Published on: December 11, 2025
An ATIXA Tip of the Week by Mandy Hambleton, M.S.
From the vantage point of a Title IX Hearing Decision-Maker or Appeal Decision-Maker, the quality of the investigation report determines the likelihood of reaching well-supported, defensible complaint outcomes. Reports with gaps, vague analyses, or confusing organizational structures make it nearly impossible for a Decision-Maker to reach a sound decision or for an Appeal Decision-Maker to determine whether an investigation was conducted in accordance with policy. Poorly constructed, incomplete reports are frustrating; not because investigators aren’t trying, but because they aren’t getting the kind of review and feedback that could elevate their work.
Title IX Coordinators play a key role in improving quality. They have a responsibility to ensure investigations are thorough, reliable, and impartial. Reviewing investigation reports is a critical step in meeting that obligation. When a Title IX Coordinator reviews an investigation report, the stakes are high. These reports often form the basis for decisions that deeply impact students, employees, institutions, and the institution’s liability risk. When coordinators skip this review or provide limited feedback, the result is a missed opportunity to incorporate concrete, actionable feedback.
For Title IX Coordinators, reviewing an investigation report is more than a procedural step; it’s a safeguard for fairness, transparency, and institutional integrity. When reports meet ATIXA’s Standard of the Six Cs—clear, concise, coherent, concrete, consistent, and critical—they transform a report from merely meeting legal and procedural requirements into a valuable tool for fair and transparent decision-making in alignment with industry-standard practices.
Strong reports withstand scrutiny from appeals or external reviewers, foster trust in the Title IX process, and demonstrate an institution’s commitment to excellence. When a report falls short, it’s not just a missed opportunity; it can open the door to legal liability and reputational risk. Ultimately, attention to quality benefits everyone involved, including complainants, respondents, and institutions.
The First C: Clear – Straightforward and Easy to Understand
A report filled with jargon, ambiguous statements, or overly complex explanations leaves room for confusion, and confusion can lead to inaccurate outcomes. A clear report is one that any reasonable reader can understand without needing to interpret vague language or guess at missing details.
For Title IX Coordinators, clarity begins with organization. A clear report follows a flow that mirrors the investigation process: introduction, scope, methodology, analysis, and guidance for the Decision-Maker. Within each section, sentences should be straightforward and free from unnecessary qualifiers or legalese.
Instead of:
“The investigator attempted, on multiple occasions, to contact the respondent, but no timely response was forthcoming.”
Try:
“The investigator contacted the respondent three times by email and once by phone but did not receive a response.”
This simple change ensures the reader knows exactly what happened and when.
The Second C: Concise – Focused and Free of Filler
Thoroughness is essential, but excessive detail can overwhelm the reader and obscure key facts. A concise report distills complex information into its most essential elements without sacrificing accuracy.
Title IX Coordinators should look for:
- Summaries before details: Begin with brief overviews of key areas of agreement and disagreement before presenting transcripts or witness statements.
- Elimination of redundancy: Present facts once in the appropriate section, not multiple times throughout the report.
- Focused language: Each sentence should serve a purpose to inform, explain, or analyze.
Instead of pages of direct quotes from interviews, a concise report includes short summaries supported by a few representative quotes that highlight the main points. ATIXA teaches this skill throughout the Investigator Curriculum Path. Pair it with the Title IX Coordinator Curriculum Path to build proficiency.
The Third C: Coherent – Logically Structured and Easy to Follow
A coherent report is more than a collection of facts; it’s a well-structured narrative that connects evidence, credibility, and analysis. Title IX Coordinators should be able to follow the investigator’s reasoning step-by-step, understanding how each piece of evidence contributes to the overall analysis.
Key indicators include:
- Chronological or thematic organization: Reports often flow best when organized by timeline or allegation, aiding readers as they follow the sequence of events or each specific issue.
- Clear transitions: Each section and paragraph should flow naturally to the next and include smooth transitions.
- Alignment between evidence and conclusions: Analysis should directly reflect the facts presented, leaving no gaps in logic, and showing a through line of how the investigator got from A to Z.
When a report lacks coherence, readers may struggle to understand how the investigation supports the process outcomes, thereby undermining confidence in the process.
The Fourth C: Concrete – Specific and Supported by Facts
Strong investigation reports rely on concrete details. Abstract or vague language can make it challenging to understand what happened, while specific facts create a clear, verifiable record.
Title IX Coordinators should ensure that reports include:
- Dates, times, and locations for all key events.
- Direct quotes to support summary statements.
- Documented evidence, such as emails, text messages, or video footage, that is explicitly referenced rather than vaguely summarized.
Instead of:
“The complainant reported feeling uncomfortable after interactions with the respondent.”
Try:
“During a September 12th study group in Room 204, the complainant reported that the respondent repeatedly commented on their appearance in a manner the complainant described as ‘flirtatious and persistent,’ despite being asked to stop.”
Specificity strengthens both accuracy and defensibility, reducing ambiguity that could later be challenged.
The Fifth C: Consistent – Aligned Across Tone, Policy, and Style
Consistency is often overlooked, but it’s essential for both readability and fairness. A consistent report uses uniform terminology, formatting, and analytical framework throughout.
Title IX Coordinators should check for:
- Uniform terminology: For example, if the report refers to “complainant” and “respondent,” those terms should remain consistent throughout rather than switching to “victim,” “accused,” or other labels.
- Standardized headings and structure: Follow a predictable, logical flow of sections, so that readers know where to find information.
- Consistent application of policies: Apply the same evidentiary standards and procedural rules to all parties equally.
Inconsistencies, whether in language, formatting, or the application of standards, can create the perception of bias or carelessness. This can inadvertently alter the tone and meaning of the facts, eroding trust in the process.
The Sixth C: Critical – Analytical and Objective
A critical report doesn’t mean a critical tone or that the report should read like an opinion piece.
It means the analysis is critical: it evaluates evidence objectively rather than merely summarizing it. Title IX Coordinators should look for signs that investigators weighed the credibility, relevance, and reliability of the information presented.
Title IX Coordinators should look for:
- How conflicting accounts were assessed: Did the investigator consider corroborating evidence or inconsistencies in party and witness statements?
- Why certain evidence may carry more weight: For example, contemporaneous written records may be more reliable than statements to witnesses after an extended time.
- The standard of evidence used: Whether it’s preponderance of the evidence or another standard, the report should show how the standard was applied.
A critical approach ensures the report rests on a solid analytical foundation rather than unexamined assumptions.
Engage with ATIXA
Practice implementing the Six Cs using applied learning, role-playing, and case studies in ATIXA’s Title IX Investigator and Coordinator training and certification courses. Train with us at an upcoming virtual Focus Week or this February in Orlando at ATIXA’s 2026 Winter Symposium.
Our team of 25+ professional investigators offers unmatched subject-matter expertise and technical acumen for investigations of any size and complexity. Engage ATIXA’s Investigation Services, which follow our proven Six Cs model to deliver results with the highest level of experience, professionalism, and organization.