Join us for a webinar with Jacques Zalma, Assistant Director of Resident Conduct at the University of California – Los Angeles (UCLA), to learn the best practices implemented by the UC system, and how it uses Advocate by Symplicity to keep all university stakeholders involved in making campus safety its #1 priority. In this webinar, attendees will learn: Key findings and recommendations from the recent report released by Australian Human Rights Commission. The current challenges faced by higher education institutions in accurately tracking and reporting students conduct issues on campus. A best practice approach for handling student misconduct cases based on the strategies implemented by the UC system and the UCLA campus. How to apply a 360-degree model of campus safety—from behavioral intervention to campus security - through a trusted case management platform.

1. Steve Watt I Vice President, Strategy, ANZ, Symplicity
Jacques Zalma I Assistant Director of Resident Conduct, UCLA
Implementing a Holistic Approach to Student Misconduct
and Sexual Violence at University of California – Los Angeles
FRIDAYNOVEMBER10, 2017

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4. Steve Watt
Vice President, Strategy, ANZ
Symplicity
Jacques Zalma
Assistant Director of Resident Conduct
University of California – Los Angeles (UCLA)
Today’s Speakers

5. “Respect. Now. Always. Sometimes?”
Steve Watt I Vice President, Strategy, ANZ, Symplicity
Discussion session on the reporting recommendations in the recent human rights report into Sexual
Assault and Sexual Harassment at Australian Universities

7. Poll:
Assuring consistency of responses to Sexual
Assault and Abuse complaints in Australian
Higher Education is:
a. Well managed by most Universities
b. Something (only) some Universities are doing well
c. Something the majority of Universities in Australia haven’t yet
considered or implemented adequately

10. Poll:
Regarding Sexual Assault and Abuse complaints in
Australian Higher Education, the most important
requirements of a case management system are:
a. Tracking which staff and students have been provided training about
University policies and expected behaviors.
b. Collecting data about reports and disclosures and managing it
confidentially via access control
c. Reporting on & improving average response time to complaints and
reducing waiting periods to see counselling services
c. Producing de-identified repots to the Vice Chancellor every 6 months

11. My role in my University’s response to the
Change the Course report is:
a. Leading / Co-ordinating a team or developinga strategy
b. Researching best practice / systems and reporting back
c. Front line service provision
d. Executive sponsor of our response, reporting to the VC

12. How UCLA Responds to Sexual Violence and Misconduct
Jacques Zalma I Assistant Director of Resident Conduct, UCLA

13. About University of California –
Los Angeles
 40,000+ students
 Public, 4-year university
 One of 10 campuses in the University of
California system
 All 10 UC campuses use Advocate to support
Conduct on their campus
 Advocate user since July 2012
 Advocate assists with tracking academic
misconduct, sexual assault/harassment,
residential policies and students of concern

14. CHALLENGES
Understanding the Need for Change
Multiple Systems
The UCLA campus used multiple
applications to track student conduct case
Siloed Applications
Systems did not communicate with each
other
Outdated Support
Some systems were home-grown and support
became challenging if programming specialists
left campus or retired
Unable to Track Cases Overtime
Communication with students was submitted
via email and we were unable to track if
students received and/or reviewed
correspondence. Additionally, if staff members
left, email communication was lost.

15. • Previously, staff relied on institutional knowledge of
colleagues
• Sought a solution to manage growing number of referrals
and desire to share information with campus colleagues
• CARE module sinks effortlessly with Advocate Conduct
solution
• User permissions set to ensure student’s privacy is
maintained
• Information sharing is simplified among campus
colleagues that need to know
• Documentation is maintained and always available
SOLUTION
Seeking a Solution for Case Management

16. IMPLEMENTING ADVOCATE
Multiple Departments Involved in Case Management
Dean of Students
Crisis Response Team (CRT)
University Apartments Residential Education

17. Office of Student Conduct Residential Life (On and Off Campus Housing)
Adjudicates violations of the University Student Conduct Code
• Academic misconduct
• Assault (physical and/or sexual)
• Theft and vandalism
• Alcohol and other drugs
• Noise
• Roommate Conflicts
CODES OF CONDUCT
Codes of Conduct Differ Within Campus Departments
Verbiage between university and housing probation differs

18. Managing Behavioral
Intervention

19. • UCLA’s Consultation & Response Team (CRT) includes
representatives from key campus departments including
Dean of Students, Counseling & Psychological Services,
Residential Life, and Police
• Weekly meetings to discuss incidents of concern such as:
• Decline in academic or work performance
• Demonstration of disruptive or disturbing
behavior
• Mental wellness (changes in behavior or weight,
dramatic mood shifts, thoughts of harm to self or
others)
CARE TEAM
Consultation & Response Team (CRT)
Collaborating for the Betterment of Our Students

20. Reporting Cases Types of Incidents
• University reporting mechanism via email or phone
• Case manager assigned to incident and all
communication/documentation is recorded in Advocate
• CRT received over 500 reports of distressed or distressing
students per academic year
• Increasing number of students expressing thoughts of suicide as
well as suicide attempts
• Students may not have had access to counseling and psychological
services prior to enrollment at University
• Majority of students are 3rd and 4th year students, however
recently, increase in referrals for 1st year students are occurring
CARE TEAM
Consultation & Response Team (CRT)
Tracking and Managing High-Risk Cases

