Instructions for the university director
Role
The university director, or the university director’s deputy from the senior management team, heads the emergency management and is responsible for putting the emergency management team together and for bringing the emergency management team together in one physical location if required, and also make sure that an emergency response group is established if required.
If necessary, the university director appoints a management representative to the emergency response group. The university director is responsible for ensuring that the university’s academic and administrative managers are informed and summoned to participate in the emergency management effort in order to maintain daily operations (business continuity).
The university director makes an agreement with the rest of the senior management team about who will contact the board and external stakeholders.
The university director is responsible for involving the university chaplains and psychological emergency assistance if this is urgently required.
The university director is the first choice for the role of contact person for the management.
Tasks during an emergency
- Send for personnel from the Rector’s Office.
- Assign personnel to the emergency management team and the emergency response group and also consider which administrative managers are to be part of the emergency management team.
- Assess whether the emergency management team should be gathered in one physical location. If so, the group should meet in the office of Communication and Press (building 1430), if nothing else has been agreed.
- Inform the emergency duty officer of the names of the employees who have been assigned to the emergency management team and the emergency response group, and about any meeting place(s).
- Decide whether to contact the university chaplains or call for psychological emergency assistance.
- Assess whether the emergency has the potential to disrupt operations, and contact the deputy directors or other managers in order to maintain daily operations (business continuity), and ask them to contact AU’s head of press and communication (or AU’s head of press and communication’s deputy in the emergency management team) concerning communication regarding operations. Activities that may be affected:
- Teaching
- Exams
- Meetings, conferences, events
- IT system functionality
- Whether it is possible for the evacuated employees to continue to work
- Etc.
- Make arrangements with the senior management team and other managers to clarify who will inform and stay in contact with other stakeholders such as:
- The ministry
- The municipality
- Aarhus University Hospital
- Institutions and companies in the immediate area.
- FEAS (when the emergency concerns facilities owned by FEAS)
- The Danish University Extension
- Etc.
- React if the emergency duty officers have not sent an email/informed about the composition of the emergency management team and the emergency response group.
- When the acute phase of the emergency is over and the emergency management team is dissolved, an email should be sent to the mailing list '#AU Kriseberedskabsgruppen' with information about this. Other participants should also be informed.
Tasks after the emergency
The university director is responsible for ensuring that a debriefing of the people involved in the emergency is carried out if necessary, and for ensuring that the processes and activities relating to the emergency are reviewed, so that changes to the emergency response procedure may be made if necessary.