SEAHO Report - Fall 2024 - 22

Guiding questions to help you reflect on your processes include:
● How can you incorporate check-ins with campus and community partners and students to ensure
processes are running smoothly and are responsive to students' current needs?
● What methods do you use to communicate? Do you utilize software (e.g., eRezlife, Maxient, StarRez),
phones, Microsoft Teams, or other methods to communicate with campus and community partners and
students? How might the level of concern or crisis determine the types of communication methods you
use?
● What processes work for your office, what processes do other entities use, and where can you meet in
the middle?
Additionally, develop clear guidelines for follow-up communication when multiple offices are involved in
providing support, ensuring a coordinated and effective approach to student care. Ultimately, you will want to
think about who contacts students, how that individual or office contacts students, and what specific types of
support each individual or office provides.
Technology's Role in Supporting Students of Concern
Housing and residence life offices utilize a variety of technology methods to communicate and share
information on students of concern. These methods range from more basic methods (e.g., phone calls,
emails, Microsoft Teams messaging) to more sophisticated methods utilizing software (e.g., Maxient, eRezlife,
StarRez, etc.). Professionals have a variety of technology tools to use, and the access and use of those tools
may depend on budget, campus culture, campus partner preferences, and much more. In the flowchart above,
the individual student's record included police reports, Maxient case files (incident reports, outreach letters,
notes, and more), emails, phone calls to on-call phones and campus partners, and Microsoft Teams messages.
Strategies for Using Technology to Support Students of Concern
● Do a technology audit: take stock of what technology methods, including software, your department
and campus partners have available. As you meet with campus partners to scaffold out your processes,
make sure you discuss everyone's technological needs and preferences. At the University of North
Florida, we have clearly articulated to campus partners our preferences for learning about a student
of concern: phone calls to office phones and Microsoft Teams messages are not appropriate methods
of asking our housing and residence life team to conduct outreach due the potential for staff absences
and/or schedules. Instead, we ask campus partners to either call the university police for emergent
issues or fill out our Maxient " Knock and Talk " request to alert the Residence Life Coordinator of a need
for non-emergent outreach to a resident.
● Consider access to information: as you review available technology and communication preferences,
consider who has access to information about students of concern. Many software systems have
sophisticated abilities to determine who has access to information, and this has pros and cons. If your
housing and residence life team passes a case off to another office for support, you may no longer
have access to that information. At the University of North Florida, we refer Title IX incidents to our
Title IX and Equal Opportunity and Inclusion Offices (and sometimes, other offices depending on the
incident). We also created an HRL Title IX case (held by our senior staff) in case the student(s) involved
engage with our team; this allows us to provide the resident(s) with relevant support and update our
campus partners.
Effective Follow-Up
Follow-up is an essential aspect of supporting students, ensuring initial crises do not escalate into larger
problems. Best practices for follow-up include creating personalized action plans for each student, regular
check-ins, and tailored resources. Follow-up approaches should infuse empathy and consistency - ensuring
the student feels heard and supported at each step. Clear, well-defined processes aid staff in ensuring
completion of job responsibilities.
Documentation is a key aspect of follow-up, particularly when there are multiple professional staff members
supporting the student. Platforms that allow professional staff to log interactions, track action steps, and
allow for cross-communication help to streamline recordkeeping. Follow-ups should be both proactive and
reactive - addressing not only the crisis, but also offering continued support as the student reintegrates into
their academic and social environment. Thorough follow-up also means engaging the student in the process -
empowering them to take ownership of their well-being and how they would like to proceed.
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SEAHO Report - Fall 2024

Table of Contents for the Digital Edition of SEAHO Report - Fall 2024

Contents
SEAHO Report - Fall 2024 - 1
SEAHO Report - Fall 2024 - Contents
SEAHO Report - Fall 2024 - 3
SEAHO Report - Fall 2024 - 4
SEAHO Report - Fall 2024 - 5
SEAHO Report - Fall 2024 - 6
SEAHO Report - Fall 2024 - 7
SEAHO Report - Fall 2024 - 8
SEAHO Report - Fall 2024 - 9
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https://www.nxtbook.com/nxtbooks/seaho/2024fall
https://www.nxtbook.com/nxtbooks/seaho/2024summer
https://www.nxtbook.com/nxtbooks/seaho/2024spring
https://www.nxtbook.com/nxtbooks/seaho/2024winter
https://www.nxtbook.com/nxtbooks/seaho/2023fall
https://www.nxtbook.com/nxtbooks/seaho/2023summer
https://www.nxtbook.com/nxtbooks/seaho/2023spring
https://www.nxtbook.com/nxtbooks/seaho/2023winter
https://www.nxtbook.com/nxtbooks/seaho/2022winter
https://www.nxtbook.com/nxtbooks/seaho/2021fall
https://www.nxtbook.com/nxtbooks/seaho/2021summer
https://www.nxtbook.com/nxtbooks/seaho/2021spring
https://www.nxtbook.com/nxtbooks/seaho/2021winter
https://www.nxtbook.com/nxtbooks/seaho/2020holiday
https://www.nxtbook.com/nxtbooks/seaho/2020fall
https://www.nxtbook.com/nxtbooks/seaho/2020spring
https://www.nxtbook.com/nxtbooks/seaho/2020winter
https://www.nxtbook.com/nxtbooks/seaho/2019fall
https://www.nxtbook.com/nxtbooks/seaho/2019summer
https://www.nxtbook.com/nxtbooks/seaho/2019spring
https://www.nxtbook.com/nxtbooks/seaho/2019winter
https://www.nxtbook.com/nxtbooks/seaho/2018fall
https://www.nxtbook.com/nxtbooks/seaho/2018summer
https://www.nxtbook.com/nxtbooks/seaho/2018spring
https://www.nxtbook.com/nxtbooks/seaho/2018winter
https://www.nxtbook.com/nxtbooks/seaho/2017summer
https://www.nxtbook.com/nxtbooks/seaho/2017spring
https://www.nxtbook.com/nxtbooks/seaho/2017winter
https://www.nxtbook.com/nxtbooks/seaho/2016fall
https://www.nxtbook.com/nxtbooks/seaho/2016summer
https://www.nxtbook.com/nxtbooks/seaho/2016spring
https://www.nxtbook.com/nxtbooks/seaho/2016winter
https://www.nxtbook.com/nxtbooks/seaho/2015fall
https://www.nxtbook.com/nxtbooks/seaho/2015summer
https://www.nxtbook.com/nxtbooks/seaho/2015spring
https://www.nxtbook.com/nxtbooks/seaho/2015winter
https://www.nxtbook.com/nxtbooks/seaho/2014fall
https://www.nxtbook.com/nxtbooks/seaho/2014spring
https://www.nxtbook.com/nxtbooks/seaho/2014winter
https://www.nxtbook.com/nxtbooks/seaho/50thanniversary
https://www.nxtbook.com/nxtbooks/seaho/2013fall
https://www.nxtbook.com/nxtbooks/seaho/2013summer
https://www.nxtbook.com/nxtbooks/seaho/2013spring
https://www.nxtbook.com/nxtbooks/seaho/2013winter
https://www.nxtbook.com/nxtbooks/seaho/2012fall
https://www.nxtbook.com/nxtbooks/seaho/2012summer
https://www.nxtbook.com/nxtbooks/seaho/2012winter
https://www.nxtbook.com/nxtbooks/seaho/spring2011
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