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Handbook of Operating Procedures
Chapter 4 - Personnel - General
Publication Date: January 14, 2021
Responsible Executive: President


4.33 Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act) and Campus Fire Safety Right to Know Reporting


I. POLICY STATEMENT


The University of Texas at San Antonio is committed to maintaining a safe and secure environment for its faculty, staff, students, and visitors. Requirements have been established to assist UTSA in complying with the “Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act of 1998,” (commonly referred to as the “Clery Act”), thereby facilitating compliance with the Clery Act and increasing overall safety on and near campus. The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act of 1998 originated as the Crime Awareness and Campus Security Act of 1990. Further, UTSA intends to comply with campus fire safety reporting requirements of the 2008 Higher Education Opportunity Act.

II. RATIONALE


This policy provides for institutional control and compliance with the Clery Act and campus fire safety reporting requirements of the Higher Education Opportunity Act at UTSA.


III. SCOPE


This policy applies to all UTSA faculty, staff, students and visitors.


IV. WEBSITE ADDRESS FOR THIS POLICY


http://www.utsa.edu/hop/chapter4/4.33.html



V. RELATED STATUTES, POLICIES, REQUIREMENTS OR STANDARDS


UTSA or UT System Policies or the
Board of Regents Rules & Regulations

Other Policies & Standards

HOP 9.18 Drugs and Alcohol

HOP 9.24 Sexual Harassment and Sexual Misconduct Policy

Student Code of Conduct

UTSA DPS General Order 300-10 Campus Safety and Security Reporting.

UTSA DPS General Order 200-04 Notification Procedures for Campus Emergencies

34 CFR 668.41 Reporting and Disclosure Information

34 CFR 668.46 Institutional Security Policies and Crime Statistics.

34 CFR 668.49 Institutional Fire Safety Policies and Fire Statistics

Clery Act Appendix for FSA Handbook (Effective for 2020 Reporting)

The Handbook for Campus Safety and Security Reporting 2016 Edition (Effective for 2017, 2018, and 2019 Reporting)


VI. CONTACTS


If you have any questions about The Jeanne Clery Disclosure of Campus Security Policy and Campus Safety Act contact the following office:

UTSA Public Safety – Clery Compliance
210-458-4417

https://www.utsa.edu/publicsafety/pd/clery_compliance/


VII. DEFINITIONS


Annual Security and Fire Safety Report (ASFSR):  The Clery Act requires institutions of higher education participating in Title IV student financial assistance programs to annually publish a report containing the Clery crime statistics and on-campus residence hall fire statistics for the three most recent calendar years. In addition, the report contains campus safety and fire safety policies and policy statements.  UTSA combines the Annual Security Report and the Annual Fire Safety Report into one Annual Security and Fire Safety Report that is published annually by October 1st or an alternate date designated by the US Department of Education. 

Campus Security Authority (CSA):  Individuals at UTSA who, because of their functional role at UTSA, have an obligation under the Clery Act to notify UTSA, specifically the Clery Compliance Coordinator, of alleged Clery crimes reported to them in good faith, or alleged Clery crimes they may personally witness.  These individuals, by virtue of their position, official job duties, ad hoc responsibilities, or volunteer engagements, are required by federal law to report crime when it has been observed by them, or reported to them by another individual.  These individuals typically fall under one of the following categories:

  1. A member of the UTSA Department of Public Safety.
  2. Individuals having responsibility for campus security in some capacity, but are not members of the UTSA Department of Public Safety (e.g., an individual who is responsible for monitoring the entrance to the Student Recreation Center).
  3. People or offices that are not members of a campus police/security department, but where policy directs individuals to report criminal offenses to them or their office.
  4. Officials having significant responsibility for student and campus activities, including but not limited to, student housing, student discipline, campus judicial proceedings, and advisors to UTSA recognized clubs.

Clery Compliance Committee – An interdisciplinary team of stakeholders who have authority to oversee the university’s compliance with the Clery Act and chaired by the Clery Compliance Coordinator.  The Committee will include, without limitation, personnel from the following offices:  Athletics, Counseling Services, Academic Affairs/Dean of Students, Enrollment Services, EOS/Title IX, Institutional Compliance and Risk Services, Legal Affairs, International Services/Abroad Services, Office of Risk and Emergency Management, PEACE Center, People Excellence, Public Safety, Residence Life, Student Activities, Student Conduct and Community Standards, and Student Health.

