Policies and Procedures

Safety and Security

Contact: Jennifer Steele
Email: Jennifer.Steele@ucf.edu
Phone: (407) 823-0875

Updated: November 23, 2021

A. Personal Safety
B. Continuity of Operations Plan (COOP)
C. Handling Threats: Emergency Procedures and Evacuation Plans
D. Classroom/Student Safety
E. Services for Students
F. Services for Employees
G. Services for Everyone

A. Personal Safety

First Aid Kits

• Is there one in your area? Where is it? Is it marked?
o First Aid Kit Refill: http://www.ehs.ucf.edu/workplacesafety/OfficeFirstAidKitrefill.pdf
o Environmental Health and Safety (EH&S) can identify locations for, install & stock first aid kits in high pedestrian traffic areas
o Who is responsible for restocking the kits in your area?

CPR/First Aid Training
• Coordinated by EH&S
• Cost for UCF employees, free for students via RWC

Working Late: You  
Let someone else know that you’re there and when you will be leaving

  • If you are in your office after hours, is your area 100% secure? Could people still get in and out?
  • Be aware of your surroundings (who is here, who isn’t); close your door
  • For an escort to your car or across campus, call SEPS (Safe Escort Patrol Service): (407) 823-2424 (7pm – 1am) or (407) 823-5555 (after 1am).

Working Late: Students
Set rules/policy about students having office access after-hours
• Are they authorized/approved to have after-hours access? For what reasons? To what can they have access? Can anyone else accompany them (during the work day or after-hours)?
• Are they using a key or pass-code that is not recorded anywhere? (All keys are issued to one individual, and if that person shares it, the other names must be connected to the key inventory.)

Disgruntled Student/Employee

• Police presence
As needed or requested, a police officer can be present for particularly troubling or sensitive interactions that you know in advance may require police presence or assistance. Call 407-823-5555 to arrange for either a plain-clothes or uniformed officer to be present. They are willing to either sit in the room or in an adjoining room (visible or not visible).
• Documentation
Keep documentation for yourself, both personally and officially. You can use this to show and prove patterns of behavior. If you request or involve the university police, request that the police take a report.
• For students, also refer to “Student Care Services/Student in Crisis”

Dealing with Complaints: Listen, Consult, Follow-up
1. Listen
o Apologize for their difficulty. You’re not taking their side, you are just acknowledging it.
o There is rarely a need to provide an immediate solution
o Need to get both sides (or all sides) of the story
o If they come to you with “but you can’t tell x I said anything,” make it clear that in order for you to do anything you must speak with x or they need to understand that their complaint will stop with you.
2. Consult: What action/resolution do you seek from me?
o Did the student know what was expected of him/her?
o Don’t take it personally
o Keep notes (who, when, where, what)
o Something doesn’t feel right? Trust your instincts.
3. Follow-Up: Say what you’ll do and do what you say
o Always follow-up in writing
o A brief note to the student after you meet, summarizing the conversation and what you said you’ll do
o Copy any final resolution regarding a grade or grievance to the dean’s office

Some problems require a more formal intervention or process: follow-up with others as needed
o Office of Student Conduct (cheating, plagiarism, research misconduct, etc.)
o Victim Services (bullying, hazing, rape, cyber-stalking, etc.)
o Student Accessibility Services (learning, physical, emotional, etc. disability)
o UCF Crisis Committee (student engaging in suicidal, threatening, etc. behavior)
o Counseling Center (follow-up and long-term services)
o Legal Counsel (if student secures legal representation, refer issue to General Counsel)

Code Words: I Need Assistance…
Everyone should know these code words, so anyone within the office can respond. The person you call should make him/herself present to you and whomever you are dealing with.

Watch code word:
• If used, this means that you don’t feel comfortable and want someone else to know.

Emergency word:
• If used, this means you need someone to call the police/911.

In Practice
• Think about the sentence you would use – what you would say – to indicate you need assistance. You should be comfortable with how you relay this request.
• For example: “I need to cancel Watch Code Word’s appointment, can you give Watch Code Word a call for me?” or “I need to ask a question of Emergency Word, do you know if Emergency Word is available?”
• If you have to refer to a real person or thing named “Watch Code Word” or “Emergency Word”, let the recipient of your call know that you are not using the code word, or, if you can, relay that message in person.

