critical incident response plan

8/19/2019 Critical Incident Response Plan

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WELLS COLLEGE

CRITICAL INCIDENT RESPONSE PLAN

2009-2010

PURPOSE AND SCOPE E


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Every critical incident or emergency scenario cannot be predicted. However,many critical incidents require similar responses from the College. The primaryobjectives of this plan are to protect life, preserve property, restore normalcampus operations as soon as possible, and accomplish these goals:

• initiate and resolve the Colleges response to a critical incident!

• coordinate the resources and capabilities of various departments and areasin that response!

• use efficient, effective communication to facilitate that response!

• communicate the Colleges response to internal and e"ternalconstituencies.

These goals will inherently:

• ensure that College personnel have clearly identifiable roles and areas ofresponsibility!

• interact effectively with civil authorities and local emergency providers!

•

ensure the privacy, safety and compassionate treatment of impactedpersons or groups!

• create a solid basis for moving from initial response to sustained planningand response, as well as business continuation planning.

#n addition, administrators, supervisors, and other designated employees whomay be called upon to respond to an emergency situation should also establishappropriate internal procedures that are in accordance with these emergencyresponse procedures. These procedures and the Critical #ncident $esponse %lanare reviewed on a regular basis.

#t is the responsibility of all &ells College administrators and departmentsupervisors to ensure that all personnel are aware of the procedures contained inthis Critical #ncident $esponse %lan. This plan designates responsibilities andidentifies the administrative framewor' by which &ells College will respond as various emergency situations arise.

$outine incidents are handled as described in the Community Handbook, Faculty Manual and Staff Handbook and other procedures as outlined bycampus departments.

Definitions

“Critical Incident” is defined as:

• Eer!enc" : (n immediate and disruptive incident in which normaloperations are temporarily altered in at least one segment of thecommunity.

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• Di#a#ter$ ( series of emergencies, or one significant emergency,disrupting multiple segments of the community and requiring crisismanagement and decision ma'ing by senior administrators.

• Cri#i#$ ( disruptive incident, or series of incidents, which impacts overalloperations of the institution or multiple segments of the community and brings the institution to a decision point, requiring response from senior

administrators.• %edia e&ent$ (n incident or set of circumstances that brings the

attention of the outside world to &ells College with potential negativeimplications.

Critical Incident Types

Types of critical incidents are neither mutually e"clusive nor all)encompassing.#t is possible for any incident to fit one or more of the categories. *pecifice"amples of campus events include the sudden death of an individual, a hateincident, a contagious medical outbrea', a fire in a campus building, a crime in

progress, a bomb threat, a severe weather emergency or other disruptive event. #talso includes incidents occurring off)campus such as a terrorist attac' or otherlocal, regional, national and international events with institutional implicationsand effects.

#t is not possible to anticipate every type of critical incident or situation theinstitution and community may face. Therefore, this plan is necessarily generalin scope. #t is not intended to replace the preparedness planning of individualdepartments or areas. +or is this plan intended to function as the Collegesoverall crisisdisaster response plan. #t is e"pected that the C#$T members-listed below, will be involved in decision ma'ing as the College moves from the

initial response to on)going critical incident management.

Critical Incident Response Team (CIRT)

Critical Incident Re#'(n#e Tea )CIRT* consists of campus administratorsconvened to ensure that the community has access to appropriate resources,assist the College in its response to a critical incident, and facilitate a coordinatedcampus response to crisis incidents, threats or potential threats to the well)beingof students andor the campus community. The main goals of the C#$T are torespond, protect, communicate, and resolve critical incidents on campus.

The C#$T is responsible for:• supporting affected persons

• determining a plan of action to the incident

• addressing community impact

• disseminating accurate information

• identifying other campus resources beyond the C#$T

• recommending channels for educational outreach, action and prevention

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A+t,(rit" t( C(n&ene t,e CIRT During normal business hours when the College is in session, consultation willoccur at the vice president and Cabinet level and may involve the president. Thepresident, assistant to the president, andor the dean of students will determine when and if to convene the C#$T.

After hours or when the College is closed!" activation of the C#$T resides in thestudent life division under the direction of the dean of students or designee sincestudent life is the only /0)hour on)campus operation and includes both thedepartment of security and residence life. The dean of students consults with thepresident as necessary when activating the C#$T.

N(tiicati(n and Acti&ati(n

• Residence life staff , through their professional chain of command,advise the dean of students or designee of a situation. #n turn, the dean of

students advisesconsults with appropriate senior administrators andorthe president!

