Emergency Response Guide

Definition: when a utility and/or facility-related system is interrupted or fails,such as electricity, gas, heat, ventilation or telephones

• Call public safety to report power outage/flood/gas smell or other building related emergencies.
• Stay calm – give location information when reporting.
• Follow the instructions given by public safety.
• For injuries and health emergencies, call 911 and public safety.
• If evacuating the building is required, use stairwells. Do not use elevators.

If in a laboratory or shop: end activities. Secure hazardous materials. Follow your laboratory/studio emergency shutdown procedure if you are able to do so safely.

If you smell gas

In a laboratory: shut off local valve and main control shut off valve. If smell persists, exit immediately and call public safety. Alert others in the area.

In other areas: evacuate immediately and call public safety as you exit. Alert others in the area.

Call public safety at (718) 482-5555

Definition: a signifcant weather emergency may impact laguardia community college such as a snow storm, hurricane, severe thunderstorm, or tornado. These events may cause strong winds, rain, hail, ice or snow.

Inclement winter weather snow/ice/wind

• Check cunyalert emergency notification email and text alerts, college website and college email.
• Closings, delayed openings or other restrictions of travel can be monitored through email and the college website

Hurricane/severe storm/flooding

• Check cunyalert emergency notification email and text alerts, college website and college email
• When advised, evacuate to designated safe areas
• If able, remove items near windows and secure loose objects
• Stay indoors during high winds, and keep away from exterior walls and doors
• Stay in a safe area until warning expires or until an “all clear” announcement is made via the emergency notification system or from emergency personnel

If in laboratory or shop

• End activities
• Secure hazardous materials
• Follow your laboratory/studio emergency shutdown procedure if you are able to do so safely.

Earthquake

• Drop down onto your hands and knees so the earthquake doesn’t knock you down
• Cover your head and neck with your arms to protect yourself from falling debris by crawling under a sturdy desk or table
• Hold on to any sturdy covering so you can move with it until the shaking stops
• Stay away from glass, windows, outside doors and walls

Call public safety at (718) 482-5555

Examples of threats that should be reported to public safety:

• Cyber harassment – treats of physical violence, cyber bullying, invasions of privacy, blackmail, coercion
• Criminal activities – identity theft, email fraud, illegal solicitations, child or adult pornography/exploitation, trafficking of drugs, firearms or incendiary devices

Examples of threats you shouldreport to the division ofinformation technology (718) 482-6134:

• Hacking – use of computer to gain unauthorized access to data in a computer
• Malware – software that is intended to damage or disable computers or computer systems
• Ransomware – a type of malware that prevents or limits users from accessing their systems or files by locking user files unless a ransom is paid

Best practices

• Never share passwords
• Never use thumb drives or other media that does not belong to you
• Avoid unfamiliar websites when at work
• Always encrypt sensitive data on laptops and or portable devices
• Never open suspicious emails or attachments
• Never try to fix the issue yourself
• Never forward suspicious emails or attachments
• Never respond to requests for personal information
• Never provide payment to retrieve access to your pc or data
• Never forget to take your flash drive, memory stick/thumb drive and other media with you

Never share your passwords, pin numbers, social security number and other personal data. Cuny students, faculty and staff can download the latest mcafee antivirus software for free by visiting the free and discounted software section of the cuny emall located on the cuny portal: http://cuny.Edu/portal

A. Objective

To respond appropriately to student protests and ensure that the following conditions are met:

1. Classes continue to take place.
2. Exams are administered.
3. Library access is maintained.
4. Consultations take place with Student Government President and Governors, Chairs of the Senate, Vice Chancellor for Legal Affairs and the Vice Chancellor for Student Affairs and Enrollment Management to conform to the parameters for summoning police or the CUNY Special Assistance for Events (S.A.F.E.) team.

B. Purpose

To establish methods to keep LaGuardia Community College functioning without disruption; resolve the situation as quickly as possible; and reduce the risk of injury and/or property damage. In the event that a LaGuardia building becomes the target of a takeover, Public Safety personnel will respond immediately and assess the situation. The following notifications will be made immediately:

LaGuardia notifications – President, Vice President of Administration and Finance, etc.

