Survey Reporting Sample Language
Guidance for KU survey developers on mandatory reporting, including required disclosures, applicable exemptions, and required survey language.
For Survey Developers:
Almost all employees at the University of Kansas are mandatory reporters. As mandatory reporters, employees are required to report incidents of discrimination, harassment, including sexual violence, and related retaliation, which they learn of in the scope of their employment at KU. Reports can be made by contacting the Office of Civil Rights & Title IX at 785-864-6414, civilrights@ku.edu, or by submitting an online report form. The limited number of positions exempt from mandatory reporting is located in the mandatory reporter policy.
If you learn of potential discrimination, sexual harassment, or related retaliation from survey-takers/participants or through the course of your employment at KU, you must share all known information regarding the incident with the Office of Civil Rights & Title IX (OCRTIX). Such information may include names, dates, descriptions of the incident, and the impact of the incident. Survey developers should not promise confidentiality or anonymity without providing additional context regarding mandatory reporting obligations.
The only exception to survey reporting requirements is IRB-approved surveys specifically about sexual harassment.
OCRTIX understands this may be new information, and developers, PIs, and stakeholders may have questions. Please feel free to contact OCRTIX at civilrights@ku.edu to discuss the policy, concerns, and/or questions.
Please see below for the language you should provide in your survey to ensure respondents are informed before they share their responses.
Language to include in surveys:
Please note that if your response indicates an incident involving the University of Kansas’ Sexual Harassment Policy or the Nondiscrimination Policy, that information will be shared with the Office of Civil Rights & Title IX (OCRTIX). OCRTIX will then review that information and, if identifying information is included, may reach out to invite you to share more about your experience and to explore any resources and support that may be helpful. You are also encouraged to reach out to OCRTIX directly with questions for resources and support , if desired.
Language for exempt surveys that may inquire about incidents of discrimination, sexual harassment, or related retaliation:
This survey is exempt from mandatory reporting requirements of incidents of discrimination, sexual harassment, or related retaliation. If you have experienced any of these incidents during your time at the University of Kansas, we strongly encourage you to report them to the Office of Civil Rights & Title IX (civilrights@ku.edu) to receive support and resources.
Q&A
A: Yes. If the research that you are conducting the survey for does not exempt you from reporting, report any information you are aware of. Our office retains all reports for several years. Even general information can be helpful in understanding the campus culture.
A: Our office documents the information and, if known, invites the person experiencing harm to meet with our office. This meeting is voluntary and provides them with various resources and options. We also retain the information, which is used to better understand campus culture.
A: Yes. The onus as a mandatory reporter is on you, as an employee of the institution, not on the classification of the person experiencing harm.
A: Yes, and please let us know that the participant isn't affiliated with KU. Again, the responsibility of a mandatory reporter is based on your status as an employee of KU.
A: No. You are only a mandatory reporter when engaging within your KU employment role.
A: Yes, unless your research exempts you from reporting, and if you are engaging in research through your KU role, you would need to report.
A: As long as our office receives all the information as it becomes available, only one person needs to report to our office. In a situation like that, it is best for everyone to submit reports to our office so we can ensure that we receive all of the information. We would always rather receive many reports about an incident than no reports because everyone assumes that someone else will submit.