Formatting & Logistics
Reports must be submitted as this specific type under "Nature of Report."
What is a Residence Life Report?
IRs should always be written in this "person."
What is Third Person?
You should use this to describe the timeline of events, from notification to conclusion.
What are Time Stamps?
Every report must start by stating these three basic logistical facts about the event.
What are the date, time, and location?
This is the daily deadline for submitting an IR after an incident.
What is 9:00 AM?
These two things should never be included in a report; only document facts and observations.
What are Assumptions and Opinions?
Instead of just saying "some alcohol," you should do this to provide the hearing officer a better idea of the scene.
What is Quantify (or "Give specific numbers")?
When beginning the report, you must explain exactly how you first became this.
What is aware of the incident?
When introducing a person for the first time, you must include these two pieces of information.
What are Full Name and Full Title?
This is what you would use instead of pronouns in the incident report, to avoid ambiguity.
What is the person's name?
Only use these if you are completely confident and sure of exactly what was said.
What are Direct Quotes?
This is the specific time you must include at the very end of your report to show when the matter was finished.
What is the conclusion time?
After the initial introduction, you may abbreviate a person's name and title using only this.
What is their Last Name?
You should not state that an action is a "violation"; instead, you should do this.
What is Describe what you observed? (The hearing officer determines the violation).
These two specific types of external case numbers should be included if they are available.
What are CSS and/or Police case numbers?
To avoid "leaving the reader hanging," you must explain how the incident reached this.
What is a resolution?
Do not include yourself under this specific section of the report.
Who are the Involved Parties?
While you have up to 24 hours to submit, this is considered the "best practice" for when to write the report to ensure maximum accuracy.
What is immediately following the incident?
After submitting the report, you must record this specific piece of information to include it in the duty log.
What is the IR Number?
Your report should document these parties (such as CSS or Police) and if residents followed their directives.
Who are responding agencies (or "Who responded and did the residents comply")?