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FY2008-2009 Business
Continuity Plan
Communications
Once a decision to close the campus has been made by the President (or
designee), the communication process begins. The method of communication,
whether email, telephone, text messaging, or person to person, will depend upon
the service available at the time of the emergency.
- Each department and school unit head shall maintain a current phone and email
listing of all key employees. This list shall be maintained both at work and at
home. Key employees, e.g. recovery team members are required to provide home
phone and cell phone numbers and email contact information.
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Other employees are required to provide telephone numbers or other means of
contact for emergency communications.
- The President (or Administrative Assistant to the President)
The President or the Administrative Assistant insures that all departmental
employee reports and all members of the administrative chain of command are
aware of decisions made:
- Notifies each Vice President
- Notifies the Associate Vice Chancellor UHSSL/Vice President
- Notifies the Executive Assistant to the President
- Notifies the Director of Human Resources
- Notifies the Director of Athletics
- Notifies the Chancellor’s Office and Victoria College Administration
- Maintains communications with the Director of Marketing
- Each of the above in turn notify the employees reporting to them
- See Communications Item No. 7, page 8 for additional responsibilities
- The Provost and Vice President for Academic Affairs (or Sr. Administrative
Assistant)
The Provost and Vice President for Academic Affairs or the Sr. Administrative
Assistant becomes the primary point of contact for the academic related areas:
- Notifies each School Dean
- Notifies the Research Administrator
- Notifies Northside Center in El Campo
- Notifies the Sr. Director of Student & Academic Services
- Notifies the Director of International Programs and Special Projects
- Notifies the VC/UHV Sr. Director of Libraries
- The Library, generally, will remain open if one of the institutions (UHV or
VC) remains open. Upon notification of UHV closure, the Sr. Director of
Libraries will coordinate Library closure with Victoria College emergency
management personnel. However, UHV employees should use their own discretion
when traveling.
- Each of the above in turn notify the employees reporting to them, including
adjuncts, temporary and student employees
- In the absence of the President, see Communications Item No. 7, page 8 for
additional responsibilities
- The Vice President for Administration and Finance (or Sr. Administrative
Assistant)
The Vice President for Administration and Finance determines whether there is a
need for staffing to answer phones, relay information, etc.
- Notifies the Director of Business Services
- Notifies the Director of Finance
- Notifies the Director of Financial Aid
- Notifies the Director of Budget
- Notifies the Director of Facilities Services
- Notifies the Director of Marketing
- Notifies Petroleum College International
- Notifies Victoria Chamber of Commerce
- Notifies the Sr. Director of Information Technology
- Each of the above in turn notify the employees reporting to them, including
temporary and student employees
- In the absence of the President and the Provost, see Communications Item No.
7, page 8 for additional responsibilities
- Associate Vice Chancellor UHSSL/Vice President (Director of Stewardship &
Planned Giving, alternate)
- Notifies the Director of Stewardship & Planned Giving
- Notifies the Director of Annual Giving
- Notifies the Alumni Relation and Development Specialist
- Notifies the Director of University of Houston System at Sugar Land (UHSSL)
- Notifies the Director of University of Houston System at Cinco Ranch (UHSCR)
- Each of the above in turn notify the employees reporting to them, including
temporary and student employees
- In the absence of the President, the Provost, and the Vice President for
Administration and Finance, see Communications Item No. 7, page 8 for additional
responsibilities
- The Executive Assistant to the President (or Administrative Assistant)
- Notifies the Coordinator of Special Events
- Each of the above in turn notify the employees reporting to them, including
temporary and student employees
- In the absence of the President, the Provost, the Vice President for
Administration and Finance, and the Associate Vice Chancellor UHSSL/Vice
President, see Communications Item No. 7, page 8 for additional responsibilities
- Sr. Director of Information Technology
- Notifies Systems Network Administrator
- Notifies Help Desk Manager
- Notifies Support Staff
- Notifies Applications and Database Programmer
- Notifies Academic Computing Services Manager
- Notifies Telecommunications Specialist
- Notifies Network Administrator
- Notifies Web Services Manager
- Each of the above in turn notify the employees reporting to them, including
temporary and student employees
- In the absence of the President, the Provost, the Vice President for
Administration and Finance, the Associate Vice Chancellor UHSSL/Vice President,
and the Executive Assistant to the President, see Communications Item No. 7,
page 8 for additional responsibilities
- Administrative Chain of Command Decision Maker
- Authorizes campus-wide voicemail, e-mail, outgoing switchboard message and Web
site communication with responsible departments
- Assumes communication roles of all absent higher chain of command (for
example, if the President is unavailable, the next in charge ensures that the
personnel the President is to contact are advised; if the President and Provost
and Vice President for Academic Affairs are unavailable, then the Vice President
for Administration and Finance assumes communication responsibilities for both
the President and the Provost, and so on).
