Crisis Response Team

Crisis Response and Crisis Recovery

Leveraging the Collective Wisdom, Collaboration and Actions of

Central Michigan University Leaders from Across Campus

 

Core Crisis Group

CMU's Core Crisis Group (CCG) takes the lead during a crisis and in the days and sometimes weeks that follow. It consists of key individuals who are actively involved in response and communications efforts, often from the moment a crisis is identified.

These individuals discuss emerging details and actions, communication needs, immediate next steps and are responsible for activating the Crisis Recovery Team.

Members include:

  • Vice President –  Enrollment and Student Services
  • Associate Vice President – University Communications
  • Assistant Vice President – Student Affairs
  • Vice President – Finance and Administrative Services
  • Chief –  Central Michigan University Police Department

Other individuals will be pulled in as needed to assist and support this team. For example, a building emergency   likely would involve someone from facilities. A situation involving a faculty member likely would include the college dean.

The CCG meets on an as-needed basis.

Crisis Recovery Team (CRT)

The crisis recovery team plays an invaluable role following the initial flurry of activity.  The team could be brought together an hour after an incident, or during the next day or two. All cases will be somewhat unique. Activated by the Core Crisis Group, this team will:

  • Gather to collaborate, advise, question and support the CCG and campus;
  • Be the eyes and ears of the CMU community;
  • Implement strategic action steps in concert with the CCG to restore order, physical and emotional security, and university business functions.

The CRT, with representation from across campus, is instrumental in helping CMU recover from crises affecting the safety and wellbeing of students, faculty and staff – and of the university as a whole.

The team meets monthly to plan crisis recovery responses, practice being a part of crisis recovery efforts and discuss issues that might arise during those efforts.

Members of the recovery team include:

Crisis/Critical Incident Response Flowchart


Crisis Flowchart.jpg 

University Goals During Crisis

The objectives of purposeful crisis recovery efforts lie in helping address the emotional, physical and financial impacts that follow any such incident. The following checklist is designed to assist the crisis recovery team in methodically thinking through some of the most common needs that accompany a crisis.

The university's goals when a crisis occurs are to:

  • Protect the human, physical and financial assets of the university community.
  • Respond quickly to immediate threats to the well-being of students, faculty, staff and visitors.
  • Respond to the emotional and physical impacts of a crisis on survivors, family members and the greater community.
  • Communicate openly, honestly and proactively with constituents, recognizing the importance of controlling panic, speaking with one voice and balancing individuals' legal rights to privacy with the public's need to know.
  • Maintain reasonable and responsible control of the situation through thoughtful, effective, timely and strategic management that protects constituents first and foremost as well as the university's credibility and reputation.
  • Coordinate the response activities with local, state and national resources as appropriate.
  • Ensure appropriate follow-through on response/recovery actions and after the crisis has subsided, evaluate the response in order to improve procedures.

Not all goals here are relevant to every incident. Also, some items may be tabled for a second or third meeting of the Crisis Recovery Team. On page 11, a recovery checklist has been categorized into two sections: the checklist and ongoing follow-up considerations. Actions and activities may not always occur in the order presented on these lists.

Core Crisis Group Responsibility

Responsibility of the Core Crisis Group as it relates to the CRT:

  • Decide whether and when to activate CRT once informed of an incident.
  • Call/activate CRT.
  • Brief CRT of known information.
  • Define what assistance is needed from the CRT and identify "problems to be worked" by the Team
  • Remind the CRT to follow page 10 of the manual "CRT Activation – First 5 Steps," also noting the recovery checklist on pages 11 and 12.
  • Receive and evaluate information/suggestions from the CRT, answer any questions, respond with insight on any follow-up actions needing further direction.
  • Implement or support implementation.
  • Communicate decisions, final status and any other information necessary for closure of the situation.

Crisis Response Overview                                                                     June 2014

DEFINITION: A crisis, for the purposes of this response overview, is a significant event that threatens the well-being of one or more individuals or the university as a whole.  A crisis may include (but is not limited to) a natural disaster (fire, flood, tornado), a violent crime (such as an abduction /hostage situation, homicide, physical assault, sexual assault, armed robbery, bombing or bomb threat, stalking), health threat (communicable disease outbreak, chemical spill, radiological threat, or sudden contamination), civil disturbance, sudden or unexplained death (suicide, suspicious circumstances, accidental death), or other circumstances directly affecting the campus community (natural gas explosion, plane crash, train derailment).

