Policy
Ramapo College wishes to maintain a safe environment for all of its students, employees, and visitors. The College deploys a lightning detection system at its Athletics Complex to protect persons using the area. The purpose of the lightning detection system is to provide ample notice to those at the Complex to seek shelter when lightning and/or stormy conditions may be approaching. Once activated, the detection system will monitor lightning activity and signal when it is safe to resume activities.

Reason for Policy
This policy ensures appropriate safety action is taken by College employees, students, the general public, and members of outside organizations utilizing the Athletics Complex as defined in the procedure set forth by the College.

To Whom Does the Policy Apply

• All members of Ramapo College
• All members of outside visiting organizations

Related Resources

• National Weather Service Lightning Safety Tips and Resources
• Strike Guard Lightning Warning System
• Ramapo College Athletics Lightning Detection System

Contact
Athletics Department

I. Siren & Strobe

Detection. When the lightning detection system detects lightning within 10 miles, the siren signal will be activated. The initial signal will remain activated for a period of approximately 18 seconds followed by the activation of a strobe light. Clear skies and a lack of precipitation are not protection from lightning. Lightning can strike from a distance as far as 10 miles.

II. Activity Stoppage

a. Practice and community activity (including unorganized activity). The decision regarding the stoppage of outdoor practice and community-based activities (organized and not-organized) will be directly correlated to the system siren signal. In such instances when the siren signals, immediate evacuation of outdoor fields and playing surfaces is required. On-site supervisors and officials may affirm and direct the activity stoppage based on the siren signal or by using other criteria associated with lightning safety. Whether the siren signals or not, visual observation may also be used by the official, trainer, or on-site supervisors to declare a stoppage

b. College event or competition. Pursuant to NJSIAA, NCAA, NJAC and/or other applicable rules, the decision regarding stoppage of play of an official game or contest is the domain of the on-site officials. This authority is unchallengeable. All coaches, officials and administrators need to abide by this to ensure the safety of all athletes, coaches, games managers, spectators, and all others who may be present.

III. All Clear – Resumption of Activity

a. Strobe. The strobe will remain active for about 30 minutes past the last lightning detected.

b. Clearance signal. A clearance signal will activate signifying a return to the outdoor location is permissible, and the strobe light will deactivate. Depending upon the nature of the outdoor activity (see sections B1 and B2), on-site officials, trainers, or on-site supervisors will determine whether to resume the activity.

IV. Shelter

a. Safe areas. In the event of lightning and immediate evacuation, persons present should seek shelter in safe areas such as:

• • Enclosed buildings
  • Fully enclosed metal vehicles with a hard metal roof and windows up
  • Low ground areas as a last resort (ditches, bottom of hill); assume a crouched position; minimize your body area; do not lie flat

b. Unsafe areas. In the event of lightning and immediate evaluation, persons present should not seek shelter in unsafe areas such as:

• • Open fields
  • Golf carts/gators
  • Metal bleachers (on or under)
  • Fencing
  • Umbrellas, flag poles, light poles
  • Tall trees
  • Pools of standing water

c. Risk mitigation. If caught in a lightning or thunderstorm without availability or time to reach safe areas, persons present may minimize the risk of lightning-related injury by:

• • Avoiding being the highest object. Seek a thick grove of small trees or bushes surrounded by taller trees or a dry ditch.
  • Avoiding contact with anything that would be attractive to lightning. Stay away from open fields, golf carts/gators, metal fences and structures, poles, antennas, towers, bleachers, freestanding trees, baseball dugouts, and pools of standing water.
  • Crouching down with legs together, placing the weight on the balls of the feet, arms wrapped around knees, and head down with ears covered.

V. Hours of Operation

The lightning detection system’s siren signal operates from 7:00 a.m. to 10:00 p.m., seven days per week. The system’s strobe light operates twenty-four hours per day, seven days per week.

VI. System Review and Maintenance

The lightning detection system is maintained by the Facilities Department. The system’s functionality is annually reviewed by the system manufacturer/vendor. System failures must be immediately reported to Ramapo College Public Safety.

Policy Statement
This policy addresses bias incidents that are directed to students, faculty, staff and visitors at Ramapo College of New Jersey based on their membership in a protected category.

Reason for Policy
Ramapo College values diversity, equity, and inclusion and is committed to maintaining an environment free from discriminatory conduct, including conduct that impedes the safety or well-being of any member of the College community.

The Bias Incident Response Policy provides information about how to report a Bias Incident and outlines the procedures followed in response to reported incidents.

To Whom Does the Policy Apply
All members of Ramapo College.

Related Documents/Supplemental Resources
Procedure 644: Bias Incident Response
Bias Incident Directory

Contacts
Office of Equity, Diversity, Inclusion & Compliance
(201) 684-6693

Date Adopted: February 24, 2022

Date Revised:

I. Definition of Terms
For purposes of this policy and procedure, the following terms shall have the following meanings:

• Bias Incident: A bias incident is defined as physical, verbal or written conduct that is directed toward an individual or group based on one or more protected categories. A bias incident may include one specific act or ongoing harassing behavior that threatens, is demeaning to the targeted individual(s) or limits their ability to work, study, enjoy or participate in College life.
• Bias Response System: A streamlined process to report incidents of bias on the Ramapo College campus. It should be used by students, faculty, staff and administrators. Compliance safeguards the rights of our community and ensures full participation in campus life through the timely and transparent investigation and discharge of institutional obligations related to Section 504 of the Rehabilitation Act, the Age Discrimination Act, Title IX of the Education Amendment Act, Title VI of the Civil Rights Act, the Americans with Disabilities Act, and the Violence Against Women Reauthorization Act of 2013 (VAWA).
• Discrimination: Discrimination is the unjust and unfavorable treatment of an individual or group of individuals on the basis of one or more protected categories. It involves restricting an individual or groups of individuals from opportunities or privileges that are available to members of another group.
• Diversity is the full range of human difference and experience. Further, diversity refers to the many ways in which people differ, such as age, ethnicity, race, sex, gender identity, religion, physical and mental abilities and disabilities, socioeconomic status, sexual orientation, and national origin.
• EDIC refers to the Ramapo College of New Jersey Office of Equity, Diversity, Inclusion and Compliance.
• Equity refers to the creation of equal opportunities and the ending of discrimination against people based on their identity or background.
• Hate Crime: The Federal Bureau of Investigation defines hate crime as “a criminal offense committed against a person, property, or society that is motivated, in whole or in part, by the offender’s bias against a race, religion, disability, sexual orientation, or ethnicity/national origin.
• Inclusion exists when all individuals and groups feel accepted and are empowered to participate as full and valued members of a community.
• Protected Categories: New Jersey and the federal government have enacted laws that protect individuals or groups of individuals from being subjected to discrimination and/or harassment based on one or more of the following characteristics that are legally referred to as “protected categories”: Race, color, creed, ethnicity, national origin, religion, age, actual or perceived sexual orientation, sex, pregnancy or breastfeeding, gender identity or expression, civil union/domestic partnership status, atypical hereditary cellular or blood trait, liability for military service, and disability (mental or physical).

II. Submitting a Bias Incident Report

A. If someone believes they are the victim of or a witness to a bias incident, the person may report the incident, in person, by phone or email to the Office of Equity, Diversity, Inclusion & Compliance (“EDIC”) or online using the anonymous online reporting form.

B. Upon receipt of a bias incident report, EDIC will make every effort to collect the following information:

a. Contact information for the reporting party. The reporting party may choose to remain anonymous; however, the reporting party is encouraged to indicate if they are a student, faculty, staff or administrator.

b. Contact information for all individuals involved, including witnesses.

c. A detailed account of the incident, including date, time, and location.

d. A detailed description of what was experienced, observed or said, to the best of the reporting party’s recollection. The description should include any specific language, terms or images that were used, including documentation (photographs, screenshots, etc.) wherever possible.

e. Name of the individual(s) alleged to have committed the bias act or a specific description of the individual(s) alleged to have been involved.

f. Any additional information that may assist in responding to the incident.

C. A report of a bias incident will not result in any formal action or investigation to be taken under this policy. All complaints of bias will be kept confidential by EDIC to protect all individuals involved, except as described below:

a. To the extent permitted by law, information contained in a bias incident report will only be released in response to an applicable Open Public Records Act (OPRA) request or a lawfully issued subpoena.

b. If EDIC determines the act(s) alleged in the report appear to meet the elements of a violation of the College’s Student Code of Conduct; the State Policy Prohibiting Discrimination in the Workplace; or the Sexual Misconduct Policy all relevant information will be shared with the appropriate office for formal review and investigation, if necessary.

c. Hate Crimes. If it is believed that a hate or other crime has been committed, an EDIC Representative will immediately report the incident to the College’s Public Safety Department for their own follow up and investigation according to their existing protocols.

III. The College’s Response upon Receipt of a Bias Incident Report

A. Upon receipt of a bias incident report, an EDIC staff member will contact the reporting party (within 3 business days) of the date of the report to acknowledge receipt and request any information listed in Section B., above, that might not have been included in the report. In addition, the EDIC staff member will inform the reporting party of available counseling and support services, along with additional supportive measures such as housing, academic and transportation accommodations, if reasonably available.

B. The EDIC staff member will review and make every effort to follow up on the reported incident even when the person(s) believed to have committed the act or acts in question cannot be identified.

C. After all applicable information has been obtained an EDIC representative will do the following:

a. Speak with the reporting party to find out if the party would like the following:

i. the bias incident report to be filed for an informal resolution;

ii. A review of the matter by the EDIC representative and follow up with the individuals involved in the bias incident; or

iii. the College to use the report solely for reporting purposes and to educate the Ramapo community;

b. Convene the Bias Response, Prevention and Education Team; and

c. Referral of the matter for a formal investigation, if necessary.

IV. Members of the Bias Response, Prevention and Education Team (“BRPET”)

• Associate Director of Equity, Diversity, Inclusion and Compliance
• Office of the Dean of Students or Designee
• Violence Prevention Education Specialist/Coordinator of the Women’s Center & LGBTQ Services
• Psychological Counselor, Multicultural Specialist
• A Representative from the Office of Residence Life
• A Representative from the Office of Public Safety
• A Faculty Member (elected by the Faculty Assembly)
• A Student (designated by the Student Government Association)

V. Goals of the BRPET

• Adhere to the confidentiality requirements of all reporting;
• Respond on an as needed basis to bias incidents with direction from EDIC;
• Support community members impacted by the bias incident;
• Assess data to review and determine if a pattern of bias exists on campus; and
• Provide recommendations to the Chief Equity & Diversity Officer regarding trainings, programs and policies.

