College emergency response plan

Back in April, a student begins a shooting rampage at Virginia Tech leaving 33 dead. Six months later, another student goes on a shooting rampage in Cleveland leaving four dead (including the shooter). As a faculty member at a community college, and one that studies safety and security management for a living, dealing with a similar situation at our own school is of particular interest to me.

Let me say up front that I do not believe there is any way to 100 percent prevent a student or disgruntled employee from entering a college with malice intent. By their very nature, colleges have to have an open architecture meaning that they are not designed to be fortifications. In comparison, high schools and elementary schools have the advantage. It is much easier to differentiate between students and non-students. Colleges on the other hand do not have that ability.

Age is not a factor that can be used to distinguish between students, faculty, and staff. Due to the nature of colleges, it is impossible to determine who is actively teaching or attending courses versus a former student or faculty member. Colleges are designed to be places of learning and encourage anyone interested in learning to use their facilities. Classes are taught throughout the day so it is not unusual to see people idly sitting around at all hours.

Time and appearance then are unreliable factors for determining who may not be on campus legitimately. Belligerent behavior or outright hostility in the classroom or workplace may only be known by a few. Some faculty or administrators may feel uncomfortable about sharing any negative information about a student or staff member’s behavior for fear it may violate HIPPA (Health Insurance Portability and Accountability Act) or other privacy protections laws. If a disgruntled employee is furloughed or terminated, protection laws or collective bargaining agreements may prohibit any information from being broadcast to the rest of the staff. If this person then later shows up on another part of the campus unfamiliar with their behavior, no one may be in a position to realize the potential danger.

There are two simple steps to help minimize this danger. First, all students and employees should be required to display their ID badges at all times. Many schools already have this practice but a surprising amount don’t. All visitors (such as contractors, vendors, and maintenance personnel) should be given a visitors badge of some kind. A simple but effective step in determining who has legitimate business on campus and who may have just strolled on (are getting ready to stroll off).

The other step requires staff to learn how to properly challenge someone who is not displaying their ID. Even on military bases, I’ve watched personnel walk right by someone who isn’t displaying the appropriate identification. Asking a simple question such as, “Who are you looking for?” can alert people to a potential threat. I recommend that even if the person gives a name and reasonable explanation for their presence, offer to escort them to their destination. You can judge their behavior as you get to the right office or building. If their arrival is expected, then great but if no one seems to know anything it might be time to alert your security personnel.

Staff and faculty should know what to do in the event of a shooting or hostage situation. Personnel should know how to evacuate or secure their area. At our college, they are beginning to install sliding bolts on the classroom doors to allow faculty to barricade their class in the event of shooting rampage. But staff and faculty need to know what to do should they find themselves away from their office or class room in the event a situation erupts. Faculty should always brief their students on the first day of class how to evacuate the classroom in the event of an emergency, where they will assemble, and what to do in the event of different situations. Each new employee should be trained on evacuation and other emergency procedures.

Emergency response plans have a habit of becoming artifacts sitting on the bookshelves of deans and departments heads. Faculty and staff personnel need to be well versed on procedures and have actually had a chance to practice them. It is amazing that grade schools and high schools have regular fire drills but often at colleges these are neglected. Each division should have its own separated plan that addresses unique needs of the department. A reporting structure should be identified in advance to make sure all employees and students are accounted for.

Consideration needs to be given to faculty and students that may have mobility or other health problems that would prevent them from getting out of the building quickly. Faculty and students need to think about grabbing their coats on cold days. College emergency response plans need to consider the needs of individuals with heart problems or diabetes, they may not be able to stay around in the cold while the emergency is being dealt with.

A notification plan should be constructed to contact family members in the event of a major crisis (such as an explosion or shooting). Employees should be encouraged to develop plans for picking up young children from daycare or school in the event their parents are dealing with an emergency at the college.

Each division should understand the college’s public relations plan. During a crisis, reporters can (and will) approach the first faculty member or employee they may encounter for a quote. Now is not the time for the person to seem unprepared or stumbling for answers.

The college and divisional emergency response plan needs to identify what counseling services will be available in the event of an emergency. Identifying this in advance will help reduce time getting help to survivors as well as show the college as being proactive in taking care of students and employees.