Clery Compliance Coordinator – An individual with the authority to act on behalf of UTSA in maintaining Clery compliance in accordance with federal regulations. 

Clery Crimes:  The Clery Act requires that certain crimes occurring in the UTSA Clery geography (see Clery Geography) be reported annually in the Annual Security and Fire Safety Report and through the US Department of Education Campus Safety and Security Survey web portal.  Offenses included in the Clery Act crimes are:

  • Arrests and Judicial Referrals – Weapons law violation, drug law violation, and alcohol law violation, but excludes DWI/DUI and public drunkenness.
  • Criminal Offenses - Murder and non-negligent manslaughter, manslaughter by negligence, rape, fondling, incest, statutory rape, robbery, aggravated assault, burglary, motor vehicle theft and arson.
  • Hate Crimes - A criminal offense that manifests evidence that the victim was intentionally selected because of the perpetrator’s bias against the victim.  The categories of bias include:  race, religion, sexual orientation, gender, gender identity, ethnicity, national origin and disability.  Hate crimes include any of the criminal offenses listed above and offenses of larceny, simple assault, intimidation, and vandalism.
  • Violence Against Women Offenses – Domestic violence, dating violence and stalking.

Clery Geography: 

  • Non-Campus Property – Any building or property owned or controlled by a student organization that is officially recognized by UTSA; or any building or property owned or controlled by UTSA that is used in direct support of, or in relation to, its educational purposes, is frequently used by students, and is not within the same reasonably contiguous geographic area of the institution.
  • On-Campus Property– Any building or property owned or controlled by UTSA within the same reasonably contiguous geographic area and used by it in direct support of, or in a manner related to, its educational purposes, including residence halls; and any building or property that is within or reasonably contiguous to that area described in the first part of this definition, that is owned by the institution but controlled by another person, is frequently used by students, and supports institutional purposes (such as a food or retail vendor).  UTSA defines reasonably contiguous to be UTSA owned or controlled property within one mile of the campus border.
  • Public Property – All public property, including thoroughfares, streets, sidewalks, and parking facilities, within the campus, or immediately adjacent to and accessible from the campus.

Daily Crime Log – A record of all criminal incidents and alleged criminal incidents reported to the UTSA Department of Public Safety and reports of Clery crimes reported by local law enforcement and campus security authorities.  The Daily Crime Log is maintained by the Department of Public Safety.

https://www.utsa.edu/publicsafety/pd/blotter/PDF/blotter.pdf

Data Integrity Working Group – The Data Integrity Working Group is a subcommittee of the Clery Compliance Committee whose offices hold a significant number of Clery data (EOS/Title IX, Student Conduct and Community Standards, Athletics & Housing/Residence Life and others as determined by the Clery Compliance Coordinator).  The Data Integrity Working Group will meet monthly to review crimes statistics for inclusion in the Annual Security and Fire Safety Report and the Department of Education data collection website. 

Emergency Event: Any event, natural or man-made, with the potential to cause significant injuries or deaths, shut down UTSA, disrupt operations, cause physical or environmental damage.  Examples may include fires, hazardous materials incidents, severe weather, earthquake, technology systems failure, utility failure, civil disturbance, public health threat, and acts of violence.

Emergency Notifications – An alert announcement triggered by a significant emergency event or dangerous situation involving an immediate threat to the health or safety of UTSA’s faculty, staff, students, or visitors on the UTSA campuses. This expands upon the definition of “Timely Warning” to include both Clery Act crimes and other types of emergencies or events that pose an imminent threat to the campus community.

Emergency Notification System: A mechanism established for the purpose of and dedicated to enabling UTSA officials to quickly contact or send messages to faculty, staff, employees and students in the event of an emergency.  Examples include but are not limited to: SMS Text Messaging or Voice Calls (Phone), E-mail distribution, LiveSafe App notification via RSS feeds, and Alertus Beacon & Desktop Notification (Scrolling Messages, Pop-up, Full Screen).

Fire Log – A record of any fire that occurs in an on-campus student housing facility.  The UTSA Office of Risk and Emergency Management maintains the campus Fire Log.

Pastoral Counselor – A person who is associated with a religious order or denomination, is recognized by that religious order or denomination as someone who provides confidential counseling, and is functioning within the scope of that recognition as a pastoral counselor. Pastoral counselors, when acting in the role of pastoral counselor, are not Campus Security Authorities.

