TNG Report Recommendations Task List

1. Identify new leadership for Title IX, including beginning an immediate search for a full time Title IX Coordinator, recognizing that it may take several months to engage in a through and participatory hiring process. The search for a new Title IX Coordinator should prioritize trust building on the part of students both in process and outcome.

• LaMar Coleman, Ed.D. appointed VP for Equity & Diversity.
• Indira Petoskey, Ph.D. reassigned to Equity & Diversity.
• TNG Recommendation oversight appointed – 1^st meeting 6/29/2021.
• 90-Day Plan for Equity & Diversity (which includes Title IX operations) developed.
• “Title IX Guarantees to Students” developed to begin restoring trust.

2. Appoint an interim Title IX Coordinator to begin implementing some of these key recommendations in time for the start of the 2021-22 academic year, such as the critical tasks of centralizing and overseeing the assessment of all incoming reports, and beginning the process of revising websites, case tracking, and recordkeeping.

• Sara Madera, M.S. appointed Interim Title IX Coordinator and began work on July 30, 2021.
  1. Undergraduate & graduate degrees in Criminal Justice concentration in critical victimology.
  2. Experience as Title IX Investigator.
  3. Level-I Certified Title IX Coordinator via ATIXA.
  4. Level-I Certified Civil Rights/Title IX Investigator via ATIXA.
  5. Certified Victim Advocate

2A. Centralizing and overseeing the assessment of all incoming reports.

• Maxient software will be used for all Title IX case reporting.
• Maxient reporting link will be posted to Eastern website for anyone to access to report alleged Title IX incidents.
• Campus community will be trained (which will include emailed information) to funnel all potential Title IX incidents to the Title IX Office.
• Title IX Office will have a dedicated cell phone for after-hours access to Title IX Staff.

2B. Revising websites.

• E&D staff have begun reviewing current website (Title IX, SAIV-RT, and E&D sites) and its contents to make note of needed updates.
• Students will review current website to make recommendations for updates.
• E&D staff will receive training on the Cascade Content Management Software to be able to update website as needed.
• E&D staff have been reviewing Title IX websites at other institutions to obtain ideas for Eastern’s site.

2C. Develop a system of case tracking and recordkeeping.

• Training on Maxient software will be scheduled to better understand case tracking features.
• Case coversheet will be developed for physical/paper files to note all contacts, correspondences, meetings, and evidence.
• Case review meetings will be scheduled weekly with E&D staff.

3. Assess where the new Title IX Coordinator best fits within its administrative structure. A Title IX Coordinator must have sufficient independence and authority in order to achieve Title IX’s equity mandate.

• The Title IX Coordinator has become a standalone full-time position within the Office of Equity & Diversity.
• The Title IX Coordinator reports directly to the Vice President for Equity & Diversity who reports directly to the President.
• The Title IX Coordinator is being given the authority to propose resources, protocols, and structures to achieve Title IX goals.

4. Both the Interim Title IX Coordinator and the permanent Title IX Coordinator must be visible and active leaders on campus, commanding a substantial presence.

• The Title IX Coordinator will participate in monthly campus-wide forums for faculty, staff, and students.
• The Title IX Coordinator will develop a schedule to present on Title IX topics and procedures in the residence halls.
• The Title IX Coordinator will participate in a schedule of information distribution tabling events at the Student Center.
• The Title IX Coordinator will partner with the SGA to co-sponsor various events related to Title IX awareness.
• The Title IX Coordinator will collaborate with the Women’s Center to co-sponsor various events related to misconduct prevention, bystander intervention, and ambassador training.

5. The Title IX Coordinator should chair and oversee Eastern’s SAIV-RT.

• The process has begun to transition the leadership of the SAIV-RT to the Title IX Coordinator.
  1. During transition, Title IX Coordinator will oversee the “response” aspects of the SAIV-RT.
  2. During the transition, the Director of the Unity Wing will oversee the “resources” aspects of the SAIV-RT.
• Job description for the Director of the Unity Wing will be revised to remove SAIV-RT leadership aspects.

5A. Refresh the mission, membership, and strategy of this group to consistently and effectively coordinate the systems, processes, and procedures that must work in a coordinated fashion.

• Review of past membership of SAIV-RT being conducted.
• Review of past accomplishments of SAIV-RT being conducted.
• Review and/or develop mission statement of the SAIV-RT.
• Review and/or develop goals/objectives of the SAIV-RT.
• Develop schedule of meetings for SAIV-RT.
• Develop operating plan for SAIV-RT for the 2021-22 academic year.

5B. The committee can continue to assess what supportive resources and prevention programming are needed and make recommendations to the Title IX Coordinator.

