Introduction

Crisis events are extraordinary events that normally cannot be predicted or controlled. How an institution such as South Plains College responds to these events can influence the impact on the campus community. The complexities or our campus community make advanced planning, training and policy development for catastrophic events a practical necessity.

Crisis Management Team

The South Plains College Crisis Management Team will include SPC personnel whose skills and experience enable them to help the institution in minimizing the impact of occurrences and dealing with the typical human reactions to traumatic incidents. The general purpose of the Team is to support affected members of the SPC community, minimize disruption of scheduled activities of the College, avoid damage to College facilities, prevent personal injury, insure the release of correct information, and reduce liability risks to the College. The Crisis Team will include the following personnel. Also listed are the primary areas of specific responsibility for each member:

Members and Responsibilities

President –

1. Overall direction and administration of the college’s response.
2. Communicates with the campus community.
3. Communicates with the Board of Regents.

Vice President for Student Affairs -

1. In the absence of the President and in consultation with other members of the Executive Council provides overall direction and administration of the college’s response.
2. Coordinates response of Crisis Team members.
3. Authorizes and coordinates the use of the ENS system.
4. Coordinates communication to and the response of departments within the division.
5. Monitors emergency radio traffic.

Vice President for Academic Affairs -

1. In absence of the President and in consultation with other members of the Executive Council provides overall direction and administration of the college’s response.
2. Coordinates communication to and the response of departments within the division.
3. Formulates strategies for responding to the disruption to and the restoration of the academic process.

Vice President for Business Affairs -

1. In the absence of the President and in consultation with other members of the Executive Council provides overall direction and administration of the college’s response.
2. Coordinates communication to and the response of departments within the division

Vice President for Institutional Advancement -

1. In the absence of the President and in consultation with other members of the Executive Council provides overall direction and administration of the college’s response.
2. Coordinates communication to and the response of departments within the division.
3. Overall direction of media relations.

Dean of Arts and Sciences -

1. Communicate with and support appropriate employees and students.
2. Assist with the development of strategies to alleviate the disruption to the academic process.
3. Assist with the direction of evacuated or displaced individuals.

Dean of Technical Education –

1. Communicate with and support appropriate employees and students.
2. Assist with the development of strategies to alleviate the disruption to the academic process.
3. Assist with the direction of evacuated or displaced individuals.

Dean of Health Occupations –

1. Communicate with and support appropriate employees and students.
2. Assist with the development of strategies to alleviate the disruption to the academic process.
3. Assist with the delivery of medical services should the event require it.
4. Assist with the direction of evacuated or displaced individuals.

Dean of Distance and Continuing Education –

1. Communicate with and support appropriate employees and students.
2. Assist with the development of strategies to alleviate the disruption to the academic process.
3. Assist with the direction of evacuated or displace individuals.

Associate Dean of Marketing and Recruitment –

1. Coordinate all media requests and releases.
2. Communicate with all departmental members.
3. Assist with the direction of evacuated or displaced individuals

Director of Health and Wellness –

1. Provide assistance for counseling services for affected members of the community.
2. Communicate with departmental members.
3. Assist with the direction of evacuated or displaced individuals.

Dean of Students

1. Primary administrative communication link with Campus Police and first responders.
2. In the absence of the Vice President for Student Affairs activates the Emergency Notification System (ENS).
3. Directs the efforts of student health and wellness services in coordination with the Vice President for Student Affairs.
4. Communicate with departmental members.
5. Monitors emergency radio traffic.
6. Assist with the direction of evacuated or displaced individuals

Associate Dean of Students –

1. Coordinate and monitor all issues affecting student housing.
2. In the absence of the Vice President for Student Affairsand Dean of Students activates the Emergency Notification System (ENS).
3. Communicate with departmental members.
4. Monitors emergency radio traffic.
5. Assist with the direction of evacuated or displaced individuals.

