Safety and Security Master Plan - Ohlone College...Campus Safety and Security Plan Page 7 of 14...

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OHLONE COMMUNITY

COLLEGE DISTRICT

Safety and

Security

Master Plan

February 2018

Campus Safety and Security Plan

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Table of Contents

INTRODUCTION ............................................................................................................................................. 3

THE MISSION OF OHLONE COMMUNITY COLLEGE DISTRICT ....................................................................... 3

THE VISION OF OHLONE COMMUNITY COLLEGE DISTRICT .......................................................................... 3

CORE VALUES OF OHLONE COMMUNITY COLLEGE DISTRICT ....................................................................... 3

SAFETY AND SECURITY AT OHLONE COMMUNITY COLLEGE DISTRICT – MISSION ....................................... 4

SAFETY AND SECURITY AT OHLONE COMMUNITY COLLEGE DISTRICT – VISION .......................................... 4

PROCESS AND ASSESSMENT METHODOLOGY .............................................................................................. 4

FEDERAL REQUIREMENTS ............................................................................................................................. 5

Title IX ....................................................................................................................................................... 5

Clery Act .................................................................................................................................................... 6

SAFETY AND SECURITY MASTER PLAN GOALS, OBJECTIVES, AND RECOMMENDATIONS ............................ 6

Goal 1 – Campus Safety ............................................................................................................................ 6

Demographic assumptions ................................................................................................................... 6

Planning assumptions ........................................................................................................................... 7

Law Enforcement .................................................................................................................................. 7

Assessment/Recommendations for Law Enforcement ..................................................................... 8

Emergency Operations .......................................................................................................................... 8

Assessment/Recommendations for Emergency Operations ............................................................ 9

Hazardous Materials ............................................................................................................................. 9

Assessment/Recommendations for Hazardous Materials ................................................................ 9

Workplace Safety .................................................................................................................................. 9

Assessment/Recommendations for Workplace Safety .................................................................... 9

Goal 1 Campus Safety Goal and Objectives .................................................................................. 10

Objectives............................................................................................................................................ 10

Goal 2 – District Security ......................................................................................................................... 10

Demographic assumptions ................................................................................................................. 10

Planning assumptions ......................................................................................................................... 11

Information and Technology Security ................................................................................................. 11

Assessment/Recommendations for Physical Plant ......................................................................... 11

Physical Plant and Security Systems ................................................................................................... 12

Physical Plant ...................................................................................................................................... 12

Assessment/Recommendations for Physical Plant ......................................................................... 12


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Security Systems ................................................................................................................................. 12

Assessment/Recommendations for Security Systems .................................................................... 12

Goal 2 Campus Security Goal and Objectives................................................................................ 13

Objectives............................................................................................................................................ 13

Campus Safety Action Plans .................................................................................................................... 14


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INTRODUCTION

The Ohlone Community College District’s Safety and Security Master Plan (SSMP) provides an

overall understanding of the many aspects taken to maintain the safety of the Ohlone College

community and the College’s physical and information assets from potential risks and threats that

could endanger the College and its community. Risks include those that are intentional or

accidental, natural or man-made, and those originating from either internal or external sources.

The College President/Superintendent has responsibility for the overall administration of SSMP

through the various divisions and departments responsible for each of the goals and objectives

contained in the plan. An annual review will assess the adequacy of the SSMP in the context of

the current environment by identifying deficiencies, reviewing accomplishments and revising the

action plans to ensure currency and applicability.

Many factors affected the development of the SSMP stemming from operational activities,

compliance with federal, state, and local statutes and laws, and best practices in the field of safety

and security. The two goals identified in the SSMP address the safety of human resources and the

security of the District’s physical and information resources.

THE MISSION OF OHLONE COMMUNITY COLLEGE DISTRICT

Ohlone College responds to the educational needs of our diverse community and economy by

offering high quality instruction supporting basic skills, career development, university transfer,

and personal enrichment and by awarding associate degrees and certificates to eligible students

in an innovative, multicultural environment where successful learning and achievement are highly

valued, supported, and continually assessed.

