After you submit a new incident report, you will automatically be directed to the Case Overview page for that case. All information entered in the Add Initial Report Form will display in the Overview:
Case Menu
Each time you view a case, you will see a series of menu options under the Case on the left-hand side of your screen; this is referred to as the Case Menu. Each of those menu items serves the following function:
Overview: The view shown above is a Case Overview, providing you with a snapshot of the case.
Clery Assessment: Where the Clery Compliance officer (or designee) completes all Clery violation/crime assessments and/or Timely Warning Assessments (see Clery Act Compliance)
Evaluation Panel (PC Only): Record of Title IX Evaluation Panels in a Prohibited Conduct case
Decision Matrix (PC Only): Record of the determinations made by the Title IX Coordinator regarding University Resolution
Resolution (PC Only): Record of the steps taken to resolve a case under Title IX Resolution process
Edit: Where you will go to edit Case Information (see Editing a Case)
Actions: Record of all actions taken to respond to a report/case (see Actions)
Email: Send and document emails from within SafeGrounds (see Email Functionality)
Subscriptions: Allows you to receive notifications about the case (see Case Subscriptions)
Disclosures: Record of all disclosures to law enforcement entities
Involved Parties: Information about all involved parties (see sub-sections in Profiles and Involved Parties, Adding a Report, and Editing a Case)
Attachments: Record of all case evidence/attachments (see Attachments)
Merge: Ability to merge or combine case with another (see Merging/Combining Cases)
Export: Printing (see below)
Audit (Limited Access): Record of all changes to case record
Case Export or Printing Function
SafeGrounds allows the user to print any or all parts of a case via the 'Export' function listed in the Case Menu. When you select Export, you will see the view below. You may select one or more aspects of the case in the 'Export' (far left) box, or just the 'Initial Report' (far right box) depending on what information you wish to print. After selecting the information that you wish to print, click 'Export Selected' and you will receive a Microsoft Word document that you can print. The average user will have no use for 'Download Audit File', as this is a log of every single selection or change made to the case since initial report.
Case Information
The Case Information box in the Case Overview screen contains all of the information about the incident, which was entered through the Add Initial Report Form (see Adding a Report or through Just Report It!).
Steps to Complete
The 'Steps to Complete' section is a reminder about all of the basic steps which must be taken in a given case. Steps to complete will vary based on the Case Types and Case Classifications added to a given case. Each time that a step is completed, the box to its left will be checked green, and a date/time stamp will show when that step was taken.
For more information about the 'Considered Other Classifications (case referral) function', see Appendix G.
Involved Parties
The Involved Parties section displays information about all individuals involved in a given case/incident/report; for more information, see sub-sections:
Profiles and Involved Parties
Adding a Report
Reporter and Involved Party Information
Editing Involved Parties.
Team Members
Team Members indicate any University staff who has/have a role in responding to a reported incident or concern. Team Member roles are different than User Roles, in that the Team Member role is specific to a certain case, while the User Role applies to the overall SafeGrounds system; for more information about User Roles, see Overview of User Roles and Appendix I: User Roles. Some case access and functionality is based on User Roles, while some case access and functionality is based on whether a user is assigned as a Team Member on a case; as such, it is important that you assign all appropriate Team Member roles in a case that you are responsible for.
For a list of all Team Member Role descriptions, and a description of when or how to add or edit Team Members on a case, see Team Members.
Case Tool Bar
In the top-right corner of the Overview Page, you will see a series of buttons referred to as the Case Tool Bar
Descriptions of the options in the Tool Bar are as follows:
Icon | Option | Purpose |
|---|---|---|
 | Add Attachment | Attachments made here are visible to anyone with access to the case. For more information, see: Attachments |
 | Link Case | Use this feature to link two or more related cases. For more information, see: Appendix M, Linking Cases |
 | Watch Case | If you choose to watch a case the case will show in a widget on your dashboard. Allows you to easily monitor the status of a case. |
 | Add To Docket | Shortcut to add a case to the next docket for the appropriate classification. For more information, see: Appendix F: Dockets |
 | Restrict Case | Allows user to restrict a case, which will lock access down to designated team members only. For more information, see: Restricted Cases. |
| Preservation Hold | Preservation Hold will prevent a case from being purged from the system due to data retention rules. |
| Edit Classification(s) | Allows user to change the Classification status of a case. If more than one Classification exists for a case, user may also be given the option to remove a classification. |
| Close Case | Allows user to close the case. Once chosen, the green “active” box next to the case number will be replaced by a red closed box and the date the case was closed will be indicated. |
Case Subscriptions
When viewing a case, the Case Subscriptions section allows the user to subscribe to specific parts of a case. If the user is to subscribe to any of the available subscriptions listed, that subscription will be listed in the Your Subscriptions column and a green notification banner will be shown in the top right of the screen validating the subscription. Once subscribed, the user will be notified of any changes or actions pertaining to the subscription via email and in the Notifications section in the main menu. The user may also unsubscribe from any portion of the case. Upon clicking the subscribe action button, a prompt may appear asking for further specification, usually using a dropdown menu. You can also view all your subscriptions, not just the current case subscriptions, by navigating to the User Account in the Main Menu and clicking Subscriptions.