Associate Dean of Information Services

1. Monitor and maintain network.
2. Provide necessary technical assistance and support.
3. Communicate with all departmental members.
4. Assist with the direction of evacuated or displaced individuals.

Dean of SPC Reese Center –

1. Primary administrative contact for events affecting the Reese Center.
2. In the absence of the Vice President for Student Affairs activates the Emergency Notification System (ENS), for events affecting the Reese Center.
3. Monitors emergency radio traffic.
4. Assist with the direction of evacuated or displaced individuals.

Director Plainview Center -

1. Primary administrative contact for events affecting the Plainview Center.
2. In the absence of the Vice President for Student Affairs activates the Emergency Notification System (ENS) for events affecting the Plainview Center.
3. Communicate with all members of the Plainview Center.
4. Assist with the direction of evacuated or displaced individuals.

Executive Director for the Lubbock Career and Technical Center and Workforce Development

1. Primary administrative contact for events affecting the Lubbock Career and Technical Center.
2. In the absence of the Vice President for Student Affairs activates the Emergency Notification System (ENS) for events affecting the Reese Center.
3. Communicate with all members of the Lubbock Career and Technical Center.
4. Assist with the direction of evacuated or displaced individuals.

Associate Dean of Workforce Development ATC -

1. Primary administrative contact for events affecting the ATC Center.
2. Communicate with all members of the ATC Center.
3. Assist with the direction of evacuated or displaced individuals.

Campus Police Department and Commissioned Law Enforcement Program Personnel -

1. Provide communication and direction for law enforcement and other emergency first responders.
2. Communicate in a safe and timely manner with the Dean of Students on the Levelland Campus, the Dean of the Reese Center, the Executive Director of the Lubbock Career and Technical Center, or the Director of the Plainview Center.
3. Assist with the direction of evacuated or displaced individuals.

Associate Director of Health and Wellness –

1. Provide medical assistance as directed by the Dean of Students in coordination with the Vice President for Student Affairs.
2. Assist with the direction of evacuated or displaced individuals.

Director of the Physical Plant –

1. Provide logistical support to campus control and access as directed by law enforcement.
2. Provide oversight and control of campus utilities and facility control.
3. Communicate with all members of the department.
4. Assist with the direction of evacuated or displaced individuals.

 

Other personnel or students as needed.

 

Procedures

Because of the need for quick response initially, members of the Crisis Team are expected to act appropriately and expeditiously when a crisis threatens. The President or designee shall determine by the nature of the crisis or the severity of the threat if the Team needs to meet to formulate a strategy to respond.

Central Command Center

The President or designee will determine if a Central Command Center is necessary. A Central Command Center may be necessary for events that are exceptionally large in scope or may require an extended period of time to coordinate a response. In the event that a Central Command Center is necessary, a number of locations may be utilized depending on the situation.

Levelland Campus – Dean of Students Office suite will be the primary location with the President’s Office, President’s Conference Room, Vice President for Student Affairs Office, Marketing and Recruitment Conference Room and the Technical Arts Administrative Offices serving as other possibilities.

Reese Center – Building 8, Dean of Reese Center Office or Building 3 Room RC 317

Lubbock Center – Lubbock Career and Technical Center Conference Room

Plainview Center – Assigned emergency facilities by City of Plainview

Emergency Notification Procedures

When an emergency crisis situation occurs, 911 should be notified immediately. In some crisis situations the 911 system may become overwhelmed by a large volume of reports. Callers should remain on the line and follow any instructions they are given.

Once the 911 system is activated, Campus Police along with other appropriate law enforcement agencies and emergency medical services will respond.

