Emergency Response & Critical Incidents

RA Training Fall 2015

Introduction

One of the major concerns as staff members is the safety and welfare of all students in our residence halls. Your role as a Resident Advisor and live in staff member is critical. You will likely be the first University staff member to notice that something may be wrong and therefore be the first to respond in any possible type of emergency situation. These protocols will provide you the necessary guidelines to effectively respond in the event of an emergency, access additional resources and personnel, and assist in the documentation of events and facts when the health and welfare of a student or students is threatened.

General GuidelinesYour responsibility during emergencies is to respond to the best of your ability and to summon help from appropriate parties. Any emergency such as an accident, illness, or fire, can be one of the most draining ordeals a residence life staff member will experience. When responding to any type of emergency, be decisive and work to provide the best possible care and consideration for all involved. Also, make sure all necessary parties are notified. Here are some important things to remember when dealing with an emergency:• Remain calm and breathe. Chances are others will not be calm. They will look to you for direction.

When the person in charge seems to have the situation under control, everyone seems to react more calmly and reasonably.

• NOTIFY, NOTIFY, NOTIFY! You are expected to respond to any questionable situation as if it were a potential emergency. Forward all vital information to the appropriate people. After you call 911 or handle any immediate threat, notify the professional staff member on duty and Security; they will make a decision regarding the next appropriate step.

• Document – After an RA responds to an emergency or questionable situation and the situation has been resolved, the RA involved must complete an incident report to document their actions. This protects you and the student should any questions be raised.

• Maintain confidentiality - NEVER discuss the incident with inappropriate individuals. If a student asks what is going on, just tell them everything is under control and is being handled. Under no circumstances should an RA speak to a member of the media.  Any such inquiries should be referred to the on call professional staff member.

• Take care of yourself afterwards. Emergency situations are stressful and draining. Take steps to take care of yourself after situations and documentation have been resolved. You could talk with a counselor, spiritual advisor, or professional staff member.

Arson Protocol

Fire setting behavior is a serious threat to students living in residence halls. If you notice burn marks on walls, bulletin boards, or any other type of furnishings you must treat this seriously and respond appropriately.1. Call Security to take a report of your observation.2. Notify the professional staff member on duty.3. Complete your incident report and submit to the

professional staff member by the morning following the incident.

4. Discuss with your supervisor the best way to respond to the incident. A timely, educational response may be necessary.

Bias-Related Incidents Procedure

Upon the discovery of a bias-related incident (vandalism, assaults which seem motivated by bias, etc.), please take the following steps:1. Call Security to take a report of your observation.2. Notify professional staff on duty.3. The professional staff member and/or Security officer will

determine if vandalism requires immediate attention by Facilities staff once appropriate evidence has been gathered.

4. If a student is directly impacted work with professional staff to help them feel safe.  Complete your incident report and submit to the professional staff member by the morning following the incident.

5. Discuss with your supervisor the best way to respond to the incident. A timely, educational response may be necessary.

Bomb Threat Emergency Protocol

If you know of or have reason to suspect a bomb threat or have received a bomb threat:1. Call 911 immediately.2. Call Security.3. Notify professional staff member on duty.4. Security and emergency services personnel

(police/fire) will lead the process and determine if or when an evacuation of a building is necessary

5. Complete an incident report and submit to the professional staff the same day.

Death of a Student

A student may die as a result of an accident or injury to self. In the event of a student death:1. Call 911 immediately.2. Call Security.3. Notify professional staff member on duty.4. Remove others from the scene. When emergency

personnel arrive, identify yourself as a Resident Advisor. Stay on scene, unless instructed to leave, as your assistance may be needed.

5. Write a thorough incident report detailing the event.6. Take care of yourself by debriefing with your supervisor

and/or seeking counseling services.

Emergency Repairs Protocol

Occasionally emergency repairs are necessary and include things like toilets overflowing, rainwater leaking into student room, water fountain damage, exterior door will not secure, etc. When a serious repair is required:1. Notify the professional staff member on duty.  S/he will contact

Security to request that a member of the maintenance staff repair the problem.

2. If a student is displaced and must be relocated, the professional staff member will make arrangements. Your assistance may be needed in this process.

3. Document your actions in an incident report. Be sure to include if the incident was a result of deliberate or accidental student damage/vandalism.  If it is unclear whether or not it was deliberate or accidental, record only the facts; avoid the temptation to make assumptions.

Fire or Smoke Emergency(including fire alarm activation)

Treat EVERY fire alarm as though it is a real fire. You never know, so always err on the side of caution. If you happen to come upon the smell of smoke or something burning follow these procedures:1. Activate the nearest red fire pull station immediately.2. As you exit the building knock on doors and direct students to the nearest exit (RA’s

will NOT key into rooms). Proceed to the designated exit immediately.3. If smoke or fire is present, call 911 from outside the building.4. Call security (366) and inform them the alarm is sounding (and the conditions if

known).5. Notify professional staff member on duty.6. Wait outside at the designated location. Keep students away from the building. In

case of a real fire, students may leave the scene to go to a friend’s room or apartment. Try to keep track of students; if they leave, get an address/phone number where they may be reached.

7. The fire personnel and/or Security officer will determine if it’s safe and at what point students can re-enter the residence hall.

8. Notify the professional staff member on duty that the alarm has occurred and the circumstances involved. Report evacuation or behavioral problems to the professional staff member.

9. In the event of a real fire or incident it may require students be outside or displaced for an extended period of time. The professional staff member will establish a safe and warm waiting area; you may be asked to assist in directing students towards that area.

