Reporting Requirements and Best Practices
Understanding Who Must Report, Who Should Report, and How to Navigate Reporting Responsibilities at the University of UtahThis webpage summarizes the various responsibilities that individuals have to report certain types of incidents that occur on University premises or during University activities. This resource distinguishes between Required Reporters (i.e., those legally or institutionally mandated to make a report) and Recommended Reporters (i.e., those encouraged to report incidents to protect campus safety and institutional integrity). Full definitions can be accessed by clicking the button below:
Multiple Reporting Responsibilities:
Because some events may quality as more than one type of incident, please assess each type of incident to ensure that all reporting responsibilities are met. A report under one type of incident will not satisfy responsibilities under other qualifying incident types. For example, an incident of sexual assault may need to be reported to both the University Department of Public Safety/Police as criminal activity and to the OEO/TIX office as sexual misconduct.
Required Reporter
An individual who is obligated to report – either by law and/or University regulation – certain types of incidents to specific University and/or State authorities. “Mandatory reporters” (an OEO/Title IX term defined in Rule R1-012A) and Campus Security Authorities or “CSA” (a Clery Act term defined in Policy 1-011) are two types of required reporters. However, there are other types of incidents where a person may become a required reporter, even without an official term like “mandatory reporter” or “CSA”.
Recommended Reporter
An individual who, although not obligated by law or University regulation, should report certain types of incidents to protect other persons, safeguard the University community, or ensure the integrity and/or compliance of University activities.
Incident Categories and Types
Note that this webpage groups the various types of incident reports into four categories. Clicking on each incident type will provide further details and a link for report submission.Campus Safety and Individual Well Being
Any possible incident of discrimination, sexual misconduct, or retaliation¹, impacting any person, regardless of age.
Required Reporters:
All University employees² who are not Confidential Employees³, are Mandatory Reporters, as defined by University Policy 1-012.4
Recommended Reporters:
All University students, contractors, vendors, third parties, and visitors.
Reporting Timeframe:
Immediately, (per R1-012A, III.E.1)
Report to:
Office of Equal Opportunity and Title IX (OEO/TIX). Online reports are encouraged at https://oeo.utah.edu, or by calling (801) 581-8365.
Lawful/Policy Basis5
University Regulations:
- Policy 1-012: Non-discrimination Policy
- Rule R1-012A - Non-Discrimination Rule
- Rule R1-012B - Complaint Process Rule
- Rule R1-1012C - Student Pregnancy or Related Conditions Rule
Federal and Utah State Law5
Endnotes:
¹Retaliation is specifically for engaging in activities protected under Policy 1-012.
²Per University Policy 5-001: Employee Definitions, an “employee” is any individual who receives compensation for work or services and includes all University administrative officers, faculty, non-faculty academic employees, and staff.
³The definition of a Confidential Employee is narrow, and employees should clarify with OEO/TIX regarding whether they qualify as a Confidential Employee. Disputes or questions about whether an employee qualifies as a Confidential Employee will be decided by the OEO/TIX Director.
4Disclosures that occur in the context of a class discussion, academic assignment, and/or exercise must be reported.
5In addition to any federal and state laws and regulations that are explicitly listed here, additional items are provided in the ‘References’ section of University regulations provided.
Any disclosure of, knowledge of, or reason to believe that a child (i.e., minor; <18 yrs. of age) is or has been subject to:
- Abuse
- Assault
- Neglect
- Exploitation
- Abandonment
- Endangerment
- Commission of domestic violence in the presence of a child.
(Note: There does not need to be a noticeable physical injury to require a report.)
Required Reporters:
All individuals on University of Utah premises.
Reporting Timeframe:
Immediately (per Policy 1-015, III.I.1)
Report to: Utah Department of Child and Family Service (DCFS) (855-323-3237) and/or police department with jurisdiction¹
University of Utah Police Department: 801-585-2677 or 911
Note: For any child currently in danger on the University of Utah campus or premises, or suspected to be in current danger, contact the University of Utah Police Department immediately at 801-585-2677 or 911.
