Documentation & eRez Life

1. Documentation & eRez Life An E-Learning Module The Basics & Background Compiled by: Lara Hof Community Standards Manager

2. Learning Outcomes • Understand the philosophy of our discipline system • Generate an understanding of the Community Living Standards and purpose • Introduce your role as Residence Life Staff • Understand the importance of why we document incidents and the bigger picture • Introduce FIPPA • Introduce eRez

3. Our Philosophy Our philosophy to managing our students and communities!

4. A few highlights from our Lessons Learned we believe… • Students are at a stage in their life where learning is heightened, so we believe in creating teachable moments. • We all make mistakes, so we try, when we can, to give second chances. • Students respond much better to educational sanctions such as seminars and community service rather than fines.

5. We also believe… • It’s important to strike a balance between being fair and consistent within our processes. • It’s important to value the individual involved in an incident. Usually, there is always an underlying reason as to why the student is behaving in a certain fashion. • Students value the time we give them, so we make sure we have heard their side of the story when managing an incident.

6. The Rules of Residence The Residence Community Living Standards – our fancy way of saying – the rules!

7. The Residence Community Living Standards The Residence Community Living Standards (RCLS), clearly outlinethe standards of appropriate conduct expected within our residence communities and serve as guidelinesto the creation of a residence community where residents can live and learn in a conducive atmosphere.

8. Our Objectives! The Residence Community Living Standards (RCLS) strive to: • further student development and enhance the academic experience • educate students around community standards and the effect that their choices may have on others around them • evaluate both the intent of an action and its impact • hold residents accountable for behaviour • provide students with an opportunity to learn from their behaviour

9. It’s important to remember… Students have rights too! • to have their concerns considered by RLS. • to have RLS available for assistance in settling conflict. • to have all reported offences investigated in a reasonable amount of time. • to have their side of the story heard. • to a fair process. • to expect confidentiality.

10. Your Role …some highlights… as RLS You are so important to the process involved in managing your communities!

11. You are important because: • You are the front line staff! You have the most direct contact with students in Student Housing Services. • You have the ability to truly connect with students and show them you care about their well-being. • You are the messengers! You make your manager’s job a lot easier when you document incidents/observations accurately.

12. Your role: • Inform students of the rules of residence. • Set up expectations for behaviour. • Role model. • Assist in mediating conflict. • Create a community that holds members accountable for their actions. • Document, document, document. • Program around issues affecting the community. • Create a reward system to recognize positive contributions from community members.

13. How you can do this! Check out these helpful links! • The Value of Community Codes • Aiming High with Community Standards • The ABCs of RA • How do we confront? Is it really a skill? You will receive more information @ August Training.

14. Why write things down? What’s so important anyways?

15. Documentation is essential to the success of our residence life program.

16. Why is documentation so important? Documenting incidents/behaviours in residence, both positive or negative allow us to… • track incidents occurring in residence communities • cover our butts in case of legal issues • serve as an essential method of communication between RLS and RLMs, as well as all members of the department involved in resolving incidents • be consistent and fair when managing our students • create archives and student records for re-admission/FIPPA requests (see next slide) • monitor behavioural trends and compile stats

17. Why bother? Why should I care… consider this…

18. FIPPA – huh?!? Freedom of Information & Protection of Privacy Act FIPPA (pronounced fip'-a) • “This is a law on access to information and privacy that, as of June 10, 2006, applies to all universities in Ontario. ” “As its name implies, the Act has two main purposes: • transparency:to facilitate consistent and accountable access to information in public institutions • privacy:to protect personal information from unauthorized collection, use or disclosure by public institution” University of Guelph, “What is FIPPA?”, July, 2008, http://www.uoguelph.ca/secretariat/fippa/

19. Learn More… Just click here…FIPPA

20. So what does this mean? Don’t let this make you nervous! The goal is to make sure you are documenting accurate information in a timely fashion! Any student listed in any document has the right to request the information you wrote about them! The following module will tell you how!

21. Who might read what you write? Depending on the nature of the incident and its complexities, several people might have access to the paperwork you write. • The resident! • Residence Life Manager • Community Standards Manager • Associate Director • Director • University Judicial Officer & Judicial Committee • Associate VP - Student Affairs • President of university • Parents or Guardians • Campus/City Police • A court of law

22. So, can you see why it’s important?

23. eRez Here is the neat part!!!

24. What is eRez? (the fancy answer) www.erezlife.com • “eRezLife Software is a fully web-based software suite targeted to student housing operations and other student affairs departments. • eRezLife offers “one stop shopping” for student, staff, and residence life information management needs. • eRezLife generates custom programming reports and summaries on any information entered into the system to help identify trends and new ideas for programs.” eRez Life, What is eRez Software?”, July, 2008, http://www.erezlife.com/site/index.shtml /

25. It’s the fun online software that houses all of our forms that Residence Life Staff & Residence Life Managers fill out when documenting incidents/behaviours/observations / programs / life in residence. Simply…

26. In one of the next module, you will learn how to use the software and how to fill out forms! What’s to come????

27. So now what?!?! What to expect…

28. What’s to come… • Check out the June newsletter for an exciting new opportunity to get involved in an online forum to exchange ideas, worries and hear helpful hints from returning staff members. • Module #2 – The Rules of Residence …coming soon to an inbox near you! • Module #3 – FUN with Forms…Opening in July.