To establish procedures for real property transactions by CWI.
Applies to any proposed real property transaction by CWI, whether by lease, sale, purchase or exchange
Real Property: All land, structures, firmly attached and integrated equipment (such as light fixtures or a well pump), anything growing on the land, and all “rights” and “interests” in the property which may include the right to future ownership (remainder), right to occupy for a period of time (tenancy or life estate), mineral or oil rights, and the right to get property back (a reversion) if it is no longer used for its current purpose.
CWI’s Board of Trustees has delegated to the President authority to act on behalf of CWI regarding all real property transactions necessary for the benefit of the CWI. The President shall designate an individual (Designee) to act as negotiator & transaction lead for CWI. No transaction regarding the lease, sale, acquisition, or exchange of real property by CWI shall be executed until approved by the President’s Cabinet and the Board of Trustees.
The approval of lease, sale or acquisition by purchase or condemnation of real property shall be in conformance with all applicable state codes and statutes and subject to the following procedures:
To provide standards for CWI signage
Applies to all signage on CWI owned or leased property.
Campus Identification Signage: refers to all signage on the periphery of the campus, which notifies visitors that they have arrived at CWI.
Building Identification Signage: refers specifically to exterior signage that identifies a building.
Directional Signage: refers to signage providing guidance between and within buildings on campus.
CWI recognizes the need for a comprehensive, coordinated system of campus and building signage. It is important that CWI signage provides a distinct identity for CWI and establishes a welcoming image where necessary information is readily available for visitors, students, faculty and staff to become easily familiarized with the campus. Signage can enhance the character of CWI and provide visitor amenities along the campus boundary, incorporating landscape enhancements, identity signage, directional and informational signage. The intent of signage on campus is to ensure safety, provide direction, and provide information about campus departments and functions. Every effort will be made to limit signage on campus with the understanding that some signage is necessary to support the mission of the College. Uniformity of design elements is essential to the overall aesthetic value of the campus. All signage shall conform to CWI signage design standards. Proposed signage design shall be submitted to Facilities Planning and Management for review/approval prior to fabrication/installation.
Traffic/vehicular signage marks the campus intersections and should be easily readable from automobiles. These signs are used to direct motorists through the campus to parking areas and particular points of interest.
Where called for, dedication plaques shall be placed on CWI buildings as follows:
Freestanding signage design shall conform to CWI signage design standards.
Parking and traffic signage will be provided to ensure campus safety and appropriate utilization of campus roadways and parking facilities. This signage shall address ADA and other regulatory standards as required by applicable codes and shall conform to CWI signage design standards.
To provide for the management of CWI’s capital outlay and construction program.
Applies to all construction projects on behalf of CWI.
CWI places great emphasis on the effective and efficient management of its construction projects. Accordingly, the Board of Trustees has delegated to the President the responsibility for planning and administrative management of CWI’s capital outlay and construction program. The President will report annually to the Board of Trustees about progress on short- and long-range facilities projects.
The President shall designate an individual to serve as a monitor for the purpose of overseeing progress of all construction work, including but not limited to inspection of workmanship, completion of work to meet specifications, and the suitability of proposed changes to the scope and original design. The President’s designee shall assure compliance with state and federal laws.
If state funding is sought for capital construction, the President must annually submit an updated six-year plan to the Board of Trustees for approval, with later submission to the Permanent Building Fund Advisory Council.
To provide for the administration of all construction of and improvements to CWI’s physical facilities.
Applies to the construction of and improvements to all physical facilities owned or leased by CWI.
Construction Activities: Includes but is not limited to new construction, alteration, repair, maintenance, remodeling, and any other physical changes that involve buildings, grounds, infrastructure, real property, or parts thereof. Construction activities include painting, flooring, and window coverings and installation of equipment, appurtenances, and furnishings that require installation, modification, structural considerations, or extension of building services or building systems, by convention, guidelines, or code.
The Facilities Planning and Management Department (FPM) is charged with operating, maintaining, and preserving the value of CWI’s physical facilities for the benefit of the State of Idaho and CWI. This includes ensuring that all construction activities are completed in an efficient and cost-effective manner and in accordance with applicable laws and regulations, building codes, ADA guidelines, design guidelines, health and safety regulations, and CWI policies.
In order to responsibly execute its charge, FPM shall administer all construction activities, regardless of the source of funds. All construction contracts shall be issued and administered by FPM (or the Department of Public Works (DPW), as appropriate), and all construction activities shall be performed under the administrative oversight of FPM.
Any construction activity that is not initiated through FPM following the policy outlined herein will be considered Unauthorized Construction Work. Unauthorized Construction Work often violates statutes, standards, policies, regulations, and codes and may result in hazardous conditions during the execution of the construction work or in the future. In the event that Unauthorized Construction Work is discovered, the following actions may be taken:
To establish the scope of CWI’s commitment to provide a safe and healthy environment for the CWI community.
Applies to all CWI departments, students, employees, contractors, and visitors to CWI.
Department: A division or unit within CWI characterized by distinct areas of knowledge or responsibility (e.g., business unit, chemistry department, administration departments, etc.).
College Community: Students, faculty, staff, visitors, contractors, etc.
ESH Programs: Programs established by the CWI Environmental Safety and Health (ESH) Function to facilitate compliance with applicable ESH laws, rules, and regulations.
ESH Coordinator: Individual responsible for approval and establishment of the ESH Program and implementing the ESH Function at the institutional level.
ESH Function: The CWI Environmental Safety and Health (ESH) Function resides in the Department of Safety and Security.
CWI Safety Committee: Promotes a culture of safety and health. It supports the College’s education and work environment by identifying, assessing, and correcting actual or potential hazards.
Procedures: Documents prepared by a CWI Department, business unit, or ESH implementing an applicable process.
ESH Function: The ESH Function shall identify and interpret (through the publication of Procedures) applicable federal, state, and local laws and regulations pertaining to occupational and environmental safety and health topics. It shall educate the college community regarding regulatory compliance mandates, assist departments and business units in executing these requirements and audit compliance actions, including the review and approval of departmental procedures.
College Community: It is the responsibility of the college community to adhere to all applicable government regulations pertaining to safety and health as outlined in this Policy and all related guidelines.
CWI is committed to maintaining safe campus environments for students, employees, volunteers, and visitors by ensuring compliance with relevant statutes and regulations pertaining to environmental health and safety. All business departments will work to provide environments, facilities, equipment, and training that meet applicable federal, state, and local Environmental Safety and Health (ESH) laws, rules, and regulations. They will adopt appropriate standards and procedures to ensure compliance with ESH. CWI ESH, through the ESH Coordinator, is delegated the responsibility of preparing detailed Procedures that outline regulatory compliance requirements. CWI departments, administrators, managers, faculty, and staff are required to comply with Procedures established by CWI ESH for the purpose of compliance.
