Upload
others
View
5
Download
0
Embed Size (px)
Citation preview
University Crisis Management
LETTINGA
UPDATE 0311
2
Policy Chapter Introduction Date Revised 709
Policy Title Location Information Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
Kent County Sheriff Department
Main Branch 701 Ball Avenue NE Grand Rapids MI 49503 616-632-6100
South Substation 8557 Kalamazoo Caledonia MI 49316 616-632-6490
Caledonia Township Fire amp Rescue
8557 Broadmoor Avenue Caledonia MI 49316 616-891-0940
Michigan State Police Department
6th District Headquarters 588 3 Mile Road Grand Rapids MI 49544 616-647-0800
DAVENPORT UNIVERSITY
LETTINGA CAMPUS
ACADEMIC BUILDING
6191 Kraft Avenue
Grand Rapids MI 49512
Phone 1 616-698-7111
Phone 2 800-748-7880
Fax 616-698-0333
COOK RESIDENCE HALL
6195 Kraft Avenue
Grand Rapids MI 49512
MEIJER RESIDENCE HALL
6199 Kraft Avenue
Grand Rapids MI 49512
SOUTH RESIDENCE HALL
6197 Kraft Avenue
Grand Rapids MI 49512
STUDENT CENTER
6193 Kraft Avenue
Grand Rapids MI 49512
911 FOR ALL EMERGENCIES
3
Policy Chapter Introduction Date Revised 0311
Policy Title Table of Contents Page Number 1 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
TABLE OF CONTENTS
INTRODUCTION
Location Information Local Emergency Services 2
Table of Contents 3-6
Overview 7
IMMEDIATE ACTION
Crisis Management Emergency Operations Center 8
RESPONSE PROCEDURES
Evacuation Procedures 9
Crisis Communication Call-out List 10
Reasons to Call ndash Formal Response 11
Local Communication Tree 12-13
DU Alert Communication Program 14-15
Emergency Hotline 16
4
Policy Chapter Introduction Date Revised 0311
Policy Title Table of Contents Page Number 2 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
TABLE OF CONTENTS
CRISIS AND RISK MANAGEMENT TEAMS
Risk Management Team 17
Risk Management Team Responsibilities 18
Risk Management Meeting Agenda 19
Crisis Management Team 20
Pandemic Planning Team 21
Recovery Process 22
General CM Responsibilities 23
Job Responsibility Form 24
SITUATIONAL PROCEDURES
Emergency Resource Kits 25
Active Shooter Response 26
Defibrillators 27
After Hour Coverage Plan 28
Bioterrorism 29-30
Bomb Threats 31
Bomb Threat Checklist 32
Civil Disorder 33
Classroom Disruption 35
Communicable Disease 35-36
5
Policy Chapter Introduction Date Revised 0311
Policy Title Table of Contents Page Number 3 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
TABLE OF CONTENTS
SITUATIONAL PROCEDURES - Continued
Continuity Plan 37-38
Fire ResponseDrills 39-42
Evacuation of Persons with Disabilities 43
Flood Response 44
Hazardous materials 45
Illegal Activities 46
Injury Reporting 47
Media Call Form 48
Severe Weather 49-55
Class Cancellations Procedures 56-57
Tornado Policy 58-63
Stalking 64-65
Suicidal Remarks 66
Student Suicidal 67
Missing Student 68-69
Utility Failure 70
UPDATING PROCESS
Post Incident Debriefing 71
TESTING
Testing amp Training Process 72
6
Policy Chapter Introduction Date Revised 0311
Policy Title Table of Contents Page Number 4 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
TABLE OF CONTENTS
APPENDIX A
Glossary of Terms 73
APPENDIX B
Lettinga Academic Building 74-81
Lettinga Student Center 82-83
Lettinga Cook Hall 84-85
Lettinga Meijer Hall 86-87
Lettinga South Hall 88-89
APPENDIX C
General Telephone Numbers 90-91
APPENDIX D
FERPA Facts 92
APPENDIX E
Emergency Notification Scripts 93-96
APPENDIX F
Evacuation Maps 97-102
7
OVERVIEW
This document and the accompanying materials constitute Davenport Universityrsquos Crisis Management Plan The contents of this document are the possession of Davenport University and will not be given to any outside individuals or organizations The reason for the confidentiality of this document is due to the names and contact numbers located in the procedures
This plan is to be implemented in the event of an emergency It addresses the various aspects of crisis management including physical security of people and facilities leadership responsibilities and internal and external communications
An emergency is defined as
Disrupts normal operations or poses a serious threat to persons or property
Requires a quick or immediate response
Requires a response with procedures and resources beyond organizational capabilities
Results in a declaration of a general state of emergency by civil authorities
While the plan addresses specific types of crises and a broad range of responses it must be clearly understood that a crisis or major disaster presents circumstances that are not always predictable As a result it is impossible to predict a specific course of conduct for each possible type of crisis This plan should be considered as a general guide governing the Universityrsquos response to a crisis Real-time modifications to procedures will undoubtedly be required as an event unfolds
The plan identifies roles and responsibilities for specific administrators and departments within the University Nonetheless each member of the community whether assigned a specific role by this plan or not has a responsibility to assist colleagues and students during a crisis
The three most important responsibilities of every community member during a crisis are
1 to contact those responsible for security services when confronted with a potentially dangerous situation even if the situation appears to be contained or to have abated
2 to exercise independent judgment in order to ensure personal safety in the absence of specific instructions from crisis management staff and
3 to follow instructions once provided as best as possible
The goal in a crisis is to ensure the health and safety of the University protect campus buildings and restore normal operations
Policy Chapter Introduction Date Revised 709
Policy Title Overview Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
8
Policy Chapter Immediate Action Date Revised 709
Policy Title Emergency Operations Center Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
CRISIS MANAGEMENT EMERGENCY OPERATIONS CENTER
During the course of a crisis event the Crisis Management Team will meet in the Administrative Conference Room on the second floor
Should the Administrative Conference Room be inaccessible or undesirable during a crisis event the conference room in the Student Center will become the centralized place for the Crisis Management Team
In the event of a campus wide power failure or the need to evacuate the building the Crisis Management Team will meet at the South Parking Lot
Once convened the team may determine a more suitable location
It is necessary to note that cell phone communications will take place during a crisis situation and a location to
meet may be determined at this time
Second Floor West Lettinga Academic Main Floor Student Center
Meet Here
9
Policy Chapter Response Procedures Date Revised 909
Policy Title Evacuation Procedures Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
EVACUATION PROCEDURES
Evacuation of the Academic building will be handled by Security Services In case of a Fire evacuation will be requested by the use of a fire alarm with the assistance from the officers on duty Any other evacuations will be handled by Security Services through the use of the telephone intercom system going door to door or by other means Evacuation of the residence halls will be handled by the Director Assistant Director and Resident Assistants They will be helped by Security Services as available In case of a fire evacuation will be requested by the use of a fire alarm with the assistance of residence hall staff and Security Services as available Evacuation of the student center will be handled by Security Services and the student center staff In case of a fire evacuation will be requested by the use of a fire alarm with the assistance of student center staff and Security Services as available Evacuation routes can be found in Appendix F
10
Policy Chapter Response Procedures Date Revised 0411
Policy Title Emergency Communications Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
COMMUNICATIONS
INFO TECHNOLOGY
HUMAN RESOURCES
FACILITIES
SECURITY SERVICES
STUDENT SERVICES
Rick Jensen News Information Manager
Office 616-732-1172 Cell 616-706-2608
Customer Support 1-800-322-3984
Kristine Anderson Dir of Employee Relations
Office 616-742-1726 Cell 231-329-4667
Call Security who will make contact with
facilities Securityrsquos number is 616-446-
7098
Contact officer on Duty at 616-446-7098
Paul Ballard Dir Of Student Affairs Office 616-554-5687 Cell 616-862-6532
Robin Luymes
Exe Director of University
Communications
Office 616-732-1157
Cell 616-550-6585
Weekend Emergency 616-481-6011
Chris Bill VP of Human Resources
Office 616-732-1151 Cell 616-540-7396
Duane Terpstra VP of Risk
Management Office 616-732-1155
Cell 616-581-5295 Home 616-786-0293
Tammy Loud VP of Student
Services Office 616-554-5396
Cell 517-490-5940
Kim Bruyn
Executive Vice President
for University Relations
and Communications
Office 6167321165
Cell 6165407711
Brian Ulicki
ITSProject Manager Office 586-620-4059
Cell 989-225-1098
Jolene Teuscher
Employee Relations Manager
Office 616-732-1096 Cell 616-318-4669
Matthew Miller Exe Director of
Security Services
Office 586-620-4050 Cell 616-780-6346
Residence Halls Only
Rob Engblom Exe Dir Of Housing
Office 616-554-5087 Cell 865-803-7350
Christine Fisher
Executive Administrative
Assistant
Office 6167321168
Cell 6163402525
Kathy Finkler
Dir of Customer Support
Office 616-732-1085
Cell 616-446-5303
Kim Salinas
Benefits Manager Office 616-732-1072 Cell 616-813-7165
Sasha VanderLugt
Social Media Coordinator
Office 6167321084
Cell 6167807382
Bill Lemmon
Dir of Networking Office 616-732-1087
Cell 616-450-4933
Deb Bloom
Executive Director of
Government and
Community Affairs
Office 616732-1124
Cell 616340-3402
Brian Miller
VP IT Office 616-732-1195 Cell 616-821-2618
CRISIS COMMUNICATION CALL-OUT LISTS
11
REASONS TO CALL
Communication is crucial in all disruptions of the academic environment These disruptions could be anything from
a mechanical failure to major criminal activity You can find some of the reasons listed below
The point person at each campus must be contacted and informed of these disruptions If in doubt always call The
point person will contact the VP of Risk Management or his designee who will continue the formal
communication process as shown in the diagram below Informal communications will take place according to
individual departmental policies The formal process has been established to verify that everyone is notified The
overlap between the formal and informal communication process can be advantages
Policy Chapter Response Procedures Date Revised 0111
Policy Title Reasons to Call - Formal Response Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
REASONS TO CALL
Power outage
Phones off-line
Network off-line
Critical Flood
Major Mechanical Issue
Gas Leak
Tornado Warning
NAME O FFICE CELL HO ME
CSC 1-800-322-3984
Duane Terpstra 616-732-1155 616-581-5295 616-786-0293
Kristine Anderson 616-742-1726 231-329-4667
Malachi Hooser 616-554-5386 616-308-9232
Matthew Miller 586-620-4050 616-780-6346
Nathan McCormick 616-732-1128 616-745-7142
Paul Ballard 616-554-5687 616-862-6532
Rick Jensen 616-732-1172 616-706-2608
See Callout List Previous page
REASONS TO CALL
Major Medical
Suicide or Suicidal
Assault
Weapons Offense
Bomb Threat
Communicable Disease
Civil Disorder
Threats of Bodily Injury
Major criminal activity
REASONS TO CALL
Building Fire
Tornado
Major catastrophe
Pandemic Flu
Death
VP of Risk
Management
Student Services Security Services
Human Resources Communications
Executive Vice
Presidents
Information
Technology
Facilities Only the president can close a campus or cancel a class
Call Center
12
Policy Chapter Response Procedures Date Revised 909
Policy Title Local Communication Tree Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
LOCAL COMMUNICATION TREE
Tom Woods ndash ED of Student Services (517) 230-9834 (cell)
(616) 554-5301 (office)
Following a decision to close Greater GR locations Tom will call
1 Daryl Kingrey ndash VP of Admissions (616) 475-5828 (home)
(616) 481-2239 (cell)
(616) 554-5395 (office)
Daryl will start his phone tree by calling the following staff
a Heather Knechtel Director of Admissions (616) 536-2017 (home) (517) 974-5793 (cell)
(616) 554-5388 (office)
Heather will call the Admissions staff at Lettinga
b Colleen Thoman Director of Admissions (Holland) (989)850-3996 (cell)
(517)367-8202 (office)
Colleen will call the Admissions staff at Holland
c Amy Lucas ED of AdmissionsLead Management (269)-795-4413 (home)
(616)450-1943 (cell)
(616)233-2583 (office)
i Malachi Hooser Call Center Manager (616)308-9232 (cell)
(616)554-5386 (office)
Malachi will call the Call Center staff
2 Tammy Loud VP of Student Services (517) 490-5940 (cell)
(517) 349-6182 (home)
(616) 554-5396 (office)
Tammy will start her phone tree by calling the following staff
a Natalie Wagner ED of Student Life (616) 901-0666 (cell) (616) 554-5821 (office)
Natalie will start the phone tree for Student Life
b Paul Ballard ED of Student Affairs (616) 862-6532 (cell)
(616) 794-1103 (home)
Paul will start the phone tree for Student Affairs
c Gail Beausoleil Director of Career Services (616) 292-5446 (cell)
(269)948-8828 (home)
(616) 554-5394 (office)
Gail will start the phone tree for Career Services
13
Policy Chapter Response Procedures Date Revised 909
Policy Title Local Communication Tree Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
d Rob Engblom ED of Housing and Residence Life (865)803-7350 (cell)
(616)871-6755 (office)
Rob will start the phone tree for Residence Life (616)536-2202 (Home)
3 Joy Harrison ED of Academic Services LLT (616) 301-2175 (home)
(616) 283-2910 (cell)
(616) 554-5820 (office)
Joy will start her phone tree by calling the staff below
a Patty Brechbiel Director of Academics (616) 897-5772 (home)
(616) 485-1860 (cell) (616) 871-3977(office)
Patty will start the phone tree for Academics
b Sherri Donovan DU Online (616) 949-5464 (home)
(616) 855-2771 (cell)
(616) 233-3472 (office)
Sherri will start the phone tree for Online
4 Nygil Likely Director of Student Services (616) 724-4206 (home)
(616) 717-8243 (cell) (616) 554-5316 (office)
Nygil will start the phone tree for Advisors
5 Don Fowler Director of Student Services (269)383-5626 (home)
(269)598-7546 (cell)
(616)554-5193 (office)
Don will start phone tree for AdvisorsWelcome Desk
Tom Woods will also call
Mike Stodola Director of Student Center (616) 893-7314 (cell)
(616) 554-5269 (office)
Karen McLaughlin LiNC (616) 970-5866 (cell)
Meghan MacDonald Bookstore Manager (616) 610-7690 (cell)
(616) 554-4766 (office)
Linda Sievert Director of Student Services - Holland (616) 942-7735 (home)
(616) 745-3030 (cell)
(616) 395-4603 (office)
Each administrator will contact key individuals in their own areas of responsibility
14
Policy Chapter Response Procedures Date Revised 0111
Policy Title DU-Alert Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
DU-ALERT
HIGHER EDUCATION OPPORTUNITY ACT
The Higher Education Opportunity Act (Public Law 110-315) (HEOA) was enacted on August 14 2008 Under Title IV
the federal law requires all colleges and universities to have a notification and warning plan in place to alert the campus
community of an emergency The US Department of Education is still in the process of developing the regulations that will
coincide with this law and will amend the Code of Federal Regulations (34CFR) in the fall of 2009
DU ALERT EMERGENCY NOTIFICATION SYSTEM
1 The Du Alert service is used to transmit brief urgent messages to a large segment of an institutionrsquos population as
quickly as possible It is strongly recommended that this system be used for unplanned emergency events which
have the opportunity to affect the entire campus Use of this system for specific building closures which impact
the campus is also encouraged
2 The final regulations clarify the difference between the existing timely warning requirement and the new
requirement for an emergency notification policy While a timely warning must be issued in response to specific
crimes an emergency notification is required in the case of an immediate threat to the health or safety of students
or employees occurring on campus Emergency notifications may include but are not limited to
Bomb threats or other imminent violent threats
Fires natural gas leaks and hazardous spills affecting the entire campus
Building evacuations and lock downs affecting the entire campus
Biological or pandemic emergency notifications
Natural disasters and weather advisories
Power outages and utility failures resulting in an imminent threat
Campus closure due to declared civil emergency
Sample scripts can be found in the appendix Emergency information can be sent to the following devices
Cell Phone
Home Phone
PDA
Work Phone
Voice Mail
Text
15
DU-ALERT
CONTROL OF ACCESS
There is a small group of administrators who are authorized to report emergency events through DU-Alert These
are as follows
Duane Terpstra
Office 616-732-1155
Cell 616-581-5295
Home 616-786-0293
Matthew Miller
Office 586-620-4050
Cell 616-780-6346
Shallan Spielmaker
Office 517-367-8211
Cell 616-581-1453
Nathan Schumacher
Office 586-620-4054
Cell 586-201-8099
Policy Chapter Response Procedures Date Revised 0111
Policy Title DU-Alert Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
16
Policy Chapter Response Procedures Date Revised 0111
Policy Title Emergency Hotline Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
EMERGENCY HOTLINE
A toll free emergency hotline has been established at Davenport University that can be used for emergency information
and weather conditions causing the cancellation of classes or closing of locations This one number for all locations is
1-800-525-8282 or Ext 8282
DU Campus Closing Line Main Menu Greeting
YOU HAVE REACHED THE DAVENPORT UNIVERSITY CAMPUS CLOSING LINE IF YOU KNOW YOUR
TWO DIGIT CAMPUS IDENTIFICATION NUMBER YOU MAY DIAL IT AT ANY TIME DURING THIS
MESSAGE FOR LANSING DIAL 03 FOR KALAMAZOO DIAL 04 FOR MIDLAND DIAL 05 FOR BATTLE
CREEK DIAL 08 FOR HOLLAND DIAL 09 FOR FLINT DIAL 10 FOR SAGINAW DIAL 11 FOR WARREN
DIAL 12 FOR ALMA DIAL 15 FOR CARO DIAL 16 FOR GAYLORD DIAL 19 FOR TRAVERSE CITY DIAL
20 FOR LETTINGA DIAL 33 OR FOR LIVONIA DIAL 35 TO LISTEN TO THIS MESSAGE AGAIN TOUCH
THE KEY
Suggested Message for the Individual Campuses
ltCAMPUS NAMEgt CLASSES ARE IN SESSION AS SCHEDULED
Example
LETTINGA CAMPUS CLASSES ARE IN SESSION AS SCHEDULED
To change a message
1 Dial 7002 for voice item maintenance 2 Dial the application ID for the message yoursquod like to change
3 Dial the password for the application
4 Dial 2 to review the current recording
5 Listen to the recording to make sure you are changing the correct one
6 Dial 5 to begin recording
7 Say the message yoursquod like callers to hear
8 Dial to end recording
9 Dial 2 to review the recording
17
Policy Chapter Crisis amp Risk Management Teams Date Revised 709
Policy Title University Risk Management Team Page Number 1 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
UNIVERSITY RISK MANAGEMENT TEAM
The University Risk Management Team assists in developing plans for crisis management response throughout the University There will be additional employees who attend the Risk Management meetings which can give professional direction in their areas of expertise Below is the list of Risk Management team members and their office and cell numbers
NAME O FFICE CELL TITLE
Anderson Kristine 616-742-1726 231-329-4667 Director of Employee Relations amp Recruitment
Ballard Paul 616-554-5687 616-862-6532 Executive Director of Student Affairs
Crkovski Susan 586-620-4055 586-744-0876 Executive Director of Student Services
Engblom Rob 616-554-5087 865-803-7350 Executive Director of Housing amp Residential Life
Hooser Malachi 616-554-5386 616-308-9232 Call Center Manager
Jenson Rick 616-732-1172 616-706-2608 News Information Manager
Jones Apple 616-554-4743 616-560-4856 Department Coordinator - School of Technology
Knechtel Heather 616-554-5388 517-974-5793 Director of Admissions
Loud Tammy 616-554-5396 517-490-5940 VP of Student Services
Lowden Paul 616-554-5050 616-901-1787 Director of Athletics
McCormick Nathan 616-732-1128 616-745-7142 Executive Director of Facility Operations
Miller Matthew 586-620-4050 616-780-6346 Executive Director of Security Services
Page Sally 616-554-5668 616-780-1394 Executive Director of Libraries
Shull Lindsey 616-554-5528 616-901-2036 Regional Health Internship Manager
Stodola Mike 616-554-5138 616-893-7314 Director of Student Center
Terpstra Duane 616-732-1155 616-581-5295 VP of Risk Management
Wagner Natalie 616-554-5821 616-901-0666 Executive Director of Student Life
Williams Ben 616-732-1104 517-303-4955 Information Technology Services
Woods Tom 616-554-5301 517-230-9834 Executive Director of Student Services
18
Ensure all necessary actions are taken for safeguarding human lives
Ensure all necessary actions are taken for protecting assets
Communicate with Executive Management on status of events related to Crisis
Coordinate with Support Teams to assess the impact of the crisis and the effect on the facility
Remain visible to employees Contact affected employees to assess the impact of the crisis on business processes
Determine whether any impacts resulting from the incident warrant activation of Disaster Recovery Plans
The Risk Management Team will communicate regularly with Campus Crisis Management Teams
Supervise the management of normal business operations
Determine all audiences who need communication general public media students families etc
Determine if other locations are going to be affected and communicate the situation and provide guidance
Let everyone involved know where to send press calls
Provide an official university response to an incident
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Risk Management Responsibilities Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
RISK MANAGEMENT TEAM RESPONSIBILITIES
The Risk Management team is the center of policy development and communication when a crisis occurs Local crisis management teams will be assisted by the Risk Management team during a crisis The Risk Management team communicates with University leadership Below are the details of the responsibilities and a simple action list
RMT ACTION LIST
Assemble local Risk Management Team
Brief the team members on the situation and discuss
the steps that are being taken
Coordinate with HR representative to address
employee life safety issues
Provide continuous updates to the Cabinet regarding
the actions taken and the status of the response
effort
Inform Local Crisis Management Teams of Cabinet
concerns questions or feedback and ensure that any
issues are addressed
RISK MANAGEMENT TEAM RESPONSIBILITIES
19
RMT MEETING AGENDA
Assign a note-taker
Take attendance
Event Status
a What happened
b Has it affected our employees
c How severe is it
d What is being done
e What is the potential for escalation
Employee Status
Technology status including telecom
Infrastructure (power water phones wireless)
Communications
a What is the message
b Methods for communication
c Determine schedule for updates
Accounting for employees
a Roll Call
b Outreachfollow-up
Support for our employees
Updates to executives
Review actions and who is responsible and determine next
meeting time
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Risk Management Agenda Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
RISK MANAGEMENT MEETING AGENDA
The below agenda is developed to assist in the initial meeting when a crisis has occurred
Facility Status
20
Policy Chapter Crisis amp Risk Management Teams Date Revised 0111
Policy Title Crisis Management Team Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
LOCAL CRISIS MANAGEMENT TEAM
The Crisis Management team is the center of policy development and communication at the local campus The responsibilities of the Crisis Management team is comparable to the Risk Management team but at the local level Please make reference to the job description of the Risk Management team Below is a list of the Crisis Management team members and their office and cell numbers
NAME O FFICE CELL TITLE
Anderson Kristine 616-742-1726 231-329-4667 Director of Employee Relations amp Recruitment
Bean Brent 616-732-1097 616-889-3875 Information Technology Services
Beausoleil Gail 616-554-5394 616-292-5446 Director of Career Services
Engblom Rob 616-871-6755 865-803-7350 Executive Director of Housing amp Residential Life
Fischer John 616-554-5005 616-822-1088 Director of Facilities
Fowler Don 616-554-5193 269-598-7546 Director of Student Services
Hooser Malachi 616-554-5386 616-308-9232 Call Center Manager
Jones Apple 616-554-4743 616-560-4856 Department Coordinator - School of Technology
Knechtel Heather 616-554-5388 517-974-5793 Director of Admissions
Likely Nygil 616-554-5316 616-717-8243 Director of Student Services
Lowden Paul 616-554-5050 616-901-1787 Director of Athletics
McLaughlin Karen 616-554-5655 616-970-5866 Asst LInC Director
Stodola Mike 616-554-5138 616-893-7314 Director of Student Center
Terpstra Duane 616-732-1155 616-581-5295 VP of Risk Management
Wagner Natalie 616-554-5821 616-901-0666 Exec Director of Student Life
Willis Dena 616-554-5517 616-617-4977 Student Success Manager
21
PANDEMIC PLANNING TEAM
In the Spring of 2009 the Cabinet approved the development of a multidisciplinary Pandemic Planning team to lead
a comprehensive effort to prepare the university for a potential outbreak of pandemic influenza Building on the
universityrsquos existing plans for crisis management and emergency response this team will
1 Develop policies and short-term and long-term procedures to guide the universityrsquos preparedness in
anticipation of an outbreak of pandemic flu
2 Identify critical resources supplies and materials the university would need to have available to address
such an emergency and how best to obtain them
3 Identify key factors or conditions that will trigger critical decision-making on the part of the University
and recommend who will need to make those critical decisions and what they should be
4 Ensure all decisions are in accordance with local state and federal recommendations and mandates The Pandemic Planning team is responsible for the development of Davenportrsquos Pandemic Influenza Preparation and Response Plan In addition the Pandemic Planning team engages units (schools departments teams committees etc) in a coordinated planning process and oversees the education of the Davenport community about the pandemic threat the Universityrsquos response plans and the need for all members of the community to be informed and involved in the preparedness efforts
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Pandemic Planning Team Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
NAME OFFICE CELL TITLE
Anderson Kristine 616-742-1726 231-329-4667 Director of Employee Relations amp Recruitment
Ballard Paul 616-554-5687 616-862-6532 Executive Director of Student Affairs
Bill Chris 616-732-1151 616-540-7396 VP of Human Resources
Engblom Rob 616-554-5087 865-803-7350 Executive Director of Housing
Harrison Joy 616-554-5820 616-283-2910 Executive Director of Academic Services
Jenson Rick 616-732-1172 616-706-2608 News Information Manager
Loud Tammy 616-554-5396 517-490-5940 VP of Student Services
McCormick Nathan 616-732-1128 616-745-7142 Executive Director of Facility Operations
Salinas Kim 616-732-1072 616-813-7165 Benefits Manager
Shull Lindsey 616-554-5528 616-901-2036 Regional Health Internship Manager
Terpstra Duane 616-732-1155 616-786-0293 VP of Risk Management
VanderVelde Kathleen 616-732-1191 616-292-3177 Director of University Communications
Williams Ben 616-732-1104 517-303-4955 Information Technology Services
22
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Recovery Process Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
RECOVERY PROCESS
Once assured that conditions are safe the Crisis Management Team will focus on returning the location to normal operations
Depending on the nature of the crisis the Crisis Management Team will provide the location with factual information regarding the crisis situation as well as details about recovery activities This information may be provided in the form of memoranda town hall meetings voice mail messages or other methods of communications
In the event that an emergency requires closure the Davenport University Emergency Hotline (formerly the Weather
Hotline) will be activated The hotline number is 1-800-525-8282 Up-to-date information on reopening will be made available
Staff and students should not return until the University is officially reopened All administrators facility and security personnel should report to work unless otherwise notified On a case-by-case basis other members will be asked to report to work to assist in recovery efforts
In the event of building damage the recovery process will include a repair and clean-up component led by Facility Operations If regularly scheduled classes cannot be held due to physical damage the Crisis Management team in conjunction with Academic Services will immediately begin efforts to reschedule classes to other locations Since these efforts may result in time changes as well information regarding schedule changes will be posted via the Davenport University website and through email communications
23
CRISIS MANAGEMENT TEAM RESPONSIBILITIES
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Specific CM Responsibilities Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
Local Crisis Management teams handle the day to day issues of a location They ensure the safe evacuation of all
employees liaison with civil authorities and interface with the security team and manage the crisis with internal
departments The following are the general job requirements of those departments represented on the crisis management
teams throughout the University
Facilities
Damage assessment salvage and restoration
Preparing the alternate location(s) for occupancy
Coordinating temporary relocation of staff
Procurement of supplies and equipment
Handling of OSHA issues
Human Resources
Account for all employees
Contacting employee andor families
Providing assistance to individual employees
Ensuring continuance of salaries and benefits
Oversee payroll activitiesInterface with Payroll
Communications
Determine all audiences who need communication general public media students families etc Determine if
other campuses are going to be affected and communicate the situation and provide guidance Let everyone involved know where to send press calls
Coordinate with the Risk Management Team to determine information to be communicated to students
Use the University Emergency Hotline for the purpose of informing faculty staff and students (families) during a
crisis
IT Team
Recovering server-based systems
Restoring data
Restoring computers and computer activity
Re-establishing voice and data communications
Student Services
Account for all students
Contacting students and or families
Providing assistance to students
Determine living arrangements
Security Services
Administering building security
Access throughout the facility (card access) Granting Issuing and Validating
Intrusion detection Prevention (cameras alarms)
Incident handling
InOut facility checks (validate employment) Scheduling security personnel
Fire Safety Building evacuation
Interface with local authorities (Fire Police Hazmat Poison Ctrl 3E etc)
24
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Job Responsibility Form Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
JOB RESPONSIBILITY FORM
The below form is an example of a process used for the purpose of coordinating the completion of the necessary responsibilities given out to specific people within internal departments
Human Resources
Account for all employees
Contacting employee andor families
Providing assistance to individual employees
Ensuring continuance of salaries and benefits
Oversee payroll activitiesInterface with Payroll
NAME TITLE RESPONSIBILITY DATE COMPLETED
25
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Emergency Resource Kits Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
EMERGENCY RESOURCE KITS
The campus will be equipped with emergency management kits
The emergency resource kit includes
This emergency resource kit must be accessible for all emergencies When leaving the building for fire alarms or other
emergency situations the kit must be carried out of the building
Example If there is a fire alarm and there is a real fire you will not be allowed back in the building until the fire
has been extinguished Under these types of circumstances the contents of the emergency resource kit will be
beneficial
Batteries
Battery powered radio
Bottle of Water
Class Schedule
Crisis Management Plan
Disposable Camera
DU Telephone Directory
First Aid Kit
Flashlight
Floor Plan or Map
Latex Gloves
List of Areas School Numbers
Phone Tree
Plastic Bags
Student Roster
Telephone Book
Writing Utensils
Yellow Role of Caution Tape
LOCATION OF EMERGENCY KITS
1 Welcome Center Desk
2 Academic Office
3 LINC
4 Student Life
5 Residence Halls
26
Policy Chapter Situational Procedures Date Revised 909
Policy Title Active Shooter Response Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
ACTIVE SHOOTER RESPONSE
The following guidelines are offered in order to provide you with useful information in the event of an active shooter
SECURE IMMEDIATE AREA
Close doors and lock them if possible
Turn off lights
Close blinds
Keep calm quiet and out of sight
CONTACTING AUTHORITIES
Call 911
Report your specific location office or room number
Number of people at your specific location
Number and type of injuries
Assailant(s) location number of suspects race and gender clothing description physical features type of
weapons and shooter identity if known
UN-SECURING AN AREA
Consider risks before un-securing rooms
Attempts to rescue people should only be attempted if it can be accomplished without further endangering the
persons inside a secured area
If doubt exists for the safety of the individuals inside the room the area should remain secured
SECURITY CELL 616-446-7098
27
Policy Chapter Situational Procedures Date Revised 709
Policy Title Defibrillators Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
FOR THOSE SITES THAT HAVE DEFIBRILLATORS
AED (Automated External Defibrillator) is used in emergency medical situations where the heart of the victim has stopped
beating and the victim is no longer breathing CPR is to be administered during a heart attack along with using the AED Those trained and certified in CPRAED procedures should be the ones who use the AEDrsquos as the Good Samaritan Act will
cover any problems or injuries during this life saving procedure
An AED is fairly simple to use For the most part the instructions are done in pictures and sound once the unit is opened up
and powered up for operation Follow the pictures and prompts in order to properly use this device For a male victim a
razor may be used in order to shave hair from the areas that the AED pads will be administered in order for proper contact
with the body For females removal of the bra may be needed in order to have proper body contact from the AED pad
An AED should be used within the first few minutes of a heart attack or as soon as it can be administered The AED
delivers an electrical shock that aids in attempting to establish a regular heart rhythm to aid in proper circulation of the
blood amp oxygen in the blood No one should be touching the victim when the AED delivers the shock Prompts from the
AED will be given as to what to do if the victim is shockable and when not to touch the body
CPR and AED should be used on heart attack victims when they are unresponsive and have no pulse or not breathing This
rescue procedure should be maintained until EMTrsquos or First Responders arrive to take over the medical care of the victim
AEDrsquos should also be properly maintained when being stored Those responsible for Security Services will be responsible
for the maintenance and supply needs for the AEDrsquos on site Also proper documentation should be maintained when using
this device or any other life saving technique Documentation should be turned in to those responsible for Security
Services
If at all possible and as a general rule of thumb only staff that has been trained in the proper use of an AED should attempt
to use it There are however instances in which it would be imprudent to wait for a trained staff member If this is the case the AED has been designed in such a way that they are user friendly and a Good Samaritan can adequately administer
treatment with the device by following the instructions printed on the apparatus
IT WILL BE THE RESPONSIBILITY OF SECURITY SERVICES TO REPLACE THE BATTERIES OF THE
AED EACH YEAR
28
AFTER HOURS COVERAGE PLAN
SECURITY SERVICES
The Security Services Office coordinates security requirements for the campus manages the fire safety
alarm and assists when necessary if there is a disruptive studentvisitortrespasser on campus
The Security Services Officer is responsible for unlockinglocking the buildings and classrooms per
predetermined schedules and as needed for special events
An officer is on duty 24 hours a day 7 days a week
Contact an officer at 616-446-7098
Listed below are emergency contact numbers for Campus Administration and Director of Security
Services The officer on duty should be the one to make contact with these individuals in times of need
DO NOT GIVE OUT THE BELOW CONTACT NUMBERS
Policy Chapter Situational Procedures Date Revised 709
Policy Title After Hours Coverage Plan Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
POSITION NAME NUMBERS
Director of Student Services Nygil Likely Cell 616-719-6457
ED of Academic Services Joy Harrison Cell 616-283-2910
Home 616-301-2175
VP of Risk Management Duane Terpstra Cell 616-581-5295
Home 616-786-0293
29
Policy Chapter Situational Procedures Date Revised 709
Policy Title Bioterrorism Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
BIOTERRORISM
Various office locations in the country have received threatening letters through the mail Some of these letters stated that you have been exposed to anthrax or other biological materials Additionally these and other envelopes or packages could contain some type of life threatening powder or granules The following information and recommendations are being provided to help you safely and effectively handle these types of incidents
SUSPICIOUS UNOPENED LETTER OR PACKAGE MARKED WITH THREATENING MESSAGE SUCH AS ldquoANTHRAXrdquo
1 Do not shake or empty the contents of any suspicious envelope or package
2 PLACE the envelope or package in a plastic bag or some other type of container to prevent leakage of contents
3 If you do not have any container then COVER the envelope or package with anything (eg clothing paper trash can etc) and do not remove this cover
4 Then LEAVE the room and CLOSE the door or section off the area to prevent others from entering (ie keep others away)
5 WASH your hands with soap and water to prevent spreading any powder to your face
6 What to do nexthellip
Report the incident to local police and notify your building security official or an available supervisor
7 LIST all people who were in the room or area when this suspicious letter or package was recognized Give this list to both the local public health authorities and law enforcement officials for follow-up investigations and advice
ENVELOPE WITH POWDER AND POWDER SPILLS OUT ONTO SURFACE
1 DO NOT try to CLEAN UP the powder COVER the spilled contents immediately with anything (eg clothing paper trash can etc) and do not remove this cover
2 Then LEAVE the room and CLOSE the door or section off the area to prevent others from entering (ie keep others away)
3 WASH your hands with soap and water to prevent spreading any powder to your face
4 What to do nexthellip
Report the incident to local police and notify your building security official or an available supervisor
5 REMOVE heavily contaminated clothing as soon as possible and place in a plastic bag or some other container that can be sealed This clothing bag should be given to the emergency responders for proper handling
SECURITY CELL 616-446-7098
30
Policy Chapter Situational Procedures Date Revised 709
Policy Title Bioterrorism Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
6 SHOWER with soap and water as soon as possible Do Not Use Bleach Or Other Disinfectant On Your Skin
7 If possible list all people who were in the room or area especially those who had actual contact with the powder Give this list to both the local public health authorities so that proper instructions can be given for medical follow-up and to law enforcement officials for further investigation
QUESTION OF ROOM CONTAMINATION BY AEROSOLIZATION
For example small device triggered warning that air handling system is contaminated or warning that a biological agent released in a public space
1 Turn off local fans or ventilation units in the area
2 LEAVE area immediately
3 CLOSE the door or section off the area to prevent others from entering (ie keep others away)
4 What to do nexthellip
Dial ldquo911rdquo to report the incident to local police and the local FBI field office and notify your building security official or an available supervisor
5 SHUT down air handling system in the building if possible
6 If possible list all people who were in the room or area Give this list to both the local public health authorities so that proper instructions can be given for medical follow-up and to law enforcement officials for further investigation
HOW TO IDENTIFY SUSPICIOUS PACKAGES AND LETTERS
Some characteristics of suspicious packages and letters include the followinghellip
Excessive postage Handwritten or poorly typed addresses
Incorrect titles Title but no name
Misspellings of common words Oily stains discolorations or odor
No return address Excessive weight
Lopsided or uneven envelope
Excessive masking tape string etc
Ticking sound
Marked with ldquoPersonalrdquo or ldquoConfidentialrdquo
Visual distractions
Protruding wires or aluminum foil
Shows a city or state in the postmark that does not match the return address
31
Policy Chapter Situational Procedures Date Revised 709
Policy Title Bomb Threats Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
BOMB THREAT DIRECTIONS
IF YOU RECEIVE A THREAT BY LETTER OR EMAIL
Preserve the letter for investigation The letter should not be handled after it is opened
Notify security services who will notify local law enforcement
Do NOT turn off lights computers or appliances
Do NOT close any doors or windows
Do NOT use electronic wireless devices two-way radios intercompaging system or the fire alarm IF YOU RECEIVE A THREAT BY PHONE
Remain calm
Attempt to keep the caller on the phone as long as possible
Follow and complete the checklist on the following page
Notify security services who will notify local law enforcement
Do NOT turn off lights computers or appliances
Do NOT close any doors or windows
Do NOT use electronic wireless devices two-way radios intercompaging system or the fire alarm IF AN ACTUAL BOMB IS DISCOVERED
Notify security services who will initiate a building wide evacuation and contact local law enforcement
Evacuate the immediate area quietly and calmly
Do NOT assume that another bomb is not in the same general area
Do NOT turn off lights computers or appliances
Do NOT close any doors or windows
Do NOT use electronic wireless devices two-way radios intercompaging system or the fire alarm
Stand 300 or more feet from the building and wait for permission from location personnel to reenter
UNDER THESE CIRCUMSTANCES WE ASK THAT THE OFFICER BE CONTACTED WITHOUT THE USE OF
A WIRELESS DEVICE USE OF HARDWIRE TELEPHONES WILL BE ACCEPTABLE SECURITY SERVICE
NUMBER IS 616-446-7098
32
Policy Chapter Situational Procedures Date Revised 709
Policy Title Bomb Threats Checklist Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
QUESTIONS TO ASK CALLERrsquoS VOICE 1 When is the bomb going to explode __ Calm __ Angry __ Slow
__ Excited __ Rapid __ Soft 2 Where is the bomb right now LocationBuilding __ Laughter __ Crying __ Loud
__ Normal __ Distinct __ Slow 3 What does it look like __ Accent __ Stutter __ Lisp
__ Raspy __ Ragged __ Deep 4 What kind of bomb is it __ Disguised __ Familiar __ Nasal
5 What will cause it to explode __ Clearing Throat __ Deep Breathing
__ Cracking Voice 6 Did you place the bomb
If voice is familiar who did it sound like 7 What is your reason for the bomb
__________________________________ 8 What is your address
BACKGROUND SOUNDS
9 What is your name __ Street Noises __ Crockery
__ Factory Machinery __ Voices EXACT WORKING OF THE THREAT __ Children Voices __ Street Noises
__ PA System __ Music __ House Noises __ Motors
__ Office Machinery __ Clear __ Animal Noises __ Static
__ Local __ Booth __ Long Distance __ Other
LANGUAGE
__ Well Educated __ Foul __ Incoherent __ Taped
Sex of Caller __________ Race _____ __ Message read __ Irrational
Age __________ Length of Call _____ REMARKS
Number at which call is received ___________________________________
________________________________ Date __________ Phone ___________
BOMB THREAT CHECKLIST
WHAT INFORMATION DO YOU OBTAIN WHEN YOU
RECEIVE A BOMB THREAT OVER THE TELEPHONE
33
Policy Chapter Situational Procedures Date Revised 909
Policy Title Civil Disorder Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
CIVIL DISORDER
The purpose of this procedure is to assist personnel in dealing with civil disorder that would endanger life cause damage to property or otherwise disrupt the operations of the University Civil disorder may take several forms including but not limited to pickets marches rallies parades sit-ins trespassing riots sabotage and criminal damage to property In all cases no matter how minor there is always the potential for escalation The primary considerations in the event of civil disorder are protection of the lives and property of the University community and preservation of the academic environment
1 Remain calm 2 Assess the situation 3 Evacuate yourself and others from the area as necessary 4 Contact those responsible for security services 5 Contact those who can properly communicate with those involved in passive resistance 6 If danger is imminent call 911
There needs to be an understanding of passive vs aggressive activities For those activities that do not create a dangerous situation please do not contact local law enforcement Internal communications will take place on how to deal with the issue For those activities that do create a dangerous environment local law enforcement should be contacted In either case security services must be contacted (616-446-7098)
SECURITY CELL 616-446-7098
34
Policy Chapter Situational Procedures Date Revised 909
Policy Title Classroom Disruption Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
CLASSROOM DISRUPTION
There are different ways that classroom disruptions can be handled In order to understand this procedure definitions will
be given of the following
Disruption - an unwelcome or unexpected break in a process or activity
Disorderly - unruly resisting authority and disturbing the peace
Dangerous - likely to cause harm or actions that could result in injury
The following are general guidelines of options that can be enforced at the time of a classroom disruption
1 When a student is causing a disruption in class the professor will handle the issue by verbal commands
2 When a student is being disorderly the professor will ask the student to leave class A report is generated through
Student Services
3 When a student is likely to cause harm or actions could result in injury ask the student to leave the classroom If
there is a refusal terminate class and ask all the students to leave the classroom Contact 911 by classroom phone
or cell phone Proceed to call Security Services if they exist at your location A report is generated through
Security Services or Student Services
SECURITY CELL 616-446-7098
35
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Communicable Disease Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
COMMUNICABLE DISEASE
Communicable diseases are those that can be transmitted from person to person (or animal to human) via direct contact with
body fluids ingesting contaminated food or water inhalation of contaminated air or the bite of an infected insect Bacteria
viruses and parasites are some of the organisms that can cause communicable diseases
A student who has a communicable disease may attend Davenport University whenever through reasonable accommodation the risk of transmission of the disease is sufficiently remote Placement decisions will be made by using
current public health department guidelines concerning the disease in question Information on communicable diseases can
be found at the below website The website table of contents is located on the next page
httpwwwaccesskentcomHealthHealthDepartmentCD_EpidDisease_Fact_Sheetshtm
The determination of whether a student with a chronic communicable disease may attend Davenport University will be
made on an individual basis according to procedures implemented by the University in consultation with appropriate
University personnel the studentrsquos primary physician public health personnel the Universityrsquos legal counsel and the
student
A student who has a communicable disease may be denied admission to or may be dismissed from a particular program or
course of study whenever such communicable disease has a direct effect on the studentrsquos ability to perform a course of
study
The University shall respect the right to privacy of any student who has a chronic communicable disease or is a carrier The
studentrsquos medical condition shall be disclosed only to the extent necessary to minimize the health risks to the student and
others Persons deemed to have ldquoa direct need to knowrdquo will be provided with the appropriate information however these
persons shall not further disclose the information
CLEAN UP ndash If the communicable disease causes a need for decontamination Facilities will arrange proper cleaning of
contaminated areas as soon as possible Assessments of completion of decontamination will be provided to the appropriate
Leadership
36
COMMUNICABLE DISEASE
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Communicable Disease Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
D i s e a s e F a c t S h e e t s - F o u n d o n W e b s i t e
Arboviral Encephalitis
Anthrax
Botulism
Campylobacter
Chickenpox (images chickenpox chickenpox 2)
E coli
Fifth Disease (images hand body amp face)
Giardiasis
Hand Foot amp Mouth Disease (hand)
Head Lice (Michigan Head Lice Manual)
Hepatitis A
Hepatitis B
Hepatitis C
Lyme Disease (images rash rash 2) (Additional Information)
Meningitis
Monkeypox
MRSA (Methicillin Resistant Staphylococcus Aureus)
Norovirus (Norovirus Cleaning Guidelines)
Pertussis
Pink Eye
Pinworms
Poison Ivy (images arm blisters arm rash arm rash 2 plant plant 2)
Rabies
Ringworm (images face hand head)
Salmonellosis
SARS
Scabies
Scarlet Fever (images tongue body)
Shigellosis
Shingles (images arm shoulder)
Smallpox
Strep Throat
Syphilis Fact Sheet
Tick Borne Diseases (images Dog and Deer tick Lone Star tick amp others)
Tuberculosis
West Nile Virus
37
CONTINUITY PLAN
Policy Chapter Situational Procedures Date Revised 709
Policy Title Continuity Plan Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
ACADEMIC
If damage to a location forces evacuation of the facility for a length of time the VP of Risk Management will work with
the Group VP for Academic Services and other designated people to determine what courses could be handled at other locations Some classes could be handled at local establishments that will allow our use for a period of time
BUILDINGS
If damage to a location forces evacuation of the facility for a length of time the VP of Risk Management will work with
the Executive Vice President of FinancesCFO and other designated people to determine what nearby facilities could be
used for classes for a period of time Local schools are often used for this purpose Addresses of local schools are on the
next page
INSURANCE
There are two people who will need to be contacted from our insurance company immediately upon the closing of a location
due to damage These individuals will give us direction on what can be done as it relates to financing through the insurance
company
These individuals are as follow
Linda Miller-Szanto CIC LIC
Area Vice President
Arthur J Gallagher amp Co of Michigan Inc
161 Ottawa NW Suite 112 Grand Rapids MI 49503
Phone 616-233-0922
Fax 616-233-0923
Linda_Miller-Szantoajgcom
Janet Manning Claims Manager
Arthur J Gallagher Risk Management Services Inc
22930 9 Mile Road
St Clairs Shores MI 48080
Phone 586-774-5415 Ext 238
Fax 586-779-6769 Janet_Manningajgcom
38
Policy Chapter Situational Procedures Date Revised 709
Policy Title Continuity Plan Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
httpmichiganschooltreeorgcounties-page1html
Caledonia High School
9050 Kraft Avenue SE
Caledonia Michigan 49316
616-891-8129
Caledonia Middle School 9230 Kraft Avenue SE
Caledonia Michigan 49316
616-891-8649
Dutton Christian School
6729 Hanna Lake Road
Caledonia Michigan 49316
616-698-8660
39
Purpose
The purpose of fire drills is to ensure the efficient and safe exit of facilities in the case of an emergency Proper drills ensure orderly exit under control and prevent panic Order and control are the primary purposes of the drill Speed in emptying buildings while desirable is not in itself an object and should be made secondary to the maintenance of proper order
Responsibility
Fire drills shall be designed and conducted according to the occupancies specified below Responsibility for the planning and conduct of drills shall be assigned by campus risk management to competent persons qualified to exercise leadership A written record of all drills conducted should be maintained including a critique of the event This record should be maintained by risk management
General Guidelines
Drills shall include suitable procedures to make sure that all persons in the building or all persons subject to the drill actually participate If a fire drill is considered merely as a routine exercise from which some persons may be excused there is a grave danger that in an actual fire the drill will fail in its intended purpose
All drills will be preplanned but not preannounced Fire drills shall be held with sufficient frequency to familiarize all occupants with the drill procedure and to have the conduct of the drill a matter of established routine Sufficient frequency for Davenport University is to hold two fire drills each semester One will be held during the day and another in the evening This will give the majority of faculty staff and students the ability to be involved in a drill
Drills should be carefully planned to simulate actual fire conditions Not only should they be held at varying times but different means of exit should be used based upon an assumption that if some given stairway is unavailable by reason of fire or smoke all the occupants must be led out by some other route Fire exit drills should be designed to familiarize the occupants with all available means of exits particularly emergency exits that are not habitually used during the normal occupancy of the building
Fire Exit Drills in Specific Campus Occupancies
The usefulness of a fire drill and the extent to which it can be carried depends upon the character of the occupancy Drills are most effective in occupancies such as classrooms where the occupant load of the building is somewhat consistent In buildings where the occupant load is of a changing character no regularly organized fire drill is possible
In such cases the fire drills must be limited to the regular employees who can be thoroughly schooled in the proper procedure and can be trained to properly direct other occupants of the building in case of fire In occupancies such as the Student Center regular employees can be rehearsed in the proper procedure in case of fire Such training always is advisable in all occupancies whether or not regular fire drills can be held
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Fire Drills Page Number 1 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
FIRE DRILLS
40
The following sections address some of the special fire drill details which should be observed for specific occupancy classes
A Educational Occupancies ndash Academic and Administrative Buildings
All educational buildings on campus must hold two fire drills per semester preferably during the first four weeks of the semester Faculty and staff shall work in cooperation with risk management in scheduling drills before the semester begins
Evacuation instructions are to be conspicuously posted in each classroom and hallway to provide the necessary evacuation information and ensure orderly egress from the building Signs should also specify that elevators must not be used to exit during a fire drill
Classroom faculty and staff should be familiar with the easiest exit to be used in the fire drill and the alternative exits available Faculty and staff should close (not lock) doors and windows and take responsibility for checking facilities for complete evacuation All personal belongings within reach should be taken from classrooms by students
Handicapped students should inform faculty or staff at the start of the semester of any special requirements with respect to locations and procedures that will best facilitate those students egress from the building in an emergency In general wheelchair users should go to the stairwell which is furthest from the fire and wait for help Fire departments should be notified that stairwells be checked first Other handicapped persons should be assisted by students faculty or staff Do not leave a handicapped person alone
B Residential Occupancies
Residential facilities demonstrate the greatest need for adequate and effective fire exit awareness due to the potential loss of life Fire drills in residence halls must be performed twice a semester at a minimum Because of the nature of the occupancy it is usually the case that additional drills are performed due to false alarms
A major concern in residence hall fire drills is the resistance of residents to evacuate the building in the event of a drill Resident assistants and other staff must take responsibility for the complete and orderly evacuation of the building Education and awareness are key components to an effective fire evacuation program Directional signs in hallways and in each dorm room will help student to become more fully aware of their options
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Fire Drills Page Number 2 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
41
Special consideration must be given to handicapped students with regard to fire safety in residence halls To be most effective handicapped students should be required to evacuate the building during a fire drill regardless of their location in the building Preplanning is key for the handicapped person because hisher own familiarity with the buildings exists and the safest methods of egress is vital First responders should preplan by having designated individuals assigned to evacuate handicapped persons requiring assistance The handicapped person should also seek out buddies to assist in the evacuation and should explain all instructions beforehand No-one should be left behind during a fire drill or fire condition
To facilitate evacuation handicapped persons should be assigned to rooms on ground or egress level whenever possible Rooms should be identified on the outside of the building with a distinctly coded sign to advise the fire department without distinguishing the student If evacuation of a handicapped person is not possible heshe should return to the room close the door or proceed to the nearest stairwell if possible and wait for the fire department rescue For this reason each dorm should have a list of all handicapped students and their room location on file with the fire department
On each floor of the facility the resident staff should proceed down the hall knocking loudly on each door as heshe passes Staff should not unlock each door as this is time consuming and may result in danger to the staff person
C Assembly Occupancies ndash Student Center
Because actual fire drills are not practical for places of non-continuous assembly where the students or public body changes with each program employees or attendants of such places should be schooled in the duties they are to perform in case of fire in order to be of greatest service in effecting an orderly exit
An adequate number of competent attendants must be on duty when assembly occupancy is used Attendants should be instructed in the proper use of portable fire extinguishers and other manual fire suppression equipment if provided
Signs with directions for speedy and orderly egress should be posted
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Fire Drills Page Number 3 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
42
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Fire Drill Checklist Page Number 4 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
FIRE DRILL CHECKLIST
In the event of a fire pull the fire alarm The integrated fire alarm system is for use only in the event of a fire and should
NOT be used to evacuate the building for any other emergency
IMMEDIATELY
Remind students which exit to take as noted in each classroom regardless of where they are parked
Tell them to put on coats and to pick up purseskeys Leave all books notebooks etc in the classroom
Tell all students they MUST move to an area 300 feet from the building
You are to take a roster or safety sign-in sheet and a penpencil with you
Close all classroom windows
Turn off lights
Close all classroom doors
ONCE OUTDOORS
Announce that class is NOT cancelled automatically ndash notification of official cancellation of class will be
announced by campus personnel
Ask students to inform you if they select to leave and take note of all who leave the premises
Confirm through a roster or safety sign-in sheet that all students who were present that day are out of the building
You will be asked by Fire officials to verify this
Do not reenter the building until permission is granted by those having authority
43
Policy Chapter Situational Procedures Date Revised 709
Policy Title Fire Response - Disabilities Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
EVACUATION OF PERSONS WITH DISABILITIES
When emergency evacuation from a building becomes necessary special attention must be paid to the safety of persons
with disabilities Good planning is the best defense against unnecessary accidents and confusion Some people with
disabilities may not need help while others may This is why it is imperative that you ask the person if there is any way you
can be of assistance
Any campus building may have an employee student or visitor who is a person with disabilities The three most encountered are visual aural and mobility
Visibility ndash Visually impaired persons may need guidance to the primary exit or to a secondary exit
Aural ndash Aurally impaired individuals may not realize the alarm is sounding
Mobility ndash Evacuation between floors can be difficult Do not use elevators during emergencies
If persons with disabilities are frequently present in your office classroom or residence hall discuss evacuation plans with
them Travel with them over possible exit routes identify potential obstacles and ask their opinions
Mobility impaired persons should be evacuated by untrained personnel only when the situation is life threatening If it is
determined that there is no immediate danger consider remaining where you are and immediately inform a member of the crisis management team or those responsible for security services
In life-threatening situation where immediate evacuation is necessary always ask the person if you can help Then
personally assist the person with a disability down the stairs Some crutch and cane users may be able to use the stairs
others may not Ask them how they want your help
Wheelchair users should be carried in their chair only when at least two strong people are available who can control the
chair
Communicate with people who are deaf or who have hearing impairments When possible arrange emergency signals in
advance Keep verbal messages short Visual props such as cards or notes can be used to communicate Immediately tell them what is happening and keep them informed of the situation
44
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Flood Response Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
FLOOD RESPONSE
Take immediate steps to ensure the safety of the people in the building Attempt to contain the flood and limit the affected
area This may involve shutting off the water main Contact the Director of Facilities for further instructions on how to
proceed
Major flood issues will be handled by our insurance company Once the source of the flood has been determined and
terminated The insurance company will provide a restoration company for cleanup One of the following two people
needs to be contacted for this information
Linda Miller CIC LIC
Area Vice President
Arthur J Gallagher amp Co of Michigan Inc
161 Ottawa NW Suite 112
Grand Rapids MI 49503
Phone 616-233-0922
Fax 616-233-0923
Linda_Millerajgcom
Janet Manning Claims Manager
Arthur J Gallagher Risk Management Services Inc 22930 9 Mile Road
St Clairs Shores MI 48080
Phone 586-774-5415 Ext 238
Fax 586-779-6769
Janet_Manningajgcom
Academic - Water shutoff valves are located in the lower level mechanical room next to
classroom 001
Cook Resident Hall ndash Water shutoff valves are
located in the southeast corner of the basement
East Residence Hall ndash Water shutoff valves are
located in the southeast corner of the basement
Student Center ndash Water shutoff valves are
located in the mechanical room just north of the
west doors next to the dumpsters
AUTHORIZED FLOOD RESPONSE CONTRACTOR IS AS FOLLOWS
Ameri Pro Restoration
1-888-222-1245 wwwameri-procom
FIRE WATER AND MOLD DAMAGE
45
Policy Chapter Situational Procedures Date Revised 709
Policy Title Hazardous Materials Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
HAZARDOUS MATERIALS
If there is a hazardous materials spill anywhere on location the following steps should be immediately taken
Contact security services facility staff or a member of the Crisis Management team They will take over coordinating the remainder of the emergency response The scene should be immediately secured by not allowing people into the hazardous
area This includes any rescue attempts anyone unable to remove themselves from the affected area will have to wait until
the situation has been fully assessed and emergency personnel have arrived If there is anyone in such a state immediately
contact 911 and notify them of the situation
Isolate the area and take steps to ensure the safety of people as well as the environment with the priority being in that order
Attempt to identify the hazardous materials using any placards visible from a safe distances MSDS sheets found in the
security services office or shipping documents that may be available
Assess the Situation If the spill warrants it contact emergency services to take over the scene If not contact the Director of Security Services andor the Director for Facilities and ask for instructions on how to proceed
There may be the need to shut down the HVAC systems if there is a chemical spill on the highway and a chemical cloud is
approaching the campus There will always be a facility or security personal available to shutdown HVAC units if
necessary
SHUTOFF LOCATIONS
Main shutoffs for the HVAC system in the Academic building can be found in the lower level mechanical
room next to the food prep area on the Westside of the main lecture halls
Main shutoffs for the HVAC system in Cook and East residence halls can be found in the basement
mechanical room
Main shutoffs for the HVAC system can be found in the mechanical room just north of the west doors next to
the dumpsters
SECURITY CELL 616-446-7098
46
Policy Chapter Situational Procedures Date Revised 909
Policy Title Illegal Activities Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
ILLEGAL ACTIVITIES
Security Services is responsible for the investigation of all illegal activities Contact Security Services
immediately at 616-446-7098
If immediate danger exists call 911
Try to remember information regarding suspects vehicle descriptions and direction of travel
Each situation will be documented and investigated by the University andor local law enforcement
INCIDENT REPORTING OF ILLEGAL ACTIVITIES
If you are a victim of or a witness to any criminal activity contact Security Services at 616-446-7098 and they
will assist in documenting the situation and contacting the police department
DO NOT attempt to handle the situation alone
If immediate danger exists call 911
Observe Universal Precautions when coming in contact with any human body fluid Vinyl latex free gloves are
located in the Security Services Office Welcome Center Desk LInC Circulation Desk Administrative Office
Suite third Floor Faculty Lounge Fitness Center and Maintenance OfficeWorkshop
SECURITY CELL 616-446-7098
47
Policy Chapter Situational Procedures Date Revised 709
Policy Title Injury Reporting Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
INCIDENTS RESULTING IN EMPLOYEE INJURIES
If someone is injured as a result of an incident notify Security Services at 616-446-7098
Do NOT move the injured person unless absolutely necessary
Send someone else to call 911 and to give information regarding the medical emergency
Do NOT attempt first aid unless you are trained to do so
Do NOT offer to pay medical expenses admit responsibility or mention insurance
Do NOT apologize for the accident argue the cause or reprimand anyone
Do NOT offer to transport the injured person
A MICHIGAN EMPLOYERrsquoS FORM MUST BE FILLED OUT WHEN AN EMPLOYEE IS INJURED
SECURITY CELL 616-446-7098
48
Policy Chapter Situational Procedures Date Revised 709
Policy Title Media Call Form Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
MEDIA CALL LOG
If media call your location and you cannot transfer the call to a crisis communications
team member as noted obtain the following information and Fax the sheet to
6167321179 or relay the information to the crisis communications team by phone
Date _________________________ Time _____________________
Callerrsquos name _________________________ Callerrsquos phone number _______________ Media organization name _____________________ Location ____________________ Deadline (if given) _________________ Your name __________________________ Work Number _________________ Cell Number _________________ Other Number _________________ Actioninformation requested ________________________________________________ __________________________________________________________________________ Reporterrsquos specific questions ________________________________________________ __________________________________________________________________________ __________________________________________________________________________ What reporter was told _____________________________________________________ __________________________________________________________________________
_________________________________________________________________________________
____________________________________________________________________
If you answer a media call and cannot immediately transfer the call per the chart complete the ldquomedia call logrdquo tell the caller
someone will respond to them as soon as possible and forward the log sheet to the first available crisis communications team member
You may copy the sheet attached and FAX completed sheets to the crisis communications team at 6167321179 or if there
is a power outage relay the information from the ldquomedia call logrdquo to the crisis communications team by cell phone
49
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 1 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
SEVERE WEATHER ndash Class CancellationCampus Closing Policy
Severe winter weather may come in many forms consisting of snow ice and wind Generally each one individually does not result in the cancellation of classes but occasionally the severe combination of all three may cancel classes or possibly close a
campus
Our students are being trained to work in our communities Businesses rarely close due to weather related issues
Davenport will rarely close or cancel classes
DECISION PROCESS
The recommendation to cancel classes or the closing of a campus will be made by the highest ranking student services
and academic leadership member for a specific campus
Information regarding the conditions of the weather can generally be determined by contacting facilities and security
who may be on site Use of the internet is also encouraged for weather information (wwwweathercom) There
is an expectation that the recommendation would be made with help from others
In the chart below you can find criteria that can be used to make this recommendation These criteria will be used to
explain to faculty staff and students why classes were canceled This information will also be tracked by the VP of
Risk Management to help obtain an understanding under what conditions classes are generally canceled so decisions
can become easier in the future
A request to cancel classes will be given to the VP of Risk Management by the highest ranking Student Services
person of a specific campus This request will contain details related to the above chart The VP of Risk
Management will contact the Executive VP of Finance by 530 am with bullet points about the weather conditions of
the effected campus The Executive VP of Finance will contact the President for final approval
The process to close a location will be the same as above however the EVP for Organizational Development and the
VP of Risk Management must concur with the decision to close a campus before the EVP of Finance is contacted
DESCRIPTION EXAMPLE
Current Length of Storm 4 or More Hours
Additional Anticipated Length of Storm 4 or More Hours
Strength of Wind 21 or More
Visibility 025 Mile
Wind Chill -30
Current Snowfall 8 or Above
Future Anticipated Snowfall 4 or Above
Ice Coverage Any Ice
Area CollegeUniversities Closed Yes
Roads closed by State Police Yes
Information
can be found
on internet
Feel free to
use
wwwweather
com
50
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 2 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
Once approval has been obtained for classes to be canceled at a specific campus the VP of Risk Management
will
1 Initiate the DU-Alert as early as 530 am DU-Alert will contain the following information
a Closed building vs Canceled classes b Day vs evening classes c Who should report to work d What events need to be canceled
2 Notify University Communication so the proper information can be placed on our website and be sent to
Faculty and staff by email Contact Rick Jensen first at 616-706-2608 and Von Franklin at 616-481-3083 It
will be the responsibility of communications to post the appropriate communication on the website
3 Notify the appropriate Director of Student Services so information can be relayed to specific campus
personnel
4 Call CSC at 800 am to inform them of weather issues It will be the responsibility of CSC to be notified of
issues through DU-Alert prior to 800 am 1212 Extension
1-800-322-3984
5 Contact Malachi Hooser of the Call Center about the weather issues
616-308-9232 Cell
616-554-5386 Office
Location Student Servicesrsquo leadership will be responsible to
1 Notify the appropriate TV and radio stations 2 Update the Emergency Hotline
QUESTIONS AND COMPLAINTS
Questions and complaints from faculty staff or students regarding the decision to cancel classes or close a location
should be sent to the VP of Risk Management
TIME OF DECISIONS
Morning cancellations will be announced by 6 am
Afternoon cancellations will be announced by 10 am
Evening class cancellations will be announced by 3 pm
51
DU Campus Closing Line Main Menu Greeting
YOU HAVE REACHED THE DAVENPORT UNIVERSITY CAMPUS CLOSING LINE IF YOU KNOW
YOUR TWO DIGIT CAMPUS IDENTIFICATION NUMBER YOU MAY DIAL IT AT ANY TIME DURING
THIS MESSAGE FOR FULTON DIAL 01 FOR LANSING DIAL 03 FOR KALAMAZOO DIAL 04 FOR
MIDLAND DIAL 05 FOR BATTLE CREEK DIAL 08 FOR HOLLAND DIAL 09 FOR FLINT DIAL 10 FOR
SAGINAW DIAL 11 FOR WARREN DIAL 12 FOR ALMA DIAL 15 FOR CARO DIAL 16 FOR GAYLORD
DIAL 19 FOR TRAVERSE CITY DIAL 20 FOR LETTINGA DIAL 33 OR FOR LIVONIA DIAL 35 TO
LISTEN TO THIS MESSAGE AGAIN TOUCH THE KEY
Suggested Message for the Individual Campuses ltCAMPUS NAMEgt CLASSES ARE IN SESSION AS SCHEDULED
Example
LETTINGA CAMPUS CLASSES ARE IN SESSION AS SCHEDULED
To change a message
1 Dial 7002 for voice item maintenance
2 Dial the application ID for the message yoursquod like to change
3 Dial the password for the application
4 Dial 2 to review the current recording
5 Listen to the recording to make sure you are changing the correct one
6 Dial 5 to begin recording
7 Say the message yoursquod like callers to hear
8 Dial to end recording
9 Dial 2 to review the recording
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 3 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
52
CHECKLIST
Student Services Representative
Student Services and Academic Leadership decide to make a recommendation on classes being canceled or
the building closed
Decision will be assisted by facilities andor security that may be on site
Decision to cancel class will be made for the morning by 5 am and announcement will go out at 6 am Decision to cancel class will be made for the afternoon by 930 am and the announcement will go out by 10
am Decision to cancel class will be made for the evening by 230 pm and the announcement will go out by
300 pm
Student Services representative will call VP of Risk Management with cancelation of classes or closing of
a campus using the appropriate statistics found at wwwweathercom
Student Services representative will put a message on the emergency hotline and remember to update it as
necessary
Student Service representative will contact local TV and radio stations
Student Service representative will activate their call tree as appropriate
VP of Risk Management
VP of Risk Management will contact appropriate Executive Vice Presidents who will then obtain
permission from the president
VP of Risk Management will contact specific Directorrsquos of Student Services to report the decision
DU-Alert will be activated to the affected campuses
Contact Communications
Contact Web site administration
Contact CSC
Contact Call Center
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 4 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
53
EXAMPLE OF A BLIZZARD WARNING
URGENT - WINTER WEATHER MESSAGE
NATIONAL WEATHER SERVICE GRAND RAPIDS MI
428 AM EST THU DEC 10 2009
MUSKEGON-OTTAWA-KENT-ALLEGAN-BARRY-VAN BUREN-KALAMAZOO-
INCLUDING THE CITIES OFMUSKEGONJENISONGRAND RAPIDS
HOLLANDHASTINGSSOUTH HAVENKALAMAZOO
428 AM EST THU DEC 10 2009
BLIZZARD WARNING REMAINS IN EFFECT UNTIL 4 PM EST THIS
AFTERNOON
HAZARDOUS WEATHER
SNOW SHOWERS WILL CONTINUE TO INTENSIFY EARLY THIS MORNING 2
TO 4 INCHES OF SNOW ACCUMULATION CAN BE EXPECTEDALTHOUGH
LOCALLY HIGHER AMOUNTS ARE POSSIBLE
WEST WINDS OF 20 TO 30 MPH WILL GUST UP TO 40 MPH THESE WINDS
WILL CAUSE CONSIDERABLE BLOWING AND DRIFTING OF SNOW VISIBILITIES WILL FREQUENTLY BE REDUCED TO NEAR ZERO AT TIMES
THROUGH THIS AFTERNOON
GUSTY WINDS ALONG WITH RAPIDLY FALLING TEMPERATURES WILL
PRODUCE SUB ZERO WIND CHILLS
IMPACTS
TRAVEL WILL BE SEVERELY IMPACTED WITH SNOW BLOWING
SNOWAND BITTER COLD WIND CHILLS BLIZZARD CONDITIONS ARE
EXPECTED THROUGHOUT MUCH OF THE DAY ESPECIALLY ALONG US HIGHWAY 131
POWER OUTAGES WILL BE POSSIBLE DUE TO THE STRONG GUSTY WINDS
PRECAUTIONARYPREPAREDNESS ACTIONS
IT WOULD BE BEST NOT TO TRAVEL TODAY
IF YOU MUST TRAVELKEEP AN EXTRA FLASHLIGHTFOODAND
WATER IN YOUR VEHICLE IN CASE OF AN EMERGENCY
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 5 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
54
EXAMPLE OF HOLLAND AT WWWWEATHERCOM
Right Now Next 36 Hours
Today Tonight Tomorrow
Light Snow Snow Snow Shower AM Snow Showers
30degF 32deg 27deg 33deg
Feels Like 21deg High Low High
Past 24-hr Precip 029 in (est) Snow 29 in (est)
Chance of Precip 80
Chance of Precip 80
Chance of Precip 60
Wind From W at 12mph
Wind W at 18 mph
Wind W at 17 mph
Wind W at 14 mph
Humidity 69 64 62 62
Dew Point23deg
Pressure 2980 in
Visibility 10 mi
UV Index 0 - Low 1 - Low -- 1 - Low
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 6 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
55
CONTINUED EXAMPLE OF HOLLAND AT WWWWEATHERCOM
Daylight Remaining 6 hrs 1 min Sunrise 755 am Sunset 512 pm Sunrise 756 am
Through 5pm A steady snow will continue to fall through late afternoon Cloudy and windy Temperatures reaching the low 30s Winds W at 15 to 20 mph Chance of snow 80 Additional snowfall of 1 to 2 inches through 430pm
Snow showers early with a steadier snow developing late Colder Temps nearly steady around 30 Winds W at 15 to 25 mph Chance of snow 80 1 to 3 inches of snow expected
Variably cloudy with snow showers Low 27F Winds W at 15 to 25 mph Chance of snow 80 Snow accumulating 1 to 2 inches
Mainly cloudy with snow showers around in the morning High 33F Winds W at 10 to 20 mph Chance of snow 60 Snow accumulations less than one inch
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 7 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
56
Policy Chapter Situational Procedures Date Revised 709
Policy Title Severe Weather Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
CLASS CANCELLATIONS PROCEDURES
GREATER GRAND RAPIDS ndash HOLLAND AND LETTINGA
CLASS CANCELLATIONS PROCEDURES
NOTE All staff are to report to work as long as they are not endangering themselves in the process
The Director of Security Services will input information for all campuses in the GRAIL WEB system and at
wwwcancellationscom
1 When closings occur the Director of Security Services or his alternate will input closing data to the
GRAIL WEB site which will result in local media announcements
2 Day Classes ndash Weekdays (Monday through Friday) the Director of Security Services or alternate will check on weather and road conditions should weather become severe
a When day classes (prior to 400 pm start) need to be canceled the Director of Security Services
will contact one of the following in the order listed
i The ED of Student Services (Lettinga)
Tom Woods (517) 230-9834 (cell)
ii The ED of Academic Services (Lettinga)
Joy Harrison (Lettinga) (616) 301-2175 (home) (616) 283-2910 (cell)
iii The Director of Student Services (Holland)
Linda Sievert (616) 942-7735 (home) (616)745-3030 (cell)
b The EDs will inform
ii The Lettinga Asst Directors
Don Fowler (269) 383-5626 (home) (269) 598-7546 (cell)
Nygil Likely (616) 724-4206 (home) (616) 717-8243 (cell)
iii The Holland Director of Student Services
Linda Sievert (616) 942-7735 (home) (616)745-3030 (cell)
iv The Dir of Security Services
Eric Patterson (616) 459-8603
who will access wwwgrailwebcom and TV-13 (616) 785-1313 to
input the West Michigan locations (s) being closed and for how long
These decisions will be broadcast by 600 am
57
Policy Chapter Situational Procedures Date Revised 709
Policy Title Severe Weather Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
3 Evening Classes ndash Weekdays (Monday through Friday) the EDrsquos (see 2b i ii and iii above) and the Director of
Security Services will decide on cancellations for classes starting after 400 pm
The Director of Security Services will access wwwgrailwebcom and TV-13 (616) 785-1313 to input exactly
which locations (s) are being closed and for how long
4 Weekend Classes ndash The Security Services Officer on duty will contact 1) the Director of Security Services 2) the ED
of Student Services 3) the D for Holland or 4) ED for Academic Services at Lettinga (See 2 a and b above) The
individual contacted will
a Make the decision to close Lettinga and Holland locations
b Relay decision to the Director of Security Services who will access wwwgrailwebcom and TV-13 (616)
785-1313 to input exactly which locations (s) are being closed and for how long
c Contact the EDs and D (see 2a and b above) to tell them of the closings
Saturday classes will be canceled by 600 am
Sunday classes will be canceled by 800 am
5 Phone Messages ndash During any of the seven days of the week the Director of Security Services or designee will contact
Lettinga a Kirsten Scott (616) 554-5311 andor (616) 891-7623 or
b Sally Kuipers (616)742-2070 andor h(616)452-2349 or c(616)560-7478
Holland
c Rhonda Prins at 616-218-9896 or 616-395-4608
to change the message on the switchboards notifying incoming callers that classes have been canceled The
switchboards will carry the specific message as long as appropriate
6 OTHER THAN WEATHER RELATED CLOSINGS ndash Closings for other reasons will be determined by the
campuslocation leader with notification to the ED and Director of Security Services for posting to GRAIL Here are some guidelines
a Electrical Gas Leak Water ndash two hour delay unless need for longer closing is obvious
Contact numbers can be found on the ldquoLocation Communication Treerdquo procedure located in this document
Davenport University Connect Hotline Number is 1-800-525-8282
58
Purpose
The purpose of tornado drills is to provide shelter for the campus community during a tornado warning In these cases faculty staff and students should not evacuate the building since this may cause injury During a tornado
warning you have only a short time to find shelter Advance planning and a quick response are the keys to surviving
this type of inclement weather The University values the safety of each individual and expects that people will take
responsibility for safeguarding their welfare
Regulation
Effective March 30 1998 House Bill 5237 amended the Michigan Fire Prevention Cote Act 207 PA 1941 as
amended Section 19 to require Tornado Drills in Schools The new requirement applies to all schools including
state supported schools colleges universities and school dormitories
Sec 19 (3) now requires a minimum of 2 tornado safety drills for each school year at the schools and facilities hellip
These drills are for the purpose of preventing hazards and injuries in the event of severe weather
Responsibility
Responsibility for the planning and conduct of drills shall be assigned by campus risk management to competent
persons qualified to exercise leadership A written record of all drills conducted should be maintained including a
critique of the event This record should be maintained by risk management
General Guidelines
Drills shall include suitable procedures to make sure that all persons in the building or all persons subject to the
drill actually participate If a tornado drill is considered merely as a routine exercise from which some persons may
be excused there is a grave danger that in an actual tornado the drill will fail in its intended purpose All drills
should be pre-planned and preannounced
Definitions
Severe Weather Includes thunder lightening hail wind and heavy rains
Tornado A violently rotating column of air in contact with the ground
Watch Indicates that conditions are favorable for a particular type of weather to occur
Warning Indicates that a particular type of weather is or will soon be occurring
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Tornado Drills Page Number 1 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
TORNADO DRILLS
59
Specified Occupancies
Educational Occupancies ndash Academic and Administrative Buildings
All educational buildings on campus must hold two sets of tornado drills one in the spring and one in the Fall
preferably during the first four weeks of the semester Faculty and staff shall work in cooperation with risk
management in scheduling drills before the semester begins A ldquosetrdquo can be defined as a tornado drill during
the day and one in the evening in order to involve as many staff and students as possible
Locations of tornado shelters are to be conspicuously posted in each classroom and hallway to provide the
necessary information and ensure orderly movement through the building Signs should also specify that
elevators must not be used to exit during a tornado drill
Faculty and staff must be familiar with the tornado shelter locations and will assist students to these shelters
Handicapped students should inform faculty or staff at the start of the semester of any special requirements with
respect to procedures that will best facilitate those students
Residential Occupancies
Residential facilities demonstrate the greatest need for adequate and effective tornado shelter awareness due to
the potential loss of life Tornado drills in residence halls must be performed twice each year one in the spring
and Fall
A major concern in residence hall tornado drills is the resistance of residents to go to the designated tornado
shelters Resident assistants and other staff must take responsibility for the complete and orderly movement of
the students through the building Education and awareness are key components to an effective tornado drill
program Location of shelter in each apartment will help student to become more fully aware
Special consideration must be given to handicapped students with regard to tornado drills in residence halls To
be most effective handicapped students should be required to move to tornado shelters during a tornado drill
regardless of their location in the building Preplanning is key for the handicapped person because hisher own familiarity with the tornado shelter locations and the safest methods of egress is vital The handicapped person
should also seek out buddies to assist
On each floor of the facility the resident staff should proceed down the hall knocking loudly on each door as
heshe passes Staff should not unlock each door as this is time consuming and may result in danger to the staff
person
Assembly Occupancies ndash Student Center
Because actual tornado drills are not practical for places of non-continuous assembly where the students or
public body changes with each program employees or attendants of such places should be schooled in the
duties they are to perform in case of a tornado drill An adequate number of competent attendants must be on
duty when assembly occupancy is used Signs with directions for speedy and orderly egress should be posted
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Tornado Drills Page Number 2 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
60
TORNADO DRILL CHECKLIST
INDOORS
1 Information about severe weather will be given to the campus community if known in advance
2 A Tornado Watch is the time to review emergency action plans and determine the nearest tornado shelter
3 Tornado shelter plans will be posted in each classroom
4 During a tornado watch one person will be designated to monitor the weather by computer or weather radio
5 When the community siren is activated or information is obtained through computer monitoring faculty and
staff will move students to the appropriate tornado shelters
6 DU-Alert will be activated for the individual campus that has the tornado warning The following are the
individuals who can access DU-Alert
Duane Terpstra
Office 616-732-1155
Cell 616-581-5295
Home 616-786-0293
Matthew Miller
Office 586-620-4050
Cell 616-780-6346
Shallan Spielmaker
Office 517-367-8211
Cell 616-581-1453
Nathan Schumacher
Office 586-620-4054
Cell 586-201-8099
7 There will be monitoring equipment in a designated shelter to determine the completion of the warning
8 Do not use elevators and stay away from windows
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Tornado Drill Checklist Page Number 3 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
61
OUTDOORS
1 Seek indoor shelter if possible
2 Parked motor vehicles are unsafe Seek indoor shelter
3 If an indoor shelter is not available and there is not time for escape lie flat in a ditch or low spot
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Tornado Drill Checklist Page Number 4 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
62
Policy Chapter Situational Procedures Date Revised 709
Policy Title Tornado Policy Page Number 2 of 3
CRISIS MANAGEMENT MANUAL
University Crisis Management
TORNADO SHELTER AREA ACADEMIC BUILDING ndash Shelters are in green
areas
63
Policy Chapter Situational Procedures Date Revised 709
Policy Title Tornado Policy Page Number 3 of 3
CRISIS MANAGEMENT MANUAL
University Crisis Management
TORNADO SHELTER RESIDENCE HALLS ndash Shelters are in green areas
TORNADO SHELTER STUDENT CENTER ndash Shelter are in green areas
64
Policy Chapter Situational Procedures Date Revised 709
Policy Title Stalking Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
STALKINGTHREATSHARRASSMENT
IF OCCURRING ON CAMPUS
Contact those individuals who are responsible for security services or your student services representative They will
evaluate the situation and contact police authorities if necessary
If fear of bodily harm exists call the Police Department at 911 and then locate security services personnel
If you receive a ldquoPersonal Protection Orderrdquo or PPO from the court provide a copy of the order to the office of Security
Services
IF OCCURRING OFF CAMPUS
Contact the police at 911 followed by security services personnel
Copies of Personal Protection Orders are kept on file These documents should be updated as necessary and will be shared with location personnel on a need to know basis
As with any incident on location an incident report should be filled out and kept on file for future reference
The next page is an example of the information that can be given to those at a location in order to assist in identifying the
individual responsible This information upon approval of the victim can be kept at a main entrance desk welcome center
or other location where staff may meet people as they enter the building
Stalking is a willful course of conduct involving repeated or continuing harassment of another individual
that would cause a reasonable person to feel terrorized frightened intimidated threatened harassed or
molested and that actually causes the victim to feel terrorized frightened intimidated threatened harassed
or molested 750411h
SECURITY CELL 616-446-7098
65
Policy Chapter Situational Procedures Date Revised 709
Policy Title Stalking Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
66
Policy Chapter Situational Procedures Date Revised 909
Policy Title Suicidal Remarks Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
SUICIDAL REMARKS
With the diverse student body with varying age groups and backgrounds the potential exists for suicidal tendencies among
students who are attending classes It is critical that our staff respond to these individuals correctly and with care to ensure
that the safety of our student body is preserved and that the individual is properly cared for
When confronted with a student who is making suicidal remarks you should contact a security services or a student services
representative as soon as possible Security Services personnel with help from Student Services will coordinate any
further response
It is important to isolate this student from the rest of the student population and keep them under watch throughout the entire
incident At no time should a student who has made such statements be left alone Every effort should be made to keep
them on location If the individual insists on leaving inform them that you believe this to be unwise but allow them to leave if they insist If the student does leave contact the Police Department to inform them of the situation Attempt to give the
police a description of both the person and the vehicle they are driving as well as contact information if available
Ask the student if there is a mental health professional that they have been seeing and ask if they have the contact number
for that person If they do have them contact that individual Ask the student if there is a family member or friend that can
transport himher off site
A DU employee should only willingly allow a suicidal student to leave if there is a third party present to transport them
Under no circumstances should the student be allowed to leave on their own even if they state that they are feeling better
without some resistance from the University employee
67
SUICIDE ATTEMPT
Student Suicide Protocol All Campuses (Non-Housing)
1
st Staff Responder First Steps (Immediately)
When you enter the room or vehicle
Is the area safe
Check for vital signs
Call 911Security ServicesStudent Services based on the resources available
Gather information
Identify student if possible
Identify method of suicide if possible
Are you able to contain the area YesYes with assistanceNo
Determine how many students if any are awareimpacted by the situation and who they are
Contact ED of Student Affairs (Paul Ballard) or ED of Security Services (Matt Miller) or VP of Risk
Management (Terpstra) and inform with what you know
Name of Student
Method of suicide
What you know about the student (Team clubs friends etc)
If area is contained or does it need to be contained
How many students are immediately affected and who they are
What location will the affected students be quarantined
If security or police have arrived your focus is the affected students
Quarantine affected students in a separate area
Discuss with them that someone from the University will be contacting the studentrsquos family and for them
not to refrain from contacting the family out of respect and care for them until a trained professional
contacts them
Determine if the studentrsquos circle of friends is complete or if others need to be quarantined temporarily
Comfort the students as best you can and assess individualrsquos risk levels
Remain with the students until a trained counselor arrives
1st Professional Staff Responder Next Steps (1 to 24hrs)
Create incident report
Relocate displaced classes if needed
Check in and identify additional students or staff that require mentalemotional support
1st Professional Staff Responder Final Steps (24-48 hrs)
Check in and identify additional students or staff that require mentalemotional support
Aid in gathering the deceased individualrsquos personal belongings if necessary
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Suicidal Attempt Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
68
Missing Student Protocol
(Not process for Study Abroad Missing Student)
A campus is contacted by a person requesting information on a student that the caller assumes is missing This
person is worried because they have not been contacted by the student for an unusual length of time You explain to
the caller that you cannot give out specific information about a student but would be willing to work with the police
if they would report the issue
Once you disconnect from the caller you take the following steps
Contact ED of Student Affairs (Paul Ballard) or ED of Security (Matt Miller) or VP of Risk Management (Terpstra)
Student Services or
Security Services
Contact the person responsible for investigations on your campus This may be Security
Services or Student Services depending on the resources on the campus Contact the
caller and ask the below question
Determine relationship to student
Why do you think they are missing
Date time location the student was last seen
General routine of student (Close circle of friends)
Studentrsquos cell number
Does the student have a Social Media account Make model color and license plate of vehicle
Have they filed a missing persons report
Is there any medical or emotional condition we should be aware of
Establish a timetable where you will contact them again
General Investigative Steps
Call and text the student
Send the student an Email
Check with instructors on attendance of student (w photo)
Check emergency information in Banner
Check SPACMNT for comments and FERPA waivers
Go to studentrsquos classroom
Check card access and dining swipes (if applicable)
Check social networking sites
Contact known FriendsClassmates fill in any information gaps from that caller did not know
Check for student car in parking lot
Contact CSC for last log in
Check the websites to see if student has been arrested ex httpswwwaccesskentcomInmateLookup
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Missing Student Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
69
Missing Student Protocol
(Not process for Study Abroad Missing Student)
If proof of life has been established or check list has been completed Contact ED of Student Affairs (Paul Ballard)
or ED of Security (Matt Miller) or VP of Risk Management (Terpstra)
If student is found
Have them contact the person that called (if applicable) with University personnel present
If student does not want the person to know where they are have them meet with EDSA Paul Ballard
ED of SA will make contact with the caller and give them FERPA based info
If student is hospitalized or unable to return to school initiate protocol for medical withdrawal
If student is not found
Student Affairs will call emergency contact number
Student Affairs will follow up with caller
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Missing Student Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
70
Policy Chapter Situational Procedures Date Revised 909
Policy Title Utility Failure Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
UTILITY FAILURE
ELECTRICAL FAILURE
All individuals should remain where they are
Security Services personnel will assist with building evacuation if necessary
Security Services personnel will notify Consumers Power
If the power comes back on in a short time (two hours or less) operations will resume
If the power remains off for longer than two hours campus leadership will make a decision on whether or not to
close the campus
GAS LINE BREAK OR LEAK
Report the break or leak to Security Services 616-446-7098
Security Services will clear the immediate area and evacuate the building if needed
DO NOT turn off radios lights computers or other office equipment
Security Services will contact the utility company
WATER MAIN BREAK
Security Services or facilities will contact the Water Department
All employees and students should be notified that the restroom facilities will not be available
SECURITY CELL 616-446-7098
71
Policy Chapter Updating Process Date Revised 709
Policy Title Post Incident Debriefing Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
POST INCIDENT DEBRIEFING
Once the incident is over a debriefing should take place with those who were involved The purpose of this process is to improve our reaction to future incidents The following is a general list of questions that can be asked
Type of Incident
Date of Incident Time of Incident
Initial notification received by
Was the VP of Risk Management notified soon after the event [ ] Yes [ ] No [ ] NA
Were the appropriate people notified of the situation [ ] Yes [ ] No [ ] NA
Was there good communication with the Risk Management Team [ ] Yes [ ] No [ ] NA
Was there good communication with the local Crisis Management Team [ ] Yes [ ] No [ ] NA
Was there appropriate communication with Cabinet Members [ ] Yes [ ] No [ ] NA
Was there appropriate communication with Faculty Staff and Students [ ] Yes [ ] No [ ] NA
What changes could there have been to make communication better
What actions were taken that was effective
What are the opportunities for improvement
What changesadditions are needed for the crisis management manuals
On the back of the page map the incident timeline
72
Policy Chapter Testing Date Revised 709
Policy Title Testing amp Training Process Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
TESTING amp TRAINING
The testing process for possible crisis situations will be done in the following three ways
1 Scenarios will be presented to the Risk Management and Crisis Management teams in the form of table top exercises This will be done in the regular meetings
2 Simulation of actual events
3 Instruction is given on how to react to a crisis The below document is given to all employees and placed in many
locations within the facilities
EMERGENCY RESPONSE PROCEDURES
University Crisis Management
Emergency Response
Security Management
LOCATION CRISIS MANAGEMENT TEAM
HOW TO REPORT AN INCIDENT
SUSPICIOUS PERSONS
STALKINGTHREATSHARASSMENT
VIOLENT BEHAVIOR
ACTIVE SHOOTER RESPONSE
BOMB THREAT
UTILITY FAILURE
FIRE RESPONSE
SEVERE WEATHER
FIRST AIDBLOODBORNE PATHOGENS
MAIL SECURITY
73
GLOSSARY OF TERMS
1 CMT- Crisis Management Team A crisis management team consists of representatives from Human Resources Security Services Facilities IT etc These teams are located at every location within the University and are responsible for crisis management at that particular location
2 RMT ndash Risk Management Team The risk management team consists of representatives from Human Resources Security Services Facilities IT etc This team is located at Lettinga and is responsible to develop procedures manage crisis management teams and communicate with the administration
3 EOC ndash Emergency Operations Center Headquarters for the Crisis Management team to manage and coordinate the companyrsquos business recovery efforts
Policy Chapter Appendix A Date Revised 709
Policy Title Glossary of Terms Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
74
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic Lower West Page Number 1 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
Gas Valve Electrical Panel
Geothermal
Pumps
75
Sprinkler Shutoff
Water Shutoff
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic Lower East Page Number 2 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
76
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 1st West Page Number 3 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
77
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 1st East Page Number 4 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
78
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 2nd
West Page Number 5 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
79
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 2nd
East Page Number 6 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
80
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 3rd
West Page Number 7 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
81
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 3rd
East Page Number 8 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
82
Water Shutoff Electrical
Shutoff
Gas Shutoff
Fire Suppression
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Student Center Lower Level Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
83
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Student Center Main Level Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
84
Electrical
Shutoff
Water Shutoff
Fire Suppression
All Shutoffs
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Cook Hall Basement Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
85
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Cook Hall Floors 1-4 Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
F1 F2
F3 F4
86
Electrical Shutoff
Water Shutoff
Fire Suppression
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Meijer Hall Basement Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
87
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Meijer Hall Floors 1ndash5 Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
F1 F2 F3
F4 F5
88
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title South Hall 1st amp 2
nd Floor Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
F1
F2
89
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title South Hall 3rd
and 4th Floors Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
F3
F4
90
Policy Chapter Appendix C Date Revised 709
Policy Title General Telephone Numbers Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
NAME WORK NUMBER CELL NUMBER TITLE
Anderson Kristine 616-742-1726 231-329-4667 Director of Employee Relations
Ballard Paul 616-554-5687 616-862-6532 Exe Director of Student Affairs
Bean Brent 616-451-3511 ext 1495 616-889-3875 IT S Manager
Beausoleil Gail 616-554-5394 616-292-5446 Director of Career Services
Bill Chris 616-732-1151 616-540-7396 VP or Human Resources
Bloom Deb 616-732-1124 616-340-3402 Exe Dir Of government amp Com Relations
Bruyn Kim 616-732-1165 616-540-7711 Exc VP for Advancement
Caledonia Fire amp Rescue 616-891-0940 Caledonia Township Fire amp Rescue
Caledonia High School 616-891-8129 Caledonia High School
Caledonia Middle School 616-891-8649 Caledonia Middle School
Communication Fax 616-732-1179 Communication Fax
CSC 1-800-322-3984 Customer Support Center
Donovan Sherri 616-233-3472 616-233-3472 Exe Director of Academic Services
Dutton Christian School 616-698-8660 Dutton Christian School
Engblom Rob 616-554-5087 865-803-7350 Exe Director of Housing
Finkler Kathy 616-732-1085 616-446-5303 Director of Customer Support
Fischer John 616-554-5005 616-822-1088 Director of Facilities
Fisher Christine 616-732-1168 616-340-2525 Exe Administrative Assistant
Fowler Don 616-732-1206 269-598-7546 Director of Student Services
Harrison Joy 616-554-5820 616-283-2910 Exc Director of Academic Services
Hogan Brian 616-437-3234 HiTec Cleaning Services
Hooser Malachi 616-5545386 616-308-9232 Call Center Manager
Hotline 1-800-525-8282 Emergency Hotline
IT Weekend Emergency Number 616-481-6011 IT Weekend Emergency Number
Jensen Rick 616-732-1172 616-706-2608 News Information Manager
Jones Apple 616-554-4743 616-560-4856 Department Coordinator
Kent County - Main 616-632-6100 Kent County Sheriff Department
Kent County - Substation 616-632-6490 Kent County Sheriff Department
Kingrey Daryl 616-554-5395 616-481-2239 VP of Admissions
Knechtel Heather 616-554-5388 517-974-5793 Director of Admissions
91
Policy Chapter Appendix C Date Revised 709
Policy Title General Telephone Numbers Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
NAME WORK NUMBER CELL NUMBER TITLE
Kraska Nick 616-7732-1120 HRIS Coordinator
Lemmon Bill 616-732-1087 616-450-4933 Director of Networking
Lemmon Nicholas (Hi-Tec) 616-662-1623 616-732-1303 VP of Operations - Hitec Cleaning
Likely Nygil 616-554-5316 616-719-6457 Director of Student Services
Loud Tammy 616-554-5396 517-490-5940 VP of Student Services
Lowden Paul 616-554-5050 616-901-1787 Director of Athletics
MacDonald Meghan 616-554-4766 616-610-7690 Bookstore Manager
Manning Janet 616-774-5415 ext 238 Gallagher Risk Management Services
McCormick Nathan 616-732-1128 616-745-7142 Exe Director of Facility Operations
McLaughlin Karen 616-698-7111 616-970-5866 Asst Director of LInC
Miller Brian 616-732-1195 616-821-2618 VP of IT
Miller Linda 616-233-0922 VP Arthur Gallagher Insurance
Miller Matthew 586-620-4050 616-780-6346 Exe Director of Security
MSP 616-647-0800 Michigan State Police
Page Sally 616-554-5668 616-780-1394 Exe Director of Libraries
Salinas Kim 616-732-1072 616-813-7165 Benefits Manager
Scott Kirsten 616-554-5311 616-891-7623 Adm Asst Student amp Career Services
Security Services 616-446-7098 Security Services
Shull Lindsey 616-554-5528 616-901-2036 Regional Health Internship Manager
Sievert Linda 616-395-4603 616-745-3030 Director of Student Services - Holland
Stodola Mike 616-554-5138 616-893-7314 Director of Student Center
Terpstra Duane 616-732-1155 616-581-5295 VP of Risk Management
Teuscher Jolene 616-732-1096 616-318-4669 Employee Relations Manager
TV 13 616-785-1313 TV 13
Wagner Natalie 616-554-5821 616-901-0666 Executive Director of Student Life
Williams Ben 616-732-1104 517-303-4955 Information Technology Services
Woods Tom 616-554-5301 517-230-9834 Exe Director of Student Services
92
Family Educational Rights and Privacy Act of 1974 (FERPA)
The Family Educational Rights and Privacy Act (FERPA) is a federal law designed to protect the privacy of students education records The law applies to all schools that receive funds under an applicable program of the US Department of Education
FERPA gives parents certain rights with respect to their childrens education records These rights transfer to the student or former student who has reached the age of eighteen or is attending any school beyond the high school level Students and former students to whom the rights have transferred are called eligible students
Parents and eligible students have the right to inspect and review all of the students education records maintained by the school Schools are not required to provide copies of materials in education records unless for reasons such as great distance it is impossible for parents and eligible students to inspect the records Schools may charge a fee for copies
Parents and eligible students have the right to request that a school correct records believed to be inaccurate or misleading If the school decides not to amend the record the parent or eligible student then has the right to a formal hearing After the hearing if the school still decides not to amend the record the parent or eligible student has the right to place a statement with the record commenting on the contested information in the record
Generally the school must have written permission from the parent or eligible student before releasing any information from a students record However the law allows schools to disclose records without consent to the following parties
o school employees who have a need-to-know o other schools to which a student is transferring o certain government officials in order to carry out lawful functions o appropriate parties in connection with financial aid to a student o organizations doing certain studies for the school o accrediting organizations o individuals who have obtained court orders or subpoenas o persons who need to know in cases of health and safety emergencies o state and local authorities within a juvenile justice system pursuant to specific state laws
Schools may also disclose without consent directory type information such as a students name address telephone number date and place of birth honors and awards and dates of attendances However schools must tell parents and eligible students about directory information and allow parents or eligible students a reasonable amount of time to request that the school not disclose directory information about them
Schools must notify parents and eligible students of their rights under this law The actual means of notification (special letter inclusion in a PTA bulletin student handbook or newspaper article) is left to the discretion of each school
For additional information or technical assistance call (202) 260-3887 or TDD (202) 260-8956 or contact
Family Policy Compliance Office US Department of Education 600 Independence Avenue SW Washington DC 20202-4605
Policy Chapter Appendix D Date Revised 0111
Policy Title FERPA Facts Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
93
EMERGENCY NOTIFICATION SCRIPTS
Test Message
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System This is a test of the mass notification system Davenport University is using this system to keep you informed in the event of an emergency If this had been an actual emergency you would receive official information andor instructions This concludes this test of Davenportrsquos Mass Communication Alert System Thank you for your attention END OF MESSAGE (SMS) This is a test of Davenportrsquos Alert System If this had been an actual emergency you would receive official information andor instructions
Natural Disasters
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System On June 2 2009 a Tornado struck the Caro Campus Damages are reported to be light No injuries have been reported The campus is closed until further notice All students should stay away Be advised that roads may be damaged Travel with caution Thank you for your attention End of Message (SMS) On June 2 2009 a Tornado struck the Caro Campus Damages are reported to be light The campus is closed until further notice
Armed Suspect
(Phone)(E-Mail) This is a message on the Davenport Mass Communication Alert System At June 2 2009 an individual possessing a firearm was reported to be on the Warren Campus The Warren police department has been notified of the situation and is presently on campus We urge everyone on campus to remain in your residence classroom or office with the doors and windows secured If you are currently off campus stay away until further notice Please call 911 if you observe any threatening individuals on or near to campus Thank you for your attention End of Message (SMS) On June 2 2009 at 900 aman individual possessing a firearm was reported to be inside our Livonia Campus Stay in place amp barricade
Policy Chapter Appendix E Date Revised 709
Policy Title Emergency Notification Scripts Page Number 1 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
94
Assault with a Deadly Weapon
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System It has been reported to Davenport University that an individual was recently a victim of an assault with a knife in the parking lot at the Flint campus This took place on June 2 2009 at 1000 am The individual sustained minor injuries and is being treated at a local hospital The incident is still an on-going investigation with the Flint police department Students are advised to be cautious and call 911 to report any suspicious behavior or persons Thank you for your attention End of Message (SMS) On June 2 2009 at 1000 am an individual at the Flint campus was a victim of an assault wa knife Student are advised to be cautious
Bomb Threat
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System On June 2 2009 at 1100 am Davenport University received a threat from an unknown caller that a bomb was set to go off at the Holland campus at Noon The Holland Police departmentrsquos bomb squad is at the scene and conducting a full investigation It will also be assessing the threat level to the University The building has been evacuated and all persons still inside the building must evacuate now A secure perimeter has been established around the area and it is off limits until further notice Thank you for your attention End of Message (SMS) On June 2 2009 at 1100 am the Holland campus of Davenport University received a threat from an unknown caller that a bomb was set to go off in Noon
Gas Main Break
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System There has been a gas main break at the Saginaw campus of Davenport University Evacuate the area Stay away from the area until the situation is resolved Additional information will be given as the situation is resolved End of Message (SMS) We urge everyone to evacuate the Saginaw campus due to a gas main break Please stay away until the situation in resolved
Policy Chapter Appendix E Date Revised 709
Policy Title Emergency Notification Scripts Page Number 2 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
95
Gunshots
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System On June 2 2009 at 100 pm Davenport University received reports of gunshots fired in the parking lot at the Kalamazoo campus The police department has been notified of the situation and is presently on campus We urge everyone on campus to remain in your classroom or office with the doors and windows secured If you are currently off campus stay away until further notice Thank you for your attention End of Message (SMS) We urge everyone at the Kalamazoo campus to remain where you are amp secure doors amp windows If off campus stay away until further notice
Hazardous Materials
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System On June 2 2009 at 200 pm a hazardous material situation is occurring at the Battle Creek campus of Davenport University A hazardous materials team is on scene A secure perimeter has been established and the buildings are off limits until further notice Thank you for your attention End of Message (SMS) There is a hazardous materials spill at the Battle Creek campus and a secured perimeter has been established Buildings are off limits until further notice
Homicide
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System It was reported to Davenport University that an individual was recently a victim of homicide by at the Livonia campus on or about June 2 2009 at 300 pm The incident is still an on-going investigation with the Livonia police department at this time If you find yourself in a position of concern or witness any suspicious persons on campus please immediately contact the 911 Thank you for your attention End of Message (SMS) Davenport University Livonia campus has a victim of homicide by that occurred in the parking lot on June 2 2009 at 300 pm No arrest has been made
Policy Chapter Appendix E Date Revised 709
Policy Title Emergency Notification Scripts Page Number 3 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
96
Power Failure
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System We are currently experiencing a power failure at the Lansing campus The estimated duration of the power outage is unknown Additional updates will be given End of Message (SMS) There is a power outage at our Lansing campus Duration unknown Additional updates will be given
Violent Crime
(Phone)(E-mail)
This is a message on the Davenport Mass Communication Alert System On June 2 2009 at 500 pm an assault was reported at the Warren campus We ask that you offer your full cooperation to the police department if asked Please call 911if you observe any threatening individuals on or near to campus Thank you for your attention End of Message (SMS) On June 2 2009 at 500 pm an assault was reported at the Warren campus The police department has launching an investigation
Policy Chapter Appendix E Date Revised 709
Policy Title Emergency Notification Scripts Page Number 4 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
97
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Academic Building Page Number 1 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
98
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Academic Building Page Number 2 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
99
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Cook amp Meijer Halls Page Number 3 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
100
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash South Hall Page Number 4 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
101
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Student Center Main Page Number 5 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
102
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Student Center Lower Page Number 6 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
2
Policy Chapter Introduction Date Revised 709
Policy Title Location Information Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
Kent County Sheriff Department
Main Branch 701 Ball Avenue NE Grand Rapids MI 49503 616-632-6100
South Substation 8557 Kalamazoo Caledonia MI 49316 616-632-6490
Caledonia Township Fire amp Rescue
8557 Broadmoor Avenue Caledonia MI 49316 616-891-0940
Michigan State Police Department
6th District Headquarters 588 3 Mile Road Grand Rapids MI 49544 616-647-0800
DAVENPORT UNIVERSITY
LETTINGA CAMPUS
ACADEMIC BUILDING
6191 Kraft Avenue
Grand Rapids MI 49512
Phone 1 616-698-7111
Phone 2 800-748-7880
Fax 616-698-0333
COOK RESIDENCE HALL
6195 Kraft Avenue
Grand Rapids MI 49512
MEIJER RESIDENCE HALL
6199 Kraft Avenue
Grand Rapids MI 49512
SOUTH RESIDENCE HALL
6197 Kraft Avenue
Grand Rapids MI 49512
STUDENT CENTER
6193 Kraft Avenue
Grand Rapids MI 49512
911 FOR ALL EMERGENCIES
3
Policy Chapter Introduction Date Revised 0311
Policy Title Table of Contents Page Number 1 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
TABLE OF CONTENTS
INTRODUCTION
Location Information Local Emergency Services 2
Table of Contents 3-6
Overview 7
IMMEDIATE ACTION
Crisis Management Emergency Operations Center 8
RESPONSE PROCEDURES
Evacuation Procedures 9
Crisis Communication Call-out List 10
Reasons to Call ndash Formal Response 11
Local Communication Tree 12-13
DU Alert Communication Program 14-15
Emergency Hotline 16
4
Policy Chapter Introduction Date Revised 0311
Policy Title Table of Contents Page Number 2 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
TABLE OF CONTENTS
CRISIS AND RISK MANAGEMENT TEAMS
Risk Management Team 17
Risk Management Team Responsibilities 18
Risk Management Meeting Agenda 19
Crisis Management Team 20
Pandemic Planning Team 21
Recovery Process 22
General CM Responsibilities 23
Job Responsibility Form 24
SITUATIONAL PROCEDURES
Emergency Resource Kits 25
Active Shooter Response 26
Defibrillators 27
After Hour Coverage Plan 28
Bioterrorism 29-30
Bomb Threats 31
Bomb Threat Checklist 32
Civil Disorder 33
Classroom Disruption 35
Communicable Disease 35-36
5
Policy Chapter Introduction Date Revised 0311
Policy Title Table of Contents Page Number 3 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
TABLE OF CONTENTS
SITUATIONAL PROCEDURES - Continued
Continuity Plan 37-38
Fire ResponseDrills 39-42
Evacuation of Persons with Disabilities 43
Flood Response 44
Hazardous materials 45
Illegal Activities 46
Injury Reporting 47
Media Call Form 48
Severe Weather 49-55
Class Cancellations Procedures 56-57
Tornado Policy 58-63
Stalking 64-65
Suicidal Remarks 66
Student Suicidal 67
Missing Student 68-69
Utility Failure 70
UPDATING PROCESS
Post Incident Debriefing 71
TESTING
Testing amp Training Process 72
6
Policy Chapter Introduction Date Revised 0311
Policy Title Table of Contents Page Number 4 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
TABLE OF CONTENTS
APPENDIX A
Glossary of Terms 73
APPENDIX B
Lettinga Academic Building 74-81
Lettinga Student Center 82-83
Lettinga Cook Hall 84-85
Lettinga Meijer Hall 86-87
Lettinga South Hall 88-89
APPENDIX C
General Telephone Numbers 90-91
APPENDIX D
FERPA Facts 92
APPENDIX E
Emergency Notification Scripts 93-96
APPENDIX F
Evacuation Maps 97-102
7
OVERVIEW
This document and the accompanying materials constitute Davenport Universityrsquos Crisis Management Plan The contents of this document are the possession of Davenport University and will not be given to any outside individuals or organizations The reason for the confidentiality of this document is due to the names and contact numbers located in the procedures
This plan is to be implemented in the event of an emergency It addresses the various aspects of crisis management including physical security of people and facilities leadership responsibilities and internal and external communications
An emergency is defined as
Disrupts normal operations or poses a serious threat to persons or property
Requires a quick or immediate response
Requires a response with procedures and resources beyond organizational capabilities
Results in a declaration of a general state of emergency by civil authorities
While the plan addresses specific types of crises and a broad range of responses it must be clearly understood that a crisis or major disaster presents circumstances that are not always predictable As a result it is impossible to predict a specific course of conduct for each possible type of crisis This plan should be considered as a general guide governing the Universityrsquos response to a crisis Real-time modifications to procedures will undoubtedly be required as an event unfolds
The plan identifies roles and responsibilities for specific administrators and departments within the University Nonetheless each member of the community whether assigned a specific role by this plan or not has a responsibility to assist colleagues and students during a crisis
The three most important responsibilities of every community member during a crisis are
1 to contact those responsible for security services when confronted with a potentially dangerous situation even if the situation appears to be contained or to have abated
2 to exercise independent judgment in order to ensure personal safety in the absence of specific instructions from crisis management staff and
3 to follow instructions once provided as best as possible
The goal in a crisis is to ensure the health and safety of the University protect campus buildings and restore normal operations
Policy Chapter Introduction Date Revised 709
Policy Title Overview Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
8
Policy Chapter Immediate Action Date Revised 709
Policy Title Emergency Operations Center Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
CRISIS MANAGEMENT EMERGENCY OPERATIONS CENTER
During the course of a crisis event the Crisis Management Team will meet in the Administrative Conference Room on the second floor
Should the Administrative Conference Room be inaccessible or undesirable during a crisis event the conference room in the Student Center will become the centralized place for the Crisis Management Team
In the event of a campus wide power failure or the need to evacuate the building the Crisis Management Team will meet at the South Parking Lot
Once convened the team may determine a more suitable location
It is necessary to note that cell phone communications will take place during a crisis situation and a location to
meet may be determined at this time
Second Floor West Lettinga Academic Main Floor Student Center
Meet Here
9
Policy Chapter Response Procedures Date Revised 909
Policy Title Evacuation Procedures Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
EVACUATION PROCEDURES
Evacuation of the Academic building will be handled by Security Services In case of a Fire evacuation will be requested by the use of a fire alarm with the assistance from the officers on duty Any other evacuations will be handled by Security Services through the use of the telephone intercom system going door to door or by other means Evacuation of the residence halls will be handled by the Director Assistant Director and Resident Assistants They will be helped by Security Services as available In case of a fire evacuation will be requested by the use of a fire alarm with the assistance of residence hall staff and Security Services as available Evacuation of the student center will be handled by Security Services and the student center staff In case of a fire evacuation will be requested by the use of a fire alarm with the assistance of student center staff and Security Services as available Evacuation routes can be found in Appendix F
10
Policy Chapter Response Procedures Date Revised 0411
Policy Title Emergency Communications Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
COMMUNICATIONS
INFO TECHNOLOGY
HUMAN RESOURCES
FACILITIES
SECURITY SERVICES
STUDENT SERVICES
Rick Jensen News Information Manager
Office 616-732-1172 Cell 616-706-2608
Customer Support 1-800-322-3984
Kristine Anderson Dir of Employee Relations
Office 616-742-1726 Cell 231-329-4667
Call Security who will make contact with
facilities Securityrsquos number is 616-446-
7098
Contact officer on Duty at 616-446-7098
Paul Ballard Dir Of Student Affairs Office 616-554-5687 Cell 616-862-6532
Robin Luymes
Exe Director of University
Communications
Office 616-732-1157
Cell 616-550-6585
Weekend Emergency 616-481-6011
Chris Bill VP of Human Resources
Office 616-732-1151 Cell 616-540-7396
Duane Terpstra VP of Risk
Management Office 616-732-1155
Cell 616-581-5295 Home 616-786-0293
Tammy Loud VP of Student
Services Office 616-554-5396
Cell 517-490-5940
Kim Bruyn
Executive Vice President
for University Relations
and Communications
Office 6167321165
Cell 6165407711
Brian Ulicki
ITSProject Manager Office 586-620-4059
Cell 989-225-1098
Jolene Teuscher
Employee Relations Manager
Office 616-732-1096 Cell 616-318-4669
Matthew Miller Exe Director of
Security Services
Office 586-620-4050 Cell 616-780-6346
Residence Halls Only
Rob Engblom Exe Dir Of Housing
Office 616-554-5087 Cell 865-803-7350
Christine Fisher
Executive Administrative
Assistant
Office 6167321168
Cell 6163402525
Kathy Finkler
Dir of Customer Support
Office 616-732-1085
Cell 616-446-5303
Kim Salinas
Benefits Manager Office 616-732-1072 Cell 616-813-7165
Sasha VanderLugt
Social Media Coordinator
Office 6167321084
Cell 6167807382
Bill Lemmon
Dir of Networking Office 616-732-1087
Cell 616-450-4933
Deb Bloom
Executive Director of
Government and
Community Affairs
Office 616732-1124
Cell 616340-3402
Brian Miller
VP IT Office 616-732-1195 Cell 616-821-2618
CRISIS COMMUNICATION CALL-OUT LISTS
11
REASONS TO CALL
Communication is crucial in all disruptions of the academic environment These disruptions could be anything from
a mechanical failure to major criminal activity You can find some of the reasons listed below
The point person at each campus must be contacted and informed of these disruptions If in doubt always call The
point person will contact the VP of Risk Management or his designee who will continue the formal
communication process as shown in the diagram below Informal communications will take place according to
individual departmental policies The formal process has been established to verify that everyone is notified The
overlap between the formal and informal communication process can be advantages
Policy Chapter Response Procedures Date Revised 0111
Policy Title Reasons to Call - Formal Response Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
REASONS TO CALL
Power outage
Phones off-line
Network off-line
Critical Flood
Major Mechanical Issue
Gas Leak
Tornado Warning
NAME O FFICE CELL HO ME
CSC 1-800-322-3984
Duane Terpstra 616-732-1155 616-581-5295 616-786-0293
Kristine Anderson 616-742-1726 231-329-4667
Malachi Hooser 616-554-5386 616-308-9232
Matthew Miller 586-620-4050 616-780-6346
Nathan McCormick 616-732-1128 616-745-7142
Paul Ballard 616-554-5687 616-862-6532
Rick Jensen 616-732-1172 616-706-2608
See Callout List Previous page
REASONS TO CALL
Major Medical
Suicide or Suicidal
Assault
Weapons Offense
Bomb Threat
Communicable Disease
Civil Disorder
Threats of Bodily Injury
Major criminal activity
REASONS TO CALL
Building Fire
Tornado
Major catastrophe
Pandemic Flu
Death
VP of Risk
Management
Student Services Security Services
Human Resources Communications
Executive Vice
Presidents
Information
Technology
Facilities Only the president can close a campus or cancel a class
Call Center
12
Policy Chapter Response Procedures Date Revised 909
Policy Title Local Communication Tree Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
LOCAL COMMUNICATION TREE
Tom Woods ndash ED of Student Services (517) 230-9834 (cell)
(616) 554-5301 (office)
Following a decision to close Greater GR locations Tom will call
1 Daryl Kingrey ndash VP of Admissions (616) 475-5828 (home)
(616) 481-2239 (cell)
(616) 554-5395 (office)
Daryl will start his phone tree by calling the following staff
a Heather Knechtel Director of Admissions (616) 536-2017 (home) (517) 974-5793 (cell)
(616) 554-5388 (office)
Heather will call the Admissions staff at Lettinga
b Colleen Thoman Director of Admissions (Holland) (989)850-3996 (cell)
(517)367-8202 (office)
Colleen will call the Admissions staff at Holland
c Amy Lucas ED of AdmissionsLead Management (269)-795-4413 (home)
(616)450-1943 (cell)
(616)233-2583 (office)
i Malachi Hooser Call Center Manager (616)308-9232 (cell)
(616)554-5386 (office)
Malachi will call the Call Center staff
2 Tammy Loud VP of Student Services (517) 490-5940 (cell)
(517) 349-6182 (home)
(616) 554-5396 (office)
Tammy will start her phone tree by calling the following staff
a Natalie Wagner ED of Student Life (616) 901-0666 (cell) (616) 554-5821 (office)
Natalie will start the phone tree for Student Life
b Paul Ballard ED of Student Affairs (616) 862-6532 (cell)
(616) 794-1103 (home)
Paul will start the phone tree for Student Affairs
c Gail Beausoleil Director of Career Services (616) 292-5446 (cell)
(269)948-8828 (home)
(616) 554-5394 (office)
Gail will start the phone tree for Career Services
13
Policy Chapter Response Procedures Date Revised 909
Policy Title Local Communication Tree Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
d Rob Engblom ED of Housing and Residence Life (865)803-7350 (cell)
(616)871-6755 (office)
Rob will start the phone tree for Residence Life (616)536-2202 (Home)
3 Joy Harrison ED of Academic Services LLT (616) 301-2175 (home)
(616) 283-2910 (cell)
(616) 554-5820 (office)
Joy will start her phone tree by calling the staff below
a Patty Brechbiel Director of Academics (616) 897-5772 (home)
(616) 485-1860 (cell) (616) 871-3977(office)
Patty will start the phone tree for Academics
b Sherri Donovan DU Online (616) 949-5464 (home)
(616) 855-2771 (cell)
(616) 233-3472 (office)
Sherri will start the phone tree for Online
4 Nygil Likely Director of Student Services (616) 724-4206 (home)
(616) 717-8243 (cell) (616) 554-5316 (office)
Nygil will start the phone tree for Advisors
5 Don Fowler Director of Student Services (269)383-5626 (home)
(269)598-7546 (cell)
(616)554-5193 (office)
Don will start phone tree for AdvisorsWelcome Desk
Tom Woods will also call
Mike Stodola Director of Student Center (616) 893-7314 (cell)
(616) 554-5269 (office)
Karen McLaughlin LiNC (616) 970-5866 (cell)
Meghan MacDonald Bookstore Manager (616) 610-7690 (cell)
(616) 554-4766 (office)
Linda Sievert Director of Student Services - Holland (616) 942-7735 (home)
(616) 745-3030 (cell)
(616) 395-4603 (office)
Each administrator will contact key individuals in their own areas of responsibility
14
Policy Chapter Response Procedures Date Revised 0111
Policy Title DU-Alert Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
DU-ALERT
HIGHER EDUCATION OPPORTUNITY ACT
The Higher Education Opportunity Act (Public Law 110-315) (HEOA) was enacted on August 14 2008 Under Title IV
the federal law requires all colleges and universities to have a notification and warning plan in place to alert the campus
community of an emergency The US Department of Education is still in the process of developing the regulations that will
coincide with this law and will amend the Code of Federal Regulations (34CFR) in the fall of 2009
DU ALERT EMERGENCY NOTIFICATION SYSTEM
1 The Du Alert service is used to transmit brief urgent messages to a large segment of an institutionrsquos population as
quickly as possible It is strongly recommended that this system be used for unplanned emergency events which
have the opportunity to affect the entire campus Use of this system for specific building closures which impact
the campus is also encouraged
2 The final regulations clarify the difference between the existing timely warning requirement and the new
requirement for an emergency notification policy While a timely warning must be issued in response to specific
crimes an emergency notification is required in the case of an immediate threat to the health or safety of students
or employees occurring on campus Emergency notifications may include but are not limited to
Bomb threats or other imminent violent threats
Fires natural gas leaks and hazardous spills affecting the entire campus
Building evacuations and lock downs affecting the entire campus
Biological or pandemic emergency notifications
Natural disasters and weather advisories
Power outages and utility failures resulting in an imminent threat
Campus closure due to declared civil emergency
Sample scripts can be found in the appendix Emergency information can be sent to the following devices
Cell Phone
Home Phone
PDA
Work Phone
Voice Mail
Text
15
DU-ALERT
CONTROL OF ACCESS
There is a small group of administrators who are authorized to report emergency events through DU-Alert These
are as follows
Duane Terpstra
Office 616-732-1155
Cell 616-581-5295
Home 616-786-0293
Matthew Miller
Office 586-620-4050
Cell 616-780-6346
Shallan Spielmaker
Office 517-367-8211
Cell 616-581-1453
Nathan Schumacher
Office 586-620-4054
Cell 586-201-8099
Policy Chapter Response Procedures Date Revised 0111
Policy Title DU-Alert Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
16
Policy Chapter Response Procedures Date Revised 0111
Policy Title Emergency Hotline Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
EMERGENCY HOTLINE
A toll free emergency hotline has been established at Davenport University that can be used for emergency information
and weather conditions causing the cancellation of classes or closing of locations This one number for all locations is
1-800-525-8282 or Ext 8282
DU Campus Closing Line Main Menu Greeting
YOU HAVE REACHED THE DAVENPORT UNIVERSITY CAMPUS CLOSING LINE IF YOU KNOW YOUR
TWO DIGIT CAMPUS IDENTIFICATION NUMBER YOU MAY DIAL IT AT ANY TIME DURING THIS
MESSAGE FOR LANSING DIAL 03 FOR KALAMAZOO DIAL 04 FOR MIDLAND DIAL 05 FOR BATTLE
CREEK DIAL 08 FOR HOLLAND DIAL 09 FOR FLINT DIAL 10 FOR SAGINAW DIAL 11 FOR WARREN
DIAL 12 FOR ALMA DIAL 15 FOR CARO DIAL 16 FOR GAYLORD DIAL 19 FOR TRAVERSE CITY DIAL
20 FOR LETTINGA DIAL 33 OR FOR LIVONIA DIAL 35 TO LISTEN TO THIS MESSAGE AGAIN TOUCH
THE KEY
Suggested Message for the Individual Campuses
ltCAMPUS NAMEgt CLASSES ARE IN SESSION AS SCHEDULED
Example
LETTINGA CAMPUS CLASSES ARE IN SESSION AS SCHEDULED
To change a message
1 Dial 7002 for voice item maintenance 2 Dial the application ID for the message yoursquod like to change
3 Dial the password for the application
4 Dial 2 to review the current recording
5 Listen to the recording to make sure you are changing the correct one
6 Dial 5 to begin recording
7 Say the message yoursquod like callers to hear
8 Dial to end recording
9 Dial 2 to review the recording
17
Policy Chapter Crisis amp Risk Management Teams Date Revised 709
Policy Title University Risk Management Team Page Number 1 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
UNIVERSITY RISK MANAGEMENT TEAM
The University Risk Management Team assists in developing plans for crisis management response throughout the University There will be additional employees who attend the Risk Management meetings which can give professional direction in their areas of expertise Below is the list of Risk Management team members and their office and cell numbers
NAME O FFICE CELL TITLE
Anderson Kristine 616-742-1726 231-329-4667 Director of Employee Relations amp Recruitment
Ballard Paul 616-554-5687 616-862-6532 Executive Director of Student Affairs
Crkovski Susan 586-620-4055 586-744-0876 Executive Director of Student Services
Engblom Rob 616-554-5087 865-803-7350 Executive Director of Housing amp Residential Life
Hooser Malachi 616-554-5386 616-308-9232 Call Center Manager
Jenson Rick 616-732-1172 616-706-2608 News Information Manager
Jones Apple 616-554-4743 616-560-4856 Department Coordinator - School of Technology
Knechtel Heather 616-554-5388 517-974-5793 Director of Admissions
Loud Tammy 616-554-5396 517-490-5940 VP of Student Services
Lowden Paul 616-554-5050 616-901-1787 Director of Athletics
McCormick Nathan 616-732-1128 616-745-7142 Executive Director of Facility Operations
Miller Matthew 586-620-4050 616-780-6346 Executive Director of Security Services
Page Sally 616-554-5668 616-780-1394 Executive Director of Libraries
Shull Lindsey 616-554-5528 616-901-2036 Regional Health Internship Manager
Stodola Mike 616-554-5138 616-893-7314 Director of Student Center
Terpstra Duane 616-732-1155 616-581-5295 VP of Risk Management
Wagner Natalie 616-554-5821 616-901-0666 Executive Director of Student Life
Williams Ben 616-732-1104 517-303-4955 Information Technology Services
Woods Tom 616-554-5301 517-230-9834 Executive Director of Student Services
18
Ensure all necessary actions are taken for safeguarding human lives
Ensure all necessary actions are taken for protecting assets
Communicate with Executive Management on status of events related to Crisis
Coordinate with Support Teams to assess the impact of the crisis and the effect on the facility
Remain visible to employees Contact affected employees to assess the impact of the crisis on business processes
Determine whether any impacts resulting from the incident warrant activation of Disaster Recovery Plans
The Risk Management Team will communicate regularly with Campus Crisis Management Teams
Supervise the management of normal business operations
Determine all audiences who need communication general public media students families etc
Determine if other locations are going to be affected and communicate the situation and provide guidance
Let everyone involved know where to send press calls
Provide an official university response to an incident
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Risk Management Responsibilities Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
RISK MANAGEMENT TEAM RESPONSIBILITIES
The Risk Management team is the center of policy development and communication when a crisis occurs Local crisis management teams will be assisted by the Risk Management team during a crisis The Risk Management team communicates with University leadership Below are the details of the responsibilities and a simple action list
RMT ACTION LIST
Assemble local Risk Management Team
Brief the team members on the situation and discuss
the steps that are being taken
Coordinate with HR representative to address
employee life safety issues
Provide continuous updates to the Cabinet regarding
the actions taken and the status of the response
effort
Inform Local Crisis Management Teams of Cabinet
concerns questions or feedback and ensure that any
issues are addressed
RISK MANAGEMENT TEAM RESPONSIBILITIES
19
RMT MEETING AGENDA
Assign a note-taker
Take attendance
Event Status
a What happened
b Has it affected our employees
c How severe is it
d What is being done
e What is the potential for escalation
Employee Status
Technology status including telecom
Infrastructure (power water phones wireless)
Communications
a What is the message
b Methods for communication
c Determine schedule for updates
Accounting for employees
a Roll Call
b Outreachfollow-up
Support for our employees
Updates to executives
Review actions and who is responsible and determine next
meeting time
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Risk Management Agenda Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
RISK MANAGEMENT MEETING AGENDA
The below agenda is developed to assist in the initial meeting when a crisis has occurred
Facility Status
20
Policy Chapter Crisis amp Risk Management Teams Date Revised 0111
Policy Title Crisis Management Team Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
LOCAL CRISIS MANAGEMENT TEAM
The Crisis Management team is the center of policy development and communication at the local campus The responsibilities of the Crisis Management team is comparable to the Risk Management team but at the local level Please make reference to the job description of the Risk Management team Below is a list of the Crisis Management team members and their office and cell numbers
NAME O FFICE CELL TITLE
Anderson Kristine 616-742-1726 231-329-4667 Director of Employee Relations amp Recruitment
Bean Brent 616-732-1097 616-889-3875 Information Technology Services
Beausoleil Gail 616-554-5394 616-292-5446 Director of Career Services
Engblom Rob 616-871-6755 865-803-7350 Executive Director of Housing amp Residential Life
Fischer John 616-554-5005 616-822-1088 Director of Facilities
Fowler Don 616-554-5193 269-598-7546 Director of Student Services
Hooser Malachi 616-554-5386 616-308-9232 Call Center Manager
Jones Apple 616-554-4743 616-560-4856 Department Coordinator - School of Technology
Knechtel Heather 616-554-5388 517-974-5793 Director of Admissions
Likely Nygil 616-554-5316 616-717-8243 Director of Student Services
Lowden Paul 616-554-5050 616-901-1787 Director of Athletics
McLaughlin Karen 616-554-5655 616-970-5866 Asst LInC Director
Stodola Mike 616-554-5138 616-893-7314 Director of Student Center
Terpstra Duane 616-732-1155 616-581-5295 VP of Risk Management
Wagner Natalie 616-554-5821 616-901-0666 Exec Director of Student Life
Willis Dena 616-554-5517 616-617-4977 Student Success Manager
21
PANDEMIC PLANNING TEAM
In the Spring of 2009 the Cabinet approved the development of a multidisciplinary Pandemic Planning team to lead
a comprehensive effort to prepare the university for a potential outbreak of pandemic influenza Building on the
universityrsquos existing plans for crisis management and emergency response this team will
1 Develop policies and short-term and long-term procedures to guide the universityrsquos preparedness in
anticipation of an outbreak of pandemic flu
2 Identify critical resources supplies and materials the university would need to have available to address
such an emergency and how best to obtain them
3 Identify key factors or conditions that will trigger critical decision-making on the part of the University
and recommend who will need to make those critical decisions and what they should be
4 Ensure all decisions are in accordance with local state and federal recommendations and mandates The Pandemic Planning team is responsible for the development of Davenportrsquos Pandemic Influenza Preparation and Response Plan In addition the Pandemic Planning team engages units (schools departments teams committees etc) in a coordinated planning process and oversees the education of the Davenport community about the pandemic threat the Universityrsquos response plans and the need for all members of the community to be informed and involved in the preparedness efforts
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Pandemic Planning Team Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
NAME OFFICE CELL TITLE
Anderson Kristine 616-742-1726 231-329-4667 Director of Employee Relations amp Recruitment
Ballard Paul 616-554-5687 616-862-6532 Executive Director of Student Affairs
Bill Chris 616-732-1151 616-540-7396 VP of Human Resources
Engblom Rob 616-554-5087 865-803-7350 Executive Director of Housing
Harrison Joy 616-554-5820 616-283-2910 Executive Director of Academic Services
Jenson Rick 616-732-1172 616-706-2608 News Information Manager
Loud Tammy 616-554-5396 517-490-5940 VP of Student Services
McCormick Nathan 616-732-1128 616-745-7142 Executive Director of Facility Operations
Salinas Kim 616-732-1072 616-813-7165 Benefits Manager
Shull Lindsey 616-554-5528 616-901-2036 Regional Health Internship Manager
Terpstra Duane 616-732-1155 616-786-0293 VP of Risk Management
VanderVelde Kathleen 616-732-1191 616-292-3177 Director of University Communications
Williams Ben 616-732-1104 517-303-4955 Information Technology Services
22
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Recovery Process Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
RECOVERY PROCESS
Once assured that conditions are safe the Crisis Management Team will focus on returning the location to normal operations
Depending on the nature of the crisis the Crisis Management Team will provide the location with factual information regarding the crisis situation as well as details about recovery activities This information may be provided in the form of memoranda town hall meetings voice mail messages or other methods of communications
In the event that an emergency requires closure the Davenport University Emergency Hotline (formerly the Weather
Hotline) will be activated The hotline number is 1-800-525-8282 Up-to-date information on reopening will be made available
Staff and students should not return until the University is officially reopened All administrators facility and security personnel should report to work unless otherwise notified On a case-by-case basis other members will be asked to report to work to assist in recovery efforts
In the event of building damage the recovery process will include a repair and clean-up component led by Facility Operations If regularly scheduled classes cannot be held due to physical damage the Crisis Management team in conjunction with Academic Services will immediately begin efforts to reschedule classes to other locations Since these efforts may result in time changes as well information regarding schedule changes will be posted via the Davenport University website and through email communications
23
CRISIS MANAGEMENT TEAM RESPONSIBILITIES
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Specific CM Responsibilities Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
Local Crisis Management teams handle the day to day issues of a location They ensure the safe evacuation of all
employees liaison with civil authorities and interface with the security team and manage the crisis with internal
departments The following are the general job requirements of those departments represented on the crisis management
teams throughout the University
Facilities
Damage assessment salvage and restoration
Preparing the alternate location(s) for occupancy
Coordinating temporary relocation of staff
Procurement of supplies and equipment
Handling of OSHA issues
Human Resources
Account for all employees
Contacting employee andor families
Providing assistance to individual employees
Ensuring continuance of salaries and benefits
Oversee payroll activitiesInterface with Payroll
Communications
Determine all audiences who need communication general public media students families etc Determine if
other campuses are going to be affected and communicate the situation and provide guidance Let everyone involved know where to send press calls
Coordinate with the Risk Management Team to determine information to be communicated to students
Use the University Emergency Hotline for the purpose of informing faculty staff and students (families) during a
crisis
IT Team
Recovering server-based systems
Restoring data
Restoring computers and computer activity
Re-establishing voice and data communications
Student Services
Account for all students
Contacting students and or families
Providing assistance to students
Determine living arrangements
Security Services
Administering building security
Access throughout the facility (card access) Granting Issuing and Validating
Intrusion detection Prevention (cameras alarms)
Incident handling
InOut facility checks (validate employment) Scheduling security personnel
Fire Safety Building evacuation
Interface with local authorities (Fire Police Hazmat Poison Ctrl 3E etc)
24
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Job Responsibility Form Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
JOB RESPONSIBILITY FORM
The below form is an example of a process used for the purpose of coordinating the completion of the necessary responsibilities given out to specific people within internal departments
Human Resources
Account for all employees
Contacting employee andor families
Providing assistance to individual employees
Ensuring continuance of salaries and benefits
Oversee payroll activitiesInterface with Payroll
NAME TITLE RESPONSIBILITY DATE COMPLETED
25
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Emergency Resource Kits Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
EMERGENCY RESOURCE KITS
The campus will be equipped with emergency management kits
The emergency resource kit includes
This emergency resource kit must be accessible for all emergencies When leaving the building for fire alarms or other
emergency situations the kit must be carried out of the building
Example If there is a fire alarm and there is a real fire you will not be allowed back in the building until the fire
has been extinguished Under these types of circumstances the contents of the emergency resource kit will be
beneficial
Batteries
Battery powered radio
Bottle of Water
Class Schedule
Crisis Management Plan
Disposable Camera
DU Telephone Directory
First Aid Kit
Flashlight
Floor Plan or Map
Latex Gloves
List of Areas School Numbers
Phone Tree
Plastic Bags
Student Roster
Telephone Book
Writing Utensils
Yellow Role of Caution Tape
LOCATION OF EMERGENCY KITS
1 Welcome Center Desk
2 Academic Office
3 LINC
4 Student Life
5 Residence Halls
26
Policy Chapter Situational Procedures Date Revised 909
Policy Title Active Shooter Response Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
ACTIVE SHOOTER RESPONSE
The following guidelines are offered in order to provide you with useful information in the event of an active shooter
SECURE IMMEDIATE AREA
Close doors and lock them if possible
Turn off lights
Close blinds
Keep calm quiet and out of sight
CONTACTING AUTHORITIES
Call 911
Report your specific location office or room number
Number of people at your specific location
Number and type of injuries
Assailant(s) location number of suspects race and gender clothing description physical features type of
weapons and shooter identity if known
UN-SECURING AN AREA
Consider risks before un-securing rooms
Attempts to rescue people should only be attempted if it can be accomplished without further endangering the
persons inside a secured area
If doubt exists for the safety of the individuals inside the room the area should remain secured
SECURITY CELL 616-446-7098
27
Policy Chapter Situational Procedures Date Revised 709
Policy Title Defibrillators Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
FOR THOSE SITES THAT HAVE DEFIBRILLATORS
AED (Automated External Defibrillator) is used in emergency medical situations where the heart of the victim has stopped
beating and the victim is no longer breathing CPR is to be administered during a heart attack along with using the AED Those trained and certified in CPRAED procedures should be the ones who use the AEDrsquos as the Good Samaritan Act will
cover any problems or injuries during this life saving procedure
An AED is fairly simple to use For the most part the instructions are done in pictures and sound once the unit is opened up
and powered up for operation Follow the pictures and prompts in order to properly use this device For a male victim a
razor may be used in order to shave hair from the areas that the AED pads will be administered in order for proper contact
with the body For females removal of the bra may be needed in order to have proper body contact from the AED pad
An AED should be used within the first few minutes of a heart attack or as soon as it can be administered The AED
delivers an electrical shock that aids in attempting to establish a regular heart rhythm to aid in proper circulation of the
blood amp oxygen in the blood No one should be touching the victim when the AED delivers the shock Prompts from the
AED will be given as to what to do if the victim is shockable and when not to touch the body
CPR and AED should be used on heart attack victims when they are unresponsive and have no pulse or not breathing This
rescue procedure should be maintained until EMTrsquos or First Responders arrive to take over the medical care of the victim
AEDrsquos should also be properly maintained when being stored Those responsible for Security Services will be responsible
for the maintenance and supply needs for the AEDrsquos on site Also proper documentation should be maintained when using
this device or any other life saving technique Documentation should be turned in to those responsible for Security
Services
If at all possible and as a general rule of thumb only staff that has been trained in the proper use of an AED should attempt
to use it There are however instances in which it would be imprudent to wait for a trained staff member If this is the case the AED has been designed in such a way that they are user friendly and a Good Samaritan can adequately administer
treatment with the device by following the instructions printed on the apparatus
IT WILL BE THE RESPONSIBILITY OF SECURITY SERVICES TO REPLACE THE BATTERIES OF THE
AED EACH YEAR
28
AFTER HOURS COVERAGE PLAN
SECURITY SERVICES
The Security Services Office coordinates security requirements for the campus manages the fire safety
alarm and assists when necessary if there is a disruptive studentvisitortrespasser on campus
The Security Services Officer is responsible for unlockinglocking the buildings and classrooms per
predetermined schedules and as needed for special events
An officer is on duty 24 hours a day 7 days a week
Contact an officer at 616-446-7098
Listed below are emergency contact numbers for Campus Administration and Director of Security
Services The officer on duty should be the one to make contact with these individuals in times of need
DO NOT GIVE OUT THE BELOW CONTACT NUMBERS
Policy Chapter Situational Procedures Date Revised 709
Policy Title After Hours Coverage Plan Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
POSITION NAME NUMBERS
Director of Student Services Nygil Likely Cell 616-719-6457
ED of Academic Services Joy Harrison Cell 616-283-2910
Home 616-301-2175
VP of Risk Management Duane Terpstra Cell 616-581-5295
Home 616-786-0293
29
Policy Chapter Situational Procedures Date Revised 709
Policy Title Bioterrorism Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
BIOTERRORISM
Various office locations in the country have received threatening letters through the mail Some of these letters stated that you have been exposed to anthrax or other biological materials Additionally these and other envelopes or packages could contain some type of life threatening powder or granules The following information and recommendations are being provided to help you safely and effectively handle these types of incidents
SUSPICIOUS UNOPENED LETTER OR PACKAGE MARKED WITH THREATENING MESSAGE SUCH AS ldquoANTHRAXrdquo
1 Do not shake or empty the contents of any suspicious envelope or package
2 PLACE the envelope or package in a plastic bag or some other type of container to prevent leakage of contents
3 If you do not have any container then COVER the envelope or package with anything (eg clothing paper trash can etc) and do not remove this cover
4 Then LEAVE the room and CLOSE the door or section off the area to prevent others from entering (ie keep others away)
5 WASH your hands with soap and water to prevent spreading any powder to your face
6 What to do nexthellip
Report the incident to local police and notify your building security official or an available supervisor
7 LIST all people who were in the room or area when this suspicious letter or package was recognized Give this list to both the local public health authorities and law enforcement officials for follow-up investigations and advice
ENVELOPE WITH POWDER AND POWDER SPILLS OUT ONTO SURFACE
1 DO NOT try to CLEAN UP the powder COVER the spilled contents immediately with anything (eg clothing paper trash can etc) and do not remove this cover
2 Then LEAVE the room and CLOSE the door or section off the area to prevent others from entering (ie keep others away)
3 WASH your hands with soap and water to prevent spreading any powder to your face
4 What to do nexthellip
Report the incident to local police and notify your building security official or an available supervisor
5 REMOVE heavily contaminated clothing as soon as possible and place in a plastic bag or some other container that can be sealed This clothing bag should be given to the emergency responders for proper handling
SECURITY CELL 616-446-7098
30
Policy Chapter Situational Procedures Date Revised 709
Policy Title Bioterrorism Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
6 SHOWER with soap and water as soon as possible Do Not Use Bleach Or Other Disinfectant On Your Skin
7 If possible list all people who were in the room or area especially those who had actual contact with the powder Give this list to both the local public health authorities so that proper instructions can be given for medical follow-up and to law enforcement officials for further investigation
QUESTION OF ROOM CONTAMINATION BY AEROSOLIZATION
For example small device triggered warning that air handling system is contaminated or warning that a biological agent released in a public space
1 Turn off local fans or ventilation units in the area
2 LEAVE area immediately
3 CLOSE the door or section off the area to prevent others from entering (ie keep others away)
4 What to do nexthellip
Dial ldquo911rdquo to report the incident to local police and the local FBI field office and notify your building security official or an available supervisor
5 SHUT down air handling system in the building if possible
6 If possible list all people who were in the room or area Give this list to both the local public health authorities so that proper instructions can be given for medical follow-up and to law enforcement officials for further investigation
HOW TO IDENTIFY SUSPICIOUS PACKAGES AND LETTERS
Some characteristics of suspicious packages and letters include the followinghellip
Excessive postage Handwritten or poorly typed addresses
Incorrect titles Title but no name
Misspellings of common words Oily stains discolorations or odor
No return address Excessive weight
Lopsided or uneven envelope
Excessive masking tape string etc
Ticking sound
Marked with ldquoPersonalrdquo or ldquoConfidentialrdquo
Visual distractions
Protruding wires or aluminum foil
Shows a city or state in the postmark that does not match the return address
31
Policy Chapter Situational Procedures Date Revised 709
Policy Title Bomb Threats Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
BOMB THREAT DIRECTIONS
IF YOU RECEIVE A THREAT BY LETTER OR EMAIL
Preserve the letter for investigation The letter should not be handled after it is opened
Notify security services who will notify local law enforcement
Do NOT turn off lights computers or appliances
Do NOT close any doors or windows
Do NOT use electronic wireless devices two-way radios intercompaging system or the fire alarm IF YOU RECEIVE A THREAT BY PHONE
Remain calm
Attempt to keep the caller on the phone as long as possible
Follow and complete the checklist on the following page
Notify security services who will notify local law enforcement
Do NOT turn off lights computers or appliances
Do NOT close any doors or windows
Do NOT use electronic wireless devices two-way radios intercompaging system or the fire alarm IF AN ACTUAL BOMB IS DISCOVERED
Notify security services who will initiate a building wide evacuation and contact local law enforcement
Evacuate the immediate area quietly and calmly
Do NOT assume that another bomb is not in the same general area
Do NOT turn off lights computers or appliances
Do NOT close any doors or windows
Do NOT use electronic wireless devices two-way radios intercompaging system or the fire alarm
Stand 300 or more feet from the building and wait for permission from location personnel to reenter
UNDER THESE CIRCUMSTANCES WE ASK THAT THE OFFICER BE CONTACTED WITHOUT THE USE OF
A WIRELESS DEVICE USE OF HARDWIRE TELEPHONES WILL BE ACCEPTABLE SECURITY SERVICE
NUMBER IS 616-446-7098
32
Policy Chapter Situational Procedures Date Revised 709
Policy Title Bomb Threats Checklist Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
QUESTIONS TO ASK CALLERrsquoS VOICE 1 When is the bomb going to explode __ Calm __ Angry __ Slow
__ Excited __ Rapid __ Soft 2 Where is the bomb right now LocationBuilding __ Laughter __ Crying __ Loud
__ Normal __ Distinct __ Slow 3 What does it look like __ Accent __ Stutter __ Lisp
__ Raspy __ Ragged __ Deep 4 What kind of bomb is it __ Disguised __ Familiar __ Nasal
5 What will cause it to explode __ Clearing Throat __ Deep Breathing
__ Cracking Voice 6 Did you place the bomb
If voice is familiar who did it sound like 7 What is your reason for the bomb
__________________________________ 8 What is your address
BACKGROUND SOUNDS
9 What is your name __ Street Noises __ Crockery
__ Factory Machinery __ Voices EXACT WORKING OF THE THREAT __ Children Voices __ Street Noises
__ PA System __ Music __ House Noises __ Motors
__ Office Machinery __ Clear __ Animal Noises __ Static
__ Local __ Booth __ Long Distance __ Other
LANGUAGE
__ Well Educated __ Foul __ Incoherent __ Taped
Sex of Caller __________ Race _____ __ Message read __ Irrational
Age __________ Length of Call _____ REMARKS
Number at which call is received ___________________________________
________________________________ Date __________ Phone ___________
BOMB THREAT CHECKLIST
WHAT INFORMATION DO YOU OBTAIN WHEN YOU
RECEIVE A BOMB THREAT OVER THE TELEPHONE
33
Policy Chapter Situational Procedures Date Revised 909
Policy Title Civil Disorder Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
CIVIL DISORDER
The purpose of this procedure is to assist personnel in dealing with civil disorder that would endanger life cause damage to property or otherwise disrupt the operations of the University Civil disorder may take several forms including but not limited to pickets marches rallies parades sit-ins trespassing riots sabotage and criminal damage to property In all cases no matter how minor there is always the potential for escalation The primary considerations in the event of civil disorder are protection of the lives and property of the University community and preservation of the academic environment
1 Remain calm 2 Assess the situation 3 Evacuate yourself and others from the area as necessary 4 Contact those responsible for security services 5 Contact those who can properly communicate with those involved in passive resistance 6 If danger is imminent call 911
There needs to be an understanding of passive vs aggressive activities For those activities that do not create a dangerous situation please do not contact local law enforcement Internal communications will take place on how to deal with the issue For those activities that do create a dangerous environment local law enforcement should be contacted In either case security services must be contacted (616-446-7098)
SECURITY CELL 616-446-7098
34
Policy Chapter Situational Procedures Date Revised 909
Policy Title Classroom Disruption Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
CLASSROOM DISRUPTION
There are different ways that classroom disruptions can be handled In order to understand this procedure definitions will
be given of the following
Disruption - an unwelcome or unexpected break in a process or activity
Disorderly - unruly resisting authority and disturbing the peace
Dangerous - likely to cause harm or actions that could result in injury
The following are general guidelines of options that can be enforced at the time of a classroom disruption
1 When a student is causing a disruption in class the professor will handle the issue by verbal commands
2 When a student is being disorderly the professor will ask the student to leave class A report is generated through
Student Services
3 When a student is likely to cause harm or actions could result in injury ask the student to leave the classroom If
there is a refusal terminate class and ask all the students to leave the classroom Contact 911 by classroom phone
or cell phone Proceed to call Security Services if they exist at your location A report is generated through
Security Services or Student Services
SECURITY CELL 616-446-7098
35
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Communicable Disease Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
COMMUNICABLE DISEASE
Communicable diseases are those that can be transmitted from person to person (or animal to human) via direct contact with
body fluids ingesting contaminated food or water inhalation of contaminated air or the bite of an infected insect Bacteria
viruses and parasites are some of the organisms that can cause communicable diseases
A student who has a communicable disease may attend Davenport University whenever through reasonable accommodation the risk of transmission of the disease is sufficiently remote Placement decisions will be made by using
current public health department guidelines concerning the disease in question Information on communicable diseases can
be found at the below website The website table of contents is located on the next page
httpwwwaccesskentcomHealthHealthDepartmentCD_EpidDisease_Fact_Sheetshtm
The determination of whether a student with a chronic communicable disease may attend Davenport University will be
made on an individual basis according to procedures implemented by the University in consultation with appropriate
University personnel the studentrsquos primary physician public health personnel the Universityrsquos legal counsel and the
student
A student who has a communicable disease may be denied admission to or may be dismissed from a particular program or
course of study whenever such communicable disease has a direct effect on the studentrsquos ability to perform a course of
study
The University shall respect the right to privacy of any student who has a chronic communicable disease or is a carrier The
studentrsquos medical condition shall be disclosed only to the extent necessary to minimize the health risks to the student and
others Persons deemed to have ldquoa direct need to knowrdquo will be provided with the appropriate information however these
persons shall not further disclose the information
CLEAN UP ndash If the communicable disease causes a need for decontamination Facilities will arrange proper cleaning of
contaminated areas as soon as possible Assessments of completion of decontamination will be provided to the appropriate
Leadership
36
COMMUNICABLE DISEASE
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Communicable Disease Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
D i s e a s e F a c t S h e e t s - F o u n d o n W e b s i t e
Arboviral Encephalitis
Anthrax
Botulism
Campylobacter
Chickenpox (images chickenpox chickenpox 2)
E coli
Fifth Disease (images hand body amp face)
Giardiasis
Hand Foot amp Mouth Disease (hand)
Head Lice (Michigan Head Lice Manual)
Hepatitis A
Hepatitis B
Hepatitis C
Lyme Disease (images rash rash 2) (Additional Information)
Meningitis
Monkeypox
MRSA (Methicillin Resistant Staphylococcus Aureus)
Norovirus (Norovirus Cleaning Guidelines)
Pertussis
Pink Eye
Pinworms
Poison Ivy (images arm blisters arm rash arm rash 2 plant plant 2)
Rabies
Ringworm (images face hand head)
Salmonellosis
SARS
Scabies
Scarlet Fever (images tongue body)
Shigellosis
Shingles (images arm shoulder)
Smallpox
Strep Throat
Syphilis Fact Sheet
Tick Borne Diseases (images Dog and Deer tick Lone Star tick amp others)
Tuberculosis
West Nile Virus
37
CONTINUITY PLAN
Policy Chapter Situational Procedures Date Revised 709
Policy Title Continuity Plan Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
ACADEMIC
If damage to a location forces evacuation of the facility for a length of time the VP of Risk Management will work with
the Group VP for Academic Services and other designated people to determine what courses could be handled at other locations Some classes could be handled at local establishments that will allow our use for a period of time
BUILDINGS
If damage to a location forces evacuation of the facility for a length of time the VP of Risk Management will work with
the Executive Vice President of FinancesCFO and other designated people to determine what nearby facilities could be
used for classes for a period of time Local schools are often used for this purpose Addresses of local schools are on the
next page
INSURANCE
There are two people who will need to be contacted from our insurance company immediately upon the closing of a location
due to damage These individuals will give us direction on what can be done as it relates to financing through the insurance
company
These individuals are as follow
Linda Miller-Szanto CIC LIC
Area Vice President
Arthur J Gallagher amp Co of Michigan Inc
161 Ottawa NW Suite 112 Grand Rapids MI 49503
Phone 616-233-0922
Fax 616-233-0923
Linda_Miller-Szantoajgcom
Janet Manning Claims Manager
Arthur J Gallagher Risk Management Services Inc
22930 9 Mile Road
St Clairs Shores MI 48080
Phone 586-774-5415 Ext 238
Fax 586-779-6769 Janet_Manningajgcom
38
Policy Chapter Situational Procedures Date Revised 709
Policy Title Continuity Plan Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
httpmichiganschooltreeorgcounties-page1html
Caledonia High School
9050 Kraft Avenue SE
Caledonia Michigan 49316
616-891-8129
Caledonia Middle School 9230 Kraft Avenue SE
Caledonia Michigan 49316
616-891-8649
Dutton Christian School
6729 Hanna Lake Road
Caledonia Michigan 49316
616-698-8660
39
Purpose
The purpose of fire drills is to ensure the efficient and safe exit of facilities in the case of an emergency Proper drills ensure orderly exit under control and prevent panic Order and control are the primary purposes of the drill Speed in emptying buildings while desirable is not in itself an object and should be made secondary to the maintenance of proper order
Responsibility
Fire drills shall be designed and conducted according to the occupancies specified below Responsibility for the planning and conduct of drills shall be assigned by campus risk management to competent persons qualified to exercise leadership A written record of all drills conducted should be maintained including a critique of the event This record should be maintained by risk management
General Guidelines
Drills shall include suitable procedures to make sure that all persons in the building or all persons subject to the drill actually participate If a fire drill is considered merely as a routine exercise from which some persons may be excused there is a grave danger that in an actual fire the drill will fail in its intended purpose
All drills will be preplanned but not preannounced Fire drills shall be held with sufficient frequency to familiarize all occupants with the drill procedure and to have the conduct of the drill a matter of established routine Sufficient frequency for Davenport University is to hold two fire drills each semester One will be held during the day and another in the evening This will give the majority of faculty staff and students the ability to be involved in a drill
Drills should be carefully planned to simulate actual fire conditions Not only should they be held at varying times but different means of exit should be used based upon an assumption that if some given stairway is unavailable by reason of fire or smoke all the occupants must be led out by some other route Fire exit drills should be designed to familiarize the occupants with all available means of exits particularly emergency exits that are not habitually used during the normal occupancy of the building
Fire Exit Drills in Specific Campus Occupancies
The usefulness of a fire drill and the extent to which it can be carried depends upon the character of the occupancy Drills are most effective in occupancies such as classrooms where the occupant load of the building is somewhat consistent In buildings where the occupant load is of a changing character no regularly organized fire drill is possible
In such cases the fire drills must be limited to the regular employees who can be thoroughly schooled in the proper procedure and can be trained to properly direct other occupants of the building in case of fire In occupancies such as the Student Center regular employees can be rehearsed in the proper procedure in case of fire Such training always is advisable in all occupancies whether or not regular fire drills can be held
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Fire Drills Page Number 1 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
FIRE DRILLS
40
The following sections address some of the special fire drill details which should be observed for specific occupancy classes
A Educational Occupancies ndash Academic and Administrative Buildings
All educational buildings on campus must hold two fire drills per semester preferably during the first four weeks of the semester Faculty and staff shall work in cooperation with risk management in scheduling drills before the semester begins
Evacuation instructions are to be conspicuously posted in each classroom and hallway to provide the necessary evacuation information and ensure orderly egress from the building Signs should also specify that elevators must not be used to exit during a fire drill
Classroom faculty and staff should be familiar with the easiest exit to be used in the fire drill and the alternative exits available Faculty and staff should close (not lock) doors and windows and take responsibility for checking facilities for complete evacuation All personal belongings within reach should be taken from classrooms by students
Handicapped students should inform faculty or staff at the start of the semester of any special requirements with respect to locations and procedures that will best facilitate those students egress from the building in an emergency In general wheelchair users should go to the stairwell which is furthest from the fire and wait for help Fire departments should be notified that stairwells be checked first Other handicapped persons should be assisted by students faculty or staff Do not leave a handicapped person alone
B Residential Occupancies
Residential facilities demonstrate the greatest need for adequate and effective fire exit awareness due to the potential loss of life Fire drills in residence halls must be performed twice a semester at a minimum Because of the nature of the occupancy it is usually the case that additional drills are performed due to false alarms
A major concern in residence hall fire drills is the resistance of residents to evacuate the building in the event of a drill Resident assistants and other staff must take responsibility for the complete and orderly evacuation of the building Education and awareness are key components to an effective fire evacuation program Directional signs in hallways and in each dorm room will help student to become more fully aware of their options
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Fire Drills Page Number 2 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
41
Special consideration must be given to handicapped students with regard to fire safety in residence halls To be most effective handicapped students should be required to evacuate the building during a fire drill regardless of their location in the building Preplanning is key for the handicapped person because hisher own familiarity with the buildings exists and the safest methods of egress is vital First responders should preplan by having designated individuals assigned to evacuate handicapped persons requiring assistance The handicapped person should also seek out buddies to assist in the evacuation and should explain all instructions beforehand No-one should be left behind during a fire drill or fire condition
To facilitate evacuation handicapped persons should be assigned to rooms on ground or egress level whenever possible Rooms should be identified on the outside of the building with a distinctly coded sign to advise the fire department without distinguishing the student If evacuation of a handicapped person is not possible heshe should return to the room close the door or proceed to the nearest stairwell if possible and wait for the fire department rescue For this reason each dorm should have a list of all handicapped students and their room location on file with the fire department
On each floor of the facility the resident staff should proceed down the hall knocking loudly on each door as heshe passes Staff should not unlock each door as this is time consuming and may result in danger to the staff person
C Assembly Occupancies ndash Student Center
Because actual fire drills are not practical for places of non-continuous assembly where the students or public body changes with each program employees or attendants of such places should be schooled in the duties they are to perform in case of fire in order to be of greatest service in effecting an orderly exit
An adequate number of competent attendants must be on duty when assembly occupancy is used Attendants should be instructed in the proper use of portable fire extinguishers and other manual fire suppression equipment if provided
Signs with directions for speedy and orderly egress should be posted
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Fire Drills Page Number 3 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
42
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Fire Drill Checklist Page Number 4 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
FIRE DRILL CHECKLIST
In the event of a fire pull the fire alarm The integrated fire alarm system is for use only in the event of a fire and should
NOT be used to evacuate the building for any other emergency
IMMEDIATELY
Remind students which exit to take as noted in each classroom regardless of where they are parked
Tell them to put on coats and to pick up purseskeys Leave all books notebooks etc in the classroom
Tell all students they MUST move to an area 300 feet from the building
You are to take a roster or safety sign-in sheet and a penpencil with you
Close all classroom windows
Turn off lights
Close all classroom doors
ONCE OUTDOORS
Announce that class is NOT cancelled automatically ndash notification of official cancellation of class will be
announced by campus personnel
Ask students to inform you if they select to leave and take note of all who leave the premises
Confirm through a roster or safety sign-in sheet that all students who were present that day are out of the building
You will be asked by Fire officials to verify this
Do not reenter the building until permission is granted by those having authority
43
Policy Chapter Situational Procedures Date Revised 709
Policy Title Fire Response - Disabilities Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
EVACUATION OF PERSONS WITH DISABILITIES
When emergency evacuation from a building becomes necessary special attention must be paid to the safety of persons
with disabilities Good planning is the best defense against unnecessary accidents and confusion Some people with
disabilities may not need help while others may This is why it is imperative that you ask the person if there is any way you
can be of assistance
Any campus building may have an employee student or visitor who is a person with disabilities The three most encountered are visual aural and mobility
Visibility ndash Visually impaired persons may need guidance to the primary exit or to a secondary exit
Aural ndash Aurally impaired individuals may not realize the alarm is sounding
Mobility ndash Evacuation between floors can be difficult Do not use elevators during emergencies
If persons with disabilities are frequently present in your office classroom or residence hall discuss evacuation plans with
them Travel with them over possible exit routes identify potential obstacles and ask their opinions
Mobility impaired persons should be evacuated by untrained personnel only when the situation is life threatening If it is
determined that there is no immediate danger consider remaining where you are and immediately inform a member of the crisis management team or those responsible for security services
In life-threatening situation where immediate evacuation is necessary always ask the person if you can help Then
personally assist the person with a disability down the stairs Some crutch and cane users may be able to use the stairs
others may not Ask them how they want your help
Wheelchair users should be carried in their chair only when at least two strong people are available who can control the
chair
Communicate with people who are deaf or who have hearing impairments When possible arrange emergency signals in
advance Keep verbal messages short Visual props such as cards or notes can be used to communicate Immediately tell them what is happening and keep them informed of the situation
44
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Flood Response Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
FLOOD RESPONSE
Take immediate steps to ensure the safety of the people in the building Attempt to contain the flood and limit the affected
area This may involve shutting off the water main Contact the Director of Facilities for further instructions on how to
proceed
Major flood issues will be handled by our insurance company Once the source of the flood has been determined and
terminated The insurance company will provide a restoration company for cleanup One of the following two people
needs to be contacted for this information
Linda Miller CIC LIC
Area Vice President
Arthur J Gallagher amp Co of Michigan Inc
161 Ottawa NW Suite 112
Grand Rapids MI 49503
Phone 616-233-0922
Fax 616-233-0923
Linda_Millerajgcom
Janet Manning Claims Manager
Arthur J Gallagher Risk Management Services Inc 22930 9 Mile Road
St Clairs Shores MI 48080
Phone 586-774-5415 Ext 238
Fax 586-779-6769
Janet_Manningajgcom
Academic - Water shutoff valves are located in the lower level mechanical room next to
classroom 001
Cook Resident Hall ndash Water shutoff valves are
located in the southeast corner of the basement
East Residence Hall ndash Water shutoff valves are
located in the southeast corner of the basement
Student Center ndash Water shutoff valves are
located in the mechanical room just north of the
west doors next to the dumpsters
AUTHORIZED FLOOD RESPONSE CONTRACTOR IS AS FOLLOWS
Ameri Pro Restoration
1-888-222-1245 wwwameri-procom
FIRE WATER AND MOLD DAMAGE
45
Policy Chapter Situational Procedures Date Revised 709
Policy Title Hazardous Materials Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
HAZARDOUS MATERIALS
If there is a hazardous materials spill anywhere on location the following steps should be immediately taken
Contact security services facility staff or a member of the Crisis Management team They will take over coordinating the remainder of the emergency response The scene should be immediately secured by not allowing people into the hazardous
area This includes any rescue attempts anyone unable to remove themselves from the affected area will have to wait until
the situation has been fully assessed and emergency personnel have arrived If there is anyone in such a state immediately
contact 911 and notify them of the situation
Isolate the area and take steps to ensure the safety of people as well as the environment with the priority being in that order
Attempt to identify the hazardous materials using any placards visible from a safe distances MSDS sheets found in the
security services office or shipping documents that may be available
Assess the Situation If the spill warrants it contact emergency services to take over the scene If not contact the Director of Security Services andor the Director for Facilities and ask for instructions on how to proceed
There may be the need to shut down the HVAC systems if there is a chemical spill on the highway and a chemical cloud is
approaching the campus There will always be a facility or security personal available to shutdown HVAC units if
necessary
SHUTOFF LOCATIONS
Main shutoffs for the HVAC system in the Academic building can be found in the lower level mechanical
room next to the food prep area on the Westside of the main lecture halls
Main shutoffs for the HVAC system in Cook and East residence halls can be found in the basement
mechanical room
Main shutoffs for the HVAC system can be found in the mechanical room just north of the west doors next to
the dumpsters
SECURITY CELL 616-446-7098
46
Policy Chapter Situational Procedures Date Revised 909
Policy Title Illegal Activities Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
ILLEGAL ACTIVITIES
Security Services is responsible for the investigation of all illegal activities Contact Security Services
immediately at 616-446-7098
If immediate danger exists call 911
Try to remember information regarding suspects vehicle descriptions and direction of travel
Each situation will be documented and investigated by the University andor local law enforcement
INCIDENT REPORTING OF ILLEGAL ACTIVITIES
If you are a victim of or a witness to any criminal activity contact Security Services at 616-446-7098 and they
will assist in documenting the situation and contacting the police department
DO NOT attempt to handle the situation alone
If immediate danger exists call 911
Observe Universal Precautions when coming in contact with any human body fluid Vinyl latex free gloves are
located in the Security Services Office Welcome Center Desk LInC Circulation Desk Administrative Office
Suite third Floor Faculty Lounge Fitness Center and Maintenance OfficeWorkshop
SECURITY CELL 616-446-7098
47
Policy Chapter Situational Procedures Date Revised 709
Policy Title Injury Reporting Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
INCIDENTS RESULTING IN EMPLOYEE INJURIES
If someone is injured as a result of an incident notify Security Services at 616-446-7098
Do NOT move the injured person unless absolutely necessary
Send someone else to call 911 and to give information regarding the medical emergency
Do NOT attempt first aid unless you are trained to do so
Do NOT offer to pay medical expenses admit responsibility or mention insurance
Do NOT apologize for the accident argue the cause or reprimand anyone
Do NOT offer to transport the injured person
A MICHIGAN EMPLOYERrsquoS FORM MUST BE FILLED OUT WHEN AN EMPLOYEE IS INJURED
SECURITY CELL 616-446-7098
48
Policy Chapter Situational Procedures Date Revised 709
Policy Title Media Call Form Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
MEDIA CALL LOG
If media call your location and you cannot transfer the call to a crisis communications
team member as noted obtain the following information and Fax the sheet to
6167321179 or relay the information to the crisis communications team by phone
Date _________________________ Time _____________________
Callerrsquos name _________________________ Callerrsquos phone number _______________ Media organization name _____________________ Location ____________________ Deadline (if given) _________________ Your name __________________________ Work Number _________________ Cell Number _________________ Other Number _________________ Actioninformation requested ________________________________________________ __________________________________________________________________________ Reporterrsquos specific questions ________________________________________________ __________________________________________________________________________ __________________________________________________________________________ What reporter was told _____________________________________________________ __________________________________________________________________________
_________________________________________________________________________________
____________________________________________________________________
If you answer a media call and cannot immediately transfer the call per the chart complete the ldquomedia call logrdquo tell the caller
someone will respond to them as soon as possible and forward the log sheet to the first available crisis communications team member
You may copy the sheet attached and FAX completed sheets to the crisis communications team at 6167321179 or if there
is a power outage relay the information from the ldquomedia call logrdquo to the crisis communications team by cell phone
49
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 1 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
SEVERE WEATHER ndash Class CancellationCampus Closing Policy
Severe winter weather may come in many forms consisting of snow ice and wind Generally each one individually does not result in the cancellation of classes but occasionally the severe combination of all three may cancel classes or possibly close a
campus
Our students are being trained to work in our communities Businesses rarely close due to weather related issues
Davenport will rarely close or cancel classes
DECISION PROCESS
The recommendation to cancel classes or the closing of a campus will be made by the highest ranking student services
and academic leadership member for a specific campus
Information regarding the conditions of the weather can generally be determined by contacting facilities and security
who may be on site Use of the internet is also encouraged for weather information (wwwweathercom) There
is an expectation that the recommendation would be made with help from others
In the chart below you can find criteria that can be used to make this recommendation These criteria will be used to
explain to faculty staff and students why classes were canceled This information will also be tracked by the VP of
Risk Management to help obtain an understanding under what conditions classes are generally canceled so decisions
can become easier in the future
A request to cancel classes will be given to the VP of Risk Management by the highest ranking Student Services
person of a specific campus This request will contain details related to the above chart The VP of Risk
Management will contact the Executive VP of Finance by 530 am with bullet points about the weather conditions of
the effected campus The Executive VP of Finance will contact the President for final approval
The process to close a location will be the same as above however the EVP for Organizational Development and the
VP of Risk Management must concur with the decision to close a campus before the EVP of Finance is contacted
DESCRIPTION EXAMPLE
Current Length of Storm 4 or More Hours
Additional Anticipated Length of Storm 4 or More Hours
Strength of Wind 21 or More
Visibility 025 Mile
Wind Chill -30
Current Snowfall 8 or Above
Future Anticipated Snowfall 4 or Above
Ice Coverage Any Ice
Area CollegeUniversities Closed Yes
Roads closed by State Police Yes
Information
can be found
on internet
Feel free to
use
wwwweather
com
50
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 2 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
Once approval has been obtained for classes to be canceled at a specific campus the VP of Risk Management
will
1 Initiate the DU-Alert as early as 530 am DU-Alert will contain the following information
a Closed building vs Canceled classes b Day vs evening classes c Who should report to work d What events need to be canceled
2 Notify University Communication so the proper information can be placed on our website and be sent to
Faculty and staff by email Contact Rick Jensen first at 616-706-2608 and Von Franklin at 616-481-3083 It
will be the responsibility of communications to post the appropriate communication on the website
3 Notify the appropriate Director of Student Services so information can be relayed to specific campus
personnel
4 Call CSC at 800 am to inform them of weather issues It will be the responsibility of CSC to be notified of
issues through DU-Alert prior to 800 am 1212 Extension
1-800-322-3984
5 Contact Malachi Hooser of the Call Center about the weather issues
616-308-9232 Cell
616-554-5386 Office
Location Student Servicesrsquo leadership will be responsible to
1 Notify the appropriate TV and radio stations 2 Update the Emergency Hotline
QUESTIONS AND COMPLAINTS
Questions and complaints from faculty staff or students regarding the decision to cancel classes or close a location
should be sent to the VP of Risk Management
TIME OF DECISIONS
Morning cancellations will be announced by 6 am
Afternoon cancellations will be announced by 10 am
Evening class cancellations will be announced by 3 pm
51
DU Campus Closing Line Main Menu Greeting
YOU HAVE REACHED THE DAVENPORT UNIVERSITY CAMPUS CLOSING LINE IF YOU KNOW
YOUR TWO DIGIT CAMPUS IDENTIFICATION NUMBER YOU MAY DIAL IT AT ANY TIME DURING
THIS MESSAGE FOR FULTON DIAL 01 FOR LANSING DIAL 03 FOR KALAMAZOO DIAL 04 FOR
MIDLAND DIAL 05 FOR BATTLE CREEK DIAL 08 FOR HOLLAND DIAL 09 FOR FLINT DIAL 10 FOR
SAGINAW DIAL 11 FOR WARREN DIAL 12 FOR ALMA DIAL 15 FOR CARO DIAL 16 FOR GAYLORD
DIAL 19 FOR TRAVERSE CITY DIAL 20 FOR LETTINGA DIAL 33 OR FOR LIVONIA DIAL 35 TO
LISTEN TO THIS MESSAGE AGAIN TOUCH THE KEY
Suggested Message for the Individual Campuses ltCAMPUS NAMEgt CLASSES ARE IN SESSION AS SCHEDULED
Example
LETTINGA CAMPUS CLASSES ARE IN SESSION AS SCHEDULED
To change a message
1 Dial 7002 for voice item maintenance
2 Dial the application ID for the message yoursquod like to change
3 Dial the password for the application
4 Dial 2 to review the current recording
5 Listen to the recording to make sure you are changing the correct one
6 Dial 5 to begin recording
7 Say the message yoursquod like callers to hear
8 Dial to end recording
9 Dial 2 to review the recording
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 3 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
52
CHECKLIST
Student Services Representative
Student Services and Academic Leadership decide to make a recommendation on classes being canceled or
the building closed
Decision will be assisted by facilities andor security that may be on site
Decision to cancel class will be made for the morning by 5 am and announcement will go out at 6 am Decision to cancel class will be made for the afternoon by 930 am and the announcement will go out by 10
am Decision to cancel class will be made for the evening by 230 pm and the announcement will go out by
300 pm
Student Services representative will call VP of Risk Management with cancelation of classes or closing of
a campus using the appropriate statistics found at wwwweathercom
Student Services representative will put a message on the emergency hotline and remember to update it as
necessary
Student Service representative will contact local TV and radio stations
Student Service representative will activate their call tree as appropriate
VP of Risk Management
VP of Risk Management will contact appropriate Executive Vice Presidents who will then obtain
permission from the president
VP of Risk Management will contact specific Directorrsquos of Student Services to report the decision
DU-Alert will be activated to the affected campuses
Contact Communications
Contact Web site administration
Contact CSC
Contact Call Center
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 4 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
53
EXAMPLE OF A BLIZZARD WARNING
URGENT - WINTER WEATHER MESSAGE
NATIONAL WEATHER SERVICE GRAND RAPIDS MI
428 AM EST THU DEC 10 2009
MUSKEGON-OTTAWA-KENT-ALLEGAN-BARRY-VAN BUREN-KALAMAZOO-
INCLUDING THE CITIES OFMUSKEGONJENISONGRAND RAPIDS
HOLLANDHASTINGSSOUTH HAVENKALAMAZOO
428 AM EST THU DEC 10 2009
BLIZZARD WARNING REMAINS IN EFFECT UNTIL 4 PM EST THIS
AFTERNOON
HAZARDOUS WEATHER
SNOW SHOWERS WILL CONTINUE TO INTENSIFY EARLY THIS MORNING 2
TO 4 INCHES OF SNOW ACCUMULATION CAN BE EXPECTEDALTHOUGH
LOCALLY HIGHER AMOUNTS ARE POSSIBLE
WEST WINDS OF 20 TO 30 MPH WILL GUST UP TO 40 MPH THESE WINDS
WILL CAUSE CONSIDERABLE BLOWING AND DRIFTING OF SNOW VISIBILITIES WILL FREQUENTLY BE REDUCED TO NEAR ZERO AT TIMES
THROUGH THIS AFTERNOON
GUSTY WINDS ALONG WITH RAPIDLY FALLING TEMPERATURES WILL
PRODUCE SUB ZERO WIND CHILLS
IMPACTS
TRAVEL WILL BE SEVERELY IMPACTED WITH SNOW BLOWING
SNOWAND BITTER COLD WIND CHILLS BLIZZARD CONDITIONS ARE
EXPECTED THROUGHOUT MUCH OF THE DAY ESPECIALLY ALONG US HIGHWAY 131
POWER OUTAGES WILL BE POSSIBLE DUE TO THE STRONG GUSTY WINDS
PRECAUTIONARYPREPAREDNESS ACTIONS
IT WOULD BE BEST NOT TO TRAVEL TODAY
IF YOU MUST TRAVELKEEP AN EXTRA FLASHLIGHTFOODAND
WATER IN YOUR VEHICLE IN CASE OF AN EMERGENCY
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 5 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
54
EXAMPLE OF HOLLAND AT WWWWEATHERCOM
Right Now Next 36 Hours
Today Tonight Tomorrow
Light Snow Snow Snow Shower AM Snow Showers
30degF 32deg 27deg 33deg
Feels Like 21deg High Low High
Past 24-hr Precip 029 in (est) Snow 29 in (est)
Chance of Precip 80
Chance of Precip 80
Chance of Precip 60
Wind From W at 12mph
Wind W at 18 mph
Wind W at 17 mph
Wind W at 14 mph
Humidity 69 64 62 62
Dew Point23deg
Pressure 2980 in
Visibility 10 mi
UV Index 0 - Low 1 - Low -- 1 - Low
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 6 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
55
CONTINUED EXAMPLE OF HOLLAND AT WWWWEATHERCOM
Daylight Remaining 6 hrs 1 min Sunrise 755 am Sunset 512 pm Sunrise 756 am
Through 5pm A steady snow will continue to fall through late afternoon Cloudy and windy Temperatures reaching the low 30s Winds W at 15 to 20 mph Chance of snow 80 Additional snowfall of 1 to 2 inches through 430pm
Snow showers early with a steadier snow developing late Colder Temps nearly steady around 30 Winds W at 15 to 25 mph Chance of snow 80 1 to 3 inches of snow expected
Variably cloudy with snow showers Low 27F Winds W at 15 to 25 mph Chance of snow 80 Snow accumulating 1 to 2 inches
Mainly cloudy with snow showers around in the morning High 33F Winds W at 10 to 20 mph Chance of snow 60 Snow accumulations less than one inch
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 7 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
56
Policy Chapter Situational Procedures Date Revised 709
Policy Title Severe Weather Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
CLASS CANCELLATIONS PROCEDURES
GREATER GRAND RAPIDS ndash HOLLAND AND LETTINGA
CLASS CANCELLATIONS PROCEDURES
NOTE All staff are to report to work as long as they are not endangering themselves in the process
The Director of Security Services will input information for all campuses in the GRAIL WEB system and at
wwwcancellationscom
1 When closings occur the Director of Security Services or his alternate will input closing data to the
GRAIL WEB site which will result in local media announcements
2 Day Classes ndash Weekdays (Monday through Friday) the Director of Security Services or alternate will check on weather and road conditions should weather become severe
a When day classes (prior to 400 pm start) need to be canceled the Director of Security Services
will contact one of the following in the order listed
i The ED of Student Services (Lettinga)
Tom Woods (517) 230-9834 (cell)
ii The ED of Academic Services (Lettinga)
Joy Harrison (Lettinga) (616) 301-2175 (home) (616) 283-2910 (cell)
iii The Director of Student Services (Holland)
Linda Sievert (616) 942-7735 (home) (616)745-3030 (cell)
b The EDs will inform
ii The Lettinga Asst Directors
Don Fowler (269) 383-5626 (home) (269) 598-7546 (cell)
Nygil Likely (616) 724-4206 (home) (616) 717-8243 (cell)
iii The Holland Director of Student Services
Linda Sievert (616) 942-7735 (home) (616)745-3030 (cell)
iv The Dir of Security Services
Eric Patterson (616) 459-8603
who will access wwwgrailwebcom and TV-13 (616) 785-1313 to
input the West Michigan locations (s) being closed and for how long
These decisions will be broadcast by 600 am
57
Policy Chapter Situational Procedures Date Revised 709
Policy Title Severe Weather Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
3 Evening Classes ndash Weekdays (Monday through Friday) the EDrsquos (see 2b i ii and iii above) and the Director of
Security Services will decide on cancellations for classes starting after 400 pm
The Director of Security Services will access wwwgrailwebcom and TV-13 (616) 785-1313 to input exactly
which locations (s) are being closed and for how long
4 Weekend Classes ndash The Security Services Officer on duty will contact 1) the Director of Security Services 2) the ED
of Student Services 3) the D for Holland or 4) ED for Academic Services at Lettinga (See 2 a and b above) The
individual contacted will
a Make the decision to close Lettinga and Holland locations
b Relay decision to the Director of Security Services who will access wwwgrailwebcom and TV-13 (616)
785-1313 to input exactly which locations (s) are being closed and for how long
c Contact the EDs and D (see 2a and b above) to tell them of the closings
Saturday classes will be canceled by 600 am
Sunday classes will be canceled by 800 am
5 Phone Messages ndash During any of the seven days of the week the Director of Security Services or designee will contact
Lettinga a Kirsten Scott (616) 554-5311 andor (616) 891-7623 or
b Sally Kuipers (616)742-2070 andor h(616)452-2349 or c(616)560-7478
Holland
c Rhonda Prins at 616-218-9896 or 616-395-4608
to change the message on the switchboards notifying incoming callers that classes have been canceled The
switchboards will carry the specific message as long as appropriate
6 OTHER THAN WEATHER RELATED CLOSINGS ndash Closings for other reasons will be determined by the
campuslocation leader with notification to the ED and Director of Security Services for posting to GRAIL Here are some guidelines
a Electrical Gas Leak Water ndash two hour delay unless need for longer closing is obvious
Contact numbers can be found on the ldquoLocation Communication Treerdquo procedure located in this document
Davenport University Connect Hotline Number is 1-800-525-8282
58
Purpose
The purpose of tornado drills is to provide shelter for the campus community during a tornado warning In these cases faculty staff and students should not evacuate the building since this may cause injury During a tornado
warning you have only a short time to find shelter Advance planning and a quick response are the keys to surviving
this type of inclement weather The University values the safety of each individual and expects that people will take
responsibility for safeguarding their welfare
Regulation
Effective March 30 1998 House Bill 5237 amended the Michigan Fire Prevention Cote Act 207 PA 1941 as
amended Section 19 to require Tornado Drills in Schools The new requirement applies to all schools including
state supported schools colleges universities and school dormitories
Sec 19 (3) now requires a minimum of 2 tornado safety drills for each school year at the schools and facilities hellip
These drills are for the purpose of preventing hazards and injuries in the event of severe weather
Responsibility
Responsibility for the planning and conduct of drills shall be assigned by campus risk management to competent
persons qualified to exercise leadership A written record of all drills conducted should be maintained including a
critique of the event This record should be maintained by risk management
General Guidelines
Drills shall include suitable procedures to make sure that all persons in the building or all persons subject to the
drill actually participate If a tornado drill is considered merely as a routine exercise from which some persons may
be excused there is a grave danger that in an actual tornado the drill will fail in its intended purpose All drills
should be pre-planned and preannounced
Definitions
Severe Weather Includes thunder lightening hail wind and heavy rains
Tornado A violently rotating column of air in contact with the ground
Watch Indicates that conditions are favorable for a particular type of weather to occur
Warning Indicates that a particular type of weather is or will soon be occurring
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Tornado Drills Page Number 1 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
TORNADO DRILLS
59
Specified Occupancies
Educational Occupancies ndash Academic and Administrative Buildings
All educational buildings on campus must hold two sets of tornado drills one in the spring and one in the Fall
preferably during the first four weeks of the semester Faculty and staff shall work in cooperation with risk
management in scheduling drills before the semester begins A ldquosetrdquo can be defined as a tornado drill during
the day and one in the evening in order to involve as many staff and students as possible
Locations of tornado shelters are to be conspicuously posted in each classroom and hallway to provide the
necessary information and ensure orderly movement through the building Signs should also specify that
elevators must not be used to exit during a tornado drill
Faculty and staff must be familiar with the tornado shelter locations and will assist students to these shelters
Handicapped students should inform faculty or staff at the start of the semester of any special requirements with
respect to procedures that will best facilitate those students
Residential Occupancies
Residential facilities demonstrate the greatest need for adequate and effective tornado shelter awareness due to
the potential loss of life Tornado drills in residence halls must be performed twice each year one in the spring
and Fall
A major concern in residence hall tornado drills is the resistance of residents to go to the designated tornado
shelters Resident assistants and other staff must take responsibility for the complete and orderly movement of
the students through the building Education and awareness are key components to an effective tornado drill
program Location of shelter in each apartment will help student to become more fully aware
Special consideration must be given to handicapped students with regard to tornado drills in residence halls To
be most effective handicapped students should be required to move to tornado shelters during a tornado drill
regardless of their location in the building Preplanning is key for the handicapped person because hisher own familiarity with the tornado shelter locations and the safest methods of egress is vital The handicapped person
should also seek out buddies to assist
On each floor of the facility the resident staff should proceed down the hall knocking loudly on each door as
heshe passes Staff should not unlock each door as this is time consuming and may result in danger to the staff
person
Assembly Occupancies ndash Student Center
Because actual tornado drills are not practical for places of non-continuous assembly where the students or
public body changes with each program employees or attendants of such places should be schooled in the
duties they are to perform in case of a tornado drill An adequate number of competent attendants must be on
duty when assembly occupancy is used Signs with directions for speedy and orderly egress should be posted
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Tornado Drills Page Number 2 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
60
TORNADO DRILL CHECKLIST
INDOORS
1 Information about severe weather will be given to the campus community if known in advance
2 A Tornado Watch is the time to review emergency action plans and determine the nearest tornado shelter
3 Tornado shelter plans will be posted in each classroom
4 During a tornado watch one person will be designated to monitor the weather by computer or weather radio
5 When the community siren is activated or information is obtained through computer monitoring faculty and
staff will move students to the appropriate tornado shelters
6 DU-Alert will be activated for the individual campus that has the tornado warning The following are the
individuals who can access DU-Alert
Duane Terpstra
Office 616-732-1155
Cell 616-581-5295
Home 616-786-0293
Matthew Miller
Office 586-620-4050
Cell 616-780-6346
Shallan Spielmaker
Office 517-367-8211
Cell 616-581-1453
Nathan Schumacher
Office 586-620-4054
Cell 586-201-8099
7 There will be monitoring equipment in a designated shelter to determine the completion of the warning
8 Do not use elevators and stay away from windows
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Tornado Drill Checklist Page Number 3 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
61
OUTDOORS
1 Seek indoor shelter if possible
2 Parked motor vehicles are unsafe Seek indoor shelter
3 If an indoor shelter is not available and there is not time for escape lie flat in a ditch or low spot
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Tornado Drill Checklist Page Number 4 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
62
Policy Chapter Situational Procedures Date Revised 709
Policy Title Tornado Policy Page Number 2 of 3
CRISIS MANAGEMENT MANUAL
University Crisis Management
TORNADO SHELTER AREA ACADEMIC BUILDING ndash Shelters are in green
areas
63
Policy Chapter Situational Procedures Date Revised 709
Policy Title Tornado Policy Page Number 3 of 3
CRISIS MANAGEMENT MANUAL
University Crisis Management
TORNADO SHELTER RESIDENCE HALLS ndash Shelters are in green areas
TORNADO SHELTER STUDENT CENTER ndash Shelter are in green areas
64
Policy Chapter Situational Procedures Date Revised 709
Policy Title Stalking Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
STALKINGTHREATSHARRASSMENT
IF OCCURRING ON CAMPUS
Contact those individuals who are responsible for security services or your student services representative They will
evaluate the situation and contact police authorities if necessary
If fear of bodily harm exists call the Police Department at 911 and then locate security services personnel
If you receive a ldquoPersonal Protection Orderrdquo or PPO from the court provide a copy of the order to the office of Security
Services
IF OCCURRING OFF CAMPUS
Contact the police at 911 followed by security services personnel
Copies of Personal Protection Orders are kept on file These documents should be updated as necessary and will be shared with location personnel on a need to know basis
As with any incident on location an incident report should be filled out and kept on file for future reference
The next page is an example of the information that can be given to those at a location in order to assist in identifying the
individual responsible This information upon approval of the victim can be kept at a main entrance desk welcome center
or other location where staff may meet people as they enter the building
Stalking is a willful course of conduct involving repeated or continuing harassment of another individual
that would cause a reasonable person to feel terrorized frightened intimidated threatened harassed or
molested and that actually causes the victim to feel terrorized frightened intimidated threatened harassed
or molested 750411h
SECURITY CELL 616-446-7098
65
Policy Chapter Situational Procedures Date Revised 709
Policy Title Stalking Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
66
Policy Chapter Situational Procedures Date Revised 909
Policy Title Suicidal Remarks Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
SUICIDAL REMARKS
With the diverse student body with varying age groups and backgrounds the potential exists for suicidal tendencies among
students who are attending classes It is critical that our staff respond to these individuals correctly and with care to ensure
that the safety of our student body is preserved and that the individual is properly cared for
When confronted with a student who is making suicidal remarks you should contact a security services or a student services
representative as soon as possible Security Services personnel with help from Student Services will coordinate any
further response
It is important to isolate this student from the rest of the student population and keep them under watch throughout the entire
