Miscellaneous

Section: U1002

Date: October, 2016

---

PURPOSE:

To recognize and honor staff employees for their years of service to the University.

POLICY:

In recognition of their contributions to the University, benefits-eligible (union and non-union) staff employees are eligible to receive awards for their longevity and performance at the University of Chicago.

PROCEDURES:

Service awards are presented to staff members recognizing years of service as follows:

Service Milestone	Unit Recognition	University Recognition
5 years	Pin	N/A
10 years	Pin	Invitation to Staff Service Recognition Reception (SSRR)
15 years	Pin	Invitation to SSRR, 15 yr event gift
20 years	Pin	Invitation to SSRR, 20 yr event gift
25 years	Pin	Invitation for staff and guest to SSRR, 25 yr event gift booklet with selection of options
30 years	Pin	Invitation to SSRR, 30 yr event gift
35 years	Pin	Invitation to SSRR, 35 yr event gift
40 years	Pin	Invitation to SSRR, 40 yr event gift
45 years + (on 5 yr increments)	Pin	Invitation to SSRR, 45 yr + event gift

1. University HR determines the number of staff members in the current fiscal year who will reach a service milestone based on their benefits eligibility date, and provide names and service anniversary dates to unit administrators to verify accuracy.
2. HR will place an order for all service pins needed for the calendar year based on the reports distributed to unit administrators.
3. Unit administrators are responsible for making arrangements with HR to obtain service pins to align with the department’s framework for distributing pins to staff members.
4. The University hosts the annual Staff Service Recognition Reception to honor staff who celebrated a service milestone of 10, 15, 20, 25, 30, 35 or 40 years and over (on a 5 year increment) in the current fiscal year.
5. University units are encouraged to recognize staff members with appropriate service awards and to develop and implement other unit-level recognition programs.
6. Unless service has been bridged, an employee’s years of benefits-eligible service must be continuous to receive a service award. [See policy U205 Re-employment of University Employees.] If an employee has a break in service for any period of time, the years worked prior to the break are invalid for award purposes.
7. A staff member who loses his/her award and wishes to have it replaced may contact HR. The staff member is responsible for replacement costs.

Employees represented by a union may be governed by the appropriate bargaining unit agreement.

Section: U1004

Date: May 11, 2005

---

 

PURPOSE:

To inform employees about the University’s rights to intellectual property created by employees as part of their jobs.

POLICY:

Any invention, discovery, or device-like software which results from activities carried out at the University or with substantial aid of its facilities or funds must be disclosed to the University, will become the property of the University, and will be assigned to the University or a University-designated organization.

For the University’s full policy regarding inventions, discoveries, and software, see Statute 18 of the University Statutes.

GUIDELINES:

1. If a researcher, staff employee, or student develops an invention in the course of his/her work, and/or with the aid of unit/University facilities and/or funds administered by it, there is an obligation to disclose the invention or discovery to the University.
2. Inventions should be disclosed at the earliest possible date in their development.
3. Disclosure should be made using the Invention Disclosure Form on the UChicagoTech Web site.
4. For more information about the University’s policies and procedures related to inventions, see the UChicagoTech Web site.

Employees represented by a union may be governed by the appropriate bargaining unit agreement.

Section: U1005

Date: October 13, 2004

---

PURPOSE:

To outline University procedures regarding any subpoena of employee personnel records.

POLICY:

Employee personnel records may be subpoenaed. By law, a recipient of a subpoena must respond to any lawful subpoena when he/she has the knowledge or records requested.

GUIDELINES:

1. If a subpoena for personnel records is served, contact the Office of Legal Counsel immediately. In such cases, response to the subpoena will be made either by or under the direction of the Office of Legal Counsel.
2. Human Resources (HR) and the unit will cooperate with the Office of Legal Counsel within the required timeframes.
3. Any questions regarding the subpoena of personnel records should be directed to the Office of Legal Counsel.

Employees represented by a union may be governed by the appropriate bargaining unit agreement.

Section: U1007

Date: February 1, 2010

---

PURPOSE:

Provide guidelines for responding to external requests for University information and data.

