S-21 MCCCD BIT Guidelines

Manual 1.0 

Edited by: 
BIT Policy Development Task Force, Maricopa Communtiy Colleges
Fall 2025

Adapted from the NABITA CARE Manual 2.0

Purpose

Maricopa County Community Colleges (MCCCD) has established a Behavioral Intervention Team (BIT) at each of its 10 campuses to assist in addressing situations in which students are displaying behaviors that are concerning, disruptive, or threatening in nature and that potentially impede their own or others’ ability to function successfully or safely. These policies and procedures are designed to help identify persons whose behavior potentially endangers their own or others’ health and safety or is disruptive to the educational or administrative processes of MCCCD. This manual serves as the official policy guide for all ten campuses.

The Office of the Provost is responsible for this BIT procedure as applied across the Maricopa Community Colleges District, and authorizes the teams as identified in this procedure to engage in behavioral intervention (gather data, assess risk, and deploy interventions). The BIT conducts its work in accordance with the Family Educational Rights and Privacy Act (FERPA), other applicable laws, and/or institutional policy.

It is the responsibility of faculty, staff, and students to immediately refer any student behavior  that could possibly result in harm to anyone at their college. Any member of the campus community may become aware of a student of concern or situation that is causing serious anxiety, stress, or fear. It must be noted, however, that behavioral assessment should not be confused with crisis management. A “crisis” may be defined as a situation in which a person may pose an active or immediate risk of violence to self or others. In these cases, the college police should be contacted.

Table of Contents

1. Team Mission & Scope
2. Team Membership
3. Team Operations
4. Team Communication and Silo Reduction
5. Psychological, Threat, and Violence Risk Assessments
6. Team Training and Supervision
7. Community Engagement & Education
8. Documentation & Records
9. Quality Assurance

Campus Team Mission & Scope

Mission Statement

The BIT is a campus-wide team of appointed staff and faculty responsible for identifying, assessing, and responding to concerns and disruptive behaviors by students that are:

• Self-injurious, erratic, or disruptive
• Escalating in anger, showing significant changes in demeanor, or otherwise concerning
• Violent, threatening, intimidating, stalking, or distressing to the safety, functioning, or learning environment of the college

BIT referrals are not for emergencies. If there is an immediate threat to safety, call Campus Police or 911.

Team Goals

• Provide a safe and supportive environment for members of the campus community
• Gather, assess, and deploy interventions with individuals who demonstrate concerning or threatening behavior
• Provide support and resources to community members who are concerned for another individual

Team Responsibilities

• Maintain accurate information on the current website, which can be easily accessed from the college’s home page and other relevant departmental pages.
• Receive, coordinate, and assess referrals received from faculty, staff, students, and others regarding individuals of concern.
• Coordinate interventions and resource assistance for individuals of concern.
• Engage in annual review/audit process for compliance and identify gaps/areas for support and improvement.
• Provide an annual report including results of the audit to the Vice President for Student Affairs and AS.

Team Membership

Each campus BIT consists of college personnel with expertise in student affairs, academic affairs, mental health, student conduct, and campus police. Membership on the BIT represents an ongoing commitment to the mission of the BIT. Team members are critical to the functioning of the team. They are responsible for completing ongoing training (as relevant for their role/membership), attending meetings, and assisting with follow-up and intervention as designated by their membership category.

The BIT has four levels of membership:

1. Core
2. Inner Circle
3. Middle Circle
4. Outer Circle

CORE MEMBERS

Core members attend every BIT meeting and have full access to the team’s electronic record-keeping database, Symplicity Advocate. As core members, they represent their departments and have authority and capacity to make independent decisions within their areas of responsibility. If a core member is unable to attend a meeting due to illness, vacation, extended absence, or leave, they have a designated and trained limited-term designee who attends in their place. If the Chair cannot attend, only a core team member may serve in their place. The department that members represent are crucial to the BIT’s ability to gather data, accurately assess risk, and deploy effective interventions. Core membership is limited to a staff of a grade 118 or higher to the extent applicable. Many core members keep records in their own departments and can share this information with the team through the Family Educational Rights and Privacy Act’s emergency exception clause or when a school official has legitimate educational interest.