Professional Counselor – A person whose official responsibilities include providing mental health counseling to members of the institution’s community and who is functioning within the scope of their license or certification. This definition applies to professional counselors who are not employees of the institution, but are under contract to provide counseling at the institution.  Professional counselors, when acting in the role of professional counselor are not Campus Security Authorities.

Reported Crime – A crime is reported when it is brought to the attention of a Campus Security Authority, UTSA’s police department, or local law enforcement by a victim, witness, or other third party or the offender.  It does not matter whether the persons involved with the crime or making a report are associated with the University.

Timely Warning – An alert to the campus community of Clery crimes reported to UTSA Police, campus security authorities or local police agencies and considered by UTSA to represent a serious or continuing threat to students and employees within the UTSA Clery geography.


VIII. RESPONSIBILITIES


  1. The Clery Compliance Coordinator is responsible for:

    • Monitoring UTSA’s compliance with the Clery Act;
    • Updating the requirements in this policy as necessary, including when the federal legislation has been amended;
    • Annually reviewing geographic categories for inclusion in the applicable Clery Geography;
    • Maintaining a Clery Geography map that identifies on-campus property (including on-campus housing), public property and non-campus property as defined by the Clery Act.
    • Establishing a procedure for processing instances of short-stay away trips in order to designate a CSA to disclose any Clery Crimes reported during the trip to be included in the ASR;
    • Identifying those positions with CSA responsibilities and notifying those individuals of their responsibilities as a CSA;
    • Maintaining a list of UTSA’s CSAs;
    • Developing procedures for reporting crime statistics by CSAs;
    • Educating and training CSAs and personnel within UTSA Department of Public Safety at least annually;
    • Publishing the ASFSR and disclosing statistics of Clery crimes reported over the past three years;
    • Coordinating the annual notification of the availability of the Annual Security and Fire Safety Report to all current students and employees;
    • Coordinating with Admissions and People Excellence in posting the most recent Annual Security and Fire Safety Report on their websites for prospective students and employees.
    • Maintaining and publishing UTSA policies and procedures addressing campus security and safety;
    • Submitting the crime and fire statistics to the U.S. Department of Education and verifying information entered with supervisor.
    • Convening and chairing a Clery Compliance Committee of the following offices identified by UTSA:  Athletics, Counseling & Mental Health Services, Academic Affairs/Dean of Students, Enrollment Services, EOS/Title IX, Institutional Compliance and Risk Management, Legal Affairs, Global Initiatives/Education, Office of Risk and Emergency Management, PEACE Center, People Excellence, Public Safety, Residence Life, Student Activities, Student Conduct and Community Standards, and Student Health.
    • Annually, requesting in writing crime statistics from local law enforcement with jurisdiction over the UTSA Clery Geography;
    • Overseeing the monthly reconciliation of campus crime data amongst offices that house significant numbers of campus crime reports, including EOS/Title IX, Housing and Residence Life, Campus Living Villages, Student Conduct and Community Standards, Public Safety, and People Excellence offices; and
    • Providing paper copies of the Annual Security and Fire Safety Report upon request.  Requests may be made in person, by e-mailing Clery@utsa.edu or by calling 210-458-4417.

    UTSA Department of Public Safety is responsible for:

    • Reporting crime statistics (as specified in the Clery Act);
    • Issuing timely warning alerts to the campus community about Clery crimes;
    • Issuing emergency notifications to the campus community about law enforcement or critical life safety related activities that warrant an emergency notification;
    • Compiling and providing statistics of reports of Clery Crimes reported to the UTSA Department of Public Safety to the Clery Compliance Coordinator;
    • Investigating all reports of missing students by notifying and cooperating with other law enforcement agencies, as necessary; and
    • Maintaining the Daily Crime Log.

    Campus Security Authorities are responsible for:

    • Understanding the requirements of the Clery Act pertaining to reportable crimes;
    • Completing annual training and education as determined by the Clery Compliance Coordinator;
    • Timely completion of a Campus Security Authority Form;
    • Immediately reporting Clery Crimes to UTSA Department of Public Safety when the crime poses a serious or on-going threat to the campus community for Timely Warning consideration; and
    • Responding to the annual confirmation process to verify all Clery Crimes were reported during the previous year.

