CRISIS

COMMUNICATION
PLAN (COVID-19)
Lyceum Northwestern-
University

GUIDELINES ON THE
COMMUNICATION
DISSEMINATION PROCESS
AND COVERAGE ON
GRADUAL REOPENING OF
CLASSES DURING COVID-
19
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SECTIO DESCRIPTION PAGE

N NUMBER
1 INTRODUCTION

2 OBJECTIVES

3 NORMATIVE REFERENCE

4 SCOPE
5 INDIVIDUAL HEALTH ASSESSMENTS AND CLINIC
CONSULTATION IN COMPLIANCE WITH THE COVID-19
PROTOCOLS

6 THE COMMUNICATION PLAN COMMITTEE

7 GENERAL GUIDELINES
8 Communication Plan Committee: Organizational Chart
9 Severe Legal and Regulatory Violations under the Code of Conduct,
Student Handbooks, Administrative Manual, HR Manual of the L-NU.

10 Sanctions and Treatments of the Violation

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TABLE OF CONTENTS
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1. INTRODUCTION:

As we plan for the opening of the 2020-21 school year, we remain committed to
providing an environment for our students that sustains dynamic, engaged learning and
that prioritizes the health, wellness, and safety of our community. Throughout our
planning process, we have relied on guidelines from concerned government agencies and
local public health officials, recommendations from the LGU, medical experts, and
pertinent laws that cover data privacy and confidentiality of information. We have
utilized these resources to implement strategies and modifications to support a safe and
healthy on-campus environment when we are permitted to reopen for in-person learning
and for the uninterrupted communications and information dissemination.

It is important to emphasize that our plans and protocols for the reopening of
school and the months that follow will remain flexible and are subject to change in order
to comply with official updates and guidelines as they are issued and/or what is deemed
in the best interest of student safety and learning. In addition, as to further contain the
information and confidential matters that arises in the institution. As always, we will
share with you, in a timely manner, any updated plans or decisions that affect the
academic and non-academic sector and learning programs as conditions evolve.

2. OBJECTIVES

a. As the Communication Plan being a component of the Crisis Management

Committee, this manual shall be the reference for the processes and guidelines; in
accordance and compliance therewith to the CHED – DOH Joint Memorandum
Circular No. 2021 – 001, Guidelines on the Gradual Re-opening of Campuses of
Higher Education Institutions for Limited Face-to-face Classes during the COVID-19
Pandemic, and with existing institutional risk management policies and guidelines.
This manual shall also cover other matters with relevance to Communication and
Information Dissemination.

b. To protect the fundamental human right of privacy, of communication while ensuring

free flow of information to promote innovation and growth. The Communication Plan
recognizes the vital role of information and communications technology in building a
secured and private; and its inherent obligation to ensure that personal information
and communications systems in Lyceum Northwestern University as a private sector
is secured and protected.

c. The Communication Plan being directed by the University President and delegated
through the Institutional Information Officer and its constituents shall ensure that its
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duties and responsibilities are being executed accordingly from the provisions and
procedures of this Manual, to maintain a safe and secure environment, a well-
established communication and information system, a more confidential and discreet
way of handling confidential issues and matters that could possibly arise in Lyceum
Northwestern University.

d. After the Lyceum Northwestern University administration has determined that it is

safe to address face-to-face classes, and on-campus administrative operations, the
arising issues and crisis will be continually addressed and resolved according to the
provisions of the Manual.

3. SCOPE
The Communication Plan covers internal and external crisis communications under
the responsibility and concerns of the Lyceum Northwestern University. The
Communication Plan is limited to crises that impact the academic and non-academic
sector of the institution, especially its stakeholders.

4. NORMATIVE REFERENCES
 CHED – DOH Joint Memorandum Circular No. 2020 – 001
 Republic Act: 10173 – Data Privacy Act
 Human Resources Department Manual
 Administrative Manual
 Student’s Handbook
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5. INDIVIDUAL HEALTH ASSESSMENTS AND CLINIC

CONSULTATION IN COMPLIANCE WITH THE
COVID-19 PROTOCOLS

a. Employees – In general, employees of the institution who are sick should not report
to the office. They shall notify their Supervisor first and then the Supervisor will
notify the Health Institution Officer or its constituents about the matter. The Human
Resources Department shall also be notified if a WFH can be adapted depending on
the condition of the employee.

b. Students – In general, students of the institution who are sick should not attend face-
to-face classes. They shall notify the either the Student Representatives, or the
Dean/Program Head of the department. After informing them, they shall notify the
Health Institution Officer or its constituents about the matter. The SAARO shall also
be notified if an online class or modular learning shall supplemented depending on
the condition of the student.

