How to Boost Your School’s Title IX Compliance Using Case Management Software

New Title IX requirements could be approved in October 2023, meaning that many institutions are scrambling to update their policies and procedures. Some of these changes include expanded definition and scope of “sex discrimination” under the law, coverage of off-campus conduct if it occurs at a place or event in any way associated with an education program or activity and a new right for guardians to act on a student’s behalf to submit a complaint. Schools will have to change the way they address sexual harassment on campus, making Title IX compliance a major focus for the new school year.

Because the regulatory environment is changing, it’s the perfect time to implement a new Title IX case management system. Unlike spreadsheets and paper-based systems, purpose-built investigative case management software streamlines your processes. Here’s how to develop a good Title IX compliance program using case management software.

Set Up a Strong Reporting Mechanism

Victims and witnesses have the right (and should feel safe) to report Title IX violations, and it’s up to institutions to tell them how to do it properly. Inform students, staff, parents/guardians and applicants about both your internal reporting mechanisms and how to file a complaint with police.

Case management software like Case IQ ensures you capture every complaint and investigate each one in a timely fashion. Encouraging employees to speak up (and protecting them when they do) fosters a positive and safe work environment. Employees can do their best work and will stay loyal to your organization, while you earn a reputation as a caring employer and protect your company from lawsuits and non-compliance penalties.

Whenever someone submits a tip using your institution’s hotline, webform, email or other intake mechanism, a new case file is instantly created in the system. By populating the file with information from the report, case management software eliminates time spent on manual data entry, letting you get right to work on assigning and resolving the case.

Create Compliant Investigation Reports

Another important aspect of Title IX compliance is sending a final investigation report to all involved parties 10 days before the outcome is finalized. This report must contain:

• Initial allegations
• Policy that was allegedly violated
• Parties involved
• Evidence gathered
• Summary of interviews
• Other relevant information

Remembering to include all the information you need can be difficult, especially at larger institutions or short-staffed Title IX offices where investigators are often handling multiple cases at once. In fact, the Association of Title IX Administrators (ATIXA) found that only 37% of Title IX professionals feel they’re provided enough budget for a sufficient number of investigators. Case management software streamlines the process.

Look for a case management system that can generate your final investigation report with the click of a mouse, populating all the information you need from the case file. Case IQ’s built-in report templates pull details required by Title IX, ensuring your reports are thorough, accurate and compliant. You’ll save time spent on paperwork while reducing the risk of errors or accidental omissions.

RELATED: Title IX Investigations: Step-by-Step

Conduct More Effective Investigations

Title IX investigations must be timely, thorough, fair and addressed within the mandated time frame. Failing to do so not only puts students and staff at risk, but can also cause your school to lose its federal funding.

Victims might also sue your institution if they feel you didn’t adequately address their complaints. This recently happened to San Diego State University. A class action lawsuit of 17 female student athletes recently moved forward against the school, allowing the athletes to “pursue all or some of their claims for equal athletic financial aid, equal treatment and retaliation.”

“Being able to identify trends, you are armed with the data to be able to change processes,” says Tiffany Brewer, Manager of Compliance and Effectiveness at Prairie State College. Case management software has helped her assess areas of risk across her institution and advocate for students who submit Title IX concerns. “I’m able to do more in less time and it makes me more efficient and it makes me more effective,” she says. You can read the entire case study here.

Schools that fail to properly investigate Title IX violations risk losing the entirety of their federal funding. Download our free Title IX investigation checklist to ensure yours are prompt, fair, consistent and respectful of the rights of all parties.

Document Actions Thoroughly

Good documentation is important for every type of investigation, but especially for tracking Title IX complaints. These have a strict reporting deadline and are sensitive in nature, both of which increase the odds that your institution might need to “show your work” in later audits or legal contexts. As a result, sloppy management puts reporters, subjects and your school at risk.

Case management software keeps a complete investigation timeline right in the case file. A time- and date-stamped record shows who took what actions on the case and when. This provides proof of Title IX compliance should your institution be challenged and keeps your investigations on track.

RELATED: Summer Reading for Title IX Investigators

How Case IQ Can Help

Case management software helps you mitigate risk by capturing every complaint and streamlining your investigative process. From easy intake to data analysis that will help you reduce your risk of future incidents, you can manage cases from start to finish, all with one tool. You’ll not only improve your institution’s Title IX compliance, but also establish your reputation as being committed to safety and equality. Learn more here.

Important: This post is for informational and educational purposes only. This post should not be taken as legal advice or used as a substitute for such. You should always speak to your own lawyer.