Purpose & Scope

Huston-Tillotson University Student Affairs Emergency Preparedness & Response Plan (the SA Plan) outlines policies and procedures for managing major emergencies that may threaten the health and safety of the HT community or significantly disrupt its programs and services.  The SA Plan provides structure for coordinating preparedness, response, and recovery efforts by HT personnel and resources.

There are four goals implicit in the creation of the SA Plan:  1.) to promote the safety and security of students, staff, faculty, and visitors; 2.) to minimize damage to University resources; 3.) to minimize disruption of University operations; and 4.) to assist the community as appropriate.

The SA Plan is designed for major emergencies and should be activated when an emergency reaches proportions beyond the capacity of routine departmental response procedures.  Campus responding agents, such as Campus Safety, Facilities, Student Affairs, and Public Relations, will respond to the scene of emergencies and coordinate response efforts with community responders.  In addition, departments will respond to lower-level emergencies that do not impact multiple campus constituents.  However, campus-wide emergencies are considered within the scope of this plan and result in executive leadership managing the response efforts.  This Plan provides a comprehensive approach whereas first responders and executive management can strategically respond to large-scale emergencies.  For example, implementation of the SA Plan is appropriate in the following situations:

·         An emergency occurs that will cause severe damage, with the probability of casualties to members of the HT community;

·         Utility services will be inoperable for at least 24 hours;

·         Emergency response actions will be required for a minimum of 72 hours; and

·         An incident occurs that could significantly damage HT’s credibility.

Authority

The President and Chief Operating Officer (CEO) holds executive authority for the entire campus emergency response process.  A broader committee, the Campus Emergency Response and Disaster Recovery Team (CERDT), serves under the purview of the President and CEO and is responsible for the development and maintenance of the Campus Emergency Response and Disaster Recovery Plan.  This plan serves as the University’s overall framework for responding to emergencies in a safe, effective, and timely manner.  The University’s plan is the official emergency response plan and it supersedes all other plans. 

The Student Affairs Emergency Preparedness and Response Plan is a set of guidelines for the Division of Student Affairs to respond to various incidents including, but not limited to:  student death and severe illness; mental health emergencies; natural disasters; campus demonstrations; and other incidents as necessary.  The Dean of Student Affairs is responsible for the development, evaluation, and coordination of the SA Plan.  In the absence of the Dean of Student Affairs, the Director of the Counseling and ConsultationCenter will coordinate the Student Affairs response.   

University personnel and equipment will be utilized to accomplish the following priorities in the event of an emergency:

·         Protection of life;

·         Protection of critical facilities;

·         Restoration of campus operations; and

·         Protection of the University’s credibility.

Plan Maintenance & Distribution

The Dean of Student Affairs, in consultation with the Provost and Student Affairs department heads, will review the SA Plan annually and make any necessary revisions.  In addition, the Dean of Student Affairs will assess the effectiveness of the SA Plan after each training exercise or actual emergency.  Any identified deficiencies or enhancements will be documented and updates made to the SA Plan.

Certain elements of the SA Plan, however, such as emergency contact lists will require more frequent updating.  The Dean of Student Affairs will review this information quarterly and update as necessary.  Revised copies of the SA Plan will be distributed to individuals and departments reflected in the following distribution matrix.

President’s Office                                     Viaer Alumni 3^rd floor             4

Campus Safety                                                                                 4  

Public Relations                                        Viaer Alumni 2^nd floor            1

Facilities                                                                                         3

Student Affairs                                         Student Union                     5, incl. master

Provost’s Office                                        AL 2^nd floor                        3

Finance & Administration                            AL 2^nd floor                        3

College of Arts and Science                        DL 1^st floor                         2

School of Business and Technology              AL 3^rd floor                         2

Food Services                                          Student Union                     2         

An electronic copy is also available at www.htu.edu. 

It is the responsibility of each college/school and unit to: 1.) be aware of the contents of this SA Plan, 2.) work cooperatively with University officials to develop emergency evacuation plans specific to its building(s) or space(s); and, 3.) develop individual emergency plans that are consistent with this SA Plan.  No part of these guidelines shall be construed as a contract between any employee, student, or visitor and the University.  The University reserves the right to change any guideline at any time. 

