Communication During Emergency Events Policy

I. Scope

This policy impacts all National and Global locations.

II. Policy Statement

IWU National and Global has adopted guidelines and procedures for the correct flow of information and communications for emergency situations at Indiana Wesleyan University’s regional locations with the intent to enhance the effectiveness of emergency response and recovery efforts.

III. Reason for the Policy

The purpose of this policy is to ensure that National and Global operations can efficiently and effectively communicate with personnel and students in emergency situations.

IV. Procedures

In general, all communications should be guided by the priorities for emergency response as articulated in IWU’s Integrated Emergency Operations Plan.

1. Protection of Human Life
2. Protection of University Assets
3. Maintenance of University Services
4. Restoration of University Operations

Expectations

The expectations for internal communications and information flow during such times are that information will flow back through normally established chains of command from site operations personnel back to individual regional and main campus leadership. Individual departments within each regional site SHOULD NOT be communicating directly with their supervising departments, schools, or academic units at main campus.

Instead, information will flow from the site operations back through Non-Residential Leadership and out to affected departments, schools, or academic units in Marion, the non-residential community as a whole, and/or the university as a whole as needed and as directed by university leadership. Individuals located at a regional site during an emergency situation are discouraged from excessive or non-critical communication via mobile devices or services, as disrupted and/or slowed service, conflicting reports and/or inappropriate steps may result.

The expectations regarding external communications and information flow are that such communications will occur only as directed from the Non-Residential Cabinet or higher IWU leadership levels. Any requests for information from external media sources should be directed back through normal reporting chains. IWU personnel, without proper authorization, SHOULD NOT post or share any images, information, notifications, messages, etc. during or after any emergency situation via any type of social media.

Procedures – Internal

Communication should follow these general steps. (See the flow chart on page 4 for visual representation.)

1. Notifications to produce movement of individuals on scene to maintain physical security and/or safety for those individuals and to protect university assets as much as possible by site personnel.
   • This can happen via a combination of on-site and off-site generated communications (contacts with local emergency response agencies and authorities, verbal communication on site, IWU Alert message either on or off site, etc.)
2. Notification of, first, appropriate Regional Dean and, second, Director of Operations by site operations personnel.
   • This can happen by way of or a combination of email, texts, and phone calls, etc.
3. Notification of Associate Vice President (AVP) for Regional Education and CEO for Non-Residential Education by Director of Regional Operations and Support.
4. Notification of appropriate non-operations, supervising departments, schools, or academic units located in Marion (Student Services, AES, Helix, Financial Aid, etc.) by AVP for Regional Education or Director of Regional Operations.
5. Notification of appropriate overall university leadership by the CEO for NonResidential Education.
6. University leadership will make a decision to activate IWU Integrated Emergency Operations Plan and involve the University Media Relations Team.

Procedures – External

Inquires or requests for information or interviews from outside IWU should be directed back through the same informational flow channels as indicated for internal communications. External communication points will be defined as Appropriate Regional Dean, AVP for Regional Education, and CEO for Non-Res Education or IWU leadership designee. (Highlighted in yellow and underlined on the flow chart on page 4.)

Only these approved external communications points are authorized to communicate for the university in appropriate settings and situations. Individuals other than these approved external communications points should respond to questions or requests for information in a professional manner with statements such as the one listed below.

“Indiana Wesleyan University has initiated its emergency protocols to ensure the safety of its students, employees, and guests. A University spokesperson will provide information regarding the situation as soon as possible.”