C. College President’s Responsibility

1. The President or his/her designee is responsible for all decisions in response to group actions up to the point when the New York City Police are asked to act, should that occur.
   
   The President shall designate a person to be responsible whenever he/she is expected to be unavailable.
   
   Whenever the President is unavailable, and a designee has not been assigned, the order for who will assume responsibility for reacting to the group action goes as follows, depending on who is available first: the Senior Vice President for Administration and Finance, the Provost/Senior Vice President for Academic Affairs, the Associate Dean of Student Success or the Director of Public Safety.
   
   
2. Official contact with the media will be conducted by the VP of Communications and External Affairs.

D. Group Action and Appropriate Responses:

1. Scheduled demonstration not in a building: These events should be encouraged and are allowed. However, all parties on the notification list, including the Chancellor’s Office, must be notified. If such an event grows in significance, the Chancellor’s Office, having been notified of the event, will be prepared for an adequate response.
2. Scheduled demonstration not in a building with unsanctioned loudspeakers:
   
   1. Notify all as written above.
   2. Determine who the leaders of the demonstration are.
      • i. Tell the leaders (if students): “I strongly support freedom of speech and your right to express your opinion for and against events, decisions, and governmental functions. However, freedom of speech is a freedom that requires responsibility on the part of all citizens. It is this administration’s responsibility to protect the rights of others on campus. Your use of an amplifying device threatens those rights. You are disrupting the normal academic and administrative operations of the College. This is a violation of College and University policy. If you do not stop this activity, you are subject to disciplinary action pursuant to Article V of the Bylaws of the Board of Trustees. Please turn off the amplifiers now [in ten minutes].”
3. Unscheduled demonstration not in a building:
   
   1. These events can be allowed. Regardless, all parties on the notification list, including the Chancellor’s Office, should be notified.
   2. Determine who the leaders of the demonstration are.
      • i. Tell the leaders (if students): “This demonstration is within the framework of the free exchange of ideas and information on campus. As long as it does not disrupt administrative or academic operations on campus, college officials will not attempt to intervene. However, you are on a public street and your actions will be monitored by the N.Y.P.D. If the leaders of this event are subject to disciplinary hearings, videotape will be used to identify those who possibly violate campus policy.”After the event, the Vice President of Student Affairs should determine an appropriate response as soon as possible.
4. Unscheduled demonstration outside of a building with a sound device and no permit:
   
   1. Notify all as written above.
   2. Find out who the leaders are.
   3. Insist that the sound device be turned off or the N.Y.P.D. will issue summonses. Notify the leaders that a non-amplified demonstration will be allowed to continue, but they will be subject to monitoring by N.Y.P.D. since they are on a public street.
5. Scheduled demonstration in the interior of the building: Occasionally a group will ask to hold an event that is actually a rally. The weather conditions or some other considerations may cause them to request a room for the rally. This is an allowable activity. The time and place of such events can be controlled, but these events cannot be restricted based on their content, including anti- administration rallying. As previously agreed, unsanctioned speakers are a violation of event policy and the organizers should be informed that they will face disciplinary hearings. Regardless, everything possible will be done to maintain order including stopping the event if the audience’s safety is jeopardized (e.g., if it is believed that bodyguards will be used).
   1. 1. Notify all as written above.
      2. No other actions should be taken.
6. “Symbolic” sit-in/administration building “takeover:” The President may agree to allow a limited number of group members to sit peacefully in the lobby of a building for a limited duration of time. Full notification and consultation with the Chancellor’s Office should be made before the agreement is accepted. All parties should be ready to take other action if the President’s agreement is breached. The Senior Vice President for Administration and Finance will ensure that the Provost, Associate Dena of Student Success and Director of Public Safety are aware of the terms of the agreement.
7. Sit-in with no apparent obstruction of administrative processes: In this case, no previous agreement with the President was made, and there is no apparent time limit. Activity and numbers of people involved may be limited. However, this group action will be treated the same as an obstructive group take over.
8. Marching and Chanting in the Halls:
   1. 1. Notify all as written above.
      2. An attempt should be made to determine the leaders.
      3. The following should be said to the leaders by the President or the President’s designee:
         • i. “You are disrupting the normal academic and administrative functions of the College. This is a violation of College and University policy. You are now subject to discipline from the College pursuant to Board bylaws. If you continue, you will be subject to criminal charges and arrest for disorderly conduct. We have started videotaping in order to identify persons violating University and criminal codes.”
      4. The same message should be transmitted through conversations with all those involved.
      5. As long as the disruptions are limited to noise, only discussions and videotaping can occur.
      6. If criminal behavior of a higher level occurs – i.e., pulling of fire alarms, destruction of property, or physical threats to individuals – the Chancellor should be notified, and College Public Safety, accompanied by University Public Safety should begin securing the campus and arresting leaders and those engaged in criminal activity.
9. Strike with picketing: Groups may use tactics similar to those used by labor activists. They may attempt to convince individual students, staff, and faculty not to take part in the normal operation of the campus. They may set up picket lines on public property, including areas just outside of a LaGuardia building. There are many activities like this that are legal.
   
