Emergency Communications Management and the Clery Act (166248302)
Transcript of 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
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)
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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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ECM/ENS Capability Improvements
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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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ECM/ENS Capability Improvements
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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.)
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Recommended Implementation Strategies
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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Recommended Implementation Strategies
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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Recommended Implementation Strategies
BrandingLeveraging the enterprise directory to
automatically create groups
Being cognizant of the methods bywhich hosted solutions prioritizemessage delivery
Not adding parents to the notificationcontacts
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Recommended Implementation Strategies
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!
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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 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‖).
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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 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.
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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
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Recommended Requirements
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.
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Recommended Requirements
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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Recommended Desirables
– 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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Recommended Desirables
– 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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Recommended Desirables
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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Recommended Desirables
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
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222/28/2013ELive! Webinar: Emergency Communications and the Clery Act
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.
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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]
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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]
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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.
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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."
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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.‖
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Lessons Learned @ Penn State
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)
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Lessons Learned @ Penn State
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?
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Free Mobile Killer Apps
Everyone Should Have
Emerg.Radio
Free
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Free Mobile Killer Apps
Everyone Should Have
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Free Mobile Killer Apps
Everyone Should Have
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Free Mobile “Killer Apps”
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Free Mobile Killer Apps
Everyone Should Have
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Free Mobile “Killer Apps”
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Free Mobile Killer Apps
Everyone Should Have
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Free Mobile “Killer Apps”
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Free Mobile Killer Apps
Everyone Should Have
MobileAlert
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Free Mobile Killer Apps
Everyone Should Have
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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Free Mobile Killer Apps
Everyone Should Have
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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Free Mobile Killer Apps
Everyone Should Have
Hurricane, Earthquake, Wildfire(by American Red Cross)
Suite of disaster-specific apps
Disaster preparednessDisaster tracking
Evacuation routes
Etc.
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Free Mobile Killer Apps
Everyone Should Have
FEMADisaster preparedness
Maps of disaster shelters
Emergency numbersEtc.
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Free Mobile Killer Apps
Everyone Should Have
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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Free Mobile Killer Apps
Everyone Should Have
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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Free Mobile Killer Apps
Everyone Should Have
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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Free Mobile Killer Apps
Everyone Should Have
Disaster ReadinessMore e-book than app.
Contains over 275,000
disaster guides—fromterrorist attacks to chemicalemergencies.
No longer free.
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Free Mobile Killer Apps
Everyone Should Have
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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Free Mobile Killer Apps
Everyone Should Have
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.org
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