Campus Emergency Communication Response Plan
“Aggies Taking Care of Aggies”
 

The Texas A&M University at Galveston Campus Emergency Response Plan has been developed to provide guidance during emergency and crises events that call for actions and operations beyond the daily operations of the institution. The plan is composed of four parts providing guidance for campus communications, command center operations, media relations, and campus lock down and security protocols during critical incidents. This plan does not replace other emergency plans and protocols in place for severe weather, campus evacuation, post emergency campus recovery, fire and other safety response plans. This plan should be used to complement other plans and procedures. Activation of this plan will ensure that effective communication in the event of a crisis saves lives, prevents property loss and disseminates information to all campus members in a clear, concise and organized manner so that we are truly “Aggies Taking Care of Aggies.”

No amount of planning can replace the solid leadership and sound judgment that must be exercised at all levels during a crisis or emergency situation. This plan will always be an evolving document and is for guidance only. In addition, all campus community members should become familiar with the E2 Campus system by registering all personal communication devices at:

www.e2campus.com/my/tamug/signup.htm

Campus Communications  |  Incident Command Center Protocols

Media Relations Protocols  |  Campus Lockdown Protocols

Appendix A  |  Appendix B

Campus Communications

Assessment

The individual who encounters the potential crisis or emergency should gather accurate information from the appropriate sources as quickly as possible. After fact gathering, the individual should contact the Campus Police immediately.

Authority and decision to activate the Emergency Preparedness Plan as a result of the emergency will follow the Chain of Command beginning with the President and CEO. If the President and CEO is unavailable, the administrator in charge will activate the plan.

In the event there is an emergency in progress, the Campus Police may take immediate action to safeguard the campus community through established police procedures while taking steps to notify the administration of the crisis or emergency situation.

Chain of Command

• Rear Admiral Robert Smith, President and CEO

• Dr. William Seitz, Associate Vice President for Research and Graduate Studies Acting Associate Vice President for Academic Affairs and Chief Academic Officer

• Dr. Donna Lang, Vice President for Academic Affairs

• Rear Admiral William W. Pickavance, Superintendent, Texas Maritime Academy

• Ms. Susan Lee, Director, Associate Vice President Financial

• Dr. Brad McGonagle, Assistant Vice President for Administration

• Mr. Grant Shallenberger, Assistant Vice President for Student Affairs and Auxiliary Services and Interim Chief of Staff

• Dr. Tammy Holliday, Assistant Vice President for Research and Graduate Studies

• Mr. Steve Conway, Director, Computing Information Services

Response

After assessing the nature and scope of the situation, the Executive Team member in charge will call together all available members of the Executive Team to execute the following plan:

Designate a spokesperson: In cases of a significant crisis, the President and CEO or administrator in charge will take the lead in conveying the administration's response to the crisis, showing that the campus has control of the situation, calming public concern and providing leadership for the entire campus.

Draft a fact sheet: The fact sheet will contain a summary statement of the situation including all known details to be released to the media. This information will be made available to (and approved by) the President and CEO in addition to copies provided to the Chancellor, President and Provost. This fact sheet should be scrutinized with respect to the public's right to know and concerns for privacy and security in consultation with the Office of General Counsel if necessary.

Notify key constituencies: Determine key constituencies that should be informed of the crisis. It is important to keep administration, faculty, staff, students and parents informed as appropriate of appropriate details and actions taken by the university during an emergency. The President and CEO or administrator in charge will notify the Chancellor, President and Provost in College Station of the crisis as appropriate.

The Campus Emergency Communications Protocols will be followed (See Appendix A)

Alert the media: Determine whether a news conference and or news release is an appropriate means of conveying information beyond the protocols used to notify faculty, staff, students, the news media and the public. The President and CEO or administrator in charge in consultation with the Director of Media Relations and Communications will determine logistics of the news conference including when, where and how the media will be contacted, which media will be contacted, who will supervise the news conference, who will appear, etc. The Campus Emergency Communications Protocols for Media Management will be followed.

