Transcript IRIS Incident Reporting Information System (Training for Student Staff)

IRIS
Incident Reporting Information System
(Training for Student Staff)
Training Goals




Review the purpose of IRIS
Overview the sections that make up IRIS
Review each function of IRIS
Provide basic understanding for completing
Incident Reports
Purpose of IRIS





Track and monitor discipline and information
cases
Increase Incident Report completion and
routing time from staff to HCs
Centralize compilation of incident statistics
Centralize data for resident judicial records
Notification system to all levels within DHFS
Accessing IRIS

Enter the “Staff Zone” page:
(www.utexas.edu/student/housing/staff/)
 Click Web Applications from the left menu.

Choose the “Incident Reporting Information System"
Accessing IRIS

Enter your UTEID and password
Opening Screen
Personalized Screens: These buttons give HCs
access to screens with incidents (residents in
incidents) for their area. (These functions are not
available to student staff.)
Opening Screen
Query/Search: query’s information as related to a
particular incident or resident. Input either incident
report number or student number to access
corresponding report.
Opening Screen
Function Navigation: lists the available
functions. These functions will be reviewed one
at a time.
Opening Screen
Working: area that allows the user to add, update, and/or list
particular reports. Each of these screens will be explained with
each function.
Function Review
View/Add Report: Function to
create new report (when the
incident number (nbr) box is
empty).
Note: You can only view incidents
you created.
View/Add Report
View/Add Report function has
six sections to complete:
•Incident Details
•Associated Incidents
•Residents Involved
•Nonresidents Involved
•Witnesses to the Incident
•Short Description
View/Add Report
View/Add Report function has
six sections to complete:
•Incident Details
Incident Details
Notes:
•
Report Status:
•
Open=report is open until reviewed or sanctions are completed. You should always keep the report
status to open. HCs will assign an incident as closed.
•
Location (Hall): Refers to the location of the incident, not of any particular person involved.
•
Personnel Contacted Notes: This should include ALL personnel (HC, APD, EMS, UTPD, AFD, and their
appropriate badge numbers!)
•
SubUnit Location: Refers to the area of the incident (i.e. which HC covers the area?). Examples of
SubUnits: Brackenridge, Roberts, and Prather (BRP) or Jester Lower West or Whitis Court).This section
is what directs the automatically generated notification emails to the appropriate professional staff.
•
Work Order Request Made: This DOES NOT generate a work order, it simply informs staff who receive
the report if a work order has or has not been generated by the author.
View/Add Report
View/Add Report function has
six sections to complete:
•Associated Incidents
Associated Incidents
Associated Incidents: The author may select up to
ten types of incidents associated with the incident.
Refer to the Residence Hall Handbook and/or DHFS
policy manual for definitions of what constitutes
violation or consideration for each particular incident
type.
A list of definitions for each type of incident will be
listed at the end of the presentation.
Note: IRIS is not just for incidents. One selection is called
“Information Only”, which covers any incidents that are for
information purposes and not necessarily a disciplinary
situation.
View/Add Report
View/Add Report function has
six sections to complete:
•Residents Involved
Residents Involved
Before clicking
Add Report
Residents Involved: This section is for residents with active contracts only and who were
DIRECTLY effected by or involved with the associated incidents listed in the report. It is NOT
for staff, witnesses or non-residents.
Enter the involved residents’ 9 digit student numbers and then click Add Report to update the
report. The student name will automatically be entered in this section. It will become a
hyperlink marked in blue and underlined. When clicked, the residents contact information and
case status screen will appear. (We will discuss that screen later in the training.)
After clicking
Add Report
View/Add Report
View/Add Report function has
six sections to complete:
•Nonresidents Involved
Nonresidents Involved
Nonresidents Involved: This section is for individuals DIRECTLY
involved or effected by the associated incident(s), but do not have
active contracts with DHFS.
Enter the individuals name, student number (if a UT student) and any
additional identifying information. Depending on the incident, this
information may be utilized to refer the student to DOS, etc.
View/Add Report
View/Add Report function has
six sections to complete:
•Witnesses to the Incident
Witnesses to the Incident
Witnesses to the Incident: This section is for tracking information of
person(s) who were there, that saw what happened, but were not
directly involved in the incident.
View/Add Report
View/Add Report function has
six sections to complete:
•Short Description
Short Description
Short Description: This section is NOT used for writing the details of the incident. It is only a “quick
hit summary.” It is used in the automatically generated email (which is not secure) so you may not
include names. Only 5 lines will be recorded, so be brief, but concise!
The following should be included:
•Number of residents and where they live
•Number of non-residents
•More specific location of incident
•Summary and outcome of the incident
Ex: “4 residents from JLW, JUE, and BRP and 1 nonresident found in Jester West Courtyard with
alcohol and vandalizing the north wall with spray paint. RA contacted UTPD and HC on-call. All 5
complied with RA and were written up by UTPD.”
Add Report
You must click this to update any
information you type into this
screen. If it is not clicked, the
information will NOT be stored.
Successful Report
Added/Updated
IMPORTANT: After clicking “add report” or “update report”, make sure you receive a
“Successful add of incident #-------” (new reports) OR “Successful update of incident
#-------.” (existing reports) message at the top of the updated screen.
If you do not receive that message, you will receive an error message with
instructions on what needs to be corrected in order to receive a “successful update”
message.
Make the necessary corrections and click Add Report or Update Report until you
receive the successful message.
Automatically Generated
Email Notification

Based on the selection of the SubUnit and incident
type, an email is automatically generated after the
report has successfully been added and sent to the
corresponding HC. Depending on the level of
incident type, additional emails may be sent to ACs,
Doug, building services, etc.

Note: Buildings with multiple HCs should ask their
HC which SubUnits to associate with common
areas.
Sample Email
Desc: 4 RESIDENTS FROM JLW, JUE, AND BRP AND 1 NONRESIDENT FOUND IN JESTER WEST
COURTYARD WITH ALCOHOL AND VANDALIZING THE NORTH WALL WITH SPRAY PAINT.
Smith, John
Function Review
Add Report Descriptions:
Function to connect a full
description to a created report.
Fill in the Incident Nbr and click the
link “Add Report Descriptions”.
This will take you to a full report
screen.
Add Description
Type the full details in this description area and then
click Add Description to ‘connect’ this description to
the report.
Example: On RA John Smith’s first round, RA Smith heard
noise from Jester West room W1311A with the door propped
open. Resident Jane Doe was holding a bottle of beer in
resident Doe’s hand. RA Smith asked Doe to empty the
bottle into the sink and to provide RA Smith with Doe’s
ID. Doe emptied out the bottle........etc.
Add Description
Remember:
•Use only the third person and avoid pronouns (I, he, she, it,
they) and opinions. Residents have the right to view incident
reports they are included in.
•Be sure the report number matches the report you are trying
to add to. You cannot edit a report once submitted.
•Start from the very beginning. This is not a continuation of
the short description box.
•95% of incidents will need an additional description.
•If there are two or more RAs are at an incident, all must
write a part of a description.
Add Description
CAUTION: There is a time limit in the
system that automatically signs you out if
you do not Add Description in time. Type
the details of the description in
Microsoft Word (or another word
processor), then copy & paste it into this
section.
Function Review
Search By Name: This function
allows you to look up a residents
student number and whether they
have an active contract or not.
Note: If you do this while creating an unsaved incident, the
incident will be erased!!!
Function Review
These functions are not
available to student staff.
My Inbox
Neither are these. 
Function Review
Logoff: It is important to ALWAYS
Logoff. It ensures that no
unauthorized updates where added
to the system under your UTEID.
Incident Descriptions
Quiet/Courtesy Hours
For violations of quiet and courtesy hours.
Roommate Conflict
To document roommate issues. May be used in
conjunction with other violation types if conflict
involves policy violation.
Furniture Policy Violation
For violation of DHFS furniture policy.
Open Window
For violations of DHFS open window policy
Fire Policy Violation
For all fire related policy violations except
smoking and arson
Safety/Security
Policy violations related to safety/security, access
doors, solicitation, etc, and maintenance issues
related to safety/security of residents and facility
Guest Hour Policy Violation
For violation of DHFS guest hour policy.
Incident Descriptions
Vandalism
Used to report intentional incidents of damage to
residence hall property, graffiti, trash, or other
destructive activities.
Harassment
Used to report an incident where an individual
exhibits behaviors with intent to harass, annoy,
alarm, abuse, torment or embarrass another. May be
in person, by phone, email or other form of
communication.
Alcohol – Present
Physical evidence includes full or empty alcohol
containers present at the scene.
Alcohol – Indirect Signs
Physical evidence lacking. Resident exhibits signs of
alcohol consumption, including difficulty with walking,
talking or coordination, sickness, bloodshot eyes or
