Behavior Intervention Team

1. Team Authority and Scope 

Policy and Procedure 3910L.2 is the Board of Trustees approved policy that provides Western’s BIT the authority to exist and fulfill its duties.

The mission statement of Western’s BIT is “The BIT provides caring, supportive, and early interventions to individuals whose behavior is disruptive or concerning.  This is done through gathering data, assessing risk, and deploying interventions.”

2. Prevention vs. Threat Assessment 

Western’s BIT is the singular team at the college that receives referrals and addresses lower risk concerning behaviors, such as academic or personal distress.  Western’s BIT also receives referrals and addresses higher risk concerning behaviors, such as potential harm to self or others.

Western’s BIT is not punitive in nature, nor does it focus on a specific type of behavior.  All referrals are reviewed by the BIT, and appropriate action is taken based on best practices of behavior intervention.

3. Team Name 

The name of the team is the Behavior Intervention Team, also known as the BIT.

4. Team Leadership 

The permanent chair of Western’s BIT is the Dean of Students.  The role of the chair includes but is not limited to facilitating the operations of the team; updating the policy and procedure manual; coordinating team training; convening meetings and setting meeting agendas, assuring compliance with team protocols; gathering data; leading risk analysis efforts; assessing team effectiveness; and orchestrating the deployment of interventions.

5. Team Membership 

Team members: Dean of Students (Chair), Director of Wellbeing & Accessibility, Protective Services Supervisor; Case Manager; Coordinator of Housing; Accessibility & Disability Specialist; Student Success Coach, Three faculty members

Consulting members (as needed): Vice Presidents; Title IX Coordinator; Athletic Director; Financial Aid Director; Registrar; Director of Admissions & Advising; Legal Counsel; Safety Committee members

Team members prioritize BIT meetings and attend emergency meetings when necessary.  Furthermore, team members review meeting agendas and cases in advance to come prepared for meetings.

6. Team Training 

Western’s BIT Chair creates and executes an annual professional development schedule for team members which may include attending conferences, workshops, or webinars.  Additionally, tabletop exercises, articles, books, and other training opportunities may be used.

Onboarding and ongoing trainings are executed by the BIT Chair regarding navigating the Maxient system and the Case Management processes.

Additional regular training will also occur regarding FERPA, disability laws, compliance laws, policies, processes, protocols, etc.

7. Information Sharing 

FERPA governs the team’s information sharing regarding student records.  This is done in accordance with Policy 5110C.  As FERPA permits, BIT members are forthcoming with information to promote holistic discussion and to provide a variety of perspectives.  Conversations between team members are candid and kept in confidence.  Team members with privileged relationships, such as licensed counselors, share information only as applicable to state law and as ethical standards permit.

8. Team Budget 

Western’s BIT has an annual budget allocation specified in the college budget.  This funding is used to support ongoing training and professional development, marketing and community education, annual support of the shared cost of the Maxient system, as well as consultation services when needed.

9. Community Education and Marketing 

Western’s BIT educates the Western community to recognize concerning behaviors, instills a sense of shared responsibility for campus safety, and trains regarding the reporting process through the Maxient system.  The team trains the Western community on the team’s mission, protocols, and scope to increase confidence, trust, and buy-in regarding the importance of reporting.

Western’s BIT has a strategic marketing plan to reach all members of the Western community on active education (i.e., employee in-service, student/housing orientation, Mustang Market, and attending staff meetings, etc.) as well as passive education (i.e., website, posters, brochures, etc.) to educate others of the purpose and processes of the BIT.

10. Procedure Manual 

Western’s BIT has this established and formalized procedure manual accessible to BIT members and the community on this BIT website.  This manual is reviewed regularly and updated as needed to reflect necessary updates that result in changes in policies, procedures, processes, and any applicable federal or state laws.

The procedure manual includes the guidelines found in "Part 2" below that outline the BIT’s process in an organized, consistent, and thorough manner.  It includes details of how the team operationalizes the standards and practices for a BIT, how the team effectively responds to referrals, and how the team progresses toward its goals. 

11. Referral Receipt and Review 

Western’s BIT utilizes the Maxient system, which is available to all members of the Western community, as well as to the public, for receiving reports of concern.  The BIT documents all reports and actions taken in the Maxient system, including reports initially received by phone, email, in person, or by other means.

The Dean of Students and the Case Manager share the responsibility of reviewing reports each workday to determine appropriate actions prior to the next scheduled BIT meeting, or if more immediate actions need to be taken, such as conducting a welfare check, or conducting an emergency BIT meeting.

