Judicial Action manual designed for KSU resident assistants.

1. Designed by Denae Eagen

2. Welcome to your Judicial Action Reference Guide.
This document is intended for use by the 2008-2009
Resident Assistants of Kennesaw State University.
This guide provides instructions on using the Judicial
Action website to submit electronic Incident Reports.
Please read this document and your training manual
thoroughly before submitting an incident report. This
document will be available for reference throughout
your service as a KSU Resident Assistant.
Related Documentation:
www.JudicialAction.com
KSU Residence Life Website
KSU Resident Assistant Resources Website
KSU Resident Assistant Training Guide
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3. Contents
BEING PREPARED 1
Resident Assistant Training Manual
Residence Life Website
Incident Notes
GETTING TO THE WEBSITE 3
Logging In
Changing Password
CREATING A QUICK ENTRY 4
Students
How to find a Student by Student ID
How to find a Student by Name
Non­Students
Unknown Offender
ADDING A NEW INCIDENT 8
Incident Form
Incident Information
ADDING AN INCIDENT TO OTHER STUDENTS 11
ADDITIONAL INFORMATION 11
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4. Being Prepared
Resident Assistant Training Manual
Each Resident Assistant receives a comprehensive training manual when they begin
training. This is a valuable resource and should be consulted whenever you have
questions. Refer to the section on “Duty, Confrontation and the Judicial Process” to
learn about important procedures for handling incidents. This section also informs you
about what to include in an Incident Report and how the Judicial Process works at KSU.
These procedures are important! They serve to protect the Residents, the Resident
Assistants, and the University. Failure to follow these procedures can endanger yourself
and others. Furthermore, not adhering to protocol can invalidate an incident report and
disrupt the Judicial Process. It is your responsibility to learn and utilize these procedures.
Residence Life Website
The KSU Residence Life Website is located at http://www.kennesaw.edu/residencelife.
Along with general information about Residence Life, this website has useful resources
for Resident Assistants. These resources are available on the website at any time.
“Guide to Campus Living Handbook” – A Resident’s guide to all the policies that
affect them while living on campus and to any guests who are visiting campus. This
guide is always available for Residents and Resident Assistants to access online and can
clarify any confusion about what is and what is not allowed. Print copies may also be
available through the Residence Life Office and the KSU Housing Leasing Office.
“Resident Assistance Resources” – This page features a print copy of an Incident Form
that can be downloaded if the Judicial Action website is not available. It also has
instructions on what should be included in an Incident Report, a sample Incident Report
that you can refer to, and other useful resources.
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5. Being Prepared
Incident Notes
Take clear notes when responding to incidents. Make sure you have detailed information
on who was involved, what happened, where it happened, when it happened, and how the
incident was handled. Don’t underestimate the importance of small details. Do not leave
any information out.
Refer to your “Resident Assistance Resources” online and the section on “Duty,
Confrontation and the Judicial Process” in your Resident Assistant Training Manual
for detailed instructions on what should be included in a report.
You should type up the incident report as soon as you return from responding to the
incident. It MUST be submitted to Judicial Action before the end of your shift. It is
advisable to write up the report narrative in a word processor so that you can save it in the
event of interruptions or technical difficulties.
Remember that any information you receive or report is confidential!
You may speak with the other RAs who responded to the incident and to your CRL.
Do not share incident information with anyone else.
Official Confidentiality Notice:
All judicial information and documentation is considered part of the students’ “record”
therefore its contents are protected by FERPA and are confidential. RAs, as agents of
residence life and the university, are liable under the terms of FERPA if they violate this
federal law.
DO NOT EVER UNDER ANY CIRCUMSTANCE SHARE INFORMATION YOU
LEARN IN THE COURSE OF YOUR JOB WITH ANYBODY EXCEPT YOUR CRL,
UNLESS DIRECTED BY YOUR CRL TO DO SO. THIS INCLUDES FELLOW RAs,
ROOMMATES, FAMILY MEMBERS, ETC.!
