Student Affairs Critical Incident Response Manual · 8/13/2013 · Student Affairs Philosophy and...

DIVISION of STUDENT AFFAIRS & ENROLLMENT MANAGEMENT

CRITICAL INCIDENT RESPONSE MANUAL

ANTHONY L. JENKINS, PH.D.

VICE PRESIDENT

Table of Contents

Section I Emergency Contacts . . . . . . . 3

Section II Student Affairs’ Philosophy and Guidelines . . . 4

Section III Departmental Roles . . . . . . 5

Section IV General Procedures for Handling Critical Incidents . 6

Section V Death of a Student (Suicide or Accidental) . . . 7

Section VI Attempted Suicide . . . . . . . 10

Section VII Accidents/Illness (Individual or Group). . . . 11

Section VIII Mental Health . . . . . . . . 11

Mental Health (Requiring Immediate Attention) . . 15

Mental Health (Developing Behavioral Issues) . . . 17

Mandated Assessment Policy . . . . . . 17

Emergency Petition Procedures . . . . . 18

Section IX Sexual Assault . . . . . . . 19

Section X Family and Student Emergencies . . . . 20

Section XI Missing Student . . . . . . . . 21

Section XII Active Shooter . . . . . . . . 21

Appendixes . . . . . . . 23

Last updated 8/13/13

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Section I

Emergency Contacts

Office Contact Numbers:

Vice President ...………………………………………………………...x6687

Counseling Center………………………………………………………x6449

Health Services………………………………………………………….x5697

University Police.......................................... ...................... ................ x3000

Confidential Initial Contact Information: Behavioral Assessment Team (BAT) Members

Counseling Services – Dr. Ron McLean, Director ……………………………………

Disability Services – Dr. Dorling Joseph, Director ……………………………………

Human Resources – Ms. Marie Billie, Esq., Director …………………………………

Residence Life – Mr. Marvin Jones, Director ………………………………………….

Student Affairs & Enrollment Management – Dr. James White, Jr., Assoc. Vice President (Chair)

Student Health Services – Ms. Sharone Grant, Director ……………………………….

University Police – Chief Ernest Leatherbury, Director ………………………………….

Section II

Student Affairs Philosophy and Guidelines

The Student Affairs Model

Over the course of an academic year, UMES encounters several critical incidents that are

managed by a variety of department professionals throughout the Division of Student Affairs &

Enrollment Management. Often, the need for significant involvement beyond simple notification and

communication among multiple departments within Student Affairs is unnecessary. However, major

critical incidents do occur and require collaborative efforts by several departments within and beyond

Student Affairs. While we cannot plan for all critical incidents that may occur in our community, these

guidelines should provide a framework to enhance our ability as student-centered professionals to

consistently and collaboratively meet the challenges presented by critical incidents.

In defining a critical incident, there are a number of variables that need to be considered. Will the

incident impact the individual’s ability to meet their academic obligations? Did the incident have

potential impact on the surrounding community or other individuals? Will the incident likely draw media

attention? Are there legal or risk management issues involved? Will the incident require continual follow

up or long term intervention? Are there key university personnel I must immediately inform of the

incident? If you answer affirmatively to any of these questions, you are most likely dealing with a critical

incident. As a rule of thumb, always initiate contact if you are concerned. It is always better to be too

concerned than not concerned enough.

The model presented is an overview of how the Division of Student Affairs & Enrollment

Management handles critical incidents:

The Vice President for Student Affairs & Enrollment Management (VPSAEM) provides central

coordination to major critical incident response within the Division and collaborates throughout

campus. The VPSAEM should be contacted in reference to a major critical incident as soon as

possible. Upon notification, the VPSAEM will apprise the President and others of the situation.

The Division of Student Affairs & Enrollment Management is responsible for coordinating the

University’s Behavioral Assessment Team (BAT). The BAT will be composed of the following

members: the Associate VPSA, the Director of Student Health Center, the Chief of Police, the

Director of Counseling Services, Human Resources, Disability Services, and faculty.

The AVPSA will determine if it is necessary to convene the BAT and request other members of the

university to attend emergency meetings depending on the nature of the incident.

After the critical incident has been addressed, the AVPSA, in consultation with the VPSAEM will

schedule a meeting with the BAT team for debriefing. The BAT will develop a plan of response and

monitoring as deemed appropriate. Additional debriefing sessions may be initiated and implemented.

The AVPSA will schedule a review meeting each semester with appropriate departmental

representatives to evaluate the Division’s success in responding to critical incidents (as applicable).

Recommendations for policy modification and procedures will be determined at this review.


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Section III

Departmental Roles

Office of the Vice President for Student Affairs & Enrollment Management (VPSAEM)

The Vice President for Student Affairs & Enrollment Management coordinates notification to the

President, Vice Presidents and other appropriate senior level administrators.

The Vice President (or designee) initiates policies and procedures for decisions on continued

enrollment.

Collaborates with University Officials to develop a response(s) to media outlets in consultation with

the department of University Relations.

Associate Vice President for Student Affairs (AVPSA)

The BAT in consultation with the AVPSA coordinates critical incident response approaches

The AVPSA in consultation with the VPSAEM initiates policies and procedures for decisions on

continued enrollment.

The AVPSA communicates with appropriate departmental representatives.

Collaborates with appreciate units across the campus to develop notification of an incident.

Interprets the Student Code of Conduct and other policies.

Acts as university liaison with parents and families.

Provides access to student information (e.g., class schedule, home and campus address, next of kin)

Coordinates dissemination of death notification to university departments.

May provide initial critical incident intervention.

Initiates critical incident debriefing sessions.

Residential Life

Assess impact of the incident on the living environment.

Provide on-going support to the housing community.

Initiate primary notification of incident.

Provide access to student information (e.g., roommates, friends, status in community).

Participate on BAT and in critical incident debriefing.

Counseling and Health Services

Provide psychological assessment and consultation (Counseling Center).

Provide medical assessment and consultation (Health Services).

