Emergency Response and Crisis Management Plan

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.

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 acts, or a terrorist attack.

Operational Emergency Classifications

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.

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 services.

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 Sr. Director of Facilities and Campus Safety & Security 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 necessary, to activate the Crisis Management Team.  During normal college business hours (7:00 am – 6:00 pm EST) the Sr. Director of Facilities and Campus Safety & Security or Assistant Director of Campus Safety & Security 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 Sr. Director of Facilities and Campus Safety & Security or Assistant 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 or the Sr. Director of Facilities and 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:

  • Bomb Threats
    The Sr. Director of Facilities and Campus Safety and 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
  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 CMT will determine if it is necessary to evacuate building(s)
  7. The CMT will determine when to resume operations once the threat has been eliminated
  • Active Shooter/Barricaded Gunman/Hostage/Any Violent Threat
    The Sr. Director of Facilities and Campus Safety & Security or the on-duty Security Supervisor will initiate the following procedures:
  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
  4. The CMT will determine if necessary to initiate an electronic and physical lock down of any or all buildings on campus including the parking deck,
  5. Using security and facilities staff; all buildings and parking deck will remain locked until directed by Detroit Police, Wayne State Police, or CMT;
  6. Direct Campus Safety & Security staff to remove anyone from all open areas using a bullhorn
  7. Notify all others where to go, or to stay in place until notified
  8. Provide any assistance needed to the responding law enforcement agency
  • Lockdown
    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
  • Fire/Explosions/Chemical Spills
    The Sr. Director of Facilities and 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
  4. Using security staff, assist in evacuating personnel
  5. Provide on-the-scene first aid until medical personnel respond
  6. Establish a perimeter to keep bystanders a safe distance
  7. Determine if toxic chemicals are present in the building or area
  8. Provide assistance to responding fire department personnel
  • Severe Weather
    The College for Creative Studies has established policies for closing the College in case of severe weather.  When it becomes necessary to cancel classes, students, faculty, staff, and visitors will receive information from the following:
  1. Receive a CCS closing message via Alert Emergency Notification System
  2. Receive a CCS “Everyone Email”
  3. Call 313-664-7400 after 7:00 am; the operator will state if classes have been canceled for the day and/or evening
  4. Listen to WJR (760 AM) or WWJ (950AM) radio
  5. Watch WJBK FOX 2, WDIV Channel 4 or WXYZ Channel 7
  • Tornadoes
    The Campus Safety & Security Department receives weather reports from the National Weather Bureau of Tornado Warnings or Watches. The Sr. Director of Facilities and 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.
  • Safety in Buildings
    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 you are in
  • 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

  • Medical Emergencies
    (Unconscious, not breathing, seizure, heart attack, stroke, other life-threatening conditions).

The Sr. Director of Facilities and Campus Safety & Security or the on-duty Security Supervisor will initiate the following procedure:

  1. Call 911 and report the following information:
  2. Life-threatening conditions
  3. Type of injury or illness
  4. Whether the person is conscious or not
  5. Whether the person is breathing
  6. Whether the person has a pulse
  7. Whether the injury includes severe bleeding and/or the severing or complete amputation of limb
  8. If the person appears to be in shock
  9. Location of emergency
  10. Name, age, and sex of victim

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.

Procedure

  1. Call 911 to report all emergencies
  2. Call Campus Safety & Security office Taubman Center, (x1444) or Ford Campus, (x7444) to report an emergency
  3. The Campus Safety & Security on-duty Supervisor will notify the Sr. Director of Facilities and Campus Safety & Security or Assistant Director of Campus Safety & Security, who will evaluate the situation for injuries and/or property damage  
  4. The Sr. Director of Facilities and Campus Safety & Security or Assistant 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
  5. The President of the College, or his designee, will determine if the Crisis Management Team is to be assembled or who should be notified
  6. 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.
  7. The Director of Facilities and Campus Safety & Security or Assistant Director of Campus Safety & Security will send an “Everyone Email” and an Alert Emergency Notification System alert message 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:

Ford Campus Building

BuildingFloorCoordinatorsCoordinators
Art Centre1st
2nd
3rd
4th
5th
6th
Rebecca Hanna
Matthew Lamothe
Bridgette Sorvala
Bakang Moefi
Tatum lorway
Jigyana Tuli
7th Miranda Kyle
8th Joshua Spaman
9th Elizabeth Botkin
10th Samantha Fecker
11th Andrew Shinavier
12th Karen Weimer
Administration3rd
2nd
1st
Amy Spencer
Aletha Jordan
Amber Thomas
Fritz3rd
2nd
1st
Lower
Katie Kunesh
Shannon McPartlon
Megan Mesack
Christopher Blitz
Yamasaki2nd
1st
Lower
Raquel Diroff
Karen LaDucer
Dan Tompkins
Walter B. Ford3rd
2nd
1st
Dayna Davis
Lorraine Thomas
Jerome Burns
Gretchen Sawatzki
Kresge/Ford4th
3rd
2nd
1st
Lower
Lisa Rigstad
Carolyn Forgacs
Holly Tylenda
Sara Abbate
Bob Hewitt
Manoogian1st
Lower
Brooke Lowe
Kathy Covyeau

