Campus Emergency Plan Handbook

Policies and Procedures

Purpose:

Hutchinson Community College is committed to maintaining a safe, secure, and positive environment for all campus community members. In the event of a substantiated serious safety concern, the College has established procedures to provide prompt notification of a confirmed situation impacting the campus community and to provide instructions for responsive action when needed. These procedures, in accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (The Clery Act), provide guidance for issuing Timely Warnings, Emergency Notifications, and Campus Alerts using the Dragon Alert Emergency System. They are integrated into the HutchCC Emergency Operations Plan and apply only to the Dragon Alert Emergency System.

The College may use additional communication methods as part of a broader incident response strategy, when appropriate, such as postings on social media, contacting the local media for immediate distribution, printing, and posting notifications in relevant campus locations, and/or use of pre-recorded messages on the College’s telephone answering system.

Anyone with information regarding criminal activity or a safety-related incident that may warrant a Timely Warning, Emergency Notification, or Campus Alert should immediately report the circumstances to the HutchCC Campus Security at (620) 665-3379.

The College has communicated with local law enforcement, asking them to notify the College if it receives reports or information warranting such messages.

Definitions:

HutchCC Emergency Operations Plan:

The Dragon Alert System is an institution-wide, multi-modal communication network (e.g., e-mail, text, web alerts, audio messages). The use of the Dragon Alert System provides for rapid dissemination of time-sensitive information to enhance the safety and security of the campus community during an emergency and to relay timely information to community members.

All College employees and students are automatically opted into the text messages segment of the Dragon Alert System system. Students and employees are encouraged to update their contact information through DragonZone. The Executive Director of Student Affairs and Campus Safety, in coordination with designated members of the HutchCC Crisis Management Team, has overall management responsibility for the Dragon Alert System.

Emergency Notification (Clery Act Requirement):

An alert issued to the campus community triggered by an event that is currently occurring or imminently threatening.

HutchCC will initiate Emergency Notification procedures for any significant emergency or dangerous situation occurring on campus that represents an immediate threat to the health or safety of students or employees. Possible examples of incidents which could trigger an Emergency Notification include, but are not limited to:

• Disaster-Natural or Human Caused
• Evacuation
• Shelter in Place/Lockdown
• Fire/Explosion
• Medical Injury or Death
• Poisoning
• Chemical Spill
• Natural Hazards-Severe Weather
• Natural Hazards-Wildfire Ash/Air Quality
• Natural Hazards-Earthquake
• Building Systems (Utilities) Failure
• Threat of Violence-Crimes in Progress
• Threat of Violence-Sexual Assault
• Threat of Violence-Armed Intruder
• Threat of Violence-Hostage Situation
• Threat of Violence-Bomb Threat
• Threat of Violence-Bomb/Suspicious Object
• Threat of Violence-Disruptive Person
• Code Adam (Missing Youth) Support

Timely Warning (Clery Act Requirement):

An alert issued to the campus community triggered by Clery Act crimes that have already occurred but represent an ongoing threat.

The College will initiate Timely Warning procedures when all of the following criteria have been met:

1. When a crime is reported to Campus Security, a Campus Security Authority (CSA), or law enforcement authority;
2. The crime was committed or believed to have been committed on the College’s Clery Act geography (on campus property, public property immediately adjacent to campus property, or on non-campus property controlled or owned by the College);
3. The crime is a designated Clery Act crime (see below); and
4. The crime is considered by College officials to represent a serious or continuing threat to students and employees.

Clery Act crimes are:

• murder/non-negligent manslaughter
• negligent manslaughter
• sexual assault (sex offenses--rape, fondling, incest, statutory rape)
• robbery
• aggravated assault
• burglary
• motor vehicle theft
• arson
• hate crimes (a criminal offense that manifests evidence that the victim was intentionally selected because of the perpetrator’s bias against the victim due to their actual or perceived race, gender, gender identity, religion, sexual orientation, ethnicity, national origin, or disability) for the above offenses, as well as for:
  • larceny-theft
  • simple assault
  • intimidation
  • destruction, damage, or vandalism to property
• Violence Against Women Act (VAWA) offenses (dating violence, domestic violence, stalking)
• arrests and referrals for disciplinary action for the following violations of law (drug abuse, liquor law, weapons law--carrying, possession, etc.)    

Timely Warnings are only issued in response to reported occurrences of crimes specified in the Clery Act. Other dangers that pose a serious or continuing threat to the campus community, such as a kidnapping on campus or patterns of larcenies or vandalism, maybe instead addressed through a Public Safety Alert. All Timely Warnings and Campus Alerts will be determined and issued on a case-by-case basis.

Campus Alert—Public Safety (Informational Notification):

A notification issued to the campus community that does not meet the criteria for either an Emergency Notification or Timely Warning, but may be of significant safety interest to the campus community.

