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DRAFT TRENT UNIVERSITY CRISIS MANAGEMENT PLAN
DRAFT TRENT UNIVERSITY CRISIS MANAGEMENT PLAN
DRAFT TRENT UNIVERSITY CRISIS MANAGEMENT PLAN
DRAFT TRENT UNIVERSITY CRISIS MANAGEMENT PLAN
DRAFT TRENT UNIVERSITY CRISIS MANAGEMENT PLAN
DRAFT TRENT UNIVERSITY CRISIS MANAGEMENT PLAN
DRAFT TRENT UNIVERSITY CRISIS MANAGEMENT PLAN
DRAFT TRENT UNIVERSITY CRISIS MANAGEMENT PLAN
DRAFT TRENT UNIVERSITY CRISIS MANAGEMENT PLAN
DRAFT TRENT UNIVERSITY CRISIS MANAGEMENT PLAN
DRAFT TRENT UNIVERSITY CRISIS MANAGEMENT PLAN
DRAFT TRENT UNIVERSITY CRISIS MANAGEMENT PLAN
DRAFT TRENT UNIVERSITY CRISIS MANAGEMENT PLAN
DRAFT TRENT UNIVERSITY CRISIS MANAGEMENT PLAN
DRAFT TRENT UNIVERSITY CRISIS MANAGEMENT PLAN
DRAFT TRENT UNIVERSITY CRISIS MANAGEMENT PLAN
DRAFT TRENT UNIVERSITY CRISIS MANAGEMENT PLAN
DRAFT TRENT UNIVERSITY CRISIS MANAGEMENT PLAN
DRAFT TRENT UNIVERSITY CRISIS MANAGEMENT PLAN
DRAFT TRENT UNIVERSITY CRISIS MANAGEMENT PLAN
DRAFT TRENT UNIVERSITY CRISIS MANAGEMENT PLAN
DRAFT TRENT UNIVERSITY CRISIS MANAGEMENT PLAN
DRAFT TRENT UNIVERSITY CRISIS MANAGEMENT PLAN
DRAFT TRENT UNIVERSITY CRISIS MANAGEMENT PLAN
DRAFT TRENT UNIVERSITY CRISIS MANAGEMENT PLAN
DRAFT TRENT UNIVERSITY CRISIS MANAGEMENT PLAN
DRAFT TRENT UNIVERSITY CRISIS MANAGEMENT PLAN
DRAFT TRENT UNIVERSITY CRISIS MANAGEMENT PLAN
DRAFT TRENT UNIVERSITY CRISIS MANAGEMENT PLAN
DRAFT TRENT UNIVERSITY CRISIS MANAGEMENT PLAN
DRAFT TRENT UNIVERSITY CRISIS MANAGEMENT PLAN
DRAFT TRENT UNIVERSITY CRISIS MANAGEMENT PLAN
DRAFT TRENT UNIVERSITY CRISIS MANAGEMENT PLAN
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DRAFT TRENT UNIVERSITY CRISIS MANAGEMENT PLAN

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  • 1. DRAFT TRENT UNIVERSITY CRISIS MANAGEMENT PLAN Complete Policy Title: CRISIS MANAGEMENT PLAN Policy Number (if applicable): n/a Approved by: Date of Most Recent Approval: DRAFT Revision Date(s): December 1, 2004 Position Responsible for Developing Human Resources Advisor, Health and and Maintaining the Policy: Safety Contact Department: Human Resources DISCLAIMER: If there is a discrepancy between this electronic policy and the written copy held by the Policy owner, the written copy prevails. 1
  • 2. TABLE OF CONTENTS 1. Purpose 2. Scope 3. Policy: Trent University Crisis Management Plan (a) TYPES OF CRISES/EMERGENCIES IDENTIFIED (b) UNIVERSITY CRISIS MANAGEMENT TEAM (i) Composition (ii) Authority (iii) Planning for a Crisis (iv) Responding to a Crisis (v) Debriefing and Follow-up (c) CRISIS MANAGEMENT OPERATIONS CENTRE (d) DUTIES OF UNIVERSITY PROGRAMS AND DEPARTMENTS (i) Every Person (ii) Every University Department and Program: (iii) Senior Management (iv) Communications Office (v) Human Resources (vi) Information Technology Services (vii) Physical Resources Department (viii) Security Services (ix) Student Affairs Office 4. Appendices (a) CRISIS MANAGEMENT PROTOCOLS AND CHECKLISTS (i) Bomb Threats (ii) Environmental / Natural Disaster (fires, earthquakes, floods, chemical spills or leaks, explosions, etc.) requiring evacuation (iii) Medical Emergency – epidemic, poisoning, infectious disease (iv) Off campus accidents involving students, faculty and/or staff (v) Political Situations – riots, demonstrations, etc. (vi) Power Outage (vii) Violent Crime or Behaviour – robbery, murder, suicide, personal injury (existing or potential), etc. 2
  • 3. (b) SITUATION REPORT FORM (c) CRISIS PREPARATION CHECKLIST 3
  • 4. 1. Purpose This plan is intended to enhance the protection of lives and property through the effective use of University and City resources. This plan is designed to assist the University community in responding to the anticipated needs of an emergency situation and to assist with the communication of those events and needs. A major objective of this Plan is the prevention of emergency or crisis situations. Should an emergency or crisis occur, this Plan is intended to facilitate a prompt, effective response. The health and safety of every member of the University community is of primary importance. At no time should any member of the community put their own health or safety at risk to respond to a crisis or emergency situation. 2. Scope These procedures apply to all members of the Trent University community. 3. Policy: Trent University Crisis Management Plan (a) TYPES OF CRISES/EMERGENCIES IDENTIFIED This Plan is intended to deal with crises or emergencies of the following nature: i) Bomb Threats ii) Environmental / Natural Disasters - fires, earthquakes, floods, snow, chemical spills or leaks, explosions etc. iii) Medical Emergency – epidemic, poisoning, infectious disease iv) Off Campus Incidents / Accidents Involving Students, Faculty and/or Staff v) Political Situations - riots, demonstrations etc. vi) Power Outage vii) Violent Crime or Behaviour - robbery, murder, suicide, personal injury (existing or potential), etc. This Plan may be applied to other situations where a prompt, co-coordinated response is necessary to respond to situations likely to create a threat to life or property. 4
