3.24 Concern, Assessment, Referral, Education (CARE) Team

(Adopted 3-4-2019; Revised 11-3-2025)

East Central College recognizes the CARE Team as a team responsible for assessing and responding to students who could benefit from academic, emotional, or psychological support, as well as those presenting risk to the health or safety of themselves or the College community

Procedures (Adopted 3-4-2019; Revised 11-3-2025)

3.24.1 Team Charges

The specific CARE Team charges are:

1. Assess student cases identified for early intervention or threat assessment.
2. Gather relevant data to student cases through consultation with administration, faculty, staff, and other students as necessary.
3. Analyze each case referred using a standardized rubric.
4. Implement interventions appropriate to students’ needs based on a standardized rubric outcome, regarding the safety and rights of the students identified, other students, and the College community.
5. Provide recommendations to College officials on appropriate actions consistent with best practices, College policies and procedures, and with state and federal laws and regulations.

3.24.2 Team Composition (Revised 12-6-2021, 11-3-2025)

It is a best practice for the CARE Team to be comprised of at least five and not more than ten members in order to manage scheduling, decision making, access information, and member expectations. CARE Team shall use a multi-level team approach to help ensure swift, confidential, and informed decision-making. The CARE Team shall be comprised of a cross-section of campus professionals in an effort to be reflective of the unique needs of the campus community.

1. The CARE Team is chaired by the Director of Wellness Services or a designee.
   1. The CARE Team chair will meet with the team members annually to determine which members will remain on CARE Team or coordinate replacement(s).
   2. In the event a CARE Team member vacates the team mid-year, the chair will find a replacement in the same department and offer training to the new member.
   3. If a CARE Team member is suspected of breaching confidentiality or engaging in unethical behavior, the CARE Team Chair will address the issue directly with the member. If further concerns arise, the Chair will consult with the Chief Student Affairs Officer to determine the appropriate course of action
2. Core Members of the CARE Team have full access to CARE Team data and are familiar with daily and emergency operating procedures. While they may not attend every meeting, they will be notified whenever a high-risk or urgent matter is brought to the CARE Team. The Core team is responsible for making initial decisions on higher-risk cases and determining when notifications to Administrators, legal, mid-level CARE Team members, and additional campus community members are appropriate. Core Team members include:
   1. Director of Wellness Services (Chair)
   2. Chief Student Affairs Officer
   3. Campus Police Officers
   4. Rolla Director (when applicable)
3. Mid-Level Members of the CARE Team represent key constituencies within the team, have access to CARE Team data, are responsible for managing the team’s day-to-day operations, and are expected to maintain regular attendance at weekly meetings. Mid-Level Members include representatives from the following areas:
   • Director of Wellness Services (Chair)
   • Chief Student Affairs Officer
   • Campus Police Officers
   • Rolla
   • Retention
   • Advising & Career Servcies
   • Counseling Services
   • Wellness Navigator
   • Access Servcies
   • Academic Dean or Faculty Member
4. Auxiliary Members of the CARE Team are members of the campus community who may be invited to meetings when they have relevant information about a student case or play a role in outreach and support efforts. Auxiliary Members may include:
   • Athletic Director, Trainer, or Coaches
   • Financial Aid Director or designee
   • Student Life and Leadership Director
   • Student Services Specialists
   • Family member or friend of a student with a concern

3.24.3 Operations and Procedures Guidelines for Case Management (Revised 12-6-2021, 11-3-2025)

1. At the beginning of each fall and spring semester, the CSAO or designee will send a notice to faculty and staff, through appropriate communication channels, stating the team is available for consultation when they are concerned about potentially harmful, threatening, or disruptive behavior of a student or students.
2. In emergency or extreme situations, immediately call 911 if a student displays an imminent threat to self or others, or serious disruptive or threatening behavior.
3. A student’s behavior that is not extreme or severe should be reported to the CARE Team. Once the report is received, the CSAO or designee will present the case to the CARE Team for an assessment and develop an appropriate response plan. The CARE Team’s response will be based on the nature of the behavior, the severity of the risk, and the needs of the student and will be consistent with the codes of conduct, mandatory reporting responsibilities, and applicable laws.
4. CARE Team members commit to serving a one-year term to support continuity, training, and confidentiality.
5. At the start of each academic year, CARE Team members will sign confidentiality agreements and review Family Educational Rights and Privacy Act of 1974 (FERPA) guidelines related to CARE Team communications.
6. The CARE Team meets year-round. During periods of low student referrals, the team will focus on training, reviewing past cases, and conducting tabletop exercises to enhance skills, build confidence, and strengthen team collaboration.
7. Meetings will be scheduled on a weekly or bi-weekly basis, depending on need. In the event of a high-risk situation or time-sensitive matter, an emergency meeting may be called at any time.
8. The CARE Team will provide strategic marketing, outreach, and training to faculty, staff, and students to increase visibility, awareness, and understanding of its purpose and available support services.
9. CARE Team referrals will be reviewed weekly. Each case will be assessed using a standard risk assessment rubric, assigned to a CARE Team member for outreach, and monitored for follow-up.
10. CARE Team members will conduct outreach at appropriate intervals based on risk level and will document all attempts and contacts in the student’s case file within Maxient.
11. Cases will be reviewed weekly until appropriate outreach has been completed, the student declines assistance, or the risk level is determined to be low enough for closure. All closed cases will be documented in Maxient.
12. If an implicit or explicit threat of violence is identified, the CARE Team may recommend a Violence Risk Assessment conducted by staff certified in the Structured Interview for Violence Risk Assessment (SIVRA). Assessment results will be reviewed by the CARE Team, which will provide recommendations for further action to the appropriate College administrative offices.

3.24.4 Case Information and Confidentiality Procedures

1. Internal College Communication
   1. FERPA allows school officials, including designated CARE Team members, to access education records if they have a legitimate educational interest, meaning the information is necessary to perform their job duties.
   2. CARE Team members will use professional judgment to determine legitimate educational interest and will consult with the Wellness Director before sharing information with College administrators, faculty, or staff outside the CARE Team.
   3. Clinical staff serving on the CARE Team maintain clinical privilege and will not disclose any information about counseling clients, even if they are referred to or active in a CARE Team case, without a signed release from the student.
2. External Communication
   1. CARE Team members must obtain a signed FERPA release before sharing student information with individuals or entities outside the College.
   2. A copy of the signed FERPA release will be retained in the student’s Maxient case file.