Reporting Responsibilities

How to Respond to a Student Who Reports an Incident to You

Most importantly, listen, be empathetic, and let the student know that you will help and support them through this difficult time. Tell the student that you will need to share the information with the Office of Civil Rights and Title IX so the University can respond appropriately and provide the student with helpful resources. Other than sharing the information with the Office of Civil Rights and Title IX, you will keep any shared information private.

Let the student know that the Office of Civil Rights and Title IX will coordinate resources and accommodations for the student. A trained case manager will talk with the student about what they want the University to do with the incident information. Except in rare cases, UNC Charlotte will honor the request of a student not to pursue formal charges.

Tell the student that it is their choice whether to report the incident to Police and Public Safety (PPS). Let them know that you can provide assistance in contacting PPS if they choose to notify PPS. If the student wishes to proceed, call PPS.

Tell the student about Title IX confidential campus resources including:

  • Counseling and Psychological Services
  • the Student Health Center, and
  • the Department of Athletics Psychologist

Provide the student with a copy of the Interpersonal Violence Resource Guide (as appropriate).

What Happens After You Report an Incident

First, the assigned case manager will reach out to the student to schedule a care and concern meeting to discuss available resources and accommodations, interim measures and/or safety planning, and discuss next step options for how they wish the University to respond to their information.

In most cases, the University can respect an individual’s wish not to pursue a formal investigation. Many students are only seeking University resources and accommodations and don’t wish for a formal process. Under certain/rare circumstances the University may decide to move forward with a formal investigation and disciplinary charges despite the individual’s wishes, but the student is fully informed about such a decision as well as the rationale. If there is sufficient information to warrant charges, the case is sent to a highly trained investigator who will then speak with the parties separately in order to gather facts surrounding the incident in question. The investigator will also interview any witnesses that are identified by the parties and gather other physical and documentary evidence such as texts, photos, and videos.

At the conclusion of a formal investigation, the investigator will write an investigation report. In UP 502 and UP 504 cases, all parties have an opportunity to review and comment on the investigation report. The final report is then submitted for review by the appropriate University decision-maker.

At any time prior to a determination on responsibility, a University official may be able to facilitate a resolution between the parties. That resolution process is completely voluntary and does not require face-to-face interaction between parties. In student cases, if a case is not resolved prior to a hearing, a trained hearing officer will make a determination on responsibility and a recommendation on sanctions, which can be appealed.