Employee Reporting Obligations

If you become aware of prohibited conduct based on protected characteristics, you should make a Civil Rights & Title IX Report.

The reporting form will help you identify what information you must share, what you can withhold, and how to request a consultation. You can also make a report to Civil Rights Compliance by calling 206-221-7932, emailing civilrights@uw.edu, or mail. Visit Make a Report to learn more.

When you make a Civil Rights & Title IX report, a case manager will review the report and advise you on any immediate next steps. If appropriate, the case manager will ensure that the person who has been impacted is provided with information and resources. The impacted person can choose whether to respond to the case manager and what actions, if any, to take next.

Visit Make a Report to learn more about what happens after a report is made.

Supervisor 

A supervisor is an employee assigned ongoing responsibility for directing and overseeing the work of others. This role may involve participating in the following functions with respect to another (subordinate) employee: selecting staff, overseeing training and development, planning and assigning work, evaluating performance, resolving grievances, and taking corrective action.

The individual may not always be identified as a manager in Workday.

Human resources professional 

An employee whose full or partial responsibilities involve managing human resources functions for a department, unit, or the university as a whole. This may include advising on hiring decisions, managing or investigating workplace conduct or performance issues, coordinating leave, or serving as a point of contact for employees regarding workplace matters.

The individual may not always hold an HR-related title in Workday.

In limited situations, employees are not obligated to report disclosures from students. These exceptions apply when the information about discrimination, harassment, or sexual misconduct is shared in the context of:

• Research that is IRB-approved or IRB-exempt
• Written academic assignments or classroom discussions
• Scholarship or award applications
• Applications for admission to the University
• Trainings or outreach events focused on discrimination, harassment, or sexual misconduct
• Journalistic reporting on topics of public interest for recognized media organizations (e.g., KUOW, The Daily)

Even in these situations, employees are still encouraged to make a Civil Rights & Title IX report to help connect students with support resources. The reporting form provides options to remain anonymous or withhold the student’s name.

The University has designated specific employees as confidential. Confidential employees can receive disclosures of prohibited conduct without being required to report the information to the Civil Rights Compliance Office when acting in the scope of their professional duties. They include:

• Healthcare providers: Licensed medical, clinical, mental health, or healthcare professionals (e.g., physicians, nurses, physicians’ assistants, psychologists, psychiatrists, athletic trainers, professional counselors, and social workers), and those performing under their supervision
• University confidential advocates
• Employees providing pastoral care
• University ombuds working in the Office of the Ombud
• Support roles: University employees when performing administrative, operational or related support for healthcare providers, confidential advocates, pastoral care, or Ombuds.

Confidential employees will only share information with express permission or when required by law.

Student employees are considered students first. This means that when a University employee learns of potential discrimination, harassment, or sexual misconduct involving a student employee, the student-related reporting requirements apply.

• Employees (excluding student employees) who learn of potential prohibited conduct involving a student employee are required to share the information they have. The name of the impacted student may be withheld upon request.

Additional employee reporting obligations apply when the incident occurred in the UW workplace:

• Supervisors—including student employees with supervisory roles—who learn of potential prohibited conduct that occurred in the UW workplace and involves a student employee within their line of supervision are required to share the information they have, including names.
• Human resources professionals who learn of potential prohibited conduct that occurred in the UW workplace involving a student employee are required to share the information they have, including names.

If you are unsure whether you need to make a report or include names, please make a Civil Rights & Title IX Report and request a consultation with a case manager.

Student employees who have supervisory roles have employee reporting obligations. When a student employee learns of potential prohibited conduct that occurred in the UW workplace and involves a student employee within their line of supervision, they are required to share the information they have, including names.

Even when a report is not required, student employees are strongly encouraged to take action and get expert support and options for someone else. They can make a Civil Rights & Title IX Report and request a consultation with a case manager. The reporting form provides options to remain anonymous or withhold names.

You are encouraged to still take action and get expert support and options for someone who has shared an experience of violence, harassment, or discrimination. You can make a Civil Rights & Title IX Report and request a consultation with a case manager. When using the form, you can remain anonymous or withhold others’ names to protect an individual’s identity.

Learn more about how to respond with care on the Offering Support page.

If you are unsure if you are an employee with reporting obligations, please make a Civil Rights & Title IX Report and request a consultation with a case manager.

Yes, additional reporting expectations exist depending on the situation.

• Suspected child abuse and neglect – All UW employees have a duty to report suspected child abuse and neglect. The Office of Youth Protection’s policy page explains these obligations.
• Clery reporting obligations – Campus Security Authorities (CSAs) are employees whose responsibilities are defined by the Campus Clery Act. Relevant information can be found at Bothell CSAs, Seattle CSAs, or Tacoma CSAs. The campus-specific Clery coordinators can also answer additional questions.