Policy Table of Contents
- I. EMERGENCY MANAGEMENT POLICY
- II. OPERATIONAL EMERGENCIES
- III. EMERGENCY RESPONSE COMMUNICATION PLAN
- IV. CRISIS MANAGEMENT TEAM (CMT)
- Scope of Crisis Management Team
- Crisis Management Team Members
- Crisis Management Team Roles and Responsibilities
- President of the College
- Provost/Vice President of Academic Affairs/Chief Academic Officer
- Directors of Campus Safety & Security
- Vice President of Strategy and Communications
- Disseminate the Information
- Verify and keep the information moving
- Prepare for media calls and visits with Executive Director of Marketing and Communications
- When media arrives, working with Executive Director of Marketing and Communications
- Media follow-up and on-going media relations with Executive Director of Marketing and Communications
- Dean of Students
- Director of Human Resources
- Chief Information Officer
- Dean of Enrollment
- Vice President for Institutional Advancement
- Vice President of Finance
- Director of Wellness Center
- Crisis Management Support Staff
- V. CRISIS MANAGEMENT TEAM OPERATION
- VI. DEACTIVATION OF CRISIS MANAGEMENT TEAM
- VII. TRAINING
(Updated August 2023)
I. EMERGENCY MANAGEMENT POLICY
It is the policy of the College for Creative Studies (CCS) to be prepared for and respond to any emergency in accordance with federal, state, and local laws; and to ensure the protection of its students and personnel, the public, college property, assets, and the environment.
In the event of a crisis, the College for Creative Studies’ primary concern is to bring the situation under control as quickly as possible in order to reduce or eliminate injury to the students, staff, faculty and general public and to return the College to normal operations.
II. OPERATIONAL EMERGENCIES
An emergency is defined as any incident that:
- has caused or has the potential to cause serious injury or death
- presents danger to the health and safety of the public
- has caused or has the potential to cause significant property damage
- has caused or has the potential to cause significant harm to the environment
An emergency may be the result of a significant fire or explosion, a natural disaster such as a tornado, earthquake or flood, man-made disasters, criminal act, or a terrorist attack.
Emergencies, which occur during daily operations, frequently demand immediate and decisive action. For catastrophic events, the Emergency and Crisis Management Plan may require the activation of the Crisis Management Team (CMT).
Three Emergency Response Levels have been defined to assist with Crisis Management:
LEVEL 1: The emergency can be managed using internal College resources and response operations.
LEVEL 2: The emergency requires limited outside assistance to manage or assist with managing the incident. Required assistance may include, but not be limited to, police, fire, or EMS service.
LEVEL 3: The emergency cannot be managed using normal College Resources and requires activation of the Crisis Management Team.
Notification Procedures for Emergency Situations
The President of the College, or his designee, will be notified by the Director of Campus Safety & Security (Ford Campus or Taubman Center depending on location of the emergency), or the on-duty security supervisor of any emergency that may require activating the Crisis Management Team. The President of the College or his designee will determine if it is necessary to activate the Crisis Management Team. The Director of Campus Safety & Security or the on-duty supervisor will respond directly to the scene to assess the situation and determine the proper corrective action and notifications.
If the emergency occurs after normal college business hours, the Campus Safety & Security department’s on-duty supervisor will respond directly to the scene to evaluate the situation and determine appropriate action. After stabilizing the situation, the on-duty security supervisor will immediately notify the Director of Campus Safety & Security for further direction and notifications.
If an operational emergency escalates into a situation that exceeds available staff resources (e.g. a natural disaster), or results in serious injury or death, the President of the College, or his designee, has the option of activating the Crisis Management Team to help manage the incident, mitigate losses, save lives, and to facilitate resumption of normal business activities and institutional continuity. These emergency situations require immediate decisions and action. Case by case circumstances will dictate any immediate decisions and action. The President of the College, the Director of Campus Safety & Security, or their designee, will make immediate decisions based on circumstances. The objective is to communicate an emergency message through Alert Emergency Notification System within ten (10) minutes.
The following examples of emergencies are classified as Operational Emergencies:
The Director Campus Safety & Security or the on-duty Security Supervisor will initiate the following procedure:
|1. Call 911 to report all emergencies.