II.        Emergency Guidelines & Protocol

Handling emergency situations can be among the most difficult aspect of our university positions.  Evaluating the best approach to ensure the safety and security of the community and individuals is the priority.  Evaluating the best approach in which to handle a situation involving emergency situations must be made using common sense and reasonable judgment.  

The guidelines set forth are provided in order to assist in making these valuations.  These suggestions are not meant to be an exhaustive list; rather, they highlight important aspects to help in determining how to evaluate and manage emergencies.  It is equally important to recognize when one needs to ask questions and seek out additional assistance and support. 

An incident is judged to be an emergency when:

• The situation could involve the possible loss of life or limb;
• Someone’s property is in imminent danger of harm;
• Someone has made threats of bodily harm against another or to him or herself;
• Someone has made a general threat of violence by their words or actions (e.g. bomb threat);
• There are situations which may be construed to be potentially harmful or dangerous; and
• If the situation is not corrected, it will get substantially worse. 

Ask professionals in Campus Safety or Student Affairs when you are in doubt of whether an incident fits the definition of an emergency.

III.       Notification of Authorities

The professional on-call can be contacted day or night whenever an emergency arises.  They can be reached either through their office phone during normal business hours* (Allen-Frazier 505.3157 or Beard-Burrowes 505.3158) or via Campus Safety at 505.3010.  Campus Safety will call the professional on-call cell phone.  The on-call staff member is expected to return the call within six minutes and must be able to return to campus within fifteen minutes. 

In conjunction with Campus Safety, the professional on-call’s role is to gather all pertinent information, provide intervention as needed or appropriate, and offer timely follow-up.  Based on the incident, the professional on-call will contact the Dean of Student Affairs to advise her/him of the incident as well as for additional counsel.  Members of Campus Safety are expected to contact the Director of Campus Safety for this same purpose.  The Director of Campus Safety and Dean of Student Affairs will initiate contact with the Executive Cabinet and the Campus Emergency Response and Disaster Recovery Team (CERDT) as appropriate.

All incident reports involving an emergency generated from Campus Safety and Residence Life must be complete by 9:00am the next business day for accurate and timely follow-up.         

*If the Residence Hall Director cannot be located and it is normal business hours, Campus Safety may call the Office of the Dean of Student Affairs at 505.3036 for assistance.   

IV.       Student Affairs Critical Response Team (CRT)

The purpose of the Student Affairs Critical Response Team (CRT) is to have a group of key individuals within the unit to determine how to manage emergency incidents.  These professionals assist in crafting an institutional response; determine the best course of action; and de-brief after an incident to evaluate the University’s response.  

The CRT is composed of:     

Yvonne Ortiz-Prince, Dean of Student Affairs

Erica Wilkins, Director of Counseling & ConsultationCenter

Eric Simeon, Director of Campus Life & FYE

Dianna Dean, Campus Nurse

Don Brewington, University Chaplain

Destiny Thompson, Residence Hall Director

Ivan rodriguez, Residence Hall Director

V.        Death on-campus

When a report is received by any person regarding a possible death of a university constituent or visitor, Campus Safety must be contacted immediately at 505.3010.  Campus Safety will triage the situation to determine if there is a recoverable body.  If it is not a recoverable body, Campus Safety will contact Austin Police Department (APD) via 911 immediately as well as the Director of Campus Safety.  If there are any facility related issues, Campus Safety will also contact the Facilities on-call staff member.  The Director of Campus Safety will activate the phone tree of the CRT by contacting the VP for Administration and Finance. 

If the death is a campus visitor, faculty, or staff member, Campus Safety and the professional on-call should clear the area and identify key people for follow-up.            

If the death is a student, Residence Life staff should assist Campus Safety in clearing the area, identify key people for follow-up, and contact the Dean of Student Affairs immediately.  Residence Life staff are expected to inform the Dean of any emergency contact information from the residential student emergency card.  Contact information in CARS will be utilized for students who reside off-campus.  The Dean of Student Affairs will contact parents or guardians after consultation with the Provost and President.     

