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11745

General Counsel

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.

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.

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.

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.

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.

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.

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.

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.

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.

Original Issue Date: April 13, 2012

Issued by: Patricia Swannack, Vice President for Administrative Services

Approved by: President & Cabinet