smell of alcohol. Includes self-disclosure of
consumption by student.
Incident Descriptions
Drugs
Includes possession, use, sale or distribution of illegal
substance or paraphernalia.
Other Hall Polices
Used to report a policy not covered by other incident
type.
Theft
Used to report unlawful taking of property from
possession or constructed possession of another.
Generic category used to report burglary, theft and
robbery. If type determined by UTPD, include type in
body of report.
Minor Medical
Use to report injuries and incidents that do not require
emergency medical attention, such as cuts, bumps,
scrapes, sprains, bruises, headaches, stomachaches,
etc.
Serious Medical
Used to report injuries and incidents requiring
emergency medical attention, transport to hospital, or
death of student.
Incident Descriptions
Assault
Unlawful attack or threat against another person. Could
include verbal threat or bodily injury.
Sexual Assault
Used to report any sexual act directed against another
person, forcibly and/or against that person’s will; or not
forcibly or against the person’s will where victim is
incapable of giving consent.
Stalking
Used to report a pattern of harassment, intimidation or
threat toward an individual that is unwelcome or
intrusive. May include physical presence
(loitering/following) or contact by email, phone or other
means of communication.
Weapons
Used to report Firearms , knives, clubs or other
dangerous objects that could be used to inflict bodily
harm.
Incident Descriptions
Suicide/Suicide Attempt
Used to report suicidal tendencies, attempts and
suicides.
Search and Seizure
Police search warrants, authorized room search
and/or confiscation of items by Res. Life Staff
Fire Alarm Activation
Report any time fire alarm system activates or
panel alarms. (real fires, false alarms and/or
technical problems w/system)
Sprinkler Activation
Used to report any time system is activated or flow
indicator alarms on fire panel
General Maintenance
Used to report routine type maintenance issues
that can be handled via work order system in one
to three days.
Emergency Maintenance
Used to report maintenance items that represent
threat of injury to person or damage to facilities or
personal property. Requires immediate attention.
Incident Descriptions
Information Only
Used to report incidents that may require no
additional follow-up.
Welfare Concern
Used to report possible missing person and/or nonroutine checks with a student regarding aberrant
behavior or concerns regarding his/her well being.
Computer lab Incident
Used in conjunction with other incident type to
indicate incident that occurred in computer lab
Dining Hall Incident
Used in conjunction with other incident type to
indicate incident that occurred in dining hall
Admin Area Incident
Used in conjunction with other incident type to
indicate incident that occurred in administrative area
of Division or Area Offices
Smoking
Used to report violations of UT smoking policy.
Incident Descriptions
Arson
The willful or malicious burning or attempt to burn of
personal or public property
Relationship Violence
An act by an individual that is against another
individual with whom that person has or has had a
dating relationship and that is intended to result in
physical harm, bodily injury, assault, or sexual assault
or that is a threat that reasonably places the
individual in fear of imminent harm.
Hate Crime
Used to indicate if any of the above-listed incidents
involving bodily injury, threat to person, or vandalism
to property is intentional because of actual or
perceived race, gender, religion, sexual orientation,
ethnicity, or disability of victim
Summer Conference
Incident
Used in conjunction with other incident type to
indicate that incident is summer conference related
Solicitation
Used to indicate unauthorized solicitation/advertisements