UWC - Campus Security Act Committee Minutes
July 15, 2009

PRESENT:  Michael Hughes, Bob Pratt, Joe Van Deusen, Jennifer Bailey, Beverly Malone

CRIME STATISTICS:
- Mike presented the updated statistics Yr 2006 – 2008 for the Campus Map:
 ·Beverly will update the Campus Map with Statistics and attach to the end of the on-line report
 ·Beverly will check with Leah Campbell for the latest version of the campus map

CLERY ACT COMPLIANCE:
- Mike reported meeting with Bob to resolve all open issues:
·Interpretation of on-campus vs. non-campus for the Campus View area has been determined as on-campus for reporting purposes:
·Mike confirmed a contract agreement exists between the University and Neal Hatcher, owner of Campus View
·Bob discussed meeting with Marc Cardinalli to determine proper interpretation of the Clery definitions of thefts and burglaries, to insure proper recording of incidents
- Mike asked for any comments on the Final Report Draft, e-mailed to members prior to the meeting:
·Bob discussed and confirmed the sections on the University’s alert siren, important contact telephone numbers and the Portsmouth Police Department as the source for crime statistics.
·Timely Warning - Bob indicated the use of the SSU Alert System was appropriate for Timely Warning.  Prior discussions removed a “within 30 minutes” comment.
·Rights of Accuser – Mike determined since this is not included in our SSU policy, we would not be required to address this in the annual report.
- Committee agreed to ask Marc Cardinalli to review the Final Report Draft prior to submission to Dr. Morris with a deadline for response.
- Distribution of Final Approved Report:
·Mike will check with Bane Silvia concerning the need to distribute hard copies of the report and how HR presents the report to new employees
·Committee agreed an electronic distribution would be the preferred method to avoid additional expense
·Since the report was sent to Elaine in prior years, the final report will be sent to Beverly

CAMPUS SECURITY ACT:
- Discussion of what changes are needed for next year:
·Plans are to continue with current guidelines while working toward the following year’s known changes for Fire/Safety, Missing Persons, MOU, etc.
·The Dept of Ed is still determining what will be required for next year’s reporting based on universities questions asking for clarification. Bob to keep abreast of the decisions.
·Mike is recommending that Bob, now that he has been on campus for over a year and has been actively following the Amendment Act changes, be appointed chair.
·Mike is also recommending that an administrative member of Student Housing be added to the Committee since most of the disciplinary action occurs in the residence halls as well as the new fire safety reporting relates primarily to the residence halls.
·Mike to send the final report and recommendations to Dr. Morris by the first of August.

 

UWC-Campus Security Act Committee Minutes
July 1, 2009

PRESENT:  Michael Hughes, Bob Pratt, Joe Van Deusen, Jennifer Bailey, Beverly Malone

CLERY ACT COMPLIANCE:
- Bob distributed copies of the Clery Act Compliance Checklist and handouts from his Clery Act Training session.
- Discussion of campus boundaries:
 Bob suggested leaving the boundaries the same as the prior year for the Yr 2008 reporting criteria
Joe discussed updating a campus map to show current boundaries and a second line for the Trainers recommended changes
Mike suggested that the boundaries then be walked to affirm which would be used next year
Committee agreed the definition of “on-campus” was property owned or controlled by the university
Campus View is owned by a private individual with a contract with the university
The Security Department responds to emergency calls and maintains security patrols of this area
For Yr 2008, the only change from the prior year reporting will be to consider Campus view as “non-campus”
Mike asked Bob to review the Clery Handbook to confirm that it is the Dept. of Education’s interpretation
The south boundary was noted as including the area to the river due to the SSU levee walkway connection
The south boundary was included in the prior year crime statistics
The committee agreed to “error on the side of caution” for Yr 2008 reporting

CRIME STATISTICS:
- Yr 2008 Crime Statistics were reviewed:
o Bob asked University Counsel for a review of the definitions of thefts versus burglaries to insure the incidents are listed properly
o Mike presented the question of how incidents are handled when RA’s turn over drugs taken from residents during disciplinary actions
o Disciplinary statistics were presented by Mike:
§ On-Campus – Alcohol 52, Drugs 18, Weapons 0  -- All occurred in Residence Halls
§ Public – Alcohol 1, Drugs 0, Weapons 0
§ Non-Campus – all zero
o Bob was asked to identify locations of crimes committed for the campus map

