Critical Incident Response Plan

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					            Critical Incident
            Response Plan
Mountain State University Critical Incident Response Team 2005
     Critical Incident Response Team Guiding Principles

1.      The three primary purposes for the establishment of the Mountain
State University Critical Incident Response Team are to 1) educate the
campus community in the prevention of issues with the potential to become
critical incidents; 2) provide specific training to appropriate members of the
campus community in order to provide an appropriate response to a given
situation; and 3) provide a measured, informed, and coordinated response to
incidents which arise on campus.

2.     The Director of Campus Safety will serve as the primary Coordinator
of the Critical Incident Response Team, with the Physical Plant Director
serving as immediate backup. Leadership of the team may be delegated to
other campus representatives as needed or appropriate given the nature of a
specific situation.

3.    The University General Counsel will serve as the primary contact
person to relay information to the senior management of the institution and
the President. The primary point of contact with the University General
Counsel should be either the Director of Campus Safety and/or the Campus
Provost; however, all team members and members of the University
Community should not hesitate to contact the Office of the General Counsel
when questions or issues arise.

4.    The President of Mountain State University is the official
spokesperson for the University and has ultimate authority when dealing
with or responding to any given situation.

5.    Significant University resources (financial or otherwise) will not be
committed to any response without consulting the senior staff member
responsible for the particular resource.




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     University Response to A Critical Incident

STRUCTURES         There are structures, departments, and committees
IN PLACE           that assist Mountain State University to respond to
                   a critical incident

         • Director of Campus Safety is responsible to hire and
           train the security as well as train Physical Plant staff to
           respond appropriately in a critical incident.

         • The Director of Student Affairs and Campus Life
           and the Director of Campus Safety is responsible for
           reviewing incident reports, communicating security
           concerns to the University community and
           recommending changes to provide a safe campus
           environment.

         • The Director of Campus Safety is responsible for
           security and safety issues to the campus community.

         • The Critical Incident Response Team is responsible
           for developing and revising the Critical Incident
           Response Plan and coordinating Mountain State
           University’s response to a critical incident.



PURPOSE OF         The intent of the plan is to serve as preparation and
THE PLAN           education. The plan assists us in training and
                   preparing the MSU community for the unexpected.

        The plan provides the personnel and structure to

        • coordinate with external individuals and agencies

        • communicate with the University community



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           • respond appropriately and in a timely manner

           • assist with post-crisis support and resolution

           • evaluate the effectiveness of the response following an
             incident

           • revise protocols as necessary

           The Coordinator of the Critical incident Response Team
           calls the team together. Other individuals may be called to
           assist. Once the team is together, they select a leader of the
           critical incident, based on the incident and the expertise
           needed.

           Many tasks need to be accomplished when there is an
           incident. The plan assigns similar tasks to individuals. The
           plan also suggests working functions and personnel. These
           may change depending upon the expertise of the members of
           the group.


TIMELINE       January/May/September

               • review the year, revise policies and procedures
               • plan training if necessary
               • develop communication
               • update telephone numbers
               • update the procedures and distribute the revised
                 Critical Incident Response Plan to the Senior Staff for
                 review and approval
               • Identify and orient new members of the team

           Ongoing Meetings
           Meet 3 times a year to discuss ongoing training and
           responses made




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              Responsibilities of CIRT Members

Director of Campus Safety

              • coordinates the annual response training for the Critical
                Incident Response Team

              • communicates with team members if there is a Level 1
                Incident to arrange for a meeting at the earliest possible
                hour, assist with selecting a leader for the incident and
                coordinate a response strategy

              • consults with the University's General Counsel
                about issues of confidentiality and what infor-
                mation in a given critical incident may or may not
                be made public
              • schedules a meeting following the crisis to
                evaluate the response

Director of Student Affairs and Campus Life
              • communicates with partners/parents of student(s)
                involved and initiates a response

              • notifies the University community of issues when related
                to students, ensuring that such notices are prudent,
                discrete, and appropriate

              • assists with the response to students, faculty, staff and
                extended families

              • meets with parties involved to plan appropriate
                communication and/or follow-up which may include a
                memorial service does necessary follow-up


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Senior Academic Officer for the School of Health Sciences
            • coordinates the timely response to students dealing with
              the crisis
              • involves health providers from other agencies if needed
              • provides post-crisis support and resolution
              • assists with the response to students, faculty, staff and
                extended families
              • coordinates needed health personnel on campus
              • meets with parties involved to plan appropriate follow-up
Senior Human Resources Manager

              • contacts with the immediate family of employee involved
                and initiates a response

              • communicates with supervisor of employee

              • notifies the University community of issues when related
                to employees, ensuring that such notices are prudent,
                discrete, and appropriate

              • does necessary follow-up

Director of Public Relations and Marketing

              • distributes a crisis communications packet to the to the
                Critical Incident Response Team and coordinates press
                relations
              • develops a 24-hour incoming telephone number for
                family emergencies
              • develops procedural information for contacting someone
                on campus between 10pm and 6am develops procedures
                for influx of calls
              • develops scripts for communication



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Director of Physical Plant

              • Provides assistance to campus safety if required
              • Provides support and information
                as necessary concerning facilities
              • does necessary follow-up


Housing and Residence Life Manager
               • coordinates response to
                 residents if resident student
                 involved

               • assists with temporary
                 housing for families, if
                 needed

               • coordinates temporary
                 housing for students, if
                 necessary

Other Departments Involved

              •    Administrative Services is consulted regarding
                  significant expenditures of University resources.

