Campus & Student Safety Initiative Grant

The Case Western Reserve University Division of Public Safety and Division of Student Affairs are committed to supporting institutionally sanctioned student organizations in identifying and addressing safety and security risks within the campus community.

Through the Campus & Student Safety Initiative Grant, eligible student organizations may apply for and receive direct funding to implement approved projects that prevent or mitigate identified safety and security risks.

Funding may support projects such as:

• Physical security enhancements
• Safety equipment and resources
• Violence prevention and bystander intervention initiatives
• Emergency preparedness activities
• Safety education and awareness
• Personal safety initiatives
• Community safety and engagement efforts
• Enhancements to existing safety programs or resources
• Other projects that directly address an identified safety or security need

Projects may include new initiatives, enhancements to existing programs or resources, or collaborative efforts involving multiple student organizations or University departments.

All funded projects must have a clear connection to an identified safety or security concern and directly support improved student safety.

Student organizations may request funding for new safety initiatives or to enhance or expand safety and security resources they currently use when those resources directly address an identified safety or security need.

Examples of potentially eligible projects and expenses may include:

• First aid kits and first aid supplies
• Portable radios or other approved communication equipment
• Megaphones or portable public-address systems
• Event safety and security signage
• Traffic cones and other temporary safety signage
• Event credentialing materials, identification badges, or access-control supplies
• Temporary barricades or other approved access-control equipment
• Panic buttons or other approved emergency notification devices
• Door/window alarms, motion sensors, or other approved security alarms
• Security cameras or related security technology, when appropriate and approved by the University
• Lighting intended to improve safety or visibility
• Flashing alerts, communication boards, audible warning devices, or other accessibility-related safety equipment
• Reflective or high-visibility safety equipment for students serving in designated event or safety roles
• Whistles, barrier tape, triage materials, or similar safety supplies associated with an approved safety initiative
• Equipment or materials used to support emergency preparedness activities
• Equipment or resources used to improve the safety and security of student organization events
• Safety equipment associated with outdoor, travel, recreational, performance, or other organization-specific activities when directly related to an identified risk
• Training, curriculum, or certifications directly related to an approved safety initiative
• Safety awareness campaigns, situational awareness activities, bystander intervention training, self-defense training, mental well-being or trauma-informed initiatives, and other approved student-facing safety programming
• Materials and supplies necessary to implement an approved safety-focused program
• Reasonable event-related needs associated with an approved safety initiative
• Installation or implementation costs associated with approved safety or security equipment

ODHE specifically identifies general eligible categories including physical security enhancements, training/curriculum/certificates, event needs, materials and supplies, engagement items, and small equipment. Its guidance also gives examples of programmatic initiatives such as safety awareness campaigns, situational-awareness activities, bystander intervention training, self-defense training, mental well-being and trauma-informed practices, safety-focused interfaith engagement events, and certified peer education programs.

This list is intended to provide examples and is not exhaustive. Student organizations are encouraged to propose projects, equipment, resources, programs, or enhancements that address a specific safety or security need unique to their organization, members, activities, events, or affiliated community.

All proposed expenses are subject to review and approval for eligibility under applicable ODHE grant requirements and University policies and procedures. Organizations with questions about whether a proposed project or expense may qualify are encouraged to contact the CWRU Division of Public Safety before submitting an application.

The grant is available to institutionally sanctioned CWRU student organizations that meet University and ODHE eligibility requirements.

For purposes of the Campus Security Support Program, ODHE defines an institutionally sanctioned student organization as one that is formally recognized or approved by the institution through its student organization recognition process.

At a minimum, the organization must:

• Support the University's mission, goals, or vision.
• Have a majority of members who are verified enrolled students.
• Have some form of institutional advisory oversight, such as a faculty advisor or student development representative.
• Maintain an institution-verified organizational and operational structure.

These requirements come directly from ODHE's definition of an institutionally sanctioned student organization.

Priority will be given to organizations that demonstrate an increased risk or documented safety or security concern, particularly risks involving violent crime, terror attacks, hate crimes, or harassment.

An organization does not need to have previously experienced a qualifying incident to apply. However, applicants must identify a specific safety concern, threat, risk, or vulnerability and explain how their proposed project will address it.

Strong proposals should clearly demonstrate the following:

1. A Specific Safety or Security Need

Identify a specific safety concern, threat, risk, or vulnerability affecting your organization, members, affiliated community, activities, events, or use of campus spaces.

Applicants should explain how the concern was identified and provide enough information for reviewers to understand why it warrants additional safety or security measures.

2. Why Your Organization or Community Is at Risk

Explain the circumstances contributing to the identified risk. This may include the organization's activities, events, membership or affiliated community, locations used, public-facing activities, previous incidents or threats, or other relevant factors.

3. A Practical Solution

Explain what your organization proposes to implement, purchase, enhance, or expand and how it will address the identified concern.

There should be a clear connection between the identified risk and the proposed expenditure or activity.

4. Meaningful Safety Impact

Describe who will benefit from the project and how it will improve student safety, physical security, preparedness, awareness, or risk reduction.

5. Feasibility

Demonstrate that the proposed project can realistically be implemented with the requested funding and within the proposed timeline.

6. Sustainability

Whenever possible, explain how the project will provide an ongoing safety benefit beyond the initial grant period.

Applicants will provide:

• Student organization name
• Student contact information
• Faculty/staff advisor
• Organization registration status
• Approximate membership
• Typical event participation/attendance
• Number of events held annually
• Event accessibility, such as:
  • Organization members only
  • CWRU community
  • Open to the public

Applicants will identify and explain the safety or security concern their proposed project is intended to address.

Safety/Security Area

• Select the primary safety or security area addressed by your proposal.

