PRINT DISCLAIMER: Official version of this document is accessible in the online policy library at https://policyoffice.ku.edu/. Printed copies may not reflect the most recent updates.
DOCUMENT TYPE:
Policy
PURPOSE:
To describe the obligation and process for reporting complaints of discrimination on the basis of race (including racial harassment), color, ethnicity, religion, sex (including pregnancy, sexual harassment, and sexual violence), national origin, age, ancestry, disability, status as a veteran, sexual orientation, marital status, parental status, gender identity, gender expression, and genetic information.
APPLIES TO:
All faculty, staff, student employees (including GTAs, GAs, and GRAs), and affiliates of the University of Kansas and the University of Kansas Medical Center.
CAMPUS:
Edwards, Lawrence, Leavenworth, Juniper Gardens, Parsons, Pittsburg, Salina, Topeka, Wichita, Yoder, Kansas City (KUMC), Salina (KUMC), Wichita (KUMC)
POLICY STATEMENT:
Unit heads and others who serve in leadership roles in the University of Kansas are responsible for nondiscrimination in their employment and academic environments. With the exceptions specified below, all employees at all campuses and locations are required to contact the Office of Civil Rights & Title IX at 785-864-6414, civilrights@ku.edu, or use the online reporting form to report incidents of discrimination and harassment, including sexual violence, of which they know or have reason to believe may have occurred.
For example, if a student shares information about discrimination or harassment, including sexual violence, with a faculty or staff member, the faculty or staff member must report the information, including the names of the individuals affected, if known, to the Office of Civil Rights & Title IX. The Associate Vice Chancellor of the Office of Civil Rights & Title IX may also initiate an investigation when appropriate and in the interests of the University to do so.
Student employees are considered to be mandatory reporters under this policy when they learn of reportable incidents while acting in their capacity as an employee of the University. However, when student employees are engaging in the educational programs or activities of the University as a student, they are not required to report such incidents to the OCRTIX, but are encouraged to do so.
Employees designated as Campus Security Authorities (CSAs) under the Clery Act may have additional reporting responsibilities.
Exemptions from the reporting obligation outlined above are as follows:
1. Health care providers and pastoral and professional counselors who receive information about discrimination or harassment, including sexual violence, in communications protected under a legally recognized privilege, such as physician-patient privilege, or clergy-penitent.
2. The CARE Coordinator and CARE Advocate, who are employees designated to provide information about reporting options on a confidential basis.
3. The University Ombuds Office, when acting in their role as employees designated to provide confidential assistance to persons seeking information about University policies and processes.
4. Employees who receive information about discrimination or sexual harassment, including sexual violence, while engaged in legitimate research practices towards publication or dissertation where discrimination, harassment, or sexual violence is within the scope of that research or confidentiality has been assured to research participants.
5. Information obtained in the course of administering a KU approved climate study.
6. Employees who receive information about discrimination or harassment, including sexual violence, while engaged in employment or volunteer service for an outside organization or entity. For example, employees, including student employees, who volunteer at organizations providing services to victims of domestic or sexual violence, are not required to report incidents they learn about while volunteering for those organizations.
7. Employees are not required to report their own experiences or those of their immediate family members under this policy, but are encouraged to, since the University has many resources available to assist.
8. Reporters, editors, or advisors for the University Daily Kansan, Kansas Public Radio, or other University news outlets who, in their role as University news outlet employee, learn of allegations of discrimination or harassment, including sexual violence, in the process of gathering, receiving, editing, or processing information for communication to the public based on information obtained from confidential sources.
9. Attorneys working within the University Office of the General Counsel who learn of allegations of discrimination or harassment, including sexual violence, from University employees in communications protected by the attorney-client privilege.
10. Attorneys working within the Legal Services for Students who learn of allegations of discrimination or harassment, including sexual violence, in communications protected by the attorney-client privilege.
Employees who are exempt from reporting to the Office of Civil Rights & Title IX still have an obligation to exercise reasonable care to protect a foreseeable victim from danger and to make reports mandated by law. In addition, exempt employees shall encourage individuals to report discrimination or harassment, including sexual violence, to the Office of Civil Rights & Title IX or the police and should, when appropriate, provide affected individuals with information on how to report the incident to the Office of Civil Rights & Title IX. Exempt employees are still required to provide victims of sexual violence information about their rights and options, which is available through Office of Civil Rights & Title IX, and their website.
Additionally, faculty, staff, and graduate students conducting research or climate surveys that may invite disclosure of discrimination or sexual harassment, including sexual violence, shall include a statement that such disclosure is exempt from mandatory reporting requirements.
CONSEQUENCES:
Employees, including students, who are found to have violated this Mandatory Reporting Policy are subject to disciplinary action.
CONTACT:
For all campuses and affiliates:
Office of Civil Rights & Title IX
1000 Sunnyside Avenue
Dole Human Development Center, Suite 1082
Lawrence, KS 66045
civilrights@ku.edu
785-864-6414
APPROVED BY:
Chancellor
APPROVED ON:
2020-10-08
EFFECTIVE ON:
2020-10-08
REVIEW CYCLE:
Annual (As Needed)
BACKGROUND:
Mandatory reporting information was a section of the Discrimination Complaint Resolution Process policy prior to creation of this policy.
RELATED STATUTES, REGULATIONS, AND/OR POLICIES:
KU School of Medicine GME Policy and Procedure Handbook
KUMC Discrimination Compliant Resolution Process
KUMC Title IX Resolution Process
KUMC Title IX Hearing Process
KUMC Relationships Policy
DEFINITIONS:
Affiliates: are (1) employees of the following University affiliated corporations or organizations: Kansas Athletics, Inc., University of Kansas Memorial Union, Inc., University of Kansas Center for Research, Inc., Hilltop Child Development Center, Studio 804, Inc., the Reserve Officers Training Corps (ROTC), University of Kansas Medical Center Research Institute, Inc., and KU Center for Technology Commercialization, Inc.; (2) adjunct or courtesy faculty and researchers, including post-doctoral fellows; (3) retired and emeritus members of KU faculty and staff and of the affiliated corporations/organizations listed above; (4) visiting scholars; (5) research visitors; and (6) advisors of registered student organizations.
Employee: includes faculty, unclassified academic staff, unclassified professional staff, University Support Staff (Lawrence/Edwards Campus), employees of Affiliates, classified staff (KUMC), and all student employees, regardless of nature of appointment.
CHANGE HISTORY:
07/30/2025: Updated to align with federal requirements.
06/04/2025: Corrected formatting and numbering.
04/17/2025: Updated links
03/25/2025: Migration to TeamDynamix from Drupal.
02/15/2024: Updated link.
01/08/2024: Updated link.
01/05/2024: Added CARE Advocate as a dedicated employee able to provide information on reporting options.
10/25/2023: Expanded exemptions to comply with law and updated to an all-University policy.
08/31/2021: Updated Institutional, Opportunity and Access to the Office of Civil Rights & Title IX.
10/08/2020: Published in the Policy Library.