2017-2018 incident response guide - umass amherst · 2017-10-30 · safety & incident response...

Safety & Incident Response Guide Page | 1

2017-2018 Incident Response

Guide

Resident Assistant

Resource


RD ON CALL PHONE

On Call Level Cell Phone Number Hours On Call

RD West North Weekend/West Weekday 413-695-4691 24 hours

RD OHC Weekend/East Weekday 413-687-3927

RD NESN Weekend 413-695-7652

RD West South Weekend 413-695-7654

REL CELL PHONE

Residence Education Leadership 413-695-7651 24 hours (emergencies)

UNIVERSITY EMERGENCY PHONE NUMBERS

University Resource Phone Number Hours of Operation

UMass Amherst Police Department

(UMPD)

413-545-3111 (emergencies)

413-545-2121 (non-emergencies)

413-545-2123 (safety escorts)

24 hours

Center for Counseling and Psychological

Health (CCPH)

413-545-2337

413-577-5000

9 AM – 5 PM weekdays

All other hours

Center for Women and Community,

Rape Crisis

413-545-0800 24 hours

Environmental Health and Safety 413-545-2682

413-545-2121

9 AM – 5 PM weekdays

All other hours

Health Services Main Number and

Urgent Care

413-577-5000

24 hours

Residence Hall Security 413-545-2123 S-TH 8 PM – 12 AM; F-

Sa 8 PM – 3 AM

Residential Life Facilities Operations

Northeast/Sylvan/North

Orchard Hill/Central

Southwest/CHCRC

413-545-0403

413-545-0517

413-545-0439

Monday through Friday

7 AM – 2:45 PM

Residential Life Facilities Emergency

Operations

413-545-0812

M-F: 2:45 PM – 7 AM

Sa-S/holidays: 24 hours

RA Duty Phone Numbers

CLUSTER CELL NUMBER CLUSTER CELL NUMBER

Baker/Chad/Greenough 413-335-7064 JQA 413-575-8010

Birch/Maple 413-658-7772 Kennedy 413-575-8070

Brett/Brooks 413-531-9173 McNamara 413-575-8181

Brown 413-531-9134 Melville/Thoreau 413-575-8663

Cance 413-531-9230 Oak 413-362-9742

Cashin 413-531-9233 Patterson/MacKimmie 413-575-9213

Coolidge 413-575-7346 Pierpont/Moore 413-658-7295

Crabtree/Knowlton 413-575-7531 Prince/Crampton 413-575-9650

Dickinson 413-575-9922 Sycamore 413-362-9691

Dwight/Mary Lyon 413-575-7575 Thatcher/Lewis/Johnson 413-575-9796

Elm/Linden 413-345-1306 Van Meter/Butterfield 413-575-9842

Gorman/Wheeler 413-575-7781 Washington 413-575-9908

Grayson/Field 413-575-7833 Webster 413-658-4349

Hamlin/Leach 413-658-4667 RA duty phones are for On Call use only!

James/Emerson 413-575-7984 John Adams 413-575-8042


TABLE OF CONTENTS

OVERVIEW .................................................................................................................... 5

Your Role as a Resident Assistant .................................................................................... 6

Working with Emergency Personnel ................................................................................. 7

DOCUMENTING INCIDENTS ........................................................................................... 8

Responding to an Incident .............................................................................................. 9

Steps to an Effective Confrontation: The KICK Model ......................................................... 9

Information to Gather .................................................................................................. 10

Private vs. Confidential Resources ................................................................................. 11

Writing Incident Reports ............................................................................................... 12

RA on Duty Phone Protocol ........................................................................................... 13

DUTY OVERVIEW ......................................................................................................... 14

RA on Duty Hours & Visibility ........................................................................................ 15

Duty Procedures .......................................................................................................... 16

Master Key Protocol ..................................................................................................... 18

Lockout Assists ........................................................................................................... 19

Signage to Look for While on Rounds ............................................................................. 21

Residence Education Safety Coverage ............................................................................ 22

Academic Year ......................................................................................................... 22

Break Periods (Fall, Winter, and Spring Breaks) ............................................................ 22

Summer Break ......................................................................................................... 22

All Hands on Deck (AHOD) ........................................................................................... 23

INCIDENT RESPONSE PROTOCOL ................................................................................ 24

Evacuations ............................................................................................................. 26

Medical Emergencies ................................................................................................. 27

Mental Health Emergencies ........................................................................................ 28

Missing Student ........................................................................................................ 29

Shelter In Place ........................................................................................................ 30

Threats To Public Safety ............................................................................................ 31

Fires & Fire Alarms ................................................................................................... 32

Unresponsive Student ............................................................................................... 33

Weapons ................................................................................................................. 34


Entering Resident Rooms ........................................................................................... 35

Physical Assault/Fight ............................................................................................... 36

Bias-Related Grafitti .................................................................................................. 37

Bias Incidents .......................................................................................................... 38

Sexual Assault, Domestic Violence, Stalking ................................................................. 39

News Media ............................................................................................................. 40

Death Of A Resident .................................................................................................. 41

Restraining Orders .................................................................................................... 42

Noise ...................................................................................................................... 43

Service & Assistance Animals ..................................................................................... 44

Escorting Individuals Out Of Building........................................................................... 45

Restricted Individuals ................................................................................................ 46

Suicide & Suicide Ideation ......................................................................................... 47

University Bathrooms ................................................................................................ 48

Tobacco Or Cigarette Smoke/Smoking ........................................................................ 49

Covered Smoke Detectors ......................................................................................... 50

Odor Of Marijuana .................................................................................................... 51

Presence Of Marijuana............................................................................................... 52

Drug Paraphernalia ................................................................................................... 53

Intoxicated Resident ................................................................................................. 54

Alcohol Possession .................................................................................................... 55

Facilities Emergencies ............................................................................................... 56

Bodily Fluids ............................................................................................................ 57

Rodents & Insects ..................................................................................................... 58

APPENDIX: HOW TO SUBMIT AN INCIDENT REPORT ................................................... 59


OVERVIEW


Your Role as a Resident Assistant

Residence Education, in accordance with the mission of the University of Massachusetts

Amherst, is committed to inclusive, fair, and just residence halls. We expect all members of our

community to understand their rights and responsibilities and to aspire to uphold these for

themselves and their fellow community members. As a community, we dedicate ourselves to the

following principles, responsibilities, and community standards: safety, inclusion, civility,

engagement, and integrity. Staff, residents, and their guests are responsible for and expected

to promote and foster these values in the residence halls, and the immediate outdoor areas.

Residence Education provides training for its residential staff to respond appropriately to

incidents counter to the core values of Residence Education that occur in the residence halls.

Confronting residents about their behavior, enforcing community standards, helping students in

crisis, interceding in conflicts, and responding to serious incidents and emergencies are all

components of the duty experience. Resident Assistants (RAs) are often the first staff members

present during a serious incident are responsible for coordinating the initial response of

emergency services.

RAs serve in a pivotal role in supporting students and in the success of Residence Education. RAs

are often the first to be contacted by residents in an emergency. It is critical that you have the

tools need to assess the severity of each situation and immediate safety of yourself or others

involved in the situation, as well as effectively execute the appropriate response according to the

emergency protocol.