Other spokespersons: Identify any other individuals besides those on the Executive Team who may serve as spokespersons or who might be made available to the news media; assign a public information staff person to provide counsel to those individuals.

Ongoing Procedures During Crisis

During the crisis or emergency, the Executive Team in consultation with the Director of Media Relations and Communications will monitor all news media for reports or updates related to the crisis.

Open communications: Over the duration of the crisis, open communications between the Executive Team and those responding to the crisis or emergency will be maintained. Redundant communication systems including the police 800 series radios, campus satellite phones and personal cell phones will be utilized in maintaining effective communication links.

Outside resources: In the event the campus resources and responders are overwhelmed by the crisis or emergency or additional resources are needed, the President and CEO or administrator in charge will contact the local Office of Emergency Management, local law enforcement or Texas A&M University to request assistance.

Aftermath Component

Following any crisis, appropriate action must take place to ensure that members of the campus community, and others as necessary, receive needed information and assistance to help bring closure to the crisis as well as relief from the effects of the event. Attention also should be placed on identifying and implementing measures to improve the Emergency Preparedness plan used during the crisis.

Communications: If needed, a public forum should be scheduled and coordinated by the Director of Media Relations and Communications to communicate details of the incident and events to all interested members of the campus. The timeliness of this meeting is critical and every effort should be made to see that it occurs within three work days from the close of the crisis. Representatives from the Executive Team, Campus Police, Student Affairs, Human Resources, Employee Assistance Program, as well as the Counseling Office should attend and be prepared to answer questions and share pertinent information. Specific departments and/or individuals also may be requested to attend and participate depending upon the nature of the crisis.

Immediately following a crisis: It is imperative that the campus be sensitive to the needs of faculty, staff and students who may have been personally affected by the crisis. There may be a need to assist a victim or victims with obtaining information and/or a referral to available resources. Human Resources will be the contact for employee assistance and Student Affairs for student assistance.

Rumor control: It is not unreasonable to expect that rumors would follow a crisis, further creating an atmosphere of anxiety. As a preventative measure, the campus Website will continuously be updated following the crisis to address rumors and provide additional information as it becomes available. All inquiries to the crisis will be directed to the Director of Media Relations and Communications.

Ten day follow up: The Executive Team shall meet within 10 days following a crisis and review all actions taken as a result of the crisis to determine effectiveness and efficiency of operations and make any needed changes to the Emergency Preparedness Plan and Emergency Communications Plan and Protocols.

Emergencies can occur at any time and without warning. Careful application of the Campus Emergency Communication Plan and Protocols will assist the Texas A&M University at Galveston campus community in responding appropriately to crises and emergencies and effectively manage the media. Continued evaluation and refinement of this plan is necessary and should be initiated on an annual basis.

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Incident Command Center Protocols

The Incident Command Center will function as the primary physical location for campus coordination and management of the crisis or emergency situation. The authority and decision to activate the Emergency Preparedness Plan resulting in the opening of the Incident Command Center will follow the Chain of Command beginning with the President and CEO. If the President and CEO is unavailable, the administrator in charge will activate the plan:

Chain of Command

• Rear Admiral Robert Smith, President and CEO

• Dr. William Seitz, Associate Vice President for Research and Graduate Studies Acting Associate Vice President for Academic Affairs and Chief Academic Officer

• Dr. Donna Lang, Associate Vice President for Enrollment Management and Outreach

• Rear Admiral William W. Pickavance, Superintendent, Texas Maritime Academy

• Ms. Susan Lee, Director, Associate Vice President Financial

• Dr. Brad McGonagle, Assistant Vice President for Administration

• Mr. Grant Shallenberger, Assistant Vice President for Student Affairs and Auxiliary Services and Interim Chief of Staff

• Dr. Tammy Holliday, Assistant Vice President for Research and Graduate Studies

• Mr. Steve Conway, Director, Computing Information Services

The Incident Command Center will be located in the President’s Suite of the Classroom-Laboratory Building (Building 3007, Room 225) and will serve as:

• A meeting room for IC staff for planning.

