VG

Policy, Confrontation, and Documentation Training – Comprehensive Notes

Context and Purpose of Session

  • Purpose: overview of policy, confrontation, and documentation for residence life at IV (International Village) and extension programs.
  • Audience: Resident Advisors (RAs) / Community Assistants (CAs), with input from Maddie, Vincent, Mari, Jason, Andres, Muddy, Ari, and others.
  • Setting: Team communication tools (Teams vs Zoom); high volume of student questions; orientation and expectations for both domestic and international students.
  • Key themes: normalization of reporting, clear documentation, rapid response, and safeguarding of community standards while supporting students.
  • International vs domestic nuance: international students may have different experiences with alcohol policy and the current climate; emphasis on clear expectations and supportive, non-punitive communication.

Key Concepts: Confrontation, Reporting, and Documentation

  • Confrontation is framed as a neutral, proactive mechanism to maintain a respectful community, not as punishment or blame.
  • “Reporting” is a process that can be done by staff when they observe or are confronted with issues; it is a normal and necessary part of the role.
  • Four core aims of confrontation:
    • Address noise, alcohol, or other concerns swiftly.
    • Ensure safety and adherence to campus policies.
    • Document accurately to inform follow-up with appropriate offices.
    • Maintain positive relationships by using calm, respectful engagement.
  • Three (described) simple strategies for approaching a confrontation, plus a backup and perspective-taking:
    • Introduce yourself and your role; explain why you’re there (e.g., past quiet hours).
    • Present the facts neutrally (location, time, observed behavior) and avoid making assumptions.
    • Assess the situation and decide on the next steps; consider calling for backup if needed; avoid escalation; acknowledge the resident’s perspective (e.g., alcohol policy vs. drinking age changes for international students).
    • Use backup when needed; stay calm and non-authoritarian; remember the goal is to maintain safety and community standards.
  • “Behind closed doors” context: confrontations often happen in private spaces; you might not know what’s behind a door until you engage.
  • Not all issues require formal documentation; common issues may be handled informally after initial discussion.

Roles, Pathways, and Policy Scope

  • Roles:
    • CA/RA on duty: conduct conversations, assess situations, and determine immediate actions.
    • Supervisor: supports RAs, helps route incidents, and coordinates with campus conduct.
    • Conduct Office (campus): involved for domestic students in more serious or formalized actions.
    • Extension program: for international or extension-only students, often addressed in-house but may involve campus policies.
  • Policy routing and escalation:
    • Minor incidents: handled in-house by supervisor/RA with documentation.
    • Major incidents (e.g., fights): involve conduct office and potentially external authorities.
    • International students: while policies are the same, there are unique considerations for culture, expectations, and police exposure on campus.
  • Consequences and outcomes:
    • Violent or high-risk incidents can impact status of hosting international students; must be treated seriously.
    • Clear documentation supports decisions about next steps and potential policy actions.
  • Police and safety resources:
    • On-campus police (UCPD) and non-emergency line for assistance.
    • Emergency (911) for immediate danger; in an emergency, contact 911 immediately.
    • Non-emergency line example: 827-5222 (on-campus non-emergency line; use the appropriate campus number for non-emergency requests).
  • Police exposure and onboarding:
    • Initiatives to normalize interactions with police officers during orientation to reduce anxiety and improve access to help in a crisis.

