GB. Crisis Management Plan

Appendix D – Crisis Plan
Updated 11/14/2008
SOUTH PLAINS COLLEGE
CRISIS MANAGEMENT PLAN
Section GB of Policy and Procedure Manual

Introduction

Crisis events are extraordinary events that normally cannot be predicted or controlled.  How an institution such as South Plains College responds to these events can influence the impact on the campus community.  The complexities of our campus community make advanced planning, training and policy development for catastrophic events a practical necessity.

Crisis Management Team

The South Plains College Crisis Management Team will include SPC personnel whose skills and experience enable them to help the institution in minimizing the impact of occurrences and dealing with the typical human reactions to traumatic incidents.  The general purpose of the Team is to support affected members of the SPC community, minimize disruption of scheduled activities of the College, avoid damage to College facilities, prevent personal injury, insure the release of correct information, and reduce liability risks to the College.  The Crisis Team will include the following personnel.  Also listed are the primary areas of specific responsibility for each member:

Members and Responsibilities

•    President –
1.    Overall direction and administration of the college’s response.
2.    Communicates with the campus community.
3.    Communicates with the Board of Regents.

•    Vice President for Student Affairs
1.    In the absence of the President and in consultation with other members of the Executive Council provides overall direction and administration of the college’s response.
2.    Coordinates response of Crisis Team members.
3.    Authorizes and coordinates the use of the ENS system.
4.    Coordinates communication to and the response of departments within the division.
5.    Monitors emergency radio traffic. 
 
•    Vice President for Academic Affairs
1.    In the absence of the President and in consultation with other members of the Executive Council provides overall direction and administration of the college’s response.
2.    Coordinates communication to and the response of departments within the division.
3.    Formulates strategies for responding to the disruption to and the restoration of the academic process.

•    Vice President for Finance and Administration
1.    In the absence of the President and in consultation with other members of the Executive Council provides overall direction and administration of the college’s response.
2.    Coordinates communication to and the response of departments within the division.

•    Vice President for Institutional Advancement
1.    In the absence of the President and in consultation with other members of the Executive Council provides overall direction and administration of the college’s response.
2.    Coordinates communication to and the response of departments within the division.
3.    Overall direction of media relations.

•    Dean of Arts and Sciences
1.    Communicate with and support appropriate faculty and students.
2.    Assist with the development of strategies to alleviate the disruption to the academic process.
3.    Assist with the direction of evacuated or displaced individuals.

•    Dean of the Technical Education
1.    Communicate with and support appropriate faculty and students.
2.    Assist with the development of strategies to alleviate the disruption to the academic process.
3.    Assist with the direction of evacuated or displaced individuals.

•    Dean of Health Occupations
1.    Communicate with and support appropriate faculty and students.
2.    Assist with the development of strategies to alleviate the disruption to the academic process.
3.    Assist with the delivery of medical services should the event require it.
4.    Assist with the direction of evacuated or displaced individuals.

•    Dean of Distance and Continuing Education
1.    Communicate with and support appropriate faculty and students.
2.    Assist with the development of strategies to alleviate the disruption to the academic process.
3.    Assist with the direction of evacuated or displace individuals.

•    Associate Dean of College Relations
1.    Coordinate all media requests and releases.
2.    Communicate with all departmental members.
3.    Assist with the direction of evacuated or displaced individuals.

•    Director of Guidance and Counseling
1.    Provide assistance for counseling services for affected members of the community.
2.    Communicate with departmental members.
3.    Assist with the direction of evacuated or displaced individuals.

•    Dean of Students
1.    Primary administrative communication link with Campus Police and first responders.
2.    In the absence of the Vice President for Student Affairs activates the ENS system.
3.    Directs the efforts of Student Health Services
4.    Communicate with departmental members.
5.    Monitors emergency radio traffic.
6.    Assist with the direction of evacuated or displaced individuals.

