DIVISION of STUDENT AFFAIRS & ENROLLMENT MANAGEMENT CRITICAL INCIDENT RESPONSE MANUAL ANTHONY L. JENKINS, PH.D. VICE PRESIDENT

Transcription

1 DIVISION of STUDENT AFFAIRS & ENROLLMENT MANAGEMENT CRITICAL INCIDENT RESPONSE MANUAL ANTHONY L. JENKINS, PH.D. VICE PRESIDENT

2 Table of Contents Section I Emergency Contacts Section II Student Affairs Philosophy and Guidelines... 4 Section III Departmental Roles Section IV General Procedures for Handling Critical Incidents. 6 Section V Death of a Student (Suicide or Accidental)... 7 Section VI Attempted Suicide Section VII Accidents/Illness (Individual or Group) Section VIII Mental Health Mental Health (Requiring Immediate Attention).. 15 Mental Health (Developing Behavioral Issues) Mandated Assessment Policy Emergency Petition Procedures Section IX Sexual Assault Section X Family and Student Emergencies Section XI Missing Student Section XII Active Shooter Appendixes

3 Section I Emergency Contacts Office Contact Numbers: Vice President......x6687 Counseling Center x6449 Health Services.x5697 University Police x3000 Confidential Initial Contact Information: Behavioral Assessment Team (BAT) Members Counseling Services Dr. Ron McLean, Director Disability Services Dr. Dorling Joseph, Director Human Resources Ms. Marie Billie, Esq., Director Residence Life Mr. Marvin Jones, Director. Student Affairs & Enrollment Management Dr. James White, Jr., Assoc. Vice President (Chair) Student Health Services Ms. Sharone Grant, Director. University Police Chief Ernest Leatherbury, Director. 3 Last updated 8/13/13

4 The Student Affairs Model Section II Student Affairs Philosophy and Guidelines Over the course of an academic year, UMES encounters several critical incidents that are managed by a variety of department professionals throughout the Division of Student Affairs & Enrollment Management. Often, the need for significant involvement beyond simple notification and communication among multiple departments within Student Affairs is unnecessary. However, major critical incidents do occur and require collaborative efforts by several departments within and beyond Student Affairs. While we cannot plan for all critical incidents that may occur in our community, these guidelines should provide a framework to enhance our ability as student-centered professionals to consistently and collaboratively meet the challenges presented by critical incidents. In defining a critical incident, there are a number of variables that need to be considered. Will the incident impact the individual s ability to meet their academic obligations? Did the incident have potential impact on the surrounding community or other individuals? Will the incident likely draw media attention? Are there legal or risk management issues involved? Will the incident require continual follow up or long term intervention? Are there key university personnel I must immediately inform of the incident? If you answer affirmatively to any of these questions, you are most likely dealing with a critical incident. As a rule of thumb, always initiate contact if you are concerned. It is always better to be too concerned than not concerned enough. The model presented is an overview of how the Division of Student Affairs & Enrollment Management handles critical incidents: The Vice President for Student Affairs & Enrollment Management (VPSAEM) provides central coordination to major critical incident response within the Division and collaborates throughout campus. The VPSAEM should be contacted in reference to a major critical incident as soon as possible. Upon notification, the VPSAEM will apprise the President and others of the situation. The Division of Student Affairs & Enrollment Management is responsible for coordinating the University s Behavioral Assessment Team (BAT). The BAT will be composed of the following members: the Associate VPSA, the Director of Student Health Center, the Chief of Police, the Director of Counseling Services, Human Resources, Disability Services, and faculty. The AVPSA will determine if it is necessary to convene the BAT and request other members of the university to attend emergency meetings depending on the nature of the incident. After the critical incident has been addressed, the AVPSA, in consultation with the VPSAEM will schedule a meeting with the BAT team for debriefing. The BAT will develop a plan of response and monitoring as deemed appropriate. Additional debriefing sessions may be initiated and implemented. The AVPSA will schedule a review meeting each semester with appropriate departmental representatives to evaluate the Division s success in responding to critical incidents (as applicable). Recommendations for policy modification and procedures will be determined at this review.

