VA Senate Bill 539 (SB 539) requires the board of visitors or other governing body of every public institution of higher education in the Commonwealth to establish a threat assessment team. The bill also requires identifying a campus-wide committee charged with education and prevention of violence on campus. Eastern Mennonite University, as a private higher education institution, is not required to adhere to this law, however the university takes seriously its responsibility to address violence and threats on campus. The university addresses workplace violence and threat assessment through its Crisis Management and Preparedness Team and CARE (Concern, Assessment, Response, Evaluation) Team.
Crisis Management and Preparedness Team (CMPT)
The university's Crisis Management and Preparedness Team is made up of the following individuals
- vice president for finance
- executive advisor to the president
- one of the three academic deans
- director of athletics
- director of facilities management
- coordinator of campus safety and security
- director of health services
- director of technology services
- director of communications
- director of human resources
- dean of student life
- director of counseling services
- associate director of development
- associate provost, EMU at Lancaster
- director of housing and student life
- director of dining services
- director of auxiliary services
- director of intercultural programs
- administrative assistant and receptionist, president's office (recorder)
The CMPT regularly reviews policies and safety plans, discusses crisis scenarios and drills, and reviews communication plans. The CMPT regularly participates in table top exercises and drills including:
- training seminars for media personnel
- observing drills hosted by local fire, police and rescue personnel
- hosting law enforcement for on-campus training
- joining nationwide webinars hosted by FEMA
- hosting FEMA for on-campus training
The CMPT also oversees required campus drills and training, including building evacuation, lock-down situations such as active shooter training, the Great Southeast ShakeOut each fall (earthquake drill), and the tornado preparedness drill each spring sponsored by the National Weather Service. At the fall 2020 faculty/staff conference the CMPT hosted three training sessions related to new health and safety protocols.
In 2020 the CMPT was the active body that addressed the university's response to the COVID-19 global pandemic. In March 2020 the CMPT began meeting 3-5 per week for several months to work on mitigation strategies and reduce the risk of COVID-19 transmission on campus. The committee worked to develop policies and procedures related to communication; public health and safety measures; academics; residencies / housing; dining / food services; athletic activities, specialized programs and enrichment activities; assemblies, meetings, events, and religious services; cleaning and sanitation; and travel and transportation. The committee liaised with public health professionals in the Virginia Department of Health while establishing protocols. These protocols were implemented within the university's "Reopening Plan for the State Council of Higher Education of Virginia." This plan was reviewed by the State Council of Higher Education and has been found to be compliant in containing the required components of the "Higher Education Reopening Guidance."
CARE Team
The university's CARE (Concern, Assessment, Response, Evaluation) Team provides proactive and coordinated support for students in distress and addresses concerns about student behavior, academic progress, and personal issues, including mental health concerns.
The CARE Team consists of university personnel with expertise in residence life, campus safety/threat assessment, student affairs, medical and mental health, disability services and legal affairs. Core CARE Team members include:
- Dean of Students (serves as Chair of Care Team)
- Director of Student Accountability
- Associate Director of Residence Life
- Director of Counseling
- Coordinator of Campus Safety and Security
- Director of Retention
Each Core CARE team member's responsibilities are outlined in the Core CARE Team Responsibilities document. Additional EMU Faculty/Staff who may be included in CARE Team as necessary depending on type of concern include:
- Office of Academic Access
- Director of Health Services
- Office of Multicultural Student Services
- Director of International Student Services
- Director of Campus Ministries
- EMU Athletics Staff
- Residence Life Staff
- Faculty (through teaching or advising roles)
- Campus Legal Counsel
Any faculty, staff, or student who is aware of a situation that could possibly result in harm to anyone at the university should submit a report to the CARE team. Information on the CARE is found on the CARE team website (www.emu.edu/studentlife/care-team). This site includes a report form which anyone can use to make a report. The CARE team site also provides directions for what to do in the case of an emergency or situation needing to be addressed after business hours. If a student is in an emergency situation and needs immediate assistance then individuals should call the Resident Director on Duty at 540-476-4578, or call Campus Safety and Security at 540-432-4911, or call 911 with their location. The CARE team uses Maxient software for reporting and record-keeping.
The CARE Team gathers information from personal contact with students, faculty, staff and
family members, as well as from reports submitted by members of the community. A collaborative process to assess threats and concerns is used. The Core CARE Team meets weekly to evaluate, assess, and monitor reports and referrals to the CARE Team. Core members attend every meeting and have full access to the team's electronic records database. The CARE Team chair, or
designee, will keep senior university officials advised of situations, directly reporting information
to the Provost for further dissemination as needed.
The CARE Team conducts work by three means: (1) preliminary response meeting, (2) regular team
meeting, and (3) critical incident response/emergency meeting.
(1) Preliminary Response
When a report is received, a preliminary response meeting may be convened by the CARE Team chair and any CARE Team member having administrative responsibility for the person of concern. Other appropriate CARE Team members may be consulted and included during this initial assessment. As needed, these team members will gather additional information regarding the submitted report and, if appropriate, convene the CARE Team for an emergency meeting. Otherwise, these findings will be reported at the regular team meeting.
(2) Regular Team Meeting
Regular team meetings occur on a weekly basis and are designed to review on-going cases,
make appropriate recommendations with new cases, and provide regular opportunities for
training. Case review will include:
- Briefing and review of preliminary responses by the CARE Team chair or designee;
- Review of documentation, interviews, and other relevant information;
- General discussion;
- Recommendations by the team.
(3) Critical Incident Response/Emergency Meeting
In the event of a situation that requires the immediate attention of the CARE Team, the
CARE Team chair, or designee, will call a critical incident response or emergency meeting.
When Navigate cases are created for Health and Wellness concerns, the Director of Retention
will submit an EMU Safety and Care report regarding the student so the above process can be
aligned for students submitted through Navigate cases or EMU Safety and Care Report forms.
The CARE Team receives reports of students who are exhibiting concerning or disruptive
behaviors. The team, in an effort to maintain student success capacity and protect the university
community, investigates and responds to reported behavior through the procedures described
above. As a result of follow through with the procedures, the CARE Team may recommend
some or all of the following actions as part of an intervention/success plan:
- Referral to EMU and/or community counseling or other medical resources for evaluation,
- Referral of students to EMU Coachlink for specific goals and accountability related to academic or personal patterns of behavior,
- Referral to appropriate university personnel for educational mentoring related to reported behavior,
- Forward appropriate information to faculty related to student's current educational needs,
- Recommend that the proper authority notify, within FERPA guidelines, the parents, guardians, and/or emergency contact,
- Assist student in making changes to academic load and any financial aid adjustments for long-term success.
The CARE Team engages in on-going and active training. For this program to be effective, the university community must be aware of the CARE Team, the need and purpose of intervention, the procedure for filing a report, and how to contact members of the team with concerns or comments. The CARE Team provides campus-wide information to be incorporated into faculty and staff annual trainings, new employee and student orientation sessions, and regularly scheduled safety programs presented by the Student Life and other campus departments.