Campus Crisis


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Campus Crisis

  1. 1. Campus Crisis simulation ImprovIng Campus-WIde response to an emergenCy ChICago, IL marCh 29 – 31, 2010 Is your campus prepared?
  2. 2. Campus Crisis simulation ImprovIng Campus-WIde response to an emergenCy ChICago, IL marCh 29 - 31, 2010 simulation overview a simulation Tragic events on college campuses, including natural disasters, facilities accidents and violent incidents, have created a heightened awareness of the importance of approaCh: a coordinated, multi-departmental campus response. An inadequate and untimely What you WILL Learn response to a campus crisis can lead to fatalities, damaged infrastructure, public Over the course of three days, relations challenges and damage to your campus’ reputation. While the best teams will work together preparation is conducting a simulation with all stakeholders on your campus, most to coordinate and test their campuses either do not have the time, effort, or resources to conduct a simulation readiness to respond to a crisis. or do not make the time to test the effectiveness of their plans. So, what can you do to prepare your campus? day 1 Academic Impressions is presenting a unique event that will simulate an emergency Laying the groundwork: This situation that requires an immediate response and clear, efficient communication is a chance for all of your among key campus and community stakeholders. team participants to come up-to-speed on the basics of emergency response from a planning, safety, communications, and student- focused perspective. praCtiCe with a Crisis simulation to ensure effeCtive team response day 2 This event will focus on the coordination efforts of emergency response teams Interactive simulation: The through simulating a very hands-on crisis. Therefore, to maximize this opportunity, professionally-developed it is important to bring key players from your campus. simulation will allow your team members to test different Each campus should send a team of at least four individuals, each from a different aspects of their response area within the campus. strategies. This all-day simulation, led by expert faculty, Team members should be chosen from: will guide your team through • Student affairs several intense decision-making • Communications points that will require a cross- • Emergency management campus coordination and perspective. • Campus safety • Campus leadership Additional members are invited to attend, up to a total of seven individuals per campus day 3 team. Please call (720.488.6800×259) if you have questions about your group. Debrief: The in-depth debrief will focus on ways to improve your crisis response, once your team returns to campus, including re-examining your emergency response and event takeaways communication plans. Through active participation at this event, teams will learn: • How to best modify your existing emergency management/communication plans • Necessary responses for each stage of a crisis situation • Effective communication with local authorities and other officials/stakeholders both on and off campus 2
  3. 3. Campus Crisis simulation ImprovIng Campus-WIde response to an emergenCy ChICago, IL marCh 29 - 31, 2010 program agenda day 1: monday, marCh 29, 2010 12:00 – 1:00 P.m. Registration 1:00 – 1:15 P.m. Opening Comments/Faculty Getting the basics of Introductions emergency response from 1:15 – 2:15 P.m. All-Hazards Disaster Planning: Developing a Scalable Framework for your Campus safety, communications, Many effective emergency response and student-focused plans begin with the establishment of a framework for decision-making that campus perspectives. leaders can use to categorize the various types of emergencies that may occur. In this session, we will examine types of emergencies that may happen, and provide a perspective on how best to establish how decisions would be made across the spectrum – everything from short-term, isolated individual event cancellations to 4:00 – 5:00 P.m. Effective Communication and complete campus shut-downs. Partnerships with Campus & Community Stakeholders 2:15 – 2:45 P.m. Break Depending on the level of the emergency, it may be necessary to establish communication with local authorities or other community 2:45 – 4:00 P.m. Effective Communication with stakeholders. A successful emergency Students, Staff, and Faculty management plan will provide guidance on Once a crisis has happened on your campus, specifically whom to communicate with and a critical first step is to determine how best offer some guidance on when it is appropriate to communicate with campus stakeholders. to do so. In this session, our program faculty will discuss how to make the best decisions In this session, program faculty will share about what messages to communicate to their perspective and ask for participants’ students, faculty, staff, and other campus viewpoints in a discussion that will help constituents, when to communicate provide direction on how to identify these those messages, and how to effectively communicate those messages to them. stakeholders and get clarity on when, and at what level, they should become involved in the Participants will examine different types of emergency situation. messaging systems that are available for message distribution, identify appropriate systems that may suit their own individual situations, and consider the factors 5:00 – 6:00 P.m. Networking Reception required for successful communication (included in registration) implementation, maintenance, and upkeep. 3