VI. Reporting Party’s Request for Confidentiality & Use of the Bias Report Solely for Reporting Purposes

If the reporting party requests confidentiality and that the bias report be used solely for reporting purposes, the College will take all reasonable steps to respond consistent with this request. However, the reporting party should keep in mind that the insistence that their name or other identifiable information is not disclosed will severely limit the College’s ability to respond and address the bias incident. In addition, the EDIC staff member will evaluate the confidentiality request in the context of the College’s responsibility to provide a safe and bias-free environment to its students, faculty and staff. Therefore, the EDIC staff member must move forward with reviewing reports in which there appears to be a serious threat to a member of the College community or to the College as a whole.

VII. Reviewing a Bias Incident Report

A. If an EDIC staff member determines that a review of a bias report is necessary, the staff member will begin such review process within five (5) business days of receipt of the report. This review process may include but is not limited to: speaking with the reporting party; identifying and speaking with relevant witnesses; identifying and reviewing relevant documentation or other evidence; and visiting the location of the alleged incident.

B. When appropriate, certain bias incident reports may be resolved through informal resolution. Informal resolution is designed to eliminate the bias act or conduct at issue, prevent its recurrence and remedy its effects in a manner that meets the expressed preference of the reporting party and the safety and welfare of the campus community. Informal resolution may include establishing supportive measures, issuing an impact statement, conducting targeted or broad-based educational programming or training; facilitating a meeting with the reporting party and the accused; and/or a verbal or written apology. All parties must consent to the informal resolution process. In addition, informal resolution may not be used to resolve a bias incident that is a hate crime and/or in violation of the law, College policy or Code of Conduct.

C. Upon completion of the review process, the EDIC staff member will take appropriate action to resolve the situation in a timely manner. Resolution may include one, several, or all of the following steps:

a. Make a record of the incident.

b. Offer voluntary participation in the Informal Resolution Process.

c. Refer the report to the Office of Student Conduct, the Office of Title IX, the Office of Affirmative Action and/or the People Operations and Employee Resources Department to determine if the bias act or conduct is in violation of a College Policy and/or the Student Code of Conduct.

d. Report the findings to the Bias Response, Prevention & Education Team.

VIII. Statement Regarding Outcomes Resulting from a Report of an Act of Bias

Ramapo College acknowledges that an act of bias can be disruptive and harmful to members of the community. However, an act of bias may not be in violation of the law, a College policy and/or the Student Code of Conduct, and therefore it may not result in discipline. Reported acts of bias may instead warrant informal discussion and/or education about how they affect members of the College community.

Ramapo College is committed to an environment in which all students, faculty and staff are invited to express their ideas and viewpoints and likewise have those ideas and viewpoints respectfully challenged and debated. Nevertheless, a reported act of bias may be referred to the Office of Student Conduct, the Office of Title IX, the Office of Affirmative Action and/or the People Operations and Employee Resources Department to determine if such bias act or conduct is in violation of a College Policy and/or the Student Code of Conduct.

Policy Statement

This policy serves as the official delegation of authority and responsibility to designated Vice Presidents to assume the duties of the President when the President is temporarily unable or unavailable to perform their duties.

Reason for Policy

The primary purpose of this policy is to clarify authority and decision-making, and to ensure continuity in the operations of the College when the President is temporarily unable or unavailable to perform their duties. This policy further designates certain Vice President positions to learn, experience, and assume the duties of the President during a temporary absence.

To Whom Does the Policy Apply

The Board of Trustees, the President, and the Vice Presidents.

Related Documents

Procedure 205: President’s Temporary/Emergency Succession

Ramapo College Emergency Preparedness Plan

Contacts

Office of the President

Date Adopted: 9/23/19

Date Revised: 7/1/2022

When the President is away from campus, the operation of the College should proceed as usual with each Vice President exercising responsibility for those areas under their control. In the event a situation arises where action or decision is required of the type normally made by the President, a Vice President, as per the President’s Temporary/Emergency Succession Plan, is granted the authority to act on behalf of the President.

I. The President’s Temporary Absence/Emergency Succession Plan
a. Planned Absence
In advance of the President’s planned absence, the President or their designee will notify the Chair of the Board, members of the President’s Senior Leadership Team, Public Safety, and the Director of Facilities/Critical Infrastructure, of the following:

▪ duration of the President’s planned absence; and
▪ designation and/or rotation of the Vice President(s) in charge during the planned absence.

During the absence, the Vice President who is assuming the duties of the President is authorized to reallocate any portion of or all of their existing responsibilities to others in order to accommodate the assumption of the President’s duties.

During the absence, the Vice President who is assuming the duties of the President shall be allocated the counsel and support of the President’s Office staff.

b. Unplanned Absence
In the event of an unplanned absence in which the President is unable to specifically designate the Vice President that will act in their stead, the Chief of Staff will temporarily assume the duties of the President pending the Executive/Judicial Committee’s appointment of a Vice President to serve as Interim President pursuant to the Committee’s authority to take action on behalf of the Board of Trustees on any emergent matter requiring an immediate decision between regularly scheduled Board meetings.

In such event, the Chief of Staff will notify the Chair of the Board, senior leadership team, Public Safety, and the Director of
Facilities/Critical Infrastructure, of:

• the President’s unplanned absence,
• the temporary assumption of presidential duties by the Chief of Staff pending the appointment of an Interim President by the Executive/Judicial Committee, and
• the Executive/Judicial Committee’s actual appointment of the Vice President who will serve as Interim President.

During the unplanned absence, the Vice President who is assuming the duties of the President is authorized to reallocate any portion of or all of their existing responsibilities to other College employees in order to accommodate the assumption of the President’s duties.