The purpose of this Guide is to support you in aiding your residential communities when

responding to incidents. It is imperative that you understand how and when to transition from

your specific responsibility while also supporting the work of the on-call professional residence

staff and other emergency personnel (UMPD, CCPH, EH&S, and medical authorities). Accurate

and concise communication of information is crucial in a time-sensitive response system, as

distorted and incomplete information conveyed up or down the supervisory line may result in

confusion as well as an untimely and ineffective response.

Your primary role as a Resident Assistant when responding to incidents is to:

1. Seek emergency assistance immediately if appropriate.

2. Do no harm and get yourself out of harm’s way. 3. Immediately inform the Residence Director (RD) on Call as needed so senior staff can

further assist and coordinate response.

4. Complete the incident report with care and accuracy directly after the incident has occurred and no later than 9 AM the following morning.

5. Follow up with affected individuals as directed by your supervisor.


Working with Emergency Personnel

1. Call the UMass Amherst Police Department (UMPD) for all incidents that threaten life, may

impact community safety, or wherein you do not feel safe. SAFETY IS YOUR MAIN PRIORITY.

2. If your personal safety is at risk, seek a safe place to call for assistance and inform them

of your location.

3. Stay with affected residents until UMPD or other emergency personnel arrive.

4. Notify the appropriate senior staff of an incident:

a. RD on Call: The RD on Call is available at all times of the day. Notify the RD on

Call that UMPD is present and seek further assistance if applicable. b. RD of Cluster: Notify the RD of the cluster if during business hours (8:30 AM – 5

PM).

c. If you are unable to get in touch with an RD, contact REL on call for assistance.

5. Call Facilities Operations to respond to facilities concerns immediately. This includes if you document the presence of bodily fluids such as blood.

6. Upon arrival of UMPD, Emergency Personnel, and/or Residence Education senior staff, let

these individuals coordinate response and provide assistance only if instructed.

Introduce yourself to these individuals and ask for their name/badge number for your report

7. Complete an incident report as soon as possible following an incident and no later than

9:00 AM the following morning to ensure timely follow up.


DOCUMENTING

INCIDENTS


Responding to an Incident

One of your main roles as an RA is to respond to incidents in the residence halls. A detailed

protocol for responding to incidents is available in the next section. However, all documentations

involve the following components:

Confront the room

Identify yourself

Advise individuals present of the alleged violations

Ask all present to identify themselves and provide identification

Address the alleged violation in the moment

Conclude the documentation

Submit an Incident Report

Follow up with residents if needed

The KICK Model provides a simplified approach to confronting residents.

Steps to an Effective Confrontation: The KICK Model

Knock: A resident’s room is their home. Always knock on doors when addressing residents for

personal and policy concerns. If the door is ajar or wide open, it is still good practice to knock.

Identify: Always identify yourself after knocking. Identifying yourself promotes respect and

the privacy of your residents. When in doubt, shout. Sometimes the knock and your identification can’t be heard over loud stereos or gregarious residents.

After you identify yourself, you need to identify the individuals. Don’t assume you know who they are, or that the person who opens the door is the resident of the room. If your visit is due

to a policy violation, you’ll need to proceed to identifying all parties and initiating step “C”—collecting information from everyone in the room.

Collect: If a policy violation is observed upon entry, collect all of the information for each

person in the room necessary to complete a witness statement (full name, ID numbers, room number, time). When two RAs are on rounds, one person should write the information down while the other person responds to the incident.

While you are collecting information, always remember to do so in a professional manner. If the

interaction escalates, contact the RD on Call and/or UMPD for assistance.

Knowledge: The documentation can serve as an opportunity to engage with students in an

educational way. Focus on educating residents about Community Standards and why there are policies in residence halls.

Remind residents that they will have an opportunity to share their perspectives. Questions can

also be directed to their RD or ARD.


When responding to an incident and/or concern in your RA role, remember the following:

Stay Calm: As a leader in your community, others will look to you as a role model in how

to respond.

Safety First: Your safety and the safety of those nearby is a priority.

If in Doubt, Call: It is OK to call the RD on Call or UMPD. If you are not sure, it is better

to call and be safe. THERE ARE NO CONSEQUENCES IF YOU CALL UMPD WHEN NOT

NEEDED.

Seek Assistance and Support: There is always an RD on Call who is available to

support and assist you. You can also call for back-up and support from another RA or

Senior Staff if available.

Follow Protocol: Established protocols aim to ensure the safety and well-being of

residents and staff. Please be sure to follow protocol at all times.

Medical Training: Residence Education does not provide medical training for RAs. When

a situation calls for administering First Aid or CPR, RAs must respond first as an agent of

the University by calling UMPD or 911 and by managing the incident consistently and

appropriately to your RA role. RAs certified in CPR, First Aid, or as an EMT may choose to

respond in that capacity provided they have first responded as an RA and when there are

no other certified emergency personnel available. If an RA chooses to respond in a

medical capacity, please be advised that they will be acting as an individual and not as an

RA.

Stay with the Resident: Remain with the affected resident(s) until emergency

assistance arrives unless your safety is in jeopardy and/or it is not possible for you to

remain. If possible, have someone else call for help while you remain with the resident(s).

Document, Document, Document: Document the incident as soon as possible. YOU

MUST submit an incident report if UMPD responded. Be sure to contact the RD on-call.

Information to Gather

When responding, gather the following information for the incident report: Date and time of the incident

Names of Residence Education staff members who responded to the incident (including yourself)

Names and badge numbers (if possible) of other University personnel who responded Information about the students (UMass & Non-UMass) involved (name, student ID

number, room number, hall) Location of incident Detailed description of the incident

Actions taken by Residential Life staff

Current status of the incident


Private vs. Confidential Resources

Residence Education staff members (including RAs) are considered private resources. As a private resource, you are required to report disclosures or observed behavior to on-call staff.

Consider all information you receive in your RA role as available to your Residence Director. Do

not make promises to keep shared information confidential. Tell the person before they share information that you are a private resource and that it may be necessary for you to share the information received with your Residence Director.

If you refer confidential resources to a student, you should report the conversation through an

incident report, regardless of the information shared. You are not permitted to share disclosed information with anyone other than individuals involved

in the reporting process. This includes other RAs, residents, or with family members of the individual.

Privacy is defined as:

The quality or condition of being secluded from the presence or view of others.

The state of being free from unsanctioned intrusion: a person's right to privacy.

The state of being concealed; secrecy.

Protects legal aspect of students' information such as, medical records, and educational records. (conduct information is considered an educational record)

Confidentiality is defined as:

Done or communicated in confidence; secret.

Entrusted with the confidence of another: a confidential secretary.

Containing information, the unauthorized disclosure of which poses a threat to national

security.

Legally applied to certain professions such, doctors, lawyers, and religious leaders.

As a University employee, you are required to report incidents of sexual assault,

domestic violence, dating violence, and stalking to University staff. Failing to report an incident not only puts the resident at risk, but will result in staff discipline.


Writing Incident Reports

Documentation is critical to the communication process within Residence Education. All submitted incident reports should be completed thoroughly and with all required information.