  4. 4. Campus Crisis simulation ImprovIng Campus-WIde response to an emergenCy ChICago, IL marCh 29 - 31, 2010 program agenda (CONTINUED) day 2: tuesday, marCh 30, 2010 8:00 – 8:30 A.m. Continental Breakfast (included in registration) 8:30 A.m. – Simulation 5:00 P.m. (Lunch break midday, included in registration) In this simulated campus crisis situation, participating campus teams will work together to respond to unfolding events throughout the day. The simulation has been designed to be relevant to every campus, regardless of campus location, size and student body profile, to ensure that your participation will be beneficial. The simulation is complex and multi-layered to allow for depth in conversation and intentionally difficult decision- making. Teams will be challenged not only with information and crises, but also with choices requiring a quick response and a fully coordinated effort among campus and community stakeholders alike. Program faculty and Academic Impressions staff will be available to consult with teams and provide guidance as each team navigates through the decision points in the crisis scenario. The faculty have been involved with dozens of crisis simulations and actual crises and will make every attempt to ensure that the simulation is realistic but also manageable. This all-day interactive simulation will allow your team members to test different aspects of their response strategies. 4
  5. 5. Campus Crisis simulation ImprovIng Campus-WIde response to an emergenCy ChICago, IL marCh 29 - 31, 2010 program agenda (CONTINUED) day 3: wednesday, marCh 31, 2010 8:30 – 9:00 A.m. Continental Breakfast 11:00 – 11:45 A.m. Debrief: The impact of social (included in registration) networking on communication In some circumstances, your student 9:00 – 10:45 A.m. Debrief: Simulation Reflections population may be at the scene of these emergencies and, indeed, be the first line of In this session, program participants will defense for a quick and efficient response. have an opportunity to share their thoughts In this session, we will identify ways to use about the simulation experience. Program social media (blogs, non-campus server sites, faculty and staff will facilitate individual etc.) to your advantage, and ensure they and group discussions to help debrief the don’t impede communication. simulation experience and provide focused reflection questions to help participants assess and integrate what they have learned 11:45 A.m.– Conference Wrap-Up / Final into their respective campus response plans. 12:00 P.m. Questions & Answers 10:45 – 11:00 A.m. Break 12:00 – 1:30 P.m Lunch (included in registration) debriefing workshops reviewing your Crisis management plan (inCluded in registration fee) While the emphasis of the conference will be testing your communication skills during a crisis, we recognize that some participants will need some extra time, guided by the faculty, to discuss gaps in their own, respective crisis management plans. These workshops will allow participants an opportunity to explore some of these gaps and brainstorm solutions for mitigating or closing them. Participants have the choice of participating in one of the following two workshops: Crisis Communication Plan Track 1 – How to Revise your Crisis Communication Plan – 1:30 – 4:30 p.m (Break included) This session will introduce and explain the how-to involved in the steps in designing, implementing, and evaluating an institution-specific crisis communication/issues management plan. Attendees will develop the foundation for their plans during the remainder of the conference. Once you hear about the basic how-to following your simulation experience, this session will afford you an opportunity to discuss and apply lessons learned to your own institution’s crisis communications planning and implementation processes. Or, if you don’t already have a crisis communications plan, you will be provided a framework for developing your own crisis communications plan – one that not only will be NIMS/ ICS compliant, but also will integrate into your institution’s crisis management plan. A faculty member will be on hand to help you address complexities and answer your questions. Emergency Management Plan Track 11 How to Revise Your Emergency Management Plan – 1:30 – 4:30 p.m (Break included) In