Planning for Emergencies: A Procedures Manual

Cleary University Emergencies ManualVersion 1.2 rev. 8.28.2017

In an Emergency:

Seek SafetyCall 911Inform Others (Staff, Students, Buildings, etc.)

CONTENTS

The Crisis Communication Team 3 - 4

Purpose and Objectives 5 - 6

University Emergency Levels 6 - 7

Internal Crisis Communication Procedure 8

Crisis Communication Team Contact 9

Drill Schedules and Communication Process 9

Appendix 1 Emergency Quick Reference Guide 10 - 17

Appendix 2 Building exit Plans and Safe places 18 - 26

2 | P a g e

The Crisis Communication Team:The Crisis Communication Team works in tandem with university personnel to assess the level of crisis, coordinate the university’s response, and ensure timely and accurate communication to all affected parties.

Ward MullensAthletics Director

Ward Mullens is the Athletics Director for Cleary University. Before coming to Cleary in 2013, Mullens served as the Associate Director of Communications for Eastern Michigan University for 15 years. In this capacity, he was responsible for crisis operations and communications. He served as a member of the president’s emergency management team for EMU and helped write the EMU crisis communications plan. He also served as the police information officer for most of his time at EMU.

Matt BennettSenior Vice President, Institutional Advancement

Matt Bennett is the Senior Vice President of Institutional Advancement at Cleary University. Becoming coming to Cleary, he was the Director of Admissions for Northwood University’s adult degree program and DeVos Graduate School in Midland, Michigan from 2009-2013. His past roles also include the Director of Corporate and Specialty Programs, Director of Marketing, and Director of Enrollment Management for Northwood.

He received his Doctor of Business Administration from Lawrence Technological University in 2011. He received his Master of Business Administration and Bachelor of Business Administration from Northwood University.

Judy WalkerVice President, Chief Financial Officer

Judy Walker, Vice President of Finance and Administration at Cleary University, graduated from Michigan State University with a B.A. in Accounting. Judy started her career at Cleary in 1998 as Chief Financial Officer, where she helps to facilitate many departments on campus including Finance, Business Office, Financial Aid, Information Technology, Bookstore Services and Facilities Departments. She currently holds a position on the Advisory Board for Business Programs for the Ann Arbor Public Schools, Finance Committee for Arbor Research and Washtenaw United Way and has served on the Boards for the Ann Arbor Chamber of Commerce, the NEW Center, Ecology Center Board and the Washtenaw Development Council.

3 | P a g e

Prior to her position at Cleary, she was Chief Financial Officer of the Ann Arbor Area Chamber of Commerce, and held the position of Staff Accountant for Masco Corporation, Taylor, MI.

Kris TobbeManager of IT System

Kris is an innovative professional with a strong record of success along with measurable achievements under tight deadlines. He has a reputation for establishing and exceeding both professional and personal goals and objectives as well as being a strong relationship-builder and manager with a keen eye of overall operations who is committed to growth, creative problem solving and meeting organizational goals.

Over the past 20 years, Kris has established an in-depth knowledge base of the mechanisms that move public and private organizations forward in Michigan. These observations can be used to aid in the processes of creating more efficient and effective methodologies, through the usage of technologies as well as effective direct management that reduce bureaucracy. Kris has led and managed initiatives and earned a reputation as someone who moves value added missions forward.

Dave HowardFacilities Manager

Dave came to Cleary in 2016 and is in charge of all Facilities and Property Grounds. Before coming to Cleary, he worked 28 years in the automotive industry and in facility management. Dave has been a first responder and is trained in emergency preparedness. Dave is a lifelong resident of Howell and is enjoying his role at Cleary University.

4 | P a g e

PURPOSE

This crisis communication plan outlines the procedures for the coordination of communications within the University, and among the University, the media and the public in the event of an emergency or controversial issue. This plan provides guidelines and action steps for communicating quickly and adequately with Cleary’s target audiences during various levels of crisis.

