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Office of Communication & Marketing - Media Relations, Web Management, Welcome Ceter

> Issues Management & Emergency Response

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Tools for Communication

ALL work order forms and tools for communication are now located on my.newpaltz.edu

For all mail-related inquiries, please call (845) 257-3122

Office of Communication & Marketing

Phone: (845) 257-3245
Fax: (845) 257-3345
Haggerty Administration Building 411
1 Hawk Drive
New Paltz, NY 12561-2443

Suzanne Grady
Director of Communication & Marketing
E-mail: gradys@newpaltz.edu

Vicki Vincent
Secretary
E-mail: vincentv@newpaltz.edu

Ashley Nester
Communication Assistant
E-mail: nestera@newpaltz.edu

Melissa Kaczmarek
Media Relations Manager
E-mail: kaczmarm@newpaltz.edu

Randy Pettit
Content Producer
E-mail: pettitr@newpaltz.edu


Digital Media Office

Phone: (845) 257-3245
Fax: (845) 257-3345
Student Union Building 40

Matthew Skillman
Digital Media Manager
E-mail: skillmam@newpaltz.edu

Justin Shumway
Web Designer
E-mail: shumwayj@newpaltz.edu

Lindsay Lennon
Web Content Producer
E-mail: lennonl@newpaltz.edu

Michael Koczanski
Video Producer
E-mail: koczansm@newpaltz.edu

John Oles
Social Media Manager
E-mail: olesj@newpaltz.edu


Design, Print & Mail Services

Haggerty, 511
(845) 257-3971
(845) 257–3997 Fax

Mary Kastner
Director of Design, Print & Mail Services
kastnerm@newpaltz.edu
x3241

Laura Kniffen
Publications Coordinator

Andrea Durbin
Writer/Editor
E-mail: durbina@newpaltz.edu

kniffenl@newpaltz.edu
x3234

Jeff Lesperance
Senior Designer
lesperaj@newpaltz.edu
x3242

Lorna Platt
Keyboard Specialist 2
plattl@newpaltz.edu
x3971


Print Services

Haggerty, 8
(845) 257-2646
(845) 257–3997 Fax

Jim Lyons
Print & Mail Services Manager
lyonsj@newpaltz.edu
x2646

Jeffrey Baker
Digital Imaging Technician
bakerj@newpaltz.edu
x3127

Mail Services

Lettis, Stephen
Mail Clerk
Office: HAB 26
Phone: (845) 257-3122

Morgan, Sonya
Mail Clerk
Office: HAB 26
Phone: (845) 257-3122

Poczciwinski, Lynne
Mail Clerk
Office: HAB 26
Phone: (845) 257-3122

Rizza, Cherie
Mail Service Coord.
Office: HAB 26
Phone: (845) 257-3122
E-mail: huntc@newpaltz.edu

 

Other Campus PR Contacts:

Brian Savard
Sports Information Director, Athletics
E-mail: savardb@newpaltz.edu
Phone: (845) 257-3927

Smulcheski, Fran
Art Services Assist
Office: CT118B
Phone: (845) 257-3858
E-mail: smulchef@newpaltz.edu

We manage:

To read our comprehensive guidelines, visit the New Paltz Style Guide.

All of us in Communication & Marketing look forward to working with you. Please feel free to stop by our office located in Haggerty Administration Building, Room 411 or call us at (845) 257-3245 if you have any questions.

Updated July 2013

Issues Management & Emergency Response

Universities are in no way immune to issues or crises. In fact, a wider variety of problems may strike a campus than many much larger organizations because of the complexity and openness that characterize institutions of higher education. An "issue" includes, but is not limited to, fire, outbreak and spread of serious illness, rape, academic controversies, active shooters, and other community issues.

Avoiding Issues Through Preparation

The best issues management happens when there is no issue. In fact, by preparing for an issue, organizations often avoid crisis situations — much like the "ounce of prevention is better than a pound of cure" adage. The College’s Emergency Response Plan is designed to help the campus community anticipate and plan for various emergency situations. Incorporated in the plan are the roles and responsibilities of various offices and individuals, including the president and vice presidents. As an issue may escalate, the College has a procedure to activate an Emergency Management Team (ERT) and implement emergency protocols.

The Emergency Management Team

The College’s president is responsible for the operation of the College at all times. When the president has determined that an issue or crisis exists, she or he will immediately inform the Chancellor’s Office and convene an Emergency Management Team (EMT). The team will be formed on the specifics of the situation and will include all or some of the following college officials:

  • Provost
  • Vice President for Administration and Finance
  • Vice President for Student Affairs
  • Vice President for Enrollment Management
  • President’s Chief of Staff/AVP for Communication
  • Director of Communication & Marketing
  • Chief of the University Police
  • Assistant VP for Facilities Management
  • Director of Environmental Health and Safety

The president will chair the team. In the president’s absence, or at his or her direction, the team will be convened and chaired by the provost, and subsequently, by other members of the Emergency Management Team. Depending on the facts of the crisis at hand, other members of the campus community or local officials may be asked to join the team.

