[CM] [SIT] [E3] [PB] [CS] [2] Pre-Crisis for Closure of Campus

Campus Closure Crisis Scenario – Singapore Institute of Technology (SIT)

This chapter details specific actions to take before, during, and after a Campus Closure Crisis Scenario by the Singapore Institute of Technology (SIT)

Detailed Steps Before the Crisis

Preparedness and Prevention/ Reduction

Introduction

The “Before the Crisis” phase represents the foundation of effective crisis management and preparedness for a Campus Closure Crisis Scenario at the Singapore Institute of Technology.

This phase focuses on establishing the structures, capabilities, and preventive measures necessary to identify potential threats and strengthen SIT’s readiness before a disruptive event occurs.

Given the dynamic nature of university environments—with large student populations, critical academic operations, technology dependencies, and multiple stakeholders—SIT must adopt a proactive and systematic approach to preparedness.

Activities undertaken during this phase include establishing governance, conducting risk assessments, identifying stakeholders, planning communication, preparing for continuity, coordinating with authorities, and conducting training exercises.

Effective preparation before a crisis ensures that SIT can respond rapidly, make informed decisions, protect lives, maintain educational continuity, and reduce operational and reputational impacts during campus closures.

Phase Objective

Establish the governance, preparedness, capabilities, resources, and coordination mechanisms required for SIT to prevent, anticipate, and effectively manage incidents that may lead to partial or full campus closure.

The objective is to strengthen readiness before a crisis occurs, reduce uncertainty during disruption, protect lives, sustain academic continuity, and ensure rapid recovery.

Step 1: Establish Crisis Governance and Leadership Structure

Objective

Define authority, accountability, and organisational structures for managing a campus closure crisis.

Actions

SIT leadership shall:

• Establish a Crisis Management Team (CMT)
• Define crisis management policy and objectives
• Assign crisis roles and responsibilities
• Establish delegation and succession arrangements
• Define activation thresholds
• Identify alternate command personnel
• Establish Emergency Operations Centre (EOC) procedures

Suggested Crisis Structure

Deliverables

• Crisis governance framework
• Crisis organisation chart
• Roles and responsibilities matrix
• Crisis escalation authority matrix

Step 2: Conduct Campus Closure Risk Assessment

Objective

Identify and assess threats that could trigger campus closure.

Actions

Conduct risk assessment workshops involving:

• Security personnel
• Facilities representatives
• Student Affairs
• Faculty representatives
• IT personnel
• Health and safety teams

Identify threats, including:

Safety and Security Risks

• Fire and explosions
• Active assailant events
• Bomb threats
• Civil disturbances
• Hazardous materials incidents

Public Health Risks

• Pandemic outbreaks
• infectious disease clusters
• contamination events

Infrastructure Risks

• Structural failures
• utility disruptions
• water failures
• electrical failures

Technology Risks

• Cyberattacks
• ransomware
• data centre failures

Environmental Risks

• Flooding
• haze
• severe weather conditions

Deliverables

• Campus risk register
• Risk heat map
• Campus closure threat profile

Step 3: Define Campus Closure Scenarios and Trigger Thresholds

Objective

Establish predefined decision criteria.

Actions

Develop closure trigger guidelines.  Example:

Define:

• Partial closure criteria
• Full closure criteria
• Temporary closure criteria
• Multi-campus closure criteria

Deliverables

• Campus closure decision matrix
• Escalation criteria

Step 4: Identify Critical Academic and Operational Services

Objective

Determine essential services required during disruption.

Actions

Identify critical services:

Academic:

• Teaching and learning
• Examinations
• Research activities
• Student services

Operational:

• Campus security
• Student accommodation
• IT systems
• Facilities management
• Communications

Support:

• Counselling
• Medical support
• Finance
• Human resources

Identify:

• Recovery priorities
• dependencies
• alternate arrangements

Deliverables

• Critical service inventory
• dependency maps
• service recovery priorities

Step 5: Conduct Stakeholder Identification and Mapping

Objective

Identify stakeholders requiring coordination and communication.

Internal Stakeholders

• Students
• Faculty
• Adjunct lecturers
• Researchers
• Staff
• Security personnel
• Student leaders
• Student Affairs
• Human Resources
• Campus operations personnel

External Stakeholders

• Parents
• Next of kin
• Hospitals
• Vendors
• Partner institutions
• Transport operators
• Insurance providers
• Media

Singapore authorities:

• Singapore Civil Defence Force
• Singapore Police Force
• Ministry of Education
• Ministry of Health
• National Environment Agency

Deliverables

• Stakeholder register
• stakeholder communication matrix

Step 6: Develop Crisis Communication Strategy

Objective

Ensure rapid and coordinated communications during campus closure.