Policy Details: Alcohol, Noise, and Smoking

  • Alcohol policy at IV/extensions:
    • You must be 21 or older to drink; if any person in an apartment is under 21, alcohol may be present or consumed only under policy-compliant circumstances (typically no under-21 drinking in residence).
    • If one resident is under 21 in a group where others are 21+, policy is strict against underage drinking in that space.
  • Noise and quiet hours:
    • Quiet hours: weekdays start at 10\,\text{PM}; weekends start at 1\,\text{AM} (times stated in-session; verify local policy/updates in your environment).
    • Approach-to-noise incidents begins with a calm check-in and a reminder of quiet hours.
  • Smoking policy:
    • Indoor smoking is prohibited; indoor smoking violations may incur a fee (approx. 25, per discussion in the session).
    • Outdoor smoking areas exist; incidents should be managed with minimal disruption to others.
  • Identification (ID) requirements:
    • UCR students have an RA card; extension students have an extension ID card.
    • Not everyone carries ID; alternative IDs (driver’s license, etc.) may be acceptable.
    • In all documented alcohol incidents, collect the resident’s ID and full name; if the person does not have an ID, document the attempt and use other identifiers if available.
    • If necessary, incidents may be shared with other campuses (inter-campus communication) if the individual is from another institution.
  • Documentation as a policy tool:
    • Documentation is essential for safety, accountability, and follow-up. Not every minor event requires formal documentation; use judgment based on frequency and severity.
    • Cases of underage drinking, violence, or sexual misconduct require prompt documentation and escalation as appropriate.
  • Special case: cross-campus and international considerations:
    • Domestic vs international distinction influences how conduct is managed in-house vs. via the conduct office.
    • For international students, understanding and empathy around policy changes (e.g., drinking age) is important in conversations.
  • Supporting services:
    • If a resident or witness needs help, staff can guide them to support resources and, if needed, involve safety or emergency services.

Confrontation: Good Practices and Common Mistakes (Video Analysis)

  • Bad example (first video):
    • Entered the room without explicit permission.
    • Did not clearly identify themselves or establish consent to enter.
    • No clear collection of IDs; lacked structured information gathering.
    • Tendency to become confrontational or accusatory (e.g., asking about intoxication in a way that implied blame).
    • Often moved into room space; crowd control and privacy concerns.
    • Limited or no privacy for individuals inside the room; door handling was aggressive.
  • Good example (second video):
    • Knocked and asked for permission to enter; introduced themselves and stated the purpose.
    • Used calm, factual language: referenced quiet hours and observed alcohol bottles in recycling; collected IDs when possible.
    • Maintained physical space: stayed near the doorway, avoiding deeper intrusion into the room;
    • Engaged residents with questions and gave them an opportunity to comply; avoided heavy-handed tactics.
    • Involved a backup if needed; demonstrated teamwork to address the issue.
    • Collected information efficiently and began the process of documentation without dramatizing the situation.
  • Observations and takeaways:
    • Always ask for permission to enter; introduce yourself and your role.
    • State the observed facts neutrally; avoid assumptions or accusations.
    • If safety or compliance requires, request IDs and note all pertinent details (
      who, what, when, where, why).
    • Do not chase residents; use a doorway approach to maintain safety and control of the situation.
    • Do not disturb or mishandle items; let residents move items (e.g., empty bottles) under supervision.
    • Do not rely on memory alone; document promptly and thoroughly; aim for a concise, factual report.
    • Maintain professional tone; avoid personal judgments; document statements as quotes if needed.
    • Use your backup to help with writing and to provide support during the confrontation.

