Incident Report (IR) WritingLevel Up RA Training Fall 2016

• After each incident you are part of, you are required to complete an Incident Report (IR).

• A blank IR form is available on the Blackboard module for your viewing.

Introduction

• An IR is a thorough, accurate description of what happened during an incident.

• They are emailed to both the AC on Duty and your AC (there is a 1 in 5 chance that this is the same person).

• They can be viewed by various people, including students involved, faculty, and staff. Be sure to be professional, clear, accurate, and unbiased when writing an IR.

• IRs must be completed immediately after an incident occurs, no matter what time the incident occurs, to ensure that all information is fresh in our minds.

What is an IR?

• There are various options to select under “Nature of Report.”– Policy Violation– Alarm or Emergency– Medical/Psychological– Supplementary Report– General Incident– Other (Explain)

• No matter the type of report, all IRs should also be submitted online through the Advocate judicial software. This process will be covered separately during training.

Nature of Report

• Under “Individuals Involved,” list all persons involved, including RAs.

• All necessary information, including PRNs, rooms, and birthdays are located on the roster’s in your RA closet. No field should ever be left blank.

Individuals Involved

• This is the largest section of the IR Form.• Writing the narrative will take the most time and

requires the most detail.• If you follow a few key steps, you will be writing a

GREAT IR every time!

The Narrative

• Write in third person. A good rule of thumb is to avoid pronouns (I, me, we, you, us, etc.). It may sound repetitive, but it will help to avoid readers being unsure of who “she” is referencing.– Ex: Resident Advisor (RA) Johnny Applesauce approached Sokokis room 853.

• Begin the narrative with the initial date and time– Ex: At approximately 4:30pm on Thursday, July 30, 2015…

• Write out each person’s title and full name the first time you reference them. After that, abbreviate titles and use last names– Ex: First Time: Resident John Doe Second Time: Resident Doe– Ex: First Time: Area Coordinator (AC) Jane Doe Second Time: AC Doe

• Write chronologically to avoid jumping around and causing confusion for the reader of the IR.• Note specifics of the incident, including details on who, what, when, where, and how.

The Narrative cont’d

• Include only factual information and never speculate or editorialize– Don’t say “Resident Doe appeared to be really drunk and smelled gross.”

• When appropriate, quote what people say exactly and completely even if the words seem offensive, vulgar, or embarrassing.

• Never offer an opinion on what should happen to the student as a result of the incident.• Note if a resident was cooperative or uncooperative.• If alcohol or drug paraphernalia are found, list each item including the number, types, and

sizes of cans/bottles/etc.• Always spell check the document and proof-read it before you submit it.

The Narrative cont’d

• List any persons you may have contacted and the time at which you did so. This may include the AC on call, Security, EMS, etc.– It may be good to keep notes ongoing during the incident so that you remember accurate

times.• Again, email the form to the AC on call as well as your direct supervisor. Reminder, there is a 1 in

5 chance that this may be the same person.

• If an IR is written poorly and does not meet the criteria listed above, it will be returned to you for revision and resubmittal.

Finishing Up