• SAIV-RT will have an advisory role to the Title IX Coordinator to recommend improved resources, programs, and response.
• Potentially add faculty scholar to the SAIV-RT to provide insight on researched best practices.

6. Consider effective mechanisms to gather student input into prevention and programming needs, including informal or formal opportunities for students to inform the work and planning of the SAIV-RT

• Develop an advisory group of student ambassadors to serve as a voice for students.
• Collaborate with the Women’s Center and its student workers and peer advisors to understand the needs to students and program accordingly.
• Collaborate with the SGA to maintain communication with appropriate student committees regarding the needs of the student population.
• Host monthly campus-wide forums with students to maintain open communication with student body.
• Develop an anonymous assessment for Title IX involved parties to complete after going through Title IX process.

Regularly measure climate and effectiveness with regular commitment to climate surveying, at least every three years.

• Develop a campus-wide student assessment to ascertain campus climate and awareness related to interpersonal violence, sexual misconduct, and Title IX.
• Develop a campus-wide assessment for faculty and staff to ascertain their understanding of Title IX and Eastern’s reporting mechanisms and resources.

8. Establish deadlines for enacting the recommendations in this report to promote clear, transparent, and measurable accountability, and provide regular updates to the community about implementation milestones.

• Target dates for completing action items will be developed.
• Target dates for completing each recommendation will be developed.
• Updates to progress will be provided at monthly campus-wide forums.
• Title IX website will also display updates to progress.

9. Create a specific, prominent, and thorough web presence that allows students, faculty, staff, and other individuals to make a report that gets delivered directly to the Title IX Coordinator or a Deputy Title IX Coordinator for intake and initial assessment. The website must make clear that the purpose of using the self-reporting mechanisms (web form, email, in person, telephone) would be to get connected with the Title IX Coordinator (or designee) who will explain the availability and kinds of supportive measures, the difference between making a report and filing a formal complaint, and what will result from doing so. As required by Title IX, this would include that such supports are available to both complainants and respondents. The website should clearly include any designated confidential resources (on- and off-campus).

• Online reporting form developed through Maxient Software.
  1. Link to reporting form will be displayed on Eastern webpage.
  2. Link to reporting form will be displayed on Equity & Diversity, Title IX, and SAIV-RT webpages.
  3. Link to reporting form will be shared with all students, faculty, and staff via email and other publications.
• Title IX Coordinator and VP for Equity & Diversity will automatically receive reports upon online submission.
• Resources will be provided to reporters upon clicking submit to reporting form.
• Webpages will explain difference between submitting a report and filing a formal complaint.
• Supportive resources (for both complainant and respondents) will be displayed on Title IX, Equity & Diversity, and SAIV-RT webpages.

9A. Explain what an individual can expect when filing a formal complaint:

• Publication will be developed and given to complainants at intake meetings to explain what happens after a formal complaint is filed.
• Title IX Website will explain what happens after a formal complaint is filed.
• SAIV-RT website will explain what happens after a formal complaint is filed.

9B. Explain what an individual can expect when filing a report:

• Title IX Website will explain what happens after a report is filed.
• SAIV-RT website will explain what happens after a report is filed.
• The Maxient online reporting form will display a message informing reporters of next steps when they submit a report.

10. Arrange for “first responder” training to all key offices about process, roles, and responsibilities under Title IX to support this improved reporting structure. Training should provide role clarity, a clear understanding of the Title IX grievance process, and encourage empathetic listening/response.

• VP for Equity & Diversity and Title IX Coordinator recently completed the SUNY Conduct Institute Title IX Compliance Training.
• VP for Equity & Diversity and Title IX Coordinator recently attended the ASCA Gehring Summer Institute for Sexual Misconduct.
• Title IX Coordinator previously certified via ATIXA as a Title IX Coordinator
• Title IX Coordinator certified as a Civil Rights/Title IX Investigator via ATIXA.
• Director of Student Conduct will attend upcoming certification training as a decision-maker via ATIXA to become the Title IX Hearing Officer.
• Title IX Support Advisors will receive training via the SUNY Conduct Institute.
• All Title IX personnel may potentially receive training via D. Stafford & Associates.

11. Gather reports into a centralized database so that the University’s efforts to appropriately respond promptly, thoroughly, and effectively are tracked and documented. Maxient is one common technology that is used by higher education to support such efforts and is used by Eastern for conduct cases currently. Centralized reporting and tracking will allow Eastern to identify trends, patterns, and systemic concerns. Proper initial assessment will allow the identification of multiple reports made about a single respondent or when other patterns of behavior are alleged that might require specific consideration and/or response under Title IX. Tracking will allow the Title IX Coordinator to provide status updates when needed to participants.

