University Relations
Crisis Communications Plan
Who To Contact | What To Do
More information for Campus Communications Professionals
For information, Contact Steve Orlando, Associate Director
University of Florida News Bureau
(352) 392-0186
sfo@ufl.edu
Revised: Apr 8, 2008
If an emergency exists where the safety of any individual is in immediate danger, call the 911 emergency dispatch number. For any suspected criminal activity call the University Police Department at 392-1111 (emergency) or 392-2392 (administration).
Please print paper copies of this plan and appropriate listed information for use during a power-outage or for use off site.
During an emergency, contact the public information head of the area in which the crisis exists, the appropriate vice president or dean, and the vice president for university relations (or those next in line to these individuals).
Who To Contact
Key UF Numbers: (352 area codes unless indicated)
Administration
President J. Bernard Machen -- 392-1311
Provost Janie Fouke -- 392-2404
UPD
Chief University Police Linda J. Stump -- 392-5447
Coord. UPD Information Joe Sharkey -- 392-1114
University Relations
VP for University Relations Jane Adams –- 392-4574
Assoc. VP for Marketing and Public Relations Joe Hice –- 846-3903
Assoc. VP Government Relations Marion Hoffman –- (850) 488-2447 c) (850) 251-0710
Assoc. Director UF News Bureau Steve Orlando -- 392-0186 h) 384-0930 c) 215-4232
Environmental Health and Safety
Dir. Environmental Health & Safety William Properzio -- 392-1590 h)377-5473
Risk Manager EH&S Glenn Ketchum -- 392-1591 h) 331-7169 c) 284-8311
Emergency Management Cordinator -- Kenneth Allen 392-1591
Health Science Center
VP Health Affairs Douglas Barrett -- 392-2761 h) 332-0392
Dir. News & Communications Tom Fortner -- 273-5814
Dir Student Health Care Ctr. Phil Barkley -- 392-1161 TDD 392-3192
IFAS
VP Agriculture & Natural Resources -- Jimmy Cheek – 392-1971
Research and Graduate Programs
VP Research Win Phillips -- 392-9271
Finance & Administration
VP Administration & Finance Ed Poppell -- 392-1336 h) 372-8142
AVP Admin & Finance Bob Miller -- 392-1336
Student Affairs
VP for Student Affairs Patricia Telles-Irvin -- 392-1265
Assoc.VP Student Affairs Mike Rollo -- 392-1265
Dean of Students Gene Zdziarski -- 392-1261
University Athletic Association
Assistant AD Steve McClain Sports Information -- 375-4683, ext. 6115
Web Administration
UF Web Manager Christine Schoaff -- 273-0544 c) 672-2824
IT Security
Kathy Bergsma -- 392-2061
What To Do
Depending on the nature of the problem, decisions will be made on the following issues:
- Further persons to contact
- Meeting places, times, attendees & agenda
- Prioritization of activities
- Establishment of timeline on further actions
Immediate, yet thoughtful communication is essential in all crises/emergencies. Consider the following:
- Plan an immediate response.
- Designate who will speak for the university. (In case of major crises, the president or provost should speak, along with the appropriate vice presidents/deans or other individuals directly related to the situation.)
- A public information spokesperson should also be designated. In the event of a major crisis, the spokesperson should be the university's chief public relations officer. If the crisis relates to a particular area, a communications spokesperson from that area (e.g., Health Science Center, IFAS, Shands, Athletics, University Police Department) may need to be designated.
- Identify the medium of record -- (DDD, UF Home Page, UF radio/TV). If the Home Page is up, it should be the medium of record. Use UF media resources as primary sources for communication.
- Alert university main switchboard (352) 392-3261 and any other campus switchboards about where to refer calls pertaining to the crisis.
- Activate UF Hotline 1-866-UF FACTS (1-866-833-2287). Have individuals selected to staff this hotline and/or record appropriate messages, with a scheduled update timetable.