Or

• A Cabinet administrator/member of te CIRT becomes aware of asituation and notifies the dean of students directly. #n turn, the dean ofstudents advisesconsults with appropriate senior administrators andorthe president!

Or

• Te Sec!rit" Department becomes aware of a situation by way of:o on scene observationo report from a community member or third party o report from local law enforcement or local emergency provider

The *ecurity 1epartment dispatcher andor security officer notifies theon)call residence life staff. The on)call staff member notifies the dean ofstudents. #n turn, the dean of students advisesconsults with appropriatesenior administrators andor the president.

The dean of students or hisher designee andor the director of security may, ifnecessary, respond to campus. The role of the dean of students is to wor' withcampus security staff andor residence life staff as well as local emergencyresponders to provide guidance and authority. #n addition, the dean of students will monitor the incident and preliminary response. ( prime concern isrendering assistance to specific individuals, groups or portions of the communityimmediately impacted.

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#t is the judgment of the dean of students or hisher designee, in consultation with other C#$T members and other College personnel, to determine whether thesituation warrants the activation of the C#$T.

#f the decision is made to activate the C#$T, an immediate meeting, in)person or via phone call, may be convened with all members of the C#$T or selected

members as the situation demands. The dean of students or hisher designee will be responsible for notifying members of the C#$T. (dditional meetings may bescheduled as necessary.

CIRT %e.er#2st Tier: (lways convened andor notified as noted above:

• %resident

• (ssistant to the %resident

• 1ean of *tudents

• (ssociate 1ean of *tudents

• (dministrative (ssistant to the 1ean of *tudents

• 1irector of *ecurity

• 3ice %resident for Communications and College $elations

• 3ice %resident and Treasurer

• *uperintendent of 4uildings and 5rounds

• 1irector of #T

/nd Tier: 1epending on the specific nature of the incident, one or more of thefollowing individuals may be as'ed to meet, be notified or consulted as needed:

• 3ice %resident for (cademic (ffairs and 1ean of the College

• 3ice %resident for 1evelopment• 1irector of (dmissions

• (thletic 1irector

• 1irector of $esidence 6ife

• 1irector of 7acilities

• 8anager of Human $esources

• 1irector of Campus 1ining

• 8edical Center

• (ssociate 3ice %resident for 6ibrary and #nformation *ervices

• 1irector of 9ff Campus *tudy

• 1irector of #nstitutional 1iversity

• Collegiate Cabinet %resident

• (urora #nn 8anager

• Campus Chaplain

• 6egal Counsel

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Central Re#'(n#e L(cati(n

8any critical incidents covered by the C#$T can be managed utiliing offices andcampus meeting rooms. /nle## in('era.le t,e Dean ( St+dent# Oice

ill #er&e a# t,e initial eetin! l(cati(n (r t,e CIRT ,en c(n&enedT,e .ac3+' l(cati(n i# t,e r(( ne4t t( t,e At,letic Direct(r5# (icein t,e Sc,art6 7+ildin!

#n some situations, it may be necessary to establish a temporary base ofoperations in order to centralie response capability, which may include mediarelations. This temporary base of operations may be at the scene of a criticalincident -such as a large fire or be moved from campus buildings for safetyreasons. #n these situations C#$T members will ma'e the determination of theneed to establish an Emergency 9perations Center -E9C and select a location.

Comm!nications

#t is important that the College spea' with one voice when ma'ing internal ande"ternal statements pertaining to the critical incident. The vice president forcommunications and college relations is delegated the tas' of coordinating theColleges response to the community and the public. The vice president forcommunications and college relations may further delegate responsibility tospecific team members for specific media inquiries or statements. (ll C#$Tmembers must consult with the vice president for communications and collegerelations before spea'ing with the media or ma'ing statements to bedisseminated internally or e"ternally.

%riority of communications will generally follow this order:

• communication of the incident and response to any targeted or impactedindividuals or groups -and families as appropriate!

• communication about the incident and response to the campuscommunity!

• communication about the incident and response to the media and generalpublic.

*ituations may arise in which local media become aware of an incident before thecampus community can be notified from within. #n these situations, all

reasonable efforts will be made to provide the campus community with timely,accurate information as soon as possible.

Communications and college relations response duties during a crisis include:assembling, verifying, and organiing information which may be requested by themedia about the event! dealing with the media in person or by telephone!releasing information or clarifying points of fact! arranging for statements,interviews, or photographs if appropriate.

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(ll ongoing media relations concerning the emergency are the responsibility ofthe 9ffice of Communications and College $elations. The media will not beallowed on the site of the emergency without prior approval of the president or vice president for communications and college relations. The vice president forcommunications and college relations will provide updated information.