   1. All parties should be notified.
   2. No immediate action should be taken and the matter should be referred to CUNY legal offices to determine if a legal remedy is necessary.

E. Building takeover with Obstruction of Administrative or Academic Processes:

1. Public Safety will act to secure the building and prevent greater numbers from moving to support the initial group.
2. Requesting the assistance of the Special Assistance for Events (S.A.F.E.) team: The President may request the assistance of the S.A.F.E. team if the situation warrants. If the S.A.F.E. team is requested, S.A.F.E. team leaders are in charge during enforcement actions (arrests, evictions, etc.). The University Director of Public Safety will be responsible for coordinating with the N.Y.P.D.. Requesting the S.A.F.E. team:
   
   1. LaGuardia Public Safety Director or his/her designee, after conferring with the College President, would notify the CUNY Public Safety Office.
   2. S.A.F.E. team can be activated by calling:
      • CUNY Public Safety office – 646-664-2900
      • 24 hours Operations Desk – 212-794-5693
      • Director of CUNY Public Safety
   3. Generally, the S.A.F.E. team can be fully mobilized within 2 hours of a request.
3. If the President of LaGuardia does not request the assistance of the CUNY-wide S.A.F.E. team and a decision has been made to retake college space that was unlawfully occupied, the following will occur: a. Public Safety personnel will mobilize in the Public Safety office at room M201A. When this is not feasible, the following rooms, in order, can be used for S.A.F.E team mobilization:
   
   1. 242
   2. B201
   3. C226
   4. If none of the above rooms are available for mobilization, the Director of Public Safety will designate a mobilization area via radio.
4. Specific Duties: All mobilized Public Safety personnel will be advised of the situation by the Director of Public Safety. The Director of Public Safety will relay the location, number of students involved and any other known information. The Director of Public Safety will notify the Vice President of Administration who will notify the Emergency Management Team and convene if necessary.
   
   1. All Public Safety personnel will be equipped with a portable radio and a charged battery.
   2. Anyone using a portable radio will use only the designated 9-code system.
   3. No one will communicate in layman terms.
5. The President of the College will make the decision to re-take college space.
   When this occurs, the Director of Public Safety will enter the building along with Assistant Directors and Public Safety officers. In addition, the following people will be present:
   1. Senior Vice President for Administration and Finance
   2. Associate Dean of Student Success
   3. Vice President of Communications and External Affairs
   4. Executive Director of Facilities Management and Planning
   5. Assistant Dean for Student Affairs
   6. Security Specialist for Access Control
6. If deadly physical force is initiated by those occupying the space, Public Safety will withdraw and request police assistance.
7. Separate leaders from the rest of the group to ensure a breakdown of communication between leaders and followers. Groups do not function effectively without leadership.
8. If arrests are made, use the lobby area to safeguard the detainees until the N.Y.P.D. can respond and process the arrests. All detainees will be photographed and the following information will be placed on the rear of the photo.
   