The Associate Vice President for University Communications is responsible for coordinating the institutional response and all related communication. The CCG will activate any or all members of the recovery team to support in the university's response. Members of the team are considered to be on-call as needed.  They are:

Core Crisis Group (CCG)

PRIMARYALTERNATE
VP/Finance and Administrative Services, CCG & CRT Chair 
Chief of Police/CMU PoliceAssociate Director, Police
AVP/University CommunicationsDirector, Public Relations, University Communications
Vice President – Enrollment & Student Services

Executive Director, Campus Life

Assistant Vice President – Student AffairsExecutive Director, Campus Life

 

Crisis Recovery Team (CRT)

PRIMARYALTERNATE
VP/Finance & Administrative Services 
VP/Technology/CIODirector, Networks, Information Technology
AVP/Facilities ManagementDirector of Facilities Operations, Facilities Management
AVP/ Institutional DiversityDirector, Minority Student Services
AVP/Residences and Auxiliary ServiceExecutive Director, Campus Life
AVP/Human ResourcesDirector, Employee Relations & Technology, Human Resources
Executive Director, Campus LifeDirector, Residence Life
Director/Counseling CenterFaculty, Counseling Center
Director/Health ServicesAssistant Director/Business Services, University Health Services
Director/Risk Management, EHSExecutive Secretary, Risk Management
Manager, EHS, Emergency ManagementLab Manager, Environmental Health & Safety
Director, Camps and ConferencesAsst. Director, Camps and Conferences
Chairperson, Military Science 
Vice Provost/Academic Administration, Academic AdministrationAssociate Dean, College of Science & Technology
Director/Contracting & Purchasing Services 
Professor of Family Medicine, CMED 
AVP/University CommunicationsDirector, Public Relations, University Communications
AVP/Student AffairsManager, Operations ESS
Chief of Police, CMU PoliceAssociate Director, CMU Police
Others as appropriate (e.g., legal counsel) 

 

CRISIS RECOVERY

Policies and Procedures: The university has a number of policies and procedures in place to respond to specific crisis situations as they occur. For example, the university has developed a closing policy as well as emergency action plans. Specific departments have emergency action plans. CMU Police has procedures to respond to reports of crime, the counseling center has procedures for responding to students in emotional distress, facilities management has a disaster plan for responding to natural disasters, and residence life has plans for responding to events in residence halls. While most of these plans outline procedures for immediate responses to events, they should be viewed as part of a larger, coordinated university response to a crisis.

Assembling the Recovery Team: As a crisis occurs, offices will use existing plans to provide immediate response to protect the well-being of students, faculty, staff and visitors. The CCG will determine the need and timing to assemble the CRT.

Responsibilities of the team are outlined below:

  • Designate a coordinator. The coordinator will work closely with the CCG to respond to the situation and assumes full responsibility for the coordination of services and activities.
  • Convene meetings to coordinate services and facilitate communications so that needs are met as efficiently as practical.
  • Receive and monitor information about the event.
  • Separate and clarify issues; define terms; identify additional information needed.
  • Solicit opinions from members and discuss openly and honestly all points of view.
  • Identify individuals or groups affected by the event and help assess their status/needs.
  • Plan appropriate responses for each group.
  • Identify resources, solutions, actions for unmet needs/next steps.
  • Reconvene following the crisis to assess the adequacy of the university responsibilities and make recommendations.

Related Websites: The University has created a consolidated website with detailed information related to crisis and emergency management at Central Michigan University. That website can be found at https://www.cmich.edu/about/emergency_management/Pages/default.aspx

In the event of an emergency or a main campus closure, a red alert will appear at the top of every page of the cmich.edu website.  Alerts will appear automatically for all users.

CRT Activation – First 5 Steps

  1. CORE Team will brief Crisis Recovery Team
    • Provide all known information in regards to the incident.
  2. Ask clarifying questions
    • CRT members ask any needed or clarifying questions.
  3. Assign a leader/Assign a scribe
    • Identify a Team Leader and put their name on the white board. (Team Leader will be identified by a brightly colored vest).
    • Identify a "scribe" to track information regarding the incident.
  4. Identify which members are required to address the incident, and release the other members.
  5. "Work the Problem"

EXAMPLE

Incident DetailPhysical Impacts of IncidentEmotional Impacts of IncidentFinancial Impacts of Incident
Lot 64 floodedDamaged vehiclesIndividual's loss of vehicleCMU insurance

-  21 cars are damaged

Damaged parking lot

Individual's loss of contents
  • Vehicle coverage
 What caused the flood? 
  • Parking lot coverage
   
  • Coverage of cause of flood

IMPORTANT: Review Recovery Checklist on following page

Assembling the Recovery Team: As a crisis occurs, offices will use existing plans to provide immediate response to protect the well-being of students, faculty, staff and visitors. The CCG will determine the need and timing to assemble the CRT.

