2007 Reaffirmation Teams :: 3.11.2 - 2007 Reaffirmation Teams

2007 Reaffirmation Teams

3.11.2 - 2007 Reaffirmation Teams

The institution takes reasonable steps to provide a healthy, safe, and secure environment for all members of the campus community.

Compliance Judgment

Compliance

Narrative

The University of Texas at Dallas (UT Dallas) takes responsible steps to provide a healthy, safe, and secure environment for all members of the campus community. In a collaborative and proactive manner, Environmental Health and Safety (EHS) and UT Dallas Police Departments (UTDPD) are accountable for safety and security stewardship at UT Dallas. Both EHS and UTDPD develop annual assessment plans with goals and assessment measures to monitor success at achieving those goals. These plans and an annual report that closes the loop are entered annually into UT Dallas’ web-based assessment tool, AT6, and are used to make UTD safer and more secure [1] [2].

The vice president for business affairs (VPBA) serves as custodian of the campus master plan, and serves to oversee risk management, business continuity, capital improvement planning, capital budgets and real estate. The VPBA provides leadership to all departments reporting to the Office of Business Affairs which include EHS and UTDPD. Other departments under the VPBA’s Business Affairs Leadership Team (BALT) [3] include Finance (Accounting, Bursar, Contracts, and Grants Accounting) [4], Budget [5], Procurement Management (Purchasing, Accounts Payable, Receiving, Travel, Property, Mail Services, Auxiliaries, and Printing) [6], Facilities Management [7], and Human Resources Management (Human Resources and Payroll) [8].

The VPBA and the Safety and Security Council (SSC) [9] at UT Dallas receive periodic campus safety and security updates and reports from EHS and UTDPD. The Council consists of four members appointed from the membership of the general faculty, six representatives of the university staff, two representatives from student government (one graduate and one undergraduate), and the chairs of the Institutional Biosafety Committee [10], the Campus Facilities Committee [11], the Committee on Parking and Transportation [12], and the Radiation Safety Committee [13]. The six representatives of the university staff include one representative of the Callier Center physical plant, one Workman’s Compensation Insurance representative from the Office of Environmental Health and Safety, one representative from staff concerned with the science laboratories, one representative from Student Life concerned with disability services, the Americans with Disabilities Act compliance officer, and one representative selected by the Staff Council. The university chief of police or his/her designated representative, the assistant vice president for student affairs and dean of students, the assistant vice president for facilities management, the university environmental health and safety director, and the emergency management coordinator are ex-officio members. The responsible university official is the VPBA. Safety and security topic discussions and recommendations are reviewed and subsequent action plans and policies are formulated. The EHS director and the chief of police are charged with the implementation and execution of the administrative decisions.

Environmental Health and Safety Department

The EHS Department’s mission [14] is to provide leadership and guidance to sustain a healthy and safe campus community. Responsibilities are categorized into six headings: Fire and Life Safety, Laboratory Safety, Environmental Management, Industrial Hygiene, Occupational and General Safety’ and Worker’s Compensation Insurance.

Each EHS staff member is assigned a specific field of expertise, and the safety director, the laboratory safety manager, and the fire and life safety manager’s credentials are available in the Staff Credentialing Navigator [15]. Staff knowledge and skills are continuously enhanced by participation in trainings, presentations, and group brainstorming activities with the ultimate goal of establishing a best field practice to promote safety [16]. In addition the EHS staff is encouraged to contribute to the EHS field by conducting and presenting primary research findings, publishing articles in reviewed journals, and competing for recognized awards such as the unique and innovative safety award category given by the Campus Safety, Health and Environmental Management Association (CSHEMA) [17].

Fire and Life Safety Services: Fire and Life Safety services conduct tests of all fire safety equipment such as indication and initiation fire alarm devices, smoke control systems, water and inert gas fire suppression systems, fire pumps, and fire extinguishers on campus [18]. Additionally, EHS performs fire safety inspections of campus buildings. The Fire and Life Safety Services provides oversight, code interpretation, and best practices for construction of new buildings and renovation activities [19]. The unit also conducts fire drills and fire extinguisher training and offers consultation on special events to ensure the safety of the campus community. Emergency response coordination and communication between EHS and the Richardson Fire Department are integral best practices of the program.

