Guidelines for University Employees

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Supporting Students as University Employees

As an NWOSU employee, when an incident of sexual harassment or other crime is reported to you, there are three simple steps that you should follow to ensure that you have fulfilled your obligations.

  1. Get the facts.
  2. Inform the individual you must report the incident and provide them resources.
  3. Report the incident to the appropriate individuals

1.  Get the facts

First, please know that if a crime is currently ongoing or you feel that it is an emergency, call 911. 

Assuming that there is not an ongoing emergency, you must first get the facts of the incident.  Facts would include the date and time the incident occurred, where the incident occurred, the details of what occurred, and the date it was reported to you.  This information is critically important to determine if this incident has been previously reported by others.

You do not have to prove what happened or who was at fault, the appropriate and appointed individuals will investigate.  In addition, do not try to apprehend the alleged individual of a crime.

2.  Inform the individual you must report the incident and provide resources

Please ensure that you tell the person reporting the incident to you that you must report what happened.  An example of what to say: 

“I need to let you know that I am required to report what you have shared with me to NWOSU Campus Police for the purpose of crime statistics.  I will not be reporting your name to NWOSU Campus Police unless you provide consent for me to do so.  However, NWOSU Policy and federal laws requires that I report all of what you have shared with me to the appropriate university officials [Title IX Coordinator].”

There is a distinct difference between what the Clery Act requires university officials to report to NWOSU Campus Police and what Title IX requires university officials to report internally.

When reporting to the police, the Clery Act does not require the victim’s name unless the victim consents.  If more information is needed after you report, you might be asked to follow up with the victim or ask to share their name so the police can follow up.  Know that the data compiled at the end of the year in the annual security report contains no names of either the victims or perpetrators.

When reporting to the Title IX Coordinator, Title IX requires that you provide both the victim and alleged individual’s names and details of what you know.  The university is required to take immediate and appropriate steps to investigate what occurred and take prompt and effective action to:

  • End the harassment,
  • Prevent any recurrence and
  • Remedy the effects.

The university will not be able to fulfill its federal requirements and maintain a safe living and learning environment if you do not share all the information.

Lastly, there are a number of campus and community resources available to victims of crimes.  Please inform the individual about their option to report directly to law enforcement themselves; however you do not need to convince the person reporting this to you to speak to the police if they are unwilling to do so. 

Information and resources can be found at

3.  Report the incident to the appropriate individuals

After the facts have been collected and the individual has been informed of the report and provided resources, you now must report the incident to the appropriate officials [Title IX Coordinator].

Resources for University Employees


Report all incidences to the Title IX Coordinator in the Fine Arts Building, Room 126 or at 580-327-8415.


University employee’s obligations to report criminal activity extend beyond the obligation to report sexual harassment and sexual violence.  Under the Clery Act, university employees are also required to report the following crimes to the NWOSU Police Department:

  • Sex offenses
  • Stalking
  • Dating violence
  • Domestic violence
  • Aggravated assaults
  • Hate Crimes
  • Burglary
  • Motor vehicle theft
  • Robbery
  • Arson
  • Criminal homicide
  • Arrests and disciplinary referrals for violations of liquor, drug and weapon laws
  • The reporter does not need to make a determination on the specific crime; they just need to report it. 

Generally speaking, the Clery Act has exhaustive guidance regarding locations of crimes and what must be reported.  In order to simplify this guidance, if you become aware of one of these crimes on campus or off campus but closely related to the university, err on the side of caution and report it.

Under normal circumstances when a crime is reported – the Police are called and speak to all involved parties.  Once the police are called your reporting requirements are met and there is no need to call the police.  But there are times when victims simply are not ready to speak to the police.  This is not uncommon and we do not coerce individuals to report.  You must still report the crime as best you can.

The Clery Act also includes requirements regarding reporting of missing students.  Any employee who receives a report of a missing student should call NWOSU Campus Police immediately. 

Information from Oklahoma State University website,