The team's responsibilities are to:

  • Analyze the situation and recommend to the president (or designee) steps to be taken to resolve the problem.
  • Supervise all college response efforts.
  • Review and approve information relative to the situation to be disseminated on and off campus.
  • Coordinate campus cooperation with appropriate outside agencies involved in the situation.
  • Prepare an “after action” report assessing the College’s performance during the situation and recommend to the President needed changes to the crisis management procedures.

Communication Protocol

Emergencies will vary in their degree of impact on the campus and the community. Many times, issues that would normally go unnoticed become the focal point of larger debates because of related news events elsewhere or political agendas. In short, a seemingly innocuous event can become a full-scale crisis issue. Based on that reality, the College has a communication protocol to ensure that key individuals are informed of potential situations in a timely fashion. Below are generic situations and associated contact lists. Each person notified will assess the situation and determine if the notification of the next office in line is necessary. A rule of thumb: If there is any doubt as to whether the next in line should be notified, make the call.

The Chief of University Police and the Director of Environmental Health & Safety are responsible for updating and maintaining the Emergency Response Plan.

Communication Protocol:

Event: Fire, flooding or other physical disaster in campus facilities, other than residence halls:

Initiating call/contactOffice calledRationale
First individual aware of incident1. University Police, Rescue Squad, or Fire Dept.
2. Environmental Health/Safety Officer
3. VP For Administration
1. Safety is overriding concern
2. Prepare for response
3. Inform Administration
University Police1. VP for Administration & Finance
2. Director of Communication & Marketing
1. Inform Administration
2. Prepare for media/internal communication needs
VP for Administration & Finance1. President
2. Assistant VP for Facilities Management
3. Other Cabinet Members
4. Building Supervisors
1. Inform Administration
2. Prepare for response
3. Inform Administration
4. Inform staff of building specific issue.
President1. Chancellor's Office
2. College Council Chair
3. Mayor
4. Town Supervisor
1 & 2. Inform SUNY Administration
3 & 4. Inform public/government leaders
Cabinet members1. Deans
2. Staff
3. Building Supervisor
4. SUNY Counsel's office
1, 2 & 3. Begin internal flow of information to campus community
4. Inform SUNY administration
Director of Communication & Marketing1. Campus Community
2. Media
3. SUNY Public Affairs
1 & 2. Inform campus and general public/local consituents
3. Inform SUNY Administration

Event: Issue involving student(s), residence hall, Student Union Building

Initiating call/contactOffice calledRationale
First individual aware of incident1. University Police, Rescue Squad, or Fire Dept.1. Safety is overriding concern
University Police 1. VP for Administration & Finance
2. Director of Communication & Marketing
3. Director of Student Counseling Center
1. Inform Administration
2. Prepare for media/internal communication needs
VP for Administration & Finance1. VP for Student Affairs
2. Environmental Health/Safety Officer
1 & 2. Inform Administration
Director of Residence Life or Director of College Activities1. Dean of Students
2. Director of Student Health Services
3. Director of Student Counseling Center
1 - 3. Inform Administration
Director of Student Counseling Center 1. VP for Student Affairs
2. Director of Residence Life
3. Director of Student Health Services
4. Chief of University Police
1 - 4. Inform Administration
Dean of Students1. Chief of the University Police1. Inform Administration
VP for Student Affairs1. Dean of Students
2. Director of Residence Life
3. Director of Student Counseling Center
4. President
5. Other Cabinet Members
6. Other Student Affairs (example: student's advisor)
1-6. Inform division and Administration or College Activities and Building Supervisors
President1. Chancellor's Office
2. College Council Chair
3. Mayor
4. Town Supervisor
1 & 2. Inform SUNY Administration
3 & 4. Inform community leaders
Cabinet members1. Deans
2. Staff
3. SUNY Counsel's Office
1 & 2. Begin internal flow of information to campus community
3. Inform SUNY Administration
Director of Communication & Marketing1. Campus Community
2. Media
3. SUNY Public Affairs
1 & 2. Inform campus and general public/local consituents
3. Inform SUNY Administration

Event: Issue involving faculty or academic programming

Initiating call/contactOffice calledRationale
First individual aware of incident1. Department Chair1. Inform department leadership, guidance
Department Chair1. Dean1. Inform school leadership
Dean1. Provost1. Inform Administration
Provost1. President
2. Director of Communication & Marketing
3. Other Cabinet members
4. Other Deans
1. Inform Administration
2. Prepare for media/internal communication needs
3 & 4. Inform Administration and academic leaders
President1. Chancellor's Office
2. College Council Chair
3. SUNY Counsel's Office
1 - 3. Inform SUNY Administration
Cabinet members1. Staff1. Begin internal flow of information to campus community
Director of Communication & Marketing1. Campus Commuity
2. Media
1 & 2. Inform campus and general public/local consituents

Key phone numbers:DaytimeAfter Hours
University Police(845) 257-2222(845) 257-2222
President(845) 257-3288 
Provost(845) 257-3280 
VP for Administration(845) 257-3295 
VP for Student Affairs(845) 257-3260 
Communication & Marketing(845) 257-3245 
SUNY System Admin(518) 443-5116(518) 443-5500