B. Continuity of Operations Plan (COOP)

A COOP plan is a collection of resources, actions, procedures, and information that is developed, tested, and held in readiness for use in the event of a major disruption of operations. For more information and to document your plan, see:http://emergency.ucf.edu/coop.html
• Generate list of essential personnel and responsibilities, including those who must respond in the event of an emergency.
o If campus is shut down, who needs to/must come to campus?
o Emergency responders will have access to what they need (keys, passcodes, etc.) to manage any issues that arise and/or prevent further damage (ex. as a result of a power outage, fire, etc.).
• Generate list of all personnel within your unit for an emergency contact list, including at a minimum: name, cell phone, home phone, address, emergency contact.

C. Handling Threats: Emergency Procedures and Evacuation Plans

Stay calm, know your plan, and get a head count.

In General:

• UCF Alert http://my.ucf.edu (Employee Self Service > Personal Information > UCF Alert)
o Text Messages: everyone is automatically added
o E-mail Messages: everyone is automatically added
o Ensure that you have an emergency contact identified
• Know your primary and secondary evacuation locations.
• Take responsibility for any students or guests that may be in your presence or in your classroom.
• Identify your building’s “disabled evacuation assistance” location. Let your building coordinator know if anyone in your area is permanently or temporarily disabled in such a way that they may need assistance.
Evacuation/Emergency Plan
Every unit/department should establish evacuation/emergency plans
• Designate evacuation/emergency lead(s) who are responsible for contacting emergency officials and letting them know the location and nature of the emergency.
• Determine how designee(s) will check-in with each other (particularly if you have more than one evacuation location)
o Staff or guests with mobility issues are to be guided to the nearest “disabled evacuation assistance” location: This is the stairwell landing. Ask that they stay against the far side of the landing and wait for help to arrive. This will allow for others to continue the evacuation. Designees need to be informed of staff or guests with mobility issues and to which stairwell they were directed.
• If anyone is unaccounted for, designee(s) should report that information to the authorities.
• Once the evacuation/emergency plan is established:
o Display your plan within your unit
o Share your plan with COS staff
o Departmental plans should be sent to Carl Jackson, Fire Safety (EH&S): Carl.Jackson@ucf.edu
o Copy your plan to Jennifer Steele: Jennifer.Steele@ucf.edu
o A Fire Drill will be conducted annually, or as required, and will be coordinated between Fire Safety/EH&S, the Building Coordinator and Safety Teams, where present.

Fire: Evacuate
• Shut doors as you exit.
• Evacuate: Identify a meeting location that is a minimum of 400 feet away from the building.
• Take a head count at the meeting location
• Fire Extinguisher Training offered by EH&S. Free to UCF employees.

Tornado/Severe Weather: Take Shelter
• Take shelter wherever you are.
• Shut doors as you exit.
• Keep away from windows and exterior rooms of building, relocate to an interior room.
• If in a modular/portable building, relocate to a permanent facility

Hurricane/Tropical Storm: Campus Closing
Office of Emergency Management Hurricane Information: http://emergency.ucf.edu/hurricanes.html
• Check the UCF Website (http://www.ucf.edu) and your phone/email for updates, campus closings will be announced.
• Campus closings will be specific to the affected areas – consider regional campus locations.
• If a hurricane watch is in effect, secure any sensitive records or vulnerable equipment
• Know whether or not you are critical to any operations within your unit (see COOP, above).

Bomb Threat/Suspicious Package: Respond and Evacuate if necessary
Office of Emergency Management Bomb Plan and Checklist: http://www.emergency.ucf.edu/plans.html
• Assess the threat via the UCF Bomb Threat Checklist (keep where accessible or by your phone).
• Do not pull any emergency alarm; turn off and do not use a cell phone (an explosive device may be triggered based on cell signal).
• Any threat should be taken seriously and reported
• Evacuate: Identify a meeting location that is a minimum of 400ft away from the building or outside of a potential debris zone.
• Leave doors open as you exit.

Hostile/Armed Intruder: Escape or Take Shelter

• Silence your cell phone (mute, not vibrate).
• Do not pull any emergency alarm.
• Identify locations that are to be safe rooms (external, locking door or doors).
• Lock all external doors, (if possible) shut blinds, silence cell phones, and (if possible) call for assistance.

