IRIS

Incident Reporting Information System

(Training for Student Staff)

Training Goals

Review the purpose of IRIS Overview the sections that make up IRIS Review each function of IRIS Provide basic understanding for completing

Incident Reports

Purpose of IRIS

Track and monitor discipline and information cases

Increase Incident Report completion and routing time from staff to HCs

Centralize compilation of incident statistics Centralize data for resident judicial records Notification system to all levels within DHFS

Accessing IRIS

Enter the “Staff Zone” page:

(www.utexas.edu/student/housing/staff/) Click Web Applications from the left menu.

Choose the “Incident Reporting Information System"

Accessing IRIS

Enter your UTEID and password

Opening Screen

Personalized Screens: These buttons give HCs access to screens with incidents (residents in incidents) for their area. (These functions are not available to student staff.)

Opening Screen

Query/Search: query’s information as related to a particular incident or resident. Input either incident report number or student number to access corresponding report.

Opening Screen

Function Navigation: lists the available functions. These functions will be reviewed one at a time.

Opening Screen

Working: area that allows the user to add, update, and/or list particular reports. Each of these screens will be explained with each function.

Function Review

View/Add Report: Function to create new report (when the incident number (nbr) box is empty).

Note: You can only view incidents you created.

View/Add Report

View/Add Report function has six sections to complete:

•Incident Details•Associated Incidents•Residents Involved•Nonresidents Involved•Witnesses to the Incident•Short Description

View/Add Report

View/Add Report function has six sections to complete:

•Incident Details

Incident Details

Notes:• Report Status:

• Open=report is open until reviewed or sanctions are completed. You should always keep the report status to open. HCs will assign an incident as closed.

• Location (Hall): Refers to the location of the incident, not of any particular person involved. • Personnel Contacted Notes: This should include ALL personnel (HC, APD, EMS, UTPD, AFD, and their

appropriate badge numbers!)• SubUnit Location: Refers to the area of the incident (i.e. which HC covers the area?). Examples of

SubUnits: Brackenridge, Roberts, and Prather (BRP) or Jester Lower West or Whitis Court).This section is what directs the automatically generated notification emails to the appropriate professional staff.

• Work Order Request Made: This DOES NOT generate a work order, it simply informs staff who receive the report if a work order has or has not been generated by the author.

View/Add Report

View/Add Report function has six sections to complete:

•Associated Incidents

Associated Incidents

Associated Incidents: The author may select up to ten types of incidents associated with the incident.

Refer to the Residence Hall Handbook and/or DHFS policy manual for definitions of what constitutes violation or consideration for each particular incident type.

A list of definitions for each type of incident will be listed at the end of the presentation.

Note: IRIS is not just for incidents. One selection is called “Information Only”, which covers any incidents that are for information purposes and not necessarily a disciplinary situation.

View/Add Report

View/Add Report function has six sections to complete:

•Residents Involved

Residents Involved

Residents Involved: This section is for residents with active contracts only and who were DIRECTLY effected by or involved with the associated incidents listed in the report. It is NOT for staff, witnesses or non-residents.

Enter the involved residents’ 9 digit student numbers and then click Add Report to update the report. The student name will automatically be entered in this section. It will become a hyperlink marked in blue and underlined. When clicked, the residents contact information and case status screen will appear. (We will discuss that screen later in the training.)

Before clicking Add Report

After clicking Add Report

View/Add Report

View/Add Report function has six sections to complete:

•Nonresidents Involved

Nonresidents Involved

Nonresidents Involved: This section is for individuals DIRECTLY involved or effected by the associated incident(s), but do not have active contracts with DHFS.

Enter the individuals name, student number (if a UT student) and any additional identifying information. Depending on the incident, this information may be utilized to refer the student to DOS, etc.

View/Add Report

View/Add Report function has six sections to complete:

•Witnesses to the Incident

Witnesses to the Incident

Witnesses to the Incident: This section is for tracking information of person(s) who were there, that saw what happened, but were not directly involved in the incident.

View/Add Report

View/Add Report function has six sections to complete:

•Short Description

Short Description

Short Description: This section is NOT used for writing the details of the incident. It is only a “quick hit summary.” It is used in the automatically generated email (which is not secure) so you may not include names. Only 5 lines will be recorded, so be brief, but concise!

The following should be included:

•Number of residents and where they live

•Number of non-residents

•More specific location of incident

•Summary and outcome of the incident

Ex: “4 residents from JLW, JUE, and BRP and 1 nonresident found in Jester West Courtyard with alcohol and vandalizing the north wall with spray paint. RA contacted UTPD and HC on-call. All 5 complied with RA and were written up by UTPD.”

Add Report

You must click this to update any information you type into this screen. If it is not clicked, the information will NOT be stored.

Successful Report Added/Updated

IMPORTANT: After clicking “add report” or “update report”, make sure you receive a “Successful add of incident #-------” (new reports) OR “Successful update of incident #-------.” (existing reports) message at the top of the updated screen.

If you do not receive that message, you will receive an error message with instructions on what needs to be corrected in order to receive a “successful update” message.

Make the necessary corrections and click Add Report or Update Report until you receive the successful message.

Automatically GeneratedEmail Notification

Based on the selection of the SubUnit and incident type, an email is automatically generated after the report has successfully been added and sent to the corresponding HC. Depending on the level of incident type, additional emails may be sent to ACs, Doug, building services, etc.

Note: Buildings with multiple HCs should ask their HC which SubUnits to associate with common areas.

Sample Email

Desc: 4 RESIDENTS FROM JLW, JUE, AND BRP AND 1 NONRESIDENT FOUND IN JESTER WEST COURTYARD WITH ALCOHOL AND VANDALIZING THE NORTH WALL WITH SPRAY PAINT.