• Initial communications center until media center is initiated.

• Central location for campus office operations.

• Site of storage of information related to crisis for emergency incident.

In the event the President’s Suite is inoperable, the Incident Command Center will be relocated to the Powell Marine Engineering Complex (PMEC) Room 226.

The Incident Command Center will remain operational until the President and CEO or administrator in charge declares the crisis or emergency incident to no longer be a threat to the campus and the campus is returned to normal operations.

Coordination of center set up and operational support will be managed by the Assistant Vice President for Administration. Once established, management of the center will revert to the Incident Command Center Coordinator.

If the Incident Command Center is relocated to TAMU, operations will commence in the General Services Complex, 750 Agronomy Road, College Station, Texas in a room designated by the office of Facilities and Planning in College Station. Should campus operations relocate to TAMU, the TAMUG Emergency Preparedness Business Continuity Plan will be activated.

Incident Command Center Coordinator

To better facilitate the operations of the Incident Command Center, the campus Executive Secretary to the President will serve as the Incident Command Center Coordinator whose duties will include but are not limited to:

• Assisting with the administrative needs of the available Executive Team/Strategic Operations Team members located in the center.

• Answering charge center phones, screening calls and directing the staff as needed.

• Faxing daily situation reports.

• Copying and creating a filing system; filing.

• Coordinating building maintenance.

• Ordering food and beverages.

• Recording minutes of daily meetings.

• Organizing document binder of standard operating procedure for all areas.

• Coordinating communications with TAMU, TAMU System and any outside agencies such as Galveston EOC as required.

• Staffing of the Incident Command Center as needed.

• Maintaining an incident log as necessary of all activities.

• Securing additional resources as required to maintain center operations.

• Securing office supplies including batteries.

The Incident Command Center Coordinator will also coordinate the acquisition and delivery of center equipment needs which includes but is not limited to:

• Voice IP Phones and a satellite phone (to be provided by the Small Boat Basin).

• Computers.

• Walkie-Talkie radios (to be provided by the Physical Plant and Residential Services).

• Copy and fax machine.

• Basic office supplies.

• Police 800 series radios (to be provided by Campus Police if available).

• A generator to power radios (to be provided by Physical Plant).

• Vehicles including trucks, cars, electric carts, gas-powered carts, boats and trailers.

Incident Command Center Operations

The Incident Command Center operations will be under the leadership and direction of the President and CEO or the administrator in charge. Access to the center will be controlled by the Campus Police. Access is restricted to members of the Executive Team, their designated alternates and campus community members essential to the operations of the center.

Executive/Strategic Operations Team Members Initial Activities

Once convened, the available Executive Team members will:

• Immediately consider which other individuals may need to be added to the team to manage the crisis at hand.

• Review details of the crisis.

• Determine further/ongoing crisis management and response activities.

• Identify target audiences and determine communications strategy.

• Specify communication procedures to internal and external. Constituencies.

• Prepare communications brief for TAMU and TAMU System.

Logistics

All members of the Executive/Strategic Operations Team will designate a backup who will be available to respond to a crisis situation at all times. All backup members will remain on standby/alert for the duration of the crisis.

The Director of Media Relations and Communications will remain in the Incident Command Center when not in the media center and will collect and coordinate the information provided by members of the Executive/Strategic Operations Team and others across campus who are engaged in managing or resolving the crisis. The Incident Command Center Coordinator will document all information provided along with the time and person reporting.

All members of the Executive/Strategic OperationsTeam will assess staffing and resources needs associated with responding to the crisis and recovery.

Should the Incident Command Center relocate to TAMU, the Incident Command Center Coordinator will collaborate with the Assistant Vice President for Administration in activating the TAMU site, providing information to TAMUG campus community members who are relocating to College Station and securing housing for those relocating.

