Report 2022-109 Recommendation 12 Responses

Report 2022-109: California State University: It Did Not Adequately or Consistently Address Some Allegations of Sexual Harassment (Release Date: July 2023)

Recommendation #12 To: University, California State

To improve the quality and consistency of campuses' data and case files, the Chancellor's Office should require that, by July 2026, all campuses use the same electronic case management system to securely maintain sexual harassment data and case files and ensure that all campuses' case management systems are also accessible to systemwide Title IX staff. In addition, the Chancellor's Office should develop and disseminate guidance for consistently tracking data in each campus's system, including requiring that each system include the same fields for entering relevant data such as key dates and corrective actions taken. The guidance should also ensure that campuses maintain data sufficient to identify and address any concerning patterns or trends related to repeat subjects, particular departments, specific student or employee populations, or similar issues.

1-Year Agency Response

The Chancellor's Office is preparing to procure a systemwide electronic case management system that will serve as a repository of data and a hub for identifying trends, reporting data, and monitoring compliance with investigation and other case-related timelines. The Chancellor's Office finalized the criteria for the vendor bids and is currently drafting the Request for Proposal (RFP). A first draft of the RFP will be completed by July 9, 2024.

In addition, as mentioned in our response to recommendation 11, the Chancellor's Office provided the campuses a list of the data fields to be maintained in each case file to ensure greater consistency and integrity of data.

California State Auditor's Assessment of 1-Year Status: Pending

6-Month Agency Response

The Chancellor's Office is preparing to procure a systemwide electronic case management system that will serve as a repository of data and a hub for identifying trends, reporting data, and monitoring compliance with investigation and other case-related timelines. In addition, no later than August 2024, the Chancellor's Office will provide the campuses a list of the data fields to be maintained in each case file to ensure greater consistency and integrity of data.

California State Auditor's Assessment of 6-Month Status: Pending

60-Day Agency Response

The Chancellor's Office intends to procure a systemwide electronic case management system that will serve as a repository of data and a hub for identifying trends, reporting data, and monitoring compliance with investigation and other case-related timelines. No later than July 2024, the Chancellor's Office will clarify and refine the data fields to be maintained by the universities so as to ensure greater consistency and integrity of data once published.

California State Auditor's Assessment of 60-Day Status: Pending

All Recommendations in 2022-109

Agency responses received are posted verbatim.