Role in the Disciplinary Process
Incident Report Writing
Sample Incident Report — Written Correctly
Components of a Successful Confrontation
Filing a Personal Complaint at the Indiana Borough Police Department
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 building director to determine consequences for their behavior(s) or be referred to the formal student conduct process
Your building 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 student conduct hearing if they were physically victimized during the incident or if they are involved in the judicial sanction. Federal law limits the sharing of student conduct information.
Your building 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
You are the “front line” respondent to incidents.
You decide whether or not to confront an incident.
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 student conduct proceedings and can impact hearing decisions.
Get to know your residents before an incident occurs.
Be direct and honest about policies and consequences for violating them at floor meetings.
Encourage residents to read the housing license agreement and “The Source.”
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 building director will determine consequences for behavior.
Treat information confidentially and avoid gossiping.
Trust that your building director will handle follow-up appropriately.Components of a Successful Confrontation
To gather factual information
To confront behavior(s) quickly and directly
To help the resident understand why a change is necessary by providing rationale
To decrease inappropriate behavior and increase appropriate behavior
Develop a positive, open relationship with residents before a confrontation is necessary.
Always respond to problematic situations/policy violations.
Be assertive, not aggressive or passive.
Be aware of your feelings and keep them in check or find another staff member to handle the situation.
Be clear, honest, direct, and nonjudgmental.
Be specific when defining the problem/issue.
Deal with present behaviors only, not past behaviors.
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.
Request assistance as necessary (i.e; another CA, your building director, Resident Life On Call, and/or University Police).
Never swear, yell, make accusations or threats, adopt an aggressive attitude, or otherwise escalate the problem.