Reporting Procedures

Students, faculty and staff who are complainants of sexual assault. stalking, domestic or dating violence are strongly encouraged to report the incident(s) to law enforcement in the jurisdiction in which the incident(s) occurred.

To report an assault or other crime to the SAU Police Department (non-emergency), please call 870-235-4100.

Non-emergency contact information for other local police agencies include:

• Magnolia Police Department, (870-234-2323);
• Columbia County Sheriff’s Department,  (870-235-3740)

In an emergency, please dial 9-1-1.

Reporting an assault to the University Police or other law enforcement or campus security authorities does not require filing criminal charges, but it does allow all support systems to be put in place for the complainant. Filing a police report will provide the opportunity for collection of evidence, which is helpful in prosecution and will allow the complainant to be connected with the appropriate support and medical resources.

Reporting is best done as soon as possible after the assault, but it may be done at any time. Students, faculty and staff who choose to notify the police should be aware of the importance of the immediacy of reporting the incident and the importance of preserving physical evidence at the incident scene as well as on the person harmed. If possible, a victim of sexual assault should not wash, douche, use the toilet, or change clothing prior to a medical/legal examination. The gathering of physical evidence can provide important evidence and support of criminal charges leading to a successful prosecution.

Complainants who are reporting an immediate assault should be accompanied to a health care facility of their choice to allow for collection of evidence and treatment, preferably within 96 hours of the incident. If a sexual assault victim chooses to report the incident days, weeks, or even months after the assault, important support systems are still available and can be arranged; however, criminal investigations become much more difficult.

Sexual assaults for which individuals seek medical treatment must be reported to the appropriate police agency by health care officials. However, as noted above, individuals are not required to file a police report.

If you have concerns about any of the processes listed above or do not know where to go or with whom to speak, you may contact the Title IX Coordinator at deborahwilson@saumag.edu.  You may also contact any of the Deputy Title IX coordinators.

Complaints and grievances: Should an individual believe that they are the recipient of sexual harassment, assault, violence, or stalking and seeks assistance or grievance proceedings they may/will:

