Incident Report Form

About the Incident Report Form (IRF)

Welcome to the UNH Incident Report Form (IRF).   This form replaces the Reportit! and Title IX Incident Report forms.

 

INCIDENT REPORT FORM (IRF)

 

The University of New Hampshire highly values mutual respect for the safety of others, care for those whose personal rights and safety have been compromised, personal responsibility and swift discipline for those who act to harm another.

This Incident Report Form is to be used for the reporting of all incidents of (1) discrimination and discriminatory harassment, (2) bias and/or hate crime, (3) retaliation, (4) sexual harassment and/or violence.

This is not a 911 or Emergency Service.  Contact 911 if you feel this matter requires immediate response.

 

Frequently Asked Questions

What are the current reporting systems/tools that are being replaced by the Incident Report Form (IRF)?

The IRF will be taking the place of all previous electronic reporting methods including ReportIt! and the Title IX incidents reporting link.  This new technology will provide a more user-friendly reporting platform and more secure means of collecting, storing, and sharing information.  In addition, the IRF will allow for a streamlined, expedited and accurate response to reports.


What incidents can be reported using the IRF? 

This IRF is to be used for the reporting of all incidents of (1) discrimination and discriminatory harassment, (2) bias and/or hate crime, (3) retaliation, and (4) sexual harassment and/or violence that involves any member of the UNH community.


Who can submit a report?   

Anyone can make a report regarding an incident that involves the UNH community, regardless of their affiliation with UNH.


I am a Mandatory Reporter, can I use the IRF to report incidents?

Yes.  The IRF should be used to report all matters of sexual harassment and violence you know, or suspect, may have impacted a member of the community.  The IRF will take the place of the Title IX incidents reporting link for fulfilling your mandatory reporting responsibilities.  Mandatory reporters may NOT submit anonymously.  


Can I submit a report on a mobile device?  

Yes.  The IRF is compatible with all desktop and mobile devices. 


Can I still file a report if I do not have access to the Internet?  

Yes.  If you are unable to access the IRF you have the option to call the Affirmative Action and Equity Office (AA&EO) directly at 603-862-2930 (or Relay NH line at 7-1-1) to report your concerns.  You can still report anonymously via telephone call.  You will just need to give the AA&EO the information regarding the incident. 


If I observe a concerning incident but am unsure if it rises to the level of a policy violation, should I report? 

When in doubt, submit a report!  AA&EO welcomes any information about incidents of concern so our team can determine the best response.  Even information about events that may not rise to the level of policy violations can still provide valuable insight into climate issues around our campus that can be addressed on a broader scale or be kept on file for cross-referencing future reports.


If I was told something happened but did not observe it personally, can I still complete a report? 

Yes.  A report can be submitted by anyone with information, regardless of whether you witnessed the event personally or were not personally impacted by the event.  Reports from bystanders are key in the effort to keep our community safe.   


Can I report anonymously when using the IRF?  

Yes.  If you wish to remain anonymous, the IRF allows you to submit a report without providing identifying information.  There is no means for the University to determine the name of the reporter if they submit a report anonymously.  However, the IRF also includes a Follow-Up feature that allows the anonymous reporter to continue to communicate with the case manager assigned to the report once it is submitted.  The IRF assigns a randomly generated 12-digit number Report Key that allows the reporter to create a password to log into the secure portal.  This portal will allow the submission of questions, answers and additional documentation, all while remaining anonymous.


What is the Follow-Up feature? 

The Follow-Up feature is a new option for those submitting reports to have ability to keep in touch with AA&EO team as they respond to the status of your inquiries and provide additional information.  This allows access to a portal which allows two-way communication between AA&EO team and reporting parties to ask questions, provide additional details and upload attachments – all while remaining completely anonymous.  When a report has been submitted, the system will automatically generate a 12-digit number (your Report Key) and ask for the creation of a password.  From there, those wishing to remain anonymous may return to the IRF and select the Follow-Up tab to sign in with their Report Key and password. 

Follow-Up will allow you to further communicate regarding this incident, including: 

  • Submit additional questions/comments 
  • Respond to questions/comments 
  • Upload documents to this report 
  • Provide additional information 

Where do these reports go? 

AA&EO is responsible for receiving and coordinating the response to all reports submitted through the IRF.  AA&EO Director (or designee) will initially evaluate the nature of the report and assign a case manager.  The case manager will only share information on a strictly need-to-know basis with employees in other departments as deemed necessary to appropriately respond to the concerns.  Information from the report will not be shared with any person(s) disclosed within the report without notifying the reporting party first.  


What information will be shared with the impacted party identified in the report?

AA&EO will use the information provided in the IRF to reach out to the impacted party, inform them of resources for support at the university, explain the applicable university process for addressing the reported concern, and discuss their wishes regarding resolving the matter.


What information will be shared with the accused party identified in the report?

