Campus Crisis simulationImprovIng Campus-WIde response to an emergenCy

ChICago, ILmarCh 29 – 31, 2010

Is your campus prepared?

Campus Crisis simulationImprovIng Campus-WIde response to an emergenCyChICago, IL marCh 29 - 31, 2010

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a simulation approaCh: What you WILL LearnOver the course of three days, teams will work together to coordinate and test their readiness to respond to a crisis.

day 1Laying the groundwork: This is a chance for all of your team participants to come up-to-speed on the basics of emergency response from a planning, safety, communications, and student-focused perspective.

day 2Interactive simulation: The professionally-developed simulation will allow your team members to test different aspects of their response strategies. This all-day simulation, led by expert faculty, will guide your team through several intense decision-making points that will require a cross-campus coordination and perspective.

day 3Debrief: The in-depth debrief will focus on ways to improve your crisis response, once your team returns to campus, including re-examining your emergency response and communication plans.

simulation overview

Tragic events on college campuses, including natural disasters, facilities accidents and violent incidents, have created a heightened awareness of the importance of a coordinated, multi-departmental campus response. An inadequate and untimely response to a campus crisis can lead to fatalities, damaged infrastructure, public relations challenges and damage to your campus’ reputation. While the best preparation is conducting a simulation with all stakeholders on your campus, most campuses either do not have the time, effort, or resources to conduct a simulation or do not make the time to test the effectiveness of their plans. So, what can you do to prepare your campus?

Academic Impressions is presenting a unique event that will simulate an emergency situation that requires an immediate response and clear, efficient communication among key campus and community stakeholders.

praCtiCe with a Crisis simulation to ensure effeCtive team response

This event will focus on the coordination efforts of emergency response teams through simulating a very hands-on crisis. Therefore, to maximize this opportunity, it is important to bring key players from your campus.

Each campus should send a team of at least four individuals, each from a different area within the campus.

Team members should be chosen from:• Student affairs• Communications• Emergency management• Campus safety• Campus leadership

Additional members are invited to attend, up to a total of seven individuals per campus team. Please call (720.488.6800×259) if you have questions about your group.

event takeaways

Through active participation at this event, teams will learn:• How to best modify your existing emergency management/communication plans• Necessary responses for each stage of a crisis situation• Effective communication with local authorities and other officials/stakeholders

both on and off campus

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program agendaday 1: monday, marCh 29, 2010

4:00 – 5:00 P.m. Effective Communication and Partnerships with Campus & Community Stakeholders

Depending on the level of the emergency, it may be necessary to establish communication with local authorities or other community stakeholders. A successful emergency management plan will provide guidance on specifically whom to communicate with and offer some guidance on when it is appropriate to do so.

In this session, program faculty will share their perspective and ask for participants’ viewpoints in a discussion that will help provide direction on how to identify these stakeholders and get clarity on when, and at what level, they should become involved in the emergency situation.

5:00 – 6:00 P.m. Networking Reception (included in registration)

12:00 – 1:00 P.m. Registration

1:00 – 1:15 P.m. Opening Comments/Faculty Introductions

1:15 – 2:15 P.m. All-Hazards Disaster Planning: Developing a Scalable Framework for your Campus

Many effective emergency response plans begin with the establishment of a framework for decision-making that campus leaders can use to categorize the various types of emergencies that may occur. In this session, we will examine types of emergencies that may happen, and provide a perspective on how best to establish how decisions would be made across the spectrum – everything from short-term, isolated individual event cancellations to complete campus shut-downs.

2:15 – 2:45 P.m. Break

2:45 – 4:00 P.m. Effective Communication with Students, Staff, and Faculty

Once a crisis has happened on your campus, a critical first step is to determine how best to communicate with campus stakeholders. In this session, our program faculty will discuss how to make the best decisions about what messages to communicate to students, faculty, staff, and other campus constituents, when to communicate those messages, and how to effectively communicate those messages to them.Participants will examine different types of messaging systems that are available for message distribution, identify appropriate systems that may suit their own individual situations, and consider the factors required for successful communication implementation, maintenance, and upkeep.

Getting the basics of emergency response from safety, communications,

and student-focused perspectives.

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program agenda (CONTINUED)day 2: tuesday, marCh 30, 2010

8:00 – 8:30 A.m. Continental Breakfast (included in registration)

8:30 A.m. – Simulation5:00 P.m. (Lunch break midday, included in registration)

In this simulated campus crisis situation, participating campus teams will work together to respond to unfolding events throughout the day. The simulation has been designed to be relevant to every campus, regardless of campus location, size and student body profile, to ensure that your participation will be beneficial.