THE VISION OF OHLONE COMMUNITY COLLEGE DISTRICT

Ohlone College will be known throughout California for our inclusiveness, innovation, and

exceptional student success.

CORE VALUES OF OHLONE COMMUNITY COLLEGE DISTRICT

Excellence

We empower students and employees to achieve at their fullest potential, encouraging all to

engage in ongoing learning through high quality education and continuous institutional

improvement.

Inclusiveness

We actively reach out to and support students and employees from various backgrounds, socio-

economic groups, ages, and abilities to explore their interests in order to define and fulfill their

goals. We strive for a diverse workforce that honors and upholds the contributions of all.


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Innovation

We strive to be risk-takers in order to generate new ideas in college planning and the curriculum

that inspire students, faculty, and staff to optimize student learning. We endeavor to meet the

entrepreneurial and technological needs of the college community to serve and support students.

Integrity

We practice transparent communication, emphasizing respect, trust, and honesty among students,

employees, and the communities we serve in a climate where everyone feels heard and engaged.

Stewardship

We engage in shared governance to provide an exemplary model of stewardship for human,

financial, physical, technological, and environmental resources to maximize institutional

effectiveness and efficiency.

Success

We provide the necessary tools and support to assist students and employees in defining goals,

and measuring their success by the attainment of those goals.

SAFETY AND SECURITY AT OHLONE COMMUNITY COLLEGE DISTRICT –

MISSION

Safety and security, both physical and virtual, is a way of life at Ohlone College and encompasses

the need to protect and promote the well-being of the campus community by having a safe

environment in all learning and working spaces of the District.

SAFETY AND SECURITY AT OHLONE COMMUNITY COLLEGE DISTRICT –

VISION

By 2021, Ohlone Community College District has the appropriate protocols, procedures, and

manuals that address any safety and security concern on campus, and the college will be equipped

with the appropriate tools for emergency response and for protecting the campus community as

well as the physical and information assets of the District.

PROCESS AND ASSESSMENT METHODOLOGY

The development of the Ohlone College SSMP evolved from the need to have a strategic approach

to safety and security for the campus community and the District’s physical and information

resources. The development of the plan stemmed from the work of Campus Police Services, the

Facilities Department, Human Resources and Training, Information Technology Services, and the

Purchasing Department all of whom collaborated to develop the various goals and objectives

appropriate to their respective areas of responsibility culminating in the SSMP.

.


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The Vice President of Administrative Services and the Chief of Campus Police Services led the

planning process and the development of the SSMP goals and objectives. The concerted efforts

of other departments were also essential, recognizing that a

collaborative approach is required because the responsibility

for campus safety and security crosses divisions and

departments.

The existence of a collaborative environment at Ohlone College

is strong. Ohlone College values working together in problem

solving and decision-making. Although the responsibility of

adopting and implementing this plan rests with the

President/Superintendent, the plan will undergo review by the

College Council. The endorsement of the plan from the College

Council is an important outcome of this process to signify the

collaborative nature of all constituency groups in adopting a

comprehensive safety and security plan for the District.

Every year, the Chief of Campus Police Services will lead the

review and assessment of the action plans to ensure the

College is carrying out the tasks needed to achieve SSMP

objectives. The completion of these objectives will ensure the

defined goals of the SSMP are achieved.

In 2021, a formal review and assessment of the entire planning

and development process will be made as well as an evaluation

of the College’s effectiveness in achieving the goals and

objectives of the SSMP. The Chief of the Campus Police Services

will spearhead the review and assessment process in

coordination with the Executive Dean of Research and

Planning.

The results of the formal review and assessment process will help in the planning and

development of the SSMP’s next iteration – 2021 – 2025.