   1. Detainee’s name
   2. Crime charged with
   3. Location of arrest
   4. Any other unusual or important information.
9. If force must be used to accomplish the objective, the minimal amount of force necessary to accomplish the objective will be applied. Public Safety personnel have the right to protect themselves and others from physical force being used against them. However, it is unlawful to use unnecessary or excessive force to accomplish the objective.
10. When a College space has been re-taken by Public Safety, the Director of Public Safety will designate a team to perform a vertical patrol to ensure no unauthorized personnel remain in the building and to access and document property damage caused by the takeover.
11. A video will be made to document property damage.

F. Administration and Logistics

1. Radios will be signed out to all Public Safety personnel participating in the operation. Upon completion of objective, all radios will be returned to the Public Safety office.
2. Photos of arrested persons will be filed in Public Safety office and information shared with the Associate Dean of Student Success.
3. Director of Public Safety will designate personnel to obtain arrest numbers and court dates of those arrested.
4. Digital cameras and video cameras including removable memory devices will be returned to the Public Safety office.
5. There will be equipment kits located at three different locations to be announced by Public Safety when needed. These kits will contain:
   
   1. Floor plans
   2. Flashlights
   3. Communication Equipment:
      • Communication tie-in with the municipal or county emergency management operation center
      • Direct line telephones
      • Cellular phones
      • Satellite phones
      • Shortwave radio/800 MHZ radio
   4. Public address system
   5. Bolt cutters
   6. Building keys

G. Building takeover with illegal acts that threaten significant loss to persons or to the College and its property

The Chancellor’s policy and procedures on calling the N.Y.P.D. in an emergency will be put into place immediately. A Police supervisor can be called in by any person to investigate an emergency situation, where emergency means that a threat to the safety of persons or significant property damage exits. Nevertheless, persons who are in charge must consult with the Chancellor or his/her designee before involving the Police except in cases of immediate danger to personal safety or property.

H. Notifications

1. 1. When group activity comes to the attention of Public Safety personnel, The Director of Public Safety or his/her designee will be notified immediately. The Director of Public Safety will notify the Senior Vice President of Administration and Finance who will notify the following:
      
      1. President
      2. Associate Dean of Student Success
      3. Vice President of Communications and External Affairs
      4. Student Body Presidents
      5. Chair of Faculty Senate
      6. Vice Chancellor for Legal Affairs
      7. University Director of Public Safety h. Chancellor
   2. The Chancellor’s office should be notified by the President or designee at the start of an activity before campus Public Safety are asked to escort people out, and before N.Y.P.D. is asked to intervene in an emergency situation.

Note: The Executive Director of Facilities Management and Planning may need to be called in to assist the securing of buildings.

I. Staff

1. 1. 1. Each Vice President should develop a “telephone tree” that will facilitate rapid communication. In some cases, a decision that a building will not be in service may occur, and staff members should be asked to report somewhere else or to delay the start of their workday. The Vice Presidents involved can communicate that decision to the affected staff and reduce confusion if phone numbers are known in advance.

J. Notification Checklist

EACH TIME SOMEONE IS NOTIFIED, ANSWERS TO THE FOLLOWING QUESTIONS SHOULD BE AVAILABLE.

1. • Initial and all subsequent notifications:
     
     1. Is there any danger to persons or property? If yes, to what extent?
     2. Who are the protesters? Are any students from outside LaGuardia Community College? Are any non-students?
     3. How many participants are there?
     4. Who is (are) the leader(s), if they can be identified? To what degree, if any, has the educational process, campus facilities or the rights of students, staff and faculty to avail themselves thereof been impeded or obstructed?
     5. What does it appear that they are protesting or demanding?
     6. What activities go beyond the scope of University Public Safety’s training (e.g., the presence of weapons)?
     7. Are news media on the scene? Are they inside or outside?
   • Notification after the President or designee meets with the protesters:
     
     1. What are the reasons given for the protest?
   • Notification before N.Y.P.D. is asked to assist
     
     1. What danger exists to persons or property?
     2. What activities go beyond the scope of University Public Safety’s training (e.g., the presence of weapons)?