The simulation is complex and multi-layered to allow for depth in conversation and intentionally difficult decision-making. Teams will be challenged not only with information and crises, but also with choices requiring a quick response and a fully coordinated effort among campus and community stakeholders alike.

Program faculty and Academic Impressions staff will be available to consult with teams and provide guidance as each team navigates through the decision points in the crisis scenario. The faculty have been involved with dozens of crisis simulations and actual crises and will make every attempt to ensure that the simulation is realistic but also manageable.

This all-day interactive simulation will allow your

team members to test different aspects of their

response strategies.

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debriefing workshopsreviewing your Crisis management plan (inCluded in registration fee)

While the emphasis of the conference will be testing your communication skills during a crisis, we recognize that some participants will need some extra time, guided by the faculty, to discuss gaps in their own, respective crisis management plans.

These workshops will allow participants an opportunity to explore some of these gaps and brainstorm solutions for mitigating or closing them. Participants have the choice of participating in one of the following two workshops:

Crisis Communication Plan Track 1 – How to Revise your Crisis Communication Plan – 1:30 – 4:30 p.m (Break included) This session will introduce and explain the how-to involved in the steps in designing, implementing, and evaluating an institution-specific crisis communication/issues management plan. Attendees will develop the foundation for their plans during the remainder of the conference. Once you hear about the basic how-to following your simulation experience, this session will afford you an opportunity to discuss and apply lessons learned to your own institution’s crisis communications planning and implementation processes. Or, if you don’t already have a crisis communications plan, you will be provided a framework for developing your own crisis communications plan – one that not only will be NIMS/ICS compliant, but also will integrate into your institution’s crisis management plan. A faculty member will be on hand to help you address complexities and answer your questions.

Emergency Management Plan Track 11 How to Revise Your Emergency Management Plan – 1:30 – 4:30 p.m (Break included) In this final opportunity as a group, you can pose questions, problems, and challenges to the instructors and peer participants in order to refine your take-home workplans. This session will introduce and explain the how-to involved in designing, implementing, and evaluating your emergency management plan. It will cover the essential components of a basic plan and will focus on:• The critical nature of teamwork and collaboration• The role of the disaster planner in the development, maintenance, and testing of the plan

This session will highlight the basic components of a campus plan (promulgation, basic plan, annexes/appendices) as well as include current and up-to-date requirements to ensure compliance with the ever-changing federal requirements such as NIMS and ICS.

In addition, you will engage in a plan swap with other institutions. Using peer-review methods, each team will provide a blind review of the other participants’ campus disaster plans. This exercise will help you gather practical hints and tips for improving your plan.

day 3: wednesday, marCh 31, 2010

8:30 – 9:00 A.m. Continental Breakfast (included in registration)

9:00 – 10:45 A.m. Debrief: Simulation Reflections

In this session, program participants will have an opportunity to share their thoughts about the simulation experience. Program faculty and staff will facilitate individual and group discussions to help debrief the simulation experience and provide focused reflection questions to help participants assess and integrate what they have learned into their respective campus response plans.

10:45 – 11:00 A.m. Break

program agenda (CONTINUED)

11:00 – 11:45 A.m. Debrief: The impact of social networking on communication

In some circumstances, your student

population may be at the scene of these emergencies and, indeed, be the first line of defense for a quick and efficient response. In this session, we will identify ways to use social media (blogs, non-campus server sites, etc.) to your advantage, and ensure they don’t impede communication.

11:45 A.m.– Conference Wrap-Up / Final 12:00 P.m. Questions & Answers

12:00 – 1:30 P.m Lunch (included in registration)

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faCulty

Steve Charvat, Emergency Management Director, University of Washington

Steve is the first emergency management director for the University of Washington system. Previously, he was a division director for the DC Emergency Management Agency during the 9/11 and anthrax

attacks. From 1999 – 2000, Steve consulted for the US Bureau of Engraving and Printing, Treasury Department, and Army Corps of Engineers and was the first emergency management coordinator for Phoenix, AZ. Steve completed FEMA’s Professional Development Series and is one of the world’s first certified emergency managers. He served as the CEM Commission chair and was elected to the Disaster Recovery Institute International Board. He is a member of the Washington State Emergency managers Association and on the editorial board of the Journal of Emergency Management. He is a past president of the International Association of Emergency managers, a member of the NFPA 1600 Committee, a regional earthquake consortium board member, and holds an FCC amateur radio license. He has made disaster presentations internationally.