Provide ongoing critical incident intervention (e.g., individual and group process).

May assess the need for hospitalization in emotional and physical health issues.

Participate on BAT and in critical incident debriefing.

Human Resources (not a function of SAEM)

Provide leadership as it relates to employment decisions

Help guide the team from a legal perspective

Chief of Police (not a function of SAEM)

Assumes initial on-site command and control of emergency response.

Requests assistance from outside law enforcement agencies, ambulance, fire and other rescue.

Coordinates emergency radio communications between various persons, departments and campus

community.

Provides security for staff involved in critical incidents.

Coordinates emergency transportation to the hospital, if needed.

Coordinates arrest, processing and confinement procedures.

Maintains records and logs as emergency situations develop including casualty information.

Assists in providing after-action reports.

Manages campus-wide notification through emergency system.

Director, Office of Public Relations (not a function of SAEM)

Manages all media releases of official university response in consultation.

Section IV

General Procedures for Handling Critical Incidents

The following general procedures are suggested guidelines in the event of a critical incident:

1. Assess the situation to determine type and severity of the critical incident. In a case of imminent

harm, call University Police x3000 (on-campus) or Princess Anne Police - 911 (off-campus).

2. Inform the Office of the Vice President for Student Affairs & Enrollment Management. If the

VPSAEM is not available, contact the Associate Vice President. Refer to the emergency contact list

regarding staff and telephone contacts (p.3) if needed.

3. The Associate Vice President will apprise the Vice President, who will then brief the President.

4. The AVPSA, in consultation with the Vice President, will coordinate the response in conjunction

with the appropriate university departments.

5. All inquiries from the media should be referred to the Director of Public Relations. The official

university response will be released by the department of University Relations.

6. After the critical incident has been resolved, the AVPSA will coordinate a debriefing session with a

representative of each department involved in the critical incident.

7. The Office of Student Affairs will initiate policies and procedures for decisions on judicial issues or

continued enrollment, when appropriate.

8. The AVPSA will schedule a review meeting each semester with appropriate departmental

representatives to evaluate the Division’s success in responding to critical incidents.

Recommendations for policy modifications and procedures will be determined at this review.


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Section V

Death of a Student (Suicide or Accidental)

Immediate Protocol

1. If a student death is discovered in the residence halls, immediately call the University Police at

x3000. The Residence Assistant (RA) will then contact the Director. The RA (or point person) is to

secure the location where the body is located, and not touch, move or allow anyone access to the

area until University Police arrives. The Director will contact the Vice President for Student Affairs.

If the Vice President for Student Affairs is unavailable, the Associate Vice President should be

contacted.

On Campus Non-Residential Facility

2. If a student death is discovered in an On-Campus Non-Residence facility, immediately call the

University Police at (x3000). It is important to keep all on-lookers from entering the area where the

body is located. When appropriate, University Police will contact the Vice Presidents of

Administrative Affairs and Student Affairs & Enrollment Management. Upon arrival, UPD is in

charge at the scene. UPD will be responsible for contacting all external emergency agencies, as

needed. Once available, UPD will provide the Vice President for Student Affairs (or designee) with

basic information regarding the identity of the decease student (i.e., name and/or student

identification number). The AVPSA or designee will contact the Director of the Counseling Center,

at which time the AVPSA will determine the need for counseling services. If needed, a counselor

would be dispatched to the immediate area. Upon arrival the Counseling Center’s charge will be to

provide appropriate evaluation of needs and implement necessary service contacts and coordinate

mental health counseling and emotional support for students in need of assistance. Note: campus

ministers may also play a key role in supporting students during crises.

3. The Associate Vice President or designee will verify the students’ identity and status as a university

student, by contacting the University Registrar’s Office at (x6414). Or after hours UPD (x3000).

4. If you are the first person on the scene, follow these procedures:

a) Keep other individuals from viewing the victim and surroundings (if possible), and do not

touch, rearrange, or move any contents of the room/area.

b) Do not allow access to the body or to the area where the body was found by anyone other than

UMES police, local police and official medical personnel.

c) Identify any individual(s) who are able to provide information to university officials or law

enforcement authorities.

d) Focus attention on the community around the area and provide support.

Off Campus/Sponsored University Event

5. If a student death occurs at any off campus apartments which has a contractual agreement with

UMES, or an off-campus sponsored university event contact the University Police; the Chief of

Police will contact both the Vice Presidents of Administrative Affairs and Student Affairs.

6. The Chief of Police or designee will verify the students’ identity.

7. If you the first person on the scene, follow these procedures:

e) Keep other individuals from viewing the victim and entering the surroundings.

f) Do not allow access to the body or to the area where the body was found by anyone other than

UMES police, local police or official medical personnel.

g) Identify any individual(s) who might provide information to university officials or law

enforcement authorities.

h) Do not touch, rearrange, or move any contents of the room/area.

i) Focus attention on the community around the area and provide support.

Off Campus Home with Family/Non-sponsored University Event

8. If a student death occurs while a student is at home (with family or on a weekend non-sponsored

university trip), the first point of contact within the university is responsible for contacting the Vice

President for Student Affairs & Enrollment Management. The VPSAEM will brief the President and

other university officials.

Secondary Protocol (after the death of a student)

1. The AVPSA or designee, will determine the need to convene the BAT and provide ongoing

coordination.

2. The AVPSA, in consultation with the VPSAEM, will coordinate notification to senior level

administrators.

3. The VPSAEM will make the initial university contact with parents/family.

4. The AVPSA will contact the Director of Public Relations (x2355) and apprise him/her of the

situation for development of media strategy.

5. The AVPSA will coordinate ongoing contact with the family to determine plans and

opportunities for the university to provide support (i.e., memorial services, gathering student

belongings, academic matters, etc.) (except for matters related to any investigation). These

will be handled by the Chief of Police.

