9.0 EMERGENCY COMMUNICATIONS PLAN

 9.1 EMERGENCY COMMUNICATIONS 

Key communication principles that must be followed include reporting emergencies, determining the emergency’s origin and scope, providing information to assist authorities, continuous monitoring of the crisis, acknowledging the organization’s responsibilities, understanding the steps being taken to end the emergency, informing all those affected about how to protect themselves, and providing regular updates.

 The UWSP Emergency Response Team (ERT) will serve as the Crisis Communications Team. The below sections provides details on the essential emergency communications plan of action for UWSP. Note that certain emergency communication aspects and duties are integrated throughout the entire EMP. This section provides an overview of the communications plan.

9.2 EMERGENCY COMMUNICATIONS BASIC PROCESS

 During an emergency UWSP will attempt to utilize all available communication methods listed below in 9.3 to notify and update the campus constituents and keep information updated. Information will be released as soon as possible given available resources and after the information is deemed accurate. Information will not be distributed that could jeopardize response and/or safety. 

 Life-safety emergency messages (such as severe weather warnings, fire, active shooter, etc.) will be made to the campus by UWSP Protective Services Department through available channels during the emergency. Actual content of the messages will be dependant upon the emergency and circumstances of the situation.

 Once the ERT has been convened, they will be responsible for delivering follow-up messages to campus and external parties regarding the emergency and subsequent details. Various methods will be utilized to accomplish these communication procedures as discussed below.

9.2 EMERGENCY COMMUNICATIONS RESPONSIBILITIES & STEPS

Below provides basic responsibilities and step related to emergency communications for given campus groups. Actual communication actions will be contingent on the given emergency.

Campus Community

1. For all life/property threatening emergencies the campus community shall dial 911 to report the emergency. Protective Services should then be called at X3456. When calling emergency personnel, stay on the line until all requested information is provided. Hang up only after you have been told by the dispatcher. Detailed response steps are found throughout this plan for specific emergencies.
2. Provide information to responding emergency response personnel as necessary.
3. Be ready to receive emergency announcements via
   1. Campus Emails
   2. Voice Messages via phone (check for red light indicating message)
   3. Windows Pop-Up messages.
   4. Public Address systems (Fire Alarm System Speakers, PA System in Residential halls)
   5. UWSP Emergency Communications Website updates (UWSP main webpage will be switch to this function).
   6. Verbal instructions from authorities.
   7. Announcements via bulletin boards or other means.
4. Report communication problems to your supervisor, hall director, or Safety & Loss Control at x3901.

Protective Services 

1. Notification to outside emergency agencies of emergency assistance required at the campus. (i.e. fire, police, rescue, etc.)
2. Provide life safety messages and warnings to campus community (i.e. fire, severe weather, active shooter) to provide direction for them on how to protect themselves. Available communication methods such as intercom via fire alarms, PA systems, mass email, mass voice mail, win pop-ups, and verbal instructions will be utilized to the best of Protective Services ability. Instructions for use of these systems will be maintained in confidential Appendix 8, Confidential Sections.
3. Provide information to assist outside authorities in response actions.
4. Alert ERT member. Primary ERT alert to Director of Protective Services.
5. Provide information to the ERT (once assembled) regarding the emergency’s origin, scope and required actions necessary. Monitor situation and provide regular updates as necessary.
6. Monitor outside agencies/services used to warn the UWSP campus of pending emergency situations external to campus, but which may affect campus (i.e. weather warnings, Police alerts, etc.)
7. Test and drill warning systems. Submit reports of performance of system and repair requirements to Facility Services and Emergency Planning Team.
8. Participate in review of communication needs.