Cindy Lawson, Assistant to the Chancellor for Marketing and Communications, University of North Carolina Wilmington

With more than 25 years’ experience in public relations in both higher education and with a Fortune 500 company, Cindy’s breadth of experience includes issues

management, crisis communications, media relations, web communications, integrated marketing, public relations, event planning, publications, institutional research, strategic planning, visitors centers, and speakers bureaus. Prior to taking her post at the University of North Carolina Wilmington, Cindy served as the vice president for communications and strategy development for the University of North Carolina system. During the 1999 bonfire tragedy at Texas A&m University, in which 12 students died and 27 others were injured, she was the executive director of university relations.

Cindy provides consulting services to universities, cities and municipalities regarding their communication preparedness in response to terrorism. She has authored a crisis communications chapter for the recently published book Campus Crisis Management: A Comprehensive Guide to Planning, Prevention, Response, and Recovery as well as Effective Crisis Communications, a set of instructional materials for the National Response and Recovery Center.

hotel reservations

The conference will be held at the Hyatt Regency Chicago,151 E. Wacker Dr., Chicago, IL 60601

To reserve your room, call 1-800-233-1234. Please indicate that you are with the Academic Impressions group to receive the room rate of $139 for single or double occupancy + tax.

A room block has been reserved for the nights of march 28 – 30, 2010. Reservations must be made by March 15,2010. There are a limited number of rooms available at the conference rate. Please make your reservations early.

The Hyatt Regency Chicago is connected to Illinois Center, which is ideally situated within the Magnificent Mile, considered one of the greatest avenues in the world. The hotel is nearby to shopping, gourmet cuisine, Grant and Millennium Parks, Lake Michigan beaches, Navy Pier and michigan Avenue. The hotel is 18 miles from Chicago’s O’Hare International Airport (ORD), and 13 miles from Chicago Midway International Airport (mDW).

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faCulty

Eugene L. Zdziarski, Vice President for Student Affairs & Dean of Students, Roanoke College

Prior to coming to Roanoke College, Gene served as assistant vice president & dean of students at the University of Florida. In addition, he has held positions in housing, judicial affairs, and other administrative roles at the University of Tennessee and Texas A&m University. While serving as associate director of student life at Texas A&M, Gene was responsible for the coordination and training of the division of student affairs critical incident

response team and was heavily involved in the response to the 1999 Bonfire collapse. At the University of Florida, Gene chaired the division of student affairs crisis response team, served as a member of the University Counseling Resource Network and a member of the UF Emergency Operations Team.

Gene has served as the regional vice president for Region III of the National Association of Student Personnel Administrators (NASPA) and was also a member of the NASPA National board of directors. He has previously served as the state director for the State of Florida, and chair of the NASPA Task Force on Crisis Management and Violence Prevention. In addition, he serves as associate editor on the journal board for the Association for Student Judicial Affairs (ASJA), and has been an active member of the American College Personnel Association (ACPA) and the Southern Association of College Student Affairs (SACSA).

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refund/CanCellation poliCyRefunds will be issued only if cancellations are received in writing by January 8, 2010. A $100 processing fee will be assessed. After January 8, 2010 a credit (less $100 processing fee) will be issued. The credit will be valid for 12 months and can be used toward any future conferences, web conferences, audio proceedings, or web conference archives. In case this event is cancelled, Academic Impressions' liability is limited to a refund of this registration fee only.

Each campus must send a team of at least four individuals. Up to seven team members from one campus can attend. If you would like to register but you do not have a team of 4 from your campus, you can be placed on a waiting list to be joined with representatives from other institutions. We will contact you and invoice you as soon as we’ve assembled a team for you to join.Please complete additional registration forms for multiple registrants.

registration feesYour registration fee includes: full access to all conference sessions and materials, access to the networking reception on monday, breakfast and lunch on Tuesday and Wednesday, as well as refreshments and snacks throughout the conference.

Postmarked on or before march 8, 2010 Campus Crisis Simulation Plus Post-Simulation Workshop: First 4 registrants $5980 USD

Additional Registrants (up to 3 additional) $995 USD (per attendee)

(For registrations postmarked after March 8, 2010, an additional $100 fee per registrant applies)

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Questions about the event? Call us at 720.488.6800 to help determine if this event is right for you.