Mandatory Reporting

Mandatory Reporters

A mandatory reporter is a UT Southwestern employee designated by the Title IX Coordinator who is required to report incidents of alleged prohibited conduct under Title IX to the university. This designation applies to all employees in the Title IX Office and all Deputy Title IX Coordinators, as well as certain student employees including, but not limited to, undergraduate and graduate TAs, GAs, GRAs, AIs, RAs, and paid mentors. Effective January 1, 2020, Texas Education Code 51.252 mandated that "an employee of a postsecondary educational institution who, in the course and scope of employment, witnesses or receives information regarding the occurrence of an incident that the employee reasonably believes constitutes sexual harassment, sexual assault, dating violence, or stalking and is alleged to have been committed by or against a person who was a student enrolled at or an employee of the institution at the time of the incident shall promptly report the incident to the institution’s Title IX coordinator or deputy Title IX coordinator." For more information please visit our SB 212 FAQs.

Why is Reporting Important?

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 went 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 Division of Title IX 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

Often the first person a survivor discloses to is a friend, family member, loved one, or peer. The following are supportive ways to respond to someone who's disclosed that they are a survivor of sexual misconduct. If you are a responsible employee (mandatory reporter), please ensure you understand your reporting responsibilities.

You should talk about your mandatory reporting requirement early and often.

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 interested 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 Reporting Options 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 Resources and Support Page.

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

  • 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.

For Co-Workers

  • 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.

For more information, visit the Resources page.

Mandatory Reporting of Sexual Misconduct

Senate Bill 212, passed by the Texas Legislature earlier this year, expanded the reporting responsibilities of all employees of Texas universities. The legislation also created new consequences and penalties for individuals who do not uphold those responsibilities. Please see FAQ, Policies, and Training to learn more.

Reportable information may be provided to a Title IX Coordinator, by email, phone, in person, or reported online.

New changes to Title IX guidelines, effective Aug. 14, 2020

  • Narrowed Definition of Harassment: The new regulations significantly restrict the definition of sexual harassment that constitutes prohibited conduct under Title IX.
  • Live Hearing Requirement: If the facts of a case meet the jurisdictional standard under this narrowed definition, such cases will now require a live hearing to adjudicate the matter.
  • Advisors Must Be Present During the Title IX Hearing: Both the Complainant and the Respondent must have an Advisor for the purpose of cross-examination.

Letter to the campus community from our Title IX Coordinator

UT Southwestern is committed to ensuring that all members of our community are afforded a working and learning environment that is free from discrimination and harassment.
Read the letter