Division of Student Affairs

Faculty/Staff Resource & Referral Guide

Student Handbook 2019-2020 Image of Students

Dear Faculty/Staff Member,

This referral guide was created to serve as an easy reference regarding how to support students you are concerned about in some way. You will find information on student privacy, safety, and helpful tips on how to refer students to important campus resources. Together we can identify students who are struggling, intervene, and get them the support they need to persist and achieve their primary goal--to graduate. 

I Have a Student Who...

EMERGENCY SITUATION -  CALL UNIVERSITY POLICE

If using a cell phone, dial (909) 869-3070

If using a campus phone, dial 9-1-1

EMERGENCY SITUATION -  CALL UNIVERSITY POLICE

If using a cell phone, dial (909) 869-3070

If using a campus phone, dial 9-1-1

EMERGENCY SITUATION -  CALL UNIVERSITY POLICE

If using a cell phone, dial (909) 869-3070

If using a campus phone, dial 9-1-1

EMERGENCY SITUATION - CALL UNIVERSITY POLICE

Call University Police immediately at (909) 869-3070

If using a campus phone, dial 9-1-1

Call the nurse line at the Student Health and Wellness Center (Bldg 46) to determine if the student needs further medical attention.

Nurse Line: Ext. 2740

Encourage the student to visit the Student Health and Wellness Center (Bldg 46)

Hours of Operation:

Monday - Friday, 8:00 a.m. - 5:00 p.m. (Fall through Spring Semesters)

Monday - Thursday, 7:00 a.m. - 6:00 p.m. (Summer Term)

After Hours Nurse Line (after 5:00 pm weekdays, and on weekends and holidays):

(855) 272-1723

Encourage the student to seek out services through Counseling and Psychological Services (CAPS).

Fill out a Bronco Cares for Broncos Form through the Behavioral Intervention Team.

The Behavioral Intervention Team (BIT) was developed to create a network of professionals from across campus that are committed to assisting students in distress while providing support & resources to faculty and staff.

Encourage the student to seek out services through Counseling and Psychological Services (CAPS).

Fill out a Bronco Cares for Broncos Form through the Behavioral Intervention Team.

The Behavioral Intervention Team (BIT) was developed to create a network of professionals from across campus that are committed to assisting students in distress while providing support & resources to faculty and staff.

Encourage the student to seek out services through Counseling and Psychological Services (CAPS). 

Fill out a Bronco Cares for Broncos Form through the Behavioral Intervention Team.

The Behavioral Intervention Team (BIT) was developed to create a network of professionals from across campus that are committed to assisting students in distress while providing support & resources to faculty and staff.

Faculty and staff are uniquely positioned to assist students experiencing sexual misconduct, including sexual violence, as they often see the warning signs – absence from class, decreased productivity, lower grades, social withdrawal – before others. In addition, as a trusted authority figure, students may turn to you when in crisis and disclose that they have been victims of sexual misconduct. You may be one of the first people a student confides in, so it is important to know how to handle a disclosure.


Pursuant to CSU Executive Order 1097, all faculty and staff (except physicians, licensed counselors, and professional survivor advocates) must report to the Title IX Coordinator/Office of Institutional Equity & Compliance all relevant details about any sexual harassment or sexual misconduct incidents of which they become aware. Thus, it is important that you explain to the student that while you want to assist them and provide them with resources, you have a duty to report incidents of sexual misconduct to the campus Title IX Coordinator and cannot guarantee confidentiality. Explain you are required to report such incidents to the campus Title IX coordinator so that the university may take immediate and appropriate steps to connect the student to campus and community resources; provide options for interim remedies, accommodations, and accountability; and facilitate resolution promptly and fairly.


Reporting Title IX-Related Incidents (Sexual Harassment, Sexual Misconduct, Dating/Domestic Violence, Stalking) Explain that the student’s safety and privacy are of paramount importance and you want to provide them with resources to assist them, even if the student wants to remain confidential or anonymous.


To report a Title IX-related incident, contact OIEC/Title IX Coordinator by:

Phone: (909) 869-4646

Email: officeofequity@cpp.edu

In Person: Student Services Building, 121 West, 2nd floor


Please also visit the OIEC website: www.cpp.edu/~officeofequity for employee tips and resources to better support students who have experienced sexual misconduct.

 

Encourage the student to seek out services through Counseling and Psychological Services (CAPS). 

Fill out a Bronco Cares for Broncos Form through the Behavioral Intervention Team.

The Behavioral Intervention Team (BIT) was developed to create a network of professionals from across campus that are committed to assisting students in distress while providing support & resources to faculty and staff.

Encourage the student to seek out services through Counseling and Psychological Services (CAPS). 

Fill out a Bronco Cares for Broncos Form through the Behavioral Intervention Team.

The Behavioral Intervention Team (BIT) was developed to create a network of professionals from across campus that are committed to assisting students in distress while providing support & resources to faculty and staff.

Encourage the student to seek out services through Counseling and Psychological Services (CAPS). 

Fill out a Bronco Cares for Broncos Form through the Behavioral Intervention Team

The Behavioral Intervention Team (BIT) was developed to create a network of professionals from across campus that are committed to assisting students in distress while providing support & resources to faculty and staff.