CWI’s ESH Guidelines are established by the CWI ESH Coordinator to assist in identifying, preventing, and correcting hazards in the workplace.
This policy endorses programs which:
• Provide safe and healthful conditions and reduce injuries and illnesses to the lowest possible level. No task is so important and no service so urgent that it cannot be performed safely.
• Assure compliance with applicable federal, state, and local regulations providing for environmental safety and health.
• Provide information, training, and safeguards to faculty, staff, and students regarding health and safety hazards, and to the surrounding community regarding environmental health hazards arising from operations and events at CWI.
• Install and maintain facilities and equipment in accordance with recognized and accepted standards essential to reduce or prevent exposure to hazards by faculty, staff, students, and visitors.
• Provide appropriate personal protective equipment to all employees at CWI’s expense when engineering controls are not adequate to minimize exposure.
• Provide medical surveillance as required by law and as may be dictated by existing circumstances or programs.
The EHS Coordinator has authority to establish the following requirements through written Procedures. Procedures will include the following:
• Departmental support, participation, and compliance with this Procedure.
• Departmental commitment to establishing a culture of health and safety across the college.
• Adequate training for specific workplace responsibilities.
• Thorough and regular selfâ€inspections that are intended to prevent hazards from occurring.
• Hazardous condition reporting mechanisms designed to ensure that employees can report potentially hazardous conditions without fear of reprisal and that such reports will receive prompt and serious attention.
• Established and maintain systems and procedures which assure that workplace equipment and instrumentation are maintained in safe and good working conditions.
• Procedures to investigate any workplace accidents, nearâ€miss incidents, and reported injuries and illnesses.
• Correction of all hazards as expeditiously as possible once identified. If a hazard cannot be corrected for any reason, employees will be prohibited from working with continued exposure to the identified hazard.
Providing a safe and healthful environment for students, faculty, staff, and visitors is the responsibility of all members of the CWI Community. Ultimate responsibility for establishing and maintaining the ESH Programs at CWI rests with the President and President’s Cabinet of CWI.
Primary responsibility for the environmental health and safety of the workplace belongs to each CWI employee. Employees functioning in a supervisory role have a heightened responsibility to ensure that safe conditions, practices, and training are provided and followed within their areas of control. Members of the CWI community shall cooperate fully with all aspects of CWI’s ESH Policy, Guidelines, and Procedures.
The ESH Coordinator establishes Procedures based on legal requirements, best practices, benchmarking of similar institutions, and reference to the following health and safety standards:
• Idaho Division of Building Safety (IDBS)
• Occupational Safety and Health Administration (OSHA) General Industry, Title 29, § 1910 and/or General Construction, Title 29, § 1926
• National Fire Protection Association (NFPA) Standards and Regulations
• Resource Conservation and Recovery Act (RCRA)
• Idaho Department of Environmental Quality (IDEQ)
• Environmental Protection Agency (EPA)
Work environments at CWI may be subject to compliance inspections conducted by internal groups (ESH or Third-Party Auditors) or state or federal regulatory agencies. In many instances, departments will have advance notice of the intended inspection; however, in some cases outside regulatory personnel may conduct unannounced inspections. In the event of an unscheduled inspection, regulatory personnel shall be asked to provide proper identification. Additionally, employees should contact their direct supervisor and ESH Coordinator to notify them of the inspection. Employees should expect to have work environments inspected by the ESH Coordinator on a yearly basis. Corrective actions identified through the course of an inspection will be implemented with the aid of the ESH department.
CWI employees perform a wide range of functions in various locations. Although some safety rules apply only to specific positions, all employees are expected to comply with the following procedures:
• Use common sense in performing duties.
• Report any work injury or illness to a supervisor.
• Report unsafe conditions to a supervisor or safety committee member.
• Do not use any equipment, vehicles, or materials when overly tired, nauseated, feverish or under the influence of any substance that may affect judgment.
• Keep the work area neat and tidy.
• Use mechanical devices or request assistance in lifting heavy loads.
• Wear seat belts when operating any company or rented vehicle or driving a personal vehicle while on company business.
• Do not use tops of cabinets or bookcases for extra storage or displays.
• Be sure that aisles or exits are kept clear; do not let cords interfere with walkways.
• Keep paper clips, tacks, pins, and other objects off the floors.
• Properly store all sharp objects when not in use.
• Open and close doors cautiously and use extra caution at blind hallway intersections.
• Open only one file cabinet drawer at a time to avoid tipping over the cabinet. Cabinets should also be loaded from bottom to top and emptied in the reverse order.
• Report or clean up all spills immediately.
• Use stepstools, platforms, or ladders for climbing. Never use chairs.
• Report or replace frayed electrical cords.
• Use applicable ESH Procedures relevant to the operation
• Read and be familiar with Emergency Handbook content
• Follow manufactures’ safety guidelines regarding all devices (tools, equipment, machinery, electrical, hardware, office-classroom furniture, etc.)
Individuals failing to follow established Procedures related to ESH will be subject to appropriate corrective action up to and including termination of employment or expulsion. Support and resources on various ESH topics can be found by employees on the “myCWI” page or by contacting the ESH office.
CWI employees, students and contractors will be provided sufficient training and information to perform activities in a safe and healthful manner. These trainings will be provided by the ESH Department in collaboration with CWI leadership. Further resources including material handling, evacuation, and safety guides will be posted in appropriate locations as necessary.
CWI employees are required to report to their immediate supervisor any on the job “injury” or “illness” or what they believe to be an on-the-job injury or illness as soon as reasonably possible after the injury or illness occurs.
CWI employees are also required to report any injury or illness reported to them by the campus community to their supervisor.
The supervisor and the employee will submit an Accident Incident Report to Risk Management and ensure that other reporting requirements are met. Risk Management will maintain these records on file, and they will be made available to the ESH office or federal, state, and local agencies upon request.
General concerns of employees, students, or visitors may be made to the ESH department, Security Office, Faculty, Supervisor, or Safety Committee Member. In addition, CWI provides for anonymous reporting through the Ethics Hotline.
Essential records, including those legally required for workers’ compensation insurance, insurance audits and regulatory inspections, shall be maintained as required by law. Records will be kept that include the following:
• Scheduled and periodic inspections to identify unsafe conditions and work practices. .
• ESH training records for each CWI employee.
• Maintain all equipment certifications demonstrating regulatory compliance.
Employee occupational and exposure records must be maintained for the duration of the respective employee’s employment with CWI, plus an additional thirty (30) years.
All such employee occupational records are exempt from disclosure as employee health records pursuant to Idaho Code 74-106.
