Dear Members of the Campus Community:
As part of our ongoing commitment to keeping our campus community safe, the University recently conducted a review and analysis of the actions taken during our shelter-in-place event on March 22-23, 2023. I realize how unsettling the events of that evening and early morning must have been for our students, families, and employees. As we strive for continuous improvement, we identified a number of action steps to implement in order to further optimize campus safety.
A key theme that emerged across constituent groups was a need to improve communication, both in process and channels. Our review identified a number of concrete steps our community can take collectively and individually to improve timely and critical dissemination of information:
- Emergency Notification System. The University utilizes an emergency notification system to provide the campus community with timely notifications for events such as closings, delayed openings, power outages, and conditions that warrant specific action be taken such as shelter-in-place or immediate evacuation. Moving forward, all students and employees will be automatically enrolled in the Emergency Notification System upon enrollment or employment with their University email, and all cell phone numbers available in our system will be added. University community members will not be able to opt out of the receipt of the email communications at a minimum. The University is also evaluating including emergency contact information provided by students and employees in the system.
- Family Communication. The University will establish an opt-in list for all parents and families so that we may deliver timely communications updates. Students will be able to register parents for the opt-in list at any point while they are actively enrolled at Monmouth. During shelter-in-place or lockdown events, the University will identify a designated reunification location for parents/friends/family members early in the crisis and communicate that location frequently.
- Communication Frequency. In addition to sharing new information or instructions as needed, ongoing updates will be shared a minimum of every 60 minutes during shelter-in-place events, lockdowns, or other active emergency events.
- Media Communication. The University will identify a designated location for members of the media.
- Alternate Forms of Communication. With the guidance of an outside consultant, explore alternate methods of audio communication (e.g., PA system, siren system, etc.) throughout campus in the event technology or power is down.
The University is also committed to ensuring optimal staffing, resources, and mutual aid coordination, both in emergent situations and daily operations, and we have identified the following action steps:
- Staffing Levels. The University will continue to assess and evaluate the number of police, dispatcher, and civilian personnel to support safety and security efforts on campus, including a review of the call-back (emergency return to campus) program for police, safety officers, and other civilian personnel.
- Outside Evaluation. The University will engage an outside consultant to conduct a threat assessment and risk analysis for those areas beyond the scope of the Monmouth University Police Department (MUPD).
- Dedicated Emergency Communication Channels. The University has installed additional dedicated phone lines for the exclusive use by emergency response personnel.
- Mutual Aid Coordination. The University will update its protocol with the Monmouth County Sheriff’s Department Office of Emergency Management to coordinate the check-in location for outside agencies providing mutual aid. The University will also evaluate ways to enhance communication among multiple responding agencies.
A key component to successful emergency response is preparedness and our review concluded the need for more training for our campus community that will enhance response, and inform and manage expectations in emergency situations. Specifically, we have committed to the following:
- Police Trainings. The University will increase active shooter training for all MUPD staff, including participation in active shooter partnership planning with the Monmouth County Prosecutor’s Office, and participation in FBI communications training.
- Student Trainings. The University will provide active shooter training to all students to help them better understand what happens and what to expect when a shelter-in-place order is activated.
- Employee Trainings. The University will offer active shooter training, including building-specific drills, to all employees during onboarding for new hires and as part of ongoing employee training.
The University will, of course, continue to assess and identify opportunities for improvement to campus safety, but I felt it was important to specify some of our action steps for you at this juncture. Thank you all for your partnership and collaboration in keeping our campus safe. If you have questions or comments, please feel free to contact me at president@monmouth.edu.
Sincerely,
Dr. Patrick F. Leahy
President