Emergency Response Plan:
(8) Section Guidance and Readiness

8.1 Operations Section

Operations Officer

The Operations Officer should periodically identify and review potential hazards or particular issues that could or would themselves present a significant problem or could exacerbate a concurrent condition or problem. Further, the Operations Officer should look to identify on-campus resources that could be used in an event as well as preferred staff that might be integral across a wide variety of mitigation efforts.

Director of Facilities Services

The Director of Facilities Services shall support the operations team and will provide:

  • Floor plans
  • Air handling control
  • Equipment
  • Assist with staffing of outer perimeter
  • Essential services for the maintenance and restoration of critical functions
  • Damage control and carry out emergency repairs
  • Clear roadways, exits, and buildings under the direction of the Emergency Coordinator
  • Emergency transportation as required

Safety and Security 

The Safety and Security shall support the operations team and will:

  • Receive notification of incidents
  • Initiate the Emergency Response Plan and coordinate all frontline activities with University and civil authorities (i.e. contact emergency services, HazMat Emergency Team, emergency responders)
  • Initiate the seven critical tasks:
    • Establish communications and control
    • Identify the danger zone
    • Establish an inner perimeter
    • Establish an outer perimeter
    • Establish a command post
    • Establish a staging area
    • Request necessary resources
  • Maintain public order
  • Control traffic
  • Coordinate with MCSO, EMS, Fire Department at Command Post, reports back to Operations Section
  • Coordinate rescue activities
  • Keep a log to record events and actions taken

Chief Information Officer

The Chief Information Officer shall support the operations team and will:

  • Identify all critical information systems and/or operations that may be impacted by the emergency
  • Prioritize the nature of each critical system and offer plan to support, repair or replace any damaged system
  • Organize personnel / teams with specific expertise in supporting said critical systems

8.2 Planning Section

The Planning Team should routinely assess the potential issues and considerations that may impact University operations and develop potential processes to be implemented in an emergency.

Planning Readiness

Planning Team Considerations and Concerns

Population Information

Is there a central repository of all student, faculty and staff information that can be readily accessed?

Support Staff

Can we identify personnel (professional or volunteer) within the University that have a particular expertise that can assist you in an emergency situation?

Established Processes

Do we possess a uniform process for the identification and support of students affected by or involved in an emergency? Is there a method in place to notify or provide information for parents of involved and non-involved students? What is the mechanism to notify/involve/enlist faculty and staff in an emergency?

They will also be called upon in an emergency to consider the nature of the event and actions to be considered.

  • Should the campus be closed and if so for what duration.
  • Can campus population be sheltered or secured on campus, will they need relocation and if so, for what duration.
  • Is there a need for faculty to remain on campus to assist, do they hold any expertise that could aid in incident remediation (nursing, pharmacy, chemistry)
  • What employees can be required to assist and for what duration.

The Planning Section must maintain an accurate and complete incident file. This would include employee rosters, hours worked and applicable employee work related rules; record of all injuries to any individuals known to be injured as a result of or during the remediation of the event; and documentation (as best possible) of all students in residence halls or on campus at the time of the incident.

Director of Human Resources

The Director of Human Resources shall support the Planning Team and will:

  • Ensure, in collaboration with the relevant unit heads, that essential service personnel are identified and are appropriately recognized and compensated
  • Communicate essential information regarding general emergency procedures to all University personnel as determined by the ERT;
  • Ensure that the payroll is processed; and
  • Coordinate with the Wellness Center and Environmental Health and Safety Officer to ensure that medical treatment and counseling for victims and affected individuals are provided as required.
Assistant Dean of Students and Residential Life

Assistant Dean of Students and Residential Life shall support the Planning Team and will:

  • Coordinate the flow of information to the student population;
    • Residents
    • Commuters
  • Coordinate the accountability and location of students;
  • Assist with or make arrangements for temporary or alternative accommodations for students;
  • Coordinate the flow of information to parents and guardians; and
  • Establish and coordinate a counseling center that includes Campus Ministry.
Registrar

The Registrar shall support the Planning Team and will:

  • Make arrangements for alternative academic accommodation;
  • Reorganize the academic schedule; and
  • Communicate with academic Deans as necessary;
Provost

The Provost shall support the Planning Team and will:

  • Have all faculty and administrative departments identify critical operations and critical facility requirements of their units, which must be protected in the case of an emergency.
  • Have the faculty and administrative departments develop a communications plan and an emergency response plan, including shutdown procedures.
  • Establish a Floor/Building Captain system for notification, evacuations, and training.

This information shall be in writing and the Emergency Director, Director of Safety and Security, and Facilities Director shall hold a copy. These plans shall be reviewed at least annually.

The Planning team develops an Incident Demobilization Plan that includes specific instructions for all personnel that will require demobilization. This unit should begin its work early in the incident, creating rosters of personnel and resources and obtaining any missing information as check-in proceeds.

8.3 Logistics

Within the Logistics Section there could be several primary functional needs:

Supply: Orders, receives, stores, and processes all incident-related resources, personnel, and supplies (back-up generators, chainsaw, fuel, etc.).

Facilities: Sets up, maintains, and demobilizes all facilities used in support of incident operations. The unit also provides facility maintenance and security services required to support incident operations. This unit also provides and sets up necessary personnel support facilities, including areas for food and water service, sleeping, sanitation and showers as needed.

Ground Support: Provides all ground transportation during an incident; this could include the procurement of general and specific use vehicles and equipment (buses, trucks, backhoe, bulldozer or other heavy equipment) or a vendor that supplies said service/equipment. The logistics officer is also responsible for keeping usage records.

Logistics Readiness

Inventory

Is there an accurate accounting of all available hard equipment and other provisions (tools, vehicles, on-site food supplies)?

Vendor Availability

Is there an easy to locate, updated listing of preferred vendors that can or will provide the university with needed services or supplies in an emergency situation? Do we have any contracts that give us any priority access to equipment if needed in a local or area-wide emergency?

Food Services

Is there any agreement in place for Fisher Dining Services to provide support and feed emergency personnel working to mitigate our local emergency?

Support Staff

Can we identify personnel within the university that have a particular expertise that can assist the logistics officer in an emergency situation?

8.4 Finance

Finance Readiness

Infrastructure Capability

  • What systems will need to be accessed to continue operations during an emergency?
  • What is the capability of staff to work from home if unable to access the campus?
  • Are there outside organizations needed to keep daily operations running?
  • What personnel would you deem essential and are they willing to assist in an emergency situation?
  • Is there any other foreseeable need that should be addressed?

Emergency Response Team Handbook Revised and Updated: January 2020