Direct Academic Supervisor

direct academic supervisor

The direct academic supervisor serves as a point of contact, providing guidance, and connecting the targeted faculty to institutional resources. 

 

Circumstances can and do vary, and there is not a one size fits all solution. The information below offers general guidance that can be adapted to fit the situation.

Actions

Reach Out

Contact the targeted individual as soon as possible to offer support. At this point, you should not invite third parties, such as counselors, fellow department members, or other staff, to join. It can be helpful to take notes, but it’s more important to listen carefully and compassionately to understand the targeted individual’s state of mind, learn more about the nature of the harassment, find out what support they need and offer support.

Supervisors (along with all other employees who are not confidential employees or responsible employees) are required to promptly report any concerns involving protected class discrimination or harassment to the Office of Institutional Equity and Compliance as well as provide information about how to make a complaint of prohibited conduct to the targeted individual.

Assess & Understand

Consider whether the individual wishes for your continued involvement and whether continued involvement will create a conflict of interest or interfere with other campus processes.

Use nonjudgmental language and validate their feelings throughout your discussion.

Warm Hand-Off & Warm-Around Support

You are not the judge, adjudicator, police or counselor. You are someone they trust and the potential link to getting support. Many offices may rely on your leverage to boost their credibility.

Work through the provided checklist with the targeted individual.

Ask open-ended questions to encourage dialogue, such as:

  • "Is there anyone else you’ve spoken to about this situation?"
  • "What steps have you already taken to address the issue?"
  • "Would you like to brainstorm some potential solutions together?"
  • "Can I share some resources that might be helpful for you?"
  • "Do you feel safe right now?"

 

Take careful action to consider whether, and if so how, to inform the department, consulting with the dean, department/unit communicators, and police on appropriate language and approach to create awareness but not panic.

Others in the department, unit or lab (e.g., administrative staff who answer the phone) could also receive harassing messages. Inform those who need to know what to expect and how to respond by providing a script for phone calls or a template for emails and instructions about keeping phone logs and preserving documents.

Consider whether others in the department, unit or lab could benefit from talking about what is happening. The Faculty and Staff Assistance Program (FSAP) can help you decide and facilitate these resources.

Others who share aspects of the targeted individual’s demographic identity may need or want support depending on the nature of the harassment. CAPS counselors and the Office of Institutional Equity and Compliance can facilitate this support.

Report a threat as soon as possible to Threat Assessment unless the immediate safety of the targeted individual is in question. If it is, call 911, CUPD or local law enforcement.

Consider whether others in the unit (e.g., administrative staff who answer the phone) may also receive harassing messages. To coordinate that response, work with your college/school/unit communicator, the dean or other unit leadership, Strategic Relations and Communications, the Behavioral Intervention Team & Threat Assessment or Student Support & Case Management (if the person of concern is a student). It is then suggested that you inform those who need to know what to expect and how to respond by providing a script for phone calls or a template for emails and instructions about keeping phone logs and preserving documents.

This will also be helpful for planning and implementing a coordinated response, overall.

Communicate, generally and in the midst of crises, the centrality of and rationale for academic freedom consistent with university policies and the importance of safety and civil dialogue. This could include faculty meetings, newsletters/websites and discussions with faculty, students and staff.

If you also become a targeted individual or suffer effects, consider taking advantage of the same resources you offer the targeted individual, including mental health support through Office of Faculty Affairs, UCCS Health Circle Primary Care Clinic and through other resources listed here.