OBJECTIVES:

This plan allows for a scaled approach by providing a step-by-step process to address the situation. Objectives of the plan include:

● To assess the situation factually and determine whether a communication response is warranted and, if so, at what level.

● To determine if the Crisis Communications Team (defined on pg. 9) should be assembled and at what level. The team will make recommendations on appropriate responses.

● To implement immediate action to:➢ Identify key audiences that should be informed of the situation➢ Communicate facts about the crisis➢ Minimize rumors➢ Restore confidence and order➢ Provide a point of contact for inquiries

For the purposes of this plan, a crisis is defined as an event that compromises or potentially compromises the safety, health or well-being of the University community. A crisis is likely to create significant, sustained news coverage and public scrutiny and has the potential to affect the institution’s reputation, image or financial stability. A crisis could be precipitated by an emergency or a controversy.

CRISIS COMMUNICATIONS OVERVIEW

The communication steps listed below should be followed in the event of a crisis as the University.

1. Assess the situation and determine the level of crisis.2. If an emergency alert message to campus is needed, send via text message and email, and

post to the Cleary University website. The IT department will be the first department responsible for sending out this communication

3. Convene the crisis communications team and decide the first course of action.4. Set up media center and/or crisis communication command center if deemed necessary.

5 | P a g e

5. Designate a University spokesperson and develop University response and all written materials.

6. Notify key audiences.7. Prepare fact sheet.8. Alert the media.9. Determine and develop post-crisis communications.

UNIVERSITY EMERGENCY LEVELS SYSTEM

The plan addresses three levels of emergency:

Level 1 (Building Closure):

A Level I emergency is an incident that can be resolved with internal resources or limited assistance and will not seriously affect the overall functional capacity of the University. The Cleary Crisis Communication Team activation is not required.

Examples (This is not a comprehensive list):● Severe weather advisory● Small contained fire● Chemical spill confined to a single area● Simple assault without further incident● Short-term power outage● Interior building flood contained to limited number of rooms● A contained but disruptive demonstration or protest

Level 2 (Campus Emergency):

A Level 2 emergency is a more significant crisis that affects or potentially affects life, safety or mission-critical functions such as essential infrastructure, a building, or multiple buildings. Such emergencies require a coordinated response beyond normal operating channels. The Cleary Crisis Communication Team might be partially or fully activated.

Examples (This is not a comprehensive list):

● Major severe weather event that curtails a significant number of University classes and activities for extended periods of time

● Long-term power outage with known remediation steps● Fire affecting a large building or several buildings● Bomb threat in specific building● Bias-related crimes● Large, disorderly demonstration or protest

6 | P a g e

Level 3 (Campus Closure):

A Level 3 emergency is a disaster that disrupts/halts or potentially disrupts/halts University operations. These emergencies involve the entire campus and possibly the surrounding community. A coordinated response by all campus resources and outside emergency services is essential. The Cleary Crisis Communication Team will be activated.

Examples (This is not a comprehensive list):

● Extended power outage without remediation plan● Large fire involving personal injury● Structural collapse involving personal injury● Multiple fatality incidents● Significant contagious disease outbreak, i.e. pandemic Influenza● Civil unrest on campus or in the surrounding community● “Active shooter” incident● Other serious acts of violence

7 | P a g e

UNIVERSITY INTERNAL COMMUNICATIONS PROTOCOLS

Cleary’s Crisis Communication Team (CCT) will be alerted of an emergency situation in two ways:

1. Internal Alarm Triggered: This occurs when an internal alarm has been triggered either manually or automatically i.e. due to a fire, smoke, manual trigger of alarm etc.

a) Assessment: When an internal alarm is triggered, the Emergency Response Company will dispatch a call to the CCT to confirm if a team needs to be deployed to the location of the alarm. A member of the CCT will make an assessment of the situation based on the available facts to determine how to respond to the crisis, and at what level.

b) Response: Based on the assessment of the level of emergency, the CCT will recommend deployment of an emergency teams to the location to contain the situation as deemed necessary. If the alarm was triggered in error, the company will be notified and the alarm reset.

c) Communication: Based on the assessment and the level of emergency, a notification will be sent out to the emergency distribution list (students, faculty, parents, staff) with details and an ‘All Clear’ message will be sent out when the situation has been resolved.

d) Preparing a Fact Sheet/Record of Incident. Available on page 17.

