Holland 2011 - Davenport University
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HOLLAND UPDATE 03/11 University Crisis Management CRISIS MANAGEMENT MANUAL Policy Chapter: Introduction Date Revised: 7/09 Policy Title: Location Information Page Number: 1 of 1 University Crisis Management DAVENPORT UNIVERSITY HOLLAND LOCATION LOCAL EMERGENCY SERVICES NAME, ADDRESS, AND TELEPHONE NUMBERS 643 Waverly Road Holland, MI 49423 Phone 1: 616-395-4600 Phone 2: 800-643-4630 Fax: 616-395-4698 The Holland Police Department 89 W. Eighth St. Holland, MI 49423 Main Number: 616-355-1100 Non Emergency Number: 1-800-249-0911 Waverly Fire Department 761 Waverly Road Holland, MI 49423 Main Number: 616-355-1025 Non Emergency Number: 1-800-249-0911 LOCAL EMERGENCY SERVICES NAME, ADDRESS, AND TELEPHONE NUMBERS Ottawa County Jail 12130 Fillmore Street West Olive, MI 49460 Main Number: 616-738-4650 General Information: 616-738-4000 Non Emergency Number: 1-800-249-0911 Ottawa County Sheriff’s Department Administration 12220 Fillmore Street West Olive, MI 49460 Main Number: 616-738-4000 Michigan State Police 1622 S. Beacon Blvd. Grand Haven, MI 49417 Main Number: 616-842-2100 911 FOR ALL EMERGENCIES 2 CRISIS MANAGEMENT MANUAL Policy Chapter: Introduction Date Revised: 01/11 Policy Title: Page Number: 1 of 4 University Crisis Management Table of Contents TABLE OF CONTENTS INTRODUCTION Location Information / Local Emergency Services 2 Table of Contents 3-6 Overview 7 IMMEDIATE ACTION Crisis Management Emergency Operations Center 8 RESPONSE PROCEDURES Evacuation Procedures 9 Crisis Communication Call-out List 10 Reasons to Call – Formal Response 11 Local Communication Tree 12 DU-Alert 13-14 Emergency Hotline 15 3 CRISIS MANAGEMENT MANUAL Policy Chapter: Introduction Date Revised: 01/11 Policy Title: Page Number: 2 of 4 University Crisis Management Table of Contents TABLE OF CONTENTS CRISIS AND RISK MANAGEMENT TEAMS Risk Management Team 16 Risk Management Team Responsibilities 17 Risk Management Meeting Agenda 18 Crisis Management Team 19 Pandemic Planning Team 20 Recovery Process 21 General CM Responsibilities 22 Job Responsibility Form 23 SITUATIONAL PROCEDURES Emergency Resource Kits 24 Active Shooter Response 25 Defibrillators 26 After Hour Coverage Plan 27 Bioterrorism 28-29 Bomb Threats 30 Bomb Threat Checklist 31 Civil Disorder 32 Classroom Disruption 33 Communicable Disease 34-35 4 CRISIS MANAGEMENT MANUAL Policy Chapter: Introduction Date Revised: 01/11 Policy Title: Page Number: 3 of 4 University Crisis Management Table of Contents TABLE OF CONTENTS SITUATIONAL PROCEDURES - Continued Continuity Plan 36-37 Fire Drills 38-41 Evacuation of Persons with Disabilities 42-43 Flood Response 44 Hazardous Materials 45 Illegal Activities 46 Injury Reporting 47 Media Call Form 48 Severe Weather 49-55 Class Cancellations Procedures 56-57 Tornado Policy 58-62 Stalking 63-64 Suicidal Remarks 65 Suicide Attempt 66 Missing Person 67-68 Utility Failure 69-70 UPDATING PROCESS Post Incident Debriefing 71 TESTING Testing & Training Process 72 5 CRISIS MANAGEMENT MANUAL Policy Chapter: Introduction Date Revised: 01/11 Policy Title: Page Number: 4 of 4 University Crisis Management Table of Contents TABLE OF CONTENTS APPENDIX A Glossary of Terms 73 APPENDIX B General Telephone Numbers 74-75 APPENDIX C FERPA Facts 76 APPENDIX D Emergency Notification Scripts 77-80 APPENDIX E Floor Plan 81 6 CRISIS MANAGEMENT MANUAL Policy Chapter: Introduction Date Revised: 7/09 Policy Title: Page Number: 1 of 1 University Crisis Management Overview OVERVIEW This document and the accompanying materials constitute Davenport University’s Crisis Management Plan. The contents of this document are the possession of Davenport University and will not be given to any outside individuals or organizations. The reason for the confidentiality of this document is due to the names and contact numbers located in the procedures. This plan is to be implemented in the event of an emergency. It addresses the various aspects of crisis management, including physical security of people and facilities, leadership responsibilities, and internal and external communications. An emergency is defined as: Disrupts normal operations or poses a serious threat to persons or property Requires a quick or immediate response Requires a response with procedures and resources beyond organizational capabilities Results in a declaration of a general state of emergency by civil authorities While the plan addresses specific types of crises and a broad range of responses, it must be clearly understood that a crisis or major disaster presents circumstances that are not always predictable. As a result, it is impossible to predict a specific course of conduct for each possible type of crisis. This plan should be considered as a general guide governing the University’s response to a crisis. Real-time modifications to procedures will undoubtedly be required as an event unfolds. The plan identifies roles and responsibilities for specific administrators and departments within the University. Nonetheless, each member of the community, whether assigned a specific role by this plan or not, has a responsibility to assist colleagues and students during a crisis. The three most important responsibilities of every community member during a crisis are: 1. 2. 3. to contact those responsible for security services when confronted with a potentially dangerous situation, even if the situation appears to be contained or to have abated; to exercise independent judgment in order to ensure personal safety in the absence of specific instructions from crisis management staff; and to follow instructions, once provided, as best as possible. The goal in a crisis is to ensure the health and safety of the University, protect campus buildings, and restore normal operations. 7 CRISIS MANAGEMENT MANUAL Policy Chapter: Immediate Action Date Revised: 7/09 Policy Title: Page Number: 1 of 1 University Crisis Management Emergency Operations Center CRISIS MANAGEMENT TEAM MEETING CENTER During the course of a crisis event, the Crisis Management Team will meet in the Conference Room A. Should the conference room be inaccessible or undesirable during a crisis event, the Student Lounge becomes the centralized meeting place for the Crisis Management Team. In the event of a need to evacuate a building, the Crisis Management Team will meet in the Rear Parking Lot. Once convened, the team may determine a more suitable location. It is necessary to note that cell phone communications will take place during a crisis situation and a location to meet may be determined at this time. Main Floor Conference Room Meet Here 8 CRISIS MANAGEMENT MANUAL Policy Chapter: Response Procedures Date Revised: 9/09 Policy Title: Page Number: 1 of 1 University Crisis Management Evacuation Procedures EVACUATION PROCEDURES Evacuation will be handled by Security Services and/or Facilities. In case of a Fire, evacuation will be requested by the use of a fire alarm with the assistance from the officers on duty. Any other evacuations will be handled by Security Services and/or Facilities by going door to door, or by other means. The below information is the evacuation routes for each floor. 9 CRISIS MANAGEMENT MANUAL Policy Chapter: Response Procedures Date Revised: 9/09 Policy Title: Page Number: 1 of 1 University Crisis Management Emergency Communications CRISIS COMMUNICATION CALL-OUT LISTS COMMUNICATIONS INFO. TECHNOLOGY HUMAN RESOURCES FACILITIES SECURITY SERVICES STUDENT SERVICES Rick Jensen News Information Manager Office: 616-732-1172 Cell: 616-706-2608 Customer Support 1-800-322-3984 Kristine Anderson Dir. of Employee Relations Office: 616-742-1726 Cell: 231-329-4667 Call Security who will make contact with facilities. Contact officer on Duty 616.397.4907(pager) Paul Ballard Dir. Of Student Affairs Office: 616-554-5687 Cell: 616-862-6532 Robin Luymes Exe. Director of University Communications Office: 616-732-1157 Cell: 616-550-6585 Weekend Emergency 616-481-6011 Chris Bill V.P. of Human Resources Office: 616-732-1151 Cell: 616-540-7396 Matthew Miller Exe. Director of Security Services Office: 586-620-4050 Cell: 616-780-6346 Tammy Loud V.P. of Student Services Office: 616-554-5396 Cell: 517-490-5940 Kim Bruyn Executive Vice President for University Relations and Communications Office: 616.732.1165 Cell: 616.540.7711 Brian Ulicki ITS/Project Manager Office: 586-620-4059 Cell: 989-225-1098 Jolene Teuscher Employee Relations Manager Office: 616-732-1096 Cell: 616-318-4669 Duane Terpstra V.P. of Risk Management Office: 616-732-1155 Cell: 616-581-5295 Christine Fisher Executive Administrative Assistant Office: 616.732.1168 Cell: 616.340.2525 Kathy Finkler Dir. of Customer Support Office: 616-732-1085 Cell: 616-446-5303 Kim Salinas Benefits Manager Office: 616-732-1072 Cell: 616-813-7165 Sasha VanderLugt Social Media Coordinator Office: 616.732.1084 Cell: 616.780.7382 Bill Lemmon Dir. of Networking Office: 616-732-1087 Cell: 616-450-4933 Deb Bloom Executive Director of Government and Community Affairs Office: 616.732-1124 Cell: 616.340-3402 Brian Miller V.P. IT Office: 616-732-1195 Cell: 616-821-2618 10 616.397.4907(pager) CRISIS MANAGEMENT MANUAL Policy Chapter: Response Procedures Date Revised: 01/11 Policy Title: Page Number: 1 of 1 University Crisis Management Reasons to Call - Formal Response REASONS TO CALL Communication is crucial in all disruptions of the academic environment. These disruptions could be anything from a mechanical failure to major criminal activity. You can find some of the reasons listed below: REASONS TO CALL REASONS TO CALL REASONS TO CALL Power outage Phones off-line Network off-line Critical Flood Major Mechanical Issue Gas Leak Tornado Warning Major Medical Suicide or Suicidal Assault Weapons Offense Bomb Threat Communicable Disease Civil Disorder Threats of Bodily Injury Major criminal activity Building Fire Tornado Major catastrophe Pandemic Flu Death The point person at each campus must be contacted and informed of these disruptions. If in doubt, always call. The point person will contact the V.P. of Risk Management or his designee, who will continue the formal communication process as shown in the diagram below. Informal communications will take place according to individual departmental policies. The formal process has been established to verify that everyone is notified. The overlap between the formal and informal communication process can be advantages. NAME O FFICE # CELL # HO ME # CSC 1-800-322-3984 Duane Terpstra Kristine Anderson 616-732-1155 616-581-5295 616-786-0293 616-742-1726 231-329-4667 Malachi Hooser 616-554-5386 616-308-9232 Matthew Miller 586-620-4050 616-780-6346 Nathan McCormick 616-732-1128 616-745-7142 Paul Ballard 616-554-5687 616-862-6532 Rick Jensen 616-732-1172 616-706-2608 See Callout List Previous page Call Center Student Services Information Technology Security Services VP of Risk Management Human Resources Communications Only the president can close a campus or cancel a class Facilities 11 Executive Vice Presidents CRISIS MANAGEMENT MANUAL Policy Chapter: Response Procedures Date Revised: 9/09 Policy Title: Page Number: 1 of 2 University Crisis Management Local Communication Tree LOCAL COMMUNICATION TREE 12 CRISIS MANAGEMENT MANUAL Policy Chapter: Response Procedures Date Revised: 01/11 Policy Title: Page Number: 1 of 2 University Crisis Management DU-Alert DU-ALERT HIGHER EDUCATION OPPORTUNITY ACT The Higher Education Opportunity Act (Public Law 110-315) (HEOA) was enacted on August 14, 2008. Under Title IV, the federal law requires all colleges and universities to have a notification and warning plan in place to alert the campus community of an emergency. The U.S. Department of Education is still in the process of developing the regulations that will coincide with this law and will amend the Code of Federal Regulations (34CFR) in the fall of 2009. DU ALERT EMERGENCY NOTIFICATION SYSTEM 1. The Du Alert service is used to transmit brief urgent messages to a large segment of an institution’s population as quickly as possible. It is strongly recommended that this system be used for unplanned emergency events which have the opportunity to affect the entire campus. Use of this system for specific building closures which impact the campus is also encouraged. 2. The final regulations clarify the difference between the existing timely warning requirement and the new requirement for an emergency notification policy. While a timely warning must be issued in response to specific crimes, an emergency notification is required in the case of an immediate threat to the health or safety of students or employees occurring on campus. Emergency notifications may include but are not limited to: Bomb threats or other imminent violent threats Fires, natural gas leaks and hazardous spills affecting the entire campus Building evacuations and lock downs affecting the entire campus Biological or pandemic emergency notifications Natural disasters and weather advisories. Power outages and utility failures resulting in an imminent threat Campus closure due to declared civil emergency. Sample scripts can be found in the appendix. Emergency information can be sent to the following devices: Cell Phone Home Phone PDA Work Phone E-mail Voice Mail Text 13 CRISIS MANAGEMENT MANUAL Policy Chapter: Response Procedures Date Revised: 01/11 Policy Title: Page Number: 2 of 2 University Crisis Management DU-Alert DU-ALERT CONTROL OF ACCESS There is a small group of administrators who are authorized to report emergency events through DU-Alert. These are as follows: Duane Terpstra Office Cell Home Matthew Miller Office Cell 586-620-4050 616-780-6346 Shallan Spielmaker Office Cell 616-732-1155 616-581-5295 616-786-0293 517-367-8211 616-581-1453 Nathan Schumacher Office Cell 586-620-4054 586-201-8099 14 CRISIS MANAGEMENT MANUAL Policy Chapter: Response Procedures Date Revised: 01/11 Policy Title: Page Number: 1 of 1 University Crisis Management Emergency Hotline EMERGENCY HOTLINE A toll free emergency hotline has been established at Davenport University that can be used for emergency information and weather conditions causing the cancellation of classes or closing of locations. This one number for all locations is: 1-800-525-8282 or Ext. 8282 DU Campus Closing Line Main Menu Greeting YOU HAVE REACHED THE DAVENPORT UNIVERSITY CAMPUS CLOSING LINE. IF YOU KNOW YOUR TWO DIGIT CAMPUS IDENTIFICATION NUMBER YOU MAY DIAL IT AT ANY TIME DURING THIS MESSAGE. FOR LANSING DIAL 03. FOR KALAMAZOO DIAL 04. FOR MIDLAND DIAL 05. FOR BATTLE CREEK DIAL 08. FOR HOLLAND DIAL 09. FOR FLINT DIAL 10. FOR SAGINAW DIAL 11. FOR WARREN DIAL 12. FOR