Guidance for Responding to Federal and State Government Agencies

Goals During Interaction With Agency Officials

• Comply with the law 
• Minimize disruption to campus and reduce anxiety for faculty and students
• Preserve and exercise rights of individuals and/or the University
• Mitigate risk and liability

Accountability

The Department of Public Safety is responsible for the implementation of this RG and oversight of any response, including review of any documentation presented by Agency Officials. Faculty members and staff should direct all inquiries to The Department of Public Safety and are neither expected to nor authorized to respond to any Agency Officials on behalf of the University or any of its students. 

What To Do If You Are Approached by an Agency Official

• If a faculty or staff member is approached by an Agency Official, they should ask the Agency Official for their name, identification number, and agency affiliation. The Agency Official should then be notified that you are contacting the appropriate authority related to their request, while you immediately call The Department of Public Safety at the following number: (401) 232-6911.
   
• Do not give consent to Agency Officials to enter any “private areas” without the approval of The Department of Public Safety after evaluation of whether the Agency Officials have the proper documentation. Faculty members and staff are prohibited from consenting to searches of private areas.
  • “Private” areas include campus buildings in which access is restricted by university-issued ID card, locked doors or monitored entryways (including residence halls), as well as some buildings and spaces that may be unlocked during normal operations (including administrative or faculty offices, classrooms, laboratories, health services, athletic training rooms, locker rooms and the Counseling Center). 
  • Agency officials should not be impeded from entering any areas of campus open to the general public, including reception areas, student lounges, the student union, dining and cafeteria spaces, bookstores, libraries and study areas.
     
• Faculty members and staff are prohibited from inquiring into the immigration status of any student, faculty or staff member and/or from providing any personally identifiable information or records to Agency Officials or any other third party without authorization from the Executive Director of Public Safety.
  • Note that Agency Officials may act on a judicial warrant without consent.
  • Personally identifiable educational and university health records are protected by various privacy laws, including the Family Educational Rights and Privacy Act of 1974, as amended (“FERPA”), and the Health Insurance Portability and Accountability Act (“HIPAA”). FERPA protects records directly related to a student and maintained by an educational institution and generally prevents disclosure to a third party with limited exceptions. It is every faculty and staff member’s responsibility to comply with these laws and maintain the confidentiality of these records.
     
• Agency Officials may demand that equipment be shut down and that no one leave the premises without permission. Agency Officials further may move faculty, students, or staff into a contained area for questioning. All faculty, students, and staff must comply with these directives.
   
• Please note that if Agency Officials have a judicial warrant or if there are exigent circumstances or the Agency Officials are accompanied by state or local law enforcement, they may enter private spaces regardless of your actions. In this scenario, continue to contact the appropriate leadership personnel and report these actions. Exigent circumstances can include situations where there is imminent danger to life or serious damage to property, or to forestall the imminent escape of a suspect, or destruction of evidence.