Chabot College
Administrative Services Program
Review Report
Year Two of
Program Review Cycle
Campus Safety
Submitted on October 23, 2014
Director Antonio Puente
Table of Contents
Section 1: Who We Are ............................................................ 1
Section 2: Where We Are Now ................................................. 2
Section 3: The Difference We Hope to Make ............................. 3
Required Appendices:
A: Budget History ......................................................................................... 4
E: New Initiatives ........................................................................................ 5
F2: Classified Staffing Requests .................................................................... 6
F5: Supplies and Services Requests .............................................................. 7
F6: Conference/Travel Requests .................................................................. 8
F7: Technology and Other Equipment Requests ..........................................9
F8: Facilities Requests ............................................................................... 10
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1. Who We Are
Limit your narrative to no more than one page.
Describe your unit--your mission, vision, responsibilities and the goals of your office. How does your unit
support other administrative, student services and academic units? What impact do you have on student
learning? Describe the number and types of staff in your office, both now and historically.
Chabot College Department of Campus Safety and Security provides a number of services for the college
community. Among those are: crime prevention, emergency assistance, safety escort services, general
information and assistance, as well as the general responsibility for the safety and wellbeing of the
college community and its guests. In addition, the department is responsible for fire and life safety
management, access control / intrusion control / key control, administering the Hazardous Materials
Business Plan, and developing and updating the Disaster / Emergency Preparedness Plan.
The Department of Campus Safety is currently budgeted for (6) full time Campus Safety Officers and (2)
permanent part- time Campus Safety Officers. Together with (1) full time and (1) permanent part-time
dispatcher, Campus Safety provides year-round coverage, 24 hours a day. Additionally, there are a
number of at-will, temporary on-call employees for both Dispatcher and Campus Safety Officer, who
help provide coverage for staffing shortages and at the large number of planned events that take place
where the Campus Safety Department is expected to provide safety and security coverage.
The Campus Safety Department touches every work group within the college. The Department’s
responsibility to control key distribution and building access requires every employee needing such
access to contact Campus Safety. In addition, there are many different academic and sporting events
that draw large numbers of people from outside of the college. Traditionally, these events have required
assistance in providing a safe and secure environment and Campus Safety personnel are the ones called
upon to provide that level of safety and security at these events. Campus Safety personnel participate in
the planning and execution of these events and are often called upon to lend their years of experience
where safety matters are concerned.
More importantly, Campus Safety works hand-in-hand with the Vice President of Student Services to
both identify and in some cases escort problem and disruptive students for conferences. Campus Safety
Officers are also in charge of making daily cash pickups of parking permit vending machines and
coordinating the drop off of these monies with Business services personnel.
It is the goal of Campus Safety to support the college's mission as a ‘learning centered' institution. We
provide a forum through shared governance, the collegial process, meetings, conferences and
publications for the exchange of information and ideas on safety & security related matters. We
endeavor to explore and implement new procedures and techniques that will improve campus safety &
security. We also maintain a channel of communications with other community colleges In order to
remain current with effective safety & security practices.
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2. Where We Are Now
Complete Appendix A (Budget History) prior to writing your narrative. Limit your narrative to no more
than one page.
As you enter a new Program Review cycle, reflect on your achievements over the last few years. What
did you want to accomplish? What were your Service Area Outcomes (SAOs)? Those can include trends
in any measurable outcomes tracked by your office, satisfaction survey results of your primary
users/clients, and student learning outcomes, if any. Describe how changes in resources provided to
your office have impacted your achievements. What are you most proud of, and what do you want to
continue to improve?
Discuss important trends that will have a significant impact on your unit over the next three years.
Those could include technology, facilities, equipment, and customer/client demand. What opportunities
and challenges do your foresee in the next three years?
In November 2013, the Director of Campus Safety identified several problem areas within the Campus
Safety department that severely impacted services to the students and campus community.
In response, the Campus Safety Director identified seven areas for improvement of services to support
student needs. Those areas were:
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Improvement of the access control and security system (AMAG) and resolution of problems
interfering with the system functionality.
Replacement of the vehicle fleet.
Modernization of the incident response and reporting process to a digital records management
system.
Hiring of Campus Safety Personnel to support the 24 hour department schedule and
accommodate the attrition losses.
Emergency Preparedness planning
In the period between that assessment and the current program review there has been areas that have
seen significant improvement.
