Maxient and Incident Report Training

Objectives At the end of this session you will be able to: Understand the function of an incident report in the judicial decision making process Understand reporting standards for incident reports and how to complete them. Navigate to and through Maxient

What is an Incident Report? For those who want a definition: An incident report is a critical element in the residence hall judicial process providing an unbiased written presentation of the facts concerning a specific occurrence involving a facilities report or violation of the judicial code of conduct and/or the health, safety, and security of residents.

Decision Making Process Violation Allegation Hall Director Conference Found Not Responsible Found Responsible Dismissed Denies Responsibility Accepts Responsibility J-Board Hearing Sanction Assigned Found Not Responsible Found Responsible Dismissed Denies Responsibility Accepts Responsibility Hearing with RLD Sanction Assigned Dismissed Sanction Assigned

Overview Writing a quality incident report requires adopting a mentality that breaks nearly all the “rules of good writing” that were beaten into your heads in high school and college.

The Basics Before beginning the incident report Incident reports are confidential documents and should not been seen by anyone except the author(s), HD, and residents involved. Write the report in a private location where others will not be able to read what you are writing.

What You Need To Include Date, time and location of incident Name and Blugold ID number of all people involved- This includes witnesses Names of all staff members involved Objective description of what happened

Don’t forget to get the names and Blugold ID numbers

How Do I Even Get To Maxient?

From the University Home Page Click Housing and Residence Life

Click On Student Staff Link Under “About Us”

Click On The Staff Only Links

Finally Click On Incident Report System

What The Page Should Look Like

I got there now how do I fill out the form?

Links to room numbers Screen Shots

Type of Report/Urgency Make sure you choose the correct type of report in the Background Information section Choose Housing and Residence Life for a normal IR Choose “Housing Facilities Concern-vomit/blood” for vomit and “Housing Facilities Report- all other” for all other issues. Make sure you mark the correct item in the urgency tab

Background Information Fill in your information, including: Your full name Title (resident assistant) Phone number and email address Your Hall address Nature of the Report Housing and Residence Life Report, Housing and Residence facilities concern- Vomit/Blood, Housing and Residence facilities report- all other Urgency Normal, EMS Transport, Suicide concern, Arrest/Police transport-non drug, Injury/Illness, and Drug Date/Time/Location of the incident

Who Do You List?

Involved Parties Make sure you add the information for everyone that was as the scene Enter witnesses of the scene and alleged students in this section Only use Alleged, Witness and Victim For residents written up: Enter all the information including: Name Status (alleged) Blugold ID number

No One Home? If no one answers a door, list the names of the residents who live in the room. If you can’t identify a person responsible in a public area, list none in the first name slot, and none in the last name slot. Leave the ID number blank in this case.

Reporting Standard Use Spell Check! Write the incident report that day/night. Include all pertinent and useful details. Provide only factual information. Include sights, smells, sounds, etc., not feelings, impressions, or conjecture. Keep the incident report concise Complete Accurate Use Spell Check!

Reporting Standards (Cont.) Include all the details Who, What, When, Where, How, and Why Use Direct Quotes As Needed Use quotation marks with attributions Write Clearly Check the Spelling Watch Your Grammar Proofread the Report

Avoid Pitfalls Be precise: the location of the incident should be specific. Incorrect: “Outside the room” Correct: "In the hallway outside of room 193. Always use 3rd person to refer to yourself when writing the report. Incorrect: “I saw them play with a soccer ball in the third floor hall.” Correct: “RA Chadwick observed residents Martin and Johnson engaged in play with a soccer ball in the 3rd floor hall nearest room 328.”

Avoid Pitfalls (Cont.) Use complete names and room numbers for ALL the residents involved the first time they are mentioned in the report. After that, you can use just last names. Incorrect: “They were really making me angry with all their lies.” Correct: “Martin and Johnson were uncooperative and refused to give RA Jones their names.”

Avoid Pitfalls (Cont.) Precisely describe events and occurrences. How many people were in the room? What kind of alcohol was it; beer? wine? What was said? Don't be afraid to write foul language in the report. Incorrect: “They threw some stuff on the floor and then left.” Correct: “Martin and Johnson threw soda cans and gum wrappers on the floor as I approached them, and then they walked away down the stairwell nearest room 328.”