Purpose: Used to share information about incidents and document policy violations. This

document can be completed online by any member of the University community. Deadline: Incident Reports should be completed directly after you have handled the incident

or no later than 9 AM the day following the incident (including for incidents that occur at 1 AM or 3 AM on the same day). All on-duty reports must be submitted by

9 AM.

When drafting an incident report, provide the who, what, where, and when details of the

incident. Your individual impressions and opinions should not be included in the report. Draft your report as if they were published in a newspaper and read by individuals outside of the

Department.

DO write incident reports in the third (3rd) person (“RA Jane Doe heard noise coming from Resident John Doe’s room…”).

DO NOT include personal commentary such as opinions or judgements (e.g. “Resident John Doe was a jerk...” or “Resident Doe was really

nice…”).

DO state what led to the documentation (“RA Jane Doe heard loud noise coming from

down the hall…”).

DO NOT include any student IDs in the body of the report.

DO document what you see, hear, and smell. Never smell contents of cups or individual items in a student’s room.

DO NOT use slang words (e.g. use ‘marijuana’ instead of ‘pot’).

DO include direct quotes from residents (disrespectful words or statements about

behavior).

DO NOT simply write, “residents were rude.” Be as descriptive as that helps provide an

accurate picture of was observed.

DO use paragraphs to break up the narrative

of events.

DO NOT write lengthy blocks of text.

Statements will be easier to follow if formatted like an essay.

DO identify ALL residents and guests present during the documentation.

The Other Individuals Involved field in Advocate should be used to indicate non-

students. Use the building/cluster roster to assist with

identifying residents.

DO NOT include residents of the room who were not present at the time of the incident unless the occupants refuse to open the door or are

unknown.

DO NOT include your own name and information in the Alleged Offenders¸ Student Witnesses, or Other Individuals Involved fields.

DO write incident reports in a word

processing application before submitting the report in Advocate so you can proofread and

use spell check.

DO NOT submit an incident statement that has

not been proofread for spelling, grammar, and accuracy.

Note: If you feel you need to include additional information that falls beyond what is appropriate to include in the report, follow up with your supervisor.


RA on Duty Phone Protocol

RAs on Duty will be provided with a cell phone for use while on duty to improve response time in

an emergency and to promote RA safety. Residents will also be able to contact the RA on Duty

using the phone.

RDs will give RAs cluster-specific instructions for storing the RA duty phone as well as other duty

items (including name badges, clipboard, and phone charger).

Use of Duty Phones

RAs should use the phone on rounds when encountering incidents requiring immediate response,

including medical emergencies, potential assaults, or any threat to the safety of the RA or other

individuals.

RAs use the phone for reporting events to the RD on Call. RAs must possess the phone at all

times while on duty. RAs are to remain in the cluster at all times for immediate response. The

RA must return the phone the morning after their shift. The phone should be off and ready to

charge for the next evening of duty. At the start of duty, the RA should check any voicemails

that may have been left during the off-duty period and respond if needed.

Call forwarding of the duty phone to personal cell phones is not permitted. RA duty phones are

not for personal use. All calls made to and from the phone are logged by Residence Education

staff. Misuse will result in requests for restitution and possible disciplinary action.

REMINDER: The phone is an outside line and therefore dialing 911 will reach the Amherst Police

Department, not UMPD.

Cell Phones Technical Issues

A malfunctioning or missing cell phone should be reported to your RD immediately to be fixed.

If this occurs during a duty shift, the RD on Call should be contacted immediately.


DUTY OVERVIEW


RA on Duty Hours & Visibility

As first responders to residence hall incidents, RAs should first assess the safety of those involved in the incident (including themselves) and then notify UMPD, Residential Life Facilities

Operations (FacOps), Environmental Health and Safety (EH&S) or other emergency personnel as needed.

Remember to maintain a detailed account of the incident for use in reporting and in assisting in the response of other Residence Education On-Call staff.

Duty is a critical aspect of being an RA and serves a pivotal role in community development

efforts, student safety, emergency response, and crisis management. Duty constitutes more than just rounds, encompassing the following:

- Being visible, available, and approachable to residents throughout the cluster. - Responding to issues as they arise (such as lockouts, policy violations, crises, RD requests

or needs). - Role modeling academic success and being well-balanced students. - Promoting community engagement activities through individual interactions and in

supporting cluster events. - Completing rounds thoroughly.

- Carrying and answering the duty phone when serving as primary RA on Duty.

RA On-Duty Hours and Availability

Visibility

Time Availability Time

Minimum #

of Rounds Timing of Rounds

Sunday –

Wednesday 7 PM – 11 PM

7 PM – 7 AM

In highly visible location

within cluster and

available by phone

2 Once before 9 PM

Once after 11 PM

Thursday 8 PM – 12 AM

8 PM – 7 AM


within cluster and

available by phone

3

Once after 8 PM

Once between 1st and 3rd

rounds

Once after 12 AM

Friday –

Saturday

8 PM – 2 AM

8 PM – 7 AM


within cluster and

available by phone

3

Once at/around 8 PM

Once between 10 AM – 12

AM

Once after 2 AM

Note: Additional staffing may be required for emergency situations or significant events during the semester, including (but not limited to) Mullins Center events, sporting events, and major

campus events. When this additional coverage is required, RAs will be given as much advance notice as possible.


Duty Procedures

1. Provide residence hall on-duty coverage as scheduled. Duty starts:

7:00 PM | Sunday through Wednesday 8:00 PM | Thursday through Saturday

RAs on Duty (primary and additional) are expected to remain in the cluster and be reachable by phone throughout the duty shift until it ends at 7:00 AM.

2. Report to the RA Office at the start of duty. Complete the following within the first 10

minutes of duty:

Meet in the RA office to report for duty at the start of the shift.

Check for any voicemails (the phone remains off and charging during the day). Wear the RA on duty nametag during visibility hours. Return the nametag to the RA

office at the end of the shift. Post the first names of all on-duty RAs and where they can be found during duty on

dry erase easels located in each cluster hall lobby. The easel must be updated as

RA on Duty location changes. The Primary RA on Duty is responsible for possessing the duty phone and

responding to any calls during duty hours. On weekends, the RD on Call will call the duty phone at the start of the duty shift.

On weeknights, the RA on Duty must text the RD on Call of their cluster the full

names of all RAs on Duty at 7 PM and indicating who was not present for their shift. RAs will be considered “late to duty” if they are unreachable via their cluster phone

or they do not text on time.

3. Be visible, available, and approachable in the community during “visibility hours”. Visibility hours are 7:00 PM to 11:00 PM Sunday through Wednesday, 8:00 PM to Midnight on Thursday and 8:00 PM-2:00 AM on Friday and Saturday. RAs must not stay in their

rooms (or in the rooms of other staff or students) during visibility hours to maintain approachable.

4. Interacting with residents and being an active, visible presence in the community during

visibility hours. RAs are encouraged to focus on community development work through

interacting with floor residents, creating bulletin boards, or leading programs. However, duty remains their primary obligation and must take priority. RAs may also complete

administrative work (such as completing documentation) while on duty.

5. Complete thorough and timely rounds as directed:

During 1st set of rounds, RAs must check-in with security monitor(s) and cadets (if

applicable) to introduce themselves, share where RAs can be found, and their contact information.

If a security monitor is not present by 8 PM, contact the RD on Call and Security Office.

