Emergency Communications Management and the Clery Act (166248302)

7/29/2019 Emergency Communications Management and the Clery Act (166248302)

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12/28/2013ELive! Webinar: Emergency Communications and the Clery Act

Mark Katsouros Director of Network Planning, Penn State

[email protected]

Emergency CommunicationsManagement & The Clery Act

• Improvements in ECM/ENS Capabilities

• Recommended Implementation Strategies,Requirements, & Desirables

• Implications of the Clery Act• Mobile ―Killer Apps‖



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Poll #1

Which best describes your interest in this webinar?(Please check all that apply.)

1. You want to learn more about recent improvements in

ECM/ENS capabilities & how they might apply to you.

2. You’re about to embark on an ENS RFP, & are interested inrecommended requirements & desirables.

3. You’re about to deploy an ENS, & are interested in

recommended implementation strategies.

4. You’re interested in implications of the Clery Act.

5. You’re interested in learning more about mobile “killer apps.”




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Within last 2-3 years: – (More-)Multi-modal (social networking, RSS, etc.)

– Geographic Information System (GIS) mapping

– Common Alerting Protocol (CAP) compliance – Single dashboard, but variant messages (for each mode)


ECM/ENS Capability Improvements



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More recently: – Additional Integrations, via EDXL,

RSS, Shib, etc.

• Sirens• (Broadcast-capable) ―Blue phones‖

• Cisco VoIP phone broadcasting (via

Singlewire)• Digital signage

• Campus websites



http://images.google.com/imgres?imgurl=http://www.popai.com/AM/Images/Digital/Cafe1.jpg&imgrefurl=http://www.popai.com/AM/Template.cfm?Section=Global_Digital_Group2&h=240&w=300&sz=50&hl=en&start=4&sig2=4K_PSnbg-6Z0TVZqEVEMWg&tbnid=YNLilZgS3qfH8M:&tbnh=93&tbnw=116&ei=mdE4Rt7uA6GkiQHYitHuDA&prev=/images?q=digital+signage&gbv=2&svnum=10&hl=en&sa=G



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More recently (cont’d): – Campus-address-friendly GIS

– More powerful message templates

– Tiered messaging

– More mobile-friendly





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Recommended Implementation Strategies

Emergency use only (no spam)Pre-approved, pre-developed

emergency templates

Text-to-speech (or, better yet,―blended‖) notifications

Opt-out (vs. opt-in) for all relevant

modes (See graph on next slide.)





Percentage of Institutions Surveyed that Use Each of Five Notification Types

Source: Casey Green of The Campus Computing ProjectTM (http://www.campuscomputing.net).





Percentage of Institutions Surveyed that Still Use ―Opt-in‖ (requiring sign-up to receive notifications)

Source: Casey Green of The Campus Computing ProjectTM (http://www.campuscomputing.net).





BrandingLeveraging the enterprise directory to

automatically create groups

Being cognizant of the methods bywhich hosted solutions prioritizemessage delivery

Not adding parents to the notificationcontacts





Weekly testing (by individual users)

Regular training (of all notifiers)

Institutional Policy on ENS use mustbe well-defined and well-documented!

Designing, implementing, & operating ina partnership between executiveinstitutional leadership, campus police,

risk, GC, UR, & IT!




Poll #2

Please answer the following policy-centric questions for your institution:

1. Do you use your ENS only for emergencies (including emergencyweather closings)? Please answer ―Yes‖ or ―No‖ (or ―Don’t know‖).

2. Who sends emergency notifications? (Please select all that apply.)(1) Police / Public Safety / Security, (2) University/PublicRelations/Communications, (3) Presidents Office, (4) Other, or (5)Don’t know?

3. Who provides follow-up communication? (Please select all thatapply.) (1) Police / Public Safety / Security, (2) University/Public

Relations/Communications, (3) Presidents Office, (4) Other, or (5)Don’t know?

4. Do you include parents of students in your emergency notificationpopulation? Please answer ―Yes‖ or ―No‖ (or ―Don’t know‖).




More Implementation Peer Data




Poll #3

Which one best describes your institution’s present

situation?

1. You DO NOT HAVE an Emergency Notification System (ENS)in place.

2. You presently HAVE an ENS in place, but it is LIMITED to oneor two modes.

3. You presently HAVE an ENS system in place that is MULTI-

MODAL, but you are looking into alternative solutions, as itgenerally IS NOT MEETING YOUR NEEDS.

4. You presently HAVE an ENS in place that is MULTI-MODAL,& it generally IS MEETING YOUR NEEDS.




Recommended Requirements

Multimodal notifications – Voice calls, textmessages (SMS/SMPP), email, RSS, &social networking

Hosted (no local hardware)

High calling capacity w/a geo-dispersed communications infrastructure

Web-accessible (for notification initiators)

Electronic notification templates Prerecorded, text-to-speech, & “blended”

(combined) notification phrases2/28/2013ELive! Webinar: Emergency Communications and the Clery Act




Ability to throttle calls based on NPA/NXX

GIS mapping

Customizable branding

Group support (campus, departments, buildings,

etc.) Customizable Caller ID

Backend data transfer automation (either real-time-transaction- or batch-based)

Segmentation of system so as to be able to providedifferent notifying constituents w/separate contacts,templates, etc.