Western’s BIT allows a report to remain anonymous and informs the reporter of the limitations associated with anonymous reporting.

The team has a process for obtaining additional information from the reporter when needed.  Furthermore, the team has a process to provide appropriate updates to the reporter, in compliance with FERPA, through standardized and personalized communication methods.

12. Meeting Operations 

Western’s BIT holds a regular BIT meeting every other week during the Fall and Spring semesters.  When necessary, the team will hold an emergency meeting to discuss urgent issues.  In preparation for each regular meeting, BIT members will be provided with a confidential agenda which will outline the meeting and the individuals that will be discussed.  During the regular meetings, BIT members will follow a three-phase process for each individual being discussed: 

1. Gather data from the report and team members
2. Assess the data using the objective NABITA Risk Rubric
3. Deploy interventions based on the level of risk 

13. Objective Risk Rubric 

Western’s BIT uses the objective NABITA Risk Rubric to assess every report submitted.  Following the information gathering phase, the team uses the risk rubric to assess a range of behaviors and concerns that may include emotional health concerns, adjustment difficulties, threatening or aggressive behavior, or threats to self or others.  The team assigns an initial risk rating to each case, documents the risk rating in the Maxient system, and updates the risk rating as the BIT gathers additional data.  The team strives to consider multiple perspectives when assessing risk and actively mitigates bias in the assessment process.

14. Psychological, Threat, and Violence Risk Assessment 

Western’s BIT uses objective and evidence-based tools to conduct violence risk, threat, and psychological assessments in its approach to prevention and intervention.  These tools are employed when the individual is objectively scored at the “Elevated” level on the NABITA Risk Rubric.

15. Interventions 

Western’s BIT clearly defines its actions and interventions for each of the risk levels on the objective NABITA Risk Rubric.  The risk rubric recommends specific actions that can be taken based on the risk level and the team employs those actions.  The team may utilize a variety of interventions, including but not limited to, additional information gathering and follow-up with the reporter; case management; referral to support resources; parent/guardian notification; welfare or safety checks; and mandated assessments.

The BIT does not have direct disciplinary authority and does not make determinations about interim actions, sanctions, or other disciplinary actions (i.e., suspensions, holds on accounts, or access restrictions, etc.) The team does not require compliance with recommended interventions.

16. Case Management 

Western’s BIT utilizes the Case Manager position to provide flexible, need-based support for individuals to address reported concerns, connect them to resources, and improve overall wellbeing.

A team member is assigned to each case to deliver and document follow-up tasks and interventions assigned in the team meetings.  This assignment is made based on who is best equipped considering their relationship with the individual of concern, the employee’s area of expertise, and the capacity of the employees.

The case management services are aligned with the standards and best practices set forth in the NABITA Case Management Manual.

17. Case Review 

Western’s BIT regularly uses the objective case management protocol found in the section above to determine and document the need to keep a case open, to engage in case monitoring, or to move a case to closed status.  When the team moves a case from open status to monitoring status, the team outlines a monitoring plan to determine when the case will be moved back to open status or to closed status.

18. Recordkeeping 

Western’s BIT uses the Maxient system as the electronic data management system to keep records of all reports and cases.  Within the Maxient system, the team documents all relevant reporting information, case notes, demographic information pulled from Ellucian Colleague, risk ratings, and interventions employed.

All team members have access to the Maxient system via the Single-Sign-On system through Self Service and have access to view all cases that are designated as BIT cases.

Documentation in BIT cases in the Maxient system contains objective and descriptive language, is relevant to the case, does not include diagnostic or judgmental language, and is alignment with FERPA and institutional policies and procedures. 

19. End of Year Report 

Western’s BIT collects data to analyze trends or patterns, publishes its findings in an annual report, and adjusts resources, marketing, and training in accordance with those findings.  This data is used to make informed decisions about allocation of team resources moving forward and is made public on the BIT website.

Data may include aggregate demographic data, presenting issues of reports, percentage of cases referred at each risk level, common team interventions or actions, team trainings, and team accomplishments.

BIT and Maxient Data - January 2024

20. Team Audit 

Every two years (even years), Western’s BIT conducts an internal review of its structural, process, effectiveness, and quality assurance elements to assure they align with best practices.  This review assesses whether human, fiscal, and technological resources are adequate to meet the needs of the team and community.

21. Program Effectiveness 

Western’s BIT deploys various research methods to assess the team’s effectiveness in meeting its goals and outcomes.  This is accomplished by identifying goals that include reducing risk level, connecting to resources, and increasing wellness scores reported in the end of year report.