              •    Director of Student Financial follows up on financial
                  aid records.

              • Senior Officer of Information Technology is consulted
                if critical incident involves technology.


                    Emergency Levels Defined

LEVEL 1           UNIVERSITY CRITICAL INCIDENT

Defined           A University Critical Incident is an event which has


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                  resulted or could result in loss of life or extensive damage
                  to University property. It is typically a critical incident
                  that is – or soon could be – out of control. It is an
                  extraordinary occurrence of such magnitude that all
                  University departments and resources must be utilized or
                  where a combination of a number of University
                  departments and multiple outside agencies have been
                  mobilized to handle the critical incident. (e.g. tornado,
                  large fire, terrorist threat, explosion with multiple deaths
                  and/or injuries)

Responsibility Critical Incident Response Team is responsible for
               making decisions to resolve the entire emergency. The
               head of the initiating department is responsible to make
               those immediate emergency decisions necessary to protect
               life and property and to stabilize the critical incident, until
               the Critical Incident Response Team has gathered.

Notification      Notify people quickly. If the crisis happens during
                  business hours, Campus Safety Personnel may need to
                  deliver the messages (with Physical Plant Personnel
                  serving as backup).

Initiating Department immediately

                  • notifies 911 (if appropriate) and the Director of
                    Campus Safety

                  • Director of Campus Safety or Physical Plant
                    Director contacts General Counsel and Campus
                    Provost

Director of Campus Safety

                  • remains in charge of the scene until
                    the police arrive

                  • notifies the Critical Incident Response
                    Team Coordinator

Critical Incident Response Team Coordinator

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                  • contacts the members of the Critical
                    incident Response Team

                  • arranges for a meeting at the earliest
                    possible hour

Director of Public Relations and Marketing

                  • handles press relations and logistics

LEVEL 2          UNEXPECTED OCCURRENCE

Defined     Any Unexpected Occurrence that requires response by two or
            more University departments above a routine capacity, and/or
            where' outside agencies have responded to render such
            assistance above routine responses. Such emergencies require a
            cooperative effort and a commitment of personnel, equipment,
            or resources that would be expected to upset the normal
            working routine of either or all of the responding departments.
            (e.g. bomb threat, small fire, major disciplinary events, and
            physical plant failure.)


Responsibility The primary decision-making responsibility rests with
               the department that would normally handle the critical
               incident, but a cooperative effort with departments that
               are responding in support is required. The cooperative
               efforts should be designed to properly resolve the
               incident.

Action            Notify people quickly. If the incident happens during
                  business hours, call 911 (if appropriate) and then the
                  Director of Campus Safety and Physical Plant
                  Director.

Initiating Department

                  • Notifies the Coordinator of the Critical Incident
                    Response Team



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Coordinator of the Response Team

            • notifies the Critical Incident Response Team, University
              General Counsel and Campus Provost.

            • arranges a meeting, if necessary

Director of Public Relations and Marketing

            • handles press relations and logistics

Responsible Department

            • facilitates logistical support, additional personnel and other
              resources


LEVEL 3        INCIDENT



Defined        An Incident that can be met with a single department's
               normally available resources. "Normally available
               resources" may include the response of the University’s
               departments or city agencies in a routine capacity. (e.g.
               single injury, routine conduct investigations, etc.)



Responsibility Department Involved that would normally handle the
             critical incident is responsible for the decision-making to
             properly resolve the incident.



Notification Incident Reports

Action         No university-wide action is required




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                        Death/Serious Injury
                        (On or Off Campus)
       A death or deaths that require a response are most likely to occur if
the death was sudden or if it was an accident or homicide. It may also
include serious injury as well as death. Multiple deaths, which impact a
significantly larger number of people both on and off campus, are certain to
attract widespread media attention with resulting fears from parents and
others, and in general will demand much greater attention and involvement
on behalf of the University's Critical Incident Response Team.

IMMEDIATE NOTIFICATION

Initiating Department immediately

      • notifies 911 and the Director of Campus Safety

      • Campus Safety Director notifies General Counsel
        and Campus Provost

Campus Safety Duty Officer

      • calls 911, if this has not been done already

      • notifies the Director of Campus Safety

      • secures the scene until the Beckley City Police arrive and assume
        primary investigation authority (The University General Counsel
        should be present during any interviews or investigations
        conducted by an outside agency)

      • ensures safety of the area to prevent additional deaths or injury

      • asks those not involved in the investigation to leave the area
        until the injured are removed, bodies are removed and
        investigations are completed

If an employee, the Senior Human Resources Manager

      • notifies the family and co-workers; HOWEVER, if at all

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         possible, hospital or law enforcement officials should
         make the initial contact. Ascertain if this has been done.

If a student, the Director of Student Affairs and Campus Life

      • notifies the family, pertinent staff, and faculty;
        HOWEVER, if at all possible, hospital or law
        enforcement officials should make the initial contact.
        Ascertain if this has been done.