If external agencies (i.e. local police, fire and EMS) are integrated into the Incident Command Center operations, space within or adjacent to the Incident Command Center will be provided to such agencies for required logistical and communication support.

Roles and Responsibilities

After assessing the nature and scope of the situation, the available Executive Team members will function under the following roles with additional responsibilities:

• President and CEO The President and CEO or administrator in charge will take the lead in conveying the administration's response to the crisis, showing that the campus has control of the situation, calming public concern and providing leadership for the entire campus.

• Executive Associate Vice President and COO: Will be responsible for the logistical and tactical operations of the crisis response and recovery. The Assistant Vice President for Administration and the Assistant Vice President for Student Affairs and Auxiliary Services will assist as directed. These responsibilities include but are not limited to:

  • Strategic and tactical planning and coordination of the response activities with the Chief of Police or officers on-site.

  • Coordinating campus security efforts by the Campus Police and Physical Plant staff members to ensure the campus perimeter and all campus facilities are secured.

  • Directing Executive Team members who are on-site of the crisis or at the emergency location.

  • Coordinating recovery efforts and restoration of campus operations after crisis has passed.

  • Assessing resource needs for response with Incident Command Center Coordinator.

• Associate Vice President for Research and Graduate StudiesDuring the crisis, the Associate Vice President for Research and Graduate Studies will provide guidance and leadership in the areas of academic affairs, research and graduate studies as the situation dictates. He/she will be responsible for coordinating the restoration of all academic, research and graduate student activities following the crisis or emergency situation. The Assistant Vice President for Academic Affairs and the Assistant Vice President for Research and Graduate Studies will assist as directed. These responsibilities include but are not limited to:

  • Coordinating the relocation of research activities away from areas affected by the crisis.

  • Coordinating the relocation of academic courses and services to TAMU if necessary

  • Notifying and coordinating with external agencies regarding the disruption in research activities.

  • Coordinating needs of researchers who must relocate animal research specimens and collections. Notifying the Institutional Animal Care and Use Committee (IACUC) that deviations in animal oversight and control are being undertaken as a result of the crisis or emergency situation.

  • Coordinating the removal of hazardous or radioactive materials with the TAMUG Safety Officer.

• Associate Vice President for Academic AffairsDuring the crisis, the Associate Vice President for Academic Affairs will provide guidance and leadership in the areas of academic affairs as the situation dictates. He/she will be responsible for coordinating the restoration of all academic programs and activities following the crisis or emergency situation. The Assistant Vice President for Academic Affairs will assist as directed. These responsibilities include but are not limited to:

  • Advising the administrator in charge when classes  need to be cancelled.

  • Coordinating class schedules and/or location changes.

  • Coordinating the relocation of academic programs and activities away from areas affected by the crisis.

  • Coordinating the relocation of academic courses and services to TAMU if necessary.

  • Notifying and coordinating with external agencies regarding the disruption in academic activities.

  • Coordinating the reallocation of financial aid and fees payments with corresponding departments at TAMU.

• Director of Computing Information Systems:Will oversee the updating of the campus website and any subsequent messages provided over the campus Voice IP phone system and will provide needed resources and leadership in establishing and maintaining communication systems.

• Director of Media Relations and Communications:Will determine logistics for the dissemination of information including news conference operations of when, where and how the media will be contacted, which media will be contacted, who will supervise the news conference, who will appear, etc.

• Associate Vice President for Finance: Will be responsible for coordinating the continuation of financial management services operations should the crisis or emergency situation impact the campus over a prolonged period. These responsibilities include but are not limited to:

  • Ensuring the continuation of payroll services and accounts payable during and after the crisis.

  • Assessing fund balances in relation to clean up and recovery costs following the crisis.

  • Coordinating business continuity activities with the TAMU Vice President for Finance and Comptroller’s Office.

• Superintendent Texas Maritime Academy: Will provide leadership in the logistical operations of the maritime academy during the crisis. These responsibilities include but are not limited to:

  • Coordinating the relocation of the T/S Texas Clipper if necessary.

