Individuals with Reporting Obligations (“IROs”) are required as set forth below to share with OIE details they receive about Prohibited Conduct within 48 hours of learning of those details. IROs must provide their name, title, and contact information when making their report and can do so by contacting OIE as set forth in Section VI (A)(1) above. Failure by an IRO to promptly share with OIE all details they receive about Prohibited Conduct may subject them to appropriate discipline, up to and including termination of employment, in accordance with an applicable process.
The positions identified in the list below are IROs. IROs denoted with an asterisk (*) are officials of the University who have the authority to institute corrective measures on behalf of the University. IROs who have the authority to institute corrective measures on behalf of the University, have broader reporting responsibilities and are required to report all information about Prohibited Conduct that they receive, regardless of how and when they learned of the information, e.g., whether the information was shared with them in the scope of their employment or in some other capacity, including if they learned during a classroom or research activity, awareness event, or other exempt disclosures as outlined below. Those serving in vice, associate, and assistant roles to Executive Officers, Deans, and Department Chairs are not covered by these broader reporting responsibilities. IROs that are not denoted with an asterisk (*) are not obligated to report matters that arise outside of the scope of their employment as outlined below.
The following IROs are required to report to OIE information about Prohibited Conduct:
- Board of Regents members*;
- Executive Officers/Chancellors*;
- Those serving in vice, associate, and assistant Executive Officer/Chancellor roles;
- Those serving in vice, associate, and assistant Dean roles;
- Department Chairs*;
- Those serving in associate and assistant Department Chair roles; graduate chairs, and undergraduate chairs; and
- Academic and staff supervisors (i.e., employees who have authority to hire, transfer, suspend, layoff, recall, promote, discharge, reward, or discipline other employees).
- All Student Life staff members responsible for imposing discipline/sanctions/remedies in response to non-academic student misconduct (excluding student staff), including Office of Student Conflict Resolution staff on the Ann Arbor campus; Dean of Students Office staff and Assistant Director, Community Standards and Ethical Development on the Flint campus; and the Dean of Students and Student Conduct Advisor on the Dearborn campus*;
- All staff members (including any individual, whether an Employee or not, who serves as a coach of a club sports team), excluding clerical, custodial, maintenance, and dining employees; and
- Resident-Advisors in Housing and Residential Education.
- Athletic Director and Head Coaches for Varsity Athletics*; and
- All athletics staff members, excluding clerical, custodial, maintenance, and dining employees.
Office for Institutional Equity
- OIE Directors (including those serving in associate and assistant roles) and Title IX Coordinators*; and
- All other OIE staff, excluding clerical employees, interns, and student staff.
Division of Public Safety and Security
- All staff members, excluding clerical, custodial, and maintenance employees.
- All human resource staff members (central, school, college, division, and/or unit) who are responsible for handling employment issues, excluding clerical and transactional employees;
- All faculty and staff members who provide direct oversight of University-related travel abroad experiences for students, including University-sponsored study abroad, research, fieldwork, or internship programs;
- All faculty and staff members who accompany students on University-related travel abroad; or
- Faculty and staff serving as identified advisers to student organizations required by their campus to have a named faculty or staff adviser. For Ann Arbor, this includes faculty and staff serving as identified advisors to Sponsored Student Organizations. For Dearborn, this includes faculty and staff serving as identified advisors to Sponsored Student Organizations and Registered Student Organizations. For Flint, this includes faculty and staff serving as identified advisors to Recognized Student Organizations. Unless designated as an IRO in another role at the University, staff and faculty members who serve as such advisors are only IROs with respect to concerns they become aware of connected to the student organization they advise.
Except for IROs in those positions delineated with an asterisk (*) above, IROs are not required to report to OIE when incidents of Prohibited Conduct are communicated/disclosed during a classroom discussion, in an assignment for a class and in discussions outside of class time (e.g., during office hours related to the assignment), or as part of a research project directly associated with the class, even when such disclosure would otherwise be considered within the scope of the IRO’s employment.
Except for IROs in those positions delineated with an asterisk (*) above, IROs also are not required to report information about Prohibited Conduct disclosed: (1) at sexual misconduct public awareness events (e.g., Take Back the Night, candlelight vigils, protests, or survivor speak-outs in which participants may disclose incidents of Prohibited Conduct); or (2) unless otherwise provided in the Institutional Review Board (“IRB”)-approved consent, during a non-minor participant's involvement as a subject in an IRB-approved human subjects research protocol (“IRB Research”), even when such disclosure would otherwise be considered within the scope of the IRO’s employment.
Confidential Resources and licensed healthcare workers acting in that capacity at UHS and Michigan Medicine are not IROs.
In addition to being designated as an IRO, an individual may also have reporting obligations under the Clery Act as a Campus Security Authority (“CSA”). Pursuant to the Clery Act, the University includes statistics about certain offenses in its annual security report and provides those statistics to the United States Department of Education, but does so in an anonymized manner that does not include the specifics of the crime or any identifying information about persons involved in an incident. For more information about who is a CSA, please refer to the DPSS website.
If you are unsure of whether you are an IRO, please contact OIE to help clarify your role and responsibilities.
When OIE or the Title IX Coordinator receives a report of Prohibited Conduct from an IRO, OIE will in all cases where the Complainant is identified, contact the Complainant to: (1) discuss the availability of Supportive Measures; (2) ask about the Complainant’s wishes with respect to Supportive Measures; (3) inform the Complainant of the availability of Supportive Measures with or without the filing of a Formal Complaint, and (4) explain to the Complainant the process for filing a Formal Complaint.