A.  Purpose
The purpose of these “Emergency Management Guidelines” is to safeguard the students, employees, property, and integrity of Lincoln Christian College and Seminary in the event of an emergency.  These guidelines are just that, guidelines, and may need to be adapted or changed under real life conditions as the immediate situation may dictate.

In managing emergencies, the first priority is the safety of our students and employees, and in any case of doubt, one should always err on the side of safety.  The second priority is clear and appropriate communication so that all affected parties understand what is expected of them and for what time period.  The third priority is the desirability of returning to normal routine functions as quickly and safely as possible, including the continuous protection of our property, plant, and equipment so that returning to routine is feasible.

Part of the process in protecting the integrity of the institution in responding to any emergency is to have a single voice to speak for the institution, especially to off-campus constituents, whether those constituents are news media, the general public, our alumni, or constituent churches.  In most emergencies, only the President or the Vice President of Stewardship Development is authorized to speak officially for the institution, especially to off-campus entities.  All requests for information from off-campus personnel, especially from news media, should be referred to one of these two individuals.

B.  Definition of Emergency
In these guidelines, an emergency is any event that affects significantly the routine functions of all or part of the campus, including life threatening situations, and requires some kind of immediate response that is not routine.  Emergencies may range from minor (cancelling some classes due to bad weather) to severe (evacuating the entire campus due to a threat).  An emergency may or may not imply an immediate threat to life, since a blizzard or a power outage could be viewed as an emergency but not necessarily be life-threatening. 

An emergency affecting only one part of campus is typically handled by the administrator over that area (e.g. the decision to cancel classes is typically handled by the Vice President of Academics), while an emergency affecting much or all of campus is typically handled only by the President or his designee.  The President may assume management of any emergency response or he may delegate such management as he deems appropriate, including delegation to off-campus authorities (e.g. police, fire, and/or medical agencies).  A medical emergency affecting only one person (e.g. a heart attack) is typically handled by the closest person in authority, such as a residence hall director for a student in a dorm or a faculty member for a student in class.

Examples of emergencies include, but are not limited to, the following:  blizzard, bomb threat, computer network failure or threat, earthquake, fire, flood, medical emergency, national tragedy, power outage, shooting, tornado or other severe weather, or unspecified threat or public disturbance. These guidelines (see section G.1-12) cover each of these twelve examples, preceded by some general responses applicable to most any emergency.  The timing of a situation may also dictate whether it is an emergency.  For example, a short power outage in mild weather is probably not an emergency, whereas a prolonged power outage in frigid weather is.

C.  General Responses to Any Emergency
The keys to responding to an emergency are safety, common sense, and a sense of calm.  The general responses listed below should be adapted as needed based on these three keys.  At any time and at all times throughout the response process, the need for prayers of protection and peace should not be forgotten.  Those supervising the response process should keep the need for prayer in mind, even if the urgency of the situation demands a more concentrated prayer time later.  In addition, an emergency response may require some kind of debriefing or even grief counseling process during or after the fact.  Providing a place and an opportunity for people to gather and talk can be very important in addressing the aftermath of an emergency.

1. Anyone with appropriate information concerning a potential or unfolding emergency should notify the administrator most responsible for that area, and if common sense dictates, take action before notifying an administrator.  For example, if someone sees a fire, he/she should immediately activate a fire alarm or yell “Fire!,” call 911 (if using an on-campus phone dial ##911), and assist anyone in danger (if that can be done safely)—then notify an administrator.  If, on the other hand, the fire is deemed small and containable and a fire extinguisher is readily at hand, then extinguishing the blaze may be the most reasonable response.
2. The administrator should first ascertain if anyone’s safety is immediately at risk.  If so, he/she should seek first to eliminate or minimize the immediate threat to safety, which may include evacuating an area (see section D. below).  If the threat to safety requires off-campus expertise (e.g. fire department, police department, emergency medical services), those authorities should be contacted as soon as possible by calling 911(if using an on-campus phone dial ##911).
3. The administrator involved should consult with the President and/or any other administrators deemed appropriate to determine what additional steps may need to be taken.  If a central command center is needed for a campus-wide emergency, typically the Appel Building can serve that purpose.  As soon as possible, the Director of Facilities Management should be notified since that department will often play an important role.
4. The administrator involved should determine if all or part of the campus should be notified through email or via the website or by personal contact and do so, if needed.  The switchboard operator may also need to be notified to leave a recorded message.  If local news media need to be notified (e.g. for announcing cancelled classes due to a blizzard, see section G.1. below on blizzard), see section F.  If news media ask for comments on an emergency, only the President or Vice President of Stewardship Development is authorized to speak for the institution.
5. The administrator should work with all appropriate parties to ensure that the emergency is resolved safely and that normal routines can be resumed and so notify all affected.
6. The administrator involved should compile a written report summarizing what happened and what steps were taken and file that with the Special Assistant to the President.
7. The President and any others he delegates should review the response to that emergency to determine if it was appropriate and adequate, so as to improve future such responses.

