Emergency Notification To University Administration

The purpose of this policy is to establish guidelines on what incidents require notification and who to notify when those incidents arise.

Policy: Emergency Notification To University Administration

Author: Chief Joseph M. Hallman

WILEAG Standard: N/A   

Issue Date:  October 31, 2012

Reviewed Date: March 19, 2026

Revised Date: March 19, 2026

 

Purpose:

The purpose of this policy is to establish guidelines on what incidents require notification and who to notify when those incidents arise.

Policy:

In the event that something critical happens on campus or affects the operation of the University, the On-Duty Police Officer, when situation is under control and the scene is safe to do so, shall notify a University Police Supervisor and/or the Director of Safety and Risk Management, who will in turn notify the prescribed Administrative Staff via a group text message.

Definitions:

N/A

Procedures:

1. Notification would occur during the following, but is not necessarily limited to these:
   1. Significant exposure to communicable disease
   2. Death of current students and/or staff (on and off campus)
   3. Fatal accident or serious injury accident, either vehicle or non-vehicle
   4. Fire in any structure, or serious risk to any structure
   5. Large group demonstrations that affect the operations of the University
   6. Power outage, or facility damage preventing occupancy or affecting the normal operation of the University
   7. Missing person report
   8. Suicide attempts
   9. Serious, major or violent crimes including, but not limited to :
      1. Violent crime
      2. Sexual assault or Sexual harassment
      3. Battery by stranger or results in serious injury
      4. Assault with a weapon by a stranger, or results in serious injuries
      5. Stalking
      6. Robbery, Major burglaries, or property crimes
      7. Bomb threats
      8. Hate crime
   10. Any natural disaster where it affects the operation of the University
   11. University Police injury while on duty
   12. Any incident involving the Chancellor, his/her family, or the Chancellor’s residence.
   13. University Police accident, either vehicle or non-vehicle
   14. High speed pursuits
   15. Any other situation an employee believes warrants notification
2. Under most circumstances, the responding police officer would only need to contact the Sergeant, Chief of Police, or Director of Safety & Risk Management, who will in turn notify, via group text;
   1. Chancellor
   2. Provost
   3. Vice Chancellor for Enrollment and Student Success
   4. Vice Chancellor for University Relations
   5. Vice Chancellor for Administrative Services
   6. Chief of Staff- Assistant Chancellor for Diversity, Equity, and Inclusion
   7. Assistant Chancellor- Director of Athletics and Recreation
3. Follow-up
   1. As the On-Duty officer receives further information pertinent to the incident, he/she will update the Sergeant and/or Chief of Police.  The On-Duty officer, at the very least, will complete an initial/preliminary report in the University Police Records Management System, prior to the end of shift. 
   2. The University Police Supervisor(s) and/or Director of Safety & Risk Management will provide follow-up information to those listed under section B, as the situation allows and as more information is made available.
   3. Depending on the situation, an “all clear” status will be texted to the group, upon resolution of the incident.
4. Emergency Notification regarding an Athletic Team Accident
   1. In the event that a team traveling is involved in an accident that results in injuries, someone will contact the University Police, if the incident happened during non-business hours.  The University Police should be provided with:
      1. Name of caller
      2. Team involved
      3. Contact number
      4. Location of accident
      5. Nature of the accident
      6. Extend of injuries or fatalities if known
   2. The on-duty police officer will forward the information to the Athletic Director who will implement the appropriate crisis response protocol for the incident.  The University Police may be asked to assist in gathering information.