    Clery Compliance Committee is responsible for:

    • Meeting at least quarterly to discuss Clery related information;
    • Review Annual Security and Fire Safety Report
    • Review policies and procedures associated with UTSA’s compliance with the Clery Act.

    Data Integrity Working Group is responsible for:

    • Meeting monthly to reconcile Clery Act data from UTSA Police records (CAD, RMS), EOS/Title IX records, Student Conduct and Community Standards records, Housing and Residence Life records, Campus Living Villages records, People Excellence disciplinary records, other Campus Security Authority reports, and available local law enforcement agency reports; and
    • Meet at least annually to review all statistical data for inclusion in the Annual Security and Fire Safety Report.

    Student Conduct and Community Standards is responsible for:
    • Assigning a staff member to the Clery Compliance Committee and Data Integrity Group; and
    • Annually, providing all conduct referral data to the Clery Compliance Coordinator for inclusion in the ASFSR, as may be required.

    Housing & Residence Life and Campus Living Villages are responsible for:

    • Annually, providing all conduct referral data to the Clery Compliance Coordinator for inclusion in the ASFSR, as may be required;
    • Developing and maintaining a policy on Missing Residential Students that provides every student living in UTSA housing the opportunity and means to identify an individual to be contacted in an emergency, including whenever UTSA determines that a student is missing; and
    • Assigning a staff member to the Clery Compliance Committee and Data Integrity Working Group.

    Student Affairs is responsible for:

    • Ensuring the availability of Clery Act awareness and prevention programming for all students. Such programming will be part of UTSA’s awareness and prevention campaign. This programming will be identified, provided and/or facilitated in collaboration with campus and local subject matter experts, with guidance from the campus sexual assault climate survey, other evidence-based research, and outcomes assessments satisfying the Clery Act requirements and definitions;
    • Providing the Clery Compliance Coordinator with a list of advisors to UTSA recognized groups, clubs, and organizations to be added to the list of Campus Security Authorities;
    • Ensuring that any officials of any group, club, or organization who are fulfilling roles defined for Campus Security Authorities undergo Campus Security Authority training; and
    • Assigning a staff member to the Clery Compliance Committee.

    Assistant Vice President of Business Affairs – Administration and Operations is responsible for:   

    • Maintaining a list of all property owned, controlled or leased by UTSA and providing any changes that affect UTSA’s Clery Geography to the Clery Compliance Coordinator; and
    • Assigning a staff member to the Clery Compliance Committee.

    Office of Risk and Emergency Management is responsible for:

    • Coordinating non-law enforcement emergency notifications to the campus community when the emergency is deemed necessary and appropriate to life safety (i.e. public health emergency, serious weather conditions, business continuity issues, infrastructure failure/gas leaks, and chemical or hazardous waste spill, etc.);
    • Conducting an emergency alert exercise and test the emergency alert system in conjunction with the exercise at least annually;
    • Coordinate campus emergency plans, procedures, and provide outreach to the community for awareness purposes; and
    • Assigning a staff member to the Clery Compliance Committee.

    Fire Marshal is responsible for:

    • Collecting fire statistics relative to each on-campus student housing facility;
    • Providing fire safety information for the ASFSR to the Clery Compliance Coordinator in accordance with the current legislation;
    • Updating the fire safety language in the ASFSR to reflect legislative updates and interpretations;
    • Providing fire safety statistics for the AFSR to the Clery Compliance Coordinator;
    • Maintaining fire statistics gathered in compliance with UTSA policy;
    • Maintaining the Fire Log; and
    • Being a member of the Clery Compliance Committee.

    Admissions (Undergraduate and Graduate) is responsible for:

    • Notifying and providing the on-line location of the ASFSR and a brief description of the report to prospective or current students;
    • Providing a paper copy of the ASFSR upon request to a prospective or current student; and
    • Assigning a staff member to the Clery Compliance Committee.

    Academic Affairs is responsible for:

    • Providing curricular and co-curricular travel documentation to the Clery Compliance Coordinator for assessment of Clery Act Non-Campus Property reporting obligations;
    • Ensuring staff in key Campus Security Authority roles are familiar with the requirements of the Clery Act.
    • Providing the Clery Compliance Coordinator with all academic locations each semester for determination of the applicability of the Clery Act at those locations.

