EMERGENCY COMMUNICATION PLAN

GEORGIA HIGHLANDS COLLEGE

Updated March 2013

Updated March 2013

TABLE OF CONTENTS
Section 1: Introduction 5 When to use this manual Policy Section 2: Emergency Checklist Checklist 8 Day one: the first 60 minutes ... 9 Day one: hour two and beyond 11 Day two . 17 Day three and beyond 19 Proactive activities to consider .. 21 After the emergency .. 22 Section 3: Preparation Services .. Support ... Facilities . Materials . 24 26 28 30

Section 4: Roles and Responsibilities Public relations emergency team 32 Designated spokespeople 36 Roles and responsibilities at scene .. 38 Section 5: Initial Response Notification procedure Situation report form . Media holding statement form .. Standby statements News release approval statement ... Casualty news release . 41 42 43 44 45 47

Updated March 2013 Section 6: Media Briefing Conducting a news conference/media briefing 49 Media conference room . 50 Media advisory form . 51 Directional signs See kit contents Media sign-in sheet 53 Media inquiry report .. 54 Media inquiry log .. 55 Section 7: References History of the College 57 Standby statements .. 58 Section 8: Phone Directories and Contacts Media directory . EOC directory Public relations emergency team directory Media contacts 61 63 64 66

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SECTION 1
INTRODUCTION

Updated March 2013

INTRODUCTION
While our entire organization is dedicated to safe, responsible operations, nothing will test our public reputation more than our response to an emergency. Case studies of the most successfully resolved crises prove the adage, Tell it all and tell it fast. To that end, our communications efforts will fulfill the following objectives: Allowing easy access to factual information by media and key stakeholders Maintaining focus on known facts and positive behavior Representing Georgia Highlands College as responsible and caring Maintaining stakeholder confidence in the college, its faculty and staff Effectively and honestly communicating with employees, students, Board of Regents, alumni and the public

WHEN TO USE THIS MANUAL

This manual is designed to guide the public relations response to a crucial incident or other emergency that may affect or has affected the health, safety or welfare of students, faculty, staff or campus visitors. Critical incidents require a timely and effective communications response and include situations that: Result or may result in significant damage to facilities Result or may result in death, injury or health or safety threats to our students, customers, the public or our employees Disrupt operations Call into question our workplace practices or Call into question the integrity of our organization, its people, or its products and services Result in activation of the colleges emergency response plan, the emergency operations center (EOC) or the critical incident response team

POLICY
In keeping with the policy guidelines in GHCs policy and procedures manual, the college relations department bears primary responsibility for maintaining and safeguarding the colleges public image. All media inquiries during an emergency will be directed to the college relations office, which will adhere to these principles: Act as an authoritative, reliable source of accurate information for news agencies and the public In an emergency, issue the colleges first news release within one hour after being notified of the emergency and provide periodic updates to news agencies

Updated March 2013 Specify media areas and holding areas for families. The following will apply: o The emergency operations committee will be headquartered in the Campus Safety/EBR, unless that building/area is unavailable. In that case, if Lakeview is available the committee will operate from there, with media briefings taking place in the auditorium (which is the first choice for briefings as well). o If none of the main buildings is accessible, the crisis team will set up in the observatory area. o In Cartersville, the committee will be with the Bartow County emergency management office, which is just down the road from the campus. Media briefings will be held in the parking area of WalMart (across from EM office) or in the new conference center. o In Paulding, press briefings will be conducted in the downtown renovated theater. o In Douglasville, briefings will be held in the auditorium. If the facility is unavailable, use the public safety building that houses the Douglasville Police Department. o In Marietta, SPSU would take the lead in a crisis. However, GHCs emergency response team would be actively involved if the incident affected the colleges faculty, staff or students. Coordinate and manage media briefings. The president of Georgia Highlands, the public relations officer or the presidents designee will brief the news media early in the emergency, stating what is being done to address the emergency (and if appropriate, prevent the reoccurrence). While there will be time for questions, no media briefing will last more than 30 minutes. The college relations director will introduce the speaker/s and provide accurate titles and spelling. This director will also manage the briefing, closing it after a brief question and answer period. At that time, announce the time of the next briefing. Distribute all information to employees at the same time it is released to the public.

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SECTION 2
EMERGENCY CHECKLIST

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EMERGENCY CHECKLIST
(This checklist is also located in the emergency communications kit)

Immediate Action Steps Following the Emergency: The First Hour

Identify the emergency Designate spokesperson/people Identify stakeholders Administration Media Regents Government (local, state, federal) Local emergency services agencies (fire department, police department, hospitals, EMS, Red Cross, United Way, etc.) Students and their families Faculty Staff Alumni Notify and assemble crisis communication team (See Section 4) Gather and distribute facts Assign specific tasks Launch a crisis website, if appropriate Communicate facts to stakeholders Assess situation (identify who, what, when, where, why and how) Set media briefings at regular intervals, if appropriate Address media with initial statement Distribute key information concerning crisis Respond to media inquiries Monitor news coverage (radio, television, print, websites, Facebook, Twitter, bloggers). Assign one person to follow key social media, and to respond when necessary to correct rumors or erroneous information.

Action: 2 hours and beyond

Limit spokespeople Create work schedule for emergency communications center Conduct media briefings Prioritize interviews Update website with all new information Continue to monitor news coverage

Updated March 2013

DAY ONE: THE FIRST 60 MINUTES

Key Activities: Organize a public relations response and issue an initial statement, when possible, within 60 minutes of the event. Otherwise, prepare a statement for use upon media inquiry. Notify others of the emergency and continue monitoring wires, TV and radio news, social media, etc. Monitor the Internet for references to or discussions of the crisis. Discuss and evaluate the situation to ensure our response is neither inadequate nor excessive: is the situation a local emergency? Regional? National? The level of response should match the level of the emergency. Provide employees who answer phones with a script for family members, if appropriate. All calls from the media should be directed to the college relations department or to the command center. Create a dedicated web page for the emergency linked to the colleges home Web page, including a virtual press room; publicize URL via TV, radio and print. MEDIA COMMUNICATIONS Address the media publicly only when new information is available and provide only facts that have been verified. If incorrect information is broadcast, provide correct information as soon as possible, first to the actual reporting agency and then to Associated Press or other wire services reporting the crisis. Limit the number of spokespeople to ensure the team is speaking with one voice Prepare first news release or response statement for use upon inquiry (Section 5) Include only confirmed facts Position Georgia Highlands College as responsible and responsive to situation Activate holding statement for media calls (Section 5) Begin compiling background information relevant to the event Secure news release or statement approvals (Section 5) Coordinate media briefing set-up, if needed Conduct a media briefing Provide periodic updates and/or interviews with media Respond to incoming media inquiries in priority order as follows: Local broadcast (including campus) Local print (including campus) Wire services & state news agencies National news agencies

Updated March 2013

EMPLOYEE COMMUNICATIONS Provide news releases or statements to cabinet, Web master, then all faculty/staff/students via e-mails. Employees in various departments may be bombarded with phone calls for information. Instruct all employees to direct questions from the media to the college relations office immediately and to tell callers to leave a message if they are unable to get through. Returning media inquiry calls must be an imperative of the college relations department. Provide scripts to employees who answer the phone that will address other callers such as parents, students and others. WEB SITE COMMUNICATIONS Provide statements to all students and the public via website. Additionally, provide a cyber press room where media representatives can download photos, background material and all news releases. Update the website as the situation changes. STUDENT COMMUNICATIONS Provide news releases or statements to GHTV. The president of the college may opt to tape a statement (re update information, condolences, etc.) for broadcast on GHTV and other broadcast outlets or via podcast. FAMILY COMMUNICATIONS Designate an area on campus for affected family members to gather and await information, if appropriate. Provide security personnel to escort family members and keep media away. Stock family room with tissues, water, soda, coffee and ice. Assign medical personnel to assist. The president will address this group first with all available information and with the information he will release to the media. Director of student support services and other department staff remain with families to provide counseling. ADMINISTRATIVE ACTIVITIES Answer phones and complete media inquiry log sheets Contact video monitoring vendor to arrange tapes or transcripts of coverage Distribute news releases Monitor NewsEdge, PR Newswire, eWatch; document relevant information and provide key information to chief spokesperson (N.B.: Budget for these important services may not be available, but in the event of a major catastrophe resulting in national news coverage, these services are recommended.) Monitor news coverage (TV, wires, radio and Internet) for accuracy
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Updated March 2013 Report inaccuracies to the director of college relations immediately so that they can be addressed immediately

