Violation Inquiry window: Click New Incident button
Violation Inquiry window: Choose Violation Incident from right-click or Options menu
Use this window to enter and maintain violation incidents. An incident can involve multiple persons or multiple violation types. An individual can also have more than one type of violation linked to an incident.
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A group of students might be involved in a party where the following violations occur: underage drinking, property damage, and disturbing the peace. The students could be charged with any or all of the three violations meaning multiple violations and individual would be associated with this one incident. |
Check this box if the incident
requires Fire Tracking
Fire Tracking provides the ability to add all of Federally required data related to fires regardless of whether or not persons are involved. Each incident with Fire Tracking will be recorded on the Campus Crime Report.
If the incident you are processing requires information tied to a fire in a Student Resident Hall, then select this checkbox. The Fire Tracking tab appears, and you can begin adding the necessary data.
The following tabs allow you to record information about the violation incident:
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If the Auto Generate Incident Number checkbox on the Violations/Sanctions tab of the Student Life Configuration window is selected, Incident Numbers are automatically created. If this checkbox is not selected, you must enter the Incident Numbers. |
1. Open the Violation Inquiry window.
2. Click the New Incident button.
3. The Violation Incident window opens.
4. In the Incident Number field, enter an Incident Number.
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If the Auto Generate Incident Number checkbox on the Violations/Sanctions tab of the Student Life Configuration window is selected, Incident Numbers are automatically created. If this checkbox is not selected, you must enter the Incident Numbers. |
5. From the Incident Status drop-down pick list, select the current status of the incident.
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If the needed type of incident status isn't listed, right-click and select Maintenance Screen to add a new one. |
6. Select the Check the box if the incident requires Fire Tracking checkbox if appropriate. If selected, the Fire Tracking tab is available.
7. On the Incident Information tab:
a. In the Incident Description field, enter a brief overview of the violation incident.
b. In the Incident Date/Time field, enter or select when the violation incident occurred.
c. From the Session drop-down pick list, select the session during which the violation incident occurred.
d. From the Incident Loc/Bldg/Room drop-down pick lists, select the specific location where the violation incident occurred.
e. In the Reported By field, enter or select the person who reported the violation incident.
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If the person who reported the incident is in the J1 system, right-click and select Advanced Search. The Name Search window appears where you can search by first, last, or preferred name as well as email address. |
f. In the Reported Date/Time field, enter or select when the violation incident was reported.
g. In the Incident Text field, enter any information related to the violation incident.
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If information has been included in another document, report, email, you can copy and paste that information here. |
h. Click the Save button.
8. On the Persons Involved tab:
a. Select the Violation Information tab.
b. In the Person Involved field, enter an ID# or to enter a person involved with this incident. The person's related birthday date, age, and gender automatically appear.
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If the person involved is in the J1 system, right-click and select Advanced Search. From the Name Search window you can search by first, last, or preferred name as well as email address. If the person involved is not in the J1 system, right-click and select Advanced Search. From the Name Search window, click Add Name to add the person to J1. |
c. From the Involvement drop-down pick list, select the person's involvement.
d. From the Violation Type drop-down pick list, select the nature of the offense.
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If the type of violation selected must be included in the Campus Crime Report, the Campus Crime Report options appear. |
e. From the Subject Plea drop-down pick list, select how the person pleads in response to the violation charge.
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If the needed type of plea isn't listed, right-click and select Maintenance Screen to add a new one. |
f. From the Decision drop-down pick list, select the decision your organization's administrative personnel or disciplinary council made about the individual's involvement in the incident.
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If the needed type of decision isn't listed, right-click and select Maintenance Screen to add a new one. |
g. In the Comment field, enter any additional notes related to the violation incident.
h. If the incident is to be included in the Non-Academic Profile report, select the Include on Non-Academic Profile Report? checkbox.
i. If the selected violation is one your school tracks in a crime report, the Report Section and Report Section Category drop-down pick lists become available. Make the appropriate selections.
j. If other individuals were involved with the incident and need to be included, select Add Row from the right-click or Options menu. Repeat steps b - i.
k. Select the Sanction Information tab.
l. From the Sanction drop-down list box, select the sanction related to the violation incident.
m. From the Sanction Status drop-down list box, select the current status of the sanction.
n. In the Approved By ID Number field, enter or select the person who approved the sanction.
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If the person who approved the sanction is in the J1 system, right-click and select Advanced Search. From the Name Search window you can search by first, last, or preferred name as well as email address. If the person who approved the sanction is not in the J1 system, right-click and select Advanced Search. From the Name Search window, click Add Name to add the person to J1. |
o. In the Sanction Period Begin and End date fields, enter when the sanction begins and ends.
p. In the Sanction Completed field, enter the date the sanction was done. If the sanction is still open, do not enter anything in this field.
q. In the Fine field, enter the amount the person is being fined for this violation.
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Some violations have standard fines associated with them. If there is a standard fine associated with the type of violation selected, the fine amount automatically appears and can be updated as needed. |
r. If charges or payments have been made for the sanction, the See fine/payment activity for this sanction link is available. Click the link to see a detailed information about the payment including the transaction date and amount.
s. In the Contact field, enter or select the person at your organization who should be contacted by the person involved in this sanction.
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If the contact person is in the J1 system, right-click and select Advanced Search. From the Name Search window you can search by first, last, or preferred name as well as email address. If the contact person is not in the J1 system, right-click and select Advanced Search. From the Name Search window, click Add Name to add the person to J1. |
t. In the Contact Date field, enter the date and by which the individual charged with the violation is to have been in touch with the sanction contact.
u. In the Sanction Text field, enter any necessary sanction information.
v. Click the Save button.
9. If the incident involved a fire, select the Fire Tracking tab.
a. From the Building drop-down pick list select . The related street address for the selected building appears.
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The street address is required for each building that may need to be accounted for in Fire Tracking for the Campus Crime Report (CCR). |
b. From the Fire Category drop-down pick list, select unintentional, intentional, or undetermined.
c. From the Cause of Fire drop-down pick list, select what caused the fire to start.
d. In the Number of Fire-Related Injuries field, enter the total number of injuries associated with this fire.
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Even though the Federal Guidelines only require a total count, you may want to track additional information related to the injured person(s). |
e. In the Number of Fire-Related Deaths field, enter the total number of deaths associated with this fire.
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Even though the Federal Guidelines only require a total count, you may want to track additional information related to the deaths. |
f. In the Property Damage field, enter the total amount of damages ($0.00 format). The CCR Value automatically shows the range into which the property damage amount falls and that will appear on the Campus Crime Report.
g. Click the Save button.