D.  Designated Places of Safety in Responding to an Emergency
As noted above, the utmost concern is the safety of our students and employees in responding to any emergency—minor or major.  Depending on the nature of the emergency, the issue of safety may be addressed by removing the threat or by relocating all personnel affected by the threat.  Removing a threat from the campus usually will involve reliance upon police, fire, or medical authorities, which can be reached by calling 911 (##911 if using an on-campus phone).  Relocating personnel on campus in the face of a threat may be of two types: 1) relocating personnel to a safe location on campus, or 2) relocating personnel to a safe location off campus.  Examples of each are noted below.

On-campus places of safety are typically these:
• For most buildings, the interior hallways at the lowest level for tornados
• The Chapel Auditorium or the Laughlin Center for a large gathering place away from other buildings that may be threatened (e.g. by fire)
• The Parking Lot near the cafeteria or any exterior space if all building interiors are threatened
• If a central command center is needed for a campus-wide emergency, typically the Appel Building can serve that need.

Off-campus places of safety are typically these:
• The auditorium or fellowship hall at Lincoln Christian Church (735-3221)
• The auditorium or fellowship hall at Jefferson St. Christian Church (732-9294)
• A local restaurant or public meeting space
• Any other place off campus deemed safe and secure

E.  Communication in Responding to an Emergency:  On-Campus Personnel
As noted in section A. above, the second priority after safety is clear and appropriate communication.  Key phone numbers of administrators and other on-campus personnel are listed below (all use the 217 area code).  You can reach an extension number directly by dialing 732-7788 (prefixed by 9 if using an on-campus phone), then dialing the 4-digit extension number or by dialing 732-3168 and asking the operator for a particular office or person.

President, Keith Ray Ext. 2230

VP of Academics, Tom Tanner Ext. 2326
VP of Alumni Development, Lynn Laughlin Ext. 2219
VP of Church Development, Don Green Ext. 2212 
VP of Enrollment Mgmt., Jonathan Nimrod Ext. 2223 
VP of Finance, Andrea Short Ext. 2214 
VP of Stewardship Dev., Gordon Venturella Ext. 2316 
VP of Student Development, Brian Mills Ext. 2310
Special Assist. to the President, Ed Plumier Ext. 2238 
Adm. Assist. to the President, Linda Dye Ext. 2230 
Director of Facility Mgmt., Freddie Tedrick Ext. 2280 
Security Personnel Ext. ----- 
Director of Campus Technology, Mark Houpt Ext 2355

Residence Hall Directors:
Ruth Hall, Caryn Collins Ext. 2360
Alumni Hall, Tom Seggelke Ext. 2317 
Titus Hall, Andrew Fitzgibbon Ext. 2324 
Student Apartments, Jeff Hills Ext. 217-605-0219 

F.  Communication in Responding to an Emergency:  Off-Campus Personnel
If you need to notify off-campus personnel, the numbers below (in addition to 911) may be helpful.  Remember that news media should be contacted only to notify students or employees about cancellations.  Otherwise, contacts with news media in an emergency situation are limited to the President and the Vice President of Stewardship Development, who are the only ones authorized to speak officially for the institution.