The following individuals are considered core members:

1. Dean of Students or Associate Dean of Students: The dean chairs the team and attends all meetings. If the dean is unable to attend, and is the sole chair of the BIT, an appropriate designee from core membership will lead the meeting. The chair is responsible for the overall functioning of the BIT and team dynamics, which includes ensuring members are trained, ongoing informal checkpoints (e.g. debriefs after difficult events, lunch-and-learns, etc., to foster a sense of connection and trust) and an annual retreat that includes focus on team-building activities (e.g., Myers-Briggs, Strengths Finder) to enhance understanding of each member’s communication/problem-solving style.

   Information Sharing and Meeting Participation Responsibilities:

   1. Brief overview of the referral information (team members should have already read the referral in the electronic recordkeeping database prior to the meeting)
   2. Any history with the dean of students office
   3. Any involvement in, engagement in, or difficulty with student organizations, student government, etc.
   4. Large community issues: trends on social media, contact from parents, news outlets, etc.
   5. Any financial aid or payment concerns
       
2. Manager of Student Conduct or similar position with student conduct responsibilities:  Attends the team meetings and co-chairs the team. If unable to attend due to illness, vacation, extended absence, or leave, and the dean is also not in attendance, an appropriate designee from core membership will lead the meeting. 
   
   Information Sharing and Meeting Participation Responsibilities:
   1. Consults on cases involving on- and off-campus conduct violations, criminal charges, and academic disruptions.
   2. Conduct records are protected under FERPA and shared with the BIT team by the administrator of student conduct under the legitimate educational interest clause of FERPA.
   3. Conduct history including prior charges, findings, sanctions, etc.
   4. Admissions information including reporting prior criminal or conduct history
       
3. Police Sergeant: Attends each meeting; if unavailable due to illness, vacation, extended absence, or leave, the Lieutenant will attend as the limited-term designee. Serves as a liaison with local and federal law enforcement agencies, consults on BIT cases that have criminal or law enforcement elements, contributes to the assessment of risk for referrals, and assists with interventions on campus requiring a police presence. 
   
   Information Sharing and Meeting Participation Responsibilities:
   1. Criminal history
   2. Law enforcement contact and reports
   3. Concealed carry permits or registered weapons information
   4. Social media checks for concerning or threatening posts
       
4. Chair of Counseling Department or a Counseling Faculty designee from the Counseling Department: Attends the meetings and sends an appropriately trained limited-term designee if unable to attend due to illness, vacation, extended absence, or leave. Receives information from the BIT team to inform the services delivered in the counseling center and to ensure collaborative communication. Consults on issues of mental health (e.g. provide referral to mental health providers and facilities, support students in return to campus, provide context and identity warning signs of risk for suicide or mental health crisis). While MCCCD Counseling Departments do not provide mental health services or diagnoses, they may refer students in need of clinical support or evaluation to the appropriate external resources. 
   
   Information Sharing and Meeting Participation Responsibilities:
   1. Consult on general issues related to mental health issues, risk assessment, and development of interventions
   2. Receive mental health analyses and provide relevant information to the BIT as a part of the risk assessment process
       
5. Director of Disability Resources and Services: Consults and offers guidance on issues of academic and other accommodations. If unable to attend a meeting due to illness, vacation, extended absence, or leave, reports or other useful information from the appropriate DRS staff should be sent to the chair of the BIT. Records in the accessibility/disability services office are protected under FERPA and exist in the accessibility/disability services electronic record system, DRS Connect.
   
   Information Sharing and Meeting Participation Responsibilities:
   1. Update on registration with accessibility/disability support services including accommodations offered and usage of accommodations
   2. Consultation related to disability issues and accommodations

INNER CIRCLE MEMBERS

Inner circle members should attend every meeting, but when they cannot attend, they do not have a trained replacement. Inner circle members represent departments that:

• Have frequent contact with students
• Are likely to be involved in either case updates or interventions for the majority of BIT cases
• Can provide valuable insights to the team
• Inner circle members have access to the electronic recordkeeping database for BIT cases.

1.  Dean of Instruction: Often serves as the primary contact in working with faculty, department chairs, provosts, and academic advisors. Provides information related to academic history and performance as well as insight into the academic experience. If this person is unable to attend a meeting, reports or other useful information should be sent to the BIT chair.
   