incident At no time should a student who has made such statements be left alone Every effort should be made to keep
them on location If the individual insists on leaving inform them that you believe this to be unwise but allow them to leave if they insist If the student does leave contact the Police Department to inform them of the situation Attempt to give the
police a description of both the person and the vehicle they are driving as well as contact information if available
Ask the student if there is a mental health professional that they have been seeing and ask if they have the contact number
for that person If they do have them contact that individual Ask the student if there is a family member or friend that can
transport himher off site
A DU employee should only willingly allow a suicidal student to leave if there is a third party present to transport them
Under no circumstances should the student be allowed to leave on their own even if they state that they are feeling better
without some resistance from the University employee
67
SUICIDE ATTEMPT
Student Suicide Protocol All Campuses (Non-Housing)
1
st Staff Responder First Steps (Immediately)
When you enter the room or vehicle
Is the area safe
Check for vital signs
Call 911Security ServicesStudent Services based on the resources available
Gather information
Identify student if possible
Identify method of suicide if possible
Are you able to contain the area YesYes with assistanceNo
Determine how many students if any are awareimpacted by the situation and who they are
Contact ED of Student Affairs (Paul Ballard) or ED of Security Services (Matt Miller) or VP of Risk
Management (Terpstra) and inform with what you know
Name of Student
Method of suicide
What you know about the student (Team clubs friends etc)
If area is contained or does it need to be contained
How many students are immediately affected and who they are
What location will the affected students be quarantined
If security or police have arrived your focus is the affected students
Quarantine affected students in a separate area
Discuss with them that someone from the University will be contacting the studentrsquos family and for them
not to refrain from contacting the family out of respect and care for them until a trained professional
contacts them
Determine if the studentrsquos circle of friends is complete or if others need to be quarantined temporarily
Comfort the students as best you can and assess individualrsquos risk levels
Remain with the students until a trained counselor arrives
1st Professional Staff Responder Next Steps (1 to 24hrs)
Create incident report
Relocate displaced classes if needed
Check in and identify additional students or staff that require mentalemotional support
1st Professional Staff Responder Final Steps (24-48 hrs)
Check in and identify additional students or staff that require mentalemotional support
Aid in gathering the deceased individualrsquos personal belongings if necessary
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Suicidal Attempt Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
68
Missing Student Protocol
(Not process for Study Abroad Missing Student)
A campus is contacted by a person requesting information on a student that the caller assumes is missing This
person is worried because they have not been contacted by the student for an unusual length of time You explain to
the caller that you cannot give out specific information about a student but would be willing to work with the police
if they would report the issue
Once you disconnect from the caller you take the following steps
Contact ED of Student Affairs (Paul Ballard) or ED of Security (Matt Miller) or VP of Risk Management (Terpstra)
Student Services or
Security Services
Contact the person responsible for investigations on your campus This may be Security
Services or Student Services depending on the resources on the campus Contact the
caller and ask the below question
Determine relationship to student
Why do you think they are missing
Date time location the student was last seen
General routine of student (Close circle of friends)
Studentrsquos cell number
Does the student have a Social Media account Make model color and license plate of vehicle
Have they filed a missing persons report
Is there any medical or emotional condition we should be aware of
Establish a timetable where you will contact them again
General Investigative Steps
Call and text the student
Send the student an Email
Check with instructors on attendance of student (w photo)
Check emergency information in Banner
Check SPACMNT for comments and FERPA waivers
Go to studentrsquos classroom
Check card access and dining swipes (if applicable)
Check social networking sites
Contact known FriendsClassmates fill in any information gaps from that caller did not know
Check for student car in parking lot
Contact CSC for last log in
Check the websites to see if student has been arrested ex httpswwwaccesskentcomInmateLookup
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Missing Student Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
69
Missing Student Protocol
(Not process for Study Abroad Missing Student)
If proof of life has been established or check list has been completed Contact ED of Student Affairs (Paul Ballard)
or ED of Security (Matt Miller) or VP of Risk Management (Terpstra)
If student is found
Have them contact the person that called (if applicable) with University personnel present
If student does not want the person to know where they are have them meet with EDSA Paul Ballard
ED of SA will make contact with the caller and give them FERPA based info
If student is hospitalized or unable to return to school initiate protocol for medical withdrawal
If student is not found
Student Affairs will call emergency contact number
Student Affairs will follow up with caller
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Missing Student Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
70
Policy Chapter Situational Procedures Date Revised 909
Policy Title Utility Failure Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
UTILITY FAILURE
ELECTRICAL FAILURE
All individuals should remain where they are
Security Services personnel will assist with building evacuation if necessary
Security Services personnel will notify Consumers Power
If the power comes back on in a short time (two hours or less) operations will resume
If the power remains off for longer than two hours campus leadership will make a decision on whether or not to
close the campus
GAS LINE BREAK OR LEAK
Report the break or leak to Security Services 616-446-7098
Security Services will clear the immediate area and evacuate the building if needed
DO NOT turn off radios lights computers or other office equipment
Security Services will contact the utility company
WATER MAIN BREAK
Security Services or facilities will contact the Water Department
All employees and students should be notified that the restroom facilities will not be available
SECURITY CELL 616-446-7098
71
Policy Chapter Updating Process Date Revised 709
Policy Title Post Incident Debriefing Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
POST INCIDENT DEBRIEFING
Once the incident is over a debriefing should take place with those who were involved The purpose of this process is to improve our reaction to future incidents The following is a general list of questions that can be asked
Type of Incident
Date of Incident Time of Incident
Initial notification received by
Was the VP of Risk Management notified soon after the event [ ] Yes [ ] No [ ] NA
Were the appropriate people notified of the situation [ ] Yes [ ] No [ ] NA
Was there good communication with the Risk Management Team [ ] Yes [ ] No [ ] NA
Was there good communication with the local Crisis Management Team [ ] Yes [ ] No [ ] NA
Was there appropriate communication with Cabinet Members [ ] Yes [ ] No [ ] NA
Was there appropriate communication with Faculty Staff and Students [ ] Yes [ ] No [ ] NA
What changes could there have been to make communication better
What actions were taken that was effective
What are the opportunities for improvement
What changesadditions are needed for the crisis management manuals
On the back of the page map the incident timeline
72
Policy Chapter Testing Date Revised 709
Policy Title Testing amp Training Process Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
TESTING amp TRAINING
The testing process for possible crisis situations will be done in the following three ways
1 Scenarios will be presented to the Risk Management and Crisis Management teams in the form of table top exercises This will be done in the regular meetings
2 Simulation of actual events
3 Instruction is given on how to react to a crisis The below document is given to all employees and placed in many
locations within the facilities
EMERGENCY RESPONSE PROCEDURES
University Crisis Management
Emergency Response
Security Management
LOCATION CRISIS MANAGEMENT TEAM
HOW TO REPORT AN INCIDENT
SUSPICIOUS PERSONS
STALKINGTHREATSHARASSMENT
VIOLENT BEHAVIOR
ACTIVE SHOOTER RESPONSE
BOMB THREAT
UTILITY FAILURE
FIRE RESPONSE
SEVERE WEATHER
FIRST AIDBLOODBORNE PATHOGENS
MAIL SECURITY
73
GLOSSARY OF TERMS
1 CMT- Crisis Management Team A crisis management team consists of representatives from Human Resources Security Services Facilities IT etc These teams are located at every location within the University and are responsible for crisis management at that particular location
2 RMT ndash Risk Management Team The risk management team consists of representatives from Human Resources Security Services Facilities IT etc This team is located at Lettinga and is responsible to develop procedures manage crisis management teams and communicate with the administration
3 EOC ndash Emergency Operations Center Headquarters for the Crisis Management team to manage and coordinate the companyrsquos business recovery efforts
Policy Chapter Appendix A Date Revised 709
Policy Title Glossary of Terms Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
74
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic Lower West Page Number 1 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
Gas Valve Electrical Panel
Geothermal
Pumps
75
Sprinkler Shutoff
Water Shutoff
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic Lower East Page Number 2 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
76
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 1st West Page Number 3 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
77
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 1st East Page Number 4 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
78
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 2nd
West Page Number 5 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
79
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 2nd
East Page Number 6 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
80
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 3rd
West Page Number 7 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
81
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 3rd
East Page Number 8 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
82
Water Shutoff Electrical
Shutoff
Gas Shutoff
Fire Suppression
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Student Center Lower Level Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
83
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Student Center Main Level Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
84
Electrical
Shutoff
Water Shutoff
Fire Suppression
All Shutoffs
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Cook Hall Basement Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
85
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Cook Hall Floors 1-4 Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
F1 F2
F3 F4
86
Electrical Shutoff
Water Shutoff
Fire Suppression
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Meijer Hall Basement Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
87
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Meijer Hall Floors 1ndash5 Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
F1 F2 F3
F4 F5
88
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title South Hall 1st amp 2
nd Floor Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
F1
F2
89
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title South Hall 3rd
and 4th Floors Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
F3
F4
90
Policy Chapter Appendix C Date Revised 709
Policy Title General Telephone Numbers Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
NAME WORK NUMBER CELL NUMBER TITLE
Anderson Kristine 616-742-1726 231-329-4667 Director of Employee Relations
Ballard Paul 616-554-5687 616-862-6532 Exe Director of Student Affairs
Bean Brent 616-451-3511 ext 1495 616-889-3875 IT S Manager
Beausoleil Gail 616-554-5394 616-292-5446 Director of Career Services
Bill Chris 616-732-1151 616-540-7396 VP or Human Resources
Bloom Deb 616-732-1124 616-340-3402 Exe Dir Of government amp Com Relations
Bruyn Kim 616-732-1165 616-540-7711 Exc VP for Advancement
Caledonia Fire amp Rescue 616-891-0940 Caledonia Township Fire amp Rescue
Caledonia High School 616-891-8129 Caledonia High School
Caledonia Middle School 616-891-8649 Caledonia Middle School
Communication Fax 616-732-1179 Communication Fax
CSC 1-800-322-3984 Customer Support Center
Donovan Sherri 616-233-3472 616-233-3472 Exe Director of Academic Services
Dutton Christian School 616-698-8660 Dutton Christian School
Engblom Rob 616-554-5087 865-803-7350 Exe Director of Housing
Finkler Kathy 616-732-1085 616-446-5303 Director of Customer Support
Fischer John 616-554-5005 616-822-1088 Director of Facilities
Fisher Christine 616-732-1168 616-340-2525 Exe Administrative Assistant
Fowler Don 616-732-1206 269-598-7546 Director of Student Services
Harrison Joy 616-554-5820 616-283-2910 Exc Director of Academic Services
Hogan Brian 616-437-3234 HiTec Cleaning Services
Hooser Malachi 616-5545386 616-308-9232 Call Center Manager
Hotline 1-800-525-8282 Emergency Hotline
IT Weekend Emergency Number 616-481-6011 IT Weekend Emergency Number
Jensen Rick 616-732-1172 616-706-2608 News Information Manager
Jones Apple 616-554-4743 616-560-4856 Department Coordinator
Kent County - Main 616-632-6100 Kent County Sheriff Department
Kent County - Substation 616-632-6490 Kent County Sheriff Department
Kingrey Daryl 616-554-5395 616-481-2239 VP of Admissions
Knechtel Heather 616-554-5388 517-974-5793 Director of Admissions
91
Policy Chapter Appendix C Date Revised 709
Policy Title General Telephone Numbers Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
NAME WORK NUMBER CELL NUMBER TITLE
Kraska Nick 616-7732-1120 HRIS Coordinator
Lemmon Bill 616-732-1087 616-450-4933 Director of Networking
Lemmon Nicholas (Hi-Tec) 616-662-1623 616-732-1303 VP of Operations - Hitec Cleaning
Likely Nygil 616-554-5316 616-719-6457 Director of Student Services
Loud Tammy 616-554-5396 517-490-5940 VP of Student Services
Lowden Paul 616-554-5050 616-901-1787 Director of Athletics
MacDonald Meghan 616-554-4766 616-610-7690 Bookstore Manager
Manning Janet 616-774-5415 ext 238 Gallagher Risk Management Services
McCormick Nathan 616-732-1128 616-745-7142 Exe Director of Facility Operations
McLaughlin Karen 616-698-7111 616-970-5866 Asst Director of LInC
Miller Brian 616-732-1195 616-821-2618 VP of IT
Miller Linda 616-233-0922 VP Arthur Gallagher Insurance
Miller Matthew 586-620-4050 616-780-6346 Exe Director of Security
MSP 616-647-0800 Michigan State Police
Page Sally 616-554-5668 616-780-1394 Exe Director of Libraries
Salinas Kim 616-732-1072 616-813-7165 Benefits Manager
Scott Kirsten 616-554-5311 616-891-7623 Adm Asst Student amp Career Services
Security Services 616-446-7098 Security Services
Shull Lindsey 616-554-5528 616-901-2036 Regional Health Internship Manager
Sievert Linda 616-395-4603 616-745-3030 Director of Student Services - Holland
Stodola Mike 616-554-5138 616-893-7314 Director of Student Center
Terpstra Duane 616-732-1155 616-581-5295 VP of Risk Management
Teuscher Jolene 616-732-1096 616-318-4669 Employee Relations Manager
TV 13 616-785-1313 TV 13
Wagner Natalie 616-554-5821 616-901-0666 Executive Director of Student Life
Williams Ben 616-732-1104 517-303-4955 Information Technology Services
Woods Tom 616-554-5301 517-230-9834 Exe Director of Student Services
92
Family Educational Rights and Privacy Act of 1974 (FERPA)
The Family Educational Rights and Privacy Act (FERPA) is a federal law designed to protect the privacy of students education records The law applies to all schools that receive funds under an applicable program of the US Department of Education
FERPA gives parents certain rights with respect to their childrens education records These rights transfer to the student or former student who has reached the age of eighteen or is attending any school beyond the high school level Students and former students to whom the rights have transferred are called eligible students
Parents and eligible students have the right to inspect and review all of the students education records maintained by the school Schools are not required to provide copies of materials in education records unless for reasons such as great distance it is impossible for parents and eligible students to inspect the records Schools may charge a fee for copies
Parents and eligible students have the right to request that a school correct records believed to be inaccurate or misleading If the school decides not to amend the record the parent or eligible student then has the right to a formal hearing After the hearing if the school still decides not to amend the record the parent or eligible student has the right to place a statement with the record commenting on the contested information in the record
Generally the school must have written permission from the parent or eligible student before releasing any information from a students record However the law allows schools to disclose records without consent to the following parties
o school employees who have a need-to-know o other schools to which a student is transferring o certain government officials in order to carry out lawful functions o appropriate parties in connection with financial aid to a student o organizations doing certain studies for the school o accrediting organizations o individuals who have obtained court orders or subpoenas o persons who need to know in cases of health and safety emergencies o state and local authorities within a juvenile justice system pursuant to specific state laws
Schools may also disclose without consent directory type information such as a students name address telephone number date and place of birth honors and awards and dates of attendances However schools must tell parents and eligible students about directory information and allow parents or eligible students a reasonable amount of time to request that the school not disclose directory information about them
Schools must notify parents and eligible students of their rights under this law The actual means of notification (special letter inclusion in a PTA bulletin student handbook or newspaper article) is left to the discretion of each school
For additional information or technical assistance call (202) 260-3887 or TDD (202) 260-8956 or contact
Family Policy Compliance Office US Department of Education 600 Independence Avenue SW Washington DC 20202-4605
Policy Chapter Appendix D Date Revised 0111
Policy Title FERPA Facts Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
93
EMERGENCY NOTIFICATION SCRIPTS
Test Message
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System This is a test of the mass notification system Davenport University is using this system to keep you informed in the event of an emergency If this had been an actual emergency you would receive official information andor instructions This concludes this test of Davenportrsquos Mass Communication Alert System Thank you for your attention END OF MESSAGE (SMS) This is a test of Davenportrsquos Alert System If this had been an actual emergency you would receive official information andor instructions
Natural Disasters
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System On June 2 2009 a Tornado struck the Caro Campus Damages are reported to be light No injuries have been reported The campus is closed until further notice All students should stay away Be advised that roads may be damaged Travel with caution Thank you for your attention End of Message (SMS) On June 2 2009 a Tornado struck the Caro Campus Damages are reported to be light The campus is closed until further notice
Armed Suspect
(Phone)(E-Mail) This is a message on the Davenport Mass Communication Alert System At June 2 2009 an individual possessing a firearm was reported to be on the Warren Campus The Warren police department has been notified of the situation and is presently on campus We urge everyone on campus to remain in your residence classroom or office with the doors and windows secured If you are currently off campus stay away until further notice Please call 911 if you observe any threatening individuals on or near to campus Thank you for your attention End of Message (SMS) On June 2 2009 at 900 aman individual possessing a firearm was reported to be inside our Livonia Campus Stay in place amp barricade
Policy Chapter Appendix E Date Revised 709
Policy Title Emergency Notification Scripts Page Number 1 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
94
Assault with a Deadly Weapon
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System It has been reported to Davenport University that an individual was recently a victim of an assault with a knife in the parking lot at the Flint campus This took place on June 2 2009 at 1000 am The individual sustained minor injuries and is being treated at a local hospital The incident is still an on-going investigation with the Flint police department Students are advised to be cautious and call 911 to report any suspicious behavior or persons Thank you for your attention End of Message (SMS) On June 2 2009 at 1000 am an individual at the Flint campus was a victim of an assault wa knife Student are advised to be cautious
Bomb Threat
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System On June 2 2009 at 1100 am Davenport University received a threat from an unknown caller that a bomb was set to go off at the Holland campus at Noon The Holland Police departmentrsquos bomb squad is at the scene and conducting a full investigation It will also be assessing the threat level to the University The building has been evacuated and all persons still inside the building must evacuate now A secure perimeter has been established around the area and it is off limits until further notice Thank you for your attention End of Message (SMS) On June 2 2009 at 1100 am the Holland campus of Davenport University received a threat from an unknown caller that a bomb was set to go off in Noon
Gas Main Break
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System There has been a gas main break at the Saginaw campus of Davenport University Evacuate the area Stay away from the area until the situation is resolved Additional information will be given as the situation is resolved End of Message (SMS) We urge everyone to evacuate the Saginaw campus due to a gas main break Please stay away until the situation in resolved
Policy Chapter Appendix E Date Revised 709
Policy Title Emergency Notification Scripts Page Number 2 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
95
Gunshots
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System On June 2 2009 at 100 pm Davenport University received reports of gunshots fired in the parking lot at the Kalamazoo campus The police department has been notified of the situation and is presently on campus We urge everyone on campus to remain in your classroom or office with the doors and windows secured If you are currently off campus stay away until further notice Thank you for your attention End of Message (SMS) We urge everyone at the Kalamazoo campus to remain where you are amp secure doors amp windows If off campus stay away until further notice
Hazardous Materials
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System On June 2 2009 at 200 pm a hazardous material situation is occurring at the Battle Creek campus of Davenport University A hazardous materials team is on scene A secure perimeter has been established and the buildings are off limits until further notice Thank you for your attention End of Message (SMS) There is a hazardous materials spill at the Battle Creek campus and a secured perimeter has been established Buildings are off limits until further notice
Homicide
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System It was reported to Davenport University that an individual was recently a victim of homicide by at the Livonia campus on or about June 2 2009 at 300 pm The incident is still an on-going investigation with the Livonia police department at this time If you find yourself in a position of concern or witness any suspicious persons on campus please immediately contact the 911 Thank you for your attention End of Message (SMS) Davenport University Livonia campus has a victim of homicide by that occurred in the parking lot on June 2 2009 at 300 pm No arrest has been made
Policy Chapter Appendix E Date Revised 709
Policy Title Emergency Notification Scripts Page Number 3 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
96
Power Failure
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System We are currently experiencing a power failure at the Lansing campus The estimated duration of the power outage is unknown Additional updates will be given End of Message (SMS) There is a power outage at our Lansing campus Duration unknown Additional updates will be given
Violent Crime
(Phone)(E-mail)
This is a message on the Davenport Mass Communication Alert System On June 2 2009 at 500 pm an assault was reported at the Warren campus We ask that you offer your full cooperation to the police department if asked Please call 911if you observe any threatening individuals on or near to campus Thank you for your attention End of Message (SMS) On June 2 2009 at 500 pm an assault was reported at the Warren campus The police department has launching an investigation
Policy Chapter Appendix E Date Revised 709
Policy Title Emergency Notification Scripts Page Number 4 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
97
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Academic Building Page Number 1 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
98
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Academic Building Page Number 2 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
99
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Cook amp Meijer Halls Page Number 3 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
100
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash South Hall Page Number 4 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
101
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Student Center Main Page Number 5 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
102
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Student Center Lower Page Number 6 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
3
Policy Chapter Introduction Date Revised 0311
Policy Title Table of Contents Page Number 1 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
TABLE OF CONTENTS
INTRODUCTION
Location Information Local Emergency Services 2
Table of Contents 3-6
Overview 7
IMMEDIATE ACTION
Crisis Management Emergency Operations Center 8
RESPONSE PROCEDURES
Evacuation Procedures 9
Crisis Communication Call-out List 10
Reasons to Call ndash Formal Response 11
Local Communication Tree 12-13
DU Alert Communication Program 14-15
Emergency Hotline 16
4
Policy Chapter Introduction Date Revised 0311
Policy Title Table of Contents Page Number 2 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
TABLE OF CONTENTS
CRISIS AND RISK MANAGEMENT TEAMS
Risk Management Team 17
Risk Management Team Responsibilities 18
Risk Management Meeting Agenda 19
Crisis Management Team 20
Pandemic Planning Team 21
Recovery Process 22
General CM Responsibilities 23
Job Responsibility Form 24
SITUATIONAL PROCEDURES
Emergency Resource Kits 25
Active Shooter Response 26
Defibrillators 27
After Hour Coverage Plan 28
Bioterrorism 29-30
Bomb Threats 31
Bomb Threat Checklist 32
Civil Disorder 33
Classroom Disruption 35
Communicable Disease 35-36
5
Policy Chapter Introduction Date Revised 0311
Policy Title Table of Contents Page Number 3 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
TABLE OF CONTENTS
SITUATIONAL PROCEDURES - Continued
Continuity Plan 37-38
Fire ResponseDrills 39-42
Evacuation of Persons with Disabilities 43
Flood Response 44
Hazardous materials 45
Illegal Activities 46
Injury Reporting 47
Media Call Form 48
Severe Weather 49-55
Class Cancellations Procedures 56-57
Tornado Policy 58-63
Stalking 64-65
Suicidal Remarks 66
Student Suicidal 67
Missing Student 68-69
Utility Failure 70
UPDATING PROCESS
Post Incident Debriefing 71
TESTING
Testing amp Training Process 72
6
Policy Chapter Introduction Date Revised 0311
Policy Title Table of Contents Page Number 4 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
TABLE OF CONTENTS
APPENDIX A
Glossary of Terms 73
APPENDIX B
Lettinga Academic Building 74-81
Lettinga Student Center 82-83
Lettinga Cook Hall 84-85
Lettinga Meijer Hall 86-87
Lettinga South Hall 88-89
APPENDIX C
General Telephone Numbers 90-91
APPENDIX D
FERPA Facts 92
APPENDIX E
Emergency Notification Scripts 93-96
APPENDIX F
Evacuation Maps 97-102
7
OVERVIEW
This document and the accompanying materials constitute Davenport Universityrsquos Crisis Management Plan The contents of this document are the possession of Davenport University and will not be given to any outside individuals or organizations The reason for the confidentiality of this document is due to the names and contact numbers located in the procedures
This plan is to be implemented in the event of an emergency It addresses the various aspects of crisis management including physical security of people and facilities leadership responsibilities and internal and external communications
An emergency is defined as
Disrupts normal operations or poses a serious threat to persons or property
Requires a quick or immediate response
Requires a response with procedures and resources beyond organizational capabilities
Results in a declaration of a general state of emergency by civil authorities
While the plan addresses specific types of crises and a broad range of responses it must be clearly understood that a crisis or major disaster presents circumstances that are not always predictable As a result it is impossible to predict a specific course of conduct for each possible type of crisis This plan should be considered as a general guide governing the Universityrsquos response to a crisis Real-time modifications to procedures will undoubtedly be required as an event unfolds
The plan identifies roles and responsibilities for specific administrators and departments within the University Nonetheless each member of the community whether assigned a specific role by this plan or not has a responsibility to assist colleagues and students during a crisis
The three most important responsibilities of every community member during a crisis are
1 to contact those responsible for security services when confronted with a potentially dangerous situation even if the situation appears to be contained or to have abated
2 to exercise independent judgment in order to ensure personal safety in the absence of specific instructions from crisis management staff and
3 to follow instructions once provided as best as possible
The goal in a crisis is to ensure the health and safety of the University protect campus buildings and restore normal operations
Policy Chapter Introduction Date Revised 709
Policy Title Overview Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
8
Policy Chapter Immediate Action Date Revised 709
Policy Title Emergency Operations Center Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
CRISIS MANAGEMENT EMERGENCY OPERATIONS CENTER
During the course of a crisis event the Crisis Management Team will meet in the Administrative Conference Room on the second floor
Should the Administrative Conference Room be inaccessible or undesirable during a crisis event the conference room in the Student Center will become the centralized place for the Crisis Management Team
In the event of a campus wide power failure or the need to evacuate the building the Crisis Management Team will meet at the South Parking Lot
Once convened the team may determine a more suitable location
It is necessary to note that cell phone communications will take place during a crisis situation and a location to
meet may be determined at this time
Second Floor West Lettinga Academic Main Floor Student Center
Meet Here
9
Policy Chapter Response Procedures Date Revised 909
Policy Title Evacuation Procedures Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
EVACUATION PROCEDURES
Evacuation of the Academic building will be handled by Security Services In case of a Fire evacuation will be requested by the use of a fire alarm with the assistance from the officers on duty Any other evacuations will be handled by Security Services through the use of the telephone intercom system going door to door or by other means Evacuation of the residence halls will be handled by the Director Assistant Director and Resident Assistants They will be helped by Security Services as available In case of a fire evacuation will be requested by the use of a fire alarm with the assistance of residence hall staff and Security Services as available Evacuation of the student center will be handled by Security Services and the student center staff In case of a fire evacuation will be requested by the use of a fire alarm with the assistance of student center staff and Security Services as available Evacuation routes can be found in Appendix F
10
Policy Chapter Response Procedures Date Revised 0411
Policy Title Emergency Communications Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
COMMUNICATIONS
INFO TECHNOLOGY
HUMAN RESOURCES
FACILITIES
SECURITY SERVICES
STUDENT SERVICES
Rick Jensen News Information Manager
Office 616-732-1172 Cell 616-706-2608
Customer Support 1-800-322-3984
Kristine Anderson Dir of Employee Relations
Office 616-742-1726 Cell 231-329-4667
Call Security who will make contact with
facilities Securityrsquos number is 616-446-
7098
Contact officer on Duty at 616-446-7098
Paul Ballard Dir Of Student Affairs Office 616-554-5687 Cell 616-862-6532
Robin Luymes
Exe Director of University
Communications
Office 616-732-1157
Cell 616-550-6585
Weekend Emergency 616-481-6011
Chris Bill VP of Human Resources
Office 616-732-1151 Cell 616-540-7396
Duane Terpstra VP of Risk
Management Office 616-732-1155
Cell 616-581-5295 Home 616-786-0293
Tammy Loud VP of Student
Services Office 616-554-5396
Cell 517-490-5940
Kim Bruyn
Executive Vice President
for University Relations
and Communications
Office 6167321165
Cell 6165407711
Brian Ulicki
ITSProject Manager Office 586-620-4059
Cell 989-225-1098
Jolene Teuscher
Employee Relations Manager
Office 616-732-1096 Cell 616-318-4669
Matthew Miller Exe Director of
Security Services
Office 586-620-4050 Cell 616-780-6346
Residence Halls Only
Rob Engblom Exe Dir Of Housing
Office 616-554-5087 Cell 865-803-7350
Christine Fisher
Executive Administrative
Assistant
Office 6167321168
Cell 6163402525
Kathy Finkler
Dir of Customer Support
Office 616-732-1085
Cell 616-446-5303
Kim Salinas
Benefits Manager Office 616-732-1072 Cell 616-813-7165
Sasha VanderLugt
Social Media Coordinator
Office 6167321084
Cell 6167807382
Bill Lemmon
Dir of Networking Office 616-732-1087
Cell 616-450-4933
Deb Bloom
Executive Director of
Government and
Community Affairs
Office 616732-1124
Cell 616340-3402
Brian Miller
VP IT Office 616-732-1195 Cell 616-821-2618
CRISIS COMMUNICATION CALL-OUT LISTS
11
REASONS TO CALL
Communication is crucial in all disruptions of the academic environment These disruptions could be anything from
a mechanical failure to major criminal activity You can find some of the reasons listed below
The point person at each campus must be contacted and informed of these disruptions If in doubt always call The
point person will contact the VP of Risk Management or his designee who will continue the formal
communication process as shown in the diagram below Informal communications will take place according to
individual departmental policies The formal process has been established to verify that everyone is notified The
overlap between the formal and informal communication process can be advantages
Policy Chapter Response Procedures Date Revised 0111
Policy Title Reasons to Call - Formal Response Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
REASONS TO CALL
Power outage
Phones off-line
Network off-line
Critical Flood
Major Mechanical Issue
Gas Leak
Tornado Warning
NAME O FFICE CELL HO ME
CSC 1-800-322-3984
Duane Terpstra 616-732-1155 616-581-5295 616-786-0293
Kristine Anderson 616-742-1726 231-329-4667
Malachi Hooser 616-554-5386 616-308-9232
Matthew Miller 586-620-4050 616-780-6346
Nathan McCormick 616-732-1128 616-745-7142
Paul Ballard 616-554-5687 616-862-6532
Rick Jensen 616-732-1172 616-706-2608
See Callout List Previous page
REASONS TO CALL
Major Medical
Suicide or Suicidal
Assault
Weapons Offense
Bomb Threat
Communicable Disease
Civil Disorder
Threats of Bodily Injury
Major criminal activity
REASONS TO CALL
Building Fire
Tornado
Major catastrophe
Pandemic Flu
Death
VP of Risk
Management
Student Services Security Services
Human Resources Communications
Executive Vice
Presidents
Information
Technology
Facilities Only the president can close a campus or cancel a class
Call Center
12
Policy Chapter Response Procedures Date Revised 909
Policy Title Local Communication Tree Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
LOCAL COMMUNICATION TREE
Tom Woods ndash ED of Student Services (517) 230-9834 (cell)
(616) 554-5301 (office)
Following a decision to close Greater GR locations Tom will call
1 Daryl Kingrey ndash VP of Admissions (616) 475-5828 (home)
(616) 481-2239 (cell)
(616) 554-5395 (office)
Daryl will start his phone tree by calling the following staff
a Heather Knechtel Director of Admissions (616) 536-2017 (home) (517) 974-5793 (cell)
(616) 554-5388 (office)
Heather will call the Admissions staff at Lettinga
b Colleen Thoman Director of Admissions (Holland) (989)850-3996 (cell)
(517)367-8202 (office)
Colleen will call the Admissions staff at Holland
c Amy Lucas ED of AdmissionsLead Management (269)-795-4413 (home)
(616)450-1943 (cell)
(616)233-2583 (office)
i Malachi Hooser Call Center Manager (616)308-9232 (cell)
(616)554-5386 (office)
Malachi will call the Call Center staff
2 Tammy Loud VP of Student Services (517) 490-5940 (cell)
(517) 349-6182 (home)
(616) 554-5396 (office)
Tammy will start her phone tree by calling the following staff
a Natalie Wagner ED of Student Life (616) 901-0666 (cell) (616) 554-5821 (office)
Natalie will start the phone tree for Student Life
b Paul Ballard ED of Student Affairs (616) 862-6532 (cell)
(616) 794-1103 (home)
Paul will start the phone tree for Student Affairs
c Gail Beausoleil Director of Career Services (616) 292-5446 (cell)
(269)948-8828 (home)
(616) 554-5394 (office)
Gail will start the phone tree for Career Services
13
Policy Chapter Response Procedures Date Revised 909
Policy Title Local Communication Tree Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
d Rob Engblom ED of Housing and Residence Life (865)803-7350 (cell)
(616)871-6755 (office)
Rob will start the phone tree for Residence Life (616)536-2202 (Home)
3 Joy Harrison ED of Academic Services LLT (616) 301-2175 (home)
(616) 283-2910 (cell)
(616) 554-5820 (office)
Joy will start her phone tree by calling the staff below
a Patty Brechbiel Director of Academics (616) 897-5772 (home)
(616) 485-1860 (cell) (616) 871-3977(office)
Patty will start the phone tree for Academics
b Sherri Donovan DU Online (616) 949-5464 (home)
(616) 855-2771 (cell)
(616) 233-3472 (office)
Sherri will start the phone tree for Online
4 Nygil Likely Director of Student Services (616) 724-4206 (home)
(616) 717-8243 (cell) (616) 554-5316 (office)
Nygil will start the phone tree for Advisors
5 Don Fowler Director of Student Services (269)383-5626 (home)
(269)598-7546 (cell)
(616)554-5193 (office)
Don will start phone tree for AdvisorsWelcome Desk
Tom Woods will also call
Mike Stodola Director of Student Center (616) 893-7314 (cell)
(616) 554-5269 (office)
Karen McLaughlin LiNC (616) 970-5866 (cell)
Meghan MacDonald Bookstore Manager (616) 610-7690 (cell)
(616) 554-4766 (office)
Linda Sievert Director of Student Services - Holland (616) 942-7735 (home)
(616) 745-3030 (cell)
(616) 395-4603 (office)
Each administrator will contact key individuals in their own areas of responsibility
14
Policy Chapter Response Procedures Date Revised 0111
Policy Title DU-Alert Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
DU-ALERT
HIGHER EDUCATION OPPORTUNITY ACT
The Higher Education Opportunity Act (Public Law 110-315) (HEOA) was enacted on August 14 2008 Under Title IV
the federal law requires all colleges and universities to have a notification and warning plan in place to alert the campus
community of an emergency The US Department of Education is still in the process of developing the regulations that will
coincide with this law and will amend the Code of Federal Regulations (34CFR) in the fall of 2009
DU ALERT EMERGENCY NOTIFICATION SYSTEM
1 The Du Alert service is used to transmit brief urgent messages to a large segment of an institutionrsquos population as
quickly as possible It is strongly recommended that this system be used for unplanned emergency events which
have the opportunity to affect the entire campus Use of this system for specific building closures which impact
the campus is also encouraged
2 The final regulations clarify the difference between the existing timely warning requirement and the new
requirement for an emergency notification policy While a timely warning must be issued in response to specific
crimes an emergency notification is required in the case of an immediate threat to the health or safety of students
or employees occurring on campus Emergency notifications may include but are not limited to
Bomb threats or other imminent violent threats
Fires natural gas leaks and hazardous spills affecting the entire campus
Building evacuations and lock downs affecting the entire campus
Biological or pandemic emergency notifications
Natural disasters and weather advisories
Power outages and utility failures resulting in an imminent threat
Campus closure due to declared civil emergency
Sample scripts can be found in the appendix Emergency information can be sent to the following devices
Cell Phone
Home Phone
PDA
Work Phone
Voice Mail
Text
15
DU-ALERT
CONTROL OF ACCESS
There is a small group of administrators who are authorized to report emergency events through DU-Alert These
are as follows
Duane Terpstra
Office 616-732-1155
Cell 616-581-5295
Home 616-786-0293
Matthew Miller
Office 586-620-4050
Cell 616-780-6346
Shallan Spielmaker
Office 517-367-8211
Cell 616-581-1453
Nathan Schumacher
Office 586-620-4054
Cell 586-201-8099
Policy Chapter Response Procedures Date Revised 0111
Policy Title DU-Alert Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
16
Policy Chapter Response Procedures Date Revised 0111
Policy Title Emergency Hotline Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
EMERGENCY HOTLINE
A toll free emergency hotline has been established at Davenport University that can be used for emergency information
and weather conditions causing the cancellation of classes or closing of locations This one number for all locations is
1-800-525-8282 or Ext 8282
DU Campus Closing Line Main Menu Greeting
YOU HAVE REACHED THE DAVENPORT UNIVERSITY CAMPUS CLOSING LINE IF YOU KNOW YOUR
TWO DIGIT CAMPUS IDENTIFICATION NUMBER YOU MAY DIAL IT AT ANY TIME DURING THIS
MESSAGE FOR LANSING DIAL 03 FOR KALAMAZOO DIAL 04 FOR MIDLAND DIAL 05 FOR BATTLE
CREEK DIAL 08 FOR HOLLAND DIAL 09 FOR FLINT DIAL 10 FOR SAGINAW DIAL 11 FOR WARREN
DIAL 12 FOR ALMA DIAL 15 FOR CARO DIAL 16 FOR GAYLORD DIAL 19 FOR TRAVERSE CITY DIAL
20 FOR LETTINGA DIAL 33 OR FOR LIVONIA DIAL 35 TO LISTEN TO THIS MESSAGE AGAIN TOUCH
THE KEY
Suggested Message for the Individual Campuses
ltCAMPUS NAMEgt CLASSES ARE IN SESSION AS SCHEDULED
Example
LETTINGA CAMPUS CLASSES ARE IN SESSION AS SCHEDULED
To change a message
1 Dial 7002 for voice item maintenance 2 Dial the application ID for the message yoursquod like to change
3 Dial the password for the application
4 Dial 2 to review the current recording
5 Listen to the recording to make sure you are changing the correct one
6 Dial 5 to begin recording
7 Say the message yoursquod like callers to hear
8 Dial to end recording
9 Dial 2 to review the recording
17
Policy Chapter Crisis amp Risk Management Teams Date Revised 709
Policy Title University Risk Management Team Page Number 1 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
UNIVERSITY RISK MANAGEMENT TEAM
The University Risk Management Team assists in developing plans for crisis management response throughout the University There will be additional employees who attend the Risk Management meetings which can give professional direction in their areas of expertise Below is the list of Risk Management team members and their office and cell numbers
NAME O FFICE CELL TITLE
Anderson Kristine 616-742-1726 231-329-4667 Director of Employee Relations amp Recruitment
Ballard Paul 616-554-5687 616-862-6532 Executive Director of Student Affairs
Crkovski Susan 586-620-4055 586-744-0876 Executive Director of Student Services
Engblom Rob 616-554-5087 865-803-7350 Executive Director of Housing amp Residential Life
Hooser Malachi 616-554-5386 616-308-9232 Call Center Manager
Jenson Rick 616-732-1172 616-706-2608 News Information Manager
Jones Apple 616-554-4743 616-560-4856 Department Coordinator - School of Technology
Knechtel Heather 616-554-5388 517-974-5793 Director of Admissions
Loud Tammy 616-554-5396 517-490-5940 VP of Student Services
Lowden Paul 616-554-5050 616-901-1787 Director of Athletics
McCormick Nathan 616-732-1128 616-745-7142 Executive Director of Facility Operations
Miller Matthew 586-620-4050 616-780-6346 Executive Director of Security Services
Page Sally 616-554-5668 616-780-1394 Executive Director of Libraries
Shull Lindsey 616-554-5528 616-901-2036 Regional Health Internship Manager
Stodola Mike 616-554-5138 616-893-7314 Director of Student Center
Terpstra Duane 616-732-1155 616-581-5295 VP of Risk Management
Wagner Natalie 616-554-5821 616-901-0666 Executive Director of Student Life
Williams Ben 616-732-1104 517-303-4955 Information Technology Services
Woods Tom 616-554-5301 517-230-9834 Executive Director of Student Services
18
Ensure all necessary actions are taken for safeguarding human lives
Ensure all necessary actions are taken for protecting assets
Communicate with Executive Management on status of events related to Crisis
Coordinate with Support Teams to assess the impact of the crisis and the effect on the facility
Remain visible to employees Contact affected employees to assess the impact of the crisis on business processes
Determine whether any impacts resulting from the incident warrant activation of Disaster Recovery Plans
The Risk Management Team will communicate regularly with Campus Crisis Management Teams
Supervise the management of normal business operations
Determine all audiences who need communication general public media students families etc
Determine if other locations are going to be affected and communicate the situation and provide guidance
Let everyone involved know where to send press calls
Provide an official university response to an incident
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Risk Management Responsibilities Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
RISK MANAGEMENT TEAM RESPONSIBILITIES
The Risk Management team is the center of policy development and communication when a crisis occurs Local crisis management teams will be assisted by the Risk Management team during a crisis The Risk Management team communicates with University leadership Below are the details of the responsibilities and a simple action list
RMT ACTION LIST
Assemble local Risk Management Team
Brief the team members on the situation and discuss
the steps that are being taken
Coordinate with HR representative to address
employee life safety issues
Provide continuous updates to the Cabinet regarding
the actions taken and the status of the response
effort
Inform Local Crisis Management Teams of Cabinet
concerns questions or feedback and ensure that any
issues are addressed
RISK MANAGEMENT TEAM RESPONSIBILITIES
19
RMT MEETING AGENDA
Assign a note-taker
Take attendance
Event Status
a What happened
b Has it affected our employees
c How severe is it
d What is being done
e What is the potential for escalation
Employee Status
Technology status including telecom
Infrastructure (power water phones wireless)
Communications
a What is the message
b Methods for communication
c Determine schedule for updates
Accounting for employees
a Roll Call
b Outreachfollow-up
Support for our employees
Updates to executives
Review actions and who is responsible and determine next
meeting time
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Risk Management Agenda Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
RISK MANAGEMENT MEETING AGENDA
The below agenda is developed to assist in the initial meeting when a crisis has occurred
Facility Status
20
Policy Chapter Crisis amp Risk Management Teams Date Revised 0111
Policy Title Crisis Management Team Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
LOCAL CRISIS MANAGEMENT TEAM
The Crisis Management team is the center of policy development and communication at the local campus The responsibilities of the Crisis Management team is comparable to the Risk Management team but at the local level Please make reference to the job description of the Risk Management team Below is a list of the Crisis Management team members and their office and cell numbers
NAME O FFICE CELL TITLE
Anderson Kristine 616-742-1726 231-329-4667 Director of Employee Relations amp Recruitment
Bean Brent 616-732-1097 616-889-3875 Information Technology Services
Beausoleil Gail 616-554-5394 616-292-5446 Director of Career Services
Engblom Rob 616-871-6755 865-803-7350 Executive Director of Housing amp Residential Life
Fischer John 616-554-5005 616-822-1088 Director of Facilities
Fowler Don 616-554-5193 269-598-7546 Director of Student Services
Hooser Malachi 616-554-5386 616-308-9232 Call Center Manager
Jones Apple 616-554-4743 616-560-4856 Department Coordinator - School of Technology
Knechtel Heather 616-554-5388 517-974-5793 Director of Admissions
Likely Nygil 616-554-5316 616-717-8243 Director of Student Services
Lowden Paul 616-554-5050 616-901-1787 Director of Athletics
McLaughlin Karen 616-554-5655 616-970-5866 Asst LInC Director
Stodola Mike 616-554-5138 616-893-7314 Director of Student Center
Terpstra Duane 616-732-1155 616-581-5295 VP of Risk Management
Wagner Natalie 616-554-5821 616-901-0666 Exec Director of Student Life
Willis Dena 616-554-5517 616-617-4977 Student Success Manager
21
PANDEMIC PLANNING TEAM
In the Spring of 2009 the Cabinet approved the development of a multidisciplinary Pandemic Planning team to lead
a comprehensive effort to prepare the university for a potential outbreak of pandemic influenza Building on the
universityrsquos existing plans for crisis management and emergency response this team will
1 Develop policies and short-term and long-term procedures to guide the universityrsquos preparedness in
anticipation of an outbreak of pandemic flu
2 Identify critical resources supplies and materials the university would need to have available to address
such an emergency and how best to obtain them
3 Identify key factors or conditions that will trigger critical decision-making on the part of the University
and recommend who will need to make those critical decisions and what they should be
4 Ensure all decisions are in accordance with local state and federal recommendations and mandates The Pandemic Planning team is responsible for the development of Davenportrsquos Pandemic Influenza Preparation and Response Plan In addition the Pandemic Planning team engages units (schools departments teams committees etc) in a coordinated planning process and oversees the education of the Davenport community about the pandemic threat the Universityrsquos response plans and the need for all members of the community to be informed and involved in the preparedness efforts
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Pandemic Planning Team Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
NAME OFFICE CELL TITLE
Anderson Kristine 616-742-1726 231-329-4667 Director of Employee Relations amp Recruitment
Ballard Paul 616-554-5687 616-862-6532 Executive Director of Student Affairs
Bill Chris 616-732-1151 616-540-7396 VP of Human Resources
Engblom Rob 616-554-5087 865-803-7350 Executive Director of Housing
Harrison Joy 616-554-5820 616-283-2910 Executive Director of Academic Services
Jenson Rick 616-732-1172 616-706-2608 News Information Manager
Loud Tammy 616-554-5396 517-490-5940 VP of Student Services
McCormick Nathan 616-732-1128 616-745-7142 Executive Director of Facility Operations
Salinas Kim 616-732-1072 616-813-7165 Benefits Manager
Shull Lindsey 616-554-5528 616-901-2036 Regional Health Internship Manager
Terpstra Duane 616-732-1155 616-786-0293 VP of Risk Management
VanderVelde Kathleen 616-732-1191 616-292-3177 Director of University Communications
Williams Ben 616-732-1104 517-303-4955 Information Technology Services
22
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Recovery Process Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
RECOVERY PROCESS
Once assured that conditions are safe the Crisis Management Team will focus on returning the location to normal operations
Depending on the nature of the crisis the Crisis Management Team will provide the location with factual information regarding the crisis situation as well as details about recovery activities This information may be provided in the form of memoranda town hall meetings voice mail messages or other methods of communications
In the event that an emergency requires closure the Davenport University Emergency Hotline (formerly the Weather
Hotline) will be activated The hotline number is 1-800-525-8282 Up-to-date information on reopening will be made available
Staff and students should not return until the University is officially reopened All administrators facility and security personnel should report to work unless otherwise notified On a case-by-case basis other members will be asked to report to work to assist in recovery efforts
In the event of building damage the recovery process will include a repair and clean-up component led by Facility Operations If regularly scheduled classes cannot be held due to physical damage the Crisis Management team in conjunction with Academic Services will immediately begin efforts to reschedule classes to other locations Since these efforts may result in time changes as well information regarding schedule changes will be posted via the Davenport University website and through email communications
23
CRISIS MANAGEMENT TEAM RESPONSIBILITIES
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Specific CM Responsibilities Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
Local Crisis Management teams handle the day to day issues of a location They ensure the safe evacuation of all
employees liaison with civil authorities and interface with the security team and manage the crisis with internal
departments The following are the general job requirements of those departments represented on the crisis management
teams throughout the University
Facilities
Damage assessment salvage and restoration
Preparing the alternate location(s) for occupancy
Coordinating temporary relocation of staff
Procurement of supplies and equipment
Handling of OSHA issues
Human Resources
Account for all employees
Contacting employee andor families
Providing assistance to individual employees
Ensuring continuance of salaries and benefits
Oversee payroll activitiesInterface with Payroll
Communications
Determine all audiences who need communication general public media students families etc Determine if
other campuses are going to be affected and communicate the situation and provide guidance Let everyone involved know where to send press calls
Coordinate with the Risk Management Team to determine information to be communicated to students
Use the University Emergency Hotline for the purpose of informing faculty staff and students (families) during a
crisis
IT Team
Recovering server-based systems
Restoring data
Restoring computers and computer activity
Re-establishing voice and data communications
Student Services
Account for all students
Contacting students and or families
Providing assistance to students
Determine living arrangements
Security Services
Administering building security
Access throughout the facility (card access) Granting Issuing and Validating
Intrusion detection Prevention (cameras alarms)
Incident handling
InOut facility checks (validate employment) Scheduling security personnel
Fire Safety Building evacuation
Interface with local authorities (Fire Police Hazmat Poison Ctrl 3E etc)
24
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Job Responsibility Form Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
JOB RESPONSIBILITY FORM
The below form is an example of a process used for the purpose of coordinating the completion of the necessary responsibilities given out to specific people within internal departments
Human Resources
Account for all employees
Contacting employee andor families
Providing assistance to individual employees
Ensuring continuance of salaries and benefits
Oversee payroll activitiesInterface with Payroll
NAME TITLE RESPONSIBILITY DATE COMPLETED
25
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Emergency Resource Kits Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
EMERGENCY RESOURCE KITS
The campus will be equipped with emergency management kits
The emergency resource kit includes
This emergency resource kit must be accessible for all emergencies When leaving the building for fire alarms or other
emergency situations the kit must be carried out of the building
Example If there is a fire alarm and there is a real fire you will not be allowed back in the building until the fire
has been extinguished Under these types of circumstances the contents of the emergency resource kit will be
beneficial
Batteries
Battery powered radio
Bottle of Water
Class Schedule
Crisis Management Plan
Disposable Camera
DU Telephone Directory
First Aid Kit
Flashlight
Floor Plan or Map
Latex Gloves
List of Areas School Numbers
Phone Tree
Plastic Bags
Student Roster
Telephone Book
Writing Utensils
Yellow Role of Caution Tape
LOCATION OF EMERGENCY KITS
1 Welcome Center Desk
2 Academic Office
3 LINC
4 Student Life
5 Residence Halls
26
Policy Chapter Situational Procedures Date Revised 909
Policy Title Active Shooter Response Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
ACTIVE SHOOTER RESPONSE
The following guidelines are offered in order to provide you with useful information in the event of an active shooter
SECURE IMMEDIATE AREA
Close doors and lock them if possible
Turn off lights
Close blinds
Keep calm quiet and out of sight
CONTACTING AUTHORITIES
Call 911
Report your specific location office or room number
Number of people at your specific location
Number and type of injuries
Assailant(s) location number of suspects race and gender clothing description physical features type of
weapons and shooter identity if known
UN-SECURING AN AREA
Consider risks before un-securing rooms
Attempts to rescue people should only be attempted if it can be accomplished without further endangering the
persons inside a secured area
If doubt exists for the safety of the individuals inside the room the area should remain secured
SECURITY CELL 616-446-7098
27
Policy Chapter Situational Procedures Date Revised 709
Policy Title Defibrillators Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
FOR THOSE SITES THAT HAVE DEFIBRILLATORS
AED (Automated External Defibrillator) is used in emergency medical situations where the heart of the victim has stopped
beating and the victim is no longer breathing CPR is to be administered during a heart attack along with using the AED Those trained and certified in CPRAED procedures should be the ones who use the AEDrsquos as the Good Samaritan Act will
cover any problems or injuries during this life saving procedure
An AED is fairly simple to use For the most part the instructions are done in pictures and sound once the unit is opened up
and powered up for operation Follow the pictures and prompts in order to properly use this device For a male victim a
razor may be used in order to shave hair from the areas that the AED pads will be administered in order for proper contact
with the body For females removal of the bra may be needed in order to have proper body contact from the AED pad
An AED should be used within the first few minutes of a heart attack or as soon as it can be administered The AED
delivers an electrical shock that aids in attempting to establish a regular heart rhythm to aid in proper circulation of the
blood amp oxygen in the blood No one should be touching the victim when the AED delivers the shock Prompts from the
AED will be given as to what to do if the victim is shockable and when not to touch the body
CPR and AED should be used on heart attack victims when they are unresponsive and have no pulse or not breathing This
rescue procedure should be maintained until EMTrsquos or First Responders arrive to take over the medical care of the victim
AEDrsquos should also be properly maintained when being stored Those responsible for Security Services will be responsible
for the maintenance and supply needs for the AEDrsquos on site Also proper documentation should be maintained when using
this device or any other life saving technique Documentation should be turned in to those responsible for Security
Services
If at all possible and as a general rule of thumb only staff that has been trained in the proper use of an AED should attempt
to use it There are however instances in which it would be imprudent to wait for a trained staff member If this is the case the AED has been designed in such a way that they are user friendly and a Good Samaritan can adequately administer
treatment with the device by following the instructions printed on the apparatus
IT WILL BE THE RESPONSIBILITY OF SECURITY SERVICES TO REPLACE THE BATTERIES OF THE
AED EACH YEAR
28
AFTER HOURS COVERAGE PLAN
SECURITY SERVICES
The Security Services Office coordinates security requirements for the campus manages the fire safety
alarm and assists when necessary if there is a disruptive studentvisitortrespasser on campus
The Security Services Officer is responsible for unlockinglocking the buildings and classrooms per
predetermined schedules and as needed for special events
An officer is on duty 24 hours a day 7 days a week
Contact an officer at 616-446-7098
Listed below are emergency contact numbers for Campus Administration and Director of Security
Services The officer on duty should be the one to make contact with these individuals in times of need
DO NOT GIVE OUT THE BELOW CONTACT NUMBERS
Policy Chapter Situational Procedures Date Revised 709
Policy Title After Hours Coverage Plan Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
POSITION NAME NUMBERS
Director of Student Services Nygil Likely Cell 616-719-6457
ED of Academic Services Joy Harrison Cell 616-283-2910
Home 616-301-2175
VP of Risk Management Duane Terpstra Cell 616-581-5295
Home 616-786-0293
29
Policy Chapter Situational Procedures Date Revised 709
Policy Title Bioterrorism Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
BIOTERRORISM
Various office locations in the country have received threatening letters through the mail Some of these letters stated that you have been exposed to anthrax or other biological materials Additionally these and other envelopes or packages could contain some type of life threatening powder or granules The following information and recommendations are being provided to help you safely and effectively handle these types of incidents
SUSPICIOUS UNOPENED LETTER OR PACKAGE MARKED WITH THREATENING MESSAGE SUCH AS ldquoANTHRAXrdquo
1 Do not shake or empty the contents of any suspicious envelope or package
2 PLACE the envelope or package in a plastic bag or some other type of container to prevent leakage of contents
3 If you do not have any container then COVER the envelope or package with anything (eg clothing paper trash can etc) and do not remove this cover
4 Then LEAVE the room and CLOSE the door or section off the area to prevent others from entering (ie keep others away)
5 WASH your hands with soap and water to prevent spreading any powder to your face
6 What to do nexthellip
Report the incident to local police and notify your building security official or an available supervisor
7 LIST all people who were in the room or area when this suspicious letter or package was recognized Give this list to both the local public health authorities and law enforcement officials for follow-up investigations and advice
ENVELOPE WITH POWDER AND POWDER SPILLS OUT ONTO SURFACE
1 DO NOT try to CLEAN UP the powder COVER the spilled contents immediately with anything (eg clothing paper trash can etc) and do not remove this cover
2 Then LEAVE the room and CLOSE the door or section off the area to prevent others from entering (ie keep others away)
3 WASH your hands with soap and water to prevent spreading any powder to your face
4 What to do nexthellip
Report the incident to local police and notify your building security official or an available supervisor
5 REMOVE heavily contaminated clothing as soon as possible and place in a plastic bag or some other container that can be sealed This clothing bag should be given to the emergency responders for proper handling
SECURITY CELL 616-446-7098
30
Policy Chapter Situational Procedures Date Revised 709
Policy Title Bioterrorism Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
6 SHOWER with soap and water as soon as possible Do Not Use Bleach Or Other Disinfectant On Your Skin
7 If possible list all people who were in the room or area especially those who had actual contact with the powder Give this list to both the local public health authorities so that proper instructions can be given for medical follow-up and to law enforcement officials for further investigation
QUESTION OF ROOM CONTAMINATION BY AEROSOLIZATION
For example small device triggered warning that air handling system is contaminated or warning that a biological agent released in a public space
1 Turn off local fans or ventilation units in the area
2 LEAVE area immediately
3 CLOSE the door or section off the area to prevent others from entering (ie keep others away)
4 What to do nexthellip
Dial ldquo911rdquo to report the incident to local police and the local FBI field office and notify your building security official or an available supervisor
5 SHUT down air handling system in the building if possible
6 If possible list all people who were in the room or area Give this list to both the local public health authorities so that proper instructions can be given for medical follow-up and to law enforcement officials for further investigation
HOW TO IDENTIFY SUSPICIOUS PACKAGES AND LETTERS
Some characteristics of suspicious packages and letters include the followinghellip
Excessive postage Handwritten or poorly typed addresses
Incorrect titles Title but no name
Misspellings of common words Oily stains discolorations or odor
No return address Excessive weight
Lopsided or uneven envelope
Excessive masking tape string etc
Ticking sound
Marked with ldquoPersonalrdquo or ldquoConfidentialrdquo
Visual distractions
Protruding wires or aluminum foil
Shows a city or state in the postmark that does not match the return address
31
Policy Chapter Situational Procedures Date Revised 709
Policy Title Bomb Threats Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
BOMB THREAT DIRECTIONS
IF YOU RECEIVE A THREAT BY LETTER OR EMAIL
Preserve the letter for investigation The letter should not be handled after it is opened
Notify security services who will notify local law enforcement
Do NOT turn off lights computers or appliances
Do NOT close any doors or windows
Do NOT use electronic wireless devices two-way radios intercompaging system or the fire alarm IF YOU RECEIVE A THREAT BY PHONE
Remain calm
Attempt to keep the caller on the phone as long as possible
Follow and complete the checklist on the following page
Notify security services who will notify local law enforcement
Do NOT turn off lights computers or appliances
Do NOT close any doors or windows
Do NOT use electronic wireless devices two-way radios intercompaging system or the fire alarm IF AN ACTUAL BOMB IS DISCOVERED
Notify security services who will initiate a building wide evacuation and contact local law enforcement
Evacuate the immediate area quietly and calmly
Do NOT assume that another bomb is not in the same general area
Do NOT turn off lights computers or appliances
Do NOT close any doors or windows
Do NOT use electronic wireless devices two-way radios intercompaging system or the fire alarm
Stand 300 or more feet from the building and wait for permission from location personnel to reenter
UNDER THESE CIRCUMSTANCES WE ASK THAT THE OFFICER BE CONTACTED WITHOUT THE USE OF
A WIRELESS DEVICE USE OF HARDWIRE TELEPHONES WILL BE ACCEPTABLE SECURITY SERVICE
NUMBER IS 616-446-7098
32
Policy Chapter Situational Procedures Date Revised 709
Policy Title Bomb Threats Checklist Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
QUESTIONS TO ASK CALLERrsquoS VOICE 1 When is the bomb going to explode __ Calm __ Angry __ Slow
__ Excited __ Rapid __ Soft 2 Where is the bomb right now LocationBuilding __ Laughter __ Crying __ Loud
__ Normal __ Distinct __ Slow 3 What does it look like __ Accent __ Stutter __ Lisp
__ Raspy __ Ragged __ Deep 4 What kind of bomb is it __ Disguised __ Familiar __ Nasal
5 What will cause it to explode __ Clearing Throat __ Deep Breathing
__ Cracking Voice 6 Did you place the bomb
If voice is familiar who did it sound like 7 What is your reason for the bomb
__________________________________ 8 What is your address
BACKGROUND SOUNDS
9 What is your name __ Street Noises __ Crockery
__ Factory Machinery __ Voices EXACT WORKING OF THE THREAT __ Children Voices __ Street Noises
__ PA System __ Music __ House Noises __ Motors
__ Office Machinery __ Clear __ Animal Noises __ Static
__ Local __ Booth __ Long Distance __ Other
LANGUAGE
__ Well Educated __ Foul __ Incoherent __ Taped
Sex of Caller __________ Race _____ __ Message read __ Irrational
Age __________ Length of Call _____ REMARKS
Number at which call is received ___________________________________
________________________________ Date __________ Phone ___________
BOMB THREAT CHECKLIST
WHAT INFORMATION DO YOU OBTAIN WHEN YOU
RECEIVE A BOMB THREAT OVER THE TELEPHONE
33
Policy Chapter Situational Procedures Date Revised 909
Policy Title Civil Disorder Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
CIVIL DISORDER
The purpose of this procedure is to assist personnel in dealing with civil disorder that would endanger life cause damage to property or otherwise disrupt the operations of the University Civil disorder may take several forms including but not limited to pickets marches rallies parades sit-ins trespassing riots sabotage and criminal damage to property In all cases no matter how minor there is always the potential for escalation The primary considerations in the event of civil disorder are protection of the lives and property of the University community and preservation of the academic environment
1 Remain calm 2 Assess the situation 3 Evacuate yourself and others from the area as necessary 4 Contact those responsible for security services 5 Contact those who can properly communicate with those involved in passive resistance 6 If danger is imminent call 911
There needs to be an understanding of passive vs aggressive activities For those activities that do not create a dangerous situation please do not contact local law enforcement Internal communications will take place on how to deal with the issue For those activities that do create a dangerous environment local law enforcement should be contacted In either case security services must be contacted (616-446-7098)
SECURITY CELL 616-446-7098
34
Policy Chapter Situational Procedures Date Revised 909
Policy Title Classroom Disruption Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
CLASSROOM DISRUPTION
There are different ways that classroom disruptions can be handled In order to understand this procedure definitions will
be given of the following
Disruption - an unwelcome or unexpected break in a process or activity
Disorderly - unruly resisting authority and disturbing the peace
Dangerous - likely to cause harm or actions that could result in injury
The following are general guidelines of options that can be enforced at the time of a classroom disruption
1 When a student is causing a disruption in class the professor will handle the issue by verbal commands
2 When a student is being disorderly the professor will ask the student to leave class A report is generated through
Student Services
3 When a student is likely to cause harm or actions could result in injury ask the student to leave the classroom If
there is a refusal terminate class and ask all the students to leave the classroom Contact 911 by classroom phone
or cell phone Proceed to call Security Services if they exist at your location A report is generated through
Security Services or Student Services
SECURITY CELL 616-446-7098
35
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Communicable Disease Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
COMMUNICABLE DISEASE
Communicable diseases are those that can be transmitted from person to person (or animal to human) via direct contact with
body fluids ingesting contaminated food or water inhalation of contaminated air or the bite of an infected insect Bacteria
viruses and parasites are some of the organisms that can cause communicable diseases
A student who has a communicable disease may attend Davenport University whenever through reasonable accommodation the risk of transmission of the disease is sufficiently remote Placement decisions will be made by using
current public health department guidelines concerning the disease in question Information on communicable diseases can
be found at the below website The website table of contents is located on the next page
httpwwwaccesskentcomHealthHealthDepartmentCD_EpidDisease_Fact_Sheetshtm
The determination of whether a student with a chronic communicable disease may attend Davenport University will be
made on an individual basis according to procedures implemented by the University in consultation with appropriate
University personnel the studentrsquos primary physician public health personnel the Universityrsquos legal counsel and the
student
A student who has a communicable disease may be denied admission to or may be dismissed from a particular program or
course of study whenever such communicable disease has a direct effect on the studentrsquos ability to perform a course of
study
The University shall respect the right to privacy of any student who has a chronic communicable disease or is a carrier The
studentrsquos medical condition shall be disclosed only to the extent necessary to minimize the health risks to the student and
others Persons deemed to have ldquoa direct need to knowrdquo will be provided with the appropriate information however these
persons shall not further disclose the information
CLEAN UP ndash If the communicable disease causes a need for decontamination Facilities will arrange proper cleaning of
contaminated areas as soon as possible Assessments of completion of decontamination will be provided to the appropriate
Leadership
36
COMMUNICABLE DISEASE
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Communicable Disease Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
D i s e a s e F a c t S h e e t s - F o u n d o n W e b s i t e
Arboviral Encephalitis
Anthrax
Botulism
Campylobacter
Chickenpox (images chickenpox chickenpox 2)
E coli
Fifth Disease (images hand body amp face)
Giardiasis
Hand Foot amp Mouth Disease (hand)
Head Lice (Michigan Head Lice Manual)
Hepatitis A
Hepatitis B
Hepatitis C
Lyme Disease (images rash rash 2) (Additional Information)
Meningitis
Monkeypox
MRSA (Methicillin Resistant Staphylococcus Aureus)
Norovirus (Norovirus Cleaning Guidelines)
Pertussis
Pink Eye
Pinworms
Poison Ivy (images arm blisters arm rash arm rash 2 plant plant 2)
Rabies
Ringworm (images face hand head)
Salmonellosis
SARS
Scabies
Scarlet Fever (images tongue body)
Shigellosis
Shingles (images arm shoulder)
Smallpox
Strep Throat
Syphilis Fact Sheet
Tick Borne Diseases (images Dog and Deer tick Lone Star tick amp others)
Tuberculosis
West Nile Virus
37
CONTINUITY PLAN
Policy Chapter Situational Procedures Date Revised 709
Policy Title Continuity Plan Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
ACADEMIC
If damage to a location forces evacuation of the facility for a length of time the VP of Risk Management will work with
the Group VP for Academic Services and other designated people to determine what courses could be handled at other locations Some classes could be handled at local establishments that will allow our use for a period of time
BUILDINGS
If damage to a location forces evacuation of the facility for a length of time the VP of Risk Management will work with
the Executive Vice President of FinancesCFO and other designated people to determine what nearby facilities could be
used for classes for a period of time Local schools are often used for this purpose Addresses of local schools are on the
next page
INSURANCE
There are two people who will need to be contacted from our insurance company immediately upon the closing of a location
due to damage These individuals will give us direction on what can be done as it relates to financing through the insurance
company
These individuals are as follow
Linda Miller-Szanto CIC LIC
Area Vice President
Arthur J Gallagher amp Co of Michigan Inc
161 Ottawa NW Suite 112 Grand Rapids MI 49503
Phone 616-233-0922
Fax 616-233-0923
Linda_Miller-Szantoajgcom
Janet Manning Claims Manager
Arthur J Gallagher Risk Management Services Inc
22930 9 Mile Road
St Clairs Shores MI 48080
Phone 586-774-5415 Ext 238
Fax 586-779-6769 Janet_Manningajgcom
38
Policy Chapter Situational Procedures Date Revised 709
Policy Title Continuity Plan Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
httpmichiganschooltreeorgcounties-page1html
Caledonia High School
9050 Kraft Avenue SE
Caledonia Michigan 49316
616-891-8129
Caledonia Middle School 9230 Kraft Avenue SE
Caledonia Michigan 49316
616-891-8649
Dutton Christian School
6729 Hanna Lake Road
Caledonia Michigan 49316
616-698-8660
39
Purpose
The purpose of fire drills is to ensure the efficient and safe exit of facilities in the case of an emergency Proper drills ensure orderly exit under control and prevent panic Order and control are the primary purposes of the drill Speed in emptying buildings while desirable is not in itself an object and should be made secondary to the maintenance of proper order
Responsibility
Fire drills shall be designed and conducted according to the occupancies specified below Responsibility for the planning and conduct of drills shall be assigned by campus risk management to competent persons qualified to exercise leadership A written record of all drills conducted should be maintained including a critique of the event This record should be maintained by risk management
General Guidelines
Drills shall include suitable procedures to make sure that all persons in the building or all persons subject to the drill actually participate If a fire drill is considered merely as a routine exercise from which some persons may be excused there is a grave danger that in an actual fire the drill will fail in its intended purpose
All drills will be preplanned but not preannounced Fire drills shall be held with sufficient frequency to familiarize all occupants with the drill procedure and to have the conduct of the drill a matter of established routine Sufficient frequency for Davenport University is to hold two fire drills each semester One will be held during the day and another in the evening This will give the majority of faculty staff and students the ability to be involved in a drill
Drills should be carefully planned to simulate actual fire conditions Not only should they be held at varying times but different means of exit should be used based upon an assumption that if some given stairway is unavailable by reason of fire or smoke all the occupants must be led out by some other route Fire exit drills should be designed to familiarize the occupants with all available means of exits particularly emergency exits that are not habitually used during the normal occupancy of the building
Fire Exit Drills in Specific Campus Occupancies
The usefulness of a fire drill and the extent to which it can be carried depends upon the character of the occupancy Drills are most effective in occupancies such as classrooms where the occupant load of the building is somewhat consistent In buildings where the occupant load is of a changing character no regularly organized fire drill is possible
In such cases the fire drills must be limited to the regular employees who can be thoroughly schooled in the proper procedure and can be trained to properly direct other occupants of the building in case of fire In occupancies such as the Student Center regular employees can be rehearsed in the proper procedure in case of fire Such training always is advisable in all occupancies whether or not regular fire drills can be held
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Fire Drills Page Number 1 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
FIRE DRILLS
40
The following sections address some of the special fire drill details which should be observed for specific occupancy classes
A Educational Occupancies ndash Academic and Administrative Buildings
All educational buildings on campus must hold two fire drills per semester preferably during the first four weeks of the semester Faculty and staff shall work in cooperation with risk management in scheduling drills before the semester begins
Evacuation instructions are to be conspicuously posted in each classroom and hallway to provide the necessary evacuation information and ensure orderly egress from the building Signs should also specify that elevators must not be used to exit during a fire drill
Classroom faculty and staff should be familiar with the easiest exit to be used in the fire drill and the alternative exits available Faculty and staff should close (not lock) doors and windows and take responsibility for checking facilities for complete evacuation All personal belongings within reach should be taken from classrooms by students
Handicapped students should inform faculty or staff at the start of the semester of any special requirements with respect to locations and procedures that will best facilitate those students egress from the building in an emergency In general wheelchair users should go to the stairwell which is furthest from the fire and wait for help Fire departments should be notified that stairwells be checked first Other handicapped persons should be assisted by students faculty or staff Do not leave a handicapped person alone
B Residential Occupancies
Residential facilities demonstrate the greatest need for adequate and effective fire exit awareness due to the potential loss of life Fire drills in residence halls must be performed twice a semester at a minimum Because of the nature of the occupancy it is usually the case that additional drills are performed due to false alarms
A major concern in residence hall fire drills is the resistance of residents to evacuate the building in the event of a drill Resident assistants and other staff must take responsibility for the complete and orderly evacuation of the building Education and awareness are key components to an effective fire evacuation program Directional signs in hallways and in each dorm room will help student to become more fully aware of their options
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Fire Drills Page Number 2 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
41
Special consideration must be given to handicapped students with regard to fire safety in residence halls To be most effective handicapped students should be required to evacuate the building during a fire drill regardless of their location in the building Preplanning is key for the handicapped person because hisher own familiarity with the buildings exists and the safest methods of egress is vital First responders should preplan by having designated individuals assigned to evacuate handicapped persons requiring assistance The handicapped person should also seek out buddies to assist in the evacuation and should explain all instructions beforehand No-one should be left behind during a fire drill or fire condition
To facilitate evacuation handicapped persons should be assigned to rooms on ground or egress level whenever possible Rooms should be identified on the outside of the building with a distinctly coded sign to advise the fire department without distinguishing the student If evacuation of a handicapped person is not possible heshe should return to the room close the door or proceed to the nearest stairwell if possible and wait for the fire department rescue For this reason each dorm should have a list of all handicapped students and their room location on file with the fire department
On each floor of the facility the resident staff should proceed down the hall knocking loudly on each door as heshe passes Staff should not unlock each door as this is time consuming and may result in danger to the staff person
C Assembly Occupancies ndash Student Center
Because actual fire drills are not practical for places of non-continuous assembly where the students or public body changes with each program employees or attendants of such places should be schooled in the duties they are to perform in case of fire in order to be of greatest service in effecting an orderly exit
An adequate number of competent attendants must be on duty when assembly occupancy is used Attendants should be instructed in the proper use of portable fire extinguishers and other manual fire suppression equipment if provided
Signs with directions for speedy and orderly egress should be posted
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Fire Drills Page Number 3 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
42
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Fire Drill Checklist Page Number 4 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
FIRE DRILL CHECKLIST
In the event of a fire pull the fire alarm The integrated fire alarm system is for use only in the event of a fire and should
NOT be used to evacuate the building for any other emergency
IMMEDIATELY
Remind students which exit to take as noted in each classroom regardless of where they are parked
Tell them to put on coats and to pick up purseskeys Leave all books notebooks etc in the classroom
Tell all students they MUST move to an area 300 feet from the building
You are to take a roster or safety sign-in sheet and a penpencil with you
Close all classroom windows
Turn off lights
Close all classroom doors
ONCE OUTDOORS
Announce that class is NOT cancelled automatically ndash notification of official cancellation of class will be
announced by campus personnel
Ask students to inform you if they select to leave and take note of all who leave the premises
Confirm through a roster or safety sign-in sheet that all students who were present that day are out of the building
You will be asked by Fire officials to verify this
Do not reenter the building until permission is granted by those having authority
43
Policy Chapter Situational Procedures Date Revised 709
Policy Title Fire Response - Disabilities Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
EVACUATION OF PERSONS WITH DISABILITIES
When emergency evacuation from a building becomes necessary special attention must be paid to the safety of persons
with disabilities Good planning is the best defense against unnecessary accidents and confusion Some people with
disabilities may not need help while others may This is why it is imperative that you ask the person if there is any way you
can be of assistance
Any campus building may have an employee student or visitor who is a person with disabilities The three most encountered are visual aural and mobility
Visibility ndash Visually impaired persons may need guidance to the primary exit or to a secondary exit
Aural ndash Aurally impaired individuals may not realize the alarm is sounding
Mobility ndash Evacuation between floors can be difficult Do not use elevators during emergencies
If persons with disabilities are frequently present in your office classroom or residence hall discuss evacuation plans with
them Travel with them over possible exit routes identify potential obstacles and ask their opinions
Mobility impaired persons should be evacuated by untrained personnel only when the situation is life threatening If it is
determined that there is no immediate danger consider remaining where you are and immediately inform a member of the crisis management team or those responsible for security services
In life-threatening situation where immediate evacuation is necessary always ask the person if you can help Then
personally assist the person with a disability down the stairs Some crutch and cane users may be able to use the stairs
others may not Ask them how they want your help
Wheelchair users should be carried in their chair only when at least two strong people are available who can control the
chair
Communicate with people who are deaf or who have hearing impairments When possible arrange emergency signals in
advance Keep verbal messages short Visual props such as cards or notes can be used to communicate Immediately tell them what is happening and keep them informed of the situation
44
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Flood Response Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
FLOOD RESPONSE
Take immediate steps to ensure the safety of the people in the building Attempt to contain the flood and limit the affected
area This may involve shutting off the water main Contact the Director of Facilities for further instructions on how to
proceed
Major flood issues will be handled by our insurance company Once the source of the flood has been determined and
terminated The insurance company will provide a restoration company for cleanup One of the following two people
needs to be contacted for this information
Linda Miller CIC LIC
Area Vice President
Arthur J Gallagher amp Co of Michigan Inc
161 Ottawa NW Suite 112
Grand Rapids MI 49503
Phone 616-233-0922
Fax 616-233-0923
Linda_Millerajgcom
Janet Manning Claims Manager
Arthur J Gallagher Risk Management Services Inc 22930 9 Mile Road
St Clairs Shores MI 48080
Phone 586-774-5415 Ext 238
Fax 586-779-6769
Janet_Manningajgcom
Academic - Water shutoff valves are located in the lower level mechanical room next to
classroom 001
Cook Resident Hall ndash Water shutoff valves are
located in the southeast corner of the basement
East Residence Hall ndash Water shutoff valves are
located in the southeast corner of the basement
Student Center ndash Water shutoff valves are
located in the mechanical room just north of the
west doors next to the dumpsters
AUTHORIZED FLOOD RESPONSE CONTRACTOR IS AS FOLLOWS
Ameri Pro Restoration
1-888-222-1245 wwwameri-procom
FIRE WATER AND MOLD DAMAGE
45
Policy Chapter Situational Procedures Date Revised 709
Policy Title Hazardous Materials Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
HAZARDOUS MATERIALS
If there is a hazardous materials spill anywhere on location the following steps should be immediately taken
Contact security services facility staff or a member of the Crisis Management team They will take over coordinating the remainder of the emergency response The scene should be immediately secured by not allowing people into the hazardous
area This includes any rescue attempts anyone unable to remove themselves from the affected area will have to wait until
the situation has been fully assessed and emergency personnel have arrived If there is anyone in such a state immediately
contact 911 and notify them of the situation
Isolate the area and take steps to ensure the safety of people as well as the environment with the priority being in that order
Attempt to identify the hazardous materials using any placards visible from a safe distances MSDS sheets found in the
security services office or shipping documents that may be available
Assess the Situation If the spill warrants it contact emergency services to take over the scene If not contact the Director of Security Services andor the Director for Facilities and ask for instructions on how to proceed
There may be the need to shut down the HVAC systems if there is a chemical spill on the highway and a chemical cloud is
approaching the campus There will always be a facility or security personal available to shutdown HVAC units if
necessary
SHUTOFF LOCATIONS
Main shutoffs for the HVAC system in the Academic building can be found in the lower level mechanical
room next to the food prep area on the Westside of the main lecture halls
Main shutoffs for the HVAC system in Cook and East residence halls can be found in the basement
mechanical room
Main shutoffs for the HVAC system can be found in the mechanical room just north of the west doors next to
the dumpsters
SECURITY CELL 616-446-7098
46
Policy Chapter Situational Procedures Date Revised 909
Policy Title Illegal Activities Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
ILLEGAL ACTIVITIES
Security Services is responsible for the investigation of all illegal activities Contact Security Services
immediately at 616-446-7098
If immediate danger exists call 911
Try to remember information regarding suspects vehicle descriptions and direction of travel
Each situation will be documented and investigated by the University andor local law enforcement
INCIDENT REPORTING OF ILLEGAL ACTIVITIES
If you are a victim of or a witness to any criminal activity contact Security Services at 616-446-7098 and they
will assist in documenting the situation and contacting the police department
DO NOT attempt to handle the situation alone
If immediate danger exists call 911
Observe Universal Precautions when coming in contact with any human body fluid Vinyl latex free gloves are
located in the Security Services Office Welcome Center Desk LInC Circulation Desk Administrative Office
Suite third Floor Faculty Lounge Fitness Center and Maintenance OfficeWorkshop
SECURITY CELL 616-446-7098
47
Policy Chapter Situational Procedures Date Revised 709
Policy Title Injury Reporting Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
INCIDENTS RESULTING IN EMPLOYEE INJURIES
If someone is injured as a result of an incident notify Security Services at 616-446-7098
Do NOT move the injured person unless absolutely necessary
Send someone else to call 911 and to give information regarding the medical emergency
Do NOT attempt first aid unless you are trained to do so
Do NOT offer to pay medical expenses admit responsibility or mention insurance
Do NOT apologize for the accident argue the cause or reprimand anyone
Do NOT offer to transport the injured person
A MICHIGAN EMPLOYERrsquoS FORM MUST BE FILLED OUT WHEN AN EMPLOYEE IS INJURED
SECURITY CELL 616-446-7098
48
Policy Chapter Situational Procedures Date Revised 709
Policy Title Media Call Form Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
MEDIA CALL LOG
If media call your location and you cannot transfer the call to a crisis communications
team member as noted obtain the following information and Fax the sheet to
6167321179 or relay the information to the crisis communications team by phone
Date _________________________ Time _____________________
Callerrsquos name _________________________ Callerrsquos phone number _______________ Media organization name _____________________ Location ____________________ Deadline (if given) _________________ Your name __________________________ Work Number _________________ Cell Number _________________ Other Number _________________ Actioninformation requested ________________________________________________ __________________________________________________________________________ Reporterrsquos specific questions ________________________________________________ __________________________________________________________________________ __________________________________________________________________________ What reporter was told _____________________________________________________ __________________________________________________________________________
_________________________________________________________________________________
____________________________________________________________________
If you answer a media call and cannot immediately transfer the call per the chart complete the ldquomedia call logrdquo tell the caller
someone will respond to them as soon as possible and forward the log sheet to the first available crisis communications team member
You may copy the sheet attached and FAX completed sheets to the crisis communications team at 6167321179 or if there
is a power outage relay the information from the ldquomedia call logrdquo to the crisis communications team by cell phone
49
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 1 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
SEVERE WEATHER ndash Class CancellationCampus Closing Policy
Severe winter weather may come in many forms consisting of snow ice and wind Generally each one individually does not result in the cancellation of classes but occasionally the severe combination of all three may cancel classes or possibly close a
campus
Our students are being trained to work in our communities Businesses rarely close due to weather related issues
Davenport will rarely close or cancel classes
DECISION PROCESS
The recommendation to cancel classes or the closing of a campus will be made by the highest ranking student services
and academic leadership member for a specific campus
Information regarding the conditions of the weather can generally be determined by contacting facilities and security
who may be on site Use of the internet is also encouraged for weather information (wwwweathercom) There
is an expectation that the recommendation would be made with help from others
In the chart below you can find criteria that can be used to make this recommendation These criteria will be used to
explain to faculty staff and students why classes were canceled This information will also be tracked by the VP of
Risk Management to help obtain an understanding under what conditions classes are generally canceled so decisions
can become easier in the future
A request to cancel classes will be given to the VP of Risk Management by the highest ranking Student Services
person of a specific campus This request will contain details related to the above chart The VP of Risk
Management will contact the Executive VP of Finance by 530 am with bullet points about the weather conditions of
the effected campus The Executive VP of Finance will contact the President for final approval
The process to close a location will be the same as above however the EVP for Organizational Development and the
VP of Risk Management must concur with the decision to close a campus before the EVP of Finance is contacted
DESCRIPTION EXAMPLE
Current Length of Storm 4 or More Hours
Additional Anticipated Length of Storm 4 or More Hours
Strength of Wind 21 or More
Visibility 025 Mile
Wind Chill -30
Current Snowfall 8 or Above
Future Anticipated Snowfall 4 or Above
Ice Coverage Any Ice
Area CollegeUniversities Closed Yes
Roads closed by State Police Yes
Information
can be found
on internet
Feel free to
use
wwwweather
com
50
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 2 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
Once approval has been obtained for classes to be canceled at a specific campus the VP of Risk Management
will
1 Initiate the DU-Alert as early as 530 am DU-Alert will contain the following information
a Closed building vs Canceled classes b Day vs evening classes c Who should report to work d What events need to be canceled
2 Notify University Communication so the proper information can be placed on our website and be sent to
Faculty and staff by email Contact Rick Jensen first at 616-706-2608 and Von Franklin at 616-481-3083 It
will be the responsibility of communications to post the appropriate communication on the website
3 Notify the appropriate Director of Student Services so information can be relayed to specific campus
personnel
4 Call CSC at 800 am to inform them of weather issues It will be the responsibility of CSC to be notified of
issues through DU-Alert prior to 800 am 1212 Extension
1-800-322-3984
5 Contact Malachi Hooser of the Call Center about the weather issues
616-308-9232 Cell
616-554-5386 Office
Location Student Servicesrsquo leadership will be responsible to
1 Notify the appropriate TV and radio stations 2 Update the Emergency Hotline
QUESTIONS AND COMPLAINTS
Questions and complaints from faculty staff or students regarding the decision to cancel classes or close a location
should be sent to the VP of Risk Management
TIME OF DECISIONS
Morning cancellations will be announced by 6 am
Afternoon cancellations will be announced by 10 am
Evening class cancellations will be announced by 3 pm
51
DU Campus Closing Line Main Menu Greeting
YOU HAVE REACHED THE DAVENPORT UNIVERSITY CAMPUS CLOSING LINE IF YOU KNOW
YOUR TWO DIGIT CAMPUS IDENTIFICATION NUMBER YOU MAY DIAL IT AT ANY TIME DURING
THIS MESSAGE FOR FULTON DIAL 01 FOR LANSING DIAL 03 FOR KALAMAZOO DIAL 04 FOR
MIDLAND DIAL 05 FOR BATTLE CREEK DIAL 08 FOR HOLLAND DIAL 09 FOR FLINT DIAL 10 FOR
SAGINAW DIAL 11 FOR WARREN DIAL 12 FOR ALMA DIAL 15 FOR CARO DIAL 16 FOR GAYLORD
DIAL 19 FOR TRAVERSE CITY DIAL 20 FOR LETTINGA DIAL 33 OR FOR LIVONIA DIAL 35 TO
LISTEN TO THIS MESSAGE AGAIN TOUCH THE KEY
Suggested Message for the Individual Campuses ltCAMPUS NAMEgt CLASSES ARE IN SESSION AS SCHEDULED
Example
LETTINGA CAMPUS CLASSES ARE IN SESSION AS SCHEDULED
To change a message
1 Dial 7002 for voice item maintenance
2 Dial the application ID for the message yoursquod like to change
3 Dial the password for the application
4 Dial 2 to review the current recording
5 Listen to the recording to make sure you are changing the correct one
6 Dial 5 to begin recording
7 Say the message yoursquod like callers to hear
8 Dial to end recording
9 Dial 2 to review the recording
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 3 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
52
CHECKLIST
Student Services Representative
Student Services and Academic Leadership decide to make a recommendation on classes being canceled or
the building closed
Decision will be assisted by facilities andor security that may be on site
Decision to cancel class will be made for the morning by 5 am and announcement will go out at 6 am Decision to cancel class will be made for the afternoon by 930 am and the announcement will go out by 10
am Decision to cancel class will be made for the evening by 230 pm and the announcement will go out by
300 pm
Student Services representative will call VP of Risk Management with cancelation of classes or closing of
a campus using the appropriate statistics found at wwwweathercom
Student Services representative will put a message on the emergency hotline and remember to update it as
necessary
Student Service representative will contact local TV and radio stations
Student Service representative will activate their call tree as appropriate
VP of Risk Management
VP of Risk Management will contact appropriate Executive Vice Presidents who will then obtain
permission from the president
VP of Risk Management will contact specific Directorrsquos of Student Services to report the decision
DU-Alert will be activated to the affected campuses
Contact Communications
Contact Web site administration
Contact CSC
Contact Call Center
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 4 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
53
EXAMPLE OF A BLIZZARD WARNING
URGENT - WINTER WEATHER MESSAGE
NATIONAL WEATHER SERVICE GRAND RAPIDS MI
428 AM EST THU DEC 10 2009
MUSKEGON-OTTAWA-KENT-ALLEGAN-BARRY-VAN BUREN-KALAMAZOO-
INCLUDING THE CITIES OFMUSKEGONJENISONGRAND RAPIDS
HOLLANDHASTINGSSOUTH HAVENKALAMAZOO
428 AM EST THU DEC 10 2009
BLIZZARD WARNING REMAINS IN EFFECT UNTIL 4 PM EST THIS
AFTERNOON
HAZARDOUS WEATHER
SNOW SHOWERS WILL CONTINUE TO INTENSIFY EARLY THIS MORNING 2
TO 4 INCHES OF SNOW ACCUMULATION CAN BE EXPECTEDALTHOUGH
LOCALLY HIGHER AMOUNTS ARE POSSIBLE
WEST WINDS OF 20 TO 30 MPH WILL GUST UP TO 40 MPH THESE WINDS
WILL CAUSE CONSIDERABLE BLOWING AND DRIFTING OF SNOW VISIBILITIES WILL FREQUENTLY BE REDUCED TO NEAR ZERO AT TIMES
THROUGH THIS AFTERNOON
GUSTY WINDS ALONG WITH RAPIDLY FALLING TEMPERATURES WILL
PRODUCE SUB ZERO WIND CHILLS
IMPACTS
TRAVEL WILL BE SEVERELY IMPACTED WITH SNOW BLOWING
SNOWAND BITTER COLD WIND CHILLS BLIZZARD CONDITIONS ARE
EXPECTED THROUGHOUT MUCH OF THE DAY ESPECIALLY ALONG US HIGHWAY 131
POWER OUTAGES WILL BE POSSIBLE DUE TO THE STRONG GUSTY WINDS
PRECAUTIONARYPREPAREDNESS ACTIONS
IT WOULD BE BEST NOT TO TRAVEL TODAY
IF YOU MUST TRAVELKEEP AN EXTRA FLASHLIGHTFOODAND
WATER IN YOUR VEHICLE IN CASE OF AN EMERGENCY
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 5 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
54
EXAMPLE OF HOLLAND AT WWWWEATHERCOM
Right Now Next 36 Hours
Today Tonight Tomorrow
Light Snow Snow Snow Shower AM Snow Showers
30degF 32deg 27deg 33deg
Feels Like 21deg High Low High
Past 24-hr Precip 029 in (est) Snow 29 in (est)
Chance of Precip 80
Chance of Precip 80
Chance of Precip 60
Wind From W at 12mph
Wind W at 18 mph
Wind W at 17 mph
Wind W at 14 mph
Humidity 69 64 62 62
Dew Point23deg
Pressure 2980 in
Visibility 10 mi
UV Index 0 - Low 1 - Low -- 1 - Low
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 6 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
55
CONTINUED EXAMPLE OF HOLLAND AT WWWWEATHERCOM
Daylight Remaining 6 hrs 1 min Sunrise 755 am Sunset 512 pm Sunrise 756 am
Through 5pm A steady snow will continue to fall through late afternoon Cloudy and windy Temperatures reaching the low 30s Winds W at 15 to 20 mph Chance of snow 80 Additional snowfall of 1 to 2 inches through 430pm
Snow showers early with a steadier snow developing late Colder Temps nearly steady around 30 Winds W at 15 to 25 mph Chance of snow 80 1 to 3 inches of snow expected
Variably cloudy with snow showers Low 27F Winds W at 15 to 25 mph Chance of snow 80 Snow accumulating 1 to 2 inches
Mainly cloudy with snow showers around in the morning High 33F Winds W at 10 to 20 mph Chance of snow 60 Snow accumulations less than one inch
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 7 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
56
Policy Chapter Situational Procedures Date Revised 709
Policy Title Severe Weather Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
CLASS CANCELLATIONS PROCEDURES
GREATER GRAND RAPIDS ndash HOLLAND AND LETTINGA
CLASS CANCELLATIONS PROCEDURES
NOTE All staff are to report to work as long as they are not endangering themselves in the process
The Director of Security Services will input information for all campuses in the GRAIL WEB system and at
wwwcancellationscom
1 When closings occur the Director of Security Services or his alternate will input closing data to the
GRAIL WEB site which will result in local media announcements
2 Day Classes ndash Weekdays (Monday through Friday) the Director of Security Services or alternate will check on weather and road conditions should weather become severe
a When day classes (prior to 400 pm start) need to be canceled the Director of Security Services
will contact one of the following in the order listed
i The ED of Student Services (Lettinga)
Tom Woods (517) 230-9834 (cell)
ii The ED of Academic Services (Lettinga)
Joy Harrison (Lettinga) (616) 301-2175 (home) (616) 283-2910 (cell)
iii The Director of Student Services (Holland)
Linda Sievert (616) 942-7735 (home) (616)745-3030 (cell)
b The EDs will inform
ii The Lettinga Asst Directors
Don Fowler (269) 383-5626 (home) (269) 598-7546 (cell)
Nygil Likely (616) 724-4206 (home) (616) 717-8243 (cell)
iii The Holland Director of Student Services
Linda Sievert (616) 942-7735 (home) (616)745-3030 (cell)
iv The Dir of Security Services
Eric Patterson (616) 459-8603
who will access wwwgrailwebcom and TV-13 (616) 785-1313 to
input the West Michigan locations (s) being closed and for how long
These decisions will be broadcast by 600 am
57
Policy Chapter Situational Procedures Date Revised 709
Policy Title Severe Weather Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
3 Evening Classes ndash Weekdays (Monday through Friday) the EDrsquos (see 2b i ii and iii above) and the Director of
Security Services will decide on cancellations for classes starting after 400 pm
The Director of Security Services will access wwwgrailwebcom and TV-13 (616) 785-1313 to input exactly
which locations (s) are being closed and for how long
4 Weekend Classes ndash The Security Services Officer on duty will contact 1) the Director of Security Services 2) the ED
of Student Services 3) the D for Holland or 4) ED for Academic Services at Lettinga (See 2 a and b above) The
individual contacted will
a Make the decision to close Lettinga and Holland locations
b Relay decision to the Director of Security Services who will access wwwgrailwebcom and TV-13 (616)
785-1313 to input exactly which locations (s) are being closed and for how long
c Contact the EDs and D (see 2a and b above) to tell them of the closings
Saturday classes will be canceled by 600 am
Sunday classes will be canceled by 800 am
5 Phone Messages ndash During any of the seven days of the week the Director of Security Services or designee will contact
Lettinga a Kirsten Scott (616) 554-5311 andor (616) 891-7623 or
b Sally Kuipers (616)742-2070 andor h(616)452-2349 or c(616)560-7478
Holland
c Rhonda Prins at 616-218-9896 or 616-395-4608
to change the message on the switchboards notifying incoming callers that classes have been canceled The
switchboards will carry the specific message as long as appropriate
6 OTHER THAN WEATHER RELATED CLOSINGS ndash Closings for other reasons will be determined by the
campuslocation leader with notification to the ED and Director of Security Services for posting to GRAIL Here are some guidelines
a Electrical Gas Leak Water ndash two hour delay unless need for longer closing is obvious
Contact numbers can be found on the ldquoLocation Communication Treerdquo procedure located in this document
Davenport University Connect Hotline Number is 1-800-525-8282
58
Purpose
The purpose of tornado drills is to provide shelter for the campus community during a tornado warning In these cases faculty staff and students should not evacuate the building since this may cause injury During a tornado
warning you have only a short time to find shelter Advance planning and a quick response are the keys to surviving
this type of inclement weather The University values the safety of each individual and expects that people will take
responsibility for safeguarding their welfare
Regulation
Effective March 30 1998 House Bill 5237 amended the Michigan Fire Prevention Cote Act 207 PA 1941 as
amended Section 19 to require Tornado Drills in Schools The new requirement applies to all schools including
state supported schools colleges universities and school dormitories
Sec 19 (3) now requires a minimum of 2 tornado safety drills for each school year at the schools and facilities hellip
These drills are for the purpose of preventing hazards and injuries in the event of severe weather
Responsibility
Responsibility for the planning and conduct of drills shall be assigned by campus risk management to competent
persons qualified to exercise leadership A written record of all drills conducted should be maintained including a
critique of the event This record should be maintained by risk management
General Guidelines
Drills shall include suitable procedures to make sure that all persons in the building or all persons subject to the
drill actually participate If a tornado drill is considered merely as a routine exercise from which some persons may
be excused there is a grave danger that in an actual tornado the drill will fail in its intended purpose All drills
should be pre-planned and preannounced
Definitions
Severe Weather Includes thunder lightening hail wind and heavy rains
Tornado A violently rotating column of air in contact with the ground
Watch Indicates that conditions are favorable for a particular type of weather to occur
Warning Indicates that a particular type of weather is or will soon be occurring
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Tornado Drills Page Number 1 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
TORNADO DRILLS
59
Specified Occupancies
Educational Occupancies ndash Academic and Administrative Buildings
All educational buildings on campus must hold two sets of tornado drills one in the spring and one in the Fall
preferably during the first four weeks of the semester Faculty and staff shall work in cooperation with risk
management in scheduling drills before the semester begins A ldquosetrdquo can be defined as a tornado drill during
the day and one in the evening in order to involve as many staff and students as possible
Locations of tornado shelters are to be conspicuously posted in each classroom and hallway to provide the
necessary information and ensure orderly movement through the building Signs should also specify that
elevators must not be used to exit during a tornado drill
Faculty and staff must be familiar with the tornado shelter locations and will assist students to these shelters
Handicapped students should inform faculty or staff at the start of the semester of any special requirements with
respect to procedures that will best facilitate those students
Residential Occupancies
Residential facilities demonstrate the greatest need for adequate and effective tornado shelter awareness due to
the potential loss of life Tornado drills in residence halls must be performed twice each year one in the spring
and Fall
A major concern in residence hall tornado drills is the resistance of residents to go to the designated tornado
shelters Resident assistants and other staff must take responsibility for the complete and orderly movement of
the students through the building Education and awareness are key components to an effective tornado drill
program Location of shelter in each apartment will help student to become more fully aware
Special consideration must be given to handicapped students with regard to tornado drills in residence halls To
be most effective handicapped students should be required to move to tornado shelters during a tornado drill
regardless of their location in the building Preplanning is key for the handicapped person because hisher own familiarity with the tornado shelter locations and the safest methods of egress is vital The handicapped person
should also seek out buddies to assist
On each floor of the facility the resident staff should proceed down the hall knocking loudly on each door as
heshe passes Staff should not unlock each door as this is time consuming and may result in danger to the staff
person
Assembly Occupancies ndash Student Center
Because actual tornado drills are not practical for places of non-continuous assembly where the students or
public body changes with each program employees or attendants of such places should be schooled in the
duties they are to perform in case of a tornado drill An adequate number of competent attendants must be on
duty when assembly occupancy is used Signs with directions for speedy and orderly egress should be posted
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Tornado Drills Page Number 2 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
60
TORNADO DRILL CHECKLIST
INDOORS
1 Information about severe weather will be given to the campus community if known in advance
2 A Tornado Watch is the time to review emergency action plans and determine the nearest tornado shelter
3 Tornado shelter plans will be posted in each classroom
4 During a tornado watch one person will be designated to monitor the weather by computer or weather radio
5 When the community siren is activated or information is obtained through computer monitoring faculty and
staff will move students to the appropriate tornado shelters
6 DU-Alert will be activated for the individual campus that has the tornado warning The following are the
individuals who can access DU-Alert
Duane Terpstra
Office 616-732-1155
Cell 616-581-5295
Home 616-786-0293
Matthew Miller
Office 586-620-4050
Cell 616-780-6346
Shallan Spielmaker
Office 517-367-8211
Cell 616-581-1453
Nathan Schumacher
Office 586-620-4054
Cell 586-201-8099
7 There will be monitoring equipment in a designated shelter to determine the completion of the warning
8 Do not use elevators and stay away from windows
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Tornado Drill Checklist Page Number 3 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
61
OUTDOORS
1 Seek indoor shelter if possible
2 Parked motor vehicles are unsafe Seek indoor shelter
3 If an indoor shelter is not available and there is not time for escape lie flat in a ditch or low spot
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Tornado Drill Checklist Page Number 4 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
62
Policy Chapter Situational Procedures Date Revised 709
Policy Title Tornado Policy Page Number 2 of 3
CRISIS MANAGEMENT MANUAL
University Crisis Management
TORNADO SHELTER AREA ACADEMIC BUILDING ndash Shelters are in green
areas
63
Policy Chapter Situational Procedures Date Revised 709
Policy Title Tornado Policy Page Number 3 of 3
CRISIS MANAGEMENT MANUAL
University Crisis Management
TORNADO SHELTER RESIDENCE HALLS ndash Shelters are in green areas
TORNADO SHELTER STUDENT CENTER ndash Shelter are in green areas
64
Policy Chapter Situational Procedures Date Revised 709
Policy Title Stalking Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
STALKINGTHREATSHARRASSMENT
IF OCCURRING ON CAMPUS
Contact those individuals who are responsible for security services or your student services representative They will
evaluate the situation and contact police authorities if necessary
If fear of bodily harm exists call the Police Department at 911 and then locate security services personnel
If you receive a ldquoPersonal Protection Orderrdquo or PPO from the court provide a copy of the order to the office of Security
Services
IF OCCURRING OFF CAMPUS
Contact the police at 911 followed by security services personnel
Copies of Personal Protection Orders are kept on file These documents should be updated as necessary and will be shared with location personnel on a need to know basis
As with any incident on location an incident report should be filled out and kept on file for future reference
The next page is an example of the information that can be given to those at a location in order to assist in identifying the
individual responsible This information upon approval of the victim can be kept at a main entrance desk welcome center
or other location where staff may meet people as they enter the building
Stalking is a willful course of conduct involving repeated or continuing harassment of another individual
that would cause a reasonable person to feel terrorized frightened intimidated threatened harassed or
molested and that actually causes the victim to feel terrorized frightened intimidated threatened harassed
or molested 750411h
SECURITY CELL 616-446-7098
65
Policy Chapter Situational Procedures Date Revised 709
Policy Title Stalking Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
66
Policy Chapter Situational Procedures Date Revised 909
Policy Title Suicidal Remarks Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
SUICIDAL REMARKS
With the diverse student body with varying age groups and backgrounds the potential exists for suicidal tendencies among
students who are attending classes It is critical that our staff respond to these individuals correctly and with care to ensure
that the safety of our student body is preserved and that the individual is properly cared for
When confronted with a student who is making suicidal remarks you should contact a security services or a student services
representative as soon as possible Security Services personnel with help from Student Services will coordinate any
further response
It is important to isolate this student from the rest of the student population and keep them under watch throughout the entire
incident At no time should a student who has made such statements be left alone Every effort should be made to keep
them on location If the individual insists on leaving inform them that you believe this to be unwise but allow them to leave if they insist If the student does leave contact the Police Department to inform them of the situation Attempt to give the
police a description of both the person and the vehicle they are driving as well as contact information if available
Ask the student if there is a mental health professional that they have been seeing and ask if they have the contact number
for that person If they do have them contact that individual Ask the student if there is a family member or friend that can
transport himher off site
A DU employee should only willingly allow a suicidal student to leave if there is a third party present to transport them
Under no circumstances should the student be allowed to leave on their own even if they state that they are feeling better
without some resistance from the University employee
67
SUICIDE ATTEMPT
Student Suicide Protocol All Campuses (Non-Housing)
1
st Staff Responder First Steps (Immediately)
When you enter the room or vehicle
Is the area safe
Check for vital signs
Call 911Security ServicesStudent Services based on the resources available
Gather information
Identify student if possible
Identify method of suicide if possible
Are you able to contain the area YesYes with assistanceNo
Determine how many students if any are awareimpacted by the situation and who they are
Contact ED of Student Affairs (Paul Ballard) or ED of Security Services (Matt Miller) or VP of Risk
Management (Terpstra) and inform with what you know
Name of Student
Method of suicide
What you know about the student (Team clubs friends etc)
If area is contained or does it need to be contained
How many students are immediately affected and who they are
What location will the affected students be quarantined
If security or police have arrived your focus is the affected students
Quarantine affected students in a separate area
Discuss with them that someone from the University will be contacting the studentrsquos family and for them
not to refrain from contacting the family out of respect and care for them until a trained professional
contacts them
Determine if the studentrsquos circle of friends is complete or if others need to be quarantined temporarily
Comfort the students as best you can and assess individualrsquos risk levels
Remain with the students until a trained counselor arrives
1st Professional Staff Responder Next Steps (1 to 24hrs)
Create incident report
Relocate displaced classes if needed
Check in and identify additional students or staff that require mentalemotional support
1st Professional Staff Responder Final Steps (24-48 hrs)
Check in and identify additional students or staff that require mentalemotional support
Aid in gathering the deceased individualrsquos personal belongings if necessary
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Suicidal Attempt Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
68
Missing Student Protocol
(Not process for Study Abroad Missing Student)
A campus is contacted by a person requesting information on a student that the caller assumes is missing This
person is worried because they have not been contacted by the student for an unusual length of time You explain to
the caller that you cannot give out specific information about a student but would be willing to work with the police
if they would report the issue
Once you disconnect from the caller you take the following steps
Contact ED of Student Affairs (Paul Ballard) or ED of Security (Matt Miller) or VP of Risk Management (Terpstra)
Student Services or
Security Services
Contact the person responsible for investigations on your campus This may be Security
Services or Student Services depending on the resources on the campus Contact the
caller and ask the below question
Determine relationship to student
Why do you think they are missing
Date time location the student was last seen
General routine of student (Close circle of friends)
Studentrsquos cell number
Does the student have a Social Media account Make model color and license plate of vehicle
Have they filed a missing persons report
Is there any medical or emotional condition we should be aware of
Establish a timetable where you will contact them again
General Investigative Steps
Call and text the student
Send the student an Email
Check with instructors on attendance of student (w photo)
Check emergency information in Banner
Check SPACMNT for comments and FERPA waivers
Go to studentrsquos classroom
Check card access and dining swipes (if applicable)
Check social networking sites
Contact known FriendsClassmates fill in any information gaps from that caller did not know
Check for student car in parking lot
Contact CSC for last log in
Check the websites to see if student has been arrested ex httpswwwaccesskentcomInmateLookup
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Missing Student Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
69
Missing Student Protocol
(Not process for Study Abroad Missing Student)
If proof of life has been established or check list has been completed Contact ED of Student Affairs (Paul Ballard)
or ED of Security (Matt Miller) or VP of Risk Management (Terpstra)
If student is found
Have them contact the person that called (if applicable) with University personnel present
If student does not want the person to know where they are have them meet with EDSA Paul Ballard
ED of SA will make contact with the caller and give them FERPA based info
If student is hospitalized or unable to return to school initiate protocol for medical withdrawal
If student is not found
Student Affairs will call emergency contact number
Student Affairs will follow up with caller
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Missing Student Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
70
Policy Chapter Situational Procedures Date Revised 909
Policy Title Utility Failure Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
UTILITY FAILURE
ELECTRICAL FAILURE
All individuals should remain where they are
Security Services personnel will assist with building evacuation if necessary
Security Services personnel will notify Consumers Power
If the power comes back on in a short time (two hours or less) operations will resume
If the power remains off for longer than two hours campus leadership will make a decision on whether or not to
close the campus
GAS LINE BREAK OR LEAK
Report the break or leak to Security Services 616-446-7098
Security Services will clear the immediate area and evacuate the building if needed
DO NOT turn off radios lights computers or other office equipment
Security Services will contact the utility company
WATER MAIN BREAK
Security Services or facilities will contact the Water Department
All employees and students should be notified that the restroom facilities will not be available
SECURITY CELL 616-446-7098
71
Policy Chapter Updating Process Date Revised 709
Policy Title Post Incident Debriefing Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
POST INCIDENT DEBRIEFING
Once the incident is over a debriefing should take place with those who were involved The purpose of this process is to improve our reaction to future incidents The following is a general list of questions that can be asked
Type of Incident
Date of Incident Time of Incident
Initial notification received by
Was the VP of Risk Management notified soon after the event [ ] Yes [ ] No [ ] NA
Were the appropriate people notified of the situation [ ] Yes [ ] No [ ] NA
Was there good communication with the Risk Management Team [ ] Yes [ ] No [ ] NA
Was there good communication with the local Crisis Management Team [ ] Yes [ ] No [ ] NA
Was there appropriate communication with Cabinet Members [ ] Yes [ ] No [ ] NA
Was there appropriate communication with Faculty Staff and Students [ ] Yes [ ] No [ ] NA
What changes could there have been to make communication better
What actions were taken that was effective
What are the opportunities for improvement
What changesadditions are needed for the crisis management manuals
On the back of the page map the incident timeline
72
Policy Chapter Testing Date Revised 709
Policy Title Testing amp Training Process Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
TESTING amp TRAINING
The testing process for possible crisis situations will be done in the following three ways
1 Scenarios will be presented to the Risk Management and Crisis Management teams in the form of table top exercises This will be done in the regular meetings
2 Simulation of actual events
3 Instruction is given on how to react to a crisis The below document is given to all employees and placed in many
locations within the facilities
EMERGENCY RESPONSE PROCEDURES
University Crisis Management
Emergency Response
Security Management
LOCATION CRISIS MANAGEMENT TEAM
HOW TO REPORT AN INCIDENT
SUSPICIOUS PERSONS
STALKINGTHREATSHARASSMENT
VIOLENT BEHAVIOR
ACTIVE SHOOTER RESPONSE
BOMB THREAT
UTILITY FAILURE
FIRE RESPONSE
SEVERE WEATHER
FIRST AIDBLOODBORNE PATHOGENS
MAIL SECURITY
73
GLOSSARY OF TERMS
1 CMT- Crisis Management Team A crisis management team consists of representatives from Human Resources Security Services Facilities IT etc These teams are located at every location within the University and are responsible for crisis management at that particular location
2 RMT ndash Risk Management Team The risk management team consists of representatives from Human Resources Security Services Facilities IT etc This team is located at Lettinga and is responsible to develop procedures manage crisis management teams and communicate with the administration
3 EOC ndash Emergency Operations Center Headquarters for the Crisis Management team to manage and coordinate the companyrsquos business recovery efforts
Policy Chapter Appendix A Date Revised 709
Policy Title Glossary of Terms Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
74
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic Lower West Page Number 1 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
Gas Valve Electrical Panel
Geothermal
Pumps
75
Sprinkler Shutoff
Water Shutoff
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic Lower East Page Number 2 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
76
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 1st West Page Number 3 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
77
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 1st East Page Number 4 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
78
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 2nd
West Page Number 5 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
79
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 2nd
East Page Number 6 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
80
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 3rd
West Page Number 7 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
81
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 3rd
East Page Number 8 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
82
Water Shutoff Electrical
Shutoff
Gas Shutoff
Fire Suppression
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Student Center Lower Level Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
83
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Student Center Main Level Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
84
Electrical
Shutoff
Water Shutoff
Fire Suppression
All Shutoffs
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Cook Hall Basement Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
85
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Cook Hall Floors 1-4 Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
F1 F2
F3 F4
86
Electrical Shutoff
Water Shutoff
Fire Suppression
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Meijer Hall Basement Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
87
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Meijer Hall Floors 1ndash5 Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
F1 F2 F3
F4 F5
88
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title South Hall 1st amp 2
nd Floor Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
F1
F2
89
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title South Hall 3rd
and 4th Floors Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
F3
F4
90
Policy Chapter Appendix C Date Revised 709
Policy Title General Telephone Numbers Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
NAME WORK NUMBER CELL NUMBER TITLE
Anderson Kristine 616-742-1726 231-329-4667 Director of Employee Relations
Ballard Paul 616-554-5687 616-862-6532 Exe Director of Student Affairs
Bean Brent 616-451-3511 ext 1495 616-889-3875 IT S Manager
Beausoleil Gail 616-554-5394 616-292-5446 Director of Career Services
Bill Chris 616-732-1151 616-540-7396 VP or Human Resources
Bloom Deb 616-732-1124 616-340-3402 Exe Dir Of government amp Com Relations
Bruyn Kim 616-732-1165 616-540-7711 Exc VP for Advancement
Caledonia Fire amp Rescue 616-891-0940 Caledonia Township Fire amp Rescue
Caledonia High School 616-891-8129 Caledonia High School
Caledonia Middle School 616-891-8649 Caledonia Middle School
Communication Fax 616-732-1179 Communication Fax
CSC 1-800-322-3984 Customer Support Center
Donovan Sherri 616-233-3472 616-233-3472 Exe Director of Academic Services
Dutton Christian School 616-698-8660 Dutton Christian School
Engblom Rob 616-554-5087 865-803-7350 Exe Director of Housing
Finkler Kathy 616-732-1085 616-446-5303 Director of Customer Support
Fischer John 616-554-5005 616-822-1088 Director of Facilities
Fisher Christine 616-732-1168 616-340-2525 Exe Administrative Assistant
Fowler Don 616-732-1206 269-598-7546 Director of Student Services
Harrison Joy 616-554-5820 616-283-2910 Exc Director of Academic Services
Hogan Brian 616-437-3234 HiTec Cleaning Services
Hooser Malachi 616-5545386 616-308-9232 Call Center Manager
Hotline 1-800-525-8282 Emergency Hotline
IT Weekend Emergency Number 616-481-6011 IT Weekend Emergency Number
Jensen Rick 616-732-1172 616-706-2608 News Information Manager
Jones Apple 616-554-4743 616-560-4856 Department Coordinator
Kent County - Main 616-632-6100 Kent County Sheriff Department
Kent County - Substation 616-632-6490 Kent County Sheriff Department
Kingrey Daryl 616-554-5395 616-481-2239 VP of Admissions
Knechtel Heather 616-554-5388 517-974-5793 Director of Admissions
91
Policy Chapter Appendix C Date Revised 709
Policy Title General Telephone Numbers Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
NAME WORK NUMBER CELL NUMBER TITLE
Kraska Nick 616-7732-1120 HRIS Coordinator
Lemmon Bill 616-732-1087 616-450-4933 Director of Networking
Lemmon Nicholas (Hi-Tec) 616-662-1623 616-732-1303 VP of Operations - Hitec Cleaning
Likely Nygil 616-554-5316 616-719-6457 Director of Student Services
Loud Tammy 616-554-5396 517-490-5940 VP of Student Services
Lowden Paul 616-554-5050 616-901-1787 Director of Athletics
MacDonald Meghan 616-554-4766 616-610-7690 Bookstore Manager
Manning Janet 616-774-5415 ext 238 Gallagher Risk Management Services
McCormick Nathan 616-732-1128 616-745-7142 Exe Director of Facility Operations
McLaughlin Karen 616-698-7111 616-970-5866 Asst Director of LInC
Miller Brian 616-732-1195 616-821-2618 VP of IT
Miller Linda 616-233-0922 VP Arthur Gallagher Insurance
Miller Matthew 586-620-4050 616-780-6346 Exe Director of Security
MSP 616-647-0800 Michigan State Police
Page Sally 616-554-5668 616-780-1394 Exe Director of Libraries
Salinas Kim 616-732-1072 616-813-7165 Benefits Manager
Scott Kirsten 616-554-5311 616-891-7623 Adm Asst Student amp Career Services
Security Services 616-446-7098 Security Services
Shull Lindsey 616-554-5528 616-901-2036 Regional Health Internship Manager
Sievert Linda 616-395-4603 616-745-3030 Director of Student Services - Holland
Stodola Mike 616-554-5138 616-893-7314 Director of Student Center
Terpstra Duane 616-732-1155 616-581-5295 VP of Risk Management
Teuscher Jolene 616-732-1096 616-318-4669 Employee Relations Manager
TV 13 616-785-1313 TV 13
Wagner Natalie 616-554-5821 616-901-0666 Executive Director of Student Life
Williams Ben 616-732-1104 517-303-4955 Information Technology Services
Woods Tom 616-554-5301 517-230-9834 Exe Director of Student Services
92
Family Educational Rights and Privacy Act of 1974 (FERPA)
The Family Educational Rights and Privacy Act (FERPA) is a federal law designed to protect the privacy of students education records The law applies to all schools that receive funds under an applicable program of the US Department of Education
FERPA gives parents certain rights with respect to their childrens education records These rights transfer to the student or former student who has reached the age of eighteen or is attending any school beyond the high school level Students and former students to whom the rights have transferred are called eligible students
Parents and eligible students have the right to inspect and review all of the students education records maintained by the school Schools are not required to provide copies of materials in education records unless for reasons such as great distance it is impossible for parents and eligible students to inspect the records Schools may charge a fee for copies
Parents and eligible students have the right to request that a school correct records believed to be inaccurate or misleading If the school decides not to amend the record the parent or eligible student then has the right to a formal hearing After the hearing if the school still decides not to amend the record the parent or eligible student has the right to place a statement with the record commenting on the contested information in the record
Generally the school must have written permission from the parent or eligible student before releasing any information from a students record However the law allows schools to disclose records without consent to the following parties
o school employees who have a need-to-know o other schools to which a student is transferring o certain government officials in order to carry out lawful functions o appropriate parties in connection with financial aid to a student o organizations doing certain studies for the school o accrediting organizations o individuals who have obtained court orders or subpoenas o persons who need to know in cases of health and safety emergencies o state and local authorities within a juvenile justice system pursuant to specific state laws
Schools may also disclose without consent directory type information such as a students name address telephone number date and place of birth honors and awards and dates of attendances However schools must tell parents and eligible students about directory information and allow parents or eligible students a reasonable amount of time to request that the school not disclose directory information about them
Schools must notify parents and eligible students of their rights under this law The actual means of notification (special letter inclusion in a PTA bulletin student handbook or newspaper article) is left to the discretion of each school
For additional information or technical assistance call (202) 260-3887 or TDD (202) 260-8956 or contact
Family Policy Compliance Office US Department of Education 600 Independence Avenue SW Washington DC 20202-4605
Policy Chapter Appendix D Date Revised 0111
Policy Title FERPA Facts Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
93
EMERGENCY NOTIFICATION SCRIPTS
Test Message
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System This is a test of the mass notification system Davenport University is using this system to keep you informed in the event of an emergency If this had been an actual emergency you would receive official information andor instructions This concludes this test of Davenportrsquos Mass Communication Alert System Thank you for your attention END OF MESSAGE (SMS) This is a test of Davenportrsquos Alert System If this had been an actual emergency you would receive official information andor instructions
Natural Disasters
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System On June 2 2009 a Tornado struck the Caro Campus Damages are reported to be light No injuries have been reported The campus is closed until further notice All students should stay away Be advised that roads may be damaged Travel with caution Thank you for your attention End of Message (SMS) On June 2 2009 a Tornado struck the Caro Campus Damages are reported to be light The campus is closed until further notice
Armed Suspect
(Phone)(E-Mail) This is a message on the Davenport Mass Communication Alert System At June 2 2009 an individual possessing a firearm was reported to be on the Warren Campus The Warren police department has been notified of the situation and is presently on campus We urge everyone on campus to remain in your residence classroom or office with the doors and windows secured If you are currently off campus stay away until further notice Please call 911 if you observe any threatening individuals on or near to campus Thank you for your attention End of Message (SMS) On June 2 2009 at 900 aman individual possessing a firearm was reported to be inside our Livonia Campus Stay in place amp barricade
Policy Chapter Appendix E Date Revised 709
Policy Title Emergency Notification Scripts Page Number 1 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
94
Assault with a Deadly Weapon
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System It has been reported to Davenport University that an individual was recently a victim of an assault with a knife in the parking lot at the Flint campus This took place on June 2 2009 at 1000 am The individual sustained minor injuries and is being treated at a local hospital The incident is still an on-going investigation with the Flint police department Students are advised to be cautious and call 911 to report any suspicious behavior or persons Thank you for your attention End of Message (SMS) On June 2 2009 at 1000 am an individual at the Flint campus was a victim of an assault wa knife Student are advised to be cautious
Bomb Threat
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System On June 2 2009 at 1100 am Davenport University received a threat from an unknown caller that a bomb was set to go off at the Holland campus at Noon The Holland Police departmentrsquos bomb squad is at the scene and conducting a full investigation It will also be assessing the threat level to the University The building has been evacuated and all persons still inside the building must evacuate now A secure perimeter has been established around the area and it is off limits until further notice Thank you for your attention End of Message (SMS) On June 2 2009 at 1100 am the Holland campus of Davenport University received a threat from an unknown caller that a bomb was set to go off in Noon
Gas Main Break
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System There has been a gas main break at the Saginaw campus of Davenport University Evacuate the area Stay away from the area until the situation is resolved Additional information will be given as the situation is resolved End of Message (SMS) We urge everyone to evacuate the Saginaw campus due to a gas main break Please stay away until the situation in resolved
Policy Chapter Appendix E Date Revised 709
Policy Title Emergency Notification Scripts Page Number 2 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
95
Gunshots
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System On June 2 2009 at 100 pm Davenport University received reports of gunshots fired in the parking lot at the Kalamazoo campus The police department has been notified of the situation and is presently on campus We urge everyone on campus to remain in your classroom or office with the doors and windows secured If you are currently off campus stay away until further notice Thank you for your attention End of Message (SMS) We urge everyone at the Kalamazoo campus to remain where you are amp secure doors amp windows If off campus stay away until further notice
Hazardous Materials
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System On June 2 2009 at 200 pm a hazardous material situation is occurring at the Battle Creek campus of Davenport University A hazardous materials team is on scene A secure perimeter has been established and the buildings are off limits until further notice Thank you for your attention End of Message (SMS) There is a hazardous materials spill at the Battle Creek campus and a secured perimeter has been established Buildings are off limits until further notice
Homicide
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System It was reported to Davenport University that an individual was recently a victim of homicide by at the Livonia campus on or about June 2 2009 at 300 pm The incident is still an on-going investigation with the Livonia police department at this time If you find yourself in a position of concern or witness any suspicious persons on campus please immediately contact the 911 Thank you for your attention End of Message (SMS) Davenport University Livonia campus has a victim of homicide by that occurred in the parking lot on June 2 2009 at 300 pm No arrest has been made
Policy Chapter Appendix E Date Revised 709
Policy Title Emergency Notification Scripts Page Number 3 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
96
Power Failure
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System We are currently experiencing a power failure at the Lansing campus The estimated duration of the power outage is unknown Additional updates will be given End of Message (SMS) There is a power outage at our Lansing campus Duration unknown Additional updates will be given
Violent Crime
(Phone)(E-mail)
This is a message on the Davenport Mass Communication Alert System On June 2 2009 at 500 pm an assault was reported at the Warren campus We ask that you offer your full cooperation to the police department if asked Please call 911if you observe any threatening individuals on or near to campus Thank you for your attention End of Message (SMS) On June 2 2009 at 500 pm an assault was reported at the Warren campus The police department has launching an investigation
Policy Chapter Appendix E Date Revised 709
Policy Title Emergency Notification Scripts Page Number 4 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
97
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Academic Building Page Number 1 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
98
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Academic Building Page Number 2 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
99
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Cook amp Meijer Halls Page Number 3 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
100
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash South Hall Page Number 4 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
101
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Student Center Main Page Number 5 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
102
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Student Center Lower Page Number 6 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
4
Policy Chapter Introduction Date Revised 0311
Policy Title Table of Contents Page Number 2 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
TABLE OF CONTENTS
CRISIS AND RISK MANAGEMENT TEAMS
Risk Management Team 17
Risk Management Team Responsibilities 18
Risk Management Meeting Agenda 19
Crisis Management Team 20
Pandemic Planning Team 21
Recovery Process 22
General CM Responsibilities 23
Job Responsibility Form 24
SITUATIONAL PROCEDURES
Emergency Resource Kits 25
Active Shooter Response 26
Defibrillators 27
After Hour Coverage Plan 28
Bioterrorism 29-30
Bomb Threats 31
Bomb Threat Checklist 32
Civil Disorder 33
Classroom Disruption 35
Communicable Disease 35-36
5
Policy Chapter Introduction Date Revised 0311
Policy Title Table of Contents Page Number 3 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
TABLE OF CONTENTS
SITUATIONAL PROCEDURES - Continued
Continuity Plan 37-38
Fire ResponseDrills 39-42
Evacuation of Persons with Disabilities 43
Flood Response 44
Hazardous materials 45
Illegal Activities 46
Injury Reporting 47
Media Call Form 48
Severe Weather 49-55
Class Cancellations Procedures 56-57
Tornado Policy 58-63
Stalking 64-65
Suicidal Remarks 66
Student Suicidal 67
Missing Student 68-69
Utility Failure 70
UPDATING PROCESS
Post Incident Debriefing 71
TESTING
Testing amp Training Process 72
6
Policy Chapter Introduction Date Revised 0311
Policy Title Table of Contents Page Number 4 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
TABLE OF CONTENTS
APPENDIX A
Glossary of Terms 73
APPENDIX B
Lettinga Academic Building 74-81
Lettinga Student Center 82-83
Lettinga Cook Hall 84-85
Lettinga Meijer Hall 86-87
Lettinga South Hall 88-89
APPENDIX C
General Telephone Numbers 90-91
APPENDIX D
FERPA Facts 92
APPENDIX E
Emergency Notification Scripts 93-96
APPENDIX F
Evacuation Maps 97-102
7
OVERVIEW
This document and the accompanying materials constitute Davenport Universityrsquos Crisis Management Plan The contents of this document are the possession of Davenport University and will not be given to any outside individuals or organizations The reason for the confidentiality of this document is due to the names and contact numbers located in the procedures
This plan is to be implemented in the event of an emergency It addresses the various aspects of crisis management including physical security of people and facilities leadership responsibilities and internal and external communications
An emergency is defined as
Disrupts normal operations or poses a serious threat to persons or property
Requires a quick or immediate response
Requires a response with procedures and resources beyond organizational capabilities
Results in a declaration of a general state of emergency by civil authorities
While the plan addresses specific types of crises and a broad range of responses it must be clearly understood that a crisis or major disaster presents circumstances that are not always predictable As a result it is impossible to predict a specific course of conduct for each possible type of crisis This plan should be considered as a general guide governing the Universityrsquos response to a crisis Real-time modifications to procedures will undoubtedly be required as an event unfolds
The plan identifies roles and responsibilities for specific administrators and departments within the University Nonetheless each member of the community whether assigned a specific role by this plan or not has a responsibility to assist colleagues and students during a crisis
The three most important responsibilities of every community member during a crisis are
1 to contact those responsible for security services when confronted with a potentially dangerous situation even if the situation appears to be contained or to have abated
2 to exercise independent judgment in order to ensure personal safety in the absence of specific instructions from crisis management staff and
3 to follow instructions once provided as best as possible
The goal in a crisis is to ensure the health and safety of the University protect campus buildings and restore normal operations
Policy Chapter Introduction Date Revised 709
Policy Title Overview Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
8
Policy Chapter Immediate Action Date Revised 709
Policy Title Emergency Operations Center Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
CRISIS MANAGEMENT EMERGENCY OPERATIONS CENTER
During the course of a crisis event the Crisis Management Team will meet in the Administrative Conference Room on the second floor
Should the Administrative Conference Room be inaccessible or undesirable during a crisis event the conference room in the Student Center will become the centralized place for the Crisis Management Team
In the event of a campus wide power failure or the need to evacuate the building the Crisis Management Team will meet at the South Parking Lot
Once convened the team may determine a more suitable location
It is necessary to note that cell phone communications will take place during a crisis situation and a location to
meet may be determined at this time
Second Floor West Lettinga Academic Main Floor Student Center
Meet Here
9
Policy Chapter Response Procedures Date Revised 909
Policy Title Evacuation Procedures Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
EVACUATION PROCEDURES
Evacuation of the Academic building will be handled by Security Services In case of a Fire evacuation will be requested by the use of a fire alarm with the assistance from the officers on duty Any other evacuations will be handled by Security Services through the use of the telephone intercom system going door to door or by other means Evacuation of the residence halls will be handled by the Director Assistant Director and Resident Assistants They will be helped by Security Services as available In case of a fire evacuation will be requested by the use of a fire alarm with the assistance of residence hall staff and Security Services as available Evacuation of the student center will be handled by Security Services and the student center staff In case of a fire evacuation will be requested by the use of a fire alarm with the assistance of student center staff and Security Services as available Evacuation routes can be found in Appendix F
10
Policy Chapter Response Procedures Date Revised 0411
Policy Title Emergency Communications Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
COMMUNICATIONS
INFO TECHNOLOGY
HUMAN RESOURCES
FACILITIES
SECURITY SERVICES
STUDENT SERVICES
Rick Jensen News Information Manager
Office 616-732-1172 Cell 616-706-2608
Customer Support 1-800-322-3984
Kristine Anderson Dir of Employee Relations
Office 616-742-1726 Cell 231-329-4667
Call Security who will make contact with
facilities Securityrsquos number is 616-446-
7098
Contact officer on Duty at 616-446-7098
Paul Ballard Dir Of Student Affairs Office 616-554-5687 Cell 616-862-6532
Robin Luymes
Exe Director of University
Communications
Office 616-732-1157
Cell 616-550-6585
Weekend Emergency 616-481-6011
Chris Bill VP of Human Resources
Office 616-732-1151 Cell 616-540-7396
Duane Terpstra VP of Risk
Management Office 616-732-1155
Cell 616-581-5295 Home 616-786-0293
Tammy Loud VP of Student
Services Office 616-554-5396
Cell 517-490-5940
Kim Bruyn
Executive Vice President
for University Relations
and Communications
Office 6167321165
Cell 6165407711
Brian Ulicki
ITSProject Manager Office 586-620-4059
Cell 989-225-1098
Jolene Teuscher
Employee Relations Manager
Office 616-732-1096 Cell 616-318-4669
Matthew Miller Exe Director of
Security Services
Office 586-620-4050 Cell 616-780-6346
Residence Halls Only
Rob Engblom Exe Dir Of Housing
Office 616-554-5087 Cell 865-803-7350
Christine Fisher
Executive Administrative
Assistant
Office 6167321168
Cell 6163402525
Kathy Finkler
Dir of Customer Support
Office 616-732-1085
Cell 616-446-5303
Kim Salinas
Benefits Manager Office 616-732-1072 Cell 616-813-7165
Sasha VanderLugt
Social Media Coordinator
Office 6167321084
Cell 6167807382
Bill Lemmon
Dir of Networking Office 616-732-1087
Cell 616-450-4933
Deb Bloom
Executive Director of
Government and
Community Affairs
Office 616732-1124
Cell 616340-3402
Brian Miller
VP IT Office 616-732-1195 Cell 616-821-2618
CRISIS COMMUNICATION CALL-OUT LISTS
11
REASONS TO CALL
Communication is crucial in all disruptions of the academic environment These disruptions could be anything from
a mechanical failure to major criminal activity You can find some of the reasons listed below
The point person at each campus must be contacted and informed of these disruptions If in doubt always call The
point person will contact the VP of Risk Management or his designee who will continue the formal
communication process as shown in the diagram below Informal communications will take place according to
individual departmental policies The formal process has been established to verify that everyone is notified The
overlap between the formal and informal communication process can be advantages
Policy Chapter Response Procedures Date Revised 0111
Policy Title Reasons to Call - Formal Response Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
REASONS TO CALL
Power outage
Phones off-line
Network off-line
Critical Flood
Major Mechanical Issue
Gas Leak
Tornado Warning
NAME O FFICE CELL HO ME
CSC 1-800-322-3984
Duane Terpstra 616-732-1155 616-581-5295 616-786-0293
Kristine Anderson 616-742-1726 231-329-4667
Malachi Hooser 616-554-5386 616-308-9232
Matthew Miller 586-620-4050 616-780-6346
Nathan McCormick 616-732-1128 616-745-7142
Paul Ballard 616-554-5687 616-862-6532
Rick Jensen 616-732-1172 616-706-2608
See Callout List Previous page
REASONS TO CALL
Major Medical
Suicide or Suicidal
Assault
Weapons Offense
Bomb Threat
Communicable Disease
Civil Disorder
Threats of Bodily Injury
Major criminal activity
REASONS TO CALL
Building Fire
Tornado
Major catastrophe
Pandemic Flu
Death
VP of Risk
Management
Student Services Security Services
Human Resources Communications
Executive Vice
Presidents
Information
Technology
Facilities Only the president can close a campus or cancel a class
Call Center
12
Policy Chapter Response Procedures Date Revised 909
Policy Title Local Communication Tree Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
LOCAL COMMUNICATION TREE
Tom Woods ndash ED of Student Services (517) 230-9834 (cell)
(616) 554-5301 (office)
Following a decision to close Greater GR locations Tom will call
1 Daryl Kingrey ndash VP of Admissions (616) 475-5828 (home)
(616) 481-2239 (cell)
(616) 554-5395 (office)
Daryl will start his phone tree by calling the following staff
a Heather Knechtel Director of Admissions (616) 536-2017 (home) (517) 974-5793 (cell)
(616) 554-5388 (office)
Heather will call the Admissions staff at Lettinga
b Colleen Thoman Director of Admissions (Holland) (989)850-3996 (cell)
(517)367-8202 (office)
Colleen will call the Admissions staff at Holland
c Amy Lucas ED of AdmissionsLead Management (269)-795-4413 (home)
(616)450-1943 (cell)
(616)233-2583 (office)
i Malachi Hooser Call Center Manager (616)308-9232 (cell)
(616)554-5386 (office)
Malachi will call the Call Center staff
2 Tammy Loud VP of Student Services (517) 490-5940 (cell)
(517) 349-6182 (home)
(616) 554-5396 (office)
Tammy will start her phone tree by calling the following staff
a Natalie Wagner ED of Student Life (616) 901-0666 (cell) (616) 554-5821 (office)
Natalie will start the phone tree for Student Life
b Paul Ballard ED of Student Affairs (616) 862-6532 (cell)
(616) 794-1103 (home)
Paul will start the phone tree for Student Affairs
c Gail Beausoleil Director of Career Services (616) 292-5446 (cell)
(269)948-8828 (home)
(616) 554-5394 (office)
Gail will start the phone tree for Career Services
13
Policy Chapter Response Procedures Date Revised 909
Policy Title Local Communication Tree Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
d Rob Engblom ED of Housing and Residence Life (865)803-7350 (cell)
(616)871-6755 (office)
Rob will start the phone tree for Residence Life (616)536-2202 (Home)
3 Joy Harrison ED of Academic Services LLT (616) 301-2175 (home)
(616) 283-2910 (cell)
(616) 554-5820 (office)
Joy will start her phone tree by calling the staff below
a Patty Brechbiel Director of Academics (616) 897-5772 (home)
(616) 485-1860 (cell) (616) 871-3977(office)
Patty will start the phone tree for Academics
b Sherri Donovan DU Online (616) 949-5464 (home)
(616) 855-2771 (cell)
(616) 233-3472 (office)
Sherri will start the phone tree for Online
4 Nygil Likely Director of Student Services (616) 724-4206 (home)
(616) 717-8243 (cell) (616) 554-5316 (office)
Nygil will start the phone tree for Advisors
5 Don Fowler Director of Student Services (269)383-5626 (home)
(269)598-7546 (cell)
(616)554-5193 (office)
Don will start phone tree for AdvisorsWelcome Desk
Tom Woods will also call
Mike Stodola Director of Student Center (616) 893-7314 (cell)
(616) 554-5269 (office)
Karen McLaughlin LiNC (616) 970-5866 (cell)
Meghan MacDonald Bookstore Manager (616) 610-7690 (cell)
(616) 554-4766 (office)
Linda Sievert Director of Student Services - Holland (616) 942-7735 (home)
(616) 745-3030 (cell)
(616) 395-4603 (office)
Each administrator will contact key individuals in their own areas of responsibility
14
Policy Chapter Response Procedures Date Revised 0111
Policy Title DU-Alert Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
DU-ALERT
HIGHER EDUCATION OPPORTUNITY ACT
The Higher Education Opportunity Act (Public Law 110-315) (HEOA) was enacted on August 14 2008 Under Title IV
the federal law requires all colleges and universities to have a notification and warning plan in place to alert the campus
community of an emergency The US Department of Education is still in the process of developing the regulations that will
coincide with this law and will amend the Code of Federal Regulations (34CFR) in the fall of 2009
DU ALERT EMERGENCY NOTIFICATION SYSTEM
1 The Du Alert service is used to transmit brief urgent messages to a large segment of an institutionrsquos population as
quickly as possible It is strongly recommended that this system be used for unplanned emergency events which
have the opportunity to affect the entire campus Use of this system for specific building closures which impact
the campus is also encouraged
2 The final regulations clarify the difference between the existing timely warning requirement and the new
requirement for an emergency notification policy While a timely warning must be issued in response to specific
crimes an emergency notification is required in the case of an immediate threat to the health or safety of students
or employees occurring on campus Emergency notifications may include but are not limited to
Bomb threats or other imminent violent threats
Fires natural gas leaks and hazardous spills affecting the entire campus
Building evacuations and lock downs affecting the entire campus
Biological or pandemic emergency notifications
Natural disasters and weather advisories
Power outages and utility failures resulting in an imminent threat
Campus closure due to declared civil emergency
Sample scripts can be found in the appendix Emergency information can be sent to the following devices
Cell Phone
Home Phone
PDA
Work Phone
Voice Mail
Text
15
DU-ALERT
CONTROL OF ACCESS
There is a small group of administrators who are authorized to report emergency events through DU-Alert These
are as follows
Duane Terpstra
Office 616-732-1155
Cell 616-581-5295
Home 616-786-0293
Matthew Miller
Office 586-620-4050
Cell 616-780-6346
Shallan Spielmaker
Office 517-367-8211
Cell 616-581-1453
Nathan Schumacher
Office 586-620-4054
Cell 586-201-8099
Policy Chapter Response Procedures Date Revised 0111
Policy Title DU-Alert Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
16
Policy Chapter Response Procedures Date Revised 0111
Policy Title Emergency Hotline Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
EMERGENCY HOTLINE
A toll free emergency hotline has been established at Davenport University that can be used for emergency information
and weather conditions causing the cancellation of classes or closing of locations This one number for all locations is
1-800-525-8282 or Ext 8282
DU Campus Closing Line Main Menu Greeting
YOU HAVE REACHED THE DAVENPORT UNIVERSITY CAMPUS CLOSING LINE IF YOU KNOW YOUR
TWO DIGIT CAMPUS IDENTIFICATION NUMBER YOU MAY DIAL IT AT ANY TIME DURING THIS
MESSAGE FOR LANSING DIAL 03 FOR KALAMAZOO DIAL 04 FOR MIDLAND DIAL 05 FOR BATTLE
CREEK DIAL 08 FOR HOLLAND DIAL 09 FOR FLINT DIAL 10 FOR SAGINAW DIAL 11 FOR WARREN
DIAL 12 FOR ALMA DIAL 15 FOR CARO DIAL 16 FOR GAYLORD DIAL 19 FOR TRAVERSE CITY DIAL
20 FOR LETTINGA DIAL 33 OR FOR LIVONIA DIAL 35 TO LISTEN TO THIS MESSAGE AGAIN TOUCH
THE KEY
Suggested Message for the Individual Campuses
ltCAMPUS NAMEgt CLASSES ARE IN SESSION AS SCHEDULED
Example
LETTINGA CAMPUS CLASSES ARE IN SESSION AS SCHEDULED
To change a message
1 Dial 7002 for voice item maintenance 2 Dial the application ID for the message yoursquod like to change
3 Dial the password for the application
4 Dial 2 to review the current recording
5 Listen to the recording to make sure you are changing the correct one
6 Dial 5 to begin recording
7 Say the message yoursquod like callers to hear
8 Dial to end recording
9 Dial 2 to review the recording
17
Policy Chapter Crisis amp Risk Management Teams Date Revised 709
Policy Title University Risk Management Team Page Number 1 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
UNIVERSITY RISK MANAGEMENT TEAM
The University Risk Management Team assists in developing plans for crisis management response throughout the University There will be additional employees who attend the Risk Management meetings which can give professional direction in their areas of expertise Below is the list of Risk Management team members and their office and cell numbers
NAME O FFICE CELL TITLE
Anderson Kristine 616-742-1726 231-329-4667 Director of Employee Relations amp Recruitment
Ballard Paul 616-554-5687 616-862-6532 Executive Director of Student Affairs
Crkovski Susan 586-620-4055 586-744-0876 Executive Director of Student Services
Engblom Rob 616-554-5087 865-803-7350 Executive Director of Housing amp Residential Life
Hooser Malachi 616-554-5386 616-308-9232 Call Center Manager
Jenson Rick 616-732-1172 616-706-2608 News Information Manager
Jones Apple 616-554-4743 616-560-4856 Department Coordinator - School of Technology
Knechtel Heather 616-554-5388 517-974-5793 Director of Admissions
Loud Tammy 616-554-5396 517-490-5940 VP of Student Services
Lowden Paul 616-554-5050 616-901-1787 Director of Athletics
McCormick Nathan 616-732-1128 616-745-7142 Executive Director of Facility Operations
Miller Matthew 586-620-4050 616-780-6346 Executive Director of Security Services
Page Sally 616-554-5668 616-780-1394 Executive Director of Libraries
Shull Lindsey 616-554-5528 616-901-2036 Regional Health Internship Manager
Stodola Mike 616-554-5138 616-893-7314 Director of Student Center
Terpstra Duane 616-732-1155 616-581-5295 VP of Risk Management
Wagner Natalie 616-554-5821 616-901-0666 Executive Director of Student Life
Williams Ben 616-732-1104 517-303-4955 Information Technology Services
Woods Tom 616-554-5301 517-230-9834 Executive Director of Student Services
18
Ensure all necessary actions are taken for safeguarding human lives
Ensure all necessary actions are taken for protecting assets
Communicate with Executive Management on status of events related to Crisis
Coordinate with Support Teams to assess the impact of the crisis and the effect on the facility
Remain visible to employees Contact affected employees to assess the impact of the crisis on business processes
Determine whether any impacts resulting from the incident warrant activation of Disaster Recovery Plans
The Risk Management Team will communicate regularly with Campus Crisis Management Teams
Supervise the management of normal business operations
Determine all audiences who need communication general public media students families etc
Determine if other locations are going to be affected and communicate the situation and provide guidance
Let everyone involved know where to send press calls
Provide an official university response to an incident
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Risk Management Responsibilities Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
RISK MANAGEMENT TEAM RESPONSIBILITIES
The Risk Management team is the center of policy development and communication when a crisis occurs Local crisis management teams will be assisted by the Risk Management team during a crisis The Risk Management team communicates with University leadership Below are the details of the responsibilities and a simple action list
RMT ACTION LIST
Assemble local Risk Management Team
Brief the team members on the situation and discuss
the steps that are being taken
Coordinate with HR representative to address
employee life safety issues
Provide continuous updates to the Cabinet regarding
the actions taken and the status of the response
effort
Inform Local Crisis Management Teams of Cabinet
concerns questions or feedback and ensure that any
issues are addressed
RISK MANAGEMENT TEAM RESPONSIBILITIES
19
RMT MEETING AGENDA
Assign a note-taker
Take attendance
Event Status
a What happened
b Has it affected our employees
c How severe is it
d What is being done
e What is the potential for escalation
Employee Status
Technology status including telecom
Infrastructure (power water phones wireless)
Communications
a What is the message
b Methods for communication
c Determine schedule for updates
Accounting for employees
a Roll Call
b Outreachfollow-up
Support for our employees
Updates to executives
Review actions and who is responsible and determine next
meeting time
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Risk Management Agenda Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
RISK MANAGEMENT MEETING AGENDA
The below agenda is developed to assist in the initial meeting when a crisis has occurred
Facility Status
20
Policy Chapter Crisis amp Risk Management Teams Date Revised 0111
Policy Title Crisis Management Team Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
LOCAL CRISIS MANAGEMENT TEAM
The Crisis Management team is the center of policy development and communication at the local campus The responsibilities of the Crisis Management team is comparable to the Risk Management team but at the local level Please make reference to the job description of the Risk Management team Below is a list of the Crisis Management team members and their office and cell numbers
NAME O FFICE CELL TITLE
Anderson Kristine 616-742-1726 231-329-4667 Director of Employee Relations amp Recruitment
Bean Brent 616-732-1097 616-889-3875 Information Technology Services
Beausoleil Gail 616-554-5394 616-292-5446 Director of Career Services
Engblom Rob 616-871-6755 865-803-7350 Executive Director of Housing amp Residential Life
Fischer John 616-554-5005 616-822-1088 Director of Facilities
Fowler Don 616-554-5193 269-598-7546 Director of Student Services
Hooser Malachi 616-554-5386 616-308-9232 Call Center Manager
Jones Apple 616-554-4743 616-560-4856 Department Coordinator - School of Technology
Knechtel Heather 616-554-5388 517-974-5793 Director of Admissions
Likely Nygil 616-554-5316 616-717-8243 Director of Student Services
Lowden Paul 616-554-5050 616-901-1787 Director of Athletics
McLaughlin Karen 616-554-5655 616-970-5866 Asst LInC Director
Stodola Mike 616-554-5138 616-893-7314 Director of Student Center
Terpstra Duane 616-732-1155 616-581-5295 VP of Risk Management
Wagner Natalie 616-554-5821 616-901-0666 Exec Director of Student Life
Willis Dena 616-554-5517 616-617-4977 Student Success Manager
21
PANDEMIC PLANNING TEAM
In the Spring of 2009 the Cabinet approved the development of a multidisciplinary Pandemic Planning team to lead
a comprehensive effort to prepare the university for a potential outbreak of pandemic influenza Building on the
universityrsquos existing plans for crisis management and emergency response this team will
1 Develop policies and short-term and long-term procedures to guide the universityrsquos preparedness in
anticipation of an outbreak of pandemic flu
2 Identify critical resources supplies and materials the university would need to have available to address
such an emergency and how best to obtain them
3 Identify key factors or conditions that will trigger critical decision-making on the part of the University
and recommend who will need to make those critical decisions and what they should be
4 Ensure all decisions are in accordance with local state and federal recommendations and mandates The Pandemic Planning team is responsible for the development of Davenportrsquos Pandemic Influenza Preparation and Response Plan In addition the Pandemic Planning team engages units (schools departments teams committees etc) in a coordinated planning process and oversees the education of the Davenport community about the pandemic threat the Universityrsquos response plans and the need for all members of the community to be informed and involved in the preparedness efforts
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Pandemic Planning Team Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
NAME OFFICE CELL TITLE
Anderson Kristine 616-742-1726 231-329-4667 Director of Employee Relations amp Recruitment
Ballard Paul 616-554-5687 616-862-6532 Executive Director of Student Affairs
Bill Chris 616-732-1151 616-540-7396 VP of Human Resources
Engblom Rob 616-554-5087 865-803-7350 Executive Director of Housing
Harrison Joy 616-554-5820 616-283-2910 Executive Director of Academic Services
Jenson Rick 616-732-1172 616-706-2608 News Information Manager
Loud Tammy 616-554-5396 517-490-5940 VP of Student Services
McCormick Nathan 616-732-1128 616-745-7142 Executive Director of Facility Operations
Salinas Kim 616-732-1072 616-813-7165 Benefits Manager
Shull Lindsey 616-554-5528 616-901-2036 Regional Health Internship Manager
Terpstra Duane 616-732-1155 616-786-0293 VP of Risk Management
VanderVelde Kathleen 616-732-1191 616-292-3177 Director of University Communications
Williams Ben 616-732-1104 517-303-4955 Information Technology Services
22
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Recovery Process Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
RECOVERY PROCESS
Once assured that conditions are safe the Crisis Management Team will focus on returning the location to normal operations
Depending on the nature of the crisis the Crisis Management Team will provide the location with factual information regarding the crisis situation as well as details about recovery activities This information may be provided in the form of memoranda town hall meetings voice mail messages or other methods of communications
In the event that an emergency requires closure the Davenport University Emergency Hotline (formerly the Weather
Hotline) will be activated The hotline number is 1-800-525-8282 Up-to-date information on reopening will be made available
Staff and students should not return until the University is officially reopened All administrators facility and security personnel should report to work unless otherwise notified On a case-by-case basis other members will be asked to report to work to assist in recovery efforts
In the event of building damage the recovery process will include a repair and clean-up component led by Facility Operations If regularly scheduled classes cannot be held due to physical damage the Crisis Management team in conjunction with Academic Services will immediately begin efforts to reschedule classes to other locations Since these efforts may result in time changes as well information regarding schedule changes will be posted via the Davenport University website and through email communications
23
CRISIS MANAGEMENT TEAM RESPONSIBILITIES
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Specific CM Responsibilities Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
Local Crisis Management teams handle the day to day issues of a location They ensure the safe evacuation of all
employees liaison with civil authorities and interface with the security team and manage the crisis with internal
departments The following are the general job requirements of those departments represented on the crisis management
teams throughout the University
Facilities
Damage assessment salvage and restoration
Preparing the alternate location(s) for occupancy
Coordinating temporary relocation of staff
Procurement of supplies and equipment
Handling of OSHA issues
Human Resources
Account for all employees
Contacting employee andor families
Providing assistance to individual employees
Ensuring continuance of salaries and benefits
Oversee payroll activitiesInterface with Payroll
Communications
Determine all audiences who need communication general public media students families etc Determine if
other campuses are going to be affected and communicate the situation and provide guidance Let everyone involved know where to send press calls
Coordinate with the Risk Management Team to determine information to be communicated to students
Use the University Emergency Hotline for the purpose of informing faculty staff and students (families) during a
crisis
IT Team
Recovering server-based systems
Restoring data
Restoring computers and computer activity
Re-establishing voice and data communications
Student Services
Account for all students
Contacting students and or families
Providing assistance to students
Determine living arrangements
Security Services
Administering building security
Access throughout the facility (card access) Granting Issuing and Validating
Intrusion detection Prevention (cameras alarms)
Incident handling
InOut facility checks (validate employment) Scheduling security personnel
Fire Safety Building evacuation
Interface with local authorities (Fire Police Hazmat Poison Ctrl 3E etc)
24
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Job Responsibility Form Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
JOB RESPONSIBILITY FORM
The below form is an example of a process used for the purpose of coordinating the completion of the necessary responsibilities given out to specific people within internal departments
Human Resources
Account for all employees
Contacting employee andor families
Providing assistance to individual employees
Ensuring continuance of salaries and benefits
Oversee payroll activitiesInterface with Payroll
NAME TITLE RESPONSIBILITY DATE COMPLETED
25
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Emergency Resource Kits Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
EMERGENCY RESOURCE KITS
The campus will be equipped with emergency management kits
The emergency resource kit includes
This emergency resource kit must be accessible for all emergencies When leaving the building for fire alarms or other
emergency situations the kit must be carried out of the building
Example If there is a fire alarm and there is a real fire you will not be allowed back in the building until the fire
has been extinguished Under these types of circumstances the contents of the emergency resource kit will be
beneficial
Batteries
Battery powered radio
Bottle of Water
Class Schedule
Crisis Management Plan
Disposable Camera
DU Telephone Directory
First Aid Kit
Flashlight
Floor Plan or Map
Latex Gloves
List of Areas School Numbers
Phone Tree
Plastic Bags
Student Roster
Telephone Book
Writing Utensils
Yellow Role of Caution Tape
LOCATION OF EMERGENCY KITS
1 Welcome Center Desk
2 Academic Office
3 LINC
4 Student Life
5 Residence Halls
26
Policy Chapter Situational Procedures Date Revised 909
Policy Title Active Shooter Response Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
ACTIVE SHOOTER RESPONSE
The following guidelines are offered in order to provide you with useful information in the event of an active shooter
SECURE IMMEDIATE AREA
Close doors and lock them if possible
Turn off lights
Close blinds
Keep calm quiet and out of sight
CONTACTING AUTHORITIES
Call 911
Report your specific location office or room number
Number of people at your specific location
Number and type of injuries
Assailant(s) location number of suspects race and gender clothing description physical features type of
weapons and shooter identity if known
UN-SECURING AN AREA
Consider risks before un-securing rooms
Attempts to rescue people should only be attempted if it can be accomplished without further endangering the
persons inside a secured area
If doubt exists for the safety of the individuals inside the room the area should remain secured
SECURITY CELL 616-446-7098
27
Policy Chapter Situational Procedures Date Revised 709
Policy Title Defibrillators Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
FOR THOSE SITES THAT HAVE DEFIBRILLATORS
AED (Automated External Defibrillator) is used in emergency medical situations where the heart of the victim has stopped
beating and the victim is no longer breathing CPR is to be administered during a heart attack along with using the AED Those trained and certified in CPRAED procedures should be the ones who use the AEDrsquos as the Good Samaritan Act will
cover any problems or injuries during this life saving procedure
An AED is fairly simple to use For the most part the instructions are done in pictures and sound once the unit is opened up
and powered up for operation Follow the pictures and prompts in order to properly use this device For a male victim a
razor may be used in order to shave hair from the areas that the AED pads will be administered in order for proper contact
with the body For females removal of the bra may be needed in order to have proper body contact from the AED pad
An AED should be used within the first few minutes of a heart attack or as soon as it can be administered The AED
delivers an electrical shock that aids in attempting to establish a regular heart rhythm to aid in proper circulation of the
blood amp oxygen in the blood No one should be touching the victim when the AED delivers the shock Prompts from the
AED will be given as to what to do if the victim is shockable and when not to touch the body
CPR and AED should be used on heart attack victims when they are unresponsive and have no pulse or not breathing This
rescue procedure should be maintained until EMTrsquos or First Responders arrive to take over the medical care of the victim
AEDrsquos should also be properly maintained when being stored Those responsible for Security Services will be responsible
for the maintenance and supply needs for the AEDrsquos on site Also proper documentation should be maintained when using
this device or any other life saving technique Documentation should be turned in to those responsible for Security
Services
If at all possible and as a general rule of thumb only staff that has been trained in the proper use of an AED should attempt
to use it There are however instances in which it would be imprudent to wait for a trained staff member If this is the case the AED has been designed in such a way that they are user friendly and a Good Samaritan can adequately administer
treatment with the device by following the instructions printed on the apparatus
IT WILL BE THE RESPONSIBILITY OF SECURITY SERVICES TO REPLACE THE BATTERIES OF THE
AED EACH YEAR
28
AFTER HOURS COVERAGE PLAN
SECURITY SERVICES
The Security Services Office coordinates security requirements for the campus manages the fire safety
alarm and assists when necessary if there is a disruptive studentvisitortrespasser on campus
The Security Services Officer is responsible for unlockinglocking the buildings and classrooms per
predetermined schedules and as needed for special events
An officer is on duty 24 hours a day 7 days a week
Contact an officer at 616-446-7098
Listed below are emergency contact numbers for Campus Administration and Director of Security
Services The officer on duty should be the one to make contact with these individuals in times of need
DO NOT GIVE OUT THE BELOW CONTACT NUMBERS
Policy Chapter Situational Procedures Date Revised 709
Policy Title After Hours Coverage Plan Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
POSITION NAME NUMBERS
Director of Student Services Nygil Likely Cell 616-719-6457
ED of Academic Services Joy Harrison Cell 616-283-2910
Home 616-301-2175
VP of Risk Management Duane Terpstra Cell 616-581-5295
Home 616-786-0293
29
Policy Chapter Situational Procedures Date Revised 709
Policy Title Bioterrorism Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
BIOTERRORISM
Various office locations in the country have received threatening letters through the mail Some of these letters stated that you have been exposed to anthrax or other biological materials Additionally these and other envelopes or packages could contain some type of life threatening powder or granules The following information and recommendations are being provided to help you safely and effectively handle these types of incidents
SUSPICIOUS UNOPENED LETTER OR PACKAGE MARKED WITH THREATENING MESSAGE SUCH AS ldquoANTHRAXrdquo
1 Do not shake or empty the contents of any suspicious envelope or package
2 PLACE the envelope or package in a plastic bag or some other type of container to prevent leakage of contents
3 If you do not have any container then COVER the envelope or package with anything (eg clothing paper trash can etc) and do not remove this cover
4 Then LEAVE the room and CLOSE the door or section off the area to prevent others from entering (ie keep others away)
5 WASH your hands with soap and water to prevent spreading any powder to your face
6 What to do nexthellip
Report the incident to local police and notify your building security official or an available supervisor
7 LIST all people who were in the room or area when this suspicious letter or package was recognized Give this list to both the local public health authorities and law enforcement officials for follow-up investigations and advice
ENVELOPE WITH POWDER AND POWDER SPILLS OUT ONTO SURFACE
1 DO NOT try to CLEAN UP the powder COVER the spilled contents immediately with anything (eg clothing paper trash can etc) and do not remove this cover
2 Then LEAVE the room and CLOSE the door or section off the area to prevent others from entering (ie keep others away)
3 WASH your hands with soap and water to prevent spreading any powder to your face
4 What to do nexthellip
Report the incident to local police and notify your building security official or an available supervisor
5 REMOVE heavily contaminated clothing as soon as possible and place in a plastic bag or some other container that can be sealed This clothing bag should be given to the emergency responders for proper handling
SECURITY CELL 616-446-7098
30
Policy Chapter Situational Procedures Date Revised 709
Policy Title Bioterrorism Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
6 SHOWER with soap and water as soon as possible Do Not Use Bleach Or Other Disinfectant On Your Skin
7 If possible list all people who were in the room or area especially those who had actual contact with the powder Give this list to both the local public health authorities so that proper instructions can be given for medical follow-up and to law enforcement officials for further investigation
QUESTION OF ROOM CONTAMINATION BY AEROSOLIZATION
For example small device triggered warning that air handling system is contaminated or warning that a biological agent released in a public space
1 Turn off local fans or ventilation units in the area
2 LEAVE area immediately
3 CLOSE the door or section off the area to prevent others from entering (ie keep others away)
4 What to do nexthellip
Dial ldquo911rdquo to report the incident to local police and the local FBI field office and notify your building security official or an available supervisor
5 SHUT down air handling system in the building if possible
6 If possible list all people who were in the room or area Give this list to both the local public health authorities so that proper instructions can be given for medical follow-up and to law enforcement officials for further investigation
HOW TO IDENTIFY SUSPICIOUS PACKAGES AND LETTERS
Some characteristics of suspicious packages and letters include the followinghellip
Excessive postage Handwritten or poorly typed addresses
Incorrect titles Title but no name
Misspellings of common words Oily stains discolorations or odor
No return address Excessive weight
Lopsided or uneven envelope
Excessive masking tape string etc
Ticking sound
Marked with ldquoPersonalrdquo or ldquoConfidentialrdquo
Visual distractions
Protruding wires or aluminum foil
Shows a city or state in the postmark that does not match the return address
31
Policy Chapter Situational Procedures Date Revised 709
Policy Title Bomb Threats Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
BOMB THREAT DIRECTIONS
IF YOU RECEIVE A THREAT BY LETTER OR EMAIL
Preserve the letter for investigation The letter should not be handled after it is opened
Notify security services who will notify local law enforcement
Do NOT turn off lights computers or appliances
Do NOT close any doors or windows
Do NOT use electronic wireless devices two-way radios intercompaging system or the fire alarm IF YOU RECEIVE A THREAT BY PHONE
Remain calm
Attempt to keep the caller on the phone as long as possible
Follow and complete the checklist on the following page
Notify security services who will notify local law enforcement
Do NOT turn off lights computers or appliances
Do NOT close any doors or windows
Do NOT use electronic wireless devices two-way radios intercompaging system or the fire alarm IF AN ACTUAL BOMB IS DISCOVERED
Notify security services who will initiate a building wide evacuation and contact local law enforcement
Evacuate the immediate area quietly and calmly
Do NOT assume that another bomb is not in the same general area
Do NOT turn off lights computers or appliances
Do NOT close any doors or windows
Do NOT use electronic wireless devices two-way radios intercompaging system or the fire alarm
Stand 300 or more feet from the building and wait for permission from location personnel to reenter
UNDER THESE CIRCUMSTANCES WE ASK THAT THE OFFICER BE CONTACTED WITHOUT THE USE OF
A WIRELESS DEVICE USE OF HARDWIRE TELEPHONES WILL BE ACCEPTABLE SECURITY SERVICE
NUMBER IS 616-446-7098
32
Policy Chapter Situational Procedures Date Revised 709
Policy Title Bomb Threats Checklist Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
QUESTIONS TO ASK CALLERrsquoS VOICE 1 When is the bomb going to explode __ Calm __ Angry __ Slow
__ Excited __ Rapid __ Soft 2 Where is the bomb right now LocationBuilding __ Laughter __ Crying __ Loud
__ Normal __ Distinct __ Slow 3 What does it look like __ Accent __ Stutter __ Lisp
__ Raspy __ Ragged __ Deep 4 What kind of bomb is it __ Disguised __ Familiar __ Nasal
5 What will cause it to explode __ Clearing Throat __ Deep Breathing
__ Cracking Voice 6 Did you place the bomb
If voice is familiar who did it sound like 7 What is your reason for the bomb
__________________________________ 8 What is your address
BACKGROUND SOUNDS
9 What is your name __ Street Noises __ Crockery
__ Factory Machinery __ Voices EXACT WORKING OF THE THREAT __ Children Voices __ Street Noises
__ PA System __ Music __ House Noises __ Motors
__ Office Machinery __ Clear __ Animal Noises __ Static
__ Local __ Booth __ Long Distance __ Other
LANGUAGE
__ Well Educated __ Foul __ Incoherent __ Taped
Sex of Caller __________ Race _____ __ Message read __ Irrational
Age __________ Length of Call _____ REMARKS
Number at which call is received ___________________________________
________________________________ Date __________ Phone ___________
BOMB THREAT CHECKLIST
WHAT INFORMATION DO YOU OBTAIN WHEN YOU
RECEIVE A BOMB THREAT OVER THE TELEPHONE
33
Policy Chapter Situational Procedures Date Revised 909
Policy Title Civil Disorder Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
CIVIL DISORDER
The purpose of this procedure is to assist personnel in dealing with civil disorder that would endanger life cause damage to property or otherwise disrupt the operations of the University Civil disorder may take several forms including but not limited to pickets marches rallies parades sit-ins trespassing riots sabotage and criminal damage to property In all cases no matter how minor there is always the potential for escalation The primary considerations in the event of civil disorder are protection of the lives and property of the University community and preservation of the academic environment
1 Remain calm 2 Assess the situation 3 Evacuate yourself and others from the area as necessary 4 Contact those responsible for security services 5 Contact those who can properly communicate with those involved in passive resistance 6 If danger is imminent call 911
There needs to be an understanding of passive vs aggressive activities For those activities that do not create a dangerous situation please do not contact local law enforcement Internal communications will take place on how to deal with the issue For those activities that do create a dangerous environment local law enforcement should be contacted In either case security services must be contacted (616-446-7098)
SECURITY CELL 616-446-7098
34
Policy Chapter Situational Procedures Date Revised 909
Policy Title Classroom Disruption Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
CLASSROOM DISRUPTION
There are different ways that classroom disruptions can be handled In order to understand this procedure definitions will
be given of the following
Disruption - an unwelcome or unexpected break in a process or activity
Disorderly - unruly resisting authority and disturbing the peace
Dangerous - likely to cause harm or actions that could result in injury
The following are general guidelines of options that can be enforced at the time of a classroom disruption
1 When a student is causing a disruption in class the professor will handle the issue by verbal commands
2 When a student is being disorderly the professor will ask the student to leave class A report is generated through
Student Services
3 When a student is likely to cause harm or actions could result in injury ask the student to leave the classroom If
there is a refusal terminate class and ask all the students to leave the classroom Contact 911 by classroom phone
or cell phone Proceed to call Security Services if they exist at your location A report is generated through
Security Services or Student Services
SECURITY CELL 616-446-7098
35
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Communicable Disease Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
COMMUNICABLE DISEASE
Communicable diseases are those that can be transmitted from person to person (or animal to human) via direct contact with
body fluids ingesting contaminated food or water inhalation of contaminated air or the bite of an infected insect Bacteria
viruses and parasites are some of the organisms that can cause communicable diseases
A student who has a communicable disease may attend Davenport University whenever through reasonable accommodation the risk of transmission of the disease is sufficiently remote Placement decisions will be made by using
current public health department guidelines concerning the disease in question Information on communicable diseases can
be found at the below website The website table of contents is located on the next page
httpwwwaccesskentcomHealthHealthDepartmentCD_EpidDisease_Fact_Sheetshtm
The determination of whether a student with a chronic communicable disease may attend Davenport University will be
made on an individual basis according to procedures implemented by the University in consultation with appropriate
University personnel the studentrsquos primary physician public health personnel the Universityrsquos legal counsel and the
student
A student who has a communicable disease may be denied admission to or may be dismissed from a particular program or
course of study whenever such communicable disease has a direct effect on the studentrsquos ability to perform a course of
study
The University shall respect the right to privacy of any student who has a chronic communicable disease or is a carrier The
studentrsquos medical condition shall be disclosed only to the extent necessary to minimize the health risks to the student and
others Persons deemed to have ldquoa direct need to knowrdquo will be provided with the appropriate information however these
persons shall not further disclose the information
CLEAN UP ndash If the communicable disease causes a need for decontamination Facilities will arrange proper cleaning of
contaminated areas as soon as possible Assessments of completion of decontamination will be provided to the appropriate
Leadership
36
COMMUNICABLE DISEASE
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Communicable Disease Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
D i s e a s e F a c t S h e e t s - F o u n d o n W e b s i t e
Arboviral Encephalitis
Anthrax
Botulism
Campylobacter
Chickenpox (images chickenpox chickenpox 2)
E coli
Fifth Disease (images hand body amp face)
Giardiasis
Hand Foot amp Mouth Disease (hand)
Head Lice (Michigan Head Lice Manual)
Hepatitis A
Hepatitis B
Hepatitis C
Lyme Disease (images rash rash 2) (Additional Information)
Meningitis
Monkeypox
MRSA (Methicillin Resistant Staphylococcus Aureus)
Norovirus (Norovirus Cleaning Guidelines)
Pertussis
Pink Eye
Pinworms
Poison Ivy (images arm blisters arm rash arm rash 2 plant plant 2)
Rabies
Ringworm (images face hand head)
Salmonellosis
SARS
Scabies
Scarlet Fever (images tongue body)
Shigellosis
Shingles (images arm shoulder)
Smallpox
Strep Throat
Syphilis Fact Sheet
Tick Borne Diseases (images Dog and Deer tick Lone Star tick amp others)
Tuberculosis
West Nile Virus
37
CONTINUITY PLAN
Policy Chapter Situational Procedures Date Revised 709
Policy Title Continuity Plan Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
ACADEMIC
If damage to a location forces evacuation of the facility for a length of time the VP of Risk Management will work with
the Group VP for Academic Services and other designated people to determine what courses could be handled at other locations Some classes could be handled at local establishments that will allow our use for a period of time
BUILDINGS
If damage to a location forces evacuation of the facility for a length of time the VP of Risk Management will work with
the Executive Vice President of FinancesCFO and other designated people to determine what nearby facilities could be
used for classes for a period of time Local schools are often used for this purpose Addresses of local schools are on the
next page
INSURANCE
There are two people who will need to be contacted from our insurance company immediately upon the closing of a location
due to damage These individuals will give us direction on what can be done as it relates to financing through the insurance
company
These individuals are as follow
Linda Miller-Szanto CIC LIC
Area Vice President
Arthur J Gallagher amp Co of Michigan Inc
161 Ottawa NW Suite 112 Grand Rapids MI 49503
Phone 616-233-0922
Fax 616-233-0923
Linda_Miller-Szantoajgcom
Janet Manning Claims Manager
Arthur J Gallagher Risk Management Services Inc
22930 9 Mile Road
St Clairs Shores MI 48080
Phone 586-774-5415 Ext 238
Fax 586-779-6769 Janet_Manningajgcom
38
Policy Chapter Situational Procedures Date Revised 709
Policy Title Continuity Plan Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
httpmichiganschooltreeorgcounties-page1html
Caledonia High School
9050 Kraft Avenue SE
Caledonia Michigan 49316
616-891-8129
Caledonia Middle School 9230 Kraft Avenue SE
Caledonia Michigan 49316
616-891-8649
Dutton Christian School
6729 Hanna Lake Road
Caledonia Michigan 49316
616-698-8660
39
Purpose
The purpose of fire drills is to ensure the efficient and safe exit of facilities in the case of an emergency Proper drills ensure orderly exit under control and prevent panic Order and control are the primary purposes of the drill Speed in emptying buildings while desirable is not in itself an object and should be made secondary to the maintenance of proper order
Responsibility
Fire drills shall be designed and conducted according to the occupancies specified below Responsibility for the planning and conduct of drills shall be assigned by campus risk management to competent persons qualified to exercise leadership A written record of all drills conducted should be maintained including a critique of the event This record should be maintained by risk management
General Guidelines
Drills shall include suitable procedures to make sure that all persons in the building or all persons subject to the drill actually participate If a fire drill is considered merely as a routine exercise from which some persons may be excused there is a grave danger that in an actual fire the drill will fail in its intended purpose
All drills will be preplanned but not preannounced Fire drills shall be held with sufficient frequency to familiarize all occupants with the drill procedure and to have the conduct of the drill a matter of established routine Sufficient frequency for Davenport University is to hold two fire drills each semester One will be held during the day and another in the evening This will give the majority of faculty staff and students the ability to be involved in a drill
Drills should be carefully planned to simulate actual fire conditions Not only should they be held at varying times but different means of exit should be used based upon an assumption that if some given stairway is unavailable by reason of fire or smoke all the occupants must be led out by some other route Fire exit drills should be designed to familiarize the occupants with all available means of exits particularly emergency exits that are not habitually used during the normal occupancy of the building
Fire Exit Drills in Specific Campus Occupancies
The usefulness of a fire drill and the extent to which it can be carried depends upon the character of the occupancy Drills are most effective in occupancies such as classrooms where the occupant load of the building is somewhat consistent In buildings where the occupant load is of a changing character no regularly organized fire drill is possible
In such cases the fire drills must be limited to the regular employees who can be thoroughly schooled in the proper procedure and can be trained to properly direct other occupants of the building in case of fire In occupancies such as the Student Center regular employees can be rehearsed in the proper procedure in case of fire Such training always is advisable in all occupancies whether or not regular fire drills can be held
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Fire Drills Page Number 1 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
FIRE DRILLS
40
The following sections address some of the special fire drill details which should be observed for specific occupancy classes
A Educational Occupancies ndash Academic and Administrative Buildings
All educational buildings on campus must hold two fire drills per semester preferably during the first four weeks of the semester Faculty and staff shall work in cooperation with risk management in scheduling drills before the semester begins
Evacuation instructions are to be conspicuously posted in each classroom and hallway to provide the necessary evacuation information and ensure orderly egress from the building Signs should also specify that elevators must not be used to exit during a fire drill
Classroom faculty and staff should be familiar with the easiest exit to be used in the fire drill and the alternative exits available Faculty and staff should close (not lock) doors and windows and take responsibility for checking facilities for complete evacuation All personal belongings within reach should be taken from classrooms by students
Handicapped students should inform faculty or staff at the start of the semester of any special requirements with respect to locations and procedures that will best facilitate those students egress from the building in an emergency In general wheelchair users should go to the stairwell which is furthest from the fire and wait for help Fire departments should be notified that stairwells be checked first Other handicapped persons should be assisted by students faculty or staff Do not leave a handicapped person alone
B Residential Occupancies
Residential facilities demonstrate the greatest need for adequate and effective fire exit awareness due to the potential loss of life Fire drills in residence halls must be performed twice a semester at a minimum Because of the nature of the occupancy it is usually the case that additional drills are performed due to false alarms
A major concern in residence hall fire drills is the resistance of residents to evacuate the building in the event of a drill Resident assistants and other staff must take responsibility for the complete and orderly evacuation of the building Education and awareness are key components to an effective fire evacuation program Directional signs in hallways and in each dorm room will help student to become more fully aware of their options
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Fire Drills Page Number 2 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
41
Special consideration must be given to handicapped students with regard to fire safety in residence halls To be most effective handicapped students should be required to evacuate the building during a fire drill regardless of their location in the building Preplanning is key for the handicapped person because hisher own familiarity with the buildings exists and the safest methods of egress is vital First responders should preplan by having designated individuals assigned to evacuate handicapped persons requiring assistance The handicapped person should also seek out buddies to assist in the evacuation and should explain all instructions beforehand No-one should be left behind during a fire drill or fire condition
To facilitate evacuation handicapped persons should be assigned to rooms on ground or egress level whenever possible Rooms should be identified on the outside of the building with a distinctly coded sign to advise the fire department without distinguishing the student If evacuation of a handicapped person is not possible heshe should return to the room close the door or proceed to the nearest stairwell if possible and wait for the fire department rescue For this reason each dorm should have a list of all handicapped students and their room location on file with the fire department
On each floor of the facility the resident staff should proceed down the hall knocking loudly on each door as heshe passes Staff should not unlock each door as this is time consuming and may result in danger to the staff person
C Assembly Occupancies ndash Student Center
Because actual fire drills are not practical for places of non-continuous assembly where the students or public body changes with each program employees or attendants of such places should be schooled in the duties they are to perform in case of fire in order to be of greatest service in effecting an orderly exit
An adequate number of competent attendants must be on duty when assembly occupancy is used Attendants should be instructed in the proper use of portable fire extinguishers and other manual fire suppression equipment if provided
Signs with directions for speedy and orderly egress should be posted
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Fire Drills Page Number 3 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
42
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Fire Drill Checklist Page Number 4 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
FIRE DRILL CHECKLIST
In the event of a fire pull the fire alarm The integrated fire alarm system is for use only in the event of a fire and should
NOT be used to evacuate the building for any other emergency
IMMEDIATELY
Remind students which exit to take as noted in each classroom regardless of where they are parked
Tell them to put on coats and to pick up purseskeys Leave all books notebooks etc in the classroom
Tell all students they MUST move to an area 300 feet from the building
You are to take a roster or safety sign-in sheet and a penpencil with you
Close all classroom windows
Turn off lights
Close all classroom doors
ONCE OUTDOORS
Announce that class is NOT cancelled automatically ndash notification of official cancellation of class will be
announced by campus personnel
Ask students to inform you if they select to leave and take note of all who leave the premises
Confirm through a roster or safety sign-in sheet that all students who were present that day are out of the building
You will be asked by Fire officials to verify this
Do not reenter the building until permission is granted by those having authority
43
Policy Chapter Situational Procedures Date Revised 709
Policy Title Fire Response - Disabilities Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
EVACUATION OF PERSONS WITH DISABILITIES
When emergency evacuation from a building becomes necessary special attention must be paid to the safety of persons
with disabilities Good planning is the best defense against unnecessary accidents and confusion Some people with
disabilities may not need help while others may This is why it is imperative that you ask the person if there is any way you
can be of assistance
Any campus building may have an employee student or visitor who is a person with disabilities The three most encountered are visual aural and mobility
Visibility ndash Visually impaired persons may need guidance to the primary exit or to a secondary exit
Aural ndash Aurally impaired individuals may not realize the alarm is sounding
Mobility ndash Evacuation between floors can be difficult Do not use elevators during emergencies
If persons with disabilities are frequently present in your office classroom or residence hall discuss evacuation plans with
them Travel with them over possible exit routes identify potential obstacles and ask their opinions
Mobility impaired persons should be evacuated by untrained personnel only when the situation is life threatening If it is
determined that there is no immediate danger consider remaining where you are and immediately inform a member of the crisis management team or those responsible for security services
In life-threatening situation where immediate evacuation is necessary always ask the person if you can help Then
personally assist the person with a disability down the stairs Some crutch and cane users may be able to use the stairs
others may not Ask them how they want your help
Wheelchair users should be carried in their chair only when at least two strong people are available who can control the
chair
Communicate with people who are deaf or who have hearing impairments When possible arrange emergency signals in
advance Keep verbal messages short Visual props such as cards or notes can be used to communicate Immediately tell them what is happening and keep them informed of the situation
44
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Flood Response Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
FLOOD RESPONSE
Take immediate steps to ensure the safety of the people in the building Attempt to contain the flood and limit the affected
area This may involve shutting off the water main Contact the Director of Facilities for further instructions on how to
proceed
Major flood issues will be handled by our insurance company Once the source of the flood has been determined and
terminated The insurance company will provide a restoration company for cleanup One of the following two people
needs to be contacted for this information
Linda Miller CIC LIC
Area Vice President
Arthur J Gallagher amp Co of Michigan Inc
161 Ottawa NW Suite 112
Grand Rapids MI 49503
Phone 616-233-0922
Fax 616-233-0923
Linda_Millerajgcom
Janet Manning Claims Manager
Arthur J Gallagher Risk Management Services Inc 22930 9 Mile Road
St Clairs Shores MI 48080
Phone 586-774-5415 Ext 238
Fax 586-779-6769
Janet_Manningajgcom
Academic - Water shutoff valves are located in the lower level mechanical room next to
classroom 001
Cook Resident Hall ndash Water shutoff valves are
located in the southeast corner of the basement
East Residence Hall ndash Water shutoff valves are
located in the southeast corner of the basement
Student Center ndash Water shutoff valves are
located in the mechanical room just north of the
west doors next to the dumpsters
AUTHORIZED FLOOD RESPONSE CONTRACTOR IS AS FOLLOWS
Ameri Pro Restoration
1-888-222-1245 wwwameri-procom
FIRE WATER AND MOLD DAMAGE
45
Policy Chapter Situational Procedures Date Revised 709
Policy Title Hazardous Materials Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
HAZARDOUS MATERIALS
If there is a hazardous materials spill anywhere on location the following steps should be immediately taken
Contact security services facility staff or a member of the Crisis Management team They will take over coordinating the remainder of the emergency response The scene should be immediately secured by not allowing people into the hazardous
area This includes any rescue attempts anyone unable to remove themselves from the affected area will have to wait until
the situation has been fully assessed and emergency personnel have arrived If there is anyone in such a state immediately
contact 911 and notify them of the situation
Isolate the area and take steps to ensure the safety of people as well as the environment with the priority being in that order
Attempt to identify the hazardous materials using any placards visible from a safe distances MSDS sheets found in the
security services office or shipping documents that may be available
Assess the Situation If the spill warrants it contact emergency services to take over the scene If not contact the Director of Security Services andor the Director for Facilities and ask for instructions on how to proceed
There may be the need to shut down the HVAC systems if there is a chemical spill on the highway and a chemical cloud is
approaching the campus There will always be a facility or security personal available to shutdown HVAC units if
necessary
SHUTOFF LOCATIONS
Main shutoffs for the HVAC system in the Academic building can be found in the lower level mechanical
room next to the food prep area on the Westside of the main lecture halls
Main shutoffs for the HVAC system in Cook and East residence halls can be found in the basement
mechanical room
Main shutoffs for the HVAC system can be found in the mechanical room just north of the west doors next to
the dumpsters
SECURITY CELL 616-446-7098
46
Policy Chapter Situational Procedures Date Revised 909
Policy Title Illegal Activities Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
ILLEGAL ACTIVITIES
Security Services is responsible for the investigation of all illegal activities Contact Security Services
immediately at 616-446-7098
If immediate danger exists call 911
Try to remember information regarding suspects vehicle descriptions and direction of travel
Each situation will be documented and investigated by the University andor local law enforcement
INCIDENT REPORTING OF ILLEGAL ACTIVITIES
If you are a victim of or a witness to any criminal activity contact Security Services at 616-446-7098 and they
will assist in documenting the situation and contacting the police department
DO NOT attempt to handle the situation alone
If immediate danger exists call 911
Observe Universal Precautions when coming in contact with any human body fluid Vinyl latex free gloves are
located in the Security Services Office Welcome Center Desk LInC Circulation Desk Administrative Office
Suite third Floor Faculty Lounge Fitness Center and Maintenance OfficeWorkshop
SECURITY CELL 616-446-7098
47
Policy Chapter Situational Procedures Date Revised 709
Policy Title Injury Reporting Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
INCIDENTS RESULTING IN EMPLOYEE INJURIES
If someone is injured as a result of an incident notify Security Services at 616-446-7098
Do NOT move the injured person unless absolutely necessary
Send someone else to call 911 and to give information regarding the medical emergency
Do NOT attempt first aid unless you are trained to do so
Do NOT offer to pay medical expenses admit responsibility or mention insurance
Do NOT apologize for the accident argue the cause or reprimand anyone
Do NOT offer to transport the injured person
A MICHIGAN EMPLOYERrsquoS FORM MUST BE FILLED OUT WHEN AN EMPLOYEE IS INJURED
SECURITY CELL 616-446-7098
48
Policy Chapter Situational Procedures Date Revised 709
Policy Title Media Call Form Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
MEDIA CALL LOG
If media call your location and you cannot transfer the call to a crisis communications
team member as noted obtain the following information and Fax the sheet to
6167321179 or relay the information to the crisis communications team by phone
Date _________________________ Time _____________________
