Emergency Communications Information. August 2017
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1 Emergency Communications Information August 2017
2 Crisis Communications Organization Chart Executive Policy Group Office Management Bullpen Core Leadership Team EOC On- Site Joint Information Command Media Relations Social Media Web Team Internal Comm/Archnews WUGA- FM Team Content Creation
3 Executive Policy Group Karri Hobson-Pape Jan Gleason Notify the Core Leadership Team and Joint Information Command to activate communications teams. Provide communications support to Executive Policy Group members. Provide input/counsel to the Executive Policy Group. Work with Executive Policy Group to develop approved university responses/statements.
4 Office Management Team Fran Burke Jennifer Kesler Brandon Maher Maintain business continuity both internally with business offices and externally with vendors and contractors. Assist division staff with any needs and concerns. Provide resources for emergency purchases of goods and/or services if needed In the event of facility disruption, make arrangements for relocation
5 Core Leadership Team Greg Trevor Rebecca Beeler Wendy Jones Coordinate with the Joint Information Command to activate communications teams. Provide communications support to Emergency Operations Center members. Provide input/counsel to Emergency Operations Center. This includes but is not limited to working with EOP to maintain message consistency on its communications platforms. Gather essential status/operational information from all communications teams, either directly or through the Joint Information Command. Provide summaries of pending issues/essential information to the Executive Policy Group. Work with the Joint Information Command to draft/review university releases/statements/responses. Submit to the Executive Policy Group for approval drafts of university releases/statements/responses. Distribute approved information to all communications teams, either directly or through the Joint Information Command.
6 On-Site Team Bob Taylor Peter Lee Andy Tucker Report to the site of an emergency/incident/emergent issue. Assess on- site status. Notify/provide analysis/regular status updates to: o Executive Policy Group o Core Leadership Team o Joint Information Command Report any on- site media to: o Executive Policy Group o Core Leadership Team o Joint Information Command o Media Relations Team Receive approved information for distribution from the Core Leadership Team and/or the Joint Information Command Distribute/archive/record information to on- site media.
7 Joint Information Command Matt Chambers Michele Horn Leslie Colvin Meet regularly, as needed, directly with representatives of the communications teams, either individually or in groups. Gather information reported by representatives of the communications teams. Synthesize/analyze information reported by representatives of the communications teams. Work with the Core Leadership Team to develop university releases/statements/responses. Draft and/or review drafts of university releases/statements/responses. Work with the Core Leadership Team to draft/review university releases/statements/responses. Distribute approved information to all communications teams.
8 Media Relations Team David Bill Print/Online a) James Hataway b) Sara Freeland Broadcast a) Melissa Jackson Receive approved information for distribution from the Core Leadership Team and/or Joint Information Command. Distribute/archive/record information to media, directly, through media lists and/or through the On-Site Team to media at the site of an emergency/incident. Distribute information to UGA communicatiors beyond M&C when appropriate. Serve as the liaison with UGA communicators. Serve as the point of contact for all media inquiries related to emergency/incident. Report emerging issues to Core Leadership Team/ Joint Information Command. Maintain logs of all media inquires. Organize/execute media briefings.
9 Social Media Team Kalena Stull Emily Smith Lindsay Robinson Receive approved information for distribution from the Core Leadership Team and/or the Joint Information Command. Distribute/archive/record information to M&C controlled social media channels. Distribute information to other official UGA social media channels when appropriate. Monitor social media accounts to identify emerging issues, including but not limited to traffic spikes and operational challenges. Serve as the liaison with the managers of other UGA social media channels. Report incoming information from social media channels to the Core Leadership Team and the Joint Information Command.
10 Website Team Derek Greer Colin McKeon Janet Beckley Receive approved information for distribution from the Core Leadership Team and/or the Joint Information Command Distribute /achieve/ record information to emergency.uga.edu and to the uga.edu ribbon Confirm distribution to the Core Leadership Team and the Joint Information Command Serve as a liaison with EITS and with the managers of the UGA websites Reporting incoming information to the Core Leadership Team and the Joint Information Command Upon approval/direction by the Executive Policy Group and/or the Core Leadership Team, redirect the UGA homepage to emergency.uga.edu
11 Internal Communications/ArchNews Team Juliett Dinkins Krista Richmond Kipp Mullis Receive approved information for distribution from the Core Leadership Team and/or Joint Information Command Distribute/archive/record information through ArchNews and/or other internal communications platforms when appropritate Report emerging issues to the Core Leadership Team and the Joint Information Command Report incoming information to the Core Leadership Team and the Joint Information Command
12 WUGA-FM Team Jimmy Sanders Chris Shupe Michael Cardin Establish internal protocols, communicate with key staff members and student workers/interns. Assess broadcast and news gathering readiness and capacity. Secure essential broadcast facility and off- site facility if needed. Initiate emergency electrical backup facility if needed. Initiate emergency broadcasts/local news updates. Notify Georgia Public Broadcasting and NPR executive and engineering management.
13 Content Creation Team Aaron Hale Leigh Beeson Kellyn Amodeo Execute writing/photography/videography assignments from M&C representatives of: o Executive Policy Group o Core Leadership Team o Joint information Command Supervise writing/photography/videography staffing in coordination with the Bullpen Leadership Team Collect/maintain archives of all assignments/prepared materials during an emergency/incident/emergent issue, including materials prepared by other communications teams. This includes but is not limited to final versions of materials from the Core Leadership Team and/or the Joint Information Command.
14 Bullpen Leadership Team Earl Borron Lisa Robbins Rick O Quinn Leaders assign duties as needed to Bullpen members. These duties may include but are not limited to providing: o on- site support, including but not limited to on- site distribution of materials prepared by M&C teams. o writing support. o posting/distribution support. o photography/videography support. o media relations support. o telephone/ /social media support.
15 Crisis Communications Organization Chart Executive Policy Group Office Management Bullpen Core Leadership Team EOC On- Site Joint Information Command Media Relations Social Media Web Team Internal Comm/Archnews WUGA- FM Team Content Creation
16 When do we issue an alert? q The incident is not controlled or contained q Is a threat to public safety q There is something we want you to do q Impacts the entire campus
17 How is an alert disseminated? Voice phone, text, message, UGAAlert Desktop software.uga.edu Facebook UGA OEP Facebook Page Emergency.uga.edu Student affairs digital screens (Tate Center, Ramsey, HSC)
18 About Emergencies at UGA UGA Police send out the alert and during an emergency they are extremely busy Accurate information can be difficult Emergency messages are sent quickly to warn people who may be in danger it is not a press release
19 Parts of the UGA Alert Message Intro This is a message from UGA Alert What There has been a report of Where in the area of What do we want you to do please avoid this area Confidence Emergency responders are on the scene More info as it become available more information will be posted at emergency.uga.edu Don t call 911 please do not call emergency number for information
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