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.
  1. President (or Executive Administrative Assistant to the President)
    The President or the Executive Administrative Assistant ensures that all departmental employee reports and all members of the administrative chain of command are aware of decisions made
                  
    1. Notifies the Provost and Vice President for Academic Affairs             
    2. Notifies the Vice President for Administration and Finance
    3. Notifies the Vice President for University Relations & Advancement
    4. the Chief of Staff
    5. Notifies the Director of Human Resources/Affirmative Action
    6. Notifies the Director of Marketing and Communications
    7. Notifies the Director of Athletics
    8. Notifies the Chancellor’s Office
    9. Notifies the Associate Vice Chancellor, UHSL/UHSCR
    10. Notifies the Victoria College Administration
    11. Maintains communications with the Director of Marketing and Communications
    12. Each of the above in turn notify the employees reporting to them
    13. See Communications Item No. 9, Administrative Chain of Command Decision Maker, page 12 for additional responsibilities
  2. 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:            
    1. Notifies the Dean, School of Arts & Sciences
    2. Notifies the Dean, School of Business Administration
    3. Notifies the Dean, School of Education & Human Development
    4. Notifies the Dean, School of Nursing
    5. Notifies the Associate Provost for Academic Affairs
    6. Notifies the Associate Vice President for Student Affairs
    7. Notifies the Associate Vice President for Institutional Effectiveness
    8. Notifies the Director of Institutional Research
    9. Notifies the Research Administrator
    10. Notifies the Senior Director of Libraries
    11. Notifies Center for Teaching Initiatives (CTI)<
    12. The Library, generally, will remain open if one of the institutions (UHV or VC) remains open. Upon notification of UHV closure, the Senior Director of Libraries will coordinate Library closure with Victoria College emergency management personnel. However, UHV employees should use their own discretion when traveling
    13. Each of the above in turn notify the employees reporting to them, including adjuncts, temporary and student employees
    14. In the absence of the President, see Communications Item No. 9, Administrative Chain of Command Decision Maker, page 12 for additional responsibilities 
  3. 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.
    1. Notifies the Sr. Director of Information Technology
    2. Notifies the Director of Facilities Services
    3. Notifies the Director of Business Services
    4. Notifies the Director of Finance (Comptroller)
    5.  Notifies the Director of Budget
    6. Notifies Petroleum College International
    7. Notifies Victoria Chamber of Commerce
    8. Each of the above in turn notify the employees reporting to them, including temporary and student employees
    9. In the absence of the President and the Provost and Vice President for Academic Affairs, see Communications Item No. 9, Administrative Chain of Command Decision Maker, page 12 for additional responsibilities
  4. Vice President for University Relations & Advancement  (Director, Corporate & Foundation Relations, alternate) 
                  
    1. Notifies the Director of Stewardship & Planned Giving
    2. Notifies the Director of Corporate & Foundation Relations
    3. Notifies the Alumni Relation and Development Specialist
    4. Each of the above in turn notify the employees reporting to them including temporary and student employees
    5. In the absence of the President, the Provost, and the Vice President for Administration and Finance,see Communications Item No. 9, Administrative Chain of Command Decision Maker, page 12 for additional responsibilities
  5. Chief of Staff (or Administrative Assistant)
    1. Notifies the Coordinator of Special Events
    2. Each of the above in turn notify the employees reporting to them, including temporary and student employees
    3. In the absence of the President, the Provost, the Vice President for Administration and Finance, and the Vice President for University Relations & Advancement, see Communications Item No. 9, Administrative Chain of Command Decision Maker, page 12 for additional responsibilities
  6. Associate Provost for Academic Affairs
    1. In the absence of the President, the Provost, the Vice President for Administration and Finance, the Vice President for University Relations & Advancement, and the Chief of Staff, see Communications Item No. 9, Administrative Chain of Command Decision Maker, page 12 for additional responsibilities
  7. Associate Vice President for Student Affairs (Sr. Administrative Assistant, alternate
    1. Notifies the Sr. Director of Enrollment Management
    2. Notifies the Director of Student Life and Services
    3. Notifies the Director of Housing
    4. Notifies the Director of Student Retention and Academic Success
    5. Notifies the Registrar
    6. Notifies the Director of the Counseling Center
    7. Notifies the Sr. Administrative Assistant for Student Affairs
    8. Notifies the Applications Program/Developer
    9. Notifies the Director of Financial Aid
    10. Each of the above in turn notify the employees reporting to them, including temporary and student employees
    11. In the absence of the President, the Provost, the Vice President for Administration and Finance, the Vice President for University Relations & Advancement, the Chief of Staff, and the Associate Provost for Academic Affairs, see Communications Item No. 9, Administrative Chain of Command Decision Maker, page 12 for additional responsibilities
  8. Sr. Director of Information Technology
    1. Notifies the Network Planning & Development Manager
    2. Notifies the Web Services Manager
    3. Notifies the User Services Administrator
    4. Notifies the Senior Systems Administrator
    5. Notifies the Sr. Administrative Assistant