2. Notify the President of the College or his designee.
3. Send an Alert Emergency Notification System emergency message to students and employees.
4. Initiate a building and grounds search with the assistance of security and facilities staff.
5. Coordinate CCS’s efforts with the Detroit Police Department.
6. The President with consultation from local authorities will determine if it is necessary to evacuate building(s).
7. The President with consultation from local authorities will determine when to resume operations once the threat has been eliminated.
Active Shooter / Barricaded Gunman / Hostage / Any Violent Threat
The Director of Campus Safety & Security or the on-duty Security Supervisor will initiate the following procedures:
- Call 911 to report all emergencies.
- Notify the President of the College or his designee.
- Send an Alert Emergency Notification System emergency message to students and employees.
- The President with consultation from local authorities will determine if necessary to initiate an electronic and physical lock down of any or all buildings on campus including the parking deck.
- Using security and facilities staff; all buildings and parking deck will remain locked until directed by Detroit Police, Wayne State Police or CMT.
- Provide any assistance needed to the responding law enforcement agency.
A lockdown is an emergency protocol used at CCS to contain a problem or incident within an area of its origin by controlling movement of people by physically or electronically locking access doors.
The Director of Campus Safety & Security or the on-duty Security Supervisor will initiate the following procedure:
- Call 911 to report all emergencies.
- Notify the President of the College, or his designee.
- Send an Alert Emergency Notification System emergency message.
- Using security staff, assist in evacuating personnel.
- Provide on-the-scene first aid until medical personnel respond.
- Establish a perimeter to keep bystanders a safe distance.
- Determine if toxic chemicals are present in the building or area.
- Provide assistance to responding fire department personnel.
The College for Creative Studies has established policies for closing the College in case of severe weather. When it becomes necessary to cancel classes, the following procedure will be initiated:
- Marketing & Communications will be notified to prepare messaging for the web and social media.
- Send a CCS closing message via Alert Emergency Notification System to students and employees.
- Send a CCS closing message via email to the email addresses CCS-Staff and CCS-Students.
- CCS operator will communicate whether classes have been canceled for the day/evening to individuals that call 313-664-7400 after 7:00 am.
- Closing will be announced on WJR (760 AM) or WWJ (950AM) radio.
- Closing will be broadcasted on WJBK FOX 2, WDIV Channel 4 or WXYZ Channel 7.
The Campus Safety & Security Department receives weather reports from the National Weather Bureau of Tornado Warnings or Watches. The Director of Campus Safety & Security or the on-duty Security Supervisor will provide warnings to all buildings and open areas on campus via Alert Emergency Notification System. Designated Alert Emergency Notification System personnel will fan out in their respective buildings and notify persons to seek shelter.
Flying debris is the biggest tornado hazard. In the event of a tornado, all persons should:
- Move away from glass windows.
- Seek shelter on the lowest level of the building.
- Seek shelter in the interior hallways of the building away from glass doors or display cabinets if unable to get below ground level.
- Crouch down as low as possible with head down and protect the back of your head with your arms.
- Remain in place until the storm passes.
- Assist other persons when necessary or seek assistance for them.
(Unconscious, not breathing, seizure, heart attack, stroke, other life- threatening conditions).
The Director of Campus Safety & Security or the on-duty Security Supervisor will initiate the following procedure:
Call 911 and report the following information:
- Life-threatening conditions
- Type of injury or illness
- Whether the person is conscious or not
- Whether the person is breathing
- Whether the person has a pulse
- Whether the injury includes severe bleeding and/or the severing or complete amputation of limb
- If the person appears to be in shock
- Location of emergency
- Name, age, and gender of victim
III. EMERGENCY RESPONSE COMMUNICATION PLAN
Campus Safety & Security staff are on campus 24 hours a day, seven days a week. They are the first to respond to any emergency. The Emergency Response Communication Plan specifies who is to be contacted and what specific actions are to be taken. The Communication Plan requires that any emergency occurring on the CCS campus be reported immediately.
- Call 911 to report all emergencies.
- Call Campus Safety & Security office Taubman Center, (x1444) or Ford Campus, (x7444) to report an emergency.