   Information Sharing and Meeting Participation Responsibilities:
   1. Information or notes from academic advising
   2. Updates from current professors, advisors, etc.
       
2. Director of Admissions and Records: The Director of A&R provides enrollment and expertise, and also has immediate access to student records that inform decisions. 
   
   Information Sharing and Meeting Participation Responsibilities: 
   1. Academic transcript and history including any deviations from the student’s traditional performance, withdrawn semesters, academic petitions, etc.
   2. Relevant Financial Aid information/concerns

MIDDLE CIRCLE MEMBERS

Middle circle members serve the BIT in a consultant capacity. They are:

• Invited for cases that relate to their specific content areas
• Do not attend meetings regularly
• Do not have access to the team’s electronic database

To facilitate awareness of BIT cases and prompt their attendance, middle circle members are sent the agenda in advance of the meeting so they can check for any overlap with their respective departments. They attend only the portion of the BIT meeting relevant to their department, but are a common source of referrals given their interactions with students.

1. Faculty/Faculty Leadership
2. General Counsel
3. Title IX Coordinator
4. Veteran Services
5. Athletics
6. Financial Aid

OUTER CIRCLE MEMBERS

Outer circle members:

• Do not attend meetings
• Do not have access to the database
• Function primarily as a source of referrals to the team
• May also be asked to assist in interventions if they have an established relationship with a referred individual

Those with more frequent contact (e.g. orientation leaders) may receive additional training in basic non-clinical suicide assessment, recognizing distress, and methods for connecting students to the BIT.

Examples of Outer Circle Members Include but are not limited to:

• Early Outreach and Orientation Staff
• Academic Advisors
• Student Life Staff
• Club/Student Organization Advisors

Team Operations

THREE-PHASE PROCESS

The BIT operations are guided by a three-phase process, as shown below:

1. Gather Data
2. Assess Risk
3. Deploy Interventions

The BIT is tasked with receiving referrals from the community, reviewing them to determine the level of risk or concern, and then developing action plans to address that risk.

• Gather Data (occurs in two ways:)
  1. Through training the community on how to identify disruptive or concerning behaviors in their earliest stages.
  2. By team members collecting data on referred students from their respective areas and sharing updates in team meetings.
• Risk Rubric Analysis:
  The BIT applies the NABITA Risk Rubric to each case to determine level of risk and guide the decision-making.
• Deploy Interventions:
  The team creates a plan of action and a set of interventions to mitigate the concerning behaviors and/or provide support. These interventions are tailored to the level of risk and the needs of the case.

The team continues to gather data, assess risk, and adjust interventions as needed for each case.

REFERRALS

• Referral Form:
  The BIT referral form is public-facing; anyone (affiliated or not) may submit a referral, including anonymous referrals.
• Submission Process:
  All referrals are submitted through the public referral form, even if the information initially comes via phone, email, or in-person. The person receiving information via one of these methods is responsible for submitting the referral through the MCCCD webpage.
• Immediate Concerns:
  For safety concerns (e.g., suicidal ideation, self-harm, harm to others, or disconnection from reality), contact 911/college police first. Then submit a BIT referral form.
• Automated Response:
  Upon form submission, the referral source receives a confirmation email explaining that referrals are reviewed daily and that the BIT meets weekly.
• Gathering Additional Information:
  If more information is needed, a BIT member may contact the referral source. If no additional information is provided, the team proceeds with what they have.
• Updates to Referral Source:
  • After the team assesses risk and decides on interventions, the referral source may be updated under FERPA’s health and safety or legitimate educational interest clauses.
  • Communications are tailored to each situation and approved by the team chair.
  • Sometimes the referral source is enlisted to help in the intervention. 

