13.8 Institutional Environment

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

Judgment

x Compliance o Non-Compliance o Partial Compliance

Narrative

Through its policies and procedures; emergency and hazard preparedness; safety training; and student, faculty, and staff wellbeing programs, UL Lafayette’s departments work together to provide a healthy, safe, and secure environment for all members of the campus community.

Policies & Procedures

The Office of Environmental Health and Safety (EH&S) regularly reviews its policies and procedures to ensure that all University employees can remain as safe as possible while on the job. The following policies are central to the environmental health and safety of the University community, and are currently in effect and publicly available at the Office of Environmental Health & Safety website.

· Introduction

· Assignment of Safety Responsibilities

· Building Safety Inspections

· Accident Investigation

· Job Safety Analysis

· Safety Meetings

· Job Safety Training Programs

· General Safety Information

· Industrial Safety Rules and Information

· Laboratory Safety Rules and Information

· Chemical Hygiene Plan

· Blood Borne Pathogens and Other Communicable Illnesses

· University Emergency Preparedness

· University Violence-Free Workplace Policy

· University Employee Drug Testing Policy

· University Boiler/Machine Policy

· University Driver Safety Program

· University Water Vessel Safety Program

· Policy Supporting Documentation

In addition to the specific policies, UL Lafayette students, faculty, and staff are responsible for knowing and following the Student Handbook, Faculty Handbook, and Staff Handbook, respectively. Each Handbook describes the expectations for behavior and conduct in the UL Lafayette community, and outlines the procedures to be followed when these expectations are not met. Each of these handbooks contains a variety of information, policies, and procedures that pertain to maintaining a healthy, safe, and secure environment.

Emergencies and Hazards

Emergency Operations Plan (EOP). The University has developed and adopted a FEMA-approved All Hazards Emergency Operation Plan (EOP). This document was created with input from all facets and areas of campus and includes provisions to respond to any type of emergency that could impact the University. This plan is modeled after the National Incident Management System (NIMS) methodology of emergency planning. It includes provisions for implementing the Incident Command System (ICS), activating the University’s Emergency Operations Center (EOC), and coordinating its planning, response, and recovery with Federal, State, and Local agencies as appropriate. The EOP utilizes functional annexes and appendices that address specific functional units within the organization. Because this document is security sensitive to the University, it is not available to the public. However, all employees who participate in the implementation of the EOP have been trained and are given access to the document as needed. UL Lafayette’s EOP identifies the responsibilities of the University regarding emergency management and the activation of the UL Lafayette EOC. The EOP also specifies operating procedures, including notifications of emergencies, along with communications throughout emergent events and the aftermath of the event. It also coordinates support with external agencies and internal UL Lafayette departments for continuity of operations and transition to normal operations.

Emergency Operations Center (EOC). The UL Lafayette EOC provides the University with a 24-hour, 7-days a week, “all hazards” center that is equipped to respond to natural disasters, man-made disasters, acts of terrorism or crime, and no-notice events. The UL Lafayette EOC is designed to protect lives, stabilize an incident, minimize property damage, protect the environment, and provide for the continuation and restoration of essential services. The EOC is a force multiplier, providing situational awareness and improved coordination of public safety activities in order to enhance the safety and security of students, faculty, staff, and visitors on the UL Lafayette campus. EOC staff is composed of full-time University staff members who have been assigned a position-specific area of responsibility based on best practices from NIMS.

Efforts to coordinate effective University emergency operations are managed through the Interim Director of Risk Management and University Police. The Emergency Operations Core Committee (EOCC) executes all mitigation, preparedness, response, and recovery to all natural and man-made hazards. Members of the EOC Teams are required to take Federal Emergency Management Agency (FEMA) online courses. The University maintains a Crisis Communication Plan to include mass notification systems, such as an opt-in emergency text messaging capability and protocol. Other means of mass emergency notification include a desktop alert system, broadcast email, broadcast voice mail, the UL Lafayette Website (main page and ULink, which requires a log in), and social media, including Facebook and Twitter. Emergency communications to students, staff, and faculty includes, weather emergencies, crime incidents on campus, or injuries on campus, among other incidents.

Additional emergency preparedness information is located on the UL Lafayette PD website and the Office of Environmental Health and Safety website. The Office of EH&S website gives clear emergency procedures, contacts, and resources for students, staff, and faculty, for example, for hurricane preparedness. The University maintains an EOC physical site in Abdalla Hall, where staff may be centrally located to manage and offer support during a crisis.

