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Student Incident Response Protocol

Royal Roads University Procedure

Effective Date: 
November 1, 2013
Revision Date: 
May 23, 2017

From time to time, incidents involving students occur to which the university may want or need to respond. Incidents may include accidents, alleged violation of university policies, procedures, and guidelines, conflict between individuals and/or groups, minor injuries and the like. An incident may also include a student who is experiencing significant distress or exhibiting behaviours that elicit some concern. Incidents may occur in on-campus or online learning environments. If the incident involves sexual  violence or misconduct, then response should be guided by the Sexual Violence and Misconduct Protocols and Procedures. Where an incident is defined as a crisis[1], the procedure for response is outlined in the Student Crisis Response Protocol.

When an incident involving a student occurs, the following protocol should be followed:
  1. Report the incident to Campus Security. Campus Security, if appropriate, will then contact the Manager, Student Engagement, or the Emergency On-Call Staff (during evening and weekend hours).   The Manager, Student Engagement receives incident reports from Campus Security as a matter of course.

  2. The Manager, Student Engagement, or the Emergency On-Call Staff Member, will contact the student(s), if identified, and will conduct a preliminary investigation of the matter, if appropriate. If the incident is reported as a complaint against a student or students, or it involves the alleged violation of the Policy on Student Rights and Responsibilities, the Policy on Student Rights and Responsibilities will apply. 

  3. The Manager, Student Engagement, or the Emergency On-Call Staff Member, will facilitate arrangements for appropriate support for the student, if necessary. This may involve liaising with university support services, including:  Accessibility Services, Student Counselling, Housing, Indigenous Student Services and International Student Support

  4. The Manager, Student Engagement, or the Emergency On-Call Staff Member, or designate, will inform university departments of the incident where appropriate. Incidents involving the well-being of individual students will be reported to the CARE Team and the Associate Vice President, Student and Academic Services.   

  5. Where necessary, The Manager, Student Engagement, or the Emergency On-Call Staff Member will establish a follow-up review meeting with the student, to either close the loop on the incident, or ensure that outstanding issues are being addressed.

  6. All incidents will be reported in summary form to the Associate Vice President, Student and Academic Services, on a quarterly basis. 



[1] A crisis is defined as a traumatic event that occurs outside the norm of daily human experience, such as a medical emergency, assault causing bodily harm, sexual assault, suicide or suicide attempt, kidnapping, death, or serious criminal activities, such as those involving weapons, social unrest, natural disaster, or fire.