The employee and students should also seek medical advice and treatment through the
different methods below.

Due to the increasing number of cases in the country and the risk of contact with different
employees, consultations have been modified in order to protect both the employee and
the front liners.

5.1 Teleconsultation

Teleconsultation or also known as telemedicine will emerge as an important tool in

delivering care to employees and students in the institution. Telemedicine is generally
understood as the systematic provision of healthcare services over physically separate
environment via information and communications technology.

a. Employees or students who may need health care services and/or consultation in the
absence of the University Health Clinic Physician on-site, may contact the
coordinated external hospitals of the institution, at any time on for a phone
consultation with their available general practitioners and specialists;

b. When the University Health Clinic Physician is on-site, employees may engage in an
online consultation via audio or video call thru (Google Meet, Zoom, or Skype). If the
physician is able to make a diagnosis during the online consult, a treatment plan will
be given to the employee and a follow up online consultation will be scheduled.
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c. If the online consultation will not be sufficient for the University Physician to
formulate a diagnosis or treatment plan, employee will be requested to visit the
Doctor’s Office or will be referred to a Specialist for an in-person consultation.

5.2 In-person Consultation

If the employee or student started to develop symptoms while in the office, the following
protocol will be followed:
a. Employee or Student to inform the University Doctor of the symptoms while in the
institution.
b. Company Nurse will send a calendar invite for consultation. This is done to avoid
waiting time outside the clinic.
c. Employee or student is requested to stay in their office respective classrooms/stations
and to proceed to the clinic 2-3 minutes prior to the scheduled consultation.
d. Infection control protocols should be strictly followed and observed.
 Hand hygiene. Wash your hands with soap and water before entering the
clinic. While waiting for your turn, avoid touching any surfaces and open the
Clinic Door with your elbow.
 Use of personal protective equipment (face mask should be worn at all times.)
Employees without face masks on will not be allowed entry in the Clinic.
 Employees to observe appropriate hygiene/cough etiquette during
consultation.
5.3 Recommendation after Consultation with Company Doctor
After the consultation with the University Doctor, the following actions are applicable
depending on the result of the medical assessment:
5.3.1. Employees and students experiencing flu-like symptoms
a. Employee/student will be transported to the Isolation room and will be
monitored for 3-4 hours. Recommendation will depend on the severity of his/her
condition.
b. If the situation of the employee/student deteriorates during the observation
period, the employee/student will be sent to the ER for further evaluation,
possible testing and admission. If the employee/student tests positive for COVID-
19, they should follow the treatment plan and observe required quarantine period.
Employee/student will only be allowed to return to the office or attend classes if
latest result shows negative of COVID-19 and a Fit-to-work certificate or Fit-to-
attend classes has been issued by his/her Specialist.
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c. If the situation of the employee improves during the observation period, the
employee will be advised to go home to rest, take proper medication and self-
isolate. The employee should undergo a medical check-up with his/her Specialist
before returning to the office. Employee may only be allowed to return to the
office once all symptoms are gone and if he/she has a Fit-to-work certificate
issued by his/her Specialist.
5.3.2 Employees/student experiencing fever but no accompanying flu-like symptoms.
a. If the employee/student has a fever without any accompanying flu-like
symptoms, he/she will be asked to go home to rest and take proper medication.
They will be further asked to monitor his/her temperature every 4 hours and
inform the Company Nurse after every reading. Employee is also asked to report
to the Company Nurse any other developing symptoms. Once the fever is gone,
they may be allowed to report back to the office and attend classes with a Fit-to-
work certification and Fit-to-attend classes from his/her specialist.
b. If the employee/students’ situation deteriorates, the employee should either
undergo medical check-up with his/her Specialist or proceed to the ER for further
evaluation depending on the gravity of the situation.
c. The employee/student will be allowed to report back to the office if a Fit-to-
work certification or Fit-to-attend classes has been issued by his/her Specialist.
As a general requirement, all employees who are on sick leave for flu-like symptoms
should undergo a medical check-up and will only be allowed to return to the office if
he/she has a Fit-to-work certification.
For all other illness-related absences of 3 days and beyond, employees are required to
submit a Medical Certificate and a Fit-to-Work endorsement by the Specialist as
stipulated in the HR Guideline on Paid Leaves.