When warranted, additional rounds should be completed to monitor the activity level in the building. This includes but is not limited to: loud or busy evenings, special events,

advertising for programs or as directed by an RD or other senior staff on-call.

6. In completing rounds RAs are expected to:


Use rounds to check in and connect with residents. Complete a walkthrough of the entire cluster, including all floors, balcony doors (if applicable), roof entry points (if

applicable), stairwells, common areas, and bathrooms. Assess the activity in the building and determine if there is a need for additional

rounds for that evening.

7. Document all resident and building concerns in the duty log (complete duty log no later

than 9 AM).

8. Cooperate with police and fire officials and follow their instructions. Take notes and manage crowds as needed.

9. Follow duty swap procedure designated by their senior staff. RAs wishing to switch duty assignments may do so by mutual agreement of the RAs involved and with the consent of

senior staff.

10.In Sylvan and CHCRC buildings with suites and apartments: RAs may not enter into

suite/apartment space without permission of the resident(s) and/or unless in the presence of the RD on Call or UMPD.


Master Key Protocol

Residential Life is committed to preserving the privacy of the residents of the halls. Staff

members should not enter a student's room without the permission of the occupant, except in

emergency situations to protect the health and welfare of the student or to make emergency

repairs to prevent damages to the property of the student and University.

To assist with lockouts, the following protocol should be followed without exception:

1. Obtain identification from the resident and compare with cluster roster.

2. Have the student’s name, student ID number, building, and room number ready to

share with Emergency Maintenance staff.

3. Contact Emergency Maintenance staff at (413) 545-0812 to alert them that you have

removed the master key to assist a student with a lockout.

4. Retrieve the master key from the RA office.

5. Unlock student’s door. Obtain ID at this time if not available at time of request.

6. Fill out lockout assist form with the resident.

7. Return master key to RA office immediately after use.

8. Return the lockout assist form to your cluster senior staff.

9. Call Emergency Maintenance staff to inform them that the key has been secured.

10.Failure to follow this protocol is considered misuse of the master key and will result in

disciplinary action.

Utilizing the master key for any purpose outside of a specific job related task, such as

conducting room checks during closing or assisting with a lockout after RSD hours, is strictly

forbidden – including assisting other staff members with lockouts.


Lockout Assists

What is Lockout Assist?

Residents who do not have the key to their space and cannot (or chose not to) use their backup

key from their Residential Service Desk (RSD) may request a lockout assist. Most lockout

assists occur when the RSD is closed but can be requested during RSD business hours. A

Lockout Assist incurs a $25 fee to the resident. The fee will appear on their Bursar bill within 7-

10 business days of the service.

Who Responds to a Lockout Assist Request?

During RSD business hours: RSD staff will perform the lockout assist and manage the billing

process.

Outside of RSD business hours: Residence Education staff will perform the lockout assist

(except for Lincoln and North Apartments residents who will contact Residential Life Emergency

Operations for assistance). Facilities Operations staff will gather resident’s information for billing

purposes. If roommates mutually request a lockout assist, make note so the bill is split between

the two residents.

How to respond to a Lockout Assist if outside of RSD hours?

1. A student will call either the RSD or the duty phone to request assistance.

Verify that the resident calling lives in the space. Ask the resident three identifiable

questions based on information in SPIRE, the floor plan or alpha roster, or by checking

their ID.

If the student is not able to answer three questions correctly, DO NOT perform the

lockout assist and notify senior staff.

2. If their identity is verified, notify the resident of the service fee and process.

“Do you understand that this service carries a fee of $25 to be billed to your Bursar

account? “

“When staff arrive to unlock your room, you will be expected to produce your room

key. If you are unable to produce a key with a matching key code, a standard recore

will be ordered and billed to your Bursar account at a rate of $50, in addition to the

$25 lockout assist fee.”

“A staff member will report to your room as soon as possible. It may take 30 minutes

for them to arrive. You must be present in order for staff to open your door.”

3. Partially prepare the Lockout Assist form with the student’s information.

4. Contact Emergency Facilities Operations staff to alert them that you removed the master

key to assist with a lockout.


5. Meet the student at their room. The resident must be present for staff to unlock the

room door.

6. Unlock the door and ask the resident to retrieve their key for confirmation.

7. If their key matches the appropriate key code, complete the Lockout Assist form. Both

you and the student must sign the form.

8. If the student does not have their key, inform them of the recore fee and complete the

Lockout Assist form.

9. Return the master key to the RA Office IMMEDIATELY. Call Emergency Facilities

Operations informing them that the key is secure.

10.Submit form to RSD Coordinator or place in After Hours Drop Box on RSD door if after

hours.


Signage to Look for While on Rounds

All Resident Assistants:

When on rounds, check that the UMatter resource Bathroom sign (see image) is posted in

every bathroom. If the sign is missing, submit I-Service request for replacement.

Resident Assistants in the following Residence Halls Only:

John Adams, JQ Adams, Coolidge, Kennedy,

Washington, Cance, Pierpont, Moore, James,

Emerson, Melville, Thoreau, Crampton, Prince,

MacKimmie, Patterson, Dickinson, Field,

Grayson, Webster, Brown, Cashin, and

McNamara

When on rounds, check that the below sign is

posted at all roof access points at all times. If

the sign is missing, submit an I-service

request.


Residence Education Safety Coverage

Academic Year All Halls Open

Resident Assistants

RAs are on duty in every cluster all nights during which students occupy the residence halls.

Duty schedules are determined and distributed by the RD for each cluster.

Residence Directors

Residence Directors are on-call 24 hours per day.

Call the RD on Call phone number for your residential area to reach the RD on-Call

Residence Education

Leadership

One Residence Education Leadership (REL) member is on-call 24 hours per day.

Break Periods (Fall, Winter, and Spring Breaks) Nine-Month Halls Open: Brett, Cashin, Johnson, Lincoln Apartments, North

Apartments, Prince, and Wheeler

Resident Assistants

RAs participate in duty responsibilities within each cluster for each night of the break period. Schedule is determined by the RD for each cluster and

provided to the Office of the Director of Residence Education for distribution.

Residence Directors

One Residence Director on call 24 hours per day.

RD on Call contact information will be provided to staff on duty during break periods

Residence Education

Leadership

One Residence Education Leadership Member on call 24 hours per day.

Summer Break Halls Open: Hall(s) TBD

Resident Assistants

RA on Duty each night. Schedule determined and distributed by RD.

Senior Staff Senior staff should be contacted as follows:

1. RD on Call (413) 695-7652 2. REL on Call (413) 695-7651

If unable to reach the RD on Call, contact REL on Call.


All Hands on Deck (AHOD)

All Hands on Deck (AHOD) is a Residence Education protocol initiated when a crisis is in progress that necessitates all available staff (in addition to on-call staff) to report for duty or to assist at a

specific residential emergency. AHOD protocol is intended to assist in crowd management, including in instances of evacuation.

Who initiates the AHOD protocol?

The REL on Call, in consultation with the Director of Residence Education or designee determines whether to initiate AHOD. The AHOD coordinating group consists of the RD on Call, REL on Call

person, and the Director of Residence Education or designee. If initiated during the weekend, the RD on Call for the affected area is the third member of the

coordinating team.

Who responds to AHOD? How should staff respond?

