Emergency Communications
Management & The Clery Act
• Improvements in ECM/ENS Capabilities
• Recommended Implementation Strategies,
Requirements, & Desirables
• Implications of the Clery Act
• Mobile “Killer Apps”
Mark Katsouros
Director of Network Planning, Penn State
mark1@psu.edu
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ELive! Webinar: Emergency Communications and the Clery Act
2/28/2013
Poll #1
Which best describes your interest in this webinar?
(Please check all that apply.)
1. You want to learn more about recent improvements in
ECM/ENS capabilities & how they might apply to you.
2. You’re about to embark on an ENS RFP, & are interested in
recommended requirements & desirables.
3. You’re about to deploy an ENS, & are interested in
recommended implementation strategies.
4. You’re interested in implications of the Clery Act.
5. You’re interested in learning more about mobile “killer apps.”
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ELive! Webinar: Emergency Communications and the Clery Act
2/28/2013
ECM/ENS Capability Improvements
Within last 2-3 years:
– (More-)Multi-modal (social networking, RSS, etc.)
– Geographic Information System (GIS) mapping
– Common Alerting Protocol (CAP) compliance
– Single dashboard, but variant messages (for
each mode)
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ELive! Webinar: Emergency Communications and the Clery Act
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ECM/ENS Capability Improvements
More recently:
– Additional Integrations, via EDXL,
RSS, Shib, etc.
• Sirens
• (Broadcast-capable) “Blue phones”
• Cisco VoIP phone broadcasting (via
Singlewire)
• Digital signage
• Campus websites
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ELive! Webinar: Emergency Communications and the Clery Act
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ECM/ENS Capability Improvements
More recently (cont’d):
– Campus-address-friendly GIS
– More powerful message templates
– Tiered messaging
– More mobile-friendly
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ELive! Webinar: Emergency Communications and the Clery Act
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Recommended Implementation Strategies
Emergency use only (no spam)
Pre-approved, pre-developed
emergency templates
Text-to-speech (or, better yet,
“blended”) notifications
Opt-out (vs. opt-in) for all relevant
modes (See graph on next slide.)
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Recommended Implementation Strategies
Percentage of Institutions Surveyed that Use Each of Five Notification Types
Source: Casey Green of The Campus Computing ProjectTM (http://www.campuscomputing.net).
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Recommended Implementation Strategies
Percentage of Institutions Surveyed that Still Use “Opt-in” (requiring sign-up to receive notifications)
Source: Casey Green of The Campus Computing ProjectTM (http://www.campuscomputing.net).
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ELive! Webinar: Emergency Communications and the Clery Act
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Recommended Implementation Strategies
Branding
Leveraging the enterprise directory to
automatically create groups
Being cognizant of the methods by
which hosted solutions prioritize
message delivery
Not adding parents to the notification
contacts
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ELive! Webinar: Emergency Communications and the Clery Act
2/28/2013
Recommended Implementation Strategies
Weekly testing (by individual users)
Regular training (of all notifiers)
Institutional Policy on ENS use must
be well-defined and well-documented!
Designing, implementing, & operating in
a partnership between executive
institutional leadership, campus police,
risk, GC, UR, & IT!
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ELive! Webinar: Emergency Communications and the Clery Act
2/28/2013
Poll #2
Please answer the following policy-centric questions for
your institution:
1.
2.
3.
4.
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Do you use your ENS only for emergencies (including emergency
weather closings)? Please answer “Yes” or “No” (or “Don’t know”).
Who sends emergency notifications? (Please select all that apply.)
(1) Police / Public Safety / Security, (2) University/Public
Relations/Communications, (3) Presidents Office, (4) Other, or (5)
Don’t know?
Who provides follow-up communication? (Please select all that
apply.) (1) Police / Public Safety / Security, (2) University/Public
Relations/Communications, (3) Presidents Office, (4) Other, or (5)
Don’t know?
Do you include parents of students in your emergency notification
population? Please answer “Yes” or “No” (or “Don’t know”).
ELive! Webinar: Emergency Communications and the Clery Act
2/28/2013
More Implementation Peer Data
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ELive! Webinar: Emergency Communications and the Clery Act
2/28/2013
Poll #3
Which one best describes your institution’s present
situation?
1. You DO NOT HAVE an Emergency Notification System (ENS)
in place.
2. You presently HAVE an ENS in place, but it is LIMITED to one
or two modes.
3. You presently HAVE an ENS system in place that is MULTIMODAL, but you are looking into alternative solutions, as it
generally IS NOT MEETING YOUR NEEDS.
4. You presently HAVE an ENS in place that is MULTI-MODAL,
& it generally IS MEETING YOUR NEEDS.
