AVÀÇÂÛ̳

January 14, 2021

Delay in reporting incidents to senior leadership can impair coordination, delay appropriate response, and have serious consequences. Delay or failure to report can also significantly impact the University's insurance coverage and premiums. This memo outlines the requirement for immediate reporting of specified types of incidents and specifies who reports and who receives the reports. Please note that it is NOT the goal of this memo to eliminate duplicate reports or ensure that initial reports are completely accurate. Requiring that level of coordination will delay initial reporting and defeat the purpose of this memo.

Please maintain this memo as a standard operating procedure, distribute to your senior leadership teams, and ensure that it is implemented in all functional areas at your universities.

1. Incidents and Events Requiring Immediate Reporting
   When you receive information indicating that any of the following types of events have occurred:
   1. loss of life or threat of loss of life;
   2. injury to students or employees that will require significant medical care or that affects multiple people;
   3. alleged sexual assaults or issues implicating protection of minors;
   4. major loss or damage to UA property (fire, flood, earthquake);
   5. when press contact about a significant negative issue is occurring;
   6. when members of the Board are likely to be contacted about a significant negative issue;
   7. when the governor's office or legislators are becoming involved in a significant negative issue; or
   8. when a staff member, faculty member, or student is diagnosed with COVID

You may require simultaneous notice to others in University leadership, but must immediately provide initial notice to the following people:

• • President
  • Relevant Chancellor
  • VP for Academic Affairs
  • VP for University Relations
  • General Counsel
  • Risk Services
  • Chief Equity and Compliance Officer (*Title IX related reports only)

Do not wait to develop all facts. Simultaneous email to all listed individuals is preferred, but use your judgment for initial notification method on a local level when dealing with an emergent situation.

2. The initial notification should indicate: when and where the incident occurred; what happened per initial reports; who was involved/affected and their University affiliation; what steps are required/being taken to address immediate harm; and who has been notified, including whether a Clery timely warning has issued. Avoid speculation regarding responsibility/liability.
3. Contact Information (rev. 8-7-20)
   

   President & Vice Presidents
   

   Pat Pitney, Interim President
   Email: pat.pitney@alaska.edu
   klfishert@alaska.edu
   
   Phone: (907) 450-8009

   Paul Layer, VP Academics, Students & Research
   Email: pwlayer@alaska.edu
   Phone: (907) 450-8019

   Michelle Rizk VP University Relations
   Email: marizk(atalaska.edu
   Phone: (907) 450-8187

   Mary Gower*, Chief Equity and Compliance
   Officer (*Title IX Only)
   Email: msgower@alaska.edu
   Phone: (907) 450-8145

   Chancellors

   University of AVÀÇÂÛ̳ Fairbanks
   Dan White, Chancellor
   Email: dmwhite@alaska.edu
   uaf.chancellor@alaska.edu
   Phone: (907) 474-7112

   University of AVÀÇÂÛ̳ Anchorage
   Bruce Schultz, Interim Chancellor
   Email: brschultz@alaska.edu
   uaa_chancellor@alaska.edu
   Phone: (907) 786-1068

   University of AVÀÇÂÛ̳ Southeast
   Karen Carey, Chancellor
   Email: ktcarey@alaska.edu
   klcambell4@alaska.edu
   Phone: (907) 796-6256

   General Counsel

   Matt Cooper, General Counsel
   Email: legal@alaska.edu
   Phone: (907) 450-8080

   Risk Services

   Ken Walker, Director, Environmental Health & Safety
   Email: kewalker6@alaska.edu
   Phone: (907) 786-7735

   Steve Mullins**, Continuity Director and Emergency Planner (**COVID Only)
   Email: smmullins@alaska.edu
   Phone: (907) 450-8349