The Provost will initiate contact with the President.  In his or her absence, the Dean of Student Affairs will initiate contact with the President regarding student emergencies and the VP of Administration and Finance or the Director of Campus Safety will initiate contact with all other matters. 

The Dean of Student Affairs will contact the Director of Counseling and ConsultationCenter and the University Chaplain to meet with affected students and determine a plan of action to provide group and individual counseling services.      

VI.       Death off-campus

When a report is received by any person regarding a possible death of a university constituent or visitor off-campus, Campus Safety must be contacted immediately at 505.3010.  Campus Safety will contact Austin Police Department (APD) to determine the accuracy of the information.  Campus Safety will also contact the Director of Campus Safety.  The Director of Campus Safety will activate the phone tree as necessary. 

If the report concerns a student, the Dean of Student Affairs, will contact the Residence Life professional on-call to coordinate a response for the student community. 

Residence Life staff are expected to inform the Dean of any emergency contact information from the emergency card for all residential students.  Contact information in CARS will be utilized for students who reside off-campus.  The Dean of Student Affairs will contact guardians after consultation with the President or his or her designee.          

The Dean of Student Affairs will contact the Director of Counseling and ConsultationCenter and the University Chaplain to meet with affected students and determine a plan of action to provide group and individual counseling services.

VII.     Missing student

The Dean of Student Affairs will work with the Vice President for Administration and Finance and the Residence Life professional on-call to coordinate a response for the student community.  Residence Life staff are expected to inform the Dean of any emergency contact information from the emergency card for all residential students.  Contact information in CARS will be utilized for students who reside off-campus.  The Dean of Student Affairs will contact guardians after consultation with the President or his or her designee.          

The Dean of Student Affairs will contact the Director of Counseling and ConsultationCenter and the University Chaplain to meet with affected students and determine a plan of action to provide group and individual counseling services.

VIII.    Mental Health Emergencies

Situations should be fully assessed to determine what further action, if any, should be taken.  There are generally two types of mental health situations:

Indistinct: A staff member, resident, or friend states that she/he is concerned about a particular student.  She/he may have heard some alarming statements or observed some behavior that she/he feels is unlike the person they know.  The student of concern has not necessarily done anything to make one think they are in immediate danger.  However, the person(s) are very worried about their unusual behavior.

Immediate: The student of concern has been identified/observed that they are seriously thinking about harming his/herself or others.

Taking Action

a)      Assess the situation if you believe the circumstances require it;

b)      Contact the Residence Life professional on-call;

c)      Collect as much information as possible for the professional on-call; and

d)     Assist the staff in managing the situation.

General Rule

For any reason, if it is believed or have a “gut” feeling that a student is in immediate danger or something is wrong, have doubts about a student’s safety, or have questions, always contact the Residence Life professional on-call who can initiate contact, if necessary, with the Director of the Counseling & Consultation Center or Dean of Student Affairs.

·         Support: Find out where the student’s support systems are.  Is there anyone in particular they feel comfortable talking with? Is the support family, friends, another staff member? Are they talking to anyone?

·         Connect: Talk with the student.  What is going on with them? Is this a short or long-term issue? Are they “depressed” because of a recent event (i.e., divorce, loneliness – first week at college, breakup with a partner)? OR Are they “depressed” because of a continuous issue (i.e., they feel like they are worthless, they always feel lonely)? 

·         Self –Harm: Are you aware if the student(s) has had any self-destructive thoughts? Are you aware of any specific plan that the student may have for committing suicide? Has the student mentioned any specifics concerning suicide plans (e.g., details regarding how, when, and where the student plans to kill him/herself)?

·         Set Boundaries: Setting boundaries and limits of support with the student.  It is important to the student to identify ways in which others might be able to help him or her.  What are you (the student) willing to do to help us help you? Ask the student to talk to their RA or someone else that can help and the student trusts (preferably a Residence Life staff member).  In turn, ask staff to keep a watchful eye one the student to monitor how they are doing.  It does not mean baby-sit the student all night or weekend - just check-in with them regularly.

