Missing Student Notification Policy

Purpose:

The Higher Education Opportunity Act of 2008 (HEOA) and 2010 updates require institutions who participate in a Title IV federal student financial aid program and maintain on-campus housing facilities to establish an effective missing student notification policy and procedures. Willamette has created a policy and procedures for reporting and for responding to reports for any enrolled student who is designated as missing, not only for those residing in on-campus housing. Also in adherence to the HEOA, Willamette provides students the opportunity to designate a person for notification by the University if they are believed to be in danger or reported missing. It is the intent of this policy to direct individuals who believe a Willamette student is missing to immediately inform the University (i.e., Campus Safety) so that coordinated efforts to locate the student can begin.

Definitions Related to this Policy:

Missing Student means if the student’s absence from campus is contrary to their usual pattern of behavior and reasonable efforts to contact the student fail.  Students will be considered missing immediately, if their absence has occurred under circumstances that are suspicious or cause concerns for their safety.

Procedures:

1. Student Emergency Contact(s) - All enrolled students have the opportunity to designate an individual to be contacted by the University in case of an emergency. 
   1. Students are asked to confirm or update their emergency contact information annually prior to registration.
   2. Instructions for updating emergency contact information can be found on the Office of the Registrar’s website. 
   3. The emergency contact information is maintained in the University student information system. Emergency contact information is kept confidential and will be accessible only to campus officials while doing their official business or to law enforcement personnel in furtherance of a missing person investigation.
   4. Once determined that a student is a Missing Student, the University will notify the emergency contact within 24 hours. If a student is under 18 years of age and not emancipated, the University will notify a custodial parent or guardian within 24 hours of the determination that the student is missing.
2. Reporting a Missing Student - Anyone who believes that a student might be missing should report their concern to Campus Safety (Salem: 503-370-6911; Portland: 503-621-2061). Campus Safety will contact the Student Affairs Senior Staff member on call to coordinate investigation and notification procedures pursuant to this policy.
3. Investigation of a Missing Student - Efforts to locate the Missing Student will be coordinated through a collaboration of Campus Safety, the Office of Residence Life and Housing (if the student resides on-campus), Division of Student Affairs staff, local authorities, and friends and family members of the Missing Student. 
   1. The professional staff employee who takes the Missing Student report should gather all essential information about the Missing Student. Such information would include:
      • name, contact information and relationship of the person making the report
      • date, time, and location the student was last seen
      • general routine or habits of the student (i.e. visiting friends off campus, working a job away from campus), including any recent changes in behavior or demeanor.
      • physical description and up-to-date photograph
      • student’s cell phone number 
      • clothes last worn 
      • where the student might be
      • who the student might be with 
      • vehicle description
      • information about the physical and emotional well being of the student 
   2. Relevant staff will be employed to gather additional information from the student's friends, University personnel, and official University information sources.
   3. Additional investigative tasks and information needed include:
      • Attempts to make contact with the student via text messaging, phone calls, and email
      • If an on-campus resident, checking their campus residence and having a conversation with roommates about the person’s last seen whereabouts
      • Reviewing student’s card access to ascertain their most recent campus building entry 
      • Checking  for their vehicle on campus 
      • Ascertaining student’s most recent participation with faculty and academic advisor
      • Talking with student’s campus employer about recent communication or sighting
      • Talking to student group advisors about their most recent interaction
      • Identifying friends and others who might know them to ascertain their whereabouts and other relevant information
4. Notification of a Missing Student - When attempts to contact the student and verify their whereabouts is unsuccessful and no later than 24 hours after determining that a student is a Missing Student;
   1. The Vice President for Student Affairs or their designee will notify the emergency contact or the custodial parent/guardian (for students under the age of 18) and advise that the student is believed to be missing.  
   2. Campus Safety will contact the Salem or Portland Police Department (or other appropriate law enforcement agency) to report that it is believed that the student is missing. The report will include the status of the investigation, including all prior attempts to contact the student. 
   3. The Vice President of Student Affairs or their designee should report the status to the VP for Communications and the General Counsel.
5. Communications about a Missing Student - The Vice President for Communications is the designated spokesperson to handle media inquiries concerning a Missing Student.
   1. The Vice President for Communications will consult with the local law enforcement agency in charge of the investigation prior to any information release from the University so as not to jeopardize any investigation.
   2. Information provided to the media to elicit public assistance in the search for the missing person will be handled by the local law enforcement agency.

Effective Date: June 01, 2024
Responsible Person/Primary Contact: Vice President for Student Affairs
Responsible University Office: Student Affairs