5 Section III Departmental Roles Office of the Vice President for Student Affairs & Enrollment Management (VPSAEM) The Vice President for Student Affairs & Enrollment Management coordinates notification to the President, Vice Presidents and other appropriate senior level administrators. The Vice President (or designee) initiates policies and procedures for decisions on continued enrollment. Collaborates with University Officials to develop a response(s) to media outlets in consultation with the department of University Relations. Associate Vice President for Student Affairs (AVPSA) The BAT in consultation with the AVPSA coordinates critical incident response approaches The AVPSA in consultation with the VPSAEM initiates policies and procedures for decisions on continued enrollment. The AVPSA communicates with appropriate departmental representatives. Collaborates with appreciate units across the campus to develop notification of an incident. Interprets the Student Code of Conduct and other policies. Acts as university liaison with parents and families. Provides access to student information (e.g., class schedule, home and campus address, next of kin) Coordinates dissemination of death notification to university departments. May provide initial critical incident intervention. Initiates critical incident debriefing sessions. Residential Life Assess impact of the incident on the living environment. Provide on-going support to the housing community. Initiate primary notification of incident. Provide access to student information (e.g., roommates, friends, status in community). Participate on BAT and in critical incident debriefing. Counseling and Health Services Provide psychological assessment and consultation (Counseling Center). Provide medical assessment and consultation (Health Services). Provide ongoing critical incident intervention (e.g., individual and group process). May assess the need for hospitalization in emotional and physical health issues. Participate on BAT and in critical incident debriefing. Human Resources (not a function of SAEM) Provide leadership as it relates to employment decisions Help guide the team from a legal perspective 5 Last updated 8/13/13

6 Chief of Police (not a function of SAEM) Assumes initial on-site command and control of emergency response. Requests assistance from outside law enforcement agencies, ambulance, fire and other rescue. Coordinates emergency radio communications between various persons, departments and campus community. Provides security for staff involved in critical incidents. Coordinates emergency transportation to the hospital, if needed. Coordinates arrest, processing and confinement procedures. Maintains records and logs as emergency situations develop including casualty information. Assists in providing after-action reports. Manages campus-wide notification through emergency system. Director, Office of Public Relations (not a function of SAEM) Manages all media releases of official university response in consultation. Section IV General Procedures for Handling Critical Incidents The following general procedures are suggested guidelines in the event of a critical incident: 1. Assess the situation to determine type and severity of the critical incident. In a case of imminent harm, call University Police x3000 (on-campus) or Princess Anne Police (off-campus). 2. Inform the Office of the Vice President for Student Affairs & Enrollment Management. If the VPSAEM is not available, contact the Associate Vice President. Refer to the emergency contact list regarding staff and telephone contacts (p.3) if needed. 3. The Associate Vice President will apprise the Vice President, who will then brief the President. 4. The AVPSA, in consultation with the Vice President, will coordinate the response in conjunction with the appropriate university departments. 5. All inquiries from the media should be referred to the Director of Public Relations. The official university response will be released by the department of University Relations. 6. After the critical incident has been resolved, the AVPSA will coordinate a debriefing session with a representative of each department involved in the critical incident. 7. The Office of Student Affairs will initiate policies and procedures for decisions on judicial issues or continued enrollment, when appropriate. 8. The AVPSA will schedule a review meeting each semester with appropriate departmental representatives to evaluate the Division s success in responding to critical incidents. Recommendations for policy modifications and procedures will be determined at this review.

7 Section V Death of a Student (Suicide or Accidental) Immediate Protocol 1. If a student death is discovered in the residence halls, immediately call the University Police at x3000. The Residence Assistant (RA) will then contact the Director. The RA (or point person) is to secure the location where the body is located, and not touch, move or allow anyone access to the area until University Police arrives. The Director will contact the Vice President for Student Affairs. If the Vice President for Student Affairs is unavailable, the Associate Vice President should be contacted. On Campus Non-Residential Facility 2. If a student death is discovered in an On-Campus Non-Residence facility, immediately call the University Police at (x3000). It is important to keep all on-lookers from entering the area where the body is located. When appropriate, University Police will contact the Vice Presidents of Administrative Affairs and Student Affairs & Enrollment Management. Upon arrival, UPD is in charge at the scene. UPD will be responsible for contacting all external emergency agencies, as needed. Once available, UPD will provide the Vice President for Student Affairs (or designee) with basic information regarding the identity of the decease student (i.e., name and/or student identification number). The AVPSA or designee will contact the Director of the Counseling Center, at which time the AVPSA will determine the need for counseling services. If needed, a counselor would be dispatched to the immediate area. Upon arrival the Counseling Center s charge will be to provide appropriate evaluation of needs and implement necessary service contacts and coordinate mental health counseling and emotional support for students in need of assistance. Note: campus ministers may also play a key role in supporting students during crises. 3. The Associate Vice President or designee will verify the students identity and status as a university student, by contacting the University Registrar s Office at (x6414). Or after hours UPD (x3000). 4. If you are the first person on the scene, follow these procedures: a) Keep other individuals from viewing the victim and surroundings (if possible), and do not touch, rearrange, or move any contents of the room/area. b) Do not allow access to the body or to the area where the body was found by anyone other than UMES police, local police and official medical personnel. c) Identify any individual(s) who are able to provide information to university officials or law enforcement authorities. d) Focus attention on the community around the area and provide support. Off Campus/Sponsored University Event 5. If a student death occurs at any off campus apartments which has a contractual agreement with UMES, or an off-campus sponsored university event contact the University Police; the Chief of Police will contact both the Vice Presidents of Administrative Affairs and Student Affairs. 7 Last updated 8/13/13

