emergency communications management & the clery act

1 2/28/2013ELive! Webinar: Emergency Communications and the Clery Act

Mark KatsourosDirector of Network Planning, Penn State

[email protected]

Emergency Communications Management & 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 in recommended 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.”

2/28/2013ELive! Webinar: Emergency Communications and the Clery Act

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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



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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 templatesText-to-speech (or, better yet,

“blended”) notificationsOpt-out (vs. opt-in) for all relevant

modes (See graph on next slide.)


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Percentage of Institutions Surveyed that Use Each of Five Notification Types

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


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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).


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BrandingLeveraging the enterprise directory to

automatically create groupsBeing cognizant of the methods by

which hosted solutions prioritize message delivery

Not adding parents to the notification contacts


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Weekly testing (by individual users)Regular training (of all notifiers)Institutional Policy on ENS use must

be well-defined and well-documented!Designing, implementing, & operating in

a partnership between executive institutional leadership, campus police, risk, GC, UR, & IT!


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Poll #2

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

1.Do you use your ENS only for emergencies (including emergency weather 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/Public Relations/Communications, (3) Presidents Office, (4) Other, or (5) Don’t know?

3.Who provides follow-up communication? (Please select all that apply.) (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 notification population? Please answer “Yes” or “No” (or “Don’t know”).


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More Implementation Peer Data


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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 one or two modes.

3.You presently HAVE an ENS system in place that is MULTI-MODAL, but you are looking into alternative solutions, as it generally IS NOT MEETING YOUR NEEDS.

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


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Recommended Requirements

Multimodal notifications – Voice calls, text messages (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

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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 provide

different notifying constituents w/separate contacts, templates, etc.


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Notification authentication– Interoperability w/Shibboleth– InCommon federation membership– Attributes per eduPerson Schema

Notification authorization– Interface capabilities w/LDAP v3 per RFC

4510– Transport of data via Shibboleth


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Recommended Desirables

Tiered logicSome of the following scenarios may be mutually

exclusive, some may work in combination. The main idea is to provide a level of intelligence to the notification logic that optimizes resource utilization while maximizing notification effectiveness. This can best be done by recognizing both infrastructure constraints (i.e., enterprise landline trunks) & the diversity of individual circumstances/preferences (cell coverage issues, personal communication preferences, 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 a small window of time can be problematic & stress local infrastructure (or, w/throttling, simply take an unreasonable amount 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 via cell. 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, main department contacts, etc.) are contacted initially, followed by everyone else. The idea is to maximize word of mouth, which is most effective when the initial receivers are equally distributed.

– Scenario 3: Non-medium-specific communication preferences – 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), instant messaging, fire panel alarms w/voice enunciation, digital signage (including changeable message signs on 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 approach

Campus address (building vs. street) support (in terms of GIS mapping)

Unlimited-usage (vs. pay-per-message) cost model



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 crimes on campus in the 3 years preceding that attack.

Applies to all institutions receiving Federal Title IV student financial aid funds (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 recent Internet2 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 the campus 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 warning w/respect to crimes reported to a pastoral or professional counselor.

[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 to paragraphs (c)(1)(i) through (vii) of this section, & any other crime involving bodily injury reported to local police agencies or to a campus security authority, that manifest evidence that the victim was intentionally selected because of the victim's actual or perceived race, gender, religion, sexual orientation, 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 the Clery Act nor ED define "timely." The warning should be issued as soon as the pertinent information is available because the intent of a timely warning is to alert the campus community of continuing threats especially concerning safety, thereby enabling community members to protect themselves. [emphasis added]

"Although the format for the warning has not been mandated, the notice must be timely & reasonably likely to reach the entire campus community & aid in the prevention of similar crimes. Therefore, timely warnings must be issued in a manner that gets the word out quickly communitywide. They may be e-mailed, posted around campus, or otherwise distributed according to your institution’s policy. A combination of dissemination methods may be used. Timely warnings may not be issued in a manner or posted in a location that requires the campus community to make requests for them or to search for them. The responsibility for the warning rests solely w/the institution."


Lessons Learned @ Penn State

An ED statement announcing an investigation into Penn State's handling of the Sandusky case mentions both the annual reporting & timely warning requirements.

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



Awareness training & clear reporting policies are critical. (Almost all of us are mandatory reporters.)

A handful of universities have been fined under the Clery Act since its inception:– Virginia Tech (2007 rampage)

– Eastern Michigan University (Laura Dickinson murder, 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 also has partnered w/the FBI to audit a random sample of universities, a practice 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, have pledged that Penn State will be a leader nationally in the dialogue about 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/UniversityParkPolicySafetyU2012.pdf”.

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Poll #4

How well does your institution comply with the Clery 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?


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Free Mobile “Killer Apps” Everyone Should Have

Emerg.

Radio

Free


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Mobile

Alert


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WebMD MobileEmergency health diagnosticsFirst-aid feature that works w/o an internet connection

– CPR instructions– How to put a broken arm in a

sling– Etc.


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First Aid (by American Red Cross)Step-by-step instructions for handling everyday emergenciesInstructional videosMostly locally-stored contentBuilt-in 9-1-1 & EMS call buttons


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Hurricane, Earthquake, Wildfire

(by American Red Cross)Suite of disaster-specific appsDisaster preparednessDisaster trackingEvacuation routesEtc.


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FEMADisaster preparednessMaps of disaster sheltersEmergency numbersEtc.


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GotoAIDRuns the full gamut of medical care—everything from bee stings to broken bones.Same for natural disaster preparedness—snowstorms, volcanic eruption, damn failure, landslides, etc.Morse code translator/transmitterNo longer free.


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Emergency FlashlightA flashlight when the real thing is unavailableUses 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—from terrorist attacks to chemical emergencies.No longer free.


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Disaster AlertCreated 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.


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Q&A

Thank you!

http://TheRealPennState.org2/28/2013ELive! Webinar: Emergency Communications and the Clery Act

emergency communications management & the clery act

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