    Office of People Excellence is responsible for:

    • Notifying and providing to prospective faculty and staff the on-line location of the ASFSR and a brief description of the report;
    • Providing a paper copy of the ASFSR upon request to a prospective or current faculty or staff member;
    • Annually, providing all conduct referral data to the Clery Compliance Coordinator for inclusion in the ASFSR, as may be required; and
    • Assigning a staff member to the Clery Compliance Committee and Data Integrity Working Group.

    Athletics is responsible for:

    • Providing travel documentation to the Clery Compliance Coordinator for assessment of Clery Act Non-Campus Property reporting obligations;
    • Ensuring Athletics staff in key Campus Security Authority roles are familiar with the requirements of the Clery Act; and
    • Assign a member to the Clery Compliance Committee and Data Integrity Working Group.

    Equal Opportunity Services/Title IX Office (EOS/Title IX) is responsible for:

    • Annually, meet with the Clery Compliance Coordinator to verify all Clery reportable crimes reported to EOS/Title IX the previous year are accurately counted; and
    • Assign a staff member to the Clery Compliance Committee and Data Integrity Working Group.

    PEACE Center is responsible for:

    • Providing education and training opportunities on sexual misconduct and violence for faculty, staff and students to ensure UTSA is a safe place to work, study and live.
    • Providing advocacy to support survivors at all stages of the healing process.

    University Communications and Marketing is responsible for:

    • When possible and needed, coordinating the issuance of Emergency Notifications and/or Timely Warnings.

    IX. PROCEDURES


    Publish an Annual Security and Fire Safety Report (ASFSR)

    By October 1st each year (unless the US Department of Education determines an alternative date), the Clery Compliance Coordinator will publish an ASFSR documenting three calendar years of Clery crime statistics, security policies and procedures and information on the basic rights guaranteed to victims of sexual assault [refer to HOP 9.24 Sexual Harassment and Sexual Misconduct Policy]. All crime statistics must be provided to the U.S. Department of Education.

    This report must be made available to all current faculty, staff, and students.  The ASFSR is available on the UTSA Department of Public Safety’s website.  In addition, prospective faculty, staff, and students must be notified of the ASFSR’s existence and provided a copy upon request. Paper copies of the report will be available upon request from the Clery Compliance Coordinator. In addition, the Office of Admissions and People Excellence will publish a link to the ASFSR with a brief description on their respective web sites.

    Identify, Notify, & Train Campus Security Authorities (CSAs)
    The Clery Compliance Coordinator in conjunction with the Clery Compliance Committee will identify positions which meet the definition of a CSA on an ongoing basis, and notify individuals in these roles of their obligations under the Clery Act to report any and all Clery Crimes that they witness, or are reported to them, which may have occurred in a Clery reportable location. Notifications are made by the Clery Compliance Coordinator and will be made through e-mail communications. In addition, trip leaders on UTSA sponsored overnight travel are required to complete CSA training.  This training of trip leaders is coordinated through Student Affairs, International Services, and Athletics. UTSA requires that all CSAs complete mandatory annual training on their responsibilities and reporting requirements under the Clery Act.  UTSA will provide such training on a regular basis through in-person and on-line classes.  CSAs may register for classes through People Excellence Training and Development website or by contacting the Clery Compliance Coordinator directly.  Reminders will be sent to CSAs to complete their annual training.  Supervisors, department heads, deans, vice presidents and/or the President will be notified of CSAs who do not complete their training by the specified deadline.

    Disclose Crime Statistics Crime Statistics for incidents that occur in Clery reportable locations must be disclosed.
    The Clery Compliance Coordinator is responsible for gathering crime statistics from UTSA Department of Public Safety, Student Conduct and Community Standards, EOS/Title IX, Student Activities, Athletics, local law enforcement and other Campus Security Authorities (CSAs).