8 6. The Chief of Police or designee will verify the students identity. 7. If you the first person on the scene, follow these procedures: e) Keep other individuals from viewing the victim and entering the surroundings. f) Do not allow access to the body or to the area where the body was found by anyone other than UMES police, local police or official medical personnel. g) Identify any individual(s) who might provide information to university officials or law enforcement authorities. h) Do not touch, rearrange, or move any contents of the room/area. i) Focus attention on the community around the area and provide support. Off Campus Home with Family/Non-sponsored University Event 8. If a student death occurs while a student is at home (with family or on a weekend non-sponsored university trip), the first point of contact within the university is responsible for contacting the Vice President for Student Affairs & Enrollment Management. The VPSAEM will brief the President and other university officials. Secondary Protocol (after the death of a student) 1. The AVPSA or designee, will determine the need to convene the BAT and provide ongoing coordination. 2. The AVPSA, in consultation with the VPSAEM, will coordinate notification to senior level administrators. 3. The VPSAEM will make the initial university contact with parents/family. 4. The AVPSA will contact the Director of Public Relations (x2355) and apprise him/her of the situation for development of media strategy. 5. The AVPSA will coordinate ongoing contact with the family to determine plans and opportunities for the university to provide support (i.e., memorial services, gathering student belongings, academic matters, etc.) (except for matters related to any investigation). These will be handled by the Chief of Police. 6. The AVPSA or designee will coordinate notification to the university community. Ongoing Protocol (after the death of a student) 1. The AVPSA or designee, will notify the following University offices of a student death via memorandum: President, Vice President for Academic Affairs, Vice President for Administrative Affairs, Academic Dean of the student s major/college, the student s Instructors, the student s Academic Advisor, Admissions Office, IT, Counseling Services, Registrar s Office, Financial Aid, Student Accounts, Student Health Center, Residence Life (if applicable), Library Services, and Director of Public Relations (Appendixes A and B Student Death Memo). The memo will request

9 that all university files, accounts, etc., be sealed. This will prevent the sending of any inappropriate correspondence from the University to the deceased students family. If applicable, any student groups the student may have been associated with will be contacted as well. 2. The AVPSA, in collaboration with appropriate personnel will determine whether the SGA, friends/close associates wish to sponsor a memorial discussion or service. The AVPSA or designee will extend an invitation to the student s family to attend (if applicable). 3. The AVPSA, will coordinate counseling services for students, faculty, and staff. Counseling services should be mobile across campus. The pastor(s) of church should be called upon as needed. 4. The AVPSA or designee will collaborate with students to establish a memorial table on campus, including memorial service information (if available). This memorial book will be mailed to the deceased student s family accompanied with a letter from the University President. 5. The official correspondence will be sent from the President s Office to parents/guardians or appropriate relatives of the student. This letter will also contain any information/directives necessary to conclude official business between the student and the university. Such official business may include refunds for academics, parking, student travel/activities, and it may require a death certificate in the case of financial aid and student fee refunds. 6. If the deceased is an international student, the AVPSA or designee will contact Director of the Center for International Education. The Student Health Center will retrieve the student s records to determine if the student has health insurance. In addition, the AVPSA will work with Director of the Center for International Education to review the student s sponsor s affidavit before contacting the respective consulate. Also, the Director of the Center for International Education will oversee the process of working with the family to transport the student s remains to his/her home country or back to the states if the student is on a University sponsored trip (if applicable). The Director of the Center for International Education (or designee) will also oversee the termination of the student s records in SEVIS. The AVPSA will locate the student s contact information for the next-of-kin. * The Director of Student Health Services should be contacted. (FYI - The international student s insurance should, at minimum, cover $50,000 in health benefits, $10,000 Medical Evacuation and $10,000 Repatriation benefits.) 7. The AVPSA will convene a meeting of appropriate personnel involved in the situation to debrief and assess need for ongoing intervention. 8. The AVPSA or designee will work with Residence Life staff to coordinate the return of the student s personal possessions to family members (if applicable). 9 Last updated 8/13/13

