COMMUNICATION PROCEDURE

Purpose and Application

1. To address internal communication among the various levels of Missouri S&T and the issue of receiving, documenting and responding to relevant communication from external (regulatory) interested parties.
2. The EMS Advisory Committee will address requests for information about Missouri S&T's significant environmental aspects.

Definitions

1. External Interested Parties: The community, news media, Missouri S&T alumni, Missouri S&T students, parents of Missouri S&T students, companies, funding agencies, Environmental Protection Agency (EPA), Department of Natural Resources (DNR), Federal Aviation Agency (FAA), Department of Homeland Security (DHS), Nuclear Regulatory Commission (NRC), and other entities that have a stake in the Environmental Management System (EMS) of Missouri S&T.

2. Internal Interested Parties: Employees of Missouri S&T.

Roles and Responsibility

1. 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.
2. The EMS Coordinator and/or 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 and other issues concerning the EMS to their faculty and staff. Department leadership is responsible for communicating roles and responsibilities for the environmental management system.
2. Internal communication may include, but are not limited to:
           A.  Electronic mail
           B.  Staff meetings
           C.  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 may be received by a number of Missouri S&T department leaders. Departments should contact the EMS Coordinator / EMS Advisory Committee when contacted by an external party.
2. Inquiries, and communication to and from representatives of regulatory health or safety agencies, should 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.
3. Missouri S&T departments may communicate directly with regulatory agencies regarding their activities. If so, departments shall document and maintain records of these communications. These communications should be forwarded to the Environmental Health and Safety Department.    
4. 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.

 Emergency Response Plans

Corrective & Preventive Action Procedure

Objective Evidence