Students of Concern and Threat Assessment Team
Saint Joseph’s College ▪ Rensselaer, IN
Team Members
Ernest Watson
Sharon Moore
Elizabeth Ackman
Laura Wagner
Tim Hemm
Yvonne Smith
PURPOSE
The purpose of the Students of Concern committee (SOC) is to coordinate the responsive efforts of multiple
units in high-risk situations involving students, either as potential violators or victims. In responding to
specific cases, the SOC’s role is to facilitate communication, assist in developing and implementing strategic
interventions, and help to coordinate the management of ongoing or recurring problems. The team also
works with administration, faculty, and staff to develop methods for protecting campus safety, security and
for preventing conflicts and high-risk situations from escalating into emergencies.
Concerns about employees will be directed to Human Resources. Emergency services will be initiated, when
necessary.
FUNCTIONS
1.
Provide case management and centralized coordination of specific situations
A.
Collect and distribute information as needed to manage the situation
* Communicate information in an efficient, timely manner
* When possible we will protect confidentiality of student and/or source of report
B.
Develop strategies to respond to specific situations
* Intervention strategies for dealing with students
* Resources and strategies for assisting victims/referring parties/staff
* Knowledge of relevant laws, policies, resources, and procedures
* Provide targeted staff training in specific situations
C.
Debrief after case is resolved to evaluate how situation was managed
* Strategize ways to reduce staff stress in dealing with situation
* Communicate what works and what does not / evaluation
2.
Where appropriate as a result of experience with specific situations, help to expand campus
knowledge and skill to respond to critical situations
* As needed, provide recommendations/consultations on developing written guidelines/informational
materials
* Assist in promoting/facilitating early intervention in conflict/risky situations
3.
Provide an annual report to the President and other necessary constituencies.
SOC GUIDELINES
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I.
II.
III.
IV.
Meetings and Team Coordination
A.
The SOC reports to the Vice President for Student Development.
B.
The SOC will meet regularly and/or as needed to discuss student situations involving more than
one unit. An agenda may be set before the meeting by the coordinator. Team members may
provide available written materials relevant to the agenda prior to the meeting.
C.
In time-sensitive, high-risk situations, a special team meeting may be called by any member.
D.
At team meetings, the primary goals are to:
1. Coordinate responses to high-risk situations that address the needs and rights of those
affected;
2. Develop and prioritize specific tasks as needed to meet the situation;
3. Develop strategies for protecting campus safety and welfare of individuals on campus in the
context of such specific situations; and
4. Collect and share information regarding such situations and campus efforts as necessary.
E.
A Coordinator will be appointed from among members to coordinate setting the agenda,
scheduling meetings, and preparing the annual report.
Referral of Issues/Situations to the SOC
A.
Issues/situations may be referred to any team member by any member of the campus
community.
B.
When any team member is contacted regarding a situation, the team member will explain the
team process and procedures, gather relevant information, and, if appropriate, invite the
individual to a SOC meeting to discuss the specific case (only for discussion of issues relevant to
their concerns).
Procedures/Policies for Case Management
A.
A member shall present the case to the SOC orally at a regular or special meeting. The team will
conduct a risk assessment, if appropriate, and agree on a plan of action.
B.
A SOC coordinator will be assigned to coordinate efforts on that case. The SOC coordinator has
primary responsibility for keeping those with a need to know updated on the case and for
following up to make sure that the plan of action/strategy is effectively implemented.
C.
Once the case is stabilized or resolved (or by mid-June), the SOC coordinator for that case, will
prepare a case report regarding the case to be submitted to the SOC chair for inclusion in the
annual report.
D.
The Chair will prepare an annual report each July (based on a July 1 to June 30 calendar). The
annual report will summarize the number of cases reviewed/received/resolved, and primary
characteristics of each case, without identifying names or data.
Coordination of Information/Confidentiality
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A.
Members may provide each other or faculty/staff/students involved in a particular case with
information as necessary, in accordance with applicable legal and professional standards of
confidentiality.
1. In general, information pertaining to students may be shared among campus officials in
accordance with legitimate educational interest criteria and/or when necessary to meet an
emergency.
2. Disclosures may be made to appropriate campus officials or outside parties in connection
with a situation when the information is necessary to protect the health or safety of the
student or other persons. The SOC may, but is not required to consider the following criteria
in evaluating a "need-to-know" in emergencies:
* The seriousness of the threat to the health or safety of the student or to others
* The need for the information to meet the emergency
* Whether the parties to whom the information is to be disclosed are in a position to
deal with the emergency
* The extent to which time is of the essence in dealing with the emergency
B.
Specific legal and professional standards restrict disclosures of confidential information by
police and by health care professionals (physicians and mental health care professionals).
1. Mental Health Care Professionals: A mental health professional cannot release confidential
information to anyone without a written release of information from the client, except in
situations of threats of harm/danger to self or others, or of child/elder abuse. Providers
cannot release confidential information to parents even though the parents' insurance is
paying for the service. Similar restrictions apply to other health care providers.
a. If appropriate, Student Conduct Affairs or a SOC member may have a student who is
referred for counseling, assessment, or evaluation sign a release authorizing the
evaluator to consult with SJA. Similarly, the Counseling Center may obtain a release
authorizing the evaluator to consult with SCA or other appropriate SOC members. A
signed release from either unit will suffice.
2. Police: Information regarding criminal history received from the law enforcement agency or
other sources may only be disclosed to law enforcement personnel. In addition, information
developed during a criminal investigation may be confidential until charges are brought
forward or the case is resolved.
C.
Communication with others outside the team.
1. All non-public information shared among members shall be confidential and shall not be
disclosed to others except as necessary to meet the emergency and in accordance with
applicable legal and professional standards of confidentiality.
2. If inquiries are received from other campus employees or officials, the "legitimate
educational interest" and "emergency need-to-know" criteria must be used to determine
whether to disclose any information and, if so, what information to disclose.
3. Notification of parents, guardians, or other responsible parties in emergency: The SOC may
determine whether parents, guardians, or other responsible parties should be notified of an
emergency or threat, and will recommend that the appropriate office provide such
notification (e.g., Safety and Security, Student Development, et al.)
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4. Once an individual has been arrested and/or charged with a criminal offense, certain aspects
of the incident become public information. Refer to the Indiana Government Code for
information pertaining to disclosure issues that might endanger the safety of a person
involved in an investigation or would endanger the successful completion of the
investigation, law enforcement agencies shall make public the name, address, physical
description (date of birth, height, weight, sex, color of eyes and hair), and occupation of
those arrested; time and date of booking; location of arrest; criminal charges against the
accused; and amount of bail.
5. Where no criminal charges have been filed, should the committee receive inquiries from
non-employees (other students, the victim, attorneys, press, public, etc.), only "public
information" (see definition below) may be released unless the "emergency need-to-know"
criteria have been met, in the absence of a subpoena or other court order requiring the release
of information.
6. "Public information," as defined by FERPA, is information that can be released without a
student's consent, unless a student has notified the Registrar that he/she wants this
information kept confidential. The term "public information" can include a student's name,
address (campus and/or permanent), telephone numbers, date and place of birth, major field
of study, dates of attendance, degrees and honors received, the most recent previous
educational institution attended, and participation in officially recognized activities,
including intercollegiate athletics.
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