OSU Incident Commander – Communication Process

Option 1

_____ Yes/No – Has the criteria in Appendix B, Attachment 2 been met? (Yes – See sections A and B; No – Move to Option 2 (next page))

  1. If the incident is on campus and requires immediate implementation of protective actions contributing to safeguarding lives (i.e., a significant emergency or dangerous situation) —
    1. Immediately issue an OSU Alert using the appropriate, pre-formatted and approved 140-character text message (Appendix I).
      1. Update LOCATION in scripted template
        1. Use building name of affected building or closest building to incident; AND
        2. Nearest street intersection (e.g., 15th and Monroe) OR compass direction (e.g., NW portion of campus).
      2. Note: If the IC decides a time-sensitive or emergent circumstance exists, preformatted and approved emergency messages can be released without the participation of other collaborators.
    2. After issuing the alert, contact the assessment team for further support.
      1. Minimally contact – AVP for Public Safety/Chief of Police or designee, Emergency Preparedness and University Relations and Marketing
      2. Optional (depending upon circumstances) – Division of Finance & Administration, Clery Act Compliance, Office of the Dean of Students, Office of General Counsel, Facilities Services and University Housing and Dining Services
  2. If the incident does not require immediate implementation of protective actions to preserve lives (i.e., Serious or ongoing Clery Act crime) —
    1. Add incident details to pre-identified templates/Google Doc. (Appendix I)
    2. Contact the assessment team for further incident review and message development.
      1. Minimally contact – University Relations and Marketing and AVP for Public Safety/Chief of Police or designee
      2. Optional (depending upon circumstances) – Emergency Preparedness, Division of Finance & Administration, Clery Act Compliance, Office of the Dean of Students, Office of General Counsel, Facilities Services and University Housing and Dining Services
      3. If the IC is unable to contact any members of the assessment team, the IC has the authority to create the appropriate message and issue an OSU Alert.
    3. Once the message is developed, issue an OSU Alert.

Option 2

_____ Yes/No – If one or more of the criteria in Appendix B, Attachment 2 does not exist, should a campus communication still be sent? (Yes – See sections A and B; No – No OSU Alert required)

  1. If issuing an OSU Alert will help the campus population incorporate important and necessary information into their planning or daily activity around campus—
    1. Add incident details to pre-identified templates or complete Google Doc – OSU Alert Evaluation Form. (Appendix I)
    2. Contact the assessment team for further incident review and message development.
      1. Minimally contact – University Relations and Marketing and AVP for Public Safety/Chief of Police or designee
      2. Optional (depending upon circumstances) – Emergency Preparedness, Division of Finance & Administration, Clery Act Compliance, Office of the Dean of Students. Office of General Counsel, Facilities Services, and University Housing and Dining Services
      3. If the IC is unable to contact any members of the assessment team, the IC has the authority to create the appropriate message and issue an OSU Alert.
    3. Once the message is developed, issue an OSU Alert.
  2. Examples of this type of notification:
    • Appendix I templates (power outages, facility impacts, traffic news, etc.)
    • String of simple larcenies/vehicle break-ins, public indecency, invasion of privacy, etc.
    • Consider, does the reported behavior take advantage of unlocked doors, vulnerable conditions, or other routine behaviors that could be mitigated with a warning?