FIRE SAFETY:
- For Yr 2010, a Fire Log will be required
o Joe will begin collecting this data now to work through the definitions of the future requirement
o Joe also passed out an example report using the stats for this year

MEMORANDUM OF UNDERSTANDING:
- Bob reported no progress due to conflicts within the Portsmouth Police Department

CLERY RESPONSIBILITIES / CHECKLIST:
- Responsibility to Report was defined as any SSU staff having authority over students; includes coaches and faculty functioning as advisors over student groups or organizations.  It was noted the general faculty was exempt from this responsibility.
- Frequency of crime prevention programs offered – since this varies year to year, frequency of an event would not be identified
- Timely Warnings will be issued by the Security Department
- Security Department will be responsible for annual statistics
- Identify Source of Statistics – we will list the Portsmouth Police Department, not specific names
- Hate Crimes breakdown – we will use a narrative approach to show categories when crimes do occur
- The Chief of Security reviews the Portsmouth Police Log daily
- Rights of the Accuser – Mike asked Bob to review if further clarification needs to be added
               
NEXT MEETING:
- Bob and Mike to meet prior to the next meeting to review the statistics and report in order to finalize and send to the Committee for review prior to the next meeting
- Next meeting in 2 weeks.  Scheduled for Wednesday, July 15th from 9:00 a.m. – 11 a.m. in the President’s Conference Room.
 

UWC - Campus Security Act Committee Minutes
June 24, 2009

CLERY ACT TRAINING:
- Bob  reported on his two day training program last week on the Clery Act and the new Amendments:
o Bob passed out copies of the power-point presentations for all members to review
o October 1, 2010 is the date set for submitting the annual report with the new data included
o There is still discussion on-going between the universities and the Department of Education on several issues
o New crimes to be reported are to only be included in the ‘Hate Crime’ section
o Joe has agreed to take on the new Fire Safety sections and has begun to collect data
o Bob noted two issues brought up by the trainers that the committee discussed specifically:
§ It was recommended that the university shrink its ‘Public Property’ reporting area. It was decided to keep the current boundaries for this year. However, the committee agreed to walk the boundaries to get a better idea of the recommendations made.
§ It was also recommended that the university be more specify on who specifically is to report crimes, make Timely Warnings, etc. in the report. Bob to draft a letter informing those staff of their specific responsibilities per the Clery Act.

MEMORANDUM OF UNDERSTANDING:
- Bob met with the Portsmouth Police Department (PPD) and began discussions of creating a formal agreement between Shawnee State University and the PPD.


CRIME STATISTICS:
- Bob has completed his review of the Campus Security Incident reports. He is in process of finalizing the PPD reports for “Public Property’ incident reports. Bob will have these reports done by the end of the week. If there are any incidents where it is unclear if they meet the reporting criteria, Bob will meet with University Counsel and resolve.
- Bob was asked to identify the location of each reportable on-campus crime to be included on the campus map.
- Michael noted that in the Student Code of Conduct Disciplinary Report, Dr. Settle adjudicated numerous physical assault cases. It needs to be determined if these assaults were simple or aggravated in order to include in the crime stats. Michael will meet with Dr. Settle.

REPORT UPDATE:
- Michael has completed his sections of the report and made changes where necessary. Bob stated that there appears to be no changes in his sections, but will double-check.

REVIEW OF SSU’S CLERY ACT COMPLIANCE:         
- Bob reported that the trainers at the conference reviewed each universities CSA Report for compliance with the Clery Act. Only three items were identified on SSU’s report that needed to be added:
o A policy encouraging pastoral and professional counselors to inform students of the confidential crime reporting procedures. It was noted that in our report, students are informed of this but there is no written policy.
o SSU’s report lists the Crime Prevention Programs that are offered each year to the campus community. However., it was recommended that we include the frequency with which each program is offered.
o Although under the university’s Sexual Assault policy, the rights of the victim are included; it was recommended that the sanctions imposed on the accused be specifically identified.
- The trainers made several additional suggestions to increase the specificity of the report. Michael will review and discuss with the Committee at the next meeting.
- Bob will also check examples of several other universities’ reports on these particular sugestions.
                                                               
- NEXT MEETING:
The Committee agreed that the report should be completed by July 31st, prior to the start of fall classes. Therefore, the Committee will meet every Wednesday from 9:00am-11:00am until the report is done. The meeting will be held in the President’s Conference Room. The next meeting is scheduled for Wednesday, July 1st.
 