  • Coordinating use of the T/S Texas Clipper as a command and control or support platform during the crisis and recovery thereafter if needed.

  • Notifying and coordinating with external agencies regarding the disruption in cadet teaching and training activities.

  • Assessing impact of crisis to training and credentialing aspects of the maritime program.

  • Coordinating all services needed to ensure efficient ship operations during the crisis or emergency situation.

  • Identifying funds for recovery and restoration of the maritime program and if the T/S Texas Clipper is used.

  • Organizing cadets as a support force when a decision is made to use them as volunteers during a crisis.

If at anytime a member of the Executive Team is unable to perform his/her duties with the Incident Command Center operations, his/her backup will assume the duties and responsibilities of the vacated member.

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Media Relations Protocols

In the event of a serious emergency or accident involving TAMUG students, faculty and/or staff, the campus will immediately enact the following procedures for managing the media:

Responsibilities

Office of the President and CEO

• The President and CEO will notify the Provost and President of TAMU of the crisis or emergency situation.

• The Director of Media Relations and Communications will be responsible for interfacing with the TAMU Office of Marketing and Communications to inform the College Station campus of the emergency and coordinate additional support and secure their assistance, if needed for media relations.

Computing Information Services

• CIS will establish a media center in Sea Aggie Center 601 or PE Building 107 to accommodate the electronic and data outlet needs of the responding media.

• If the incident occurs at the Fort Crockett or Teichman Road campuses, media will be re-directed to Mitchell Campus on Pelican Island.

• Campus Police will secure the crisis area and the media center.

• Non-campus and non-emergency personnel will not be permitted in the area of the emergency.

The President and CEO or administrator in charge will serve as the chief spokesperson for the campus.

If employees or students are called by outsiders or members of the media, they should refrain from comment and refer the individual to the Incident Command Center.

As soon as reasonably possible, the Director of Media Relations and Communications will provide the media with a statement. The statement will be constructed based on the best available information.

The media will be notified of the next update. Updates will be given by either the President and CEO or administrator in charge.

Employees should be mindful of potential video cameras and cell phone photography and their coverage of the incident at the scene.

If/when a media representative arrives on the campus, anyone encountering the media should contact the Director of Media Relations and Communications at extension 4830 or cell phone 409-795-4113. If the Director of Media Relations and Communications is unavailable, then contact campus administration. An authorized administrator in charge will then act as necessary.

The Director of Media Relations and Communications will report to the established media center and activate assistance from one or all of the following groups: Financial Management Services, Human Resources, Admissions and Records, Naval Science or the Texas Maritime Academy.

• These media assistants may be assigned to either the main entrance of the Mitchell Campus or the North entrance of the Mitchell Campus or other locations to intercept and guide representatives to the media center.

• The role of the media assistant will be to escort arriving media representatives to the media center. Staff members will not answer media questions about any crisis situation without the express consent and instruction of either the Director of Media Relations and Communication or administrator in charge.

Campus community members affected should be discouraged from agreeing to provide media with an interview. If they do, assistance will be provided by the Director of Media Relations and Communications. A designated member of the Executive Team should be present during interviews to ensure that ground rules are followed and inappropriate questions are not addressed.

The Director of Media Relations and Communications will notify the following people in College Station and request assistance as appropriate:

Vice President for Marketing and Communications
TAMU Department of Marketing & Communications
Office: (979) 845-2217

Associate V.P. for Communications
TAMU Department of Marketing & Communications
Office: (979) 862-2369

Chief Communications Officer
TAMU System
Office: (979) 458-6023

Information concerning the emergency will be communicated as appropriate via E2 Campus, the TAMUG website and local media sources as information becomes available.

Media updates will be provided at least every four hours or as deemed necessary by the President and CEO or administrator in charge.

All external local government agencies (City Mayor, County Judge, etc.) will be notified of any developments with the crisis or emergency situation as soon as possible.

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Campus Lockdown Protocols

When a crisis or emergency situation on campus warrants immediate lockdown of the campus, the safest method to protect campus occupants will be to take shelter inside a campus building and await further instructions.

