Procedure Used Once the Domestic Violence Fatality Review Team (DVFRT) Has Agreed to Invite

Procedure to be used once the Domestic Violence Fatality Review Team (DVFRT) has agreed to invite a * guest (family member, family friend, or colleague) to participate in a review.

Contact needs to be made (preferably by a team member that either knows or has had prior contact with the guest). This can be done a month or two prior to the review meeting.

When speaking with the guest, identify who you are, where you are calling from and that you’re a member of the ______(your county’s) DVFRT. Explain what the DVFRT is,why it was formed/organized/established, it’spurpose, and mission. Clarify that the process is confidential and that it is not a finger-pointing exercise.

If the guest is receptive, proceed with acknowledgement of their loss and recognize their helpful support of the victim/family ~ follow that with the invitation to join the next DVFRT review if they are comfortable doing so.

If the guest is interested ~ you can offer him/her more information or ask if they need some extra time to consider participating.

If the guest responds immediately ~ inform them of the day, date,time and location of DVFRT meeting. Again mention the confidentiality and explain that you will meet them (at the entrance, front of office or location of your choice) to escort them to and from the DVFRT meeting.

Offer that if at anytime the guest feels they want to contact you prior to or after the review, they should feel comfortable doing so and give them a number you can be reached at.

Before the DVFRT meeting, an interview should be completed in-person or by phone (this will depend greatly on the comfort level of the team member making contact with the guest). Also, offer to give the guest a reminder call a day or two before the meeting date.

Decide how the meeting room will be set up; try for a warm environment, perhaps moving tables closer together or in a closer circle. Determine where the guest will be seated and who will sit beside them. (a good choice may be a therapist, the contact person or someone the guest may be familiar with). You want to make the guest feel as comfortable as reasonably possible. Try to have the guest sit amidst the team members ~ avoid seating the guest at the head of the table or in isolation from team: this may make them feel as though they are testifying or being questioned.

Decide ahead of the review who will take the lead in asking questions, what type format will be used. You may want to ask the guest how they would like to proceed.

Example:Would the guest prefer to give their story of their involvement uninterrupted, or could team members ask questions during the guest recollection of the case, or wait until the guest has completed comments. Another choice could be an outline of questions.

Have the guest arrive approximately fifteen minutes after the DVFRT meeting has started, this way the team can discuss/cover any last minute details. Having a bottle of water and box of tissues can also be useful.

Have the team member/contact person meet the guest at the building entrance. Explain for them once again what the process is going to be like, where they will be sitting and assure them that if at anytime they feel overwhelmed or need to stop ~ it is perfectly understandable.

Upon entering the meeting room, escort the guest to their seat, introducing him/her to the Team. The chairperson should then welcome the guest and express appreciation of their willingness to come and participate; reiterate the purpose of the review and the fact that it is not for the purpose of blaming anyone. That the team is interested in his/her insights into the relationship and the situation so that the recommendations can be more informed.

Have each team member introduce themselves and allow time for the guest to share his/her feelings and reactions about participating with the team. This is a good time to ask the guest the type format they would prefer using during the review.

In conclusion the chairperson should thank the guest, again expressing appreciation of their assistance and insight into the case, followed by individual thanks from the team members.

Have an assigned team member (therapist, if possible) escort the guest from the meeting room and spent time debriefing with the guest. This is the time to once again offer follow up services (at no charge if at all possible).

Have a follow up plan ~ call the guest later in the day to check in, followed by a note of appreciation approximately two weeks later and a final call in one month.

Respectfully submitted

Rosemary Raiman

CharlesCounty