ALMA DIAL 15. FOR CARO DIAL 16. FOR GAYLORD DIAL 19. FOR TRAVERSE CITY DIAL 20. FOR LETTINGA DIAL 33. OR FOR LIVONIA DIAL 35. TO LISTEN TO THIS MESSAGE AGAIN TOUCH THE * KEY. Suggested Message for the Individual Campuses <CAMPUS NAME>: CLASSES ARE IN SESSION AS SCHEDULED. Example: LETTINGA CAMPUS CLASSES ARE IN SESSION AS SCHEDULED. To change a message: 1. Dial 7002 for voice item maintenance 2. Dial the application ID for the message you’d like to change 3. Dial the password for the application 4. Dial 2 to review the current recording 5. Listen to the recording to make sure you are changing the correct one 6. Dial 5 to begin recording 7. Say the message you’d like callers to hear 8. Dial # to end recording 9. Dial 2 to review the recording 15 CRISIS MANAGEMENT MANUAL Policy Chapter: Crisis & Risk Management Teams Date Revised: 7/09 Policy Title: Page Number: 1 of 8 University Crisis Management University Risk Management Team UNIVERSITY RISK MANAGEMENT TEAM The University Risk Management Team assists in developing plans for crisis management response throughout the University. There will be additional employees who attend the Risk Management meetings, which can give professional direction in their areas of expertise. Below is the list of Risk Management team members and their office and cell numbers. NAME O FFIC E # C ELL # TITLE Anderson, Kristine 616-742-1726 231-329-4667 Director of Employee Relations & Recruitment Ballard, Paul 616-554-5687 616-862-6532 Executive Director of Student Affairs Crkovski, Susan 586-620-4055 586-744-0876 Executive Director of Student Services Engblom, Rob 616-554-5087 865-803-7350 Executive Director of Housing & Residential Life Hooser, Malachi 616-554-5386 616-308-9232 Call Center Manager Jenson, Rick 616-732-1172 616-706-2608 News Information Manager Jones, Apple 616-554-4743 616-560-4856 Department Coordinator - School of T echnology Knechtel, Heather 616-554-5388 517-974-5793 Director of Admissions Loud, T ammy 616-554-5396 517-490-5940 V.P. of Student Services Lowden, Paul 616-554-5050 616-901-1787 Director of Athletics McCormick, Nathan 616-732-1128 616-745-7142 Executive Director of Facility Operations Miller, Matthew 586-620-4050 616-780-6346 Executive Director of Security Services Page, Sally 616-554-5668 616-780-1394 Executive Director of Libraries Shull, Lindsey 616-554-5528 616-901-2036 Regional Health Internship Manager Stodola, Mike 616-554-5138 616-893-7314 Director of Student Center T erpstra, Duane 616-732-1155 616-581-5295 V.P. of Risk Management Wagner, Natalie 616-554-5821 616-901-0666 Executive Director of Student Life Williams, Ben 616-732-1104 517-303-4955 Information T echnology Services Woods, T om 616-554-5301 517-230-9834 Executive Director of Student Services 16 CRISIS MANAGEMENT MANUAL Policy Chapter: Crisis & Risk Management Teams Date Revised: 9/09 Policy Title: Page Number: 1 of 1 University Crisis Management Risk Management Responsibilities RISK MANAGEMENT TEAM RESPONSIBILITIES The Risk Management team is the center of policy development and communication when a crisis occurs. Local crisis management teams will be assisted by the Risk Management team during a crisis. The Risk Management team communicates with University leadership. Below are the details of the responsibilities and a simple action list. RISK MANAGEMENT TEAM RESPONSIBILITIES Ensure all necessary actions are taken for safeguarding human lives. Ensure all necessary actions are taken for protecting assets. Communicate with Executive Management on status of events related to Crisis. Coordinate with Support Teams to assess the impact of the crisis and the effect on the facility. Remain visible to employees. Contact affected employees to assess the impact of the crisis on business processes. Determine whether any impacts resulting from the incident warrant activation of Disaster Recovery Plans. The Risk Management Team will communicate regularly with Campus Crisis Management Teams. Supervise the management of normal business operations Determine all audiences who need communication: general public, media, students, families, etc. Determine if other locations are going to be affected and communicate the situation and provide guidance. Let everyone involved know where to send press calls Provide an official university response to an incident. RMT ACTION LIST Assemble local Risk Management Team Brief the team members on the situation and discuss the steps that are being taken. Coordinate with HR representative to address employee life safety issues. Provide continuous updates to the Cabinet regarding the actions taken and the status of the response effort. Inform Local Crisis Management Teams of Cabinet concerns, questions or feedback and ensure that any issues are addressed. 17 CRISIS MANAGEMENT MANUAL Policy Chapter: Crisis & Risk Management Teams Date Revised: 9/09 Policy Title: Page Number: 1 of 1 University Crisis Management Risk Management Agenda RISK MANAGEMENT MEETING AGENDA The below agenda is developed to assist in the initial meeting when a crisis has occurred. RMT MEETING AGENDA Assign a note-taker Take attendance Event Status a. What happened? b. Has it affected our employees? c. How severe is it? d. What is being done? e. What is the potential for escalation? Employee Status Facility Status Technology status, including telecom Infrastructure (power, water, phones, wireless) Communications a. What is the message b. Methods for communication c. Determine schedule for updates Accounting for employees a. Roll Call b. Outreach/follow-up Support for our employees Updates to executives Review actions and who is responsible and determine next meeting time. 18 CRISIS MANAGEMENT MANUAL Policy Chapter: Crisis & Risk Management Teams Date Revised: 9/09 Policy Title: Page Number: 1 of 1 University Crisis Management Crisis Management Team LOCAL CRISIS MANAGEMENT TEAM The Crisis Management team is the center of policy development and communication at the local campus. The responsibilities of the Crisis Management team is comparable to the Risk Management team but at the local level. Please make reference to the job description of the Risk Management team. Below is a list of the Crisis Management team members and their office and cell numbers. NAME OFFICE # CELL # HOME # TITLE Paul Jaenicke 616.395.4688 616.397.5895 (pager) 616.846.2857 Director of Facilities Linda Sievert 616.395.4603 616.745.3030 616.942.7735 Director of Student Services Linda Hood 616.395.4662 231.798.3806 Director of Academic Services Rhonda Prins 616.395.4608 616.218.9896 Customer Service Specialist Steve Vandenberg 616.395.4687 616.399.0158 Security 616.397.4907(pager) 19 CRISIS MANAGEMENT MANUAL Policy Chapter: Crisis & Risk Management Teams Date Revised: 9/09 Policy Title: Page Number: 1 of 1 University Crisis Management Pandemic Planning Team PANDEMIC PLANNING TEAM In the Spring of 2009, the Cabinet approved the development of a multidisciplinary Pandemic Planning team to lead a comprehensive effort to prepare the university for a potential outbreak of pandemic influenza. Building on the university’s existing plans for crisis management and emergency response, this team will: 1. Develop policies and short-term and long-term procedures to guide the university’s preparedness in anticipation of an outbreak of pandemic flu. 2. Identify critical resources, supplies and materials the university would need to have available to address such an emergency and how best to obtain them. 3. Identify key factors or conditions that will trigger critical decision-making on the part of the University, and recommend who will need to make those critical decisions and what they should be. 4. Ensure all decisions are in accordance with local, state, and federal recommendations and mandates. The Pandemic Planning team is responsible for the development of Davenport’s Pandemic Influenza Preparation and Response Plan. In addition, the Pandemic Planning team engages units (schools, departments, teams, committees, etc.) in a coordinated planning process and oversees the education of the Davenport community about the pandemic threat, the University’s response plans, and the need for all members of the community to be informed and involved in the preparedness efforts. NAME OFFICE # CELL # TITLE Anderson, Kristine 616-742-1726 231-329-4667 Director of Employee Relations & Recruitment Ballard, Paul 616-554-5687 616-862-6532 Executive Director of Student Affairs Bill, Chris 616-732-1151 616-540-7396 V.P. of Human Resources Engblom, Rob 616-554-5087 865-803-7350 Executive Director of Housing Harrison, Joy 616-554-5820 616-283-2910 Executive Director of Academic Services Jenson, Rick 616-732-1172 616-706-2608 News Information Manager Loud, Tammy 616-554-5396 517-490-5940 V.P. of Student Services McCormick, Nathan 616-732-1128 616-745-7142 Executive Director of Facility Operations Salinas, Kim 616-732-1072 616-813-7165 Benefits Manager Shull, Lindsey 616-554-5528 616-901-2036 Regional Health Internship Manager Terpstra, Duane 616-732-1155 616-786-0293 V.P. of Risk Management VanderVelde, Kathleen 616-732-1191 616-292-3177 Director of University Communications Williams, Ben 616-732-1104 517-303-4955 Information Technology Services 20 CRISIS MANAGEMENT MANUAL Policy Chapter: Crisis & Risk Management Teams Date Revised: 9/09 Policy Title: Page Number: 1 of 1 University Crisis Management Recovery Process RECOVERY PROCESS Once assured that conditions are safe, the Crisis Management Team will focus on returning the location to normal operations. Depending on the nature of the crisis, the Crisis Management Team will provide the location with factual information regarding the crisis situation as well as details about recovery activities. This information may be provided in the form of memoranda, town hall meetings, voice mail messages, or other methods of communications. In the event that an emergency requires closure, the Davenport University Emergency Hotline (formerly the Weather Hotline) will be activated. The hotline number is 1-800-525-8282. Up-to-date information on reopening will be made available. Staff and students should not return until the University is officially reopened. All administrators, facility, and security personnel should report to work unless otherwise notified. On a case-by-case basis, other members will be asked to report to work to assist in recovery efforts. In the event of building damage, the recovery process will include a repair and clean-up component led by Facility Operations. If regularly scheduled classes cannot be held due to physical damage, the Crisis Management team in conjunction with Academic Services will immediately begin efforts to reschedule classes to other locations. Since these efforts may result in time changes as well, information regarding schedule changes will be posted via the Davenport University website and through email communications. 21 CRISIS MANAGEMENT MANUAL Policy Chapter: Crisis & Risk Management Teams Date Revised: 9/09 Policy Title: Page Number: 1 of 1 University Crisis Management Specific CM Responsibilities CRISIS MANAGEMENT TEAM RESPONSIBILITIES Local Crisis Management teams handle the day to day issues of a location. They ensure the safe evacuation of all employees, liaison with civil authorities, and interface with the security team, and manage the crisis with internal departments. The following are the general job requirements of those departments represented on the crisis management teams throughout the University. Facilities Human Resources Damage assessment, salvage, and restoration. Preparing the alternate location(s) for occupancy. Coordinating temporary relocation of staff. Procurement of supplies and equipment. Handling of OSHA issues. Account for all employees. Contacting employee and/or families. Providing assistance to individual employees. Ensuring continuance of salaries and benefits. Oversee payroll activities/Interface with Payroll. Communications Determine all audiences who need communication: general public, media, students, families, etc. Determine if other campuses are going to be affected and communicate the situation and provide guidance. Let everyone involved know where to send press calls. Coordinate with the Risk Management Team to determine information to be communicated to students. Use the University Emergency Hotline for the purpose of informing faculty, staff, and students (families) during a crisis. I.T. Team Student Services Recovering server-based systems. Restoring data. Restoring computers and computer activity Re-establishing voice and data communications. Account for all students. Contacting students and /or families. Providing assistance to students. Determine living arrangements. Security Services Administering building security Access throughout the facility (card access), Granting, Issuing, and Validating. Intrusion detection / Prevention (cameras, alarms). Incident handling. In/Out facility checks (validate employment). Scheduling security personnel. Fire Safety, Building evacuation. Interface with local authorities (Fire, Police, Hazmat, Poison Ctrl, 3E, etc). 22 CRISIS MANAGEMENT MANUAL Policy Chapter: Crisis & Risk Management Teams Date Revised: 9/09 Policy Title: Page Number: 1 of 1 University Crisis Management Job Responsibility Form JOB RESPONSIBILITY FORM The below form is an example of a process used for the purpose of coordinating the completion of the necessary responsibilities given out to specific people within internal departments. Human Resources NAME Account for all employees. Contacting employee and/or families. Providing assistance to individual employees. Ensuring continuance of salaries and benefits. Oversee payroll activities/Interface with Payroll. TITLE RESPONSIBILITY 23 DATE COMPLETED CRISIS MANAGEMENT MANUAL Policy Chapter: Situational Procedures Date Revised: 7/09 Policy Title: Page Number: 1 of 1 University Crisis Management Emergency Resource Kits EMERGENCY RESOURCE KITS The campus will be equipped with emergency management kits. The emergency resource kit includes: LOCATION OF EMERGENCY KITS Batteries Battery powered radio 1. Bottle of Water Facilities Office Class Schedule Crisis Management Plan Disposable Camera DU Telephone Directory First Aid Kit Flashlight Floor Plan or Map Latex Gloves List of Areas School Numbers Phone Tree Plastic Bags Student Roster Telephone Book Writing Utensils Yellow Role of Caution Tape This emergency resource kit must be accessible for all emergencies. When leaving the building for fire alarms or other emergency situations, the kit must be carried out of the building. Example: If there is a fire alarm, and there is a real fire, you will not be allowed back in the building until the fire has been extinguished. Under these types of circumstances, the contents of the emergency resource kit will be beneficial. 