Laboratory Safety Services: Laboratory Safety Services is responsible for establishing and pursuing an effective radiation and biosafety safety program for UT Dallas [20]. The university is authorized by the Texas Department of State Health Services Radiation Control to use radioactive materials, radiation-producing machines, and laser devices in research, development, and instruction. The university also complies with the National Institute of Health, Centers for Disease Control, and National Cancer Institute guidelines [21] as well as other governing entity regulations concerning the use, manipulation, and disposal of pathogens, toxins, hazardous chemicals, and recombinant Deoxyribose Nucleic Acids. The Radiation Safety Committee (RSC) [13] and the Biological Safety Committee (BSC) [10] consist of members with diverse expertise to evaluate the hazards associated with research protocols conducted on campus. Both subcommittees report to the SSC and the laboratory safety officer is an EHS staff member and serves as a BSC and RSC member as well as a minute recorder for the SSC.

Environmental Management Services: Environmental Management Services [22] assists with other regulated activities to monitor and ensure compliance with the U.S. Environmental Protection Agency (EPA), the Resource Conservation and Recovery Act (RCRA), the Texas Commission on Environmental Quality (TCEQ), and other related initiatives to protect the atmospheric and natural resource environments [23]. Specific activities involve above-ground storage tanks and barriers, gasoline dispensing facilities, storm water permitting, Title V air permitting, heavy metal monitoring, recycling and green initiatives, and chemical and universal waste management.

Industrial Hygiene Services: Industrial Hygiene Services involve monitoring of air, soil, and water parameters for biohazards, chemicals, and elements found in academic settings [24]. Service staff reference the U.S. Occupational Safety and Health Administration, the Texas Department of State Health and Services (DSHS), and the National Institute of Occupational Safety and Health Standards to advise faculty, staff, and students on potential health risks and to minimize workplace exposures [25]. Services extend to various disciplines such as ergonomics, chemical safety, controlled substances, hazard communication, asbestos, respiratory protection, noise monitoring, and hearing conservation.

Occupational and General Safety Program: Occupational and General Safety Services assist all university personnel in taking an active role in various campus safety programs by initiating preventative measures to control hazards associated with their activities [26]. Inspections of campus facilities are used to identify, document, and correct potential adverse health environments and inappropriate worker behavior. All on-the-job injuries are investigated to determine whether or not corrective action is appropriate. The Occupational and General Safety Program serves as a safety awareness liaison and safety information resource for the construction workforce on campus. This service invites contractor personnel working on university projects to attend special topic trainings prior to working on site. These safety sessions are given by the university at no cost to the contractor.

Workers’ Compensation Insurance Services: The UT Dallas Worker’s Compensation Insurance (WCI) Services [27] complies with the Texas Workers’ Compensation Act [28] and provides quality customer service equally to all UT Dallas employees who have been injured on the job. Upon a first report of injury from an individual, EHS serves as a liaison between the employee, supervisor, medical provider, and The University of Texas System (UT System) WCI Claims Analyst to complete the necessary forms and facilitate the worker to return to work. EHS leads and tracks the investigation of each incident and reports the findings and recommendations to the SSC for review.

Risk Assessment

EHS services are periodically reviewed by the UT Dallas Office of Audit and Compliance and assigned risk factors involving impact to the university, probability of occurrence and implementation of safeguards [29]. The Office of Audit and Compliance assigns overall low, medium, and high priority oversight ranking to areas of concern. EHS strives to minimize risky operations or areas by following the 3-E triad principle of education, engineering, and enforcement. Safeguards are in place; however, due to the potential high impact to UT Dallas for a single incident, the following focus areas are noted as high priority: building fire alarm systems, controlled substances, and hazardous waste.

Police Department

The UT Dallas Police Department (UTDPD) is committed to creating an environment in which teaching, research, community life, and public service may flourish. The department is dedicated to excellence in upholding and enforcing the law and managing risks to ensure the safety of students, faculty, staff, and guests at UT Dallas. All department personnel strive to maintain excellence and integrity in respecting the rights and dignity of all persons with whom they make contact. The UTDPD consists of dedicated professionals who are committed to a team environment and creative problem solving.