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DAY ONE: HOUR 2 AND BEYOND

Key Activities: Continue to ensure we are speaking with one voice by limiting the number of spokespeople. (President and college relations director will be official spokespersons, but the college relations department will work with media to line up experts among other administrators and outside experts as needed or requested.) Evaluate the unfolding nature of the emergency to determine next steps; conduct an initial media briefing if the situation warrants (see guidelines in Section 6). Briefings may be in person or by telephone conference call. If a briefing is not warranted, provide periodic updates, interviews to the media and possibly conference calls. Monitor coverage and the origin of media inquiries to determine the extent of media coverage and whether and how communications should be adjusted. MEDIA COMMUNICATIONS Media Inquiries Respond to media calls Write news release or statement No. 2, as development warrants Secure news release and statement approvals Issue news release No. 2 or use an updated statement in response to inquiries If no media briefing is warranted, arrange as needed: Interviews with designated spokesperson(s) (Section 4) Conference calls with media Continue monitoring wires, TV and radio Note significant inaccuracies and ask for corrections Immediately correct any erroneous information distributed or reported by the media Immediately respond on social media sites to inaccurate rumors If event seems likely to last a prolonged period of time, develop a work schedule that accommodates shift work Media Briefing (Section 6) Media briefings may be in person, by television or by telephone conference call Discuss and evaluate the need for media briefing (guidelines in Section 6) Identify new information and key messages Establish a time (allow appropriate time for the media to travel and set up) Prepare media advisory regarding initial briefing (advisory template in Section 6) Designate people to: Prepare speaking points and messages for an opening statement Prepare brief for likely Q&A period and remember or rehearse media interview techniques

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Updated March 2013 Open, supervise and end the media briefing Record telephone conference call on audio recorder ADMINISTRATIVE ACTIVITIES Order additional telephone lines and/or toll-free number, if necessary Contact back-up/alternate members of the crisis communication team (Section 4); advise them of situation, provide information known and request they be on stand-by Continue media and internet monitoring with NewsEdge, eWatch, dejanews.com etc. Order additional cell phones, if needed. Contact Jeff Patty at 7504 or 706-767-3222 Email news release(s) to AP at info@ap.org Send news release(s) to PR Newswire or Business Wire, if necessary Send news release(s) by email to other key media (see media list, attached) Arrange telephone conference call services through Jeff Patty (director of IT), ext.7504 Reserve the media briefing facility through the campus deans office: Floyd, ext. 7738; Cartersville, ext. 8069; Paulding, ext. 1103; Douglasville, ext. 4201. (Will not be reserving rooms in Marietta as SPSU will take lead there.) Prepare and issue briefing advisory Arrange audio/video documentation of briefing (Jeff Brown, GHTV, ext.5300) Assemble media kits for reporters Compile telephone log sheets; drafts and final versions of news releases and advisories in a file Order food and beverage for ECC personnel, if warranted Advise security of any special access or control needs. (John Upton, cell 706-2522236 or ext. 6347) Provide news releases or statements to established call centers, if any EMPLOYEE COMMUNICATION Provide news releases or statements to distribution group EVERYONE ON ALL CAMPUSES via email. WEB SITE COMMUNICATIONS Post news releases or statements on GHC website for students, faculty and staff and in virtual press room. STUDENT COMMUNICATIONS Provide news releases or statements to John Spranza (jspranza@highlands.edu.) or student life director, admissions office, academic affairs office, financial office, student services office and GHTV. Email to all students.

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Updated March 2013 FAMILY COMMUNICATIONS Continue to staff family area with counselors and security personnel. Provide updated information as it becomes available. OTHER KEY TARGET AUDIENCES/STAKEHOLDERS Provide news releases or statements to foundation board members, alumni board members, Board of Regents and chancellor, public information office at the USG, government agencies and city/county/state officials, if appropriate.

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COMMUNICATIONS COORDINATION
Establish contact with public relations offices for other emergency participants, as warranted (contacts in Section 8) Hospitals Floyd Medical Center, Rome 706-802-2000 Redmond Regional Medical Center 706-291-0291 Cartersville Medical Center 770-382-1530 WellStar Paulding 770-445-4411 WellStar Marietta 770-793-5000 WellStar Douglas 770-949-1500 Law enforcement Agencies Rome Police Department Chief Elaine Snow 706-238-5105; 706-346-9676 (cell); 706-2364541 (dispatch) Floyd County Police Chief Bill Shiflett 706-235-7766; 706-232-7213 (home) Dallas Police Chief Scott Halter 770-443-8100 Douglasville Police Department Chief Chris Womack 770-920-3021 Cartersville Police Department Chief T. N. Culpepper 770-382-2526 Floyd County Sheriffs Department Sheriff Tim Burkhalter 706-236-2466; 706-234-2528 (home) Paulding County Sheriffs Department Sheriff Gary Gulledge 770-443-3010 Douglas County Sheriffs Department Sheriff Phil Miller 770-942-2121 Cave Spring Public Safety Fire chief Randy M. Lacey 706-777-3384 Georgia State Patrol (Rome) 706-295-6002 Georgia State Patrol/Cartersville 770-387-3702 Bartow County Sheriffs Department 770-382-5050 Fire/EMS Rome/Floyd County Fire Department Chief Gordon Henderson 706-236-4500 Bartow County Fire Department 770-387-5635 Floyd Medical Center Ambulance Service 706-802-1779 Douglas County EMS 770-949-3007 Other government agencies, regulators Floyd County Emergency Management Agency/E-911 Center EM Dir. Scotty Hancock 706-236-5002; 706-252-1640 (cell); 706-234-3946 (home)

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Updated March 2013 Deputy Director Tim Herrington 706-236-5002; 706-252-4149 (cell) Paulding County Emergency Management Agency 770-222-1160 Douglas County Emergency Management Agency 7700-949-3007 Jason Milhollin, director Floyd County Board of Health County Health Nurse Mgr. Pat Townley 706-802-5444; 706-2385714 (page); 706-295-6123 (general Health Dept. line) Bartow County Emergency Management and HAZMAT, Craig Millsap is currently the interim EMA director 770-387-5295 Others: The Salvation Army 706-291-4745 Georgia Highlands College Campus Safety Floyd campus 706-295-6347; 706-252-4813 (cell) Heritage Hall 706-802-5004; 706-252-4817 (cell) Cartersville campus 678-872-8300; 678-883-4117 (cell) Douglasville 678-872-4226, 706-252-2704 (cell) Paulding 678-946-1102, 770-276-5383 (cell)

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DAY TWO
Key Activities: Ensure that the level of communications continues to match the level of the emergency: Are we over-communicating? Under-communicating? Evaluate media coverage to date for its impact on the citys/countys/communitys/colleges reputation and credibility. Are businesses affected? Shift communications from reactive to proactive, emphasizing concern and efforts to resolve the situation; continue to respond to media inquiries and schedule briefings or interviews as developments warrant. Messages should emphasize what has been done over time to try to prevent such an emergency from happening or to address such an incident, should it ever occur again. Depending on how rapidly events are unfolding, consider adopting initiatives from day three, the next checklist. MEDIA COMMUNICATIONS Review media coverage and plan communications accordingly: Daily news clips Video monitoring NewsEdge, PR Newswire, eWatch www.dejanews.com to search for news group Provide media updates via news releases, statements, briefing or interviews as necessary Respond to media calls in priority order Monitor briefings and other communications by others involved in the emergency Prepare appropriate responses, if necessary Contact reporters to correct any significant inaccuracies in media coverage Schedule executive spokespeople for live TV and radio interviews, if appropriate Develop key messages Identify new information Provide technical or health-related spokespeople to explain technical terms or healthrelated issues and subjects Provide parking arrangements for the media

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ADMINISTRATIVE ACTIVITIES Continue to answer and process media calls; complete media inquiry log sheets and forward to spokespeople Continue to monitor media requests and activities on Internet Collect and maintain a file/binder of all media inquiry log sheets and all drafts and final versions of news releases and statements Collect and maintain a file/binder of all media coverage Ensure availability of food and beverages for extended work schedules EMPLOYEE COMMUNICATION Provide news releases or statements to specific campus or everyone on all campuses, as appropriate. WEB SITE COMMUNICATIONS Post news releases or statements on GHC website. STUDENT COMMUNICATIONS Post news releases or statements on website; email releases to John Spranza (jspranza@highlands.edu) or director of student life, admissions office, the office of academic affairs, the office of student services and the financial office. Provide news releases or statements to call centers, if warranted. Provide news releases or statements to all students, board members and other key stakeholders via email. Also send to GHTV. FAMILY COMMUNICATIONS Evaluate need and continue to staff family area with counselors and security personnel if necessary. Determine whether a written statement to the families of all students would be appropriate. If student lives have been lost, make sure that GHC is represented at funerals and that flowers are sent to the families. Ensure that any tuition refunds for such students are processed quickly.