24 CRISIS MANAGEMENT MANUAL Policy Chapter: Situational Procedures Date Revised: 9/09 Policy Title: Page Number: 1 of 1 University Crisis Management Active Shooter Response ACTIVE SHOOTER RESPONSE The following guidelines are offered in order to provide you with useful information in the event of an active shooter. SECURE IMMEDIATE AREA: Close doors and lock them if possible Turn off lights Close blinds Keep calm, quiet and out of sight CONTACTING AUTHORITIES: Call 911 Report your specific location, office, or room number Number of people at your specific location Number and type of injuries Assailant(s) location, number of suspects, race and gender, clothing description, physical features, type of weapons, and shooter identity if known. UN-SECURING AN AREA: Consider risks before un-securing rooms Attempts to rescue people should only be attempted if it can be accomplished without further endangering the persons inside a secured area If doubt exists for the safety of the individuals inside the room, the area should remain secured. 25 CRISIS MANAGEMENT MANUAL Policy Chapter: Situational Procedures Date Revised: 7/09 Policy Title: Page Number: 1 of 1 University Crisis Management Defibrillators FOR THOSE SITES THAT HAVE DEFIBRILLATORS: AED (Automated External Defibrillator) is used in emergency medical situations where the heart of the victim has stopped beating and the victim is no longer breathing. CPR is to be administered during a heart attack, along with using the AED. Those trained and certified in CPR/AED procedures should be the ones who use the AED’s as the Good Samaritan Act will cover any problems or injuries during this life saving procedure. An AED is fairly simple to use. For the most part, the instructions are done in pictures and sound once the unit is opened up and powered up for operation. Follow the pictures and prompts in order to properly use this device. For a male victim, a razor may be used in order to shave hair from the areas that the AED pads will be administered, in order for proper contact with the body. For females, removal of the bra may be needed in order to have proper body contact from the AED pad. An AED should be used within the first few minutes of a heart attack, or as soon as it can be administered. The AED delivers an electrical shock that aids in attempting to establish a regular heart rhythm to aid in proper circulation of the blood & oxygen in the blood. No one should be touching the victim when the AED delivers the shock. Prompts from the AED will be given as to what to do, if the victim is shockable, and when not to touch the body. CPR and AED should be used on heart attack victims when they are unresponsive and have no pulse or not breathing. This rescue procedure should be maintained until EMT’s or First Responders arrive to take over the medical care of the victim. AED’s should also be properly maintained when being stored. Those responsible for Security Services will be responsible for the maintenance and supply needs for the AED’s on site. Also, proper documentation should be maintained when using this device or any other life saving technique. Documentation should be turned in to those responsible for Security Services. If at all possible, and as a general rule of thumb, only staff that has been trained in the proper use of an AED should attempt to use it. There are, however, instances in which it would be imprudent to wait for a trained staff member. If this is the case, the AED has been designed in such a way that they are user friendly and a Good Samaritan can adequately administer treatment with the device by following the instructions printed on the apparatus. IT WILL BE THE RESPONSIBILITY OF SECURITY SERVICES TO REPLACE THE BATTERIES OF THE AED EACH YEAR. 26 CRISIS MANAGEMENT MANUAL Policy Chapter: Situational Procedures Date Revised: 7/09 Policy Title: Page Number: 1 of 1 University Crisis Management After Hours Coverage Plan AFTER HOURS COVERAGE PLAN A security services officer is available during the evening. This officer is responsible for walking students and staff to their cars, monitoring the parking lots during evening classes, and making rounds on campus while classes are in session, as well as initiating any response to emergency situations that arise on location. Crisis Management team members, or the individual identified as their contact person, are on site Monday through Friday from approximately 8:00 am to 6:00 pm in the event of a problem or an emergency. Crisis Management team members are on-call/available by cell or home phone when needed. The following are members of the team: NAME OFFICE # CELL # Linda Hood 616.395.4662 Linda Sievert 616.395.4603 616.745.3030 Paul Jaenicke 616.395.4688 616.397.5895 (pager) Rhonda Prins 616.395.4608 Steve Vandenberg 616.395.4687 616.397.4907(pager) 27 HOME # TITLE 231.798.3806 Director of Academic Services 616.942.7735 Director of Student Services 616.846.2857 Director of Facilities II 616.218.9896 Customer Service Specialist 616.399.0158 Security CRISIS MANAGEMENT MANUAL Policy Chapter: Situational Procedures Date Revised: 7/09 Policy Title: Page Number: 1 of 2 University Crisis Management Bioterrorism BIOTERRORISM Various office locations in the country have received threatening letters through the mail. Some of these letters stated that you have been exposed to anthrax or other biological materials. Additionally, these and other envelopes or packages could contain some type of life threatening powder or granules. The following information and recommendations are being provided to help you safely and effectively handle these types of incidents. SUSPICIOUS UNOPENED LETTER OR PACKAGE MARKED WITH THREATENING MESSAGE SUCH AS “ANTHRAX”: 1. Do not shake or empty the contents of any suspicious envelope or package. 2. PLACE the envelope or package in a plastic bag or some other type of container to prevent leakage of contents. 3. If you do not have any container, then COVER the envelope or package with anything (e.g., clothing, paper, trash can, etc.) and do not remove this cover. 4. Then LEAVE the room and CLOSE the door, or section off the area to prevent others from entering (i.e., keep others away). 5. WASH your hands with soap and water to prevent spreading any powder to your face. 6. What to do next… Report the incident to local police, and notify your building security official or an available supervisor. 7. LIST all people who were in the room or area when this suspicious letter or package was recognized. Give this list to both the local public health authorities and law enforcement officials for follow-up investigations and advice. ENVELOPE WITH POWDER AND POWDER SPILLS OUT ONTO SURFACE: 1. DO NOT try to CLEAN UP the powder. COVER the spilled contents immediately with anything (e.g., clothing, paper, trash can, etc.) and do not remove this cover! 2. Then LEAVE the room and CLOSE the door, or section off the area to prevent others from entering (i.e., keep others away). 3. WASH your hands with soap and water to prevent spreading any powder to your face. 4. What to do next… Report the incident to local police, and notify your building security official or an available supervisor. 5. REMOVE heavily contaminated clothing as soon28 as possible and place in a plastic bag, or some other container that can be sealed. This clothing bag should be given to the emergency responders for proper handling. CRISIS MANAGEMENT MANUAL Policy Chapter: Situational Procedures Date Revised: 7/09 Policy Title: Page Number: 2 of 2 University Crisis Management Bioterrorism 6. SHOWER with soap and water as soon as possible. Do Not Use Bleach Or Other Disinfectant On Your Skin. 7. If possible, list all people who were in the room or area, especially those who had actual contact with the powder. Give this list to both the local public health authorities so that proper instructions can be given for medical followup, and to law enforcement officials for further investigation. QUESTION OF ROOM CONTAMINATION BY AEROSOLIZATION: For example: small device triggered, warning that air handling system is contaminated, or warning that a biological agent released in a public space. 1. Turn off local fans or ventilation units in the area. 2. LEAVE area immediately. 3. CLOSE the door, or section off the area to prevent others from entering (i.e., keep others away). 4. What to do next… Dial “911” to report the incident to local police and the local FBI field office, and notify your building security official or an available supervisor. 5. SHUT down air handling system in the building, if possible. 6. If possible, list all people who were in the room or area. Give this list to both the local public health authorities so that proper instructions can be given for medical follow-up, and to law enforcement officials for further investigation. HOW TO IDENTIFY SUSPICIOUS PACKAGES AND LETTERS Some characteristics of suspicious packages and letters include the following… Excessive postage Handwritten or poorly typed addresses Incorrect titles Title, but no name Misspellings of common words Oily stains, discolorations or odor No return address Excessive weight Lopsided or uneven envelope Excessive masking tape, string, etc. Ticking sound Marked with “Personal” or “Confidential” Visual distractions Protruding wires or aluminum foil 29 Shows a city or state in the postmark that does not match the return address CRISIS MANAGEMENT MANUAL Policy Chapter: Situational Procedures Date Revised: 7/09 Policy Title: Page Number: 1 of 1 University Crisis Management Bomb Threats BOMB THREAT DIRECTIONS IF YOU RECEIVE A THREAT BY LETTER OR EMAIL: Preserve the letter for investigation. The letter should not be handled after it is opened. Notify security services who will notify local law enforcement. Do NOT turn off lights, computers, or appliances. Do NOT close any doors or windows. Do NOT use electronic wireless devices, two-way radios, intercom/paging system, or the fire alarm. IF YOU RECEIVE A THREAT BY PHONE Remain calm. Attempt to keep the caller on the phone as long as possible. Follow and complete the checklist on the following page. Notify security services who will notify local law enforcement. Do NOT turn off lights, computers, or appliances. Do NOT close any doors or windows. Do NOT use electronic wireless devices, two-way radios, intercom/paging system, or the fire alarm. IF AN ACTUAL BOMB IS DISCOVERED Notify security services who will initiate a building wide evacuation and contact local law enforcement. Evacuate the immediate area quietly and calmly Do NOT assume that another bomb is not in the same general area. Do NOT turn off lights, computers, or appliances. Do NOT close any doors or windows. Do NOT use electronic wireless devices, two-way radios, intercom/paging system, or the fire alarm. Stand 300 or more feet from the building and wait for permission from location personnel to reenter. UNDER THESE CIRCUMSTANCES WE ASK THAT THE OFFICER BE CONTACTED WITHOUT THE USE OF A WIRELESS DEVICE. USE OF HARDWIRE TELEPHONES WILL BE ACCEPTABLE. 30 CRISIS MANAGEMENT MANUAL Policy Chapter: Situational Procedures Date Revised: 7/09 Policy Title: Page Number: 1 of 1 University Crisis Management Bomb Threats Checklist BOMB THREAT CHECKLIST WHAT INFORMATION DO YOU OBTAIN WHEN YOU RECEIVE A BOMB THREAT OVER THE TELEPHONE? QUESTIONS TO ASK: CALLER’S VOICE: 1. When is the bomb going to explode? 2. Where is the bomb right now? Location/Building 3. What does it look like? 4. What kind of bomb is it? __ __ __ __ __ __ __ 5. What will cause it to explode? 6. Did you place the bomb? 7. What is your reason for the bomb? 8. What is your address? 9. What is your name? Calm Excited Laughter Normal Accent Raspy Disguised __ __ __ __ __ __ __ __ Clearing Throat __ Cracking Voice Angry Rapid Crying Distinct Stutter Ragged Familiar __ __ __ __ __ __ __ Slow Soft Loud Slow Lisp Deep Nasal __ Deep Breathing If voice is familiar, who did it sound like? __________________________________ BACKGROUND SOUNDS: __ Street Noises __ Factory Machinery __ Children Voices __ PA System __ House Noises __ Office Machinery __ Animal Noises __ Local __ Long Distance EXACT WORKING OF THE THREAT: __ __ __ __ __ __ __ __ __ Crockery Voices Street Noises Music Motors Clear Static Booth Other LANGUAGE: __ Well Educated __ Incoherent __ Message read Sex of Caller: __________ Race: _____ Age: __________ Length of Call: _____ __ Foul __ Taped __ Irrational REMARKS: Number at which call is received: ___________________________________ ________________________________ Date: __________ Phone # ___________ 31 CRISIS MANAGEMENT MANUAL Policy Chapter: Situational Procedures Date Revised: 9/09 Policy Title: Page Number: 1 of 1 University Crisis Management Civil Disorder CIVIL DISORDER The purpose of this procedure is to assist personnel in dealing with civil disorder that would endanger life, cause damage to property, or otherwise disrupt the operations of the University. Civil disorder may take several forms, including but not limited to pickets, marches, rallies, parades, sit-ins, trespassing, riots, sabotage, and criminal damage to property. In all cases, no matter how minor, there is always the potential for escalation. The primary considerations in the event of civil disorder are protection of the lives and property of the University community and preservation of the academic environment. 1. 2. 3. 4. 5. 6. Remain calm. Assess the situation. Evacuate yourself and others from the area as necessary. Contact those responsible for security services. Contact those who can properly communicate with those involved in passive resistance. If danger is imminent, call 911. There needs to be an understanding of passive vs. aggressive activities. For those activities that do not create a dangerous situation, please do not contact local law enforcement. Internal communications will take place on how to deal with the issue. For those activities that do create a dangerous environment, local law enforcement should be contacted. 32 CRISIS MANAGEMENT MANUAL Policy Chapter: Situational Procedures Date Revised: 9/09 Policy Title: Page Number: 1 of 1 University Crisis Management Classroom Disruption CLASSROOM DISRUPTION There are different ways that classroom disruptions can be handled. In order to understand this procedure, definitions will be given of the following: Disruption - an unwelcome or unexpected break in a process or activity Disorderly - unruly, resisting authority and disturbing the peace Dangerous - likely to cause harm or actions that could result in injury The following are general guidelines of options that can be enforced at the time of a classroom disruption: 1. When a student is causing a disruption in class, the professor will handle the issue by verbal commands. 