6. The AVPSA or designee will coordinate notification to the university community.

Ongoing Protocol (after the death of a student)

1. The AVPSA or designee, will notify the following University offices of a student death via

memorandum: President, Vice President for Academic Affairs, Vice President for Administrative

Affairs, Academic Dean of the student’s major/college, the student’s Instructors, the student’s

Academic Advisor, Admissions Office, IT, Counseling Services, Registrar’s Office, Financial Aid,

Student Accounts, Student Health Center, Residence Life (if applicable), Library Services, and

Director of Public Relations (Appendixes A and B – Student Death Memo). The memo will request


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that all university files, accounts, etc., be sealed. This will prevent the sending of any inappropriate

correspondence from the University to the deceased students’ family. If applicable, any student

groups the student may have been associated with will be contacted as well.

2. The AVPSA, in collaboration with appropriate personnel will determine whether the SGA,

friends/close associates wish to sponsor a memorial discussion or service. The AVPSA or designee

will extend an invitation to the student’s family to attend (if applicable).

3. The AVPSA, will coordinate counseling services for students, faculty, and staff. Counseling services

should be mobile across campus. The pastor(s) of church should be called upon as needed.

4. The AVPSA or designee will collaborate with students to establish a memorial table on campus,

including memorial service information (if available). This memorial book will be mailed to the

deceased student’s family accompanied with a letter from the University President.

5. The official correspondence will be sent from the President’s Office to parents/guardians or

appropriate relatives of the student. This letter will also contain any information/directives necessary

to conclude official business between the student and the university. Such official business may

include refunds for academics, parking, student travel/activities, and it may require a death certificate

in the case of financial aid and student fee refunds.

6. If the deceased is an international student, the AVPSA or designee will contact Director of the Center

for International Education. The Student Health Center will retrieve the student’s records to

determine if the student has health insurance. In addition, the AVPSA will work with Director of the

Center for International Education to review the student’s sponsor’s affidavit before contacting the

respective consulate. Also, the Director of the Center for International Education will oversee the

process of working with the family to transport the student’s remains to his/her home country or back

to the states if the student is on a University sponsored trip (if applicable). The Director of the Center

for International Education (or designee) will also oversee the termination of the student’s records in

SEVIS.

The AVPSA will locate the student’s contact information for the next-of-kin.

* The Director of Student Health Services should be contacted. (FYI - The international

student’s insurance should, at minimum, cover $50,000 in health benefits, $10,000

Medical Evacuation and $10,000 Repatriation benefits.)

7. The AVPSA will convene a meeting of appropriate personnel involved in the situation to debrief and

assess need for ongoing intervention.

8. The AVPSA or designee will work with Residence Life staff to coordinate the return of the student’s

personal possessions to family members (if applicable).

Section VI

Attempted Suicide

Dealing with the issue of suicide is a very difficult task. There is no way to anticipate all types of

situations. The following guidelines are provided in an attempt to provide the most consistent response

possible. Ongoing training and consultation with your immediate supervisor should help meet the

challenges of responding to this type of situation. The procedures are broken into two categories:

Physical Attempt and Verbal Suggestion/Suspicious Behavior.

Immediate Protocol

Physical Attempt

1. If a student makes a physical attempt in the Residence Halls immediately call University Police and

notify the Director of Residence Life. The AVPSA will contact counseling – and apprise the

VPSAEM.

2. If a student makes a physical attempt in an On-Campus facility other than housing, immediately call

University Police. Proceed to contact the AVPSA, who will contact Counseling – and notify the

VPSAEM.

Verbal Suggestion/Suspicious Behavior

1. If a student makes a verbal threat or creates suicidal suspicion on campus and/or in housing during

business hours, the PRIMARY point of contact is the Counseling Center. The Director of Counseling

or designee will contact both University Police and AVPSA for consultation and determination of

approach. If the matter occurs after business hours, the PRIMARY point of contact is University

Police. University Police will contact both the Director of Counseling (or the on-call counselor), and

the AVPSA for consultation and determination of approach.

Secondary Protocol

1. The AVPSA will notify the VPSA and appropriate Director(s) as needed.

2. The AVPSA will determine the need to convene the BAT and collaborate with UP to provide

ongoing coordination of community needs.

3. The Director of the Counseling Center or designee will assess the situation, provide

recommendations and consult with medical personnel (which may include hospitalization).

Ongoing Protocol

1. The VPSAEM will initiate policies and procedures for decisions on continued enrollment and

parameters for re-enrollment, when appropriate.


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Section VII

Accidents/Illness (Individual or Group)

Primary Protocol

1. In cases involving death see (Section 5, p.7, Death of a Student)

2. If an accident is discovered on campus and/or in housing, immediately call the University Police at

x3000, UP will advise Health Services during business hours (or vice versa). If in housing, the point

of contact will then contact University Police.

3. If an accident is discovered in an Off-Campus Location, immediately call local police at #911.

Proceed to contact the AVPSA who will confer with University Police (or vice versa).

Secondary Protocol

1. In cases involving hospitalization of a resident student, the RA or Director will report the matter to

both Administrative and Student Affairs. The RA or Director should document the situation and

forward copies accordingly.

2. The university official who visits the hospital will investigate whether the student and/or hospital

officials made initial contact with the parents/guardian. The AVPSA will then make follow-up

contact to offer support and resources as needed.

3. The AVPs will have hospital coverage (a weekly rotation schedule) during the fall and spring

semesters. If a UMES student is transported to the local hospital for “serious” medical attention the

AVP on rotation that week will visit the student in the hospital. Additional ad hoc members from the

division will be included as needed (i.e., CIE, Counseling, Student Health Services, etc).

Serious medical attention includes, but is not limited to: any matter that requires

hospital transport resulting from an auto accident, alcohol prison, rape/sexual

assaults, etc.

4. Student Affairs will contact the guardian of the student (if applicable). An assessment/meeting with

the student will be conducted and a plan of action developed.

Ongoing Protocol

1. The AVPSA will keep the VPSAEM apprised of the situation.

5. All inquiries from the media or other individuals should be referred to the Director of Public

Relations on the incident in preparation for an official university response.

