Annual Security Report

Each college of the Kentucky Community and Technical College System is responsible for the preparation of the Annual Security Report in cooperation with Legal Affairs, Campus Security Authorities, and local police agencies. The statistics include alleged and attempted crimes. All crimes reported in “good faith” and occurring on-campus, on public property surrounding our campuses, or in off campus college-owned buildings or property is recorded for inclusion in the annual crime statistics. This report provides statistics for the previous three academic years. The statistics are requested annually from local law enforcement agencies and submitted to the Security Director for collection and analysis. For statistical purposes, crime statistics reported to any of these sources are recorded in the calendar year the crime was reported.

The report includes statistics submitted by Legal Affairs, Student Affairs, Human Resources, Campus Security Authorities, and local law enforcement agencies. These reports are reviewed, and if reportable under the Clery Act, are included in the annual statistics. Police arrest statistics and campus disciplinary referral data for weapons violations, drug violations and liquor law violations are analyzed by Campus Security to avoid duplicated reporting. Our colleges do not have any student organizations at Off-Campus locations, therefore incidents related to off-campus activities of student organizations are not reported.

All of these statistics are gathered, compiled and reported to the campus community via the Annual Security Report which is published each year. Campus Security submits the annual crime statistics published in this report to the Department of Education (ED) each year. The statistical information gathered by the Department of Education is available to the public through the ED web site.

By October 1 of each year, all enrolled students and employees receive an email notification regarding a summary of the content and the availability of the report via the college website, as well as how to request a printed copy of the report. Prospective students and employees receive information regarding the report from the head of security.

Campus Security Authorities are defined as individuals having significant responsibility for student activities, including administrators and student services personnel such as, Deans, Directors, Legal Affairs, athletic team coaches, and faculty and/or student advisors. Although crimes should be reported to campus Security or the Title IX Coordinator (sexual violence only), if these individuals receive a report of a crime listed under the Clery Act they are obligated to report it to campus security for purposes of disclosure in the annual crime statistics. 

KCTCS colleges do not have a campus police department.  No campus personnel have arresting powers. If physical measures are needed to ensure the safety and security of persons on campus, state or local police agencies shall be contacted. 

While there are no Memorandums of Understanding (MOU) with local or state enforcement agencies. KCTCS Colleges maintain a strong working relationship with state and local police through training, meetings and communicating with local and state police agencies in the investigation of criminal offenses.

Campus Security Authorities are defined by the federal government as:

An official of an institution who has significant responsibility for student and campus activities, including, but not limited to, student housing, student discipline and campus judicial proceedings.

Any individual or organization specified in an institution’s statement of campus security policy as an individual or organization to which students and employees should report criminal offenses.

Any individual or individuals who have responsibility for campus security but who do not constitute a campus police department or a campus security department (e.g., an individual who is responsible for monitoring the entrance into institutional property). A campus police department or a campus security department of an institution. Ashland Community & Technical College Campus Security Authorities include, but are not limited to:

• President/CEO
• Dean of Student Affairs
• Dean of Academic Affairs
• Dean of Business Affairs
• Director of M&O
• Dean of Institutional Effectiveness
• Security Personnel

This list of campus security authorities is subject to modification and is not intended to be all inclusive, due to changes in functions and responsibilities of employees within the college. The purpose of allowing confidential reporting is to ensure future safety of others, determine a pattern of crime, and possible danger to the college campus locations. Confidential reports are included in the college’s annual crime statistics.

Off-Campus Student Organizations

ACTC does not have any recognized student organizations at off-campus locations. 

Student Housing

ACTC does not operate student housing facilities.

Procedures for Campus Crime Reporting

Students, staff, faculty, and guests are strongly encouraged to promptly report all criminal actions or other emergencies occurring on Campus to campus Security Authority or local police agencies, if necessary.

Crimes should be reported to the Campus Security Authority for purposes of assessing the crime, for distributing potential timely warning notices, and for disclosure in the annual crime statistics. Crime reporting is critical as it may prevent future crimes, protects the community, and increases the likelihood of apprehension and adjudication of perpetrators.

Although Campus Security strives to maintain a safe and open environment for victims to report crimes, individuals may not feel comfortable contacting the police.  In these instances, reporting to other campus security authorities are available. As an example, sex offenses may be reported to the college Title IX Coordinator.