Lawful/Policy Basis²
University Regulations:
- Policy 1-015: Safety of Minors Participating in University Programs or Programs Held on University Premises.
- Rule 1-015A: Safety of Minors-Code of Conduct and Reporting Obligations.
Selected Utah Law:
UT Code § 80-2-602. Child Abuse or Neglect Reporting Requirements
Endnotes:
¹Per UU Policy 1-015 § III.C.2., if the child abuse or neglect meets any one of the following criteria, then a mandatory report must also be submitted to the University’s OEO (801-581-8365):
(1) was committed by an Authorized Adult(s); (2) was committed on University Premises; (3) qualifies as a violation of the Code of Conduct set forth in UU Policy 1-015; or (4) violates any related rules or other University policies. Additional details and resources are available through Youth Protection and Program Support.
²In addition to any federal and state laws and regulations that are explicitly listed here, additional items are provided in the ‘References’ section of University regulations provided.
Any newborn child (i.e., 30 days old or younger) that:
- Is adversely affected by their mother’s substance abuse¹ during pregnancy, or
- Has fetal alcohol syndrome or fetal alcohol spectrum disorder, or
- Demonstrates drug or alcohol withdrawal symptoms, or
- The parent or person responsible for the newborn child’s care demonstrates functional impairment or an inability to care for the child due to their substance abuse.
Required Reporters:
All health care providers (i.e., MD, DO, APC, CNM, direct entry midwife, RN, SW) who attend the birth of or care for the newborn child
Reporting Timeframe:
Best Practice: as soon as possible and appropriate²
Report to:
Utah Department of Child and Family Service (DCFS) (855-323-3237)³ or the applicable department in which the child/minor resides.
Lawful/Policy Basis4
University Guidance:
Utah Law:
UT Code § 80-2-603. Fetal alcohol syndrome or spectrum disorder and drug dependency reporting requirements
Endnotes:
¹Substance abuse is defined under UT Code § 80-2-603.
²A report to DCFS should only be made after qualified healthcare providers (i.e., MD, DO, APC, RN, SW) have performed an exam and met with the patient and/or caregivers to verify and establish relevant facts and reported circumstances. If the caregiver is unavailable and/or unwilling to respond to reasonable attempts from qualified healthcare providers to perform the indicated assessment of facts and circumstances, a prompt referral to DCFS should be made.
³For guidance regarding when DCFS referral is appropriate or not, refer to the UU DCFS Policy, here: https://pulse.utah.edu/policies/Lists/Policies/DispForm.aspx?ID=13168.
4In addition to any federal and state laws and regulations that are explicitly listed here, additional items are provided in the ‘References’ section of University regulations provided.
Any disclosure of, knowledge of, or reason to believe that a Vulnerable Adult is or has been subject to:
- Abandonment,
- Abuse,
- Nonconsensual sex,
- Assault,
- Neglect,
- Exploitation, or
- Endangerment
(Note: There does not need to be a noticeable physical injury to require a report.)
Vulnerable Adult is fully defined under UT Code § 26B-6-201(30).
Required Reporters:
All Individuals on University of Utah premises.
Reporting Timeframe:
Immediately, per Procedure P1-011 A
Report to:
- Adult Protective Services (800-371-7897; 801-538-3567)
and/or
- Nearest police officer or department: University of Utah Police Department at 801-585-2677 or 911
Note: For any Vulnerable Adult currently in danger on the University of Utah campus or premises, or believed to be in current danger, contact the University of Utah Police Department immediately at 801-585-2677 or 911.
Lawful/Policy Basis¹
University Regulations:
Select Federal and Utah State Law:
Endnotes:
¹In addition to any federal and state laws and regulations that are explicitly listed here, additional items are provided in the ‘References’ section of University regulations provided.
Any Concerns of Harm to Self or Others
Required Reporters:
Therapists (defined under Utah Code Ann. § 78B-3-501 to include licensed: psychiatrists, psychologists, marriage and family therapists, social workers, psychiatric and mental health nurse specialists, and clinical mental health counselors) when a patient communicates an “actual threat of physical violence against a clearly identified or reasonably identifiable victim.”
