Faculty and Staff (including administrators, clinicians and other medical staff, coaches and student employees) who are Responsible Employees as defined by University Policy are required to report incidents (including possible incidents) of conduct prohibited by University policies (“Prohibited Conduct”).
Reporting is an essential tool to address Prohibited Conduct and keep the campus community safe. Employees who are not Responsible Employees or Confidential Resources are strongly encouraged to share any information about Prohibited Conduct with CRO.
Employees who are defined by University policy as “Responsible Employees” are required to report incidents of Prohibited Conduct if known to them, even when they did not witness the incident directly. Responsible Employees should err on the side of caution and report incidents to CRO if they are not sure whether reported conduct constitutes Prohibited Conduct. Please contact CRO if you have any questions about your rights and obligations as Responsible Employees. Failure to report could have negative consequences to employment.
Responsible Employees
If you are reporting an incident to fulfill an obligation under the law or University Policy because you are a Responsible Employee, you must use the Report a Concern link below. Responsible employees cannot report concerns anonymously.
Employee reporting requirements are governed by the UC Sexual Violence and Sexual Harassment Policy, the UC Anti-Discrimination Policy, Title IX of the Education Amendments of 1972, California Senate Bill 493 and the Clery Act Policy—Campus Safety Reporting.
Who is a Responsible Employee
The UC Anti-Discrimination Policy and the UC Sexual Violence/Sexual Harassment Policy each define Responsible Employee differently. See chart below.
| Nature of Prohibited Conduct | Employees Who Must Report to the Civil Rights Office (unless they are Confidential Resources as defined by University Policy) |
|---|---|
| Sexual Violence and Sexual Harassment (including Sexual and Gender-based harassment; Sexual Assault; Relationship violence; Stalking; Invasion of Sexual Privacy; Sexual exploitation, Retaliation) involving students or in the context of patient care | Any University employee |
| Sexual Violence and Sexual Harassment as defined above involving any other person affiliated with the University | Campus Police; Human Resources Administrators, Academic Personnel Administrators, and Title IX Professionals; Managers and Supervisors including Deans, Department Chairs, and Directors of Organized Research Units; Faculty members |
| All other forms of discrimination and harassment based on protected categories (including sex-based discrimination that is not harassment), and retaliation for reporting such conduct | Campus Police; Human Resources Administrators, Academic Personnel Administrators, Student Affairs Administrators; Discrimination and Title IX Professionals; Managers and Supervisors including Deans, Department Chairs, and Directors of Organized Research Units; Faculty members |
Exceptions
| Prohibited Conduct | Confidential Resources Do Not Have a Duty to Report |
|---|---|
| Sexual Violence, Sexual Harassment and all other forms of discrimination and harassment based on protected characteristics | Exception: Confidential Resources (as defined by University policy) are not required to report Prohibited Conduct |
| Sexual Violence and Sexual Harassment | Exception: Responsible Employees need not report possible Prohibited Conduct they learn of while attending a public awareness event, such as “Take Back the Night” or disclosed by someone while participating in human subjects research that has either been approved by an Institutional Review Board (IRB) or certified as exempt from IRB review |
Other Reporting Obligations
The following employees are Campus Security Authorities (CSA) and are required to immediately report potential Clery Act crimes:
- All UCPD personnel
- Any other individual who have responsibility for campus security
- Any individual or organization specified in an institution’s statement of campus security policy as an individual or organization to which students and employees should report criminal offenses
- An official of an institution who has significant responsibility for student and campus activities, including, but not limited to, student housing, student discipline and campus judicial proceedings.
- An official is defined as any person who has the authority and the duty to take action or respond to particular issues on behalf of the institution.
Campus Security Authorities are responsible for immediately reporting allegations of Clery Act crimes that are reported to them in their capacity as employees.
Reports must be made through the CSA Crime Incident Report Form to the Clery Compliance Office.
All UC employees, including faculty and staff, who have regular contact with children (under the age of 18) or who supervise such staff are Mandated Reporters under the Child Abuse and Neglect Reporting Act (CANRA). UCLA Mandated Reporters are identified in UCLA Policy 136.
Confidential Resources include campus or community professionals who are required by law to maintain the confidentiality of information shared with them in the context of a legally-protected or privileged relationship (such as professional mental health counselors, medical professionals, attorneys, and ordained clergy).
When you report to a Confidential Resource, they will maintain the confidentiality of communications disclosed within the scope of their provision of professional services (unless required or permitted to disclose information by law or ethical obligations). Confidential Resources are expected to share information with CRO that reflects patterns or trends at UCLA, but they will not reveal any personally identifiable information.
Confidential Resources at the University include Confidential Advocacy Resources and Education, Student Counseling and Psychological Services, and Office of the Ombuds.
For more information on confidential resources, please see our Confidential and Private Resources page.