CWI recognizes that employees, their designated representatives, authorized representatives of the Idaho Department of Labor and other state or federal agencies may have a right of access to relevant exposure and medical records as authorized by law. When a request for these records is made, CWI shall assure that access is provided in a reasonable time, place, and manner and in accordance with applicable state, federal, or local law.
To establish guidelines regarding the possession, wearing, carrying, transporting, or use of weapons, including firearms.
Applies to all weapons, including firearms on CWI-owned or controlled properties, in College vehicles, and during CWI sponsored activities or events.
Concealed: A concealed weapon is one that is carried upon one’s person and is not a plain view or discernable by ordinary observation.
CWI owned or controlled properties: All College-owned, leased, or operated properties and surrounding areas such as sidewalks, driveways, and parking lots. This policy applies also to College vehicles, regardless of whether they are on College property at the time. Also included are locations where CWI sponsored activities and/or events are held.
Firearms: Any weapon that will, is designed to, or may readily be converted to expel a projectile by the action of an explosive.
Weapons: Any device, instrument, material, or substance used for, or is readily capable of causing death or serious bodily injury, including but not limited to firearms, knives, explosives, conducted energy devices (e.g. tasers and stun guns), or incendiary devices.
A safe and secure environment is fundamental to fulfilling CWI’s educational mission. CWI is committed to maintaining an environment free of violence. This commitment includes restricting recognized hazards from the CWI community that contribute to violence and may result in serious harm. Accordingly, the possession of weapons, including firearms on CWI owned or controlled properties is subject to the guidelines set forth below.
The possession, wearing, carrying, transporting, or use of weapons, including firearms, while upon CWI owned or controlled properties, in CWI vehicles, and during CWI sponsored activities or events is strictly prohibited, except for authorized law enforcement officers, and persons exempt under Idaho State law. “Persons exempt under Idaho State law” means any person licensed to carry a concealed weapon under Idaho Code §§ 18â€3302H or with an Enhanced Concealed Carry License under Idaho Code 18â€3302K.
Individual Exceptions: Prior specific written permission from the Executive Director of the Facilities, Planning & Management Department to bring any weapon on campus may be obtained for certain activities or legitimate purposes, e.g., class projects or demonstrations, displays of antique firearms, or art objects.
Program Exceptions:
CWI may conduct weapons screening to enforce this policy. Campus security will determine the appropriate security screening procedures to be used on a caseâ€byâ€case basis for events on campus. Screening procedures may include but are not limited to visual inspection, the use of magnetometer devices (including wands and walkthrough metal detectors), bag size and type limitations, and bag inspections. Discovery of a weapon, except where permitted above, during screening procedures will be a violation of this policy, will result in denial of admittance to the event or facility, and may require a law enforcement assessment of the situation.
Any violation of this policy poses a serious risk to the safety of the CWI community. Violations may result in:
To provide for the establishment of operational procedures, which promote safety and security on premises owned or controlled by CWI.
Applies to all CWI students, staff, faculty and visitors.
CWI is committed to providing a safe work and learning environment free from crime, violence, or threats of violence. All employees and students of CWI have the right to learn, study, and work in an environment free of disruptive, hostile, or violent behavior. In order for CWI to achieve this goal, it is necessary to establish policies that reflect the nature of a campus community. To accomplish this requires the participation of all members of the campus community. Campus Security officials, students, faculty, and staff shall work together to mitigate the consequences of targeted violence, crime, natural disasters, and other hazards. Planning and preparing to promptly and deliberately respond to these types of situations is crucial to a safe and secure campus.
CWI Campus Safety and Security has the responsibility of publishing specifications delineating individual and departmental responsibilities in maintaining a safe learning and working environment. A Link to these specifications can be found below.
CWI provides open access to campus buildings during posted building hours for students, staff, faculty, and authorized visitors. After-hours access is limited to staff and faculty in designated, pre-approved areas. After hours student access is permitted only with Campus Security approval. Building/area access is accomplished by means of an Identification/Access card or key issuance.
The physical security of the CWI campuses is maintained by means of a number of factors:
Reports of all security related incidents of actual or attempted criminal behavior, violence, threats, or any other suspicious circumstances should be immediately reported to Campus Security at (208) 562-3333. Life threatening situations should be immediately reported to 9-1-1.
CWI has adopted the Run, Hide, Fight protocol for responding to active shooter incidents. This protocol and response procedures are outlined in the Campus Safety & Security.
Various crime prevention services and related guidance are offered by the Campus Safety and Security organization. These are outlined in the Campus Safety and Security webpage linked above.
JEANNE CLERY DISCLOSURE OF CAMPUS SECURITY POLICY AND CRIME STATISTICS ACT
This federal regulation requires CWI to report on criminal activity on or near campus, describe its security practices, advise the campus community of incidents that would affect its health and safety, and publish an Annual Security Report. The CWI Clery Compliance Program is described in detail in one of the Specifications linked below.
Campus Safety and Security publishes and distributes an Emergency Handbook to all office locations and campus bulletin boards. It serves as a quick reference for efficient action during an emergency event and to assist students, staff, faculty, and visitors in responding to and managing these events. The Handbook is a multi-hazard guide covering the most likely emergency incidents that could occur on campus.
CWI will not tolerate any form of violence in the workplace including verbal or physical threats, intentional physical contact for the purpose of causing harm, or menacing, intimidating or other behavior intended to frighten, coerce, or threaten another individual or individuals in the workplace, on CWI campuses or other CWI controlled sites.
In the event of imminent or actual violence, a person should take necessary precautions to ensure personal safety and the safety of others and call 9-1-1 and/or Campus Security.
An employee who is the subject of or aware of possible workplace violence should immediately report this information to Campus Security, Human Resources, his or her supervisor, or any member of CWI’s management team. Human Resources must notify (i) the Office of the Assistant Vice President, Enrollment & Student Services when an allegation of violence is made against a student or (ii) CWI’s Title IX Coordinator when the allegation of violence involves sexual harassment, domestic violence, dating violence, sexual violence, or stalking.
Reported allegations of violence will be kept confidential except to the extent disclosure is necessary during the investigation process and/or subsequent proceedings or required by law.
Retaliation is prohibited against any person who, in good faith, reports concerns or incidents of violence or who participates in an investigation of incidents or threats of violence.
A threat identified under this policy should lead to remedial or disciplinary action, as appropriate, which may include counseling, suspension, expulsion, or dismissal. Individuals in violation of this policy may be excluded from campus in order to prevent a recurrence or escalation of the violent behavior.
CWI has established a Threat Assessment Team to formalize the process by which CWI addresses real and potential threats to CWI students, employees, and property.
