Policy: Reporting Procedure to University Administration

PURPOSE

The purpose of this order is to establish the Michigan State University Police Department’s (Department) procedures for advising appropriate university officials and other departments of occurrences affecting their areas of responsibility.

POLICY

It is the policy of this Department to provide timely notifications to University administrators based on their own need to know and following appropriate laws, ordinances, rules and orders in effect. These procedures will ensure that the appropriate administrators and officials are aware of serious events and/or actions.

PROCEDURES

Department Officials

Timely Reporting

These procedures are intended to keep Department administrators and University officials informed of certain situations that require immediate administrative action.

It is imperative that the Chief of Police (Chief) be kept informed, in a timely manner concerning all serious incidents that impact the University community.

The Department’s chain-of-command is to be followed in all notifications. However, if the appropriate Bureau Commander cannot be contacted; the reporting employee will then contact the Chief or designee.

Field Services Bureau and Operations Bureau

It is the responsibility of each Duty Supervisor to stay informed of all significant events occurring during their tour of duty.

The Duty Supervisor is to determine which events are serious enough to warrant immediate notification to the Field Services Bureau Commander and/or the Operations Bureau Commander regardless of time of day.

The Duty Supervisor is to advise the Field Services Bureau Commander of any significant events and the Operations Bureau Commander of any significant investigations. One of those Bureau Commanders will ensure that the Chief and appropriate Department administrators are advised of the event.

If the situation requires immediate notification and the Field Services Bureau Commander cannot be reached, the Duty Supervisor shall contact the Operations Bureau Commander. If both the Field Services and Operations Bureau Commanders cannot be reached, the Duty Supervisor shall contact the Chief.

Examples of situations requiring immediate notification may include but are not limited to the following:

Death or serious injury of a Department employee

Death or serious injury of a University employee, student or visitor

Major incidents or arrests involving public officials, University administrators or prominent public figures

Serious disturbances

Major disasters

Other than ordinary requests for service by the President’s Office

Homicide, shooting, stabbing and rape

Hostage/barricaded gunman situations

Incidents which may discredit or embarrass the Department or University

Serious fires

Other events may not require instant notification, but may be significant enough to warrant notification to the Chief at the earliest appropriate time. In such instances a summary of the facts should be gathered and forwarded before the end of the shift to the Field Services Bureau Commander and the Operations Bureau Commander for consideration. Examples of such situations may include but are not limited to the following:

Injury to a Department employee

Minor disturbances

Minor incidents or arrests involving public officials, University administrators or prominent public figures

Determination of pattern offenses in which an obvious trend has developed requiring early police intervention

Arrests of University employees, excluding minor traffic offenses

Emerging issues and/or areas of potential conflict

Management Services Bureau

Employees shall bring serious or significant matters to the attention of the Management Services Bureau Commander that involve non-sworn matters of concern.

These include: technology interruptions, parking management issues, report writing failures, etc.

The Management Services Bureau Commander will then ensure the Chief and/or other Department administrators are advised, as appropriate.

Notification of University Officials

Appropriate information concerning specified incidents processed by the Department will be forwarded as outlined below.

Identification of persons involved in such incidents will be governed by the guidance provided by the University’s Office of General Counsel and the Ingham County Prosecutor’s Office.

Such actions shall be in accordance with current state and federal legislation governing Rights to Privacy and Freedom of Information.

Office of the President: The Chief or designee shall notify the President or their designee of all police activity or investigations that are of a serious or potentially serious nature.

Office of the General Counsel: Requests from individuals or their representatives who are in litigation involving the University. This may include requests made under the Freedom of Information Act.

Risk Management and Insurance Office: Information regarding public and occupational accidents; damaged property and motor vehicle accidents involving University property or vehicles; and fire, theft or vandalism involving University property.

Internal Audit: Reports of fraud, larceny or embezzlement of university funds or other fraudulent financial activities.

Office of the Vice President for Student Affairs and Services: Information about student death require notification to this office (see INV13). In addition, information about those criminal situations that are made known to the Ingham County Prosecutor and which are then referred to the University for administrative action are provided to this office (after adjudication).

Infrastructure, Planning and Facilities

Public or occupational accidents, damaged property and motor vehicle accidents involving University property maintained by this division are sent by the Records Office Manager or designee.

Information about damage or accidents involving University vehicles administered by that department will be forwarded to that office are sent by the Records Office Manager or designee.

Security problems or changes in security procedures affecting this division.

Employee Relations: Information about employee involvement in criminal incidents will be forwarded to the Division of Employee Relations, housed within the Human Resources department.

Standard Notification Methods

A report made by telephone of significant items occurring during the previous 24-hour period or weekend will be made as soon after 0800 hours as possible Monday through Friday.

Matters of extraordinary importance will be reported to all university officials having a need to know as they become known to the Department by a representative of this Department using phone or email.

Required Reports to the Office of the President: The President will be advised of all serious felonious offenses, mass disturbances, disasters, serious personal injury accidents, serious or unusual injuries or death of a student, employee or guest, serious fires, and/or any offense or situation which may be likely to embarrass the University.

Office of the General Counsel: The General Counsel will be consulted in matters which require legal assistance which is not available through the office of the Ingham County Prosecutor.

Internal Audit

The Director of Internal Audit will be advised of embezzlement of university funds or other fraudulent financial activities.

Vice President for Auxiliary Enterprises: This person will be advised of any damage occurring to university housing property and/or similar facilities.

Communication and Brand Strategy: News and Media Communication will be advised of all serious felonious offenses, mass disturbances, disasters, serious personal injury accidents, serious or unusual injuries or death of a student, employee or guest, and/or any offense or situation which may be likely to embarrass the university.