When initiated, staff already assuming scheduled on-call duty should maintain their

responsibilities at their respective clusters unless directed otherwise. Residence Directors will serve as first responders (ARD staff should remain in

cluster serving as senior staff presence) If the coordinating on-call group determines that further assistance is required, second

responders will be instructed to respond (one ARD per cluster).

RA staff will be instructed to respond as an alternate resource as third responders.

AHOD is not intended to deplete residential area staff. DO NOT report to a site unless you have been specifically directed to do so.

If asked to respond:

Report to the site as soon as possible.

Remain calm. Your role is to assist senior staff at the scene. Bring a flashlight if necessary.

You will receive appropriate details concerning your role upon reporting. If the call does not indicate a specific hall or cluster location to report, report to the

emergency site’s Facilities Operations Office.

If UMPD, EH&S, or other emergency personnel are present, do not attempt to gain information from these officials. The coordinating team will provide directives.

When responding: - Remain calm and help maintain order.

- Assist emergency personnel as instructed. Ensure that residents/students remain clear of designated danger zones.

- Accompany large groups of students to designated safe zones. - Provide/distribute prescribed information concerning an emergency crisis. - Do not act as an official of UMPD, EH&S, Fire Department, or other emergency personnel.

- Perform duties as directed with professionalism. - Remember that University/Residential Life policies and regulations remain in effect.


INCIDENT

RESPONSE

PROTOCOL


Remember: Submit an Incident Report through Advocate

for every incident.

Emergency Response Incidents that require immediate response AND/OR involve threats to safety.

Alcohol, Marijuana, and Other Drugs Documentations wherein you observe or suspect the presence of alcohol and other drugs or

individuals under their influence.

Community Concerns Non-emergencies wherein the behavior has an impact on the community.

Health and Wellness Issues involving the health and/or wellbeing of residents.

Facilities and Maintenance Maintenance concerns that require response from Facilities Operations (FacOps) staff.


EVACUATIONS

Determine in advance the exit routes for any building in your area. Seek an alternative route if the nearest exit is blocked or unsafe. In case of a fire or other emergency that requires all occupants to immediately leave a building or area, evacuation will be signaled by the internal building alarm or by the direction of emergency personnel.

Leave the building or area immediately through the nearest exit. Evacuation is

REQUIRED when the alarm is sounding. All individuals (including students, staff, faculty,

and visitors) MUST leave the building.

Exit in an orderly fashion. WALK – do not run. Do not use elevators during an

evacuation.

Gather at a designated meeting place a safe distance from the building or area. Do not

obstruct any entrances. Emergency personnel will need a clear path into and out of the

building or area.

Stay together. Assess who is present. Faculty members should gather names of

students in their classes, supervisors should gather names of staff, and Residence

Directors should gather names of residents.

Report the condition and location of any persons unable to leave the building or area (or

who need assistance) to emergency personnel.

Wait for the “All-Clear” from emergency personnel before attempting to re-enter the

building or area. If a fire or other incident makes a building or area unsafe to enter for a

significant period of time, you will be directed to a temporary shelter.

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MEDICAL EMERGENCIES

Call UMPD (413-545-2121) immediately.

Stay with the resident until help arrives. Try to keep the resident calm.

Once medical help arrives, keep any uninvolved individuals/spectators out of the way.

Contact the RD on Call.

Complete an Incident Report.

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Medical emergencies

include:

Seizure

Suicide

attempt/ideation

Overdose

Serious injury

Alcohol

sickness/poisoning

Insulin shock

For RAs with EMT, CPR, or First Aid Certification

You must respond first as an agent of the University in emergencies by calling

UMPD or 911 and by managing the situation consistent within your RA role.

Individuals with medical training may elect to utilize these skills in an

emergency situation. However, you are not expected to do so as RAs and are

acting outside of the scope of the RA position.


MENTAL HEALTH EMERGENCIES

Make sure the person is safe. Call UMPD IMMEDIATELY if the person conveys intent to

harm themselves or others. Provide as much information as possible.

Seek assistance from the RD on Call. During business hours, attempt to contact the RD of the cluster as well. If you are uncertain if the resident requires assistance, it is

always best to consult.

You must inform emergency authorities if the student is a danger to self or to others.

Share that all information will be kept private. DO NOT PROMISE CONFIDENTIALITY.

If you have general questions about a resident’s mental health, contact Counseling and Psychological Health and speak with an on–call clinician at (413) 545-2337

between 8 AM and 5 PM or (413) 577-5000 after hours.

Consult with your supervisor and/or the RD on-call.

Submit an incident report.

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Helpful Talking Points Talk in a private setting, away from people, activities, or distractions.

Be compassionate toward the person and ask them how you can help.

Use I statements (ex. I am concerned about you or your behavior).

Allow the person to talk and be heard; don't try to "make it all better."

Be sensitive to your OWN needs and limits; please seek help from

senior staff if needed.


MISSING STUDENT

Try to contact the student via phone or knocking on the room door.

If you cannot get in touch with the student, contact the RD on Call and describe why you believe the student may be missing.

Contact UMPD to report the student missing.

Residence Education Staff should NOT enter a student’s room. Assist UMPD by providing a key to enter the room if requested.


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SHELTER IN PLACE

Shelter-in-Place alerts will be signaled by emergency alerts to the campus community in instances of risk to safety. The alert will occur through text alerts, email, the UMass.edu homepage, and outdoor warning sirens.

If you receive the shelter-in-place alert, immediately seek shelter in a building,

preferably in a small, interior room with few or no windows. Remain until you receive

further directives.

If already indoors, remain in place until directed by UMass Police. DO NOT leave the

building until University staff lifts the shelter-in-place order.

Close all doors and windows, turn off air conditioning or heating units where possible,

and wait for further instruction. Stay away from windows and doors or any unsecured

objects that may fall.

DO NOT use elevators.

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If on duty during a shelter-in-place alert:

Your first priority is your safety.

Secure in a safe location with the duty phone. On Call staff will provide

further information via the duty phone including when to resume duty.

If prior to visibility hours, follow shelter-in-place protocol. Resume

visibility hours after University staff lift the alert.


THREATS TO PUBLIC SAFETY

As a first responder, your personal safety is a priority. Get to a safe place.

Contact the UMPD emergency phone. This will activate fire, police, and ambulance services. All UMPD telephone calls are recorded.

Be prepared to calmly state your full name, position, telephone number, and location that you are calling from.

If you feel safe, retrieve the master key and go outside to meet the first responders.

Direct students to the emergency assembly area for the hall.

Provide a clear and brief description of the emergency, its location, and your best assessment of cause and effect.

Do not hang up until the dispatcher disconnects the line first.



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Examples of threats to individual and public safety:

Bomb threat

Chemical explosion

Life-threatening epidemic

Fire, fumes, or noxious gases

Active shooters


FIRES & FIRE ALARMS

Your first responsibility is for your personal safety. If you smell smoke and/or think there may be a fire, pull the fire alarm and exit the building. If you hear the fire alarm, exit the building via the nearest stairwell and exit door. Make sure you close your door behind you.

If possible, knock on residents’ doors as you exit the building. Close any resident doors that may be left open.

