Incident & Security Reports Resource (2015-2016)

Why do we write reports?

It serves as an official university document describing in detail the facts of an incident
so that the appropriate university officials may work with those involved to determine
levels of responsibility or refer appropriate support
The incident report may or may not lead to official judicial/conduct related action
The incident report is a starting point for communication with University Housing
regarding a situation
Reports create a permanent record of incidents, events, problems, etc
They can be used to compile statistical information, identify trends, common
problems, or training needs
Some are used to facilitated investigations or prepare cases in other areas of
campus/community life
A good phrase to keep in mind: If it isnt documented, it didnt happen

How can you be prepared for this task?

Have something to take notes/information down with you!
Gather details
Names (First & Last)
UINs
Building/Room Number
Date/Time of Incident
Quotes can be helpful these should be verbatim what was said by a
student/person involved
Details of whats observed/behaviors etc
o With alcohol situations especially the amount of alcohol and number of
people involved tells a story! These details are needed!
Let those involved know your role is to address the incident and document what
happened/details the outcome/decision on what comes next is handled by other
professional staff {Avoid using terms like write up or busted through this process}

Tips for Well-Written Reports

Submit reports as soon after the incident concludes as possible the information is still
fresh! should be submitted within 24 hours or the incident/situation
Write in the third person (avoid pronouns)
Spell check/proof read before submitting
Break up/chunk information when possible for easier reading!
Inquire quotes/things that are said verbatim (if its helpful, example: to reinforce that
someone was uncooperative, disrespectful etc)
Include details/facts be specific!
Who, What, When, Where & Why (if thats known)
Remain objective opinions and theories can be shared separately from the report with
supervisors but should not be included as facts in the report
Be concise to an extent dont leave out facts but filter appropriate info/details

 Dont be afraid to ask clarifying questions as youre in the incident/situation do what

you can to get the information you need!

Examples of Security Report Events:

Vandalism (when an individual/group of individuals is unknown)

Graffiti (when an individual/group of individuals is unknown)
Fire Alarm
Students stuck in elevators
Medical Transport (if not a personal/sensitive nature)
Upset stomach etc
Mental Health (if not a personal/sensitive nature)

Examples of Incident Report Events:

Medical Transport (if its more of a personal/sensitive nature)

Stalking Behavior
Dating/Domestic Violence
Sexual Assault
Suicide Ideation/Transport/Attempt/Completion
Alcohol Related Situation (Underage Consumption)
Fire Safety Violation (Candle in room etc..)
Noise Violation
Sports in the Hall