A. Purpose and Objective

1. Purpose: To establish a method of safe and orderly response to labor disputes and reduce or eliminate threats of violence.
2. Objective: To provide proper education and training in order to assure personal safety for all members of the LaGuardia community and maintain a neutral status during labor disputes.
3. Strikes must be dealt with in three stages:
   • Pre-strike planning
   • Strike operations
   • Post-strike operations

B. Pre-strike Planning

1. Strike planning begins with the earliest indications that a strike may occur.
2. Once it is clear that a strike may occur, important questions to consider are:
   
   1. Will LaGuardia attempt to conduct business as usual? (If worker sentiment supports the strike, it may be unwise to try)
   2. If not, will members of the bargaining unit be permitted to work or will they be locked out?
   3. How will access to LaGuardia buildings be handled? (The fewer entrances and exits the better)
   4. Will shipments be received?
   5. If arrests are made, who will be the complainant?
   6. Will the strike be video recorded?
   7. N.Y.P.D will determine how many pickets are allowed.

C. Strike Operations

The strikers’ primary tactic is their ability to discourage other people from entering the picketed premises and inhibit the usual flow of business. The law does not allow picketing that makes it physically impossible to enter or leave. Strikers may attempt this kind of picketing until Public Safety or the Police intervene.

• When planning access to a building, the fewest possible entrances should be opened, consistent with the realistic estimated operating status. The entrances that are used should be located where they are easily controlled by security or the Police.
• If there are contractors and subcontractors working at LaGuardia who are not involved in routine maintenance, they may be given access to the building via a separate entrance reserved exclusively for their use. LaGuardia employees should not use that entrance.
• Pre-strike information to non-striking workers must clearly indicate which entrances will be open and where cars can be parked.
• Only important deliveries should be made during the strike period.
• The Director of LaGuardia Public Safety will be responsible for picket line disturbances, protection of property, police liaising and documentation of unlawful conduct.

D. Criminal Complaint Policy

The most important external relationship during a strike is with the N.Y.P.D (108th Precinct). LaGuardia Community College’s policy regarding arrests and removal of persons committing criminal acts must be made clear to ensure coordination between LaGuardia and the N.Y.P.D. LaGuardia will be the complainant if arrests are made.

E. Documenting Strike Coverage

Documenting legal picketing during a strike can amount to an unfair labor practice because it interferes with workers’ right to lawfully picket. If a union threatens violence upon workers, prevents entry to the campus or causes damage to property, video recording of these activities will be performed. Documentation may be required to:

1. Support criminal charges.
2. Protect LaGuardia against unfair labor hearings.
3. Protect officers from unfair brutality allegations.

Documentation responsibility will be assigned to security officers who have been trained to operate video equipment.

F. Public Safety Officers Schedule

All officers will be placed on emergency status to have maximum personnel present during peak activity periods. Officers may have to work overtime to maintain the necessary coverage.

G. Police Liaison

The Police will be present to prevent violence and keep the peace. The Director of Public Safety or his/her designee will coordinate operations with the N.Y.P.D. to achieve these goals. The precinct commander will determine the number of pickets allowed and where they may picket. Guidelines regarding lawful conduct will be explained to the pickets by the highest-ranking N.Y.P.D. member who is present.

H. Post-Strike Operations

1. Inform the Police: It is very important to inform the commanding officer of the 108 Precinct immediately when a strike settlement has been reached and when it is effective (immediately means even at 2 a.m. on a Sunday morning, if that is when it happens).
2. Threats and retaliation: Threats may have been made to individual workers during the strike and friction may still exist when the workers are back together following the strike. It is important that LaGuardia strongly and clearly express its position that retaliatory behavior or violence will not be tolerated and that offenders will be dealt with swiftly. Recommend an increase of vertical patrols for the first three days following the return to work to reduce the possibility of sabotage.
3. Post-strike critique: After normalcy has returned and strike resentments have cooled, there should be a review by the Emergency Management Team of how the strike was managed. The purpose of the review is to identify mistakes and avoid them in the future.