    6. Each of the above in turn notify the employees reporting to them, including temporary and student employees
    7. In the absence of the President, the Provost, the Vice President for Administration and Finance, the Vice President for University Relations & Advancement, the Chief of Staff, the Associate Provost for Academic Affairs, and the Associate Vice President for Student Affairs see Communications Item No. 9, Administrative Chain of Command Decision Maker, page 12 for additional responsibilities
  9. Administrative Chain of Command Decision Maker
    1. Authorizes campus-wide messages for voicemail, e-mail, website, social media, switchboard and PIER with the appropriate responsible departments
    2. 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)
  10. Cabinet members, School Deans and Department Heads
    1. Keep all departments or offices within their areas informed
    2. Maintain a current copy of the Emergency Telephone Listing (in Appendix A) and emergency plan procedures at work and at home
    3. Ensure updated departmental personnel rosters are maintained both at work and at home
  11. Director of Facilities Services (Building Maintenance Manager, alternate)
    1. Communicates conditions of facilities and grounds to the President daily
    2. Maintains close communication with the Vice President for Administration and Finance and the Safety & Risk Manager
    3. Maintains close communication with the Building Maintenance Manager
    4. Maintains close communication with department supervisors, administrative staff and student housing director
    5. Verifies student housing facilities have completed their assigned tasks in preparation for facility emergency shutdown
    6. Contacts the UH Department of Plant Operations Associate Vice Chancellor/Associate Vice President for Plant Operations as necessary
    7. Assesses and communicates utility availability at UHV
    8. 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
    9. Communicates assessment of on site and off site facilities affected by the emergency
  12. Director of Business Service
    1. Notifies the Aramark Director
    2. Maintains close communications with the Vice President for Administration and Finance and the Safety & Risk Manager
    3. Maintains close communications with Purchasing on procurement activities
    4. Maintains close communications with Contract Administration Services, ProCard Services, Campus Safety, and Campus Security
  13. Safety & Risk Manager
    1. Communicates ongoing event developments to ERT and Recovery Teams
    2. Communicates weather and road conditions and assessments of campus environments
    3. Communicates the decision to cancel classes or to close the campus to university and external organizations with university facilities reservations
    4. Maintains communication with The Victoria College Department of Police and Campus Security and the Victoria Police Department
    5. Maintains communication with UHDPS Police Department and provide emergency contact information
    6. Notifies the Victoria Local Emergency Planning Committee (LEPC) of campus decisions when appropriate and serves as the LEPC contact for the university
    7. Maintain communications with the UHSL/UHSCR Safety & Risk
    8. Maintain communications with the UHS Risk Manager
    9. Maintain communications with Fagan Answering Service
  14. UHDPS Police Department Security Officer
    1. Immediately contacts Safety & Risk Manager or the Business Services Coordinator for special instructions
    2. Ensures 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
    3. Contacts operations (dispatcher) of UHDPS to update them twice daily on conditions in Victoria and to request any special instructions
    4. Verifies that all non-essential employees and all students have evacuated and all facilities are secured by the designated time
    5. Maintain campus security
  15. Director of Marketing and Communications (Communications Specialist, alternate)
    1. Focuses primarily on external communications
    2. Maintains communications with the President
    3. Maintains communications with the Director of Human Resources
    4. Maintains communications with the Telecommunications Analyst (switchboard message changes), providing a copy of press release information for the specialist’s use
    5. Maintains contact with the City/County Emergency Operations Center in the event of closures and other emergency situations impacting the community
    6. 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
    7. 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
    8.  Provides for television channel "crawlers" to provide important updates to the public;
    9. Maintains home cell phone and fax accessibility, conditions permitting
  16. Director of Housing
    1. Communicates with staff and residents that the residence hall will be closing.  The Director ensures that contact information for each resident and staff member is available. The Director and the JH Maintenance Supervisor walk the residence hall to ensure that all rooms are vacant and locked
    2. Notifies American Campus Communities Regional Manager via telephone
    3. Notifies JH Maintenance Supervisor in person or via telephone
    4. Notifies Assistant Hall Director in person or via telephone
    5. Notifies Bookkeeper in person or via telephone
    6. Notifies Resident Assistant Staff in person
    7. Notifies Desk Staff in person or via telephone
    8. Conduct a unit-by-unit check to ensure a full evacuation
    9. Update roster with emergency destination location and information
    10. Maintains contact with ERT, Regional Manager, and housing staff
    11. Assigns tasks to staff members listed above       
      1. Install pre-cut, numbered plywood in windows            
      2. Secure all power tools
      3. Back up all computer data
      4. Unplug all computers
      5. Raise first floor furniture on blocks
      6. Remove all key rings, master/sub master keys and key logs