FEDERAL REQUIREMENTS

Title IX

The SSMP is based upon compliance with all aspects of Title IX, which requires that preventative

policies are in place and training is presented on a recurring basis and within the scope of the

law to prevent sexual harassment and violence on campus. Title IX also prescribes the manner

in which the College conducts internal investigations, subsequent actions taken by the college

to ensure incidents are resolved, and measures put in place to prevent any further occurrences

DEVELOPMENT OF THE PLAN

FIRST READING BY COLLEGE COUNCIL

ENDORSEMENT BY COLLEGE COUNCIL

SUBMITTED TO THE PRESIDENT FOR ADOPTION

IMPLEMENT ACTION ITEMS FOR THE YEAR

REVIEW AND ASSESS PROGRESS

PROVIDE CLOSE OUT REVIEW IN 2021


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between the involved parties. (Title IX Resource Guide -

http://www2.ed.gov/about/offices/list/ocr/docs/dcl-title-ix-coordinators-guide-201504.pdf)

The Title IX Coordinator for Ohlone College is the Associate Vice President of Human Resources.

Clery Act

The SSMP is based upon compliance with the Clery Act, which requires the College to report on

the College’s security policies and to collect, maintain, and report crime statistics that are

included in the annual security report publicized by October 1 of each year.

SAFETY AND SECURITY MASTER PLAN GOALS, OBJECTIVES, AND

RECOMMENDATIONS

Ohlone’s Master Safety and Security Plan (SSMP) is divided into goals that address the major areas

of safety and security in the District. Recognizing that some functions and tasks overlap and

interconnect with each other, the goals of the SSMP integrate with the other plans and goals of

the District – Strategic Plan, Facilities Master Plan, Technology Master Plan, and the Equal

Employment Opportunity Plan.

During the early stages of the development of this plan,

eight areas of safety and security were identified.

Through the College’s collaboration efforts, the different

areas converged to fall into the following categories and

then served as the input and mechanism for identifying

the goals of this plan:

1. Campus Safety

2. District Security

The goals address either protecting the college

community (safety) or protecting the physical and

information resources of the District (security). The two identified goals were then expanded to

address the various aspects of safety and security through defined objectives.

Goal 1 – Campus Safety

Demographic assumptions

The Ohlone College community is very diverse in terms of gender, age, ethnicity, sexual orientation,

and abilities.

MASTER SAFETY PLAN

PHYSICAL SECURITY

PLAN

INFORMATION &

TECHNOLOGY SECURITY

PLAN

SECURITY SYSTEMS MASTER

PLAN

EMERGENCY OPERATION

S PLAN

TITLE IX COORDINAT

OR PLAN

WORKPLACE SAFETY PLAN

HAZARDOUS MATERIAL BUISNESS

PLAN

TRAINING

PLAN

http://www2.ed.gov/about/offices/list/ocr/docs/dcl-title-ix-coordinators-guide-201504.pdf


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Planning assumptions

The safety and security of students, faculty and staff is a preeminent concern of the College

College planning will take into account the resources needed to maintain a safe and secure learning

environment.

Access to professional development and training is an integral part of a learning college

environment.

In accordance with Goal #6 of the College’s Strategic Plan, the infrastructure required to

accommodate the security procedures and mechanisms needed to implement the Safety and

Security Master Plan will be identified.

The Safety and Security Master Plan will be evaluated annually to ensure that progress is being

made toward the goals identified in the plan.

Law Enforcement

The Ohlone Community College District Campus Police Services (CPS) is primarily responsible for

maintaining the physical safety and security of the campus community. CPS is a Peace Officers

Standards and Training (POST) accredited police department established by the Board of Trustees,

Resolution 63-74-75. The CPS Office consists of a Chief of Police, police officers, safety officers,

office assistants, and dispatchers. CPS provides 24/7 security.

The responsibilities of CPS include campus security, traffic and parking control, prevention and

detection of crime, and enforcement of federal, state, and municipal laws and District regulations

and policies. CPS has the primary responsibility for directing, planning, and controlling vehicle and

pedestrian traffic on College grounds. CPS oversees the painting of roadways and curbs,

placement of control signs, removal of hazardous obstructions, and other related tasks.

Police Officers receive continuing professional training in first aid, CPR, emergency response,

disaster preparedness, defensive tactics, and other topics mandated by the POST. All police

officers have graduated from a regional police academy and have full police powers per 830.32(a)

of the Penal Code and 72330 of the Education Code.

Safety Officers are trained in Laws of Arrest and Search and Seizure per California Penal Code 832.