CWI is committed to promoting and maintaining an environment where students, faculty and staff participate in the educational process without compromising the health, safety or welfare of themselves or others. As part of this commitment to a safe campus and workplace, CWI has created a Threat Assessment Team. The Threat Assessment Team may work with appropriate campus departments, law enforcement and mental health agencies to expedite threat assessment and intervention. The Threat Assessment Team also will develop comprehensive fact-based assessments of students, employees or other individuals who may present a threat to CWI.
The Threat Assessment Team’s mission, charter, and protocol is described in more detail in one of the Specifications linked below.
To establish authority in determining the use of space on CWI property or within CWI owned or lease facilities, and to provide for effective and efficient utilization of CWI’s space resources.
Applies to all CWI owned or leased facilities and property.
Campus Facility - is any indoor or outdoor space, which is operated, managed, and maintained by CWI staff. Campus facilities are not just limited to rooms; they can also be industry-modeled areas designed for hands-on training.
Utilization - refers to how a campus facility is being used and by whom.
Event - is any activity, occasion, reception, performance, special meal, conference, training, meeting, or any combination thereof that does not appear in a published class schedule. Appointments are excluded. All events, activities, and meetings (excluding classes) must be scheduled using the Event Request Process which is accessed online.
Space Utilization - the action of making practical and effective use of all CWI space.
Camping - the unauthorized use of CWI property as a temporary place of dwelling, lodging or living accommodation.
The Facilities Planning and Management Department (FPM) has authority over all CWI physical/campus space. Campus facilities and property exist to serve primarily the educational mission of the college. Activities occurring in a campus facility or on campus property must be an appropriate use of that space at all times.
The purpose of this policy is to provide for the effective and efficient use of CWI’s space resources resulting in (i) a quality learning and working environment for students, faculty and staff; (ii) effective management of space to meet the strategic vision and mission of the College; and (iii) the cost effective utilization of space. In addition, this policy provides a framework for the regular review of CWI’s space needs and use of its physical assets and a basis for the procedures to be followed in relation to the assignment of space and the relocation of staff. All space at CWI belongs to the College. CWI will allocate and assign space to best support and further CWI’s academic mission and priorities. The President shall designate an individual to serve as a monitor for the purpose of overseeing all space, whether leased or owned, at CWI. The President’s designee shall assure compliance with state and federal laws.
To provide guidelines regarding energy and water conservation which promote environmental stewardship while striving to achieve a comfortable environment for occupants.
Applies to all of Â鶹´«Ã½ (CWI)’s facilities and property.
Sustainability: Development that meets the needs of the present without compromising the ability for future generations to meet their own needs.
Renewable sources: Energy resources that are naturally replaced or replenished, e.g. solar, wind, biomass, hydroelectric, geothermal, etc.
Non-renewable sources: Energy resources that are not naturally replaced or regenerated within a reasonable amount of time compared to its rate of consumption, e.g. oil, coal, and natural gas.
It is CWI’s goal to develop sustainable practices and to promote stewardship of the environment. To achieve those goals the College will: (i) encourage energy and water conservation programs; (ii) strive to reduce the use of non-renewable resources; (iii) promote usage of renewable resources; and (iv) reduce greenhouse gas emissions from campus-based activities.
Implement energy efficient features and practices campus-wide to significantly reduce power consumption.
Whenever possible, CWI will implement and influence practices that promote building efficiencies.
Whenever possible, CWI will implement practices and programs to promote water conservation.
Whenever possible, CWI will implement systems, practices and programs that create reductions in electrical demand.
The College will adopt principles and best practices to help reduce the environmental impacts of its waste.
To establish guidelines and procedures for CWI ground transportation.
Applies to all ground transportation on and off campus utilized by all units within the College.
CWI has established this policy to provide innovative ground transportation solutions that serve and support the College and establish operational procedures and guidelines governing transportation for College-related activities. CWI encourages students, faculty, and staff to travel to, from, and within the campus by some form of alternative transportation, to reduce traffic congestion, limit the need for automobile parking, and preserve the environment.
The policy covers:
Inform the Business Office of any changes to the CWI Fleet managed by the department and file appropriate forms as required for:
To ensure appropriate insurance coverage is obtained for CWI Fleet vehicles, it is essential that Risk Management is provided all current vehicle information by the department to which the vehicle is assigned.
All CWI faculty and staff are responsible for ensuring they are in compliance with the CWI Fleet Vehicle and Rental Vehicle Use Program for CWI owned or leased Fleet vehicles and rental vehicles rented in the name of CWI utilizing the current “State” contract. Each department is responsible for all costs associated with the maintenance, operation, and repair of vehicles assigned to them, including the cost of fuel. The department is also responsible for Emissions Testing and any other “Annual” inspections required for registration of the vehicle or trailer. Authorized Drivers must be trained and qualified prior to operating vehicles or equipment.
If departments find it necessary to rent vehicles on a short-term basis from a rental agency, the vehicle should be rented in the name of CWI utilizing the current “State” contract. Authorization to drive a rental vehicle utilizing the current “State” contract is restricted to faculty and staff conducting official business of the College.
When a CWI employee is using his/her personal vehicle for official CWI business, the employee's personal auto insurance provides primary coverage. CWI's auto insurance provides excess coverage only for liability. Physical damage to an employee's personal vehicle that occurs while the vehicle is being used for CWI business is not covered by CWI’s auto insurance.
All CWI owned or leased Fleet vehicles and rental vehicles rented in the name of CWI utilizing the current “State” contract must be operated in accordance with all federal, state, and local laws and the CWI Fleet Vehicle and Rental Vehicle Use Program. Failure to comply with any federal, state, and local laws or the CWI Fleet Vehicle and Rental Vehicle Use Program will be grounds for disciplinary action up to and including termination.
No person, while operating a vehicle on the campuses of CWI, will operate said vehicle at a speed greater than is reasonable and prudent under the current conditions, taking into account any actual and potential hazards. Consistent with the foregoing, every person will drive at a safe and appropriate speed when special hazards exist with respect to pedestrians or other traffic or by reason of weather or roadway conditions.
The speed limit on the campuses of CWI as hereinafter authorized will be a maximum of fifteen (15) miles per hour unless otherwise posted. No person will drive a vehicle at a speed in excess of the maximum limit. Failure to comply with maximum and safe limits will result in a citation by law enforcement personnel or revocation of campus driving privileges.
All CWI employees assigned duties that require operation of CWI Fleet vehicles or rental vehicles utilizing the current “State” contract are required to submit to a background and driving record check to ensure that drivers are in compliance with the Authorized Driver Requirement and Guidelines defined herein. Negative findings on background and driving record checks, which affect an employee’s ability to perform his/her defined duties, will be grounds for disciplinary action up to and including termination.
The following accident procedure information should be placed in the glove compartment of all CWI owned or leased Fleet vehicles. Contact Risk Management for a copy of the accident procedures.