POLICY:

University offices and employees receiving requests for data and other information from individuals, agencies, groups, or other sources outside of the University shall use these procedures in responding to such requests.

GUIDELINES:

1. All media inquiries seeking confidential University information (see Policy U601 Treatment of Confidential Information) or a statement from or by the University regarding any particular matter must be immediately referred to the University of Chicago News Office.
2. All inquiries from attorneys seeking confidential University information or a statement from or by the University regarding any particular matter must be immediately referred to the University’s Office of Legal Counsel.
3. All inquiries from non-University law enforcement agencies must be immediately referred to the Chief of the University of Chicago Police Department.
4. All inquiries from other government entities and outside agencies regarding University employees or others seeking confidential information must be immediately referred to the Human Resources for response or reference to the appropriate administrative office. Such entities and agencies include, but are not limited to:
   • government entities such as the FBI, Social Security Administration, Illinois Department of Employment Services (IDES), Equal Employment Opportunity Commission (EEOC), Illinois Department of Human Rights (IDHR), National Labor Relations Board (NLRB), Department of Health and Human Services (DHHS), Office of Civil Rights (OCR);
   • police or other outside other law enforcement; and/or
   • credit bureaus, lending entities (e.g., banks, mortgage companies).
5. Inquiries for employment verification requests should be referred to HR-Wage and Salary Administration (Records Office), which will respond as provided in the Policy U204 Reference and Background Checks.
6. Student education records are governed by the Family educational Rights and Privacy Act (FERPA) and applicable University policy (see the University of Chicago Student Manual: University Policies & Regulations). FERPA-protected student education records must not be disclosed to third parties under any circumstances absent the express consent of the University student (or former student) or as authorized by the University’s Office of Legal Counsel or the University’s Registrar. Although FERPA also permits the University to disclose student directory information, no such information may be disclosed until the Office of the Registrar has confirmed that the student has not elected to block the disclosure of his or her directory information.
7. Employee personnel information generally cannot be released to third parties without the consent of the employee. Offices and employees receiving a request for personnel information must contact the Human Resources or the Provost’s Office, which will coordinate all such requests.
8. Unauthorized disclosure of confidential information will result in serious disciplinary action, up to and including termination. [See Policy U703- Progressive Corrective Action.]
9. Academic employees are free to respond to external requests regarding their research, scholarship, teaching and/or professional expertise.

Section: U1008

Date: April 5, 2012

---

PURPOSE:

To provide guidelines for the responsible use of blogs, networking sites, and other social media for staff employees.

POLICY:

The University recognizes blogs, networking sites, and other social media (collectively referred to as “social media”) as possible tools to support the University’s educational and operational goals. This policy applies to staff employees when they participate in social media as part of their job duties. It also applies to staff employees’ participation in social media at any time that they give the appearance of speaking on behalf of the University or its affiliates; identify themselves as University employees or as affiliated with the University; or discuss the University or its affiliates. Staff employees are responsible for the content they publish on social media and should use good judgment. Staff employees should be mindful that the things they say or do on social media are publicly available and searchable and may be forever accessible. As provided in the University’s Business Conduct Policy, comments, expressions, and other postings on social media must be honest and respectful of others; respect confidential, personal, and proprietary information; and comply with applicable law and University policies.

DEFINITIONS:

Social media: Online, electronic, or Internet media, tools, communities, and spaces for social interaction, sharing user generated content, or public or semi-public communication. Social media typically uses web-based technologies to turn communication into interactive dialogs. Social media can take many different forms, including Internet forums, blogs & microblogs, online profiles, wikis, podcasts, pictures and video, email, text, instant messaging, music-sharing, and chat, to name just a few. Examples of social media include but are not limited to the following: LinkedIn, Facebook, MySpace, Wikipedia, YouTube, Twitter, Skype and blogs.

Blogging: Making an entry into a written online journal or forum that is accessible to users of the forum, blog, or Internet.

Cyber-vetting: Refers to accessing publicly available social media or using search engines such as Google and Yahoo to review the online activity or suitability of staff employees, applicants, or job seekers.