The order to lockdown the campus or campuses will be given by the Office of the President and CEO. In the event there is an emergency in progress, the Campus Police may take immediate action to safeguard the campus community by calling for the lockdown of campus(es) through E2 Campus and established police procedures while taking steps to notify the administration of the crisis or emergency situation. If the order to lock down the campus is given the following protocols will be implemented:

• An E-2 Campus message will be issued immediately by the Assistant Vice President for Administration or the next administrator in the E2 Campus Chain of Action providing specific instructions regarding the crisis and how campus community members are to respond (additional notification systems such as use of office phones and mounted speakers are in the process of being implemented).

• The Campus Police will respond to the crisis scene and provide a threat assessment to the President and CEO or administrator in charge. Should the situation warrant immediate additional assistance, the Campus Police will call in Galveston police and fire by radio and follow established emergency procedures.

• The campus building proctors will also be notified via E2 Campus to alert their building occupants of the crisis or emergency situation and what should be done to remain safe.

• Appropriate action will be taken by the Campus Police and TAMUG administration based on the threat assessment provided by the Campus Police and any Executive Team member responding on-site to the crisis.

• The President and CEO will activate the Emergency Communication Plan and Incident Command Center.

Campus Lockdown Protocols

All campus community members will move to the nearest room, take cover and stay low.

Doors and windows will be locked and opened only to students and staff seeking safety or to the police.

Campus community members will remain quiet and shut off all audio-visual equipment.

Faculty will be responsible for providing leadership and maintaining calmness in the classrooms.

The campus will remain in the lockdown mode until an all-clear signal is given by the Campus Police or TAMUG administration.

Once the all-clear signal has been communicated via E2 Campus, verbally and by other means across campus, the Office of Student Affairs will commence notifying students’ parents as appropriate. The Director of Media Relations and Communications will provide a scripted message approved by the President and CEO or next highest ranking Executive Team member that will be communicated to the parents and family of the students.

All campus resources necessary will be made available to the Campus Police, TAMUG administrators and responding emergency personnel to resolve the crisis.

Hazardous Materials Spill (refer to Chemical/Radiation Spill)

In the event hazardous materials are involved:

• The Physical Plant will be instructed to turn off all ventilation systems and close all inlets from the outside.

• All campus community members will be instructed to stay inside and away from windows and doors until further notice.

• The Campus Police will notify the Galveston Fire Department and Haz Mat response team of the spill.

• The campus will remain in the lockdown mode until an all-clear signal is given by the Campus Police or Campus Administrator.

• All required follow-up reports will be prepared and submitted under the direction of the Campus Safety Officer.

Active Shooter on Campus (refer to Campus/Workplace Violence)

In the event that one or more gunmen come on campus with intent to harm a campus community member(s) for any reason:

• Campus Police will respond as trained in the ALERRT Active Shooter training received on campus.

• All campus community members will be instructed to lock the doors to their classrooms and offices and not to leave until notified by Campus Police or the TAMUG Administration.

• The President and CEO will activate the Emergency Communication Plan and Incident Command Center.

• Should the Campus Police or Galveston Police believe the shooter may escape the campus or is no longer on campus but still on Pelican Island, the Campus Police will notify the Navigation District of the crisis and take steps to restrict the flow of traffic from leaving Pelican Island which may include asking that the draw bridge be raised.

• If the shooter is determined to no longer be on campus but still on Pelican Island, the Campus Police will secure the campus perimeter at each main entrance to campus. A check point system will be activated to prevent unauthorized access to the campus. Only emergency personnel will be permitted on campus during a lockdown. Parents and family members of campus community members will not be allowed on campus until the crisis is resolved.

• The campus will remain in the lockdown mode until an all-clear signal is given by the Campus Police or TAMUG Administration.

