Record Keeping

Under the new Title IX regulations issued by the Department of Education, colleges are required to keep records related to sexual harassment complaints, including any investigations and adjudications, for a minimum of seven years.  This requirement is outlined in section 34 CFR 106.45(b)(10)(i)(C), which outlines the requirements for educational institutions under Title IX regulations, colleges must retain records for a period of at least seven years from the date of the conclusion of the proceedings.The College will maintain for a period of seven years records of:

1. Each sexual harassment investigation including any determination regarding responsibility and any audio or audiovisual recording or transcript required under federal regulation
2. Any disciplinary sanctions imposed on the Respondent
3. Any remedies provided to the Complainant designed to restore or preserve equal access to the College’s education program or activity
4. Any appeal and the result therefrom
5. Any Informal Resolution and the result therefrom
6. All materials used to train Title IX Coordinators, Investigators, Decision-makers, and any person who facilitates an Informal Resolution process. College will make these training materials publicly available on College’s website. 
7. Any actions, including any supportive measures, taken in response to a report or formal complaint of sexual harassment, including:
8. The basis for all conclusions that the response was not deliberately indifferent
9. Any measures designed to restore or preserve equal access to the College’s education program or activity
10. If no supportive measures were provided to the Complainant, document the reasons why such a response was not clearly unreasonable in light of the known circumstances

The College will also maintain any and all records in accordance with state and federal laws. 

Disability Accommodations in the Resolution Process

The College is committed to providing reasonable accommodations and support to qualified students, employees, or others with disabilities to ensure equal access to the College’s resolution process. 

Anyone needing such accommodations or support should contact the Assistant Dean of Student Affairs/Title IX Coordinator (for students and employees) at titleix@otis.edu, who will review the request and, in consultation with the person requesting the accommodation and the Title IX Coordinator and HR Representative (for employees), determine which accommodations are appropriate and necessary for full participation in the process.

Revision of this Policy and Procedures

This Policy and procedures supersede any previous policy(ies) addressing harassment, sexual misconduct, discrimination, and/or retaliation for incidents occurring on or after August 1, 2024, under Title IX and will be reviewed and updated annually by the Title IX Coordinator. The College reserves the right to make changes to this document as necessary, and once those changes are posted online, they are in effect. 

During the resolution process, the Title IX Coordinator may make minor modifications to procedures that do not materially jeopardize the fairness owed to any party, such as to accommodate summer schedules. The Title IX Coordinator may also vary procedures materially with notice (on the institutional website, with the appropriate effective date identified) upon determining that changes to law or regulation require Policy or procedural alterations not reflected in this Policy and procedures. 

If government laws or regulations change–or court decisions alter–the requirements in a way that impacts this document, this document will be construed to comply with the most recent government laws or regulations or court holdings. 

This document does not create legally enforceable protections beyond the protections of the background state and federal laws which frame such policies and codes, generally.

This Policy and procedures are effective August 1, 2024

Reporting Sexual Harassment and Misconduct and Gender-Based Discrimination

To report an incident, contact the Title IX Coordinator by phone at (310) 846-2554, or by email at titleix@otis.edu. You may also contact the Dean of Student Affairs by phone at (310) 665-6967. Reports can be submitted online through the incident report form online. Anyone with knowledge about a sexual assault or incident of sexual misconduct is encouraged to report it immediately.

If you are sexually assaulted it is important that you do as follows:

1. Go to a safe place and speak with someone you trust. Tell this person what happened. If there is any immediate danger, let a security guard know if you are on campus or call 911 if you are off campus. To contact Campus Security call (310) 665-6965 or stop by the office; it is open 24 hours.
2. Consider securing immediate professional support to assist you in the crisis.
3. You can contact Counseling and Psychological Services (CAPS) at (310) 846-5738.
4. For your safety and well-being, immediate medical attention is encouraged. Further, being examined as soon as possible, ideally within 120 hours, is important. The Rape Treatment Center will arrange for a specific medical examination at no charge. To preserve evidence, it is best that you do not bathe, shower, douche, or change clothes before that exam. Even if you have already bathed, you are still encouraged to have prompt medical care. Additionally, you are encouraged to gather bedding, linens, or unlaundered clothing and any other pertinent articles that may be used for evidence.
5. Even after the immediate crisis has passed, consider seeking support from Counseling and Psychological Services at Otis College, the Rape Treatment Center, or Valley Trauma Center.
6. Contact the Title IX Coordinator at (310) 846-2554 or titleix@otis.edu, if you need assistance with a College-related concern

Federal Timely Warning Obligations

Individuals impacted by sexual misconduct should be aware that College administrators must issue timely warnings for incidents reported to them that pose a substantial threat of bodily harm or danger to members of the campus community. The College will make every effort to ensure that the Complainant’s name and other identifying information are not disclosed, while still providing enough information for community members to make safety decisions in light of the danger.

Contacts and Resources

Questions or concerns regarding the College’s procedures and Title IX may be directed to the following resource:

Jessica Johnson Mills
Title IX Coordinator
Student Affairs and Campus Diversity & Inclusion

9045 Lincoln Blvd.
Los Angeles, CA. 90045
(310) 846-2554
titleix@otis.edu 

A person may also file a complaint with the appropriate federal, state, or local agency within the time frame required by law. Depending upon the nature of the complaint, the appropriate agency may be the federal Equal Employment Opportunity Commission (EEOC), the U.S. Department of Education Office for Civil Rights (OCR), the Department of Justice, and/or the California Department of Fair Employment and Housing.