- Cabinet members, School Deans and Department Heads
- Keep all departments or offices within their areas informed
- Maintains a current copy of the Emergency Telephone Listing (in Appendix A)
and emergency plan procedures at work and at home
- Ensures updated departmental personnel rosters are maintained both at work and
at home
- The Safety & Risk Manager
- Communicates ongoing event developments to ERT and Recovery Teams
- Communicates weather and road conditions and assessments of campus
environments
- Maintains communication with The Victoria College Department of Police and
Campus Security
- Maintains communication with UHDPS Police Department and provide emergency
contact information
- Notifies the Victoria Local Emergency Planning Committee (LEPC) of campus
decisions when appropriate and serves as the LEPC contact for the university
- UHDPS Police Department Security Officers
- Immediately contact Safety & Risk Manager or the Senior Business Services
Assistant (alternate) for special instructions
- Ensure that notices are posted concerning a campus closure at all main
entrances to University buildings and ensure that these signs are removed at
appropriate times
- At least one officer contact operations of UHDPS to update them on conditions
in Victoria and to request any special instructions
- Verify that all non-essential employees and all students have evacuated and
the buildings are secured by the designated time
- Maintain campus security
- The Sr. Director of Student & Academic Services (Sr. Administrative
Secretary, alternate)
- Notifies the Manager of LEAD
- Notifies the Manager of Student Services
- Notifies the Academic Center Manager
- Notifies the Registrar
- Notifies the Sr. Administrative Secretary of Student & Academic Services
- Each of the above in turn notify the employees reporting to them, including
temporary and student employees
- Director of Marketing (Communications Coordinator, alternate)
- Focuses primarily on external communications
- Maintains communications with the President
- Maintains communications with the Director of Human Resources
- Maintains communications with the Telecommunications Specialist (switchboard
message changes), providing a copy of press release information for the
specialist’s use
- Maintains contact with the City/County Emergency Operations Center in the
event of closures and other emergency situations impacting the community
- Releases information to the area news media. Radio and television stations are
expected to be the primary source of information to the public, students, and
employees
- Notifies television media at least 30 minutes prior to broadcasts (which are
generally at 6:00 p.m., 10:00 p.m. and 6:00 a.m.)
- Provides for television channel "crawlers" to provide important updates to the
public;
- Maintains home cell phone and fax accessibility, conditions permitting
- The Telecommunications Specialist
- Immediately upon campus closure, Telecommunications Specialist is to change the
outgoing switchboard message.
- Communicates information by voicemail to all employees as occurs, day or
evening, if that service is available
- Maintains close communication with the Director of Marketing for ongoing
developments that may affect outgoing messages. Director of Marketing will fax
or email a copy of press release and requests a confirmation of the fax or email
from Telecommunications Director. During power outages, information will be
relayed by phone
- Updates messages to the main switchboard in Victoria
- Notifies UHS at Sugar Land, UHS at Cinco Ranch, Northside Center in El Campo
and other departments, if/as necessary, not serviced by voicemail of latest
communications
- University 800 numbers will be rolled over to the main switchboard message,
including main 800 line, Library and Regional Outreach
- Initiates emergency intercom broadcast message (Sr. Director of Information
Technology or Telecommunication Specialist)
- Maintains home fax, email and cell phone availability, conditions permitting,
throughout the emergency
- Ensures alternates are familiar with switchboard messaging procedures
- Director of Facilities Services (Building Maintenance Managers, alternates)
- Communicates conditions of facilities and grounds to the President daily.
- Maintains close communication with the Vice President for Administration and
Finance and the Safety & Risk Manager
- Maintains close communication with the Building Maintenance Manager for UHS at
Cinco Ranch and UHS at Sugar Land
- Maintains close communication with supervisors and administrative staff
- Contacts the UH Department of Plant Operations Associate Vice
Chancellor/Associate Vice President of Plant Operations as necessary
- Assesses and communicates utility availability at the various sites (including
UHS at Sugar Land, UHS at Cinco Ranch, Northside Center in El Campo, and UHV)
- Contacts Sr. Facilities Events Assistant to ensure that timely notice is given
to the users of the Multi Purpose Room. The University will reserve the right to
cancel events.
- Communicates assessment of on‑site and off‑site facilities affected by the
emergency.