  • 5. (b) UNIVERSITY CRISIS MANAGEMENT TEAM (i) Composition: The University Crisis Management Team will include the following positions: • Associate Vice President, Human Resources • Director of Physical Resources • Human Resources Advisor, Health and Safety • Manager, Security Services • Senior Director, Public Affairs • Senior Director, Student Affairs & Community Partnerships The Team reports to the Vice-President Administration. (ii) Authority The University Crisis Management Team is created under the authority of the President of Trent University. (iii) Planning for a Crisis The Crisis Management Team is responsible for: • The development of procedures to support this Plan; • Ensuring key University personnel are aware of their responsibilities under this Plan and that procedures are developed, as required, to support this Plan; • Liaison with City and County Emergency Response personnel to ensure the University’s plans and procedures complement the City / County’s plans and procedures; • Developing tools to assist with a rapid response as situations arise (eg. An Index or quick-reference tool for staff); • Ensuring key personnel have the training, equipment, materials and supplies necessary to support this Plan and the procedures developed under this Plan; • Ensuring communications strategies are in place in order to contact and maintain contact with key personnel, outside agencies and others, as required, during a crisis. This should include a listing of University-approved legal counsel by area of specialty (eg. Criminal law, Human Rights, etc.) ; 5
  • 6. • Ensuring each University Department or Program establishes and maintains a telephone tree. The telephone tree will be in writing and the Crisis Management Team will hold a copy. The tree will include a list of Alternates (Second-in-Command) in the event the primary contact is not available. These plans will be updated at least annually. • Periodically conducting mock disaster exercises to test emergency response capabilities. The team will hold meetings at least once every six months. These meetings will be used to: • Review this plan and all supporting documents; • Review information or make requests for updated information, as required; • Take additional steps, as required, to ensure the University is prepared to address crises/emergencies as they arise. The Crisis Management Team must be available to respond and react as a team in emergency or crisis situations. Responsibility for this activity should not be delegated because it is important that the team be familiar with each other and fully aware of their responsibilities with regard to crisis management. Although overall responsibilities should not be delegated, Alternates should be appointed (“second-in-command”) to serve when a member of the Team is not on campus. The Human Resources Advisor, Health and Safety, will chair meetings. The chair will prepare and circulate a draft agenda at least one week prior to each meeting. The chair will prepare minutes of each meeting and provide copies to each member of the Team and to the Vice-President, Administration. (iv) Responding to a Crisis Any accident, incident or event of a critical nature that may present a risk to life or property should be immediately reported to Security Services using the University’s emergency telephone number: (705) 748-1011 ext. 1333 in the event this line is unavailable, call the City’s emergency response number: 911 Security Services will immediately contact Police, Fire or Emergency Medical Services as required. Any incoming call which may be deemed a crisis as defined by this plan will be immediately brought to the attention of the Manager, Security Services (or designated alternate). Where necessary and appropriate, the Manager, Security Services will direct the Crisis Management Team to assemble at the Operations Centre or a specified, alternate location. Where telephone service is unavailable, steps will be taken to contact the Crisis Management Team through the most effective means possible. 6