Safety Officers are not police officers but are provided special authority by the California Penal

Code, California Vehicle Code and California Education Code to enforce campus rules and

regulations. Safety Officers are the first line of support for the campus police officers. Many are

trained in, and have the responsibility for, collecting field evidence, taking crime reports, and

parking enforcement. Safety Officers are also trained in first aid, CPR, and emergency response

procedures. Safety Officers also provide general community oriented services, such as

fingerprinting.

CPS personnel make inspections of facilities to ensure physical security, design and present

programs to reduce risk from criminal acts, review plans and new construction additions to

facilities to ensure against design defects that could contribute to criminal acts, make preventative

patrols of grounds, make necessary arrests and detentions, and interact with all other law

enforcement and investigative agencies.


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Office Assistants and Dispatchers provide information to the public, dispatch officers to calls for

service or crimes in progress, call for and coordinate other first responders to campus

emergencies, answer the CPS Office telephone calls, maintain accurate and detailed records, log

calls for service, compile information and data for statistical and financial reports, and provide

support services for field officers, and monitor security cameras.

CPS oversees the Student Escort Program, which provides a safety escort for those on the Ohlone

College campus. The Ohlone Student Escort Officers also provide an additional visible presence

of college authority on campus, serve as an extra set of eyes to report any suspicious or hazardous

circumstances, and enhance the safety and security of the college community.

CPS provides statistical information the required Annual Security Report in compliance with

Title IX, the Clery Act, and the Violence Against Women Reauthorization Act of 2013 (VAWA).

CPS maintains Memorandums of Understanding (MOU) with both the Fremont and Newark

Police Departments in addition to the State MOU for Mutual Aid. The MOU’s outline the shared

law enforcement responsibilities between Campus Police and the local law enforcement agency

in the jurisdiction where the Ohlone College campus is located. This includes response to

emergencies, conducting investigations, and other support functions.

Assessment/Recommendations for Law Enforcement

Campus Police Services has been transitioning to a more formalized environment over the last

two years with increased emphasis on training and documenting policies and procedures. CPS

has also been continuing to develop the community policing aspect of its missions. Additionally,

continuous updating of protocols and procedures is required for law enforcement to keep

current with ever changing laws and regulations. By 2020, the goal is that CPS will continue to

keep current with new laws and regulations, have the necessary tools, equipment, and training

to support CPS activities, and document supporting policies and procedures specific to law

enforcement to meet the safety and security needs of the district.

Emergency Operations

The Emergency Operations guidelines help the District to prepare and respond to campus

emergencies. While not covering every contingency, the guidelines do provide the

administration an organizational structure (Incident Command System) and basic protocols

consistent with the Standardized Emergency Management System (SEMS) and National Incident

Management System (NIMS) for responses to cope with campus emergencies. The Emergency

Operations guidelines can be implemented to respond to an emergency at either the Fremont

or Newark campuses, or both, as necessary.

The Emergency Operations guidelines are maintained by The Emergency Preparedness

Committee (EPC) whose members are comprised of staff and faculty from the Ohlone College

District and chaired by the Chief of Campus Police Services.

The mission of the EPC is to ensure the college, as a whole, is prepared to respond appropriately

to natural, accidental, or man-made emergencies. The EPC reviews and updates the Emergency


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Operations guidelines, makes recommendations for staffing key emergency response positions,

assesses preparedness through drills and training exercises, identifies gaps and coordinates

training and the acquisition of equipment as necessary.

Assessment/Recommendations for Emergency Operations

Ohlone College currently employs an Emergency Operations Plan (EOP). The EOP establishes a

training and exercise plan and identifies roles and responsibilities to be undertaken during

emergencies. Recurring annual updates of the EOP shall be completed to maintain accuracy and

relevance to the college district needs and effectual readiness to respond and recover from

emergencies.