Instances in which information is shared with the accused party is fact-dependent and may differ based upon the nature of the incident reported and the expressed wishes of the impacted party.  The university’s goal is to provide the impacted party with support and options to address the matter while balancing the university’s obligation to protect the safety of the community and comply with state and federal law.  It is important to understand that the IRF will be sent directly to AA&EO and possibly result in the university taking additional action to address the reported concern, which may include sharing information with the accused party.  However, information from the report will not be shared with any person(s) disclosed within the report without taking reasonable steps to notify the reporting party in advance.


I am a student who wants to file a Title IX sexual harassment and/or sexual violence “Formal Complaint.”  Can I use the IRF to do so?  

Submitting a report through the IRF does not automatically constitute filing a Formal Complaint under Title IX.  Impacted parties completing this form (or identified in the IRF) will be contacted by the Title IX Coordinator, or designee, who will provide additional information related to their rights and options for making a Formal Complaint.  Students seeking to file a Formal Complaint are encouraged to reach out to the Title IX Coordinator to fully discuss their options.  Students who are not ready to contact the Title IX Coordinator are encouraged to seek assistance from privileged confidential support providers to discuss their options.


Can I edit or add to a report once it has been submitted? 

Yes.  If you provide identifying information, the case manager will follow up with you directly by phone or the Follow-Up feature so you may provide additional or clarifying information.  If you choose to remain anonymous, you can log back into the Follow-Up feature with your system 12-digit generated Report Key to edit or update your report.


Can I submit other evidence along with the narrative of my report?  

Yes.  AA&EO welcomes the submission of any documents, notes, pictures, text messages, videos and any other evidence along with the report.  The IRF allows you to upload files up to 50MB per file (100MB overall) along with your report.  If you wish to send documents exceeding this limit, please contact AA&EO by phone or through the Follow-Up feature for more options.  


What happens if I lose my 12-digit Report Key or Password for the Follow-Up feature? 

If you lose your 12-digit Report Key or Password, they cannot be recovered.  Please be sure to record your Report Key and password in a safe place prior to closing out the IRF.  AA&EO welcomes anyone facing this situation to reach out and discuss your report if you have concerns


Some of the information on the IRF is designated as “required” (), but I do not know the information or do not wish to provide it at this time, can I still submit a report? 

Yes.  Fields that are marked as “required” () can be filled with any response including “I don’t know” or “N/A” for fields which you cannot, or do not want to, provide information.  AA&EO team encourages you to include as much information as possible as this allows for a more complete response.  For Mandatory Reporters, all required fields must be completed if you have knowledge of the applicable information.


I’m unsure how to best categorize my Type of Issue/Concern, what should I do? 

Clicking on each Issue/Concern type will bring up a short definition which will help guide your decision.  If, after reading these definitions, you are still unsure, please choose the category that you feel may best describe your situation.  There is no “right” answer.  You will have the ability to go into greater detail about the incident in the “Incident Description” section.  In addition, the AA&EO team will review the reported incident regardless of your selection. 


I am reporting a series of events that took place on different dates, what should I fill in for the “date of incident” section 

When reporting about incidents occurring on different dates, you can either type “various” in the “date of incident” field, or the date of the first event.  The “Incident Description” section will allow for you to clearly identify the date of each incident.  


My incident involves more than one impacted party, accused party, or witness, can I add more than one?  

Yes.  The “Impacted Person(s),” “Accused Person(s)” and “Witness(es) or Person(s) with Additional Information” sections all allow for up to 10 entries by clicking the “Add person” button that will appear at the bottom right hand corner of the section. 


What details should be included in the “Incident Description” section? 

Any information that you are aware of concerning the incident(s) is helpful.  While other sections will allow you to identify parties, location, date, time, etc. this section is an open text box which allows you to go into significant detail about any information you may have about what occurred.  This will help provide clarity to your answers in the other sections and to increase AA&EO Team’s ability to respond as effectively as possible


What can I expect as a response to my report? 

Once your report has been received it will be reviewed by AA&EO.  If you provide identifying information, a member of the team will reach out to you directly by phone and/or the Follow-Up feature.  If you report anonymously, a member of the team will reach out via the anonymous Follow-Up feature


How will I know when the University has completed the response to my report? 

AA&EO makes every effort to provide as much information as allowed by law and UNH policy to the reporting party regarding the resolution of their concern.  While some of the information surrounding a resolution cannot be disclosed, if the reporting party has shared their contact information or has access to the Follow-Up feature, the case manager will keep them apprised of the progress of the case from beginning to end.   


Our Department Website has links to Reportit! and Title IX incident link, what do we do?

UNH Information Technology (IT) established a RE-DIRECT should anyone click on the older icon reporting tools or saved links on a department’s page.  The re-direct will bring them to AA&EO’s dedicated webpage that includes the NEW IRF link and FAQ’s.  This re-direct will remain in place through the 2021 spring term transition phase, at which time IT will explore ways to identify how taking down the old tools from websites systematically to aid departments.