incident report writing Steps to Successful Documentation UIC CAMPUS HOUSING / RA-PM SUMMER ONLINE TRAINING

why do we write incident reports (IR)? We write Incident Reports because… Incident Reports help define the details of an incident/situation so that those who were not there can have a clear picture of what transpired. It plays an important part in how we hold our students accountable. Some IRs have went on to be used as evidence in meeting with university officials and court hearings. We write Incident Reports because… Who? When? Why? What? Where? How?

when you should you write an IR ? Incident Reports need to be completed when any of the following occur: Any housing policy violations Emergencies (fire alarms, medical emergency, theft, etc.) Whenever the police, fire dept. or ambulance is called All incidents that require RD follow-up (roommate situation, vandalism, etc.) Incident Reports should be completed as soon as possible to make sure information and details are fresh on your mind Ideally you should write the IR directly after the incident concludes You should complete the Incident Report within 24 hours, or by 8AM (when your duty log is submitted) at the close of your duty shift (whichever is more practical) Many times it is easier to write your draft in Word and save the text of the incident description. This helps ensure you do not have simple errors.

Information you will need how to write an IR Review Incident Report Form - which is found on the Campus Housing Dock. Utilize your Roster! You should be able to fill out ALL areas; do not leave any areas blank (Name, UIN, Date of Birth, Resident, Hall/Room, Phone #, Email) Use Cell Phone and UIC email – these are the ways RDs actually get in contact with residents Utilize Word to type the “Description of Incident” section to be able to benefit from spell/grammar check, then copy and paste your perfected work of art back into the Incident Report form Be as detailed and accurate as possible – list quantities, names, precise time, location(s), amount of people, etc. Information you will need -names -UINs -hall & room numbers -email addresses -phone numbers -date of birth

tips for successful documentation Be objective, not subjective ie., state what residents/guests say exactly instead of saying not “resident was clearly drunk.” state “resident appeared to be intoxicated due to stumbling and red eyes, as well as had the smell of alcohol on his breath.” You are just providing facts, not opinions or conclusions – leave that to your RD! Use proper grammar and write as if this is a report, not a text, a Tweet, or a FB status! Write in chronological order and in the 3rd Person – ie, “SHA Smith” vs. “I” and “Resident Stone” vs. “He”

the path of the incident report Once you complete an Incident Report it is sent to your RD, the Conduct ARD, and the appropriate senior staff The Conduct ARD and Conduct Assistants then process the Incident Report and fill out a Charge Letter based upon the IR The Charge Letter and *edited* Incident Report (edited to remove any protected or confidential information) is sent to all residents that allegedly violated policies, as well as the building RD for each resident charged The Incident Report is VITALLY important in the Conduct Process as it contains all of the relevant information from the situation; it informs the Charge Letter process and is a guide for RDs when processing Conduct cases.

Remember the importance of language used in incident reports Remember the importance of language used in incident reports. These documents should always be perceived as professional and unbiased. choose your words RA Elaine Rivera and RD Bri Cooper - Or – Elaine and Bri “written up” vs. “documented” “busted” vs. “confronted” “guilty” vs. “responsible” “judicial” vs. “conduct” “Resident was a jerk and rude” - Or - “Resident was non-compliant with requests and called RD Dunn a “ short moron.”