10 Section VI Attempted Suicide Dealing with the issue of suicide is a very difficult task. There is no way to anticipate all types of situations. The following guidelines are provided in an attempt to provide the most consistent response possible. Ongoing training and consultation with your immediate supervisor should help meet the challenges of responding to this type of situation. The procedures are broken into two categories: Physical Attempt and Verbal Suggestion/Suspicious Behavior. Immediate Protocol Physical Attempt 1. If a student makes a physical attempt in the Residence Halls immediately call University Police and notify the Director of Residence Life. The AVPSA will contact counseling and apprise the VPSAEM. 2. If a student makes a physical attempt in an On-Campus facility other than housing, immediately call University Police. Proceed to contact the AVPSA, who will contact Counseling and notify the VPSAEM. Verbal Suggestion/Suspicious Behavior 1. If a student makes a verbal threat or creates suicidal suspicion on campus and/or in housing during business hours, the PRIMARY point of contact is the Counseling Center. The Director of Counseling or designee will contact both University Police and AVPSA for consultation and determination of approach. If the matter occurs after business hours, the PRIMARY point of contact is University Police. University Police will contact both the Director of Counseling (or the on-call counselor), and the AVPSA for consultation and determination of approach. Secondary Protocol 1. The AVPSA will notify the VPSA and appropriate Director(s) as needed. 2. The AVPSA will determine the need to convene the BAT and collaborate with UP to provide ongoing coordination of community needs. 3. The Director of the Counseling Center or designee will assess the situation, provide recommendations and consult with medical personnel (which may include hospitalization). Ongoing Protocol 1. The VPSAEM will initiate policies and procedures for decisions on continued enrollment and parameters for re-enrollment, when appropriate.

11 Section VII Accidents/Illness (Individual or Group) Primary Protocol 1. In cases involving death see (Section 5, p.7, Death of a Student) 2. If an accident is discovered on campus and/or in housing, immediately call the University Police at x3000, UP will advise Health Services during business hours (or vice versa). If in housing, the point of contact will then contact University Police. 3. If an accident is discovered in an Off-Campus Location, immediately call local police at #911. Proceed to contact the AVPSA who will confer with University Police (or vice versa). Secondary Protocol 1. In cases involving hospitalization of a resident student, the RA or Director will report the matter to both Administrative and Student Affairs. The RA or Director should document the situation and forward copies accordingly. 2. The university official who visits the hospital will investigate whether the student and/or hospital officials made initial contact with the parents/guardian. The AVPSA will then make follow-up contact to offer support and resources as needed. 3. The AVPs will have hospital coverage (a weekly rotation schedule) during the fall and spring semesters. If a UMES student is transported to the local hospital for serious medical attention the AVP on rotation that week will visit the student in the hospital. Additional ad hoc members from the division will be included as needed (i.e., CIE, Counseling, Student Health Services, etc). Serious medical attention includes, but is not limited to: any matter that requires hospital transport resulting from an auto accident, alcohol prison, rape/sexual assaults, etc. 4. Student Affairs will contact the guardian of the student (if applicable). An assessment/meeting with the student will be conducted and a plan of action developed. Ongoing Protocol 1. The AVPSA will keep the VPSAEM apprised of the situation. 5. All inquiries from the media or other individuals should be referred to the Director of Public Relations on the incident in preparation for an official university response. 11 Last updated 8/13/13

12 Section VIII Mental Health Students attending University of Maryland Eastern Shore are expected to function well enough to manage and care for themselves. While cases of alleged student misconduct normally will be adjudicated in accordance with the University Student Code of Conduct for the following types of occurrences, in some instances, the outline protocols will be utilized. Students behavior: Indicates intent to threatens to cause harm to themselves, other persons, or property; Creates patterns of disruption; Indicates an inability to cope with their own needs; and Suggests the possibility of a mental disorder. There is recognition that occasionally students might be experiencing mental health problems which interfere with their ability to function within the university community. In an effort to better help address students needs in these circumstances, the Behavioral Assessment Team (BAT) was developed. The composition of the BAT includes representatives from the following offices. However, other key personnel will be consulted pertaining to specific situations: Counseling Services Disability Services Human Resources Residence Life Student Affairs Student Health Center University Police The purpose of the BAT is to provide a comprehensive coordinated approach to effectively address student behavioral issues that negatively directly or indirectly impact the university community. Moreover, it is intended to serve as a means to enhance both campus wide communication and effective proactive intervention (Appendix C). The BAT will: Formulate written protocol for interface with campus and community resources. Train a variety of responders on critical intervention techniques and strategies. Develop awareness of student distress highlighting specific levels of criticality, warranting varying levels of escalating intervention and support. Operate in a transparent manner as to promote critical thinking, creativity, and collaborative relationships in response to genuine concern for all students behavior and safety. Create a communication mechanism allowing for succinct and confidential repository of concerns regarding student behavior both in and beyond the classroom.

