Crisis Communication

statue

Dixie State University
Crisis Communication Plan

In the event of a crisis involving Dixie State University, the following crisis communication plan should be implemented:

  • Faculty or staff involved in or present at the time of a crisis, if not hurt, are responsible for informing the Chief of Police if an immediate threat or imminent danger is present, and the Chief of Police is then responsible for informing the President. Otherwise, the faculty or staff member is responsible for informing the President.
  • The President is responsible for informing the Chief Marketing & Communication Officer and the members of President’s Cabinet who will be responsible for responding to the incident.
  • To ensure all pertinent information is shared with all vested parties, the following lines of communication will be followed:
    • The President is responsible for informing the Board of Trustees.
    • The Vice President of Advancement is responsible for informing key donors and alumni impacted by the crisis.
    • The Vice President of Student Affairs is responsible for informing students impacted by the crisis.
    • The Vice President of Government Relations is responsible for informing government officials whose jurisdictions are impacted by the crisis.
    • The General Counsel is responsible for informing and working with the Utah Office of the Attorney General.
    • The Provost/Vice President of Academic Affairs is responsible for informing faculty impacted by the crisis.
    • The Chief Marketing & Communication Officer is responsible for informing staff impacted by the crisis.
    • The Chief Marketing & Communication Officer is responsible for informing the Switchboard Operator and providing instruction on what information to pass along to callers.
    • The Chief Marketing & Communication Officer is responsible for informing the Webmaster, who is responsible for posting updates on the dixie.edu homepage.
    • The Chief Marketing & Communication Officer is responsible for informing the Social Media Specialist, who is responsible for posting updates on DSU’s official social media pages.
    • The Vice President of Administrative Affairs is responsible for informing Facilities Management of any precautions that need to be taken.
    • The Chief of Police is responsible for notifying the Executive Director of Event Services & Risk Management, who is responsible for enabling campus alerts if necessary.
  • The Chief Marketing & Communication Officer is responsible for assembling the Crisis Communication Team.
    • The Chief Marketing & Communication Officer (or a designee appointed by the Chief Marketing & Communication Officer) is responsible for serving as the chair of the Crisis Communication Team and as the Public Information Officer (PIO) for the duration of the crisis.
    • The Crisis Communication Team is responsible for keeping the President and appropriate legal authorities up to date as developments occur.
    • The Crisis Communication Team is responsible for gathering and documenting available information as soon as possible, verifying facts, time coding information as it is received, and gaining necessary approval before disseminating information.
    • The Crisis Communication Team is responsible for designating a Joint Information Center (JIC), based on the type of crisis and the needs for each particular crisis.
    • The Crisis Communication Team is responsible for enlisting the advice of legal counsel.
    • The Crisis Communication Team is responsible for keeping the media apprised.
      • The Crisis Communication Team is responsible for determining who will serve as spokesperson(s) and drafting and maintaining the University’s official statement.
      • The Crisis Communication Team and General Counsel are responsible for working together to make sure as much information as possible can be released without jeopardizing any possible investigations or forthcom
        • At the press briefing, the Crisis Communication Team is responsible for managing, checking, and documenting members of the media’s official media credentials and providing instructions such as restrictions on movement, photography, filming, and recording devices.
      • The Crisis Communication Team is responsible for following up on media inquiries, monitoring media coverage, assessing and correcting factual errors, advising members of the media of any significant new developments, and logging contacts with members of the media.
    • Upon the conclusion of the crisis, the Crisis Communication Team is responsible for debriefing the President and evaluating management of the crisis.