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The AMAG system has been installed in all campus buildings. An additional 35 cameras have
also been installed to increase the coverage of video surveillance. However the current server
storing the data is antiquated and does not provide adequate storage. The overburden server is
causing the program to lag and we no longer have the ability to house 30 days of video storage.
Information Technology Systems has been made aware of the problem and initially agreed to
look into the cost of a new server but has not made much progress in that area. The cost of a
new server is expected to exceed $20,000. This problem is compounded with the earlier
cameras installed on campus are no longer supported by the manufacturer and switching to the
new technology cameras will be costly as the older cameras cease working from wear and tear.
The vehicle fleet was replaced in the Spring 2014. The Campus Safety Office received two 2014
Ford Explorers (SUV) and a 2014 Ford F-150 (truck). The vehicles are new and properly
equipped.
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•
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In May 2014, The Chabot College Campus Safety went live with a new web-based records
management system. Campus Safety Officers are now able to write their Incident Reports on a
computer system that automatically stores the data and is accessible from any computer. The
Campus Safety Office is able to search for names, types of incidents, locations and other
information that may have been entered into the database. This electronic system of storing
the records is critical for mandatory Clery Reporting. A Dispatch module was also purchased
that works jointly with the report writing system. The Campus Safety Dispatcher will be able to
input all calls for service. This will allow a more accurate tracking of the various calls Campus
Safety Officers respond to. However this system has not been utilized yet as the Campus Safety
Office is still waiting for the delivery of the new Dispatch computer from ITS.
The Campus Safety Office had two vacancies to fill. A part time permanent officer and a part
time permanent Dispatcher were hired to fill those open vacancies. Two additional temporary
on-call officers were also hired. One shift that historically was filled by a permanent part time
officer remains vacant. (Saturday, Sunday - 8 hours). This shift has been filled by temporary oncall officers for the past several years but the Campus Safety Office would benefit if is filled by
permanent part-time officer. The budget account for that position has not been funded for
several years.
We have successfully initiated relationships with the appropriate emergency management
community, created interoperable communications ability. Chabot College Campus Safety is
part of a City of Hayward Emergency Preparedness committee. One Campus Safety Officer was
trained on Incident Command System 300 & 400 with plans for an additional officer to also
receive the same training. The current Campus Safety Director has ICS L449 accreditation. The
Campus Safety Director is also working with the college administrators for expectations from
faculty and staff in the event of a natural disaster or other emergency.
It is notable that the recent Faculty/Staff Accreditation survey results show that in all categories, the
respondents rated the Campus Safety Office higher than they did in a similar survey conducted in 2008.
Trends that are likely to affect the Campus Safety Department largely involve the continued
improvement and reliance on technologies for communication. A current concern is notifying staff and
students in times of emergencies. Currently there is not reliable system to instantly relay critical
information to faculty/staff/students. We currently rely on the Emergency Notification System that
sends a SMS text message to subscribers. However, receiving the emergency text could be delayed by
the students and staff who are in class and not readily monitoring their phone. Chabot College needs to
look into a campus wide audio emergency notification system to alert all persons on campus regarding
potential hazards and provide instructions. An overwhelming majority of Hayward Police Department
Officers are unaware of the workings and geographical locations of the integral buildings on Chabot
College. It is imperative that the police officers be familiar with our security plans and procedures
should an emergency arise.
Waterfall International Inc. (providers of AlertU) changed their support of the previous notification
system. The Campus Safety Director worked with District to continue the services with Waterfall for a
notification system for an additional year with the possibility of switching to a different provider next
year. Other providers are able to create automatic subscription to current students whereas AlertU
requires the person to make the effort to subscribe themselves. The current subscribers to AlertU is a
small percentage of the current faculty/staff/student body. There is also no current system to make
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emergency announcements. The Campus Safety Office is working with the Maintenance & Operations
Department to come up with a solution to make PA announcements that can be heard throughout the
campus.
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3. The Difference We Hope to Make
Review the Strategic Plan goal and key strategies at
http://www.chabotcollege.edu/prbc/StrategicPlan/SPforPR.pdf prior to completing your
narrative. Please complete Appendices E (New Initiatives) and F2 and 5-8 (Resource Requests)
to further detail your narrative. Limit your narrative to no more than three pages, and be very
specific about what you hope to achieve, why, and how.