Callerrsquos name _________________________ Callerrsquos phone number _______________ Media organization name _____________________ Location ____________________ Deadline (if given) _________________ Your name __________________________ Work Number _________________ Cell Number _________________ Other Number _________________ Actioninformation requested ________________________________________________ __________________________________________________________________________ Reporterrsquos specific questions ________________________________________________ __________________________________________________________________________ __________________________________________________________________________ What reporter was told _____________________________________________________ __________________________________________________________________________
_________________________________________________________________________________
____________________________________________________________________
If you answer a media call and cannot immediately transfer the call per the chart complete the ldquomedia call logrdquo tell the caller
someone will respond to them as soon as possible and forward the log sheet to the first available crisis communications team member
You may copy the sheet attached and FAX completed sheets to the crisis communications team at 6167321179 or if there
is a power outage relay the information from the ldquomedia call logrdquo to the crisis communications team by cell phone
49
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 1 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
SEVERE WEATHER ndash Class CancellationCampus Closing Policy
Severe winter weather may come in many forms consisting of snow ice and wind Generally each one individually does not result in the cancellation of classes but occasionally the severe combination of all three may cancel classes or possibly close a
campus
Our students are being trained to work in our communities Businesses rarely close due to weather related issues
Davenport will rarely close or cancel classes
DECISION PROCESS
The recommendation to cancel classes or the closing of a campus will be made by the highest ranking student services
and academic leadership member for a specific campus
Information regarding the conditions of the weather can generally be determined by contacting facilities and security
who may be on site Use of the internet is also encouraged for weather information (wwwweathercom) There
is an expectation that the recommendation would be made with help from others
In the chart below you can find criteria that can be used to make this recommendation These criteria will be used to
explain to faculty staff and students why classes were canceled This information will also be tracked by the VP of
Risk Management to help obtain an understanding under what conditions classes are generally canceled so decisions
can become easier in the future
A request to cancel classes will be given to the VP of Risk Management by the highest ranking Student Services
person of a specific campus This request will contain details related to the above chart The VP of Risk
Management will contact the Executive VP of Finance by 530 am with bullet points about the weather conditions of
the effected campus The Executive VP of Finance will contact the President for final approval
The process to close a location will be the same as above however the EVP for Organizational Development and the
VP of Risk Management must concur with the decision to close a campus before the EVP of Finance is contacted
DESCRIPTION EXAMPLE
Current Length of Storm 4 or More Hours
Additional Anticipated Length of Storm 4 or More Hours
Strength of Wind 21 or More
Visibility 025 Mile
Wind Chill -30
Current Snowfall 8 or Above
Future Anticipated Snowfall 4 or Above
Ice Coverage Any Ice
Area CollegeUniversities Closed Yes
Roads closed by State Police Yes
Information
can be found
on internet
Feel free to
use
wwwweather
com
50
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 2 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
Once approval has been obtained for classes to be canceled at a specific campus the VP of Risk Management
will
1 Initiate the DU-Alert as early as 530 am DU-Alert will contain the following information
a Closed building vs Canceled classes b Day vs evening classes c Who should report to work d What events need to be canceled
2 Notify University Communication so the proper information can be placed on our website and be sent to
Faculty and staff by email Contact Rick Jensen first at 616-706-2608 and Von Franklin at 616-481-3083 It
will be the responsibility of communications to post the appropriate communication on the website
3 Notify the appropriate Director of Student Services so information can be relayed to specific campus
personnel
4 Call CSC at 800 am to inform them of weather issues It will be the responsibility of CSC to be notified of
issues through DU-Alert prior to 800 am 1212 Extension
1-800-322-3984
5 Contact Malachi Hooser of the Call Center about the weather issues
616-308-9232 Cell
616-554-5386 Office
Location Student Servicesrsquo leadership will be responsible to
1 Notify the appropriate TV and radio stations 2 Update the Emergency Hotline
QUESTIONS AND COMPLAINTS
Questions and complaints from faculty staff or students regarding the decision to cancel classes or close a location
should be sent to the VP of Risk Management
TIME OF DECISIONS
Morning cancellations will be announced by 6 am
Afternoon cancellations will be announced by 10 am
Evening class cancellations will be announced by 3 pm
51
DU Campus Closing Line Main Menu Greeting
YOU HAVE REACHED THE DAVENPORT UNIVERSITY CAMPUS CLOSING LINE IF YOU KNOW
YOUR TWO DIGIT CAMPUS IDENTIFICATION NUMBER YOU MAY DIAL IT AT ANY TIME DURING
THIS MESSAGE FOR FULTON DIAL 01 FOR LANSING DIAL 03 FOR KALAMAZOO DIAL 04 FOR
MIDLAND DIAL 05 FOR BATTLE CREEK DIAL 08 FOR HOLLAND DIAL 09 FOR FLINT DIAL 10 FOR
SAGINAW DIAL 11 FOR WARREN DIAL 12 FOR ALMA DIAL 15 FOR CARO DIAL 16 FOR GAYLORD
DIAL 19 FOR TRAVERSE CITY DIAL 20 FOR LETTINGA DIAL 33 OR FOR LIVONIA DIAL 35 TO
LISTEN TO THIS MESSAGE AGAIN TOUCH THE KEY
Suggested Message for the Individual Campuses ltCAMPUS NAMEgt CLASSES ARE IN SESSION AS SCHEDULED
Example
LETTINGA CAMPUS CLASSES ARE IN SESSION AS SCHEDULED
To change a message
1 Dial 7002 for voice item maintenance
2 Dial the application ID for the message yoursquod like to change
3 Dial the password for the application
4 Dial 2 to review the current recording
5 Listen to the recording to make sure you are changing the correct one
6 Dial 5 to begin recording
7 Say the message yoursquod like callers to hear
8 Dial to end recording
9 Dial 2 to review the recording
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 3 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
52
CHECKLIST
Student Services Representative
Student Services and Academic Leadership decide to make a recommendation on classes being canceled or
the building closed
Decision will be assisted by facilities andor security that may be on site
Decision to cancel class will be made for the morning by 5 am and announcement will go out at 6 am Decision to cancel class will be made for the afternoon by 930 am and the announcement will go out by 10
am Decision to cancel class will be made for the evening by 230 pm and the announcement will go out by
300 pm
Student Services representative will call VP of Risk Management with cancelation of classes or closing of
a campus using the appropriate statistics found at wwwweathercom
Student Services representative will put a message on the emergency hotline and remember to update it as
necessary
Student Service representative will contact local TV and radio stations
Student Service representative will activate their call tree as appropriate
VP of Risk Management
VP of Risk Management will contact appropriate Executive Vice Presidents who will then obtain
permission from the president
VP of Risk Management will contact specific Directorrsquos of Student Services to report the decision
DU-Alert will be activated to the affected campuses
Contact Communications
Contact Web site administration
Contact CSC
Contact Call Center
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 4 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
53
EXAMPLE OF A BLIZZARD WARNING
URGENT - WINTER WEATHER MESSAGE
NATIONAL WEATHER SERVICE GRAND RAPIDS MI
428 AM EST THU DEC 10 2009
MUSKEGON-OTTAWA-KENT-ALLEGAN-BARRY-VAN BUREN-KALAMAZOO-
INCLUDING THE CITIES OFMUSKEGONJENISONGRAND RAPIDS
HOLLANDHASTINGSSOUTH HAVENKALAMAZOO
428 AM EST THU DEC 10 2009
BLIZZARD WARNING REMAINS IN EFFECT UNTIL 4 PM EST THIS
AFTERNOON
HAZARDOUS WEATHER
SNOW SHOWERS WILL CONTINUE TO INTENSIFY EARLY THIS MORNING 2
TO 4 INCHES OF SNOW ACCUMULATION CAN BE EXPECTEDALTHOUGH
LOCALLY HIGHER AMOUNTS ARE POSSIBLE
WEST WINDS OF 20 TO 30 MPH WILL GUST UP TO 40 MPH THESE WINDS
WILL CAUSE CONSIDERABLE BLOWING AND DRIFTING OF SNOW VISIBILITIES WILL FREQUENTLY BE REDUCED TO NEAR ZERO AT TIMES
THROUGH THIS AFTERNOON
GUSTY WINDS ALONG WITH RAPIDLY FALLING TEMPERATURES WILL
PRODUCE SUB ZERO WIND CHILLS
IMPACTS
TRAVEL WILL BE SEVERELY IMPACTED WITH SNOW BLOWING
SNOWAND BITTER COLD WIND CHILLS BLIZZARD CONDITIONS ARE
EXPECTED THROUGHOUT MUCH OF THE DAY ESPECIALLY ALONG US HIGHWAY 131
POWER OUTAGES WILL BE POSSIBLE DUE TO THE STRONG GUSTY WINDS
PRECAUTIONARYPREPAREDNESS ACTIONS
IT WOULD BE BEST NOT TO TRAVEL TODAY
IF YOU MUST TRAVELKEEP AN EXTRA FLASHLIGHTFOODAND
WATER IN YOUR VEHICLE IN CASE OF AN EMERGENCY
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 5 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
54
EXAMPLE OF HOLLAND AT WWWWEATHERCOM
Right Now Next 36 Hours
Today Tonight Tomorrow
Light Snow Snow Snow Shower AM Snow Showers
30degF 32deg 27deg 33deg
Feels Like 21deg High Low High
Past 24-hr Precip 029 in (est) Snow 29 in (est)
Chance of Precip 80
Chance of Precip 80
Chance of Precip 60
Wind From W at 12mph
Wind W at 18 mph
Wind W at 17 mph
Wind W at 14 mph
Humidity 69 64 62 62
Dew Point23deg
Pressure 2980 in
Visibility 10 mi
UV Index 0 - Low 1 - Low -- 1 - Low
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 6 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
55
CONTINUED EXAMPLE OF HOLLAND AT WWWWEATHERCOM
Daylight Remaining 6 hrs 1 min Sunrise 755 am Sunset 512 pm Sunrise 756 am
Through 5pm A steady snow will continue to fall through late afternoon Cloudy and windy Temperatures reaching the low 30s Winds W at 15 to 20 mph Chance of snow 80 Additional snowfall of 1 to 2 inches through 430pm
Snow showers early with a steadier snow developing late Colder Temps nearly steady around 30 Winds W at 15 to 25 mph Chance of snow 80 1 to 3 inches of snow expected
Variably cloudy with snow showers Low 27F Winds W at 15 to 25 mph Chance of snow 80 Snow accumulating 1 to 2 inches
Mainly cloudy with snow showers around in the morning High 33F Winds W at 10 to 20 mph Chance of snow 60 Snow accumulations less than one inch
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 7 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
56
Policy Chapter Situational Procedures Date Revised 709
Policy Title Severe Weather Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
CLASS CANCELLATIONS PROCEDURES
GREATER GRAND RAPIDS ndash HOLLAND AND LETTINGA
CLASS CANCELLATIONS PROCEDURES
NOTE All staff are to report to work as long as they are not endangering themselves in the process
The Director of Security Services will input information for all campuses in the GRAIL WEB system and at
wwwcancellationscom
1 When closings occur the Director of Security Services or his alternate will input closing data to the
GRAIL WEB site which will result in local media announcements
2 Day Classes ndash Weekdays (Monday through Friday) the Director of Security Services or alternate will check on weather and road conditions should weather become severe
a When day classes (prior to 400 pm start) need to be canceled the Director of Security Services
will contact one of the following in the order listed
i The ED of Student Services (Lettinga)
Tom Woods (517) 230-9834 (cell)
ii The ED of Academic Services (Lettinga)
Joy Harrison (Lettinga) (616) 301-2175 (home) (616) 283-2910 (cell)
iii The Director of Student Services (Holland)
Linda Sievert (616) 942-7735 (home) (616)745-3030 (cell)
b The EDs will inform
ii The Lettinga Asst Directors
Don Fowler (269) 383-5626 (home) (269) 598-7546 (cell)
Nygil Likely (616) 724-4206 (home) (616) 717-8243 (cell)
iii The Holland Director of Student Services
Linda Sievert (616) 942-7735 (home) (616)745-3030 (cell)
iv The Dir of Security Services
Eric Patterson (616) 459-8603
who will access wwwgrailwebcom and TV-13 (616) 785-1313 to
input the West Michigan locations (s) being closed and for how long
These decisions will be broadcast by 600 am
57
Policy Chapter Situational Procedures Date Revised 709
Policy Title Severe Weather Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
3 Evening Classes ndash Weekdays (Monday through Friday) the EDrsquos (see 2b i ii and iii above) and the Director of
Security Services will decide on cancellations for classes starting after 400 pm
The Director of Security Services will access wwwgrailwebcom and TV-13 (616) 785-1313 to input exactly
which locations (s) are being closed and for how long
4 Weekend Classes ndash The Security Services Officer on duty will contact 1) the Director of Security Services 2) the ED
of Student Services 3) the D for Holland or 4) ED for Academic Services at Lettinga (See 2 a and b above) The
individual contacted will
a Make the decision to close Lettinga and Holland locations
b Relay decision to the Director of Security Services who will access wwwgrailwebcom and TV-13 (616)
785-1313 to input exactly which locations (s) are being closed and for how long
c Contact the EDs and D (see 2a and b above) to tell them of the closings
Saturday classes will be canceled by 600 am
Sunday classes will be canceled by 800 am
5 Phone Messages ndash During any of the seven days of the week the Director of Security Services or designee will contact
Lettinga a Kirsten Scott (616) 554-5311 andor (616) 891-7623 or
b Sally Kuipers (616)742-2070 andor h(616)452-2349 or c(616)560-7478
Holland
c Rhonda Prins at 616-218-9896 or 616-395-4608
to change the message on the switchboards notifying incoming callers that classes have been canceled The
switchboards will carry the specific message as long as appropriate
6 OTHER THAN WEATHER RELATED CLOSINGS ndash Closings for other reasons will be determined by the
campuslocation leader with notification to the ED and Director of Security Services for posting to GRAIL Here are some guidelines
a Electrical Gas Leak Water ndash two hour delay unless need for longer closing is obvious
Contact numbers can be found on the ldquoLocation Communication Treerdquo procedure located in this document
Davenport University Connect Hotline Number is 1-800-525-8282
58
Purpose
The purpose of tornado drills is to provide shelter for the campus community during a tornado warning In these cases faculty staff and students should not evacuate the building since this may cause injury During a tornado
warning you have only a short time to find shelter Advance planning and a quick response are the keys to surviving
this type of inclement weather The University values the safety of each individual and expects that people will take
responsibility for safeguarding their welfare
Regulation
Effective March 30 1998 House Bill 5237 amended the Michigan Fire Prevention Cote Act 207 PA 1941 as
amended Section 19 to require Tornado Drills in Schools The new requirement applies to all schools including
state supported schools colleges universities and school dormitories
Sec 19 (3) now requires a minimum of 2 tornado safety drills for each school year at the schools and facilities hellip
These drills are for the purpose of preventing hazards and injuries in the event of severe weather
Responsibility
Responsibility for the planning and conduct of drills shall be assigned by campus risk management to competent
persons qualified to exercise leadership A written record of all drills conducted should be maintained including a
critique of the event This record should be maintained by risk management
General Guidelines
Drills shall include suitable procedures to make sure that all persons in the building or all persons subject to the
drill actually participate If a tornado drill is considered merely as a routine exercise from which some persons may
be excused there is a grave danger that in an actual tornado the drill will fail in its intended purpose All drills
should be pre-planned and preannounced
Definitions
Severe Weather Includes thunder lightening hail wind and heavy rains
Tornado A violently rotating column of air in contact with the ground
Watch Indicates that conditions are favorable for a particular type of weather to occur
Warning Indicates that a particular type of weather is or will soon be occurring
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Tornado Drills Page Number 1 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
TORNADO DRILLS
59
Specified Occupancies
Educational Occupancies ndash Academic and Administrative Buildings
All educational buildings on campus must hold two sets of tornado drills one in the spring and one in the Fall
preferably during the first four weeks of the semester Faculty and staff shall work in cooperation with risk
management in scheduling drills before the semester begins A ldquosetrdquo can be defined as a tornado drill during
the day and one in the evening in order to involve as many staff and students as possible
Locations of tornado shelters are to be conspicuously posted in each classroom and hallway to provide the
necessary information and ensure orderly movement through the building Signs should also specify that
elevators must not be used to exit during a tornado drill
Faculty and staff must be familiar with the tornado shelter locations and will assist students to these shelters
Handicapped students should inform faculty or staff at the start of the semester of any special requirements with
respect to procedures that will best facilitate those students
Residential Occupancies
Residential facilities demonstrate the greatest need for adequate and effective tornado shelter awareness due to
the potential loss of life Tornado drills in residence halls must be performed twice each year one in the spring
and Fall
A major concern in residence hall tornado drills is the resistance of residents to go to the designated tornado
shelters Resident assistants and other staff must take responsibility for the complete and orderly movement of
the students through the building Education and awareness are key components to an effective tornado drill
program Location of shelter in each apartment will help student to become more fully aware
Special consideration must be given to handicapped students with regard to tornado drills in residence halls To
be most effective handicapped students should be required to move to tornado shelters during a tornado drill
regardless of their location in the building Preplanning is key for the handicapped person because hisher own familiarity with the tornado shelter locations and the safest methods of egress is vital The handicapped person
should also seek out buddies to assist
On each floor of the facility the resident staff should proceed down the hall knocking loudly on each door as
heshe passes Staff should not unlock each door as this is time consuming and may result in danger to the staff
person
Assembly Occupancies ndash Student Center
Because actual tornado drills are not practical for places of non-continuous assembly where the students or
public body changes with each program employees or attendants of such places should be schooled in the
duties they are to perform in case of a tornado drill An adequate number of competent attendants must be on
duty when assembly occupancy is used Signs with directions for speedy and orderly egress should be posted
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Tornado Drills Page Number 2 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
60
TORNADO DRILL CHECKLIST
INDOORS
1 Information about severe weather will be given to the campus community if known in advance
2 A Tornado Watch is the time to review emergency action plans and determine the nearest tornado shelter
3 Tornado shelter plans will be posted in each classroom
4 During a tornado watch one person will be designated to monitor the weather by computer or weather radio
5 When the community siren is activated or information is obtained through computer monitoring faculty and
staff will move students to the appropriate tornado shelters
6 DU-Alert will be activated for the individual campus that has the tornado warning The following are the
individuals who can access DU-Alert
Duane Terpstra
Office 616-732-1155
Cell 616-581-5295
Home 616-786-0293
Matthew Miller
Office 586-620-4050
Cell 616-780-6346
Shallan Spielmaker
Office 517-367-8211
Cell 616-581-1453
Nathan Schumacher
Office 586-620-4054
Cell 586-201-8099
7 There will be monitoring equipment in a designated shelter to determine the completion of the warning
8 Do not use elevators and stay away from windows
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Tornado Drill Checklist Page Number 3 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
61
OUTDOORS
1 Seek indoor shelter if possible
2 Parked motor vehicles are unsafe Seek indoor shelter
3 If an indoor shelter is not available and there is not time for escape lie flat in a ditch or low spot
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Tornado Drill Checklist Page Number 4 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
62
Policy Chapter Situational Procedures Date Revised 709
Policy Title Tornado Policy Page Number 2 of 3
CRISIS MANAGEMENT MANUAL
University Crisis Management
TORNADO SHELTER AREA ACADEMIC BUILDING ndash Shelters are in green
areas
63
Policy Chapter Situational Procedures Date Revised 709
Policy Title Tornado Policy Page Number 3 of 3
CRISIS MANAGEMENT MANUAL
University Crisis Management
TORNADO SHELTER RESIDENCE HALLS ndash Shelters are in green areas
TORNADO SHELTER STUDENT CENTER ndash Shelter are in green areas
64
Policy Chapter Situational Procedures Date Revised 709
Policy Title Stalking Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
STALKINGTHREATSHARRASSMENT
IF OCCURRING ON CAMPUS
Contact those individuals who are responsible for security services or your student services representative They will
evaluate the situation and contact police authorities if necessary
If fear of bodily harm exists call the Police Department at 911 and then locate security services personnel
If you receive a ldquoPersonal Protection Orderrdquo or PPO from the court provide a copy of the order to the office of Security
Services
IF OCCURRING OFF CAMPUS
Contact the police at 911 followed by security services personnel
Copies of Personal Protection Orders are kept on file These documents should be updated as necessary and will be shared with location personnel on a need to know basis
As with any incident on location an incident report should be filled out and kept on file for future reference
The next page is an example of the information that can be given to those at a location in order to assist in identifying the
individual responsible This information upon approval of the victim can be kept at a main entrance desk welcome center
or other location where staff may meet people as they enter the building
Stalking is a willful course of conduct involving repeated or continuing harassment of another individual
that would cause a reasonable person to feel terrorized frightened intimidated threatened harassed or
molested and that actually causes the victim to feel terrorized frightened intimidated threatened harassed
or molested 750411h
SECURITY CELL 616-446-7098
65
Policy Chapter Situational Procedures Date Revised 709
Policy Title Stalking Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
66
Policy Chapter Situational Procedures Date Revised 909
Policy Title Suicidal Remarks Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
SUICIDAL REMARKS
With the diverse student body with varying age groups and backgrounds the potential exists for suicidal tendencies among
students who are attending classes It is critical that our staff respond to these individuals correctly and with care to ensure
that the safety of our student body is preserved and that the individual is properly cared for
When confronted with a student who is making suicidal remarks you should contact a security services or a student services
representative as soon as possible Security Services personnel with help from Student Services will coordinate any
further response
It is important to isolate this student from the rest of the student population and keep them under watch throughout the entire
incident At no time should a student who has made such statements be left alone Every effort should be made to keep
them on location If the individual insists on leaving inform them that you believe this to be unwise but allow them to leave if they insist If the student does leave contact the Police Department to inform them of the situation Attempt to give the
police a description of both the person and the vehicle they are driving as well as contact information if available
Ask the student if there is a mental health professional that they have been seeing and ask if they have the contact number
for that person If they do have them contact that individual Ask the student if there is a family member or friend that can
transport himher off site
A DU employee should only willingly allow a suicidal student to leave if there is a third party present to transport them
Under no circumstances should the student be allowed to leave on their own even if they state that they are feeling better
without some resistance from the University employee
67
SUICIDE ATTEMPT
Student Suicide Protocol All Campuses (Non-Housing)
1
st Staff Responder First Steps (Immediately)
When you enter the room or vehicle
Is the area safe
Check for vital signs
Call 911Security ServicesStudent Services based on the resources available
Gather information
Identify student if possible
Identify method of suicide if possible
Are you able to contain the area YesYes with assistanceNo
Determine how many students if any are awareimpacted by the situation and who they are
Contact ED of Student Affairs (Paul Ballard) or ED of Security Services (Matt Miller) or VP of Risk
Management (Terpstra) and inform with what you know
Name of Student
Method of suicide
What you know about the student (Team clubs friends etc)
If area is contained or does it need to be contained
How many students are immediately affected and who they are
What location will the affected students be quarantined
If security or police have arrived your focus is the affected students
Quarantine affected students in a separate area
Discuss with them that someone from the University will be contacting the studentrsquos family and for them
not to refrain from contacting the family out of respect and care for them until a trained professional
contacts them
Determine if the studentrsquos circle of friends is complete or if others need to be quarantined temporarily
Comfort the students as best you can and assess individualrsquos risk levels
Remain with the students until a trained counselor arrives
1st Professional Staff Responder Next Steps (1 to 24hrs)
Create incident report
Relocate displaced classes if needed
Check in and identify additional students or staff that require mentalemotional support
1st Professional Staff Responder Final Steps (24-48 hrs)
Check in and identify additional students or staff that require mentalemotional support
Aid in gathering the deceased individualrsquos personal belongings if necessary
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Suicidal Attempt Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
68
Missing Student Protocol
(Not process for Study Abroad Missing Student)
A campus is contacted by a person requesting information on a student that the caller assumes is missing This
person is worried because they have not been contacted by the student for an unusual length of time You explain to
the caller that you cannot give out specific information about a student but would be willing to work with the police
if they would report the issue
Once you disconnect from the caller you take the following steps
Contact ED of Student Affairs (Paul Ballard) or ED of Security (Matt Miller) or VP of Risk Management (Terpstra)
Student Services or
Security Services
Contact the person responsible for investigations on your campus This may be Security
Services or Student Services depending on the resources on the campus Contact the
caller and ask the below question
Determine relationship to student
Why do you think they are missing
Date time location the student was last seen
General routine of student (Close circle of friends)
Studentrsquos cell number
Does the student have a Social Media account Make model color and license plate of vehicle
Have they filed a missing persons report
Is there any medical or emotional condition we should be aware of
Establish a timetable where you will contact them again
General Investigative Steps
Call and text the student
Send the student an Email
Check with instructors on attendance of student (w photo)
Check emergency information in Banner
Check SPACMNT for comments and FERPA waivers
Go to studentrsquos classroom
Check card access and dining swipes (if applicable)
Check social networking sites
Contact known FriendsClassmates fill in any information gaps from that caller did not know
Check for student car in parking lot
Contact CSC for last log in
Check the websites to see if student has been arrested ex httpswwwaccesskentcomInmateLookup
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Missing Student Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
69
Missing Student Protocol
(Not process for Study Abroad Missing Student)
If proof of life has been established or check list has been completed Contact ED of Student Affairs (Paul Ballard)
or ED of Security (Matt Miller) or VP of Risk Management (Terpstra)
If student is found
Have them contact the person that called (if applicable) with University personnel present
If student does not want the person to know where they are have them meet with EDSA Paul Ballard
ED of SA will make contact with the caller and give them FERPA based info
If student is hospitalized or unable to return to school initiate protocol for medical withdrawal
If student is not found
Student Affairs will call emergency contact number
Student Affairs will follow up with caller
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Missing Student Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
70
Policy Chapter Situational Procedures Date Revised 909
Policy Title Utility Failure Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
UTILITY FAILURE
ELECTRICAL FAILURE
All individuals should remain where they are
Security Services personnel will assist with building evacuation if necessary
Security Services personnel will notify Consumers Power
If the power comes back on in a short time (two hours or less) operations will resume
If the power remains off for longer than two hours campus leadership will make a decision on whether or not to
close the campus
GAS LINE BREAK OR LEAK
Report the break or leak to Security Services 616-446-7098
Security Services will clear the immediate area and evacuate the building if needed
DO NOT turn off radios lights computers or other office equipment
Security Services will contact the utility company
WATER MAIN BREAK
Security Services or facilities will contact the Water Department
All employees and students should be notified that the restroom facilities will not be available
SECURITY CELL 616-446-7098
71
Policy Chapter Updating Process Date Revised 709
Policy Title Post Incident Debriefing Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
POST INCIDENT DEBRIEFING
Once the incident is over a debriefing should take place with those who were involved The purpose of this process is to improve our reaction to future incidents The following is a general list of questions that can be asked
Type of Incident
Date of Incident Time of Incident
Initial notification received by
Was the VP of Risk Management notified soon after the event [ ] Yes [ ] No [ ] NA
Were the appropriate people notified of the situation [ ] Yes [ ] No [ ] NA
Was there good communication with the Risk Management Team [ ] Yes [ ] No [ ] NA
Was there good communication with the local Crisis Management Team [ ] Yes [ ] No [ ] NA
Was there appropriate communication with Cabinet Members [ ] Yes [ ] No [ ] NA
Was there appropriate communication with Faculty Staff and Students [ ] Yes [ ] No [ ] NA
What changes could there have been to make communication better
What actions were taken that was effective
What are the opportunities for improvement
What changesadditions are needed for the crisis management manuals
On the back of the page map the incident timeline
72
Policy Chapter Testing Date Revised 709
Policy Title Testing amp Training Process Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
TESTING amp TRAINING
The testing process for possible crisis situations will be done in the following three ways
1 Scenarios will be presented to the Risk Management and Crisis Management teams in the form of table top exercises This will be done in the regular meetings
2 Simulation of actual events
3 Instruction is given on how to react to a crisis The below document is given to all employees and placed in many
locations within the facilities
EMERGENCY RESPONSE PROCEDURES
University Crisis Management
Emergency Response
Security Management
LOCATION CRISIS MANAGEMENT TEAM
HOW TO REPORT AN INCIDENT
SUSPICIOUS PERSONS
STALKINGTHREATSHARASSMENT
VIOLENT BEHAVIOR
ACTIVE SHOOTER RESPONSE
BOMB THREAT
UTILITY FAILURE
FIRE RESPONSE
SEVERE WEATHER
FIRST AIDBLOODBORNE PATHOGENS
MAIL SECURITY
73
GLOSSARY OF TERMS
1 CMT- Crisis Management Team A crisis management team consists of representatives from Human Resources Security Services Facilities IT etc These teams are located at every location within the University and are responsible for crisis management at that particular location
2 RMT ndash Risk Management Team The risk management team consists of representatives from Human Resources Security Services Facilities IT etc This team is located at Lettinga and is responsible to develop procedures manage crisis management teams and communicate with the administration
3 EOC ndash Emergency Operations Center Headquarters for the Crisis Management team to manage and coordinate the companyrsquos business recovery efforts
Policy Chapter Appendix A Date Revised 709
Policy Title Glossary of Terms Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
74
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic Lower West Page Number 1 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
Gas Valve Electrical Panel
Geothermal
Pumps
75
Sprinkler Shutoff
Water Shutoff
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic Lower East Page Number 2 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
76
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 1st West Page Number 3 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
77
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 1st East Page Number 4 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
78
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 2nd
West Page Number 5 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
79
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 2nd
East Page Number 6 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
80
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 3rd
West Page Number 7 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
81
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 3rd
East Page Number 8 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
82
Water Shutoff Electrical
Shutoff
Gas Shutoff
Fire Suppression
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Student Center Lower Level Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
83
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Student Center Main Level Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
84
Electrical
Shutoff
Water Shutoff
Fire Suppression
All Shutoffs
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Cook Hall Basement Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
85
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Cook Hall Floors 1-4 Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
F1 F2
F3 F4
86
Electrical Shutoff
Water Shutoff
Fire Suppression
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Meijer Hall Basement Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
87
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Meijer Hall Floors 1ndash5 Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
F1 F2 F3
F4 F5
88
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title South Hall 1st amp 2
nd Floor Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
F1
F2
89
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title South Hall 3rd
and 4th Floors Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
F3
F4
90
Policy Chapter Appendix C Date Revised 709
Policy Title General Telephone Numbers Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
NAME WORK NUMBER CELL NUMBER TITLE
Anderson Kristine 616-742-1726 231-329-4667 Director of Employee Relations
Ballard Paul 616-554-5687 616-862-6532 Exe Director of Student Affairs
Bean Brent 616-451-3511 ext 1495 616-889-3875 IT S Manager
Beausoleil Gail 616-554-5394 616-292-5446 Director of Career Services
Bill Chris 616-732-1151 616-540-7396 VP or Human Resources
Bloom Deb 616-732-1124 616-340-3402 Exe Dir Of government amp Com Relations
Bruyn Kim 616-732-1165 616-540-7711 Exc VP for Advancement
Caledonia Fire amp Rescue 616-891-0940 Caledonia Township Fire amp Rescue
Caledonia High School 616-891-8129 Caledonia High School
Caledonia Middle School 616-891-8649 Caledonia Middle School
Communication Fax 616-732-1179 Communication Fax
CSC 1-800-322-3984 Customer Support Center
Donovan Sherri 616-233-3472 616-233-3472 Exe Director of Academic Services
Dutton Christian School 616-698-8660 Dutton Christian School
Engblom Rob 616-554-5087 865-803-7350 Exe Director of Housing
Finkler Kathy 616-732-1085 616-446-5303 Director of Customer Support
Fischer John 616-554-5005 616-822-1088 Director of Facilities
Fisher Christine 616-732-1168 616-340-2525 Exe Administrative Assistant
Fowler Don 616-732-1206 269-598-7546 Director of Student Services
Harrison Joy 616-554-5820 616-283-2910 Exc Director of Academic Services
Hogan Brian 616-437-3234 HiTec Cleaning Services
Hooser Malachi 616-5545386 616-308-9232 Call Center Manager
Hotline 1-800-525-8282 Emergency Hotline
IT Weekend Emergency Number 616-481-6011 IT Weekend Emergency Number
Jensen Rick 616-732-1172 616-706-2608 News Information Manager
Jones Apple 616-554-4743 616-560-4856 Department Coordinator
Kent County - Main 616-632-6100 Kent County Sheriff Department
Kent County - Substation 616-632-6490 Kent County Sheriff Department
Kingrey Daryl 616-554-5395 616-481-2239 VP of Admissions
Knechtel Heather 616-554-5388 517-974-5793 Director of Admissions
91
Policy Chapter Appendix C Date Revised 709
Policy Title General Telephone Numbers Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
NAME WORK NUMBER CELL NUMBER TITLE
Kraska Nick 616-7732-1120 HRIS Coordinator
Lemmon Bill 616-732-1087 616-450-4933 Director of Networking
Lemmon Nicholas (Hi-Tec) 616-662-1623 616-732-1303 VP of Operations - Hitec Cleaning
Likely Nygil 616-554-5316 616-719-6457 Director of Student Services
Loud Tammy 616-554-5396 517-490-5940 VP of Student Services
Lowden Paul 616-554-5050 616-901-1787 Director of Athletics
MacDonald Meghan 616-554-4766 616-610-7690 Bookstore Manager
Manning Janet 616-774-5415 ext 238 Gallagher Risk Management Services
McCormick Nathan 616-732-1128 616-745-7142 Exe Director of Facility Operations
McLaughlin Karen 616-698-7111 616-970-5866 Asst Director of LInC
Miller Brian 616-732-1195 616-821-2618 VP of IT
Miller Linda 616-233-0922 VP Arthur Gallagher Insurance
Miller Matthew 586-620-4050 616-780-6346 Exe Director of Security
MSP 616-647-0800 Michigan State Police
Page Sally 616-554-5668 616-780-1394 Exe Director of Libraries
Salinas Kim 616-732-1072 616-813-7165 Benefits Manager
Scott Kirsten 616-554-5311 616-891-7623 Adm Asst Student amp Career Services
Security Services 616-446-7098 Security Services
Shull Lindsey 616-554-5528 616-901-2036 Regional Health Internship Manager
Sievert Linda 616-395-4603 616-745-3030 Director of Student Services - Holland
Stodola Mike 616-554-5138 616-893-7314 Director of Student Center
Terpstra Duane 616-732-1155 616-581-5295 VP of Risk Management
Teuscher Jolene 616-732-1096 616-318-4669 Employee Relations Manager
TV 13 616-785-1313 TV 13
Wagner Natalie 616-554-5821 616-901-0666 Executive Director of Student Life
Williams Ben 616-732-1104 517-303-4955 Information Technology Services
Woods Tom 616-554-5301 517-230-9834 Exe Director of Student Services
92
Family Educational Rights and Privacy Act of 1974 (FERPA)
The Family Educational Rights and Privacy Act (FERPA) is a federal law designed to protect the privacy of students education records The law applies to all schools that receive funds under an applicable program of the US Department of Education
FERPA gives parents certain rights with respect to their childrens education records These rights transfer to the student or former student who has reached the age of eighteen or is attending any school beyond the high school level Students and former students to whom the rights have transferred are called eligible students
Parents and eligible students have the right to inspect and review all of the students education records maintained by the school Schools are not required to provide copies of materials in education records unless for reasons such as great distance it is impossible for parents and eligible students to inspect the records Schools may charge a fee for copies
Parents and eligible students have the right to request that a school correct records believed to be inaccurate or misleading If the school decides not to amend the record the parent or eligible student then has the right to a formal hearing After the hearing if the school still decides not to amend the record the parent or eligible student has the right to place a statement with the record commenting on the contested information in the record
Generally the school must have written permission from the parent or eligible student before releasing any information from a students record However the law allows schools to disclose records without consent to the following parties
o school employees who have a need-to-know o other schools to which a student is transferring o certain government officials in order to carry out lawful functions o appropriate parties in connection with financial aid to a student o organizations doing certain studies for the school o accrediting organizations o individuals who have obtained court orders or subpoenas o persons who need to know in cases of health and safety emergencies o state and local authorities within a juvenile justice system pursuant to specific state laws
Schools may also disclose without consent directory type information such as a students name address telephone number date and place of birth honors and awards and dates of attendances However schools must tell parents and eligible students about directory information and allow parents or eligible students a reasonable amount of time to request that the school not disclose directory information about them
Schools must notify parents and eligible students of their rights under this law The actual means of notification (special letter inclusion in a PTA bulletin student handbook or newspaper article) is left to the discretion of each school
For additional information or technical assistance call (202) 260-3887 or TDD (202) 260-8956 or contact
Family Policy Compliance Office US Department of Education 600 Independence Avenue SW Washington DC 20202-4605
Policy Chapter Appendix D Date Revised 0111
Policy Title FERPA Facts Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
93
EMERGENCY NOTIFICATION SCRIPTS
Test Message
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System This is a test of the mass notification system Davenport University is using this system to keep you informed in the event of an emergency If this had been an actual emergency you would receive official information andor instructions This concludes this test of Davenportrsquos Mass Communication Alert System Thank you for your attention END OF MESSAGE (SMS) This is a test of Davenportrsquos Alert System If this had been an actual emergency you would receive official information andor instructions
Natural Disasters
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System On June 2 2009 a Tornado struck the Caro Campus Damages are reported to be light No injuries have been reported The campus is closed until further notice All students should stay away Be advised that roads may be damaged Travel with caution Thank you for your attention End of Message (SMS) On June 2 2009 a Tornado struck the Caro Campus Damages are reported to be light The campus is closed until further notice
Armed Suspect
(Phone)(E-Mail) This is a message on the Davenport Mass Communication Alert System At June 2 2009 an individual possessing a firearm was reported to be on the Warren Campus The Warren police department has been notified of the situation and is presently on campus We urge everyone on campus to remain in your residence classroom or office with the doors and windows secured If you are currently off campus stay away until further notice Please call 911 if you observe any threatening individuals on or near to campus Thank you for your attention End of Message (SMS) On June 2 2009 at 900 aman individual possessing a firearm was reported to be inside our Livonia Campus Stay in place amp barricade
Policy Chapter Appendix E Date Revised 709
Policy Title Emergency Notification Scripts Page Number 1 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
94
Assault with a Deadly Weapon
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System It has been reported to Davenport University that an individual was recently a victim of an assault with a knife in the parking lot at the Flint campus This took place on June 2 2009 at 1000 am The individual sustained minor injuries and is being treated at a local hospital The incident is still an on-going investigation with the Flint police department Students are advised to be cautious and call 911 to report any suspicious behavior or persons Thank you for your attention End of Message (SMS) On June 2 2009 at 1000 am an individual at the Flint campus was a victim of an assault wa knife Student are advised to be cautious
Bomb Threat
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System On June 2 2009 at 1100 am Davenport University received a threat from an unknown caller that a bomb was set to go off at the Holland campus at Noon The Holland Police departmentrsquos bomb squad is at the scene and conducting a full investigation It will also be assessing the threat level to the University The building has been evacuated and all persons still inside the building must evacuate now A secure perimeter has been established around the area and it is off limits until further notice Thank you for your attention End of Message (SMS) On June 2 2009 at 1100 am the Holland campus of Davenport University received a threat from an unknown caller that a bomb was set to go off in Noon
Gas Main Break
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System There has been a gas main break at the Saginaw campus of Davenport University Evacuate the area Stay away from the area until the situation is resolved Additional information will be given as the situation is resolved End of Message (SMS) We urge everyone to evacuate the Saginaw campus due to a gas main break Please stay away until the situation in resolved
Policy Chapter Appendix E Date Revised 709
Policy Title Emergency Notification Scripts Page Number 2 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
95
Gunshots
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System On June 2 2009 at 100 pm Davenport University received reports of gunshots fired in the parking lot at the Kalamazoo campus The police department has been notified of the situation and is presently on campus We urge everyone on campus to remain in your classroom or office with the doors and windows secured If you are currently off campus stay away until further notice Thank you for your attention End of Message (SMS) We urge everyone at the Kalamazoo campus to remain where you are amp secure doors amp windows If off campus stay away until further notice
Hazardous Materials
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System On June 2 2009 at 200 pm a hazardous material situation is occurring at the Battle Creek campus of Davenport University A hazardous materials team is on scene A secure perimeter has been established and the buildings are off limits until further notice Thank you for your attention End of Message (SMS) There is a hazardous materials spill at the Battle Creek campus and a secured perimeter has been established Buildings are off limits until further notice
Homicide
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System It was reported to Davenport University that an individual was recently a victim of homicide by at the Livonia campus on or about June 2 2009 at 300 pm The incident is still an on-going investigation with the Livonia police department at this time If you find yourself in a position of concern or witness any suspicious persons on campus please immediately contact the 911 Thank you for your attention End of Message (SMS) Davenport University Livonia campus has a victim of homicide by that occurred in the parking lot on June 2 2009 at 300 pm No arrest has been made
Policy Chapter Appendix E Date Revised 709
Policy Title Emergency Notification Scripts Page Number 3 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
96
Power Failure
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System We are currently experiencing a power failure at the Lansing campus The estimated duration of the power outage is unknown Additional updates will be given End of Message (SMS) There is a power outage at our Lansing campus Duration unknown Additional updates will be given
Violent Crime
(Phone)(E-mail)
This is a message on the Davenport Mass Communication Alert System On June 2 2009 at 500 pm an assault was reported at the Warren campus We ask that you offer your full cooperation to the police department if asked Please call 911if you observe any threatening individuals on or near to campus Thank you for your attention End of Message (SMS) On June 2 2009 at 500 pm an assault was reported at the Warren campus The police department has launching an investigation
Policy Chapter Appendix E Date Revised 709
Policy Title Emergency Notification Scripts Page Number 4 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
97
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Academic Building Page Number 1 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
98
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Academic Building Page Number 2 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
99
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Cook amp Meijer Halls Page Number 3 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
100
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash South Hall Page Number 4 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
101
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Student Center Main Page Number 5 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
102
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Student Center Lower Page Number 6 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
5
Policy Chapter Introduction Date Revised 0311
Policy Title Table of Contents Page Number 3 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
TABLE OF CONTENTS
SITUATIONAL PROCEDURES - Continued
Continuity Plan 37-38
Fire ResponseDrills 39-42
Evacuation of Persons with Disabilities 43
Flood Response 44
Hazardous materials 45
Illegal Activities 46
Injury Reporting 47
Media Call Form 48
Severe Weather 49-55
Class Cancellations Procedures 56-57
Tornado Policy 58-63
Stalking 64-65
Suicidal Remarks 66
Student Suicidal 67
Missing Student 68-69
Utility Failure 70
UPDATING PROCESS
Post Incident Debriefing 71
TESTING
Testing amp Training Process 72
6
Policy Chapter Introduction Date Revised 0311
Policy Title Table of Contents Page Number 4 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
TABLE OF CONTENTS
APPENDIX A
Glossary of Terms 73
APPENDIX B
Lettinga Academic Building 74-81
Lettinga Student Center 82-83
Lettinga Cook Hall 84-85
Lettinga Meijer Hall 86-87
Lettinga South Hall 88-89
APPENDIX C
General Telephone Numbers 90-91
APPENDIX D
FERPA Facts 92
APPENDIX E
Emergency Notification Scripts 93-96
APPENDIX F
Evacuation Maps 97-102
7
OVERVIEW
This document and the accompanying materials constitute Davenport Universityrsquos Crisis Management Plan The contents of this document are the possession of Davenport University and will not be given to any outside individuals or organizations The reason for the confidentiality of this document is due to the names and contact numbers located in the procedures
This plan is to be implemented in the event of an emergency It addresses the various aspects of crisis management including physical security of people and facilities leadership responsibilities and internal and external communications
An emergency is defined as
Disrupts normal operations or poses a serious threat to persons or property
Requires a quick or immediate response
Requires a response with procedures and resources beyond organizational capabilities
Results in a declaration of a general state of emergency by civil authorities
While the plan addresses specific types of crises and a broad range of responses it must be clearly understood that a crisis or major disaster presents circumstances that are not always predictable As a result it is impossible to predict a specific course of conduct for each possible type of crisis This plan should be considered as a general guide governing the Universityrsquos response to a crisis Real-time modifications to procedures will undoubtedly be required as an event unfolds
The plan identifies roles and responsibilities for specific administrators and departments within the University Nonetheless each member of the community whether assigned a specific role by this plan or not has a responsibility to assist colleagues and students during a crisis
The three most important responsibilities of every community member during a crisis are
1 to contact those responsible for security services when confronted with a potentially dangerous situation even if the situation appears to be contained or to have abated
2 to exercise independent judgment in order to ensure personal safety in the absence of specific instructions from crisis management staff and
3 to follow instructions once provided as best as possible
The goal in a crisis is to ensure the health and safety of the University protect campus buildings and restore normal operations
Policy Chapter Introduction Date Revised 709
Policy Title Overview Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
8
Policy Chapter Immediate Action Date Revised 709
Policy Title Emergency Operations Center Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
CRISIS MANAGEMENT EMERGENCY OPERATIONS CENTER
During the course of a crisis event the Crisis Management Team will meet in the Administrative Conference Room on the second floor
Should the Administrative Conference Room be inaccessible or undesirable during a crisis event the conference room in the Student Center will become the centralized place for the Crisis Management Team
In the event of a campus wide power failure or the need to evacuate the building the Crisis Management Team will meet at the South Parking Lot
Once convened the team may determine a more suitable location
It is necessary to note that cell phone communications will take place during a crisis situation and a location to
meet may be determined at this time
Second Floor West Lettinga Academic Main Floor Student Center
Meet Here
9
Policy Chapter Response Procedures Date Revised 909
Policy Title Evacuation Procedures Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
EVACUATION PROCEDURES
Evacuation of the Academic building will be handled by Security Services In case of a Fire evacuation will be requested by the use of a fire alarm with the assistance from the officers on duty Any other evacuations will be handled by Security Services through the use of the telephone intercom system going door to door or by other means Evacuation of the residence halls will be handled by the Director Assistant Director and Resident Assistants They will be helped by Security Services as available In case of a fire evacuation will be requested by the use of a fire alarm with the assistance of residence hall staff and Security Services as available Evacuation of the student center will be handled by Security Services and the student center staff In case of a fire evacuation will be requested by the use of a fire alarm with the assistance of student center staff and Security Services as available Evacuation routes can be found in Appendix F
10
Policy Chapter Response Procedures Date Revised 0411
Policy Title Emergency Communications Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
COMMUNICATIONS
INFO TECHNOLOGY
HUMAN RESOURCES
FACILITIES
SECURITY SERVICES
STUDENT SERVICES
Rick Jensen News Information Manager
Office 616-732-1172 Cell 616-706-2608
Customer Support 1-800-322-3984
Kristine Anderson Dir of Employee Relations
Office 616-742-1726 Cell 231-329-4667
Call Security who will make contact with
facilities Securityrsquos number is 616-446-
7098
Contact officer on Duty at 616-446-7098
Paul Ballard Dir Of Student Affairs Office 616-554-5687 Cell 616-862-6532
Robin Luymes
Exe Director of University
Communications
Office 616-732-1157
Cell 616-550-6585
Weekend Emergency 616-481-6011
Chris Bill VP of Human Resources
Office 616-732-1151 Cell 616-540-7396
Duane Terpstra VP of Risk
Management Office 616-732-1155
Cell 616-581-5295 Home 616-786-0293
Tammy Loud VP of Student
Services Office 616-554-5396
Cell 517-490-5940
Kim Bruyn
Executive Vice President
for University Relations
and Communications
Office 6167321165
Cell 6165407711
Brian Ulicki
ITSProject Manager Office 586-620-4059
Cell 989-225-1098
Jolene Teuscher
Employee Relations Manager
Office 616-732-1096 Cell 616-318-4669
Matthew Miller Exe Director of
Security Services
Office 586-620-4050 Cell 616-780-6346
Residence Halls Only
Rob Engblom Exe Dir Of Housing
Office 616-554-5087 Cell 865-803-7350
Christine Fisher
Executive Administrative
Assistant
Office 6167321168
Cell 6163402525
Kathy Finkler
Dir of Customer Support
Office 616-732-1085
Cell 616-446-5303
Kim Salinas
Benefits Manager Office 616-732-1072 Cell 616-813-7165
Sasha VanderLugt
Social Media Coordinator
Office 6167321084
Cell 6167807382
Bill Lemmon
Dir of Networking Office 616-732-1087
Cell 616-450-4933
Deb Bloom
Executive Director of
Government and
Community Affairs
Office 616732-1124
Cell 616340-3402
Brian Miller
VP IT Office 616-732-1195 Cell 616-821-2618
CRISIS COMMUNICATION CALL-OUT LISTS
11
REASONS TO CALL
Communication is crucial in all disruptions of the academic environment These disruptions could be anything from
a mechanical failure to major criminal activity You can find some of the reasons listed below
The point person at each campus must be contacted and informed of these disruptions If in doubt always call The
point person will contact the VP of Risk Management or his designee who will continue the formal
communication process as shown in the diagram below Informal communications will take place according to
individual departmental policies The formal process has been established to verify that everyone is notified The
overlap between the formal and informal communication process can be advantages
Policy Chapter Response Procedures Date Revised 0111
Policy Title Reasons to Call - Formal Response Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
REASONS TO CALL
Power outage
Phones off-line
Network off-line
Critical Flood
Major Mechanical Issue
Gas Leak
Tornado Warning
NAME O FFICE CELL HO ME
CSC 1-800-322-3984
Duane Terpstra 616-732-1155 616-581-5295 616-786-0293
Kristine Anderson 616-742-1726 231-329-4667
Malachi Hooser 616-554-5386 616-308-9232
Matthew Miller 586-620-4050 616-780-6346
Nathan McCormick 616-732-1128 616-745-7142
Paul Ballard 616-554-5687 616-862-6532
Rick Jensen 616-732-1172 616-706-2608
See Callout List Previous page
REASONS TO CALL
Major Medical
Suicide or Suicidal
Assault
Weapons Offense
Bomb Threat
Communicable Disease
Civil Disorder
Threats of Bodily Injury
Major criminal activity
REASONS TO CALL
Building Fire
Tornado
Major catastrophe
Pandemic Flu
Death
VP of Risk
Management
Student Services Security Services
Human Resources Communications
Executive Vice
Presidents
Information
Technology
Facilities Only the president can close a campus or cancel a class
Call Center
12
Policy Chapter Response Procedures Date Revised 909
Policy Title Local Communication Tree Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
LOCAL COMMUNICATION TREE
Tom Woods ndash ED of Student Services (517) 230-9834 (cell)
(616) 554-5301 (office)
Following a decision to close Greater GR locations Tom will call
1 Daryl Kingrey ndash VP of Admissions (616) 475-5828 (home)
(616) 481-2239 (cell)
(616) 554-5395 (office)
Daryl will start his phone tree by calling the following staff
a Heather Knechtel Director of Admissions (616) 536-2017 (home) (517) 974-5793 (cell)
(616) 554-5388 (office)
Heather will call the Admissions staff at Lettinga
b Colleen Thoman Director of Admissions (Holland) (989)850-3996 (cell)
(517)367-8202 (office)
Colleen will call the Admissions staff at Holland
c Amy Lucas ED of AdmissionsLead Management (269)-795-4413 (home)
(616)450-1943 (cell)
(616)233-2583 (office)
i Malachi Hooser Call Center Manager (616)308-9232 (cell)
(616)554-5386 (office)
Malachi will call the Call Center staff
2 Tammy Loud VP of Student Services (517) 490-5940 (cell)
(517) 349-6182 (home)
(616) 554-5396 (office)
Tammy will start her phone tree by calling the following staff
a Natalie Wagner ED of Student Life (616) 901-0666 (cell) (616) 554-5821 (office)
Natalie will start the phone tree for Student Life
b Paul Ballard ED of Student Affairs (616) 862-6532 (cell)
(616) 794-1103 (home)
Paul will start the phone tree for Student Affairs
c Gail Beausoleil Director of Career Services (616) 292-5446 (cell)
(269)948-8828 (home)
(616) 554-5394 (office)
Gail will start the phone tree for Career Services
13
Policy Chapter Response Procedures Date Revised 909
Policy Title Local Communication Tree Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
d Rob Engblom ED of Housing and Residence Life (865)803-7350 (cell)
(616)871-6755 (office)
Rob will start the phone tree for Residence Life (616)536-2202 (Home)
3 Joy Harrison ED of Academic Services LLT (616) 301-2175 (home)
(616) 283-2910 (cell)
(616) 554-5820 (office)
Joy will start her phone tree by calling the staff below
a Patty Brechbiel Director of Academics (616) 897-5772 (home)
(616) 485-1860 (cell) (616) 871-3977(office)
Patty will start the phone tree for Academics
b Sherri Donovan DU Online (616) 949-5464 (home)
(616) 855-2771 (cell)
(616) 233-3472 (office)
Sherri will start the phone tree for Online
4 Nygil Likely Director of Student Services (616) 724-4206 (home)
(616) 717-8243 (cell) (616) 554-5316 (office)
Nygil will start the phone tree for Advisors
5 Don Fowler Director of Student Services (269)383-5626 (home)
(269)598-7546 (cell)
(616)554-5193 (office)
Don will start phone tree for AdvisorsWelcome Desk
Tom Woods will also call
Mike Stodola Director of Student Center (616) 893-7314 (cell)
(616) 554-5269 (office)
Karen McLaughlin LiNC (616) 970-5866 (cell)
Meghan MacDonald Bookstore Manager (616) 610-7690 (cell)
(616) 554-4766 (office)
Linda Sievert Director of Student Services - Holland (616) 942-7735 (home)
(616) 745-3030 (cell)
(616) 395-4603 (office)
Each administrator will contact key individuals in their own areas of responsibility
14
Policy Chapter Response Procedures Date Revised 0111
Policy Title DU-Alert Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
DU-ALERT
HIGHER EDUCATION OPPORTUNITY ACT
The Higher Education Opportunity Act (Public Law 110-315) (HEOA) was enacted on August 14 2008 Under Title IV
the federal law requires all colleges and universities to have a notification and warning plan in place to alert the campus
community of an emergency The US Department of Education is still in the process of developing the regulations that will
coincide with this law and will amend the Code of Federal Regulations (34CFR) in the fall of 2009
DU ALERT EMERGENCY NOTIFICATION SYSTEM
1 The Du Alert service is used to transmit brief urgent messages to a large segment of an institutionrsquos population as
quickly as possible It is strongly recommended that this system be used for unplanned emergency events which
have the opportunity to affect the entire campus Use of this system for specific building closures which impact
the campus is also encouraged
2 The final regulations clarify the difference between the existing timely warning requirement and the new
requirement for an emergency notification policy While a timely warning must be issued in response to specific
crimes an emergency notification is required in the case of an immediate threat to the health or safety of students
or employees occurring on campus Emergency notifications may include but are not limited to
Bomb threats or other imminent violent threats
Fires natural gas leaks and hazardous spills affecting the entire campus
Building evacuations and lock downs affecting the entire campus
Biological or pandemic emergency notifications
Natural disasters and weather advisories
Power outages and utility failures resulting in an imminent threat
Campus closure due to declared civil emergency
Sample scripts can be found in the appendix Emergency information can be sent to the following devices
Cell Phone
Home Phone
PDA
Work Phone
Voice Mail
Text
15
DU-ALERT
CONTROL OF ACCESS
There is a small group of administrators who are authorized to report emergency events through DU-Alert These
are as follows
Duane Terpstra
Office 616-732-1155
Cell 616-581-5295
Home 616-786-0293
Matthew Miller
Office 586-620-4050
Cell 616-780-6346
Shallan Spielmaker
Office 517-367-8211
Cell 616-581-1453
Nathan Schumacher
Office 586-620-4054
Cell 586-201-8099
Policy Chapter Response Procedures Date Revised 0111
Policy Title DU-Alert Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
16
Policy Chapter Response Procedures Date Revised 0111
Policy Title Emergency Hotline Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
EMERGENCY HOTLINE
A toll free emergency hotline has been established at Davenport University that can be used for emergency information
and weather conditions causing the cancellation of classes or closing of locations This one number for all locations is
1-800-525-8282 or Ext 8282
DU Campus Closing Line Main Menu Greeting
YOU HAVE REACHED THE DAVENPORT UNIVERSITY CAMPUS CLOSING LINE IF YOU KNOW YOUR
TWO DIGIT CAMPUS IDENTIFICATION NUMBER YOU MAY DIAL IT AT ANY TIME DURING THIS
MESSAGE FOR LANSING DIAL 03 FOR KALAMAZOO DIAL 04 FOR MIDLAND DIAL 05 FOR BATTLE
CREEK DIAL 08 FOR HOLLAND DIAL 09 FOR FLINT DIAL 10 FOR SAGINAW DIAL 11 FOR WARREN
DIAL 12 FOR ALMA DIAL 15 FOR CARO DIAL 16 FOR GAYLORD DIAL 19 FOR TRAVERSE CITY DIAL
20 FOR LETTINGA DIAL 33 OR FOR LIVONIA DIAL 35 TO LISTEN TO THIS MESSAGE AGAIN TOUCH
THE KEY
Suggested Message for the Individual Campuses
ltCAMPUS NAMEgt CLASSES ARE IN SESSION AS SCHEDULED
Example
LETTINGA CAMPUS CLASSES ARE IN SESSION AS SCHEDULED
To change a message
1 Dial 7002 for voice item maintenance 2 Dial the application ID for the message yoursquod like to change
3 Dial the password for the application
4 Dial 2 to review the current recording
5 Listen to the recording to make sure you are changing the correct one
6 Dial 5 to begin recording
7 Say the message yoursquod like callers to hear
8 Dial to end recording
9 Dial 2 to review the recording
17
Policy Chapter Crisis amp Risk Management Teams Date Revised 709
Policy Title University Risk Management Team Page Number 1 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
UNIVERSITY RISK MANAGEMENT TEAM
The University Risk Management Team assists in developing plans for crisis management response throughout the University There will be additional employees who attend the Risk Management meetings which can give professional direction in their areas of expertise Below is the list of Risk Management team members and their office and cell numbers
NAME O FFICE CELL TITLE
Anderson Kristine 616-742-1726 231-329-4667 Director of Employee Relations amp Recruitment
Ballard Paul 616-554-5687 616-862-6532 Executive Director of Student Affairs
Crkovski Susan 586-620-4055 586-744-0876 Executive Director of Student Services
Engblom Rob 616-554-5087 865-803-7350 Executive Director of Housing amp Residential Life
Hooser Malachi 616-554-5386 616-308-9232 Call Center Manager
Jenson Rick 616-732-1172 616-706-2608 News Information Manager
Jones Apple 616-554-4743 616-560-4856 Department Coordinator - School of Technology
Knechtel Heather 616-554-5388 517-974-5793 Director of Admissions
Loud Tammy 616-554-5396 517-490-5940 VP of Student Services
Lowden Paul 616-554-5050 616-901-1787 Director of Athletics
McCormick Nathan 616-732-1128 616-745-7142 Executive Director of Facility Operations
Miller Matthew 586-620-4050 616-780-6346 Executive Director of Security Services
Page Sally 616-554-5668 616-780-1394 Executive Director of Libraries
Shull Lindsey 616-554-5528 616-901-2036 Regional Health Internship Manager
Stodola Mike 616-554-5138 616-893-7314 Director of Student Center
Terpstra Duane 616-732-1155 616-581-5295 VP of Risk Management
Wagner Natalie 616-554-5821 616-901-0666 Executive Director of Student Life
Williams Ben 616-732-1104 517-303-4955 Information Technology Services
Woods Tom 616-554-5301 517-230-9834 Executive Director of Student Services
18
Ensure all necessary actions are taken for safeguarding human lives
Ensure all necessary actions are taken for protecting assets
Communicate with Executive Management on status of events related to Crisis
Coordinate with Support Teams to assess the impact of the crisis and the effect on the facility
Remain visible to employees Contact affected employees to assess the impact of the crisis on business processes
Determine whether any impacts resulting from the incident warrant activation of Disaster Recovery Plans
The Risk Management Team will communicate regularly with Campus Crisis Management Teams
Supervise the management of normal business operations
Determine all audiences who need communication general public media students families etc
Determine if other locations are going to be affected and communicate the situation and provide guidance
Let everyone involved know where to send press calls
Provide an official university response to an incident
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Risk Management Responsibilities Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
RISK MANAGEMENT TEAM RESPONSIBILITIES
The Risk Management team is the center of policy development and communication when a crisis occurs Local crisis management teams will be assisted by the Risk Management team during a crisis The Risk Management team communicates with University leadership Below are the details of the responsibilities and a simple action list
RMT ACTION LIST
Assemble local Risk Management Team
Brief the team members on the situation and discuss
the steps that are being taken
Coordinate with HR representative to address
employee life safety issues
Provide continuous updates to the Cabinet regarding
the actions taken and the status of the response
effort
Inform Local Crisis Management Teams of Cabinet
concerns questions or feedback and ensure that any
issues are addressed
RISK MANAGEMENT TEAM RESPONSIBILITIES
19
RMT MEETING AGENDA
Assign a note-taker
Take attendance
Event Status
a What happened
b Has it affected our employees
c How severe is it
d What is being done
e What is the potential for escalation
Employee Status
Technology status including telecom
Infrastructure (power water phones wireless)
Communications
a What is the message
b Methods for communication
c Determine schedule for updates
Accounting for employees
a Roll Call
b Outreachfollow-up
Support for our employees
Updates to executives
Review actions and who is responsible and determine next
meeting time
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Risk Management Agenda Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
RISK MANAGEMENT MEETING AGENDA
The below agenda is developed to assist in the initial meeting when a crisis has occurred
Facility Status
20
Policy Chapter Crisis amp Risk Management Teams Date Revised 0111
Policy Title Crisis Management Team Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
LOCAL CRISIS MANAGEMENT TEAM
The Crisis Management team is the center of policy development and communication at the local campus The responsibilities of the Crisis Management team is comparable to the Risk Management team but at the local level Please make reference to the job description of the Risk Management team Below is a list of the Crisis Management team members and their office and cell numbers
NAME O FFICE CELL TITLE
Anderson Kristine 616-742-1726 231-329-4667 Director of Employee Relations amp Recruitment
Bean Brent 616-732-1097 616-889-3875 Information Technology Services
Beausoleil Gail 616-554-5394 616-292-5446 Director of Career Services
Engblom Rob 616-871-6755 865-803-7350 Executive Director of Housing amp Residential Life
Fischer John 616-554-5005 616-822-1088 Director of Facilities
Fowler Don 616-554-5193 269-598-7546 Director of Student Services
Hooser Malachi 616-554-5386 616-308-9232 Call Center Manager
Jones Apple 616-554-4743 616-560-4856 Department Coordinator - School of Technology
Knechtel Heather 616-554-5388 517-974-5793 Director of Admissions
Likely Nygil 616-554-5316 616-717-8243 Director of Student Services
Lowden Paul 616-554-5050 616-901-1787 Director of Athletics
McLaughlin Karen 616-554-5655 616-970-5866 Asst LInC Director
Stodola Mike 616-554-5138 616-893-7314 Director of Student Center
Terpstra Duane 616-732-1155 616-581-5295 VP of Risk Management
Wagner Natalie 616-554-5821 616-901-0666 Exec Director of Student Life
Willis Dena 616-554-5517 616-617-4977 Student Success Manager
21
PANDEMIC PLANNING TEAM
In the Spring of 2009 the Cabinet approved the development of a multidisciplinary Pandemic Planning team to lead
a comprehensive effort to prepare the university for a potential outbreak of pandemic influenza Building on the
universityrsquos existing plans for crisis management and emergency response this team will
1 Develop policies and short-term and long-term procedures to guide the universityrsquos preparedness in
anticipation of an outbreak of pandemic flu
2 Identify critical resources supplies and materials the university would need to have available to address
such an emergency and how best to obtain them
3 Identify key factors or conditions that will trigger critical decision-making on the part of the University
and recommend who will need to make those critical decisions and what they should be
4 Ensure all decisions are in accordance with local state and federal recommendations and mandates The Pandemic Planning team is responsible for the development of Davenportrsquos Pandemic Influenza Preparation and Response Plan In addition the Pandemic Planning team engages units (schools departments teams committees etc) in a coordinated planning process and oversees the education of the Davenport community about the pandemic threat the Universityrsquos response plans and the need for all members of the community to be informed and involved in the preparedness efforts
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Pandemic Planning Team Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
NAME OFFICE CELL TITLE
Anderson Kristine 616-742-1726 231-329-4667 Director of Employee Relations amp Recruitment
Ballard Paul 616-554-5687 616-862-6532 Executive Director of Student Affairs
Bill Chris 616-732-1151 616-540-7396 VP of Human Resources
Engblom Rob 616-554-5087 865-803-7350 Executive Director of Housing
Harrison Joy 616-554-5820 616-283-2910 Executive Director of Academic Services
Jenson Rick 616-732-1172 616-706-2608 News Information Manager
Loud Tammy 616-554-5396 517-490-5940 VP of Student Services
McCormick Nathan 616-732-1128 616-745-7142 Executive Director of Facility Operations
Salinas Kim 616-732-1072 616-813-7165 Benefits Manager
Shull Lindsey 616-554-5528 616-901-2036 Regional Health Internship Manager
Terpstra Duane 616-732-1155 616-786-0293 VP of Risk Management
VanderVelde Kathleen 616-732-1191 616-292-3177 Director of University Communications
Williams Ben 616-732-1104 517-303-4955 Information Technology Services
22
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Recovery Process Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
RECOVERY PROCESS
Once assured that conditions are safe the Crisis Management Team will focus on returning the location to normal operations
Depending on the nature of the crisis the Crisis Management Team will provide the location with factual information regarding the crisis situation as well as details about recovery activities This information may be provided in the form of memoranda town hall meetings voice mail messages or other methods of communications
In the event that an emergency requires closure the Davenport University Emergency Hotline (formerly the Weather
Hotline) will be activated The hotline number is 1-800-525-8282 Up-to-date information on reopening will be made available
Staff and students should not return until the University is officially reopened All administrators facility and security personnel should report to work unless otherwise notified On a case-by-case basis other members will be asked to report to work to assist in recovery efforts
In the event of building damage the recovery process will include a repair and clean-up component led by Facility Operations If regularly scheduled classes cannot be held due to physical damage the Crisis Management team in conjunction with Academic Services will immediately begin efforts to reschedule classes to other locations Since these efforts may result in time changes as well information regarding schedule changes will be posted via the Davenport University website and through email communications
23
CRISIS MANAGEMENT TEAM RESPONSIBILITIES
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Specific CM Responsibilities Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
Local Crisis Management teams handle the day to day issues of a location They ensure the safe evacuation of all
employees liaison with civil authorities and interface with the security team and manage the crisis with internal
departments The following are the general job requirements of those departments represented on the crisis management
teams throughout the University
Facilities
Damage assessment salvage and restoration
Preparing the alternate location(s) for occupancy
Coordinating temporary relocation of staff
Procurement of supplies and equipment
Handling of OSHA issues
Human Resources
Account for all employees
Contacting employee andor families
Providing assistance to individual employees
Ensuring continuance of salaries and benefits
Oversee payroll activitiesInterface with Payroll
Communications
Determine all audiences who need communication general public media students families etc Determine if
other campuses are going to be affected and communicate the situation and provide guidance Let everyone involved know where to send press calls
Coordinate with the Risk Management Team to determine information to be communicated to students
Use the University Emergency Hotline for the purpose of informing faculty staff and students (families) during a
crisis
IT Team
Recovering server-based systems
Restoring data
Restoring computers and computer activity
Re-establishing voice and data communications
Student Services
Account for all students
Contacting students and or families
Providing assistance to students
Determine living arrangements
Security Services
Administering building security
Access throughout the facility (card access) Granting Issuing and Validating
Intrusion detection Prevention (cameras alarms)
Incident handling
InOut facility checks (validate employment) Scheduling security personnel
Fire Safety Building evacuation
Interface with local authorities (Fire Police Hazmat Poison Ctrl 3E etc)
24
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Job Responsibility Form Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
JOB RESPONSIBILITY FORM
The below form is an example of a process used for the purpose of coordinating the completion of the necessary responsibilities given out to specific people within internal departments
Human Resources
Account for all employees
Contacting employee andor families
Providing assistance to individual employees
Ensuring continuance of salaries and benefits
Oversee payroll activitiesInterface with Payroll
NAME TITLE RESPONSIBILITY DATE COMPLETED
25
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Emergency Resource Kits Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
EMERGENCY RESOURCE KITS
The campus will be equipped with emergency management kits
The emergency resource kit includes
This emergency resource kit must be accessible for all emergencies When leaving the building for fire alarms or other
emergency situations the kit must be carried out of the building
Example If there is a fire alarm and there is a real fire you will not be allowed back in the building until the fire
has been extinguished Under these types of circumstances the contents of the emergency resource kit will be
beneficial
Batteries
Battery powered radio
Bottle of Water
Class Schedule
Crisis Management Plan
Disposable Camera
DU Telephone Directory
First Aid Kit
Flashlight
Floor Plan or Map
Latex Gloves
List of Areas School Numbers
Phone Tree
Plastic Bags
Student Roster
Telephone Book
Writing Utensils
Yellow Role of Caution Tape
LOCATION OF EMERGENCY KITS
1 Welcome Center Desk
2 Academic Office
3 LINC
4 Student Life
5 Residence Halls
26
Policy Chapter Situational Procedures Date Revised 909
Policy Title Active Shooter Response Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
ACTIVE SHOOTER RESPONSE
The following guidelines are offered in order to provide you with useful information in the event of an active shooter
SECURE IMMEDIATE AREA
Close doors and lock them if possible
Turn off lights
Close blinds
Keep calm quiet and out of sight
CONTACTING AUTHORITIES
Call 911
Report your specific location office or room number
Number of people at your specific location
Number and type of injuries
Assailant(s) location number of suspects race and gender clothing description physical features type of
weapons and shooter identity if known
UN-SECURING AN AREA
Consider risks before un-securing rooms
Attempts to rescue people should only be attempted if it can be accomplished without further endangering the
persons inside a secured area
If doubt exists for the safety of the individuals inside the room the area should remain secured
SECURITY CELL 616-446-7098
27
Policy Chapter Situational Procedures Date Revised 709
Policy Title Defibrillators Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
FOR THOSE SITES THAT HAVE DEFIBRILLATORS
AED (Automated External Defibrillator) is used in emergency medical situations where the heart of the victim has stopped
beating and the victim is no longer breathing CPR is to be administered during a heart attack along with using the AED Those trained and certified in CPRAED procedures should be the ones who use the AEDrsquos as the Good Samaritan Act will
cover any problems or injuries during this life saving procedure
An AED is fairly simple to use For the most part the instructions are done in pictures and sound once the unit is opened up
and powered up for operation Follow the pictures and prompts in order to properly use this device For a male victim a
razor may be used in order to shave hair from the areas that the AED pads will be administered in order for proper contact
with the body For females removal of the bra may be needed in order to have proper body contact from the AED pad
An AED should be used within the first few minutes of a heart attack or as soon as it can be administered The AED
delivers an electrical shock that aids in attempting to establish a regular heart rhythm to aid in proper circulation of the
blood amp oxygen in the blood No one should be touching the victim when the AED delivers the shock Prompts from the
AED will be given as to what to do if the victim is shockable and when not to touch the body
CPR and AED should be used on heart attack victims when they are unresponsive and have no pulse or not breathing This
rescue procedure should be maintained until EMTrsquos or First Responders arrive to take over the medical care of the victim
AEDrsquos should also be properly maintained when being stored Those responsible for Security Services will be responsible
for the maintenance and supply needs for the AEDrsquos on site Also proper documentation should be maintained when using
this device or any other life saving technique Documentation should be turned in to those responsible for Security
Services
If at all possible and as a general rule of thumb only staff that has been trained in the proper use of an AED should attempt
to use it There are however instances in which it would be imprudent to wait for a trained staff member If this is the case the AED has been designed in such a way that they are user friendly and a Good Samaritan can adequately administer
treatment with the device by following the instructions printed on the apparatus
IT WILL BE THE RESPONSIBILITY OF SECURITY SERVICES TO REPLACE THE BATTERIES OF THE
AED EACH YEAR
28
AFTER HOURS COVERAGE PLAN
SECURITY SERVICES
The Security Services Office coordinates security requirements for the campus manages the fire safety
alarm and assists when necessary if there is a disruptive studentvisitortrespasser on campus
The Security Services Officer is responsible for unlockinglocking the buildings and classrooms per
predetermined schedules and as needed for special events
An officer is on duty 24 hours a day 7 days a week
Contact an officer at 616-446-7098
Listed below are emergency contact numbers for Campus Administration and Director of Security
Services The officer on duty should be the one to make contact with these individuals in times of need
DO NOT GIVE OUT THE BELOW CONTACT NUMBERS
Policy Chapter Situational Procedures Date Revised 709
Policy Title After Hours Coverage Plan Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
POSITION NAME NUMBERS
Director of Student Services Nygil Likely Cell 616-719-6457
ED of Academic Services Joy Harrison Cell 616-283-2910
Home 616-301-2175
VP of Risk Management Duane Terpstra Cell 616-581-5295
Home 616-786-0293
29
Policy Chapter Situational Procedures Date Revised 709
Policy Title Bioterrorism Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
BIOTERRORISM
Various office locations in the country have received threatening letters through the mail Some of these letters stated that you have been exposed to anthrax or other biological materials Additionally these and other envelopes or packages could contain some type of life threatening powder or granules The following information and recommendations are being provided to help you safely and effectively handle these types of incidents
SUSPICIOUS UNOPENED LETTER OR PACKAGE MARKED WITH THREATENING MESSAGE SUCH AS ldquoANTHRAXrdquo
1 Do not shake or empty the contents of any suspicious envelope or package
2 PLACE the envelope or package in a plastic bag or some other type of container to prevent leakage of contents
3 If you do not have any container then COVER the envelope or package with anything (eg clothing paper trash can etc) and do not remove this cover
4 Then LEAVE the room and CLOSE the door or section off the area to prevent others from entering (ie keep others away)
5 WASH your hands with soap and water to prevent spreading any powder to your face
6 What to do nexthellip
Report the incident to local police and notify your building security official or an available supervisor
7 LIST all people who were in the room or area when this suspicious letter or package was recognized Give this list to both the local public health authorities and law enforcement officials for follow-up investigations and advice
ENVELOPE WITH POWDER AND POWDER SPILLS OUT ONTO SURFACE
1 DO NOT try to CLEAN UP the powder COVER the spilled contents immediately with anything (eg clothing paper trash can etc) and do not remove this cover
2 Then LEAVE the room and CLOSE the door or section off the area to prevent others from entering (ie keep others away)
3 WASH your hands with soap and water to prevent spreading any powder to your face
4 What to do nexthellip
Report the incident to local police and notify your building security official or an available supervisor
5 REMOVE heavily contaminated clothing as soon as possible and place in a plastic bag or some other container that can be sealed This clothing bag should be given to the emergency responders for proper handling
SECURITY CELL 616-446-7098
30
Policy Chapter Situational Procedures Date Revised 709
Policy Title Bioterrorism Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
6 SHOWER with soap and water as soon as possible Do Not Use Bleach Or Other Disinfectant On Your Skin
7 If possible list all people who were in the room or area especially those who had actual contact with the powder Give this list to both the local public health authorities so that proper instructions can be given for medical follow-up and to law enforcement officials for further investigation
QUESTION OF ROOM CONTAMINATION BY AEROSOLIZATION
For example small device triggered warning that air handling system is contaminated or warning that a biological agent released in a public space
1 Turn off local fans or ventilation units in the area
2 LEAVE area immediately
3 CLOSE the door or section off the area to prevent others from entering (ie keep others away)
4 What to do nexthellip
Dial ldquo911rdquo to report the incident to local police and the local FBI field office and notify your building security official or an available supervisor
5 SHUT down air handling system in the building if possible
6 If possible list all people who were in the room or area Give this list to both the local public health authorities so that proper instructions can be given for medical follow-up and to law enforcement officials for further investigation
HOW TO IDENTIFY SUSPICIOUS PACKAGES AND LETTERS
Some characteristics of suspicious packages and letters include the followinghellip
Excessive postage Handwritten or poorly typed addresses
Incorrect titles Title but no name
Misspellings of common words Oily stains discolorations or odor
No return address Excessive weight
Lopsided or uneven envelope
Excessive masking tape string etc
Ticking sound
Marked with ldquoPersonalrdquo or ldquoConfidentialrdquo
Visual distractions
Protruding wires or aluminum foil
Shows a city or state in the postmark that does not match the return address
31
Policy Chapter Situational Procedures Date Revised 709
Policy Title Bomb Threats Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
BOMB THREAT DIRECTIONS
IF YOU RECEIVE A THREAT BY LETTER OR EMAIL
Preserve the letter for investigation The letter should not be handled after it is opened
Notify security services who will notify local law enforcement
Do NOT turn off lights computers or appliances
Do NOT close any doors or windows
Do NOT use electronic wireless devices two-way radios intercompaging system or the fire alarm IF YOU RECEIVE A THREAT BY PHONE
Remain calm
Attempt to keep the caller on the phone as long as possible
Follow and complete the checklist on the following page
Notify security services who will notify local law enforcement
Do NOT turn off lights computers or appliances
Do NOT close any doors or windows
Do NOT use electronic wireless devices two-way radios intercompaging system or the fire alarm IF AN ACTUAL BOMB IS DISCOVERED
Notify security services who will initiate a building wide evacuation and contact local law enforcement
Evacuate the immediate area quietly and calmly
Do NOT assume that another bomb is not in the same general area
Do NOT turn off lights computers or appliances
Do NOT close any doors or windows
Do NOT use electronic wireless devices two-way radios intercompaging system or the fire alarm
Stand 300 or more feet from the building and wait for permission from location personnel to reenter
UNDER THESE CIRCUMSTANCES WE ASK THAT THE OFFICER BE CONTACTED WITHOUT THE USE OF
A WIRELESS DEVICE USE OF HARDWIRE TELEPHONES WILL BE ACCEPTABLE SECURITY SERVICE
NUMBER IS 616-446-7098
32
Policy Chapter Situational Procedures Date Revised 709
Policy Title Bomb Threats Checklist Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
QUESTIONS TO ASK CALLERrsquoS VOICE 1 When is the bomb going to explode __ Calm __ Angry __ Slow
__ Excited __ Rapid __ Soft 2 Where is the bomb right now LocationBuilding __ Laughter __ Crying __ Loud
__ Normal __ Distinct __ Slow 3 What does it look like __ Accent __ Stutter __ Lisp
__ Raspy __ Ragged __ Deep 4 What kind of bomb is it __ Disguised __ Familiar __ Nasal
5 What will cause it to explode __ Clearing Throat __ Deep Breathing
__ Cracking Voice 6 Did you place the bomb
If voice is familiar who did it sound like 7 What is your reason for the bomb
__________________________________ 8 What is your address
BACKGROUND SOUNDS
9 What is your name __ Street Noises __ Crockery
__ Factory Machinery __ Voices EXACT WORKING OF THE THREAT __ Children Voices __ Street Noises
__ PA System __ Music __ House Noises __ Motors
__ Office Machinery __ Clear __ Animal Noises __ Static
__ Local __ Booth __ Long Distance __ Other
LANGUAGE
__ Well Educated __ Foul __ Incoherent __ Taped
Sex of Caller __________ Race _____ __ Message read __ Irrational
Age __________ Length of Call _____ REMARKS
Number at which call is received ___________________________________
________________________________ Date __________ Phone ___________
BOMB THREAT CHECKLIST
WHAT INFORMATION DO YOU OBTAIN WHEN YOU
RECEIVE A BOMB THREAT OVER THE TELEPHONE
33
Policy Chapter Situational Procedures Date Revised 909
Policy Title Civil Disorder Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
CIVIL DISORDER
The purpose of this procedure is to assist personnel in dealing with civil disorder that would endanger life cause damage to property or otherwise disrupt the operations of the University Civil disorder may take several forms including but not limited to pickets marches rallies parades sit-ins trespassing riots sabotage and criminal damage to property In all cases no matter how minor there is always the potential for escalation The primary considerations in the event of civil disorder are protection of the lives and property of the University community and preservation of the academic environment
1 Remain calm 2 Assess the situation 3 Evacuate yourself and others from the area as necessary 4 Contact those responsible for security services 5 Contact those who can properly communicate with those involved in passive resistance 6 If danger is imminent call 911
There needs to be an understanding of passive vs aggressive activities For those activities that do not create a dangerous situation please do not contact local law enforcement Internal communications will take place on how to deal with the issue For those activities that do create a dangerous environment local law enforcement should be contacted In either case security services must be contacted (616-446-7098)
SECURITY CELL 616-446-7098
34
Policy Chapter Situational Procedures Date Revised 909
Policy Title Classroom Disruption Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
CLASSROOM DISRUPTION
There are different ways that classroom disruptions can be handled In order to understand this procedure definitions will
be given of the following
Disruption - an unwelcome or unexpected break in a process or activity
Disorderly - unruly resisting authority and disturbing the peace
Dangerous - likely to cause harm or actions that could result in injury
The following are general guidelines of options that can be enforced at the time of a classroom disruption
1 When a student is causing a disruption in class the professor will handle the issue by verbal commands
2 When a student is being disorderly the professor will ask the student to leave class A report is generated through
Student Services
3 When a student is likely to cause harm or actions could result in injury ask the student to leave the classroom If
there is a refusal terminate class and ask all the students to leave the classroom Contact 911 by classroom phone
or cell phone Proceed to call Security Services if they exist at your location A report is generated through
Security Services or Student Services
SECURITY CELL 616-446-7098
35
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Communicable Disease Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
COMMUNICABLE DISEASE
Communicable diseases are those that can be transmitted from person to person (or animal to human) via direct contact with
body fluids ingesting contaminated food or water inhalation of contaminated air or the bite of an infected insect Bacteria
viruses and parasites are some of the organisms that can cause communicable diseases
A student who has a communicable disease may attend Davenport University whenever through reasonable accommodation the risk of transmission of the disease is sufficiently remote Placement decisions will be made by using
current public health department guidelines concerning the disease in question Information on communicable diseases can
be found at the below website The website table of contents is located on the next page
httpwwwaccesskentcomHealthHealthDepartmentCD_EpidDisease_Fact_Sheetshtm
The determination of whether a student with a chronic communicable disease may attend Davenport University will be
made on an individual basis according to procedures implemented by the University in consultation with appropriate
University personnel the studentrsquos primary physician public health personnel the Universityrsquos legal counsel and the
student
A student who has a communicable disease may be denied admission to or may be dismissed from a particular program or
course of study whenever such communicable disease has a direct effect on the studentrsquos ability to perform a course of
study
The University shall respect the right to privacy of any student who has a chronic communicable disease or is a carrier The
studentrsquos medical condition shall be disclosed only to the extent necessary to minimize the health risks to the student and
others Persons deemed to have ldquoa direct need to knowrdquo will be provided with the appropriate information however these
persons shall not further disclose the information
CLEAN UP ndash If the communicable disease causes a need for decontamination Facilities will arrange proper cleaning of
contaminated areas as soon as possible Assessments of completion of decontamination will be provided to the appropriate
Leadership
36
COMMUNICABLE DISEASE
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Communicable Disease Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
D i s e a s e F a c t S h e e t s - F o u n d o n W e b s i t e
Arboviral Encephalitis
Anthrax
Botulism
Campylobacter
Chickenpox (images chickenpox chickenpox 2)
E coli
Fifth Disease (images hand body amp face)
Giardiasis
Hand Foot amp Mouth Disease (hand)
Head Lice (Michigan Head Lice Manual)
Hepatitis A
Hepatitis B
Hepatitis C
Lyme Disease (images rash rash 2) (Additional Information)
Meningitis
Monkeypox
MRSA (Methicillin Resistant Staphylococcus Aureus)
Norovirus (Norovirus Cleaning Guidelines)
Pertussis
Pink Eye
Pinworms
Poison Ivy (images arm blisters arm rash arm rash 2 plant plant 2)
Rabies
Ringworm (images face hand head)
Salmonellosis
SARS
Scabies
Scarlet Fever (images tongue body)
Shigellosis
Shingles (images arm shoulder)
Smallpox
Strep Throat
Syphilis Fact Sheet
Tick Borne Diseases (images Dog and Deer tick Lone Star tick amp others)
Tuberculosis
West Nile Virus
37
CONTINUITY PLAN
Policy Chapter Situational Procedures Date Revised 709
Policy Title Continuity Plan Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
ACADEMIC
If damage to a location forces evacuation of the facility for a length of time the VP of Risk Management will work with
the Group VP for Academic Services and other designated people to determine what courses could be handled at other locations Some classes could be handled at local establishments that will allow our use for a period of time
BUILDINGS
If damage to a location forces evacuation of the facility for a length of time the VP of Risk Management will work with
the Executive Vice President of FinancesCFO and other designated people to determine what nearby facilities could be
used for classes for a period of time Local schools are often used for this purpose Addresses of local schools are on the
next page
INSURANCE
There are two people who will need to be contacted from our insurance company immediately upon the closing of a location
due to damage These individuals will give us direction on what can be done as it relates to financing through the insurance
company
These individuals are as follow
Linda Miller-Szanto CIC LIC
Area Vice President
Arthur J Gallagher amp Co of Michigan Inc
161 Ottawa NW Suite 112 Grand Rapids MI 49503
Phone 616-233-0922
Fax 616-233-0923
Linda_Miller-Szantoajgcom
Janet Manning Claims Manager
Arthur J Gallagher Risk Management Services Inc
22930 9 Mile Road
St Clairs Shores MI 48080
Phone 586-774-5415 Ext 238
Fax 586-779-6769 Janet_Manningajgcom
38
Policy Chapter Situational Procedures Date Revised 709
Policy Title Continuity Plan Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
httpmichiganschooltreeorgcounties-page1html
Caledonia High School
9050 Kraft Avenue SE
Caledonia Michigan 49316
616-891-8129
Caledonia Middle School 9230 Kraft Avenue SE
Caledonia Michigan 49316
616-891-8649
Dutton Christian School
6729 Hanna Lake Road
Caledonia Michigan 49316
616-698-8660
39
Purpose
The purpose of fire drills is to ensure the efficient and safe exit of facilities in the case of an emergency Proper drills ensure orderly exit under control and prevent panic Order and control are the primary purposes of the drill Speed in emptying buildings while desirable is not in itself an object and should be made secondary to the maintenance of proper order
Responsibility
Fire drills shall be designed and conducted according to the occupancies specified below Responsibility for the planning and conduct of drills shall be assigned by campus risk management to competent persons qualified to exercise leadership A written record of all drills conducted should be maintained including a critique of the event This record should be maintained by risk management
General Guidelines
Drills shall include suitable procedures to make sure that all persons in the building or all persons subject to the drill actually participate If a fire drill is considered merely as a routine exercise from which some persons may be excused there is a grave danger that in an actual fire the drill will fail in its intended purpose
All drills will be preplanned but not preannounced Fire drills shall be held with sufficient frequency to familiarize all occupants with the drill procedure and to have the conduct of the drill a matter of established routine Sufficient frequency for Davenport University is to hold two fire drills each semester One will be held during the day and another in the evening This will give the majority of faculty staff and students the ability to be involved in a drill
Drills should be carefully planned to simulate actual fire conditions Not only should they be held at varying times but different means of exit should be used based upon an assumption that if some given stairway is unavailable by reason of fire or smoke all the occupants must be led out by some other route Fire exit drills should be designed to familiarize the occupants with all available means of exits particularly emergency exits that are not habitually used during the normal occupancy of the building
Fire Exit Drills in Specific Campus Occupancies
The usefulness of a fire drill and the extent to which it can be carried depends upon the character of the occupancy Drills are most effective in occupancies such as classrooms where the occupant load of the building is somewhat consistent In buildings where the occupant load is of a changing character no regularly organized fire drill is possible
In such cases the fire drills must be limited to the regular employees who can be thoroughly schooled in the proper procedure and can be trained to properly direct other occupants of the building in case of fire In occupancies such as the Student Center regular employees can be rehearsed in the proper procedure in case of fire Such training always is advisable in all occupancies whether or not regular fire drills can be held
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Fire Drills Page Number 1 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
FIRE DRILLS
40
The following sections address some of the special fire drill details which should be observed for specific occupancy classes
A Educational Occupancies ndash Academic and Administrative Buildings
All educational buildings on campus must hold two fire drills per semester preferably during the first four weeks of the semester Faculty and staff shall work in cooperation with risk management in scheduling drills before the semester begins
Evacuation instructions are to be conspicuously posted in each classroom and hallway to provide the necessary evacuation information and ensure orderly egress from the building Signs should also specify that elevators must not be used to exit during a fire drill
Classroom faculty and staff should be familiar with the easiest exit to be used in the fire drill and the alternative exits available Faculty and staff should close (not lock) doors and windows and take responsibility for checking facilities for complete evacuation All personal belongings within reach should be taken from classrooms by students
Handicapped students should inform faculty or staff at the start of the semester of any special requirements with respect to locations and procedures that will best facilitate those students egress from the building in an emergency In general wheelchair users should go to the stairwell which is furthest from the fire and wait for help Fire departments should be notified that stairwells be checked first Other handicapped persons should be assisted by students faculty or staff Do not leave a handicapped person alone
B Residential Occupancies
Residential facilities demonstrate the greatest need for adequate and effective fire exit awareness due to the potential loss of life Fire drills in residence halls must be performed twice a semester at a minimum Because of the nature of the occupancy it is usually the case that additional drills are performed due to false alarms
A major concern in residence hall fire drills is the resistance of residents to evacuate the building in the event of a drill Resident assistants and other staff must take responsibility for the complete and orderly evacuation of the building Education and awareness are key components to an effective fire evacuation program Directional signs in hallways and in each dorm room will help student to become more fully aware of their options
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Fire Drills Page Number 2 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
41
Special consideration must be given to handicapped students with regard to fire safety in residence halls To be most effective handicapped students should be required to evacuate the building during a fire drill regardless of their location in the building Preplanning is key for the handicapped person because hisher own familiarity with the buildings exists and the safest methods of egress is vital First responders should preplan by having designated individuals assigned to evacuate handicapped persons requiring assistance The handicapped person should also seek out buddies to assist in the evacuation and should explain all instructions beforehand No-one should be left behind during a fire drill or fire condition
To facilitate evacuation handicapped persons should be assigned to rooms on ground or egress level whenever possible Rooms should be identified on the outside of the building with a distinctly coded sign to advise the fire department without distinguishing the student If evacuation of a handicapped person is not possible heshe should return to the room close the door or proceed to the nearest stairwell if possible and wait for the fire department rescue For this reason each dorm should have a list of all handicapped students and their room location on file with the fire department
On each floor of the facility the resident staff should proceed down the hall knocking loudly on each door as heshe passes Staff should not unlock each door as this is time consuming and may result in danger to the staff person
C Assembly Occupancies ndash Student Center
Because actual fire drills are not practical for places of non-continuous assembly where the students or public body changes with each program employees or attendants of such places should be schooled in the duties they are to perform in case of fire in order to be of greatest service in effecting an orderly exit
An adequate number of competent attendants must be on duty when assembly occupancy is used Attendants should be instructed in the proper use of portable fire extinguishers and other manual fire suppression equipment if provided
Signs with directions for speedy and orderly egress should be posted
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Fire Drills Page Number 3 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
42
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Fire Drill Checklist Page Number 4 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
FIRE DRILL CHECKLIST
In the event of a fire pull the fire alarm The integrated fire alarm system is for use only in the event of a fire and should
NOT be used to evacuate the building for any other emergency
IMMEDIATELY
Remind students which exit to take as noted in each classroom regardless of where they are parked
Tell them to put on coats and to pick up purseskeys Leave all books notebooks etc in the classroom
Tell all students they MUST move to an area 300 feet from the building
You are to take a roster or safety sign-in sheet and a penpencil with you
Close all classroom windows
Turn off lights
Close all classroom doors
ONCE OUTDOORS
Announce that class is NOT cancelled automatically ndash notification of official cancellation of class will be
announced by campus personnel
Ask students to inform you if they select to leave and take note of all who leave the premises
Confirm through a roster or safety sign-in sheet that all students who were present that day are out of the building
You will be asked by Fire officials to verify this
Do not reenter the building until permission is granted by those having authority
43
Policy Chapter Situational Procedures Date Revised 709
Policy Title Fire Response - Disabilities Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
EVACUATION OF PERSONS WITH DISABILITIES
When emergency evacuation from a building becomes necessary special attention must be paid to the safety of persons
with disabilities Good planning is the best defense against unnecessary accidents and confusion Some people with
disabilities may not need help while others may This is why it is imperative that you ask the person if there is any way you
can be of assistance
Any campus building may have an employee student or visitor who is a person with disabilities The three most encountered are visual aural and mobility
Visibility ndash Visually impaired persons may need guidance to the primary exit or to a secondary exit
Aural ndash Aurally impaired individuals may not realize the alarm is sounding
Mobility ndash Evacuation between floors can be difficult Do not use elevators during emergencies
If persons with disabilities are frequently present in your office classroom or residence hall discuss evacuation plans with
them Travel with them over possible exit routes identify potential obstacles and ask their opinions
Mobility impaired persons should be evacuated by untrained personnel only when the situation is life threatening If it is
determined that there is no immediate danger consider remaining where you are and immediately inform a member of the crisis management team or those responsible for security services
In life-threatening situation where immediate evacuation is necessary always ask the person if you can help Then
personally assist the person with a disability down the stairs Some crutch and cane users may be able to use the stairs
others may not Ask them how they want your help
Wheelchair users should be carried in their chair only when at least two strong people are available who can control the
chair
Communicate with people who are deaf or who have hearing impairments When possible arrange emergency signals in
advance Keep verbal messages short Visual props such as cards or notes can be used to communicate Immediately tell them what is happening and keep them informed of the situation
44
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Flood Response Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
FLOOD RESPONSE
Take immediate steps to ensure the safety of the people in the building Attempt to contain the flood and limit the affected
area This may involve shutting off the water main Contact the Director of Facilities for further instructions on how to
proceed
Major flood issues will be handled by our insurance company Once the source of the flood has been determined and
terminated The insurance company will provide a restoration company for cleanup One of the following two people
needs to be contacted for this information
Linda Miller CIC LIC
Area Vice President
Arthur J Gallagher amp Co of Michigan Inc
161 Ottawa NW Suite 112
Grand Rapids MI 49503
Phone 616-233-0922
Fax 616-233-0923
Linda_Millerajgcom
Janet Manning Claims Manager
Arthur J Gallagher Risk Management Services Inc 22930 9 Mile Road
St Clairs Shores MI 48080
Phone 586-774-5415 Ext 238
Fax 586-779-6769
Janet_Manningajgcom
Academic - Water shutoff valves are located in the lower level mechanical room next to
classroom 001
Cook Resident Hall ndash Water shutoff valves are
located in the southeast corner of the basement
East Residence Hall ndash Water shutoff valves are
located in the southeast corner of the basement
Student Center ndash Water shutoff valves are
located in the mechanical room just north of the
west doors next to the dumpsters
AUTHORIZED FLOOD RESPONSE CONTRACTOR IS AS FOLLOWS
Ameri Pro Restoration
1-888-222-1245 wwwameri-procom
FIRE WATER AND MOLD DAMAGE
45
Policy Chapter Situational Procedures Date Revised 709
Policy Title Hazardous Materials Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
HAZARDOUS MATERIALS
If there is a hazardous materials spill anywhere on location the following steps should be immediately taken
Contact security services facility staff or a member of the Crisis Management team They will take over coordinating the remainder of the emergency response The scene should be immediately secured by not allowing people into the hazardous
area This includes any rescue attempts anyone unable to remove themselves from the affected area will have to wait until
the situation has been fully assessed and emergency personnel have arrived If there is anyone in such a state immediately
contact 911 and notify them of the situation
Isolate the area and take steps to ensure the safety of people as well as the environment with the priority being in that order
Attempt to identify the hazardous materials using any placards visible from a safe distances MSDS sheets found in the
security services office or shipping documents that may be available
Assess the Situation If the spill warrants it contact emergency services to take over the scene If not contact the Director of Security Services andor the Director for Facilities and ask for instructions on how to proceed
There may be the need to shut down the HVAC systems if there is a chemical spill on the highway and a chemical cloud is
approaching the campus There will always be a facility or security personal available to shutdown HVAC units if
necessary
SHUTOFF LOCATIONS
Main shutoffs for the HVAC system in the Academic building can be found in the lower level mechanical
room next to the food prep area on the Westside of the main lecture halls
Main shutoffs for the HVAC system in Cook and East residence halls can be found in the basement
mechanical room
Main shutoffs for the HVAC system can be found in the mechanical room just north of the west doors next to
the dumpsters
SECURITY CELL 616-446-7098
46
Policy Chapter Situational Procedures Date Revised 909
Policy Title Illegal Activities Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
ILLEGAL ACTIVITIES
Security Services is responsible for the investigation of all illegal activities Contact Security Services
immediately at 616-446-7098
If immediate danger exists call 911
Try to remember information regarding suspects vehicle descriptions and direction of travel
Each situation will be documented and investigated by the University andor local law enforcement
INCIDENT REPORTING OF ILLEGAL ACTIVITIES
If you are a victim of or a witness to any criminal activity contact Security Services at 616-446-7098 and they
will assist in documenting the situation and contacting the police department
DO NOT attempt to handle the situation alone
If immediate danger exists call 911
Observe Universal Precautions when coming in contact with any human body fluid Vinyl latex free gloves are
located in the Security Services Office Welcome Center Desk LInC Circulation Desk Administrative Office
Suite third Floor Faculty Lounge Fitness Center and Maintenance OfficeWorkshop
SECURITY CELL 616-446-7098
47
Policy Chapter Situational Procedures Date Revised 709
Policy Title Injury Reporting Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
INCIDENTS RESULTING IN EMPLOYEE INJURIES
If someone is injured as a result of an incident notify Security Services at 616-446-7098
Do NOT move the injured person unless absolutely necessary
Send someone else to call 911 and to give information regarding the medical emergency
Do NOT attempt first aid unless you are trained to do so
Do NOT offer to pay medical expenses admit responsibility or mention insurance
Do NOT apologize for the accident argue the cause or reprimand anyone
Do NOT offer to transport the injured person
A MICHIGAN EMPLOYERrsquoS FORM MUST BE FILLED OUT WHEN AN EMPLOYEE IS INJURED
SECURITY CELL 616-446-7098
48
Policy Chapter Situational Procedures Date Revised 709
Policy Title Media Call Form Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
MEDIA CALL LOG
If media call your location and you cannot transfer the call to a crisis communications
team member as noted obtain the following information and Fax the sheet to
6167321179 or relay the information to the crisis communications team by phone
Date _________________________ Time _____________________
Callerrsquos name _________________________ Callerrsquos phone number _______________ Media organization name _____________________ Location ____________________ Deadline (if given) _________________ Your name __________________________ Work Number _________________ Cell Number _________________ Other Number _________________ Actioninformation requested ________________________________________________ __________________________________________________________________________ Reporterrsquos specific questions ________________________________________________ __________________________________________________________________________ __________________________________________________________________________ What reporter was told _____________________________________________________ __________________________________________________________________________
_________________________________________________________________________________
____________________________________________________________________
If you answer a media call and cannot immediately transfer the call per the chart complete the ldquomedia call logrdquo tell the caller
someone will respond to them as soon as possible and forward the log sheet to the first available crisis communications team member
You may copy the sheet attached and FAX completed sheets to the crisis communications team at 6167321179 or if there
is a power outage relay the information from the ldquomedia call logrdquo to the crisis communications team by cell phone
49
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 1 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
SEVERE WEATHER ndash Class CancellationCampus Closing Policy
Severe winter weather may come in many forms consisting of snow ice and wind Generally each one individually does not result in the cancellation of classes but occasionally the severe combination of all three may cancel classes or possibly close a
campus
Our students are being trained to work in our communities Businesses rarely close due to weather related issues
Davenport will rarely close or cancel classes
DECISION PROCESS
The recommendation to cancel classes or the closing of a campus will be made by the highest ranking student services
and academic leadership member for a specific campus
Information regarding the conditions of the weather can generally be determined by contacting facilities and security
who may be on site Use of the internet is also encouraged for weather information (wwwweathercom) There
is an expectation that the recommendation would be made with help from others
In the chart below you can find criteria that can be used to make this recommendation These criteria will be used to
explain to faculty staff and students why classes were canceled This information will also be tracked by the VP of
Risk Management to help obtain an understanding under what conditions classes are generally canceled so decisions
can become easier in the future
A request to cancel classes will be given to the VP of Risk Management by the highest ranking Student Services
person of a specific campus This request will contain details related to the above chart The VP of Risk
Management will contact the Executive VP of Finance by 530 am with bullet points about the weather conditions of
the effected campus The Executive VP of Finance will contact the President for final approval
The process to close a location will be the same as above however the EVP for Organizational Development and the
VP of Risk Management must concur with the decision to close a campus before the EVP of Finance is contacted
DESCRIPTION EXAMPLE
Current Length of Storm 4 or More Hours
Additional Anticipated Length of Storm 4 or More Hours
Strength of Wind 21 or More
Visibility 025 Mile
Wind Chill -30
Current Snowfall 8 or Above
Future Anticipated Snowfall 4 or Above
Ice Coverage Any Ice
Area CollegeUniversities Closed Yes
Roads closed by State Police Yes
Information
can be found
on internet
Feel free to
use
wwwweather
com
50
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 2 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
Once approval has been obtained for classes to be canceled at a specific campus the VP of Risk Management
will
1 Initiate the DU-Alert as early as 530 am DU-Alert will contain the following information
a Closed building vs Canceled classes b Day vs evening classes c Who should report to work d What events need to be canceled
2 Notify University Communication so the proper information can be placed on our website and be sent to
Faculty and staff by email Contact Rick Jensen first at 616-706-2608 and Von Franklin at 616-481-3083 It
will be the responsibility of communications to post the appropriate communication on the website
3 Notify the appropriate Director of Student Services so information can be relayed to specific campus
personnel
4 Call CSC at 800 am to inform them of weather issues It will be the responsibility of CSC to be notified of
issues through DU-Alert prior to 800 am 1212 Extension
1-800-322-3984
5 Contact Malachi Hooser of the Call Center about the weather issues
616-308-9232 Cell
616-554-5386 Office
Location Student Servicesrsquo leadership will be responsible to
1 Notify the appropriate TV and radio stations 2 Update the Emergency Hotline
QUESTIONS AND COMPLAINTS
Questions and complaints from faculty staff or students regarding the decision to cancel classes or close a location
should be sent to the VP of Risk Management
TIME OF DECISIONS
Morning cancellations will be announced by 6 am
Afternoon cancellations will be announced by 10 am
Evening class cancellations will be announced by 3 pm
51
DU Campus Closing Line Main Menu Greeting
YOU HAVE REACHED THE DAVENPORT UNIVERSITY CAMPUS CLOSING LINE IF YOU KNOW
YOUR TWO DIGIT CAMPUS IDENTIFICATION NUMBER YOU MAY DIAL IT AT ANY TIME DURING
THIS MESSAGE FOR FULTON DIAL 01 FOR LANSING DIAL 03 FOR KALAMAZOO DIAL 04 FOR
MIDLAND DIAL 05 FOR BATTLE CREEK DIAL 08 FOR HOLLAND DIAL 09 FOR FLINT DIAL 10 FOR
SAGINAW DIAL 11 FOR WARREN DIAL 12 FOR ALMA DIAL 15 FOR CARO DIAL 16 FOR GAYLORD
DIAL 19 FOR TRAVERSE CITY DIAL 20 FOR LETTINGA DIAL 33 OR FOR LIVONIA DIAL 35 TO
LISTEN TO THIS MESSAGE AGAIN TOUCH THE KEY
Suggested Message for the Individual Campuses ltCAMPUS NAMEgt CLASSES ARE IN SESSION AS SCHEDULED
Example
LETTINGA CAMPUS CLASSES ARE IN SESSION AS SCHEDULED
To change a message
1 Dial 7002 for voice item maintenance
2 Dial the application ID for the message yoursquod like to change
3 Dial the password for the application
4 Dial 2 to review the current recording
5 Listen to the recording to make sure you are changing the correct one
6 Dial 5 to begin recording
7 Say the message yoursquod like callers to hear
8 Dial to end recording
9 Dial 2 to review the recording
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 3 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
52
CHECKLIST
Student Services Representative
Student Services and Academic Leadership decide to make a recommendation on classes being canceled or
the building closed
Decision will be assisted by facilities andor security that may be on site
Decision to cancel class will be made for the morning by 5 am and announcement will go out at 6 am Decision to cancel class will be made for the afternoon by 930 am and the announcement will go out by 10
am Decision to cancel class will be made for the evening by 230 pm and the announcement will go out by
300 pm
Student Services representative will call VP of Risk Management with cancelation of classes or closing of
a campus using the appropriate statistics found at wwwweathercom
Student Services representative will put a message on the emergency hotline and remember to update it as
necessary
Student Service representative will contact local TV and radio stations
Student Service representative will activate their call tree as appropriate
VP of Risk Management
VP of Risk Management will contact appropriate Executive Vice Presidents who will then obtain
permission from the president
VP of Risk Management will contact specific Directorrsquos of Student Services to report the decision
DU-Alert will be activated to the affected campuses
Contact Communications
Contact Web site administration
Contact CSC
Contact Call Center
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 4 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
53
EXAMPLE OF A BLIZZARD WARNING
URGENT - WINTER WEATHER MESSAGE
NATIONAL WEATHER SERVICE GRAND RAPIDS MI
428 AM EST THU DEC 10 2009
MUSKEGON-OTTAWA-KENT-ALLEGAN-BARRY-VAN BUREN-KALAMAZOO-
INCLUDING THE CITIES OFMUSKEGONJENISONGRAND RAPIDS
HOLLANDHASTINGSSOUTH HAVENKALAMAZOO
428 AM EST THU DEC 10 2009
BLIZZARD WARNING REMAINS IN EFFECT UNTIL 4 PM EST THIS
AFTERNOON
HAZARDOUS WEATHER
SNOW SHOWERS WILL CONTINUE TO INTENSIFY EARLY THIS MORNING 2
TO 4 INCHES OF SNOW ACCUMULATION CAN BE EXPECTEDALTHOUGH
LOCALLY HIGHER AMOUNTS ARE POSSIBLE
WEST WINDS OF 20 TO 30 MPH WILL GUST UP TO 40 MPH THESE WINDS
WILL CAUSE CONSIDERABLE BLOWING AND DRIFTING OF SNOW VISIBILITIES WILL FREQUENTLY BE REDUCED TO NEAR ZERO AT TIMES
THROUGH THIS AFTERNOON
GUSTY WINDS ALONG WITH RAPIDLY FALLING TEMPERATURES WILL
PRODUCE SUB ZERO WIND CHILLS
IMPACTS
TRAVEL WILL BE SEVERELY IMPACTED WITH SNOW BLOWING
SNOWAND BITTER COLD WIND CHILLS BLIZZARD CONDITIONS ARE
EXPECTED THROUGHOUT MUCH OF THE DAY ESPECIALLY ALONG US HIGHWAY 131
POWER OUTAGES WILL BE POSSIBLE DUE TO THE STRONG GUSTY WINDS
PRECAUTIONARYPREPAREDNESS ACTIONS
IT WOULD BE BEST NOT TO TRAVEL TODAY
IF YOU MUST TRAVELKEEP AN EXTRA FLASHLIGHTFOODAND
WATER IN YOUR VEHICLE IN CASE OF AN EMERGENCY
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 5 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
54
EXAMPLE OF HOLLAND AT WWWWEATHERCOM
Right Now Next 36 Hours
Today Tonight Tomorrow
Light Snow Snow Snow Shower AM Snow Showers
30degF 32deg 27deg 33deg
Feels Like 21deg High Low High
Past 24-hr Precip 029 in (est) Snow 29 in (est)
Chance of Precip 80
Chance of Precip 80
Chance of Precip 60
Wind From W at 12mph
Wind W at 18 mph
Wind W at 17 mph
Wind W at 14 mph
Humidity 69 64 62 62
Dew Point23deg
Pressure 2980 in
Visibility 10 mi
UV Index 0 - Low 1 - Low -- 1 - Low
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 6 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
55
CONTINUED EXAMPLE OF HOLLAND AT WWWWEATHERCOM
Daylight Remaining 6 hrs 1 min Sunrise 755 am Sunset 512 pm Sunrise 756 am
Through 5pm A steady snow will continue to fall through late afternoon Cloudy and windy Temperatures reaching the low 30s Winds W at 15 to 20 mph Chance of snow 80 Additional snowfall of 1 to 2 inches through 430pm
Snow showers early with a steadier snow developing late Colder Temps nearly steady around 30 Winds W at 15 to 25 mph Chance of snow 80 1 to 3 inches of snow expected
Variably cloudy with snow showers Low 27F Winds W at 15 to 25 mph Chance of snow 80 Snow accumulating 1 to 2 inches
Mainly cloudy with snow showers around in the morning High 33F Winds W at 10 to 20 mph Chance of snow 60 Snow accumulations less than one inch
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 7 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
56
Policy Chapter Situational Procedures Date Revised 709
Policy Title Severe Weather Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
CLASS CANCELLATIONS PROCEDURES
GREATER GRAND RAPIDS ndash HOLLAND AND LETTINGA
CLASS CANCELLATIONS PROCEDURES
NOTE All staff are to report to work as long as they are not endangering themselves in the process
The Director of Security Services will input information for all campuses in the GRAIL WEB system and at
wwwcancellationscom
1 When closings occur the Director of Security Services or his alternate will input closing data to the
GRAIL WEB site which will result in local media announcements
2 Day Classes ndash Weekdays (Monday through Friday) the Director of Security Services or alternate will check on weather and road conditions should weather become severe
a When day classes (prior to 400 pm start) need to be canceled the Director of Security Services
will contact one of the following in the order listed
i The ED of Student Services (Lettinga)
Tom Woods (517) 230-9834 (cell)
ii The ED of Academic Services (Lettinga)
Joy Harrison (Lettinga) (616) 301-2175 (home) (616) 283-2910 (cell)
iii The Director of Student Services (Holland)
Linda Sievert (616) 942-7735 (home) (616)745-3030 (cell)
b The EDs will inform
ii The Lettinga Asst Directors
Don Fowler (269) 383-5626 (home) (269) 598-7546 (cell)
Nygil Likely (616) 724-4206 (home) (616) 717-8243 (cell)
iii The Holland Director of Student Services
Linda Sievert (616) 942-7735 (home) (616)745-3030 (cell)
iv The Dir of Security Services
Eric Patterson (616) 459-8603
who will access wwwgrailwebcom and TV-13 (616) 785-1313 to
input the West Michigan locations (s) being closed and for how long
These decisions will be broadcast by 600 am
57
Policy Chapter Situational Procedures Date Revised 709
Policy Title Severe Weather Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
3 Evening Classes ndash Weekdays (Monday through Friday) the EDrsquos (see 2b i ii and iii above) and the Director of
Security Services will decide on cancellations for classes starting after 400 pm
The Director of Security Services will access wwwgrailwebcom and TV-13 (616) 785-1313 to input exactly
which locations (s) are being closed and for how long
4 Weekend Classes ndash The Security Services Officer on duty will contact 1) the Director of Security Services 2) the ED
of Student Services 3) the D for Holland or 4) ED for Academic Services at Lettinga (See 2 a and b above) The
individual contacted will
a Make the decision to close Lettinga and Holland locations
b Relay decision to the Director of Security Services who will access wwwgrailwebcom and TV-13 (616)
785-1313 to input exactly which locations (s) are being closed and for how long
c Contact the EDs and D (see 2a and b above) to tell them of the closings
Saturday classes will be canceled by 600 am
Sunday classes will be canceled by 800 am
5 Phone Messages ndash During any of the seven days of the week the Director of Security Services or designee will contact
Lettinga a Kirsten Scott (616) 554-5311 andor (616) 891-7623 or
b Sally Kuipers (616)742-2070 andor h(616)452-2349 or c(616)560-7478
Holland
c Rhonda Prins at 616-218-9896 or 616-395-4608
to change the message on the switchboards notifying incoming callers that classes have been canceled The
switchboards will carry the specific message as long as appropriate
6 OTHER THAN WEATHER RELATED CLOSINGS ndash Closings for other reasons will be determined by the
campuslocation leader with notification to the ED and Director of Security Services for posting to GRAIL Here are some guidelines
a Electrical Gas Leak Water ndash two hour delay unless need for longer closing is obvious
Contact numbers can be found on the ldquoLocation Communication Treerdquo procedure located in this document
Davenport University Connect Hotline Number is 1-800-525-8282
58
Purpose
The purpose of tornado drills is to provide shelter for the campus community during a tornado warning In these cases faculty staff and students should not evacuate the building since this may cause injury During a tornado
warning you have only a short time to find shelter Advance planning and a quick response are the keys to surviving
this type of inclement weather The University values the safety of each individual and expects that people will take
responsibility for safeguarding their welfare
Regulation
Effective March 30 1998 House Bill 5237 amended the Michigan Fire Prevention Cote Act 207 PA 1941 as
amended Section 19 to require Tornado Drills in Schools The new requirement applies to all schools including
state supported schools colleges universities and school dormitories
Sec 19 (3) now requires a minimum of 2 tornado safety drills for each school year at the schools and facilities hellip
These drills are for the purpose of preventing hazards and injuries in the event of severe weather
Responsibility
Responsibility for the planning and conduct of drills shall be assigned by campus risk management to competent
persons qualified to exercise leadership A written record of all drills conducted should be maintained including a
critique of the event This record should be maintained by risk management
General Guidelines
Drills shall include suitable procedures to make sure that all persons in the building or all persons subject to the
drill actually participate If a tornado drill is considered merely as a routine exercise from which some persons may
be excused there is a grave danger that in an actual tornado the drill will fail in its intended purpose All drills
should be pre-planned and preannounced
Definitions
Severe Weather Includes thunder lightening hail wind and heavy rains
Tornado A violently rotating column of air in contact with the ground
Watch Indicates that conditions are favorable for a particular type of weather to occur
Warning Indicates that a particular type of weather is or will soon be occurring
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Tornado Drills Page Number 1 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
TORNADO DRILLS
59
Specified Occupancies
Educational Occupancies ndash Academic and Administrative Buildings
All educational buildings on campus must hold two sets of tornado drills one in the spring and one in the Fall
preferably during the first four weeks of the semester Faculty and staff shall work in cooperation with risk
management in scheduling drills before the semester begins A ldquosetrdquo can be defined as a tornado drill during
the day and one in the evening in order to involve as many staff and students as possible
Locations of tornado shelters are to be conspicuously posted in each classroom and hallway to provide the
necessary information and ensure orderly movement through the building Signs should also specify that
elevators must not be used to exit during a tornado drill
Faculty and staff must be familiar with the tornado shelter locations and will assist students to these shelters
Handicapped students should inform faculty or staff at the start of the semester of any special requirements with
respect to procedures that will best facilitate those students
Residential Occupancies
Residential facilities demonstrate the greatest need for adequate and effective tornado shelter awareness due to
the potential loss of life Tornado drills in residence halls must be performed twice each year one in the spring
and Fall
A major concern in residence hall tornado drills is the resistance of residents to go to the designated tornado
shelters Resident assistants and other staff must take responsibility for the complete and orderly movement of
the students through the building Education and awareness are key components to an effective tornado drill
program Location of shelter in each apartment will help student to become more fully aware
Special consideration must be given to handicapped students with regard to tornado drills in residence halls To
be most effective handicapped students should be required to move to tornado shelters during a tornado drill
regardless of their location in the building Preplanning is key for the handicapped person because hisher own familiarity with the tornado shelter locations and the safest methods of egress is vital The handicapped person
should also seek out buddies to assist
On each floor of the facility the resident staff should proceed down the hall knocking loudly on each door as
heshe passes Staff should not unlock each door as this is time consuming and may result in danger to the staff
person
Assembly Occupancies ndash Student Center
Because actual tornado drills are not practical for places of non-continuous assembly where the students or
public body changes with each program employees or attendants of such places should be schooled in the
duties they are to perform in case of a tornado drill An adequate number of competent attendants must be on
duty when assembly occupancy is used Signs with directions for speedy and orderly egress should be posted
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Tornado Drills Page Number 2 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
60
TORNADO DRILL CHECKLIST
INDOORS
1 Information about severe weather will be given to the campus community if known in advance
2 A Tornado Watch is the time to review emergency action plans and determine the nearest tornado shelter
3 Tornado shelter plans will be posted in each classroom
4 During a tornado watch one person will be designated to monitor the weather by computer or weather radio
5 When the community siren is activated or information is obtained through computer monitoring faculty and
staff will move students to the appropriate tornado shelters
6 DU-Alert will be activated for the individual campus that has the tornado warning The following are the
individuals who can access DU-Alert
Duane Terpstra
Office 616-732-1155
Cell 616-581-5295
Home 616-786-0293
Matthew Miller
Office 586-620-4050
Cell 616-780-6346
Shallan Spielmaker
Office 517-367-8211
Cell 616-581-1453
Nathan Schumacher
Office 586-620-4054
Cell 586-201-8099
7 There will be monitoring equipment in a designated shelter to determine the completion of the warning
8 Do not use elevators and stay away from windows
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Tornado Drill Checklist Page Number 3 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
61
OUTDOORS
1 Seek indoor shelter if possible
2 Parked motor vehicles are unsafe Seek indoor shelter
3 If an indoor shelter is not available and there is not time for escape lie flat in a ditch or low spot
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Tornado Drill Checklist Page Number 4 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
62
Policy Chapter Situational Procedures Date Revised 709
Policy Title Tornado Policy Page Number 2 of 3
CRISIS MANAGEMENT MANUAL
University Crisis Management
TORNADO SHELTER AREA ACADEMIC BUILDING ndash Shelters are in green
areas
63
Policy Chapter Situational Procedures Date Revised 709
Policy Title Tornado Policy Page Number 3 of 3
CRISIS MANAGEMENT MANUAL
University Crisis Management
TORNADO SHELTER RESIDENCE HALLS ndash Shelters are in green areas
TORNADO SHELTER STUDENT CENTER ndash Shelter are in green areas
64
Policy Chapter Situational Procedures Date Revised 709
Policy Title Stalking Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
STALKINGTHREATSHARRASSMENT
IF OCCURRING ON CAMPUS
Contact those individuals who are responsible for security services or your student services representative They will
evaluate the situation and contact police authorities if necessary
If fear of bodily harm exists call the Police Department at 911 and then locate security services personnel
If you receive a ldquoPersonal Protection Orderrdquo or PPO from the court provide a copy of the order to the office of Security
Services
IF OCCURRING OFF CAMPUS
Contact the police at 911 followed by security services personnel
Copies of Personal Protection Orders are kept on file These documents should be updated as necessary and will be shared with location personnel on a need to know basis
As with any incident on location an incident report should be filled out and kept on file for future reference
The next page is an example of the information that can be given to those at a location in order to assist in identifying the
individual responsible This information upon approval of the victim can be kept at a main entrance desk welcome center
or other location where staff may meet people as they enter the building
Stalking is a willful course of conduct involving repeated or continuing harassment of another individual
that would cause a reasonable person to feel terrorized frightened intimidated threatened harassed or
molested and that actually causes the victim to feel terrorized frightened intimidated threatened harassed
or molested 750411h
SECURITY CELL 616-446-7098
65
Policy Chapter Situational Procedures Date Revised 709
Policy Title Stalking Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
66
Policy Chapter Situational Procedures Date Revised 909
Policy Title Suicidal Remarks Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
SUICIDAL REMARKS
With the diverse student body with varying age groups and backgrounds the potential exists for suicidal tendencies among
students who are attending classes It is critical that our staff respond to these individuals correctly and with care to ensure
that the safety of our student body is preserved and that the individual is properly cared for
When confronted with a student who is making suicidal remarks you should contact a security services or a student services
representative as soon as possible Security Services personnel with help from Student Services will coordinate any
further response
It is important to isolate this student from the rest of the student population and keep them under watch throughout the entire
incident At no time should a student who has made such statements be left alone Every effort should be made to keep
them on location If the individual insists on leaving inform them that you believe this to be unwise but allow them to leave if they insist If the student does leave contact the Police Department to inform them of the situation Attempt to give the
police a description of both the person and the vehicle they are driving as well as contact information if available
Ask the student if there is a mental health professional that they have been seeing and ask if they have the contact number
for that person If they do have them contact that individual Ask the student if there is a family member or friend that can
transport himher off site
A DU employee should only willingly allow a suicidal student to leave if there is a third party present to transport them
Under no circumstances should the student be allowed to leave on their own even if they state that they are feeling better
without some resistance from the University employee
67
SUICIDE ATTEMPT
Student Suicide Protocol All Campuses (Non-Housing)
1
st Staff Responder First Steps (Immediately)
When you enter the room or vehicle
Is the area safe
Check for vital signs
Call 911Security ServicesStudent Services based on the resources available
Gather information
Identify student if possible
Identify method of suicide if possible
Are you able to contain the area YesYes with assistanceNo
Determine how many students if any are awareimpacted by the situation and who they are
Contact ED of Student Affairs (Paul Ballard) or ED of Security Services (Matt Miller) or VP of Risk
Management (Terpstra) and inform with what you know
Name of Student
Method of suicide
What you know about the student (Team clubs friends etc)
If area is contained or does it need to be contained
How many students are immediately affected and who they are
What location will the affected students be quarantined
If security or police have arrived your focus is the affected students
Quarantine affected students in a separate area
Discuss with them that someone from the University will be contacting the studentrsquos family and for them
not to refrain from contacting the family out of respect and care for them until a trained professional
contacts them
Determine if the studentrsquos circle of friends is complete or if others need to be quarantined temporarily
Comfort the students as best you can and assess individualrsquos risk levels
Remain with the students until a trained counselor arrives
1st Professional Staff Responder Next Steps (1 to 24hrs)
Create incident report
Relocate displaced classes if needed
Check in and identify additional students or staff that require mentalemotional support
1st Professional Staff Responder Final Steps (24-48 hrs)
Check in and identify additional students or staff that require mentalemotional support
Aid in gathering the deceased individualrsquos personal belongings if necessary
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Suicidal Attempt Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
68
Missing Student Protocol
(Not process for Study Abroad Missing Student)
A campus is contacted by a person requesting information on a student that the caller assumes is missing This
person is worried because they have not been contacted by the student for an unusual length of time You explain to
the caller that you cannot give out specific information about a student but would be willing to work with the police
if they would report the issue
Once you disconnect from the caller you take the following steps
Contact ED of Student Affairs (Paul Ballard) or ED of Security (Matt Miller) or VP of Risk Management (Terpstra)
Student Services or
Security Services
Contact the person responsible for investigations on your campus This may be Security
Services or Student Services depending on the resources on the campus Contact the
caller and ask the below question
Determine relationship to student
Why do you think they are missing
Date time location the student was last seen
General routine of student (Close circle of friends)
Studentrsquos cell number
Does the student have a Social Media account Make model color and license plate of vehicle
Have they filed a missing persons report
Is there any medical or emotional condition we should be aware of
Establish a timetable where you will contact them again
General Investigative Steps
Call and text the student
Send the student an Email
Check with instructors on attendance of student (w photo)
Check emergency information in Banner
Check SPACMNT for comments and FERPA waivers
Go to studentrsquos classroom
Check card access and dining swipes (if applicable)
Check social networking sites
Contact known FriendsClassmates fill in any information gaps from that caller did not know
Check for student car in parking lot
Contact CSC for last log in
Check the websites to see if student has been arrested ex httpswwwaccesskentcomInmateLookup
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Missing Student Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
69
Missing Student Protocol
(Not process for Study Abroad Missing Student)
If proof of life has been established or check list has been completed Contact ED of Student Affairs (Paul Ballard)
or ED of Security (Matt Miller) or VP of Risk Management (Terpstra)
If student is found
Have them contact the person that called (if applicable) with University personnel present
If student does not want the person to know where they are have them meet with EDSA Paul Ballard
ED of SA will make contact with the caller and give them FERPA based info
If student is hospitalized or unable to return to school initiate protocol for medical withdrawal
If student is not found
Student Affairs will call emergency contact number
Student Affairs will follow up with caller
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Missing Student Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
70
Policy Chapter Situational Procedures Date Revised 909
Policy Title Utility Failure Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
UTILITY FAILURE
ELECTRICAL FAILURE
All individuals should remain where they are
Security Services personnel will assist with building evacuation if necessary
Security Services personnel will notify Consumers Power
If the power comes back on in a short time (two hours or less) operations will resume
If the power remains off for longer than two hours campus leadership will make a decision on whether or not to
close the campus
GAS LINE BREAK OR LEAK
Report the break or leak to Security Services 616-446-7098
Security Services will clear the immediate area and evacuate the building if needed
DO NOT turn off radios lights computers or other office equipment
Security Services will contact the utility company
WATER MAIN BREAK
Security Services or facilities will contact the Water Department
All employees and students should be notified that the restroom facilities will not be available
SECURITY CELL 616-446-7098
71
Policy Chapter Updating Process Date Revised 709
Policy Title Post Incident Debriefing Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
POST INCIDENT DEBRIEFING
Once the incident is over a debriefing should take place with those who were involved The purpose of this process is to improve our reaction to future incidents The following is a general list of questions that can be asked
Type of Incident
Date of Incident Time of Incident
Initial notification received by
Was the VP of Risk Management notified soon after the event [ ] Yes [ ] No [ ] NA
Were the appropriate people notified of the situation [ ] Yes [ ] No [ ] NA
Was there good communication with the Risk Management Team [ ] Yes [ ] No [ ] NA
Was there good communication with the local Crisis Management Team [ ] Yes [ ] No [ ] NA
Was there appropriate communication with Cabinet Members [ ] Yes [ ] No [ ] NA
Was there appropriate communication with Faculty Staff and Students [ ] Yes [ ] No [ ] NA
What changes could there have been to make communication better
What actions were taken that was effective
What are the opportunities for improvement
What changesadditions are needed for the crisis management manuals
On the back of the page map the incident timeline
72
Policy Chapter Testing Date Revised 709
Policy Title Testing amp Training Process Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
TESTING amp TRAINING
The testing process for possible crisis situations will be done in the following three ways
1 Scenarios will be presented to the Risk Management and Crisis Management teams in the form of table top exercises This will be done in the regular meetings
2 Simulation of actual events
3 Instruction is given on how to react to a crisis The below document is given to all employees and placed in many
locations within the facilities
EMERGENCY RESPONSE PROCEDURES
University Crisis Management
Emergency Response
Security Management
LOCATION CRISIS MANAGEMENT TEAM
HOW TO REPORT AN INCIDENT
SUSPICIOUS PERSONS
STALKINGTHREATSHARASSMENT
VIOLENT BEHAVIOR
ACTIVE SHOOTER RESPONSE
BOMB THREAT
UTILITY FAILURE
FIRE RESPONSE
SEVERE WEATHER
FIRST AIDBLOODBORNE PATHOGENS
MAIL SECURITY
73
GLOSSARY OF TERMS
1 CMT- Crisis Management Team A crisis management team consists of representatives from Human Resources Security Services Facilities IT etc These teams are located at every location within the University and are responsible for crisis management at that particular location
2 RMT ndash Risk Management Team The risk management team consists of representatives from Human Resources Security Services Facilities IT etc This team is located at Lettinga and is responsible to develop procedures manage crisis management teams and communicate with the administration
3 EOC ndash Emergency Operations Center Headquarters for the Crisis Management team to manage and coordinate the companyrsquos business recovery efforts
Policy Chapter Appendix A Date Revised 709
Policy Title Glossary of Terms Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
74
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic Lower West Page Number 1 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
Gas Valve Electrical Panel
Geothermal
Pumps
75
Sprinkler Shutoff
Water Shutoff
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic Lower East Page Number 2 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
76
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 1st West Page Number 3 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
77
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 1st East Page Number 4 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
78
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 2nd
West Page Number 5 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
79
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 2nd
East Page Number 6 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
80
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 3rd
West Page Number 7 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
81
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 3rd
East Page Number 8 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
82
Water Shutoff Electrical
Shutoff
Gas Shutoff
Fire Suppression
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Student Center Lower Level Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
83
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Student Center Main Level Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
84
Electrical
Shutoff
Water Shutoff
Fire Suppression
All Shutoffs
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Cook Hall Basement Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
85
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Cook Hall Floors 1-4 Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
F1 F2
F3 F4
86
Electrical Shutoff
Water Shutoff
Fire Suppression
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Meijer Hall Basement Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
87
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Meijer Hall Floors 1ndash5 Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
F1 F2 F3
F4 F5
88
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title South Hall 1st amp 2
nd Floor Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
F1
F2
89
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title South Hall 3rd
and 4th Floors Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
F3
F4
90
Policy Chapter Appendix C Date Revised 709
Policy Title General Telephone Numbers Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
NAME WORK NUMBER CELL NUMBER TITLE
Anderson Kristine 616-742-1726 231-329-4667 Director of Employee Relations
Ballard Paul 616-554-5687 616-862-6532 Exe Director of Student Affairs
Bean Brent 616-451-3511 ext 1495 616-889-3875 IT S Manager
Beausoleil Gail 616-554-5394 616-292-5446 Director of Career Services
Bill Chris 616-732-1151 616-540-7396 VP or Human Resources
Bloom Deb 616-732-1124 616-340-3402 Exe Dir Of government amp Com Relations
Bruyn Kim 616-732-1165 616-540-7711 Exc VP for Advancement
Caledonia Fire amp Rescue 616-891-0940 Caledonia Township Fire amp Rescue
Caledonia High School 616-891-8129 Caledonia High School
Caledonia Middle School 616-891-8649 Caledonia Middle School
Communication Fax 616-732-1179 Communication Fax
CSC 1-800-322-3984 Customer Support Center
Donovan Sherri 616-233-3472 616-233-3472 Exe Director of Academic Services
Dutton Christian School 616-698-8660 Dutton Christian School
Engblom Rob 616-554-5087 865-803-7350 Exe Director of Housing
Finkler Kathy 616-732-1085 616-446-5303 Director of Customer Support
Fischer John 616-554-5005 616-822-1088 Director of Facilities
Fisher Christine 616-732-1168 616-340-2525 Exe Administrative Assistant
Fowler Don 616-732-1206 269-598-7546 Director of Student Services
Harrison Joy 616-554-5820 616-283-2910 Exc Director of Academic Services
Hogan Brian 616-437-3234 HiTec Cleaning Services
Hooser Malachi 616-5545386 616-308-9232 Call Center Manager
Hotline 1-800-525-8282 Emergency Hotline
IT Weekend Emergency Number 616-481-6011 IT Weekend Emergency Number
Jensen Rick 616-732-1172 616-706-2608 News Information Manager
Jones Apple 616-554-4743 616-560-4856 Department Coordinator
Kent County - Main 616-632-6100 Kent County Sheriff Department
Kent County - Substation 616-632-6490 Kent County Sheriff Department
Kingrey Daryl 616-554-5395 616-481-2239 VP of Admissions
Knechtel Heather 616-554-5388 517-974-5793 Director of Admissions
91
Policy Chapter Appendix C Date Revised 709
Policy Title General Telephone Numbers Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
NAME WORK NUMBER CELL NUMBER TITLE
Kraska Nick 616-7732-1120 HRIS Coordinator
Lemmon Bill 616-732-1087 616-450-4933 Director of Networking
Lemmon Nicholas (Hi-Tec) 616-662-1623 616-732-1303 VP of Operations - Hitec Cleaning
Likely Nygil 616-554-5316 616-719-6457 Director of Student Services
Loud Tammy 616-554-5396 517-490-5940 VP of Student Services
Lowden Paul 616-554-5050 616-901-1787 Director of Athletics
MacDonald Meghan 616-554-4766 616-610-7690 Bookstore Manager
Manning Janet 616-774-5415 ext 238 Gallagher Risk Management Services
McCormick Nathan 616-732-1128 616-745-7142 Exe Director of Facility Operations
McLaughlin Karen 616-698-7111 616-970-5866 Asst Director of LInC
Miller Brian 616-732-1195 616-821-2618 VP of IT
Miller Linda 616-233-0922 VP Arthur Gallagher Insurance
Miller Matthew 586-620-4050 616-780-6346 Exe Director of Security
MSP 616-647-0800 Michigan State Police
Page Sally 616-554-5668 616-780-1394 Exe Director of Libraries
Salinas Kim 616-732-1072 616-813-7165 Benefits Manager
Scott Kirsten 616-554-5311 616-891-7623 Adm Asst Student amp Career Services
Security Services 616-446-7098 Security Services
Shull Lindsey 616-554-5528 616-901-2036 Regional Health Internship Manager
Sievert Linda 616-395-4603 616-745-3030 Director of Student Services - Holland
Stodola Mike 616-554-5138 616-893-7314 Director of Student Center
Terpstra Duane 616-732-1155 616-581-5295 VP of Risk Management
Teuscher Jolene 616-732-1096 616-318-4669 Employee Relations Manager
TV 13 616-785-1313 TV 13
Wagner Natalie 616-554-5821 616-901-0666 Executive Director of Student Life
Williams Ben 616-732-1104 517-303-4955 Information Technology Services
Woods Tom 616-554-5301 517-230-9834 Exe Director of Student Services
92
Family Educational Rights and Privacy Act of 1974 (FERPA)
The Family Educational Rights and Privacy Act (FERPA) is a federal law designed to protect the privacy of students education records The law applies to all schools that receive funds under an applicable program of the US Department of Education
FERPA gives parents certain rights with respect to their childrens education records These rights transfer to the student or former student who has reached the age of eighteen or is attending any school beyond the high school level Students and former students to whom the rights have transferred are called eligible students
Parents and eligible students have the right to inspect and review all of the students education records maintained by the school Schools are not required to provide copies of materials in education records unless for reasons such as great distance it is impossible for parents and eligible students to inspect the records Schools may charge a fee for copies
Parents and eligible students have the right to request that a school correct records believed to be inaccurate or misleading If the school decides not to amend the record the parent or eligible student then has the right to a formal hearing After the hearing if the school still decides not to amend the record the parent or eligible student has the right to place a statement with the record commenting on the contested information in the record
Generally the school must have written permission from the parent or eligible student before releasing any information from a students record However the law allows schools to disclose records without consent to the following parties
o school employees who have a need-to-know o other schools to which a student is transferring o certain government officials in order to carry out lawful functions o appropriate parties in connection with financial aid to a student o organizations doing certain studies for the school o accrediting organizations o individuals who have obtained court orders or subpoenas o persons who need to know in cases of health and safety emergencies o state and local authorities within a juvenile justice system pursuant to specific state laws
Schools may also disclose without consent directory type information such as a students name address telephone number date and place of birth honors and awards and dates of attendances However schools must tell parents and eligible students about directory information and allow parents or eligible students a reasonable amount of time to request that the school not disclose directory information about them
Schools must notify parents and eligible students of their rights under this law The actual means of notification (special letter inclusion in a PTA bulletin student handbook or newspaper article) is left to the discretion of each school
For additional information or technical assistance call (202) 260-3887 or TDD (202) 260-8956 or contact
Family Policy Compliance Office US Department of Education 600 Independence Avenue SW Washington DC 20202-4605
Policy Chapter Appendix D Date Revised 0111
Policy Title FERPA Facts Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
93
EMERGENCY NOTIFICATION SCRIPTS
Test Message
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System This is a test of the mass notification system Davenport University is using this system to keep you informed in the event of an emergency If this had been an actual emergency you would receive official information andor instructions This concludes this test of Davenportrsquos Mass Communication Alert System Thank you for your attention END OF MESSAGE (SMS) This is a test of Davenportrsquos Alert System If this had been an actual emergency you would receive official information andor instructions
Natural Disasters
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System On June 2 2009 a Tornado struck the Caro Campus Damages are reported to be light No injuries have been reported The campus is closed until further notice All students should stay away Be advised that roads may be damaged Travel with caution Thank you for your attention End of Message (SMS) On June 2 2009 a Tornado struck the Caro Campus Damages are reported to be light The campus is closed until further notice
Armed Suspect
(Phone)(E-Mail) This is a message on the Davenport Mass Communication Alert System At June 2 2009 an individual possessing a firearm was reported to be on the Warren Campus The Warren police department has been notified of the situation and is presently on campus We urge everyone on campus to remain in your residence classroom or office with the doors and windows secured If you are currently off campus stay away until further notice Please call 911 if you observe any threatening individuals on or near to campus Thank you for your attention End of Message (SMS) On June 2 2009 at 900 aman individual possessing a firearm was reported to be inside our Livonia Campus Stay in place amp barricade
Policy Chapter Appendix E Date Revised 709
Policy Title Emergency Notification Scripts Page Number 1 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
94
Assault with a Deadly Weapon
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System It has been reported to Davenport University that an individual was recently a victim of an assault with a knife in the parking lot at the Flint campus This took place on June 2 2009 at 1000 am The individual sustained minor injuries and is being treated at a local hospital The incident is still an on-going investigation with the Flint police department Students are advised to be cautious and call 911 to report any suspicious behavior or persons Thank you for your attention End of Message (SMS) On June 2 2009 at 1000 am an individual at the Flint campus was a victim of an assault wa knife Student are advised to be cautious
Bomb Threat
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System On June 2 2009 at 1100 am Davenport University received a threat from an unknown caller that a bomb was set to go off at the Holland campus at Noon The Holland Police departmentrsquos bomb squad is at the scene and conducting a full investigation It will also be assessing the threat level to the University The building has been evacuated and all persons still inside the building must evacuate now A secure perimeter has been established around the area and it is off limits until further notice Thank you for your attention End of Message (SMS) On June 2 2009 at 1100 am the Holland campus of Davenport University received a threat from an unknown caller that a bomb was set to go off in Noon
Gas Main Break
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System There has been a gas main break at the Saginaw campus of Davenport University Evacuate the area Stay away from the area until the situation is resolved Additional information will be given as the situation is resolved End of Message (SMS) We urge everyone to evacuate the Saginaw campus due to a gas main break Please stay away until the situation in resolved
Policy Chapter Appendix E Date Revised 709
Policy Title Emergency Notification Scripts Page Number 2 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
95
Gunshots
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System On June 2 2009 at 100 pm Davenport University received reports of gunshots fired in the parking lot at the Kalamazoo campus The police department has been notified of the situation and is presently on campus We urge everyone on campus to remain in your classroom or office with the doors and windows secured If you are currently off campus stay away until further notice Thank you for your attention End of Message (SMS) We urge everyone at the Kalamazoo campus to remain where you are amp secure doors amp windows If off campus stay away until further notice
Hazardous Materials
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System On June 2 2009 at 200 pm a hazardous material situation is occurring at the Battle Creek campus of Davenport University A hazardous materials team is on scene A secure perimeter has been established and the buildings are off limits until further notice Thank you for your attention End of Message (SMS) There is a hazardous materials spill at the Battle Creek campus and a secured perimeter has been established Buildings are off limits until further notice
Homicide
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System It was reported to Davenport University that an individual was recently a victim of homicide by at the Livonia campus on or about June 2 2009 at 300 pm The incident is still an on-going investigation with the Livonia police department at this time If you find yourself in a position of concern or witness any suspicious persons on campus please immediately contact the 911 Thank you for your attention End of Message (SMS) Davenport University Livonia campus has a victim of homicide by that occurred in the parking lot on June 2 2009 at 300 pm No arrest has been made
Policy Chapter Appendix E Date Revised 709
Policy Title Emergency Notification Scripts Page Number 3 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
96
Power Failure
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System We are currently experiencing a power failure at the Lansing campus The estimated duration of the power outage is unknown Additional updates will be given End of Message (SMS) There is a power outage at our Lansing campus Duration unknown Additional updates will be given
Violent Crime
(Phone)(E-mail)
This is a message on the Davenport Mass Communication Alert System On June 2 2009 at 500 pm an assault was reported at the Warren campus We ask that you offer your full cooperation to the police department if asked Please call 911if you observe any threatening individuals on or near to campus Thank you for your attention End of Message (SMS) On June 2 2009 at 500 pm an assault was reported at the Warren campus The police department has launching an investigation
Policy Chapter Appendix E Date Revised 709
Policy Title Emergency Notification Scripts Page Number 4 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
97
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Academic Building Page Number 1 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
98
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Academic Building Page Number 2 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
99
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Cook amp Meijer Halls Page Number 3 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
100
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash South Hall Page Number 4 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
101
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Student Center Main Page Number 5 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
102
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Student Center Lower Page Number 6 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
6
Policy Chapter Introduction Date Revised 0311
Policy Title Table of Contents Page Number 4 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
TABLE OF CONTENTS
APPENDIX A
Glossary of Terms 73
APPENDIX B
Lettinga Academic Building 74-81
Lettinga Student Center 82-83
Lettinga Cook Hall 84-85
Lettinga Meijer Hall 86-87
Lettinga South Hall 88-89
APPENDIX C
General Telephone Numbers 90-91
APPENDIX D
FERPA Facts 92
APPENDIX E
Emergency Notification Scripts 93-96
APPENDIX F
Evacuation Maps 97-102
7
OVERVIEW
This document and the accompanying materials constitute Davenport Universityrsquos Crisis Management Plan The contents of this document are the possession of Davenport University and will not be given to any outside individuals or organizations The reason for the confidentiality of this document is due to the names and contact numbers located in the procedures
This plan is to be implemented in the event of an emergency It addresses the various aspects of crisis management including physical security of people and facilities leadership responsibilities and internal and external communications
An emergency is defined as
Disrupts normal operations or poses a serious threat to persons or property
Requires a quick or immediate response
Requires a response with procedures and resources beyond organizational capabilities
Results in a declaration of a general state of emergency by civil authorities
While the plan addresses specific types of crises and a broad range of responses it must be clearly understood that a crisis or major disaster presents circumstances that are not always predictable As a result it is impossible to predict a specific course of conduct for each possible type of crisis This plan should be considered as a general guide governing the Universityrsquos response to a crisis Real-time modifications to procedures will undoubtedly be required as an event unfolds
The plan identifies roles and responsibilities for specific administrators and departments within the University Nonetheless each member of the community whether assigned a specific role by this plan or not has a responsibility to assist colleagues and students during a crisis
The three most important responsibilities of every community member during a crisis are
1 to contact those responsible for security services when confronted with a potentially dangerous situation even if the situation appears to be contained or to have abated
2 to exercise independent judgment in order to ensure personal safety in the absence of specific instructions from crisis management staff and
3 to follow instructions once provided as best as possible
The goal in a crisis is to ensure the health and safety of the University protect campus buildings and restore normal operations
Policy Chapter Introduction Date Revised 709
Policy Title Overview Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
8
Policy Chapter Immediate Action Date Revised 709
Policy Title Emergency Operations Center Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
CRISIS MANAGEMENT EMERGENCY OPERATIONS CENTER
During the course of a crisis event the Crisis Management Team will meet in the Administrative Conference Room on the second floor
Should the Administrative Conference Room be inaccessible or undesirable during a crisis event the conference room in the Student Center will become the centralized place for the Crisis Management Team
In the event of a campus wide power failure or the need to evacuate the building the Crisis Management Team will meet at the South Parking Lot
Once convened the team may determine a more suitable location
It is necessary to note that cell phone communications will take place during a crisis situation and a location to
meet may be determined at this time
Second Floor West Lettinga Academic Main Floor Student Center
Meet Here
9
Policy Chapter Response Procedures Date Revised 909
Policy Title Evacuation Procedures Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
EVACUATION PROCEDURES
Evacuation of the Academic building will be handled by Security Services In case of a Fire evacuation will be requested by the use of a fire alarm with the assistance from the officers on duty Any other evacuations will be handled by Security Services through the use of the telephone intercom system going door to door or by other means Evacuation of the residence halls will be handled by the Director Assistant Director and Resident Assistants They will be helped by Security Services as available In case of a fire evacuation will be requested by the use of a fire alarm with the assistance of residence hall staff and Security Services as available Evacuation of the student center will be handled by Security Services and the student center staff In case of a fire evacuation will be requested by the use of a fire alarm with the assistance of student center staff and Security Services as available Evacuation routes can be found in Appendix F
10
Policy Chapter Response Procedures Date Revised 0411
Policy Title Emergency Communications Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
COMMUNICATIONS
INFO TECHNOLOGY
HUMAN RESOURCES
FACILITIES
SECURITY SERVICES
STUDENT SERVICES
Rick Jensen News Information Manager
Office 616-732-1172 Cell 616-706-2608
Customer Support 1-800-322-3984
Kristine Anderson Dir of Employee Relations
Office 616-742-1726 Cell 231-329-4667
Call Security who will make contact with
facilities Securityrsquos number is 616-446-
7098
Contact officer on Duty at 616-446-7098
Paul Ballard Dir Of Student Affairs Office 616-554-5687 Cell 616-862-6532
Robin Luymes
Exe Director of University
Communications
Office 616-732-1157
Cell 616-550-6585
Weekend Emergency 616-481-6011
Chris Bill VP of Human Resources
Office 616-732-1151 Cell 616-540-7396
Duane Terpstra VP of Risk
Management Office 616-732-1155
Cell 616-581-5295 Home 616-786-0293
Tammy Loud VP of Student
Services Office 616-554-5396
Cell 517-490-5940
Kim Bruyn
Executive Vice President
for University Relations
and Communications
Office 6167321165
Cell 6165407711
Brian Ulicki
ITSProject Manager Office 586-620-4059
Cell 989-225-1098
Jolene Teuscher
Employee Relations Manager
Office 616-732-1096 Cell 616-318-4669
Matthew Miller Exe Director of
Security Services
Office 586-620-4050 Cell 616-780-6346
Residence Halls Only
Rob Engblom Exe Dir Of Housing
Office 616-554-5087 Cell 865-803-7350
Christine Fisher
Executive Administrative
Assistant
Office 6167321168
Cell 6163402525
Kathy Finkler
Dir of Customer Support
Office 616-732-1085
Cell 616-446-5303
Kim Salinas
Benefits Manager Office 616-732-1072 Cell 616-813-7165
Sasha VanderLugt
Social Media Coordinator
Office 6167321084
Cell 6167807382
Bill Lemmon
Dir of Networking Office 616-732-1087
Cell 616-450-4933
Deb Bloom
Executive Director of
Government and
Community Affairs
Office 616732-1124
Cell 616340-3402
Brian Miller
VP IT Office 616-732-1195 Cell 616-821-2618
CRISIS COMMUNICATION CALL-OUT LISTS
11
REASONS TO CALL
Communication is crucial in all disruptions of the academic environment These disruptions could be anything from
a mechanical failure to major criminal activity You can find some of the reasons listed below
The point person at each campus must be contacted and informed of these disruptions If in doubt always call The
point person will contact the VP of Risk Management or his designee who will continue the formal
communication process as shown in the diagram below Informal communications will take place according to
individual departmental policies The formal process has been established to verify that everyone is notified The
overlap between the formal and informal communication process can be advantages
Policy Chapter Response Procedures Date Revised 0111
Policy Title Reasons to Call - Formal Response Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
REASONS TO CALL
Power outage
Phones off-line
Network off-line
Critical Flood
Major Mechanical Issue
Gas Leak
Tornado Warning
NAME O FFICE CELL HO ME
CSC 1-800-322-3984
Duane Terpstra 616-732-1155 616-581-5295 616-786-0293
Kristine Anderson 616-742-1726 231-329-4667
Malachi Hooser 616-554-5386 616-308-9232
Matthew Miller 586-620-4050 616-780-6346
Nathan McCormick 616-732-1128 616-745-7142
Paul Ballard 616-554-5687 616-862-6532
Rick Jensen 616-732-1172 616-706-2608
See Callout List Previous page
REASONS TO CALL
Major Medical
Suicide or Suicidal
Assault
Weapons Offense
Bomb Threat
Communicable Disease
Civil Disorder
Threats of Bodily Injury
Major criminal activity
REASONS TO CALL
Building Fire
Tornado
Major catastrophe
Pandemic Flu
Death
VP of Risk
Management
Student Services Security Services
Human Resources Communications
Executive Vice
Presidents
Information
Technology
Facilities Only the president can close a campus or cancel a class
Call Center
12
Policy Chapter Response Procedures Date Revised 909
Policy Title Local Communication Tree Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
LOCAL COMMUNICATION TREE
Tom Woods ndash ED of Student Services (517) 230-9834 (cell)
(616) 554-5301 (office)
Following a decision to close Greater GR locations Tom will call
1 Daryl Kingrey ndash VP of Admissions (616) 475-5828 (home)
(616) 481-2239 (cell)
(616) 554-5395 (office)
Daryl will start his phone tree by calling the following staff
a Heather Knechtel Director of Admissions (616) 536-2017 (home) (517) 974-5793 (cell)
(616) 554-5388 (office)
Heather will call the Admissions staff at Lettinga
b Colleen Thoman Director of Admissions (Holland) (989)850-3996 (cell)
(517)367-8202 (office)
Colleen will call the Admissions staff at Holland
c Amy Lucas ED of AdmissionsLead Management (269)-795-4413 (home)
(616)450-1943 (cell)
(616)233-2583 (office)
i Malachi Hooser Call Center Manager (616)308-9232 (cell)
(616)554-5386 (office)
Malachi will call the Call Center staff
2 Tammy Loud VP of Student Services (517) 490-5940 (cell)
(517) 349-6182 (home)
(616) 554-5396 (office)
Tammy will start her phone tree by calling the following staff
a Natalie Wagner ED of Student Life (616) 901-0666 (cell) (616) 554-5821 (office)
Natalie will start the phone tree for Student Life
b Paul Ballard ED of Student Affairs (616) 862-6532 (cell)
(616) 794-1103 (home)
Paul will start the phone tree for Student Affairs
c Gail Beausoleil Director of Career Services (616) 292-5446 (cell)
(269)948-8828 (home)
(616) 554-5394 (office)
Gail will start the phone tree for Career Services
13
Policy Chapter Response Procedures Date Revised 909
Policy Title Local Communication Tree Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
d Rob Engblom ED of Housing and Residence Life (865)803-7350 (cell)
(616)871-6755 (office)
Rob will start the phone tree for Residence Life (616)536-2202 (Home)
3 Joy Harrison ED of Academic Services LLT (616) 301-2175 (home)
(616) 283-2910 (cell)
(616) 554-5820 (office)
Joy will start her phone tree by calling the staff below
a Patty Brechbiel Director of Academics (616) 897-5772 (home)
(616) 485-1860 (cell) (616) 871-3977(office)
Patty will start the phone tree for Academics
b Sherri Donovan DU Online (616) 949-5464 (home)
(616) 855-2771 (cell)
(616) 233-3472 (office)
Sherri will start the phone tree for Online
4 Nygil Likely Director of Student Services (616) 724-4206 (home)
(616) 717-8243 (cell) (616) 554-5316 (office)
Nygil will start the phone tree for Advisors
5 Don Fowler Director of Student Services (269)383-5626 (home)
(269)598-7546 (cell)
(616)554-5193 (office)
Don will start phone tree for AdvisorsWelcome Desk
Tom Woods will also call
Mike Stodola Director of Student Center (616) 893-7314 (cell)
(616) 554-5269 (office)
Karen McLaughlin LiNC (616) 970-5866 (cell)
Meghan MacDonald Bookstore Manager (616) 610-7690 (cell)
(616) 554-4766 (office)
Linda Sievert Director of Student Services - Holland (616) 942-7735 (home)
(616) 745-3030 (cell)
(616) 395-4603 (office)
Each administrator will contact key individuals in their own areas of responsibility
14
Policy Chapter Response Procedures Date Revised 0111
Policy Title DU-Alert Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
DU-ALERT
HIGHER EDUCATION OPPORTUNITY ACT
The Higher Education Opportunity Act (Public Law 110-315) (HEOA) was enacted on August 14 2008 Under Title IV
the federal law requires all colleges and universities to have a notification and warning plan in place to alert the campus
community of an emergency The US Department of Education is still in the process of developing the regulations that will
coincide with this law and will amend the Code of Federal Regulations (34CFR) in the fall of 2009
DU ALERT EMERGENCY NOTIFICATION SYSTEM
1 The Du Alert service is used to transmit brief urgent messages to a large segment of an institutionrsquos population as
quickly as possible It is strongly recommended that this system be used for unplanned emergency events which
have the opportunity to affect the entire campus Use of this system for specific building closures which impact
the campus is also encouraged
2 The final regulations clarify the difference between the existing timely warning requirement and the new
requirement for an emergency notification policy While a timely warning must be issued in response to specific
crimes an emergency notification is required in the case of an immediate threat to the health or safety of students
or employees occurring on campus Emergency notifications may include but are not limited to
Bomb threats or other imminent violent threats
Fires natural gas leaks and hazardous spills affecting the entire campus
Building evacuations and lock downs affecting the entire campus
Biological or pandemic emergency notifications
Natural disasters and weather advisories
Power outages and utility failures resulting in an imminent threat
Campus closure due to declared civil emergency
Sample scripts can be found in the appendix Emergency information can be sent to the following devices
Cell Phone
Home Phone
PDA
Work Phone
Voice Mail
Text
15
DU-ALERT
CONTROL OF ACCESS
There is a small group of administrators who are authorized to report emergency events through DU-Alert These
are as follows
Duane Terpstra
Office 616-732-1155
Cell 616-581-5295
Home 616-786-0293
Matthew Miller
Office 586-620-4050
Cell 616-780-6346
Shallan Spielmaker
Office 517-367-8211
Cell 616-581-1453
Nathan Schumacher
Office 586-620-4054
Cell 586-201-8099
Policy Chapter Response Procedures Date Revised 0111
Policy Title DU-Alert Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
16
Policy Chapter Response Procedures Date Revised 0111
Policy Title Emergency Hotline Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
EMERGENCY HOTLINE
A toll free emergency hotline has been established at Davenport University that can be used for emergency information
and weather conditions causing the cancellation of classes or closing of locations This one number for all locations is
1-800-525-8282 or Ext 8282
DU Campus Closing Line Main Menu Greeting
YOU HAVE REACHED THE DAVENPORT UNIVERSITY CAMPUS CLOSING LINE IF YOU KNOW YOUR
TWO DIGIT CAMPUS IDENTIFICATION NUMBER YOU MAY DIAL IT AT ANY TIME DURING THIS
MESSAGE FOR LANSING DIAL 03 FOR KALAMAZOO DIAL 04 FOR MIDLAND DIAL 05 FOR BATTLE
CREEK DIAL 08 FOR HOLLAND DIAL 09 FOR FLINT DIAL 10 FOR SAGINAW DIAL 11 FOR WARREN
DIAL 12 FOR ALMA DIAL 15 FOR CARO DIAL 16 FOR GAYLORD DIAL 19 FOR TRAVERSE CITY DIAL
20 FOR LETTINGA DIAL 33 OR FOR LIVONIA DIAL 35 TO LISTEN TO THIS MESSAGE AGAIN TOUCH
THE KEY
Suggested Message for the Individual Campuses
ltCAMPUS NAMEgt CLASSES ARE IN SESSION AS SCHEDULED
Example
LETTINGA CAMPUS CLASSES ARE IN SESSION AS SCHEDULED
To change a message
1 Dial 7002 for voice item maintenance 2 Dial the application ID for the message yoursquod like to change
3 Dial the password for the application
4 Dial 2 to review the current recording
5 Listen to the recording to make sure you are changing the correct one
6 Dial 5 to begin recording
7 Say the message yoursquod like callers to hear
8 Dial to end recording
9 Dial 2 to review the recording
17
Policy Chapter Crisis amp Risk Management Teams Date Revised 709
Policy Title University Risk Management Team Page Number 1 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
UNIVERSITY RISK MANAGEMENT TEAM
The University Risk Management Team assists in developing plans for crisis management response throughout the University There will be additional employees who attend the Risk Management meetings which can give professional direction in their areas of expertise Below is the list of Risk Management team members and their office and cell numbers
NAME O FFICE CELL TITLE
Anderson Kristine 616-742-1726 231-329-4667 Director of Employee Relations amp Recruitment
Ballard Paul 616-554-5687 616-862-6532 Executive Director of Student Affairs
Crkovski Susan 586-620-4055 586-744-0876 Executive Director of Student Services
Engblom Rob 616-554-5087 865-803-7350 Executive Director of Housing amp Residential Life
Hooser Malachi 616-554-5386 616-308-9232 Call Center Manager
Jenson Rick 616-732-1172 616-706-2608 News Information Manager
Jones Apple 616-554-4743 616-560-4856 Department Coordinator - School of Technology
Knechtel Heather 616-554-5388 517-974-5793 Director of Admissions
Loud Tammy 616-554-5396 517-490-5940 VP of Student Services
Lowden Paul 616-554-5050 616-901-1787 Director of Athletics
McCormick Nathan 616-732-1128 616-745-7142 Executive Director of Facility Operations
Miller Matthew 586-620-4050 616-780-6346 Executive Director of Security Services
Page Sally 616-554-5668 616-780-1394 Executive Director of Libraries
Shull Lindsey 616-554-5528 616-901-2036 Regional Health Internship Manager
Stodola Mike 616-554-5138 616-893-7314 Director of Student Center
Terpstra Duane 616-732-1155 616-581-5295 VP of Risk Management
Wagner Natalie 616-554-5821 616-901-0666 Executive Director of Student Life
Williams Ben 616-732-1104 517-303-4955 Information Technology Services
Woods Tom 616-554-5301 517-230-9834 Executive Director of Student Services
18
Ensure all necessary actions are taken for safeguarding human lives
Ensure all necessary actions are taken for protecting assets
Communicate with Executive Management on status of events related to Crisis
Coordinate with Support Teams to assess the impact of the crisis and the effect on the facility
Remain visible to employees Contact affected employees to assess the impact of the crisis on business processes
Determine whether any impacts resulting from the incident warrant activation of Disaster Recovery Plans
The Risk Management Team will communicate regularly with Campus Crisis Management Teams
Supervise the management of normal business operations
Determine all audiences who need communication general public media students families etc
Determine if other locations are going to be affected and communicate the situation and provide guidance
Let everyone involved know where to send press calls
Provide an official university response to an incident
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Risk Management Responsibilities Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
RISK MANAGEMENT TEAM RESPONSIBILITIES
The Risk Management team is the center of policy development and communication when a crisis occurs Local crisis management teams will be assisted by the Risk Management team during a crisis The Risk Management team communicates with University leadership Below are the details of the responsibilities and a simple action list
RMT ACTION LIST
Assemble local Risk Management Team
Brief the team members on the situation and discuss
the steps that are being taken
Coordinate with HR representative to address
employee life safety issues
Provide continuous updates to the Cabinet regarding
the actions taken and the status of the response
effort
Inform Local Crisis Management Teams of Cabinet
concerns questions or feedback and ensure that any
issues are addressed
RISK MANAGEMENT TEAM RESPONSIBILITIES
19
RMT MEETING AGENDA
Assign a note-taker
Take attendance
Event Status
a What happened
b Has it affected our employees
c How severe is it
d What is being done
e What is the potential for escalation
Employee Status
Technology status including telecom
Infrastructure (power water phones wireless)
Communications
a What is the message
b Methods for communication
c Determine schedule for updates
Accounting for employees
a Roll Call
b Outreachfollow-up
Support for our employees
Updates to executives
Review actions and who is responsible and determine next
meeting time
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Risk Management Agenda Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
RISK MANAGEMENT MEETING AGENDA
The below agenda is developed to assist in the initial meeting when a crisis has occurred
Facility Status
20
Policy Chapter Crisis amp Risk Management Teams Date Revised 0111
Policy Title Crisis Management Team Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
LOCAL CRISIS MANAGEMENT TEAM
The Crisis Management team is the center of policy development and communication at the local campus The responsibilities of the Crisis Management team is comparable to the Risk Management team but at the local level Please make reference to the job description of the Risk Management team Below is a list of the Crisis Management team members and their office and cell numbers
NAME O FFICE CELL TITLE
Anderson Kristine 616-742-1726 231-329-4667 Director of Employee Relations amp Recruitment
Bean Brent 616-732-1097 616-889-3875 Information Technology Services
Beausoleil Gail 616-554-5394 616-292-5446 Director of Career Services
Engblom Rob 616-871-6755 865-803-7350 Executive Director of Housing amp Residential Life
Fischer John 616-554-5005 616-822-1088 Director of Facilities
Fowler Don 616-554-5193 269-598-7546 Director of Student Services
Hooser Malachi 616-554-5386 616-308-9232 Call Center Manager
Jones Apple 616-554-4743 616-560-4856 Department Coordinator - School of Technology
Knechtel Heather 616-554-5388 517-974-5793 Director of Admissions
Likely Nygil 616-554-5316 616-717-8243 Director of Student Services
Lowden Paul 616-554-5050 616-901-1787 Director of Athletics
McLaughlin Karen 616-554-5655 616-970-5866 Asst LInC Director
Stodola Mike 616-554-5138 616-893-7314 Director of Student Center
Terpstra Duane 616-732-1155 616-581-5295 VP of Risk Management
Wagner Natalie 616-554-5821 616-901-0666 Exec Director of Student Life
Willis Dena 616-554-5517 616-617-4977 Student Success Manager
21
PANDEMIC PLANNING TEAM
In the Spring of 2009 the Cabinet approved the development of a multidisciplinary Pandemic Planning team to lead
a comprehensive effort to prepare the university for a potential outbreak of pandemic influenza Building on the
universityrsquos existing plans for crisis management and emergency response this team will
1 Develop policies and short-term and long-term procedures to guide the universityrsquos preparedness in
anticipation of an outbreak of pandemic flu
2 Identify critical resources supplies and materials the university would need to have available to address
such an emergency and how best to obtain them
3 Identify key factors or conditions that will trigger critical decision-making on the part of the University
and recommend who will need to make those critical decisions and what they should be
4 Ensure all decisions are in accordance with local state and federal recommendations and mandates The Pandemic Planning team is responsible for the development of Davenportrsquos Pandemic Influenza Preparation and Response Plan In addition the Pandemic Planning team engages units (schools departments teams committees etc) in a coordinated planning process and oversees the education of the Davenport community about the pandemic threat the Universityrsquos response plans and the need for all members of the community to be informed and involved in the preparedness efforts
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Pandemic Planning Team Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
NAME OFFICE CELL TITLE
Anderson Kristine 616-742-1726 231-329-4667 Director of Employee Relations amp Recruitment
Ballard Paul 616-554-5687 616-862-6532 Executive Director of Student Affairs
Bill Chris 616-732-1151 616-540-7396 VP of Human Resources
Engblom Rob 616-554-5087 865-803-7350 Executive Director of Housing
Harrison Joy 616-554-5820 616-283-2910 Executive Director of Academic Services
Jenson Rick 616-732-1172 616-706-2608 News Information Manager
Loud Tammy 616-554-5396 517-490-5940 VP of Student Services
McCormick Nathan 616-732-1128 616-745-7142 Executive Director of Facility Operations
Salinas Kim 616-732-1072 616-813-7165 Benefits Manager
Shull Lindsey 616-554-5528 616-901-2036 Regional Health Internship Manager
Terpstra Duane 616-732-1155 616-786-0293 VP of Risk Management
VanderVelde Kathleen 616-732-1191 616-292-3177 Director of University Communications
Williams Ben 616-732-1104 517-303-4955 Information Technology Services
22
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Recovery Process Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
RECOVERY PROCESS
Once assured that conditions are safe the Crisis Management Team will focus on returning the location to normal operations
Depending on the nature of the crisis the Crisis Management Team will provide the location with factual information regarding the crisis situation as well as details about recovery activities This information may be provided in the form of memoranda town hall meetings voice mail messages or other methods of communications
In the event that an emergency requires closure the Davenport University Emergency Hotline (formerly the Weather
Hotline) will be activated The hotline number is 1-800-525-8282 Up-to-date information on reopening will be made available
Staff and students should not return until the University is officially reopened All administrators facility and security personnel should report to work unless otherwise notified On a case-by-case basis other members will be asked to report to work to assist in recovery efforts
In the event of building damage the recovery process will include a repair and clean-up component led by Facility Operations If regularly scheduled classes cannot be held due to physical damage the Crisis Management team in conjunction with Academic Services will immediately begin efforts to reschedule classes to other locations Since these efforts may result in time changes as well information regarding schedule changes will be posted via the Davenport University website and through email communications
23
CRISIS MANAGEMENT TEAM RESPONSIBILITIES
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Specific CM Responsibilities Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
Local Crisis Management teams handle the day to day issues of a location They ensure the safe evacuation of all
employees liaison with civil authorities and interface with the security team and manage the crisis with internal
departments The following are the general job requirements of those departments represented on the crisis management
teams throughout the University
Facilities
Damage assessment salvage and restoration
Preparing the alternate location(s) for occupancy
Coordinating temporary relocation of staff
Procurement of supplies and equipment
Handling of OSHA issues
Human Resources
Account for all employees
Contacting employee andor families
Providing assistance to individual employees
Ensuring continuance of salaries and benefits
Oversee payroll activitiesInterface with Payroll
Communications
Determine all audiences who need communication general public media students families etc Determine if
other campuses are going to be affected and communicate the situation and provide guidance Let everyone involved know where to send press calls
Coordinate with the Risk Management Team to determine information to be communicated to students
Use the University Emergency Hotline for the purpose of informing faculty staff and students (families) during a
crisis
IT Team
Recovering server-based systems
Restoring data
Restoring computers and computer activity
Re-establishing voice and data communications
Student Services
Account for all students
Contacting students and or families
Providing assistance to students
Determine living arrangements
Security Services
Administering building security
Access throughout the facility (card access) Granting Issuing and Validating
Intrusion detection Prevention (cameras alarms)
Incident handling
InOut facility checks (validate employment) Scheduling security personnel
Fire Safety Building evacuation
Interface with local authorities (Fire Police Hazmat Poison Ctrl 3E etc)
24
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Job Responsibility Form Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
JOB RESPONSIBILITY FORM
The below form is an example of a process used for the purpose of coordinating the completion of the necessary responsibilities given out to specific people within internal departments
Human Resources
Account for all employees
Contacting employee andor families
Providing assistance to individual employees
Ensuring continuance of salaries and benefits
Oversee payroll activitiesInterface with Payroll
NAME TITLE RESPONSIBILITY DATE COMPLETED
25
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Emergency Resource Kits Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
EMERGENCY RESOURCE KITS
The campus will be equipped with emergency management kits
The emergency resource kit includes
This emergency resource kit must be accessible for all emergencies When leaving the building for fire alarms or other
emergency situations the kit must be carried out of the building
Example If there is a fire alarm and there is a real fire you will not be allowed back in the building until the fire
has been extinguished Under these types of circumstances the contents of the emergency resource kit will be
beneficial
Batteries
Battery powered radio
Bottle of Water
Class Schedule
Crisis Management Plan
Disposable Camera
DU Telephone Directory
First Aid Kit
Flashlight
Floor Plan or Map
Latex Gloves
List of Areas School Numbers
Phone Tree
Plastic Bags
Student Roster
Telephone Book
Writing Utensils
Yellow Role of Caution Tape
LOCATION OF EMERGENCY KITS
1 Welcome Center Desk
2 Academic Office
3 LINC
4 Student Life
5 Residence Halls
26
Policy Chapter Situational Procedures Date Revised 909
Policy Title Active Shooter Response Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
ACTIVE SHOOTER RESPONSE
The following guidelines are offered in order to provide you with useful information in the event of an active shooter
SECURE IMMEDIATE AREA
Close doors and lock them if possible
Turn off lights
Close blinds
Keep calm quiet and out of sight
CONTACTING AUTHORITIES
Call 911
Report your specific location office or room number
Number of people at your specific location
Number and type of injuries
Assailant(s) location number of suspects race and gender clothing description physical features type of
weapons and shooter identity if known
UN-SECURING AN AREA
Consider risks before un-securing rooms
Attempts to rescue people should only be attempted if it can be accomplished without further endangering the
persons inside a secured area
If doubt exists for the safety of the individuals inside the room the area should remain secured
SECURITY CELL 616-446-7098
27
Policy Chapter Situational Procedures Date Revised 709
Policy Title Defibrillators Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
FOR THOSE SITES THAT HAVE DEFIBRILLATORS
AED (Automated External Defibrillator) is used in emergency medical situations where the heart of the victim has stopped
beating and the victim is no longer breathing CPR is to be administered during a heart attack along with using the AED Those trained and certified in CPRAED procedures should be the ones who use the AEDrsquos as the Good Samaritan Act will
cover any problems or injuries during this life saving procedure
An AED is fairly simple to use For the most part the instructions are done in pictures and sound once the unit is opened up
and powered up for operation Follow the pictures and prompts in order to properly use this device For a male victim a
razor may be used in order to shave hair from the areas that the AED pads will be administered in order for proper contact
with the body For females removal of the bra may be needed in order to have proper body contact from the AED pad
An AED should be used within the first few minutes of a heart attack or as soon as it can be administered The AED
delivers an electrical shock that aids in attempting to establish a regular heart rhythm to aid in proper circulation of the
blood amp oxygen in the blood No one should be touching the victim when the AED delivers the shock Prompts from the
AED will be given as to what to do if the victim is shockable and when not to touch the body
CPR and AED should be used on heart attack victims when they are unresponsive and have no pulse or not breathing This
rescue procedure should be maintained until EMTrsquos or First Responders arrive to take over the medical care of the victim
AEDrsquos should also be properly maintained when being stored Those responsible for Security Services will be responsible
for the maintenance and supply needs for the AEDrsquos on site Also proper documentation should be maintained when using
this device or any other life saving technique Documentation should be turned in to those responsible for Security
Services
If at all possible and as a general rule of thumb only staff that has been trained in the proper use of an AED should attempt
to use it There are however instances in which it would be imprudent to wait for a trained staff member If this is the case the AED has been designed in such a way that they are user friendly and a Good Samaritan can adequately administer
treatment with the device by following the instructions printed on the apparatus
IT WILL BE THE RESPONSIBILITY OF SECURITY SERVICES TO REPLACE THE BATTERIES OF THE
AED EACH YEAR
28
AFTER HOURS COVERAGE PLAN
SECURITY SERVICES
The Security Services Office coordinates security requirements for the campus manages the fire safety
alarm and assists when necessary if there is a disruptive studentvisitortrespasser on campus
The Security Services Officer is responsible for unlockinglocking the buildings and classrooms per
predetermined schedules and as needed for special events
An officer is on duty 24 hours a day 7 days a week
Contact an officer at 616-446-7098
Listed below are emergency contact numbers for Campus Administration and Director of Security
Services The officer on duty should be the one to make contact with these individuals in times of need
DO NOT GIVE OUT THE BELOW CONTACT NUMBERS
Policy Chapter Situational Procedures Date Revised 709
Policy Title After Hours Coverage Plan Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
POSITION NAME NUMBERS
Director of Student Services Nygil Likely Cell 616-719-6457
ED of Academic Services Joy Harrison Cell 616-283-2910
Home 616-301-2175
VP of Risk Management Duane Terpstra Cell 616-581-5295
Home 616-786-0293
29
Policy Chapter Situational Procedures Date Revised 709
Policy Title Bioterrorism Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
BIOTERRORISM
Various office locations in the country have received threatening letters through the mail Some of these letters stated that you have been exposed to anthrax or other biological materials Additionally these and other envelopes or packages could contain some type of life threatening powder or granules The following information and recommendations are being provided to help you safely and effectively handle these types of incidents
SUSPICIOUS UNOPENED LETTER OR PACKAGE MARKED WITH THREATENING MESSAGE SUCH AS ldquoANTHRAXrdquo
1 Do not shake or empty the contents of any suspicious envelope or package
2 PLACE the envelope or package in a plastic bag or some other type of container to prevent leakage of contents
3 If you do not have any container then COVER the envelope or package with anything (eg clothing paper trash can etc) and do not remove this cover
4 Then LEAVE the room and CLOSE the door or section off the area to prevent others from entering (ie keep others away)
5 WASH your hands with soap and water to prevent spreading any powder to your face
6 What to do nexthellip
Report the incident to local police and notify your building security official or an available supervisor
7 LIST all people who were in the room or area when this suspicious letter or package was recognized Give this list to both the local public health authorities and law enforcement officials for follow-up investigations and advice
ENVELOPE WITH POWDER AND POWDER SPILLS OUT ONTO SURFACE
1 DO NOT try to CLEAN UP the powder COVER the spilled contents immediately with anything (eg clothing paper trash can etc) and do not remove this cover
2 Then LEAVE the room and CLOSE the door or section off the area to prevent others from entering (ie keep others away)
3 WASH your hands with soap and water to prevent spreading any powder to your face
4 What to do nexthellip
Report the incident to local police and notify your building security official or an available supervisor
5 REMOVE heavily contaminated clothing as soon as possible and place in a plastic bag or some other container that can be sealed This clothing bag should be given to the emergency responders for proper handling
SECURITY CELL 616-446-7098
30
Policy Chapter Situational Procedures Date Revised 709
Policy Title Bioterrorism Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
6 SHOWER with soap and water as soon as possible Do Not Use Bleach Or Other Disinfectant On Your Skin
7 If possible list all people who were in the room or area especially those who had actual contact with the powder Give this list to both the local public health authorities so that proper instructions can be given for medical follow-up and to law enforcement officials for further investigation
QUESTION OF ROOM CONTAMINATION BY AEROSOLIZATION
For example small device triggered warning that air handling system is contaminated or warning that a biological agent released in a public space
1 Turn off local fans or ventilation units in the area
2 LEAVE area immediately
3 CLOSE the door or section off the area to prevent others from entering (ie keep others away)
4 What to do nexthellip
Dial ldquo911rdquo to report the incident to local police and the local FBI field office and notify your building security official or an available supervisor
5 SHUT down air handling system in the building if possible
6 If possible list all people who were in the room or area Give this list to both the local public health authorities so that proper instructions can be given for medical follow-up and to law enforcement officials for further investigation
HOW TO IDENTIFY SUSPICIOUS PACKAGES AND LETTERS
Some characteristics of suspicious packages and letters include the followinghellip
Excessive postage Handwritten or poorly typed addresses
Incorrect titles Title but no name
Misspellings of common words Oily stains discolorations or odor
No return address Excessive weight
Lopsided or uneven envelope
Excessive masking tape string etc
Ticking sound
Marked with ldquoPersonalrdquo or ldquoConfidentialrdquo
Visual distractions
Protruding wires or aluminum foil
Shows a city or state in the postmark that does not match the return address
31
Policy Chapter Situational Procedures Date Revised 709
Policy Title Bomb Threats Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
BOMB THREAT DIRECTIONS
IF YOU RECEIVE A THREAT BY LETTER OR EMAIL
Preserve the letter for investigation The letter should not be handled after it is opened
Notify security services who will notify local law enforcement
Do NOT turn off lights computers or appliances
Do NOT close any doors or windows
Do NOT use electronic wireless devices two-way radios intercompaging system or the fire alarm IF YOU RECEIVE A THREAT BY PHONE
Remain calm
Attempt to keep the caller on the phone as long as possible
Follow and complete the checklist on the following page
Notify security services who will notify local law enforcement
Do NOT turn off lights computers or appliances
Do NOT close any doors or windows
Do NOT use electronic wireless devices two-way radios intercompaging system or the fire alarm IF AN ACTUAL BOMB IS DISCOVERED
Notify security services who will initiate a building wide evacuation and contact local law enforcement
Evacuate the immediate area quietly and calmly
Do NOT assume that another bomb is not in the same general area
Do NOT turn off lights computers or appliances
Do NOT close any doors or windows
Do NOT use electronic wireless devices two-way radios intercompaging system or the fire alarm
Stand 300 or more feet from the building and wait for permission from location personnel to reenter
UNDER THESE CIRCUMSTANCES WE ASK THAT THE OFFICER BE CONTACTED WITHOUT THE USE OF
A WIRELESS DEVICE USE OF HARDWIRE TELEPHONES WILL BE ACCEPTABLE SECURITY SERVICE
NUMBER IS 616-446-7098
32
Policy Chapter Situational Procedures Date Revised 709
Policy Title Bomb Threats Checklist Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
QUESTIONS TO ASK CALLERrsquoS VOICE 1 When is the bomb going to explode __ Calm __ Angry __ Slow
__ Excited __ Rapid __ Soft 2 Where is the bomb right now LocationBuilding __ Laughter __ Crying __ Loud
__ Normal __ Distinct __ Slow 3 What does it look like __ Accent __ Stutter __ Lisp
__ Raspy __ Ragged __ Deep 4 What kind of bomb is it __ Disguised __ Familiar __ Nasal
5 What will cause it to explode __ Clearing Throat __ Deep Breathing
__ Cracking Voice 6 Did you place the bomb
If voice is familiar who did it sound like 7 What is your reason for the bomb
__________________________________ 8 What is your address
BACKGROUND SOUNDS
9 What is your name __ Street Noises __ Crockery
__ Factory Machinery __ Voices EXACT WORKING OF THE THREAT __ Children Voices __ Street Noises
__ PA System __ Music __ House Noises __ Motors
__ Office Machinery __ Clear __ Animal Noises __ Static
__ Local __ Booth __ Long Distance __ Other
LANGUAGE
__ Well Educated __ Foul __ Incoherent __ Taped
Sex of Caller __________ Race _____ __ Message read __ Irrational
Age __________ Length of Call _____ REMARKS
Number at which call is received ___________________________________
________________________________ Date __________ Phone ___________
BOMB THREAT CHECKLIST
WHAT INFORMATION DO YOU OBTAIN WHEN YOU
RECEIVE A BOMB THREAT OVER THE TELEPHONE
33
Policy Chapter Situational Procedures Date Revised 909
Policy Title Civil Disorder Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
CIVIL DISORDER
The purpose of this procedure is to assist personnel in dealing with civil disorder that would endanger life cause damage to property or otherwise disrupt the operations of the University Civil disorder may take several forms including but not limited to pickets marches rallies parades sit-ins trespassing riots sabotage and criminal damage to property In all cases no matter how minor there is always the potential for escalation The primary considerations in the event of civil disorder are protection of the lives and property of the University community and preservation of the academic environment
1 Remain calm 2 Assess the situation 3 Evacuate yourself and others from the area as necessary 4 Contact those responsible for security services 5 Contact those who can properly communicate with those involved in passive resistance 6 If danger is imminent call 911
There needs to be an understanding of passive vs aggressive activities For those activities that do not create a dangerous situation please do not contact local law enforcement Internal communications will take place on how to deal with the issue For those activities that do create a dangerous environment local law enforcement should be contacted In either case security services must be contacted (616-446-7098)
SECURITY CELL 616-446-7098
34
Policy Chapter Situational Procedures Date Revised 909
Policy Title Classroom Disruption Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
CLASSROOM DISRUPTION
There are different ways that classroom disruptions can be handled In order to understand this procedure definitions will
be given of the following
Disruption - an unwelcome or unexpected break in a process or activity
Disorderly - unruly resisting authority and disturbing the peace
Dangerous - likely to cause harm or actions that could result in injury
The following are general guidelines of options that can be enforced at the time of a classroom disruption
1 When a student is causing a disruption in class the professor will handle the issue by verbal commands
2 When a student is being disorderly the professor will ask the student to leave class A report is generated through
Student Services
3 When a student is likely to cause harm or actions could result in injury ask the student to leave the classroom If
there is a refusal terminate class and ask all the students to leave the classroom Contact 911 by classroom phone
or cell phone Proceed to call Security Services if they exist at your location A report is generated through
Security Services or Student Services
SECURITY CELL 616-446-7098
35
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Communicable Disease Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
