UNIVERSITY OF PITTSBURGH POLICY 06-03-02

CATEGORY:              HEALTH AND SAFETY
SECTION:                  Campus Security
SUBJECT:                 Campus Crime Awareness: Crime Reporting, Crime Alerts, and

                                    Emergency Notification
EFFECTIVE DATE:    March 12, 2013 Revised
PAGE(S):                    1

I.    SCOPE

      This policy encourages all faculty, staff, and students to promptly report all crimes

      occurring on campus to the University of Pittsburgh Police Department (“UPPD”). 

      This policy also establishes the responsibility of the UPPD to issue timely alerts to

      the University community about specific crimes and to trigger the Emergency

      Notification System (“ENS”) under certain circumstances.  This policy is in

      accordance with the Jeanne Clery Disclosure of Campus Security Policy and

      Campus Crime Statistics Act (Clery Act); the Higher Education Opportunities Act;

      and the Pennsylvania Uniform Crime Reporting Act.

II.   POLICY

      A.   Crime Reporting.  Faculty, staff, and students are encouraged to promptly report

            all criminal incidents occurring on campus, or that involve the University

            community, to the UPPD.  UPPD police officers are responsible for responding to

            and investigating all reported crimes on campus.  UPPD police officers, themselves

            and through direct communication with federal, state and local police agencies, will

            monitor, record and respond to criminal activity in buildings or on property owned or

            controlled by the University.  All campus crimes are also reported monthly to the

            Pennsylvania State Police, and Clery Act specified crimes are reported annually to

            the U.S. Department of Education.  Annually updated information regarding crime

            reporting and security policies and procedures can be found in annual publications

            produced by each University campus.

      B.   Crime Alerts.  In the event of a reported crime, the chief of police at each campus

            is responsible for 1) determining whether a Crime Alert is required, 2) preparing the

            content of the Crime Alert, and 3) distributing the Crime Alert as promptly as

            reasonably possible to aid in the prevention of similar occurrences.  Crime Alerts

            will not be issued if, in the judgment of the chief of police at the campus, the crime

            is not considered to create a threat to the campus community.

            1.   Determination.  A Crime Alert should be issued when a serious, unresolved

                  crime is committed on or adjacent to campus and the crime creates a threat of

                  immediate physical harm to faculty, staff, or students, and the likelihood of

                  repetition is such that a report is necessary to aid in the prevention of similar

                  occurrences.  Crime Alerts will not be issued if, in the professional judgment of

                  the chief of police at the campus, the crime is not considered to create a threat

                  to the campus community.

            2.   Content.  Crime Alerts should describe the alleged actor(s), the nature, date,

                  time, and location of the crime, and the type of precautions that individuals

                  should take to prevent similar occurrences.

            3.   Distribution.  Crime Alerts are distributed to all affected administrative officers,

                  campus presidents, deans, directors, and department heads, for dissemination

                  to persons within their areas of responsibility.  In addition, Crime Alerts will be

                  made available at University buildings, posted on relevant University bulletin

                  boards, displayed for at least 30 days on the University police department’s

                  website (for example, the Oakland campus’ website at http://www.police.pitt.edu/),

                  and reported to the campus’ media relations office.  In the event these

                  communication media are unavailable, alternate posting may be made through

                  the University’s Audix system, social media, or other modes of communication.

      C.   Emergency Notification System (ENS) Messages.  ENS messages will be used to

            communicate with subscribers through voice, text, and email messages, as deemed

            appropriate by the campus chief of police and Emergency Executive in the event of

            an emergency as further described in this policy.

            1.   Determination.  The chief of police at each campus, in consultation with the

                  designated campus Emergency Executive, will determine if an ENS message

                  is deemed necessary under all of the circumstances.  Upon confirmation of a

                  significant emergency or dangerous situation involving an immediate threat to

                  the health or safety of students or employees, Pitt’s Emergency Notification

                  System (ENS) will be activated without delay, unless activation will - in the

                  professional judgment of responsible authorities - compromise efforts to assist

                  victims, or to contain, respond to, or otherwise mitigate the emergency.  In non-

                  criminal cases, other public safety officials or University medical or Environmental

                  Health and Safety officials may be consulted.

            2.   Content.  The ENS message will contain a succinct description of the emergency

                  and if possible advise recipients of actions to take.  Template, pre-scripted ENS

                  messages should be maintained for use in appropriate situations.  In criminal

                  cases, if an ENS message is issued, a crime alert will not be required.  When

                  appropriate, a message indicating resolution of the emergency situation will also

                  be issued.

            3.   Distribution.  Faculty, staff, and students may subscribe freely for this service. 

                  Each subscriber can designate up to three contact numbers and specify desired

                  receipt of text and/or voice messages.  The Emergency Notification Service is

                  designed for use with portable devices and is only one aspect of a layered

                  approach to notifying the University community of emergencies.  Other methods

                  of notification include: building fire/emergency alarms, telephone, e-mail messaging,

                  siren, public address systems, building enunciators, website announcements,

                  radio, flyers, media releases and in-person notifications.

III.   ADMINISTRATIVE RESPONSIBILITIES

      The chief of police at each campus is responsible for determining when a Crime Alert is

      required, for establishing and maintaining a system of communication and consultation to

      ensure timely distribution of Crime Alerts as necessary, and for implementing, overseeing,

      and annually testing the ENS process in coordination with the individuals or departments

      listed in this policy.

      The Emergency Executive at each campus is responsible for ensuring an adequate and

      timely consultation process exists for the approval and release of ENS messages.

      The Computing Services and Systems Development department (“CSSD”) will advertise,

      implement, oversee, and review the ENS subscription process at each campus. 

      Advertisement will be done annually through web and other marketing campaigns.  CSSD

      will provide in-house or third-party vendor telecommunications support for ENS.

      The media relations office at each campus should be available for consultation and

      assistance with publishing Crime Alerts as deemed necessary.

      Campus presidents, Deans, and Responsibility Center heads are responsible for

      ensuring pertinent Crime Alerts that they receive are disseminated to persons within

      their areas of responsibility.

IV.  DEFINITIONS

      Campus:  Any building or property owned by or controlled by the University within the same

      reasonable contiguous areas and used by it for or in support of its educational purposes.

      Emergency Executive:

            -     Oakland: Executive Vice Chancellor or Chancellor

            -     Bradford: Director, Facilities Management or President

            -     Greensburg: Vice President Academic Affairs or President

            -     Johnstown: Vice President Business and Finance

            -     Titusville:  Interim Campus Dean or President, Pitt Bradford

      Reported Crime:  A crime is "reported" when a campus police officer investigating an

      incident determines that a crime may have occurred, when a victim or witness makes a

      report of a crime to campus police, or designated campus security official other than a

      counselor as defined by the Clery Act, or a local police agency notifies the University that

      it has documented a report of a criminal offense which has occurred on “campus" as

      defined in this policy.