- Director of International Programs & Special Projects
- Notify department staff including any temporary or student employees using
contact information file that is regularly updated to assure accuracy of phone
numbers in emergency situation
- Notify students currently out of country of restoration of campus operations
- Notify consortium members of restoration of campus operations
- Director of Athletics
- Notifies the Senior Secretary, Athletics
- Notifies the Head Baseball Coach and the Head Softball Coach
- Each of the above in turn notify the employees and/or students reporting to
them, including temporary and student employees
- Administrative Assistants/Secretaries
- The Administrative Assistants for the President, Provost and Vice President
for Academic Affairs, Vice President for Administration and Finance, Executive
Assistant to the President, Associate Vice Chancellor UHSSL/Vice President as
well as the Administrative or Senior Secretaries for each school will serve as
the alternate central communication point for their respective areas. For
example, if the Provost is unavailable, the President will contact his
Administrative Assistant, who will continue with the Provost’s assigned
departmental notifications.
- Administrative Assistants shall maintain both at home and at work, updated
rosters of home contact information for all employees in their division or
school as well as a current copy of the Business Continuity Plan.
- When the President (or designee) activates the Emergency Response Team, the
Administrative Assistant to the President will reserve the President’s
Conference Room in the University Center Building for the duration of the
emergency management event.
- When the President (or designee) activates the Emergency Response Team, the
SR. Administrative Assistant to the Provost will reserve the Conference Room A
in the University West Building for the duration of the emergency management
event.
- Small Business Development Center (SBDC)
The Director or designee will handle the following:
- Notify scheduled clients of closure
-
Notify UTSA Regional SBDC office of closure and provide an updated emergency
phone/address contact list
-
Notify SBA Project Officer of closure and provide an updated emergency
phone/address contact list
-
Provide Dean of School of Business Administration with updated emergency
phone/address contact list.
-
Notify all staff members to make preparations to operate from home if needed
- Communications to Close the UHS at Sugar Land
- The final decision to close the UHS at Sugar Land will be made by
administrators at the University of Houston-Victoria as Administrative Manager
of that site.
- The UHSSL decision will be based on information provided by the UHSSL
Director.
- The UHSSL Director will maintain close communications with the Associate Vice
Chancellor UHSSL/Vice President, advising him/her of learning center and area
conditions affecting that site.
- The Associate Vice Chancellor UHSSL/Vice President will notify other UHS
components of the decision to close the UHS at Sugar Land.
- The UHS at Sugar Land Director will notify all learning center staff at the
site.
- The current UHS, Weather Closing Communication instructions will be followed.
- Follow protocol for an Event 2 or Event 3 scenario, as appropriate (Page 5).
- Communications to Close the UHS at Cinco Ranch
- The final decision to close the UHS at Cinco Ranch will be made by
administrators at the University of Houston-Victoria as Administrative Manager
of that site.
- The UHSCR decision will be based on information provided by the UHSCR
Director.
- The UHSCR Director will maintain close communications with the Associate Vice
Chancellor UHSSL/Vice President, advising him/her of learning center and area
conditions affecting that site.
- The Associate Vice Chancellor UHSSL/Vice President will notify other UHS
components of the decision to close the UHS at Cinco Ranch.
- The UHS at Cinco Ranch Staff, if practical, will call or e-mail university
staff and faculty regarding closure. In all cases, a phone message will be
posted on the general number.
- The current UHS, Weather Closing Communication instructions will be followed.
- Follow protocol for an Event 2 or Event 3 scenario, as appropriate (Page 5).
- Switchboard Operator – Visitor Information Kiosk
The Switchboard Operator may be among the first to realize that a potential
emergency exists. In many instances the key indicator of a potential emergency
will be receiving incoming calls from students and employees inquiring whether
the campus will be closed or if classes will be cancelled. The Switchboard
Operator should adhere to the following protocol:
- Until advised to the contrary, assume an Event 1 (Page 5) situation and advise
callers accordingly: classes and office hours continue as usual. However,
students, faculty and staff should use discretion.
- Listed in order of priority, advise at least one of the following individuals
that you are receiving caller inquiries and ask if there has been a change in
normal campus status.
- Director of Marketing, (361) 570-4349
- Director of Business Services, (361) 570-4820
- Safety & Risk Manager, (361) 570-4245
- Sr. Administrative Assistant to Vice President for Administration and Finance
- Sr. Administrative Assistant to the Provost and Vice President for Academic
Affairs
- Caller Inquires At University of Houston-Victoria
- Students - contact Student Solutions at (361) 573-0000 or toll free at
1-800-687-3738. Student Solutions will maintain a listing of class cancellations
to share with callers.
- Faculty - contact the Office of the Provost at (361) 570-4321 or extension 321
for current University information and updates.
- Staff – contact the Switchboard Operator at (361) 570-4848 or 1 (877) 970-4848
for current University information and updates.
- All Callers – should monitor the local TV stations and radio stations.
- Visit the University of Houston-Victoria Emergency Information Web site hosted
on the PIER system and accessible at http://www.uhvemergency.info to view the
latest available emergency management communications and information.
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