Louisburg College Crisis Management Plan
I.
Policy
Louisburg College is committed to preparing for, responding to, and recovering from all crisis
and emergency situations. The College will strive to protect the persons, property, and programs
of the institution in such a manner that maintains the mission of the college and the integrity of
all involved.
II.
Purpose
The purpose of the Crisis Management Plan (CMP) is to prevent or reduce loss in a crisis
situation. The priorities in crisis management are ensuring the safety and welfare of all members
of the campus and surrounding community, minimizing or eliminating environmental impacts,
continuing the academic operation of the college, ensuring business continuity and reducing
financial loss, and safeguarding the institution’s integrity.
III.
Objectives
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Establish a process to ensure that crises are effectively anticipated (planning),
managed (response), and evaluated (recovery).
Provide a focused group with responsibility for crisis management (Crisis
Management Team).
Provide for coordinated delegation and division of vital responsibilities among
College departments during a crisis.
Allow for the evaluation and improvement of the crisis management process.
IV.
Crisis Management Team (CMT)
A.
Authority
The Crisis Management Team is designated as the primary decision-making entity at Louisburg
College in the event of a declared state of crisis. This body functions to keep the President
informed of crisis planning, development, response, recovery, and evaluation. The CMT will
strategically utilize all available internal and external resources to maintain the plan prior to a
crisis event, initiate a proper response during a crisis, and to fully recover and evaluate following
a crisis event.
B.
Responsibilities
The CMT will be activated in the event of a crisis or situation that has impacted or has the
potential to impact the campus. The CMT is responsible for maintaining perspective on the
overall impact of the crisis on college operations.
The CMT has the authority to:
 Determine the short and long-term effects of a crisis event
 Work with external agencies, including fire, police, rescue, EMS, and media
 Order the evacuation of an individual building(s); closing of the college; or a building
or campus-wide lockdown, all with consent of the President or designee.
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Louisburg College Crisis Management Plan
C.
Membership
The CMT will be comprised of the following persons:
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V.
Vice President for Student Life (Team Leader)
Director of Campus Safety and Police
Executive Vice President/Vice President for Academic Life
Vice President for Finance
Director of Publications and Media Relations
Director of Facilities
College Attorney (advisor upon request)
Crisis Management Team Philosophy
The management of a crisis situation is dependent upon each College department fulfilling their
respective missions and duties at the time of the crisis situation. Anticipation of possible events is the
core of the Crisis Management Plan. During the crisis, individual departments should coordinate their
response through the CMT.
VI.
Crisis Levels
Level 1:
A minor department or building emergency that can be resolved with existing college
resources or limited external assistance. These are usually one-dimensional events with
limited duration that will have little or no impact on campus community members or
college operations. These situations will involve the CMT leader and select college
personnel based on their areas of responsibility and expertise.
Level 2:
A major emergency that involves multiple departments and/or buildings, and affects
sizable portions of the campus. Level two emergencies may be a single or multi-hazard
situation, and will often require considerable coordination with external agencies. These
emergencies may also include existing or imminent emergencies on campus or in the
local community.
Level 3:
Catastrophic events involving the entire campus and the local community, and they
typically involve multi-hazard emergencies that can/have overwhelmed local response
agencies. As a result, local emergency services may not be sufficient or readily available.
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Louisburg College Crisis Management Plan
CRISIS LEVELS
Level
Description
1
Confined to one building and/or department;
one-dimensional
2
Involves more than one building and/or
department
3
Disaster involving entire campus and local
community
Descriptor
Examples
Incident
-Personal injury
-Personnel/Program
allegations
-Off-campus incidents
involving a student,
faculty, or staff member
-Facilities situations
-Death of campus
community member
-Illness outbreaks
-Severe weather
(hurricane, tornado,
ice/snow storm)
-Serious crime
-Fire
-Bomb threat
-Chemical spills/leaks
-Active shooter
-Loss of electrical power
-Loss of residence hall
-Pandemic events
-Terrorist attack
-Severe weather (having
significant impact in the
local community as well as
on campus)
Emergency
Crisis
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Louisburg College Crisis Management Plan
VII.