Radio Stations
 WCIC (95.1 FM) in Peoria  877-692-9242
 WIBI  (90.5 FM) in Springfield 800-707-9191
 WBGL (91.7 FM) in Champaign 866-917-9245

Television Stations
 WICS (Channel 17) in Springfield 217-753-5656     (ABC television news)
 WAND (Chanel 20) in Decatur [www.wandtv.com] (NBC television news)
 WCIA (Channel 3) in Champaign [www.wcia.com]  (CBS television news)

Newspapers
 The Courier (Lincoln)   217-732-2101
 The Pantagraph (Bloomington) 800-747-7323
 The State Journal-Register (Spfld.) 800-397-8757

G.  Responding to Various Types of Emergencies
Listed below are a variety of emergencies that might occur to which an immediate or non-routine response may be necessary.  The response steps listed below are guidelines that may need to be adapted to the particular situation, especially in light of any extenuating circumstances.

Note: Many of the emergency responses listed below are adapted from Mount Holyoke College’s Public Safety website, which has been approved by the Massachusetts Police Accreditation Commission and their Department of Public Safety. Other websites consulted for these guidelines include the “Emergency Preparedness and Recovery Resources” section of the NACUBO website, the website for “Emergency Planning Services”, the “Emergency Plan” for Stanford University, the “Emergency Procedures Guide for Lenoir-Rhyne College”, the online article “When Tragedy Strikes: Eleven Tips for Your Workplace Response”, and “Colleges and Universities Pandemic Influenza Planning Checklist”.

G.1  Blizzard
A. If a blizzard or other severe winter weather is predicted or materializes unexpectedly while school is in session, the Vice President of Academics (VPA) shall consult with all those deemed appropriate to determine if classes (College, Seminary, LincUp) should be cancelled.  If the severe weather will impact residence hall life, the Vice President of Student Development should be contacted, especially decisions about whether students should stay on campus or go home or how they can be fed (e.g. if the cafeteria is closed).
B. If the decision involves closing campus offices, the President or Vice President of Finance should be consulted.  Typically a decision to cancel all classes and close all offices should be made only for extreme weather conditions, and only after consulting with the Academic Deans and LincUp Office.  The Director of Facilities Management should also be consulted.
C. A decision to cancel classes or issue a warning to that effect should be posted as soon as possible via email (done by the VPA) and on the school’s home page (the VPA will email the webmaster with a copy to the IT Director), with appropriate information.
D. If only a warning that classes may be cancelled is issued, the warning should also include information on where and when to look to find out about any final decision (including emails, announcement on the website, and local news media—see section F. above; notifying local news media is done by the VPA or his/her assistant).
E. The VPA should ask his/her assistant to notify the switchboard to record an appropriate message regarding the cancelling of classes (and any closing of offices).  Typically such a message would indicate the nature and period of the closure with any instructions as to where to find update information.
F. After the fact, the VPA should email the Administrators and Deans/Associate Deans a summary explaining how the decision was reached and who was consulted.
G. The President should review the actions taken and note concerns or areas to be addressed in any future such actions.

G.2  Bomb Threat  
A. If someone receives a bomb threat, be calm and take the following steps.
B. Write down the exact time of the call, including any phone number displayed on the caller ID, as well as write down any statements made as accurately as possible.  Note especially the specific threat made (e.g. a bomb will go off in the chapel at noon today).
C. Listen for and note the caller’s voice to determine possible age, gender, distinguishing features (e.g. lisp, accent, etc.), as well as any background noise (other voices, traffic noises, etc.).
D. Attempt to question the caller to determine the nature and extent of the threat, as well as possible motive(s).
E. Immediately notify the President, Special Assistant to the President, the Vice President of Finance, or some other administrator.  The Appel Building will be used as a central command center by those handling the emergency response.
F. The administrator notified above should determine the seriousness of the threat and call 911 if determined to be serious.  While most bomb threats turn out to be hoaxes, if there is any reasonable doubt, one should always err on the side of safety and caution.
G. If not already contacted, the President or his designee should be consulted to determine a course of action, including possible evacuation of all or part of campus, in consultation with any off-campus authorities already notified.
H. If all classrooms, offices, and dorm rooms are to be evacuated, various people authorized by the President or his designee should go to specified areas to make an announcement in person if possible, using words determined by the President or his designee.  Such announcements need to be done with calmness and clarity so as to avoid panic or confusion.  The announcement should include information on where to go and how to find out when it is safe to return to campus.
I. If the campus is to be evacuated, see section D. above.
J. The Director of Facilities Management should be notified, especially if parts of the campus will need to be searched.
K. The President (or in his absence or at his discretion, the Vice President of Stewardship Development) will determine what information to release and how it should be done, especially regarding the news media.
L. After the situation has been resolved safely, the Special Assistant to the President shall provide the President and all other administrators a summary of actions taken.  The Administration shall review those actions to determine ways to improve future responses.