COMMUNICABLE DISEASE
Communicable diseases are those that can be transmitted from person to person (or animal to human) via direct contact with
body fluids ingesting contaminated food or water inhalation of contaminated air or the bite of an infected insect Bacteria
viruses and parasites are some of the organisms that can cause communicable diseases
A student who has a communicable disease may attend Davenport University whenever through reasonable accommodation the risk of transmission of the disease is sufficiently remote Placement decisions will be made by using
current public health department guidelines concerning the disease in question Information on communicable diseases can
be found at the below website The website table of contents is located on the next page
httpwwwaccesskentcomHealthHealthDepartmentCD_EpidDisease_Fact_Sheetshtm
The determination of whether a student with a chronic communicable disease may attend Davenport University will be
made on an individual basis according to procedures implemented by the University in consultation with appropriate
University personnel the studentrsquos primary physician public health personnel the Universityrsquos legal counsel and the
student
A student who has a communicable disease may be denied admission to or may be dismissed from a particular program or
course of study whenever such communicable disease has a direct effect on the studentrsquos ability to perform a course of
study
The University shall respect the right to privacy of any student who has a chronic communicable disease or is a carrier The
studentrsquos medical condition shall be disclosed only to the extent necessary to minimize the health risks to the student and
others Persons deemed to have ldquoa direct need to knowrdquo will be provided with the appropriate information however these
persons shall not further disclose the information
CLEAN UP ndash If the communicable disease causes a need for decontamination Facilities will arrange proper cleaning of
contaminated areas as soon as possible Assessments of completion of decontamination will be provided to the appropriate
Leadership
36
COMMUNICABLE DISEASE
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Communicable Disease Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
D i s e a s e F a c t S h e e t s - F o u n d o n W e b s i t e
Arboviral Encephalitis
Anthrax
Botulism
Campylobacter
Chickenpox (images chickenpox chickenpox 2)
E coli
Fifth Disease (images hand body amp face)
Giardiasis
Hand Foot amp Mouth Disease (hand)
Head Lice (Michigan Head Lice Manual)
Hepatitis A
Hepatitis B
Hepatitis C
Lyme Disease (images rash rash 2) (Additional Information)
Meningitis
Monkeypox
MRSA (Methicillin Resistant Staphylococcus Aureus)
Norovirus (Norovirus Cleaning Guidelines)
Pertussis
Pink Eye
Pinworms
Poison Ivy (images arm blisters arm rash arm rash 2 plant plant 2)
Rabies
Ringworm (images face hand head)
Salmonellosis
SARS
Scabies
Scarlet Fever (images tongue body)
Shigellosis
Shingles (images arm shoulder)
Smallpox
Strep Throat
Syphilis Fact Sheet
Tick Borne Diseases (images Dog and Deer tick Lone Star tick amp others)
Tuberculosis
West Nile Virus
37
CONTINUITY PLAN
Policy Chapter Situational Procedures Date Revised 709
Policy Title Continuity Plan Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
ACADEMIC
If damage to a location forces evacuation of the facility for a length of time the VP of Risk Management will work with
the Group VP for Academic Services and other designated people to determine what courses could be handled at other locations Some classes could be handled at local establishments that will allow our use for a period of time
BUILDINGS
If damage to a location forces evacuation of the facility for a length of time the VP of Risk Management will work with
the Executive Vice President of FinancesCFO and other designated people to determine what nearby facilities could be
used for classes for a period of time Local schools are often used for this purpose Addresses of local schools are on the
next page
INSURANCE
There are two people who will need to be contacted from our insurance company immediately upon the closing of a location
due to damage These individuals will give us direction on what can be done as it relates to financing through the insurance
company
These individuals are as follow
Linda Miller-Szanto CIC LIC
Area Vice President
Arthur J Gallagher amp Co of Michigan Inc
161 Ottawa NW Suite 112 Grand Rapids MI 49503
Phone 616-233-0922
Fax 616-233-0923
Linda_Miller-Szantoajgcom
Janet Manning Claims Manager
Arthur J Gallagher Risk Management Services Inc
22930 9 Mile Road
St Clairs Shores MI 48080
Phone 586-774-5415 Ext 238
Fax 586-779-6769 Janet_Manningajgcom
38
Policy Chapter Situational Procedures Date Revised 709
Policy Title Continuity Plan Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
httpmichiganschooltreeorgcounties-page1html
Caledonia High School
9050 Kraft Avenue SE
Caledonia Michigan 49316
616-891-8129
Caledonia Middle School 9230 Kraft Avenue SE
Caledonia Michigan 49316
616-891-8649
Dutton Christian School
6729 Hanna Lake Road
Caledonia Michigan 49316
616-698-8660
39
Purpose
The purpose of fire drills is to ensure the efficient and safe exit of facilities in the case of an emergency Proper drills ensure orderly exit under control and prevent panic Order and control are the primary purposes of the drill Speed in emptying buildings while desirable is not in itself an object and should be made secondary to the maintenance of proper order
Responsibility
Fire drills shall be designed and conducted according to the occupancies specified below Responsibility for the planning and conduct of drills shall be assigned by campus risk management to competent persons qualified to exercise leadership A written record of all drills conducted should be maintained including a critique of the event This record should be maintained by risk management
General Guidelines
Drills shall include suitable procedures to make sure that all persons in the building or all persons subject to the drill actually participate If a fire drill is considered merely as a routine exercise from which some persons may be excused there is a grave danger that in an actual fire the drill will fail in its intended purpose
All drills will be preplanned but not preannounced Fire drills shall be held with sufficient frequency to familiarize all occupants with the drill procedure and to have the conduct of the drill a matter of established routine Sufficient frequency for Davenport University is to hold two fire drills each semester One will be held during the day and another in the evening This will give the majority of faculty staff and students the ability to be involved in a drill
Drills should be carefully planned to simulate actual fire conditions Not only should they be held at varying times but different means of exit should be used based upon an assumption that if some given stairway is unavailable by reason of fire or smoke all the occupants must be led out by some other route Fire exit drills should be designed to familiarize the occupants with all available means of exits particularly emergency exits that are not habitually used during the normal occupancy of the building
Fire Exit Drills in Specific Campus Occupancies
The usefulness of a fire drill and the extent to which it can be carried depends upon the character of the occupancy Drills are most effective in occupancies such as classrooms where the occupant load of the building is somewhat consistent In buildings where the occupant load is of a changing character no regularly organized fire drill is possible
In such cases the fire drills must be limited to the regular employees who can be thoroughly schooled in the proper procedure and can be trained to properly direct other occupants of the building in case of fire In occupancies such as the Student Center regular employees can be rehearsed in the proper procedure in case of fire Such training always is advisable in all occupancies whether or not regular fire drills can be held
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Fire Drills Page Number 1 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
FIRE DRILLS
40
The following sections address some of the special fire drill details which should be observed for specific occupancy classes
A Educational Occupancies ndash Academic and Administrative Buildings
All educational buildings on campus must hold two fire drills per semester preferably during the first four weeks of the semester Faculty and staff shall work in cooperation with risk management in scheduling drills before the semester begins
Evacuation instructions are to be conspicuously posted in each classroom and hallway to provide the necessary evacuation information and ensure orderly egress from the building Signs should also specify that elevators must not be used to exit during a fire drill
Classroom faculty and staff should be familiar with the easiest exit to be used in the fire drill and the alternative exits available Faculty and staff should close (not lock) doors and windows and take responsibility for checking facilities for complete evacuation All personal belongings within reach should be taken from classrooms by students
Handicapped students should inform faculty or staff at the start of the semester of any special requirements with respect to locations and procedures that will best facilitate those students egress from the building in an emergency In general wheelchair users should go to the stairwell which is furthest from the fire and wait for help Fire departments should be notified that stairwells be checked first Other handicapped persons should be assisted by students faculty or staff Do not leave a handicapped person alone
B Residential Occupancies
Residential facilities demonstrate the greatest need for adequate and effective fire exit awareness due to the potential loss of life Fire drills in residence halls must be performed twice a semester at a minimum Because of the nature of the occupancy it is usually the case that additional drills are performed due to false alarms
A major concern in residence hall fire drills is the resistance of residents to evacuate the building in the event of a drill Resident assistants and other staff must take responsibility for the complete and orderly evacuation of the building Education and awareness are key components to an effective fire evacuation program Directional signs in hallways and in each dorm room will help student to become more fully aware of their options
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Fire Drills Page Number 2 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
41
Special consideration must be given to handicapped students with regard to fire safety in residence halls To be most effective handicapped students should be required to evacuate the building during a fire drill regardless of their location in the building Preplanning is key for the handicapped person because hisher own familiarity with the buildings exists and the safest methods of egress is vital First responders should preplan by having designated individuals assigned to evacuate handicapped persons requiring assistance The handicapped person should also seek out buddies to assist in the evacuation and should explain all instructions beforehand No-one should be left behind during a fire drill or fire condition
To facilitate evacuation handicapped persons should be assigned to rooms on ground or egress level whenever possible Rooms should be identified on the outside of the building with a distinctly coded sign to advise the fire department without distinguishing the student If evacuation of a handicapped person is not possible heshe should return to the room close the door or proceed to the nearest stairwell if possible and wait for the fire department rescue For this reason each dorm should have a list of all handicapped students and their room location on file with the fire department
On each floor of the facility the resident staff should proceed down the hall knocking loudly on each door as heshe passes Staff should not unlock each door as this is time consuming and may result in danger to the staff person
C Assembly Occupancies ndash Student Center
Because actual fire drills are not practical for places of non-continuous assembly where the students or public body changes with each program employees or attendants of such places should be schooled in the duties they are to perform in case of fire in order to be of greatest service in effecting an orderly exit
An adequate number of competent attendants must be on duty when assembly occupancy is used Attendants should be instructed in the proper use of portable fire extinguishers and other manual fire suppression equipment if provided
Signs with directions for speedy and orderly egress should be posted
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Fire Drills Page Number 3 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
42
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Fire Drill Checklist Page Number 4 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
FIRE DRILL CHECKLIST
In the event of a fire pull the fire alarm The integrated fire alarm system is for use only in the event of a fire and should
NOT be used to evacuate the building for any other emergency
IMMEDIATELY
Remind students which exit to take as noted in each classroom regardless of where they are parked
Tell them to put on coats and to pick up purseskeys Leave all books notebooks etc in the classroom
Tell all students they MUST move to an area 300 feet from the building
You are to take a roster or safety sign-in sheet and a penpencil with you
Close all classroom windows
Turn off lights
Close all classroom doors
ONCE OUTDOORS
Announce that class is NOT cancelled automatically ndash notification of official cancellation of class will be
announced by campus personnel
Ask students to inform you if they select to leave and take note of all who leave the premises
Confirm through a roster or safety sign-in sheet that all students who were present that day are out of the building
You will be asked by Fire officials to verify this
Do not reenter the building until permission is granted by those having authority
43
Policy Chapter Situational Procedures Date Revised 709
Policy Title Fire Response - Disabilities Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
EVACUATION OF PERSONS WITH DISABILITIES
When emergency evacuation from a building becomes necessary special attention must be paid to the safety of persons
with disabilities Good planning is the best defense against unnecessary accidents and confusion Some people with
disabilities may not need help while others may This is why it is imperative that you ask the person if there is any way you
can be of assistance
Any campus building may have an employee student or visitor who is a person with disabilities The three most encountered are visual aural and mobility
Visibility ndash Visually impaired persons may need guidance to the primary exit or to a secondary exit
Aural ndash Aurally impaired individuals may not realize the alarm is sounding
Mobility ndash Evacuation between floors can be difficult Do not use elevators during emergencies
If persons with disabilities are frequently present in your office classroom or residence hall discuss evacuation plans with
them Travel with them over possible exit routes identify potential obstacles and ask their opinions
Mobility impaired persons should be evacuated by untrained personnel only when the situation is life threatening If it is
determined that there is no immediate danger consider remaining where you are and immediately inform a member of the crisis management team or those responsible for security services
In life-threatening situation where immediate evacuation is necessary always ask the person if you can help Then
personally assist the person with a disability down the stairs Some crutch and cane users may be able to use the stairs
others may not Ask them how they want your help
Wheelchair users should be carried in their chair only when at least two strong people are available who can control the
chair
Communicate with people who are deaf or who have hearing impairments When possible arrange emergency signals in
advance Keep verbal messages short Visual props such as cards or notes can be used to communicate Immediately tell them what is happening and keep them informed of the situation
44
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Flood Response Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
FLOOD RESPONSE
Take immediate steps to ensure the safety of the people in the building Attempt to contain the flood and limit the affected
area This may involve shutting off the water main Contact the Director of Facilities for further instructions on how to
proceed
Major flood issues will be handled by our insurance company Once the source of the flood has been determined and
terminated The insurance company will provide a restoration company for cleanup One of the following two people
needs to be contacted for this information
Linda Miller CIC LIC
Area Vice President
Arthur J Gallagher amp Co of Michigan Inc
161 Ottawa NW Suite 112
Grand Rapids MI 49503
Phone 616-233-0922
Fax 616-233-0923
Linda_Millerajgcom
Janet Manning Claims Manager
Arthur J Gallagher Risk Management Services Inc 22930 9 Mile Road
St Clairs Shores MI 48080
Phone 586-774-5415 Ext 238
Fax 586-779-6769
Janet_Manningajgcom
Academic - Water shutoff valves are located in the lower level mechanical room next to
classroom 001
Cook Resident Hall ndash Water shutoff valves are
located in the southeast corner of the basement
East Residence Hall ndash Water shutoff valves are
located in the southeast corner of the basement
Student Center ndash Water shutoff valves are
located in the mechanical room just north of the
west doors next to the dumpsters
AUTHORIZED FLOOD RESPONSE CONTRACTOR IS AS FOLLOWS
Ameri Pro Restoration
1-888-222-1245 wwwameri-procom
FIRE WATER AND MOLD DAMAGE
45
Policy Chapter Situational Procedures Date Revised 709
Policy Title Hazardous Materials Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
HAZARDOUS MATERIALS
If there is a hazardous materials spill anywhere on location the following steps should be immediately taken
Contact security services facility staff or a member of the Crisis Management team They will take over coordinating the remainder of the emergency response The scene should be immediately secured by not allowing people into the hazardous
area This includes any rescue attempts anyone unable to remove themselves from the affected area will have to wait until
the situation has been fully assessed and emergency personnel have arrived If there is anyone in such a state immediately
contact 911 and notify them of the situation
Isolate the area and take steps to ensure the safety of people as well as the environment with the priority being in that order
Attempt to identify the hazardous materials using any placards visible from a safe distances MSDS sheets found in the
security services office or shipping documents that may be available
Assess the Situation If the spill warrants it contact emergency services to take over the scene If not contact the Director of Security Services andor the Director for Facilities and ask for instructions on how to proceed
There may be the need to shut down the HVAC systems if there is a chemical spill on the highway and a chemical cloud is
approaching the campus There will always be a facility or security personal available to shutdown HVAC units if
necessary
SHUTOFF LOCATIONS
Main shutoffs for the HVAC system in the Academic building can be found in the lower level mechanical
room next to the food prep area on the Westside of the main lecture halls
Main shutoffs for the HVAC system in Cook and East residence halls can be found in the basement
mechanical room
Main shutoffs for the HVAC system can be found in the mechanical room just north of the west doors next to
the dumpsters
SECURITY CELL 616-446-7098
46
Policy Chapter Situational Procedures Date Revised 909
Policy Title Illegal Activities Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
ILLEGAL ACTIVITIES
Security Services is responsible for the investigation of all illegal activities Contact Security Services
immediately at 616-446-7098
If immediate danger exists call 911
Try to remember information regarding suspects vehicle descriptions and direction of travel
Each situation will be documented and investigated by the University andor local law enforcement
INCIDENT REPORTING OF ILLEGAL ACTIVITIES
If you are a victim of or a witness to any criminal activity contact Security Services at 616-446-7098 and they
will assist in documenting the situation and contacting the police department
DO NOT attempt to handle the situation alone
If immediate danger exists call 911
Observe Universal Precautions when coming in contact with any human body fluid Vinyl latex free gloves are
located in the Security Services Office Welcome Center Desk LInC Circulation Desk Administrative Office
Suite third Floor Faculty Lounge Fitness Center and Maintenance OfficeWorkshop
SECURITY CELL 616-446-7098
47
Policy Chapter Situational Procedures Date Revised 709
Policy Title Injury Reporting Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
INCIDENTS RESULTING IN EMPLOYEE INJURIES
If someone is injured as a result of an incident notify Security Services at 616-446-7098
Do NOT move the injured person unless absolutely necessary
Send someone else to call 911 and to give information regarding the medical emergency
Do NOT attempt first aid unless you are trained to do so
Do NOT offer to pay medical expenses admit responsibility or mention insurance
Do NOT apologize for the accident argue the cause or reprimand anyone
Do NOT offer to transport the injured person
A MICHIGAN EMPLOYERrsquoS FORM MUST BE FILLED OUT WHEN AN EMPLOYEE IS INJURED
SECURITY CELL 616-446-7098
48
Policy Chapter Situational Procedures Date Revised 709
Policy Title Media Call Form Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
MEDIA CALL LOG
If media call your location and you cannot transfer the call to a crisis communications
team member as noted obtain the following information and Fax the sheet to
6167321179 or relay the information to the crisis communications team by phone
Date _________________________ Time _____________________
Callerrsquos name _________________________ Callerrsquos phone number _______________ Media organization name _____________________ Location ____________________ Deadline (if given) _________________ Your name __________________________ Work Number _________________ Cell Number _________________ Other Number _________________ Actioninformation requested ________________________________________________ __________________________________________________________________________ Reporterrsquos specific questions ________________________________________________ __________________________________________________________________________ __________________________________________________________________________ What reporter was told _____________________________________________________ __________________________________________________________________________
_________________________________________________________________________________
____________________________________________________________________
If you answer a media call and cannot immediately transfer the call per the chart complete the ldquomedia call logrdquo tell the caller
someone will respond to them as soon as possible and forward the log sheet to the first available crisis communications team member
You may copy the sheet attached and FAX completed sheets to the crisis communications team at 6167321179 or if there
is a power outage relay the information from the ldquomedia call logrdquo to the crisis communications team by cell phone
49
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 1 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
SEVERE WEATHER ndash Class CancellationCampus Closing Policy
Severe winter weather may come in many forms consisting of snow ice and wind Generally each one individually does not result in the cancellation of classes but occasionally the severe combination of all three may cancel classes or possibly close a
campus
Our students are being trained to work in our communities Businesses rarely close due to weather related issues
Davenport will rarely close or cancel classes
DECISION PROCESS
The recommendation to cancel classes or the closing of a campus will be made by the highest ranking student services
and academic leadership member for a specific campus
Information regarding the conditions of the weather can generally be determined by contacting facilities and security
who may be on site Use of the internet is also encouraged for weather information (wwwweathercom) There
is an expectation that the recommendation would be made with help from others
In the chart below you can find criteria that can be used to make this recommendation These criteria will be used to
explain to faculty staff and students why classes were canceled This information will also be tracked by the VP of
Risk Management to help obtain an understanding under what conditions classes are generally canceled so decisions
can become easier in the future
A request to cancel classes will be given to the VP of Risk Management by the highest ranking Student Services
person of a specific campus This request will contain details related to the above chart The VP of Risk
Management will contact the Executive VP of Finance by 530 am with bullet points about the weather conditions of
the effected campus The Executive VP of Finance will contact the President for final approval
The process to close a location will be the same as above however the EVP for Organizational Development and the
VP of Risk Management must concur with the decision to close a campus before the EVP of Finance is contacted
DESCRIPTION EXAMPLE
Current Length of Storm 4 or More Hours
Additional Anticipated Length of Storm 4 or More Hours
Strength of Wind 21 or More
Visibility 025 Mile
Wind Chill -30
Current Snowfall 8 or Above
Future Anticipated Snowfall 4 or Above
Ice Coverage Any Ice
Area CollegeUniversities Closed Yes
Roads closed by State Police Yes
Information
can be found
on internet
Feel free to
use
wwwweather
com
50
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 2 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
Once approval has been obtained for classes to be canceled at a specific campus the VP of Risk Management
will
1 Initiate the DU-Alert as early as 530 am DU-Alert will contain the following information
a Closed building vs Canceled classes b Day vs evening classes c Who should report to work d What events need to be canceled
2 Notify University Communication so the proper information can be placed on our website and be sent to
Faculty and staff by email Contact Rick Jensen first at 616-706-2608 and Von Franklin at 616-481-3083 It
will be the responsibility of communications to post the appropriate communication on the website
3 Notify the appropriate Director of Student Services so information can be relayed to specific campus
personnel
4 Call CSC at 800 am to inform them of weather issues It will be the responsibility of CSC to be notified of
issues through DU-Alert prior to 800 am 1212 Extension
1-800-322-3984
5 Contact Malachi Hooser of the Call Center about the weather issues
616-308-9232 Cell
616-554-5386 Office
Location Student Servicesrsquo leadership will be responsible to
1 Notify the appropriate TV and radio stations 2 Update the Emergency Hotline
QUESTIONS AND COMPLAINTS
Questions and complaints from faculty staff or students regarding the decision to cancel classes or close a location
should be sent to the VP of Risk Management
TIME OF DECISIONS
Morning cancellations will be announced by 6 am
Afternoon cancellations will be announced by 10 am
Evening class cancellations will be announced by 3 pm
51
DU Campus Closing Line Main Menu Greeting
YOU HAVE REACHED THE DAVENPORT UNIVERSITY CAMPUS CLOSING LINE IF YOU KNOW
YOUR TWO DIGIT CAMPUS IDENTIFICATION NUMBER YOU MAY DIAL IT AT ANY TIME DURING
THIS MESSAGE FOR FULTON DIAL 01 FOR LANSING DIAL 03 FOR KALAMAZOO DIAL 04 FOR
MIDLAND DIAL 05 FOR BATTLE CREEK DIAL 08 FOR HOLLAND DIAL 09 FOR FLINT DIAL 10 FOR
SAGINAW DIAL 11 FOR WARREN DIAL 12 FOR ALMA DIAL 15 FOR CARO DIAL 16 FOR GAYLORD
DIAL 19 FOR TRAVERSE CITY DIAL 20 FOR LETTINGA DIAL 33 OR FOR LIVONIA DIAL 35 TO
LISTEN TO THIS MESSAGE AGAIN TOUCH THE KEY
Suggested Message for the Individual Campuses ltCAMPUS NAMEgt CLASSES ARE IN SESSION AS SCHEDULED
Example
LETTINGA CAMPUS CLASSES ARE IN SESSION AS SCHEDULED
To change a message
1 Dial 7002 for voice item maintenance
2 Dial the application ID for the message yoursquod like to change
3 Dial the password for the application
4 Dial 2 to review the current recording
5 Listen to the recording to make sure you are changing the correct one
6 Dial 5 to begin recording
7 Say the message yoursquod like callers to hear
8 Dial to end recording
9 Dial 2 to review the recording
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 3 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
52
CHECKLIST
Student Services Representative
Student Services and Academic Leadership decide to make a recommendation on classes being canceled or
the building closed
Decision will be assisted by facilities andor security that may be on site
Decision to cancel class will be made for the morning by 5 am and announcement will go out at 6 am Decision to cancel class will be made for the afternoon by 930 am and the announcement will go out by 10
am Decision to cancel class will be made for the evening by 230 pm and the announcement will go out by
300 pm
Student Services representative will call VP of Risk Management with cancelation of classes or closing of
a campus using the appropriate statistics found at wwwweathercom
Student Services representative will put a message on the emergency hotline and remember to update it as
necessary
Student Service representative will contact local TV and radio stations
Student Service representative will activate their call tree as appropriate
VP of Risk Management
VP of Risk Management will contact appropriate Executive Vice Presidents who will then obtain
permission from the president
VP of Risk Management will contact specific Directorrsquos of Student Services to report the decision
DU-Alert will be activated to the affected campuses
Contact Communications
Contact Web site administration
Contact CSC
Contact Call Center
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 4 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
53
EXAMPLE OF A BLIZZARD WARNING
URGENT - WINTER WEATHER MESSAGE
NATIONAL WEATHER SERVICE GRAND RAPIDS MI
428 AM EST THU DEC 10 2009
MUSKEGON-OTTAWA-KENT-ALLEGAN-BARRY-VAN BUREN-KALAMAZOO-
INCLUDING THE CITIES OFMUSKEGONJENISONGRAND RAPIDS
HOLLANDHASTINGSSOUTH HAVENKALAMAZOO
428 AM EST THU DEC 10 2009
BLIZZARD WARNING REMAINS IN EFFECT UNTIL 4 PM EST THIS
AFTERNOON
HAZARDOUS WEATHER
SNOW SHOWERS WILL CONTINUE TO INTENSIFY EARLY THIS MORNING 2
TO 4 INCHES OF SNOW ACCUMULATION CAN BE EXPECTEDALTHOUGH
LOCALLY HIGHER AMOUNTS ARE POSSIBLE
WEST WINDS OF 20 TO 30 MPH WILL GUST UP TO 40 MPH THESE WINDS
WILL CAUSE CONSIDERABLE BLOWING AND DRIFTING OF SNOW VISIBILITIES WILL FREQUENTLY BE REDUCED TO NEAR ZERO AT TIMES
THROUGH THIS AFTERNOON
GUSTY WINDS ALONG WITH RAPIDLY FALLING TEMPERATURES WILL
PRODUCE SUB ZERO WIND CHILLS
IMPACTS
TRAVEL WILL BE SEVERELY IMPACTED WITH SNOW BLOWING
SNOWAND BITTER COLD WIND CHILLS BLIZZARD CONDITIONS ARE
EXPECTED THROUGHOUT MUCH OF THE DAY ESPECIALLY ALONG US HIGHWAY 131
POWER OUTAGES WILL BE POSSIBLE DUE TO THE STRONG GUSTY WINDS
PRECAUTIONARYPREPAREDNESS ACTIONS
IT WOULD BE BEST NOT TO TRAVEL TODAY
IF YOU MUST TRAVELKEEP AN EXTRA FLASHLIGHTFOODAND
WATER IN YOUR VEHICLE IN CASE OF AN EMERGENCY
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 5 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
54
EXAMPLE OF HOLLAND AT WWWWEATHERCOM
Right Now Next 36 Hours
Today Tonight Tomorrow
Light Snow Snow Snow Shower AM Snow Showers
30degF 32deg 27deg 33deg
Feels Like 21deg High Low High
Past 24-hr Precip 029 in (est) Snow 29 in (est)
Chance of Precip 80
Chance of Precip 80
Chance of Precip 60
Wind From W at 12mph
Wind W at 18 mph
Wind W at 17 mph
Wind W at 14 mph
Humidity 69 64 62 62
Dew Point23deg
Pressure 2980 in
Visibility 10 mi
UV Index 0 - Low 1 - Low -- 1 - Low
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 6 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
55
CONTINUED EXAMPLE OF HOLLAND AT WWWWEATHERCOM
Daylight Remaining 6 hrs 1 min Sunrise 755 am Sunset 512 pm Sunrise 756 am
Through 5pm A steady snow will continue to fall through late afternoon Cloudy and windy Temperatures reaching the low 30s Winds W at 15 to 20 mph Chance of snow 80 Additional snowfall of 1 to 2 inches through 430pm
Snow showers early with a steadier snow developing late Colder Temps nearly steady around 30 Winds W at 15 to 25 mph Chance of snow 80 1 to 3 inches of snow expected
Variably cloudy with snow showers Low 27F Winds W at 15 to 25 mph Chance of snow 80 Snow accumulating 1 to 2 inches
Mainly cloudy with snow showers around in the morning High 33F Winds W at 10 to 20 mph Chance of snow 60 Snow accumulations less than one inch
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 7 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
56
Policy Chapter Situational Procedures Date Revised 709
Policy Title Severe Weather Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
CLASS CANCELLATIONS PROCEDURES
GREATER GRAND RAPIDS ndash HOLLAND AND LETTINGA
CLASS CANCELLATIONS PROCEDURES
NOTE All staff are to report to work as long as they are not endangering themselves in the process
The Director of Security Services will input information for all campuses in the GRAIL WEB system and at
wwwcancellationscom
1 When closings occur the Director of Security Services or his alternate will input closing data to the
GRAIL WEB site which will result in local media announcements
2 Day Classes ndash Weekdays (Monday through Friday) the Director of Security Services or alternate will check on weather and road conditions should weather become severe
a When day classes (prior to 400 pm start) need to be canceled the Director of Security Services
will contact one of the following in the order listed
i The ED of Student Services (Lettinga)
Tom Woods (517) 230-9834 (cell)
ii The ED of Academic Services (Lettinga)
Joy Harrison (Lettinga) (616) 301-2175 (home) (616) 283-2910 (cell)
iii The Director of Student Services (Holland)
Linda Sievert (616) 942-7735 (home) (616)745-3030 (cell)
b The EDs will inform
ii The Lettinga Asst Directors
Don Fowler (269) 383-5626 (home) (269) 598-7546 (cell)
Nygil Likely (616) 724-4206 (home) (616) 717-8243 (cell)
iii The Holland Director of Student Services
Linda Sievert (616) 942-7735 (home) (616)745-3030 (cell)
iv The Dir of Security Services
Eric Patterson (616) 459-8603
who will access wwwgrailwebcom and TV-13 (616) 785-1313 to
input the West Michigan locations (s) being closed and for how long
These decisions will be broadcast by 600 am
57
Policy Chapter Situational Procedures Date Revised 709
Policy Title Severe Weather Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
3 Evening Classes ndash Weekdays (Monday through Friday) the EDrsquos (see 2b i ii and iii above) and the Director of
Security Services will decide on cancellations for classes starting after 400 pm
The Director of Security Services will access wwwgrailwebcom and TV-13 (616) 785-1313 to input exactly
which locations (s) are being closed and for how long
4 Weekend Classes ndash The Security Services Officer on duty will contact 1) the Director of Security Services 2) the ED
of Student Services 3) the D for Holland or 4) ED for Academic Services at Lettinga (See 2 a and b above) The
individual contacted will
a Make the decision to close Lettinga and Holland locations
b Relay decision to the Director of Security Services who will access wwwgrailwebcom and TV-13 (616)
785-1313 to input exactly which locations (s) are being closed and for how long
c Contact the EDs and D (see 2a and b above) to tell them of the closings
Saturday classes will be canceled by 600 am
Sunday classes will be canceled by 800 am
5 Phone Messages ndash During any of the seven days of the week the Director of Security Services or designee will contact
Lettinga a Kirsten Scott (616) 554-5311 andor (616) 891-7623 or
b Sally Kuipers (616)742-2070 andor h(616)452-2349 or c(616)560-7478
Holland
c Rhonda Prins at 616-218-9896 or 616-395-4608
to change the message on the switchboards notifying incoming callers that classes have been canceled The
switchboards will carry the specific message as long as appropriate
6 OTHER THAN WEATHER RELATED CLOSINGS ndash Closings for other reasons will be determined by the
campuslocation leader with notification to the ED and Director of Security Services for posting to GRAIL Here are some guidelines
a Electrical Gas Leak Water ndash two hour delay unless need for longer closing is obvious
Contact numbers can be found on the ldquoLocation Communication Treerdquo procedure located in this document
Davenport University Connect Hotline Number is 1-800-525-8282
58
Purpose
The purpose of tornado drills is to provide shelter for the campus community during a tornado warning In these cases faculty staff and students should not evacuate the building since this may cause injury During a tornado
warning you have only a short time to find shelter Advance planning and a quick response are the keys to surviving
this type of inclement weather The University values the safety of each individual and expects that people will take
responsibility for safeguarding their welfare
Regulation
Effective March 30 1998 House Bill 5237 amended the Michigan Fire Prevention Cote Act 207 PA 1941 as
amended Section 19 to require Tornado Drills in Schools The new requirement applies to all schools including
state supported schools colleges universities and school dormitories
Sec 19 (3) now requires a minimum of 2 tornado safety drills for each school year at the schools and facilities hellip
These drills are for the purpose of preventing hazards and injuries in the event of severe weather
Responsibility
Responsibility for the planning and conduct of drills shall be assigned by campus risk management to competent
persons qualified to exercise leadership A written record of all drills conducted should be maintained including a
critique of the event This record should be maintained by risk management
General Guidelines
Drills shall include suitable procedures to make sure that all persons in the building or all persons subject to the
drill actually participate If a tornado drill is considered merely as a routine exercise from which some persons may
be excused there is a grave danger that in an actual tornado the drill will fail in its intended purpose All drills
should be pre-planned and preannounced
Definitions
Severe Weather Includes thunder lightening hail wind and heavy rains
Tornado A violently rotating column of air in contact with the ground
Watch Indicates that conditions are favorable for a particular type of weather to occur
Warning Indicates that a particular type of weather is or will soon be occurring
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Tornado Drills Page Number 1 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
TORNADO DRILLS
59
Specified Occupancies
Educational Occupancies ndash Academic and Administrative Buildings
All educational buildings on campus must hold two sets of tornado drills one in the spring and one in the Fall
preferably during the first four weeks of the semester Faculty and staff shall work in cooperation with risk
management in scheduling drills before the semester begins A ldquosetrdquo can be defined as a tornado drill during
the day and one in the evening in order to involve as many staff and students as possible
Locations of tornado shelters are to be conspicuously posted in each classroom and hallway to provide the
necessary information and ensure orderly movement through the building Signs should also specify that
elevators must not be used to exit during a tornado drill
Faculty and staff must be familiar with the tornado shelter locations and will assist students to these shelters
Handicapped students should inform faculty or staff at the start of the semester of any special requirements with
respect to procedures that will best facilitate those students
Residential Occupancies
Residential facilities demonstrate the greatest need for adequate and effective tornado shelter awareness due to
the potential loss of life Tornado drills in residence halls must be performed twice each year one in the spring
and Fall
A major concern in residence hall tornado drills is the resistance of residents to go to the designated tornado
shelters Resident assistants and other staff must take responsibility for the complete and orderly movement of
the students through the building Education and awareness are key components to an effective tornado drill
program Location of shelter in each apartment will help student to become more fully aware
Special consideration must be given to handicapped students with regard to tornado drills in residence halls To
be most effective handicapped students should be required to move to tornado shelters during a tornado drill
regardless of their location in the building Preplanning is key for the handicapped person because hisher own familiarity with the tornado shelter locations and the safest methods of egress is vital The handicapped person
should also seek out buddies to assist
On each floor of the facility the resident staff should proceed down the hall knocking loudly on each door as
heshe passes Staff should not unlock each door as this is time consuming and may result in danger to the staff
person
Assembly Occupancies ndash Student Center
Because actual tornado drills are not practical for places of non-continuous assembly where the students or
public body changes with each program employees or attendants of such places should be schooled in the
duties they are to perform in case of a tornado drill An adequate number of competent attendants must be on
duty when assembly occupancy is used Signs with directions for speedy and orderly egress should be posted
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Tornado Drills Page Number 2 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
60
TORNADO DRILL CHECKLIST
INDOORS
1 Information about severe weather will be given to the campus community if known in advance
2 A Tornado Watch is the time to review emergency action plans and determine the nearest tornado shelter
3 Tornado shelter plans will be posted in each classroom
4 During a tornado watch one person will be designated to monitor the weather by computer or weather radio
5 When the community siren is activated or information is obtained through computer monitoring faculty and
staff will move students to the appropriate tornado shelters
6 DU-Alert will be activated for the individual campus that has the tornado warning The following are the
individuals who can access DU-Alert
Duane Terpstra
Office 616-732-1155
Cell 616-581-5295
Home 616-786-0293
Matthew Miller
Office 586-620-4050
Cell 616-780-6346
Shallan Spielmaker
Office 517-367-8211
Cell 616-581-1453
Nathan Schumacher
Office 586-620-4054
Cell 586-201-8099
7 There will be monitoring equipment in a designated shelter to determine the completion of the warning
8 Do not use elevators and stay away from windows
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Tornado Drill Checklist Page Number 3 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
61
OUTDOORS
1 Seek indoor shelter if possible
2 Parked motor vehicles are unsafe Seek indoor shelter
3 If an indoor shelter is not available and there is not time for escape lie flat in a ditch or low spot
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Tornado Drill Checklist Page Number 4 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
62
Policy Chapter Situational Procedures Date Revised 709
Policy Title Tornado Policy Page Number 2 of 3
CRISIS MANAGEMENT MANUAL
University Crisis Management
TORNADO SHELTER AREA ACADEMIC BUILDING ndash Shelters are in green
areas
63
Policy Chapter Situational Procedures Date Revised 709
Policy Title Tornado Policy Page Number 3 of 3
CRISIS MANAGEMENT MANUAL
University Crisis Management
TORNADO SHELTER RESIDENCE HALLS ndash Shelters are in green areas
TORNADO SHELTER STUDENT CENTER ndash Shelter are in green areas
64
Policy Chapter Situational Procedures Date Revised 709
Policy Title Stalking Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
STALKINGTHREATSHARRASSMENT
IF OCCURRING ON CAMPUS
Contact those individuals who are responsible for security services or your student services representative They will
evaluate the situation and contact police authorities if necessary
If fear of bodily harm exists call the Police Department at 911 and then locate security services personnel
If you receive a ldquoPersonal Protection Orderrdquo or PPO from the court provide a copy of the order to the office of Security
Services
IF OCCURRING OFF CAMPUS
Contact the police at 911 followed by security services personnel
Copies of Personal Protection Orders are kept on file These documents should be updated as necessary and will be shared with location personnel on a need to know basis
As with any incident on location an incident report should be filled out and kept on file for future reference
The next page is an example of the information that can be given to those at a location in order to assist in identifying the
individual responsible This information upon approval of the victim can be kept at a main entrance desk welcome center
or other location where staff may meet people as they enter the building
Stalking is a willful course of conduct involving repeated or continuing harassment of another individual
that would cause a reasonable person to feel terrorized frightened intimidated threatened harassed or
molested and that actually causes the victim to feel terrorized frightened intimidated threatened harassed
or molested 750411h
SECURITY CELL 616-446-7098
65
Policy Chapter Situational Procedures Date Revised 709
Policy Title Stalking Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
66
Policy Chapter Situational Procedures Date Revised 909
Policy Title Suicidal Remarks Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
SUICIDAL REMARKS
With the diverse student body with varying age groups and backgrounds the potential exists for suicidal tendencies among
students who are attending classes It is critical that our staff respond to these individuals correctly and with care to ensure
that the safety of our student body is preserved and that the individual is properly cared for
When confronted with a student who is making suicidal remarks you should contact a security services or a student services
representative as soon as possible Security Services personnel with help from Student Services will coordinate any
further response
It is important to isolate this student from the rest of the student population and keep them under watch throughout the entire
incident At no time should a student who has made such statements be left alone Every effort should be made to keep
them on location If the individual insists on leaving inform them that you believe this to be unwise but allow them to leave if they insist If the student does leave contact the Police Department to inform them of the situation Attempt to give the
police a description of both the person and the vehicle they are driving as well as contact information if available
Ask the student if there is a mental health professional that they have been seeing and ask if they have the contact number
for that person If they do have them contact that individual Ask the student if there is a family member or friend that can
transport himher off site
A DU employee should only willingly allow a suicidal student to leave if there is a third party present to transport them
Under no circumstances should the student be allowed to leave on their own even if they state that they are feeling better
without some resistance from the University employee
67
SUICIDE ATTEMPT
Student Suicide Protocol All Campuses (Non-Housing)
1
st Staff Responder First Steps (Immediately)
When you enter the room or vehicle
Is the area safe
Check for vital signs
Call 911Security ServicesStudent Services based on the resources available
Gather information
Identify student if possible
Identify method of suicide if possible
Are you able to contain the area YesYes with assistanceNo
Determine how many students if any are awareimpacted by the situation and who they are
Contact ED of Student Affairs (Paul Ballard) or ED of Security Services (Matt Miller) or VP of Risk
Management (Terpstra) and inform with what you know
Name of Student
Method of suicide
What you know about the student (Team clubs friends etc)
If area is contained or does it need to be contained
How many students are immediately affected and who they are
What location will the affected students be quarantined
If security or police have arrived your focus is the affected students
Quarantine affected students in a separate area
Discuss with them that someone from the University will be contacting the studentrsquos family and for them
not to refrain from contacting the family out of respect and care for them until a trained professional
contacts them
Determine if the studentrsquos circle of friends is complete or if others need to be quarantined temporarily
Comfort the students as best you can and assess individualrsquos risk levels
Remain with the students until a trained counselor arrives
1st Professional Staff Responder Next Steps (1 to 24hrs)
Create incident report
Relocate displaced classes if needed
Check in and identify additional students or staff that require mentalemotional support
1st Professional Staff Responder Final Steps (24-48 hrs)
Check in and identify additional students or staff that require mentalemotional support
Aid in gathering the deceased individualrsquos personal belongings if necessary
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Suicidal Attempt Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
68
Missing Student Protocol
(Not process for Study Abroad Missing Student)
A campus is contacted by a person requesting information on a student that the caller assumes is missing This
person is worried because they have not been contacted by the student for an unusual length of time You explain to
the caller that you cannot give out specific information about a student but would be willing to work with the police
if they would report the issue
Once you disconnect from the caller you take the following steps
Contact ED of Student Affairs (Paul Ballard) or ED of Security (Matt Miller) or VP of Risk Management (Terpstra)
Student Services or
Security Services
Contact the person responsible for investigations on your campus This may be Security
Services or Student Services depending on the resources on the campus Contact the
caller and ask the below question
Determine relationship to student
Why do you think they are missing
Date time location the student was last seen
General routine of student (Close circle of friends)
Studentrsquos cell number
Does the student have a Social Media account Make model color and license plate of vehicle
Have they filed a missing persons report
Is there any medical or emotional condition we should be aware of
Establish a timetable where you will contact them again
General Investigative Steps
Call and text the student
Send the student an Email
Check with instructors on attendance of student (w photo)
Check emergency information in Banner
Check SPACMNT for comments and FERPA waivers
Go to studentrsquos classroom
Check card access and dining swipes (if applicable)
Check social networking sites
Contact known FriendsClassmates fill in any information gaps from that caller did not know
Check for student car in parking lot
Contact CSC for last log in
Check the websites to see if student has been arrested ex httpswwwaccesskentcomInmateLookup
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Missing Student Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
69
Missing Student Protocol
(Not process for Study Abroad Missing Student)
If proof of life has been established or check list has been completed Contact ED of Student Affairs (Paul Ballard)
or ED of Security (Matt Miller) or VP of Risk Management (Terpstra)
If student is found
Have them contact the person that called (if applicable) with University personnel present
If student does not want the person to know where they are have them meet with EDSA Paul Ballard
ED of SA will make contact with the caller and give them FERPA based info
If student is hospitalized or unable to return to school initiate protocol for medical withdrawal
If student is not found
Student Affairs will call emergency contact number
Student Affairs will follow up with caller
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Missing Student Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
70
Policy Chapter Situational Procedures Date Revised 909
Policy Title Utility Failure Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
UTILITY FAILURE
ELECTRICAL FAILURE
All individuals should remain where they are
Security Services personnel will assist with building evacuation if necessary
Security Services personnel will notify Consumers Power
If the power comes back on in a short time (two hours or less) operations will resume
If the power remains off for longer than two hours campus leadership will make a decision on whether or not to
close the campus
GAS LINE BREAK OR LEAK
Report the break or leak to Security Services 616-446-7098
Security Services will clear the immediate area and evacuate the building if needed
DO NOT turn off radios lights computers or other office equipment
Security Services will contact the utility company
WATER MAIN BREAK
Security Services or facilities will contact the Water Department
All employees and students should be notified that the restroom facilities will not be available
SECURITY CELL 616-446-7098
71
Policy Chapter Updating Process Date Revised 709
Policy Title Post Incident Debriefing Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
POST INCIDENT DEBRIEFING
Once the incident is over a debriefing should take place with those who were involved The purpose of this process is to improve our reaction to future incidents The following is a general list of questions that can be asked
Type of Incident
Date of Incident Time of Incident
Initial notification received by
Was the VP of Risk Management notified soon after the event [ ] Yes [ ] No [ ] NA
Were the appropriate people notified of the situation [ ] Yes [ ] No [ ] NA
Was there good communication with the Risk Management Team [ ] Yes [ ] No [ ] NA
Was there good communication with the local Crisis Management Team [ ] Yes [ ] No [ ] NA
Was there appropriate communication with Cabinet Members [ ] Yes [ ] No [ ] NA
Was there appropriate communication with Faculty Staff and Students [ ] Yes [ ] No [ ] NA
What changes could there have been to make communication better
What actions were taken that was effective
What are the opportunities for improvement
What changesadditions are needed for the crisis management manuals
On the back of the page map the incident timeline
72
Policy Chapter Testing Date Revised 709
Policy Title Testing amp Training Process Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
TESTING amp TRAINING
The testing process for possible crisis situations will be done in the following three ways
1 Scenarios will be presented to the Risk Management and Crisis Management teams in the form of table top exercises This will be done in the regular meetings
2 Simulation of actual events
3 Instruction is given on how to react to a crisis The below document is given to all employees and placed in many
locations within the facilities
EMERGENCY RESPONSE PROCEDURES
University Crisis Management
Emergency Response
Security Management
LOCATION CRISIS MANAGEMENT TEAM
HOW TO REPORT AN INCIDENT
SUSPICIOUS PERSONS
STALKINGTHREATSHARASSMENT
VIOLENT BEHAVIOR
ACTIVE SHOOTER RESPONSE
BOMB THREAT
UTILITY FAILURE
FIRE RESPONSE
SEVERE WEATHER
FIRST AIDBLOODBORNE PATHOGENS
MAIL SECURITY
73
GLOSSARY OF TERMS
1 CMT- Crisis Management Team A crisis management team consists of representatives from Human Resources Security Services Facilities IT etc These teams are located at every location within the University and are responsible for crisis management at that particular location
2 RMT ndash Risk Management Team The risk management team consists of representatives from Human Resources Security Services Facilities IT etc This team is located at Lettinga and is responsible to develop procedures manage crisis management teams and communicate with the administration
3 EOC ndash Emergency Operations Center Headquarters for the Crisis Management team to manage and coordinate the companyrsquos business recovery efforts
Policy Chapter Appendix A Date Revised 709
Policy Title Glossary of Terms Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
74
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic Lower West Page Number 1 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
Gas Valve Electrical Panel
Geothermal
Pumps
75
Sprinkler Shutoff
Water Shutoff
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic Lower East Page Number 2 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
76
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 1st West Page Number 3 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
77
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 1st East Page Number 4 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
78
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 2nd
West Page Number 5 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
79
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 2nd
East Page Number 6 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
80
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 3rd
West Page Number 7 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
81
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 3rd
East Page Number 8 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
82
Water Shutoff Electrical
Shutoff
Gas Shutoff
Fire Suppression
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Student Center Lower Level Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
83
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Student Center Main Level Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
84
Electrical
Shutoff
Water Shutoff
Fire Suppression
All Shutoffs
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Cook Hall Basement Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
85
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Cook Hall Floors 1-4 Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
F1 F2
F3 F4
86
Electrical Shutoff
Water Shutoff
Fire Suppression
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Meijer Hall Basement Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
87
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Meijer Hall Floors 1ndash5 Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
F1 F2 F3
F4 F5
88
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title South Hall 1st amp 2
nd Floor Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
F1
F2
89
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title South Hall 3rd
and 4th Floors Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
F3
F4
90
Policy Chapter Appendix C Date Revised 709
Policy Title General Telephone Numbers Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
NAME WORK NUMBER CELL NUMBER TITLE
Anderson Kristine 616-742-1726 231-329-4667 Director of Employee Relations
Ballard Paul 616-554-5687 616-862-6532 Exe Director of Student Affairs
Bean Brent 616-451-3511 ext 1495 616-889-3875 IT S Manager
Beausoleil Gail 616-554-5394 616-292-5446 Director of Career Services
Bill Chris 616-732-1151 616-540-7396 VP or Human Resources
Bloom Deb 616-732-1124 616-340-3402 Exe Dir Of government amp Com Relations
Bruyn Kim 616-732-1165 616-540-7711 Exc VP for Advancement
Caledonia Fire amp Rescue 616-891-0940 Caledonia Township Fire amp Rescue
Caledonia High School 616-891-8129 Caledonia High School
Caledonia Middle School 616-891-8649 Caledonia Middle School
Communication Fax 616-732-1179 Communication Fax
CSC 1-800-322-3984 Customer Support Center
Donovan Sherri 616-233-3472 616-233-3472 Exe Director of Academic Services
Dutton Christian School 616-698-8660 Dutton Christian School
Engblom Rob 616-554-5087 865-803-7350 Exe Director of Housing
Finkler Kathy 616-732-1085 616-446-5303 Director of Customer Support
Fischer John 616-554-5005 616-822-1088 Director of Facilities
Fisher Christine 616-732-1168 616-340-2525 Exe Administrative Assistant
Fowler Don 616-732-1206 269-598-7546 Director of Student Services
Harrison Joy 616-554-5820 616-283-2910 Exc Director of Academic Services
Hogan Brian 616-437-3234 HiTec Cleaning Services
Hooser Malachi 616-5545386 616-308-9232 Call Center Manager
Hotline 1-800-525-8282 Emergency Hotline
IT Weekend Emergency Number 616-481-6011 IT Weekend Emergency Number
Jensen Rick 616-732-1172 616-706-2608 News Information Manager
Jones Apple 616-554-4743 616-560-4856 Department Coordinator
Kent County - Main 616-632-6100 Kent County Sheriff Department
Kent County - Substation 616-632-6490 Kent County Sheriff Department
Kingrey Daryl 616-554-5395 616-481-2239 VP of Admissions
Knechtel Heather 616-554-5388 517-974-5793 Director of Admissions
91
Policy Chapter Appendix C Date Revised 709
Policy Title General Telephone Numbers Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
NAME WORK NUMBER CELL NUMBER TITLE
Kraska Nick 616-7732-1120 HRIS Coordinator
Lemmon Bill 616-732-1087 616-450-4933 Director of Networking
Lemmon Nicholas (Hi-Tec) 616-662-1623 616-732-1303 VP of Operations - Hitec Cleaning
Likely Nygil 616-554-5316 616-719-6457 Director of Student Services
Loud Tammy 616-554-5396 517-490-5940 VP of Student Services
Lowden Paul 616-554-5050 616-901-1787 Director of Athletics
MacDonald Meghan 616-554-4766 616-610-7690 Bookstore Manager
Manning Janet 616-774-5415 ext 238 Gallagher Risk Management Services
McCormick Nathan 616-732-1128 616-745-7142 Exe Director of Facility Operations
McLaughlin Karen 616-698-7111 616-970-5866 Asst Director of LInC
Miller Brian 616-732-1195 616-821-2618 VP of IT
Miller Linda 616-233-0922 VP Arthur Gallagher Insurance
Miller Matthew 586-620-4050 616-780-6346 Exe Director of Security
MSP 616-647-0800 Michigan State Police
Page Sally 616-554-5668 616-780-1394 Exe Director of Libraries
Salinas Kim 616-732-1072 616-813-7165 Benefits Manager
Scott Kirsten 616-554-5311 616-891-7623 Adm Asst Student amp Career Services
Security Services 616-446-7098 Security Services
Shull Lindsey 616-554-5528 616-901-2036 Regional Health Internship Manager
Sievert Linda 616-395-4603 616-745-3030 Director of Student Services - Holland
Stodola Mike 616-554-5138 616-893-7314 Director of Student Center
Terpstra Duane 616-732-1155 616-581-5295 VP of Risk Management
Teuscher Jolene 616-732-1096 616-318-4669 Employee Relations Manager
TV 13 616-785-1313 TV 13
Wagner Natalie 616-554-5821 616-901-0666 Executive Director of Student Life
Williams Ben 616-732-1104 517-303-4955 Information Technology Services
Woods Tom 616-554-5301 517-230-9834 Exe Director of Student Services
92
Family Educational Rights and Privacy Act of 1974 (FERPA)
The Family Educational Rights and Privacy Act (FERPA) is a federal law designed to protect the privacy of students education records The law applies to all schools that receive funds under an applicable program of the US Department of Education
FERPA gives parents certain rights with respect to their childrens education records These rights transfer to the student or former student who has reached the age of eighteen or is attending any school beyond the high school level Students and former students to whom the rights have transferred are called eligible students
Parents and eligible students have the right to inspect and review all of the students education records maintained by the school Schools are not required to provide copies of materials in education records unless for reasons such as great distance it is impossible for parents and eligible students to inspect the records Schools may charge a fee for copies
Parents and eligible students have the right to request that a school correct records believed to be inaccurate or misleading If the school decides not to amend the record the parent or eligible student then has the right to a formal hearing After the hearing if the school still decides not to amend the record the parent or eligible student has the right to place a statement with the record commenting on the contested information in the record
Generally the school must have written permission from the parent or eligible student before releasing any information from a students record However the law allows schools to disclose records without consent to the following parties
o school employees who have a need-to-know o other schools to which a student is transferring o certain government officials in order to carry out lawful functions o appropriate parties in connection with financial aid to a student o organizations doing certain studies for the school o accrediting organizations o individuals who have obtained court orders or subpoenas o persons who need to know in cases of health and safety emergencies o state and local authorities within a juvenile justice system pursuant to specific state laws
Schools may also disclose without consent directory type information such as a students name address telephone number date and place of birth honors and awards and dates of attendances However schools must tell parents and eligible students about directory information and allow parents or eligible students a reasonable amount of time to request that the school not disclose directory information about them
Schools must notify parents and eligible students of their rights under this law The actual means of notification (special letter inclusion in a PTA bulletin student handbook or newspaper article) is left to the discretion of each school
For additional information or technical assistance call (202) 260-3887 or TDD (202) 260-8956 or contact
Family Policy Compliance Office US Department of Education 600 Independence Avenue SW Washington DC 20202-4605
Policy Chapter Appendix D Date Revised 0111
Policy Title FERPA Facts Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
93
EMERGENCY NOTIFICATION SCRIPTS
Test Message
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System This is a test of the mass notification system Davenport University is using this system to keep you informed in the event of an emergency If this had been an actual emergency you would receive official information andor instructions This concludes this test of Davenportrsquos Mass Communication Alert System Thank you for your attention END OF MESSAGE (SMS) This is a test of Davenportrsquos Alert System If this had been an actual emergency you would receive official information andor instructions
Natural Disasters
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System On June 2 2009 a Tornado struck the Caro Campus Damages are reported to be light No injuries have been reported The campus is closed until further notice All students should stay away Be advised that roads may be damaged Travel with caution Thank you for your attention End of Message (SMS) On June 2 2009 a Tornado struck the Caro Campus Damages are reported to be light The campus is closed until further notice
Armed Suspect
(Phone)(E-Mail) This is a message on the Davenport Mass Communication Alert System At June 2 2009 an individual possessing a firearm was reported to be on the Warren Campus The Warren police department has been notified of the situation and is presently on campus We urge everyone on campus to remain in your residence classroom or office with the doors and windows secured If you are currently off campus stay away until further notice Please call 911 if you observe any threatening individuals on or near to campus Thank you for your attention End of Message (SMS) On June 2 2009 at 900 aman individual possessing a firearm was reported to be inside our Livonia Campus Stay in place amp barricade
Policy Chapter Appendix E Date Revised 709
Policy Title Emergency Notification Scripts Page Number 1 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
94
Assault with a Deadly Weapon
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System It has been reported to Davenport University that an individual was recently a victim of an assault with a knife in the parking lot at the Flint campus This took place on June 2 2009 at 1000 am The individual sustained minor injuries and is being treated at a local hospital The incident is still an on-going investigation with the Flint police department Students are advised to be cautious and call 911 to report any suspicious behavior or persons Thank you for your attention End of Message (SMS) On June 2 2009 at 1000 am an individual at the Flint campus was a victim of an assault wa knife Student are advised to be cautious
Bomb Threat
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System On June 2 2009 at 1100 am Davenport University received a threat from an unknown caller that a bomb was set to go off at the Holland campus at Noon The Holland Police departmentrsquos bomb squad is at the scene and conducting a full investigation It will also be assessing the threat level to the University The building has been evacuated and all persons still inside the building must evacuate now A secure perimeter has been established around the area and it is off limits until further notice Thank you for your attention End of Message (SMS) On June 2 2009 at 1100 am the Holland campus of Davenport University received a threat from an unknown caller that a bomb was set to go off in Noon
Gas Main Break
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System There has been a gas main break at the Saginaw campus of Davenport University Evacuate the area Stay away from the area until the situation is resolved Additional information will be given as the situation is resolved End of Message (SMS) We urge everyone to evacuate the Saginaw campus due to a gas main break Please stay away until the situation in resolved
Policy Chapter Appendix E Date Revised 709
Policy Title Emergency Notification Scripts Page Number 2 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
95
Gunshots
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System On June 2 2009 at 100 pm Davenport University received reports of gunshots fired in the parking lot at the Kalamazoo campus The police department has been notified of the situation and is presently on campus We urge everyone on campus to remain in your classroom or office with the doors and windows secured If you are currently off campus stay away until further notice Thank you for your attention End of Message (SMS) We urge everyone at the Kalamazoo campus to remain where you are amp secure doors amp windows If off campus stay away until further notice
Hazardous Materials
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System On June 2 2009 at 200 pm a hazardous material situation is occurring at the Battle Creek campus of Davenport University A hazardous materials team is on scene A secure perimeter has been established and the buildings are off limits until further notice Thank you for your attention End of Message (SMS) There is a hazardous materials spill at the Battle Creek campus and a secured perimeter has been established Buildings are off limits until further notice
Homicide
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System It was reported to Davenport University that an individual was recently a victim of homicide by at the Livonia campus on or about June 2 2009 at 300 pm The incident is still an on-going investigation with the Livonia police department at this time If you find yourself in a position of concern or witness any suspicious persons on campus please immediately contact the 911 Thank you for your attention End of Message (SMS) Davenport University Livonia campus has a victim of homicide by that occurred in the parking lot on June 2 2009 at 300 pm No arrest has been made
Policy Chapter Appendix E Date Revised 709
Policy Title Emergency Notification Scripts Page Number 3 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
96
Power Failure
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System We are currently experiencing a power failure at the Lansing campus The estimated duration of the power outage is unknown Additional updates will be given End of Message (SMS) There is a power outage at our Lansing campus Duration unknown Additional updates will be given
Violent Crime
(Phone)(E-mail)
This is a message on the Davenport Mass Communication Alert System On June 2 2009 at 500 pm an assault was reported at the Warren campus We ask that you offer your full cooperation to the police department if asked Please call 911if you observe any threatening individuals on or near to campus Thank you for your attention End of Message (SMS) On June 2 2009 at 500 pm an assault was reported at the Warren campus The police department has launching an investigation
Policy Chapter Appendix E Date Revised 709
Policy Title Emergency Notification Scripts Page Number 4 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
97
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Academic Building Page Number 1 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
98
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Academic Building Page Number 2 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
99
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Cook amp Meijer Halls Page Number 3 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
100
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash South Hall Page Number 4 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
101
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Student Center Main Page Number 5 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
102
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Student Center Lower Page Number 6 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
7
OVERVIEW
This document and the accompanying materials constitute Davenport Universityrsquos Crisis Management Plan The contents of this document are the possession of Davenport University and will not be given to any outside individuals or organizations The reason for the confidentiality of this document is due to the names and contact numbers located in the procedures
This plan is to be implemented in the event of an emergency It addresses the various aspects of crisis management including physical security of people and facilities leadership responsibilities and internal and external communications
An emergency is defined as
Disrupts normal operations or poses a serious threat to persons or property
Requires a quick or immediate response
Requires a response with procedures and resources beyond organizational capabilities
Results in a declaration of a general state of emergency by civil authorities
While the plan addresses specific types of crises and a broad range of responses it must be clearly understood that a crisis or major disaster presents circumstances that are not always predictable As a result it is impossible to predict a specific course of conduct for each possible type of crisis This plan should be considered as a general guide governing the Universityrsquos response to a crisis Real-time modifications to procedures will undoubtedly be required as an event unfolds
The plan identifies roles and responsibilities for specific administrators and departments within the University Nonetheless each member of the community whether assigned a specific role by this plan or not has a responsibility to assist colleagues and students during a crisis
The three most important responsibilities of every community member during a crisis are
1 to contact those responsible for security services when confronted with a potentially dangerous situation even if the situation appears to be contained or to have abated
2 to exercise independent judgment in order to ensure personal safety in the absence of specific instructions from crisis management staff and
3 to follow instructions once provided as best as possible
The goal in a crisis is to ensure the health and safety of the University protect campus buildings and restore normal operations
Policy Chapter Introduction Date Revised 709
Policy Title Overview Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
8
Policy Chapter Immediate Action Date Revised 709
Policy Title Emergency Operations Center Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
CRISIS MANAGEMENT EMERGENCY OPERATIONS CENTER
During the course of a crisis event the Crisis Management Team will meet in the Administrative Conference Room on the second floor
Should the Administrative Conference Room be inaccessible or undesirable during a crisis event the conference room in the Student Center will become the centralized place for the Crisis Management Team
In the event of a campus wide power failure or the need to evacuate the building the Crisis Management Team will meet at the South Parking Lot
Once convened the team may determine a more suitable location
It is necessary to note that cell phone communications will take place during a crisis situation and a location to
meet may be determined at this time
Second Floor West Lettinga Academic Main Floor Student Center
Meet Here
9
Policy Chapter Response Procedures Date Revised 909
Policy Title Evacuation Procedures Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
EVACUATION PROCEDURES
Evacuation of the Academic building will be handled by Security Services In case of a Fire evacuation will be requested by the use of a fire alarm with the assistance from the officers on duty Any other evacuations will be handled by Security Services through the use of the telephone intercom system going door to door or by other means Evacuation of the residence halls will be handled by the Director Assistant Director and Resident Assistants They will be helped by Security Services as available In case of a fire evacuation will be requested by the use of a fire alarm with the assistance of residence hall staff and Security Services as available Evacuation of the student center will be handled by Security Services and the student center staff In case of a fire evacuation will be requested by the use of a fire alarm with the assistance of student center staff and Security Services as available Evacuation routes can be found in Appendix F
10
Policy Chapter Response Procedures Date Revised 0411
Policy Title Emergency Communications Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
COMMUNICATIONS
INFO TECHNOLOGY
HUMAN RESOURCES
FACILITIES
SECURITY SERVICES
STUDENT SERVICES
Rick Jensen News Information Manager
Office 616-732-1172 Cell 616-706-2608
Customer Support 1-800-322-3984
Kristine Anderson Dir of Employee Relations
Office 616-742-1726 Cell 231-329-4667
Call Security who will make contact with
facilities Securityrsquos number is 616-446-
7098
Contact officer on Duty at 616-446-7098
Paul Ballard Dir Of Student Affairs Office 616-554-5687 Cell 616-862-6532
Robin Luymes
Exe Director of University
Communications
Office 616-732-1157
Cell 616-550-6585
Weekend Emergency 616-481-6011
Chris Bill VP of Human Resources
Office 616-732-1151 Cell 616-540-7396
Duane Terpstra VP of Risk
Management Office 616-732-1155
Cell 616-581-5295 Home 616-786-0293
Tammy Loud VP of Student
Services Office 616-554-5396
Cell 517-490-5940
Kim Bruyn
Executive Vice President
for University Relations
and Communications
Office 6167321165
Cell 6165407711
Brian Ulicki
ITSProject Manager Office 586-620-4059
Cell 989-225-1098
Jolene Teuscher
Employee Relations Manager
Office 616-732-1096 Cell 616-318-4669
Matthew Miller Exe Director of
Security Services
Office 586-620-4050 Cell 616-780-6346
Residence Halls Only
Rob Engblom Exe Dir Of Housing
Office 616-554-5087 Cell 865-803-7350
Christine Fisher
Executive Administrative
Assistant
Office 6167321168
Cell 6163402525
Kathy Finkler
Dir of Customer Support
Office 616-732-1085
Cell 616-446-5303
Kim Salinas
Benefits Manager Office 616-732-1072 Cell 616-813-7165
Sasha VanderLugt
Social Media Coordinator
Office 6167321084
Cell 6167807382
Bill Lemmon
Dir of Networking Office 616-732-1087
Cell 616-450-4933
Deb Bloom
Executive Director of
Government and
Community Affairs
Office 616732-1124
Cell 616340-3402
Brian Miller
VP IT Office 616-732-1195 Cell 616-821-2618
CRISIS COMMUNICATION CALL-OUT LISTS
11
REASONS TO CALL
Communication is crucial in all disruptions of the academic environment These disruptions could be anything from
a mechanical failure to major criminal activity You can find some of the reasons listed below
The point person at each campus must be contacted and informed of these disruptions If in doubt always call The
point person will contact the VP of Risk Management or his designee who will continue the formal
communication process as shown in the diagram below Informal communications will take place according to
individual departmental policies The formal process has been established to verify that everyone is notified The
overlap between the formal and informal communication process can be advantages
Policy Chapter Response Procedures Date Revised 0111
Policy Title Reasons to Call - Formal Response Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
REASONS TO CALL
Power outage
Phones off-line
Network off-line
Critical Flood
Major Mechanical Issue
Gas Leak
Tornado Warning
NAME O FFICE CELL HO ME
CSC 1-800-322-3984
Duane Terpstra 616-732-1155 616-581-5295 616-786-0293
Kristine Anderson 616-742-1726 231-329-4667
Malachi Hooser 616-554-5386 616-308-9232
Matthew Miller 586-620-4050 616-780-6346
Nathan McCormick 616-732-1128 616-745-7142
Paul Ballard 616-554-5687 616-862-6532
Rick Jensen 616-732-1172 616-706-2608
See Callout List Previous page
REASONS TO CALL
Major Medical
Suicide or Suicidal
Assault
Weapons Offense
Bomb Threat
Communicable Disease
Civil Disorder
Threats of Bodily Injury
Major criminal activity
REASONS TO CALL
Building Fire
Tornado
Major catastrophe
Pandemic Flu
Death
VP of Risk
Management
Student Services Security Services
Human Resources Communications
Executive Vice
Presidents
Information
Technology
Facilities Only the president can close a campus or cancel a class
Call Center
12
Policy Chapter Response Procedures Date Revised 909
Policy Title Local Communication Tree Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
LOCAL COMMUNICATION TREE
Tom Woods ndash ED of Student Services (517) 230-9834 (cell)
(616) 554-5301 (office)
Following a decision to close Greater GR locations Tom will call
1 Daryl Kingrey ndash VP of Admissions (616) 475-5828 (home)
(616) 481-2239 (cell)
(616) 554-5395 (office)
Daryl will start his phone tree by calling the following staff
a Heather Knechtel Director of Admissions (616) 536-2017 (home) (517) 974-5793 (cell)
(616) 554-5388 (office)
Heather will call the Admissions staff at Lettinga
b Colleen Thoman Director of Admissions (Holland) (989)850-3996 (cell)
(517)367-8202 (office)
Colleen will call the Admissions staff at Holland
c Amy Lucas ED of AdmissionsLead Management (269)-795-4413 (home)
(616)450-1943 (cell)
(616)233-2583 (office)
i Malachi Hooser Call Center Manager (616)308-9232 (cell)
(616)554-5386 (office)
Malachi will call the Call Center staff
2 Tammy Loud VP of Student Services (517) 490-5940 (cell)
(517) 349-6182 (home)
(616) 554-5396 (office)
Tammy will start her phone tree by calling the following staff
a Natalie Wagner ED of Student Life (616) 901-0666 (cell) (616) 554-5821 (office)
Natalie will start the phone tree for Student Life
b Paul Ballard ED of Student Affairs (616) 862-6532 (cell)
(616) 794-1103 (home)
Paul will start the phone tree for Student Affairs
c Gail Beausoleil Director of Career Services (616) 292-5446 (cell)
(269)948-8828 (home)
(616) 554-5394 (office)
Gail will start the phone tree for Career Services
13
Policy Chapter Response Procedures Date Revised 909
Policy Title Local Communication Tree Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
d Rob Engblom ED of Housing and Residence Life (865)803-7350 (cell)
(616)871-6755 (office)
Rob will start the phone tree for Residence Life (616)536-2202 (Home)
3 Joy Harrison ED of Academic Services LLT (616) 301-2175 (home)
(616) 283-2910 (cell)
(616) 554-5820 (office)
Joy will start her phone tree by calling the staff below
a Patty Brechbiel Director of Academics (616) 897-5772 (home)
(616) 485-1860 (cell) (616) 871-3977(office)
Patty will start the phone tree for Academics
b Sherri Donovan DU Online (616) 949-5464 (home)
(616) 855-2771 (cell)
(616) 233-3472 (office)
Sherri will start the phone tree for Online
4 Nygil Likely Director of Student Services (616) 724-4206 (home)
(616) 717-8243 (cell) (616) 554-5316 (office)
Nygil will start the phone tree for Advisors
5 Don Fowler Director of Student Services (269)383-5626 (home)
(269)598-7546 (cell)
(616)554-5193 (office)
Don will start phone tree for AdvisorsWelcome Desk
Tom Woods will also call
Mike Stodola Director of Student Center (616) 893-7314 (cell)
(616) 554-5269 (office)
Karen McLaughlin LiNC (616) 970-5866 (cell)
Meghan MacDonald Bookstore Manager (616) 610-7690 (cell)
(616) 554-4766 (office)
Linda Sievert Director of Student Services - Holland (616) 942-7735 (home)
(616) 745-3030 (cell)
(616) 395-4603 (office)
Each administrator will contact key individuals in their own areas of responsibility
14
Policy Chapter Response Procedures Date Revised 0111
Policy Title DU-Alert Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
DU-ALERT
HIGHER EDUCATION OPPORTUNITY ACT
The Higher Education Opportunity Act (Public Law 110-315) (HEOA) was enacted on August 14 2008 Under Title IV
the federal law requires all colleges and universities to have a notification and warning plan in place to alert the campus
community of an emergency The US Department of Education is still in the process of developing the regulations that will
coincide with this law and will amend the Code of Federal Regulations (34CFR) in the fall of 2009
DU ALERT EMERGENCY NOTIFICATION SYSTEM
1 The Du Alert service is used to transmit brief urgent messages to a large segment of an institutionrsquos population as
quickly as possible It is strongly recommended that this system be used for unplanned emergency events which
have the opportunity to affect the entire campus Use of this system for specific building closures which impact
the campus is also encouraged
2 The final regulations clarify the difference between the existing timely warning requirement and the new
requirement for an emergency notification policy While a timely warning must be issued in response to specific
crimes an emergency notification is required in the case of an immediate threat to the health or safety of students
or employees occurring on campus Emergency notifications may include but are not limited to
Bomb threats or other imminent violent threats
Fires natural gas leaks and hazardous spills affecting the entire campus
Building evacuations and lock downs affecting the entire campus
Biological or pandemic emergency notifications
Natural disasters and weather advisories
Power outages and utility failures resulting in an imminent threat
Campus closure due to declared civil emergency
Sample scripts can be found in the appendix Emergency information can be sent to the following devices
Cell Phone
Home Phone
PDA
Work Phone
Voice Mail
Text
15
DU-ALERT
CONTROL OF ACCESS
There is a small group of administrators who are authorized to report emergency events through DU-Alert These
are as follows
Duane Terpstra
Office 616-732-1155
Cell 616-581-5295
Home 616-786-0293
Matthew Miller
Office 586-620-4050
Cell 616-780-6346
Shallan Spielmaker
Office 517-367-8211
Cell 616-581-1453
Nathan Schumacher
Office 586-620-4054
Cell 586-201-8099
Policy Chapter Response Procedures Date Revised 0111
Policy Title DU-Alert Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
16
Policy Chapter Response Procedures Date Revised 0111
Policy Title Emergency Hotline Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
EMERGENCY HOTLINE
A toll free emergency hotline has been established at Davenport University that can be used for emergency information
and weather conditions causing the cancellation of classes or closing of locations This one number for all locations is
1-800-525-8282 or Ext 8282
DU Campus Closing Line Main Menu Greeting
YOU HAVE REACHED THE DAVENPORT UNIVERSITY CAMPUS CLOSING LINE IF YOU KNOW YOUR
TWO DIGIT CAMPUS IDENTIFICATION NUMBER YOU MAY DIAL IT AT ANY TIME DURING THIS
MESSAGE FOR LANSING DIAL 03 FOR KALAMAZOO DIAL 04 FOR MIDLAND DIAL 05 FOR BATTLE
CREEK DIAL 08 FOR HOLLAND DIAL 09 FOR FLINT DIAL 10 FOR SAGINAW DIAL 11 FOR WARREN
DIAL 12 FOR ALMA DIAL 15 FOR CARO DIAL 16 FOR GAYLORD DIAL 19 FOR TRAVERSE CITY DIAL
20 FOR LETTINGA DIAL 33 OR FOR LIVONIA DIAL 35 TO LISTEN TO THIS MESSAGE AGAIN TOUCH
THE KEY
Suggested Message for the Individual Campuses
ltCAMPUS NAMEgt CLASSES ARE IN SESSION AS SCHEDULED
Example
LETTINGA CAMPUS CLASSES ARE IN SESSION AS SCHEDULED
To change a message
1 Dial 7002 for voice item maintenance 2 Dial the application ID for the message yoursquod like to change
3 Dial the password for the application
4 Dial 2 to review the current recording
5 Listen to the recording to make sure you are changing the correct one
6 Dial 5 to begin recording
7 Say the message yoursquod like callers to hear
8 Dial to end recording
9 Dial 2 to review the recording
17
Policy Chapter Crisis amp Risk Management Teams Date Revised 709
Policy Title University Risk Management Team Page Number 1 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
UNIVERSITY RISK MANAGEMENT TEAM
The University Risk Management Team assists in developing plans for crisis management response throughout the University There will be additional employees who attend the Risk Management meetings which can give professional direction in their areas of expertise Below is the list of Risk Management team members and their office and cell numbers
NAME O FFICE CELL TITLE
Anderson Kristine 616-742-1726 231-329-4667 Director of Employee Relations amp Recruitment
Ballard Paul 616-554-5687 616-862-6532 Executive Director of Student Affairs
Crkovski Susan 586-620-4055 586-744-0876 Executive Director of Student Services
Engblom Rob 616-554-5087 865-803-7350 Executive Director of Housing amp Residential Life
Hooser Malachi 616-554-5386 616-308-9232 Call Center Manager
Jenson Rick 616-732-1172 616-706-2608 News Information Manager
Jones Apple 616-554-4743 616-560-4856 Department Coordinator - School of Technology
Knechtel Heather 616-554-5388 517-974-5793 Director of Admissions
Loud Tammy 616-554-5396 517-490-5940 VP of Student Services
Lowden Paul 616-554-5050 616-901-1787 Director of Athletics
McCormick Nathan 616-732-1128 616-745-7142 Executive Director of Facility Operations
Miller Matthew 586-620-4050 616-780-6346 Executive Director of Security Services
Page Sally 616-554-5668 616-780-1394 Executive Director of Libraries
Shull Lindsey 616-554-5528 616-901-2036 Regional Health Internship Manager
Stodola Mike 616-554-5138 616-893-7314 Director of Student Center
Terpstra Duane 616-732-1155 616-581-5295 VP of Risk Management
Wagner Natalie 616-554-5821 616-901-0666 Executive Director of Student Life
Williams Ben 616-732-1104 517-303-4955 Information Technology Services
Woods Tom 616-554-5301 517-230-9834 Executive Director of Student Services
18
Ensure all necessary actions are taken for safeguarding human lives
Ensure all necessary actions are taken for protecting assets
Communicate with Executive Management on status of events related to Crisis
Coordinate with Support Teams to assess the impact of the crisis and the effect on the facility
Remain visible to employees Contact affected employees to assess the impact of the crisis on business processes
Determine whether any impacts resulting from the incident warrant activation of Disaster Recovery Plans
The Risk Management Team will communicate regularly with Campus Crisis Management Teams
Supervise the management of normal business operations
Determine all audiences who need communication general public media students families etc
Determine if other locations are going to be affected and communicate the situation and provide guidance
Let everyone involved know where to send press calls
Provide an official university response to an incident
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Risk Management Responsibilities Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
RISK MANAGEMENT TEAM RESPONSIBILITIES
The Risk Management team is the center of policy development and communication when a crisis occurs Local crisis management teams will be assisted by the Risk Management team during a crisis The Risk Management team communicates with University leadership Below are the details of the responsibilities and a simple action list
RMT ACTION LIST
Assemble local Risk Management Team
Brief the team members on the situation and discuss
the steps that are being taken
Coordinate with HR representative to address
employee life safety issues
Provide continuous updates to the Cabinet regarding
the actions taken and the status of the response
effort
Inform Local Crisis Management Teams of Cabinet
concerns questions or feedback and ensure that any
issues are addressed
RISK MANAGEMENT TEAM RESPONSIBILITIES
19
RMT MEETING AGENDA
Assign a note-taker
Take attendance
Event Status
a What happened
b Has it affected our employees
c How severe is it
d What is being done
e What is the potential for escalation
Employee Status
Technology status including telecom
Infrastructure (power water phones wireless)
Communications
a What is the message
b Methods for communication
c Determine schedule for updates
Accounting for employees
a Roll Call
b Outreachfollow-up
Support for our employees
Updates to executives
Review actions and who is responsible and determine next
meeting time
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Risk Management Agenda Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
RISK MANAGEMENT MEETING AGENDA
The below agenda is developed to assist in the initial meeting when a crisis has occurred
Facility Status
20
Policy Chapter Crisis amp Risk Management Teams Date Revised 0111
Policy Title Crisis Management Team Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
LOCAL CRISIS MANAGEMENT TEAM
The Crisis Management team is the center of policy development and communication at the local campus The responsibilities of the Crisis Management team is comparable to the Risk Management team but at the local level Please make reference to the job description of the Risk Management team Below is a list of the Crisis Management team members and their office and cell numbers
NAME O FFICE CELL TITLE
Anderson Kristine 616-742-1726 231-329-4667 Director of Employee Relations amp Recruitment
Bean Brent 616-732-1097 616-889-3875 Information Technology Services
Beausoleil Gail 616-554-5394 616-292-5446 Director of Career Services
Engblom Rob 616-871-6755 865-803-7350 Executive Director of Housing amp Residential Life
Fischer John 616-554-5005 616-822-1088 Director of Facilities
Fowler Don 616-554-5193 269-598-7546 Director of Student Services
Hooser Malachi 616-554-5386 616-308-9232 Call Center Manager
Jones Apple 616-554-4743 616-560-4856 Department Coordinator - School of Technology
Knechtel Heather 616-554-5388 517-974-5793 Director of Admissions
Likely Nygil 616-554-5316 616-717-8243 Director of Student Services
Lowden Paul 616-554-5050 616-901-1787 Director of Athletics
McLaughlin Karen 616-554-5655 616-970-5866 Asst LInC Director
Stodola Mike 616-554-5138 616-893-7314 Director of Student Center
Terpstra Duane 616-732-1155 616-581-5295 VP of Risk Management
Wagner Natalie 616-554-5821 616-901-0666 Exec Director of Student Life
Willis Dena 616-554-5517 616-617-4977 Student Success Manager
21
PANDEMIC PLANNING TEAM
In the Spring of 2009 the Cabinet approved the development of a multidisciplinary Pandemic Planning team to lead
a comprehensive effort to prepare the university for a potential outbreak of pandemic influenza Building on the
universityrsquos existing plans for crisis management and emergency response this team will
1 Develop policies and short-term and long-term procedures to guide the universityrsquos preparedness in
anticipation of an outbreak of pandemic flu
2 Identify critical resources supplies and materials the university would need to have available to address
such an emergency and how best to obtain them
3 Identify key factors or conditions that will trigger critical decision-making on the part of the University
and recommend who will need to make those critical decisions and what they should be
4 Ensure all decisions are in accordance with local state and federal recommendations and mandates The Pandemic Planning team is responsible for the development of Davenportrsquos Pandemic Influenza Preparation and Response Plan In addition the Pandemic Planning team engages units (schools departments teams committees etc) in a coordinated planning process and oversees the education of the Davenport community about the pandemic threat the Universityrsquos response plans and the need for all members of the community to be informed and involved in the preparedness efforts
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Pandemic Planning Team Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
NAME OFFICE CELL TITLE
Anderson Kristine 616-742-1726 231-329-4667 Director of Employee Relations amp Recruitment
Ballard Paul 616-554-5687 616-862-6532 Executive Director of Student Affairs
Bill Chris 616-732-1151 616-540-7396 VP of Human Resources
Engblom Rob 616-554-5087 865-803-7350 Executive Director of Housing
Harrison Joy 616-554-5820 616-283-2910 Executive Director of Academic Services
Jenson Rick 616-732-1172 616-706-2608 News Information Manager
Loud Tammy 616-554-5396 517-490-5940 VP of Student Services
McCormick Nathan 616-732-1128 616-745-7142 Executive Director of Facility Operations
Salinas Kim 616-732-1072 616-813-7165 Benefits Manager
Shull Lindsey 616-554-5528 616-901-2036 Regional Health Internship Manager
Terpstra Duane 616-732-1155 616-786-0293 VP of Risk Management
VanderVelde Kathleen 616-732-1191 616-292-3177 Director of University Communications
Williams Ben 616-732-1104 517-303-4955 Information Technology Services
22
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Recovery Process Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
RECOVERY PROCESS
Once assured that conditions are safe the Crisis Management Team will focus on returning the location to normal operations
Depending on the nature of the crisis the Crisis Management Team will provide the location with factual information regarding the crisis situation as well as details about recovery activities This information may be provided in the form of memoranda town hall meetings voice mail messages or other methods of communications
In the event that an emergency requires closure the Davenport University Emergency Hotline (formerly the Weather
Hotline) will be activated The hotline number is 1-800-525-8282 Up-to-date information on reopening will be made available
Staff and students should not return until the University is officially reopened All administrators facility and security personnel should report to work unless otherwise notified On a case-by-case basis other members will be asked to report to work to assist in recovery efforts
In the event of building damage the recovery process will include a repair and clean-up component led by Facility Operations If regularly scheduled classes cannot be held due to physical damage the Crisis Management team in conjunction with Academic Services will immediately begin efforts to reschedule classes to other locations Since these efforts may result in time changes as well information regarding schedule changes will be posted via the Davenport University website and through email communications
23
CRISIS MANAGEMENT TEAM RESPONSIBILITIES
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Specific CM Responsibilities Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
Local Crisis Management teams handle the day to day issues of a location They ensure the safe evacuation of all
employees liaison with civil authorities and interface with the security team and manage the crisis with internal
departments The following are the general job requirements of those departments represented on the crisis management
teams throughout the University
Facilities
Damage assessment salvage and restoration
Preparing the alternate location(s) for occupancy
Coordinating temporary relocation of staff
Procurement of supplies and equipment
Handling of OSHA issues
Human Resources
Account for all employees
Contacting employee andor families
Providing assistance to individual employees
Ensuring continuance of salaries and benefits
Oversee payroll activitiesInterface with Payroll
Communications
Determine all audiences who need communication general public media students families etc Determine if
other campuses are going to be affected and communicate the situation and provide guidance Let everyone involved know where to send press calls
Coordinate with the Risk Management Team to determine information to be communicated to students
Use the University Emergency Hotline for the purpose of informing faculty staff and students (families) during a
crisis
IT Team
Recovering server-based systems
Restoring data
Restoring computers and computer activity
Re-establishing voice and data communications
Student Services
Account for all students
Contacting students and or families
Providing assistance to students
Determine living arrangements
Security Services
Administering building security
Access throughout the facility (card access) Granting Issuing and Validating
Intrusion detection Prevention (cameras alarms)
Incident handling
InOut facility checks (validate employment) Scheduling security personnel
Fire Safety Building evacuation
Interface with local authorities (Fire Police Hazmat Poison Ctrl 3E etc)
24
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Job Responsibility Form Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
JOB RESPONSIBILITY FORM
The below form is an example of a process used for the purpose of coordinating the completion of the necessary responsibilities given out to specific people within internal departments
Human Resources
Account for all employees
Contacting employee andor families
Providing assistance to individual employees
Ensuring continuance of salaries and benefits
Oversee payroll activitiesInterface with Payroll
NAME TITLE RESPONSIBILITY DATE COMPLETED
25
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Emergency Resource Kits Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
EMERGENCY RESOURCE KITS
The campus will be equipped with emergency management kits
The emergency resource kit includes
This emergency resource kit must be accessible for all emergencies When leaving the building for fire alarms or other
emergency situations the kit must be carried out of the building
Example If there is a fire alarm and there is a real fire you will not be allowed back in the building until the fire
has been extinguished Under these types of circumstances the contents of the emergency resource kit will be
beneficial
Batteries
Battery powered radio
Bottle of Water
Class Schedule
Crisis Management Plan
Disposable Camera
DU Telephone Directory
First Aid Kit
Flashlight
Floor Plan or Map
Latex Gloves
List of Areas School Numbers
Phone Tree
Plastic Bags
Student Roster
Telephone Book
Writing Utensils
Yellow Role of Caution Tape
LOCATION OF EMERGENCY KITS
1 Welcome Center Desk
2 Academic Office
3 LINC
4 Student Life
5 Residence Halls
26
Policy Chapter Situational Procedures Date Revised 909
Policy Title Active Shooter Response Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
ACTIVE SHOOTER RESPONSE
The following guidelines are offered in order to provide you with useful information in the event of an active shooter
SECURE IMMEDIATE AREA
Close doors and lock them if possible
Turn off lights
Close blinds
Keep calm quiet and out of sight
CONTACTING AUTHORITIES
Call 911
Report your specific location office or room number
Number of people at your specific location
Number and type of injuries
Assailant(s) location number of suspects race and gender clothing description physical features type of
weapons and shooter identity if known
UN-SECURING AN AREA
Consider risks before un-securing rooms
Attempts to rescue people should only be attempted if it can be accomplished without further endangering the
persons inside a secured area
If doubt exists for the safety of the individuals inside the room the area should remain secured
SECURITY CELL 616-446-7098
27
Policy Chapter Situational Procedures Date Revised 709
Policy Title Defibrillators Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
FOR THOSE SITES THAT HAVE DEFIBRILLATORS
AED (Automated External Defibrillator) is used in emergency medical situations where the heart of the victim has stopped
beating and the victim is no longer breathing CPR is to be administered during a heart attack along with using the AED Those trained and certified in CPRAED procedures should be the ones who use the AEDrsquos as the Good Samaritan Act will
cover any problems or injuries during this life saving procedure
An AED is fairly simple to use For the most part the instructions are done in pictures and sound once the unit is opened up
and powered up for operation Follow the pictures and prompts in order to properly use this device For a male victim a
razor may be used in order to shave hair from the areas that the AED pads will be administered in order for proper contact
with the body For females removal of the bra may be needed in order to have proper body contact from the AED pad
An AED should be used within the first few minutes of a heart attack or as soon as it can be administered The AED
delivers an electrical shock that aids in attempting to establish a regular heart rhythm to aid in proper circulation of the
blood amp oxygen in the blood No one should be touching the victim when the AED delivers the shock Prompts from the
AED will be given as to what to do if the victim is shockable and when not to touch the body
CPR and AED should be used on heart attack victims when they are unresponsive and have no pulse or not breathing This
rescue procedure should be maintained until EMTrsquos or First Responders arrive to take over the medical care of the victim
AEDrsquos should also be properly maintained when being stored Those responsible for Security Services will be responsible
for the maintenance and supply needs for the AEDrsquos on site Also proper documentation should be maintained when using
this device or any other life saving technique Documentation should be turned in to those responsible for Security
Services
If at all possible and as a general rule of thumb only staff that has been trained in the proper use of an AED should attempt
to use it There are however instances in which it would be imprudent to wait for a trained staff member If this is the case the AED has been designed in such a way that they are user friendly and a Good Samaritan can adequately administer
treatment with the device by following the instructions printed on the apparatus
IT WILL BE THE RESPONSIBILITY OF SECURITY SERVICES TO REPLACE THE BATTERIES OF THE
AED EACH YEAR
28
AFTER HOURS COVERAGE PLAN
SECURITY SERVICES
The Security Services Office coordinates security requirements for the campus manages the fire safety
alarm and assists when necessary if there is a disruptive studentvisitortrespasser on campus
The Security Services Officer is responsible for unlockinglocking the buildings and classrooms per
predetermined schedules and as needed for special events
An officer is on duty 24 hours a day 7 days a week
Contact an officer at 616-446-7098
Listed below are emergency contact numbers for Campus Administration and Director of Security
Services The officer on duty should be the one to make contact with these individuals in times of need
DO NOT GIVE OUT THE BELOW CONTACT NUMBERS
Policy Chapter Situational Procedures Date Revised 709
Policy Title After Hours Coverage Plan Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
POSITION NAME NUMBERS
Director of Student Services Nygil Likely Cell 616-719-6457
ED of Academic Services Joy Harrison Cell 616-283-2910
Home 616-301-2175
VP of Risk Management Duane Terpstra Cell 616-581-5295
Home 616-786-0293
29
Policy Chapter Situational Procedures Date Revised 709
Policy Title Bioterrorism Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
BIOTERRORISM
Various office locations in the country have received threatening letters through the mail Some of these letters stated that you have been exposed to anthrax or other biological materials Additionally these and other envelopes or packages could contain some type of life threatening powder or granules The following information and recommendations are being provided to help you safely and effectively handle these types of incidents
SUSPICIOUS UNOPENED LETTER OR PACKAGE MARKED WITH THREATENING MESSAGE SUCH AS ldquoANTHRAXrdquo
1 Do not shake or empty the contents of any suspicious envelope or package
2 PLACE the envelope or package in a plastic bag or some other type of container to prevent leakage of contents
3 If you do not have any container then COVER the envelope or package with anything (eg clothing paper trash can etc) and do not remove this cover
4 Then LEAVE the room and CLOSE the door or section off the area to prevent others from entering (ie keep others away)
5 WASH your hands with soap and water to prevent spreading any powder to your face
6 What to do nexthellip
Report the incident to local police and notify your building security official or an available supervisor
7 LIST all people who were in the room or area when this suspicious letter or package was recognized Give this list to both the local public health authorities and law enforcement officials for follow-up investigations and advice
ENVELOPE WITH POWDER AND POWDER SPILLS OUT ONTO SURFACE
1 DO NOT try to CLEAN UP the powder COVER the spilled contents immediately with anything (eg clothing paper trash can etc) and do not remove this cover
2 Then LEAVE the room and CLOSE the door or section off the area to prevent others from entering (ie keep others away)
3 WASH your hands with soap and water to prevent spreading any powder to your face
4 What to do nexthellip
Report the incident to local police and notify your building security official or an available supervisor
5 REMOVE heavily contaminated clothing as soon as possible and place in a plastic bag or some other container that can be sealed This clothing bag should be given to the emergency responders for proper handling
SECURITY CELL 616-446-7098
30
Policy Chapter Situational Procedures Date Revised 709
Policy Title Bioterrorism Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
6 SHOWER with soap and water as soon as possible Do Not Use Bleach Or Other Disinfectant On Your Skin
7 If possible list all people who were in the room or area especially those who had actual contact with the powder Give this list to both the local public health authorities so that proper instructions can be given for medical follow-up and to law enforcement officials for further investigation
QUESTION OF ROOM CONTAMINATION BY AEROSOLIZATION
For example small device triggered warning that air handling system is contaminated or warning that a biological agent released in a public space
1 Turn off local fans or ventilation units in the area
2 LEAVE area immediately
3 CLOSE the door or section off the area to prevent others from entering (ie keep others away)
4 What to do nexthellip
Dial ldquo911rdquo to report the incident to local police and the local FBI field office and notify your building security official or an available supervisor
5 SHUT down air handling system in the building if possible
6 If possible list all people who were in the room or area Give this list to both the local public health authorities so that proper instructions can be given for medical follow-up and to law enforcement officials for further investigation
HOW TO IDENTIFY SUSPICIOUS PACKAGES AND LETTERS
Some characteristics of suspicious packages and letters include the followinghellip
Excessive postage Handwritten or poorly typed addresses
Incorrect titles Title but no name
Misspellings of common words Oily stains discolorations or odor
No return address Excessive weight
Lopsided or uneven envelope
Excessive masking tape string etc
Ticking sound
Marked with ldquoPersonalrdquo or ldquoConfidentialrdquo
Visual distractions
Protruding wires or aluminum foil
Shows a city or state in the postmark that does not match the return address
31
Policy Chapter Situational Procedures Date Revised 709
Policy Title Bomb Threats Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
BOMB THREAT DIRECTIONS
IF YOU RECEIVE A THREAT BY LETTER OR EMAIL
Preserve the letter for investigation The letter should not be handled after it is opened
Notify security services who will notify local law enforcement
Do NOT turn off lights computers or appliances
Do NOT close any doors or windows
Do NOT use electronic wireless devices two-way radios intercompaging system or the fire alarm IF YOU RECEIVE A THREAT BY PHONE
Remain calm
Attempt to keep the caller on the phone as long as possible
Follow and complete the checklist on the following page
Notify security services who will notify local law enforcement
Do NOT turn off lights computers or appliances
Do NOT close any doors or windows
Do NOT use electronic wireless devices two-way radios intercompaging system or the fire alarm IF AN ACTUAL BOMB IS DISCOVERED
Notify security services who will initiate a building wide evacuation and contact local law enforcement
Evacuate the immediate area quietly and calmly
Do NOT assume that another bomb is not in the same general area
Do NOT turn off lights computers or appliances
Do NOT close any doors or windows
Do NOT use electronic wireless devices two-way radios intercompaging system or the fire alarm
Stand 300 or more feet from the building and wait for permission from location personnel to reenter
UNDER THESE CIRCUMSTANCES WE ASK THAT THE OFFICER BE CONTACTED WITHOUT THE USE OF
A WIRELESS DEVICE USE OF HARDWIRE TELEPHONES WILL BE ACCEPTABLE SECURITY SERVICE
NUMBER IS 616-446-7098
32
Policy Chapter Situational Procedures Date Revised 709
Policy Title Bomb Threats Checklist Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
QUESTIONS TO ASK CALLERrsquoS VOICE 1 When is the bomb going to explode __ Calm __ Angry __ Slow
__ Excited __ Rapid __ Soft 2 Where is the bomb right now LocationBuilding __ Laughter __ Crying __ Loud
__ Normal __ Distinct __ Slow 3 What does it look like __ Accent __ Stutter __ Lisp
__ Raspy __ Ragged __ Deep 4 What kind of bomb is it __ Disguised __ Familiar __ Nasal
5 What will cause it to explode __ Clearing Throat __ Deep Breathing
__ Cracking Voice 6 Did you place the bomb
If voice is familiar who did it sound like 7 What is your reason for the bomb
__________________________________ 8 What is your address
BACKGROUND SOUNDS
9 What is your name __ Street Noises __ Crockery
__ Factory Machinery __ Voices EXACT WORKING OF THE THREAT __ Children Voices __ Street Noises
__ PA System __ Music __ House Noises __ Motors
__ Office Machinery __ Clear __ Animal Noises __ Static
__ Local __ Booth __ Long Distance __ Other
LANGUAGE
__ Well Educated __ Foul __ Incoherent __ Taped
Sex of Caller __________ Race _____ __ Message read __ Irrational
Age __________ Length of Call _____ REMARKS
Number at which call is received ___________________________________
________________________________ Date __________ Phone ___________
BOMB THREAT CHECKLIST
WHAT INFORMATION DO YOU OBTAIN WHEN YOU
RECEIVE A BOMB THREAT OVER THE TELEPHONE
33
Policy Chapter Situational Procedures Date Revised 909
Policy Title Civil Disorder Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
CIVIL DISORDER
The purpose of this procedure is to assist personnel in dealing with civil disorder that would endanger life cause damage to property or otherwise disrupt the operations of the University Civil disorder may take several forms including but not limited to pickets marches rallies parades sit-ins trespassing riots sabotage and criminal damage to property In all cases no matter how minor there is always the potential for escalation The primary considerations in the event of civil disorder are protection of the lives and property of the University community and preservation of the academic environment
1 Remain calm 2 Assess the situation 3 Evacuate yourself and others from the area as necessary 4 Contact those responsible for security services 5 Contact those who can properly communicate with those involved in passive resistance 6 If danger is imminent call 911
There needs to be an understanding of passive vs aggressive activities For those activities that do not create a dangerous situation please do not contact local law enforcement Internal communications will take place on how to deal with the issue For those activities that do create a dangerous environment local law enforcement should be contacted In either case security services must be contacted (616-446-7098)
SECURITY CELL 616-446-7098
34
Policy Chapter Situational Procedures Date Revised 909
Policy Title Classroom Disruption Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
CLASSROOM DISRUPTION
There are different ways that classroom disruptions can be handled In order to understand this procedure definitions will
be given of the following
Disruption - an unwelcome or unexpected break in a process or activity
Disorderly - unruly resisting authority and disturbing the peace
Dangerous - likely to cause harm or actions that could result in injury
The following are general guidelines of options that can be enforced at the time of a classroom disruption
1 When a student is causing a disruption in class the professor will handle the issue by verbal commands
2 When a student is being disorderly the professor will ask the student to leave class A report is generated through
Student Services
3 When a student is likely to cause harm or actions could result in injury ask the student to leave the classroom If
there is a refusal terminate class and ask all the students to leave the classroom Contact 911 by classroom phone
or cell phone Proceed to call Security Services if they exist at your location A report is generated through
Security Services or Student Services
SECURITY CELL 616-446-7098
35
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Communicable Disease Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
COMMUNICABLE DISEASE
Communicable diseases are those that can be transmitted from person to person (or animal to human) via direct contact with
body fluids ingesting contaminated food or water inhalation of contaminated air or the bite of an infected insect Bacteria
viruses and parasites are some of the organisms that can cause communicable diseases
A student who has a communicable disease may attend Davenport University whenever through reasonable accommodation the risk of transmission of the disease is sufficiently remote Placement decisions will be made by using
current public health department guidelines concerning the disease in question Information on communicable diseases can
be found at the below website The website table of contents is located on the next page
httpwwwaccesskentcomHealthHealthDepartmentCD_EpidDisease_Fact_Sheetshtm
The determination of whether a student with a chronic communicable disease may attend Davenport University will be
made on an individual basis according to procedures implemented by the University in consultation with appropriate
University personnel the studentrsquos primary physician public health personnel the Universityrsquos legal counsel and the
student
A student who has a communicable disease may be denied admission to or may be dismissed from a particular program or
course of study whenever such communicable disease has a direct effect on the studentrsquos ability to perform a course of
study
The University shall respect the right to privacy of any student who has a chronic communicable disease or is a carrier The
studentrsquos medical condition shall be disclosed only to the extent necessary to minimize the health risks to the student and
others Persons deemed to have ldquoa direct need to knowrdquo will be provided with the appropriate information however these
persons shall not further disclose the information
CLEAN UP ndash If the communicable disease causes a need for decontamination Facilities will arrange proper cleaning of
contaminated areas as soon as possible Assessments of completion of decontamination will be provided to the appropriate
Leadership
36
COMMUNICABLE DISEASE
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Communicable Disease Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
D i s e a s e F a c t S h e e t s - F o u n d o n W e b s i t e
Arboviral Encephalitis
Anthrax
Botulism
Campylobacter
Chickenpox (images chickenpox chickenpox 2)
E coli
Fifth Disease (images hand body amp face)
Giardiasis
Hand Foot amp Mouth Disease (hand)
Head Lice (Michigan Head Lice Manual)
Hepatitis A
Hepatitis B
Hepatitis C
Lyme Disease (images rash rash 2) (Additional Information)
Meningitis
Monkeypox
MRSA (Methicillin Resistant Staphylococcus Aureus)
Norovirus (Norovirus Cleaning Guidelines)
Pertussis
Pink Eye
Pinworms
Poison Ivy (images arm blisters arm rash arm rash 2 plant plant 2)
Rabies
Ringworm (images face hand head)
Salmonellosis
SARS
Scabies
Scarlet Fever (images tongue body)
Shigellosis
Shingles (images arm shoulder)
Smallpox
Strep Throat
Syphilis Fact Sheet
Tick Borne Diseases (images Dog and Deer tick Lone Star tick amp others)
Tuberculosis
West Nile Virus
37
CONTINUITY PLAN
Policy Chapter Situational Procedures Date Revised 709
Policy Title Continuity Plan Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
ACADEMIC
If damage to a location forces evacuation of the facility for a length of time the VP of Risk Management will work with
the Group VP for Academic Services and other designated people to determine what courses could be handled at other locations Some classes could be handled at local establishments that will allow our use for a period of time
BUILDINGS
If damage to a location forces evacuation of the facility for a length of time the VP of Risk Management will work with
the Executive Vice President of FinancesCFO and other designated people to determine what nearby facilities could be
used for classes for a period of time Local schools are often used for this purpose Addresses of local schools are on the
next page
INSURANCE
There are two people who will need to be contacted from our insurance company immediately upon the closing of a location
due to damage These individuals will give us direction on what can be done as it relates to financing through the insurance
company
These individuals are as follow
Linda Miller-Szanto CIC LIC
Area Vice President
Arthur J Gallagher amp Co of Michigan Inc
161 Ottawa NW Suite 112 Grand Rapids MI 49503
Phone 616-233-0922
Fax 616-233-0923
Linda_Miller-Szantoajgcom
Janet Manning Claims Manager
Arthur J Gallagher Risk Management Services Inc
22930 9 Mile Road
St Clairs Shores MI 48080
Phone 586-774-5415 Ext 238
Fax 586-779-6769 Janet_Manningajgcom
38
Policy Chapter Situational Procedures Date Revised 709
Policy Title Continuity Plan Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
httpmichiganschooltreeorgcounties-page1html
Caledonia High School
9050 Kraft Avenue SE
Caledonia Michigan 49316
616-891-8129
Caledonia Middle School 9230 Kraft Avenue SE
Caledonia Michigan 49316
616-891-8649
Dutton Christian School
6729 Hanna Lake Road
Caledonia Michigan 49316
616-698-8660
39
Purpose
The purpose of fire drills is to ensure the efficient and safe exit of facilities in the case of an emergency Proper drills ensure orderly exit under control and prevent panic Order and control are the primary purposes of the drill Speed in emptying buildings while desirable is not in itself an object and should be made secondary to the maintenance of proper order
Responsibility
Fire drills shall be designed and conducted according to the occupancies specified below Responsibility for the planning and conduct of drills shall be assigned by campus risk management to competent persons qualified to exercise leadership A written record of all drills conducted should be maintained including a critique of the event This record should be maintained by risk management
General Guidelines
Drills shall include suitable procedures to make sure that all persons in the building or all persons subject to the drill actually participate If a fire drill is considered merely as a routine exercise from which some persons may be excused there is a grave danger that in an actual fire the drill will fail in its intended purpose
All drills will be preplanned but not preannounced Fire drills shall be held with sufficient frequency to familiarize all occupants with the drill procedure and to have the conduct of the drill a matter of established routine Sufficient frequency for Davenport University is to hold two fire drills each semester One will be held during the day and another in the evening This will give the majority of faculty staff and students the ability to be involved in a drill
Drills should be carefully planned to simulate actual fire conditions Not only should they be held at varying times but different means of exit should be used based upon an assumption that if some given stairway is unavailable by reason of fire or smoke all the occupants must be led out by some other route Fire exit drills should be designed to familiarize the occupants with all available means of exits particularly emergency exits that are not habitually used during the normal occupancy of the building
Fire Exit Drills in Specific Campus Occupancies
The usefulness of a fire drill and the extent to which it can be carried depends upon the character of the occupancy Drills are most effective in occupancies such as classrooms where the occupant load of the building is somewhat consistent In buildings where the occupant load is of a changing character no regularly organized fire drill is possible
In such cases the fire drills must be limited to the regular employees who can be thoroughly schooled in the proper procedure and can be trained to properly direct other occupants of the building in case of fire In occupancies such as the Student Center regular employees can be rehearsed in the proper procedure in case of fire Such training always is advisable in all occupancies whether or not regular fire drills can be held
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Fire Drills Page Number 1 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
FIRE DRILLS
40
The following sections address some of the special fire drill details which should be observed for specific occupancy classes
A Educational Occupancies ndash Academic and Administrative Buildings
All educational buildings on campus must hold two fire drills per semester preferably during the first four weeks of the semester Faculty and staff shall work in cooperation with risk management in scheduling drills before the semester begins
Evacuation instructions are to be conspicuously posted in each classroom and hallway to provide the necessary evacuation information and ensure orderly egress from the building Signs should also specify that elevators must not be used to exit during a fire drill
Classroom faculty and staff should be familiar with the easiest exit to be used in the fire drill and the alternative exits available Faculty and staff should close (not lock) doors and windows and take responsibility for checking facilities for complete evacuation All personal belongings within reach should be taken from classrooms by students
Handicapped students should inform faculty or staff at the start of the semester of any special requirements with respect to locations and procedures that will best facilitate those students egress from the building in an emergency In general wheelchair users should go to the stairwell which is furthest from the fire and wait for help Fire departments should be notified that stairwells be checked first Other handicapped persons should be assisted by students faculty or staff Do not leave a handicapped person alone
B Residential Occupancies
Residential facilities demonstrate the greatest need for adequate and effective fire exit awareness due to the potential loss of life Fire drills in residence halls must be performed twice a semester at a minimum Because of the nature of the occupancy it is usually the case that additional drills are performed due to false alarms
A major concern in residence hall fire drills is the resistance of residents to evacuate the building in the event of a drill Resident assistants and other staff must take responsibility for the complete and orderly evacuation of the building Education and awareness are key components to an effective fire evacuation program Directional signs in hallways and in each dorm room will help student to become more fully aware of their options
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Fire Drills Page Number 2 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
41
Special consideration must be given to handicapped students with regard to fire safety in residence halls To be most effective handicapped students should be required to evacuate the building during a fire drill regardless of their location in the building Preplanning is key for the handicapped person because hisher own familiarity with the buildings exists and the safest methods of egress is vital First responders should preplan by having designated individuals assigned to evacuate handicapped persons requiring assistance The handicapped person should also seek out buddies to assist in the evacuation and should explain all instructions beforehand No-one should be left behind during a fire drill or fire condition
To facilitate evacuation handicapped persons should be assigned to rooms on ground or egress level whenever possible Rooms should be identified on the outside of the building with a distinctly coded sign to advise the fire department without distinguishing the student If evacuation of a handicapped person is not possible heshe should return to the room close the door or proceed to the nearest stairwell if possible and wait for the fire department rescue For this reason each dorm should have a list of all handicapped students and their room location on file with the fire department
On each floor of the facility the resident staff should proceed down the hall knocking loudly on each door as heshe passes Staff should not unlock each door as this is time consuming and may result in danger to the staff person
C Assembly Occupancies ndash Student Center
Because actual fire drills are not practical for places of non-continuous assembly where the students or public body changes with each program employees or attendants of such places should be schooled in the duties they are to perform in case of fire in order to be of greatest service in effecting an orderly exit
An adequate number of competent attendants must be on duty when assembly occupancy is used Attendants should be instructed in the proper use of portable fire extinguishers and other manual fire suppression equipment if provided
Signs with directions for speedy and orderly egress should be posted
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Fire Drills Page Number 3 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
42
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Fire Drill Checklist Page Number 4 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
FIRE DRILL CHECKLIST
In the event of a fire pull the fire alarm The integrated fire alarm system is for use only in the event of a fire and should
NOT be used to evacuate the building for any other emergency
IMMEDIATELY
Remind students which exit to take as noted in each classroom regardless of where they are parked
Tell them to put on coats and to pick up purseskeys Leave all books notebooks etc in the classroom
Tell all students they MUST move to an area 300 feet from the building
You are to take a roster or safety sign-in sheet and a penpencil with you
Close all classroom windows
Turn off lights
Close all classroom doors
ONCE OUTDOORS
Announce that class is NOT cancelled automatically ndash notification of official cancellation of class will be
announced by campus personnel
Ask students to inform you if they select to leave and take note of all who leave the premises
Confirm through a roster or safety sign-in sheet that all students who were present that day are out of the building
You will be asked by Fire officials to verify this
Do not reenter the building until permission is granted by those having authority
43
Policy Chapter Situational Procedures Date Revised 709
Policy Title Fire Response - Disabilities Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
EVACUATION OF PERSONS WITH DISABILITIES
When emergency evacuation from a building becomes necessary special attention must be paid to the safety of persons
with disabilities Good planning is the best defense against unnecessary accidents and confusion Some people with
disabilities may not need help while others may This is why it is imperative that you ask the person if there is any way you
can be of assistance
Any campus building may have an employee student or visitor who is a person with disabilities The three most encountered are visual aural and mobility
Visibility ndash Visually impaired persons may need guidance to the primary exit or to a secondary exit
Aural ndash Aurally impaired individuals may not realize the alarm is sounding
Mobility ndash Evacuation between floors can be difficult Do not use elevators during emergencies
If persons with disabilities are frequently present in your office classroom or residence hall discuss evacuation plans with
them Travel with them over possible exit routes identify potential obstacles and ask their opinions
Mobility impaired persons should be evacuated by untrained personnel only when the situation is life threatening If it is
determined that there is no immediate danger consider remaining where you are and immediately inform a member of the crisis management team or those responsible for security services
In life-threatening situation where immediate evacuation is necessary always ask the person if you can help Then
personally assist the person with a disability down the stairs Some crutch and cane users may be able to use the stairs
others may not Ask them how they want your help
Wheelchair users should be carried in their chair only when at least two strong people are available who can control the
chair
Communicate with people who are deaf or who have hearing impairments When possible arrange emergency signals in
advance Keep verbal messages short Visual props such as cards or notes can be used to communicate Immediately tell them what is happening and keep them informed of the situation
44
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Flood Response Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
FLOOD RESPONSE
Take immediate steps to ensure the safety of the people in the building Attempt to contain the flood and limit the affected
area This may involve shutting off the water main Contact the Director of Facilities for further instructions on how to
proceed
Major flood issues will be handled by our insurance company Once the source of the flood has been determined and
terminated The insurance company will provide a restoration company for cleanup One of the following two people
needs to be contacted for this information
Linda Miller CIC LIC
Area Vice President
Arthur J Gallagher amp Co of Michigan Inc
161 Ottawa NW Suite 112
Grand Rapids MI 49503
Phone 616-233-0922
Fax 616-233-0923
Linda_Millerajgcom
Janet Manning Claims Manager
Arthur J Gallagher Risk Management Services Inc 22930 9 Mile Road
St Clairs Shores MI 48080
Phone 586-774-5415 Ext 238
Fax 586-779-6769
Janet_Manningajgcom
Academic - Water shutoff valves are located in the lower level mechanical room next to
classroom 001
Cook Resident Hall ndash Water shutoff valves are
located in the southeast corner of the basement
East Residence Hall ndash Water shutoff valves are
located in the southeast corner of the basement
Student Center ndash Water shutoff valves are
located in the mechanical room just north of the
west doors next to the dumpsters
AUTHORIZED FLOOD RESPONSE CONTRACTOR IS AS FOLLOWS
Ameri Pro Restoration
1-888-222-1245 wwwameri-procom
FIRE WATER AND MOLD DAMAGE
45
Policy Chapter Situational Procedures Date Revised 709
Policy Title Hazardous Materials Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
HAZARDOUS MATERIALS
If there is a hazardous materials spill anywhere on location the following steps should be immediately taken
Contact security services facility staff or a member of the Crisis Management team They will take over coordinating the remainder of the emergency response The scene should be immediately secured by not allowing people into the hazardous
area This includes any rescue attempts anyone unable to remove themselves from the affected area will have to wait until
the situation has been fully assessed and emergency personnel have arrived If there is anyone in such a state immediately
contact 911 and notify them of the situation
Isolate the area and take steps to ensure the safety of people as well as the environment with the priority being in that order
Attempt to identify the hazardous materials using any placards visible from a safe distances MSDS sheets found in the
security services office or shipping documents that may be available
Assess the Situation If the spill warrants it contact emergency services to take over the scene If not contact the Director of Security Services andor the Director for Facilities and ask for instructions on how to proceed
There may be the need to shut down the HVAC systems if there is a chemical spill on the highway and a chemical cloud is
approaching the campus There will always be a facility or security personal available to shutdown HVAC units if
necessary
SHUTOFF LOCATIONS
Main shutoffs for the HVAC system in the Academic building can be found in the lower level mechanical
room next to the food prep area on the Westside of the main lecture halls
Main shutoffs for the HVAC system in Cook and East residence halls can be found in the basement
mechanical room
Main shutoffs for the HVAC system can be found in the mechanical room just north of the west doors next to
the dumpsters
SECURITY CELL 616-446-7098
46
Policy Chapter Situational Procedures Date Revised 909
Policy Title Illegal Activities Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
ILLEGAL ACTIVITIES
Security Services is responsible for the investigation of all illegal activities Contact Security Services
immediately at 616-446-7098
If immediate danger exists call 911
Try to remember information regarding suspects vehicle descriptions and direction of travel
Each situation will be documented and investigated by the University andor local law enforcement
INCIDENT REPORTING OF ILLEGAL ACTIVITIES
If you are a victim of or a witness to any criminal activity contact Security Services at 616-446-7098 and they
will assist in documenting the situation and contacting the police department
DO NOT attempt to handle the situation alone
If immediate danger exists call 911
Observe Universal Precautions when coming in contact with any human body fluid Vinyl latex free gloves are
located in the Security Services Office Welcome Center Desk LInC Circulation Desk Administrative Office
Suite third Floor Faculty Lounge Fitness Center and Maintenance OfficeWorkshop
SECURITY CELL 616-446-7098
47
Policy Chapter Situational Procedures Date Revised 709
Policy Title Injury Reporting Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
INCIDENTS RESULTING IN EMPLOYEE INJURIES
If someone is injured as a result of an incident notify Security Services at 616-446-7098
Do NOT move the injured person unless absolutely necessary
Send someone else to call 911 and to give information regarding the medical emergency
Do NOT attempt first aid unless you are trained to do so
Do NOT offer to pay medical expenses admit responsibility or mention insurance
Do NOT apologize for the accident argue the cause or reprimand anyone
Do NOT offer to transport the injured person
A MICHIGAN EMPLOYERrsquoS FORM MUST BE FILLED OUT WHEN AN EMPLOYEE IS INJURED
SECURITY CELL 616-446-7098
48
Policy Chapter Situational Procedures Date Revised 709
Policy Title Media Call Form Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
MEDIA CALL LOG
If media call your location and you cannot transfer the call to a crisis communications
team member as noted obtain the following information and Fax the sheet to
6167321179 or relay the information to the crisis communications team by phone
Date _________________________ Time _____________________
Callerrsquos name _________________________ Callerrsquos phone number _______________ Media organization name _____________________ Location ____________________ Deadline (if given) _________________ Your name __________________________ Work Number _________________ Cell Number _________________ Other Number _________________ Actioninformation requested ________________________________________________ __________________________________________________________________________ Reporterrsquos specific questions ________________________________________________ __________________________________________________________________________ __________________________________________________________________________ What reporter was told _____________________________________________________ __________________________________________________________________________
_________________________________________________________________________________
____________________________________________________________________
If you answer a media call and cannot immediately transfer the call per the chart complete the ldquomedia call logrdquo tell the caller
someone will respond to them as soon as possible and forward the log sheet to the first available crisis communications team member
You may copy the sheet attached and FAX completed sheets to the crisis communications team at 6167321179 or if there
is a power outage relay the information from the ldquomedia call logrdquo to the crisis communications team by cell phone
49
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 1 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
SEVERE WEATHER ndash Class CancellationCampus Closing Policy
Severe winter weather may come in many forms consisting of snow ice and wind Generally each one individually does not result in the cancellation of classes but occasionally the severe combination of all three may cancel classes or possibly close a
campus
Our students are being trained to work in our communities Businesses rarely close due to weather related issues
Davenport will rarely close or cancel classes
DECISION PROCESS
The recommendation to cancel classes or the closing of a campus will be made by the highest ranking student services
and academic leadership member for a specific campus
Information regarding the conditions of the weather can generally be determined by contacting facilities and security
who may be on site Use of the internet is also encouraged for weather information (wwwweathercom) There
is an expectation that the recommendation would be made with help from others
In the chart below you can find criteria that can be used to make this recommendation These criteria will be used to
explain to faculty staff and students why classes were canceled This information will also be tracked by the VP of
Risk Management to help obtain an understanding under what conditions classes are generally canceled so decisions
can become easier in the future
A request to cancel classes will be given to the VP of Risk Management by the highest ranking Student Services
person of a specific campus This request will contain details related to the above chart The VP of Risk
Management will contact the Executive VP of Finance by 530 am with bullet points about the weather conditions of
the effected campus The Executive VP of Finance will contact the President for final approval
The process to close a location will be the same as above however the EVP for Organizational Development and the
VP of Risk Management must concur with the decision to close a campus before the EVP of Finance is contacted
DESCRIPTION EXAMPLE
Current Length of Storm 4 or More Hours
Additional Anticipated Length of Storm 4 or More Hours
Strength of Wind 21 or More
Visibility 025 Mile
Wind Chill -30
Current Snowfall 8 or Above
Future Anticipated Snowfall 4 or Above
Ice Coverage Any Ice
Area CollegeUniversities Closed Yes
Roads closed by State Police Yes
Information
can be found
on internet
Feel free to
use
wwwweather
com
50
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 2 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
Once approval has been obtained for classes to be canceled at a specific campus the VP of Risk Management
will
1 Initiate the DU-Alert as early as 530 am DU-Alert will contain the following information
a Closed building vs Canceled classes b Day vs evening classes c Who should report to work d What events need to be canceled
2 Notify University Communication so the proper information can be placed on our website and be sent to
Faculty and staff by email Contact Rick Jensen first at 616-706-2608 and Von Franklin at 616-481-3083 It
will be the responsibility of communications to post the appropriate communication on the website
3 Notify the appropriate Director of Student Services so information can be relayed to specific campus
personnel
4 Call CSC at 800 am to inform them of weather issues It will be the responsibility of CSC to be notified of
issues through DU-Alert prior to 800 am 1212 Extension
1-800-322-3984
5 Contact Malachi Hooser of the Call Center about the weather issues
616-308-9232 Cell
616-554-5386 Office
Location Student Servicesrsquo leadership will be responsible to
1 Notify the appropriate TV and radio stations 2 Update the Emergency Hotline
QUESTIONS AND COMPLAINTS
Questions and complaints from faculty staff or students regarding the decision to cancel classes or close a location
should be sent to the VP of Risk Management
TIME OF DECISIONS
Morning cancellations will be announced by 6 am
Afternoon cancellations will be announced by 10 am
Evening class cancellations will be announced by 3 pm
51
DU Campus Closing Line Main Menu Greeting
YOU HAVE REACHED THE DAVENPORT UNIVERSITY CAMPUS CLOSING LINE IF YOU KNOW
YOUR TWO DIGIT CAMPUS IDENTIFICATION NUMBER YOU MAY DIAL IT AT ANY TIME DURING
THIS MESSAGE FOR FULTON DIAL 01 FOR LANSING DIAL 03 FOR KALAMAZOO DIAL 04 FOR
MIDLAND DIAL 05 FOR BATTLE CREEK DIAL 08 FOR HOLLAND DIAL 09 FOR FLINT DIAL 10 FOR
SAGINAW DIAL 11 FOR WARREN DIAL 12 FOR ALMA DIAL 15 FOR CARO DIAL 16 FOR GAYLORD
DIAL 19 FOR TRAVERSE CITY DIAL 20 FOR LETTINGA DIAL 33 OR FOR LIVONIA DIAL 35 TO
LISTEN TO THIS MESSAGE AGAIN TOUCH THE KEY
Suggested Message for the Individual Campuses ltCAMPUS NAMEgt CLASSES ARE IN SESSION AS SCHEDULED
Example
LETTINGA CAMPUS CLASSES ARE IN SESSION AS SCHEDULED
To change a message
1 Dial 7002 for voice item maintenance
2 Dial the application ID for the message yoursquod like to change
3 Dial the password for the application
4 Dial 2 to review the current recording
5 Listen to the recording to make sure you are changing the correct one
6 Dial 5 to begin recording
7 Say the message yoursquod like callers to hear
8 Dial to end recording
9 Dial 2 to review the recording
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 3 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
52
CHECKLIST
Student Services Representative
Student Services and Academic Leadership decide to make a recommendation on classes being canceled or
the building closed
Decision will be assisted by facilities andor security that may be on site
Decision to cancel class will be made for the morning by 5 am and announcement will go out at 6 am Decision to cancel class will be made for the afternoon by 930 am and the announcement will go out by 10
am Decision to cancel class will be made for the evening by 230 pm and the announcement will go out by
300 pm
Student Services representative will call VP of Risk Management with cancelation of classes or closing of
a campus using the appropriate statistics found at wwwweathercom
Student Services representative will put a message on the emergency hotline and remember to update it as
necessary
Student Service representative will contact local TV and radio stations
Student Service representative will activate their call tree as appropriate
VP of Risk Management
VP of Risk Management will contact appropriate Executive Vice Presidents who will then obtain
permission from the president
VP of Risk Management will contact specific Directorrsquos of Student Services to report the decision
DU-Alert will be activated to the affected campuses
Contact Communications
Contact Web site administration
Contact CSC
Contact Call Center
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 4 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
53
EXAMPLE OF A BLIZZARD WARNING
URGENT - WINTER WEATHER MESSAGE
NATIONAL WEATHER SERVICE GRAND RAPIDS MI
428 AM EST THU DEC 10 2009
MUSKEGON-OTTAWA-KENT-ALLEGAN-BARRY-VAN BUREN-KALAMAZOO-
INCLUDING THE CITIES OFMUSKEGONJENISONGRAND RAPIDS
HOLLANDHASTINGSSOUTH HAVENKALAMAZOO
428 AM EST THU DEC 10 2009
BLIZZARD WARNING REMAINS IN EFFECT UNTIL 4 PM EST THIS
AFTERNOON
HAZARDOUS WEATHER
SNOW SHOWERS WILL CONTINUE TO INTENSIFY EARLY THIS MORNING 2
TO 4 INCHES OF SNOW ACCUMULATION CAN BE EXPECTEDALTHOUGH
LOCALLY HIGHER AMOUNTS ARE POSSIBLE
WEST WINDS OF 20 TO 30 MPH WILL GUST UP TO 40 MPH THESE WINDS
WILL CAUSE CONSIDERABLE BLOWING AND DRIFTING OF SNOW VISIBILITIES WILL FREQUENTLY BE REDUCED TO NEAR ZERO AT TIMES
THROUGH THIS AFTERNOON
GUSTY WINDS ALONG WITH RAPIDLY FALLING TEMPERATURES WILL
PRODUCE SUB ZERO WIND CHILLS
IMPACTS
TRAVEL WILL BE SEVERELY IMPACTED WITH SNOW BLOWING
SNOWAND BITTER COLD WIND CHILLS BLIZZARD CONDITIONS ARE
EXPECTED THROUGHOUT MUCH OF THE DAY ESPECIALLY ALONG US HIGHWAY 131
POWER OUTAGES WILL BE POSSIBLE DUE TO THE STRONG GUSTY WINDS
PRECAUTIONARYPREPAREDNESS ACTIONS
IT WOULD BE BEST NOT TO TRAVEL TODAY
IF YOU MUST TRAVELKEEP AN EXTRA FLASHLIGHTFOODAND
WATER IN YOUR VEHICLE IN CASE OF AN EMERGENCY
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 5 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
54
EXAMPLE OF HOLLAND AT WWWWEATHERCOM
Right Now Next 36 Hours
Today Tonight Tomorrow
Light Snow Snow Snow Shower AM Snow Showers
30degF 32deg 27deg 33deg
Feels Like 21deg High Low High
Past 24-hr Precip 029 in (est) Snow 29 in (est)
Chance of Precip 80
Chance of Precip 80
Chance of Precip 60
Wind From W at 12mph
Wind W at 18 mph
Wind W at 17 mph
Wind W at 14 mph
Humidity 69 64 62 62
Dew Point23deg
Pressure 2980 in
Visibility 10 mi
UV Index 0 - Low 1 - Low -- 1 - Low
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 6 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
55
CONTINUED EXAMPLE OF HOLLAND AT WWWWEATHERCOM
Daylight Remaining 6 hrs 1 min Sunrise 755 am Sunset 512 pm Sunrise 756 am
Through 5pm A steady snow will continue to fall through late afternoon Cloudy and windy Temperatures reaching the low 30s Winds W at 15 to 20 mph Chance of snow 80 Additional snowfall of 1 to 2 inches through 430pm
Snow showers early with a steadier snow developing late Colder Temps nearly steady around 30 Winds W at 15 to 25 mph Chance of snow 80 1 to 3 inches of snow expected
Variably cloudy with snow showers Low 27F Winds W at 15 to 25 mph Chance of snow 80 Snow accumulating 1 to 2 inches
Mainly cloudy with snow showers around in the morning High 33F Winds W at 10 to 20 mph Chance of snow 60 Snow accumulations less than one inch
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 7 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
56
Policy Chapter Situational Procedures Date Revised 709
Policy Title Severe Weather Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
CLASS CANCELLATIONS PROCEDURES
GREATER GRAND RAPIDS ndash HOLLAND AND LETTINGA
CLASS CANCELLATIONS PROCEDURES
NOTE All staff are to report to work as long as they are not endangering themselves in the process
The Director of Security Services will input information for all campuses in the GRAIL WEB system and at
wwwcancellationscom
1 When closings occur the Director of Security Services or his alternate will input closing data to the
GRAIL WEB site which will result in local media announcements
2 Day Classes ndash Weekdays (Monday through Friday) the Director of Security Services or alternate will check on weather and road conditions should weather become severe
a When day classes (prior to 400 pm start) need to be canceled the Director of Security Services
will contact one of the following in the order listed
i The ED of Student Services (Lettinga)
Tom Woods (517) 230-9834 (cell)
ii The ED of Academic Services (Lettinga)
Joy Harrison (Lettinga) (616) 301-2175 (home) (616) 283-2910 (cell)
iii The Director of Student Services (Holland)
Linda Sievert (616) 942-7735 (home) (616)745-3030 (cell)
b The EDs will inform
ii The Lettinga Asst Directors
Don Fowler (269) 383-5626 (home) (269) 598-7546 (cell)
Nygil Likely (616) 724-4206 (home) (616) 717-8243 (cell)
iii The Holland Director of Student Services
Linda Sievert (616) 942-7735 (home) (616)745-3030 (cell)
iv The Dir of Security Services
Eric Patterson (616) 459-8603
who will access wwwgrailwebcom and TV-13 (616) 785-1313 to
input the West Michigan locations (s) being closed and for how long
These decisions will be broadcast by 600 am
57
Policy Chapter Situational Procedures Date Revised 709
Policy Title Severe Weather Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
3 Evening Classes ndash Weekdays (Monday through Friday) the EDrsquos (see 2b i ii and iii above) and the Director of
Security Services will decide on cancellations for classes starting after 400 pm
The Director of Security Services will access wwwgrailwebcom and TV-13 (616) 785-1313 to input exactly
which locations (s) are being closed and for how long
4 Weekend Classes ndash The Security Services Officer on duty will contact 1) the Director of Security Services 2) the ED
of Student Services 3) the D for Holland or 4) ED for Academic Services at Lettinga (See 2 a and b above) The
individual contacted will
a Make the decision to close Lettinga and Holland locations
b Relay decision to the Director of Security Services who will access wwwgrailwebcom and TV-13 (616)
785-1313 to input exactly which locations (s) are being closed and for how long
c Contact the EDs and D (see 2a and b above) to tell them of the closings
Saturday classes will be canceled by 600 am
Sunday classes will be canceled by 800 am
5 Phone Messages ndash During any of the seven days of the week the Director of Security Services or designee will contact
Lettinga a Kirsten Scott (616) 554-5311 andor (616) 891-7623 or
b Sally Kuipers (616)742-2070 andor h(616)452-2349 or c(616)560-7478
Holland
c Rhonda Prins at 616-218-9896 or 616-395-4608
to change the message on the switchboards notifying incoming callers that classes have been canceled The
switchboards will carry the specific message as long as appropriate
6 OTHER THAN WEATHER RELATED CLOSINGS ndash Closings for other reasons will be determined by the
campuslocation leader with notification to the ED and Director of Security Services for posting to GRAIL Here are some guidelines
a Electrical Gas Leak Water ndash two hour delay unless need for longer closing is obvious
Contact numbers can be found on the ldquoLocation Communication Treerdquo procedure located in this document
Davenport University Connect Hotline Number is 1-800-525-8282
58
Purpose
The purpose of tornado drills is to provide shelter for the campus community during a tornado warning In these cases faculty staff and students should not evacuate the building since this may cause injury During a tornado
warning you have only a short time to find shelter Advance planning and a quick response are the keys to surviving
this type of inclement weather The University values the safety of each individual and expects that people will take
responsibility for safeguarding their welfare
Regulation
Effective March 30 1998 House Bill 5237 amended the Michigan Fire Prevention Cote Act 207 PA 1941 as
amended Section 19 to require Tornado Drills in Schools The new requirement applies to all schools including
state supported schools colleges universities and school dormitories
Sec 19 (3) now requires a minimum of 2 tornado safety drills for each school year at the schools and facilities hellip
These drills are for the purpose of preventing hazards and injuries in the event of severe weather
Responsibility
Responsibility for the planning and conduct of drills shall be assigned by campus risk management to competent
persons qualified to exercise leadership A written record of all drills conducted should be maintained including a
critique of the event This record should be maintained by risk management
General Guidelines
Drills shall include suitable procedures to make sure that all persons in the building or all persons subject to the
drill actually participate If a tornado drill is considered merely as a routine exercise from which some persons may
be excused there is a grave danger that in an actual tornado the drill will fail in its intended purpose All drills
should be pre-planned and preannounced
Definitions
Severe Weather Includes thunder lightening hail wind and heavy rains
Tornado A violently rotating column of air in contact with the ground
Watch Indicates that conditions are favorable for a particular type of weather to occur
Warning Indicates that a particular type of weather is or will soon be occurring
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Tornado Drills Page Number 1 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
TORNADO DRILLS
59
Specified Occupancies
Educational Occupancies ndash Academic and Administrative Buildings
All educational buildings on campus must hold two sets of tornado drills one in the spring and one in the Fall
preferably during the first four weeks of the semester Faculty and staff shall work in cooperation with risk
management in scheduling drills before the semester begins A ldquosetrdquo can be defined as a tornado drill during
the day and one in the evening in order to involve as many staff and students as possible
Locations of tornado shelters are to be conspicuously posted in each classroom and hallway to provide the
necessary information and ensure orderly movement through the building Signs should also specify that
elevators must not be used to exit during a tornado drill
Faculty and staff must be familiar with the tornado shelter locations and will assist students to these shelters
Handicapped students should inform faculty or staff at the start of the semester of any special requirements with
respect to procedures that will best facilitate those students
Residential Occupancies
Residential facilities demonstrate the greatest need for adequate and effective tornado shelter awareness due to
the potential loss of life Tornado drills in residence halls must be performed twice each year one in the spring
and Fall
A major concern in residence hall tornado drills is the resistance of residents to go to the designated tornado
shelters Resident assistants and other staff must take responsibility for the complete and orderly movement of
the students through the building Education and awareness are key components to an effective tornado drill
program Location of shelter in each apartment will help student to become more fully aware
Special consideration must be given to handicapped students with regard to tornado drills in residence halls To
be most effective handicapped students should be required to move to tornado shelters during a tornado drill
regardless of their location in the building Preplanning is key for the handicapped person because hisher own familiarity with the tornado shelter locations and the safest methods of egress is vital The handicapped person
should also seek out buddies to assist
On each floor of the facility the resident staff should proceed down the hall knocking loudly on each door as
heshe passes Staff should not unlock each door as this is time consuming and may result in danger to the staff
person
Assembly Occupancies ndash Student Center
Because actual tornado drills are not practical for places of non-continuous assembly where the students or
public body changes with each program employees or attendants of such places should be schooled in the
duties they are to perform in case of a tornado drill An adequate number of competent attendants must be on
duty when assembly occupancy is used Signs with directions for speedy and orderly egress should be posted
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Tornado Drills Page Number 2 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
60
TORNADO DRILL CHECKLIST
INDOORS
1 Information about severe weather will be given to the campus community if known in advance
2 A Tornado Watch is the time to review emergency action plans and determine the nearest tornado shelter
3 Tornado shelter plans will be posted in each classroom
4 During a tornado watch one person will be designated to monitor the weather by computer or weather radio
5 When the community siren is activated or information is obtained through computer monitoring faculty and
staff will move students to the appropriate tornado shelters
6 DU-Alert will be activated for the individual campus that has the tornado warning The following are the
individuals who can access DU-Alert
Duane Terpstra
Office 616-732-1155
Cell 616-581-5295
Home 616-786-0293
Matthew Miller
Office 586-620-4050
Cell 616-780-6346
Shallan Spielmaker
Office 517-367-8211
Cell 616-581-1453
Nathan Schumacher
Office 586-620-4054
Cell 586-201-8099
7 There will be monitoring equipment in a designated shelter to determine the completion of the warning
8 Do not use elevators and stay away from windows
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Tornado Drill Checklist Page Number 3 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
61
OUTDOORS
1 Seek indoor shelter if possible
2 Parked motor vehicles are unsafe Seek indoor shelter
3 If an indoor shelter is not available and there is not time for escape lie flat in a ditch or low spot
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Tornado Drill Checklist Page Number 4 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
62
Policy Chapter Situational Procedures Date Revised 709
Policy Title Tornado Policy Page Number 2 of 3
CRISIS MANAGEMENT MANUAL
University Crisis Management
TORNADO SHELTER AREA ACADEMIC BUILDING ndash Shelters are in green
areas
63
Policy Chapter Situational Procedures Date Revised 709
Policy Title Tornado Policy Page Number 3 of 3
CRISIS MANAGEMENT MANUAL
University Crisis Management
TORNADO SHELTER RESIDENCE HALLS ndash Shelters are in green areas
TORNADO SHELTER STUDENT CENTER ndash Shelter are in green areas
64
Policy Chapter Situational Procedures Date Revised 709
Policy Title Stalking Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
STALKINGTHREATSHARRASSMENT
IF OCCURRING ON CAMPUS
Contact those individuals who are responsible for security services or your student services representative They will
evaluate the situation and contact police authorities if necessary
If fear of bodily harm exists call the Police Department at 911 and then locate security services personnel
If you receive a ldquoPersonal Protection Orderrdquo or PPO from the court provide a copy of the order to the office of Security
Services
IF OCCURRING OFF CAMPUS
Contact the police at 911 followed by security services personnel
Copies of Personal Protection Orders are kept on file These documents should be updated as necessary and will be shared with location personnel on a need to know basis
As with any incident on location an incident report should be filled out and kept on file for future reference
The next page is an example of the information that can be given to those at a location in order to assist in identifying the
individual responsible This information upon approval of the victim can be kept at a main entrance desk welcome center
or other location where staff may meet people as they enter the building
Stalking is a willful course of conduct involving repeated or continuing harassment of another individual
that would cause a reasonable person to feel terrorized frightened intimidated threatened harassed or
molested and that actually causes the victim to feel terrorized frightened intimidated threatened harassed
or molested 750411h
SECURITY CELL 616-446-7098
65
Policy Chapter Situational Procedures Date Revised 709
Policy Title Stalking Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
66
Policy Chapter Situational Procedures Date Revised 909
Policy Title Suicidal Remarks Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
SUICIDAL REMARKS
With the diverse student body with varying age groups and backgrounds the potential exists for suicidal tendencies among
students who are attending classes It is critical that our staff respond to these individuals correctly and with care to ensure
that the safety of our student body is preserved and that the individual is properly cared for
When confronted with a student who is making suicidal remarks you should contact a security services or a student services
representative as soon as possible Security Services personnel with help from Student Services will coordinate any
further response
It is important to isolate this student from the rest of the student population and keep them under watch throughout the entire
incident At no time should a student who has made such statements be left alone Every effort should be made to keep
them on location If the individual insists on leaving inform them that you believe this to be unwise but allow them to leave if they insist If the student does leave contact the Police Department to inform them of the situation Attempt to give the
police a description of both the person and the vehicle they are driving as well as contact information if available
Ask the student if there is a mental health professional that they have been seeing and ask if they have the contact number
for that person If they do have them contact that individual Ask the student if there is a family member or friend that can
transport himher off site
A DU employee should only willingly allow a suicidal student to leave if there is a third party present to transport them
Under no circumstances should the student be allowed to leave on their own even if they state that they are feeling better
without some resistance from the University employee
67
SUICIDE ATTEMPT
Student Suicide Protocol All Campuses (Non-Housing)
1
st Staff Responder First Steps (Immediately)
When you enter the room or vehicle
Is the area safe
Check for vital signs
Call 911Security ServicesStudent Services based on the resources available
Gather information
Identify student if possible
Identify method of suicide if possible
Are you able to contain the area YesYes with assistanceNo
Determine how many students if any are awareimpacted by the situation and who they are
Contact ED of Student Affairs (Paul Ballard) or ED of Security Services (Matt Miller) or VP of Risk
Management (Terpstra) and inform with what you know
Name of Student
Method of suicide
What you know about the student (Team clubs friends etc)
If area is contained or does it need to be contained
How many students are immediately affected and who they are
What location will the affected students be quarantined
If security or police have arrived your focus is the affected students
Quarantine affected students in a separate area
Discuss with them that someone from the University will be contacting the studentrsquos family and for them
not to refrain from contacting the family out of respect and care for them until a trained professional
contacts them
Determine if the studentrsquos circle of friends is complete or if others need to be quarantined temporarily
Comfort the students as best you can and assess individualrsquos risk levels
Remain with the students until a trained counselor arrives
1st Professional Staff Responder Next Steps (1 to 24hrs)
Create incident report
Relocate displaced classes if needed
Check in and identify additional students or staff that require mentalemotional support
1st Professional Staff Responder Final Steps (24-48 hrs)
Check in and identify additional students or staff that require mentalemotional support
Aid in gathering the deceased individualrsquos personal belongings if necessary
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Suicidal Attempt Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
68
Missing Student Protocol
(Not process for Study Abroad Missing Student)
A campus is contacted by a person requesting information on a student that the caller assumes is missing This
person is worried because they have not been contacted by the student for an unusual length of time You explain to
the caller that you cannot give out specific information about a student but would be willing to work with the police
if they would report the issue
Once you disconnect from the caller you take the following steps
Contact ED of Student Affairs (Paul Ballard) or ED of Security (Matt Miller) or VP of Risk Management (Terpstra)
Student Services or
Security Services
Contact the person responsible for investigations on your campus This may be Security
Services or Student Services depending on the resources on the campus Contact the
caller and ask the below question
Determine relationship to student
Why do you think they are missing
Date time location the student was last seen
General routine of student (Close circle of friends)
Studentrsquos cell number
Does the student have a Social Media account Make model color and license plate of vehicle
Have they filed a missing persons report
Is there any medical or emotional condition we should be aware of
Establish a timetable where you will contact them again
General Investigative Steps
Call and text the student
Send the student an Email
Check with instructors on attendance of student (w photo)
Check emergency information in Banner
Check SPACMNT for comments and FERPA waivers
Go to studentrsquos classroom
Check card access and dining swipes (if applicable)
Check social networking sites
Contact known FriendsClassmates fill in any information gaps from that caller did not know
Check for student car in parking lot
Contact CSC for last log in
Check the websites to see if student has been arrested ex httpswwwaccesskentcomInmateLookup
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Missing Student Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
69
Missing Student Protocol
(Not process for Study Abroad Missing Student)
If proof of life has been established or check list has been completed Contact ED of Student Affairs (Paul Ballard)
or ED of Security (Matt Miller) or VP of Risk Management (Terpstra)
If student is found
Have them contact the person that called (if applicable) with University personnel present
If student does not want the person to know where they are have them meet with EDSA Paul Ballard
ED of SA will make contact with the caller and give them FERPA based info
If student is hospitalized or unable to return to school initiate protocol for medical withdrawal
If student is not found
Student Affairs will call emergency contact number
Student Affairs will follow up with caller
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Missing Student Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
70
Policy Chapter Situational Procedures Date Revised 909
Policy Title Utility Failure Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
UTILITY FAILURE
ELECTRICAL FAILURE
All individuals should remain where they are
Security Services personnel will assist with building evacuation if necessary
Security Services personnel will notify Consumers Power
If the power comes back on in a short time (two hours or less) operations will resume
If the power remains off for longer than two hours campus leadership will make a decision on whether or not to
close the campus
GAS LINE BREAK OR LEAK
Report the break or leak to Security Services 616-446-7098
Security Services will clear the immediate area and evacuate the building if needed
DO NOT turn off radios lights computers or other office equipment
Security Services will contact the utility company
WATER MAIN BREAK
Security Services or facilities will contact the Water Department
All employees and students should be notified that the restroom facilities will not be available
SECURITY CELL 616-446-7098
71
Policy Chapter Updating Process Date Revised 709
Policy Title Post Incident Debriefing Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
POST INCIDENT DEBRIEFING
Once the incident is over a debriefing should take place with those who were involved The purpose of this process is to improve our reaction to future incidents The following is a general list of questions that can be asked
Type of Incident
Date of Incident Time of Incident
Initial notification received by
Was the VP of Risk Management notified soon after the event [ ] Yes [ ] No [ ] NA
Were the appropriate people notified of the situation [ ] Yes [ ] No [ ] NA
Was there good communication with the Risk Management Team [ ] Yes [ ] No [ ] NA
Was there good communication with the local Crisis Management Team [ ] Yes [ ] No [ ] NA
Was there appropriate communication with Cabinet Members [ ] Yes [ ] No [ ] NA
Was there appropriate communication with Faculty Staff and Students [ ] Yes [ ] No [ ] NA
What changes could there have been to make communication better
What actions were taken that was effective
What are the opportunities for improvement
What changesadditions are needed for the crisis management manuals
On the back of the page map the incident timeline
72
Policy Chapter Testing Date Revised 709
Policy Title Testing amp Training Process Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
TESTING amp TRAINING
The testing process for possible crisis situations will be done in the following three ways
1 Scenarios will be presented to the Risk Management and Crisis Management teams in the form of table top exercises This will be done in the regular meetings
2 Simulation of actual events
3 Instruction is given on how to react to a crisis The below document is given to all employees and placed in many
locations within the facilities
EMERGENCY RESPONSE PROCEDURES
University Crisis Management
Emergency Response
Security Management
LOCATION CRISIS MANAGEMENT TEAM
HOW TO REPORT AN INCIDENT
SUSPICIOUS PERSONS
STALKINGTHREATSHARASSMENT
VIOLENT BEHAVIOR
ACTIVE SHOOTER RESPONSE
BOMB THREAT
UTILITY FAILURE
FIRE RESPONSE
SEVERE WEATHER
FIRST AIDBLOODBORNE PATHOGENS
MAIL SECURITY
73
GLOSSARY OF TERMS
1 CMT- Crisis Management Team A crisis management team consists of representatives from Human Resources Security Services Facilities IT etc These teams are located at every location within the University and are responsible for crisis management at that particular location
2 RMT ndash Risk Management Team The risk management team consists of representatives from Human Resources Security Services Facilities IT etc This team is located at Lettinga and is responsible to develop procedures manage crisis management teams and communicate with the administration
3 EOC ndash Emergency Operations Center Headquarters for the Crisis Management team to manage and coordinate the companyrsquos business recovery efforts
Policy Chapter Appendix A Date Revised 709
Policy Title Glossary of Terms Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
74
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic Lower West Page Number 1 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
Gas Valve Electrical Panel
Geothermal
Pumps
75
Sprinkler Shutoff
Water Shutoff
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic Lower East Page Number 2 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
76
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 1st West Page Number 3 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
77
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 1st East Page Number 4 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
78
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 2nd
West Page Number 5 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
79
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 2nd
East Page Number 6 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
80
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 3rd
West Page Number 7 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
81
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 3rd
East Page Number 8 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
82
Water Shutoff Electrical
Shutoff
Gas Shutoff
Fire Suppression
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Student Center Lower Level Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
83
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Student Center Main Level Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
84
Electrical
Shutoff
Water Shutoff
Fire Suppression
All Shutoffs
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Cook Hall Basement Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
85
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Cook Hall Floors 1-4 Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
F1 F2
F3 F4
86
Electrical Shutoff
Water Shutoff
Fire Suppression
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Meijer Hall Basement Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
87
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Meijer Hall Floors 1ndash5 Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
F1 F2 F3
F4 F5
88
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title South Hall 1st amp 2
nd Floor Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
F1
F2
89
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title South Hall 3rd
and 4th Floors Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
F3
F4
90
Policy Chapter Appendix C Date Revised 709
Policy Title General Telephone Numbers Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
NAME WORK NUMBER CELL NUMBER TITLE
Anderson Kristine 616-742-1726 231-329-4667 Director of Employee Relations
Ballard Paul 616-554-5687 616-862-6532 Exe Director of Student Affairs
Bean Brent 616-451-3511 ext 1495 616-889-3875 IT S Manager
Beausoleil Gail 616-554-5394 616-292-5446 Director of Career Services
Bill Chris 616-732-1151 616-540-7396 VP or Human Resources
Bloom Deb 616-732-1124 616-340-3402 Exe Dir Of government amp Com Relations
Bruyn Kim 616-732-1165 616-540-7711 Exc VP for Advancement
Caledonia Fire amp Rescue 616-891-0940 Caledonia Township Fire amp Rescue
Caledonia High School 616-891-8129 Caledonia High School
Caledonia Middle School 616-891-8649 Caledonia Middle School
Communication Fax 616-732-1179 Communication Fax
CSC 1-800-322-3984 Customer Support Center
Donovan Sherri 616-233-3472 616-233-3472 Exe Director of Academic Services
Dutton Christian School 616-698-8660 Dutton Christian School
Engblom Rob 616-554-5087 865-803-7350 Exe Director of Housing
Finkler Kathy 616-732-1085 616-446-5303 Director of Customer Support
Fischer John 616-554-5005 616-822-1088 Director of Facilities
Fisher Christine 616-732-1168 616-340-2525 Exe Administrative Assistant
Fowler Don 616-732-1206 269-598-7546 Director of Student Services
Harrison Joy 616-554-5820 616-283-2910 Exc Director of Academic Services
Hogan Brian 616-437-3234 HiTec Cleaning Services
Hooser Malachi 616-5545386 616-308-9232 Call Center Manager
Hotline 1-800-525-8282 Emergency Hotline
IT Weekend Emergency Number 616-481-6011 IT Weekend Emergency Number
Jensen Rick 616-732-1172 616-706-2608 News Information Manager
Jones Apple 616-554-4743 616-560-4856 Department Coordinator
Kent County - Main 616-632-6100 Kent County Sheriff Department
Kent County - Substation 616-632-6490 Kent County Sheriff Department
Kingrey Daryl 616-554-5395 616-481-2239 VP of Admissions
Knechtel Heather 616-554-5388 517-974-5793 Director of Admissions
91
Policy Chapter Appendix C Date Revised 709
Policy Title General Telephone Numbers Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
NAME WORK NUMBER CELL NUMBER TITLE
Kraska Nick 616-7732-1120 HRIS Coordinator
Lemmon Bill 616-732-1087 616-450-4933 Director of Networking
Lemmon Nicholas (Hi-Tec) 616-662-1623 616-732-1303 VP of Operations - Hitec Cleaning
Likely Nygil 616-554-5316 616-719-6457 Director of Student Services
Loud Tammy 616-554-5396 517-490-5940 VP of Student Services
Lowden Paul 616-554-5050 616-901-1787 Director of Athletics
MacDonald Meghan 616-554-4766 616-610-7690 Bookstore Manager
Manning Janet 616-774-5415 ext 238 Gallagher Risk Management Services
McCormick Nathan 616-732-1128 616-745-7142 Exe Director of Facility Operations
McLaughlin Karen 616-698-7111 616-970-5866 Asst Director of LInC
Miller Brian 616-732-1195 616-821-2618 VP of IT
Miller Linda 616-233-0922 VP Arthur Gallagher Insurance
Miller Matthew 586-620-4050 616-780-6346 Exe Director of Security
MSP 616-647-0800 Michigan State Police
Page Sally 616-554-5668 616-780-1394 Exe Director of Libraries
Salinas Kim 616-732-1072 616-813-7165 Benefits Manager
Scott Kirsten 616-554-5311 616-891-7623 Adm Asst Student amp Career Services
Security Services 616-446-7098 Security Services
Shull Lindsey 616-554-5528 616-901-2036 Regional Health Internship Manager
Sievert Linda 616-395-4603 616-745-3030 Director of Student Services - Holland
Stodola Mike 616-554-5138 616-893-7314 Director of Student Center
Terpstra Duane 616-732-1155 616-581-5295 VP of Risk Management
Teuscher Jolene 616-732-1096 616-318-4669 Employee Relations Manager
TV 13 616-785-1313 TV 13
Wagner Natalie 616-554-5821 616-901-0666 Executive Director of Student Life
Williams Ben 616-732-1104 517-303-4955 Information Technology Services
Woods Tom 616-554-5301 517-230-9834 Exe Director of Student Services
92
Family Educational Rights and Privacy Act of 1974 (FERPA)
The Family Educational Rights and Privacy Act (FERPA) is a federal law designed to protect the privacy of students education records The law applies to all schools that receive funds under an applicable program of the US Department of Education
FERPA gives parents certain rights with respect to their childrens education records These rights transfer to the student or former student who has reached the age of eighteen or is attending any school beyond the high school level Students and former students to whom the rights have transferred are called eligible students
Parents and eligible students have the right to inspect and review all of the students education records maintained by the school Schools are not required to provide copies of materials in education records unless for reasons such as great distance it is impossible for parents and eligible students to inspect the records Schools may charge a fee for copies
Parents and eligible students have the right to request that a school correct records believed to be inaccurate or misleading If the school decides not to amend the record the parent or eligible student then has the right to a formal hearing After the hearing if the school still decides not to amend the record the parent or eligible student has the right to place a statement with the record commenting on the contested information in the record
Generally the school must have written permission from the parent or eligible student before releasing any information from a students record However the law allows schools to disclose records without consent to the following parties
o school employees who have a need-to-know o other schools to which a student is transferring o certain government officials in order to carry out lawful functions o appropriate parties in connection with financial aid to a student o organizations doing certain studies for the school o accrediting organizations o individuals who have obtained court orders or subpoenas o persons who need to know in cases of health and safety emergencies o state and local authorities within a juvenile justice system pursuant to specific state laws
Schools may also disclose without consent directory type information such as a students name address telephone number date and place of birth honors and awards and dates of attendances However schools must tell parents and eligible students about directory information and allow parents or eligible students a reasonable amount of time to request that the school not disclose directory information about them
Schools must notify parents and eligible students of their rights under this law The actual means of notification (special letter inclusion in a PTA bulletin student handbook or newspaper article) is left to the discretion of each school
For additional information or technical assistance call (202) 260-3887 or TDD (202) 260-8956 or contact
Family Policy Compliance Office US Department of Education 600 Independence Avenue SW Washington DC 20202-4605
Policy Chapter Appendix D Date Revised 0111
Policy Title FERPA Facts Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
93
EMERGENCY NOTIFICATION SCRIPTS
Test Message
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System This is a test of the mass notification system Davenport University is using this system to keep you informed in the event of an emergency If this had been an actual emergency you would receive official information andor instructions This concludes this test of Davenportrsquos Mass Communication Alert System Thank you for your attention END OF MESSAGE (SMS) This is a test of Davenportrsquos Alert System If this had been an actual emergency you would receive official information andor instructions
Natural Disasters
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System On June 2 2009 a Tornado struck the Caro Campus Damages are reported to be light No injuries have been reported The campus is closed until further notice All students should stay away Be advised that roads may be damaged Travel with caution Thank you for your attention End of Message (SMS) On June 2 2009 a Tornado struck the Caro Campus Damages are reported to be light The campus is closed until further notice
Armed Suspect
(Phone)(E-Mail) This is a message on the Davenport Mass Communication Alert System At June 2 2009 an individual possessing a firearm was reported to be on the Warren Campus The Warren police department has been notified of the situation and is presently on campus We urge everyone on campus to remain in your residence classroom or office with the doors and windows secured If you are currently off campus stay away until further notice Please call 911 if you observe any threatening individuals on or near to campus Thank you for your attention End of Message (SMS) On June 2 2009 at 900 aman individual possessing a firearm was reported to be inside our Livonia Campus Stay in place amp barricade
Policy Chapter Appendix E Date Revised 709
Policy Title Emergency Notification Scripts Page Number 1 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
94
Assault with a Deadly Weapon
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System It has been reported to Davenport University that an individual was recently a victim of an assault with a knife in the parking lot at the Flint campus This took place on June 2 2009 at 1000 am The individual sustained minor injuries and is being treated at a local hospital The incident is still an on-going investigation with the Flint police department Students are advised to be cautious and call 911 to report any suspicious behavior or persons Thank you for your attention End of Message (SMS) On June 2 2009 at 1000 am an individual at the Flint campus was a victim of an assault wa knife Student are advised to be cautious
Bomb Threat
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System On June 2 2009 at 1100 am Davenport University received a threat from an unknown caller that a bomb was set to go off at the Holland campus at Noon The Holland Police departmentrsquos bomb squad is at the scene and conducting a full investigation It will also be assessing the threat level to the University The building has been evacuated and all persons still inside the building must evacuate now A secure perimeter has been established around the area and it is off limits until further notice Thank you for your attention End of Message (SMS) On June 2 2009 at 1100 am the Holland campus of Davenport University received a threat from an unknown caller that a bomb was set to go off in Noon
Gas Main Break
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System There has been a gas main break at the Saginaw campus of Davenport University Evacuate the area Stay away from the area until the situation is resolved Additional information will be given as the situation is resolved End of Message (SMS) We urge everyone to evacuate the Saginaw campus due to a gas main break Please stay away until the situation in resolved
Policy Chapter Appendix E Date Revised 709
Policy Title Emergency Notification Scripts Page Number 2 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
95
Gunshots
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System On June 2 2009 at 100 pm Davenport University received reports of gunshots fired in the parking lot at the Kalamazoo campus The police department has been notified of the situation and is presently on campus We urge everyone on campus to remain in your classroom or office with the doors and windows secured If you are currently off campus stay away until further notice Thank you for your attention End of Message (SMS) We urge everyone at the Kalamazoo campus to remain where you are amp secure doors amp windows If off campus stay away until further notice
Hazardous Materials
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System On June 2 2009 at 200 pm a hazardous material situation is occurring at the Battle Creek campus of Davenport University A hazardous materials team is on scene A secure perimeter has been established and the buildings are off limits until further notice Thank you for your attention End of Message (SMS) There is a hazardous materials spill at the Battle Creek campus and a secured perimeter has been established Buildings are off limits until further notice
Homicide
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System It was reported to Davenport University that an individual was recently a victim of homicide by at the Livonia campus on or about June 2 2009 at 300 pm The incident is still an on-going investigation with the Livonia police department at this time If you find yourself in a position of concern or witness any suspicious persons on campus please immediately contact the 911 Thank you for your attention End of Message (SMS) Davenport University Livonia campus has a victim of homicide by that occurred in the parking lot on June 2 2009 at 300 pm No arrest has been made
Policy Chapter Appendix E Date Revised 709
Policy Title Emergency Notification Scripts Page Number 3 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
96
Power Failure
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System We are currently experiencing a power failure at the Lansing campus The estimated duration of the power outage is unknown Additional updates will be given End of Message (SMS) There is a power outage at our Lansing campus Duration unknown Additional updates will be given
Violent Crime
(Phone)(E-mail)
This is a message on the Davenport Mass Communication Alert System On June 2 2009 at 500 pm an assault was reported at the Warren campus We ask that you offer your full cooperation to the police department if asked Please call 911if you observe any threatening individuals on or near to campus Thank you for your attention End of Message (SMS) On June 2 2009 at 500 pm an assault was reported at the Warren campus The police department has launching an investigation
Policy Chapter Appendix E Date Revised 709
Policy Title Emergency Notification Scripts Page Number 4 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
97
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Academic Building Page Number 1 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
98
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Academic Building Page Number 2 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
99
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Cook amp Meijer Halls Page Number 3 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
100
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash South Hall Page Number 4 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
101
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Student Center Main Page Number 5 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
102
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Student Center Lower Page Number 6 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
8
Policy Chapter Immediate Action Date Revised 709
Policy Title Emergency Operations Center Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
CRISIS MANAGEMENT EMERGENCY OPERATIONS CENTER
During the course of a crisis event the Crisis Management Team will meet in the Administrative Conference Room on the second floor
Should the Administrative Conference Room be inaccessible or undesirable during a crisis event the conference room in the Student Center will become the centralized place for the Crisis Management Team
In the event of a campus wide power failure or the need to evacuate the building the Crisis Management Team will meet at the South Parking Lot
Once convened the team may determine a more suitable location
It is necessary to note that cell phone communications will take place during a crisis situation and a location to
meet may be determined at this time
Second Floor West Lettinga Academic Main Floor Student Center
Meet Here
9
Policy Chapter Response Procedures Date Revised 909
Policy Title Evacuation Procedures Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
EVACUATION PROCEDURES
Evacuation of the Academic building will be handled by Security Services In case of a Fire evacuation will be requested by the use of a fire alarm with the assistance from the officers on duty Any other evacuations will be handled by Security Services through the use of the telephone intercom system going door to door or by other means Evacuation of the residence halls will be handled by the Director Assistant Director and Resident Assistants They will be helped by Security Services as available In case of a fire evacuation will be requested by the use of a fire alarm with the assistance of residence hall staff and Security Services as available Evacuation of the student center will be handled by Security Services and the student center staff In case of a fire evacuation will be requested by the use of a fire alarm with the assistance of student center staff and Security Services as available Evacuation routes can be found in Appendix F
10
Policy Chapter Response Procedures Date Revised 0411
Policy Title Emergency Communications Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
COMMUNICATIONS
INFO TECHNOLOGY
HUMAN RESOURCES
FACILITIES
SECURITY SERVICES
STUDENT SERVICES
Rick Jensen News Information Manager
Office 616-732-1172 Cell 616-706-2608
Customer Support 1-800-322-3984
Kristine Anderson Dir of Employee Relations
Office 616-742-1726 Cell 231-329-4667
Call Security who will make contact with
facilities Securityrsquos number is 616-446-
7098
Contact officer on Duty at 616-446-7098
Paul Ballard Dir Of Student Affairs Office 616-554-5687 Cell 616-862-6532
Robin Luymes
Exe Director of University
Communications
Office 616-732-1157
Cell 616-550-6585
Weekend Emergency 616-481-6011
Chris Bill VP of Human Resources
Office 616-732-1151 Cell 616-540-7396
Duane Terpstra VP of Risk
Management Office 616-732-1155
Cell 616-581-5295 Home 616-786-0293
Tammy Loud VP of Student
Services Office 616-554-5396
Cell 517-490-5940
Kim Bruyn
Executive Vice President
for University Relations
and Communications
Office 6167321165
Cell 6165407711
Brian Ulicki
ITSProject Manager Office 586-620-4059
Cell 989-225-1098
Jolene Teuscher
Employee Relations Manager
Office 616-732-1096 Cell 616-318-4669
Matthew Miller Exe Director of
Security Services
Office 586-620-4050 Cell 616-780-6346
Residence Halls Only
Rob Engblom Exe Dir Of Housing
Office 616-554-5087 Cell 865-803-7350
Christine Fisher
Executive Administrative
Assistant
Office 6167321168
Cell 6163402525
Kathy Finkler
Dir of Customer Support
Office 616-732-1085
Cell 616-446-5303
Kim Salinas
Benefits Manager Office 616-732-1072 Cell 616-813-7165
Sasha VanderLugt
Social Media Coordinator
Office 6167321084
Cell 6167807382
Bill Lemmon
Dir of Networking Office 616-732-1087
Cell 616-450-4933
Deb Bloom
Executive Director of
Government and
Community Affairs
Office 616732-1124
Cell 616340-3402
Brian Miller
VP IT Office 616-732-1195 Cell 616-821-2618
CRISIS COMMUNICATION CALL-OUT LISTS
11
REASONS TO CALL
Communication is crucial in all disruptions of the academic environment These disruptions could be anything from
a mechanical failure to major criminal activity You can find some of the reasons listed below
The point person at each campus must be contacted and informed of these disruptions If in doubt always call The
point person will contact the VP of Risk Management or his designee who will continue the formal
communication process as shown in the diagram below Informal communications will take place according to
individual departmental policies The formal process has been established to verify that everyone is notified The
overlap between the formal and informal communication process can be advantages
Policy Chapter Response Procedures Date Revised 0111
Policy Title Reasons to Call - Formal Response Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
REASONS TO CALL
Power outage
Phones off-line
Network off-line
Critical Flood
Major Mechanical Issue
Gas Leak
Tornado Warning
NAME O FFICE CELL HO ME
CSC 1-800-322-3984
Duane Terpstra 616-732-1155 616-581-5295 616-786-0293
Kristine Anderson 616-742-1726 231-329-4667
Malachi Hooser 616-554-5386 616-308-9232
Matthew Miller 586-620-4050 616-780-6346
Nathan McCormick 616-732-1128 616-745-7142
Paul Ballard 616-554-5687 616-862-6532
Rick Jensen 616-732-1172 616-706-2608
See Callout List Previous page
REASONS TO CALL
Major Medical
Suicide or Suicidal
Assault
Weapons Offense
Bomb Threat
Communicable Disease
Civil Disorder
Threats of Bodily Injury
Major criminal activity
REASONS TO CALL
Building Fire
Tornado
Major catastrophe
Pandemic Flu
Death
VP of Risk
Management
Student Services Security Services
Human Resources Communications
Executive Vice
Presidents
Information
Technology
Facilities Only the president can close a campus or cancel a class
Call Center
12
Policy Chapter Response Procedures Date Revised 909
Policy Title Local Communication Tree Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
LOCAL COMMUNICATION TREE
Tom Woods ndash ED of Student Services (517) 230-9834 (cell)
(616) 554-5301 (office)
Following a decision to close Greater GR locations Tom will call
1 Daryl Kingrey ndash VP of Admissions (616) 475-5828 (home)
(616) 481-2239 (cell)
(616) 554-5395 (office)
Daryl will start his phone tree by calling the following staff
a Heather Knechtel Director of Admissions (616) 536-2017 (home) (517) 974-5793 (cell)
(616) 554-5388 (office)
Heather will call the Admissions staff at Lettinga
b Colleen Thoman Director of Admissions (Holland) (989)850-3996 (cell)
(517)367-8202 (office)
Colleen will call the Admissions staff at Holland
c Amy Lucas ED of AdmissionsLead Management (269)-795-4413 (home)
(616)450-1943 (cell)
(616)233-2583 (office)
i Malachi Hooser Call Center Manager (616)308-9232 (cell)
(616)554-5386 (office)
Malachi will call the Call Center staff
2 Tammy Loud VP of Student Services (517) 490-5940 (cell)
(517) 349-6182 (home)
(616) 554-5396 (office)
Tammy will start her phone tree by calling the following staff
a Natalie Wagner ED of Student Life (616) 901-0666 (cell) (616) 554-5821 (office)
Natalie will start the phone tree for Student Life
b Paul Ballard ED of Student Affairs (616) 862-6532 (cell)
(616) 794-1103 (home)
Paul will start the phone tree for Student Affairs
c Gail Beausoleil Director of Career Services (616) 292-5446 (cell)
(269)948-8828 (home)
(616) 554-5394 (office)
Gail will start the phone tree for Career Services
13
Policy Chapter Response Procedures Date Revised 909
Policy Title Local Communication Tree Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
d Rob Engblom ED of Housing and Residence Life (865)803-7350 (cell)
(616)871-6755 (office)
Rob will start the phone tree for Residence Life (616)536-2202 (Home)
3 Joy Harrison ED of Academic Services LLT (616) 301-2175 (home)
(616) 283-2910 (cell)
(616) 554-5820 (office)
Joy will start her phone tree by calling the staff below
a Patty Brechbiel Director of Academics (616) 897-5772 (home)
(616) 485-1860 (cell) (616) 871-3977(office)
Patty will start the phone tree for Academics
b Sherri Donovan DU Online (616) 949-5464 (home)
(616) 855-2771 (cell)
(616) 233-3472 (office)
Sherri will start the phone tree for Online
4 Nygil Likely Director of Student Services (616) 724-4206 (home)
(616) 717-8243 (cell) (616) 554-5316 (office)
Nygil will start the phone tree for Advisors
5 Don Fowler Director of Student Services (269)383-5626 (home)
(269)598-7546 (cell)
(616)554-5193 (office)
Don will start phone tree for AdvisorsWelcome Desk
Tom Woods will also call
Mike Stodola Director of Student Center (616) 893-7314 (cell)
(616) 554-5269 (office)
Karen McLaughlin LiNC (616) 970-5866 (cell)
Meghan MacDonald Bookstore Manager (616) 610-7690 (cell)
(616) 554-4766 (office)
Linda Sievert Director of Student Services - Holland (616) 942-7735 (home)
(616) 745-3030 (cell)
(616) 395-4603 (office)
Each administrator will contact key individuals in their own areas of responsibility
14
Policy Chapter Response Procedures Date Revised 0111
Policy Title DU-Alert Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
DU-ALERT
HIGHER EDUCATION OPPORTUNITY ACT
The Higher Education Opportunity Act (Public Law 110-315) (HEOA) was enacted on August 14 2008 Under Title IV
the federal law requires all colleges and universities to have a notification and warning plan in place to alert the campus
community of an emergency The US Department of Education is still in the process of developing the regulations that will
coincide with this law and will amend the Code of Federal Regulations (34CFR) in the fall of 2009
DU ALERT EMERGENCY NOTIFICATION SYSTEM
1 The Du Alert service is used to transmit brief urgent messages to a large segment of an institutionrsquos population as
quickly as possible It is strongly recommended that this system be used for unplanned emergency events which
have the opportunity to affect the entire campus Use of this system for specific building closures which impact
the campus is also encouraged
2 The final regulations clarify the difference between the existing timely warning requirement and the new
requirement for an emergency notification policy While a timely warning must be issued in response to specific
crimes an emergency notification is required in the case of an immediate threat to the health or safety of students
or employees occurring on campus Emergency notifications may include but are not limited to
Bomb threats or other imminent violent threats
Fires natural gas leaks and hazardous spills affecting the entire campus
Building evacuations and lock downs affecting the entire campus
Biological or pandemic emergency notifications
Natural disasters and weather advisories
Power outages and utility failures resulting in an imminent threat
Campus closure due to declared civil emergency
Sample scripts can be found in the appendix Emergency information can be sent to the following devices
Cell Phone
Home Phone
PDA
Work Phone
Voice Mail
Text
15
DU-ALERT
CONTROL OF ACCESS
There is a small group of administrators who are authorized to report emergency events through DU-Alert These
are as follows
Duane Terpstra
Office 616-732-1155
Cell 616-581-5295
Home 616-786-0293
Matthew Miller
Office 586-620-4050
Cell 616-780-6346
Shallan Spielmaker
Office 517-367-8211
Cell 616-581-1453
Nathan Schumacher
Office 586-620-4054
Cell 586-201-8099
Policy Chapter Response Procedures Date Revised 0111
Policy Title DU-Alert Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
16
Policy Chapter Response Procedures Date Revised 0111
Policy Title Emergency Hotline Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
EMERGENCY HOTLINE
A toll free emergency hotline has been established at Davenport University that can be used for emergency information
and weather conditions causing the cancellation of classes or closing of locations This one number for all locations is
1-800-525-8282 or Ext 8282
DU Campus Closing Line Main Menu Greeting
YOU HAVE REACHED THE DAVENPORT UNIVERSITY CAMPUS CLOSING LINE IF YOU KNOW YOUR
TWO DIGIT CAMPUS IDENTIFICATION NUMBER YOU MAY DIAL IT AT ANY TIME DURING THIS
MESSAGE FOR LANSING DIAL 03 FOR KALAMAZOO DIAL 04 FOR MIDLAND DIAL 05 FOR BATTLE
CREEK DIAL 08 FOR HOLLAND DIAL 09 FOR FLINT DIAL 10 FOR SAGINAW DIAL 11 FOR WARREN
DIAL 12 FOR ALMA DIAL 15 FOR CARO DIAL 16 FOR GAYLORD DIAL 19 FOR TRAVERSE CITY DIAL
20 FOR LETTINGA DIAL 33 OR FOR LIVONIA DIAL 35 TO LISTEN TO THIS MESSAGE AGAIN TOUCH
THE KEY
Suggested Message for the Individual Campuses
ltCAMPUS NAMEgt CLASSES ARE IN SESSION AS SCHEDULED
Example
LETTINGA CAMPUS CLASSES ARE IN SESSION AS SCHEDULED
To change a message
1 Dial 7002 for voice item maintenance 2 Dial the application ID for the message yoursquod like to change
3 Dial the password for the application
4 Dial 2 to review the current recording
5 Listen to the recording to make sure you are changing the correct one
6 Dial 5 to begin recording
7 Say the message yoursquod like callers to hear
8 Dial to end recording
9 Dial 2 to review the recording
17
Policy Chapter Crisis amp Risk Management Teams Date Revised 709
Policy Title University Risk Management Team Page Number 1 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
UNIVERSITY RISK MANAGEMENT TEAM
The University Risk Management Team assists in developing plans for crisis management response throughout the University There will be additional employees who attend the Risk Management meetings which can give professional direction in their areas of expertise Below is the list of Risk Management team members and their office and cell numbers
NAME O FFICE CELL TITLE
Anderson Kristine 616-742-1726 231-329-4667 Director of Employee Relations amp Recruitment
Ballard Paul 616-554-5687 616-862-6532 Executive Director of Student Affairs
Crkovski Susan 586-620-4055 586-744-0876 Executive Director of Student Services
Engblom Rob 616-554-5087 865-803-7350 Executive Director of Housing amp Residential Life
Hooser Malachi 616-554-5386 616-308-9232 Call Center Manager
Jenson Rick 616-732-1172 616-706-2608 News Information Manager
Jones Apple 616-554-4743 616-560-4856 Department Coordinator - School of Technology
Knechtel Heather 616-554-5388 517-974-5793 Director of Admissions
Loud Tammy 616-554-5396 517-490-5940 VP of Student Services
Lowden Paul 616-554-5050 616-901-1787 Director of Athletics
McCormick Nathan 616-732-1128 616-745-7142 Executive Director of Facility Operations
Miller Matthew 586-620-4050 616-780-6346 Executive Director of Security Services
Page Sally 616-554-5668 616-780-1394 Executive Director of Libraries
Shull Lindsey 616-554-5528 616-901-2036 Regional Health Internship Manager
Stodola Mike 616-554-5138 616-893-7314 Director of Student Center
Terpstra Duane 616-732-1155 616-581-5295 VP of Risk Management
Wagner Natalie 616-554-5821 616-901-0666 Executive Director of Student Life
Williams Ben 616-732-1104 517-303-4955 Information Technology Services
Woods Tom 616-554-5301 517-230-9834 Executive Director of Student Services
18
Ensure all necessary actions are taken for safeguarding human lives
Ensure all necessary actions are taken for protecting assets
Communicate with Executive Management on status of events related to Crisis
Coordinate with Support Teams to assess the impact of the crisis and the effect on the facility
Remain visible to employees Contact affected employees to assess the impact of the crisis on business processes
Determine whether any impacts resulting from the incident warrant activation of Disaster Recovery Plans
The Risk Management Team will communicate regularly with Campus Crisis Management Teams
Supervise the management of normal business operations
Determine all audiences who need communication general public media students families etc
Determine if other locations are going to be affected and communicate the situation and provide guidance
Let everyone involved know where to send press calls
Provide an official university response to an incident
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Risk Management Responsibilities Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
RISK MANAGEMENT TEAM RESPONSIBILITIES
The Risk Management team is the center of policy development and communication when a crisis occurs Local crisis management teams will be assisted by the Risk Management team during a crisis The Risk Management team communicates with University leadership Below are the details of the responsibilities and a simple action list
RMT ACTION LIST
Assemble local Risk Management Team
Brief the team members on the situation and discuss
the steps that are being taken
Coordinate with HR representative to address
employee life safety issues
Provide continuous updates to the Cabinet regarding
the actions taken and the status of the response
effort
Inform Local Crisis Management Teams of Cabinet
concerns questions or feedback and ensure that any
issues are addressed
RISK MANAGEMENT TEAM RESPONSIBILITIES
19
RMT MEETING AGENDA
Assign a note-taker
Take attendance
Event Status
a What happened
b Has it affected our employees
c How severe is it
d What is being done
e What is the potential for escalation
Employee Status
Technology status including telecom
Infrastructure (power water phones wireless)
Communications
a What is the message
b Methods for communication
c Determine schedule for updates
Accounting for employees
a Roll Call
b Outreachfollow-up
Support for our employees
Updates to executives
Review actions and who is responsible and determine next
meeting time
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Risk Management Agenda Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
RISK MANAGEMENT MEETING AGENDA
The below agenda is developed to assist in the initial meeting when a crisis has occurred
Facility Status
20
Policy Chapter Crisis amp Risk Management Teams Date Revised 0111
Policy Title Crisis Management Team Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
LOCAL CRISIS MANAGEMENT TEAM
The Crisis Management team is the center of policy development and communication at the local campus The responsibilities of the Crisis Management team is comparable to the Risk Management team but at the local level Please make reference to the job description of the Risk Management team Below is a list of the Crisis Management team members and their office and cell numbers
NAME O FFICE CELL TITLE
Anderson Kristine 616-742-1726 231-329-4667 Director of Employee Relations amp Recruitment
Bean Brent 616-732-1097 616-889-3875 Information Technology Services
Beausoleil Gail 616-554-5394 616-292-5446 Director of Career Services
Engblom Rob 616-871-6755 865-803-7350 Executive Director of Housing amp Residential Life
Fischer John 616-554-5005 616-822-1088 Director of Facilities
Fowler Don 616-554-5193 269-598-7546 Director of Student Services
Hooser Malachi 616-554-5386 616-308-9232 Call Center Manager
Jones Apple 616-554-4743 616-560-4856 Department Coordinator - School of Technology
Knechtel Heather 616-554-5388 517-974-5793 Director of Admissions
Likely Nygil 616-554-5316 616-717-8243 Director of Student Services
Lowden Paul 616-554-5050 616-901-1787 Director of Athletics
McLaughlin Karen 616-554-5655 616-970-5866 Asst LInC Director
Stodola Mike 616-554-5138 616-893-7314 Director of Student Center
Terpstra Duane 616-732-1155 616-581-5295 VP of Risk Management
Wagner Natalie 616-554-5821 616-901-0666 Exec Director of Student Life
Willis Dena 616-554-5517 616-617-4977 Student Success Manager
21
PANDEMIC PLANNING TEAM
In the Spring of 2009 the Cabinet approved the development of a multidisciplinary Pandemic Planning team to lead
a comprehensive effort to prepare the university for a potential outbreak of pandemic influenza Building on the
universityrsquos existing plans for crisis management and emergency response this team will
1 Develop policies and short-term and long-term procedures to guide the universityrsquos preparedness in
anticipation of an outbreak of pandemic flu
2 Identify critical resources supplies and materials the university would need to have available to address
such an emergency and how best to obtain them
3 Identify key factors or conditions that will trigger critical decision-making on the part of the University
and recommend who will need to make those critical decisions and what they should be
4 Ensure all decisions are in accordance with local state and federal recommendations and mandates The Pandemic Planning team is responsible for the development of Davenportrsquos Pandemic Influenza Preparation and Response Plan In addition the Pandemic Planning team engages units (schools departments teams committees etc) in a coordinated planning process and oversees the education of the Davenport community about the pandemic threat the Universityrsquos response plans and the need for all members of the community to be informed and involved in the preparedness efforts
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Pandemic Planning Team Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
NAME OFFICE CELL TITLE
Anderson Kristine 616-742-1726 231-329-4667 Director of Employee Relations amp Recruitment
Ballard Paul 616-554-5687 616-862-6532 Executive Director of Student Affairs
Bill Chris 616-732-1151 616-540-7396 VP of Human Resources
Engblom Rob 616-554-5087 865-803-7350 Executive Director of Housing
Harrison Joy 616-554-5820 616-283-2910 Executive Director of Academic Services
Jenson Rick 616-732-1172 616-706-2608 News Information Manager
Loud Tammy 616-554-5396 517-490-5940 VP of Student Services
McCormick Nathan 616-732-1128 616-745-7142 Executive Director of Facility Operations
Salinas Kim 616-732-1072 616-813-7165 Benefits Manager
Shull Lindsey 616-554-5528 616-901-2036 Regional Health Internship Manager
Terpstra Duane 616-732-1155 616-786-0293 VP of Risk Management
VanderVelde Kathleen 616-732-1191 616-292-3177 Director of University Communications
Williams Ben 616-732-1104 517-303-4955 Information Technology Services
22
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Recovery Process Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
RECOVERY PROCESS
Once assured that conditions are safe the Crisis Management Team will focus on returning the location to normal operations
Depending on the nature of the crisis the Crisis Management Team will provide the location with factual information regarding the crisis situation as well as details about recovery activities This information may be provided in the form of memoranda town hall meetings voice mail messages or other methods of communications
In the event that an emergency requires closure the Davenport University Emergency Hotline (formerly the Weather
Hotline) will be activated The hotline number is 1-800-525-8282 Up-to-date information on reopening will be made available
Staff and students should not return until the University is officially reopened All administrators facility and security personnel should report to work unless otherwise notified On a case-by-case basis other members will be asked to report to work to assist in recovery efforts
In the event of building damage the recovery process will include a repair and clean-up component led by Facility Operations If regularly scheduled classes cannot be held due to physical damage the Crisis Management team in conjunction with Academic Services will immediately begin efforts to reschedule classes to other locations Since these efforts may result in time changes as well information regarding schedule changes will be posted via the Davenport University website and through email communications
23
CRISIS MANAGEMENT TEAM RESPONSIBILITIES
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Specific CM Responsibilities Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
Local Crisis Management teams handle the day to day issues of a location They ensure the safe evacuation of all
employees liaison with civil authorities and interface with the security team and manage the crisis with internal
