Malone University Crisis/Emergency Management Guide
Procedures to follow in the event of a crisis or emergency involving Malone University.
An emergency is an immediate event, condition, or situation that has the potential to cause harm or injury to individual(s) and/or damage to property and/or significantly disrupt the operation of the institution. Any person on campus may be called upon to respond to an emergency and should be practiced and prepared to do so when the situation is encountered.
A crisis is an event, condition or situation that has the potential to cause harm or injury to individual(s) and/or damage to property and/or significantly disrupt the operation of the institution, threaten the institution’s financial standing or its ability to fulfill the institution’s mission beyond the immediacy of an emergency. An emergency must be addressed instantaneously whereas a crisis can endure for an extended period of time. An off-campus emergency will be considered a crisis.
Not every crisis is an emergency and not every emergency is a crisis.
- A tornado warning is an emergency. It is not a crisis.
- If a tornado hits the campus it remains an emergency for the next short period of time and a likely crisis for many days. If there are injuries, it is a crisis.
- A gas leak and subsequent evacuation of a building is an emergency. If there is an explosion and injuries, then it additionally becomes a crisis.
In the event of an Emergency, our primary concern is to save lives and prevent injury. If anyone on campus becomes aware of an obvious emergency (e.g., fire, gas leak, injured person), one should:
- Call 911, stating your name, location, and nature of incident
- Notify campus safety at 330-471-8111. They will immediately ask if 911 has been notified.
When any person on campus becomes aware of a situation that is an uncertain emergency (e.g., unfamiliar sounds coming from a mechanical area, activity in a building that would typically be locked) he/she should:
- Immediately call Campus Safety at 330-471-8111. They will investigate and contact 911 if needed.
In either situation, Campus Safety will then notify the designated campus contact according to the situation. Should the emergency have the potential of becoming a crisis, the Crisis Management Team will be convened.
The Crisis Management Team and/or the President (when appropriate and possible), will determine whether the situation is an emergency or a crisis.
Who is on the Crisis Management Team?
The Crisis Management Team is composed of the following persons by virtue of their responsibility or office:
- Chris Abrams, VP for Student Development / Interim VP for Enrollment Management and University Marketing, 330-471- 8156
- David King, President, 330-471- 8121
- Adam Klemann, Technology Services Coordinator, 330-471- 8308
- Dave Burnip, Director of Safety, 330-471-8251
- Jim Palone, Director of Physical Plant, 330-471-8257
- Pam Hoalt, Professor of Health Education, 330-471-8223
- Mike Fairless, Director of Human Resources, 330-471-8615
- Suzie Thomas, Director of University Relations, 330-471-8239
Each of these team members can call upon others within their staff as needed, but decisions are made by team members or their designated alternates only. The Crisis Management Coordinator is appointed by the President to coordinate actions of the Crisis Management Team in the event of a declared crisis.
The primary purpose of the Crisis Management Team is to facilitate the institution’s response to a crisis through coordinated efforts and consistent messaging so that routine operations can be restored as quickly as appropriate given the circumstance. The President or Coordinator will coordinate and disseminate (with the assistance of the Director of University Relations) all communication during a crisis.
How can faculty and staff assist during a crisis?
Ways faculty/staff can assist include:
- Attend any meetings called by the College President or his designee to explain the circumstances of the crisis and give direction to faculty/staff.
- Read a statement prepared by the Crisis Team or University Relations to classes, if necessary.
- Provide opportunity for students to discuss the incident and to express their feelings.
- Acknowledge emotions through discussion and involvement in constructive activities in class. e. Remind students that people may approach them from the media. If this happens, students are to refer the media to the Department of University Relations or designated spokesperson.
- Identify students who are obviously in distress and talk to them or direct them to a group or individual counseling activity.
- Request assistance from the Crisis Management Team if a class has a large number of distressed students.
- Shorten and restructure assignments when appropriate. Postpone and reschedule tests and other projects as necessary.
- Pray individually and pray in groups.
General Procedures for communicating with the news media
In an emergency, the media is an important link from Malone University to the public. Developing and maintaining positive relationships with the media during times of non-crisis is crucial to successful crisis communications. It is also imperative to present one spokesperson to the media through which all factual information will be disseminated.
If you are contacted by the media:
Notify the Department of University Relations or designated spokesperson.
Direct or take members of the media to a Media Center, if one has been designated.
Offer speculations, opinions or gossip.
Do not place blame for the incident.
Do not cover up or mislead the media.
Any media inquiries that involve information about specific students should be directed to the Vice President for Student Development or to the Director of University Relations. Such inquiries will be handled in strict compliance with the Family Educational Rights and Privacy Act (FERPA). This federal law protects the confidentiality of a student’s education record and some personal information. Information that may be given includes information found in a directory: the student’s full name, campus address and phone number, dates of attendance and degrees, honors and certificates received, class level (e.g. freshman), and academic major(s). Grades may only be provided to the media if a student wishes to release the information in connection with an award or scholarship.
*Portions of this document were patterned after the Goshen College Crisis Plan with permission