If you are the first person in the lobby and feel safe to do so, retrieve the master key, go to the alarm panels, and wait for instructions from the Fire Officials. Leave the building immediately if you do not feel safe or are directed to do so.

Direct students away from the main door where the fire officials are entering and away from any access roads that a firetruck may need to utilize. If the weather is bad, direct them to a nearby building and wait in lobby.

Contact the RD on Call to report the alarm as soon as possible.

Wait for further instructions from the RD on Call. The RD on Call will report to the Incident Command Post where decisions will be made by representatives from UMPD, the Amherst Fire Department, and EH&S.

When instructed, residents should reenter through the main door. Have an RA circle the outside of the building to ensure that all exit doors are closed.

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If Exits are blocked by smoke: Lead residents to a room with a window. Close the door and

block the opening under the door with a towel. Call UMPD, if possible. Give them the room number where you

are. Wave or yell to those outside to alert them to your situation.


UNRESPONSIVE STUDENT

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If you encounter a student who is not responsive, call UMPD immediately. If someone is

nearby, ask them to call UMPD and stay with the student.

Notify the RD on Call.

Do not touch the individual. If someone else is present, encourage them to make sure

the individual stays on their side until UMPD arrives.

Remember, your primary role is to respond as an RA, regardless of your medical

training/experience.

DO NOT leave the individual unattended at any time.


WEAPONS

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If you observe a weapon in a resident’s room or in the possession of a resident, get to

a safe space.

Call UMPD IMMEDIATELY. Provide as much information as possible


Weapons include:

Guns/firearms Air soft guns/pellet guns

Bow & arrows/crossbow Ammunition

Large knives Axes

Swords Fireworks/explosives

Facsimiles (replicas of guns)

Weapons used for decorative purposes are also not permitted.


ENTERING RESIDENT ROOMS

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“Authorized University staff may enter your room without notice for maintenance or reasons

of health and safety.” – Residential Life Community Standards

RAs should only enter resident rooms for break room inspections or after receiving

directives from the RD on Call, UMPD, or emergency personnel. Never enter a room

alone.

If there are concerns about the wellbeing of a student, there is excessive noise, or an

alarm is sounding from the room but there is no response, attempt to locate the

residents.

If you cannot locate the resident(s), contact UMPD.

Assist UMPD officer(s) by providing them access to the master key if requested.

Inform the RD on Call.



PHYSICAL ASSAULT/FIGHT

Your personal safety is the first priority. While you may want to stop the situation, do

not put yourself in harm’s way.

Call 413-545-2121 (UMPD) for help if the aggressive behavior does not stop.

If you can get the individual(s) to calm down, take some time to listen to them and

attempt to mediate the situation if possible.

If there are two or more people involved, consider instructing them to go to separate

rooms.


For a roommate conflict, it may be helpful to see if one can stay at a friend’s room. If

not, ask the RD on call for other options. Do not promise a resident that you can find

other accommodations for them without first speaking with the RD on Call.


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BIAS-RELATED GRAFITTI

Cover the markings. DO NOT erase or remove anything.

If possible, take a picture before covering it.

Contact UMPD to respond and investigate.

Contact FacOps to remove the graffiti after UMPD has investigated, and given

permission for the graffiti to be removed.

Report the incident to the RD on Call.


Collaborate with your cluster senior staff to determine an action plan for community

follow up, if needed.

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Graffiti may appear on:

Marker boards

Doors

Bulletin boards

Windows

Mirrors

Snow


BIAS INCIDENTS

If you receive information about a bias-related incident, report the incident to the RD

on Call.

If warranted, contact UMPD for assistance.


Collaborate with your cluster senior staff to determine an action plan for community

follow up, if needed.

The RD on Call may offer the individual access to a safe room if they do not feel

comfortable in the space.

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Examples of bias:

Actions based on an individual’s actual or perceived race, ethnicity,

color, mental or physical ability, religion, national origin, gender

identity and/or expression, sex, or sexual orientation

Anything that is targeted to a particular group or includes threats or

intimidation


SEXUAL ASSAULT, DOMESTIC VIOLENCE, STALKING

A resident may disclose an incident of sexual assault, domestic violence, dating violence, or stalking. You may also learn of an incident from other individuals in the hall. YOU MUST REPORT THE DISCLOSURE TO THE RD ON CALL.

Listen to the student. Believe them.

Do not attempt to investigate or ask questions about the incident(s).

Establish clear boundaries around your role. You cannot promise confidentiality but let the student know you can assure privacy. INFORM THE STUDENT THAT YOU HAVE TO REPORT THE DISCLOSURE.

Provide the individual with resources. Inform them about confidential resources.

Encourage the resident to seek medical attention and/or UMPD. Remember that the student maintains the right to determine what option to pursue.

Contact your RD or the RD on Call to report the incident and get yourself support.


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Confidential Resources Center for Women & Community (CWC) | 413-545-0883 CWC Rape Crisis Hotline | 413-545-0800 Center for Counseling & Psychological Health | 413-545-2337 University Health Services | 413-577-5000

Private Resources Dean of Students Office | 413-545-2684

Men & Masculinities Center | 413-577-4636


NEWS MEDIA

Residence Halls are private residences. The news media are not permitted to enter the residence halls or access student floors unless invited/accompanied by a resident or staff.

Staff can ask for identification and inquire about the purpose of their presence.

Inform students that they are NOT obligated to speak to the media.

If there is a concern, contact your senior staff or the RD on Call.

If a media outlet attempts to contact you related to your RA role, politely decline to comment.

Direct the reporter or agent to the UMass Amherst Office of News and Information.

Contact Office of News & Media Relations informing them of the inquiry.

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News & Media Relations

109 Monson Hall

(413) 545-0444

www.umass.edu/newsoffice


DEATH OF A RESIDENT

If the death occurred off-campus:

Contact your senior staff to find out if they have learned of the death.

In consultation with your supervisor, plan some interventions with your community around supporting each other and grieving.


If you discover a death of a student (on-campus):

Your personal safety is your first concern.

Call UMPD (413-545-2121) IMMEDIATELY.

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o Be prepared to calmly state your full name, position, phone number and your current location. Provide a clear but brief description of the emergency and its location, your best description of what occurred, and the state of the individual.

Contact the RD on Call and/or your senior staff.

If the situation is safe for you to remain at the scene, stay with the individual.

Do not disturb the deceased’s body or any items on the premises.

Maintain the security of the premises until the appropriate authorities arrive to the scene. With the exception of emergency personnel, no one should be permitted to enter the space of the alleged deceased—including friends, staff, or roommate/suite/apartment-mate.

Await instruction from emergency personnel or the RD on Call.

Work to calm and support any individuals present at the scene.

Follow up with residents on the floor (in consultation with Residence Education staff).

Follow up will include:

Media redirection Crowd management Community meetings Individual connections

with residents Additional support

available on scene or at particular location

Completing an Incident Report.


RESTRAINING ORDERS

Restraining orders are granted by the court system and enforced by UMPD (not University staff).

If you learn a restricted person may be in your building, contact UMPD immediately.


In some instances, UMPD may work with senior staff regarding the relocation of an individual.

