09:23:00 Timely Warning

PURPOSE

To establish protocol relative to timely warning notifications. A timely warning is designed to provide students, faculty, and staff with emergency information. Timely warnings may contain specific information regarding action that should be taken for safety purposes. The intent of a timely warning is to enable individuals to protect themselves and to aid in the prevention of similar crimes and will be issued as soon as pertinent information is available to do so.

POLICY

It is the policy of Walters State Community College to issue timely warnings upon confirmation of a significant threat, danger, emergency or health hazard involving an immediate, imminent, impending, or on-going threat to the health or safety of students or employees which is occurring on campus or in areas adjacent to, or contiguous with, the campus.

SITUATIONS WHICH WARRANT TIMELY WARNING

While every situation has unique elements and must be assessed on a case-by-case basis, the elements that indicate a significant threat, danger, emergency or health hazard to the campus community are quickly taken into consideration concerning timely warnings.The following crimes or incidents are some examples, but are not all-inclusive, of events, which pose a significant threat, danger, emergency or health hazard that would warrant timely warning notification:

1. Criminal homicide.
2. Aggravated assault - Cases involving assaults among known parties, e.g., two friends fighting which results in aggravated injury will be evaluated by the behavioral intervention team to determine if the aggressor(s) is believed to be an on-going threat to the campus community.
3. Robbery involving force or violence - Cases involving pick pocketing and purse snatching will typically not result in the issuance of a timely warning unless it is determined that a significant threat or danger to others exists.
4. Sexual Assault - Considered on a case-by-case basis depending on the facts of the case, when and where the incident occurred, when it was reported in relation to when it actually occurred, etc.
5. Incidents of arson.
6. Outbreak of meningitis or other pandemic.
7. Approaching tornado / extreme weather conditions.
8. Earthquake.
9. Gas leak.
10. Terrorist incident.
11. Armed intruder.
12. Bomb threat.
13. Civil unrest/rioting.
14. Explosion.
15. Chemical or hazardous waste spill.

Situations in which timely warnings are not required to be issued:

1. Non-Clery crimes.
2. If circumstances are such that any threat or danger has been immediately mitigated by apprehension or other means.
3. If a report was not filed or was filed late.
4. If Campus Police was not notified of a crime, incident, emergency, threat in a manner that would allow immediate action and notification to take place.

NOTIFICATION DETERMINATION PROCEDURE

In all situations, Campus Police, local police or other College officials, as well as other local emergency service and notification agencies will assess circumstances on a case-by-case basis utilizing information that is actively occurring and is obtained/provided. Campus Police consult these entities as quickly as possible to confirm that a significant threat, danger, emergency or health hazard exists. Information received will guide Campus Police and the executive policy making group in the decision making process; however, if circumstances are such that consultations cannot take place, Campus Police and other College officials have exclusive authorization by the President to activate alert systems as warranted and without delay. 

SIGNIFICANT OCCURRENCE DEFINED AND THREAT TYPES

The following defined criteria assist in determining if a significant threat, danger, emergency or health hazard exists that presents immediate, imminent, impending or on-going danger or threat which would warrant a timely warning alert being issued. A significant occurrence is one, which is often unlikely to occur by change, and there are indications of a systematic cause for the event that could/would suggest or be indicative of possible, or actively occurring, threat, danger, emergency or health hazard to the campus community.

IMMINENT OR IMMEDIATE THREAT OR DANGER OF SIGNIFICANT OCCURRENCE

Conditions are such that a significant threat, danger, emergency or health hazard is occurring which is causing death or serious physical harm. The following elements should exist:

1. A significant and immediate threat consisting of means, mode, opportunity, and intent to inflict death or serious physical harm to students, staff, or visitors.
2. A significant threat or health hazard is occurring that could result in severe injury, incapacitation, or death to students, staff, or visitors.

THREAT PROCEDURE FOR IMMINENT OR IMMEDIATE THREAT OR DANGER

In situations where elements or circumstances are already in progress or occurring and present a significant imminent or immediate threat, danger, emergency, or health hazard to life and safety, and the threat, danger, emergency, or health hazard has been confirmed by Campus Police officers in the field, officers are authorized by the President of the College to immediately activate a timely warning.  Consultation with CERMT and/or EPG will take place when management of the event and time will allow via two way radio, telephone and in-person contact with team members.

IMPENDING THREAT OR DANGER

Conditions are such that a significant threat, danger, emergency or health hazard is within close proximity of the campus and could reasonably be expected to cause death, serious physical harm or damage. The following elements should exist:

1. A significant threat or danger is approaching campus or is occurring near campus properties that could cause serious physical harm or death to students and staff.
2. A significant threat or health hazard is occurring on or near campus properties that could result in severe incapacitation or death to students or staff.
3. A significant weather hazard exists that would directly impact campus properties.

