Protocol

I. Definition and Parameters
   For the purpose of this protocol, a "critical incident" is a situation that:
   • involves death, serious injury, or threat to the health or welfare of a student or another member of the WCU community;
   • requires an immediate response beyond the individual person or agency responding;
   • and/or has widespread implications for or potential impact on students.
   Student Affairs professionals will identify such situations as " critical incident " as a means to coordinate clear communication and effective teamwork in assessing and responding to these situations. Staff members will use their professional judgement, in consultation with the Chair of the Critical Incident Communication Team, in identifying a “crisis” for this team’s response. Examples include, but are not limited to:
   A. Death, injury, or illness: in residence hall, community, at WCU-sponsored
event or activity; of student or staff away from campus; of a student's or staff's family member; of a local, state, national, or global VIP.
   B. Health or welfare-threatening situations, such as: natural disasters (e.g., earthquake, storm, loss of water or power, fire, hazardous material release, etc.); assaults (e.g., bomb threats, explosions, hostage taking, sniper/shooting, physical or sexual assaults, rape, fights, kidnapping, etc.); epidemics (e.g., measles, meningitis, hepatitis, food poisoning, flu, etc.); military actions or acts of war; missing persons; suicide attempts; civil disobedience (e.g., political or religious protests, athletic event demonstration, riots, crowd control, etc.); major criminal arrest of a WCU community member; events which could adversely alter public perception of the University or create an atmosphere of fear or unrest.
   C. Or any other situation that has widespread implications for or potential
impact on students.

II. Protocol
    The purpose of this protocol is to enhance the institutional response to a critical incident by facilitating efficient and effective communication.
    A. The first Student Affairs professional staff member to identify the critical incident will respond according to departmental protocol (which may include activating an immediate intervention team and will include notifying the Chair of the Critical Incident Communication Team). As a result of that notification, the Chair will decide if and when (1) the Team will convene and (2) the Vice Chancellor for Student Affairs will be notified.
    B. The Critical Incident Communication Team will consist of six (6) core members: the Chair (the Associate Vice Chancellor for Student Affairs or designee), the University Judicial Coordinator, and a representative from the Department of University Housing, Counseling and Psychological Services, University Health Services, and University Police. This core Team will meet twice each month during Fall and Spring semesters, in addition to meetings convened immediately in response to critical incidents. In response to specific incidents, the Chairperson will identify and include additional representatives of WCU departments/agencies as needed and convene the Team as appropriate. Additional members may include, but not be limited to, representatives from: Public Information, Athletics, Multicultural Affairs, Women’s Center, Physical Plant, and other departments and agencies as determined by the Team.
   C. The Chair of the Critical Incident Communication Team will be responsible for convening the committee and facilitating discussion on the communication strategy. Members of the committee will be designated to contact others who will need to be involved in the communication strategy or informed about the incident. A member will be designated to complete a Case Report Form, which will be kept on file in the office of the Chair.
   D. The Vice Chancellor (or designee) will be responsible for communicating the situation to the appropriate members of the Chancellor's Executive Council, when necessary.