Visitors, students, faculty and staff are encouraged to report all crimes and emergencies by dialing 911. If you are the victim of a crime and do not want to pursue action with college’s student judicial system or criminal justice system, you may still report in a confidential manner the details of the incident to the college’s assigned Boyd County Deputy Sheriff, contracted security personnel, or the college’s campus security authority personnel.

In the event of a campus crime or emergency, the following procedures are encouraged to be used:

1. Dial 911
2. After dialing 911, the person reporting the incident is encouraged to notify the college’s assigned Boyd County Deputy Sheriff (606) 326-2483. This may be done by:
   1. Dialing the Deputy Sheriff’s number directly (606) 326-2483
   2. Contacting the college’s contracted security personnel CDC (606) 326-2176, RDC (606) 326-2256 or TDC (606) 326-2276
   3. Contacting an employee at the college who can contact the assigned Deputy Sheriff
   4. Email as_security@kctcs.edu 

ACTC does not have pastoral counselors or professional counselors on staff.

In some cases, the Director of Safety and Security (or equivalent official) will make timely warning reports to members of the campus community regarding criminal activity. The criminal activity must be serious in nature and likely to pose an ongoing or continued threat to the safety of students, staff, faculty, and guests. The decision to make a timely warning report will be made by the Campus Security Authorities. Notification is generally made through a campus-wide email bulletin to all members of the campus community.  Flyers may also be placed in the common areas of the buildings used by the campus community.  Timely warning information may be posted on the applicable KCTCS college websites and/or digital banners.

It is the consistent practice of the KCTCS community to notify the Campus Security Authorities and/or designee, who then confers as necessary with appropriate KCTCS System Office administrators, Public Relations, Legal counsel and neighboring law enforcement agencies after a violent crime or Clery Act crime is reported.  This is done to determine if the circumstances and facts represent a serious or ongoing threat to members of the community.

The Campus Security Authorities will prepare and arrange to disseminate a timely warning as soon as pertinent information and resources are available. The Campus Security Authority is primarily responsible for issuing timely warnings. Timely warnings may be developed in partnership with appropriate campus departments, KCTCS Office of General Counsel, and KCTCS Safety and Emergency Services. The crime bulletin is reviewed and approved for release by Campus Security, Marketing and Communications, KCTCS Office of General Counsel or some combination. This collaboration is sometimes necessary when a bulletin for crimes of a more serious or immediate nature is needed to prepare consistent information for release on the website and/or digital signage to the campus community.

Methods that may be used for a timely warning may include but are not limited to and depending on the circumstances:

• College email (all current students and employees have a college email account) as_all@kctcs.edu
• SNAP Notification and Alert system that students and employees have enrolled to receive messages either by phone, text message and email. To enroll in the SNAP alert system go to https://kctcs.edu/about/safety-security/snap/index.aspx
• Public address system for all three campuses. • Television monitors on CDC and TDC • Electronic sign on CDC

Access and Security of Campus Facilities

The Director of M&O serves as the Director of Security. The director coordinates and works with the assigned Boyd County Deputy Sheriff and contracted security guard service to promote a safe and secure environment. Campus facilities are accessible for academic, training, recreational, and administrative purposes. The campuses are also accessible by the general public. Only authorized employees have keys to facilities. During non-business hours, security guards check the facilities to verify they are secure. The maintenance and operations department maintain and repair any potential safety and security hazards.

The contracted security officers on campus regularly check the entire campus for safety and security related items such as adequate lighting both indoors and outdoors, water or ice formation in walkways about campus, etc. These issues are reported to the Maintenance department for repairs when needed and noted on the security log.

KCTCS makes every effort to ensure that the campus facilities and grounds are designed and maintained to promote safety, prevent crime, and minimize hazardous conditions. Attention is paid to the design and maintenance of facilities, landscaping and exterior lighting. The Maintenance and Operations (M&O) Dept. maintains the buildings and grounds. Campus facilities are inspected on a regular basis and repairs impacting safety and security are made promptly. Campus M&O are mindful of security and safety concerns, keeping vegetation controlled around lighting fixtures and along campus walkways and roadways on a regular schedule. Strategies and concepts of crime prevention through environmental design are considered in the design and construction of new facilities.