Alfred Taubman Center for Design Education

FloorCoordinatorsAssistants
BasementDaniel RyniakPhil Irick
1stGiovannie ThomasJoe Bush (UPAD)
2ndRonnie MastinChristian Richardson (UPAD)
3rdDeMario Jones
Sara Laird (UPREP)
Akosua Burris (UPAD)
Robert Troutman (PREP)
4thHorace Sanders
Bailey Zurawski
James Pollard (UPAD)
George Wimbrow (Shinola)
5thLindsay KowalewskiAnthony D’Agostino (Shinola)
6thLynn BlaseyAlex Lee
7thAnn StolarskiSally Erickson
8thKristin KochLauren Lawrence
9thJill DavisTina Tomicic
10thKelly KossuthHeather Earnley
11thNeal SackeySteve Guerrea
Residence Hall
6thCalista PierceAri Smith
7thCheyenne JanikFabrizio Orsi De Paula
8thElizabeth DebritoChristopher Holdstock
9thBrooke ZeollaAnthony Quitos
10thKristin DavisBlair Totzke

Evening Procedures

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 Sr. Director of Facilities and Campus Safety & Security or Assistant Director of Campus Safety & Security of further direction and notifications.

Alert Emergency Notification System

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.

Building Evacuations

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:

  1. Donald L. Tuski, PhD President of the College, or his designee
  2. Wayne State University Police Department, Detroit Police/Fire Departments

The Director of Facilities and 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. 

Crisis Management Team

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

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 administrators:

  • Anne Beck, Vice President of Administration and Finance
  • Tracy Muscat, Vice President of Institutional Advancement
  • Olga Stella, Vice President of Strategy and Communications
  • Julie Hingelberg, Vice President of Enrollment and Student Services
  • Nadine Ashton, Dean of Academic Affairs
  • Ian Lambert, Dean of Graduate Studies
  • Mike Bruggeman, Director of Facilities and Campus Safety & Security
  • Raquel Diroff, Director of Human Resources
  • Dan Long, Dean of Students
  • Greg Fraser, Director of Information Technology (IT) Services

    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.

Crisis Management Team Roles and Responsibilities

When activated, the CMT will assume overall authority for the direction of CCS’s Crisis Response effort.  The CMT’s primary responsibilities are to:

  1. Receive and share information regarding the incident
  2. 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
  3. Coordinate the response activities of the CCS’s operating units
  4. Assess the consequences of the incident on the CCS’s operation
  5. 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.

President of the College

  1. Activate, manage, and assume responsibility for directing the Crisis Management Team and recovery process.
  2. Make all critical decisions in consultation with the CMT regarding incident management.
  3. Act as the spokesperson for the college to the media.
  4. Notify Chair/Co-Chair of the Board of Trustee.
  5. Notify family members of victims (students and employees); Vice President of Enrollment and Student Services is secondary to notify family members of students.
  6. Vice President of Administration and Finance is Secondary to Notify Family Members of Staff.

Vice-President of Administration and Finance

  1. Brief the President of the College and the CMT on the crisis and recommend appropriate actions.
  2. Coordinate the activities of all CMT members.
  3. Coordinate CMT Communications & Updates.
  4. Authorize expenses related to crisis.
  5. Determine when outside counsel is required for consultation.
  6. Determine which authorities must/should be consulted.

Vice-President of Institutional Advancement

  1. Alert Director of Marketing & Communications and Assistant Director of Public Relations to serve as Emergency Communications Team.
  2. Assess situation and level of impact.
  3. Determine if injuries and/or fatalities (do not release names).
  4. Assess public health risk, if any.

Vice-President of Strategy and Communications

  1. Inform campus personnel to direct all media inquiries to Director of Marketing & Communications.
  2. Work with the President of the College to determine whether to issue written statement or to hold a press briefing; if necessary, decide location for press briefing.
  3. Alert switchboard and media for time and location of press briefing.
  4. Gather known facts.
  5. Verify nature and scope of incident with Campus Security and/or responding emergency agencies
  6. Consult immediately with responding agencies to coordinate release of information.
  7. Begin to draft a “fact sheet” and a more detailed message for media release.
  8. Begin plan to inform internal and external stakeholder audiences (employees, Trustees, key donors, families).