Emergency Response Team (ERT) 

1. Communicate to convene the ERT. Upon initial notification of a major emergency, all members of the ERT and/or Protective Services shall call an appropriate ERT CORE team member to initiate activation of the Emergency Response Team if deemed necessary. The first attempt should be made to Director of Protective Services, if not available call most applicable core team member next.
   1. If first contacted ERT Core Team Member and it is deemed the entire ERT is to meet then this member shall ensure the remainder of the team is contacted and the ERT is assembled at the designated location. One may call each or text message entire group (following instructions in confidential Appendix 8) to initiate the meeting. George Stien 101B or other appropriate location (see Command Center information above).
   2. For those unable to meet, an ERT teleconference line has been established. See instructions for the ERT teleconference in confidential Appendix 8.
2. Gather the facts and continuously monitor the crisis. Need to disseminate the facts and prepare necessary communications. The ERT shall establish link to Incident Command of the given Emergency in order to receive accurate information and direction. The Director of Protective Services (or designee) will be the primarily link. Note it is likely the Director of Protective Services will be engaged in response and his/her efforts towards response to ensure safety of those directly involved in an emergency (i.e. serving victims or potential victims) will always take precedence.
3. Deliver messages/communications to key campus constituencies. The ERT is responsible for delivering messages to key constituencies both on and off campus regarding the emergency and relevant information (including regular updates). This may include;
   1. Communicate to internal and external groups (including parents, community, media, other) accurate information and directions related to the emergency and post-emergency concerns. Priority given to on-campus community directly affected or at risk. Also:
      1. Communication of to all those affected about how to protect themselves.
      2. This is to include acknowledgement of the campus responsibilities and the steps being   taken or need to be taken to end the emergency.
      3. Communication of appropriate command decisions being made by the ERT and incident commanders.         
      4. Provide statements of recovery and continuity of operations efforts and directions. To include follow-ups on response efforts, results, and next steps.
2. Utilize available communication methods to send out information as discussed in the below Section 9.3. Instructions for use of these systems will be maintained in confidential Appendix 8.
3. Create a fact sheet. The fact sheet shall contain a summary of the situation with key details added as situation progresses.
4. Designate a spokesperson appropriate for the event with necessary knowledge and skills. The spokesperson gives an initial press briefing as soon as possible. Primary spokesperson is the Executive Director of University Relations and Communications, but may be delegated if necessary.
5. Executive Director for University Relations and Communications: As a member of the ERT, the Executive Director for University Relations and Communications (Chief Information Officer) has the following additional specific duties and responsibilities:
   1. Serve as primary spokesperson.
   2. Manages all official internal and external communicaitons. Provide accurate and timely information to key constituencies.
   3. Establish communication with the news media for dissemination of information through these channels.
      1. Make advance contacts with local and campus radio & TV stations to develop procedures in advance for infomaiton exchange.
   4. Arrange media access to the scene and campus. Room in UC may be utilized as an internal media center area (see Appendix 8 for directions). Contact Parking Department for designation of Parking Lot X (or other) for Media staging needs.
   5. Ensure proper communication with Emergency Response Team and UWSP University Relations and Communications Department to coordinate accurate and timely information. Advise Emergency Director as necessary.
   6. Arrange for photography and audiovisual services as needed.
   7. Prepare news releases for approval by the Emergency Director to the media concerning the emergency.
   8. Organize press conferences and interviews. Announce time and place.
   9. Monitor media reports and correct errors.
   10. Receive external inquiries and respond to requests for information.
   11. Working with the appropriate administrative offices, organize the following records:
       1.    A complete and current roster of faculty, staff and students.
       2.   A condition report of all persons involved in the emergency.
4. As described the Core ERT will enroll necessary UWSP staff into the ERT to address specific campus concerns. These staff members will also assist in providing communications on these to the campus. (i.e. specific college issues, Foreign Services, International Programs, Counseling, Health Services, etc.).
5. Activate HOTLINE NUMBER. To be used for outside parties to call into for information on status of emergency. We are currently working on getting a dedicated number.
6. ERT shall communicate as necessary with UW-System Administration and WI Department of Administration on status of emergency and needs of the campus.
7. Communicate with City of Stevens Point, Portage County Emergency Government, WI Emergency Government, FEMA, Red Cross, and other outside response agencies on needs of the campus. See contact numbers below.
8. Communicate with other stakeholders and community as necessary.
9. Approve all communications prior to release, except those that are sent by Protective Services or other authority for life safety purposes.
10. Debrief. In an effort to compile a final report after emergency, provide a written summary of emergency activities and recommendations to the Director of Safety and Loss Control.