M&O personnel regularly patrols the campus and reports malfunctioning lights and other unsafe physical conditions to M&O Supervisor for correction. We encourage community members to promptly report any security concern, including concerns about locking mechanisms, lighting, or landscaping to the Campus Security Authorities.

Campus Law Enforcement

The college has a formal agreement with the Boyd County Sheriff to assign a Deputy to the college. The deputy patrols all three campus locations. Additionally the college has contracted security who may ask for identification of persons on campus to determine whether individuals have lawful business with the college, issue parking tickets, and work closely with local law enforcement agencies. The contracted security personnel do not have police authority. The college enjoys an excellent working relationship with other area law enforcement agencies, but the college does not operate under a signed agreement with them.

Kentucky State Police and Ashland Police Department provide training to employees when requested by the college. These organizations along with the contracted Deputy Sheriff work together in investigating crimes on our campuses.

Security Awareness Programs

The Crisis Action Plan is available on the college website for easy access by students, employees, and the public. Crime awareness and campus security information is provided to students during orientation. The Crisis Action Plan is also distributed to employees and students electronically.

Crime Prevention Programs

The college provides students with crime prevention information during new student orientation. Additionally, new students are provided with an on-line student handbook which also addresses general safety tips such as “stay alert and tune in to your surroundings.”

The college provides many situational awareness trainings for students, faculty and staff on a regular basis. The training sessions are generally customized for each campus and class they are provided for. Examples of these trainings include: Crime Prevention, Notification, Emergency Notifications, CSAs, etc.

Employees are provided with general crime prevention techniques as well as a review of the college’s Crisis Management Plan during the college’s in-service day held prior to the start of the fall semester of each new academic year.

KCTCS Drug and Alcohol Policy

KCTCS is committed to providing a healthy and safe environment for its students, faculty, and staff. KCTCS has defined conduct in relation to the unlawful possession, use, dispensation, distribution, or manufacture of alcohol or illicit drugs. Conduct which is in violation of this definition poses unacceptable risks and disregard for the health, safety, and welfare of members of the KCTCS community and shall result in disciplinary action up to and including suspension or termination.

As a recipient of federal grants and contracts, KCTCS gives this notice to students, faculty, and staff that it is in compliance with, and shall continue to be in compliance with the Drug-Free Workplace Act of 1988 and the Drug-Free Schools and Communities Act Amendment of 1989. Students, faculty and staff are herein notified of the standards of conduct which shall be applicable while on KCTCS property, on KCTCS business, and/or at KCTCS sponsored activities.

Sanctions

Under KCTCS policies and procedures, students who violate this standard of conduct are subject to disciplinary action from a minimum of a warning to a maximum of suspension from KCTCS.

Faculty and staff are subject to disciplinary action from a minimum of a warning to a maximum of termination from KCTCS employment.

Under state and federal drug laws, the gravity of the sanction depends on the classification of the controlled substance, the particular activity involved (possession or trafficking which includes manufacture, sale, and possession with intent to sell), and whether or not multiple convictions are involved.

Under Kentucky law, the most severe penalty for a drug law violation involves trafficking. On a first offense conviction, one may receive a fine of up to $10,000.00 and/or a sentence of up to ten years in the penitentiary; for subsequent offenses, the penalties may be doubled.

Under federal law, for simple possession of a controlled substance, one may be imprisoned for up to one (1) year and/or fined up to $1,000.00. For subsequent offenses, one may be imprisoned for up to three (3) years and/or fined up to $5,000.00. Under federal law, one may be fined up to $8,000,000.00 and/or may be sentenced from not less than 10 years up to life in prison for drug trafficking. For violations of other federal drug laws, one may receive life in prison or the death penalty.

Under both state and federal laws, one may suffer the loss of whatever property (house, farm) or possessions (vehicle) which one may have used in the drug trade.

Sanctions for violation of state alcohol laws vary from a fine of $10.00 to $2,000.00, a sentence of forty-eight (48) hours to twelve (12) months in jail, and/or suspension of one's operator's license.

Drug and Alcohol Abuse Programs

Students are encouraged to contact the Counseling Department for information and appropriate referrals.

Other counseling, treatment, and rehabilitation services are available in the Big Sandy area.

The College has an “Employee Assistance Program” available to all employees should assistance be needed for drug or alcohol abuse. This program is provided free of charge to employees and is confidential.

