Incident reports

Owned by Import Utility
Last updated: Apr 24, 2023 by Sam Simpson
3 min read

Department:

Circulation

Purpose:

The Circulation Department maintains records of incidents that happen in the building.

Overview:

Following the emergency/safety incident, complete an incident report. This information is critical for any insurance needs, workman’s compensation claims, possible police investigation, and most importantly, planning to prevent future safety issues.

Required Knowledge/Skills:

Access to S:\CLR Security\ folder, access to the S\CCLS\Forms\Incident Report Forms\ folder, access to the S:\CCLS\Circulation & Media\Incident Reporting\ folder, and use of security cameras. Everyone should be familiar with and refer to as needed all of the support materials and guides for reporting that are contained in the S:\CCLS\Circulation & Media\Incident Reporting\ folder.

Safety Issues/Precautions:

None

Equipment/Supplies:

Workstation with access to specified folders, Excel, and monitor for visual review of security footage (as needed).

Procedure:

Prior to writing an Incident/Contract Report:

Everyone should be familiar with and refer to as needed all of the support materials and guides for reporting that are contained in the S:\CCLS\Circulation & Media\Incident Reporting\ folder.

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. For incident reports written by a circulation manager, include the Director of Access Services. If the incident report is written outside of circulation, the report will go Library Administration, and they will make the decision who should get the full report. 

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.

Follow the guidelines for good report writing found within the S:\CCLS\Circulation & Media\Incident Reporting\ folder. The report’s language should be clear, concise, and descriptive. Consider that the report will be read by others outside of CCLS, including VUPD and/or other members of campus administration.

When the report is complete, save it as a pdf.

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).

(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.

Upon receipt, the CCLS Dean’s Administrative Assistant will forward ONLY THE E-MAIL content to the all-CCLIR staff mailing list, which should include all units in the building: CCLS, IT, Grinders, Writing Center, Academic Support Services, Access and Accommodations Services, and VITAL. Supervisors who have student assistants in those departments should share this information with the student assistants as appropriate.

The Dean will determine if the incident warrants heightened awareness, and if so, will direct appropriate persons to view the appropriate folder in the S:\CLR Security\ folder. Circulation Managers will not be able to share the contents of that folder with anyone who doesn’t have the Dean’s direct permission.

Following resolution of the situation, creating the incident report is the primary task. If it is helpful to have video, photos, or other type of documentation for the report’s context, searching for or acquiring that should take place after the report has been sent to Library Administration.