Following Evaluation Panel disclosure determinations, a representative from the University Police Department will execute disclosures to the appropriate law enforcement and/or prosecuting attorney jurisdiction(s). UPD staff are responsible for development, implementation, and training regarding internal practices and protocol to execute their disclosure responsibilities per the Virginia Reporting Statute. For additional information about protocol and practices regarding disclosure, see the Evaluation Panel Protocol Manual (via the Title IX Case Manager), or a UPD representative from the Title IX Evaluation Panel.
The following information is intended to describe the process by which these disclosures are documented in a SafeGrounds case.
Users with appropriate roles/permissions may view and/or add disclosures for a given SafeGrounds case by clicking on the Disclosure tab in the Case Menu.
Exporting a Disclosure Form
Users responsible for completing disclosures to the appropriate agency may export a written disclosure form directly from the SafeGrounds system by clicking the Export button in the right corner of the Disclosures page. This will download a (PDF) document which contains basic information about the case for disclosure. This functionality is not required for documentation of disclosures but may be useful to University representatives who are completing disclosures.
Note: as of December 2020, additional changes to the Export function have been requested and are under review/development by CACS.
Adding Documentation of a New Disclosure
In order to complete documentation of a disclosure, users with appropriate permissions can click the green + Add button in the right corner of the Disclosures page and will be directed to a form (shown below). Users should complete all fields and select Save at the bottom of the form. Each of the fields is described in brief below.
Classification: Type of disclosure (TIX/Clery) being documented (disclosure under Title IX or Clery Act reporting obligations)
Is Expedited: Whether (Y/N) disclosure is the result of an expedited Title IX Evaluation Panel
Disclosure Type: Specific type of disclosure (can only select one per form):
[Title IX] Health & Safety Disclosure to Law Enforcement
[Title IX] Felony Disclosure to Prosecuting Attorney
[Clery] Child Protective Services Agency
Personally Identifiable Information: Whether or not disclosure contains Personally Identifiable Information, per state statute
Date Disclosed: Date of disclosure
Disclosed To: Receiving agency (law enforcement or prosecuting authority)
Received By: Individual in receiving agency who received disclosure
Disclosed By: Individual from CPD who completed disclosure
Disclosure: Field to attach disclosure document (select paperclip icon in far-right corner of field)
Authorized to Re-disclose: Whether receiving agency is authorized to disclose information to additional individuals/agencies (defaults to yes)