Department: Circulation
Procedure: Incident Reports
Purpose: The Circulation Department maintains records of incidents that happen in the building for five years.
Overview: After 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 CCLS Circulation Office/CLR 240, access to S:\CLR Security\ folder, and use of security cameras.
Safety Issues/Precautions: None
Equipment/Supplies: None
Procedure
1. For medical situations, or thefts, use the form with that heading. For all other situations, use the generic form. This allows forms to be filed by category. The report forms are stored at: S\CCLS\Forms\Incident Report Forms\ folder.
2. Complete the form electronically. The report should be named in the following format: 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. 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.
3. If you are a Circulation Manager: create a folder in S:\CLR Security\ named in the following format: Year Month Date Title, keeping title short. An example is 2016 12 08 Missing Charging Station. The 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 your H:\ drive.
4. Print off a copy of the report and file it, or ask that it be filed, in the appropriate place in the Incident Report Binder in CLR240.
5. E-mail the completed report as an attachment to moecirc@valpo.edu, the Dean of Library Services, the Associate Dean of Library Services, the Director of Research Services, the CCLS Administrative Assistant, IT Helpdesk Manager, and your immediate manager (if not already noted above).
6. The Administrative Assistant should then e-mail the report to the all-CCLIR staff mailing list, which should include all units in the building: CCLS, IT, Grinders, Writing Center, Academic Support Services, Disability Support Services, and VITAL. Supervisors who have student assistants in those departments should share this information with the student assistants as appropriate. If the incident includes images from the CLR security camera system, and viewing them would be helpful, building staff should be directed to ask for an in-person viewing at the Circulation Desk from one of the Managers.
7. Circulation Managers may need to search and save images from the CLR security camera system.