Section VIII

Mental Health

Students attending University of Maryland Eastern Shore are expected to function well enough to

manage and care for themselves. While cases of alleged student misconduct normally will be adjudicated

in accordance with the University Student Code of Conduct for the following types of occurrences, in

some instances, the outline protocols will be utilized.

Students’ behavior:

Indicates intent to threatens to cause harm to themselves, other persons, or property;

Creates patterns of disruption;

Indicates an inability to cope with their own needs; and

Suggests the possibility of a mental disorder.

There is recognition that occasionally students might be experiencing mental health problems which

interfere with their ability to function within the university community. In an effort to better help address

students’ needs in these circumstances, the Behavioral Assessment Team (BAT) was developed.

The composition of the BAT includes representatives from the following offices. However, other key

personnel will be consulted pertaining to specific situations:

Counseling Services

Disability Services

Human Resources

Residence Life

Student Affairs

Student Health Center

University Police

The purpose of the BAT is to provide a comprehensive coordinated approach to effectively address

student behavioral issues that negatively directly or indirectly impact the university community.

Moreover, it is intended to serve as a means to enhance both campus wide communication and effective

proactive intervention (Appendix C). The BAT will:

Formulate written protocol for interface with campus and community resources.

Train a variety of responders on critical intervention techniques and strategies.

Develop awareness of student distress highlighting specific levels of criticality, warranting

varying levels of escalating intervention and support.

Operate in a transparent manner as to promote critical thinking, creativity, and collaborative

relationships in response to genuine concern for all students’ behavior and safety.

Create a communication mechanism allowing for succinct and confidential repository of concerns

regarding student behavior both in and beyond the classroom.


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BAT Mission

“IRAMS”

IDENTIFY students at risk or those whose behaviors are disruptive or threatening.

REFER students for initial review, and possibly to the BAT

ASSESS each case to determine whether student is of “interest,” “concern” or a “threat.”

MONITOR each case.

SUPPORT referred students by offering resources as appropriate.

Descriptive Terms:

“Interest” – the behavior is a mild breech of university standards and warrants our attention but no

immediate action taken. However, student may remain enrolled and continue to be monitored and data

collected.

“Concern” – the behavior is a moderate breech of university standards; thus, requires a prescribed

intervention to include following up, and additional fact finding. Students may remain enrolled, and

additional action is depended upon the facts gather during the investigation, and intervention results.

Despite the outcome of assessment and the categorization of the student; cases will remain under review

until the team feels comfortable that the concern was only a temporary issue or a one time concern?

“Threat” – the behavior is a severe breech of university standards; thus, the student is deemed an

imminent threat to self and the safety of the campus community; thus, the student is immediately removed

from the university. An intervention plan will be developed requiring compliance before reinstatement is

granted.

Members of our community may report disruptive or behavioral concerns by:

Calling 410-651-6687, or Submitting a BAT Incident Report Form by visiting

www.umes.edu/BAT

http://www.umes.edu/BAT

BEHAVIORAL ASSESSMENT TEAM (BAT)

Flowchart

Identify

Person of

Concern

Conduct

Initial

Screening

Imminent

situation?

Yes Alert Law

Enforcement

Conduct

Triage

No

Concerns ? No Close &

Document

Case

Yes

Conduct Full

Inquiry

Make

Assessment

Poses a

Threat?

No In Need

Of Help?

Close &

Document

Case

No

Yes Yes

Develop &

Implement

Management Plan

Implement

Referral or

Assistance Plan

Monitor

The Plan

Refer &

Follow-up

Close &

Document

Case

Key Questions: Suicidal thoughts or attempts

Mention or thoughts of violence

Person’s well-being

Access to or gain weapons

Are behaviors disruptive to

campus environment


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Mental Health (Requiring Immediate Attention)

The purpose of this protocol is to develop a framework to manage the disruptive behavior while

balancing the needs, safety, and rights of the student and university community. The procedural list

below serves as a general guideline to follow when you become aware of a student whose behavior has

or continues to be problematic.

The involuntary administrative withdrawal of a student from the university is an extreme step and will be

undertaken in accordance with the provisions of this protocol only as a last resort. Reasonable effort will

be made to help students understand the consequences of their behavior, make responsible decisions, and

develop skills that will allow them to function effectively in the UMES community. This protocol and the

actions of the BAT shall be in accordance with the Americans with Disabilities Act 1990 and the Family

Educational Rights and Privacy Act - a federal law that protects the confidentiality of student educational

records.

General guidelines are as follows:

Primary Protocol – (emergencies that require immediate attention)

1. In an emergency situation requiring immediate response University Police should be called

immediately. University Police will notify the Associate Vice President for Student Affairs

(AVPSA).

2. The AVPSA (or designee) will assess the situation to determine type, context and severity of the

condition(s). The AVPSA (or designee) will assess the situation and may consult with appropriate

individuals on and off-campus that may be in position to provide information relevant to the student’s

behavior and/or condition.

a. After being contacted regarding a student’s behavior, the AVPSA will assess the situation and in

consultation with the Vice President for Student Affairs & Enrollment Management (VPSAEM),

determine if the BAT should be convened. If the BAT is convened, the AVPSA should follow the

agenda and request supporting documentation (i.e., summary of events, emails, etc) from every

person associated with the situation (see Appendix F).

Additional Information:

The Associate Vice President for Student Affairs shall serve as the Chair of the Behavioral

Assessment Team.

The Behavioral Assessment Team shall serve as a recommending body to the Vice President for

Student Affairs and Enrollment Management.