- The Campus Safety & Security on-duty Supervisor will notify the Director of Campus Safety & Security, who will evaluate the situation for injuries and/or property damage.
- The Director of Campus Safety & Security will report to the President of the College, or his designee, the emergency and then advise the Campus Safety & Security on-duty supervisor of any action to be taken.
- The President of the College, or his designee, will determine if the Crisis Management Team is to be assembled or who should be notified.
- An Alert Emergency Notification System alert message will be sent to designated personnel to ensure notification of the emergency; the Campus Safety & Security on- duty Supervisor will notify the Campus Safety & Security officers to communicate any emergency messages to all affected department supervisors and department administrators on campus.
- The Director of Campus Safety & Security will send an email to CCS-Staff and CCS-Students and an alert message through the Alert Emergency Notification System to communicate the emergency message and action to be taken. If appropriate, student life residence assistants will be asked to help with any emergency on campus.
Emergency Response Coordinators
In addition to email notification, an Alert Emergency Notification System alert message will be generated to alert Emergency Response Coordinators about the emergency on campus:
|No employees on this floor
|Maria Luisa Rossi
Ford Campus (continued)
|ART CENTRE BUILDING STUDENT HOUSING
|Dara Girel-Mats (W24)
Alfred Taubman Center for Design Education
|Rachel Orange (UPAD)
|Blair Humphrys (UPAD)
|Nathan Caldwell (UPAD)
|Chris Spencer (UPAD)
|Lauren Wimbley (UPAD)
|Anton Horton (UPAD)
|Maglio Willis (UPREP)
|Ebony Bell-Griffin (UPAD)
|James Pollard (UPAD)
|Bailey Zurawski (Shinola) George Wimbrow (Shinola)
|George Wimbrow (Shinola)
|Lindsay Kowalewski (Shinola)
|Anthony D’Agostino (Shinola)
|TAUBMAN CENTER STUDENT HOUSING
|Conner Klemer/Kyra Bowman
|Nikhil Paul/Faith Serio
|Bruce Powe/Beck Bunn
|Nicolle Loza/Senyjah Wren
|David Rodriguez/Jenna Wyly
If an emergency occurs after normal college business hours, the Campus Safety & Security Department’s on-duty Supervisor will respond directly to the scene to evaluate the situation and determine appropriate action. After stabilizing the situation, the on-duty security supervisor will immediately notify the Director of Campus Safety & Security of further direction and notifications.
The College for Creative Studies uses an Electronic Emergency Notification System called Alert Emergency Notification System. This system has the capability of sending electronic emergency notices regarding severe weather, school closings and emergency situations to all students, staff and faculty via their email account, cell phone, and CCS PC computer terminals on campus.
In the event of an emergency on campus, the message will include the location of the emergency and instructions on what action to take.
Not all emergencies require the evacuation of a building. In the event of a building evacuation, persons are to follow the emergency evacuation routes posted throughout the buildings. The Campus Safety & Security Department will provide assistance to all occupants evacuating a building and special attention will be given to any person who is physically challenged. Persons being evacuated from a building will be directed to an alternate site on campus away from the hazard.
Authority to evacuate a building will be made by the following individuals in the priority indicated:
- Donald L. Tuski, PhD President of the College, or his designee
- Wayne State University Police Department, Detroit Police/Fire Departments
The Director of Campus Safety & Security or the on-duty Security Supervisor, will communicate building evacuations and where to report using Alert Emergency Notification System to designated Alert Emergency Notification System personnel and security and facility staff.
IV. CRISIS MANAGEMENT TEAM (CMT)
If an emergency escalates into a situation which exceeds the capacity of existing college resources, or is of such proportion that personal injury, significant damage or loss of life is encountered; the Crisis Management Team may be activated by the President of the College, or his designee, to manage the situation.
Every emergency requires preparedness and appropriate response. The Crisis Management Team (CMT) is designed to ensure that:
- The College for Creative Studies is prepared to respond to, and manage, a wide variety of crisis situations.
- A defined crisis management structure is in place with clearly assigned roles and responsibilities.
- Actions are outlined to ensure prompt and accurate communication both internally and externally with the community, the media, and outside agencies.
- Effective procedures and processes are in place to enable and facilitate resumption of regular services as soon as possible.