During the unplanned absence, the Vice President who is assuming the duties of the President shall be allocated the counsel and support of the President’s Office staff.

Policy

The College maintains a fleet of motor vehicles to support the transportation needs of the College community. The Motor Vehicle Policy sets forth the requirements for the use of College owned, leased, or rented vehicles, including golf carts and any other motorized vehicles, by a College employee while on official College business. College employees include full and part time faculty and staff, whether compensated or not, who are authorized to perform any act or service within their scope of employment. Students are not authorized to operate College owned, leased or rented vehicles unless they are acting as employees within the scope of job responsibilities and on official College business. 

The Motor Vehicle Procedures set forth terms and conditions under which vehicles used for official College business must be operated. The College reserves the right to deny or revoke the driving privileges of any driver who does not meet or follow the requirements of this policy and procedures.

Reason for Policy

To ensure the safety of drivers, passengers, members of the College community and the public, to responsibly use and care for public property, and to minimize losses, damages, and claims against the College.

To Whom Does the Policy Apply

All employees, officers and servants to whom the College grants the privilege to operate a motor vehicle for official College business.

Related Resources

• Procedure 641: Motor Vehicle
• Appendix 641A: Fuel Card Program
• College Travel
• Travel Itinerary Form
• Request for College Vehicle

Contacts

People Operations & Employee Resources

Revised: August 17, 2022; August 2024

These Motor Vehicle Procedures address the circumstances under which employees may be approved to drive College vehicles.  For the purposes of these procedures, College vehicles refer to all motorized vehicles, including mechanical equipment, golf carts, and shuttle buses owned, leased or rented by the College.

I. Eligibility

 Employees authorized to drive College owned, leased, or rented vehicles must comply with the following:

1. Drivers must be at least eighteen (18) years of age
2. Possess a current U.S. driver’s license
3. Complete a People Operations & Employee Resources (POER) approved Defensive Driving Course

Employees whose driving license is currently suspended, revoked or expired will not be permitted to drive on campus.

 II. Verification of Driving Record

Prospective employees who will drive a College vehicle will undergo a pre-employment Motor Vehicle driver license check for restrictions, suspension, revocation of driving privileges, and a safe driving history.  In the event the driving history is found to show a restriction, suspension, or a significant history of unsafe driving, POER will contact the employee and the Unit Manager to discuss next steps.

Current employees who drive College vehicles will also undergo an annual Motor Vehicle driver license check to verify that their license remains in good standing.  A more frequent license check may occur based on need and with justification at the College’s discretion.

Employees who operate College vehicles will receive a Driver’s License Abstract Release Form from POER on an annual basis. Employees must complete the form and return it to POER with a copy of the front and the back and the applicant’s driver’s license no later than two weeks after receipt.

In the event the driving history is found to show a restriction, suspension or a significant history of unsafe driving, POER will contact the employee to discuss next steps.  If driving is a part of their overall driving responsibilities, POER will discuss with the employee’s immediate supervisor how modification of their driving responsibilities may be handled.

The College reserves the right and has the authority to modify driving assignments based on initial or subsequent review of motor vehicle records.

The College reserves the right and has the authority to deny, suspend, or revoke the employee’s driving privileges of a College owned, leased, or rented vehicle, or the employee’s use of his/her own personal vehicle for College business, based on the initial or subsequent review of motor vehicle records.

A POER representative will review an employee’s driving history taking the totality of events into consideration.  Unfavorable information will be measured against the job responsibilities involved, the seriousness of the violations, as well as when the violations occurred. Consideration will be given to the nature of the violation, if the event took place on or off duty and if the employee disclosed the violation or event in a timely manner.

The College reserves the right, at its sole discretion to suspend driving privileges for accumulation of points or convictions of certain offenses. Prospective employees, whose positions require a valid driver’s license as an essential function of the job, may be offered a position contingent upon review of motor vehicle records.  In the event the driving history is found to be unacceptable, POER will contact the prospective employee to discuss next steps.

III. Reinstatement of Driving Privileges

Employees driving privileges may be reinstated at the time the eligibility violations referenced above or any other reasons for restriction are no longer outstanding.

At the time these violations are no longer outstanding, the employee should consult with POER for reconsideration, and a new driver’s license abstract will be processed for review.  Before driving privileges are restored, employees must also successfully complete a defensive driving course.  Employees must also inform POER of any driving infractions thereafter.  POER reserves the right to not reinstate driving privileges to any member of the College community. An employee’s driving privileges will not be unreasonably withheld.

IV. Defensive Driving Training

All College employees who operate or are assigned a College owned, leased or rented vehicle as a requirement of their job, must meet eligibility requirements and must successfully complete a defensive driving training course.  Upon hire, a certificate of completion from an approved vendor within the last three years must be presented to POER in order to satisfy this requirement and every three (3) years thereafter before receiving approval to drive a College owned, leased or rented vehicle.

Defensive Driving Training is provided via an online driving program.  POER manages the training through a third-party provider, The National Safety Council, which provides defensive driver training and is certified by the State of New Jersey.

Employees may take a defensive driving course with an outside provider approved by the State of New Jersey.  A list of approved providers can be found on the New Jersey Motor Vehicle Commission website or by contacting Environmental Health and Safety.  The employee is responsible for any costs and fees.  A certificate of completion within the last three years from an approved vendor must be presented to POER in order to satisfy this requirement.

V. Driver/Direct Supervisor Responsibility

Drivers are required to report any change in license status (restrictions, suspensions, or revocations) to POER and their direct supervisor immediately.  Failure to do so may result in disciplinary actions up to and including termination.