Specific Safety Concern, Threat, or Risk

• What specific safety concern, threat, or risk is your organization seeking to address?

Identification of the Concern

• How was this concern identified?

Applicants may describe previous incidents, concerns raised by members, observations during activities or events, assessments of current practices, or other relevant information.

Vulnerability/Risk Factors

• Why is your organization, its members, or its affiliated community vulnerable to this concern?
• Explain relevant circumstances, activities, populations, locations, events, or other factors contributing to the identified risk.

Previous Threats or Incidents

• Has your organization or affiliated community experienced threats or incidents such as violent crime, hate crimes, harassment, or other safety/security concerns? 

A previous incident is not required to apply for funding.

Existing Safety Measures

• Identify any equipment, resources, procedures, programs, or other measures your organization currently uses to address this concern.
• Explain why the existing measures are insufficient or how additional resources would improve safety.

Safety Need Narrative

Provide a narrative describing the identified safety/security need, who is affected, why the concern is significant, and why grant funding is necessary.

Initiative Title

Provide a brief title for your proposed project.

Proposed Solution

Briefly explain what your organization proposes to implement, purchase, enhance, or expand.

Project Narrative

Provide a narrative explaining:

• What your organization proposes to do
• How the project directly addresses the identified safety or security concern
• How the project will improve student safety or physical security
• How many students are expected to benefit
• The anticipated short- and long-term safety benefits

Current Resources, if Applicable

If your proposal will enhance or expand equipment, resources, or programming your organization currently uses, briefly describe the existing resource and explain why the proposed enhancement is necessary.

Project Timeline

Identify major activities, milestones, and the anticipated completion date.

Collaboration

Identify any student organizations, University departments, or other partners that will participate in or support the project.

Complete this section only if your proposal includes programming, training, education, awareness, or another activity-based component.

Programmatic activities must be educational, interactive, and student-facing and must directly support the organization's efforts to mitigate an identified safety or security risk. ODHE specifically states that entertainment-focused programs and passive outreach or staff-only training are not eligible programmatic expenses.

Applicants proposing a programmatic initiative should address:

1. What program or activity are you proposing, and what safety outcomes do you expect?
2. How will the program complement the security or safety measures proposed in your application?
3. What campus partners, if any, will participate?
4. How does the program directly address the safety concern or risk your organization identified?
5. What short- and long-term safety benefits do you expect?

The student organization must play a leadership role in the proposed activity.

Applicants will provide:

• Amount Requested
  • Identify the total amount of grant funding requested.
• Itemized Expenses
  • Identify each requested expense and its estimated cost.
• Purpose/Justification
  • Briefly explain how each expense directly supports the identified safety or security need and proposed project.

All requested expenses must be reasonable, necessary, directly related to the approved safety initiative, and compliant with applicable University and ODHE grant requirements.

Applicants should not purchase equipment, materials, or services in anticipation of receiving an award.

Important Funding Restrictions

Not all safety-related expenses are eligible for funding.

Examples of expenses identified by ODHE as ineligible include:

• Weapons of any kind, including firearms, ammunition, pepper spray, batons, or similar products
• Less-than-lethal components
• Weapons training or tactical gear
• General campus-wide security upgrades that are not specific to the student organization's needs
• Staff-only training
• Passive outreach with no student engagement
• One-time speakers
• Entertainment or performance activities
• Gift cards
• Event security costs, including hiring licensed security personnel
• Routine operational costs
• Vehicles
• Large-scale construction or building renovation projects
• Fire suppression systems

ODHE expressly identifies these categories as ineligible expenditures.

Physical security enhancements may also require additional University review, and certain building or property improvements require a Security Vulnerability Assessment and approval by the Ohio Department of Public Safety before funding can be approved.

How Applications Will Be Evaluated

Grant applications will be reviewed by representatives from the Division of Public Safety, Division of Student Affairs, and other appropriate University stakeholders.

Applications will be evaluated based on:

• Demonstrated Safety/Security Need
• Level of Identified Risk or Vulnerability
• Connection Between the Identified Risk and Proposed Project
• Effectiveness and Feasibility of the Proposed Project
• Anticipated Impact on Student Safety
• Number of Students Expected to Benefit
• Student Involvement and Collaboration
• Appropriateness and Reasonableness of the Requested Budget
• Sustainability of the Proposed Safety Benefit
• Alignment with University and ODHE Grant Priorities

Priority Consideration

Consistent with ODHE requirements, priority will be given to institutionally sanctioned student organizations that demonstrate increased threats or risks involving violent crime, terror attacks, hate crimes, or harassment.

Applications will be considered as a whole. A lack of detail or an incomplete response to an individual question does not necessarily automatically disqualify an organization; ODHE directs institutions to assess whether the overall proposed project supports student safety and aligns with the purpose of the Campus & Student Safety Initiative Grant.

Grant awards will be based on the overall strength of the proposal, eligibility of the proposed expenses, demonstrated safety/security need, and availability of grant funds.

Submission of an application does not guarantee funding, and approval of a project does not necessarily mean that every requested expense will be funded.

Important Information for Award Recipients

Organizations receiving an award will be required to:

• Use grant funds only for the approved project and allowable expenses.
• Sign a grant agreement acknowledging the approved project scope and funding requirements.
• Follow applicable CWRU purchasing and procurement procedures.
• Obtain approval before making purchases or substantially changing the approved project.
• Participate in project monitoring and provide progress updates when requested.
• Maintain appropriate documentation related to the project and expenditures.
• Submit a final report documenting project implementation, expenditures, outcomes, and impact.

Grant funds will be centrally administered by the Division of Public Safety in coordination with the Division of Student Affairs.