To hold an active-shooter drill, first notify Jennifer Steele, Jennifer.Steele@ucf.edu (COS facilities). This effort will need to be coordinated between the building coordinator(s) as every unit within the building will participate, Emergency Management and the UCF Police Department.

Other Emergency Information
• Online UCF Emergency Guide: http://www.emergency.ucf.edu/emergency_guide.html
• General info: General info: Joe Thalheimer, Interim Director of Emergency Management: mail 407/882-7117
• UCF Policy 3-100.1 Building Evacuation: Building Evacuation Policy 3-100.3
• UCF Policy 3-119.1 Weapons on university Property and at University Events: http://policies.ucf.edu/documents/3-119.1WeaponsOnUniversityPropertyAndAtUniversityEvents.pdf
• OEM Bomb Plan and Checklist: http://www.emergency.ucf.edu/plans.html
• UCF’s Emergency Management Plan: http://www.emergency.ucf.edu/Plans/EMP.pdf

D. Classroom/Student Safety

For quick contact information and additional student resources, see references attached at the end of these notes

What to do if a Student/Other non-employee is Injured in Class/Lab
Time is critical when handling incidents such as this, so it is important to immediately notify EH&S Risk Management so they can provide guidance and assistance to the faculty or staff member handling the situation.

Emergency:

  • Immediately call 911.
  • Then follow steps of non-emergency

Non-Emergency/Non-Life-Threatening:

  • Escort student to Student Health Center
    • After hours of operation the student should go to a preferred treatment center or CentraCare: 11550 University Blvd, (407)277-5758.
    • If transportation is not otherwise available, the student should be transported by a GTA, faculty or staff. Preferably, a department vehicle should be used.
    • Students are responsible for covering the cost of their treatment.
  • Complete any documentation required by your department. These steps need to be completed within 24 hours of the incident.
  • Reporting to Risk Management and EHS are not required for student incidents.

Classroom Security
http://www.fctl.ucf.edu > Faculty Success > Teaching at UCF
The Faculty Center for Teaching & Learning (FCTL) has a comprehensive guide to assist with multiple classroom scenarios.

Removing a Student from Class
Office of Student Conduct 407-823-4638 or University Police 407/823-5555 (911)
Unfortunately, there are also times when a student needs to be removed from a class. If the police or student conduct need to arrest or remove a student from campus, they will come into a classroom as a last resort.
• If this needs to happen, a representative from the Office of Student Conduct will attempt to contact the course instructor prior to the start of class to make you aware this is necessary. This representative may be accompanied by either plain-clothes or uniformed officers. While every attempt is made to not disrupt a class, this may not always be possible.
• The officers and Conduct representative have the safety of the offending student, the other students in the classroom, and the instructor in mind as a part of this process.

E. Services for Students

For quick contact information and additional student resources, see references attached at the end of these notes

Counseling and Psychological Services (CAPS)
Free, confidential services for students that provide an opportunity to talk freely about things that concern them or things that they are not comfortable sharing with family, friends, or professor/advisor. Psychiatric assistance is also available through the Health Center.

Immediate Concern:
• Call the CAPS at 407/823-2811. They can provide you with the advice and are immediately available to talk with the student
• If possible, walk with the student to the Counseling Center, located between the Health Center and the Physical Sciences building.
• If after hours, call 407/823-2811 to speak with someone via the after-hours crisis hotline

Student Care Services/Student of Concern
Student Care Services 407/823-5607 caremanager@ucf.edu
Faculty/Staff Resource: https://cares.sdes.ucf.edu/employee/
ANYONE who has concerns about a student’s well-being can contact Student Care Services. In particular, students who are engaging in behavior that poses risk to themselves or others should contact this office. A Student Care Services “Care Manager” will follow-up with the student and connect them with a network of services to intervene and act to assist the student.