2. External Emergency Call Notification: This occurs when an external call has been notifying 911 or the CCT of an emergency situation. This could be due to long-term power outage, bomb threat, active shooter incident, large fires etc.

a) Assessment: When a member of the CCT is notified of an emergency situation, an assessment will be made based on all available facts and the police will be notified accordingly. If a call was made to 911 directly, the police will assess the situation and notify Dave Howard regarding the level of emergency to initiate communication of emergency to all parties.

b) Communication: Based on the level of emergency, a notification will be sent out to the emergency distribution list (students, faculty, parents, staff and Board) with through text and e-mail and an ‘All Clear’ message will be sent out when the situation has been resolved. The details of notification will be posted onto the Cleary website.

c) Preparing a Fact Sheet/Record of Incident. Available on page 17.

8 | P a g e

THE CLEARY CRISIS COMMUNICATION TEAM

Cleary’s crisis communication team consists of senior managers or their designees, who will play a critical role in addressing the crisis, including representatives from the following divisions and departments:

Name and Title Office Phone E-mail Cell Phone Home/Other PhoneWard Mullens 800-686-1883

ext. 1701wmullens@cleary.edu 734-320-7977 517-552-9305

Matt Bennett 800-686-1883 ext. 1251

mbennett@cleary.edu 989-798-4118 989-798-4118

Kris Tobbe 800-686-1883 ext. 1351

ktobbe@cleary.edu 810-423-4086

Judy Walker 800-686-1883 ext. 1201

jwalker@cleary.edu 734-323-6015 517-423-6361

Dave Howard 800-686-1883 ext. 1930

dhoward@cleary.edu 517-376-0989

DRILL SCHEDULES

The scheduled tests of the Salesforce SMS system will be held twice a year. Below is the schedule:

Test I: First week of March 2017

Test II: First week in September 2017

COMMUNICATION PROCESS

New students: Communication regarding the Crisis Communication Team and the drill schedules will be made to all the new students at every new student orientation.

Continuing Students/ Staff/ Faculty/ Board: Communication of drill schedules to continuing students/staff/faculty/board will be sent via e-mail in March and September, a week prior to the scheduled test date. This e-mail will detail the date and time and the procedure to be followed.

9 | P a g e

Emergency

Quick Reference Guide

CALL 911 FOR ALL EMERGENCIES

From Howell/University phones: dial 9 then 911From Ann Arbor/University phones: dial 911

10 | P a g e

Active Shooter● Try to flee or hide if not directly confronted.● Call 911 and provide as much information as possible.● Try to warn other staff, faculty, students and visitors to take immediate shelter.● Go to a room that can be locked or barricaded – lock and/or barricade door(s).● Turn off lights, close blinds and block windows.● Silence cell phones.● Keep yourself out of sight and take cover.● Remain in place until a uniformed law enforcement officer releases you from your secure

area.

Assault ● Try to flee or hide if not directly confronted.● Call 911 and report:

o Location of the incident; o Direction the perpetrator escaped;o Physical description/condition of perpetrator, including clothing;o Description of getaway vehicle;o Indicate weapons involved, if any.

● Do not approach or attempt to apprehend the person(s) involved.● Notify University staff, if possible.

Building Evacuation● For your own safety, YOU MUST EVACUATE when ordered to do so. ● This includes either the activation of an audible/visible fire alarm or verbal orders from

emergency response personnel.● Remain calm.● Evacuate the building.● Take ONLY essential personal items with you. ● Shut all doors behind you. ● Proceed as quickly as possible, but in an orderly manner. ● Once out of the building, move at least 300 feet away from the structure or as instructed

by emergency response personnel.● Do not leave the evacuation area unless directed to do so by emergency response

personnel.