MEETINGS

• Schedule:
  BIT meetings are held weekly, at a standing designated time, for no less than an hour. If there are no agenda items/referrals, it is expected that the team will use the meeting time for practice review and/or additional training. Emergency team meetings may be called if a new or ongoing case presents an imminent threat or time-sensitive issue.
• Attendance Expectations:
  1. Core and inner circle members attend all meetings.
  2. Some core members send a limited-term designee (as indicated above) if they cannot attend due to illness, vacation, extended absence, or leave.
• Agenda:
  The team chair circulates the agenda before each meeting, listing the cases for discussion. Team members gather relevant info from their areas to share in the meeting. 
• Meeting Steps:
  1. Prior Cases Discussion:
     • Gather new data or updates.
     • Reassess the level of risk (using the NABITA Risk Rubric).
     • Determine additional or continued interventions, or move the case to inactive status.
  2. New Cases Discussion:
     • Gather Data: Each team member shares relevant info from their area.
     • Risk Rubric Analysis: The team assigns a current risk rating for the individual.
     • Deploy Intervention: The team decides on interventions, assigning responsibilities to appropriate members.

RISK ASSESSMENT

For each referred case, the BIT uses an objective risk assessment process.

• NABITA Risk Rubric: Applied to every case to determine the level of risk.
• VRAWW (Violence Risk Assessment of the Written Word): Used to assess concerning or threatening written content (e.g., emails, blogs, social media posts).
• SIVRA (Structured Interview for Violence Risk Assessment): Designed to assess the risk and protective factors related to an individual's willingness to engage in violence.
• Additional Tools: When more in-depth threat or violence risk assessment is needed, the team uses additional tools as described in the Threat and Violence Risk Assessment section.

Preliminary Assessment

• Daily Review:
  The team chair or core team designee reviews/checks on referrals daily, assigning a preliminary level of concern and any immediate action steps (e.g., welfare checks, law enforcement contact, calling an emergency meeting).
• Follow-Up at Meeting:
  All cases are then discussed at the next regular team meeting for the full assessment, unless an emergency meeting is necessary due to the high level of risk.

Team Risk Assessment

• During the meeting, the team applies the NABITA Risk Rubric and/or VRAWW (if relevant) to each case.
• The team reaches consensus on the current risk level and updates it each time the case is revisited or closed.

INTERVENTIONS

After the risk assessment, the team develops and deploys interventions to reduce risk and address the concerns identified.

• Intensity and Scope:
  Increase as the risk level increases.
• Consistency:
  The team uses the NABITA Risk Rubric interventions to ensure consistent, quality-controlled interventions based on risk level.
• Authority: 
  Team members use their official capacity to carry out interventions, including mandated assessments if the risk level meets criteria (see Threat and Violence Risk Assessment section).

Team Communication & Silo Reduction

Communication is critical to an effective BIT. Team members (core and inner circle) are trained to address barriers to communication. The team fosters trust and connection among its members through ongoing conversations, frequent meetings, and trainings.

Keys to Effective BIT Communication

• Egalitarian Structure:
  All team members are encouraged to share perspectives. Positional power should not silence discussions.
• Respect for Expertise:
  Team members should avoid speaking outside their areas of expertise. Law enforcement shouldn’t evaluate mental health diagnoses or ADA accommodations, for example.
• True Consensus vs. Superficial Concord:
  The team welcomes diverse perspectives, “what if” scenarios, and logical, solution-focused discussions without harmful debate.Dynamic Discussions:
  Team members are encouraged to challenge conventional thinking and weigh alternative viewpoints, seeing each case independently.
• Privacy & Information Sharing:
  • FERPA’s legitimate educational interest clause allows for most information sharing among core and inner circle members.

Threat and Violence Risk Assessments

The BIT conducts threat and violence risk assessments to guide prevention and intervention. These in-person interviews differ from the routine risk assessments (NABITA Risk Rubric, VRAWW, SIVRA) done in meetings.

• Mandated Assessments:
  • Required for individuals rated at elevated or higher on the NABITA Risk Rubric.

Threat or Violence Risk Assessments (VRAs)

• Non-clinical assessments to gauge an individual’s likelihood of violence/harm to others.
• May be done by trained internal staff.
• Tools include: SIVRA-21, WAVR-21, HCR-20, MOSAIC, etc.
• A secondary, independent assessment by an approved external provider may be allowed.

If a student is required to complete a mandated assessment, the evaluator will receive a list of questions and a written report requirement. The BIT also provides relevant case information to the assessor (with proper releases under FERPA).

