Behavioral Evaluation and Response Team Policy and Procedures

Philosophy and Scope
Definitions for the Purpose of this Policy and Procedures
Responsible Senior Leader and Responsible Office
Entities Affected by this Policy and Procedures
BERT Composition
Role of BERT Chair
Role of Case Manager
Reporting Behavior of Concern
BERT Response Procedures

I. Philosophy and Scope

Frederick Community College (“FCC” or the “College”) is committed to having a safe environment to ensure the well-being of all students, employees, visitors, and guests. By establishing an effective communication and assessment process, the College community can more effectively respond to student behavior incidents of concern.

Behavioral incidents of concern involving students should be communicated through the Student Behavior Incident Report Form. All reports will be reviewed and addressed through the Behavioral Evaluation and Response Team (BERT) process, chaired by the AVP/Dean of Students. In the absence of the AVP/Dean of Students, BERT will be chaired by the Assistant Director for Student Development and Leadership. BERT:

evaluates reported student behaviors of concern using standardized risk assessment rubrics, such as the National Behavioral Intervention Team Association (NABITA)

makes recommendations and assigns responsibility in response to behaviors of concern

monitors case progress until closure is recommended
coordinates referrals to existing College or community services or resources

Cases that fall outside the scope of the BERT will be addressed in accordance with appropriate policies and procedures.

II. Definitions for the Purpose of this Policy and Procedures

“BERT” refers to the Behavioral Evaluation and Response Team and is comprised of College officials who receive and evaluate student and employee concerns regarding student behavior that may be disruptive, or potentially pose a risk of harm to the health, safety, or property of any person or of the College, or otherwise be dangerous.
“College community” refers to trustees, students, and all employees of the College as well as any independent contractors or other third parties to the extent articulated under contractual agreements.
“College official” refers to administrators, supervisors, faculty, adjunct faculty, support staff, campus security, coaches, or trainers.
“Formal assessment” refers to a comprehensive mental health evaluation or medical assessment that results in an evaluative report that is rendered by a licensed mental health or medical provider.
“Risk Assessment Rubric” refers to a tool used to identify the level of risk or threat an individual of concern might pose and provides insight to develop an action plan to address the individual’s behavior with the goal of mitigating or lowering the associated risk.
“Secured College tracking system” refers to the official College system used to record and track reports of student violations of prohibited conduct and concerning behavior. The secured College tracking system contains documentation of reported violations, resolutions, and appeals. The AVPSA is responsible for the oversight and management of reports of student behavior of concern that are assigned to the BERT.
“Student” refers to an individual who is registered at the College, either full or part-time, in a credit or continuing education class or classes, who has either paid or made arrangement for payment of tuition and/or fees.
“Student Behavior Incident Report Form” refers to the form available on the College website and Communication Central which is to be used by College employees to report behavior of concern.

III. Responsible Senior Leader and Responsible Office

Vice President for Student Experience
Student Experience

IV. Entities Affected by this Policy and Procedures

The College community

V. BERT Composition

The BERT consists of the following members appointed by the Vice President for Student Experience: the AVP/Dean of Students (BERT Chair), the Assistant Director for Student Development & Leadership (Case Manager) the Director of Disability Access Services, the Chief of Police & Director of Public Safety, Director of Student Success and Retention, one representative from counseling and wellness, one representative from Student Conduct and additional representation from other areas of the College, as needed.

The BERT members are expected to attend regularly scheduled and emergency meetings to discuss BERT cases, provide expertise or background information regarding behavior or concerns reported, and be oriented to the BERT Policy and Procedures and the secured College tracking system. All BERT members will be trained in the use of Risk Assessment standards.

VI. Role of BERT Chair

Arrange and facilitate orientation for new BERT members.
Convene emergency BERT meetings to discuss any reported behavior that is deemed serious in nature and must be addressed immediately for the safety of student and/or College community.
Communicate any threat or safety concern to appropriate College officials and consult with the Chief of Police & Director of Public Safety to determine appropriate notification to the College community.
Convene and facilitate regular meetings to discuss new and open assigned BERT cases.
Contact the Registrar’s Office to apply applicable holds on a student record as necessary.
Notify the Vice President for Student Experience when assigning a BERT member to serve as designee in Chair’s absence.