2. When a student is being disorderly, the professor will ask the student to leave class. A report is generated through Student Services. 3. When a student is likely to cause harm or actions could result in injury, ask the student to leave the classroom. If there is a refusal, terminate class and ask all the students to leave the classroom. Contact 911 by classroom phone or cell phone. Proceed to call Security Services if they exist at your location. A report is generated through Security Services or Student Services. All forms of disruption in class should be reported either to Security or Student Services. 33 CRISIS MANAGEMENT MANUAL Policy Chapter: Situational Procedures Date Revised: 01/11 Policy Title: Page Number: 1 of 2 University Crisis Management Communicable Disease COMMUNICABLE DISEASE Communicable diseases are those that can be transmitted from person to person (or animal to human) via direct contact with body fluids, ingesting contaminated food or water, inhalation of contaminated air, or the bite of an infected insect. Bacteria, viruses, and parasites are some of the organisms that can cause communicable diseases. A student who has a communicable disease may attend Davenport University whenever, through reasonable accommodation, the risk of transmission of the disease is sufficiently remote. Placement decisions will be made by using current public health department guidelines concerning the disease in question. Information on communicable diseases can be found at the below website. The website table of contents is located on the next page.. http://www.accesskent.com/Health/HealthDepartment/CD_Epid/Disease_Fact_Sheets.htm The determination of whether a student with a chronic communicable disease may attend Davenport University will be made on an individual basis, according to procedures implemented by the University in consultation with appropriate University personnel, the student’s primary physician, public health personnel, the University’s legal counsel, and the student. A student who has a communicable disease may be denied admission to, or may be dismissed from, a particular program or course of study whenever such communicable disease has a direct effect on the student’s ability to perform a course of study. The University shall respect the right to privacy of any student who has a chronic communicable disease or is a carrier. The student’s medical condition shall be disclosed only to the extent necessary to minimize the health risks to the student and others. Persons deemed to have “a direct need to know” will be provided with the appropriate information; however, these persons shall not further disclose the information. CLEAN UP – If the communicable disease causes a need for decontamination, Facilities will arrange proper cleaning of contaminated areas as soon as possible. Assessments of completion of decontamination will be provided to the appropriate Leadership. 34 CRISIS MANAGEMENT MANUAL Policy Chapter: Situational Procedures Date Revised: 01/11 Policy Title: Page Number: 2 of 2 University Crisis Management Communicable Disease COMMUNICABLE DISEASE Disease Fact Sheets- Found on Website Arboviral Encephalitis Anthrax Botulism Campylobacter Chickenpox (images: chickenpox, chickenpox 2) E. coli Fifth Disease (images: hand, body & face) Giardiasis Hand Foot & Mouth Disease (hand) Head Lice (Michigan Head Lice Manual) Hepatitis A Hepatitis B Hepatitis C Lyme Disease (images: rash, rash 2) (Additional Information) Meningitis Monkeypox MRSA (Methicillin Resistant Staphylococcus Aureus) Norovirus (Norovirus Cleaning Guidelines) Pertussis Pink Eye Pinworms Poison Ivy (images: arm blisters, arm rash, arm rash 2, plant, plant 2) Rabies Ringworm (images: face, hand, head) Salmonellosis SARS Scabies Scarlet Fever (images: tongue, body) Shigellosis Shingles (images: arm, shoulder) Smallpox Strep Throat Syphilis Fact Sheet Tick Borne Diseases (images: Dog and Deer tick, Lone Star tick & others) Tuberculosis West Nile Virus 35 CRISIS MANAGEMENT MANUAL Policy Chapter: Situational Procedures Date Revised: 7/09 Policy Title: Page Number: 1 of 2 University Crisis Management Continuity Plan CONTINUITY PLAN ACADEMIC If damage to a location forces evacuation of the facility for a length of time, the V.P. of Risk Management will work with the Group V.P. for Academic Services and other designated people to determine what courses could be handled at other locations. Some classes could be handled at local establishments that will allow our use for a period of time. BUILDINGS If damage to a location forces evacuation of the facility for a length of time, the V.P. of Risk Management will work with the Executive Vice President of Finances/CFO and other designated people to determine what nearby facilities could be used for classes for a period of time. Local schools are often used for this purpose. Addresses of local schools are on the next page. INSURANCE There are two people who will need to be contacted from our insurance company immediately upon the closing of a location due to damage. These individuals will give us direction on what can be done as it relates to financing through the insurance company. These individuals are as follow: Linda Miller-Szanto, CIC, LIC Area Vice President Arthur J. Gallagher & Co. of Michigan, Inc. 161 Ottawa NW, Suite 112 Grand Rapids, MI 49503 Phone: 616-233-0922 Fax: 616-233-0923 Linda_Miller-Szanto@ajg.com Janet Manning, Claims Manager Arthur J. Gallagher Risk Management Services, Inc. 22930 9 Mile Road St. Clairs Shores, MI 48080 Phone: 586-774-5415 Ext. 238 Fax: 586-779-6769 Janet_Manning@ajg.com 36 CRISIS MANAGEMENT MANUAL Policy Chapter: Situational Procedures Date Revised: 7/09 Policy Title: Page Number: 2 of 2 University Crisis Management Continuity Plan http://michigan.schooltree.org/counties-page1.html Holland Christian High School 950 Ottawa Avenue Holland, MI 49423 616-396-1477 Holland High School 600 Van Raalte Avenue Holland, MI 49423 616-494-2200 West Ottawa High School 1024 North 136th Avenue Holland, MI 49423 616-786-1000 Zeeland West High School Zeeland East High School Hamilton High School M-Tech 37 CRISIS MANAGEMENT MANUAL Policy Chapter: Situational Procedures Date Revised: 01/11 Policy Title: Page Number: 1 of 4 University Crisis Management Fire Drills FIRE DRILLS Purpose The purpose of fire drills is to ensure the efficient and safe exit of facilities in the case of an emergency. Proper drills ensure orderly exit under control and prevent panic. Order and control are the primary purposes of the drill. Speed in emptying buildings, while desirable, is not in itself an object, and should be made secondary to the maintenance of proper order. Responsibility Fire drills shall be designed and conducted according to the occupancies specified below. Responsibility for the planning and conduct of drills shall be assigned by campus risk management to competent persons qualified to exercise leadership. A written record of all drills conducted should be maintained including a critique of the event. This record should be maintained by risk management. General Guidelines Drills shall include suitable procedures to make sure that all persons in the building, or all persons subject to the drill, actually participate. If a fire drill is considered merely as a routine exercise from which some persons may be excused, there is a grave danger that in an actual fire, the drill will fail in its intended purpose. All drills will be preplanned but not preannounced. Fire drills shall be held with sufficient frequency to familiarize all occupants with the drill procedure and to have the conduct of the drill a matter of established routine. Sufficient frequency for Davenport University is to hold two fire drills each semester. One will be held during the day and another in the evening. This will give the majority of faculty, staff, and students the ability to be involved in a drill. Drills should be carefully planned to simulate actual fire conditions. Not only should they be held at varying times, but different means of exit should be used based upon an assumption that if some given stairway is unavailable by reason of fire or smoke, all the occupants must be led out by some other route. Fire exit drills should be designed to familiarize the occupants with all available means of exits, particularly emergency exits that are not habitually used during the normal occupancy of the building. Fire Exit Drills in Specific Campus Occupancies The usefulness of a fire drill and the extent to which it can be carried depends upon the character of the occupancy. Drills are most effective in occupancies such as classrooms, where the occupant load of the building is somewhat consistent. In buildings where the occupant load is of a changing character, no regularly organized fire drill is possible. In such cases, the fire drills must be limited to the regular employees, who can be thoroughly schooled in the proper procedure and can be trained to properly direct other occupants of the building in case of fire. In 38 occupancies such as the Student Center, regular employees can be rehearsed in the proper procedure in case of fire. Such training always is advisable in all occupancies whether or not regular fire drills can be held. MANUAL CRISIS MANAGEMENT Policy Chapter: Situational Procedures Date Revised: 01/11 Policy Title: Page Number: 2 of 4 University Crisis Management Fire Drills The following sections address some of the special fire drill details which should be observed for specific occupancy classes. A. Educational Occupancies – Academic and Administrative Buildings. All educational buildings on campus must hold two fire drills per semester, preferably during the first four weeks of the semester. Faculty and staff shall work in cooperation with risk management in scheduling drills before the semester begins. Evacuation instructions are to be conspicuously posted in each classroom, and hallway to provide the necessary evacuation information and ensure orderly egress from the building. Signs should also specify that elevators must not be used to exit during a fire drill. Classroom faculty and staff should be familiar with the easiest exit to be used in the fire drill and the alternative exits available. Faculty and staff should close (not lock) doors and windows and take responsibility for checking facilities for complete evacuation. All personal belongings within reach should be taken from classrooms by students. Handicapped students should inform faculty or staff at the start of the semester of any special requirements with respect to locations and procedures that will best facilitate those students' egress from the building in an emergency. In general, wheelchair users should go to the stairwell which is furthest from the fire and wait for help. Fire departments should be notified that stairwells be checked first. Other handicapped persons should be assisted by students, faculty or staff. Do not leave a handicapped person alone. B. Residential Occupancies Residential facilities demonstrate the greatest need for adequate and effective fire exit awareness due to the potential loss of life. Fire drills in residence halls must be performed twice a semester at a minimum. Because of the nature of the occupancy, it is usually the case that additional drills are performed due to false alarms. A major concern in residence hall fire drills is the resistance of residents to evacuate the building in the event of a drill. Resident assistants and other staff must take responsibility for the complete and orderly evacuation of the building. Education and awareness are key components to an effective fire evacuation program. Directional signs in hallways and in each dorm room will help student to become more fully aware of their options. 39 CRISIS MANAGEMENT MANUAL Policy Chapter: Situational Procedures Date Revised: 01/11 Policy Title: Page Number: 3 of 4 University Crisis Management Fire Drills Special consideration must be given to handicapped students with regard to fire safety in residence halls. To be most effective, handicapped students should be required to evacuate the building during a fire drill regardless of their location in the building. Preplanning is key for the handicapped person because his/her own familiarity with the buildings, exists, and the safest methods of egress is vital. First responders should preplan by having designated individuals assigned to evacuate handicapped persons requiring assistance. The handicapped person should also seek out buddies to assist in the evacuation and should explain all instructions beforehand. No-one should be left behind during a fire drill or fire condition. To facilitate evacuation, handicapped persons should be assigned to rooms on ground or egress level whenever possible. Rooms should be identified on the outside of the building with a distinctly coded sign to advise the fire department without distinguishing the student. If evacuation of a handicapped person is not possible, he/she should return to the room, close the door or proceed to the nearest stairwell if possible and wait for the fire department rescue. For this reason, each dorm should have a list of all handicapped students and their room location on file with the fire department. On each floor of the facility, the resident staff should proceed down the hall knocking loudly on each door as he/she passes. Staff should not unlock each door as this is time consuming and may result in danger to the staff person. C. Assembly Occupancies – Student Center Because actual fire drills are not practical for places of non-continuous assembly where the students or public body changes with each program, employees or attendants of such places should be schooled in the duties they are to perform in case of fire in order to be of greatest service in effecting an orderly exit. An adequate number of competent attendants must be on duty when assembly occupancy is used. Attendants should be instructed in the proper use of portable fire extinguishers and other manual fire suppression equipment if provided. Signs with directions for speedy and orderly egress should be posted. 