11 | P a g e

In an Emergency:

Seek SafetyCall 911Inform Others (Staff, Students, Buildings, etc.)

● Provide emergency response personnel information on anyone who may need assistance.

Fire● Sound the Fire Alarm.● Call 911.● Never allow the fire to come between you and an exit.● Smoke is the greatest danger – get down and stay low.● Follow the evacuation route posted in your building area.● Remove all persons from the danger area.● Close doors behind you to confine the fire.● Evacuate the building to at least 300 feet.

Medical EmergenciesIf someone becomes ill or injured:

● Call 911.● DO NOT move a severely injured person.● DO NOT give any medication.● Unless you are trained or the victim is in an immediate life-threatening situation, do not

attempt to render any first aid before trained assistance arrives.● Assign someone to remain with the injured until help arrives.● Assign someone to meet arriving ambulance.● Notify University staff of the emergency.

Severe WeatherDefinitions:

● TORNADO WATCH – Conditions are favorable for a tornado. Make building staff aware but take no action.

● TORNADO WARNING – Tornado has been sighted – take shelter immediately.● SEVERE THUNDERSTORM WATCH – Conditions are favorable for thunderstorm. Make

staff aware but take no action.● SEVERE THUNDERSTORM WARNING – cease all outside activities.

If severe weather develops:● Stay inside and be alert to falling or flying objects.● Stay away from windows, mirrors, glass, and unsecured objects.

12 | P a g e

● Proceed to a designated tornado shelter, central hallway or interior room of the building.● If requested, assist persons with disabilities.

Hazardous Materials IncidentIf a hazardous material spill occurs:

1. Call 911.2. If there is any possible danger, evacuate your area. 3. If a toxic hazardous material comes in contact with your skin, immediately flush the

affected area with clear water.

If a hazardous material fire occurs:1. Call 911. 2. If the fire is small and you have received training, attempt to put it out with a fire

extinguisher or other available means. Do not jeopardize your personal safety.3. Never allow the fire to come between you and an exit.4. Evacuate your area. 5. Close doors and windows behind you to confine the fire. 6. Do not break windows. Oxygen feeds a fire.7. Do not attempt to save possessions at the risk of personal injury.8. If you know what hazardous materials are involved in the fire, communicate that

information to fire department officials.

Flooding and Water DamageIf a water leak occurs:

1. Call Facilities immediately to report the exact location and severity of the leak. 2. Use extreme caution. Do not use any electrical appliances or outlets near the leak. 3. Evacuate the area.4. Turn the water source off if you are confident of your ability to stop the water flow.5. Protect objects that are in jeopardy. Take essential steps to avoid or reduce immediate

water damage, such as covering objects with plastic sheeting or moving small or light objects out of danger.

Utility FailureIf there is a potential danger to building occupants, call 911.

13 | P a g e

In the event of a utility failure occurring during regular working hours, immediately notify Facilities.

Gas Leak: 1. Call 911.2. Cease all operations. 3. DO NOT TURN ON LIGHTS OR ANY ELECTRICAL EQUIPMENT. 4. Evacuate the area immediately.

Electrical/ Light Failure: 1. Proceed cautiously to an area that has emergency lighting, especially if you are in an

unlit area. 2. If possible, turn off equipment to avoid potential damage once the utility is restored.3. If there is any possibility of danger, evacuate the area immediately.

Suspicious Packages/Items

A suspicious item is defined as anything which is out of place and cannot be accounted for or any item suspected of being an explosive device.If you receive a written threat or a suspicious parcel or if you find a suspicious object anywhere on the premises:

1. Call 911. 2. Keep anyone from handling or going near the package.3. Do not use portable radio equipment or cell phones within 200 feet of a suspicious

item.4. Promptly write down everything you can remember about receiving the letter or parcel

or finding the object. 5. Remain calm. Do not discuss the threat with other staff members.6. Be guided by police instructions.

