1. Documenting Incidents
Ricky Boggs (Area Coordinator for Hill-Myers)
Antuan Brown (Residence Hall Director for McWhorter & Vandiver)
Miles Johnson ( Residence Hall Director for Myers)
Ricky

2. Questions?

4. Take a moment to document what you just observed.
What Just Happened?
Take a moment to document what you just observed.
Miles

5. Why is it Important to Document Well?
The Mission
The Conduct Process
Keeping others informed (who might see your report?)
Better work on the front end = less work in the long run.
Miles
The Mission: Security - documenting well keeps our residents safer and helps us give them the best experience possible
The Conduct Process: More accurate information helps us have better development conversations with students, and prevents students from being unnecessarily involved.
Keeping others informed: All pro-staff might see a report and allow them to better do their jobs to respond to issues, high ranking officials & lawyers also may be able to see what you write.
Better work: When information is inaccurate or missing detail, we often have to follow up with you to follow up with students or re-explain the incident, which is more work for everyone.

6. Would you document?
Resident Ricky comes to you complaining that his roommate, Antuan, won’t keep the blinds closed during the day and the sunlight hurts his eyes. You speak with Antuan who says he didn’t know Ricky had a problem with it, and would keep the blinds closed in the future.
Miles

7. Would you document?
Resident Hannah lets you know that she hasn’t been feeling well and has missed the last couple of days of class. She thinks she got food poisoning from the dining hall, and will be better in a day or so.
Antuan

8. Would you document?
Resident Steven informs you that their roommate has about 10 people over in their room and they are playing music and being noisy. When you go to speak to the roommate, all the students comply respectfully and leave the room.
Ricky

9. If you have to ask, you probably should document.
When should I document?
If you have to ask, you probably should document.
Policy violations
Non-emergency resident concerns (FYI)
Roommate disagreements
Accidents/illness
Miles

10. INF (Incident Notes Forms) Use notes app or a notebook:
Take Notes!
INF (Incident Notes Forms)
Use notes app or a notebook:
Student names & ID (delete ID after documenting)
Name and birthday of non students
Time of incident
Location (Room #, Hall, common space, etc.)
Details – who, what, where, why, when, how
What else do I need to remember?
Antuan

11. Incident Report Writing
Always write in 1st person
Document the situation in full detail being very specific
Enter into Advocate immediately after incident
For example:
How much alcohol was left in the container
How far away could you hear the noise
How many people were in the room
Times/date/location of the incidents
Do not put personal feelings or assumptions in the report, facts only!
Antuan

12. Incident Report Writing
What NOT to say after an incident
That you know what will happen
That nothing will happen
That you know what violations they will be charged for
That you will not document the incident and just give them a warning
That you won’t share any personal info to your supervisor
Antuan

13. Incident Report Writing
What TO say after an incident
Check UGA
Read Community Guide/Code of Conduct
Talk to the RHD/AC/OSC
Antuan

14. Entering “The Happening” into Advocate
advocate.symplicity.com/sso/staffs/login
Ricky

15. Things to remember about Advocate:
ALWAYS CA/RA Incident Report
ALWAYS put a location (the building nearest or involved)
Witnesses vs. Students Involved
Ricky

16. Questions?
Ricky