On Call
Policy Review, Coverage Procedures, and Incident Response
Goals •
Summarize and explain University and departmental policies with students.
• •
Understand the purpose and philosophy behind on-call & coverage.
• • •
Articulate the ICED-T model.
Articulate the expectations and duties involved in participating in coverage. Assess situations and follow departmental protocol. Confront, address, and follow-up on incidents in your community.
What this session is NOT
Debate about Policies
An endless list of What Ifs...
How much pain have cost us the evils which have never happened. – Thomas Jefferson
Agenda • Part One: Policy Review • Part Two: Coverage and On Call Procedures • Part Three: Incident Response
Policy Review
Why do we have policies? •
To build and maintain our communities.
•
For the safety and security of our communities.
•
To support the undergraduate record and our mission.
•
To comply with federal, state and local laws.
Where can our policies be found?
Undergraduate Record http://records.ureg.virginia.edu/
Housing Terms and Conditions http://www.virginia.edu/housing/terms.php
Members of the University community living in University property and their invited guests who are lawfully permitted to purchase, possess and use alcohol may do so in the residence.
Possession of kegs, pony kegs, or beer balls is prohibited in residence facilities that are University property.
Fire Safety
No bicycles in suites, apartments, hallways, stairwells or study lounges. Bicycles may be stored in student bedrooms as long as the means of egress is maintained
All University-owned furniture must remain in its assigned space.
Pets are prohibited except for non lethal fish.
You must have the consent of the other residents who live with you to invite a guest into your room and/or any shared living space. Overnight guests may not remain longer than three consecutive nights.
You must dispose of refuse in proper containers.
Smoking is prohibited in or within 25 feet of all on Grounds housing facilities.
Prohibited Activities: Removal of window screens.
Coverage and On Call Procedures
Why do coverage? • Ensure the safety of the community and your residents. • Meet the members of your community! • Not just a time to address policy violations, but is also a great time to build community. • Good opportunity to do late night programming. • To support the educational objectives of Department and Division. • It’s a job expectation.
WHEN do coverage? • • • • • • • • •
Friday 10pm – Saturday 8am Saturday 10pm – Sunday 8am Opening/closing Exam Periods and Reading Days Severe weather events IFC Bid Day Cancellation of Classes J-Term (presence) Others as assigned
Deciding Coverage • Senior Residents coordinate coverage assignments and ensure that assignments are distributed equitably. • SRs will also serve in coverage rotations. • SRs will submit coverage schedule to the coverage Google Doc by 4:30pm on the Wednesday preceding coverage. • If coverage is not received by this time the SR will be assigned coverage. • Emergency responders, such as the AC On Call and the Dean On Call, will access this Google Doc when contacting a staff member on call.
Notifying residents • Staff members will notify residents of coverage schedule (contact information should be posted or distributed via email) not later than 8:00 P.M. • In that email they will list their phone number and room number for residents to contact if needed.
Remain in your area
• Staff members will be visible and accessible in their area/facility during coverage. Staff members are not permitted to leave their area/facility at any time during coverage. • Residents will know where and how to contact you. • If an emergency outside of the area/complex requires your attention, communicate with your supervisor to find a replacement. Once a replacement is found, notify the AC On Call.
Rounds • Three sets at a minuimum • Around 10pm, 12am, 2am • The first round should occur no later than 10:30pm and the last round no earlier than 2am.
What should be brought? • • •
Phone Notebook Pen
Rounds should include: • Walking the entire community • Meeting residents.
• Check doors and entrances to make sure they are secured
• Check communal spaces, kitchens, and appliances. • Make sure appliances aren’t left on
• Address policy concerns
Additional Coverage Expectations • You should respond appropriately, even if you’re not the person on coverage. • When visiting other dorms, you’re still a staff member, and should respond as needed. • Staff members, regardless of age, will neither consume alcohol nor be under the influence of alcohol or drugs during coverage.
On Call Why?