Tag Team: Make sure that the tag tem approach is used.  One staff member should not have to deal with a situation alone.  Have the staff support one another and where possible have staff share responsibility to check-in on a student.  If one staff member becomes too consumed, they will become overwhelmed and burned out.  Encourage staff to continue talking to their supervisor as well.

Mental Health Consultation: In the event that assistance is needed in assessing a situation, needs someone to answer questions, and/or provide support, it is important to call the professional on-call (via Campus Safety).  The professional on-call may consult up with the Dean of Student Affairs or Director of the Counseling & ConsultationCenter. 

Further Considerations: What will happen if we do nothing? What resources are available to me now? Have these resources been contacted? What is my “gut” telling me?

All these questions can help determine, in conjunction with the Residence Life professional on-call and the Director of the Counseling & ConsultationCenter, the best course of action.

Immediate Concerns

·         If there is a medical (physical) concern, contact Campus Safety 505.3010 to send Emergency Medical Services (EMS) immediately.  Give Campus Safety as much relevant information as possible (e.g., male, first-year student, 19 years olds, at X residence hall/apartment, room, statement of problem, etc.). 

·         Contact the professional on-call immediately via Campus Safety.

·         Meet the staff at the scene.  Some goals to achieve when campus Safety and other authorities arrives include making sure they know where to go, clear out hallways, and manage crowd control.  Use one’s best judgment until further instructions from the professional on-call are received.

·         If a student attempts suicide on or off-campus or demonstrates alarming behavior, it may be necessary for the student to complete a behavioral contract with the University Counselor prior to returning to campus or classes.  However, it is the final determination of the University as to whether a student may reside on-campus or return to classes. 

·         The University reserves the right to take necessary and appropriate action to protect the safety and well being of the campus community.  The Dean of Student Affairs is charged with the welfare of all students.  Accordingly, in emergency situations, the Dean of Student Affairs has full authority to deal with student conduct according to the exigencies of the emergency and for its duration. 

IX.       Domestic Violence

Safe Place (267.SAFE) and/or speak with APD’s Victim Services 974.5037.  If so, the professional on-call or Campus Safety can make these arrangements.  Counselors are available to advocate for survivors of domestic violence through medical exams, filing protective orders, investigative process, and criminal proceedings.     

Campus Safety will assist in arranging transportation to the hospital if needed.  The Campus Nurse may transport the student.  As per the Family Educational Right to Privacy Act (FERPA), all staff are expected to maintain confidentiality in releasing any information without the student’s consent, however, staff may share information with who needs to know. 

Staff should regularly check-in on the student and empower them to make their own decisions.  It is critical that survivors be allowed to make their own decisions, even if you disagree.  While exploring how to hold the perpetrator accountable is important, strongly encourage them to take personal care of themselves and seek counseling from Campus Support Programs 505.3046 or 505.3044.  Unless the student signs a waiver, information from counseling sessions are strictly confidential.  As allowed by law, the limits of counselor-client confidentiality dictate the exception is unless there is harm to self or others.     

If you are having difficulty talking with the student, consult with your supervisor as well as the University Counselor as to the best course of action.

Filing criminal charges

If the student wishes to file criminal charges, Campus Safety will assist in contacting the APD on behalf of the student.  Safe Place counselors (267.SAFE) and APD’s Victim Services (974.5037) will talk with survivors about what to expect, provide support, assist with securing a protective order, and (in certain cases) secure compensation for hospital costs.  While the report may not be done over the phone, the police can arrange a location to meet in the interest of privacy.     

University conduct process

If the accused is another student, the survivor has the option of pursuing the University’s conduct process.  The survivor should contact the Office of the Dean of Student Affairs at 505.3036 to review their options.  The survivor may bring a friend or family member with them to the meeting.  Domestic violence is considered a serious matter and the consequences may include suspension or expulsion.  For more information regarding the conduct process, please refer to the Code of Conduct and Community Standards. 

