• Timely Warning Policy

    Office of the General Counsel

    (Hawk Safety Alert)

    Purpose
    Nature of Crime/Incident
    Location
    Continued Threat
    Procedures
    Content of Timely Warning
    Status Updates
    Reporting
    Campus Security Authorities
    Community Members
    FERPA

    PURPOSE

    In compliance with the Jeanne Clery Disclosure of Campus Security Policy & Campus Crime Statistics Act (Clery Act), Monmouth University shall issue Timely Warnings (Hawk Safety Alerts) to notify members of the University community about certain crimes/incidents as defined in the Clery Act and as set forth in Monmouth University’s Reporting Crimes for Annual Security Report (Clery Act) Policy, as well as, non-Clery Act crimes/incidents.   Hawk Safety Alerts shall be issued in a manner that is timely and will aid in the prevention of similar crimes/incidents when such crimes/incidents occur on the Monmouth University campus or in close proximity to the campus, and when the crime represents a serious or continuing threat to students, employees and members of the University community.

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    Timely Manner

    A Hawk Safety Alert shall be issued in a timely manner in order to enable the campus community to protect themselves and shall be issued, on a case-by-case basis, as soon as the pertinent information is available, in light of all facts surrounding the crime/incident.  

    Criteria

    In compliance with the Clery Act, the following criteria will be evaluated to determine if a Hawk Safety Alert shall be issued:

    Nature of the Crime/Incident  

    Hawk Safety Alerts may be issued for certain crimes/incidents as defined in the Clery Act and as set forth in Monmouth University’s Reporting Crimes for Annual Security Report (Clery Act) Policy. Timely warnings may be issued for threats to persons or threats to property.

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    Geographic Location  

    Timely warnings may be issued for any Clery Act crime which occurs: (1) on campus,

    (2) on public property within or immediately adjacent to the campus (or in an area frequented by University students), and (3) in or on noncampus buildings or property that Monmouth University owns or controls and such crimes been reported to the Monmouth University Police or a Campus Security Authority.

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    Continued Threat or Danger to the Campus Community  

    The University shall consider whether or not the crime/incident represents a serious or ongoing threat to the University community.  Such situations shall be evaluated on a case-by-case basis taking into account: the need to alert the campus community in order to enable people to protect themselves; to aid in the prevention of similar crimes/incidents;  and the continuing danger to the University community; and the risk of compromising law enforcement efforts to resolve the case in a timely manner.  The possible risk of compromising law enforcement efforts to resolve the case in a timely manner may also be considered; however, in the event of a serious or continuing threat to students or employees, a timely warning shall be issued, but the timely warning shall not require the disclosure of specific law enforcement efforts which could compromise an ongoing criminal investigation.

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    PROCEDURES 

    Determination

    The Chief of Police or his designee (Shift Supervisor), upon review of all available information, is responsible for making the determination if a Hawk Safety Alert is appropriate.

    The Chief of Police or his designee (Shift Supervisor) shall then notify the Vice President for Administrative Services and the Vice President of Student and Community Services (or their designees) and advise them of the crime(s)/incident(s) and circumstances that warrant the issuance of the Hawk Safety Alert.  Once agreed upon, the Hawk Safety Alert shall be issued. If there is a question or disagreement on whether the Hawk Safety Alert should be sent out, the Vice President and General Counsel shall be consulted.

    Method

    The Hawk Safety Alert shall be issued using a method that allows for the prompt notification of the University community.  Methods of dissemination may include, but are not limited to, e-mail, voicemail, emergency notification system and the Monmouth University Police website.  Hawk Safety Alerts shall include information which would promote safety and aid in the prevention of similar crimes/incidents.

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    Content of a Timely Warning

    Hawk Safety Alerts shall contain in the subject line the phrase “Hawk Safety Alert” and the type of alert “Imminent On-Campus Threat”, “Non-Imminent On-Campus Threat”, or “Informational Alert”. The timely warning shall include information that would aid in the prevention of similar crimes and enable the members of the campus community to protect themselves. The body of the notification shall include, but not be limited to: 

    • A succinct description of the incident and/or type of crime including location, date and time of occurrence and reported offense;
    • A physical description of the suspect including gender, age, height, weight, hair color, race and other distinguishing characteristics if available and accompanied by other description characteristics;
    • A composite drawing of the suspect or photograph if available;
    • A description to an apparent connection to previous incidents if applicable;
    • Race of the victim, but only if there is an apparent bias motive;
    • Sex of the victim, if relevant;
    • Notice to the campus community to use caution and the provision of safety and/or crime prevention tips;
    • Other relevant and pertinent information such as weapons and vehicles involved, if applicable.

     

    The notification posted on the Monmouth University Police Department website shall include any suspect information, such as available description of the suspect that is not included in the campus e-mail alert.

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    Status Updates

    When appropriate, status updates as to the resolution and/or disposition of the crime /incident will be similarly disseminated and updated as soon as possible.

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    Reporting

    Campus Security Authorities  

    It is the responsibility of Campus Security Authorities to notify the University Police when they become aware of any incidents that are suspected to be crimes or alleged to be crimes.

    Community Members  

    Community members who know of a crime or other serious incident are encouraged to report that incident as soon as possible to the Monmouth University Police so a determination can be made whether to issue a Hawk Alert.

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    The Family Educational Rights & Privacy Act (FERPA) and the Timely Warning Requirement

    Although personally identifiable information is generally precluded from disclosure, FERPA does not preclude the University from releasing information necessary for the purposes of a timely warning.  Information may be released in an emergency situation without consent to protect the health and safety of others.

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    Original Issue Date: April 13, 2012

    Issued by: Patricia Swannack, Vice President for Administrative Services

    Approved by: President & Cabinet