•    Dean of Student Life
1.    Coordinate and monitor all issues affecting student housing.
2.    In the absence of the Vice President for Student Affairs activates the ENS system.
3.    Communicate with departmental members.
4.    Monitors emergency radio traffic.
5.    Assist with the direction of evacuated or displaced individuals.

•    Associate Dean of Information Technology
1.    Monitor and maintain network.
2.    Provide necessary technical assistance and support.
3.    Communicate with all departmental members.
4.    Assist with the direction of evacuated or displaced individuals.

•    Associate Dean of Students Reese Center
1.    Primary administrative contact for events affecting the Reese Center.
2.    In the absence of the Vice President for Student Affairs activates the ENS system for events affecting the Reese Center.
3.    Monitors emergency radio traffic.
4.    Assist with the direction of evacuated or displaced individuals.

•    Director of Instruction – Reese Center
1.    Primary administrative contact for events affecting the Reese Center in the absence of the Associate Dean of Students Reese Center.
2.    Assist with the development of strategies to alleviate the disruption to the academic process.
3.    Assists with the direction of evacuated or displaced individuals.

•    Director Plainview Center
1.    Primary administrative contact for events affecting the Plainview Center.
2.    Communicate with all members of the Plainview Center.
3.    Assists with the direction of evacuated or displaced individuals.

•    Associate Dean of Workforce Development ATC
1.    Primary administrative contact for events affecting the ATC Center.
2.    Communicate with all members of the ATC Center.
3.    Assists with the direction of evacuated or displaced individuals.

•    Campus Police Department and Law Enforcement Program Personnel
1.    Provide communication and direction for law enforcement and other emergency first responders.
2.    Communicate in a safe and timely manner with the Dean of Students on the Levelland Campus or the Associate Dean of Students at the Reese Center.
3.    Assists with the direction of evacuated or displaced individuals.

•    Student Health Services
1.     Provide medical assistance as directed by the Dean of Students.
2.    Assists with the direction of evacuated or displaced individuals.

•    Director of the Physical Plant
1.    Provide logistical support to campus control and access as directed by law enforcement.
2.    Provide oversight and control of campus utilities and facility control.
3.    Communicate with all members of the department.
4.    Assists with the direction of evacuated or displaced individuals.

•    Other personnel or students as needed.


Procedures

Because of the need for quick response initially, members of the Crisis Team are expected to act appropriately and expeditiously when a crisis threatens.  The President or designee shall determine by the nature of the crisis or the severity of the threat if the Team needs to meet to formulate a strategy to respond.

Central Command Center

The President or designee will determine if a Central Command Center is necessary.  A Central Command Center may be necessary for events that are exceptionally large in scope or may require an extended period of time to coordinate a response.  In the event that a Central Command Center is necessary, a number of locations may be utilized depending on the situation.

•    Levelland Campus - Dean of Students and Student Life Office suite will be the primary location with the President’s Office, Presidents Conference Room, Vice President for Student Affairs Office, College Relations Conference Room and the Technical Arts Administrative Offices serving as other possibilities.
•    Reese Center - Building 8 Conference Room or RC317
•    ATC Center – Reese Center Building 8
•    Plainview Center- Assigned emergency facilities by City of Plainview

Emergency Notification Procedures

When an emergency crisis situation occurs, 911 should be notified immediately.  In some crisis situations the 911 system may become overwhelmed by a large volume of reports.  Callers should remain on the line and follow any instructions they are given. 

Once the 911 system is activated, Campus Police along with other appropriate law enforcement agencies and emergency medical services will respond.

