As campuses gear up for a new semester, one of the most effective solutions to reduce risk and keep cases moving is to ensure your Title IX decision-makers are clearly identified, fully prepared, and have completed the right Title IX decision-maker training. Whether your institution handles just a few hearings a year or multiple cases at once, having trained, conflict-free decision-makers ready from day one empowers you to run fair, compliant processes without last-minute scrambling.
What a Decision-Maker Does (and Why It Matters)
Decision-makers oversee the hearing process, manage relevance and procedure, evaluate the investigative record, and issue the written determination. Their role is critical to ensuring cases are handled in a manner that is both procedurally sound and fair to all parties.
While every case is different, the time commitment for each case can range from 12 to 30 hours. This includes file review, conducting the hearing, and writing the determination. On busy campuses, having more than one decision-maker ensures you can avoid bottlenecks, balance workloads, and cover conflicts when they arise.
How Many Do You Need?
Aim for at least two (or multiple, if feasible!) trained decision-makers in your pool. Having more than one person prepared for the role ensures you can run concurrent matters without delay, step in quickly if a conflict of interest arises, and maintain continuity when schedules shift or cases extend unexpectedly.
For campuses with higher caseloads or overlapping timelines, consider expanding the pool even further. Pair newer decision-makers with experienced colleagues so they can shadow hearings, learn the nuances of the role, and build confidence before serving as a primary decision-maker on their own. This layered approach not only strengthens capacity but also creates a sustainable pipeline of trained professionals.
Common Pitfalls to Avoid:
- Conflicts of Interest: Smaller schools may face impartiality concerns—keep a second trained decision-maker ready and consider outsourcing the role if conflict is unavoidable.
- Over-Reliance on One Person: Avoid delays by building a small bench and scheduling proactively.
- Underestimating the Writing: Determinations take time—provide support for non-Title IX tasks and provide examples or an internal template.
- Lack of mentorship: Pair new decision-makers with leads before assigning solo cases.
The Skills They Need (and How to Build Them)
Effective decision-makers bring a blend of procedural precision, decisiveness, tact, and assertiveness to the role. They should be comfortable applying rules of relevance, managing hearing protocols, and tracking evidence with accuracy. The ability to synthesize large, complex records into clear, defensible findings is essential, as is remaining composed under pressure, de-escalating tense moments, and commanding the room when necessary to keep proceedings on track.
Under federal regulations (and, in some states, additional laws), decision-makers must be trained to perform their role effectively. Your training should include how to review and weigh evidence, manage relevance and party questioning, and write clear, comprehensive determinations.
For a streamlined path to readiness, the IX Institute offers role-specific, expert-led Decision-Maker Training with certification.
Who to Recruit as Title IX Decision-Makers:
- Student conduct / compliance teams: Already familiar with procedures and policies, they can easily adapt their skills to Title IX hearings.
- Law or criminal justice faculty: Bring analytical rigor, evidence review skills, and an understanding of due process.
- HR or employee relations professionals: Experienced in sensitive matters, confidentiality, and policy application.
- Academic leadership: Deans, chairs, or other leaders with facilitation skills and authority to ensure fair, confident hearings.
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When You Need Backup
If you’re short on bandwidth or prefer an impartial option, our vetted Hearing Officers (Decision-Makers) can step in quickly to manage hearings, evaluate evidence, and produce written determinations that align with your policy and current requirements.
Learn more or schedule a meeting to discuss your needs.
Or, if you’re building internal capacity, the IX Institute offers flexible, on-demand Decision-Maker Training (with certification) so your team can respond with confidence.
With the right people, preparation, and processes in place, you’ll be ready to navigate the semester’s challenges with clarity and confidence. And if you need extra hands, fresh perspective, or role-specific expertise, Title IX Solutions is here to help—offering start-to-finish solutions for hearing officers, training, and compliance support, right when you need them.
Please Note: The information provided in this article is for educational purposes only and is not intended to be legal advice. We recommend seeking independent legal advice concerning the issues presented in evaluating a particular incident.
Looking for in-depth Title IX Decision-Maker Training? Check out our on-demand courses at the IX Institute.
Discover the right Title IX coursework for your team. With packages ranging from free courses to comprehensive bundles, we’ve got the Title IX decision-maker courses and trainings your institution needs to stay educated and empowered. Create a free account at the IX Instutite and start learning today!