Responsibilities of the team are outlined below:

  • Designate a coordinator. The coordinator will work closely with the CCG to respond to the situation and assumes full responsibility for the coordination of services and activities.
  • Convene meetings to coordinate services and facilitate communications so that needs are met as efficiently as practical.
  • Receive and monitor information about the event.
  • Separate and clarify issues; define terms; identify additional information needed.
  • Solicit opinions from members and discuss openly and honestly all points of view.
  • Identify individuals or groups affected by the event and help assess their status/needs.
  • Plan appropriate responses for each group.
  • Identify resources, solutions, actions for unmet needs/next steps.
  • Reconvene following the crisis to assess the adequacy of the university responsibilities and make recommendations.

Recovery Checklist

  • Crisis Recovery Team is activated via the Core Crisis Group
  • Assemble and Assign the Crisis Recovery Team
  • Assign a Crisis Recovery Team Leader
  • Assign someone to document the actions of the Crisis Recovery Team (i.e., "scribe")
  • Debrief and VERIFY the facts: Also, assign member to assignment/tracking board.
    • When did the incident occur (e.g., date, time, etc.)?
    • Where did the incident occur (e.g., building, room, etc.)?
    • How did the incident happen (e.g., accidental, intentional, expected)?
    • What type of incident occurred (hazardous material, fire, water line break, workplace violence, environmental release)?
    • Was the building evacuated (if applicable)?
    • Has everyone been accounted for?
    • Estimated impact the incident has on the building (e.g., one floor, two floor, total loss).
    • What is the likelihood of further damage?
    • What activities were taking place in the building (e.g., science experiments, play practice)?
    • What activities are taking place in the surrounding buildings/areas (e.g., sports camp, band practice, cheerleading camp)?
    • How many staff or students are affected by the incident?
    • Which students and staff are affected (e.g., class, athletic team)?
    • Are there any injuries or deaths as a result of the incident?
    • How did university personnel respond?
    • What outside agencies responded (police, fire, EMS)?
    • How are students and staff being indirectly affected (e.g., siblings/friends, classes in other buildings)?
    • What activities are currently being conducted on campus (e.g., athletic camps, band camps, orientations, etc.)?
    • In the case of workplace violence incident, has the perpetrator been identified/apprehended?
  • What university policies, procedures, or educational programs are in place to address the issues (e.g., student code or conduct, sexual assault awareness programs)?
  • Staff considerations
    • Which staff needs to be relieved of responsibilities in order to help with the incident?
    • Which staff may not be in a position to carry on normal duties?
      • What will be the impact on the university functions?
  • If requested by UComm, assess/monitor media coverage and related, lingering issues.
    • Assess/monitor communication with the university community, noting any emerging/lingering needs, concerns, misinformation, etc.
    • Review affected groups and groups needing information. For example:
      • Survivors
      • Survivors' family, friends, roommates
      • Enrolled students, parents, faculty and staff
      • Community members, media, etc.
  • What additional support will be needed (e.g., human (psychologists, structural engineers, etc.) and materials (freezers, building material, etc.)).
  • Volunteer surge
    • Where will volunteers be instructed to meet for assignments?
    • How will volunteers (those who show up to "help") be utilized?
  • Has grief counseling been established (if applicable)?
    • Where is the location of the grief counseling center?
    • Who is in charge of the counseling center?
  • Are basic needs of the campus community being met (e.g., food, clothing, shelter, phone calls home, etc.)?

On-Going Follow-up Considerations

  • Develop a response plan for the incident and who the key individuals are to carry out the plan.
    • Identify at-risk individuals (if applicable).
      • Who will follow up with high-risk individuals?
    • Will classes have to be relocated?
    • Will students have to be relocated to different living arrangements?
      • Have special housing arrangements been made?
    • Will memorials be planned (if applicable)?
    • Are there building, structural, mechanical issues?
    • Develop preventive measures to ensure the incident does not happen again.
  • Evaluate and debrief
      • Review the events of the "day".
      • Revise the recovery plan (e.g., plan for upcoming days).
      • Monitor reactions of the crisis team members (e.g., take care of the                   Recovery team's needs, physical, emotional, etc.).
      • Are there lingering gaps/needs in communications? (What are you hearing?) 
  • When will the Crisis Recovery Team meet again
    • Manage additional or unexpected issues
       

Note:  Remember the first responders (CMU and external) will handle the immediate crisis or incident.  We at the command center want to focus on support, providing resources and long-term recovery of the crisis or incident.