this final opportunity as a group, you can pose questions, problems, and challenges to the instructors and peer participants in order to refine your take-home workplans. This session will introduce and explain the how-to involved in designing, implementing, and evaluating your emergency management plan. It will cover the essential components of a basic plan and will focus on: • The critical nature of teamwork and collaboration • The role of the disaster planner in the development, maintenance, and testing of the plan This session will highlight the basic components of a campus plan (promulgation, basic plan, annexes/appendices) as well as include current and up-to-date requirements to ensure compliance with the ever-changing federal requirements such as NIMS and ICS. In addition, you will engage in a plan swap with other institutions. Using peer-review methods, each team will provide a blind review of the other participants’ campus disaster plans. This exercise will help you gather practical hints and tips for improving your plan. 5
  6. 6. Campus Crisis simulation ImprovIng Campus-WIde response to an emergenCy ChICago, IL marCh 29 - 31, 2010 faCulty Steve Charvat, Emergency Management hotel reservations Director, University of Washington The conference will be held at the Steve is the first emergency management director Hyatt Regency Chicago, for the University of Washington system. Previously, 151 E. Wacker Dr., he was a division director for the DC Emergency Chicago, IL 60601 Management Agency during the 9/11 and anthrax attacks. From 1999 – 2000, Steve consulted for the US Bureau of Engraving To reserve your room, call and Printing, Treasury Department, and Army Corps of Engineers and was the 1-800-233-1234. Please indicate that you first emergency management coordinator for Phoenix, AZ. Steve completed are with the Academic Impressions FEMA’s Professional Development Series and is one of the world’s first group to receive the room rate of $139 certified emergency managers. He served as the CEM Commission chair and for single or double occupancy + tax. was elected to the Disaster Recovery Institute International Board. He is a member of the Washington State Emergency managers Association and on A room block has been reserved for the editorial board of the Journal of Emergency Management. He is a past the nights of march 28 – 30, 2010. president of the International Association of Emergency managers, a member Reservations must be made by March 15, of the NFPA 1600 Committee, a regional earthquake consortium board 2010. There are a limited number of member, and holds an FCC amateur radio license. He has made disaster rooms available at the conference rate. presentations internationally. Please make your reservations early. The Hyatt Regency Chicago is connected to Illinois Center, which is ideally situated within the Magnificent Mile, considered Cindy Lawson, Assistant to the Chancellor for one of the greatest avenues in the Marketing and Communications, University of world. The hotel is nearby to shopping, North Carolina Wilmington gourmet cuisine, Grant and Millennium Parks, Lake Michigan beaches, Navy With more than 25 years’ experience in public relations Pier and michigan Avenue. The hotel in both higher education and with a Fortune 500 is 18 miles from Chicago’s O’Hare company, Cindy’s breadth of experience includes issues International Airport (ORD), and 13 management, crisis communications, media relations, web communications, miles from Chicago Midway International integrated marketing, public relations, event planning, publications, institutional Airport (mDW). research, strategic planning, visitors centers, and speakers bureaus. Prior to taking her post at the University of North Carolina Wilmington, Cindy served as the vice president for communications and strategy development for the University of North Carolina system. During the 1999 bonfire tragedy at Texas A&m University, in which 12 students died and 27 others were injured, she was the executive director of university relations. Cindy provides consulting services to universities, cities and municipalities regarding their communication preparedness in response to terrorism. She has authored a crisis communications chapter for the recently published book Campus Crisis Management: A Comprehensive Guide to Planning, Prevention, Response, and Recovery as well as Effective Crisis Communications, a set of instructional materials for the National Response and Recovery Center. 6