INITIATING THE                  Coordinator of the Critical Incident
CRISIS RESPONSE                 Response Team

      • notifies the team members

      • determines a time for a meeting

      • meets and determines the appropriate response

      • communicates that information to the Critical incident
        Response Team

   Director of Public Relations and Marketing

      • develops e-mail message to send to the University        community
        if necessary

      • plans and coordinates media activities


WITHIN THE NEXT                 Coordinator of the Critical incident
3-12 HOURS                      Response Team


      • reports to the site to determine appropriate on- site
        response

      • meets with and assists the public investigators at the
        scene


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     • insures that all victims have been appropriately
       identified

     • contacts Human Resources and the Student Services Office to
       make certain that no other students/ staff/faculty members have
       the same names as the deceased or injured

     • informs appropriate others (e.g. members of a residence hall if a
       student death, or colleagues if faculty/staff deaths)

     • identifies appropriate friends, acquaintances and primary groups
       of the deceased as targets for special intervention (Special attention
       should be given to roommates, close friends, and persons who may
       have seen the accidental deaths or the bodies themselves). Team
       members should begin working on the scene and elsewhere (such
       as at the hospital) with individuals and groups.

Beckley City Police

      • assume primary investigation authority, unless it has been
        transferred to another appropriate investigative agency


Depending upon the situation, the President (or designee), the
Director of Public Relations and Marketing, the Coordinator of
the Critical Incident Response Team, and/or the Director of
Student Affairs and Campus Life should


      • report to the site

      • go to the hospital if there are serious injuries

      • meet with the injured and others as appropriate

Director of Physical Plant

     • arranges a meeting at a predetermined site for the Critical Incident
       Response Team


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     • arranges for an outside vendor to have the area cleaned after the
       Beckley Police Department gives authorization (if the deaths
       involve a need for cleaning)

Critical incident Response Team

     • reports to the appropriate meeting site

     •    selects a Crisis Team Leader (based upon the expertise needed)

     •    reviews reports and documents of what happened

     •    reviews what needs to be done and makes assignments

     •    determines follow-up meeting times until the emergency
          crisis response activities are complete

     •    deals with email, voice mail, and personal belongings

Director of Public Relations and Marketing

     • prepares a press statement and drafts of written communication to
       the University community

     • prepares personal communication to the families of victims on
       behalf of the President and the University community

     • makes press arrangements

Director of Student Affairs and Campus Life

     • plans for and provides additional support for those involved in
       the crisis response (e.g. other team members and members of
       the Residence Hall staff)

     • plans for support activities (e.g. defusing and
       debriefings) for pertinent groups (e.g. residence halls,
       faculty departments)




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     • alerts appropriate persons involved to target and
       monitor individuals who may be potential risks for
       stress responses

     • makes personal telephone calls to families of victims

     • plans memorial services and other rituals of healing, if appropriate


WITHIN THE NEXT 12-24 HOURS


Senior Human Resources Manager and/or others as needed

     • respond to the families of the deceased or injured (and the
       roommate's families, if appropriate)

     • appoint an individual to be in charge of dealing with all of the
       needs of each family from picking them up at the airport and
       arranging lodging, to handling financial aid, billing, and/or payroll
       concerns

Critical Incident Response Team

     • meets for a formal review

     • makes needed decisions

     • meets daily, until such time as emergency decisions are no longer
       needed


WITHIN THE NEXT 24-48 HOURS

Senior Human Resources Manager (for employees) or the Dean of
Students and Campus Life (for students)



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     • makes arrangements for flowers at the funerals

     • makes funeral information known using existing
       procedures and additional notifications

     • schedules appropriate memorial services on campus

WITHIN THE NEXT 2-7 DAYS

Critical Incident Response Team

     • ensures that all individuals needing to be notified have been
       informed of the deaths (and injuries) as soon as possible
Campus Provost

     • arranges for the Business Office to check on the credit
       status of the deceased with the University

     • eliminates the debt

     • sends a check along with a condolence note if an individual
       has a credit with the University

     • Asks the Director of Financial Aid if any of the deceased were
       on financial aid (If the individuals had federal loans, the loans
       will be eliminated. Two official death certificates will be needed
       for this purpose.)

     • gathers team members and others involved in responding to the
       deaths

     • reviews procedures

     • makes recommendations for protocol changes for the future

Director of Student Affairs and Campus Life

     • informs the faculty of injured students


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      • encourages faculty to make special considerations for completing
        academic work

WITHIN THE NEXT 18 MONTHS

Coordinator for Critical Incident Response Team and the
Director of Student Affairs and Campus Life

      • initiates a series of "check-backs" with the families of the victim


                     Natural or Public Disaster
                      (On and Off Campus)
       Natural or public disasters occurring on campus can take many forms,
such as gas explosion, tornado, building collapse and leakage of dangerous
substance. Natural or public disasters such as an explosion, tornado, fire,
building collapse, flood and leakage of dangerous substance occurring off
campus in the local community can affect the University community if for
no other reason than that so many members of the University community
live in the civic community. A community disaster may adversely impact the
ability of the University to function normally, due to temporary or
permanent absences of students and critical personnel. The scope and type of
a natural or public disaster will determine which protocol to activate. Other
protocols can be helpful, such as those for dealing with multiple deaths
and/or injury on campus. In some events, a separate protocol should be
developed in conjunction with local emergency government agencies.
Likewise, with many on-campus natural disasters, local agencies such as the
Raleigh County Office of Emergency Services or the American Red Cross
should be notified and asked to be involved because of their experience,
expertise and resources.