13 BAT Mission IRAMS IDENTIFY students at risk or those whose behaviors are disruptive or threatening. REFER students for initial review, and possibly to the BAT ASSESS each case to determine whether student is of interest, concern or a threat. MONITOR each case. SUPPORT referred students by offering resources as appropriate. Descriptive Terms: Interest the behavior is a mild breech of university standards and warrants our attention but no immediate action taken. However, student may remain enrolled and continue to be monitored and data collected. Concern the behavior is a moderate breech of university standards; thus, requires a prescribed intervention to include following up, and additional fact finding. Students may remain enrolled, and additional action is depended upon the facts gather during the investigation, and intervention results. Despite the outcome of assessment and the categorization of the student; cases will remain under review until the team feels comfortable that the concern was only a temporary issue or a one time concern? Threat the behavior is a severe breech of university standards; thus, the student is deemed an imminent threat to self and the safety of the campus community; thus, the student is immediately removed from the university. An intervention plan will be developed requiring compliance before reinstatement is granted. Members of our community may report disruptive or behavioral concerns by: Calling , or Submitting a BAT Incident Report Form by visiting 13 Last updated 8/13/13

14 BEHAVIORAL ASSESSMENT TEAM (BAT) Flowchart Identify Person of Concern Conduct Initial Screening Imminent situation? No Conduct Triage Yes Alert Law Enforcement Key Questions: Suicidal thoughts or attempts Mention or thoughts of violence Person s well-being Access to or gain weapons Are behaviors disruptive to campus environment Concerns? No Close & Document Case Yes Conduct Full Inquiry Poses a Threat? No In Need Of Help? No Close & Document Case Yes Yes Make Assessment Develop & Implement Management Plan Implement Referral or Assistance Plan Monitor The Plan Refer & Follow-up Close & Document Case

15 Mental Health (Requiring Immediate Attention) The purpose of this protocol is to develop a framework to manage the disruptive behavior while balancing the needs, safety, and rights of the student and university community. The procedural list below serves as a general guideline to follow when you become aware of a student whose behavior has or continues to be problematic. The involuntary administrative withdrawal of a student from the university is an extreme step and will be undertaken in accordance with the provisions of this protocol only as a last resort. Reasonable effort will be made to help students understand the consequences of their behavior, make responsible decisions, and develop skills that will allow them to function effectively in the UMES community. This protocol and the actions of the BAT shall be in accordance with the Americans with Disabilities Act 1990 and the Family Educational Rights and Privacy Act - a federal law that protects the confidentiality of student educational records. General guidelines are as follows: Primary Protocol (emergencies that require immediate attention) 1. In an emergency situation requiring immediate response University Police should be called immediately. University Police will notify the Associate Vice President for Student Affairs (AVPSA). 2. The AVPSA (or designee) will assess the situation to determine type, context and severity of the condition(s). The AVPSA (or designee) will assess the situation and may consult with appropriate individuals on and off-campus that may be in position to provide information relevant to the student s behavior and/or condition. a. After being contacted regarding a student s behavior, the AVPSA will assess the situation and in consultation with the Vice President for Student Affairs & Enrollment Management (VPSAEM), determine if the BAT should be convened. If the BAT is convened, the AVPSA should follow the agenda and request supporting documentation (i.e., summary of events, s, etc) from every person associated with the situation (see Appendix F). Additional Information: The Associate Vice President for Student Affairs shall serve as the Chair of the Behavioral Assessment Team. The Behavioral Assessment Team shall serve as a recommending body to the Vice President for Student Affairs and Enrollment Management. 3. Based on the AVPSA assessment and in consultation with the Vice President for Student Affairs & Enrollment Management, the BAT may make any of the following sanctions below separately or in combination: a. Conduct an interview with the student 15 Last updated 8/13/13

16 b. Take no further action (continue to monitor the situation); c. Recommend appropriate supportive assistance to help the student address her/his problem (using the Counseling Center s referral contact form); d. Seek consultation of University Counseling Services for hospitalization; e. Immediately temporarily suspend the student from the university (in accordance with university policy); f. Refer the matter for adjudication under the University Student Code of Conduct; g. Refer the matter for a professional evaluation of the student s psychological functioning; h. The AVPSA will contact parents or next-of-kin (if applicable); or i. Any other course of action appropriate to the specific circumstances of the situation. 4. The AVPSA, in conjunction with the BAT, shall make a choice to pursue one or more of the aforementioned options. The decision and its rationale will be documented in writing by the AVPSA. 5. If the student is removed from campus by university police or involuntary administrative withdrawal, the student will receive written documentation from the AVPSA (or designee) requesting a meeting prior to returning to campus. 6. Based on the available information, a written decision shall be rendered by the AVPSA regarding the student s status with the university (Appendix D). 7. The AVPSA will notify various offices of the students standing with the university (Appendix E). Situations in Residence Life 8. In the event that a student s behavior causes or threatens to cause harm to the student, other persons, property, creates a pattern of disruption, indicates an inability to cope with their own needs, and also suggests the possibility of a mental disorder is discovered in housing, immediately call the director, who will then contact both University Police (x. 3000) and the AVPSA (or designee). The AVPSA will follow the primary protocol. Off-Campus Locations 9. In the event that a student s behavior causes or threatens to cause harm to the student, other persons, property, creates a pattern of disruption, indicates an inability to cope with their own needs, and also suggests the possibility of a mental disorder is discovered in an off-campus location, immediately contact local police at 911 and University Police to follow-up with the police agency of jurisdiction. If the matter is brought to the attention of the university, contact the Office of the Vice President for Student Affairs & Enrollment Management (x. 6687). Off-Campus University Sponsored Event 10. In the event that a student s behavior causes or threatens to cause harm to the student, other persons, or property, or creates a pattern of disruption, or indicates an inability to cope with their own needs, and also suggests the possibility of a mental disorder is discovered off-campus at a university sponsored event, immediately call local authorities, and contact the Office of the Vice President for

