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Procedure: After the incident activity has ceased:
If you are a Circulation Manager: create a folder in S:\CLR Security\ named in the following format: Year Month Date Title, keeping the descriptive title short. An example is 2016 12 08 Missing Charging Station. The incident report as well as any supporting documentation, camera shots, or follow-up information should be stored in this folder.
If you are not a Circulation Manager and do not have access to that folder, ask a Manager to create the folder. In the meantime, save your report to a folder on your H:\ drive. You will follow the same steps below for report creation procedures, but once your report is complete, you will email it to moecirc@valpo.edu with the subject title: Incident Report Year Month Date.
Open the S\CCLS\Forms\Incident Report Forms\ folder and choose the correct report form template. For medical situations, or thefts, use the form with that heading. For all other situations, use the Incident/Contact Report form (Excel format).
Save the template to the newly created folder in the S:\CLR Security\ folder. Title the report as follows: Incident Report Year Month Date. It should not over-write the form template or be left in the S\CCLS\Forms\Incident Report Forms\ folder.
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In the MoeCirc email account, compose an email to Library Administration (names are on the Incident/Contact Report form) as follows. (Required language is indicated below in bold; language taken from your Incident/Contact Report form is indicated below in parentheses.)
Subject line: Incident Report Year Month Date
Content: Three paragraphs:
An incident report for (date) has been filed regarding (category chosen in the Incident/Contact Report form “Reported Incident Type).
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(Copy and paste into the email what you have written in the “Public Awareness Notice” category of the Incident/Contact Report form.) |
If you feel you need more information, please contact Library Administration with you rationale. If approved, you will be provided with an in-person review of the report in the Library Administration suite.
Attach the Incident/Contact Report pdf to the email and send it from MoeCirc.
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