Timely Warnings Procedure

Purpose

The purpose of this procedure is to ensure the issuance of timely warnings about crimes that pose a serious or ongoing threat to Minnesota State Community and Technical College’s campus community. The intent of a timely warning is to enable people to make informed decisions so they can best protect themselves.

Definitions

Timely Warning

A notification to the College community about a recent, ongoing and/or potential crime or safety concern.

Campus Community

Includes all students and employees associated with one of the physical campuses.

Clery Act

Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. Refers to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, a federal consumer protection law requiring colleges and universities to report campus crime data, support victims of violence, and publicly outline the policies and procedures in place to improve campus safety.

Clery Act Crime

Crimes as defined by the Clery Act that occur within the College’s Clery geography.

Clery Geography

Identifies physical areas that require crime data to be reported if it occurs within the identified space, including the College’s physical location, public property within or immediately adjacent to the campus and the non-campus buildings or properties that are owned, operated, or controlled by the College.

Campus Security Authority (CSA)

The following staff are Campus Security Authorities (CSA): academic deans, dean of students, director of student success, student life/engagement directors, athletic/coaching staff, professional housing and residential life staff, club/organization advisors and security officers.

Procedure

As required by the Clery Act, the College will take the following steps to issue timely warnings when a Clery Act crime has occurred within, or poses a threat to, the campus’ Clery geography:

1. A possible Clery Act crime is reported to the vice president of finance and facilities by campus security, a campus security authority or local law enforcement.
2. The vice president of finance and facilities reviews the report to determine the appropriate warning.
3. If warranted, the vice president of finance and facilities issues a warning using the College’s Star Alert emergency notification system and/or via email within the required two-hour timeframe.

If the vice president of finance and facilities is not available when the Clery Act crime is reported, the vice president of human resources will be the designated College official who reviews the report and sends the notification.

Notifications

Timely warnings required by the Clery Act shall include, at minimum:

• Information about the crime that triggered the warning. This information shall not interfere with the protection of any victim and/or law enforcement efforts.
• Information that would promote safety and aid in the prevention of similar crimes.
• Campus and local emergency contact information.

Although not required by the Clery Act, notifications for other non-criminal safety concerns shall be made on a case-by-case basis after considering the following:

• The nature of the crime or safety concern.
• The continuing danger to the campus community.
• The possible risk of compromising law enforcement efforts.
• The timeliness of campus officials becoming aware of a crime or safety concern.

Responsibility

Director of Safety and Emergency Preparedness

Developing timely warning notices for the College to notify members of the College community of serious crimes that occur on campus within the Colleges’ Clery geography, when it is determined that the incident may pose an ongoing threat to members of the College community.

Campus Security Authority

Reporting all Clery Act crimes to the vice president of finance and facilities.

Vice President of Finance and Facilities

Determining if the reported crime requires a timely warning, and, if it does, sending it out within two hours.

Vice President of Human Resources

In the absence of the vice president of finance and facilities, determining if the reported crime requires a timely warning, and, if it does, sending it out within two hours.

Vice President of Student Affairs

Notifying the vice president of finance and facilities of any Clery Act crimes that occur in student housing.

Dean of Student Services

Notifying the vice president of student affairs of any Clery Act crimes that occur in student housing.

Clery Compliance Officer

Ensuring the incident gets logged in the daily crime log and annual report as needed.