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DAY THREE AND BEYOND

Key Activities: Continue to update all communications with the media, with employees and other stakeholders online as needed Determine the extent of the adverse impact on the city/county/community/college Continue to gather and analyze news coverage and its real or potential impact on the citys/countys/communitys/colleges operations or reputation. Does the emergency appear to be passing? Is continued media coverage likely to extend it? This may be the most critical period because of the potential for follow-up activity by reporters and others: criticisms and attacks, finger pointing, blame-fixing, investigative reports, trend stories, legislative or regulatory action. Provide interviews and briefings as warranted Identify solutions to any potential problem Develop opportunities to place positive stories with the media and consider longerterm initiatives (e.g., public or employee education programs, scholarships, etc.) as warranted by the emergency MEDIA COMMUNICATIONS Review media coverage and plan communications accordingly: Daily news clips Video monitoring NewsEdge, PR Newswire, eWatch Search for newsgroup references, www.dejanews.com Provide media updates via news releases, statements, briefings, podcasts or interviews as necessary Respond to media calls in priority order Monitor briefings and other communications by others involved in the emergency Prepare appropriate responses, if necessary Contact reporters to correct any significant inaccuracies in media coverage Proactively solicit media coverage casting the city/county/community/college in a positive light Offer inside stories or feature sidebars to show what is being done Identify what the city/county/community/college has done in the past to try to prevent such an emergency (e.g., training, exercises, etc.) or to prepare for such an emergency Identify people not affiliated with our institution who can comment favorably Hold a terminating news briefing when the situation is resolved, if warranted Include new information, messages Schedule media briefing Issue media advisory regarding briefing through PR Newswire/Business Wire

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Updated March 2013 E-mail AP and key media (advisory template in Section 6) Prepare talking points and messages for spokespersons opening statement Prepare spokesperson for likely media questions; establish responses (Q&A) Document the briefing (audio or video recording)

ADMINISTRATIVE Continue to answer and process media calls, complete media inquiry log sheets and forward to spokespeople Continue requests for media monitoring Maintain availability of food and beverage for extended work schedules Collect and maintain a file of all media phone log sheets and all drafts and final versions of news releases Collect and maintain files of all media coverage EMPLOYEE COMMUNICATION Provide news releases or statements to specific campuses or everyone on all campuses, as appropriate. WEB SITE COMMUNICATIONS Post news releases or statements on GHC website. STUDENT COMMUNICATIONS Post news releases or statements on website; email releases to John Spranza (jspranza@highlands.edu) or director of student life, admissions office, the office of academic affairs, the office of student services and the financial office. Provide news releases or statements to call centers, if warranted. FAMILY COMMUNICATIONS Evaluate need and continue to staff family area with counselors and security personnel if necessary. Provide statements to the families of all students if appropriate.

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PROACTIVE ACTIVITIES TO CONSIDER

Key Activities: Demonstrate concern: Key officials visiting victims and survivors at home or at hospitals Sympathize to affected people Consider other actions appropriate to the emergency that put a human face on our institution and demonstrate responsible citizenship: Provide expressions of gratitude to community groups (i.e., volunteer fire department) that helped to resolve the emergency Announce any employment programs that may be appropriate (grief counseling, security awareness, diversity training, etc.) Establish toll-free hotline for affected individuals, if appropriate Establish appropriate funds: Emergency relief Victims fund Memorial fund Expand hours of service to address problems or concerns of those who are affected by the incident, such as a toll-free telephone or an e-mail address Consider security of the site and those who will be visiting the site

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AFTER THE EMERGENCY

Key Activities: Document the role of the crisis communications team and others during the event in protecting the citys/countys/communitys/colleges reputation and operations Share valuable information and insights into handling the public information requirements of the incident Arrange for psychological counseling sessions for communications personnel and other members of the emergency leadership team, as necessary or desired. COMMUNICATIONS ACTIVITIES Conduct a debriefing of emergency participants Prepare a written report on the emergency for use by senior management and other public relations offices that contains: Quantity and nature of news coverage Quantity and nature of communications activities and responses Copies of media coverage Lessons learned What worked? What did not work? Tips, tactics and advice, future modifications and recommendations Compile a video of TV coverage showing how the emergency played out (use the video monitoring clips, briefing footage) Meet with vendors and volunteers and ask for feedback: What worked well for them? Opportunities for improvement Modify the crisis communication plan as necessary

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SECTION 3
PREPARATION

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SERVICES
Media Relations Complete the PR newswire contact information in the emergency checklists (Section 1) PR Newswire Local Office 800-255-0135 24 Hour Service Media Monitoring Resources necessary for monitoring media coverage of an emergency: 1. Cable television and radio to monitor local and cable news broadcasts as they occur (Jeff Brown, eLearning) 2. Video monitoring service to provide tapes/ transcripts of local, regional and national news broadcasts (Cision, 332. S. Michigan Ave., Chicago, IL 60604; 312-986-4974) 3. NewsEdge (877-794-0440) Daily news clips: 4. EWatch (a clipping service for the Internet subsidiary of PR Newswire) 5. www.dejanews.com, a search engine to monitor news groups on the Internet, part of Google Contact Name and Number

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Updated March 2013 Documentation Videotape media briefings for purposes of documentation. Use audio tapes to record briefings via telephone conference calls, if any. Review the tapes later. The need to have archival videotape and photographic coverage of the emergency may require the use of alternative providers of video and photographic services. Videotaping services Primary: GHTV Alt. 1: Cision Alt. 2: Alt. 3: Photographic service Primary: Paul OMara Alt. 1: Alt. 2: Alt. 3: Contact person Jeff Brown Telephone 706-802-5301 678-999-0425

Contact person same

Telephone 706-290-0026

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SUPPORT
Food Services Food and beverages may be required during long, uninterrupted periods of work schedules, for both crisis communication team members and news agency representatives covering an event. Vendor Campus Caf or on-campus vendor Alt. 1: Panera Bread Alt. 2: Pizza Hut Contact Name and Number Via Aux. Services, x. 7767 706-378-4185 706-235-4746

Security Security may be required to control (obtain or restrict) access to work and/or media briefing areas, especially during non-business hours. Undoubtedly, the city/county police department has primary responsibility for security within our community, but supplemental (private) security may be necessary to provide assistance, in certain circumstances. Security service 24 hours: Request ranking officer on duty Contact Name and Number John Upton 706-295-6347 (Rome) 706-252-2236 (cell) Heritage Hall 706-802-5004 706-252-4817 (cell) Cartersville 678-872-8300 678-883-4117 (cell) Marietta SPSU in charge Paulding 770-276-5383 (cell) Douglasville 706-252-2704 (cell)

Technical Equipment In the event extra telecommunications equipment (phones, FAX machines) or phone lines, such as dedicated or toll-free numbers, are required, contact the individuals below. Extra Phone Lines IT Dept. After hours contact: Jeff Patty Contact Name and Number Rob Ramsey, x. 6594 Available 24 hours/day, 365 days/year: 706-767-3222

Position copier and FAX machines close enough to the work area to minimize the amount of time required for making copies and sending FAXes. They should be within a 30second walk from the work area and should be reserved for crisis communications team use.

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Updated March 2013 Use a speakerphone or audio device to conduct telephone conference calls with the news media. If one is unavailable, obtain from a source.

