Student Grievance and Title IX Case Management Built for a Federal Clock
Kissflow intakes a grievance or Title IX complaint from any channel, a web form, an email, a walk-in report, triages and routes it against an SLA timer, and carries it through investigation, hearing, and resolution with a knowledge base and analytics behind it, so the Title IX coordinator can show exactly where every case stands against its clock, not reconstruct it from memory when OCR asks.
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The moment a complaint is logged, a federal clock starts, and it does not stop for a holiday
A student can raise a grievance or a Title IX complaint through a professor, a resident advisor, an online form, or the Title IX coordinator directly, and every one of those doors is supposed to lead to the same process: acknowledgement, investigation, hearing, resolution, closure, each with a timeline the institution's own policy and federal guidance require it to meet.
Today that intake is often scattered exactly the way the doors are, a form here, an email there, a verbal report someone writes up later if they remember to. Once a case is opened, tracking it against its own deadline usually means a spreadsheet the Title IX coordinator maintains manually, alongside whatever the investigator and hearing officer are tracking separately.
Kissflow rebuilds this as a governed case management app: intake from multiple channels into one case record, a triage and routing board that assigns ownership immediately, SLA timers that make a missed deadline visible before it is missed, a resolution workflow through investigation and hearing, a knowledge base for policy reference, and analytics that show case volume and outcomes by type. Your student information system stays the system of record for enrollment; Kissflow is the case record built to survive a federal review.
What breaks when grievance and Title IX intake has no single door
Reports enter through different channels and land differently
A verbal report to a resident advisor and a formal online complaint do not always get the same documented start.
SLA timers exist on paper, not in practice
Federal timelines are known, but nothing automatically flags a case approaching its deadline.
Investigation and hearing records live separately
The investigator's file and the hearing officer's notes are not connected to the same case record.
No pattern visibility across cases
Without analytics, a repeat respondent or a pattern in complaint type is invisible until someone notices manually.
Six modules. Built for how a grievance or Title IX case actually moves against its clock.
Every module ships with default forms, routing, and dashboards. Configure each one to your Title IX and grievance policy in the visual builder.
Multi-channel intake
Captures a complaint from a web form, email, or in-person report into one case record, regardless of the door it came through.
Acknowledgement and SLA start
Logs the acknowledgement that starts the federal or institutional clock, timestamped the moment the case opens.
Investigation workflow
Tracks investigator assignment, evidence collection, and interview notes against the same case record.
Hearing management
Coordinates hearing scheduling, panel assignment, and documentation as part of the case's continuous record.
Resolution and appeal
Records the resolution decision and tracks any appeal on the same timeline discipline as the original case.
Closure and records retention
Closes the case with a complete, access-controlled record retained to the standard your policy requires.
From request to system of record in four steps
Report
A grievance or Title IX complaint enters through any channel, a web form, an email, or a walk-in report, and becomes a single case record.
Assess
The case is acknowledged, its SLA timer begins immediately, and it is triaged and routed against that clock.
Resolve
The case moves through investigation and, where required, a hearing, tracked against its deadline throughout.
Record
A resolution is recorded, any appeal is tracked, and the case closes with a complete, retained record the coordinator can show OCR.
What changes when Title IX and grievance case management runs on Kissflow
| Process | Before Kissflow | On Kissflow |
|---|---|---|
| Intake | Different channels, inconsistent documentation | One case record regardless of how the complaint arrived |
| SLA tracking | A manually maintained spreadsheet | Automatic timers that flag an approaching deadline |
| Investigation record | Separate from the case file | Connected directly to the same case record |
| Hearing documentation | Tracked independently by the hearing officer | Part of the continuous case record |
| Pattern visibility | Noticed manually, if at all | Analytics surface volume and pattern by case type |
| Records retention | Inconsistent, dependent on who kept what | Retained to policy standard with access control |
Connects to your SIS and HR systems; Banner and Workday stay the system of record
Kissflow does not replace Banner, Workday, or your student conduct system of record. It is the case management layer that keeps intake, investigation, hearing, and resolution against one governed timeline.
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Built for a case that has to hold up under federal review
SLA timers that do not wait for a memory
A deadline surfaces automatically, instead of depending on the coordinator's own tracking.
One case, regardless of the intake channel
A verbal report and a formal complaint both become the same kind of documented case record.
Investigation and hearing on the same record
No gap between what the investigator found and what the hearing officer worked from.
Live in weeks
The Title IX office configures intake forms, SLA rules, and routing in the visual builder, without a systems project.
Patterns surface across cases, not just within one
Repeat respondents or complaint-type trends are visible in analytics, not just in individual memory.
Access controlled to who needs to know
Case details stay restricted to the coordinator, investigator, and hearing panel involved.
Related apps
Matriculation Case Management System
A different kind of case management, procedural admissions blockers rather than conduct and Title IX complaints.
Enrollment Yield and Retention Intervention Management System
Handles academic and engagement risk signals, a separate track from formal grievance and conduct cases.
Academic Policy Change Requests Management System
Where the policy a grievance is measured against gets drafted, approved, and put on record.
We help Title IX offices show exactly where every case stands against its clock
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GVP & CIO at McDermott International, Ltd
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Global Head - Digitalization & Business Improvement
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CIO, SN Aboitiz Power Group
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See what Kissflow can do for you
Talk to usGot questions? We're here to help.
Get SupportNo. Your student information system and any dedicated conduct system of record remain authoritative for enrollment and disciplinary history. Kissflow manages the intake, SLA tracking, investigation, hearing, and resolution workflow for each case.
Matriculation Case Management handles procedural admissions blockers for an individual student, a missing transcript, an unresolved hold. This app handles grievance and Title IX complaints, a fundamentally different case type with its own federal SLA and investigation and hearing requirements.
A web form, an email to the Title IX office, a verbal report to a faculty or staff member designated as a mandatory reporter, and a walk-in report to the coordinator can all be configured as intake channels feeding the same case record.
A timer starts at acknowledgement and tracks against the federal or institutional deadline for each stage, flagging a case that is approaching or has missed its deadline before it becomes a compliance problem.
Yes. Intake forms, SLA rules, routing, and reporting are configured in the visual builder, and the AI Builder can generate a starting workflow from a description of your grievance and Title IX process.
Access is role-based and restricted to the coordinator, assigned investigator, and hearing panel for that specific case, consistent with confidentiality requirements.
Yes. An appeal is tracked on the same case record with its own timeline, rather than starting a disconnected process.
Yes. Kissflow is certified to SOC 1, SOC 2, SOC 3, and ISO/IEC 27001, supports HECVAT review, and is built to support FERPA obligations around student conduct records.