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A Restraining Order is a legal order issued by a state court that requires one

person to stop harming (or contacting) another person. In Massachusetts,

there are two types of restraining orders:

Domestic Violence Abuse Prevention Order (c.209A): a civil court order

intended to provide protection from physical or sexual harm caused by force

or threat of harm from a family, household member, or someone has been in

a serious dating relationship

Harassment Prevention Order (c.258E): Restraining orders not limited to

specific types of relationships.


NOISE

Students may contact you regarding a noise complaint or you may hear excessive noise while in the Hall. In either instance, use the Two Doors Down approach. If you can hear the noise from more than two doors down, the room should be documented. When approaching the room to document:

Consider asking for assistance from co-RAs before documenting the room.

Identify yourself as an RA and politely explain that the level of noise coming from the room is in violation of the noise policy.

If music is playing or the TV is on, instruct residents to turn down the volume.

DO NOT GIVE A WARNING unless it is courtesy hours.

Inform students that the noise could be heard down the hall. Inform that you received a noise complaint from others in the hall if true.

Submit an Incident Report.

Consider following up with documented residents about noise at a later time.

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SERVICE & ASSISTANCE ANIMALS

Introduce yourself and ask the person politely and respectfully:

1. Is this animal required because of a disability?

2. What work or task has the animal been trained to perform?

If the student answers NO or does not answer, state the policy to the student and ask the student for identification so you can document the situation.

Document the interaction via email and/or through the Duty Log.

Remember your role is not to investigate but to gather appropriate information.

Write an Incident Report if there is a clear policy violation such as a noise violation.

If the student answers YES to either question, thank the student for their time. Do not submit an incident report.

By law staff members may only ask these two specific questions for Service Animals/Service Animals in Training. You are not allowed to request any documentation for the animal, require the animal to demonstrate its task, or inquire about the nature of the person’s disability.

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Remember: Pets (other than fish in a 10 gallon or less tank) are not permitted in the residence halls.


ESCORTING INDIVIDUALS OUT OF BUILDING

Guests (i.e., non-residents of the Hall) should be escorted from the hall for the following reasons:

They refuse to provide identification to staff. There is a large gathering or other incident during which instructing people to

leave is warranted. When the non-resident guest is not accompanied by an identifiable host.

Inform the guests that they need to leave the building and walk with them to the

lobby exit.

If the individual(s) refuse to leave the building or attempt to reenter the building,

contact UMPD for assistance.

Indicate that the guests were escorted out of the building in the incident report.

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RESTRICTED INDIVIDUALS

Certain individuals are restricted from all University residence halls or certain residence

halls or areas. The Residence Hall Security staff will have information on who is

restricted from each building.

If you observe, or suspect you observe, a restricted individual in the residence hall,

confer with Residence Hall Security staff.

If the individual is restricted, contact UMPD immediately.

When documenting the incident, provide specific details as to when and where you

observed the individual. Your information will assist in retrieving security footage.

Inform the RD on Call.


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SUICIDE & SUICIDE IDEATION

Call UMPD IMMEDIATELY if an attempt has been made. If someone is threatening or has given an indication that they are thinking about suicide, contact the RD on Call and UMPD immediately.

Be empathetic and caring.

If possible, attempt to determine the level of risk. You are not a trained Mental Health professional. Always consult with your supervisor and/or the RD on Call.

o Low Risk: If you are comfortable, volunteer to go with the person to the Center for Counseling & Psychological Health.

o High Risk: Get someone to stay with the resident and RA should contact UMPD and the RD on-call.


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Determining level of risk (questions you can ask): Have you thought about hurting yourself?

What are your plans for the future?

Have you thought about how you would hurt yourself?

Have you tried to hurt yourself in the past?


UNIVERSITY BATHROOMS

A student has the right to use the gendered bathrooms in which they feel safe and most comfortable. If you receive information that an individual is in the “wrong” bathroom:

Do not ask anyone to leave a bathroom because their gender appears to you not to

correspond to the gender of the bathroom. It is a violation of University policy and Massachusetts law to challenge another person’s right to be in a gendered facility, unless they are committing a criminal offense (such as loitering to spy on others or taking photos or videos).

If you suspect the person is intoxicated in a bathroom, follow appropriate protocol

and contact UMPD. Complete an incident report.

Report the incident to your RD or consult with the RD on Call as needed.

If someone has been discriminated against in a gendered facility because of their gender identity or expression, they are encouraged to report the incident to the Dean of Students Office or UMPD.

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TOBACCO OR CIGARETTE SMOKE/SMOKING

If you smell cigarette smoke, suspect that a resident is smoking a cigarette, or observe an individual smoking a cigarette inside or adjacent to the building):

Knock on the door (or approach the individual).

Explain the smoking policy to the resident and inform them that you are documenting the incident.

Reiterate that UMass Amherst is a tobacco-free campus and that smoking is prohibited on all University property.


If no one answers the door and you smell cigarette smoke, submit an incident report. Be sure to record the room number and that you knocked repeatedly.

Contact RD on call for any consultation.

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COVERED SMOKE DETECTORS

Covered smoke detectors represent a significant risk to the safety of the hall community. Even covering a smoke detector with a hat can delay the alarm sounding in the event of a fire. If you observe that a smoke detector is covered:

Inform the residents that you are documenting the incident.

Contact Environmental Health and Safety staff (413-545-2121). Remain with the residents with the door open until EH&S staff arrive.

A EH&S staff member will come to the room, remove any item(s) from the detector, and test the detector to ensure the device is still functioning.

Instruct residents NOT to remove the item(s) from the detector. If residents continue to remove items from the detector, include this information in the report.


Describe how the detector was obstructed (e.g., with a hat, plastic bag).

Contact RD on Call if you need assistance.

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Objects that may obstruct the smoke detector: Plastic bags Hats Tapestries or wall hangings Tape or bandages covering sensors Disconnected (exposed wires)


ODOR OF MARIJUANA

Locate the specific room that is the source of the odor. If unable to locate the exact

room, still submit a report providing the approximate room range or a description

of the location.

Knock on the door and confront the behavior. Confront with another RA for

assistance if needed.

Complete an incident report. Provide as many details as possible.


If you need assistance or are concerned about safety, contact UMPD.

Things to observe while documenting:

Are the students' eyes bloodshot? Is there a fan running that is blowing air out the window? Is there a towel along the bottom of the door? Is the odor stronger when the door is opened? Do you see any evidence of marijuana in the room such as a

plastic bag holding a substance that looks like marijuana, a bong, or a pipe?

Is the smoke detector obstructed in any way?

Do you see smoke? Do you hear people in the room/suite, but they don't open

the door.

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PRESENCE OF MARIJUANA

If you observe marijuana or an individual smoking/ingesting marijuana,

Knock on the door and confront the behavior. Confront with another RA for

assistance if needed.

Contact UMPD. UMPD will assess the situation and seize/dispose of the marijuana.

If you observe or suspect drug dealing and/or distribution, move to a safe location and contact UMPD immediately. This includes combinations of the following: scales, large quantities of marijuana, marijuana packaged for delivery (such as in bags or pouches), cash/money, individuals frequently entering/leaving the room with these

items.

Submit an incident report providing as much information as possible.


If you observe the marijuana, call UMPD to dispose of

it. NEVER HANDLE THE MARIJUANA.

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DRUG PARAPHERNALIA

If you observe drug paraphernalia:

Describe the item in as much detail as possible (e.g., type of item, if you observe any drug residue).

