Department of Athletics: "Up and Out" Incident Reporting Guidelines for UNC Athletics Staff

This document outlines a protocol for UNC Athletics staff to report incidents by directing reports both "up" to supervisors and internal athletics leadership and "out" to the appropriate campus offices. The document also affirms the Department of Athletics' non-retaliation and non-discrimination commitments.

Title

Department of Athletics: "Up and Out" Incident Reporting Guidelines for UNC Athletics Staff

Policy

If you see or become aware of:

• something you suspect to be a crime,
• suspicious behavior or circumstances,
• something which may threaten the safety or security of an individual, including sexual misconduct, interpersonal violence, stalking, hazing, or workplace violence,
• harassment or discrimination based on age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status,
• something which may threaten the safety or security of the University, or
• something which may result in legal action,

REPORT IT IMMEDIATELY.

Reporting Guidelines for Incidents on or Near Campus or Incidents Which Relate to Athletics

When you believe that there is an immediate threat to someone's safety, health, or security or if you believe that someone has been the victim of a Hate Crime:

1. Call 9-1-1 as soon as possible.
2. After you have called 9-1-1, contact either Vince Ille (ille@unc.edu; 919-962-4631) or Marielle vanGelder (mvangeld@email.unc.edu; 919-932-0810) to inform them of the situation.

When you believe that harm is not imminent but there is a non-immediate threat to safety, health, or security:

1. Report the situation OUT to UNC Police (by phone at 919-962-8100 or by providing as much information as you can in a Campus Security Authority Reporting Form available on the University's Compliance Office website) or, in cases of harassment, discrimination, or sexual misconduct, contact the University Compliance Office (919-966-3576). Reports for such cases may be submitted online via the University Compliance Office website.

AND THEN

2. Report the situation UP to your supervisor (if you are comfortable doing so), then contact Vince Ille (ille@unc.edu; 919-962-4631) or Marielle vanGelder (mvangeld@email.unc.edu; 919-932-0810) with your supervisor. If you are uncomfortable discussing the issue with your supervisor, contact Vince or Marielle directly.
   1. Note: Alternatively, you can immediately report all known information to Vince Ille or Marielle vanGelder, then work with one of them to make sure the information is reported "out" to all appropriate parties in accordance with legal and institutional requirements.
   2. Also Note: If you are a supervisor who receives a report, you must ensure that Vince or Marielle receives the information promptly.

What to expect when you file a report

One or more campus offices (including UNC Police; the Division of Student Affairs; the University Compliance Office, which includes the Title IX Coordinator and the Clery Compliance Coordinator; the Office of Human Resources; and/or the Office of University Counsel) may contact you to learn more about the situation. Please be truthful, forthcoming, and honest so that the appropriate offices on campus may work with the Department of Athletics to address the situation in a timely manner consistent with the Department of Athletics Response Plan to Complaints of Harassment, Discrimination, or Actions Affecting an Individual's Safety.

For incidents of harassment, discrimination or sexual misconduct, the University will take all reasonable steps to stop the harassment and provide support to those affected. Every effort will be made to ensure the privacy of those involved. However, confidentiality cannot be guaranteed.

Non-Retaliation Policy

Please be reminded that retaliation directed towards anyone who in good faith reports a concern or assists with resolving a concern is strictly prohibited and will not be tolerated. Retaliation includes any form of intimidation, coercion or threatening behavior, or behavior that would discourage someone from making future reports. The Department of Athletics appreciates your assistance in maintaining a safe environment for everyone.

Non-Discrimination

Please see the University Compliance Office's website for more information about the UNC-Chapel Hill Policy Statement on Non-Discrimination.

Publication Details

Department of Athletics Policy Number: 00069927

Date Last Reviewed: August 2025

Date of Next Review: July 2026

Responsible for Review: Executive Team Member with Oversight of Risk Management