2021-05-03 Meeting notes

Call to Order

• New chair
• Safety walks are being scheduled
  
  • A safety walk is where committee members pick a place on campus to walk through and check for safety concerns.
  • Rachel will let us know when they are happening if we want to participate.
  • Likely to happen end of June/ early July
• Safety Trainings being offered by EHS (add link here)
• Next month the committee may be talking about issues around opening the university to the public.

• Rachel and AMD met with Shannon, new OSU Chief of Police. Shannon came on at end of Dec. Convorsation went well. Communication is an ongoing concern. They are asking officers to stop at the desk to let us know why they are here. Makes it easier for Service desk to answer patron concerns.
• Rachel offered to give tours to new officers.
  • Lots of new officers
  • Many don't know where to go when they get a call. (SCARC alarm is one example)
• Discussed outside security groups like Whelan. Don’t know what kind of training those 3^rd party contractors have.

Review of April Incident Reports

April 5: Student removed from teh library for refusing to wear a mask.

Erin noted people are generally loud and aggressively talking when refusing to wear masks. Said Steve is doing a great job of handling these things. Has de-escalation training.

Background:

• In 2019 Don, Rachel and Sagan started restructuring form because it was confusing and not taking advantage of Qualtric functionality.
  • Tested form and took results back to LAMP in Spring, 2020.
• Changes made:
  • More display logic
  • More followup questions
  • Link to bias incidents if need be
  • Added option to mark location on map. Future option to create heat maps.
  • Date and time questions have been reformatted to simplify.

Discussion:

• Karl asked if it’s designed to be filled out by everyone in the library. Sagan—yes
• Form would be filled out after the incident has happened. Not meant to be a formal report on the data. Similar to how the current form is used. Has a spot for describing what happened.
• Need to educate folks on purpose of the form—time and place. Respond to the event first. Fill out the incident form after the fact.
• People who fill out the form will get a copy of their report.
• Question about who can run reports on this form, edit the form, confidentiality.
• In regards to confidentiality, Karl mentioned a serious incident that had happened in SCARC. What can be shared and how?
  • Sagan talked about the Doomsday binder and how that information is shared at the service desks.
  • The person filling out the form doesn’t need to worry about oversharing because the form only goes to designated people. What happens with the info beyond that depends upon the nature of the report.
  • Lucinda brought up the need to make sure people have the info they need to feel safe and be safe. Finding the balance between reassurance and creating panic while also being aware of privacy.
  • Rachel said there has never been a consistent review of incident reports. This is the first time to really start that. Sagan noticed this right away when they started. Review for addressing concerns, policy, safety, decision-making.
• Rachel suggested we soft-launch the form over summer. She will bring it to LAMP tomorrow.
• Erin verified with Sagan that suggested changes during testing sessions had been reviewed and implemented as needed.
• Discussed Guin’s need with this form. Edits for to meet needs of Guin and Cascades can be made over the summer.

Decision: Are we comfortable with the form and ready to launch? Yes.

Safety Wiki Updates and Changes 

• Added search box to side bar
• Pages still need work and better organization
• Home page has been updated
• Short cuts added

Safety Council Purpose and Priorities document

• Please make comments prior to meeting.
• Approval to bring to LAMP.

• Group felt this document had been well discussed at our last meeting and had no further comments to add.
• Rachel noted Partner representatives to the Council that hadn't been confirmed at our last meeting.
  • Carlea White will be the Ecampus Rep
  • Looking for a Mole Hole Rep
  • Java II rep will also likely change.
• Rachel will share document with LAMP
• Lucinda will add Goals and Priorities to wiki once it has been run by LAMP

Safety Training Schedule Review

Questions: Do there need to be additions or changes?
    What training priorities would we like to set as folks return onsite?

• Reviewed the Safety Training Schedule
• Safety orientation for staff is needed, especially new staff.
  • Emergency exits, fire exitinguisher locations, AED, first aid kit, staging location for evacuation
  • Sagan said they have a safety orientation they can use as a baseline
  • Suggested taking it to department staff meetings.
    • Need to create a safety checklist for department safety trainings
• De-escalation training?
  • People are going to look into resources
• COVID protocols
  • EHS has added and updated trainings.
  • Everyone should take time to look at those trainings

Action Item Review

• Rachel will bring the revised incident report form to LAMP for final approval
• Rachel will share Safety Council Purpose and Priorities document with LAMP for final approval
• Lucinda will add Goals and Priorities to the wiki after they have been approved by LAMP
• Kenna will reach out to HR about de-escalation training.
• Sagan will share a list of compiled resources with the Council as well
• Everyone will look at the updated EHS trainings.