• Recognition that the number of incidents on Thursday
Night are equivalent to the volume of Friday and greater than Saturday
On Call
Why? • Reduce obligation on the entire staff by designating a point person in the building • Follow the mission of the Department and Program which is to provide staff presence in the community during periods of high activity and elevated risk • A comprehensive initiative to ensure the safety of our communities
On Call
Important Points
•
Designed to reduce burdens on staffers not to increase them
• •
• •
No expectations of rounds or programming from HRL On-Call ends at 6am on the following Friday (rather than 8am)
Incorporates an awareness and sensitivity to academic obligations on Friday Reflects changes made in the Employee Agreement for this year
On Call
The How
• • • •
Thursday: 10:00 P.M. –Friday 6:00 A.M.
•
Staff members will neither consume alcohol nor be under the influence of alcohol or drugs while on call.
•
SRs are empowered to determine procedures for their individual communities outside of those enumerated here
•
SRs will coordinate the On Call Rotation for their communities
Be physically present in your community during the time block Provide contact information to your community via email by 8:00 P.M. Senior Staff will submit the On Call Staffers information on the Coverage and On Call Spreadsheet by 4:30 P.M. on the Wednesday preceding On Call
Incident Response
When Responding to an Incident. DO…
Identify your self
•
State your name
•
Position on Staff
What brought you to the room?
•
Be clear: State what brought the room to your attention and be specific when identifying any policy violations you see.
•
Ask permission to enter a resident’s room.
Document the Incident • Have paper and pen for note-taking during an incident • Write down the names and University ID numbers of all present. • Be honest about documentation. • Inform them about follow-up: Let them know that depending on the severity or pattern of behavior, they may have to follow-up with the SR or AC.
Remain Calm •
Keep your voice low and steady
•
Be assertive, not aggressive or threatening
•
Do not engage in debate or argumentation with residents
A few more things… •
Gain control of a rowdy situation by asking room owner(s) to step outside of the room with you to discuss the situation.
•
Mind your own safety. If you do not feel comfortable approaching a situation, contact another staff member to accompany you. Call the police as needed.
•
Pay attention to possible medical emergencies, especially if the residents have been drinking. Prioritize your responses accordingly.
When responding to an incident do not… •
Do not be aggressive or threatening.
•
Do not touch residents or their property without permission.
•
Don’t use inappropriate or derogatory language.
•
Do not chase residents if they try to leave.
•
Do not threaten to call the police unless you mean it.
•
Do not apologize when addressing a policy violation.
ICE-T
ICE-T Model ^ D
I = Initial Assessment • • • • •
Remain calm “What is going on?” - prioritize “What am I going to do about it?” “Do I need help?” “Is anyone in imminent danger?”
C = Conversation & Action • • • • • • •
Introduce yourself as a staff member. Prioritize! Deal with the most immediate issues first. Address who is involved – the residents, hosts, guests, etc. Address what is involved. Address behavior, don’t attack the person. Ask direct questions. Ask about the sequence of events.
E = Engage your Support Network
• Do I need assistance? • Who is the best resource to assist me? • Do the residents need assistance? • Who needs to know about this right now?
D = Document the Incident
• Write an Advocate report as soon as possible. •
Use Just Report It! if applicable
• Are work orders or damage reports necessary?
T = Talk About It • • • •
Follow up with your resident(s) after every incident. Follow up with your supervisor after every incident. You may hear from your AC or Dean concerning an incident. Take care of yourself!
You got this!
In the event of a crisis...
Call 911 first!
When calling 911... • • • • • • •
Stay calm Give the dispatcher... Your name and position Location Problem (fire, injury, alcohol poisoning...) Name/description of the person(s) involved A call back number (only hang up if absolutely necessary or told it is OK by the dispatcher)
•
Tips for arriving to the correct location (suite location, floor, etc)
•
Any other information the dispatcher requests about the individuals involved
Call your Senior Resident after
Area Coordinator On-Call: 434-297-6500
Valencia Harvey Area Coordinator
Daniel Fairley II Area Coordinator
Ashley Holland Area Coordinator
John Cheney Area Coordinator
Dean On-Call: 434-243-DEAN
When to call the AC or Dean On-Call: • Death or serious injury to a student. • Serious behavioral (i.e. alcohol related) or psychological (i.e. severe depression and/or clear signs of suicidal ideation). • Issues that threaten the health and safety of individual students and/or the community. • A facilities issue that is very dangerous and clearly harmful. • Serious acts of intolerance and/or racebased hostility that may incite large crowds to violence or riotous behavior. • Whenever you are in doubt, err on the side of caution! We’re your support network, and we’re here for you!