  • 7. In any situation where the Police or Fire Departments are involved, they will secure the situation and take jurisdiction of all non-administrative activities. The Crisis Management Team will respond following the established protocols outlined in Appendix A. The protocols are to be used as guidelines only; Any response should be appropriate and specific to the situation. It is anticipated that most decisions will be made by consensus. However, should disagreements arise the Chair will have final authority. All decisions made by the Team will be documented through the completion of a Crisis Management Operations Log (Appendix B). In general terms, the Crisis Management Team will: • determine which University services are discontinued or offered on a limited basis; • Initiate communication plans including telephone trees, hotlines, web pages and communications with the media; (Under no circumstance will any representative of the University reveal a victim's name in any case, unless authorized to do so by the victim or the victim's agents); • Maintain contact with City or County emergency services (Police, Fire, Emergency Medical Services, public health), as required; Maintain contact with key University personnel, as required; • Implement precautionary quarantine, as required; • Ensure arrangements are made for counseling to be provided, as required; • Implement the University’s Death Response Plan, as required. • Implement precautionary evacuations, as required; The Athletics Complex will be the on campus emergency shelter (to be used in case a residence hall is uninhabitable or others on campus require temporary housing). If the Athletics Complex is unavailable accommodation will be provided in the Great Hall, Champlain College. The dining hall, Otonabee College will serve as the emergency shelter should a shelter be required on the east bank of the Otonabee river. The City of Peterborough’s Emergency Control Group will be contacted where there is a need for off-campus emergency shelter (Telephone City Police at 876-1122 and ask for the Duty Officer. Report there is a disaster on campus and a major evacuation is required.) • Oversee the restoration of University services. (v) Debriefing and Follow-up The Crisis Management Team will meet after a crisis to debrief. The Team will determine what changes or additions are required to the Crisis Management Plan or procedures. The Chair will prepare and provide a written report (including copies of Situation Reports) to members of the Team and to the Vice-President, Administration. (c) CRISIS MANAGEMENT OPERATIONS CENTRE In the event of a crisis or emergency the Crisis Management Team will meet at the Crisis Management Operations Centre: 7
  • 8. Primary Meeting Place: Athletic Complex Meeting Room. This room to be equipped with telephones, and backup electrical power (see the Crisis Preparation Checklist, Appendix A) Secondary Meeting Place: If the situation requires an outdoor meeting location, the team will meet in the parking lot south of the Bata Library. Downtown location: The team will determine whether the establishment of an alternative, downtown meeting place is required. Mobile Office: The team will determine whether a dedicated, mobile office is required for this purpose. (d) DUTIES OF THE UNIVERSITY COMMUNITY (i) Every Person: Every person in the University Community will: • Promptly evacuate when a fire alarm rings. Do not re-enter the building until authorized to do so by Security Services or the Fire Department; • In the event of an emergency, follow the directions of emergency response personnel (i.e. Security Services, Police, Fire, Emergency Medical Services); • Immediately report hazardous, dangerous or suspicious acts or situations to Security Services; • When an incident occurs, forward all public and media inquiries to the Communications Office. Under no circumstance should any representative of the University reveal a victim’s name. 8
  • 9. (ii) Every University Department and Program: Every University Department and Program will: • Establish and maintain a telephone tree. The telephone tree will include the following information for every employee of the Department or Program: • Name and title; • office location and telephone number; • e-mail address; • laboratory location(s) and telephone number(s) (where applicable); • home address and telephone number. • The name of an Alternate (“second-in-command”) in the event the primary contact is not available; The information should be in writing and updated at least annually. Copies should be provided to Senior Management (i.e. Deans, Associate Deans, Registrar, Directors of Information Technology Services, Trent International Program, Development, Financial Services, Communications, the University Librarian, and the Vice- Presidents to whom the Senior Management Team reports: Academic, Administration and Advancement). • In the event of a crisis or emergency, implement the telephone tree and forward information as required; • Ensure all employees are aware of and trained in emergency response procedures, including the prompt reporting of health, safety or