The following criteria will be used to determine an employee’s eligibility to operate a vehicle for the purpose of conducting CWI business:
No person, other than an "Authorized Driver," may operate any CWI Fleet vehicle or rental vehicle rented in the name of CWI utilizing the current “State” contract.
Authorization to drive a CWI Fleet vehicle or rental vehicle rented in the name of CWI utilizing the current “State” contract is restricted to faculty and staff conducting official business for the College. Use is limited to accomplishing academic, research, and/or administrative responsibilities.
There are two categories of Authorized Driver(s):
Compliance with all federal, state, and local laws and the CWI Fleet Vehicle and Rental Vehicle Use Program is required for any driver to be authorized to use a CWI Fleet vehicle or rental vehicle rented in the name of CWI utilizing the current “State” contract.
CWI, in partnership with Valley Regional Transit (VRT), offers complimentary transportation for employees and students with a valid CWI identification card and sticker on any fixed routes serviced by VRT. In addition, VRT provides shuttle service for CWI Nampa locations. The interconnecting shuttle connects CWI Nampa Campus buildings including the Academic Building (NCAB), Aspen Classroom Building (NASP), Administration Building (NADM), Multipurpose Building (NCMP), Micron Education Center (NMEC), and the Canyon County Center (CYNC).
To establish authority and process in determining and communicating a campus closure or delay in opening due to natural or human caused emergencies including but not limited to, inclement weather, utility failure, fire, floods, threat, or other forced evacuations. CWI's primary goal is to maintain a safe environment for our students, faculty, and staff, while preserving access to the college's services. Our predisposition is to remain open and operate normally whenever possible.
Applies to all CWI campuses.
Campus: All CWI locations, including classes and office operations.
Closure: Shut-down of all operations of the College at a specific location or the entire CWI Campus. A Closure may include a delay in opening operations. Closures or delays will apply to all students, faculty, and staff at the college.
Emergency: An event that is significantly impacting the safety of the College, its personnel, and students.
Incident Command Team: Vice President, Strategy & Operations, Provost & VP of Academic Affairs, and, Executive Director, Facilities Planning and Management.
Crisis Communication Team: Provost & VP of Academic Affairs, Executive Director, Facilities Planning and Management, Executive Director Communications & Marketing, VP Strategy & Operations, Director, Safety and Security, and Security Administrator.
The Incident Command Team has the authority to close or delay opening college campuses, operations and/or support offices in cases of emergency, to determine the duration of the Closure and to declare when the Closure has terminated. The Emergency Notification, Timely Warning, and CWI Alert Procedure and all appropriate communication channels will be used to inform the campus community of a closure or delay. The Crisis Communication Team will be responsible for informing the campus community, media, and any external audiences as deemed appropriate. This team will also provide updates as directed by the Incident Command Team. Announcements will be made as early as possible once a determination has been made.
To provide guidelines for the use of CWI’s facilities and property by faculty, staff, students, the community and external organizations.
Applies to all CWI owned and/or controlled facilities and property and to all users of such facilities and property.
As a public institution, CWI’s facilities and property may be available for use by its faculty, staff, students, the community, and external organizations subject to the guidelines set forth below and other applicable CWI policies, including but not limited to CWI’s Campus Speech Policy, it’s Employee and Student Political Activity Policies, and it’s Commercial Solicitation Policy.
The President shall establish procedures regarding use of CWI property, including but not limited to facilities, equipment, and supplies by faculty, staff, students, and outside persons or organizations. These procedures shall include reasonable regulations regarding time, place, and manner of such use. Public access should not interfere with scheduled instructional programs or other CWI activities. Fees as authorized by law may be charged.
No group which discriminates on the base of race, color, religion, sex, sexual orientation, gender identity, age, national origin, disability, or any other basis protected by federal, state, or local law may use CWI facilities or property.
As a tax supported community college, the primary missions of education and community service will have first priority in the use of facilities on campus. CWI facilities are available for rental or for community (external) use only where such use will not conflict with scheduled CWI classes or activities.
The CWI Scheduling Office (scheduling@cwi.edu) is the point of contact for internal and external individuals or groups wishing to schedule use of any CWI room or facility.
Requests to reserve space are initiated by creating an event in 25Live (internal users) or completing a Facility/Event Request Form on the CWI website. Users provide details regarding their event (date, time, location, resources, etc) and submit the request. The request is needed in order to assign the space to the event and to provide details to service providers regarding resources (AV or IT needs, room setup, etc) that may be required for the event.
CWI-sponsored events which are scheduled or requested by CWI faculty or staff and are planned primarily to benefit members of the CWI community are considered internal requests. These requests include division or department meetings, activities, events, etc. There are no facility rental fees for internal requests, but other charges may apply to offset costs associated with the event, e.g., after-hours security.
Student-sponsored events are events carried out by officially recognized student clubs or organizations. Student events should be coordinated through the Office of Student Life in addition to completion of an event request in 25Live.
There are no facility rental fees for officially sanctioned student events, but charges may apply depending on the resources requested.
CWI-sponsored events which are scheduled or requested by CWI faculty or staff and are planned primarily to benefit members of the CWI community are considered internal requests. These requests include division or department meetings, activities, events, etc. There are no facility rental fees for internal requests, but other charges may apply to offset costs associated with the event, e.g., after-hours security.
Student-sponsored events are events carried out by officially recognized student clubs or organizations. Student events should be coordinated through the Office of Student Life in addition to completion of an event request in 25Live.
There are no facility rental fees for officially sanctioned student events, but charges may apply depending on the resources requested.
CWI welcomes the use of its space by members of the public or community organizations as long as the organization's stated purpose does not conflict with the primary mission of CWI or interfere with scheduled instructional programs or other CWI activities.
Facilities at CWI are available for use by members of the public or community organizations for fees established by CWI, provided the Facilities User Criteria and the following conditions are met:
For activities closely related to a CWI employee's professional duties, for instance an employee holds a national, state, or regional office of a professional organization, the President may authorize use of campus space for the activity. Employees associated with these organizations may schedule CWI facilities that fall within CWI’s mission. These requests will be subject to procedures for external requests for facility use.
Requests for the use of CWI facilities may be granted if the proposed use for the facility meets the following criteria:
CWI reserves the right to consider additional factors not identified above when evaluating facility use requests to the extent such additional factors are also consistent with CWI policies and procedures and with federal, state, and local law. CWI reserves the right to deny any and all requests if in the college’s sole discretion deems the request to not be compatible with and in the best interest of the college.
Violations of this policy may result in rescheduling, redirection, relocation, fines, additional cleanup and security costs, exclusion from CWI facilities and property, or denial of future facility-use requests.
Failure to enforce this policy in one instance does not waive CWI’s right to enforce it in any other instance.
