Incident Management Plan. Saint Mary s College Moraga, California

Transcription

1 Incident Management Plan Saint Mary s College Moraga, California April 13, 2009 Review Draft v2r1 The purpose of the Saint Mary's College of California (SMC) Incident Management Plan is to provide guidelines for responding to emergencies resulting from fire, floods, storms, earthquakes, hazardous materials and other threats to human safety. Nothing in this plan shall be construed in a manner that limits the use of good judgment and common sense in matters not foreseen or covered by the elements of the Plan.

2 Table of Contents LIST OF PLAN COPY HOLDERS...5 DOCUMENT DEVELOPMENT & MAINTENANCE HISTORY...5 PLAN ORGANIZATION...6 PRIORITIES...6 PURPOSE...6 SECTION 1: EMERGENCY LEVELS, ASSESSMENT, NOTIFICATION, AND EOC ACTIVATION...7 LEVELS OF EMERGENCY...7 EMERGENCY ASSESSMENT THE INCIDENT ASSESSMENT TEAM...8 EMERGENCY NOTIFICATION...8 Phone (landline or cell)...8 Text Message (SMS) In-Person...8 After-Hours Call Process...9 IAT MEETING LOCATIONS...9 IAT ACTIVATION CRITERIA CHECKLIST...10 PLAN ACTIVATION CHECKLIST...11 SECTION 2: INCIDENT MANAGEMENT TEAM OPERATION...13 Executive Policy Group...13 Incident Assessment Team...13 Incident Management Team (IMT)...14 IMT STRUCTURE INCIDENT COMMAND SYSTEM...15 Saint Mary s College Incident Management Team Structure (Utilizing ICS)...15 IMT MEETING LOCATIONS...19 IMT COMMUNICATION (INTERNAL)...19 THE EMERGENCY OPERATIONS CENTER (EOC)...19 EMERGENCY OPERATIONS CENTER GUIDING PRINCIPLES...20 SECTION 3: ACTION PLANNING...21 ACTION PLANNING CONFERENCE CALL PROTOCOL...22 Initial IMT Call Agenda...22 Subsequent IMT Call Agenda...23 AFTER-ACTION REPORT...24 APPENDIX A: INCIDENT MANAGEMENT TEAM ROLES...25 GENERIC ACTIVATION AND DEACTIVATION CHECKLIST...25 TEN QUESTIONS TO GUIDE IMT DECISIONS AND ACTIONS...26 BEFORE YOU GO A PERSONAL CHECKLIST...27 COMMAND RESPONSIBILITIES...28 Incident Commander (IC)...28 Command Administrative Assistant...31 OPERATIONS RESPONSIBILITIES...32 Operations Team Leader...32 Facilities EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 2 of 119

3 EHS Life Safety...36 Public Safety...38 Health and Wellness Services...40 Residence Life...42 CaTS...43 LOGISTICS / FINANCE RESPONSIBILITIES...45 Logistics / Finance Team Lead...45 Human Resources...48 Food Services (Sodexo)...51 Administrative Services...52 Message Center (MC) Coordinator...53 Message Center (MC) Operators/Runners...55 Business Office (Accounting)...56 Administration Services (Insurance)...57 Administrative Services (Payroll)...58 Purchasing & Warehouse...59 Housing & Conference Services...60 P & I RESPONSIBILITIES...61 Planning & Intelligence (P&I) Team Leader...61 Legal...63 Admissions & Registrar...65 Athletics...66 Library...67 School of Economics & Business Admin...68 School of Education...69 School of Liberal Arts...70 School of Science...71 Communications Team...72 APPENDIX B: EMERGENCY OPERATIONS CENTER (EOC) BASICS...74 EOC TELEPHONE NUMBERS, FAX MACHINES, PRINTERS, PCS...74 EOC SET-UP CHECKLIST...74 EOC DIAGRAM...75 EOC SHUT-DOWN CHECKLIST...76 EOC SUPPLIES...77 EOC WHITE BOARD SET-UP...78 APPENDIX C: COMMUNICATIONS...80 EMERGENCY NOTIFICATION PROCESS...80 FACULTY/STAFF COMMUNICATIONS...81 Faculty/Staff Telephone Tree...81 Communications via Internal or External Website...81 Connect-Ed Notification System...82 Faculty/Staff Hotline...82 COLLEGE COMMUNICATIONS...84 CONFERENCE CALL CAPABILITIES...84 ANALOG / EMERGENCY PHONE LOCATIONS...85 MAIN CAMPUS TELEPHONE NUMBER...85 NEARBY PAY TELEPHONES...85 APPENDIX D: FORMS...86 INITIAL EMERGENCY ACTION PLANNING REPORT...87 ONGOING EMERGENCY ACTION PLANNING FORM...91 INDIVIDUAL TEAM ACTION PLANNING FORM...95 INITIAL EMERGENCY DOCUMENTATION FORM EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 3 of 119

