The purpose of this procedure is to outline WVSOM’s process for issuing emergency notifications in response to significant emergencies or dangerous situations that pose an immediate threat to the health and safety of WVSOM students, employees, or visitors on campus.
This procedure ensures compliance with the Clery Act, specifically the provisions related to emergency notifications (34 CFR §668.46(e)).
This procedure applies to all members of the WVSOM community and covers any emergency or dangerous situation occurring on campus or in the immediate vicinity that requires rapid communication to protect life and safety.
WVSOM reserves the right to amend this procedure at any time, as necessary or appropriate.
For purposes of these procedures, the defined terms used herein have the definitions assigned to them in Institutional Policy GA-15: Safety and Security.
Under the Clery Act, an Emergency Notification is a prompt communication issued when there is confirmation of a significant emergency or dangerous situation involving an immediate threat to the health or safety of the campus community (“Emergency Notification”).
Examples of situations requiring an Emergency Notification include, but are not limited to:
Active shooter or armed assailant
Fire or explosion
Hazardous materials spill
Severe weather (e.g., tornado, hurricane)
Outbreak of a serious communicable disease
Bomb threat or suspicious package
Civil disturbance or rioting
Emergency situations must be confirmed by one or more of the following:
Campus Security
Local law enforcement and emergency responders
Confirmation may include direct observation, credible reports, or validated data from public safety partners.
The following individuals or their designees are authorized to issue Emergency Notifications:
Director of Campus Security and Clery Compliance Office
WVSOM President or designee
The content of the Emergency Notification should include:
Nature of the threat (e.g., armed suspect, chemical spill)
Location of the threat (if known)
Recommended protective actions (e.g., shelter-in-place, evacuate)
Timeframe for updates
Instructions on where to get more information
The Emergency Notification should be clear, concise, and actionable.
Emergency Notifications may be issued using a combination of the following communication tools:
WVSOM Emergency Notification system (i.e. Omnilert)
Campus-wide text messaging (SMS alert system)
Mass email alerts
Public address systems
WVSOM emergency website banners
Digital signage and alert beacons
Campus social media accounts
Local media (e.g., radio, TV)
WVSOM will use multiple methods to maximize reach.
Emergency Notifications must be issued immediately upon confirmation of a threat, unless doing so would:
Compromise efforts to assist victims;
Compromise efforts to contain or respond to the emergency; or,
Compromise the safety of the campus, general public, law enforcement, or emergency response personnel
Notifications may be:
Campus-wide, if the threat affects the entire community
Segmented, if the threat is limited to a specific building, area, or population
The decision to segment messaging will be made based on the scope and location of the threat.
Follow-up messages will be issued as needed to:
Provide updates or clarify previous messages
Inform the community when the emergency is over
Offer recovery information (e.g., counseling, class resumption)
WVSOM through its Office of Campus Security and Chief Financial Officer will maintain records of:
The nature of the emergency
The time and method of confirmation
The content and timing of the Emergency Notification
Methods of dissemination used
Any follow-up messages
These records will be retained in accordance with Clery Act requirements and institutional policy.
The Emergency Notification system will be tested at least once annually, including drills and tabletop exercises.
All tests will be publicly announced or unannounced as appropriate and will be documented.
Documentation will include:
Description of the exercise
Date and time
Whether the test was announced or unannounced
The results and lessons learned
This Emergency Notification procedure and summaries of testing and response capabilities will be included in WVSOM’s ASR, published by October 1 each year.
No individual shall be retaliated against for reporting an emergency or participating in an emergency response under this procedure.
For questions or to report an emergency, contact:
WVSOM Campus Security
Phone: 304-647-8911
Email: wvsomsecurity@osteo.wvsom.edu
34 CFR §668.46(e)
The Jeanne Clery Campus Safety Act 20 U.S.C.A. § 1092(f)