Emergency Evacuation Procedures (Drills). An evacuation drill is coordinated by UL Lafayette EH&S each semester for all residential facilities on campus. Through these drills, emergency response and evacuation procedures are tested at least twice each year and, for some buildings, several times a year. Students learn the locations of the emergency exits in the buildings and are provided instruction on what direction they should travel when exiting each facility for a short-term building evacuation. ULPD and Office of University Housing staff on the scene communicate information to students regarding the developing situation or any evacuation status changes. Evacuation drills are used to educate and train occupants on fire safety issues specific to their buildings. During the drill, occupants “practice” drill procedures and familiarize themselves with the location of exits and the sound of the fire alarm. Subsequent to scheduled drills, an email is sent to student residents informing them of the summary of the drill, and in particular, any challenges identified during the drill, such as students who used the elevator improperly. Students who live in University housing receive information about these procedures during their first floor meetings and during other educational sessions that they can participate in throughout the year, all documented on the University Evacuation website and the shelter-in-place webpage. Housing staff members are trained in these procedures as well and act as an on-going resource for the students living in residential facilities. The UL Lafayette Residence Hall Handbook also contains important safety information about the residence halls and the role of a UL Lafayette student living on campus.

In addition to educating the occupants of each building about the evacuation procedures during the drills, the process also provides an opportunity to test the operation of fire alarm system components. Evacuation drills are monitored by UL Lafayette PD, EH&S, and University Housing to evaluate egress and behavioral patterns. Participating departments prepare reports that identify deficient equipment so that repairs can be made immediately (sample report FA2018 and sample report FA2019). Recommendations for improvements are also submitted to the appropriate departments/offices for consideration.

Emergency Notification System. The University's Emergency Notification System (ENS) is designed to provide immediate alerts for emergencies and threats on campus. All students and employees must opt in to the ENS via ULink to receive the messages. A test message is sent in the Spring and Fall to ensure that the system is working properly. After every activation of the ENS (either via a test of the system, or in response to an actual emergency), an analysis of the ENS data is performed to ensure that the technologies used are working in line with the University’s expectations (ENS analysis 1 and ENS analysis 2). The University has taken steps to enhance its ability to notify students, faculty, and staff in the event of a public emergency. To maximize effectiveness, multiple overlapping technologies are used. The University has the ability to send alerts with its ENS through text messages, cellular telephone calls, campus landline telephone calls, the University website, University social media sites, and the University hotline. Additionally, some 100 non-employee/non-student persons–for example, contractors working on campus–are enrolled in the University’s ENS based on a genuine need to know.

Emergency Preparedness. The Office of EH&S has developed Emergency Preparedness Guidelines for incidents that may occur on or near the campus, such as natural disasters, bomb threats, chemical spills, fires, and serious injuries. EH&S coordinates fire and emergency response preparedness on campus, which involves coordination with the Lafayette Fire Department, the Lafayette Parish Office of Homeland Security and Emergency Preparedness, and other State and local emergency responders. Programs include orientations, trainings, response planning, and building evacuation planning/training/exercises. EH&S also works with the Fire Marshal to take corrective actions as identified during building fire code inspections.

Emergency Response Plan. The University’s Incident Manual includes information about incident teams; University operating status parameters; incident priorities and performance expectations; shelter-in-place and evacuation guidelines; and local contingency and continuity planning requirements, all covered in the Emergency Preparedness Guidelines. University departments are responsible for developing contingency plans and continuity of operations plans for their staff and areas of responsibility. The University conducts numerous emergency response exercises each year, such as tabletop exercises, field exercises, and tests of the ENS on campus. These tests are designed to assess and evaluate the emergency plans and capabilities of the institution.

UL Lafayette police officers and supervisors have received training in incident command and response to critical incidents on campus. When a serious incident occurs that causes an immediate threat to the campus, the first responders to the scene are usually UL Lafayette PD, Lafayette PD, Lafayette Fire, and Lafayette HAZMAT, and they typically respond and work together to manage the incident. Depending on the nature of the incident, other UL Lafayette departments and other local, state, or federal agencies could also be involved in responding to the incident.