17 Student Affairs & Enrollment Management. The AVPSA will confer with the Chief of Police and follow the primary protocol. 11. The first point of contact will be responsible for documenting the initial situation and forwarding copies to the AVPSA. Throughout the Process 1. The AVPSA will keep the VPSAEM apprised of the situation. Ongoing Process 1. The VPSAEM will initiate policies and procedures for decisions of continued enrollment and parameters for re-enrollment, when appropriate. Primary Protocol Mental Health (Developing Behavioral Situations) In a developing behavioral situation if the problem student does something(s) that draws attention or concern from a UMES community member, student, faculty or staff, the following are procedural steps to assist: 1. The community member may seek to resolve the situation directly with problem student; or 2. The community member may bring the situation to the attention of another UMES office/resource. As a result the resource may consult with the community member to help them in resolving the situation; or participate in attempting the resolution directly with the problem student; or refer matter to AVPSA. 3. The AVPSA consults with the resource and community member to review the situation. The AVPSA may offer consultation to help the resource office and community member resolve the situation; or may get involved directly with problem student in attempt to resolve situation. 4. Such situations will and shall be treated as a behavioral problem, not necessarily a result of a psychological disorder, and should be resolved by the AVPSA as any other behavioral/disciplinary problem. 5. Note: However, if at any one of these steps a psychological disturbance may be suspected, a psychological consultation might be appropriate at that or a subsequent point. Similarly, the BAT could be convened at any point, depending on the information available and the level of concern. The conclusion of the BAT may alter subsequent steps. Mandated Assessment Policy In an effort to minimize the risk of students with potentially unstable mental health conditions and to help protect the welfare of the UMES campus community, UMES has a procedure for reviewing incidents which have resulted in a student s involuntary examination of imminent danger to self or others. Whenever Police (UMES, etc.) transports a UMES student to the hospital for involuntary 17 Last updated 8/13/13

18 examination, the Police will forward a report to the Vice Presidents for Student Affairs Office. If the transport of a student occurs after university business hours, University Police will contact the Associate and/or Assistant Vice President for Student Affairs via telephone. Once the report is received, the AVPSA may notify and consult with a designated representative of the UMES Counseling Center or Student Health Center and/or the UMES BAT committee to review the severity of the student s behavior related to the involuntary examination for potential of continued risk to the campus community. A determination will be made whether a mandated interview and counseling education is adequate or whether some other more stringent, protective action is appropriate to protect both the welfare of the student and the community. In either case, the AVPSA will contact the student in a timely manner (upon release from the hospital) and require a meeting between a Student Affairs representative and the student to inform the student of their rights and responsibilities regarding the incident involving imminent risk to self or others. In cases where a mandated assessment and counseling education are deemed adequate, the AVPSA will at minimum require, through writing, such students to complete an interview with a licensed mental health professional and participate in a counseling education program. The required interview must occur within ten working days following release from the hospital. Examples of a licensed mental health professional include a community based counselor or psychiatrist of the student s choice and expense. The mandatory counseling education program, which is facilitated by the UMES Counseling Center, must occur within four weeks following hospital release. The AVPSA will require proof of participation for the required interview with a staff counselor. Failure to comply may result in the initiation of the UMES Involuntary Withdrawal Procedures. In cases where more protective action is needed based on more severe behavior/conduct (e.g., behaviors/actions towards suicide, behavior endangering others, threats to harm others, behavior disruptive to community), the AVPSA may initiate a 1) summary suspension followed by a student conduct review and due process, 2) involuntary withdrawal procedure, or 3) required interview with a mental health professional and counseling education. Emergency Petition Procedures The purpose of the Emergency Petition (EP) procedure is to secure an urgent psychiatric evaluation for individuals who present a danger to the life or safety of themselves or others. The evaluation is typically performed at a medical clinic or hospital. In the event that a UMES student becomes incapacitated to the level where the potential for threat and safety risks are high, the following procedures will be followed: During Regular Business Hours (8am 5pm) 1. The UMES Counseling Center may be called to the scene when there is a student concern relevant to emotional, psychological, or behavioral distress. The Counseling Center staff can be reached at ext A staff counselor will assess the situation and, in consultation with the University Police Department (UPD), determine if an Emergency Petition (EP) is warranted. If so, the counselor will contact the UPD and request that an officer arrive at the scene for a medical transport. The staff counselor or the UPD officer may complete the EP documentation. 3. The UPD will be responsible for transporting the student to the local hospital. 4. The staff counselor and/or UPD officer will notify appropriate officials, including but not limited to, the associate vice president of student affairs.