The College may elect to broadcast a Public Safety Alert for incidents that include, but are not limited to:

• crimes occurring off campus that may have an impact on student or employee security interests
• violent crimes in which the perpetrator or suspect has been apprehended or is known not to be on campus
• situations that may generate significant interest across the campus community
• information which may aid the prevention of similar crimes
• requests seeking information which may aid in the investigation of a crime

Campus Alert—Adverse Weather (Informational Notification):

A notification issued to the campus community when projected or existing severe or adverse weather conditions may impact College operations requiring delays or cancellation of classes or events and/or the closure of a College facility, site, or campus (see Cancellations and Closings, Policy 1039).

Procedures

Emergency Notification:

In compliance with the Clery Act, Emergency Notifications will be broadcast when the College receives a confirmed report from a cognizant authority (i.e., a law enforcement authority, campus security official, or CSA), that a significant emergency or a dangerous situation involving an immediate threat to the health or safety of students, employees, or visitors is occurring on campus.

The College President or designee will, without delay and taking into account the safety of the community, determine the content of the notification and broadcast the notification, unless issuing a notification will, in the professional judgment of responsible authorities, compromise efforts to assist a victim or to contain, respond, or otherwise mitigate the emergency. Emergency Notifications will include a description of the emergency and instructions to the campus community for taking protective action. When the threat no longer exists, an “all clear” alert will be broadcast. If an Emergency Notification is issued, there is no need to issue a Timely Warning.

The College President or designee has the authority to broadcast Emergency Notifications to the College community using the Dragon Alert System. When appropriate, Emergency Notifications may also be broadcast through other communication methods (e.g., web pages, press releases, printed and/or social media).

After an Emergency Notification has been issued, the College President or designee will consider whether a follow-up notification needs to be communicated to the campus community about the situation. If it is determined that a follow-up notification is necessary, it will be made in the manner described above.

Timely Warning:

In compliance with the Clery Act, Timely Warnings will be broadcast when a report of a Clery Act crime is received by a CSA, Campus Security, or law enforcement and, in the judgment of the institution, the crime at issue poses a serious or continuing threat to the campus community. A Timely Warning intends to enable people to protect themselves and/or their property. Timely Warnings will be issued without delay, taking into account the safety of the community, as soon as pertinent information is available.

The College President or designee will determine the content and broadcast the Timely Warnings using the Dragon Alert System in a manner that is “timely” and will aid in the prevention of similar crimes, unless issuing a warning will, in the professional judgment of response authorities, compromise efforts to assist a victim or to contain, respond to, or otherwise mitigate the threat.

The decision whether or not to issue a Timely Warning will be decided by the College President or designee on a case-by-case basis in light of all available facts surrounding the reported crime. The factors used when analyzing whether a reported crime presents a serious or continuing threat to the campus community include, but are not limited to:

• How much time has passed between the incident and the report?
• Has the perpetrator been apprehended?
• Were there multiple perpetrators working together?
• Was the incident violent in nature?
• Were date rape rugs or other substances used to facilitate the crime?
• Was a weapon used during the commission of the crime?
• Does the incident appear to be an isolated incident with specifically targeted victims(s)?
• Is there a pattern of similar incidents? (e.g., the same or similar crimes occurring in a short period of time; a particular group being targeted on multiple occasions; etc.)
• Are there other aggravating circumstances or predatory behaviors at issue suggesting that a threat/ongoing danger exists?
• Are there enough details available to determine whether a threat/ongoing danger exists?

Generally, the Timely Warning will specify the type of reported crime, the time and location that the reported crime occurred, a clear description of what occurred, and information to the campus community regarding the steps to take to protect oneself and avoid becoming a victim. The College does not identify the victim, by name or identifying information, in a Timely Warning. A description of a subject in a criminal incident will only be included if there is a sufficient amount of detail to describe the individual. If the only known descriptors are sex and race, those descriptors would not be included in the Timely Warning.

The College will not issue a Timely Warning Notice if the subject has been apprehended and the threat of imminent danger to the campus community has thus been mitigated. Further, a Timely Warning may not be issued if the report was not filed with Campus Security, a CSA, or local law enforcement in a manner that would allow the issuance of a “timely” notice to the campus community.

The College President or designee has the authority to broadcast Timely Warnings to the College community using the Dragon Alert System. When appropriate, Timely Warnings may also be broadcast through other communication methods (e.g., web pages, press releases, printed and/or social media).

After a Timely Warning has been issued, the College President or designee will consider whether a follow-up warning needs to be communicated to the campus community about the situation. If it is determined that a follow-up warning is necessary, it will be made in the manner described above.

Campus Alert—Public Safety (Informational Notification):

Public Safety Alerts will be broadcast when a reported crime or emergency does not meet the criteria for other alerts, but, in the judgment of the College President or designee the campus community should be notified about an incident. The decision whether or not to issue a Public Safety Alert will be decided on a case-by-case basis in light of all available facts surrounding the reported situation.

Public Safety Alerts provide information about the incident and safety tips so that community members can take steps to protect themselves or their property and to aid in the prevention of similar crimes. The College President or designee will determine the content and broadcast the Public Safety Alert using the Dragon Alert System. Additional Public Safety Alerts may be produced to provide updated information or to announce the arrest or identification of a suspect or the resolution of an incident. The College does not identify the victim, by name or identifying information, in a Public Safety Alert.