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ELive! Webinar: Emergency Communications and the Clery Act
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Recommended Requirements
 Multimodal notifications – Voice calls, text
messages (SMS/SMPP), email, RSS, &
social networking
 Hosted (no local hardware)
 High calling capacity w/a geo-dispersed
communications infrastructure
 Web-accessible (for notification initiators)
 Electronic notification templates
 Prerecorded, text-to-speech, & “blended”
(combined) notification phrases
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ELive! Webinar: Emergency Communications and the Clery Act
2/28/2013
Recommended Requirements




Ability to throttle calls based on NPA/NXX
GIS mapping
Customizable branding
Group support (campus, departments, buildings,
etc.)
 Customizable Caller ID
 Backend data transfer automation (either real-timetransaction- or batch-based)
 Segmentation of system so as to be able to provide
different notifying constituents w/separate contacts,
templates, etc.
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Recommended Requirements
Notification authentication
– Interoperability w/Shibboleth
– InCommon federation membership
– Attributes per eduPerson Schema
Notification authorization
– Interface capabilities w/LDAP v3 per RFC
4510
– Transport of data via Shibboleth
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Recommended Desirables
 Tiered logic
Some of the following scenarios may be mutually
exclusive, some may work in combination. The main
idea is to provide a level of intelligence to the
notification logic that optimizes resource utilization
while maximizing notification effectiveness. This
can best be done by recognizing both infrastructure
constraints (i.e., enterprise landline trunks) & the
diversity of individual circumstances/preferences (cell
coverage issues, personal communication
preferences, work schedules, etc).
– <Tiered logic scenarios on subsequent pages.>
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2/28/2013
Recommended Desirables
– Scenario 1: Desk phones only for those who can’t be
reached by cell – Since calling many campus phones in a
small window of time can be problematic & stress local
infrastructure (or, w/throttling, simply take an unreasonable
amount of time to complete), there’s a need to minimize the
number of local phones being called. Mobile phones are an
alternative, except that there are some significant pockets of
low-to-no cell coverage on campus, such as in lower floors.
So, when we have both a mobile & desk/work phone number
for a person, it would probably make the most sense to 1st
attempt to contact the person’s cell, & only try the
desk/work phone if no live delivery could be made via
cell. This tiered logic would ensure that we’re utilizing the
local landline infrastructure as effectively as possible.
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ELive! Webinar: Emergency Communications and the Clery Act
2/28/2013
Recommended Desirables
– Scenario 2: Multi-pass – It would be desirable to ensure
that a distributed 1st tier of folks (1st responders, main
department contacts, etc.) are contacted initially, followed by
everyone else. The idea is to maximize word of mouth,
which is most effective when the initial receivers are equally
distributed.
– Scenario 3: Non-medium-specific communication
preferences – Allow for any 1 endpoint to be specified as
“primary,” regardless of whether a phone number, SMS or email address, etc.
– Scenario 4: Time-of-day preferences – Allow the
preferences above to be specified based on time of day (&
day of week).
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ELive! Webinar: Emergency Communications and the Clery Act
2/28/2013
Recommended Desirables
 Additional modes – “Sirens”/Loudspeakers, network
pop-ups, video/CATV (digital TV & IP), instant
messaging, fire panel alarms w/voice enunciation,
digital signage (including changeable message signs
on roads), 2-way radio, UC, etc.
 (User-definable) Notification variable support
(e.g., “location”), including speech phrase variables
(in order to be able to reuse speech phrases, such as
“This is PSU Police Chief Tyrone Parham. Please
listen to this important PSU Alert.”)
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ELive! Webinar: Emergency Communications and the Clery Act
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Recommended Desirables
 CAP and/or EDXL compliance
 National EAS compatibility
 Presence support (i.e., UC/calendar
integration) towards an even-smarter tieredlogic approach
 Campus address (building vs. street)
support (in terms of GIS mapping)
 Unlimited-usage (vs. pay-per-message) cost
model
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ELive! Webinar: Emergency Communications and the Clery Act
2/28/2013
The Clery Act1
 Federal law enacted 1990 (last amended in 2000), following the murder
& sexual assault of Jeanne Clery, a freshman @ Lehigh University, &
the discovery that campus had not been apprised of 38 violent crimes
on campus in the 3 years preceding that attack.
 Applies to all institutions receiving Federal Title IV student financial aid
funds (e.g., virtually all of higher ed).
 US Department of Education (ED) is charged w/enforcement.
 Penalties
–
–
Fines of $27,500/incident
May even include revocation of institutional permission to participate in all federal
student financial aid programs.
