When a Just Report It form is submitted, a designated group of individuals will receive an email notification, including the Dean on Call (DoC) from the Office of the Dean of Students

(NOTE: SafeGrounds has an automated record of the Dean on Call on any given date based on a schedule uploaded at the start of each semester).

The Dean on Call will use the protocol below to review and refer non-student Just Report It cases (Updated September 2020):

1. Review Incident Description and relevant Attachments (if applicable) to understand nature of report

2. Assign each party to the appropriate role (Complainant/Respondent, Subject/Participant, etc.) based on the Incident Description

3. Attach each known involved party to SafeGrounds profile
   a. If party is unknown or is not a UVA student/employee, this step is not required

4. Remove the Just Report It case type and select appropriate Potential case type(s) for all Involved Parties
   a. If the reported incident only involves third parties and is a Clery report (usually, these reports are submitted by hospital staff about patients and/or visitors), no additional case types or referrals are required
   b. If the reported incident involves employees as Involved Parties, the DoC will add either Potential HR Academic or Potential HR Medical based on the stated affiliation of the involved employee parties. If the affiliation of the employees is not explicitly stated, the DoC may add both Potential HR Academic and Potential HR Medical case types
   c. If the reported incident involves indication or allegations of a Title IX/Prohibited Conduct matter, the DoC will add the Potential PC case type in addition to the Potential HR case type(s)
   d. If the reported incident involves indication or allegations of discrimination/harassment based on protected characteristics, the DoC will add the Potential PADHR case type in addition to the Potential HR case type(s)
   e. If the reported incident involves indication of threats to University community members, or if the Reporter selected Threats or Acts of Violence at the time of submission, the DoC will add the Potential TAT case type in addition to the Potential HR case type(s)
   f. The DoC may add additional Potential Case Types as appropriate

5. The DoC may wish to remove him/herself from the case as a Team Member after completing all steps above; this will remove the case from the DoC’s Active Cases list

Additional Notes:

• Refer to appropriate sections of SafeGrounds User Guide for additional instructions and guidance

• At regular intervals, the Dean of Students Case Manager(s) will review all unassigned reports and reports assigned to ODOS staff for quality assurance purposes and may add additional case types for response or referral purposes.

• After referral steps above are complete, the DoC is no longer responsible for review or management of the case, and the designated contact in each area will review the case within two business days for appropriate case type designation and/or follow-up action(s)

• Additional/separate protocol for Report A Barrier, Respect@, and PADHR Complaint Form submissions may be developed and implemented when those systems are integrated with SafeGrounds.