40 CRISIS MANAGEMENT MANUAL Policy Chapter: Situational Procedures Date Revised: 01/11 Policy Title: Page Number: 4 of 4 University Crisis Management Fire Drill Checklist FIRE DRILL CHECKLIST In the event of a fire, pull the fire alarm. The integrated fire alarm system is for use only in the event of a fire and should NOT be used to evacuate the building for any other emergency. IMMEDIATELY: Remind students which exit to take as noted in each classroom, regardless of where they are parked. Tell them to put on coats and to pick up purses/keys. Leave all books, notebooks, etc. in the classroom. Tell all students they MUST move to an area 300 feet from the building. You are to take a roster or safety sign-in sheet and a pen/pencil with you. Close all classroom windows. Turn off lights. Close all classroom doors. ONCE OUTDOORS: Announce that class is NOT cancelled automatically – notification of official cancellation of class will be announced by campus personnel. Ask students to inform you if they select to leave and take note of all who leave the premises. Confirm through a roster or safety sign-in sheet that all students who were present that day are out of the building. You will be asked by Fire officials to verify this. Do not reenter the building until permission is granted by those having authority. 41 CRISIS MANAGEMENT MANUAL Policy Chapter: Situational Procedures Date Revised: 7/09 Policy Title: Page Number: 1 of 1 University Crisis Management Fire Response - Disabilities EVACUATION OF PERSONS WITH DISABILITIES When emergency evacuation from a building becomes necessary, special attention must be paid to the safety of persons with disabilities. Good planning is the best defense against unnecessary accidents and confusion. Some people with disabilities may not need help while others may. This is why it is imperative that you ask the person if there is any way you can be of assistance. Any campus building may have an employee, student or visitor who is a person with disabilities. The three most encountered are visual, aural, and mobility. Visibility – Visually impaired persons may need guidance to the primary exit or to a secondary exit. Aural – Aurally impaired individuals may not realize the alarm is sounding. Mobility – Evacuation between floors can be difficult. Do not use elevators during emergencies. If persons with disabilities are frequently present in your office, classroom, or residence hall, discuss evacuation plans with them. Travel with them over possible exit routes, identify potential obstacles and ask their opinions. Mobility impaired persons should be evacuated by untrained personnel only when the situation is life threatening. If it is determined that there is no immediate danger, consider remaining where you are and immediately inform a member of the crisis management team or those responsible for security services. In life-threatening situation where immediate evacuation is necessary, always ask the person if you can help! Then, personally assist the person with a disability down the stairs. Some crutch and cane users may be able to use the stairs, others may not. Ask them how they want your help. Wheelchair users should be carried in their chair only when at least two strong people are available who can control the chair. Communicate with people who are deaf or who have hearing impairments. When possible, arrange emergency signals in advance. Keep verbal messages short. Visual props, such as cards or notes can be used to communicate. Immediately tell them what is happening and keep them informed of the situation. 42 CRISIS MANAGEMENT MANUAL Policy Chapter: Situational Procedures Date Revised: 7/09 Policy Title: Page Number: 1 of 1 University Crisis Management Fire Response - Disabilities 43 CRISIS MANAGEMENT MANUAL Policy Chapter: Situational Procedures Date Revised: 7/09 Policy Title: Page Number: 1 of 1 University Crisis Management Flood Response FLOOD RESPONSE Take immediate steps to ensure the safety of the people in the building. Attempt to contain the flood and limit the affected area. This may involve shutting off the water main. Contact the Director of Facilities for further instructions on how to proceed. Major flood issues will be handled by our insurance company. Once the source of the flood has been determined and terminated. The insurance company will provide a restoration company for cleanup. One of the following two people needs to be contacted for this information: Linda Miller, CIC, LIC Area Vice President Arthur J. Gallagher & Co. of Michigan, Inc. 161 Ottawa NW, Suite 112 Grand Rapids, MI 49503 Phone: 616-233-0922 Fax: 616-233-0923 Linda_Miller@ajg.com Janet Manning, Claims Manager Arthur J. Gallagher Risk Management Services, Inc. 22930 9 Mile Road St. Clairs Shores, MI 48080 Phone: 586-774-5415 Ext. 238 Fax: 586-779-6769 Janet_Manning@ajg.com AUTHORIZED FLOOD RESPONSE CONTRACTOR IS AS FOLLOWS: Ameri Pro Restoration 1-888-222-1245 www.ameri-pro.com FIRE, WATER, AND MOLD DAMAGE 44 CRISIS MANAGEMENT MANUAL Policy Chapter: Situational Procedures Date Revised: 7/09 Policy Title: Page Number: 1 of 1 University Crisis Management Hazardous Materials HAZARDOUS MATERIALS If there is a hazardous materials spill anywhere on location the following steps should be immediately taken. Contact security services, facility staff, or a member of the Crisis Management team. They will take over coordinating the remainder of the emergency response. The scene should be immediately secured by not allowing people into the hazardous area. This includes any rescue attempts, anyone unable to remove themselves from the affected area will have to wait until the situation has been fully assessed and emergency personnel have arrived. If there is anyone in such a state immediately contact 911 and notify them of the situation. Isolate the area and take steps to ensure the safety of people as well as the environment with the priority being in that order. Attempt to identify the hazardous materials using any placards visible from a safe distances, MSDS sheets found in the security services office, or shipping documents that may be available. Assess the Situation. If the spill warrants it, contact emergency services to take over the scene. If not contact the Director of Security Services and/or the Director for Facilities and ask for instructions on how to proceed. There may be the need to shut down the HVAC systems if there is a chemical spill on the highway and a chemical cloud is approaching the campus. There will always be a facility or security personal available to shutdown HVAC units if necessary. 45 CRISIS MANAGEMENT MANUAL Policy Chapter: Situational Procedures Date Revised: 01/11 Policy Title: Page Number: 1 of 1 University Crisis Management Illegal Activities ILLEGAL ACTIVITIES Contact those responsible for Security Services. During the day, go to the front office to report a crime and to complete an incident report. At night, the report can be given to the security services officer. If immediate danger exists, call 911. Try to remember information regarding suspects, vehicle descriptions, and direction of travel. Each situation will be documented and investigated by the University and/or local law enforcement. INCIDENT REPORTING OF ILLEGAL ACTIVITIES If you are a victim of or a witness to any criminal activity, contact those responsible for Security Services and they will assist in documenting the situation and contacting the police department. During the day, go to the front office to report a crime and to complete an incident report. At night, the report can be given to the security services officer. DO NOT attempt to handle the situation alone. If immediate danger exists, call 911. 46 CRISIS MANAGEMENT MANUAL Policy Chapter: Situational Procedures Date Revised: 7/09 Policy Title: Page Number: 1 of 1 University Crisis Management Injury Reporting INCIDENTS RESULTING IN EMPLOYEE INJURIES If someone is injured as a result of an incident notify Security Services. Do NOT move the injured person unless absolutely necessary. Send someone else to call 911 and to give information regarding the medical emergency. Do NOT attempt first aid unless you are trained to do so. Do NOT offer to pay medical expenses, admit responsibility, or mention insurance. Do NOT apologize for the accident, argue the cause, or reprimand anyone. Do NOT offer to transport the injured person! A MICHIGAN EMPLOYER’S FORM MUST BE FILLED OUT WHEN AN EMPLOYEE IS INJURED. 47 CRISIS MANAGEMENT MANUAL Policy Chapter: Situational Procedures Date Revised: 7/09 Policy Title: Page Number: 1 of 1 University Crisis Management Media Call Form MEDIA CALL LOG If media call your location and you cannot transfer the call to a crisis communications team member as noted, obtain the following information and Fax the sheet to 616.732.1179, or relay the information to the crisis communications team by phone. Date: _________________________ Time: _____________________ Caller’s name: _________________________ Caller’s phone number: _______________ Media organization name: _____________________ Location: ____________________ Deadline (if given): _________________ Your name: __________________________ Work Number: _________________ Cell Number: _________________ Other Number: _________________ If you answer a media call and cannot immediately transfer the call per the chart, complete the “media call log,” tell the caller someone will respond to them as soon as possible and forward the log sheet to the first available crisis communications team member. You may copy the sheet attached and FAX completed sheets to the crisis communications team at: 616.732.1179 or if there is a power outage, relay the information from the “media call log” to the crisis communications team by cell phone. Action/information requested: ________________________________________________ __________________________________________________________________________ Reporter’s specific questions: ________________________________________________ __________________________________________________________________________ __________________________________________________________________________ What reporter was told: _____________________________________________________ __________________________________________________________________________ _________________________________________________________________________________ ____________________________________________________________________ 48 CRISIS MANAGEMENT MANUAL Policy Chapter: Situational Procedures Date Revised: 01/11 Policy Title: Page Number: 1 of 7 University Crisis Management Severe Weather SEVERE WEATHER – Class Cancellation/Campus Closing Policy Severe winter weather may come in many forms consisting of snow, ice, and wind. Generally, each one individually does not result in the cancellation of classes but occasionally the severe combination of all three may cancel classes or possibly close a campus. Our students are being trained to work in our communities. Businesses rarely close due to weather related issues. Davenport will rarely close or cancel classes. DECISION PROCESS The recommendation to cancel classes or the closing of a campus will be made by the highest ranking student services and academic leadership member for a specific campus. Information regarding the conditions of the weather can generally be determined by contacting facilities and security who may be on site. Use of the internet is also encouraged for weather information (www.weather.com). There is an expectation that the recommendation would be made with help from others. In the chart below you can find criteria that can be used to make this recommendation. These criteria will be used to explain to faculty, staff, and students why classes were canceled. This information will also be tracked by the V.P. of Risk Management to help obtain an understanding under what conditions classes are generally canceled so decisions can become easier in the future. DESCRIPTION Current Length of Storm Additional Anticipated Length of Storm Strength of Wind Visibility Wind Chill Current Snowfall Future Anticipated Snowfall Ice Coverage Area College/Universities Closed Roads closed by State Police EXAMPLE Information can be found on internet 4 or More Hours 4 or More Hours 21 or More 0.25 Mile -30 8 or Above 4 or Above Any Ice Yes Yes Feel free to use www.weather .com A request to cancel classes will be given to the V.P of Risk Management by the highest ranking Student Services person of a specific campus. This request will contain details related to the above chart. The V.P. of Risk Management will contact the Executive V.P. of Finance by 5:30 am with bullet points about the weather conditions of the effected campus. The Executive V.P. of Finance will contact the President for final approval. The process to close a location will be the same as above, however the E.V.P for Organizational Development and the V.P. of Risk Management must concur with the decision to close a campus before the E.V.P. of Finance is contacted. 49 CRISIS MANAGEMENT MANUAL Policy Chapter: Situational Procedures Date Revised: 01/11 Policy Title: Page Number: 2 of 7 University Crisis Management Once approval has been obtained for classes to be canceled at a specific campus, the V.P of Risk Management will: 1. Initiate the DU-Alert as early as 5:30 am. DU-Alert will contain the following information: a. b. c. d. Severe Weather Closed building vs. Canceled classes Day vs. evening classes Who should report to work What events need to be canceled 2. Notify University Communication so the proper information can be placed on our website and be sent to Faculty and staff by email. Contact Rick Jensen first at 616-706-2608, and Von Franklin at 616-481-3083. It will be the responsibility of communications to post the appropriate communication on the website. 3. Notify the appropriate Director of Student Services so information can be relayed to specific campus personnel. 4. Call CSC at 8:00 am to inform them of weather issues. It will be the responsibility of CSC to be notified of issues through DU-Alert prior to 8:00 am. 1212 Extension 1-800-322-3984 5. Contact Malachi Hooser of the Call Center about the weather issues. 616-308-9232 Cell 616-554-5386 Office Location Student Services’ leadership will be responsible to: 1. 