Acronyms/Definitions

ACRONYMDESCRIPTIONDEFINITION

CCG

Core Crisis Group

​A small group of key leaders that may assemble all or select members of the CRT as appropriate.
CERTCommunity Emergency Response Team​The Community Emergency Response Team (CERT) Program educates people about disaster preparedness for hazards that may impact their area and trains them in basic disaster response skills, such as fire safety, light search and rescue, team organization, and disaster medical operations. Using the training learned in the classroom and during exercises, CERT members can assist others in their neighborhood or workplace following an event when professional responders are not immediately available to help.

CMDHD

Central Michigan District Health Department​Local County Health Department (covering Arenac, Clare, Gladwin, Isabella, Osceola & Roscommon counties).
CRTCrisis Recovery Team​CMU's Crisis Recovery Team
Crisis Recovery Team Leader

Team Leader

​CMU staff member at the Command Center in charge of managing CMU's response to the incident.

EM

Emergency Manager/Management​Isabella County Emergency Manager – Marc Griffis

EMS

Emergency Medical Services

EOC

Emergency Operation Center​Isabella County EOC located at the corner of Isabella & Preston

FD

Fire Department

First Responders ​First arriving, police, fire & emergency medical services units at the scene of the incident.

Hazmat

Hazardous Materials

​Materials that may be toxic, corrosive, ignitable or reactive either by themselves or mixed.

HVAC

Heating Ventilation & Air Conditioning​Building systems that supply heated or cooled air.

 

IC

 

Incident Commander

The Incident Commander (at the scene of the incident) is the person responsible for all aspects of an emergency response; including quickly developing incident objectives, managing all incident operations, application of resources as well as responsibility for all persons involved. The Incident Commander sets priorities and defines the organization of the incident response teams and the overall Incident Action Plan. The role of Incident Commander is assumed by the first arriving personnel (police or fire). Command may be assumed by senior or higher qualified personnel upon their arrival or as the situation dictates. Even if subordinate positions are not assigned, the Incident Commander position will always be designated or assumed.

ICHMRT

Isabella County Hazardous Materials Response Team

A group of Isabella County firefighters that are tasked with responding to hazardous materials releases/incidents.  The ICHMRT may only be activated by the responding fire department.
ACRONYMDESCRIPTIONDEFINITION
ITInformation TechnologyCMU Information Technology

 

LEPC

 

Local Emergency Planning Committee

Industries or agricultural sites that use, produce or store extremely hazardous substances at or above established quantities are required by law to plan for emergencies. The Local Emergency Planning Committee (LEPC) ensures that this law is enforced. The LEPC program is also known as SARA (Superfund Amendment Reauthorization Act) Title III is the section of federal law that outlines the program.  In Michigan, each county is designated as a Local Emergency Planning district. 

MCM

McLaren Central Michigan Hospital

 

Local Hospital

MDEQ

Michigan Department of Environmental QualityState of Michigan Regulatory agency tasked with protecting the environment.

MDOT

Michigan Department of TransportationState of Michigan Regulatory agency tasked with transportation laws

MIOSHA

Michigan Occupational Safety & Health Admin.State of Michigan Regulatory agency tasked with worker safety

MMR

Mobile Medical ResponseEMS units (ambulance) in Isabella, Clare & Gratiot Counties

NRC

National Response Center

The primary function of the National Response Center is to serve as the sole national point of contact for reporting all oil, chemical, radiological, biological, and etiological discharges into the environment anywhere in the United States and its territories. In addition to gathering and distributing spill data for Federal On-Scene Coordinators and serving as the communications and operations center for the National Response Team. NRC maintains agreements with a variety of federal entities to make additional notifications regarding incidents meeting established trigger criteria.

PAR

Personal Accountability Report

An incident update that accounts for all personnel and gives a briefing of the incident on average every ten minutes to a group of assembled leaders.
PDPolice Department 

PEAS

Pollution Emergency Alerting SystemPart of the Michigan Department of Natural Resources & Environment.

SERC

State Emergency Response                      Commission

The SERC is required under Section 301 of SARA Title III.  There are specific duties that the SERC is required to perform under SARA Title III.  The Commission was created as an advisory body within the Department of State Police.  

Scribe

 Person assigned to document known information regarding the incident.

 

 

If you have any questions or concerns please contact the CMU Police at (989) 774-3081 or Kathy Litwiller at (989) 774-7398 / litwi1km@cmich.edu.

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