The Good, The Bad, and The Ugly

A Bad IR I was walking down the hall when I heard loud music coming from 234. I knocked and told the residents to turn down the music and asked for their blugolds. They might have been drinking and were cooperative.

An Ugly IR Mr. Josh had rounds a few days ago. I walked around Towers and heard some people having a good time. They wouldn’t open up, so I had to grab the key to open it for them. I saw that they had some half empty bottles of beer and told them that I would have to take those for evidence. I grabbed a few of the residents id’s but not all of them said they were drinking and a few were passed out so I told them they weren’t going to be in trouble. I then told the residents that were drinking that they were in so much trouble, but if they made a few of my bulletin boards and cleaned up the puke that I left on 10th floor they would be off the hook. A few floors down I saw a group of freshmen doin the same thing as the last people and had to write them up too. I gave them the same deal as with the other residents and they accepted too. This group only had a few empty bottles so I said they could keep them for decoration if they wanted. Other than that it was a pretty quiet night and all of my bulletin boards were made.

Good IR RAs Shelby Ackerman and Heather Spray received an anonymous call on the duty phone at approximately 12:45 am that room 339 was being very loud. RAs Ackerman and Spray went to the alleged room where they heard music and loud voices from three doors down. RA Spray knocked on the door and announced herself as the RA on Duty. RAs Ackerman and Spray could hear clinking coming from inside the room and a male voice say “Quick hide the booze.” RA Spray Knocked on the door again re-announcing who she was and asking for the door to please be opened. A female voice responded “Yeah, I heard you the first time.” Resident Samara Gaitan opened the door and asked what the problem was. Resident Spray informed her that it was quiet hours and that they were being too loud. As RA Spray was talking, RA Ackerman noticed a can of Budweiser beer sitting on the desk. RA Ackerman asked that all of the alcohol in the room be moved to center of the room into the recycling bin and that all residents come out to the hall and give the RAs their Blugold IDs. When resident Gaitan said that there was no alcohol in the room RA Ackerman pointed to the beer can sitting on the desk. The residents cooperated with RA Spray and Ackerman and handed over their Blugolds after they placed 5 cans of Budweiser beer and a bottle of UV Cherry in the center of the room. RA Spray took down the information needed and when asked by residents if they would get in trouble RA Spray responded that RA Ackerman and herself were there to document and report the situation. The hall director would be responsible for the incident afterwards. Resident Bryan Yanagita went with RA Ackerman to the custodial closet where he dumped out the remaining alcohol and recycled the bottle and cans while RA Spray remained with the rest of the residents. RA Spray asked if the residents had any questions and was told that there were no further questions.

Additional Tips People who read IRs need to understand what happened : You, Your HD, J-board Members, Deb, Chuck, and sometimes the Dean of Students. Students involved vs. witnesses When to use “none” in the student name section

Additional Questions

Additional Questions/ Supporting Documentation Fill out the bubbles according to what happened during the IR Attach any photos that you took to “Supporting Documentation” (example: a picture of hate speech on a white board)

Last Step

Fill Out the Text Type in the quote in the box It is for security purposes – prevents spam Press the blue refresh button if you are unable to read the security code.

Before You Click Submit Reread over all the information to make sure you are not missing anything and your description makes sense Then click “submit report”

Try It For Yourself Try creating an IR for yourself Make sure you click on “training” in the “nature of this report” section

Congrats! You have submitted your first IR on Maxient!

J-Board General Process Hearings are always scheduled between 4 and 7 PM on Thursdays All parties receive notification of a scheduled hearing no less than 48 hours before the hearing Conflict or not, please notify your HD and the J-board Chair immediately with an email confirmation that the given time will or will not work for you We often need you there and can sometimes reschedule. Please notify them of any changes 24hrs in advance

J-Board (Cont.) General hearing process The student(s) and HD enter first and give their perspectives on the events You and any student witness(es) are then invited in as two separate groups You are done once you have provided your statements!

J-Code Sanctions When a student is found in violation of the Alcohol Policy, they are assigned a course: Alcohol Courses are: Choices is $75 Under the influence- social responsibility is $75 PHD is $40

General expectations for RAs at J-board Hearing Write a clear, informative IR. Respond within 24 hours to e-mails from the J-board Chair. Re-read the IR prior to the J-board hearing. Be on time for J-board hearings in Towers. Behave professionally in the hearing. “Only the facts Ma’am!” Be respectful of all people in the room

J-Board Practice Mock Hearing Questions