    The Clery Act requires reporting of crimes in the following categories:

    1. Criminal Offenses:
        1. Criminal Homicide
            1. Murder & Non-negligent manslaughter
            2. Negligent manslaughter
        2. Sex Offenses
            1. Rape
            2. Fondling
            3. Statutory Rape
            4. Incest
        3. Robbery
        4. Aggravated Assault
        5. Burglary
        6. Motor Vehicle Theft
        7. Arson
    2. VAWA Offenses:
        1. Domestic Violence
        2. Dating Violence
        3. Stalking
    3. In addition to the aforementioned crime categories, UTSA must gather statistics for the following categories of arrests or referrals for disciplinary action if an arrest was not made:
        1. Liquor Law Violations
        2. Drug Law Violations
        3. Carrying or Possessing Illegal Weapons
    4. UTSA must also report the following Hate Crimes by category of prejudice, including race, gender, religion, sexual orientation, ethnicity, national origin, gender identity and disability. Statistics are required for the offenses listed above in addition to the four additional categories listed below, if the crime committed is classified as a Hate Crime:
      1. Larceny/Theft
      2. Simple Assault
      3. Intimidation
      4. Destruction/Damage/Vandalism of Property
    5. UTSA must also disclose if it has determined that any of the previously listed crimes are “Unfounded.” The Clery Act has specific guidelines for classifying a reported offense as “Unfounded.”

Issue Timely Warnings
UTSA must provide Timely Warnings about Clery Crimes which pose a serious or ongoing threat to the campus community.  This is determined by one (or more) UTSA official(s) who has or have been pre-identified in UTSA Policy and Procedures for Issuing a Timely Warning. Because the nature of criminal threats is often not limited to a single location, timely warnings must be issued in a manner likely to reach the entire Campus community. Timely Warnings may be issued for Clery Crimes occurring in Clery reportable locations.  Timely Warnings will never identify the victim(s) of the crime.

The purpose of a Timely Warning is to notify the campus community of a Clery Crime committed or other serious crime or series of crimes within the Clery Geography that represents a serious or ongoing threat and to provide information that may enable community members to protect themselves from similar incidents. The UTSA Department of Public Safety has primary responsibility for issuing Timely Warnings. All Timely Warnings shall be issued, without delay, as soon as the pertinent information is available, including, without limitation, for Clery Crimes that occur within UTSA Clery Geography and are reported to UTSA Public Safety, other law enforcement agencies, and/or Campus Security Authorities. Timely Warnings must include preventative tips that are relevant to the crime associated with the Timely Warning.  The decision to issue a Timely Warning will be decided on a case-by-case basis in light of all the facts surrounding the crime. A Timely Warning will be issued whenever a Clery Crime is reported and there is a serious or ongoing threat to the campus community.  The use of a Timely Warning Decision Matrix will be utilized to assist determining whether a Timely Warning should be issued. 

Procedures Used to Evaluate Timely Warnings

In the event of a situation that requires a Timely Warning be issued, the University has various methods in place for communicating information quickly.  Some or all of these methods of notification may be activated in the event of an emergency. The University utilizes the UTSA Alerts system, powered by Rave Mobile Safety, as the primary emergency notification system to issue Timely Warnings. These methods can include some or all of the following methods: Primary methods - SMS Text Messaging or Phone Calls (Voice), E-mail distribution, and secondary methods:  RSS feeds, LiveSafe app notifications, and Alertus Beacons and Desktop Notification (Scrolling Messages or Pop-up).  The UTSA Alerts website and social media is updated, as situations warrant.

The initial Timely Warning will be released campus‐wide, without delay when pertinent information is available, and taking into account the safety of the community. The content of the warning will include the nature of the crime and shall contain sufficient information to enable members of the campus community to protect themselves. This can include the location, date and time of the emergency situation, and a description of the individuals involved, and direction of their travel.  The Timely Warning can be delayed, if the Timely Warning will, in the professional judgment of first responders, compromise efforts to assist a victim, or to contain, respond to, or otherwise mitigate the emergency.  However, the Associate Vice President for Public Safety and Chief of Police or designee will determine whether an alert notification (Emergency Notification or Timely Warning) will be delayed.  The names of victims will be withheld to protect the identity of the victim(s).  Once the initial alert has been sent, members of the Department of Public Safety, Office of Risk & Emergency Management, and University Communications and Marketing will collaborate, if possible, to determine the content of follow-up messaging; these teams will collaborate before an alert is sent, if time and situation allows. 

Methods of Delivery

The University has developed a wide range of template messages addressing several different emergency situations. The individual sending the Timely Warning can select the template message most appropriate to the on‐going situation and modify it to address the specifics of the present incident. In those cases where there are no pre‐determined template messages in the system, the individual authorizing the Timely Warning will develop a message to convey the appropriate information to the community. The goal is to ensure individuals are aware of the situation and know the steps to take to protect themselves and their community.