4 INITIAL ASSESSMENT TEAM ACTIVATION CRITERIA CHECKLIST...97 PLAN ACTIVATION CHECKLIST...98 EMERGENCY OPERATING CENTER MESSAGE FORM EMERGENCY OPERATING CENTER MESSAGE FORM EMERGENCY OPERATING CENTER SHIFT LOG APPENDIX E: TEAM MEMBERSHIP EXECUTIVE POLICY GROUP EXECUTIVE POLICY GROUP MEMBERS INCIDENT MANAGEMENT TEAM MEMBERS DEPARTMENTAL OPERATIONS TEAM MEMBERS EMERGENCY POLICY GROUP & RESPONSE TEAM MEMBERS EMERGENCY POLICY GROUP MEMBERS EMERGENCY CONTACT INFORMATION: Command, Ops, Planning & Intelligence, Logistics & Finance, EPG APPENDIX F: PLAN BASICS INTRODUCTION USAGE PURPOSE AND GOALS IMPLEMENTATION GUIDELINES PLANNING ASSUMPTIONS RESPONSE ASSUMPTIONS HAZARD SUMMARY (NATURAL AND MAN-MADE) Earthquake Soil Liquefaction Wildfire Event Impacting the Main Campus Event Impacting the Area or Region (Satellite Campus and surrounding area) APPENDIX G: PLAN MAINTENANCE AND EXERCISE MAINTENANCE EXERCISE APPENDIX H: GLOSSARY OF TERMS APPENDIX I: DEPARTMENT OPERATIONS TEAMS APPENDIX J: CONTACT NUMBERS FOR NEARBY HOSPITALS, POLICE AND FIRE EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 4 of 119

5 LIST OF PLAN COPY HOLDERS Plan ID #s Office / Department # Plans: DOCUMENT DEVELOPMENT & MAINTENANCE HISTORY This plan was incorporated into the Saint Mary s College Emergency Preparedness and Response Program on <<date>>. The changes and updates made are listed below: Section # Changes/Adds/Deletes: Change(s) Made By: Date: 2009 EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 5 of 119

6 PLAN ORGANIZATION The first three sections of this plan can be pulled out and used as a Grab-n-Go, i.e. together with one s contact sheet they can be kept in a small portfolio and can kept at-hand for emergency use. Section One explains the process for plan activation. Section Two illustrates how the Incident Management Team is organized. Section Three provides instructions on Action Planning. The Appendices provide additional information on roles and responsibilities of the Incident Management Team members, setup and operation of the Emergency Operations Center, the protocols and process for crisis communications, how the plan is to be maintained and exercised, and what standardized forms are to be used in the incident management process. PRIORITIES In the event of an emergency, Saint Mary s College personnel and equipment will be utilized to accomplish the following priorities in a safe, effective, and timely manner: Priority 1 Priority 2 Priority 3 Protection of life and safety Maintenance of life safety and preliminary assessment of immediate damage Restoration of general College operations PURPOSE The purpose of this plan is to provide Saint Mary s College with an effective methodology and protocol for managing emergencies involving: Educational, administrative and residential facilities at the Moraga and Rheem campuses. Disruption of business or loss of access to mission-critical offices and departments. Events which o impact the reputation of Saint Mary s College Note. To help determine whether and how an event impacts the College s reputation, it is useful to consider how both the event itself or how the College handles it will affect: trust in and respect for the institution and its leadership loyalty of faculty, staff, students, and alumni the reputation it has earned as Lasallian community with a tradition of personal, professional and spiritual growth. the views of those who have, or may seek, it as a place of work, and the confidence of those who contribute financially to ensure its future EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 6 of 119

7 o interrupt St. Mary s ability to conduct classes or provide services, research or business with stakeholders as appropriate Events which significantly affect students, faculty, staff, members of the President s Cabinet or Board members. Events with significant regional impact affecting the College s facilities and operations. SECTION 1: EMERGENCY LEVELS, ASSESSMENT, NOTIFICATION, and EOC ACTIVATION Levels of Emergency Emergency conditions vary with each incident and activation. Incidents which may require activation of the Incident Management Team include: Level l: Level 2: Level 3: Minor Emergency. Small-scale, localized problem confined to a single space such as a chemical spill or localized power outage. Does not require evacuation of large numbers of people. The emergency can be managed using on-site resources. Major procedures incorporated in the Plan typically would not be activated for a Level l event. This classification will be made by the Director of the Department of Public Safety in consultation with the Executive Director of the Physical Plant. No College-wide action would be required. Major Emergency. A more serious event that requires activation of the Emergency Management Team (though not necessarily the establishment of the Emergency Operations Center). Affects more than one localized area. May require a large-scale evacuation and include the need for off-campus emergency response resources such as the fire department to effectively control the situation. It also is an event or activity with the potential to negatively affect the reputation or credibility of the College, and/or may result in cessation of normal business operations. Major components of the Plan could be partially or fully activated, as required. This classification will be made by the President or Provost in consultation with the President. Disaster. A campus-wide event causing significant property damage or injuries. A large scale emergency such as a strong earthquake that poses a major threat to life and property. Outside emergency response resources would be used and all procedures of this Plan would be activated. A College state of disaster may be declared during a Level 3 emergency. In the event of an evacuation, designated building coordinators and residence hall directors/assistants will guide building occupants to predetermined evacuation locations on campus. (Information about the building coordinators can be found at: If it is necessary to evacuate the entire campus, the College will 2009 EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 7 of 119

8 coordinate closely with the Town of Moraga and the Contra Costa County Office of Emergency Services. Declaration of a Level 3 Event is to be made by the President or Provost in consultation with the President. As a general practice, the SMC EOC will be activated under Level 2 and 3 emergencies. Emergency Assessment The Incident Assessment Team The IAT is a subset of the College s Incident Management Team. The Incident Assessment Team evaluates the event to determine whether or not to activate the College s Incident Management Team and Emergency Operations Center (EOC). The Initial Assessment Team (IAT) is composed of representatives from: Athletics CaTS Communications Facilities Public Safety Student Affairs Any member of the Incident Assessment Team who becomes aware of an emergency that may significantly interfere with Saint Mary s business operations shall immediately notify the other IAT members. All members of the IAT have the authority to activate the plan. Emergency Notification Phone (landline or cell) If unable to speak with the person, leave an "urgent activation issue" voice message with specific instructions. Instructions may include a detail of the event and the designated meeting place, time of meeting, and other pertinent information. Text Message (SMS) You can send text messages to almost any other wireless phone in the U.S. by addressing messages to their 10-digit wireless telephone number. Your phone manufacturer and cellular service provider can provide instructions on how to create and send a message and directions vary by make and model of phone. The ability to contact others via will depend on the availability of power and the operation of the servers. When sending , if the recipient has multiple addresses, use all of them. Those located off-site may have the best chance of reaching the team member in a regional emergency. In-Person If unable to contact by the above means, meet at the pre-designated areas as noted under Initial Assessment Team Meeting Locations section EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 8 of 119