3. Based on the AVPSA assessment and in consultation with the Vice President for Student Affairs &

Enrollment Management, the BAT may make any of the following sanctions below separately or in

combination:

a. Conduct an interview with the student

http://www.claflin.edu/Student_Development/Student_Development/FAMILy_EDUCATIONAL_RIGHTS&PRIVACY_ACT.pdf

http://www.claflin.edu/Student_Development/Student_Development/FAMILy_EDUCATIONAL_RIGHTS&PRIVACY_ACT.pdf

b. Take no further action (continue to monitor the situation);

c. Recommend appropriate supportive assistance to help the student address her/his problem (using

the Counseling Center’s referral contact form);

d. Seek consultation of University Counseling Services for hospitalization;

e. Immediately temporarily suspend the student from the university (in accordance with university

policy);

f. Refer the matter for adjudication under the University Student Code of Conduct;

g. Refer the matter for a professional evaluation of the student’s psychological functioning;

h. The AVPSA will contact parents or next-of-kin (if applicable); or

i. Any other course of action appropriate to the specific circumstances of the situation.

4. The AVPSA, in conjunction with the BAT, shall make a choice to pursue one or more of the

aforementioned options. The decision and its rationale will be documented in writing by the AVPSA.

5. If the student is removed from campus by university police or involuntary administrative withdrawal,

the student will receive written documentation from the AVPSA (or designee) requesting a meeting

prior to returning to campus.

6. Based on the available information, a written decision shall be rendered by the AVPSA regarding the

student’s status with the university (Appendix D).

7. The AVPSA will notify various offices of the students’ standing with the university (Appendix E).

Situations in Residence Life

8. In the event that a student’s behavior causes or threatens to cause harm to the student, other persons,

property, creates a pattern of disruption, indicates an inability to cope with their own needs, and also

suggests the possibility of a mental disorder is discovered in housing, immediately call the director,

who will then contact both University Police (x. 3000) and the AVPSA (or designee). The AVPSA

will follow the primary protocol.

Off-Campus Locations


property, creates a pattern of disruption, indicates an inability to cope with their own needs, and also

suggests the possibility of a mental disorder is discovered in an off-campus location, immediately

contact local police at 911 and University Police to follow-up with the police agency of jurisdiction.

If the matter is brought to the attention of the university, contact the Office of the Vice President for

Student Affairs & Enrollment Management (x. 6687).

Off-Campus University Sponsored Event


or property, or creates a pattern of disruption, or indicates an inability to cope with their own needs,

and also suggests the possibility of a mental disorder is discovered off-campus at a university

sponsored event, immediately call local authorities, and contact the Office of the Vice President for


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Student Affairs & Enrollment Management. The AVPSA will confer with the Chief of Police and

follow the primary protocol.

11. The first point of contact will be responsible for documenting the initial situation and forwarding

copies to the AVPSA.

Throughout the Process

1. The AVPSA will keep the VPSAEM apprised of the situation.

Ongoing Process

1. The VPSAEM will initiate policies and procedures for decisions of continued enrollment and

parameters for re-enrollment, when appropriate.

Mental Health (Developing Behavioral Situations)

Primary Protocol

In a developing behavioral situation if the problem student does something(s) that draws attention or

concern from a UMES community member, student, faculty or staff, the following are procedural steps

to assist:

1. The community member may seek to resolve the situation directly with problem student; or

2. The community member may bring the situation to the attention of another UMES office/resource.

As a result the resource may consult with the community member to help them in resolving the

situation; or participate in attempting the resolution directly with the problem student; or refer matter

to AVPSA.

3. The AVPSA consults with the resource and community member to review the situation. The AVPSA

may offer consultation to help the resource office and community member resolve the situation; or

may get involved directly with problem student in attempt to resolve situation.

4. Such situations will and shall be treated as a behavioral problem, not necessarily a result of a

psychological disorder, and should be resolved by the AVPSA as any other behavioral/disciplinary

problem.

5. Note: However, if at any one of these steps a psychological disturbance may be suspected, a

psychological consultation might be appropriate at that or a subsequent point. Similarly, the BAT

could be convened at any point, depending on the information available and the level of concern. The

conclusion of the BAT may alter subsequent steps.

Mandated Assessment Policy

In an effort to minimize the risk of students with potentially unstable mental health conditions and to

help protect the welfare of the UMES campus community, UMES has a procedure for reviewing

incidents which have resulted in a student’s involuntary examination of imminent danger to self or

others. Whenever Police (UMES, etc.) transports a UMES student to the hospital for involuntary

examination, the Police will forward a report to the Vice Presidents for Student Affairs Office. If the

transport of a student occurs after university business hours, University Police will contact the

Associate and/or Assistant Vice President for Student Affairs via telephone. Once the report is

received, the AVPSA may notify and consult with a designated representative of the UMES

Counseling Center or Student Health Center and/or the UMES BAT committee to review the severity

of the student’s behavior related to the involuntary examination for potential of continued risk to the

campus community. A determination will be made whether a mandated interview and counseling

education is adequate or whether some other more stringent, protective action is appropriate to

protect both the welfare of the student and the community. In either case, the AVPSA will contact the

student in a timely manner (upon release from the hospital) and require a meeting between a Student

Affairs representative and the student to inform the student of their rights and responsibilities

regarding the incident involving imminent risk to self or others.

In cases where a mandated assessment and counseling education are deemed adequate, the AVPSA

will at minimum require, through writing, such students to complete an interview with a licensed

mental health professional and participate in a counseling education program. The required interview

must occur within ten working days following release from the hospital. Examples of a licensed

mental health professional include a community based counselor or psychiatrist of the student’s

choice and expense. The mandatory counseling education program, which is facilitated by the UMES

Counseling Center, must occur within four weeks following hospital release. The AVPSA will

require proof of participation for the required interview with a staff counselor. Failure to comply may

result in the initiation of the UMES Involuntary Withdrawal Procedures.

In cases where more protective action is needed based on more severe behavior/conduct (e.g.,

behaviors/actions towards suicide, behavior endangering others, threats to harm others, behavior

disruptive to community), the AVPSA may initiate a 1) summary suspension followed by a student

conduct review and due process, 2) involuntary withdrawal procedure, or 3) required interview with a

mental health professional and counseling education.

