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

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

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

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

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

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

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

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

E-mail

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

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

E-mail

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

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

E-mail

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

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

E-mail

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

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

E-mail

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

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

E-mail

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

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