The College President or designee has the authority to broadcast Public Safety Alerts (Informational Notification) to the College community using the Dragon Alert System. When appropriate, Public Safety Alerts may also be broadcast through other communication methods (e.g., web pages, press releases, printed and/or social media).

After a Public Safety Alert has been issued, the College President or designee will consider whether a follow-up alert needs to be communicated to the campus community about the situation. If it is determined that a follow-up alert is necessary, it will be made in the manner described above.

Campus Alert—Adverse Weather (Informational Notification):

Adverse Weather Alerts will be broadcast when significant severe weather conditions exist that may have an impact on College operations and when the College President or designee makes a decision to close or delay opening a College facility. The Coordinator of Campus Safety monitors weather conditions and makes recommendations to the College President or designee for taking appropriate actions in the event of a weather-related emergency (see Cancellations and Closings, Policy 1039). The College President or designee has the authority to close or delay opening a College facility. When a designee decides to close or delay opening a College facility, they will notify the President’s Office and the Campus Safety Office.

The College President or designee has the authority to broadcast an Adverse Weather Alert (Informational Notification) and to notify the College community of approved closures or delays using the Dragon Alert System. When appropriate, Adverse Weather Alerts may also be broadcast through other communication methods (e.g., web pages, press releases, printed and/or social media).

After an Adverse Weather Alert has been issued, the College President or designee will consider whether a follow-up alert needs to be communicated to the campus community about the situation. If it is determined that a follow-up alert is necessary, it will be made in the manner described above.

Dragon Alert System Testing:

The Executive Director of Student Affairs and Campus Safety or designee will test the Dragon Alert System on an annual basis. Test messages may be broadcast using a single mode or may combine multiple modes of the system. Test messages will clearly state that there is no actual threat or emergency and that the purpose of the notification is to test the system and/or response plans and capabilities. To the extent possible, system tests will be combined with emergency response drills and may include follow-up assessment and review.

Contact Information:

If you have any questions regarding Timely Warnings, Emergency Notifications, or Campus Alerts please contact:

Coordinator of Title IX and Title VI
1300 N. Plum
Hutchinson, KS 67501
Phone: (620) 665-3512
Email:DillonB@hutchcc.edu

Coordinator of Campus Safety
1300 N. Plum
Hutchinson, KS 67501
Phone: (620) 665-3379
Email:safety@hutchcc.edu
 

Director of Marketing & Public Relations
1300 N. Plum
Hutchinson, KS 67501
Email:  marketing@hutchcc.edu

Introduction

A crisis is any unplanned event that causes operational disruption, physical damage, or environmental harm, or represents a serious or continuing threat to the campus community. To have a prudent and responsible plan of response to crises or emergencies, the College has established formal response procedures through the HutchCC Emergency Operations Plan. The Plan was developed as a resource for campus community members regarding the proper protocol and operating procedures in the event of a specific crisis.

Purpose

The HutchCC Crisis Team has the responsibility of managing crises or emergencies that occur at any HutchCC location. HutchCC Crisis Team members make initial determinations regarding:

• the significance, level of danger, and immediate threat to the health, safety, and security of the campus community,
• the scope and nature of the response,
• evacuations or directions for sheltering in place, and
• the communication of information concerning the crisis - including the potential issuance of emergency notifications and timely warnings required under federal law.

Crisis Team Membership

Only the College President or a member of the Crisis Team (after first conferring with the College President, if possible) shall have the authority to declare a College crisis. Members of the HutchCC Crisis Team, as designated by the College President, include the following:

• College President
• Executive Director of Student Affairs and Campus Safety
• Executive Director of ITS
• Vice President of Academic Affairs
• Vice President of Finance & Operations
• Vice President of Student Services
• Vice President of Workforce Development & Outreach
• Executive Director of Enrollment Management
• Director of Facilities
• Director of Human Resources
• Director of Marketing & Public Relations
• Director of Residence Life & Student Activities
• Coordinator of Campus Safety
• Coordinator of Counseling & Social Work Services
• Title IX and Title VI Coordinator
• Building Representatives

Being prepared and having a basic understanding of the appropriate procedures can be crucial in a crisis. Although the HutchCC Crisis Team has the responsibility of managing such situations, there are tasks that campus community members may also need to perform. It takes a collaborative effort by all to create and sustain an effective crisis management system.

TESTING CENTER INTRUDER & HAZARDOUS MATERIAL

INSTRUCTIONS for INTRUDER (weapon) and HAZARDOUS MATERIAL

EMERGENCY PLAN FOR TESTING CENTER

• Examinees will be advised of the situation and what their next step is in a particular emergency. (Armed Intruder and Hazardous Material procedures).
   
• The alternate examiner will contact or be contacted by HutchCC security and advise what procedures to follow as far as evacuation.
   
• Examinees will close test booklets; the chief examiner will check test materials in and lock them in the interim, locking, rolling file cabinet. The one-hour rule applies.
   
• Chief examiner (will use an alternative phone) to contact alternate examiner to come into the room to lead the examinees from the room and if needed, from the building. (We have 3 examiners on duty 4 days a week. We GED test 2 of the 4 days.)

The emergency medical kit is located in the Information Counter.