GUIDELINES:

1. Staff employees are reminded that the use of University property is primarily for the purpose of performing University business. Staff employees should make sure they are aware of department/unit specific standards regarding Internet and social media usage on University property and during business hours.  Personal use of the Internet including social media on University property or during business hours must not involve unprofessional or inappropriate content (not otherwise protected or authorized by law), must not interfere with employment responsibilities and productivity, and must be consistent with the Eligibility and Acceptable Use Policy for Information Technology.  Staff employees should consult with their immediate supervisors before using social media for work-related purposes.
2. It often is difficult to distinguish between personal and professional activity in social media; thus, staff employees who identify themselves as an employee of the University or use their University email address must state, “The opinions expressed are my own, and they do not necessarily represent the views or opinions of my employer” unless the University has formally designated the staff employee as an official spokesperson of the University. If you have questions regarding whether a staff employee is formally designated as an official spokesperson, please contact University Communications. The following are examples of postings on social media that violate this or other University policies:
   • I support Jane Doe for City Council…John Doe (Director of Account Management, University of Chicago);
   • We are using Brand X software at the University of Chicago, and it’s the worst. Sara Smart (Technology Analyst).
3. Staff employees must safeguard and use confidential information consistent with 601 Treatment of Confidential Information. Thus, staff employees must not disclose or post Confidential Information on social media. In addition, staff employees must not use trademarks, logos, copyrighted, or other proprietary information of the University or others in personal blogs, personal postings, or other social media.
4. Staff employees must not use social media to harass, threaten, discriminate, or disparage employees or others affiliated with the University. Staff employees’ postings and use of social media must comply with 201 Equal Employment Opportunity, 606 Workplace Violence, and 607 Unlawful Discrimination and Harassment. However, the University understands that staff employees may communicate with their co-workers about the terms and conditions of their employment through social media, and that these exchanges may be protected by law.  The following are examples of postings on social media that violate this or other University policies:
   • A rear view picture of a coworker bending over;
   • I work in the Lab at the University of Chicago, and my supervisor, Tara is a liar and an idiot; tomthumb@uchicago.edu; and
   • Derogatory comments about a coworker and his religious beliefs.
5. Staff employees’ communications on social media should be consistent with the University’s policies, standards, and principles and should not denigrate or insult others.
6. Staff employees should contact Human Resources and use caution before deciding to “cyber-vet” a staff employee, applicant, or job seeker. Cyber-vetting must be consistent with applicable law and University and department/unit policy including but not limited to 201 Equal Employment Opportunity, 202 Recruitment and Selection Process, and 609 Unlawful Discrimination and Sexual Misconduct.
7. Managers and supervisors should consult with Human Resources before providing employment references for current or former staff through social media.
8. Staff employees should not request, pressure, or require employees or others affiliated with the University to share passwords to social media nor should employees or others affiliated with the University be pressured or required by a staff employee to “friend” or otherwise establish an online or social media relationship.  Managers and supervisors should be especially cautious and exercise good judgment when communicating on social media with employees, students, alumni, or others affiliated with the University.
9. If a staff employee has questions about this policy or a specific posting out on the web or wishes to report a posting that may not comply with this policy, please contact the staff employee’s supervisor, the Human Resource Administrator (HRA) for the department/unit, or Human Resources.
10. The University may require staff employees to remove posts that violate this policy or applicable law.
11. Staff employees who violate this policy may be subject to corrective action up to and including termination of employment.

 

Employees represented by a bargaining unit may be governed by the appropriate bargaining unit agreement.

Section:  U1009

Date:  March 8, 2013

---

Purpose

To establish policy for University staff employees and volunteers regarding mandated reporting requirements under the Illinois Abused and Neglected Child Reporting Act.

Definitions¹

“Child” means any person under the age of 18 years, unless legally emancipated by reason of marriage or entry into a branch of the United States armed services.

