Critical Communications Plan

Purpose

The Reynolds Community College Critical Communications Plan establishes a coordinated framework for communicating within the College community and with media and external stakeholders during an emergency or other critical incident. The plan defines the roles, responsibilities, and procedures needed to ensure prompt, accurate, and unified dissemination of information.

This plan may be activated in situations such as:

• Life-or-death emergencies
• Urgent matters affecting College operations
• Events causing significant disruption to staff or students
• Responses to sensitive, controversial, or high profile incidents

Examples include fires, bomb threats, natural disasters, pandemics, major crimes, police investigations, protests, or any situation requiring an official public response.

Objectives of the Plan

1. Evaluate the situation and determine the appropriate communication response.
2. Assemble the Critical Communications Team as needed to coordinate actions.
3. Implement immediate steps to:
   • Identify key audiences and stakeholders
   • Communicate timely and accurate information using one unified voice
   • Restore order and confidence
   • Reduce misinformation and rumor spread

Procedures

1. Part I: Event Assessment and Notification

   1. Assessment of Event

      Any person who becomes aware of a potential emergency should, when possible, gather accurate information and contact the Department of Police at 65‑5911 or (804) 523‑5911. Events will be evaluated using the Emergency Notification Communication Decision Tree (Attachment A).

   2. Event Notification

      The Chief of Police (or designee) will notify:

      • Vice President of Finance & Administration (VPFA)
      • Vice President of Institutional Advancement and Executive Director of the College Foundations

      When feasible, the College President will be notified before communication is released. The VPFA will inform the Executive Cabinet of communication plans.

   3. Clery Act Timely Warning

      The Chief of Police will determine whether the incident requires a Clery Timely Warning.

      Groups That May Require Notification:

      • Students
      • Faculty and staff
      • College Board
      • Foundation Board
      • VCCS System Office
      • Other VCCS community colleges
      • Local/state law enforcement

      Communication Responsibilities and Methods:

      • Police:  Emergency text alerts, Alertus beacons
      • President: Communications to external partners, College Board, Foundation Board

   4. Follow-Up Messages

      The Reynolds Department of Police and the Office of Marketing and Communications will jointly issue follow‑up updates and “All Clear” messages.

2. Part II: Assembly of the Critical Communications Team

   Activation is determined by the VPFA.

   Typical Activation Events:

   • Life-or-death incidents
   • Incidents affecting College operations (e.g. tornado, gas leak)

   Core Team Members:

   1. College President 
   2. Vice President of Institutional Advancement / Executive Director, College Foundation
   3. Vice President of Academic Affairs
   4. Vice President of Student Affairs
   5. Vice President of Community College Workforce Alliance
   6. Associate Vice President, Office of Human Resources
   7. Director of Marketing and Communications
   8. Director of Facilities Management and Planning
   9. Chief of Police
   10. College Technology Officer

    

Plan of Action

1. Gather Accurate Information

   The Vice President of Institutional Advancement and Executive Director of the College Foundations will collaborate with Police, leadership, and external agencies to gather essential facts and prepare a fact sheet.

2. Identify Key Audiences

   • Faculty and staff
   • Students and families
   • College and Foundation Boards
   • VCCS leadership
   • General public
   • External agencies
   • Mass media

3. Disseminate Information

   • College website
   • Intranet
   • Blackboard landing page
   • Electronic signs
   • College-wide email
   • Targeted email (boards/agencies)
   • Hotline: (804) 371-3000
   • Official social media 
   • Emergency text alerts

4. Designate Media Spokesperson and Strategy

   The Vice President of Institutional Advancement and Executive Director of the College Foundations, with senior leadership, will assign a spokesperson, determine whether to issue a press release or hold a news conference, and manage logistics.

5. Establish Joint Information Center (JIC) if Needed

   A JIC may be activated for incidents involving multiple agencies

   JIC Responsibilities

   • Coordinate messaging
   • Prepare and release press statements
   • Manage media inquiries
   • Coordinate social media and rumor control
   • Support spokespersons
   • Maintain situational awareness
   • Prevent conflicting information

   Potential JIC Locations:

   • Downtown Campus – Community Room
   • Parham Road Campus:
     • Burnette Hall – Room 103
     • Georgiadis Hall – Conference Room 238
     • Massey LTC – Meeting Room 138
     • Workforce Development Center – President's Conference Room
   • Goochland Campus – Community Room
   • The Kitchens– Board Room

Post-Incident Communications

The College will maintain unified communication. The Vice President of Institutional Advancement and Executive Director of the College Foundations will develop a post‑incident plan to reassure stakeholders, express empathy, highlight response efforts, and outline next steps.

Support Resources:

• Employees: Associate VP, Human Resources
• Students: VP of Student Affairs

After-Action Review

Within 10 working days, the Critical Communications Team will evaluate the response and update the plan.