To provide for the protection of CWI’s property and assets, information systems and financial resources.
Applies to all CWI property, assets and information systems and to all CWI employees and students.
CWI is committed to the protection of its property and assets, information systems and financial resources. In furtherance of this commitment, this policy outlines CWI’s general approach to risk management. More specific responsibilities and programs related to occupational safety, data management, campus safety and intellectual property are described in other CWI policies.
The President shall establish procedures necessary to manage, control, and protect the assets of CWI. These procedures shall include, but may not be limited to, ensuring sufficient security to protect property, equipment and information from theft, loss or significant damage.
Managers and supervisors also have responsibility for the identification and analysis of potential risks to CWI’s facilities, information management systems and other assets within their administrative units. They shall assign a high priority to the reduction of risk in the development of plans, operations and budgets. They shall also ensure compliance with safety and loss control regulations and programs to the extent enabled by their authority and resources.
Employees and students shall conduct their campus activities in a manner that will minimize risk to themselves and others and will protect CWI facilities, information and financial resources.
CWI’s Risk Management office, the Facilities Planning and Management Department and the IT Department shall have authority to develop and implement risk management safety and loss control programs as necessary to protect CWI’s assets, property, equipment, information and financial resources.
To establish a College policy for office space allocation.
Applies to all decision making in the allocation of College office space.
Office space: Space that includes offices, office service spaces, and conference rooms specifically assigned to support the Colleges academic, administrative, and service functions.
Office: A space housing faculty, staff, or students working at one or more desks, tables, or workstations configured as a private office, shared office, or open office with or without cubicles.
· Shared office: An enclosed work space for two or three people.
· Open office: An open work space for more than three people with or without cubicles.
· Cubicle: A semi-enclosed work space for one person within an open office.
Office Service Spaces: A space that directly serves an office or group of offices as an extension of the activities in those spaces. Office service spaces are not open to the public and include, but are not limited to, file rooms, break rooms/kitchenettes serving office areas, copy/fax rooms, vaults, closets, private restrooms, records rooms, department mail rooms, office supply rooms, first aid rooms, student counseling rooms and testing rooms, and open and private circulation areas.
Conference Room: A space serving one or more units and used primarily for staff meetings and unit activities. A conference space is typically equipped with tables, chairs, audio video equipment, used by specific organizational units for activities other than scheduled classes.
Allocation of office space for the College, whether owned or leased, is to be managed by the Facilities Planning and Management Department (FPM). Requests will be coordinated with potential users by FPM and are to be approved by the Vice President of Operations. Office moves within a division do not require additional approval.
FPM is responsible for implementation and enforcement of this policy— specifically, to ensure coordination and appropriate use of office space.
Space is a limited College resource and, consequently, it must be managed responsibly and in a way that promotes the advancement of the College’s mission and alignment with its strategic priorities. Flexibility needs to be maintained by all in order to address changes in function, curricula, programs and technologies. Accordingly, a comprehensive framework for assignment and management of office space has been established to achieve best utilization and respond to current and emerging needs.
This document provides general guidelines for the allocation of office space to the units within all the divisions on campus.
To establish the organizational framework of the CWI Emergency Management Program.
To establish roles and responsibilities for emergency management and business continuity activities.
To provide management and coordination of prevention/mitigation, preparedness, response, and recovery activities for all hazards.
This policy applies to all members of the CWI community with a particular focus on Administrative Units that have specific responsibilities identified in the College’s Emergency Operations Plan, Continuity of Operations Plan, Communication Plan, and/or business units that support essential functions.
Administrative Units: Any department, office, division, or other administrative component of the College.
Communicable Disease: An infectious disease that is spread from person to person.
Continuity of Operations: Capability to continue essential program functions and to preserve essential processes and functions, positions, lines of succession, applications and records, communications, and facilities across a broad range of potential emergencies.
Emergency: Any incident, human caused, natural or technological that requires responsive action to protect life, health, property, and/or the environment.
Emergency Operations Plan: A plan to address the process by which life safety concerns during multi-hazard emergency situations are resolved.
Essential Functions: Functions or services provided that if interrupted or unavailable for several business days would significantly jeopardize the College’s ability to serve its students and the campus community.
FERPA: The Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g; 34 CFR Part 99) is a federal law that protects the privacy of student education records. The law applies to all schools that receive funds under an applicable program of the U.S. Department of Education.
Mitigation: Sustained actions taken to minimize risk/loss to people and property from hazards and their effects.
National Incident Management System (NIMS): NIMS is a comprehensive, national approach to incident management that is applicable at all jurisdictional levels and across functional disciplines.
Preparedness: Preparedness involves all the actions required to establish and sustain the level of capability necessary to execute a wide range of incident management operations. Preparedness is implemented through a continuous cycle of planning, training, and equipping, exercising, and evaluating, and taking action to correct and mitigate.
Prevention: Actions taken to avoid or stop a threatened or actual emergency situation.
Recovery: The development, execution, and coordination of service and site restoration plans. The reconstitution of the College operations and services. Evaluation of the incident to identify lessons learned, post incident reporting, and development of initiatives to prevent or mitigate the effects of future incidents.
Response: Immediate actions to save lives, protect property and the environment, and to meet basic human needs. Response also includes the execution of emergency plans and actions to support short-term recovery.
CWI is committed to maintaining a safe, healthy, and orderly campus. Specifically, CWI is committed to:
• Protecting the well-being of students, employees, and the public.
• Providing an atmosphere that serves the College’s mission.
• Safeguarding College property, equipment, and facilities.
• Minimizing the impact of emergencies and maximizing the effectiveness of the campus community in preventing, preparing for, responding to, and recovering from emergencies.
• Integrating all phases of emergency management into a comprehensive program: prevention/mitigation, preparedness, response, and recovery.
• Aligning its Emergency Management program with the principles of the National Incident Management System (NIMS).
Board of Trustees:
• Delegate to the College President the authority to take emergency action(s) to protect the campus community.
• Authorize measures taken by the College to prevent the spread of communicable disease, including temporary closure of any College buildings.
• Formally declare a campus emergency for the purpose of emergency purchases.
College President (or Designee):
• Actively support the implementation of this policy and associated implementing documentation.
• Shall commit necessary College resources before, during, and after an emergency.
• Shall initiate/activate the Emergency Operations Plan as appropriate to the specific emergency.
• Shall take actions deemed appropriate to protect the campus community in the face of an epidemic of communicable disease, subject to Board of Trustees ratification.
• Shall provide strategic direction during the response and recovery phases of an emergency.
• Shall provide appropriate information to the Board of Trustees regarding campus emergencies.
Safety and Security/Risk Management Team:
• Shall revise or amend this policy as required.