           Natural or Public Disaster – On Campus
INITIATING THE CRISIS RESPONSE

      Initiating Department immediately




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     • notifies 911 (If appropriate) and the Physical Plant
       Director/Supervisor or Director of Campus Safety

     • Director of Campus Safety or Physical Plant Director notifies
       General Counsel and Campus Provost

Physical Plant Representative

     • notifies Campus Safety Duty Officer

     • notifies the Beckley City Police (if this has not been done already)

     • notifies the Director of Campus Safety

     • assists Campus Safety in securing the immediate and secondary
       areas until the Beckley Police Department arrives and assume
       primary investigative authority

     • ensures safety of the area

     • asks those not involved in the investigation to leave the area until
       investigations are completed


Director of Physical Plant

     • notifies the Coordinator of the Critical Incident Response Team
Coordinator of the Critical Incident Response Team

     • notifies the team members determines a time for a meeting

Director of Public Relations and Marketing

     • notifies the President, Vice Presidents, and other
       appropriate administrators



WITHIN THE NEXT 3-12 HOURS



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 Director of Physical Plant

     • Prepares for a meeting of the Critical Incident Response Team

Critical Incident Response Team

     • meets in designated place

     • reviews initial reports and shares information with the University
       General Counsel assigns others to make additional assessments
       determines if other emergency response protocols should be
       modified or followed, depending upon the type of natural disaster

Coordinator of the Critical Incident Response Team

     • reports to the site to determine appropriate on-site response

     • notifies appropriate community authorities (e.g. police, fire,
       ambulance, public health, and/or utility companies) in
       consultation with the General Counsel gathers whatever
       information is available about the scope of the natural
       disaster



WITHIN THE NEXT 3-12 HOURS

Director of Public Relations and Marketing

     • prepares a press statement

     • develops communication to the University community

     • communicates with the families of victims on behalf of the
       President and the University community

     • arranges press opportunities
Director of Student Affairs and Campus Life



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     • arranges for additional support for those involved in
       the response

     • plans support activities (such as defusing and
       debriefing) with close groups (residents, faculty,
       staff, specific classes)

     • alerts all appropriate persons involved to continue
       to target monitor others who may be potential risks
       for stress responses


WITHIN THE NEXT 12-24 HOURS

Critical incident Response Team

     • schedules meetings on a daily basis until the
       emergency crisis

     • response activities are complete
WITHIN THE NEXT 2-7 DAYS

Critical incident Response Team

     • meets with Chief Financial Officer and Chief Business Officer
       to survey the financial implications to the University for the
       disaster



             Natural or Public Disaster-- Off Campus

INITIATING THE CRISIS RESPONSE
Critical incident Response Team

     • initiates a survey to determine the injuries/ damage/losses incurred
       in the disaster by members of the University community


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      • determines ways for the University to respond
        communicates to those in need once responses have been identified
        (e.g. special check cashing facilities, delivery of paychecks to
        remote locations, emergency insurance claims assistance, help in
        communicating with distant relatives or friends, emergency food
        and shelter, volunteer assistance in making emergency shelter
        repairs, and temporary storage for personal possessions)

Coordinator of the Critical incident Response Team

      • schedules a team meeting and invites others involved in
        responding to the crisis

      • reviews procedures

      • makes recommendations for protocol changes for the future

      • invites members of the extended team to debrief the experience

WITHIN THE NEXT 18 MONTHS

Coordinator of the Critical Incident Response

       • initiates check-backs with the crisis victims and their families



                     Threats to Public Welfare
                      (On and Off Campus)
      Threats to public welfare on campus and off campus will typically
take the form of police-involved emergencies. This can include serious
crimes such as rape or murder, serial crimes, an individual or individuals
becoming violent, hostage critical incidents, bomb threats, and kidnapping.
Urgent police action is required to identify and apprehend those responsible,
as well as to insure the immediate safety of others. Local, regional, and, in
some instances, even federal law enforcement agencies may also be
involved.

Beyond the very immediate concerns are issues such as disseminating
information to the campus community and the public to quell unwarranted

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rumors and provide reassurance. Information will also be disseminated to
meet the needs of direct victims as well as indirect victims who will most
likely suffer from stress and uncertainties.

The scope and type of public welfare threat will impact the decisions as to
whether the Critical Incident Response Team will be activated. Depending
upon the nature of the incident, the Coordinator of the Critical Incident
Response Team may make the decision to activate the Team.

INITIATING THE CRISIS RESPONSE

Initiating Department immediately

      • notifies Campus Safety Duty Officer

      • 911 (if appropriate), Director of Campus Safety, and Director of
        Physical Plant

      • Director of Campus Safety notifies General Counsel and Campus
        Provost

Campus Safety Officer

      • calls 911, if this has not been done already (if appropriate)

      • notifies the Director of Physical Plant

      • secures the scene until the Beckley City Police arrive and assume
        primary investigation authority

      • ensures safety of the area with the assistance of Physical Plant
        Personnel

      • asks those not involved in the investigation to leave the area

Director Physical Plant

      • notifies the Coordinator of the Critical Incident Response Team

Coordinator of the Critical Incident Response Team



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     • notifies the team members

     • determines a time for a meeting

Director of Public Relations and Marketing

     • notifies the President, Vice Presidents, and other pertinent
       administrators

IMMEDIATE ACTIONS

Coordinator of the Critical Incident Response
Team

     • reports to the site to determine appropriate on-site
       response

Director of Campus Safety

     • gathers available information about the
       critical incident

     • prepares predetermined meeting site


Critical Incident Response Team
      • reports to designated site

     • activates additional personnel as needed (e.g. a
       Volunteer Coordinator to assist with escort
       services, security duty)

     • reviews initial damage reports

     • assigns others to make additional assessments

     • determines if emergency response protocols should be modified or
       followed