Goals •
Summarize and explain University and departmental policies with students.
• •
Understand the purpose and philosophy behind on-call & coverage.
• • •
Articulate the ICED-T model.
Articulate the expectations and duties involved in participating in coverage. Assess situations and follow departmental protocol. Confront, address, and follow-up on incidents in your community.
What this session is NOT
Debate about Policies
An endless list of What Ifs...
How much pain have cost us the evils which have never happened. – Thomas Jefferson
Agenda • Part One: Policy Review • Part Two: Coverage and On Call Procedures • Part Three: Incident Response
Policy Review
Why do we have policies? •
To build and maintain our communities.
•
For the safety and security of our communities.
•
To support the undergraduate record and our mission.
•
To comply with federal, state and local laws.
Where can our policies be found?
Undergraduate Record http://records.ureg.virginia.edu/
Housing Terms and Conditions http://www.virginia.edu/housing/terms.php
Members of the University community living in University property and their invited guests who are lawfully permitted to purchase, possess and use alcohol may do so in the residence.
Possession of kegs, pony kegs, or beer balls is prohibited in residence facilities that are University property.
Fire Safety
No bicycles in suites, apartments, hallways, stairwells or study lounges. Bicycles may be stored in student bedrooms as long as the means of egress is maintained
All University-owned furniture must remain in its assigned space.
Pets are prohibited except for non lethal fish.
You must have the consent of the other residents who live with you to invite a guest into your room and/or any shared living space. Overnight guests may not remain longer than three consecutive nights.
You must dispose of refuse in proper containers.
Smoking is prohibited in or within 25 feet of all on Grounds housing facilities.
Prohibited Activities: Removal of window screens.
Coverage and On Call Procedures
Why do coverage? • Ensure the safety of the community and your residents. • Meet the members of your community! • Not just a time to address policy violations, but is also a great time to build community. • Good opportunity to do late night programming. • To support the educational objectives of Department and Division. • It’s a job expectation.
WHEN do coverage? • • • • • • • • •
Friday 10pm – Saturday 8am Saturday 10pm – Sunday 8am Opening/closing Exam Periods and Reading Days Severe weather events IFC Bid Day Cancellation of Classes J-Term (presence) Others as assigned
Deciding Coverage • Senior Residents coordinate coverage assignments and ensure that assignments are distributed equitably. • SRs will also serve in coverage rotations. • SRs will submit coverage schedule to the coverage Google Doc by 4:30pm on the Wednesday preceding coverage. • If coverage is not received by this time the SR will be assigned coverage. • Emergency responders, such as the AC On Call and the Dean On Call, will access this Google Doc when contacting a staff member on call.
Notifying residents • Staff members will notify residents of coverage schedule (contact information should be posted or distributed via email) not later than 8:00 P.M. • In that email they will list their phone number and room number for residents to contact if needed.
Remain in your area
• Staff members will be visible and accessible in their area/facility during coverage. Staff members are not permitted to leave their area/facility at any time during coverage. • Residents will know where and how to contact you. • If an emergency outside of the area/complex requires your attention, communicate with your supervisor to find a replacement. Once a replacement is found, notify the AC On Call.
Rounds • Three sets at a minuimum • Around 10pm, 12am, 2am • The first round should occur no later than 10:30pm and the last round no earlier than 2am.
What should be brought? • • •
Phone Notebook Pen
Rounds should include: • Walking the entire community • Meeting residents.
• Check doors and entrances to make sure they are secured
• Check communal spaces, kitchens, and appliances. • Make sure appliances aren’t left on
• Address policy concerns
Additional Coverage Expectations • You should respond appropriately, even if you’re not the person on coverage. • When visiting other dorms, you’re still a staff member, and should respond as needed. • Staff members, regardless of age, will neither consume alcohol nor be under the influence of alcohol or drugs during coverage.
On Call Why?
• Recognition that the number of incidents on Thursday
Night are equivalent to the volume of Friday and greater than Saturday
On Call
Why? • Reduce obligation on the entire staff by designating a point person in the building • Follow the mission of the Department and Program which is to provide staff presence in the community during periods of high activity and elevated risk • A comprehensive initiative to ensure the safety of our communities
On Call
Important Points
•
Designed to reduce burdens on staffers not to increase them
• •
• •
No expectations of rounds or programming from HRL On-Call ends at 6am on the following Friday (rather than 8am)
Incorporates an awareness and sensitivity to academic obligations on Friday Reflects changes made in the Employee Agreement for this year
On Call
The How
• • • •
Thursday: 10:00 P.M. –Friday 6:00 A.M.
