|
|
|
|
|
||||||||||||
| OFFICE OF RECORD: | Office of the President | |
| ISSUED BY: | President | |
| APPROVED BY: |
01-60-00 |
|
| EFFECTIVE DATE: | 9/21/07 | |
I.
Purpose
A
crisis communication plan provides policies and procedures for the
coordination of communication within the University, and between the
University, the media, and the public in the event of an emergency or
controversial issue. Emergencies
may include fires, bomb threats, natural disasters, major crimes or
death. Controversial issues
may include police investigations, protests or other situations that
demand a public response. THIS
PLAN IS NOT INTENDED TO CHANGE THE WAY EMERGENCIES ARE INITIALLY
REPORTED. ALL EMERGENCIES
ON CAMPUS SHOULD BE REPORTED IMMEDIATELY TO THE PROPER OFFICES,
INCLUDING MADISON POLICE DEPT. (9-911).
This
plan not only addresses media relations and communications issues, but
also includes procedures for the rapid identification of potentially
harmful situations and the methods for responding to these situations
quickly and effectively.
It
is the goal of this crisis communications plan to establish guidelines
for dealing with a variety of situations, and to ensure that campus
officials and communicators are familiar with those procedures and their
roles in the event of a crisis. The
plan is designed to be used in conjunction with the normal
decision-making hierarchy of the University and does not supplant that
decision-making process.
II.
Objectives of the Plan
1.
To factually assess the situation and determine whether a
communications response is warranted.
2.
To assemble a Crisis Communication Team (CCT) that will make
recommendation on appropriate responses.
3.
To implement immediate action to:
·
Identify constituencies that should be informed about the
situation.
·
Communicate facts about the crisis.
·
Minimize rumors.
·
Restore order and/or confidence.
III.
Procedures
Assessment—The
individual who encounters the potential crisis should gather accurate
information from the appropriate sources.
After fact gathering, the appropriate individual should determine
whether an immediate response is necessary, and if so, should consult
one of the following:
1. President
2. Vice President
for Academic Affairs
3. Vice President/Dean of Student Affairs
4. Vice President for Business & Administrative Services
5. Director of
Public Information
These
five would be considered the core of the CCT.
Assembling
Crisis Team—Additional composition of the CCT will include at a
minimum:
1. Director of the Physical Plant
2. Director of Residence Life
3.
Counsel
-Legal
-Personal
4. Police Chief
5. Campus Ministries
Other
personnel can be added to complete the CCT, which will then formulate a
response based on the nature of the crisis.
IV.
Incident Categories, Key Administrators and Possible Responding
Offices:
Listed
below are incident categories which may be considered significant enough
to warrant institutional crisis communication coordination.
The Director of Public Information, working with the designated
officer will be responsible for coordination with other offices and
staff members called upon to assist as needed:
·
Faculty Death/Serious Illness—Vice President for Academic
Affairs
·
Faculty Misconduct—Vice President for Academic Affairs
- Staff Death/Serious Illness--Director of
Human Resources
- Staff Misconduct - Director of Human Resources
·
Environmental Hazards—Physical Plant
·
Health or Safety Incident—Physical Plant, Red Cross
·
Inclement Weather—Physical Plant, KJAM, Student Services
·
International Student Incident—International Student Director
- Major Crimes--Faculty/Staff Related--Director
of Human Resources
·
Major Crimes--Student Related—Vice
President/Dean of Student Affairs
·
Politically Controversial and Disruptive Events—Vice President
for Academic Affairs
·
Property Damage—Physical Plant, Building Administrator
·
Student Death/Serious Injury/Illness—Dean of Student Affairs
·
Student Misconduct—Dean of Student Affairs
·
Student Organization Misconduct/Incident—Dean of Student
Affairs
V.
Response
The
core members of the CCT, after assessing the nature and scope of the
situation, should call together the CCT to develop a plan of action
including some, or all, of the following:
1.
Designate a spokesperson.
2.
Draft a fact sheet.
3.
Notify key constituencies: Law enforcement, Administration, Parents,
etc.
4.
Assign members of the CCT to communicate facts of the situation
(contained in the
fact sheet) and the University’s intended response.
5.
Alert the media.
6.
Establish a crisis “command center”.
7.
Photography.
8.
Radio responses.
9.
Other spokespersons.
10.
Internal communications.
11.
Alternative communications.
12.
Phones/Information.
13.
Rumor control.
14.
Loss of telephone service.
Alert Public Information Office regarding handling newspaper and radio to give highest priority to scanning daily newspapers for stories related to the situation.
Set
up information files on the crisis to house in the
President's Office.
Monitor
the situation at least daily and frequently update staff and
administration.
Take
notes during crisis to be reviewed and used to improve future crisis
response.
All written or oral statements, including news releases,
interviews, news
A
spokesperson will be designated by the CCT to respond to news media
inquiries. All media
inquiries will be directed to the Public Information Office for
coordination and immediate response.
Other crisis communication logistical arrangements, such as
parking, telecommunications, security, news conference sites, access to
site and/or individuals, and other relevant tasks will be coordinated by
the Public Information Office in cooperation with the CCT
Administrative officer and the President or designee.
VIII.
Aftermath Component:
Following any crisis, appropriate action must take place to ensure that members of the University community, and others as necessary, receive needed information and assistance to help bring closure to the crisis as well as relief from the effects of the event. Attention also should be placed on identifying and implementing measures to improve the action plan used during the crisis
Communications
Public Forum
Faculty/Staff/Student Needs
Rumor Control
Follow-up with Outside Agencies
e.g., thank you’s
Review by CCT in Timely Manner
The Physical Plant is responsible for overseeing and implementing services necessary to clean and repair areas and facilities damaged as a result of a crisis. The Physical Plant can be available 24 hours a day when necessary, and procedures are in place for appropriate dispatch in response to any emergency.
Facility
Evacuation/Operational Shutdowns
Refer to policies in the DSU Student Handbook.
This
plan will be updated regularly. All
members of Executive Council will be sent the updates.
The CCT should be assembled periodically to discuss the plan and
any updates. Results of the
meetings and revisions of
Potential Crisis
Command Center Sites
Lake/Kingsbury Co.
Red Cross
DSU
Fieldhouse and Madison Community Center
Dakota Prairie Playhouse and Conference Center
Campus
Meeting Rooms
Regents Room (12)
Alumni
Room (16)
Trojan
Room (12)
Oyate
Room (12)
Brinker
Conference Room (20)
MarketPlace
(250)
Equipment
Contacts
Library
Computing
Services
Physical
Plant
Transportation/Parking
DSU Fieldhouse and Madison Community Center
Athletic Field
X.
Other Policies:
The University should also adhere to other applicable policies including but not limited to South Dakota Board of Regents 6:12 Bomb Threats and the Dakota State University Student Handbook sections on Residence Life/Emergencies and University Regulations and Policies. DSU also participates in the State of South Dakota’s comprehensive project for the development of Continuity of Operations Plans (COOP) for government agencies.
|
|
Page has received
hits since Nov 16. 2005