Hurricane/Tropical Storm Preparedness. The University maintains an extensive Hurricane Preparedness Plan with representation from all areas of the campus including upper administration. This committee operates on a site-specific document that references preparations and recovery plans for all facets of our campus. Regular meetings are held by the committee to update information and ensure good communication within every organizational unit. All plans are implemented by keeping in mind the safety of the University’s students and employees, as well as preserving the academic mission of the institution.

Code Blue Phones. There are 67 emergency phones throughout the main and south campuses. The phones are easy to recognize with a blue light on top and are activated by pushing an easily accessed call button that automatically connects with University Police.

Asbestos Awareness. This is a one-hour course that presents basic information about the dangers of asbestos fibers in University-owned buildings, the methods available to control hazards, and the actions one must take and avoid when working in an area known or presumed to contain asbestos. Employees receiving this training will not directly handle asbestos material but may encounter asbestos-containing material (ACM) in the routine course of their work. Refresher training on Asbestos Awareness is an annual requirement in the departments of Facilities Management, Housing, Custodial, and Information and Media Networks.

Biosafety Committee. Faculty who use biological materials in the course and scope of their work, as defined by the National Institutes of Health Guidelines are required to submit an application for review and approval to the Biosafety officer. The Biosafety Committee ensures that the faculty member submitting the application has performed a risk assessment and chosen a biosafety level for the work that is in compliance with State and Federal regulations. This includes personal protective equipment, laboratory safety, hazardous materials, and other measures as they relate to the topic.

Building Access. The Cajun Card Services Office is responsible for producing all identification cards for students, faculty, and staff, and controls card access to buildings and secure areas within buildings. Requests for access must be approved through the chain of command. All residence halls are equipped with door access controls. Residential students must use their Cajun Cards to access the residential areas or apartment for which they have approved access. All residents must swipe their Cajun Card at the card reader each and every time they enter the residence halls or apartment to record their entry into the building, even if the door has been opened by another individual’s card swipe, and must present their Cajun Card to the desk worker or night guard each time they enter the building, or when asked to do so by a University official (i.e. Community Assistant, staff, faculty, or University Police).

Boat Operator Safety. Boat operator training is required for all University employees who drive any water vessel while conducting University business, including any personal vessel used for State business. Initial training is required within 90 days of hire or within 90 days of being assigned a duty to operate a water vessel while conducting University business. Participants who complete the online training course are required to send verification of completion, along with the completed Water Vessel Authorization Form to the EH&S Office. Authorization to drive a water vessel is not given until training is complete, a background check is verified through the Louisiana Department of Wildlife and Fisheries, and the EH&S Director has signed the authorization form.

Building Safety Inspections. Quarterly building safety inspections are conducted to ensure building safety, consisting of two inspections during the Fall semester and two during the Spring semester. These inspections:

· Identify hazardous conditions

· Initiate a method of removing these hazards

· Assure Office of the State Fire Marshal, Office of Risk Management, and other Federal, State, and local compliance

· Provide data to study hazard trends, unsafe work environments, etc.

This inspection procedure is designed to accommodate the wide variety of buildings that exist on the University campus. The EH&S Office provides training for these procedures to University employees who conduct building inspections. All inspection forms are reviewed by EH&S, and identified deficiencies are addressed and documented accordingly. Fume hoods located in campus buildings provide the major method of engineering control necessary to prevent employee and student exposure to airborne hazardous materials. With the assistance of a graduate student, all hoods are inspected per regulatory requirements, and work orders are submitted to the Office of Facility Management to correct deficiencies. Following completion of work orders, hoods are re-inspected to confirm that regulatory requirements have been met.

Environmental Safety. The environmental responsibilities of EH&S include management of the environmental impact of University operations and activities and guidance on compliance with local, state, and federal laws concerning environmental protection. EH&S has established a hazardous waste program, an asbestos containment program, and an emergency response team to ensure compliance with environmental regulations.