  7. 7. Campus Crisis simulation ImprovIng Campus-WIde response to an emergenCy ChICago, IL marCh 29 - 31, 2010 faCulty Eugene L. Zdziarski, Vice President for Student Affairs & Dean of Students, Roanoke College Prior to coming to Roanoke College, Gene served as assistant vice president & dean of students at the University of Florida. In addition, he has held positions in housing, judicial affairs, and other administrative roles at the University of Tennessee and Texas A&m University. While serving as associate director of student life at Texas A&M, Gene was responsible for the coordination and training of the division of student affairs critical incident response team and was heavily involved in the response to the 1999 Bonfire collapse. At the University of Florida, Gene chaired the division of student affairs crisis response team, served as a member of the University Counseling Resource Network and a member of the UF Emergency Operations Team. Gene has served as the regional vice president for Region III of the National Association of Student Personnel Administrators (NASPA) and was also a member of the NASPA National board of directors. He has previously served as the state director for the State of Florida, and chair of the NASPA Task Force on Crisis Management and Violence Prevention. In addition, he serves as associate editor on the journal board for the Association for Student Judicial Affairs (ASJA), and has been an active member of the American College Personnel Association (ACPA) and the Southern Association of College Student Affairs (SACSA). 7
  8. 8. Campus Crisis simulation ImprovIng Campus-WIde response to an emergenCy ChICago, IL marCh 29 - 31, 2010 Each campus must send a team of at least four individuals. Up to seven team members from one campus can attend. If you would like to register but you do not have a team of 4 from your campus, you can be placed on a waiting list to be joined with representatives from other institutions. We will contact you and invoice you as soon as we’ve assembled a team for you to join. Please complete additional registration forms for multiple registrants. registration fees Your registration fee includes: full access to all conference sessions and materials, access to the networking reception on monday, breakfast and lunch on Tuesday and Wednesday, as well as refreshments and snacks throughout the conference. Postmarked on or before march 8, 2010 Campus Crisis Simulation Plus Post-Simulation Workshop: First 4 registrants $5980 USD Additional Registrants (up to 3 additional) $995 USD (per attendee) (For registrations postmarked after March 8, 2010, an additional $100 fee per registrant applies) Check here if you have any dietary or accessibility needs. Please list any needs in the space below and we will do our best to accommodate you. How did you hear about this event? (email from AI, colleague forwarded email, The Chronicle, etc.) ConferenCe registration information (please print Clearly) Name Name Preferred for Badge Job Title Institution/Organization Address City State/Province Zip/Postal Code Country (For registration confirmations and pre-conference communication. FOR ADDITIONAL REGISTRANTS PLEASE COMPLETE ADDITIONAL FORMS.) Telephone Fax Email Additional Contact Name Additional Contact Phone Additional Contact Title Additional Contact Email Emergency Contact Name Emergency Contact Phone (In case of emergency, we will contact this person on your behalf) sign up for free higher ed news & analysis Academic Impressions is happy to offer free higher education daily news updates and weekly analysis, delivered in an easy-to-scan email. Your daily edition includes: Your weekly edition includes: • Top stories hand-selected from thousands of publications • Brief, at-a-glance analysis of current trends & research • Reports on new research findings & trends affecting higher ed • Insights and recommendations from top industry experts • Daily events & notable practices from a variety of institutions • Specific takeaways: how the news may impact your institution sign me up for Daily Impact sign me up for Higher Ed Impact: Weekly Analysis payment method We accept Visa, MC, and AmEx credit cards. To pay by check, include the check with this form or select the “invoice me” option. Fax form to 303.741.0849 or mail form along with payment to: Academic Impressions, 4643 S. Ulster St. Ste. 350, Denver, CO 80237. Credit Card CheCk/invoiCe Please charge my credit card: (Visa, MC, AmEx) my check is included and covers registration(s) Name on Card Check # Account Number Exp. Date Please invoice me Billing Zip Code/Postal Code Purchase Order # (PO# not required to receive invoice) Security Code (last 3 digits on the back of Visa and MC or 4 digits on front of AmEx) refund/CanCellation poliCy Refunds will be issued only if cancellations are received in writing by January 8, 2010. A $100 processing fee will be assessed. After January 8, 2010 a credit (less $100 processing fee) will be issued. The credit will be valid for 12 months and can be used toward any future conferences, web conferences, audio proceedings, or web conference archives. In case this event is cancelled, Academic Impressions' liability is limited to a refund of this registration fee only. print and faX fa register online Questions about the event? 8 Call us at 720.488.6800 to help determine if this event is right for you.