Chapter Five:  Fiscal Affairs

Procedure Title:  Emergency Communications Plan
Based on:  Board Policies
Procedure Number:  5.21
Date Adopted/Revised:  May 17, 2010

This plan has been formulated to provide a guideline for internal and external communications during an emergency situation at the South Arkansas Community College. For the purposes of this plan, it has been assumed that an emergency event could result from the following causes:

  • Earthquake 
  • Flood
  • Fire
  • Chemical Explosion
  • Toxic Leak
  • Terriorist Attack/Bomb Threat
  • Extreme Weather/Tornado
  • Energy Blackout
  • Suicide/Sudden Death
  • Road Crash/Plane Crash Involving Staff/Students
  • Pandemic
  • Other Medical Crises
  • Robbery
  • Occupation of Buildings
  • Hostage-Taking/Kidnapping

Once an emergency situation has been identified, the responsible College administrator, upon consultation with the appropriate College personnel and in concert with any applicable city, county, state, or federal personnel, select and direct a situation appropriate response. Depending upon the nature of the emergency, the College may suspend or dismiss classes, evacuate one or more buildings, direct students, faculty, and staff to take shelter, or close one or both of the campus.

  1. Campus-wide emergency communications

      1. The responsible administrator shall contact the security officer on duty (should the security officer be unavailable, the switchboard operator or a member of the Information Technology staff shall be directed to perform the designated duties), inform him/her of the emergency situation and the planned College response. The security officer on duty must not place himself/herself in a life threatening situation without first notifying the President or the ranking administrator on duty.

          1. The security office shall contact the local 911 emergency center as appropriate.
          2. The security office will utilize the radio system utilized by Security, Physical Plant and Information Technology to alert these offices of the situation and the planned College response.
      2. Upon receipt of the radioed communication, Security, Physical Plant and Information Technology shall immediately begin to initiate the planned response.

          1. Sweep designated buildings as directed
              1. Communicate planned response to all faculty, staff, or students present
              2. Activate local alarm systems as directed
              3. Close all fire doors
              4. Direct evacuation and/or movement to shelter as directed
              5. Secure or unlock all exterior building doors as directed
          2. Information technology staff will broadcast a message describing the emergency situation and the planned College response
              1. A broadcast message will be sent via the Novell alert system.
              2. An announcement of the emergency situation shall be placed into the automated attendant.
              3. Information technology staff will post a notice of the emergency situation and the planned College response on the College web site.
              4. Information technology staff will transmit a message describing the emergency situation and the planned College response via the emergency calling system.
              5. Information technology staff will send an email to SACC-ALL and to ALL-STUDENTS describing the emergency situation and the planned College response.
          3. The security office will apprise the President or the President’s designee of the emergency situation.
              1. At the President or the President’s designee direction, the Coordinator of Marketing and Communication shall contact local media with a description of the emergency situation and the planned College response.
              2. The President or the President’s designee will notify the Board of Trustees and any city, county, and state officials as appropriate.
  2. Preservation of College assets

      1. College personnel shall immediately upon receiving notice of the emergency situation and the planned College response cease all routine activities and begin implementing emergency procedures. Time permitting; they shall prior to evacuation and/or movement to shelter:

          1. Secure all College records and monies
          2. Shutdown and disconnect their computer workstation
          3. Lock their office door
          4. Move quickly to their designated assembly point and report to their supervisor for further direction
  3. Non-Business Hours Communications: Closure of the College

      1. Upon direction of the President, members of the Executive Leadership Team will initiate a slightly modified version of the procedures outlined in section I. above.

          1. The President shall determine the timing and duration of any closures / delayed openings.
          2. The President or President’s designee will notify the members of the Executive Leadership Team.
          3. Members of the Executive Leadership Team will contact their staff as per current operating procedures.
          4. The Coordinator of Marketing and Communication will contact local news outlets with a description of the closure.
          5. Information technology staff will post a notice of the closure on the College web site.
          6. An announcement of the closure shall be placed into the automated attendant as per current operating procedures.
          7. Information technology staff will utilize the emergency calling system to immediately inform all faculty and staff of the closure.
          8. Information technology staff will utilize the emergency calling system to inform all students of the closure at the next available calling opportunity (nonemergency calls are limited to the hours of 7:00 am and 9:30 pm).
  4. Non-Emergency Communications

      1. Upon direction of the President, members of the Executive Leadership Team will initiate a slightly modified version of the procedures outlined in section I. above.

          1. The President shall, in consultation with appropriate college administrators, develop a formal statement to be sent to the college community.
          2. The Coordinator of Marketing and Communication shall release the prepared statement to the appropriate media outlets.
          3. The statement will be posted to the College’s web site.
          4. Should the President so direct, a notice of the statement will be distributed via the College’s emergency calling system.
              1. Several procedural notices have been pre-approved and may be released by the appropriate office (e.g. notice to student of impending drop actions for non-payment).
              2. Courtesy messages to students (e.g. class cancellations) may be approved by the appropriate Dean / Vice President.

 

 

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