Incidents

You can use the Incidents page to display a list of incidents, view the details and changes made to incidents, and add and edit incidents.

The list is sorted by the date when the incident was reported, with the most recently reported incident listed first.

Any changes you make to an incident are tracked and require a comment. The incidents will be included in the Jeanne Clery Campus Crime report.

There is more than one way to display the details and changes for incidents. You can use the:

Incidents page
If you know the name of a student specified on the incident, from the task Anthology Student created in the Tasks list for the student

Any changes made to an incident are tracked and require a comment. Once they have been added, you cannot remove:

Students
Staff members
General contacts

When the Active check box is cleared for a person, the name remains on the list but that person will not appear on the incidents reports.

Each time you make a change to an incident, Anthology Student adds a new task for the incident.

Prerequisites

Depending on your task, you must have Contact Manager – Processes – Incidents - New, Edit, abd View authorization.

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

To view the task from the Tasks list, you must also have:

Common - Student - View authorization
Contact Manager - Task - View authorization

Access Method

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

Select the Students tile > select the name in the Students list > expand Contact Manager > select the Tasks tile.

Filters

You can filter the list by specifying one or more of the following parameters and selecting the Apply Filters button.

Date Reported From and 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.

General Contacts The first and then last name of a contact that is not a student or 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 select 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.

Staff The last name and first name of the staff member.

To display all incidents in the list, use the defaults and select the Apply Filters button.

Procedure to Add or Edit an Incident

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

Verify that you have the correct campus selected in the command bar.
Accept the defaults and select the Apply Filters button.
If you want to:
- Add an incident, select the New button
- Edit or view the details for an incident, select the record for the incident in the grid

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 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 name of the item (e.g., data set, batch, job, process, task, person, organization, entity, file).

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.

If you selected Non-Campus Property or On Campus for Location:

Anthology Student displays the Non-Campus or On Campus Property Location Type field. Select either Building or Location.
Anthology Student displays the appropriate field so that you can select the specific location or building.

If you selected:

Location, select one of the locations configured by your institution (Select the Configuration tile > expand Student Services > select Locations. )
Buildings, select one of the buildings configured by your institution (Select the Configuration tile > locate Student Services > select Housing Buildings.)

The buildings configured using Configuration > Academic Records > Buildings are not included in the list.

When your institution configured locations and buildings, they were configured as on campus or off campus. Anthology Student uses the designation to determine which locations and buildings to display in the lists. For example, if the location was configured without the On Campus Facility check box selected, it will display the location in the Non-Campus Property Location list for you to select.

If the task template is an incident and it is configured to require a location, you must select values in the lists. Otherwise, they are optional.

Under Student and Staff, select 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. In the dialog, select the names and select the Select button.

Active Specifies whether 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. Select or assign the code for this item.

Name The name of the item (e.g., data set, batch, job, process, task, person, organization, entity, file).

Staff The last name and first name of the staff member.

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 another method to assign it.

Student Status Specifies the status of the prospect or student at your institution (school status). Statuses are configured by your institution and vary by 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 tasks to close with the result of canceled. The student’s status (e.g., Active) is determined by their status history and activation units. A populated Version Start Date does not automatically flip a student to Active unless paired with appropriate status progression. You can use the status values to filter student records in lists/grid, processes, and reports. The status for an alumnus can be complete or graduated.

Under General Contacts, take appropriate action.

To add an existing contact, select the Add button

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

Active Specifies whether the associated record is active.

City The name of the city where the building, person, or organization is located.

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, the field 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 The driver's license number for the student or person.

Email The email address of the student, person, or organization.

Extension Extension for the phone number.

First Name The first name of the student. staff member, or other person.

Last Name The date when the invoice was generated.

Note Area that displays, or that you can use, to specify comments or additional information related to the record or subject.

Phone Number Phone number associated with the record. The format depends on how your institution configured phone numbers (such as whether phone numbers use parentheses and hyphens).

State If within the United States, the name of the state.

Street Address The street address. For student addresses, if an address exceeds 40 characters, the additional characters in the address line will not be extracted and sent to COD but will be truncated. For this property, the Sdvanced Search Operator list displays the Starts With option only.

Title The desired title is chosen from the title list.

Work Phone Number Phone number associated with the record. The format depends on how your institution configured phone numbers (such as whether phone numbers use parentheses and hyphens).

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, state, or both, the list contains the valid ZIP codes.

Specify or change the Incident Description The details about the incident are mentioned in this field..
If you are editing the description, specify information about the changes in the Comment Area you can use to specify comments or additional information about a change to a record or a request. The text you enter in this field may be stored in the audit. For example, comments on the Update Employer Status form appears in the Employer Audit table. box.
If you want to save and:
- Continue making changes, select the Save button
- Close, select the Save & Close button
- Add another item to the list, select 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 so that, the name remains on the list but the person will not appear on the incidents reports.

Procedure to View Incident Details

Take the appropriate action depending on your location:

On the Incidents page:

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

Specify the criteria to filter the list.

Date Reported (From) 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.

General Contacts The first and then last name of a contact that is not a student or staff member.

Incidents It lists all reported incidents for the selected campus. By default, the incident list is sorted by the date when the incident was reported, with the most recently reported incident displayed first.

Staff The last name and first name of the staff member.

Select the Apply Filters button.
Select the record for the incident in the list. Anthology Student displays the details and changes for the incident below the list.

In the Task List:
1. If not already selected, select All Program Versions in the header of the Student Profile.
2. Select the record for the task for the incident in the list.
3. Select the View Incident button. Anthology Student displays a dialog showing the details and changes for the incident.

Review 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/address associated with the item or person.

Name The name of the item (e.g., data set, batch, job, process, task, person, organization, entity, file).

Time The time when the incident was reported.

If Non-Campus Property or On Campus was selected for Location, Anthology Student displays:

The Non-Campus or On Campus Property Location Type field. It contains either Building or Location.
Anthology Student displays the specific location or building that was selected.

Under Student, Staff, and General Contacts, review the people associated with the incident.

Active Specifies whether the associated record is active.

Code The alphanumeric code assigned to the item by your institution. In most cases, codes must be unique. Select or assign the code for this item.

Contact Type The type of contact. Contact types are configured by your institution.

General Contact The first and then last name of a contact that is not a student or staff member.

Name The name of the item (e.g., data set, batch, job, process, task, person, organization, entity, file).

Staff The last name and first name of the staff member.

Under Comments, review any changes made to the record for the incident and the comments made for those changes.

Comment Area you can use to specify comments or additional information about a change to a record or a request. The text you enter in this field may be stored in the audit. For example, comments on the Update Employer Status form appears in the Employer Audit table.

Date Last Modified The date when the item was last changed.

Description The name of the item (e.g., data set, batch, job, process, task, person, organization, entity, file).

General Contact The first and then last name of a contact that is not a student or staff member.

Incident The name of the item (e.g., data set, batch, job, process, task, person, organization, entity, file).

Incident Type The codes for student conduct violations that occur on a campus. For example, theft or argument. They are configured by your institution.

Modified By The name or user ID of the person who changed the item.

Staff The last name and first name of the staff member.