“Abused child” includes but is not limited to a child whose parent or immediate family member, or any person responsible for the child’s welfare, or any individual residing in the same home as the child, or a paramour of the child’s parent:

(a) inflicts, causes to be inflicted, or allows to be inflicted upon such child  physical injury, by other than accidental means, which causes death, disfigurement, impairment of physical or emotional health, or loss or impairment of any bodily function;

(b) creates a substantial risk of physical injury to such child by other than accidental means which would be likely to cause death, disfigurement, impairment of physical or emotional health, or loss or impairment of any bodily function;

(c) commits or allows to be committed any sex offense against such child, as sex offense is defined in the Illinois Criminal Code and Wrongs to Children Act, and extending those definitions of sex offenses to include children under 18 years of age;

(d) commits or allows to be committed an act or acts of torture upon such child;

(e) inflicts excessive corporal punishment.

“Neglected child” includes but is not limited to any child who is not receiving the proper or necessary nourishment or medically indicated treatment including food or care not provided solely on the basis of the present or anticipated mental or physical impairment as determined by a physician acting alone or in consultation with other physicians or otherwise is not receiving the proper or necessary support or medical or other remedial care recognized under State law as necessary for a child’s well-being, or other care necessary for his or her well-being, including adequate food, clothing and shelter; or who is abandoned by his or her parents or other person responsible for the child’s welfare without a proper plan of care.

[1] Definitions are from the Illinois Abused and Neglected Child Reporting Act, 325 ILCS 5/1 et seq.

---

 

Policy

Illinois law requires certain individuals, called mandated reporters, to immediately report suspected child abuse or neglect to the Illinois Department of Child and Family Services (IDCFS) Child Abuse Hotline at 1-800-25-ABUSE.

Under the law, all “personnel of institutions of higher education” are mandated reporters and must immediately report any instance where there is reasonable cause to believe that a child known to them in their official capacity may be abused or neglected. This means that all University staff employees are mandated reporters. The University also requires all volunteers to report to IDCFS under the same circumstances. NOTE: some staff employees and volunteers also may be mandated reporters by virtue of being in another category of mandated reporters, e.g., school teacher, counselor, athletics personnel.

In addition, the University encourages any person who is not a mandated reporter to report abuse to IDCFS if they have reasonable suspicion that a child has been abused or neglected.

The University thus requires all University staff employees and volunteers to immediately report to IDCFS if they have reasonable cause to believe a child known to them in their official capacity may be abused or neglected.

Failure by a mandated reporter to immediately report suspected instances of child abuse or neglect to IDCFS constitutes a Class A misdemeanor. Moreover, reporting suspicions to a co-worker, supervisor, other management employee, an Unlawful Harassment Complaint Adviser, or the University’s whistleblower hotline – but not IDCFS – does not satisfy the legal duty to report. The only means of fulfilling one’s legal obligation and avoiding legal penalty is to report the suspected child abuse or neglect to IDCFS.

Guidelines

1. A June 2012 change in Illinois law makes all University employees working in Illinois Mandated Reporters under the Abused and Neglected Child Reporting Act (ANCRA).
2. Effective June 27, 2012, and as a condition of either employment or volunteer arrangement, all new University staff employees and volunteers must execute the IDCFS-issued “Acknowledgment of Mandated Reporter Status” form, which will be maintained by the University as a personnel record.
3. Every University employee or volunteer who has a reasonable basis to believe a child known to him/her in his/her official capacity has been abused or neglected must immediately call the IDCFS Hotline at 1-800-25-ABUSE. This hotline is staffed 24 hours a day, 365 days a year. Prior to the call (if time permits) or thereafter, the employee or volunteer who makes such a report must promptly notify his/her immediate supervisor or, in the alternative, the unit’s Human Resource Administrator (HRA) or Human Resources that a report has been made, as well as the underlying circumstances that compelled the report.  If a child is in imminent danger, the employee or volunteer should seek immediate protection for the child by calling the University of Chicago Police Department at 2-8181 or the Chicago Police Department at 911.
4. Per IDCFS, child abuse is the mistreatment of a child under the age of 18 by a parent, caretaker, someone living in their home or someone who works with or around children. The mistreatment may cause injury or must put the child at risk of physical injury. Child abuse can be physical (such as burns or broken bones), sexual (such as fondling, exposure, pornography, incest, etc.) or emotional. Neglect happens when a parent or responsible caretaker fails to provide adequate supervision, food, clothing, shelter or other basics for a child. The legal definitions of “abused child” and “neglected child” appear above in the definitions section of this policy.
5. The mandated reporter should be prepared to tell the hotline workers:
   • The child’s name, address and age.
   • The nature of the suspected abuse or neglect, including when and where it occurred.
   • The names of suspected perpetrators and their relationship to the child (parent, teacher, etc.)
   • Any other information you think may help.
   • Reference the IDCFS Checklist for Mandatory Reporters.
6. The University recognizes and respects the sensitive nature of the information that the mandated report includes, and requires the employee to hold that information confidential, sharing it only with his/her Supervisor, Human Resources, University of Chicago Police, Law Enforcement and/or others who, based on their official capacity with the University, have a need to know.
7. A University staff employee or volunteer who knowingly fails to report a case of suspected child abuse or neglect to IDCFS if they have reasonable cause to believe that a child known to them in their official capacity may be abused or neglected will be disciplined up to and including termination of employment or volunteer arrangement and disqualification from future volunteer work or employment. Willful failure to report suspected child abuse or neglect is unlawful and may result in misdemeanor or felony charges, as determined by Illinois law.
8. This policy may be revised to reflect changes in other University policies and procedures as well as Illinois law.
9. Mandated Reporters are required to keep informed of and abide by University policy.