Emergency Petition Procedures

The purpose of the Emergency Petition (EP) procedure is to secure an urgent psychiatric evaluation for

individuals who present a danger to the life or safety of themselves or others. The evaluation is typically

performed at a medical clinic or hospital.

In the event that a UMES student becomes incapacitated to the level where the potential for threat and

safety risks are high, the following procedures will be followed:

During Regular Business Hours (8am – 5pm)

1. The UMES Counseling Center may be called to the scene when there is a student concern relevant to

emotional, psychological, or behavioral distress. The Counseling Center staff can be reached at ext. 6449.

2. A staff counselor will assess the situation and, in consultation with the University Police Department

(UPD), determine if an Emergency Petition (EP) is warranted. If so, the counselor will contact the UPD

and request that an officer arrive at the scene for a medical transport. The staff counselor or the UPD

officer may complete the EP documentation.

3. The UPD will be responsible for transporting the student to the local hospital.

4. The staff counselor and/or UPD officer will notify appropriate officials, including but not limited to,

the associate vice president of student affairs.


19

5. The on-call counselor will make contact will the hospital’s behavioral health unit to assess the medical

status of the student and to gather medical documentation as appropriate.

6. The director and the counseling center staff will be responsible for follow-up with the student once he

or she returns to campus.

After 5pm Weekdays and Weekends

1. The university police department (UPD) will be called to the scene when a student concern occurs.

The UPD may be contacted at ext. 3300.

2. An officer will assess the situation and determine if an emergency petition (EP) is warranted. If so, the

officer will complete the documentation.

3. The UPD will be responsible for transporting the student to the local hospital.

4. The UPD will notify appropriate officials, including but not limited to, the on- call counselor and

associate vice president of student affairs.

5. The on-call counselor will make contact will the hospital behavioral health unit to assess the medical

status of the student and to gather medical documentation as appropriate.

6. The director and the counseling center staff will be responsible for follow-up with the student once he

or she returns to campus.

Section IX

Sexual Assault

A student who has been the victim of sexual assault may go through a range of emotions, which impacts

their decisions with regard to reporting the incident. Therefore, it is very difficult to have a procedure to

cover all possibilities. The procedural list below serves as a general guideline to follow when you

become aware of a sexual assault. Please note, the students name should not be forwarded in the

notification chain. General guidelines are as follows:

Primary Protocol

1. If a sexual assault is believed to have occurred on campus and the survivor is suffer discovered on

campus and/or in housing, immediately call the University Police Department (UPD) at ext. 3300, as

well as the Director of Housing and/or Area Director. The Director of Housing and/or Area Director

will consult with the Associate Vice President for Student Affairs (AVPSA), who will then apprise

the Vice President for Student Affairs & Enrollment Management (VPSAEM) of the situation.

University Police will be responsible for contacting any additional external medical personnel as

needed. University Police will also contact the On-Call Counselor to meet/communicate with the

survivor – if needed – female survivors will be partnered with a female counselor (when applicable).

After their assessment of the situation, the On-Call Counselor may contact a Rape Crisis Center

representative and request that a volunteer be dispatched as needed. The AVPSA will be responsible

for contacting/communicating with the parent(s) of the survivor.

2. The primary point of contact is to assess the situation to determine the survivor’s immediate needs

and requests. If medical attention is needed contact the University Police at (x. 3300) for assistance

and coordination of transport to the hospital. This assessment may occur through the RA if the

survivor is not willing to speak to the Director/Associate Director of Residence Life (note: the RA

must notify the Director/Associate Director/Area Directors/University Police in all cases). If the

survivor is not comfortable with the RA, the RA is required to contact a different professional staff

member immediately (Area Director, Associate Director of Housing, Director of Counseling,

Director of Health Services, Associate and/or Assistant VP for Student Affairs, etc). It is critical to

have an individual that the survivor is comfortable with to assist them through the process. The

primary point of contact is to ensure the survivor that they are there to support them and available to

talk.

3. All parties involved are to document their interaction with the survivor (except for Counseling

Services – if they are acting in their official capacity as a therapist) and the accused student(s).

Copies of all reports/materials are to be collected and a file developed and housed with the AVPSA.

4. The Student Affairs team is to encourage the survivor to seek help/support and inform them of

available resources both on and off-campus. Student Affairs staff are prohibited from providing legal

advice to either the survivor or accused student(s).

5. Survivors should also be encouraged to contact the Office of Student Conduct (ext: 6434, located in

the Student Services Center (SSC). The Conduct Administrator can explain the student conduct

process to both survivors and accused students of sexual assault). The university cannot initiate

disciplinary/judicial or criminal action unless the person who has been assaulted chooses to do so

even if the alleged assailant is named in the Anonymous Notification. The university conduct process

can and will move independently of any external civil and/or criminal proceedings.

6. Counseling Center staff and/or a Rape Crisis Center volunteer will arrive at the locale but will not

engage in the situation until permission is granted by the student and/or the police department. The

individual whom the survivor feels most comfortable with (e.g. counselor, Life Crisis Center, etc.)

should provide greater detail regarding support options and encourage the survivor to seek medical

attention.

7. If the survivor wants medical attention only, assist with the transport to the local hospital or the

University Student Health Center per the student’s request. The Student Affairs’ Hospital protocol

procedures should be followed and the student should be accompanied to the hospital.

8. If the student wants to inform the police, contact the University Police at ext. 3300 for assistance to

make statements and/or coordination of transport to the hospital, University Police will initiate an

investigation of the incident and will notify the appropriate external support units, if necessary. If the

victim does not wish to involve the University Police, University Police still must be informed of the

incident with limited details (e.g. names, location, etc). The survivor should be informed/encouraged,

but never forced to participate in the investigation, student conduct, or criminal proceedings.

9. The AVPSA will keep the VPSAEM apprised of the situation, and the VPSAEM will keep the

President apprised of the situation.

10. The AVPSA, in consultation with the VPSAEM, will convene the SART team and provide ongoing

coordination.