security concerns, fire safety procedures, first aid, and, where hazardous materials are used, spill response procedures. (iii) Senior Management: Senior Management i.e. Deans, Associate Deans, Registrar, Directors of Information Technology Services, Trent International Program, Development, Financial Services, Communications, the University Librarian, and the Vice-Presidents to whom the Senior Management Team reports: Academic, Administration and Advancement) will: • Maintain an up-to-date telephone tree for all employees in their unit. Provide a copy to Security Services at least annually; • Use the telephone tree to forward information to employees within their unit as directed by the Crisis Management Team; • Ensure their employees have the direction, training and resources necessary to meet the requirements of this Plan. 9
  • 10. (iv) Communications Office: In the event or a crisis or emergency the Communications Office will take a lead role in media relations and public inquiries. The Communications Office will: • Establish and maintain an alternate homepage for the University’s web site to be posted in the event or a crisis or emergency. The homepage will provide emergency contacts and information updates. • Establish and maintain telephone ‘hotlines’ which can be used to respond to public and media inquiries during an emergency; • Depending on the nature and duration of the crisis, establish a media/public inquiry centre; • The Senior Director, Public Affairs will normally act as the University spokesperson during a crisis or emergency. In his/her absence one of the following positions will serve as spokesperson: • Director of Communications; • Dean of Arts and Science; • Dean of Research and Graduate Studies; • Senior Director, Student Affairs and Community Partnerships; • Vice-President Academic and Provost; • Vice-President Administration; • Vice-President Development. The spokesperson is to be determined by the Crisis Management Team. Only in the most serious of circumstances should the President or the Chair of the Board of Governors serve as spokesperson. During a crisis or emergency the spokesperson will: • Maintain regular contact with the Crisis Management Team; • Be responsible for articulating the University’s position; • Disseminate information to the media and the public with the general direction of the Crisis Management Team; • Notify Board of Governors through the University Secretariat, if appropriate; • provide full media documentation to the Crisis Management Team; • take a lead role in managing the media’s presence during the crisis, including establishing and enforcing guidelines for media access; 10
  • 11. • Providing post-crisis follow-up releases and news, as appropriate, to the media. The following will be considered in all communications: • The University makes every effort to be open and timely in its communications with the University community, the media and its communities during a crisis or emergency. Concern for the right to privacy, personal health and safety, legal liability and the public’s legitimate right to be informed will guide decisions with regard to all communications, internally and externally. Good communications will: • Assist in the actual management of the crisis; • Provide direction to faculty, staff and students; • Reduce rumour and uncertainty; • Disseminate clear and accurate information to interested constituencies and the public at large; and • Maintain the University’s credibility and minimize damage to its reputation. • All information released by the University will be done in co-operation with the appropriate external authority (eg. Peterborough / Lakefield Community Police Department) when appropriate; • The legal aspects of releasing information will be governed by the appropriate Board policy and/or provincial legislation; • Information about an off-campus arrest is in the public domain. In this case, the spokesperson will refer media inquiries to the authority that made the arrest; • On-campus media, including the Arthur, the Absynthe and Trent radio, will generally be considered as external media for the purposes of this Plan. They will be guided by the ground rules for media behaviour during an emergency. 11