• The Maxient software will be used to report, respond, track, investigate, and adjudicate Title IX cases.
• Specific residence halls, campus areas, and student demographics will be tracked within Maxient to assess trends in reports.
• Title IX Coordinator will produce month reports for an internal dashboard related to reported Title IX cases.

12. Provide a clear mechanism for members of the community to raise concerns and share feedback about the experience of making a report and participating in the Title IX process.

• Develop an anonymous assessment for individuals who have reported Title IX cases to provide feedback related to ease of filing reports.
• Develop an anonymous assessment for individuals involved in the Title IX process to complete to provide satisfaction-related feedback regarding our process.
• VP for Equity & Diversity will serve as repository of concerns and feedback related to campus Title IX process.
• Develop a campus-wide assessment for faculty and staff to ascertain their understanding of Title IX and Eastern’s reporting mechanisms and resources.

13. Consider creating a “dashboard” to reflect the numbers of reports, categories of reports, type of resolutions (informal or formal), and generalized information regarding status of current cases, that will be compiled by the Title IX Coordinator, reviewed by the President twice per year, and then published on the University’s website.

• Title IX Coordinator will maintain accurate accounting of case records to produce monthly reports related to open/closed cases.
• Title IX case dashboard will be created for Title IX website.
• Clery reports will be submitted to Public Safety for confirmed Title IX incidents.

14. Moving forward, and only on an initial basis, Eastern should consider an audit of how reports are handled, including those reports that are responded to with supportive measures only as well as formal complaints that proceed to investigation and hearing. One common mechanism for building confidence is to appoint an external compliance monitor to provide neutral oversight for an initial period of time, such as reviewing all reports made during the 2021-22 academic year.

• VP for Equity & Diversity will serve as Chief Title IX Administrator to provide ongoing oversight of Title IX process and compliance.
• VP for Equity & Diversity will issue interim/supportive measures as needed and will maintain records of such measures for each case.
• At the conclusion of the 2021-22 academic year, an external consultant will be hired to review our progress.

15. Engage in a full policy/procedure audit, in tandem with the system office, to discern what policies currently apply and should be prominently posted on the Eastern website. The Title IX Coordinator should develop a mechanism to archive policies year-to-year.

• TNG Recommendation Oversight Committee will be provided with all relevant BOR and Institutional policies for review and feedback.
• SAIV-RT will be involved in comprehensive review of existing policies and protocols to provide feedback.
• Eastern Title IX website will be updated with agreed upon policies and protocols.

16. Eastern may wish to request that the system office consider an update to the existing policy structure to more clearly centralize information related to investigations and hearings in one coherent place for students to find.

• Eastern will remain in regular communication with he BOR Title IX Coordinator to provide feedback and make recommendations as needed.
• Eastern will ensure that all Title IX information for its campus is centrally located on the Eastern Title IX website.

17. When investigations are done by on-campus professionals, consider assigning investigators to work in pairs. Team-based investigations can enhance key elements of investigation practice, such as investigation strategy and questioning skills and techniques, including how to effectively interview regarding sensitive subjects.

• While investigating Title IX cases, the Title IX Coordinator will be accompanied by another staff member.
• Secondary staff members involved with investigations will be trained as secondary notetakers.
• Additional personnel will be trained as Title IX investigators to aid in investigations.

18. Consider adopting an increasingly common practice of recording investigation interviews, with the consent of the interviewee, which enhances recordkeeping and can facilitate the sharing of evidence with parties as required under the 2020 Title IX regulations.

• Sophisticated recording device has been ordered to be used in investigations.
• Title IX Coordinator will be trained in the use of the recording device to be aligned with best practices.
• Recorded interviews will be securely stored in Maxient with case files.

19. Gauge the feasibility of using a panel for the decision-making role, rather than a single hearing officer.

• An assessment will be conducted to determine the feasibility of using a hearing panel (pros and cons).
• Appropriate faculty, staff, and students will be gauged regarding their interest in serving on Title IX hearing panels.
• If assessment bears favor toward hearing panels, appropriate training will be scheduled for hearing panel members.

20. As is customary in effective Title IX practice, continue to invest in training for individuals involved in specific roles in Title IX, including ensuring that each person receives targeted training specific to their role.

• Eastern will maintain its institutional membership within ATIXA to have access to relevant Title IX trainings.
• Eastern will maintain its institutional memberships to ASCA (Association of Student Conduct Administrators) to have access to relevant Title IX trainings.
• Eastern will maintain its institutional membership to SUNY Conduct Institute to have access to relevant Title IX trainings.