VII. Role of Case Manager

Review cases resulting from Student Behavior Incident Reports.
Conduct an investigation of the reported concern. The results of the investigation are shared with the BERT. Document discussion and deliberation notes, updates, and recommendations from BERT meetings in the secured College tracking system.
Update and close cases in the secured College tracking system. Provide necessary updates to the incident reporter and close the case.

VIII. Reporting Behavior of Concern

Employee and student concerns about student behavior should be reported by completing the Student Behavior Incident Report Form. Students can also report the concern to any College employee. Behavior may include, but is not limited to: concerns expressed from other students; depressed; disturbed writing; heightened emotional distress; hostile, aggressive or intimidating remarks or behaviors marked change in affect, attendance or academic performance; suicidal remarks or attempts; disturbing social media posts with perceived threats directed toward someone associated with the College; or concerns expressed from others.

For immediate response to a crisis situation and/or a threat to safety, to self, or others that appears imminent, call 911 and Public Safety at 4444 from a main campus phone or a Monroe Center office phone or 301.846.2453 from any other phone. A Student Behavior Incident Report Form must also be completed after the crisis situation and/or threat has been reported.

Individuals not able to access the Student Behavior Incident Report Form can make a verbal report or send a written report by email avpstudentexperience@frederick.edu.

All reports will be reviewed. Reports involving potential threats to the safety or security of the College will be communicated to the President or designee and to the Senior Leaders.

Reports involving allegations of Sexual Harassment will be referred to the College Title IX Coordinator.

VIII. BERT Response Procedures

Reports of student behavior of concern will be reviewed by the BERT Chair and/or Case Manager to determine the initial response. Reports that fall outside the scope of BERT may be referred to the appropriate College office, resource, policy, or procedure.
The Case Manager will gather relevant information regarding the reported concern, which may include contacting the individual submitting the report, the student who is the subject of the report, College officials, or other individuals who may have relevant information regarding the reported behavior.
Based on the nature and circumstances of the concern, the BERT Chair or Case Manager will determine whether consultation with or review by BERT is appropriate. The BERT Chair may convene the Team for regularly scheduled or emergency review as necessary.
When a case is reviewed by BERT, the Team will evaluate the available information and use the College’s designated behavioral risk assessment rubric, as appropriate, to inform its assessment and response. The individual submitting the report or other persons with relevant information or knowledge of the student and/or reported behavior may be asked to participate in portions of the Team’s review as appropriate.
Based on its review, BERT may identify and recommend appropriate interventions, supports, referrals, or other actions intended to address the reported behavior and mitigate identified concerns. The BERT Chair or Case Manager may assign responsibility for follow-up actions to appropriate Team members or College officials.
As appropriate, BERT may refer a student to existing College services (e.g., Disability Access Services) or College-sponsored resources (e.g., Career and Academic Planning Services, and Counseling and Wellness Services).
As appropriate, BERT may recommend to the AVP/Dean of Students the implementation of specific College policies or procedures relating to disruptive behavior (i.e., Administrative Withdraw/Referral for Medical and/or Psychological Evaluation).
The Case Manager will document relevant case information, Team deliberations and recommendations, assigned actions, follow-up, and case status in the secured College tracking system. Information will be maintained and disclosed in accordance with College policy and applicable requirements of the Family Educational Rights and Privacy Act (FERPA).
BERT will monitor cases as appropriate based on the nature and level of concern. The Case Manager will coordinate follow-up, maintain appropriate case updates, and close cases when continued BERT monitoring or intervention is no longer warranted.
BERT may recommend consideration of administrative withdrawal of a student to the AVP/Dean of Students in accordance with Section VII of the Student Withdrawal Policy and Procedures.
1. The identity of the person or persons either filing a report or involved in deliberations will be maintained in confidence by the BERT to the extent reasonably possible.
2. Any person who makes a report in bad faith or in order to intimidate or harass another person under this Policy and Procedures, will be subject to discipline, up to and including dismissal from the College. If a person is found to have deliberately filed a false accusation, they will be subject to disciplinary measures in accordance with the policies and procedures governing student or employee behavior.

In cases where BERT recommends a formal assessment or an administrative withdrawal that would result in the student incurring a debt to the College, BERT may recommend that in the interest of preserving the safety of the College community, the debt be written off by the College.