THREAT PROCEDURE FOR IMPENDING THREAT OR DANGER

In situations of impending threat, danger, emergency or health hazard, the possibility exists of consulting with appropriate College Emergency Response Management Team (CERMT) or Executive Policy Group (EPG) authorities for further decision making. Campus Police officers, Building and Floor coordinators may be the first in the field to become aware of information concerning dangerous or threatening situations. Upon consultation with local emergency agencies and the executive policy group it may be determined that a significant threat, danger, emergency or health hazard is not immediately impacting campus properties and may warrant further assessment before a decision is made.  The Campus Police officer or other designated College official will relate as much information on the impending threat, danger, emergency, or health hazard to CERMT or EPG as possible. Campus Police will consult with local emergency agencies and the executive policy group. This communication will occur as swiftly as possible. Campus Police and/or the executive policy group, or both will assess information received, as quickly as possible to determine validity and confirmation that campus occupants and properties may be directly affected.  Once confirmation of a valid threat is received from local emergency agencies, the executive policy group without delay will authorize Campus Police or other designated College staff to activate the timely warning. Once authorization is given to issue the timely warning  Campus Police, or other designated College staff, will immediately activate the notification systems.

ONGOING THREAT OR DANGER

In situations where the threat, danger, emergency event, or health hazard may require an extended time to manage or control the situation is considered ongoing, Campus Police and other designated College officials will continue to issue timely warning updates until the event has concluded. Campus Police will update the emergency message system and text messaging system as conditions warrant. The office of Communications and Marketing will provide periodic updates at 20-30 minute intervals to local media outlets to notify and update the community at large. Information and Educational Technologies staff will ensure that social media, websites and digital signs are appropriately updated. The President prior to release/posting will approve all updates. At the conclusion of an event, and upon approval of the College President, an “all clear” alert and/or any additional information or instructions via all timely warning notification venues will be issued for normal activities to resume.

THREAT PROCEDURE FOR ON-GOING THREAT OR DANGER

In situations where the threat, danger, emergency event, or health hazard may require an extended time to manage or control the situation is considered on going, Campus Police and other designated College officials will continue to issue timely warning updates until the event has concluded. At the conclusion of an event, an “all clear” alert will be issued for normal activities to resume. Any additional information or instructions will also be given at that time.

TIMELY WARNING CONTENT

Timely warnings will contain the following, unless issuing any of this information would risk compromising law enforcement efforts:

1. Date and time/timeframe of incident.
2. A brief description of the incident.
3. Suspect description, if known (timely warnings will not include victim’s names).

METHODS OF TIMELY WARNING NOTIFICATION

Walters State has identified several methods of disseminating timely warning notifications. Personnel have also been identified who have been given the authority to activate the systems as circumstances warrant (See Table 8). Campus Police officers have the capability to disseminate College emergency messages via a computer with internet connection. In the absence of Campus Police staff, Informational and Educational Technology and Communications and Marketing staff are authorized by the President to activate these systems. Messages can be distributed across the campus emergency message system (EMS) or via the Senators Emergency Text message system (SET).Once the specified emergency message is determined, officers will access one or both systems to activate the appropriate alert. For the emergency message system, there are several options for sending the alert:

1. A campus-wide alert to include all campuses and campus buildings.
2. An individual campus alert and all buildings at that campus.
3. An individual building alert on any campus.

For the Senator’s Emergency Text message system, each academic/administrative building is equipped with audible speakers, each having a digital scrolling text line, located in each hallway. In addition, all classroom and office speakerphones serve as intercom systems for making emergency message broadcasts as well as displaying a digital read-out on the LCD panel of the telephone regarding the current emergency. For the text messaging system, Campus Police will send text messages to those who have registered for this service. Students, faculty, and staff all have the option to participate in the SET method of notification and may register at the following link: SET Subscribe.

TWO-WAY RADIOS

Building and floor coordinators are provided two-way radios to receive timely warnings. Depending upon the elements of the situation, the campus emergency response team (CERT) will activate the appropriate Building Emergency Action Plan (BEAP). Once the plan is activated, the Primary Building Coordinator or his/her designee will await further radio communication or instructions from Campus Police or will transmit necessary information to Campus Police to aid in addressing the situation.

TIMELY WARNING BULLETINS

Although the format for the warning has not been mandated, the warning must be reasonably likely to reach the entire campus community.  Therefore, timely warnings must be issued in a manner that gets the word out quickly communitywide. Bulletins may be e-mailed, posted around campus, provided as text messages or otherwise distributed. In addition to activating the emergency message system and the Senator’s text message system, and if conditions warrant, Campus Police will prepare and post timely warning bulletins on the main entrances to the campus and exits of each building to alert approaching individuals attempting to enter the building of the type of situation that is occurring and any other pertinent information available and action to take (See Appendix D). 

WEB PAGE, SOCIAL MEDIA, AND EMAIL

The office of Communications and Marketing as well as Informational Education Technologies staff will work together to post information on the College web page, contact and inform media outlets, post information via social media (Facebook, twitter, etc.) and send e-mail alerts.

DIGITAL SIGNS

The Informational Education Technologies department staff will update all available digital signage to display information or provide information updates as needed relative to emergencies requiring timely warnings.

CAMPUS INFORMATION TELEPHONE LINES

Individual campus and local media information lines, where available, will be updated with alert information as warranted along with all other forms of communication.

CALL TREES AND RUNNERS

In the event that electronic, battery operated, or web based alert methods fail, all emergency response parties will perform in-person notification and delegate “runners” to deliver necessary notifications throughout campus buildings. Every effort will be made to disseminate timely warning notifications. 

METHODS OF TIMELY WARNING NOTIFICATION AND PERSONNEL AUTHORIZED TO ACTIVATE TIMELY WARNING SYSTEMS

Table 8

 Methods of Timely Warning Notification and Personnel Authorized to Activate Timely Warning Systems