Mission and charge

Table of contents

• Introduction
• Background
• Recommendation
• I. Charge
• II. Guiding Principles
• III. Membership
• IV. Governance and Administration
• V. Meeting and Deliverables
• Conclusion
• Addendum: PSAC sub-committee to review policy and procedure

The global higher education and national health care landscapes have altered dramatically during the last several years. This is a moment of significant change due to a range of social, political, and environmental factors that will impact universities and society for years to come. In this environment, safety and security remain top of mind for our University leaders, students, parents, faculty, staff, patients, visitors and the community at large, and are fundamental to our University mission and values. Our approach to securing the safety of our campuses must be continually revisited and adapted to ensure it remains forward thinking, effective, inclusive, fair, respectful and based on public safety best practices.

Given the ever-changing landscape, the University is establishing a new advisory committee that will partner with University leadership and regularly engage with the University community to understand public safety needs and provide input and advice on how to improve policies, practices, services, physical environments, and communications. This new committee will be composed of a wide array of University stakeholders and will provide input and advice to ensure the following key areas are closely aligned:

• The safety and security of all University campuses
• An inclusive and welcoming environment for all
• An approach to safety and security that reflects best practices in public safety

In recent years, the University has had two committees monitoring public safety on campus. The Advisory Committee on Campus Safety, was charged to review campus public safety policies and procedures, make recommendations, and submit annually a report of its activities and progress per the legal requirements of state regulations. In 2017, a Public Safety Review Board (PSRB) was created in response to the 2016 Security Commission Report to provide regular assessments of Department of Public Safety (DPS) policies and procedures and to review significant actions involving DPS. Additionally, after the former DPS police chief announced his retirement in 2021, interim Provost Sarah Peyre commissioned an outside firm (Margolis Healy) to examine the campus climate regarding safety. Margolis Healy submitted recommendations in Spring 2023, which included that the University revisit and reimagine the charge and membership of the existing PSRB.

The creation of a single public safety advisory committee with a new charge supports key recommendations from Margolis Healy, builds on the achievements of the PSRB, and incorporates the tenets of the University’s Strategic Plan that will shape our University’s future. It will open an avenue for new ideas, dialogue between campus communities, and attunement to evolving expectations and stakeholder feedback, so collaboration can flourish. The advisory committee’s advice and input will also help to inform University leadership decision making so resources can be prioritized and allocated. The following committee charge and structure is based on the Margolis Healy recommendations, our University structure, and best practices from other institutions with similar and successful advisory committees.

a. Regularly engage with the University community (students, faculty, staff, patients and visitors) to understand campus safety needs and perspectives.

b. Partner and collaborate with the University leadership and DPS to identify opportunities to improve campus safety and security policies, practices, services, physical environments, and communications.

c. Analyze how opportunities for improvement align with Meliora values and the University’s Strategic Plan.

d. Provide University leadership with insights and recommendations to assist leadership in making informed decisions that ensure the University is delivering effective, unbiased and equitable campus safety services.

e. Publish and present an annual report on the work conducted by the committee, findings and recommendations for improvement, and serve to fulfill legal requirements of the of the New York State Article 129A of Educational Law 6431

a. Forward-Thinking: Actively seek new ideas and perspectives by gathering and analyzing information and fostering the president’s desire to build an environment of continuous improvement and adaptation.

b. Consultative: Serve as consultative to senior leadership, offering expert insights to inform decision-making processes.

c. Partnership and Collaboration: Work in partnership and in collaboration with University leaders, DPS, and others to identify opportunities for improvement and to provide input on emerging public safety concerns.

d. Regulation Compliance: Fulfill the legal requirements of other regulations including the New York State Article 129A of Educational Law 6431.

e. Accessible Channels of Communication: Ensure there are accessible channels that enable individual members of the University community to voice their concerns, seek clarification, and contribute to the committee’s discussions.

a. Role-based Representation: The committee composition will have individuals who are in leadership positions for defined constituencies. This role-based membership sets the expectation that members will represent the interests of their constituents and support a comprehensive and inclusive approach to addressing public safety concerns that reflect the diverse needs and experiences of the broad University community.

Membership will be based on the duration of each individual’s leadership appointment. When an individual’s leadership appointment ends, they will be replaced by their leadership successor. For example, when the leadership appointments end for the Student Association presidents (River Campus and ESM), University Graduate Student and Postdoc Advisory Committee (UGSPAC) leader, Faculty Senate co-chair, and Genesee Staff Council president, their successors will assume their places on the advisory committee.

b. Eligibility: Members must be in good standing and in compliance with University codes of conduct, policies and procedures. If a member is deemed ineligible to serve, a replacement will be appointed by the president.

c. Expectations of Members:

1. Demonstrate a willingness to participate in discussion and training opportunities that enhance their knowledge and skills related to public safety.
2. Possess a clear understanding of the group’s purpose and scope.
3. Prioritize seeking input from the individuals they represent, ensuring that diverse perspectives are considered.

The proposed committee composition is listed below and reflects a total of 15 members. It includes undergraduate, graduate, faculty, and staff representation from the River Campus, Eastman School of Music (ESM), and University of Rochester Medical Center (URMC).

• Student members (3)
  • Student Association (SA) president or vice president (River Campus)
  • SA president or vice president (ESM)
  • University Graduate Student and Postdoc Advisory Committee (UGSPAC) president or vice president

• Faculty members (4)
  • Faculty Senate co-chair (representing the River Campus)
  • ESM Senior Associate Dean for Academic and Student Affairs
  • URMC Chief Medical Officer
  • URMC Chief Nursing Executive

• Staff members (5)
  • VP for Community Partnerships
  • VP for Equity and Inclusion
  • VP for Human Resources
  • VP for Student Life
  • Genesee Staff Council chair

• Committee administration members (4)
  • Trustee representative (committee chair)
  • Executive Vice President for Administration and Finance
  • Associate Vice President of Public Safety
  • Chief of Staff to the President

*Guests will be invited by the committee chair to present on specific agenda topics, as needed.

The committee will be chaired by a Board of Trustee member.

Administration of meetings, such as agendas, meeting scheduling and logistics and web site updates to be provided by a representative from the EVP for Administration and Finance area (to be determined).

The committee will hold a minimum of 4 meetings a year. Ad hoc meetings may be added as necessary.

Meeting minutes will be published on the committee website.

The committee will provide a summary report of activities and recommendations to senior leadership annually at the end of the academic year (by May 31).

The University is very grateful to members of the PSRB for their guidance and dedication. After seven years, the function, composition and charge of any committee or group deserves to be revisited. As mentioned above, the University recently developed a 2030 Strategic Plan, which will define our collective direction and vision for the next seven years and beyond. Campus safety and security are vital to the plan’s success. The new advisory committee will serve as an important compass for keeping us on track.

Within the structure of the PSAC committee, a six-member sub-committee  reviews and provides recommendations on current policies and procedures related to sexual assault, domestic violence and stalking offenses and bias related and hate crimes and other requirements of New York State Article 129-A, section 6431.

Appointments to the sub-committee are made by the President or EVP of Administration and Finance and may include existing members of PSAC.  The committee will consist of two students, two faculty members and two staff. At least three of sub-committee members must be female (per section 6431).  The Student Association and Faculty Senate will provide nominations according to the requirements of Article 129A, section 6431. As needed, the President or EVP will select members from the submitted nominations.

A written report of the sub-committee’s activity will be included in the PSAC annual report provided to the president.

Addendum Approval: University of Rochester President Sarah Mangelsdorf and Executive Vice President Liz Milavec

Date of Addendum: June 3, 2024