Purpose and Application

• The purpose of this procedure is to address internal communication between the various levels and functions of Missouri S&T and the issue of receiving, documenting and responding to relevant communication from external interested parties.
• Missouri S&T leadership has considered external communication of significant environmental aspects and has determined that they will make them available to the public upon request. The EMS Advisory Committee will address requests for information about Missouri S&T's significant environmental aspects.

Definitions

• External Interested Parties: The community, news media, Missouri S&T alumni, Missouri S&T students, parents of Missouri S&T students, companies, funding agencies, and other entities that have a stake in the EMS of Missouri S&T.

Roles and Responsibility

• It is the responsibility of each department's leadership to assure that their students, faculty, and staff carry out appropriate and effective communication procedures and activities.
• The EMS Coordinator and/or the EMS Advisory Committee are responsible for coordinating communication of the EMS to external interested parties.

 Procedure

•     Internal Communication:

1. Department leadership is responsible for coordinating the communication of the EMS policies, procedures, audit results and other issues concerning the EMS to their students, faculty and staff. Department leadership is responsible for communicating roles and responsibilities for environmental management
2. The selection of the most appropriate mechanism(s) used for internal communication is left to the discretion of the Department. Mechanisms that are used for various types of internal communication may include, but are not limited to:
           A.  Electronic mail
           B.  Staff meetings
           C.  Brown bag lunches
           D.  New employee training
           E.  Student classes
           F.  Bulletin board and posters
           G.  Memoranda and employee letters
           H.  Newsletters, articles
            I.  Student orientation

•   External Communications of a Non-Hazardous or Non-Emergency Nature

1. Inquiries and other communications (received by mail, fax, telephone, in person, etc.) from external parties concerning the EMS, Missouri S&T's environmental performance, or Missouri S&T's significant environmental aspects may be received by a number of Missouri S&T department leaders. Departments decide on the necessary response, and when it is necessary to contact the EMS Coordinator and/or EMS Advisory Committee.
2. When departments have sufficient knowledge to address the inquiry or communication, they may receive, document, and respond to all such communications and maintain records of these communications. When the department does not have sufficient knowledge to address the inquiry, they route the inquiries or other communications to the EMS Coordinator.
3. Inquiries or communications from representatives of environmental regulatory agencies may be routed to Environmental Health and Safety, who receive, document and respond to such communications and maintain records of these communications, unless another designated person has been named to respond.
4. Inquiries, and communication to and from representatives of regulatory health or safety agencies, may be routed to Environmental Health and Safety, who receive, document and respond to such communications and maintain records of these communications, unless another designated person has been named to respond.
5. Missouri S&T departments may communicate directly with regulatory agencies regarding their activities. If so, departments shall document and respond to such communications and maintain records of these communications.
6. All inquiries or communication from representatives of the media must be routed to the Missouri S&T Office of Public Relations, who receive, document and respond to all such communications and maintain records of these communications.

• Hazard and Emergency Reporting

1. All students, faculty and staff are responsible for reporting environmental or health & safety hazards or emergencies (including spills and fires) immediately upon discovery. Such hazards are reported as described in the Emergency Response Plans.
2. When calls come into University Police to report hazards or emergencies, University Police will alert and dispatch appropriate personnel and assistance. University Police will receive, document and respond to all such communications and maintain records and reports of these communications.
3. Communication of the results of the investigation and/or correction of reported hazards are the responsibility of the appropriate Department leadership.
4. If a release above the regulatory reportable quantity (RQ) occurs, departments shall contact EHS with the information and EHS shall report it to the appropriate agency, as required.
5. If a hazard or emergency results in/from a noncompliance, departments may correct the noncompliance themselves, or contact EHS for assistance. If the noncompliance cannot easily be corrected, departments may request a corrective action using the Corrective Action Request Form.

 Emergency Response Plans

Corrective & Preventive Action Procedure

Objective Evidence