Transportation For transportation purposes and convenience, we should have access to a utility vehicle or truck. Transportation GHC Contact Name and Number Plant Ops 706-802-5109 Cynthia Parker 706-295-6346

Cell phones Secure extra cellular phones (extra batteries and chargers) for off-site communications. Jeff Patty to coordinate. Remember: Cellular calls may not be secure. Cellular Phone Sources Jeff Patty Contact name and number 706-767-3222

Transmit radios or walkie-talkies for use by the crisis communication team are located: In the office of campus safety ext. 6347

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FACILITIES
Emergency Communications Center During an emergency, the Executive Board Room shall serve as the principal emergency communications center for preparing communications materials and responding to media inquiries. Should these offices not be accessible, the ECC will use the observatory. Forward the primary ECCs phone number (706-368-7710) to the secondary/alternative site (706-368-7719, EBR phone, or other) If forwarding to the alternative site is not possible, the outgoing voice mail message for that number should provide the above number for the new alternate ECC Should conditions require locating the ECC elsewhere, establish it at the site of the emergency when possible or, if absolutely necessary, from a nearby site or from the homes of the committee members through conference calling: Forward primary communications phone number to 706-512-0019 If forwarding to alternative site is not possible, the outgoing voice mail message for that number should provide the above number for the new alternative ECC Designate a phone line to which media calls ONLY are forwarded from the main number, for the purpose of taking messages for return by spokespeople, according to priority. Phone number: 706-512-0019

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Updated March 2013 Media Briefing Facility Use a nearby facility for media briefings. Hotel criteria: Have experience in meeting audio-visual demands Can provide parking for TV vans Can cater the briefing Have 24/7 access Present no security or safety issues In addition, in certain crises, we may not have access to our regular facilities. Therefore, our media briefing facility should be big enough to accommodate at least 5075 people plus cameras, tripods, laptops, chairs and tables; it is better that the room be too large than too small. It should be equipped with: A lectern on a riser One microphone with multi-box for TV and radio microphones, TV lighting Tables and chairs arranged classroom style A riser for television cameras Electrical outlets for cameras and computers Neutral background curtain behind the lectern Portable toilet(s) should be located at a nearby location

It is preferable to have two entrances to the briefing room. If there is only one, we should arrange the room so the spokesperson can leave the room without having to pass by or walk among the news media. Georgia Highlands can offer the following locations: Lakeview, Heritage Hall Centre Stage or large classroom at Cartersville facility. Although we may wish to speak with reporters and respond to additional questions, we also should have the option of a clear departure. Depending on the location for media briefings, we may need to arrange for any necessary security or off-hours media access. We also need a back-up location in the event this first-choice site is not accessible. Parking accommodations also need to be considered. (If Heritage Hall is used, parking could become an issue.) Include the primary and alternate locations and contact names and phones numbers in the emergency checklist in Section 1 and in Section 6.

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EMERGENCY KIT MATERIALS

Emergency Kit: These kits should be stored in a secure location that communication staff members may access with minimal difficulty. A minimum of one kit will be located at the campus safety office in Heritage Hall, Floyd and Cartersville, the college relations office, the office of the director of campus operations in Cartersville and the presidents office. The college relations department is assigned the responsibility of taking inventory at the start of each semester, making any necessary replacements and/or updates (update this manual, insert new batteries, ensure contact lists still have correct information, appropriate identification tags are there, etc). Items to include in the kit: Copy of this manual Pens/pencils Pads of paper Flashlights/batteries Media contact information (in this plan, page 66) All other contact information Campus maps Small collection of toiletries (toothbrushes, tooth paste, soap, razor, combs, aspirin, deodorant, hair dryer) College fact sheet/background/history (in this plan, page 58) Extra shield for lectern Inventory of kit contents Identify source(s) of college cell phones and two-way radios (consult campus safety). Contact Information: Develop current media lists, both print and broadcast, including general phone numbers and email addresses for assignment desks and city desks (see media list, Section 9) and update once per semester or as new information becomes known. At the outset of an emergency event, copy the following pages from this manual as indicated and retain original for future use: College background information (under College Relations news release files for current year (25 copies) Directional signs to news briefing (5 copies of each, in kit) News media sign in sheets (25 copies) Media inquiry log sheets (200 copies) News release approval forms (50 copies) Situation report (25 copies)

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SECTION 4
ROLES AND RESPONSIBILITIES

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EOC COMMUNICATION TEAM

Unless otherwise indicated, PRIMARY members in bold
Public Information Officer (PIO)
Senior executive and chief spokesperson. Conduct media briefings; visit site as warranted and appropriate; serve as public relations counselor to senior officials; manage media activity where necessary; coordinate necessary public relations activities with all other agencies. Name Dana Davis Office Phone Number Home: 706-936-3666 Title College Relations Dir. 706-368-7710 Cell: 706-512-0019 Name John Millsaps Office Phone Number Home: Title Assoc. VC Media/Pub. 404-656-2251 Cell: 404-539-8471 GEMA, FEMA As appropriate for emergency

Assistant to the PIO

Provide necessary on-site support to the PIO. Name Nancy Warner Office Phone Number Title 706-802-5136 Name Call sister institutions Office Phone Number Title to request support Home: Cell: 706-512-2023 Home: Cell:

Director of Environment Health and Safety

Chief adviser to PIO & spokesperson for technical, environmental and health-related issues. Name Janet Alexander Office Phone Number Home: Title Chair, Health Sci. 706 295 6326 Cell: 706 238 2555 Name Becca Maddox Office Phone Number Home: Title Dir., nursing 706-295-6322 Cell: 706-802-9064

General Counsel Provide legal counsel; sign off on news releases as appropriate/necessary.
Name Title Name Title Office Phone Number Office Phone Number Home: Cell: Home: Cell:

Manager of News and Information Direct all activity involving news media; staff assignments and scheduling; ensure timely distribution and accuracy of news releases and advisories; gather information from Emergency Management team, and prepare opening statement for briefings. May respond to news agencies requests for information.
Name Dana Davis Title College Relations Dir. Name Others, as assigned Title Office Phone Number 706-368-7710 Office Phone Number Home: 706-936-3666 Cell: 706-512-0019 Home Cell:

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Updated March 2013 Communications Specialists Duties include, but are not limited to, those listed below; subject to assignment by the director of college relations and/or the president. Collect and prepare obituary or other employee information Field incoming media calls at 706-368-7710 Serve as liaison to EOCs Schedule media interviews according to established priority; contact & notify interview subjects; serve as liaison between media and interviewee(s) Others, as needed PRIMARY
Name Title Name Title Name Title Name Title Dana Davis Coll. Rel. Dir. John Millsaps Assc. Vice Chancellor Volunteers from other USG institutions Office Phone Number 706-368-7710 Office Phone Number 404-962-3053 Office Phone Number Office Phone Number Home: 706-936-3666 Cell: 706-512-0019 Home: 770-952-4285 Cell: 404-539-8471 Home: Cell: Home: Cell:

BACKUP - ALTERNATE
Name Title Name Title Name Title Name Title Name Title Nancy Warner Human Resources Nadia Brown Ken Davis Office Phone Number 706-802-5136 Office Phone Number 706-368-7755 Office Phone Number 706-295-6784 Office Phone Number Office Phone Number Home: Cell: 706-512-2023 Home: Cell: 706-204-6865 Home: 770-748-6878 Cell: 770-324-3982 Home: Cell: Home: Cell:

Errands and other miscellaneous jobs Name Phillip Kimsey Office Phone Number Title Plant Ops 706-204-2284 Name Title Office Phone Number

Home: 770-684-3834 Cell: 706-252-1703 Home: Cell:

33

Updated March 2013 Manager, PR Support Services Obtains necessary cellular phones, radios and other communications equipment; directs activities of Web master.
Name Title Name Title Jeff Patty IT director Rob Laltrello Assoc. director Office Phone Number 706-368-7504 Office Phone Number 678-872-8088 Home: Cell: 706-767-3222 Home: Cell: 678-988-6433

Visual Documentation Group

Record and collect photographic and video images as necessary for archival and publicinformation purposes. PRIMARY Name Jeff Brown Office Phone Number Home: Title eLearning 706-802-5301 Cell: Pager Name Paul OMara Office Phone Number Home: Title Cell: 706-346-1880 Pager: Name Tracy Page Office Phone Number Home: Title Cell: 706 766-8468 Pager Name Title Name Title BACKUP - ALTERNATE Office Phone Number Office Phone Number Home: Cell: Home: Cell:

Webmaster
Create, maintain, update information on website(s) as necessary Name Stephen Souders Office Phone Number Title Web master 678-872-8036 Name Office Phone Number Title Home: 770-906-7468 Cell: 678-701-3645 Home: Cell:

Graphic Artist
Create graphics and other images as required, including credentials, signage, maps and other visual materials for distribution and other publication, including online. Name Ken Davis Office Phone Number Home: Title 706-368-6784 Cell: 770-324-3982 Name Nadia Brown Office Phone Number Home: Title 706-368-7755 Cell: 706-204-6865

Network Administrator Maintain computer systems and provide other computer/technical support as required.
Name Jason McFry Title Dir. Client Support Office Phone Number 706-802-5080 Home: Cell: 706-252-4700 Pager:

34

Updated March 2013 Media Center Coordinator Establish media/briefing center, including controlling access, securing phones & phone lines and other necessary equipment; arranging food service at briefing center and emergency communications center.
Name Nancy Warner Title Name Title Office Phone Number 706-802-5136 Office Phone Number Home: Cell: 706-512-5001 Home: Cell:

N.B.: In the event that the GHC public relations team is unable to provide services, contact a crisis communications/public relations agency such as Weber Shandwick, Atlanta, to provide professional services. In fact, if the emergency is big enough, the college may require the services of an agency in any case to help with the overwhelming media response required. Knowing how to interact with the media and to write advisories and news stories is vital to handling an emergency. An agency can perform this duty on a per-project basis. Potential public relations agencies are listed below: Wayne Roberts, Sr. VP and General Manager Weber Shandwick Global Crisis Management One Buckhead Plaza 3060 Peachtree Rd., N.W. Suite 520 Atlanta, GA 30305 404-266-7555 Porter Novelli Communications 3500 Lenox Road Ste. 1400 Atlanta, GA 30326 404-995-4501 iSquared Communications 8975 Roswell Road Atlanta, GA 30350 770-594-0999

35

Updated March 2013

DESIGNATED SPOKESPEOPLE
The following people have been designated as media spokesperson for given situations: Emergency Scenario Emergency itself Dr. Renva Watterson Dana Davis Spokesperson Primary: Dr. Watterson Work: 706-295-6328 Cell: 706-346-5628 Home: Alternate: Dana Davis Work: 706-368-7710 Cell: 706-512-0019 Home: 706-936-3666 Primary: Dr. Renva Watterson Work: 706-295-6328 Cell: 706-346-5628 Home: Alternate: Dana Davis Work: 706-368-7710 Cell: 706-512-0019 Home: 706-936-3666 Alternate: Work: Cell: Home: Primary: Dr. Watterson Work: 706-295-6328 Cell: 706-346-5628 Home: Alternate: Dana Davis Work: 706-368-7710 Cell: 706-512-0019 Home: 706-936-3666 Alternate: Work: 706 295 6326 Cell: 706 238 2555 Home: 706 237 6769

Natural Disasters: Fire/Explosion with Injuries Flooding Tornado Violent weather Earthquake Hurricane Expert List: Mark Pergrem (x.7529), Billy Morris (x. 7528), Becca Maddox (x.6322) Incidents concerning students/faculty/staff: Deaths Infectious disease/pandemic Hostage situations Disturbance/riot Expert List: Becca Maddox ext. 6322 Angela Wheelus ext. 7707, 678-872-4200 Greg Sumner 7630 Janet Alexander

36

Updated March 2013 Incidents concerning Accidents on- or off-site Institutional graft/corruption Physical abuse/violent crime on campus Sexual misconduct Expert list: Angela Wheelus x. 7707, 678-872-4200 Rob Whitaker x. 7713, 770-361-1942 Greg Sumner x. 7630 Incidents involving significant damage to facilities and/or operations Dr. Watterson Plant ops (Rob Whitaker) x. 7713, 770-361-1942 Primary: Dr. Watterson Work: 706-295-6328 Cell: 706-346-5628 Home: Alternate: Dana Davis Work: 706-368-7710 Cell: 706-512-0019 Home: 706-936-3666

Primary: Dr. Watterson Work: 706-295-6328 Cell: 706-346-5628 Home: Alternate: Dana Davis Work: 706-368-7710 Cell: 706-512-0019 Home: 706-936-3666 Primary: Work: Cell: Home: Alternate: Work: Cell: Home:

Incidents regarding

N.B.: If the president is unable to act as key spokesperson, the vice president for academic affairs will serve in that role. (Dr. Laura Musselwhite, x. 2368, 706-346-6721, cell)

37

Updated March 2013

COMMUNICATION TEAM ROLES AND RESPONSIBILITIES AT SCENE

Receives all current information approved for release Provides all approved and confirmed information to the media at the site Coordinates information activities with other public relations personnel (fire, police, health department, etc.) at the site Provides information to other communicators on events taking place at the site and the tone and nature of media questioning Collects information released by others Maintains contact with PIO Educates the media on relevant issues

Each state and the federal government may have its own agency to conduct official investigations into certain types of incidents. Those agencies must also release information to the media about the situation, the investigation and any findings. The college representative at the site should not violate the investigating agencys information policies but must protect the college and community reputation and interests. The investigating agency will usually brief the media or publish information about the investigation at least once a day. The on-site representative should attend these briefings to hear what is being released and what questions are being asked. The tone and subject of the questions may indicate coverage harmful to Georgia Highlands College and should be reported to the senior PIO official. In addition, the public relations representative at the site should coordinate all releases of information with PIO/EOC communication team to ensure consistency. If an event occurs on private property, other officials may try to take control of media relations, and the on-site public relations representative may be powerless to protect the colleges interests; a positive working relationship should be established with other public relations representatives at the site as early as possible. At the site, information can be given in one-on-one interviews or at more formal briefings, if a briefing facility exists. The on-site public relations representative should be trained and prepared to do televised interviews, if necessary. More than one public relations representative may be sent to any of the sites.

38

Updated March 2013

SECTION 5
INITIAL RESPONSE

39

Updated March 2013

INITIAL RESPONSE
To activate the EOC communication team and the use of this emergency communications manual: The first employee to hear of the crisis alerts the president, then the director of campus safety and the college relations director. The crisis team (appropriate members of the cabinet) will be contacted (see page 40) to decide next steps. If the event occurs during a week day, the team will meet immediately in the presidents office or alternative site. All members will be fully apprised of the facts known at that time. Either a news release or a holding statement will be distributed within the first hour. As facts are gathered and confirmed, the appropriate actions will take place according to those prescribed in the plan. If the event occurs off-campus during a week day, the team will meet as noted, but one or more representatives will travel to the site to evaluate the situation, report to the team and liaise with other agencies and media. If the emergency happens when the college is closed, the director of College Relations will begin notifying the crisis team after consultation with the president. Depending on the severity of the event, the team may be convened at the Floyd or Cartersville campus immediately.

40

Updated March 2013

NOTIFICATION PROCEDURE
_______________________________________________________________________ _ Use this form to help notify persons concerning the emergency. The communication team member who first learns of an emergency or other situation will begin notifying others who should respond: 1st to learn calls: 1. College president (Dr. Renva Watterson) 2. College relations director (Dana Davis) 3. Campus safety (John Upton) Then: #1 calls: 4. Dr. Laura Musselwhite (VPAA) 5. Campus Dean/s 6. Rob Whitaker (CFO) Then: #2 calls: 7. Ken Davis/Nadia Brown (graphic artists & general assistants) 8. Jeff Patty (dir. of IT) 9. Nancy Warner (communications assistant for crisis event) #3Notification team leader (Nancy Warner) calls all others: 10. Director of advancement 11. Ginni Siler (director of human resources) 12. Plant ops (if appropriate) 13. Stephen Souders (Web master) All communication team members should immediately report for duty at the media information center located in the EBR, unless told to do otherwise.

41

Updated March 2013

SITUATION REPORT FORM _____________________________________________________________

USE: Remove and photocopy as necessary; return blank original to the Emergency Communication Plan manual. Source of information: ___________________________________________ Type of incident: _______________________________________________ What happened? ________________________________________________

Where did it happen? _____________________________________________ When did it happen? Time:____________________Date:________________ Are there deaths or injuries? ________________________________________ Number of casualties: _____________________________________________ What is the situation now? __________________________________________

What are we doing in response? _____________________________________

Other confirmed information:

Prepared by: ________________________________________________________ Date: ___________________________________Time: _______________________

42

Updated March 2013

MEDIA HOLDING STATEMENT _____________________________________________________________

Until a formal news release or response statement can be prepared, we may want to use a holding statement to respond to inquiry from the media or other callers.

