Incident Report Writing
An official tool that VCU used to document incidents and other issues regarding student behavior issues or concerns
What is Maxient?
If you are ever in doubt if a report is necessary
What is writing an incident report?
What is writing the report?
Background Information
Involved Parties
Incident Summary
Supporting Documentation
What is the four sections within an incident report?
Complainant, Respondent, Student of Concern, Witness, and Other
What is a Role?
The Incident Report I use is?
What is the Resident Assistant Incident Form?
You are often the first responder to incidents.
Document and follow up on possible housing conduct, and student of concern issues
Provide your way of saying, " Here's what happened...
Legal Documentation of what occurred that can be viewed by government officials.
What is why we write Incident Reports?
What are the involved parties?
Student Conduct/Policy Violation
Roommate Conflict
Psychological/Mental Health Concerns
Sexual Assault/Sexual Harassment/Dating Violence
Non-Title IX Discrimination (based on protected identity)
General Concern FYI
Health and Safety Inspection Form
COVID System Disclosure
What is the Nature of This Report?
Generally, someone brings a concern to the attention of staff, who is not a student of concern or respondent
There is a possibility external parties may view the incident report so write professionally and if the reader has no knowledge of the reporter or the involved parties
Include the date, time, and location of the incident, as well as how you came upon the incident
What is the opening sentence?
Name, position, email address, date, time, and location should be included in this incident report section.
What is background information?
Is someone who is alleged to be in violation of policy
What is Respondent?
When referring to involved parties parent, guardian, relatives, etc.m identify the person(s) VCU status/title followed by person's relationship to the individual (i.e., Resident Keondra Lackey's mother)
Write the report in chronological order
Be sure to document specific language and behaviors rather than your opinions or judgment about the person's language and behaviors.
Things to remember when writing your incident report
What is who,what, when, where, why, and how?
Attach any evidence you may have (images of prohibited items, alcohol, drugs, stolen/damaged property, etc.
When uploading pictures they are
What is jpg?
Someone who was present during staff response to an incident, but is not involved in the concern or policy violation
What is a witness?
When documenting things from TikTok or Social Media?
What is a screenshot, download, or screen record? Do not include the links.
What should you remind residents when they ask what will happen to them or ask you to let them off the hook just this once
What is someone from the conduct and care team will evaluate the situation and determine if it violates our Student Code of Conduct. If it does, the case will be assigned to a hearing officer to meet with the resident.
What is to remind residents that it is your job to document the conduct/policy violation?
Using HD Keke or AD Asia in your incident
What is No?
Conduct and Care Team