 Clery Act Handbook available from ED @
“http://www.ed.gov/admins/lead/safety/handbook.pdf”.
 Why is this relevant here? The Clery Act includes a "timely warning"
provision for specific enumerated crimes.
1 - Some “Clery Act” slides liberally borrowed from Dr. Joe St Sauver’s
“Mass Real Time Emergency Notification” presentation @ a recent
Internet2 Member Meeting, w/his kind permission.
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ELive! Webinar: Emergency Communications and the Clery Act
2/28/2013
Timely Warning: 34cfr668.46(e)
(1) An institution must, in a manner that is timely & will aid
in the prevention of similar crimes, report to the
campus community on crimes that are –
(i) Described in paragraph (c)(1) & (3) of this section;
(ii) Reported to campus security authorities as identified under the
institution's statement of current campus policies pursuant to paragraph
(b)(2) of this section or local police agencies; &
(iii) Considered by the institution to represent a threat to students &
employees.
(2) An institution is not required to provide a timely warning
w/respect to crimes reported to a pastoral or professional
counselor.
[emphasis added to the above]
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2/28/2013
Section c(1) Reportable Crimes
(i) Criminal homicide:
(A) Murder & non-negligent manslaughter.
(B) Negligent manslaughter.
(ii) Sex offenses:
(A) Forcible sex offenses.
(B) Non-forcible sex offenses.
(iii) Robbery.
(iv) Aggravated assault.
(v) Burglary.
(vi) Motor vehicle theft.
(vii) Arson.
(viii) (A) Arrests for liquor law violations, drug law violations, &
illegal weapons possession.
(B) [as (A), except referred for campus disciplinary action]
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Section c(3) Reportable Crimes
Reported crimes if a hate crime:
An institution must report, by category of
prejudice, any crime it reports pursuant to
paragraphs (c)(1)(i) through (vii) of this section, &
any other crime involving bodily injury
reported to local police agencies or to a
campus security authority, that manifest
evidence that the victim was intentionally
selected because of the victim's actual or
perceived race, gender, religion, sexual
orientation, ethnicity, or disability.
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ELive! Webinar: Emergency Communications and the Clery Act
2/28/2013
Some Clery Act Questions
From ED Clery Act Handbook, pages 75-76:
"By now you are probably asking, "What do you mean by
'timely'?" & "How do you expect me to alert everyone?" Neither the
Clery Act nor ED define "timely." The warning should be issued as soon
as the pertinent information is available because the intent of a timely
warning is to alert the campus community of continuing threats especially
concerning safety, thereby enabling community members to protect
themselves. [emphasis added]
"Although the format for the warning has not been mandated, the
notice must be timely & reasonably likely to reach the entire campus
community & aid in the prevention of similar crimes. Therefore, timely
warnings must be issued in a manner that gets the word out quickly
communitywide. They may be e-mailed, posted around campus, or
otherwise distributed according to your institution’s policy. A combination
of dissemination methods may be used. Timely warnings may not be
issued in a manner or posted in a location that requires the campus
community to make requests for them or to search for them. The
responsibility for the warning rests solely w/the institution."
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ELive! Webinar: Emergency Communications and the Clery Act
2/28/2013
Lessons Learned @ Penn State
 An ED statement announcing an investigation into
Penn State's handling of the Sandusky case
mentions both the annual reporting & timely
warning requirements.
 The investigation also reported “a lack of awareness
of child abuse issues, the Clery Act, & whistle-blower
policies & protections.”
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ELive! Webinar: Emergency Communications and the Clery Act
2/28/2013
Lessons Learned @ Penn State
 Awareness training & clear reporting policies
are critical. (Almost all of us are mandatory
reporters.)
 A handful of universities have been fined
under the Clery Act since its inception:
– Virginia Tech (2007 rampage)
– Eastern Michigan University (Laura Dickinson
murder, 2006)
– Salem International University (2005 annual report)
– Mount St. Clare College / Ashford University (2000
annual report)
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ELive! Webinar: Emergency Communications and the Clery Act
2/28/2013
Lessons Learned @ Penn State
 In the past five years, the ED has ramped up Clery Act enforcement. It
now has a staff dedicated solely to conducting investigations. It also
has partnered w/the FBI to audit a random sample of universities, a
practice that has revealed widespread problems w/crime data reporting
& a lack of policies to ensure compliance.
 PSU officials, including the school's president, Rodney Erickson, have
pledged that Penn State will be a leader nationally in the dialogue
about and fight against child abuse.
 Penn State’s Clery compliance coordinator, Gabriel Gates, said the
University “strives to exceed the requirements of the Clery Act” and that
“We aim to build a higher education community standard of
excellence.”