Get the information out

  • Generate Emergency Alert to key internal and external stakeholders via 
  • Email and voice mail as appropriate
  • Control home page of College website with Fact Sheet information;     
  • Update homepage as appropriate (minimum hourly) with time-stamped
  • Information updates (need to determine which staff can generate these
  • 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

  • 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

  • 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

  • Monitor media coverage
  • Assess and correct factual errors
  • Advise media of significant new developments
  • Log all media contact
  • Evaluate the effectiveness of the plan and revise as appropriate

Vice-President of Enrollment and Student Services

  1. Provide support services and personnel.
  2. Assist in the identification and notification of students involved in the emergency.
  3. Ensure that students receive necessary counseling or medical treatment.
  4. Provide updated lists of residents located in dormitories.
  5. Coordinate efforts for support housing when needed.

Dean of Academic Affairs

  1. Provide support and assistance where needed to the President of the College during CMT activation.
  2. Act as clearinghouse for all incidents related to the emergency.

Director of Facilities and Campus Safety & Security

  1. Staff the Crisis Management Center and arrange for outside services to assist in the crisis.
  2. Coordinate investigative activities by federal, state, and local law enforcement agencies.
  3. Maintain site security to prevent unauthorized personnel from entering.
  4. Photographically document the crisis scene for legal purposes.
  5. If injuries or fatalities exist, interview witnesses, preserve evidence and preserve the scene for law enforcement agencies.
  6. Assist Vice President for Institutional Advancement so that timely, accurate and appropriate disclosures are made to the media without compromising the investigation or legal position of the college.

Director of Human Resources

  1. Assist with temporary shelter, food, clothing and needs for displaced people.
  2. Provide information and communications regarding next-of-kin as appropriate.
  3. Assist in processing medical and insurance claims.
  4. Communicate with other groups of employees not directly impacted by the incident.
  5. Provide post-crisis counseling for victims, employees, and family of the incident through the College EAP.
  6. Assist in identifying victims of the crisis and provide the names of immediate family members for notification purposes.
  7. Collect information about the number and status of persons injured in the incident and what hospitals they were transported to.

Dean of Students

  1. Advise CMT on resident and commuter student status and needs.
  2. Maintain an up-to-date tenant list with emergency notification phone numbers.
  3. Maintain a current list of resident assistants.
  4. Maintain a current list of students with disabilities.
  5. Provide post-crisis counseling to all students and/or refer students through Red Cross.
  6. Assist with temporary shelter, food, clothing and needs for displaced students.
  7. Assist with identifying student victims and provide emergency contact information.
  8. Assist in the evacuation of the residence hall if required.

Director of Information Technology (IT) Services

  1. Ensure that critical crisis response objectives are supported with the appropriate IT resources.
  2. To ensure back up of critical IT information is being maintained.
  3. To ensure redundancy systems are in place.
  4. To identify IT resources and limitations to support the crisis response.
  5. Ensure capability of remote access and accessibility of the network in case of an event.
  6. Execute disaster recovery and alternate operating scenarios for IT solutions as required by natural disasters and emergency situations.

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 Life) 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.

Crisis Management Team Operation

Activation of Crisis Management Team

After determination that an incident is a crisis, the President of the College, or his designee, will request activation of the Crisis Management Team. The Sr. Director of Facilities and Campus Safety & Security will notify all CMT members to report to the Crisis Management Center.

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 are being 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

Assessment of Needs

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.

Business Continuity

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 time lines
  • Maintain all building system maps and diagrams

The Crisis Management Center is equipped with the following:   

  • Crisis Management Conference Line
  • Telephone lines
  • Copy machine with scanner
  • Campus Safety & Security 2-way radio
  • Dry boards
  • Clocks
  • Cable television with national and local channels
  • Computers with email, internet, and printing capabilities
  • POTS telephone line

Alternate Crisis Management Center

In the event that the crisis or emergency incident is located in 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.

De-Activation of Crisis Management Team

The Crisis Management Team will deactivate and return to normal operations and activities after the following:

  1. The President of the College has been briefed
  2. The incident has been resolved
  3. Post-incident review has been complete
  4. A final briefing with the CMT has been completed
  5. There is no longer value for the CMT to remain active
  6. The President of the College deactivates the CMT

EFFECTIVE DATE
January 29, 2021

LAST UPDATED DATE
February 5, 2021

APPROVING OFFICE
Administration and Finance