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.

Policy

Ramapo College of New Jersey adopts the State of New Jersey’s Policy Against Violence pursuant to Executive Order #49 (1996) related to disruptive behavior exhibited by any faculty or staff or contract employees or any violence in the workplace. This policy is intended to foster positive, supportive human relations, create a productive work environment for our academic programs and administrative services and allow a campus environment conducive to the mission of learning.

Reason for Policy

To create a safe, respectful work environment free from intimidation, threats, and acts of violence.

To Whom Does The Policy Apply

All employees “and contract employees” of the College

Related Documents

Procedure 632: Workplace Violence

Contacts

Human Resources
(201) 684 – 7506

Workplace violence includes the threat or actual infliction of physical violence as well as the threat or actual occurrence of psychological violence, which sometimes leads to subsequent physical violence. Moreover, violence or threats of violence against College property shall not be tolerated.

Administrators, managers and supervisors are expected to promote positive behavior and to lead by example by treating employees with the respect and dignity which each person deserves. Emphasis is placed on creating a workplace where established standards of conduct are clear, communicated, and consistently enforced, and where corrective action is used fairly and appropriately to deal with instances of unacceptable behavior.

Prohibited Conduct

Ramapo College does not tolerate any type of workplace violence committed by or against employees or contract employees. Employees or contract employees are prohibited from making threats or engaging in violent activities. This list of behaviors, while not inclusive, provides examples of conduct that is prohibited.

1. Causing physical injury to another person;
2. Making threatening remarks;
3. Aggressive, hostile or menacing behavior that creates a reasonable fear of injury to another person or subjects another individual to emotional distress;
4. Intentionally damaging employer property or property of another employee;
5. Possession of a dangerous weapon (examples of dangerous weapons include but are not limited to any firearm, stun gun, knife with 3’ blade or longer, explosive device, bow and arrow, brass knuckles) while on College property or while on College business;
6. Committing acts motivated by, or related to, sexual harassment or domestic violence.

Consequences of Violations of the Policy

Violators are subject to criminal prosecution, suspension, and/or termination of employment. Other action taken against violators may include mediation, referral to the College’s employee assistance program, Employee Consulting Associates, or counseling. Depending on the circumstances, College management may request law enforcement personnel to remove from the premises any employee or contract employee who makes threats, exhibits threatening behavior, harasses others, attempts to intimidate employees, or intentionally damages property.

Action to be Taken

Reporting Procedures

Any potentially dangerous situations witnessed must be reported to a supervisor or to the Department of Human Resources. Supervisors must consult with the Department of Human Resources whenever there is a complaint or report of workplace violence. Situations representing imminent danger should be reported to Security immediately. All reported incidents will be investigated. Reports or incidents warranting confidentiality will be handled appropriately and information will be disclosed to others only on a need-to-know basis.

Supervisor Responsibilities

All complaints or reports of workplace violence must be reported to the Department of Human Resources. Attempts should be made to diffuse a potentially volatile situation, ensure safety of employees, and/or seek medical attention if necessary. Situations representing imminent danger should be reported to Security immediately.

Management Responsibilities

The College will actively intervene at any indication of a possibly hostile or violent situation. The College will take prompt and appropriate action subject to established College policies and procedures and contractual agreements. This action may include criminal prosecution of the person or persons involved, suspension, and/or termination of employment. Action may also include mediation, referral to the College’s employee assistance program, Employee Consulting Associates, or counseling.

Employee Responsibilities

All employees are expected to report incidents of workplace violence to a supervisor or to the Department of Human Resources. All employees are expected to cooperate with any investigation of workplace violence. Employees may be asked to provide statements regarding an incident of workplace violence to which they were a witness.

Policy Implementation

Copies of the policy will be distributed to all faculty and staff, included in the Employee Handbook, and made available on the web. Managers and supervisors will be responsible for informing employees of this policy and for enforcing compliance. Managers and supervisors will continue to have primary responsibility for ensuring a safe workplace, for monitoring and resolution of employee conflicts or disputes, for taking appropriate corrective action when potential violent situation develop, and for working cooperatively with the Department of Human Resources and other College offices when threats or acts of violence occur.

*Non-substantive amendments to Policy

Policy

The President of the College or their designee has the authority to close the College and adjust hours and modes of operation as determined to be practicable.

Reason for Policy

To permit adjustment of College hours and modes of operation as deemed necessary.