Documentation Standards: What, When, and How

  • Essential elements of a good incident report (IR):
    • Who: names of residents involved; names of staff present; IDs where possible.
    • What: a clear description of the incident and the policy violated (e.g., in-room alcohol, noise level, etc.).
    • When: exact times (start and end); duration of the incident; reference to quiet hours.
    • Where: room or location; building name/number; context of surrounding environment.
    • Why: policy or safety rationale for addressing the issue (without inserting personal opinions).
  • Documentation style guidelines:
    • Use neutral language; avoid gendered pronouns when possible; use names where available to avoid ambiguity.
    • Distinguish between facts and opinions; quote residents when relevant but avoid summarizing assumptions as facts.
    • Include direct statements if needed, but keep them concise and relevant.
    • Note any intimidation, aggressive behavior, or rule violations (e.g., “resident yelled at staff” or “requested to leave the room”).
  • Timeliness and follow-up:
    • Submit the IR form as soon as possible while the memory is fresh.
    • Ideally within 24\,\text{hours}; if delayed due to circumstances, inform supervisor and set a timeline.
    • After submission, conduct follow-up with residents and supervisors; be prepared for formal review processes.
  • Sample structure for an IR narrative (Who, What, When, Where, Why):
    • ext{On Tuesday, September 10, at } 09:50\text{ PM}, I, RA on duty, observed noise from Room 205 and determined it exceeded quiet hours. The residents of Room 205 were involved in a loud gathering with music and alcohol-related concerns. I approached the door, introduced myself, and requested that they reduce noise and provide IDs. The situation was resolved by moving the group to a quieter level and documenting the incident. Time of closure: 09:00\text{ PM} the next steps included collecting IDs and logging the incident for follow-up. (Include names, IDs, and any actions taken.)
  • Handling of bad documentation examples:
    • Do not include opinions like “they shouldn’t be punished” or speculate about past behavior.
    • Provide specific details to support adjudication and avoid confusion for the reviewer.
    • Clarify location, time, and sequence of events; include what was said and what actions were taken.
    • If multiple incidents have occurred, note the pattern and potential escalation needs.
  • Practical note on red flags in documentation:
    • Incomplete details (no time, place, or people identified).
    • Personal judgments or emotional language.
    • Missing contact information or follow-up steps.
  • Documentation cadence:
    • Initial report immediately after the incident; follow-up notes if needed; primary report may be supplemented by supervisor inputs.

After-Action: Communication, Follow-Up, and Next Steps

  • Post-incident communication:
    • Inform the resident that a report has been filed and outline potential next steps, while staying neutral.
    • For safety, provide contact methods for follow-up (supervisor, conduct office).
  • Next steps for staff:
    • Practice writing improved IRs based on feedback; aim to turn in revised versions to enhance readability and completeness.
    • Review and confirm the IR routing process with Natalia or the appropriate supervisor to ensure proper submission (e.g., Google Form routing or internal system).
  • Future topics and programming:
    • Welcome events and ice cream social planning; programming coordination to support a positive campus community.
    • Continued emphasis on policies, reporting protocols, and collaboration with campus safety resources.

Practical Takeaways and Best Practices

  • Normalize reporting: reporting is part of safeguarding the community and does not imply punishment.
  • Use a calm, respectful approach: introduce yourself, state facts, and engage with residents to resolve issues.
  • Prioritize safety and de-escalation: seek backup when needed; avoid escalation; maintain safe distance and privacy.
  • Always obtain ID information when possible; document all relevant identifiers and notes.
  • Stay within policy boundaries: know local policy timings (quiet hours), alcohol rules, and ID expectations.
  • Document precisely and professionally: Who, What, When, Where, Why; avoid personal judgments; include quotes if relevant.
  • Use available resources: PD/UCPD non-emergency line for safety support; emergency services for true emergencies.
  • Learn from examples: analyze both strong and weak confrontations to refine your approach.
  • Continuous improvement: planned exercise to rewrite a poorly written IR and improve it based on feedback; ongoing collaboration with supervisors on programming and policy updates.

Quick Reference: Key Contact Information and Tools

  • Non-emergency line (UCR campus): 827\,5222
  • Emergency: 911 (on-campus or off-campus emergency)
  • On-campus police (UCPD) and campus safety resources
  • ID specifics:
    • UCR students: RA card
    • Extension students: extension ID card
  • Documentation tools:
    • Incident Reporting (IR) form (on computer in front office and/or Google Form based routing)
    • Daily log updates and supervisor sign-off
  • Important reminders:
    • If there is potential violence or threat, involve conduct office and/or law enforcement as appropriate.
    • Do not chase residents or force entry; maintain safety, privacy, and professional boundaries.

Assignment and Follow-Up for Students

  • Next week task: review a provided short, poorly written report and prepare a revised version with complete details, neutral tone, and clear structure.
  • Feedback loop: instructor will review revised reports and provide targeted feedback to improve documentation quality.
  • Discussion on programming items and welcome activities will continue in the following session.
  • Reach out to supervisor with questions or for guidance, including over the weekend if needed.