Step-by-Step Action Plan

Step 1:  Identify Crisis

• Speak to point person to determine crisis.
• Determine what type of incident and emergency level.
• Understand details.
• Communicate information to crisis communications team members and what to expect next.

Step 2:  Create General Message based on situation and Holding Statement

• What should stakeholders know about this crisis?
• Keep it simple.
• Share links to emergency page as main source of information.
• Adapt messages for different forms of media (Twitter will be different than Facebook or email, for example).

Step 3: Share Messages with Public

• Website: https://www.laguardia.edu and https://www.laguardia.edu/emergency
• Twitter: https://twitter.com/LaGuardiaCC 
• Facebook: https://www.facebook.com/LaGuardiaCC
• Instagram: https://www.instagram.com/LaGuardiaCC
• CUNY Alert
• My LaGuardia Portal
• Email Staff and Faculty
• Email Students
• Phone Messages
• Signage

Step 4: Share Messages with Key Stakeholders

• CUNY Marketing & Communications
• Foundation Board Members
• Elected Officials and Community Members

Tips for Effective Crisis Communications

• Be open, accessible and willing to respond as much as possible to those clamoring for information.
• Be truthful – honesty is the best policy both from an ethical point of view as well as from a practical standpoint. People quickly find out about partial truths or cover ups – and they will hate you for it.
• Be compassionate, empathetic, courteous and considerate. It’s not easy to do this under pressure when silly questions are asked or repeated, but this patient approach is necessary.
• Don’t over-reassure. The objective is not to soothe, but to convey accurate, calm concern. In fact, it is better to over-estimate the problem and then be able to say that the situation is better than first thought.
• Acknowledge uncertainty. Tell only what you know. Show your distress and acknowledge your audience’s distress: “It must be frustrating to hear that we don’t have the answer to that question right now…”
• Emphasize that a process is in place to learn more. Describe that process in simple terms.
• Give anticipatory guidance. If you are aware of future negative outcomes, let people know what to expect: “We won’t be able to get access to the bodies until tomorrow at the earliest.”
• Be regretful, not defensive. Say, “We are sorry…”, or “We feel terrible that…” when acknowledging problems or failures. It is preferable not to use ‘regret,’ which sounds legalistic.
• Acknowledge people’s fears. Don’t tell people they shouldn’t be afraid.
• They are afraid and have a right to their fears.
• Express wishes. Say, “I wish we knew more,” or “I wish our answers were more definitive.”
• Be willing to address the ‘what if’ questions. These are the questions that everyone is thinking about and they want expert answers. If you are not prepared to answer the ‘what if’ questions, someone else will, and you will lose credibility and the opportunity to frame the discussion.

Example Holding, General and Action Messages

A holding statement is an all-purpose response. This will be a starting point for crisis communications. Below are a few statements that can be crafted into a message depending on the situation.

• We have implemented our crisis response plan, which places the highest priority on the health and safety of our students, staff and community.
• We are doing everything possible to contain the effects of the crisis.
• We are working closely with the authorities to ensure the safety and well-being of our community.
• Not all the relevant details are to hand at this time. The investigation is under way.
• We will be supplying additional information when it is available and posting it at www.LaGuardia.edu/Emergency
• A spokesperson will be available to comment and provide an update at (time) as more details become available.
• We are extremely concerned, and we are doing everything possible to contain the effects of the crisis.

The Chief Communications Officer will craft the message for the Crisis Communications Manager based on these messages.

Sample General Messages:

We have just learned of an emergency situation at LaGuardia Community College. Please check www.LaGuardia.edu/Emergency for updates and information.

Sample Immediate Action Message:

Stay in your office or classroom.  Close the door.  Get under your desk. Turn your cell phones on SILENT.  Turn off lights.