Campus Notification Protocols

UW-River Falls Protocols for Emergency Notification and Timely Warning Under the Clery Act

The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act requires institutions of higher education to provide notification of certain types "of emergencies or crimes to all members of the campus community. Under the law, there are two different categories of notifications; the Emergency Notification and the Timely Warning.

Emergency  Notification

The Clery Act requires institutions to immediately notify the campus community upon confirmation of a significant emergency, dangerous situation or crime which poses an immediate and/or continuing threat to the health or safety of students, employees or others occurring on the campus. "Immediate threat" is defined as an imminent or impending threat which could include a significant fire, outbreak of a serious illness, extreme weather conditions, gas leak, armed suspect, terrorist incident, bomb threat, civil unrest explosion, chemical spill or other dangerous situation. Taking into account the safety of the community, determine the content of the notification, determine who and what segments of the campus community will be notified.

The Chief of Police or his/her designee or University Communications is authorized to activate the Emergency Notification, without delay, when it is his/her professional opinion that a criminal, facility, or weather emergency exists that satisfies the above criteria. Any member of the police department will send Emergency Notification messages, without consultation, when emergency situations dictate that messages be sent immediately. The Associate Vice Chancellor of Student Affairs or his/her designee is authorized to activate the Emergency Notification when it is his/her professional opinion that a health emergency exists that satisfies the above criteria. If time permits the following may be consulted prior to the issuance of an emergency message:

• Chief of Police or police officer in Chief’s absence
• Marketing and University Communication Director or his/her designee
• Associate Vice Chancellor of Student Affairs or his/her designee
• Chancellor or his/her designee
• Vice Chancellor of Business and Finance or his/her designee

Notification,  unless the notification will, in the professional judgment of  responsible authorities,  compromise efforts to assist victims or to contain, respond to, or otherwise mitigate the emergency, will be provided through one or more of the following: InformaCast, email, website banner, loud speakers and/or campus phone systems as appropriate to the particular situation. Follow up information is provided as needed.

Every effort will be made to notify the Chancellor's Office and the Office of University Communications and Marketing prior to issuing an Emergency Notification, however some serious and imminent threats may not allow for that.

Timely Warning

The Clery Act requires institution s to alert the campus community to the occurrence of Clery act crimes: Criminal homicide (murder, non-negligent manslaughter , negligent manslaughter), Sex offenses (rape, fondling, incest and statutory rape) , robbery , Aggravated Assault , Burglary , Motor Vehicle theft and Arson or other serious crimes against people that occur on campus or near campus, when it is determined that the incident may pose an on-going threat to the members of the campus community certain crimes in a manner that is timely and will aid in the prevention of similar crimes. This includes crimes where the circumstances indicate that there may be a serious or continuing threat to students or employees. The decision to issue a timely warning must be decided on a case-by-case basis in light of all the facts surrounding a crime, including such factors as:

• The nature of the crime
• The continuing danger to the campus community
• The possible risk of compromising law enforcement efforts

UW-River Falls Protocol

When time permits a timely warning will be issued when at least two of the following are in agreement that such warning should be issued:          

• Chief of Police or police officer in Chief’s absence
• Marketing and University Communication Director or his/her designee
• Associate Vice Chancellor of Student Affairs or his/her designee
• Chancellor or his/her designee
• Vice Chancellor of Business and Finance or his/her designee

Notification for the campus community and which segments of the campus are impacted. The required notification will be done through email, flyers and/or postings as appropriate to the situation. Depending on the circumstances InformaCast, website banner, desktop pop up alerts on lab, classroom and administrative workstations, loud speakers and/or campus phone systems may also be appropriate to the particular situation for the notification.

The Chancellor’s Office and the Office of University Communications and Marketing will be notified prior to issuing a Timely Warning.

Record Keeping

Notification decisions will be documented and forwarded to the Clery Compliance Officer.

Annual Updates

The University Police Chief, Director of University Communications and Marketing, Associate Vice Chancellor of Student Affairs and their designees will meet annually to review this protocol, ensure compliance, and evaluate any warnings or notifications that were made.