In a typical week, the College suffers several minor incidents that can be adequately managed by the immediate response team. Even moderate incidents can usually be managed without the need to summon the entire College response team. Only the largest incidents would require a full scale response from the College. Thus, as with other organisations, there is a layered response structure that allows a response proportionate to the incident.
Although layered, this response structure is also flexible. Initial responders can and often are supplemented by other on call staff. Both ICT and Estates Facilities have comprehensive response structures up to and including the Core Crisis Management Group (CMG) which is capable of managing most incidents. Only if the incident is of sufficient scale to begin to affect the normal running of the College would it normally be necessary to convene the extended CMG and the Senior Emergency Response Group (SERG), even then it may not be necessary to call in the entire extended CMG.
PURPOSE AND REMIT
The purpose and remit of ICT and Estates Facilities response groups are documented in their own detailed standard operating procedures but their role is initial assessment, resolution and containment of the incident.
The Crisis Management Group (CMG) is formed during an incident to provide tactical response and direction during an incident that affects or may affect the ability of the College or part of the College to continue normal operations. Their remit may include, but is not limited to:
- Initiate actions to minimise harm to students, staff and visitors and ensure their safety, health and welfare
- Provide direction to the College's response to an emergency
- Stabilise and secure the incident
- Manage all communications both internally and externally
- Including social media
- Minimise any potential reputational damage to the University
Should the emergency services be acting on site then they will manage the incident itself and the role of CMG is to assist the emergency services with information and services, as requested, whilst implementing strategic decisions on the deployment of College resources and pursuance of College activities.
A key role of CMG is managing both internal and external communications to set the expectations of College staff, students and stakeholders and protect the College’s interests and reputation. It is thus imperative that CMG manage the media response to the event.
CMG has the authority to deploy College resource as it sees fit to best manage an incident either on or affecting College property or interests. This includes the authority to close areas of the College as required; although this would normally only be done after consultation with SERG.
Full details of Composition and advice are available at: CMG
Senior Emergency Response Group (SERG)
SERG will be informed when an incident is or has the potential to materially affect the ability of the College, or a significant element of the College, to continue normal operations or if there is likely to be media or public interest in the incident.
SERG will provide strategic direction, priority and focus to the CMG
SERG will normally consist of the President’s Executive Group plus the Director of Communications and Public Affairs
Initially at least the location of response teams will be determined by the incident and the senior person managing the incident will determine where to locate their team; in reality this is likely to be dispersed and may be virtual.
If an incident develops such that elements of the extended CMG are required on site then it would be appropriate for one of the designated CMG Headquarters to be activated. The senior person managing the incident will determine the most appropriate location.
Should SERG determine that they should be physically present on site then they would normally convene in the Provost’s Office.