What initiatives would you like to undertake to improve or strengthen your unit or to address
demand for your services? What initiatives are underway in your area, or could you begin, that
would support the achievement of our new Strategic Plan goal and strategies and/or improve
student learning? Identify specific, measurable goals and the resources needed to achieve
them.
Great strides were made, allowing the Campus Safety Department to attain many previously identified
Service Area Outcomes (SAO). Some of the SAOs remain a work in progress, or require consistent
updates to maintain industry wide recognized “Best Practices” standards. The following initiatives
support Chabot College’s Strategic Plan Goal of encouraging greater campus wide cooperation and
unanimity between various departments, as opposed to acting as individual parts and bringing
information and services to the students. These initiatives also directly support Measure B, as they will
each markedly “improve safety” and “campus security”.
Strengthen and expand campus emergency preparedness through Campus Safety employees’
departmental training, scheduled annual assessment of college maintained resources and equipment
necessary to respond to various emergencies, and campus wide annual drills. Specifically the following
steps would help us achieve this goal:
Emergency Preparedness:
1. Maintain annual campus wide Earthquake/Evacuation Drill on the third
Thursday, every October.
2. All campus instructors with classes on campus must show an Emergency
Preparedness Powerpoint Presentation on the first day of class every semester.
3. Update Administrators/Building Monitors Lists three weeks after the beginning
of the Fall Term.
4. Building Monitor training by the fourth week of September.
5. Replenish Building Monitor kits annually the week after Spring Break. Kits
include Building Monitor Vest, hand crank flashlights, and small portable first aid
kits contained in a black backpack. Initially it would cost more, as current vests
are inadequate and all must be replaced. Approximately $1000 first year,
varying afterward.
6. Purchase thirteen Evacuation Chairs (one for each 2 story building). Mandatory
to transport any disabled/injured people to safety. Costs vary depending on
quality of equipment purchased but will be approximately $11,000.
7. Purchase additional radios so all Administrators have a radio for
communication. $900/radio.
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8. Mark (signage/paint asphalt) Evacuation Zones in parking lots. Costs for
paint/signage minimal-approx $200.
9. Purchase a Public Address system with capabilities to alert all parts of campus.
Approximately $12,000.
Active Shooter Training:
1. Familiarize the Hayward Police Department with Active Shooter Protocols at
Chabot College.
2. Coordinate a joint training effort with the Hayward Police Department and
Chabot College Campus Safety to ensure a rapid efficient response.
3. Participate as a “host site” for the 2015 Urban Shield Training. Urban Shield is a
Department of Homeland Security sponsored exercise involving 30 Law
Enforcement agencies. The allied agencies will be exposed to the structure of
Chabot College in the event of a large scale allied law enforcement response.
Policy Review:
1. Current Board/Administrative polices are not current and not in the spirit of best
practices. Working with the District office to review and modify policies as
needed.
Appendix A: Budget History and Impact
Audience: Budget Committee, PRBC, and Administrators
Purpose: This analysis describes your history of budget requests from the previous two years and
the impacts of funds received and needs that were not met. This history of documented need
can both support your narrative in Section A and provide additional information for Budget
Committee recommendations.
Instructions: Please provide the requested information, and fully explain the impact of the budget
decisions.
Category
Classified Staffing (# of positions)
Supplies & Services
Technology/Equipment
Other
TOTAL
2011-12
Budget
Requested
2011-12
Budget
Received
2012-13
Budget
Requested
2012-13
Budget
Received
1. How has your investment of the budget monies you did receive improved your Service Area
Outcomes? When you requested the funding, you provided a rationale. In this section, assess if the
anticipated positive impacts you projected have, in fact, been realized.
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2. What has been the impact of not receiving some of your requested funding? How has your ability to
serve the college and our students been impacted, or safety compromised?
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Appendix E: Proposal for New Initiatives (Complete for each new initiative)
Audience: Deans/Unit Administrators, PRBC, Foundation, Grants Committee, College Budget Committee
Purpose: A “New Initiative” is a new project or expansion of a current project that supports our Strategic
Plan. The project will require the support of additional and/or outside funding. The information you
provide will facilitate and focus the research and development process for finding both internal and
external funding.
How does your initiative address the college's Strategic Plan goal, or significantly improve student
learning?