G.3  Computer Network Failure or Threat
A. The Director of Information Technology (IT) on campus shall determine if a computer network failure or significant threat to network operations has occurred that may be of a prolonged or serious enough nature that normal campus functions may be substantially impaired.  In his absence, the Computer Network Administrator shall consult with the Vice President of Finance to make a determination.  Relatively brief or scheduled network outages should not be viewed as emergencies.
B. The Director of IT (or his designate) shall first take any necessary steps to protect the network and the information it accesses, insofar as possible.  He shall then notify all affected parties, by whatever means are possible, the nature of the problem and what actions those parties may need to take, if any, or what they should expect to occur (e.g. length of expected downtime).
C. The Director of IT (or his designate) shall take whatever steps are necessary to return the system to routine functioning as soon as possible, including the use of outside experts.  If the corrective action involves the expenditure of unbudgeted funds over $1,000, the Vice President of Finance and/or the President should be consulted.  While unbudgeted expenses should be avoided, such expenditures may be more prudent than allowing a system to be down for an undue length of time.
D. Once the problem has been resolved and routine functions restored, the Director of IT should summarize the emergency and the response(s) taken and submit that to the Special Assistant to the President.
E. The President may review or ask others to review the response to determine any improvements needed in future responses.

G.4  Earthquake
A. While earthquakes of any severity are extremely rare in central Illinois, if such an event should occur, the following steps should be taken.
B. Stay indoors if already there, taking cover under sturdy furniture or in a corner, staying away from windows, doors, and mirrors.
C. Stay outdoors if already there, keeping clear of buildings and power lines.
D. Afterwards, stay alert for any aftershocks, keeping clear of power lines and be aware of possible gas or water leaks.
E. Notify an administrator or other authority on campus (e.g. residence hall director or faculty member), who shall in turn notify an administrator.  The administrator shall follow the steps in section C. above.

G.5  Fire
A. Pull the nearest fire alarm or shout “Fire!”   If the fire is deemed small and containable, the first response may be to find the nearest fire extinguisher to extinguish the fire.
B. If the fire is not extinguished, alert the occupants of the affected area to evacuate the area or the building.
C. Go to the nearest safe telephone and call 911 (##911 if using an on-campus phone).
D. Notify an administrator or other authority on campus (e.g. residence hall director or faculty member), who shall in turn notify an administrator.  The administrator shall follow the steps in section C. above.

G.6  Flood
A. If you encounter flooding in the lower floor of a residence hall, move to the upper floor or to the lounge.  If you encounter flooding in another building or outside, move to higher ground.  Do not attempt to walk through or drive through a flooded area, if possible, since the depth of the water may be misleading.
B. Stay clear of any electrical lines or outlets; do not attempt to use an electrical device in a flooded area.
C. Notify an administrator or other authority on campus (e.g. residence hall director), who shall in turn notify an administrator, if deemed necessary.  The administrator shall follow the steps in section C. above.

G.7  Medical Emergency
A. If encountering or experiencing a medical emergency, stay calm.
B. Call 911 (##911 if using an on-campus phone) or ask someone else to call 911.
C. Explain to the 911 operator the type of emergency, the condition of the person, especially whether the person is unconscious, not breathing, is bleeding profusely, or has chest pains.
D. Do not hang up on the 911 operator unless told to do so by the operator.
E. Do not move the person unless there is danger of further injury if not moved.
F. Do not give the person anything to eat or drink.
G. Notify an administrator or other authority on campus (e.g. residence hall director or faculty member), who shall in turn notify an administrator.  The administrator shall follow the steps in section C. above.
H. If the medical emergency concerns an outbreak (potential or actual) of an infectious disease, contact the Logan County Health Department (735-2317) or the emergency room of the local hospital (call 911 or if using an on-campus phone ##911) for advice.  Also, consult the government website on pandemic influenza for colleges.