2. Notify the appropriate TV and radio stations Update the Emergency Hotline QUESTIONS AND COMPLAINTS Questions and complaints from faculty, staff, or students regarding the decision to cancel classes or close a location should be sent to the V.P. of Risk Management. TIME OF DECISIONS Morning cancellations will be announced by 6 am. Afternoon cancellations will be announced by 10 am. Evening class cancellations will be announced by 3 pm. 50 CRISIS MANAGEMENT MANUAL Policy Chapter: Situational Procedures Date Revised: 01/11 Policy Title: Page Number: 3 of 7 University Crisis Management Severe Weather DU Campus Closing Line Main Menu Greeting YOU HAVE REACHED THE DAVENPORT UNIVERSITY CAMPUS CLOSING LINE. IF YOU KNOW YOUR TWO DIGIT CAMPUS IDENTIFICATION NUMBER YOU MAY DIAL IT AT ANY TIME DURING THIS MESSAGE. FOR FULTON DIAL 01. FOR LANSING DIAL 03. FOR KALAMAZOO DIAL 04. FOR MIDLAND DIAL 05. FOR BATTLE CREEK DIAL 08. FOR HOLLAND DIAL 09. FOR FLINT DIAL 10. FOR SAGINAW DIAL 11. FOR WARREN DIAL 12. FOR ALMA DIAL 15. FOR CARO DIAL 16. FOR GAYLORD DIAL 19. FOR TRAVERSE CITY DIAL 20. FOR LETTINGA DIAL 33. OR FOR LIVONIA DIAL 35. TO LISTEN TO THIS MESSAGE AGAIN TOUCH THE * KEY. Suggested Message for the Individual Campuses <CAMPUS NAME>: CLASSES ARE IN SESSION AS SCHEDULED. Example: LETTINGA CAMPUS CLASSES ARE IN SESSION AS SCHEDULED. To change a message: 1. Dial 7002 for voice item maintenance 2. Dial the application ID for the message you’d like to change 3. Dial the password for the application 4. Dial 2 to review the current recording 5. Listen to the recording to make sure you are changing the correct one 6. Dial 5 to begin recording 7. Say the message you’d like callers to hear 8. Dial # to end recording 9. Dial 2 to review the recording 51 CRISIS MANAGEMENT MANUAL Policy Chapter: Situational Procedures Date Revised: 01/11 Policy Title: Page Number: 4 of 7 University Crisis Management Severe Weather CHECKLIST Student Services Representative Student Services and Academic Leadership decide to make a recommendation on classes being canceled or the building closed. Decision will be assisted by facilities and/or security that may be on site. Decision to cancel class will be made for the morning by 5 am and announcement will go out at 6 am. Decision to cancel class will be made for the afternoon by 9:30 am and the announcement will go out by 10 am. Decision to cancel class will be made for the evening by 2:30 pm and the announcement will go out by 3:00 pm. Student Services representative will call V.P. of Risk Management with cancelation of classes or closing of a campus using the appropriate statistics found at www.weather.com. Student Services representative will put a message on the emergency hotline and remember to update it as necessary. Student Service representative will contact local TV and radio stations. Student Service representative will activate their call tree as appropriate. V.P. of Risk Management V.P. of Risk Management will contact appropriate Executive Vice Presidents who will then obtain permission from the president. V.P. of Risk Management will contact specific Director’s of Student Services to report the decision. DU-Alert will be activated to the affected campuses. Contact Communications Contact Web site administration Contact CSC Contact Call Center 52 CRISIS MANAGEMENT MANUAL Policy Chapter: Situational Procedures Date Revised: 01/11 Policy Title: Page Number: 5 of 7 University Crisis Management Severe Weather EXAMPLE OF A BLIZZARD WARNING URGENT - WINTER WEATHER MESSAGE NATIONAL WEATHER SERVICE GRAND RAPIDS MI 428 AM EST THU DEC 10 2009 MUSKEGON-OTTAWA-KENT-ALLEGAN-BARRY-VAN BUREN-KALAMAZOOINCLUDING THE CITIES OF...MUSKEGON...JENISON...GRAND RAPIDS... HOLLAND...HASTINGS...SOUTH HAVEN...KALAMAZOO 428 AM EST THU DEC 10 2009 BLIZZARD WARNING REMAINS IN EFFECT UNTIL 4 PM EST THIS AFTERNOON... HAZARDOUS WEATHER... * SNOW SHOWERS WILL CONTINUE TO INTENSIFY EARLY THIS MORNING. 2 TO 4 INCHES OF SNOW ACCUMULATION CAN BE EXPECTED...ALTHOUGH LOCALLY HIGHER AMOUNTS ARE POSSIBLE. * WEST WINDS OF 20 TO 30 MPH WILL GUST UP TO 40 MPH. THESE WINDS WILL CAUSE CONSIDERABLE BLOWING AND DRIFTING OF SNOW. VISIBILITIES WILL FREQUENTLY BE REDUCED TO NEAR ZERO AT TIMES THROUGH THIS AFTERNOON. * GUSTY WINDS ALONG WITH RAPIDLY FALLING TEMPERATURES WILL PRODUCE SUB ZERO WIND CHILLS. IMPACTS... * TRAVEL WILL BE SEVERELY IMPACTED WITH SNOW... BLOWING SNOW...AND BITTER COLD WIND CHILLS. BLIZZARD CONDITIONS ARE EXPECTED THROUGHOUT MUCH OF THE DAY... ESPECIALLY ALONG U.S. HIGHWAY 131. * POWER OUTAGES WILL BE POSSIBLE DUE TO THE STRONG GUSTY WINDS. PRECAUTIONARY/PREPAREDNESS ACTIONS... * IT WOULD BE BEST NOT TO TRAVEL TODAY. * IF YOU MUST TRAVEL...KEEP AN EXTRA FLASHLIGHT...FOOD...AND WATER IN YOUR VEHICLE IN CASE OF AN EMERGENCY. 53 CRISIS MANAGEMENT MANUAL Policy Chapter: Situational Procedures Date Revised: 01/11 Policy Title: Page Number: 6 of 7 University Crisis Management Severe Weather EXAMPLE OF HOLLAND AT WWW.WEATHER.COM Right Now Next 36 Hours Today Tonight Tomorrow Light Snow Snow Snow Shower AM Snow Showers 30°F 32° 27° 33° Feels Like: 21° High Low High Past 24-hr: Precip: 0.29 in (est.) Snow: 2.9 in (est.) Chance of Precip: 80% Chance of Precip: 80% Chance of Precip: 60% Wind: From W at 12mph Wind: W at 18 mph Wind: W at 17 mph Wind: W at 14 mph Humidity: 69% 64% 62% 62% 1 - Low -- 1 - Low Dew Point:23° Pressure: 29.80 in Visibility: 1.0 mi UV Index: 0 - Low 54 CRISIS MANAGEMENT MANUAL Policy Chapter: Situational Procedures Date Revised: 01/11 Policy Title: Page Number: 7 of 7 University Crisis Management Severe Weather CONTINUED EXAMPLE OF HOLLAND AT WWW.WEATHER.COM Daylight Remaining: 6 hrs 1 min Sunrise: 7:55 am Sunset: 5:12 pm Sunrise: 7:56 am Through 5pm: A steady snow will continue to fall through late afternoon. Cloudy and windy. Temperatures reaching the low 30s. Winds W at 15 to 20 mph. Chance of snow 80%. Additional snowfall of 1 to 2 inches through 4:30pm. Snow showers early, with a steadier snow developing late. Colder. Temps nearly steady around 30. Winds W at 15 to 25 mph. Chance of snow 80%. 1 to 3 inches of snow expected. Variably cloudy with snow showers. Low 27F. Winds W at 15 to 25 mph. Chance of snow 80%. Snow accumulating 1 to 2 inches. Mainly cloudy with snow showers around in the morning. High 33F. Winds W at 10 to 20 mph. Chance of snow 60%. Snow accumulations less than one inch. 55 CRISIS MANAGEMENT MANUAL Policy Chapter: Situational Procedures Date Revised: 01/11 Policy Title: Page Number: 1 of 2 University Crisis Management Severe Weather CLASS CANCELLATIONS PROCEDURES DAVENPORT UNIVERSITY Greater Grand Rapids – Holland and Lettinga CLASS CANCELLATIONS PROCEDURES NOTE: All staff are to report to work as long as they are not endangering themselves in the process. The Director of Security Services will input information for all campuses in the GRAIL WEB system and at www.cancellations.com. 1. 2. When closings occur, the Director of Security Services or his alternate will input closing data to the GRAIL WEB site which will result in local media announcements. Day Classes – Weekdays (Monday through Friday), the Director of Security Services, or alternate, will check on weather and road conditions should weather become severe. a. b. When day classes (prior to 4:00 p.m. start) need to be canceled, the Director of Security Services will contact one of the following, in the order list i. The ED of Student Services (Lettinga) Tom Woods (517) 230-9834 (cell) ii. The ED of Academic Services (Lettinga) Joy Harrison (Lettinga) (616) 301-2175 (home), (616) 283-2910 (cell) iii. The Director of Student Services (Holland) Linda Sievert (616) 942-7735 (home), (616)745-3030 (cell) c. The EDs will inform: i. The Lettinga Asst Directors: Don Fowler (269) 383-5626 (home), (269) 598-7546 (cell) Nygil Likely (616) 724-4206 (home), (616) 717-8243 (cell) ii. The Holland Director of Student Services Linda Sievert (616) 942-7735 (home), (616)745-3030 (cell) iii. The Dir. of Security Services Bill McCurdy (708) 417-5979 who will access www.grailweb.com and TV-13 (616) 785-1313 to input the West Michigan locations (s) being closed and for how long. These decisions will be broadcast by 6:00 a.m. 3. Evening Classes – Weekdays (Monday through Friday), the ED’s (see 2b i, ii, and iii above) and the Director of Security Services will decide on cancellations for classes starting after 4:00 p.m. The Director of Security Services will access www.grailweb.com and TV-13 (616) 785-1313 to input exactly which locations (s) are being closed and for how long. 56 CRISIS MANAGEMENT MANUAL Policy Chapter: Situational Procedures Date Revised: 01/11 Policy Title: Page Number: 2 of 2 University Crisis Management 4. Severe Weather Weekend Classes – The Security Services Officer on duty will contact 1) the Director of Security Services, 2) the ED of Student Services, 3) the D for Holland, or 4) ED for Academic Services at Lettinga (See 2 a and b above). The individual contacted will: a. b. c. Make the decision to close Lettinga and Holland locations. Relay decision to the Director of Security Services who will access www.grailweb.com and TV-13 (616) 785-1313 to input exactly which locations (s) are being closed and for how long. Contact the EDs and D (see 2a and b above) to tell them of the closings. Saturday classes will be canceled by 6:00 a.m. Sunday classes will be canceled by 8:00 a.m. 5. Phone Messages – During any of the seven days of the week, the Director of Security Services or designee will contact Lettinga a. Kirsten Scott (616) 554-5311 and/or (616) 891-7623, or b. Sally Kuipers (616)742-2070 and/or h(616)452-2349 or c(616)560-7478 Holland c. Rhonda Prins at 616-218-9896 or 616-395-4608 to change the message on the switchboards notifying incoming callers that classes have been canceled. The switchboards will carry the specific message as long as appropriate. 6. OTHER THAN WEATHER RELATED CLOSINGS – Closings for other reasons will be determined by the campus/location leader with notification to the ED and Director of Security Services for posting to GRAIL. Here are some guidelines: a. b. Electrical, Gas Leak, Water – two hour delay, unless need for longer closing is obvious. Illness – if over 40% of staff and students are ill, location should close for two days. Contact numbers can be found on the “Location Communication Tree” procedure located in this document. Davenport University Connect Hotline Number is 1-800-525-8282 57 CRISIS MANAGEMENT MANUAL Policy Chapter: Situational Procedures Date Revised: 01/11 Policy Title: Page Number: 1 of 4 University Crisis Management Tornado Drills TORNADO DRILLS Purpose The purpose of tornado drills is to provide shelter for the campus community during a tornado warning. In these cases, faculty, staff and students should not evacuate the building, since this may cause injury. During a tornado warning you have only a short time to find shelter. Advance planning and a quick response are the keys to surviving this type of inclement weather. The University values the safety of each individual and expects that people will take responsibility for safeguarding their welfare. Regulation Effective March 30, 1998 House Bill 5237 amended the Michigan Fire Prevention Cote, Act 207, P.A. 1941, as amended, Section 19 to require Tornado Drills in Schools. The new requirement applies to all schools, including state supported schools, colleges, universities and school dormitories. Sec. 19 (3) now requires a minimum of 2 tornado safety drills for each school year at the schools and facilities …... These drills are for the purpose of preventing hazards and injuries in the event of severe weather. Responsibility Responsibility for the planning and conduct of drills shall be assigned by campus risk management to competent persons qualified to exercise leadership. A written record of all drills conducted should be maintained including a critique of the event. This record should be maintained by risk management. General Guidelines Drills shall include suitable procedures to make sure that all persons in the building, or all persons subject to the drill, actually participate. If a tornado drill is considered merely as a routine exercise from which some persons may be excused, there is a grave danger that in an actual tornado, the drill will fail in its intended purpose. All drills should be pre-planned and preannounced. Definitions Severe Weather: Tornado: Watch: Warning: Includes thunder, lightening, hail, wind, and heavy rains A violently rotating column of air in contact with the ground. Indicates that conditions are favorable for a particular type of weather to occur. Indicates that a particular type of weather is or will soon be occurring 58 CRISIS MANAGEMENT MANUAL Policy Chapter: Situational Procedures Date Revised: 01/11 Policy Title: Page Number: 2 of 4 University Crisis Management Tornado Drills Specified Occupancies Educational Occupancies – Academic and Administrative Buildings. All educational buildings on campus must hold two sets of tornado drills, one in the spring and one in the Fall, preferably during the first four weeks of the semester. Faculty and staff shall work in cooperation with risk management in scheduling drills before the semester begins. A “set” can be defined as a tornado drill during the day and one in the evening in order to involve as many staff and students as possible. Locations of tornado shelters are to be conspicuously posted in each classroom, and hallway to provide the necessary information and ensure orderly movement through the building. Signs should also specify that elevators must not be used to exit during a tornado drill. Faculty and staff must be familiar with the tornado shelter locations and will assist students to these shelters. Handicapped students should inform faculty or staff at the start of the semester of any special requirements with respect to procedures that will best facilitate those students. Residential Occupancies Residential facilities demonstrate the greatest need for adequate and effective tornado shelter awareness due to the potential loss of life. Tornado drills in residence halls must be performed twice each year, one in the spring and Fall. A major concern in residence hall tornado drills is the resistance of residents to go to the designated tornado shelters. Resident assistants and other staff must take responsibility for the complete and orderly movement of the students through the building. Education and awareness are key components to an effective tornado drill program. Location of shelter in each apartment will help student to become more fully aware. Special consideration must be given to handicapped students with regard to tornado drills in residence halls. To be most effective, handicapped students should be required to move to tornado shelters during a tornado drill regardless of their location in the building. Preplanning is key for the handicapped person because his/her own familiarity with the tornado shelter locations, and the safest methods of egress is vital. The handicapped person should also seek out buddies to assist. On each floor of the facility, the resident staff should proceed down the hall knocking loudly on each door as he/she passes. Staff should not unlock each door as this is time consuming and may result in danger to the staff person. Assembly Occupancies – Student Center Because actual tornado drills are not practical for places of non-continuous assembly where the students or public body changes with each program, employees or attendants of such places should be schooled in the 59 duties they are to perform in case of a tornado drill. An adequate number of competent attendants must be on duty when assembly occupancy is used. Signs with directions for speedy and orderly egress should be posted. CRISIS MANAGEMENT MANUAL Policy Chapter: Situational Procedures Date Revised: 01/11 Policy Title: Page Number: 3 of 4 University Crisis Management Tornado Drill Checklist TORNADO DRILL CHECKLIST INDOORS 1. Information about severe weather will be given to the campus community if known in advance. 