UNDER NO CIRCUMSTANCES SHOULD YOU EVER SPEAK WITH THE MEDIA!
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6. Getting to the Website
Getting to the Website
To access the Judicial Access website, you will need a computer and a reliable Internet
connection. Proceed to www.JudicialAction.com. Hover over the “Login” icon and then
select “Member Login” from the drop-down menu. You’ll be directed to the login page.
Logging In
Your CRL (Coordinator of Residence Life) will set up your account in the JA System.
1. Log in using your KSU NetID.
2. Ask your CRL for the preset password.
3. Type “Kennesaw” for the school.
4. Click “Login.”
DO NOT SELECT TO ENTER THE TEST SITE.
From here, you will be directed to the Judicial Action main page. Fig. 1
Changing Password
The “Change Password” option is located on the left sidebar of the main page.
To change your password:
1. Type in the old password
2. Type in the new password
3. Re-type in the new password
4. Click “Make the Change.”
Fig. 2 Your password has now been changed.
Note: If you elect to change your password, be sure to memorize it and to record it
elsewhere in case you later forget it. It is difficult to recall a lost password.
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7. Creating a Quick Entry
Creating a Quick Entry
Resident Assistants can create Quick Entry Reports, which are also referred to as incident
reports. These are then sent to a hearing officer for further deliberation.
Before submitting an incident report, you will need to look up the main party involved.
A case number will be created for the incident and it can be copied to all parties involved.
It is recommended to look up the IDs of all students involved prior to creating the report.
This will verify that your information is correct and save time spent searching later.
Non-students and unknown parties are submitted differently.
Select “Add an Incident” on the main page to begin searching for a student.
Fig. 3
You will be directed to the Student Information Search page. From there you may select
to search for a student, or to add a non-student or an unknown offender. After you
complete the report for the main offender, you will have the opportunity to copy the
report to additional students.
Students
All Kennesaw State University students are recorded in the Student Information System
(SIS) Database regardless of their residential status. Records are held for several years
after a student has left the University. These records are accessible through the Judicial
Action website and include: the student's name, gender, birthday, KSU ID number, listed
address, telephone number, and a photo ID. This information may be used to identify any
student involved with an incident on-campus.
If you have a full or partial ID for a student, you can find the rest of the information in
the database. You may search for a student by their full name or last name, as well as by
their KSU ID number. If you do not have either forms of identification, you can check the
roster in the Duty Bag to search for their apartment number. The roster will also list their
name and KSU ID number. You may then search for them in the SIS Database.
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8. Creating a Quick Entry
Student Search Form
Fig. 4
How to find a Student by Student ID
In the Student ID field, type in the student's nine-digit ID number without spaces.
It should appear like this: 000123456.
If your results return as an error, make sure that you typed in the number correctly.
How to find a Student by Name
In the Student Name field, type in the student's last name first, followed by a comma and
the first name. You may also type in the last name alone or a portion of the last name.
It should appear like this: Smith, John.
The database will return any student information matching your request.
Verifying Student Information
The available student information will appear as the form below. This will allow you to
select the intended student. The Judicial Action website will then request a second
confirmation to verify the student's information before continuing to the incident form.
Fig. 5
Click “Continue” on the verification screen to begin documenting the incident.
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9. Creating a Quick Entry
Non-Students
Non-Student information should be documented and reported to the hearing officer.
Below the student search forms, you will find options for adding a Non-Student and
unknown offenders. The options are in bold text surrounded by brackets.
Click “Add a Non Student” to record the identifying information.
You can document
information such as:
 Full Name
 Driver’s License #
 Or Student ID from
another University
 Gender
 Date of Birth
 Nickname
 Address
 Telephone Number
Fig. 6
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10. Creating a Quick Entry
Unknown Offender
An unknown offender can be entered into the report. They will be assigned a number
such as “U33” and the victim, if applicable, location, and time will be documented. The
option is located below the student search forms in bold text surrounded by brackets.
Click “Add an Unknown Offender” to record the incident.
The incident may also be recorded under the known party, if applicable.