      7. Coordinate with campus security. Provide them with contact names and phone numbers of management and maintenance staff
      8. Contact fire alarm and security alarm monitoring companies to let them know that you are evacuating the property
      9. While conducting unit checks, remove all food from refrigerators and dispose of food in the outside trash dumpster/compactor
      10.  Be sure that maintenance staff have their radios with them, along with extra batteries
      11. Verify by roster that every resident has been notified and contact information updated
         
    12. Notifies the UHV Director of Facilities Services when all student housing tasks have been completed
  17. Director of Athletics (Athletic Coordinator, alternate)
    1. Notifies the Athletic Coordinator and the Administrative Secretary
    2. Notifies the Head Baseball Coach and the Head Softball Coach
    3. Notifies the Men’s and Women’s Golf Coaches
    4. Notifies the Men’s and Women’s Soccer Coaches
    5. Each of the above in turn notify the employees and/or students reporting to them, including temporary and student employees
  18. Telecommunication Analyst
    1. Immediately upon campus closure, Telecommunications Analyst is to change the outgoing switchboard message
    2. Communicates information by voicemail, as directed by ERT members to all employees as event occurs, day or evening, if that service is available
    3. Maintains close communication with the Director of Marketing and Communications for ongoing developments that may affect outgoing messages.  Director of Marketing and Communications will fax or email a copy of press release and requests a confirmation of the fax or email from Telecommunications Analyst.  During power outages, information will be relayed by phone or any other communication method available
    4. Updates messages to the main switchboard in Victoria
    5. Rolls over University 800 numbers to the main switchboard message including main 800 line, Library and Facilities Services-Outreach building
    6. Maintains home fax, email and cell phone availability, conditions permitting, throughout the emergency
    7. Ensures alternates are familiar with switchboard messaging procedures
  19. Small Business Development Center (SBDC)
    The Director or designee will handle the following:
    1. Notify scheduled clients of closure
    2. Notify UTSA Regional SBDC office of closure and provide an updated emergency phone/address contact list
    3. Notify SBA Project Officer of closure and provide an updated emergency phone/address contact list
    4. Provide Dean of School of Business Administration with updated emergency phone/address contact list
    5. Notify all staff members to make preparations to operate from home if needed
  20. Administrative Assistants/Secretaries
    1. The Administrative Assistants for the President, Provost and Vice President for Academic Affairs,< Vice President for Administration and Finance, Associate Vice President of Student Affairs, Chief of Staff, Associate Vice Chancellor, UHSL/UHSCR as well as the Administrative Assistants or Sr. 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 the Provost’s Sr. Administrative Assistant, who will continue with the Provost’s assigned departmental notifications
    2. 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
    3. 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
    4. 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
  21. Telephone Receptionist – Visitor Information Kiosk
    1. The Telephone Receptionist 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 Telephone Receptionist should adhere to the following protocol:
    2. Until advised to the contrary, the Telephone Receptionist shall 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
    3. Listed in order of priority, the Telephone Receptionist shall 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      
      1. Director of Marketing and Communications, (361) 570-4350             
      2. Safety & Risk Manager, (361) 570-4245
      3. Director of Business Services, (361) 570-4820
      4. Vice President for Administration and Finance, (361) 570-4810
  22. Caller Inquires At University of Houston-Victoria
    1. Students - contact the Registrar’s office at 361-570-4121 or toll free at 1 877-970-4848
    2. Faculty - contact the Office of the Provost and Vice President for Academic Affairs at (361) 570-4321 or extension 321 for current University information and updates
    3. Staff – contact the Telephone Receptionist at (361) 570-4848 or 1 (877) 970-4848 for current University information and updates
    4. All Callers – should monitor the local TV stations and radio stations
    5. Visit the University of Houston-Victoria Emergency Information website hosted on the PIER system and accessible at http://www.uhvemergency.info to view the latest available emergency management communications and information
  23. Communications to Close the UH Sugar Land
    1. The final decision to close the UH Sugar Land will be made by the Associate Vice Chancellor, UHSL/UHSCR
    2. The UHSL Director will maintain close communications with the Associate Vice Chancellor, UHSL/UHSCR, advising him/her of learning center and area conditions affecting that site
    3. The Associate Vice Chancellor, UHSL/UHSCR will notify other UHS components of the decision to close the UH Sugar Land
    4. The UH Sugar Land Director will notify all learning center staff at the site
  24. Communications to Close the UHS at Cinco Ranch
    1. The final decision to close the UHS at Cinco Ranch will be made by the Associate Vice Chancellor, UHSL/UHSCR
    2. The UHSCR Director will maintain close communications with the Associate Vice Chancellor, UHSL/UHSCR, advising him/her of learning center and area conditions affecting that site
    3. The Associate Vice Chancellor, UHSL/UHSCR will notify other UHS components of the decision to close the UHS at Cinco Ranch
    4. 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