5.4. Keeping our institution healthy and COVID-19 free:

Employees are highly encouraged to be transparent and honest about their general well-
being. This is important not only for themselves, but also for the rest of the colleagues
and stakeholders in the company. If an employee feels unwell, it is imperative that the
Company Nurse is informed so that the condition can be evaluated immediately.
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6. The Communication Plan Committee

6.1. Communication Plan Committee is important for averting damage in the

constitution, with its provisions, fairness must take top priority in dealing with
informants and affected parties.

6.2. Functions of the Communication Plan Committee – To administer and

implement the provisions of this Manual, the communication plan committee shall
have the following functions:

a.) The Communication Plan Committee is responsible for reports of severe legal and
regulatory violations.

b.) Receive complaints, institute investigations, facilitate or enable settlement of

complaints through the use of alternative dispute resolution processes, adjudicate,
award indemnity on matters affecting any personal information, prepare reports on
disposition of complaints and resolution of any investigation it initiates, and in
cases it deems appropriate.

c.) Publish on a regular basis a guide to all laws relating to data protection.

d.) Publish a compilation of agency system of records and notices, including index
and other finding aids.

e.) Propose legislation, amendments or modifications to the Communication Plan on

privacy and data protection as may be necessary;

f.) The Communication Plan Committee is responsible for developing appropriate

internal (staff) and external messages to share regarding the operation of face to
face and blended classes, and administrative work issues at LNU. The staff
member serving in the crisis communications plan will prepare a report and debrief
the School Head/ President on any emergency communications actions and results.
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6.3 Overview of the Communication Plan Committee Responsibility:

In cases of doubt, a potential violation should be reported to the Communication Plan
Committee. The Committee shall decide who is responsible:
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7. GENERAL GUIDELINES

7.1. FOCAL PERSONS TO BE CONTACTED AND CONSULTED WITH:

7.1.1 To keep abreast with all the information and confidential issues arising under the
responsibility and concern of Lyceum Northwestern-University, the process of informing
the stakeholders and its employees shall be posted online thru the following criteria:

a. The contents and objectives of the information to be posted is to inform the students
and employees that the Communication Plan:
- Is an entirely separate entity of the institution that handles information with
confidentiality and professionalism.

- Has its considerate levels and degrees of graveness and lightness of information
being communicated, and that the necessary information shall be delegated to its
relevant constituents from the corresponding degree of the issues and matter
gathered.

- Is a more direct process that shall be directly addressed to the School Head/
President then will be relayed unto the pertinent Top Management concerns if
necessary e.g. (Human Resources Department, Student Affairs and Alumni
Relations Office..)

b. Online Information – to post the direct hotlines of the LNU Quick Response Unit
Committee and the hotline of the Institutional Information Officer thru:
- LNU - Facebook Page
- College Department Facebook Page
- Viber Communities of Lyceum Northwestern University
- Conduct of Webinars as Scheduled per College Departments

c. Offline Information –
- to keep available the student feedback and grievance forms to be found
at the Communication Centers. (To do a grievance or student feedback
form and be registered at the QA Office).

- Direct consultation at Institutional Information Officer and LNU

Quick Response Unit available at the moment.
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7.1.2 Quick Response Unit in LNU Community

Role Name Contact Number

(Updated)
Institutional Health Dean Ellen Manzano 516-2432
Officer
Institutional Safety Engr. Jose Ray Bautista 0917-128-5170
Officer
Institutional Princess Enemido 0943-706-7062
Information Officer
Council President Dean, Jonathan Espiritu 0915-404-8860

7.2. Filing and Reporting of Violations

a. Anyone who encounters or learns of concrete, factual evidence of a possible

violation of legal or the Institution’s internal regulations should report them.
The proper authorities for reporting violations posing a major risk are the
Institutional Information Officer and the Quick Response Unit in LNU
Community.

b. Violations that pose a minor risk should be reported to the employee's direct
supervisor or the appropriate unit, for example, Human Resources
Department, Office of the Student Affairs.