Employees represented by a bargaining unit may be governed by the appropriate bargaining unit agreement.

Immunity

Illinois law protects the identity of all mandated reporters and gives them immunity from liability as a result of good faith reports. However, any mandated reporter who fails to report an instance of child abuse or neglect commits a crime and may be prosecuted. More importantly, failing to report child abuse or neglect means that a child may continue to be abused or neglected.

Other Considerations

The Illinois Rules of Professional Responsibility are applicable to staff employees who practice law as part of their job responsibilities. Those employees may disclose client confidences only as permitted or required by the Rules.

Resource Materials

All University staff employees and volunteers are strongly encouraged to review educational materials provided by IDCFS regarding mandated reporter obligations (http://www.state.il.us/dcfs/child/index.shtml#reporters), including the on-line training module “Recognizing and Reporting Child Abuse: Training for Mandated Reporters” (http://www.state.il.us/dcfs/library/com_communications_

train.shtml#Online%20Mandated%20Reporter). Additional on-line resources include the IDCFS web page for mandated reporters (http://www.state.il.us/dcfs/FAQ/faq_faq_can.shtml); the IDCFS Manual for Mandated Reporters (http://www.state.il.us/DCFS/docs/CFS%201050-21%20Mandated%20Reporter%20Manual.pdf); and the Abused and Neglected Child Reporting Act (http://www.ilga.gov/legislation/ilcs/ilcs3.asp?ActID=1460&ChapterID=32).

 

 

Since 1975, Illinois state law has required certain categories of public and private sector workers to immediately report suspected child abuse or neglect to the state. Historically, “mandated reporters” under the law have been professionals (e.g., physicians and teachers) who work with children in the course of their professional duties. Some University of Chicago employees thus long have been mandated reporters under the law. In late June 2012, the law was amended to expand the definition of mandated reporters to expressly include “all personnel of institutions of higher education.”

This new law means that all University employees – academic, staff, student and post-doctoral researchers – now must immediately report any instance where there is reasonable cause to believe that a child known to them in their official capacity is being abused or neglected. Additionally, every new University employee now must execute at the time of hire an “acknowledgement of mandated reporter status” form as prescribed by the state.

What follows are answers to frequently asked questions that are designed to help staff employees and volunteers understand the nature of their obligations to report child abuse and neglect. In addition, at the end of the FAQs are links to resources designed to foster awareness of the responsibilities associated with mandated reporter status under the law.

1. What is ANCRA?

ANCRA is the Illinois Abused and Neglected Child Reporting Act, the Illinois child welfare law that requires certain individuals called “mandated reporters” to report suspected child abuse or neglect to the Illinois Department of Children and Family Services (IDCFS).