10. Complete an incident report once the situation is resolved regarding alarm activation and circumstances involved.

Minor Injury or Illness• Attempt to evaluate whether a medical emergency exists or if

the situation is a minor injury/illness. If you feel that the health of the student is immediately threatened, follow the procedure for Medical Emergency listed below. If a minor injury or minor illness occurs during normal business hours (8:30am-4:30pm), you can refer the student directly to the Health Center. A minor illness or injury might include, but is not limited to colds, minor cuts where bleeding has been controlled, etc. Call Security (non-emergency) at x2298 to document the situation. If you need assistance in determining the level of seriousness of an injury, contact the professional staff member on duty immediately. Regardless, you must complete an incident report and submit it to your supervisor by the morning following the incident.

• For reasons of general health and liability, under NO circumstances should an RA transport an injured/ill student in a vehicle of any kind.  

Significant Injury or IllnessMedical emergencies occasionally occur in the residence halls. Examples of medical emergencies include asthma attacks, seizures, uncontrolled bleeding, alcohol poisoning/vomiting, unconsciousness, difficulty breathing, etc. In the case of a medical emergency:1. Call 911 immediately.2. Call Security (Dial 366) and tell them you are dealing with a medical

emergency. Explain what happened and where the person is right now.3. Call the professional staff member on duty.4. Return to the injured/ill person and wait for Security and/or the professional

staff member’s arrival.5. Tell bystanders that help is on the way and ask them to clear the area so

that necessary people can get through.6. Appoint one person (preferably a fellow staff member, if available) to stand

outside the door or hallway to show Security to the area.7. Complete an incident report regarding the situation and submit to your

supervisor by the morning following the incident.

Police Emergencies

A police emergency may include a fight in progress, signs of a domestic fight in progress, a threat of immediate violent behavior; someone brandishing a weapon, etc. These require immediate action as listed below:1. Call 911 and advise the situation.2. Call Security (dial 366) and advise of situation.3. Remove yourself and other students from any immediate

harm.4. Notify the professional staff member on duty.5. Work with Security and emergency personnel to resolve

issue.6. Complete a detailed incident report to record the

circumstances and individuals involved.

Power FailureIt is important to keep your staff flashlight in a safe and accessible location so you can reach it easily during a power failure. During a power failure emergency and exit lights will be available for safety purposes for a brief period of time.1. If a power failure occurs, contact the professional staff member on duty immediately. If the

staff member does not answer right away remember that they may be experiencing the same black/brown out.  Be patient, leave a message and they will respond to you as quickly as possible.

2. If the power is out in only one room, it is probably a localized building issue.  It may be that a circuit breaker tripped. If that were the case, you as the staff member would want to follow the afterhours facilities issue procedure.

3. With flashlight in hand (and ideally with another staff member), walk the hallways of the building to offer assistance to students who may need it and answer questions as best you can. It is important to let the residents know that you will relay information to them as soon as you get it.

4. Once you have made contact with the professional staff on duty, they will most likely inform you to do rounds on a regular basis (every 30 minutes) to check for fire safety and injury.

5. Place signage on the doors to inform students of the situation with your name and extension in case there are door entry issues.

6. Check your phone and voicemail regularly for updates from professional staff.  If you are in possession of a duty radio, keep it on as this is another method by which information will be disseminated.

7. Be prepared to maintain fire safety rounds throughout the evening. The professional staff member will be assessing the situation and determining whether or not additional staff is required for further assistance.

8. Continue to do rounds until the professional staff member lets you know to stop.

Psychological EmergenciesIf you believe a student is experiencing a severe emotional reaction or is in need of emergency psychological help, notify the professional staff member on duty immediately. If the professional staff member confirms your judgment, s/he will then take necessary action.  The professional staff member on duty will notify the Director of Residential Education and Housing/Director of Campus Life.  Here is the typical RA response:1. Call the professional staff member on duty.2. Return to student and wait for professional staff member and/or Security.3. Document via an incident report.4. Follow up with the professional staff member after the situation.5. Take care of yourself by visiting Counseling Services or talking with your

supervisor.• R.A.s WILL NOT NOTIFY PARENTS. If friends or floor mates are inquiring about

notifying parents, they should be told calmly that the University will notify the parents if deemed necessary.

• As the R.A., you will be expected to provide relevant information to the professional staff member on duty and potentially the counselor on call. You should stand by to provide any other necessary assistance.

Sexual Assault or Misconduct

A student may be sexually assaulted on or off campus. If you hear about or come in contact with a student who has been assaulted you are required to act:• Contact the professional staff member on

duty.• Complete a thorough incident report.• Take care of yourself by debriefing with a

professional staff member or Counseling Services as this may stir difficult emotions.

Special Responses to Certain Emergencies

In certain situations, Security or Residential Education and Housing may activate campus wide or building specific instructions in response to an emergency situation or threat.  Instructions communicated via loud-speaker, electronically, or in-person will provide direction as to the special response necessary.  Two examples include:• Shelter in Place:  Sheltering in place is a strategy for keeping individuals out of

harm’s way by remaining where they are at the time of the incident.  Students may be given instructions to lock the residence hall room doors and remain in their rooms.  Additional instructions and updates will be communicated by Security staff and/or professional staff as the situation warrants. 

• Evacuation:  Residential Education and Housing staff may need to evacuate students in order to maintain safety within our community. You will receive instructions from a member of the professional staff regarding procedures.  You will likely assist in the evacuation process.  The evacuation may be a portion of campus or all of campus.

IF YOU EVER HAVE ANY QUESTIONS OR DOUBT REGARDING A SITUATION AND ARE UNABLE TO DECIDE IF IT IS AN EMERGENCY CONTACT THE PROFESSIONAL STAFF MEMBER OR SECURITY TO HELP YOU DECIDE.