departments The following are the general job requirements of those departments represented on the crisis management
teams throughout the University
Facilities
Damage assessment salvage and restoration
Preparing the alternate location(s) for occupancy
Coordinating temporary relocation of staff
Procurement of supplies and equipment
Handling of OSHA issues
Human Resources
Account for all employees
Contacting employee andor families
Providing assistance to individual employees
Ensuring continuance of salaries and benefits
Oversee payroll activitiesInterface with Payroll
Communications
Determine all audiences who need communication general public media students families etc Determine if
other campuses are going to be affected and communicate the situation and provide guidance Let everyone involved know where to send press calls
Coordinate with the Risk Management Team to determine information to be communicated to students
Use the University Emergency Hotline for the purpose of informing faculty staff and students (families) during a
crisis
IT Team
Recovering server-based systems
Restoring data
Restoring computers and computer activity
Re-establishing voice and data communications
Student Services
Account for all students
Contacting students and or families
Providing assistance to students
Determine living arrangements
Security Services
Administering building security
Access throughout the facility (card access) Granting Issuing and Validating
Intrusion detection Prevention (cameras alarms)
Incident handling
InOut facility checks (validate employment) Scheduling security personnel
Fire Safety Building evacuation
Interface with local authorities (Fire Police Hazmat Poison Ctrl 3E etc)
24
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Job Responsibility Form Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
JOB RESPONSIBILITY FORM
The below form is an example of a process used for the purpose of coordinating the completion of the necessary responsibilities given out to specific people within internal departments
Human Resources
Account for all employees
Contacting employee andor families
Providing assistance to individual employees
Ensuring continuance of salaries and benefits
Oversee payroll activitiesInterface with Payroll
NAME TITLE RESPONSIBILITY DATE COMPLETED
25
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Emergency Resource Kits Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
EMERGENCY RESOURCE KITS
The campus will be equipped with emergency management kits
The emergency resource kit includes
This emergency resource kit must be accessible for all emergencies When leaving the building for fire alarms or other
emergency situations the kit must be carried out of the building
Example If there is a fire alarm and there is a real fire you will not be allowed back in the building until the fire
has been extinguished Under these types of circumstances the contents of the emergency resource kit will be
beneficial
Batteries
Battery powered radio
Bottle of Water
Class Schedule
Crisis Management Plan
Disposable Camera
DU Telephone Directory
First Aid Kit
Flashlight
Floor Plan or Map
Latex Gloves
List of Areas School Numbers
Phone Tree
Plastic Bags
Student Roster
Telephone Book
Writing Utensils
Yellow Role of Caution Tape
LOCATION OF EMERGENCY KITS
1 Welcome Center Desk
2 Academic Office
3 LINC
4 Student Life
5 Residence Halls
26
Policy Chapter Situational Procedures Date Revised 909
Policy Title Active Shooter Response Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
ACTIVE SHOOTER RESPONSE
The following guidelines are offered in order to provide you with useful information in the event of an active shooter
SECURE IMMEDIATE AREA
Close doors and lock them if possible
Turn off lights
Close blinds
Keep calm quiet and out of sight
CONTACTING AUTHORITIES
Call 911
Report your specific location office or room number
Number of people at your specific location
Number and type of injuries
Assailant(s) location number of suspects race and gender clothing description physical features type of
weapons and shooter identity if known
UN-SECURING AN AREA
Consider risks before un-securing rooms
Attempts to rescue people should only be attempted if it can be accomplished without further endangering the
persons inside a secured area
If doubt exists for the safety of the individuals inside the room the area should remain secured
SECURITY CELL 616-446-7098
27
Policy Chapter Situational Procedures Date Revised 709
Policy Title Defibrillators Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
FOR THOSE SITES THAT HAVE DEFIBRILLATORS
AED (Automated External Defibrillator) is used in emergency medical situations where the heart of the victim has stopped
beating and the victim is no longer breathing CPR is to be administered during a heart attack along with using the AED Those trained and certified in CPRAED procedures should be the ones who use the AEDrsquos as the Good Samaritan Act will
cover any problems or injuries during this life saving procedure
An AED is fairly simple to use For the most part the instructions are done in pictures and sound once the unit is opened up
and powered up for operation Follow the pictures and prompts in order to properly use this device For a male victim a
razor may be used in order to shave hair from the areas that the AED pads will be administered in order for proper contact
with the body For females removal of the bra may be needed in order to have proper body contact from the AED pad
An AED should be used within the first few minutes of a heart attack or as soon as it can be administered The AED
delivers an electrical shock that aids in attempting to establish a regular heart rhythm to aid in proper circulation of the
blood amp oxygen in the blood No one should be touching the victim when the AED delivers the shock Prompts from the
AED will be given as to what to do if the victim is shockable and when not to touch the body
CPR and AED should be used on heart attack victims when they are unresponsive and have no pulse or not breathing This
rescue procedure should be maintained until EMTrsquos or First Responders arrive to take over the medical care of the victim
AEDrsquos should also be properly maintained when being stored Those responsible for Security Services will be responsible
for the maintenance and supply needs for the AEDrsquos on site Also proper documentation should be maintained when using
this device or any other life saving technique Documentation should be turned in to those responsible for Security
Services
If at all possible and as a general rule of thumb only staff that has been trained in the proper use of an AED should attempt
to use it There are however instances in which it would be imprudent to wait for a trained staff member If this is the case the AED has been designed in such a way that they are user friendly and a Good Samaritan can adequately administer
treatment with the device by following the instructions printed on the apparatus
IT WILL BE THE RESPONSIBILITY OF SECURITY SERVICES TO REPLACE THE BATTERIES OF THE
AED EACH YEAR
28
AFTER HOURS COVERAGE PLAN
SECURITY SERVICES
The Security Services Office coordinates security requirements for the campus manages the fire safety
alarm and assists when necessary if there is a disruptive studentvisitortrespasser on campus
The Security Services Officer is responsible for unlockinglocking the buildings and classrooms per
predetermined schedules and as needed for special events
An officer is on duty 24 hours a day 7 days a week
Contact an officer at 616-446-7098
Listed below are emergency contact numbers for Campus Administration and Director of Security
Services The officer on duty should be the one to make contact with these individuals in times of need
DO NOT GIVE OUT THE BELOW CONTACT NUMBERS
Policy Chapter Situational Procedures Date Revised 709
Policy Title After Hours Coverage Plan Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
POSITION NAME NUMBERS
Director of Student Services Nygil Likely Cell 616-719-6457
ED of Academic Services Joy Harrison Cell 616-283-2910
Home 616-301-2175
VP of Risk Management Duane Terpstra Cell 616-581-5295
Home 616-786-0293
29
Policy Chapter Situational Procedures Date Revised 709
Policy Title Bioterrorism Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
BIOTERRORISM
Various office locations in the country have received threatening letters through the mail Some of these letters stated that you have been exposed to anthrax or other biological materials Additionally these and other envelopes or packages could contain some type of life threatening powder or granules The following information and recommendations are being provided to help you safely and effectively handle these types of incidents
SUSPICIOUS UNOPENED LETTER OR PACKAGE MARKED WITH THREATENING MESSAGE SUCH AS ldquoANTHRAXrdquo
1 Do not shake or empty the contents of any suspicious envelope or package
2 PLACE the envelope or package in a plastic bag or some other type of container to prevent leakage of contents
3 If you do not have any container then COVER the envelope or package with anything (eg clothing paper trash can etc) and do not remove this cover
4 Then LEAVE the room and CLOSE the door or section off the area to prevent others from entering (ie keep others away)
5 WASH your hands with soap and water to prevent spreading any powder to your face
6 What to do nexthellip
Report the incident to local police and notify your building security official or an available supervisor
7 LIST all people who were in the room or area when this suspicious letter or package was recognized Give this list to both the local public health authorities and law enforcement officials for follow-up investigations and advice
ENVELOPE WITH POWDER AND POWDER SPILLS OUT ONTO SURFACE
1 DO NOT try to CLEAN UP the powder COVER the spilled contents immediately with anything (eg clothing paper trash can etc) and do not remove this cover
2 Then LEAVE the room and CLOSE the door or section off the area to prevent others from entering (ie keep others away)
3 WASH your hands with soap and water to prevent spreading any powder to your face
4 What to do nexthellip
Report the incident to local police and notify your building security official or an available supervisor
5 REMOVE heavily contaminated clothing as soon as possible and place in a plastic bag or some other container that can be sealed This clothing bag should be given to the emergency responders for proper handling
SECURITY CELL 616-446-7098
30
Policy Chapter Situational Procedures Date Revised 709
Policy Title Bioterrorism Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
6 SHOWER with soap and water as soon as possible Do Not Use Bleach Or Other Disinfectant On Your Skin
7 If possible list all people who were in the room or area especially those who had actual contact with the powder Give this list to both the local public health authorities so that proper instructions can be given for medical follow-up and to law enforcement officials for further investigation
QUESTION OF ROOM CONTAMINATION BY AEROSOLIZATION
For example small device triggered warning that air handling system is contaminated or warning that a biological agent released in a public space
1 Turn off local fans or ventilation units in the area
2 LEAVE area immediately
3 CLOSE the door or section off the area to prevent others from entering (ie keep others away)
4 What to do nexthellip
Dial ldquo911rdquo to report the incident to local police and the local FBI field office and notify your building security official or an available supervisor
5 SHUT down air handling system in the building if possible
6 If possible list all people who were in the room or area Give this list to both the local public health authorities so that proper instructions can be given for medical follow-up and to law enforcement officials for further investigation
HOW TO IDENTIFY SUSPICIOUS PACKAGES AND LETTERS
Some characteristics of suspicious packages and letters include the followinghellip
Excessive postage Handwritten or poorly typed addresses
Incorrect titles Title but no name
Misspellings of common words Oily stains discolorations or odor
No return address Excessive weight
Lopsided or uneven envelope
Excessive masking tape string etc
Ticking sound
Marked with ldquoPersonalrdquo or ldquoConfidentialrdquo
Visual distractions
Protruding wires or aluminum foil
Shows a city or state in the postmark that does not match the return address
31
Policy Chapter Situational Procedures Date Revised 709
Policy Title Bomb Threats Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
BOMB THREAT DIRECTIONS
IF YOU RECEIVE A THREAT BY LETTER OR EMAIL
Preserve the letter for investigation The letter should not be handled after it is opened
Notify security services who will notify local law enforcement
Do NOT turn off lights computers or appliances
Do NOT close any doors or windows
Do NOT use electronic wireless devices two-way radios intercompaging system or the fire alarm IF YOU RECEIVE A THREAT BY PHONE
Remain calm
Attempt to keep the caller on the phone as long as possible
Follow and complete the checklist on the following page
Notify security services who will notify local law enforcement
Do NOT turn off lights computers or appliances
Do NOT close any doors or windows
Do NOT use electronic wireless devices two-way radios intercompaging system or the fire alarm IF AN ACTUAL BOMB IS DISCOVERED
Notify security services who will initiate a building wide evacuation and contact local law enforcement
Evacuate the immediate area quietly and calmly
Do NOT assume that another bomb is not in the same general area
Do NOT turn off lights computers or appliances
Do NOT close any doors or windows
Do NOT use electronic wireless devices two-way radios intercompaging system or the fire alarm
Stand 300 or more feet from the building and wait for permission from location personnel to reenter
UNDER THESE CIRCUMSTANCES WE ASK THAT THE OFFICER BE CONTACTED WITHOUT THE USE OF
A WIRELESS DEVICE USE OF HARDWIRE TELEPHONES WILL BE ACCEPTABLE SECURITY SERVICE
NUMBER IS 616-446-7098
32
Policy Chapter Situational Procedures Date Revised 709
Policy Title Bomb Threats Checklist Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
QUESTIONS TO ASK CALLERrsquoS VOICE 1 When is the bomb going to explode __ Calm __ Angry __ Slow
__ Excited __ Rapid __ Soft 2 Where is the bomb right now LocationBuilding __ Laughter __ Crying __ Loud
__ Normal __ Distinct __ Slow 3 What does it look like __ Accent __ Stutter __ Lisp
__ Raspy __ Ragged __ Deep 4 What kind of bomb is it __ Disguised __ Familiar __ Nasal
5 What will cause it to explode __ Clearing Throat __ Deep Breathing
__ Cracking Voice 6 Did you place the bomb
If voice is familiar who did it sound like 7 What is your reason for the bomb
__________________________________ 8 What is your address
BACKGROUND SOUNDS
9 What is your name __ Street Noises __ Crockery
__ Factory Machinery __ Voices EXACT WORKING OF THE THREAT __ Children Voices __ Street Noises
__ PA System __ Music __ House Noises __ Motors
__ Office Machinery __ Clear __ Animal Noises __ Static
__ Local __ Booth __ Long Distance __ Other
LANGUAGE
__ Well Educated __ Foul __ Incoherent __ Taped
Sex of Caller __________ Race _____ __ Message read __ Irrational
Age __________ Length of Call _____ REMARKS
Number at which call is received ___________________________________
________________________________ Date __________ Phone ___________
BOMB THREAT CHECKLIST
WHAT INFORMATION DO YOU OBTAIN WHEN YOU
RECEIVE A BOMB THREAT OVER THE TELEPHONE
33
Policy Chapter Situational Procedures Date Revised 909
Policy Title Civil Disorder Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
CIVIL DISORDER
The purpose of this procedure is to assist personnel in dealing with civil disorder that would endanger life cause damage to property or otherwise disrupt the operations of the University Civil disorder may take several forms including but not limited to pickets marches rallies parades sit-ins trespassing riots sabotage and criminal damage to property In all cases no matter how minor there is always the potential for escalation The primary considerations in the event of civil disorder are protection of the lives and property of the University community and preservation of the academic environment
1 Remain calm 2 Assess the situation 3 Evacuate yourself and others from the area as necessary 4 Contact those responsible for security services 5 Contact those who can properly communicate with those involved in passive resistance 6 If danger is imminent call 911
There needs to be an understanding of passive vs aggressive activities For those activities that do not create a dangerous situation please do not contact local law enforcement Internal communications will take place on how to deal with the issue For those activities that do create a dangerous environment local law enforcement should be contacted In either case security services must be contacted (616-446-7098)
SECURITY CELL 616-446-7098
34
Policy Chapter Situational Procedures Date Revised 909
Policy Title Classroom Disruption Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
CLASSROOM DISRUPTION
There are different ways that classroom disruptions can be handled In order to understand this procedure definitions will
be given of the following
Disruption - an unwelcome or unexpected break in a process or activity
Disorderly - unruly resisting authority and disturbing the peace
Dangerous - likely to cause harm or actions that could result in injury
The following are general guidelines of options that can be enforced at the time of a classroom disruption
1 When a student is causing a disruption in class the professor will handle the issue by verbal commands
2 When a student is being disorderly the professor will ask the student to leave class A report is generated through
Student Services
3 When a student is likely to cause harm or actions could result in injury ask the student to leave the classroom If
there is a refusal terminate class and ask all the students to leave the classroom Contact 911 by classroom phone
or cell phone Proceed to call Security Services if they exist at your location A report is generated through
Security Services or Student Services
SECURITY CELL 616-446-7098
35
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Communicable Disease Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
COMMUNICABLE DISEASE
Communicable diseases are those that can be transmitted from person to person (or animal to human) via direct contact with
body fluids ingesting contaminated food or water inhalation of contaminated air or the bite of an infected insect Bacteria
viruses and parasites are some of the organisms that can cause communicable diseases
A student who has a communicable disease may attend Davenport University whenever through reasonable accommodation the risk of transmission of the disease is sufficiently remote Placement decisions will be made by using
current public health department guidelines concerning the disease in question Information on communicable diseases can
be found at the below website The website table of contents is located on the next page
httpwwwaccesskentcomHealthHealthDepartmentCD_EpidDisease_Fact_Sheetshtm
The determination of whether a student with a chronic communicable disease may attend Davenport University will be
made on an individual basis according to procedures implemented by the University in consultation with appropriate
University personnel the studentrsquos primary physician public health personnel the Universityrsquos legal counsel and the
student
A student who has a communicable disease may be denied admission to or may be dismissed from a particular program or
course of study whenever such communicable disease has a direct effect on the studentrsquos ability to perform a course of
study
The University shall respect the right to privacy of any student who has a chronic communicable disease or is a carrier The
studentrsquos medical condition shall be disclosed only to the extent necessary to minimize the health risks to the student and
others Persons deemed to have ldquoa direct need to knowrdquo will be provided with the appropriate information however these
persons shall not further disclose the information
CLEAN UP ndash If the communicable disease causes a need for decontamination Facilities will arrange proper cleaning of
contaminated areas as soon as possible Assessments of completion of decontamination will be provided to the appropriate
Leadership
36
COMMUNICABLE DISEASE
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Communicable Disease Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
D i s e a s e F a c t S h e e t s - F o u n d o n W e b s i t e
Arboviral Encephalitis
Anthrax
Botulism
Campylobacter
Chickenpox (images chickenpox chickenpox 2)
E coli
Fifth Disease (images hand body amp face)
Giardiasis
Hand Foot amp Mouth Disease (hand)
Head Lice (Michigan Head Lice Manual)
Hepatitis A
Hepatitis B
Hepatitis C
Lyme Disease (images rash rash 2) (Additional Information)
Meningitis
Monkeypox
MRSA (Methicillin Resistant Staphylococcus Aureus)
Norovirus (Norovirus Cleaning Guidelines)
Pertussis
Pink Eye
Pinworms
Poison Ivy (images arm blisters arm rash arm rash 2 plant plant 2)
Rabies
Ringworm (images face hand head)
Salmonellosis
SARS
Scabies
Scarlet Fever (images tongue body)
Shigellosis
Shingles (images arm shoulder)
Smallpox
Strep Throat
Syphilis Fact Sheet
Tick Borne Diseases (images Dog and Deer tick Lone Star tick amp others)
Tuberculosis
West Nile Virus
37
CONTINUITY PLAN
Policy Chapter Situational Procedures Date Revised 709
Policy Title Continuity Plan Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
ACADEMIC
If damage to a location forces evacuation of the facility for a length of time the VP of Risk Management will work with
the Group VP for Academic Services and other designated people to determine what courses could be handled at other locations Some classes could be handled at local establishments that will allow our use for a period of time
BUILDINGS
If damage to a location forces evacuation of the facility for a length of time the VP of Risk Management will work with
the Executive Vice President of FinancesCFO and other designated people to determine what nearby facilities could be
used for classes for a period of time Local schools are often used for this purpose Addresses of local schools are on the
next page
INSURANCE
There are two people who will need to be contacted from our insurance company immediately upon the closing of a location
due to damage These individuals will give us direction on what can be done as it relates to financing through the insurance
company
These individuals are as follow
Linda Miller-Szanto CIC LIC
Area Vice President
Arthur J Gallagher amp Co of Michigan Inc
161 Ottawa NW Suite 112 Grand Rapids MI 49503
Phone 616-233-0922
Fax 616-233-0923
Linda_Miller-Szantoajgcom
Janet Manning Claims Manager
Arthur J Gallagher Risk Management Services Inc
22930 9 Mile Road
St Clairs Shores MI 48080
Phone 586-774-5415 Ext 238
Fax 586-779-6769 Janet_Manningajgcom
38
Policy Chapter Situational Procedures Date Revised 709
Policy Title Continuity Plan Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
httpmichiganschooltreeorgcounties-page1html
Caledonia High School
9050 Kraft Avenue SE
Caledonia Michigan 49316
616-891-8129
Caledonia Middle School 9230 Kraft Avenue SE
Caledonia Michigan 49316
616-891-8649
Dutton Christian School
6729 Hanna Lake Road
Caledonia Michigan 49316
616-698-8660
39
Purpose
The purpose of fire drills is to ensure the efficient and safe exit of facilities in the case of an emergency Proper drills ensure orderly exit under control and prevent panic Order and control are the primary purposes of the drill Speed in emptying buildings while desirable is not in itself an object and should be made secondary to the maintenance of proper order
Responsibility
Fire drills shall be designed and conducted according to the occupancies specified below Responsibility for the planning and conduct of drills shall be assigned by campus risk management to competent persons qualified to exercise leadership A written record of all drills conducted should be maintained including a critique of the event This record should be maintained by risk management
General Guidelines
Drills shall include suitable procedures to make sure that all persons in the building or all persons subject to the drill actually participate If a fire drill is considered merely as a routine exercise from which some persons may be excused there is a grave danger that in an actual fire the drill will fail in its intended purpose
All drills will be preplanned but not preannounced Fire drills shall be held with sufficient frequency to familiarize all occupants with the drill procedure and to have the conduct of the drill a matter of established routine Sufficient frequency for Davenport University is to hold two fire drills each semester One will be held during the day and another in the evening This will give the majority of faculty staff and students the ability to be involved in a drill
Drills should be carefully planned to simulate actual fire conditions Not only should they be held at varying times but different means of exit should be used based upon an assumption that if some given stairway is unavailable by reason of fire or smoke all the occupants must be led out by some other route Fire exit drills should be designed to familiarize the occupants with all available means of exits particularly emergency exits that are not habitually used during the normal occupancy of the building
Fire Exit Drills in Specific Campus Occupancies
The usefulness of a fire drill and the extent to which it can be carried depends upon the character of the occupancy Drills are most effective in occupancies such as classrooms where the occupant load of the building is somewhat consistent In buildings where the occupant load is of a changing character no regularly organized fire drill is possible
In such cases the fire drills must be limited to the regular employees who can be thoroughly schooled in the proper procedure and can be trained to properly direct other occupants of the building in case of fire In occupancies such as the Student Center regular employees can be rehearsed in the proper procedure in case of fire Such training always is advisable in all occupancies whether or not regular fire drills can be held
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Fire Drills Page Number 1 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
FIRE DRILLS
40
The following sections address some of the special fire drill details which should be observed for specific occupancy classes
A Educational Occupancies ndash Academic and Administrative Buildings
All educational buildings on campus must hold two fire drills per semester preferably during the first four weeks of the semester Faculty and staff shall work in cooperation with risk management in scheduling drills before the semester begins
Evacuation instructions are to be conspicuously posted in each classroom and hallway to provide the necessary evacuation information and ensure orderly egress from the building Signs should also specify that elevators must not be used to exit during a fire drill
Classroom faculty and staff should be familiar with the easiest exit to be used in the fire drill and the alternative exits available Faculty and staff should close (not lock) doors and windows and take responsibility for checking facilities for complete evacuation All personal belongings within reach should be taken from classrooms by students
Handicapped students should inform faculty or staff at the start of the semester of any special requirements with respect to locations and procedures that will best facilitate those students egress from the building in an emergency In general wheelchair users should go to the stairwell which is furthest from the fire and wait for help Fire departments should be notified that stairwells be checked first Other handicapped persons should be assisted by students faculty or staff Do not leave a handicapped person alone
B Residential Occupancies
Residential facilities demonstrate the greatest need for adequate and effective fire exit awareness due to the potential loss of life Fire drills in residence halls must be performed twice a semester at a minimum Because of the nature of the occupancy it is usually the case that additional drills are performed due to false alarms
A major concern in residence hall fire drills is the resistance of residents to evacuate the building in the event of a drill Resident assistants and other staff must take responsibility for the complete and orderly evacuation of the building Education and awareness are key components to an effective fire evacuation program Directional signs in hallways and in each dorm room will help student to become more fully aware of their options
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Fire Drills Page Number 2 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
41
Special consideration must be given to handicapped students with regard to fire safety in residence halls To be most effective handicapped students should be required to evacuate the building during a fire drill regardless of their location in the building Preplanning is key for the handicapped person because hisher own familiarity with the buildings exists and the safest methods of egress is vital First responders should preplan by having designated individuals assigned to evacuate handicapped persons requiring assistance The handicapped person should also seek out buddies to assist in the evacuation and should explain all instructions beforehand No-one should be left behind during a fire drill or fire condition
To facilitate evacuation handicapped persons should be assigned to rooms on ground or egress level whenever possible Rooms should be identified on the outside of the building with a distinctly coded sign to advise the fire department without distinguishing the student If evacuation of a handicapped person is not possible heshe should return to the room close the door or proceed to the nearest stairwell if possible and wait for the fire department rescue For this reason each dorm should have a list of all handicapped students and their room location on file with the fire department
On each floor of the facility the resident staff should proceed down the hall knocking loudly on each door as heshe passes Staff should not unlock each door as this is time consuming and may result in danger to the staff person
C Assembly Occupancies ndash Student Center
Because actual fire drills are not practical for places of non-continuous assembly where the students or public body changes with each program employees or attendants of such places should be schooled in the duties they are to perform in case of fire in order to be of greatest service in effecting an orderly exit
An adequate number of competent attendants must be on duty when assembly occupancy is used Attendants should be instructed in the proper use of portable fire extinguishers and other manual fire suppression equipment if provided
Signs with directions for speedy and orderly egress should be posted
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Fire Drills Page Number 3 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
42
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Fire Drill Checklist Page Number 4 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
FIRE DRILL CHECKLIST
In the event of a fire pull the fire alarm The integrated fire alarm system is for use only in the event of a fire and should
NOT be used to evacuate the building for any other emergency
IMMEDIATELY
Remind students which exit to take as noted in each classroom regardless of where they are parked
Tell them to put on coats and to pick up purseskeys Leave all books notebooks etc in the classroom
Tell all students they MUST move to an area 300 feet from the building
You are to take a roster or safety sign-in sheet and a penpencil with you
Close all classroom windows
Turn off lights
Close all classroom doors
ONCE OUTDOORS
Announce that class is NOT cancelled automatically ndash notification of official cancellation of class will be
announced by campus personnel
Ask students to inform you if they select to leave and take note of all who leave the premises
Confirm through a roster or safety sign-in sheet that all students who were present that day are out of the building
You will be asked by Fire officials to verify this
Do not reenter the building until permission is granted by those having authority
43
Policy Chapter Situational Procedures Date Revised 709
Policy Title Fire Response - Disabilities Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
EVACUATION OF PERSONS WITH DISABILITIES
When emergency evacuation from a building becomes necessary special attention must be paid to the safety of persons
with disabilities Good planning is the best defense against unnecessary accidents and confusion Some people with
disabilities may not need help while others may This is why it is imperative that you ask the person if there is any way you
can be of assistance
Any campus building may have an employee student or visitor who is a person with disabilities The three most encountered are visual aural and mobility
Visibility ndash Visually impaired persons may need guidance to the primary exit or to a secondary exit
Aural ndash Aurally impaired individuals may not realize the alarm is sounding
Mobility ndash Evacuation between floors can be difficult Do not use elevators during emergencies
If persons with disabilities are frequently present in your office classroom or residence hall discuss evacuation plans with
them Travel with them over possible exit routes identify potential obstacles and ask their opinions
Mobility impaired persons should be evacuated by untrained personnel only when the situation is life threatening If it is
determined that there is no immediate danger consider remaining where you are and immediately inform a member of the crisis management team or those responsible for security services
In life-threatening situation where immediate evacuation is necessary always ask the person if you can help Then
personally assist the person with a disability down the stairs Some crutch and cane users may be able to use the stairs
others may not Ask them how they want your help
Wheelchair users should be carried in their chair only when at least two strong people are available who can control the
chair
Communicate with people who are deaf or who have hearing impairments When possible arrange emergency signals in
advance Keep verbal messages short Visual props such as cards or notes can be used to communicate Immediately tell them what is happening and keep them informed of the situation
44
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Flood Response Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
FLOOD RESPONSE
Take immediate steps to ensure the safety of the people in the building Attempt to contain the flood and limit the affected
area This may involve shutting off the water main Contact the Director of Facilities for further instructions on how to
proceed
Major flood issues will be handled by our insurance company Once the source of the flood has been determined and
terminated The insurance company will provide a restoration company for cleanup One of the following two people
needs to be contacted for this information
Linda Miller CIC LIC
Area Vice President
Arthur J Gallagher amp Co of Michigan Inc
161 Ottawa NW Suite 112
Grand Rapids MI 49503
Phone 616-233-0922
Fax 616-233-0923
Linda_Millerajgcom
Janet Manning Claims Manager
Arthur J Gallagher Risk Management Services Inc 22930 9 Mile Road
St Clairs Shores MI 48080
Phone 586-774-5415 Ext 238
Fax 586-779-6769
Janet_Manningajgcom
Academic - Water shutoff valves are located in the lower level mechanical room next to
classroom 001
Cook Resident Hall ndash Water shutoff valves are
located in the southeast corner of the basement
East Residence Hall ndash Water shutoff valves are
located in the southeast corner of the basement
Student Center ndash Water shutoff valves are
located in the mechanical room just north of the
west doors next to the dumpsters
AUTHORIZED FLOOD RESPONSE CONTRACTOR IS AS FOLLOWS
Ameri Pro Restoration
1-888-222-1245 wwwameri-procom
FIRE WATER AND MOLD DAMAGE
45
Policy Chapter Situational Procedures Date Revised 709
Policy Title Hazardous Materials Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
HAZARDOUS MATERIALS
If there is a hazardous materials spill anywhere on location the following steps should be immediately taken
Contact security services facility staff or a member of the Crisis Management team They will take over coordinating the remainder of the emergency response The scene should be immediately secured by not allowing people into the hazardous
area This includes any rescue attempts anyone unable to remove themselves from the affected area will have to wait until
the situation has been fully assessed and emergency personnel have arrived If there is anyone in such a state immediately
contact 911 and notify them of the situation
Isolate the area and take steps to ensure the safety of people as well as the environment with the priority being in that order
Attempt to identify the hazardous materials using any placards visible from a safe distances MSDS sheets found in the
security services office or shipping documents that may be available
Assess the Situation If the spill warrants it contact emergency services to take over the scene If not contact the Director of Security Services andor the Director for Facilities and ask for instructions on how to proceed
There may be the need to shut down the HVAC systems if there is a chemical spill on the highway and a chemical cloud is
approaching the campus There will always be a facility or security personal available to shutdown HVAC units if
necessary
SHUTOFF LOCATIONS
Main shutoffs for the HVAC system in the Academic building can be found in the lower level mechanical
room next to the food prep area on the Westside of the main lecture halls
Main shutoffs for the HVAC system in Cook and East residence halls can be found in the basement
mechanical room
Main shutoffs for the HVAC system can be found in the mechanical room just north of the west doors next to
the dumpsters
SECURITY CELL 616-446-7098
46
Policy Chapter Situational Procedures Date Revised 909
Policy Title Illegal Activities Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
ILLEGAL ACTIVITIES
Security Services is responsible for the investigation of all illegal activities Contact Security Services
immediately at 616-446-7098
If immediate danger exists call 911
Try to remember information regarding suspects vehicle descriptions and direction of travel
Each situation will be documented and investigated by the University andor local law enforcement
INCIDENT REPORTING OF ILLEGAL ACTIVITIES
If you are a victim of or a witness to any criminal activity contact Security Services at 616-446-7098 and they
will assist in documenting the situation and contacting the police department
DO NOT attempt to handle the situation alone
If immediate danger exists call 911
Observe Universal Precautions when coming in contact with any human body fluid Vinyl latex free gloves are
located in the Security Services Office Welcome Center Desk LInC Circulation Desk Administrative Office
Suite third Floor Faculty Lounge Fitness Center and Maintenance OfficeWorkshop
SECURITY CELL 616-446-7098
47
Policy Chapter Situational Procedures Date Revised 709
Policy Title Injury Reporting Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
INCIDENTS RESULTING IN EMPLOYEE INJURIES
If someone is injured as a result of an incident notify Security Services at 616-446-7098
Do NOT move the injured person unless absolutely necessary
Send someone else to call 911 and to give information regarding the medical emergency
Do NOT attempt first aid unless you are trained to do so
Do NOT offer to pay medical expenses admit responsibility or mention insurance
Do NOT apologize for the accident argue the cause or reprimand anyone
Do NOT offer to transport the injured person
A MICHIGAN EMPLOYERrsquoS FORM MUST BE FILLED OUT WHEN AN EMPLOYEE IS INJURED
SECURITY CELL 616-446-7098
48
Policy Chapter Situational Procedures Date Revised 709
Policy Title Media Call Form Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
MEDIA CALL LOG
If media call your location and you cannot transfer the call to a crisis communications
team member as noted obtain the following information and Fax the sheet to
6167321179 or relay the information to the crisis communications team by phone
Date _________________________ Time _____________________
Callerrsquos name _________________________ Callerrsquos phone number _______________ Media organization name _____________________ Location ____________________ Deadline (if given) _________________ Your name __________________________ Work Number _________________ Cell Number _________________ Other Number _________________ Actioninformation requested ________________________________________________ __________________________________________________________________________ Reporterrsquos specific questions ________________________________________________ __________________________________________________________________________ __________________________________________________________________________ What reporter was told _____________________________________________________ __________________________________________________________________________
_________________________________________________________________________________
____________________________________________________________________
If you answer a media call and cannot immediately transfer the call per the chart complete the ldquomedia call logrdquo tell the caller
someone will respond to them as soon as possible and forward the log sheet to the first available crisis communications team member
You may copy the sheet attached and FAX completed sheets to the crisis communications team at 6167321179 or if there
is a power outage relay the information from the ldquomedia call logrdquo to the crisis communications team by cell phone
49
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 1 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
SEVERE WEATHER ndash Class CancellationCampus Closing Policy
Severe winter weather may come in many forms consisting of snow ice and wind Generally each one individually does not result in the cancellation of classes but occasionally the severe combination of all three may cancel classes or possibly close a
campus
Our students are being trained to work in our communities Businesses rarely close due to weather related issues
Davenport will rarely close or cancel classes
DECISION PROCESS
The recommendation to cancel classes or the closing of a campus will be made by the highest ranking student services
and academic leadership member for a specific campus
Information regarding the conditions of the weather can generally be determined by contacting facilities and security
who may be on site Use of the internet is also encouraged for weather information (wwwweathercom) There
is an expectation that the recommendation would be made with help from others
In the chart below you can find criteria that can be used to make this recommendation These criteria will be used to
explain to faculty staff and students why classes were canceled This information will also be tracked by the VP of
Risk Management to help obtain an understanding under what conditions classes are generally canceled so decisions
can become easier in the future
A request to cancel classes will be given to the VP of Risk Management by the highest ranking Student Services
person of a specific campus This request will contain details related to the above chart The VP of Risk
Management will contact the Executive VP of Finance by 530 am with bullet points about the weather conditions of
the effected campus The Executive VP of Finance will contact the President for final approval
The process to close a location will be the same as above however the EVP for Organizational Development and the
VP of Risk Management must concur with the decision to close a campus before the EVP of Finance is contacted
DESCRIPTION EXAMPLE
Current Length of Storm 4 or More Hours
Additional Anticipated Length of Storm 4 or More Hours
Strength of Wind 21 or More
Visibility 025 Mile
Wind Chill -30
Current Snowfall 8 or Above
Future Anticipated Snowfall 4 or Above
Ice Coverage Any Ice
Area CollegeUniversities Closed Yes
Roads closed by State Police Yes
Information
can be found
on internet
Feel free to
use
wwwweather
com
50
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 2 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
Once approval has been obtained for classes to be canceled at a specific campus the VP of Risk Management
will
1 Initiate the DU-Alert as early as 530 am DU-Alert will contain the following information
a Closed building vs Canceled classes b Day vs evening classes c Who should report to work d What events need to be canceled
2 Notify University Communication so the proper information can be placed on our website and be sent to
Faculty and staff by email Contact Rick Jensen first at 616-706-2608 and Von Franklin at 616-481-3083 It
will be the responsibility of communications to post the appropriate communication on the website
3 Notify the appropriate Director of Student Services so information can be relayed to specific campus
personnel
4 Call CSC at 800 am to inform them of weather issues It will be the responsibility of CSC to be notified of
issues through DU-Alert prior to 800 am 1212 Extension
1-800-322-3984
5 Contact Malachi Hooser of the Call Center about the weather issues
616-308-9232 Cell
616-554-5386 Office
Location Student Servicesrsquo leadership will be responsible to
1 Notify the appropriate TV and radio stations 2 Update the Emergency Hotline
QUESTIONS AND COMPLAINTS
Questions and complaints from faculty staff or students regarding the decision to cancel classes or close a location
should be sent to the VP of Risk Management
TIME OF DECISIONS
Morning cancellations will be announced by 6 am
Afternoon cancellations will be announced by 10 am
Evening class cancellations will be announced by 3 pm
51
DU Campus Closing Line Main Menu Greeting
YOU HAVE REACHED THE DAVENPORT UNIVERSITY CAMPUS CLOSING LINE IF YOU KNOW
YOUR TWO DIGIT CAMPUS IDENTIFICATION NUMBER YOU MAY DIAL IT AT ANY TIME DURING
THIS MESSAGE FOR FULTON DIAL 01 FOR LANSING DIAL 03 FOR KALAMAZOO DIAL 04 FOR
MIDLAND DIAL 05 FOR BATTLE CREEK DIAL 08 FOR HOLLAND DIAL 09 FOR FLINT DIAL 10 FOR
SAGINAW DIAL 11 FOR WARREN DIAL 12 FOR ALMA DIAL 15 FOR CARO DIAL 16 FOR GAYLORD
DIAL 19 FOR TRAVERSE CITY DIAL 20 FOR LETTINGA DIAL 33 OR FOR LIVONIA DIAL 35 TO
LISTEN TO THIS MESSAGE AGAIN TOUCH THE KEY
Suggested Message for the Individual Campuses ltCAMPUS NAMEgt CLASSES ARE IN SESSION AS SCHEDULED
Example
LETTINGA CAMPUS CLASSES ARE IN SESSION AS SCHEDULED
To change a message
1 Dial 7002 for voice item maintenance
2 Dial the application ID for the message yoursquod like to change
3 Dial the password for the application
4 Dial 2 to review the current recording
5 Listen to the recording to make sure you are changing the correct one
6 Dial 5 to begin recording
7 Say the message yoursquod like callers to hear
8 Dial to end recording
9 Dial 2 to review the recording
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 3 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
52
CHECKLIST
Student Services Representative
Student Services and Academic Leadership decide to make a recommendation on classes being canceled or
the building closed
Decision will be assisted by facilities andor security that may be on site
Decision to cancel class will be made for the morning by 5 am and announcement will go out at 6 am Decision to cancel class will be made for the afternoon by 930 am and the announcement will go out by 10
am Decision to cancel class will be made for the evening by 230 pm and the announcement will go out by
300 pm
Student Services representative will call VP of Risk Management with cancelation of classes or closing of
a campus using the appropriate statistics found at wwwweathercom
Student Services representative will put a message on the emergency hotline and remember to update it as
necessary
Student Service representative will contact local TV and radio stations
Student Service representative will activate their call tree as appropriate
VP of Risk Management
VP of Risk Management will contact appropriate Executive Vice Presidents who will then obtain
permission from the president
VP of Risk Management will contact specific Directorrsquos of Student Services to report the decision
DU-Alert will be activated to the affected campuses
Contact Communications
Contact Web site administration
Contact CSC
Contact Call Center
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 4 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
53
EXAMPLE OF A BLIZZARD WARNING
URGENT - WINTER WEATHER MESSAGE
NATIONAL WEATHER SERVICE GRAND RAPIDS MI
428 AM EST THU DEC 10 2009
MUSKEGON-OTTAWA-KENT-ALLEGAN-BARRY-VAN BUREN-KALAMAZOO-
INCLUDING THE CITIES OFMUSKEGONJENISONGRAND RAPIDS
HOLLANDHASTINGSSOUTH HAVENKALAMAZOO
428 AM EST THU DEC 10 2009
BLIZZARD WARNING REMAINS IN EFFECT UNTIL 4 PM EST THIS
AFTERNOON
HAZARDOUS WEATHER
SNOW SHOWERS WILL CONTINUE TO INTENSIFY EARLY THIS MORNING 2
TO 4 INCHES OF SNOW ACCUMULATION CAN BE EXPECTEDALTHOUGH
LOCALLY HIGHER AMOUNTS ARE POSSIBLE
WEST WINDS OF 20 TO 30 MPH WILL GUST UP TO 40 MPH THESE WINDS
WILL CAUSE CONSIDERABLE BLOWING AND DRIFTING OF SNOW VISIBILITIES WILL FREQUENTLY BE REDUCED TO NEAR ZERO AT TIMES
THROUGH THIS AFTERNOON
GUSTY WINDS ALONG WITH RAPIDLY FALLING TEMPERATURES WILL
PRODUCE SUB ZERO WIND CHILLS
IMPACTS
TRAVEL WILL BE SEVERELY IMPACTED WITH SNOW BLOWING
SNOWAND BITTER COLD WIND CHILLS BLIZZARD CONDITIONS ARE
EXPECTED THROUGHOUT MUCH OF THE DAY ESPECIALLY ALONG US HIGHWAY 131
POWER OUTAGES WILL BE POSSIBLE DUE TO THE STRONG GUSTY WINDS
PRECAUTIONARYPREPAREDNESS ACTIONS
IT WOULD BE BEST NOT TO TRAVEL TODAY
IF YOU MUST TRAVELKEEP AN EXTRA FLASHLIGHTFOODAND
WATER IN YOUR VEHICLE IN CASE OF AN EMERGENCY
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 5 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
54
EXAMPLE OF HOLLAND AT WWWWEATHERCOM
Right Now Next 36 Hours
Today Tonight Tomorrow
Light Snow Snow Snow Shower AM Snow Showers
30degF 32deg 27deg 33deg
Feels Like 21deg High Low High
Past 24-hr Precip 029 in (est) Snow 29 in (est)
Chance of Precip 80
Chance of Precip 80
Chance of Precip 60
Wind From W at 12mph
Wind W at 18 mph
Wind W at 17 mph
Wind W at 14 mph
Humidity 69 64 62 62
Dew Point23deg
Pressure 2980 in
Visibility 10 mi
UV Index 0 - Low 1 - Low -- 1 - Low
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 6 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
55
CONTINUED EXAMPLE OF HOLLAND AT WWWWEATHERCOM
Daylight Remaining 6 hrs 1 min Sunrise 755 am Sunset 512 pm Sunrise 756 am
Through 5pm A steady snow will continue to fall through late afternoon Cloudy and windy Temperatures reaching the low 30s Winds W at 15 to 20 mph Chance of snow 80 Additional snowfall of 1 to 2 inches through 430pm
Snow showers early with a steadier snow developing late Colder Temps nearly steady around 30 Winds W at 15 to 25 mph Chance of snow 80 1 to 3 inches of snow expected
Variably cloudy with snow showers Low 27F Winds W at 15 to 25 mph Chance of snow 80 Snow accumulating 1 to 2 inches
Mainly cloudy with snow showers around in the morning High 33F Winds W at 10 to 20 mph Chance of snow 60 Snow accumulations less than one inch
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 7 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
56
Policy Chapter Situational Procedures Date Revised 709
Policy Title Severe Weather Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
CLASS CANCELLATIONS PROCEDURES
GREATER GRAND RAPIDS ndash HOLLAND AND LETTINGA
CLASS CANCELLATIONS PROCEDURES
NOTE All staff are to report to work as long as they are not endangering themselves in the process
The Director of Security Services will input information for all campuses in the GRAIL WEB system and at
wwwcancellationscom
1 When closings occur the Director of Security Services or his alternate will input closing data to the
GRAIL WEB site which will result in local media announcements
2 Day Classes ndash Weekdays (Monday through Friday) the Director of Security Services or alternate will check on weather and road conditions should weather become severe
a When day classes (prior to 400 pm start) need to be canceled the Director of Security Services
will contact one of the following in the order listed
i The ED of Student Services (Lettinga)
Tom Woods (517) 230-9834 (cell)
ii The ED of Academic Services (Lettinga)
Joy Harrison (Lettinga) (616) 301-2175 (home) (616) 283-2910 (cell)
iii The Director of Student Services (Holland)
Linda Sievert (616) 942-7735 (home) (616)745-3030 (cell)
b The EDs will inform
ii The Lettinga Asst Directors
Don Fowler (269) 383-5626 (home) (269) 598-7546 (cell)
Nygil Likely (616) 724-4206 (home) (616) 717-8243 (cell)
iii The Holland Director of Student Services
Linda Sievert (616) 942-7735 (home) (616)745-3030 (cell)
iv The Dir of Security Services
Eric Patterson (616) 459-8603
who will access wwwgrailwebcom and TV-13 (616) 785-1313 to
input the West Michigan locations (s) being closed and for how long
These decisions will be broadcast by 600 am
57
Policy Chapter Situational Procedures Date Revised 709
Policy Title Severe Weather Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
3 Evening Classes ndash Weekdays (Monday through Friday) the EDrsquos (see 2b i ii and iii above) and the Director of
Security Services will decide on cancellations for classes starting after 400 pm
The Director of Security Services will access wwwgrailwebcom and TV-13 (616) 785-1313 to input exactly
which locations (s) are being closed and for how long
4 Weekend Classes ndash The Security Services Officer on duty will contact 1) the Director of Security Services 2) the ED
of Student Services 3) the D for Holland or 4) ED for Academic Services at Lettinga (See 2 a and b above) The
individual contacted will
a Make the decision to close Lettinga and Holland locations
b Relay decision to the Director of Security Services who will access wwwgrailwebcom and TV-13 (616)
785-1313 to input exactly which locations (s) are being closed and for how long
c Contact the EDs and D (see 2a and b above) to tell them of the closings
Saturday classes will be canceled by 600 am
Sunday classes will be canceled by 800 am
5 Phone Messages ndash During any of the seven days of the week the Director of Security Services or designee will contact
Lettinga a Kirsten Scott (616) 554-5311 andor (616) 891-7623 or
b Sally Kuipers (616)742-2070 andor h(616)452-2349 or c(616)560-7478
Holland
c Rhonda Prins at 616-218-9896 or 616-395-4608
to change the message on the switchboards notifying incoming callers that classes have been canceled The
switchboards will carry the specific message as long as appropriate
6 OTHER THAN WEATHER RELATED CLOSINGS ndash Closings for other reasons will be determined by the
campuslocation leader with notification to the ED and Director of Security Services for posting to GRAIL Here are some guidelines
a Electrical Gas Leak Water ndash two hour delay unless need for longer closing is obvious
Contact numbers can be found on the ldquoLocation Communication Treerdquo procedure located in this document
Davenport University Connect Hotline Number is 1-800-525-8282
58
Purpose
The purpose of tornado drills is to provide shelter for the campus community during a tornado warning In these cases faculty staff and students should not evacuate the building since this may cause injury During a tornado
warning you have only a short time to find shelter Advance planning and a quick response are the keys to surviving
this type of inclement weather The University values the safety of each individual and expects that people will take
responsibility for safeguarding their welfare
Regulation
Effective March 30 1998 House Bill 5237 amended the Michigan Fire Prevention Cote Act 207 PA 1941 as
amended Section 19 to require Tornado Drills in Schools The new requirement applies to all schools including
state supported schools colleges universities and school dormitories
Sec 19 (3) now requires a minimum of 2 tornado safety drills for each school year at the schools and facilities hellip
These drills are for the purpose of preventing hazards and injuries in the event of severe weather
Responsibility
Responsibility for the planning and conduct of drills shall be assigned by campus risk management to competent
persons qualified to exercise leadership A written record of all drills conducted should be maintained including a
critique of the event This record should be maintained by risk management
General Guidelines
Drills shall include suitable procedures to make sure that all persons in the building or all persons subject to the
drill actually participate If a tornado drill is considered merely as a routine exercise from which some persons may
be excused there is a grave danger that in an actual tornado the drill will fail in its intended purpose All drills
should be pre-planned and preannounced
Definitions
Severe Weather Includes thunder lightening hail wind and heavy rains
Tornado A violently rotating column of air in contact with the ground
Watch Indicates that conditions are favorable for a particular type of weather to occur
Warning Indicates that a particular type of weather is or will soon be occurring
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Tornado Drills Page Number 1 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
TORNADO DRILLS
59
Specified Occupancies
Educational Occupancies ndash Academic and Administrative Buildings
All educational buildings on campus must hold two sets of tornado drills one in the spring and one in the Fall
preferably during the first four weeks of the semester Faculty and staff shall work in cooperation with risk
management in scheduling drills before the semester begins A ldquosetrdquo can be defined as a tornado drill during
the day and one in the evening in order to involve as many staff and students as possible
Locations of tornado shelters are to be conspicuously posted in each classroom and hallway to provide the
necessary information and ensure orderly movement through the building Signs should also specify that
elevators must not be used to exit during a tornado drill
Faculty and staff must be familiar with the tornado shelter locations and will assist students to these shelters
Handicapped students should inform faculty or staff at the start of the semester of any special requirements with
respect to procedures that will best facilitate those students
Residential Occupancies
Residential facilities demonstrate the greatest need for adequate and effective tornado shelter awareness due to
the potential loss of life Tornado drills in residence halls must be performed twice each year one in the spring
and Fall
A major concern in residence hall tornado drills is the resistance of residents to go to the designated tornado
shelters Resident assistants and other staff must take responsibility for the complete and orderly movement of
the students through the building Education and awareness are key components to an effective tornado drill
program Location of shelter in each apartment will help student to become more fully aware
Special consideration must be given to handicapped students with regard to tornado drills in residence halls To
be most effective handicapped students should be required to move to tornado shelters during a tornado drill
regardless of their location in the building Preplanning is key for the handicapped person because hisher own familiarity with the tornado shelter locations and the safest methods of egress is vital The handicapped person
should also seek out buddies to assist
On each floor of the facility the resident staff should proceed down the hall knocking loudly on each door as
heshe passes Staff should not unlock each door as this is time consuming and may result in danger to the staff
person
Assembly Occupancies ndash Student Center
Because actual tornado drills are not practical for places of non-continuous assembly where the students or
public body changes with each program employees or attendants of such places should be schooled in the
duties they are to perform in case of a tornado drill An adequate number of competent attendants must be on
duty when assembly occupancy is used Signs with directions for speedy and orderly egress should be posted
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Tornado Drills Page Number 2 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
60
TORNADO DRILL CHECKLIST
INDOORS
1 Information about severe weather will be given to the campus community if known in advance
2 A Tornado Watch is the time to review emergency action plans and determine the nearest tornado shelter
3 Tornado shelter plans will be posted in each classroom
4 During a tornado watch one person will be designated to monitor the weather by computer or weather radio
5 When the community siren is activated or information is obtained through computer monitoring faculty and
staff will move students to the appropriate tornado shelters
6 DU-Alert will be activated for the individual campus that has the tornado warning The following are the
individuals who can access DU-Alert
Duane Terpstra
Office 616-732-1155
Cell 616-581-5295
Home 616-786-0293
Matthew Miller
Office 586-620-4050
Cell 616-780-6346
Shallan Spielmaker
Office 517-367-8211
Cell 616-581-1453
Nathan Schumacher
Office 586-620-4054
Cell 586-201-8099
7 There will be monitoring equipment in a designated shelter to determine the completion of the warning
8 Do not use elevators and stay away from windows
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Tornado Drill Checklist Page Number 3 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
61
OUTDOORS
1 Seek indoor shelter if possible
2 Parked motor vehicles are unsafe Seek indoor shelter
3 If an indoor shelter is not available and there is not time for escape lie flat in a ditch or low spot
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Tornado Drill Checklist Page Number 4 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
62
Policy Chapter Situational Procedures Date Revised 709
Policy Title Tornado Policy Page Number 2 of 3
CRISIS MANAGEMENT MANUAL
University Crisis Management
TORNADO SHELTER AREA ACADEMIC BUILDING ndash Shelters are in green
areas
63
Policy Chapter Situational Procedures Date Revised 709
Policy Title Tornado Policy Page Number 3 of 3
CRISIS MANAGEMENT MANUAL
University Crisis Management
TORNADO SHELTER RESIDENCE HALLS ndash Shelters are in green areas
TORNADO SHELTER STUDENT CENTER ndash Shelter are in green areas
64
Policy Chapter Situational Procedures Date Revised 709
Policy Title Stalking Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
STALKINGTHREATSHARRASSMENT
IF OCCURRING ON CAMPUS
Contact those individuals who are responsible for security services or your student services representative They will
evaluate the situation and contact police authorities if necessary
If fear of bodily harm exists call the Police Department at 911 and then locate security services personnel
If you receive a ldquoPersonal Protection Orderrdquo or PPO from the court provide a copy of the order to the office of Security
Services
IF OCCURRING OFF CAMPUS
Contact the police at 911 followed by security services personnel
Copies of Personal Protection Orders are kept on file These documents should be updated as necessary and will be shared with location personnel on a need to know basis
As with any incident on location an incident report should be filled out and kept on file for future reference
The next page is an example of the information that can be given to those at a location in order to assist in identifying the
individual responsible This information upon approval of the victim can be kept at a main entrance desk welcome center
or other location where staff may meet people as they enter the building
Stalking is a willful course of conduct involving repeated or continuing harassment of another individual
that would cause a reasonable person to feel terrorized frightened intimidated threatened harassed or
molested and that actually causes the victim to feel terrorized frightened intimidated threatened harassed
or molested 750411h
SECURITY CELL 616-446-7098
65
Policy Chapter Situational Procedures Date Revised 709
Policy Title Stalking Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
66
Policy Chapter Situational Procedures Date Revised 909
Policy Title Suicidal Remarks Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
SUICIDAL REMARKS
With the diverse student body with varying age groups and backgrounds the potential exists for suicidal tendencies among
students who are attending classes It is critical that our staff respond to these individuals correctly and with care to ensure
that the safety of our student body is preserved and that the individual is properly cared for
When confronted with a student who is making suicidal remarks you should contact a security services or a student services
representative as soon as possible Security Services personnel with help from Student Services will coordinate any
further response
It is important to isolate this student from the rest of the student population and keep them under watch throughout the entire
incident At no time should a student who has made such statements be left alone Every effort should be made to keep
them on location If the individual insists on leaving inform them that you believe this to be unwise but allow them to leave if they insist If the student does leave contact the Police Department to inform them of the situation Attempt to give the
police a description of both the person and the vehicle they are driving as well as contact information if available
Ask the student if there is a mental health professional that they have been seeing and ask if they have the contact number
for that person If they do have them contact that individual Ask the student if there is a family member or friend that can
transport himher off site
A DU employee should only willingly allow a suicidal student to leave if there is a third party present to transport them
Under no circumstances should the student be allowed to leave on their own even if they state that they are feeling better
without some resistance from the University employee
67
SUICIDE ATTEMPT
Student Suicide Protocol All Campuses (Non-Housing)
1
st Staff Responder First Steps (Immediately)
When you enter the room or vehicle
Is the area safe
Check for vital signs
Call 911Security ServicesStudent Services based on the resources available
Gather information
Identify student if possible
Identify method of suicide if possible
Are you able to contain the area YesYes with assistanceNo
Determine how many students if any are awareimpacted by the situation and who they are
Contact ED of Student Affairs (Paul Ballard) or ED of Security Services (Matt Miller) or VP of Risk
Management (Terpstra) and inform with what you know
Name of Student
Method of suicide
What you know about the student (Team clubs friends etc)
If area is contained or does it need to be contained
How many students are immediately affected and who they are
What location will the affected students be quarantined
If security or police have arrived your focus is the affected students
Quarantine affected students in a separate area
Discuss with them that someone from the University will be contacting the studentrsquos family and for them
not to refrain from contacting the family out of respect and care for them until a trained professional
contacts them
Determine if the studentrsquos circle of friends is complete or if others need to be quarantined temporarily
Comfort the students as best you can and assess individualrsquos risk levels
Remain with the students until a trained counselor arrives
1st Professional Staff Responder Next Steps (1 to 24hrs)
Create incident report
Relocate displaced classes if needed
Check in and identify additional students or staff that require mentalemotional support
1st Professional Staff Responder Final Steps (24-48 hrs)
Check in and identify additional students or staff that require mentalemotional support
Aid in gathering the deceased individualrsquos personal belongings if necessary
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Suicidal Attempt Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
68
Missing Student Protocol
(Not process for Study Abroad Missing Student)
A campus is contacted by a person requesting information on a student that the caller assumes is missing This
person is worried because they have not been contacted by the student for an unusual length of time You explain to
the caller that you cannot give out specific information about a student but would be willing to work with the police
if they would report the issue
Once you disconnect from the caller you take the following steps
Contact ED of Student Affairs (Paul Ballard) or ED of Security (Matt Miller) or VP of Risk Management (Terpstra)
Student Services or
Security Services
Contact the person responsible for investigations on your campus This may be Security
Services or Student Services depending on the resources on the campus Contact the
caller and ask the below question
Determine relationship to student
Why do you think they are missing
Date time location the student was last seen
General routine of student (Close circle of friends)
Studentrsquos cell number
Does the student have a Social Media account Make model color and license plate of vehicle
Have they filed a missing persons report
Is there any medical or emotional condition we should be aware of
Establish a timetable where you will contact them again
General Investigative Steps
Call and text the student
Send the student an Email
Check with instructors on attendance of student (w photo)
Check emergency information in Banner
Check SPACMNT for comments and FERPA waivers
Go to studentrsquos classroom
Check card access and dining swipes (if applicable)
Check social networking sites
Contact known FriendsClassmates fill in any information gaps from that caller did not know
Check for student car in parking lot
Contact CSC for last log in
Check the websites to see if student has been arrested ex httpswwwaccesskentcomInmateLookup
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Missing Student Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
69
Missing Student Protocol
(Not process for Study Abroad Missing Student)
If proof of life has been established or check list has been completed Contact ED of Student Affairs (Paul Ballard)
or ED of Security (Matt Miller) or VP of Risk Management (Terpstra)
If student is found
Have them contact the person that called (if applicable) with University personnel present
If student does not want the person to know where they are have them meet with EDSA Paul Ballard
ED of SA will make contact with the caller and give them FERPA based info
If student is hospitalized or unable to return to school initiate protocol for medical withdrawal
If student is not found
Student Affairs will call emergency contact number
Student Affairs will follow up with caller
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Missing Student Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
70
Policy Chapter Situational Procedures Date Revised 909
Policy Title Utility Failure Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
UTILITY FAILURE
ELECTRICAL FAILURE
All individuals should remain where they are
Security Services personnel will assist with building evacuation if necessary
Security Services personnel will notify Consumers Power
If the power comes back on in a short time (two hours or less) operations will resume
If the power remains off for longer than two hours campus leadership will make a decision on whether or not to
close the campus
GAS LINE BREAK OR LEAK
Report the break or leak to Security Services 616-446-7098
Security Services will clear the immediate area and evacuate the building if needed
DO NOT turn off radios lights computers or other office equipment
Security Services will contact the utility company
WATER MAIN BREAK
Security Services or facilities will contact the Water Department
All employees and students should be notified that the restroom facilities will not be available
SECURITY CELL 616-446-7098
71
Policy Chapter Updating Process Date Revised 709
Policy Title Post Incident Debriefing Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
POST INCIDENT DEBRIEFING
Once the incident is over a debriefing should take place with those who were involved The purpose of this process is to improve our reaction to future incidents The following is a general list of questions that can be asked
Type of Incident
Date of Incident Time of Incident
Initial notification received by
Was the VP of Risk Management notified soon after the event [ ] Yes [ ] No [ ] NA
Were the appropriate people notified of the situation [ ] Yes [ ] No [ ] NA
Was there good communication with the Risk Management Team [ ] Yes [ ] No [ ] NA
Was there good communication with the local Crisis Management Team [ ] Yes [ ] No [ ] NA
Was there appropriate communication with Cabinet Members [ ] Yes [ ] No [ ] NA
Was there appropriate communication with Faculty Staff and Students [ ] Yes [ ] No [ ] NA
What changes could there have been to make communication better
What actions were taken that was effective
What are the opportunities for improvement
What changesadditions are needed for the crisis management manuals
On the back of the page map the incident timeline
72
Policy Chapter Testing Date Revised 709
Policy Title Testing amp Training Process Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
TESTING amp TRAINING
The testing process for possible crisis situations will be done in the following three ways
1 Scenarios will be presented to the Risk Management and Crisis Management teams in the form of table top exercises This will be done in the regular meetings
2 Simulation of actual events
3 Instruction is given on how to react to a crisis The below document is given to all employees and placed in many
locations within the facilities
EMERGENCY RESPONSE PROCEDURES
University Crisis Management
Emergency Response
Security Management
LOCATION CRISIS MANAGEMENT TEAM
HOW TO REPORT AN INCIDENT
SUSPICIOUS PERSONS
STALKINGTHREATSHARASSMENT
VIOLENT BEHAVIOR
ACTIVE SHOOTER RESPONSE
BOMB THREAT
UTILITY FAILURE
FIRE RESPONSE
SEVERE WEATHER
FIRST AIDBLOODBORNE PATHOGENS
MAIL SECURITY
73
GLOSSARY OF TERMS
1 CMT- Crisis Management Team A crisis management team consists of representatives from Human Resources Security Services Facilities IT etc These teams are located at every location within the University and are responsible for crisis management at that particular location
2 RMT ndash Risk Management Team The risk management team consists of representatives from Human Resources Security Services Facilities IT etc This team is located at Lettinga and is responsible to develop procedures manage crisis management teams and communicate with the administration
3 EOC ndash Emergency Operations Center Headquarters for the Crisis Management team to manage and coordinate the companyrsquos business recovery efforts
Policy Chapter Appendix A Date Revised 709
Policy Title Glossary of Terms Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
74
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic Lower West Page Number 1 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
Gas Valve Electrical Panel
Geothermal
Pumps
75
Sprinkler Shutoff
Water Shutoff
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic Lower East Page Number 2 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
76
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 1st West Page Number 3 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
77
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 1st East Page Number 4 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
78
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 2nd
West Page Number 5 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
79
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 2nd
East Page Number 6 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
80
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 3rd
West Page Number 7 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
81
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 3rd
East Page Number 8 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
82
Water Shutoff Electrical
Shutoff
Gas Shutoff
Fire Suppression
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Student Center Lower Level Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
83
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Student Center Main Level Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
84
Electrical
Shutoff
Water Shutoff
Fire Suppression
All Shutoffs
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Cook Hall Basement Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
85
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Cook Hall Floors 1-4 Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
F1 F2
F3 F4
86
Electrical Shutoff
Water Shutoff
Fire Suppression
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Meijer Hall Basement Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
87
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Meijer Hall Floors 1ndash5 Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
F1 F2 F3
F4 F5
88
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title South Hall 1st amp 2
nd Floor Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
F1
F2
89
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title South Hall 3rd
and 4th Floors Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
F3
F4
90
Policy Chapter Appendix C Date Revised 709
Policy Title General Telephone Numbers Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
NAME WORK NUMBER CELL NUMBER TITLE
Anderson Kristine 616-742-1726 231-329-4667 Director of Employee Relations
Ballard Paul 616-554-5687 616-862-6532 Exe Director of Student Affairs
Bean Brent 616-451-3511 ext 1495 616-889-3875 IT S Manager
Beausoleil Gail 616-554-5394 616-292-5446 Director of Career Services
Bill Chris 616-732-1151 616-540-7396 VP or Human Resources
Bloom Deb 616-732-1124 616-340-3402 Exe Dir Of government amp Com Relations
Bruyn Kim 616-732-1165 616-540-7711 Exc VP for Advancement
Caledonia Fire amp Rescue 616-891-0940 Caledonia Township Fire amp Rescue
Caledonia High School 616-891-8129 Caledonia High School
Caledonia Middle School 616-891-8649 Caledonia Middle School
Communication Fax 616-732-1179 Communication Fax
CSC 1-800-322-3984 Customer Support Center
Donovan Sherri 616-233-3472 616-233-3472 Exe Director of Academic Services
Dutton Christian School 616-698-8660 Dutton Christian School
Engblom Rob 616-554-5087 865-803-7350 Exe Director of Housing
Finkler Kathy 616-732-1085 616-446-5303 Director of Customer Support
Fischer John 616-554-5005 616-822-1088 Director of Facilities
Fisher Christine 616-732-1168 616-340-2525 Exe Administrative Assistant
Fowler Don 616-732-1206 269-598-7546 Director of Student Services
Harrison Joy 616-554-5820 616-283-2910 Exc Director of Academic Services
Hogan Brian 616-437-3234 HiTec Cleaning Services
Hooser Malachi 616-5545386 616-308-9232 Call Center Manager
Hotline 1-800-525-8282 Emergency Hotline
IT Weekend Emergency Number 616-481-6011 IT Weekend Emergency Number
Jensen Rick 616-732-1172 616-706-2608 News Information Manager
Jones Apple 616-554-4743 616-560-4856 Department Coordinator
Kent County - Main 616-632-6100 Kent County Sheriff Department
Kent County - Substation 616-632-6490 Kent County Sheriff Department
Kingrey Daryl 616-554-5395 616-481-2239 VP of Admissions
Knechtel Heather 616-554-5388 517-974-5793 Director of Admissions
91
Policy Chapter Appendix C Date Revised 709
Policy Title General Telephone Numbers Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
NAME WORK NUMBER CELL NUMBER TITLE
Kraska Nick 616-7732-1120 HRIS Coordinator
Lemmon Bill 616-732-1087 616-450-4933 Director of Networking
Lemmon Nicholas (Hi-Tec) 616-662-1623 616-732-1303 VP of Operations - Hitec Cleaning
Likely Nygil 616-554-5316 616-719-6457 Director of Student Services
Loud Tammy 616-554-5396 517-490-5940 VP of Student Services
Lowden Paul 616-554-5050 616-901-1787 Director of Athletics
MacDonald Meghan 616-554-4766 616-610-7690 Bookstore Manager
Manning Janet 616-774-5415 ext 238 Gallagher Risk Management Services
McCormick Nathan 616-732-1128 616-745-7142 Exe Director of Facility Operations
McLaughlin Karen 616-698-7111 616-970-5866 Asst Director of LInC
Miller Brian 616-732-1195 616-821-2618 VP of IT
Miller Linda 616-233-0922 VP Arthur Gallagher Insurance
Miller Matthew 586-620-4050 616-780-6346 Exe Director of Security
MSP 616-647-0800 Michigan State Police
Page Sally 616-554-5668 616-780-1394 Exe Director of Libraries
Salinas Kim 616-732-1072 616-813-7165 Benefits Manager
Scott Kirsten 616-554-5311 616-891-7623 Adm Asst Student amp Career Services
Security Services 616-446-7098 Security Services
Shull Lindsey 616-554-5528 616-901-2036 Regional Health Internship Manager
Sievert Linda 616-395-4603 616-745-3030 Director of Student Services - Holland
Stodola Mike 616-554-5138 616-893-7314 Director of Student Center
Terpstra Duane 616-732-1155 616-581-5295 VP of Risk Management
Teuscher Jolene 616-732-1096 616-318-4669 Employee Relations Manager
TV 13 616-785-1313 TV 13
Wagner Natalie 616-554-5821 616-901-0666 Executive Director of Student Life
Williams Ben 616-732-1104 517-303-4955 Information Technology Services
Woods Tom 616-554-5301 517-230-9834 Exe Director of Student Services
92
Family Educational Rights and Privacy Act of 1974 (FERPA)
The Family Educational Rights and Privacy Act (FERPA) is a federal law designed to protect the privacy of students education records The law applies to all schools that receive funds under an applicable program of the US Department of Education
FERPA gives parents certain rights with respect to their childrens education records These rights transfer to the student or former student who has reached the age of eighteen or is attending any school beyond the high school level Students and former students to whom the rights have transferred are called eligible students
Parents and eligible students have the right to inspect and review all of the students education records maintained by the school Schools are not required to provide copies of materials in education records unless for reasons such as great distance it is impossible for parents and eligible students to inspect the records Schools may charge a fee for copies
Parents and eligible students have the right to request that a school correct records believed to be inaccurate or misleading If the school decides not to amend the record the parent or eligible student then has the right to a formal hearing After the hearing if the school still decides not to amend the record the parent or eligible student has the right to place a statement with the record commenting on the contested information in the record
Generally the school must have written permission from the parent or eligible student before releasing any information from a students record However the law allows schools to disclose records without consent to the following parties
o school employees who have a need-to-know o other schools to which a student is transferring o certain government officials in order to carry out lawful functions o appropriate parties in connection with financial aid to a student o organizations doing certain studies for the school o accrediting organizations o individuals who have obtained court orders or subpoenas o persons who need to know in cases of health and safety emergencies o state and local authorities within a juvenile justice system pursuant to specific state laws
Schools may also disclose without consent directory type information such as a students name address telephone number date and place of birth honors and awards and dates of attendances However schools must tell parents and eligible students about directory information and allow parents or eligible students a reasonable amount of time to request that the school not disclose directory information about them
Schools must notify parents and eligible students of their rights under this law The actual means of notification (special letter inclusion in a PTA bulletin student handbook or newspaper article) is left to the discretion of each school
For additional information or technical assistance call (202) 260-3887 or TDD (202) 260-8956 or contact
Family Policy Compliance Office US Department of Education 600 Independence Avenue SW Washington DC 20202-4605
Policy Chapter Appendix D Date Revised 0111
Policy Title FERPA Facts Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
93
EMERGENCY NOTIFICATION SCRIPTS
Test Message
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System This is a test of the mass notification system Davenport University is using this system to keep you informed in the event of an emergency If this had been an actual emergency you would receive official information andor instructions This concludes this test of Davenportrsquos Mass Communication Alert System Thank you for your attention END OF MESSAGE (SMS) This is a test of Davenportrsquos Alert System If this had been an actual emergency you would receive official information andor instructions
Natural Disasters
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System On June 2 2009 a Tornado struck the Caro Campus Damages are reported to be light No injuries have been reported The campus is closed until further notice All students should stay away Be advised that roads may be damaged Travel with caution Thank you for your attention End of Message (SMS) On June 2 2009 a Tornado struck the Caro Campus Damages are reported to be light The campus is closed until further notice
Armed Suspect
(Phone)(E-Mail) This is a message on the Davenport Mass Communication Alert System At June 2 2009 an individual possessing a firearm was reported to be on the Warren Campus The Warren police department has been notified of the situation and is presently on campus We urge everyone on campus to remain in your residence classroom or office with the doors and windows secured If you are currently off campus stay away until further notice Please call 911 if you observe any threatening individuals on or near to campus Thank you for your attention End of Message (SMS) On June 2 2009 at 900 aman individual possessing a firearm was reported to be inside our Livonia Campus Stay in place amp barricade
Policy Chapter Appendix E Date Revised 709
Policy Title Emergency Notification Scripts Page Number 1 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
94
Assault with a Deadly Weapon
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System It has been reported to Davenport University that an individual was recently a victim of an assault with a knife in the parking lot at the Flint campus This took place on June 2 2009 at 1000 am The individual sustained minor injuries and is being treated at a local hospital The incident is still an on-going investigation with the Flint police department Students are advised to be cautious and call 911 to report any suspicious behavior or persons Thank you for your attention End of Message (SMS) On June 2 2009 at 1000 am an individual at the Flint campus was a victim of an assault wa knife Student are advised to be cautious
Bomb Threat
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System On June 2 2009 at 1100 am Davenport University received a threat from an unknown caller that a bomb was set to go off at the Holland campus at Noon The Holland Police departmentrsquos bomb squad is at the scene and conducting a full investigation It will also be assessing the threat level to the University The building has been evacuated and all persons still inside the building must evacuate now A secure perimeter has been established around the area and it is off limits until further notice Thank you for your attention End of Message (SMS) On June 2 2009 at 1100 am the Holland campus of Davenport University received a threat from an unknown caller that a bomb was set to go off in Noon
Gas Main Break
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System There has been a gas main break at the Saginaw campus of Davenport University Evacuate the area Stay away from the area until the situation is resolved Additional information will be given as the situation is resolved End of Message (SMS) We urge everyone to evacuate the Saginaw campus due to a gas main break Please stay away until the situation in resolved
Policy Chapter Appendix E Date Revised 709
Policy Title Emergency Notification Scripts Page Number 2 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
95
Gunshots
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System On June 2 2009 at 100 pm Davenport University received reports of gunshots fired in the parking lot at the Kalamazoo campus The police department has been notified of the situation and is presently on campus We urge everyone on campus to remain in your classroom or office with the doors and windows secured If you are currently off campus stay away until further notice Thank you for your attention End of Message (SMS) We urge everyone at the Kalamazoo campus to remain where you are amp secure doors amp windows If off campus stay away until further notice
Hazardous Materials
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System On June 2 2009 at 200 pm a hazardous material situation is occurring at the Battle Creek campus of Davenport University A hazardous materials team is on scene A secure perimeter has been established and the buildings are off limits until further notice Thank you for your attention End of Message (SMS) There is a hazardous materials spill at the Battle Creek campus and a secured perimeter has been established Buildings are off limits until further notice
Homicide
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System It was reported to Davenport University that an individual was recently a victim of homicide by at the Livonia campus on or about June 2 2009 at 300 pm The incident is still an on-going investigation with the Livonia police department at this time If you find yourself in a position of concern or witness any suspicious persons on campus please immediately contact the 911 Thank you for your attention End of Message (SMS) Davenport University Livonia campus has a victim of homicide by that occurred in the parking lot on June 2 2009 at 300 pm No arrest has been made
Policy Chapter Appendix E Date Revised 709
Policy Title Emergency Notification Scripts Page Number 3 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
96
Power Failure
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System We are currently experiencing a power failure at the Lansing campus The estimated duration of the power outage is unknown Additional updates will be given End of Message (SMS) There is a power outage at our Lansing campus Duration unknown Additional updates will be given
Violent Crime
(Phone)(E-mail)
This is a message on the Davenport Mass Communication Alert System On June 2 2009 at 500 pm an assault was reported at the Warren campus We ask that you offer your full cooperation to the police department if asked Please call 911if you observe any threatening individuals on or near to campus Thank you for your attention End of Message (SMS) On June 2 2009 at 500 pm an assault was reported at the Warren campus The police department has launching an investigation
Policy Chapter Appendix E Date Revised 709
Policy Title Emergency Notification Scripts Page Number 4 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
97
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Academic Building Page Number 1 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
98
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Academic Building Page Number 2 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
99
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Cook amp Meijer Halls Page Number 3 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
100
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash South Hall Page Number 4 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
101
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Student Center Main Page Number 5 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
102
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Student Center Lower Page Number 6 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
9
Policy Chapter Response Procedures Date Revised 909
Policy Title Evacuation Procedures Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
EVACUATION PROCEDURES
Evacuation of the Academic building will be handled by Security Services In case of a Fire evacuation will be requested by the use of a fire alarm with the assistance from the officers on duty Any other evacuations will be handled by Security Services through the use of the telephone intercom system going door to door or by other means Evacuation of the residence halls will be handled by the Director Assistant Director and Resident Assistants They will be helped by Security Services as available In case of a fire evacuation will be requested by the use of a fire alarm with the assistance of residence hall staff and Security Services as available Evacuation of the student center will be handled by Security Services and the student center staff In case of a fire evacuation will be requested by the use of a fire alarm with the assistance of student center staff and Security Services as available Evacuation routes can be found in Appendix F
10
Policy Chapter Response Procedures Date Revised 0411
Policy Title Emergency Communications Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
COMMUNICATIONS
INFO TECHNOLOGY
HUMAN RESOURCES
FACILITIES
SECURITY SERVICES
STUDENT SERVICES
Rick Jensen News Information Manager
Office 616-732-1172 Cell 616-706-2608
Customer Support 1-800-322-3984
Kristine Anderson Dir of Employee Relations
Office 616-742-1726 Cell 231-329-4667
Call Security who will make contact with
facilities Securityrsquos number is 616-446-
7098
Contact officer on Duty at 616-446-7098
Paul Ballard Dir Of Student Affairs Office 616-554-5687 Cell 616-862-6532
Robin Luymes
Exe Director of University
Communications
Office 616-732-1157
Cell 616-550-6585
Weekend Emergency 616-481-6011
Chris Bill VP of Human Resources
Office 616-732-1151 Cell 616-540-7396
Duane Terpstra VP of Risk
Management Office 616-732-1155
Cell 616-581-5295 Home 616-786-0293
Tammy Loud VP of Student
Services Office 616-554-5396
Cell 517-490-5940
Kim Bruyn
Executive Vice President
for University Relations
and Communications
Office 6167321165
Cell 6165407711
Brian Ulicki
ITSProject Manager Office 586-620-4059
Cell 989-225-1098
Jolene Teuscher
Employee Relations Manager
Office 616-732-1096 Cell 616-318-4669
Matthew Miller Exe Director of
Security Services
Office 586-620-4050 Cell 616-780-6346
Residence Halls Only
Rob Engblom Exe Dir Of Housing
Office 616-554-5087 Cell 865-803-7350
Christine Fisher
Executive Administrative
Assistant
Office 6167321168
Cell 6163402525
Kathy Finkler
Dir of Customer Support
Office 616-732-1085
Cell 616-446-5303
Kim Salinas
Benefits Manager Office 616-732-1072 Cell 616-813-7165
Sasha VanderLugt
Social Media Coordinator
Office 6167321084
Cell 6167807382
Bill Lemmon
Dir of Networking Office 616-732-1087
Cell 616-450-4933
Deb Bloom
Executive Director of
Government and
Community Affairs
Office 616732-1124
Cell 616340-3402
Brian Miller
VP IT Office 616-732-1195 Cell 616-821-2618
CRISIS COMMUNICATION CALL-OUT LISTS
11
REASONS TO CALL
Communication is crucial in all disruptions of the academic environment These disruptions could be anything from
a mechanical failure to major criminal activity You can find some of the reasons listed below
The point person at each campus must be contacted and informed of these disruptions If in doubt always call The
point person will contact the VP of Risk Management or his designee who will continue the formal
communication process as shown in the diagram below Informal communications will take place according to
individual departmental policies The formal process has been established to verify that everyone is notified The
overlap between the formal and informal communication process can be advantages
Policy Chapter Response Procedures Date Revised 0111
Policy Title Reasons to Call - Formal Response Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
REASONS TO CALL
Power outage
Phones off-line
Network off-line
Critical Flood
Major Mechanical Issue
Gas Leak
Tornado Warning
NAME O FFICE CELL HO ME
CSC 1-800-322-3984
Duane Terpstra 616-732-1155 616-581-5295 616-786-0293
Kristine Anderson 616-742-1726 231-329-4667
Malachi Hooser 616-554-5386 616-308-9232
Matthew Miller 586-620-4050 616-780-6346
Nathan McCormick 616-732-1128 616-745-7142
Paul Ballard 616-554-5687 616-862-6532
Rick Jensen 616-732-1172 616-706-2608
See Callout List Previous page
REASONS TO CALL
Major Medical
Suicide or Suicidal
Assault
Weapons Offense
Bomb Threat
Communicable Disease
Civil Disorder
Threats of Bodily Injury
Major criminal activity
REASONS TO CALL
Building Fire
Tornado
Major catastrophe
Pandemic Flu
Death
VP of Risk
Management
Student Services Security Services
Human Resources Communications
Executive Vice
Presidents
Information
Technology
Facilities Only the president can close a campus or cancel a class
Call Center
12
Policy Chapter Response Procedures Date Revised 909
Policy Title Local Communication Tree Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
LOCAL COMMUNICATION TREE
Tom Woods ndash ED of Student Services (517) 230-9834 (cell)
(616) 554-5301 (office)
Following a decision to close Greater GR locations Tom will call
1 Daryl Kingrey ndash VP of Admissions (616) 475-5828 (home)
(616) 481-2239 (cell)
(616) 554-5395 (office)
Daryl will start his phone tree by calling the following staff
a Heather Knechtel Director of Admissions (616) 536-2017 (home) (517) 974-5793 (cell)
(616) 554-5388 (office)
Heather will call the Admissions staff at Lettinga
b Colleen Thoman Director of Admissions (Holland) (989)850-3996 (cell)
(517)367-8202 (office)
Colleen will call the Admissions staff at Holland
c Amy Lucas ED of AdmissionsLead Management (269)-795-4413 (home)
(616)450-1943 (cell)
(616)233-2583 (office)
i Malachi Hooser Call Center Manager (616)308-9232 (cell)
(616)554-5386 (office)
Malachi will call the Call Center staff
2 Tammy Loud VP of Student Services (517) 490-5940 (cell)
(517) 349-6182 (home)
(616) 554-5396 (office)
Tammy will start her phone tree by calling the following staff
a Natalie Wagner ED of Student Life (616) 901-0666 (cell) (616) 554-5821 (office)
Natalie will start the phone tree for Student Life
b Paul Ballard ED of Student Affairs (616) 862-6532 (cell)
(616) 794-1103 (home)
Paul will start the phone tree for Student Affairs
c Gail Beausoleil Director of Career Services (616) 292-5446 (cell)
(269)948-8828 (home)
(616) 554-5394 (office)
Gail will start the phone tree for Career Services
13
Policy Chapter Response Procedures Date Revised 909
Policy Title Local Communication Tree Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
d Rob Engblom ED of Housing and Residence Life (865)803-7350 (cell)
(616)871-6755 (office)
Rob will start the phone tree for Residence Life (616)536-2202 (Home)
3 Joy Harrison ED of Academic Services LLT (616) 301-2175 (home)
(616) 283-2910 (cell)
(616) 554-5820 (office)
Joy will start her phone tree by calling the staff below
a Patty Brechbiel Director of Academics (616) 897-5772 (home)
(616) 485-1860 (cell) (616) 871-3977(office)
Patty will start the phone tree for Academics
b Sherri Donovan DU Online (616) 949-5464 (home)
(616) 855-2771 (cell)
(616) 233-3472 (office)
Sherri will start the phone tree for Online
4 Nygil Likely Director of Student Services (616) 724-4206 (home)
(616) 717-8243 (cell) (616) 554-5316 (office)
Nygil will start the phone tree for Advisors
5 Don Fowler Director of Student Services (269)383-5626 (home)
(269)598-7546 (cell)
(616)554-5193 (office)
Don will start phone tree for AdvisorsWelcome Desk
Tom Woods will also call
Mike Stodola Director of Student Center (616) 893-7314 (cell)
(616) 554-5269 (office)
Karen McLaughlin LiNC (616) 970-5866 (cell)
Meghan MacDonald Bookstore Manager (616) 610-7690 (cell)
(616) 554-4766 (office)
Linda Sievert Director of Student Services - Holland (616) 942-7735 (home)
(616) 745-3030 (cell)
(616) 395-4603 (office)
Each administrator will contact key individuals in their own areas of responsibility
14
Policy Chapter Response Procedures Date Revised 0111
Policy Title DU-Alert Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
DU-ALERT
HIGHER EDUCATION OPPORTUNITY ACT
The Higher Education Opportunity Act (Public Law 110-315) (HEOA) was enacted on August 14 2008 Under Title IV
the federal law requires all colleges and universities to have a notification and warning plan in place to alert the campus
community of an emergency The US Department of Education is still in the process of developing the regulations that will
coincide with this law and will amend the Code of Federal Regulations (34CFR) in the fall of 2009
DU ALERT EMERGENCY NOTIFICATION SYSTEM
1 The Du Alert service is used to transmit brief urgent messages to a large segment of an institutionrsquos population as
quickly as possible It is strongly recommended that this system be used for unplanned emergency events which
have the opportunity to affect the entire campus Use of this system for specific building closures which impact
the campus is also encouraged
2 The final regulations clarify the difference between the existing timely warning requirement and the new
requirement for an emergency notification policy While a timely warning must be issued in response to specific
crimes an emergency notification is required in the case of an immediate threat to the health or safety of students
or employees occurring on campus Emergency notifications may include but are not limited to
Bomb threats or other imminent violent threats
Fires natural gas leaks and hazardous spills affecting the entire campus
Building evacuations and lock downs affecting the entire campus
Biological or pandemic emergency notifications
Natural disasters and weather advisories
Power outages and utility failures resulting in an imminent threat
Campus closure due to declared civil emergency
Sample scripts can be found in the appendix Emergency information can be sent to the following devices
Cell Phone
Home Phone
PDA
Work Phone
Voice Mail
Text
15
DU-ALERT
CONTROL OF ACCESS
There is a small group of administrators who are authorized to report emergency events through DU-Alert These
are as follows
Duane Terpstra
Office 616-732-1155
Cell 616-581-5295
Home 616-786-0293
Matthew Miller
Office 586-620-4050
Cell 616-780-6346
Shallan Spielmaker
Office 517-367-8211
Cell 616-581-1453
Nathan Schumacher
Office 586-620-4054
Cell 586-201-8099
Policy Chapter Response Procedures Date Revised 0111
Policy Title DU-Alert Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
16
Policy Chapter Response Procedures Date Revised 0111
Policy Title Emergency Hotline Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
EMERGENCY HOTLINE
A toll free emergency hotline has been established at Davenport University that can be used for emergency information
and weather conditions causing the cancellation of classes or closing of locations This one number for all locations is
1-800-525-8282 or Ext 8282
DU Campus Closing Line Main Menu Greeting
YOU HAVE REACHED THE DAVENPORT UNIVERSITY CAMPUS CLOSING LINE IF YOU KNOW YOUR
TWO DIGIT CAMPUS IDENTIFICATION NUMBER YOU MAY DIAL IT AT ANY TIME DURING THIS
MESSAGE FOR LANSING DIAL 03 FOR KALAMAZOO DIAL 04 FOR MIDLAND DIAL 05 FOR BATTLE
CREEK DIAL 08 FOR HOLLAND DIAL 09 FOR FLINT DIAL 10 FOR SAGINAW DIAL 11 FOR WARREN
DIAL 12 FOR ALMA DIAL 15 FOR CARO DIAL 16 FOR GAYLORD DIAL 19 FOR TRAVERSE CITY DIAL
20 FOR LETTINGA DIAL 33 OR FOR LIVONIA DIAL 35 TO LISTEN TO THIS MESSAGE AGAIN TOUCH
THE KEY
Suggested Message for the Individual Campuses
ltCAMPUS NAMEgt CLASSES ARE IN SESSION AS SCHEDULED
Example
LETTINGA CAMPUS CLASSES ARE IN SESSION AS SCHEDULED
To change a message
1 Dial 7002 for voice item maintenance 2 Dial the application ID for the message yoursquod like to change
3 Dial the password for the application
4 Dial 2 to review the current recording
5 Listen to the recording to make sure you are changing the correct one
6 Dial 5 to begin recording
7 Say the message yoursquod like callers to hear
8 Dial to end recording
9 Dial 2 to review the recording
17
Policy Chapter Crisis amp Risk Management Teams Date Revised 709
Policy Title University Risk Management Team Page Number 1 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
UNIVERSITY RISK MANAGEMENT TEAM
The University Risk Management Team assists in developing plans for crisis management response throughout the University There will be additional employees who attend the Risk Management meetings which can give professional direction in their areas of expertise Below is the list of Risk Management team members and their office and cell numbers
NAME O FFICE CELL TITLE
Anderson Kristine 616-742-1726 231-329-4667 Director of Employee Relations amp Recruitment
Ballard Paul 616-554-5687 616-862-6532 Executive Director of Student Affairs
Crkovski Susan 586-620-4055 586-744-0876 Executive Director of Student Services
Engblom Rob 616-554-5087 865-803-7350 Executive Director of Housing amp Residential Life
Hooser Malachi 616-554-5386 616-308-9232 Call Center Manager
Jenson Rick 616-732-1172 616-706-2608 News Information Manager
Jones Apple 616-554-4743 616-560-4856 Department Coordinator - School of Technology
Knechtel Heather 616-554-5388 517-974-5793 Director of Admissions
Loud Tammy 616-554-5396 517-490-5940 VP of Student Services
Lowden Paul 616-554-5050 616-901-1787 Director of Athletics
McCormick Nathan 616-732-1128 616-745-7142 Executive Director of Facility Operations
Miller Matthew 586-620-4050 616-780-6346 Executive Director of Security Services
Page Sally 616-554-5668 616-780-1394 Executive Director of Libraries
Shull Lindsey 616-554-5528 616-901-2036 Regional Health Internship Manager
Stodola Mike 616-554-5138 616-893-7314 Director of Student Center
Terpstra Duane 616-732-1155 616-581-5295 VP of Risk Management
Wagner Natalie 616-554-5821 616-901-0666 Executive Director of Student Life
Williams Ben 616-732-1104 517-303-4955 Information Technology Services
Woods Tom 616-554-5301 517-230-9834 Executive Director of Student Services
18
Ensure all necessary actions are taken for safeguarding human lives
Ensure all necessary actions are taken for protecting assets
Communicate with Executive Management on status of events related to Crisis
Coordinate with Support Teams to assess the impact of the crisis and the effect on the facility
Remain visible to employees Contact affected employees to assess the impact of the crisis on business processes
Determine whether any impacts resulting from the incident warrant activation of Disaster Recovery Plans
The Risk Management Team will communicate regularly with Campus Crisis Management Teams
Supervise the management of normal business operations
Determine all audiences who need communication general public media students families etc
Determine if other locations are going to be affected and communicate the situation and provide guidance
Let everyone involved know where to send press calls
Provide an official university response to an incident
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Risk Management Responsibilities Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
RISK MANAGEMENT TEAM RESPONSIBILITIES
The Risk Management team is the center of policy development and communication when a crisis occurs Local crisis management teams will be assisted by the Risk Management team during a crisis The Risk Management team communicates with University leadership Below are the details of the responsibilities and a simple action list
RMT ACTION LIST
Assemble local Risk Management Team
Brief the team members on the situation and discuss
the steps that are being taken
Coordinate with HR representative to address
employee life safety issues
Provide continuous updates to the Cabinet regarding
the actions taken and the status of the response
effort
Inform Local Crisis Management Teams of Cabinet
concerns questions or feedback and ensure that any
issues are addressed
RISK MANAGEMENT TEAM RESPONSIBILITIES
19
RMT MEETING AGENDA
Assign a note-taker
Take attendance
Event Status
a What happened
b Has it affected our employees
c How severe is it
d What is being done
e What is the potential for escalation
Employee Status
Technology status including telecom
Infrastructure (power water phones wireless)
Communications
a What is the message
b Methods for communication
c Determine schedule for updates
Accounting for employees
a Roll Call
b Outreachfollow-up
Support for our employees
Updates to executives
Review actions and who is responsible and determine next
meeting time
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Risk Management Agenda Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
RISK MANAGEMENT MEETING AGENDA
The below agenda is developed to assist in the initial meeting when a crisis has occurred
Facility Status
20
Policy Chapter Crisis amp Risk Management Teams Date Revised 0111
Policy Title Crisis Management Team Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
LOCAL CRISIS MANAGEMENT TEAM
The Crisis Management team is the center of policy development and communication at the local campus The responsibilities of the Crisis Management team is comparable to the Risk Management team but at the local level Please make reference to the job description of the Risk Management team Below is a list of the Crisis Management team members and their office and cell numbers
NAME O FFICE CELL TITLE
Anderson Kristine 616-742-1726 231-329-4667 Director of Employee Relations amp Recruitment
Bean Brent 616-732-1097 616-889-3875 Information Technology Services
Beausoleil Gail 616-554-5394 616-292-5446 Director of Career Services
Engblom Rob 616-871-6755 865-803-7350 Executive Director of Housing amp Residential Life
Fischer John 616-554-5005 616-822-1088 Director of Facilities
Fowler Don 616-554-5193 269-598-7546 Director of Student Services
Hooser Malachi 616-554-5386 616-308-9232 Call Center Manager
Jones Apple 616-554-4743 616-560-4856 Department Coordinator - School of Technology
Knechtel Heather 616-554-5388 517-974-5793 Director of Admissions
Likely Nygil 616-554-5316 616-717-8243 Director of Student Services
Lowden Paul 616-554-5050 616-901-1787 Director of Athletics
McLaughlin Karen 616-554-5655 616-970-5866 Asst LInC Director
Stodola Mike 616-554-5138 616-893-7314 Director of Student Center
Terpstra Duane 616-732-1155 616-581-5295 VP of Risk Management
Wagner Natalie 616-554-5821 616-901-0666 Exec Director of Student Life
Willis Dena 616-554-5517 616-617-4977 Student Success Manager
21
PANDEMIC PLANNING TEAM
In the Spring of 2009 the Cabinet approved the development of a multidisciplinary Pandemic Planning team to lead
a comprehensive effort to prepare the university for a potential outbreak of pandemic influenza Building on the
universityrsquos existing plans for crisis management and emergency response this team will
1 Develop policies and short-term and long-term procedures to guide the universityrsquos preparedness in
anticipation of an outbreak of pandemic flu
2 Identify critical resources supplies and materials the university would need to have available to address
such an emergency and how best to obtain them
3 Identify key factors or conditions that will trigger critical decision-making on the part of the University
and recommend who will need to make those critical decisions and what they should be
4 Ensure all decisions are in accordance with local state and federal recommendations and mandates The Pandemic Planning team is responsible for the development of Davenportrsquos Pandemic Influenza Preparation and Response Plan In addition the Pandemic Planning team engages units (schools departments teams committees etc) in a coordinated planning process and oversees the education of the Davenport community about the pandemic threat the Universityrsquos response plans and the need for all members of the community to be informed and involved in the preparedness efforts
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Pandemic Planning Team Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
NAME OFFICE CELL TITLE
Anderson Kristine 616-742-1726 231-329-4667 Director of Employee Relations amp Recruitment
Ballard Paul 616-554-5687 616-862-6532 Executive Director of Student Affairs
Bill Chris 616-732-1151 616-540-7396 VP of Human Resources
Engblom Rob 616-554-5087 865-803-7350 Executive Director of Housing
Harrison Joy 616-554-5820 616-283-2910 Executive Director of Academic Services
Jenson Rick 616-732-1172 616-706-2608 News Information Manager
Loud Tammy 616-554-5396 517-490-5940 VP of Student Services
McCormick Nathan 616-732-1128 616-745-7142 Executive Director of Facility Operations
Salinas Kim 616-732-1072 616-813-7165 Benefits Manager
Shull Lindsey 616-554-5528 616-901-2036 Regional Health Internship Manager
Terpstra Duane 616-732-1155 616-786-0293 VP of Risk Management
VanderVelde Kathleen 616-732-1191 616-292-3177 Director of University Communications
Williams Ben 616-732-1104 517-303-4955 Information Technology Services
22
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Recovery Process Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
RECOVERY PROCESS
Once assured that conditions are safe the Crisis Management Team will focus on returning the location to normal operations
Depending on the nature of the crisis the Crisis Management Team will provide the location with factual information regarding the crisis situation as well as details about recovery activities This information may be provided in the form of memoranda town hall meetings voice mail messages or other methods of communications
In the event that an emergency requires closure the Davenport University Emergency Hotline (formerly the Weather
Hotline) will be activated The hotline number is 1-800-525-8282 Up-to-date information on reopening will be made available
Staff and students should not return until the University is officially reopened All administrators facility and security personnel should report to work unless otherwise notified On a case-by-case basis other members will be asked to report to work to assist in recovery efforts
In the event of building damage the recovery process will include a repair and clean-up component led by Facility Operations If regularly scheduled classes cannot be held due to physical damage the Crisis Management team in conjunction with Academic Services will immediately begin efforts to reschedule classes to other locations Since these efforts may result in time changes as well information regarding schedule changes will be posted via the Davenport University website and through email communications
23
CRISIS MANAGEMENT TEAM RESPONSIBILITIES
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Specific CM Responsibilities Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
Local Crisis Management teams handle the day to day issues of a location They ensure the safe evacuation of all
employees liaison with civil authorities and interface with the security team and manage the crisis with internal
departments The following are the general job requirements of those departments represented on the crisis management
teams throughout the University
Facilities
Damage assessment salvage and restoration
Preparing the alternate location(s) for occupancy
Coordinating temporary relocation of staff
Procurement of supplies and equipment
Handling of OSHA issues
Human Resources
Account for all employees
Contacting employee andor families
Providing assistance to individual employees
Ensuring continuance of salaries and benefits
Oversee payroll activitiesInterface with Payroll
Communications
Determine all audiences who need communication general public media students families etc Determine if
other campuses are going to be affected and communicate the situation and provide guidance Let everyone involved know where to send press calls
Coordinate with the Risk Management Team to determine information to be communicated to students
Use the University Emergency Hotline for the purpose of informing faculty staff and students (families) during a
crisis
IT Team
Recovering server-based systems
Restoring data
Restoring computers and computer activity
Re-establishing voice and data communications
Student Services
Account for all students
Contacting students and or families
Providing assistance to students
Determine living arrangements
Security Services
Administering building security
Access throughout the facility (card access) Granting Issuing and Validating
Intrusion detection Prevention (cameras alarms)
Incident handling
InOut facility checks (validate employment) Scheduling security personnel
Fire Safety Building evacuation
Interface with local authorities (Fire Police Hazmat Poison Ctrl 3E etc)
24
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Job Responsibility Form Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
JOB RESPONSIBILITY FORM
The below form is an example of a process used for the purpose of coordinating the completion of the necessary responsibilities given out to specific people within internal departments
Human Resources
Account for all employees
Contacting employee andor families
Providing assistance to individual employees
Ensuring continuance of salaries and benefits
Oversee payroll activitiesInterface with Payroll
NAME TITLE RESPONSIBILITY DATE COMPLETED
25
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Emergency Resource Kits Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
EMERGENCY RESOURCE KITS
The campus will be equipped with emergency management kits
The emergency resource kit includes
This emergency resource kit must be accessible for all emergencies When leaving the building for fire alarms or other
emergency situations the kit must be carried out of the building
Example If there is a fire alarm and there is a real fire you will not be allowed back in the building until the fire
has been extinguished Under these types of circumstances the contents of the emergency resource kit will be
beneficial
Batteries
Battery powered radio
Bottle of Water
Class Schedule
Crisis Management Plan
Disposable Camera
DU Telephone Directory
First Aid Kit
Flashlight
Floor Plan or Map
Latex Gloves
List of Areas School Numbers
Phone Tree
Plastic Bags
Student Roster
Telephone Book
Writing Utensils
Yellow Role of Caution Tape
LOCATION OF EMERGENCY KITS
1 Welcome Center Desk
2 Academic Office
3 LINC
4 Student Life
5 Residence Halls
26
Policy Chapter Situational Procedures Date Revised 909
Policy Title Active Shooter Response Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
ACTIVE SHOOTER RESPONSE
The following guidelines are offered in order to provide you with useful information in the event of an active shooter
SECURE IMMEDIATE AREA
Close doors and lock them if possible
Turn off lights
Close blinds
Keep calm quiet and out of sight
CONTACTING AUTHORITIES
Call 911
Report your specific location office or room number
Number of people at your specific location
Number and type of injuries
Assailant(s) location number of suspects race and gender clothing description physical features type of
weapons and shooter identity if known
UN-SECURING AN AREA
Consider risks before un-securing rooms
Attempts to rescue people should only be attempted if it can be accomplished without further endangering the
persons inside a secured area
If doubt exists for the safety of the individuals inside the room the area should remain secured
SECURITY CELL 616-446-7098
27
Policy Chapter Situational Procedures Date Revised 709
Policy Title Defibrillators Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
FOR THOSE SITES THAT HAVE DEFIBRILLATORS
AED (Automated External Defibrillator) is used in emergency medical situations where the heart of the victim has stopped
beating and the victim is no longer breathing CPR is to be administered during a heart attack along with using the AED Those trained and certified in CPRAED procedures should be the ones who use the AEDrsquos as the Good Samaritan Act will
cover any problems or injuries during this life saving procedure
An AED is fairly simple to use For the most part the instructions are done in pictures and sound once the unit is opened up
and powered up for operation Follow the pictures and prompts in order to properly use this device For a male victim a
razor may be used in order to shave hair from the areas that the AED pads will be administered in order for proper contact
with the body For females removal of the bra may be needed in order to have proper body contact from the AED pad
An AED should be used within the first few minutes of a heart attack or as soon as it can be administered The AED
delivers an electrical shock that aids in attempting to establish a regular heart rhythm to aid in proper circulation of the
blood amp oxygen in the blood No one should be touching the victim when the AED delivers the shock Prompts from the
AED will be given as to what to do if the victim is shockable and when not to touch the body
CPR and AED should be used on heart attack victims when they are unresponsive and have no pulse or not breathing This
rescue procedure should be maintained until EMTrsquos or First Responders arrive to take over the medical care of the victim
AEDrsquos should also be properly maintained when being stored Those responsible for Security Services will be responsible
for the maintenance and supply needs for the AEDrsquos on site Also proper documentation should be maintained when using
this device or any other life saving technique Documentation should be turned in to those responsible for Security
Services
If at all possible and as a general rule of thumb only staff that has been trained in the proper use of an AED should attempt
to use it There are however instances in which it would be imprudent to wait for a trained staff member If this is the case the AED has been designed in such a way that they are user friendly and a Good Samaritan can adequately administer
treatment with the device by following the instructions printed on the apparatus
IT WILL BE THE RESPONSIBILITY OF SECURITY SERVICES TO REPLACE THE BATTERIES OF THE
AED EACH YEAR
28
AFTER HOURS COVERAGE PLAN
SECURITY SERVICES
The Security Services Office coordinates security requirements for the campus manages the fire safety
alarm and assists when necessary if there is a disruptive studentvisitortrespasser on campus
The Security Services Officer is responsible for unlockinglocking the buildings and classrooms per
predetermined schedules and as needed for special events
An officer is on duty 24 hours a day 7 days a week
Contact an officer at 616-446-7098
Listed below are emergency contact numbers for Campus Administration and Director of Security
Services The officer on duty should be the one to make contact with these individuals in times of need
DO NOT GIVE OUT THE BELOW CONTACT NUMBERS
Policy Chapter Situational Procedures Date Revised 709
Policy Title After Hours Coverage Plan Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
POSITION NAME NUMBERS
Director of Student Services Nygil Likely Cell 616-719-6457
ED of Academic Services Joy Harrison Cell 616-283-2910
Home 616-301-2175
VP of Risk Management Duane Terpstra Cell 616-581-5295
Home 616-786-0293
29
Policy Chapter Situational Procedures Date Revised 709
Policy Title Bioterrorism Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
BIOTERRORISM
Various office locations in the country have received threatening letters through the mail Some of these letters stated that you have been exposed to anthrax or other biological materials Additionally these and other envelopes or packages could contain some type of life threatening powder or granules The following information and recommendations are being provided to help you safely and effectively handle these types of incidents
SUSPICIOUS UNOPENED LETTER OR PACKAGE MARKED WITH THREATENING MESSAGE SUCH AS ldquoANTHRAXrdquo
1 Do not shake or empty the contents of any suspicious envelope or package
2 PLACE the envelope or package in a plastic bag or some other type of container to prevent leakage of contents
3 If you do not have any container then COVER the envelope or package with anything (eg clothing paper trash can etc) and do not remove this cover
4 Then LEAVE the room and CLOSE the door or section off the area to prevent others from entering (ie keep others away)
5 WASH your hands with soap and water to prevent spreading any powder to your face
6 What to do nexthellip
Report the incident to local police and notify your building security official or an available supervisor
7 LIST all people who were in the room or area when this suspicious letter or package was recognized Give this list to both the local public health authorities and law enforcement officials for follow-up investigations and advice
ENVELOPE WITH POWDER AND POWDER SPILLS OUT ONTO SURFACE
1 DO NOT try to CLEAN UP the powder COVER the spilled contents immediately with anything (eg clothing paper trash can etc) and do not remove this cover
2 Then LEAVE the room and CLOSE the door or section off the area to prevent others from entering (ie keep others away)
3 WASH your hands with soap and water to prevent spreading any powder to your face
4 What to do nexthellip
Report the incident to local police and notify your building security official or an available supervisor
5 REMOVE heavily contaminated clothing as soon as possible and place in a plastic bag or some other container that can be sealed This clothing bag should be given to the emergency responders for proper handling
SECURITY CELL 616-446-7098
30
Policy Chapter Situational Procedures Date Revised 709
Policy Title Bioterrorism Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
6 SHOWER with soap and water as soon as possible Do Not Use Bleach Or Other Disinfectant On Your Skin
7 If possible list all people who were in the room or area especially those who had actual contact with the powder Give this list to both the local public health authorities so that proper instructions can be given for medical follow-up and to law enforcement officials for further investigation
QUESTION OF ROOM CONTAMINATION BY AEROSOLIZATION
For example small device triggered warning that air handling system is contaminated or warning that a biological agent released in a public space
1 Turn off local fans or ventilation units in the area
2 LEAVE area immediately
3 CLOSE the door or section off the area to prevent others from entering (ie keep others away)
4 What to do nexthellip
Dial ldquo911rdquo to report the incident to local police and the local FBI field office and notify your building security official or an available supervisor
5 SHUT down air handling system in the building if possible
6 If possible list all people who were in the room or area Give this list to both the local public health authorities so that proper instructions can be given for medical follow-up and to law enforcement officials for further investigation
HOW TO IDENTIFY SUSPICIOUS PACKAGES AND LETTERS
Some characteristics of suspicious packages and letters include the followinghellip
Excessive postage Handwritten or poorly typed addresses
Incorrect titles Title but no name
Misspellings of common words Oily stains discolorations or odor
No return address Excessive weight
Lopsided or uneven envelope
Excessive masking tape string etc
Ticking sound
Marked with ldquoPersonalrdquo or ldquoConfidentialrdquo
Visual distractions
Protruding wires or aluminum foil
Shows a city or state in the postmark that does not match the return address
31
Policy Chapter Situational Procedures Date Revised 709
Policy Title Bomb Threats Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
BOMB THREAT DIRECTIONS
IF YOU RECEIVE A THREAT BY LETTER OR EMAIL
Preserve the letter for investigation The letter should not be handled after it is opened
Notify security services who will notify local law enforcement
Do NOT turn off lights computers or appliances
Do NOT close any doors or windows
Do NOT use electronic wireless devices two-way radios intercompaging system or the fire alarm IF YOU RECEIVE A THREAT BY PHONE
Remain calm
Attempt to keep the caller on the phone as long as possible
Follow and complete the checklist on the following page
Notify security services who will notify local law enforcement
Do NOT turn off lights computers or appliances
Do NOT close any doors or windows
Do NOT use electronic wireless devices two-way radios intercompaging system or the fire alarm IF AN ACTUAL BOMB IS DISCOVERED
Notify security services who will initiate a building wide evacuation and contact local law enforcement
Evacuate the immediate area quietly and calmly
Do NOT assume that another bomb is not in the same general area
Do NOT turn off lights computers or appliances
Do NOT close any doors or windows
Do NOT use electronic wireless devices two-way radios intercompaging system or the fire alarm
Stand 300 or more feet from the building and wait for permission from location personnel to reenter
UNDER THESE CIRCUMSTANCES WE ASK THAT THE OFFICER BE CONTACTED WITHOUT THE USE OF
A WIRELESS DEVICE USE OF HARDWIRE TELEPHONES WILL BE ACCEPTABLE SECURITY SERVICE
NUMBER IS 616-446-7098
32
Policy Chapter Situational Procedures Date Revised 709
Policy Title Bomb Threats Checklist Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
QUESTIONS TO ASK CALLERrsquoS VOICE 1 When is the bomb going to explode __ Calm __ Angry __ Slow
__ Excited __ Rapid __ Soft 2 Where is the bomb right now LocationBuilding __ Laughter __ Crying __ Loud
__ Normal __ Distinct __ Slow 3 What does it look like __ Accent __ Stutter __ Lisp
__ Raspy __ Ragged __ Deep 4 What kind of bomb is it __ Disguised __ Familiar __ Nasal
5 What will cause it to explode __ Clearing Throat __ Deep Breathing
__ Cracking Voice 6 Did you place the bomb
If voice is familiar who did it sound like 7 What is your reason for the bomb
__________________________________ 8 What is your address
BACKGROUND SOUNDS
9 What is your name __ Street Noises __ Crockery
__ Factory Machinery __ Voices EXACT WORKING OF THE THREAT __ Children Voices __ Street Noises
__ PA System __ Music __ House Noises __ Motors
__ Office Machinery __ Clear __ Animal Noises __ Static
__ Local __ Booth __ Long Distance __ Other
LANGUAGE
__ Well Educated __ Foul __ Incoherent __ Taped
Sex of Caller __________ Race _____ __ Message read __ Irrational
Age __________ Length of Call _____ REMARKS
Number at which call is received ___________________________________
________________________________ Date __________ Phone ___________
BOMB THREAT CHECKLIST
WHAT INFORMATION DO YOU OBTAIN WHEN YOU
RECEIVE A BOMB THREAT OVER THE TELEPHONE
33
Policy Chapter Situational Procedures Date Revised 909
Policy Title Civil Disorder Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
CIVIL DISORDER
The purpose of this procedure is to assist personnel in dealing with civil disorder that would endanger life cause damage to property or otherwise disrupt the operations of the University Civil disorder may take several forms including but not limited to pickets marches rallies parades sit-ins trespassing riots sabotage and criminal damage to property In all cases no matter how minor there is always the potential for escalation The primary considerations in the event of civil disorder are protection of the lives and property of the University community and preservation of the academic environment
1 Remain calm 2 Assess the situation 3 Evacuate yourself and others from the area as necessary 4 Contact those responsible for security services 5 Contact those who can properly communicate with those involved in passive resistance 6 If danger is imminent call 911
There needs to be an understanding of passive vs aggressive activities For those activities that do not create a dangerous situation please do not contact local law enforcement Internal communications will take place on how to deal with the issue For those activities that do create a dangerous environment local law enforcement should be contacted In either case security services must be contacted (616-446-7098)
SECURITY CELL 616-446-7098
34
Policy Chapter Situational Procedures Date Revised 909
Policy Title Classroom Disruption Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
CLASSROOM DISRUPTION
There are different ways that classroom disruptions can be handled In order to understand this procedure definitions will
be given of the following
Disruption - an unwelcome or unexpected break in a process or activity
Disorderly - unruly resisting authority and disturbing the peace
Dangerous - likely to cause harm or actions that could result in injury
The following are general guidelines of options that can be enforced at the time of a classroom disruption
1 When a student is causing a disruption in class the professor will handle the issue by verbal commands
2 When a student is being disorderly the professor will ask the student to leave class A report is generated through
Student Services
3 When a student is likely to cause harm or actions could result in injury ask the student to leave the classroom If
there is a refusal terminate class and ask all the students to leave the classroom Contact 911 by classroom phone
or cell phone Proceed to call Security Services if they exist at your location A report is generated through
Security Services or Student Services
SECURITY CELL 616-446-7098
35
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Communicable Disease Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
COMMUNICABLE DISEASE
Communicable diseases are those that can be transmitted from person to person (or animal to human) via direct contact with
body fluids ingesting contaminated food or water inhalation of contaminated air or the bite of an infected insect Bacteria
viruses and parasites are some of the organisms that can cause communicable diseases
A student who has a communicable disease may attend Davenport University whenever through reasonable accommodation the risk of transmission of the disease is sufficiently remote Placement decisions will be made by using
current public health department guidelines concerning the disease in question Information on communicable diseases can
be found at the below website The website table of contents is located on the next page
httpwwwaccesskentcomHealthHealthDepartmentCD_EpidDisease_Fact_Sheetshtm
The determination of whether a student with a chronic communicable disease may attend Davenport University will be
made on an individual basis according to procedures implemented by the University in consultation with appropriate
University personnel the studentrsquos primary physician public health personnel the Universityrsquos legal counsel and the
student
A student who has a communicable disease may be denied admission to or may be dismissed from a particular program or
course of study whenever such communicable disease has a direct effect on the studentrsquos ability to perform a course of
study
The University shall respect the right to privacy of any student who has a chronic communicable disease or is a carrier The
studentrsquos medical condition shall be disclosed only to the extent necessary to minimize the health risks to the student and
others Persons deemed to have ldquoa direct need to knowrdquo will be provided with the appropriate information however these
persons shall not further disclose the information
CLEAN UP ndash If the communicable disease causes a need for decontamination Facilities will arrange proper cleaning of
contaminated areas as soon as possible Assessments of completion of decontamination will be provided to the appropriate
Leadership
36
COMMUNICABLE DISEASE
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Communicable Disease Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
D i s e a s e F a c t S h e e t s - F o u n d o n W e b s i t e
Arboviral Encephalitis
Anthrax
Botulism
Campylobacter
Chickenpox (images chickenpox chickenpox 2)
E coli
Fifth Disease (images hand body amp face)
Giardiasis
Hand Foot amp Mouth Disease (hand)
Head Lice (Michigan Head Lice Manual)
Hepatitis A
Hepatitis B
Hepatitis C
Lyme Disease (images rash rash 2) (Additional Information)
Meningitis
Monkeypox
MRSA (Methicillin Resistant Staphylococcus Aureus)
Norovirus (Norovirus Cleaning Guidelines)
Pertussis
Pink Eye
Pinworms
Poison Ivy (images arm blisters arm rash arm rash 2 plant plant 2)
Rabies
Ringworm (images face hand head)
Salmonellosis
SARS
Scabies
Scarlet Fever (images tongue body)
Shigellosis
Shingles (images arm shoulder)
Smallpox
Strep Throat
Syphilis Fact Sheet
Tick Borne Diseases (images Dog and Deer tick Lone Star tick amp others)
Tuberculosis
West Nile Virus
37
CONTINUITY PLAN
Policy Chapter Situational Procedures Date Revised 709
Policy Title Continuity Plan Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
ACADEMIC
If damage to a location forces evacuation of the facility for a length of time the VP of Risk Management will work with
the Group VP for Academic Services and other designated people to determine what courses could be handled at other locations Some classes could be handled at local establishments that will allow our use for a period of time
BUILDINGS
If damage to a location forces evacuation of the facility for a length of time the VP of Risk Management will work with
the Executive Vice President of FinancesCFO and other designated people to determine what nearby facilities could be
used for classes for a period of time Local schools are often used for this purpose Addresses of local schools are on the
next page
INSURANCE
There are two people who will need to be contacted from our insurance company immediately upon the closing of a location
due to damage These individuals will give us direction on what can be done as it relates to financing through the insurance
company
These individuals are as follow
Linda Miller-Szanto CIC LIC
Area Vice President
Arthur J Gallagher amp Co of Michigan Inc
161 Ottawa NW Suite 112 Grand Rapids MI 49503
Phone 616-233-0922
Fax 616-233-0923
Linda_Miller-Szantoajgcom
Janet Manning Claims Manager
Arthur J Gallagher Risk Management Services Inc
22930 9 Mile Road
St Clairs Shores MI 48080
Phone 586-774-5415 Ext 238
Fax 586-779-6769 Janet_Manningajgcom
38
Policy Chapter Situational Procedures Date Revised 709
Policy Title Continuity Plan Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
httpmichiganschooltreeorgcounties-page1html
Caledonia High School
9050 Kraft Avenue SE
Caledonia Michigan 49316
616-891-8129
Caledonia Middle School 9230 Kraft Avenue SE
Caledonia Michigan 49316
616-891-8649
Dutton Christian School
6729 Hanna Lake Road
Caledonia Michigan 49316
616-698-8660
39
Purpose
The purpose of fire drills is to ensure the efficient and safe exit of facilities in the case of an emergency Proper drills ensure orderly exit under control and prevent panic Order and control are the primary purposes of the drill Speed in emptying buildings while desirable is not in itself an object and should be made secondary to the maintenance of proper order
Responsibility
Fire drills shall be designed and conducted according to the occupancies specified below Responsibility for the planning and conduct of drills shall be assigned by campus risk management to competent persons qualified to exercise leadership A written record of all drills conducted should be maintained including a critique of the event This record should be maintained by risk management
General Guidelines
Drills shall include suitable procedures to make sure that all persons in the building or all persons subject to the drill actually participate If a fire drill is considered merely as a routine exercise from which some persons may be excused there is a grave danger that in an actual fire the drill will fail in its intended purpose
All drills will be preplanned but not preannounced Fire drills shall be held with sufficient frequency to familiarize all occupants with the drill procedure and to have the conduct of the drill a matter of established routine Sufficient frequency for Davenport University is to hold two fire drills each semester One will be held during the day and another in the evening This will give the majority of faculty staff and students the ability to be involved in a drill
Drills should be carefully planned to simulate actual fire conditions Not only should they be held at varying times but different means of exit should be used based upon an assumption that if some given stairway is unavailable by reason of fire or smoke all the occupants must be led out by some other route Fire exit drills should be designed to familiarize the occupants with all available means of exits particularly emergency exits that are not habitually used during the normal occupancy of the building
Fire Exit Drills in Specific Campus Occupancies
The usefulness of a fire drill and the extent to which it can be carried depends upon the character of the occupancy Drills are most effective in occupancies such as classrooms where the occupant load of the building is somewhat consistent In buildings where the occupant load is of a changing character no regularly organized fire drill is possible
In such cases the fire drills must be limited to the regular employees who can be thoroughly schooled in the proper procedure and can be trained to properly direct other occupants of the building in case of fire In occupancies such as the Student Center regular employees can be rehearsed in the proper procedure in case of fire Such training always is advisable in all occupancies whether or not regular fire drills can be held
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Fire Drills Page Number 1 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
FIRE DRILLS
40
The following sections address some of the special fire drill details which should be observed for specific occupancy classes
A Educational Occupancies ndash Academic and Administrative Buildings
All educational buildings on campus must hold two fire drills per semester preferably during the first four weeks of the semester Faculty and staff shall work in cooperation with risk management in scheduling drills before the semester begins
Evacuation instructions are to be conspicuously posted in each classroom and hallway to provide the necessary evacuation information and ensure orderly egress from the building Signs should also specify that elevators must not be used to exit during a fire drill
Classroom faculty and staff should be familiar with the easiest exit to be used in the fire drill and the alternative exits available Faculty and staff should close (not lock) doors and windows and take responsibility for checking facilities for complete evacuation All personal belongings within reach should be taken from classrooms by students
Handicapped students should inform faculty or staff at the start of the semester of any special requirements with respect to locations and procedures that will best facilitate those students egress from the building in an emergency In general wheelchair users should go to the stairwell which is furthest from the fire and wait for help Fire departments should be notified that stairwells be checked first Other handicapped persons should be assisted by students faculty or staff Do not leave a handicapped person alone
B Residential Occupancies
Residential facilities demonstrate the greatest need for adequate and effective fire exit awareness due to the potential loss of life Fire drills in residence halls must be performed twice a semester at a minimum Because of the nature of the occupancy it is usually the case that additional drills are performed due to false alarms
A major concern in residence hall fire drills is the resistance of residents to evacuate the building in the event of a drill Resident assistants and other staff must take responsibility for the complete and orderly evacuation of the building Education and awareness are key components to an effective fire evacuation program Directional signs in hallways and in each dorm room will help student to become more fully aware of their options
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Fire Drills Page Number 2 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
41
Special consideration must be given to handicapped students with regard to fire safety in residence halls To be most effective handicapped students should be required to evacuate the building during a fire drill regardless of their location in the building Preplanning is key for the handicapped person because hisher own familiarity with the buildings exists and the safest methods of egress is vital First responders should preplan by having designated individuals assigned to evacuate handicapped persons requiring assistance The handicapped person should also seek out buddies to assist in the evacuation and should explain all instructions beforehand No-one should be left behind during a fire drill or fire condition
To facilitate evacuation handicapped persons should be assigned to rooms on ground or egress level whenever possible Rooms should be identified on the outside of the building with a distinctly coded sign to advise the fire department without distinguishing the student If evacuation of a handicapped person is not possible heshe should return to the room close the door or proceed to the nearest stairwell if possible and wait for the fire department rescue For this reason each dorm should have a list of all handicapped students and their room location on file with the fire department
On each floor of the facility the resident staff should proceed down the hall knocking loudly on each door as heshe passes Staff should not unlock each door as this is time consuming and may result in danger to the staff person
C Assembly Occupancies ndash Student Center
Because actual fire drills are not practical for places of non-continuous assembly where the students or public body changes with each program employees or attendants of such places should be schooled in the duties they are to perform in case of fire in order to be of greatest service in effecting an orderly exit
An adequate number of competent attendants must be on duty when assembly occupancy is used Attendants should be instructed in the proper use of portable fire extinguishers and other manual fire suppression equipment if provided
Signs with directions for speedy and orderly egress should be posted
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Fire Drills Page Number 3 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
42
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Fire Drill Checklist Page Number 4 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
FIRE DRILL CHECKLIST
In the event of a fire pull the fire alarm The integrated fire alarm system is for use only in the event of a fire and should
NOT be used to evacuate the building for any other emergency
IMMEDIATELY
Remind students which exit to take as noted in each classroom regardless of where they are parked
Tell them to put on coats and to pick up purseskeys Leave all books notebooks etc in the classroom
Tell all students they MUST move to an area 300 feet from the building
You are to take a roster or safety sign-in sheet and a penpencil with you
Close all classroom windows
Turn off lights
Close all classroom doors
ONCE OUTDOORS
Announce that class is NOT cancelled automatically ndash notification of official cancellation of class will be
announced by campus personnel
Ask students to inform you if they select to leave and take note of all who leave the premises
Confirm through a roster or safety sign-in sheet that all students who were present that day are out of the building
You will be asked by Fire officials to verify this
Do not reenter the building until permission is granted by those having authority
43
Policy Chapter Situational Procedures Date Revised 709
Policy Title Fire Response - Disabilities Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
EVACUATION OF PERSONS WITH DISABILITIES
When emergency evacuation from a building becomes necessary special attention must be paid to the safety of persons
with disabilities Good planning is the best defense against unnecessary accidents and confusion Some people with
disabilities may not need help while others may This is why it is imperative that you ask the person if there is any way you
can be of assistance
Any campus building may have an employee student or visitor who is a person with disabilities The three most encountered are visual aural and mobility
Visibility ndash Visually impaired persons may need guidance to the primary exit or to a secondary exit
Aural ndash Aurally impaired individuals may not realize the alarm is sounding
Mobility ndash Evacuation between floors can be difficult Do not use elevators during emergencies
If persons with disabilities are frequently present in your office classroom or residence hall discuss evacuation plans with
them Travel with them over possible exit routes identify potential obstacles and ask their opinions
Mobility impaired persons should be evacuated by untrained personnel only when the situation is life threatening If it is
determined that there is no immediate danger consider remaining where you are and immediately inform a member of the crisis management team or those responsible for security services
In life-threatening situation where immediate evacuation is necessary always ask the person if you can help Then
personally assist the person with a disability down the stairs Some crutch and cane users may be able to use the stairs
others may not Ask them how they want your help
Wheelchair users should be carried in their chair only when at least two strong people are available who can control the
chair
Communicate with people who are deaf or who have hearing impairments When possible arrange emergency signals in
advance Keep verbal messages short Visual props such as cards or notes can be used to communicate Immediately tell them what is happening and keep them informed of the situation
44
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Flood Response Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
FLOOD RESPONSE
Take immediate steps to ensure the safety of the people in the building Attempt to contain the flood and limit the affected
area This may involve shutting off the water main Contact the Director of Facilities for further instructions on how to
proceed
Major flood issues will be handled by our insurance company Once the source of the flood has been determined and
terminated The insurance company will provide a restoration company for cleanup One of the following two people
needs to be contacted for this information
Linda Miller CIC LIC
Area Vice President
Arthur J Gallagher amp Co of Michigan Inc
161 Ottawa NW Suite 112
Grand Rapids MI 49503
Phone 616-233-0922
Fax 616-233-0923
Linda_Millerajgcom
Janet Manning Claims Manager
Arthur J Gallagher Risk Management Services Inc 22930 9 Mile Road
St Clairs Shores MI 48080
Phone 586-774-5415 Ext 238
Fax 586-779-6769
Janet_Manningajgcom
Academic - Water shutoff valves are located in the lower level mechanical room next to
classroom 001
Cook Resident Hall ndash Water shutoff valves are
located in the southeast corner of the basement
East Residence Hall ndash Water shutoff valves are
located in the southeast corner of the basement
Student Center ndash Water shutoff valves are
located in the mechanical room just north of the
west doors next to the dumpsters
AUTHORIZED FLOOD RESPONSE CONTRACTOR IS AS FOLLOWS
Ameri Pro Restoration
1-888-222-1245 wwwameri-procom
FIRE WATER AND MOLD DAMAGE
45
Policy Chapter Situational Procedures Date Revised 709
Policy Title Hazardous Materials Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
HAZARDOUS MATERIALS
If there is a hazardous materials spill anywhere on location the following steps should be immediately taken
Contact security services facility staff or a member of the Crisis Management team They will take over coordinating the remainder of the emergency response The scene should be immediately secured by not allowing people into the hazardous
area This includes any rescue attempts anyone unable to remove themselves from the affected area will have to wait until
the situation has been fully assessed and emergency personnel have arrived If there is anyone in such a state immediately
contact 911 and notify them of the situation
Isolate the area and take steps to ensure the safety of people as well as the environment with the priority being in that order
Attempt to identify the hazardous materials using any placards visible from a safe distances MSDS sheets found in the
security services office or shipping documents that may be available
Assess the Situation If the spill warrants it contact emergency services to take over the scene If not contact the Director of Security Services andor the Director for Facilities and ask for instructions on how to proceed
There may be the need to shut down the HVAC systems if there is a chemical spill on the highway and a chemical cloud is
approaching the campus There will always be a facility or security personal available to shutdown HVAC units if
necessary
SHUTOFF LOCATIONS
Main shutoffs for the HVAC system in the Academic building can be found in the lower level mechanical
room next to the food prep area on the Westside of the main lecture halls
Main shutoffs for the HVAC system in Cook and East residence halls can be found in the basement
mechanical room
Main shutoffs for the HVAC system can be found in the mechanical room just north of the west doors next to
the dumpsters
SECURITY CELL 616-446-7098
46
Policy Chapter Situational Procedures Date Revised 909
Policy Title Illegal Activities Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
ILLEGAL ACTIVITIES
Security Services is responsible for the investigation of all illegal activities Contact Security Services
immediately at 616-446-7098
If immediate danger exists call 911
Try to remember information regarding suspects vehicle descriptions and direction of travel
Each situation will be documented and investigated by the University andor local law enforcement
INCIDENT REPORTING OF ILLEGAL ACTIVITIES
If you are a victim of or a witness to any criminal activity contact Security Services at 616-446-7098 and they
will assist in documenting the situation and contacting the police department
DO NOT attempt to handle the situation alone
If immediate danger exists call 911
Observe Universal Precautions when coming in contact with any human body fluid Vinyl latex free gloves are
located in the Security Services Office Welcome Center Desk LInC Circulation Desk Administrative Office
Suite third Floor Faculty Lounge Fitness Center and Maintenance OfficeWorkshop
SECURITY CELL 616-446-7098
47
Policy Chapter Situational Procedures Date Revised 709
Policy Title Injury Reporting Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
INCIDENTS RESULTING IN EMPLOYEE INJURIES
If someone is injured as a result of an incident notify Security Services at 616-446-7098
Do NOT move the injured person unless absolutely necessary
Send someone else to call 911 and to give information regarding the medical emergency
Do NOT attempt first aid unless you are trained to do so
Do NOT offer to pay medical expenses admit responsibility or mention insurance
Do NOT apologize for the accident argue the cause or reprimand anyone
Do NOT offer to transport the injured person
A MICHIGAN EMPLOYERrsquoS FORM MUST BE FILLED OUT WHEN AN EMPLOYEE IS INJURED
SECURITY CELL 616-446-7098
48
Policy Chapter Situational Procedures Date Revised 709
Policy Title Media Call Form Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
MEDIA CALL LOG
If media call your location and you cannot transfer the call to a crisis communications
team member as noted obtain the following information and Fax the sheet to
6167321179 or relay the information to the crisis communications team by phone
Date _________________________ Time _____________________
Callerrsquos name _________________________ Callerrsquos phone number _______________ Media organization name _____________________ Location ____________________ Deadline (if given) _________________ Your name __________________________ Work Number _________________ Cell Number _________________ Other Number _________________ Actioninformation requested ________________________________________________ __________________________________________________________________________ Reporterrsquos specific questions ________________________________________________ __________________________________________________________________________ __________________________________________________________________________ What reporter was told _____________________________________________________ __________________________________________________________________________
_________________________________________________________________________________
____________________________________________________________________
If you answer a media call and cannot immediately transfer the call per the chart complete the ldquomedia call logrdquo tell the caller
someone will respond to them as soon as possible and forward the log sheet to the first available crisis communications team member
You may copy the sheet attached and FAX completed sheets to the crisis communications team at 6167321179 or if there
is a power outage relay the information from the ldquomedia call logrdquo to the crisis communications team by cell phone
49
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 1 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
SEVERE WEATHER ndash Class CancellationCampus Closing Policy
Severe winter weather may come in many forms consisting of snow ice and wind Generally each one individually does not result in the cancellation of classes but occasionally the severe combination of all three may cancel classes or possibly close a
campus
Our students are being trained to work in our communities Businesses rarely close due to weather related issues
Davenport will rarely close or cancel classes
DECISION PROCESS
The recommendation to cancel classes or the closing of a campus will be made by the highest ranking student services
and academic leadership member for a specific campus
Information regarding the conditions of the weather can generally be determined by contacting facilities and security
who may be on site Use of the internet is also encouraged for weather information (wwwweathercom) There
is an expectation that the recommendation would be made with help from others
In the chart below you can find criteria that can be used to make this recommendation These criteria will be used to
explain to faculty staff and students why classes were canceled This information will also be tracked by the VP of
Risk Management to help obtain an understanding under what conditions classes are generally canceled so decisions
can become easier in the future
A request to cancel classes will be given to the VP of Risk Management by the highest ranking Student Services
person of a specific campus This request will contain details related to the above chart The VP of Risk
Management will contact the Executive VP of Finance by 530 am with bullet points about the weather conditions of
the effected campus The Executive VP of Finance will contact the President for final approval
The process to close a location will be the same as above however the EVP for Organizational Development and the
VP of Risk Management must concur with the decision to close a campus before the EVP of Finance is contacted
DESCRIPTION EXAMPLE
Current Length of Storm 4 or More Hours
Additional Anticipated Length of Storm 4 or More Hours
Strength of Wind 21 or More
Visibility 025 Mile
Wind Chill -30
Current Snowfall 8 or Above
Future Anticipated Snowfall 4 or Above
Ice Coverage Any Ice
Area CollegeUniversities Closed Yes
Roads closed by State Police Yes
Information
can be found
on internet
Feel free to
use
wwwweather
com
50
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 2 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
Once approval has been obtained for classes to be canceled at a specific campus the VP of Risk Management
will
1 Initiate the DU-Alert as early as 530 am DU-Alert will contain the following information
a Closed building vs Canceled classes b Day vs evening classes c Who should report to work d What events need to be canceled
2 Notify University Communication so the proper information can be placed on our website and be sent to
Faculty and staff by email Contact Rick Jensen first at 616-706-2608 and Von Franklin at 616-481-3083 It
will be the responsibility of communications to post the appropriate communication on the website
3 Notify the appropriate Director of Student Services so information can be relayed to specific campus
personnel
4 Call CSC at 800 am to inform them of weather issues It will be the responsibility of CSC to be notified of
issues through DU-Alert prior to 800 am 1212 Extension
1-800-322-3984
5 Contact Malachi Hooser of the Call Center about the weather issues
616-308-9232 Cell
616-554-5386 Office
Location Student Servicesrsquo leadership will be responsible to
1 Notify the appropriate TV and radio stations 2 Update the Emergency Hotline
QUESTIONS AND COMPLAINTS
Questions and complaints from faculty staff or students regarding the decision to cancel classes or close a location
should be sent to the VP of Risk Management
TIME OF DECISIONS
Morning cancellations will be announced by 6 am
Afternoon cancellations will be announced by 10 am
Evening class cancellations will be announced by 3 pm
51
DU Campus Closing Line Main Menu Greeting
YOU HAVE REACHED THE DAVENPORT UNIVERSITY CAMPUS CLOSING LINE IF YOU KNOW
YOUR TWO DIGIT CAMPUS IDENTIFICATION NUMBER YOU MAY DIAL IT AT ANY TIME DURING
THIS MESSAGE FOR FULTON DIAL 01 FOR LANSING DIAL 03 FOR KALAMAZOO DIAL 04 FOR
MIDLAND DIAL 05 FOR BATTLE CREEK DIAL 08 FOR HOLLAND DIAL 09 FOR FLINT DIAL 10 FOR
SAGINAW DIAL 11 FOR WARREN DIAL 12 FOR ALMA DIAL 15 FOR CARO DIAL 16 FOR GAYLORD
DIAL 19 FOR TRAVERSE CITY DIAL 20 FOR LETTINGA DIAL 33 OR FOR LIVONIA DIAL 35 TO
LISTEN TO THIS MESSAGE AGAIN TOUCH THE KEY
Suggested Message for the Individual Campuses ltCAMPUS NAMEgt CLASSES ARE IN SESSION AS SCHEDULED
Example
LETTINGA CAMPUS CLASSES ARE IN SESSION AS SCHEDULED
To change a message
1 Dial 7002 for voice item maintenance
2 Dial the application ID for the message yoursquod like to change
3 Dial the password for the application
4 Dial 2 to review the current recording
5 Listen to the recording to make sure you are changing the correct one
6 Dial 5 to begin recording
7 Say the message yoursquod like callers to hear
8 Dial to end recording
9 Dial 2 to review the recording
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 3 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
52
CHECKLIST
Student Services Representative
Student Services and Academic Leadership decide to make a recommendation on classes being canceled or
the building closed
Decision will be assisted by facilities andor security that may be on site
Decision to cancel class will be made for the morning by 5 am and announcement will go out at 6 am Decision to cancel class will be made for the afternoon by 930 am and the announcement will go out by 10
am Decision to cancel class will be made for the evening by 230 pm and the announcement will go out by
300 pm
Student Services representative will call VP of Risk Management with cancelation of classes or closing of
a campus using the appropriate statistics found at wwwweathercom
Student Services representative will put a message on the emergency hotline and remember to update it as
necessary
Student Service representative will contact local TV and radio stations
Student Service representative will activate their call tree as appropriate
VP of Risk Management
VP of Risk Management will contact appropriate Executive Vice Presidents who will then obtain
permission from the president
VP of Risk Management will contact specific Directorrsquos of Student Services to report the decision
DU-Alert will be activated to the affected campuses
Contact Communications
Contact Web site administration
Contact CSC
Contact Call Center
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 4 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
53
EXAMPLE OF A BLIZZARD WARNING
URGENT - WINTER WEATHER MESSAGE
NATIONAL WEATHER SERVICE GRAND RAPIDS MI
428 AM EST THU DEC 10 2009
MUSKEGON-OTTAWA-KENT-ALLEGAN-BARRY-VAN BUREN-KALAMAZOO-
INCLUDING THE CITIES OFMUSKEGONJENISONGRAND RAPIDS
HOLLANDHASTINGSSOUTH HAVENKALAMAZOO
428 AM EST THU DEC 10 2009
BLIZZARD WARNING REMAINS IN EFFECT UNTIL 4 PM EST THIS
AFTERNOON
HAZARDOUS WEATHER
SNOW SHOWERS WILL CONTINUE TO INTENSIFY EARLY THIS MORNING 2
TO 4 INCHES OF SNOW ACCUMULATION CAN BE EXPECTEDALTHOUGH
LOCALLY HIGHER AMOUNTS ARE POSSIBLE
WEST WINDS OF 20 TO 30 MPH WILL GUST UP TO 40 MPH THESE WINDS
WILL CAUSE CONSIDERABLE BLOWING AND DRIFTING OF SNOW VISIBILITIES WILL FREQUENTLY BE REDUCED TO NEAR ZERO AT TIMES
THROUGH THIS AFTERNOON
GUSTY WINDS ALONG WITH RAPIDLY FALLING TEMPERATURES WILL
PRODUCE SUB ZERO WIND CHILLS
IMPACTS
TRAVEL WILL BE SEVERELY IMPACTED WITH SNOW BLOWING
SNOWAND BITTER COLD WIND CHILLS BLIZZARD CONDITIONS ARE
EXPECTED THROUGHOUT MUCH OF THE DAY ESPECIALLY ALONG US HIGHWAY 131
POWER OUTAGES WILL BE POSSIBLE DUE TO THE STRONG GUSTY WINDS
PRECAUTIONARYPREPAREDNESS ACTIONS
IT WOULD BE BEST NOT TO TRAVEL TODAY
IF YOU MUST TRAVELKEEP AN EXTRA FLASHLIGHTFOODAND
WATER IN YOUR VEHICLE IN CASE OF AN EMERGENCY
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 5 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
54
EXAMPLE OF HOLLAND AT WWWWEATHERCOM
Right Now Next 36 Hours
Today Tonight Tomorrow
Light Snow Snow Snow Shower AM Snow Showers
30degF 32deg 27deg 33deg
Feels Like 21deg High Low High
Past 24-hr Precip 029 in (est) Snow 29 in (est)
Chance of Precip 80
Chance of Precip 80
Chance of Precip 60
Wind From W at 12mph
Wind W at 18 mph
Wind W at 17 mph
Wind W at 14 mph
Humidity 69 64 62 62
Dew Point23deg
Pressure 2980 in
Visibility 10 mi
UV Index 0 - Low 1 - Low -- 1 - Low
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 6 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
55
CONTINUED EXAMPLE OF HOLLAND AT WWWWEATHERCOM
Daylight Remaining 6 hrs 1 min Sunrise 755 am Sunset 512 pm Sunrise 756 am
Through 5pm A steady snow will continue to fall through late afternoon Cloudy and windy Temperatures reaching the low 30s Winds W at 15 to 20 mph Chance of snow 80 Additional snowfall of 1 to 2 inches through 430pm
Snow showers early with a steadier snow developing late Colder Temps nearly steady around 30 Winds W at 15 to 25 mph Chance of snow 80 1 to 3 inches of snow expected
Variably cloudy with snow showers Low 27F Winds W at 15 to 25 mph Chance of snow 80 Snow accumulating 1 to 2 inches
Mainly cloudy with snow showers around in the morning High 33F Winds W at 10 to 20 mph Chance of snow 60 Snow accumulations less than one inch
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 7 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
56
Policy Chapter Situational Procedures Date Revised 709
Policy Title Severe Weather Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
CLASS CANCELLATIONS PROCEDURES
GREATER GRAND RAPIDS ndash HOLLAND AND LETTINGA
CLASS CANCELLATIONS PROCEDURES
NOTE All staff are to report to work as long as they are not endangering themselves in the process
The Director of Security Services will input information for all campuses in the GRAIL WEB system and at
wwwcancellationscom
1 When closings occur the Director of Security Services or his alternate will input closing data to the
GRAIL WEB site which will result in local media announcements
2 Day Classes ndash Weekdays (Monday through Friday) the Director of Security Services or alternate will check on weather and road conditions should weather become severe
a When day classes (prior to 400 pm start) need to be canceled the Director of Security Services
will contact one of the following in the order listed
i The ED of Student Services (Lettinga)
Tom Woods (517) 230-9834 (cell)
ii The ED of Academic Services (Lettinga)
Joy Harrison (Lettinga) (616) 301-2175 (home) (616) 283-2910 (cell)
iii The Director of Student Services (Holland)
Linda Sievert (616) 942-7735 (home) (616)745-3030 (cell)
b The EDs will inform
ii The Lettinga Asst Directors
Don Fowler (269) 383-5626 (home) (269) 598-7546 (cell)
Nygil Likely (616) 724-4206 (home) (616) 717-8243 (cell)
iii The Holland Director of Student Services
Linda Sievert (616) 942-7735 (home) (616)745-3030 (cell)
iv The Dir of Security Services
Eric Patterson (616) 459-8603
who will access wwwgrailwebcom and TV-13 (616) 785-1313 to
input the West Michigan locations (s) being closed and for how long
These decisions will be broadcast by 600 am
57
Policy Chapter Situational Procedures Date Revised 709
Policy Title Severe Weather Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
3 Evening Classes ndash Weekdays (Monday through Friday) the EDrsquos (see 2b i ii and iii above) and the Director of
Security Services will decide on cancellations for classes starting after 400 pm
The Director of Security Services will access wwwgrailwebcom and TV-13 (616) 785-1313 to input exactly
which locations (s) are being closed and for how long
4 Weekend Classes ndash The Security Services Officer on duty will contact 1) the Director of Security Services 2) the ED
of Student Services 3) the D for Holland or 4) ED for Academic Services at Lettinga (See 2 a and b above) The
individual contacted will
a Make the decision to close Lettinga and Holland locations
b Relay decision to the Director of Security Services who will access wwwgrailwebcom and TV-13 (616)
785-1313 to input exactly which locations (s) are being closed and for how long
c Contact the EDs and D (see 2a and b above) to tell them of the closings
Saturday classes will be canceled by 600 am
Sunday classes will be canceled by 800 am
5 Phone Messages ndash During any of the seven days of the week the Director of Security Services or designee will contact
Lettinga a Kirsten Scott (616) 554-5311 andor (616) 891-7623 or
b Sally Kuipers (616)742-2070 andor h(616)452-2349 or c(616)560-7478
Holland
c Rhonda Prins at 616-218-9896 or 616-395-4608
to change the message on the switchboards notifying incoming callers that classes have been canceled The
switchboards will carry the specific message as long as appropriate
6 OTHER THAN WEATHER RELATED CLOSINGS ndash Closings for other reasons will be determined by the
campuslocation leader with notification to the ED and Director of Security Services for posting to GRAIL Here are some guidelines
a Electrical Gas Leak Water ndash two hour delay unless need for longer closing is obvious
Contact numbers can be found on the ldquoLocation Communication Treerdquo procedure located in this document
Davenport University Connect Hotline Number is 1-800-525-8282
58
Purpose
The purpose of tornado drills is to provide shelter for the campus community during a tornado warning In these cases faculty staff and students should not evacuate the building since this may cause injury During a tornado
warning you have only a short time to find shelter Advance planning and a quick response are the keys to surviving
this type of inclement weather The University values the safety of each individual and expects that people will take
responsibility for safeguarding their welfare
Regulation
Effective March 30 1998 House Bill 5237 amended the Michigan Fire Prevention Cote Act 207 PA 1941 as
amended Section 19 to require Tornado Drills in Schools The new requirement applies to all schools including
state supported schools colleges universities and school dormitories
Sec 19 (3) now requires a minimum of 2 tornado safety drills for each school year at the schools and facilities hellip
These drills are for the purpose of preventing hazards and injuries in the event of severe weather
Responsibility
Responsibility for the planning and conduct of drills shall be assigned by campus risk management to competent
persons qualified to exercise leadership A written record of all drills conducted should be maintained including a
critique of the event This record should be maintained by risk management
General Guidelines
Drills shall include suitable procedures to make sure that all persons in the building or all persons subject to the
drill actually participate If a tornado drill is considered merely as a routine exercise from which some persons may
be excused there is a grave danger that in an actual tornado the drill will fail in its intended purpose All drills
should be pre-planned and preannounced
Definitions
Severe Weather Includes thunder lightening hail wind and heavy rains
Tornado A violently rotating column of air in contact with the ground
Watch Indicates that conditions are favorable for a particular type of weather to occur
Warning Indicates that a particular type of weather is or will soon be occurring
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Tornado Drills Page Number 1 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
TORNADO DRILLS
59
Specified Occupancies
Educational Occupancies ndash Academic and Administrative Buildings
All educational buildings on campus must hold two sets of tornado drills one in the spring and one in the Fall
preferably during the first four weeks of the semester Faculty and staff shall work in cooperation with risk
management in scheduling drills before the semester begins A ldquosetrdquo can be defined as a tornado drill during
the day and one in the evening in order to involve as many staff and students as possible
Locations of tornado shelters are to be conspicuously posted in each classroom and hallway to provide the
necessary information and ensure orderly movement through the building Signs should also specify that
elevators must not be used to exit during a tornado drill
Faculty and staff must be familiar with the tornado shelter locations and will assist students to these shelters
Handicapped students should inform faculty or staff at the start of the semester of any special requirements with
respect to procedures that will best facilitate those students
Residential Occupancies
Residential facilities demonstrate the greatest need for adequate and effective tornado shelter awareness due to
the potential loss of life Tornado drills in residence halls must be performed twice each year one in the spring
and Fall
A major concern in residence hall tornado drills is the resistance of residents to go to the designated tornado
shelters Resident assistants and other staff must take responsibility for the complete and orderly movement of
the students through the building Education and awareness are key components to an effective tornado drill
program Location of shelter in each apartment will help student to become more fully aware
Special consideration must be given to handicapped students with regard to tornado drills in residence halls To
be most effective handicapped students should be required to move to tornado shelters during a tornado drill
regardless of their location in the building Preplanning is key for the handicapped person because hisher own familiarity with the tornado shelter locations and the safest methods of egress is vital The handicapped person
should also seek out buddies to assist
On each floor of the facility the resident staff should proceed down the hall knocking loudly on each door as
heshe passes Staff should not unlock each door as this is time consuming and may result in danger to the staff
person
Assembly Occupancies ndash Student Center
Because actual tornado drills are not practical for places of non-continuous assembly where the students or
public body changes with each program employees or attendants of such places should be schooled in the
duties they are to perform in case of a tornado drill An adequate number of competent attendants must be on
duty when assembly occupancy is used Signs with directions for speedy and orderly egress should be posted
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Tornado Drills Page Number 2 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
60
TORNADO DRILL CHECKLIST
INDOORS
1 Information about severe weather will be given to the campus community if known in advance
2 A Tornado Watch is the time to review emergency action plans and determine the nearest tornado shelter
3 Tornado shelter plans will be posted in each classroom
4 During a tornado watch one person will be designated to monitor the weather by computer or weather radio
5 When the community siren is activated or information is obtained through computer monitoring faculty and
staff will move students to the appropriate tornado shelters
6 DU-Alert will be activated for the individual campus that has the tornado warning The following are the
individuals who can access DU-Alert
Duane Terpstra
Office 616-732-1155
Cell 616-581-5295
Home 616-786-0293
Matthew Miller
Office 586-620-4050
Cell 616-780-6346
Shallan Spielmaker
Office 517-367-8211
Cell 616-581-1453
Nathan Schumacher
Office 586-620-4054
Cell 586-201-8099
7 There will be monitoring equipment in a designated shelter to determine the completion of the warning
8 Do not use elevators and stay away from windows
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Tornado Drill Checklist Page Number 3 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
61
OUTDOORS
1 Seek indoor shelter if possible
2 Parked motor vehicles are unsafe Seek indoor shelter
3 If an indoor shelter is not available and there is not time for escape lie flat in a ditch or low spot
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Tornado Drill Checklist Page Number 4 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
62
Policy Chapter Situational Procedures Date Revised 709
Policy Title Tornado Policy Page Number 2 of 3
CRISIS MANAGEMENT MANUAL
University Crisis Management
TORNADO SHELTER AREA ACADEMIC BUILDING ndash Shelters are in green
areas
63
Policy Chapter Situational Procedures Date Revised 709
Policy Title Tornado Policy Page Number 3 of 3
CRISIS MANAGEMENT MANUAL
University Crisis Management
TORNADO SHELTER RESIDENCE HALLS ndash Shelters are in green areas
TORNADO SHELTER STUDENT CENTER ndash Shelter are in green areas
64
Policy Chapter Situational Procedures Date Revised 709
Policy Title Stalking Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
STALKINGTHREATSHARRASSMENT
IF OCCURRING ON CAMPUS
Contact those individuals who are responsible for security services or your student services representative They will
evaluate the situation and contact police authorities if necessary
If fear of bodily harm exists call the Police Department at 911 and then locate security services personnel
If you receive a ldquoPersonal Protection Orderrdquo or PPO from the court provide a copy of the order to the office of Security
Services
IF OCCURRING OFF CAMPUS
Contact the police at 911 followed by security services personnel
Copies of Personal Protection Orders are kept on file These documents should be updated as necessary and will be shared with location personnel on a need to know basis
As with any incident on location an incident report should be filled out and kept on file for future reference
The next page is an example of the information that can be given to those at a location in order to assist in identifying the
individual responsible This information upon approval of the victim can be kept at a main entrance desk welcome center
or other location where staff may meet people as they enter the building
Stalking is a willful course of conduct involving repeated or continuing harassment of another individual
that would cause a reasonable person to feel terrorized frightened intimidated threatened harassed or
molested and that actually causes the victim to feel terrorized frightened intimidated threatened harassed
or molested 750411h
SECURITY CELL 616-446-7098
65
Policy Chapter Situational Procedures Date Revised 709
Policy Title Stalking Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
66
Policy Chapter Situational Procedures Date Revised 909
Policy Title Suicidal Remarks Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
SUICIDAL REMARKS
With the diverse student body with varying age groups and backgrounds the potential exists for suicidal tendencies among
students who are attending classes It is critical that our staff respond to these individuals correctly and with care to ensure
that the safety of our student body is preserved and that the individual is properly cared for
When confronted with a student who is making suicidal remarks you should contact a security services or a student services
representative as soon as possible Security Services personnel with help from Student Services will coordinate any
further response
It is important to isolate this student from the rest of the student population and keep them under watch throughout the entire
incident At no time should a student who has made such statements be left alone Every effort should be made to keep
them on location If the individual insists on leaving inform them that you believe this to be unwise but allow them to leave if they insist If the student does leave contact the Police Department to inform them of the situation Attempt to give the
police a description of both the person and the vehicle they are driving as well as contact information if available
Ask the student if there is a mental health professional that they have been seeing and ask if they have the contact number
for that person If they do have them contact that individual Ask the student if there is a family member or friend that can
transport himher off site
A DU employee should only willingly allow a suicidal student to leave if there is a third party present to transport them
Under no circumstances should the student be allowed to leave on their own even if they state that they are feeling better
without some resistance from the University employee
67
SUICIDE ATTEMPT
Student Suicide Protocol All Campuses (Non-Housing)
1
st Staff Responder First Steps (Immediately)
When you enter the room or vehicle
Is the area safe
Check for vital signs
Call 911Security ServicesStudent Services based on the resources available
Gather information
Identify student if possible
Identify method of suicide if possible
Are you able to contain the area YesYes with assistanceNo
Determine how many students if any are awareimpacted by the situation and who they are
Contact ED of Student Affairs (Paul Ballard) or ED of Security Services (Matt Miller) or VP of Risk
Management (Terpstra) and inform with what you know
Name of Student
Method of suicide
What you know about the student (Team clubs friends etc)
If area is contained or does it need to be contained
How many students are immediately affected and who they are
What location will the affected students be quarantined
If security or police have arrived your focus is the affected students
Quarantine affected students in a separate area
Discuss with them that someone from the University will be contacting the studentrsquos family and for them
not to refrain from contacting the family out of respect and care for them until a trained professional
contacts them
Determine if the studentrsquos circle of friends is complete or if others need to be quarantined temporarily
Comfort the students as best you can and assess individualrsquos risk levels
Remain with the students until a trained counselor arrives
1st Professional Staff Responder Next Steps (1 to 24hrs)
Create incident report
Relocate displaced classes if needed
Check in and identify additional students or staff that require mentalemotional support
1st Professional Staff Responder Final Steps (24-48 hrs)
Check in and identify additional students or staff that require mentalemotional support
Aid in gathering the deceased individualrsquos personal belongings if necessary
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Suicidal Attempt Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
68
Missing Student Protocol
(Not process for Study Abroad Missing Student)
A campus is contacted by a person requesting information on a student that the caller assumes is missing This
person is worried because they have not been contacted by the student for an unusual length of time You explain to
the caller that you cannot give out specific information about a student but would be willing to work with the police
if they would report the issue
Once you disconnect from the caller you take the following steps
Contact ED of Student Affairs (Paul Ballard) or ED of Security (Matt Miller) or VP of Risk Management (Terpstra)
Student Services or
Security Services
Contact the person responsible for investigations on your campus This may be Security
Services or Student Services depending on the resources on the campus Contact the
caller and ask the below question
Determine relationship to student
Why do you think they are missing
Date time location the student was last seen
General routine of student (Close circle of friends)
Studentrsquos cell number
Does the student have a Social Media account Make model color and license plate of vehicle
Have they filed a missing persons report
Is there any medical or emotional condition we should be aware of
Establish a timetable where you will contact them again
General Investigative Steps
Call and text the student
Send the student an Email
Check with instructors on attendance of student (w photo)
Check emergency information in Banner
Check SPACMNT for comments and FERPA waivers
Go to studentrsquos classroom
Check card access and dining swipes (if applicable)
Check social networking sites
Contact known FriendsClassmates fill in any information gaps from that caller did not know
Check for student car in parking lot
Contact CSC for last log in
Check the websites to see if student has been arrested ex httpswwwaccesskentcomInmateLookup
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Missing Student Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
69
Missing Student Protocol
(Not process for Study Abroad Missing Student)
If proof of life has been established or check list has been completed Contact ED of Student Affairs (Paul Ballard)
or ED of Security (Matt Miller) or VP of Risk Management (Terpstra)
If student is found
Have them contact the person that called (if applicable) with University personnel present
If student does not want the person to know where they are have them meet with EDSA Paul Ballard
ED of SA will make contact with the caller and give them FERPA based info
If student is hospitalized or unable to return to school initiate protocol for medical withdrawal
If student is not found
Student Affairs will call emergency contact number
Student Affairs will follow up with caller
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Missing Student Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
70
Policy Chapter Situational Procedures Date Revised 909
Policy Title Utility Failure Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
UTILITY FAILURE
ELECTRICAL FAILURE
All individuals should remain where they are
Security Services personnel will assist with building evacuation if necessary
Security Services personnel will notify Consumers Power
If the power comes back on in a short time (two hours or less) operations will resume
If the power remains off for longer than two hours campus leadership will make a decision on whether or not to
close the campus
GAS LINE BREAK OR LEAK
Report the break or leak to Security Services 616-446-7098
Security Services will clear the immediate area and evacuate the building if needed
DO NOT turn off radios lights computers or other office equipment
Security Services will contact the utility company
WATER MAIN BREAK
Security Services or facilities will contact the Water Department
All employees and students should be notified that the restroom facilities will not be available
SECURITY CELL 616-446-7098
71
Policy Chapter Updating Process Date Revised 709
Policy Title Post Incident Debriefing Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
POST INCIDENT DEBRIEFING
Once the incident is over a debriefing should take place with those who were involved The purpose of this process is to improve our reaction to future incidents The following is a general list of questions that can be asked
Type of Incident
Date of Incident Time of Incident
Initial notification received by
Was the VP of Risk Management notified soon after the event [ ] Yes [ ] No [ ] NA
Were the appropriate people notified of the situation [ ] Yes [ ] No [ ] NA
Was there good communication with the Risk Management Team [ ] Yes [ ] No [ ] NA
Was there good communication with the local Crisis Management Team [ ] Yes [ ] No [ ] NA
Was there appropriate communication with Cabinet Members [ ] Yes [ ] No [ ] NA
Was there appropriate communication with Faculty Staff and Students [ ] Yes [ ] No [ ] NA
What changes could there have been to make communication better
What actions were taken that was effective
What are the opportunities for improvement
What changesadditions are needed for the crisis management manuals
On the back of the page map the incident timeline
72
Policy Chapter Testing Date Revised 709
Policy Title Testing amp Training Process Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
TESTING amp TRAINING
The testing process for possible crisis situations will be done in the following three ways
1 Scenarios will be presented to the Risk Management and Crisis Management teams in the form of table top exercises This will be done in the regular meetings
2 Simulation of actual events
3 Instruction is given on how to react to a crisis The below document is given to all employees and placed in many
locations within the facilities
EMERGENCY RESPONSE PROCEDURES
University Crisis Management
Emergency Response
Security Management
LOCATION CRISIS MANAGEMENT TEAM
HOW TO REPORT AN INCIDENT
SUSPICIOUS PERSONS
STALKINGTHREATSHARASSMENT
VIOLENT BEHAVIOR
ACTIVE SHOOTER RESPONSE
BOMB THREAT
UTILITY FAILURE
FIRE RESPONSE
SEVERE WEATHER
FIRST AIDBLOODBORNE PATHOGENS
MAIL SECURITY
73
GLOSSARY OF TERMS
1 CMT- Crisis Management Team A crisis management team consists of representatives from Human Resources Security Services Facilities IT etc These teams are located at every location within the University and are responsible for crisis management at that particular location
2 RMT ndash Risk Management Team The risk management team consists of representatives from Human Resources Security Services Facilities IT etc This team is located at Lettinga and is responsible to develop procedures manage crisis management teams and communicate with the administration
3 EOC ndash Emergency Operations Center Headquarters for the Crisis Management team to manage and coordinate the companyrsquos business recovery efforts
Policy Chapter Appendix A Date Revised 709
Policy Title Glossary of Terms Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
74
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic Lower West Page Number 1 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
Gas Valve Electrical Panel
Geothermal
Pumps
75
Sprinkler Shutoff
Water Shutoff
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic Lower East Page Number 2 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
76
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 1st West Page Number 3 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
77
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 1st East Page Number 4 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
78
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 2nd
West Page Number 5 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
79
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 2nd
East Page Number 6 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
80
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 3rd
West Page Number 7 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
81
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 3rd
East Page Number 8 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
82
Water Shutoff Electrical
Shutoff
Gas Shutoff
Fire Suppression
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Student Center Lower Level Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
83
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Student Center Main Level Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
84
Electrical
Shutoff
Water Shutoff
Fire Suppression
All Shutoffs
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Cook Hall Basement Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
85
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Cook Hall Floors 1-4 Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
F1 F2
F3 F4
86
Electrical Shutoff
Water Shutoff
Fire Suppression
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Meijer Hall Basement Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
87
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Meijer Hall Floors 1ndash5 Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
F1 F2 F3
F4 F5
88
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title South Hall 1st amp 2
nd Floor Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
F1
F2
89
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title South Hall 3rd
and 4th Floors Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
F3
F4
90
Policy Chapter Appendix C Date Revised 709
Policy Title General Telephone Numbers Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
NAME WORK NUMBER CELL NUMBER TITLE
Anderson Kristine 616-742-1726 231-329-4667 Director of Employee Relations
Ballard Paul 616-554-5687 616-862-6532 Exe Director of Student Affairs
Bean Brent 616-451-3511 ext 1495 616-889-3875 IT S Manager
Beausoleil Gail 616-554-5394 616-292-5446 Director of Career Services
Bill Chris 616-732-1151 616-540-7396 VP or Human Resources
Bloom Deb 616-732-1124 616-340-3402 Exe Dir Of government amp Com Relations
Bruyn Kim 616-732-1165 616-540-7711 Exc VP for Advancement
Caledonia Fire amp Rescue 616-891-0940 Caledonia Township Fire amp Rescue
Caledonia High School 616-891-8129 Caledonia High School
Caledonia Middle School 616-891-8649 Caledonia Middle School
Communication Fax 616-732-1179 Communication Fax
CSC 1-800-322-3984 Customer Support Center
Donovan Sherri 616-233-3472 616-233-3472 Exe Director of Academic Services
Dutton Christian School 616-698-8660 Dutton Christian School
Engblom Rob 616-554-5087 865-803-7350 Exe Director of Housing
Finkler Kathy 616-732-1085 616-446-5303 Director of Customer Support
Fischer John 616-554-5005 616-822-1088 Director of Facilities
Fisher Christine 616-732-1168 616-340-2525 Exe Administrative Assistant
Fowler Don 616-732-1206 269-598-7546 Director of Student Services
Harrison Joy 616-554-5820 616-283-2910 Exc Director of Academic Services
Hogan Brian 616-437-3234 HiTec Cleaning Services
Hooser Malachi 616-5545386 616-308-9232 Call Center Manager
Hotline 1-800-525-8282 Emergency Hotline
IT Weekend Emergency Number 616-481-6011 IT Weekend Emergency Number
Jensen Rick 616-732-1172 616-706-2608 News Information Manager
Jones Apple 616-554-4743 616-560-4856 Department Coordinator
Kent County - Main 616-632-6100 Kent County Sheriff Department
Kent County - Substation 616-632-6490 Kent County Sheriff Department
Kingrey Daryl 616-554-5395 616-481-2239 VP of Admissions
Knechtel Heather 616-554-5388 517-974-5793 Director of Admissions
91
Policy Chapter Appendix C Date Revised 709
Policy Title General Telephone Numbers Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
NAME WORK NUMBER CELL NUMBER TITLE
Kraska Nick 616-7732-1120 HRIS Coordinator
Lemmon Bill 616-732-1087 616-450-4933 Director of Networking
Lemmon Nicholas (Hi-Tec) 616-662-1623 616-732-1303 VP of Operations - Hitec Cleaning
Likely Nygil 616-554-5316 616-719-6457 Director of Student Services
Loud Tammy 616-554-5396 517-490-5940 VP of Student Services
Lowden Paul 616-554-5050 616-901-1787 Director of Athletics
MacDonald Meghan 616-554-4766 616-610-7690 Bookstore Manager
Manning Janet 616-774-5415 ext 238 Gallagher Risk Management Services
McCormick Nathan 616-732-1128 616-745-7142 Exe Director of Facility Operations
McLaughlin Karen 616-698-7111 616-970-5866 Asst Director of LInC
Miller Brian 616-732-1195 616-821-2618 VP of IT
Miller Linda 616-233-0922 VP Arthur Gallagher Insurance
Miller Matthew 586-620-4050 616-780-6346 Exe Director of Security
MSP 616-647-0800 Michigan State Police
Page Sally 616-554-5668 616-780-1394 Exe Director of Libraries
Salinas Kim 616-732-1072 616-813-7165 Benefits Manager
Scott Kirsten 616-554-5311 616-891-7623 Adm Asst Student amp Career Services
Security Services 616-446-7098 Security Services
Shull Lindsey 616-554-5528 616-901-2036 Regional Health Internship Manager
Sievert Linda 616-395-4603 616-745-3030 Director of Student Services - Holland
Stodola Mike 616-554-5138 616-893-7314 Director of Student Center
Terpstra Duane 616-732-1155 616-581-5295 VP of Risk Management
Teuscher Jolene 616-732-1096 616-318-4669 Employee Relations Manager
TV 13 616-785-1313 TV 13
Wagner Natalie 616-554-5821 616-901-0666 Executive Director of Student Life
Williams Ben 616-732-1104 517-303-4955 Information Technology Services
Woods Tom 616-554-5301 517-230-9834 Exe Director of Student Services
92
Family Educational Rights and Privacy Act of 1974 (FERPA)
The Family Educational Rights and Privacy Act (FERPA) is a federal law designed to protect the privacy of students education records The law applies to all schools that receive funds under an applicable program of the US Department of Education
FERPA gives parents certain rights with respect to their childrens education records These rights transfer to the student or former student who has reached the age of eighteen or is attending any school beyond the high school level Students and former students to whom the rights have transferred are called eligible students
Parents and eligible students have the right to inspect and review all of the students education records maintained by the school Schools are not required to provide copies of materials in education records unless for reasons such as great distance it is impossible for parents and eligible students to inspect the records Schools may charge a fee for copies
Parents and eligible students have the right to request that a school correct records believed to be inaccurate or misleading If the school decides not to amend the record the parent or eligible student then has the right to a formal hearing After the hearing if the school still decides not to amend the record the parent or eligible student has the right to place a statement with the record commenting on the contested information in the record
Generally the school must have written permission from the parent or eligible student before releasing any information from a students record However the law allows schools to disclose records without consent to the following parties
o school employees who have a need-to-know o other schools to which a student is transferring o certain government officials in order to carry out lawful functions o appropriate parties in connection with financial aid to a student o organizations doing certain studies for the school o accrediting organizations o individuals who have obtained court orders or subpoenas o persons who need to know in cases of health and safety emergencies o state and local authorities within a juvenile justice system pursuant to specific state laws
Schools may also disclose without consent directory type information such as a students name address telephone number date and place of birth honors and awards and dates of attendances However schools must tell parents and eligible students about directory information and allow parents or eligible students a reasonable amount of time to request that the school not disclose directory information about them
Schools must notify parents and eligible students of their rights under this law The actual means of notification (special letter inclusion in a PTA bulletin student handbook or newspaper article) is left to the discretion of each school
For additional information or technical assistance call (202) 260-3887 or TDD (202) 260-8956 or contact
Family Policy Compliance Office US Department of Education 600 Independence Avenue SW Washington DC 20202-4605
Policy Chapter Appendix D Date Revised 0111
Policy Title FERPA Facts Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
93
EMERGENCY NOTIFICATION SCRIPTS
Test Message
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System This is a test of the mass notification system Davenport University is using this system to keep you informed in the event of an emergency If this had been an actual emergency you would receive official information andor instructions This concludes this test of Davenportrsquos Mass Communication Alert System Thank you for your attention END OF MESSAGE (SMS) This is a test of Davenportrsquos Alert System If this had been an actual emergency you would receive official information andor instructions
Natural Disasters
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System On June 2 2009 a Tornado struck the Caro Campus Damages are reported to be light No injuries have been reported The campus is closed until further notice All students should stay away Be advised that roads may be damaged Travel with caution Thank you for your attention End of Message (SMS) On June 2 2009 a Tornado struck the Caro Campus Damages are reported to be light The campus is closed until further notice
Armed Suspect
(Phone)(E-Mail) This is a message on the Davenport Mass Communication Alert System At June 2 2009 an individual possessing a firearm was reported to be on the Warren Campus The Warren police department has been notified of the situation and is presently on campus We urge everyone on campus to remain in your residence classroom or office with the doors and windows secured If you are currently off campus stay away until further notice Please call 911 if you observe any threatening individuals on or near to campus Thank you for your attention End of Message (SMS) On June 2 2009 at 900 aman individual possessing a firearm was reported to be inside our Livonia Campus Stay in place amp barricade
Policy Chapter Appendix E Date Revised 709
Policy Title Emergency Notification Scripts Page Number 1 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
94
Assault with a Deadly Weapon
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System It has been reported to Davenport University that an individual was recently a victim of an assault with a knife in the parking lot at the Flint campus This took place on June 2 2009 at 1000 am The individual sustained minor injuries and is being treated at a local hospital The incident is still an on-going investigation with the Flint police department Students are advised to be cautious and call 911 to report any suspicious behavior or persons Thank you for your attention End of Message (SMS) On June 2 2009 at 1000 am an individual at the Flint campus was a victim of an assault wa knife Student are advised to be cautious
Bomb Threat
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System On June 2 2009 at 1100 am Davenport University received a threat from an unknown caller that a bomb was set to go off at the Holland campus at Noon The Holland Police departmentrsquos bomb squad is at the scene and conducting a full investigation It will also be assessing the threat level to the University The building has been evacuated and all persons still inside the building must evacuate now A secure perimeter has been established around the area and it is off limits until further notice Thank you for your attention End of Message (SMS) On June 2 2009 at 1100 am the Holland campus of Davenport University received a threat from an unknown caller that a bomb was set to go off in Noon
Gas Main Break
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System There has been a gas main break at the Saginaw campus of Davenport University Evacuate the area Stay away from the area until the situation is resolved Additional information will be given as the situation is resolved End of Message (SMS) We urge everyone to evacuate the Saginaw campus due to a gas main break Please stay away until the situation in resolved
Policy Chapter Appendix E Date Revised 709
Policy Title Emergency Notification Scripts Page Number 2 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
95
Gunshots
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System On June 2 2009 at 100 pm Davenport University received reports of gunshots fired in the parking lot at the Kalamazoo campus The police department has been notified of the situation and is presently on campus We urge everyone on campus to remain in your classroom or office with the doors and windows secured If you are currently off campus stay away until further notice Thank you for your attention End of Message (SMS) We urge everyone at the Kalamazoo campus to remain where you are amp secure doors amp windows If off campus stay away until further notice
Hazardous Materials
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System On June 2 2009 at 200 pm a hazardous material situation is occurring at the Battle Creek campus of Davenport University A hazardous materials team is on scene A secure perimeter has been established and the buildings are off limits until further notice Thank you for your attention End of Message (SMS) There is a hazardous materials spill at the Battle Creek campus and a secured perimeter has been established Buildings are off limits until further notice
Homicide
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System It was reported to Davenport University that an individual was recently a victim of homicide by at the Livonia campus on or about June 2 2009 at 300 pm The incident is still an on-going investigation with the Livonia police department at this time If you find yourself in a position of concern or witness any suspicious persons on campus please immediately contact the 911 Thank you for your attention End of Message (SMS) Davenport University Livonia campus has a victim of homicide by that occurred in the parking lot on June 2 2009 at 300 pm No arrest has been made
Policy Chapter Appendix E Date Revised 709
Policy Title Emergency Notification Scripts Page Number 3 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
96
Power Failure
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System We are currently experiencing a power failure at the Lansing campus The estimated duration of the power outage is unknown Additional updates will be given End of Message (SMS) There is a power outage at our Lansing campus Duration unknown Additional updates will be given
Violent Crime
(Phone)(E-mail)
This is a message on the Davenport Mass Communication Alert System On June 2 2009 at 500 pm an assault was reported at the Warren campus We ask that you offer your full cooperation to the police department if asked Please call 911if you observe any threatening individuals on or near to campus Thank you for your attention End of Message (SMS) On June 2 2009 at 500 pm an assault was reported at the Warren campus The police department has launching an investigation
Policy Chapter Appendix E Date Revised 709
Policy Title Emergency Notification Scripts Page Number 4 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
97
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Academic Building Page Number 1 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
98
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Academic Building Page Number 2 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
99
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Cook amp Meijer Halls Page Number 3 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
100
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash South Hall Page Number 4 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
101
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Student Center Main Page Number 5 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
102
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Student Center Lower Page Number 6 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
10
Policy Chapter Response Procedures Date Revised 0411
Policy Title Emergency Communications Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
COMMUNICATIONS
INFO TECHNOLOGY
HUMAN RESOURCES
FACILITIES
SECURITY SERVICES
STUDENT SERVICES
Rick Jensen News Information Manager
Office 616-732-1172 Cell 616-706-2608
Customer Support 1-800-322-3984
Kristine Anderson Dir of Employee Relations
Office 616-742-1726 Cell 231-329-4667
Call Security who will make contact with
facilities Securityrsquos number is 616-446-
7098
Contact officer on Duty at 616-446-7098
Paul Ballard Dir Of Student Affairs Office 616-554-5687 Cell 616-862-6532
Robin Luymes
Exe Director of University
Communications
Office 616-732-1157
Cell 616-550-6585
Weekend Emergency 616-481-6011
Chris Bill VP of Human Resources
Office 616-732-1151 Cell 616-540-7396
Duane Terpstra VP of Risk
Management Office 616-732-1155
Cell 616-581-5295 Home 616-786-0293
Tammy Loud VP of Student
Services Office 616-554-5396
Cell 517-490-5940
Kim Bruyn
Executive Vice President
for University Relations
and Communications
Office 6167321165
Cell 6165407711
Brian Ulicki
ITSProject Manager Office 586-620-4059
Cell 989-225-1098
Jolene Teuscher
Employee Relations Manager
Office 616-732-1096 Cell 616-318-4669
Matthew Miller Exe Director of
Security Services
Office 586-620-4050 Cell 616-780-6346
Residence Halls Only
Rob Engblom Exe Dir Of Housing
Office 616-554-5087 Cell 865-803-7350
Christine Fisher
Executive Administrative
Assistant
Office 6167321168
Cell 6163402525
Kathy Finkler
Dir of Customer Support
Office 616-732-1085
Cell 616-446-5303
Kim Salinas
Benefits Manager Office 616-732-1072 Cell 616-813-7165
Sasha VanderLugt
Social Media Coordinator
Office 6167321084
Cell 6167807382
Bill Lemmon
Dir of Networking Office 616-732-1087
Cell 616-450-4933
Deb Bloom
Executive Director of
Government and
Community Affairs
Office 616732-1124
Cell 616340-3402
Brian Miller
VP IT Office 616-732-1195 Cell 616-821-2618
CRISIS COMMUNICATION CALL-OUT LISTS
11
REASONS TO CALL
Communication is crucial in all disruptions of the academic environment These disruptions could be anything from
a mechanical failure to major criminal activity You can find some of the reasons listed below
The point person at each campus must be contacted and informed of these disruptions If in doubt always call The
point person will contact the VP of Risk Management or his designee who will continue the formal
communication process as shown in the diagram below Informal communications will take place according to
individual departmental policies The formal process has been established to verify that everyone is notified The
overlap between the formal and informal communication process can be advantages
Policy Chapter Response Procedures Date Revised 0111
Policy Title Reasons to Call - Formal Response Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
REASONS TO CALL
Power outage
Phones off-line
Network off-line
Critical Flood
Major Mechanical Issue
Gas Leak
Tornado Warning
NAME O FFICE CELL HO ME
CSC 1-800-322-3984
Duane Terpstra 616-732-1155 616-581-5295 616-786-0293
Kristine Anderson 616-742-1726 231-329-4667
Malachi Hooser 616-554-5386 616-308-9232
Matthew Miller 586-620-4050 616-780-6346
Nathan McCormick 616-732-1128 616-745-7142
Paul Ballard 616-554-5687 616-862-6532
Rick Jensen 616-732-1172 616-706-2608
See Callout List Previous page
REASONS TO CALL
Major Medical
Suicide or Suicidal
Assault
Weapons Offense
Bomb Threat
Communicable Disease
Civil Disorder
Threats of Bodily Injury
Major criminal activity
REASONS TO CALL
Building Fire
Tornado
Major catastrophe
Pandemic Flu
Death
VP of Risk
Management
Student Services Security Services
Human Resources Communications
Executive Vice
Presidents
Information
Technology
Facilities Only the president can close a campus or cancel a class
Call Center
12
Policy Chapter Response Procedures Date Revised 909
Policy Title Local Communication Tree Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
LOCAL COMMUNICATION TREE
Tom Woods ndash ED of Student Services (517) 230-9834 (cell)
(616) 554-5301 (office)
Following a decision to close Greater GR locations Tom will call
1 Daryl Kingrey ndash VP of Admissions (616) 475-5828 (home)
(616) 481-2239 (cell)
(616) 554-5395 (office)
Daryl will start his phone tree by calling the following staff
a Heather Knechtel Director of Admissions (616) 536-2017 (home) (517) 974-5793 (cell)
(616) 554-5388 (office)
Heather will call the Admissions staff at Lettinga
b Colleen Thoman Director of Admissions (Holland) (989)850-3996 (cell)
(517)367-8202 (office)
Colleen will call the Admissions staff at Holland
c Amy Lucas ED of AdmissionsLead Management (269)-795-4413 (home)
(616)450-1943 (cell)
(616)233-2583 (office)
i Malachi Hooser Call Center Manager (616)308-9232 (cell)
(616)554-5386 (office)
Malachi will call the Call Center staff
2 Tammy Loud VP of Student Services (517) 490-5940 (cell)
(517) 349-6182 (home)
(616) 554-5396 (office)
Tammy will start her phone tree by calling the following staff
a Natalie Wagner ED of Student Life (616) 901-0666 (cell) (616) 554-5821 (office)
Natalie will start the phone tree for Student Life
b Paul Ballard ED of Student Affairs (616) 862-6532 (cell)
(616) 794-1103 (home)
Paul will start the phone tree for Student Affairs
c Gail Beausoleil Director of Career Services (616) 292-5446 (cell)
(269)948-8828 (home)
(616) 554-5394 (office)
Gail will start the phone tree for Career Services
13
Policy Chapter Response Procedures Date Revised 909
Policy Title Local Communication Tree Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
d Rob Engblom ED of Housing and Residence Life (865)803-7350 (cell)
(616)871-6755 (office)
Rob will start the phone tree for Residence Life (616)536-2202 (Home)
3 Joy Harrison ED of Academic Services LLT (616) 301-2175 (home)
(616) 283-2910 (cell)
(616) 554-5820 (office)
Joy will start her phone tree by calling the staff below
a Patty Brechbiel Director of Academics (616) 897-5772 (home)
(616) 485-1860 (cell) (616) 871-3977(office)
Patty will start the phone tree for Academics
b Sherri Donovan DU Online (616) 949-5464 (home)
(616) 855-2771 (cell)
(616) 233-3472 (office)
Sherri will start the phone tree for Online
4 Nygil Likely Director of Student Services (616) 724-4206 (home)
(616) 717-8243 (cell) (616) 554-5316 (office)
Nygil will start the phone tree for Advisors
5 Don Fowler Director of Student Services (269)383-5626 (home)
(269)598-7546 (cell)
(616)554-5193 (office)
Don will start phone tree for AdvisorsWelcome Desk
Tom Woods will also call
Mike Stodola Director of Student Center (616) 893-7314 (cell)
(616) 554-5269 (office)
Karen McLaughlin LiNC (616) 970-5866 (cell)
Meghan MacDonald Bookstore Manager (616) 610-7690 (cell)
(616) 554-4766 (office)
Linda Sievert Director of Student Services - Holland (616) 942-7735 (home)
(616) 745-3030 (cell)
(616) 395-4603 (office)
Each administrator will contact key individuals in their own areas of responsibility
14
Policy Chapter Response Procedures Date Revised 0111
Policy Title DU-Alert Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
DU-ALERT
HIGHER EDUCATION OPPORTUNITY ACT
The Higher Education Opportunity Act (Public Law 110-315) (HEOA) was enacted on August 14 2008 Under Title IV
the federal law requires all colleges and universities to have a notification and warning plan in place to alert the campus
community of an emergency The US Department of Education is still in the process of developing the regulations that will
coincide with this law and will amend the Code of Federal Regulations (34CFR) in the fall of 2009
DU ALERT EMERGENCY NOTIFICATION SYSTEM
1 The Du Alert service is used to transmit brief urgent messages to a large segment of an institutionrsquos population as
quickly as possible It is strongly recommended that this system be used for unplanned emergency events which
have the opportunity to affect the entire campus Use of this system for specific building closures which impact
the campus is also encouraged
2 The final regulations clarify the difference between the existing timely warning requirement and the new
requirement for an emergency notification policy While a timely warning must be issued in response to specific
crimes an emergency notification is required in the case of an immediate threat to the health or safety of students
or employees occurring on campus Emergency notifications may include but are not limited to
Bomb threats or other imminent violent threats
Fires natural gas leaks and hazardous spills affecting the entire campus
Building evacuations and lock downs affecting the entire campus
Biological or pandemic emergency notifications
Natural disasters and weather advisories
Power outages and utility failures resulting in an imminent threat
Campus closure due to declared civil emergency
Sample scripts can be found in the appendix Emergency information can be sent to the following devices
