Responsible Employee

Based on the complaint types, there are different individuals on campus who are deemed "Responsible Employees" and required to report concerns to HDAPP.


Here are the Responsible Employees as outlined by policy:

  • Complaints of Discrimination or Harassment (PPM 400-15)
  • Managers, supervisors, department chairs, human resources coordinators, academic personnel coordinators, and student conduct coordinators must promptly forward all reports of harassment or discrimination to HDAPP
  • Complaints of Sexual Harassment, Sexual Violence, and Other Prohibited Behavior (PPM 400-20)
  • Any University employee who is not a Confidential Resource is a Responsible Employee. If a Responsible Employee learns, in the course of employment, that a student may have experienced Prohibited Conduct, they must promptly notify the Title IX Officer or designee. This includes resident assistants, graduate teaching assistants, and all other student employees, when disclosures are made to them in their capacities as employees.

    In addition, if any of the following people learn, in the course of employment, that any other person affiliated with the University may have experienced Prohibited Conduct, they must promptly notify the Title IX Officer or designee:
    • Campus Police
    • Human Resources Administrators, Academic Personnel Administrators, and Title IX Professionals
    • Managers and Supervisors including Deans, Department Chairs, and Directors of Organized Research Units
    • Faculty members

    Despite the above, Responsible Employees need not report possible Prohibited Conduct they learn of while attending a public awareness event, such as “Take Back the Night”, or disclosed by someone while participating in human subjects research that has either been approved by an Institutional Review Board (IRB) or certified as exempt from IRB review. See the UC Policy's FAQ section for more information.                                                                                                                                                                                                                                              
    Click here for a printable document for Responsible Employees
    Click here for a reporting flowchart for Responsible Employees

Notify Individuals About Your Reporting Obligations

We encourage you to remind individuals of your reporting obligations prior to their disclosure. This is not meant to discourage individuals from reporting, but providing them with resources and control over where/when their information is shared with the university.

There are various ways you can consider notifying individuals of your reporting obligations. To help, HDAPP has created a poster you can print to display/post and syllabus/email signature icons. Please feel free to use these creations to help remind people about your reporting obligations. 

Here is a more extensive list of ways you can consider notifying individuals:

  • Post/Display in Written Communication
  • HDAPP has created icons below that are intended to serve as an identifier people to know what employees are required to report. There are three options depending on what concerns you are required to report and these icons can be used in various ways. You can post an icon in your email signature and/or in your syllabus.

    All Concerns- You can select and save the icon that matches your style and/or the space you have available:
    Email Signature Option 1- Square        Email Signature Option 2- Rectangle        Email Signature Option 1- Circle

    Sexual Harassment & Sexual Violence Concerns- You can select and save the icon that matches your style and/or the space you have available:
    Email Signature Option 1- Square for Sexual Harassment and Sexual Violence    Email Signature Option 2- Rectangle        Email Signature Option 3- Circle            
    For directions on how upload the saved icon to your email signature, go to Microsoft's websites for step by step instructions. You can also hyperlink HDAPP's website to the image, which can help people quickly access our site for more information.

    If you are unsure which set of icons you should be choosing from, please go to the top of this page to read the defintion of Responsible Employee by policy to find out what your specific reporting obligations are at UCD. 
  • Post/Display a Physical Spaces 
  • You may consider posting this pre-made poster reminder about your reporting obligations to provide a friendly reminder to individuals without making an announcement or taking time out of your schedule. Be sure to print and post the poster that matches the type of concerns you are required to report.

    You can post the pre-made poster on your office door, frame it on your desk, etc.
  • Make an announcement 
  • You may consider regularly reminding others of your reporting obligations in person to answer any questions. This can also be a good time to remind others about their reporting obligations too!

    Here are some ideas on when to provide that reminder to groups you serve/support:
    • Annual Retreats
    • Staff meetings
    • On-boarding
    • ETC
  • Interject before disclosure
  • If during a conversation, you get the sense that they may be about to disclose information you are required to report. We encourage you to kindly interject and remind them of your reporting obligations.

    Here is a script that can be helpful to use when you interject:
    "You’re welcome to tell me about your concerns. Before you tell me specifics, you should know that, in my role, I have an obligation to report concerns about sexual harassment or sexual violence to UCD.”

    "If you’d rather speak first with a Confidential Resource—who doesn’t have the same responsibility to report—I can help get you connected. Talking with a CARE advocate is a great place to start. Would you like to call an advocate together?”
If you learn about concerns prior to being able to remind someone of your reporting obligations, we encourage you to notify the reporting party that you are required to report the information they disclosed. Please see below for more information about what to do with the information you receive. 

Receiving a Report

If you are a “Responsible Employee” and you learn that a someone may have experienced prohibited conduct, there are things you should and should not do.

  • You should:
  • • Call 911 if there’s an emergency situation.
    • Be supportive and empathetic.
    • Give them resource information.
    • File a report to HDAPP.
  • Please DO NOT:
  • • Try to fix or address the situation yourself.
     Launch your own investigation.
     Promise confidentiality. You are not a confidential resource.
     Discuss with others who don’t need to know.
     Ignore it and do nothing.

Understanding receiving this information can be challenging, we encourage you to also utilize our support resources available to you. For more information about your support options, please go to our Resources page. 

How to make a report?

As a responsible employee, you have many methods you can file a report. Please note you are not able to make an anonymous report as a responsible employee. For more information about your reporting options, please see our Report an Incident page

  • You will need to report the following items:
  • • Names of the complainants or identified parties
    • Contact info for those parties
    • The allegations you heard (who/what/when/ where/how)
    • Any remedy requested
    • Whether resource information has been shared 
    • Any other info that you think is relevant

If you do not have all the information listed above to report, please don't try to go gather the information. You are just required to report what was shared with you and if we need your assistance gathering information, HDAPP will notify you. 

What happens after I make a report?

If you are interested in learning about the rest of the process and/or want to know where to direct a reporting party who has process questions,  we encourage you to review and/or share our Understanding the Process page

It is important to note that you may not receive another piece of communication from HDAPP regarding the case unless we need assistance implementing supportive/interim measures and/or responding to the concerns.