Timely Warning & Security Announcements Procedure

Purpose:

This procedure describes how the Winona State University (WSU) Director of Security or designee distributes Timely Warning notifications and Security Announcements to help WSU campus community members protect themselves, to aid in preventing crimes, and to protect against specific threats occurring on WSU Clery Act geography.

Procedure:

A. Background

The issuance of timely warning notification is decided on a case-by-case basis in light of all the facts surrounding a crime, including factors such as the following:

• the nature of the crime or threat

• the continuing danger to the campus community

• the risk of compromising law enforcement efforts

The timely warning notice includes information promoting safety and aiding in preventing similar crimes or protecting against specific threats. Timely warning notices are disseminated campus wide to students, faculty, and staff using the WSU email system.

B. Procedure

When a crime is reported to the university by a campus security authority (CSA) or local law enforcement agency within WSU Clery Act geography, the Director of Security or designee will, determine whether the crime constitutes a serious or continuing threat to students and employees and issue a campus-wide timely warning notification if appropriate. When time permits the Director of Security or designee may consult with responsible authorities (Associate Director of Security, Director of Communications & Marketing or designee, Title IX Coordinator) prior to issuing the timely warning notification.

The Director of Security or designee drafts an email containing the proposed timely warning notice and may seek assistance, when time permits, from members of the Marketing and Communications office, Title IX Coordinator, or other WSU departments deemed necessary. The Director of Security or designee transmits the timely warning notice via blast email to WSU email recipients. Updates to the WSU community about any case resulting in a timely warning notice are distributed electronically via blast email. Timely warning notices are intended to be issued as soon as possible after an incident has occurred and been reported to the university. A timely warning notification may no longer be issued if more than 7 calendar days have elapsed since the reported incident occurred. Until the investigation of the specific act has been concluded, it can be assumed that conditions may continue to exist that pose a threat to members and guests of the campus community.

Timely warnings are typically issued for the following Uniform Crime Reporting Program (UCR)/National Incident Based Reporting System (NIBRS) crime classifications:

• Murder/Non-Negligent Manslaughter

• Aggravated Assault (cases involving assaults among known parties, such as two roommates fighting which results in an aggravated injury, will be evaluated on a case-by-case basis to determine if the individual is believed to be an ongoing threat to the larger WSU community)

• Robbery involving force or violence (cases including pick pocketing and purse snatching will typically not result in the issuance of a Timely Warning Notice, but will be assessed on a case-by-case basis)

• Sexual Assault (considered on a case-by-case basis depending on the facts of the case, when and where the incident occurred, when it was reported, and the amount of information known by the Director of Security or designee). In cases involving sexual assault, which are often reported after the incident occurred, it may not be possible to distribute a “timely” warning notice to the community. All cases of sexual assault, including stranger and non-stranger/acquaintance cases, will be assessed for potential issuance of a Timely Warning notice.

• Major incidents of arson

• Other Clery crimes as determined necessary by the Director of Security or designee

The timely warning notice will include the following information:

• Type of crime committed

• The date when the crime occurred

• The date the crime was reported to WSU

• Location the crime took place on WSU Clery geography

• Additional information that may enable campus community members to protect themselves and aid in the prevention of similar crimes and protection against specific threats

The university may, in appropriate circumstances, include personally identifiable information in a timely warning notification. Such information may be released in health and safety emergencies according to the Family Educational Rights and Privacy Act (FERPA) regulation 34 CFR 99.36.

The Director of Security or designee may distribute security announcements for other crime classifications and off-campus locations, when necessary. Notices are distributed as soon as pertinent information is available.

WSU is not required to issue timely warning notifications for crimes reported to a pastoral or professional counselor.

Related Documents:

• WSU Annual Security and Fire Safety Report

• WSU 2-24 Campus Security Authority (CSA) Policy

 

Related definitions:

[2-22] Campus Security Authority (CSA):

An individual responsible for reporting allegations of Clery Act crimes that are reported to them in their capacity as a CSA. A CSA is identified as anyone in the following categories:

1. A member of the campus police department or campus security department of an institution, e.g., any member of WSU’s Security Department.

2. An individual who is responsible for campus security but is not part of a campus police department or a campus security department (e.g., an individual who is responsible for monitoring the entrance into institutional property).

3. Any individual or organization specified in an institution’s campus security policy as an individual or organization to which students and employees should report criminal offenses (WSU Primary CSAs).

4. An official of an institution who has significant responsibility for student and campus activities, including, but not limited to, student housing, student discipline and campus judicial proceedings.

[2-22] Clery Act:

A federal statute codified at 20 U.S.C. § 1092(f), with implementing regulations at 34 C.F.R. 668.46. The law requires colleges and universities to report campus crime data, support victims of violence, and publicly outline policies and procedures in place to improve campus safety.

[2-22] Clery Act Crimes:

The Clery Act lists crimes requiring notification, including the following: murder, non-negligent manslaughter, and manslaughter by negligence; rape, fondling, incest, and statutory rape; robbery, aggravated assault, burglary, motor vehicle theft, and arson; arrests and referrals for disciplinary actions including liquor law violations, drug law violations, and illegal weapons possession; hate crimes including larceny-theft, simple assault, intimidation, and destruction / damage / vandalism of property; and dating violence, domestic violence, and stalking.

[2-22] Clery Act Geography:

Campus property, public property within or immediately adjacent to the campus, and non-campus buildings or property that the institution owns or controls.

[2-22] Family Educational Rights and Privacy Act (FERPA):

A United States federal law (20 U.S.C. § 1232g; 34 CFR Part 99) that governs the access to educational information and records by public entities such as potential employers, publicly funded educational institutions, and foreign governments

[2-22] National Incident Based Reporting System (NIBRS):

An incident-based reporting system used by law enforcement agencies in the United States for collecting and reporting data on crimes. Local, state, and federal agencies generate NIBRS data from their records management systems.

[2-22] Timely Warning Notification:

An alert sent to the campus community when a Clery Act crime occurs on WSU Clery Act geography that is reported to the University and is considered by the institution to represent a serious or continuing threat to students and employees.

[2-22] Uniform Crime Reporting Program (UCR):

A nationwide, cooperative collection of statistics from law enforcement agencies voluntarily reporting data on crimes brought to their attention.

Authorizing Policy:

• 2-22 Timely Warning & Security Announcements Policy

History:

Adoption date: 07/02/2024
Implementation date: 07/01/2024