Cell Phone
Home Phone
PDA
Work Phone
Voice Mail
Text
15
DU-ALERT
CONTROL OF ACCESS
There is a small group of administrators who are authorized to report emergency events through DU-Alert These
are as follows
Duane Terpstra
Office 616-732-1155
Cell 616-581-5295
Home 616-786-0293
Matthew Miller
Office 586-620-4050
Cell 616-780-6346
Shallan Spielmaker
Office 517-367-8211
Cell 616-581-1453
Nathan Schumacher
Office 586-620-4054
Cell 586-201-8099
Policy Chapter Response Procedures Date Revised 0111
Policy Title DU-Alert Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
16
Policy Chapter Response Procedures Date Revised 0111
Policy Title Emergency Hotline Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
EMERGENCY HOTLINE
A toll free emergency hotline has been established at Davenport University that can be used for emergency information
and weather conditions causing the cancellation of classes or closing of locations This one number for all locations is
1-800-525-8282 or Ext 8282
DU Campus Closing Line Main Menu Greeting
YOU HAVE REACHED THE DAVENPORT UNIVERSITY CAMPUS CLOSING LINE IF YOU KNOW YOUR
TWO DIGIT CAMPUS IDENTIFICATION NUMBER YOU MAY DIAL IT AT ANY TIME DURING THIS
MESSAGE FOR LANSING DIAL 03 FOR KALAMAZOO DIAL 04 FOR MIDLAND DIAL 05 FOR BATTLE
CREEK DIAL 08 FOR HOLLAND DIAL 09 FOR FLINT DIAL 10 FOR SAGINAW DIAL 11 FOR WARREN
DIAL 12 FOR ALMA DIAL 15 FOR CARO DIAL 16 FOR GAYLORD DIAL 19 FOR TRAVERSE CITY DIAL
20 FOR LETTINGA DIAL 33 OR FOR LIVONIA DIAL 35 TO LISTEN TO THIS MESSAGE AGAIN TOUCH
THE KEY
Suggested Message for the Individual Campuses
ltCAMPUS NAMEgt CLASSES ARE IN SESSION AS SCHEDULED
Example
LETTINGA CAMPUS CLASSES ARE IN SESSION AS SCHEDULED
To change a message
1 Dial 7002 for voice item maintenance 2 Dial the application ID for the message yoursquod like to change
3 Dial the password for the application
4 Dial 2 to review the current recording
5 Listen to the recording to make sure you are changing the correct one
6 Dial 5 to begin recording
7 Say the message yoursquod like callers to hear
8 Dial to end recording
9 Dial 2 to review the recording
17
Policy Chapter Crisis amp Risk Management Teams Date Revised 709
Policy Title University Risk Management Team Page Number 1 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
UNIVERSITY RISK MANAGEMENT TEAM
The University Risk Management Team assists in developing plans for crisis management response throughout the University There will be additional employees who attend the Risk Management meetings which can give professional direction in their areas of expertise Below is the list of Risk Management team members and their office and cell numbers
NAME O FFICE CELL TITLE
Anderson Kristine 616-742-1726 231-329-4667 Director of Employee Relations amp Recruitment
Ballard Paul 616-554-5687 616-862-6532 Executive Director of Student Affairs
Crkovski Susan 586-620-4055 586-744-0876 Executive Director of Student Services
Engblom Rob 616-554-5087 865-803-7350 Executive Director of Housing amp Residential Life
Hooser Malachi 616-554-5386 616-308-9232 Call Center Manager
Jenson Rick 616-732-1172 616-706-2608 News Information Manager
Jones Apple 616-554-4743 616-560-4856 Department Coordinator - School of Technology
Knechtel Heather 616-554-5388 517-974-5793 Director of Admissions
Loud Tammy 616-554-5396 517-490-5940 VP of Student Services
Lowden Paul 616-554-5050 616-901-1787 Director of Athletics
McCormick Nathan 616-732-1128 616-745-7142 Executive Director of Facility Operations
Miller Matthew 586-620-4050 616-780-6346 Executive Director of Security Services
Page Sally 616-554-5668 616-780-1394 Executive Director of Libraries
Shull Lindsey 616-554-5528 616-901-2036 Regional Health Internship Manager
Stodola Mike 616-554-5138 616-893-7314 Director of Student Center
Terpstra Duane 616-732-1155 616-581-5295 VP of Risk Management
Wagner Natalie 616-554-5821 616-901-0666 Executive Director of Student Life
Williams Ben 616-732-1104 517-303-4955 Information Technology Services
Woods Tom 616-554-5301 517-230-9834 Executive Director of Student Services
18
Ensure all necessary actions are taken for safeguarding human lives
Ensure all necessary actions are taken for protecting assets
Communicate with Executive Management on status of events related to Crisis
Coordinate with Support Teams to assess the impact of the crisis and the effect on the facility
Remain visible to employees Contact affected employees to assess the impact of the crisis on business processes
Determine whether any impacts resulting from the incident warrant activation of Disaster Recovery Plans
The Risk Management Team will communicate regularly with Campus Crisis Management Teams
Supervise the management of normal business operations
Determine all audiences who need communication general public media students families etc
Determine if other locations are going to be affected and communicate the situation and provide guidance
Let everyone involved know where to send press calls
Provide an official university response to an incident
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Risk Management Responsibilities Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
RISK MANAGEMENT TEAM RESPONSIBILITIES
The Risk Management team is the center of policy development and communication when a crisis occurs Local crisis management teams will be assisted by the Risk Management team during a crisis The Risk Management team communicates with University leadership Below are the details of the responsibilities and a simple action list
RMT ACTION LIST
Assemble local Risk Management Team
Brief the team members on the situation and discuss
the steps that are being taken
Coordinate with HR representative to address
employee life safety issues
Provide continuous updates to the Cabinet regarding
the actions taken and the status of the response
effort
Inform Local Crisis Management Teams of Cabinet
concerns questions or feedback and ensure that any
issues are addressed
RISK MANAGEMENT TEAM RESPONSIBILITIES
19
RMT MEETING AGENDA
Assign a note-taker
Take attendance
Event Status
a What happened
b Has it affected our employees
c How severe is it
d What is being done
e What is the potential for escalation
Employee Status
Technology status including telecom
Infrastructure (power water phones wireless)
Communications
a What is the message
b Methods for communication
c Determine schedule for updates
Accounting for employees
a Roll Call
b Outreachfollow-up
Support for our employees
Updates to executives
Review actions and who is responsible and determine next
meeting time
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Risk Management Agenda Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
RISK MANAGEMENT MEETING AGENDA
The below agenda is developed to assist in the initial meeting when a crisis has occurred
Facility Status
20
Policy Chapter Crisis amp Risk Management Teams Date Revised 0111
Policy Title Crisis Management Team Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
LOCAL CRISIS MANAGEMENT TEAM
The Crisis Management team is the center of policy development and communication at the local campus The responsibilities of the Crisis Management team is comparable to the Risk Management team but at the local level Please make reference to the job description of the Risk Management team Below is a list of the Crisis Management team members and their office and cell numbers
NAME O FFICE CELL TITLE
Anderson Kristine 616-742-1726 231-329-4667 Director of Employee Relations amp Recruitment
Bean Brent 616-732-1097 616-889-3875 Information Technology Services
Beausoleil Gail 616-554-5394 616-292-5446 Director of Career Services
Engblom Rob 616-871-6755 865-803-7350 Executive Director of Housing amp Residential Life
Fischer John 616-554-5005 616-822-1088 Director of Facilities
Fowler Don 616-554-5193 269-598-7546 Director of Student Services
Hooser Malachi 616-554-5386 616-308-9232 Call Center Manager
Jones Apple 616-554-4743 616-560-4856 Department Coordinator - School of Technology
Knechtel Heather 616-554-5388 517-974-5793 Director of Admissions
Likely Nygil 616-554-5316 616-717-8243 Director of Student Services
Lowden Paul 616-554-5050 616-901-1787 Director of Athletics
McLaughlin Karen 616-554-5655 616-970-5866 Asst LInC Director
Stodola Mike 616-554-5138 616-893-7314 Director of Student Center
Terpstra Duane 616-732-1155 616-581-5295 VP of Risk Management
Wagner Natalie 616-554-5821 616-901-0666 Exec Director of Student Life
Willis Dena 616-554-5517 616-617-4977 Student Success Manager
21
PANDEMIC PLANNING TEAM
In the Spring of 2009 the Cabinet approved the development of a multidisciplinary Pandemic Planning team to lead
a comprehensive effort to prepare the university for a potential outbreak of pandemic influenza Building on the
universityrsquos existing plans for crisis management and emergency response this team will
1 Develop policies and short-term and long-term procedures to guide the universityrsquos preparedness in
anticipation of an outbreak of pandemic flu
2 Identify critical resources supplies and materials the university would need to have available to address
such an emergency and how best to obtain them
3 Identify key factors or conditions that will trigger critical decision-making on the part of the University
and recommend who will need to make those critical decisions and what they should be
4 Ensure all decisions are in accordance with local state and federal recommendations and mandates The Pandemic Planning team is responsible for the development of Davenportrsquos Pandemic Influenza Preparation and Response Plan In addition the Pandemic Planning team engages units (schools departments teams committees etc) in a coordinated planning process and oversees the education of the Davenport community about the pandemic threat the Universityrsquos response plans and the need for all members of the community to be informed and involved in the preparedness efforts
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Pandemic Planning Team Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
NAME OFFICE CELL TITLE
Anderson Kristine 616-742-1726 231-329-4667 Director of Employee Relations amp Recruitment
Ballard Paul 616-554-5687 616-862-6532 Executive Director of Student Affairs
Bill Chris 616-732-1151 616-540-7396 VP of Human Resources
Engblom Rob 616-554-5087 865-803-7350 Executive Director of Housing
Harrison Joy 616-554-5820 616-283-2910 Executive Director of Academic Services
Jenson Rick 616-732-1172 616-706-2608 News Information Manager
Loud Tammy 616-554-5396 517-490-5940 VP of Student Services
McCormick Nathan 616-732-1128 616-745-7142 Executive Director of Facility Operations
Salinas Kim 616-732-1072 616-813-7165 Benefits Manager
Shull Lindsey 616-554-5528 616-901-2036 Regional Health Internship Manager
Terpstra Duane 616-732-1155 616-786-0293 VP of Risk Management
VanderVelde Kathleen 616-732-1191 616-292-3177 Director of University Communications
Williams Ben 616-732-1104 517-303-4955 Information Technology Services
22
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Recovery Process Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
RECOVERY PROCESS
Once assured that conditions are safe the Crisis Management Team will focus on returning the location to normal operations
Depending on the nature of the crisis the Crisis Management Team will provide the location with factual information regarding the crisis situation as well as details about recovery activities This information may be provided in the form of memoranda town hall meetings voice mail messages or other methods of communications
In the event that an emergency requires closure the Davenport University Emergency Hotline (formerly the Weather
Hotline) will be activated The hotline number is 1-800-525-8282 Up-to-date information on reopening will be made available
Staff and students should not return until the University is officially reopened All administrators facility and security personnel should report to work unless otherwise notified On a case-by-case basis other members will be asked to report to work to assist in recovery efforts
In the event of building damage the recovery process will include a repair and clean-up component led by Facility Operations If regularly scheduled classes cannot be held due to physical damage the Crisis Management team in conjunction with Academic Services will immediately begin efforts to reschedule classes to other locations Since these efforts may result in time changes as well information regarding schedule changes will be posted via the Davenport University website and through email communications
23
CRISIS MANAGEMENT TEAM RESPONSIBILITIES
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Specific CM Responsibilities Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
Local Crisis Management teams handle the day to day issues of a location They ensure the safe evacuation of all
employees liaison with civil authorities and interface with the security team and manage the crisis with internal
departments The following are the general job requirements of those departments represented on the crisis management
teams throughout the University
Facilities
Damage assessment salvage and restoration
Preparing the alternate location(s) for occupancy
Coordinating temporary relocation of staff
Procurement of supplies and equipment
Handling of OSHA issues
Human Resources
Account for all employees
Contacting employee andor families
Providing assistance to individual employees
Ensuring continuance of salaries and benefits
Oversee payroll activitiesInterface with Payroll
Communications
Determine all audiences who need communication general public media students families etc Determine if
other campuses are going to be affected and communicate the situation and provide guidance Let everyone involved know where to send press calls
Coordinate with the Risk Management Team to determine information to be communicated to students
Use the University Emergency Hotline for the purpose of informing faculty staff and students (families) during a
crisis
IT Team
Recovering server-based systems
Restoring data
Restoring computers and computer activity
Re-establishing voice and data communications
Student Services
Account for all students
Contacting students and or families
Providing assistance to students
Determine living arrangements
Security Services
Administering building security
Access throughout the facility (card access) Granting Issuing and Validating
Intrusion detection Prevention (cameras alarms)
Incident handling
InOut facility checks (validate employment) Scheduling security personnel
Fire Safety Building evacuation
Interface with local authorities (Fire Police Hazmat Poison Ctrl 3E etc)
24
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Job Responsibility Form Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
JOB RESPONSIBILITY FORM
The below form is an example of a process used for the purpose of coordinating the completion of the necessary responsibilities given out to specific people within internal departments
Human Resources
Account for all employees
Contacting employee andor families
Providing assistance to individual employees
Ensuring continuance of salaries and benefits
Oversee payroll activitiesInterface with Payroll
NAME TITLE RESPONSIBILITY DATE COMPLETED
25
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Emergency Resource Kits Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
EMERGENCY RESOURCE KITS
The campus will be equipped with emergency management kits
The emergency resource kit includes
This emergency resource kit must be accessible for all emergencies When leaving the building for fire alarms or other
emergency situations the kit must be carried out of the building
Example If there is a fire alarm and there is a real fire you will not be allowed back in the building until the fire
has been extinguished Under these types of circumstances the contents of the emergency resource kit will be
beneficial
Batteries
Battery powered radio
Bottle of Water
Class Schedule
Crisis Management Plan
Disposable Camera
DU Telephone Directory
First Aid Kit
Flashlight
Floor Plan or Map
Latex Gloves
List of Areas School Numbers
Phone Tree
Plastic Bags
Student Roster
Telephone Book
Writing Utensils
Yellow Role of Caution Tape
LOCATION OF EMERGENCY KITS
1 Welcome Center Desk
2 Academic Office
3 LINC
4 Student Life
5 Residence Halls
26
Policy Chapter Situational Procedures Date Revised 909
Policy Title Active Shooter Response Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
ACTIVE SHOOTER RESPONSE
The following guidelines are offered in order to provide you with useful information in the event of an active shooter
SECURE IMMEDIATE AREA
Close doors and lock them if possible
Turn off lights
Close blinds
Keep calm quiet and out of sight
CONTACTING AUTHORITIES
Call 911
Report your specific location office or room number
Number of people at your specific location
Number and type of injuries
Assailant(s) location number of suspects race and gender clothing description physical features type of
weapons and shooter identity if known
UN-SECURING AN AREA
Consider risks before un-securing rooms
Attempts to rescue people should only be attempted if it can be accomplished without further endangering the
persons inside a secured area
If doubt exists for the safety of the individuals inside the room the area should remain secured
SECURITY CELL 616-446-7098
27
Policy Chapter Situational Procedures Date Revised 709
Policy Title Defibrillators Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
FOR THOSE SITES THAT HAVE DEFIBRILLATORS
AED (Automated External Defibrillator) is used in emergency medical situations where the heart of the victim has stopped
beating and the victim is no longer breathing CPR is to be administered during a heart attack along with using the AED Those trained and certified in CPRAED procedures should be the ones who use the AEDrsquos as the Good Samaritan Act will
cover any problems or injuries during this life saving procedure
An AED is fairly simple to use For the most part the instructions are done in pictures and sound once the unit is opened up
and powered up for operation Follow the pictures and prompts in order to properly use this device For a male victim a
razor may be used in order to shave hair from the areas that the AED pads will be administered in order for proper contact
with the body For females removal of the bra may be needed in order to have proper body contact from the AED pad
An AED should be used within the first few minutes of a heart attack or as soon as it can be administered The AED
delivers an electrical shock that aids in attempting to establish a regular heart rhythm to aid in proper circulation of the
blood amp oxygen in the blood No one should be touching the victim when the AED delivers the shock Prompts from the
AED will be given as to what to do if the victim is shockable and when not to touch the body
CPR and AED should be used on heart attack victims when they are unresponsive and have no pulse or not breathing This
rescue procedure should be maintained until EMTrsquos or First Responders arrive to take over the medical care of the victim
AEDrsquos should also be properly maintained when being stored Those responsible for Security Services will be responsible
for the maintenance and supply needs for the AEDrsquos on site Also proper documentation should be maintained when using
this device or any other life saving technique Documentation should be turned in to those responsible for Security
Services
If at all possible and as a general rule of thumb only staff that has been trained in the proper use of an AED should attempt
to use it There are however instances in which it would be imprudent to wait for a trained staff member If this is the case the AED has been designed in such a way that they are user friendly and a Good Samaritan can adequately administer
treatment with the device by following the instructions printed on the apparatus
IT WILL BE THE RESPONSIBILITY OF SECURITY SERVICES TO REPLACE THE BATTERIES OF THE
AED EACH YEAR
28
AFTER HOURS COVERAGE PLAN
SECURITY SERVICES
The Security Services Office coordinates security requirements for the campus manages the fire safety
alarm and assists when necessary if there is a disruptive studentvisitortrespasser on campus
The Security Services Officer is responsible for unlockinglocking the buildings and classrooms per
predetermined schedules and as needed for special events
An officer is on duty 24 hours a day 7 days a week
Contact an officer at 616-446-7098
Listed below are emergency contact numbers for Campus Administration and Director of Security
Services The officer on duty should be the one to make contact with these individuals in times of need
DO NOT GIVE OUT THE BELOW CONTACT NUMBERS
Policy Chapter Situational Procedures Date Revised 709
Policy Title After Hours Coverage Plan Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
POSITION NAME NUMBERS
Director of Student Services Nygil Likely Cell 616-719-6457
ED of Academic Services Joy Harrison Cell 616-283-2910
Home 616-301-2175
VP of Risk Management Duane Terpstra Cell 616-581-5295
Home 616-786-0293
29
Policy Chapter Situational Procedures Date Revised 709
Policy Title Bioterrorism Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
BIOTERRORISM
Various office locations in the country have received threatening letters through the mail Some of these letters stated that you have been exposed to anthrax or other biological materials Additionally these and other envelopes or packages could contain some type of life threatening powder or granules The following information and recommendations are being provided to help you safely and effectively handle these types of incidents
SUSPICIOUS UNOPENED LETTER OR PACKAGE MARKED WITH THREATENING MESSAGE SUCH AS ldquoANTHRAXrdquo
1 Do not shake or empty the contents of any suspicious envelope or package
2 PLACE the envelope or package in a plastic bag or some other type of container to prevent leakage of contents
3 If you do not have any container then COVER the envelope or package with anything (eg clothing paper trash can etc) and do not remove this cover
4 Then LEAVE the room and CLOSE the door or section off the area to prevent others from entering (ie keep others away)
5 WASH your hands with soap and water to prevent spreading any powder to your face
6 What to do nexthellip
Report the incident to local police and notify your building security official or an available supervisor
7 LIST all people who were in the room or area when this suspicious letter or package was recognized Give this list to both the local public health authorities and law enforcement officials for follow-up investigations and advice
ENVELOPE WITH POWDER AND POWDER SPILLS OUT ONTO SURFACE
1 DO NOT try to CLEAN UP the powder COVER the spilled contents immediately with anything (eg clothing paper trash can etc) and do not remove this cover
2 Then LEAVE the room and CLOSE the door or section off the area to prevent others from entering (ie keep others away)
3 WASH your hands with soap and water to prevent spreading any powder to your face
4 What to do nexthellip
Report the incident to local police and notify your building security official or an available supervisor
5 REMOVE heavily contaminated clothing as soon as possible and place in a plastic bag or some other container that can be sealed This clothing bag should be given to the emergency responders for proper handling
SECURITY CELL 616-446-7098
30
Policy Chapter Situational Procedures Date Revised 709
Policy Title Bioterrorism Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
6 SHOWER with soap and water as soon as possible Do Not Use Bleach Or Other Disinfectant On Your Skin
7 If possible list all people who were in the room or area especially those who had actual contact with the powder Give this list to both the local public health authorities so that proper instructions can be given for medical follow-up and to law enforcement officials for further investigation
QUESTION OF ROOM CONTAMINATION BY AEROSOLIZATION
For example small device triggered warning that air handling system is contaminated or warning that a biological agent released in a public space
1 Turn off local fans or ventilation units in the area
2 LEAVE area immediately
3 CLOSE the door or section off the area to prevent others from entering (ie keep others away)
4 What to do nexthellip
Dial ldquo911rdquo to report the incident to local police and the local FBI field office and notify your building security official or an available supervisor
5 SHUT down air handling system in the building if possible
6 If possible list all people who were in the room or area Give this list to both the local public health authorities so that proper instructions can be given for medical follow-up and to law enforcement officials for further investigation
HOW TO IDENTIFY SUSPICIOUS PACKAGES AND LETTERS
Some characteristics of suspicious packages and letters include the followinghellip
Excessive postage Handwritten or poorly typed addresses
Incorrect titles Title but no name
Misspellings of common words Oily stains discolorations or odor
No return address Excessive weight
Lopsided or uneven envelope
Excessive masking tape string etc
Ticking sound
Marked with ldquoPersonalrdquo or ldquoConfidentialrdquo
Visual distractions
Protruding wires or aluminum foil
Shows a city or state in the postmark that does not match the return address
31
Policy Chapter Situational Procedures Date Revised 709
Policy Title Bomb Threats Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
BOMB THREAT DIRECTIONS
IF YOU RECEIVE A THREAT BY LETTER OR EMAIL
Preserve the letter for investigation The letter should not be handled after it is opened
Notify security services who will notify local law enforcement
Do NOT turn off lights computers or appliances
Do NOT close any doors or windows
Do NOT use electronic wireless devices two-way radios intercompaging system or the fire alarm IF YOU RECEIVE A THREAT BY PHONE
Remain calm
Attempt to keep the caller on the phone as long as possible
Follow and complete the checklist on the following page
Notify security services who will notify local law enforcement
Do NOT turn off lights computers or appliances
Do NOT close any doors or windows
Do NOT use electronic wireless devices two-way radios intercompaging system or the fire alarm IF AN ACTUAL BOMB IS DISCOVERED
Notify security services who will initiate a building wide evacuation and contact local law enforcement
Evacuate the immediate area quietly and calmly
Do NOT assume that another bomb is not in the same general area
Do NOT turn off lights computers or appliances
Do NOT close any doors or windows
Do NOT use electronic wireless devices two-way radios intercompaging system or the fire alarm
Stand 300 or more feet from the building and wait for permission from location personnel to reenter
UNDER THESE CIRCUMSTANCES WE ASK THAT THE OFFICER BE CONTACTED WITHOUT THE USE OF
A WIRELESS DEVICE USE OF HARDWIRE TELEPHONES WILL BE ACCEPTABLE SECURITY SERVICE
NUMBER IS 616-446-7098
32
Policy Chapter Situational Procedures Date Revised 709
Policy Title Bomb Threats Checklist Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
QUESTIONS TO ASK CALLERrsquoS VOICE 1 When is the bomb going to explode __ Calm __ Angry __ Slow
__ Excited __ Rapid __ Soft 2 Where is the bomb right now LocationBuilding __ Laughter __ Crying __ Loud
__ Normal __ Distinct __ Slow 3 What does it look like __ Accent __ Stutter __ Lisp
__ Raspy __ Ragged __ Deep 4 What kind of bomb is it __ Disguised __ Familiar __ Nasal
5 What will cause it to explode __ Clearing Throat __ Deep Breathing
__ Cracking Voice 6 Did you place the bomb
If voice is familiar who did it sound like 7 What is your reason for the bomb
__________________________________ 8 What is your address
BACKGROUND SOUNDS
9 What is your name __ Street Noises __ Crockery
__ Factory Machinery __ Voices EXACT WORKING OF THE THREAT __ Children Voices __ Street Noises
__ PA System __ Music __ House Noises __ Motors
__ Office Machinery __ Clear __ Animal Noises __ Static
__ Local __ Booth __ Long Distance __ Other
LANGUAGE
__ Well Educated __ Foul __ Incoherent __ Taped
Sex of Caller __________ Race _____ __ Message read __ Irrational
Age __________ Length of Call _____ REMARKS
Number at which call is received ___________________________________
________________________________ Date __________ Phone ___________
BOMB THREAT CHECKLIST
WHAT INFORMATION DO YOU OBTAIN WHEN YOU
RECEIVE A BOMB THREAT OVER THE TELEPHONE
33
Policy Chapter Situational Procedures Date Revised 909
Policy Title Civil Disorder Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
CIVIL DISORDER
The purpose of this procedure is to assist personnel in dealing with civil disorder that would endanger life cause damage to property or otherwise disrupt the operations of the University Civil disorder may take several forms including but not limited to pickets marches rallies parades sit-ins trespassing riots sabotage and criminal damage to property In all cases no matter how minor there is always the potential for escalation The primary considerations in the event of civil disorder are protection of the lives and property of the University community and preservation of the academic environment
1 Remain calm 2 Assess the situation 3 Evacuate yourself and others from the area as necessary 4 Contact those responsible for security services 5 Contact those who can properly communicate with those involved in passive resistance 6 If danger is imminent call 911
There needs to be an understanding of passive vs aggressive activities For those activities that do not create a dangerous situation please do not contact local law enforcement Internal communications will take place on how to deal with the issue For those activities that do create a dangerous environment local law enforcement should be contacted In either case security services must be contacted (616-446-7098)
SECURITY CELL 616-446-7098
34
Policy Chapter Situational Procedures Date Revised 909
Policy Title Classroom Disruption Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
CLASSROOM DISRUPTION
There are different ways that classroom disruptions can be handled In order to understand this procedure definitions will
be given of the following
Disruption - an unwelcome or unexpected break in a process or activity
Disorderly - unruly resisting authority and disturbing the peace
Dangerous - likely to cause harm or actions that could result in injury
The following are general guidelines of options that can be enforced at the time of a classroom disruption
1 When a student is causing a disruption in class the professor will handle the issue by verbal commands
2 When a student is being disorderly the professor will ask the student to leave class A report is generated through
Student Services
3 When a student is likely to cause harm or actions could result in injury ask the student to leave the classroom If
there is a refusal terminate class and ask all the students to leave the classroom Contact 911 by classroom phone
or cell phone Proceed to call Security Services if they exist at your location A report is generated through
Security Services or Student Services
SECURITY CELL 616-446-7098
35
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Communicable Disease Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
COMMUNICABLE DISEASE
Communicable diseases are those that can be transmitted from person to person (or animal to human) via direct contact with
body fluids ingesting contaminated food or water inhalation of contaminated air or the bite of an infected insect Bacteria
viruses and parasites are some of the organisms that can cause communicable diseases
A student who has a communicable disease may attend Davenport University whenever through reasonable accommodation the risk of transmission of the disease is sufficiently remote Placement decisions will be made by using
current public health department guidelines concerning the disease in question Information on communicable diseases can
be found at the below website The website table of contents is located on the next page
httpwwwaccesskentcomHealthHealthDepartmentCD_EpidDisease_Fact_Sheetshtm
The determination of whether a student with a chronic communicable disease may attend Davenport University will be
made on an individual basis according to procedures implemented by the University in consultation with appropriate
University personnel the studentrsquos primary physician public health personnel the Universityrsquos legal counsel and the
student
A student who has a communicable disease may be denied admission to or may be dismissed from a particular program or
course of study whenever such communicable disease has a direct effect on the studentrsquos ability to perform a course of
study
The University shall respect the right to privacy of any student who has a chronic communicable disease or is a carrier The
studentrsquos medical condition shall be disclosed only to the extent necessary to minimize the health risks to the student and
others Persons deemed to have ldquoa direct need to knowrdquo will be provided with the appropriate information however these
persons shall not further disclose the information
CLEAN UP ndash If the communicable disease causes a need for decontamination Facilities will arrange proper cleaning of
contaminated areas as soon as possible Assessments of completion of decontamination will be provided to the appropriate
Leadership
36
COMMUNICABLE DISEASE
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Communicable Disease Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
D i s e a s e F a c t S h e e t s - F o u n d o n W e b s i t e
Arboviral Encephalitis
Anthrax
Botulism
Campylobacter
Chickenpox (images chickenpox chickenpox 2)
E coli
Fifth Disease (images hand body amp face)
Giardiasis
Hand Foot amp Mouth Disease (hand)
Head Lice (Michigan Head Lice Manual)
Hepatitis A
Hepatitis B
Hepatitis C
Lyme Disease (images rash rash 2) (Additional Information)
Meningitis
Monkeypox
MRSA (Methicillin Resistant Staphylococcus Aureus)
Norovirus (Norovirus Cleaning Guidelines)
Pertussis
Pink Eye
Pinworms
Poison Ivy (images arm blisters arm rash arm rash 2 plant plant 2)
Rabies
Ringworm (images face hand head)
Salmonellosis
SARS
Scabies
Scarlet Fever (images tongue body)
Shigellosis
Shingles (images arm shoulder)
Smallpox
Strep Throat
Syphilis Fact Sheet
Tick Borne Diseases (images Dog and Deer tick Lone Star tick amp others)
Tuberculosis
West Nile Virus
37
CONTINUITY PLAN
Policy Chapter Situational Procedures Date Revised 709
Policy Title Continuity Plan Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
ACADEMIC
If damage to a location forces evacuation of the facility for a length of time the VP of Risk Management will work with
the Group VP for Academic Services and other designated people to determine what courses could be handled at other locations Some classes could be handled at local establishments that will allow our use for a period of time
BUILDINGS
If damage to a location forces evacuation of the facility for a length of time the VP of Risk Management will work with
the Executive Vice President of FinancesCFO and other designated people to determine what nearby facilities could be
used for classes for a period of time Local schools are often used for this purpose Addresses of local schools are on the
next page
INSURANCE
There are two people who will need to be contacted from our insurance company immediately upon the closing of a location
due to damage These individuals will give us direction on what can be done as it relates to financing through the insurance
company
These individuals are as follow
Linda Miller-Szanto CIC LIC
Area Vice President
Arthur J Gallagher amp Co of Michigan Inc
161 Ottawa NW Suite 112 Grand Rapids MI 49503
Phone 616-233-0922
Fax 616-233-0923
Linda_Miller-Szantoajgcom
Janet Manning Claims Manager
Arthur J Gallagher Risk Management Services Inc
22930 9 Mile Road
St Clairs Shores MI 48080
Phone 586-774-5415 Ext 238
Fax 586-779-6769 Janet_Manningajgcom
38
Policy Chapter Situational Procedures Date Revised 709
Policy Title Continuity Plan Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
httpmichiganschooltreeorgcounties-page1html
Caledonia High School
9050 Kraft Avenue SE
Caledonia Michigan 49316
616-891-8129
Caledonia Middle School 9230 Kraft Avenue SE
Caledonia Michigan 49316
616-891-8649
Dutton Christian School
6729 Hanna Lake Road
Caledonia Michigan 49316
616-698-8660
39
Purpose
The purpose of fire drills is to ensure the efficient and safe exit of facilities in the case of an emergency Proper drills ensure orderly exit under control and prevent panic Order and control are the primary purposes of the drill Speed in emptying buildings while desirable is not in itself an object and should be made secondary to the maintenance of proper order
Responsibility
Fire drills shall be designed and conducted according to the occupancies specified below Responsibility for the planning and conduct of drills shall be assigned by campus risk management to competent persons qualified to exercise leadership A written record of all drills conducted should be maintained including a critique of the event This record should be maintained by risk management
General Guidelines
Drills shall include suitable procedures to make sure that all persons in the building or all persons subject to the drill actually participate If a fire drill is considered merely as a routine exercise from which some persons may be excused there is a grave danger that in an actual fire the drill will fail in its intended purpose
All drills will be preplanned but not preannounced Fire drills shall be held with sufficient frequency to familiarize all occupants with the drill procedure and to have the conduct of the drill a matter of established routine Sufficient frequency for Davenport University is to hold two fire drills each semester One will be held during the day and another in the evening This will give the majority of faculty staff and students the ability to be involved in a drill
Drills should be carefully planned to simulate actual fire conditions Not only should they be held at varying times but different means of exit should be used based upon an assumption that if some given stairway is unavailable by reason of fire or smoke all the occupants must be led out by some other route Fire exit drills should be designed to familiarize the occupants with all available means of exits particularly emergency exits that are not habitually used during the normal occupancy of the building
Fire Exit Drills in Specific Campus Occupancies
The usefulness of a fire drill and the extent to which it can be carried depends upon the character of the occupancy Drills are most effective in occupancies such as classrooms where the occupant load of the building is somewhat consistent In buildings where the occupant load is of a changing character no regularly organized fire drill is possible
In such cases the fire drills must be limited to the regular employees who can be thoroughly schooled in the proper procedure and can be trained to properly direct other occupants of the building in case of fire In occupancies such as the Student Center regular employees can be rehearsed in the proper procedure in case of fire Such training always is advisable in all occupancies whether or not regular fire drills can be held
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Fire Drills Page Number 1 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
FIRE DRILLS
40
The following sections address some of the special fire drill details which should be observed for specific occupancy classes
A Educational Occupancies ndash Academic and Administrative Buildings
All educational buildings on campus must hold two fire drills per semester preferably during the first four weeks of the semester Faculty and staff shall work in cooperation with risk management in scheduling drills before the semester begins
Evacuation instructions are to be conspicuously posted in each classroom and hallway to provide the necessary evacuation information and ensure orderly egress from the building Signs should also specify that elevators must not be used to exit during a fire drill
Classroom faculty and staff should be familiar with the easiest exit to be used in the fire drill and the alternative exits available Faculty and staff should close (not lock) doors and windows and take responsibility for checking facilities for complete evacuation All personal belongings within reach should be taken from classrooms by students
Handicapped students should inform faculty or staff at the start of the semester of any special requirements with respect to locations and procedures that will best facilitate those students egress from the building in an emergency In general wheelchair users should go to the stairwell which is furthest from the fire and wait for help Fire departments should be notified that stairwells be checked first Other handicapped persons should be assisted by students faculty or staff Do not leave a handicapped person alone
B Residential Occupancies
Residential facilities demonstrate the greatest need for adequate and effective fire exit awareness due to the potential loss of life Fire drills in residence halls must be performed twice a semester at a minimum Because of the nature of the occupancy it is usually the case that additional drills are performed due to false alarms
A major concern in residence hall fire drills is the resistance of residents to evacuate the building in the event of a drill Resident assistants and other staff must take responsibility for the complete and orderly evacuation of the building Education and awareness are key components to an effective fire evacuation program Directional signs in hallways and in each dorm room will help student to become more fully aware of their options
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Fire Drills Page Number 2 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
41
Special consideration must be given to handicapped students with regard to fire safety in residence halls To be most effective handicapped students should be required to evacuate the building during a fire drill regardless of their location in the building Preplanning is key for the handicapped person because hisher own familiarity with the buildings exists and the safest methods of egress is vital First responders should preplan by having designated individuals assigned to evacuate handicapped persons requiring assistance The handicapped person should also seek out buddies to assist in the evacuation and should explain all instructions beforehand No-one should be left behind during a fire drill or fire condition
To facilitate evacuation handicapped persons should be assigned to rooms on ground or egress level whenever possible Rooms should be identified on the outside of the building with a distinctly coded sign to advise the fire department without distinguishing the student If evacuation of a handicapped person is not possible heshe should return to the room close the door or proceed to the nearest stairwell if possible and wait for the fire department rescue For this reason each dorm should have a list of all handicapped students and their room location on file with the fire department
On each floor of the facility the resident staff should proceed down the hall knocking loudly on each door as heshe passes Staff should not unlock each door as this is time consuming and may result in danger to the staff person
C Assembly Occupancies ndash Student Center
Because actual fire drills are not practical for places of non-continuous assembly where the students or public body changes with each program employees or attendants of such places should be schooled in the duties they are to perform in case of fire in order to be of greatest service in effecting an orderly exit
An adequate number of competent attendants must be on duty when assembly occupancy is used Attendants should be instructed in the proper use of portable fire extinguishers and other manual fire suppression equipment if provided
Signs with directions for speedy and orderly egress should be posted
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Fire Drills Page Number 3 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
42
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Fire Drill Checklist Page Number 4 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
FIRE DRILL CHECKLIST
In the event of a fire pull the fire alarm The integrated fire alarm system is for use only in the event of a fire and should
NOT be used to evacuate the building for any other emergency
IMMEDIATELY
Remind students which exit to take as noted in each classroom regardless of where they are parked
Tell them to put on coats and to pick up purseskeys Leave all books notebooks etc in the classroom
Tell all students they MUST move to an area 300 feet from the building
You are to take a roster or safety sign-in sheet and a penpencil with you
Close all classroom windows
Turn off lights
Close all classroom doors
ONCE OUTDOORS
Announce that class is NOT cancelled automatically ndash notification of official cancellation of class will be
announced by campus personnel
Ask students to inform you if they select to leave and take note of all who leave the premises
Confirm through a roster or safety sign-in sheet that all students who were present that day are out of the building
You will be asked by Fire officials to verify this
Do not reenter the building until permission is granted by those having authority
43
Policy Chapter Situational Procedures Date Revised 709
Policy Title Fire Response - Disabilities Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
EVACUATION OF PERSONS WITH DISABILITIES
When emergency evacuation from a building becomes necessary special attention must be paid to the safety of persons
with disabilities Good planning is the best defense against unnecessary accidents and confusion Some people with
disabilities may not need help while others may This is why it is imperative that you ask the person if there is any way you
can be of assistance
Any campus building may have an employee student or visitor who is a person with disabilities The three most encountered are visual aural and mobility
Visibility ndash Visually impaired persons may need guidance to the primary exit or to a secondary exit
Aural ndash Aurally impaired individuals may not realize the alarm is sounding
Mobility ndash Evacuation between floors can be difficult Do not use elevators during emergencies
If persons with disabilities are frequently present in your office classroom or residence hall discuss evacuation plans with
them Travel with them over possible exit routes identify potential obstacles and ask their opinions
Mobility impaired persons should be evacuated by untrained personnel only when the situation is life threatening If it is
determined that there is no immediate danger consider remaining where you are and immediately inform a member of the crisis management team or those responsible for security services
In life-threatening situation where immediate evacuation is necessary always ask the person if you can help Then
personally assist the person with a disability down the stairs Some crutch and cane users may be able to use the stairs
others may not Ask them how they want your help
Wheelchair users should be carried in their chair only when at least two strong people are available who can control the
chair
Communicate with people who are deaf or who have hearing impairments When possible arrange emergency signals in
advance Keep verbal messages short Visual props such as cards or notes can be used to communicate Immediately tell them what is happening and keep them informed of the situation
44
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Flood Response Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
FLOOD RESPONSE
Take immediate steps to ensure the safety of the people in the building Attempt to contain the flood and limit the affected
area This may involve shutting off the water main Contact the Director of Facilities for further instructions on how to
proceed
Major flood issues will be handled by our insurance company Once the source of the flood has been determined and
terminated The insurance company will provide a restoration company for cleanup One of the following two people
needs to be contacted for this information
Linda Miller CIC LIC
Area Vice President
Arthur J Gallagher amp Co of Michigan Inc
161 Ottawa NW Suite 112
Grand Rapids MI 49503
Phone 616-233-0922
Fax 616-233-0923
Linda_Millerajgcom
Janet Manning Claims Manager
Arthur J Gallagher Risk Management Services Inc 22930 9 Mile Road
St Clairs Shores MI 48080
Phone 586-774-5415 Ext 238
Fax 586-779-6769
Janet_Manningajgcom
Academic - Water shutoff valves are located in the lower level mechanical room next to
classroom 001
Cook Resident Hall ndash Water shutoff valves are
located in the southeast corner of the basement
East Residence Hall ndash Water shutoff valves are
located in the southeast corner of the basement
Student Center ndash Water shutoff valves are
located in the mechanical room just north of the
west doors next to the dumpsters
AUTHORIZED FLOOD RESPONSE CONTRACTOR IS AS FOLLOWS
Ameri Pro Restoration
1-888-222-1245 wwwameri-procom
FIRE WATER AND MOLD DAMAGE
45
Policy Chapter Situational Procedures Date Revised 709
Policy Title Hazardous Materials Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
HAZARDOUS MATERIALS
If there is a hazardous materials spill anywhere on location the following steps should be immediately taken
Contact security services facility staff or a member of the Crisis Management team They will take over coordinating the remainder of the emergency response The scene should be immediately secured by not allowing people into the hazardous
area This includes any rescue attempts anyone unable to remove themselves from the affected area will have to wait until
the situation has been fully assessed and emergency personnel have arrived If there is anyone in such a state immediately
contact 911 and notify them of the situation
Isolate the area and take steps to ensure the safety of people as well as the environment with the priority being in that order
Attempt to identify the hazardous materials using any placards visible from a safe distances MSDS sheets found in the
security services office or shipping documents that may be available
Assess the Situation If the spill warrants it contact emergency services to take over the scene If not contact the Director of Security Services andor the Director for Facilities and ask for instructions on how to proceed
There may be the need to shut down the HVAC systems if there is a chemical spill on the highway and a chemical cloud is
approaching the campus There will always be a facility or security personal available to shutdown HVAC units if
necessary
SHUTOFF LOCATIONS
Main shutoffs for the HVAC system in the Academic building can be found in the lower level mechanical
room next to the food prep area on the Westside of the main lecture halls
Main shutoffs for the HVAC system in Cook and East residence halls can be found in the basement
mechanical room
Main shutoffs for the HVAC system can be found in the mechanical room just north of the west doors next to
the dumpsters
SECURITY CELL 616-446-7098
46
Policy Chapter Situational Procedures Date Revised 909
Policy Title Illegal Activities Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
ILLEGAL ACTIVITIES
Security Services is responsible for the investigation of all illegal activities Contact Security Services
immediately at 616-446-7098
If immediate danger exists call 911
Try to remember information regarding suspects vehicle descriptions and direction of travel
Each situation will be documented and investigated by the University andor local law enforcement
INCIDENT REPORTING OF ILLEGAL ACTIVITIES
If you are a victim of or a witness to any criminal activity contact Security Services at 616-446-7098 and they
will assist in documenting the situation and contacting the police department
DO NOT attempt to handle the situation alone
If immediate danger exists call 911
Observe Universal Precautions when coming in contact with any human body fluid Vinyl latex free gloves are
located in the Security Services Office Welcome Center Desk LInC Circulation Desk Administrative Office
Suite third Floor Faculty Lounge Fitness Center and Maintenance OfficeWorkshop
SECURITY CELL 616-446-7098
47
Policy Chapter Situational Procedures Date Revised 709
Policy Title Injury Reporting Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
INCIDENTS RESULTING IN EMPLOYEE INJURIES
If someone is injured as a result of an incident notify Security Services at 616-446-7098
Do NOT move the injured person unless absolutely necessary
Send someone else to call 911 and to give information regarding the medical emergency
Do NOT attempt first aid unless you are trained to do so
Do NOT offer to pay medical expenses admit responsibility or mention insurance
Do NOT apologize for the accident argue the cause or reprimand anyone
Do NOT offer to transport the injured person
A MICHIGAN EMPLOYERrsquoS FORM MUST BE FILLED OUT WHEN AN EMPLOYEE IS INJURED
SECURITY CELL 616-446-7098
48
Policy Chapter Situational Procedures Date Revised 709
Policy Title Media Call Form Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
MEDIA CALL LOG
If media call your location and you cannot transfer the call to a crisis communications
team member as noted obtain the following information and Fax the sheet to
6167321179 or relay the information to the crisis communications team by phone
Date _________________________ Time _____________________
Callerrsquos name _________________________ Callerrsquos phone number _______________ Media organization name _____________________ Location ____________________ Deadline (if given) _________________ Your name __________________________ Work Number _________________ Cell Number _________________ Other Number _________________ Actioninformation requested ________________________________________________ __________________________________________________________________________ Reporterrsquos specific questions ________________________________________________ __________________________________________________________________________ __________________________________________________________________________ What reporter was told _____________________________________________________ __________________________________________________________________________
_________________________________________________________________________________
____________________________________________________________________
If you answer a media call and cannot immediately transfer the call per the chart complete the ldquomedia call logrdquo tell the caller
someone will respond to them as soon as possible and forward the log sheet to the first available crisis communications team member
You may copy the sheet attached and FAX completed sheets to the crisis communications team at 6167321179 or if there
is a power outage relay the information from the ldquomedia call logrdquo to the crisis communications team by cell phone
49
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 1 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
SEVERE WEATHER ndash Class CancellationCampus Closing Policy
Severe winter weather may come in many forms consisting of snow ice and wind Generally each one individually does not result in the cancellation of classes but occasionally the severe combination of all three may cancel classes or possibly close a
campus
Our students are being trained to work in our communities Businesses rarely close due to weather related issues
Davenport will rarely close or cancel classes
DECISION PROCESS
The recommendation to cancel classes or the closing of a campus will be made by the highest ranking student services
and academic leadership member for a specific campus
Information regarding the conditions of the weather can generally be determined by contacting facilities and security
who may be on site Use of the internet is also encouraged for weather information (wwwweathercom) There
is an expectation that the recommendation would be made with help from others
In the chart below you can find criteria that can be used to make this recommendation These criteria will be used to
explain to faculty staff and students why classes were canceled This information will also be tracked by the VP of
Risk Management to help obtain an understanding under what conditions classes are generally canceled so decisions
can become easier in the future
A request to cancel classes will be given to the VP of Risk Management by the highest ranking Student Services
person of a specific campus This request will contain details related to the above chart The VP of Risk
Management will contact the Executive VP of Finance by 530 am with bullet points about the weather conditions of
the effected campus The Executive VP of Finance will contact the President for final approval
The process to close a location will be the same as above however the EVP for Organizational Development and the
VP of Risk Management must concur with the decision to close a campus before the EVP of Finance is contacted
DESCRIPTION EXAMPLE
Current Length of Storm 4 or More Hours
Additional Anticipated Length of Storm 4 or More Hours
Strength of Wind 21 or More
Visibility 025 Mile
Wind Chill -30
Current Snowfall 8 or Above
Future Anticipated Snowfall 4 or Above
Ice Coverage Any Ice
Area CollegeUniversities Closed Yes
Roads closed by State Police Yes
Information
can be found
on internet
Feel free to
use
wwwweather
com
50
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 2 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
Once approval has been obtained for classes to be canceled at a specific campus the VP of Risk Management
will
1 Initiate the DU-Alert as early as 530 am DU-Alert will contain the following information
a Closed building vs Canceled classes b Day vs evening classes c Who should report to work d What events need to be canceled
2 Notify University Communication so the proper information can be placed on our website and be sent to
Faculty and staff by email Contact Rick Jensen first at 616-706-2608 and Von Franklin at 616-481-3083 It
will be the responsibility of communications to post the appropriate communication on the website
3 Notify the appropriate Director of Student Services so information can be relayed to specific campus
personnel
4 Call CSC at 800 am to inform them of weather issues It will be the responsibility of CSC to be notified of
issues through DU-Alert prior to 800 am 1212 Extension
1-800-322-3984
5 Contact Malachi Hooser of the Call Center about the weather issues
616-308-9232 Cell
616-554-5386 Office
Location Student Servicesrsquo leadership will be responsible to
1 Notify the appropriate TV and radio stations 2 Update the Emergency Hotline
QUESTIONS AND COMPLAINTS
Questions and complaints from faculty staff or students regarding the decision to cancel classes or close a location
should be sent to the VP of Risk Management
TIME OF DECISIONS
Morning cancellations will be announced by 6 am
Afternoon cancellations will be announced by 10 am
Evening class cancellations will be announced by 3 pm
51
DU Campus Closing Line Main Menu Greeting
YOU HAVE REACHED THE DAVENPORT UNIVERSITY CAMPUS CLOSING LINE IF YOU KNOW
YOUR TWO DIGIT CAMPUS IDENTIFICATION NUMBER YOU MAY DIAL IT AT ANY TIME DURING
THIS MESSAGE FOR FULTON DIAL 01 FOR LANSING DIAL 03 FOR KALAMAZOO DIAL 04 FOR
MIDLAND DIAL 05 FOR BATTLE CREEK DIAL 08 FOR HOLLAND DIAL 09 FOR FLINT DIAL 10 FOR
SAGINAW DIAL 11 FOR WARREN DIAL 12 FOR ALMA DIAL 15 FOR CARO DIAL 16 FOR GAYLORD
DIAL 19 FOR TRAVERSE CITY DIAL 20 FOR LETTINGA DIAL 33 OR FOR LIVONIA DIAL 35 TO
LISTEN TO THIS MESSAGE AGAIN TOUCH THE KEY
Suggested Message for the Individual Campuses ltCAMPUS NAMEgt CLASSES ARE IN SESSION AS SCHEDULED
Example
LETTINGA CAMPUS CLASSES ARE IN SESSION AS SCHEDULED
To change a message
1 Dial 7002 for voice item maintenance
2 Dial the application ID for the message yoursquod like to change
3 Dial the password for the application
4 Dial 2 to review the current recording
5 Listen to the recording to make sure you are changing the correct one
6 Dial 5 to begin recording
7 Say the message yoursquod like callers to hear
8 Dial to end recording
9 Dial 2 to review the recording
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 3 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
52
CHECKLIST
Student Services Representative
Student Services and Academic Leadership decide to make a recommendation on classes being canceled or
the building closed
Decision will be assisted by facilities andor security that may be on site
Decision to cancel class will be made for the morning by 5 am and announcement will go out at 6 am Decision to cancel class will be made for the afternoon by 930 am and the announcement will go out by 10
am Decision to cancel class will be made for the evening by 230 pm and the announcement will go out by
300 pm
Student Services representative will call VP of Risk Management with cancelation of classes or closing of
a campus using the appropriate statistics found at wwwweathercom
Student Services representative will put a message on the emergency hotline and remember to update it as
necessary
Student Service representative will contact local TV and radio stations
Student Service representative will activate their call tree as appropriate
VP of Risk Management
VP of Risk Management will contact appropriate Executive Vice Presidents who will then obtain
permission from the president
VP of Risk Management will contact specific Directorrsquos of Student Services to report the decision
DU-Alert will be activated to the affected campuses
Contact Communications
Contact Web site administration
Contact CSC
Contact Call Center
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 4 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
53
EXAMPLE OF A BLIZZARD WARNING
URGENT - WINTER WEATHER MESSAGE
NATIONAL WEATHER SERVICE GRAND RAPIDS MI
428 AM EST THU DEC 10 2009
MUSKEGON-OTTAWA-KENT-ALLEGAN-BARRY-VAN BUREN-KALAMAZOO-
INCLUDING THE CITIES OFMUSKEGONJENISONGRAND RAPIDS
HOLLANDHASTINGSSOUTH HAVENKALAMAZOO
428 AM EST THU DEC 10 2009
BLIZZARD WARNING REMAINS IN EFFECT UNTIL 4 PM EST THIS
AFTERNOON
HAZARDOUS WEATHER
SNOW SHOWERS WILL CONTINUE TO INTENSIFY EARLY THIS MORNING 2
TO 4 INCHES OF SNOW ACCUMULATION CAN BE EXPECTEDALTHOUGH
LOCALLY HIGHER AMOUNTS ARE POSSIBLE
WEST WINDS OF 20 TO 30 MPH WILL GUST UP TO 40 MPH THESE WINDS
WILL CAUSE CONSIDERABLE BLOWING AND DRIFTING OF SNOW VISIBILITIES WILL FREQUENTLY BE REDUCED TO NEAR ZERO AT TIMES
THROUGH THIS AFTERNOON
GUSTY WINDS ALONG WITH RAPIDLY FALLING TEMPERATURES WILL
PRODUCE SUB ZERO WIND CHILLS
IMPACTS
TRAVEL WILL BE SEVERELY IMPACTED WITH SNOW BLOWING
SNOWAND BITTER COLD WIND CHILLS BLIZZARD CONDITIONS ARE
EXPECTED THROUGHOUT MUCH OF THE DAY ESPECIALLY ALONG US HIGHWAY 131
POWER OUTAGES WILL BE POSSIBLE DUE TO THE STRONG GUSTY WINDS
PRECAUTIONARYPREPAREDNESS ACTIONS
IT WOULD BE BEST NOT TO TRAVEL TODAY
IF YOU MUST TRAVELKEEP AN EXTRA FLASHLIGHTFOODAND
WATER IN YOUR VEHICLE IN CASE OF AN EMERGENCY
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 5 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
54
EXAMPLE OF HOLLAND AT WWWWEATHERCOM
Right Now Next 36 Hours
Today Tonight Tomorrow
Light Snow Snow Snow Shower AM Snow Showers
30degF 32deg 27deg 33deg
Feels Like 21deg High Low High
Past 24-hr Precip 029 in (est) Snow 29 in (est)
Chance of Precip 80
Chance of Precip 80
Chance of Precip 60
Wind From W at 12mph
Wind W at 18 mph
Wind W at 17 mph
Wind W at 14 mph
Humidity 69 64 62 62
Dew Point23deg
Pressure 2980 in
Visibility 10 mi
UV Index 0 - Low 1 - Low -- 1 - Low
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 6 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
55
CONTINUED EXAMPLE OF HOLLAND AT WWWWEATHERCOM
Daylight Remaining 6 hrs 1 min Sunrise 755 am Sunset 512 pm Sunrise 756 am
Through 5pm A steady snow will continue to fall through late afternoon Cloudy and windy Temperatures reaching the low 30s Winds W at 15 to 20 mph Chance of snow 80 Additional snowfall of 1 to 2 inches through 430pm
Snow showers early with a steadier snow developing late Colder Temps nearly steady around 30 Winds W at 15 to 25 mph Chance of snow 80 1 to 3 inches of snow expected
Variably cloudy with snow showers Low 27F Winds W at 15 to 25 mph Chance of snow 80 Snow accumulating 1 to 2 inches
Mainly cloudy with snow showers around in the morning High 33F Winds W at 10 to 20 mph Chance of snow 60 Snow accumulations less than one inch
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 7 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
56
Policy Chapter Situational Procedures Date Revised 709
Policy Title Severe Weather Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
CLASS CANCELLATIONS PROCEDURES
GREATER GRAND RAPIDS ndash HOLLAND AND LETTINGA
CLASS CANCELLATIONS PROCEDURES
NOTE All staff are to report to work as long as they are not endangering themselves in the process
The Director of Security Services will input information for all campuses in the GRAIL WEB system and at
wwwcancellationscom
1 When closings occur the Director of Security Services or his alternate will input closing data to the
GRAIL WEB site which will result in local media announcements
2 Day Classes ndash Weekdays (Monday through Friday) the Director of Security Services or alternate will check on weather and road conditions should weather become severe
a When day classes (prior to 400 pm start) need to be canceled the Director of Security Services
will contact one of the following in the order listed
i The ED of Student Services (Lettinga)
Tom Woods (517) 230-9834 (cell)
ii The ED of Academic Services (Lettinga)
Joy Harrison (Lettinga) (616) 301-2175 (home) (616) 283-2910 (cell)
iii The Director of Student Services (Holland)
Linda Sievert (616) 942-7735 (home) (616)745-3030 (cell)
b The EDs will inform
ii The Lettinga Asst Directors
Don Fowler (269) 383-5626 (home) (269) 598-7546 (cell)
Nygil Likely (616) 724-4206 (home) (616) 717-8243 (cell)
iii The Holland Director of Student Services
Linda Sievert (616) 942-7735 (home) (616)745-3030 (cell)
iv The Dir of Security Services
Eric Patterson (616) 459-8603
who will access wwwgrailwebcom and TV-13 (616) 785-1313 to
input the West Michigan locations (s) being closed and for how long
These decisions will be broadcast by 600 am
57
Policy Chapter Situational Procedures Date Revised 709
Policy Title Severe Weather Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
3 Evening Classes ndash Weekdays (Monday through Friday) the EDrsquos (see 2b i ii and iii above) and the Director of
Security Services will decide on cancellations for classes starting after 400 pm
The Director of Security Services will access wwwgrailwebcom and TV-13 (616) 785-1313 to input exactly
which locations (s) are being closed and for how long
4 Weekend Classes ndash The Security Services Officer on duty will contact 1) the Director of Security Services 2) the ED
of Student Services 3) the D for Holland or 4) ED for Academic Services at Lettinga (See 2 a and b above) The
individual contacted will
a Make the decision to close Lettinga and Holland locations
b Relay decision to the Director of Security Services who will access wwwgrailwebcom and TV-13 (616)
785-1313 to input exactly which locations (s) are being closed and for how long
c Contact the EDs and D (see 2a and b above) to tell them of the closings
Saturday classes will be canceled by 600 am
Sunday classes will be canceled by 800 am
5 Phone Messages ndash During any of the seven days of the week the Director of Security Services or designee will contact
Lettinga a Kirsten Scott (616) 554-5311 andor (616) 891-7623 or
b Sally Kuipers (616)742-2070 andor h(616)452-2349 or c(616)560-7478
Holland
c Rhonda Prins at 616-218-9896 or 616-395-4608
to change the message on the switchboards notifying incoming callers that classes have been canceled The
switchboards will carry the specific message as long as appropriate
6 OTHER THAN WEATHER RELATED CLOSINGS ndash Closings for other reasons will be determined by the
campuslocation leader with notification to the ED and Director of Security Services for posting to GRAIL Here are some guidelines
a Electrical Gas Leak Water ndash two hour delay unless need for longer closing is obvious
Contact numbers can be found on the ldquoLocation Communication Treerdquo procedure located in this document
Davenport University Connect Hotline Number is 1-800-525-8282
58
Purpose
The purpose of tornado drills is to provide shelter for the campus community during a tornado warning In these cases faculty staff and students should not evacuate the building since this may cause injury During a tornado
warning you have only a short time to find shelter Advance planning and a quick response are the keys to surviving
this type of inclement weather The University values the safety of each individual and expects that people will take
responsibility for safeguarding their welfare
Regulation
Effective March 30 1998 House Bill 5237 amended the Michigan Fire Prevention Cote Act 207 PA 1941 as
amended Section 19 to require Tornado Drills in Schools The new requirement applies to all schools including
state supported schools colleges universities and school dormitories
Sec 19 (3) now requires a minimum of 2 tornado safety drills for each school year at the schools and facilities hellip
These drills are for the purpose of preventing hazards and injuries in the event of severe weather
Responsibility
Responsibility for the planning and conduct of drills shall be assigned by campus risk management to competent
persons qualified to exercise leadership A written record of all drills conducted should be maintained including a
critique of the event This record should be maintained by risk management
General Guidelines
Drills shall include suitable procedures to make sure that all persons in the building or all persons subject to the
drill actually participate If a tornado drill is considered merely as a routine exercise from which some persons may
be excused there is a grave danger that in an actual tornado the drill will fail in its intended purpose All drills
should be pre-planned and preannounced
Definitions
Severe Weather Includes thunder lightening hail wind and heavy rains
Tornado A violently rotating column of air in contact with the ground
Watch Indicates that conditions are favorable for a particular type of weather to occur
Warning Indicates that a particular type of weather is or will soon be occurring
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Tornado Drills Page Number 1 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
TORNADO DRILLS
59
Specified Occupancies
Educational Occupancies ndash Academic and Administrative Buildings
All educational buildings on campus must hold two sets of tornado drills one in the spring and one in the Fall
preferably during the first four weeks of the semester Faculty and staff shall work in cooperation with risk
management in scheduling drills before the semester begins A ldquosetrdquo can be defined as a tornado drill during
the day and one in the evening in order to involve as many staff and students as possible
Locations of tornado shelters are to be conspicuously posted in each classroom and hallway to provide the
necessary information and ensure orderly movement through the building Signs should also specify that
elevators must not be used to exit during a tornado drill
Faculty and staff must be familiar with the tornado shelter locations and will assist students to these shelters
Handicapped students should inform faculty or staff at the start of the semester of any special requirements with
respect to procedures that will best facilitate those students
Residential Occupancies
Residential facilities demonstrate the greatest need for adequate and effective tornado shelter awareness due to
the potential loss of life Tornado drills in residence halls must be performed twice each year one in the spring
and Fall
A major concern in residence hall tornado drills is the resistance of residents to go to the designated tornado
shelters Resident assistants and other staff must take responsibility for the complete and orderly movement of
the students through the building Education and awareness are key components to an effective tornado drill
program Location of shelter in each apartment will help student to become more fully aware
Special consideration must be given to handicapped students with regard to tornado drills in residence halls To
be most effective handicapped students should be required to move to tornado shelters during a tornado drill
regardless of their location in the building Preplanning is key for the handicapped person because hisher own familiarity with the tornado shelter locations and the safest methods of egress is vital The handicapped person
should also seek out buddies to assist
On each floor of the facility the resident staff should proceed down the hall knocking loudly on each door as
heshe passes Staff should not unlock each door as this is time consuming and may result in danger to the staff
person
Assembly Occupancies ndash Student Center
Because actual tornado drills are not practical for places of non-continuous assembly where the students or
public body changes with each program employees or attendants of such places should be schooled in the
duties they are to perform in case of a tornado drill An adequate number of competent attendants must be on
duty when assembly occupancy is used Signs with directions for speedy and orderly egress should be posted
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Tornado Drills Page Number 2 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
60
TORNADO DRILL CHECKLIST
INDOORS
1 Information about severe weather will be given to the campus community if known in advance
2 A Tornado Watch is the time to review emergency action plans and determine the nearest tornado shelter
3 Tornado shelter plans will be posted in each classroom
4 During a tornado watch one person will be designated to monitor the weather by computer or weather radio
5 When the community siren is activated or information is obtained through computer monitoring faculty and
staff will move students to the appropriate tornado shelters
6 DU-Alert will be activated for the individual campus that has the tornado warning The following are the
individuals who can access DU-Alert
Duane Terpstra
Office 616-732-1155
Cell 616-581-5295
Home 616-786-0293
Matthew Miller
Office 586-620-4050
Cell 616-780-6346
Shallan Spielmaker
Office 517-367-8211
Cell 616-581-1453
Nathan Schumacher
Office 586-620-4054
Cell 586-201-8099
7 There will be monitoring equipment in a designated shelter to determine the completion of the warning
8 Do not use elevators and stay away from windows
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Tornado Drill Checklist Page Number 3 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
61
OUTDOORS
1 Seek indoor shelter if possible
2 Parked motor vehicles are unsafe Seek indoor shelter
3 If an indoor shelter is not available and there is not time for escape lie flat in a ditch or low spot
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Tornado Drill Checklist Page Number 4 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
62
Policy Chapter Situational Procedures Date Revised 709
Policy Title Tornado Policy Page Number 2 of 3
CRISIS MANAGEMENT MANUAL
University Crisis Management
TORNADO SHELTER AREA ACADEMIC BUILDING ndash Shelters are in green
areas
63
Policy Chapter Situational Procedures Date Revised 709
Policy Title Tornado Policy Page Number 3 of 3
CRISIS MANAGEMENT MANUAL
University Crisis Management
TORNADO SHELTER RESIDENCE HALLS ndash Shelters are in green areas
TORNADO SHELTER STUDENT CENTER ndash Shelter are in green areas
64
Policy Chapter Situational Procedures Date Revised 709
Policy Title Stalking Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
STALKINGTHREATSHARRASSMENT
IF OCCURRING ON CAMPUS
Contact those individuals who are responsible for security services or your student services representative They will
evaluate the situation and contact police authorities if necessary
If fear of bodily harm exists call the Police Department at 911 and then locate security services personnel
If you receive a ldquoPersonal Protection Orderrdquo or PPO from the court provide a copy of the order to the office of Security
Services
IF OCCURRING OFF CAMPUS
Contact the police at 911 followed by security services personnel
Copies of Personal Protection Orders are kept on file These documents should be updated as necessary and will be shared with location personnel on a need to know basis
As with any incident on location an incident report should be filled out and kept on file for future reference
The next page is an example of the information that can be given to those at a location in order to assist in identifying the
individual responsible This information upon approval of the victim can be kept at a main entrance desk welcome center
or other location where staff may meet people as they enter the building
Stalking is a willful course of conduct involving repeated or continuing harassment of another individual
that would cause a reasonable person to feel terrorized frightened intimidated threatened harassed or
molested and that actually causes the victim to feel terrorized frightened intimidated threatened harassed
or molested 750411h
SECURITY CELL 616-446-7098
65
Policy Chapter Situational Procedures Date Revised 709
Policy Title Stalking Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
66
Policy Chapter Situational Procedures Date Revised 909
Policy Title Suicidal Remarks Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
SUICIDAL REMARKS
With the diverse student body with varying age groups and backgrounds the potential exists for suicidal tendencies among
students who are attending classes It is critical that our staff respond to these individuals correctly and with care to ensure
that the safety of our student body is preserved and that the individual is properly cared for
When confronted with a student who is making suicidal remarks you should contact a security services or a student services
representative as soon as possible Security Services personnel with help from Student Services will coordinate any
further response
It is important to isolate this student from the rest of the student population and keep them under watch throughout the entire
incident At no time should a student who has made such statements be left alone Every effort should be made to keep
them on location If the individual insists on leaving inform them that you believe this to be unwise but allow them to leave if they insist If the student does leave contact the Police Department to inform them of the situation Attempt to give the
police a description of both the person and the vehicle they are driving as well as contact information if available
Ask the student if there is a mental health professional that they have been seeing and ask if they have the contact number
for that person If they do have them contact that individual Ask the student if there is a family member or friend that can
transport himher off site
A DU employee should only willingly allow a suicidal student to leave if there is a third party present to transport them
Under no circumstances should the student be allowed to leave on their own even if they state that they are feeling better
without some resistance from the University employee
67
SUICIDE ATTEMPT
Student Suicide Protocol All Campuses (Non-Housing)
1
st Staff Responder First Steps (Immediately)
When you enter the room or vehicle
Is the area safe
Check for vital signs
Call 911Security ServicesStudent Services based on the resources available
Gather information
Identify student if possible
Identify method of suicide if possible
Are you able to contain the area YesYes with assistanceNo
Determine how many students if any are awareimpacted by the situation and who they are
Contact ED of Student Affairs (Paul Ballard) or ED of Security Services (Matt Miller) or VP of Risk
Management (Terpstra) and inform with what you know
Name of Student
Method of suicide
What you know about the student (Team clubs friends etc)
If area is contained or does it need to be contained
How many students are immediately affected and who they are
What location will the affected students be quarantined
If security or police have arrived your focus is the affected students
Quarantine affected students in a separate area
Discuss with them that someone from the University will be contacting the studentrsquos family and for them
not to refrain from contacting the family out of respect and care for them until a trained professional
contacts them
Determine if the studentrsquos circle of friends is complete or if others need to be quarantined temporarily
Comfort the students as best you can and assess individualrsquos risk levels
Remain with the students until a trained counselor arrives
1st Professional Staff Responder Next Steps (1 to 24hrs)
Create incident report
Relocate displaced classes if needed
Check in and identify additional students or staff that require mentalemotional support
1st Professional Staff Responder Final Steps (24-48 hrs)
Check in and identify additional students or staff that require mentalemotional support
Aid in gathering the deceased individualrsquos personal belongings if necessary
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Suicidal Attempt Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
68
Missing Student Protocol
(Not process for Study Abroad Missing Student)
A campus is contacted by a person requesting information on a student that the caller assumes is missing This
person is worried because they have not been contacted by the student for an unusual length of time You explain to
the caller that you cannot give out specific information about a student but would be willing to work with the police
if they would report the issue
Once you disconnect from the caller you take the following steps
Contact ED of Student Affairs (Paul Ballard) or ED of Security (Matt Miller) or VP of Risk Management (Terpstra)
Student Services or
Security Services
Contact the person responsible for investigations on your campus This may be Security
Services or Student Services depending on the resources on the campus Contact the
caller and ask the below question
Determine relationship to student
Why do you think they are missing
Date time location the student was last seen
General routine of student (Close circle of friends)
Studentrsquos cell number
Does the student have a Social Media account Make model color and license plate of vehicle
Have they filed a missing persons report
Is there any medical or emotional condition we should be aware of
Establish a timetable where you will contact them again
General Investigative Steps
Call and text the student
Send the student an Email
Check with instructors on attendance of student (w photo)
Check emergency information in Banner
Check SPACMNT for comments and FERPA waivers
Go to studentrsquos classroom
Check card access and dining swipes (if applicable)
Check social networking sites
Contact known FriendsClassmates fill in any information gaps from that caller did not know
Check for student car in parking lot
Contact CSC for last log in
Check the websites to see if student has been arrested ex httpswwwaccesskentcomInmateLookup
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Missing Student Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
69
Missing Student Protocol
(Not process for Study Abroad Missing Student)
If proof of life has been established or check list has been completed Contact ED of Student Affairs (Paul Ballard)
or ED of Security (Matt Miller) or VP of Risk Management (Terpstra)
If student is found
Have them contact the person that called (if applicable) with University personnel present
If student does not want the person to know where they are have them meet with EDSA Paul Ballard
ED of SA will make contact with the caller and give them FERPA based info
If student is hospitalized or unable to return to school initiate protocol for medical withdrawal
If student is not found
Student Affairs will call emergency contact number
Student Affairs will follow up with caller
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Missing Student Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
70
Policy Chapter Situational Procedures Date Revised 909
Policy Title Utility Failure Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
UTILITY FAILURE
ELECTRICAL FAILURE
All individuals should remain where they are
Security Services personnel will assist with building evacuation if necessary
Security Services personnel will notify Consumers Power
If the power comes back on in a short time (two hours or less) operations will resume
If the power remains off for longer than two hours campus leadership will make a decision on whether or not to
close the campus
GAS LINE BREAK OR LEAK
Report the break or leak to Security Services 616-446-7098
Security Services will clear the immediate area and evacuate the building if needed
DO NOT turn off radios lights computers or other office equipment
Security Services will contact the utility company
WATER MAIN BREAK
Security Services or facilities will contact the Water Department
All employees and students should be notified that the restroom facilities will not be available
SECURITY CELL 616-446-7098
71
Policy Chapter Updating Process Date Revised 709
Policy Title Post Incident Debriefing Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
POST INCIDENT DEBRIEFING
Once the incident is over a debriefing should take place with those who were involved The purpose of this process is to improve our reaction to future incidents The following is a general list of questions that can be asked
Type of Incident
Date of Incident Time of Incident
Initial notification received by
Was the VP of Risk Management notified soon after the event [ ] Yes [ ] No [ ] NA
Were the appropriate people notified of the situation [ ] Yes [ ] No [ ] NA
Was there good communication with the Risk Management Team [ ] Yes [ ] No [ ] NA
Was there good communication with the local Crisis Management Team [ ] Yes [ ] No [ ] NA
Was there appropriate communication with Cabinet Members [ ] Yes [ ] No [ ] NA
Was there appropriate communication with Faculty Staff and Students [ ] Yes [ ] No [ ] NA
What changes could there have been to make communication better
What actions were taken that was effective
What are the opportunities for improvement
What changesadditions are needed for the crisis management manuals
On the back of the page map the incident timeline
72
Policy Chapter Testing Date Revised 709
Policy Title Testing amp Training Process Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
TESTING amp TRAINING
The testing process for possible crisis situations will be done in the following three ways
1 Scenarios will be presented to the Risk Management and Crisis Management teams in the form of table top exercises This will be done in the regular meetings
2 Simulation of actual events
3 Instruction is given on how to react to a crisis The below document is given to all employees and placed in many
locations within the facilities
EMERGENCY RESPONSE PROCEDURES
University Crisis Management
Emergency Response
Security Management
LOCATION CRISIS MANAGEMENT TEAM
HOW TO REPORT AN INCIDENT
SUSPICIOUS PERSONS
STALKINGTHREATSHARASSMENT
VIOLENT BEHAVIOR
ACTIVE SHOOTER RESPONSE
BOMB THREAT
UTILITY FAILURE
FIRE RESPONSE
SEVERE WEATHER
FIRST AIDBLOODBORNE PATHOGENS
MAIL SECURITY
73
GLOSSARY OF TERMS
1 CMT- Crisis Management Team A crisis management team consists of representatives from Human Resources Security Services Facilities IT etc These teams are located at every location within the University and are responsible for crisis management at that particular location
2 RMT ndash Risk Management Team The risk management team consists of representatives from Human Resources Security Services Facilities IT etc This team is located at Lettinga and is responsible to develop procedures manage crisis management teams and communicate with the administration
3 EOC ndash Emergency Operations Center Headquarters for the Crisis Management team to manage and coordinate the companyrsquos business recovery efforts
Policy Chapter Appendix A Date Revised 709
Policy Title Glossary of Terms Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
74
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic Lower West Page Number 1 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
Gas Valve Electrical Panel
Geothermal
Pumps
75
Sprinkler Shutoff
Water Shutoff
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic Lower East Page Number 2 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
76
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 1st West Page Number 3 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
77
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 1st East Page Number 4 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
78
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 2nd
West Page Number 5 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
79
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 2nd
East Page Number 6 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
80
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 3rd
West Page Number 7 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
81
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 3rd
East Page Number 8 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
82
Water Shutoff Electrical
Shutoff
Gas Shutoff
Fire Suppression
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Student Center Lower Level Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
83
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Student Center Main Level Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
84
Electrical
Shutoff
Water Shutoff
Fire Suppression
All Shutoffs
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Cook Hall Basement Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
85
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Cook Hall Floors 1-4 Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
F1 F2
F3 F4
86
Electrical Shutoff
Water Shutoff
Fire Suppression
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Meijer Hall Basement Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
87
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Meijer Hall Floors 1ndash5 Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
F1 F2 F3
F4 F5
88
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title South Hall 1st amp 2
nd Floor Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
F1
F2
89
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title South Hall 3rd
and 4th Floors Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
F3
F4
90
Policy Chapter Appendix C Date Revised 709
Policy Title General Telephone Numbers Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
NAME WORK NUMBER CELL NUMBER TITLE
Anderson Kristine 616-742-1726 231-329-4667 Director of Employee Relations
Ballard Paul 616-554-5687 616-862-6532 Exe Director of Student Affairs
Bean Brent 616-451-3511 ext 1495 616-889-3875 IT S Manager
Beausoleil Gail 616-554-5394 616-292-5446 Director of Career Services
Bill Chris 616-732-1151 616-540-7396 VP or Human Resources
Bloom Deb 616-732-1124 616-340-3402 Exe Dir Of government amp Com Relations
Bruyn Kim 616-732-1165 616-540-7711 Exc VP for Advancement
Caledonia Fire amp Rescue 616-891-0940 Caledonia Township Fire amp Rescue
Caledonia High School 616-891-8129 Caledonia High School
Caledonia Middle School 616-891-8649 Caledonia Middle School
Communication Fax 616-732-1179 Communication Fax
CSC 1-800-322-3984 Customer Support Center
Donovan Sherri 616-233-3472 616-233-3472 Exe Director of Academic Services
Dutton Christian School 616-698-8660 Dutton Christian School
Engblom Rob 616-554-5087 865-803-7350 Exe Director of Housing
Finkler Kathy 616-732-1085 616-446-5303 Director of Customer Support
Fischer John 616-554-5005 616-822-1088 Director of Facilities
Fisher Christine 616-732-1168 616-340-2525 Exe Administrative Assistant
Fowler Don 616-732-1206 269-598-7546 Director of Student Services
Harrison Joy 616-554-5820 616-283-2910 Exc Director of Academic Services
Hogan Brian 616-437-3234 HiTec Cleaning Services
Hooser Malachi 616-5545386 616-308-9232 Call Center Manager
Hotline 1-800-525-8282 Emergency Hotline
IT Weekend Emergency Number 616-481-6011 IT Weekend Emergency Number
Jensen Rick 616-732-1172 616-706-2608 News Information Manager
Jones Apple 616-554-4743 616-560-4856 Department Coordinator
Kent County - Main 616-632-6100 Kent County Sheriff Department
Kent County - Substation 616-632-6490 Kent County Sheriff Department
Kingrey Daryl 616-554-5395 616-481-2239 VP of Admissions
Knechtel Heather 616-554-5388 517-974-5793 Director of Admissions
91
Policy Chapter Appendix C Date Revised 709
Policy Title General Telephone Numbers Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
NAME WORK NUMBER CELL NUMBER TITLE
Kraska Nick 616-7732-1120 HRIS Coordinator
Lemmon Bill 616-732-1087 616-450-4933 Director of Networking
Lemmon Nicholas (Hi-Tec) 616-662-1623 616-732-1303 VP of Operations - Hitec Cleaning
Likely Nygil 616-554-5316 616-719-6457 Director of Student Services
Loud Tammy 616-554-5396 517-490-5940 VP of Student Services
Lowden Paul 616-554-5050 616-901-1787 Director of Athletics
MacDonald Meghan 616-554-4766 616-610-7690 Bookstore Manager
Manning Janet 616-774-5415 ext 238 Gallagher Risk Management Services
McCormick Nathan 616-732-1128 616-745-7142 Exe Director of Facility Operations
McLaughlin Karen 616-698-7111 616-970-5866 Asst Director of LInC
Miller Brian 616-732-1195 616-821-2618 VP of IT
Miller Linda 616-233-0922 VP Arthur Gallagher Insurance
Miller Matthew 586-620-4050 616-780-6346 Exe Director of Security
MSP 616-647-0800 Michigan State Police
Page Sally 616-554-5668 616-780-1394 Exe Director of Libraries
Salinas Kim 616-732-1072 616-813-7165 Benefits Manager
Scott Kirsten 616-554-5311 616-891-7623 Adm Asst Student amp Career Services
Security Services 616-446-7098 Security Services
Shull Lindsey 616-554-5528 616-901-2036 Regional Health Internship Manager
Sievert Linda 616-395-4603 616-745-3030 Director of Student Services - Holland
Stodola Mike 616-554-5138 616-893-7314 Director of Student Center
Terpstra Duane 616-732-1155 616-581-5295 VP of Risk Management
Teuscher Jolene 616-732-1096 616-318-4669 Employee Relations Manager
TV 13 616-785-1313 TV 13
Wagner Natalie 616-554-5821 616-901-0666 Executive Director of Student Life
Williams Ben 616-732-1104 517-303-4955 Information Technology Services
Woods Tom 616-554-5301 517-230-9834 Exe Director of Student Services
92
Family Educational Rights and Privacy Act of 1974 (FERPA)
The Family Educational Rights and Privacy Act (FERPA) is a federal law designed to protect the privacy of students education records The law applies to all schools that receive funds under an applicable program of the US Department of Education
FERPA gives parents certain rights with respect to their childrens education records These rights transfer to the student or former student who has reached the age of eighteen or is attending any school beyond the high school level Students and former students to whom the rights have transferred are called eligible students
Parents and eligible students have the right to inspect and review all of the students education records maintained by the school Schools are not required to provide copies of materials in education records unless for reasons such as great distance it is impossible for parents and eligible students to inspect the records Schools may charge a fee for copies
Parents and eligible students have the right to request that a school correct records believed to be inaccurate or misleading If the school decides not to amend the record the parent or eligible student then has the right to a formal hearing After the hearing if the school still decides not to amend the record the parent or eligible student has the right to place a statement with the record commenting on the contested information in the record
Generally the school must have written permission from the parent or eligible student before releasing any information from a students record However the law allows schools to disclose records without consent to the following parties
o school employees who have a need-to-know o other schools to which a student is transferring o certain government officials in order to carry out lawful functions o appropriate parties in connection with financial aid to a student o organizations doing certain studies for the school o accrediting organizations o individuals who have obtained court orders or subpoenas o persons who need to know in cases of health and safety emergencies o state and local authorities within a juvenile justice system pursuant to specific state laws
Schools may also disclose without consent directory type information such as a students name address telephone number date and place of birth honors and awards and dates of attendances However schools must tell parents and eligible students about directory information and allow parents or eligible students a reasonable amount of time to request that the school not disclose directory information about them
Schools must notify parents and eligible students of their rights under this law The actual means of notification (special letter inclusion in a PTA bulletin student handbook or newspaper article) is left to the discretion of each school
For additional information or technical assistance call (202) 260-3887 or TDD (202) 260-8956 or contact
Family Policy Compliance Office US Department of Education 600 Independence Avenue SW Washington DC 20202-4605
Policy Chapter Appendix D Date Revised 0111
Policy Title FERPA Facts Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
93
EMERGENCY NOTIFICATION SCRIPTS
Test Message
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System This is a test of the mass notification system Davenport University is using this system to keep you informed in the event of an emergency If this had been an actual emergency you would receive official information andor instructions This concludes this test of Davenportrsquos Mass Communication Alert System Thank you for your attention END OF MESSAGE (SMS) This is a test of Davenportrsquos Alert System If this had been an actual emergency you would receive official information andor instructions
Natural Disasters
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System On June 2 2009 a Tornado struck the Caro Campus Damages are reported to be light No injuries have been reported The campus is closed until further notice All students should stay away Be advised that roads may be damaged Travel with caution Thank you for your attention End of Message (SMS) On June 2 2009 a Tornado struck the Caro Campus Damages are reported to be light The campus is closed until further notice
Armed Suspect
(Phone)(E-Mail) This is a message on the Davenport Mass Communication Alert System At June 2 2009 an individual possessing a firearm was reported to be on the Warren Campus The Warren police department has been notified of the situation and is presently on campus We urge everyone on campus to remain in your residence classroom or office with the doors and windows secured If you are currently off campus stay away until further notice Please call 911 if you observe any threatening individuals on or near to campus Thank you for your attention End of Message (SMS) On June 2 2009 at 900 aman individual possessing a firearm was reported to be inside our Livonia Campus Stay in place amp barricade
Policy Chapter Appendix E Date Revised 709
Policy Title Emergency Notification Scripts Page Number 1 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
94
Assault with a Deadly Weapon
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System It has been reported to Davenport University that an individual was recently a victim of an assault with a knife in the parking lot at the Flint campus This took place on June 2 2009 at 1000 am The individual sustained minor injuries and is being treated at a local hospital The incident is still an on-going investigation with the Flint police department Students are advised to be cautious and call 911 to report any suspicious behavior or persons Thank you for your attention End of Message (SMS) On June 2 2009 at 1000 am an individual at the Flint campus was a victim of an assault wa knife Student are advised to be cautious
Bomb Threat
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System On June 2 2009 at 1100 am Davenport University received a threat from an unknown caller that a bomb was set to go off at the Holland campus at Noon The Holland Police departmentrsquos bomb squad is at the scene and conducting a full investigation It will also be assessing the threat level to the University The building has been evacuated and all persons still inside the building must evacuate now A secure perimeter has been established around the area and it is off limits until further notice Thank you for your attention End of Message (SMS) On June 2 2009 at 1100 am the Holland campus of Davenport University received a threat from an unknown caller that a bomb was set to go off in Noon
Gas Main Break
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System There has been a gas main break at the Saginaw campus of Davenport University Evacuate the area Stay away from the area until the situation is resolved Additional information will be given as the situation is resolved End of Message (SMS) We urge everyone to evacuate the Saginaw campus due to a gas main break Please stay away until the situation in resolved
Policy Chapter Appendix E Date Revised 709
Policy Title Emergency Notification Scripts Page Number 2 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
95
Gunshots
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System On June 2 2009 at 100 pm Davenport University received reports of gunshots fired in the parking lot at the Kalamazoo campus The police department has been notified of the situation and is presently on campus We urge everyone on campus to remain in your classroom or office with the doors and windows secured If you are currently off campus stay away until further notice Thank you for your attention End of Message (SMS) We urge everyone at the Kalamazoo campus to remain where you are amp secure doors amp windows If off campus stay away until further notice
Hazardous Materials
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System On June 2 2009 at 200 pm a hazardous material situation is occurring at the Battle Creek campus of Davenport University A hazardous materials team is on scene A secure perimeter has been established and the buildings are off limits until further notice Thank you for your attention End of Message (SMS) There is a hazardous materials spill at the Battle Creek campus and a secured perimeter has been established Buildings are off limits until further notice
Homicide
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System It was reported to Davenport University that an individual was recently a victim of homicide by at the Livonia campus on or about June 2 2009 at 300 pm The incident is still an on-going investigation with the Livonia police department at this time If you find yourself in a position of concern or witness any suspicious persons on campus please immediately contact the 911 Thank you for your attention End of Message (SMS) Davenport University Livonia campus has a victim of homicide by that occurred in the parking lot on June 2 2009 at 300 pm No arrest has been made
Policy Chapter Appendix E Date Revised 709
Policy Title Emergency Notification Scripts Page Number 3 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
96
Power Failure
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System We are currently experiencing a power failure at the Lansing campus The estimated duration of the power outage is unknown Additional updates will be given End of Message (SMS) There is a power outage at our Lansing campus Duration unknown Additional updates will be given
Violent Crime
(Phone)(E-mail)
This is a message on the Davenport Mass Communication Alert System On June 2 2009 at 500 pm an assault was reported at the Warren campus We ask that you offer your full cooperation to the police department if asked Please call 911if you observe any threatening individuals on or near to campus Thank you for your attention End of Message (SMS) On June 2 2009 at 500 pm an assault was reported at the Warren campus The police department has launching an investigation
Policy Chapter Appendix E Date Revised 709
Policy Title Emergency Notification Scripts Page Number 4 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
97
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Academic Building Page Number 1 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
98
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Academic Building Page Number 2 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
99
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Cook amp Meijer Halls Page Number 3 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
100
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash South Hall Page Number 4 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
101
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Student Center Main Page Number 5 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
102
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Student Center Lower Page Number 6 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
11
REASONS TO CALL
Communication is crucial in all disruptions of the academic environment These disruptions could be anything from
a mechanical failure to major criminal activity You can find some of the reasons listed below
The point person at each campus must be contacted and informed of these disruptions If in doubt always call The
point person will contact the VP of Risk Management or his designee who will continue the formal
communication process as shown in the diagram below Informal communications will take place according to
individual departmental policies The formal process has been established to verify that everyone is notified The
overlap between the formal and informal communication process can be advantages
Policy Chapter Response Procedures Date Revised 0111
Policy Title Reasons to Call - Formal Response Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
REASONS TO CALL
Power outage
Phones off-line
Network off-line
Critical Flood
Major Mechanical Issue
Gas Leak
Tornado Warning
NAME O FFICE CELL HO ME
CSC 1-800-322-3984
Duane Terpstra 616-732-1155 616-581-5295 616-786-0293
Kristine Anderson 616-742-1726 231-329-4667
Malachi Hooser 616-554-5386 616-308-9232
Matthew Miller 586-620-4050 616-780-6346
Nathan McCormick 616-732-1128 616-745-7142
Paul Ballard 616-554-5687 616-862-6532
Rick Jensen 616-732-1172 616-706-2608
See Callout List Previous page
REASONS TO CALL
Major Medical
Suicide or Suicidal
Assault
Weapons Offense
Bomb Threat
Communicable Disease
Civil Disorder
Threats of Bodily Injury
Major criminal activity
REASONS TO CALL
Building Fire
Tornado
Major catastrophe
Pandemic Flu
Death
VP of Risk
Management
Student Services Security Services
Human Resources Communications
Executive Vice
Presidents
Information
Technology
Facilities Only the president can close a campus or cancel a class
Call Center
12
Policy Chapter Response Procedures Date Revised 909
Policy Title Local Communication Tree Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
LOCAL COMMUNICATION TREE
Tom Woods ndash ED of Student Services (517) 230-9834 (cell)
(616) 554-5301 (office)
Following a decision to close Greater GR locations Tom will call
1 Daryl Kingrey ndash VP of Admissions (616) 475-5828 (home)
(616) 481-2239 (cell)
(616) 554-5395 (office)
Daryl will start his phone tree by calling the following staff
a Heather Knechtel Director of Admissions (616) 536-2017 (home) (517) 974-5793 (cell)
(616) 554-5388 (office)
Heather will call the Admissions staff at Lettinga
b Colleen Thoman Director of Admissions (Holland) (989)850-3996 (cell)
(517)367-8202 (office)
Colleen will call the Admissions staff at Holland
c Amy Lucas ED of AdmissionsLead Management (269)-795-4413 (home)
(616)450-1943 (cell)
(616)233-2583 (office)
i Malachi Hooser Call Center Manager (616)308-9232 (cell)
(616)554-5386 (office)
Malachi will call the Call Center staff
2 Tammy Loud VP of Student Services (517) 490-5940 (cell)
(517) 349-6182 (home)
(616) 554-5396 (office)
Tammy will start her phone tree by calling the following staff
a Natalie Wagner ED of Student Life (616) 901-0666 (cell) (616) 554-5821 (office)
Natalie will start the phone tree for Student Life
b Paul Ballard ED of Student Affairs (616) 862-6532 (cell)
(616) 794-1103 (home)
Paul will start the phone tree for Student Affairs
c Gail Beausoleil Director of Career Services (616) 292-5446 (cell)
(269)948-8828 (home)
(616) 554-5394 (office)
Gail will start the phone tree for Career Services
13
Policy Chapter Response Procedures Date Revised 909
Policy Title Local Communication Tree Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
d Rob Engblom ED of Housing and Residence Life (865)803-7350 (cell)
(616)871-6755 (office)
Rob will start the phone tree for Residence Life (616)536-2202 (Home)
3 Joy Harrison ED of Academic Services LLT (616) 301-2175 (home)
(616) 283-2910 (cell)
(616) 554-5820 (office)
Joy will start her phone tree by calling the staff below
a Patty Brechbiel Director of Academics (616) 897-5772 (home)
(616) 485-1860 (cell) (616) 871-3977(office)
Patty will start the phone tree for Academics
b Sherri Donovan DU Online (616) 949-5464 (home)
(616) 855-2771 (cell)
(616) 233-3472 (office)
Sherri will start the phone tree for Online
4 Nygil Likely Director of Student Services (616) 724-4206 (home)
(616) 717-8243 (cell) (616) 554-5316 (office)
Nygil will start the phone tree for Advisors
5 Don Fowler Director of Student Services (269)383-5626 (home)
(269)598-7546 (cell)
(616)554-5193 (office)
Don will start phone tree for AdvisorsWelcome Desk
Tom Woods will also call
Mike Stodola Director of Student Center (616) 893-7314 (cell)
(616) 554-5269 (office)
Karen McLaughlin LiNC (616) 970-5866 (cell)
Meghan MacDonald Bookstore Manager (616) 610-7690 (cell)
(616) 554-4766 (office)
Linda Sievert Director of Student Services - Holland (616) 942-7735 (home)
(616) 745-3030 (cell)
(616) 395-4603 (office)
Each administrator will contact key individuals in their own areas of responsibility
14
Policy Chapter Response Procedures Date Revised 0111
Policy Title DU-Alert Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
DU-ALERT
HIGHER EDUCATION OPPORTUNITY ACT
The Higher Education Opportunity Act (Public Law 110-315) (HEOA) was enacted on August 14 2008 Under Title IV
the federal law requires all colleges and universities to have a notification and warning plan in place to alert the campus
community of an emergency The US Department of Education is still in the process of developing the regulations that will
coincide with this law and will amend the Code of Federal Regulations (34CFR) in the fall of 2009
DU ALERT EMERGENCY NOTIFICATION SYSTEM
1 The Du Alert service is used to transmit brief urgent messages to a large segment of an institutionrsquos population as
quickly as possible It is strongly recommended that this system be used for unplanned emergency events which
have the opportunity to affect the entire campus Use of this system for specific building closures which impact
the campus is also encouraged
2 The final regulations clarify the difference between the existing timely warning requirement and the new
requirement for an emergency notification policy While a timely warning must be issued in response to specific
crimes an emergency notification is required in the case of an immediate threat to the health or safety of students
or employees occurring on campus Emergency notifications may include but are not limited to
Bomb threats or other imminent violent threats
Fires natural gas leaks and hazardous spills affecting the entire campus
Building evacuations and lock downs affecting the entire campus
Biological or pandemic emergency notifications
Natural disasters and weather advisories
Power outages and utility failures resulting in an imminent threat
Campus closure due to declared civil emergency
Sample scripts can be found in the appendix Emergency information can be sent to the following devices
Cell Phone
Home Phone
PDA
Work Phone
Voice Mail
Text
15
DU-ALERT
CONTROL OF ACCESS
There is a small group of administrators who are authorized to report emergency events through DU-Alert These
are as follows
Duane Terpstra
Office 616-732-1155
Cell 616-581-5295
Home 616-786-0293
Matthew Miller
Office 586-620-4050
Cell 616-780-6346
Shallan Spielmaker
Office 517-367-8211
Cell 616-581-1453
Nathan Schumacher
Office 586-620-4054
Cell 586-201-8099
Policy Chapter Response Procedures Date Revised 0111
Policy Title DU-Alert Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
16
Policy Chapter Response Procedures Date Revised 0111
Policy Title Emergency Hotline Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
EMERGENCY HOTLINE
A toll free emergency hotline has been established at Davenport University that can be used for emergency information
and weather conditions causing the cancellation of classes or closing of locations This one number for all locations is
1-800-525-8282 or Ext 8282
DU Campus Closing Line Main Menu Greeting
YOU HAVE REACHED THE DAVENPORT UNIVERSITY CAMPUS CLOSING LINE IF YOU KNOW YOUR
TWO DIGIT CAMPUS IDENTIFICATION NUMBER YOU MAY DIAL IT AT ANY TIME DURING THIS
MESSAGE FOR LANSING DIAL 03 FOR KALAMAZOO DIAL 04 FOR MIDLAND DIAL 05 FOR BATTLE
CREEK DIAL 08 FOR HOLLAND DIAL 09 FOR FLINT DIAL 10 FOR SAGINAW DIAL 11 FOR WARREN
DIAL 12 FOR ALMA DIAL 15 FOR CARO DIAL 16 FOR GAYLORD DIAL 19 FOR TRAVERSE CITY DIAL
20 FOR LETTINGA DIAL 33 OR FOR LIVONIA DIAL 35 TO LISTEN TO THIS MESSAGE AGAIN TOUCH
THE KEY
Suggested Message for the Individual Campuses
ltCAMPUS NAMEgt CLASSES ARE IN SESSION AS SCHEDULED
Example
LETTINGA CAMPUS CLASSES ARE IN SESSION AS SCHEDULED
To change a message
1 Dial 7002 for voice item maintenance 2 Dial the application ID for the message yoursquod like to change
3 Dial the password for the application
4 Dial 2 to review the current recording
5 Listen to the recording to make sure you are changing the correct one
6 Dial 5 to begin recording
7 Say the message yoursquod like callers to hear
8 Dial to end recording
9 Dial 2 to review the recording
17
Policy Chapter Crisis amp Risk Management Teams Date Revised 709
Policy Title University Risk Management Team Page Number 1 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
UNIVERSITY RISK MANAGEMENT TEAM
The University Risk Management Team assists in developing plans for crisis management response throughout the University There will be additional employees who attend the Risk Management meetings which can give professional direction in their areas of expertise Below is the list of Risk Management team members and their office and cell numbers
NAME O FFICE CELL TITLE
Anderson Kristine 616-742-1726 231-329-4667 Director of Employee Relations amp Recruitment
Ballard Paul 616-554-5687 616-862-6532 Executive Director of Student Affairs
Crkovski Susan 586-620-4055 586-744-0876 Executive Director of Student Services
Engblom Rob 616-554-5087 865-803-7350 Executive Director of Housing amp Residential Life
Hooser Malachi 616-554-5386 616-308-9232 Call Center Manager
Jenson Rick 616-732-1172 616-706-2608 News Information Manager
Jones Apple 616-554-4743 616-560-4856 Department Coordinator - School of Technology
Knechtel Heather 616-554-5388 517-974-5793 Director of Admissions
Loud Tammy 616-554-5396 517-490-5940 VP of Student Services
Lowden Paul 616-554-5050 616-901-1787 Director of Athletics
McCormick Nathan 616-732-1128 616-745-7142 Executive Director of Facility Operations
Miller Matthew 586-620-4050 616-780-6346 Executive Director of Security Services
Page Sally 616-554-5668 616-780-1394 Executive Director of Libraries
Shull Lindsey 616-554-5528 616-901-2036 Regional Health Internship Manager
Stodola Mike 616-554-5138 616-893-7314 Director of Student Center
Terpstra Duane 616-732-1155 616-581-5295 VP of Risk Management
Wagner Natalie 616-554-5821 616-901-0666 Executive Director of Student Life
Williams Ben 616-732-1104 517-303-4955 Information Technology Services
Woods Tom 616-554-5301 517-230-9834 Executive Director of Student Services
18
Ensure all necessary actions are taken for safeguarding human lives
Ensure all necessary actions are taken for protecting assets
Communicate with Executive Management on status of events related to Crisis
Coordinate with Support Teams to assess the impact of the crisis and the effect on the facility
Remain visible to employees Contact affected employees to assess the impact of the crisis on business processes
Determine whether any impacts resulting from the incident warrant activation of Disaster Recovery Plans
The Risk Management Team will communicate regularly with Campus Crisis Management Teams
Supervise the management of normal business operations
Determine all audiences who need communication general public media students families etc
Determine if other locations are going to be affected and communicate the situation and provide guidance
Let everyone involved know where to send press calls
Provide an official university response to an incident
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Risk Management Responsibilities Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
RISK MANAGEMENT TEAM RESPONSIBILITIES
The Risk Management team is the center of policy development and communication when a crisis occurs Local crisis management teams will be assisted by the Risk Management team during a crisis The Risk Management team communicates with University leadership Below are the details of the responsibilities and a simple action list
RMT ACTION LIST
Assemble local Risk Management Team
Brief the team members on the situation and discuss
the steps that are being taken
Coordinate with HR representative to address
employee life safety issues
Provide continuous updates to the Cabinet regarding
the actions taken and the status of the response
effort
Inform Local Crisis Management Teams of Cabinet
concerns questions or feedback and ensure that any
issues are addressed
RISK MANAGEMENT TEAM RESPONSIBILITIES
19
RMT MEETING AGENDA
Assign a note-taker
Take attendance
Event Status
a What happened
b Has it affected our employees
c How severe is it
d What is being done
e What is the potential for escalation
Employee Status
Technology status including telecom
Infrastructure (power water phones wireless)
Communications
a What is the message
b Methods for communication
c Determine schedule for updates
Accounting for employees
a Roll Call
b Outreachfollow-up
Support for our employees
Updates to executives
Review actions and who is responsible and determine next
meeting time
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Risk Management Agenda Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
RISK MANAGEMENT MEETING AGENDA
The below agenda is developed to assist in the initial meeting when a crisis has occurred
Facility Status
20
Policy Chapter Crisis amp Risk Management Teams Date Revised 0111
Policy Title Crisis Management Team Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
LOCAL CRISIS MANAGEMENT TEAM
The Crisis Management team is the center of policy development and communication at the local campus The responsibilities of the Crisis Management team is comparable to the Risk Management team but at the local level Please make reference to the job description of the Risk Management team Below is a list of the Crisis Management team members and their office and cell numbers
NAME O FFICE CELL TITLE
Anderson Kristine 616-742-1726 231-329-4667 Director of Employee Relations amp Recruitment
Bean Brent 616-732-1097 616-889-3875 Information Technology Services
Beausoleil Gail 616-554-5394 616-292-5446 Director of Career Services
Engblom Rob 616-871-6755 865-803-7350 Executive Director of Housing amp Residential Life
Fischer John 616-554-5005 616-822-1088 Director of Facilities
Fowler Don 616-554-5193 269-598-7546 Director of Student Services
Hooser Malachi 616-554-5386 616-308-9232 Call Center Manager
Jones Apple 616-554-4743 616-560-4856 Department Coordinator - School of Technology
Knechtel Heather 616-554-5388 517-974-5793 Director of Admissions
Likely Nygil 616-554-5316 616-717-8243 Director of Student Services
Lowden Paul 616-554-5050 616-901-1787 Director of Athletics
McLaughlin Karen 616-554-5655 616-970-5866 Asst LInC Director
Stodola Mike 616-554-5138 616-893-7314 Director of Student Center
Terpstra Duane 616-732-1155 616-581-5295 VP of Risk Management
Wagner Natalie 616-554-5821 616-901-0666 Exec Director of Student Life
Willis Dena 616-554-5517 616-617-4977 Student Success Manager
21
PANDEMIC PLANNING TEAM
In the Spring of 2009 the Cabinet approved the development of a multidisciplinary Pandemic Planning team to lead
a comprehensive effort to prepare the university for a potential outbreak of pandemic influenza Building on the
universityrsquos existing plans for crisis management and emergency response this team will
1 Develop policies and short-term and long-term procedures to guide the universityrsquos preparedness in
anticipation of an outbreak of pandemic flu
2 Identify critical resources supplies and materials the university would need to have available to address
such an emergency and how best to obtain them
3 Identify key factors or conditions that will trigger critical decision-making on the part of the University
and recommend who will need to make those critical decisions and what they should be
4 Ensure all decisions are in accordance with local state and federal recommendations and mandates The Pandemic Planning team is responsible for the development of Davenportrsquos Pandemic Influenza Preparation and Response Plan In addition the Pandemic Planning team engages units (schools departments teams committees etc) in a coordinated planning process and oversees the education of the Davenport community about the pandemic threat the Universityrsquos response plans and the need for all members of the community to be informed and involved in the preparedness efforts
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Pandemic Planning Team Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
NAME OFFICE CELL TITLE
Anderson Kristine 616-742-1726 231-329-4667 Director of Employee Relations amp Recruitment
Ballard Paul 616-554-5687 616-862-6532 Executive Director of Student Affairs
Bill Chris 616-732-1151 616-540-7396 VP of Human Resources
Engblom Rob 616-554-5087 865-803-7350 Executive Director of Housing
Harrison Joy 616-554-5820 616-283-2910 Executive Director of Academic Services
Jenson Rick 616-732-1172 616-706-2608 News Information Manager
Loud Tammy 616-554-5396 517-490-5940 VP of Student Services
McCormick Nathan 616-732-1128 616-745-7142 Executive Director of Facility Operations
Salinas Kim 616-732-1072 616-813-7165 Benefits Manager
Shull Lindsey 616-554-5528 616-901-2036 Regional Health Internship Manager
Terpstra Duane 616-732-1155 616-786-0293 VP of Risk Management
VanderVelde Kathleen 616-732-1191 616-292-3177 Director of University Communications
Williams Ben 616-732-1104 517-303-4955 Information Technology Services
22
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Recovery Process Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
RECOVERY PROCESS
Once assured that conditions are safe the Crisis Management Team will focus on returning the location to normal operations
Depending on the nature of the crisis the Crisis Management Team will provide the location with factual information regarding the crisis situation as well as details about recovery activities This information may be provided in the form of memoranda town hall meetings voice mail messages or other methods of communications
In the event that an emergency requires closure the Davenport University Emergency Hotline (formerly the Weather
Hotline) will be activated The hotline number is 1-800-525-8282 Up-to-date information on reopening will be made available
Staff and students should not return until the University is officially reopened All administrators facility and security personnel should report to work unless otherwise notified On a case-by-case basis other members will be asked to report to work to assist in recovery efforts
In the event of building damage the recovery process will include a repair and clean-up component led by Facility Operations If regularly scheduled classes cannot be held due to physical damage the Crisis Management team in conjunction with Academic Services will immediately begin efforts to reschedule classes to other locations Since these efforts may result in time changes as well information regarding schedule changes will be posted via the Davenport University website and through email communications
23
CRISIS MANAGEMENT TEAM RESPONSIBILITIES
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Specific CM Responsibilities Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
Local Crisis Management teams handle the day to day issues of a location They ensure the safe evacuation of all
employees liaison with civil authorities and interface with the security team and manage the crisis with internal
departments The following are the general job requirements of those departments represented on the crisis management
teams throughout the University
Facilities
Damage assessment salvage and restoration
Preparing the alternate location(s) for occupancy
Coordinating temporary relocation of staff
Procurement of supplies and equipment
Handling of OSHA issues
Human Resources
Account for all employees
Contacting employee andor families
Providing assistance to individual employees
Ensuring continuance of salaries and benefits
Oversee payroll activitiesInterface with Payroll
Communications
Determine all audiences who need communication general public media students families etc Determine if
other campuses are going to be affected and communicate the situation and provide guidance Let everyone involved know where to send press calls
Coordinate with the Risk Management Team to determine information to be communicated to students
Use the University Emergency Hotline for the purpose of informing faculty staff and students (families) during a
crisis
IT Team
Recovering server-based systems
Restoring data
Restoring computers and computer activity
Re-establishing voice and data communications
Student Services
Account for all students
Contacting students and or families
Providing assistance to students
Determine living arrangements
Security Services
Administering building security
Access throughout the facility (card access) Granting Issuing and Validating
Intrusion detection Prevention (cameras alarms)
Incident handling
InOut facility checks (validate employment) Scheduling security personnel
Fire Safety Building evacuation
Interface with local authorities (Fire Police Hazmat Poison Ctrl 3E etc)
24
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Job Responsibility Form Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
JOB RESPONSIBILITY FORM
The below form is an example of a process used for the purpose of coordinating the completion of the necessary responsibilities given out to specific people within internal departments
Human Resources
Account for all employees
Contacting employee andor families
Providing assistance to individual employees
Ensuring continuance of salaries and benefits
Oversee payroll activitiesInterface with Payroll
NAME TITLE RESPONSIBILITY DATE COMPLETED
25
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Emergency Resource Kits Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
EMERGENCY RESOURCE KITS
The campus will be equipped with emergency management kits
The emergency resource kit includes
This emergency resource kit must be accessible for all emergencies When leaving the building for fire alarms or other
emergency situations the kit must be carried out of the building
Example If there is a fire alarm and there is a real fire you will not be allowed back in the building until the fire
has been extinguished Under these types of circumstances the contents of the emergency resource kit will be
beneficial
Batteries
Battery powered radio
Bottle of Water
Class Schedule
Crisis Management Plan
Disposable Camera
DU Telephone Directory
First Aid Kit
Flashlight
Floor Plan or Map
Latex Gloves
List of Areas School Numbers
Phone Tree
Plastic Bags
Student Roster
Telephone Book
Writing Utensils
Yellow Role of Caution Tape
LOCATION OF EMERGENCY KITS
1 Welcome Center Desk
2 Academic Office
3 LINC
4 Student Life
5 Residence Halls
26
Policy Chapter Situational Procedures Date Revised 909
Policy Title Active Shooter Response Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
ACTIVE SHOOTER RESPONSE
The following guidelines are offered in order to provide you with useful information in the event of an active shooter
SECURE IMMEDIATE AREA
Close doors and lock them if possible
Turn off lights
Close blinds
Keep calm quiet and out of sight
CONTACTING AUTHORITIES
Call 911
Report your specific location office or room number
Number of people at your specific location
Number and type of injuries
Assailant(s) location number of suspects race and gender clothing description physical features type of
weapons and shooter identity if known
UN-SECURING AN AREA
Consider risks before un-securing rooms
Attempts to rescue people should only be attempted if it can be accomplished without further endangering the
persons inside a secured area
If doubt exists for the safety of the individuals inside the room the area should remain secured
SECURITY CELL 616-446-7098
27
Policy Chapter Situational Procedures Date Revised 709
Policy Title Defibrillators Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
FOR THOSE SITES THAT HAVE DEFIBRILLATORS
AED (Automated External Defibrillator) is used in emergency medical situations where the heart of the victim has stopped
beating and the victim is no longer breathing CPR is to be administered during a heart attack along with using the AED Those trained and certified in CPRAED procedures should be the ones who use the AEDrsquos as the Good Samaritan Act will
cover any problems or injuries during this life saving procedure
An AED is fairly simple to use For the most part the instructions are done in pictures and sound once the unit is opened up
and powered up for operation Follow the pictures and prompts in order to properly use this device For a male victim a
razor may be used in order to shave hair from the areas that the AED pads will be administered in order for proper contact
with the body For females removal of the bra may be needed in order to have proper body contact from the AED pad
An AED should be used within the first few minutes of a heart attack or as soon as it can be administered The AED
delivers an electrical shock that aids in attempting to establish a regular heart rhythm to aid in proper circulation of the
blood amp oxygen in the blood No one should be touching the victim when the AED delivers the shock Prompts from the
AED will be given as to what to do if the victim is shockable and when not to touch the body
CPR and AED should be used on heart attack victims when they are unresponsive and have no pulse or not breathing This
rescue procedure should be maintained until EMTrsquos or First Responders arrive to take over the medical care of the victim
AEDrsquos should also be properly maintained when being stored Those responsible for Security Services will be responsible
for the maintenance and supply needs for the AEDrsquos on site Also proper documentation should be maintained when using
this device or any other life saving technique Documentation should be turned in to those responsible for Security
Services
If at all possible and as a general rule of thumb only staff that has been trained in the proper use of an AED should attempt
to use it There are however instances in which it would be imprudent to wait for a trained staff member If this is the case the AED has been designed in such a way that they are user friendly and a Good Samaritan can adequately administer
treatment with the device by following the instructions printed on the apparatus
IT WILL BE THE RESPONSIBILITY OF SECURITY SERVICES TO REPLACE THE BATTERIES OF THE
AED EACH YEAR
28
AFTER HOURS COVERAGE PLAN
SECURITY SERVICES
The Security Services Office coordinates security requirements for the campus manages the fire safety
alarm and assists when necessary if there is a disruptive studentvisitortrespasser on campus
The Security Services Officer is responsible for unlockinglocking the buildings and classrooms per
predetermined schedules and as needed for special events
An officer is on duty 24 hours a day 7 days a week
Contact an officer at 616-446-7098
Listed below are emergency contact numbers for Campus Administration and Director of Security
Services The officer on duty should be the one to make contact with these individuals in times of need
DO NOT GIVE OUT THE BELOW CONTACT NUMBERS
Policy Chapter Situational Procedures Date Revised 709
Policy Title After Hours Coverage Plan Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
POSITION NAME NUMBERS
Director of Student Services Nygil Likely Cell 616-719-6457
ED of Academic Services Joy Harrison Cell 616-283-2910
Home 616-301-2175
VP of Risk Management Duane Terpstra Cell 616-581-5295
Home 616-786-0293
29
Policy Chapter Situational Procedures Date Revised 709
Policy Title Bioterrorism Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
BIOTERRORISM
Various office locations in the country have received threatening letters through the mail Some of these letters stated that you have been exposed to anthrax or other biological materials Additionally these and other envelopes or packages could contain some type of life threatening powder or granules The following information and recommendations are being provided to help you safely and effectively handle these types of incidents
SUSPICIOUS UNOPENED LETTER OR PACKAGE MARKED WITH THREATENING MESSAGE SUCH AS ldquoANTHRAXrdquo
1 Do not shake or empty the contents of any suspicious envelope or package
2 PLACE the envelope or package in a plastic bag or some other type of container to prevent leakage of contents
3 If you do not have any container then COVER the envelope or package with anything (eg clothing paper trash can etc) and do not remove this cover
4 Then LEAVE the room and CLOSE the door or section off the area to prevent others from entering (ie keep others away)
5 WASH your hands with soap and water to prevent spreading any powder to your face
6 What to do nexthellip
Report the incident to local police and notify your building security official or an available supervisor
7 LIST all people who were in the room or area when this suspicious letter or package was recognized Give this list to both the local public health authorities and law enforcement officials for follow-up investigations and advice
ENVELOPE WITH POWDER AND POWDER SPILLS OUT ONTO SURFACE
1 DO NOT try to CLEAN UP the powder COVER the spilled contents immediately with anything (eg clothing paper trash can etc) and do not remove this cover
2 Then LEAVE the room and CLOSE the door or section off the area to prevent others from entering (ie keep others away)
3 WASH your hands with soap and water to prevent spreading any powder to your face
4 What to do nexthellip
Report the incident to local police and notify your building security official or an available supervisor
5 REMOVE heavily contaminated clothing as soon as possible and place in a plastic bag or some other container that can be sealed This clothing bag should be given to the emergency responders for proper handling
SECURITY CELL 616-446-7098
30
Policy Chapter Situational Procedures Date Revised 709
Policy Title Bioterrorism Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
6 SHOWER with soap and water as soon as possible Do Not Use Bleach Or Other Disinfectant On Your Skin
7 If possible list all people who were in the room or area especially those who had actual contact with the powder Give this list to both the local public health authorities so that proper instructions can be given for medical follow-up and to law enforcement officials for further investigation
QUESTION OF ROOM CONTAMINATION BY AEROSOLIZATION
For example small device triggered warning that air handling system is contaminated or warning that a biological agent released in a public space
1 Turn off local fans or ventilation units in the area
2 LEAVE area immediately
3 CLOSE the door or section off the area to prevent others from entering (ie keep others away)
4 What to do nexthellip
Dial ldquo911rdquo to report the incident to local police and the local FBI field office and notify your building security official or an available supervisor
5 SHUT down air handling system in the building if possible
6 If possible list all people who were in the room or area Give this list to both the local public health authorities so that proper instructions can be given for medical follow-up and to law enforcement officials for further investigation
HOW TO IDENTIFY SUSPICIOUS PACKAGES AND LETTERS
Some characteristics of suspicious packages and letters include the followinghellip
Excessive postage Handwritten or poorly typed addresses
Incorrect titles Title but no name
Misspellings of common words Oily stains discolorations or odor
No return address Excessive weight
Lopsided or uneven envelope
Excessive masking tape string etc
Ticking sound
Marked with ldquoPersonalrdquo or ldquoConfidentialrdquo
Visual distractions
Protruding wires or aluminum foil
Shows a city or state in the postmark that does not match the return address
31
Policy Chapter Situational Procedures Date Revised 709
Policy Title Bomb Threats Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
BOMB THREAT DIRECTIONS
IF YOU RECEIVE A THREAT BY LETTER OR EMAIL
Preserve the letter for investigation The letter should not be handled after it is opened
Notify security services who will notify local law enforcement
Do NOT turn off lights computers or appliances
Do NOT close any doors or windows
Do NOT use electronic wireless devices two-way radios intercompaging system or the fire alarm IF YOU RECEIVE A THREAT BY PHONE
Remain calm
Attempt to keep the caller on the phone as long as possible
Follow and complete the checklist on the following page
Notify security services who will notify local law enforcement
Do NOT turn off lights computers or appliances
Do NOT close any doors or windows
Do NOT use electronic wireless devices two-way radios intercompaging system or the fire alarm IF AN ACTUAL BOMB IS DISCOVERED
Notify security services who will initiate a building wide evacuation and contact local law enforcement
Evacuate the immediate area quietly and calmly
Do NOT assume that another bomb is not in the same general area
Do NOT turn off lights computers or appliances
Do NOT close any doors or windows
Do NOT use electronic wireless devices two-way radios intercompaging system or the fire alarm
Stand 300 or more feet from the building and wait for permission from location personnel to reenter
UNDER THESE CIRCUMSTANCES WE ASK THAT THE OFFICER BE CONTACTED WITHOUT THE USE OF
A WIRELESS DEVICE USE OF HARDWIRE TELEPHONES WILL BE ACCEPTABLE SECURITY SERVICE
NUMBER IS 616-446-7098
32
Policy Chapter Situational Procedures Date Revised 709
Policy Title Bomb Threats Checklist Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
QUESTIONS TO ASK CALLERrsquoS VOICE 1 When is the bomb going to explode __ Calm __ Angry __ Slow
__ Excited __ Rapid __ Soft 2 Where is the bomb right now LocationBuilding __ Laughter __ Crying __ Loud
__ Normal __ Distinct __ Slow 3 What does it look like __ Accent __ Stutter __ Lisp
__ Raspy __ Ragged __ Deep 4 What kind of bomb is it __ Disguised __ Familiar __ Nasal
5 What will cause it to explode __ Clearing Throat __ Deep Breathing
__ Cracking Voice 6 Did you place the bomb
If voice is familiar who did it sound like 7 What is your reason for the bomb
__________________________________ 8 What is your address
BACKGROUND SOUNDS
9 What is your name __ Street Noises __ Crockery
__ Factory Machinery __ Voices EXACT WORKING OF THE THREAT __ Children Voices __ Street Noises
__ PA System __ Music __ House Noises __ Motors
__ Office Machinery __ Clear __ Animal Noises __ Static
__ Local __ Booth __ Long Distance __ Other
LANGUAGE
__ Well Educated __ Foul __ Incoherent __ Taped
Sex of Caller __________ Race _____ __ Message read __ Irrational
Age __________ Length of Call _____ REMARKS
Number at which call is received ___________________________________
________________________________ Date __________ Phone ___________
BOMB THREAT CHECKLIST
WHAT INFORMATION DO YOU OBTAIN WHEN YOU
RECEIVE A BOMB THREAT OVER THE TELEPHONE
33
Policy Chapter Situational Procedures Date Revised 909
Policy Title Civil Disorder Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
CIVIL DISORDER
The purpose of this procedure is to assist personnel in dealing with civil disorder that would endanger life cause damage to property or otherwise disrupt the operations of the University Civil disorder may take several forms including but not limited to pickets marches rallies parades sit-ins trespassing riots sabotage and criminal damage to property In all cases no matter how minor there is always the potential for escalation The primary considerations in the event of civil disorder are protection of the lives and property of the University community and preservation of the academic environment
1 Remain calm 2 Assess the situation 3 Evacuate yourself and others from the area as necessary 4 Contact those responsible for security services 5 Contact those who can properly communicate with those involved in passive resistance 6 If danger is imminent call 911
There needs to be an understanding of passive vs aggressive activities For those activities that do not create a dangerous situation please do not contact local law enforcement Internal communications will take place on how to deal with the issue For those activities that do create a dangerous environment local law enforcement should be contacted In either case security services must be contacted (616-446-7098)
SECURITY CELL 616-446-7098
34
Policy Chapter Situational Procedures Date Revised 909
Policy Title Classroom Disruption Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
CLASSROOM DISRUPTION
There are different ways that classroom disruptions can be handled In order to understand this procedure definitions will
be given of the following
Disruption - an unwelcome or unexpected break in a process or activity
Disorderly - unruly resisting authority and disturbing the peace
Dangerous - likely to cause harm or actions that could result in injury
The following are general guidelines of options that can be enforced at the time of a classroom disruption
1 When a student is causing a disruption in class the professor will handle the issue by verbal commands
2 When a student is being disorderly the professor will ask the student to leave class A report is generated through
Student Services
3 When a student is likely to cause harm or actions could result in injury ask the student to leave the classroom If
there is a refusal terminate class and ask all the students to leave the classroom Contact 911 by classroom phone
or cell phone Proceed to call Security Services if they exist at your location A report is generated through
Security Services or Student Services
SECURITY CELL 616-446-7098
35
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Communicable Disease Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
COMMUNICABLE DISEASE
Communicable diseases are those that can be transmitted from person to person (or animal to human) via direct contact with
body fluids ingesting contaminated food or water inhalation of contaminated air or the bite of an infected insect Bacteria
viruses and parasites are some of the organisms that can cause communicable diseases
A student who has a communicable disease may attend Davenport University whenever through reasonable accommodation the risk of transmission of the disease is sufficiently remote Placement decisions will be made by using
current public health department guidelines concerning the disease in question Information on communicable diseases can
be found at the below website The website table of contents is located on the next page
httpwwwaccesskentcomHealthHealthDepartmentCD_EpidDisease_Fact_Sheetshtm
The determination of whether a student with a chronic communicable disease may attend Davenport University will be
made on an individual basis according to procedures implemented by the University in consultation with appropriate
University personnel the studentrsquos primary physician public health personnel the Universityrsquos legal counsel and the
student
A student who has a communicable disease may be denied admission to or may be dismissed from a particular program or
course of study whenever such communicable disease has a direct effect on the studentrsquos ability to perform a course of
study
The University shall respect the right to privacy of any student who has a chronic communicable disease or is a carrier The
studentrsquos medical condition shall be disclosed only to the extent necessary to minimize the health risks to the student and
others Persons deemed to have ldquoa direct need to knowrdquo will be provided with the appropriate information however these
persons shall not further disclose the information
CLEAN UP ndash If the communicable disease causes a need for decontamination Facilities will arrange proper cleaning of
contaminated areas as soon as possible Assessments of completion of decontamination will be provided to the appropriate
Leadership
36
COMMUNICABLE DISEASE
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Communicable Disease Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
D i s e a s e F a c t S h e e t s - F o u n d o n W e b s i t e
Arboviral Encephalitis
Anthrax
Botulism
Campylobacter
Chickenpox (images chickenpox chickenpox 2)
E coli
Fifth Disease (images hand body amp face)
Giardiasis
Hand Foot amp Mouth Disease (hand)
Head Lice (Michigan Head Lice Manual)
Hepatitis A
Hepatitis B
Hepatitis C
Lyme Disease (images rash rash 2) (Additional Information)
Meningitis
Monkeypox
MRSA (Methicillin Resistant Staphylococcus Aureus)
Norovirus (Norovirus Cleaning Guidelines)
Pertussis
Pink Eye
Pinworms
Poison Ivy (images arm blisters arm rash arm rash 2 plant plant 2)
Rabies
Ringworm (images face hand head)
Salmonellosis
SARS
Scabies
Scarlet Fever (images tongue body)
Shigellosis
Shingles (images arm shoulder)
Smallpox
Strep Throat
Syphilis Fact Sheet
Tick Borne Diseases (images Dog and Deer tick Lone Star tick amp others)
Tuberculosis
West Nile Virus
37
CONTINUITY PLAN
Policy Chapter Situational Procedures Date Revised 709
Policy Title Continuity Plan Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
ACADEMIC
If damage to a location forces evacuation of the facility for a length of time the VP of Risk Management will work with
the Group VP for Academic Services and other designated people to determine what courses could be handled at other locations Some classes could be handled at local establishments that will allow our use for a period of time
BUILDINGS
If damage to a location forces evacuation of the facility for a length of time the VP of Risk Management will work with
the Executive Vice President of FinancesCFO and other designated people to determine what nearby facilities could be
used for classes for a period of time Local schools are often used for this purpose Addresses of local schools are on the
next page
INSURANCE
There are two people who will need to be contacted from our insurance company immediately upon the closing of a location
due to damage These individuals will give us direction on what can be done as it relates to financing through the insurance
company
These individuals are as follow
Linda Miller-Szanto CIC LIC
Area Vice President
Arthur J Gallagher amp Co of Michigan Inc
161 Ottawa NW Suite 112 Grand Rapids MI 49503
Phone 616-233-0922
Fax 616-233-0923
Linda_Miller-Szantoajgcom
Janet Manning Claims Manager
Arthur J Gallagher Risk Management Services Inc
22930 9 Mile Road
St Clairs Shores MI 48080
Phone 586-774-5415 Ext 238
Fax 586-779-6769 Janet_Manningajgcom
38
Policy Chapter Situational Procedures Date Revised 709
Policy Title Continuity Plan Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
httpmichiganschooltreeorgcounties-page1html
Caledonia High School
9050 Kraft Avenue SE
Caledonia Michigan 49316
616-891-8129
Caledonia Middle School 9230 Kraft Avenue SE
Caledonia Michigan 49316
616-891-8649
Dutton Christian School
6729 Hanna Lake Road
Caledonia Michigan 49316
616-698-8660
39
Purpose
The purpose of fire drills is to ensure the efficient and safe exit of facilities in the case of an emergency Proper drills ensure orderly exit under control and prevent panic Order and control are the primary purposes of the drill Speed in emptying buildings while desirable is not in itself an object and should be made secondary to the maintenance of proper order
Responsibility
Fire drills shall be designed and conducted according to the occupancies specified below Responsibility for the planning and conduct of drills shall be assigned by campus risk management to competent persons qualified to exercise leadership A written record of all drills conducted should be maintained including a critique of the event This record should be maintained by risk management
General Guidelines
Drills shall include suitable procedures to make sure that all persons in the building or all persons subject to the drill actually participate If a fire drill is considered merely as a routine exercise from which some persons may be excused there is a grave danger that in an actual fire the drill will fail in its intended purpose
All drills will be preplanned but not preannounced Fire drills shall be held with sufficient frequency to familiarize all occupants with the drill procedure and to have the conduct of the drill a matter of established routine Sufficient frequency for Davenport University is to hold two fire drills each semester One will be held during the day and another in the evening This will give the majority of faculty staff and students the ability to be involved in a drill
Drills should be carefully planned to simulate actual fire conditions Not only should they be held at varying times but different means of exit should be used based upon an assumption that if some given stairway is unavailable by reason of fire or smoke all the occupants must be led out by some other route Fire exit drills should be designed to familiarize the occupants with all available means of exits particularly emergency exits that are not habitually used during the normal occupancy of the building
Fire Exit Drills in Specific Campus Occupancies
The usefulness of a fire drill and the extent to which it can be carried depends upon the character of the occupancy Drills are most effective in occupancies such as classrooms where the occupant load of the building is somewhat consistent In buildings where the occupant load is of a changing character no regularly organized fire drill is possible
In such cases the fire drills must be limited to the regular employees who can be thoroughly schooled in the proper procedure and can be trained to properly direct other occupants of the building in case of fire In occupancies such as the Student Center regular employees can be rehearsed in the proper procedure in case of fire Such training always is advisable in all occupancies whether or not regular fire drills can be held
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Fire Drills Page Number 1 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
FIRE DRILLS
40
The following sections address some of the special fire drill details which should be observed for specific occupancy classes
A Educational Occupancies ndash Academic and Administrative Buildings
All educational buildings on campus must hold two fire drills per semester preferably during the first four weeks of the semester Faculty and staff shall work in cooperation with risk management in scheduling drills before the semester begins
Evacuation instructions are to be conspicuously posted in each classroom and hallway to provide the necessary evacuation information and ensure orderly egress from the building Signs should also specify that elevators must not be used to exit during a fire drill
Classroom faculty and staff should be familiar with the easiest exit to be used in the fire drill and the alternative exits available Faculty and staff should close (not lock) doors and windows and take responsibility for checking facilities for complete evacuation All personal belongings within reach should be taken from classrooms by students
Handicapped students should inform faculty or staff at the start of the semester of any special requirements with respect to locations and procedures that will best facilitate those students egress from the building in an emergency In general wheelchair users should go to the stairwell which is furthest from the fire and wait for help Fire departments should be notified that stairwells be checked first Other handicapped persons should be assisted by students faculty or staff Do not leave a handicapped person alone
B Residential Occupancies
Residential facilities demonstrate the greatest need for adequate and effective fire exit awareness due to the potential loss of life Fire drills in residence halls must be performed twice a semester at a minimum Because of the nature of the occupancy it is usually the case that additional drills are performed due to false alarms
A major concern in residence hall fire drills is the resistance of residents to evacuate the building in the event of a drill Resident assistants and other staff must take responsibility for the complete and orderly evacuation of the building Education and awareness are key components to an effective fire evacuation program Directional signs in hallways and in each dorm room will help student to become more fully aware of their options
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Fire Drills Page Number 2 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
41
Special consideration must be given to handicapped students with regard to fire safety in residence halls To be most effective handicapped students should be required to evacuate the building during a fire drill regardless of their location in the building Preplanning is key for the handicapped person because hisher own familiarity with the buildings exists and the safest methods of egress is vital First responders should preplan by having designated individuals assigned to evacuate handicapped persons requiring assistance The handicapped person should also seek out buddies to assist in the evacuation and should explain all instructions beforehand No-one should be left behind during a fire drill or fire condition
To facilitate evacuation handicapped persons should be assigned to rooms on ground or egress level whenever possible Rooms should be identified on the outside of the building with a distinctly coded sign to advise the fire department without distinguishing the student If evacuation of a handicapped person is not possible heshe should return to the room close the door or proceed to the nearest stairwell if possible and wait for the fire department rescue For this reason each dorm should have a list of all handicapped students and their room location on file with the fire department
On each floor of the facility the resident staff should proceed down the hall knocking loudly on each door as heshe passes Staff should not unlock each door as this is time consuming and may result in danger to the staff person
C Assembly Occupancies ndash Student Center
Because actual fire drills are not practical for places of non-continuous assembly where the students or public body changes with each program employees or attendants of such places should be schooled in the duties they are to perform in case of fire in order to be of greatest service in effecting an orderly exit
An adequate number of competent attendants must be on duty when assembly occupancy is used Attendants should be instructed in the proper use of portable fire extinguishers and other manual fire suppression equipment if provided
Signs with directions for speedy and orderly egress should be posted
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Fire Drills Page Number 3 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
42
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Fire Drill Checklist Page Number 4 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
FIRE DRILL CHECKLIST
In the event of a fire pull the fire alarm The integrated fire alarm system is for use only in the event of a fire and should
NOT be used to evacuate the building for any other emergency
IMMEDIATELY
Remind students which exit to take as noted in each classroom regardless of where they are parked
Tell them to put on coats and to pick up purseskeys Leave all books notebooks etc in the classroom
Tell all students they MUST move to an area 300 feet from the building
You are to take a roster or safety sign-in sheet and a penpencil with you
Close all classroom windows
Turn off lights
Close all classroom doors
ONCE OUTDOORS
Announce that class is NOT cancelled automatically ndash notification of official cancellation of class will be
announced by campus personnel
Ask students to inform you if they select to leave and take note of all who leave the premises
Confirm through a roster or safety sign-in sheet that all students who were present that day are out of the building
You will be asked by Fire officials to verify this
Do not reenter the building until permission is granted by those having authority
43
Policy Chapter Situational Procedures Date Revised 709
Policy Title Fire Response - Disabilities Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
EVACUATION OF PERSONS WITH DISABILITIES
When emergency evacuation from a building becomes necessary special attention must be paid to the safety of persons
with disabilities Good planning is the best defense against unnecessary accidents and confusion Some people with
disabilities may not need help while others may This is why it is imperative that you ask the person if there is any way you
can be of assistance
Any campus building may have an employee student or visitor who is a person with disabilities The three most encountered are visual aural and mobility
Visibility ndash Visually impaired persons may need guidance to the primary exit or to a secondary exit
Aural ndash Aurally impaired individuals may not realize the alarm is sounding
Mobility ndash Evacuation between floors can be difficult Do not use elevators during emergencies
If persons with disabilities are frequently present in your office classroom or residence hall discuss evacuation plans with
them Travel with them over possible exit routes identify potential obstacles and ask their opinions
Mobility impaired persons should be evacuated by untrained personnel only when the situation is life threatening If it is
determined that there is no immediate danger consider remaining where you are and immediately inform a member of the crisis management team or those responsible for security services
In life-threatening situation where immediate evacuation is necessary always ask the person if you can help Then
personally assist the person with a disability down the stairs Some crutch and cane users may be able to use the stairs
others may not Ask them how they want your help
Wheelchair users should be carried in their chair only when at least two strong people are available who can control the
chair
Communicate with people who are deaf or who have hearing impairments When possible arrange emergency signals in
advance Keep verbal messages short Visual props such as cards or notes can be used to communicate Immediately tell them what is happening and keep them informed of the situation
44
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Flood Response Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
FLOOD RESPONSE
Take immediate steps to ensure the safety of the people in the building Attempt to contain the flood and limit the affected
area This may involve shutting off the water main Contact the Director of Facilities for further instructions on how to
proceed
Major flood issues will be handled by our insurance company Once the source of the flood has been determined and
terminated The insurance company will provide a restoration company for cleanup One of the following two people
needs to be contacted for this information
Linda Miller CIC LIC
Area Vice President
Arthur J Gallagher amp Co of Michigan Inc
161 Ottawa NW Suite 112
Grand Rapids MI 49503
Phone 616-233-0922
Fax 616-233-0923
Linda_Millerajgcom
Janet Manning Claims Manager
Arthur J Gallagher Risk Management Services Inc 22930 9 Mile Road
St Clairs Shores MI 48080
Phone 586-774-5415 Ext 238
Fax 586-779-6769
Janet_Manningajgcom
Academic - Water shutoff valves are located in the lower level mechanical room next to
classroom 001
Cook Resident Hall ndash Water shutoff valves are
located in the southeast corner of the basement
East Residence Hall ndash Water shutoff valves are
located in the southeast corner of the basement
Student Center ndash Water shutoff valves are
located in the mechanical room just north of the
west doors next to the dumpsters
AUTHORIZED FLOOD RESPONSE CONTRACTOR IS AS FOLLOWS
Ameri Pro Restoration
1-888-222-1245 wwwameri-procom
FIRE WATER AND MOLD DAMAGE
45
Policy Chapter Situational Procedures Date Revised 709
Policy Title Hazardous Materials Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
HAZARDOUS MATERIALS
If there is a hazardous materials spill anywhere on location the following steps should be immediately taken
Contact security services facility staff or a member of the Crisis Management team They will take over coordinating the remainder of the emergency response The scene should be immediately secured by not allowing people into the hazardous
area This includes any rescue attempts anyone unable to remove themselves from the affected area will have to wait until
the situation has been fully assessed and emergency personnel have arrived If there is anyone in such a state immediately
contact 911 and notify them of the situation
Isolate the area and take steps to ensure the safety of people as well as the environment with the priority being in that order
Attempt to identify the hazardous materials using any placards visible from a safe distances MSDS sheets found in the
security services office or shipping documents that may be available
Assess the Situation If the spill warrants it contact emergency services to take over the scene If not contact the Director of Security Services andor the Director for Facilities and ask for instructions on how to proceed
There may be the need to shut down the HVAC systems if there is a chemical spill on the highway and a chemical cloud is
approaching the campus There will always be a facility or security personal available to shutdown HVAC units if
necessary
SHUTOFF LOCATIONS
Main shutoffs for the HVAC system in the Academic building can be found in the lower level mechanical
room next to the food prep area on the Westside of the main lecture halls
Main shutoffs for the HVAC system in Cook and East residence halls can be found in the basement
mechanical room
Main shutoffs for the HVAC system can be found in the mechanical room just north of the west doors next to
the dumpsters
SECURITY CELL 616-446-7098
46
Policy Chapter Situational Procedures Date Revised 909
Policy Title Illegal Activities Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
ILLEGAL ACTIVITIES
Security Services is responsible for the investigation of all illegal activities Contact Security Services
immediately at 616-446-7098
If immediate danger exists call 911
Try to remember information regarding suspects vehicle descriptions and direction of travel
Each situation will be documented and investigated by the University andor local law enforcement
INCIDENT REPORTING OF ILLEGAL ACTIVITIES
If you are a victim of or a witness to any criminal activity contact Security Services at 616-446-7098 and they
will assist in documenting the situation and contacting the police department
DO NOT attempt to handle the situation alone
If immediate danger exists call 911
Observe Universal Precautions when coming in contact with any human body fluid Vinyl latex free gloves are
located in the Security Services Office Welcome Center Desk LInC Circulation Desk Administrative Office
Suite third Floor Faculty Lounge Fitness Center and Maintenance OfficeWorkshop
SECURITY CELL 616-446-7098
47
Policy Chapter Situational Procedures Date Revised 709
Policy Title Injury Reporting Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
INCIDENTS RESULTING IN EMPLOYEE INJURIES
If someone is injured as a result of an incident notify Security Services at 616-446-7098
Do NOT move the injured person unless absolutely necessary
Send someone else to call 911 and to give information regarding the medical emergency
Do NOT attempt first aid unless you are trained to do so
Do NOT offer to pay medical expenses admit responsibility or mention insurance
Do NOT apologize for the accident argue the cause or reprimand anyone
Do NOT offer to transport the injured person
A MICHIGAN EMPLOYERrsquoS FORM MUST BE FILLED OUT WHEN AN EMPLOYEE IS INJURED
SECURITY CELL 616-446-7098
48
Policy Chapter Situational Procedures Date Revised 709
Policy Title Media Call Form Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
MEDIA CALL LOG
If media call your location and you cannot transfer the call to a crisis communications
team member as noted obtain the following information and Fax the sheet to
6167321179 or relay the information to the crisis communications team by phone
Date _________________________ Time _____________________
Callerrsquos name _________________________ Callerrsquos phone number _______________ Media organization name _____________________ Location ____________________ Deadline (if given) _________________ Your name __________________________ Work Number _________________ Cell Number _________________ Other Number _________________ Actioninformation requested ________________________________________________ __________________________________________________________________________ Reporterrsquos specific questions ________________________________________________ __________________________________________________________________________ __________________________________________________________________________ What reporter was told _____________________________________________________ __________________________________________________________________________
_________________________________________________________________________________
____________________________________________________________________
If you answer a media call and cannot immediately transfer the call per the chart complete the ldquomedia call logrdquo tell the caller
someone will respond to them as soon as possible and forward the log sheet to the first available crisis communications team member
You may copy the sheet attached and FAX completed sheets to the crisis communications team at 6167321179 or if there
is a power outage relay the information from the ldquomedia call logrdquo to the crisis communications team by cell phone
49
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 1 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
SEVERE WEATHER ndash Class CancellationCampus Closing Policy
Severe winter weather may come in many forms consisting of snow ice and wind Generally each one individually does not result in the cancellation of classes but occasionally the severe combination of all three may cancel classes or possibly close a
campus
Our students are being trained to work in our communities Businesses rarely close due to weather related issues
Davenport will rarely close or cancel classes
DECISION PROCESS
The recommendation to cancel classes or the closing of a campus will be made by the highest ranking student services
and academic leadership member for a specific campus
Information regarding the conditions of the weather can generally be determined by contacting facilities and security
who may be on site Use of the internet is also encouraged for weather information (wwwweathercom) There
is an expectation that the recommendation would be made with help from others
In the chart below you can find criteria that can be used to make this recommendation These criteria will be used to
explain to faculty staff and students why classes were canceled This information will also be tracked by the VP of
Risk Management to help obtain an understanding under what conditions classes are generally canceled so decisions
can become easier in the future
A request to cancel classes will be given to the VP of Risk Management by the highest ranking Student Services
person of a specific campus This request will contain details related to the above chart The VP of Risk
Management will contact the Executive VP of Finance by 530 am with bullet points about the weather conditions of
the effected campus The Executive VP of Finance will contact the President for final approval
The process to close a location will be the same as above however the EVP for Organizational Development and the
VP of Risk Management must concur with the decision to close a campus before the EVP of Finance is contacted
DESCRIPTION EXAMPLE
Current Length of Storm 4 or More Hours
Additional Anticipated Length of Storm 4 or More Hours
Strength of Wind 21 or More
Visibility 025 Mile
Wind Chill -30
Current Snowfall 8 or Above
Future Anticipated Snowfall 4 or Above
Ice Coverage Any Ice
Area CollegeUniversities Closed Yes
Roads closed by State Police Yes
Information
can be found
on internet
Feel free to
use
wwwweather
com
50
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 2 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
Once approval has been obtained for classes to be canceled at a specific campus the VP of Risk Management
will
1 Initiate the DU-Alert as early as 530 am DU-Alert will contain the following information
a Closed building vs Canceled classes b Day vs evening classes c Who should report to work d What events need to be canceled
2 Notify University Communication so the proper information can be placed on our website and be sent to
Faculty and staff by email Contact Rick Jensen first at 616-706-2608 and Von Franklin at 616-481-3083 It
will be the responsibility of communications to post the appropriate communication on the website
3 Notify the appropriate Director of Student Services so information can be relayed to specific campus
personnel
4 Call CSC at 800 am to inform them of weather issues It will be the responsibility of CSC to be notified of
issues through DU-Alert prior to 800 am 1212 Extension
1-800-322-3984
5 Contact Malachi Hooser of the Call Center about the weather issues
616-308-9232 Cell
616-554-5386 Office
Location Student Servicesrsquo leadership will be responsible to
1 Notify the appropriate TV and radio stations 2 Update the Emergency Hotline
QUESTIONS AND COMPLAINTS
Questions and complaints from faculty staff or students regarding the decision to cancel classes or close a location
should be sent to the VP of Risk Management
TIME OF DECISIONS
Morning cancellations will be announced by 6 am
Afternoon cancellations will be announced by 10 am
Evening class cancellations will be announced by 3 pm
51
DU Campus Closing Line Main Menu Greeting
YOU HAVE REACHED THE DAVENPORT UNIVERSITY CAMPUS CLOSING LINE IF YOU KNOW
YOUR TWO DIGIT CAMPUS IDENTIFICATION NUMBER YOU MAY DIAL IT AT ANY TIME DURING
THIS MESSAGE FOR FULTON DIAL 01 FOR LANSING DIAL 03 FOR KALAMAZOO DIAL 04 FOR
MIDLAND DIAL 05 FOR BATTLE CREEK DIAL 08 FOR HOLLAND DIAL 09 FOR FLINT DIAL 10 FOR
SAGINAW DIAL 11 FOR WARREN DIAL 12 FOR ALMA DIAL 15 FOR CARO DIAL 16 FOR GAYLORD
DIAL 19 FOR TRAVERSE CITY DIAL 20 FOR LETTINGA DIAL 33 OR FOR LIVONIA DIAL 35 TO
LISTEN TO THIS MESSAGE AGAIN TOUCH THE KEY
Suggested Message for the Individual Campuses ltCAMPUS NAMEgt CLASSES ARE IN SESSION AS SCHEDULED
Example
LETTINGA CAMPUS CLASSES ARE IN SESSION AS SCHEDULED
To change a message
1 Dial 7002 for voice item maintenance
2 Dial the application ID for the message yoursquod like to change
3 Dial the password for the application
4 Dial 2 to review the current recording
5 Listen to the recording to make sure you are changing the correct one
6 Dial 5 to begin recording
7 Say the message yoursquod like callers to hear
8 Dial to end recording
9 Dial 2 to review the recording
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 3 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
52
CHECKLIST
Student Services Representative
Student Services and Academic Leadership decide to make a recommendation on classes being canceled or
the building closed
Decision will be assisted by facilities andor security that may be on site
Decision to cancel class will be made for the morning by 5 am and announcement will go out at 6 am Decision to cancel class will be made for the afternoon by 930 am and the announcement will go out by 10
am Decision to cancel class will be made for the evening by 230 pm and the announcement will go out by
300 pm
Student Services representative will call VP of Risk Management with cancelation of classes or closing of
a campus using the appropriate statistics found at wwwweathercom
Student Services representative will put a message on the emergency hotline and remember to update it as
necessary
Student Service representative will contact local TV and radio stations
Student Service representative will activate their call tree as appropriate
VP of Risk Management
VP of Risk Management will contact appropriate Executive Vice Presidents who will then obtain
permission from the president
VP of Risk Management will contact specific Directorrsquos of Student Services to report the decision
DU-Alert will be activated to the affected campuses
Contact Communications
Contact Web site administration
Contact CSC
Contact Call Center
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 4 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
53
EXAMPLE OF A BLIZZARD WARNING
URGENT - WINTER WEATHER MESSAGE
NATIONAL WEATHER SERVICE GRAND RAPIDS MI
428 AM EST THU DEC 10 2009
MUSKEGON-OTTAWA-KENT-ALLEGAN-BARRY-VAN BUREN-KALAMAZOO-
INCLUDING THE CITIES OFMUSKEGONJENISONGRAND RAPIDS
HOLLANDHASTINGSSOUTH HAVENKALAMAZOO
428 AM EST THU DEC 10 2009
BLIZZARD WARNING REMAINS IN EFFECT UNTIL 4 PM EST THIS
AFTERNOON
HAZARDOUS WEATHER
SNOW SHOWERS WILL CONTINUE TO INTENSIFY EARLY THIS MORNING 2
TO 4 INCHES OF SNOW ACCUMULATION CAN BE EXPECTEDALTHOUGH
LOCALLY HIGHER AMOUNTS ARE POSSIBLE
WEST WINDS OF 20 TO 30 MPH WILL GUST UP TO 40 MPH THESE WINDS
WILL CAUSE CONSIDERABLE BLOWING AND DRIFTING OF SNOW VISIBILITIES WILL FREQUENTLY BE REDUCED TO NEAR ZERO AT TIMES
THROUGH THIS AFTERNOON
GUSTY WINDS ALONG WITH RAPIDLY FALLING TEMPERATURES WILL
PRODUCE SUB ZERO WIND CHILLS
IMPACTS
TRAVEL WILL BE SEVERELY IMPACTED WITH SNOW BLOWING
SNOWAND BITTER COLD WIND CHILLS BLIZZARD CONDITIONS ARE
EXPECTED THROUGHOUT MUCH OF THE DAY ESPECIALLY ALONG US HIGHWAY 131
POWER OUTAGES WILL BE POSSIBLE DUE TO THE STRONG GUSTY WINDS
PRECAUTIONARYPREPAREDNESS ACTIONS
IT WOULD BE BEST NOT TO TRAVEL TODAY
IF YOU MUST TRAVELKEEP AN EXTRA FLASHLIGHTFOODAND
WATER IN YOUR VEHICLE IN CASE OF AN EMERGENCY
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 5 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
54
EXAMPLE OF HOLLAND AT WWWWEATHERCOM
Right Now Next 36 Hours
Today Tonight Tomorrow
Light Snow Snow Snow Shower AM Snow Showers
30degF 32deg 27deg 33deg
Feels Like 21deg High Low High
Past 24-hr Precip 029 in (est) Snow 29 in (est)
Chance of Precip 80
Chance of Precip 80
Chance of Precip 60
Wind From W at 12mph
Wind W at 18 mph
Wind W at 17 mph
Wind W at 14 mph
Humidity 69 64 62 62
Dew Point23deg
Pressure 2980 in
Visibility 10 mi
UV Index 0 - Low 1 - Low -- 1 - Low
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 6 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
55
CONTINUED EXAMPLE OF HOLLAND AT WWWWEATHERCOM
Daylight Remaining 6 hrs 1 min Sunrise 755 am Sunset 512 pm Sunrise 756 am
Through 5pm A steady snow will continue to fall through late afternoon Cloudy and windy Temperatures reaching the low 30s Winds W at 15 to 20 mph Chance of snow 80 Additional snowfall of 1 to 2 inches through 430pm
Snow showers early with a steadier snow developing late Colder Temps nearly steady around 30 Winds W at 15 to 25 mph Chance of snow 80 1 to 3 inches of snow expected
Variably cloudy with snow showers Low 27F Winds W at 15 to 25 mph Chance of snow 80 Snow accumulating 1 to 2 inches
Mainly cloudy with snow showers around in the morning High 33F Winds W at 10 to 20 mph Chance of snow 60 Snow accumulations less than one inch
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 7 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
56
Policy Chapter Situational Procedures Date Revised 709
Policy Title Severe Weather Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
CLASS CANCELLATIONS PROCEDURES
GREATER GRAND RAPIDS ndash HOLLAND AND LETTINGA
CLASS CANCELLATIONS PROCEDURES
NOTE All staff are to report to work as long as they are not endangering themselves in the process
The Director of Security Services will input information for all campuses in the GRAIL WEB system and at
wwwcancellationscom
1 When closings occur the Director of Security Services or his alternate will input closing data to the
GRAIL WEB site which will result in local media announcements
2 Day Classes ndash Weekdays (Monday through Friday) the Director of Security Services or alternate will check on weather and road conditions should weather become severe
a When day classes (prior to 400 pm start) need to be canceled the Director of Security Services
will contact one of the following in the order listed
i The ED of Student Services (Lettinga)
Tom Woods (517) 230-9834 (cell)
ii The ED of Academic Services (Lettinga)
Joy Harrison (Lettinga) (616) 301-2175 (home) (616) 283-2910 (cell)
iii The Director of Student Services (Holland)
Linda Sievert (616) 942-7735 (home) (616)745-3030 (cell)
b The EDs will inform
ii The Lettinga Asst Directors
Don Fowler (269) 383-5626 (home) (269) 598-7546 (cell)
Nygil Likely (616) 724-4206 (home) (616) 717-8243 (cell)
iii The Holland Director of Student Services
Linda Sievert (616) 942-7735 (home) (616)745-3030 (cell)
iv The Dir of Security Services
Eric Patterson (616) 459-8603
who will access wwwgrailwebcom and TV-13 (616) 785-1313 to
input the West Michigan locations (s) being closed and for how long
These decisions will be broadcast by 600 am
57
Policy Chapter Situational Procedures Date Revised 709
Policy Title Severe Weather Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
3 Evening Classes ndash Weekdays (Monday through Friday) the EDrsquos (see 2b i ii and iii above) and the Director of
Security Services will decide on cancellations for classes starting after 400 pm
The Director of Security Services will access wwwgrailwebcom and TV-13 (616) 785-1313 to input exactly
which locations (s) are being closed and for how long
4 Weekend Classes ndash The Security Services Officer on duty will contact 1) the Director of Security Services 2) the ED
of Student Services 3) the D for Holland or 4) ED for Academic Services at Lettinga (See 2 a and b above) The
individual contacted will
a Make the decision to close Lettinga and Holland locations
b Relay decision to the Director of Security Services who will access wwwgrailwebcom and TV-13 (616)
785-1313 to input exactly which locations (s) are being closed and for how long
c Contact the EDs and D (see 2a and b above) to tell them of the closings
Saturday classes will be canceled by 600 am
Sunday classes will be canceled by 800 am
5 Phone Messages ndash During any of the seven days of the week the Director of Security Services or designee will contact
Lettinga a Kirsten Scott (616) 554-5311 andor (616) 891-7623 or
b Sally Kuipers (616)742-2070 andor h(616)452-2349 or c(616)560-7478
Holland
c Rhonda Prins at 616-218-9896 or 616-395-4608
to change the message on the switchboards notifying incoming callers that classes have been canceled The
switchboards will carry the specific message as long as appropriate
6 OTHER THAN WEATHER RELATED CLOSINGS ndash Closings for other reasons will be determined by the
campuslocation leader with notification to the ED and Director of Security Services for posting to GRAIL Here are some guidelines
a Electrical Gas Leak Water ndash two hour delay unless need for longer closing is obvious
Contact numbers can be found on the ldquoLocation Communication Treerdquo procedure located in this document
Davenport University Connect Hotline Number is 1-800-525-8282
58
Purpose
The purpose of tornado drills is to provide shelter for the campus community during a tornado warning In these cases faculty staff and students should not evacuate the building since this may cause injury During a tornado
warning you have only a short time to find shelter Advance planning and a quick response are the keys to surviving
this type of inclement weather The University values the safety of each individual and expects that people will take
responsibility for safeguarding their welfare
Regulation
Effective March 30 1998 House Bill 5237 amended the Michigan Fire Prevention Cote Act 207 PA 1941 as
amended Section 19 to require Tornado Drills in Schools The new requirement applies to all schools including
state supported schools colleges universities and school dormitories
Sec 19 (3) now requires a minimum of 2 tornado safety drills for each school year at the schools and facilities hellip
These drills are for the purpose of preventing hazards and injuries in the event of severe weather
Responsibility
Responsibility for the planning and conduct of drills shall be assigned by campus risk management to competent
persons qualified to exercise leadership A written record of all drills conducted should be maintained including a
critique of the event This record should be maintained by risk management
General Guidelines
Drills shall include suitable procedures to make sure that all persons in the building or all persons subject to the
drill actually participate If a tornado drill is considered merely as a routine exercise from which some persons may
be excused there is a grave danger that in an actual tornado the drill will fail in its intended purpose All drills
should be pre-planned and preannounced
Definitions
Severe Weather Includes thunder lightening hail wind and heavy rains
Tornado A violently rotating column of air in contact with the ground
Watch Indicates that conditions are favorable for a particular type of weather to occur
Warning Indicates that a particular type of weather is or will soon be occurring
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Tornado Drills Page Number 1 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
TORNADO DRILLS
59
Specified Occupancies
Educational Occupancies ndash Academic and Administrative Buildings
All educational buildings on campus must hold two sets of tornado drills one in the spring and one in the Fall
preferably during the first four weeks of the semester Faculty and staff shall work in cooperation with risk
management in scheduling drills before the semester begins A ldquosetrdquo can be defined as a tornado drill during
the day and one in the evening in order to involve as many staff and students as possible
Locations of tornado shelters are to be conspicuously posted in each classroom and hallway to provide the
necessary information and ensure orderly movement through the building Signs should also specify that
elevators must not be used to exit during a tornado drill
Faculty and staff must be familiar with the tornado shelter locations and will assist students to these shelters
Handicapped students should inform faculty or staff at the start of the semester of any special requirements with
respect to procedures that will best facilitate those students
Residential Occupancies
Residential facilities demonstrate the greatest need for adequate and effective tornado shelter awareness due to
the potential loss of life Tornado drills in residence halls must be performed twice each year one in the spring
and Fall
A major concern in residence hall tornado drills is the resistance of residents to go to the designated tornado
shelters Resident assistants and other staff must take responsibility for the complete and orderly movement of
the students through the building Education and awareness are key components to an effective tornado drill
program Location of shelter in each apartment will help student to become more fully aware
Special consideration must be given to handicapped students with regard to tornado drills in residence halls To
be most effective handicapped students should be required to move to tornado shelters during a tornado drill
regardless of their location in the building Preplanning is key for the handicapped person because hisher own familiarity with the tornado shelter locations and the safest methods of egress is vital The handicapped person
should also seek out buddies to assist
On each floor of the facility the resident staff should proceed down the hall knocking loudly on each door as
heshe passes Staff should not unlock each door as this is time consuming and may result in danger to the staff
person
Assembly Occupancies ndash Student Center
Because actual tornado drills are not practical for places of non-continuous assembly where the students or
public body changes with each program employees or attendants of such places should be schooled in the
duties they are to perform in case of a tornado drill An adequate number of competent attendants must be on
duty when assembly occupancy is used Signs with directions for speedy and orderly egress should be posted
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Tornado Drills Page Number 2 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
60
TORNADO DRILL CHECKLIST
INDOORS
1 Information about severe weather will be given to the campus community if known in advance
2 A Tornado Watch is the time to review emergency action plans and determine the nearest tornado shelter
3 Tornado shelter plans will be posted in each classroom
4 During a tornado watch one person will be designated to monitor the weather by computer or weather radio
5 When the community siren is activated or information is obtained through computer monitoring faculty and
staff will move students to the appropriate tornado shelters
6 DU-Alert will be activated for the individual campus that has the tornado warning The following are the
individuals who can access DU-Alert
Duane Terpstra
Office 616-732-1155
Cell 616-581-5295
Home 616-786-0293
Matthew Miller
Office 586-620-4050
Cell 616-780-6346
Shallan Spielmaker
Office 517-367-8211
Cell 616-581-1453
Nathan Schumacher
Office 586-620-4054
Cell 586-201-8099
7 There will be monitoring equipment in a designated shelter to determine the completion of the warning
8 Do not use elevators and stay away from windows
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Tornado Drill Checklist Page Number 3 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
61
OUTDOORS
1 Seek indoor shelter if possible
2 Parked motor vehicles are unsafe Seek indoor shelter
3 If an indoor shelter is not available and there is not time for escape lie flat in a ditch or low spot
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Tornado Drill Checklist Page Number 4 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
62
Policy Chapter Situational Procedures Date Revised 709
Policy Title Tornado Policy Page Number 2 of 3
CRISIS MANAGEMENT MANUAL
University Crisis Management
TORNADO SHELTER AREA ACADEMIC BUILDING ndash Shelters are in green
areas
63
Policy Chapter Situational Procedures Date Revised 709
Policy Title Tornado Policy Page Number 3 of 3
CRISIS MANAGEMENT MANUAL
University Crisis Management
TORNADO SHELTER RESIDENCE HALLS ndash Shelters are in green areas
TORNADO SHELTER STUDENT CENTER ndash Shelter are in green areas
64
Policy Chapter Situational Procedures Date Revised 709
Policy Title Stalking Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
STALKINGTHREATSHARRASSMENT
IF OCCURRING ON CAMPUS
Contact those individuals who are responsible for security services or your student services representative They will
evaluate the situation and contact police authorities if necessary
If fear of bodily harm exists call the Police Department at 911 and then locate security services personnel
If you receive a ldquoPersonal Protection Orderrdquo or PPO from the court provide a copy of the order to the office of Security
Services
IF OCCURRING OFF CAMPUS
Contact the police at 911 followed by security services personnel
Copies of Personal Protection Orders are kept on file These documents should be updated as necessary and will be shared with location personnel on a need to know basis
As with any incident on location an incident report should be filled out and kept on file for future reference
The next page is an example of the information that can be given to those at a location in order to assist in identifying the
individual responsible This information upon approval of the victim can be kept at a main entrance desk welcome center
or other location where staff may meet people as they enter the building
Stalking is a willful course of conduct involving repeated or continuing harassment of another individual
that would cause a reasonable person to feel terrorized frightened intimidated threatened harassed or
molested and that actually causes the victim to feel terrorized frightened intimidated threatened harassed
or molested 750411h
SECURITY CELL 616-446-7098
65
Policy Chapter Situational Procedures Date Revised 709
Policy Title Stalking Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
66
Policy Chapter Situational Procedures Date Revised 909
Policy Title Suicidal Remarks Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
SUICIDAL REMARKS
With the diverse student body with varying age groups and backgrounds the potential exists for suicidal tendencies among
students who are attending classes It is critical that our staff respond to these individuals correctly and with care to ensure
that the safety of our student body is preserved and that the individual is properly cared for
When confronted with a student who is making suicidal remarks you should contact a security services or a student services
representative as soon as possible Security Services personnel with help from Student Services will coordinate any
further response
It is important to isolate this student from the rest of the student population and keep them under watch throughout the entire
incident At no time should a student who has made such statements be left alone Every effort should be made to keep
them on location If the individual insists on leaving inform them that you believe this to be unwise but allow them to leave if they insist If the student does leave contact the Police Department to inform them of the situation Attempt to give the
police a description of both the person and the vehicle they are driving as well as contact information if available
Ask the student if there is a mental health professional that they have been seeing and ask if they have the contact number
for that person If they do have them contact that individual Ask the student if there is a family member or friend that can
transport himher off site
A DU employee should only willingly allow a suicidal student to leave if there is a third party present to transport them
Under no circumstances should the student be allowed to leave on their own even if they state that they are feeling better
without some resistance from the University employee
67
SUICIDE ATTEMPT
Student Suicide Protocol All Campuses (Non-Housing)
1
st Staff Responder First Steps (Immediately)
When you enter the room or vehicle
Is the area safe
Check for vital signs
Call 911Security ServicesStudent Services based on the resources available
Gather information
Identify student if possible
Identify method of suicide if possible
Are you able to contain the area YesYes with assistanceNo
Determine how many students if any are awareimpacted by the situation and who they are
Contact ED of Student Affairs (Paul Ballard) or ED of Security Services (Matt Miller) or VP of Risk
Management (Terpstra) and inform with what you know
Name of Student
Method of suicide
What you know about the student (Team clubs friends etc)
If area is contained or does it need to be contained
How many students are immediately affected and who they are
What location will the affected students be quarantined
If security or police have arrived your focus is the affected students
Quarantine affected students in a separate area
Discuss with them that someone from the University will be contacting the studentrsquos family and for them
not to refrain from contacting the family out of respect and care for them until a trained professional
contacts them
Determine if the studentrsquos circle of friends is complete or if others need to be quarantined temporarily
Comfort the students as best you can and assess individualrsquos risk levels
Remain with the students until a trained counselor arrives
1st Professional Staff Responder Next Steps (1 to 24hrs)
Create incident report
Relocate displaced classes if needed
Check in and identify additional students or staff that require mentalemotional support
1st Professional Staff Responder Final Steps (24-48 hrs)
Check in and identify additional students or staff that require mentalemotional support
Aid in gathering the deceased individualrsquos personal belongings if necessary
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Suicidal Attempt Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
68
Missing Student Protocol
(Not process for Study Abroad Missing Student)
A campus is contacted by a person requesting information on a student that the caller assumes is missing This
person is worried because they have not been contacted by the student for an unusual length of time You explain to
the caller that you cannot give out specific information about a student but would be willing to work with the police
if they would report the issue
Once you disconnect from the caller you take the following steps
Contact ED of Student Affairs (Paul Ballard) or ED of Security (Matt Miller) or VP of Risk Management (Terpstra)
Student Services or
Security Services
Contact the person responsible for investigations on your campus This may be Security
Services or Student Services depending on the resources on the campus Contact the
caller and ask the below question
Determine relationship to student
Why do you think they are missing
Date time location the student was last seen
General routine of student (Close circle of friends)
Studentrsquos cell number
Does the student have a Social Media account Make model color and license plate of vehicle
Have they filed a missing persons report
Is there any medical or emotional condition we should be aware of
Establish a timetable where you will contact them again
General Investigative Steps
Call and text the student
Send the student an Email
Check with instructors on attendance of student (w photo)
Check emergency information in Banner
Check SPACMNT for comments and FERPA waivers
Go to studentrsquos classroom
Check card access and dining swipes (if applicable)
Check social networking sites
Contact known FriendsClassmates fill in any information gaps from that caller did not know
Check for student car in parking lot
Contact CSC for last log in
Check the websites to see if student has been arrested ex httpswwwaccesskentcomInmateLookup
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Missing Student Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
69
Missing Student Protocol
(Not process for Study Abroad Missing Student)
If proof of life has been established or check list has been completed Contact ED of Student Affairs (Paul Ballard)
or ED of Security (Matt Miller) or VP of Risk Management (Terpstra)
If student is found
Have them contact the person that called (if applicable) with University personnel present
If student does not want the person to know where they are have them meet with EDSA Paul Ballard
ED of SA will make contact with the caller and give them FERPA based info
If student is hospitalized or unable to return to school initiate protocol for medical withdrawal
If student is not found
Student Affairs will call emergency contact number
Student Affairs will follow up with caller
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Missing Student Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
70
Policy Chapter Situational Procedures Date Revised 909
Policy Title Utility Failure Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
UTILITY FAILURE
ELECTRICAL FAILURE
All individuals should remain where they are
Security Services personnel will assist with building evacuation if necessary
Security Services personnel will notify Consumers Power
If the power comes back on in a short time (two hours or less) operations will resume
If the power remains off for longer than two hours campus leadership will make a decision on whether or not to
close the campus
GAS LINE BREAK OR LEAK
Report the break or leak to Security Services 616-446-7098
Security Services will clear the immediate area and evacuate the building if needed
DO NOT turn off radios lights computers or other office equipment
Security Services will contact the utility company
WATER MAIN BREAK
Security Services or facilities will contact the Water Department
All employees and students should be notified that the restroom facilities will not be available
SECURITY CELL 616-446-7098
71
Policy Chapter Updating Process Date Revised 709
Policy Title Post Incident Debriefing Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
POST INCIDENT DEBRIEFING
Once the incident is over a debriefing should take place with those who were involved The purpose of this process is to improve our reaction to future incidents The following is a general list of questions that can be asked
Type of Incident
Date of Incident Time of Incident
Initial notification received by
Was the VP of Risk Management notified soon after the event [ ] Yes [ ] No [ ] NA
Were the appropriate people notified of the situation [ ] Yes [ ] No [ ] NA
Was there good communication with the Risk Management Team [ ] Yes [ ] No [ ] NA
Was there good communication with the local Crisis Management Team [ ] Yes [ ] No [ ] NA
Was there appropriate communication with Cabinet Members [ ] Yes [ ] No [ ] NA
Was there appropriate communication with Faculty Staff and Students [ ] Yes [ ] No [ ] NA
What changes could there have been to make communication better
What actions were taken that was effective
What are the opportunities for improvement
What changesadditions are needed for the crisis management manuals
On the back of the page map the incident timeline
72
Policy Chapter Testing Date Revised 709
Policy Title Testing amp Training Process Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
TESTING amp TRAINING
The testing process for possible crisis situations will be done in the following three ways
1 Scenarios will be presented to the Risk Management and Crisis Management teams in the form of table top exercises This will be done in the regular meetings
2 Simulation of actual events
3 Instruction is given on how to react to a crisis The below document is given to all employees and placed in many
locations within the facilities
EMERGENCY RESPONSE PROCEDURES
University Crisis Management
Emergency Response
Security Management
LOCATION CRISIS MANAGEMENT TEAM
HOW TO REPORT AN INCIDENT
SUSPICIOUS PERSONS
STALKINGTHREATSHARASSMENT
VIOLENT BEHAVIOR
ACTIVE SHOOTER RESPONSE
BOMB THREAT
UTILITY FAILURE
FIRE RESPONSE
SEVERE WEATHER
FIRST AIDBLOODBORNE PATHOGENS
MAIL SECURITY
73
GLOSSARY OF TERMS
1 CMT- Crisis Management Team A crisis management team consists of representatives from Human Resources Security Services Facilities IT etc These teams are located at every location within the University and are responsible for crisis management at that particular location
2 RMT ndash Risk Management Team The risk management team consists of representatives from Human Resources Security Services Facilities IT etc This team is located at Lettinga and is responsible to develop procedures manage crisis management teams and communicate with the administration
3 EOC ndash Emergency Operations Center Headquarters for the Crisis Management team to manage and coordinate the companyrsquos business recovery efforts
Policy Chapter Appendix A Date Revised 709
Policy Title Glossary of Terms Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
74
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic Lower West Page Number 1 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
Gas Valve Electrical Panel
Geothermal
Pumps
75
Sprinkler Shutoff
Water Shutoff
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic Lower East Page Number 2 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
76
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 1st West Page Number 3 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
77
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 1st East Page Number 4 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
78
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 2nd
West Page Number 5 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
79
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 2nd
East Page Number 6 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
80
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 3rd
West Page Number 7 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
81
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 3rd
East Page Number 8 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
82
Water Shutoff Electrical
Shutoff
Gas Shutoff
Fire Suppression
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Student Center Lower Level Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
83
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Student Center Main Level Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
84
Electrical
Shutoff
Water Shutoff
Fire Suppression
All Shutoffs
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Cook Hall Basement Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
85
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Cook Hall Floors 1-4 Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
F1 F2
F3 F4
86
Electrical Shutoff
Water Shutoff
Fire Suppression
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Meijer Hall Basement Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
87
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Meijer Hall Floors 1ndash5 Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
F1 F2 F3
F4 F5
88
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title South Hall 1st amp 2
nd Floor Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
F1
F2
89
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title South Hall 3rd
and 4th Floors Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
F3
F4
90
Policy Chapter Appendix C Date Revised 709
Policy Title General Telephone Numbers Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
NAME WORK NUMBER CELL NUMBER TITLE
Anderson Kristine 616-742-1726 231-329-4667 Director of Employee Relations
Ballard Paul 616-554-5687 616-862-6532 Exe Director of Student Affairs
Bean Brent 616-451-3511 ext 1495 616-889-3875 IT S Manager
Beausoleil Gail 616-554-5394 616-292-5446 Director of Career Services
Bill Chris 616-732-1151 616-540-7396 VP or Human Resources
Bloom Deb 616-732-1124 616-340-3402 Exe Dir Of government amp Com Relations
Bruyn Kim 616-732-1165 616-540-7711 Exc VP for Advancement
Caledonia Fire amp Rescue 616-891-0940 Caledonia Township Fire amp Rescue
Caledonia High School 616-891-8129 Caledonia High School
Caledonia Middle School 616-891-8649 Caledonia Middle School
Communication Fax 616-732-1179 Communication Fax
CSC 1-800-322-3984 Customer Support Center
Donovan Sherri 616-233-3472 616-233-3472 Exe Director of Academic Services
Dutton Christian School 616-698-8660 Dutton Christian School
Engblom Rob 616-554-5087 865-803-7350 Exe Director of Housing
Finkler Kathy 616-732-1085 616-446-5303 Director of Customer Support
Fischer John 616-554-5005 616-822-1088 Director of Facilities
Fisher Christine 616-732-1168 616-340-2525 Exe Administrative Assistant
Fowler Don 616-732-1206 269-598-7546 Director of Student Services
Harrison Joy 616-554-5820 616-283-2910 Exc Director of Academic Services
Hogan Brian 616-437-3234 HiTec Cleaning Services
Hooser Malachi 616-5545386 616-308-9232 Call Center Manager
Hotline 1-800-525-8282 Emergency Hotline
IT Weekend Emergency Number 616-481-6011 IT Weekend Emergency Number
Jensen Rick 616-732-1172 616-706-2608 News Information Manager
Jones Apple 616-554-4743 616-560-4856 Department Coordinator
Kent County - Main 616-632-6100 Kent County Sheriff Department
Kent County - Substation 616-632-6490 Kent County Sheriff Department
Kingrey Daryl 616-554-5395 616-481-2239 VP of Admissions
Knechtel Heather 616-554-5388 517-974-5793 Director of Admissions
91
Policy Chapter Appendix C Date Revised 709
Policy Title General Telephone Numbers Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
NAME WORK NUMBER CELL NUMBER TITLE
Kraska Nick 616-7732-1120 HRIS Coordinator
Lemmon Bill 616-732-1087 616-450-4933 Director of Networking
Lemmon Nicholas (Hi-Tec) 616-662-1623 616-732-1303 VP of Operations - Hitec Cleaning
Likely Nygil 616-554-5316 616-719-6457 Director of Student Services
Loud Tammy 616-554-5396 517-490-5940 VP of Student Services
Lowden Paul 616-554-5050 616-901-1787 Director of Athletics
MacDonald Meghan 616-554-4766 616-610-7690 Bookstore Manager
Manning Janet 616-774-5415 ext 238 Gallagher Risk Management Services
McCormick Nathan 616-732-1128 616-745-7142 Exe Director of Facility Operations
McLaughlin Karen 616-698-7111 616-970-5866 Asst Director of LInC
Miller Brian 616-732-1195 616-821-2618 VP of IT
Miller Linda 616-233-0922 VP Arthur Gallagher Insurance
Miller Matthew 586-620-4050 616-780-6346 Exe Director of Security
MSP 616-647-0800 Michigan State Police
Page Sally 616-554-5668 616-780-1394 Exe Director of Libraries
Salinas Kim 616-732-1072 616-813-7165 Benefits Manager
Scott Kirsten 616-554-5311 616-891-7623 Adm Asst Student amp Career Services
Security Services 616-446-7098 Security Services
Shull Lindsey 616-554-5528 616-901-2036 Regional Health Internship Manager
Sievert Linda 616-395-4603 616-745-3030 Director of Student Services - Holland
Stodola Mike 616-554-5138 616-893-7314 Director of Student Center
Terpstra Duane 616-732-1155 616-581-5295 VP of Risk Management
Teuscher Jolene 616-732-1096 616-318-4669 Employee Relations Manager
TV 13 616-785-1313 TV 13
Wagner Natalie 616-554-5821 616-901-0666 Executive Director of Student Life
Williams Ben 616-732-1104 517-303-4955 Information Technology Services
Woods Tom 616-554-5301 517-230-9834 Exe Director of Student Services
92
Family Educational Rights and Privacy Act of 1974 (FERPA)
The Family Educational Rights and Privacy Act (FERPA) is a federal law designed to protect the privacy of students education records The law applies to all schools that receive funds under an applicable program of the US Department of Education
FERPA gives parents certain rights with respect to their childrens education records These rights transfer to the student or former student who has reached the age of eighteen or is attending any school beyond the high school level Students and former students to whom the rights have transferred are called eligible students
Parents and eligible students have the right to inspect and review all of the students education records maintained by the school Schools are not required to provide copies of materials in education records unless for reasons such as great distance it is impossible for parents and eligible students to inspect the records Schools may charge a fee for copies
Parents and eligible students have the right to request that a school correct records believed to be inaccurate or misleading If the school decides not to amend the record the parent or eligible student then has the right to a formal hearing After the hearing if the school still decides not to amend the record the parent or eligible student has the right to place a statement with the record commenting on the contested information in the record
Generally the school must have written permission from the parent or eligible student before releasing any information from a students record However the law allows schools to disclose records without consent to the following parties
o school employees who have a need-to-know o other schools to which a student is transferring o certain government officials in order to carry out lawful functions o appropriate parties in connection with financial aid to a student o organizations doing certain studies for the school o accrediting organizations o individuals who have obtained court orders or subpoenas o persons who need to know in cases of health and safety emergencies o state and local authorities within a juvenile justice system pursuant to specific state laws
Schools may also disclose without consent directory type information such as a students name address telephone number date and place of birth honors and awards and dates of attendances However schools must tell parents and eligible students about directory information and allow parents or eligible students a reasonable amount of time to request that the school not disclose directory information about them
Schools must notify parents and eligible students of their rights under this law The actual means of notification (special letter inclusion in a PTA bulletin student handbook or newspaper article) is left to the discretion of each school
For additional information or technical assistance call (202) 260-3887 or TDD (202) 260-8956 or contact
Family Policy Compliance Office US Department of Education 600 Independence Avenue SW Washington DC 20202-4605
Policy Chapter Appendix D Date Revised 0111
Policy Title FERPA Facts Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
93
EMERGENCY NOTIFICATION SCRIPTS
Test Message
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System This is a test of the mass notification system Davenport University is using this system to keep you informed in the event of an emergency If this had been an actual emergency you would receive official information andor instructions This concludes this test of Davenportrsquos Mass Communication Alert System Thank you for your attention END OF MESSAGE (SMS) This is a test of Davenportrsquos Alert System If this had been an actual emergency you would receive official information andor instructions
Natural Disasters
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System On June 2 2009 a Tornado struck the Caro Campus Damages are reported to be light No injuries have been reported The campus is closed until further notice All students should stay away Be advised that roads may be damaged Travel with caution Thank you for your attention End of Message (SMS) On June 2 2009 a Tornado struck the Caro Campus Damages are reported to be light The campus is closed until further notice
Armed Suspect
(Phone)(E-Mail) This is a message on the Davenport Mass Communication Alert System At June 2 2009 an individual possessing a firearm was reported to be on the Warren Campus The Warren police department has been notified of the situation and is presently on campus We urge everyone on campus to remain in your residence classroom or office with the doors and windows secured If you are currently off campus stay away until further notice Please call 911 if you observe any threatening individuals on or near to campus Thank you for your attention End of Message (SMS) On June 2 2009 at 900 aman individual possessing a firearm was reported to be inside our Livonia Campus Stay in place amp barricade
Policy Chapter Appendix E Date Revised 709
Policy Title Emergency Notification Scripts Page Number 1 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
94
Assault with a Deadly Weapon
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System It has been reported to Davenport University that an individual was recently a victim of an assault with a knife in the parking lot at the Flint campus This took place on June 2 2009 at 1000 am The individual sustained minor injuries and is being treated at a local hospital The incident is still an on-going investigation with the Flint police department Students are advised to be cautious and call 911 to report any suspicious behavior or persons Thank you for your attention End of Message (SMS) On June 2 2009 at 1000 am an individual at the Flint campus was a victim of an assault wa knife Student are advised to be cautious
Bomb Threat
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System On June 2 2009 at 1100 am Davenport University received a threat from an unknown caller that a bomb was set to go off at the Holland campus at Noon The Holland Police departmentrsquos bomb squad is at the scene and conducting a full investigation It will also be assessing the threat level to the University The building has been evacuated and all persons still inside the building must evacuate now A secure perimeter has been established around the area and it is off limits until further notice Thank you for your attention End of Message (SMS) On June 2 2009 at 1100 am the Holland campus of Davenport University received a threat from an unknown caller that a bomb was set to go off in Noon
Gas Main Break
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System There has been a gas main break at the Saginaw campus of Davenport University Evacuate the area Stay away from the area until the situation is resolved Additional information will be given as the situation is resolved End of Message (SMS) We urge everyone to evacuate the Saginaw campus due to a gas main break Please stay away until the situation in resolved
Policy Chapter Appendix E Date Revised 709
Policy Title Emergency Notification Scripts Page Number 2 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
95
Gunshots
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System On June 2 2009 at 100 pm Davenport University received reports of gunshots fired in the parking lot at the Kalamazoo campus The police department has been notified of the situation and is presently on campus We urge everyone on campus to remain in your classroom or office with the doors and windows secured If you are currently off campus stay away until further notice Thank you for your attention End of Message (SMS) We urge everyone at the Kalamazoo campus to remain where you are amp secure doors amp windows If off campus stay away until further notice
Hazardous Materials
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System On June 2 2009 at 200 pm a hazardous material situation is occurring at the Battle Creek campus of Davenport University A hazardous materials team is on scene A secure perimeter has been established and the buildings are off limits until further notice Thank you for your attention End of Message (SMS) There is a hazardous materials spill at the Battle Creek campus and a secured perimeter has been established Buildings are off limits until further notice
Homicide
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System It was reported to Davenport University that an individual was recently a victim of homicide by at the Livonia campus on or about June 2 2009 at 300 pm The incident is still an on-going investigation with the Livonia police department at this time If you find yourself in a position of concern or witness any suspicious persons on campus please immediately contact the 911 Thank you for your attention End of Message (SMS) Davenport University Livonia campus has a victim of homicide by that occurred in the parking lot on June 2 2009 at 300 pm No arrest has been made
Policy Chapter Appendix E Date Revised 709
Policy Title Emergency Notification Scripts Page Number 3 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
96
Power Failure
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System We are currently experiencing a power failure at the Lansing campus The estimated duration of the power outage is unknown Additional updates will be given End of Message (SMS) There is a power outage at our Lansing campus Duration unknown Additional updates will be given
Violent Crime
(Phone)(E-mail)
This is a message on the Davenport Mass Communication Alert System On June 2 2009 at 500 pm an assault was reported at the Warren campus We ask that you offer your full cooperation to the police department if asked Please call 911if you observe any threatening individuals on or near to campus Thank you for your attention End of Message (SMS) On June 2 2009 at 500 pm an assault was reported at the Warren campus The police department has launching an investigation