19 5. The on-call counselor will make contact will the hospital s behavioral health unit to assess the medical status of the student and to gather medical documentation as appropriate. 6. The director and the counseling center staff will be responsible for follow-up with the student once he or she returns to campus. After 5pm Weekdays and Weekends 1. The university police department (UPD) will be called to the scene when a student concern occurs. The UPD may be contacted at ext An officer will assess the situation and determine if an emergency petition (EP) is warranted. If so, the officer will complete the documentation. 3. The UPD will be responsible for transporting the student to the local hospital. 4. The UPD will notify appropriate officials, including but not limited to, the on- call counselor and associate vice president of student affairs. 5. The on-call counselor will make contact will the hospital behavioral health unit to assess the medical status of the student and to gather medical documentation as appropriate. 6. The director and the counseling center staff will be responsible for follow-up with the student once he or she returns to campus. Section IX Sexual Assault A student who has been the victim of sexual assault may go through a range of emotions, which impacts their decisions with regard to reporting the incident. Therefore, it is very difficult to have a procedure to cover all possibilities. The procedural list below serves as a general guideline to follow when you become aware of a sexual assault. Please note, the students name should not be forwarded in the notification chain. General guidelines are as follows: Primary Protocol 1. If a sexual assault is believed to have occurred on campus and the survivor is suffer discovered on campus and/or in housing, immediately call the University Police Department (UPD) at ext. 3300, as well as the Director of Housing and/or Area Director. The Director of Housing and/or Area Director will consult with the Associate Vice President for Student Affairs (AVPSA), who will then apprise the Vice President for Student Affairs & Enrollment Management (VPSAEM) of the situation. University Police will be responsible for contacting any additional external medical personnel as needed. University Police will also contact the On-Call Counselor to meet/communicate with the survivor if needed female survivors will be partnered with a female counselor (when applicable). After their assessment of the situation, the On-Call Counselor may contact a Rape Crisis Center representative and request that a volunteer be dispatched as needed. The AVPSA will be responsible for contacting/communicating with the parent(s) of the survivor. 2. The primary point of contact is to assess the situation to determine the survivor s immediate needs and requests. If medical attention is needed contact the University Police at (x. 3300) for assistance and coordination of transport to the hospital. This assessment may occur through the RA if the survivor is not willing to speak to the Director/Associate Director of Residence Life (note: the RA must notify the Director/Associate Director/Area Directors/University Police in all cases). If the survivor is not comfortable with the RA, the RA is required to contact a different professional staff 19 Last updated 8/13/13

20 member immediately (Area Director, Associate Director of Housing, Director of Counseling, Director of Health Services, Associate and/or Assistant VP for Student Affairs, etc). It is critical to have an individual that the survivor is comfortable with to assist them through the process. The primary point of contact is to ensure the survivor that they are there to support them and available to talk. 3. All parties involved are to document their interaction with the survivor (except for Counseling Services if they are acting in their official capacity as a therapist) and the accused student(s). Copies of all reports/materials are to be collected and a file developed and housed with the AVPSA. 4. The Student Affairs team is to encourage the survivor to seek help/support and inform them of available resources both on and off-campus. Student Affairs staff are prohibited from providing legal advice to either the survivor or accused student(s). 5. Survivors should also be encouraged to contact the Office of Student Conduct (ext: 6434, located in the Student Services Center (SSC). The Conduct Administrator can explain the student conduct process to both survivors and accused students of sexual assault). The university cannot initiate disciplinary/judicial or criminal action unless the person who has been assaulted chooses to do so even if the alleged assailant is named in the Anonymous Notification. The university conduct process can and will move independently of any external civil and/or criminal proceedings. 6. Counseling Center staff and/or a Rape Crisis Center volunteer will arrive at the locale but will not engage in the situation until permission is granted by the student and/or the police department. The individual whom the survivor feels most comfortable with (e.g. counselor, Life Crisis Center, etc.) should provide greater detail regarding support options and encourage the survivor to seek medical attention. 7. If the survivor wants medical attention only, assist with the transport to the local hospital or the University Student Health Center per the student s request. The Student Affairs Hospital protocol procedures should be followed and the student should be accompanied to the hospital. 8. If the student wants to inform the police, contact the University Police at ext for assistance to make statements and/or coordination of transport to the hospital, University Police will initiate an investigation of the incident and will notify the appropriate external support units, if necessary. If the victim does not wish to involve the University Police, University Police still must be informed of the incident with limited details (e.g. names, location, etc). The survivor should be informed/encouraged, but never forced to participate in the investigation, student conduct, or criminal proceedings. 9. The AVPSA will keep the VPSAEM apprised of the situation, and the VPSAEM will keep the President apprised of the situation. 10. The AVPSA, in consultation with the VPSAEM, will convene the SART team and provide ongoing coordination. 11. The VPSAEM will initiate policies and procedures for disciplinary action when appropriate. The University of Maryland Eastern Shore (UMES) has developed a coordinated response to sexual assault, including a Sexual Assault Response Team (SART). SART includes individuals and representatives from the following offices: Director of Residence Life

