Critical Incident Prevention and Management

Definition:The purpose of this policy is to provide clear direction and consistency in responding to a campus critical incident.
Authority:Applicable federal and state laws; Facility Use Policy; Policy on Workplace Violence; other CSUSM policies and procedures as appropriate.
Scope:This policy applies to all operations, events and occurrences that impact the University. The University retains the right to determine time, place, and manner for any protest, demonstrations, or gathering.
Responsible Division:Office of the President
Approval Date:02/28/2007
Implementation Date:02/28/2007
Originally Implemented:11/08/1999
Signature Page/PDF:View Signatures for Critical Incident Prevention and Management Policy


Procedure

I. CONFIDENTIALITY
 
Individuals involved in the operation of these procedures will maintain the highest level of confidentiality with regard to information and process as determined by federal and state laws governing confidentiality and privacy.
 
II. PREVENTION AND RESPONSE PROCEDURES
 
If it is determined that a critical incident is probable or in progress in any of the following situations, the Vice President for Student Affairs or designee shall immediately inform the President and Director of Communications about the incident and will then take the appropriate steps to address the critical incident as described below.
 
1. Groups and Organizations
 
1.1 Scheduled Events
 
1.1.1 A scheduled event on campus must go through the Facility Use process and sponsors may be required to meet with University Police and discuss safety and risk management concerns of the University.
 
1.1.2 The Chief of Police holds responsibility for security assessment of a scheduled event and notification to the Vice President for Student Affairs.
 
1.1.3 Any scheduled event may have the potential to become disruptive and this may become apparent at a number of points. If an individual receives information that a scheduled event may become disruptive, he/she will notify University Police immediately.
 
1.2 Potential Unplanned and/or Disruptive Activities
 
1.2.1 When a campus office/individual receives information that a group or organization intends to demonstrate or conduct activities which may be disruptive to campus operations, he/she is to notify one of the following individuals immediately:

 
• Vice President for Student Affairs
 
• Chief of Police
 
1.2.2 When these individuals are unavailable, the individual delegated authority in their absence will assume their responsibilities.
 
1.2.3 The individual contacted will be responsible for coordinating the initial discussion to assess the situation and to determine immediate steps to be taken.
 
1.2.4 The initial discussion will include the Vice President for Student Affairs and the Chief of Police.
 
1.2.5 Other appropriate administrators who would be involved at this stage could include:
 
  • To address a critical incident involving a Student - Contact Dean of Students
  • To address a critical incident involving a University Employee - Contact Director of Human Resources and Equal Opportunity
  • To address a critical incident involving a Faculty member - Contact Associate Vice President for Academic Resources
• To address a critical incident involving an Auxiliary Employee - Contact Appropriate Executive Director, Associated Students, Inc.; Foundation & University Corporation
  • To address a critical incident involving an External Community Visitor - Contact University Police
 
1.2.6 If necessary, the Critical Incident Management Team will be convened by the University President, or his/her designee, to provide additional consultation and support in the response effort. (See Appendix A for Critical Incident Management Team).

 
1.3 Immediate Unplanned and/or Disruptive Activities
 
1.3.1 When a campus office is actually confronted with an unplanned and/or disruptive activity, University Police shall be notified immediately.
 
1.3.2 The highest-ranking University Police Officer on duty will contact the Vice President for Student Affairs or delegated back-up and provide a status report of the incident.
 
1.3.3 In consultation with the Vice President for Student Affairs and other appropriate administrators, and with the approval of the University President, the highest-ranking University Police Officer on duty will coordinate the necessary course of action. When warranted, the Critical Incident Management Team will be activated.
 
2. Individuals
 
2.1 Questionable, Disruptive, and Threatening Behavior
 
2.1.1 This document recognizes three primary types of behavior which could be disruptive to the educational process and to campus operations:

 
Questionable Behavior: Behavior which is out of the ordinary and raises concern.
 
Disruptive Behavior: Behavior which disrupts or obstructs the campus educational process, administrative process, or other campus function.

 
Threatening Behavior: Behavior or actions that elicit a response in which a person or persons feel that their safety is in question. This includes a threat to others or self.
 
