Incident Incident DocumentationDocumentation

Campus Security Officer TrainingCampus Security Officer Training

Training ObjectivesTraining Objectives

1.1. List the purposes of writing and using field List the purposes of writing and using field notes and how to effectively capture notes and how to effectively capture information.information.

2.2. Determine the four purposes of report writing.Determine the four purposes of report writing.3.3. Identify the seven characteristics of a good Identify the seven characteristics of a good

report.report.4.4. Demonstrate how to effectively write a Demonstrate how to effectively write a

narrative report using who, what, when, narrative report using who, what, when, where, how, and why as questioning where, how, and why as questioning strategiesstrategies. .

Field Note UsesField Note Uses

Notes can be permanent Notes are an aid in the investigative

process Notes help provide accurate testimony Notes can be used as an activity log

Why Write a Report?Why Write a Report?

To informTo inform To recordTo record To demonstrate alertnessTo demonstrate alertness To protect yourselfTo protect yourself

Characteristics of a Good ReportCharacteristics of a Good Report

ClearClearLegibleLegibleCompleteCompleteAccurateAccurate

BriefBriefObjectiveObjectivePromptPrompt

Six Important ElementsSix Important Elements

WhoWhoWhatWhatWhenWhen

WhereWhereHow How WhyWhy

Legal ConcernsLegal Concerns

Legal issues to consider when documenting Legal issues to consider when documenting incidents occurring on campus.incidents occurring on campus.

Intent is to provide basic, introductory Intent is to provide basic, introductory information only.information only.

Consult your campus leadership and/or Consult your campus leadership and/or counsel for specifics.counsel for specifics.

FERPAFERPA

Family Educational Rights and Privacy ActFamily Educational Rights and Privacy Act Federal Law (20 U.S.C. 1232g; 34 CFR Federal Law (20 U.S.C. 1232g; 34 CFR

Part 99)Part 99) Students have right to control disclosure of Students have right to control disclosure of

student records.student records.

FERPA: things to rememberFERPA: things to remember

Primarily addresses educational Primarily addresses educational records (class attendance, grades, records (class attendance, grades, schedules, etc.).schedules, etc.).

““Need to know” is key in releasing Need to know” is key in releasing information.information.

Release of information to appropriate Release of information to appropriate parties in a health or safety emergency parties in a health or safety emergency is PERMITTED.is PERMITTED.

HIPAAHIPAA Health Insurance Portability and Health Insurance Portability and

Accountability ActAccountability Act US Department of Health and Human US Department of Health and Human

Services Public Law 104-191 (enacted Services Public Law 104-191 (enacted 1996).1996).

Deals with confidentiality of health care Deals with confidentiality of health care records.records.

Protects “individually identifiable health Protects “individually identifiable health information.”information.”

Review of Training ObjectivesReview of Training Objectives

1.1. List the purposes of writing and using field List the purposes of writing and using field notes and how to effectively capture notes and how to effectively capture information.information.

2.2. Determine the four purposes of report writing.Determine the four purposes of report writing.3.3. Identify the seven characteristics of a good Identify the seven characteristics of a good

report.report.4.4. Demonstrate how to effectively write a Demonstrate how to effectively write a

narrative report using who, what, when, narrative report using who, what, when, where, how, and why as questioning where, how, and why as questioning strategies. strategies.

Happy Documenting!