1. Strengthening Emergency Preparedness clearly supports the college’s Strategic Plan goal by
encouraging greater campus wide cooperation and unanimity between various departments, as
opposed to acting as individual parts during emergencies/disasters and bringing necessary
information and services to the students to keep them safe during such incidents. This initiative
also directly support Measure B, as it will markedly “improve safety” and “campus security”.
2. Supporting training. Training with the Hayward Police Department and allied agencies will help
familiarize all parties for an efficient response to Chabot College in the event of a large scale
emergency. This would help improve the goal of Campus Security.
What is your specific goal and measurable outcome?
Emergency Preparedness:
1. Maintain annual campus wide Earthquake/Evacuation Drill on the third
Thursday, every October.
2. All campus instructors with classes on campus must show an Emergency
Preparedness Powerpoint Presentation on the first day of class every semester.
3. Update Administrators/Building Monitors Lists three weeks after the beginning
of the Fall Term.
4. Building Monitor training by the fourth week of September.
5. Replenish Building Monitor kits annually the week after Spring Break. Kits
include Building Monitor Vest, hand crank flashlights, and small portable first aid
kits contained in a black backpack. Initially it would cost more, as current vests
are inadequate and all must be replaced. Approx $1000 first year, varying
afterward.
6. Purchase thirteen Evacuation Chairs (one for each 2 story building). Mandatory
to transport any disabled/injured people to safety. Costs vary depending on
quality of equipment purchased. Approximately $11,000.
7. Purchase additional radios so all Administrators have a radio for
communication. $900/radio.
8. Mark (signage/paint asphalt) Evacuation Zones in parking lots. Costs for
paint/signage minimal-approx $200.
9. Measurable goal: increase total evacuation time from 15 minutes, to 14
minutes by 10/15.
Active Shooter Training:
1. Coordinate training with the Hayward Police Department and the Chabot
College Campus Safety Office.
2. Teach current Campus Safety Officers on procedures and expectations in the
event of an emergency.
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Policy
1. Codify current best practices of the Chabot/LPC District Campus Safety Offices.
Have Officers accountable to the comprehension and adherence to each policy.
Parking Lot Upgrades
1. Increase parking fees to equivalent of average cost for Community Colleges in
the immediate area.
2. Upgrade parking permit machines to accept credit cards and various bill
denominations.
3. Purchase handheld electronic parking citation devices.
4. The goal of these upgrades is to increase revenue but also to minimize current
parking related issues.
What is your action plan to achieve your goal?
Emergency Preparedness-see above
Target
Completion
Date
10/15
Active Shooter-see above
6/15
Review of Policy
6/15
Parking Lot Upgrades
6/15
Activity (brief description)
Required Budget (Split out
personnel, supplies, other
categories)
Supplies-$32,000-$57,000
depending on quality of
Evacuation chair. No other
costs should be necessary.
Training costs-approx
$1000. Personnel (to
cover staff away at
training)- approx $2000.
No other costs should be
necessary.
Minimal
Cost of credit card readers
$32,000. Cost of electronic
citation devices $10,000.
How will you manage the personnel needs?
New Hires:
Faculty # of positions
Classified staff # of positions
Reassigning existing employee(s) to the project; employee(s) current workload will be:
Covered by overload or part-time employee(s)
Covered by hiring temporary replacement(s)
Other, explain Hire On Call/Temporary employees for staffing shortages as
necessary caused by any vacancies during training.
At the end of the project period, the proposed project will:
Be completed (onetime only effort)
Require additional funding to continue and/or institutionalize the process
(obtained by/from): Only the Emergency Preparedness initiative will require some minimal annual
costs to insure Building Monitor kits are appropriately outfitted. Estimated annual costs about $200.
Will the proposed project require facility modifications, additional space, or program relocation?
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No
Yes, explain: Only to mark Evacuation Zones on the parking lot asphalt for the
Emergency Preparedness initiative.
Will the proposed project involve subcontractors, collaborative partners, or cooperative agreements?
No
Yes, explain:
Do you know of any grant funding sources that would meet the needs of the proposed project?
No
Yes, list potential funding sources:Possible grant funding available for the Active
Shooter training from Homeland Security Grant Program.
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Appendix F2: Classified Staffing Request(s) including Student Assistants [Acct.
Category 2000]
Audience: Administrators, PRBC
Purpose: Providing explanation and justification for new and replacement positions for full-time and
part-time regular (permanent) classified professional positions (new, augmented and replacement
positions). Remember, student assistants are not to replace Classified Professional staff.