- The CMT will meet on a quarterly basis for training exercises and/or plan review.
Scope of Crisis Management Team
The scope and leadership of the Crisis Management Team will provide the College for Creative Studies with the ability to assess, respond to, and provide support for critical incidents in a rapid and effective manner.
While most incidents will not escalate to a crisis, every incident has the potential to become a crisis. The Crisis Management Policy is designed to cover primarily incidents of a physical nature including, but not limited to:
- Fatality involving an employee, student, or contractor
- Multiple injuries resulting from the same incident
- Uncontrolled fire or explosion
- Natural disaster: incidents that involve or potentially endanger the local community, or are highly visible to the news media
The College for Creative Studies’ overall emergency and crisis management structure is designed to reflect three primary activities which must be performed in response to an incident, which has the potential to result in a crisis. These activities are:
- On-site and immediate management of the emergency
- Business continuity requirements
- Management of the incident’s impact and/or consequences (mitigation)
Crisis Management Team Members
The Crisis Management Team (CMT) is activated and directed by the President of the College, Donald L. Tuski, PhD along with the following list of administrators. If President Tuski is unavailable, Tim Flattery, the Chief Academic Officer will activate and direct the team.
- Amanda Gillette, Director Campus Safety & Security – Ford Campus
- Dena Ryniak, Director Campus Safety & Security – Taubman Center
- Olga Stella, Vice President of Strategy and Communications
- Dan Long, Dean of Students
- Raquel Diroff, Director of Human Resources
- Greg Fraser, Chief Information Officer
- Carla Gonzalez, Dean of Enrollment
- Tim Flattery, Provost/Vice President of Academic Affairs/Chief Academic Officer
- Tracy Muscat, Vice President of Institutional Advancement
- Kerri McKay, Vice President of Finance
- Val Weiss, Director Wellness Center
All critical decisions concerning the incident, safety, and business continuity will be made by the President of the College, or his designee, in consultation with the CMT.
When activated, the CMT will assume overall authority for the direction of CCS’s Crisis Response effort. The CMT’s primary responsibilities are to:
- Receive and share information regarding the incident
- Take necessary steps to remedy the crisis; to include financial and emotional support for victims, temporary housing, facility repairs, internal and external communications, and arranging for security and investigative services
- Coordinate the response activities of CCS’s operating units
- Assess the consequences of the incident on CCS’s operation
- Notify and coordinate students, faculty, and staff of operations disruption
This section describes the College’s Emergency and Crisis Management Team, including their roles and responsibilities.
- Activate, manage, and assume responsibility for directing the Crisis Management Team and recovery process.
- Coordinate the activities of all CMT members.
- Coordinate CMT Communications & Updates.
- Determine which authorities must/should be consulted.
- Make all critical decisions in consultation with the CMT regarding incident management.
- Act as the spokesperson for the college to the media.
- Assist the Vice President of Strategy and Communication so that timely, accurate and appropriate disclosures are made to the media without compromising the investigation or legal position of the college.
- Notify Chair of the Board of Trustee.
- Notify family members of victims (students and employees); Dean of Students is secondary to notify family members of students and Director of Human Resources is secondary to notify family members of employees.
Provost/Vice President of Academic Affairs/Chief Academic Officer
- In the President’s absence, activate, manage, and assume responsibility for directing the Crisis Management Team and recovery process.
- Notify all CMT members to report to the Crisis Management Center located on the 6th floor of the Taubman Center.
- Provide support and assistance where needed to the President of the College during CMT activation.
- Act as clearing house for all incidents related to the emergency.
- Provide technical resources to conduct the post-incident investigation in consultation with other team members.
- If the emergency will cause a severe disruption in operations, HLC may need to be notified. If it is necessary to inform the U.S. Department of Education, then HLC will need to be informed as well. Example of reasons to notify would include inability to process financial aid, a change to the academic calendar, major change to the method of instructional delivery.
Directors of Campus Safety & Security
- Brief the President of the College and the CMT on the crisis and recommend appropriate actions.
- Coordinate investigative activities by federal, state, and local law enforcement agencies.
- In the event of injuries or fatalities, interview witnesses, preserve evidence at the scene where the incident occurred for law enforcement agencies.
