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 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:
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.
Multiple Reporting Responsibilities:
Because some events may qualify 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 Office of Equal Opportunity and Title IX (OEO/TIX) as sexual misconduct.
Incident Categories and Types
Note that this webpage groups the various types of incidents into four categories: (1) Campus Safety and Individual Well Being, (2) Research Integrity, (3) Information and IT Security, and (4) Student-Specific Disclosures.Click on each incident type below to access additional details and reporting information.
Campus Safety and Individual Well Being
Note that disclosures that occur in the context of a class discussion, academic assignment, and/or exercise must be reported.
Recommended Reporters: All University students, contractors, vendors, third parties, and visitors. Reporting Timeframe: Immediately, (per R1-012A, III.E.1)- University Policy 1-012: Non-discrimination Policy
- University Rule R1-012A - Non-Discrimination Rule
- University Rule R1-012B - Complaint Process Rule
- University Rule R1-1012C - Student Pregnancy or Related Conditions Rule
- In addition to the reporting requirement and recommendations here, certain types of sexual misconduct, such as the sexual abuse of child or vulnerable adult will require that a separate report is made to the applicable office (e.g., Utah Department of Child and Family Services, Adult Protective Services, Campus Police).
- Retaliation is specifically for engaging in activities protected under Policy 1-012.
- Per 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.
- The 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.
- Applicable federal and state laws are provided under the ‘References’ section of the University regulation(s) listed.
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 or Neglect (as defined in Utah Code § 80-1-102).
The following are additional examples of abuse and/or neglect, which must also be reported:
- Assault (defined under Utah Code § 76-5-102)
- Sexual Abuse /Exploitation (defined under Utah Code § 80-1-102)
- Abandonment (defined under Utah Code § 76-5-109.3)
- Endangerment (defined under Utah Code § 76-5-112.5)
- Commission of domestic violence in the presence of a child (defined under Utah Code § 77-36-1)
*Note that there does not need to be a noticeable physical injury to require a report.
Required Reporters:
All individuals.
Reporting Timeframe:
Immediately (per Policy 1-015, III.I.1)
- Utah Department of Child and Family Service (DCFS) (855-323-3237) and/or the 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.
- Per UU Policy 1-015, if the child abuse or neglect meets any of the following criteria, then a mandatory report must also be submitted to the University’s OEO/TIX Office (801-581-8365):
- was committed by an Authorized Adult(s) (defined in Policy 1-015),
- was committed on University Premises,
- qualifies as a violation of the Code of Conduct set forth in UU Policy 1-015, or
- violates any related rules or other University policies.
Additional details and resources are available through Youth Protection and Program Support.
Regulations and Laws:
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 appropriate (see explaination below)
A 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.
For full 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.
Utah Department of Child and Family Service (DCFS) (855-323-3237) or the applicable department in which the child/minor resides.
Regulations and Laws:
- University of Utah DCFS Policy
- Utah Code § 80-2-603. Fetal alcohol syndrome or spectrum disorder and drug dependency reporting requirements
Endnotes:
- Substance abuse is defined under UT Code § 80-2-603.
Any disclosure of, knowledge of, or reason to believe that a Vulnerable Adult is or has been subject to Abuse, Neglect, or Exploitation (as defined in UT Code § 26B-6-201).
The following are additional examples of abuse, neglect, and/or exploitation, which must also be reported:
- Abandonment,
- Nonconsensual sex,
- Assault, or
- Endangerment
*Note that there does not need to be a noticeable physical injury to require a report.
Required Reporters:
All Individuals.
Reporting Timeframe:
Immediately, per Procedure P1-011 A
- 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.
Regulations and Laws¹
- University Policy 1-011: Campus Security
- Utah Code § 26B-6-205. Abuse, Neglect, or Exploitation of a Vulnerable Adult Reporting Requirements¹
Endnotes:
1. In addition to any federal and state laws and regulations that are explicitly listed here, additional items are provided in the ‘References’ section of the 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)
are required reporters when a patient communicates an “actual threat of physical violence against a clearly identified or reasonably identifiable victim.”
Reporting Timeframe for Required Reporters: Immediately
Recommended Reporters:
All University employees and students, contractors, vendors, third parties, and visitors
Reporting Timeframe for Recommended Reporters: Promptly upon discovery
- Therapists: Therapists must report actual threats to the identified victim and law enforcement.
- For Student Concerns: contact the
Behavioral Intervention Team (BIT) - For Faculty/Staff Concerns: contact the
Threat Assessment & Management Partnership
- In any emergency: contact the University Department of Public Safety / Campus Security & Police at “911”
Regulations and Laws
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
If associated with a threat of immediate harm dial 911. Otherwise, report to University Policy at 801-585-COPS (2677)
Regulations and Laws:¹
Endnotes:
1. Applicable federal and state laws are provided under the ‘References’ section of the University regulation(s) listed.
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
University Department of Public Safety / Campus Security & Police
- Emergencies: 911
- Non-emergencies: 801-585-COPS (2677)
Anonymous reporting available²
Regulations and Laws:³
Endnotes:
- The definition of a Campus Security Authority (CSA) is specific, and employees should clarify with Campus Security regarding whether they qualify as a CSA.
- To 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.
- Applicable federal and state laws are provided under the ‘References’ section of the University regulation(s) listed.
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
University Department of Public Safety / Campus Security & Police
- Emergencies: 911
- Non-emergencies: 801-585-COPS (2677)
Anonymous reporting available3
Regulations and Laws4:
Endnotes:
- In addition to the reporting requirement and recommendations here, certain types of criminal activity, such as the abuse of a child or vulnerable adult and some types of sexual harassment/misconduct will require that a separate report is made to the applicable office (e.g., Utah Department of Child and Family Services, Adult Protective Services, University OEO/TIX Office).
