Incident Reporting for Residential Staff

Compliance Reporting and Concern Referrals

According to the law and university policy, residential staff must report certain crimes and incidents to designated university officials. This includes incidents involving potential Clery Act, California Education Code, Title IX, and Title VI conduct. Residential staff includes undergraduate/graduate residential student staff and student leaders, Resident Fellows, and Residential Education or Graduate Life professional staff. The information on this page describes the various reporting responsibilities for residential staff and provides guidance on how to make reports.

RAs should share information using the RA Student Concern Form for non-urgent situations or for situations where urgent support has already been provided.

Your Reporting Requirements

You are required to report when you receive information regarding a crime and/or prohibited sexual conduct in your capacity as a Resident Fellow, Residential Education professional, or undergraduate /graduate residential student staff member:

in your house, pertaining to any student;
pertaining to your residents, anywhere;
anytime you’re receiving information as Resident Fellow, Residential Education professional, or residential student staff member, including with students who are not your residents.

If Anyone Is in Danger Or in Need of Emergency Assistance

CALL 9-1-1 or 9-9-1-1 from a campus phone. Otherwise, manage immediate and ongoing care by engaging support resources quickly:

Support Resources

For Undergraduate Matters

Contact the Resident Director at 650.504.8022

RAs should also submit an RA Student Concern Form to document the incident and the steps that were taken.

For Graduate Matters

Page the GLO Dean On-Call at 650.723.9222, Pager ID: 25085 or text a GLO Dean with your name and issue at 25085@pageme.stanford.edu

Note: An emergency call to 911 will fulfill Clery compliance requirements but not Title IX obligations.

With as much care and consideration as possible, find out when and where the incident occurred and obtain enough detail to understand what took place and who was involved. If a crime has been alleged, be sure to ask the victim if they would like to call the police to consult or have an officer respond to investigate and create a police report.

Consider your notification responsibilities, understanding that you may have to report to more than one office. Note that multiple types of crime or prohibited conduct can take place in a single event. All crimes and violations should be reported.

If No Emergency Assistance Is Needed

Be sure to complete all of the following notifications that are applicable:

If you receive information about a violent crime, sexual assault, hate crime, or hazing, you must call 9-1-1 immediately upon gathering the required info. Ask the dispatcher to make a Clery report for occurrences or attempts of the following:

Homicide/Manslaughter
Robbery
Aggravated Assault, including drugging
Sexual Assault (rape, oral, copulation, penetration w/foreign object, sodomy)
Sexual Battery
Statutory Rape
Incest
Fondling
Dating Violence and Domestic Violence
Stalking
Hate Crimes
Hazing

RAs should also submit an RA Student Concern Form to document the incident and the steps that were taken.

Notify Public Safety via the web form for occurrences or attempts of the following:

Burglary
Motor Vehicle Theft
Arson
Alcohol Laws Violations
Drug Laws Violations
Weapons Violations
Theft

Access the Public Safety Web Form Here

RAs should also submit an RA Student Concern Form to document the incident and the steps that were taken.

If you receive info about alleged violations of Title IX or Stanford’s sexual harassment/assault policies, provide details to the SHARE Title IX coordinator. With regard to Clery and CalEd Reporting, see "Notify Public Safety" for information on how to make an additional report for incidents involving:

Sexual Harassment
Sexual Misconduct or Sexual Assault
Relationship Violence (Dating Violence and Domestic Violence)
Stalking
Retaliation
Violation of a University or Court Order

RAs should submit the RA Student Concern Form to document the incident and the steps that were taken, and should check the appropriate box to ensure the referral is sent to the Title IX Office.

Other Responsible Employees (Student staff, faculty, University employees) must report Title IX concerns to the SHARE Title IX Coordinator at titleix_outreach@lists.stanford.edu or 650.497.4955.

If you receive information about alleged violations of Title VI or Stanford's harassment or discrimination policies, provide details to the SHARE Title VI Coordinator. The following Title VI concerns should be reported as soon as possible: alleged harassment or discrimination based on race, color, national origin, shared ancestry, or ethnic characteristics. The impacted party will receive outreach from the Title VI Office.

RAs should submit the RA Student Concern Form to document the incident and the steps that were taken, and should check the appropriate box to ensure the referral is sent to the Title VI Office.

Other Responsible Employees (Student staff, faculty, University employees) other than RAs must report to the Title VI Coordinator using the Title VI Reporting Form.

Additional Information to Know

RAs, ETAs, GRAs, GFs, and CAs

You are NOT required to report prohibited sexual conduct when you receive information from a friend (who is not your resident) as a friend, or otherwise unrelated to your staff role.
When reporting crimes and prohibited sexual conduct, you must also report the incident to Residential Education or the Graduate Life Office so they can provide support to the relevant student staff team, impacted students, and community. RAs should use the RA Student Concern Form to share information about incidents that occurred and the steps that were taken.

Graduate Students

CAs: Page the GLO Dean on call at 650.723.8222, Pager ID: 25085

Undergraduate Students

RAs, ETAs, GRAs, GFs: Contact the Resident Director on call at 650.504.8022

Disclose your reporting responsibilities early and often – early in the academic year, and early in the conversation – to give the student agency in choosing how they move forward.
If they would prefer to speak to a confidential resource, refer them to the Confidential Support Team.
- Note: For students accused of having caused harm, both CST and CAPS are also available.

Campus Security Authorities (CSAs) have reporting responsibilities under both federal and California state laws. The university expects CSAs to be familiar with their obligations and to comply with these federal and state laws.

As defined by the Clery Act, a federal law codified in 34 CFR 668.46, a Campus Security Authority (CSA) is: (1) A campus police department or a campus security department of an institution; (2) any individual or individuals who have responsibility for campus security but who do not constitute a campus police department or a campus security department under part (1) of this definition, such as an individual who is responsible for monitoring entrances into institutional property; (3) any individual or organization specified in an institution’s statement of campus security policy as an individual or organization to which students and employees should report criminal offenses; (4) an official of an institution who has significant responsibility for student and campus activities, including, but not limited to, student housing, student discipline, and campus judicial proceedings.

Learn more about which positions are included or exempted from CSA reporting, as well as other frequently asked questions in the university’s annual Safety, Security, and Fire Report.