G.8  National Tragedy
A. If a national tragedy (e.g. another “9/11”) should occur while school is in session, the President and/or other available administrators should decide whether to cancel any classes and/or convene an all-campus assembly for a time of prayer and support.  Any assembly called would typically be led by the President or Vice President of Student Development (if most in attendance are students) and may occur at any time, even during class time (with classes cancelled).
B. If a national tragedy should occur while school is not in session, the President and/or other available administrators should decide on a proper response, ranging from closing of offices to a special prayer gathering for available employees.
C. Depending on the severity and duration of the national tragedy, the President may take other steps deemed necessary, such as planning a campus-wide or community-wide gathering at a later date to address some of the aftermath at the local level.

G.9  Power Outage
A. If a power outage occurs in a residence hall, notify the residence hall director or RA, who should notify the Director of Facilities Management or Special Assistant to the President, as well as the Vice President of Student Development.
B. If a power outage occurs in another building on campus, someone in that building should notify the Director of Facilities Management or Special Assistant to the President.
C. The Director of Facilities Management or Special Assistant to the President shall determine what other steps may need to be taken and notify all affected as soon as possible as to the nature and expected extent of the problem.  Such steps may include the use of emergency generators, the oversight of which is under the control of the Director of Facilities Management.  If residence halls are affected, the Vice President of Student Development should also be consulted.
D. If the recommended response includes closing offices, cancelling classes, or evacuating one or more buildings, the President, Vice President of Academics, and/or Vice President of Finance should be consulted, if feasible.
E. The person supervising the response should summarize the emergency and the response(s) taken and submit that to the Special Assistant to the President.
F. The President may review or ask others to review the response to determine any improvements needed in future responses.

G.10  Shooting
A. If one or more persons threaten another with a gun or other lethal weapon or actually uses a weapon, the first priority is the safety of all those in the area.  A typical response is to find a place of safety, then call 911. One should also contact an administrator or other campus authority.
B. If feasible, seek to remove or minimize the extent of the disturbance or threat, which may often be done most safely by having others evacuate the area.
C. The administrator notified shall follow the steps in section C. above.

G.11  Tornado or Other Severe Weather (see also Blizzard and Flood above)
A. If a tornado watch is issued, one should monitor the local weather reports for instructions.  If a tornado warning is issued or a tornado is sighted, one should immediately seek safety in the lowest hallway or the most interior hallways of a building or, if outside, in the lowest level of open ground (away from trees or power lines).
B. In finding a place of safety, one should also seek to keep calm, move in an orderly fashion, and assist anyone with special needs.
C. Notify the Special Assistant to the President or the Director of Facilities Management to discern what steps to take next.  One of them should, if deemed necessary, immediately notify the President or another appropriate administrator.
D. The administrator, once notified, shall follow the steps in section C. above.

G.12  Unspecified Threat or Public Disturbance
A. Note the nature of the threat or disturbance and, depending on the severity, call 911 or contact an administrator or other campus authority. 
B. If feasible, seek to remove or minimize the extent of the disturbance or threat, which may often be done most safely by having others evacuate the area or by asking the person making the threats to leave (be sure to note his/her description).  If the disturbance occurs in a classroom, the faculty member should take charge and then notify the Vice President of Academics; if the disturbance occurs in a residence hall, the residence hall director should take charge, and then notify the Vice President of Student Development.
C. The administrator, once notified, shall follow the steps in section C. above.

H.  Summary
As noted at the outset, the first priority in responding to any emergency (real or perceived) is the safety of our students and employees, and in any case of doubt, one should always err on the side of safety.  The second priority is clear and appropriate communication so that all affected parties understand what is expected of them and for what time period.  The third priority is the desirability of returning to normal routine functions as quickly and safely as possible, including the continuous protection of our property, plant, and equipment so that returning to routine is feasible.

These guidelines should be reviewed by the Administration on an annual basis to ensure their accuracy and currency.  Typically, such a review is done each January during the administrative retreat. The Special Assistant to the President will be responsible for any updates, as well as filing current copies with local authorities as needed.

Finally, all emergency responses should follow the three keys of safety, common sense, and a sense of calm.  Part of a sense of calm is the need to bathe the response process in prayer.  The two most important prayers may be those suggested by Anne LaMott in her book Traveling Mercies (p.82): “Help me, help me, help me.”  and “Thank you, thank you, thank you.”  When in doubt, pray one or both of these prayers.