Bomb Threat If you receive a telephone threat:

1. Remain calm.2. Listen carefully. Be polite and show interest. Try to keep the caller talking so that you

can gather more information.3. Use the Explosive Device Data Record information (pg. 15) to question the caller in a

polite and non-interrogative manner. Use any means, even humor, to prolong the

14 | P a g e

conversation. This will provide a better chance to identify the voice and hopefully obtain additional information about a device, the validity of the threat, or the identity of the caller.

4. Upon completion of the call, immediately call 9115. Complete the Explosive Device Data Record as soon as possible while the incident is

fresh in your memory.6. If a threat has been received by another individual and he/she is relaying this

information to you, use the Explosive Device Data Record to get as much information from them as possible.

Explosive Device Data RecordQuestions to Ask:1. When is it set to explode? 6. Did you place the explosive device?2. Where is it right now? 7. Why?3. What does it look like? 8. What is your address?4. What kind of explosive device is it? 9. What is your name?5. What will cause it to explode?

Exact wording of the threat: ____________________________________________________________________________________________________________________________________________Sex of caller: ________________________ Accent: ____________________________Age: _______________________________ Length of call: ______________________Number at which call is received: ________________ Time: ______ Date: __________

Caller’s voice:❑ Excited ❑ Accent ❑ Slurred ❑ Ragged❑ Nasal ❑ Slow ❑ Loud ❑ Clearing throat❑ Stutter ❑ Rapid ❑ Laughter ❑ Deep breathing❑ Lisp ❑ Soft ❑ Crying ❑ Cracking voice❑ Raspy ❑ Normal ❑ Calm ❑ Disguised❑ Deep ❑ Distinct ❑ Angry ❑ Familiar

If voice is familiar, who did it sound like? ____________________________________________________________________________________________________________________________________________

Background sounds:❑ Street noises ❑ Music ❑ Office machinery ❑ Factory machinery❑ House noises ❑ Voices ❑ Animal noises ❑ Static❑ PA system ❑ Clear ❑ Phone booth ❑ Other_____________

15 | P a g e

Threat language:❑ Well spoken ❑ Foul ❑ Incoherent ❑ Remarks: __________❑ Menacing ❑ Irrational ❑ Taped _________________

IMMEDIATELY CALL 911 TO REPORT THE THREAT

Date: _______________ Name: ____________________________________________

Position/ Title: _____________________________________________________________

CRISIS COMMUNICATIONS CHECKLIST

Cleary University Communications Checklist Date:Incident Date: Incident Type:Campus Location: Reported by:Brief Description of Incident (Include causes, persons involved, actions taken etc.):

Section 1: Assessment and Verification

1. Police and Cleary Crisis Team notified of incident Yes ☐ No ☐2. Crisis team members to handle situation identified (Include ad hoc members):

Section 2: Strategy and Communications

1. Communication strategy addressing the incident has been determined based on the information gathered ☐2. University spokesperson identified (if applicable to the incident) Yes ☐ No ☐ N/A☐3. Crisis Communication Team prepares information for broadcast, e-mail or text ☐4. Crisis Communication Team releases information based on Internal Communications Protocol

Yes ☐ No ☐ N/A☐5. Crisis Communication Team releases information to Media (in applicable to the incident)

Yes ☐ No ☐ N/A☐Section 3: Monitoring and Evaluation

16 | P a g e

1. Crisis Communication Team monitors and corrects any news being reported or circulated Yes ☐ No ☐ N/A☐

2. Crisis Communication Team develops post crisis communications once situation is contained or to appraise of current status of the incident. Yes ☐ No ☐ N/A☐3. Crisis Communication Team evaluates overall management effort and areas of improvement:

17 | P a g e

Lyons Center Emergency Exits

18 | P a g e

Chrysler Hall South and North Floor Plan

19 | P a g e

CIE Emergency Exits

20 | P a g e

Johnson Center Floor Plan

21 | P a g e

22 | P a g e

Wellness Center955 Grand Oaks Blvd.

23 | P a g e

Student Housing3730 Cleary Drive

24 | P a g e

25 | P a g e

26 | P a g e

Ann Arbor Campus Floor Plan2793 Plymouth Road, Ann Arbor

27 | P a g e