First, contact Ramon Coronado, Care Services Coordinator at (909) 869-5286, or rcoronado@cpp.edu

Then, fill out a Bronco Cares for Broncos Form through the Behavioral Intervention Team.

The Behavioral Intervention Team (BIT) was developed to create a network of professionals from across campus that are committed to assisting students in distress while providing support & resources to faculty and staff.

Counseling and Psychological Services (CAPS) seeks to advance student success by removing psychological barriers, facilitating selfdiscovery, and cultivating the personal strengths of our students. As a staff or faculty member at Cal Poly Pomona, you interact constantly with students. Given over half of CPP students completing the National College Health Assessment reported feeling overwhelmed, sad, or hopeless at least once, you are likely to encounter students experiencing academic difficulties or personal distress. With this in mind, the following information should be useful to you in supporting students:


Workshops

Group or Individual therapy

Wellbeing coaching

Crisis Support

Case Management/Resource Assistance and Linkage

CAPS No-Cost Services for Students

CAPS Outreach and Workshops

Stress & Time Management

Managing Test Anxiety

Building Self-Esteem & Self-Confidence

Effective Communication

Team Building

Cultural Diversity

Resolving Conflicts

Success Coaching

Managing Intense Emotions

Meditation and Mindfulness

 


After Hours Crisis Support

(909) 869-3220 then press “2” (Available 24/7)

Phone: (909) 869-3220

Email: caps@cpp.edu

In Person: Bldg 66-116

If a student needs to go to the hospital, please follow normal protocols for emergency response. Call the University Police (909) 869-3070. The Chief of Police (or designee) will decide if a staff member needs to accompany the student to the hospital if the student has suffered from any of the following:


Traumatic life-threatening injury.

Student is unable to respond when transported.

Altered level of consciousness.

International students (International Center or CPELI).


The police dispatcher will alert the Dean of Students that the Hospital Accompaniment Protocol has been activated. The Dean of Students will accompany the student or call one of the official university resources and ask them to relieve the staff member after the situation has been assessed.

Encourage the student to seek out services through Counseling and Psychological Services (CAPS). 

Fill out a Bronco Cares for Broncos Form through the Behavioral Intervention Team.

The Behavioral Intervention Team (BIT) was developed to create a network of professionals from across campus that are committed to assisting students in distress while providing support & resources to faculty and staff.

I Need to Report...

Faculty and staff are uniquely positioned to assist students experiencing sexual misconduct, including sexual violence, as they often see the warning signs – absence from class, decreased productivity, lower grades, social withdrawal – before others. In addition, as a trusted authority figure, students may turn to you when in crisis and disclose that they have been victims of sexual misconduct. You may be one of the first people a student confides in, so it is important to know how to handle a disclosure.


Pursuant to CSU Executive Order 1097, all faculty and staff (except physicians, licensed counselors, and professional survivor advocates) must report to the Title IX Coordinator/Office of Institutional Equity & Compliance all relevant details about any sexual harassment or sexual misconduct incidents of which they become aware. Thus, it is important that you explain to the student that while you want to assist them and provide them with resources, you have a duty to report incidents of sexual misconduct to the campus Title IX Coordinator and cannot guarantee confidentiality. Explain you are required to report such incidents to the campus Title IX coordinator so that the university may take immediate and appropriate steps to connect the student to campus and community resources; provide options for interim remedies, accommodations, and accountability; and facilitate resolution promptly and fairly.


Reporting Title IX-Related Incidents (Sexual Harassment, Sexual Misconduct, Dating/Domestic Violence, Stalking) Explain that the student’s safety and privacy are of paramount importance and you want to provide them with resources to assist them, even if the student wants to remain confidential or anonymous.


To report a Title IX-related incident, contact OIEC/Title IX Coordinator by:

Phone: (909) 869-4646

Email: officeofequity@cpp.edu

In Person: Student Services Building, 121 West, 2nd floor


Please also visit the OIEC website: www.cpp.edu/~officeofequity for employee tips and resources to better support students who have experienced sexual misconduct.

 

Please contact the Dean of Students office at (909) 869-3850.

1. If you are contacted regarding the death of a student, immediately call the Dean of Students office with the name and phone number of the person who notified you about the death. 

2. Always refer to the student by his/her/their given name. Please refrain from referring to the student by "the victim" or deceased."

3. Inform the person who contacted you that the Dean of Students Office will need to collect the following information in order to better provide support:

First, Middle, and Last name of the student

Bronco ID number (if known)

College or Major

Date of Death

4. Ask "what happened?" this will provide an opportunity for the person to share what they are comfortable sharing at the moment.

5. Be sensitive to the situation & assure the person they will be contacted by the Dean of Students Office who will provide University assistance.

The Office of Institutional Equity and Compliance (OIEC) reviews matters brought forth by faculty, staff, students, applicants (for both employment and admissions), and third party affiliates who believe themselves to be harmed by discrimination or harassment involving protected class status (i.e., age, disability, gender or sex, gender identity/expression, sexual orientation, race, ethnicity, color, religion, nationality, medical condition, pregnancy, marital status, veteran or military status).