At the earliest and safest moment possible after the initial response, Campus Police will notify the most readily available and appropriate administrator from the following list:

• Dean of Students
• Associate Dean of Students
• Dean of Reese Center
• Director of Plainview Center
• Executive Director of the Lubbock Career and Technical Center and Workforce Development

The notified administrator will immediately inform the Vice President for Student Affairs who will notify the President and other members of the Executive Council. Effective communication among all members of the team and the campus community is essential. In the event of a crisis situation at any campus location an emergency notification will be sent to the appropriate campus population relaying as much information as pertinent and necessary to provide for the safety of students, faculty, staff and visitors. The emergency notification will be sent over all available and appropriate media channels including but not limited to PA announcements, email, phone messages, text messages, etc. The emergency notification procedure is detailed in Appendix F of the “SPC safety and Health Plan”.

Trained Emergency Notification Personnel

Vice President for Student Affairs

Dean of Students

Dean of the Reese Center

Associate Dean of Marketing and Recruitment

Director of the Plainview Center

Executive Director of the Lubbock Career and Technical Center and Work Force Dev. 

Other Assigned Personnel as Needed

The Emergency Notification System should only be used for emergency notification when the following conditions are met:

1. Is there a threat to the safety of any or all of the campus, center, or entire SPC
2. Is there adequate factual information regarding the emergency?
3. Will the dissemination of this information have a positive safety impact on the campus, center, or entire SPC community?

Notifications will be brief and to the point with primary focus on informing the public on action to take in order to protect themselves. Additional messages will be sent as necessary to provide critical updates to the situation.

All members of the Board of Regents will be advised by the President as soon as possible, and be kept informed frequently. A special meeting of the Board may be desirable. Regents will be provided with a complete report including the College’s version of the events, detail of actions being taken, and a look at what lies ahead.

In all cases, whether the emergency or threat of emergency involves physical facilities, personal injury the privacy of the persons involved in the crisis must be honored. The President or his designee will work with all appropriate departments and personnel to verify the facts, control media access and make news release or statements that represent the official position of the College on the situation.

Campus Police or the officer on duty shall be in charge of contacting additional police investigators, the Justice of Peace and corner if necessary.

When the incident involves a death either on campus or at College sponsored activity, whatever the cause of death, the Campus Police should be immediately notified. If the death occurs on College property, the Campus Police will be in charge of the scene. In any case, the Campus Police will be responsible for notifying the proper authorities of the death, including the President, Vice President for Student Affairs and other members of the Crisis Management Team.

The family of the injured or deceased will be notified of the circumstances surrounding the incident as soon as possible. The notification will be made by the President or his representative as dictated by the circumstances at the direction of the President. Other contacts may include college legal counsel, counselors and ministers. A member of the South Plains College staff may be designated by the President to conduct a follow-up visit with the family where circumstances warrant.

All incidents that might be considered as crises will be documented through the standard Campus Police incident reporting process. Any incidents that result in injury or death will be reported through recognized channels under Campus Crime Reporting Act by the Campus Police. The Crisis Management Team will meet following emergencies to evaluate crisis responses and suggest necessary changes to policy and procedure. Further investigations by the Campus Police may be recommended by the Team

Training

Regular and meaningful training is essential for successful responses to emergency situations. Individuals and specific elements of an emergency response plan require multiple training levels with varying frequencies.

Emergency Notification System (ENS), Training

Authorized administrators of the ENS system will individually and on a reoccurring basis practice in the ENS “Training Mode”. A formal training review meeting will be held for all authorized users at the beginning of the fall and spring semesters. The Vice President for Student Affairs will be responsible for scheduling this training and review.

Radio and Phone Communication Training

Communication during an emergency is critical to a successful response. Members of the Crisis Management team must have current contact information and assigned members must be prepared and competent in the use of emergency radio communication. The Dean of Students is responsible for updating member’s contact information and training and testing radio equipment and communication at the beginning of each Fall and Spring semester.