9 After-Hours Call Process Any team member who becomes aware of a potential issue will call the other team members to determine if the plan should be activated. IAT Meeting Locations Initial virtual and physical meeting locations (in priority order) include: Virtual meeting access: Conference bridge number < Dial-in number & access codes TBD >. Primary physical meeting location: Main Campus Filippi Academic Hall, FAH 100 (Resource Library) Secondary meeting location if primary physical location is not accessible (should be nearby to main campus): Main Campus Facilities Service Building Tertiary back-up meeting location if neither primary nor secondary physical location is accessible (should be distant location from main campus): Rheem Campus Rheem and Moraga Road 2009 EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 9 of 119

10 IAT Activation Criteria Checklist The Initial Assessment Team conducts an initial assessment to determine if the plan and Emergency Operations Center (EOC) should be activated. The major headings across the top of the matrix are used to assess the impact to any of the stakeholders (vertical column). At a minimum, checking any box indicates the item requires monitoring. The first discussion concerns the type of event and its likely impact to the campus or staff: Is this a localized event impacting Saint Mary s only? e.g. Fire Is this a regional event? e.g. Flood, Earthquake Is this a national event? e.g. 9/11-type terrorist attack Is this an international event that impacts several countries? Life Safety/ People Are lives in danger? Is there significant risk to the health and well-being of Saint Mary s faculty, staff, students, residents, or visitors? Facilities Is a Saint Mary s facility at risk? Technology Is the event causing significant disruption of technology and/or phone service (e.g., telecom, network, data center)? Financial Is the event having significant financial impact for Saint Mary s? Reputation / Brand / Mission Critical Activities Is the event impacting 1 Saint Mary s reputation? Is the event disrupting academic instruction, research, and campus operation? Stakeholder Life Safety / People Facility Technology Financial Brand / Reputation Mission Critical Activities Saint Mary s Campus Saint Mary s facilities offcampus Locations where Saint Mary s personnel are working / travelling abroad If any of the boxes above are checked, proceed with Plan Activation. 1 See pages 6 and 7 of this plan for a list of criteria to determine impact EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 10 of 119

11 Plan Activation Checklist Once activation of the plan is determined, the following steps should be executed: 1. Which team(s) will be activated? Executive Policy Group (EPG) Incident Management Team (IMT) if IMT is activated, complete the activation checklist Department Operations Recovery Team 2. Where will the team(s) meet? Option One - Physical Meeting Location Determine which EOC location will be activated Primary EOC: <Location and Room # TBD > Secondary EOC: <Location and Room # TBD > Tertiary EOC: < Location TBD > Option Two - Virtual Meeting Location Virtual EOC: < Conf bridge number and code(s) TBD > 3. What notification is needed? Activate full IMT or subset of members by text message or phone Full IMT OR Subset Operations Team Planning & Intelligence Team Logistics & Finance Team Communications Team Contact the College President Notify Department Operation Team Leads impacted by the event that the Incident Management Plan is activated and instruct them to initiate their department call trees 4. What issues need to be addressed? Identify Faculty, Staff, Student, Resident, and Visitor Concerns Respond to injuries or fatalities Provide medical assistance as required Provide care, treatment and shelter as required Notify Human Resources Notify Counseling and/or EAP (employee assistance program) Notify emergency contacts as needed Provide additional assistance to faculty, staff, students, residents and visitors as needed 4. What issues need to be addressed? (cont d) 2009 EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 11 of 119

12 Assess status of Facilities (identify each facility impacted by event) Conduct initial damage assessment of building Determine if it is open and suitable for use If not, identify alternate site Assess status of IT Services Identify technology issues If campus technology and phones are not operational, determine what options are available If campus computer network is not operational, activate Disaster Recovery Plan Assess status of Telephone system Determine whether phones are operational If not, activate plan to forward phones Activate hot lines as needed Identify internal and external communication needs Develop and deliver messages to meet those needs Update Campus Emergency Hotline << Number TBD >> Update other Emergency Hotlines <<List number>> Place message on web site regarding College status Provide updates to key stakeholders Provide updates to media Determine status of employees Determine whether call trees have reached all employees, staff and residents who need to be informed Identify impact to key College business functions and operations Identify options for recovery at alternate location or using manual workarounds 2009 EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 12 of 119