X.        Sexual Assault

Medical attention

If a student reveals that they have been sexually assaulted, they should be strongly encouraged to seek medical attention.  The choice to seek medical attention is separate from choosing to press criminal charges and/or go through the University’s conduct process.  Because sexual assault is a crime, the hospital may report the sexual assault to the local police, however, it is up to the survivor as to whether they wish to speak with the police at that time and/or file charges.  Ultimately, it is also the survivor’s decision to seek medical attention.  St. David’s Hospital has nurses specially trained to conduct the SANE exam, a forensic exam designed to recover evidence.  The SANE exam can be performed up to 96 hours after the assault.  (The SANE exam is paid for by the respective police department in which the assault took place.  The survivor may be responsible for other hospital charges.)            

With the student’s consent, Campus Safety should be contacted at 505.3010.  Campus Safety will contact the professional on-call to provide follow-up, support, and discuss the student’s options.  Campus Safety will also contact the Campus Nurse.  The professional on-call should try to gather as much information as reasonably possible and explore whether they would like to meet with a rape crisis counselor from Safe Place (267-SAFE).  If so, the professional on-call or Campus Safety can make these arrangements.  Rape crisis counselors are available to advocate for sexual assault survivors from the initial medical exam, investigation, and criminal proceedings.     

Campus Safety will assist in arranging transportation to the hospital if needed.  The Campus Nurse may transport the student.  As per the FERPA, all staff are expected to maintain confidentiality in releasing any information without the student’s consent, however, staff may share information with who needs to know. 

Staff should regularly check-in on the student and empower them to make their own decisions.  It is critical that survivors be allowed to make their own decisions, even if you disagree.  While exploring how to hold the perpetrator accountable is important, strongly encourage them to take personal care of themselves and seek counseling from Counseling & Consultation Center 505.3046 or 505.3044.  The professional on-call will contact the University Counselor to follow-up with the student.  Note:  Unless the student signs a waiver, information from counseling sessions are strictly confidential.  As allowed by law, the limits of counselor-client confidentiality dictate the exception is unless there is harm to self or others.     

For additional information, please refer to the sexual assault information sheet and share these resources with the student.  If you are having difficulty talking with the student, consult up with your supervisor as well as the University Counselor as to the best course of action.  Rape crisis counselors are also available to provide guidance as to the best ways to provide support.   

Filing criminal charges

If the student wishes to file criminal charges, Campus Safety will assist in contacting the APD on behalf of the student.  Rape crisis counselors and APD’s Victim Services will talk with survivors about what to expect, provide support, assist with securing a protective order, and (in certain cases) secure compensation for hospital costs.  APD’s Victim Services can be reached at 974.5037 and the Sex Crimes Unit may be reached at 974.5230.  While the report may not be done over the phone, the police can arrange a location to meet in the interest of privacy.     

University conduct process

If the accused is another student, the survivor has the option of pursuing the University’s conduct process.  The survivor should contact the Office of the Dean of Student Affairs at 505.3036 to review their options.  The survivor may bring a friend or family member with them to the meeting.  Sexual assault is considered a serious matter and the consequences may include suspension or expulsion.  For more information regarding the conduct process, please refer to the Code of Conduct and Community Standards. 

Reporting

Irrespective of whether the student formally pursues the matter in criminal court or through the University’s conduct process, Campus Safety and the professional on-call must fill out a Sexual Assault form to keep accurate track for federally mandated crime statistics reporting.  The form should be completed without the survivor’s identifying information.  If you prefer anonymity, Campus Safety can report the crime under a pseudonym and the crime will be prosecuted without revealing the survivor’s name.  Even if a survivor has not decided whether to press charges, calling Campus Safety and going to the hospital will allow for his/her emotional or medical needs to be cared for and will preserve the option to press charges.

Other ways we can help

If accommodations are reasonably available, the University may provide students assistance in changing academic and on-campus living situations after an alleged sexual offense if so requested by the survivor.  Arrangements for changes in on-campus housing or academic schedules can be initiated by contacting the Dean of Student Affairs at 505.3036.