We are in the process of preparing a statement based on the information we have at this time. We expect this information to be issued shortly. I do not have an exact time but expect it to be in about one hour. (If appropriate) We will also be scheduling a briefing for the news media at _________________ (insert location and directions if appropriate). Im sorry I dont have any additional information to give to you at this time. Thank you for calling.

43

Updated March 2013

STANDBY STATEMENTS
_______________________________________________________________________ _ In response to questions about the cause of an accident: It is much too early to talk about the cause of this incident. It may take days or weeks of investigation to determine why this happened so that we can prevent this kind of thing from ever happening again. The investigation will be conducted by the ______________________, and we will cooperate fully in the investigation. We will not speculate about what may have been the cause, and we encourage others not to speculate. When we have no more information to release: We have released all of the confirmed information that we have at this time. As soon as we have additional facts, we will share them with you. In response to questions about victims: Confirming identities of victims is one of the most difficult and sensitive matters we face after an incident like this. We are working as rapidly and as accurately as we can. This does not mean that we are ignoring the needs of the families; in fact, we are working closely with them. As names are confirmed, we will notify relatives first before we release any names to the public. This can be a time-consuming process but we want to avoid errors. We know that this process appears slow, but we hope you will understand. In response to safety concerns: Safety is our top priority, and we are cooperating fully in the investigation to ensure that such an accident never happens again.

44

Updated March 2013

NEWS RELEASE APPROVAL FORM _____________________________________________________________

This form should be used to obtain a document for each news release or prepared statement. Date: ___________Time:______________Release#____________Draft#__________ Headline:_____________________________________________________________ To Be Released on (date) ______________at (time)___________________________ Source(s) of Information: Information in the attached news release was obtained from: Name:________________________________________________________________ Name:________________________________________________________________ Approved By: OK:___ (initials) President (or designate):_______________________________________________ Chief Spokesperson: __________________________________________________ Public Relations:______________________________________________________ Other:______________________________________________________________ Other: ______________________________________________________________ Legal (if necessary) :___________________________________________________ Human Resources (employee information) :_________________________________ Source(s) of information (see above) :____________________________________ Name: ______________________________________________________________ Name:_______________________________________________________________ Additional Information Supplied By Picture(s) Drawing, Diagram, Map Charts, Tables Attatch this approval for to the final news relaease and store for future referance. Approved By

45

Updated March 2013

Check List for Evaluating Message Components: 1. Expression of empathy:

2. Clarifying facts/Call for Action: Who____________________________________________________________________ What___________________________________________________________________ Where__________________________________________________________________ When___________________________________________________________________ Why____________________________________________________________________ How____________________________________________________________________ 3. What we dont know: _______________________________________________________________________ _ 4. Process to get answers: _______________________________________________________________________ _ 5. Statement of commitment: _______________________________________________________________________ _ 6. Referrals: _______________________________________________________________________ _ For more information_____________________________________________________________ Next scheduled update_________________________________________________________________________

Finally, check the message for the following:

Positive action steps Honest/open tone Test for clarity Simple words, short sentences

Avoid jargon Avoid judgmental phrases Avoid humor Avoid speculation

46

Updated March 2013

WORKPLACE VIOLENCE OR DISRUPTION NEWS RELEASE _____________________________________________________________

For more information, contact: ______________________________ (Contact name and telephone number) FOR IMMEDIATE RELEASE: (insert day and date) (NATURE OF EVENT) REPORTED AT __________________ OFFICES (DATELINE) (Number) people (killed-wounded-injured-taken hostage) today when (nature of event) took place at __________ offices (of: name of specific offices if appropriate) at (street address). (All or Number) of those involved are __________ employees and the rest are (insert description). Full details regarding the incident are not yet available. We are shocked that such a horrible event could occur, (President or Spokesperson) said of the incident, which began about (time) today. The safety of our students, faculty, and staff is our most important priority, and our thoughts are with them now. If there are deaths, Our thoughts and our sympathy are with the families, and Georgia Highlands is trying to help these family members in every way we can. (Name of spokesperson) added, We are cooperating fully with the authorities. No one wants to know more than we do how such a terrible thing could occur at GHC and we will do whatever we can to prevent it from ever happening again. Insert any other confirmed facts about the situation. For example: This particular __________ facility employs about (number) people who work in (kinds of work done at these offices). ###

47

Updated March 2013

SECTION 6
MEDIA BRIEFING

48

Updated March 2013

MEDIA BRIEFING
Guidelines for deciding whether to have a media briefing: Media briefings are an effective and efficient way to give one set of answers to many questions and many reporters at one time; a briefing also conveys openness and accountability. In general, we should consider holding a briefing only when: 1. There has been a loss of life, serious injuries or significant property damage 2. There has been significant inconvenience to or endangerment of the public, employees, etc. 3. There are damaging accusations or questions about the institutions integrity, workplace, practices, or citizenship, especially with respect to responding to the crisis situation 4. The situation depends on in-person response 5. The designated spokesperson has the skills and demeanor to conduct a briefing. We may conduct the media briefing in person, by television or by telephone conference call. A briefing should include new information about the situation as well as key messages. Briefing In person Satellite television media conference Telephone Conference Location Primary: Lakeview Alternate: TBD N/A Executive Board Room Contact Todd Jones, x. 7738

Jeff Patty, x. 7504

CONDUCTING A MEDIA BRIEFING

The college relations director should open the briefing and: 1. 2. 3. 4. 5. 6. Bring the room or conference call to order Give the speakers name, spelling and title Set any ground rules (length of briefing, time for Q&A, etc.) Give TV crews time to prepare (ask if everyone is ready and wait for them) Introduce the speaker Supervise the briefing, and bring it to a close

The spokesperson should begin with a prepared statement containing key messages.

49

Updated March 2013 The media briefing facility for in-person briefings should be equipped with: 1. 2. 3. 4. 5. 6. 7. 8. Lectern and one microphone with multi-box for TV and radio microphone TV lighting Table and chairs arranged classroom style Riser for television cameras Electrical outlets for cameras and computers Neutral background curtain behind the lectern Snacks and beverages Restroom facilities should be available near-by A typical media briefing room arrangement follows:

MEDIA BRIEFING ROOM

Room should be located so that TV crews can run cable to vans and trucks in a parking area, if possible Tables allow the media to use portable computers easily (if possible) The speaker should be able to exit the room without walking by or among the media. If there is only one door, place the lectern at that end of the room.

Provide a copy of these instructions to whoever is responsible for arranging the room.

50

Updated March 2013

MEDIA BRIEFING ADVISORY FORM _____________________________________________________________

Use this form to alert media of a briefing concerning the emergency.

MEDIA ALERT

WHAT WHO WHEN WHERE DETAILS

Georgia Highlands College will conduct a media briefing regarding todays (insert nature of event) (Name, title of briefer) Time and Date Location and parking, driving instructions, if appropriate or how to participate by conference call (One paragraph about the crisis)

ONLINE ACCESS (If available) The media briefing will be available live online at (Web address) CONTACT (Name), (Title and Affiliation) (phone) ###

51

Updated March 2013

DIRECTIONAL SIGNS TO MEDIA BRIEFING _____________________________________________________________

Several directional signs should be made and stored in emergency kit for future use. Please see kit for examples. Each kit should contain right, left and straight arrow directional signs.

