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Crisis Management Plan

Introduction

The Crisis Management Plan is a basic guide to providing a response system, by the Lewis & Clark College Administration, to a major crisis or emergency occurring on the College Campus. All personnel designated to carry out specific responsibilities are expected to know and understand the policies and procedures outlined in this plan. The response to any major crisis or disturbance will always be conducted within the framework of this plan. The Executive Council, upon recommendation from the Crisis Management Planning Committee, must approve exceptions or changes to the outlined procedures. The Crisis Management Director for Lewis & Clark College will be the Director of Campus Safety or his/her designate.

Purpose

The Crisis Management Plan is designed to effectively coordinate the use of College and community resources to protect life and property during and immediately following a major crisis or disturbance on the Lewis & Clark College Campus. It is placed into operation whenever an emergency affecting the campus cannot be controlled through routine, daily and normal channels and procedures.

The Plan is meant to be a response system for coordinating and deploying essential College services in the event of a major crisis or emergency on the Lewis & Clark College campus.

At Lewis & Clark College, planning ahead for a major crisis or disturbance is part of our normal business planning and campus life. All members of the campus community share a responsibility for preparedness. An emergency can strike anytime, anywhere and a major crisis will affect everyone.

Crisis Management Planning Committee

The Lewis & Clark College Crisis Management Plan is re-examined and amended on a regular basis by the Crisis Management Planning Committee. The committee provides general oversight for the entire planning process and meets quarterly to address emergency preparedness, response and recovery issues. Each year, usually in the Spring, the Crisis Management Planning Committee will coordinate and sponsor a role-playing exercise for the College administration and other members of the College community. A description of committee tasks and responsibilities is Attachment # 1 to this Plan.

Crisis Types

For the purposes of this plan there are three types of crisis. They are defined below. Type #1 does not involve the coordination of the Crisis Management Groups while Types #2 and #3 will require their coordination.

The Director of Campus Safety or his/her designate will assess the elements of the crisis and determine what level of crisis faces the College based on the following criteria:

Type 1 - this is a minor department or building crisis that can be resolved with existing College resources or limited help. A Type #1 crisis is usually a one-dimensional event that has a limited duration and has little or no impact on Lewis & Clark College personnel or operations.

Type 2 - this is a major incident that involves more than one department or building, and impacts sizable portions of the campus community. A Type #2 crisis may be a single or a multihazard situation, and often requires considerable coordination with external jurisdictions. Type #2 emergencies also include imminent events on campus or in the general community that may develop into a major College crisis or a full disaster.

Type 3 - this is a catastrophic emergency event involving the entire campus and surrounding community. Immediate resolution of the disaster, which is usually multihazard, is beyond the emergency response capabilities of campus and local resources.

Crisis Management Response Structure

The Crisis Management Response Structure has a two-fold purpose:

  • to develop and maintain awareness of the crisis or emergency situation for College executives and critical decision makers
  • to coordinate support and assistance for crisis and emergency responders

The College is committed to the use of the Incident Command System (ICS) methodology and principles in its response to any crisis or emergency. A summary sheet and organizational chart outlining this methodology and principles is Attachment # 2 to this Plan.

Since the Crisis Management Plan is a “response system”, assignment to either the Operations Group or the Policy Group is not based on the constituent, representative nature of most College committees but rather on the pertinent and relevant functional, operational capacity of each member of these groups.

Crisis Management Response Structure is made up of two distinct working groups:

The Crisis Management Operations Group reports to the Crisis Management Director.

The Crisis Management Operations Group is composed of those College officials and administrators whose responsibility is to coordinate support for emergency responders. The composition of this group depends on the nature of the emergency or crisis. The group composition will also be adaptable and flexible depending on how the crisis unfolds and develops. It will be the role of this group to make tactical decisions that will minimize and mitigate the impact of the emergency or crisis on members of the College community. Communications such as alerts and notices to the community that have tactical implications will also be the responsibility of the Operations Group.

Operations Group Location-the Operations Group will attempt to establish a meeting location that has secure yet visual access to the emergency or crisis itself. The location of the group can be changed based on the unfolding and developmental nature of the emergency or crisis.

The Crisis Management Policy Group reports to the President of the College.

The Crisis Management Policy Group is made up of those executive decision-makers the President of the College feels must collaborate with him to manage the consequences of the emergency or crisis. This group will make the critical strategic decisions to manage the crisis or emergency. Critical strategic level decisions usually reveal themselves as “difficult questions” which surface during a crisis.

Some of those issues may be:

  • Should we declare a “state of emergency” for the College
  • Review, revise, and approve messaging generated by the operations group for public information to the College community and the broader local community
  • What are the legal implications of the emergency or crisis for the College
  • What will the response to this emergency or crisis cost the college

As the emergency or crisis unfolds and develops, more “difficult questions” of a strategic nature may arise for the Policy Group. The list provided is only meant to be suggestive.

Policy Group Location- the Policy Group will meet at a location determined by the President of the College.

The two groups, when possible and preferable, will meet near each other to assure the best possible communication and exchange of information. “Face to face”, verbal communication will be the preferred way for the two groups to share information. A communication protocol and process between the two groups will be established at the onset of any emergency or crisis.

Responsibility and Control

The Crisis Management Plan is under the executive control of the President of the College. The Campus Safety Department, which provides first response emergency services to the College community, will be responsible for the operational control of the Crisis Management Plan. When an emergency or crisis situation of a level 2 or level 3 magnitude arises, the Campus Safety Officer on duty will notify the Director of Campus Safety or his designate. The Crisis Management Plan will be activated at the direction of the Campus Safety Director in collaboration with the President of the College. The Director of Campus Safety will then organize and activate the appropriate members of the College administration to address the tactical measures the College must take to address the emergency or crisis.