Hazardous Materials

There are monitoring, reporting, and training activities required by law and regulation regarding

the purchasing, use, storage and disposal of hazardous materials. The Hazardous Material log

provides the District and local Fire Department information about the types and location of

hazardous materials on each campus. Additionally, the log displays the location of: gas tanks, gas

and electrical shutoff valves, emergency exits and evacuation routes for the areas in which

chemicals are located. Additionally all Science Lab staff and/or other faculty who work within an

environment where hazardous materials are used or stored will be trained according to OSHA

guidelines. Furthermore, Chemical Lab Safety and other non-science labs (ceramic, painting,

theater and photography) will comply with the appropriate storage, labeling, usage and disposal

of hazardous materials.

Assessment/Recommendations for Hazardous Materials

The college is in compliance with all laws and regulations pertaining to the purchase, use, storage

and disposal of hazardous materials. The college will continue to update the Hazardous material

logs, provide appropriate training to staff and faculty per OSHA guidelines regarding hazardous

materials, and prepare for required inspections by governmental agencies.

Workplace Safety

The Workplace Safety Committee was established per the Cal OSHA regulations for employers to

have an Injury and Illness prevention program. The Workplace Safety Committee monitors and

assesses the District campuses for unsafe work conditions through employee reporting,

observations, and review of employee injury reports. The committee proposes and monitors the

completion of approved remedial actions for identified work conditions deemed unsafe. The

committee makes recommendations for the rectification of unsafe conditions to the Director of

Facilities and Modernization.

Assessment/Recommendations for Workplace Safety

The committee meets monthly to review injury reports and any corrective actions taken to

remediate unsafe work conditions the previous month. Safety items reported via the web portal

or other means are fixed as they arise in collaboration with the Facilities, Purchasing, and Campus

Police departments. The safety will continue to assess and monitor workplace safety conditions

per the Injury and Illness prevention program until 2020.


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Consistent with its vision, mission, identify and values, the college pursues the following Campus

Safety goals and objectives for 2017-2020:

Goal 1 Campus Safety Goal and Objectives

GOAL 1. Provide the college community a safe environment for learning and working by

keeping current on safety protocols, remedying unsafe conditions quickly, and

maintaining an updated Emergency Operations Plan.

Objectives

1. By 2020, align protocols for the physical safety of students, faculty, and staff and the

District’s interests with federal, state, and local laws, District Administrative Procedures,

and the particular needs of the college community.

2. By 2020, prepare, respond, and recover from natural and human-caused disasters in an

effort to save lives, minimize injuries, protect facilities, and return the District to normal

operations in compliance with the Standardized Emergency Management System (SEMS)

and National incident Management System (NIMS).

3. By 2020, continue to comply with regulatory requirements for the safe purchase, use,

storage, and disposal of hazardous materials to support and maintain a healthy

environment for the college community and to meet regulatory requirements.

4. By 2020, continue to comply with Occupational Safety and Health Administration

regulations to continuously assess workplace safety and remedy issues to provide

employees with a safe and healthy workplace.

5. By 2020, in compliance with the California Code of Regulations, Education Code, Title 24,

the Fire Marshall, and other regulatory bodies, safeguard the learning spaces and

campuses to provide safe and healthy learning environments for students.

Goal 2 – District Security

Demographic assumptions

In terms of computer literacy skills, the college community has a wide range of skill level from

minimal or novice to highly advanced skills.


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Planning assumptions

There are various laws and statues that govern the steps the College must take to protect the

private information of students and employees; notably, the Family Educational Rights and Privacy

Act, Gramm-Leach Bailey Act, and the Student Online Personal Information Protection Act.

The California Community Colleges Technology Center released its information security standards

for all colleges to follow as a model for awareness, protection, and correction.

Protecting the College’s technological assets from any kind of a breach is the primary concern for

the College because the occurrence of such activities are inimical to the protection of information

resources of organizations.

Protecting the College’s technological assets is a primary concern for the College because

information security is not just about instituting the appropriate technologies in place but also social

engineering. Research shows that information security incidents are largely due to social

engineering rather than technology.

Information and Technology Security

Information and Technology Security addresses the development, deployment, and awareness of

the security measures and systems designed to protect and safeguard information and to secure

the technology infrastructure of the District.

Information Security covers the processes and procedures in protecting personally identifiable

information (PII) residing on systems and applications on either the cloud or the District's

infrastructure. Examples of PII are social security numbers, birthdays, names, addresses, grades,

student ID numbers, employee ID numbers, and a combination of two or more of those attributes.