13 SECTION 2: INCIDENT MANAGEMENT TEAM OPERATION The Incident Management structure for Saint Mary s College includes four major components: The Executive Policy Group 2 (EPG) The Incident Assessment Team (IAT) The Incident Management Team (IMT) The Department Operations Teams (DOT) Communication flows both up and down this incident management structure. When this plan is activated, the Incident Management Team shall convene at a physical location known as The Emergency Operations Center (EOC). If a physical EOC is not available, the Incident Management Team shall convene by phone and operate as a Virtual EOC. Executive Policy Group Executive Policy Group Roles and Responsibilities The Executive Policy Group has the ultimate responsibility for the strategy and decisions for the recovery of the business operations and communication 3 to all necessary parties. The team has four key roles: 1. The Executive Policy Group provides policy and strategic oversight. 2. The EPG authorizes significant expenditures. 3. The EPG may act as the campus media spokesperson. 4. The College President, his Cabinet, and other senior executives act as relationship managers, reaching out to key stakeholders (parents, faculty, staff, students, Board, vendors, regulators, etc.) to address concerns of those stakeholders. Incident Assessment Team Incident Assessment Team Roles and Responsibilities The IAT is a subset of the College s Incident Management Team. It contains representatives (depending on the nature of the event) from the three teams supporting Incident Command. The Incident Assessment Team evaluates the event to determine whether or not to activate the College s Incident Management Team and Emergency 2 3 For a list of members, see Appendix E. Whereas communication in the everyday world is typically informal, open through many independent channels, and based on personal access, emergency and crisis communication needs to be formal, well-managed through a small number of channels, and based on controlled access. If crisis communication is not carefully controlled, i.e. done through the EOC and in accordance with the Crisis Communications Plan, the IMT will find itself facing two emergencies. One will be the event itself. The other will be responding to stakeholders who are misinformed about the event and taking action on that misinformation EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 13 of 119

14 Operations Center (EOC). The Initial Assessment Team (IAT) is composed of representatives from: Athletics CaTS Communications Facilities Public Safety Student Affairs Incident Management Team (IMT) Incident Management Team Roles and Responsibilities Roles Coordinate the response of the College s personnel per existing emergency response, Disaster Recovery and Business Continuity plans. Provide overall leadership to the recovery effort and restoration of affected sites back to business-as-usual. Provide College oversight for all emergency events. Responsibilities During An Emergency Activate the Incident Management Plan. Coordinate response to the emergency situation. Provide for the well-being of recovery personnel. Ensure teams are carrying out responsibilities (Incident Commander and team leads). Make recovery decisions based on documented recovery priorities and communicate to the recovery teams. Recommend how priorities can be achieved, and which may need to be revised. Assist in assigning the appropriate tasks to achieve strategic recovery of goals and objectives. Ensure critical vendors, regulatory bodies, and other identified key stakeholders are notified of the situation in a timely manner. Assist in determining the number of staff available to assist in the recovery and how many are necessary. Maintain and monitor the recovery schedule. Coordinate local recovery efforts and restore the affected facility back to business as usual. IMT Membership See Appendix E for list of members EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 14 of 119

15 IMT Structure Incident Command System As a framework, the Saint Mary s College Incident Management Team (IMT) will use the Incident Command System (ICS) as the model for organization and communication flow in managing emergencies. ICS has been in use since the 1970 s and provides for command, control, communication, and collaboration across the organization. ICS is now the required operating methodology for all federal/state/local agencies in the United States, and is part of the National Response Plan (NRP) and National Interagency Incident Management System (NIIMS) required by Homeland Security Presidential Directive 5 Management of Domestic Incidents. The ICS structure includes four teams: Command Incident Commander, Safety Officer, and Liaison Operations Logistics and Finance Planning and Intelligence Saint Mary s College Incident Management Team Structure (Utilizing ICS) 2009 EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 15 of 119

16 Command The Incident Command has overall responsibility for the management of all emergency activities, including development, implementation, and review of strategic decisions, as well as post event assessment. He or she also designates a leader for the Operations, Logistics, Planning, and Finance Sections depending on the nature and scale of the emergency. The Incident Commander leads the Command Team, which has responsibility and the authority to activate the Incident Management Plan, issue a disaster declaration, direct all response and recovery activities, and assume overall responsibility for emergency policy and implementation. The Command Team Lead is called the Incident Commander. The Incident Commander s primary tasks are to: Make and implement policy decisions. Prioritize resources and resolve conflicts. Oversee the recovery of entire operation. Act as the primary interface to the Executive Policy Group. Lead all Action Planning meetings and approve the Action Plans for each operational period. Liaison As part of the command staff there is also an Internal and External Liaison who acts as point of contact and information between the Incident Management Team, the School Deans, the Academic Senate, the Administrative Staff, Associated Student Body, the Community of Christian Brothers residing on campus and other large stakeholder groups. Operations The Operations Team has the primary responsibility for initial response to the emergency and coordination of the information and activities of other groups. It is composed of representatives from the departments involved in emergency response. This includes Public Safety, Facilities, and Computer and Technology Services, Residence Life, and (depending on the circumstance) Health and Wellness those who are typically on scene dealing with the event first-hand. Its tasks include reducing the immediate hazard, taking care of those in the immediate vicinity of the event, and establishing situation control. The Operations team plays a key role in ensuring the health and safety of those on scene, implementing security measures, and restoring systems and facilities. For an event that affects locations near the College administration buildings, the Operations Team provides direct response and intervention. For an event at other campus locations, this team provides the resources and support to assist in the response. Its response and recovery activities may include: Response 2009 EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 16 of 119

