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Case Setup

Involved Parties

Adding and managing individuals associated with a case in SafeGrounds

About Involved Parties

Involved Parties are individuals connected to a case. These may include students, staff, faculty, university partners, or other individuals associated with the reported incident.

Accurately documenting all Involved Parties is required for proper case processing, classification assignment, and reporting. Each Involved Party must be assigned one role within the case.

Involved Party Roles

Each Involved Party is assigned a single role that reflects their involvement in the reported incident. The selected role should reflect the individual's primary involvement in the case.

  • Complainant
  • Complainant/Respondent
  • Non-University Partner
  • Participant
  • Reporter
  • Reporter/Complainant
  • Reporter/Participant
  • Reporter/Respondent
  • Reporter/Subject
  • Respondent
  • Subject
  • TAT SOC
  • TAT Target
  • University Partner
  • Unknown
  • Witness

Adding an Involved Party

Involved Parties are added from the Edit Case page. To add a new Involved Party:

  1. Navigate to the case
  2. Select Edit from the Case Menu
  3. Locate the Involved Parties section
  4. Click the + Add Party button
  5. Search for and select the appropriate individual
  6. Select the appropriate Role
  7. Complete all required fields including Relationship with UVA, Identity Known, and other required information
  8. Click Submit to save

Once saved the individual will appear in the Involved Parties panel on the Case Overview page.

Editing an Involved Party

Involved Parties may only be edited from the Edit Case page. To edit an existing Involved Party:

  1. Navigate to the case
  2. Select Edit from the Case Menu
  3. Locate the individual within the Involved Parties section
  4. Update the necessary fields
  5. Click Submit to save changes

Edits should be made whenever new or corrected information becomes available.

Removing an Involved Party

If an individual was added in error or is not associated with the case:

  1. Navigate to the Edit Case page
  2. Locate the individual within the Involved Parties section
  3. Use the available remove option if permitted
  4. Confirm the action
Note: If you are unsure whether an individual should be removed consult your supervisor or system administrator before proceeding.

Rules & Requirements

Case Type Requirement

Every case must include at least one Case Type. Case Types are tied to Classifications and are connected to the roles assigned to Involved Parties. When adding or editing an Involved Party ensure that the selected role aligns with the appropriate Case Type.

Role Dependency Rules

Certain Involved Party roles require the presence of another role on the case. For example, if a Respondent is added to a case there must also be at least one of the following:

  • Complainant
  • Reporter
  • Complainant/Reporter
Note: These role relationships ensure that cases are properly structured for workflow and documentation purposes.

Best Practices

  • Ensure all directly involved individuals are documented
  • Confirm required role pairings — Respondent cases must include a Complainant or Reporter role
  • Verify that Case Types align with assigned roles
  • Avoid duplicate entries
  • Update party information promptly as new details are learned
  • Use Unknown only when identity information is not available