Police Department. The UL Lafayette Police Department, whose mission is to provide protection and emergency services to the UL Lafayette community, is organized like a traditional police department. Officers are commissioned with statewide arrest authority per Louisiana Revised Statute 17:1805, and work closely with federal, state, and local public safety agencies. ULPD is staffed 24/7, with approximately 34 sworn personnel and three non-sworn support staff. All officers receive training that exceeds state minimum standards, and use a variety of resources, including traditional police vehicles, motorcycles, bicycles, and canines. Officers participate on various team-based response groups, the UL Lafayette Emergency Operations Center, and the Students of Concern Committee. Members of the department routinely speak to various groups on campus and offer online training on active shooter response, criminal trends on campus, and preventing and reporting crime. Online training on subjects such as active shooter response is offered on both the ULPD and Human Resources websites. The campus community can report non-emergency criminal or suspicious activity anonymously on the ULPD website. The ULPD also issues an Annual Report.

Annual Security Report. The UL Lafayette Annual Security Report 2018 includes statistics for the previous three years concerning reported crime that occurred on campus, including certain off-campus buildings owned or controlled by UL Lafayette, and on public property within or immediately adjacent to UL Lafayette or accessible from the campus. The report also includes institutional policies concerning campus safety, such as alcohol and drug use, crime prevention, crime reporting, sexual assault, and others. The 2018 report is the most recent one available. The information covers all Clery crimes (murder, rape, robbery, assault, theft, burglary, motor vehicle theft, and arson) and crimes that are reported to the Federal Bureau of Investigation for publication in its annual report, the United States Uniform Crime Reports.

Jeanne Clery Act. The University makes available information on the Jeanne Clery Act, and each year the University files a report with the United States Department of Education stating relevant crime incidents on campus.

Driver Safety. The Driver Safety Course required of all University personnel and students who drive on University business promotes an attitude of mutual understanding, courtesy, and cooperation of the road. Areas addressed include cell phone usage and texting while driving, impaired driving, distracted driving, proper following distance, and techniques for life-long defensive driving. The Cornerstone training system tracks all training and sends reminders when drivers are due to re-train.

Radiation Safety Committee. Faculty who use radiation or radiation-producing machines in their research must submit a radiation use application for review and approval to the Radiation Safety Officer. A Radiation Safety Committee ensures that all activities are carried out in accord with Louisiana law and must approve applications before research can begin. In addition to reviewing applications, the committee is responsible for inspecting laboratories where radiation is used, and the Radiation Safety Officer must approve purchases of radioactive materials.

Student, Faculty, and Staff Wellbeing

Counseling and Testing Center. The Center provides personal counseling, crisis intervention, and short-term psychotherapy for individuals, couples, and groups. The Center offers an unlimited number of sessions, free-of-charge to University students, faculty, and staff. Consultation services and workshops are available to student groups, faculty, and staff. The Counseling and Testing Center supports the University’s mission by aiding students in their personal growth and development and by enhancing their mental and emotional well-being.

Drug and Alcohol Policy. The Drug and Alcohol Policy for Students and the Drug and Alcohol Policy for Faculty & Staff are in compliance with the federal Drug Free Schools and Communities Act and the Drug Free Workplace Act. The policy clarifies and informs students, faculty, and staff of UL Lafayette's position on alcohol/drug related issues and the procedure followed when policy is violated. It is also the intent of UL Lafayette to offer education, short term treatment, and referrals to those who may be affected.

Hazing. The University has an anti-hazing policy, and the Office of the Dean of Students’ website provides students and other UL Lafayette community members with information on State hazing laws and how to identify and report hazing.

Students of Concern Team (SOCT). The SOCT is a campus resource dedicated to assisting students who may be in distress or are experiencing challenging or difficult life circumstances. The SOCT also provides consultation and intervention when students exhibit aggressive, concerning, or disruptive behaviors. The primary focus of the team is to take a proactive approach in identifying students who are struggling and to provide early intervention, resources, and referrals, both on campus and in the community. The SOCT receives information from concerned parties regarding students who may be exhibiting worrisome, disturbing, or disruptive behaviors. The team includes staff members from UL Lafayette PD, Student Health Center, Student Rights and Responsibilities, the Counseling and Testing Center, and the Office of the Dean of Students. They meet regularly to discuss cases, then reach out to offer resources to those students, faculty, or staff.

Sexual Harassment Training. All employees of UL Lafayette are required to complete sexual harassment training within 30 days of hire and once per calendar year. This includes all full-time faculty, adjunct faculty, Classified & Unclassified staff, graduate or teaching assistants, and student workers. The University has partnered with Everfi to provide the training. This course teaches employees how to define sexual harassment, identify potentially harassing behaviors, recognize forms of sexual misconduct, and partner with Human Resources in the student and employee Title IX complaint process at the University. The Sexual Harassment training was mandated by Louisiana Senate Concurrent Resolution 107 passed in 2012, wherein the Louisiana Senate resolved that all State agencies should provide one hour of sexual harassment training to each public employee each year.