The President of the College or his representative will organize the Policy Group to address the strategic implications of the emergency or crisis.

Implementation

The Campus Safety Department will be responsible for notification once the Crisis Management Plan has been activated.

In the event of a major crisis or emergency, the Crisis Management Plan will be implemented in the following ways:

1. If telephone services are operational”¦

a. The Incident Commander will contact the Director of Campus Safety. The Director of Campus Safety in collaboration with the President of the College will activate the Crisis Management Plan. The Crisis Management Director will stipulate a location for the Crisis Management Operations Group to meet. The President of the College will define the meeting location for the Policy Group.

b. The Campus Safety Dispatcher will immediately begin calling the members of the Crisis Management Operations Group, and advising them to go to the designated Crisis Management Operations Center.

c. The Campus Safety Dispatcher will periodically advise the Crisis Management Director of the availability and estimated time of arrival of the Crisis Management Operations Group representatives (each representative should assign one backup representatives from their area).

d. After notifying the members of the Crisis Management Operations Group, the Campus Safety Dispatcher will call the members of the Crisis Management Policy Group at the direction of the President of the College and advise them to go to the designated Crisis Management Command Center.

2. If telephone services are NOT operational”¦

a. The designated members of the Crisis Management Operations Group and the Crisis Management Policy Group will immediately contact the Campus Safety Dispatch Office to implement the Crisis Management Plan as soon as they are aware that a major crisis or disturbance affecting the Lewis & Clark College Campus may have occurred.

b. If the designated members of the Crisis Management Operations Group do not respond to the Campus Safety Dispatch Office in a reasonable amount of time, messengers may be dispatched.

Non-Working Hours

There is approximately a 75% chance that a disaster such as the one envisioned by this plan may occur before or after regular College office hours, or on a holiday or a weekend when the organizational set-up of many departments is somehow out of the ordinary. While the structure of this plan remains precisely the same, its implementation may vary necessarily depending on, e.g. available resources and personnel until proper officials can be notified. Until that time, however, the individuals assuming the most responsibility will necessarily be those officials/individuals of highest rank who are available at the time. These individuals should seek to follow as nearly as possible the guidelines discussed in this plan, while simultaneously making an effort to notify superior officials of the situation so as to obtain verification or advice on their actions.

Crisis Management Plan Priorities

The Crisis Management Operations and Policy Groups will concentrate efforts on Priority 1 Objectives until these objectives are substantially met. Priority 2 and 3 Objectives will be addressed, as resources become available. The Crisis Management Operations and Policy Groups will keep a record of all activities.

Priority Objectives

Priority I


A. Communication Network - establish a communication network using existing resources.

  1. Telephone
  2. Operations Radio - Community Safety
  3. Community Safety Public Address System
  4. Telephone - Emergency Information Line/Emergency Voice Mail
  5. Internet - Emergency Web Site
  6. Runners

B. Medical Aid - evaluate medical services available and direct rescue services regarding location or treatment facilities for injured.

  1. Lewis & Clark College Health and Counseling Center
  2. Lewis & Clark College Campus Safety Officers

C. Fire Suppression - evaluate fires or fire hazards and use resources to control and evacuate.

D. Search and Rescue - appoint search and rescue teams and acquire transportation and equipment required

  1. Lewis & Clark College Campus Safety Officers
  2. Volunteer Forces
  3. Facilities Services

E. Utilities Survey - evaluate condition of utilities and shut down or restore as able (gas, electric, steam, water, sewer)

  1. Facilities Services
  2. Portland General Electric
  3. NW Natural Gas
  4. Volunteer Forces

F. Hazardous Substance Control - survey critical area and secure clean-up as needed (radiological, biological, chemical)

  1. Health/Safety Officer
  2. Portland Fire Bureau
  3. Volunteer Forces

Priority II


A. Facility Survey - Evaluate facilities for occupancy, residence units have priority, and identify and seal off contaminated areas.

  1. Health/Safety Officer
  2. Facilities Services
  3. Residence Life

B. Shelter - identify usable housing structures and organize personnel moves as needed.

  1. Residence Life

C. Food and Drinking Water - identify supplies and establish a distribution system.

  1. Bon Appétit
  2. Facilities Services

D. Sewer System - evaluate sewer system and identify resources that can be used. Develop latrines if needed.

  1. Facilities Services

E. Communications - establish a communication system with the campus community and advise everyone regarding availability of basic services.

  1. PA System on Campus Safety Vehicle
  2. Bullhorns
  3. Voice Mail
  4. E-mail

F. Criminal Activity Control - establish a security patrol system to control crime.

  1. Campus Safety - Student Patrol
  2. Volunteers

H. Psychological Assistance - establish a system to deal with cases of emotional distress.

  1. Health Center/Counseling Center
  2. Psychology Department
  3. Student Services

Priority III


A. Valuables Material Survey - identify, survey and secure valuable materials on campus.

  1. Policy Group
  2. Volunteers

B. Records Survey - identify, survey and secure all Lewis and Clark College records.

  1. Business Office
  2. Human Resources
  3. Registrar’s Office
  4. President’s Office

C. Academic Survey - survey academic departments and determine requirements to begin academic operations.

  1. Department Chairs and Faculty
  2. Issues with Research Projects
  3. Volunteer Forces

D. Supplies and Equipment - develop system to renew flow of supplies and equipment from outside resources.

  1. Facilities Services

It is expected that as operations progress from Priority I through Priority II and III, the administrative control of the College will move from the Crisis Management Operations Group back to the normal Lewis & Clark College organizational structure. The President or Acting President will determine when to deactivate the Crisis Management Operations Plan.

Approved by the Executive Council, April 25, 2001.
Revised on October 15, 2003.

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