THIS IS (NOT?) A DRILL: Crisis Communication & Emergency

Preparedness

Arie GeeAssistant Director, Family Programs

and EngagementUniversity of Florida

Allison DodsonDirector for Parent and

Family ServicesAppalachian State University

Who Are We?

- Gainesville, Florida- Undergraduate Population: 35,000- Large, Public, Flagship- Free Family Association, Paid

Membership, Leadership Council- New Student and Family Programs

- Dean of Students Office- Division of Student Affairs

- Boone, North Carolina- Undergraduate Population: 18,811- Mid-Size, Public, Regional- Free Family Association and Board of

Directors- Office of Parent and Family Services

- Dean of Students Office- Division of Student Affairs

Communication Philosophy

- Monthly e-newsletters go out to all parents & families

- Chancellor’s update may address low-level concerns regarding campus climate

- More timely issues may warrant a direct email

- Threshold determined by University Communications, Student Affairs/Dean of Students, and Parent & Family Services

- Monthly e-newsletters go out to all parents & families

- Direct emails before, during, and after crisis situations

- If we are not your last call, we are connecting you with your last call

- Timely and accurate information

What is Crisis?- Public Health- Facilities- Natural Disasters- Free Speech- Student Death- Sexual Assault/Cleary Act

Public Health- Background Information

- 1 case of Mumps confirmed on campus. Eventually later confirmed in 3 other individuals

- Worked with Student Health Services, Local District Health Department, and NC Division of Public Health

- What information was shared- Cause/spreading/symptoms/prevention of mumps; Process Appalachian is using to

identify students who may have been in contact with infected student

- What was the response- Nosy parents - Questions about Appalachian’s vaccination policy

Facilities

- Background Information- Student in a residence hall set a bulletin board on fire, setting off building sprinklers- Full evacuation of residence hall; displaced residents; water damage to belongings

- What information was shared- Brief description of incident, timeline and manner of university response, call for information related to

criminal investigation

- What was the response- Nosy parents - Politically charged comments and feedback- Accommodation requests for displaced students (exams/projects, etc.)

Sexual Assault/Cleary Act

- Background Information- Fall 2015 – Series of attacks on campus after Football Games

- What information was shared- Brief description of incident, timeline and manner of university response- Safety information shared – Creation of a Walk-Safe Program

- What was the response- Concern for safety- Concern about late-night exams on campus

Free Speech

- Background Information- National Policy Institute – Wanted to bring Richard Spencer to Campus- Private event – UF did NOT invite him

- Information Shared

Free Speech

- Timeline- Saturday, August 12 | Initial Email - Wednesday, August 16 | Denial of Request- Wednesday, August 30 | Legal Counsel Obtained- Friday, September 1 | From Public Affairs – Event Possibility- Thursday, September 7 | Announcement of Date- Thursday, October 5 | Date Confirmation- Tuesday, October 10 | From President Fuchs- Friday, October 13 | From Dr. Parrott- Tuesday, October 17 | Essential Information

Free Speech

- Background Information- National Policy Institute – Wanted to bring Richard Spencer to Campus- Private event – UF did NOT invite him

- Information Shared- Response

- Creation of www.freespeech.ufl.edu- Concern for not cancelling classes- Concern for student safety- Legal experts?

Natural Disasters

- Background Information- Hurricane Irma reached a Category 5 and was barreling towards Florida

- Information Shared- General Hurricane Season information, Student Safety Information, Campus

Resource Information, Campus updates throughout the storm

- What was the response- Class Cancellation – anger- Dining Hall Hours- Thankful for safety of students

Considerations- Who is in the room?- How do you share messages? Who will be communicating?- When do you email vs. post on Social Media?- Who is responding to questions or concerns

- Consistent but Personalized

Supporting Families- Partnerships with Local Hotels- Campus Partnerships- Dedicated Email Address

- Parent and Family Reception Center- http://www.wbtv.com/clip/13335182/r

esponders-participate-in-intense-drill

Considerations | Tracking your Data

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Facebook Interactions - Fall 2017

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