The police department’s strategic plan highlights the following primary vision elements:

  • The value of human life,
  • The courage to do what is right,
  • Fairness, compassion and approachability in the performance of our duties, and
  • Striving for continuous improvement [30].

The police department’s methodology to fulfill its mission has been established in the department’s written directive, General Order 5.2.1 - Goals and Objectives [31].

The police department employs certified and licensed peace officers in accordance with rules established by the Texas Commission on Law Enforcement Officer Standards and Education [32]. All UTDPD commissioned police officers have successfully completed the UT System (or equivalent) police academy and the Texas Commission on Law Enforcement Officers Standards and Education (TCLEOSE) licensing exam. They all are in compliance with the TCLEOSE mandated in-service training that is required on an annual basis. The Office of Director of Police monitors all training to ensure that the department remains in compliance [33]. Section 51.203 of the Texas Education Code (TEC) defines the authority and jurisdiction of campus police officers [34]. UTDPD’s jurisdiction is further defined by the UT System director of police [35] and is detailed in the department’s written directive General Order 1.2.1: Limits of Authority-Jurisdiction [36].

Police Administration: The UT Dallas police administration team consists of the chief of police, the assistant chief of police, captain of administrative and investigative services, lieutenant of field operations, and an administrative assistant. The credentials and professional experience of the police administration team are available in the Staff Credentials Navigator [37]. As the executive officer of the police department, the chief reports directly to the vice president for business affairs and serves as a member of BALT. Functional areas of the chief’s responsibility include primary administrative management, planning and research, budget, personnel, public information, community relations, and general direction of the department.

The department’s planning and research unit is utilized in developing programs, practices, and policies for the department [38].

The Office of the Assistant Chief oversees departmental operations. This office ensures departmental needs are met from equipment to everyday financial demands. The assistant chief makes sure that the policies and procedures are followed. Monthly reconciliation review, logging of everyday financial expenditures, and purchasing card review are just a few of the duties of this office. Additionally, the assistant chief directs the Internal Affairs Division, which conducts internal affairs investigations. The captain and lieutenant are direct reports to the assistant chief. The assistant chief commands the department in the absence of the chief of police.

Police Field Operations: The Office of Field Operations is responsible for the administration of the Patrol Division, the Division of Dallas Campuses, the Division of Community Programs, and the Internal Affairs Division. Both commissioned and noncommissioned personnel staff these divisions. The primary focus of the Office of Field Operations is the strategic and organizational level development of the divisions under its charge. The office is responsible to assist with development, administration, and implementation of policies and orders from the Chief of Police. The central division of the office is the Patrol Division with its several units and sections conducting law enforcement and community policing initiatives.

The office also administers, coordinates, and ensures proper execution of basic police department security functions related to the campus. Those functions include locking and unlocking buildings, monitoring web-based cameras located on campus to conduct security assessments of all campus buildings, monitoring emergency call boxes throughout the campus, and patrolling campus buildings and parking lots. The police department also provides many courtesy services to the campus community, including, but not limited to, student patrols (escorts from buildings to apartments and parking lots during evening hours), vehicle assists (locked and disabled vehicles), and lost and found property retrieval. In addition, the Division of Community Programs falls under the umbrella of the office. The office manages the coordinators, advisors, and liaisons of the several community programs offered by the department.

Investigative Services: The Office of Investigative Services encompasses the Crime Prevention Unit and the Criminal Investigation Division. The Office of Investigative Services is responsible for the administration and directions of the divisions under its charge and is staffed by civilian, noncommissioned, and commissioned officers who function in a wide variety of areas to support the department in achieving its goals and missions.

The Crime Prevention Unit assesses issues of the community and responds to those issues before they become a problem [39]. The crime prevention function develops public understanding of the consequences of crime, awareness of police service needs, and the role of the police in society. It also promotes citizen participation in the prevention of crime and apprehension of criminals through the Campus Crime Watch and other crime prevention programs, including the community liaison program [40].

