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Communication Procedure: Purpose and Application

1. The document outlines Auburn University's procedures for internal and external communication regarding its Environmental Management System (EMS). 2. It assigns responsibilities for communicating EMS policies within departments and responding to external inquiries from regulatory agencies or media to ensure proper documentation and record keeping. 3. The procedures address internal communication methods, external communication of non-emergency issues, hazard reporting, and retention of communication records for at least 3 years.

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Elias Jarjoura
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149 views2 pages

Communication Procedure: Purpose and Application

1. The document outlines Auburn University's procedures for internal and external communication regarding its Environmental Management System (EMS). 2. It assigns responsibilities for communicating EMS policies within departments and responding to external inquiries from regulatory agencies or media to ensure proper documentation and record keeping. 3. The procedures address internal communication methods, external communication of non-emergency issues, hazard reporting, and retention of communication records for at least 3 years.

Uploaded by

Elias Jarjoura
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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COMMUNICATION PROCEDURE

Purpose and Application

1. To address internal communication among the various levels of Auburn


University and the issue of receiving, documenting and responding to relevant
communication from external (regulatory) interested parties.
2. The Environmental Management System (EMS) Task Force will address
requests for information about Auburn University's significant environmental
aspects.

Definitions

1. External Interested Parties: The community, news media, Auburn University


alumni, Auburn University students, parents of Auburn University students,
companies, funding agencies, and other entities that have a stake in the EMS of
Auburn University.
2. Internal Interested Parties: Employees of Auburn University.

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 Task Force 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
Auburn University department leaders. Departments should contact the EMS
Coordinator / EMS Task Force when contacted by an external party.
2. Inquiries, and communication to and from representatives of regulatory health or
safety agencies, should be routed to Risk Management 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. Auburn University 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 Department of Risk Management and Safety.
4. All inquiries or communication from representatives of the media must be routed
to the Auburn University Office of Communications and Marketing, 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 AU Campus
Emergency Procedures.
2. Communication of the results of the investigation and/or correction of reported
hazards are the responsibility of the appropriate Department leadership.
3. If a release above the regulatory reportable quantity (RQ) occurs, departments
shall contact RMS with the information and RMS shall report it to the appropriate
agency, as required.

Emergency Response Plans

Corrective & Preventive Action Procedure

Objective Evidence

Record / Form Responsibility Location Retention

• RMS Personnel • RMS Office


• DPSS Personnel • DPSS Personnel
• Auburn Public • Auburn Public
Communication Logs Safety
Safety 3 years
and Records • Office of
• Department
Head Communication
and marketing

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