Crisis Management Team Responsibilities
Team Member
PLANNING
(Before)
RESPONSE
(During)
RECOVERY
(After)
 Determine nature of
crisis and affected
constituencies
 Direct activation of
CMT
 Manage CMT
 Designate team
leaders during absence
 Inform President of all
developments
 Implement crisis
communication plan
 Manage media
relations
 Provide internal and
external media
communications
guidance
 Ensure the accurate
and appropriate release
of information
 Evaluate performance
of CMT
 CMT to meet with key
departmental resource
providers to review CMP
(debriefing)
Team Leader –
VP for Student Life
 Management of the
development of the
overall CMP
 Establish policy to
support CMP
 Ensure perpetual,
college-wide planning
and training
Director of Publications
and Media Relations
 Develop crisis
communications plan
 Establish notification
system regarding status
of college operating
schedule, academic
programs, and
emergency alerts to
campus community
VP for Academic Life
 Determine academic
program and faculty
needs
 Establish departmental
and budgetary policies to
ensure resource support
 Develop Business
Continuity Plan
 Determine academic
schedule
 Restore normal
academic operations
 Provide physical
resources and funds as
necessary
 Establish departmental
policies to ensure
response
 Review interim plans
and policies
 Meet with outside
resource providers
(government agencies,
vendors, utilities)
 Identify critical
services and operations
 Establish key
personnel contact list
with call back procedures
 Identify internal
resource capabilities
 Initiate departmental /
unit crisis plan and
policy
 Provide information,
decision-making, and
resources as dictated by
the situation
 Maintain accessibility
to CMT
 Coordinate operation
with other departmental
units to ensure safety and
health priority is
maintained
 Coordinate
arrangement of service
with outside resource
providers
 Establish cost of
damage estimates
 Coordinate insurance
reporting
 Plan for facilities
recovery
 Provide restoration
guidance as indicated by
the nature and severity of
the crisis
 Provide written
critique to CMT
 Evaluate crisis impact
on facilities, budget,
personnel, services, and
long-range goals
VP for Finance
Other VP’s
Directors
Division Chairs
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 Post-crisis media
communications
Louisburg College Crisis Management Plan
 Ensure communication
and information flow to
CMT
 Provide appropriate
and necessary services
VIII. Plan Maintenance
The Vice President for Student Life, under the direction of the Crisis Management Team, is
responsible for the development, review, and maintenance of this plan. CMT members and/or
their designees will attend quarterly meetings to:
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Debrief on current and past crisis(es)
Evaluate response(s)
Revise CMP as necessary
Plan for future incidents
Update/maintain CMT member contact information
Coordinate training
Circulate information
Make recommendations to enhance crisis response
Additional meetings will be scheduled as necessary.
IX.
Plan Activation
The Crisis Management Plan will be activated through the Vice President for Student Life or
designee. Upon notification, a time and location of the initial meeting of the CMT will be
announced. The primary meeting location will be the Main Conference Room. Depending upon
the nature and severity of the crisis, the Team Leader will determine which additional members
need to assemble. If the primary meeting location is unavailable, the secondary location will be
Town of Louisburg Police Training Center.
X.
Crisis Communications
The Director of Publications and Media Relations is responsible for implementing the
notification system regarding the status of the college’s operating schedule, academic
programs, and emergency alerts to the campus community. The Director of Publications
and Media Relations is responsible for implementing the Crisis Communications Plan,
managing media relations, providing internal and external communications guidance, and
handling post-crisis media communications.
Communications Crisis:
Threat to the safety and well-being of the campus community
or
A negative event that can jeopardize the institution’s image, reputation or financial stability
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Louisburg College Crisis Management Plan
Goal:
 Effectively communicate threats to the safety of our campus community - both internally
and externally
 Control the message
 Control the flow of information
 Protect the institution’s image and reputation
 Be open
 Be accountable
 Be accessible
Communications Crisis may include, but is not limited to, the following:
 Disaster/Natural Disaster
 Campus Violence
 Discrimination
 Sexual Harassment
 Rape
 Binge Drinking
 Crisis within academic/administrative fields
 IT Hack
 Financial Crisis
 Athletic Crisis
 Terrorism
Reacting to Crisis
Campus Notification:
The Director of Publications and Media Relations will work with the CMT to determine the best
notification system to use dependent upon the level of the crisis. Crisis Levels 1-3 are defined in
the CMP. Audiences notified will be dependent upon the specific crisis, and determined at the
time of the crisis.
Notification Systems Include:
 College Website
 Email
 Telephone
 Fliers
 Text Messaging
In a time of crisis, the Director of Publications and Media Relations will update the release of
information in timely and regular cycles.
Media Relations:
The Director of Publications and Media Relations is to maintain authority over all
communications with the media in a time of crisis.
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Louisburg College Crisis Management Plan
The Director of Publications and Media Relations will work with the President to determine one
spokesperson for the institution in a time of crisis. No other individual should act as a
spokesperson, unless otherwise determined by the Director of Publications and Media Relations
and the President.
No one on staff should conduct an interview with the media during a time of crisis without
notifying, and being briefed by, the Director of Publications and Media Relations.
No one on staff should release the names of victims or students without approval from the Media
Relations Office.
The Director of Publications and Media Relations will work with spokesperson(s) to prepare
him/her to address the media.
In a time of a crisis, the Director of Publications and Media Relations will work to ensure that
the media is briefed in timely and regular cycles.
When necessary, the Director of Publications and Media Relations will provide the media with
additional campus sources such as students, faculty and staff to participate in interviews.
XI.