Team Training

• Onboarding New Members:
  • Review BIT Manual
  • Read NABITA Standards for Behavioral Intervention Teams
  • Read the NABITA Risk Rubric Guide
  • NABITA Risk Assessment Tool Training
  • Watch NABITA BIT Orientation Video Series
• Ongoing Training:
  Each year, District Compliance creates a training schedule covering topical areas like documentation, breaking down silos, mental health, self-care, threat assessment, marketing/advertising, handling a student death, assessment, and QA.
• Certification:
  Each team member must be certified in at least one BIT/threat assessment/case management-related course (e.g., NABITA’s Standards and Best Practices, Advanced Strategies for BIT, Advanced Violence Risk Assessment, Case Management and Interventions).

Community Engagement & Education

Educating the community on what to refer and how to refer is essential. The BIT’s multi-faceted marketing and education strategy empowers community members to identify, support, and refer.

Key Messaging

1. What to Refer:
   Behaviors, statements, or concerns indicating potential harm or distress.
2. How to Contact the Team:
   Primary method: electronic referral form.
   The BIT also accepts phone, email, or face-to-face concerns and will then document referrals in the electronic system.
3. Team Composition:
   Listing of team members (core, inner circle, etc.) so community members know whom they can approach.

Methods of Community Outreach Considerations

• Online Presence:
  • Accessible from the main MCCCD page with search terms.
  • Contains referral instructions, resource guides, FAQ, class guides, BIT team member info.
• Brochures & Posters:
  • Printed and PDF brochures at training events, orientation.
  • Poster campaigns to normalize referrals.
• In-Person Training:
  • Overview of BIT team roles, identifying concerning behaviors, supporting individuals in distress, and making referrals.
  • Delivered by inner/core team members annually to new faculty, staff, advisors, faculty in-service, and by request.

Documentation & Records

The BIT team maintains records in Symplicity Advocate. Records are entered primarily by the BIT team core members for consistency.

• Retention:
  Records are kept for seven years from the last entry date unless the chair deems it necessary to keep them longer (e.g., extended study beyond seven years, higher risk behavior).
• Security:
  • Password-protected systems.
  • No USB or thumb-drive storage with identifying information.
  • Avoid emailing identifying info.

Note Review

• Conducted twice a year:
  • A random set of 10 notes is reviewed in a 90-minute meeting.
  • Evaluates quality, clarity, objectivity, and completeness of notes.

Meeting Notes Should:

1. Be recorded in Symplicity
2. Briefly describe the concern or incident.
3. Discuss the team’s analysis/rating using the NABITA Risk Rubric.
4. Indicate follow-up responsibilities and interventions.

Ongoing Case Notes Should:

1. Objectively describe observations and team discussions.
2. Describe intervention or technique used.
3. Outline next steps.

Record Requests

• An impacted student may request access to their BIT records. A students’ BIT records will typically be made available within one week, with names of other students/referral sources redacted. Provided at no cost.

Record Expungement/Removal

• Students may request expungement of their BIT notes.
• A two-member review committee is appointed by the chair to decide within two weeks.
• Criteria for Consideration:
  • Risk level (low-level, one-time events are better candidates).
  • Time elapsed since incident.
  • Likelihood of needing the information in the future.

If denied, the student receives an explanation. The team may also consult general counsel.

Data Management

All referrals become part of the official electronic record. Data is used only for BIT team functions. Non-core/inner circle members must consult with the chair before viewing or distributing data.

Data Reporting

The campus BIT chair compiles an annual report to the Vice President for Student Affairs at their college, and District Office of Compliance, for review and to post on the MCCCD BIT website. The annual report includes:

• Total referrals
• Demographics (year in school, sex, residence status, etc.)
• Referral reasons and sources
• Risk ratings
• Interventions used
• Team training and professional development
• Team accomplishments
• Areas for improvement

Quality Assurance

Under the direction of District Compliance, the BIT team will undergo a quality assurance assessment using the NABITA Standards Assessment Tool annually to audit its work across the 21 standards in the NABITA Standards for Behavioral Intervention Teams. The results guide training, professional development, and policy revisions. All ten colleges follow the same cycle of assessment to support district-wide shared training plan.