Policies & Procedures

I. POLICY OWNER

The Vice Presidents for Administration & Finance and Student Affairs oversee the policy. The offices of Education & Prevention Programs, Environmental Health & Safety, Longwood University Police & Public Safety, Title IX, and Human Resources are responsible for monitoring compliance with the policy and taking any necessary corrective action.

II. PURPOSE

This policy establishes Longwood University Police Department (LUPD) jurisdiction, physical building access control, crime and fire reporting, training, and data collection, as well as emergency preparedness training requirements.

III. POLICY

Data Collection

LUPD maintains a daily crime log that is published on the LUPD webpage. The log displays a minimum of the prior 60 days of incidents reported to LUPD. Crime classifications are assigned using the definitions of crimes found in the Federal Bureau of Investigations’ Uniform Crime Reporting Guidelines. An Annual Security and Fire Safety Report (Report) is published in compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act). The Report compiles statistical information from LUPD, the Title IX Coordinator, the Office of Student Conduct and Integrity, the Office of Environmental Health and Safety, and local law enforcement agencies. The scope of the Report covers Longwood University’s campus and properties, approved off-site educational sites, and approved travel locations where students stay for a minimum of three nights.

Longwood University Police Department Jurisdiction

LUPD officers hold primary jurisdiction over properties owned by Longwood University and the Longwood Real Estate Foundation within Farmville, VA. This jurisdiction includes roads within and immediately adjacent to these properties. This primary jurisdiction is commonly referred to as Longwood University’s primary Clery Act geography. The Annual Security and Fire Safety Report includes Clery Act reportable crimes within this jurisdiction.

LUPD officers have extended patrol jurisdiction as the officers are generally sworn as Prince Edward County Deputy Sheriffs and are dispatched by the Farmville Emergency Communication Center. Concurrent jurisdiction exists within the limits of the Town of Farmville. LUPD officers respond as a backup to the Farmville Police Department and, when requested, respond as the primary responding agency for law enforcement calls within the Town of Farmville. Clery Act crimes located within the extended patrol jurisdiction are not included in the Annual Security and Fire Safety Report but are included in the LUPD daily crime log if LUPD is the law enforcement agency of record for the call.

Longwood University maintains approved off-campus instructional sites and sends students on approved travel throughout the United States and around the world. While LUPD is not responsible for law enforcement at these locations, those employees designated as Campus Security Authorities are responsible for ensuring Clery Act reportable crimes are reported to the proper local authorities and to LUPD for crime statistic reporting. These locations are considered non-campus for the Annual Security and Fire Safety Report.

Physical Access Control

Longwood maintains physical access control of buildings using both physical keys and ID card access. Keys are issued to employees and students under the direction of the Facilities Operations Key Shop (Key Shop). Employees complete a key request form for approval and issuance. When the requested key operates only one lock, the request form may be approved by the Building Area Coordinator; when opening multiple locks (sub-master or building master key), approval must be granted by the applicable Vice President; grand master key approval must be granted by the applicable Vice President and the President. Residential students are issued keys for their assigned residential community under the approval of Residential and Commuter Life. Contractors must secure approval for team key sets from the Director of Facilities or Director of Capital Design and Construction.

Secure building key boxes are located in academic and administrative buildings and each residential community. Key boxes contain team key sets, sub-masters, and master keys. Access to the key boxes requires the authorized user's ID card and personalized PIN number. Key boxes record the identification of the individual accessing the key box, the key ring number, time of access, and time of return. Automated notification is sent to the Key Shop and Electronic Access Operations if keys are not returned to any key box at the end of the work shift. Facilities Operations maintains a key box for employees and contractors requiring the temporary issue of a team key set. LUPD maintains key access for all locations through a dedicated key box at LUPD.

Outside entrances to academic and administrative buildings are open during normal business hours or specifically published hours (e.g., LUPD maintains availability 24 hours per day, seven (7) days per week). During non-business or non-published hours, entrance to academic and administrative buildings is granted through ID card access readers. Employees must request access through the Electronic Access Operations of the Lancer Card office. Residential facilities with outside doors remain locked and require a physical key or ID card access at all times. All employees and students are issued a Lancer ID card coded for individual building access needed for residential living, educational activity, and/or employment.

The Facilities Operations Key Shop maintains a master inventory of all keys in a content management system and an inventory log for all temporary issue key sets. Key loss should be reported to the Key Shop and LUPD immediately but no later than 24 hours after the loss is discovered. Audits are conducted regularly to review records of separated employees, and bi-annual audit reports are prepared for internal and external purposes.

Training

1. Crime Reporting: Notice of who and how to report crimes, including Clery reportable crimes, to the institution. All new incoming students, faculty, and staff are required to participate in training during their respective orientation programs. Those students, faculty, and staff designated as a Campus Security Authority (CSA) will participate in annual training. A CSA is defined as an employee of the University who, because of their job function, is required to promptly notify the University of all alleged Clery Act crimes that they become aware of or that they may personally witness. CSAs, by virtue of their position and significant responsibilities, include:
   1. A member of a campus police/security department;
   2. Individuals having responsibility for campus security in some capacity, who are not members of a campus police/security department (e.g., an individual who is responsible for monitoring the entrance to University property);
   3. People or offices that are not members of a campus police/security department but where policy or state law directs individuals to report criminal offenses to them or their office;
   4. University officials that have significant responsibility for student and campus activities, including but not limited to student housing, student discipline, and campus disciplinary proceedings. An official is defined as any person who has the authority and the duty to take action or respond to particular issues on behalf of the institution.
2. Emergency Preparedness: Notice of who and how to report active shooter events. Notice of protocol for active shooter events. Training occurs for all incoming students, faculty, and staff during their respective orientation programs. Once trained, returning students will participate in training biennially.
3. Fire Safety Reporting: Notice of who and how to report an active fire or evidence of an active fire.
4. Missing Persons: Notice of who and how to report a missing person.
5. Title IX Misconduct: Notice of who and how to report sexual misconduct (sexual assault, sexual harassment, sexual exploitation, dating, relationship, and domestic violence), stalking, and discrimination based on sex. Primary prevention and awareness programs take place for all incoming students, faculty, and staff during their respective orientation programs, including initial and ongoing education programs to promote awareness of sexual misconduct, stalking, and sex and gender discrimination. Those students, faculty, and staff designated as Responsible Employees participate in annual training. All University employees, except those designated as Confidential Reporting Options, are designated as “responsible employees.” Responsible employees are required to promptly report all incidents and/or knowledge of Title IX misconduct, including personally identifiable information of the parties involved, to the Title IX Coordinator.
6. Failure to Comply with Training Requirements
   1. Students: Failure to comply with training requirements in this policy may result in disciplinary action through referral to Student Conduct and Integrity.
   2. Faculty and Staff: Failure to comply with training requirements in this policy may result in action through referral to Human Resources or the contract supervisor.

Approved by the Board of Visitors, June 10, 2016
Revised and approved by the Board of Visitors, September 13, 2024