Emergency Response Committee

In the event of a disaster resulting in injuries, significant facility damages, and/or a campus telephone system outage, the Emergency Response Committee will assemble initially at the base of the east Jones Hall entrance stairs unless otherwise communicated. If the President’s office and/or Jones 010 are not occupiable, they will proceed to classroom 100A of the Fieldhouse if it is safe to occupy. Alternatively, committee members may communicate via phone/meetings from their regular workspaces if safe to occupy and telephone/electronic communication systems are functional. The full committee or sub-groups will meet as needed.

Emergency Response Committee members represent key response staff and departments. The committee’s primary function is to expedite decisions during the critical time following a disaster.

The committee consists of the following individuals with the following responsibilities:

• Associate Vice President for Business Services (General Response Plan Management, Safety and Health, Insurance/Risk Management, Food Provisions), ext. 3204
• Vice President for Finance and Administration (Financial Resources), ext. 3204
• President, ext. 3201 (General Committee Leadership) and Executive Assistant to the President, ext. 3201
• Vice President for Academic Affairs (Academic Concerns and Resources), ext. 3205 and/or Associate Dean, ext. 3207
• Vice President for Student Affairs and Dean of Students (Counseling, Health and Wellness, Chaplain, other Student Affairs staff), ext. 3360
• Vice President for University Relations (Communications Strategies), ext. 3902
• Vice President for Student Enrollment, ext. 3211
• Associate Dean for Student Development (Student Development Staff Coordination/Emergency Housing), ext. 3322
• Associate Dean for Student Services (Counseling, Health and Wellness, Chaplain, Student Medical, Off-campus Students and other Student Affairs staff), ext. 3360
• Associate Vice President for Facilities Services (Facilities Services Resources), ext. 3231
• Executive Director of Communications (Communications with Campus Community, Media, Students, Parents, and other External Parties), ext. 3905
• Associate Vice President for Human Resources (Faculty and Staff Issues), ext. 3369
• Director of Security Services (Security Services Resources), ext. 3311
• ASUPS President or Designee (Student Concerns Representation, ASUPS Resources), ext. 3600

One of the following individuals generally will direct committee operations: the Associate Vice President for Business Services, the Vice President for Finance and Administration, the President, or the Academic Dean. Prior to the arrival of one of these persons on campus, the first responding committee member will direct operations.

Security Services will notify the first committee member reachable above in descending order of preference regarding actual or potential disasters or emergencies. That committee member, alone or in consultation with other committee members, will declare whether this plan will be implemented and determine the Emergency Response Committee meeting location. He/she also will coordinate the contact of other committee members.

If a committee meeting is requested, a Security Services calling list may be utilized to inform committee members of the crises and to facilitate an immediate meeting at the selected location (regardless of time of day). Some committee members may not be available immediately or may be involved in direct disaster response.

Once assembled, the committee will assess disaster circumstances and identify a response strategy, using information and recommendations from university response staff and outside professionals. The committee may gather information by phone or radio contact with disaster scene responders, by surveying the disaster scene, and/or by employing the use of "runners" to observe and report disaster scene developments in person.

The committee will develop information for on- and off-campus release. They will determine written and verbal communication content and methods for release. Communication options are campus-wide voice mail and e-mail, the university home page, the crisis/disaster information telephone message line, and/or the use of "runners" to report information directly throughout campus. Detailed information and instructions for students, faculty and staff will appear on the university’s Web site (select the Parents link, then select Emergency Preparedness). The committee may also coordinate one or more campus community meetings at the Fieldhouse or an alternative location.

The committee will assign staff to document disaster developments and response decisions.

The Office of Communications will communicate information to the media. They will facilitate appropriate media access and prevent inappropriate media access to campus property.