2. A Tornado Watch is the time to review emergency action plans and determine the nearest tornado shelter. 3. Tornado shelter plans will be posted in each classroom. 4. During a tornado watch one person will be designated to monitor the weather by computer or weather radio. 5. When the community siren is activated or information is obtained through computer monitoring, faculty and staff will move students to the appropriate tornado shelters. 6. DU-Alert will be activated for the individual campus that has the tornado warning. The following are the individuals who can access DU-Alert: Duane Terpstra Office Cell Home Matthew Miller Office Cell 586-620-4050 616-780-6346 Shallan Spielmaker Office Cell 616-732-1155 616-581-5295 616-786-0293 517-367-8211 616-581-1453 Nathan Schumacher Office Cell 586-620-4054 586-201-8099 7. There will be monitoring equipment in a designated shelter to determine the completion of the warning. 8. Do not use elevators and stay away from windows. 60 CRISIS MANAGEMENT MANUAL Policy Chapter: Situational Procedures Date Revised: 01/11 Policy Title: Page Number: 4 of 4 University Crisis Management Tornado Drill Checklist OUTDOORS 1. Seek indoor shelter if possible. 2. Parked motor vehicles are unsafe. Seek indoor shelter. 3. If an indoor shelter is not available and there is not time for escape, lie flat in a ditch or low spot. TORNADO SHELTER LOCATIONS CAN BE FOUND IN APENDIX E 61 CRISIS MANAGEMENT MANUAL Policy Chapter: Situational Procedures Date Revised: 7/09 Policy Title: Page Number: 1 of 1 University Crisis Management Tornado Shelters TORNADO SHELTER AREA ACADEMIC BUILDING 62 CRISIS MANAGEMENT MANUAL Policy Chapter: Situational Procedures Date Revised: 7/09 Policy Title: Page Number: 1 of 2 University Crisis Management Stalking STALKING/THREATS/HARRASSMENT IF OCCURRING ON CAMPUS: Contact those individuals who are responsible for security services or your student services representative. They will evaluate the situation and contact police authorities if necessary. If fear of bodily harm exists, call the Police Department at 911 and then locate security services personnel. If you receive a “Personal Protection Order” or PPO from the court, provide a copy of the order to the office of Security Services. IF OCCURRING OFF CAMPUS: Contact the police at 911 followed by security services personnel. Copies of Personal Protection Orders are kept on file. These documents should be updated as necessary and will be shared with location personnel on a need to know basis. As with any incident on location, an incident report should be filled out and kept on file for future reference. The next page is an example of the information that can be given to those at a location in order to assist in identifying the individual responsible. This information, upon approval of the victim, can be kept at a main entrance desk, welcome center, or other location where staff may meet people as they enter the building. Stalking is a willful course of conduct involving repeated or continuing harassment of another individual that would cause a reasonable person to feel terrorized, frightened, intimidated, threatened, harassed, or molested, and that actually causes the victim to feel terrorized, frightened, intimidated, threatened, harassed, or molested. 750.411h 63 CRISIS MANAGEMENT MANUAL Policy Chapter: Situational Procedures Date Revised: 7/09 Policy Title: Page Number: 2 of 2 University Crisis Management Stalking 64 CRISIS MANAGEMENT MANUAL Policy Chapter: Situational Procedures Date Revised: 9/09 Policy Title: Page Number: 1 of 1 University Crisis Management Suicidal Remarks SUICIDAL REMARKS With the diverse student body with varying age groups and backgrounds the potential exists for suicidal tendencies among students who are attending classes. It is critical that our staff respond to these individuals correctly and with care to ensure that the safety of our student body is preserved and that the individual is properly cared for. When confronted with a student who is making suicidal remarks you should contact a security services or a student services representative as soon as possible. Security Services personnel, with help from Student Services, will coordinate any further response. It is important to isolate this student from the rest of the student population and keep them under watch throughout the entire incident. At no time should a student who has made such statements be left alone. Every effort should be made to keep them on location. If the individual insists on leaving inform them that you believe this to be unwise but allow them to leave if they insist. If the student does leave, contact the Police Department to inform them of the situation. Attempt to give the police a description of both the person and the vehicle they are driving as well as contact information if available. Ask the student if there is a mental health professional that they have been seeing and ask if they have the contact number for that person. If they do, have them contact that individual. Ask the student if there is a family member or friend that can transport him/her off site. A DU employee should only willingly allow a suicidal student to leave if there is a third party present to transport them. Under no circumstances should the student be allowed to leave on their own, even if they state that they are feeling better, without some resistance from the University employee. 65 CRISIS MANAGEMENT MANUAL Policy Chapter: Situational Procedures Date Revised: 01/11 Policy Title: Page Number: 1 of 1 University Crisis Management Suicidal Attempt SUICIDE ATTEMPT Student Suicide Protocol: All Campuses (Non-Housing) 1st Staff Responder First Steps (Immediately) When you enter the room or vehicle: Is the area safe? Check for vital signs Call 911/Security Services/Student Services based on the resources available Gather information Identify student if possible Identify method of suicide if possible Are you able to contain the area? Yes/Yes with assistance/No Determine how many students, if any, are aware/impacted by the situation and who they are Contact ED of Student Affairs (Paul Ballard) or ED of Security Services (Matt Miller) or VP of Risk Management (Terpstra) and inform with what you know Name of Student Method of suicide What you know about the student? (Team, clubs, friends, etc) If area is contained or does it need to be contained How many students are immediately affected and who they are What location will the affected students be quarantined If security or police have arrived, your focus is the affected students Quarantine affected students in a separate area Discuss with them that someone from the University will be contacting the student’s family and for them not to refrain from contacting the family out of respect and care for them until a trained professional contacts them Determine if the student’s circle of friends is complete or if others need to be quarantined temporarily Comfort the students as best you can, and assess individual’s risk levels Remain with the students until a trained counselor arrives 1st Professional Staff Responder Next Steps (1 to 24hrs) Create incident report Relocate displaced classes if needed Check in and identify additional students or staff that require mental/emotional support 1st Professional Staff Responder Final Steps (24-48 hrs) Check in and identify additional students or staff that require mental/emotional support 66 CRISIS MANAGEMENT MANUAL Aid in gathering the deceased individual’s personal belongings, if necessary Policy Chapter: Situational Procedures Date Revised: 01/11 Policy Title: Page Number: 1 of 2 University Crisis Management Missing Student Missing Student Protocol (Not process for Study Abroad Missing Student) A campus is contacted by a person requesting information on a student that the caller assumes is missing. This person is worried because they have not been contacted by the student for an unusual length of time. You explain to the caller that you cannot give out specific information about a student, but would be willing to work with the police if they would report the issue. Once you disconnect from the caller, you take the following steps. Contact ED of Student Affairs (Paul Ballard) or ED of Security (Matt Miller) or VP of Risk Management (Terpstra) Student Services or Security Services Contact the person responsible for investigations on your campus. This may be Security Services or Student Services depending on the resources on the campus. Contact the caller and ask the below question. Determine relationship to student Why do you think they are missing? Date, time, location the student was last seen General routine of student (Close circle of friends) Student’s cell number Does the student have a Social Media account Make, model, color, and license plate of vehicle Have they filed a missing persons report? Is there any medical or emotional condition we should be aware of? Establish a timetable where you will contact them again General Investigative Steps: Call and text the student Send the student an Email Check with instructors on attendance of student (w/ photo) Check emergency information in Banner Check SPACMNT for comments and FERPA waivers Go to student’s classroom Check card access and dining swipes (if applicable) Check social networking sites Contact known Friends/Classmates fill in any information gaps from that caller did not know Check for student car in parking lot Contact CSC for last log in Check the websites to see if student has been arrested ex. https://www.accesskent.com/InmateLookup/ 67 CRISIS MANAGEMENT MANUAL Policy Chapter: Situational Procedures Date Revised: 01/11 Policy Title: Page Number: 2 of 2 University Crisis Management Missing Student Missing Student Protocol (Not process for Study Abroad Missing Student) If proof of life has been established or check list has been completed Contact ED of Student Affairs (Paul Ballard) or ED of Security (Matt Miller) or VP of Risk Management (Terpstra). If student is found: Have them contact the person that called (if applicable) with University personnel present If student does not want the person to know where they are, have them meet with EDSA Paul Ballard ED of SA will make contact with the caller and give them FERPA based info If student is hospitalized or unable to return to school initiate protocol for medical withdrawal If student is not found Student Affairs will call emergency contact number Student Affairs will follow up with caller 68 CRISIS MANAGEMENT MANUAL Policy Chapter: Situational Procedures Date Revised: 9/09 Policy Title: Page Number: 1 of 2 University Crisis Management Utility Failure UTILITY FAILURE ELECTRICAL FAILURE All individuals should remain where they are. Those responsible for Security Services will assist with building evacuation if necessary. During the day, the front office will be responsible assisting in building evacuation. In the evening, the Security Services will assist as necessary. Those responsible for Security Services will notify Consumers Power. During the day, the front office will call Consumers. During the evening the contract officer will make the call. If the power comes back on in a short time (two hours or less) operations will resume. If the power remains off for longer than two hours campus leadership will make a decision on whether or not to close the campus. GAS LINE BREAK OR LEAK Report the break or leak to the front office or Security Services. Those responsible for Security Services will clear the immediate area and evacuate the building if needed. DO NOT turn off radios, lights, computers or other office equipment. Those responsible for Security Services will contact the utility company. WATER MAIN BREAK Those responsible for Security Services or facilities will contact the Water Department. All employees and students should be notified that the restroom facilities will not be available. 69 CRISIS MANAGEMENT MANUAL Policy Chapter: Situational Procedures Date Revised: 7/09 Policy Title: Page Number: 2 of 2 University Crisis Management Utility Failure 70 CRISIS MANAGEMENT MANUAL Policy Chapter: Updating Process Date Revised: 7/09 Policy Title: Page Number: 1 of 1 University Crisis Management Post Incident Debriefing POST INCIDENT DEBRIEFING Once the incident is over, a debriefing should take place with those who were involved. The purpose of this process is to improve our reaction to future incidents. The following is a general list of questions that can be asked. Type of Incident: Date of Incident: Time of Incident: Initial notification received by: Was the V.P. of Risk Management notified soon after the event? Were the appropriate people notified of the situation? Was there good communication with the Risk Management Team? Was there good communication with the local Crisis Management Team? Was there appropriate communication with Cabinet Members? Was there appropriate communication with Faculty, Staff, and Students? What changes could there have been to make communication better? What actions were taken that was effective? What are the opportunities for improvement? What changes/additions are needed for the crisis management manuals? On the back of the page, map the incident timeline: 71 [ ] Yes [ ] Yes [ ] Yes [ ] Yes [ ] Yes [ ] Yes [ ] No [ ] No [ ] No [ ] No [ ] No [ ] No [ ] N/A [ ] N/A [ ] N/A [ ] N/A [ ] N/A [ ] N/A CRISIS MANAGEMENT MANUAL Policy Chapter: Testing Date Revised: 7/09 Policy Title: Page Number: 1 of 1 University Crisis Management Testing & Training Process TESTING & TRAINING The testing process for possible crisis situations will be done in the following three ways. 1. Scenarios will be presented to the Risk Management and Crisis Management teams in the form of table top exercises. This will be done in the regular meetings. 