- Photographically document the crisis scene for legal purposes.
- Determine if similar situations may exist with other facilities and advise appropriate personnel so that corrective action may be initiated.
- Maintain site security to prevent unauthorized personnel from entering.
- Gather all relevant and necessary technical data relative to the incident and any facilities involved.
- Maintain building drawings and blueprints on all facilities.
Vice President of Strategy and Communications
- Work closely with the Executive Director of Marketing and Communications to ensure all communications tasks are completed.
- Work with the President of the College and Executive Director of Marketing and Communications to determine whether to issue a written statement or to hold a press briefing; if necessary, decide location for press briefing.
- Alert switchboard and media for time and location of press briefing.
- Gather known facts.
- Verify nature and scope of incident with Campus Security and/or responding emergency agencies
- Consult immediately with responding agencies to coordinate release of information.
- Begin to draft a “fact sheet” and a more detailed message for media release.
- Begin plan to inform internal and external stakeholder audiences (employees, Trustees, key donors, families).
Disseminate the Information
- Work with the President to generate an emergency alert to key internal and external stakeholders via the Alert Emergency Notification System, CCS-Staff and CCS-Students email as appropriate
- Work with the Executive Director of Marketing and Communications to control the home page of College website with Fact Sheet information
- Work with the Executive Director of Marketing and Communications to update homepage as appropriate (minimum hourly) with time-stamped information updates
- Work with Executive Director of Marketing and Communications to release information in form of press release to media if appropriate
- Keep appropriate senior officials up-to-date
- Finalize Fact Sheet for public use
- Updates from off-site locations; should be multiple parties
Verify and keep the information moving
- Time code all information as it arrives
- Verify all facts before releasing
- Continue to update internal and external stakeholders
Prepare for media calls and visits with Executive Director of Marketing and Communications
- Begin media contact record
- Brief and rehearse designated media spokesperson; review “what information media will want” list and rehearse what verified information will be made available
- Discuss media inquiry strategy
- Activate pre-arranged media room/area (on or off site)
- Get approval for media statement (as handout or release)
- Designate officials who will read statements or speak during media briefing
- Review guidelines for dealing with the media with each person
When media arrives, working with Executive Director of Marketing and Communications
- Ask media for identification and to sign in
- Inform reporters of restriction on movement/photography/filming
- Proceed with briefing
- Advise media of time and place of future updates
- Follow up on additional media inquires
Media follow-up and on-going media relations with Executive Director of Marketing and Communications
- Monitor media coverage
- Assess and correct factual errors
- Advise media of significant new developments
- Log all media contact
- Evaluate effectiveness of plan and revise as appropriate
Dean of Students
- Advise CMT on resident and commuter student status and needs.
- Maintain an up-to-date tenant list with emergency notification phone numbers.
- Maintain a current list of resident assistants.
- Maintain a current list of students with disabilities.
- Assist with temporary shelter, food, clothing and needs for displaced students.
- Assist with identifying student victims and provide emergency contact information.
- Assist in the evacuation of the residence hall if required.
- Coordinate CMT training exercises
- Maintain the CMT Plan and Emergency Response Plan documents.
Director of Human Resources
- Assist displaced individuals with temporary shelter, food, clothing and other needs.
- Provide information and communications to next-of-kin as appropriate.
- Assist in processing medical and insurance claims.
- Communicate with employees not directly impacted by the incident.
- Provide post-crisis counseling of the incident for victims, employees, and their families through the College EAP.
- Assist in identifying victims of the crisis and provide the emergency contact names and information for notification purposes.
- Collect information about the number and status of employees injured in the incident and what hospitals they were transported to.
Chief Information Officer
- Ensure that critical crisis response objectives are supported with the appropriate IT resources.
- Ensure back up of critical IT information is being maintained.
- Ensure redundancy systems are in place.
- Identify IT resources and limitations to support the crisis response.
- Ensure capability of remote access and accessibility of the network in case of an event.
- Execute disaster recovery and alternate operating scenarios for IT solutions as required by natural disasters and emergency situations.
Dean of Enrollment
- Provide support staff for the Crisis Command Center.
- Coordinate support staff services to ensure efficiency.
