As part of the university's emergency management framework, Massey has a university public information manager (and deputy) and each campus has a public information manager (and deputy). Campus Public Information Manager refers to a role responsible for gathering and analyzing campus-wide information as a member of the campus emergency management team. Upon discovering a situation or incident, the Campus Response Coordinator will notify the Campus Public Information Manager of the incident.
Upon notification, it is the responsibility of the Campus Public Information Manager to immediately notify the University Public Information Manager and. Upon notification of the incident, the Campus Public Information Manager shall immediately make a reasonable effort to reach the primary contact for the University's public information manager. The team will attempt to issue an initial incident notification within 30 minutes of the Campus Public Information Manager being notified of the incident.
Activation of the Emergency Communication plan
An initial media hold release must be distributed by the University's Public Information Manager immediately after the initial incident notification. Templates for the initial holding statement can be found in Appendix 5.2.2 and a current media list for distribution in Appendix 5.2.3.
Activation of the Emergency Communication Team
Communication Guidelines for Crisis Management
Flow of Information Between EOC and CEOC
A physical copy of all items issued, labeled with their item number, will be kept in the ECT folder, located next to the ECT board.
Messaging
Production of Messages
Message Dissemination
Channels
Primary Channels
Secondary Communication Channels
Social media
Stakeholders
Staff
Media
In a longer incident, a schedule should be established for releasing information to the media as early as possible after the incident. A member of staff appointed by the university's crisis management team leader (usually the university's public information officer). All media inquiries received during an incident must be logged and copies sent to the University's Head of Public Information.
It is important that all employees involved in the emergency are aware of this process and the policy regarding speaking to the media. An initial holding statement to the media must be circulated immediately after the first report of the incident. In a long-term incident, releasing information twice a day is seen as desirable to prevent the media from creating their own news due to a lack of information from the university.
When the impact of the emergency is city or region wide, it may be necessary and/or desirable to issue joint or additional press releases with relevant stakeholders. One of the most important tasks when an emergency or incident is announced is to prepare a list of likely questions the media will ask. The frequency of these briefings should be determined as early as possible and included in the timetable for the release of information made available to the media.
In situations where members of the media are likely to enter campus (crime, accident, fire), ECT will work with campus and local police to control access to the scene and maintain order. A media briefing center or staging area and timely updates will be established for members of the media at this location. The University's Media Monitoring Office should be notified as soon as possible of the emergency and request that all clippings related to the incident be treated with the highest priority.
Media clippings should be collected and periodically shared with the ECT, Crisis Management Team and/or Campus Emergency Response Team.
Record Keeping
Review and Maintenance
Emergency Communication Plan Activation Overview
The approved wording for the initial incident notification has been provided to the Website Coordinator and Social Media Coordinator for placement on the Massey website, Facebook and Ping4Alerts!. The Campus Public Information Manager produces the initial incident notification for Massey's Facebook page and Ping4Alerts!, internally. The Campus Public Information Manager is notified of the incident by the Campus Response Coordinator and immediately notifies the University Public Information Manager and the Communications Team Coordinator.
Message Dissemination Overview
University Public Information Manager
Media Relations Coordinator
In a major emergency, it may be necessary to activate the role of Media Relations Coordinator to support the University's Public Information Manager. The media relations coordinator manages all information shared with the media and monitors any information related to the emergency published by the media. To make materials available to the media (for example maps and diagrams, in hard copy or on the emergency website), and help meet their needs.
Communication Team Coordinator
Campus Public Information Manager
The Campus Public Information Manager keeps the University public information manager informed of urgent matters that need to be communicated to internal and external audiences. Sharing any relevant information received by the EOC with the University's Public Information Manager and TKE. Establish working relationships with regional news media representatives and public information managers of regional emergency management agencies and territorial authorities (eg police, fire, ambulance), to ensure they know what to expect from each other in the event of an emergency.
To maintain close contact with the Campus Emergency Response Coordinator and the Campus Recovery Coordinator. Liaison with the desk managers in the emergency operations center (operations, planning and intelligence, logistics, finance, liaison, security) Gathering information from all available sources, checking authenticity, then drafting news reports, for sign-off by the University public.