Fig. 7
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11. Adding a New Incident
Incident Form
Once you have verified the student information, you will be directed to the New Incident
Form. Each line must be completed before the form may be submitted. A case number
will be automatically assigned to the completed incident report and it may be copied to
other involved students or non-students.
Note: The Judicial Action website will time out after five minutes of inactivity.
Fig. 8
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12. Adding a New Incident
Incident Information
 PD Number(s)
 Police Case Number
■ If the police reported to an incident with the RA on Duty present, the
responding officers will give the RA on Duty a card with the case number
written on it. This number must be included in the Incident Report. It may
be added by selecting “Add a Police Number.” A field will appear and
the number can be typed in. Corresponding drop-down menus for arrest
status and the department responsible will be made available for selection.
 Arrest Status
■ You must designate whether or not the party was arrested. This option
may be applied differently for each student involved in an incident.
 Department
■ You must select the appropriate department from the drop-down menu.
Options include KSU Police Department, Cobb County Police, or FBI.
 Date of Incident
 This is the date the incident occurred. Remember that the date changes after
midnight. An incident occurring at 11:30pm on 01/01/2009 will have a
different date than an incident occurring at 12:30am on 01/02/2009.
 Note: Dates in the future are unavailable. To ensure accuracy, you may select
the calendar icon and click on the appropriate date on the calendar.
 Time of Incident
 This is the time that the incident occurred. Be sure to include AM or PM.
 Victim
 This option is pre-selected as “No Victim.” If a victim is documented, then
select the appropriate classification from the drop-down menu and type the
victim’s name in the blank entry field.
 Available Classifications:
 Other
 Guest
 KSU Employee Student
 KSU Employee
 KSU Property
 KSU Residential Student
 No Victim
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13. Adding a New Incident
 Referred By
 The referral field includes a drop-down menu that lists all potential case
referrals. A Resident Assistant will include themselves and any other Resident
Assistant who responded to the incident.
Format the referral as [RA First Name Last Name].
 Referred Date
 This is the date you input the report. It may differ from the date of incident.
 Hearing Officer
 This field is pre-set to the presiding Hearing Officer. To include an additional
hearing officer in the report, you may select to “Add Secondary Officer(s)”
by clicking the bracketed option below the name of the Hearing Officer.
 Location
 Use the drop-down menu to select a general zone in which the incident
occurred. The list suggests off-campus, on-campus, and on-campus residential
locations. Once you have selected a general zone, this field will generate a
drop-down list of more specific areas. Select the appropriate location.
 Specific Location
 Type in the apartment number or other specific location information.
 Hate Crime
 This field is preset to “Not a Hate Crime.” Leave this field as it is unless
otherwise directed. The Hearing Officer will decide whether or not a Hate
Crime took place.
 Incident Narrative
 The “Comments” section is where you enter the incident narrative. This
should include all of the details of the incident. It is important that this portion
of the report is unbiased, thorough, and clearly written. This report will be
read to the accused parties during their hearing.
 When referring to an individual, avoid the use of personal terms, such as she,
he, you, or I. Use a full title and last name for each reference.
 Example: Resident Smith, or RA Smith.
 Refer to your “Resident Assistance Resources” online and the section on
“Duty, Confrontation and the Judicial Process” in your Resident Assistant
Training Manual for detailed instructions on what should be included in a
narrative.
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14. Adding an Incident to Other Students
Adding an Incident to Other Students
Once an incident report has been submitted, you will have the option of copying the
incident to other students or non-students. You may do this for as many students as
needed. Simply click “Copy This Incident to Other Students” to begin. Errors can
occur during the copying process, so be sure to review each report for accuracy.
To add a new and separate incident, select “Add Another Incident.”
Fig.9
Note: The case number has been removed to protect the privacy of individuals.
Additional Information
Additional Information
If there is any information not included in the report, you may send it to your CRL
through a private e-mail. Include the Case Number or the name of involved party
and a brief description of the incident in the e-mail.
If you ever have any questions, feel free to ask other Resident Assistants or
contact your CRL for more information.
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