Building a University Safety & Security Structure
Support for public safety by senior campus leadership, as well as the creation of emergency plans and appropriate communications systems are critical components of UT Austin’s successful campus protection program.
This plan was developed and vetted through the campus safety and security committee. It is complemented by the severe and inclement weather response annex, building emergency plan annex, infectious disease plan annex and business continuity plan annex.
The critical purpose of these plans is to put a structure in place for the campus. These plans identify the critical incidents for which the campus must have a response. For UT, we identified 42 incidents. For each incident, the campus conducted a critical risk analysis as to the probability of occurrence and impact on the campus. This provides the framework for the campus to develop action plans for their response to these events. Additionally, the burnt orange book lays out the command structure and also the facilities that will be used during emergencies.
The plan and the campus also have established several support organizations that are critical to a smooth functioning campus. These groups include the core crisis management team, behavior assessment team and threat assessment team.
How Will Your Campus Communicate During a Crisis?
The campus must address how emergency situations are transmitted to the campus and the public. As was learned from previous emergencies across the nation, law enforcement response can be very well executed, but if communication is not rapid and accurate, the institution can suffer considerable criticism. There is no one means of communication that will guarantee that the campus is properly notified. At UT Austin we use multiple means of communications. (see sidebar on page 42.)
Another aspect of communications is the public media. It is no surprise that they will respond to an emergency on your campus. Plan for it. You must feed the media with information or they will seek it out from others. Follow the tenants of the ICS and NIMS system.
Related Article: 10 Steps to Creating A Campus Security Master Plan
A joint information center (JIC) is critical for the consistent and accurate flow of information. Survey your campus, and pre-designate places where you can accommodate the media with press conferences. Identify the rooms, the parking and support you need. It will save time and heart burn during the event. Anything you can do before an emergency will pay great benefits.
Access Control, Radio Interoperability Are Key
If your campus has electronic locking, figure out the capabilities and how to use the system to your advantage during an emergency. We have the capability to lock 23 buildings from one location and are working hard to increase that number each month.
If your institution has this capability, you must ensure that there is a common understanding of the terms that your campus will use, like “shelter in place” and “lockdown.” What is everyone’s role and responsibility when these commands are given? Write down and post the expected actions and responses in classrooms.
One of the most important actions a campus can take is to work with your local law enforcement agencies and make certain that everyone has the ability to talk on interoperable radios. This is no easy task, but every campus must work out this issue to a successful conclusion.
Of course, adopting the right technologies and policies can only go so far. Institutions must also practice how internal and external staff and agencies will respond to a crisis. At UT Austin, we use every opportunity to rehearse emergency response.
For most special events we activate our joint emergency operations center with UT staff and a full complement of local and area emergency responders. This includes Austin Police, fire, emergency medical, Travis County Sherriff, FBI, Homeland Security and Austin/Travis County EOC.
For example, we’ve had buildings scheduled for demolition that were used by our campus police department to conduct joint training with other responders and law enforcement agencies.
Members of the campus safety and security committee also conducted a table top drill involving an active shooter scenario. They were asked to report their agencies’ first five responses. This is where many details were highlighted and resolved.
Lots of Resources Are Available, So Use Them
You do not have to reinvent the wheel. There are best practices out there that can be adapted to your organization. Use anything that we at UT Austin have if it helps you improve your situation and better protect your organization. Much of what I have mentioned is online here, and you can help yourself. If you have a better way to do something, I would love to hear from you. I will adopt best practices that will better protect our students, staff, faculty and visitors.
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Leading in Turbulent Times: Effective Campus Public Safety Leadership for the 21st Century
This new webcast will discuss how campus public safety leaders can effectively incorporate Clery Act, Title IX, customer service, “helicopter” parents, emergency notification, town-gown relationships, brand management, Greek Life, student recruitment, faculty, and more into their roles and develop the necessary skills to successfully lead their departments. Register today to attend this free webcast!