Recommended Reporters:
All University employees and students, contractors, vendors, third parties, and visitors
Reporting Timeframe for Required Reporters: Immediately
Reporting Timeframe for Recommended Reporters: Promptly upon discovery
Report to:
Therapists: Therapists must report actual threats to the identified victim and law enforcement.
For Concerns of Students:
Behavioral Intervention Team (BIT) w/ potential escalation/referral to Threat Assessment & Management Partnership
For Concerns of Faculty/Staff:
Threat Assessment & Management Partnership
For any emergency: contact University Department of Public Safety / Campus Security & Police at “911”
Lawful/Policy Basis¹
For Required Reporters; Federal and Utah State Law:
For Recommended Reporters:
[None]/Best Practice
Endnotes:
¹In addition to any federal and state laws and regulations that are explicitly listed here, additional items are provided in the ‘References’ section of University regulations provided.
Any Concern about a Firearm or other Dangerous Weapon on Campus
Recommended Reporters:
All University employees and students, contractors, vendors, third parties, and visitors
Reporting Timeframe: Immediately
Report to:
If associated with a threat of immediate harm dial 911.
Otherwise, report to UPD at 801-585-COPS (2677)
Lawful/Policy Basis¹
University Guideline G1-103
Endnotes:
¹In addition to any federal and state laws and regulations that are explicitly listed here, additional items are provided in the ‘References’ section of University regulations provided.
Any Significant Risk to Campus Safety
Required Reporters:
All Campus Security Authorities (CSAs)¹
Recommended Reporters:
All University employees and students, contractors, vendors, third parties, and visitors
Reporting Timeframe:
Immediately
Report to:
University Department of Public Safety / Campus Security & Police
- Emergencies: 911
- Non-emergencies: 801-585-COPS (2677)
Anonymous reporting available²
Lawful/Policy Basis³
University Regulations:
Select Federal and Utah State Law³
Endnotes:
¹The definition of a Campus Security Authority (CSA) is specific, and employees should clarify with Campus Security regarding whether they qualify as a CSA.
²To report a crime confidentially, individuals should specifically request that they remain anonymous. Note that an anonymous report may limit the ability of the police department to provide specific assistance or to investigate or solve a crime.
³In addition to any federal and state laws and regulations that are explicitly listed here, additional items are provided in the ‘References’ section of University regulations provided.
Any Human Trafficking¹²
(See and https://www.utiptaskforce.org/)
Required Reporters:
All Campus Security Authorities (CSAs)³
Recommended Reporters:
All University employees and students, contractors, vendors, third parties, and visitors
Reporting Timeframe:
Immediately, per Procedure P1-011 A
Report to:
University Department of Public Safety / Campus Security & Police
- Emergencies: 911
- Non-emergencies: 801-585-COPS (2677)
Anonymous reporting available4
Lawful/Policy Basis5
University Regulations:
Select Federal and Utah State Law 5
Endnotes:
¹Human trafficking of a child, vulnerable adult, or for sexual exploitation will require that a separate report is made to the applicable office (i.e., incident types 2, 3, and 1).
²When a student has been missing for 24 hours, a report should be made to University Police. Any person to whom a missing student report is made shall immediately refer the matter to the University Police.
³The definition of a Campus Security Authority (CSA) is specific, and employees should clarify with Campus Security regarding whether they qualify as a CSA.
4To report a crime confidentially, individuals should specifically request that they remain anonymous. Note that an anonymous report may limit the ability of the police department to provide specific assistance or to investigate or solve a crime.
5In addition to any federal and state laws and regulations that are explicitly listed here, additional items are provided in the ‘References’ section of University regulations provided.
