Once the EDRP has been put into effect and the EOC has been implemented the following should occur concerning a crisis on campus:
1. A crisis management team (CMT) comprised of all EOC members, the Communications & Marketing Director, the Dean of Students and the Campus Police Chief will convene at the Emergency Operations Center.
2. The CMT will decide on an official crisis spokesperson and an alternate. The designated spokesperson will speak for everyone. As the emergency diminishes, the spokesperson's role can be assigned to someone else, but at least in the initial stages of the emergency, all inquiries and questions should be referred to the spokesperson.
3. CMT members will begin to notify families of those affected by the crisis (if applicable).
4. All media and public inquiries will be referred without comment to the CMT spokesperson or the Office of Communications & Marketing. Only the official spokesperson and alternate will articulate the university's position upon the authorization of the President or the CMT.
5. The Office of Communications & Marketing will take the information provided by the spokesperson and begin disseminating the information to the campus community then the media, and then the public at large.
6. The CMT and/or its spokesperson MUST be kept abreast of all details of the emergency. The most important questions needing to be answered are:
Because most of these questions will have to be answered by someone on site of the emergency, it is most likely that a campus police officer will relay this information to the spokesperson. The two must maintain contact throughout the ordeal. The spokesperson must also maintain contact with the Office of Communications & Marketing to ensure that information is disseminated quickly and accurately.
1. The Office of Communications & Marketing will begin disseminating information to the campus community via:
2. Press conferences will take place in the Roaden University Center Tech Pride Room, unless prohibited by the crisis. Media waiting stations will be created on the third floor of the University Center near the Office of Communications & Marketing in RUC 342 and/or some of the available empty classrooms.
3. Offices maintained by Career Services for interviews will be opened to the media for telephone and outlet usage.
4. The Office of Communications & Marketing will provide comprehensive follow-up information to the campus community, media and public-at-large once the crisis has ended.
1. Return all media calls. Be as cooperative as possible. Most importantly, be forthright.
2. Be informative, friendly and patient. Also listen well. The media can provide valuable information in return.
3. Answer only the questions you have adequate answers for, otherwise say you will follow up and find the answer. Then be sure to follow through.
4. Don't let emotions or fatigue affect your dealings with the media and others. Accommodate logistical needs of the media. Goodwill pays dividend for the future.
5. Think about how what you say will affect other agencies of offices. Then call and let them know in advance about the inquiries they may receive. Also, when talking with the media or preparing releases, give credit to all individuals and agencies that are helping.
6. Be proactive. Give any new information to the media so that they might tailor it for their own unique angle.
7. Take control of the issue by initiating communications to present all the facts of the emergency and articulate the university's position.
8. Place priority on guarding long-term credibility and reputation of the university.
The spokesperson will be responsible for articulating the university's position only upon the authorization of, and as directed by the CMT or the President.
1. Never offer your personal opinions: you are representing the university's position.
2. Stay in contact with the Emergency Operations Center. Keep the EOC informed of your location and telephone number or other means of reaching you.
3. Be well groomed. Keep a fresh change of clothes and other personal items (razor, toiletries, make-up) at the university. Don't wear brights, plaids, or checks.
4. In a news conference or interview:
Media and Public Safety Call List provided by Office of Communications & Marketing