If injury, medical condition, or medications prohibit driving, the driver must notify their supervisor immediately.  The direct supervisor must share this information with POER and the College’s Risk Manager in Business Services.

Only eligible employees defined above with proper authorization may operate a motor vehicle for official College business and within the scope of the employee’s employment.

Employees authorized to drive must comply with the following requirements when operating a college owned, leased or rented vehicle:

1. Observe all applicable federal, state, and local motor vehicle laws, ordinances and regulations.
2. Promptly submit legible copies of any tickets or other citations received when operating a vehicle while conducting College business to a direct supervisor. Drivers assume responsibility for payment of any traffic violations, citations or parking fines received.
3. Only authorized drivers may drive a College vehicle. Drivers for whom vehicles have been signed out or rented are not authorized to delegate driving responsibilities to other drivers except in an emergency and only when the delegated driver has been authorized and certified to drive a College vehicle.
4. Consuming or being under the influence of alcohol, drugs, or any substance that may cause impairment in a College vehicle is strictly prohibited. Violation of this provision will be grounds for immediate termination of driving privileges and other disciplinary actions.
5. Under non-emergency conditions, drivers must park a College vehicle legally with engine off and doors locked when the vehicle is left unattended.
6. Only individuals affiliated with the College, i.e., faculty, staff, students, or invited guests are to be transported in a College vehicle. All passengers must be participating in official College business or a College event. 
7. Personal use of College vehicles is strictly prohibited. College vehicles should leave College premises only for the purposes of conducting College business. College vehicles should never be driven to a personal residence nor should they be used to complete personal errands such as shopping. College vehicles should not be used to get or pick-up meals unless the meal is part of official College business or part of a College event, or unless stopping to get a meal is ancillary to College-sanctioned travel and necessary to the health and well-being of the traveler given the time of day and length of required travel. For example, stopping to get a meal when using a College vehicle for a College-related business purpose, such as a meeting, conference, or athletic event that requires an hour or more of travel or for which the event will extend for several hours, would be authorized, but stopping to get a meal when driving a College vehicle locally to refuel or pick-up supplies from hardware store would not be authorized.
8. Seat belts are to be worn by the driver and all passengers at all times the vehicle is in operation.
9. Driver is prohibited from using a hand-held cell phone or other mobile devices or texting while driving in accordance with New Jersey and other applicable state motor vehicle laws, except when making an emergency voice call to Public Safety or 911 for situations such as traffic accident, fire, medical emergency, severe road hazard, etc. In such cases, drivers should pull off the road prior to initiating the call.
10. Driver must report any vehicle accident, citation or unforeseen event to the direct supervisor immediately. The direct supervisor shall share the information with POER and the College’s Risk Manager in Business Services. Failure to report accidents or incidents may result in the loss of driving privileges and other disciplinary actions.
11. Use of earbuds, smoking or use of electronic cigarettes are prohibited.
12. Driver understands that any unauthorized use of a College vehicle for non-College related purposes or personal use will result in revocation of College vehicle driving privileges and possible disciplinary action. Individuals may be held responsible for any accident arising out of unauthorized use and may be charged for repair to a damaged College vehicle. Units will be held responsible for any accident arising from a situation in which a supervisor or manager allows unauthorized use and in such cases, the unit will be charged for repair to a damaged College vehicle.
13. A College owned, leased or rented vehicle is to be driven only by the authorized driver indicated on the request form. If an employee requests to drive a College owned, leased, or rented vehicle, they must fill out a request form and only they are authorized to drive the vehicle. This does not pertain to employees who drive College vehicles in the course of their normal duties (i.e. members of Public Safety and Facilities who should be guided by their internal departmental procedures). 
14. Gas will be purchased for College owned vehicles with the College fuel card  provided with the vehicle. Use of the College-issued fuel card is restricted to the assigned College vehicle.  For more details and policy guidance on fueling college vehicles, see Appendix 641A, Fuel Card Program.  
15. No pets or animals are permitted in College vehicles unless they are service animals or authorized emotional support animals.
16. If injury, medical condition, or medications prohibit driving, the driver must notify the direct supervisor or POER immediately.
17. Employees whose job responsibilities require driving must immediately notify their direct supervisor and POER of any motor vehicle citations received while performing their job duties; any citations that occur during non-work hours may result in a change to their driving status or license status. Changes include but are not limited to suspension, revocation, or expiration. Any change in their driver’s license status may result in a modification of their driving assignment based on the employee’s unsafe driving record.  Failure to advise the Supervisor and POER of a suspended, revoked or expired driver’s license will result in disciplinary action, up to and including termination. Employees reporting the suspension, revocation or expiration of their license are prohibited from driving a College vehicle or motorized equipment, or their personal vehicle for College business, until the employee produces a valid driver’s license. POER will determine reinstatement of driving privileges after a review of the circumstances of the suspension or revocation and verification of license status.