Website Coordinator
Social Media Coordinator
Alerting the University Public Relations Manager when serious disinformation is shared on social media channels.
Social Media Monitor
Stakeholder Relations Coordinator
International Stakeholder Relations Coordinator
Emergency Operations Centre Liaison
Emergency Communication Team Contact List
It is the responsibility of the Corporate Communications Adviser to ensure that the ECT contact list is updated if there are personnel changes that affect the composition of the ECT.
Emergency Communication Team Suggested Shift Roster
Initial Emergency Notifications Templates for Massey University Website and Ping4Alerts!
If you are in the immediate vicinity, you must evacuate according to the instructions of the emergency services. If you are not nearby, you must keep a safe distance so that emergency services can work unhindered. If you are in the [insert] building, immediately evacuate the building through the nearest emergency exit – unless instructed otherwise.
Do not use the elevators. If you are not in the area, stay clear so the firefighters can work. Manawatū/Auckland/Wellington Campus] is canceled from [insert date and time] and will remain so until further notice. Lectures at [insert building] on the [Manawatū/Auckland/Wellingto n] campus have been canceled from [insert date and time] until further notice due to [insert reason].
All but essential services at the University's [Manawatū/Auckland/Wellington] campus have been suspended effective [time and date], continuing until further notice. Water pipes near [insert location] on the [Manawatū/Auckland/Wellington] campus have been contaminated with sewage. Do not use tap water for eating, drinking, washing, experimenting or for any other purpose.
Basic tenets of Emergency Risk Communication
In an emergency, some actions that are communicated are aimed at victims, persons who have been exposed or persons who have the potential to be exposed. However, those who do not need to act immediately will engage in "vicarious rehearsals" regarding those recommendations and may need their own vicarious actions to ensure that they do not prematurely respond to recommendations that are not intended for them. Simple actions in an emergency will give people back a sense of control and will help keep them motivated to stay aware of what is happening (as opposed to denial, where they refuse to acknowledge the potential danger to themselves and others) and prepare them to take action when told to do so.
Perhaps the most important role of the spokesperson is to ask people to bear the risk with you. Recognizing the risk, seriousness, complexity and legitimate fears people have, you can ask the best of them to bear the risk during the emergency and work towards solutions. As a spokesperson, especially one who is on the scene and has some deductible, you can show the right behavior, not false bonhomie, but real willingness to get on with life as much as possible, to make reasonable choices for yourself and your family.
Your determination to see it through will help others who are looking for role models to face the risk themselves.
Information Commonly Requested in an Emergency
Stakeholder Charts
Media Relations
The following list of media outlets should receive any holding statement (and future communications) issued in response to an emergency. The public information manager at the university or campus will often be responsible for organizing and coordinating site visits with ministerial offices and other external organizations. This should also be done in collaboration with the university's crisis management team or campus response coordinators, politicians and senior officials.
It is imperative that the person responsible for compliance with health and safety regulations is also involved to ensure the safety of emergency personnel and external visitors. This will ensure that all key stakeholders are kept informed and that bringing people onto the site will neither put anyone at risk nor get in the way of emergency response. In the event of the death of a domestic or international student or staff member in an emergency, the following protocol shall be followed by ECT.
Staff and students who had a close relationship with the deceased should receive a personal message via email. The University's Public Information Manager will deploy relevant staff to identify those staff and students who had a close relationship. University Public Information Manager to work with the Crisis Management Team or Campus Emergency Management Team leader to establish a timeline for the release of information related to the.
Timeline may need to be produced in collaboration with official authorities, such as the Police. Custody statement will be proactively issued to media confirming the death of Massey student or staff member. Preservation Statement may be issued reactively to answer questions received via other channels, including social media and email.
Once it has been determined that the deceased is a Massey student or employee, the leader of the Crisis Assessment Team, Crisis Management Team or Campus Emergency Management Team to notify the Communications Team Leader and the University Public.