The Associate Vice President for Public Safety and Chief of Police will notify the Senior Vice President for Business Affairs of the incident and the Timely Warning sent, if any.

Issue Emergency Notifications
UTSA is required to inform the campus community about a significant emergency event or dangerous situation involving an immediate threat to the health or safety of UTSA faculty, staff, employees, students, and visitors occurring on or near campus.  An emergency notification expands the definition of timely warning as it includes both Clery Act crimes and other types of emergencies (e.g., fire, severe weather, etc.).  Emergency events may be localized; therefore, notifications may be tailored exclusively to the segment of the campus community at risk while creating awareness with the full campus community.
UTSA also must have emergency response and evacuation procedures in place specific to its On-Campus facilities. A summary of these procedures must be disclosed in the ASR. Additionally, the emergency response procedures must be tested annually.

In the event of a situation that poses a threat to members of the campus community, the University has various methods in place for communicating information quickly.  Some or all of these methods of communication may be activated in the event of an emergency to all or a segment of the affected campus community. The university utilizes UTSA Alerts, powered by Rave Mobile Safety, as the Emergency Notification System.

These methods can include some or all of the following methods: Primary methods - SMS Text Messaging or Phone Calls (Voice), E-mail distribution, and secondary methods:  RSS feeds, LiveSafe app notifications, and Alertus Beacons and Desktop Notification (Scrolling Messages or Pop-up).  The UTSA Alerts website and social media is updated, as situations warrant.

 

Confirmation of Emergency Event

The UTSA Department of Public Safety is primarily responsible for confirming a significant emergency or dangerous situation on campus that could cause an immediate threat to the health and safety of the campus community. Other departments are designated to confirm certain types of emergencies, such as a pandemic and/or adverse weather.  Upon confirmation of an immediate threat that requires an Emergency Notification, the senior ranking police officer on duty or his/her designee, has the authority to activate the initial alert. Otherwise, the Director of the Office of Risk and Emergency Management, in consultation with the Associate Vice President for Public Safety/Chief of Police and University Communications, or his/her designees will make the determination of the type of Emergency Notification, if any.

Determining Segment(s) of Campus Community to Receive Notification

The initial alert may be released campus‐wide , without delay, and taking into account the safety of the community. The content of the notification will include the type, location, date and time of the emergency situation; unless issuing a notification will, in the professional judgment of first responders, compromise efforts to assist a victim, or to contain, respond to, or otherwise mitigate the emergency. However, the Chief of Police or designee will ultimately determine whether an alert notification (Emergency Notification or Timely Warning) will be delayed.  The name(s) of victim(s) will be withheld to protect the identity of the victim(s).  Once the initial alert has been sent, members of the Department of Public Safety, Office of Risk and Emergency Management and University Communications and Marketing will collaborate, as necessary, to determine the content of follow-up messaging.  These teams will collaborate before an alert is sent if time and situation allows. 

Methods of Delivery

The University has developed a wide range of template messages addressing several different emergency situations. The individual sending the alert will select the template message most appropriate to the on‐going situation and modify it to address the specifics of the present incident. In those cases where there are no pre‐determined template messages in the system, the individual authorizing the alert will develop a message to convey the appropriate information to the community. The goal is to ensure individuals are aware of the situation and know the steps to take to protect themselves and their community.

The Associate Vice President for Public Safety and Chief of Police will notify the Senior Vice President for Business Affairs of the emergency and the Emergency Notification or Timely Warning sent by Public Safety, if any.

Testing

Members of the Office of Risk & Emergency Management (OREM) will conduct a test of all platforms of the Emergency Notification system at least once per year. The OREM will publicize emergency and evacuation procedures in conjunction with at least one test per calendar year.

Annually, members of the OREM and Department of Public Safety will coordinate an exercise (tabletop and/or full-scale).  These exercises will be documented and include the following:

  • Be scheduled;
  • Contain a drill;
  • Contain an exercise;
  • Contain follow-through activities;
  • Be designed for assessment of emergency plans and capabilities;
  • Be designed for evaluation of emergency plans and capabilities; and
  • Include a documented after-action report.

 

Sending UTSA Emergency Notifications

Police Related – The Department of Public Safety will issue an Emergency Notification through the UTSA Alert System to the campus , or segments thereof, when the situation is police related (active threat, bomb threat, civil unrest, etc.).

