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Mandatory Reporter (Responsible Employees)

A mandatory reporter is a UTSA employee designated by the institution who is required to report incidents of alleged prohibited conduct under UTSA HOP Policies, Title IX and State Law to the university. This designation applies to all employees at UTSA, as well as certain student employees including, but not limited to, undergraduate and graduate TAs, GAs, GRAs, RAs, and paid mentors. 

Effective January 1, 2020, Texas Education Code 51.252 mandated that "an employee of a postsecondary educational institution who, in the course and scope of employment, witnesses or receives information regarding the occurrence of an incident that the employee reasonably believes constitutes sexual harassment, sexual assault, dating violence, or stalking and is alleged to have been committed by or against a person who was a student enrolled at or an employee of the institution at the time of the incident shall promptly report the incident to the institution’s Title IX coordinator or deputy Title IX coordinator." For more information please visit our Mandatory Reporter/SB 212 FAQs.


Why is Reporting Important?

Reporting an incident to the EOS/Title IX office ensures those in our community affected by sexual misconduct receive the support they need and that the university responds appropriately to alleged prohibited conduct under Title IX. Someone may disclose to you for many reasons, including:

  • The incident has negatively affected the person's academics or employment. 
  • The incident has affected the person's interaction with the Mandatory Reporter.
  • The person may have safety concerns. 
  • The person may need someone to confide in but isn't seeking action.
  • The person is looking for help. 

In addition, SB 212/TEC 51.252 will create criminal and employment penalties for employees who do not report incidents of sexual harassment, sexual assault, dating violence, and stalking to a Title IX Coordinator that they have witnessed or received information about. These reporting requirements and penalties went into effect January 1, 2020.


What and When to Report?

Mandatory Reporters should report as soon as they become aware of a Title IX-related incident or alleged prohibited conduct under Title IX.  If you are unsure if an incident is reportable or if you don’t have all the information to make that decision, please call the EOS/Title IX Office for help.  Incidents may be disclosed in many different ways, including within a class assignment, or share during a discussion.  Inappropriate behavior may also be observed, or heard through another person. Words or actions to look out for include:

  • Jokes or comments of a sexual nature. 
  • "I'm not really sure, but.."
  • Retaliation.
  • "Making me uncomfortable."
  • Not showing up for class/work
  • Drastic changes in behavior or appearance.

Talk about your mandatory reporting requirement early and often.  Include information in course syllabi, orientations, and/or bring it up in group conversations with students and co-workers to make sure everyone is informed. For assistance in crafting language for other types of documents, please contact the EOS/Title IX Office.


The Compassionate Interruption

The goal of a compassionate interruption is to let people know of your mandatory reporting duties during one-on-one conversations.  If it feels as if a conversation may lead to a disclosure, compassionately interrupt the person to inform them of your reporting duties so that the person can decide if they would like to share more information with you.  Some sample language includes: 

  • “It sounds like you want to talk about a sensitive situation. Can we pause so I can share my role as a mandatory reporter with you?” 
  • “Before we go further, I want to let you know I’m a mandatory reporter, and this is what that means …” 
  • Talk in hypothetical situations. 

If the person decides not to share anything further with you, that is okay.  Provide confidential and private resources (Ombudsperson, Counseling and Mental Health Services, Wellness 360 (Health Services) and PEACE Center Campus Advocates) in case they are interested in talking with someone without the concern of reporting.

Talk about your mandatory reporting requirement early and often.  Include information in course syllabi, orientations, and/or bring it up in group conversations with students and co-workers to make sure everyone is informed. For assistance in crafting language for other types of documents, please contact the EOS/Title IX Office.


Making a Report

Report any relevant information that is shared.  This includes name of the Complainant, Respondent, others involved, and any incident details shared.  There is no need to ask for more information than what someone is comfortable sharing.  For more information on how to report, please visit the File a Report page.


After a Report

It is likely that no other information will be shared with you after filing a report.  This is to protect the privacy of Complainants and Respondents.  If the person needs other support, provide a referral to additional Campus Resources.


Provide Assistance

There are many ways that you can support others within your role to address the effects of an incident. Needs and coping after trauma or harm looks different for each person, so only provide the support that your student or co-worker requests. The EOS/Title IX office can assist with other supportive measures.