  • 12. (v) Human Resources The Department of Human Resources will take a lead role in addressing labour relations issues and employee concerns that may arise from this Plan or from the implementation of this Plan. The Department of Human Resources will: • Present this Plan or any revisions of this Plan to the University’s unions at labour – management meetings. Any suggestions or concerns are to be reviewed with the Crisis Management Team, as required; • Provide assistance and guidance with the temporary reassignment of staff, as required, during and following a crisis; • Arrange counseling for University employees and their families, as required; • Report work-related injuries to the Workplace Safety and Insurance Board, as required; • Report critical injuries to the Ministry of Labour, as required; • Arrange workplace accommodations for University employees, as required; • Establish contact with the family (or a named emergency contact) in the event an employee is seriously hurt or killed; • Serve as the University’s primary contact with the employee and / or the employee’s family or beneficiaries on all matters relating to insurance and benefits; • Provide training sessions to help University managers understand and implement the Crisis Management Plan; • Maintain regular contact with the Crisis Management Team during a crisis or emergency. (vi) Information Technology Services Information Technology Services (ITS) will take all reasonable steps to provide redundancy to voice and data communications systems. In the event a system fails, ITS will make every reasonable effort to re-establish service as soon as it is safe and practical to do so. The Information Technology Services Department will install and maintain the following in the Crisis Management Operations Centre (Specific requirements to be determined by the Crisis Management Team.): • telephones and telephone service; • fax machine and service; • computers and data jacks (supported with an uninterrupted power supply, or UPS); • televisions and required cabling/signal (i.e. cable or satellite); 12
  • 13. The Information Technology Department will also: • Establish and maintain telephone ‘hotlines’ to be available for implementation as required by the Communications Office; • Provide backup systems as necessary (using both internal and external resources, as required) to support the University’s web site and the posting of emergency information on an alternate, emergency home page. Every reasonable precaution should be taken to ensure the alternate home page is available and ready for implementation by Communications Office at any time. (vii) Physical Resources Department: The Physical Resources Department will take all reasonable steps to maintain University buildings and grounds in good repair and to provide reliable building services (electricity, heat, light, water, ventilation). The Physical Resources Department has primary responsibility for ensuring that all life safety systems required by the Ontario Fire Code are installed and maintained in good repair. The Physical Resources Department shall undertake renovations and maintenance as required for the establishment of the Crisis Management Operations Centre. The Department will install and maintain a source of backup power for this facility. (Specific requirements are to be established by the Crisis Management Team.) In the event of a crisis or emergency, the Physical Resources Department will have a lead role in the following, possibly under the direction or with the assistance of City Police or Fire Services: • Activating the list of essential services staff; • Shutting off power, water, natural gas or ventilation systems, as required, to contain a hazard or to limit damage; • Undertake damage control and effect emergency repairs; • Provide or restore essential services as soon as it is safe and practical to do so; • Maintain contact with Peterborough Utilities Services, Ontario Power Generation, Enbridge Gas and / or other outside service providers, as required; • Provide information about building design, services, or related infrastructure to emergency response providers (Police, Fire, and Emergency Medical Services), as required; • maintain regular contact with the Crisis Management Team and keep the Team informed of the status of repairs, timelines, and available services, as required. 13
  • 14. (viii) Security Services Security Services will take a lead role in the following areas: • Serve as the central University site for the reporting of accidents, incidents, injuries and / or safety or security concerns; • Serve as the primary University contact for reporting of incidents by City services (i.e. Police, Fire, Emergency Medical Services) and for liaison with City services; • Establish and maintain the expertise, equipment, materials and resources necessary for an appropriate response to a crisis or emergency situation; • Monitor campus activities and take action as required to respond to health, safety or security concerns as they arise; • Assess all reports to determine the appropriate response. Initiate the Crisis Management Plan, as required; • Evaluate and secure emergency sites, as required. Security Services will: • Maintain a 24-hour emergency telephone line and