2. What is a “mandated reporter”?

Under ANCRA, a “mandated reporters” are persons who are legally required to report immediately the suspected abuse or neglect of a child know to them in their official capacity to the IDCFS Child Abuse Hotline at 1-800-25-ABUSE. The hotline is staffed 24 hours a day, 365 days a year.

3. Who at the University is a mandated reporter?

Based on a recent change in the law, all University personnel are mandated reporters, including but not limited to all staff employees, academic appointees, postdoctoral researchers, student employees, and volunteers.

4. What does it mean to “suspect child abuse or neglect”?

The threshold for reporting is when a mandated reporter has reasonable cause to believe that abuse or neglect is occurring to a child known to him or her in his or her official capacity.

5. What is “reasonable cause” within the meaning of ANCRA?

ANCRA does not define the term, and although there is no precise, universally accepted definition, reasonable cause under ANCRA generally exists when the known facts and rational inferences that may be drawn from those facts would cause a reasonable person to conclude that a child is being abused or neglected.

6. What is a “child” within the meaning of ANCRA?

“Child” means any person under the age of 18 years, unless legally emancipated by reason of marriage or entry into a branch of the United States armed services.

7. What is an “abused child” within the meaning of ANCRA?

An “abused child” includes but is not limited to a child whose parent or immediate family member, or any person responsible for the child’s welfare, or any individual residing in the same home as the child, or a paramour of the child’s parent:

inflicts, causes to be inflicted, or allows to be inflicted upon a child physical injury, by other than accidental means, which causes death, disfigurement, impairment of physical or emotional health, or loss or impairment of any bodily function;

creates a substantial risk of physical injury to a child by other than accidental means which would be likely to cause death, disfigurement, impairment of physical or emotional health, or loss or impairment of any bodily function;

commits or allows to be committed any sex offense against a child, as sex offense is defined in the Illinois Criminal Code and Wrongs to Children Act, and extending those definitions of sex offenses to include children under 18 years of age;

commits or allows to be committed an act or acts of torture upon a child; or

inflicts excessive corporal punishment.

8. What is a “neglected child” within the meaning of ANCRA?

Neglect occurs when a person responsible for the child deprives or fails to provide the child with adequate food, clothing, shelter, or needed medical treatment. Abandonment and inadequate supervision also constitute neglect. Further, neglect occurs under ANCRA when a child “is subjected to an environment which is injurious insofar as (i) the child’s environment creates a likelihood of harm to the child’s health, physical well-being, or welfare and (ii) the likely harm to the child is the result of a blatant disregard of parent or caretaker responsibilities.” According to IDCFS, “blatant disregard” means an incident where the real, significant, and imminent risk of harm would be so obvious to a reasonable parent or caretaker that it is unlikely that a reasonable parent or caretaker would have exposed the child to the danger without exercising precautionary measures to protect the child from harm.

9. What are some examples of abuse and neglect?

Although you should always use your best judgment to assess whether a child you know in your official capacity has been abused or neglected, normally you would call the IDCFS Child Abuse Hotline under circumstances such as: (a) you see marks on a child’s body that do not appear to have been caused by accident; (b) you see someone hitting a child with an object; (c) a child tells you that he or she has been harmed or sexually abused by someone; (d) a child appears to be undernourished, is dressed inappropriately for the weather, or is young and has been left alone.

10. What does it mean to know a child in my “official capacity”?

Although ANCRA does not define “official capacity,” generally the term means the things you do in the course of carrying out the duties of your role at the University. Thus to know a child in your official capacity means that you have become aware of or have gotten to know a child in the course of doing your job. For example, a manager who meets the children of the employees that she supervises at a departmental social event would be deemed to know those children in his or her official capacity. Likewise, a staff employee who meets a child in connection with giving a presentation at the University would be deemed to know the child in his or her official capacity.

11. What if I see or suspect child abuse off campus – for example, while taking a walk in the park, I see a man strike a child repeatedly with his fists?

It depends on the circumstances. As a mandated reporter, you are required only to report acts of suspected abuse or neglect that you learn about in your official capacity as a University employee, including but not limited to abuse or neglect you witness at a University event or on University property. If the child you witnessed being abused during your walk in the park is not somebody you know through conducting your duties as a University employee, then you do not have a duty to report to IDCFS, although you are not prohibited from doing so. On the other hand, if you know the child because you met him or her while giving a tour of your workspace to a group of middle school students, you would have a duty to report immediately to IDCFS.