At the earliest and safest moment possible after the initial response, Campus Police will notify the most readily available and appropriate administrator from the following list:
•    Dean of Students
•    Dean of Student Life
•    Associate Dean of Students Reese Center
•    Director of Instruction Reese Center
•    Director of Plainview Center
•    Associate Dean of Workforce Development ATC Center

The notified administrator will immediately inform the Vice President for Students Affairs who will notify the President and other members of the Executive Council.  Effective communication among all members of the team and the campus community is essential.  In the event of a crisis situation at any campus location an emergency notification will be sent to the appropriate campus population relaying as much information as pertinent and necessary to provide for the safety of students, faculty, staff and visitors.  The emergency notification will be sent over all available and appropriate media channels including but not limited to PA announcements, e-mail, phone messages, text messages, etc.  The emergency notification procedure is detailed in Appendix F of the “SPC Safety and Health Plan”.

Trained Emergency Notification Personnel
 
    Vice President for Student Affairs              Dean of Students
    Dean of Student Life                                Associate Dean of Students Reese
    Associate Dean of College Relations          Director of the Plainview Center
    Associate Dean of Work Force Dev. ATC    Other Assigned Personnel as Needed

The ENS system should only be used for emergency notification when the following conditions are met:

1.    Is there a threat to the safety of any or all of the campus community?
2.    Is there adequate factual information regarding the emergency?
3.    Will the dissemination of this information have a positive safety impact on the campus community?

Notifications will be brief and to the point with primary focus on informing the public on action to take in order to protect themselves.  Additional messages will be sent as necessary to provide critical updates to the situation.

All members of the Board of Regents will be advised by the President as soon as possible, and be kept informed frequently.  A special meeting of the Board may be desirable.  Regents will be provided with a complete report including the College’s version of the events, details of actions being taken, and a look at what lies ahead.

In all cases, whether the emergency or threat of emergency involves physical facilities, personal injury the privacy of the persons involved in the crisis must be honored.  The President or his designee will work with all appropriate departments and personnel to verify the facts, control media access and make news release or statements that will represent the official position of the College on the situation. 

Campus Police or the officer on duty shall be in charge of contacting additional police investigators, the Justice of Peace and coroner if necessary.

When the incident involves a death either on campus or at College sponsored activity, whatever the cause of death, the Campus Police should be immediately notified.  If the death occurs on College property, the Campus Police will be in charge of the scene.  In any case, the Campus Police will be responsible for notifying the proper authorities of the death, including the President, Vice President for Student Affairs and other members of the Crisis Management Team.

The family of the injured or deceased will be notified of the circumstances surrounding the incident as soon as possible.  The notification will be made by the President or his representative as dictated by the circumstances at the direction of the President.  Other contacts may include college legal counsel, counselors and ministers.  A member of the South Plains College staff may be designated by the President to conduct a follow-up visit with the family where circumstances warrant.

All incidents that might be considered as crises will be documented through the standard Campus Police incident reporting process.  Any incidents that result in injury or death will be reported through recognized channels under Campus Crime Reporting Act by the Campus Police.  The Crisis Management Team will meet following emergencies to evaluate crisis responses and suggest necessary changes to policy and procedure.  Further investigations by the Campus Police may be recommended by the Team.

Training

Regular and meaningful training is essential for successful responses to emergency situations. Individuals and specific elements of an emergency response plan require multiple training levels with varying frequencies.

ENS System Training

Authorized administrators of the ENS system will individually and on a reoccurring basis practice in the ENS “Training Mode”.  A formal training review meeting will be held for all authorized users at the beginning of the Fall and Spring semesters.  The Vice President for Student Affairs will be responsible for scheduling this training and review.

Radio and Phone Communication Training

Communication during an emergency is critical to a successful response.  Members of the Crisis Management team must have current contact information and assigned members must be prepared and competent in the use of emergency radio communication.  The Dean of Students is responsible for updating member’s contact information and training and testing radio equipment and communication at the beginning of each Fall and Spring semester.

Table Top Exercises

It is hopeful that emergencies either never happen or are at least infrequent.  It is however, the infrequencies of these events that create ineffective reactions and response.  Most members of the Crisis Management Team primary job responsibilities do not include a regular review of their roles and responsibilities during an emergency event unless structured opportunities are scheduled.  The Vice President for Student Affairs in conjunction with the Dean of Students, Dean of Student Life, Associate Dean of Students and Campus Police Department will be responsible for developing and implementing an annual review of the Crisis Management Plan including table top exercises and/or mock drills that include participation by all members of the Crisis Management Team.
  
