5. Notify ALL receptionists, operators, secretaries, maintenance personnel, others to direct all inquiries to designated spokesperson. Have all inquiries logged. 6.
Communication
Center
: In the event of a large-scale crisis, it may become necessary to hold regular news conferences. The
Stewart
Room
of the
Randall
Campus
Center
, or
Conference
Center
of the
Brehme
Centennial
Center
may serve as the designated location for news conferences and dissemination of information as it becomes available. The director of Physical Plant will immediately equip the
Communications
Center
with necessary sound equipment, tables, chairs, podium. The director of College Communications will assemble press kits with fact sheets addressing the crisis, as well as coordinate and officiate at news conferences. The spokesperson, if someone other than the communications officer, will be available to the media throughout scheduled news conferences. Provide the following to media at the
Communication
Center
.
|
* Phones: |
Student Services |
|
|
| * Computers: |
Information Technologies |
|
|
Computer Lab, Cattell Library |
|
|
|
|
* Fax: |
|
|
|
Cattell Library |
|
|
|
|
* Food: |
Provided by AVI |
Alternate sites: Performing Arts Hall, Founders Hall;
Brehme
Centennial
Center
.
In the event it becomes necessary to use an alternate site, the computers, phones and faxes of these sites will be made available to the media and food brought in by AVI.
In case of power outage, use cell phones to communicate.
Rumor control: Information updates on designated phone line: 330-471-8239 and website. Chronological fact sheets available to the media. All inquiries logged and forwarded to spokesperson. Internal dissemination of information: memo (or email) from crisis team member or spokesperson including the official statement and fact sheet information.
7. The communications officer (as media liaison) and designated spokesperson if other than the communications officer are to remain on-call 24 hours per day as long as the media is reporting the story.
8. Reconvene crisis team twice daily during crisis to update facts.
9. Monitor and save all print and broadcast coverage. If possible, have video department simultaneously record interviews. (Edited-for-broadcast versions may be incomplete at best and misleading at worst.) If necessary, consider purchasing ad space and air time to tell our side of story.
10. Other considerations: Compile a list of ALL Malone publics affected by the crisis: board of trustees, donors, alumni, students, parents, etc. The president should correspond directly with these publics in the form of personal letter(s) relating the facts, communicating concern, and describing what is being done to correct the situation. In addition, space will be devoted in regularly scheduled College publications and on the College website, addressing the crisis and detailing positive actions taken.
Additional actions to consider, depending on the crisis, may include:
* free phone calls home for students
* special phone lines set up to accommodate incoming calls
* extension of academic, fee, and other deadlines
* 24-hour escort service
* meetings with student organizations
* grief counseling
* 24-hour on-site counseling in student residences
* free housing on campus throughout the crisis
* cancellation of social events or parties
* greatly increased security
11. Reconvene crisis team to review and revise crisis plan.