12. What should I do if I have reasonable cause to believe that a child I know in my official capacity is being abused or neglected?

You must immediately call the IDCFS Child Abuse Hotline at 1-800-25-ABUSE. Hotline staff are social workers with special training in determining what constitutes child abuse and neglect under ANCRA.

13. What happens when I call the Hotline?

When you call, a hotline social worker will listen to what you wish to report. You should be prepared to tell the Hotline worker all germane facts related to the situation, including the child’s name, address and age; the nature of the suspected abuse or neglect, including when and where it occurred; the names of suspected perpetrators and their relationship to the child (parent, teacher, etc.); and any other information you think may help. The hotline worker will ask questions to help gather enough information to determine whether to take a formal report. If there is not enough information to make a report, the worker will tell you so and answer any questions you may have. If a formal report is taken, a child protection investigator will begin the investigation within 24 hours, but much sooner if the child is considered in immediate risk of harm.

14. How am I protected if I report abuse or neglect?

People who report alleged child abuse or neglect in good faith cannot be held liable for damages under criminal or civil law. In addition, their names are not given to the person they name as the abuser or to anyone else unless ordered by a hearing officer or judge. Members of the general public may make reports without giving their names.

15. Should I also call the police?

If a child appears to be in imminent danger, you should seek immediate protection for the child by calling the University of Chicago Police Department at 2-8181 or the Chicago Police Department at 911.

 16. Do I satisfy my reporting duty if I tell my chair or call the police?

No. Reporting suspected abuse or neglect to a co-worker, HRA, colleague, supervisor, manager, officer, an Unlawful Harassment Complaint Adviser, the University’s whistleblower hotline or even the police department – but not IDCFS – does not satisfy the legal duty to report. The only means of fulfilling one’s legal obligation and avoiding legal penalty is to report the suspected child abuse or neglect to IDCFS.

17. What are the consequences if I fail to make a report to IDCFS even though I have a reasonable basis to believe that a child I know in my official capacity is being abused or neglected?

Under the law, a mandated reporter’s failure to report suspected instances of child abuse or neglect to IDCFS constitutes a Class A misdemeanor punishable by a term of imprisonment for up to one year, or by a fine not to exceed $1,000, or both, and a second or subsequent violation is a Class 4 felony. Finally, if you knowingly fail to report a case of suspected child abuse or neglect to IDCFS when you have a reasonable basis for doing so, you may be disciplined up to and including termination of employment or volunteer status.

18. Do I have additional obligations as a mandated reporter?

Yes, under ANCRA, all mandated reporters must complete, sign and date an IDCFS-issued document called “acknowledgment of mandated reporter status” at their time of hire. By signing the document, the individual acknowledges his or her status as a mandated reporter and affirms that he or she understands the applicable reporting requirements. Also, as a matter of University policy, once you make a report to IDCFS, you must promptly notify your supervisor or manager that you have made a report, as well as the circumstances that compelled the report.

19. What if I refuse to sign the “acknowledgment of mandated reporter status” form?

Your execution of the form is a condition of employment or volunteer status. If you refuse to sign the form, your hire or volunteer arrangement will not become effective.

20. What else should I know about ANCRA?

The University strongly encourages you to take IDCFS’s online training course to help you understand more about your role in recognizing and reporting child abuse. You can print a Certificate of Completion upon successful completion of the training. The training can be accessed at: https://mr.dcfstraining.org/UserAuth/Login!loginPage.action.

Additional on-line resources include the IDCFS web page for mandated reporters (http://www.state.il.us/dcfs/FAQ/faq_faq_can.shtml); the IDCFS Manual for Mandated Reporters (http://www.state.il.us/DCFS/docs/CFS%201050-21%20Mandated%20Reporter%20Manual.pdf); and the Abused and Neglected Child Reporting Act (http://www.ilga.gov/legislation/ilcs/ilcs3.asp?ActID=1460&ChapterID=32).