VI. Accident Procedures

In the event of an accident, the following procedures must be adhered to:

• Immediately call 911, if able. Obtain any medical attention if necessary. Any accident that involves personal injury or property damage must be reported to local police regardless of severity.
• Exchange information with the other driver (if applicable) and obtain: driver’s license and registration information; insurance company information; and contact phone numbers.  In addition, obtain names, addresses and phone numbers of all witnesses.  If the other driver(s) request information from a College employee involved in the accident, the College employee should provide driver’s license, vehicle registration information, and contact information.  The contact should be POER care of the Vice President at 201-684-7506 and Business Services care of the Controller at 201-684-7117.
• Only make factual statements to the police or Public Safety Department.
• Report the accident to their direct supervisor as soon as safely possible after the accident.
• Call Public Safety and POER as soon as possible after the accident. Provide written report no later than 24 hours after the accident.  Complete a State of New Jersey Vehicle Accident Report (RM1-2) located in all College owned vehicles glove box or available through the Public Safety Department.  A written report and Vehicle Accident Report are to be submitted to Public Safety who will forward the report and information to the College’s Controller in Business Services and Director of the Facilities Department.
• Cooperate with any investigation by the College’s Risk Manager, Public Safety and POER. All information and records regarding accidents will be maintained by the College’s Risk Manager in Business Services.

 VII. Reserving a Fleet Vehicle

The Office of Facilities Management maintains fleet vehicles available for use by units for official College business or College sponsored programs or events.  Reserving a fleet vehicle for official College business should comply with the provisions under College Vehicle Use procedures.

VIII. College Sponsored Student Travel

When traveling with students for direct support of academic, co-curricular, and extracurricular programs, the following requirements must be adhered to:

• Only authorized employees who meet the conditions of the Motor Vehicle Policy and Procedures, and the College Vehicle Use procedures are permitted to drive College owned, leased or rented vehicles.
• The driver must complete a Travel Itinerary Form with the names of each individual who boards the vehicle and provide a copy to the Public Safety Department prior to departure.

IX. Rental Vehicles

The College may authorize the rental of a vehicle when a College vehicle is unavailable or other means of transportation would result in a higher cost.  Renting of vehicles for official College business should comply with the provisions under the College’s Travel Policy.

X. Club Carts

Due to the potential dangers associated with operating a Golf Cart, Club Cart or Utility Cart all employees authorized to drive College owned or leased vehicles must adhere to the following requirements:

1. Successfully complete the defensive driver safety training course.
2. Must be at least 18 years of age.
3. Possess a current unrestricted driver’s license.
4. Obey all applicable motor vehicle laws and regulations.
5. Always yield to pedestrians and limit use in areas where there is high pedestrian traffic.
6. Never drive on the walkways under the main academic building overhangs.
7. Do not exceed 20 miles per hour on open roads and open pathways, and do not exceed 5 miles per hour in areas where there is high pedestrian traffic.
8. Slow down before making sharp turns.
9. Never drive while impaired by alcohol, controlled substances, medication, illness, fatigue or injury.
10. Ensure strict compliance with capacity limits for occupants.
11. Remove key from vehicle when not in use.
12. Drive in a defensive manner, anticipating situations that may be hazardous.
13. Avoid driving at night.
14. Operation of Club Carts and Utility vehicles are restricted to the College campus. Vehicles are permitted to cross Route 202 only at the traffic light crosswalk.  Vehicles are prohibited from driving along Route 202.

Policy

Public Safety has the authority and responsibility to investigate reports of missing students. All reports of a missing student will be referred to the Department of Public Safety. In all cases, Public Safety procedures for locating the student will commence immediately.

Reason for Policy

To maintain compliance with the Missing Student Notification Policy and Procedures 20 USC 1092 C; (Section 488 of the Higher Education Opportunity Act of 2008), to minimize delays and confusion during an initial investigation of a missing student, and to ensure that the resources of the campus, law enforcement, family and friends of the missing are effectively deployed.

To Whom Does The Policy Apply

All students and employees

Related Resources

• Procedure 634: Missing Student
• Missing Student Notification Policy and Procedures 20 USC 1092 C; Section 488 of the Higher Education Opportunity Act of 2008

Contact

Director of Public Safety

Last Revised: July 2024

Procedural Overview

In all cases, procedures housed within the Department of Public Safety for locating a missing student will commence immediately. Due diligence will be performed to ensure the student has not been seen by others on campus or off campus.

Emergency contact information is requested of each student and will be maintained in the College’s student record system(s). The Department of Public Safety may contact confidential or emergency contacts that are already on record with the College as well as those identified by students, local authorities, legal guardians or domestic partners in the course of an investigation as necessary.

I. Report Intake

Reports of a missing student may be received by Public Safety, Residence Life, or other members of the campus. All such reports must be immediately referred to Public Safety, which will conduct an investigation in accordance with the policy and procedure.

A student is determined to be missing when the Department of Public Safety has verified that the reported information is credible and circumstances warrant declaring the student missing.

II. Contacts

Confidential Contact Person. Residential students in campus housing will be informed annually that each student has the option to register a confidential contact person who would be notified by the Department of Public Safety, no later than 24 hours from the date of the initial Missing Student report to the Department of Public Safety, if they are determined to be missing.

This confidential contact person will be notified of the Missing Student report and asked to confirm the student’s whereabouts. Only authorized College officials and law enforcement working on a missing person investigation will have access to the confidential contact information. The confidential contact person can be the same or different from the student’s emergency contact person.

Emergency Contact Person. All students, residential and non-residential, are required to register an emergency contact person. In cases of a health and safety emergency, the Department of Public Safety may find it beneficial to notify an emergency contact in order to facilitate a plan which will support and protect the student and/or the community. Under the Family Education Rights and Privacy Act of 1974, this type of disclosure is permitted without the student’s consent.

III. Notification

For all missing students, the Department of Public Safety will notify the local law enforcement agency within 24 hours of the determination that the student is missing and all gathered information will be shared with them, unless the local law enforcement agency was the entity that made the determination that the student is missing. Ramapo College of New Jersey will notify any missing student’s confidential Contact person(s), if provided, within 24 hours of the determination that the student is missing.