Any Criminal Activity¹
Required Reporters:
All Campus Security Authorities (CSAs)²
Recommended Reporters:
All University employees and students, contractors, vendors, third parties, and visitors
Reporting Timeframe:
Immediately, per Procedure P1-011 A
Report to:
University Department of Public Safety / Campus Security & Police
- Emergencies: 911
- Non-emergencies: 801-585-COPS (2677)
Anonymous reporting available³
Lawful/Policy Basis4
University Regulations:
Select Federal and Utah State Law4
Endnotes:
¹In addition to the reporting requirement and recommendations here, certain types of criminal activity, such as the abuse of child or vulnerable adult and some types of sexual misconduct (i.e., incident types 2, 3, and 1), will require that a separate report is made to the applicable office.
²The definition of a Campus Security Authority (CSA) is specific, and employees should clarify with Campus Security regarding whether they qualify as a CSA.
³To report a crime confidentially, individuals should specifically request that they remain anonymous. Note that an anonymous report may limit the ability of the police department to provide specific assistance or to investigate or solve a crime.
4In addition to any federal and state laws and regulations that are explicitly listed here, additional items are provided in the ‘References’ section of University regulations provided.
Any Missing Student¹
Required Reporters:
All Campus Security Authorities (CSAs)²
Recommended Reporters:
All University employees and students, contractors, vendors, third parties, and visitors
Reporting Timeframe For Required Reporters: Immediately
Reporting Timeframe For Recommended Reporters: Promptly upon awareness or concern
Report to:
University Department of Public Safety / Campus Security & Police
- Emergencies: 911
- Non-emergencies: 801-585-COPS (2677)
Anonymous reporting available³
Lawful/Policy Basis4
University Regulations:
Select Federal and Utah State Law4
Endnotes:
¹Any person who receives a missing student report shall immediately refer the matter to the University Police.
²The definition of a Campus Security Authority (CSA) is specific, and employees should clarify with Campus Security regarding whether they qualify as a CSA.
³To report a crime confidentially, individuals should specifically request that they remain anonymous. Note that an anonymous report may limit the ability of the police department to provide specific assistance or to investigate or solve a crime.
4In addition to any federal and state laws and regulations that are explicitly listed here, additional items are provided in the ‘References’ section of University regulations provided.
Research Integrity
Any known or suspected act(s) of Research Misconduct (i.e., Falsification, Fabrication, and/or Plagiarism)
Required Reporters:
All University employees, students, or other individuals participating in University research projects and activities.
Reporting Timeframe:
Promptly upon awareness or reasonable suspicion
Report to:
Research Integrity Officer (RIO):
Anonymous reporting available through EthicsPoint:
Detailed reporting instructions are available here: Office of Research Integrity & Compliance
Lawful/Policy Basis¹
University Regulations:
Policy 7-001: Policy for Research Misconduct
Federal and Utah State Law¹
Endnotes:
¹In addition to any federal and state laws and regulations that are explicitly listed here, additional items are provided in the ‘References’ section of University regulations provided.
Any known or suspected violations of Policy 1-006: Individual Financial Conflict of Interest Policy¹
Required Reporters:
All University employees, students, subrecipients, vendors, research affiliates, and visitors.
Reporting Timeframe:
Promptly upon discovery
Report to:
COI Officer:
- ostrander@utah.edu
- coi@utah.edu
- 801-587-3232
Anonymous reporting available through EthicsPoint:
Detailed instructions about the COI Office is available here: https://coi.utah.edu
Lawful/Policy Basis²
University Regulations:
Federal and Utah State Law¹
Endnotes:
¹Includes a potential failure to comply with any terms of an approved conflict of interest management plan adopted by the Conflict-of-Interest Committee.
²In addition to any federal and state laws and regulations that are explicitly listed here, additional items are provided in the ‘References’ section of University regulations provided.