To Whom Does the Policy Apply

All employees

Related Resources

• Clarification of Terms in the Event of a College Closure
• Protocols for Closing (People Operations and Employee Resources)
• Policy 228: Emergency/Non-Emergency Notification, & Timely Warning

Contacts

Public Safety

Policy Statement

Flameless candles or incense (electric or battery operated) shall be the only acceptable method of lighted candles in all buildings on campus. Open flame candles and incense are not permitted in any campus building except for religious purposes only at the Salameno Spiritual Center.

Reason for Policy

Sets forth a policy that reduces the use of open flame throughout the college campus

To Whom Does the Policy Apply

Ramapo College community

Related Documents

• New Jersey Fire Code, Sections 308.3.4, 308.3.5, 308.3.7 and 308.3.8
• Fire Safety Website

Contacts

Director of Business Continuity & Emergency Planning
(201) 684-6803

Enforcement of Policy

The policy will be enforced by the State of New Jersey Fire Marshal for applicable provisions of the New Jersey State Fire Code and by the College Fire Marshal, Office of Public Safety and Office of Residence Life for applicable provisions of the College’s Policy.

Violation of Policy

A violation of the applicable provisions of the New Jersey State Fire Code will be issued by the State Fire Marshal via “Notice of Violation and Order to Correct” usually with 30 days to make corrections; then by penalties for violations that are not corrected with the time specified.

Any violations of the College’s Policy by students will be administered through Judicial Affairs. Violations by faculty and staff shall be administered in accordance with the College’s disciplinary policies and procedures in conjunction with the People Operations and Employee Resources Department.

Exceptions

Events, ceremonies and other functions held outdoors on campus or the Salameno Spiritual Center that include the use of flame lighted candles shall be acceptable provided the following precautions are followed:

• Only “dripless” candles are used
• Drip protectors/guards must be attached to all hand held candles
• Hand held candles shall not be passed from one person to another
• The participants shall keep a minimum of three feet distance between one another and thirty feet from College buildings and structures; enough distance to avoid burns to individuals and to avoid accidental fires in College buildings and structures.
• Candles will be extinguished before exiting the candlelight service.
• Suitable fireproof receptacles for extinguishment and disposal of the candles after the event shall be provided by the event organizer. An example of a suitable receptacle is a five gallon pail half full of water; or sufficient water to extinguish the candles.

Policy

Bonfires are permitted on selected college property if approved by the President’s Cabinet and all provisions of the New Jersey Fire Code for a safe open burning are met.

Reason for Policy

Sets forth procedures for having bonfires on college property.

To Whom Does the Policy Apply

Ramapo College members and visitors

Related Documents

• Bonfire Procedures
• Guide to Community Living
• Bonfire Request Form

Contacts

Director of Environmental Health & Safety
(201) 684-7531

When a bonfire is planned on College property, a review of the plans and request will be conducted. This document provides general guidelines for those who plan a bonfire as part of a College event.

General Information

1. Plans for all bonfire events must be approved by the President’s Cabinet.
2. After approval is received from Cabinet the Bonfire Request forms will be submitted to the Office of
   Events and Conferences sixty (60) days prior to the event to allow for ample time to review the
   plans and engage the necessary resources.
3. Requests will be reviewed by the Office of Events and Conferences and other applicable campus departments and confirm date availability.
4. A designated Event Coordinator will be appointed by the requesting group to act as the main point
   of contact, maintain contact with the Center for Student Involvement (CSI) to coordinate and manage the bonfire event (ordering/delivery of wood, entering work orders, communication with the campus Fire Marshal).
5. To insure personal safety, the local Fire Department is the only one authorized to extinguish the fire.

Bonfire Requirements

1. All approved bonfires are held on the gravel lot adjacent North Field.
2. All bonfires will have maximum dimensions of 5’x5’x5’ and maximum burn time of 3 hours.
3. The Fire Marshal will request the required permits from the NJ Division of Forestry and the Division of Fire Safety. The Fire Marshal will also contact the local Fire Department and ask to standby at the bonfire.
4. The Event Coordinator shall ensure that at least one member of the College’s Public Safety Department is on stand by along with the local Fire Department prior to the start of the bonfire.
5. Fuel for the bonfire will consist of seasoned dry firewood, all excess wood and debris must be removed from the site once the fire is bonfire is constructed.
6. Accelerants (gasoline, kerosene, diesel fuel, etc.) or any other flammables are not permitted to start or re-start the bonfire.
7. All persons involved in the construction of the bonfire must wear the proper personal protective equipment. This is, but not limited to, safety glasses, shoes with substantial soles, and leather gloves.
8. Potential severe weather or steady winds of 10 mph or higher may delay or cancel the bonfire. If wind speeds increase to a dangerous level or weather conditions worsen after the bonfire is started, the fire may be extinguished to protect the public and nearby property.