Confrontation and Documentation

The Village 2016 RA Training

Documentation 101

• When documenting a situation, you are documenting everything you . . .

• See• Smell, and•Hear

When Gathering Information

• Stay focused on the information gathering

• Remember to Capture the Elements of the Violation

• Stick with the . . .– Who– What– Where– Why– When– How

Gathering Information

• A person’s school or State Identifications are the best forms of ID’s. Ask for those first.

• Get the person’s name.• Remember to also

document where they live, regardless if they live on campus or not.

• On Campus vs. Off-campus.

Gathering Information

• For People with no ID’s: Verify, Verify, Verify.

• Ask for:– Name– Building & Room

Number– PID Number– Date of Birth

• Ask for these more than once if need be

What do you include?• At this point, try to be as

specific as possible. • Document the following:

– The Date & Time of the Incident

– The number of people in the room, even if they are non-affiliates of the university

– Are the individuals being uncooperative?

– Are the people knowingly furnishing false information?

– Are the people knowingly concealing information?

– Are you being made to feel uncomfortable?

Dealing with Guests

• Take down their information just as you would if they were the residents of the point of contact.

• Inform the residents of the point of contact that they are responsible for the actions of their guests.

• If a guest is uncooperative you may ask them to leave the facility.

Dealing with Alcohol and Other Drugs

• Again, be as specific as possible. Document:– The types of alcohol (i.e.

beer, liquor, wine, etc.)– How much alcohol was

present (i.e. two 24 packs of Triton Pale Ale)

– Are the containers open or unopened, empty or half-full?

– If people are visibly intoxicated? (i.e. odor of an alcoholic beverage on their breath, slurred speech, red glassy eyes, etc.)

Dealing with Alcohol and Other Drugs

• It would also help to ask the following questions:– How much have you had to

drink tonight?– Is anyone in the room 21 or

older?– Did you take anything other

than alcohol?

• This is the best time to start writing down direct statements or quotes to make the Incident Report stronger.

• Always try to talk to the resident(s) of the unit

Dealing with Alcohol and Other Drugs

• Once you have taken all the identifying information:– Have the residents dispose of

all the alcohol.– Call an RSO and/or a Police

Officer to get rid of any paraphernalia

• At this point you should have an RSO, Pro-Staff, or Police Officer assisting you.

• Remember you should NEVER handle any of these items, under any circumstances.

Anatomy of an Incident Report• Is the Incident Sensitive in Nature?

– Yes/No Helpful Hint: Follow the “Seven P” Rule as a Guide •Police•Paramedics•Psychological Issue•Physical/Sexual Assault•Parents•Press•Paraprofessional Staff

• Title of the Report:When you save and send this report to the Pro Staff, it should be done in thefollowing format . . . Location-Issue-Date (e.g. DG3114_Alcohol_7.30.13)

• Student(s) Involved:

Full Name, Apt./Ste./Room Number, PID

Anatomy of an Incident Report• Student Group(s) Involved:

(e.g. WCSC, WAVE, Sigma Chi, etc.)

• Non-Affiliate(s) Involved:

• Incident Description:

• Date and Time of Incident:

• Location of Incident:

• Apt./Ste. /Room Number:

• Student Witness(es):

(e.g. This could be the back-up RA on duty, yourself, or any other UCSD graduate or undergraduate student).

• Other Witness(es):

(e.g. RSO, CSO, UCPD, Emergency Personnel, UCSD Faculty and/or Staff, etc.)

Anatomy of an Incident Report

• Alcohol Involved:

Yes /No (List Exactly what you observed)

• Drugs Involved:

Yes/No (List Exactly what you observed)

• Weapons Involved:

Yes/No (List Exactly what you observed)

• RSO Called:

Yes/No

• DRL or ADRL Called:

Yes/No

• UCSD PD/Emergency Personnel Called:

Yes/No (If Yes, then we will need a case number, and try to get the officer(s)/personnel names).

• Police/Case Report #:

Only if UCSD PD/Emergency Personnel was contacted, this is very IMPORTANT in processing the report.

Q&A

• Any Questions?