- Stay in contact with International Student Services, especially if any international students are to be relocated (required for SEVIS).
- Assist in the identification and notification of students involved in the emergency.
- If the emergency will cause a severe disruption in operations, the U.S .Department of Education may need to be notified. Example of reasons to notify would include inability to process financial aid, a change to the academic calendar, major change to the method of instructional delivery. (If it is necessary to inform the U.S. Department of Education, then HLC will need to be informed as well.)
Vice President for Institutional Advancement
- Support the President of the College with specific assigned duties.
- Solicit emergency funding or resources to support on-going efforts post crisis.
Vice President of Finance
- Determine the scope of work, method, time, and cost required to repair damages.
- Authorize expenses related to the crisis.
- Determine when outside counsel is required for consultation.
Director of Wellness Center
- Coordinate counseling support for students.
- Communicate with external resources to provide additional support as needed.
- Provide post-crisis counseling to all students and/or refer students through Red Cross.
Crisis Management Support Staff
The CMT Support Staff will provide logistical and administrative support to the Crisis Management Team. The support staff will be drawn from the College’s various departments (Facilities and Campus Safety & Security, ITS, Institutional Advancement, Student Affairs, Student Service Offices) and will staff the Crisis Management Center.
The support staff is responsible for gathering relevant information, providing assistance, maintaining phone logs and charts of the incident’s main activities and times of important events.
V. CRISIS MANAGEMENT TEAM OPERATION
After determining that an incident is a crisis, the President of the College, or his designee, will request activation of the Crisis Management Team. The Provost will notify all CMT members to report to the Crisis Management Center located on the 6th floor of the Taubman Center. In the event the Taubman Center is unavailable due to the nature of the crisis, the CMT members will be instructed to report to an alternate location.
Initial Meeting and Briefing
A meeting of the CMT chaired by the President of the College, or his designee, will be conducted to address the incident. The briefing will cover the following points:
- What Happened?
- A complete factual description of the incident
- How bad is it likely to get?
- Assumptions about the situation, which will be used for response planning, possible damages, number of deaths or injuries
- What is the ongoing/planned response?
- Information on the on-site response actions that have taken place, are underway or planned, including an assessment of the adequacy of on-site resources
- How is the College prepared to respond?
- Description of available resources and the response structure and delegation of responsibilities and planned initiatives
Based on the information provided in the briefing, the Chair will address the immediate needs that are required at the site and who will provide the necessary materials and services.
Following the assessment of needs, a briefing will be conducted to identify possible consequences or repercussions that could arise from the impact of the incident, and the reputation of the College.
Crisis Management Center
The Crisis Management Center will be located on the 6th floor in Room 616B of the Taubman Center. This room will serve as the command center for coordinating a planned response to a crisis.
The purpose of the Crisis Management Center is:
- To provide a single source contact for all information gathered from the crisis scene
- Disseminate information to CMT members and appropriate departments
- Document critical incident timelines
- Maintain all building system maps and diagrams
- The Crisis Management Center is equipped with the following:
|a. Crisis Management Conference Line
b. Telephone lines
c. Copy machine with scanner
d. Campus Safety & Security 2-way radio
e. Dry boards
g. Cable television with national and local channels
h. Computers with email, internet, and printing capabilities
POTS telephone line
If the crisis or emergency incident is located on the Taubman Center Campus, the Crisis Management Center will be relocated to the Campus Safety & Security office or Room J- 003 at the Manoogian Visual Resource Center until an evaluation of the incident is completed.
VI. DEACTIVATION OF CRISIS MANAGEMENT TEAM
The Crisis Management Team will deactivate and return to normal operations and activities after the following:
- The President of the College has been briefed
- The incident has been resolved
- Post-incident review has been completed
- A final briefing with the CMT has been completed
- There is no longer value for the CMT to remain active
- 6. The President of the College deactivates the CMT
Regular training is provided in the following topics:
- Continuing refresher training for Emergency Response Coordinators and RAs
- Active attacker training
- CPR/AED avert training
- Fire Extinguisher training
We do annual training with refresher throughout the year if we have incidents that require additional training or reminders. Attendance is mandatory and tracked for every session and documentation is located in the Campus Safety Department along with additional training materials.