Add or Edit and View the Details for Incidents

You can use the Incidents page to add and edit incidents. The incidents will be included in the Jeanne Clery Campus Crime report.

Any changes you make to an incident are tracked and require a comment.

   Review the training (Anthology Academy registration and login required):

Managing Incidents  (3 min.)

Prerequisites

You must have: 

• To add an incident, Contact Manager – Processes – Incidents - New authorization

• To edit an incident, Contact Manager – Processes – Incidents - Edit authorization

If policies are enabled, you must have permission in the policy to add task templates. The Task Template list will only contain task templates you are authorized to add.

Access Method

 Select the Processes tile > locate Contact Manager in the tree > select Incidents.

Procedure to Add or Edit an Incident

You must select at least one student, staff member, or general contact.

1. Verify that you have the correct campus selected in the command bar.

2. Accept the defaults and click the Apply Filters button.

3. If you want to: 

   • Add an incident, click the New button

   • Edit or view the details for an incident, select the record for the incident in the grid

4. Specify or change the values.

   Incident Date Refers to the date when the incident was reported. The incident list is sorted by the date when the incident was reported, with the most recently reported incident displayed first. Incident Type The codes for student conduct violations that occur on a campus. For example, theft or argument. They are configured by your institution. Location The location of the room, building, or place where the incident took place. The options are Non-Campus Property (such as a private property), Public Property, and On Campus. If the Task Type was configured without a location, the field displays Location and it cannot be changed. If you select On Campus, Anthology Student also displays the On Campus list so that you can select the location. If the Task Type was configured to require the location, you must select a value in the On Campus list. Otherwise, it optional. Name The descriptive name of the item.

   On Campus If you selected On Campus in the Location list, select the location on campus of the incident. The list displays all the locations configured by Student Services, buildings configured by Housing, and buildings configured by Academic Records. IF the Task Type is an incident and it is configured to require a location, you must select a value in the list. Otherwise, it is optional. Task Template The task that must be performed. It is the description given to the type of task when it was configured by your institution. The list only displays tasks that were configured to have Incident or Meeting selected in the Event Type list. Time The time when the incident was reported.

5. Under Student and Staff, click the Add buttons to add the names of any persons that you want included on the report. The dialog displays the columns appropriate for the student or staff.

   Active Specifies whether or not the associated record is active. Campus The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column. Code The alphanumeric code assigned to the item by your institution. In most cases, codes must be unique. Name Name of the student or person.

   Staff The last name and first name of the staff member. Student The last and first name of the student. In some lists, the name of the student is highlighted. If it is highlighted, you can click the link and it will display the Student Profile or a page available from the profile (such as their Documents list in Contact Manager). To display the Student Profile, you must have Common - Student - View authorization. If the link takes you to a page available from the profile, you must have authorization for that page. For example, if it displays the Documents list, you must have Contact Manager - Student Document - View authorization. Student Number If your institution assigns student numbers, the number your institution uses to identify the student. How the number is assigned, is specified by your institution. For example, Anthology Student can be configured to assign the number or your institution can use some other method for assigning the ID. Student Status Specifies the status of the prospect or student at your institution. Statuses vary by institution. They are configured by your institution. If you change the status for a student, a dialog is displayed so that you can confirm the change. If there are also tasks associated with the previous status, Anthology Student displays a dialog that you can use to select the tasks to keep and the tasks to close with the result of canceled.

6. On the dialogs, select the names and click the Select button.

7. Under General Contact, take appropriate action.

   • To add an existing contact, click the Add button

   • To add a new contact, click the New General Contact button, specify the following values, and click the Save button.

     Active Specifies whether or not the associated record is active. City The name of the city to which the student or person belongs to. Company Specifies the company details of the person to be filled in the General Public form. Contact Type The type of contact. Contact types are configured by your institution. Country The country of residence. If you are specifying a country, it defaults to the country for the campus. The country also determines the format of phone numbers. If you change the country, the phone numbers are automatically reformatted to the format for that country. County The county for the address. Driver's License Number Information about the driver's license number is required in the General Public search form. Email The email address of the student or person. Extension If needed, the extension for the work phone number.

     First Name The first name of the student or person. Last Name If there was an invoice, the date of the invoice. Note Area that displays, or that you can use, to specify comments or additional information. Phone Number The phone number. The format will depend on how your institution configured phone numbers (such as whether or not it uses parenthesis and hyphens). State The name of the state to which the student or person belongs to. Street Address The street address. For student addresses, if an address has more than 40 characters, the additional characters in the address line will not be extracted to be sent to COD but will be truncated. Title The desired title is chosen from the title list. Work Phone Number The work phone number of the person. ZIP Code The postal code for the address. If you are specifying an address, you must specify a value for City or State. If you specify a city or state or both, the list contains the valid zip codes.

8. Specify or change the Incident Description The details about the incident are mentioned in this field..

9. If you are editing the description, specify information about the changes in the Comment Information about the changes made to the incident. box.

10. If you want to save and: 

    • Continue making changes, click the Save button

    • Close, click the Save & Close button

    • Add another item to the list, click the Save & New button

Anthology Student saves the incident and updates the Comments at the bottom of the page so that information about the incident as well as any changes to the incident can be reviewed there.

If you specified a student, Anthology Student adds a task for the incident to their Tasks list. (Select the Students tile > select the name in the Students list > expand Contact Manager > select the Tasks tile.) Each time you edit or update the incident, Anthology Student adds a new task to their task list.

The details for the incident can be displayed here and from the Tasks list for the student when All Program Versions is selected in the header of the Student Profile.

Limitations

You cannot: 

• Delete an incident once it has been added

• Remove a student, staff member, or general contact for an incident once they have been added

You can clear the Active check box. Once the check box has been cleared, the name remains in the list but the person will not appear on the incidents reports.