17 Coordinating Emergency Response activities of Public Safety, Health & Wellness, and Building Coordinators. Performing search and rescue until professional teams arrive. Conducting initial damage assessment of facilities and technology infrastructure. Assessing utilities and communications services. Working with federal, state, and local agencies such as the Federal Emergency Management Agency (FEMA), the State Emergency Management Agency, regulators, etc. to provide information and obtain government disaster assistance. Recovery Providing coordination and oversight with restoration vendors and contractors to restore facility. Conducting salvage operations. Restoring voice and data communications. Developing / activating the alternate work site(s) if necessary Directing setup and movement of supplies to alternate work locations. Logistics and Finance The Logistics and Finance Team has primary responsibility for providing services, support, supplies, equipment, personnel, and other resources to the Operations Team to execute its Action Plans, respond to the emergency, and recover the College s critical business operations. This team also provides for the "care and feeding" of the IMT, mission-critical departments, and others who need assistance. The team is responsible for cost accountability and risk assessment. It documents expenditures, purchase authorizations, damage to property, equipment usage, and vendor contracting. It develops, submits, and tracks insurance claim documentation during and after the emergency. It is composed of representatives from Administrative Services (& Insurance), the Business Office (& Accounting), Facilities (Buildings, Grounds, & Transportation), HR, Purchasing & Warehouse, and Sodexo. Its responsibilities include: Providing for care and feeding" for IMT members including food, water, lodging, transportation, and other assistance as deemed necessary. Providing for "care and feeding for faculty, staff, and students if necessary. Coordinating all travel and lodging arrangements. Operating the command center message center. Coordinating administrative staff EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 17 of 119

18 Addressing human resources issues such as informing families of death or injuries, childcare, pet care, eldercare, and facilitating faculty/staff/students benefit claims/services. Assigning cost centers and disaster project codes. Establishing a paper trail for reimbursement of expenditures related to the emergency - including the cost of materials, personnel, and equipment. Working with insurance companies, restoration and salvage vendors to document cost of loss and expenses for repair/replacement of damaged property. Coordinating cash flow. Ensuring Payroll continues to function. Procuring equipment and supplies. Establishing and maintaining guidelines for emergency purchase, procurement, and cost accounting. Planning and Intelligence The Planning and Intelligence Team is responsible for receiving, evaluating, and analyzing all disaster information and providing updated status reports to the EOC Command and Operations. It is responsible for developing the Action Plan, which provides concise overview and list of tasks to be accomplished in each operational period. Planning and Intelligence is the team that gathers and collates information from those involved in Emergency Response and recovery of department operations. This team identifies problems, solutions, and resources. It is composed of representatives from major academic departments, Real Estate and Campus Project Management. It may also include a representative from Legal / General Counsel. Its responsibilities include: Providing intelligence and information regarding the emergency or recovery from it. Providing intelligence regarding academic department s point of view and critical business issues. Assessing the risk associated with the event, e.g. legal, security, business. Upon deactivation of the EOC, or completion of the exercise, Planning is typically responsible for development of the After Action/Corrective Action (AA/CA) report EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 18 of 119

19 Communications Team Incident Communications is managed by the Communications Team under the Planning and Intelligence function. This Team coordinates and integrates the work of communications personnel across the College order to develop a consistent message and speak with one voice on behalf of the College throughout the Incident Management process. Its responsibilities include: Developing all emergency communications to students, parents, faculty, staff, vendors, the public, media, and other key stakeholders. Monitoring all pertinent media. Interfacing with media. Updating the website and emergency hotlines. IMT Meeting Locations Initial virtual and physical meeting locations (in priority order) include: Virtual meeting access: Conference bridge number < Dial-in number & access codes TBD >. Primary physical meeting location: Main Campus - << Room Number TBD >> Secondary meeting location if primary physical location is not accessible (should be nearby to main campus): Main Campus - << Room Number TBD >> Tertiary back-up meeting location if neither primary nor secondary physical location is accessible (should be distant location from main campus): Rheem Campus Rheem and Moraga Road IMT Communication (Internal) The IMT will be notified of plan activation or to be kept apprised of an event that is being monitored via Connect-Ed, which allows the College to schedule, send, and track personalized voice messages to students, parents, and staff in minutes. The IMT will meet either face-to-face or utilize the conference bridge. (The Incident Management Team utilizes the same physical meeting locations as the Incident Assessment Team.) The Emergency Operations Center (EOC) The EOC serves as the centralized, well supported location in which EOC staff will gather, check in, and assume their incident management roles in the EOC. Response activities and work assignments will be planned, coordinated, and delegated from the EOC. During the course of an emergency, designated personnel should report directly to the EOC. If an EOC member is unsure whether to report, he or she should first contact Public Safety at (925) to determine when and where to report EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 19 of 119

20 The EOC team is composed of a broad cross section of campus personnel, selected for their expertise and the needs of the EOC. Once the EOC is activated and the EOC Director (or Incident Commander) will determine the depth of positions necessary for the immediate incident, the members are contacted and directed to report. Each position on the EOC team should be staffed and trained with at least two personnel (one as primary, the other as backup), and cross-trained to understand the functions of the other EOC positions. Position checklists (located in binders in the EOC and distributed to EOC staff) allow staff trained in other positions to step in and accomplish the primary duties of each position. Emergency Operations Center Guiding Principles Many organizations that have suffered a major disaster or emergency consistently report very similar learning. These have been formulated into guiding principles in the management of Emergency Operations Centers for both the public and private sector. They include: Declare the disaster/emergency and activate as soon as possible in other words, make a decision. Initially and decisively staff up the EOC to a level sufficient to operate effectively don t short-shift the team or yourself. Delegate the authority and responsibility for EOC functions to primary staff. Assume and plan for some degradation in personnel and/or systems respond accordingly. Closely monitor operating effectiveness adjust as necessary. Make changes when appropriate and keep leading the team forward don t belabor an issue, keep moving EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 20 of 119