Educating the Campus Community

Informing the campus community of basic information regarding safety procedures in advance of an emergency is critical for a successful response at the time of an emergency.  The Dean of Students, Dean of Student Life and Associate Dean of Students will be responsible for providing and presenting specific safety information to the campus community including students, faculty and staff at the beginning of each Fall and Spring Semester.

Evacuations

Evacuations by their very nature are extremely chaotic events.  Evacuations will be authorized by the President or designee.  In the event that a building(s) must be evacuated, emergency personnel including law enforcement and fire department as well as other first responders will be responsible for notifying occupants of the evacuation.  Basic evacuation steps for faculty and staff occupants of an affected building would include:

1.    Inform students and other occupants to gather their personal belongings and exit the building immediately in an orderly fashion.
2.    Assist all others that may need additional assistance.
3.    Inform students to listen for and follow instructions of emergency and administrative personnel.
4.    Exit the building to a safe distance or as directed by emergency and administrative personnel.

In the event of an evacuation every effort will be made to make the displaced occupants of the affected building(s) as comfortable and safe as possible. Only at the time of the event will it be possible to determine the best and safest strategy.
 
The following areas and facilities will be primary locations to temporarily house displaced individuals:

Levelland Campus -     Texan Dome, PE Complex, Track and Field Stadium, Student Center, Fine Arts Theatre

Reese Center-    SPC buildings 8 and 3, Reese Conference Center 1130, Reese Center buildings 310 and 210.

ATC Center -         Reese Center Building 8

Plainview Center -     Assigned emergency facilities by City of Plainview

Closed Campus

Only the President or designee can authorize the closure of a campus in an emergency.  Campus Police, local law enforcement, physical plant and other emergency personnel will be responsible for prohibiting access to campus.  Administrative, faculty and staff personnel will be responsible for informing the campus population to exit campus.

The Dean of Student Life will be responsible for the coordination and direction of Student Residence Halls in the event of a campus emergency.

Weather Emergencies

The Dean of Students, Associate Dean of Students, Director of the Plainview Center and Campus Police have the primary responsibility for monitoring weather conditions in their respective locations.  The Dean of Students is responsible for maintaining emergency weather alert radios at all locations.  In the event of a tornado warning every available means of communication will be used to inform the members of the affected location to take cover as soon as possible.  Communication and information methods may include ENS system, telephone systems, e-mail, sirens, PA announcement, word of mouth, NOAA weather alert radios, etc.

The Dean of Students office will provide information to the campus community on the basic precautions and safety recommendations for severe weather prior to severe weather season each Spring.

 

Student Crisis Policy
(Section FI - SPC Policy and Procedure Manual)

PURPOSE

South Plains College is committed to the protection of both students and College personnel.  Cases involving suicidal students or students experiencing a crisis need a unified protocol for all campus locations. Occasionally, it is necessary that offices or professional staff members become involved in cases with students exhibiting abnormal and/or disruptive behavior.  Normally, cases involving behavior in violation of the Code of Student Conduct will be administratively handled in accordance with the College Discipline Procedure (Reference Student Conduct in the “Student Guide”).  However, if the student lacks the capacity to respond to the charges or is not aware of the nature or wrongfulness of his/her acts, it is necessary to have operating policies and procedures to guide personnel in finding resolution.

DEFINITIONS

Abnormal behaviors include, but are not limited to:  overt actions, omissions to act, or verbal or written statements which would not be consistent with the actions or statements of a reasonable, prudent person under similar circumstances.

Emotional problems include, but are not limited to: behaviors resulting from possible physical, drug related or psychological disorders which may pose a potential harm to the physical well-being of the student or others, and/or cause significant disruption to the normal academic process of the College.  Students at risk of harm to themselves include those who may have suicidal thoughts.