In the event that the missing student is under 18 years of age and not emancipated, the Department of Public Safety will notify a custodial parent or guardian within 24 hours of the determination that the student is missing, in addition to notifying any additional contact person designated by the student.

The Public Safety Desk Officer notifies the Director of Public Safety of a reported missing person. If the missing person is a student and is reported missing during business hours, the Dean of Students will be notified and, during non-business hours, the On-Call Administrator (OCA) will be notified.

Policy

The Board of Trustees delegates authority to the President and/or their designee to communicate quickly and effectively with students, faculty, staff and other college constituents in case of emergencies or disruptions to college operations.

Reason for Policy

To promote a safe environment and codify emergency notification, non-emergency notification, and timely warning procedures.

To Whom Does the Policy Apply

All students, faculty, staff and visitors.

Related Resources

• Emergency Preparedness Plan
• Appendix 228A: Internal Protocol for Closing Decisions (Confidential)
• Appendix 228B: Confidential Resources (Confidential)
• Policy 640: Mass Communications
• Policy 611: Closing of College

Contacts

Emergency Preparedness

Public Safety

Last Revised: July 2024 

The Board of Trustees delegates authority to the President and/or their designees to communicate with college constituents in case of emergencies or disruptions to college operations.

I. Guidelines

The following guidelines shall serve the College in issuing emergency notifications, select non-emergency notifications, and timely warnings. To ensure timely and accurate dissemination of important information and to reach as many persons as possible, these notifications and warnings will be issued to all registered participants via one or more of the College’s mass communications systems (Alert Me Now, mass email, mass voicemail, Web messages, official social media accounts, information line.)

When appropriate and possible, College-issued notifications and Timely Warnings, as defined in this procedure, shall be authored keeping in mind that clarity and accuracy are paramount, and that public concern may escalate.

II. Event Types/Examples/Protocols

The College will use existing notification systems and protocols appropriate to the event type and its severity. Prior to issuing a notification or warning, consultation is expected when possible among the appropriate College officials available at the time of the event. Exception: The Public Safety Tour Commander on duty may issue alerts without prior consultation for what they deem to be life-threatening situations and acts of imminent or possible danger.

a. Emergency Notifications
Note: The College issues Emergency Notifications in accordance with the Clery Act.

1. Event Type: Life-threatening Situation(s) and/or Acts of Imminent or Possible Danger
The College is required to immediately notify the campus community upon confirmation of a significant emergency or dangerous situation occurring on the campus that involves an immediate threat to the health or safety of community members.

• • Examples include but are not limited to events that portend danger and/or significant destruction:
    • hostile intruder(s) or person(s) that represent a danger to the community
    • natural disasters (blizzard, hurricane, earthquake, flood)
    • man-made disasters (raging/approaching fire, cyber-attack, utility-related danger, chemical spill or release, explosion, bomb threats)
  • Notification Protocol:
    • The Public Safety Tour Commander on duty will craft and issue the emergency notification immediately.
    • At a point after the event has abated (as determined by the Director of Public Safety or the Incident Command Officer), the College Spokesperson or designee will be responsible for drafting and distributing update notifications, as needed, to the community.
  • Notification System Options:
    • Alert Me Now Suite
    • Mass Voicemail
    • Mass Email
    • Campus Television Displays
    • Official Social Media
    • RCNJ Internet Home Page
    • RCNJ Emergency Preparedness Site
    • RCNJ Intranet Home Page
    • RCNJ Information Line (201-236-2902)

b. Non-Emergency Notifications

1. Event Type: Weather/Utility-Related Disruptions

• • Examples include but are not limited to events that may necessitate closures, cancellations, operational shifts, or delays, such as:
    • snow or ice storms
    • flooding
    • power/utility outages
    • infrastructure/system failures
  • Notification Protocol:
    • Depending on the nature of the situation, the Vice Presidents overseeing Public Safety and/or Emergency Preparedness, or their designees will draft the notification for distribution to the community by the Public Safety Tour Commander. The Director of Communications & Public Relations serves as an alternate to the Tour Commander for the distribution of the notification.
    • At a point after the event has abated (as determined by the Vice President(s) or their designee), the Vice Presidents or their designees will be responsible, as needed, for drafting update notifications for distribution to the community by the Director of Communications & Public Relations.
    • These protocols are further defined in the confidential resource: Apprendix 228A.
  • Notification System Options:
    • Alert Me Now Text
    • Alert Me Now Email
    • Alert Me Now Phone Call
    • Mass Email
    • Official Social Media
    • RCNJ Internet Home Page
    • RCNJ Intranet Home Page
    • RCNJ Emergency Preparedness Site

