In compliance with the Jeanne Clery Disclosure of Campus Security Policy and 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 Campus Crime Statistics (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.
I. 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.
II. Criteria
In compliance with the Clery Act, the following criteria will be evaluated to determine if a Hawk Safety Alert shall be issued:
A. 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.
B. Geographic Location
Timely warnings may be issued for any Clery Act crime that 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 non-campus buildings or property that Monmouth University owns or controls and such crimes have been reported to the Monmouth University Police or a Campus Security Authority.
C. 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; the need to aid in the prevention of similar crimes/incidents; 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.
III. Procedures
A. Determination
The Monmouth University Chief of Police or his or her designee (Shift Supervisor), upon review of all available information, is responsible for making the determination if a Hawk Safety Alert is appropriate.
The Monmouth University Chief of Police or his designee (Shift Supervisor) shall then notify the Vice President of Student Life (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 alert shall be issued. If there is a question or disagreement on whether the alert should be sent out, the Clery Compliance Officer and/or the Vice President and General Counsel shall be consulted.
B. Method
The Hawk Safety Alert shall be issued using a method that allows for the prompt notification of the appropriate segments of the University community. Methods of dissemination may include, but are not limited to, email, voicemail, emergency notification system, and the Monmouth University Police Department website. Hawk Safety Alerts shall include information that would promote safety and aid in the prevention of similar crimes/incidents.
C. Content of a Timely Warning
Hawk Safety Alerts shall contain in the subject line the phrase “Hawk Safety Alert” and the type of alert (e.g., “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 suspects 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 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 email alert.
IV. 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.
V. Reporting
A. 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.
B. 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 Department so a determination can be made whether to issue a Hawk Safety Alert.
VI. The Family Educational Rights and 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.