• Will publish specifications implementing the provisions of this policy including the Emergency Operations Plan, Continuity of Operations Plan, Emergency Handbook and Communications Plan.
Incident Command Team:
• Shall direct, coordinate, and provide the necessary support for emergency response activities.
• Shall complete specified FEMA and other emergency management training; participate in exercises and drills.
College Administrative Units:
• Shall comply with the provisions of this policy and implement all specifications.
o Fully participate with the aspects of the Emergency Operations Plan that pertain to their units.
• Shall actively participate in the initial Continuity of Operations planning for their respective business areas and ensure that their planning remains current.
• Shall comply with the Health and Safety Emergency provisions under FERPA. See link below to Policy STU 090 – Student Records and Confidentiality.
College Community:
• Shall be familiar with and practice emergency prevention/response principles and practices such as those outlined in the CWI Emergency Handbook.
• Shall update the CWI Alert System with current reception methods and contact numbers.
To establish guidelines for implementing measures to prevent, manage, and mitigate the spread of communicable disease affecting the Â鶹´«Ã½ community.
Applies to all CWI students, staff, faculty, and visitors.
Communicable Disease: An infectious disease that is spread from person to person. Examples of Communicable Diseases covered by this policy include:
Communicable Disease Threat: A significant threat to the health to the College Community, including epidemic or pandemic, as identified by Public Health Officials.
Communicable Disease Response: Measures taken to prevent, manage, and mitigate a Communicable Disease Threat, which require Board approval or ratification, including but not limited to:
Communicable Disease Response Team: A committee of CWI administrators responsible for directing, coordinating, and providing necessary support in response to a Communicable Disease Threat. At a minimum, the Communicable Disease Response Team will include members of President Cabinet, Executive Operations Team, the Director of Safety and Security, and any other individual whose background and experience will assist in designing and implementing appropriate Communicable Disease Response(s). The designated title of this team and its members may vary depending on the nature of the Communicable Disease Threat.
Public Health Officials: Local, regional, state, and national or federal health departments and agencies, including Central District Health, Southwest District Health, the Centers for Disease Control and Prevention (CDC), and the U.S. Department of Health and Human Services.
CWI is committed to providing a safe working and learning environment for all members of the College community by preventing, managing, and mitigating, to the extent possible, the spread of Communicable Disease. This Policy recognizes the Board of Trustees’ authority to approve certain measures to prevent the spread of Communicable Disease pursuant to Idaho Code while delegating to CWI administration the authority to take emergency action(s) in response to a Communicable Disease Threat. The Board shall ratify such emergency action(s) where appropriate and shall recognize that the response to the dangers posed by the Communicable Disease must be based on the information immediately available to on-site campus administrators, working in conjunction with and at the direction of Public Health Officials.
The authority and responsibilities for responding to a Communicable Disease Threat shall be as follows.
Students, faculty, staff, and campus visitors must adhere to the following health and safety measures:
Failure to adhere to the foregoing health and safety measures may result in the following:
Idaho Code § 33-2145. PROCEDURES TO PREVENT THE SPREAD OF INFECTIOUS DISEASE.
To provide guidance for a safe and efficient response to catastrophic events that affect the Â鶹´«Ã½’s faculty, staff and students and to ensure continuity of operations.
This policy applies to all Â鶹´«Ã½’s students, faculty, and staff.
Catastrophic Event: A natural or man-made incident, which results in substantial damage or loss requiring major financial resources to repair or recover (i.e., fire, tornado, flood, pandemic, or other disaster).
Continuity of Operations Plan (COOP): An effort within individual organizations to ensure that essential functions continue to be performed during a disruption of normal operations.
Emergency and continuity of operations planning is a crucial function for the Â鶹´«Ã½ (CWI). CWI will mitigate the impact of operational disruptions to its campus community by implementing policies, procedures, and capabilities that provide continuity of operations should a catastrophic event occur.
CWI maintains and adheres to specific policies and procedures regarding crises, catastrophic events, and program discontinuances in order to minimize the length of time students’ educational activities are disrupted and minimize the length of time that students, faculty, and staff are displaced.
CWI utilizes highly accessible, cloud-based educational technologies minimizing the likelihood of interruptions in the unlikely event campus facilities are not accessible. In addition, IT 080 – Information Privacy and Data Security policy ensures that systems are protected from vulnerabilities, are adequately secured, and backed up to prevent record destruction and/or data loss.
The following CWI resources are intended to help mitigate the impact of a catastrophic event on college operations:
• Permanent Academic Records Policies (Privacy Rights of Student Academic Records – CWI Catalog. Transcripts – CWI Catalog) provide guidance for ensuring the integrity, confidentiality and security of all documents and records created, received, or maintained in the course of college academic activity.
• Through the use of cloud-based technologies, in the event CWI campus facilities are not available and/or CWI closure, CWI transcripts can be provided off-site in an electronic format through a partnership with the National Student Clearinghouse.
• CWI’s Refund Policy (Tuition and Fees Refunds – CWI Catalog) provides guidance for ensuring financial refunds are processed in a timely manner consistent with CWI policy and applicable federal, state, and with the Northwest Commission on Colleges and Universities (NWCCU) accreditation requirements. The President's Cabinet maintains the authority to enact additional refund measures due to a catastrophic event and associated extenuating circumstances.
• The CWI Emergency Handbook provides detailed emergency procedures for CWI faculty, staff, students, and visitors to ensure safety and protection of property during fire, severe weather, loss of utilities, and other emergencies. CWI also adheres to Emergency Notification Procedures.
In the unlikely instance due to a catastrophic event CWI is unable to deliver the instruction for which students have registered, CWI commits to one or more of the following courses of action, depending on the situation and on each individual student’s needs:
• Provide a reasonable instruction delivery alternative and/or services for which students have paid (example: online instruction delivery replaces in-person instruction delivery)
• Provide assistance in the transfer of credits to other institution(s) or determine an alternative program path at CWI.
• Provide a financial refund to the extent no alternative instructional delivery option, course or program that meet the Curriculum Guide Learning Outcomes, and/or services are available.
Should a discontinuance occur, Administration will notify students and provide available options. In accordance with institutional accreditation requirements, a teach-out plan will be submitted to the Northwest Commission on Colleges and Universities (NWCCU) prior to its implementation.
To provide guidelines for the posting of materials and the use of campus bulletin boards.
Applies to all CWI owned or leased facilities and property.
Bulletin Board: A permanent display board which has been installed by the College for the temporary posting of notices and advertisements, as well as the dissemination of information to the CWI Community. These boards are generally located in common areas and outside of classroom and lab space.
Designated Bulletin Board: A permanent display board which has been designated by Facilities Planning and Management (FPM) for the exclusive use of, and maintenance by, a single department or program.
