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
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CRISIS MANAGEMENT MANUAL
Policy Chapter: Introduction
Date Revised:
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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
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CRISIS MANAGEMENT MANUAL
Policy Chapter: Introduction
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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
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CRISIS MANAGEMENT MANUAL
Policy Chapter: Introduction
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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
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CRISIS MANAGEMENT MANUAL
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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
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CRISIS MANAGEMENT MANUAL
Policy Chapter: Introduction
Date Revised:
7/09
Policy Title:
Page Number:
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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.
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CRISIS MANAGEMENT MANUAL
Policy Chapter: Immediate Action
Date Revised:
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Policy Title:
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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
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CRISIS MANAGEMENT MANUAL
Policy Chapter: Response Procedures
Date Revised:
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Policy Title:
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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.
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CRISIS MANAGEMENT MANUAL
Policy Chapter: Response Procedures
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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:
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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:
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University
Crisis Management
Local Communication Tree
LOCAL COMMUNICATION TREE
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CRISIS MANAGEMENT MANUAL
Policy Chapter: Response Procedures
Date Revised:
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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
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CRISIS MANAGEMENT MANUAL
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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
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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
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CRISIS MANAGEMENT MANUAL
Policy Chapter: Crisis & Risk Management Teams
Date Revised:
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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
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CRISIS MANAGEMENT MANUAL
Policy Chapter: Crisis & Risk Management Teams
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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.
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CRISIS MANAGEMENT MANUAL
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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.
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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)
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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
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CRISIS MANAGEMENT MANUAL
Policy Chapter: Crisis & Risk Management Teams
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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.
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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
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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
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Policy Chapter: Situational Procedures
Date Revised:
01/11
Policy Title:
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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
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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.
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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.
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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.
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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.
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Fire Response - Disabilities
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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
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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.
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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.
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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.
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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
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Policy Chapter: Situational Procedures
Date Revised:
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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.
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
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.
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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
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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
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CRISIS MANAGEMENT MANUAL
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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.
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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
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CRISIS MANAGEMENT MANUAL
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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
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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.
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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.
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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)
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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.
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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
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