The Investigative Services Unit is responsible for compiling and distributing annual crime statistics [41] and reports required by the federal government, including the Clery Act [42], and for bringing awareness to the campus community.

When emergencies occur, the UTDPD utilizes e-mail, calls to voice mailboxes, flyers on buildings, and headlines on the UT Dallas website to communicate with the campus community. UT Dallas e-mail is the primary method used by the UTDPD to communicate information to faculty, staff, and students; however, UT Dallas disseminates information to its faculty, staff, and students through a variety of other means. Some of the resources used include the UT Dallas Administrative Policies and Procedures Manual [43], the Faculty Handbook [44], the Student A to Z Guide [45], new-employee orientation, and annual compliance training.

Police Administrative Services: The Office of Administrative Services encompasses the Communications Division, Auxiliary Services Division (including parking services) [46], Division of Emergency Management, and the Training Division. The Office of Administrative Services is responsible for the administration and direction of the divisions under its charge and is staffed by civilian, noncommissioned and commissioned officers who function to support the department in achieving its goals and missions in a variety of areas.

The Training Division ensures that the police department is compliant with the training rules enacted by the Texas Commission on Law Enforcement Officer Standards and Education [32].

In summer 2007, the Emergency Management Division updated the comprehensive Emergency Operation Plan [47] to ensure it is compliant with the National Incident Management System (NIMS). The plan addresses various man-made and natural disasters that may pose threats to the campus community. Copies of the revised Emergency Operation Plan (EOP) are distributed to all offices with roles in the plan, and the EOP is also on the UTDPD website. The EOP outlines procedures to be followed by each responsible area identified in the EOP. The EOP is periodically (at least annually) reviewed, exercised, and tested at the local, regional, and state level to ensure that the university’s response to an emergency will protect lives and preserve university assets.

Members from the police department, EHS, Facilities Management, and Residential Life serve on the Campus Housing Advisory Committee [48]. This committee addresses safety and security issues including, student housing, facilities maintenance, crime prevention programs, work order history, and emergency call box testing and maintenance. UTDPD is also represented on the Safety and Security [9] and Parking and Transportation [12] committees.