WITHIN THE NEXT 3-12 HOURS



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Director of Public Relations and Marketing
     • develops drafts of written communication to the University
       community, communicates with the families of victims on
       behalf of the President and the University community

     • arranges press opportunities for the President


Director of Student Affairs and Campus Life

     • plans for and provides additional support for those involved
       in the crisis response


WITHIN THE NEXT 12-24 HOURS

Director of Student Affairs and Campus Life

     • plans memorial services and other rituals of healing
Critical Incident Response Team

     • schedules meetings on a daily basis until the emergency
       crisis response activities are completed
WITHIN THE NEXT 2-7 DAYS
Critical Incident Response Team

     • meets with the Chief Financial Officer and Chief Business
       Officer to survey the financial implications to the University
Critical Incident Response Team Coordinator

     • schedules a team meeting and invites others involved in
       responding to the crisis and reviews procedures

     • makes recommendations for protocol changes for the future
       includes a debriefing of the experience conducted by the Director
       of Student Affairs and Campus Life
WITHIN THE NEXT 18 MONTHS

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Coordinator of the Critical Incident Response Team

      • initiates check-backs with the crisis victims and their families


                      Community Health Issues


Community health crises in the area surrounding the University can take
several forms, such as food poisoning, mass exposure to toxic substances,
and epidemics, and when University students and staff are involved, may
have a severe impact on University functioning. In the event of a community
health crisis, close coordination needs to take place between the University
with local emergency government and public health authorities. Local
agencies such as the American Red Cross may also be notified and asked to
be involved because of their experience, expertise, and resources.

The scope and type of community health crisis as well as numbers of
University community members involved will depend on the critical
incident. In the event of an off-campus death or deaths, those protocols
should be followed. Depending upon the nature of the incident, the
Coordinator of the Critical incident Response Team may make the decision
to call together the Critical incident Response Team.

INITIATING THE CRISIS RESPONSE

Initiating Department immediately

      • notifies 911 (if appropriate) and the Physical Plant
        Director/Supervisor or Director of Campus Safety

      • Director of Campus Safety or Physical Plant Director notifies
        General Counsel

Campus Safety Duty Officer

      • calls the police (if appropriate)
        notifies the Director of Campus Safety and Director of Physical
        Plant


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Director of Physical Plant

     • notifies the Coordinator of the Critical incident Response Team

Coordinator of the Critical incident Response Team

     • notifies the team members

     • determines a time for a meeting

Director of Public Relations and Marketing

     • notifies the President, Vice Presidents, Academic Dean and
       other pertinent administrators

IMMEDIATE ACTIONS

Coordinator of the Critical Incident Response Team

     • reports to the site to determine appropriate on-site
       response

     • gathers information available about the critical
       incident

     • notifies appropriate community authorities (e.g.
       police, fire, ambulance, public health, and/or utility
       companies to offer assistance and coordinate
       efforts) in consultation with the University General
       Counsel

     • gathers available information about the scope of the natural
       disaster

Director of Campus Safety or Designee

     • gathers available information about the critical incident

     • prepares predetermined meeting site

Critical Incident Response Team

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     • reports to the designated meeting site

     • activates additional personnel as needed (e.g. a
       Volunteer Coordinator may be needed to assist
       with escort services, security duty)

     • reviews initial reports

     • assigns others to make additional assessments

     • determines if other emergency response protocols should be
       modified or followed, depending upon the type of threat (e.g.
       Housing and Dining Services in the event of housing or food needs
       due to displacement of individuals from places of residence, and/or
       for emergency response workers, especially for members of the
       University community and as possible to members of the civic
       community)

     • contacts a Special Clean-up Team (Physical Plant will
       contract with an outside vendor for special expertise if
       needed.)


WITHIN THE NEXT 3-12 HOURS

Director of Public Relations and Marketing

      • develops drafts of communicates with the written
        communication to the University community,
        families of victims on behalf of the President and
        the University community

      • arranges press opportunities for the President
Director of Student Affairs and Campus Life

     • plans for and provides additional support for those involved
       in the crisis response
WITHIN THE NEXT 12-24 HOURS

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Director of Student Affairs and Campus Life

      • plans rituals of healing
Critical incident Response Team

      • schedules meetings on a daily basis until the emergency
        crisis response activities are completed.
WITHIN THE NEXT 2-7 DAY

Critical Incident Response Team

      • meets with the Chief Financial Officer to survey the financial
        implications to the University
Critical Incident Response Team Coordinator

      • schedules a team meeting and invites others involved in
        responding to the crisis

      • reviews procedures

      • makes recommendations for protocol changes for the future which
        includes a debriefing of the experience conducted by the Director
        of Student Affairs and Campus Life

WITHIN THE NEXT 18 MONTHS

Coordinator of the Critical Incident Response Team

      • initiates check-backs with the crisis victims and their families

                       Physical Plant Failure

Examples of physical plant failures which would have serious impact on the
University include power plant shutdown, electrical failure, and serious
building malfunction requiring building evacuation, and serious damage to
telephone and computer systems.