Policy Chapter Appendix E Date Revised 709
Policy Title Emergency Notification Scripts Page Number 4 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
97
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Academic Building Page Number 1 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
98
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Academic Building Page Number 2 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
99
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Cook amp Meijer Halls Page Number 3 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
100
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash South Hall Page Number 4 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
101
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Student Center Main Page Number 5 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
102
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Student Center Lower Page Number 6 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
12
Policy Chapter Response Procedures Date Revised 909
Policy Title Local Communication Tree Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
LOCAL COMMUNICATION TREE
Tom Woods ndash ED of Student Services (517) 230-9834 (cell)
(616) 554-5301 (office)
Following a decision to close Greater GR locations Tom will call
1 Daryl Kingrey ndash VP of Admissions (616) 475-5828 (home)
(616) 481-2239 (cell)
(616) 554-5395 (office)
Daryl will start his phone tree by calling the following staff
a Heather Knechtel Director of Admissions (616) 536-2017 (home) (517) 974-5793 (cell)
(616) 554-5388 (office)
Heather will call the Admissions staff at Lettinga
b Colleen Thoman Director of Admissions (Holland) (989)850-3996 (cell)
(517)367-8202 (office)
Colleen will call the Admissions staff at Holland
c Amy Lucas ED of AdmissionsLead Management (269)-795-4413 (home)
(616)450-1943 (cell)
(616)233-2583 (office)
i Malachi Hooser Call Center Manager (616)308-9232 (cell)
(616)554-5386 (office)
Malachi will call the Call Center staff
2 Tammy Loud VP of Student Services (517) 490-5940 (cell)
(517) 349-6182 (home)
(616) 554-5396 (office)
Tammy will start her phone tree by calling the following staff
a Natalie Wagner ED of Student Life (616) 901-0666 (cell) (616) 554-5821 (office)
Natalie will start the phone tree for Student Life
b Paul Ballard ED of Student Affairs (616) 862-6532 (cell)
(616) 794-1103 (home)
Paul will start the phone tree for Student Affairs
c Gail Beausoleil Director of Career Services (616) 292-5446 (cell)
(269)948-8828 (home)
(616) 554-5394 (office)
Gail will start the phone tree for Career Services
13
Policy Chapter Response Procedures Date Revised 909
Policy Title Local Communication Tree Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
d Rob Engblom ED of Housing and Residence Life (865)803-7350 (cell)
(616)871-6755 (office)
Rob will start the phone tree for Residence Life (616)536-2202 (Home)
3 Joy Harrison ED of Academic Services LLT (616) 301-2175 (home)
(616) 283-2910 (cell)
(616) 554-5820 (office)
Joy will start her phone tree by calling the staff below
a Patty Brechbiel Director of Academics (616) 897-5772 (home)
(616) 485-1860 (cell) (616) 871-3977(office)
Patty will start the phone tree for Academics
b Sherri Donovan DU Online (616) 949-5464 (home)
(616) 855-2771 (cell)
(616) 233-3472 (office)
Sherri will start the phone tree for Online
4 Nygil Likely Director of Student Services (616) 724-4206 (home)
(616) 717-8243 (cell) (616) 554-5316 (office)
Nygil will start the phone tree for Advisors
5 Don Fowler Director of Student Services (269)383-5626 (home)
(269)598-7546 (cell)
(616)554-5193 (office)
Don will start phone tree for AdvisorsWelcome Desk
Tom Woods will also call
Mike Stodola Director of Student Center (616) 893-7314 (cell)
(616) 554-5269 (office)
Karen McLaughlin LiNC (616) 970-5866 (cell)
Meghan MacDonald Bookstore Manager (616) 610-7690 (cell)
(616) 554-4766 (office)
Linda Sievert Director of Student Services - Holland (616) 942-7735 (home)
(616) 745-3030 (cell)
(616) 395-4603 (office)
Each administrator will contact key individuals in their own areas of responsibility
14
Policy Chapter Response Procedures Date Revised 0111
Policy Title DU-Alert Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
DU-ALERT
HIGHER EDUCATION OPPORTUNITY ACT
The Higher Education Opportunity Act (Public Law 110-315) (HEOA) was enacted on August 14 2008 Under Title IV
the federal law requires all colleges and universities to have a notification and warning plan in place to alert the campus
community of an emergency The US Department of Education is still in the process of developing the regulations that will
coincide with this law and will amend the Code of Federal Regulations (34CFR) in the fall of 2009
DU ALERT EMERGENCY NOTIFICATION SYSTEM
1 The Du Alert service is used to transmit brief urgent messages to a large segment of an institutionrsquos population as
quickly as possible It is strongly recommended that this system be used for unplanned emergency events which
have the opportunity to affect the entire campus Use of this system for specific building closures which impact
the campus is also encouraged
2 The final regulations clarify the difference between the existing timely warning requirement and the new
requirement for an emergency notification policy While a timely warning must be issued in response to specific
crimes an emergency notification is required in the case of an immediate threat to the health or safety of students
or employees occurring on campus Emergency notifications may include but are not limited to
Bomb threats or other imminent violent threats
Fires natural gas leaks and hazardous spills affecting the entire campus
Building evacuations and lock downs affecting the entire campus
Biological or pandemic emergency notifications
Natural disasters and weather advisories
Power outages and utility failures resulting in an imminent threat
Campus closure due to declared civil emergency
Sample scripts can be found in the appendix Emergency information can be sent to the following devices
Cell Phone
Home Phone
PDA
Work Phone
Voice Mail
Text
15
DU-ALERT
CONTROL OF ACCESS
There is a small group of administrators who are authorized to report emergency events through DU-Alert These
are as follows
Duane Terpstra
Office 616-732-1155
Cell 616-581-5295
Home 616-786-0293
Matthew Miller
Office 586-620-4050
Cell 616-780-6346
Shallan Spielmaker
Office 517-367-8211
Cell 616-581-1453
Nathan Schumacher
Office 586-620-4054
Cell 586-201-8099
Policy Chapter Response Procedures Date Revised 0111
Policy Title DU-Alert Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
16
Policy Chapter Response Procedures Date Revised 0111
Policy Title Emergency Hotline Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
EMERGENCY HOTLINE
A toll free emergency hotline has been established at Davenport University that can be used for emergency information
and weather conditions causing the cancellation of classes or closing of locations This one number for all locations is
1-800-525-8282 or Ext 8282
DU Campus Closing Line Main Menu Greeting
YOU HAVE REACHED THE DAVENPORT UNIVERSITY CAMPUS CLOSING LINE IF YOU KNOW YOUR
TWO DIGIT CAMPUS IDENTIFICATION NUMBER YOU MAY DIAL IT AT ANY TIME DURING THIS
MESSAGE FOR LANSING DIAL 03 FOR KALAMAZOO DIAL 04 FOR MIDLAND DIAL 05 FOR BATTLE
CREEK DIAL 08 FOR HOLLAND DIAL 09 FOR FLINT DIAL 10 FOR SAGINAW DIAL 11 FOR WARREN
DIAL 12 FOR ALMA DIAL 15 FOR CARO DIAL 16 FOR GAYLORD DIAL 19 FOR TRAVERSE CITY DIAL
20 FOR LETTINGA DIAL 33 OR FOR LIVONIA DIAL 35 TO LISTEN TO THIS MESSAGE AGAIN TOUCH
THE KEY
Suggested Message for the Individual Campuses
ltCAMPUS NAMEgt CLASSES ARE IN SESSION AS SCHEDULED
Example
LETTINGA CAMPUS CLASSES ARE IN SESSION AS SCHEDULED
To change a message
1 Dial 7002 for voice item maintenance 2 Dial the application ID for the message yoursquod like to change
3 Dial the password for the application
4 Dial 2 to review the current recording
5 Listen to the recording to make sure you are changing the correct one
6 Dial 5 to begin recording
7 Say the message yoursquod like callers to hear
8 Dial to end recording
9 Dial 2 to review the recording
17
Policy Chapter Crisis amp Risk Management Teams Date Revised 709
Policy Title University Risk Management Team Page Number 1 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
UNIVERSITY RISK MANAGEMENT TEAM
The University Risk Management Team assists in developing plans for crisis management response throughout the University There will be additional employees who attend the Risk Management meetings which can give professional direction in their areas of expertise Below is the list of Risk Management team members and their office and cell numbers
NAME O FFICE CELL TITLE
Anderson Kristine 616-742-1726 231-329-4667 Director of Employee Relations amp Recruitment
Ballard Paul 616-554-5687 616-862-6532 Executive Director of Student Affairs
Crkovski Susan 586-620-4055 586-744-0876 Executive Director of Student Services
Engblom Rob 616-554-5087 865-803-7350 Executive Director of Housing amp Residential Life
Hooser Malachi 616-554-5386 616-308-9232 Call Center Manager
Jenson Rick 616-732-1172 616-706-2608 News Information Manager
Jones Apple 616-554-4743 616-560-4856 Department Coordinator - School of Technology
Knechtel Heather 616-554-5388 517-974-5793 Director of Admissions
Loud Tammy 616-554-5396 517-490-5940 VP of Student Services
Lowden Paul 616-554-5050 616-901-1787 Director of Athletics
McCormick Nathan 616-732-1128 616-745-7142 Executive Director of Facility Operations
Miller Matthew 586-620-4050 616-780-6346 Executive Director of Security Services
Page Sally 616-554-5668 616-780-1394 Executive Director of Libraries
Shull Lindsey 616-554-5528 616-901-2036 Regional Health Internship Manager
Stodola Mike 616-554-5138 616-893-7314 Director of Student Center
Terpstra Duane 616-732-1155 616-581-5295 VP of Risk Management
Wagner Natalie 616-554-5821 616-901-0666 Executive Director of Student Life
Williams Ben 616-732-1104 517-303-4955 Information Technology Services
Woods Tom 616-554-5301 517-230-9834 Executive Director of Student Services
18
Ensure all necessary actions are taken for safeguarding human lives
Ensure all necessary actions are taken for protecting assets
Communicate with Executive Management on status of events related to Crisis
Coordinate with Support Teams to assess the impact of the crisis and the effect on the facility
Remain visible to employees Contact affected employees to assess the impact of the crisis on business processes
Determine whether any impacts resulting from the incident warrant activation of Disaster Recovery Plans
The Risk Management Team will communicate regularly with Campus Crisis Management Teams
Supervise the management of normal business operations
Determine all audiences who need communication general public media students families etc
Determine if other locations are going to be affected and communicate the situation and provide guidance
Let everyone involved know where to send press calls
Provide an official university response to an incident
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Risk Management Responsibilities Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
RISK MANAGEMENT TEAM RESPONSIBILITIES
The Risk Management team is the center of policy development and communication when a crisis occurs Local crisis management teams will be assisted by the Risk Management team during a crisis The Risk Management team communicates with University leadership Below are the details of the responsibilities and a simple action list
RMT ACTION LIST
Assemble local Risk Management Team
Brief the team members on the situation and discuss
the steps that are being taken
Coordinate with HR representative to address
employee life safety issues
Provide continuous updates to the Cabinet regarding
the actions taken and the status of the response
effort
Inform Local Crisis Management Teams of Cabinet
concerns questions or feedback and ensure that any
issues are addressed
RISK MANAGEMENT TEAM RESPONSIBILITIES
19
RMT MEETING AGENDA
Assign a note-taker
Take attendance
Event Status
a What happened
b Has it affected our employees
c How severe is it
d What is being done
e What is the potential for escalation
Employee Status
Technology status including telecom
Infrastructure (power water phones wireless)
Communications
a What is the message
b Methods for communication
c Determine schedule for updates
Accounting for employees
a Roll Call
b Outreachfollow-up
Support for our employees
Updates to executives
Review actions and who is responsible and determine next
meeting time
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Risk Management Agenda Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
RISK MANAGEMENT MEETING AGENDA
The below agenda is developed to assist in the initial meeting when a crisis has occurred
Facility Status
20
Policy Chapter Crisis amp Risk Management Teams Date Revised 0111
Policy Title Crisis Management Team Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
LOCAL CRISIS MANAGEMENT TEAM
The Crisis Management team is the center of policy development and communication at the local campus The responsibilities of the Crisis Management team is comparable to the Risk Management team but at the local level Please make reference to the job description of the Risk Management team Below is a list of the Crisis Management team members and their office and cell numbers
NAME O FFICE CELL TITLE
Anderson Kristine 616-742-1726 231-329-4667 Director of Employee Relations amp Recruitment
Bean Brent 616-732-1097 616-889-3875 Information Technology Services
Beausoleil Gail 616-554-5394 616-292-5446 Director of Career Services
Engblom Rob 616-871-6755 865-803-7350 Executive Director of Housing amp Residential Life
Fischer John 616-554-5005 616-822-1088 Director of Facilities
Fowler Don 616-554-5193 269-598-7546 Director of Student Services
Hooser Malachi 616-554-5386 616-308-9232 Call Center Manager
Jones Apple 616-554-4743 616-560-4856 Department Coordinator - School of Technology
Knechtel Heather 616-554-5388 517-974-5793 Director of Admissions
Likely Nygil 616-554-5316 616-717-8243 Director of Student Services
Lowden Paul 616-554-5050 616-901-1787 Director of Athletics
McLaughlin Karen 616-554-5655 616-970-5866 Asst LInC Director
Stodola Mike 616-554-5138 616-893-7314 Director of Student Center
Terpstra Duane 616-732-1155 616-581-5295 VP of Risk Management
Wagner Natalie 616-554-5821 616-901-0666 Exec Director of Student Life
Willis Dena 616-554-5517 616-617-4977 Student Success Manager
21
PANDEMIC PLANNING TEAM
In the Spring of 2009 the Cabinet approved the development of a multidisciplinary Pandemic Planning team to lead
a comprehensive effort to prepare the university for a potential outbreak of pandemic influenza Building on the
universityrsquos existing plans for crisis management and emergency response this team will
1 Develop policies and short-term and long-term procedures to guide the universityrsquos preparedness in
anticipation of an outbreak of pandemic flu
2 Identify critical resources supplies and materials the university would need to have available to address
such an emergency and how best to obtain them
3 Identify key factors or conditions that will trigger critical decision-making on the part of the University
and recommend who will need to make those critical decisions and what they should be
4 Ensure all decisions are in accordance with local state and federal recommendations and mandates The Pandemic Planning team is responsible for the development of Davenportrsquos Pandemic Influenza Preparation and Response Plan In addition the Pandemic Planning team engages units (schools departments teams committees etc) in a coordinated planning process and oversees the education of the Davenport community about the pandemic threat the Universityrsquos response plans and the need for all members of the community to be informed and involved in the preparedness efforts
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Pandemic Planning Team Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
NAME OFFICE CELL TITLE
Anderson Kristine 616-742-1726 231-329-4667 Director of Employee Relations amp Recruitment
Ballard Paul 616-554-5687 616-862-6532 Executive Director of Student Affairs
Bill Chris 616-732-1151 616-540-7396 VP of Human Resources
Engblom Rob 616-554-5087 865-803-7350 Executive Director of Housing
Harrison Joy 616-554-5820 616-283-2910 Executive Director of Academic Services
Jenson Rick 616-732-1172 616-706-2608 News Information Manager
Loud Tammy 616-554-5396 517-490-5940 VP of Student Services
McCormick Nathan 616-732-1128 616-745-7142 Executive Director of Facility Operations
Salinas Kim 616-732-1072 616-813-7165 Benefits Manager
Shull Lindsey 616-554-5528 616-901-2036 Regional Health Internship Manager
Terpstra Duane 616-732-1155 616-786-0293 VP of Risk Management
VanderVelde Kathleen 616-732-1191 616-292-3177 Director of University Communications
Williams Ben 616-732-1104 517-303-4955 Information Technology Services
22
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Recovery Process Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
RECOVERY PROCESS
Once assured that conditions are safe the Crisis Management Team will focus on returning the location to normal operations
Depending on the nature of the crisis the Crisis Management Team will provide the location with factual information regarding the crisis situation as well as details about recovery activities This information may be provided in the form of memoranda town hall meetings voice mail messages or other methods of communications
In the event that an emergency requires closure the Davenport University Emergency Hotline (formerly the Weather
Hotline) will be activated The hotline number is 1-800-525-8282 Up-to-date information on reopening will be made available
Staff and students should not return until the University is officially reopened All administrators facility and security personnel should report to work unless otherwise notified On a case-by-case basis other members will be asked to report to work to assist in recovery efforts
In the event of building damage the recovery process will include a repair and clean-up component led by Facility Operations If regularly scheduled classes cannot be held due to physical damage the Crisis Management team in conjunction with Academic Services will immediately begin efforts to reschedule classes to other locations Since these efforts may result in time changes as well information regarding schedule changes will be posted via the Davenport University website and through email communications
23
CRISIS MANAGEMENT TEAM RESPONSIBILITIES
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Specific CM Responsibilities Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
Local Crisis Management teams handle the day to day issues of a location They ensure the safe evacuation of all
employees liaison with civil authorities and interface with the security team and manage the crisis with internal
departments The following are the general job requirements of those departments represented on the crisis management
teams throughout the University
Facilities
Damage assessment salvage and restoration
Preparing the alternate location(s) for occupancy
Coordinating temporary relocation of staff
Procurement of supplies and equipment
Handling of OSHA issues
Human Resources
Account for all employees
Contacting employee andor families
Providing assistance to individual employees
Ensuring continuance of salaries and benefits
Oversee payroll activitiesInterface with Payroll
Communications
Determine all audiences who need communication general public media students families etc Determine if
other campuses are going to be affected and communicate the situation and provide guidance Let everyone involved know where to send press calls
Coordinate with the Risk Management Team to determine information to be communicated to students
Use the University Emergency Hotline for the purpose of informing faculty staff and students (families) during a
crisis
IT Team
Recovering server-based systems
Restoring data
Restoring computers and computer activity
Re-establishing voice and data communications
Student Services
Account for all students
Contacting students and or families
Providing assistance to students
Determine living arrangements
Security Services
Administering building security
Access throughout the facility (card access) Granting Issuing and Validating
Intrusion detection Prevention (cameras alarms)
Incident handling
InOut facility checks (validate employment) Scheduling security personnel
Fire Safety Building evacuation
Interface with local authorities (Fire Police Hazmat Poison Ctrl 3E etc)
24
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Job Responsibility Form Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
JOB RESPONSIBILITY FORM
The below form is an example of a process used for the purpose of coordinating the completion of the necessary responsibilities given out to specific people within internal departments
Human Resources
Account for all employees
Contacting employee andor families
Providing assistance to individual employees
Ensuring continuance of salaries and benefits
Oversee payroll activitiesInterface with Payroll
NAME TITLE RESPONSIBILITY DATE COMPLETED
25
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Emergency Resource Kits Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
EMERGENCY RESOURCE KITS
The campus will be equipped with emergency management kits
The emergency resource kit includes
This emergency resource kit must be accessible for all emergencies When leaving the building for fire alarms or other
emergency situations the kit must be carried out of the building
Example If there is a fire alarm and there is a real fire you will not be allowed back in the building until the fire
has been extinguished Under these types of circumstances the contents of the emergency resource kit will be
beneficial
Batteries
Battery powered radio
Bottle of Water
Class Schedule
Crisis Management Plan
Disposable Camera
DU Telephone Directory
First Aid Kit
Flashlight
Floor Plan or Map
Latex Gloves
List of Areas School Numbers
Phone Tree
Plastic Bags
Student Roster
Telephone Book
Writing Utensils
Yellow Role of Caution Tape
LOCATION OF EMERGENCY KITS
1 Welcome Center Desk
2 Academic Office
3 LINC
4 Student Life
5 Residence Halls
26
Policy Chapter Situational Procedures Date Revised 909
Policy Title Active Shooter Response Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
ACTIVE SHOOTER RESPONSE
The following guidelines are offered in order to provide you with useful information in the event of an active shooter
SECURE IMMEDIATE AREA
Close doors and lock them if possible
Turn off lights
Close blinds
Keep calm quiet and out of sight
CONTACTING AUTHORITIES
Call 911
Report your specific location office or room number
Number of people at your specific location
Number and type of injuries
Assailant(s) location number of suspects race and gender clothing description physical features type of
weapons and shooter identity if known
UN-SECURING AN AREA
Consider risks before un-securing rooms
Attempts to rescue people should only be attempted if it can be accomplished without further endangering the
persons inside a secured area
If doubt exists for the safety of the individuals inside the room the area should remain secured
SECURITY CELL 616-446-7098
27
Policy Chapter Situational Procedures Date Revised 709
Policy Title Defibrillators Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
FOR THOSE SITES THAT HAVE DEFIBRILLATORS
AED (Automated External Defibrillator) is used in emergency medical situations where the heart of the victim has stopped
beating and the victim is no longer breathing CPR is to be administered during a heart attack along with using the AED Those trained and certified in CPRAED procedures should be the ones who use the AEDrsquos as the Good Samaritan Act will
cover any problems or injuries during this life saving procedure
An AED is fairly simple to use For the most part the instructions are done in pictures and sound once the unit is opened up
and powered up for operation Follow the pictures and prompts in order to properly use this device For a male victim a
razor may be used in order to shave hair from the areas that the AED pads will be administered in order for proper contact
with the body For females removal of the bra may be needed in order to have proper body contact from the AED pad
An AED should be used within the first few minutes of a heart attack or as soon as it can be administered The AED
delivers an electrical shock that aids in attempting to establish a regular heart rhythm to aid in proper circulation of the
blood amp oxygen in the blood No one should be touching the victim when the AED delivers the shock Prompts from the
AED will be given as to what to do if the victim is shockable and when not to touch the body
CPR and AED should be used on heart attack victims when they are unresponsive and have no pulse or not breathing This
rescue procedure should be maintained until EMTrsquos or First Responders arrive to take over the medical care of the victim
AEDrsquos should also be properly maintained when being stored Those responsible for Security Services will be responsible
for the maintenance and supply needs for the AEDrsquos on site Also proper documentation should be maintained when using
this device or any other life saving technique Documentation should be turned in to those responsible for Security
Services
If at all possible and as a general rule of thumb only staff that has been trained in the proper use of an AED should attempt
to use it There are however instances in which it would be imprudent to wait for a trained staff member If this is the case the AED has been designed in such a way that they are user friendly and a Good Samaritan can adequately administer
treatment with the device by following the instructions printed on the apparatus
IT WILL BE THE RESPONSIBILITY OF SECURITY SERVICES TO REPLACE THE BATTERIES OF THE
AED EACH YEAR
28
AFTER HOURS COVERAGE PLAN
SECURITY SERVICES
The Security Services Office coordinates security requirements for the campus manages the fire safety
alarm and assists when necessary if there is a disruptive studentvisitortrespasser on campus
The Security Services Officer is responsible for unlockinglocking the buildings and classrooms per
predetermined schedules and as needed for special events
An officer is on duty 24 hours a day 7 days a week
Contact an officer at 616-446-7098
Listed below are emergency contact numbers for Campus Administration and Director of Security
Services The officer on duty should be the one to make contact with these individuals in times of need
DO NOT GIVE OUT THE BELOW CONTACT NUMBERS
Policy Chapter Situational Procedures Date Revised 709
Policy Title After Hours Coverage Plan Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
POSITION NAME NUMBERS
Director of Student Services Nygil Likely Cell 616-719-6457
ED of Academic Services Joy Harrison Cell 616-283-2910
Home 616-301-2175
VP of Risk Management Duane Terpstra Cell 616-581-5295
Home 616-786-0293
29
Policy Chapter Situational Procedures Date Revised 709
Policy Title Bioterrorism Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
BIOTERRORISM
Various office locations in the country have received threatening letters through the mail Some of these letters stated that you have been exposed to anthrax or other biological materials Additionally these and other envelopes or packages could contain some type of life threatening powder or granules The following information and recommendations are being provided to help you safely and effectively handle these types of incidents
SUSPICIOUS UNOPENED LETTER OR PACKAGE MARKED WITH THREATENING MESSAGE SUCH AS ldquoANTHRAXrdquo
1 Do not shake or empty the contents of any suspicious envelope or package
2 PLACE the envelope or package in a plastic bag or some other type of container to prevent leakage of contents
3 If you do not have any container then COVER the envelope or package with anything (eg clothing paper trash can etc) and do not remove this cover
4 Then LEAVE the room and CLOSE the door or section off the area to prevent others from entering (ie keep others away)
5 WASH your hands with soap and water to prevent spreading any powder to your face
6 What to do nexthellip
Report the incident to local police and notify your building security official or an available supervisor
7 LIST all people who were in the room or area when this suspicious letter or package was recognized Give this list to both the local public health authorities and law enforcement officials for follow-up investigations and advice
ENVELOPE WITH POWDER AND POWDER SPILLS OUT ONTO SURFACE
1 DO NOT try to CLEAN UP the powder COVER the spilled contents immediately with anything (eg clothing paper trash can etc) and do not remove this cover
2 Then LEAVE the room and CLOSE the door or section off the area to prevent others from entering (ie keep others away)
3 WASH your hands with soap and water to prevent spreading any powder to your face
4 What to do nexthellip
Report the incident to local police and notify your building security official or an available supervisor
5 REMOVE heavily contaminated clothing as soon as possible and place in a plastic bag or some other container that can be sealed This clothing bag should be given to the emergency responders for proper handling
SECURITY CELL 616-446-7098
30
Policy Chapter Situational Procedures Date Revised 709
Policy Title Bioterrorism Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
6 SHOWER with soap and water as soon as possible Do Not Use Bleach Or Other Disinfectant On Your Skin
7 If possible list all people who were in the room or area especially those who had actual contact with the powder Give this list to both the local public health authorities so that proper instructions can be given for medical follow-up and to law enforcement officials for further investigation
QUESTION OF ROOM CONTAMINATION BY AEROSOLIZATION
For example small device triggered warning that air handling system is contaminated or warning that a biological agent released in a public space
1 Turn off local fans or ventilation units in the area
2 LEAVE area immediately
3 CLOSE the door or section off the area to prevent others from entering (ie keep others away)
4 What to do nexthellip
Dial ldquo911rdquo to report the incident to local police and the local FBI field office and notify your building security official or an available supervisor
5 SHUT down air handling system in the building if possible
6 If possible list all people who were in the room or area Give this list to both the local public health authorities so that proper instructions can be given for medical follow-up and to law enforcement officials for further investigation
HOW TO IDENTIFY SUSPICIOUS PACKAGES AND LETTERS
Some characteristics of suspicious packages and letters include the followinghellip
Excessive postage Handwritten or poorly typed addresses
Incorrect titles Title but no name
Misspellings of common words Oily stains discolorations or odor
No return address Excessive weight
Lopsided or uneven envelope
Excessive masking tape string etc
Ticking sound
Marked with ldquoPersonalrdquo or ldquoConfidentialrdquo
Visual distractions
Protruding wires or aluminum foil
Shows a city or state in the postmark that does not match the return address
31
Policy Chapter Situational Procedures Date Revised 709
Policy Title Bomb Threats Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
BOMB THREAT DIRECTIONS
IF YOU RECEIVE A THREAT BY LETTER OR EMAIL
Preserve the letter for investigation The letter should not be handled after it is opened
Notify security services who will notify local law enforcement
Do NOT turn off lights computers or appliances
Do NOT close any doors or windows
Do NOT use electronic wireless devices two-way radios intercompaging system or the fire alarm IF YOU RECEIVE A THREAT BY PHONE
Remain calm
Attempt to keep the caller on the phone as long as possible
Follow and complete the checklist on the following page
Notify security services who will notify local law enforcement
Do NOT turn off lights computers or appliances
Do NOT close any doors or windows
Do NOT use electronic wireless devices two-way radios intercompaging system or the fire alarm IF AN ACTUAL BOMB IS DISCOVERED
Notify security services who will initiate a building wide evacuation and contact local law enforcement
Evacuate the immediate area quietly and calmly
Do NOT assume that another bomb is not in the same general area
Do NOT turn off lights computers or appliances
Do NOT close any doors or windows
Do NOT use electronic wireless devices two-way radios intercompaging system or the fire alarm
Stand 300 or more feet from the building and wait for permission from location personnel to reenter
UNDER THESE CIRCUMSTANCES WE ASK THAT THE OFFICER BE CONTACTED WITHOUT THE USE OF
A WIRELESS DEVICE USE OF HARDWIRE TELEPHONES WILL BE ACCEPTABLE SECURITY SERVICE
NUMBER IS 616-446-7098
32
Policy Chapter Situational Procedures Date Revised 709
Policy Title Bomb Threats Checklist Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
QUESTIONS TO ASK CALLERrsquoS VOICE 1 When is the bomb going to explode __ Calm __ Angry __ Slow
__ Excited __ Rapid __ Soft 2 Where is the bomb right now LocationBuilding __ Laughter __ Crying __ Loud
__ Normal __ Distinct __ Slow 3 What does it look like __ Accent __ Stutter __ Lisp
__ Raspy __ Ragged __ Deep 4 What kind of bomb is it __ Disguised __ Familiar __ Nasal
5 What will cause it to explode __ Clearing Throat __ Deep Breathing
__ Cracking Voice 6 Did you place the bomb
If voice is familiar who did it sound like 7 What is your reason for the bomb
__________________________________ 8 What is your address
BACKGROUND SOUNDS
9 What is your name __ Street Noises __ Crockery
__ Factory Machinery __ Voices EXACT WORKING OF THE THREAT __ Children Voices __ Street Noises
__ PA System __ Music __ House Noises __ Motors
__ Office Machinery __ Clear __ Animal Noises __ Static
__ Local __ Booth __ Long Distance __ Other
LANGUAGE
__ Well Educated __ Foul __ Incoherent __ Taped
Sex of Caller __________ Race _____ __ Message read __ Irrational
Age __________ Length of Call _____ REMARKS
Number at which call is received ___________________________________
________________________________ Date __________ Phone ___________
BOMB THREAT CHECKLIST
WHAT INFORMATION DO YOU OBTAIN WHEN YOU
RECEIVE A BOMB THREAT OVER THE TELEPHONE
33
Policy Chapter Situational Procedures Date Revised 909
Policy Title Civil Disorder Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
CIVIL DISORDER
The purpose of this procedure is to assist personnel in dealing with civil disorder that would endanger life cause damage to property or otherwise disrupt the operations of the University Civil disorder may take several forms including but not limited to pickets marches rallies parades sit-ins trespassing riots sabotage and criminal damage to property In all cases no matter how minor there is always the potential for escalation The primary considerations in the event of civil disorder are protection of the lives and property of the University community and preservation of the academic environment
1 Remain calm 2 Assess the situation 3 Evacuate yourself and others from the area as necessary 4 Contact those responsible for security services 5 Contact those who can properly communicate with those involved in passive resistance 6 If danger is imminent call 911
There needs to be an understanding of passive vs aggressive activities For those activities that do not create a dangerous situation please do not contact local law enforcement Internal communications will take place on how to deal with the issue For those activities that do create a dangerous environment local law enforcement should be contacted In either case security services must be contacted (616-446-7098)
SECURITY CELL 616-446-7098
34
Policy Chapter Situational Procedures Date Revised 909
Policy Title Classroom Disruption Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
CLASSROOM DISRUPTION
There are different ways that classroom disruptions can be handled In order to understand this procedure definitions will
be given of the following
Disruption - an unwelcome or unexpected break in a process or activity
Disorderly - unruly resisting authority and disturbing the peace
Dangerous - likely to cause harm or actions that could result in injury
The following are general guidelines of options that can be enforced at the time of a classroom disruption
1 When a student is causing a disruption in class the professor will handle the issue by verbal commands
2 When a student is being disorderly the professor will ask the student to leave class A report is generated through
Student Services
3 When a student is likely to cause harm or actions could result in injury ask the student to leave the classroom If
there is a refusal terminate class and ask all the students to leave the classroom Contact 911 by classroom phone
or cell phone Proceed to call Security Services if they exist at your location A report is generated through
Security Services or Student Services
SECURITY CELL 616-446-7098
35
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Communicable Disease Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
COMMUNICABLE DISEASE
Communicable diseases are those that can be transmitted from person to person (or animal to human) via direct contact with
body fluids ingesting contaminated food or water inhalation of contaminated air or the bite of an infected insect Bacteria
viruses and parasites are some of the organisms that can cause communicable diseases
A student who has a communicable disease may attend Davenport University whenever through reasonable accommodation the risk of transmission of the disease is sufficiently remote Placement decisions will be made by using
current public health department guidelines concerning the disease in question Information on communicable diseases can
be found at the below website The website table of contents is located on the next page
httpwwwaccesskentcomHealthHealthDepartmentCD_EpidDisease_Fact_Sheetshtm
The determination of whether a student with a chronic communicable disease may attend Davenport University will be
made on an individual basis according to procedures implemented by the University in consultation with appropriate
University personnel the studentrsquos primary physician public health personnel the Universityrsquos legal counsel and the
student
A student who has a communicable disease may be denied admission to or may be dismissed from a particular program or
course of study whenever such communicable disease has a direct effect on the studentrsquos ability to perform a course of
study
The University shall respect the right to privacy of any student who has a chronic communicable disease or is a carrier The
studentrsquos medical condition shall be disclosed only to the extent necessary to minimize the health risks to the student and
others Persons deemed to have ldquoa direct need to knowrdquo will be provided with the appropriate information however these
persons shall not further disclose the information
CLEAN UP ndash If the communicable disease causes a need for decontamination Facilities will arrange proper cleaning of
contaminated areas as soon as possible Assessments of completion of decontamination will be provided to the appropriate
Leadership
36
COMMUNICABLE DISEASE
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Communicable Disease Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
D i s e a s e F a c t S h e e t s - F o u n d o n W e b s i t e
Arboviral Encephalitis
Anthrax
Botulism
Campylobacter
Chickenpox (images chickenpox chickenpox 2)
E coli
Fifth Disease (images hand body amp face)
Giardiasis
Hand Foot amp Mouth Disease (hand)
Head Lice (Michigan Head Lice Manual)
Hepatitis A
Hepatitis B
Hepatitis C
Lyme Disease (images rash rash 2) (Additional Information)
Meningitis
Monkeypox
MRSA (Methicillin Resistant Staphylococcus Aureus)
Norovirus (Norovirus Cleaning Guidelines)
Pertussis
Pink Eye
Pinworms
Poison Ivy (images arm blisters arm rash arm rash 2 plant plant 2)
Rabies
Ringworm (images face hand head)
Salmonellosis
SARS
Scabies
Scarlet Fever (images tongue body)
Shigellosis
Shingles (images arm shoulder)
Smallpox
Strep Throat
Syphilis Fact Sheet
Tick Borne Diseases (images Dog and Deer tick Lone Star tick amp others)
Tuberculosis
West Nile Virus
37
CONTINUITY PLAN
Policy Chapter Situational Procedures Date Revised 709
Policy Title Continuity Plan Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
ACADEMIC
If damage to a location forces evacuation of the facility for a length of time the VP of Risk Management will work with
the Group VP for Academic Services and other designated people to determine what courses could be handled at other locations Some classes could be handled at local establishments that will allow our use for a period of time
BUILDINGS
If damage to a location forces evacuation of the facility for a length of time the VP of Risk Management will work with
the Executive Vice President of FinancesCFO and other designated people to determine what nearby facilities could be
used for classes for a period of time Local schools are often used for this purpose Addresses of local schools are on the
next page
INSURANCE
There are two people who will need to be contacted from our insurance company immediately upon the closing of a location
due to damage These individuals will give us direction on what can be done as it relates to financing through the insurance
company
These individuals are as follow
Linda Miller-Szanto CIC LIC
Area Vice President
Arthur J Gallagher amp Co of Michigan Inc
161 Ottawa NW Suite 112 Grand Rapids MI 49503
Phone 616-233-0922
Fax 616-233-0923
Linda_Miller-Szantoajgcom
Janet Manning Claims Manager
Arthur J Gallagher Risk Management Services Inc
22930 9 Mile Road
St Clairs Shores MI 48080
Phone 586-774-5415 Ext 238
Fax 586-779-6769 Janet_Manningajgcom
38
Policy Chapter Situational Procedures Date Revised 709
Policy Title Continuity Plan Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
httpmichiganschooltreeorgcounties-page1html
Caledonia High School
9050 Kraft Avenue SE
Caledonia Michigan 49316
616-891-8129
Caledonia Middle School 9230 Kraft Avenue SE
Caledonia Michigan 49316
616-891-8649
Dutton Christian School
6729 Hanna Lake Road
Caledonia Michigan 49316
616-698-8660
39
Purpose
The purpose of fire drills is to ensure the efficient and safe exit of facilities in the case of an emergency Proper drills ensure orderly exit under control and prevent panic Order and control are the primary purposes of the drill Speed in emptying buildings while desirable is not in itself an object and should be made secondary to the maintenance of proper order
Responsibility
Fire drills shall be designed and conducted according to the occupancies specified below Responsibility for the planning and conduct of drills shall be assigned by campus risk management to competent persons qualified to exercise leadership A written record of all drills conducted should be maintained including a critique of the event This record should be maintained by risk management
General Guidelines
Drills shall include suitable procedures to make sure that all persons in the building or all persons subject to the drill actually participate If a fire drill is considered merely as a routine exercise from which some persons may be excused there is a grave danger that in an actual fire the drill will fail in its intended purpose
All drills will be preplanned but not preannounced Fire drills shall be held with sufficient frequency to familiarize all occupants with the drill procedure and to have the conduct of the drill a matter of established routine Sufficient frequency for Davenport University is to hold two fire drills each semester One will be held during the day and another in the evening This will give the majority of faculty staff and students the ability to be involved in a drill
Drills should be carefully planned to simulate actual fire conditions Not only should they be held at varying times but different means of exit should be used based upon an assumption that if some given stairway is unavailable by reason of fire or smoke all the occupants must be led out by some other route Fire exit drills should be designed to familiarize the occupants with all available means of exits particularly emergency exits that are not habitually used during the normal occupancy of the building
Fire Exit Drills in Specific Campus Occupancies
The usefulness of a fire drill and the extent to which it can be carried depends upon the character of the occupancy Drills are most effective in occupancies such as classrooms where the occupant load of the building is somewhat consistent In buildings where the occupant load is of a changing character no regularly organized fire drill is possible
In such cases the fire drills must be limited to the regular employees who can be thoroughly schooled in the proper procedure and can be trained to properly direct other occupants of the building in case of fire In occupancies such as the Student Center regular employees can be rehearsed in the proper procedure in case of fire Such training always is advisable in all occupancies whether or not regular fire drills can be held
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Fire Drills Page Number 1 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
FIRE DRILLS
40
The following sections address some of the special fire drill details which should be observed for specific occupancy classes
A Educational Occupancies ndash Academic and Administrative Buildings
All educational buildings on campus must hold two fire drills per semester preferably during the first four weeks of the semester Faculty and staff shall work in cooperation with risk management in scheduling drills before the semester begins
Evacuation instructions are to be conspicuously posted in each classroom and hallway to provide the necessary evacuation information and ensure orderly egress from the building Signs should also specify that elevators must not be used to exit during a fire drill
Classroom faculty and staff should be familiar with the easiest exit to be used in the fire drill and the alternative exits available Faculty and staff should close (not lock) doors and windows and take responsibility for checking facilities for complete evacuation All personal belongings within reach should be taken from classrooms by students
Handicapped students should inform faculty or staff at the start of the semester of any special requirements with respect to locations and procedures that will best facilitate those students egress from the building in an emergency In general wheelchair users should go to the stairwell which is furthest from the fire and wait for help Fire departments should be notified that stairwells be checked first Other handicapped persons should be assisted by students faculty or staff Do not leave a handicapped person alone
B Residential Occupancies
Residential facilities demonstrate the greatest need for adequate and effective fire exit awareness due to the potential loss of life Fire drills in residence halls must be performed twice a semester at a minimum Because of the nature of the occupancy it is usually the case that additional drills are performed due to false alarms
A major concern in residence hall fire drills is the resistance of residents to evacuate the building in the event of a drill Resident assistants and other staff must take responsibility for the complete and orderly evacuation of the building Education and awareness are key components to an effective fire evacuation program Directional signs in hallways and in each dorm room will help student to become more fully aware of their options
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Fire Drills Page Number 2 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
41
Special consideration must be given to handicapped students with regard to fire safety in residence halls To be most effective handicapped students should be required to evacuate the building during a fire drill regardless of their location in the building Preplanning is key for the handicapped person because hisher own familiarity with the buildings exists and the safest methods of egress is vital First responders should preplan by having designated individuals assigned to evacuate handicapped persons requiring assistance The handicapped person should also seek out buddies to assist in the evacuation and should explain all instructions beforehand No-one should be left behind during a fire drill or fire condition
To facilitate evacuation handicapped persons should be assigned to rooms on ground or egress level whenever possible Rooms should be identified on the outside of the building with a distinctly coded sign to advise the fire department without distinguishing the student If evacuation of a handicapped person is not possible heshe should return to the room close the door or proceed to the nearest stairwell if possible and wait for the fire department rescue For this reason each dorm should have a list of all handicapped students and their room location on file with the fire department
On each floor of the facility the resident staff should proceed down the hall knocking loudly on each door as heshe passes Staff should not unlock each door as this is time consuming and may result in danger to the staff person
C Assembly Occupancies ndash Student Center
Because actual fire drills are not practical for places of non-continuous assembly where the students or public body changes with each program employees or attendants of such places should be schooled in the duties they are to perform in case of fire in order to be of greatest service in effecting an orderly exit
An adequate number of competent attendants must be on duty when assembly occupancy is used Attendants should be instructed in the proper use of portable fire extinguishers and other manual fire suppression equipment if provided
Signs with directions for speedy and orderly egress should be posted
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Fire Drills Page Number 3 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
42
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Fire Drill Checklist Page Number 4 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
FIRE DRILL CHECKLIST
In the event of a fire pull the fire alarm The integrated fire alarm system is for use only in the event of a fire and should
NOT be used to evacuate the building for any other emergency
IMMEDIATELY
Remind students which exit to take as noted in each classroom regardless of where they are parked
Tell them to put on coats and to pick up purseskeys Leave all books notebooks etc in the classroom
Tell all students they MUST move to an area 300 feet from the building
You are to take a roster or safety sign-in sheet and a penpencil with you
Close all classroom windows
Turn off lights
Close all classroom doors
ONCE OUTDOORS
Announce that class is NOT cancelled automatically ndash notification of official cancellation of class will be
announced by campus personnel
Ask students to inform you if they select to leave and take note of all who leave the premises
Confirm through a roster or safety sign-in sheet that all students who were present that day are out of the building
You will be asked by Fire officials to verify this
Do not reenter the building until permission is granted by those having authority
43
Policy Chapter Situational Procedures Date Revised 709
Policy Title Fire Response - Disabilities Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
EVACUATION OF PERSONS WITH DISABILITIES
When emergency evacuation from a building becomes necessary special attention must be paid to the safety of persons
with disabilities Good planning is the best defense against unnecessary accidents and confusion Some people with
disabilities may not need help while others may This is why it is imperative that you ask the person if there is any way you
can be of assistance
Any campus building may have an employee student or visitor who is a person with disabilities The three most encountered are visual aural and mobility
Visibility ndash Visually impaired persons may need guidance to the primary exit or to a secondary exit
Aural ndash Aurally impaired individuals may not realize the alarm is sounding
Mobility ndash Evacuation between floors can be difficult Do not use elevators during emergencies
If persons with disabilities are frequently present in your office classroom or residence hall discuss evacuation plans with
them Travel with them over possible exit routes identify potential obstacles and ask their opinions
Mobility impaired persons should be evacuated by untrained personnel only when the situation is life threatening If it is
determined that there is no immediate danger consider remaining where you are and immediately inform a member of the crisis management team or those responsible for security services
In life-threatening situation where immediate evacuation is necessary always ask the person if you can help Then
personally assist the person with a disability down the stairs Some crutch and cane users may be able to use the stairs
others may not Ask them how they want your help
Wheelchair users should be carried in their chair only when at least two strong people are available who can control the
chair
Communicate with people who are deaf or who have hearing impairments When possible arrange emergency signals in
advance Keep verbal messages short Visual props such as cards or notes can be used to communicate Immediately tell them what is happening and keep them informed of the situation
44
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Flood Response Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
FLOOD RESPONSE
Take immediate steps to ensure the safety of the people in the building Attempt to contain the flood and limit the affected
area This may involve shutting off the water main Contact the Director of Facilities for further instructions on how to
proceed
Major flood issues will be handled by our insurance company Once the source of the flood has been determined and
terminated The insurance company will provide a restoration company for cleanup One of the following two people
needs to be contacted for this information
Linda Miller CIC LIC
Area Vice President
Arthur J Gallagher amp Co of Michigan Inc
161 Ottawa NW Suite 112
Grand Rapids MI 49503
Phone 616-233-0922
Fax 616-233-0923
Linda_Millerajgcom
Janet Manning Claims Manager
Arthur J Gallagher Risk Management Services Inc 22930 9 Mile Road
St Clairs Shores MI 48080
Phone 586-774-5415 Ext 238
Fax 586-779-6769
Janet_Manningajgcom
Academic - Water shutoff valves are located in the lower level mechanical room next to
classroom 001
Cook Resident Hall ndash Water shutoff valves are
located in the southeast corner of the basement
East Residence Hall ndash Water shutoff valves are
located in the southeast corner of the basement
Student Center ndash Water shutoff valves are
located in the mechanical room just north of the
west doors next to the dumpsters
AUTHORIZED FLOOD RESPONSE CONTRACTOR IS AS FOLLOWS
Ameri Pro Restoration
1-888-222-1245 wwwameri-procom
FIRE WATER AND MOLD DAMAGE
45
Policy Chapter Situational Procedures Date Revised 709
Policy Title Hazardous Materials Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
HAZARDOUS MATERIALS
If there is a hazardous materials spill anywhere on location the following steps should be immediately taken
Contact security services facility staff or a member of the Crisis Management team They will take over coordinating the remainder of the emergency response The scene should be immediately secured by not allowing people into the hazardous
area This includes any rescue attempts anyone unable to remove themselves from the affected area will have to wait until
the situation has been fully assessed and emergency personnel have arrived If there is anyone in such a state immediately
contact 911 and notify them of the situation
Isolate the area and take steps to ensure the safety of people as well as the environment with the priority being in that order
Attempt to identify the hazardous materials using any placards visible from a safe distances MSDS sheets found in the
security services office or shipping documents that may be available
Assess the Situation If the spill warrants it contact emergency services to take over the scene If not contact the Director of Security Services andor the Director for Facilities and ask for instructions on how to proceed
There may be the need to shut down the HVAC systems if there is a chemical spill on the highway and a chemical cloud is
approaching the campus There will always be a facility or security personal available to shutdown HVAC units if
necessary
SHUTOFF LOCATIONS
Main shutoffs for the HVAC system in the Academic building can be found in the lower level mechanical
room next to the food prep area on the Westside of the main lecture halls
Main shutoffs for the HVAC system in Cook and East residence halls can be found in the basement
mechanical room
Main shutoffs for the HVAC system can be found in the mechanical room just north of the west doors next to
the dumpsters
SECURITY CELL 616-446-7098
46
Policy Chapter Situational Procedures Date Revised 909
Policy Title Illegal Activities Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
ILLEGAL ACTIVITIES
Security Services is responsible for the investigation of all illegal activities Contact Security Services
immediately at 616-446-7098
If immediate danger exists call 911
Try to remember information regarding suspects vehicle descriptions and direction of travel
Each situation will be documented and investigated by the University andor local law enforcement
INCIDENT REPORTING OF ILLEGAL ACTIVITIES
If you are a victim of or a witness to any criminal activity contact Security Services at 616-446-7098 and they
will assist in documenting the situation and contacting the police department
DO NOT attempt to handle the situation alone
If immediate danger exists call 911
Observe Universal Precautions when coming in contact with any human body fluid Vinyl latex free gloves are
located in the Security Services Office Welcome Center Desk LInC Circulation Desk Administrative Office
Suite third Floor Faculty Lounge Fitness Center and Maintenance OfficeWorkshop
SECURITY CELL 616-446-7098
47
Policy Chapter Situational Procedures Date Revised 709
Policy Title Injury Reporting Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
INCIDENTS RESULTING IN EMPLOYEE INJURIES
If someone is injured as a result of an incident notify Security Services at 616-446-7098
Do NOT move the injured person unless absolutely necessary
Send someone else to call 911 and to give information regarding the medical emergency
Do NOT attempt first aid unless you are trained to do so
Do NOT offer to pay medical expenses admit responsibility or mention insurance
Do NOT apologize for the accident argue the cause or reprimand anyone
Do NOT offer to transport the injured person
A MICHIGAN EMPLOYERrsquoS FORM MUST BE FILLED OUT WHEN AN EMPLOYEE IS INJURED
SECURITY CELL 616-446-7098
48
Policy Chapter Situational Procedures Date Revised 709
Policy Title Media Call Form Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
MEDIA CALL LOG
If media call your location and you cannot transfer the call to a crisis communications
team member as noted obtain the following information and Fax the sheet to
6167321179 or relay the information to the crisis communications team by phone
Date _________________________ Time _____________________
Callerrsquos name _________________________ Callerrsquos phone number _______________ Media organization name _____________________ Location ____________________ Deadline (if given) _________________ Your name __________________________ Work Number _________________ Cell Number _________________ Other Number _________________ Actioninformation requested ________________________________________________ __________________________________________________________________________ Reporterrsquos specific questions ________________________________________________ __________________________________________________________________________ __________________________________________________________________________ What reporter was told _____________________________________________________ __________________________________________________________________________
_________________________________________________________________________________
____________________________________________________________________
If you answer a media call and cannot immediately transfer the call per the chart complete the ldquomedia call logrdquo tell the caller
someone will respond to them as soon as possible and forward the log sheet to the first available crisis communications team member
You may copy the sheet attached and FAX completed sheets to the crisis communications team at 6167321179 or if there
is a power outage relay the information from the ldquomedia call logrdquo to the crisis communications team by cell phone
49
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 1 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
SEVERE WEATHER ndash Class CancellationCampus Closing Policy
Severe winter weather may come in many forms consisting of snow ice and wind Generally each one individually does not result in the cancellation of classes but occasionally the severe combination of all three may cancel classes or possibly close a
campus
Our students are being trained to work in our communities Businesses rarely close due to weather related issues
Davenport will rarely close or cancel classes
DECISION PROCESS
The recommendation to cancel classes or the closing of a campus will be made by the highest ranking student services
and academic leadership member for a specific campus
Information regarding the conditions of the weather can generally be determined by contacting facilities and security
who may be on site Use of the internet is also encouraged for weather information (wwwweathercom) There
is an expectation that the recommendation would be made with help from others
In the chart below you can find criteria that can be used to make this recommendation These criteria will be used to
explain to faculty staff and students why classes were canceled This information will also be tracked by the VP of
Risk Management to help obtain an understanding under what conditions classes are generally canceled so decisions
can become easier in the future
A request to cancel classes will be given to the VP of Risk Management by the highest ranking Student Services
person of a specific campus This request will contain details related to the above chart The VP of Risk
Management will contact the Executive VP of Finance by 530 am with bullet points about the weather conditions of
the effected campus The Executive VP of Finance will contact the President for final approval
The process to close a location will be the same as above however the EVP for Organizational Development and the
VP of Risk Management must concur with the decision to close a campus before the EVP of Finance is contacted
DESCRIPTION EXAMPLE
Current Length of Storm 4 or More Hours
Additional Anticipated Length of Storm 4 or More Hours
Strength of Wind 21 or More
Visibility 025 Mile
Wind Chill -30
Current Snowfall 8 or Above
Future Anticipated Snowfall 4 or Above
Ice Coverage Any Ice
Area CollegeUniversities Closed Yes
Roads closed by State Police Yes
Information
can be found
on internet
Feel free to
use
wwwweather
com
50
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 2 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
Once approval has been obtained for classes to be canceled at a specific campus the VP of Risk Management
will
1 Initiate the DU-Alert as early as 530 am DU-Alert will contain the following information
a Closed building vs Canceled classes b Day vs evening classes c Who should report to work d What events need to be canceled
2 Notify University Communication so the proper information can be placed on our website and be sent to
Faculty and staff by email Contact Rick Jensen first at 616-706-2608 and Von Franklin at 616-481-3083 It
will be the responsibility of communications to post the appropriate communication on the website
3 Notify the appropriate Director of Student Services so information can be relayed to specific campus
personnel
4 Call CSC at 800 am to inform them of weather issues It will be the responsibility of CSC to be notified of
issues through DU-Alert prior to 800 am 1212 Extension
1-800-322-3984
5 Contact Malachi Hooser of the Call Center about the weather issues
616-308-9232 Cell
616-554-5386 Office
Location Student Servicesrsquo leadership will be responsible to
1 Notify the appropriate TV and radio stations 2 Update the Emergency Hotline
QUESTIONS AND COMPLAINTS
Questions and complaints from faculty staff or students regarding the decision to cancel classes or close a location
should be sent to the VP of Risk Management
TIME OF DECISIONS
Morning cancellations will be announced by 6 am
Afternoon cancellations will be announced by 10 am
Evening class cancellations will be announced by 3 pm
51
DU Campus Closing Line Main Menu Greeting
YOU HAVE REACHED THE DAVENPORT UNIVERSITY CAMPUS CLOSING LINE IF YOU KNOW
YOUR TWO DIGIT CAMPUS IDENTIFICATION NUMBER YOU MAY DIAL IT AT ANY TIME DURING
THIS MESSAGE FOR FULTON DIAL 01 FOR LANSING DIAL 03 FOR KALAMAZOO DIAL 04 FOR
MIDLAND DIAL 05 FOR BATTLE CREEK DIAL 08 FOR HOLLAND DIAL 09 FOR FLINT DIAL 10 FOR
SAGINAW DIAL 11 FOR WARREN DIAL 12 FOR ALMA DIAL 15 FOR CARO DIAL 16 FOR GAYLORD
DIAL 19 FOR TRAVERSE CITY DIAL 20 FOR LETTINGA DIAL 33 OR FOR LIVONIA DIAL 35 TO
LISTEN TO THIS MESSAGE AGAIN TOUCH THE KEY
Suggested Message for the Individual Campuses ltCAMPUS NAMEgt CLASSES ARE IN SESSION AS SCHEDULED
Example
LETTINGA CAMPUS CLASSES ARE IN SESSION AS SCHEDULED
To change a message
1 Dial 7002 for voice item maintenance
2 Dial the application ID for the message yoursquod like to change
3 Dial the password for the application
4 Dial 2 to review the current recording
5 Listen to the recording to make sure you are changing the correct one
6 Dial 5 to begin recording
7 Say the message yoursquod like callers to hear
8 Dial to end recording
9 Dial 2 to review the recording
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 3 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
52
CHECKLIST
Student Services Representative
Student Services and Academic Leadership decide to make a recommendation on classes being canceled or
the building closed
Decision will be assisted by facilities andor security that may be on site
Decision to cancel class will be made for the morning by 5 am and announcement will go out at 6 am Decision to cancel class will be made for the afternoon by 930 am and the announcement will go out by 10
am Decision to cancel class will be made for the evening by 230 pm and the announcement will go out by
300 pm
Student Services representative will call VP of Risk Management with cancelation of classes or closing of
a campus using the appropriate statistics found at wwwweathercom
Student Services representative will put a message on the emergency hotline and remember to update it as
necessary
Student Service representative will contact local TV and radio stations
Student Service representative will activate their call tree as appropriate
VP of Risk Management
VP of Risk Management will contact appropriate Executive Vice Presidents who will then obtain
permission from the president
VP of Risk Management will contact specific Directorrsquos of Student Services to report the decision
DU-Alert will be activated to the affected campuses
Contact Communications
Contact Web site administration
Contact CSC
Contact Call Center
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 4 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
53
EXAMPLE OF A BLIZZARD WARNING
URGENT - WINTER WEATHER MESSAGE
NATIONAL WEATHER SERVICE GRAND RAPIDS MI
428 AM EST THU DEC 10 2009
MUSKEGON-OTTAWA-KENT-ALLEGAN-BARRY-VAN BUREN-KALAMAZOO-
INCLUDING THE CITIES OFMUSKEGONJENISONGRAND RAPIDS
HOLLANDHASTINGSSOUTH HAVENKALAMAZOO
428 AM EST THU DEC 10 2009
BLIZZARD WARNING REMAINS IN EFFECT UNTIL 4 PM EST THIS
AFTERNOON
HAZARDOUS WEATHER
SNOW SHOWERS WILL CONTINUE TO INTENSIFY EARLY THIS MORNING 2
TO 4 INCHES OF SNOW ACCUMULATION CAN BE EXPECTEDALTHOUGH
LOCALLY HIGHER AMOUNTS ARE POSSIBLE
WEST WINDS OF 20 TO 30 MPH WILL GUST UP TO 40 MPH THESE WINDS
WILL CAUSE CONSIDERABLE BLOWING AND DRIFTING OF SNOW VISIBILITIES WILL FREQUENTLY BE REDUCED TO NEAR ZERO AT TIMES
THROUGH THIS AFTERNOON
GUSTY WINDS ALONG WITH RAPIDLY FALLING TEMPERATURES WILL
PRODUCE SUB ZERO WIND CHILLS
IMPACTS
TRAVEL WILL BE SEVERELY IMPACTED WITH SNOW BLOWING
SNOWAND BITTER COLD WIND CHILLS BLIZZARD CONDITIONS ARE
EXPECTED THROUGHOUT MUCH OF THE DAY ESPECIALLY ALONG US HIGHWAY 131
POWER OUTAGES WILL BE POSSIBLE DUE TO THE STRONG GUSTY WINDS
PRECAUTIONARYPREPAREDNESS ACTIONS
IT WOULD BE BEST NOT TO TRAVEL TODAY
IF YOU MUST TRAVELKEEP AN EXTRA FLASHLIGHTFOODAND
WATER IN YOUR VEHICLE IN CASE OF AN EMERGENCY
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 5 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
54
EXAMPLE OF HOLLAND AT WWWWEATHERCOM
Right Now Next 36 Hours
Today Tonight Tomorrow
Light Snow Snow Snow Shower AM Snow Showers
30degF 32deg 27deg 33deg
Feels Like 21deg High Low High
Past 24-hr Precip 029 in (est) Snow 29 in (est)
Chance of Precip 80
Chance of Precip 80
Chance of Precip 60
Wind From W at 12mph
Wind W at 18 mph
Wind W at 17 mph
Wind W at 14 mph
Humidity 69 64 62 62
Dew Point23deg
Pressure 2980 in
Visibility 10 mi
UV Index 0 - Low 1 - Low -- 1 - Low
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 6 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
55
CONTINUED EXAMPLE OF HOLLAND AT WWWWEATHERCOM
Daylight Remaining 6 hrs 1 min Sunrise 755 am Sunset 512 pm Sunrise 756 am
Through 5pm A steady snow will continue to fall through late afternoon Cloudy and windy Temperatures reaching the low 30s Winds W at 15 to 20 mph Chance of snow 80 Additional snowfall of 1 to 2 inches through 430pm
Snow showers early with a steadier snow developing late Colder Temps nearly steady around 30 Winds W at 15 to 25 mph Chance of snow 80 1 to 3 inches of snow expected
Variably cloudy with snow showers Low 27F Winds W at 15 to 25 mph Chance of snow 80 Snow accumulating 1 to 2 inches
Mainly cloudy with snow showers around in the morning High 33F Winds W at 10 to 20 mph Chance of snow 60 Snow accumulations less than one inch
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 7 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
56
Policy Chapter Situational Procedures Date Revised 709
Policy Title Severe Weather Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
CLASS CANCELLATIONS PROCEDURES
GREATER GRAND RAPIDS ndash HOLLAND AND LETTINGA
CLASS CANCELLATIONS PROCEDURES
NOTE All staff are to report to work as long as they are not endangering themselves in the process
The Director of Security Services will input information for all campuses in the GRAIL WEB system and at
wwwcancellationscom
1 When closings occur the Director of Security Services or his alternate will input closing data to the
GRAIL WEB site which will result in local media announcements
2 Day Classes ndash Weekdays (Monday through Friday) the Director of Security Services or alternate will check on weather and road conditions should weather become severe
a When day classes (prior to 400 pm start) need to be canceled the Director of Security Services
will contact one of the following in the order listed
i The ED of Student Services (Lettinga)
Tom Woods (517) 230-9834 (cell)
ii The ED of Academic Services (Lettinga)
Joy Harrison (Lettinga) (616) 301-2175 (home) (616) 283-2910 (cell)
iii The Director of Student Services (Holland)
Linda Sievert (616) 942-7735 (home) (616)745-3030 (cell)
b The EDs will inform
ii The Lettinga Asst Directors
Don Fowler (269) 383-5626 (home) (269) 598-7546 (cell)
Nygil Likely (616) 724-4206 (home) (616) 717-8243 (cell)
iii The Holland Director of Student Services
Linda Sievert (616) 942-7735 (home) (616)745-3030 (cell)
iv The Dir of Security Services
Eric Patterson (616) 459-8603
who will access wwwgrailwebcom and TV-13 (616) 785-1313 to
input the West Michigan locations (s) being closed and for how long
These decisions will be broadcast by 600 am
57
Policy Chapter Situational Procedures Date Revised 709
Policy Title Severe Weather Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
3 Evening Classes ndash Weekdays (Monday through Friday) the EDrsquos (see 2b i ii and iii above) and the Director of
Security Services will decide on cancellations for classes starting after 400 pm
The Director of Security Services will access wwwgrailwebcom and TV-13 (616) 785-1313 to input exactly
which locations (s) are being closed and for how long
4 Weekend Classes ndash The Security Services Officer on duty will contact 1) the Director of Security Services 2) the ED
of Student Services 3) the D for Holland or 4) ED for Academic Services at Lettinga (See 2 a and b above) The
individual contacted will
a Make the decision to close Lettinga and Holland locations
b Relay decision to the Director of Security Services who will access wwwgrailwebcom and TV-13 (616)
785-1313 to input exactly which locations (s) are being closed and for how long
c Contact the EDs and D (see 2a and b above) to tell them of the closings
Saturday classes will be canceled by 600 am
Sunday classes will be canceled by 800 am
5 Phone Messages ndash During any of the seven days of the week the Director of Security Services or designee will contact
Lettinga a Kirsten Scott (616) 554-5311 andor (616) 891-7623 or
b Sally Kuipers (616)742-2070 andor h(616)452-2349 or c(616)560-7478
Holland
c Rhonda Prins at 616-218-9896 or 616-395-4608
to change the message on the switchboards notifying incoming callers that classes have been canceled The
switchboards will carry the specific message as long as appropriate
6 OTHER THAN WEATHER RELATED CLOSINGS ndash Closings for other reasons will be determined by the
campuslocation leader with notification to the ED and Director of Security Services for posting to GRAIL Here are some guidelines
a Electrical Gas Leak Water ndash two hour delay unless need for longer closing is obvious
Contact numbers can be found on the ldquoLocation Communication Treerdquo procedure located in this document
Davenport University Connect Hotline Number is 1-800-525-8282
58
Purpose
The purpose of tornado drills is to provide shelter for the campus community during a tornado warning In these cases faculty staff and students should not evacuate the building since this may cause injury During a tornado
warning you have only a short time to find shelter Advance planning and a quick response are the keys to surviving
this type of inclement weather The University values the safety of each individual and expects that people will take
responsibility for safeguarding their welfare
Regulation
Effective March 30 1998 House Bill 5237 amended the Michigan Fire Prevention Cote Act 207 PA 1941 as
amended Section 19 to require Tornado Drills in Schools The new requirement applies to all schools including
state supported schools colleges universities and school dormitories
Sec 19 (3) now requires a minimum of 2 tornado safety drills for each school year at the schools and facilities hellip
These drills are for the purpose of preventing hazards and injuries in the event of severe weather
Responsibility
Responsibility for the planning and conduct of drills shall be assigned by campus risk management to competent
persons qualified to exercise leadership A written record of all drills conducted should be maintained including a
critique of the event This record should be maintained by risk management
General Guidelines
Drills shall include suitable procedures to make sure that all persons in the building or all persons subject to the
drill actually participate If a tornado drill is considered merely as a routine exercise from which some persons may
be excused there is a grave danger that in an actual tornado the drill will fail in its intended purpose All drills
should be pre-planned and preannounced
Definitions
Severe Weather Includes thunder lightening hail wind and heavy rains
Tornado A violently rotating column of air in contact with the ground
Watch Indicates that conditions are favorable for a particular type of weather to occur
Warning Indicates that a particular type of weather is or will soon be occurring
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Tornado Drills Page Number 1 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
TORNADO DRILLS
59
Specified Occupancies
Educational Occupancies ndash Academic and Administrative Buildings
All educational buildings on campus must hold two sets of tornado drills one in the spring and one in the Fall
preferably during the first four weeks of the semester Faculty and staff shall work in cooperation with risk
management in scheduling drills before the semester begins A ldquosetrdquo can be defined as a tornado drill during
the day and one in the evening in order to involve as many staff and students as possible
Locations of tornado shelters are to be conspicuously posted in each classroom and hallway to provide the
necessary information and ensure orderly movement through the building Signs should also specify that
elevators must not be used to exit during a tornado drill
Faculty and staff must be familiar with the tornado shelter locations and will assist students to these shelters
Handicapped students should inform faculty or staff at the start of the semester of any special requirements with
respect to procedures that will best facilitate those students
Residential Occupancies
Residential facilities demonstrate the greatest need for adequate and effective tornado shelter awareness due to
the potential loss of life Tornado drills in residence halls must be performed twice each year one in the spring
and Fall
A major concern in residence hall tornado drills is the resistance of residents to go to the designated tornado
shelters Resident assistants and other staff must take responsibility for the complete and orderly movement of
the students through the building Education and awareness are key components to an effective tornado drill
program Location of shelter in each apartment will help student to become more fully aware
Special consideration must be given to handicapped students with regard to tornado drills in residence halls To
be most effective handicapped students should be required to move to tornado shelters during a tornado drill
regardless of their location in the building Preplanning is key for the handicapped person because hisher own familiarity with the tornado shelter locations and the safest methods of egress is vital The handicapped person
should also seek out buddies to assist
On each floor of the facility the resident staff should proceed down the hall knocking loudly on each door as
heshe passes Staff should not unlock each door as this is time consuming and may result in danger to the staff
person
Assembly Occupancies ndash Student Center
Because actual tornado drills are not practical for places of non-continuous assembly where the students or
public body changes with each program employees or attendants of such places should be schooled in the
duties they are to perform in case of a tornado drill An adequate number of competent attendants must be on
duty when assembly occupancy is used Signs with directions for speedy and orderly egress should be posted
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Tornado Drills Page Number 2 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
60
TORNADO DRILL CHECKLIST
INDOORS
1 Information about severe weather will be given to the campus community if known in advance
2 A Tornado Watch is the time to review emergency action plans and determine the nearest tornado shelter
3 Tornado shelter plans will be posted in each classroom
4 During a tornado watch one person will be designated to monitor the weather by computer or weather radio
5 When the community siren is activated or information is obtained through computer monitoring faculty and
staff will move students to the appropriate tornado shelters
6 DU-Alert will be activated for the individual campus that has the tornado warning The following are the
individuals who can access DU-Alert
Duane Terpstra
Office 616-732-1155
Cell 616-581-5295
Home 616-786-0293
Matthew Miller
Office 586-620-4050
Cell 616-780-6346
Shallan Spielmaker
Office 517-367-8211
Cell 616-581-1453
Nathan Schumacher
Office 586-620-4054
Cell 586-201-8099
7 There will be monitoring equipment in a designated shelter to determine the completion of the warning
8 Do not use elevators and stay away from windows
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Tornado Drill Checklist Page Number 3 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
61
OUTDOORS
1 Seek indoor shelter if possible
2 Parked motor vehicles are unsafe Seek indoor shelter
3 If an indoor shelter is not available and there is not time for escape lie flat in a ditch or low spot
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Tornado Drill Checklist Page Number 4 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
62
Policy Chapter Situational Procedures Date Revised 709
Policy Title Tornado Policy Page Number 2 of 3
CRISIS MANAGEMENT MANUAL
University Crisis Management
TORNADO SHELTER AREA ACADEMIC BUILDING ndash Shelters are in green
areas
63
Policy Chapter Situational Procedures Date Revised 709
Policy Title Tornado Policy Page Number 3 of 3
CRISIS MANAGEMENT MANUAL
University Crisis Management
TORNADO SHELTER RESIDENCE HALLS ndash Shelters are in green areas
TORNADO SHELTER STUDENT CENTER ndash Shelter are in green areas
64
Policy Chapter Situational Procedures Date Revised 709
Policy Title Stalking Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
STALKINGTHREATSHARRASSMENT
IF OCCURRING ON CAMPUS
Contact those individuals who are responsible for security services or your student services representative They will
evaluate the situation and contact police authorities if necessary
If fear of bodily harm exists call the Police Department at 911 and then locate security services personnel
If you receive a ldquoPersonal Protection Orderrdquo or PPO from the court provide a copy of the order to the office of Security
Services
IF OCCURRING OFF CAMPUS
Contact the police at 911 followed by security services personnel
Copies of Personal Protection Orders are kept on file These documents should be updated as necessary and will be shared with location personnel on a need to know basis
As with any incident on location an incident report should be filled out and kept on file for future reference
The next page is an example of the information that can be given to those at a location in order to assist in identifying the
individual responsible This information upon approval of the victim can be kept at a main entrance desk welcome center
or other location where staff may meet people as they enter the building
Stalking is a willful course of conduct involving repeated or continuing harassment of another individual
that would cause a reasonable person to feel terrorized frightened intimidated threatened harassed or
molested and that actually causes the victim to feel terrorized frightened intimidated threatened harassed
or molested 750411h
SECURITY CELL 616-446-7098
65
Policy Chapter Situational Procedures Date Revised 709
Policy Title Stalking Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
66
Policy Chapter Situational Procedures Date Revised 909
Policy Title Suicidal Remarks Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
SUICIDAL REMARKS
With the diverse student body with varying age groups and backgrounds the potential exists for suicidal tendencies among
students who are attending classes It is critical that our staff respond to these individuals correctly and with care to ensure
that the safety of our student body is preserved and that the individual is properly cared for
When confronted with a student who is making suicidal remarks you should contact a security services or a student services
representative as soon as possible Security Services personnel with help from Student Services will coordinate any
further response
It is important to isolate this student from the rest of the student population and keep them under watch throughout the entire
incident At no time should a student who has made such statements be left alone Every effort should be made to keep
them on location If the individual insists on leaving inform them that you believe this to be unwise but allow them to leave if they insist If the student does leave contact the Police Department to inform them of the situation Attempt to give the
police a description of both the person and the vehicle they are driving as well as contact information if available
Ask the student if there is a mental health professional that they have been seeing and ask if they have the contact number
for that person If they do have them contact that individual Ask the student if there is a family member or friend that can
transport himher off site
A DU employee should only willingly allow a suicidal student to leave if there is a third party present to transport them
Under no circumstances should the student be allowed to leave on their own even if they state that they are feeling better
without some resistance from the University employee
67
SUICIDE ATTEMPT
Student Suicide Protocol All Campuses (Non-Housing)
1
st Staff Responder First Steps (Immediately)
When you enter the room or vehicle
Is the area safe
Check for vital signs
Call 911Security ServicesStudent Services based on the resources available
Gather information
Identify student if possible
Identify method of suicide if possible
Are you able to contain the area YesYes with assistanceNo
Determine how many students if any are awareimpacted by the situation and who they are
Contact ED of Student Affairs (Paul Ballard) or ED of Security Services (Matt Miller) or VP of Risk
Management (Terpstra) and inform with what you know
Name of Student
Method of suicide
What you know about the student (Team clubs friends etc)
If area is contained or does it need to be contained
How many students are immediately affected and who they are
What location will the affected students be quarantined
If security or police have arrived your focus is the affected students
Quarantine affected students in a separate area
Discuss with them that someone from the University will be contacting the studentrsquos family and for them
not to refrain from contacting the family out of respect and care for them until a trained professional
contacts them
Determine if the studentrsquos circle of friends is complete or if others need to be quarantined temporarily
Comfort the students as best you can and assess individualrsquos risk levels
Remain with the students until a trained counselor arrives
1st Professional Staff Responder Next Steps (1 to 24hrs)
Create incident report
Relocate displaced classes if needed
Check in and identify additional students or staff that require mentalemotional support
1st Professional Staff Responder Final Steps (24-48 hrs)
Check in and identify additional students or staff that require mentalemotional support
Aid in gathering the deceased individualrsquos personal belongings if necessary
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Suicidal Attempt Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
68
Missing Student Protocol
(Not process for Study Abroad Missing Student)
A campus is contacted by a person requesting information on a student that the caller assumes is missing This
person is worried because they have not been contacted by the student for an unusual length of time You explain to
the caller that you cannot give out specific information about a student but would be willing to work with the police
if they would report the issue
Once you disconnect from the caller you take the following steps
Contact ED of Student Affairs (Paul Ballard) or ED of Security (Matt Miller) or VP of Risk Management (Terpstra)
Student Services or
Security Services
Contact the person responsible for investigations on your campus This may be Security
Services or Student Services depending on the resources on the campus Contact the
caller and ask the below question
Determine relationship to student
Why do you think they are missing
Date time location the student was last seen
General routine of student (Close circle of friends)
Studentrsquos cell number
Does the student have a Social Media account Make model color and license plate of vehicle
Have they filed a missing persons report
Is there any medical or emotional condition we should be aware of
Establish a timetable where you will contact them again
General Investigative Steps
Call and text the student
Send the student an Email
Check with instructors on attendance of student (w photo)
Check emergency information in Banner
Check SPACMNT for comments and FERPA waivers
Go to studentrsquos classroom
Check card access and dining swipes (if applicable)
Check social networking sites
Contact known FriendsClassmates fill in any information gaps from that caller did not know
Check for student car in parking lot
Contact CSC for last log in
Check the websites to see if student has been arrested ex httpswwwaccesskentcomInmateLookup
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Missing Student Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
69
Missing Student Protocol
(Not process for Study Abroad Missing Student)
If proof of life has been established or check list has been completed Contact ED of Student Affairs (Paul Ballard)
or ED of Security (Matt Miller) or VP of Risk Management (Terpstra)
If student is found
Have them contact the person that called (if applicable) with University personnel present
If student does not want the person to know where they are have them meet with EDSA Paul Ballard
ED of SA will make contact with the caller and give them FERPA based info
If student is hospitalized or unable to return to school initiate protocol for medical withdrawal
If student is not found
Student Affairs will call emergency contact number
Student Affairs will follow up with caller
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Missing Student Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
70
Policy Chapter Situational Procedures Date Revised 909
Policy Title Utility Failure Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
UTILITY FAILURE
ELECTRICAL FAILURE
All individuals should remain where they are
Security Services personnel will assist with building evacuation if necessary
Security Services personnel will notify Consumers Power
If the power comes back on in a short time (two hours or less) operations will resume
If the power remains off for longer than two hours campus leadership will make a decision on whether or not to
close the campus
GAS LINE BREAK OR LEAK
Report the break or leak to Security Services 616-446-7098
Security Services will clear the immediate area and evacuate the building if needed
DO NOT turn off radios lights computers or other office equipment
Security Services will contact the utility company
WATER MAIN BREAK
Security Services or facilities will contact the Water Department
All employees and students should be notified that the restroom facilities will not be available
SECURITY CELL 616-446-7098
71
Policy Chapter Updating Process Date Revised 709
Policy Title Post Incident Debriefing Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
POST INCIDENT DEBRIEFING
Once the incident is over a debriefing should take place with those who were involved The purpose of this process is to improve our reaction to future incidents The following is a general list of questions that can be asked
Type of Incident
Date of Incident Time of Incident
Initial notification received by
Was the VP of Risk Management notified soon after the event [ ] Yes [ ] No [ ] NA
Were the appropriate people notified of the situation [ ] Yes [ ] No [ ] NA
Was there good communication with the Risk Management Team [ ] Yes [ ] No [ ] NA
Was there good communication with the local Crisis Management Team [ ] Yes [ ] No [ ] NA
Was there appropriate communication with Cabinet Members [ ] Yes [ ] No [ ] NA
Was there appropriate communication with Faculty Staff and Students [ ] Yes [ ] No [ ] NA
What changes could there have been to make communication better
What actions were taken that was effective
What are the opportunities for improvement
What changesadditions are needed for the crisis management manuals
On the back of the page map the incident timeline
72
Policy Chapter Testing Date Revised 709
Policy Title Testing amp Training Process Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
TESTING amp TRAINING
The testing process for possible crisis situations will be done in the following three ways
1 Scenarios will be presented to the Risk Management and Crisis Management teams in the form of table top exercises This will be done in the regular meetings
2 Simulation of actual events
3 Instruction is given on how to react to a crisis The below document is given to all employees and placed in many
locations within the facilities
EMERGENCY RESPONSE PROCEDURES
University Crisis Management
Emergency Response
Security Management
LOCATION CRISIS MANAGEMENT TEAM
HOW TO REPORT AN INCIDENT
SUSPICIOUS PERSONS
STALKINGTHREATSHARASSMENT
VIOLENT BEHAVIOR
ACTIVE SHOOTER RESPONSE
BOMB THREAT
UTILITY FAILURE
FIRE RESPONSE
SEVERE WEATHER
FIRST AIDBLOODBORNE PATHOGENS
MAIL SECURITY
73
GLOSSARY OF TERMS
1 CMT- Crisis Management Team A crisis management team consists of representatives from Human Resources Security Services Facilities IT etc These teams are located at every location within the University and are responsible for crisis management at that particular location
2 RMT ndash Risk Management Team The risk management team consists of representatives from Human Resources Security Services Facilities IT etc This team is located at Lettinga and is responsible to develop procedures manage crisis management teams and communicate with the administration
3 EOC ndash Emergency Operations Center Headquarters for the Crisis Management team to manage and coordinate the companyrsquos business recovery efforts
Policy Chapter Appendix A Date Revised 709
Policy Title Glossary of Terms Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
74
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic Lower West Page Number 1 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
Gas Valve Electrical Panel
Geothermal
Pumps
75
Sprinkler Shutoff
Water Shutoff
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic Lower East Page Number 2 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
76
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 1st West Page Number 3 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
77
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 1st East Page Number 4 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
78
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 2nd
West Page Number 5 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
79
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 2nd
East Page Number 6 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
80
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 3rd
West Page Number 7 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
81
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 3rd
East Page Number 8 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
82
Water Shutoff Electrical
Shutoff
Gas Shutoff
Fire Suppression
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Student Center Lower Level Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
83
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Student Center Main Level Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
84
Electrical
Shutoff
Water Shutoff
Fire Suppression
All Shutoffs
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Cook Hall Basement Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
85
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Cook Hall Floors 1-4 Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
F1 F2
F3 F4
86
Electrical Shutoff
Water Shutoff
Fire Suppression
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Meijer Hall Basement Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
87
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Meijer Hall Floors 1ndash5 Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
F1 F2 F3
F4 F5
88
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title South Hall 1st amp 2
nd Floor Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
F1
F2
89
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title South Hall 3rd
and 4th Floors Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
F3
F4
90
Policy Chapter Appendix C Date Revised 709
Policy Title General Telephone Numbers Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
NAME WORK NUMBER CELL NUMBER TITLE
Anderson Kristine 616-742-1726 231-329-4667 Director of Employee Relations
Ballard Paul 616-554-5687 616-862-6532 Exe Director of Student Affairs
Bean Brent 616-451-3511 ext 1495 616-889-3875 IT S Manager
Beausoleil Gail 616-554-5394 616-292-5446 Director of Career Services
Bill Chris 616-732-1151 616-540-7396 VP or Human Resources
Bloom Deb 616-732-1124 616-340-3402 Exe Dir Of government amp Com Relations
Bruyn Kim 616-732-1165 616-540-7711 Exc VP for Advancement
Caledonia Fire amp Rescue 616-891-0940 Caledonia Township Fire amp Rescue
Caledonia High School 616-891-8129 Caledonia High School
Caledonia Middle School 616-891-8649 Caledonia Middle School
Communication Fax 616-732-1179 Communication Fax
CSC 1-800-322-3984 Customer Support Center
Donovan Sherri 616-233-3472 616-233-3472 Exe Director of Academic Services
Dutton Christian School 616-698-8660 Dutton Christian School
Engblom Rob 616-554-5087 865-803-7350 Exe Director of Housing
Finkler Kathy 616-732-1085 616-446-5303 Director of Customer Support
Fischer John 616-554-5005 616-822-1088 Director of Facilities
Fisher Christine 616-732-1168 616-340-2525 Exe Administrative Assistant
Fowler Don 616-732-1206 269-598-7546 Director of Student Services
Harrison Joy 616-554-5820 616-283-2910 Exc Director of Academic Services
Hogan Brian 616-437-3234 HiTec Cleaning Services
Hooser Malachi 616-5545386 616-308-9232 Call Center Manager
Hotline 1-800-525-8282 Emergency Hotline
IT Weekend Emergency Number 616-481-6011 IT Weekend Emergency Number
Jensen Rick 616-732-1172 616-706-2608 News Information Manager
Jones Apple 616-554-4743 616-560-4856 Department Coordinator
Kent County - Main 616-632-6100 Kent County Sheriff Department
Kent County - Substation 616-632-6490 Kent County Sheriff Department
Kingrey Daryl 616-554-5395 616-481-2239 VP of Admissions
Knechtel Heather 616-554-5388 517-974-5793 Director of Admissions
91
Policy Chapter Appendix C Date Revised 709
Policy Title General Telephone Numbers Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
NAME WORK NUMBER CELL NUMBER TITLE
Kraska Nick 616-7732-1120 HRIS Coordinator
Lemmon Bill 616-732-1087 616-450-4933 Director of Networking
Lemmon Nicholas (Hi-Tec) 616-662-1623 616-732-1303 VP of Operations - Hitec Cleaning
Likely Nygil 616-554-5316 616-719-6457 Director of Student Services
Loud Tammy 616-554-5396 517-490-5940 VP of Student Services
Lowden Paul 616-554-5050 616-901-1787 Director of Athletics
MacDonald Meghan 616-554-4766 616-610-7690 Bookstore Manager
Manning Janet 616-774-5415 ext 238 Gallagher Risk Management Services
McCormick Nathan 616-732-1128 616-745-7142 Exe Director of Facility Operations
McLaughlin Karen 616-698-7111 616-970-5866 Asst Director of LInC
Miller Brian 616-732-1195 616-821-2618 VP of IT
Miller Linda 616-233-0922 VP Arthur Gallagher Insurance
Miller Matthew 586-620-4050 616-780-6346 Exe Director of Security
MSP 616-647-0800 Michigan State Police
Page Sally 616-554-5668 616-780-1394 Exe Director of Libraries
Salinas Kim 616-732-1072 616-813-7165 Benefits Manager
Scott Kirsten 616-554-5311 616-891-7623 Adm Asst Student amp Career Services
Security Services 616-446-7098 Security Services
Shull Lindsey 616-554-5528 616-901-2036 Regional Health Internship Manager
Sievert Linda 616-395-4603 616-745-3030 Director of Student Services - Holland
Stodola Mike 616-554-5138 616-893-7314 Director of Student Center
Terpstra Duane 616-732-1155 616-581-5295 VP of Risk Management
Teuscher Jolene 616-732-1096 616-318-4669 Employee Relations Manager
TV 13 616-785-1313 TV 13
Wagner Natalie 616-554-5821 616-901-0666 Executive Director of Student Life
Williams Ben 616-732-1104 517-303-4955 Information Technology Services
Woods Tom 616-554-5301 517-230-9834 Exe Director of Student Services
92
Family Educational Rights and Privacy Act of 1974 (FERPA)
The Family Educational Rights and Privacy Act (FERPA) is a federal law designed to protect the privacy of students education records The law applies to all schools that receive funds under an applicable program of the US Department of Education
FERPA gives parents certain rights with respect to their childrens education records These rights transfer to the student or former student who has reached the age of eighteen or is attending any school beyond the high school level Students and former students to whom the rights have transferred are called eligible students
Parents and eligible students have the right to inspect and review all of the students education records maintained by the school Schools are not required to provide copies of materials in education records unless for reasons such as great distance it is impossible for parents and eligible students to inspect the records Schools may charge a fee for copies
Parents and eligible students have the right to request that a school correct records believed to be inaccurate or misleading If the school decides not to amend the record the parent or eligible student then has the right to a formal hearing After the hearing if the school still decides not to amend the record the parent or eligible student has the right to place a statement with the record commenting on the contested information in the record
Generally the school must have written permission from the parent or eligible student before releasing any information from a students record However the law allows schools to disclose records without consent to the following parties
o school employees who have a need-to-know o other schools to which a student is transferring o certain government officials in order to carry out lawful functions o appropriate parties in connection with financial aid to a student o organizations doing certain studies for the school o accrediting organizations o individuals who have obtained court orders or subpoenas o persons who need to know in cases of health and safety emergencies o state and local authorities within a juvenile justice system pursuant to specific state laws
Schools may also disclose without consent directory type information such as a students name address telephone number date and place of birth honors and awards and dates of attendances However schools must tell parents and eligible students about directory information and allow parents or eligible students a reasonable amount of time to request that the school not disclose directory information about them
Schools must notify parents and eligible students of their rights under this law The actual means of notification (special letter inclusion in a PTA bulletin student handbook or newspaper article) is left to the discretion of each school
For additional information or technical assistance call (202) 260-3887 or TDD (202) 260-8956 or contact
Family Policy Compliance Office US Department of Education 600 Independence Avenue SW Washington DC 20202-4605
Policy Chapter Appendix D Date Revised 0111
Policy Title FERPA Facts Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
93
EMERGENCY NOTIFICATION SCRIPTS
Test Message
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System This is a test of the mass notification system Davenport University is using this system to keep you informed in the event of an emergency If this had been an actual emergency you would receive official information andor instructions This concludes this test of Davenportrsquos Mass Communication Alert System Thank you for your attention END OF MESSAGE (SMS) This is a test of Davenportrsquos Alert System If this had been an actual emergency you would receive official information andor instructions
Natural Disasters
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System On June 2 2009 a Tornado struck the Caro Campus Damages are reported to be light No injuries have been reported The campus is closed until further notice All students should stay away Be advised that roads may be damaged Travel with caution Thank you for your attention End of Message (SMS) On June 2 2009 a Tornado struck the Caro Campus Damages are reported to be light The campus is closed until further notice
Armed Suspect
(Phone)(E-Mail) This is a message on the Davenport Mass Communication Alert System At June 2 2009 an individual possessing a firearm was reported to be on the Warren Campus The Warren police department has been notified of the situation and is presently on campus We urge everyone on campus to remain in your residence classroom or office with the doors and windows secured If you are currently off campus stay away until further notice Please call 911 if you observe any threatening individuals on or near to campus Thank you for your attention End of Message (SMS) On June 2 2009 at 900 aman individual possessing a firearm was reported to be inside our Livonia Campus Stay in place amp barricade
Policy Chapter Appendix E Date Revised 709
Policy Title Emergency Notification Scripts Page Number 1 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
94
Assault with a Deadly Weapon
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System It has been reported to Davenport University that an individual was recently a victim of an assault with a knife in the parking lot at the Flint campus This took place on June 2 2009 at 1000 am The individual sustained minor injuries and is being treated at a local hospital The incident is still an on-going investigation with the Flint police department Students are advised to be cautious and call 911 to report any suspicious behavior or persons Thank you for your attention End of Message (SMS) On June 2 2009 at 1000 am an individual at the Flint campus was a victim of an assault wa knife Student are advised to be cautious
Bomb Threat
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System On June 2 2009 at 1100 am Davenport University received a threat from an unknown caller that a bomb was set to go off at the Holland campus at Noon The Holland Police departmentrsquos bomb squad is at the scene and conducting a full investigation It will also be assessing the threat level to the University The building has been evacuated and all persons still inside the building must evacuate now A secure perimeter has been established around the area and it is off limits until further notice Thank you for your attention End of Message (SMS) On June 2 2009 at 1100 am the Holland campus of Davenport University received a threat from an unknown caller that a bomb was set to go off in Noon
Gas Main Break
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System There has been a gas main break at the Saginaw campus of Davenport University Evacuate the area Stay away from the area until the situation is resolved Additional information will be given as the situation is resolved End of Message (SMS) We urge everyone to evacuate the Saginaw campus due to a gas main break Please stay away until the situation in resolved
Policy Chapter Appendix E Date Revised 709
Policy Title Emergency Notification Scripts Page Number 2 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
95
Gunshots
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System On June 2 2009 at 100 pm Davenport University received reports of gunshots fired in the parking lot at the Kalamazoo campus The police department has been notified of the situation and is presently on campus We urge everyone on campus to remain in your classroom or office with the doors and windows secured If you are currently off campus stay away until further notice Thank you for your attention End of Message (SMS) We urge everyone at the Kalamazoo campus to remain where you are amp secure doors amp windows If off campus stay away until further notice
Hazardous Materials
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System On June 2 2009 at 200 pm a hazardous material situation is occurring at the Battle Creek campus of Davenport University A hazardous materials team is on scene A secure perimeter has been established and the buildings are off limits until further notice Thank you for your attention End of Message (SMS) There is a hazardous materials spill at the Battle Creek campus and a secured perimeter has been established Buildings are off limits until further notice
Homicide
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System It was reported to Davenport University that an individual was recently a victim of homicide by at the Livonia campus on or about June 2 2009 at 300 pm The incident is still an on-going investigation with the Livonia police department at this time If you find yourself in a position of concern or witness any suspicious persons on campus please immediately contact the 911 Thank you for your attention End of Message (SMS) Davenport University Livonia campus has a victim of homicide by that occurred in the parking lot on June 2 2009 at 300 pm No arrest has been made
Policy Chapter Appendix E Date Revised 709
Policy Title Emergency Notification Scripts Page Number 3 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
96
Power Failure
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System We are currently experiencing a power failure at the Lansing campus The estimated duration of the power outage is unknown Additional updates will be given End of Message (SMS) There is a power outage at our Lansing campus Duration unknown Additional updates will be given
Violent Crime
(Phone)(E-mail)
This is a message on the Davenport Mass Communication Alert System On June 2 2009 at 500 pm an assault was reported at the Warren campus We ask that you offer your full cooperation to the police department if asked Please call 911if you observe any threatening individuals on or near to campus Thank you for your attention End of Message (SMS) On June 2 2009 at 500 pm an assault was reported at the Warren campus The police department has launching an investigation
Policy Chapter Appendix E Date Revised 709
Policy Title Emergency Notification Scripts Page Number 4 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
97
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Academic Building Page Number 1 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
98
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Academic Building Page Number 2 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
99
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Cook amp Meijer Halls Page Number 3 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
100
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash South Hall Page Number 4 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
101
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Student Center Main Page Number 5 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
102
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Student Center Lower Page Number 6 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
13
Policy Chapter Response Procedures Date Revised 909
Policy Title Local Communication Tree Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
d Rob Engblom ED of Housing and Residence Life (865)803-7350 (cell)
(616)871-6755 (office)
Rob will start the phone tree for Residence Life (616)536-2202 (Home)
3 Joy Harrison ED of Academic Services LLT (616) 301-2175 (home)
(616) 283-2910 (cell)
(616) 554-5820 (office)
Joy will start her phone tree by calling the staff below
a Patty Brechbiel Director of Academics (616) 897-5772 (home)
(616) 485-1860 (cell) (616) 871-3977(office)
Patty will start the phone tree for Academics
b Sherri Donovan DU Online (616) 949-5464 (home)
(616) 855-2771 (cell)
(616) 233-3472 (office)
Sherri will start the phone tree for Online
4 Nygil Likely Director of Student Services (616) 724-4206 (home)
(616) 717-8243 (cell) (616) 554-5316 (office)
Nygil will start the phone tree for Advisors
5 Don Fowler Director of Student Services (269)383-5626 (home)
(269)598-7546 (cell)
(616)554-5193 (office)
Don will start phone tree for AdvisorsWelcome Desk
Tom Woods will also call
Mike Stodola Director of Student Center (616) 893-7314 (cell)
(616) 554-5269 (office)
Karen McLaughlin LiNC (616) 970-5866 (cell)
Meghan MacDonald Bookstore Manager (616) 610-7690 (cell)
(616) 554-4766 (office)
Linda Sievert Director of Student Services - Holland (616) 942-7735 (home)
(616) 745-3030 (cell)
(616) 395-4603 (office)
Each administrator will contact key individuals in their own areas of responsibility
14
Policy Chapter Response Procedures Date Revised 0111
Policy Title DU-Alert Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
DU-ALERT
HIGHER EDUCATION OPPORTUNITY ACT
The Higher Education Opportunity Act (Public Law 110-315) (HEOA) was enacted on August 14 2008 Under Title IV
the federal law requires all colleges and universities to have a notification and warning plan in place to alert the campus
community of an emergency The US Department of Education is still in the process of developing the regulations that will
coincide with this law and will amend the Code of Federal Regulations (34CFR) in the fall of 2009
DU ALERT EMERGENCY NOTIFICATION SYSTEM
1 The Du Alert service is used to transmit brief urgent messages to a large segment of an institutionrsquos population as
quickly as possible It is strongly recommended that this system be used for unplanned emergency events which
have the opportunity to affect the entire campus Use of this system for specific building closures which impact
the campus is also encouraged
2 The final regulations clarify the difference between the existing timely warning requirement and the new
requirement for an emergency notification policy While a timely warning must be issued in response to specific
crimes an emergency notification is required in the case of an immediate threat to the health or safety of students
or employees occurring on campus Emergency notifications may include but are not limited to
Bomb threats or other imminent violent threats
Fires natural gas leaks and hazardous spills affecting the entire campus
Building evacuations and lock downs affecting the entire campus
Biological or pandemic emergency notifications
Natural disasters and weather advisories
Power outages and utility failures resulting in an imminent threat
Campus closure due to declared civil emergency
Sample scripts can be found in the appendix Emergency information can be sent to the following devices
Cell Phone
Home Phone
PDA
Work Phone
Voice Mail
Text
15
DU-ALERT
CONTROL OF ACCESS
There is a small group of administrators who are authorized to report emergency events through DU-Alert These
are as follows
Duane Terpstra
Office 616-732-1155
Cell 616-581-5295
Home 616-786-0293
Matthew Miller
Office 586-620-4050
Cell 616-780-6346
Shallan Spielmaker
Office 517-367-8211
Cell 616-581-1453
Nathan Schumacher
Office 586-620-4054
Cell 586-201-8099
Policy Chapter Response Procedures Date Revised 0111
Policy Title DU-Alert Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
16
Policy Chapter Response Procedures Date Revised 0111
Policy Title Emergency Hotline Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
EMERGENCY HOTLINE
A toll free emergency hotline has been established at Davenport University that can be used for emergency information
and weather conditions causing the cancellation of classes or closing of locations This one number for all locations is
1-800-525-8282 or Ext 8282
DU Campus Closing Line Main Menu Greeting
YOU HAVE REACHED THE DAVENPORT UNIVERSITY CAMPUS CLOSING LINE IF YOU KNOW YOUR
TWO DIGIT CAMPUS IDENTIFICATION NUMBER YOU MAY DIAL IT AT ANY TIME DURING THIS
MESSAGE FOR LANSING DIAL 03 FOR KALAMAZOO DIAL 04 FOR MIDLAND DIAL 05 FOR BATTLE
CREEK DIAL 08 FOR HOLLAND DIAL 09 FOR FLINT DIAL 10 FOR SAGINAW DIAL 11 FOR WARREN
DIAL 12 FOR ALMA DIAL 15 FOR CARO DIAL 16 FOR GAYLORD DIAL 19 FOR TRAVERSE CITY DIAL
20 FOR LETTINGA DIAL 33 OR FOR LIVONIA DIAL 35 TO LISTEN TO THIS MESSAGE AGAIN TOUCH
THE KEY
Suggested Message for the Individual Campuses
ltCAMPUS NAMEgt CLASSES ARE IN SESSION AS SCHEDULED
Example
LETTINGA CAMPUS CLASSES ARE IN SESSION AS SCHEDULED
To change a message
1 Dial 7002 for voice item maintenance 2 Dial the application ID for the message yoursquod like to change
3 Dial the password for the application
4 Dial 2 to review the current recording
5 Listen to the recording to make sure you are changing the correct one
6 Dial 5 to begin recording
7 Say the message yoursquod like callers to hear
8 Dial to end recording
9 Dial 2 to review the recording
17
Policy Chapter Crisis amp Risk Management Teams Date Revised 709
Policy Title University Risk Management Team Page Number 1 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
UNIVERSITY RISK MANAGEMENT TEAM
The University Risk Management Team assists in developing plans for crisis management response throughout the University There will be additional employees who attend the Risk Management meetings which can give professional direction in their areas of expertise Below is the list of Risk Management team members and their office and cell numbers
NAME O FFICE CELL TITLE
Anderson Kristine 616-742-1726 231-329-4667 Director of Employee Relations amp Recruitment
Ballard Paul 616-554-5687 616-862-6532 Executive Director of Student Affairs
Crkovski Susan 586-620-4055 586-744-0876 Executive Director of Student Services
Engblom Rob 616-554-5087 865-803-7350 Executive Director of Housing amp Residential Life
Hooser Malachi 616-554-5386 616-308-9232 Call Center Manager
Jenson Rick 616-732-1172 616-706-2608 News Information Manager
Jones Apple 616-554-4743 616-560-4856 Department Coordinator - School of Technology
Knechtel Heather 616-554-5388 517-974-5793 Director of Admissions
Loud Tammy 616-554-5396 517-490-5940 VP of Student Services
Lowden Paul 616-554-5050 616-901-1787 Director of Athletics
McCormick Nathan 616-732-1128 616-745-7142 Executive Director of Facility Operations
Miller Matthew 586-620-4050 616-780-6346 Executive Director of Security Services
Page Sally 616-554-5668 616-780-1394 Executive Director of Libraries
Shull Lindsey 616-554-5528 616-901-2036 Regional Health Internship Manager
Stodola Mike 616-554-5138 616-893-7314 Director of Student Center
Terpstra Duane 616-732-1155 616-581-5295 VP of Risk Management
Wagner Natalie 616-554-5821 616-901-0666 Executive Director of Student Life
Williams Ben 616-732-1104 517-303-4955 Information Technology Services
Woods Tom 616-554-5301 517-230-9834 Executive Director of Student Services
18
Ensure all necessary actions are taken for safeguarding human lives
Ensure all necessary actions are taken for protecting assets
Communicate with Executive Management on status of events related to Crisis
Coordinate with Support Teams to assess the impact of the crisis and the effect on the facility
Remain visible to employees Contact affected employees to assess the impact of the crisis on business processes
Determine whether any impacts resulting from the incident warrant activation of Disaster Recovery Plans
The Risk Management Team will communicate regularly with Campus Crisis Management Teams
Supervise the management of normal business operations
Determine all audiences who need communication general public media students families etc
Determine if other locations are going to be affected and communicate the situation and provide guidance
Let everyone involved know where to send press calls
Provide an official university response to an incident
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Risk Management Responsibilities Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
RISK MANAGEMENT TEAM RESPONSIBILITIES
The Risk Management team is the center of policy development and communication when a crisis occurs Local crisis management teams will be assisted by the Risk Management team during a crisis The Risk Management team communicates with University leadership Below are the details of the responsibilities and a simple action list
RMT ACTION LIST
Assemble local Risk Management Team
Brief the team members on the situation and discuss
the steps that are being taken
Coordinate with HR representative to address
employee life safety issues
Provide continuous updates to the Cabinet regarding
the actions taken and the status of the response
effort
Inform Local Crisis Management Teams of Cabinet
concerns questions or feedback and ensure that any
issues are addressed
RISK MANAGEMENT TEAM RESPONSIBILITIES
19
RMT MEETING AGENDA
Assign a note-taker
Take attendance
Event Status
a What happened
b Has it affected our employees
c How severe is it
d What is being done
e What is the potential for escalation
Employee Status
Technology status including telecom
Infrastructure (power water phones wireless)
Communications
a What is the message
b Methods for communication
c Determine schedule for updates
Accounting for employees
a Roll Call
b Outreachfollow-up
Support for our employees
Updates to executives
Review actions and who is responsible and determine next
meeting time
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Risk Management Agenda Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
RISK MANAGEMENT MEETING AGENDA
The below agenda is developed to assist in the initial meeting when a crisis has occurred
Facility Status
20
Policy Chapter Crisis amp Risk Management Teams Date Revised 0111
Policy Title Crisis Management Team Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
LOCAL CRISIS MANAGEMENT TEAM
The Crisis Management team is the center of policy development and communication at the local campus The responsibilities of the Crisis Management team is comparable to the Risk Management team but at the local level Please make reference to the job description of the Risk Management team Below is a list of the Crisis Management team members and their office and cell numbers
NAME O FFICE CELL TITLE
Anderson Kristine 616-742-1726 231-329-4667 Director of Employee Relations amp Recruitment
Bean Brent 616-732-1097 616-889-3875 Information Technology Services
Beausoleil Gail 616-554-5394 616-292-5446 Director of Career Services
Engblom Rob 616-871-6755 865-803-7350 Executive Director of Housing amp Residential Life
Fischer John 616-554-5005 616-822-1088 Director of Facilities
Fowler Don 616-554-5193 269-598-7546 Director of Student Services
Hooser Malachi 616-554-5386 616-308-9232 Call Center Manager
Jones Apple 616-554-4743 616-560-4856 Department Coordinator - School of Technology
Knechtel Heather 616-554-5388 517-974-5793 Director of Admissions
Likely Nygil 616-554-5316 616-717-8243 Director of Student Services
Lowden Paul 616-554-5050 616-901-1787 Director of Athletics
McLaughlin Karen 616-554-5655 616-970-5866 Asst LInC Director
Stodola Mike 616-554-5138 616-893-7314 Director of Student Center
Terpstra Duane 616-732-1155 616-581-5295 VP of Risk Management
Wagner Natalie 616-554-5821 616-901-0666 Exec Director of Student Life
Willis Dena 616-554-5517 616-617-4977 Student Success Manager
21
PANDEMIC PLANNING TEAM
In the Spring of 2009 the Cabinet approved the development of a multidisciplinary Pandemic Planning team to lead
a comprehensive effort to prepare the university for a potential outbreak of pandemic influenza Building on the
universityrsquos existing plans for crisis management and emergency response this team will
1 Develop policies and short-term and long-term procedures to guide the universityrsquos preparedness in
anticipation of an outbreak of pandemic flu
2 Identify critical resources supplies and materials the university would need to have available to address
such an emergency and how best to obtain them
3 Identify key factors or conditions that will trigger critical decision-making on the part of the University
and recommend who will need to make those critical decisions and what they should be
4 Ensure all decisions are in accordance with local state and federal recommendations and mandates The Pandemic Planning team is responsible for the development of Davenportrsquos Pandemic Influenza Preparation and Response Plan In addition the Pandemic Planning team engages units (schools departments teams committees etc) in a coordinated planning process and oversees the education of the Davenport community about the pandemic threat the Universityrsquos response plans and the need for all members of the community to be informed and involved in the preparedness efforts
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Pandemic Planning Team Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
NAME OFFICE CELL TITLE
Anderson Kristine 616-742-1726 231-329-4667 Director of Employee Relations amp Recruitment
Ballard Paul 616-554-5687 616-862-6532 Executive Director of Student Affairs
Bill Chris 616-732-1151 616-540-7396 VP of Human Resources
Engblom Rob 616-554-5087 865-803-7350 Executive Director of Housing
Harrison Joy 616-554-5820 616-283-2910 Executive Director of Academic Services
Jenson Rick 616-732-1172 616-706-2608 News Information Manager
Loud Tammy 616-554-5396 517-490-5940 VP of Student Services
McCormick Nathan 616-732-1128 616-745-7142 Executive Director of Facility Operations
Salinas Kim 616-732-1072 616-813-7165 Benefits Manager
Shull Lindsey 616-554-5528 616-901-2036 Regional Health Internship Manager
Terpstra Duane 616-732-1155 616-786-0293 VP of Risk Management
VanderVelde Kathleen 616-732-1191 616-292-3177 Director of University Communications
Williams Ben 616-732-1104 517-303-4955 Information Technology Services
22
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Recovery Process Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
RECOVERY PROCESS
Once assured that conditions are safe the Crisis Management Team will focus on returning the location to normal operations
Depending on the nature of the crisis the Crisis Management Team will provide the location with factual information regarding the crisis situation as well as details about recovery activities This information may be provided in the form of memoranda town hall meetings voice mail messages or other methods of communications
In the event that an emergency requires closure the Davenport University Emergency Hotline (formerly the Weather
Hotline) will be activated The hotline number is 1-800-525-8282 Up-to-date information on reopening will be made available
Staff and students should not return until the University is officially reopened All administrators facility and security personnel should report to work unless otherwise notified On a case-by-case basis other members will be asked to report to work to assist in recovery efforts
In the event of building damage the recovery process will include a repair and clean-up component led by Facility Operations If regularly scheduled classes cannot be held due to physical damage the Crisis Management team in conjunction with Academic Services will immediately begin efforts to reschedule classes to other locations Since these efforts may result in time changes as well information regarding schedule changes will be posted via the Davenport University website and through email communications
23
CRISIS MANAGEMENT TEAM RESPONSIBILITIES
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Specific CM Responsibilities Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
Local Crisis Management teams handle the day to day issues of a location They ensure the safe evacuation of all
employees liaison with civil authorities and interface with the security team and manage the crisis with internal
departments The following are the general job requirements of those departments represented on the crisis management
teams throughout the University
Facilities
Damage assessment salvage and restoration
Preparing the alternate location(s) for occupancy
Coordinating temporary relocation of staff
Procurement of supplies and equipment
Handling of OSHA issues
Human Resources
Account for all employees
Contacting employee andor families
Providing assistance to individual employees
Ensuring continuance of salaries and benefits
Oversee payroll activitiesInterface with Payroll
Communications
Determine all audiences who need communication general public media students families etc Determine if
other campuses are going to be affected and communicate the situation and provide guidance Let everyone involved know where to send press calls
Coordinate with the Risk Management Team to determine information to be communicated to students
Use the University Emergency Hotline for the purpose of informing faculty staff and students (families) during a
crisis
IT Team
Recovering server-based systems
Restoring data
Restoring computers and computer activity
Re-establishing voice and data communications
Student Services
Account for all students
Contacting students and or families
Providing assistance to students
Determine living arrangements
Security Services
Administering building security
Access throughout the facility (card access) Granting Issuing and Validating
Intrusion detection Prevention (cameras alarms)
Incident handling
InOut facility checks (validate employment) Scheduling security personnel
Fire Safety Building evacuation
Interface with local authorities (Fire Police Hazmat Poison Ctrl 3E etc)
24
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Job Responsibility Form Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
JOB RESPONSIBILITY FORM
The below form is an example of a process used for the purpose of coordinating the completion of the necessary responsibilities given out to specific people within internal departments
Human Resources
Account for all employees
Contacting employee andor families
Providing assistance to individual employees
Ensuring continuance of salaries and benefits
Oversee payroll activitiesInterface with Payroll
NAME TITLE RESPONSIBILITY DATE COMPLETED
25
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Emergency Resource Kits Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
EMERGENCY RESOURCE KITS
The campus will be equipped with emergency management kits
The emergency resource kit includes
This emergency resource kit must be accessible for all emergencies When leaving the building for fire alarms or other
emergency situations the kit must be carried out of the building
Example If there is a fire alarm and there is a real fire you will not be allowed back in the building until the fire
has been extinguished Under these types of circumstances the contents of the emergency resource kit will be
beneficial
Batteries
Battery powered radio
Bottle of Water
Class Schedule
Crisis Management Plan
Disposable Camera
DU Telephone Directory
First Aid Kit
Flashlight
Floor Plan or Map
Latex Gloves
List of Areas School Numbers
Phone Tree
Plastic Bags
Student Roster
Telephone Book
Writing Utensils
Yellow Role of Caution Tape
LOCATION OF EMERGENCY KITS
1 Welcome Center Desk
2 Academic Office
3 LINC
4 Student Life
5 Residence Halls
26
Policy Chapter Situational Procedures Date Revised 909
Policy Title Active Shooter Response Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
ACTIVE SHOOTER RESPONSE
The following guidelines are offered in order to provide you with useful information in the event of an active shooter
SECURE IMMEDIATE AREA
Close doors and lock them if possible
Turn off lights
Close blinds
Keep calm quiet and out of sight
CONTACTING AUTHORITIES
Call 911
Report your specific location office or room number
Number of people at your specific location
Number and type of injuries
Assailant(s) location number of suspects race and gender clothing description physical features type of
weapons and shooter identity if known
UN-SECURING AN AREA
Consider risks before un-securing rooms
Attempts to rescue people should only be attempted if it can be accomplished without further endangering the
persons inside a secured area
If doubt exists for the safety of the individuals inside the room the area should remain secured
SECURITY CELL 616-446-7098
27
Policy Chapter Situational Procedures Date Revised 709
Policy Title Defibrillators Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
FOR THOSE SITES THAT HAVE DEFIBRILLATORS
AED (Automated External Defibrillator) is used in emergency medical situations where the heart of the victim has stopped
beating and the victim is no longer breathing CPR is to be administered during a heart attack along with using the AED Those trained and certified in CPRAED procedures should be the ones who use the AEDrsquos as the Good Samaritan Act will
cover any problems or injuries during this life saving procedure
An AED is fairly simple to use For the most part the instructions are done in pictures and sound once the unit is opened up
and powered up for operation Follow the pictures and prompts in order to properly use this device For a male victim a
razor may be used in order to shave hair from the areas that the AED pads will be administered in order for proper contact
with the body For females removal of the bra may be needed in order to have proper body contact from the AED pad
An AED should be used within the first few minutes of a heart attack or as soon as it can be administered The AED
delivers an electrical shock that aids in attempting to establish a regular heart rhythm to aid in proper circulation of the
blood amp oxygen in the blood No one should be touching the victim when the AED delivers the shock Prompts from the
AED will be given as to what to do if the victim is shockable and when not to touch the body
CPR and AED should be used on heart attack victims when they are unresponsive and have no pulse or not breathing This
rescue procedure should be maintained until EMTrsquos or First Responders arrive to take over the medical care of the victim
AEDrsquos should also be properly maintained when being stored Those responsible for Security Services will be responsible
for the maintenance and supply needs for the AEDrsquos on site Also proper documentation should be maintained when using
this device or any other life saving technique Documentation should be turned in to those responsible for Security
Services
If at all possible and as a general rule of thumb only staff that has been trained in the proper use of an AED should attempt
to use it There are however instances in which it would be imprudent to wait for a trained staff member If this is the case the AED has been designed in such a way that they are user friendly and a Good Samaritan can adequately administer
treatment with the device by following the instructions printed on the apparatus
IT WILL BE THE RESPONSIBILITY OF SECURITY SERVICES TO REPLACE THE BATTERIES OF THE
AED EACH YEAR
28
AFTER HOURS COVERAGE PLAN
SECURITY SERVICES
The Security Services Office coordinates security requirements for the campus manages the fire safety
alarm and assists when necessary if there is a disruptive studentvisitortrespasser on campus
The Security Services Officer is responsible for unlockinglocking the buildings and classrooms per
predetermined schedules and as needed for special events
An officer is on duty 24 hours a day 7 days a week
Contact an officer at 616-446-7098
Listed below are emergency contact numbers for Campus Administration and Director of Security
Services The officer on duty should be the one to make contact with these individuals in times of need
DO NOT GIVE OUT THE BELOW CONTACT NUMBERS
Policy Chapter Situational Procedures Date Revised 709
Policy Title After Hours Coverage Plan Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
POSITION NAME NUMBERS
Director of Student Services Nygil Likely Cell 616-719-6457
ED of Academic Services Joy Harrison Cell 616-283-2910
Home 616-301-2175
VP of Risk Management Duane Terpstra Cell 616-581-5295
Home 616-786-0293
29
Policy Chapter Situational Procedures Date Revised 709
Policy Title Bioterrorism Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
BIOTERRORISM
Various office locations in the country have received threatening letters through the mail Some of these letters stated that you have been exposed to anthrax or other biological materials Additionally these and other envelopes or packages could contain some type of life threatening powder or granules The following information and recommendations are being provided to help you safely and effectively handle these types of incidents
SUSPICIOUS UNOPENED LETTER OR PACKAGE MARKED WITH THREATENING MESSAGE SUCH AS ldquoANTHRAXrdquo
1 Do not shake or empty the contents of any suspicious envelope or package
2 PLACE the envelope or package in a plastic bag or some other type of container to prevent leakage of contents
3 If you do not have any container then COVER the envelope or package with anything (eg clothing paper trash can etc) and do not remove this cover
4 Then LEAVE the room and CLOSE the door or section off the area to prevent others from entering (ie keep others away)
5 WASH your hands with soap and water to prevent spreading any powder to your face
6 What to do nexthellip
Report the incident to local police and notify your building security official or an available supervisor
7 LIST all people who were in the room or area when this suspicious letter or package was recognized Give this list to both the local public health authorities and law enforcement officials for follow-up investigations and advice
ENVELOPE WITH POWDER AND POWDER SPILLS OUT ONTO SURFACE
1 DO NOT try to CLEAN UP the powder COVER the spilled contents immediately with anything (eg clothing paper trash can etc) and do not remove this cover
2 Then LEAVE the room and CLOSE the door or section off the area to prevent others from entering (ie keep others away)
3 WASH your hands with soap and water to prevent spreading any powder to your face
4 What to do nexthellip
Report the incident to local police and notify your building security official or an available supervisor
5 REMOVE heavily contaminated clothing as soon as possible and place in a plastic bag or some other container that can be sealed This clothing bag should be given to the emergency responders for proper handling
SECURITY CELL 616-446-7098
30
Policy Chapter Situational Procedures Date Revised 709
Policy Title Bioterrorism Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
6 SHOWER with soap and water as soon as possible Do Not Use Bleach Or Other Disinfectant On Your Skin
7 If possible list all people who were in the room or area especially those who had actual contact with the powder Give this list to both the local public health authorities so that proper instructions can be given for medical follow-up and to law enforcement officials for further investigation
QUESTION OF ROOM CONTAMINATION BY AEROSOLIZATION
For example small device triggered warning that air handling system is contaminated or warning that a biological agent released in a public space
1 Turn off local fans or ventilation units in the area
2 LEAVE area immediately
3 CLOSE the door or section off the area to prevent others from entering (ie keep others away)
4 What to do nexthellip
Dial ldquo911rdquo to report the incident to local police and the local FBI field office and notify your building security official or an available supervisor
5 SHUT down air handling system in the building if possible
6 If possible list all people who were in the room or area Give this list to both the local public health authorities so that proper instructions can be given for medical follow-up and to law enforcement officials for further investigation
HOW TO IDENTIFY SUSPICIOUS PACKAGES AND LETTERS
Some characteristics of suspicious packages and letters include the followinghellip
Excessive postage Handwritten or poorly typed addresses
Incorrect titles Title but no name
Misspellings of common words Oily stains discolorations or odor
No return address Excessive weight
Lopsided or uneven envelope
Excessive masking tape string etc
Ticking sound
Marked with ldquoPersonalrdquo or ldquoConfidentialrdquo
Visual distractions
Protruding wires or aluminum foil
Shows a city or state in the postmark that does not match the return address
31
Policy Chapter Situational Procedures Date Revised 709
Policy Title Bomb Threats Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
BOMB THREAT DIRECTIONS
IF YOU RECEIVE A THREAT BY LETTER OR EMAIL
Preserve the letter for investigation The letter should not be handled after it is opened
Notify security services who will notify local law enforcement
Do NOT turn off lights computers or appliances
Do NOT close any doors or windows
Do NOT use electronic wireless devices two-way radios intercompaging system or the fire alarm IF YOU RECEIVE A THREAT BY PHONE
Remain calm
Attempt to keep the caller on the phone as long as possible
Follow and complete the checklist on the following page
Notify security services who will notify local law enforcement
Do NOT turn off lights computers or appliances
Do NOT close any doors or windows
Do NOT use electronic wireless devices two-way radios intercompaging system or the fire alarm IF AN ACTUAL BOMB IS DISCOVERED
Notify security services who will initiate a building wide evacuation and contact local law enforcement
Evacuate the immediate area quietly and calmly
Do NOT assume that another bomb is not in the same general area
Do NOT turn off lights computers or appliances
Do NOT close any doors or windows
Do NOT use electronic wireless devices two-way radios intercompaging system or the fire alarm
Stand 300 or more feet from the building and wait for permission from location personnel to reenter
UNDER THESE CIRCUMSTANCES WE ASK THAT THE OFFICER BE CONTACTED WITHOUT THE USE OF
A WIRELESS DEVICE USE OF HARDWIRE TELEPHONES WILL BE ACCEPTABLE SECURITY SERVICE
NUMBER IS 616-446-7098
32
Policy Chapter Situational Procedures Date Revised 709
Policy Title Bomb Threats Checklist Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
QUESTIONS TO ASK CALLERrsquoS VOICE 1 When is the bomb going to explode __ Calm __ Angry __ Slow
__ Excited __ Rapid __ Soft 2 Where is the bomb right now LocationBuilding __ Laughter __ Crying __ Loud
__ Normal __ Distinct __ Slow 3 What does it look like __ Accent __ Stutter __ Lisp
__ Raspy __ Ragged __ Deep 4 What kind of bomb is it __ Disguised __ Familiar __ Nasal
5 What will cause it to explode __ Clearing Throat __ Deep Breathing
__ Cracking Voice 6 Did you place the bomb
If voice is familiar who did it sound like 7 What is your reason for the bomb
__________________________________ 8 What is your address
BACKGROUND SOUNDS
9 What is your name __ Street Noises __ Crockery
__ Factory Machinery __ Voices EXACT WORKING OF THE THREAT __ Children Voices __ Street Noises
__ PA System __ Music __ House Noises __ Motors
__ Office Machinery __ Clear __ Animal Noises __ Static
__ Local __ Booth __ Long Distance __ Other
LANGUAGE
__ Well Educated __ Foul __ Incoherent __ Taped
Sex of Caller __________ Race _____ __ Message read __ Irrational
Age __________ Length of Call _____ REMARKS
Number at which call is received ___________________________________
________________________________ Date __________ Phone ___________
BOMB THREAT CHECKLIST
WHAT INFORMATION DO YOU OBTAIN WHEN YOU
RECEIVE A BOMB THREAT OVER THE TELEPHONE
33
Policy Chapter Situational Procedures Date Revised 909
Policy Title Civil Disorder Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
CIVIL DISORDER
The purpose of this procedure is to assist personnel in dealing with civil disorder that would endanger life cause damage to property or otherwise disrupt the operations of the University Civil disorder may take several forms including but not limited to pickets marches rallies parades sit-ins trespassing riots sabotage and criminal damage to property In all cases no matter how minor there is always the potential for escalation The primary considerations in the event of civil disorder are protection of the lives and property of the University community and preservation of the academic environment
1 Remain calm 2 Assess the situation 3 Evacuate yourself and others from the area as necessary 4 Contact those responsible for security services 5 Contact those who can properly communicate with those involved in passive resistance 6 If danger is imminent call 911
There needs to be an understanding of passive vs aggressive activities For those activities that do not create a dangerous situation please do not contact local law enforcement Internal communications will take place on how to deal with the issue For those activities that do create a dangerous environment local law enforcement should be contacted In either case security services must be contacted (616-446-7098)
SECURITY CELL 616-446-7098
34
Policy Chapter Situational Procedures Date Revised 909
Policy Title Classroom Disruption Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
CLASSROOM DISRUPTION
There are different ways that classroom disruptions can be handled In order to understand this procedure definitions will
be given of the following
Disruption - an unwelcome or unexpected break in a process or activity
Disorderly - unruly resisting authority and disturbing the peace
Dangerous - likely to cause harm or actions that could result in injury
The following are general guidelines of options that can be enforced at the time of a classroom disruption
1 When a student is causing a disruption in class the professor will handle the issue by verbal commands
2 When a student is being disorderly the professor will ask the student to leave class A report is generated through
Student Services
3 When a student is likely to cause harm or actions could result in injury ask the student to leave the classroom If
there is a refusal terminate class and ask all the students to leave the classroom Contact 911 by classroom phone
or cell phone Proceed to call Security Services if they exist at your location A report is generated through
Security Services or Student Services
SECURITY CELL 616-446-7098
35
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Communicable Disease Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
COMMUNICABLE DISEASE
Communicable diseases are those that can be transmitted from person to person (or animal to human) via direct contact with
body fluids ingesting contaminated food or water inhalation of contaminated air or the bite of an infected insect Bacteria
viruses and parasites are some of the organisms that can cause communicable diseases
A student who has a communicable disease may attend Davenport University whenever through reasonable accommodation the risk of transmission of the disease is sufficiently remote Placement decisions will be made by using
current public health department guidelines concerning the disease in question Information on communicable diseases can
be found at the below website The website table of contents is located on the next page
httpwwwaccesskentcomHealthHealthDepartmentCD_EpidDisease_Fact_Sheetshtm
The determination of whether a student with a chronic communicable disease may attend Davenport University will be
made on an individual basis according to procedures implemented by the University in consultation with appropriate
University personnel the studentrsquos primary physician public health personnel the Universityrsquos legal counsel and the
student
A student who has a communicable disease may be denied admission to or may be dismissed from a particular program or
course of study whenever such communicable disease has a direct effect on the studentrsquos ability to perform a course of
study
The University shall respect the right to privacy of any student who has a chronic communicable disease or is a carrier The
studentrsquos medical condition shall be disclosed only to the extent necessary to minimize the health risks to the student and
others Persons deemed to have ldquoa direct need to knowrdquo will be provided with the appropriate information however these
persons shall not further disclose the information
CLEAN UP ndash If the communicable disease causes a need for decontamination Facilities will arrange proper cleaning of
contaminated areas as soon as possible Assessments of completion of decontamination will be provided to the appropriate
Leadership
36
COMMUNICABLE DISEASE
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Communicable Disease Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
D i s e a s e F a c t S h e e t s - F o u n d o n W e b s i t e
Arboviral Encephalitis
Anthrax
Botulism
Campylobacter
Chickenpox (images chickenpox chickenpox 2)
E coli
Fifth Disease (images hand body amp face)
Giardiasis
Hand Foot amp Mouth Disease (hand)
Head Lice (Michigan Head Lice Manual)
Hepatitis A
Hepatitis B
Hepatitis C
Lyme Disease (images rash rash 2) (Additional Information)
Meningitis
Monkeypox
MRSA (Methicillin Resistant Staphylococcus Aureus)
Norovirus (Norovirus Cleaning Guidelines)
Pertussis
Pink Eye
Pinworms
Poison Ivy (images arm blisters arm rash arm rash 2 plant plant 2)
Rabies
Ringworm (images face hand head)
Salmonellosis
SARS
Scabies
Scarlet Fever (images tongue body)
Shigellosis
Shingles (images arm shoulder)
Smallpox
Strep Throat
Syphilis Fact Sheet
Tick Borne Diseases (images Dog and Deer tick Lone Star tick amp others)
Tuberculosis
West Nile Virus
37
CONTINUITY PLAN
Policy Chapter Situational Procedures Date Revised 709
Policy Title Continuity Plan Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
ACADEMIC
If damage to a location forces evacuation of the facility for a length of time the VP of Risk Management will work with
the Group VP for Academic Services and other designated people to determine what courses could be handled at other locations Some classes could be handled at local establishments that will allow our use for a period of time
BUILDINGS
If damage to a location forces evacuation of the facility for a length of time the VP of Risk Management will work with
the Executive Vice President of FinancesCFO and other designated people to determine what nearby facilities could be
used for classes for a period of time Local schools are often used for this purpose Addresses of local schools are on the
next page
INSURANCE
There are two people who will need to be contacted from our insurance company immediately upon the closing of a location
due to damage These individuals will give us direction on what can be done as it relates to financing through the insurance
company
These individuals are as follow
Linda Miller-Szanto CIC LIC
Area Vice President
Arthur J Gallagher amp Co of Michigan Inc
161 Ottawa NW Suite 112 Grand Rapids MI 49503
Phone 616-233-0922
Fax 616-233-0923
Linda_Miller-Szantoajgcom
Janet Manning Claims Manager
Arthur J Gallagher Risk Management Services Inc
22930 9 Mile Road
St Clairs Shores MI 48080
Phone 586-774-5415 Ext 238
Fax 586-779-6769 Janet_Manningajgcom
38
Policy Chapter Situational Procedures Date Revised 709
Policy Title Continuity Plan Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
httpmichiganschooltreeorgcounties-page1html
Caledonia High School
9050 Kraft Avenue SE
Caledonia Michigan 49316
616-891-8129
Caledonia Middle School 9230 Kraft Avenue SE
Caledonia Michigan 49316
616-891-8649
Dutton Christian School
6729 Hanna Lake Road
Caledonia Michigan 49316
616-698-8660
39
Purpose
The purpose of fire drills is to ensure the efficient and safe exit of facilities in the case of an emergency Proper drills ensure orderly exit under control and prevent panic Order and control are the primary purposes of the drill Speed in emptying buildings while desirable is not in itself an object and should be made secondary to the maintenance of proper order
Responsibility
Fire drills shall be designed and conducted according to the occupancies specified below Responsibility for the planning and conduct of drills shall be assigned by campus risk management to competent persons qualified to exercise leadership A written record of all drills conducted should be maintained including a critique of the event This record should be maintained by risk management
General Guidelines
Drills shall include suitable procedures to make sure that all persons in the building or all persons subject to the drill actually participate If a fire drill is considered merely as a routine exercise from which some persons may be excused there is a grave danger that in an actual fire the drill will fail in its intended purpose
All drills will be preplanned but not preannounced Fire drills shall be held with sufficient frequency to familiarize all occupants with the drill procedure and to have the conduct of the drill a matter of established routine Sufficient frequency for Davenport University is to hold two fire drills each semester One will be held during the day and another in the evening This will give the majority of faculty staff and students the ability to be involved in a drill
Drills should be carefully planned to simulate actual fire conditions Not only should they be held at varying times but different means of exit should be used based upon an assumption that if some given stairway is unavailable by reason of fire or smoke all the occupants must be led out by some other route Fire exit drills should be designed to familiarize the occupants with all available means of exits particularly emergency exits that are not habitually used during the normal occupancy of the building
Fire Exit Drills in Specific Campus Occupancies
The usefulness of a fire drill and the extent to which it can be carried depends upon the character of the occupancy Drills are most effective in occupancies such as classrooms where the occupant load of the building is somewhat consistent In buildings where the occupant load is of a changing character no regularly organized fire drill is possible
In such cases the fire drills must be limited to the regular employees who can be thoroughly schooled in the proper procedure and can be trained to properly direct other occupants of the building in case of fire In occupancies such as the Student Center regular employees can be rehearsed in the proper procedure in case of fire Such training always is advisable in all occupancies whether or not regular fire drills can be held
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Fire Drills Page Number 1 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
FIRE DRILLS
40
The following sections address some of the special fire drill details which should be observed for specific occupancy classes
A Educational Occupancies ndash Academic and Administrative Buildings
All educational buildings on campus must hold two fire drills per semester preferably during the first four weeks of the semester Faculty and staff shall work in cooperation with risk management in scheduling drills before the semester begins
Evacuation instructions are to be conspicuously posted in each classroom and hallway to provide the necessary evacuation information and ensure orderly egress from the building Signs should also specify that elevators must not be used to exit during a fire drill
Classroom faculty and staff should be familiar with the easiest exit to be used in the fire drill and the alternative exits available Faculty and staff should close (not lock) doors and windows and take responsibility for checking facilities for complete evacuation All personal belongings within reach should be taken from classrooms by students
Handicapped students should inform faculty or staff at the start of the semester of any special requirements with respect to locations and procedures that will best facilitate those students egress from the building in an emergency In general wheelchair users should go to the stairwell which is furthest from the fire and wait for help Fire departments should be notified that stairwells be checked first Other handicapped persons should be assisted by students faculty or staff Do not leave a handicapped person alone
B Residential Occupancies
Residential facilities demonstrate the greatest need for adequate and effective fire exit awareness due to the potential loss of life Fire drills in residence halls must be performed twice a semester at a minimum Because of the nature of the occupancy it is usually the case that additional drills are performed due to false alarms
A major concern in residence hall fire drills is the resistance of residents to evacuate the building in the event of a drill Resident assistants and other staff must take responsibility for the complete and orderly evacuation of the building Education and awareness are key components to an effective fire evacuation program Directional signs in hallways and in each dorm room will help student to become more fully aware of their options
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Fire Drills Page Number 2 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
41
Special consideration must be given to handicapped students with regard to fire safety in residence halls To be most effective handicapped students should be required to evacuate the building during a fire drill regardless of their location in the building Preplanning is key for the handicapped person because hisher own familiarity with the buildings exists and the safest methods of egress is vital First responders should preplan by having designated individuals assigned to evacuate handicapped persons requiring assistance The handicapped person should also seek out buddies to assist in the evacuation and should explain all instructions beforehand No-one should be left behind during a fire drill or fire condition
To facilitate evacuation handicapped persons should be assigned to rooms on ground or egress level whenever possible Rooms should be identified on the outside of the building with a distinctly coded sign to advise the fire department without distinguishing the student If evacuation of a handicapped person is not possible heshe should return to the room close the door or proceed to the nearest stairwell if possible and wait for the fire department rescue For this reason each dorm should have a list of all handicapped students and their room location on file with the fire department
On each floor of the facility the resident staff should proceed down the hall knocking loudly on each door as heshe passes Staff should not unlock each door as this is time consuming and may result in danger to the staff person
C Assembly Occupancies ndash Student Center
Because actual fire drills are not practical for places of non-continuous assembly where the students or public body changes with each program employees or attendants of such places should be schooled in the duties they are to perform in case of fire in order to be of greatest service in effecting an orderly exit
An adequate number of competent attendants must be on duty when assembly occupancy is used Attendants should be instructed in the proper use of portable fire extinguishers and other manual fire suppression equipment if provided
Signs with directions for speedy and orderly egress should be posted
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Fire Drills Page Number 3 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
42
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Fire Drill Checklist Page Number 4 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
FIRE DRILL CHECKLIST
In the event of a fire pull the fire alarm The integrated fire alarm system is for use only in the event of a fire and should
NOT be used to evacuate the building for any other emergency
IMMEDIATELY
Remind students which exit to take as noted in each classroom regardless of where they are parked
Tell them to put on coats and to pick up purseskeys Leave all books notebooks etc in the classroom
Tell all students they MUST move to an area 300 feet from the building
You are to take a roster or safety sign-in sheet and a penpencil with you
Close all classroom windows
Turn off lights
Close all classroom doors
ONCE OUTDOORS
Announce that class is NOT cancelled automatically ndash notification of official cancellation of class will be
announced by campus personnel
Ask students to inform you if they select to leave and take note of all who leave the premises
Confirm through a roster or safety sign-in sheet that all students who were present that day are out of the building
You will be asked by Fire officials to verify this
Do not reenter the building until permission is granted by those having authority
43
Policy Chapter Situational Procedures Date Revised 709
Policy Title Fire Response - Disabilities Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
EVACUATION OF PERSONS WITH DISABILITIES
When emergency evacuation from a building becomes necessary special attention must be paid to the safety of persons
with disabilities Good planning is the best defense against unnecessary accidents and confusion Some people with
disabilities may not need help while others may This is why it is imperative that you ask the person if there is any way you
can be of assistance
Any campus building may have an employee student or visitor who is a person with disabilities The three most encountered are visual aural and mobility
Visibility ndash Visually impaired persons may need guidance to the primary exit or to a secondary exit
Aural ndash Aurally impaired individuals may not realize the alarm is sounding
Mobility ndash Evacuation between floors can be difficult Do not use elevators during emergencies
If persons with disabilities are frequently present in your office classroom or residence hall discuss evacuation plans with
them Travel with them over possible exit routes identify potential obstacles and ask their opinions
Mobility impaired persons should be evacuated by untrained personnel only when the situation is life threatening If it is
determined that there is no immediate danger consider remaining where you are and immediately inform a member of the crisis management team or those responsible for security services
In life-threatening situation where immediate evacuation is necessary always ask the person if you can help Then
personally assist the person with a disability down the stairs Some crutch and cane users may be able to use the stairs
others may not Ask them how they want your help
Wheelchair users should be carried in their chair only when at least two strong people are available who can control the
chair
Communicate with people who are deaf or who have hearing impairments When possible arrange emergency signals in
advance Keep verbal messages short Visual props such as cards or notes can be used to communicate Immediately tell them what is happening and keep them informed of the situation
44
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Flood Response Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
FLOOD RESPONSE
Take immediate steps to ensure the safety of the people in the building Attempt to contain the flood and limit the affected
area This may involve shutting off the water main Contact the Director of Facilities for further instructions on how to
proceed
Major flood issues will be handled by our insurance company Once the source of the flood has been determined and
terminated The insurance company will provide a restoration company for cleanup One of the following two people
needs to be contacted for this information
Linda Miller CIC LIC
Area Vice President
Arthur J Gallagher amp Co of Michigan Inc
161 Ottawa NW Suite 112
Grand Rapids MI 49503
Phone 616-233-0922
Fax 616-233-0923
Linda_Millerajgcom
Janet Manning Claims Manager
Arthur J Gallagher Risk Management Services Inc 22930 9 Mile Road
St Clairs Shores MI 48080
Phone 586-774-5415 Ext 238
Fax 586-779-6769
Janet_Manningajgcom
Academic - Water shutoff valves are located in the lower level mechanical room next to
classroom 001
Cook Resident Hall ndash Water shutoff valves are
located in the southeast corner of the basement
East Residence Hall ndash Water shutoff valves are
located in the southeast corner of the basement
Student Center ndash Water shutoff valves are
located in the mechanical room just north of the
west doors next to the dumpsters
AUTHORIZED FLOOD RESPONSE CONTRACTOR IS AS FOLLOWS
Ameri Pro Restoration
1-888-222-1245 wwwameri-procom
FIRE WATER AND MOLD DAMAGE
45
Policy Chapter Situational Procedures Date Revised 709
Policy Title Hazardous Materials Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
HAZARDOUS MATERIALS
If there is a hazardous materials spill anywhere on location the following steps should be immediately taken
Contact security services facility staff or a member of the Crisis Management team They will take over coordinating the remainder of the emergency response The scene should be immediately secured by not allowing people into the hazardous
area This includes any rescue attempts anyone unable to remove themselves from the affected area will have to wait until
the situation has been fully assessed and emergency personnel have arrived If there is anyone in such a state immediately
contact 911 and notify them of the situation
Isolate the area and take steps to ensure the safety of people as well as the environment with the priority being in that order
Attempt to identify the hazardous materials using any placards visible from a safe distances MSDS sheets found in the
security services office or shipping documents that may be available
Assess the Situation If the spill warrants it contact emergency services to take over the scene If not contact the Director of Security Services andor the Director for Facilities and ask for instructions on how to proceed
There may be the need to shut down the HVAC systems if there is a chemical spill on the highway and a chemical cloud is
approaching the campus There will always be a facility or security personal available to shutdown HVAC units if
necessary
SHUTOFF LOCATIONS
Main shutoffs for the HVAC system in the Academic building can be found in the lower level mechanical
room next to the food prep area on the Westside of the main lecture halls
Main shutoffs for the HVAC system in Cook and East residence halls can be found in the basement
mechanical room
Main shutoffs for the HVAC system can be found in the mechanical room just north of the west doors next to
the dumpsters
SECURITY CELL 616-446-7098
46
Policy Chapter Situational Procedures Date Revised 909
Policy Title Illegal Activities Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
ILLEGAL ACTIVITIES
Security Services is responsible for the investigation of all illegal activities Contact Security Services
immediately at 616-446-7098
If immediate danger exists call 911
Try to remember information regarding suspects vehicle descriptions and direction of travel
Each situation will be documented and investigated by the University andor local law enforcement
INCIDENT REPORTING OF ILLEGAL ACTIVITIES
If you are a victim of or a witness to any criminal activity contact Security Services at 616-446-7098 and they
will assist in documenting the situation and contacting the police department
DO NOT attempt to handle the situation alone
If immediate danger exists call 911
Observe Universal Precautions when coming in contact with any human body fluid Vinyl latex free gloves are
located in the Security Services Office Welcome Center Desk LInC Circulation Desk Administrative Office
Suite third Floor Faculty Lounge Fitness Center and Maintenance OfficeWorkshop
SECURITY CELL 616-446-7098
47
Policy Chapter Situational Procedures Date Revised 709
Policy Title Injury Reporting Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
INCIDENTS RESULTING IN EMPLOYEE INJURIES
If someone is injured as a result of an incident notify Security Services at 616-446-7098
Do NOT move the injured person unless absolutely necessary
Send someone else to call 911 and to give information regarding the medical emergency
Do NOT attempt first aid unless you are trained to do so
Do NOT offer to pay medical expenses admit responsibility or mention insurance
Do NOT apologize for the accident argue the cause or reprimand anyone
Do NOT offer to transport the injured person
A MICHIGAN EMPLOYERrsquoS FORM MUST BE FILLED OUT WHEN AN EMPLOYEE IS INJURED
SECURITY CELL 616-446-7098
48
Policy Chapter Situational Procedures Date Revised 709
Policy Title Media Call Form Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
MEDIA CALL LOG
If media call your location and you cannot transfer the call to a crisis communications
team member as noted obtain the following information and Fax the sheet to
6167321179 or relay the information to the crisis communications team by phone
Date _________________________ Time _____________________
Callerrsquos name _________________________ Callerrsquos phone number _______________ Media organization name _____________________ Location ____________________ Deadline (if given) _________________ Your name __________________________ Work Number _________________ Cell Number _________________ Other Number _________________ Actioninformation requested ________________________________________________ __________________________________________________________________________ Reporterrsquos specific questions ________________________________________________ __________________________________________________________________________ __________________________________________________________________________ What reporter was told _____________________________________________________ __________________________________________________________________________
_________________________________________________________________________________
____________________________________________________________________
If you answer a media call and cannot immediately transfer the call per the chart complete the ldquomedia call logrdquo tell the caller
someone will respond to them as soon as possible and forward the log sheet to the first available crisis communications team member
You may copy the sheet attached and FAX completed sheets to the crisis communications team at 6167321179 or if there
is a power outage relay the information from the ldquomedia call logrdquo to the crisis communications team by cell phone
49
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 1 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
SEVERE WEATHER ndash Class CancellationCampus Closing Policy
Severe winter weather may come in many forms consisting of snow ice and wind Generally each one individually does not result in the cancellation of classes but occasionally the severe combination of all three may cancel classes or possibly close a
campus
Our students are being trained to work in our communities Businesses rarely close due to weather related issues
Davenport will rarely close or cancel classes
DECISION PROCESS
The recommendation to cancel classes or the closing of a campus will be made by the highest ranking student services
and academic leadership member for a specific campus
Information regarding the conditions of the weather can generally be determined by contacting facilities and security
who may be on site Use of the internet is also encouraged for weather information (wwwweathercom) There
is an expectation that the recommendation would be made with help from others
In the chart below you can find criteria that can be used to make this recommendation These criteria will be used to
explain to faculty staff and students why classes were canceled This information will also be tracked by the VP of
Risk Management to help obtain an understanding under what conditions classes are generally canceled so decisions
can become easier in the future
A request to cancel classes will be given to the VP of Risk Management by the highest ranking Student Services
person of a specific campus This request will contain details related to the above chart The VP of Risk
Management will contact the Executive VP of Finance by 530 am with bullet points about the weather conditions of
the effected campus The Executive VP of Finance will contact the President for final approval
The process to close a location will be the same as above however the EVP for Organizational Development and the
VP of Risk Management must concur with the decision to close a campus before the EVP of Finance is contacted
DESCRIPTION EXAMPLE
Current Length of Storm 4 or More Hours
Additional Anticipated Length of Storm 4 or More Hours
Strength of Wind 21 or More
Visibility 025 Mile
Wind Chill -30
Current Snowfall 8 or Above
Future Anticipated Snowfall 4 or Above
Ice Coverage Any Ice
Area CollegeUniversities Closed Yes
Roads closed by State Police Yes
Information
can be found
on internet
Feel free to
use
wwwweather
com
50
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 2 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
Once approval has been obtained for classes to be canceled at a specific campus the VP of Risk Management
will
1 Initiate the DU-Alert as early as 530 am DU-Alert will contain the following information
a Closed building vs Canceled classes b Day vs evening classes c Who should report to work d What events need to be canceled
2 Notify University Communication so the proper information can be placed on our website and be sent to
Faculty and staff by email Contact Rick Jensen first at 616-706-2608 and Von Franklin at 616-481-3083 It
will be the responsibility of communications to post the appropriate communication on the website
3 Notify the appropriate Director of Student Services so information can be relayed to specific campus
personnel
4 Call CSC at 800 am to inform them of weather issues It will be the responsibility of CSC to be notified of
issues through DU-Alert prior to 800 am 1212 Extension
1-800-322-3984
5 Contact Malachi Hooser of the Call Center about the weather issues
616-308-9232 Cell
616-554-5386 Office
Location Student Servicesrsquo leadership will be responsible to
1 Notify the appropriate TV and radio stations 2 Update the Emergency Hotline
QUESTIONS AND COMPLAINTS
Questions and complaints from faculty staff or students regarding the decision to cancel classes or close a location
should be sent to the VP of Risk Management
TIME OF DECISIONS
Morning cancellations will be announced by 6 am
Afternoon cancellations will be announced by 10 am
Evening class cancellations will be announced by 3 pm
51
DU Campus Closing Line Main Menu Greeting
YOU HAVE REACHED THE DAVENPORT UNIVERSITY CAMPUS CLOSING LINE IF YOU KNOW
YOUR TWO DIGIT CAMPUS IDENTIFICATION NUMBER YOU MAY DIAL IT AT ANY TIME DURING
THIS MESSAGE FOR FULTON DIAL 01 FOR LANSING DIAL 03 FOR KALAMAZOO DIAL 04 FOR
MIDLAND DIAL 05 FOR BATTLE CREEK DIAL 08 FOR HOLLAND DIAL 09 FOR FLINT DIAL 10 FOR
SAGINAW DIAL 11 FOR WARREN DIAL 12 FOR ALMA DIAL 15 FOR CARO DIAL 16 FOR GAYLORD
DIAL 19 FOR TRAVERSE CITY DIAL 20 FOR LETTINGA DIAL 33 OR FOR LIVONIA DIAL 35 TO
LISTEN TO THIS MESSAGE AGAIN TOUCH THE KEY
Suggested Message for the Individual Campuses ltCAMPUS NAMEgt CLASSES ARE IN SESSION AS SCHEDULED
Example
LETTINGA CAMPUS CLASSES ARE IN SESSION AS SCHEDULED
To change a message
1 Dial 7002 for voice item maintenance
2 Dial the application ID for the message yoursquod like to change
3 Dial the password for the application
4 Dial 2 to review the current recording
5 Listen to the recording to make sure you are changing the correct one
6 Dial 5 to begin recording
7 Say the message yoursquod like callers to hear
8 Dial to end recording
9 Dial 2 to review the recording
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 3 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
52
CHECKLIST
Student Services Representative
Student Services and Academic Leadership decide to make a recommendation on classes being canceled or
the building closed
Decision will be assisted by facilities andor security that may be on site
Decision to cancel class will be made for the morning by 5 am and announcement will go out at 6 am Decision to cancel class will be made for the afternoon by 930 am and the announcement will go out by 10
am Decision to cancel class will be made for the evening by 230 pm and the announcement will go out by
300 pm
Student Services representative will call VP of Risk Management with cancelation of classes or closing of
a campus using the appropriate statistics found at wwwweathercom
Student Services representative will put a message on the emergency hotline and remember to update it as
necessary
Student Service representative will contact local TV and radio stations
Student Service representative will activate their call tree as appropriate
VP of Risk Management
VP of Risk Management will contact appropriate Executive Vice Presidents who will then obtain
permission from the president
VP of Risk Management will contact specific Directorrsquos of Student Services to report the decision
DU-Alert will be activated to the affected campuses
Contact Communications
Contact Web site administration
Contact CSC
Contact Call Center
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 4 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
53
EXAMPLE OF A BLIZZARD WARNING
URGENT - WINTER WEATHER MESSAGE
NATIONAL WEATHER SERVICE GRAND RAPIDS MI
428 AM EST THU DEC 10 2009
MUSKEGON-OTTAWA-KENT-ALLEGAN-BARRY-VAN BUREN-KALAMAZOO-
INCLUDING THE CITIES OFMUSKEGONJENISONGRAND RAPIDS
HOLLANDHASTINGSSOUTH HAVENKALAMAZOO
428 AM EST THU DEC 10 2009
BLIZZARD WARNING REMAINS IN EFFECT UNTIL 4 PM EST THIS
AFTERNOON
HAZARDOUS WEATHER
SNOW SHOWERS WILL CONTINUE TO INTENSIFY EARLY THIS MORNING 2
TO 4 INCHES OF SNOW ACCUMULATION CAN BE EXPECTEDALTHOUGH
LOCALLY HIGHER AMOUNTS ARE POSSIBLE
WEST WINDS OF 20 TO 30 MPH WILL GUST UP TO 40 MPH THESE WINDS
WILL CAUSE CONSIDERABLE BLOWING AND DRIFTING OF SNOW VISIBILITIES WILL FREQUENTLY BE REDUCED TO NEAR ZERO AT TIMES
THROUGH THIS AFTERNOON
GUSTY WINDS ALONG WITH RAPIDLY FALLING TEMPERATURES WILL
PRODUCE SUB ZERO WIND CHILLS
IMPACTS
TRAVEL WILL BE SEVERELY IMPACTED WITH SNOW BLOWING
SNOWAND BITTER COLD WIND CHILLS BLIZZARD CONDITIONS ARE
EXPECTED THROUGHOUT MUCH OF THE DAY ESPECIALLY ALONG US HIGHWAY 131
POWER OUTAGES WILL BE POSSIBLE DUE TO THE STRONG GUSTY WINDS
PRECAUTIONARYPREPAREDNESS ACTIONS
IT WOULD BE BEST NOT TO TRAVEL TODAY
IF YOU MUST TRAVELKEEP AN EXTRA FLASHLIGHTFOODAND
WATER IN YOUR VEHICLE IN CASE OF AN EMERGENCY
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 5 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
54
EXAMPLE OF HOLLAND AT WWWWEATHERCOM
Right Now Next 36 Hours
Today Tonight Tomorrow
Light Snow Snow Snow Shower AM Snow Showers
30degF 32deg 27deg 33deg
Feels Like 21deg High Low High
Past 24-hr Precip 029 in (est) Snow 29 in (est)
Chance of Precip 80
Chance of Precip 80
Chance of Precip 60
Wind From W at 12mph
Wind W at 18 mph
Wind W at 17 mph
Wind W at 14 mph
Humidity 69 64 62 62
Dew Point23deg
Pressure 2980 in
Visibility 10 mi
UV Index 0 - Low 1 - Low -- 1 - Low
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 6 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
55
CONTINUED EXAMPLE OF HOLLAND AT WWWWEATHERCOM
Daylight Remaining 6 hrs 1 min Sunrise 755 am Sunset 512 pm Sunrise 756 am
Through 5pm A steady snow will continue to fall through late afternoon Cloudy and windy Temperatures reaching the low 30s Winds W at 15 to 20 mph Chance of snow 80 Additional snowfall of 1 to 2 inches through 430pm
Snow showers early with a steadier snow developing late Colder Temps nearly steady around 30 Winds W at 15 to 25 mph Chance of snow 80 1 to 3 inches of snow expected
Variably cloudy with snow showers Low 27F Winds W at 15 to 25 mph Chance of snow 80 Snow accumulating 1 to 2 inches
Mainly cloudy with snow showers around in the morning High 33F Winds W at 10 to 20 mph Chance of snow 60 Snow accumulations less than one inch
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 7 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
56
Policy Chapter Situational Procedures Date Revised 709
Policy Title Severe Weather Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
CLASS CANCELLATIONS PROCEDURES
GREATER GRAND RAPIDS ndash HOLLAND AND LETTINGA
CLASS CANCELLATIONS PROCEDURES
NOTE All staff are to report to work as long as they are not endangering themselves in the process
The Director of Security Services will input information for all campuses in the GRAIL WEB system and at
wwwcancellationscom
1 When closings occur the Director of Security Services or his alternate will input closing data to the
GRAIL WEB site which will result in local media announcements
2 Day Classes ndash Weekdays (Monday through Friday) the Director of Security Services or alternate will check on weather and road conditions should weather become severe
a When day classes (prior to 400 pm start) need to be canceled the Director of Security Services
will contact one of the following in the order listed
i The ED of Student Services (Lettinga)
Tom Woods (517) 230-9834 (cell)
ii The ED of Academic Services (Lettinga)
Joy Harrison (Lettinga) (616) 301-2175 (home) (616) 283-2910 (cell)
iii The Director of Student Services (Holland)
Linda Sievert (616) 942-7735 (home) (616)745-3030 (cell)
b The EDs will inform
ii The Lettinga Asst Directors
Don Fowler (269) 383-5626 (home) (269) 598-7546 (cell)
Nygil Likely (616) 724-4206 (home) (616) 717-8243 (cell)
iii The Holland Director of Student Services
Linda Sievert (616) 942-7735 (home) (616)745-3030 (cell)
iv The Dir of Security Services
Eric Patterson (616) 459-8603
who will access wwwgrailwebcom and TV-13 (616) 785-1313 to
input the West Michigan locations (s) being closed and for how long
These decisions will be broadcast by 600 am
57
Policy Chapter Situational Procedures Date Revised 709
Policy Title Severe Weather Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
3 Evening Classes ndash Weekdays (Monday through Friday) the EDrsquos (see 2b i ii and iii above) and the Director of
Security Services will decide on cancellations for classes starting after 400 pm
The Director of Security Services will access wwwgrailwebcom and TV-13 (616) 785-1313 to input exactly
which locations (s) are being closed and for how long
4 Weekend Classes ndash The Security Services Officer on duty will contact 1) the Director of Security Services 2) the ED
of Student Services 3) the D for Holland or 4) ED for Academic Services at Lettinga (See 2 a and b above) The
individual contacted will
a Make the decision to close Lettinga and Holland locations
b Relay decision to the Director of Security Services who will access wwwgrailwebcom and TV-13 (616)
785-1313 to input exactly which locations (s) are being closed and for how long
c Contact the EDs and D (see 2a and b above) to tell them of the closings
Saturday classes will be canceled by 600 am
Sunday classes will be canceled by 800 am
5 Phone Messages ndash During any of the seven days of the week the Director of Security Services or designee will contact
Lettinga a Kirsten Scott (616) 554-5311 andor (616) 891-7623 or
b Sally Kuipers (616)742-2070 andor h(616)452-2349 or c(616)560-7478
Holland
c Rhonda Prins at 616-218-9896 or 616-395-4608
to change the message on the switchboards notifying incoming callers that classes have been canceled The
switchboards will carry the specific message as long as appropriate
6 OTHER THAN WEATHER RELATED CLOSINGS ndash Closings for other reasons will be determined by the
campuslocation leader with notification to the ED and Director of Security Services for posting to GRAIL Here are some guidelines
a Electrical Gas Leak Water ndash two hour delay unless need for longer closing is obvious
Contact numbers can be found on the ldquoLocation Communication Treerdquo procedure located in this document
Davenport University Connect Hotline Number is 1-800-525-8282
58
Purpose
The purpose of tornado drills is to provide shelter for the campus community during a tornado warning In these cases faculty staff and students should not evacuate the building since this may cause injury During a tornado
warning you have only a short time to find shelter Advance planning and a quick response are the keys to surviving
this type of inclement weather The University values the safety of each individual and expects that people will take
responsibility for safeguarding their welfare
Regulation
Effective March 30 1998 House Bill 5237 amended the Michigan Fire Prevention Cote Act 207 PA 1941 as
amended Section 19 to require Tornado Drills in Schools The new requirement applies to all schools including
state supported schools colleges universities and school dormitories
Sec 19 (3) now requires a minimum of 2 tornado safety drills for each school year at the schools and facilities hellip
These drills are for the purpose of preventing hazards and injuries in the event of severe weather
Responsibility
Responsibility for the planning and conduct of drills shall be assigned by campus risk management to competent
persons qualified to exercise leadership A written record of all drills conducted should be maintained including a
critique of the event This record should be maintained by risk management
General Guidelines
Drills shall include suitable procedures to make sure that all persons in the building or all persons subject to the
drill actually participate If a tornado drill is considered merely as a routine exercise from which some persons may
be excused there is a grave danger that in an actual tornado the drill will fail in its intended purpose All drills
should be pre-planned and preannounced
Definitions
Severe Weather Includes thunder lightening hail wind and heavy rains
Tornado A violently rotating column of air in contact with the ground
Watch Indicates that conditions are favorable for a particular type of weather to occur
Warning Indicates that a particular type of weather is or will soon be occurring
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Tornado Drills Page Number 1 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
TORNADO DRILLS
59
Specified Occupancies
Educational Occupancies ndash Academic and Administrative Buildings
All educational buildings on campus must hold two sets of tornado drills one in the spring and one in the Fall
preferably during the first four weeks of the semester Faculty and staff shall work in cooperation with risk
management in scheduling drills before the semester begins A ldquosetrdquo can be defined as a tornado drill during
the day and one in the evening in order to involve as many staff and students as possible
Locations of tornado shelters are to be conspicuously posted in each classroom and hallway to provide the
necessary information and ensure orderly movement through the building Signs should also specify that
elevators must not be used to exit during a tornado drill
Faculty and staff must be familiar with the tornado shelter locations and will assist students to these shelters
Handicapped students should inform faculty or staff at the start of the semester of any special requirements with
respect to procedures that will best facilitate those students
Residential Occupancies
Residential facilities demonstrate the greatest need for adequate and effective tornado shelter awareness due to
the potential loss of life Tornado drills in residence halls must be performed twice each year one in the spring
and Fall
A major concern in residence hall tornado drills is the resistance of residents to go to the designated tornado
shelters Resident assistants and other staff must take responsibility for the complete and orderly movement of
the students through the building Education and awareness are key components to an effective tornado drill
program Location of shelter in each apartment will help student to become more fully aware
Special consideration must be given to handicapped students with regard to tornado drills in residence halls To
be most effective handicapped students should be required to move to tornado shelters during a tornado drill
regardless of their location in the building Preplanning is key for the handicapped person because hisher own familiarity with the tornado shelter locations and the safest methods of egress is vital The handicapped person
should also seek out buddies to assist
On each floor of the facility the resident staff should proceed down the hall knocking loudly on each door as
heshe passes Staff should not unlock each door as this is time consuming and may result in danger to the staff
person
Assembly Occupancies ndash Student Center
Because actual tornado drills are not practical for places of non-continuous assembly where the students or
public body changes with each program employees or attendants of such places should be schooled in the
duties they are to perform in case of a tornado drill An adequate number of competent attendants must be on
duty when assembly occupancy is used Signs with directions for speedy and orderly egress should be posted
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Tornado Drills Page Number 2 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
60
TORNADO DRILL CHECKLIST
INDOORS
1 Information about severe weather will be given to the campus community if known in advance
2 A Tornado Watch is the time to review emergency action plans and determine the nearest tornado shelter
3 Tornado shelter plans will be posted in each classroom
4 During a tornado watch one person will be designated to monitor the weather by computer or weather radio
5 When the community siren is activated or information is obtained through computer monitoring faculty and
staff will move students to the appropriate tornado shelters
6 DU-Alert will be activated for the individual campus that has the tornado warning The following are the
individuals who can access DU-Alert
Duane Terpstra
Office 616-732-1155
Cell 616-581-5295
Home 616-786-0293
Matthew Miller
Office 586-620-4050
Cell 616-780-6346
Shallan Spielmaker
Office 517-367-8211
Cell 616-581-1453
Nathan Schumacher
Office 586-620-4054
Cell 586-201-8099
7 There will be monitoring equipment in a designated shelter to determine the completion of the warning
8 Do not use elevators and stay away from windows
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Tornado Drill Checklist Page Number 3 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
61
OUTDOORS
1 Seek indoor shelter if possible
2 Parked motor vehicles are unsafe Seek indoor shelter
3 If an indoor shelter is not available and there is not time for escape lie flat in a ditch or low spot
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Tornado Drill Checklist Page Number 4 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
62
Policy Chapter Situational Procedures Date Revised 709
Policy Title Tornado Policy Page Number 2 of 3
CRISIS MANAGEMENT MANUAL
University Crisis Management
TORNADO SHELTER AREA ACADEMIC BUILDING ndash Shelters are in green
areas
63
Policy Chapter Situational Procedures Date Revised 709
Policy Title Tornado Policy Page Number 3 of 3
CRISIS MANAGEMENT MANUAL
University Crisis Management
TORNADO SHELTER RESIDENCE HALLS ndash Shelters are in green areas
TORNADO SHELTER STUDENT CENTER ndash Shelter are in green areas
64
Policy Chapter Situational Procedures Date Revised 709
Policy Title Stalking Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
STALKINGTHREATSHARRASSMENT
IF OCCURRING ON CAMPUS
Contact those individuals who are responsible for security services or your student services representative They will
evaluate the situation and contact police authorities if necessary
If fear of bodily harm exists call the Police Department at 911 and then locate security services personnel
If you receive a ldquoPersonal Protection Orderrdquo or PPO from the court provide a copy of the order to the office of Security
Services
IF OCCURRING OFF CAMPUS
Contact the police at 911 followed by security services personnel
Copies of Personal Protection Orders are kept on file These documents should be updated as necessary and will be shared with location personnel on a need to know basis
As with any incident on location an incident report should be filled out and kept on file for future reference
The next page is an example of the information that can be given to those at a location in order to assist in identifying the
individual responsible This information upon approval of the victim can be kept at a main entrance desk welcome center
or other location where staff may meet people as they enter the building
Stalking is a willful course of conduct involving repeated or continuing harassment of another individual
that would cause a reasonable person to feel terrorized frightened intimidated threatened harassed or
molested and that actually causes the victim to feel terrorized frightened intimidated threatened harassed
or molested 750411h
SECURITY CELL 616-446-7098
65
Policy Chapter Situational Procedures Date Revised 709
Policy Title Stalking Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
66
Policy Chapter Situational Procedures Date Revised 909
Policy Title Suicidal Remarks Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
SUICIDAL REMARKS
With the diverse student body with varying age groups and backgrounds the potential exists for suicidal tendencies among
students who are attending classes It is critical that our staff respond to these individuals correctly and with care to ensure
that the safety of our student body is preserved and that the individual is properly cared for
When confronted with a student who is making suicidal remarks you should contact a security services or a student services
representative as soon as possible Security Services personnel with help from Student Services will coordinate any
further response
It is important to isolate this student from the rest of the student population and keep them under watch throughout the entire
incident At no time should a student who has made such statements be left alone Every effort should be made to keep
them on location If the individual insists on leaving inform them that you believe this to be unwise but allow them to leave if they insist If the student does leave contact the Police Department to inform them of the situation Attempt to give the
police a description of both the person and the vehicle they are driving as well as contact information if available
Ask the student if there is a mental health professional that they have been seeing and ask if they have the contact number
for that person If they do have them contact that individual Ask the student if there is a family member or friend that can
transport himher off site
A DU employee should only willingly allow a suicidal student to leave if there is a third party present to transport them
Under no circumstances should the student be allowed to leave on their own even if they state that they are feeling better
without some resistance from the University employee
67
SUICIDE ATTEMPT
Student Suicide Protocol All Campuses (Non-Housing)
1
st Staff Responder First Steps (Immediately)
When you enter the room or vehicle
Is the area safe
Check for vital signs
Call 911Security ServicesStudent Services based on the resources available
Gather information
Identify student if possible
Identify method of suicide if possible
Are you able to contain the area YesYes with assistanceNo
Determine how many students if any are awareimpacted by the situation and who they are
Contact ED of Student Affairs (Paul Ballard) or ED of Security Services (Matt Miller) or VP of Risk
Management (Terpstra) and inform with what you know
Name of Student
Method of suicide
What you know about the student (Team clubs friends etc)
If area is contained or does it need to be contained
How many students are immediately affected and who they are
What location will the affected students be quarantined
If security or police have arrived your focus is the affected students
Quarantine affected students in a separate area
Discuss with them that someone from the University will be contacting the studentrsquos family and for them
not to refrain from contacting the family out of respect and care for them until a trained professional
contacts them
Determine if the studentrsquos circle of friends is complete or if others need to be quarantined temporarily
Comfort the students as best you can and assess individualrsquos risk levels
Remain with the students until a trained counselor arrives
1st Professional Staff Responder Next Steps (1 to 24hrs)
Create incident report
Relocate displaced classes if needed
Check in and identify additional students or staff that require mentalemotional support
1st Professional Staff Responder Final Steps (24-48 hrs)
Check in and identify additional students or staff that require mentalemotional support
Aid in gathering the deceased individualrsquos personal belongings if necessary
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Suicidal Attempt Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
68
Missing Student Protocol
(Not process for Study Abroad Missing Student)
A campus is contacted by a person requesting information on a student that the caller assumes is missing This
person is worried because they have not been contacted by the student for an unusual length of time You explain to
the caller that you cannot give out specific information about a student but would be willing to work with the police
if they would report the issue
Once you disconnect from the caller you take the following steps
Contact ED of Student Affairs (Paul Ballard) or ED of Security (Matt Miller) or VP of Risk Management (Terpstra)
Student Services or
Security Services
Contact the person responsible for investigations on your campus This may be Security
Services or Student Services depending on the resources on the campus Contact the
caller and ask the below question
Determine relationship to student
Why do you think they are missing
Date time location the student was last seen
General routine of student (Close circle of friends)
Studentrsquos cell number
Does the student have a Social Media account Make model color and license plate of vehicle
Have they filed a missing persons report
Is there any medical or emotional condition we should be aware of
Establish a timetable where you will contact them again
General Investigative Steps
Call and text the student
Send the student an Email
Check with instructors on attendance of student (w photo)
Check emergency information in Banner
Check SPACMNT for comments and FERPA waivers
Go to studentrsquos classroom
Check card access and dining swipes (if applicable)
Check social networking sites
Contact known FriendsClassmates fill in any information gaps from that caller did not know
Check for student car in parking lot
Contact CSC for last log in
Check the websites to see if student has been arrested ex httpswwwaccesskentcomInmateLookup
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Missing Student Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
69
Missing Student Protocol
(Not process for Study Abroad Missing Student)
If proof of life has been established or check list has been completed Contact ED of Student Affairs (Paul Ballard)
or ED of Security (Matt Miller) or VP of Risk Management (Terpstra)
If student is found
Have them contact the person that called (if applicable) with University personnel present
If student does not want the person to know where they are have them meet with EDSA Paul Ballard
ED of SA will make contact with the caller and give them FERPA based info
If student is hospitalized or unable to return to school initiate protocol for medical withdrawal
If student is not found
Student Affairs will call emergency contact number
Student Affairs will follow up with caller
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Missing Student Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
70
Policy Chapter Situational Procedures Date Revised 909
Policy Title Utility Failure Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
UTILITY FAILURE
ELECTRICAL FAILURE
All individuals should remain where they are
Security Services personnel will assist with building evacuation if necessary
Security Services personnel will notify Consumers Power
If the power comes back on in a short time (two hours or less) operations will resume
If the power remains off for longer than two hours campus leadership will make a decision on whether or not to
close the campus
GAS LINE BREAK OR LEAK
Report the break or leak to Security Services 616-446-7098
Security Services will clear the immediate area and evacuate the building if needed
DO NOT turn off radios lights computers or other office equipment
Security Services will contact the utility company
WATER MAIN BREAK
Security Services or facilities will contact the Water Department
All employees and students should be notified that the restroom facilities will not be available
SECURITY CELL 616-446-7098
71
Policy Chapter Updating Process Date Revised 709
Policy Title Post Incident Debriefing Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
POST INCIDENT DEBRIEFING
Once the incident is over a debriefing should take place with those who were involved The purpose of this process is to improve our reaction to future incidents The following is a general list of questions that can be asked
Type of Incident
Date of Incident Time of Incident
Initial notification received by
Was the VP of Risk Management notified soon after the event [ ] Yes [ ] No [ ] NA
Were the appropriate people notified of the situation [ ] Yes [ ] No [ ] NA
Was there good communication with the Risk Management Team [ ] Yes [ ] No [ ] NA
Was there good communication with the local Crisis Management Team [ ] Yes [ ] No [ ] NA
Was there appropriate communication with Cabinet Members [ ] Yes [ ] No [ ] NA
Was there appropriate communication with Faculty Staff and Students [ ] Yes [ ] No [ ] NA
What changes could there have been to make communication better
What actions were taken that was effective
What are the opportunities for improvement
What changesadditions are needed for the crisis management manuals
On the back of the page map the incident timeline
72
Policy Chapter Testing Date Revised 709
Policy Title Testing amp Training Process Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
TESTING amp TRAINING
The testing process for possible crisis situations will be done in the following three ways
1 Scenarios will be presented to the Risk Management and Crisis Management teams in the form of table top exercises This will be done in the regular meetings
2 Simulation of actual events
3 Instruction is given on how to react to a crisis The below document is given to all employees and placed in many
locations within the facilities
EMERGENCY RESPONSE PROCEDURES
University Crisis Management
Emergency Response
Security Management
LOCATION CRISIS MANAGEMENT TEAM
HOW TO REPORT AN INCIDENT
SUSPICIOUS PERSONS
STALKINGTHREATSHARASSMENT
VIOLENT BEHAVIOR
ACTIVE SHOOTER RESPONSE
BOMB THREAT
UTILITY FAILURE
FIRE RESPONSE
SEVERE WEATHER
FIRST AIDBLOODBORNE PATHOGENS
MAIL SECURITY
73
GLOSSARY OF TERMS
1 CMT- Crisis Management Team A crisis management team consists of representatives from Human Resources Security Services Facilities IT etc These teams are located at every location within the University and are responsible for crisis management at that particular location
2 RMT ndash Risk Management Team The risk management team consists of representatives from Human Resources Security Services Facilities IT etc This team is located at Lettinga and is responsible to develop procedures manage crisis management teams and communicate with the administration
3 EOC ndash Emergency Operations Center Headquarters for the Crisis Management team to manage and coordinate the companyrsquos business recovery efforts
Policy Chapter Appendix A Date Revised 709
Policy Title Glossary of Terms Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
74
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic Lower West Page Number 1 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
Gas Valve Electrical Panel
Geothermal
Pumps
75
Sprinkler Shutoff
Water Shutoff
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic Lower East Page Number 2 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
76
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 1st West Page Number 3 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
77
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 1st East Page Number 4 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
78
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 2nd
West Page Number 5 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
79
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 2nd
East Page Number 6 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
80
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 3rd
West Page Number 7 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
81
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 3rd
East Page Number 8 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
82
Water Shutoff Electrical
Shutoff
Gas Shutoff
Fire Suppression
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Student Center Lower Level Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
83
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Student Center Main Level Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
84
Electrical
Shutoff
Water Shutoff
Fire Suppression
All Shutoffs
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Cook Hall Basement Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
85
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Cook Hall Floors 1-4 Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
F1 F2
F3 F4
86
Electrical Shutoff
Water Shutoff
Fire Suppression
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Meijer Hall Basement Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
87
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Meijer Hall Floors 1ndash5 Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
F1 F2 F3
F4 F5
88
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title South Hall 1st amp 2
nd Floor Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
F1
F2
89
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title South Hall 3rd
and 4th Floors Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
F3
F4
90
Policy Chapter Appendix C Date Revised 709
Policy Title General Telephone Numbers Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
NAME WORK NUMBER CELL NUMBER TITLE
Anderson Kristine 616-742-1726 231-329-4667 Director of Employee Relations
Ballard Paul 616-554-5687 616-862-6532 Exe Director of Student Affairs
Bean Brent 616-451-3511 ext 1495 616-889-3875 IT S Manager
Beausoleil Gail 616-554-5394 616-292-5446 Director of Career Services
Bill Chris 616-732-1151 616-540-7396 VP or Human Resources
Bloom Deb 616-732-1124 616-340-3402 Exe Dir Of government amp Com Relations
Bruyn Kim 616-732-1165 616-540-7711 Exc VP for Advancement
Caledonia Fire amp Rescue 616-891-0940 Caledonia Township Fire amp Rescue
Caledonia High School 616-891-8129 Caledonia High School
Caledonia Middle School 616-891-8649 Caledonia Middle School
Communication Fax 616-732-1179 Communication Fax
CSC 1-800-322-3984 Customer Support Center
Donovan Sherri 616-233-3472 616-233-3472 Exe Director of Academic Services
Dutton Christian School 616-698-8660 Dutton Christian School
Engblom Rob 616-554-5087 865-803-7350 Exe Director of Housing
Finkler Kathy 616-732-1085 616-446-5303 Director of Customer Support
Fischer John 616-554-5005 616-822-1088 Director of Facilities
Fisher Christine 616-732-1168 616-340-2525 Exe Administrative Assistant
Fowler Don 616-732-1206 269-598-7546 Director of Student Services
Harrison Joy 616-554-5820 616-283-2910 Exc Director of Academic Services
Hogan Brian 616-437-3234 HiTec Cleaning Services
Hooser Malachi 616-5545386 616-308-9232 Call Center Manager
Hotline 1-800-525-8282 Emergency Hotline
IT Weekend Emergency Number 616-481-6011 IT Weekend Emergency Number
Jensen Rick 616-732-1172 616-706-2608 News Information Manager
Jones Apple 616-554-4743 616-560-4856 Department Coordinator
Kent County - Main 616-632-6100 Kent County Sheriff Department
Kent County - Substation 616-632-6490 Kent County Sheriff Department
Kingrey Daryl 616-554-5395 616-481-2239 VP of Admissions
Knechtel Heather 616-554-5388 517-974-5793 Director of Admissions
91
Policy Chapter Appendix C Date Revised 709
Policy Title General Telephone Numbers Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
NAME WORK NUMBER CELL NUMBER TITLE
Kraska Nick 616-7732-1120 HRIS Coordinator
Lemmon Bill 616-732-1087 616-450-4933 Director of Networking
Lemmon Nicholas (Hi-Tec) 616-662-1623 616-732-1303 VP of Operations - Hitec Cleaning
Likely Nygil 616-554-5316 616-719-6457 Director of Student Services
Loud Tammy 616-554-5396 517-490-5940 VP of Student Services
Lowden Paul 616-554-5050 616-901-1787 Director of Athletics
MacDonald Meghan 616-554-4766 616-610-7690 Bookstore Manager
Manning Janet 616-774-5415 ext 238 Gallagher Risk Management Services
McCormick Nathan 616-732-1128 616-745-7142 Exe Director of Facility Operations
McLaughlin Karen 616-698-7111 616-970-5866 Asst Director of LInC
Miller Brian 616-732-1195 616-821-2618 VP of IT
Miller Linda 616-233-0922 VP Arthur Gallagher Insurance
Miller Matthew 586-620-4050 616-780-6346 Exe Director of Security
MSP 616-647-0800 Michigan State Police
Page Sally 616-554-5668 616-780-1394 Exe Director of Libraries
Salinas Kim 616-732-1072 616-813-7165 Benefits Manager
Scott Kirsten 616-554-5311 616-891-7623 Adm Asst Student amp Career Services
Security Services 616-446-7098 Security Services
Shull Lindsey 616-554-5528 616-901-2036 Regional Health Internship Manager
Sievert Linda 616-395-4603 616-745-3030 Director of Student Services - Holland
Stodola Mike 616-554-5138 616-893-7314 Director of Student Center
Terpstra Duane 616-732-1155 616-581-5295 VP of Risk Management
Teuscher Jolene 616-732-1096 616-318-4669 Employee Relations Manager
TV 13 616-785-1313 TV 13
Wagner Natalie 616-554-5821 616-901-0666 Executive Director of Student Life
Williams Ben 616-732-1104 517-303-4955 Information Technology Services
Woods Tom 616-554-5301 517-230-9834 Exe Director of Student Services
92
Family Educational Rights and Privacy Act of 1974 (FERPA)
The Family Educational Rights and Privacy Act (FERPA) is a federal law designed to protect the privacy of students education records The law applies to all schools that receive funds under an applicable program of the US Department of Education
FERPA gives parents certain rights with respect to their childrens education records These rights transfer to the student or former student who has reached the age of eighteen or is attending any school beyond the high school level Students and former students to whom the rights have transferred are called eligible students
Parents and eligible students have the right to inspect and review all of the students education records maintained by the school Schools are not required to provide copies of materials in education records unless for reasons such as great distance it is impossible for parents and eligible students to inspect the records Schools may charge a fee for copies
Parents and eligible students have the right to request that a school correct records believed to be inaccurate or misleading If the school decides not to amend the record the parent or eligible student then has the right to a formal hearing After the hearing if the school still decides not to amend the record the parent or eligible student has the right to place a statement with the record commenting on the contested information in the record
Generally the school must have written permission from the parent or eligible student before releasing any information from a students record However the law allows schools to disclose records without consent to the following parties
o school employees who have a need-to-know o other schools to which a student is transferring o certain government officials in order to carry out lawful functions o appropriate parties in connection with financial aid to a student o organizations doing certain studies for the school o accrediting organizations o individuals who have obtained court orders or subpoenas o persons who need to know in cases of health and safety emergencies o state and local authorities within a juvenile justice system pursuant to specific state laws
Schools may also disclose without consent directory type information such as a students name address telephone number date and place of birth honors and awards and dates of attendances However schools must tell parents and eligible students about directory information and allow parents or eligible students a reasonable amount of time to request that the school not disclose directory information about them
Schools must notify parents and eligible students of their rights under this law The actual means of notification (special letter inclusion in a PTA bulletin student handbook or newspaper article) is left to the discretion of each school
For additional information or technical assistance call (202) 260-3887 or TDD (202) 260-8956 or contact
Family Policy Compliance Office US Department of Education 600 Independence Avenue SW Washington DC 20202-4605
Policy Chapter Appendix D Date Revised 0111
Policy Title FERPA Facts Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
93
EMERGENCY NOTIFICATION SCRIPTS
Test Message
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System This is a test of the mass notification system Davenport University is using this system to keep you informed in the event of an emergency If this had been an actual emergency you would receive official information andor instructions This concludes this test of Davenportrsquos Mass Communication Alert System Thank you for your attention END OF MESSAGE (SMS) This is a test of Davenportrsquos Alert System If this had been an actual emergency you would receive official information andor instructions
Natural Disasters
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System On June 2 2009 a Tornado struck the Caro Campus Damages are reported to be light No injuries have been reported The campus is closed until further notice All students should stay away Be advised that roads may be damaged Travel with caution Thank you for your attention End of Message (SMS) On June 2 2009 a Tornado struck the Caro Campus Damages are reported to be light The campus is closed until further notice
Armed Suspect
(Phone)(E-Mail) This is a message on the Davenport Mass Communication Alert System At June 2 2009 an individual possessing a firearm was reported to be on the Warren Campus The Warren police department has been notified of the situation and is presently on campus We urge everyone on campus to remain in your residence classroom or office with the doors and windows secured If you are currently off campus stay away until further notice Please call 911 if you observe any threatening individuals on or near to campus Thank you for your attention End of Message (SMS) On June 2 2009 at 900 aman individual possessing a firearm was reported to be inside our Livonia Campus Stay in place amp barricade
Policy Chapter Appendix E Date Revised 709
Policy Title Emergency Notification Scripts Page Number 1 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
94
Assault with a Deadly Weapon
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System It has been reported to Davenport University that an individual was recently a victim of an assault with a knife in the parking lot at the Flint campus This took place on June 2 2009 at 1000 am The individual sustained minor injuries and is being treated at a local hospital The incident is still an on-going investigation with the Flint police department Students are advised to be cautious and call 911 to report any suspicious behavior or persons Thank you for your attention End of Message (SMS) On June 2 2009 at 1000 am an individual at the Flint campus was a victim of an assault wa knife Student are advised to be cautious
Bomb Threat
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System On June 2 2009 at 1100 am Davenport University received a threat from an unknown caller that a bomb was set to go off at the Holland campus at Noon The Holland Police departmentrsquos bomb squad is at the scene and conducting a full investigation It will also be assessing the threat level to the University The building has been evacuated and all persons still inside the building must evacuate now A secure perimeter has been established around the area and it is off limits until further notice Thank you for your attention End of Message (SMS) On June 2 2009 at 1100 am the Holland campus of Davenport University received a threat from an unknown caller that a bomb was set to go off in Noon
Gas Main Break
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System There has been a gas main break at the Saginaw campus of Davenport University Evacuate the area Stay away from the area until the situation is resolved Additional information will be given as the situation is resolved End of Message (SMS) We urge everyone to evacuate the Saginaw campus due to a gas main break Please stay away until the situation in resolved
Policy Chapter Appendix E Date Revised 709
Policy Title Emergency Notification Scripts Page Number 2 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
95
Gunshots