Areas of Specific Responsibilit"

FUNCTION REPRESENTATIVE RESPONSIBILITY

EmergencyOperations Center

CIRT members esignate !ocation o" EOC# coor$inate a!!emergency operations an$ imp!ement p!anne$response

Sec%rity irector o" Sec%rity& !oca!emergency pro'i$ers

irect sec%rity operations# contact !oca!emergency pro'i$ers# pro'i$e initia! "irst ai$&"ire response an$ scene preser'ation# assist!oca! emergency respon$ers (or in t)eirabsence coor$inate searc) an$ resc%e&pro'i$e emergency transportation*# "o!!o+

estab!is)e$ Co!!ege proce$%res an$ protoco!s,P%b!ic In"ormation Vice Presi$ent "or

Comm%nications an$Co!!ege Re!ations& CIRTTeam members asappropriate

isseminate in"ormation to t)e camp%scomm%nity& me$ia& an$ p%b!ic& pro'i$ein"ormation to t)e CIRT# recor$ responseoperation acti'ities# coor$inate te-t an$ emai!noti"ication systems,

.e$ica! Care Sec%rity& .e$ica! Center(as a'ai!ab!e*& at)!etictrainers& E.T/traine$ sta""

Coor$inate me$ica! care an$ triage an$ +or0+it) !oca! emergency pro'i$ers (as necessary&estab!is) sites "or "irst ai$ stations& )ospita! an$morg%e*

Psyc)o!ogica!Care

ean o" St%$ents& Associate ean o"St%$ents& .e$ica! Center&

C)ap!ain

Pro'i$e co%nse!ing an$ psyc)o!ogica! s%pport&coor$inate +it) rep, o" any on/camp%s s%pportgro%ps& coor$inate +it) !oca! agencies

Faci!ities1Ser'ices S%perinten$ent o"B%i!$ings an$ 2ro%n$s&irector o" Faci!ities&irector o" IT

Uti!ities assessment an$ repair# pro'i$ee3%ipment "or resc%e1c!ean/%p# pro'i$e "orsanitary ser'ices# coor$inate !abor an$s%pp!ies "or repair# "o!!o+ emergencyproce$%res an$ protoco!s# pro'i$e b%i!$ingp!ans "or !oca! emergency pro'i$ers

St%$ent Assistance

ean o" St%$ents& Associate ean o"St%$ents& Resi$ence Li"eSta""& irector o" Camp%sining

Locate an$ acco%nt "or resi$entia! st%$ents#pro'i$e )o%sing& "oo$ an$ +ater "or st%$ents#as ab!e& pro'i$e "oo$& +ater an$ s)e!ter "orsta""& "ac%!ty an$ non/resi$ents

En'ironmenta!

4ea!t) an$ Sa"ety

S%perinten$ent o"

B%i!$ings an$ 2ro%n$s&irector o" Faci!ities&Sec%rity

.onitor an$ assess )a5ar$o%s an$ %nsa"e

con$itions# $e'e!op meas%res "or ass%ringcomm%nity sa"ety# !iaison +it) ci'i! emergencyprepare$ness o""icia!s an$ agencies

Comm%nicationsIn"rastr%ct%re

irector o" IT an$ sta""&irector o" Sec%rity&S%perinten$ent o"B%i!$ings an$ 2ro%n$s&irector o" Faci!ities

Prioriti5e an$ restore te!ep)one ser'ice# restore$ata processing an$ comp%ter systems an$internet connecti'ity# "o!!o+ emergencystan$ar$ operating proce$%res "or comp%teran$ te!ecomm%nications ser'ices

4%man Reso%rces Vice Presi$ent an$ Assist VPs to $etermine +)ic) personne! are

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Treas%rer& .anager o"4%man Reso%rces an$B%siness Ser'ices

6essentia!7# !ocate an$ acco%nt "or "ac%!ty& sta""&a$ministrators an$ 'o!%nteers# re!ayin"ormation to an$ "rom "ami!ies# organi5e'o!%nteers "or operation tas0s

Crisis Reportin# Proced!res

#f a member of the community becomes directly or indirectly involved in, or isaware of a crisis situation affecting members of the &ells community, theyshould follow the procedures outlined below:

• Seri(+# accident# in8+rie# (r edical eer!encie#: call ;22immediately and specify that you are calling from &ells College. Thennotify the *ecurity 1epartment -e"t.


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tility%hone 7ailure?. 7ire@. Crimes in %rogressA. *e"ual (ssaultB. 4ias #ncident

;. 4omb Threat2. Evacuation22. Haardous &aste2/. Civil 1isturbanceCrowdTraffic Control2


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