21 SECTION 3: ACTION PLANNING An Action Planning meeting is held as soon as the Incident Management Plan is activated and the team convenes. A briefing is held, objectives developed, & operational period defined. The meeting begins with an update on situation status ( Sit-Stat report). Action Planning meetings are held at the end of each operational period. Essential elements in the action plan include: Strategic objectives These answer the question, What are we expected to achieve? Objectives should be high level, prioritized, and consistent with college policy. Assignments to accomplish the objectives These answer the question, Who will do what, when, and where? This includes staff assignments necessary to meet the objectives. Operational Period This answers the question, When the next meeting will occur? If the situation is quite intense, the first Operational Period may be short one to two hours. Objectives to be accomplished in this timeframe are written and a briefing on progress occurs at its conclusion. Objectives will generally focus on five key areas: People Students, Staff, Faculty, Residents, Visitors Facilities Technology Critical functions at risk Instruction Communication The objectives should be written using strong action verbs. Action verbs are observable and better communicate the intent of what is to be attempted such as: o Plan, write, conduct, produce, apply, to recite, to revise, to contrast, to install, to select, to assemble, to compare, to investigate, and to develop, etc. Objective should be written using the SMART tool. o o o o o S: Specific - Does the objective specifically state a key result that will be accomplished? M: Measurable - Can achievement of the objective be measured? A: Actionable - Is the objective written using strong, active verbs that communicate in no uncertain terms who is going to do what? R: Realistic - Is it reasonable to expect the objective will be accomplished? T: Time - At what time or within what timeframe does the objective need to be accomplished? 2009 EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 21 of 119

22 Action Planning is a continuous process. It begins and ends with the preparation of the Team s Action Plan and dissemination of that report to all stakeholders. EOC Activated IC meets with Team develop initial OP determined, objectives developed Team leaders share OP Objectives with team work begins Team members work with their own function & confer with other members & share information. Process is repeated IC calls Action Planning Meeting- Status of all members is shared, progress charted, new objectives shared and agreed upon by all At end of OP, determine status, & draft objectives for next OP for their function Action Planning Conference Call Protocol The following protocol is for meetings that may be held via telephone bridge. This may also be used when the Department Operations Team (DOT) and Incident Management Team (IMT) have a joint telephone meeting. Initial IMT Call Agenda This agenda is to be used during the initial call between IMT members. At the beginning of the call, a scribe is selected. The IC (Incident Commander) is the leader of the call. Roll call is conducted; participants will identify themselves and indicate which function (Ops, Logistics, Planning, Finance, Command, Communications << others >>) they represent. The person most knowledgeable about the emergency will debrief the IMT on the current conditions and facts, then answer any questions. At this time, the Initial Emergency Action Planning Form will be filled out and released to the IMT via (if available). The IC will ask the group to verify level of emergency (1, 2, or 3) and the appropriate activation level (DOT or IMT). The IMT will assess the worst-case scenario. The IMT will determine an immediate course of action to ensure safety of faculty/staff/students and visitors, or will affirm that the DOT is performing that function. The IMT will develop the objectives, prioritize response requirements, and assign specific tasks to be completed. A Planning & Logistics Team member will write the Action Plan. The IC will set the operational period (time for next meeting) EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 22 of 119

23 Subsequent IMT Call Agenda If the EOC is operating virtually or there are key members who are not physically present in the EOC, the IMT will meet at pre-set intervals via the telephone bridge to manage the emergency and share information. This agenda is to be used for calls held after the initial call. At the beginning of the call, a scribe is selected. The IMT IC is the leader of the call. Roll call is conducted, participants will identify themselves and indicate which function (Ops, Logistics, Planning, Finance, Command, << others >>) they represent. The IC will brief the IMT on the current conditions and facts, then answer any questions. Each participant will briefly review actions taken since last call and answer any questions. The IC will ask group to review level of emergency (1, 2, and 3) and reassess the appropriate activation level (DOT or IMT). The IMT will reassess the worst-case scenario. The IMT will determine if the emergency is being managed effectively enough to turn over response to the department(s). If this decision is made, the IMT will deactivate, unless reactivated by the IC. If the IMT remains active, the agenda will be followed. The IMT will develop the objectives, prioritize response requirements, and assign specific tasks to be completed. A Planning & Logistics Team member will write the Action Plan. The IC will set the operational period (time for next meeting) EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 23 of 119

24 After-Action Report An After-Action Report is completed after each plan activation. The IC and Planning & Logistics Team complete the document based on the event documentation, debriefing, participant surveys, and interviews. After-action reporting serves the following important functions: Documents response activities. Identifies problems/successes during response and recovery operations. Analyzes the effectiveness of the components of the Initial Response Plan and Program. Describes and defines a plan of action for implementing improvements. The After-Action Report should contain the following information: 1. Executive summary and principal recommendations. 2. Emergency overview: a. Chronology of events b. Action Planning plans (with copies attached) c. Statistics d. Maps or photos as available 3. Event staff: a. Note all team member names and ICS function. 4. Recommendations: a. Strategic b. Organizational c. Operational d. Equipment e. What worked f. Challenges and opportunities for improvement 5. Next steps: a. Tasks b. Individual(s) responsible c. Estimated completion date 2009 EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 24 of 119