UWSP Departments/Units 

1. Assisted with getting information out to the campus community once it is release from the ERT. Use of face to face communications, meetings, bulletin boards, hall directors, flyers, etc. Supervisors are to communicate with their employees, Department Chairs/Deans with Faculty & Employees, Residential Hall with residents, Faculty/Student Life with students, etc., etc. 

UWSP Facility Services 

1. Perform routine test and maintain communication systems under their responsibility (intercom systems, fire alarm systems, other). Report unresolved problems or requirements to the Vice Chancellor of Business Affairs.
2. Provide recommendations on system improvements.
3. Implement new communication systems.

UWSP Information Technology / Telephone Services 

1. Perform routine test and maintain communication systems under their responsibility (computer systems, telephone systems, other). Report unresolved problems or requirements to the Vice Chancellor of Business Affairs.
2. Provide recommendations on system improvements.
3. Implement new communication systems.

Emergency Planning Team (EPT) 

1. Plan test of communication systems for ERT and document performance.
2. Review post-incident debriefing reports for communications to determine what improvements can be implemented. Review other best practices in emergency communications for possible campus implementation.

9.3 COMMUNICATION METHODS 

Effective communication is essential during an emergency or disaster situation. Phone lines must be made available for emergency use and may be restricted by the Chancellor when appropriate. Primary campus communications methods include:

*Instructions for the use of some of the above systems may be found in confidential Appendix 8 

In the event of a complete telecommunication failure, couriers will also be utilized to relay messages as needed. Couriers will be identified and authorized by the Emergency Response Team. Contact Student Life for potential volunteers or United Way. Other means will be explored.  

Note: communication systems are susceptible to failure due to disaster, fire, flood, over-capacity, etc. Backup systems are planned for as feasible, but everyone must recognize the potential for these systems failing and the need for continued respond without such systems.  

Reception of external emergency communications. 

There are numerous methods used to warn the UWSP campus of pending emergency situations originating external to campus, but which may eventually affect campus. In summary the following are used (but not limited to the below):

• Media (TV/Cable/Radio). Recommend all departments have an AM/FM radio (battery operated).
• National Weather Services. Severe weather warning provided by Portage County to Protective Services. Weather Radios used in various areas (available through Safety & Loss Control Department).
• Federal Emergency Alert System.
• Police/FBI alerts.
• State/UWSA alerts.
• Federal alerts (i.e. Homeland Security, CDC, FDA, etc.).
• Other

Media Inquiries.

The Emergency Response Team will designate an official spokesperson to handle official media relations. Refer all media request to the UWSP University Relations and Communications department at X3046. If asked for information, communicate only that information that has been authorized by the Executive Director of University Relations and Communications. See UWSP University Relation and Communications website for additional information and resources. 

Enhanced 9-1-1 Directions

UWSP has the enhanced 9-1-1 Public Emergency Reporting System.  9-1-1 is for emergency situations when Police, Fire, or Ambulance services are needed.  

You may dial [911] or [9-911].  After dialing, speak slowly and clearly.  Listen carefully to the questions being asked.  Keep in mind; there will be approximately seven (7) seconds of silence before you hear your call ring.  DO NOT HANG UP!  Your call is automatically sent when you complete dialing, you just don't hear it happening.  This can seem longer in emergency situations, but during those few seconds your call is being routed to the proper 9-1-1 Communications Center.  This process identifies the location of the call.  It displays the telephone number, name, street and address, building name, floor, and room number.  This information will appear automatically on the Communications Center computer screen. 

If you dial [911], or [9-911] by mistake, stay on the line!  The operator must be instructed of the mistake otherwise they will call back. If there is no answer on the call back, the City of Stevens Point will send emergency services. 

9.4 EMERGENCY NUMBERS 

Emergency contact numbers (including private home and cell numbers) and additional instructions are found in confidential Appendix 8. The confidential information is for use primarily by the ERT. The below tables provide campus phone numbers for key areas contacts on campus. Campus directories are also available in all offices as well as phone books. In addition campus contact information may be found on the UWSP website at http://www.uwsp.edu/menu/findpeople.htm. Note: For all emergencies dial 911. Protective Services shall then be called at X3456. 

Contact Numbers