing a report with police does not require the impacted party to press charges.
  • Explain what happens next if you are a mandatory reporter (see step 6).

Step 2: Listen

Example Language:

“I’m sorry this happened to you. Thank you for trusting me.”

“I want to make sure you get the support you need.”

Actions: 

  • Stay calm, listen with empathy, and avoid judgment.
  • Be present and listen without pressing for extraneous details. Let them know they can tell you as much or as little as they want to about what happened.
  • Avoid unsolicited touching or hugging
  • Overall message points: I hear you – I care – I want to get you support – Thank you for sharing.

Step 3: Check for Safety Concerns

Example Language:

Ask, “Do you have any concerns about your safety?”

Actions:

Step 4: Refer

Example language:

“You have options, and support is available. There are confidential resources you can reach out to, and I can help connect you if you’d like.”

Actions:

  • Inform the impacted party about confidential support and advocacy services:

Confidential

  • DVIP/RVAP: (800) 373-1043/(800) 228-1625
  • Employee Assistance Program (Faculty & Staff): (319) 335-2085
  • Office of the Ombudsperson: (319) 335-3608
  • UI Support and Crisis Line (24-hour call or text): (844) 461-5420
  • University Counseling Service (Students): (319) 335-7294

 Non-Confidential

  • Office of Civil Rights Compliance: (319) 335-6200
  • Office of Student Accountability: (319) 335-1527
  • Office of the Provost: (319) 335-3565
  • Threat Assessment Team: (319) 384-2955
  • UI Police Department: (319) 335-5022 for emergencies dial 911
  • Student Care and Assistance: (319) 335-1162
  • Senior HR Leadership Council: tinyurl.com/uisrlead

Step 5: Report to OCRC
  • If you are a mandatory reporter, notify the Office of Civil Rights Compliance within 2 business days. Consider calling in the moment with the impacted party present.
  • In your report if known, include the following:
    • Name of the impacted party
    • Name of the accused party
    • Approximate date of the incident
    • Location of the incident
    • Description of the incident
    • Your contact information for follow up
  • Provide information about confidential resources to the impacted party