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Appendix A

Campus Closure Protocols

Authority and decision to close the TAMUG campus will follow the Chain of Command beginning with the President and CEO. The President and CEO or administrator in charge will approve the message and use of E-2 Campus and www.SchoolClosing.us whenever possible. If the President and CEO is unavailable, the administrator in charge will initiate the campus closure and notification protocols.

However, if time is of the essence, any administrator in the Chain of Action is permitted to send an E-2 Campus and/or www.SchoolClosing.us message without prior consent should the situation warrant immediate notification.

The Chain of Action for sending E-2 Campus is as follows:

• Dr. Brad McGonagle, AVPA

• David Watson, Safety Officer

• Steve Conway, Director, CIS

• Sam Martinez, Chief of Police

• Grant Shallenberger, AVPSA&AS and Interim Chief of Staff

Campus closures will be based on the following:

• Severe Weather (Hurricanes/Tornado/Flood)

• Chemical Release at Refinery

• Chemical/Radiation Spill

• Impending Danger

It is incumbent upon all TAMUG campus members to register for E-2 Campus through the TAMUG website at www.tamug.edu or www.e2campus.com/my/tamug/signup.htm

Notification Process – Chain of Action

E-2 Campus

• The Chain of Action for sending E-2 Campus is as follows:

  • Dr. Brad McGonagle, AVPA

  • David Watson, Safety Officer

  • Steve Conway, Director, CIS

  • Sam Martinez, Chief of Police

  • Grant Shallenberger, AVPSA&AS and Interim Chief of Staff

• In the event of a crisis or emergency situation, campus members will be notified immediately via the E-2 Campus system by the Assistant Vice President for Administration. If the Assistant Vice President for Administration is not available, the next administrator in the Chain of Action will initiate the message. Any administrator in the Chain of Action is permitted to send an E-2 Campus message without prior consent should the situation warrant immediate notification.

Website Update

• The website will be updated by the Director of Media Relations and Communications or designee who will provide updates every four hours as the crisis or emergency persists.

Authority to Re-Open Campus

The authority and decision to re-open the TAMUG campus will follow the campus Emergency Response Plan Chain of Command protocols as initiated by the President and CEO. If the President and CEO is unavailable, the administrator in charge will initiate the campus re-opening notification procedures.

All campus members will be notified to return to campus via the E-2 Campus system as well as by postings on the campus website.

Additional Information

All campus employees will be advised to contact their supervisors for specific information about reporting to work.

Information updates to the Campus Website will be provided every four hours or as determined by the President and CEO or administrator in charge.

All external local government agencies (City Mayor, County Judge, etc.) will be notified of any developments with the crisis or emergency situation as soon as possible.

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Appendix B

E-2 Campus Protocols

Authority and decision to issue an E-2 Campus message will follow the Chain of Command beginning with the President and CEO. The President and CEO or administrator in charge will approve the message and use of E-2 Campus and www.SchoolClosing.us whenever possible. If the President and CEO is unavailable, the administrator in charge will initiate the campus closure and notification protocols by contacting the Assistant Vice President for Administration or the next administrator in the Chain of Action.

If time is of the essence, any administrator in the Chain of Action is permitted to send an E-2 Campus and/or www.SchoolClosing.us message without prior consent should the situation warrant immediate notification.

Discretion should be exercised when issuing E-2 Campus messages. Certain dangerous or extreme situations may warrant the issuing of a message immediately

• Tornado or funnel cloud near campus

• Imminent severe weather (preceded by a National Weather Service alert)

• Campus violence/criminal behavior on campus (shooter, hostage situation, bomb threat, violent actor, abduction on campus, violent assault, etc.)

• Utility emergency (ruptured gas line, downed electrical line)

• Chemical Release at Refinery

• Chemical/Radiation Spill on campus

• Fire in a campus facility.

E-2 Campus messages will not be issued based on the following:

• Events/situations that do not pose an immediate threat to the campus or campus members (i.e. events off campus, events that do not impact Pelican Island, etc.)

• Events/situations that may create an even greater danger to the campus community or members if a message is sent.

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Revised July 2011