c. If there is evidence of violations that pose a major risk, supervisors and

department heads are obligated to report it to the Institutional Information
Officer or L-NU Quick Response Unit. If the evidence points to a violation
that poses a minor risk, managers should report it to the appropriate unit, for
example, Human Resources, Office of the Student Affairs provided the
supervisor and department head is unable to investigate and correct the
misconduct independently.

d. Employees can also contact their employee representatives in accordance with

local regulations.
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7.3 Instructions in Filing a Report

The Institutional Information Officer and its Constituents can review a case if it is
described in a sufficient detail. Therefore, a report should include all this points:
1. Where did it occur? (Department,location,room no. etc.,)
2. When did it occur (Date, and time)
3. Who committed the violation? (E.g. name of employee, student, etc..)
4. What happened? (Exact description of the suspicious incident, the
circumstances and the general conditions)
5. How has the case handled thus far?
6. Who besides you also observed the suspicious behavior?
(Name, tel-no., email-address, etc.)

7.4 Anonymity of the Information

1. The informant is notified in advance that the report is being forwarded to the
School Head/ President.
2. If the informant does not agree to the forwarding of his or her report, the
informant can inform the Communication Plan Committee stating the reasons
why.
3. Taking the reasons given by the informant into account, the Communication
Plan Committee examines whether the report nevertheless must be forwarded
or if the case can remain within the possession of the Communication Plan
Committee
4. If the report is forwarded anyway, the informant can request that the tip-off be
sent in anonymous form.

7.5 Processing of the Information

a.) MINOR RISKS

1. If the suspicions of a violation posing a minor risk are confirmed, the

responsible HR unit will decide in consultation with the respective supervisor
whether to take disciplinary action.
2. Once the matter is closed, it must be reported to the Communication Plan
Committee. If, during the investigation, evidence of a violation posing a major
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risk is discovered, the Communication Plan Committee must be notified

immediately.

b.) MAJOR RISKS

1. In cases of suspected violations posing a major risk, the Communication Plan

Committee examines the facts for concrete evidence, issues a detailed, written
investigation order and assigns the case to the appropriate investigative unit.
(Experts professionals on this field are required, A lawyer perhaps).
2. If, as part of the order issued by the Communication Plan Committee, local
investigative work is to be conducted by the investigative units, the Head of
Human Resources is to be notified in advance that an investigation will be
conducted.

3. The local head of Human Resources must then notify the local employee
representation. Those parties will not be notified if either of them is the
subject of the investigation.

4. Once the investigations are complete, the investigative unit prepares a report
on its findings and forwards it, after internal approval, to the Communication
Plan Committee. Afterwards, the School Head/Chairman makes a decision
concerning the outcome of the case and documents. If the suspected violation
is confirmed, the case is immediately decided and referred to in the treatments
of violations and relevant sanctions.

c.) If the institution has no interest in investigating the suspicions or punishing

the offender (e.g. because the affected employee has left the company or the
statute of limitations has expired), it can refrain from an investigation.

d.) In the absence of concrete, factual evidence, no investigation will be ordered

unless additional reports containing concrete factual evidence are received to
support the original allegation.

7.6 Protection of the Informants

a. Employees/students who report possible violations based on concrete, factual

evidence are protected by the company

b. The confidentiality of their statements shall be guaranteed.

c. Employees who feel they have suffered repercussions as a result of their report
of a violation should contact the Communication Plan Committee.
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d. The Communication Plan Committee shall receive and review the facts of the
case.

e. Informant should reveal their identity so that they can be asked questions that
could be helpful to the investigation.

f. If an informant requests that his or her identity not be revealed to other entities
within the instititution, this request must be honored.

g. However, completely anonymous reports are also possible if not expressly

prohibited under national laws. They shall be investigated to the same extent by
the Communication Plan Committee, provided they contain concrete, factual
evidence.

h. Informants will be notified of the final decision on the Communication Plan

Committee case and whether the allegation was with merit, provided they do not
remain anonymous.

7.7 Ensuring Fair Treatment of Employees/Students who are Suspected of Violations

7.7.1 Dissemination of the Report to Employees/Students

a. If a suspected violation requires investigation, the investigating unit is required

to inform the affected employee/student immediately in writing unless tactics
intended to aid the investigation make notifying the employee impossible.

b. In such instances, the employee/students must be notified at the first possible

opportunity. The employee/student shall be given the opportunity to respond to
the allegations as soon as possible. The employee is allowed to have a person
whom he or she trusts (e.g. supervisor, parent, guidance counselor or attorney,
consul general) present during questioning.

c. If the employee so desires, his or her supervisor will not be immediately notified
of the suspicions unless questioning of the supervisor is required for
examination of the facts.