Examples of individuals that may be suicidal include:
1.    Preparations for death – giving away prized and personal possessions, talk of going away without clear plans, sudden recovery from depression.
2.    Previous suicide attempts or self harm – just disclosed or in recent past.
3.    Depressed students who have had a family member or close friend who committed suicide.
4.    Verbal warnings – reference to suicide jokes, poems, or drawings.  Statements such as:  “Life isn’t worth it…things would be better if I were gone”, “If I don’t see you again thanks for everything”, “I can’t take this anymore…I just want out”.

PROCEDURE

South Plains College provides assessment and referral for students displaying emotional problems and/or abnormal behaviors.  Personnel of all departments of the College should refer students displaying abnormal behavior(s) or emotional problems to the Counseling Centers in Levelland or at the Reese Center for assessment.  For the Plainview Center or the Byron Martin ATC, students should be provided with Crisis Line phone numbers and the incident should be reported to the Director of the Plainview Center or the Associate Dean of Workforce Development at the ATC.  These administrators will then notify both Counseling Centers so they may help facilitate assessment and care.
   
Levelland Counseling Center:             806-894-9611 Ext. 2364, 2366 or 2368
Reese Counseling Center:                  806-894-9611 Ext. 4606, 4605, 4656 or 2912
Lubbock MHMR Crisis Line:                806-740-1414
Levelland Campus Police:                  806-891-8883
Reese Campus Police:                       806-893-5705
City Police and Emergency:               911
Plainview Center Counselor                806-296-9611 Ext. 4330, 4301, 4302, 4304
Central Plain MHMR Hotline                806-296-5555 or 1-800-687-1300
Plainview Center Evening Security      806-296-9611, ext. 4302, 4304
Plainview Police                                806-296-1182

All students displaying emotional and/or abnormal behaviors should be encouraged to contact their emergency contacts.  For students under the age of 18, counseling center personnel or an appropriate administrator may notify the emergency contact with or without the student’s consent.  Emergency contact information can be obtained from student records on file in the Admissions and Records Office.

The Vice President for Student Affairs Office will be notified in any instance where a student demonstrates significant abnormal or emotional problem behaviors that could result in a significant disruption to the normal academic process of the College.  The Vice President for Student Affairs may call a meeting of the SPC Student Crisis Committee to discuss the student’s behavior and emotional well-being and to develop a plan to assist the student and protect the academic process of the College.  Assistance in the evaluation may also be sought by referring the student to a psychologist or psychiatrist for a mental health evaluation.  All evaluations will be at the student’s expense.

SPC STUDENT CRISIS COMMITTEE

The SPC Student Crisis Committee consists of the Vice President for Student Affairs, Dean of Students, Dean of Student Life, Associate Dean of Students Reese Center, Student Health Nurse, Campus Police Chief, Director of Counseling Center and other designated consultants as deemed necessary by the Vice President for Student Affairs..  This committee will meet when such incidents occur and consider action on an individual basis.  Actions by the committee may include:
  
1.    Students who may pose a threat to themselves or others may be temporarily suspended and required to obtain psychological counseling.  SPC is not financially responsible for this counseling.  In order to be readmitted, the student must furnish to the committee a positive mental health evaluation from the attending psychologist.

2.    The student will be afforded a hearing before the committee.  The committee will consider whether the student will be allowed to remain enrolled or be suspended.  If the student fails to seek counseling and furnish the mental health evaluation, the committee may elect to administratively withdraw him/her.

3.    If the student chooses to re-apply for admission at a later date, admission is still contingent upon a mental health evaluation, and approval of the Student Crisis Committee.

If it is deemed in the best interest of the student and/or the academic integrity of the College that the student be withdrawn from the College, every effort will be made to facilitate the student’s voluntary withdrawal for health reasons and to also work in the best interest of the student to preserve his or her academic record.