21 Associate Vice President for Student Affairs Alcohol, Tobacco and Other Drugs Counseling Center Rape Crisis Center (external) Student Health Center University Police Department All of the resource professionals listed above will be available as needed for consultation as needed. Whenever possible, the identity of the survivor will not be disclosed without their written permission. However, if the matter is forwarded to the Student Conduct Process the identity of the survivor cannot be withheld as the accused student(s) shall have the right (under Due Process) to question their accuser. It is of primary concern that the survivor controls the steps she/he takes next after receiving the desired information from professional resources. In all cases, an Anonymous Notification will be filed with the University Police. Section X Family and Student Emergencies In the case of an emergency or family crisis (e.g., death, illness) which requires a student to leave campus and/or miss classes or employment obligations for an extended period, the Vice President for Student Affair & Enrollment Management Office should be contacted at 410/ between 8:00 a.m. and 5:00 p.m., Monday Friday. If the student is unable to make the contact, any member of the university community or family member may contact the office. 1. The AVPSA will consult with the student regarding the emergency and advise him/her about various resources available. 2. In cases of emergencies involving family death or student hospitalization where students cannot reach their professors, an emergency will be sent to the student s professors with the understanding that the student, when able, will also contact each professor concerning the absence. 3. The VPSAEM Office will consult with the student s Academic Dean/Chair regarding a medical withdrawal, if necessary. 4. The VPSAEM Office will maintain a record of student emergencies throughout the year, and provide follow-up services as needed. Section XI Missing Student Protocol In keeping with federal law, 20 U.S.C 1092j, the VPSA Office will initiate the following missing student notification policy. This policy is designated for those students living in University Housing. In the event of a missing student, the AVPSA and housing will work directly with the University Police. 1. Each student living in housing has the opportunity to list an Emergency Contact by completing an Emergency Contact form available in housing, where it will be maintained for immediately accessible by University staff who will implement this policy. In the event of a determination that 21 Last updated 8/13/13

22 the student is missing (i.e., after a reasonable search), the University will attempt to notify the listed Emergency Contact within 24 hours. 2. At any point during a student's enrollment, he or she may choose to register or change Emergency Contact information with the University by notifying the Registrar s Office. This information is confidential but may be released to the University Police and University staff as necessary to carry out the purposes of this policy. 3. Residence Life staff will immediately contact the University Police and the AVPSA when a student is reported, or believed, to be missing. 4. The University Police will be responsible for filing all related missing person reports with other agencies as may be required and conduct an investigation. 5. No later than 24 hours after a student is reported missing, AVPSA will be responsible for contacting the appropriate Emergency Contacts as established above. The University is required to notify a custodial parent or guardian no later than 24 hours after a student is deemed missing if that student is under 18 years old, and not an emancipated individual. 6. Residence Life staff will serve as support personnel when a student is determined missing and in collaboration with Student Affairs to make appropriate contacts within the University (Counseling Center, academic dean of student's school, etc.). Note: If a parent or legal guardian contacts housing inquiring about their student, no information will be shared until it is determined it is appropriate to release such information. Housing will work with Student Affairs regarding such inquiries. Section XII Active Shooter An Active Shooter is defined as an armed person who has used deadly physical force on other persons and has unrestricted access to additional victims. Immediate Protocol 9. If an active shooter event is detected on campus, immediately seek shelter in a room that can be locked from the inside. Remain as low as possible in the room (avoid any windows) and try to hide behind desks or furniture. Unless you have a means by which to clearly exit the room without harm, do not leave the room unless the attacker makes entry or a police officer escorts you out. Once secure in that room call University Police (x 3300). Remain as calm as possible and advise the police dispatcher of your location, the number of possible shooters, and whether you heard or saw the gunmen, and in what location. 10. The University Police will enact their protocols and respond to the scene. The protocols include: a) Notification of all faculty, staff and students via the university mass communication systems with instructions. b) The deployment of police personnel to immediately neutralize the threat. c) The contact of State SWAT. d) The lock down of campus. e) Creation of a safe perimeter and a command post.