Implementation Date: November 1, 2014
Position(s) Responsible for Administering this Policy: Campus Director
Date of Last Revision: September 01, 2024

Policy:

1. Purpose
This policy outlines Pacific Link College’s approach to managing critical incidents and crises to ensure the safety, wellbeing, and support of students, and staff. It provides a structured response plan to mitigate risks, ensure timely communication, and facilitate recovery.

2. Scope
This policy applies to all Pacific Link College campuses, students, staff, and stakeholders. It covers incidents such as natural disasters, accidents, health crises, violence, cyber incidents, or other emergencies that significantly disrupt the institution’s operations.

3. Definitions

Critical Incident: An event or situation that poses an immediate risk to individuals or the institution’s operations (e.g., fire, natural disasters, major accidents).

Crisis: A broader situation that disrupts the institution’s ability to function effectively or threatens its reputation (e.g., cyberattacks, media scandals).

4. Responsibilities

4.1. Crisis Management Team (CMT)
The CMT consists of:

President and CEO: Tarun Khullar

Campus Director, Safety and Compliance Officer: Aaron DPenha

IT Manager, Communications Officer: Rick Pasin

Student Support Coordinator: Hagai Audax

4.2. Staff and Students

Staff must report incidents promptly and follow safety protocols.

Students are encouraged to communicate concerns or emergencies to staff.

5. Policy Statement
Pacific Link College is committed to:

Providing a safe environment through preventive measures and preparedness.

Ensuring clear communication during crises.

Supporting affected individuals with resources and services.

Continuously improving crisis management protocols.

6. Critical Incident Response Procedures

6.1. Immediate Actions

Assess the Situation:

Evaluate the severity and impact.

Ensure immediate safety measures (e.g., evacuation, medical aid).

Notify Authorities:

Call emergency services if necessary (e.g., 911).

Notify the Crisis Management Team.

Activate the Crisis Management Plan:

Assemble the Crisis Management Team.

Assign roles and responsibilities.

6.2. Communication

Internal Communication:

Notify staff and students using predefined channels (email, SMS, announcements).

Provide clear instructions.

External Communication:

Designate a Communications Officer to handle media and public relations.

Release official statements to mitigate misinformation.

6.3. Support Services

Medical and Counseling Support:

Provide first aid or medical attention as needed.

Offer counseling services for emotional support.

Academic Support:

Adjust academic schedules or deadlines for affected students.

Provide online learning options if necessary.

7. Crisis Management Procedures

7.1. Crisis Monitoring and Reporting

Monitor the situation closely for developments.

Maintain an incident log with detailed records of actions taken.

7.2. Recovery and Continuity

Business Continuity Plan (BCP):

Implement contingency plans to minimize disruption.

Resume normal operations as soon as feasible.

Debrief and Review:

Conduct a post-crisis review to identify lessons learned.

Update policies and procedures based on findings.

8. Prevention and Preparedness

Conduct regular risk assessments.

Provide training and drills for staff and students.

Maintain emergency kits and resources.

Ensure data backup and cybersecurity measures are in place.

9. Policy Review
This policy will be reviewed annually or after any critical incident to ensure relevance and effectiveness.

10. Contact Information

Emergency Contact: aarondpenha@plvan.com

Crisis Management Team Email: cmt@plvan.com

Campus Safety Hotline: 604-439-9255