Network security involves securing the technology perimeter of the District to prevent hacking

and attacks. Examples are the firewall, switches, server ports, and the wireless access configuration.

The District has a Technology Master Plan that integrates information security and technology

infrastructure security as a goal. The appropriate action plans for this area are part of the

Technology Master Plan.

Assessment/Recommendations for Physical Plant

The California Community College Technology Center released the standard information

security procedures that should serve as the basis for Ohlone’s information security

implementation to address risks and vulnerabilities in light of the ever-growing threats due to

heightened hacking and other social engineering practices attempting to infiltrate technology

infrastructures to gain access to sensitive and personally identifiable information.

California’s attorney-general documented the significant increase of information security

incidents from 2012-2015. The document is located at:

https://www.oag.ca.gov/sites/all/files/agweb/pdfs/dbr/2016-data-breach-report.pdf

https://www.oag.ca.gov/sites/all/files/agweb/pdfs/dbr/2016-data-breach-report.pdf


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The college will continue to strengthen our information security procedures by improving

existing procedures and by adopting new procedures to implement strengthened security in

response to these ever-changing information security threats.

Physical Plant and Security Systems

Physical Plant Physical Plant Safety is the aggregate of all regulated and non-regulated activity that Facilities oversees

in order to ensure the safe operation and use of the District’s physical spaces. The regulated component

of physical plant safety includes maintaining compliance through 3rd party agencies such as: the Division

of Industrial Relations, Alameda County Water District, local fire district, the Department of Motor

Vehicles, daily pool chemical reports, Alameda Air Quality Board, and other regulatory agencies. The

non-regulated component of physical plant safety include: Injury and Illness Prevention Program,

SchoolDude work orders, monthly emergency generator inspection and exercise, daily monitoring of the

Energy Management System, reporting by Siemens Controls on fire system deficiencies, monthly

elevator inspections by elevator contractor, weekly site inspections by Facilities senior staff, and

reporting by Campus Security Office.

Assessment/Recommendations for Physical Plant

Our current physical plant safety program lacks visibility in the Facilities website, does not currently have

a charter, and does not have a singular inspection sheet location.

By the next review period of the SSMP, the Facilities Department will have reached the following

benchmarks:

A Physical Plant Safety Program charter will be adopted by the Facilities Department.

The Physical Plant Safety Program will be represented on the Facilities website along with a list

of all safety components and last inspections.

The Facilities Department Office will house and maintain an updated binder with all the

components of the Physical Plant Safety Program along with copies of all certificates, licenses,

and inspection dates.

Security Systems The District’s physical security covers the safety and security of the campuses as a means to maintain a

positive learning environment.

The security systems guidelines established in the Security Systems Master Plan standardized

systems/manufacturers and consistent device applications for Access Control, Alarm Systems and

Monitoring, and Camera Systems. The plan also supports integration between systems for increased

efficiency and the development of a budget to provide ongoing support for the security infrastructure.

The guidelines also define roles and responsibilities for campus security systems

Assessment/Recommendations for Security Systems

The district is making efforts to implement the recommendations of the Security Systems Master Plan. By

2020, these recommendations should be established, in whole or in part, district-wide.


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Consistent with its vision, mission, identity, and values, the college pursues the following Physical

Plan/Security Systems goals for 2017-2020:

Goal 2 Campus Security Goal and Objectives

GOAL 1. Protect the physical plant and information resources of the District by

implementing best practices for securing the college’s technology assets and for

keeping the physical plant secure and functional.

Objectives

1. By 2020, implement best practices in higher education information and technology

security in major District-wide information systems and technologies such as the student

information system, finance and accounting system, HR and payroll systems, room

management, content management system, learning/course management system, and

electronic campus email system, and ensure continued monitoring and management.

2. By 2020, in compliance with the California Code of Regulations, Education Code, Title 24,

the Fire Marshall, and other regulatory agencies, keep the district’s physical assets secure

and in working condition to serve students, faculty and staff.

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Appendix

Campus Safety Action Plans

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