Crisis Management Handbook

Handbook Home | Area Evacuation / Shelter in Place | Bomb Threats | Crime in Progress | Reporting Fire | Responding to Fire Alarm | Loss of Utilities | Severe Weather | Staff Chain of Notification

Area Evacuation/Shelter in Place

In some emergency situations, such as flooding or release of hazardous materials, emergency responders may order protective actions for persons who live or work on campus. Typically, these protective actions are to evacuate to a safer area or to shelter in place. It is possible that some emergency scenarios could result in one of these protective actions being ordered for one part of campus and the other protective action for a different area of campus. When such actions are warranted, you will be appropriately advised by police, fire, safety or university officials via radio and television stations and the Emergency Alert System (EAS), public address systems, loudspeakers, door-to-door notifications, or other appropriate means.

Building Evacuation when the alarm sounds
(as may be the case for a Bomb Threat or Fire)

  • Immediately evacuate using building emergency plan procedures
  • Walk to nearest exit/stairwell (close doors behind you)
  • Do not use the elevators
  • Proceed to the designated gathering area outside the building
    The designated gathering location for MSC SPO staff is in front of G. Rollie White Coliseum. If that location is inaccessible for any reason, the backup gathering area is at the entry to Cain Hall.
  • Report to your Floor Proctor (for a headcount)
  • Do not re-enter building until cleared by authorized personnel

Area Evacuation
An organized withdrawal from a building or area to reach safe haven. Upon notification to evacuate, quickly:

  • Dress appropriately for the weather;
  • Take only essentials with you (e.g., eyeglasses, medications, identification and cash/checkbook/credit cards) - do not pack belongings;
  • Turn off unnecessary equipment, computers and appliances;
  • Close the door as you exit your room or office;
  • Follow the directions provided for safe routes of evacuation;
  • Listen to radio, if available, to monitor emergency status;
  • Do not use your personal vehicle for evacuation unless specifically instructed to do so... if cars are used to evacuate, protect against hazardous materials by keeping windows closed and outside air conditioning systems turned off;
  • If you need special assistance, contact your Building Proctor or other appropriate emergency contact.
  • If these persons are not available, call University Police Dispatch at 845-2345 for assistance.

Shelter in Place
When emergency conditions do not warrant or allow evacuation, the safest method to protect individuals may be to take shelter inside a campus building and await further instructions.

  • Move indoors or remain there - avoid windows and areas with glass
  • If available,take a radio or television to the room to track emergency status
  • Keep telephone lines free for emergency responders, do not call 911 for information
  • If hazardous materials are involved,
  • Turn off all ventilation systems and close all inlets from the outside
  • Select a room(s) which is easy to seal and, if possible, has a water supply and access to restrooms
  • If you smell gas or vapor, hold a wet cloth loosely over your nose and mouth and breath through it in as normal a fashion as possible

Bomb Threats

  1. If initial call comes into your area, immediately after the call is terminated, obtain a dial tone on the phone on which the threat was received, and dial #91 to log the last incoming call. The individual actually receiving the call should pay careful attention to the gender, age, background noises, etc. to relay to the authorities. Questions to ask the caller include:
    1. When will the bomb go off?
    2. Where is the bomb located?
    3. What kind of bomb is it?
    4. How do you know about this bomb?
    5. What is your name?
    6. Do you know there are people in the building who could be hurt or killed?
    Form for responding to bomb threats or other threats of violence

  2. If you locate a suspicious looking item, do not handle the item. Clear the area immediately and proceed to step 3.

  3. Call 9-911 to contact the appropriate emergency responder. Follow the emergency responder's instructions. If you are instructed to contact the University Center building proctor, call 5-8901 or after hours contact the night manager at 5-8908. The emergency responder will handle notifying the appropriate individuals on campus, assess the situation, and decide a course of action.

  4. Call an MSC senior staff member (see Staff Chain of Notification) who will coordinate efforts with the building proctor and emergency responder.