a 24-hour response capability; • Document all reports of accidents, incidents, injuries and / or safety or security concerns. Take steps to follow up, as required, documenting all steps taken; • Maintain patrols of University property, documenting and responding as required; • Bring any call or observation that may be a crisis or emergency to the attention of the Manager, Security Services (or second-in-command). Where a crisis or emergency exists, the Manager will direct the Crisis Management Team to meet at the Crisis Management Centre or a specified, alternate location; • Establish and maintain the Crisis Management Operations Centre, undertaking spot- checks as necessary to ensure equipment, materials and supplies are available and in good repair at all times; • Maintain an up-to-date hard-copy of the University telephone tree at the Crisis Management Centre; • Provide the expertise, equipment, supplies, and personnel to assess, secure and control an emergency site (in consultation and co-operation with City emergency response personnel). This will include: • Assisting with the evacuation of buildings; • Securing and controlling the emergency site; • Maintaining public order 14
  • 15. • Maintaining traffic control; • Monitoring actual safety hazards (eg. monitoring for oxygen deficient environments or explosive gases); • Field observations of hazardous conditions and situations; • Maintain regular contact with the Crisis Management Team. (ix) Student Affairs Office The Students Affairs Office will take a lead role in addressing the needs of students in the event of a crisis or emergency. The Student Affairs Office will: • Establish and maintain a telephone tree. The telephone tree will include the following information for every student registered at the University: • Name; • Student number; • Local address and telephone number; • home address and telephone number (if different from the local address and telephone number; The telephone tree will be updated at least annually. A written copy of the up-to-date telephone tree will be forwarded to Security Services at least once each year. • Develop an infectious disease response protocol; In the event of a crisis or emergency the Student Affairs Office will: • Assist with or make arrangements for the temporary or alternate accommodation of students, as required; • Contact students and/or their families, as required; • Advise about situations involving students’ accommodation or safety, as required; • Provide counseling to victims and affected individuals, as required; • Advise students of the City’s “Victim-Services” organization, as required; • Implement the University’s Death Response Plan, as required; • Implement the Infectious Disease Response protocol, as required; • Facilitate refund of student fees, as required and appropriate; • Co-ordinate food service to the Crisis Management Team and to any persons required to be on campus; • Provide additional staff to assist as required (eg. food preparation, building security); 15
  • 16. • Serve as the University’s primary contact with students and / or their families on insurance claims, with follow-up as required; • Maintain regular contact with the Crisis Management Team. 16
  • 17. Appendix A: CRISIS MANAGEMENT PROTOCOLS AND CHECKLISTS (i) Bomb Threats: Every bomb threat should be taken seriously. Immediately report any bomb threat to Security Services. Security Services will contact the City police and convene the Crisis Management Team. Security Services will initiate building evacuations as required. The Crisis Management Team will: • Establish an emergency shelter, as required; • Prepare and issue internal communications; • Prepare and issue a press release, as required. Bomb Threat Checklist Yes No N/a Security has responded Police have been advised Building(s) have been evacuated Emergency shelter has been established Media have been advised 17
  • 18. (ii) Environmental / Natural Disasters (fires, earthquakes, floods, chemical spills or leaks, explosions etc.) requiring evacuation: Any person discovering a situation where evacuation is required should pull the fire alarm and immediately leave the building. Security Services should be contacted immediately and advised of the circumstances. Contact the University’s emergency telephone number: extension 1333. On notification, Security Services will: • Ensure the fire alarm has been pulled and assist with the evacuation; • Contact City emergency services; • Convene the Crisis Management Team. The Crisis Management Team will: • Establish an emergency shelter, as required; • Prepare and issue an internal communication, as required; • Prepare and issue a press release, as required; • Establish hotlines, as required; • Post the emergency home-page on the University web-site, as required; • Use telephone trees to gather or distribute information, as required; • Make requests for emergency funds, as required. 18