21. Who can I contact if I have questions about my status as a mandated reporter?

You should feel free to contact Ted Stamatakos in the Office of Legal Counsel, 773-702-7516, stamatak@uchicago.edu or Julie Marcus in Human Resources, 773-702-6010, jpmarcus@uchicago.edu.

Section:  U1010

Date:  September 1, 2013

---

 

PURPOSE

The purpose of this policy is to establish guidelines for the University of Chicago’s issuance of a no-trespass warning to a person who is, has been or is threatening to be present on University property and who has engaged, or is reasonably likely to engage, in criminal activity, a violation of University policy, or conduct that is or may reasonably be deemed to be threatening, disruptive, or violent. A no-trespass warning, also called a ban notice, constitutes an official prohibition against entering University property. Any person who violates a no-trespass warning will be arrested and charged with criminal trespass under the Illinois Criminal Code.*

POLICY

The University has substantial and meaningful ties to the surrounding communities and, indeed, the rest of the world. For this reason, even though the entire campus is private property, most outdoor areas and some buildings on campus are, in a general sense and during normal business hours, “open to the public.” At the same time, the University is committed to safeguarding the people who learn, research, live, work and visit here, to ensuring the safe operation of University activities, and to protecting University assets. The University thus can, and does, restrict access to buildings and some outdoor areas during non-business hours.

Additionally, from time to time, the University exercises its right to deny access to some or all University property after a reasoned determination has been made that a person has engaged, or is reasonably likely to engage, in criminal activity, a violation of University policy, or conduct that is or may reasonably be deemed to be threatening, disruptive, or violent. A no-trespass warning remains in effect until modified or withdrawn in writing by an authorized University official. Regardless of whether a no-trespass notice has been issued, any person who is deemed to have committed a crime may be arrested by law enforcement and referred for prosecution. For purposes of this policy, “University property” includes all indoor and outdoor spaces owned or leased by or from the University, including but not limited to all buildings that constitute the University of Chicago Medical Center.

PROCESS

Persons who have engaged, or are reasonably likely to engage, in criminal activity, a violation of University policy, or conduct that is or may reasonably be deemed to be threatening, disruptive, or violent may be issued a no-trespass warning. The warning may be given orally or in writing at the time of the concerning conduct, or later via a written notification sent to the banned person via email, first class mail and/or certified mail.

Generally, a written notrespass notice will inform the person: (i) that he/she is barred from all University property or parts of University property (specifying the portion, e.g., the Medical Center, solely for purposes of obtaining medical treatment); (ii) of the duration of the ban; (iii) of the reason for the ban; and (iv) that if he/she returns to University property (or the designated portion) he/she will be subject to arrest for criminal trespass. No-trespass warnings are effective immediately. Designated officials within the following University administrative units are authorized to issue a no-trespass warning: UCPD, the Office of Legal Counsel, College Housing, Campus Life and Student Services, the Office of the Provost, Residential Real Estate, and Human Resources. A UCPD General Order also governs UCPD’s issuance of no-trespass warnings. If feasible, an administrative unit that wishes to issue a no-trespass warning should first consult with the Office of Legal Counsel. No-trespass warnings are circulated to University officials and others on a need-to-know basis.

REVIEW

A person who has received a no-trespass warning may make a written petition for the review of the warning by directing the request to the Associate Provost for Faculty and Student Affairs or his or her designee. The petition must include the reasons for the review request, a complete and candid explanation for the conduct that precipitated the no-trespass warning, the basis for the desire to be on University property, and any other information the person wishes to be considered. Normally, a substantive determination on the petition will be made and communicated in writing within thirty days of receipt. The no-trespass warning remains in effect during and after the review process, unless the warning is modified or withdrawn.

_______

*The University also has the authority, exercised in its reasoned judgment, to ban current employees, students and visitors, using existing processes. For example, under the University’s disciplinary systems, any student who receives a disciplinary suspension is automatically banned from University property and prohibited from using all University resources. Likewise, the University may ban an employee on an interim basis if he or she is deemed to pose an imminent threat to University property or operations, to the safety or well being of others, or otherwise has engaged in unacceptably disruptive conduct.