Campus Wide Threats/Impacts – The Office of Risk and Emergency Management will issue Emergency Notifications to the campus community when the emergency is deemed necessary and appropriate to life safety (i.e. public health emergency, serious weather conditions, business continuity issues, infrastructure failure/gas leaks, and chemical or hazardous waste spill, etc.). 
Exception: Emergencies where issuing a notification would compromise efforts to assist a victim, contain the emergency, respond to the emergency or mitigate the emergency are not subject to the emergency notification requirement.

Respond to Reports of Missing Residential Students
UTSA Housing & Residence Life and Campus Living Villages provide every student living in UTSA housing the opportunity and means to identify an individual to be contacted in an emergency, including whenever UTSA determines that a student is missing.
The UTSA Department of Public Safety shall investigate all reports of missing students and will notify and cooperate with other law enforcement agencies, as necessary, to further the investigation.

Compile, Report and Publish Fire Data
The Higher Education Opportunity Act of 2008 (HEOA) included a new requirement to report fire statistics.   OREM will produce the fire safety information to be included in the ASFSR.  The Fire Marshal shall collect and disclose fire statistics for each On-Campus student housing facility separately for the three most recent calendar years for which data are available in accordance with HEOA regulations. Each such facility must be identified in the statistics by name and street address, regardless of whether any fires have occurred.

Additionally, the Fire Marshal will provide a description of the fire safety system in each student housing facility that is included in the ASFSR.  These descriptions should include mechanisms (e.g., fire extinguishers, fire doors, posted evacuation routes, etc.) or systems related to the detection, warning and control of a fire. The Fire Safety Office will submit fire safety related information for the ASFSR to the Clery Compliance Coordinator, and for inclusion in the statistics reported to the U.S. Department of Education.

Maintain a Public Daily Crime Log
2008 HEOA requires UTSA to maintain a Daily Crime Log documenting the “nature, date, time and general location of each crime” reported to the UTSA Department of Public Safety and reports of Clery Crimes reported by local law enforcement and Campus Security Authorities within the last 60 days, and the disposition, if known, of the reported crimes. Incidents must be entered into the log within two business days of receiving the report. The Daily Crime Log is available at the UTSA Department of Public Safety located at the Bosque Building on Main Campus and the Frio Street Building at the Downtown Campus, during normal business hours. The Daily Crime Log is also available on the UTSA Department of Public Safety website. Requests for public inspection of Daily Crime Log entries beyond 60 days must be made available within two business days of the request.  Requests for Daily Crime Log entries may be made by contacting the Clery Compliance Coordinator during normal working hours.  Information on the Daily Crime Log may be temporarily withheld only if there is clear and convincing evidence that the release of information would jeopardize an ongoing investigation, jeopardize the safety of an individual, cause a suspect to flee or evade detection, or result in the destruction of evidence.  The withheld information will be included on the Daily Crime Log once the adverse effect is no longer present.

https://www.utsa.edu/publicsafety/pd/blotter/PDF/blotter.pdf

Maintain a Public Fire Log
UTSA must maintain a fire log documenting the nature of the fire, date the fire occurred, date and time the fire was reported and general location of each fire-related incident in an on-campus student housing facility reported to any UTSA official.   Incidents must be entered into the log within two business days of receiving the report and the previous 60 days of fire log entries must be available for public inspection during normal business hours.  Requests for public inspection of fire log entries beyond 60 days will be made available within two business days of the request. The Fire Log is available at Office of Risk and Emergency Management, during normal business hours.

https://www.utsa.edu/publicsafety/ehsrm/?section=fire&page=log

Records Retention

All records related to the compliance with the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act of 1998 shall be maintained for seven years and the current year.

 


X. SPECIAL INSTRUCTIONS FOR INITIAL IMPLEMENTATION


Summarizes any one-time requirements related to initial implementation.
Transfer information from your policy proposal.


XI. FORMS AND TOOLS/ONLINE PROCESSES


Contains Forms /Online Processes, or links to forms and processes, with information on how to obtain any forms or perform any online processes required for compliance with the policy.

Campus Security Authority Reporting Form -
https://cm.maxient.com/reportingform.php?UnivofTexasSanAntonio&layout_id=3


XII. APPENDIX


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