  • 19. Environmental or Natural Disaster and Yes No N/a Evacuation Checklist Security Services has responded Police have been advised Fire Department has been advised Immediate area has been evacuated Perimeter area has been defined and secured Special services have been arranged (eg. chemical spill reponse) Emergency shelter has been established Internal communications have been addressed Hotlines are in place Alternate home page has been posted Media have been advised 19
  • 20. (iii) Medical Emergency – epidemic, poisoning, infectious disease The person first identifying the situation should immediately notify Security Services and describe the location and the medical emergency, providing as much information about the situation as possible. Security Services will respond and provide or arrange for first aid and / or Emergency Medical Services, as required. Where the situation presents a potential risk to others, the situation will be brought to the attention of the Manager, Security Services (or second in command), who may convene the Crisis Management Team. The Crisis Management Team will: • Contact the City/County Health Unit, the Police or other external agencies (eg. Ministry of Labour, Ministry of the Environment), as required; • Implement the Infectious Disease Response Protocol, as required; • Arrange for temporary accommodations and relocations, as required; • Prepare and issue appropriate internal and external communications; • Arrange a hotline for students and parents, as required. 20
  • 21. Medical Emergency Checklist (epidemic, poisoning, Yes No N/a infectious disease) First aid has been provided Emergency medical services have responded Security Services have responded City/County Health Unit has been alerted Infectious Disease Response Protocol has been implemented. Family/parents have been notified Friends/co-workers have been advised Follow up care has been provided Temporary accommodations have been provided Internal communications have been addressed Media has been advised Counseling has been provided 21
  • 22. (iv) Off campus accidents involving students, faculty and/or staff The person first aware of the situation should immediately advise Security Services. The situation will be brought to the attention of the Manager, Security Services (or second in command), who may convene the Crisis Management Team. The Crisis Management Team will: • Provide assistance with travel, accommodation or medical arrangements, as required; • Arrange for a University representative to meet with those involved with the accident and their families. Make arrangements to have representation at funerals, as required; • Prepare and issue internal communications, as required; • Prepare and issue a press release, as required; • Arrange counseling, as required; • Investigate the accident (or obtain and review investigation reports), as required; • Implement the University’s Death Response Plan, as required; • Identify members of the University community to attend the funeral, as required; • Advise outside agencies, as required; • Facilitate refunds and / or address insurance issues, as required; • Obtain legal guidance, as required. 22
  • 23. Checklist for an off-campus accident involving Yes No N/a students, faculty and / or staff Travel requirements have been addressed Requirements for accommodation have been addressed Medical arrangements are in place University representatives are meeting with those involved and their families The accident has been properly investigated and documented Internal communications have been addressed Press release has been prepared Counseling has been arranged Death Response Plan has been implemented University will be represented at funerals Assistance has been provided for belongings, insurance and benefits Refunds have been provided Legal advice has been obtained 23
  • 24. (v) Political Situations - riots, demonstrations etc. The person first aware of the situation should immediately advise Security Services (Dial 1333) and move to a safe environment. Security Services will secure the areas and contact the Police for assistance, as required. The situation will be brought to the attention of the Manager, Security Services (or second in command), who may convene the Crisis Management Team. The Crisis Management Team will: • Prepare and issue internal communications • Arrange counseling or victim services for victims and affected individuals; • Co-ordinate media communications. Political Situation Checklist (riot or Yes No N/a demonstration) Security Services have responded Police have been notified Area has been secured Internal communications have been implemented Counseling has been arranged Media have been advised 24