  5. If evacuation is requested by the building proctor or UPD, the appropriate means of notification will be employed, including activating the fire alarm, making announcements over the P.A. system, and walking through the area to request individuals leave the area (see Evacuation for gathering location).

  6. In accordance with System Policy 34.07 Crisis Management, "protection of human life and health is of the utmost importance". If funds are on the premises, the senior-most manager of the area shall either lock the vault or lock the cash register and retain the key on their person. Unlocked cash drawers shall be left as-is unless the senior-most manager makes a judgment call that, due to the situation, the cash drawers can be pulled and secured in the vault. The area personnel should assist the evacuation of patrons and lock all doors as they depart the area.

  7. University Center staff and/or appropriate emergency responder will indicate when entry back into the building is approved. The senior-most manager shall be the first person to return to the area to assess the activity that occurred in the area during the evacuation. All cash funds shall be counted and verified. Notify the supervisor when operations are resumed.

  8. Follow-up communication regarding the incident should be furnished immediately to your supervisor and an incident report form should be completed and submitted to the applicable Associate Director no more than two days following the occurrence.

Crime in Progress

  1. To report a crime in progress, call 9-911 to contact the appropriate emergency responder. Follow the emergency responder's instructions. If you are instructed to contact the University Center building proctor, call 5-8901 or after hours contact the night manager at 5-8908. The emergency responder will handle notifying the appropriate individuals on campus, assess the situation, respond to the scene, and decide on a course of action.

  2. A person reporting a crime should not get involved in trying to prevent it unless it involves self-defense. Gather as much information as possible about the criminal. If at all possible, take the time to note height, weight, sex, race, age, clothing, vehicles involved, and if the individual is armed or not.

  3. Call an MSC senior staff member (see Staff Chain of Notification) who will coordinate efforts with the building proctor and emergency responder.

  4. In accordance with System Policy 34.07 Crisis Management, "protection of human life and health is of the utmost importance". If funds are on the premises and the situation presents itself, the senior-most manager of the area shall either lock the vault or lock the cash register and retain the key on their person. Unlocked cash drawers shall be left as-is unless the senior-most manager makes a judgment call that, due to the situation, the cash drawers can be pulled and secured in the vault.

  5. University Center staff and/or appropriate emergency responder will indicate when the situation is resolved. The senior-most manager shall assess the activity that occurred in the area. All cash funds shall be counted and verified.

  6. Follow-up communication regarding the incident should be furnished immediately to your supervisor and an incident report form should be completed and submitted to the applicable Associate Director no more than two days following the occurrence.

Reporting Fire

  1. To report a fire in the area call 9-911 to contact the appropriate emergency responder. Follow the emergency responder's instructions. If you are instructed to contact the University Center building proctor, call 5-8901 or after hours contact the night manager at 5-8908. The emergency responder will handle notifying the appropriate individuals on campus, assess the situation and decide on a course of action.

  2. Call an MSC senior staff member (see Staff Chain of Notification) who will coordinate efforts with the building proctor and emergency responder.

  3. Attached is a map of the areas with locations of fire extinguishers as identified by the circled FEs and locations of the red fire notifiers to set off the fire alarms as identified by the circled FNs. If evacuation is requested by the building proctor or UPD, the appropriate means of notification will be employed, including activating the fire alarm, making announcements over the P.A. system, and walking through the area to request individuals leave the area (see Evacuation for gathering location).

  4. In accordance with System Policy 34.07 Crisis Management, "protection of human life and health is of the utmost importance". If funds are on the premises, the senior-most manager of the area shall either lock the vault or lock the cash register and retain the key on their person. Unlocked cash drawers shall be left as-is unless the senior-most manager makes a judgment call that due to the situation, the cash drawers can be pulled and secured in the vault. The area personnel should assist the evacuation of patrons and lock all doors as they depart the area.

  5. University Center staff and/or appropriate emergency responder will indicate when entry back into the building is approved. The senior-most manager shall be the first person to return to the area to assess the activity that occurred in the area during the evacuation. All cash funds shall be counted and verified.