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System On June 2 2009 at 100 pm Davenport University received reports of gunshots fired in the parking lot at the Kalamazoo campus The police department has been notified of the situation and is presently on campus We urge everyone on campus to remain in your classroom or office with the doors and windows secured If you are currently off campus stay away until further notice Thank you for your attention End of Message (SMS) We urge everyone at the Kalamazoo campus to remain where you are amp secure doors amp windows If off campus stay away until further notice
Hazardous Materials
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System On June 2 2009 at 200 pm a hazardous material situation is occurring at the Battle Creek campus of Davenport University A hazardous materials team is on scene A secure perimeter has been established and the buildings are off limits until further notice Thank you for your attention End of Message (SMS) There is a hazardous materials spill at the Battle Creek campus and a secured perimeter has been established Buildings are off limits until further notice
Homicide
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System It was reported to Davenport University that an individual was recently a victim of homicide by at the Livonia campus on or about June 2 2009 at 300 pm The incident is still an on-going investigation with the Livonia police department at this time If you find yourself in a position of concern or witness any suspicious persons on campus please immediately contact the 911 Thank you for your attention End of Message (SMS) Davenport University Livonia campus has a victim of homicide by that occurred in the parking lot on June 2 2009 at 300 pm No arrest has been made
Policy Chapter Appendix E Date Revised 709
Policy Title Emergency Notification Scripts Page Number 3 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
96
Power Failure
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System We are currently experiencing a power failure at the Lansing campus The estimated duration of the power outage is unknown Additional updates will be given End of Message (SMS) There is a power outage at our Lansing campus Duration unknown Additional updates will be given
Violent Crime
(Phone)(E-mail)
This is a message on the Davenport Mass Communication Alert System On June 2 2009 at 500 pm an assault was reported at the Warren campus We ask that you offer your full cooperation to the police department if asked Please call 911if you observe any threatening individuals on or near to campus Thank you for your attention End of Message (SMS) On June 2 2009 at 500 pm an assault was reported at the Warren campus The police department has launching an investigation
Policy Chapter Appendix E Date Revised 709
Policy Title Emergency Notification Scripts Page Number 4 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
97
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Academic Building Page Number 1 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
98
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Academic Building Page Number 2 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
99
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Cook amp Meijer Halls Page Number 3 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
100
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash South Hall Page Number 4 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
101
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Student Center Main Page Number 5 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
102
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Student Center Lower Page Number 6 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
14
Policy Chapter Response Procedures Date Revised 0111
Policy Title DU-Alert Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
DU-ALERT
HIGHER EDUCATION OPPORTUNITY ACT
The Higher Education Opportunity Act (Public Law 110-315) (HEOA) was enacted on August 14 2008 Under Title IV
the federal law requires all colleges and universities to have a notification and warning plan in place to alert the campus
community of an emergency The US Department of Education is still in the process of developing the regulations that will
coincide with this law and will amend the Code of Federal Regulations (34CFR) in the fall of 2009
DU ALERT EMERGENCY NOTIFICATION SYSTEM
1 The Du Alert service is used to transmit brief urgent messages to a large segment of an institutionrsquos population as
quickly as possible It is strongly recommended that this system be used for unplanned emergency events which
have the opportunity to affect the entire campus Use of this system for specific building closures which impact
the campus is also encouraged
2 The final regulations clarify the difference between the existing timely warning requirement and the new
requirement for an emergency notification policy While a timely warning must be issued in response to specific
crimes an emergency notification is required in the case of an immediate threat to the health or safety of students
or employees occurring on campus Emergency notifications may include but are not limited to
Bomb threats or other imminent violent threats
Fires natural gas leaks and hazardous spills affecting the entire campus
Building evacuations and lock downs affecting the entire campus
Biological or pandemic emergency notifications
Natural disasters and weather advisories
Power outages and utility failures resulting in an imminent threat
Campus closure due to declared civil emergency
Sample scripts can be found in the appendix Emergency information can be sent to the following devices
Cell Phone
Home Phone
PDA
Work Phone
Voice Mail
Text
15
DU-ALERT
CONTROL OF ACCESS
There is a small group of administrators who are authorized to report emergency events through DU-Alert These
are as follows
Duane Terpstra
Office 616-732-1155
Cell 616-581-5295
Home 616-786-0293
Matthew Miller
Office 586-620-4050
Cell 616-780-6346
Shallan Spielmaker
Office 517-367-8211
Cell 616-581-1453
Nathan Schumacher
Office 586-620-4054
Cell 586-201-8099
Policy Chapter Response Procedures Date Revised 0111
Policy Title DU-Alert Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
16
Policy Chapter Response Procedures Date Revised 0111
Policy Title Emergency Hotline Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
EMERGENCY HOTLINE
A toll free emergency hotline has been established at Davenport University that can be used for emergency information
and weather conditions causing the cancellation of classes or closing of locations This one number for all locations is
1-800-525-8282 or Ext 8282
DU Campus Closing Line Main Menu Greeting
YOU HAVE REACHED THE DAVENPORT UNIVERSITY CAMPUS CLOSING LINE IF YOU KNOW YOUR
TWO DIGIT CAMPUS IDENTIFICATION NUMBER YOU MAY DIAL IT AT ANY TIME DURING THIS
MESSAGE FOR LANSING DIAL 03 FOR KALAMAZOO DIAL 04 FOR MIDLAND DIAL 05 FOR BATTLE
CREEK DIAL 08 FOR HOLLAND DIAL 09 FOR FLINT DIAL 10 FOR SAGINAW DIAL 11 FOR WARREN
DIAL 12 FOR ALMA DIAL 15 FOR CARO DIAL 16 FOR GAYLORD DIAL 19 FOR TRAVERSE CITY DIAL
20 FOR LETTINGA DIAL 33 OR FOR LIVONIA DIAL 35 TO LISTEN TO THIS MESSAGE AGAIN TOUCH
THE KEY
Suggested Message for the Individual Campuses
ltCAMPUS NAMEgt CLASSES ARE IN SESSION AS SCHEDULED
Example
LETTINGA CAMPUS CLASSES ARE IN SESSION AS SCHEDULED
To change a message
1 Dial 7002 for voice item maintenance 2 Dial the application ID for the message yoursquod like to change
3 Dial the password for the application
4 Dial 2 to review the current recording
5 Listen to the recording to make sure you are changing the correct one
6 Dial 5 to begin recording
7 Say the message yoursquod like callers to hear
8 Dial to end recording
9 Dial 2 to review the recording
17
Policy Chapter Crisis amp Risk Management Teams Date Revised 709
Policy Title University Risk Management Team Page Number 1 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
UNIVERSITY RISK MANAGEMENT TEAM
The University Risk Management Team assists in developing plans for crisis management response throughout the University There will be additional employees who attend the Risk Management meetings which can give professional direction in their areas of expertise Below is the list of Risk Management team members and their office and cell numbers
NAME O FFICE CELL TITLE
Anderson Kristine 616-742-1726 231-329-4667 Director of Employee Relations amp Recruitment
Ballard Paul 616-554-5687 616-862-6532 Executive Director of Student Affairs
Crkovski Susan 586-620-4055 586-744-0876 Executive Director of Student Services
Engblom Rob 616-554-5087 865-803-7350 Executive Director of Housing amp Residential Life
Hooser Malachi 616-554-5386 616-308-9232 Call Center Manager
Jenson Rick 616-732-1172 616-706-2608 News Information Manager
Jones Apple 616-554-4743 616-560-4856 Department Coordinator - School of Technology
Knechtel Heather 616-554-5388 517-974-5793 Director of Admissions
Loud Tammy 616-554-5396 517-490-5940 VP of Student Services
Lowden Paul 616-554-5050 616-901-1787 Director of Athletics
McCormick Nathan 616-732-1128 616-745-7142 Executive Director of Facility Operations
Miller Matthew 586-620-4050 616-780-6346 Executive Director of Security Services
Page Sally 616-554-5668 616-780-1394 Executive Director of Libraries
Shull Lindsey 616-554-5528 616-901-2036 Regional Health Internship Manager
Stodola Mike 616-554-5138 616-893-7314 Director of Student Center
Terpstra Duane 616-732-1155 616-581-5295 VP of Risk Management
Wagner Natalie 616-554-5821 616-901-0666 Executive Director of Student Life
Williams Ben 616-732-1104 517-303-4955 Information Technology Services
Woods Tom 616-554-5301 517-230-9834 Executive Director of Student Services
18
Ensure all necessary actions are taken for safeguarding human lives
Ensure all necessary actions are taken for protecting assets
Communicate with Executive Management on status of events related to Crisis
Coordinate with Support Teams to assess the impact of the crisis and the effect on the facility
Remain visible to employees Contact affected employees to assess the impact of the crisis on business processes
Determine whether any impacts resulting from the incident warrant activation of Disaster Recovery Plans
The Risk Management Team will communicate regularly with Campus Crisis Management Teams
Supervise the management of normal business operations
Determine all audiences who need communication general public media students families etc
Determine if other locations are going to be affected and communicate the situation and provide guidance
Let everyone involved know where to send press calls
Provide an official university response to an incident
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Risk Management Responsibilities Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
RISK MANAGEMENT TEAM RESPONSIBILITIES
The Risk Management team is the center of policy development and communication when a crisis occurs Local crisis management teams will be assisted by the Risk Management team during a crisis The Risk Management team communicates with University leadership Below are the details of the responsibilities and a simple action list
RMT ACTION LIST
Assemble local Risk Management Team
Brief the team members on the situation and discuss
the steps that are being taken
Coordinate with HR representative to address
employee life safety issues
Provide continuous updates to the Cabinet regarding
the actions taken and the status of the response
effort
Inform Local Crisis Management Teams of Cabinet
concerns questions or feedback and ensure that any
issues are addressed
RISK MANAGEMENT TEAM RESPONSIBILITIES
19
RMT MEETING AGENDA
Assign a note-taker
Take attendance
Event Status
a What happened
b Has it affected our employees
c How severe is it
d What is being done
e What is the potential for escalation
Employee Status
Technology status including telecom
Infrastructure (power water phones wireless)
Communications
a What is the message
b Methods for communication
c Determine schedule for updates
Accounting for employees
a Roll Call
b Outreachfollow-up
Support for our employees
Updates to executives
Review actions and who is responsible and determine next
meeting time
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Risk Management Agenda Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
RISK MANAGEMENT MEETING AGENDA
The below agenda is developed to assist in the initial meeting when a crisis has occurred
Facility Status
20
Policy Chapter Crisis amp Risk Management Teams Date Revised 0111
Policy Title Crisis Management Team Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
LOCAL CRISIS MANAGEMENT TEAM
The Crisis Management team is the center of policy development and communication at the local campus The responsibilities of the Crisis Management team is comparable to the Risk Management team but at the local level Please make reference to the job description of the Risk Management team Below is a list of the Crisis Management team members and their office and cell numbers
NAME O FFICE CELL TITLE
Anderson Kristine 616-742-1726 231-329-4667 Director of Employee Relations amp Recruitment
Bean Brent 616-732-1097 616-889-3875 Information Technology Services
Beausoleil Gail 616-554-5394 616-292-5446 Director of Career Services
Engblom Rob 616-871-6755 865-803-7350 Executive Director of Housing amp Residential Life
Fischer John 616-554-5005 616-822-1088 Director of Facilities
Fowler Don 616-554-5193 269-598-7546 Director of Student Services
Hooser Malachi 616-554-5386 616-308-9232 Call Center Manager
Jones Apple 616-554-4743 616-560-4856 Department Coordinator - School of Technology
Knechtel Heather 616-554-5388 517-974-5793 Director of Admissions
Likely Nygil 616-554-5316 616-717-8243 Director of Student Services
Lowden Paul 616-554-5050 616-901-1787 Director of Athletics
McLaughlin Karen 616-554-5655 616-970-5866 Asst LInC Director
Stodola Mike 616-554-5138 616-893-7314 Director of Student Center
Terpstra Duane 616-732-1155 616-581-5295 VP of Risk Management
Wagner Natalie 616-554-5821 616-901-0666 Exec Director of Student Life
Willis Dena 616-554-5517 616-617-4977 Student Success Manager
21
PANDEMIC PLANNING TEAM
In the Spring of 2009 the Cabinet approved the development of a multidisciplinary Pandemic Planning team to lead
a comprehensive effort to prepare the university for a potential outbreak of pandemic influenza Building on the
universityrsquos existing plans for crisis management and emergency response this team will
1 Develop policies and short-term and long-term procedures to guide the universityrsquos preparedness in
anticipation of an outbreak of pandemic flu
2 Identify critical resources supplies and materials the university would need to have available to address
such an emergency and how best to obtain them
3 Identify key factors or conditions that will trigger critical decision-making on the part of the University
and recommend who will need to make those critical decisions and what they should be
4 Ensure all decisions are in accordance with local state and federal recommendations and mandates The Pandemic Planning team is responsible for the development of Davenportrsquos Pandemic Influenza Preparation and Response Plan In addition the Pandemic Planning team engages units (schools departments teams committees etc) in a coordinated planning process and oversees the education of the Davenport community about the pandemic threat the Universityrsquos response plans and the need for all members of the community to be informed and involved in the preparedness efforts
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Pandemic Planning Team Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
NAME OFFICE CELL TITLE
Anderson Kristine 616-742-1726 231-329-4667 Director of Employee Relations amp Recruitment
Ballard Paul 616-554-5687 616-862-6532 Executive Director of Student Affairs
Bill Chris 616-732-1151 616-540-7396 VP of Human Resources
Engblom Rob 616-554-5087 865-803-7350 Executive Director of Housing
Harrison Joy 616-554-5820 616-283-2910 Executive Director of Academic Services
Jenson Rick 616-732-1172 616-706-2608 News Information Manager
Loud Tammy 616-554-5396 517-490-5940 VP of Student Services
McCormick Nathan 616-732-1128 616-745-7142 Executive Director of Facility Operations
Salinas Kim 616-732-1072 616-813-7165 Benefits Manager
Shull Lindsey 616-554-5528 616-901-2036 Regional Health Internship Manager
Terpstra Duane 616-732-1155 616-786-0293 VP of Risk Management
VanderVelde Kathleen 616-732-1191 616-292-3177 Director of University Communications
Williams Ben 616-732-1104 517-303-4955 Information Technology Services
22
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Recovery Process Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
RECOVERY PROCESS
Once assured that conditions are safe the Crisis Management Team will focus on returning the location to normal operations
Depending on the nature of the crisis the Crisis Management Team will provide the location with factual information regarding the crisis situation as well as details about recovery activities This information may be provided in the form of memoranda town hall meetings voice mail messages or other methods of communications
In the event that an emergency requires closure the Davenport University Emergency Hotline (formerly the Weather
Hotline) will be activated The hotline number is 1-800-525-8282 Up-to-date information on reopening will be made available
Staff and students should not return until the University is officially reopened All administrators facility and security personnel should report to work unless otherwise notified On a case-by-case basis other members will be asked to report to work to assist in recovery efforts
In the event of building damage the recovery process will include a repair and clean-up component led by Facility Operations If regularly scheduled classes cannot be held due to physical damage the Crisis Management team in conjunction with Academic Services will immediately begin efforts to reschedule classes to other locations Since these efforts may result in time changes as well information regarding schedule changes will be posted via the Davenport University website and through email communications
23
CRISIS MANAGEMENT TEAM RESPONSIBILITIES
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Specific CM Responsibilities Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
Local Crisis Management teams handle the day to day issues of a location They ensure the safe evacuation of all
employees liaison with civil authorities and interface with the security team and manage the crisis with internal
departments The following are the general job requirements of those departments represented on the crisis management
teams throughout the University
Facilities
Damage assessment salvage and restoration
Preparing the alternate location(s) for occupancy
Coordinating temporary relocation of staff
Procurement of supplies and equipment
Handling of OSHA issues
Human Resources
Account for all employees
Contacting employee andor families
Providing assistance to individual employees
Ensuring continuance of salaries and benefits
Oversee payroll activitiesInterface with Payroll
Communications
Determine all audiences who need communication general public media students families etc Determine if
other campuses are going to be affected and communicate the situation and provide guidance Let everyone involved know where to send press calls
Coordinate with the Risk Management Team to determine information to be communicated to students
Use the University Emergency Hotline for the purpose of informing faculty staff and students (families) during a
crisis
IT Team
Recovering server-based systems
Restoring data
Restoring computers and computer activity
Re-establishing voice and data communications
Student Services
Account for all students
Contacting students and or families
Providing assistance to students
Determine living arrangements
Security Services
Administering building security
Access throughout the facility (card access) Granting Issuing and Validating
Intrusion detection Prevention (cameras alarms)
Incident handling
InOut facility checks (validate employment) Scheduling security personnel
Fire Safety Building evacuation
Interface with local authorities (Fire Police Hazmat Poison Ctrl 3E etc)
24
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Job Responsibility Form Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
JOB RESPONSIBILITY FORM
The below form is an example of a process used for the purpose of coordinating the completion of the necessary responsibilities given out to specific people within internal departments
Human Resources
Account for all employees
Contacting employee andor families
Providing assistance to individual employees
Ensuring continuance of salaries and benefits
Oversee payroll activitiesInterface with Payroll
NAME TITLE RESPONSIBILITY DATE COMPLETED
25
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Emergency Resource Kits Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
EMERGENCY RESOURCE KITS
The campus will be equipped with emergency management kits
The emergency resource kit includes
This emergency resource kit must be accessible for all emergencies When leaving the building for fire alarms or other
emergency situations the kit must be carried out of the building
Example If there is a fire alarm and there is a real fire you will not be allowed back in the building until the fire
has been extinguished Under these types of circumstances the contents of the emergency resource kit will be
beneficial
Batteries
Battery powered radio
Bottle of Water
Class Schedule
Crisis Management Plan
Disposable Camera
DU Telephone Directory
First Aid Kit
Flashlight
Floor Plan or Map
Latex Gloves
List of Areas School Numbers
Phone Tree
Plastic Bags
Student Roster
Telephone Book
Writing Utensils
Yellow Role of Caution Tape
LOCATION OF EMERGENCY KITS
1 Welcome Center Desk
2 Academic Office
3 LINC
4 Student Life
5 Residence Halls
26
Policy Chapter Situational Procedures Date Revised 909
Policy Title Active Shooter Response Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
ACTIVE SHOOTER RESPONSE
The following guidelines are offered in order to provide you with useful information in the event of an active shooter
SECURE IMMEDIATE AREA
Close doors and lock them if possible
Turn off lights
Close blinds
Keep calm quiet and out of sight
CONTACTING AUTHORITIES
Call 911
Report your specific location office or room number
Number of people at your specific location
Number and type of injuries
Assailant(s) location number of suspects race and gender clothing description physical features type of
weapons and shooter identity if known
UN-SECURING AN AREA
Consider risks before un-securing rooms
Attempts to rescue people should only be attempted if it can be accomplished without further endangering the
persons inside a secured area
If doubt exists for the safety of the individuals inside the room the area should remain secured
SECURITY CELL 616-446-7098
27
Policy Chapter Situational Procedures Date Revised 709
Policy Title Defibrillators Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
FOR THOSE SITES THAT HAVE DEFIBRILLATORS
AED (Automated External Defibrillator) is used in emergency medical situations where the heart of the victim has stopped
beating and the victim is no longer breathing CPR is to be administered during a heart attack along with using the AED Those trained and certified in CPRAED procedures should be the ones who use the AEDrsquos as the Good Samaritan Act will
cover any problems or injuries during this life saving procedure
An AED is fairly simple to use For the most part the instructions are done in pictures and sound once the unit is opened up
and powered up for operation Follow the pictures and prompts in order to properly use this device For a male victim a
razor may be used in order to shave hair from the areas that the AED pads will be administered in order for proper contact
with the body For females removal of the bra may be needed in order to have proper body contact from the AED pad
An AED should be used within the first few minutes of a heart attack or as soon as it can be administered The AED
delivers an electrical shock that aids in attempting to establish a regular heart rhythm to aid in proper circulation of the
blood amp oxygen in the blood No one should be touching the victim when the AED delivers the shock Prompts from the
AED will be given as to what to do if the victim is shockable and when not to touch the body
CPR and AED should be used on heart attack victims when they are unresponsive and have no pulse or not breathing This
rescue procedure should be maintained until EMTrsquos or First Responders arrive to take over the medical care of the victim
AEDrsquos should also be properly maintained when being stored Those responsible for Security Services will be responsible
for the maintenance and supply needs for the AEDrsquos on site Also proper documentation should be maintained when using
this device or any other life saving technique Documentation should be turned in to those responsible for Security
Services
If at all possible and as a general rule of thumb only staff that has been trained in the proper use of an AED should attempt
to use it There are however instances in which it would be imprudent to wait for a trained staff member If this is the case the AED has been designed in such a way that they are user friendly and a Good Samaritan can adequately administer
treatment with the device by following the instructions printed on the apparatus
IT WILL BE THE RESPONSIBILITY OF SECURITY SERVICES TO REPLACE THE BATTERIES OF THE
AED EACH YEAR
28
AFTER HOURS COVERAGE PLAN
SECURITY SERVICES
The Security Services Office coordinates security requirements for the campus manages the fire safety
alarm and assists when necessary if there is a disruptive studentvisitortrespasser on campus
The Security Services Officer is responsible for unlockinglocking the buildings and classrooms per
predetermined schedules and as needed for special events
An officer is on duty 24 hours a day 7 days a week
Contact an officer at 616-446-7098
Listed below are emergency contact numbers for Campus Administration and Director of Security
Services The officer on duty should be the one to make contact with these individuals in times of need
DO NOT GIVE OUT THE BELOW CONTACT NUMBERS
Policy Chapter Situational Procedures Date Revised 709
Policy Title After Hours Coverage Plan Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
POSITION NAME NUMBERS
Director of Student Services Nygil Likely Cell 616-719-6457
ED of Academic Services Joy Harrison Cell 616-283-2910
Home 616-301-2175
VP of Risk Management Duane Terpstra Cell 616-581-5295
Home 616-786-0293
29
Policy Chapter Situational Procedures Date Revised 709
Policy Title Bioterrorism Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
BIOTERRORISM
Various office locations in the country have received threatening letters through the mail Some of these letters stated that you have been exposed to anthrax or other biological materials Additionally these and other envelopes or packages could contain some type of life threatening powder or granules The following information and recommendations are being provided to help you safely and effectively handle these types of incidents
SUSPICIOUS UNOPENED LETTER OR PACKAGE MARKED WITH THREATENING MESSAGE SUCH AS ldquoANTHRAXrdquo
1 Do not shake or empty the contents of any suspicious envelope or package
2 PLACE the envelope or package in a plastic bag or some other type of container to prevent leakage of contents
3 If you do not have any container then COVER the envelope or package with anything (eg clothing paper trash can etc) and do not remove this cover
4 Then LEAVE the room and CLOSE the door or section off the area to prevent others from entering (ie keep others away)
5 WASH your hands with soap and water to prevent spreading any powder to your face
6 What to do nexthellip
Report the incident to local police and notify your building security official or an available supervisor
7 LIST all people who were in the room or area when this suspicious letter or package was recognized Give this list to both the local public health authorities and law enforcement officials for follow-up investigations and advice
ENVELOPE WITH POWDER AND POWDER SPILLS OUT ONTO SURFACE
1 DO NOT try to CLEAN UP the powder COVER the spilled contents immediately with anything (eg clothing paper trash can etc) and do not remove this cover
2 Then LEAVE the room and CLOSE the door or section off the area to prevent others from entering (ie keep others away)
3 WASH your hands with soap and water to prevent spreading any powder to your face
4 What to do nexthellip
Report the incident to local police and notify your building security official or an available supervisor
5 REMOVE heavily contaminated clothing as soon as possible and place in a plastic bag or some other container that can be sealed This clothing bag should be given to the emergency responders for proper handling
SECURITY CELL 616-446-7098
30
Policy Chapter Situational Procedures Date Revised 709
Policy Title Bioterrorism Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
6 SHOWER with soap and water as soon as possible Do Not Use Bleach Or Other Disinfectant On Your Skin
7 If possible list all people who were in the room or area especially those who had actual contact with the powder Give this list to both the local public health authorities so that proper instructions can be given for medical follow-up and to law enforcement officials for further investigation
QUESTION OF ROOM CONTAMINATION BY AEROSOLIZATION
For example small device triggered warning that air handling system is contaminated or warning that a biological agent released in a public space
1 Turn off local fans or ventilation units in the area
2 LEAVE area immediately
3 CLOSE the door or section off the area to prevent others from entering (ie keep others away)
4 What to do nexthellip
Dial ldquo911rdquo to report the incident to local police and the local FBI field office and notify your building security official or an available supervisor
5 SHUT down air handling system in the building if possible
6 If possible list all people who were in the room or area Give this list to both the local public health authorities so that proper instructions can be given for medical follow-up and to law enforcement officials for further investigation
HOW TO IDENTIFY SUSPICIOUS PACKAGES AND LETTERS
Some characteristics of suspicious packages and letters include the followinghellip
Excessive postage Handwritten or poorly typed addresses
Incorrect titles Title but no name
Misspellings of common words Oily stains discolorations or odor
No return address Excessive weight
Lopsided or uneven envelope
Excessive masking tape string etc
Ticking sound
Marked with ldquoPersonalrdquo or ldquoConfidentialrdquo
Visual distractions
Protruding wires or aluminum foil
Shows a city or state in the postmark that does not match the return address
31
Policy Chapter Situational Procedures Date Revised 709
Policy Title Bomb Threats Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
BOMB THREAT DIRECTIONS
IF YOU RECEIVE A THREAT BY LETTER OR EMAIL
Preserve the letter for investigation The letter should not be handled after it is opened
Notify security services who will notify local law enforcement
Do NOT turn off lights computers or appliances
Do NOT close any doors or windows
Do NOT use electronic wireless devices two-way radios intercompaging system or the fire alarm IF YOU RECEIVE A THREAT BY PHONE
Remain calm
Attempt to keep the caller on the phone as long as possible
Follow and complete the checklist on the following page
Notify security services who will notify local law enforcement
Do NOT turn off lights computers or appliances
Do NOT close any doors or windows
Do NOT use electronic wireless devices two-way radios intercompaging system or the fire alarm IF AN ACTUAL BOMB IS DISCOVERED
Notify security services who will initiate a building wide evacuation and contact local law enforcement
Evacuate the immediate area quietly and calmly
Do NOT assume that another bomb is not in the same general area
Do NOT turn off lights computers or appliances
Do NOT close any doors or windows
Do NOT use electronic wireless devices two-way radios intercompaging system or the fire alarm
Stand 300 or more feet from the building and wait for permission from location personnel to reenter
UNDER THESE CIRCUMSTANCES WE ASK THAT THE OFFICER BE CONTACTED WITHOUT THE USE OF
A WIRELESS DEVICE USE OF HARDWIRE TELEPHONES WILL BE ACCEPTABLE SECURITY SERVICE
NUMBER IS 616-446-7098
32
Policy Chapter Situational Procedures Date Revised 709
Policy Title Bomb Threats Checklist Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
QUESTIONS TO ASK CALLERrsquoS VOICE 1 When is the bomb going to explode __ Calm __ Angry __ Slow
__ Excited __ Rapid __ Soft 2 Where is the bomb right now LocationBuilding __ Laughter __ Crying __ Loud
__ Normal __ Distinct __ Slow 3 What does it look like __ Accent __ Stutter __ Lisp
__ Raspy __ Ragged __ Deep 4 What kind of bomb is it __ Disguised __ Familiar __ Nasal
5 What will cause it to explode __ Clearing Throat __ Deep Breathing
__ Cracking Voice 6 Did you place the bomb
If voice is familiar who did it sound like 7 What is your reason for the bomb
__________________________________ 8 What is your address
BACKGROUND SOUNDS
9 What is your name __ Street Noises __ Crockery
__ Factory Machinery __ Voices EXACT WORKING OF THE THREAT __ Children Voices __ Street Noises
__ PA System __ Music __ House Noises __ Motors
__ Office Machinery __ Clear __ Animal Noises __ Static
__ Local __ Booth __ Long Distance __ Other
LANGUAGE
__ Well Educated __ Foul __ Incoherent __ Taped
Sex of Caller __________ Race _____ __ Message read __ Irrational
Age __________ Length of Call _____ REMARKS
Number at which call is received ___________________________________
________________________________ Date __________ Phone ___________
BOMB THREAT CHECKLIST
WHAT INFORMATION DO YOU OBTAIN WHEN YOU
RECEIVE A BOMB THREAT OVER THE TELEPHONE
33
Policy Chapter Situational Procedures Date Revised 909
Policy Title Civil Disorder Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
CIVIL DISORDER
The purpose of this procedure is to assist personnel in dealing with civil disorder that would endanger life cause damage to property or otherwise disrupt the operations of the University Civil disorder may take several forms including but not limited to pickets marches rallies parades sit-ins trespassing riots sabotage and criminal damage to property In all cases no matter how minor there is always the potential for escalation The primary considerations in the event of civil disorder are protection of the lives and property of the University community and preservation of the academic environment
1 Remain calm 2 Assess the situation 3 Evacuate yourself and others from the area as necessary 4 Contact those responsible for security services 5 Contact those who can properly communicate with those involved in passive resistance 6 If danger is imminent call 911
There needs to be an understanding of passive vs aggressive activities For those activities that do not create a dangerous situation please do not contact local law enforcement Internal communications will take place on how to deal with the issue For those activities that do create a dangerous environment local law enforcement should be contacted In either case security services must be contacted (616-446-7098)
SECURITY CELL 616-446-7098
34
Policy Chapter Situational Procedures Date Revised 909
Policy Title Classroom Disruption Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
CLASSROOM DISRUPTION
There are different ways that classroom disruptions can be handled In order to understand this procedure definitions will
be given of the following
Disruption - an unwelcome or unexpected break in a process or activity
Disorderly - unruly resisting authority and disturbing the peace
Dangerous - likely to cause harm or actions that could result in injury
The following are general guidelines of options that can be enforced at the time of a classroom disruption
1 When a student is causing a disruption in class the professor will handle the issue by verbal commands
2 When a student is being disorderly the professor will ask the student to leave class A report is generated through
Student Services
3 When a student is likely to cause harm or actions could result in injury ask the student to leave the classroom If
there is a refusal terminate class and ask all the students to leave the classroom Contact 911 by classroom phone
or cell phone Proceed to call Security Services if they exist at your location A report is generated through
Security Services or Student Services
SECURITY CELL 616-446-7098
35
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Communicable Disease Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
COMMUNICABLE DISEASE
Communicable diseases are those that can be transmitted from person to person (or animal to human) via direct contact with
body fluids ingesting contaminated food or water inhalation of contaminated air or the bite of an infected insect Bacteria
viruses and parasites are some of the organisms that can cause communicable diseases
A student who has a communicable disease may attend Davenport University whenever through reasonable accommodation the risk of transmission of the disease is sufficiently remote Placement decisions will be made by using
current public health department guidelines concerning the disease in question Information on communicable diseases can
be found at the below website The website table of contents is located on the next page
httpwwwaccesskentcomHealthHealthDepartmentCD_EpidDisease_Fact_Sheetshtm
The determination of whether a student with a chronic communicable disease may attend Davenport University will be
made on an individual basis according to procedures implemented by the University in consultation with appropriate
University personnel the studentrsquos primary physician public health personnel the Universityrsquos legal counsel and the
student
A student who has a communicable disease may be denied admission to or may be dismissed from a particular program or
course of study whenever such communicable disease has a direct effect on the studentrsquos ability to perform a course of
study
The University shall respect the right to privacy of any student who has a chronic communicable disease or is a carrier The
studentrsquos medical condition shall be disclosed only to the extent necessary to minimize the health risks to the student and
others Persons deemed to have ldquoa direct need to knowrdquo will be provided with the appropriate information however these
persons shall not further disclose the information
CLEAN UP ndash If the communicable disease causes a need for decontamination Facilities will arrange proper cleaning of
contaminated areas as soon as possible Assessments of completion of decontamination will be provided to the appropriate
Leadership
36
COMMUNICABLE DISEASE
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Communicable Disease Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
D i s e a s e F a c t S h e e t s - F o u n d o n W e b s i t e
Arboviral Encephalitis
Anthrax
Botulism
Campylobacter
Chickenpox (images chickenpox chickenpox 2)
E coli
Fifth Disease (images hand body amp face)
Giardiasis
Hand Foot amp Mouth Disease (hand)
Head Lice (Michigan Head Lice Manual)
Hepatitis A
Hepatitis B
Hepatitis C
Lyme Disease (images rash rash 2) (Additional Information)
Meningitis
Monkeypox
MRSA (Methicillin Resistant Staphylococcus Aureus)
Norovirus (Norovirus Cleaning Guidelines)
Pertussis
Pink Eye
Pinworms
Poison Ivy (images arm blisters arm rash arm rash 2 plant plant 2)
Rabies
Ringworm (images face hand head)
Salmonellosis
SARS
Scabies
Scarlet Fever (images tongue body)
Shigellosis
Shingles (images arm shoulder)
Smallpox
Strep Throat
Syphilis Fact Sheet
Tick Borne Diseases (images Dog and Deer tick Lone Star tick amp others)
Tuberculosis
West Nile Virus
37
CONTINUITY PLAN
Policy Chapter Situational Procedures Date Revised 709
Policy Title Continuity Plan Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
ACADEMIC
If damage to a location forces evacuation of the facility for a length of time the VP of Risk Management will work with
the Group VP for Academic Services and other designated people to determine what courses could be handled at other locations Some classes could be handled at local establishments that will allow our use for a period of time
BUILDINGS
If damage to a location forces evacuation of the facility for a length of time the VP of Risk Management will work with
the Executive Vice President of FinancesCFO and other designated people to determine what nearby facilities could be
used for classes for a period of time Local schools are often used for this purpose Addresses of local schools are on the
next page
INSURANCE
There are two people who will need to be contacted from our insurance company immediately upon the closing of a location
due to damage These individuals will give us direction on what can be done as it relates to financing through the insurance
company
These individuals are as follow
Linda Miller-Szanto CIC LIC
Area Vice President
Arthur J Gallagher amp Co of Michigan Inc
161 Ottawa NW Suite 112 Grand Rapids MI 49503
Phone 616-233-0922
Fax 616-233-0923
Linda_Miller-Szantoajgcom
Janet Manning Claims Manager
Arthur J Gallagher Risk Management Services Inc
22930 9 Mile Road
St Clairs Shores MI 48080
Phone 586-774-5415 Ext 238
Fax 586-779-6769 Janet_Manningajgcom
38
Policy Chapter Situational Procedures Date Revised 709
Policy Title Continuity Plan Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
httpmichiganschooltreeorgcounties-page1html
Caledonia High School
9050 Kraft Avenue SE
Caledonia Michigan 49316
616-891-8129
Caledonia Middle School 9230 Kraft Avenue SE
Caledonia Michigan 49316
616-891-8649
Dutton Christian School
6729 Hanna Lake Road
Caledonia Michigan 49316
616-698-8660
39
Purpose
The purpose of fire drills is to ensure the efficient and safe exit of facilities in the case of an emergency Proper drills ensure orderly exit under control and prevent panic Order and control are the primary purposes of the drill Speed in emptying buildings while desirable is not in itself an object and should be made secondary to the maintenance of proper order
Responsibility
Fire drills shall be designed and conducted according to the occupancies specified below Responsibility for the planning and conduct of drills shall be assigned by campus risk management to competent persons qualified to exercise leadership A written record of all drills conducted should be maintained including a critique of the event This record should be maintained by risk management
General Guidelines
Drills shall include suitable procedures to make sure that all persons in the building or all persons subject to the drill actually participate If a fire drill is considered merely as a routine exercise from which some persons may be excused there is a grave danger that in an actual fire the drill will fail in its intended purpose
All drills will be preplanned but not preannounced Fire drills shall be held with sufficient frequency to familiarize all occupants with the drill procedure and to have the conduct of the drill a matter of established routine Sufficient frequency for Davenport University is to hold two fire drills each semester One will be held during the day and another in the evening This will give the majority of faculty staff and students the ability to be involved in a drill
Drills should be carefully planned to simulate actual fire conditions Not only should they be held at varying times but different means of exit should be used based upon an assumption that if some given stairway is unavailable by reason of fire or smoke all the occupants must be led out by some other route Fire exit drills should be designed to familiarize the occupants with all available means of exits particularly emergency exits that are not habitually used during the normal occupancy of the building
Fire Exit Drills in Specific Campus Occupancies
The usefulness of a fire drill and the extent to which it can be carried depends upon the character of the occupancy Drills are most effective in occupancies such as classrooms where the occupant load of the building is somewhat consistent In buildings where the occupant load is of a changing character no regularly organized fire drill is possible
In such cases the fire drills must be limited to the regular employees who can be thoroughly schooled in the proper procedure and can be trained to properly direct other occupants of the building in case of fire In occupancies such as the Student Center regular employees can be rehearsed in the proper procedure in case of fire Such training always is advisable in all occupancies whether or not regular fire drills can be held
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Fire Drills Page Number 1 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
FIRE DRILLS
40
The following sections address some of the special fire drill details which should be observed for specific occupancy classes
A Educational Occupancies ndash Academic and Administrative Buildings
All educational buildings on campus must hold two fire drills per semester preferably during the first four weeks of the semester Faculty and staff shall work in cooperation with risk management in scheduling drills before the semester begins
Evacuation instructions are to be conspicuously posted in each classroom and hallway to provide the necessary evacuation information and ensure orderly egress from the building Signs should also specify that elevators must not be used to exit during a fire drill
Classroom faculty and staff should be familiar with the easiest exit to be used in the fire drill and the alternative exits available Faculty and staff should close (not lock) doors and windows and take responsibility for checking facilities for complete evacuation All personal belongings within reach should be taken from classrooms by students
Handicapped students should inform faculty or staff at the start of the semester of any special requirements with respect to locations and procedures that will best facilitate those students egress from the building in an emergency In general wheelchair users should go to the stairwell which is furthest from the fire and wait for help Fire departments should be notified that stairwells be checked first Other handicapped persons should be assisted by students faculty or staff Do not leave a handicapped person alone
B Residential Occupancies
Residential facilities demonstrate the greatest need for adequate and effective fire exit awareness due to the potential loss of life Fire drills in residence halls must be performed twice a semester at a minimum Because of the nature of the occupancy it is usually the case that additional drills are performed due to false alarms
A major concern in residence hall fire drills is the resistance of residents to evacuate the building in the event of a drill Resident assistants and other staff must take responsibility for the complete and orderly evacuation of the building Education and awareness are key components to an effective fire evacuation program Directional signs in hallways and in each dorm room will help student to become more fully aware of their options
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Fire Drills Page Number 2 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
41
Special consideration must be given to handicapped students with regard to fire safety in residence halls To be most effective handicapped students should be required to evacuate the building during a fire drill regardless of their location in the building Preplanning is key for the handicapped person because hisher own familiarity with the buildings exists and the safest methods of egress is vital First responders should preplan by having designated individuals assigned to evacuate handicapped persons requiring assistance The handicapped person should also seek out buddies to assist in the evacuation and should explain all instructions beforehand No-one should be left behind during a fire drill or fire condition
To facilitate evacuation handicapped persons should be assigned to rooms on ground or egress level whenever possible Rooms should be identified on the outside of the building with a distinctly coded sign to advise the fire department without distinguishing the student If evacuation of a handicapped person is not possible heshe should return to the room close the door or proceed to the nearest stairwell if possible and wait for the fire department rescue For this reason each dorm should have a list of all handicapped students and their room location on file with the fire department
On each floor of the facility the resident staff should proceed down the hall knocking loudly on each door as heshe passes Staff should not unlock each door as this is time consuming and may result in danger to the staff person
C Assembly Occupancies ndash Student Center
Because actual fire drills are not practical for places of non-continuous assembly where the students or public body changes with each program employees or attendants of such places should be schooled in the duties they are to perform in case of fire in order to be of greatest service in effecting an orderly exit
An adequate number of competent attendants must be on duty when assembly occupancy is used Attendants should be instructed in the proper use of portable fire extinguishers and other manual fire suppression equipment if provided
Signs with directions for speedy and orderly egress should be posted
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Fire Drills Page Number 3 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
42
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Fire Drill Checklist Page Number 4 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
FIRE DRILL CHECKLIST
In the event of a fire pull the fire alarm The integrated fire alarm system is for use only in the event of a fire and should
NOT be used to evacuate the building for any other emergency
IMMEDIATELY
Remind students which exit to take as noted in each classroom regardless of where they are parked
Tell them to put on coats and to pick up purseskeys Leave all books notebooks etc in the classroom
Tell all students they MUST move to an area 300 feet from the building
You are to take a roster or safety sign-in sheet and a penpencil with you
Close all classroom windows
Turn off lights
Close all classroom doors
ONCE OUTDOORS
Announce that class is NOT cancelled automatically ndash notification of official cancellation of class will be
announced by campus personnel
Ask students to inform you if they select to leave and take note of all who leave the premises
Confirm through a roster or safety sign-in sheet that all students who were present that day are out of the building
You will be asked by Fire officials to verify this
Do not reenter the building until permission is granted by those having authority
43
Policy Chapter Situational Procedures Date Revised 709
Policy Title Fire Response - Disabilities Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
EVACUATION OF PERSONS WITH DISABILITIES
When emergency evacuation from a building becomes necessary special attention must be paid to the safety of persons
with disabilities Good planning is the best defense against unnecessary accidents and confusion Some people with
disabilities may not need help while others may This is why it is imperative that you ask the person if there is any way you
can be of assistance
Any campus building may have an employee student or visitor who is a person with disabilities The three most encountered are visual aural and mobility
Visibility ndash Visually impaired persons may need guidance to the primary exit or to a secondary exit
Aural ndash Aurally impaired individuals may not realize the alarm is sounding
Mobility ndash Evacuation between floors can be difficult Do not use elevators during emergencies
If persons with disabilities are frequently present in your office classroom or residence hall discuss evacuation plans with
them Travel with them over possible exit routes identify potential obstacles and ask their opinions
Mobility impaired persons should be evacuated by untrained personnel only when the situation is life threatening If it is
determined that there is no immediate danger consider remaining where you are and immediately inform a member of the crisis management team or those responsible for security services
In life-threatening situation where immediate evacuation is necessary always ask the person if you can help Then
personally assist the person with a disability down the stairs Some crutch and cane users may be able to use the stairs
others may not Ask them how they want your help
Wheelchair users should be carried in their chair only when at least two strong people are available who can control the
chair
Communicate with people who are deaf or who have hearing impairments When possible arrange emergency signals in
advance Keep verbal messages short Visual props such as cards or notes can be used to communicate Immediately tell them what is happening and keep them informed of the situation
44
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Flood Response Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
FLOOD RESPONSE
Take immediate steps to ensure the safety of the people in the building Attempt to contain the flood and limit the affected
area This may involve shutting off the water main Contact the Director of Facilities for further instructions on how to
proceed
Major flood issues will be handled by our insurance company Once the source of the flood has been determined and
terminated The insurance company will provide a restoration company for cleanup One of the following two people
needs to be contacted for this information
Linda Miller CIC LIC
Area Vice President
Arthur J Gallagher amp Co of Michigan Inc
161 Ottawa NW Suite 112
Grand Rapids MI 49503
Phone 616-233-0922
Fax 616-233-0923
Linda_Millerajgcom
Janet Manning Claims Manager
Arthur J Gallagher Risk Management Services Inc 22930 9 Mile Road
St Clairs Shores MI 48080
Phone 586-774-5415 Ext 238
Fax 586-779-6769
Janet_Manningajgcom
Academic - Water shutoff valves are located in the lower level mechanical room next to
classroom 001
Cook Resident Hall ndash Water shutoff valves are
located in the southeast corner of the basement
East Residence Hall ndash Water shutoff valves are
located in the southeast corner of the basement
Student Center ndash Water shutoff valves are
located in the mechanical room just north of the
west doors next to the dumpsters
AUTHORIZED FLOOD RESPONSE CONTRACTOR IS AS FOLLOWS
Ameri Pro Restoration
1-888-222-1245 wwwameri-procom
FIRE WATER AND MOLD DAMAGE
45
Policy Chapter Situational Procedures Date Revised 709
Policy Title Hazardous Materials Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
HAZARDOUS MATERIALS
If there is a hazardous materials spill anywhere on location the following steps should be immediately taken
Contact security services facility staff or a member of the Crisis Management team They will take over coordinating the remainder of the emergency response The scene should be immediately secured by not allowing people into the hazardous
area This includes any rescue attempts anyone unable to remove themselves from the affected area will have to wait until
the situation has been fully assessed and emergency personnel have arrived If there is anyone in such a state immediately
contact 911 and notify them of the situation
Isolate the area and take steps to ensure the safety of people as well as the environment with the priority being in that order
Attempt to identify the hazardous materials using any placards visible from a safe distances MSDS sheets found in the
security services office or shipping documents that may be available
Assess the Situation If the spill warrants it contact emergency services to take over the scene If not contact the Director of Security Services andor the Director for Facilities and ask for instructions on how to proceed
There may be the need to shut down the HVAC systems if there is a chemical spill on the highway and a chemical cloud is
approaching the campus There will always be a facility or security personal available to shutdown HVAC units if
necessary
SHUTOFF LOCATIONS
Main shutoffs for the HVAC system in the Academic building can be found in the lower level mechanical
room next to the food prep area on the Westside of the main lecture halls
Main shutoffs for the HVAC system in Cook and East residence halls can be found in the basement
mechanical room
Main shutoffs for the HVAC system can be found in the mechanical room just north of the west doors next to
the dumpsters
SECURITY CELL 616-446-7098
46
Policy Chapter Situational Procedures Date Revised 909
Policy Title Illegal Activities Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
ILLEGAL ACTIVITIES
Security Services is responsible for the investigation of all illegal activities Contact Security Services
immediately at 616-446-7098
If immediate danger exists call 911
Try to remember information regarding suspects vehicle descriptions and direction of travel
Each situation will be documented and investigated by the University andor local law enforcement
INCIDENT REPORTING OF ILLEGAL ACTIVITIES
If you are a victim of or a witness to any criminal activity contact Security Services at 616-446-7098 and they
will assist in documenting the situation and contacting the police department
DO NOT attempt to handle the situation alone
If immediate danger exists call 911
Observe Universal Precautions when coming in contact with any human body fluid Vinyl latex free gloves are
located in the Security Services Office Welcome Center Desk LInC Circulation Desk Administrative Office
Suite third Floor Faculty Lounge Fitness Center and Maintenance OfficeWorkshop
SECURITY CELL 616-446-7098
47
Policy Chapter Situational Procedures Date Revised 709
Policy Title Injury Reporting Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
INCIDENTS RESULTING IN EMPLOYEE INJURIES
If someone is injured as a result of an incident notify Security Services at 616-446-7098
Do NOT move the injured person unless absolutely necessary
Send someone else to call 911 and to give information regarding the medical emergency
Do NOT attempt first aid unless you are trained to do so
Do NOT offer to pay medical expenses admit responsibility or mention insurance
Do NOT apologize for the accident argue the cause or reprimand anyone
Do NOT offer to transport the injured person
A MICHIGAN EMPLOYERrsquoS FORM MUST BE FILLED OUT WHEN AN EMPLOYEE IS INJURED
SECURITY CELL 616-446-7098
48
Policy Chapter Situational Procedures Date Revised 709
Policy Title Media Call Form Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
MEDIA CALL LOG
If media call your location and you cannot transfer the call to a crisis communications
team member as noted obtain the following information and Fax the sheet to
6167321179 or relay the information to the crisis communications team by phone
Date _________________________ Time _____________________
Callerrsquos name _________________________ Callerrsquos phone number _______________ Media organization name _____________________ Location ____________________ Deadline (if given) _________________ Your name __________________________ Work Number _________________ Cell Number _________________ Other Number _________________ Actioninformation requested ________________________________________________ __________________________________________________________________________ Reporterrsquos specific questions ________________________________________________ __________________________________________________________________________ __________________________________________________________________________ What reporter was told _____________________________________________________ __________________________________________________________________________
_________________________________________________________________________________
____________________________________________________________________
If you answer a media call and cannot immediately transfer the call per the chart complete the ldquomedia call logrdquo tell the caller
someone will respond to them as soon as possible and forward the log sheet to the first available crisis communications team member
You may copy the sheet attached and FAX completed sheets to the crisis communications team at 6167321179 or if there
is a power outage relay the information from the ldquomedia call logrdquo to the crisis communications team by cell phone
49
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 1 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
SEVERE WEATHER ndash Class CancellationCampus Closing Policy
Severe winter weather may come in many forms consisting of snow ice and wind Generally each one individually does not result in the cancellation of classes but occasionally the severe combination of all three may cancel classes or possibly close a
campus
Our students are being trained to work in our communities Businesses rarely close due to weather related issues
Davenport will rarely close or cancel classes
DECISION PROCESS
The recommendation to cancel classes or the closing of a campus will be made by the highest ranking student services
and academic leadership member for a specific campus
Information regarding the conditions of the weather can generally be determined by contacting facilities and security
who may be on site Use of the internet is also encouraged for weather information (wwwweathercom) There
is an expectation that the recommendation would be made with help from others
In the chart below you can find criteria that can be used to make this recommendation These criteria will be used to
explain to faculty staff and students why classes were canceled This information will also be tracked by the VP of
Risk Management to help obtain an understanding under what conditions classes are generally canceled so decisions
can become easier in the future
A request to cancel classes will be given to the VP of Risk Management by the highest ranking Student Services
person of a specific campus This request will contain details related to the above chart The VP of Risk
Management will contact the Executive VP of Finance by 530 am with bullet points about the weather conditions of
the effected campus The Executive VP of Finance will contact the President for final approval
The process to close a location will be the same as above however the EVP for Organizational Development and the
VP of Risk Management must concur with the decision to close a campus before the EVP of Finance is contacted
DESCRIPTION EXAMPLE
Current Length of Storm 4 or More Hours
Additional Anticipated Length of Storm 4 or More Hours
Strength of Wind 21 or More
Visibility 025 Mile
Wind Chill -30
Current Snowfall 8 or Above
Future Anticipated Snowfall 4 or Above
Ice Coverage Any Ice
Area CollegeUniversities Closed Yes
Roads closed by State Police Yes
Information
can be found
on internet
Feel free to
use
wwwweather
com
50
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 2 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
Once approval has been obtained for classes to be canceled at a specific campus the VP of Risk Management
will
1 Initiate the DU-Alert as early as 530 am DU-Alert will contain the following information
a Closed building vs Canceled classes b Day vs evening classes c Who should report to work d What events need to be canceled
2 Notify University Communication so the proper information can be placed on our website and be sent to
Faculty and staff by email Contact Rick Jensen first at 616-706-2608 and Von Franklin at 616-481-3083 It
will be the responsibility of communications to post the appropriate communication on the website
3 Notify the appropriate Director of Student Services so information can be relayed to specific campus
personnel
4 Call CSC at 800 am to inform them of weather issues It will be the responsibility of CSC to be notified of
issues through DU-Alert prior to 800 am 1212 Extension
1-800-322-3984
5 Contact Malachi Hooser of the Call Center about the weather issues
616-308-9232 Cell
616-554-5386 Office
Location Student Servicesrsquo leadership will be responsible to
1 Notify the appropriate TV and radio stations 2 Update the Emergency Hotline
QUESTIONS AND COMPLAINTS
Questions and complaints from faculty staff or students regarding the decision to cancel classes or close a location
should be sent to the VP of Risk Management
TIME OF DECISIONS
Morning cancellations will be announced by 6 am
Afternoon cancellations will be announced by 10 am
Evening class cancellations will be announced by 3 pm
51
DU Campus Closing Line Main Menu Greeting
YOU HAVE REACHED THE DAVENPORT UNIVERSITY CAMPUS CLOSING LINE IF YOU KNOW
YOUR TWO DIGIT CAMPUS IDENTIFICATION NUMBER YOU MAY DIAL IT AT ANY TIME DURING
THIS MESSAGE FOR FULTON DIAL 01 FOR LANSING DIAL 03 FOR KALAMAZOO DIAL 04 FOR
MIDLAND DIAL 05 FOR BATTLE CREEK DIAL 08 FOR HOLLAND DIAL 09 FOR FLINT DIAL 10 FOR
SAGINAW DIAL 11 FOR WARREN DIAL 12 FOR ALMA DIAL 15 FOR CARO DIAL 16 FOR GAYLORD
DIAL 19 FOR TRAVERSE CITY DIAL 20 FOR LETTINGA DIAL 33 OR FOR LIVONIA DIAL 35 TO
LISTEN TO THIS MESSAGE AGAIN TOUCH THE KEY
Suggested Message for the Individual Campuses ltCAMPUS NAMEgt CLASSES ARE IN SESSION AS SCHEDULED
Example
LETTINGA CAMPUS CLASSES ARE IN SESSION AS SCHEDULED
To change a message
1 Dial 7002 for voice item maintenance
2 Dial the application ID for the message yoursquod like to change
3 Dial the password for the application
4 Dial 2 to review the current recording
5 Listen to the recording to make sure you are changing the correct one
6 Dial 5 to begin recording
7 Say the message yoursquod like callers to hear
8 Dial to end recording
9 Dial 2 to review the recording
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 3 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
52
CHECKLIST
Student Services Representative
Student Services and Academic Leadership decide to make a recommendation on classes being canceled or
the building closed
Decision will be assisted by facilities andor security that may be on site
Decision to cancel class will be made for the morning by 5 am and announcement will go out at 6 am Decision to cancel class will be made for the afternoon by 930 am and the announcement will go out by 10
am Decision to cancel class will be made for the evening by 230 pm and the announcement will go out by
300 pm
Student Services representative will call VP of Risk Management with cancelation of classes or closing of
a campus using the appropriate statistics found at wwwweathercom
Student Services representative will put a message on the emergency hotline and remember to update it as
necessary
Student Service representative will contact local TV and radio stations
Student Service representative will activate their call tree as appropriate
VP of Risk Management
VP of Risk Management will contact appropriate Executive Vice Presidents who will then obtain
permission from the president
VP of Risk Management will contact specific Directorrsquos of Student Services to report the decision
DU-Alert will be activated to the affected campuses
Contact Communications
Contact Web site administration
Contact CSC
Contact Call Center
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 4 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
53
EXAMPLE OF A BLIZZARD WARNING
URGENT - WINTER WEATHER MESSAGE
NATIONAL WEATHER SERVICE GRAND RAPIDS MI
428 AM EST THU DEC 10 2009
MUSKEGON-OTTAWA-KENT-ALLEGAN-BARRY-VAN BUREN-KALAMAZOO-
INCLUDING THE CITIES OFMUSKEGONJENISONGRAND RAPIDS
HOLLANDHASTINGSSOUTH HAVENKALAMAZOO
428 AM EST THU DEC 10 2009
BLIZZARD WARNING REMAINS IN EFFECT UNTIL 4 PM EST THIS
AFTERNOON
HAZARDOUS WEATHER
SNOW SHOWERS WILL CONTINUE TO INTENSIFY EARLY THIS MORNING 2
TO 4 INCHES OF SNOW ACCUMULATION CAN BE EXPECTEDALTHOUGH
LOCALLY HIGHER AMOUNTS ARE POSSIBLE
WEST WINDS OF 20 TO 30 MPH WILL GUST UP TO 40 MPH THESE WINDS
WILL CAUSE CONSIDERABLE BLOWING AND DRIFTING OF SNOW VISIBILITIES WILL FREQUENTLY BE REDUCED TO NEAR ZERO AT TIMES
THROUGH THIS AFTERNOON
GUSTY WINDS ALONG WITH RAPIDLY FALLING TEMPERATURES WILL
PRODUCE SUB ZERO WIND CHILLS
IMPACTS
TRAVEL WILL BE SEVERELY IMPACTED WITH SNOW BLOWING
SNOWAND BITTER COLD WIND CHILLS BLIZZARD CONDITIONS ARE
EXPECTED THROUGHOUT MUCH OF THE DAY ESPECIALLY ALONG US HIGHWAY 131
POWER OUTAGES WILL BE POSSIBLE DUE TO THE STRONG GUSTY WINDS
PRECAUTIONARYPREPAREDNESS ACTIONS
IT WOULD BE BEST NOT TO TRAVEL TODAY
IF YOU MUST TRAVELKEEP AN EXTRA FLASHLIGHTFOODAND
WATER IN YOUR VEHICLE IN CASE OF AN EMERGENCY
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 5 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
54
EXAMPLE OF HOLLAND AT WWWWEATHERCOM
Right Now Next 36 Hours
Today Tonight Tomorrow
Light Snow Snow Snow Shower AM Snow Showers
30degF 32deg 27deg 33deg
Feels Like 21deg High Low High
Past 24-hr Precip 029 in (est) Snow 29 in (est)
Chance of Precip 80
Chance of Precip 80
Chance of Precip 60
Wind From W at 12mph
Wind W at 18 mph
Wind W at 17 mph
Wind W at 14 mph
Humidity 69 64 62 62
Dew Point23deg
Pressure 2980 in
Visibility 10 mi
UV Index 0 - Low 1 - Low -- 1 - Low
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 6 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
55
CONTINUED EXAMPLE OF HOLLAND AT WWWWEATHERCOM
Daylight Remaining 6 hrs 1 min Sunrise 755 am Sunset 512 pm Sunrise 756 am
Through 5pm A steady snow will continue to fall through late afternoon Cloudy and windy Temperatures reaching the low 30s Winds W at 15 to 20 mph Chance of snow 80 Additional snowfall of 1 to 2 inches through 430pm
Snow showers early with a steadier snow developing late Colder Temps nearly steady around 30 Winds W at 15 to 25 mph Chance of snow 80 1 to 3 inches of snow expected
Variably cloudy with snow showers Low 27F Winds W at 15 to 25 mph Chance of snow 80 Snow accumulating 1 to 2 inches
Mainly cloudy with snow showers around in the morning High 33F Winds W at 10 to 20 mph Chance of snow 60 Snow accumulations less than one inch
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 7 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
56
Policy Chapter Situational Procedures Date Revised 709
Policy Title Severe Weather Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
CLASS CANCELLATIONS PROCEDURES
GREATER GRAND RAPIDS ndash HOLLAND AND LETTINGA
CLASS CANCELLATIONS PROCEDURES
NOTE All staff are to report to work as long as they are not endangering themselves in the process
The Director of Security Services will input information for all campuses in the GRAIL WEB system and at
wwwcancellationscom
1 When closings occur the Director of Security Services or his alternate will input closing data to the
GRAIL WEB site which will result in local media announcements
2 Day Classes ndash Weekdays (Monday through Friday) the Director of Security Services or alternate will check on weather and road conditions should weather become severe
a When day classes (prior to 400 pm start) need to be canceled the Director of Security Services
will contact one of the following in the order listed
i The ED of Student Services (Lettinga)
Tom Woods (517) 230-9834 (cell)
ii The ED of Academic Services (Lettinga)
Joy Harrison (Lettinga) (616) 301-2175 (home) (616) 283-2910 (cell)
iii The Director of Student Services (Holland)
Linda Sievert (616) 942-7735 (home) (616)745-3030 (cell)
b The EDs will inform
ii The Lettinga Asst Directors
Don Fowler (269) 383-5626 (home) (269) 598-7546 (cell)
Nygil Likely (616) 724-4206 (home) (616) 717-8243 (cell)
iii The Holland Director of Student Services
Linda Sievert (616) 942-7735 (home) (616)745-3030 (cell)
iv The Dir of Security Services
Eric Patterson (616) 459-8603
who will access wwwgrailwebcom and TV-13 (616) 785-1313 to
input the West Michigan locations (s) being closed and for how long
These decisions will be broadcast by 600 am
57
Policy Chapter Situational Procedures Date Revised 709
Policy Title Severe Weather Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
3 Evening Classes ndash Weekdays (Monday through Friday) the EDrsquos (see 2b i ii and iii above) and the Director of
Security Services will decide on cancellations for classes starting after 400 pm
The Director of Security Services will access wwwgrailwebcom and TV-13 (616) 785-1313 to input exactly
which locations (s) are being closed and for how long
4 Weekend Classes ndash The Security Services Officer on duty will contact 1) the Director of Security Services 2) the ED
of Student Services 3) the D for Holland or 4) ED for Academic Services at Lettinga (See 2 a and b above) The
individual contacted will
a Make the decision to close Lettinga and Holland locations
b Relay decision to the Director of Security Services who will access wwwgrailwebcom and TV-13 (616)
785-1313 to input exactly which locations (s) are being closed and for how long
c Contact the EDs and D (see 2a and b above) to tell them of the closings
Saturday classes will be canceled by 600 am
Sunday classes will be canceled by 800 am
5 Phone Messages ndash During any of the seven days of the week the Director of Security Services or designee will contact
Lettinga a Kirsten Scott (616) 554-5311 andor (616) 891-7623 or
b Sally Kuipers (616)742-2070 andor h(616)452-2349 or c(616)560-7478
Holland
c Rhonda Prins at 616-218-9896 or 616-395-4608
to change the message on the switchboards notifying incoming callers that classes have been canceled The
switchboards will carry the specific message as long as appropriate
6 OTHER THAN WEATHER RELATED CLOSINGS ndash Closings for other reasons will be determined by the
campuslocation leader with notification to the ED and Director of Security Services for posting to GRAIL Here are some guidelines
a Electrical Gas Leak Water ndash two hour delay unless need for longer closing is obvious
Contact numbers can be found on the ldquoLocation Communication Treerdquo procedure located in this document
Davenport University Connect Hotline Number is 1-800-525-8282
58
Purpose
The purpose of tornado drills is to provide shelter for the campus community during a tornado warning In these cases faculty staff and students should not evacuate the building since this may cause injury During a tornado
warning you have only a short time to find shelter Advance planning and a quick response are the keys to surviving
this type of inclement weather The University values the safety of each individual and expects that people will take
responsibility for safeguarding their welfare
Regulation
Effective March 30 1998 House Bill 5237 amended the Michigan Fire Prevention Cote Act 207 PA 1941 as
amended Section 19 to require Tornado Drills in Schools The new requirement applies to all schools including
state supported schools colleges universities and school dormitories
Sec 19 (3) now requires a minimum of 2 tornado safety drills for each school year at the schools and facilities hellip
These drills are for the purpose of preventing hazards and injuries in the event of severe weather
Responsibility
Responsibility for the planning and conduct of drills shall be assigned by campus risk management to competent
persons qualified to exercise leadership A written record of all drills conducted should be maintained including a
critique of the event This record should be maintained by risk management
General Guidelines
Drills shall include suitable procedures to make sure that all persons in the building or all persons subject to the
drill actually participate If a tornado drill is considered merely as a routine exercise from which some persons may
be excused there is a grave danger that in an actual tornado the drill will fail in its intended purpose All drills
should be pre-planned and preannounced
Definitions
Severe Weather Includes thunder lightening hail wind and heavy rains
Tornado A violently rotating column of air in contact with the ground
Watch Indicates that conditions are favorable for a particular type of weather to occur
Warning Indicates that a particular type of weather is or will soon be occurring
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Tornado Drills Page Number 1 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
TORNADO DRILLS
59
Specified Occupancies
Educational Occupancies ndash Academic and Administrative Buildings
All educational buildings on campus must hold two sets of tornado drills one in the spring and one in the Fall
preferably during the first four weeks of the semester Faculty and staff shall work in cooperation with risk
management in scheduling drills before the semester begins A ldquosetrdquo can be defined as a tornado drill during
the day and one in the evening in order to involve as many staff and students as possible
Locations of tornado shelters are to be conspicuously posted in each classroom and hallway to provide the
necessary information and ensure orderly movement through the building Signs should also specify that
elevators must not be used to exit during a tornado drill
Faculty and staff must be familiar with the tornado shelter locations and will assist students to these shelters
Handicapped students should inform faculty or staff at the start of the semester of any special requirements with
respect to procedures that will best facilitate those students
Residential Occupancies
Residential facilities demonstrate the greatest need for adequate and effective tornado shelter awareness due to
the potential loss of life Tornado drills in residence halls must be performed twice each year one in the spring
and Fall
A major concern in residence hall tornado drills is the resistance of residents to go to the designated tornado
shelters Resident assistants and other staff must take responsibility for the complete and orderly movement of
the students through the building Education and awareness are key components to an effective tornado drill
program Location of shelter in each apartment will help student to become more fully aware
Special consideration must be given to handicapped students with regard to tornado drills in residence halls To
be most effective handicapped students should be required to move to tornado shelters during a tornado drill
regardless of their location in the building Preplanning is key for the handicapped person because hisher own familiarity with the tornado shelter locations and the safest methods of egress is vital The handicapped person
should also seek out buddies to assist
On each floor of the facility the resident staff should proceed down the hall knocking loudly on each door as
heshe passes Staff should not unlock each door as this is time consuming and may result in danger to the staff
person
Assembly Occupancies ndash Student Center
Because actual tornado drills are not practical for places of non-continuous assembly where the students or
public body changes with each program employees or attendants of such places should be schooled in the
duties they are to perform in case of a tornado drill An adequate number of competent attendants must be on
duty when assembly occupancy is used Signs with directions for speedy and orderly egress should be posted
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Tornado Drills Page Number 2 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
60
TORNADO DRILL CHECKLIST
INDOORS
1 Information about severe weather will be given to the campus community if known in advance
2 A Tornado Watch is the time to review emergency action plans and determine the nearest tornado shelter
3 Tornado shelter plans will be posted in each classroom
4 During a tornado watch one person will be designated to monitor the weather by computer or weather radio
5 When the community siren is activated or information is obtained through computer monitoring faculty and
staff will move students to the appropriate tornado shelters
6 DU-Alert will be activated for the individual campus that has the tornado warning The following are the
individuals who can access DU-Alert
Duane Terpstra
Office 616-732-1155
Cell 616-581-5295
Home 616-786-0293
Matthew Miller
Office 586-620-4050
Cell 616-780-6346
Shallan Spielmaker
Office 517-367-8211
Cell 616-581-1453
Nathan Schumacher
Office 586-620-4054
Cell 586-201-8099
7 There will be monitoring equipment in a designated shelter to determine the completion of the warning
8 Do not use elevators and stay away from windows
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Tornado Drill Checklist Page Number 3 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
61
OUTDOORS
1 Seek indoor shelter if possible
2 Parked motor vehicles are unsafe Seek indoor shelter
3 If an indoor shelter is not available and there is not time for escape lie flat in a ditch or low spot
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Tornado Drill Checklist Page Number 4 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
62
Policy Chapter Situational Procedures Date Revised 709
Policy Title Tornado Policy Page Number 2 of 3
CRISIS MANAGEMENT MANUAL
University Crisis Management
TORNADO SHELTER AREA ACADEMIC BUILDING ndash Shelters are in green
areas
63
Policy Chapter Situational Procedures Date Revised 709
Policy Title Tornado Policy Page Number 3 of 3
CRISIS MANAGEMENT MANUAL
University Crisis Management
TORNADO SHELTER RESIDENCE HALLS ndash Shelters are in green areas
TORNADO SHELTER STUDENT CENTER ndash Shelter are in green areas
64
Policy Chapter Situational Procedures Date Revised 709
Policy Title Stalking Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
STALKINGTHREATSHARRASSMENT
IF OCCURRING ON CAMPUS
Contact those individuals who are responsible for security services or your student services representative They will
evaluate the situation and contact police authorities if necessary
If fear of bodily harm exists call the Police Department at 911 and then locate security services personnel
If you receive a ldquoPersonal Protection Orderrdquo or PPO from the court provide a copy of the order to the office of Security
Services
IF OCCURRING OFF CAMPUS
Contact the police at 911 followed by security services personnel
Copies of Personal Protection Orders are kept on file These documents should be updated as necessary and will be shared with location personnel on a need to know basis
As with any incident on location an incident report should be filled out and kept on file for future reference
The next page is an example of the information that can be given to those at a location in order to assist in identifying the
individual responsible This information upon approval of the victim can be kept at a main entrance desk welcome center
or other location where staff may meet people as they enter the building
Stalking is a willful course of conduct involving repeated or continuing harassment of another individual
that would cause a reasonable person to feel terrorized frightened intimidated threatened harassed or
molested and that actually causes the victim to feel terrorized frightened intimidated threatened harassed
or molested 750411h
SECURITY CELL 616-446-7098
65
Policy Chapter Situational Procedures Date Revised 709
Policy Title Stalking Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
66
Policy Chapter Situational Procedures Date Revised 909
Policy Title Suicidal Remarks Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
SUICIDAL REMARKS
With the diverse student body with varying age groups and backgrounds the potential exists for suicidal tendencies among
students who are attending classes It is critical that our staff respond to these individuals correctly and with care to ensure
that the safety of our student body is preserved and that the individual is properly cared for
When confronted with a student who is making suicidal remarks you should contact a security services or a student services
representative as soon as possible Security Services personnel with help from Student Services will coordinate any
further response
It is important to isolate this student from the rest of the student population and keep them under watch throughout the entire
incident At no time should a student who has made such statements be left alone Every effort should be made to keep
them on location If the individual insists on leaving inform them that you believe this to be unwise but allow them to leave if they insist If the student does leave contact the Police Department to inform them of the situation Attempt to give the
police a description of both the person and the vehicle they are driving as well as contact information if available
Ask the student if there is a mental health professional that they have been seeing and ask if they have the contact number
for that person If they do have them contact that individual Ask the student if there is a family member or friend that can
transport himher off site
A DU employee should only willingly allow a suicidal student to leave if there is a third party present to transport them
Under no circumstances should the student be allowed to leave on their own even if they state that they are feeling better
without some resistance from the University employee
67
SUICIDE ATTEMPT
Student Suicide Protocol All Campuses (Non-Housing)
1
st Staff Responder First Steps (Immediately)
When you enter the room or vehicle
Is the area safe
Check for vital signs
Call 911Security ServicesStudent Services based on the resources available
Gather information
Identify student if possible
Identify method of suicide if possible
Are you able to contain the area YesYes with assistanceNo
Determine how many students if any are awareimpacted by the situation and who they are
Contact ED of Student Affairs (Paul Ballard) or ED of Security Services (Matt Miller) or VP of Risk
Management (Terpstra) and inform with what you know
Name of Student
Method of suicide
What you know about the student (Team clubs friends etc)
If area is contained or does it need to be contained
How many students are immediately affected and who they are
What location will the affected students be quarantined
If security or police have arrived your focus is the affected students
Quarantine affected students in a separate area
Discuss with them that someone from the University will be contacting the studentrsquos family and for them
not to refrain from contacting the family out of respect and care for them until a trained professional
contacts them
Determine if the studentrsquos circle of friends is complete or if others need to be quarantined temporarily
Comfort the students as best you can and assess individualrsquos risk levels
Remain with the students until a trained counselor arrives
1st Professional Staff Responder Next Steps (1 to 24hrs)
Create incident report
Relocate displaced classes if needed
Check in and identify additional students or staff that require mentalemotional support
1st Professional Staff Responder Final Steps (24-48 hrs)
Check in and identify additional students or staff that require mentalemotional support
Aid in gathering the deceased individualrsquos personal belongings if necessary
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Suicidal Attempt Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
68
Missing Student Protocol
(Not process for Study Abroad Missing Student)
A campus is contacted by a person requesting information on a student that the caller assumes is missing This
person is worried because they have not been contacted by the student for an unusual length of time You explain to
the caller that you cannot give out specific information about a student but would be willing to work with the police
if they would report the issue
Once you disconnect from the caller you take the following steps
Contact ED of Student Affairs (Paul Ballard) or ED of Security (Matt Miller) or VP of Risk Management (Terpstra)
Student Services or
Security Services
Contact the person responsible for investigations on your campus This may be Security
Services or Student Services depending on the resources on the campus Contact the
caller and ask the below question
Determine relationship to student
Why do you think they are missing
Date time location the student was last seen
General routine of student (Close circle of friends)
Studentrsquos cell number
Does the student have a Social Media account Make model color and license plate of vehicle
Have they filed a missing persons report
Is there any medical or emotional condition we should be aware of
Establish a timetable where you will contact them again
General Investigative Steps
Call and text the student
Send the student an Email
Check with instructors on attendance of student (w photo)
Check emergency information in Banner
Check SPACMNT for comments and FERPA waivers
Go to studentrsquos classroom
Check card access and dining swipes (if applicable)
Check social networking sites
Contact known FriendsClassmates fill in any information gaps from that caller did not know
Check for student car in parking lot
Contact CSC for last log in
Check the websites to see if student has been arrested ex httpswwwaccesskentcomInmateLookup
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Missing Student Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
69
Missing Student Protocol
(Not process for Study Abroad Missing Student)
If proof of life has been established or check list has been completed Contact ED of Student Affairs (Paul Ballard)
or ED of Security (Matt Miller) or VP of Risk Management (Terpstra)
If student is found
Have them contact the person that called (if applicable) with University personnel present
If student does not want the person to know where they are have them meet with EDSA Paul Ballard
ED of SA will make contact with the caller and give them FERPA based info
If student is hospitalized or unable to return to school initiate protocol for medical withdrawal
If student is not found
Student Affairs will call emergency contact number
Student Affairs will follow up with caller
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Missing Student Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
70
Policy Chapter Situational Procedures Date Revised 909
Policy Title Utility Failure Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
UTILITY FAILURE
ELECTRICAL FAILURE
All individuals should remain where they are
Security Services personnel will assist with building evacuation if necessary
Security Services personnel will notify Consumers Power
If the power comes back on in a short time (two hours or less) operations will resume
If the power remains off for longer than two hours campus leadership will make a decision on whether or not to
close the campus
GAS LINE BREAK OR LEAK
Report the break or leak to Security Services 616-446-7098
Security Services will clear the immediate area and evacuate the building if needed
DO NOT turn off radios lights computers or other office equipment
Security Services will contact the utility company
WATER MAIN BREAK
Security Services or facilities will contact the Water Department
All employees and students should be notified that the restroom facilities will not be available
SECURITY CELL 616-446-7098
71
Policy Chapter Updating Process Date Revised 709
Policy Title Post Incident Debriefing Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
POST INCIDENT DEBRIEFING
Once the incident is over a debriefing should take place with those who were involved The purpose of this process is to improve our reaction to future incidents The following is a general list of questions that can be asked
Type of Incident
Date of Incident Time of Incident
Initial notification received by
Was the VP of Risk Management notified soon after the event [ ] Yes [ ] No [ ] NA
Were the appropriate people notified of the situation [ ] Yes [ ] No [ ] NA
Was there good communication with the Risk Management Team [ ] Yes [ ] No [ ] NA
Was there good communication with the local Crisis Management Team [ ] Yes [ ] No [ ] NA
Was there appropriate communication with Cabinet Members [ ] Yes [ ] No [ ] NA
Was there appropriate communication with Faculty Staff and Students [ ] Yes [ ] No [ ] NA
What changes could there have been to make communication better
What actions were taken that was effective
What are the opportunities for improvement
What changesadditions are needed for the crisis management manuals
On the back of the page map the incident timeline
72
Policy Chapter Testing Date Revised 709
Policy Title Testing amp Training Process Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
TESTING amp TRAINING
The testing process for possible crisis situations will be done in the following three ways
1 Scenarios will be presented to the Risk Management and Crisis Management teams in the form of table top exercises This will be done in the regular meetings
2 Simulation of actual events
3 Instruction is given on how to react to a crisis The below document is given to all employees and placed in many
locations within the facilities
EMERGENCY RESPONSE PROCEDURES
University Crisis Management
Emergency Response
Security Management
LOCATION CRISIS MANAGEMENT TEAM
HOW TO REPORT AN INCIDENT
SUSPICIOUS PERSONS
STALKINGTHREATSHARASSMENT
VIOLENT BEHAVIOR
ACTIVE SHOOTER RESPONSE
BOMB THREAT
UTILITY FAILURE
FIRE RESPONSE
SEVERE WEATHER
FIRST AIDBLOODBORNE PATHOGENS
MAIL SECURITY
73
GLOSSARY OF TERMS
1 CMT- Crisis Management Team A crisis management team consists of representatives from Human Resources Security Services Facilities IT etc These teams are located at every location within the University and are responsible for crisis management at that particular location
2 RMT ndash Risk Management Team The risk management team consists of representatives from Human Resources Security Services Facilities IT etc This team is located at Lettinga and is responsible to develop procedures manage crisis management teams and communicate with the administration
3 EOC ndash Emergency Operations Center Headquarters for the Crisis Management team to manage and coordinate the companyrsquos business recovery efforts
Policy Chapter Appendix A Date Revised 709
Policy Title Glossary of Terms Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
74
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic Lower West Page Number 1 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
Gas Valve Electrical Panel
Geothermal
Pumps
75
Sprinkler Shutoff
Water Shutoff
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic Lower East Page Number 2 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
76
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 1st West Page Number 3 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
77
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 1st East Page Number 4 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
78
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 2nd
West Page Number 5 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
79
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 2nd
East Page Number 6 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
80
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 3rd
West Page Number 7 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
81
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 3rd
East Page Number 8 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
82
Water Shutoff Electrical
Shutoff
Gas Shutoff
Fire Suppression
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Student Center Lower Level Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
83
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Student Center Main Level Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
84
Electrical
Shutoff
Water Shutoff
Fire Suppression
All Shutoffs
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Cook Hall Basement Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
85
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Cook Hall Floors 1-4 Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
F1 F2
F3 F4
86
Electrical Shutoff
Water Shutoff
Fire Suppression
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Meijer Hall Basement Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
87
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Meijer Hall Floors 1ndash5 Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
F1 F2 F3
F4 F5
88
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title South Hall 1st amp 2
nd Floor Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
F1
F2
89
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title South Hall 3rd
and 4th Floors Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
F3
F4
90
Policy Chapter Appendix C Date Revised 709
Policy Title General Telephone Numbers Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
NAME WORK NUMBER CELL NUMBER TITLE
Anderson Kristine 616-742-1726 231-329-4667 Director of Employee Relations
Ballard Paul 616-554-5687 616-862-6532 Exe Director of Student Affairs
Bean Brent 616-451-3511 ext 1495 616-889-3875 IT S Manager
Beausoleil Gail 616-554-5394 616-292-5446 Director of Career Services
Bill Chris 616-732-1151 616-540-7396 VP or Human Resources
Bloom Deb 616-732-1124 616-340-3402 Exe Dir Of government amp Com Relations
Bruyn Kim 616-732-1165 616-540-7711 Exc VP for Advancement
Caledonia Fire amp Rescue 616-891-0940 Caledonia Township Fire amp Rescue
Caledonia High School 616-891-8129 Caledonia High School
Caledonia Middle School 616-891-8649 Caledonia Middle School
Communication Fax 616-732-1179 Communication Fax
CSC 1-800-322-3984 Customer Support Center
Donovan Sherri 616-233-3472 616-233-3472 Exe Director of Academic Services
Dutton Christian School 616-698-8660 Dutton Christian School
Engblom Rob 616-554-5087 865-803-7350 Exe Director of Housing
Finkler Kathy 616-732-1085 616-446-5303 Director of Customer Support
Fischer John 616-554-5005 616-822-1088 Director of Facilities
Fisher Christine 616-732-1168 616-340-2525 Exe Administrative Assistant
Fowler Don 616-732-1206 269-598-7546 Director of Student Services
Harrison Joy 616-554-5820 616-283-2910 Exc Director of Academic Services
Hogan Brian 616-437-3234 HiTec Cleaning Services
Hooser Malachi 616-5545386 616-308-9232 Call Center Manager
Hotline 1-800-525-8282 Emergency Hotline
IT Weekend Emergency Number 616-481-6011 IT Weekend Emergency Number
Jensen Rick 616-732-1172 616-706-2608 News Information Manager
Jones Apple 616-554-4743 616-560-4856 Department Coordinator
Kent County - Main 616-632-6100 Kent County Sheriff Department
Kent County - Substation 616-632-6490 Kent County Sheriff Department
Kingrey Daryl 616-554-5395 616-481-2239 VP of Admissions
Knechtel Heather 616-554-5388 517-974-5793 Director of Admissions
91
Policy Chapter Appendix C Date Revised 709
Policy Title General Telephone Numbers Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
NAME WORK NUMBER CELL NUMBER TITLE
Kraska Nick 616-7732-1120 HRIS Coordinator
Lemmon Bill 616-732-1087 616-450-4933 Director of Networking
Lemmon Nicholas (Hi-Tec) 616-662-1623 616-732-1303 VP of Operations - Hitec Cleaning
Likely Nygil 616-554-5316 616-719-6457 Director of Student Services
Loud Tammy 616-554-5396 517-490-5940 VP of Student Services
Lowden Paul 616-554-5050 616-901-1787 Director of Athletics
MacDonald Meghan 616-554-4766 616-610-7690 Bookstore Manager
Manning Janet 616-774-5415 ext 238 Gallagher Risk Management Services
McCormick Nathan 616-732-1128 616-745-7142 Exe Director of Facility Operations
McLaughlin Karen 616-698-7111 616-970-5866 Asst Director of LInC
Miller Brian 616-732-1195 616-821-2618 VP of IT
Miller Linda 616-233-0922 VP Arthur Gallagher Insurance
Miller Matthew 586-620-4050 616-780-6346 Exe Director of Security
MSP 616-647-0800 Michigan State Police
Page Sally 616-554-5668 616-780-1394 Exe Director of Libraries
Salinas Kim 616-732-1072 616-813-7165 Benefits Manager
Scott Kirsten 616-554-5311 616-891-7623 Adm Asst Student amp Career Services
Security Services 616-446-7098 Security Services
Shull Lindsey 616-554-5528 616-901-2036 Regional Health Internship Manager
Sievert Linda 616-395-4603 616-745-3030 Director of Student Services - Holland
Stodola Mike 616-554-5138 616-893-7314 Director of Student Center
Terpstra Duane 616-732-1155 616-581-5295 VP of Risk Management
Teuscher Jolene 616-732-1096 616-318-4669 Employee Relations Manager
TV 13 616-785-1313 TV 13
Wagner Natalie 616-554-5821 616-901-0666 Executive Director of Student Life
Williams Ben 616-732-1104 517-303-4955 Information Technology Services
Woods Tom 616-554-5301 517-230-9834 Exe Director of Student Services
92
Family Educational Rights and Privacy Act of 1974 (FERPA)
The Family Educational Rights and Privacy Act (FERPA) is a federal law designed to protect the privacy of students education records The law applies to all schools that receive funds under an applicable program of the US Department of Education
FERPA gives parents certain rights with respect to their childrens education records These rights transfer to the student or former student who has reached the age of eighteen or is attending any school beyond the high school level Students and former students to whom the rights have transferred are called eligible students
Parents and eligible students have the right to inspect and review all of the students education records maintained by the school Schools are not required to provide copies of materials in education records unless for reasons such as great distance it is impossible for parents and eligible students to inspect the records Schools may charge a fee for copies
Parents and eligible students have the right to request that a school correct records believed to be inaccurate or misleading If the school decides not to amend the record the parent or eligible student then has the right to a formal hearing After the hearing if the school still decides not to amend the record the parent or eligible student has the right to place a statement with the record commenting on the contested information in the record
Generally the school must have written permission from the parent or eligible student before releasing any information from a students record However the law allows schools to disclose records without consent to the following parties
o school employees who have a need-to-know o other schools to which a student is transferring o certain government officials in order to carry out lawful functions o appropriate parties in connection with financial aid to a student o organizations doing certain studies for the school o accrediting organizations o individuals who have obtained court orders or subpoenas o persons who need to know in cases of health and safety emergencies o state and local authorities within a juvenile justice system pursuant to specific state laws
Schools may also disclose without consent directory type information such as a students name address telephone number date and place of birth honors and awards and dates of attendances However schools must tell parents and eligible students about directory information and allow parents or eligible students a reasonable amount of time to request that the school not disclose directory information about them
Schools must notify parents and eligible students of their rights under this law The actual means of notification (special letter inclusion in a PTA bulletin student handbook or newspaper article) is left to the discretion of each school
For additional information or technical assistance call (202) 260-3887 or TDD (202) 260-8956 or contact
Family Policy Compliance Office US Department of Education 600 Independence Avenue SW Washington DC 20202-4605
Policy Chapter Appendix D Date Revised 0111
Policy Title FERPA Facts Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
93
EMERGENCY NOTIFICATION SCRIPTS
Test Message
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System This is a test of the mass notification system Davenport University is using this system to keep you informed in the event of an emergency If this had been an actual emergency you would receive official information andor instructions This concludes this test of Davenportrsquos Mass Communication Alert System Thank you for your attention END OF MESSAGE (SMS) This is a test of Davenportrsquos Alert System If this had been an actual emergency you would receive official information andor instructions
Natural Disasters
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System On June 2 2009 a Tornado struck the Caro Campus Damages are reported to be light No injuries have been reported The campus is closed until further notice All students should stay away Be advised that roads may be damaged Travel with caution Thank you for your attention End of Message (SMS) On June 2 2009 a Tornado struck the Caro Campus Damages are reported to be light The campus is closed until further notice
Armed Suspect
(Phone)(E-Mail) This is a message on the Davenport Mass Communication Alert System At June 2 2009 an individual possessing a firearm was reported to be on the Warren Campus The Warren police department has been notified of the situation and is presently on campus We urge everyone on campus to remain in your residence classroom or office with the doors and windows secured If you are currently off campus stay away until further notice Please call 911 if you observe any threatening individuals on or near to campus Thank you for your attention End of Message (SMS) On June 2 2009 at 900 aman individual possessing a firearm was reported to be inside our Livonia Campus Stay in place amp barricade
Policy Chapter Appendix E Date Revised 709
Policy Title Emergency Notification Scripts Page Number 1 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
94
Assault with a Deadly Weapon
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System It has been reported to Davenport University that an individual was recently a victim of an assault with a knife in the parking lot at the Flint campus This took place on June 2 2009 at 1000 am The individual sustained minor injuries and is being treated at a local hospital The incident is still an on-going investigation with the Flint police department Students are advised to be cautious and call 911 to report any suspicious behavior or persons Thank you for your attention End of Message (SMS) On June 2 2009 at 1000 am an individual at the Flint campus was a victim of an assault wa knife Student are advised to be cautious
Bomb Threat
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System On June 2 2009 at 1100 am Davenport University received a threat from an unknown caller that a bomb was set to go off at the Holland campus at Noon The Holland Police departmentrsquos bomb squad is at the scene and conducting a full investigation It will also be assessing the threat level to the University The building has been evacuated and all persons still inside the building must evacuate now A secure perimeter has been established around the area and it is off limits until further notice Thank you for your attention End of Message (SMS) On June 2 2009 at 1100 am the Holland campus of Davenport University received a threat from an unknown caller that a bomb was set to go off in Noon
Gas Main Break
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System There has been a gas main break at the Saginaw campus of Davenport University Evacuate the area Stay away from the area until the situation is resolved Additional information will be given as the situation is resolved End of Message (SMS) We urge everyone to evacuate the Saginaw campus due to a gas main break Please stay away until the situation in resolved
Policy Chapter Appendix E Date Revised 709
Policy Title Emergency Notification Scripts Page Number 2 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
95
Gunshots
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System On June 2 2009 at 100 pm Davenport University received reports of gunshots fired in the parking lot at the Kalamazoo campus The police department has been notified of the situation and is presently on campus We urge everyone on campus to remain in your classroom or office with the doors and windows secured If you are currently off campus stay away until further notice Thank you for your attention End of Message (SMS) We urge everyone at the Kalamazoo campus to remain where you are amp secure doors amp windows If off campus stay away until further notice
Hazardous Materials
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System On June 2 2009 at 200 pm a hazardous material situation is occurring at the Battle Creek campus of Davenport University A hazardous materials team is on scene A secure perimeter has been established and the buildings are off limits until further notice Thank you for your attention End of Message (SMS) There is a hazardous materials spill at the Battle Creek campus and a secured perimeter has been established Buildings are off limits until further notice
Homicide
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System It was reported to Davenport University that an individual was recently a victim of homicide by at the Livonia campus on or about June 2 2009 at 300 pm The incident is still an on-going investigation with the Livonia police department at this time If you find yourself in a position of concern or witness any suspicious persons on campus please immediately contact the 911 Thank you for your attention End of Message (SMS) Davenport University Livonia campus has a victim of homicide by that occurred in the parking lot on June 2 2009 at 300 pm No arrest has been made
Policy Chapter Appendix E Date Revised 709
Policy Title Emergency Notification Scripts Page Number 3 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
96
Power Failure
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System We are currently experiencing a power failure at the Lansing campus The estimated duration of the power outage is unknown Additional updates will be given End of Message (SMS) There is a power outage at our Lansing campus Duration unknown Additional updates will be given
Violent Crime
(Phone)(E-mail)
This is a message on the Davenport Mass Communication Alert System On June 2 2009 at 500 pm an assault was reported at the Warren campus We ask that you offer your full cooperation to the police department if asked Please call 911if you observe any threatening individuals on or near to campus Thank you for your attention End of Message (SMS) On June 2 2009 at 500 pm an assault was reported at the Warren campus The police department has launching an investigation
Policy Chapter Appendix E Date Revised 709
Policy Title Emergency Notification Scripts Page Number 4 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
97
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Academic Building Page Number 1 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
98
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Academic Building Page Number 2 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
99
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Cook amp Meijer Halls Page Number 3 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
100
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash South Hall Page Number 4 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
101
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Student Center Main Page Number 5 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
102
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Student Center Lower Page Number 6 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
15
DU-ALERT
CONTROL OF ACCESS
There is a small group of administrators who are authorized to report emergency events through DU-Alert These
are as follows
Duane Terpstra
Office 616-732-1155
Cell 616-581-5295
Home 616-786-0293
Matthew Miller
Office 586-620-4050
Cell 616-780-6346
Shallan Spielmaker
Office 517-367-8211
Cell 616-581-1453
Nathan Schumacher
Office 586-620-4054
Cell 586-201-8099
Policy Chapter Response Procedures Date Revised 0111
Policy Title DU-Alert Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
16
Policy Chapter Response Procedures Date Revised 0111
Policy Title Emergency Hotline Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
EMERGENCY HOTLINE
A toll free emergency hotline has been established at Davenport University that can be used for emergency information
and weather conditions causing the cancellation of classes or closing of locations This one number for all locations is
1-800-525-8282 or Ext 8282
DU Campus Closing Line Main Menu Greeting
YOU HAVE REACHED THE DAVENPORT UNIVERSITY CAMPUS CLOSING LINE IF YOU KNOW YOUR
TWO DIGIT CAMPUS IDENTIFICATION NUMBER YOU MAY DIAL IT AT ANY TIME DURING THIS
MESSAGE FOR LANSING DIAL 03 FOR KALAMAZOO DIAL 04 FOR MIDLAND DIAL 05 FOR BATTLE
CREEK DIAL 08 FOR HOLLAND DIAL 09 FOR FLINT DIAL 10 FOR SAGINAW DIAL 11 FOR WARREN
DIAL 12 FOR ALMA DIAL 15 FOR CARO DIAL 16 FOR GAYLORD DIAL 19 FOR TRAVERSE CITY DIAL
20 FOR LETTINGA DIAL 33 OR FOR LIVONIA DIAL 35 TO LISTEN TO THIS MESSAGE AGAIN TOUCH
THE KEY
Suggested Message for the Individual Campuses
ltCAMPUS NAMEgt CLASSES ARE IN SESSION AS SCHEDULED
Example
LETTINGA CAMPUS CLASSES ARE IN SESSION AS SCHEDULED
To change a message
1 Dial 7002 for voice item maintenance 2 Dial the application ID for the message yoursquod like to change
3 Dial the password for the application
4 Dial 2 to review the current recording
5 Listen to the recording to make sure you are changing the correct one
6 Dial 5 to begin recording
7 Say the message yoursquod like callers to hear
8 Dial to end recording
9 Dial 2 to review the recording
17
Policy Chapter Crisis amp Risk Management Teams Date Revised 709
Policy Title University Risk Management Team Page Number 1 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
UNIVERSITY RISK MANAGEMENT TEAM
The University Risk Management Team assists in developing plans for crisis management response throughout the University There will be additional employees who attend the Risk Management meetings which can give professional direction in their areas of expertise Below is the list of Risk Management team members and their office and cell numbers
NAME O FFICE CELL TITLE
Anderson Kristine 616-742-1726 231-329-4667 Director of Employee Relations amp Recruitment
Ballard Paul 616-554-5687 616-862-6532 Executive Director of Student Affairs
Crkovski Susan 586-620-4055 586-744-0876 Executive Director of Student Services
Engblom Rob 616-554-5087 865-803-7350 Executive Director of Housing amp Residential Life
Hooser Malachi 616-554-5386 616-308-9232 Call Center Manager
Jenson Rick 616-732-1172 616-706-2608 News Information Manager
Jones Apple 616-554-4743 616-560-4856 Department Coordinator - School of Technology
Knechtel Heather 616-554-5388 517-974-5793 Director of Admissions
Loud Tammy 616-554-5396 517-490-5940 VP of Student Services
Lowden Paul 616-554-5050 616-901-1787 Director of Athletics
McCormick Nathan 616-732-1128 616-745-7142 Executive Director of Facility Operations
Miller Matthew 586-620-4050 616-780-6346 Executive Director of Security Services
Page Sally 616-554-5668 616-780-1394 Executive Director of Libraries
Shull Lindsey 616-554-5528 616-901-2036 Regional Health Internship Manager
Stodola Mike 616-554-5138 616-893-7314 Director of Student Center
Terpstra Duane 616-732-1155 616-581-5295 VP of Risk Management
Wagner Natalie 616-554-5821 616-901-0666 Executive Director of Student Life
Williams Ben 616-732-1104 517-303-4955 Information Technology Services
Woods Tom 616-554-5301 517-230-9834 Executive Director of Student Services
18
Ensure all necessary actions are taken for safeguarding human lives
Ensure all necessary actions are taken for protecting assets
Communicate with Executive Management on status of events related to Crisis
Coordinate with Support Teams to assess the impact of the crisis and the effect on the facility
Remain visible to employees Contact affected employees to assess the impact of the crisis on business processes
Determine whether any impacts resulting from the incident warrant activation of Disaster Recovery Plans
The Risk Management Team will communicate regularly with Campus Crisis Management Teams
Supervise the management of normal business operations
Determine all audiences who need communication general public media students families etc
Determine if other locations are going to be affected and communicate the situation and provide guidance
Let everyone involved know where to send press calls
Provide an official university response to an incident
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Risk Management Responsibilities Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
RISK MANAGEMENT TEAM RESPONSIBILITIES
The Risk Management team is the center of policy development and communication when a crisis occurs Local crisis management teams will be assisted by the Risk Management team during a crisis The Risk Management team communicates with University leadership Below are the details of the responsibilities and a simple action list
RMT ACTION LIST
Assemble local Risk Management Team
Brief the team members on the situation and discuss
the steps that are being taken
Coordinate with HR representative to address
employee life safety issues
Provide continuous updates to the Cabinet regarding
the actions taken and the status of the response
effort
Inform Local Crisis Management Teams of Cabinet
concerns questions or feedback and ensure that any
issues are addressed
RISK MANAGEMENT TEAM RESPONSIBILITIES
19
RMT MEETING AGENDA
Assign a note-taker
Take attendance
Event Status
a What happened
b Has it affected our employees
c How severe is it
d What is being done
e What is the potential for escalation
Employee Status
Technology status including telecom
Infrastructure (power water phones wireless)
Communications
a What is the message
b Methods for communication
c Determine schedule for updates
Accounting for employees
a Roll Call
b Outreachfollow-up
Support for our employees
Updates to executives
Review actions and who is responsible and determine next
meeting time
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Risk Management Agenda Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
RISK MANAGEMENT MEETING AGENDA
The below agenda is developed to assist in the initial meeting when a crisis has occurred
Facility Status
20
Policy Chapter Crisis amp Risk Management Teams Date Revised 0111
Policy Title Crisis Management Team Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
LOCAL CRISIS MANAGEMENT TEAM
The Crisis Management team is the center of policy development and communication at the local campus The responsibilities of the Crisis Management team is comparable to the Risk Management team but at the local level Please make reference to the job description of the Risk Management team Below is a list of the Crisis Management team members and their office and cell numbers
NAME O FFICE CELL TITLE
Anderson Kristine 616-742-1726 231-329-4667 Director of Employee Relations amp Recruitment
Bean Brent 616-732-1097 616-889-3875 Information Technology Services
Beausoleil Gail 616-554-5394 616-292-5446 Director of Career Services
Engblom Rob 616-871-6755 865-803-7350 Executive Director of Housing amp Residential Life
Fischer John 616-554-5005 616-822-1088 Director of Facilities
Fowler Don 616-554-5193 269-598-7546 Director of Student Services
Hooser Malachi 616-554-5386 616-308-9232 Call Center Manager
Jones Apple 616-554-4743 616-560-4856 Department Coordinator - School of Technology
Knechtel Heather 616-554-5388 517-974-5793 Director of Admissions
Likely Nygil 616-554-5316 616-717-8243 Director of Student Services
Lowden Paul 616-554-5050 616-901-1787 Director of Athletics
McLaughlin Karen 616-554-5655 616-970-5866 Asst LInC Director
Stodola Mike 616-554-5138 616-893-7314 Director of Student Center
Terpstra Duane 616-732-1155 616-581-5295 VP of Risk Management
Wagner Natalie 616-554-5821 616-901-0666 Exec Director of Student Life
Willis Dena 616-554-5517 616-617-4977 Student Success Manager
21
PANDEMIC PLANNING TEAM
In the Spring of 2009 the Cabinet approved the development of a multidisciplinary Pandemic Planning team to lead
a comprehensive effort to prepare the university for a potential outbreak of pandemic influenza Building on the
universityrsquos existing plans for crisis management and emergency response this team will
1 Develop policies and short-term and long-term procedures to guide the universityrsquos preparedness in
anticipation of an outbreak of pandemic flu
2 Identify critical resources supplies and materials the university would need to have available to address
such an emergency and how best to obtain them
3 Identify key factors or conditions that will trigger critical decision-making on the part of the University
and recommend who will need to make those critical decisions and what they should be
4 Ensure all decisions are in accordance with local state and federal recommendations and mandates The Pandemic Planning team is responsible for the development of Davenportrsquos Pandemic Influenza Preparation and Response Plan In addition the Pandemic Planning team engages units (schools departments teams committees etc) in a coordinated planning process and oversees the education of the Davenport community about the pandemic threat the Universityrsquos response plans and the need for all members of the community to be informed and involved in the preparedness efforts
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Pandemic Planning Team Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
NAME OFFICE CELL TITLE
Anderson Kristine 616-742-1726 231-329-4667 Director of Employee Relations amp Recruitment
Ballard Paul 616-554-5687 616-862-6532 Executive Director of Student Affairs
Bill Chris 616-732-1151 616-540-7396 VP of Human Resources
Engblom Rob 616-554-5087 865-803-7350 Executive Director of Housing
Harrison Joy 616-554-5820 616-283-2910 Executive Director of Academic Services
Jenson Rick 616-732-1172 616-706-2608 News Information Manager
Loud Tammy 616-554-5396 517-490-5940 VP of Student Services
McCormick Nathan 616-732-1128 616-745-7142 Executive Director of Facility Operations
Salinas Kim 616-732-1072 616-813-7165 Benefits Manager
Shull Lindsey 616-554-5528 616-901-2036 Regional Health Internship Manager
Terpstra Duane 616-732-1155 616-786-0293 VP of Risk Management
VanderVelde Kathleen 616-732-1191 616-292-3177 Director of University Communications
Williams Ben 616-732-1104 517-303-4955 Information Technology Services
22
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Recovery Process Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
RECOVERY PROCESS
Once assured that conditions are safe the Crisis Management Team will focus on returning the location to normal operations
Depending on the nature of the crisis the Crisis Management Team will provide the location with factual information regarding the crisis situation as well as details about recovery activities This information may be provided in the form of memoranda town hall meetings voice mail messages or other methods of communications
In the event that an emergency requires closure the Davenport University Emergency Hotline (formerly the Weather
Hotline) will be activated The hotline number is 1-800-525-8282 Up-to-date information on reopening will be made available
Staff and students should not return until the University is officially reopened All administrators facility and security personnel should report to work unless otherwise notified On a case-by-case basis other members will be asked to report to work to assist in recovery efforts
In the event of building damage the recovery process will include a repair and clean-up component led by Facility Operations If regularly scheduled classes cannot be held due to physical damage the Crisis Management team in conjunction with Academic Services will immediately begin efforts to reschedule classes to other locations Since these efforts may result in time changes as well information regarding schedule changes will be posted via the Davenport University website and through email communications
23
CRISIS MANAGEMENT TEAM RESPONSIBILITIES
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Specific CM Responsibilities Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
Local Crisis Management teams handle the day to day issues of a location They ensure the safe evacuation of all
employees liaison with civil authorities and interface with the security team and manage the crisis with internal
departments The following are the general job requirements of those departments represented on the crisis management
teams throughout the University
Facilities
Damage assessment salvage and restoration
Preparing the alternate location(s) for occupancy
Coordinating temporary relocation of staff
Procurement of supplies and equipment
Handling of OSHA issues
Human Resources
Account for all employees
Contacting employee andor families
Providing assistance to individual employees
Ensuring continuance of salaries and benefits
Oversee payroll activitiesInterface with Payroll
Communications
Determine all audiences who need communication general public media students families etc Determine if
other campuses are going to be affected and communicate the situation and provide guidance Let everyone involved know where to send press calls
Coordinate with the Risk Management Team to determine information to be communicated to students
Use the University Emergency Hotline for the purpose of informing faculty staff and students (families) during a
crisis
IT Team
Recovering server-based systems
Restoring data
Restoring computers and computer activity
Re-establishing voice and data communications
Student Services
Account for all students
Contacting students and or families
Providing assistance to students
Determine living arrangements
Security Services
Administering building security
Access throughout the facility (card access) Granting Issuing and Validating
Intrusion detection Prevention (cameras alarms)
Incident handling
InOut facility checks (validate employment) Scheduling security personnel
Fire Safety Building evacuation
Interface with local authorities (Fire Police Hazmat Poison Ctrl 3E etc)
24
Policy Chapter Crisis amp Risk Management Teams Date Revised 909
Policy Title Job Responsibility Form Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
JOB RESPONSIBILITY FORM
The below form is an example of a process used for the purpose of coordinating the completion of the necessary responsibilities given out to specific people within internal departments
Human Resources
Account for all employees
Contacting employee andor families
Providing assistance to individual employees
Ensuring continuance of salaries and benefits
Oversee payroll activitiesInterface with Payroll
NAME TITLE RESPONSIBILITY DATE COMPLETED
25
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Emergency Resource Kits Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
EMERGENCY RESOURCE KITS
The campus will be equipped with emergency management kits
The emergency resource kit includes
This emergency resource kit must be accessible for all emergencies When leaving the building for fire alarms or other
emergency situations the kit must be carried out of the building
Example If there is a fire alarm and there is a real fire you will not be allowed back in the building until the fire
has been extinguished Under these types of circumstances the contents of the emergency resource kit will be
beneficial
Batteries
Battery powered radio
Bottle of Water
Class Schedule
Crisis Management Plan
Disposable Camera
DU Telephone Directory
First Aid Kit
Flashlight
Floor Plan or Map
Latex Gloves
List of Areas School Numbers
Phone Tree
Plastic Bags
Student Roster
Telephone Book
Writing Utensils
Yellow Role of Caution Tape
LOCATION OF EMERGENCY KITS
1 Welcome Center Desk
2 Academic Office
3 LINC
4 Student Life
5 Residence Halls
26
Policy Chapter Situational Procedures Date Revised 909
Policy Title Active Shooter Response Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
ACTIVE SHOOTER RESPONSE
The following guidelines are offered in order to provide you with useful information in the event of an active shooter
SECURE IMMEDIATE AREA
Close doors and lock them if possible
Turn off lights
Close blinds
Keep calm quiet and out of sight
CONTACTING AUTHORITIES
Call 911
Report your specific location office or room number
Number of people at your specific location
Number and type of injuries
Assailant(s) location number of suspects race and gender clothing description physical features type of
weapons and shooter identity if known
UN-SECURING AN AREA
Consider risks before un-securing rooms
Attempts to rescue people should only be attempted if it can be accomplished without further endangering the
persons inside a secured area
If doubt exists for the safety of the individuals inside the room the area should remain secured
SECURITY CELL 616-446-7098
27
Policy Chapter Situational Procedures Date Revised 709
Policy Title Defibrillators Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
FOR THOSE SITES THAT HAVE DEFIBRILLATORS
AED (Automated External Defibrillator) is used in emergency medical situations where the heart of the victim has stopped
beating and the victim is no longer breathing CPR is to be administered during a heart attack along with using the AED Those trained and certified in CPRAED procedures should be the ones who use the AEDrsquos as the Good Samaritan Act will
cover any problems or injuries during this life saving procedure
An AED is fairly simple to use For the most part the instructions are done in pictures and sound once the unit is opened up
and powered up for operation Follow the pictures and prompts in order to properly use this device For a male victim a
razor may be used in order to shave hair from the areas that the AED pads will be administered in order for proper contact
with the body For females removal of the bra may be needed in order to have proper body contact from the AED pad
An AED should be used within the first few minutes of a heart attack or as soon as it can be administered The AED
delivers an electrical shock that aids in attempting to establish a regular heart rhythm to aid in proper circulation of the
blood amp oxygen in the blood No one should be touching the victim when the AED delivers the shock Prompts from the
AED will be given as to what to do if the victim is shockable and when not to touch the body
CPR and AED should be used on heart attack victims when they are unresponsive and have no pulse or not breathing This
rescue procedure should be maintained until EMTrsquos or First Responders arrive to take over the medical care of the victim
AEDrsquos should also be properly maintained when being stored Those responsible for Security Services will be responsible
for the maintenance and supply needs for the AEDrsquos on site Also proper documentation should be maintained when using
this device or any other life saving technique Documentation should be turned in to those responsible for Security
Services
If at all possible and as a general rule of thumb only staff that has been trained in the proper use of an AED should attempt
to use it There are however instances in which it would be imprudent to wait for a trained staff member If this is the case the AED has been designed in such a way that they are user friendly and a Good Samaritan can adequately administer
treatment with the device by following the instructions printed on the apparatus
IT WILL BE THE RESPONSIBILITY OF SECURITY SERVICES TO REPLACE THE BATTERIES OF THE
AED EACH YEAR
28
AFTER HOURS COVERAGE PLAN
SECURITY SERVICES
The Security Services Office coordinates security requirements for the campus manages the fire safety
alarm and assists when necessary if there is a disruptive studentvisitortrespasser on campus
The Security Services Officer is responsible for unlockinglocking the buildings and classrooms per
predetermined schedules and as needed for special events
An officer is on duty 24 hours a day 7 days a week
Contact an officer at 616-446-7098
Listed below are emergency contact numbers for Campus Administration and Director of Security
Services The officer on duty should be the one to make contact with these individuals in times of need
DO NOT GIVE OUT THE BELOW CONTACT NUMBERS
Policy Chapter Situational Procedures Date Revised 709
Policy Title After Hours Coverage Plan Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
POSITION NAME NUMBERS
Director of Student Services Nygil Likely Cell 616-719-6457
ED of Academic Services Joy Harrison Cell 616-283-2910
Home 616-301-2175
VP of Risk Management Duane Terpstra Cell 616-581-5295
Home 616-786-0293
29
Policy Chapter Situational Procedures Date Revised 709
Policy Title Bioterrorism Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
BIOTERRORISM
Various office locations in the country have received threatening letters through the mail Some of these letters stated that you have been exposed to anthrax or other biological materials Additionally these and other envelopes or packages could contain some type of life threatening powder or granules The following information and recommendations are being provided to help you safely and effectively handle these types of incidents
SUSPICIOUS UNOPENED LETTER OR PACKAGE MARKED WITH THREATENING MESSAGE SUCH AS ldquoANTHRAXrdquo
1 Do not shake or empty the contents of any suspicious envelope or package
2 PLACE the envelope or package in a plastic bag or some other type of container to prevent leakage of contents
3 If you do not have any container then COVER the envelope or package with anything (eg clothing paper trash can etc) and do not remove this cover
4 Then LEAVE the room and CLOSE the door or section off the area to prevent others from entering (ie keep others away)
5 WASH your hands with soap and water to prevent spreading any powder to your face
6 What to do nexthellip
Report the incident to local police and notify your building security official or an available supervisor
7 LIST all people who were in the room or area when this suspicious letter or package was recognized Give this list to both the local public health authorities and law enforcement officials for follow-up investigations and advice
ENVELOPE WITH POWDER AND POWDER SPILLS OUT ONTO SURFACE
1 DO NOT try to CLEAN UP the powder COVER the spilled contents immediately with anything (eg clothing paper trash can etc) and do not remove this cover
2 Then LEAVE the room and CLOSE the door or section off the area to prevent others from entering (ie keep others away)
3 WASH your hands with soap and water to prevent spreading any powder to your face
4 What to do nexthellip
Report the incident to local police and notify your building security official or an available supervisor
5 REMOVE heavily contaminated clothing as soon as possible and place in a plastic bag or some other container that can be sealed This clothing bag should be given to the emergency responders for proper handling
SECURITY CELL 616-446-7098
30
Policy Chapter Situational Procedures Date Revised 709
Policy Title Bioterrorism Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
6 SHOWER with soap and water as soon as possible Do Not Use Bleach Or Other Disinfectant On Your Skin
7 If possible list all people who were in the room or area especially those who had actual contact with the powder Give this list to both the local public health authorities so that proper instructions can be given for medical follow-up and to law enforcement officials for further investigation
QUESTION OF ROOM CONTAMINATION BY AEROSOLIZATION
For example small device triggered warning that air handling system is contaminated or warning that a biological agent released in a public space
1 Turn off local fans or ventilation units in the area
2 LEAVE area immediately
3 CLOSE the door or section off the area to prevent others from entering (ie keep others away)
4 What to do nexthellip
Dial ldquo911rdquo to report the incident to local police and the local FBI field office and notify your building security official or an available supervisor
5 SHUT down air handling system in the building if possible
6 If possible list all people who were in the room or area Give this list to both the local public health authorities so that proper instructions can be given for medical follow-up and to law enforcement officials for further investigation
HOW TO IDENTIFY SUSPICIOUS PACKAGES AND LETTERS
Some characteristics of suspicious packages and letters include the followinghellip
Excessive postage Handwritten or poorly typed addresses
Incorrect titles Title but no name
Misspellings of common words Oily stains discolorations or odor
No return address Excessive weight
Lopsided or uneven envelope
Excessive masking tape string etc
Ticking sound
Marked with ldquoPersonalrdquo or ldquoConfidentialrdquo
Visual distractions
Protruding wires or aluminum foil
Shows a city or state in the postmark that does not match the return address
31
Policy Chapter Situational Procedures Date Revised 709
Policy Title Bomb Threats Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
BOMB THREAT DIRECTIONS
IF YOU RECEIVE A THREAT BY LETTER OR EMAIL
Preserve the letter for investigation The letter should not be handled after it is opened
Notify security services who will notify local law enforcement
Do NOT turn off lights computers or appliances
Do NOT close any doors or windows
Do NOT use electronic wireless devices two-way radios intercompaging system or the fire alarm IF YOU RECEIVE A THREAT BY PHONE
Remain calm
Attempt to keep the caller on the phone as long as possible
Follow and complete the checklist on the following page
Notify security services who will notify local law enforcement
Do NOT turn off lights computers or appliances
Do NOT close any doors or windows
Do NOT use electronic wireless devices two-way radios intercompaging system or the fire alarm IF AN ACTUAL BOMB IS DISCOVERED
Notify security services who will initiate a building wide evacuation and contact local law enforcement
Evacuate the immediate area quietly and calmly
Do NOT assume that another bomb is not in the same general area
Do NOT turn off lights computers or appliances
Do NOT close any doors or windows
Do NOT use electronic wireless devices two-way radios intercompaging system or the fire alarm
Stand 300 or more feet from the building and wait for permission from location personnel to reenter
UNDER THESE CIRCUMSTANCES WE ASK THAT THE OFFICER BE CONTACTED WITHOUT THE USE OF
A WIRELESS DEVICE USE OF HARDWIRE TELEPHONES WILL BE ACCEPTABLE SECURITY SERVICE
NUMBER IS 616-446-7098
32
Policy Chapter Situational Procedures Date Revised 709
Policy Title Bomb Threats Checklist Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
QUESTIONS TO ASK CALLERrsquoS VOICE 1 When is the bomb going to explode __ Calm __ Angry __ Slow
__ Excited __ Rapid __ Soft 2 Where is the bomb right now LocationBuilding __ Laughter __ Crying __ Loud
__ Normal __ Distinct __ Slow 3 What does it look like __ Accent __ Stutter __ Lisp
__ Raspy __ Ragged __ Deep 4 What kind of bomb is it __ Disguised __ Familiar __ Nasal
5 What will cause it to explode __ Clearing Throat __ Deep Breathing
__ Cracking Voice 6 Did you place the bomb
If voice is familiar who did it sound like 7 What is your reason for the bomb
__________________________________ 8 What is your address
BACKGROUND SOUNDS
9 What is your name __ Street Noises __ Crockery
__ Factory Machinery __ Voices EXACT WORKING OF THE THREAT __ Children Voices __ Street Noises
__ PA System __ Music __ House Noises __ Motors
__ Office Machinery __ Clear __ Animal Noises __ Static
__ Local __ Booth __ Long Distance __ Other
LANGUAGE
__ Well Educated __ Foul __ Incoherent __ Taped
Sex of Caller __________ Race _____ __ Message read __ Irrational
Age __________ Length of Call _____ REMARKS
Number at which call is received ___________________________________
________________________________ Date __________ Phone ___________
BOMB THREAT CHECKLIST
WHAT INFORMATION DO YOU OBTAIN WHEN YOU
RECEIVE A BOMB THREAT OVER THE TELEPHONE
33
Policy Chapter Situational Procedures Date Revised 909
Policy Title Civil Disorder Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
CIVIL DISORDER
The purpose of this procedure is to assist personnel in dealing with civil disorder that would endanger life cause damage to property or otherwise disrupt the operations of the University Civil disorder may take several forms including but not limited to pickets marches rallies parades sit-ins trespassing riots sabotage and criminal damage to property In all cases no matter how minor there is always the potential for escalation The primary considerations in the event of civil disorder are protection of the lives and property of the University community and preservation of the academic environment
1 Remain calm 2 Assess the situation 3 Evacuate yourself and others from the area as necessary 4 Contact those responsible for security services 5 Contact those who can properly communicate with those involved in passive resistance 6 If danger is imminent call 911
There needs to be an understanding of passive vs aggressive activities For those activities that do not create a dangerous situation please do not contact local law enforcement Internal communications will take place on how to deal with the issue For those activities that do create a dangerous environment local law enforcement should be contacted In either case security services must be contacted (616-446-7098)
SECURITY CELL 616-446-7098
34
Policy Chapter Situational Procedures Date Revised 909
Policy Title Classroom Disruption Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
CLASSROOM DISRUPTION
There are different ways that classroom disruptions can be handled In order to understand this procedure definitions will
be given of the following
Disruption - an unwelcome or unexpected break in a process or activity
Disorderly - unruly resisting authority and disturbing the peace
Dangerous - likely to cause harm or actions that could result in injury
The following are general guidelines of options that can be enforced at the time of a classroom disruption
1 When a student is causing a disruption in class the professor will handle the issue by verbal commands
2 When a student is being disorderly the professor will ask the student to leave class A report is generated through
Student Services
3 When a student is likely to cause harm or actions could result in injury ask the student to leave the classroom If
there is a refusal terminate class and ask all the students to leave the classroom Contact 911 by classroom phone
or cell phone Proceed to call Security Services if they exist at your location A report is generated through
Security Services or Student Services
SECURITY CELL 616-446-7098
35
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Communicable Disease Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
COMMUNICABLE DISEASE
Communicable diseases are those that can be transmitted from person to person (or animal to human) via direct contact with
body fluids ingesting contaminated food or water inhalation of contaminated air or the bite of an infected insect Bacteria
viruses and parasites are some of the organisms that can cause communicable diseases
A student who has a communicable disease may attend Davenport University whenever through reasonable accommodation the risk of transmission of the disease is sufficiently remote Placement decisions will be made by using
current public health department guidelines concerning the disease in question Information on communicable diseases can
be found at the below website The website table of contents is located on the next page
httpwwwaccesskentcomHealthHealthDepartmentCD_EpidDisease_Fact_Sheetshtm
The determination of whether a student with a chronic communicable disease may attend Davenport University will be
made on an individual basis according to procedures implemented by the University in consultation with appropriate
University personnel the studentrsquos primary physician public health personnel the Universityrsquos legal counsel and the
student
A student who has a communicable disease may be denied admission to or may be dismissed from a particular program or
course of study whenever such communicable disease has a direct effect on the studentrsquos ability to perform a course of
study
The University shall respect the right to privacy of any student who has a chronic communicable disease or is a carrier The
studentrsquos medical condition shall be disclosed only to the extent necessary to minimize the health risks to the student and
others Persons deemed to have ldquoa direct need to knowrdquo will be provided with the appropriate information however these
persons shall not further disclose the information
CLEAN UP ndash If the communicable disease causes a need for decontamination Facilities will arrange proper cleaning of
contaminated areas as soon as possible Assessments of completion of decontamination will be provided to the appropriate
Leadership
36
COMMUNICABLE DISEASE
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Communicable Disease Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
D i s e a s e F a c t S h e e t s - F o u n d o n W e b s i t e
Arboviral Encephalitis
Anthrax
Botulism
Campylobacter
Chickenpox (images chickenpox chickenpox 2)
E coli
Fifth Disease (images hand body amp face)
Giardiasis
Hand Foot amp Mouth Disease (hand)
Head Lice (Michigan Head Lice Manual)
Hepatitis A
Hepatitis B
Hepatitis C
Lyme Disease (images rash rash 2) (Additional Information)
Meningitis
Monkeypox
MRSA (Methicillin Resistant Staphylococcus Aureus)
Norovirus (Norovirus Cleaning Guidelines)
Pertussis
Pink Eye
Pinworms
Poison Ivy (images arm blisters arm rash arm rash 2 plant plant 2)
Rabies
Ringworm (images face hand head)
Salmonellosis
SARS
Scabies
Scarlet Fever (images tongue body)
Shigellosis
Shingles (images arm shoulder)
Smallpox
Strep Throat
Syphilis Fact Sheet
Tick Borne Diseases (images Dog and Deer tick Lone Star tick amp others)
Tuberculosis
West Nile Virus
37
CONTINUITY PLAN
Policy Chapter Situational Procedures Date Revised 709
Policy Title Continuity Plan Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
ACADEMIC
If damage to a location forces evacuation of the facility for a length of time the VP of Risk Management will work with
the Group VP for Academic Services and other designated people to determine what courses could be handled at other locations Some classes could be handled at local establishments that will allow our use for a period of time
BUILDINGS
If damage to a location forces evacuation of the facility for a length of time the VP of Risk Management will work with
the Executive Vice President of FinancesCFO and other designated people to determine what nearby facilities could be
used for classes for a period of time Local schools are often used for this purpose Addresses of local schools are on the
next page
INSURANCE
There are two people who will need to be contacted from our insurance company immediately upon the closing of a location
due to damage These individuals will give us direction on what can be done as it relates to financing through the insurance
company
These individuals are as follow
Linda Miller-Szanto CIC LIC
Area Vice President
Arthur J Gallagher amp Co of Michigan Inc
161 Ottawa NW Suite 112 Grand Rapids MI 49503
Phone 616-233-0922
Fax 616-233-0923
Linda_Miller-Szantoajgcom
Janet Manning Claims Manager
Arthur J Gallagher Risk Management Services Inc
22930 9 Mile Road
St Clairs Shores MI 48080
Phone 586-774-5415 Ext 238
Fax 586-779-6769 Janet_Manningajgcom
38
Policy Chapter Situational Procedures Date Revised 709
Policy Title Continuity Plan Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
httpmichiganschooltreeorgcounties-page1html
Caledonia High School
9050 Kraft Avenue SE
Caledonia Michigan 49316
616-891-8129
Caledonia Middle School 9230 Kraft Avenue SE
Caledonia Michigan 49316
616-891-8649
Dutton Christian School
6729 Hanna Lake Road
Caledonia Michigan 49316
616-698-8660
39
Purpose
The purpose of fire drills is to ensure the efficient and safe exit of facilities in the case of an emergency Proper drills ensure orderly exit under control and prevent panic Order and control are the primary purposes of the drill Speed in emptying buildings while desirable is not in itself an object and should be made secondary to the maintenance of proper order
Responsibility
Fire drills shall be designed and conducted according to the occupancies specified below Responsibility for the planning and conduct of drills shall be assigned by campus risk management to competent persons qualified to exercise leadership A written record of all drills conducted should be maintained including a critique of the event This record should be maintained by risk management
General Guidelines
Drills shall include suitable procedures to make sure that all persons in the building or all persons subject to the drill actually participate If a fire drill is considered merely as a routine exercise from which some persons may be excused there is a grave danger that in an actual fire the drill will fail in its intended purpose
All drills will be preplanned but not preannounced Fire drills shall be held with sufficient frequency to familiarize all occupants with the drill procedure and to have the conduct of the drill a matter of established routine Sufficient frequency for Davenport University is to hold two fire drills each semester One will be held during the day and another in the evening This will give the majority of faculty staff and students the ability to be involved in a drill
Drills should be carefully planned to simulate actual fire conditions Not only should they be held at varying times but different means of exit should be used based upon an assumption that if some given stairway is unavailable by reason of fire or smoke all the occupants must be led out by some other route Fire exit drills should be designed to familiarize the occupants with all available means of exits particularly emergency exits that are not habitually used during the normal occupancy of the building
Fire Exit Drills in Specific Campus Occupancies
The usefulness of a fire drill and the extent to which it can be carried depends upon the character of the occupancy Drills are most effective in occupancies such as classrooms where the occupant load of the building is somewhat consistent In buildings where the occupant load is of a changing character no regularly organized fire drill is possible
In such cases the fire drills must be limited to the regular employees who can be thoroughly schooled in the proper procedure and can be trained to properly direct other occupants of the building in case of fire In occupancies such as the Student Center regular employees can be rehearsed in the proper procedure in case of fire Such training always is advisable in all occupancies whether or not regular fire drills can be held
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Fire Drills Page Number 1 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
FIRE DRILLS
40
The following sections address some of the special fire drill details which should be observed for specific occupancy classes
A Educational Occupancies ndash Academic and Administrative Buildings
All educational buildings on campus must hold two fire drills per semester preferably during the first four weeks of the semester Faculty and staff shall work in cooperation with risk management in scheduling drills before the semester begins
Evacuation instructions are to be conspicuously posted in each classroom and hallway to provide the necessary evacuation information and ensure orderly egress from the building Signs should also specify that elevators must not be used to exit during a fire drill
Classroom faculty and staff should be familiar with the easiest exit to be used in the fire drill and the alternative exits available Faculty and staff should close (not lock) doors and windows and take responsibility for checking facilities for complete evacuation All personal belongings within reach should be taken from classrooms by students
Handicapped students should inform faculty or staff at the start of the semester of any special requirements with respect to locations and procedures that will best facilitate those students egress from the building in an emergency In general wheelchair users should go to the stairwell which is furthest from the fire and wait for help Fire departments should be notified that stairwells be checked first Other handicapped persons should be assisted by students faculty or staff Do not leave a handicapped person alone
B Residential Occupancies
Residential facilities demonstrate the greatest need for adequate and effective fire exit awareness due to the potential loss of life Fire drills in residence halls must be performed twice a semester at a minimum Because of the nature of the occupancy it is usually the case that additional drills are performed due to false alarms
A major concern in residence hall fire drills is the resistance of residents to evacuate the building in the event of a drill Resident assistants and other staff must take responsibility for the complete and orderly evacuation of the building Education and awareness are key components to an effective fire evacuation program Directional signs in hallways and in each dorm room will help student to become more fully aware of their options
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Fire Drills Page Number 2 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
41
Special consideration must be given to handicapped students with regard to fire safety in residence halls To be most effective handicapped students should be required to evacuate the building during a fire drill regardless of their location in the building Preplanning is key for the handicapped person because hisher own familiarity with the buildings exists and the safest methods of egress is vital First responders should preplan by having designated individuals assigned to evacuate handicapped persons requiring assistance The handicapped person should also seek out buddies to assist in the evacuation and should explain all instructions beforehand No-one should be left behind during a fire drill or fire condition
To facilitate evacuation handicapped persons should be assigned to rooms on ground or egress level whenever possible Rooms should be identified on the outside of the building with a distinctly coded sign to advise the fire department without distinguishing the student If evacuation of a handicapped person is not possible heshe should return to the room close the door or proceed to the nearest stairwell if possible and wait for the fire department rescue For this reason each dorm should have a list of all handicapped students and their room location on file with the fire department
On each floor of the facility the resident staff should proceed down the hall knocking loudly on each door as heshe passes Staff should not unlock each door as this is time consuming and may result in danger to the staff person
C Assembly Occupancies ndash Student Center
Because actual fire drills are not practical for places of non-continuous assembly where the students or public body changes with each program employees or attendants of such places should be schooled in the duties they are to perform in case of fire in order to be of greatest service in effecting an orderly exit
An adequate number of competent attendants must be on duty when assembly occupancy is used Attendants should be instructed in the proper use of portable fire extinguishers and other manual fire suppression equipment if provided
Signs with directions for speedy and orderly egress should be posted
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Fire Drills Page Number 3 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
42
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Fire Drill Checklist Page Number 4 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
FIRE DRILL CHECKLIST
In the event of a fire pull the fire alarm The integrated fire alarm system is for use only in the event of a fire and should
NOT be used to evacuate the building for any other emergency
IMMEDIATELY
Remind students which exit to take as noted in each classroom regardless of where they are parked
Tell them to put on coats and to pick up purseskeys Leave all books notebooks etc in the classroom
Tell all students they MUST move to an area 300 feet from the building
You are to take a roster or safety sign-in sheet and a penpencil with you
Close all classroom windows
Turn off lights
Close all classroom doors
ONCE OUTDOORS
Announce that class is NOT cancelled automatically ndash notification of official cancellation of class will be
announced by campus personnel
Ask students to inform you if they select to leave and take note of all who leave the premises
Confirm through a roster or safety sign-in sheet that all students who were present that day are out of the building
You will be asked by Fire officials to verify this
Do not reenter the building until permission is granted by those having authority
43
Policy Chapter Situational Procedures Date Revised 709
Policy Title Fire Response - Disabilities Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
EVACUATION OF PERSONS WITH DISABILITIES
When emergency evacuation from a building becomes necessary special attention must be paid to the safety of persons
with disabilities Good planning is the best defense against unnecessary accidents and confusion Some people with
disabilities may not need help while others may This is why it is imperative that you ask the person if there is any way you
can be of assistance
Any campus building may have an employee student or visitor who is a person with disabilities The three most encountered are visual aural and mobility
Visibility ndash Visually impaired persons may need guidance to the primary exit or to a secondary exit
Aural ndash Aurally impaired individuals may not realize the alarm is sounding
Mobility ndash Evacuation between floors can be difficult Do not use elevators during emergencies
If persons with disabilities are frequently present in your office classroom or residence hall discuss evacuation plans with
them Travel with them over possible exit routes identify potential obstacles and ask their opinions
Mobility impaired persons should be evacuated by untrained personnel only when the situation is life threatening If it is
determined that there is no immediate danger consider remaining where you are and immediately inform a member of the crisis management team or those responsible for security services
In life-threatening situation where immediate evacuation is necessary always ask the person if you can help Then
personally assist the person with a disability down the stairs Some crutch and cane users may be able to use the stairs
others may not Ask them how they want your help
Wheelchair users should be carried in their chair only when at least two strong people are available who can control the
chair
Communicate with people who are deaf or who have hearing impairments When possible arrange emergency signals in
advance Keep verbal messages short Visual props such as cards or notes can be used to communicate Immediately tell them what is happening and keep them informed of the situation
44
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Flood Response Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
FLOOD RESPONSE
Take immediate steps to ensure the safety of the people in the building Attempt to contain the flood and limit the affected
area This may involve shutting off the water main Contact the Director of Facilities for further instructions on how to
proceed
Major flood issues will be handled by our insurance company Once the source of the flood has been determined and
terminated The insurance company will provide a restoration company for cleanup One of the following two people
needs to be contacted for this information
Linda Miller CIC LIC
Area Vice President
Arthur J Gallagher amp Co of Michigan Inc
161 Ottawa NW Suite 112
Grand Rapids MI 49503
Phone 616-233-0922
Fax 616-233-0923
Linda_Millerajgcom
Janet Manning Claims Manager
Arthur J Gallagher Risk Management Services Inc 22930 9 Mile Road
St Clairs Shores MI 48080
Phone 586-774-5415 Ext 238
Fax 586-779-6769
Janet_Manningajgcom
Academic - Water shutoff valves are located in the lower level mechanical room next to
classroom 001
Cook Resident Hall ndash Water shutoff valves are
located in the southeast corner of the basement
East Residence Hall ndash Water shutoff valves are
located in the southeast corner of the basement
Student Center ndash Water shutoff valves are
located in the mechanical room just north of the
west doors next to the dumpsters
AUTHORIZED FLOOD RESPONSE CONTRACTOR IS AS FOLLOWS
Ameri Pro Restoration
1-888-222-1245 wwwameri-procom
FIRE WATER AND MOLD DAMAGE
45
Policy Chapter Situational Procedures Date Revised 709
Policy Title Hazardous Materials Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
HAZARDOUS MATERIALS
If there is a hazardous materials spill anywhere on location the following steps should be immediately taken
Contact security services facility staff or a member of the Crisis Management team They will take over coordinating the remainder of the emergency response The scene should be immediately secured by not allowing people into the hazardous
area This includes any rescue attempts anyone unable to remove themselves from the affected area will have to wait until
the situation has been fully assessed and emergency personnel have arrived If there is anyone in such a state immediately
contact 911 and notify them of the situation
Isolate the area and take steps to ensure the safety of people as well as the environment with the priority being in that order
Attempt to identify the hazardous materials using any placards visible from a safe distances MSDS sheets found in the
security services office or shipping documents that may be available
Assess the Situation If the spill warrants it contact emergency services to take over the scene If not contact the Director of Security Services andor the Director for Facilities and ask for instructions on how to proceed
There may be the need to shut down the HVAC systems if there is a chemical spill on the highway and a chemical cloud is
approaching the campus There will always be a facility or security personal available to shutdown HVAC units if
necessary
SHUTOFF LOCATIONS
Main shutoffs for the HVAC system in the Academic building can be found in the lower level mechanical
room next to the food prep area on the Westside of the main lecture halls
Main shutoffs for the HVAC system in Cook and East residence halls can be found in the basement
mechanical room
Main shutoffs for the HVAC system can be found in the mechanical room just north of the west doors next to
the dumpsters
SECURITY CELL 616-446-7098
46
Policy Chapter Situational Procedures Date Revised 909
Policy Title Illegal Activities Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
ILLEGAL ACTIVITIES
Security Services is responsible for the investigation of all illegal activities Contact Security Services
immediately at 616-446-7098
If immediate danger exists call 911
Try to remember information regarding suspects vehicle descriptions and direction of travel
Each situation will be documented and investigated by the University andor local law enforcement
INCIDENT REPORTING OF ILLEGAL ACTIVITIES
If you are a victim of or a witness to any criminal activity contact Security Services at 616-446-7098 and they
will assist in documenting the situation and contacting the police department
DO NOT attempt to handle the situation alone
If immediate danger exists call 911
Observe Universal Precautions when coming in contact with any human body fluid Vinyl latex free gloves are
located in the Security Services Office Welcome Center Desk LInC Circulation Desk Administrative Office
Suite third Floor Faculty Lounge Fitness Center and Maintenance OfficeWorkshop
SECURITY CELL 616-446-7098
47
Policy Chapter Situational Procedures Date Revised 709
Policy Title Injury Reporting Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
INCIDENTS RESULTING IN EMPLOYEE INJURIES
If someone is injured as a result of an incident notify Security Services at 616-446-7098
Do NOT move the injured person unless absolutely necessary
Send someone else to call 911 and to give information regarding the medical emergency
Do NOT attempt first aid unless you are trained to do so
Do NOT offer to pay medical expenses admit responsibility or mention insurance
Do NOT apologize for the accident argue the cause or reprimand anyone
Do NOT offer to transport the injured person
A MICHIGAN EMPLOYERrsquoS FORM MUST BE FILLED OUT WHEN AN EMPLOYEE IS INJURED
SECURITY CELL 616-446-7098
48
Policy Chapter Situational Procedures Date Revised 709
Policy Title Media Call Form Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
MEDIA CALL LOG
If media call your location and you cannot transfer the call to a crisis communications
team member as noted obtain the following information and Fax the sheet to
6167321179 or relay the information to the crisis communications team by phone
Date _________________________ Time _____________________
Callerrsquos name _________________________ Callerrsquos phone number _______________ Media organization name _____________________ Location ____________________ Deadline (if given) _________________ Your name __________________________ Work Number _________________ Cell Number _________________ Other Number _________________ Actioninformation requested ________________________________________________ __________________________________________________________________________ Reporterrsquos specific questions ________________________________________________ __________________________________________________________________________ __________________________________________________________________________ What reporter was told _____________________________________________________ __________________________________________________________________________
_________________________________________________________________________________
____________________________________________________________________
If you answer a media call and cannot immediately transfer the call per the chart complete the ldquomedia call logrdquo tell the caller
someone will respond to them as soon as possible and forward the log sheet to the first available crisis communications team member
You may copy the sheet attached and FAX completed sheets to the crisis communications team at 6167321179 or if there
is a power outage relay the information from the ldquomedia call logrdquo to the crisis communications team by cell phone
49
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 1 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
SEVERE WEATHER ndash Class CancellationCampus Closing Policy
Severe winter weather may come in many forms consisting of snow ice and wind Generally each one individually does not result in the cancellation of classes but occasionally the severe combination of all three may cancel classes or possibly close a
campus
Our students are being trained to work in our communities Businesses rarely close due to weather related issues
Davenport will rarely close or cancel classes
DECISION PROCESS
The recommendation to cancel classes or the closing of a campus will be made by the highest ranking student services
and academic leadership member for a specific campus
Information regarding the conditions of the weather can generally be determined by contacting facilities and security
who may be on site Use of the internet is also encouraged for weather information (wwwweathercom) There
is an expectation that the recommendation would be made with help from others
In the chart below you can find criteria that can be used to make this recommendation These criteria will be used to
explain to faculty staff and students why classes were canceled This information will also be tracked by the VP of
Risk Management to help obtain an understanding under what conditions classes are generally canceled so decisions
can become easier in the future
A request to cancel classes will be given to the VP of Risk Management by the highest ranking Student Services
person of a specific campus This request will contain details related to the above chart The VP of Risk
Management will contact the Executive VP of Finance by 530 am with bullet points about the weather conditions of
the effected campus The Executive VP of Finance will contact the President for final approval
The process to close a location will be the same as above however the EVP for Organizational Development and the
VP of Risk Management must concur with the decision to close a campus before the EVP of Finance is contacted
DESCRIPTION EXAMPLE
Current Length of Storm 4 or More Hours
Additional Anticipated Length of Storm 4 or More Hours
Strength of Wind 21 or More
Visibility 025 Mile
Wind Chill -30
Current Snowfall 8 or Above
Future Anticipated Snowfall 4 or Above
Ice Coverage Any Ice
Area CollegeUniversities Closed Yes
Roads closed by State Police Yes
Information
can be found
on internet
Feel free to
use
wwwweather
com
50
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 2 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
Once approval has been obtained for classes to be canceled at a specific campus the VP of Risk Management
will
1 Initiate the DU-Alert as early as 530 am DU-Alert will contain the following information
a Closed building vs Canceled classes b Day vs evening classes c Who should report to work d What events need to be canceled
2 Notify University Communication so the proper information can be placed on our website and be sent to
Faculty and staff by email Contact Rick Jensen first at 616-706-2608 and Von Franklin at 616-481-3083 It
will be the responsibility of communications to post the appropriate communication on the website
3 Notify the appropriate Director of Student Services so information can be relayed to specific campus
personnel
4 Call CSC at 800 am to inform them of weather issues It will be the responsibility of CSC to be notified of
issues through DU-Alert prior to 800 am 1212 Extension
1-800-322-3984
5 Contact Malachi Hooser of the Call Center about the weather issues
616-308-9232 Cell
616-554-5386 Office
Location Student Servicesrsquo leadership will be responsible to
1 Notify the appropriate TV and radio stations 2 Update the Emergency Hotline
QUESTIONS AND COMPLAINTS
Questions and complaints from faculty staff or students regarding the decision to cancel classes or close a location
should be sent to the VP of Risk Management
TIME OF DECISIONS
Morning cancellations will be announced by 6 am
Afternoon cancellations will be announced by 10 am
Evening class cancellations will be announced by 3 pm
51
DU Campus Closing Line Main Menu Greeting
YOU HAVE REACHED THE DAVENPORT UNIVERSITY CAMPUS CLOSING LINE IF YOU KNOW
YOUR TWO DIGIT CAMPUS IDENTIFICATION NUMBER YOU MAY DIAL IT AT ANY TIME DURING
THIS MESSAGE FOR FULTON DIAL 01 FOR LANSING DIAL 03 FOR KALAMAZOO DIAL 04 FOR
MIDLAND DIAL 05 FOR BATTLE CREEK DIAL 08 FOR HOLLAND DIAL 09 FOR FLINT DIAL 10 FOR
SAGINAW DIAL 11 FOR WARREN DIAL 12 FOR ALMA DIAL 15 FOR CARO DIAL 16 FOR GAYLORD
DIAL 19 FOR TRAVERSE CITY DIAL 20 FOR LETTINGA DIAL 33 OR FOR LIVONIA DIAL 35 TO
LISTEN TO THIS MESSAGE AGAIN TOUCH THE KEY
Suggested Message for the Individual Campuses ltCAMPUS NAMEgt CLASSES ARE IN SESSION AS SCHEDULED
Example
LETTINGA CAMPUS CLASSES ARE IN SESSION AS SCHEDULED
To change a message
1 Dial 7002 for voice item maintenance
2 Dial the application ID for the message yoursquod like to change
3 Dial the password for the application
4 Dial 2 to review the current recording
5 Listen to the recording to make sure you are changing the correct one
6 Dial 5 to begin recording
7 Say the message yoursquod like callers to hear
8 Dial to end recording
9 Dial 2 to review the recording
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 3 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
52
CHECKLIST
Student Services Representative
Student Services and Academic Leadership decide to make a recommendation on classes being canceled or
the building closed
Decision will be assisted by facilities andor security that may be on site
Decision to cancel class will be made for the morning by 5 am and announcement will go out at 6 am Decision to cancel class will be made for the afternoon by 930 am and the announcement will go out by 10
am Decision to cancel class will be made for the evening by 230 pm and the announcement will go out by
300 pm
Student Services representative will call VP of Risk Management with cancelation of classes or closing of
a campus using the appropriate statistics found at wwwweathercom
Student Services representative will put a message on the emergency hotline and remember to update it as
necessary
Student Service representative will contact local TV and radio stations
Student Service representative will activate their call tree as appropriate
VP of Risk Management
VP of Risk Management will contact appropriate Executive Vice Presidents who will then obtain
permission from the president
VP of Risk Management will contact specific Directorrsquos of Student Services to report the decision
DU-Alert will be activated to the affected campuses
Contact Communications
Contact Web site administration
Contact CSC
Contact Call Center
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 4 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
53
EXAMPLE OF A BLIZZARD WARNING
URGENT - WINTER WEATHER MESSAGE
NATIONAL WEATHER SERVICE GRAND RAPIDS MI
428 AM EST THU DEC 10 2009
MUSKEGON-OTTAWA-KENT-ALLEGAN-BARRY-VAN BUREN-KALAMAZOO-
INCLUDING THE CITIES OFMUSKEGONJENISONGRAND RAPIDS
HOLLANDHASTINGSSOUTH HAVENKALAMAZOO
428 AM EST THU DEC 10 2009
BLIZZARD WARNING REMAINS IN EFFECT UNTIL 4 PM EST THIS
AFTERNOON
HAZARDOUS WEATHER
SNOW SHOWERS WILL CONTINUE TO INTENSIFY EARLY THIS MORNING 2
TO 4 INCHES OF SNOW ACCUMULATION CAN BE EXPECTEDALTHOUGH
LOCALLY HIGHER AMOUNTS ARE POSSIBLE
WEST WINDS OF 20 TO 30 MPH WILL GUST UP TO 40 MPH THESE WINDS
WILL CAUSE CONSIDERABLE BLOWING AND DRIFTING OF SNOW VISIBILITIES WILL FREQUENTLY BE REDUCED TO NEAR ZERO AT TIMES
THROUGH THIS AFTERNOON
GUSTY WINDS ALONG WITH RAPIDLY FALLING TEMPERATURES WILL
PRODUCE SUB ZERO WIND CHILLS
IMPACTS
TRAVEL WILL BE SEVERELY IMPACTED WITH SNOW BLOWING
SNOWAND BITTER COLD WIND CHILLS BLIZZARD CONDITIONS ARE
EXPECTED THROUGHOUT MUCH OF THE DAY ESPECIALLY ALONG US HIGHWAY 131
POWER OUTAGES WILL BE POSSIBLE DUE TO THE STRONG GUSTY WINDS
PRECAUTIONARYPREPAREDNESS ACTIONS
IT WOULD BE BEST NOT TO TRAVEL TODAY
IF YOU MUST TRAVELKEEP AN EXTRA FLASHLIGHTFOODAND
WATER IN YOUR VEHICLE IN CASE OF AN EMERGENCY
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 5 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
54
EXAMPLE OF HOLLAND AT WWWWEATHERCOM
Right Now Next 36 Hours
Today Tonight Tomorrow
Light Snow Snow Snow Shower AM Snow Showers
30degF 32deg 27deg 33deg
Feels Like 21deg High Low High
Past 24-hr Precip 029 in (est) Snow 29 in (est)
Chance of Precip 80
Chance of Precip 80
Chance of Precip 60
Wind From W at 12mph
Wind W at 18 mph
Wind W at 17 mph
Wind W at 14 mph
Humidity 69 64 62 62
Dew Point23deg
Pressure 2980 in
Visibility 10 mi
UV Index 0 - Low 1 - Low -- 1 - Low
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 6 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
55
CONTINUED EXAMPLE OF HOLLAND AT WWWWEATHERCOM
Daylight Remaining 6 hrs 1 min Sunrise 755 am Sunset 512 pm Sunrise 756 am
Through 5pm A steady snow will continue to fall through late afternoon Cloudy and windy Temperatures reaching the low 30s Winds W at 15 to 20 mph Chance of snow 80 Additional snowfall of 1 to 2 inches through 430pm
Snow showers early with a steadier snow developing late Colder Temps nearly steady around 30 Winds W at 15 to 25 mph Chance of snow 80 1 to 3 inches of snow expected
Variably cloudy with snow showers Low 27F Winds W at 15 to 25 mph Chance of snow 80 Snow accumulating 1 to 2 inches
Mainly cloudy with snow showers around in the morning High 33F Winds W at 10 to 20 mph Chance of snow 60 Snow accumulations less than one inch
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Severe Weather Page Number 7 of 7
CRISIS MANAGEMENT MANUAL
University Crisis Management
56
Policy Chapter Situational Procedures Date Revised 709
Policy Title Severe Weather Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
CLASS CANCELLATIONS PROCEDURES
GREATER GRAND RAPIDS ndash HOLLAND AND LETTINGA
CLASS CANCELLATIONS PROCEDURES
NOTE All staff are to report to work as long as they are not endangering themselves in the process
The Director of Security Services will input information for all campuses in the GRAIL WEB system and at
wwwcancellationscom
1 When closings occur the Director of Security Services or his alternate will input closing data to the
GRAIL WEB site which will result in local media announcements
2 Day Classes ndash Weekdays (Monday through Friday) the Director of Security Services or alternate will check on weather and road conditions should weather become severe
a When day classes (prior to 400 pm start) need to be canceled the Director of Security Services
will contact one of the following in the order listed
i The ED of Student Services (Lettinga)
Tom Woods (517) 230-9834 (cell)
ii The ED of Academic Services (Lettinga)
Joy Harrison (Lettinga) (616) 301-2175 (home) (616) 283-2910 (cell)
iii The Director of Student Services (Holland)
Linda Sievert (616) 942-7735 (home) (616)745-3030 (cell)
b The EDs will inform
ii The Lettinga Asst Directors
Don Fowler (269) 383-5626 (home) (269) 598-7546 (cell)
Nygil Likely (616) 724-4206 (home) (616) 717-8243 (cell)
iii The Holland Director of Student Services
Linda Sievert (616) 942-7735 (home) (616)745-3030 (cell)
iv The Dir of Security Services
Eric Patterson (616) 459-8603
who will access wwwgrailwebcom and TV-13 (616) 785-1313 to
input the West Michigan locations (s) being closed and for how long
These decisions will be broadcast by 600 am
57
Policy Chapter Situational Procedures Date Revised 709
Policy Title Severe Weather Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
3 Evening Classes ndash Weekdays (Monday through Friday) the EDrsquos (see 2b i ii and iii above) and the Director of
Security Services will decide on cancellations for classes starting after 400 pm
The Director of Security Services will access wwwgrailwebcom and TV-13 (616) 785-1313 to input exactly
which locations (s) are being closed and for how long
4 Weekend Classes ndash The Security Services Officer on duty will contact 1) the Director of Security Services 2) the ED
of Student Services 3) the D for Holland or 4) ED for Academic Services at Lettinga (See 2 a and b above) The
individual contacted will
a Make the decision to close Lettinga and Holland locations
b Relay decision to the Director of Security Services who will access wwwgrailwebcom and TV-13 (616)
785-1313 to input exactly which locations (s) are being closed and for how long
c Contact the EDs and D (see 2a and b above) to tell them of the closings
Saturday classes will be canceled by 600 am
Sunday classes will be canceled by 800 am
5 Phone Messages ndash During any of the seven days of the week the Director of Security Services or designee will contact
Lettinga a Kirsten Scott (616) 554-5311 andor (616) 891-7623 or
b Sally Kuipers (616)742-2070 andor h(616)452-2349 or c(616)560-7478
Holland
c Rhonda Prins at 616-218-9896 or 616-395-4608
to change the message on the switchboards notifying incoming callers that classes have been canceled The
switchboards will carry the specific message as long as appropriate
6 OTHER THAN WEATHER RELATED CLOSINGS ndash Closings for other reasons will be determined by the
campuslocation leader with notification to the ED and Director of Security Services for posting to GRAIL Here are some guidelines
a Electrical Gas Leak Water ndash two hour delay unless need for longer closing is obvious
Contact numbers can be found on the ldquoLocation Communication Treerdquo procedure located in this document
Davenport University Connect Hotline Number is 1-800-525-8282
58
Purpose
The purpose of tornado drills is to provide shelter for the campus community during a tornado warning In these cases faculty staff and students should not evacuate the building since this may cause injury During a tornado
warning you have only a short time to find shelter Advance planning and a quick response are the keys to surviving
this type of inclement weather The University values the safety of each individual and expects that people will take
responsibility for safeguarding their welfare
Regulation
Effective March 30 1998 House Bill 5237 amended the Michigan Fire Prevention Cote Act 207 PA 1941 as
amended Section 19 to require Tornado Drills in Schools The new requirement applies to all schools including
state supported schools colleges universities and school dormitories
Sec 19 (3) now requires a minimum of 2 tornado safety drills for each school year at the schools and facilities hellip
These drills are for the purpose of preventing hazards and injuries in the event of severe weather
Responsibility
Responsibility for the planning and conduct of drills shall be assigned by campus risk management to competent
persons qualified to exercise leadership A written record of all drills conducted should be maintained including a
critique of the event This record should be maintained by risk management
General Guidelines
Drills shall include suitable procedures to make sure that all persons in the building or all persons subject to the
drill actually participate If a tornado drill is considered merely as a routine exercise from which some persons may
be excused there is a grave danger that in an actual tornado the drill will fail in its intended purpose All drills
should be pre-planned and preannounced
Definitions
Severe Weather Includes thunder lightening hail wind and heavy rains
Tornado A violently rotating column of air in contact with the ground
Watch Indicates that conditions are favorable for a particular type of weather to occur
Warning Indicates that a particular type of weather is or will soon be occurring
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Tornado Drills Page Number 1 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
TORNADO DRILLS
59
Specified Occupancies
Educational Occupancies ndash Academic and Administrative Buildings
All educational buildings on campus must hold two sets of tornado drills one in the spring and one in the Fall
preferably during the first four weeks of the semester Faculty and staff shall work in cooperation with risk
management in scheduling drills before the semester begins A ldquosetrdquo can be defined as a tornado drill during
the day and one in the evening in order to involve as many staff and students as possible
Locations of tornado shelters are to be conspicuously posted in each classroom and hallway to provide the
necessary information and ensure orderly movement through the building Signs should also specify that
elevators must not be used to exit during a tornado drill
Faculty and staff must be familiar with the tornado shelter locations and will assist students to these shelters
Handicapped students should inform faculty or staff at the start of the semester of any special requirements with
respect to procedures that will best facilitate those students
Residential Occupancies
Residential facilities demonstrate the greatest need for adequate and effective tornado shelter awareness due to
the potential loss of life Tornado drills in residence halls must be performed twice each year one in the spring
and Fall
A major concern in residence hall tornado drills is the resistance of residents to go to the designated tornado
shelters Resident assistants and other staff must take responsibility for the complete and orderly movement of
the students through the building Education and awareness are key components to an effective tornado drill
program Location of shelter in each apartment will help student to become more fully aware
Special consideration must be given to handicapped students with regard to tornado drills in residence halls To
be most effective handicapped students should be required to move to tornado shelters during a tornado drill
regardless of their location in the building Preplanning is key for the handicapped person because hisher own familiarity with the tornado shelter locations and the safest methods of egress is vital The handicapped person
should also seek out buddies to assist
On each floor of the facility the resident staff should proceed down the hall knocking loudly on each door as
heshe passes Staff should not unlock each door as this is time consuming and may result in danger to the staff
person
Assembly Occupancies ndash Student Center
Because actual tornado drills are not practical for places of non-continuous assembly where the students or
public body changes with each program employees or attendants of such places should be schooled in the
duties they are to perform in case of a tornado drill An adequate number of competent attendants must be on
duty when assembly occupancy is used Signs with directions for speedy and orderly egress should be posted
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Tornado Drills Page Number 2 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
60
TORNADO DRILL CHECKLIST
INDOORS
1 Information about severe weather will be given to the campus community if known in advance
2 A Tornado Watch is the time to review emergency action plans and determine the nearest tornado shelter
3 Tornado shelter plans will be posted in each classroom
4 During a tornado watch one person will be designated to monitor the weather by computer or weather radio
5 When the community siren is activated or information is obtained through computer monitoring faculty and
staff will move students to the appropriate tornado shelters
6 DU-Alert will be activated for the individual campus that has the tornado warning The following are the
individuals who can access DU-Alert
Duane Terpstra
Office 616-732-1155
Cell 616-581-5295
Home 616-786-0293
Matthew Miller
Office 586-620-4050
Cell 616-780-6346
Shallan Spielmaker
Office 517-367-8211
Cell 616-581-1453
Nathan Schumacher
Office 586-620-4054
Cell 586-201-8099
7 There will be monitoring equipment in a designated shelter to determine the completion of the warning
8 Do not use elevators and stay away from windows
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Tornado Drill Checklist Page Number 3 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
61
OUTDOORS
1 Seek indoor shelter if possible
2 Parked motor vehicles are unsafe Seek indoor shelter
3 If an indoor shelter is not available and there is not time for escape lie flat in a ditch or low spot
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Tornado Drill Checklist Page Number 4 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
62
Policy Chapter Situational Procedures Date Revised 709
Policy Title Tornado Policy Page Number 2 of 3
CRISIS MANAGEMENT MANUAL
University Crisis Management
TORNADO SHELTER AREA ACADEMIC BUILDING ndash Shelters are in green
areas
63
Policy Chapter Situational Procedures Date Revised 709
Policy Title Tornado Policy Page Number 3 of 3
CRISIS MANAGEMENT MANUAL
University Crisis Management
TORNADO SHELTER RESIDENCE HALLS ndash Shelters are in green areas
TORNADO SHELTER STUDENT CENTER ndash Shelter are in green areas
64
Policy Chapter Situational Procedures Date Revised 709
Policy Title Stalking Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
STALKINGTHREATSHARRASSMENT
IF OCCURRING ON CAMPUS
Contact those individuals who are responsible for security services or your student services representative They will
evaluate the situation and contact police authorities if necessary
If fear of bodily harm exists call the Police Department at 911 and then locate security services personnel
If you receive a ldquoPersonal Protection Orderrdquo or PPO from the court provide a copy of the order to the office of Security
Services
IF OCCURRING OFF CAMPUS
Contact the police at 911 followed by security services personnel
Copies of Personal Protection Orders are kept on file These documents should be updated as necessary and will be shared with location personnel on a need to know basis
As with any incident on location an incident report should be filled out and kept on file for future reference
The next page is an example of the information that can be given to those at a location in order to assist in identifying the
individual responsible This information upon approval of the victim can be kept at a main entrance desk welcome center
or other location where staff may meet people as they enter the building
Stalking is a willful course of conduct involving repeated or continuing harassment of another individual
that would cause a reasonable person to feel terrorized frightened intimidated threatened harassed or
molested and that actually causes the victim to feel terrorized frightened intimidated threatened harassed
or molested 750411h
SECURITY CELL 616-446-7098
65
Policy Chapter Situational Procedures Date Revised 709
Policy Title Stalking Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
66
Policy Chapter Situational Procedures Date Revised 909
Policy Title Suicidal Remarks Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
SUICIDAL REMARKS
With the diverse student body with varying age groups and backgrounds the potential exists for suicidal tendencies among
students who are attending classes It is critical that our staff respond to these individuals correctly and with care to ensure
that the safety of our student body is preserved and that the individual is properly cared for
When confronted with a student who is making suicidal remarks you should contact a security services or a student services
representative as soon as possible Security Services personnel with help from Student Services will coordinate any
further response
It is important to isolate this student from the rest of the student population and keep them under watch throughout the entire
incident At no time should a student who has made such statements be left alone Every effort should be made to keep
them on location If the individual insists on leaving inform them that you believe this to be unwise but allow them to leave if they insist If the student does leave contact the Police Department to inform them of the situation Attempt to give the
police a description of both the person and the vehicle they are driving as well as contact information if available
Ask the student if there is a mental health professional that they have been seeing and ask if they have the contact number
for that person If they do have them contact that individual Ask the student if there is a family member or friend that can
transport himher off site
A DU employee should only willingly allow a suicidal student to leave if there is a third party present to transport them
Under no circumstances should the student be allowed to leave on their own even if they state that they are feeling better
without some resistance from the University employee
67
SUICIDE ATTEMPT
Student Suicide Protocol All Campuses (Non-Housing)
1
st Staff Responder First Steps (Immediately)
When you enter the room or vehicle
Is the area safe
Check for vital signs
Call 911Security ServicesStudent Services based on the resources available
Gather information
Identify student if possible
Identify method of suicide if possible
Are you able to contain the area YesYes with assistanceNo
Determine how many students if any are awareimpacted by the situation and who they are
Contact ED of Student Affairs (Paul Ballard) or ED of Security Services (Matt Miller) or VP of Risk
Management (Terpstra) and inform with what you know
Name of Student
Method of suicide
What you know about the student (Team clubs friends etc)
If area is contained or does it need to be contained
How many students are immediately affected and who they are
What location will the affected students be quarantined
If security or police have arrived your focus is the affected students
Quarantine affected students in a separate area
Discuss with them that someone from the University will be contacting the studentrsquos family and for them
not to refrain from contacting the family out of respect and care for them until a trained professional
contacts them
Determine if the studentrsquos circle of friends is complete or if others need to be quarantined temporarily
Comfort the students as best you can and assess individualrsquos risk levels
Remain with the students until a trained counselor arrives
1st Professional Staff Responder Next Steps (1 to 24hrs)
Create incident report
Relocate displaced classes if needed
Check in and identify additional students or staff that require mentalemotional support
1st Professional Staff Responder Final Steps (24-48 hrs)
Check in and identify additional students or staff that require mentalemotional support
Aid in gathering the deceased individualrsquos personal belongings if necessary
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Suicidal Attempt Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
68
Missing Student Protocol
(Not process for Study Abroad Missing Student)
A campus is contacted by a person requesting information on a student that the caller assumes is missing This
person is worried because they have not been contacted by the student for an unusual length of time You explain to
the caller that you cannot give out specific information about a student but would be willing to work with the police
if they would report the issue
Once you disconnect from the caller you take the following steps
Contact ED of Student Affairs (Paul Ballard) or ED of Security (Matt Miller) or VP of Risk Management (Terpstra)
Student Services or
Security Services
Contact the person responsible for investigations on your campus This may be Security
Services or Student Services depending on the resources on the campus Contact the
caller and ask the below question
Determine relationship to student
Why do you think they are missing
Date time location the student was last seen
General routine of student (Close circle of friends)
Studentrsquos cell number
Does the student have a Social Media account Make model color and license plate of vehicle
Have they filed a missing persons report
Is there any medical or emotional condition we should be aware of
Establish a timetable where you will contact them again
General Investigative Steps
Call and text the student
Send the student an Email
Check with instructors on attendance of student (w photo)
Check emergency information in Banner
Check SPACMNT for comments and FERPA waivers
Go to studentrsquos classroom
Check card access and dining swipes (if applicable)
Check social networking sites
Contact known FriendsClassmates fill in any information gaps from that caller did not know
Check for student car in parking lot
Contact CSC for last log in
Check the websites to see if student has been arrested ex httpswwwaccesskentcomInmateLookup
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Missing Student Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
69
Missing Student Protocol
(Not process for Study Abroad Missing Student)
If proof of life has been established or check list has been completed Contact ED of Student Affairs (Paul Ballard)
or ED of Security (Matt Miller) or VP of Risk Management (Terpstra)
If student is found
Have them contact the person that called (if applicable) with University personnel present
If student does not want the person to know where they are have them meet with EDSA Paul Ballard
ED of SA will make contact with the caller and give them FERPA based info
If student is hospitalized or unable to return to school initiate protocol for medical withdrawal
If student is not found
Student Affairs will call emergency contact number
Student Affairs will follow up with caller
Policy Chapter Situational Procedures Date Revised 0111
Policy Title Missing Student Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
70
Policy Chapter Situational Procedures Date Revised 909
Policy Title Utility Failure Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
UTILITY FAILURE
ELECTRICAL FAILURE
All individuals should remain where they are
Security Services personnel will assist with building evacuation if necessary
Security Services personnel will notify Consumers Power
If the power comes back on in a short time (two hours or less) operations will resume
If the power remains off for longer than two hours campus leadership will make a decision on whether or not to
close the campus
GAS LINE BREAK OR LEAK
Report the break or leak to Security Services 616-446-7098
Security Services will clear the immediate area and evacuate the building if needed
DO NOT turn off radios lights computers or other office equipment
Security Services will contact the utility company
WATER MAIN BREAK
Security Services or facilities will contact the Water Department
All employees and students should be notified that the restroom facilities will not be available
SECURITY CELL 616-446-7098
71
Policy Chapter Updating Process Date Revised 709
Policy Title Post Incident Debriefing Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
POST INCIDENT DEBRIEFING
Once the incident is over a debriefing should take place with those who were involved The purpose of this process is to improve our reaction to future incidents The following is a general list of questions that can be asked
Type of Incident
Date of Incident Time of Incident
Initial notification received by
Was the VP of Risk Management notified soon after the event [ ] Yes [ ] No [ ] NA
Were the appropriate people notified of the situation [ ] Yes [ ] No [ ] NA
Was there good communication with the Risk Management Team [ ] Yes [ ] No [ ] NA
Was there good communication with the local Crisis Management Team [ ] Yes [ ] No [ ] NA
Was there appropriate communication with Cabinet Members [ ] Yes [ ] No [ ] NA
Was there appropriate communication with Faculty Staff and Students [ ] Yes [ ] No [ ] NA
What changes could there have been to make communication better
What actions were taken that was effective
What are the opportunities for improvement
What changesadditions are needed for the crisis management manuals
On the back of the page map the incident timeline
72
Policy Chapter Testing Date Revised 709
Policy Title Testing amp Training Process Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
TESTING amp TRAINING
The testing process for possible crisis situations will be done in the following three ways
1 Scenarios will be presented to the Risk Management and Crisis Management teams in the form of table top exercises This will be done in the regular meetings
2 Simulation of actual events
3 Instruction is given on how to react to a crisis The below document is given to all employees and placed in many
locations within the facilities
EMERGENCY RESPONSE PROCEDURES
University Crisis Management
Emergency Response
Security Management
LOCATION CRISIS MANAGEMENT TEAM
HOW TO REPORT AN INCIDENT
SUSPICIOUS PERSONS
STALKINGTHREATSHARASSMENT
VIOLENT BEHAVIOR
ACTIVE SHOOTER RESPONSE
BOMB THREAT
UTILITY FAILURE
FIRE RESPONSE
SEVERE WEATHER
FIRST AIDBLOODBORNE PATHOGENS
MAIL SECURITY
73
GLOSSARY OF TERMS
1 CMT- Crisis Management Team A crisis management team consists of representatives from Human Resources Security Services Facilities IT etc These teams are located at every location within the University and are responsible for crisis management at that particular location
2 RMT ndash Risk Management Team The risk management team consists of representatives from Human Resources Security Services Facilities IT etc This team is located at Lettinga and is responsible to develop procedures manage crisis management teams and communicate with the administration
3 EOC ndash Emergency Operations Center Headquarters for the Crisis Management team to manage and coordinate the companyrsquos business recovery efforts
Policy Chapter Appendix A Date Revised 709
Policy Title Glossary of Terms Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
74
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic Lower West Page Number 1 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
Gas Valve Electrical Panel
Geothermal
Pumps
75
Sprinkler Shutoff
Water Shutoff
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic Lower East Page Number 2 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
76
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 1st West Page Number 3 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
77
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 1st East Page Number 4 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
78
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 2nd
West Page Number 5 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
79
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 2nd
East Page Number 6 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
80
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 3rd
West Page Number 7 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
81
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Academic 3rd
East Page Number 8 of 8
CRISIS MANAGEMENT MANUAL
University Crisis Management
82
Water Shutoff Electrical
Shutoff
Gas Shutoff
Fire Suppression
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Student Center Lower Level Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
83
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Student Center Main Level Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
84
Electrical
Shutoff
Water Shutoff
Fire Suppression
All Shutoffs
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Cook Hall Basement Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
85
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Cook Hall Floors 1-4 Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
F1 F2
F3 F4
86
Electrical Shutoff
Water Shutoff
Fire Suppression
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Meijer Hall Basement Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
87
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title Meijer Hall Floors 1ndash5 Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
F1 F2 F3
F4 F5
88
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title South Hall 1st amp 2
nd Floor Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
F1
F2
89
Policy Chapter Appendix B ndash Floor Plans Date Revised 709
Policy Title South Hall 3rd
and 4th Floors Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
F3
F4
90
Policy Chapter Appendix C Date Revised 709
Policy Title General Telephone Numbers Page Number 1 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
NAME WORK NUMBER CELL NUMBER TITLE
Anderson Kristine 616-742-1726 231-329-4667 Director of Employee Relations
Ballard Paul 616-554-5687 616-862-6532 Exe Director of Student Affairs
Bean Brent 616-451-3511 ext 1495 616-889-3875 IT S Manager
Beausoleil Gail 616-554-5394 616-292-5446 Director of Career Services
Bill Chris 616-732-1151 616-540-7396 VP or Human Resources
Bloom Deb 616-732-1124 616-340-3402 Exe Dir Of government amp Com Relations
Bruyn Kim 616-732-1165 616-540-7711 Exc VP for Advancement
Caledonia Fire amp Rescue 616-891-0940 Caledonia Township Fire amp Rescue
Caledonia High School 616-891-8129 Caledonia High School
Caledonia Middle School 616-891-8649 Caledonia Middle School
Communication Fax 616-732-1179 Communication Fax
CSC 1-800-322-3984 Customer Support Center
Donovan Sherri 616-233-3472 616-233-3472 Exe Director of Academic Services
Dutton Christian School 616-698-8660 Dutton Christian School
Engblom Rob 616-554-5087 865-803-7350 Exe Director of Housing
Finkler Kathy 616-732-1085 616-446-5303 Director of Customer Support
Fischer John 616-554-5005 616-822-1088 Director of Facilities
Fisher Christine 616-732-1168 616-340-2525 Exe Administrative Assistant
Fowler Don 616-732-1206 269-598-7546 Director of Student Services
Harrison Joy 616-554-5820 616-283-2910 Exc Director of Academic Services
Hogan Brian 616-437-3234 HiTec Cleaning Services
Hooser Malachi 616-5545386 616-308-9232 Call Center Manager
Hotline 1-800-525-8282 Emergency Hotline
IT Weekend Emergency Number 616-481-6011 IT Weekend Emergency Number
Jensen Rick 616-732-1172 616-706-2608 News Information Manager
Jones Apple 616-554-4743 616-560-4856 Department Coordinator
Kent County - Main 616-632-6100 Kent County Sheriff Department
Kent County - Substation 616-632-6490 Kent County Sheriff Department
Kingrey Daryl 616-554-5395 616-481-2239 VP of Admissions
Knechtel Heather 616-554-5388 517-974-5793 Director of Admissions
91
Policy Chapter Appendix C Date Revised 709
Policy Title General Telephone Numbers Page Number 2 of 2
CRISIS MANAGEMENT MANUAL
University Crisis Management
NAME WORK NUMBER CELL NUMBER TITLE
Kraska Nick 616-7732-1120 HRIS Coordinator
Lemmon Bill 616-732-1087 616-450-4933 Director of Networking
Lemmon Nicholas (Hi-Tec) 616-662-1623 616-732-1303 VP of Operations - Hitec Cleaning
Likely Nygil 616-554-5316 616-719-6457 Director of Student Services
Loud Tammy 616-554-5396 517-490-5940 VP of Student Services
Lowden Paul 616-554-5050 616-901-1787 Director of Athletics
MacDonald Meghan 616-554-4766 616-610-7690 Bookstore Manager
Manning Janet 616-774-5415 ext 238 Gallagher Risk Management Services
McCormick Nathan 616-732-1128 616-745-7142 Exe Director of Facility Operations
McLaughlin Karen 616-698-7111 616-970-5866 Asst Director of LInC
Miller Brian 616-732-1195 616-821-2618 VP of IT
Miller Linda 616-233-0922 VP Arthur Gallagher Insurance
Miller Matthew 586-620-4050 616-780-6346 Exe Director of Security
MSP 616-647-0800 Michigan State Police
Page Sally 616-554-5668 616-780-1394 Exe Director of Libraries
Salinas Kim 616-732-1072 616-813-7165 Benefits Manager
Scott Kirsten 616-554-5311 616-891-7623 Adm Asst Student amp Career Services
Security Services 616-446-7098 Security Services
Shull Lindsey 616-554-5528 616-901-2036 Regional Health Internship Manager
Sievert Linda 616-395-4603 616-745-3030 Director of Student Services - Holland
Stodola Mike 616-554-5138 616-893-7314 Director of Student Center
Terpstra Duane 616-732-1155 616-581-5295 VP of Risk Management
Teuscher Jolene 616-732-1096 616-318-4669 Employee Relations Manager
TV 13 616-785-1313 TV 13
Wagner Natalie 616-554-5821 616-901-0666 Executive Director of Student Life
Williams Ben 616-732-1104 517-303-4955 Information Technology Services
Woods Tom 616-554-5301 517-230-9834 Exe Director of Student Services
92
Family Educational Rights and Privacy Act of 1974 (FERPA)
The Family Educational Rights and Privacy Act (FERPA) is a federal law designed to protect the privacy of students education records The law applies to all schools that receive funds under an applicable program of the US Department of Education
FERPA gives parents certain rights with respect to their childrens education records These rights transfer to the student or former student who has reached the age of eighteen or is attending any school beyond the high school level Students and former students to whom the rights have transferred are called eligible students
Parents and eligible students have the right to inspect and review all of the students education records maintained by the school Schools are not required to provide copies of materials in education records unless for reasons such as great distance it is impossible for parents and eligible students to inspect the records Schools may charge a fee for copies
Parents and eligible students have the right to request that a school correct records believed to be inaccurate or misleading If the school decides not to amend the record the parent or eligible student then has the right to a formal hearing After the hearing if the school still decides not to amend the record the parent or eligible student has the right to place a statement with the record commenting on the contested information in the record
Generally the school must have written permission from the parent or eligible student before releasing any information from a students record However the law allows schools to disclose records without consent to the following parties
o school employees who have a need-to-know o other schools to which a student is transferring o certain government officials in order to carry out lawful functions o appropriate parties in connection with financial aid to a student o organizations doing certain studies for the school o accrediting organizations o individuals who have obtained court orders or subpoenas o persons who need to know in cases of health and safety emergencies o state and local authorities within a juvenile justice system pursuant to specific state laws
Schools may also disclose without consent directory type information such as a students name address telephone number date and place of birth honors and awards and dates of attendances However schools must tell parents and eligible students about directory information and allow parents or eligible students a reasonable amount of time to request that the school not disclose directory information about them
Schools must notify parents and eligible students of their rights under this law The actual means of notification (special letter inclusion in a PTA bulletin student handbook or newspaper article) is left to the discretion of each school
For additional information or technical assistance call (202) 260-3887 or TDD (202) 260-8956 or contact
Family Policy Compliance Office US Department of Education 600 Independence Avenue SW Washington DC 20202-4605
Policy Chapter Appendix D Date Revised 0111
Policy Title FERPA Facts Page Number 1 of 1
CRISIS MANAGEMENT MANUAL
University Crisis Management
93
EMERGENCY NOTIFICATION SCRIPTS
Test Message
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System This is a test of the mass notification system Davenport University is using this system to keep you informed in the event of an emergency If this had been an actual emergency you would receive official information andor instructions This concludes this test of Davenportrsquos Mass Communication Alert System Thank you for your attention END OF MESSAGE (SMS) This is a test of Davenportrsquos Alert System If this had been an actual emergency you would receive official information andor instructions
Natural Disasters
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System On June 2 2009 a Tornado struck the Caro Campus Damages are reported to be light No injuries have been reported The campus is closed until further notice All students should stay away Be advised that roads may be damaged Travel with caution Thank you for your attention End of Message (SMS) On June 2 2009 a Tornado struck the Caro Campus Damages are reported to be light The campus is closed until further notice
Armed Suspect
(Phone)(E-Mail) This is a message on the Davenport Mass Communication Alert System At June 2 2009 an individual possessing a firearm was reported to be on the Warren Campus The Warren police department has been notified of the situation and is presently on campus We urge everyone on campus to remain in your residence classroom or office with the doors and windows secured If you are currently off campus stay away until further notice Please call 911 if you observe any threatening individuals on or near to campus Thank you for your attention End of Message (SMS) On June 2 2009 at 900 aman individual possessing a firearm was reported to be inside our Livonia Campus Stay in place amp barricade
Policy Chapter Appendix E Date Revised 709
Policy Title Emergency Notification Scripts Page Number 1 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
94
Assault with a Deadly Weapon
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System It has been reported to Davenport University that an individual was recently a victim of an assault with a knife in the parking lot at the Flint campus This took place on June 2 2009 at 1000 am The individual sustained minor injuries and is being treated at a local hospital The incident is still an on-going investigation with the Flint police department Students are advised to be cautious and call 911 to report any suspicious behavior or persons Thank you for your attention End of Message (SMS) On June 2 2009 at 1000 am an individual at the Flint campus was a victim of an assault wa knife Student are advised to be cautious
Bomb Threat
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System On June 2 2009 at 1100 am Davenport University received a threat from an unknown caller that a bomb was set to go off at the Holland campus at Noon The Holland Police departmentrsquos bomb squad is at the scene and conducting a full investigation It will also be assessing the threat level to the University The building has been evacuated and all persons still inside the building must evacuate now A secure perimeter has been established around the area and it is off limits until further notice Thank you for your attention End of Message (SMS) On June 2 2009 at 1100 am the Holland campus of Davenport University received a threat from an unknown caller that a bomb was set to go off in Noon
Gas Main Break
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System There has been a gas main break at the Saginaw campus of Davenport University Evacuate the area Stay away from the area until the situation is resolved Additional information will be given as the situation is resolved End of Message (SMS) We urge everyone to evacuate the Saginaw campus due to a gas main break Please stay away until the situation in resolved
Policy Chapter Appendix E Date Revised 709
Policy Title Emergency Notification Scripts Page Number 2 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
95
Gunshots
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System On June 2 2009 at 100 pm Davenport University received reports of gunshots fired in the parking lot at the Kalamazoo campus The police department has been notified of the situation and is presently on campus We urge everyone on campus to remain in your classroom or office with the doors and windows secured If you are currently off campus stay away until further notice Thank you for your attention End of Message (SMS) We urge everyone at the Kalamazoo campus to remain where you are amp secure doors amp windows If off campus stay away until further notice
Hazardous Materials
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System On June 2 2009 at 200 pm a hazardous material situation is occurring at the Battle Creek campus of Davenport University A hazardous materials team is on scene A secure perimeter has been established and the buildings are off limits until further notice Thank you for your attention End of Message (SMS) There is a hazardous materials spill at the Battle Creek campus and a secured perimeter has been established Buildings are off limits until further notice
Homicide
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System It was reported to Davenport University that an individual was recently a victim of homicide by at the Livonia campus on or about June 2 2009 at 300 pm The incident is still an on-going investigation with the Livonia police department at this time If you find yourself in a position of concern or witness any suspicious persons on campus please immediately contact the 911 Thank you for your attention End of Message (SMS) Davenport University Livonia campus has a victim of homicide by that occurred in the parking lot on June 2 2009 at 300 pm No arrest has been made
Policy Chapter Appendix E Date Revised 709
Policy Title Emergency Notification Scripts Page Number 3 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
96
Power Failure
(Phone)(E-mail) This is a message on the Davenport Mass Communication Alert System We are currently experiencing a power failure at the Lansing campus The estimated duration of the power outage is unknown Additional updates will be given End of Message (SMS) There is a power outage at our Lansing campus Duration unknown Additional updates will be given
Violent Crime
(Phone)(E-mail)
This is a message on the Davenport Mass Communication Alert System On June 2 2009 at 500 pm an assault was reported at the Warren campus We ask that you offer your full cooperation to the police department if asked Please call 911if you observe any threatening individuals on or near to campus Thank you for your attention End of Message (SMS) On June 2 2009 at 500 pm an assault was reported at the Warren campus The police department has launching an investigation
Policy Chapter Appendix E Date Revised 709
Policy Title Emergency Notification Scripts Page Number 4 of 4
CRISIS MANAGEMENT MANUAL
University Crisis Management
97
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Academic Building Page Number 1 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
98
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Academic Building Page Number 2 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
99
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Cook amp Meijer Halls Page Number 3 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
100
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash South Hall Page Number 4 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
101
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Student Center Main Page Number 5 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management
102
Policy Chapter Appendix F Date Revised 709
Policy Title Evacuation ndash Student Center Lower Page Number 6 of 6
CRISIS MANAGEMENT MANUAL
University Crisis Management