11. The VPSAEM will initiate policies and procedures for disciplinary action when appropriate.

The University of Maryland Eastern Shore (UMES) has developed a coordinated response to sexual

assault, including a Sexual Assault Response Team (SART). SART includes individuals and

representatives from the following offices:

Director of Residence Life


21

Associate Vice President for Student Affairs

Alcohol, Tobacco and Other Drugs

Counseling Center

Rape Crisis Center (external)

Student Health Center

University Police Department

All of the resource professionals listed above will be available as needed for consultation as needed.

Whenever possible, the identity of the survivor will not be disclosed without their written permission.

However, if the matter is forwarded to the Student Conduct Process the identity of the survivor cannot be

withheld as the accused student(s) shall have the right (under Due Process) to question their accuser. It is

of primary concern that the survivor controls the steps she/he takes next after receiving the desired

information from professional resources. In all cases, an Anonymous Notification will be filed with the

University Police.

Section X

Family and Student Emergencies

In the case of an emergency or family crisis (e.g., death, illness) which requires a student to leave

campus and/or miss classes or employment obligations for an extended period, the Vice President for

Student Affair & Enrollment Management Office should be contacted at 410/651-6877 between 8:00

a.m. and 5:00 p.m., Monday – Friday. If the student is unable to make the contact, any member of

the university community or family member may contact the office.

1. The AVPSA will consult with the student regarding the emergency and advise him/her about various

resources available.

2. In cases of emergencies involving family death or student hospitalization where students cannot reach

their professors, an emergency E-mail will be sent to the student’s professors with the understanding

that the student, when able, will also contact each professor concerning the absence.

3. The VPSAEM Office will consult with the student’s Academic Dean/Chair regarding a medical

withdrawal, if necessary.

4. The VPSAEM Office will maintain a record of student emergencies throughout the year, and provide

follow-up services as needed.

Section XI

Missing Student Protocol

In keeping with federal law, 20 U.S.C § 1092j, the VPSA Office will initiate the following missing

student notification policy. This policy is designated for those students living in University Housing. In

the event of a missing student, the AVPSA and housing will work directly with the University Police.

1. Each student living in housing has the opportunity to list an Emergency Contact by completing an

Emergency Contact form available in housing, where it will be maintained for immediately

accessible by University staff who will implement this policy. In the event of a determination that

the student is missing (i.e., after a reasonable search), the University will attempt to notify the

listed Emergency Contact within 24 hours.

2. At any point during a student's enrollment, he or she may choose to register or change Emergency

Contact information with the University by notifying the Registrar’s Office. This information is

confidential but may be released to the University Police and University staff as necessary to

carry out the purposes of this policy.

3. Residence Life staff will immediately contact the University Police and the AVPSA when a

student is reported, or believed, to be missing.

4. The University Police will be responsible for filing all related missing person reports with other

agencies as may be required and conduct an investigation.

5. No later than 24 hours after a student is reported missing, AVPSA will be responsible for

contacting the appropriate Emergency Contacts as established above. The University is required

to notify a custodial parent or guardian no later than 24 hours after a student is deemed missing if

that student is under 18 years old, and not an emancipated individual.

6. Residence Life staff will serve as support personnel when a student is determined missing and in

collaboration with Student Affairs to make appropriate contacts within the University

(Counseling Center, academic dean of student's school, etc.).

Note: If a parent or legal guardian contacts housing inquiring about their student, no

information will be shared until it is determined it is appropriate to release such information.

Housing will work with Student Affairs regarding such inquiries.

Section XII

Active Shooter

An Active Shooter is defined as an armed person who has used deadly physical force on other persons

and has unrestricted access to additional victims.

Immediate Protocol

9. If an active shooter event is detected on campus, immediately seek shelter in a room that can be

locked from the inside. Remain as low as possible in the room (avoid any windows) and try to hide

behind desks or furniture. Unless you have a means by which to clearly exit the room without harm,

do not leave the room unless the attacker makes entry or a police officer escorts you out. Once

secure in that room call University Police (x 3300). Remain as calm as possible and advise the

police dispatcher of your location, the number of possible shooters, and whether you heard or saw

the gunmen, and in what location.

10. The University Police will enact their protocols and respond to the scene. The protocols include:

a) Notification of all faculty, staff and students via the university mass communication systems

with instructions.

b) The deployment of police personnel to immediately neutralize the threat.

c) The contact of State SWAT.

d) The lock down of campus.

e) Creation of a “safe perimeter” and a command post.


23

11. During an active shooter event University Police Incident Commander has complete control of all

University resources.

12. The University Police Department will communicate and evacuate all persons from the building(s)

impacted by an active shooter.

13. A member of the University Police Department will contact the President, Vice Presidents for

Administrative and Student Affairs when feasible to do so.

APPENDIXES


25

Appendix A

Division of Student Affairs and Enrollment Management

MEMORANDUM

TO: President

Vice President for Academic Affairs

Vice President for Administration

Assistant Vice President for Enrollment Management

Registrar

Director Admissions

Director of Financial Aid

Director of Counseling Center

Director of Student Accounts

Director of Student Health Services

Director of Library Services

Executive Assistant to the President

Director of Public Relations

Dean, (of student academic department)

Academic Advisor, (of the student)

Director of Campus Life

Director, International Education (if applicable)

Director of Residential Life

Information Technology

FROM: James M. White, Jr., Ed.D.


DATE:

RE: (Student’s Name)

SID# 11111111

This memorandum is to inform you that student (full name) passed away on (date and year). Dan was

…….. This information is for your records. If you have any questions, please contact me at ext. 8440.

www.umes.edu

Student Services Center – Suite 2169 Princess Anne, MD 21853 Tel: (410) 651-6687 Fax: (410) 651-8148

Appendix B

Division of Student Affairs & Enrollment Management

MEMORANDUM

To: Director of Financial Aid

Registrar

Director Student Accounts

Director of Residential Life

Vice President for Administration

Executive Assistant to the President

From: James M. White, Jr., Ed.D.