UWC - Campus Security Act Committee Minutes
May 20, 2009

MEMORANDUM OF UNDERSTANDING
                Per the most current amendment to the Act, within the next year University’s will need to have a written MoU with local law enforcement that serve the campus. Bob has checked and although there is a verbal agreement between the University and the Portsmouth Police Department and the Ohio State Police, there is no formal document. Bob is planning to meet with both law enforcement agencies to draft a written agreement identifying the responsibilities of each party.

CRIME STATISTICS
Bob has completed his review of the 2008 Campus Security Incident Reports. He is now working on reviewing the Portsmouth Police Department report for the area adjacent to campus. Michael has received the Disciplinary Reports from the Vice President of Student Affairs and Housing. He also checked with Human Resources to determine if there were any employee violations of the Act. At the next meeting, the Committee with review and finalize the numbers to be reported. If there is a concern about whether a crime has occurred or if it meets the reporting criteria, University Counsel will be ask to attend and provide recommendations.

CLERY ACT TRAINING
                Bob shared with the Committee a two day Clery Act training seminar to be held June 17-18 at Central State University. The program reviews current reporting requirements and addresses the changes in reporting that will be expected once the recent Amendment Act is finalized. The Committee agreed this would be a worthwhile seminar to attend. Bob asked that Committee members respond to him no later than June 1st if they would like to attend with him.

CSA REPORT
                Michael and Bob will be meeting next week to review the Report to ensure that all other sections excluding the statistics, such as Security Procedures, Crime Prevention programming, Drug-Free Campus Act information, etc., are up to date.

NEXT MEETING
                The next meeting is tentatively scheduled for Wednesday, June 24th, at 9:00am  in the President’s Conference Room. Several members stated that they may not be on campus on that date. Please let Michael know if you cannot attend before the next meeting date, so it can be rescheduled.  
 

UWC - Campus Security Act Committee Minutes
April 29, 2009

OVERVIEW

Michael presented the committee with an overview of the Campus Security Act and the role of the committee. He discussed the timelines for collection and submission of the data the committee is responsible to transmit to the Department of Education and include in the annual Campus Security Report. Bob distributed copies of last year’s report as well as the definitions of the crimes that are reportable. Michael discussed where the data is obtained on campus and who is responsible for collecting and analyzing it. The committee then reviews the data and if there are any questions or concerns, the University Council will be asked to attend a meeting to provide clarification and recommendations. In addition to the electronic transmission of the report to all students and staff, hard copies of the report are published for new employees and made available to the public at large upon request. When the committee has finalized its task, the report is sent to the President’s office for review along with general recommendations regarding campus security and safety.

CHANGES TO THE LAW

Michael asked Bob to give an update on the status of the new Higher Education Opportunity Act of 2008 which broadens the scope of what universities must report.
· Annual Fire Safety Report
· New Crimes to Be Reported
· Notification of Campus In The Event of An Emergency
· Report of Missing Persons
· Memorandum of Understanding Agreement With Local Law Enforcement
· Emergency Response and Evacuation Procedures
Bob stated that the universities are still in dialogue with the Department of Education requesting more clarification on these changes and what are reasonable timeframes to respond.

SECURITY UPDATES
Joe provided an update on the campus security system. The PA system to be in every building on campus including housing is on hold due to budgetary issues. Bob noted that Security is no longer contracted but is in-house, meaning that security staff are not university employees. Their office is located in the ATC Building.

DATA COLLECTION
By the next meeting, Michael will have Disciplinary reports from the Vice President of Student Affairs as well as the Director of Housing. In addition, he will check with Human Resources regarding any staff violations. Bob will compile the 2008 Incident Reports from Security and obtain the “Public Property” reports from the Portsmouth Police Department regarding crimes in the area surrounding campus. Bob stated that the “Public Property” parameters for the university are unchanged from last year.

The next meeting is scheduled for Wednesday, May 20 at 9:00 a.m. in the President’s Conference Room. If this is not convenient for any committee members, please contact Michael.