Instructions: Please justify the need for your request. Discuss anticipated improvements in student
learning and contribution to the Strategic Plan goal, safety, mandates, accreditation issues. Please cite
any evidence or data to support your request. If this position is categorically funded, include and
designate the funding source of new categorically-funded position where continuation is contingent
upon available funding.
1. Number of positions requested: ______
2. If you are requesting more than one position, please rank order the positions.
Position
Description
1.
2.
3. Rationale for your proposal.
4. Statements about the alignment with the strategic plan and program review are required. Indicate
here any information from advisory committees or outside accreditation reviews that is pertinent to
the proposal.
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Appendix F5: Supplies & Services Requests [Acct. Category 4000 and 5000]
Audience: Administrators, Budget Committee, PRBC
Purpose: To request funding for supplies and service, and to guide the Budget Committee in allocation of
funds.
Instructions: In the area below, please list both your current and requested budgets for categories 4000
and 5000 in priority order. Do NOT include conferences and travel, which are submitted on Appendix
M6. Justify your request and explain in detail any requested funds beyond those you received this year.
Please also look for opportunities to reduce spending, as funds are very limited.
Project or Items
Requested
2012-13 Budget
Requested Received
$
$
2013-14
Request
Rationale
Appendix F6: Conference and Travel Requests [ Acct. Category 5000]
Audience: Staff Development Committee, Administrators, Budget Committee, PRBC
Purpose: To request funding for conference attendance, and to guide the Budget and Staff Development
Committees in allocation of funds.
Instructions: Please list specific conferences/training programs, including specific information on the
name of the conference and location. Note that the Staff Development Committee currently has no
budget, so this data is primarily intended to identify areas of need that could perhaps be fulfilled on
campus, and to establish a historical record of need. Your rationale should discuss student learning goals
and/or connection to the Strategic Plan goal.
Conference/Training
Program
2013-14 Request
Rationale
$
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Appendix F7: Technology and Other Equipment Requests [Acct. Category 6000]
Audience: Budget Committee, Technology Committee, Administrators
Purpose: To be read and responded to by Budget Committee and to inform priorities of the Technology
Committee.
Instructions: Please fill in the following as needed to justify your requests. If you're requesting classroom
technology, see http://www.chabotcollege.edu/audiovisual/Chabot%20College%20Standard.pdf for the
brands/model numbers that are our current standards. If requesting multiple pieces of equipment,
please rank order those requests. Include shipping cost and taxes in your request.
Please note: Equipment requests are for equipment whose unit cost exceeds $200. Items which are
less expensive should be requested as supplies. Software licenses should also be requested as
supplies.
Project or Items
Requested
2012-13 Budget
Requested Received
$
$
2013-14
Request
Rationale*
* Rationale should include discussion of impact on student learning, connection to our strategic plan
goal, impact on student enrollment, safety improvements, whether the equipment is new or
replacement, potential ongoing cost savings that the equipment may provide, ongoing costs of
equipment maintenance, associated training costs, and any other relevant information that you believe
the Budget Committee should consider.
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Appendix F8: Facilities Requests
Audience: Facilities Committee, Administrators
Purpose: To be read and responded to by Facilities Committee.
Background: Following the completion of the 2012 Chabot College Facility Master Plan, the Facilities
Committee (FC) has begun the task of re-prioritizing Measure B Bond budgets to better align with current
needs. The FC has identified approximately $18M in budgets to be used to meet capital improvement
needs on the Chabot College campus. Discussion in the FC includes holding some funds for a year or two
to be used as match if and when the State again funds capital projects, and to fund smaller projects that
will directly assist our strategic goal. The FC has determined that although some of the college's greatest
needs involving new facilities cannot be met with this limited amount of funding, there are many smaller
pressing needs that could be addressed. The kinds of projects that can be legally funded with bond
dollars include the "repairing, constructing, acquiring, equipping of classrooms, labs, sites and facilities."
Do NOT use this form for equipment or supply requests.
Instructions: Please fill in the following as needed to justify your requests. If requesting more than one
facilities project, please rank order your requests.
Brief Title of Request (Project Name):
Building/Location:
Description of the facility project. Please be as specific as possible.
What educational programs or institutional purposes does this equipment support?
Briefly describe how your request relates specifically to meeting the Strategic Plan Goal and to
enhancing student learning?
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