Table Top Exercises

It is hopeful that emergencies either never happen or are at least infrequent. It is however, the infrequencies of these events that create ineffective reactions and response. Most members of the Crisis Management Team primary job responsibilities do not include a regular review of their roles and responsibilities during an emergency event unless structured opportunities are scheduled. The Vice President for Student Affairs in conjunction with the Dean of Students, Dean of Reese Center, Executive Director of the Lubbock Career and Technical Center, Director of the Plainview Center, Associate Dean of Students and Campus Police Department will be responsible for developing and implementing an annual review of the Crisis Management Plan including table top exercises and/or mock drills that include participation by all members of the Crisis Management Team.

Educating the Campus Community

Informing the campus community of basic information regarding safety procedures in advance of an emergency is critical for a successful response at the time of an emergency. The Dean of Students, Dean of Reese Center, Executiver Director of the Lubbock Career and Technical Center, Director of the Plainview Center,  and Associate Dean of Students will be responsible for providing and presenting specific safety information to the campus community including students and employees at the beginning of each fall and spring semester.

Evacuations

Evacuations by their very nature are extremely chaotic events. Evacuations will be authorized by the President or designee. In the event that a building(s) must be evacuated, emergency personnel including law enforcement and fire department as well as other first responders will be responsible for notifying occupants of the evacuation. Basic evacuation steps for faculty and staff occupants of an affected building would include:

1. Inform students and other occupants to gather their personal belongings and exit the building immediately in an orderly fashion.
2. Assist all others that may need additional assistance.
3. Inform students to listen for and follow instructions of emergency and administrative personnel.
4. Exit the building to a safe distance or as directed by emergency and administrative personnel.

In the event of an evacuation every effort will be made to make the displaced occupants of the affected building(s) as comfortable and safe as possible. Only at the time of the event will it be possible to determine the best and safest strategy.

The following areas and facilities will be primary locations to temporarily house displaced individuals:

• Levelland Campus – Texan Dome, PE Complex, Track and Field Stadium, Student Center, Fine Arts Theatre
• Reese Center – SPC Buildings 8 and 3, Reese Conference Center 1130, Reese Center Buildings 310 and 210
• Lubbock Center – Reese Center Building 8
• Plainview Center – Assigned emergency facilities by City of Plainview

Campus or Center Closures

Emergency Closures:

Only the President or designee can authorize the closure of a campus in an emergency. Campus Police, local law enforcement, physical plant and other emergency personnel will be responsible for prohibiting access to campus. Administrative, faculty and staff personnel will be responsible for informing the campus population to exit campus.

The Associate Dean of Students will be responsible for the coordination and direction of Student Residence Halls in the event of a campus emergency.

 

Non-Emergency Weather Closures:

Only the President or designee can authorize the closure of a campus or center in a non- emergency weather situation. Weather will be monitored by the Associate Dean for Marketing and Recruiting for the Levelland Campus in conjunction with the Dean of Students and the Campus Police, and the dean or director for the centers.

Announcements issued through the Emergency Notification System (ENS) regarding closure of a location for non-emergency weather closures will be issued by the Associate Dean for Marketing and Recruitment. If the Associate Dean in not able to perform this task, the Vice President for Student Affairs or the Dean of students will initiate the notification.

 

Weather Emergencies:

The Dean of Students, Dean of the Reese Center, Executive Director of the Lubbock Career and Technical Center, Director of the Plainview Center and Campus Police have the primary responsibility for monitoring weather conditions in their respective locations. The Dean of Students is responsible for maintaining emergency weather alert radios at all locations. In the event of a tornado warning every available means of communication will be used to inform the members of the affected location to take cover as soon as possible. Communication and information methods may include Emergency Notification System (ENS), telephone systems, email, sirens, PA announcement, word of mouth, NOAA weather alert radios, etc.

The Dean of Students office will provide information to the campus community on the basic precautions and safety recommendations for severe weather prior to severe weather season each spring semester.

Emergency Numbers

Emergency numbers and community resource numbers can be found in Appendix D of the SPC Safety and Health Plan.

 

Revised11/20/2017

Approved by Executive Council