IRIS

1. IRIS Incident Reporting Information System (Training for Student Staff)

2. 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

3. 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

4. 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"

5. Accessing IRIS • Enter your UTEID and password

6. 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.)

7. 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.

8. Opening Screen Function Navigation: lists the available functions. These functions will be reviewed one at a time.

9. 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.

10. 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.

11. View/Add Report • View/Add Reportfunction has six sections to complete: • Incident Details • Associated Incidents • Residents Involved • Nonresidents Involved • Witnesses to the Incident • Short Description

12. View/Add Report • View/Add Reportfunction has six sections to complete: • Incident Details

13. 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.

14. View/Add Report • View/Add Reportfunction has six sections to complete: • Associated Incidents

15. 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.

16. View/Add Report • View/Add Reportfunction has six sections to complete: • Residents Involved

17. 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

18. View/Add Report • View/Add Reportfunction has six sections to complete: • Nonresidents Involved

19. 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.

20. View/Add Report • View/Add Reportfunction has six sections to complete: • Witnesses to the Incident

21. 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.

22. View/Add Report • View/Add Reportfunction has six sections to complete: • Short Description

23. 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.”

24. 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.

25. 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.

26. Automatically GeneratedEmail 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.

27. Smith, John Sample Email

28. 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.

29. 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.

30. 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.

31. 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.

32. 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!!!

33. Function Review These functions are not available to student staff.

34. My Inbox Neither are these. 

35. Function Review Logoff: It is important to ALWAYS Logoff. It ensures that no unauthorized updates where added to the system under your UTEID.

36. Incident Descriptions

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42. Incident Descriptions