Policies & Regulations
Organization/General


Timely Warning Policy
Number: 1.0100P
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New Policy

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Major Revision of Existing Policy

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Minor/Technical Revision of Existing Policy

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Reaffirmation of Existing Policy

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Repealed Policy

Effective Date: 6/16/2008
Revised Date: 9/16/2016
Responsible Division/Department:
University Police Department


I. OBJECTIVE & PURPOSE

The University President or his/her designee (such as a Public Information Officer) in consultation with the Chief of the University of North Florida Police Department (UPD) or his/her designee, is responsible for issuing Timely Warnings and Emergency Notifications in compliance with the Jeanne Clery Act, 20 U.S.C. § 1092f) et seq.

The decision to issue a Timely Warning or Emergency Notification is made on a case by case basis. The timing of the notification shall be based upon whether the crime or incident poses a potential ongoing or serious threat, or immediate threat to students, employees or the campus community.

II. STATEMENT OF POLICY

A. Timely Warning

A Clery Act Timely Warning is used for the purpose of informing the campus community of a crime considered to be a potential ongoing or serious threat in an effort to prevent similar crimes from occurring. Whenever a crime is brought to the attention of the University President or his/her designee or the UPD, the crime will be evaluated to determine if a Timely Warning should be issued. Timely Warnings are usually issued for the following Clery reportable crimes: arson, burglary, aggravated assault, criminal homicide, motor vehicle theft, robbery, dating violence, domestic violence, stalking, and sex offenses. Hate crimes that could result in a Timely Warning being issued include any of the Clery reportable crimes and any type of larceny-theft, simple assault, intimidation or destruction/damage/vandalism of property that were motivated by bias. Timely Warnings may also be issued for other crimes as deemed appropriate.

Upon receipt of relevant information, such warnings will, as circumstances warrant, be issued in a manner to best protect the campus community. Options for notification of students, faculty and staff include email, a recorded message to the phones of students, faculty and staff, text messages to students, faculty and staff, indoor and outdoor on-campus public address announcements, information posted on the UNF homepage (www.unf.edu), myWings and portals, information recorded on UNF’s main phone number (904) 620-1000, information on TV screens on campus, information distributed to the news media and information on UNF’s official social media sites, including Facebook and Twitter accounts. Further information may be found at the website (http://www.unf.edu/emergency). The manner in which a timely warning will be distributed will depend on the nature and severity of the incident.

Anyone with information regarding criminal activity that may warrant a timely warning should report the circumstances to the UPD either by telephone at (904) 620-2800 or in person at the UPD's office (building 41).

The content of a timely warning will include: specific information about the crime as necessary to fully inform and safeguard the campus community, date/time of incident, location and nature of the crime and crime prevention and safety tips that directly relate to the crime. At no time will a timely warning disclose the name of the victim of a crime unless specific consent is given by the victim or such information is deemed necessary by UPD to safeguard the University community.

B. Emergency Notification

A Clery Emergency Notification will be issued by the UPD or a Public Information Officer upon confirmation of a significant emergency or dangerous situation involving an immediate threat to the health or safety of the campus community. “Immediate” in this context means an imminent or impending threat. Examples of situations that would warrant an Emergency Notification would include but are not limited to; approaching severe weather, a gas leak, a suspicious package with conformation of a device, an active shooter on campus, hazardous materials spill, etc.

An Emergency Notification will provide the campus community with relevant information concerning the emergency or dangerous situation, including appropriate response/evacuation/instruction procedures. It will also contain information about the portion(s) of campus impacted.

Such information will be released immediately to the University community unless UPD determines that doing so would compromise efforts to assist a victim or contain, respond to, or otherwise mitigate the emergency situation.

III. PROCEDURE

Whenever a crime or other incident that could result in a Timely Warning being issued is brought to the attention of the University President or his/her designee or the UPD, the crime or other incident will be evaluated to determine if a Timely Warning should be issued. When a determination has been made that a Timely Warning is appropriate, the University President or his/her designee (such as a Public Information Officer) in consultation with the Chief of the UPD or his/her designee will determine the content of the notification as well as the most effective mode of communication.

The University President or his/her designee and the UPD may also consult with other University officials as deemed necessary to ensure that all information is included in a notification. A University’s Public Information Officer will make the ultimate decision as to the content of the Timely Warning message and the manner in which it is distributed.

When a significant emergency, or other dangerous situation that involves an immediate threat to the health or safety of the campus community, is occurring on the campus and is brought to the attention of the UPD, an Emergency Notification should be issued.

When a determination has been made that an Emergency Notification is appropriate, UPD or a Public Information Officer, depending on the nature of the threat, will determine the content of the notification as described above, the means in which the notification will be distributed and to whom the notification will be issued. There may be circumstances when an Emergency Notification will be made but due to the nature of the incident the UPD will consult with the University President or his/her designee, such as the Public Information Officer, to determine the best content for the notification and the most effective mode of communication.

Students, faculty and staff are given a University e-mail account, which can serve as the official form of notification. Therefore, students, faculty and staff should regularly check that account for important University information. For assistance with a University e-mail account, contact Information Technology Services via phone at (904) 620-2820 or by e-mail at helpdesk@unf.edu. Students sign up to receive Timely Warnings and Emergency Notification voicemails and/or text messages each semester when registering for class. Faculty and staff must opt-in to this system and are encouraged to register their cell phones by logging into http://mywings2.unf.edu and choosing the Employee Services and Personal Information tabs.

It is the policy of UNF to disseminate emergency information to individuals and organizations outside of the campus community, when circumstances warrant, via the local news media, the official UNF Facebook page and the official UNF Twitter account. Those outside of campus may also have access to the information by viewing the University’s homepage (www.unf.edu). Communities immediately surrounding the main UNF campus are also able to hear any emergency announcements made over the outdoor communication system.

In cases of extreme emergency, information may be obtained by calling UNF’s main telephone number of (904) 620-1000 to reach the Crisis Management Team emergency phone bank. Examples of when the above communications would be used include, but are not limited to an active shooter on campus, explosions, other loss of life or mass injury or casualties on campus, etc.