Risky behaviors include, but are not limited to, suicidal behavior, self-injury, threats to harm others, disruptive behavior, disordered eating, and endangerment to the community. Additional information about handling multiple classroom situations is found in the FCTL Teaching Guide.
http://www.fctl.ucf.edu > Faculty Success > Teaching at UCF

Immediate Crisis: Distressed, Disturbing or Disruptive Behavior
• Call a Care Manager, 407/823-5607, who will want details and will follow-up with the student with services and outreach.
• If possible, walk with the student to the Counseling Center, located between the Health Center and the Physical Sciences building.
• If the student is unwilling (and needs assistance) or shows signs of danger to self or others, call the UCF police (407/823-5555) and request the assistance of a Crisis Trained Officer
• After the situation is no longer immediate, file the Student Care Services’ Student of Concern Report https://cm.maxient.com/reportingform.php?UnivofCentralFlorida&layout_id=10

Non-Immediate (or after immediate issue has been dealt with):
• File the Student Care Services’ Student of Concern Report https://cm.maxient.com/reportingform.php?UnivofCentralFlorida&layout_id=10
• This will be reviewed by Student Care Manager to determine the appropriate follow-up and intervention with the student.

Student Care Services provides a number of services and oversees several committees to address critical student issues including: Class Absence Notifications, Student Death Response Team, Homeless Student Committee, Student of Concern Committee, and University Crisis Committee. For more information about any of these committees, see their website: http://scs.sdes.ucf.edu/services

Violations of Student Conduct (Individual or Group)
Office of Student Conduct 407/823-4638 http://osc.sdes.ucf.edu/incidentreport
An Incident Report is filed when a student or student organization has possibly violated of one or more of the Rules of Conduct or Conduct Regulations of Student Organizations (found in the Golden Rule Student Handbook). Anyone within the university community (students, faculty, GTAs, staff, etc.) can file an incident report: https://publicdocs.maxient.com/incidentreport.php?UnivofCentralFlorida

In the report, one will indicate within the description whether the report is “for information purposes only” or to “initiate the student conduct review process.” Reports filed may be acted upon by the Office of Student Conduct (OSC) or the Office of Student Rights and Responsibilities (OSRR).

Hazing
Hazing is prohibited and carries criminal charges if committed.
• If you suspect a student is a victim of hazing or if you suspect others of hazing, report it: https://antihazing.sdes.ucf.edu/report/
• Hazing includes any action or situation that
o intentionally causes embarrassment, harassment or ridicule;
o risks emotional and/or physical harm;
o is intended for an individual, team, members, groups, etc;
o is enacted regardless of person’s willingness to participate.

Bias or Hate Related Incident: Just Knights Response Team (JKRT)
Students who have experienced or witnessed a hate or bias related incident can report it to the Just Knights Response Team to intervene and respond.
Bias-Related Incident Report: https://jkrt.sdes.ucf.edu/report/
Bias-related incidents are those which involve any offensive behaviors or actions toward an individual that are based on actual or perceived identity characteristics or background. This may include, hostile environment, negative emotional or physical impact based on color, status, religion, race, sexual orientation, etc.

Reports filed may be acted upon by the Office of Student Conduct (OSC), Office of Student Rights and Responsibilities (OSRR), UCF Police Department, or the Provost Office

Student Accessibility Services
Adam Meyer Adam.Meyer@ucf.edu (407) 823-2371
• Students must register with SAS to be provided accommodations.
• Specific services for students depending on their documented disability. Services can range from assisting those who have had major surgery, to mental health issues, to physical disabilities.
• Services are provided to “level the playing field,” not to make course requirements easier.

F. Services for Employees

Employee Assistance Program
877.240.6863 or HealthAdvocate.com/members
• These services are confidential and anonymous.
• With the EAP program, employees are provided with a network of experienced, professional counselors who help with virtually all types of personal problems: financial, addiction, psychological, burnout/stress, parenting/child concerns, marital, etc.

Injury Responsibilities for Supervisors
Workers’ Compensation Checklist: http://hr.ucf.edu/files/WorkersCompensationEEDeptChecklist.pdf

When an employee is injured while under your employment, it is the responsibility of the supervisor to respond and report (this has possible Workers’ Compensation implications). This includes student and contracted employees. If the employee was involved in an automobile accident while within the scope of their work, then a separate automobile accident report needs to be filed.

Even if the injury does not seem severe, it is necessary to file the “First Report of Injury” form. Many times an injury does not present itself as requiring medical attention until several hours or even days later.

Review and complete the “First Report of Injury” form to assist with the phone calls.