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INITIATING THE CRISIS RESPONSE

Initiating Department immediately

     •   notifies Physical Plant Director/Supervisor and/or Director of
         Campus Safety

     • notifies General Counsel

Director of Physical Plant

     • notifies the Coordinator of the Critical Incident Response Team

Coordinator of the Critical Incident Response Team

     • notifies the team members

     • determines a time for a meeting

IMMEDIATE ACTIONS

Coordinator of the Critical Incident Response Team

     • reports to the site to determine an on-site response (if pertinent)

     • gathers whatever information is available about the scope of the
       natural disaster

Director of Physical Plant and/or Director of Campus Safety

     • coordinates with appropriate community authorities (e.g.
       police, fire, ambulance public health, and/or utility
       companies) and notifies University General Counsel if an
       investigation is deemed possible

     • gathers whatever determines and information is available
       about the physical plant failure


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     • prepares meeting site

Critical Incident Response Team

     • reports to the designated meeting site

     • determines if other emergency response protocols
       should be modified or followed, depending upon the
       type of plant failure

     • connects with other Departments if necessary (e.g. Human
       Resources in the event of circumstances requiring intensive
       personnel information or Housing and Dining Services in the event
       of housing or food service needs due to displacement of
       individuals from places of residence, and/or for emergency
       response workers, Information Technology if there is a technology
       issue)


WITHIN THE NEXT 3-12 HOURS

Director of Public Relations and Marketing

     • drafts communications to the University community

     • communicates with the families of victims (if applicable) on
       behalf of the President and the University community

Director of Student Affairs and Campus Life

     • plans for and provides additional support for those involved
       in the crisis response, depending on the extent and personal
       impact of the plant failure


WITHIN THE 2-7 DAYS

Critical Incident Response Team

     • meets with the Chief Financial Officer and Chief Business Officer
       to survey the financial implications to the University for the


                                   30
         physical plant failure

 Coordinator of the Critical Response Team

      • schedules a meeting with the team
        and with others involved in
        responding to the crisis

      • reviews procedures

      • makes recommendations for protocol changes for the future
        including a debriefing of the experience conducted by the Director
        of Student Affairs and Campus Life

WITHIN THE NEXT 18 MONTHS
      Coordinator of the Critical Incident Response Team

      • initiates check-backs with any possible victims and their families

Director of Student Affairs and Campus Life’s Responsibilities in
                       the Event of a Crisis

Type of Incident: Death of a Staff or Faculty Member


Consult the Critical Incident Response Plan to make sure to cover
everything: not only your responsibilities, but to help the team stay on
track. Human Resources is responsible for taking care of the needs of
faculty and staff. The Director’s main duty is to the affected students:

      • Students who are in the faculty member’s current classes

      • Students who are advised by the faculty member

      • Students who are in a student group or organization that reports to
        this person

      • Students who have had this faculty member as an instructor

      • Students who are employed by this staff person’s office


                                      31
    • The Director should contact all students who may be affected by
      this death:

For Faculty Members

    • Get class lists and advising lists of all students currently
      enrolled in a class taught by this faculty member.

    • Call the Department Secretary to assist with this and to
      ask about any other students affected by this death who
      may not show up on a class roster.

    • Call the Student Services Office to inquire about any
      students they know of who may not show up on a class
      roster.

For Staff Members

    • Call the Department Secretary to assist you in identifying students
      affected by this death. Consider:

    • Student workers

    • Did this person advise a student group?

    • Does this person teach classes?

Responding to students

    • Make contracts– written, phone call, or in person – with all
      affected students.

    • Offer to help plan a memorial service in the upcoming
      weeks. Work with Human Resources to make sure that
      affected students are considered in planning the memorial
      service.

    • Make referrals to community resources




                                    32
               Type of Crisis: Death of a Student
Consult the Critical Incident Response Plan to make sure to cover
everything; not only your responsibilities, but to help the team stay on
track. Human Resources is responsible for taking care of the needs of
faculty and staff. The Director’s main duty is to the affected students: to
take care of their immediate acute and long term mental health needs.

The Director will assess the most affected students first, and then sort out
what other students may be affected. The Director will report back to the
Critical Incident Response Team as soon as an initial assessment is made.
If the Director is immediately overwhelmed, the Director should call other
area counselors for support and assistance.

IMPORTANT: Even if you suspect that the death is a suicide, DO NOT,
under any circumstances, report this death as a suicide to anyone except a
member of the Response Team. The spokesperson for the Response Team
should be careful not to use the word “suicide” when making a public
statement. Only a medical examiner can determine if a death is a suicide.
Let the medical examiner make the public announcement – until then it is
just a “death of a student”.

If the student is a resident

      • Staff/police will secure the physical area

      • Gather all residents together in one meeting area; attendance is
        mandatory. Tell residents the facts, as you know them.
        Reassure them that you will give them more facts, as they
        become known.

      • Assess students for the impact this death has had on them.

      • Identify students, both residents and commuters, who are closest
        to this student. Consider roommates, suitemates, floormates,
        people in the student’s classes, people in the student’s major,
        people student worked with on campus, people involved in the
        same student group, etc.




                                      33
      • Contact by phone, writing, or in person, all affected
        students.

      • Check-in on affected students

If the student is a commuter


Assuming that the death has happened off campus, you will
probably not be the first person to find out the information.
Check your source; make sure all information is
accurate.

      • Make a list of all possible affected students. Consider:

      • Print deceased student’s class schedule and information sheet.

      • Print class lists for all students in the same classes.

      • If the student worked on campus, make a list of all co-workers.

      •   If the student was involved in a group or volunteer activity on
          campus, make a list of all other students involved in that activity.

      • Get a list of all students in the same
        major.

Offer Resources:

      • Contact all affected students by phone, written
        letter, or in person office visit.

      • Offer counseling referrals, planning a memorial
        service, referral to community services, etc

      • Remember to check in with affected students.




