POL 04.25.11 - Timely Warning Policy

About this Policy

Authority:
Chancellor
Responsible Office:
Police & Public Safety Department
Date Established:
12-08-2020

1. PURPOSE

1.1 The purpose of this order is to establish a policy and procedures for the issuance of timely warnings.

1.2 As required by the Jeanne Clery Campus Safety Act (Clery Act), this policy outlines the procedures that the university follows to provide a timely warning to the university community upon the discovery of information about a reported crime which may be a serious or ongoing threat to the university community.

2. POLICY

2.1 In an effort to provide timely notice to the campus community in the event a situation arises, either on or off campus, that, in the judgement of the Chief of Police or his/her designee, constitutes an ongoing or continuing threat, a campus wide “timely warning” will be issued.

2.2 In cases that pose an imminent threat to campus, the warning will be issued through the Emergency Notification System (ENS) to students, faculty, and staff.

2.3 If available, the timely warning will provide details of the crime, a description of the suspect, and information that will aid in the prevention of similar incidents, including safety information and protective steps.

2.4 Timely Warnings sent through the ENS will be limited to 256 characters (text message limits). If the available information and safety steps require additional space the Timely Warning will be sent via email, or if sent through the ENS, will be followed up with an email to provide the additional information.

2.5 University Police may omit some information from the timely warning if providing it could identify the victim or compromise law enforcement efforts to respond.

2.6 Victims can remain confidential when reporting to University or other Campus Security Authorities (CSAs).

2.7 Confidential means that internal notifications will be limited to only required departments (i.e. Office of Title IX/Clery, Vice Chancellor of Student Affairs, and University Police).

3. PROCEDURES

3.1 The timely warnings may be updated when new or more accurate information becomes available.

3.2 At minimum, timely warnings will be issued when the pertinent information is available and the following criteria is met:

3.2.1 One of the following Clery crimes is reported in good faith:

3.2.1.1 Criminal homicide, including: Murder and Manslaughter;

3.2.1.2 Sex offenses, including: Rape, Fondling, Incest, and Statutory Rape;

3.2.1.3 Robbery;

3.2.1.4 Aggravated assault;

3.2.1.5 Major Incidents of Arson; and

3.2.1.6 Other crimes, as deemed appropriate; and

3.2.2 The crime is reported by the victim to a Campus Security Authority (CSA) or local/state/federal law enforcement agencies that forwards the information to the University Police for evaluation and dissemination;

3.2.3 The crime occurs within the university’s Clery geography;

3.2.4 The perpetrator has not been apprehended; and

3.2.5 The university determines the incident represents a serious or ongoing threat that poses a substantial risk to the physical safety and/or the property of the campus community; or

3.2.6 The crime represents a pattern that has occurred two or more times within a specific area or shortened/condensed period of time.

3.3 All available information known at the time will be taken into consideration when evaluating the need for a timely warning. Those considerations include, but are not limited to:

3.3.1 The nature and seriousness of the crime;

3.3.2 When and where the incident occurred;

3.3.3 When it was reported;

3.3.4 The duration of time between the occurrence and the report;

3.3.5 The relationship between the victim and perpetrator;

3.3.6 The patterns or trends of other incidents;

3.3.7 The continuing danger to the campus community; and

3.3.8 The risk of compromising law enforcement efforts or identifying the victim.

3.4 Although each case will be evaluated on an individual basis, timely warnings may not be issued when:

3.4.1 A report is filed more than seven (7) calendar days after the date of the alleged incident;

3.4.2 The pertinent information has not been acquired;

3.4.3 The suspect has been apprehended and there is no ongoing threat to the campus community;

3.4.4 The report is not made in good faith;

3.4.5 There is a possible risk of compromising law enforcement efforts; or

3.4.6 The report does not pose an ongoing threat to the campus.

4. WEATHER ALERTS

4.1 Timely Warnings will also be issued for severe weather events which impact the campus as declared by the National Weather Service.

4.2 If there is sufficient time for the Initial Threat Assessment Group (ITAG), as defined in Policy 04.25.03, to evaluate the National Weather Service’s declaration; the ITAG shall meet to recommend a course of action to the chancellor. If the severe weather event is deemed a threat to the campus, a timely warning shall be issued.

4.3 If the National Weather Service declaration indicates an immediate threat (e.g., Tornado Warning for Robeson County), an emergency notice (as defined in Policy 04.25.10) shall be issued.

5. ROLES AND RESPONSIBILITIES

5.1. The Chief of Police is designated as the campus emergency alert authority.

5.1.1 The Chief of Polic shall have primary responsibility for determining if a Timely Warning related to criminal activity is to be sent following the procedures under Section 3 of this policy.

5.1.2 If time allows, the Chief of Police will consult with the Clery Compliance Coordinator, the Chancellor and the Executive Director of Marketing and Communications regarding the Timely Warning.

5.2 Telecommunicators

5.2.1 All telecommunicators in the UNC Pembroke Department of Police and Public Safety shall have the ability to “issue” timely warnings through the ENS or email.

5.3. University Communications and Marketing

5.3.1 The Executive Director of University Communications and Marketing and two designees within the Division of University Communications and Marketing shall have the ability to “issue” timely warning through the ENS or email.

5.4 Clery Compliance Coordinator

5.4.1 The Clery Compliance Coordinator shall advise the campus emergency alert authority on Timely Warning requirements and may help review specific incidents on the need for a timely warning and the information the timely warning may contain.

5.5 Campus Security Officials

5.5.1 Campus Security Officials consist of the following roles and positions: University Police; non-police security staff responsible for monitoring university property; people/offices designated under policy as those to whom/which crimes should be reported; and officials with significant responsibility for student and campus activities.

6. Issuing the Timely Warning

6.1 If a situation presents an immediate threat to the campus community, the notice will more likely be an emergency notification, issued in accordance with Policy 04.25.10.

6.2 Timely Warnings therefore by definition allow for greater time to consider the circumstances and craft the text of the Timely Warning. The Chief of Police shall work with University Communications and Marketing on the text of a Timely Warning as time permits.

Related Policies:

Additional References: