Chapter 6 Emergency Communications Plan
Overview Communication is a key factor in the university’s response to a critical incident. Good communications policy and procedures can assist in the actual management of the incident; provide direction to faculty, staff, and students; and disseminate information to the public at large while maintaining the institution’s credibility and mitigating damage to its reputation. It is the policy of the university to be forthright and timely in its communication. Decisions regarding communications will be guided by due concern for life, privacy, property, legal liability, and the public's legitimate right to be informed. Emergency Communication Plan During a critical incident, communications – both internal and external – will be under the direction of the President or the Incident Commander as prescribed by the Critical Incident Preparedness Plan. Release of Information All written or oral statements (including news conferences, news releases, open memoranda or letters, interviews, and switchboard messages) to campus groups, the media, and the public will require the authorization of the President or the Incident Commander. The Emergency Communications Unit (ECU), under authorization of the Vice President of Communications or Designate, (as prescribed by the Critical Incident Preparedness Plan) will originate all written or oral statements.
All public and media inquiries will be directed without comment to the Emergency Communications Unit and entered into a Communications Inquiry Log.
The Vice President of Communications will articulate the university’s position. Only in the most serious of circumstances should the President or the Chair of the Board of Trustees serve as spokesperson.
Before the Emergency The Emergency Communications Unit will be responsible for establishing, updating, and distributing to members of the Critical Incident Response Team and senior administration, an Emergency Communications Manual to include: A copy of this policy: a general fact sheet on the university; ground rules for media behavior during emergency; principles to guide communications decisions by the Critical Incident Response Team; legal guidelines; media tips for students, families, and affected employees; and checklists for news conferences. The ECU will maintain an up-to-date confidential contact lists including members of the Critical Incident Response Team; senior supervisors, and other university officials; the board of trustees; faculty and staff representatives and student leadership; news media; the alumni board; city, state, and federal politicians.
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