Case Management Policy for University Police Department
The St. Mary’s University Office of Residence Life and the Office of Judicial Affairs shall establish and maintain an effective and efficient system of case management for reported student issues, to include alleged violations of law and/or University policy
Case Numbers: St. Mary’s uses the Maxient student conduct database to manage the institution’s behavioral conduct records. Case numbers are created from individual incident reports in the following sequence:
Maxient assigns a sequential number to each incident report in the order that the report is submitted. One or more of these incident reports is used to create a case file for the students involved in the incident.
Once a case file is created, Maxient automatically generates a file number from a combination of the academic year the case was created and the number of individual cases filed during that year. As an example, the first case created in Maxient for the 2015-2016 academic years would be assigned the case number 20150001.
Individual student records attached to a Maxient case file are numbered in sequence and identified within the file by this number. For example, if two students were involved the first incident of the academic year, the first student would be assigned an individual case number of 2015000101, and the second student would be assigned a case number of 2015000102
Incident Reports Submission: Residence Life staff are trained to consider each incident report (IR) as a legal and formal document that can be used in a court of law. Since IRs serve as written accounts for critical events, it is important that the contents of an IR are presented in a clear, concise, factual, and unbiased manner. Residence Life staff members are instructed to create an incident report for a side variety of campus incidents to include, but not limited to, the following categories:
Violations of law
Violation of University Policies, Rules, and Regulations
Any incident involving police (UPD or SAPD), fire department, ambulance, or any other emergency services
Threats to self or others
Serious disruption of the community
University Police will be contacted by the Director on Duty (DOD) and/or a Resident Assistant (RA) for assistance in handling and reporting the following incidents:
Medical emergency or life threatening situation
Student or guest death in or near a residential facility
Suspected or actual illegal drug/controlled substance violation
Suspected or actual domestic or physical violence
Suspected or actual hate crime
Suspected domestic, dating, or other physical violence
Suspected or actual sexual assault
Suspected or actual weapons violation
Suspected or actual illegal alcohol violations
Reported or actual fire in or near a residence hall
All other incidents will be reported by the RA to the DOD, who will then decide whether the University Police Department should be contacted for assistance with handling and reporting the incident.
Case Management: Once Incident reports have been submitted into Maxient, the Director of Judicial Affairs (or their designee) is responsible for creating a Maxient case and virtual case file that will serve as the single source of documentation for the investigation, adjudication, and resolution of each reported incident. Once this case file has been created, the following rules are used to route cases for additional review:
Cases that represent a possible violation of University policy are routed to the Director of Judicial Affairs for review and resolution, according to the policies and procedures found in the University’s Code of Student Conduct.
Cases that contain potential violations of the University’s Equal Opportunity, Nondiscrimination, Sexual and Other Forms of Harassment policy are forwarded to the University’s Dean of Students, who serves at the Deputy Title IX Coordinator, and CCd to the University Title IX Coordinator. These cases are managed according to the University’s Equity Discrimination Resolution Process (EDRP) for resolving allegations of harassment and discrimination.
Cases generated from incident reports related to student wellness concerns are routed to the Dean of Students, the Director of Student Psychological Services and, for on-campus residents, the Director of Residence Life
Cases from incident reports which only document violations of Residence Life policy are forwarded to the Hall Director of the building where the incident occurred for review and resolution.
Information contained in each created case file may include, but not be limited to:
All related incident reports received from Residence Life, University Police Department, local law enforcement agencies, or other members of the StMU community
Scanned copies of original statements, IR supplements, photographs, texts, email or other supporting documentation related to the case
Any charge letter presented to the student(s) which specifies the alleged violation(s) of Code of Student Conduct or other University policies or local, state, or federal law
Any interim responsive actions (such as “no contact” orders, interim suspension notices, etc.) issued to the student while the misconduct allegation(s) are under review
Any record of the process used by St. Mary’s to resolve the specific allegations under review
Any letters of appeals filed by the accused student(s) with regards to any findings of responsibility or sanctions assigned, to include the University’s response to the appeal
In cases adjudicated under the EDRP, the file will also contain documentation of any steps taken to address identified campus climate issues related to the incident(s) under review