1. Receive prompt, effective, and confidential action free from reprisal, and
2. Complainant chooses optional grievance of University
   1. “Any faculty or staff member may contact a vice president, dean or the president to discuss conduct that may constitute sexual harassment. The administrator may discuss the concerns with the individual alleged to have committed the harassment and report back to the grievant. After discussions, the person initiating the complaint has two options: (1) continue with the informal grievance procedure, or (2) consider the matter resolved, in which case no written records will be maintained of the discussions. This part of the procedure is completely optional at the discretion of the grievant.” (University Handbook 326.2)
   2. Add Title IX Team/Committee
   3. Add students (because policy applies to entire campus community)
   4. Add assault, violence, and stalking
   5. Change grievant to complainant
   6. Add third option: “(3) referral to facilitate successful resolution of the matter
   7. Or,
3. Complainant chooses informal grievance of University policy
   1. “If the complaint pertains to a faculty or staff member, the person should file the complaint in the Office of the Vice President of Administration. If the complaint pertains to a student, the person should file the complaint with the dean of students. Complainant chooses formal grievance of University policy.” (University Handbook 362.2)
   2. Add Title IX Team members
   3. Add assault, violence, and stalking
   4. Or,
4. Complainant chooses formal grievance of University Policy
   1. “Upon receipt of the complaint, the vice president for administration will select a male and female from a pool of six trained mediators to attempt a satisfactory resolution of the complaint. This informal mediation should not exceed 30 days. Documentation of the mediation will include the date, names of the mediators, complaint, and the resolution. If the issue is not resolved, the person may continue with the University’s formal grievance procedure for discrimination complaints found in this handbook.” (University Handbook 363.3)
      1. The matter is referred to the Chair of the Team/Committee
      2. The Chair appoints from Team/Committee members an advocate(s)/consultant(s) to the complainant/community*
      3. The Chair appoints investigator(s)
      4. The Chair appoints a three member hearing committee
      5. The hearing committee hears from the complainant, the advocate(s), and the investigation team.
      6. The hearing committee makes a recommendation to the Team/Committee.
      7. The Chair forwards Team/Committee’s decision to the Vice President for Administration
      8. Timeline needs to be established (recommend 30 calendar days when University is open)
      9. Update complainant and alleged perpetrators use of attorney
      10. There is the potential/opportunity for dual track prosecution for harassment/discrimination (civil and done by the University), and assault/violence (criminal and by police).
   2. The complainant is a victim of sexual assault, violence, and/or crime.
      1. Complainant reports to University Policy
      2. Consultant/advocate reports to University Police
      3. A list of resources will be prepared and broadly disseminated through print and internet.
   3. University Police collects and reports data as required. University Police investigates and pursues as required.
   4. No reprisal: it is University Policy that reprisal against complainants is neither tolerate nor permitted.
   5. Definition of Terms
      1. Title IX Leadership Team: individual designated by the President to ensure compliance with Title IX.
      2. Policy on Sexual Harassment, Assault, Violence, and Stalking: the University’s guiding document, process, and procedures to ensure a safe learning environment for all members of the campus community and compliance with Title IX.
      3. Campus Community: students, staff, faculty, and administration, and their families.
      4. Complainant: a member of the campus community that believes they have been harassed, assaulted, a victim of violence, or stalked.
      5. Assailant: an individual that a member of the campus community believes has violated the University Policy on
      6. Complaint: when a member of the campus community believes that the Policy has been violated.
      7. Grievances: when a member of the campus community believes that the policy has been unfairly applied to them or their situation.
      8. Prompt: the Team will endeavor to resolve, complaints and grievances in 30 calendar days through a recommendation to the Vice President for Administration.
      9. Confidentiality: matters brought to the team will be kept in the strictest confidence. Exceptions are subject to a test of reasonableness. Required reporting to the Team may have confidentiality limits such as FERPA, HIPPA, state and federal law.
      10. Test of reasonableness: when the judgment of the Team is that breaching of confidentiality is necessary for the overall safety of the campus community.
      11. Sexual Harassment: unwelcome conduct of a sexual nature. This can, and perhaps should, be expanded using Harvard University Harassment Policy.
      12. Sexual Assault: Any type of sexual contact or behavior that occurs without the explicit consent of the complainant.
      13. Sexual Violence: criminal instances of sexual assault, typically involving violence or coercion.
      14. Stalking: a course of conduct directed at a member of the campus community that would cause a reasonable person to fear for their safety, the safety of others, or suffer emotional distress.
   6. Training for all managers, all student facing personnel are to receive regular training on Title IX.
   7. Freshman Seminar, BAM, and University Housing, and Athletics will be required to have sexual harassment and sexual violence programs every year, which are approved by the Title IX Leadership Team. Programming may need to be expanded to include Leadership Academy, Resident Assistants, Greek Life and other efforts (Band?) that will reach a large number of students.
   8. The School of Graduate Studies will develop means appropriate to its students for education and awareness on Title IX issues, taking into account that the majority of its students are either online or attend classes in the evenings. Such efforts to be considered for non-traditional students.

*should the complainant choose to not participate, action may still be taken in order to protect the campus community, subject to balancing test as outlined by USDOE.

Student Conduct investigates complaints against SAU students and student groups. Contact The Office of Student Life  to arrange a meeting with one of the hearing officers to discuss the complaint, Reynolds 101, 870-235-4041 or CareyBaker@saumag.edu. You are encouraged to write up a description of the incident. Remember, the more details you can provide the better.

• Student Conduct may investigate and adjudicate complaints which occur on-campus and off-campus. In addition, Student Conduct may handle complaints that occur at university activities or events, such as study-abroad and school-sponsored trips.
• Remember that sexual violence is a crime. Consider reporting to SAU Police if the assault occurred on-campus, or to the local police department or agency if the assault occurred off-campus. You may also discuss those options with Student Conduct. However, there need not be a police report or complaint in order for Student Conduct to proceed with the university process.
• Once you file a complaint, a hearing officer is responsible for notifying the student or group of the charge, conducting a timely investigation, and determining if there is a potential violation of the Code of Student Conduct.
• When you make a complaint, you will be asked to write down what you saw, heard, or experienced. Witnesses may be requested to meet with the hearing officer to provide witness statements. Remember that the person named has a right to see what you write.
• Complainants may bring a support person with them to meetings with Student Conduct.

Complaints against SAU faculty or staff members are investigated by Human Resources, Overstreet 115, 870-235-4008, or RogerGiles@saumag.edu.