Emergency Management at Emory Each Emory unit and division is encouraged to develop its own comprehensive internal emergency/crisis plan if one does not already exist, including an emergency response plan, personnel notification trees, and other elements of importance to the units' internal management of the crisis. Such unit-related plans should identify those key individuals who will be called together as a crisis team when needed. This group will make immediate decisions affecting emergency management of the crisis. The Office of Public Affairs must be notified at the earliest stages of a crisis and will participate in managing communications regarding the crisis. Public Affairs staff will assess the need for public communications and, if appropriate, handle the dissemination of information to the media and other audiences. Unit-crisis managers or emergency-response personnel should call: · Curtis K. Carlson, associate vice president for Public Affairs (727-0334 office: 727-3750 fax) If Mr. Carlson is unavailable, one of the two news officers listed below will act in his stead: All Emory units, colleges, and divisions except Health Sciences call: · Janis D. Gleason, assistant vice president for University Communications (727-6216 office; 727-0646 fax) Woodruff Health Sciences units and The Emory Clinic call: · Sylvia Wrobel, assistant vice president for Health Sciences Communications (727-5686 main office; 727-4392 fax) If the crisis is of major proportions, the associate vice president for Public Affairs will contact immediately the vice president for Institutional Advancement, the president, and other appropriate individuals to participate in the development of a communications plan The Communications Plan at Emory After assessing the nature of the situation and the need for public communications, the associate vice president for Public Affairs-in consultation with the president and the senior vice president for Institutional Advancement, other key administrators, and the crisis team-will develop a communications plan that may include: 1 Designation of spokespersons for the University, both at the senior administration level and at the Public Affairs staff level. No other individual should represent the University to the media during a crisis unless directed to do so by the crisis team. 2 Development of a brief, initial statement. Subsequently, all news releases, statements, interviews, or other information about a crisis or controversial issue will be developed by Public Affairs news officers in conjunction with the associate vice president for Public Affairs and the vice president for Institutional Advancement. Information will be approved by the President's Office and by General Counsel prior to its release. 3 Notification of the University switchboard. 4 Notification of the campus community. 5 Notification of external organizations, individuals, and groups as appropriate. 6 Plans for a news conference, news releases, a media briefing center, and assignment of University photographers. 7 A policy concerning TV and newspaper photographers' access to specific campus areas. 8 Public Affairs staff members will counsel spokespersons in the appropriate ways to respond to the media. At other times, public statements in any format-whether to the press, in meetings, or via the Internet-made as an Emory staff member and that imply or constitute a position or endorsement of the institution for or against a product or service are prohibited. As a tax-exempt entity, Emory does not endorse any for-profit product or service or allow its name to be used in a for-profit company's advertising. Any exception to this in extraordinary circumstances must be approved by the General Counsel. Of course, staff and faculty members may, and in fact are encouraged to, express their personal opinions as citizens or experts in public settings as long as they indicate that they speak as individuals and not for the institution. The University's Conflict of Interest Policy with Respect to Vendors and Policy on Private Consulting by Faculty provide additional information. The Office of Public Affairs' Role in Crisis Management The Office of Public Affairs, working closely with its associated communications officers in the various units, oversees all communication functions that are needed at the University during times of major crisis or emergency. The goal is to coordinate the collection and dissemination of information during the crisis in order to avoid spreading confusion and misinformation on campus, in the media, or among the general public. The following guidelines have been adopted by University officers and will apply if the crisis, whether an emergency or a controversial issue, requires the University to respond publicly or communicate with its on- or off-campus audiences. All media inquiries-including calls to the switch-board and to the Emory Police Department-are to be directed to the University Public Affairs officers listed in this brochure. All colleges and administrative units are included in these guidelines-central University, Woodruff Health Sciences Center, Emory Hospital, Crawford Long Hospital, The Emory Clinic, Oxford College, The Carter Center, and the Yerkes Center. Police and Security Police, Emory Main Campus....................404-727-6111 Administrators William M. Chace Curtis K. Carlson Rebecca Chopp Robert W. Ethridge William H. Fox Gary S. Hauk Susan Henry-Crowe Frank H. Huff Michael M. E. Johns Darnita R. Killian Frances Lucas-Tauchar Alice R. Miller Steven E. Sanderson John L. Temple Robert E. Williams Communications Officers
Kate Egan Janis D. Gleason, APR Carrie E. Harmon Sylvia Wrobel Return to Public Affairs
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Last Update - January 2, 2000