Notification authentication – Interoperability w/Shibboleth

– InCommon federation membership

– Attributes per eduPerson SchemaNotification authorization

– Interface capabilities w/LDAP v3 per RFC4510

– Transport of data via Shibboleth




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Recommended Desirables

Tiered logicSome of the following scenarios may be mutuallyexclusive, some may work in combination. The mainidea is to provide a level of intelligence to thenotification logic that optimizes resource utilization while maximizing notification effectiveness. Thiscan best be done by recognizing both infrastructureconstraints (i.e., enterprise landline trunks) & thediversity of individual circumstances/preferences (cell

coverage issues, personal communicationpreferences, work schedules, etc). – <Tiered logic scenarios on subsequent pages.>




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– Scenario 1: Desk phones only for those who can’t be

reached by cell – Since calling many campus phones in asmall window of time can be problematic & stress localinfrastructure (or, w/throttling, simply take an unreasonableamount of time to complete), there’s a need to minimize the

number of local phones being called. Mobile phones are an

alternative, except that there are some significant pockets of low-to-no cell coverage on campus, such as in lower floors.So, when we have both a mobile & desk/work phone number for a person, it would probably make the most sense to 1st

attempt to contact the person’s cell, & only try the

desk/work phone if no live delivery could be made viacell. This tiered logic would ensure that we’re utilizing the

local landline infrastructure as effectively as possible.




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– Scenario 2: Multi-pass – It would be desirable to ensure

that a distributed 1st tier of folks (1st responders, maindepartment contacts, etc.) are contacted initially, followed byeveryone else. The idea is to maximize word of mouth,which is most effective when the initial receivers are equallydistributed.

– Scenario 3: Non-medium-specific communicationpreferences – Allow for any 1 endpoint to be specified as―primary,‖ regardless of whether a phone number, SMS or e-mail address, etc.

– Scenario 4: Time-of-day preferences – Allow the

preferences above to be specified based on time of day (&day of week).




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Additional modes – ―Sirens‖/Loudspeakers, network

pop-ups, video/CATV (digital TV & IP), instantmessaging, fire panel alarms w/voice enunciation,digital signage (including changeable message signson roads), 2-way radio, UC, etc.

(User-definable) Notification variable support (e.g., ―location‖), including speech phrase variables

(in order to be able to reuse speech phrases, such as―This is PSU Police Chief Tyrone Parham. Please

listen to this important PSU Alert.‖)




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CAP and/or EDXL compliance

National EAS compatibility

Presence support (i.e., UC/calendar integration) towards an even-smarter tiered-

logic approachCampus address (building vs. street)

support (in terms of GIS mapping)

Unlimited-usage (vs. pay-per-message) costmodel





The Clery Act1

Federal law enacted 1990 (last amended in 2000), following the murder

& sexual assault of Jeanne Clery, a freshman @ Lehigh University, &the discovery that campus had not been apprised of 38 violent crimeson campus in the 3 years preceding that attack.

Applies to all institutions receiving Federal Title IV student financial aidfunds (e.g., virtually all of higher ed).

US Department of Education (ED) is charged w/enforcement. Penalties

– Fines of $27,500/incident – May even include revocation of institutional permission to participate in all federal

student financial aid programs.

Clery Act Handbook available from ED @―http://www.ed.gov/admins/lead/safety/handbook.pdf ‖.

Why is this relevant here? The Clery Act includes a "timely warning"provision for specific enumerated crimes.

1 - Some ―Clery Act‖ slides liberally borrowed from Dr. Joe St Sauver’s―Mass Real Time Emergency Notification‖ presentation @ a recentInternet2 Member Meeting, w/his kind permission.




Timely Warning: 34cfr668.46(e)

(1) An institution must, in a manner that is timely & will aid

in the prevention of similar crimes, report to thecampus community on crimes that are –

(i) Described in paragraph (c)(1) & (3) of this section;

(ii) Reported to campus security authorities as identified under the

institution's statement of current campus policies pursuant to paragraph(b)(2) of this section or local police agencies; &

(iii) Considered by the institution to represent a threat to students &employees.

(2) An institution is not required to provide a timely warningw/respect to crimes reported to a pastoral or professionalcounselor.

[emphasis added to the above]




Section c(1) Reportable Crimes

(i) Criminal homicide:

(A) Murder & non-negligent manslaughter.(B) Negligent manslaughter.(ii) Sex offenses:

(A) Forcible sex offenses.(B) Non-forcible sex offenses.

(iii) Robbery.