  6. Follow-up communication regarding the incident should be furnished immediately to your supervisor and an incident report form should be completed and submitted to the applicable Associate Director no more than two days following the occurrence.

Maps of Fire Extinguishers

Responding to Fire Alarm

  1. To report a fire alarm sounding in the area, call the University Center building proctor at 5-8901 or after hours contact the night manager at 5-8908. The building proctor will assess the situation and decide on an immediate course of action and, if needed, contact the appropriate emergency responder.

  2. The University Center building proctor, in conjunction with the appropriate emergency responder, will assess the situation and decide any further action.

  3. Call an MSC senior staff member (see Staff Chain of Notification) who will coordinate efforts with the building proctor and emergency responder.

  4. If evacuation is requested by the building proctor or UPD, the appropriate means of notification will be employed, including making announcements over the P.A. system, and walking through the area to request individuals leave the area (see Evacuation for gathering location).

  5. In accordance with System Policy 34.07 Crisis Management, "protection of human life and health is of the utmost importance". If funds are on the premises, the senior-most manager of the area shall either lock the vault or lock the cash register and retain the key on their person. Unlocked cash drawers shall be left as-is unless the senior-most manager makes a judgment call that due to the situation, the cash drawers can be pulled and secured in the vault. The area personnel should assist the evacuation of patrons and lock all doors as they depart the area.

  6. University Center staff and/or appropriate emergency responder will indicate when entry back into the building is approved. The senior-most manager shall be the first person to return to the area to assess the activity that occurred in the area during the evacuation. All cash funds shall be counted and verified.

  7. Follow-up communication regarding the incident should be furnished immediately to your supervisor and an incident report form should be completed and submitted to the applicable Associate Director no more than two days following the occurrence.

Loss of Utilities (except telecommunications)

  1. To report loss of utilities (except telecommunications), call the University Center building proctor at 5-8901 or, after hours contact the night manager at 5-8908. The building proctor will assess the situation and decide on a course of action.

  2. Call an MSC senior staff member (see Staff Chain of Notification) who will coordinate efforts with the building proctor and emergency responder.

  3. In accordance with System Policy 34.07 Crisis Management, "protection of human life and health is of the utmost importance". If funds are on the premises, the senior-most manager of the area shall either lock the vault or lock the cash register and retain the key on their person. Unlocked cash drawers shall be left as-is unless the senior-most manager makes a judgment call that, due to the situation, the cash drawers can be pulled and secured in the vault.

  4. Because of a possible power surge when the utilities are restored, all equipment, excluding computer equipment, should be switched in the "off" position.

  5. Upon restoration of utilities, the senior-most manager shall count and verify all cash funds.

  6. Follow-up communication regarding the incident should be furnished immediately to your supervisor and an incident report form should be completed and submitted to the applicable Associate Director no more than two days following the occurrence.

Severe Weather (i.e. Tornado, Flood)

  1. To report a weather emergency (i.e., tornado and flood), call the University Center building proctor at 5-8901 or, after hours contact the night manager at 5-8908. The building proctor will handle notifying the appropriate individuals on campus, assess the situation and decide on a course of action.

  2. If relocation is requested by the building proctor or UPD, the appropriate means of notification will be employed, including making announcements over the P.A. system, and walking through the area to request individuals leave the area. Relocation for a tornado will be to the MSC Basement or as directed by University Center staff in charge. Relocation for a flood will be to the MSC second level or as directed by University Center staff in charge.

  3. Call an MSC senior staff member (see Staff Chain of Notification) who will coordinate efforts with the building proctor and emergency responder.

  4. In accordance with System Policy 34.07 Crisis Management, "protection of human life and health is of the utmost importance". If funds are on the premises, the senior-most manager of the area shall either lock the vault or lock the cash register and retain the key on their person. Unlocked cash drawers shall be left as-is unless the senior-most manager makes a judgment call that, due to the situation, the cash drawers can be pulled and secured in the vault. The area personnel should assist the relocation of patrons and lock all doors as they depart the area.