Posting: A temporary physical document of any size, created to convey information, which is affixed to a bulletin board, wall, window, or other surface, or intentionally left on furniture or other surfaces.
The College has placed bulletin boards at various locations throughout campus buildings in order to facilitate the dissemination of information to the campus community. These boards are not intended for individual or private use, or for the dissemination of information by the general public. Posting on bulletin boards is not permitted without prior authorization.
Student Organizations and College Departments may submit postings for review and posting. Review will consist of determining (1) whether the posting is submitted by an organization or College Department (2) whether the posting is consistent with the CWI Brand Guidelines when the CWI Logo is used; and (3) whether the posting provides information regarding CWI programs or services or services otherwise beneficial to the CWI community. As minor students are regularly present on all CWI campuses, postings featuring nudity, alcohol or drugs, language inappropriate for public broadcast, or other similar themes will not be posted.
CWI community partners will also be permitted to submit postings for approval when the posting describes a benefit specifically to members of the CWI community (i.e. a low-cost health clinic by a local medical center), is promoting a service provided by an educational entity (i.e. a scholarship opportunity or study abroad facilitator), a national, state, or local government entity (i.e. City of Nampa, or Central District Health Dept.), or a non-profit or charitable organization promoting a service to members of the CWI community (i.e. Idaho Food Bank, Boys & Girls Clubs).
Postings may be submitted by sending them via an on-line Request portal, by e-mail to Campus Posting (posting@cwi.edu) or by delivering them to Student Affairs in the Willow C building on the Nampa Campus (NCWC) either in person or via campus mail. Postings advertising events occurring the week they are submitted will generally not be posted. All approved postings will be marked with an approved stamp which will indicate a “take-down” date of the day after an event is concluded. Flyers for repeating events, such as monthly meetings, or promoting general departments, programs, or services will be posted for the period requested by the submitter, or until the end of the current semester, whichever is sooner. Facilities Planning & Management (FPM) staff will post all flyers and remove outdated ones at least once per week.
FPM may designate some boards for exclusive use by a department or program. This request must be made by the appropriate EOT member to FPM. In considering such requests, FPM will take into account the proximity of the board to the requesting program or department’s physical location, the location of the board in relation to student and campus visitor traffic, the total number of available Bulletin Boards near the requested board and throughout the building. Designated Bulletin Boards will be reassessed periodically to ensure optimal use of Bulletin Boards.
Postings are not permitted on any other surface, including walls, windows, dry-erase boards, tables, or other surfaces. Disciplinary or legal action may be taken for repeated violations of this policy.
This policy does not apply to postings related to the operation or safety of facilities, the posting of legally mandated postings, the posting of emergency information, or the posting of appropriate personal material by employees in their designated workspaces.
CWI reserves the right to remove any and all materials posted in violation of this policy and accepts no responsibility for loss or damage to materials so removed. Any cost associated with damage to CWI facilities will be the responsibility of the organization/individual responsible for posting materials in violation of this policy.
Exceptions to the posting policy for large-scale or special events, or other similar situations, can be made the by e-mailing a description of the request to posting@cwi.edu.
Â鶹´«Ã½ (CWI) is committed to the safety and well-being of all members of the campus community. The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act) requires colleges and universities to inform campus communities, and prospective members of those communities, of crimes that occurred on campus that necessitate caution on their part. The Clery Act also requires colleges and universities to produce and disclose security policies as well as crime statistics. This policy provides guidance to maximize the College's in complying with these requirements and to demonstrate its commitment to campus safety and security.
This policy applies to all CWI campuses and property owned or controlled by CWI, public property reasonably contiguous to the college (e.g., sidewalks, streets, public parking locations) where staff, faculty, or students would consider it to be part of our campus and places of repeated use for school sponsored trips.
This policy applies to all faculty, staff, and students.
Annual Security Report (ASR): The Clery Act requires a yearly report by colleges and universities to disclose policy crime statistics for incidents which occur on specifically defined areas: on-campus, on unobstructed public areas immediately adjacent to the campus, and on non-campus properties owned and or controlled by the institution. Colleges and universities must publish security-related policy requirements. It also requires publishing their Clery Act crime log for institutions that have a campus police or security department.
Clery Compliance Officer (CCO): The Director of Safety and Security is the CCO for the Â鶹´«Ã½. The CCO works collaboratively with various offices at CWI to ensure the institution’s compliance with the Clery Act and associated regulations. This individual is also responsible for publishing the Annual Security Report (ASR).
Campus Security Authorities (CSAs): A specific term that encompasses four groups of individuals and organizations associated with an institution.
CSAs are required to immediately notify the Department of Safety and Security of any crimes reported to them via the Crime Reporting Form (link below).
Every year, the CCO will prepare and publish the ASR by October 1st to the Campus Safety and Security website. The full text of the ASR is located on the CWI Annual Security Report website or is available in hard copy at the CWI Safety and Security Office.
The ASR is prepared in cooperation with the local law enforcement agencies serving each of the Â鶹´«Ã½’s campuses, CWI’s Department of Safety and Security, and CWI’s Office of the Dean of Students. Each entity provides updated information on their educational efforts and programs to comply with the Clery Act.
When published, the ASR is distributed to all currently enrolled students and current employees via email notifying them of availability of the ASR, along with a list and brief description of the information contained in the ASR including a URL link to the exact address of the website at which the ASR is posted.
The ASR is available to all prospective and current students and employees, as well as any member of the public on the website or upon request.
The ASR must include, at a minimum:
Statistics for the ASR are gathered based on reports provided to Campus Safety and Security, Campus Security Authorities (CSAs), and law enforcement agencies in jurisdictions where the Â鶹´«Ã½ owns, leases, or controls property, or those with jurisdiction on adjacent property. The CCO requests, gathers, and reports the College’s crime statistics from CSAs and other sources as defined in the Clery Act.
The following individuals are considered CSAs and must assist with the CWI’s Clery Act compliance:
Responsibilities
Campus Safety and Security maintains a log of reported criminal incidents available upon request. The crime log contains the nature, date, time, general location of each crime, and disposition of the complaint, if known. A 60-day log is available at Campus Safety and Security and on the CWI Campus Safety and Security Reports website. A log of reported criminal incidents older that sixty (60) days is available at Campus Safety and Security upon request within two (2) college business days.
The records included in the ASR will be retained for seven (7) years from the latest publication of the ASR to which they apply. Support records will also be retained. All documentation should be dated. These records include, but are not limited to:
Provost and VP of Academic Affairs
General Counsel
Dean of Students/Student Affairs/Conduct/Title IX
Executive Director of Facilities, Planning and Management
Executive Director, Human Resources
Executive Director, Institutional Effectiveness
Executive Director, Communications and Marketing
Director, Safety and Security
Security Administrator