Actions

Develop communication procedures covering:

Internal communication:

• Students
• Faculty
• Staff
• Student leaders

External communication:

• Parents
• Next of kin
• Government agencies
• Media
• Public

Prepare templates:

• Campus closure notices
• emergency announcements
• SMS alerts
• website messages
• press statements
• social media updates
• FAQ documents

Define:

• spokesperson authority
• approval workflow
• media engagement procedures

Communication Channels

• SMS notification system
• Email
• SIT portal
• Mobile applications
• Social media platforms
• Emergency hotlines

Deliverables

• Crisis communication plan
• message templates
• media protocols

Step 7: Prepare Student Accountability and Welfare Procedures

Objective

Ensure students can be located and supported.

Actions

Establish:

• Student accountability procedures
• attendance verification methods
• emergency contact database
• next-of-kin records
• missing persons process
• vulnerable student support process

Special populations:

• International students
• students with disabilities
• exchange students
• students on internships
• students on overseas programmes

Deliverables

• Student accountability procedures
• emergency contact lists

Step 8: Develop Academic Continuity and Remote Learning Capability

Objective

Maintain education continuity during closure.

Actions

Review the readiness of:

• Learning management systems
• remote teaching tools
• online examination capability
• digital collaboration platforms

Prepare:

• alternative learning procedures
• contingency academic calendars
• faculty guidance
• remote assessment protocols

Deliverables

• Academic continuity plan
• remote teaching procedures

Step 9: Validate Facilities and Infrastructure Preparedness

Objective

Ensure physical resources support crisis readiness.

Actions

Assess:

• Emergency exits
• assembly points
• backup power
• access control systems
• fire suppression systems
• CCTV
• emergency communication systems

Review:

• maintenance programmes
• vendor support arrangements
• alternate facilities

Deliverables

• Campus preparedness assessment
• infrastructure readiness report

Step 10: Coordinate with External Agencies and Partners

Objective

Develop external coordination arrangements before incidents occur.

Actions

Conduct engagement sessions with:

Emergency agencies:

• emergency services
• police
• healthcare providers

Operational partners:

• facility vendors
• transport providers
• technology providers

Establish:

• contact points
• notification procedures
• escalation protocols

Deliverables

• external coordination matrix
• agency contact directory

Step 11: Conduct Training, Awareness and Exercises

Objective

Develop crisis competence across the university.

Actions

Conduct:

Awareness Activities

• crisis awareness briefings
• orientation programmes
• communication awareness campaigns

Exercises

• tabletop exercises
• evacuation exercises
• campus closure simulation
• crisis communication exercises
• leadership scenario exercises

Example scenarios:

• Pandemic closure
• Cyber disruption
• Bomb threat
• Infrastructure collapse
• Mass casualty event

Deliverables

• Exercise schedule
• exercise reports
• training attendance records

Step 12: Establish Monitoring and Early Warning Processes

Objective

Identify warning signs before escalation occurs.

Monitor:

• public health advisories
• security alerts
• cyber intelligence
• weather conditions
• building systems
• social media concerns

Develop escalation thresholds for:

• unusual incidents
• emerging trends
• suspicious activities

Deliverables

• monitoring dashboard
• early warning procedures

End-State of Pre-Crisis Phase

Prior to a crisis, SIT should have:

• Defined crisis governance structures

• Identified closure scenarios and triggers

• Established stakeholder communication procedures

• Prepared academic continuity measures

• Developed student welfare arrangements

• Coordinated with authorities and partners

• Trained crisis teams and stakeholders

• Validated response readiness

This preparedness phase lays the foundation for SIT to respond rapidly and effectively to a campus-closure crisis while protecting students, staff, and institutional operations.

The success of managing a Campus Closure Crisis Scenario depends significantly on the quality and thoroughness of preparation conducted before an incident occurs.

Crisis response effectiveness is rarely determined during the crisis itself; rather, it is built through planning, coordination, capability development, and continual readiness efforts established in advance.

By implementing these preparedness steps, SIT strengthens its ability to anticipate threats, coordinate stakeholders, maintain continuity of critical academic and operational services, and respond decisively under pressure.

A robust “Before the Crisis” programme enables SIT not only to reduce vulnerabilities but also to build a culture of resilience, ensuring the university is better positioned to safeguard its students, staff, and institutional mission in the face of future disruptions.

Click the icon for the crisis management playbook for the three stages: Pre-, During-, and Post-crisis for the Closure of Campus

Reference Guide

Goh, M. H. (2016). A Manager’s Guide to Implement Your Crisis Management Plan. Business Continuity Management Specialist Series (1st ed., p. 192). Singapore: GMH Pte Ltd.

More Information About Crisis Management Blended/ Hybrid Learning Courses

To learn more about the course and schedule, click the buttons below for the  CM-300 Crisis Management Implementer [CM-3] and the CM-5000 Crisis Management Expert Implementer [CM-5].