•
Staff members will neither consume alcohol nor be under the influence of alcohol or drugs while on call.
•
SRs are empowered to determine procedures for their individual communities outside of those enumerated here
•
SRs will coordinate the On Call Rotation for their communities
Be physically present in your community during the time block Provide contact information to your community via email by 8:00 P.M. Senior Staff will submit the On Call Staffers information on the Coverage and On Call Spreadsheet by 4:30 P.M. on the Wednesday preceding On Call
Incident Response
When Responding to an Incident. DO…
Identify your self
•
State your name
•
Position on Staff
What brought you to the room?
•
Be clear: State what brought the room to your attention and be specific when identifying any policy violations you see.
•
Ask permission to enter a resident’s room.
Document the Incident • Have paper and pen for note-taking during an incident • Write down the names and University ID numbers of all present. • Be honest about documentation. • Inform them about follow-up: Let them know that depending on the severity or pattern of behavior, they may have to follow-up with the SR or AC.
Remain Calm •
Keep your voice low and steady
•
Be assertive, not aggressive or threatening
•
Do not engage in debate or argumentation with residents
A few more things… •
Gain control of a rowdy situation by asking room owner(s) to step outside of the room with you to discuss the situation.
•
Mind your own safety. If you do not feel comfortable approaching a situation, contact another staff member to accompany you. Call the police as needed.
•
Pay attention to possible medical emergencies, especially if the residents have been drinking. Prioritize your responses accordingly.
When responding to an incident do not… •
Do not be aggressive or threatening.
•
Do not touch residents or their property without permission.
•
Don’t use inappropriate or derogatory language.
•
Do not chase residents if they try to leave.
•
Do not threaten to call the police unless you mean it.
•
Do not apologize when addressing a policy violation.
ICE-T
ICE-T Model ^ D
I = Initial Assessment • • • • •
Remain calm “What is going on?” - prioritize “What am I going to do about it?” “Do I need help?” “Is anyone in imminent danger?”
C = Conversation & Action • • • • • • •
Introduce yourself as a staff member. Prioritize! Deal with the most immediate issues first. Address who is involved – the residents, hosts, guests, etc. Address what is involved. Address behavior, don’t attack the person. Ask direct questions. Ask about the sequence of events.
E = Engage your Support Network
• Do I need assistance? • Who is the best resource to assist me? • Do the residents need assistance? • Who needs to know about this right now?
D = Document the Incident
• Write an Advocate report as soon as possible. •
Use Just Report It! if applicable
• Are work orders or damage reports necessary?
T = Talk About It • • • •
Follow up with your resident(s) after every incident. Follow up with your supervisor after every incident. You may hear from your AC or Dean concerning an incident. Take care of yourself!
You got this!
In the event of a crisis...
Call 911 first!
When calling 911... • • • • • • •
Stay calm Give the dispatcher... Your name and position Location Problem (fire, injury, alcohol poisoning...) Name/description of the person(s) involved A call back number (only hang up if absolutely necessary or told it is OK by the dispatcher)
•
Tips for arriving to the correct location (suite location, floor, etc)
•
Any other information the dispatcher requests about the individuals involved
Call your Senior Resident after
Area Coordinator On-Call: 434-297-6500
Valencia Harvey Area Coordinator
Daniel Fairley II Area Coordinator
Ashley Holland Area Coordinator
John Cheney Area Coordinator
Dean On-Call: 434-243-DEAN
When to call the AC or Dean On-Call: • Death or serious injury to a student. • Serious behavioral (i.e. alcohol related) or psychological (i.e. severe depression and/or clear signs of suicidal ideation). • Issues that threaten the health and safety of individual students and/or the community. • A facilities issue that is very dangerous and clearly harmful. • Serious acts of intolerance and/or racebased hostility that may incite large crowds to violence or riotous behavior. • Whenever you are in doubt, err on the side of caution! We’re your support network, and we’re here for you!
