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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?