EMERGENCY PROCEDURES

In dealing with individuals behaving in a severe emotionally disturbed manner, there may be instances that are dangerous to themselves or others.  If the situation appears to be life-threatening or dangerous to others, Campus Police should be notified immediately.

SPC Campus Police
Levelland Campus    - Ext. 2396 or 891-8883
Reese Center – Ext. 2923 or 893-5705
ATC – Ext. 4906 or 791-3080
Plainview – Ext. 4302 or 296-1100
Emergency - 911

Police will determine if the individual must be restrained or hospitalized.  Campus Police will notify the appropriate location administrator and the appropriate Counseling Center.  The location administrator will contact the Vice President for Student Affairs.

Levelland Campus - Dean of Students or Dean of Student Life
Reese Center - Associate Dean of Students
ATC – Associate Dean of Workforce Development
Plainview – Director of Plainview Center

A Counselor or a representative of the Vice President for Student Affairs office should contact the individual’s emergency contact to inform them of the circumstances and encourage them to come to the campus or hospital if possible.
  
If it is determined by the attending physician that the individual does not require hospitalization, they will be released from hospital care.  It may still be important to inform the emergency contact.

HEARING PROCEDURES

A student exhibiting significant abnormal or emotional problems may be temporarily suspended until a hearing can be held to determine whether the suspension should be sustained until certain medical conditions for reinstatement are met.  The hearing will be called by the Vice President for Student Affairs and will include the student and/or parent/guardian and the SPC Student Crisis Committee. The hearing will include:  (l) adequate notice to the student that he/she may be subject to involuntary withdrawal; (2) an opportunity for the student, at his/her own expense, to submit an evaluation by a mental health professional of their choice; (3) an opportunity for the student to examine and discuss the mental health evaluation; and (4) an opportunity for the student to be accompanied by a representative of his/her choice (for advice and counsel only).  If it is determined at this hearing that the student should not be reinstated at that time, the Student Crisis Committee will determine the conditions necessary for the reinstatement of the student of the College at a later time.  A letter will be sent to the student and/or guardian by the Vice President for Student Affairs reiterating the reasons for the involuntary withdrawal as well as the conditions for reinstatement.

The student may return to the College after the conditions as outlined in the hearing and follow-up letter have been met and approved by the Student Crisis Committee.

READMISSION PROCEDURES AND APPEALS

A student who has had a registration hold placed on his/her readmission for health reasons must request readmission clearance from the Dean of Students/Dean of Student Life/Associate Dean of Students at least three weeks prior to the first day of classes of the semester in which the student wishes to reenroll.  The student may be required by the office to submit medical evidence supportive of his/her present health and emotional ability to function properly in a college environment.  The Dean of Students/Dean of Student Life/Associate Dean of Students shall evaluate the student’s request and supporting evidence.  Primary consideration will be given to the satisfying of all conditions specified at the time of suspension or withdrawal for the readmission of the student to South Plains College.  If approval is granted by the Dean of Students/Dean of Student Life/Associate Dean of Students for the removal of the registration hold, the student must then complete the regular readmission procedures required by the Office of Admissions.

If approval for readmission is not granted by the Dean of Students/Dean of Student Life/Associate Dean of Students, the student may appeal that decision to the Vice President for Student Affairs.  The appeal must be made in writing within five college working days of the date the student was notified by the Dean of Students/Dean of Student Life/Associate Dean of Students that his/her request for readmission was denied.

The Vice President for Student Affairs will inform the student that he/she is entitled to a hearing to be held within five college working days if at all possible.  The appeals committee will consist of the SPC Student Crisis Committee and chaired by the Vice President for Student Affairs.  Following the hearing, the Committee shall either sustain the decision of the Dean of Students/Dean of Student Life/Associate Dean of Students, or shall overrule the decision and allow the student to re-enroll at South Plains College.  The Vice President for Student Affairs shall notify all parties of this decision in writing within three college working days following the completion of the hearing.