Sexual Assault Nurse Examiner (SANE) program. The SANE program allows any UL Lafayette student to have a forensic exam or “sexual assault evidence collection kit” conducted by a SANE nurse. A SANE nurse is specially trained in collecting evidence and working with survivors of sexual assault. The primary mission of the SANE program is to meet the needs of any UL Lafayette student who is a sexual assault survivor by providing immediate, compassionate, culturally-sensitive, and comprehensive forensic evaluation and treatment.

Student Health Services. The mission of the UL Lafayette Student Health Services and the Student Health Center is to provide, promote, and support services that integrate individual health, education for health, prevention of disease, clinical treatment for illness, and public health responsibilities consistent with the educational mission of the University. The organization works with students to make them active partners in maintaining their health.

Environmental Health & Safety Office. The EH&S Office is tasked with running the University's environmental, health, and safety program; employee and staff safety training; all emergency procedures plans; and fire safety operating systems, including fire alarms, sprinkler systems, fire extinguishers, and hood, kitchen, and research bio-safety cabinet suppression systems. It is also tasked with ensuring the safe operation of all fume hoods and elevators on the campus of UL Lafayette. The EH&S Office monitors all hazardous materials on campus through an interdepartmental system called Cameo. A complete (confidential) inventory of locations, quantities, and storage containers of all hazardous chemicals on campus is constantly updated, examined, and reported through the EH&S Office. Safety Data Sheets are also found in this system for the convenience of the faculty and staff. For materials considered to be extremely hazardous, the EH&S Office notifies the department of such exposure, and encourages it to take extra precautions in the handling and use of this material. All hazardous material disposal is arranged and managed by the EH&S Office.

All regulatory and state required safety training is conducted in-house through the EH&S Office. Using state-of-the-art equipment and hands-on simulation, EH&S staff is thoroughly trained on how to conduct work safely and efficiently. Fire safety is also a major focus on the campus, and EH&S closely coordinates with the State of Louisiana Fire Marshal’s Office on fire inspections and ensures that follow-up activities are carried out to address deficiencies noted in the reports. In addition, safety and environmental training for employees and research staff is offered by EH&S to comply with the Louisiana State Office of Risk Management Loss Prevention Program and to support adherence to statutory requirements for university activities.

Study Abroad. UL Lafayette’s EH&S Office provides training in emergency management to all faculty and staff of the University’s study abroad programs. The Study Abroad Office offers safety information and pre-departure safety orientation to all students in its programs.

Sustainability. UL Lafayette’s Office of Sustainability helps to provide a healthy environment for all members of the campus community through a variety of programs, from recycling to solar power, as outlined in the Sustainability Strategic Plan.

Tobacco Use. In accordance with Act 211 of the 2013 Regular Session of the Louisiana Legislature, UL Lafayette works to provide a tobacco-free environment for its faculty, staff, students, and visitors. Smoking and the use of all tobacco products is prohibited within all University buildings, facilities, campus grounds, University vehicles, and all property that is owned, operated, leased, occupied, or controlled by the University, except in special situations defined in the policy document. Any advertising, marketing, or promotion of tobacco products or tobacco-related companies is prohibited on a University campus, at University-sponsored events, or through other University assets. Distribution of tobacco products is prohibited on a University campus or at University-sponsored events.

Transportation Services. To minimize traffic congestion on the main campus streets, the UL Lafayette Transit System provides buses to transport commuters to the center of campus from Cajun Field. “UL Geaux Ride” is a vehicle tracking service that provides users with real-time bus locations. Routes can be selected to determine stop locations and arrival times for the next bus. Users can also get real-time message updates so that passengers are aware of last-minute or future changes to routes. In 2016 the University launched Geaux Vélo, a successful bicycle sharing program.

Violence Prevention. UL Lafayette strives to be a violence-free campus as presented in the Violence-Free Workplace Policy. The policy is available to each new employee at their orientation training. Crime statistics for the University are printed yearly and distributed to every employee, and the University Police website provides information regarding violence in the workplace and the Clery Act.