25 Appendix A: INCIDENT MANAGEMENT TEAM ROLES Generic Activation and Deactivation Checklist To be used by all IMT positions Activation Phase Actions: If you are participating in-person, check in with your Team Lead upon arrival at the EOC. Set up your work area and review your position responsibilities. Review your functional checklist. Assess staffing levels for your assigned tasks and communicate any needs to your Team Lead. Establish and maintain an activity log that chronologically describes your actions taken during your shift. Operational Phase Actions: Brief anyone who is relieving you; ensure that they are thoroughly briefed before you leave your work area. This includes any pending action items, your activity log, and key event information. Complete all required forms, reports, and other documentation. All forms should be submitted to your Team Lead prior to your departure. Clean up your work area before you leave. Leave a forwarding telephone number(s) where you can be reached. Deactivate your assigned position and close your activity logs when authorized by your Team Lead. Deactivation Phase Actions Closing the EOC: Deactivate your assigned position and close your activity logs when authorized by your Team Lead. Turn in your activity log to your Team Lead. Provide all forms, reports, notes, or other documentation to your Team Lead. Attend EOC debriefing; be prepared to give feedback (held after EOC closed). Attend critical emergency stress debriefing EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 25 of 119

26 Ten Questions to Guide IMT Decisions and Actions The following ten questions may be useful to the IMT in gauging the appropriateness of its decisions and actions. 1. Does the action taken protect: a. The well-being of those affected? b. College assets? c. College reputation? 2. Does the action taken consider the broad, long-term implications? 3. Will the action taken accelerate the recovery process? 4. Have contingencies been carefully appraised? 5. Have alternate courses of action been considered? 6. Are legal/compliance concerns adequately covered? 7. Is the action taken based on substantiated facts? 8. Is the action taken based upon sound business practices? 9. Are adequate monitoring and quality assurance measures in place to assure the action taken is working as intended? 10. If this decision or action ended up on television or on the front page of the newspaper, would it promote: trust in and respect for the institution and its leadership loyalty of faculty, staff, students, and alumni the reputation Saint Mary s wishes to maintain as a community dedicated to personal, professional and spiritual growth. positive consideration from those who have, or may seek, it as a place of work, and confidence among those who contribute financially to ensure its future EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 26 of 119

27 Before You Go A Personal Checklist This list contains resources you may need to consider taking with you to the Emergency Operations Center when notified of an event. Collect these items before leaving home or your office. Consider the following factors: The time of day. Weather conditions. How long you are likely to be at the EOC. Delays in traveling to the EOC. What do you need? Documentation: Emergency Management Plan (this document) Where is it kept? Laptop computer Cellular telephone, batteries, & charger (include back-up batteries or devices) Keys home, car & office ID card Cash and credit cards Protective clothing, umbrella Change of clothing and toiletries (for long stay) Flashlight & batteries Medication 2009 EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 27 of 119

28 Command Responsibilities Incident Commander (IC) Read this entire responsibility document before taking action Responsibilities Provide leadership to the IMT and oversee all recovery tasks: Assume responsibility for restoration of business activity (at primary or alternate location. Provide support and resources to affected departments, line organizations and facility. Communication: Update communication scripts and seek approval as necessary from College Communications and Legal. Ensure that all EOC and IMT members are kept informed using the Action Planning process. Provide status to Executive Policy Group - communicate with the EPG to provide information and gain assistance in establishing response direction. If emergency warrants, ensure that appropriate entities are notified including relevant regulatory and educational agencies. Activation Phase Actions Follow generic activation phase checklist. With the IAT, assess the emergency determining whether or not it warrants activation of the IMT and EOC. Respond immediately to the EOC and review operational status. If unable to physically be present, institute the telephone bridge and Connect-Ed notifications. Review the appropriate level of activation based on the situation as known. Obtain most current briefing from whatever sources are available. If the emergency warrants and in order to stabilize the situation, ensure that appropriate emergency first responders (e.g., police, fire departments) have been notified. Ensure the health and safety of faculty, staff, students, visitors, and the public. Think how this situation could get worse. What can be done to prevent this escalation? Mobilize appropriate personnel for the initial activation. Have all Team Leaders reported? If not assign alternates EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 28 of 119

29 Activation Phase Actions (cont d) Within the first hour of activating, hold first Action Planning meeting: Determine the initial objectives (to focus the EOC). Define the operational period (how long until the next briefing and review). Review staff levels to resolve any major shortfalls. Establish strategic objectives for the Operational Period. Estimate emergency duration (for planning purposes). Develop initial Action Plan: Strategic Objectives Resource Allocation Team Assignments Next operational period. Review the potential of this event to become a sustained operation (extending over 24+ hours). If possible, ramp up logistical support immediately; ensure sufficient staffing for the next 36+ hours (spread staff out). Ensure that all Team Leaders have completed and posted their staffing charts (if in a potential 24+ hour situation, be sure they have sent alternates home so they can staff next shift). Monitor stress levels in the EOC. Pace yourself and other team members. Communicate: Initiate Connect-Ed notifications, as necessary. Brief Executive Policy Group immediately at time of activation and after the first Action Planning meeting. Then, establish an initial briefing schedule every 2 to 4 hours as necessary. Direct P&I to instruct affected DOT/departmental teams to activate their Business Continuity Plans. As necessary, activate Disaster Recovery Plans. If the emergency warrants, include all necessary formal disaster declaration activities. Operational Phase Actions Work with Planning & Logistics Team to develop briefing schedules. General staff (IMT). All Team Leaders. Executive Policy Group briefings EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 29 of 119