7.7.2 Rights of the Employees/Students

a. All employees who are the subject of an investigation regarding a violation are
treated fairly. The affected employee is presumed innocent as long as there is no
proof of a violation.
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b. Incriminating and exonerating evidence shall be given equal consideration in the

investigation.
c. Once the final decision on the case has been made, the employee/student will
receive written notification from the competent unit. If the violation is confirmed,
his or her supervisor shall also be notified of the results of the investigation.
d. The right to refuse to provide evidence is governed by local legal regulations.
e. Employees may exercise their legal right to refuse to answer questions if the
investigation involves criminal allegations. In that case, they may suffer no reprisal
as a result of their refusal to testify.
f. In cases involving violations of employment law, employees have no such right to
refuse to answer questions.
g. If the investigation reveals early on that the allegations are unfounded,
questioning and notification of the employee/student is not required.
h. If the investigation reveals that the suspicions were unfounded, the employee may
decide whether his or her manager should be informed, provided the manager has
not already been made aware of the matter. At the request of the employee, the
manager or other management staff shall announce in an appropriate fashion that the
employee was wrongly suspected.
i. If materials related to the investigation are part of the employee's personnel file, he
or she shall have the right to view them if required by applicable laws.
j. If it is proven that one employee has accused another employee/students of a
violation despite knowledge to the contrary, the accuser shall be deemed in violation
of the Integrity Code and subject to disciplinary action.

7.8 Employee/Students obligation to cooperate

All employees/students are required to support the investigating units. This includes
submitting all requested documentation evidences and providing complete and
truthful information unless prohibited by law. This applies to questioning of
witnesses and supervisors as well. Any attempts by an employee/student to hinder
an investigation by influencing or colluding with witnesses is considered a serious
breach of his or her employment duties, and disciplinary action will be taken.

7.9 Retention Periods of Information Collected as Part of Investigations

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If an investigation reveals that the reported allegation was unfounded, information

about the employees/students collected as part of the investigation is to be deleted
immediately.

Documentation will not be kept in the employee/student’s file. If violations posing a

minor risk were confirmed, the information collected on the employees will be
deleted from the Communication Plan Committee records after one year.
If violations posing a major risk were confirmed, the information collected on the
employees/student will be deleted after six years.

8 COVID-19 CASE REPORTING AND RESPONSE

FLOW CHART
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RISK COMMUNICATION ACTION CHART:

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The Communication Plan Committee shall be headed by the School Head/President who
shall also act as the Chairman of the Committee. The Chairman shall be assisted by the Vice
President Chairman as the acting officer if so the Chairman grants and gives the authority for
assuming her position. They shall also be assisted by the Institutional Information Officer
and constituents, and the LNU Quick Response Unit Committee. Both shall be responsible
for (1) Data Processing Systems, (2) Communication and Dissemination Systems, and lastly
for (3) Policies and Planning.
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9 Severe Legal and Regulatory Violations under the Code of

Conduct, Student Handbooks, Administrative Manual,
HR Manual of the L-NU.
(To gather references regarding the possible considered
severe legal violations and minor violations from the
Institution’s updated manuals.)
And some of the severe violations that can also be adduced as evidence into making this
communication plan manual.
They are listed as follows:
1. Corruption, antitrust and money laundering offenses.
2. Theft, fraud, and undue enrichment offenses of significant scope and amount
3. Severe injury to physical or mental well-being, invasion of personal or data
protection rights.
4. Accounting and bookkeeping violations with a significant impact.
5. Violations that can potentially result in significant damage to the institution.
6. Violations that are likely to cause severe damage to the company’s reputation.
7. Severe cases of sexual harassment, discrimination and racism
8. Criminal violation of data protection rules.
9. Severe violations in connection with engineering specifications and/or technical
safety.
10. Violations of human rights.
11. Violations in connection with environmental regulations and/or environmental
noncompliance of a product.
12. Severe violations of the integrity of the Communication Plan Committee

10 . Sanctions and Treatments of the Violation.

(To gather same references regarding the possible
sanctions and treatments for such severe legal violations
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and minor violations as mentioned in the title of the

previous section.)

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