Emergency Information Handbook
An emergency information handbook has been developed for use by college students, faculty,
and staff. This handbook contains general information regarding appropriate initial response to
the following list of events/situations:
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Severe Weather/Natural Disaster
Building Evacuation/Utilities
Fire/Explosion
Bomb Threats
Criminal Behavior
Civil Disturbance
Medical Emergency/Personal Injury
Hazardous Materials (Chemical/Biological/Radiological)
Psychological Crisis
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Louisburg College Crisis Management Plan
Appendix A: Evacuation Plans
Single Building Evacuation
In the event a single building evacuation is necessary due to a present or imminent danger, the
building fire alarm system will be activated. Building occupants should immediately evacuate to
the pre-determined emergency assembly area. These areas are designated in the Louisburg
College Emergency Information Handbook. Occupants should exit the building to the nearest
and safest emergency assembly area and wait until personnel accountability is established and
official permission to re-enter the building is given.
Emergency Protection Areas
In instances such as severe weather (tornado, hurricane) it may be necessary for building
occupants to remain indoors. In such instances, every effort should be made to move to the
lowest possible floor away from doors and windows.
Student and Personnel Accountability
When evacuation is necessary, it is important to determine whether students and personnel are
safe. In order to accomplish this, department heads, classroom instructors, office managers, and
others with such knowledge should report to Campus Safety and Police any persons known to be
missing.
Disabled Persons Assistance
Care for disabled individuals who may have difficulty evacuating is an essential obligation of
department heads, classroom instructors, office managers, and others with supervisory
responsibilities. Timely evacuation or relocation assistance should be provided to disabled
persons.
Campus Evaluation/Building Lockdown
In the event a campus evacuation, campus lockdown, or building lockdown is ordered, the details
will be provided via campus e-mail and the emergency notification system (e2Campus). Campus
Safety and Police is responsible for designing and communicating information regarding campus
traffic patterns and evacuation protocol.
Appendix B: Business Continuity Plan
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Appendix C: Electronic Database Security/Continuity Procedure
To insure the integrity of digital data, Louisburg College backs up data on several schedules. A
back-up of data is made on a daily basis and maintained in the network administrator’s secured
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Louisburg College Crisis Management Plan
file. A weekly back-up of data is made and stored in the institution’s vault in the Business
Office. Finally, a back-up of data is made at the end of the drop/add period and after final grades
are entered. A copy of the microfilmed and digital data is stored in the Registrar’s safe deposit
box at First Citizens Bank, Louisburg, North Carolina.
Appendix D: Activation Checklists
Activation checklists will be developed by the departments/areas listed below. The checklist will
denote in sequential order the steps which are to be taken in the event the CMP is activated.
Crisis Management Team
Campus Safety and Police
President’s Office
Facilities
Residence Life
Athletics
Media/Public Relations
Student Life
Information Technology Systems
Counseling Center
Campus Dining Services (Chartwells)
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Louisburg College Crisis Management Plan
Crisis Management Plan
Activation Checklist
Department/Area:
Item #
Date:
Specific Action/Requirement
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Time
Completed By
Louisburg College Crisis Management Plan
Appendix E: Departmental Crisis Plan Review
Following each plan activation and on an annual basis, each department is required to review
their departmental Crisis Plan.
The following questions should provoke thorough evaluation:
Is a departmental plan written?
Are departmental personnel aware of the department plan and the Crisis Management Plan?
Does the plan contain the following elements:
List of departmental personnel and contact information
Activation Checklist
Essential Personnel and responsibilities
List of location(s) of important information and records
List of location(s) of special equipment, supplies, and/or hazardous materials
Appendix F: Crisis Activity Log
The Crisis Activity Log will be maintained by the CMT for the duration of the activation of the
Crisis Management Plan. The log should reflect major decisions and assignment of
responsibilities within the group.
CRISIS ACTIVITY LOG
Recorded By:
Time
Date:
Activity/Requirement
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Assigned
To
Completed
Louisburg College Crisis Management Plan
Appendix G: Current Enrolled Student Local/Home Directory
A current directory of enrolled students with local and home contact information should be
included in the master CMP (hard copy and electronic). This directory should be updated no
later than five (5) business days following the start of each academic term.
Appendix H: Current College Personnel Local/Home Directory
A current directory of all college personnel with local and home contact information should be
included in the master CMP (hard copy and electronic). This directory should be updated biannually (January 1 and August 1).
Appendix I: Current Crisis Management Team Directory
A current directory of the Crisis Management Team to include name, title, and contact numbers
(office, mobile, and home) should be included in the master CMP (hard copy and electronic).
This directory should be updated immediately following any personnel change in a team member
position.
CMT Member
VPSL (team leader)
Jason Modlin
Chief of Police
Jeffrey Linney
EVP/VPAL
Rodney Foth
VP Finance
Belinda Faulkner
Dir. Publications/
Media Relations
Amy McManus
Dir. Of Facilities
Steve Sparks
College Attorney
Boyd Sturges
President*
Mark LaBranche
*Ex Officio
Office
497-3210
Home
252-459-8664
497-3400
Mobile
919-496-9302
Other
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919-729-4307
497-3201
919-496-5041
919-819-1867
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497-3207
252-977-0279
252-904-2558
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497-3330
919-604-5051
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497-3250
919-426-1210
496-2137
497-3213
496-1454
13
671-9825
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Louisburg College Crisis Management Plan
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