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Chacivity Award
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Information for
Residence Life Staff
Information for
Faculty/Staff
Information for
Recognized Student Organizations |
Information for Community Assistants (CAs), Head
Community Assistants (HCAs), and Student Managers (SMs)
What is my role in the disciplinary
process?
As a staff member, after
confronting an incident, you should:
-
Meet with all involved
students to ensure that they understand why their
behavior was confronted and documented
-
Explain the policies
related to the incident and the rationales behind them
-
Share your perspective
of the incident, ask for each student's perspective, and
ask how the students are feeling
-
Discuss behaviors and
actions, not personalities
-
Explain that the
students will meet with the Residence/Graduate Director
to determine consequences for their behavior(s) or be
referred to the formal judicial process
What Important things should
I
remember?
-
Your
Residence/Graduate Director will decide how to respond
to an incident. Please don’t
make promises about
something that is out of your control.
-
CAs and HCAs are only informed of the results of an IRC or
judicial
hearing if they were physically victimized
during the incident or if they are involved in the
judicial sanction Federal law limits the sharing of
judicial information.
-
Your
Residence/Graduate Director has the responsibility to
collect and follow-up on all facts
and circumstances
surrounding an incident.
-
Confidentiality by all
participants is very important throughout the entire
disciplinary process
Why as a CA/HCA am I extremely important in IUP’s disciplinary process!
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You are the “front
line” respondent to incidents.
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You decide whether or
not to confront an incident.
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You decide whether or
not to document an incident.
-
You can either calm or
escalate incidents, depending on your approach.
-
You write incident
reports and therefore control information flow.
-
You are in the best
position to follow up with residents after an incident.
-
You serve as witnesses
in judicial proceedings and can impact hearing
decisions.
How can I maximize my
effectiveness in the area of discipline?
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Get to know your
residents before an incident occurs.
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Be direct and honest
about policies & consequences for violating them at
floor meetings.
-
Encourage residents to
read the housing license agreement, the student
handbook, & “Choices/Changes.”
-
Confront policy
violations without demeaning or insulting residents.
-
Ensure that residents
know why their behavior was confronted/documented.
-
Talk with residents
about an incident, not at them.
-
Explain that the GRD/RD
will determine consequences for behavior.
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Treat information
confidentially & avoid gossiping.
-
Trust that your GRD/RD
will handle follow up appropriately.
Where does my role as a
CA/HCA in discipline end?
Once you’ve confronted an
incident and provided information to the resident(s) and
your G/RD, it’s time to let your G/RD do her/his job:
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The G/RD investigates
an incident and determines the appropriate response.
-
The G/RD decides if an
IRC, a judicial hearing, or no action is warranted.
-
The G/RD or hearing
officer only communicates the results of an incident if
you are physically victimized or involved in the
disciplinary sanction.
INCIDENT REPORT WRITING
How should I write an
incident report?
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Note specifics of the
incident including details on "who, what, when, where,
and how"
-
Include only factual
information & NEVER SPECULATE OR EDITORIALIZE
-
Quote what people say
exactly and completely even if the words seem offensive,
vulgar, or embarrassing
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Never offer an opinion
on what should happen to the student as a result of the
incident
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Complete all sections
on the incident report form and remember to indicate
"AM" or "PM" in the time section
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Limit any notation of
student ID numbers to the top of the incident report
form.
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Remember that the
accused student is likely to read the incident report
and/or obtain a copy
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Keep all information
confidential
If an incident report is
poorly written and does not meet the criteria listed
above, your supervisor will return it to you and require
you to re-write the report.
SAMPLE INCIDENT REPORT WRITTEN
CORRECTLY
|
9-13-08 |
|
11:45 PM |
|
|
a.m. |
|
p.m. |
|
Date of Incident |
|
Time of Incident |
|
|
| |
|
XXX Sample Hall |
|
Location of
Incident (be specific) |
NATURE OF INCIDENT:
(Check all that apply)
|
|
Alcohol |
|
Arrest |
|
Assault |
|
Drugs |
|
Facilities |
| |
|
|
|
|
|
|
|
|
|
| |
Health
Safety |
|
Medical |
|
Harassment |
|
Noise |
|
Theft |
| |
|
|
|
|
|
|
|
|
|
| |
FYI |
|
Other: |
|
| |
|
POLICE NOTIFIED: |
|
Yes |
|
No |
G/RD ON-CALL
NOTIFIED: |
|
Yes |
|
No |
STUDENT(S) INVOLVED:
(Attach additional sheet if necessary)
|
NAME |
|
ADDRESS |
|
ID# (above I-Card
picture) |
|
Adam Ant |
|
234 Sample Hall |
|
(ID#
0000000000000) |
DESCRIPTION OF INCIDENT:
On September 13, 2004,
while on routine rounds, I , Joanna Blue (RA 2nd fl.
Sample Hall), and Bob Brady (RA 7th fl. Sample Hall)
heard noise coming from room 234 Sample Hall from the end
of the hallway (four doors away). We went to the room
and knocked while identifying ourselves as RAs. Adam
came to the door after about five minutes and we
stated that we could hear the music down the hall and
that it was 11:45 p.m. and quiet hours were in
effect. Adam turned down the music and I stated that
we would be documenting the incident to give to the
building director since he had been warned twice
before. Adam said, “whatever.” I told him that I was
willing to discuss the incident after I finished
rounds or tomorrow morning. Adam was compliant
throughout the whole incident, although he did not
understand why he was being documented.
|
Joanne Blue/Bob
Brady |
|
Date:
9/13/08 |
|
Signature of
Person Completing Report: |
| |
| |
Student |
X |
Staff |
|
Other |
|
| |
| |
|
|
|
Graduate/Residence
Director Signature |
|
Date |
DISTRIBUTION: One Copy each to G/RD; Associate
Director of Res Life, Other G/RD; OSC |
COMPONENTS OF A SUCCESSFUL
CONFRONTATION
As a CA/HCA,
what should my goals be for confrontations?
-
To gather factual
information
-
To confront behavior(s)
quickly and directly
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To help the resident
understand why a change is necessary by providing
rationale
-
To decrease
inappropriate behavior and increase appropriate behavior
How do I successfully confront an
incident?
-
Develop a positive,
open relationship with residents before a confrontation
is necessary
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ALWAYS RESPOND to
problematic situations/policy violations
-
Be assertive, not
aggressive or passive
-
Be aware of your
feelings & keep them in check or find another staff
member to handle the situation
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Be clear, honest,
direct, and non-judgmental
-
Be specific when
defining the problem/issue
-
Deal with present
behaviors only, not past behaviors
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Never make a deal with
a student
-
Confront individuals
(not groups) by isolating a key person
-
Focus attention on
behaviors, not personality, values, or other personal
characteristics
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Request assistance as
necessary (other RAs, HRA, RSAs, G/RDs, etc.)
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NEVER swear, yell,
make accusations or threats, adopt an aggressive
attitude or otherwise escalate the problem
Filing a Personnel Complaint at the Indiana Borough
Police Department
IUP supports your right
to be treated fairly in our community so that you are able
to focus on achieving personal and academic success. This
includes promoting an off campus environment in which you
feel safe and secure and where you are treated fairly and
ethically by local authorities.
IUP and the Indiana
Borough police department have developed a process by
which you, as a student, are able to voice your concerns
and issues directly to William Sutton, Indiana Borough
Chief of Police. Complaints are submitted to the
Office of Student Conduct, 307 Pratt Hall, and are forwarded to
Chief Sutton for his investigation and response.
Follow this link for more information.
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