                                       34
                             APPENDIX A

    Critical Incident Response Team Goals for FY 2003

1.   Working through the American Red Cross, ensure that all
members of the Critical Incident Response Team complete the Red
Cross Basic Disaster Management Course.

2.    Assign building monitors for each facility at Mountain State
University. Building monitors would be trained to be familiar with the
Critical Incident Response Plan and to initiate appropriate responses
for arising issues.

3.  Train Physical Plant employees as First Responders through the
American Red Cross.

4.    Continue to develop reciprocal resource agreements and training
opportunities with both the American Red Cross and Raleigh County
Office of Emergency Services.

5.     Assure that there is a stocked first aid kit in each University
facility.

                             APPENDIX B
                Directory of Available Resources
   1. Raleigh County Chapter American Red Cross 200 Industrial
      Drive Beckley, WV 25801 PH 255-1508 FX 255-1500 Contact:
      Scott Harmon

   2. Available resources: Feeding, sheltering, training opportunities,
      family services, mass care/logistics.


                                     35
3. Raleigh County Emergency Operations Center PO Box 1513
   Beckley, WV 25802-1513 PH 255-0911 FX 255-9117 CELL 575-
   0911 Contact: Jack Bowden or Marty Agee

4. Beckley City Police PH 255-1700

5. Raleigh County Sheriff’s Department PH 255-9300

6. West Virginia State Police, Beckley Detachment PH 256-6700

7. Appalachian Regional Hospital 306 Stanaford Road Beckley, WV
   25801 PH 255-3000

8. Raleigh General Hospital1710 Harper Road Beckley, WV 25801
   PH 256-4100

9. FMRS Mental Health Council 101 S. Eisenhower Drive Beckley,
   WV 25801 PH 256-7100

10. Critical Incident Response Counselors: These are University
   faculty members who have agreed to serve as a resource as
   needed to help
   manage situations.


                 1. Dr. Arnie Simonse, Social Work Faculty
                    PH 929-1554 E-Mail
                    asimonse@mountainstate.edu


                 2. Dr. Everett Lilly,     Social Work Faculty
                    PH 929-1376 E-Mail
                    evrlilly@mountainstate.edu


                 3. Ms. Kay Blose, Director of the Occupational
                    Therapy Assistant Program PH 929-1362 E-
                    Mail kblose@mountainstate.edu



                               36
                   4. Ms. Gail Serdoz, Nursing Faculty PH 929-1424
                      E-Mail gserdoz @mountainstate.edu

  11. Beckley City Fire Department
      PH 256-1780


  12. Bureau of Alcohol, Tobacco and Firearms
     PH 304-347-5249


  13. Drug Enforcement Administration
      PH 304-347-5209


  14. FBI PH 253-6874 or 412-471-2000


  15. Response Center (Chemical/Oil Spills and Chemical/Biological
     Terrorism) National PH 800-424-8802 State PH 800-642-3074

  16. Poison Center
     PH 800-222-1222


  17. US Marshall
     PH 304-347-5136


  18. US Secret Service
     PH 304-347-5188


  19. WV State Fire Marshall
     800-233-FIRE



PLEASE NOTE: This contact information is subject to change



                                 37
without notice. Efforts will be made to periodically update this
        information.


                            APPENDIX C
              Evacuation and Meeting Protocol

A. Meeting sites for Critical Incident Response Team

     1. Coffee House in John W. Eye Building.

     2. Little Blue Room in John W. Eye Building.

     3. Media Classroom in the Robert C. Byrd Learning Resource
        Center.



B. Meeting sites to which media outlets would be directed

     1. Living Room area of the Erickson Alumni Center/Admissions
        Office. If that facility is unavailable, then

     2. Conference Room in the Robert C. Byrd Learning
        Resource Center. If that facility is unavailable, then

     3. Conference Room in the John W. Eye Conference Center.

C. Temporary Evacuation Sites for Commuting Students and
     Hogan Hall Residents

     1. Cougar Den Cafeteria in the Robert C. Byrd Learning
        Resource Center. If that facility is at capacity or unavailable,
        then

     2. Convocation Center in the John W. Eye Conference Center. If
        that facility is at capacity or unavailable, then



                                   38
      3. Carter Hall Auditorium. If that facility is at capacity or
         unavailable, then

      4. YMCA, 121 Main Street.

D. First Aid Staging Areas

      1. Health Science Building.

      • If that facility is at capacity or unavailable, then

      2. Coffeehouse in the John W. Eye Conference Center.


                               APPENDIX D

                       Bomb Threat Procedures*

       Once a bomb threat is received, Physical Plant personnel will report to
the facility receiving the threat. In conjunction with the building monitor and
area supervisors, a search will be conducted of the facility. If no evidence of
a real threat is observed, the incident will be documented and normal
operations will continue.

       When searching facilities for suspicious packages, it is important to
search in pairs. Divide the room into sections and take a systematic
approach to ensuring that all spaces are covered (e.g., cabinets, drawers,
etc.). The advantage of having the area supervisor paired with the Physical
Plant employee is that the area supervisor will be more likely to notice
anything out of the ordinary within the specific area.

      If a suspicious package or equipment is found during the search or
believed to be in the building, open all doors and windows in the immediate
area. The facility will be immediately evacuated and the proper authorities
contacted. Dial 911.

      The following page contains a form that should be kept close by
anyone receiving public calls on a regular basis and should be used as a
checklist for having a conversation with a person issuing a threat. If the
form is not immediately available, it should be completed as soon as

                                      39
possible after the call is received.




