After a Report is Submitted

As soon as practicable after receiving a report, HDAPP will make an initial assessment, including a limited factual inquiry when appropriate. Following this page, there is one additional page (Next Steps) that is designed to help you understand the life of a case for cases that are not closed after initial assessment. 

This section will be updated when there is revisions to our policy. For more detail description of different resolution pathways, please see our section on Policies and Procedures


For more information on what falls within the scope of our policies, please review our Complaint Type section. 

Initial Assessment of a Report / Immediate Health and Safety

Once a report is received, HDAPP typically will send an outreach email to the complainant offering them the opportunity to schedule an intake appointment. Please note intake appointments are not always done. For example, an intake would not occur if the report is submitted anonymously and/or the complainant made the report directly to HDAPP. If an intake appointment does not occur, start reading at "Reviewing Information."

  • Intake Appointment
  • During an intake appointment, it is the complainant's opportunity to hear about our process. Support resources (i.e., confidential resources) are also shared in this meeting. This appointment is also the complainant's opportunity to share their experience and answer any additional questions the HDAPP representative may have about the report. It is helpful to hear from the complainant about the impact the experience had on them, and their desired resolution. All complainant's are welcome to have a support person accompany them. These appointments can be done in person or by phone. 

    If other complainant's names are disclosed during the intake appointment, HDAPP may also send these individuals an outreach message allowing them the opportunity to make a report and ensure they are connected to resources.

    Please note complainants are not required to schedule an intake appointment. If someone determines not to accept the offer for an intake appointment,  the University may still need to respond based off the information reported. This is why it is helpful to hear first-hand from the complainant about their experience and their desired resolution.  

  • Initial Assessment 
  • Based on the information received (e.g., by the report and/or intake meeting, HDAPP will make an initial assessment, including a limited factual inquiry when appropriate, to determine:

    • whether the report on its face alleges an act of Prohibited Conduct as defined in the appropriate policy; and
    • if so, whether the Prohibited Conduct is covered by this Policy, as described in the appropriate policy.
  • Consultation/Immediate Health and Safety Assessment
  • The Title IX Officer may consult with other offices as necessary. This can be done once a report is received, after an intake, or before/after an intake. This may include Academic Personnel Offices for complaints involving faculty and other academic appointees, with Student Affairs Offices for complaints involving students, and with Human Resources or Employee and Labor Relations Offices for complaints involving staff.

    The Title IX Officer, in coordination with the Case Management Team, and in consultation with the Complainant when possible, will:
    • make an immediate assessment of the health and safety of the Complainant and the campus community,
    • determine and oversee interim measures that are immediately necessary (including no contact orders), and
    • provide to the Complainant a written explanation of rights and reporting options (including the right to report to the police), and available campus and community resources.

Closure After Initial Assessment

After our initial assessment of the information provided, HDAPP will be closing its file due to the fact the university determines that:

  • even if true, the alleged conduct is not Prohibited Conduct;
  • the conduct is not covered by the appropriate Policy;
  • there is not enough information to carry out a Resolution Process (for example, the identities of the people involved);
  • a Complainant’s request that no Formal Investigation occur can be honored; or
  •  there is not enough nexus between the conduct and the University to carry out a Resolution Process (for example, the conduct did not occur in the context of a University program, activity, or service, and involved only third parties).

This does not mean that the events did or did not occur as alleged, or that they were or were not appropriate. Rather, there was insufficient information to support the allegations of discrimination and harassment under review

Closure with Referral and/or Supportive Measures

When appropriate, HDAPP will take steps to stop the reported conduct, prevent its escalation or recurrence, and address its effects. This can either be done through supportive measures and/or referrals.

  • Supportive Measures
  • Such steps may include, for example, offering resources and supportive measures to the Complainant and providing targeted preventive education (including to the Respondent) and training programs.
  • Referrals
  • When the reported conduct is not Prohibited Conduct (such as stalking or harassment of a non-sexual nature), the Title IX Officer will, if appropriate, refer the matter to another office for review and resolution. These offices include, but are not limited to: The Office of Student Support and Judicial Affairs and Employee and Labor Relations

    The concern may be closed without a referral if the concern is a protected action (i.e., Freedom of Expression) or not related to another University department. Often these cases are noted for climate purposes.
To learn more about what happens when reports of Prohibited Conduct that are not closed after the initial assessment, please go to our Next Steps section.