Emergency:
• Immediately call 911.
• Then follow steps of non-emergency

Non-Emergency/Non-Life-Threatening
These steps need to be completed within 24 hours of the incident.
1. Collect the following information:
• Date, time, location of incident
• Name, Address, Phone Number
• Brief description of incident (1-3 sentences)
• Extent of injuries
• Staff or faculty member contact information
• If possible, take photographs of the area or conditions that may have contributed to the injury or damage.
2. Complete the “First Report of Injury” form. This will help you with the call to AmeriSys.
• Navigation: http://hr.ucf.edu > Current Employees > Leave Administration > Workers’ Compensation
• Instructions: https://hr.ucf.edu/files/WorkersCompensationEEDeptChecklist.pdf
• Form: http://hr.ucf.edu/files/New_First_Report_Of_Injury_Form.pdf
3. Call 800-455-2079 (to report incident to AmeriSys)
• Representative can offer recommendations and place to take injured person at no cost to employee
• Complete the workers’ compensation process
4. Complete Accident-Incident Report
• Navigation: http://www.ehs.ucf.edu > Click “EHSA Log In” > Select “To Report an Injury/Illness, Click Here”
• Form: http://www.ehs.ucf.edu/sites/default/files/workplacesafety/UCF-Accident-NearMiss-Report.pdf
• Email or fax Accident-Incident Report to ehs@ucf.edu fax: 407/823-0146
• If needed, contact EH&S: 407/823-0206. They can provide additional guidance.
5. Call 407/823-2771 (to notify HR)
• Will need to fax a copy of “First Report of Injury” and “Accident-Incident Report” forms
• Fax: 407/823-1095

See Also:
Policy 3-402.1 Response to Job-Related Employee Illness or Injury
https://policies.ucf.edu/documents/3-402.pdf
Automobile Accident Procedures https://compliance.ucf.edu/enterprise-risk-management/automobiles/

G. Services for Everyone

Victim Services
407/823-2425 (M-F, 8am-4:30pm) or 407/823-5555 (24/7, and request a victim advocate who will call back)
Christine Mouton Christine.Mouton@ucf.edu 407/823-1894
• Victim Services offers free, confidential services for anyone who may have been victimized, including free legal services and advice.
• Their services range from providing assistance and resources for everything from rape and abuse to identity theft and cyber-stalking.

UCF Shield
https://shield.ucf.edu 24hr Advocacy or Support: 407/823-1200
UCF Shield provides a comprehensive source for information about identifying, preventing, and responding to sexual misconduct, including sexual assault and sexual harassment affecting members of the UCF community. Their services are available for both victims and those being accused.
• Anyone can report an incident of sexual misconduct. To do so, “Make a Report” via the website.
• If made aware of sexual misconduct, all UCF employees (faculty, staff, and student employees) are responsible for reporting this information to the UCF Title IX Coordinator, https://letsbeclear.ucf.edu/contact/office-of-institutional-equitytitle-ix-coordinator/

UCF Integrity Line
http://ucfintegrityline.com
• IntegrityLine works with a third-party system, EthicsPoint, which is designed for faculty, staff, and student to report suspected unethical, noncompliant, criminal, or inappropriate behavior, or other concern you may have but are uncomfortable approaching a supervisor or manager about the issue.

QPR – Suicide Prevention
Teresa Michael tmichael@ucf.edu Counseling & Psychological Services 407/823-2811
There is also Suicide Prevention training available through OD&T: LIF120, register through myUCF

1. Question – Are you actually thinking about doing this? Any statement should be taken seriously
2. Persuade – Will you let someone help you? I want to put you in touch with people who can/will help…
3. Refer – Give them the Counseling Center’s information or (better yet) walk them to the Counseling Center (give the center a head’s up, if possible).

UCF Alert
http://emergency.ucf.edu/ucfalert.html
Sign-up at https://www.my.ucf.edu > Student/Employee Services > Personal Information > UCF Alert
Multimedia communication system to inform you of emergency situations including texts, emails, and sirens/speakers.

Emergency Blue Light Phones
UCF Police Community Relation 407/823-0341
• These are located throughout campus, and activating one will notify the UCF Police Department of your location for an immediate response.

Knight Ride (Formerly Safe Escort Patrol Service)
https://police.ucf.edu/knightride 
After dark, call for an escort to your car or across campus.
7pm-1am: 407/823-2424
From 1am until 8am: 407/823-5555

Any Situation
If someone is in crisis and you need someone to help you, or the person needs help but is unwilling to seek assistance, or be escorted to services, call the UCF police (407/823-5555) and request the assistance of a Crisis Trained Officer.