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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.
- Other employees are required to provide telephone numbers or other means of contact for emergency communications.
- The President (or Executive Administrative Assistant to the President)
The President or the Executive 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, UH System SL/CR
- Notifies the Chief of Staff
- 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 the Sr. Director of Student & Academic Services
- 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
- The Chief of Staff (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, and the Vice President for Administration and Finance, see Communications Item No. 7, page 8 for additional responsibilities
- Sr. Director of Information Technology
- Notifies Systems Network Administrator
- Notifies User Services Administrator
- Notifies Senior I.T. Assistant
- 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, and the Chief of Staff, see Communications Item No. 7, page 8 for additional responsibilities
- University Advancement (vacant) (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
- 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 and Career Services Director
- 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 Manager, 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, as directed by ERT members to all employees as event occurs, day or evening, if that service is available
- Maintains close communication with the Communication Manager for ongoing developments that may affect outgoing messages. Communication Manager will fax or email a copy of press release and requests a confirmation of the fax or email from Telecommunications Specialist. During power outages, information will be relayed by phone
- Updates messages to the main switchboard in Victoria
- University 800 numbers will be rolled over to the main switchboard message, including main 800 line, Library and Regional Outreach
- 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 Manager, alternate)
- 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 UHV Building Maintenance Manager.
- 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 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 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, Chief of Staff, Associate Vice Chancellor, UH System SL/CR 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 Executive 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 Incident Command System Team or the Emergency Response Team, the Executive 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 Incident Command System Team or 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 the Associate Vice Chancellor, UH System SL/CR.
- The UHSSL Director will maintain close communications with the Associate Vice Chancellor, UH System SL/CR, advising him/her of learning center and area conditions affecting that site.
- The Associate Vice Chancellor, UH System SL/CR 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.
- Communications to Close the UHS at Cinco Ranch
- The final decision to close the UHS at Cinco Ranch will be made by the Associate Vice Chancellor, UH System SL/CR.
- The UHSCR Director will maintain close communications with the Associate Vice Chancellor, UH System SL/CR, advising him/her of learning center and area conditions affecting that site.
- The Associate Vice Chancellor, UH System SL/CR 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.
- 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 6) 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.
- Communication Manager, (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.