*Bomb threat procedures and evacuation plans are based on the following:

U.S. Department of the Treasury, Bureau of Alcohol,
Tobacco, and Firearms (1987). Bomb threats and physical
security planning. Washington, DC: U.S. Government
Printing Office.



           Mountain State University Bomb Threat Report


DATE ___________                            TIME _____________am/pm

KEEP THE CALLER ON THE PHONE AS LONG AS
POSSIBLE. ASK THE FOLLOWING QUESTIONS:

1. When is the bomb going to explode?
_____________________________________
2. Where is the bomb right now?
__________________________________________
3. What does it look like?
________________________________________________
4. What kind of bomb is it?
_______________________________________________
5. What will cause the bomb to explode?
____________________________________
6. Did you place the bomb?
______________________________________________
7. Why?
_____________________________________________________________
8. What is your address?
________________________________________________
9. What is your name?
__________________________________________________

EXACT WORDING OF THE THREAT

                                       40
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________


    Sex of Caller _____ Race ______ Age _____ Length of Call _____

       Number at which call was received ____________________

Distinguishing Characteristics of Caller’s Voice (check all that apply)
Raspy Laughter Excited Stutter Soft Calm Lisp Loud Angry Nasal
 Normal Rapid Ragged Slurred Distinct Deep Crying Slow Accent
               Cracking Whispered Disguised Breathy other (explain)
                    Familiar (who did it sound like?
            _________________________________________
Were there any background sounds? (check all that apply)
Animal Noises Voices Street Noises Music
                        PA system Machinery
 Motor Long Distance Static Clear

                        Office House Noises
                        Other (please explain)
                       _________________________________________

What type of language did the caller use?
Foul Well spoken/educated Irrational         Taped
                      Message Read Incoherent

REMARKS/COMMENTS______________________________________

_____________________________________________________________

Your Name __________________________

Position __________________________

Your telephone number ________________


                                  41
Date completed __________________




                     APPENDIX E
   Mountain State University Inclement Weather Policy

Responsibility:         CIRT Coordinator

                        Director of Campus Safety

                        Director of Physical Plant

                        Director of Public Relations and Marketing

                        Senior Human Resources Manager

                        Senior Academic Officer for SOHS

                        Campus Provost

Role:       To determine and administrate the Inclement Weather
            Policy and make decisions regarding the alterations of
            class scheduling during times of dangerous weather
            conditions.

Function: It is the goal of the team to communicate and release scheduling
          information in the advent of inclement weather. In the case of
          overnight developments, scheduling information will be
          released to the media and posted on the telephone system by
          6:00am. The policy will be initiated by the CIRT Coordinator,
          in consultation with the Director of Campus Safety, Director of
          Physical Plant, Director of Public Relations and Marketing, the
          Senior Human Resources Manager, Senior Academic Officer

                                    42
           for SOHS, and the Campus Provost for consideration will
           include a combination of (1) actual and anticipated road
           conditions, (2) ability to prepare and/or treat the campus, (3)
           forecast of pending weather events. Upon consultation, CIRT
           Coordinator will contact the Chief of Staff and the Director of
           Public Relations and Marketing for information release.

Degree:    Institutional response to inclement weather will take the form
           of four protocols. They are:

           1.    Normal class schedule.
           2.    Inclement Weather Schedule (staff report at regular time)
           3.    Cancellation of classes (staff report at regular time)
           4.    Closing of the institution (usually only in the event of a
                 state of emergency)*

           * Physical Plant will need a limited staff to report to begin to
           clear the campus and check buildings. Dining Services will
           need a limited staff to prepare meals for residential students.
           Staffing decisions will be made by the supervisors of these
           areas. Employees should use their own judgment in attempting
           to reach campus. If the campus is open and an employee
           chooses not to attempt to travel to campus, the employee may
           be required to take vacation, personal, or unpaid leave.


   Under any adverse weather conditions, students, staff, and faculty
 should use their own judgment before attempting to travel to campus.




                                   43
                       Inclement Weather Schedule



                       Monday/Wednesday Classes

      Regular Time                    Late Time
      800-915 am                      1000-1050 am
      930-1045 am                     1100-1150 am
      1000-1140 am                    1100am-1210 pm
      1100am-1215 pm `                1200-1250 pm



                        Tuesday/Thursday Classes

      Regular Time                    Late Time
      800-915 am                      1000-1050 am


       900-1015 am                    1030-1120 am


      930-1045 am                     1100-1150 am


      930am-1200 pm                   1100 am-1250 pm


      1100am-1215 pm                  1200-1250 pm


     Late scheduling for morning classes meeting at other times will be
                       announced by the instructor.

  Classes starting at 1:00pm or later will meet on regular schedule unless
announced separately. “Evening classes” are those starting at 5:00pm or later
                   and will also be announced separately.




                                     44
                       APPENDIX F

MSU Critical Incident Response Team Membership




          Mr. Bill Atkinson, Director of Physical Plant

Mr. Reginald Garcon, Director of Student Affairs and Campus Life

      Dr. Patsy Haslam, Senior Academic Officer for SOHS

               Dr. Jill Hopkins, Campus Provost

 Ms. Cristi Richardson, Manager of Housing and Residence Life

         Mr. Everette Steele, Director of Campus Safety

     Ms. M. Kay Stump, Senior Human Resources Manager

  Ms. Sherry Wade, Director of Public Relations and Marketing

   Mr. Ron Ward, Chief Business Officer (Ex-officio Member)




                               45