Supporting Documents

Footnote Document
[1]Environmental Health and Safety - FY06
PDF Document, 4 Pages, 16.93 KB (areport1142)
[2]Police Department - FY06
PDF Document, 10 Pages, 38.32 KB (areport1143)
[3]Business Affairs Homepage and BALT Roster
PDF Document, 1 Page, 189.77 KB (statement1295)
[4]Finance Division Homepage
PDF Document, 2 Pages, 20.13 KB (statement1007)
[5]Diagram Budget and Resource Planning Web Page
PDF Document, 1 Page, 11.70 KB (diagram1077)
[6]Diagram Procurement Management Web Site
PDF Document, 2 Pages, 49.15 KB (diagram1022)
[7]UT Dallas Facilities Management Website
PDF Document, 1 Page, 9.71 KB (statement1001)
[8]Diagram Human Resources Web Page
PDF Document, 1 Page, 16.97 KB (diagram1074)
[9]Policy Memorandum 91-I.2-53 University Safety and Security Council Charge
PDF Document, 2 Pages, 14.40 KB (policy1083)
[10]Policy: Policy Memorandum 79-I.2-27 Institutional Biosafety Committee
PDF Document, 3 Pages, 72.81 KB (policy1153)
[11]Policy Memorandum 81-I.-2-42 Charge Campus Facilities Committee
PDF Document, 2 Pages, 78.99 KB (policy1082)
[12]Policy: Policy Memorandum 78-I.2-15 Committee on Parking and Security
PDF Document, 1 Page, 59.09 KB (policy1154)
[13]Policy: Policy Memorandum 92-I.2-55 Radiation Safety Committee
PDF Document, 2 Pages, 68.37 KB (policy1155)
[14]EHS Homepage with Mission Statement
PDF Document, 1 Page, 29.34 KB (statement1143)
[15]Credential Navigator - Environmental Health and Safety Staff
http://sacs.utdallas.edu/crednav/index.zog?s=scred_ehs#report
[16]Publication: EHS News
PDF Document, 2 Pages, 42.79 KB (publication1108)
[17]Statement: Peer Awards Website
PDF Document, 1 Page, 54.46 KB (statement1039)
[18]Fire and Life Safety Services
PDF Document, 1 Page, 8.22 KB (report1012)
[19]Texas Administrative Code 34 State Fire Marshal 303 Fire and Light Safety Codes
PDF Document, 1 Page, 28.72 KB (bylaw1040)
[20]Policy: Laboratory Safety Services local
PDF Document, 1 Page, 16.64 KB (policy1041)
[21]CDC Biosafety in Microbiological and Biomedical Laboratories Guidelines
PDF Document, 2 Pages, 21.17 KB (manual1021)
[22]Environmental Management Services
PDF Document, 3 Pages, 27.61 KB (statement1057)
[23]Publication: Environmental Health and Safety - Environmental Management Index
PDF Document, 1 Page, 33.51 KB (publication1110)
[24]Statement: Industrial Hygiene Services
PDF Document, 1 Page, 16.65 KB (statement1038)
[25]Publication: Environmental Health and Safety - Industrial Hygiene
PDF Document, 1 Page, 47.06 KB (publication1111)
[26]Policy: Occupational and General Safety Services state
PDF Document, 1 Page, 17.07 KB (policy1042)
[27]Statement: Worker’s Compensation Insurance Program Website
PDF Document, 1 Page, 14.91 KB (statement1037)
[28]EHS: Workers Rights under the Texas Workers Compensation Act
PDF Document, 1 Page, 27.36 KB (statement1147)
[29]UT Dallas Fiscal Year 2007 Audit Work Plan detailing development of a standardized audit plan
PDF Document, 44 Pages, 9.49 MB (plan1037)
[30]UT Dallas Police Department Strategic Plan
PDF Document, 15 Pages, 94.36 KB (statement1148)
[31]UT Dallas Police General Orders 5.2.1 Goals & Objectives
PDF Document, 2 Pages, 13.25 KB (procedure1006)
[32]Texas Commission on Law Enforcement Standards and Education
PDF Document, 87 Pages, 376.51 KB (rule1018)
[33]Diagram Police Department - Training
PDF Document, 2 Pages, 229.16 KB (diagram1078)
[34]Texas Education Code 51.203 Campus Peace Officers
PDF Document, 2 Pages, 12.65 KB (bylaw1043)
[35]UT System Office of Director of Police General Order B14 Peace Officer Commission
PDF Document, 5 Pages, 78.29 KB (procedure1005)
[36]UT Dallas Police General Order 1.2.1 Limits of Authority
PDF Document, 3 Pages, 13.80 KB (procedure1004)
[37]Credential Navigator - Police Staff
http://sacs.utdallas.edu/crednav/index.zog?s=scred_police
[38]UT Dallas Police General Order 5.3 Planning and Research
PDF Document, 1 Page, 12.31 KB (procedure1003)
[39]UT Dallas Police General Order 13.1 Crime Prevention & Community Policing
PDF Document, 3 Pages, 15.60 KB (procedure1002)
[40]UT Dallas Police Department Community Liaison Officers Program
PDF Document, 2 Pages, 221.02 KB (statement1149)
[41]UT Dallas Police Crime Statistics
PDF Document, 12 Pages, 125.90 KB (report1004)
[42]UT Dallas Police 2006 Clery Act Report
PDF Document, 1 Page, 19.76 KB (report1005)
[43]Business Affairs Policy and Procedure manual
PDF Document, 1 Page, 62.04 KB (manual1050)
[44]UTD Faculty Handbook 2007-2008
PDF Document, 74 Pages, 940.07 KB (manual1056)
[45]Printed Student A to Z Guide
PDF Document, 27 Pages, 2.62 MB (publication1015)
[46]Publication: Police Department - Parking services
PDF Document, 18 Pages, 160.55 KB (publication1109)
[47]UT Dallas Emergency Operations Plan - dated 20070701
PDF Document, 45 Pages, 157.92 KB (procedure1047)
[48]POLICY MEMORANDUM 94-I.2-65 - Campus Housing Committee
PDF Document, 2 Pages, 11.93 KB (policy1065)