52

Updated March 2013

NEWS MEDIA BRIEFING SIGN- IN _____________________________________________________________

USE: Remove and make multiple copies; return blank original to manual Date:________ Time:_________ Location:__________________ By:______________ NAME AFFILIATION PHONE/E-MAIL

53

Updated March 2013

MEDIA INQUIRY REPORT _____________________________________________________________

USE: Remove and make multiple copies of this form; return blank original to manual. Submit completed forms to the college relations department Date: _____________ Time: ___________ Taken By:___________________________ Call Received From: Name __________________________________ News Agency ____________________ Location:_____________________ Phone:_________________ FAX: ______________ email:_________________________________ Deadline_________________

Message: _______________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ Call returned by:______________________ Priority: __Local (headquarters, site) __Wire service/State __National broadcast, newspaper, magazine __ Other Date: __________ Time: _________

Notes: _________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________

54

MEDIA INQUIRY LOG USE: Remove and make multiple copies of this form; return blank original to the crisis communication plan manual. This form serves as a record of responses to calls on MEDIA INQUIRY REPORT forms (preceding page) and should be updated periodically throughout a prolonged crisis. DATE TIME NAME, AGENCY & CONTACT INFO. RESPONSE BY NATURE/SUBJECT OF INQUIRY

Updated March 2013

56

Updated: 10/07/2011

SECTION 7 References

57

Updated: 10/07/2011

BACKGROUND INFORMATION
Recommended background information to release to the media: 1. A brief history of the institution: employment, enrollment, etc. 2. Operating information that illustrates longer-term, normal operations (year-round, three-semester institution with five campuses, etc.) 3. What the institution is doing to help families and survivors 4. Shelter locations and other important information of general use to the public and media, if appropriate In addition, we will want to have other information to use as needed: 1. Emergency preparedness 2. Past incidents similar in nature either at the institution or elsewhere 3. Key phone numbers and other media contact information that may be useful (see media list) 4. Portions of relevant emergency plans for faculty, staff and students 5. Maps of the campus 6. Other

58

Updated: 10/07/2011 The History of Georgia Highlands College In its 41-year history, Georgia Highlands College has served the Northwest Georgia community with a solid educational foundation for the first two years of college. In 2011, the college became a limited-mission four-year state college. GHC was founded in 1970 as Floyd Junior College, and now serves students who commute from throughout a large portion of Northwest Georgia and Northeast Alabama. In 1968, the Board of Regents of the University System authorized the establishment of Floyd Junior College in Floyd County. Under the boards policy, the local community provided a campus site and funds for the construction of the initial facilities. Led by the Junior College Committee headed by Rome attorney J.D. Maddox, Floyd County citizens responded enthusiastically by approving a $3.2 million bond issue by a margin of nearly three to one. Construction began in early 1970. The colleges first classes were offered during the fall quarter of 1970 in temporary facilities. At the end of 1970, all operations were moved to the new campus on Highway 27 (Cedartown Highway), six miles south of Rome. Dr. David B. McCorkle became the first president of Floyd Junior College on January 1, 1970, and served in that position until June 30, 1991. Following Dr. McCorkles retirement, Dr. Richard Trimble was appointed interim president of the college and served until the November 1992 selection of Dr. H. Lynn Cundiff as the colleges second president. Dr. Cundiff left the college in August 2000. During the 2001 academic year, Robert Watts served as interim president. The Board of Regents named Dr. J. Randolph Pierce the third president of Floyd College on June 15, 2001. Pierce retired in December 2011. Dr. Renva Watterson is currently serving as interim president. Now enrolling more than 5,500 students in transfer and career academic programs, Georgia Highlands College operates five campuses in Rome, Cartersville, Marietta, Dallas and Douglasville. GHC has also pioneered cooperative programs with Coosa Valley Technical College (now Georgia Northwestern Technical College) as early as 1972 and offered joint programs with North Metro Technical College (now Chattahoochee Technical College). Several years ago the college expanded its flagship nursing program by adding a cohort of 25 students in Marietta, helping to ease the nursing shortage in Northwest Georgia. The college became a state college in 2011, and in fall 2013 will accept its first cohort of nursing students working toward a baccalaureate degree. In fall 2012, GHC introduced its first competitive athletics program with inaugural mens and womens basketball. The womens team advanced to the post-season finals. Baseball and softball teams begin in the 2013-2014 academic year. In recent years, the Georgia Highlands has become more innovative with its outreach and programming, offering more courses via nontraditional means to meet the needs of its diverse student population and initiating programs that serve as models for college across the country.

59

Updated: 10/07/2011

In 1994, the college opened Heritage Hall in downtown Rome to be more accessible to the working student. GHTV, a 24-hour cable television station went on the air that same year. It offers classes that could be viewed multiple times a week for students with scheduling conflicts. An open-access channel, GHTV is broadcast in Floyd County through the Comcast cable system. In 1999, construction was completed on a new classroom building on the central campus in Rome. In addition to classrooms, the Lakeview Building features an art lab, an art gallery and an exhibit hall. The colleges student center has also recently undergone extensive expansion and renovation. As fall semester 2005 was beginning, the college changed its name from Floyd College to Georgia Highlands College to reflect its more regional nature. GHC also dedicated that fall a new campus and building in Cartersville on Route 20, just west of I-75. Immediately, enrollment there jumped by 50 percent. The 100-square-foot facility, which houses a soaring library, biology and physics labs and the latest technological advances, can accommodate about 2,500 students, a capacity that has now been reached. During the first semester, Cartersville enrollment reached 1,181. It now exceeds the founding/Floyd campus and totals nearly 2,500. In June 2011, ground was broken on a student center there, and is expected to be completed by the end of 2012. Another academic building has been planned for several years, but has not been funded due to recessionary economic conditions. An additional instructional site also opened in Marietta on the campus of Southern Polytechnic State University in 2005. In 2009, two other sites opened one in Paulding County on the square in downtown Dallas and the other in Douglasville. Georgia Highlands College, which has grown significantly during the past five years, continues to offer an advanced educational foundation to its expanding student body.

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Updated: 10/07/2011

SECTION 8
TELEPHONE DIRECTORIES And CONTACTS

61

Updated: 10/07/2011

MEDIA DIRECTORY
Media AP UPI AP Network News (Radio) CNN ABC CBS NBC New York Times Washington Post Wall St Journal CNN Mike Colombo Abbey Lennon Lowell Vickers Agnes Hagin News Editor Gene Espy Kevin Karel Jeff Brown Susanna Capelouto Robert Vines Randy Davis News Desk Mark Andrews Earnestine Jones Contact Telephone Wire Services info@ap.org 404-522-8971 (national) (James Martinez) pressreleases@upi.c 202-898-8000 om Washington D.C. 202-736-1100 24-Hour Phone Number National Media National 404-827-1511 Assignment Desk National 212-979-1275 Assignment Desk National 212-975-4321 Assignment Desk National 212-664-7653 Assignment Desk News Bureau 212-499-3300 News Bureau 301-934-3513 News Bureau 212-416-2500 International Media International 404-827-1519 Assignment Desk Local Media RN-T 706-291-6397 Calhoun Times 770-382-4545 Cedartown Stand. 770-748-1520 Rockmart Journ. 770-684-7811 Chattooga Press 706-857-5433 Summerville News 706-857-2494 WRGA Radio 706-291-9742 GHTV 706-802-5301 WGPB Radio 800-222-6006 GPB/Atl 404-685-2400 WROM Radio 706-234-7171 WLAQ Radio 706-232-7767 WGAA Radio 770-748-1340 Times-Georgian 770-834-6631 Cartersville Daily 770-382-4548 Trib. WBHF Radio 770-386-4618 FAX

404/827-1593

706-346-7804 (C)

770-773-0888 (c)

62

Updated: 10/07/2011 Megan Thornton Lindsay Field News room, Laura Diamond News room/Marlene Henderson Fox5 Atlanta News Renee Starzyk Cherokee Tribune Marietta Daily Journal AJC WXIA-TV FOX-TV WSB-TV, Ch. 2 CBS46-TV, Ch. 6 770-479-1441 770-428-9411, x201 404-526-5342 404-873-9114 HENDERSON@wx ia.gannett.com Leslie.Duffield@FO XTV.com newstip@wsbtv.co m renee.starzyk@cbs4 6.com Assign. desk phone 404-873-9108

404-897-7409, news desk Leslie Miller, Assgn. Desk, 404327-3000

News On-line/ Web Editions

N.B. Check the emergency kit for a hard copy of the media list, including
all e-mail addresses. DO NOT add attachments to national/international emails to the media. These releases must be cut and pasted into the body of the e-mail, as large media outlets do not accept attachments.