2. Event Type: Timely Information Relevant to Compliance, Substantive Concerns, and/or Non Life-Threatening Situations

• • Examples include but are not limited to non life-threatening situations or concerns that require broad and timely information dissemination or clarification, such as to:
    • mitigate broad concern and/or the potential for significant misinformation
    • satisfy compliance/regulatory requirements associated with state or federal regulations and executive orders
    • alert the community to significant shifts in campus activity levels, traffic patterns, or parking
    • provide support to local law enforcement
    • convey other serious non life-threatening situations as determined by the President or their designee
  • Notification Protocol:
    • Depending on the nature of the situation, the College Spokesperson or relevant College Authority (see Section IV) will draft the notification for distribution to the community by the Public Safety Tour Commander. The Director of Communications & Public Relations serves as an alternate to the Tour Commander for the distribution of the notification.
    • At a point after the situation has abated (as determined by the College Spokesperson or College Authority), the College Spokesperson or College Authority will be responsible, as needed, for drafting update notifications for distribution to the community by the Director of Communications & Public Relations.
  • Notification System Options:
    • Alert Me Now Text
    • Alert Me Now Email
    • Alert Me Now Phone Call
    • Mass Email
    • Official Social Media
    • RCNJ Internet Home Page
    • RCNJ Emergency Preparedness Site
    • RCNJ Intranet Home Page
    • RCNJ Information Line (201-236-2902)

c. Timely Warnings

1. Event Type: Timely Warnings

Note: The College issues Timely Warnings as required by the Clery Act, when a Clery Crime (described below) has occurred within the College’s Clery geography, which may present a serious or continuing threat to the campus community.

Timely Warnings may be issued for other crime categories and for off-campus crimes at the sole discretion of the College. Timely Warnings are released as soon as:

• • • pertinent information is confirmed,
    • it is determined there is an ongoing threat, and
    • useful information can be disseminated to help mitigate the threat and prevent future incidents.

The names of victims and information that would lead to the identification of a victim are considered confidential and are not released in a Timely Warning.

• • Examples of crimes include but are not limited to:
    • criminal homicide
    • sex offenses
    • aggravated assault
    • robbery
    • burglary
    • arson
    • motor vehicle theft
  • Timely Warning Protocols:
    • Depending on the nature of the continuing threat and the involvement of law enforcement and first responders, the Public Safety Tour Commander on duty may issue the initial Timely Warning notice, or the Vice President overseeing Public Safety and/or Title IX or their designee may draft the message and direct the Tour Commander to issue the Timely Warning. The Director of Communications & Public Relations serves as an alternate to the Tour Commander for the distribution of the notification.
    • At a point after the threat has abated (as determined by the Director of Public Safety or the Incident Command Officer), the College Spokesperson or designee will be responsible, as needed, for drafting update notifications for distribution to the community by the Director of Communications & Public Relations.
  • Notification System Options:
    • Alert Me Now Text
    • Alert Me Now Email
    • Alert Me Now Phone Call
    • Mass Voicemail
    • Mass Email
    • Official Social Media
    • RCNJ Internet Home Page
    • RCNJ Emergency Preparedness Site
    • RCNJ Intranet Home Page

III. Notification System Options

As described in this procedure, those authorized to issue emergency/non-emergency notifications and Timely Warnings may access all or a combination of the systems listed below. The determination of which available systems are deployed shall be made by the individual(s) responsible for distributing the notification.

• Alert Me Now
  • The Alert Me Now Portal is the most rapid and efficient way to notify registered users of an emergency. The Alert Me Now Suite includes notifications via 8 different platforms:

1. Text
2. Email
3. Phone Call/Voicemail
4. Twitter/Facebook
5. Alertus
6. RSS Feed
7. Computer Desktop
8. Converged Application Platform

• Mass Voicemail
  • The Mass Voicemail system may only be used in the event of life-threatening situation(s) and/or acts of imminent or possible danger.
  • Mass Voicemails can be sent by select users via:

1. Alert Me Now
2. Voicemail

• • This protocol is further defined in Appendix 228B.
• Mass Email
  • The Mass Email system (separate from Alert Me Now Email) may be used to augment Alert Me Now notifications or to communicate post-event.
  • Mass Emails can be sent by select users through the use of Outlook/Gmail and other ITS-supported Communications Automation Platforms.
• Official Social Media Accounts
  • The College’s Official Social Media Accounts (separate from Alert Me Now) will generally link readers to the RCNJ Emergency Preparedness Site as appropriate and serve to help steward public inquiry.
  • The accounts are managed by the Office of Communications and Public Relations.
• RCNJ Internet Home Page
  • The RCNJ Internet Home Page may feature an abbreviated version of the notification and link readers to the RCNJ Emergency Preparedness Site for more information.
  • The site is managed by Marketing with access provided to the Office of Communications and Public Relations.
• RCNJ Intranet Home Page
  • The RCNJ Intranet Home Page is accessible to the internal community only, may feature an abbreviated version of the notification, and will link readers to the RCNJ Emergency Preparedness Site for more information.
  • The site is managed by Marketing with access provided to the Office of Communications and Public Relations.
• RCNJ Emergency Preparedness Site
  • The RCNJ Emergency Preparedness Site provides readers with additional information as appropriate.
  • The site is managed by Marketing with access provided to the Office of Communications and Public Relations.
• RCNJ Information Line (201-236-2902)
  • The RCNJ Information Line provides callers with pre-recorded messages consistent with available information and directs callers to the RCNJ Emergency Preparedness Site and other resources as appropriate.
  • The Information Line is managed by People Operations and Employee Resources.
  • This protocol is further defined in Appendix 228B.

IV. Authority & Responsibility

The authority and responsibility to activate the College’s notification procedures as described in this procedure primarily rests with the following College Authorities:

• President or designee
• Vice Presidents or designees
• College Spokesperson or designee
• Chief Information Officer
• Director of Public Safety
• Public Safety Tour Commander

In all circumstances, the responsible College Authority shall make their best effort to draft, vet, distribute, and assess emergency notifications in accordance with the College’s Emergency Preparedness Plan. Further, the College recognizes that, should law enforcement or first responders be in command during an emergency, College-issued notifications may require authorization by the designated incident command officer.