  • 25. (vi) Power Outage The Director of Physical Resources (or second-in-command) will investigate as necessary to determine the probable duration of any power outage. Where an extended power outage is expected, the Director will contact the Manager, Security Services (or second- in-command) who will convene the Crisis Management Team. The Crisis Management Team will: • Implement internal communication plans; • Co-ordinate media communications; • Establish a fire-watch in residences and occupied buildings; • Investigate impact on laboratories and scientific areas and respond as required; • Ensure backup generators are functioning properly. Checklist for a Power Outage: Yes No N/a Probable length of outage has been determined Internal communications have been implemented Media communications are in place Fire watch has been established in residences and occupied buildings Generators are functioning properly 25
  • 26. (vii) Violent Crime or Behaviour- robbery, murder, suicide, personal injury (existing or potential), etc. Any violent crime or threatening behaviour should immediately be reported to Security Services. Security Services will contact the Police and advise the Manager, Security Services (or second-in-command) who may convene the Crisis Management Team. The Crisis Management Team will: • Contact any required personnel; • Arrange counseling or victim services for those affected; • Prepare and issue internal communications, as required; • Prepare a media response as required; • Notify family as required; • Implement the Death Response Plan as required; • Assist family with the packing of belongings as required; • Facilitate refunds as required. 26
  • 27. Checklist for a Violent Crime Yes No N/a Security Services has responded Police have responded Area has been secured Internal communications have been implemented Counseling has been provided Family has been notified Co-workers have been notified Media has been advised Death response plan has been implemented Refunds have been arranged Belongings have been packed and returned 27
  • 28. Appendix B: Crisis Management Operations Log: Blank logbooks are to be prepared in advance and maintained in the Crisis Management Operations Centre. Each logbook shall consist of a title page and 25 data entry pages. Additional logbooks shall be completed as required. Pages shall not be removed from the logbooks. Logbooks shall be maintained for a minimum of 2 years after an event. A sample title page and one data entry page are provided in this Appendix. 28
  • 29. Trent University Crisis Management Operations Log Completed by: (name):_______________________________________________ (signature):_______________________________________________ Event: ____________________________________________________________ Date / Time: _______________________________________________________ Book _____ of _____ 29
  • 30. Trent University Crisis Management Operations Log Page 1 of 25 Name: ___________________________________ Role: _______________________________________ Date: __________ TIME EVENT / ACTION CLOSED 30
  • 31. Appendix C: CRISIS PREPARATION CHECKLIST ACTION RESPONSIBLE Available? Comments Follow up action: AREA (Y/N) Maintain telephone Crisis listings for all people Management who need to be Team notified Maintain and update Crisis communication plans Management Team Fire/Evacuation Security Services Procedures Maintain current telephone listings, Crisis including fax, Management cellular and home Team numbers for all key personnel for crisis management Pyramid telephone Crisis plan Management Team and Department Heads Plans for reaching Department those who are not Heads easily accessible (athletic fields etc.) Evacuation Plans Security Services Campus Maps Physical 31
  • 32. Resources Inventory of emergency supplies Security Services (barricades, batteries, battery-powered Housing Services radio, bottled water, blankets, first aid kits, flashlights, food, hand-powered flashlights, identification badges, tape) storage and accessibility Cellular phones Information Technology Services Two-way radios Security Services Emergency Physical generators Resources (moveable) Maintain Hot Lines Information for student and Technology parents during and Services after a crisis Locations and Crisis contact names for off Management campus temporary Team relocation. Emergency vehicles Physical Resources Hard Copy student Crisis phone numbers Management Team 32
  • 33. Emergency Social Crisis Service Procedure Management Manuals Team Floor Plans Physical Resources 33

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