IR Response and Writing

Protocol

100

It's 8pm and a resident reports that they want their bed lowered for comfort purposes

What is...

- Direct the resident towards scanning the Work Order QR code. 

200

DOD has asked you to conduct a wellness check on a resident. They do not answer when you knock. What do you do next?

What is...

1. You can message them on Group Me

2. You can use the Teams roster to call / contact them 

3. You can use a master key to key into their room. MUST be with a 2nd staff member BEFORE keying in. Must knock / announce yourself 2 times before entering on the 3rd time

4. Call DOD after exhausting these options. May need to write IR.

300

Simplex fire panel goes off for room 401. What steps do you take? 

What is...

1. Identify the room # on the panel

2. Grab a master key and go check on the room 

3. Visually inspect the room & determine why the alarm went off

4. Share your finding with UP 

5. Submit an IR Report

400

When do you submit IR reports?

- Elevated residents concerns where threats, bias, or discrimination were present 

- Alcohol or drug scenarios*** 

- Major guests concerns / violations 

- If a smoke detector goes off

- Elevated roommate issues

- Serious mental health concerns

- Physical injury 

- Physical altercations

500

This is the protocol for building-wide fire alarms aka building dumps (each step from exiting to returning back into building)

1. Exit the building - ONLY IF SAFE - Grab the emergency binder 

2. Stand at the gathering point - guide residents to the same spot

3. Call DOD

4. Give UP the Red Binder 

5. Wait for clearance from fire department for re-entry

6. Each RA should grab a master key, take a floor, and inspect each room to ensure no residents are in the room. 

6A. Ensure residents do not use the elevator for the first half hour after an alarm

7. MUST lock each room after opening to prevent any theft-related incidents! 

8. Open up any rooms at the request of a residents who forgot their keys 

9. Escort any residents who didn't leave the hall to HD office

10. Assist DOD with writing report as needed

Reports

100

Incident reports are due by this time

What is before/by 8am the next day

200

Two types of reporting forms in the Staff Portal

What is

1. Health & Safety Form 

2. Residence Life Incident Reporting Form

300

You can attach this kind of content to the incident report form. 

Part 2: When will you have a need to attach content to a form?

What are (1) videos and (2) photos 

Will need these files if you handle a 

- Alcohol / marijuana / drug / weapon incident 

- Harassment incident (involving vandalism, text threats, social media snubs, etc.)

- Confiscations

- Health & Safeties - extreme messiness 

400

Why is objectivity important when writing a report?

- Reports can be utilized in conduct or even court cases

- Accurate record is needed for student misconduct to hold them accountable to the Student Code of Conduct

- Inserting opinion or bias in the report is unprofessional 

- Being objective helps to craft a clean and easily-understood report

500

If an incident occurs, who can you share the details of the report to? 

1. DOD 

2. HD 

3. RA assisting you with the incident

4. University Police 

5. Professional ResLife staff who ask for professional purposes

Confidentiality vs. Privacy

Act Out

100

Noise Complaint

• Scenario: A resident reports excessive noise coming from a neighboring room at midnight. Resident is blaring music & is reluctant to turn down the music

Objective: Demonstrate how to approach the situation, including knocking, addressing the noise issue respectfully, and following up if necessary.

200

Health & Safety Confiscation  

• Scenario: During Health & Safeties, you find a grinder, dime bags of weed, and a covered smoke detector in a resident's room. Both residents aren't present.

Objective: Demonstrate proper handling of prohibited items during Health & Safeties, including documentation, notification of staff, and ensuring professionalism and privacy.

300

Roommate Disagreement 

• Scenario: Two roommates are arguing loudly in their room. One feels the other isn’t respecting shared spaces, and tensions are escalating.

Objective: Role-play mediating the conversation, de-escalating the argument, and proposing potential solutions.

400

Alcohol / Party 

• Scenario: During rounds, you notice the smell of alcohol coming from a room, as well as loud noise/music. Upon knocking, you find underage residents and 7 additional non-residents/guests and open alcohol containers inside. No one needs medical attention.

Objective: Role-play addressing the situation, explaining policy violations, collecting/disposing of the paraphernalia, and writing an incident report.

500

Mental Health Crisis 

• Scenario: A resident approaches you late at night, crying and stating they are overwhelmed and have had thoughts of self-harm.

Objective: Role-play providing immediate support, contacting appropriate resources (e.g., on-call staff, counseling services), and ensuring the resident's safety.

Director on Duty

100

This is how DOD knows who is on duty in your hall

what is

- They tour each night around 8pm

- You must text them at the beginning of your duty shift @ 8pm!!!

200

List scenarios in which it is mandatory to call DOD. 50 points per correct answer.

- Title IX disclosure (harassments, assault, DV, intimate partner violence, stalking)

- Physical altercation of any degree (shove, push, punch) 

- Severe alcohol or drug impairment

- Passed out resident 

- Medical emergencies / injuries (small injuries may not come)

- Covered smoke detector

- Threats (may not always come)

- Marijuana paraphernalia (alcohol can be confiscated without HD)

300

Emergency Work Orders. List them. Each correct answer will receive 50 points.

- Shower / toilet flooding

- Both elevators being down

- All lights out in a room 

- All electrical out in a room 

- A lock that doesn't work / lock

- Bodily fluids (blood, urine, fecal matter, vomit, etc.) 

- Any active water leak

400

You should know this information when calling DOD

- Incident description / any back information you have 

- Where you are (hall and floor) 

- Who you are 

500

There is a physical altercation taking place. You call DOD. The residents are fighting, there is a large crowd & residents are filming, in the area of the fight, and egging on the situation. DOD and UP arrive. What is the RA role. 

- Crowd control 

- Student identification

- Helping write IR report 

- Not touching the residents / getting physically involved