  5. University Center staff and/or appropriate emergency responder will indicate when entry back into the area is approved. The senior-most manager shall be the first person to return to the area to assess the activity that occurred in the area during the relocation. All cash funds shall be counted and verified

  6. Follow-up communication regarding the incident should be furnished immediately to your supervisor and an incident report form should be completed and submitted to the applicable Associate Director no more than two days following the occurrence.

  7. In the event of any dangerous weather conditions, staff members may tune into local broadcasting agencies to follow safety precautions:

    Local TV stations Channel 3 KBTX, 846-7777
    Local Radio stations KKYS 104.7 FM, 846-5597
    KAGG 96.1 FM, 268-9696
    KAGC 1600 AM, 845-5923
    WTAW 1610 AM, 846-1150
    Weather Websites NOAA Weather Radio, www.nws.noaa.gov/nwr/
    Weather Channel, www.weather.com
    Intellicast, www.intellicast.com

  8. After a weather emergency, take the following precautions:
    1. Clean up spilled medicines, bleaches, gasoline, or other flammable liquids immediately. Leave the building if you smell gas or chemical fumes.
    2. Inspect the utilities in the damaged facility - check for gas leaks, electrical system damage, and sewage and water line damage. If you find damage, call Physical Plant at 845-4311.

Chain of Staff Notification

The following information is provided in an attempt to clarify the notification of appropriate Memorial Student Center staff in the event of any off or on-campus emergency, or any situation which may require the unanticipated services or involvement of staff within the department or division.

Should any situation arise involving students or patrons of an MSC sponsored function that would require that Memorial Student Center staff be contacted, please notify the MSC staff member at the event. If this person is not available, please contact one of the staff members listed below as follows:

Luke Altendorf,
Interim MSC Director
979-845-5603 Office
979-764-2727 Home
Bob Reinhardt,
MSC Associate Director
979-847-8945 Office
979-268-1101 Home
Deryle Richmond,
MSC Associate Director
979-845-3403 Office
979-764-8680 Home
Anne Black,
MSC Associate Director
979-845-1661 Office
979-694-6409 Home

Once contact is made with a staff member in the Memorial Student Center, that member will advise appropriate supervisory and subordinate personnel with regard to the situation at hand. This notification will continue up and down the chain until all appropriate staff has been notified. If available, the MSC Director will make the decision regarding contact with the Vice President for Student Affairs. If the Director is unavailable, the decision on whether or not to contact the vice president will be made by the staff member who was contacted in regard to the incident. In all cases where contact is made with any of the above staff, that staff member will then be responsible for contacting the police, appropriate University personnel as dictated by the Division Emergency Notification Guidelines.

The types of activities that should be reported include but are not limited to: 1. Injury or death of a student or patron 2. A general disturbance in an MSC program, event, or activity that has the potential for greater involvement 3. Fire or unusual damages during a function 4. Anytime the University Police must be called to handle a problem 5. Concern about the safety or well-being of a student(s) or patron(s) 6. Transport of a student or patron to the hospital for serious illness or injury 7. Significant disciplinary problems at an MSC function

In the event that none of the above staff is available, please contact:

Dr. Jan Winniford,
Associate Vice President for Student Affairs
979-845-4728 Office
979-???-???? Home
Dr. Dean Bresciani,
Vice President for Student Affairs
979-845-4728 Office
979-???-???? Home

Contacting CIRT

Contacting UPD/EMS

  1. Call 9-911 to contact the appropriate emergency responder.

  2. In a non-emergency situation, use the following contact information:
    1. University Police Department - 845-2345
    2. Dial-a-nurse (Beutel) - 845-2822
    3. College Station Police Department - 764-3600
    4. College Station Fire Department - 764-3700
    5. College Station Medical Center - 764-5111 or 764-5100
    6. St. Joseph's Regional Medical Center - 776-2471 or 776-2479

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