Roles and Responsibilities in Emergencies

Academic Planning
Provost and Vice President for Academic Affairs - Responsible for all academic issues that surface during an emergency, temporary classrooms and workspaces, and coordination of activities with Registrar’s Office and Conference and Event Services.

Building Maintenance and Facilities and Engineering Services
Associate Vice President for Facilities - Assist local, state and federal agencies in damage estimation; maintain and provide access to blueprints and building plans; execute design work and the subsequent construction contracts to correct necessary repairs that are beyond the capability or resources of the campus work force; make assessment of any campus area susceptible to damage (assessment of building safety will be made in coordination with the Office of Public Safety; utilities will be secured if an unsafe condition exists, with restoration of utility service made when appropriate); assess/direct efforts to control hazardous materials in conjunction with the Fire Department; coordinate the assessment of the condition of the water and sewage system; make emergency repairs; remove debris; provide necessary support to other departments (heavy equipment, barricades, etc.); provide sanitation services during an emergency.

Communication and Computer Services
Associate Vice President for Information Technology Services - Provide phone service for Media Relations; provide phone service for Emergency Operations Center; re-establish affected network; relocate affected offices if necessary; implement Information Technology Services emergency procedures and disaster recovery plan as needed; maintain network and computing operations; secure critical data and information resources; repair and restore network and computing facilities.

Food Service
Manager of Dining Services - Direct/arrange for emergency meals; request necessary food supplies; coordinate efforts with Red Cross and other agencies; coordinate with Director of Residential Life regarding meal procedures.

Medical Services
Director of Health Services - Provide medical assistance in collaboration and coordination with local and regional health providers and public health officials; coordinate the identification of sources of contamination that would present a public health threat; coordinate efforts for the prevention and management of infectious diseases that pose a public health threat; maintain records on assistance provided; advise residents on water and food safety precautions.

Housing (including provisional shelter)
Director of Residential Life and Judicial Affairs - Administer the directives issued by the Vice President for Student Affairs and Campus Life and the CERT regarding student evacuation or relocation within the Residence Hall system; manage the coordination of residential services for students remaining on campus; and implement an effective system for maintaining contact with students remaining on campus during a pandemic.

Legal Affairs
Vice President and General Counsel - Advise CERT on any legal issues arising from the emergency; assist with notification of Board of Trustees as appropriate.

Communications and Media Relations
Office of Marketing Communications - Responsibility for the primary coordination, development, and dissemination of pandemic information to internal and external audiences. The breakdown of roles and responsibilities within the Office of Marketing Communications is as follows:

The Associate Director of Media Relations coordinates information to be disseminated during and after a crisis; maintains communications with media and others affected by the incident; provides input into all decisions related to communications and public relations; makes appropriate plans for media; organizes press conferences and releases; in collaboration with the President, serves as official College spokesperson to media.

The Executive Director of Marketing Communications manages personnel and priorities within Marketing Communications; advises administration on communications; serves as liaison to other campus offices as needed.

The Manager of Marketing Services assists the Division of Student Affairs and Campus Life in developing and updating pandemic web pages and other appropriate communications.

The Office of Media Relations assists in preparing media releases, advisories, and fact sheets; organizing press conferences; fielding media inquiries.

Mental Health
Director of Counseling Services - Organize and implement appropriate mental health interventions in crisis situations; facilitate mental health debriefings with crisis team after crisis response; review departmental crisis plans to ensure adequate attention is given to mental health issues; advise CERT regarding the mental health referral list to secure appropriate community support in crisis situations.

Human Resources
Associate Vice President for Human Resources - Arrange for expedited services of temporary employees when required; coordinate mental health assistance to faculty and staff in coordination with counseling services; coordinate with other departments for cost recording; assist faculty/staff where needed; coordinate any employee relations matters arising from an emergency.

Office of the President
President or Assistant Vice President for Government and Community Relations - Serve as official contact with President’s Council; approve all official communiqués; serve as official College spokesperson when appropriate; serve as contact with government officials and work closely with the Media Relations office on public communication.

Financial Affairs
Vice President for Finance and Administration, Associate Vice President for Business and Finance - Initiate/process emergency purchases; coordinate the distribution of supplies; arrange for contract services and locate required equipment and supplies; initiate record-keeping system and coordinate with Financial Services regarding cost recording; arrange for a photo/video team to document damage for insurance purposes; initiate/process insurance claims; coordinate emergency purchasing (in emergencies will be decentralized); coordinate with other departments for cost recording; provide budget accounts for emergency spending; identify funds available to meet emergency needs; initiate a records-keeping system for all expenditures associated with emergency operations; coordinate security of on campus funds.

Public Safety
Director of Public Safety and Emergency Management - Coordinate with off-campus emergency response resources; monitor and assess safety hazards and unsafe situations to develop measures for ensuring personnel safety; point of contact for assisting or coordinating agencies; consult with leader of the CERT about the development of overall incident plan; develop plans for effective use of communications among various off-campus agencies and the CERT (pre-emergency); determine evacuation routes and implement evacuation plans; direct access and security control.

Student Services
Vice President for Student Affairs and Campus Life, Associate Vice President for Student Affairs and Campus Life - Assess the impact of the situation on students and student life; supervise student affairs response; coordinate mental health assistance to students in coordination with counseling services; identify individuals with special needs and implement plans for assistance.