Any Animal Welfare Concerns
Recommended Reporters:
All University employees and students, contractors, vendors, third parties, and visitors
Reporting Timeframe:
Promptly upon discovery
Report to:
Institutional Animal Care and Use Committee
Information and IT Security
Any known or suspected incident involving either of the following:
- breach of restricted information
- IT Security Incident and/or Vulnerabilities
- Non-compliance with University Policy 4-004 or associated regulations
Restricted is defined in Rule R4-004C: Data Classification and Encryption
IT Security Incident is defined in Policy 4-004: University of Utah Information Security Policy
Required Reporters:
All University “Users”, including students, staff, faculty, permanent and temporary employees, contractors, vendors, research collaborators, and third-party agents, who accesses any University Electronic Resources, Information Systems, and/or IT Resources (as defined under Policy 4-004).
Report to:
For IT Security Incidents and/or Vulnerabilities: Contact your local IT Helpdesk or the UIT Helpdesk.
For a breach of restricted information: complete the Report an Incident Form.
For Policy Non-compliance: Contact the Information Security Office at iso-grc@utah.edu.
For general questions, contact the Information Privacy Office at:
- Information Privacy Office Website
- 801-587-9241
- privacy@utah.edu
Anonymous reporting available through EthicsPoint: https://secure.ethicspoint.com/domain/media/en/gui/15422/index.html
Lawful/Policy Basis¹
University Regulations:
· Policy 4-004: University of Utah Information Security Policy
· Procedure P4-004N: IT Security Incident Management
· Policy: HIPAA: Breach Notification and Incident Reporting
Federal and Utah State Law¹
Endnotes:
¹In addition to any federal and state laws and regulations that are explicitly listed here, additional items are provided in the ‘References’ section of University regulations provided.
Any known or suspected incident involving either of the following:
- breach of restricted information
- IT Security Incident and/or Vulnerabilities
- Non-compliance with University Policy 4-004 or associated regulations
Restricted is defined in Rule R4-004C: Data Classification and Encryption
IT Security Incident is defined in Policy 4-004: University of Utah Information Security Policy
Required Reporters:
All University “Users”, including students, staff, faculty, permanent and temporary employees, contractors, vendors, research collaborators, and third-party agents, who accesses any University Electronic Resources, Information Systems, and/or IT Resources (as defined under Policy 4-004).
Report to:
For IT Security Incidents and/or Vulnerabilities: Contact your local IT Helpdesk or the UIT Helpdesk.
For a breach of restricted information: complete the Report an Incident Form.
For Policy Non-compliance: Contact the Information Security Office at iso-grc@utah.edu.
For general questions, contact the Information Privacy Office at:
- Information Privacy Office Website
- 801-587-9241
- privacy@utah.edu
Anonymous reporting available through EthicsPoint: https://secure.ethicspoint.com/domain/media/en/gui/15422/index.html
Lawful/Policy Basis¹
University Regulations:
· Policy 4-004: University of Utah Information Security Policy
· Procedure P4-004N: IT Security Incident Management
· Policy: HIPAA: Breach Notification and Incident Reporting
Federal and Utah State Law¹
Endnotes:
¹In addition to any federal and state laws and regulations that are explicitly listed here, additional items are provided in the ‘References’ section of University regulations provided.
Student-Specific Disclosures
Any disclosure relating to a student’s Pregnancy and Related Conditions that is made by either the student or a person with a legal right to act for the student.
Pregnancy and Related Conditions¹ are defined under University Rule R1-012C.
Required Reporters:
All University employees.
Reporting Timeframe:
Promptly (per R1-012 C, III.B.1)
Report to:
Provide the student (or legal representative) with the contact information for OEO/TIX and inform them that OEO/TIX can coordinate specific actions, including ‘pregnancy modifications’
Note: Employees should not contact OEO/TIX with the student’s information. Employees should provide the student with the OEO/TIX contact information.
OEO/TIX contact info:
https://oeo.utah.edu;
801-581-8365
Lawful/Policy Basis²
University Regulations:
Endnotes:
¹Pregnancy or Related Conditions means the occurrence and/or recovery from any of the following: pregnancy, termination of pregnancy, childbirth, lactation, or any related medical conditions.
²In addition to any federal and state laws and regulations that are explicitly listed here, additional items are provided in the ‘References’ section of University regulations provided.