A timely and appropriate response to a critical incident requires the timely collection of accurate information, void of all rumor or innuendo, which must be evaluated by the facts presented. An initial response may have to be made on “best available information” but must not be hastened by assumed information, unfounded, or rumored information. Information gathered in response to an incident must be continually updated and the information freely shared with those working on the response. The President and The Executive Cabinet, together with the members of the CIRT, must be kept abreast of additional information as it is acquired.

As the managing principles of the organization, the President and The Executive Cabinet often find themselves as chief spokespersons for the University. These individuals must be informed of changes that affect the University response. The preferred method to update the President and The Executive Cabinet is for a single channel of information flow as dictated by the Vice President for Student Life or his designated representative. Under no circumstances should information be allowed outside the University system without the notification to the President and/or members of The Executive Cabinet. The University must speak with one voice and the simplest way to accomplish this is to channel all information to the Vice President for Student Life for briefing to the respective cabinet members.

Type Incidents Where CIRT May Be Required

Type Incidents Where CIRT Maybe Required

• Death, serious accident, or illness involving a student, faculty, or staff member on or away from the campus.
• Fire/bomb threat/natural disaster/terrorist attach or major property damage.
• Sexual assault, rape, and other crimes.
• Hate crimes and violence.
• Campus unrest and demonstrations.
• Communicable diseases*

*Refer to the Interim Pre-pandemic Planning Guidance: Community Strategy for Pandemic Influenza Mitigation in the United States published by the Centers for Disease Control and Prevention. This document can be found on-line HERE. Also, refer to the Colleges and Universities Pandemic Influenza Planning Checklist HERE.

General Information Required in All Situations

The collection of general information should be accomplished by using the basic principles outlined in paragraph 2-5. Those principles ideas are: Who, What, Where, When, How. General elements of essential information are:

1. What has happened?
2. What is the identity of the source of the information: name, address, and telephone number?
3. Where did the incident happen?
4. Who is involved in the incident? Who have you notified?
5. When did the incident occur? When were you notified?

Considerations

As CIRT gathers to discuss options, there are many issues in a situation that may surface. Some of those issues are:

1. What information should be provided to the University community and in what manner?
2. Should the University switchboard be activated to handle evening, night, and weekend traffic?
3. Should a telephone bank be set up or a group of offices designated to handle non-media inquires?
4. Is individual or group ministerial counseling needed? Friends, associates, and relatives may be affected in various ways.
5. Should a statement be made to the campus community about the availability of counseling?
6. How should requests for information be routed? Generally through the Vice President for Marketing & Planning (public) and Student through the Vice President for Student Life (students and faculty/staff)?

Additional Information Concerning Particular Incidents

Appendices D-I contain a variety of questions that can be used in the CIRT’s determination of how a critical incident should be handled. The questions are not all inclusive. Other questions should be generated in that no two incidents are the same.