Reports entered through the public Just Report It (Opens in a new window or tab) form (available to individuals with a UVA computing ID) will automatically become new cases in SafeGrounds. Individuals submitting reports through Just Report It are required to identify themselves but are not required to complete any other fields in the form and may choose to share as little or as much information as they wish. In addition to information about the incident and involved individuals, the reporter has the ability to select which policy or policies that they believe are relevant to their report, including:
Sexual and Gender-Based Harassment and Violence
Bias and Discrimination/Harassment
Hazing
Clery Act Compliance
Interference with Speech Rights
Threats or Acts of Violence
Protection of Minors
Importing into SafeGrounds
SafeGrounds will import all information that was entered by the reporter (such as Reporter information, Date/Time/Location, or Incident Description) and enter that information into the appropriate field in the SafeGrounds case. When a new report is entered by a reporter through Just Report It, a select group of SafeGrounds users will always be notified via email, including the Dean on Call (the system knows who is on call based on the pre-set schedule). The appropriate individual(s) must then open the case and edit or add all additional known information about that incident or concern.
Unit or Response
The Dean on Call is responsible for initial review and referral/response for all Just Report It Cases using the Case Review/Referral Protocol. The Dean on Call will continue to “own” and respond to all cases involving students, while cases that involve only Employees and/or Third Parties will be referred to the appropriate unit for response.
Reports Involving | Marked | Unit or Response |
|---|---|---|
Students | All reports involving students | Dean on Call (Office of the Dean of Students) |
Employees or Third Parties | Title IX | Title IX Office (and Employee Relations staff as appropriate) |
Employees or Third Parties | Bias | EOCR Office (and Employee Relations staff as appropriate |
Employees or Third Parties | Clery | Clery Compliance (and Employee Relations staff as appropriate |
Employees or Third Parties | Free Speech | EOCR Office (and Employee Relations staff as appropriate |
Employees or Third Parties | Threats or Acts of Violence | Director of Threat Assessment |
Employees or Third Parties | Minor Protection | Minors Protection (and Employee Relations staff as appropriate) |
If you are unsure which unit is responsible for managing a Just Report It case, contact your unit's SafeGrounds administrator (see Technical Support).
The Dean on Call will use the protocol below, including use of the 'Potential' Case Types, to refer non-student cases to the appropriate unit(s) and individual(s).
When a new report is received through Just Report It, the Case Owner should be sure to review all parts of the case for updates and information (see Editing a Case):
What to Review in New Just Report It Case
Case Information
a. Complete or edit all fields with known information about date, time, and location of incident based on information that the user submitted. If information is unknown, make sure you select Unknown for that field rather than leaving it blank.
b. Complete all other fields as appropriate (such as Weapon Involvement, Police Involvement, etc.) based on information submitted by the user.
c. Add any appropriate Attributes.Involved Parties
a. Assign each party to the appropriate role, based on the Incident Description (for example, if the report indicates that a party was the victim of sexual violence, list the parties as Complainant/Respondent; if the description indicates a non-PC incident, label the parties as Participant/Subject/Witness; etc.) See Involved Parties for more information.
b. Case Types are tied to Involved Parties. If referring to another unit, include appropriate Potential Case Types.
c. Look up any parties that were named in the report, and connect them to the appropriate profile by searching their Computing ID. Keep in mind that a JRI user may enter the first and last name of an Involved Party at the time of a report, but only SafeGrounds users can connect that Involved Party to a Profile in the system. You will know that Involved Parties are connected to a Profile when their Computing ID shows next to that Party’s name on the Involved Party page or on the Involved Party section of the Overview page. See Connecting Profile to and Involved Party/Case for more information.
d. Ensure that each involved party's affiliation with the University is correctly identified.Team Members
a. If you are the user responsible for that case, make sure that you are added as either Case Owner (non-PC case) or Complainant Dean on Point (PC Case). You may add or remove additional team members if appropriate.Attachments
a. Check for any attachments that the reporter may have submitted along with their report by clicking Attachments in the Case Menu on the left. If any attachments have been submitted, add appropriate tags to describe Attachment, and leave the Public Report Doc tag to show how we received it.Considered Other Classifications
a. Click the Consider button next to the Considered Other Classifications Steps to Complete and toggle any potential case referrals to ON. See Considered Other Classifications for reference.
b. Remember to consider Clery referral if the case might implicate the Clery Act and Clery wasn't automatically added as a Case Type
c. Submit this step even if there are no potential case referrals at the time that a case is received.
The Dean on Call should refer to the Just Report It Submission/Internal Workflow Protocol (Appendix G) for additional guidance regarding referral to non-ODOS units.