2. Simulation of actual events. 3. Instruction is given on how to react to a crisis. The below document is given to all employees and placed in many locations within the facilities. University Crisis Management Emergency Response Security Management EMERGENCY RESPONSE PROCEDURES LOCATION CRISIS MANAGEMENT TEAM HOW TO REPORT AN INCIDENT SUSPICIOUS PERSONS STALKING/THREATS/HARASSMENT VIOLENT BEHAVIOR ACTIVE SHOOTER RESPONSE BOMB THREAT UTILITY FAILURE FIRE RESPONSE SEVERE WEATHER FIRST AID/BLOODBORNE PATHOGENS MAIL SECURITY 72 CRISIS MANAGEMENT MANUAL Policy Chapter: Appendix A Date Revised: 7/09 Policy Title: Page Number: 1 of 1 University Crisis Management Glossary of Terms GLOSSARY OF TERMS 1. CMT- Crisis Management Team A crisis management team consists of representatives from Human Resources, Security Services, Facilities, IT, etc. These teams are located at every location within the University and are responsible for crisis management at that particular location. 2. RMT – Risk Management Team The risk management team consists of representatives from Human Resources, Security Services, Facilities, IT, etc. This team is located at Lettinga and is responsible to develop procedures, manage crisis management teams, and communicate with the administration. 3. EOC – Emergency Operations Center Headquarters for the Crisis Management team to manage and coordinate the company’s business recovery efforts. 73 CRISIS MANAGEMENT MANUAL Policy Chapter: Appendix B Date Revised: 7/09 Policy Title: Page Number: 1 of 2 University Crisis Management General Telephone Numbers GENERAL TELEPHONE NUMBERS NAME WORK NUMBER CELL NUMBER Anderson, Kristine 616-742-1726 231-329-4667 Director of Employee Relations Bean, Brent 616-732-1097 616-889-3875 Information Technology Services Bill, Chris 616-732-1151 616-540-7396 V.P. of Human Resources Bloom, Deb 616-732-1124 616-340-3402 Exc. Dir. Of Government & Com. Relations Bruyn, Kim 616-732-1165 616-540-7711 Exec. V.P. for Crkovski, Susan 586-620-4055 586-744-0876 Exec. Director of Student Services Customer Support Center 1-800-322-3984 TITLE Customer Support Center Finkler, Kathy 616-732-1085 616-446-5303 Director of Customer Support/Training Fisher, Christine 616-732-1168 616-340-2525 Executive Administrative Assistant Holland Christian High School 616-396-1477 High School Holland High School 616-494-2200 High School Hood, Linda 616-395-4662 Director of Academic Services I.T. Weekend Emergency Number 616-481-6011 Jaenicke, Paul 616-395-4688 Kraska, Nick 616-7732-1120 Lemmon, Bill 616-732-1087 616-450-4933 Director of Networking and Telecommunications Loud, Tammy 616-554-5396 517-490-5940 V.P. of Student Services I.T. Weekend Emergency Number 616-846-2857 Director of Facilities HRIS Coordinator 74 CRISIS MANAGEMENT MANUAL Policy Chapter: Appendix B Date Revised: 7/09 Policy Title: Page Number: 2 of 2 University Crisis Management General Telephone Numbers GENERAL TELEPHONE NUMBERS NAME Manning, Janet WORK NUMBER CELL NUMBER 616-774-5415 ext. 238 TITLE Gallagher Risk Management Services McCormick, Nathan 616-732-1128 616-745-7142 Exec. Director of Facility Operations Miller, Brian 616-732-1195 616-821-2618 V.P. of I.T. Miller, Linda 616-233-0922 Miller, Matthew 586-620-4050 616-780-6346 Exec. Director of Security Services Page, Sally 616-554-5668 616-780-1394 Exec. Director of Libraries Prins, Rhonda 616-395-4608 Salinas, Kim 616-732-1072 616-813-7165 Benefits Manager Sievert, Linda 616-395-4603 616-745-3030 Director of Student Services Terpstra, Duane 616-732-1155 616-581-5295 V.P. of Risk Management Teuscher, Jolene 616-732-1096 616-318-4669 Employee Relations Manager Vandenberg, Steve 616-395-4687 616-397-4907 Security Services Officer West Ottawa High School 616-786-1000 Woods, Tom 616-554-5301 Gallagher Representative Customer Services Specialist High School 517-230-9834 75 Exec. Director of Student Services CRISIS MANAGEMENT MANUAL Policy Chapter: Appendix C Date Revised: 01/11 Policy Title: Page Number: 1 of 1 University Crisis Management FERPA Facts Family Educational Rights and Privacy Act of 1974 (FERPA) The Family Educational Rights and Privacy Act (FERPA) is a federal law designed to protect the privacy of students' education records. The law applies to all schools that receive funds under an applicable program of the U.S. Department of Education. FERPA gives parents certain rights with respect to their children's education records. These rights transfer to the student, or former student, who has reached the age of eighteen or is attending any school beyond the high school level. Students and former students to whom the rights have transferred are called "eligible students." Parents and eligible students have the right to inspect and review all of the student's education records maintained by the school. Schools are not required to provide copies of materials in education records unless, for reasons such as great distance, it is impossible for parents and eligible students to inspect the records. Schools may charge a fee for copies. Parents and eligible students have the right to request that a school correct records believed to be inaccurate or misleading. If the school decides not to amend the record, the parent or eligible student then has the right to a formal hearing. After the hearing, if the school still decides not to amend the record, the parent or eligible student has the right to place a statement with the record commenting on the contested information in the record. Generally, the school must have written permission from the parent or eligible student before releasing any information from a student's record. However, the law allows schools to disclose records, without consent, to the following parties: o o o o o o o o o school employees who have a need-to-know other schools to which a student is transferring certain government officials in order to carry out lawful functions appropriate parties in connection with financial aid to a student organizations doing certain studies for the school accrediting organizations individuals who have obtained court orders or subpoenas persons who need to know in cases of health and safety emergencies state and local authorities, within a juvenile justice system, pursuant to specific state laws Schools may also disclose, without consent, "directory" type information such as a student's name, address, telephone number, date and place of birth, honors and awards, and dates of attendances. However, schools must tell parents and eligible students about directory information and allow parents or eligible students a reasonable amount of time to request that the school not disclose directory information about them. Schools must notify parents and eligible students of their rights under this law. The actual means of notification (special letter, inclusion in a PTA bulletin, student handbook, or newspaper article) is left to the discretion of each school. For additional information or technical assistance, call (202) 260-3887 or TDD (202) 260-8956, or contact: Family Policy Compliance Office U.S. Department of Education 600 Independence Avenue SW Washington, DC 20202-4605 76 CRISIS MANAGEMENT MANUAL Policy Chapter: Appendix D Date Revised: 7/09 Policy Title: Page Number: 1 of 4 University Crisis Management Emergency Notification Scripts EMERGENCY NOTIFICATION SCRIPTS Test Message (Phone)/(E-mail) This is a message on the Davenport Mass Communication Alert System. This is a test of the mass notification system. Davenport University is using this system to keep you informed in the event of an emergency. If this had been an actual emergency you would receive official information, and/or instructions. This concludes this test of Davenport’s Mass Communication Alert System. Thank you for your attention. END OF MESSAGE. (SMS) This is a test of Davenport’s Alert System. If this had been an actual emergency you would receive official information, and/or instructions. Natural Disasters (Phone)/(E-mail) This is a message on the Davenport Mass Communication Alert System. On June 2, 2009 a Tornado struck the Caro Campus. Damages are reported to be light. No injuries have been reported. The campus is closed until further notice. All students should stay away. Be advised that roads may be damaged. Travel with caution. Thank you for your attention. End of Message. (SMS) On June 2, 2009 a Tornado struck the Caro Campus. Damages are reported to be light. The campus is closed until further notice. Armed Suspect (Phone)/(E-Mail) This is a message on the Davenport Mass Communication Alert System. At June 2, 2009 an individual possessing a firearm was reported to be on the Warren Campus. The Warren police department has been notified of the situation and is presently on campus. We urge everyone on campus to remain in your residence, classroom or office with the doors and windows secured. If you are currently off campus, stay away until further notice. Please call 911 if you observe any threatening individuals on or near to campus. Thank you for your attention. End of Message. (SMS) On June 2, 2009 at 9:00 a.m.an individual possessing a firearm was reported to be inside our Livonia Campus. Stay in place & barricade. 77 CRISIS MANAGEMENT MANUAL Policy Chapter: Appendix D Date Revised: 7/09 Policy Title: Page Number: 2 of 4 University Crisis Management Emergency Notification Scripts Assault with a Deadly Weapon (Phone)/(E-mail) This is a message on the Davenport Mass Communication Alert System. It has been reported to Davenport University that an individual was recently a victim of an assault with a knife in the parking lot at the Flint campus. This took place on June 2, 2009 at 10:00 a.m. The individual sustained minor injuries and is being treated at a local hospital. The incident is still an on-going investigation with the Flint police department. Students are advised to be cautious and call 911 to report any suspicious behavior or persons. Thank you for your attention. End of Message. (SMS) On June 2, 2009 at 10:00 a.m. an individual at the Flint campus was a victim of an assault w/a knife. Student are advised to be cautious. Bomb Threat (Phone)/(E-mail) This is a message on the Davenport Mass Communication Alert System. On June 2, 2009 at 11:00 a.m. Davenport University received a threat from an unknown caller that a bomb was set to go off at the Holland campus at Noon. The Holland Police department’s bomb squad is at the scene and conducting a full investigation. It will also be assessing the threat level to the University. The building has been evacuated and all persons still inside the building must evacuate now. A secure perimeter has been established around the area and it is off limits until further notice. Thank you for your attention. End of Message. (SMS) On June 2, 2009 at 11:00 a.m. the Holland campus of Davenport University received a threat from an unknown caller that a bomb was set to go off in Noon. Gas Main Break (Phone)/(E-mail) This is a message on the Davenport Mass Communication Alert System. There has been a gas main break at the Saginaw campus of Davenport University. Evacuate the area. Stay away from the area until the situation is resolved. Additional information will be given as the situation is resolved. End of Message. (SMS) 78 We urge everyone to evacuate the Saginaw campus due to a gas main break. Please stay away until the situation in resolved. CRISIS MANAGEMENT MANUAL Policy Chapter: Appendix D Date Revised: 7/09 Policy Title: Page Number: 3 of 4 University Crisis Management Emergency Notification Scripts Gunshots (Phone)/(E-mail) This is a message on the Davenport Mass Communication Alert System. On June 2, 2009 at 1:00 p.m. Davenport University received reports of gunshots fired in the parking lot at the Kalamazoo campus. The police department has been notified of the situation and is presently on campus. We urge everyone on campus to remain in your classroom, or office with the doors and windows secured. If you are currently off campus, stay away until further notice. Thank you for your attention. End of Message. (SMS) We urge everyone at the Kalamazoo campus to remain where you are & secure doors & windows. If off campus stay away until further notice. Hazardous Materials (Phone)/(E-mail) This is a message on the Davenport Mass Communication Alert System. On June 2, 2009 at 2:00 p.m. a hazardous material situation is occurring at the Battle Creek campus of Davenport University. A hazardous materials team is on scene. A secure perimeter has been established and the buildings are off limits until further notice. Thank you for your attention. End of Message. (SMS) There is a hazardous materials spill at the Battle Creek campus and a secured perimeter has been established. Buildings are off limits until further notice. Homicide (Phone)/(E-mail) This is a message on the Davenport Mass Communication Alert System. It was reported to Davenport University that an individual was recently a victim of homicide by at the Livonia campus on or about June 2, 2009 at 3:00 p.m. 79 The incident is still an on-going investigation with the Livonia police department at this time. If you find yourself in a position of concern or witness any suspicious persons on campus, please immediately contact the 911. Thank you for your attention. End of Message. (SMS) Davenport University Livonia campus has a victim of homicide by that occurred in the parking lot on June 2, 2009 at 3:00 p.m. No arrest has been made. CRISIS MANAGEMENT MANUAL Policy Chapter: Appendix D Date Revised: 7/09 Policy Title: Page Number: 4 of 4 University Crisis Management Emergency Notification Scripts Power Failure (Phone)/(E-mail) This is a message on the Davenport Mass Communication Alert System. We are currently experiencing a power failure at the Lansing campus. The estimated duration of the power outage is unknown. Additional updates will be given. End of Message. (SMS) There is a power outage at our Lansing campus. Duration unknown. Additional updates will be given. Violent Crime (Phone)/(E-mail) This is a message on the Davenport Mass Communication Alert System. On June 2, 2009 at 5:00 p.m. an assault was reported at the Warren campus. We ask that you offer your full cooperation to the police department if asked. Please call 911if you observe any threatening individuals on or near to campus. Thank you for your attention. End of Message. (SMS) On June 2, 2009 at 5:00 p.m. an assault was reported at the Warren campus. The police department has launching an investigation. 80 CRISIS MANAGEMENT MANUAL Policy Chapter: Appendix E Date Revised: 7/09 Policy Title: Page Number: 1 of 1 University Crisis Management Floor Plan Main Floor Second Floor 81 82