- The definition of a Campus Security Authority (CSA) is specific, and employees should clarify with Campus Security regarding whether they qualify as a CSA.
- To 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.
- Applicable federal and state laws are provided under the ‘References’ section of the University regulation(s) listed.
Any Human Trafficking1
(See and https://www.utiptaskforce.org/)
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
When 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.
University Department of Public Safety / Campus Security & Police
- Emergencies: 911
- Non-emergencies: 801-585-COPS (2677)
Anonymous reporting available³
Regulations and Laws:4
Endnotes:
- In addition to the reporting requirement and recommendations here, human trafficking of a child, vulnerable adult, or for sexual exploitation will require that a separate report is made to the applicable office (e.g., Utah Department of Child and Family Services, Adult Protective Services, University OEO/TIX Office).
- The definition of a Campus Security Authority (CSA) is specific, and employees should clarify with Campus Security regarding whether they qualify as a CSA.
- To 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.
- Applicable federal and state laws are provided under the ‘References’ section of the University regulation(s) listed.
Any person who receives a missing student report shall immediately refer the matter to the University Police.
When a student has been missing for 24 hours, a report should be made to University Police.
Required Reporters: All Campus Security Authorities (CSAs)¹Reporting Timeframe For Required Reporters: Immediately
Recommended Reporters: All University employees and students, contractors, vendors, third parties, and visitorsReporting Timeframe For Recommended Reporters: Promptly upon awareness or concern
- Emergencies: 911
- Non-emergencies: 801-585-COPS (2677)
- The definition of a Campus Security Authority (CSA) is specific, and employees should clarify with Campus Security regarding whether they qualify as a CSA.
- To 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.
- Applicable federal and state laws are provided under the ‘References’ section of the University regulation(s) listed.
- Immediately
- EHS Injury/Illness report: Environmental Health and Safety (Incident Report – Environmental Health and Safety)
- First Report of Injury: Human Resources. Utah Form 122E “Employer’s First Report of Injury or Illness”. (https://benefits.utah.edu/work-related-injury-or-illness/)
- University Policy 3-300: University Health and Safety Policy (https://regulations.utah.edu/administration/3-300.php)
- University Policy 5-404: Workers Compensation Insurance (https://regulations.utah.edu/human-resources/5-404.php)
- Utah Labor Commission: https://laborcommission.utah.gov/laws-regulations/uosh-laws-regulations/
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
Research Integrity Officer (RIO):
- email: zachary.mitchell@hsc.utah.edu
- phone: (801) 585-1383
- online (anonymous or named)
Regulations and Laws:¹
Endnotes:
1. Applicable federal and state laws are provided under the ‘References’ section of the University regulation(s) listed.
Any known or suspected violations of Policy 1-006: Individual Financial Conflict of Interest Policy, including a potential failure to comply with any terms of an approved conflict of interest management plan adopted by the Conflict-of-Interest Committee.
Required Reporters:
All University employees and subrecipients.
Reporting Timeframe:
Promptly upon discovery
COI Officer:
- emily.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
Regulations and Laws:¹
Any Animal Welfare Concerns
Recommended Reporters:
All University employees and students, contractors, vendors, third parties, and visitors
Reporting Timeframe:
Promptly upon discovery
Information Privacy and IT Security
Any known or suspected incident involving a breach of restricted¹ information.
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 a privacy concern (e.g., unauthorized access, use, or disclosure of restricted information)
- Ask a general privacy question
Regulations and Laws:²
- University Policy 4-004: University of Utah Information Security Policy
- University Policy: HIPAA: Breach Notification and Incident Reporting
- Restricted is defined under Rule R4-004C: Data Classification and Encryption.
- Applicable federal and state laws are provided under the ‘References’ section of the University regulation(s) listed.
Any known or suspected incident involving either of the following:
- IT Security Incident¹ and/or Vulnerabilities¹
- Non-compliance with University Policy 4-004 or associated regulations
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).
- For IT Security Incidents and/or Vulnerabilities: Contact your local IT Helpdesk or the UIT Helpdesk.
- For Policy Non-Compliance: Contact the Information Security Office at iso-grc@utah.edu.
Anonymous reporting available through EthicsPoint: https://secure.ethicspoint.com/domain/media/en/gui/15422/index.html
Regulations and Laws:²
- University Policy 4-004: University of Utah Information Security Policy
- University Procedure P4-004N: IT Security Incident Management
- University Policy: HIPAA: Breach Notification and Incident Reporting
- IT Security Incident and Vulnerabilities are defined in Policy 4-004: University of Utah Information Security Policy
- Applicable federal and state laws are provided under the ‘References’ section of the University regulation(s) listed.
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)
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
Regulations and Laws:²
Endnotes:
- Pregnancy 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.
- Applicable federal and state laws are provided under the ‘References’ section of the University regulation(s) listed.
Environmental Health and Safety
- Immediately
- EHS Injury/Illness report: Environmental Health and Safety (Injury/Illness Report – Environmental Health and Safety)
- First Report of Injury: Human Resources. Utah Form 122E “Employer’s First Report of Injury or Illness”. (https://benefits.utah.edu/work-related-injury-or-illness/)
- University Policy 3-300: University Health and Safety Policy (https://regulations.utah.edu/administration/3-300.php)
- University Policy 5-404: Workers Compensation Insurance (https://regulations.utah.edu/human-resources/5-404.php)
- Utah Labor Commission: https://laborcommission.utah.gov/laws-regulations/uosh-laws-regulations/