Indicate the location of the item and in whose possession.

Inform residents that drug paraphernalia is prohibited within the residence halls and that the item needs to be removed from the building as soon as possible.

Remind residents that they will be documented again if the item is observed.

Notify the RD on Call

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Paraphernalia includes:

Pipes (metal, wooden, acrylic, glass, stone, plastic,

ceramic)

Bongs (a filtration device used to smoke marijuana)

Grinders

Scales

Needles

Mirror/Razor


INTOXICATED RESIDENT

Approach the individual to confront the behavior.

Ask the individual if they were drinking/taken any other drugs and about the number of drinks of alcohol.

If they appear intoxicated or sick, call UMPD. Call UMPD even if the student tells you not to contact the police.

UMPD will determine if the student should be transported to the hospital or remain in the hall under another’s supervision. RAs should not make a determination about the health of a resident.

Collect ID information from the individual.

Complete an incident report.

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Signs of alcohol and/or drug intoxication:

Thick, slurred speech

Flushed face

Glassy/bloodshot eyes

Impaired motor function (struggle to walk without falling)

Breath or clothing smells like alcohol

Clumsy/unusual walking


ALCOHOL POSSESSION

Consider asking for assistance from co-RAs before documenting the room, especially if the room appears rowdy.

Stay calm, identify yourself as an RA, and be polite.

Ask residents to open the door all the way. Do not enter the resident’s room. Remain in the doorway. Never enter far enough into the room that the door could be shut behind you.

Instruct residents to place all alcohol in the middle of the room.

Collect ID information from everyone present, regardless of whether they inform you of their involvement.

Escort residents of the room to pour out all alcohol in the bathroom and recycle the containers.

Escort guests out of the room/building.


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When documenting about alcohol, be VERY DETAILED in the report. Include:

What type/brand of container (vodka bottle, wine bottle, beer funnel)

The quantity of containers (e.g., six beer cans, two wine bottles)

The contents (e.g., a plastic cup containing beer, a vodka bottle ¾ full of liquor, unopened beer can)

Who possessed the alcohol (e.g., who was holding a beer can, who was holding cups containing alcohol, who disposed of the alcohol)


FACILITIES EMERGENCIES

Contact FacOps staff IMMEDIATELY. Call UMPD if necessary.


If it is safe, stay at the scene and redirect residents around it.


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Broken door locks, or window screens that create a security risk

Floods/flooding

Broken pipes, sink, toilets that cause standing water

Broken window glass

Card access failure (RA on duty may be instructed by RD on-call to

stay by door until fixed)

Exposed electrical wires

Elevator not working

Fire alarm system malfunctions

No heat

Power outage

Sprinkler head activation


BODILY FLUIDS

NEVER handle or attempt to clean up any fluids. Your first priority is your personal

safety. The fluids may be hazardous.

IMMEDIATELY call Facilities Operations Staff.


Secure the area so that other residents do not come in contact with the bodily fluid.


Follow up with the floor community about the incident if needed in consultation with

senior staff.

Bodily fluid refers to:

Blood Urine

Vomit Feces

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RODENTS & INSECTS

Bed bugs or bees should be treated as an emergency concern by calling Emergency Maintenance.

Other insects or animals include having the residents submit a detailed service request using online I-Service Request System. Integrated Pest Management will respond within 48 hours of request. If the resident does not get services within this time frame, notify your cluster senior staff.


Complete an I-Service Request online

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ce

Examples: Rats/Mice (non-emergency) Bed Bugs (emergency) Bees (emergency if student is allergic) Lady Bugs (non-emergency can be

vacuumed ) Dust Mites or Fleas (non-emergency) Cockroaches (non-emergency)


APPENDIX: HOW

TO SUBMIT AN

INCIDENT REPORT


How to Enter an Incident

All Resident Assistant (RA) staff members must enter incidents online through the Symplicity

Advocate system. Symplicity Advocate is used by the University to manage all student conduct

information. The following is an overview of how to submit an incident:

1. Navigate to the following link: http://www.umass.edu/living/learning/standards and click

RA Incident Report Login in the right navigation pane. Alternatively, you can visit https://umascs.sacl.umass.edu to directly access the Advocate system.

2. On the Advocate main page, Click on the Resident Assistant button (step A) and enter your Net ID and password (step B). Inform your Residence Director (RD) if you have any issues logging into Advocate.

3. Once logged in, click on Create Incident Report to access the submission page. Note: All fields with asterisks are required fields.

4. Enter the date and time that the incident occurred. Be as specific as possible.

5. The Location of Incident field already includes all of the

residence halls organized by area. Indicate where the incident

occurred by hovering over their living area and selecting the building. Once the building is selected the page will regenerate, allowing for you to provide more specific information.

6. Use Location Category to indicate if the incident occurred in a location other than the student’s room (such as the laundry room, lounge, elevator, etc.).

7. Use Additional Location Info to provide additional information about where the incident occurred. If the incident was in a residence hall room, provide the room number.

http://www.umass.edu/living/learning/standards

https://umascs.sacl.umass.edu/


8. In the Incident Description field, provide your description of the incident. Be as

thorough as possible. When discussing alcohol or drugs (including marijuana), be specific about the contents (i.e., was there alcohol in the container or was the container empty, who is in possession). Remember, all incident reports must be written in the third

person (e.g., “Resident Assistant Jon Student documented...”).

If you need to leave and return to submitting the statement at a later time, click Save as

Draft. This will save your report but will not submit it to Community Standards. You can

revisit the report and submit it once it is completed.

9. Keep Alleged Offender is a Student Group checked as No.

10.Indicate all of the students involved using the Alleged Offender(s) field. Enter the

student’s ID number in the [keyword] field and press Go. The page will regenerate. The

student’s name should appear under the [choose filter] dropdown list. Click on the student’s name to add text box below. Repeat this for each student involved in the

incident.

11.In the Student Witness(es) field, enter the names of students who were present when the incident occurred but who were not directly involved. Use their student ID numbers to

select

12.Other Witness(es) is reserved for entering the names of individuals not affiliated with

UMass Amherst and who do not have student ID numbers, such as guests.

13.Under Source of Report, always select Residence

Education (ResEd).

14.Provide your name, email address, and phone number in

the Reporter fields.

15.Answer the next set of questions pertaining as to

whether you or another RA contacted UMass Amherst Police, as well as if the incident involved alcohol, drugs, or bias.

16.Admin Incident Summary is used for administrative purposes. Leave the field blank.

17.Attached documents/Uploads is used to upload documents, images, etc. related to the incident. You will typically not need to upload any other information besides the incident

description.

18.Once completed, click Submit.


Once you submit the incident statement, the Resident Director of the building will be notified and

the information will be automatically sent to the Community Standards Office for processing.

The Community Standards Office staff may follow up with you at a later date regarding the incident and/or the incident statement. If you need to edit a report after submitting, log into Advocate and click Edit Draft Reports from the Advocate Home page. You will have the

ability to edit your incident statement until the information is processed by Community Standards.

Please report any issues you have entering incidents (including potential bugs/errors)

to your Residence Director.

2017-2018 incident response guide - umass amherst · 2017-10-30 · safety & incident response...

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