Smith, John

Function Review

Add Report Descriptions: Function to connect a full description to a created report.

Fill in the Incident Nbr and click the link “Add Report Descriptions”. This will take you to a full report screen.

Add Description

Type the full details in this description area and then click Add Description to ‘connect’ this description to the report.

Example: On RA John Smith’s first round, RA Smith heard noise from Jester West room W1311A with the door propped open. Resident Jane Doe was holding a bottle of beer in resident Doe’s hand. RA Smith asked Doe to empty the bottle into the sink and to provide RA Smith with Doe’s ID. Doe emptied out the bottle........etc.

Add Description

Remember:•Use only the third person and avoid pronouns (I, he, she, it, they) and opinions. Residents have the right to view incident reports they are included in.•Be sure the report number matches the report you are trying to add to. You cannot edit a report once submitted.•Start from the very beginning. This is not a continuation of the short description box.•95% of incidents will need an additional description.•If there are two or more RAs are at an incident, all must write a part of a description.

Add Description

CAUTION: There is a time limit in the system that automatically signs you out if you do not Add Description in time. Type the details of the description in Microsoft Word (or another word processor), then copy & paste it into this section.

Function ReviewSearch By Name: This function allows you to look up a residents student number and whether they have an active contract or not.

Note: If you do this while creating an unsaved incident, the incident will be erased!!!

Function Review

These functions are not available to student staff.

My Inbox

Neither are these.

Function Review

Logoff: It is important to ALWAYS Logoff. It ensures that no unauthorized updates where added to the system under your UTEID.

Incident Descriptions

Quiet/Courtesy Hours For violations of quiet and courtesy hours.

Roommate Conflict To document roommate issues. May be used in conjunction with other violation types if conflict involves policy violation.

Furniture Policy Violation

For violation of DHFS furniture policy.

Open Window For violations of DHFS open window policy

Fire Policy Violation For all fire related policy violations except smoking and arson

Safety/Security Policy violations related to safety/security, access doors, solicitation, etc, and maintenance issues related to safety/security of residents and facility

Guest Hour Policy Violation

For violation of DHFS guest hour policy.

Incident Descriptions

Vandalism Used to report intentional incidents of damage to residence hall property, graffiti, trash, or other destructive activities.

Harassment Used to report an incident where an individual exhibits behaviors with intent to harass, annoy, alarm, abuse, torment or embarrass another. May be in person, by phone, email or other form of communication.

Alcohol – Present Physical evidence includes full or empty alcohol containers present at the scene.

Alcohol – Indirect Signs

Physical evidence lacking. Resident exhibits signs of alcohol consumption, including difficulty with walking, talking or coordination, sickness, bloodshot eyes or smell of alcohol. Includes self-disclosure of consumption by student.

Incident DescriptionsDrugs Includes possession, use, sale or distribution of

illegal substance or paraphernalia.

Other Hall Polices Used to report a policy not covered by other incident type.

Theft Used to report unlawful taking of property from possession or constructed possession of another. Generic category used to report burglary, theft and robbery. If type determined by UTPD, include type in body of report.

Minor Medical Use to report injuries and incidents that do not require emergency medical attention, such as cuts, bumps, scrapes, sprains, bruises, headaches, stomachaches, etc.

Serious Medical Used to report injuries and incidents requiring emergency medical attention, transport to hospital, or death of student.

Incident Descriptions

Assault Unlawful attack or threat against another person. Could include verbal threat or bodily injury.

Sexual Assault Used to report any sexual act directed against another person, forcibly and/or against that person’s will; or not forcibly or against the person’s will where victim is incapable of giving consent.

Stalking Used to report a pattern of harassment, intimidation or threat toward an individual that is unwelcome or intrusive. May include physical presence (loitering/following) or contact by email, phone or other means of communication.

Weapons Used to report Firearms , knives, clubs or other dangerous objects that could be used to inflict bodily harm.

Incident DescriptionsSuicide/Suicide Attempt

Used to report suicidal tendencies, attempts and suicides.

Search and Seizure Police search warrants, authorized room search and/or confiscation of items by Res. Life Staff

Fire Alarm Activation Report any time fire alarm system activates or panel alarms. (real fires, false alarms and/or technical problems w/system)

Sprinkler Activation Used to report any time system is activated or flow indicator alarms on fire panel

General Maintenance Used to report routine type maintenance issues that can be handled via work order system in one to three days.

Emergency Maintenance

Used to report maintenance items that represent threat of injury to person or damage to facilities or personal property. Requires immediate attention.

Incident Descriptions

Information Only Used to report incidents that may require no additional follow-up.

Welfare Concern Used to report possible missing person and/or non-routine checks with a student regarding aberrant behavior or concerns regarding his/her well being.

Computer lab Incident

Used in conjunction with other incident type to indicate incident that occurred in computer lab

Dining Hall Incident Used in conjunction with other incident type to indicate incident that occurred in dining hall

Admin Area Incident Used in conjunction with other incident type to indicate incident that occurred in administrative area of Division or Area Offices

Smoking Used to report violations of UT smoking policy.

Incident Descriptions

Arson The willful or malicious burning or attempt to burn of personal or public property

Relationship Violence An act by an individual that is against another individual with whom that person has or has had a dating relationship and that is intended to result in physical harm, bodily injury, assault, or sexual assault or that is a threat that reasonably places the individual in fear of imminent harm.

Hate Crime Used to indicate if any of the above-listed incidents involving bodily injury, threat to person, or vandalism to property is intentional because of actual or perceived race, gender, religion, sexual orientation, ethnicity, or disability of victim

Summer Conference Incident

Used in conjunction with other incident type to indicate that incident is summer conference related

Solicitation Used to indicate unauthorized solicitation/advertisements