Off Campus

Professional Counseling
Mountain Comprehensive Care Center
1.800.422.1060

Students, faculty, staff, and visitors to campus are encouraged to annually review and be familiar with the KCTCS Sexual Misconduct Policy.

Review of this policy is required for faculty, staff, and student employees yearly for continued employment.

SEX OFFENDER REGISTRY

In compliance with the Federal Campus Sex Crimes Prevention Act of 2000, KCTCS, through the Kentucky State Police, makes information available to the campus community concerning registered sex offenders who may be employees or students at your college.

The Kentucky State Police provides sex crime offender registration information to the public through the Sex Offender Registry website. Search the KSP Sex Offender Registry Website.

According to the Kentucky State Police, this website is for public safety and awareness. Pursuant to KRS 525.070 and 525.080, use of information from this website to harass a sex offender is a criminal offense punishable by up to 90 days in the county jail. More severe penalties apply for more severe crimes committed against a sex offender.

Security and Crisis Management 

KCTCS Safety and Emergency Services assists Campus Security departments with developing, maintaining, and implementing emergency operations plans, developing and conducting exercises, hazard and risk education, and building partnerships with external response agencies. KCTCS Procedure 523-P is followed for Critical Incidents and other preparedness measures.

The System Office Crisis Management Team staffs the System Office Emergency Operations Center (EOC) and may be activated to provide resource and support services to college EOC, if needed. The System Office Crisis Management Team is equipped to provide the following services to colleges when requested:

• Public and media relations support
• Facilities support
• Temporary alteration of administrative and business policies and procedures
• Procurement of resource and support services
• After-action incident evaluation

Not all incidents will require an activation of your EOC. For smaller, routine campus incidents response operations may be managed virtually by several members of your Crisis Management Team. 

Emergency Action Plans detailing evacuation routes are provided in every building and classroom on KCTCS campuses. 

KCTCS regularly works with local law enforcement to ensure any incidents reported in the area, that may affect the college, are communicated. 

Emergency Notification

KCTCS uses a Safety Notification Alert Process (SNAP) for communication information quickly. Students are automatically signed up when they enroll at an KCTCS college. Faculty, staff and interested individuals can sign up to receive SNAP messages online. 

In the event of an incident that requires the immediate notification to the campus community, a SNAP Alert will be issued, that will provide text, voice, broadcast and e-mail messages to all members of the college community.  Face-to-face communication will be used in the event technology fails.   

Each KCTCS College has a SNAP Team and uses a consultation approach to confirm there is a significant emergency or dangerous situation involving an immediate threat to the health or safety of student or employees occurring on campus.  The college President is responsible for confirming an emergency, with the assistance of college administrators, local first responders and/or the national weather service.  Upon confirmation, the college will, without delay, and taking into account the safety of the community, determine the content of the notification and initiate the notification system, unless issuing a notification will in the professional judgment of responsible authorities, compromise efforts to assist a victim or to contain, respond to or otherwise mitigate the emergency. 

The KCTCS College team and/or designated personnel, when possible, will determine the content of the notification, considering the scope of the notification based on the segment of the community at risk (e.g. targeted areas, campus wide, building specific)

The following personnel have the authority to activate an emergency notification in the event of an emergency, immediate threat, hazardous condition, natural disaster or other critical incident: 

SNAP Team Members by Title

• President
• President's Leadership Team
• Associate Dean of IT
• School Resource Officer or Deputy Sheriff
• Human Resources Director
• M&O Director

Support from the college's IT department may be used to activate and send SNAP messages as needed.

SNAP is not the only means the College uses to communicate emergency information to the College community. KCTCS Colleges may use their website, local TV, radio, newspaper, and various social media.

Follow-up information will be provided to the campus community using some or all of the systems described above. The larger community, parents, neighbors, and other interested parties can access emergency information through the college website or the media. 

Training, Drills, and Exercises

Each semester, the campuses conducts drills, exercises and appropriate follow-up training.  These activities are designed to improve emergency response on an ongoing basis. After action report briefings and corrective action plans are developed and conducted for each exercise or activation. Documentation of past exercises which include exercise descriptions, date, time, whether the exercise was announced/unannounced are available for review upon request. Contact the Safety and Security office for more information or to make a request. 

The IT Department documents and files each SNAP Alert test. This includes a description of the drill or exercise, date, time of test, and how the test was announced or it was unannounced.