1. Incident Documentation Campus Security Officer Training

2. Training Objectives 1.List the purposes of writing and using field notes and how to effectively capture information. 2.Determine the four purposes of report writing. 3.Identify the seven characteristics of a good report. 4.Demonstrate how to effectively write a narrative report using who, what, when, where, how, and why as questioning strategies.

3. Field Note Uses   Notes can be permanent   Notes are an aid in the investigative process   Notes help provide accurate testimony   Notes can be used as an activity log

4. Why Write a Report?  To inform  To record  To demonstrate alertness  To protect yourself

5. Characteristics of a Good Report  Clear  Legible  Complete  Accurate  Brief  Objective  Prompt

6. Six Important Elements  Who  What  When  Where  How  Why

7. Legal Concerns  Legal issues to consider when documenting incidents occurring on campus.  Intent is to provide basic, introductory information only.  Consult your campus leadership and/or counsel for specifics.

8. FERPA  Family Educational Rights and Privacy Act  Federal Law (20 U.S.C. 1232g; 34 CFR Part 99)  Students have right to control disclosure of student records.

9. FERPA: things to remember  Primarily addresses educational records (class attendance, grades, schedules, etc.).  “Need to know” is key in releasing information.  Release of information to appropriate parties in a health or safety emergency is PERMITTED.

10. HIPAA  Health Insurance Portability and Accountability Act  US Department of Health and Human Services Public Law 104-191 (enacted 1996).  Deals with confidentiality of health care records.  Protects “individually identifiable health information.”

11. Review of Training Objectives 1.List the purposes of writing and using field notes and how to effectively capture information. 2.Determine the four purposes of report writing. 3.Identify the seven characteristics of a good report. 4.Demonstrate how to effectively write a narrative report using who, what, when, where, how, and why as questioning strategies.

12. Happy Documenting!