THE UNIVERSITY OF TEXAS AT TYLER
   CRISIS MANAGEMENT PLAN




               i
TABLE OF CONTENTS

I.        PURPOSE.........................................................................................
B.    CAMPUS NOTIFICATION ...................................................................................................
I. PURPOSE
  The purpose of this University of Texas at Tyler (UTT) Crisis Management Plan is to
  identify effective chan...
2. After the decision is made to close the institution, deans, directors and de-
      partment chairs will be notified by...
Access roads will be kept clear to allow unimpeded movement of emergency ve-
      hicles. All traffic will move under the...
B. Crisis Management Team (CMT)
The CMT may be established at the onset of emergencies to coordinate the
proper response a...
VI. CMT MEMBERS

                                   A. Student Incident
                       Name                       ...
VII.   TEAM PROCEDURES AND RESPONSIBILITIES

Usually a crisis or emergency event on campus will be reported initially thro...
taken during the incident, identify areas of strength and weakness with the plan,
and discuss and identify appropriate cha...
IX. INITIAL CRISIS CALLS

   Type of Emergency                  Initial Calls              Secondary Calls                ...
Campus Riot/ Disturbance/    °   Campus Police            °    Team C members                     °     Deans/Department H...
X. TYLER AREA SUPPORT

                    Area Agency                             Telephone Number
Tyler Fire Marshall   ...
C. Media Relations

       The team A coordinator will determine whether or not to contact the Director of
       News and...
After being notified of a potential or actual incident the University Police officer on
duty will contact the Team C coord...
XIII. INCIDENTS INVOLVING THIRD PARTIES ON UT-TYLER CAMPUS
Third parties are defined as anyone who is not current student,...
XIV. APPENDICES

    A. Student Incident Procedures
          1. Student Death (accidental or illness)
          2. Suicid...
5. Employee Infectious Disease

      6. Employee Mental Health Crisis

C. Natural/Man-Made Incident Procedures

      1. ...
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EMERGENCY TELEPHONE NUMBERS

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EMERGENCY TELEPHONE NUMBERS

  1. 1. THE UNIVERSITY OF TEXAS AT TYLER CRISIS MANAGEMENT PLAN i
  2. 2. TABLE OF CONTENTS I. PURPOSE.............................................................................................................................1 II. CLASSIFICATION OF EMERGENCIES....................................................................1 A. EXTERNAL EMERGENCIES ...................................................................................................1 B. INTERNAL EMERGENCIES ....................................................................................................1 III. GENERAL EMERGENCY POLICIES ........................................................................1 A. UNIVERSITY OPERATIONAL STATUS ...................................................................................1 B. SECURITY............................................................................................................................2 C. PHYSICAL PLANT AND UTILITIES ........................................................................................2 D. BUILDING EVACUATION ......................................................................................................2 E. TRAFFIC AND CROWD CONTROL DURING EMERGENCIES ....................................................2 F. MEDICAL AID .....................................................................................................................3 IV. DEFINITION OF A CRISIS...........................................................................................3 V. COORDINATION ...............................................................................................................3 A. CRISIS PLAN ADMINISTRATOR ............................................................................................3 B. CRISIS MANAGEMENT TEAM (CMT) ..................................................................................4 C. CMT MEMBERS:.................................................................................................................4 D. EMERGENCY CONTROL CENTER (ECC) ..............................................................................4 E. PUBLIC ANNOUNCEMENTS ..................................................................................................4 VI. CMT MEMBERS.............................................................................................................5 A. STUDENT INCIDENT.............................................................................................................5 B. FACULTY/STAFF INCIDENT .................................................................................................5 C. NATURAL/MAN-MADE DISASTER .......................................................................................5 D. THIRD-PARTY INCIDENTS ...................................................................................................5 VII. TEAM PROCEDURES AND RESPONSIBILITIES...................................................6 VIII. PROCEDURE OUTLINE...........................................................................................6 A. INCIDENT NOTIFICATION.....................................................................................................6 B. INFORMATION GATHERING AND NOTIFICATIONS ................................................................6 C. IMPLEMENTATION OF CRISIS MANAGEMENT PLAN .............................................................6 D. FOLLOW-UP ACTIONS .........................................................................................................6 IX. INITIAL CRISIS CALLS ...............................................................................................8 X. TYLER AREA SUPPORT................................................................................................10 XI. INCIDENTS INVOLVING STUDENTS.....................................................................10 A. INITIAL PROCEDURE..........................................................................................................10 ii
  3. 3. B. CAMPUS NOTIFICATION ....................................................................................................10 C. MEDIA RELATIONS ...........................................................................................................11 XII. INCIDENTS INVOLVING FACULTY/STAFF.........................................................11 A. INITIAL PROCEDURES ........................................................................................................11 B. CAMPUS NOTIFICATION ....................................................................................................11 C. MEDIA RELATIONS ...........................................................................................................11 XII. INCIDENTS INVOLVING NATURAL/MAN-MADE DISASTERS.......................11 A. INITIAL PROCEDURES ........................................................................................................11 B. CAMPUS NOTIFICATION ....................................................................................................12 C. MEDIA RELATIONS ...........................................................................................................12 XIII. INCIDENTS INVOLVING THIRD PARTIES ON UT-TYLER CAMPUS........13 A. INITIAL PROCEDURE..........................................................................................................13 B. CAMPUS NOTIFICATION ....................................................................................................13 C. MEDIA RELATIONS ...........................................................................................................13 XIV. APPENDICES ............................................................................................................14 iii
  4. 4. I. PURPOSE The purpose of this University of Texas at Tyler (UTT) Crisis Management Plan is to identify effective channels of communication and to coordinate the efforts of different departments on campus in responding to emergency situations. II. CLASSIFICATION OF EMERGENCIES Emergencies include any circumstances that threaten UTT personnel, students, visitors and/or property. Emergencies are classified as follows: A. External Emergencies 1. Weather phenomena, including floods, tornadoes, severe winds, extreme cold and/or combinations of these conditions, which may adversely impact people and property on the UT Tyler campus. 2. Activities at facilities near UTT facilities that may adversely impact the campus, including major fires and hazardous material incidents. 3. Area-wide acts of terrorism, violence, riots or bomb threats, or other dis- ruptive activities. B. Internal Emergencies 1. Activities within UTT facilities including fire and explosion, natural gas leaks, chemical spills, radiation incidents and/or combinations of these conditions. 2. Acts of terrorism, violence, riots or bomb threats, or other disruptive activi- ties within UTT facilities. 3. Medical emergencies resulting from: an on-the-job injury, accidental injury or death of a student near the campus, an illness or a medical condition requiring immediate attention that impacts on other students, staff, or visi- tors, sporting events and other officially sanctioned or sponsored activities. 4. Activities by out-side groups on the UT-Tyler campus that may lead to emergency conditions on the campus. III. GENERAL EMERGENCY POLICIES A. University Operational Status 1. The decision to remain operational lies with the President. When a deci- sion is made by the President (or designee) to close the institution, radio and television stations and other news media as appropriate will be con- tacted by the Director of News and Information. 1
  5. 5. 2. After the decision is made to close the institution, deans, directors and de- partment chairs will be notified by the President, or designee, by phone. All deans, directors, and department chairs are responsible for notifying their employees regarding the operational status of the institution and de- partment. 3. If the President is not on campus, or can not be reached, the order for de- cisions are as follows: a) Provost and Vice-President for Academic Affairs b) Vice-President for Student Affairs and External Relations c) Vice-President for Business Affairs d) Vice-President for University Advancement 4. When severe weather conditions develop on holidays, weekends or over- night, UTT employees are advised to listen to radio or television stations for information regarding operational status of the University. If no an- nouncement is made on radio or television stations, UTT employees should consider the institution open and report to work at their normal working time. 5. UTT employees may also contact UTT Police at 566-7302 to determine operational status of the University. B. Security Security of UTT facilities will be under the direction of the Chief of Police. During emergencies, access to UTT facilities may be denied to all personnel except des- ignated crisis management team members. C. Physical Plant and Utilities As a contingency manpower force, Physical Plant employees not engaged in es- sential tasks may be directed by the Director of Physical Plant to assist in an emergency. D. Building Evacuation Any decision to evacuate all buildings will be made by the President or his desig- nee. Upon notification to evacuate a UTT building, UTT Police or Physical Plant per- sonnel will begin notification following procedures listed in Appendix C. E. Traffic and Crowd Control during Emergencies 2
  6. 6. Access roads will be kept clear to allow unimpeded movement of emergency ve- hicles. All traffic will move under the direction of the UTT Police Officer in the area. F. Medical Aid UTT faculty, staff or students requiring medical aid because of an incident will be sent to the medical facility of their choice. IV. DEFINITION OF A CRISIS A Crisis Management Team (CMT) may respond to crises listed below: Death of a student/employee/visitor Fire or explosion Attempted suicide/homicide Campus disturbance or riot Life threatening injury or illness Hazardous materials Assault and/or sexual assault Natural disasters Health crisis Threat of terrorism Mental health crisis Aggravated robbery Drug or alcohol overdose The list above may not cover all situations that warrant crisis intervention by the CMT. Therefore, the determination whether a situation needs the attention of the CMT, shall be decided by the incident coordinators listed below. However, any member of the CMT may request a meeting if deemed appropriate. V. COORDINATION A. Crisis Plan Administrator The President will appoint a Crisis Plan Administrator responsible for coordinat- ing activities under the Crisis Management Plan and for scheduling meetings of the Crisis Management Team. The CMT will meet to discuss any problems iden- tified with the plan and for reviewing and updating policies and procedures as needed. 3
  7. 7. B. Crisis Management Team (CMT) The CMT may be established at the onset of emergencies to coordinate the proper response and procedures and to exercise control over the emergency. The administrative level of the coordinating team is assigned by the President, or Vice-Presidents as designated by the President, who will have final authority re- garding the make-up of a coordinating control team in any emergency. The CMT will provide proper administrative support, equipment and facilities to control the emergency in a safe and efficient manner. C. CMT Members: CMT members will usually include at least one Vice-President, Campus Police representative, and other representatives as indicated in the CMT Members list (Section VI) depending upon the type of emergency. D. Emergency Control Center (ECC) An ECC may be established in a location on or near the campus depending on the situation. The purpose of an ECC is to provide a safe and practical area for the proper control of the emergency. Communications will be established with the Director of Physical Plant and the UTT Chief of Police. All activities related to the emergency must be coordinated through the ECC. Personnel will be supplied with the appropriate and necessary equipment to establish the required commu- nications and to keep the President and/or designee advised of current situations concerning the emergency. The Crisis Management Plan Administrator, in con- sultation with the UTT Chief of Police and Director of Physical Plant, will deter- mine the location of the ECC. E. Public Announcements The President or designee will have final authority regarding the nature of public announcements. All contact with the news media will be through the Director of News and Information or his/her designee. All media inquiries should be referred to the Director of News and Information for information and answers to questions. 4
  8. 8. VI. CMT MEMBERS A. Student Incident Name Work Number Dale Lunsford, VP – Student Affairs 566-7028 Howard Patterson, Interim Dean of Student Affairs 566-7350 Ida MacDonald, Student Services 566-7064 Candice Gardner, Associate Dean Enrollment Man- 566-7221 agement Beverley Golden, News & Information 566-7303 Sgt. Robert Burgett, Campus Police 566-7060 B. Faculty/Staff Incident Name Work Number Rick Osburn, Provost -VPAA 566-7103 Joe Vorsas, Human Resources 566-7294 Beverley Golden, News & Information 566-7303 Sgt. Robert Burgett, Campus Police 566-7060 C. Natural/Man-Made Disaster Name Work Number Jim Ferguson, VP Bus Affairs 566-7101 Chip Clark, Physical Plant 566-7291 Sgt. Robert Burgett, Campus Police 566-7060 Barbara O’Keeffe, Env. Health & Safety 566-7011 Beverley Golden, News & Information 566-7303 Dianne Garrett, Information Resources 566-7292 Carrie Clayton, Financial Services 566-7184 , Registrar 566-7439 D. Third-Party Incidents Name Work Number Jim Ferguson, VP Bus Affairs 566-7101 Chip Clark, Physical Plant 566-7291 Sgt. Robert Burgett, Campus Police 566-7060 Barbara O’Keeffe, Env. Health & Safety 566-7011 Beverley Golden, News & Information 566-7303 5
  9. 9. VII. TEAM PROCEDURES AND RESPONSIBILITIES Usually a crisis or emergency event on campus will be reported initially through the Campus Police. The senior officer on duty will initiate the call to the appropriate CMT group. The Vice President associated with the CMT will service as the incident coordinator or designate another CMT member to coordinate the response. The incident coordinator shall assume responsibility for informing the President of the situation, briefing arriving CMT members, identifying and briefing other individuals who have been asked to assist, and making sure up-to-date information is available. CMT members who are called will check in with the incident coordinator to receive instruc- tions and guidelines. VIII. PROCEDURE OUTLINE The following is a general guide on the procedures to be followed in the event of a cri- sis. Variations will occur from time to time depending upon the type of crisis and the re- sponse that is deemed appropriate. A. Incident Notification Campus police may be notified of a crisis involving a student, employee or build- ing on campus. The Campus Police shall contact the appropriate incident coor- dinator from the CMT Group Member List as necessary following their preliminary investigation. B. Information Gathering and Notifications After the incident coordinator has gathered necessary information, contact with appropriate individuals as identified in Section VI, as well as the President and other Vice-Presidents, will be made. If the situation warrants, the incident coor- dinator shall proceed immediately to the site of the crisis or treatment facility. C. Implementation of Crisis Management Plan The incident coordinator shall determine if a CMT emergency meeting shall be called and the location of such a meeting. CMT members should report to the designated area to receive instructions, guidelines, implement departmental emergency, and recovery protocols. D. Follow-up Actions Within one week of completion of the emergency actions, the crisis plan adminis- trator shall conduct a debriefing of all members of the CMT. Evidence and documentation from the incident, along with subsequent information, should be accumulated on an on-going basis. The CMT members shall review actions 6
  10. 10. taken during the incident, identify areas of strength and weakness with the plan, and discuss and identify appropriate changes or activities as necessary. The crisis plan administrator shall gather data and submit an incident report to the President. The summary report shall include a description of the crisis, the time frame, a summary of activities during the crisis event, and recommendations regarding procedures followed during the event. The crisis plan administrator shall call a meeting of the CMP development team to evaluate the procedures followed during the crisis and to update the plan as needed. 7
  11. 11. IX. INITIAL CRISIS CALLS Type of Emergency Initial Calls Secondary Calls Follow-up/ Records Suicide/Death ° 911 ° Team A or Team B members ° Faculty Notice Attempted Sui- ° Campus Police ° On-Call Counselor ° Registrar Notice cide/homicide ° Team A coordinator ° Other VPs as needed ° Documentation by Crisis (if student) ° Family Plan Administrator ° Team B coordinator ° Roommates/Friends (if staff/faculty) Life-Threatening Injury or ° 911 ° Team A or Team B members ° Faculty Notice Illness (which could in- ° Campus Police ° Other VPs as needed ° Registrar Notice clude Mental Health Crisis ° Team A coordinator ° Family ° Counseling Center and/or Drug/Alcohol over- (if student) ° Roommates ° Documentation by Crisis dose) ° Team B coordinator Plan Administrator (if staff/faculty) Assault/ Robbery/ Rape ° 911 ° Team A or Team B members ° Faculty Notice ° Campus Police ° On-call Counselor (if appropriate) ° Team A coordinator ° Family (if appropriate) ° Documentation by Crisis (if student) ° If appropriate – Rape Crisis Plan Administrator ° Team B coordinator Center (if staff/faculty) Infectious Disease ° 911 ° Team A or Team B members ° Faculty Notice (pential for epidemic) ° Campus Police ° Smith County Health Depart- (if appropriate) ° Director, EH&S ment ° Registrar ° Team A coordinator ° Housing Director ° Counseling Center (if student) ° Director, Physical Plant ° Deans/Department Heads ° Team B coordinator ° Texas Department of Health as needed (if staff/faculty) ° Roommates ° Documentation by Crisis ° Family Plan Administrator 8
  12. 12. Campus Riot/ Disturbance/ ° Campus Police ° Team C members ° Deans/Department Heads Terrorist Threat ° Team C coordinator ° VP – Academic Affairs as needed ° VP – Student Affairs ° Counseling Center ° VP – University Advancement ° Documentation by Crisis Plan Administrator Hazardous Materials Spills ° Campus Police ° Team C members as needed ° Deans/Department Heads as ° Team C coordinator ° VP – Academic Affairs needed ° ° Documentation by Crisis Plan Administrator Natural Disaster (Weather) ° Campus Police ° Team C members ° ° Team C coordinator ° VP – Academic Affairs ° Faculty Notices ° VP – Student Affairs (if appropriate) ° VP – University Advancement ° Documentation by Crisis Plan ° Deans/Department Heads as Administrator needed Fire/Explosion ° 911 ° Team C members ° Counseling Center ° Campus Police ° VP – Academic Affairs ° Faculty Notices ° Team C coordinator ° VP – Student Affairs ° Documentation by Crisis Plan ° VP – University Advancement Administrator ° Deans/Department Heads as needed Third-Party Incident ° Campus Police ° Team D members ° Deans/Department Heads as ° Team D coordinator ° Director, Financial Services needed ° If applicable: ° Documentation by Crisis Plan VP – Student Affairs Administrator VP – Academic Affairs ° If applicable: VP – University Advancement ° Counseling Center 9
  13. 13. X. TYLER AREA SUPPORT Area Agency Telephone Number Tyler Fire Marshall (903) 535-0022 Tyler Fire Department (903) 535-0005 Tyler Police Department (903) 531-1015 Texas Department of Public Safety (903) 566-9740 East Texas Medical Services (903) 597-2011 Poison Control (800) 764-7661 XI. INCIDENTS INVOLVING STUDENTS Students are defined as any currently enrolled student. Immediate response is provided to prevent and reduce injuries including appropriate emotional support to members of the student community. Incidents involving students may include: death of a student, faculty, or staff; attempted suicide; life threatening injury/illness; sexual assault; mental health crisis; drug/alcohol overdose; campus disturbance/riot; contacting students in cases of family emergency; international hostage situations/kidnappings. The above list is not intended to cover all situations that warrant crisis response intervention. A. Initial Procedure In the event of a crisis incident involving a currently enrolled student, the univer- sity police should be notified immediately. The university police will notify the Team A Coordinator who is the Vice-President of Student Affairs or his designee. The Vice-President of Student Affairs or his designee (person on-call) will gather the necessary information and contact the appropriate staff/individuals including the President of the University. If the situation warrants, the person on-call will proceed to the site of the incident or to the hospital. The person on-call may re- quest assistance from other team members at the site of the incident or the hos- pital. An emergency meeting of the crisis team may be called by the Vice President of Student Affairs or his designee. Specific procedures for each type of potential incident are detailed in Appendix A. B. Campus Notification The team A coordinator may confer with other members of the crisis manage- ment team to determine whether notification of other departments on campus is warranted. 10
  14. 14. C. Media Relations The team A coordinator will determine whether or not to contact the Director of News and Information with the details of a faculty/staff incident and whether a news release is warranted or indicated to inform the campus community or the public about the details of an incident. XII. INCIDENTS INVOLVING FACULTY/STAFF Incidents involving Faculty/Staff are defined as incidents where a faculty or staff mem- ber is involved in a disturbance, accident, or injury. The situation may involve death or injury to an employee, infectious disease, or a mental health crisis. Specific procedures for each type of incident are detailed in Appendix B. A. Initial Procedures After notification is received of an incident involving a faculty or staff member, the team B coordinator is contacted and they, in turn, notify other members of the team if their assistance or involvement is needed. For specific scenarios and procedures, refer to Appendix B B. Campus Notification The team B coordinator may confer with other members of the crisis manage- ment team to determine whether notification of other departments on campus is warranted. C. Media Relations The team B coordinator will determine whether or not to contact the Director of News and Information with the details of a faculty/staff incident and whether a news release is warranted or indicated to inform the campus community or the public about the details of an incident. XII. INCIDENTS INVOLVING NATURAL/MAN-MADE DISASTERS Natural/Man-Made Disasters are define as an event that has the potential for disrupting activities in one or more buildings on campus requiring faculty, staff, students, and visi- tors to evacuate an area, a building, or the campus. These would include fires, explo- sions, hazardous materials incidents, bomb threats, campus disturbance, severe weather including thunderstorms, tornados, and ice storms. A. Initial Procedures 11
  15. 15. After being notified of a potential or actual incident the University Police officer on duty will contact the Team C coordinator and notify area support (Section X) that X assistance might be needed. Specific procedures for each type of potential inci- dent are detailed in Appendix C. B. Campus Notification Fire notification is handled via the fire alarm system in each building. Faculty, staff, students, and visitors will exit the building upon initiation of fire alarms. Department Safety Liaisons will be notified via telephone and email if evacua- tions are needed for other types of emergency conditions and will assist those in their areas to follow the correct procedure as outlined in Appendix C. Faculty are responsible for ensuring that students in their classroom are given directions on where to go in the event of an emergency. Drills on the different types of evacuations will be conducted by University Police, Physical Plant, and Environmental Health & Safety during the course of the year. C. Media Relations The Director of News and Information should be made aware of all details, as they become known to the university police. Depending on the severity of the in- cident, the Director of News and Information, acting under advisement of the uni- versity police chief, can determine whether information released to the media should come from the university or outside law enforcement officials (i.e., city po- lice department, Federal Bureau of Investigations, etc.). ALL media calls or visits must be directed to the Office of News and Information so that the media is receiving one voice/message. No member of the campus community should attempt to respond to the media unless appointed to do so. 12
  16. 16. XIII. INCIDENTS INVOLVING THIRD PARTIES ON UT-TYLER CAMPUS Third parties are defined as anyone who is not current student, faculty or staff of The University of Texas at Tyler. Third-party incidents are injuries, deaths or criminal of- fenses that occur on the UT Tyler campus involving those defined as third parties. A. Initial Procedure In the event of an injury, death or criminal offense involving a person or persons who are not current student, faculty or staff at The University of Texas at Tyler, the university police should be notified immediately. They will notify the appropri- ate emergency services (fire, ambulance and/or city police) as necessary. The university police officer in charge should also notify the Team D incident coordi- nator B. Campus Notification The Director of News and Information, acting only on the request of the Presi- dent, may notify members of the campus community (deans, academic council or community as a whole). C. Media Relations The Director of News and Information should be made aware of all details, as they become known to the university police. Depending on the severity of the in- cident, the Director of News and Information, acting under advisement of the uni- versity police chief, can determine whether information released to the media should come from the university or outside law enforcement officials (i.e., city po- lice department, Federal Bureau of Investigations, etc.). ALL media calls or visits must be directed to the Office of News and Information so that the media is receiving one voice/message. No member of the campus community should attempt to respond to the media unless appointed to do so. 13
  17. 17. XIV. APPENDICES A. Student Incident Procedures 1. Student Death (accidental or illness) 2. Suicide (Completed) 3. Attempted Suicide 4. Homicide 5. Mental Health Crisis 6. Drug/Alcohol Overdose 7. Critical Illness 8. Assault Robbery 9. Sexual Assault 10. Infectious Disease 11. Student with Weapon (Not in use) 12. Shooting in Progress 13. Sending an S.O.S. 14. Hostage Situation 15. Bomb Threat 16. Abduction 17. Alternate School Locations 18. .Other a) Hold Harmless Agreement b) Trauma Response Kit Emergency Tools c) First Aid Supplies d) General Emergency Supplies (materials available to first responders) B. Faculty-Staff Incident Procedures 1. Employee Death 2. Employee Suicide/Attempted Suicide 3. Employee Injury (severe) 4. Employee assault 14
  18. 18. 5. Employee Infectious Disease 6. Employee Mental Health Crisis C. Natural/Man-Made Incident Procedures 1. Fire 2. Tornado 3. Bomb Threat 4. Chemical Spill 5. Inclement Weather 6. Campus Disturbance/Riot D. Third-Party Incident Procedures 1. Initial Procedure for all Third-Party Incidents 2. Media Relations 15

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