2.1.2 Questionable and Disruptive Behavior should be brought to the immediate attention of the appropriate administrator.
 
2.1.2.1 The appropriate administrator will assess the behavioral concerns, and, as necessary, consult with the Chief of Police and Vice President for Student Affairs or their delegated back-up.
 
2.1.2.1 The appropriate administrator will assess the behavioral concerns, and, as necessary, consult with the Chief of Police and Vice President for Student Affairs or their delegated back-up.
 
2.1.2.2 The appropriate administrator will ensure due process for individuals during an investigation.
 
2.1.3 Threatening Behavior should be brought to the immediate attention of University Police and the Chief of Police.
 
2.1.3.1 The Chief of Police will notify the Vice President for Student Affairs and the University President, and as appropriate, other administrators. When warranted, the Critical Incident Management Team will be activated.
 
2.1.3.2 In consultation with the Vice President for Student Affairs and appropriate administrators, and with the approval of the University President, the Chief of Police will make a determination of the appropriate course of action to respond to the situation.
 
3. Other Incidents
 
3.1 Other incidents directly impacting the university and not explicitly covered under the above definitions will be responded to on a case-by-case basis under the direction of the University President.
 
4. Ongoing Coordination of Critical Incidents
 
4.1 When a situation has been evaluated as a critical incident, the President will appoint an appropriate administrator to serve as the primary contact ("point person") for ongoing coordination of university response, including implementation of the communications plan with the Director of Communications.
 
III. Internal and External Communication
 
The University remains committed to provide timely and accurate information as appropriate during a critical incident situation, and allowed by state and federal law, and in support of maintaining the integrity of university processes.

The University Communications Office will work with the University President, the primary contact assigned to oversee ongoing incident response, and the Critical Incident Management Team, to develop a communications plan appropriate to the incident.
 
 
Appendix A
 
Critical Incident Management Team
 
Purpose
 
In an advisory capacity to the University President, the purpose of the Critical Incident Management Team is:
 
a. To establish procedures to be followed when an actual or anticipated student-related or student-involved critical incident occurs on campus or when incidents occur which may impact the campus.
 
b. To ensure that appropriate policies and regulations, including due process rights, are upheld.
 
c. To ensure that information in a critical incident is shared efficiently, accurately and appropriately among team members; to decide what information should be shared and with whom; and to decide how it should be shared with the campus community and the community-at-large.
 
d. To ensure that a critical incident is handled in a manner supportive of the alleged or actual victim.
 
e. To detain, remove, and/or limit the activity of the alleged or actual perpetrator(s) as warranted by the situation, and as allowed within existing policies and regulations.
 
f. To maintain campus safety, and minimize the impact to ongoing campus functions and activities of the university community.
 
g. To provide mutual support and an opportunity to consult with colleagues on critical campus issues.
 
h. To periodically review and revise these procedures.
 
 
Critical Incident Management Team
 
The Critical Incident Management Team will normally consist of the following individuals, or their designees:
 
University President
 
Vice President for Student Affairs, Chair
 
Chief of Police
 
Appropriate Divisional Vice President
 
Director of Communications
 
Executive Assistant to the President
 
One or more of the following as determined by the nature of the critical incident -
Dean of Students, Director of Human Resources and Equal Opportunity, Associate Vice President of Academic Resources, Associated Students, Inc. Executive Director, Foundation or University Corporation Executive Director
 
The team will call upon other members of the community as needed to assist with critical incident management. Other campus resources may include:
 
Risk Manager
Director, Student Health and Counseling Services
Director, Facility Services
Director, University Village Apartments
Director, Student Life and Leadership
College Deans
Executive Council

 
Confidentiality
 
Information shared with the Team is confidential and for the Team's use only. The Team decides what information, guided by law and University policy, and may be made public. In consultation with University Advancement Office and with approval from the University President, the Vice President for Student Affairs shall be responsible for determining how information should be disseminated from the Critical Incident Management Team. Information provided to other law enforcement agencies shall be coordinated through the Chief of Police.