 To read Penn State’s Annual Security Report, visit
“http://www.police.psu.edu/cleryact/documents/UniversityParkPolicySaf
etyU2012.pdf”.
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ELive! Webinar: Emergency Communications and the Clery Act
2/28/2013
Poll #4
How well does your institution comply with the
Clery Act? Please answer each question with
“Yes” or “No” (or “Don’t know”).
1. Do you have an ENS in place that is “timely &
reasonably likely to reach the entire campus
community?”
2. Do you have a dedicated Clery compliance
officer?
3. Do you produce an annual safety & security
report?
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2/28/2013
Free Mobile “Killer Apps”
Everyone Should Have
Emerg.
Radio
Free
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ELive! Webinar: Emergency Communications and the Clery Act
2/28/2013
Free Mobile “Killer Apps”
Everyone Should Have
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ELive! Webinar: Emergency Communications and the Clery Act
2/28/2013
Free Mobile “Killer Apps”
Everyone Should Have
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ELive! Webinar: Emergency Communications and the Clery Act
2/28/2013
Free Mobile “Killer Apps”
Everyone Should Have
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ELive! Webinar: Emergency Communications and the Clery Act
2/28/2013
Free Mobile “Killer Apps”
Everyone Should Have
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ELive! Webinar: Emergency Communications and the Clery Act
2/28/2013
Free Mobile “Killer Apps”
Everyone Should Have
Mobile
Alert
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ELive! Webinar: Emergency Communications and the Clery Act
2/28/2013
Free Mobile “Killer Apps”
Everyone Should Have
WebMD Mobile
Emergency health diagnostics
First-aid feature that works w/o
an internet connection
– CPR instructions
– How to put a broken arm in a
sling
– Etc.
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ELive! Webinar: Emergency Communications and the Clery Act
2/28/2013
Free Mobile “Killer Apps”
Everyone Should Have
First Aid (by American Red
Cross)
Step-by-step instructions for
handling everyday emergencies
Instructional videos
Mostly locally-stored content
Built-in 9-1-1 & EMS call
buttons
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Free Mobile “Killer Apps”
Everyone Should Have
Hurricane, Earthquake, Wildfire
(by American Red Cross)
Suite of disaster-specific apps
Disaster preparedness
Disaster tracking
Evacuation routes
Etc.
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ELive! Webinar: Emergency Communications and the Clery Act
2/28/2013
Free Mobile “Killer Apps”
Everyone Should Have
FEMA
Disaster preparedness
Maps of disaster shelters
Emergency numbers
Etc.
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2/28/2013
Free Mobile “Killer Apps”
Everyone Should Have
GotoAID
 Runs the full gamut of medical
care—everything from bee stings to
broken bones.
 Same for natural disaster
preparedness—snowstorms,
volcanic eruption, damn failure,
landslides, etc.
 Morse code translator/transmitter
 No longer free.
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ELive! Webinar: Emergency Communications and the Clery Act
2/28/2013
Free Mobile “Killer Apps”
Everyone Should Have
Emergency Flashlight
A flashlight when the real thing
is unavailable
Uses phone’s camera flash.
SOS feature
Beware: Prolonged use drains battery.
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ELive! Webinar: Emergency Communications and the Clery Act
2/28/2013
Free Mobile “Killer Apps”
Everyone Should Have
Red Panic Button
Sends panic email & text
message to list of people you
set up.
Sends coordinates to
emergency contacts.
Posts to Facebook & Twitter.
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ELive! Webinar: Emergency Communications and the Clery Act
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Free Mobile “Killer Apps”
Everyone Should Have
Disaster Readiness
More e-book than app.
Contains over 275,000
disaster guides—from
terrorist attacks to chemical
emergencies.
No longer free.
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ELive! Webinar: Emergency Communications and the Clery Act
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Free Mobile “Killer Apps”
Everyone Should Have
Disaster Alert
 Created by the Pacific Disaster Center.
 Alerts users to every natural disaster & "active hazards"
happening on the Pacific coast.
 When traveling, there’s a global view so you can see what
disasters & hazards are happening all over the world.
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ELive! Webinar: Emergency Communications and the Clery Act
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Free Mobile “Killer Apps”
Everyone Should Have
AroundMe
Some may not see as
emergency app, but handy
when disaster strikes.
Use it to find gas stations,
hospitals, pharmacies, etc,
wherever you are.
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ELive! Webinar: Emergency Communications and the Clery Act
2/28/2013
Q&A
Thank you!
http://TheRealPennState.org
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ELive! Webinar: Emergency Communications and the Clery Act
2/28/2013