21. Responding to Sexual Violence

22. “No person in the United States shall, on
the basis of sex, be excluded from
participation in, be denied the benefits
of, or be subjected to discrimination
under any education program or activity
receiving Federal financial assistance.”
U.S. REGULATIONS
Federal Laws Dictate Treatment of Sexual Violence Cases in
Higher Education
Title IX

23. The Clery Act requires colleges and universities to do the
following with regards to sexual assault reports:
1) Publish an Annual Security Report;
2) Disclose crime statistics for incidents that occur on
campus, in unobstructed public areas immediately
adjacent to or running through the campus and at certain
non-campus facilities;
3) Issue timely warnings about Clery Act crimes which pose
a serious or ongoing threat to students and employees
4) Devise an emergency response, notification, and testing
policy.
COMPLIANCE WITH U.S. REGULATIONS
The Clery Act
Federal Laws Dictate Treatment of Sexual Violence in Higher Education

24. Mohammed Cato
Title IX Coordinator
• Title IX prohibits sex or gender discrimination in any
education program or activity receiving federal financial
assistance.
• Title IX completes investigation, but is NOT part of the
conduct process
• GME also affords Title IX office to investigate incidents that
involve staff and faculty in addition to students
COMPLIANCE WITH U.S. REGULATIONS
Title IX
UCLA utilizes Advocate GME for Title IX matters

25. COMPLIANCE WITH U.S. REGULATIONS
Title IX
Process for Handling Title IX Cases at UCLA
Upon notice of a report
investigated by the Title IX office,
all parties will receive a Joint
Notice of Charges
Title IX Investigator will meet
with all parties and witnesses
to conduct a thorough
investigation
Investigation report with
Notice of Findings and
Recommendations will be
issued to the Office of
Student Conduct (OSC)
OSC issues decision

26. Handling Grievances

27. Protecting Students With Disabilities
• ADA 504
• Implemented an Incident Type to record grievances
• Communication with parties are stored in Advocate along with
outcomes / accommodations that were implemented
Handling Discrimination
• Discrimination grievances are recorded.
• These are typically members of the community reporting
discirmination by faculty on the basis of protected classes (sex,
race, national origin, etc.)
U.S. REGULATIONS
Managing Grievances at UCLA

28. How Advocate Works for
UCLA

29. User Permissions Case Routing Letter Templates Incident Forms
User Permissions are used to
provide/restrict access
User Groups determine set of
roles/rights within Advocate
Automatic case routing based on
incident type and location assists
ensuring that staff are informed
timely when incidents are
submitted
Letter templates are restricted to
certain groups so as not to
overwhelm staff with options that
should not be selected (e.g.,
Residential Education would never
send a letter from University
Apartments or Dean of Students)
Incident (Initial Intake and
Individual Report) Forms are
dependent on the type of incident
selected (e.g., different fields for
academic cases and incidents
occurring in on-campus housing)
ADVOCATE AT UCLA
Customizing the System to Meet Our Needs

30. ADVOCATE AT UCLA
Finding Success With Our Case Management System
Capture the
Student’s Story
Advocate allows us to identify
what incidents students have
been involved in and how
(accused or witness)
Advocate allows us to streamline
communication and maintains
historical evidence of communication
Effective Communication
Easier Outreach
Advocate provides support and
clarity to ensure that students
receive and view
correspondence
Advocate helps us report and
track metrics that we can easily
report to the Dean of Students
Accurate Reporting
Ensure Compliance
Advocate helps us keep
compliance with Clery and other
mandated reporting processes
The Quick Notes feature is very
popular and provides easy access
to case notes
Seamless Tracking

31. Getting Started with Advocate

32. Ease of tracking student
interaction
Historical tracking
beyond knowledge of
existing staff
Evidence that students
received and reviewed
correspondence
Efficiently send template
letters that can be
modified easily
GETTING STARTED
Benefits of Using an Online Case Management System

33. Think about the end goals…
What do you want the system to be able to do and
how will you work with the Advocate team to
customize your system?
GETTING STARTED
Recommendations for Implementing Advocate
Lessons Learned in the UCLA campus

34. Understand that student conduct
codes may change…
While some years policies do not change, other years
significant changes can occur. Create a parent Code
of Conduct for the academic year. The next year
create a new code of conduct and archive the old
one.
GETTING STARTED
Recommendations for Implementing Advocate
Lessons Learned in the UCLA campus

35. Re-Poll:
Assuring consistency of responses to Sexual
Assault and Abuse complaints in Australian
Higher Education is:
a. Well managed by most Universities
b. Something (only) some Universities are doing well
c. Something the majority of Universities in Australia haven’t yet
considered or implemented adequately

36. GOTOWEBINAR
If You Would Like to Ask a Question…
Enter a Question in the
Questions Panel
Questions Panel
Simply type your question and click
“Send”. This will let the presenter know
you have typed a question. The presenter
may choose to answer your question
through the questions panel or by
responding through audio.

37. Poll:
I’m most excited about this Case
Management System benefit that UCLA
described:
a. Capturing the Student’s Story
b. Effective Communication
c. Easier Outreach
d. Accurate Reporting and Seamless Tracking
e. Ensuring Compliance

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