In accordance with CSU Executive Order 1097 (https://www.calstate.edu/eo/EO-1097-rev-3-29-19.pdf), faculty and staff who know of, or have reason to know of allegations or acts of discrimination, harassment or retaliation, are required to immediately disclose all such information including names of the parties (even where the person has requested anonymity), to the OIEC. In order to assure that all concerns and complaints are addressed quickly and appropriately, employees are not to investigate allegations of this sort on their own.


Discrimination, Harassment and Retaliation To report protected-status discrimination or harassment, including sexual misconduct, contact OIEC by: 

Phone: (909) 869-4646

Email: officeofequity@cpp.edu 

In Person: Student Services Building, 121 West, 2nd floor


The University recognizes that there will be circumstances where you may be unsure  hether potentially discriminatory or harassing conduct has occurred. In these circumstances, you should still report the incident to the OIEC for guidance. Additionally, you may be made aware of an incident about conduct, speech, images or expressions that appear to be motivated in whole or in part, by bias against a person or group that typically but may not always involve the aforementioned protected statuses. The OIEC is the appropriate point of contact to seek assistance regarding these potential bias incidents and will work with necessary campus partners to provide assistance.


For more information, please visit: https://www.cpp.edu/~officeofequity.

 

I Need Tips On...

Click to access CSU Red Folder. See Something, Say Something, Do Something.

TALK to the student in private and give the student your undivided attention. It is possible that just a few minutes of effective listening on your part may be enough to help the student feel cared about as an individual and more confident about what to do.

LISTEN in a sensitive, non-threatening way. Express your concerns in behavioral, non-judgmental terms. For example, “I’ve noticed you’ve been absent from class lately and I’m concerned,” rather than “Where have you been lately? You should be more concerned about your grades.”

COMMUNICATE understanding by repeating back the essence of what the student has told you. Try to include both content and feelings (“It sounds like you’re not accustomed to such a big campus and you’re feeling left out of things.”) Let the student talk.

GIVE HOPE by helping them realize there are options and suggest resources such as friends, family, clergy, or counseling professionals on campus.

MAINTAIN clear and consistent boundaries and expectations. It is important to maintain the professional nature of the faculty-to-student or staff-to-student relationship and the consistency of academic expectations, exam schedules, etc.

REFER to CAPS or the BIT when the problem is more serious than you feel comfortable handling, when you are extremely busy, stressed and cannot find the time to deal with the problem, when you have helped as much as you can and further assistance is needed, when you think your personal feelings about the student will interfere with your objectivity, when the student admits that there is a problem, but does not want to talk to you about it, or when the student asks for information or assistance that you are unable to provide.

Students have the following rights and guarantees under FERPA, except where pertinent laws apply:


To inspect the student's education record, except where relevant laws or regulations apply.

To be notified of the student's rights under FERPA annually.

To request that the student's record be amended to correct for any inaccuracies or misleading information.

To give a parent or family member access to the student's "non-directory" education record by signing the confidentiality release form.

To request that the student's directory information not be released by completing and signing a "Privacy Request."


What Is Included In a Student's Educational Record?

FERPA protects students who are currently attending or who have attended the institution; it does not extend those rights to applicants who apply for admission, but who never actually enroll in the institution. Upon enrollment, however, the application for admission and related materials, are automatically protected by FERPA. FERPA rights continue after a student has graduated or otherwise left the institution.


FERPA applies to all educational records that the University maintains on the student. Educational records are those that are:

Directly related to a student.

Maintained by an educational agency or institution or by a party acting for the agency or institution.

Stored in any format (i.e. paper or digital).


Cal Poly Pomona FERPA Items To Remember

Do not disclose or re-disclose confidential information without the written consent of the student. Other than discussing directly with the student or other school officials, please consult with the Registrar’s Office for other student educational records disclosure.


Direct any student FERPA requests for review, correction, and releasing or blocking release of their student records to the Registrar’s Office to complete the process. Students may request that directory information not be released by completing and signing a Privacy Request and submitting it to the Registrar's Office. Campus employees may not release directory information when the student's record has the confidentiality flag set.


Should you receive a subpoena or court order requesting release of a student’s educational record, contact the Registrar’s Office. The University has determined the proper process to comply with the subpoena or court order.

 

The Disability Resource Center (DRC) has been designated as the campus authority to verify disabilities and to authorize specific accommodations for students with documented disabilities.


Faculty's Role

Provide accessible learning environment to qualified students.

Ensure accommodations are provided once verification is received.

Maintain confidentiality of student’s disability status.

 


Working With Students With Disabilities

Have a statement printed on your syllabus that students needing accommodations should register with DRC.

Let students know that they can discuss needs throughout the semester if concerns arise.

If you have questions or concerns regarding the appropriateness of DRC accommodations, please consult the DRC.

Students cannot be denied access to participate in class solely based on disability. 

If you notice students struggling with material, suggest the DRC as one of several resources available to students.


Phone: (909) 869-3333

Email: drc@cpp.edu

In Person: Bldg 9, Rm 103