Mandated Reporting of Suspected Child Abuse and Neglect

Policy Statement

This policy complies with Iowa Code § 256.183(1)(h) and Iowa Administrative Rule § 283-21.3(5)(b).

Briar Cliff University is committed to maintaining a safe and supportive environment for all individuals, especially minors. All employees who, in the scope of their employment, examine, attend, counsel, teach, or otherwise interact with a child are required by law to immediately report suspected physical or sexual abuse of a child to the appropriate authorities.

Policy Requirements

Any employee who in the scope of their employment responsibilities, examines, attends, counsels, teaches, or treats a child is required to report suspected physical or sexual abuse.

The report must be made immediately upon forming a reasonable suspicion.

"Immediately" means:

  1. Verbal Report: A verbal report to the appropriate state agency (e.g., Iowa Department of Health and Human Services, local law enforcement) must be made as soon as possible and no later than 24 hours after the suspicion is formed.
  2. Written Report: A formal written report must be completed and submitted to the state agency as required by their protocol, typically within 48 to 72 hours of the initial verbal report.

Reporting is mandatory in any circumstance where a Mandated Reporter suspects abuse, which may include:

  • Direct disclosure by a child.
  • Physical or behavioral indicators observed during an examination or interaction.
  • Information received from a third party (e.g., another staff member, a family member).

The duty to report is personal and cannot be delegated to a supervisor, colleague, or other authority figure.

Purpose

This policy establishes the legal and ethical obligations for employees whose work duties involve direct contact, examination, attendance, counseling, or treatment of children. The purpose is to ensure the immediate and accurate reporting of suspected physical or sexual abuse, neglect, or emotional harm to children as required by Iowa law.

Scope

This policy applies to all Briar Cliff University employees, including full-time, part-time, student, temporary, and contract staff, who, in the course of their employment, have direct contact with, supervise, or interact with individuals under the age of 18.

Definitions

Child:
Any individual under the age of 18.

Suspected Abuse:
For the purpose of this policy, "suspected abuse" is defined as any belief, concern, or reasonable suspicion that a child has been subjected to physical or sexual abuse, or neglect.

Physical Abuse:
Any non-accidental physical injury, or injury inconsistent with the history provided, suffered by a child as a result of acts or omissions by a person responsible for their care. Examples include unexplained bruises, burns, or fractures.

Sexual Abuse:Any sexual offense with or to a child as a result of acts or omissions by a person responsible for the child’s care. Examples include sexual contact, exploitation, or assault.

Responsibilities

  • All Employees: Must report suspected abuse immediately as outlined above.
  • Supervisors and Directors: Must ensure employees are aware of and trained on this policy.
  • Campus Security: Acts as a liaison between the University and law enforcement agencies when appropriate.
  • Human Resources: Maintains confidential documentation and supports compliance training.
  • Academic and Student Affairs: Reviews and updates policy and procedures.

Forms & Procedures

All Mandated Reporters must follow the steps below immediately upon forming a suspicion of abuse:

Step 1: Notify the Appropriate Authorities (Verbal Report)
The Mandated Reporter must immediately contact one of the following:

  • Primary Contact:
    Iowa Department of Health and Human Services (HHS) – 1-800-362-2178
  • Secondary Contact:
    Local law enforcement or 911 if the child is in immediate danger
  • On-Campus Contact:
    Briar Cliff University Campus Security – 712-279-5430

For incidents occurring off campus but related to University programs, contact both local law enforcement and Campus Security to ensure a coordinated and timely response.

During the verbal report, the employee must be prepared to provide as much detail as possible, including:

  • The child’s name, age, and location
  •  The suspected abuser’s name (if known)
  • The nature and extent of injuries or concerns
  • The context in which the information was learned

Step 2: Notify the Designated Supervisor/Director
Immediately following the verbal report to the state or law enforcement agency, the Mandated Reporter must notify their immediate supervisor or the designated Program Director:

  • Human Resources Manager & Program Director
  • Method of Notification: Verbal notification followed by a brief written summary (email or internal form).

Note: This internal notification is for administrative tracking and support only. The supervisor's notification does not substitute for the required report to the state or law enforcement agency.

Step 3: Documentation and Follow-Up
The Mandated Reporter must document the following details accurately and objectively:

  • The basis for the suspicion (e.g., child's quote, observed injury).
  • The exact time and date the suspicion was formed.
  • The exact time and date the verbal report was made to the state agency.
  • The name of the person who took the report at the state agency.
  • The case or incident number assigned by the state agency (if provided).

All documentation must be stored confidentially and maintained according to University record-keeping procedures.

Confidentiality and Immunity
Employees who make reports in good faith are protected from civil and criminal liability under Iowa law (Iowa Code §232.73).

Briar Cliff University strictly prohibits retaliation against any individual who, in good faith, reports suspected child abuse. Any retaliatory action will result in disciplinary measures, up to and including termination.

All records and communications related to a child abuse report must be handled with strict confidentiality and shared only with those authorized by law or policy.