Enterprise Risk and Resilience
UCOP Behavioral Intervention Team Guidelines
Introduction
University policies regarding threats, violence and disruptive behavior are designed to protect and promote the safety of employees, students and the public, and to prevent interference with functions that carry out the University’s mission.
Guidelines for Workplace Violence Prevention
Consistent with its legal obligations, University of California Office of the President (UCOP) is committed to maintaining a safe workplace that is free from threats and acts of intimidation and violence. When faced with such situations, UCOP takes appropriate remedial action to protect employees and students and ensure public safety. The University prohibits acts of intimidation as well as actual or threatened violence against co-workers, students, visitors, or any other persons who are either on site or have contact with University personnel in the course of their duties. Any threat or violent act is unacceptable and in violation of University policy. Individuals who engage in this kind of misconduct may be subject to disciplinary/corrective action, up to and including dismissal, consistent with University Personnel Policies and collective bargaining agreements. Employees should know that certain threats or acts of violence may violate the law and could result in criminal prosecution by the public authorities.
Every member of the UCOP community shares responsibility for creating and maintaining a civil and respectful workplace, free of all forms of threatening or violent behaviors. Any UCOP employee who is the subject of, or a witness to, a suspected violation of this policy is strongly urged to report the violation or incident to the next-in- line supervisor who is not a party to the violation or incident. Any emergency or suspected criminal conduct shall immediately be reported to the Building Security and the Oakland Police Department.
Any supervisor, manager or administrator who receives a report of intimidation, threats, or acts of violence shall take appropriate action to investigate and, when appropriate, correct the problem. This will include consultation with Human Resources, which may review and further investigate the suspected violation and consult with the Threat Management Team as appropriate.
No employee shall be retaliated against in his/her employment for truthfully reporting perceived intimidation, threats or acts of violence.
Definitions
Intimidation: an act or expression toward another person, causing the other person to reasonably fear for his/her safety or the safety of others
Threat of Violence: an act or expression that threatens mental or physical harm to person(s) or damage to property
Act of Violence: an act or expression that causes mental or physical harm to person(s), however slight, or damage to property
Workplace: all University facilities and off-campus locations where faculty, staff, or student employees are engaged in University business
Purpose of Behavioral Intervention Team
The Behavioral Intervention Team (BIT) is composed of representatives from several disciplines and has special expertise and professional training in managing threats and violence in the workplace. Working together, team members assess and provide guidance to mitigate intimidating, threatening or violent behaviors.
The BIT serves as a resource for all UCOP employees to assess potential or actual threats and violence. The BIT may suggest possible strategies to respond to acts of intimidation, threats and violence. The BIT is convened whenever employees need assistance and counsel in responding to potentially dangerous or difficult situations. The BIT helps clarify the management of such situations with its expertise in security, legal and psychological issues. Where appropriate, the BIT may also help to coordinate communication, internally and externally, and monitor resolution of situations.
Composition of the Behavioral Intervention Team
Risk Services
Melissa Collins (Co-Chair)
619-857-7321
Security Manager
Martin Ticas (Co-Chair)
(510) 414-2890
Employee and Labor Relations
Karen Arnold
OGC
Timothy Hoppe
Antoinette Lewis-Long
(510) 987-9717
antoinette.lewis-long@ucop.edu
UC San Francisco Police Department
Sgt. Scott Carlson
(628) 256-5279
External Relations & Communications
Paul Schwartz
(510) 987-9924
Meredith Turner
(916) 296-2280
Clinical Psychology
Dr. John Brown
Roles
Campus Police: UC San Francisco Police are responsible for the security at the Franklin/Broadway Facility. The Police Department’s role in the BIT is to (1) provide advice and assistance from a law enforcement perspective, and (2) advise the team what the police can and cannot do in any given situation. Where appropriate, UCSF will provide security in situations of violence and imminent risk, and contribute its expertise to the risk assessment process.
Security Manager: This person’s role is to ensure the safety of UCOP employees and facilities.
Office of General Counsel (OGC): Counsel’s role is to ensure that all relevant UC policies and procedures, state and federal laws and regulations are duly discussed and observed in the course of investigations, BIT deliberations, recommendations and interventions. Where appropriate, OGC may work with campus police and management to obtain court orders to protect the safety of employees and the public. Where necessary, OGC will manage liaisons with outside legal counsel.
Employee and Labor Relations (ELR): ELR’s role is to keep BIT cognizant of and compliant with UC labor policies and procedures, collective bargaining and employment- related legal issues; to investigate relevant employment history and to ensure that disciplinary and other recommended actions are handled appropriately.
External Relations and Communications (ER&C): ER&C’s role is to advise and guide the BIT regarding communications to impacted and other stakeholder audiences. Depending on the incident, this could include communications for UCOP staff, the broader UC community, UC leadership, the news media, and state and federal elected officials as needed. ER&C will also alert the BIT and the appropriate UCOP leadership and staff of any threatening messages received in the social media and other communication channels it manages.
Essential Team Tasks
- Gather and update detailed data as necessary
- Make threat assessment:
- screen new cases for level of risk
- consider response options
- Consult with supervisors and managers
- Oversee workplace safety assurance
- Provide legal advice and, if required, legal protections regarding case management
- Oversee ultimate resolution of case where necessary
- Document team basis for decision-making
Procedure for Convening the Behavioral Intervention Team
In the event of an immediate threat, dial 9-1-1. Any emergency, perceived emergency, or suspected criminal conduct shall be immediately reported to the facility security and, if appropriate, the Oakland Police Department.
Any employees may contact the BIT to discuss a situation of concern. The BIT may convene a meeting if such action is warranted. The team will meet with the employee, supervisor, department manager and others, if necessary, to gather information, evaluate the situation, make a threat assessment and recommend resources and appropriate actions. The team may follow-up, as needed, until the situation is resolved.
Team Meetings
Any member of the BIT may convene a team meeting to discuss a situation of concern.
The team member who is first notified of an incident, potential or actual threat of violence should gather the following information:
- Name of notifying party and his/her role (Manager? Supervisor? Witness? Victim?)
- Contact person(s) and their phone numbers
- Name and phone number of Department Manager/Supervisor
- Name of individual(s) involved in the incident/threat
- Factual nature of the incident (What happened?)
- Any prior incidents or threats?
- Whether individuals involved are employees, students or third parties
- Whether anybody else is potentially at risk who was not directly involved
- Other available relevant information
Meeting:
During the meeting, If situation permits, members will conduct an initial screening to assess preliminary level of risk, provide a succinct situation summary and decide who will be team lead for the case.
Threat Assessment:
The BIT will review the issues presented and, as appropriate, make recommendations to assist the employee responsible for dealing with the situation.
The BIT will adopt and implement a case management strategy, including how to keep team members informed of progress.
The BIT’s activities may encompass four stages:
- Conduct review of situation
- Perform threat assessment
- Recommend threat management strategies
- Conduct follow-up
Closing the Case::
When the BIT determines that there is no longer cause for appreciable concern, the case can be closed and the involved parties notified.
Before closing a case, the BIT should consider:
- What in the situation has changed to lessen the likelihood of violence or intimidation?
- Which components of case management worked best to manage and resolve the situation?
- What circumstances, if any, might trigger a recurrence of this or a similar situation?
- Are there supports in place (or that can be developed) that will be known and available to impacted employees at a future time if further risk occurs?