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Updated: 10/07/2011

EOC DIRECTORY
Name Dr. Renva Watterson Dr. Laura Musselwhite Mr. Robert Whitaker Dana Davis Jeff Patty Ginni Siler John Upton Nancy Warner Todd Jones Cathy Ledbetter Kirk Nooks Carolyn Hamrick Ken Reaves If needed: Becca Maddox Philip Kimsey Janet Alexander Title/Position Interim President Interim VPAA VP Fin./Admin. Dir. College Rel. Dir. IT Dir. Advance. Dir. HR Dir. Camp. Saf. HR Dean, Floyd Dean/Pauld. Dean/Marietta Dean/Carters. Dean/Douglas. Nursing Dir. Plant Ops Health Sciences Office Phone
706-295-6328 706-295-6331 706-368-7733 706-368-7710 706-368-7504 706-368-7772 706-802-5134 706-295-6347 706-802-5136 706-368-7738 678-946-1103 678-872-8512 678-872-8069 678-872-4201 706-295-6321 706-295-6350 706-295-6326

Home Phone Cell Phone

706-292-0230 770-387-2198 706-936-3666 706-295-7765 770-345-0597 706-346-5628 706-346-5628 770-361-1942 706-512-0019 706-767-3222 706-512-0060 706-252-2236 706-512-2023 706-226-6484 706-767-7446 706-802-7607 678-451-2898 770-843-6445 706-238-2784 706-525-1703 706 238 2555

478-697-1383 678-691-1268 770-607-9302

706-237-6769

64

Updated: 10/07/2011

CRISIS COMMUNICATION TEAM DIRECTORY

Name Dr. Renva Watterson Dana Davis Jeff Patty Jeff Brown Stephen Souders Ken Davis Nadia Brown Nancy Warner Position Office Phone Interim President 706-295-6328 Dir. College Rel. Dir. IT GHTV IT Pub. Spec. Graphic Artist Com. Asst. 706-368-7710 706-368-7504 706-802-5301 678-872-8036 706-368-6784 706-368-7755 706-802-5136 Home Phone 706-936-3666 706-295-7765 770-906-7468 Cell Phone 706-346-5628 706-512-0019 706-767-3222 678-701-3645 770-324-3982 706-204-6865 706-512-2023

65

Updated: 10/07/2011

MEDIA CONTACTS
Georgia Highlands College 2008-2009

66

Updated: 10/07/2011

Rome/Floyd County and surrounding areas Mike Colombo Managing Editor Rome News - Tribune PO Box 1633 Rome, GA 30162-1633 Phone: 706.291.6397 Fax: 706.234.6478 MColombo@RN-T.com Lauren Jones Education reporter Rome News-Tribune ljones@rn-t.com 706-290-5252 Susanna Capelouto Georgia Public Broadcasting Phone: 706.204.2275 scapelouto@gpb.org John Druckenmiller Hometown Headlines Rome News - Tribune druck@hometownheadlines.com John Bailey, Web Editor Rome News Tribune Phone: 706. 290.5252 Fax: 706.234.6478 jbailey@npco.com David Dawson Sports Editor Rome News Tribune Phone: 706.290.5252 Fax: 706.232.9632 DDawson@RN-T.com Abbey Lennon Managing Editor Calhoun Times PO Box 8 Calhoun, GA 30701 Phone: 770.382.4545

67

Updated: 10/07/2011 Fax: 770.382.2711 alennon@calhountimes.com Mike Schuttinga Advertising Director News Publishing Company 706.290.5220 706.232.9632 Six Mile Post Georgia Highlands College 6mpost@highlands.edu Lowell Vickers Cedartown Standard PO Box 308 Cedartown, GA 30125 Phone: 770.748-1520 Fax: 706.234.6478 lvickers@rockmartjrl.com Chattooga Press PO Box 485 Summerville, GA 30747 Phone: 706.857.6478 Fax: 706.234 6478 Kevin Karel New Director Southern Broadcasting PO Box 1187 Rome, GA 30162-6926 Phone: 706.291.9742 Fax: 706.291.6926 kevink@south107.com Agnes Hagin News Editor Rockmart Journal PO Box 609 Rockmart, GA 30153 Phone 770. 684.7811 Fax: 770.234.6478 AHagin@rockmartjrl.com

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Gene Espy Editor Summerville News PO Box 310 Summerville, GA 30747 Phone: 706.857.2494 Fax: 706.857.2393 sumnews@aol.com Robert Vines WROM PO Box 5031 Rome, GA 30162-5031 Phone: 706.234.7171 Fax: 706.234.8043 rado@joychristian.com Randy Davis News Director WLAQ 2 Mt. Alto Road Rome, GA 30165-4142 Phone: 706.232.7767 Fax: 706.295.9225 wlaq1410am@hotmail.com David Elder GCAA Commissioner gcaaorg@gmail.com Jeff Brown eLearning jbrown@highlands.edu Tony Potts Coosa Valley News tony@coosavalleynews.com

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Haralson, Paulding, Douglas Counties Haralson County Gateway Beacon 222 Tallapoosa St. Bremen, GA 30110 Phone: 770.537.2434 Fax: 770.537.2434 hgbtj@times-georgian.com Paulding Neighbor 31 Courthouse Square Dallas, GA 30132 Phone: 770. 445.0565 Paulding@neighbornewspapers.com Jon Gargis Editor Paulding Patch jon.gargis@patch.com Dallas New Era PO Box 530 Dallas. GA 30132 Phone: 770.445.6571 Fax: 770. 445. 5726 newerapr@bellsouth.net Jody Martin Comcast Channel 16 770-443-7550 jmartin@paulding.gov Tina Clark Comcast Channel 15 City of Dallas tclark@dallas-ga.gov Kellie Hunter Director Douglasville City TV, Channel 25 678-715-6080 hunter@ci.douglasville.ga.us Mitch Sneed Douglas County Sentinel PO Box1586

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Updated: 10/07/2011 Douglasville, GA 30133 Phone: 770.942.6571 Fax: 770.945.7556 msneed@douglascountysentinel.com Kathryn Campbell Times-Georgian PO Box 460 Carrolton, GA 30117 Phone: 770.834.6631 Fax: 770.949.7556 kcampbell@times-georgian.com Bill Fordham Douglas County Sentinel PO Box 1586 Douglasville, GA 30133 Phone: 770.942.6571 Fax: 770.949.7556 news@douglascountysentinel.com Cartersville / Bartow County area Mark Andrews Education Reporter Daily Tribune News PO Box 70 Cartersville, GA 30120 Phone: 770.382.4545 Fax: 770.382.2711 mark.andrews@daily-tribune.com Brande Poulnot Cartersville Patch brande.poulnot@patch.com Bartow Neighbor 143 E. Felton Road Cartersville, GA 30120 Phone: 770. 386.0872 Fax: 770.386.0879 bartow@mdjonline.com Earnestine Young Jones News Director

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Updated: 10/07/2011 WBHF 7 North Wall Street Cartersville, GA 30120 Phone: 770.386.4618 Fax: 770.382.5290 earnestineyg@wbhfradio.org

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Updated: 10/07/2011 Cobb, Cherokee Counties: Megan Thornton Editor Cherokee Tribune PO Box 966 Canton, GA 30114 Phone: 770.479.1441 Fax: 770.4793505 mthornton@mdjonline.com Terry Dean Editor Cherokee County Herald 107 1st Ave. Center, AL 35690 Phone: 256-927-5037 Fax:256-917-4853 tdean@cherokeeherald.com Billy Mitchell Managing Editor Neighbor Newspapers Main Office 580 Fairground Street, NE Marietta, GA 30060 Phone: 770.428.9411 Fax: 770.422.9533 bmitchell@mdjonline.com Lindsay Field Education reporter Marietta Daily Journal PO Box 449 Marietta, GA 30060 Phone: 770.428.9411 Fax: 770.428.9535 lfield@mdjonline.com

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Others: Andy Diffender News Editor Walker County Messenger 120 East Patton Street PO Box 766 Lafayette, GA 30728 Phone: 706.638.1859 Fax: 706.628.7045 adiffenderfer@walkermessenger.com Don Stilwell Editor Catoosa County News 7513 Nashville Street Ringgold, GA 30136 Phone: 706.935.2621 Fax: 706.965.5934 catoosacountynews@catoosanews.com The Atlanta Journal Constitution 72 Marietta Street, SW PO Box 4689 Atlanta, GA 30302 Phone: 404.526.5151 Fax: 404.526.5904 Laura Diamond ldiamond@ajc.com Education Reporter Chattanooga Times 400 East 11th Street Chattanooga, TN 37403 Phone: 423.757-6249 Associated Press Atlanta Bureau atge@ap.org Athens Bureau 706.543.3254 Cherokee Bureau 770.373.8700

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The Chronicle of Higher Education 1255 Twenty-Third Street, NW Washington, DC 20037 editor@chronicle.com Mike Larose Community College Times One Dupont Circle NW STE 410 Washington, DC 20036 Phone: 202.728.0200 x206 Fax: 202.223.9390 CCTimes@aacc.nche.edu

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Others (continued): Tom Daniel Board of Regents University System of Georgia 279 Washington Street, SW Atltanta, GA 30334 John Millsaps John.millsaps@usg.edu kristina@cmapublishing.com 800.783.3199

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