(iv) Aggravated assault.(v) Burglary.(vi) Motor vehicle theft.(vii) Arson.(viii) (A) Arrests for liquor law violations, drug law violations, &

illegal weapons possession.(B) [as (A), except referred for campus disciplinary action]




Section c(3) Reportable Crimes

Reported crimes if a hate crime:

An institution must report, by category of prejudice, any crime it reports pursuant toparagraphs (c)(1)(i) through (vii) of this section, &

any other crime involving bodily injuryreported to local police agencies or to acampus security authority, that manifestevidence that the victim was intentionallyselected because of the victim's actual or

perceived race, gender, religion, sexualorientation, ethnicity, or disability.




Some Clery Act Questions

From ED Clery Act Handbook, pages 75-76:

"By now you are probably asking, "What do you mean by'timely'?" & "How do you expect me to alert everyone?" Neither theClery Act nor ED define "timely." The warning should be issued as soonas the pertinent information is available because the intent of a timelywarning is to alert the campus community of continuing threats especiallyconcerning safety, thereby enabling community members to protect

themselves. [emphasis added]

"Although the format for the warning has not been mandated, thenotice must be timely & reasonably likely to reach the entire campuscommunity & aid in the prevention of similar crimes. Therefore, timelywarnings must be issued in a manner that gets the word out quicklycommunitywide. They may be e-mailed, posted around campus, or

otherwise distributed according to your institution’s policy. A combinationof dissemination methods may be used. Timely warnings may not beissued in a manner or posted in a location that requires the campuscommunity to make requests for them or to search for them. Theresponsibility for the warning rests solely w/the institution."




Lessons Learned @ Penn State

An ED statement announcing an investigation intoPenn State's handling of the Sandusky casementions both the annual reporting & timelywarning requirements.

The investigation also reported ―a lack of awareness of child abuse issues, the Clery Act, & whistle-blower policies & protections.‖





Awareness training & clear reporting policiesare critical. (Almost all of us are mandatoryreporters.)

A handful of universities have been fined

under the Clery Act since its inception: – Virginia Tech (2007 rampage)

– Eastern Michigan University (Laura Dickinsonmurder, 2006)

– Salem International University (2005 annual report) – Mount St. Clare College / Ashford University (2000

annual report)





In the past five years, the ED has ramped up Clery Act enforcement. It

now has a staff dedicated solely to conducting investigations. It alsohas partnered w/the FBI to audit a random sample of universities, apractice that has revealed widespread problems w/crime data reporting& a lack of policies to ensure compliance.

PSU officials, including the school's president, Rodney Erickson, havepledged that Penn State will be a leader nationally in the dialogueabout and fight against child abuse.

Penn State’s Clery compliance coordinator, Gabriel Gates, said the

University ―strives to exceed the requirements of the Clery Act‖ and that

―We aim to build a higher education community standard of

excellence.‖

To read Penn State’s Annual Security Report, visit―http://www.police.psu.edu/cleryact/documents/UniversityParkPolicySaf etyU2012.pdf ‖.



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Poll #4

How well does your institution comply with theClery Act? Please answer each question with―Yes‖ or ―No‖ (or ―Don’t know‖).

1. Do you have an ENS in place that is ―timely &reasonably likely to reach the entire campus

community?‖

2. Do you have a dedicated Clery compliance

officer ?3. Do you produce an annual safety & security

report?


Free Mobile “Killer Apps”



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Free Mobile Killer Apps

Everyone Should Have

Emerg.Radio

Free





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MobileAlert





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WebMD MobileEmergency health diagnostics

First-aid feature that works w/o

an internet connection – CPR instructions

– How to put a broken arm in asling

– Etc.





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First Aid (by American RedCross)

Step-by-step instructions for

handling everyday emergenciesInstructional videos

Mostly locally-stored content

Built-in 9-1-1 & EMS callbuttons





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Hurricane, Earthquake, Wildfire(by American Red Cross)

Suite of disaster-specific apps

Disaster preparednessDisaster tracking

Evacuation routes

Etc.





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FEMADisaster preparedness

Maps of disaster shelters

Emergency numbersEtc.





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GotoAIDRuns the full gamut of medical

care—everything from bee stings tobroken bones.

Same for natural disaster preparedness—snowstorms,volcanic eruption, damn failure,

landslides, etc.Morse code translator/transmitter

No longer free.





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Emergency Flashlight A flashlight when the real thing

is unavailable

Uses phone’s camera flash. SOS feature

Beware: Prolonged use drains battery.





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Red Panic ButtonSends panic email & text

message to list of people you

set up.Sends coordinates to

emergency contacts.

Posts to Facebook & Twitter.





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Disaster ReadinessMore e-book than app.

Contains over 275,000

disaster guides—fromterrorist attacks to chemicalemergencies.

No longer free.





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Disaster Alert Created by the Pacific Disaster Center.

Alerts users to every natural disaster & "active hazards"happening on the Pacific coast.

When traveling, there’s a global view so you can see what

disasters & hazards are happening all over the world.





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AroundMeSome may not see as

emergency app, but handy

when disaster strikes.Use it to find gas stations,

hospitals, pharmacies, etc,wherever you are.




Q&A

Thank you !

http://TheRealPennState.org


Documents

Emergency Communications Management and the Clery Act (166248302)