Date:

Re: (Name)

SID#1111111

The Office of the Vice President for Student Affairs & Enrollment Management has been informed that

(student’s name) passed (put date/month/etc., - if known). Please note (student’s name) records should be

sealed and if any refund is due, it should be processed and refund, payable to:

(next of kind names)

(address)

Thank you for your prompt attention to this matter.

www.umes.edu



27

Appendix C

The Behavioral Assessment Team (BAT)

BAT Mission

“IRAMS”

IDENTIFY students at risk or those whose behaviors are disruptive or threatening.

REFER students for initial review, and possibly to the BAT.

ASSESS each case to determine whether student is of “interest,” “concern” or a “threat.”

MONITOR each case.

SUPPORT referred students by offering resources as appropriate

BAT Model

Additional ad hoc members include representatives from the following offices:

BAT Identify

Refer

Assess

Monitor

Support

Disability

Services

University

Police

Department

Student

Health

Services

Counseling

Services

Public

Relations

ATOD

International

Education

Human

Resources

Residence

Life

System

General

Counsel

Academic

Affairs

Appendix D


Name

Address

Dear Full Name (ID#111111):

Please be informed that the university has become aware of recurring behavioral situations involving you, which

raises our level of concern regarding your health and well-being. Documented statements from various units across

the university indicate your behavior is perceived as threatening and confrontational. While we have a mutual interest in being attentive to your needs, it is also necessary and appropriate for the University to evaluate the balance between your needs and those of the university community. In fulfilling this

obligation to both, and keeping with our mission to foster an environment that promotes safety of all its members,

the Behavioral Assessment Team has recommended you not be allowed on University property.

Effective immediately, you are trespassed from all university property, including but not limited to on and

off campus housing, athletic facilities, academic buildings, and properties contractually associated with the

UMES. Failure to comply may result in your arrest. It is important to understand your no trespass order is

effective immediately and remains in effect until such time you are granted permission to petition for reinstatement

and reinstatement is approved by the Vice President for Student Affairs and Enrollment Management.

Please note, before consideration to grant you permission to petition for reinstatement:

1. You must have forwarded – to my office - the written results of your psychological assessment, which must be conducted by a licensed psychologist. Findings should indicate you possess the ability to manage

your health and well-being, as well as function successfully within the university community.

2. You are required to sign a limited Release of Information with the interviewing psychologist consenting to

disclosure and permitting Counseling Center Director, Dr. Ron McLean or designated staff to discuss

specific recommendations in establishing conditions to be allowed back on campus.

Upon fulfilling the requirements outlined above, the Vice President for Student Affairs and Enrollment Management will render a written decision granting or denying you permission to be allowed on University

property. Failure to comply with the directives of this letter verbatim, and work toward managing your behavior

will result in an indefinite removal from the university.

Please do not hesitate to contact my office with any questions or concerns.

Best regards,

James M. White, Jr., Ph.D.

Associate Vice President for Student Affairs & Enrollment Management

www.umes.edu



29

Appendix E


MEMORANDUM

To: Registrar

Director of Financial Aid

Director Student Accounts

Director of Residential Life (if applicable)

From: James M. White, Jr., Ed.D.


Date:

Re: Behavioral Assessment Team Decision

SID#1111111

The student above is being removed from the university due to inappropriate behavioral conduct. I am

requesting a Student Affairs’ hold placed on the student’s account. Should the student’s standing with the

university change, I will send notice requesting the hold be removed. If there are questions regarding this

request, do not hesitate to contact me. Thank you for your prompt attention to this matter.

www.umes.edu


Appendix F

Functional Behavioral Assessment Date: ___________

Student Name: ________________________ __ ID: ___________________ DOB: ________ ____

Data Sources: Student Health

Services

Status of student: Interest Concern Threat

“Interest” – the behavior is a mild breech of university standards and warrants our attention but no immediate action taken.

However, student may remain enrolled and continue to be monitored and data collected.

“Concern” – the behavior is a moderate breech of university standards; thus, requires a prescribed intervention to include

following up, and additional fact finding. Students may remain enrolled, and additional action is depended upon the facts

gather during the investigation, and intervention results. Despite the outcome of assessment and the categorization of the

student; cases will remain under review until the team feels comfortable that the concern was only a temporary issue or a one

time concern?

“Threat” – the behavior is a severe breech of university standards; thus, the student is deemed an imminent threat to self and the safety of the campus community; thus, the student is immediately removed from the university. An intervention plan will be

developed requiring compliance before reinstatement is granted.

Page of

Description of Behavior:

Setting(s) in which behavior occurred:

Frequency:

Intensity (Consequences of problem behavior on student, peers, instructional environment):

Duration of behavior:

Describe Previous Intervention(s):


31

Behavioral Intervention Plan Date: ______________

Student Name: _____________________ _____ ID: __________________ _ DOB: ___________ _

BAT recommendation to the Vice President for Student Affairs & Enrollment Management:

Intervention(s):

Signature: Date:

Page of

Sample Agenda for Behavioral Assessment Team (B.A.T.)

1. Roll a. The secretary to the B.A.T. will keep a record of all members in attendance.

2. Presentation of Case a. The member(s) responsible for the report will distribute any written documentation

of the concern. b. If more than one member has information pertinent to the presentation of the case,

they may each provide the information.

3. Discussion/Threat Assessment a. The group will discuss the severity/likelihood of adverse events using the BAT

Threat Assessment status guide.

4. Action a. The group, guided by the BAT Threat Assessment guide will discuss advisable

courses of action. b. Any course of action suggested or implemented should be consistent with University

Policy and other governing principles.

5. Voting a. The group will conclude by voting for or against the course of action. b. The group should strive for a unanimous vote. c. It will be at the discretion of the chair when a vote is sufficient for action. d. The secretary to the B.A.T. will keep a record of the vote, but not of each individual

members vote.

6. Other Business a. Any member may raise additional concerns to the board. These concerns will follow

the same procedures/agenda as a normal B.A.T. meeting.

7. Adjournment

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