30 Operational Phase Actions (cont d) Oversee preparation of the Action Plan Schedule and conduct Action Planning sessions. Prepare EOC Action Plan. Establish strategic objectives based on current status reports. Review, approve and authorize Action Plan once it has been prepared. Review all external communications for accuracy. Monitor general staff activities for appropriate actions. Brief Executive Policy Group on status of event. Brief your relief at shift change. Deactivation Phase Actions Authorize termination of disaster declaration and deactivation of Teams when they are no longer required. Develop and publish final communications on the emergency to all identified stakeholders. Conduct an EOC post-mortem debriefing meeting that reviews the emergency and discusses recommendations for changes in policies, procedures, equipment, etc. Prepare the after-action debriefing report for the EOC. Ensure that EOC staff goes to critical stress debriefings, as needed. Sustained Operations A regional event with impact to facilities and people (such as an earthquake) will likely create a sustained event. In this type of event, assistance is likely to be more difficult to obtain both from vendors, public responders, and faculty/staff. The health and well-being of the people needs to be a number one priority. Determine who will manage logistical issues for sustained activation of critical staff. This may include: Lodging Transportation Meals and catering for work teams Medical support of staff (physical and mental) Family support for those affected staff For faculty/staff who have lost homes or have other serious family issues, determine what can be done to assist them. Grants, short-term loans, assistance with agencies such as FEMA might make the difference in the ability for someone to come to work to support the recovery effort EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 30 of 119

31 Command Responsibilities Command Administrative Assistant Read this entire responsibility document before taking action Individuals in this position: Provide administrative assistance to the IC and act as the primary recorder for the IC. Provide essential support for the IC, a critical role for the smooth functioning of the EOC. Responsibilities Record information as requested by IC. Provide administrative support to IC. Document briefings and other meetings as appropriate. Actions for entire period EOC is operational Follow generic activation phase checklist. Provide administrative assistance to IC as necessary. Stay at command table as much as possible to track information and provide support. Attend all briefings as appropriate. This may include strategy sessions, briefings, Action Plan meetings, report preparation, etc. Assist IC and other team leaders as assigned. Identify alternates as appropriate (important for any sustained operation) EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 31 of 119

32 Operations Responsibilities Operations Team Leader Read this entire responsibility document before taking action Responsibilities Ensure that the Operations function is being fulfilled, including the coordination of response for all operational functions. Ensure that the Operations objectives and assignments for a stated operational period (as noted in the EOC Action Plan) are carried out effectively. Provide overall supervision of the Operations function. Provide oversight and monitoring of response and operation activities. Provide periodic status reports and action steps on the Operations function to the IC during Action Planning meetings and as necessary during the emergency. Activation Phase Actions Follow generic activation phase checklist. Assist in the development of initial operational period objectives. Develop staffing chart. Rotate staff as necessary to have sufficient staff for other shifts if the event evolves into a sustained operation. Identify key issues affecting Operations, meet with Ops staff, and review Operational Period objectives. Analyze the situation and anticipate potential needs or issues that may arise; place recovery/restoration vendors on notice. Adopt a proactive attitude. Think ahead and anticipate situations and problems before they occur. Operational Phase Actions Provide oversight and monitoring of response and operation activities. Assess the damaged area and provide information to the IMT on the extent of the damage and estimated time the facility will be unavailable. Determine (with full Operations team) hardware and software resources needed for recovery. Locate facilities for alternate location(s) for staff not previously assigned work areas within the essential functions (done by Facilities) EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 32 of 119

33 Operational Phase Actions (cont d) Review status throughout shift. Oversee vendors involved in response and recovery operations. Attend and participate in the Action Planning meetings. Maintain documentation of expenses and provide these to Finance. Conduct periodic team briefings. Deactivation phase actions Follow generic deactivation phase checklist. Prepare Operations After-Action Report for the IC. Conduct a post-mortem review to identify lessons learned. Attend debriefing. Ensure that EOC staff goes to critical stress debriefings, as needed EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 33 of 119

34 Operations Responsibilities Facilities Read this entire responsibility document before taking action Responsibilities Support DOT and IMT in their recovery process. Oversee the renovation, reconstruction, and/or supplying of equipment (e.g., desks, chairs, etc.) for the damaged facility or replacement facility where normal operations will eventually resume. Provide detailed damage assessment of the facility (such as structural, utilities, furnishings, equipment, etc.) Manage the restoration of the affected facility. Provide information regarding real estate options to the Team Leader to assist in determining an Action Plan. Restore facility to a business-as-usual environment. Activation Phase Actions Follow generic activation phase checklist. Assess site immediately and determine a plan of action. If safe to do so, conduct initial damage assessment. Provide initial determination of site status to Operations Team Leader. Contact vendors for assessment and initial repairs as necessary. Conduct structural testing as necessary Operational Phase Actions No Move Required Coordinate and manage restoration and salvage vendors. Conduct salvage operations. Arrange for removal of debris from damage site. Arrange cleaning of facility and office equipment. Order resources, determine the delivery date and location for deliveries. Obtain necessary approval from civil authorities. Oversee the renovation/construction work plan. Retrieve essential offsite storage records. Reestablish the records storage and retrieval process. Reestablish mail delivery process at alternate sites. Work with other Teams on alternate workspace plan. Set up work areas at alternate sites, as needed EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 34 of 119

35 Operational Phase Actions No Move Required (cont d) Keep the Team Leader informed of all significant issues. Document expenses for Finance. Document all facility loss information for insurance claim. Operational Phase Actions Move to Alternate Site Required Assist affected facility with the assessment of their building(s). This may be through site visits, contacting appropriate contractors or vendors, and determining a plan of action. Assess damage to site regarding space issues immediately. In an event where many properties are damaged, alternate space will be a premium. If primary work space will not be habitable within an acceptable time frame, determine whether suitable location for alternate workspace exists or needs to be found. If space needs to be found, work with affected department(s) to determine space requirements and work with Operations Team to develop alternate workspace plan. Provide on-going real estate consultation to Team Leader as necessary. Deactivation Phase Actions Follow generic deactivation phase checklist EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 35 of 119

36 Operations Responsibilities EHS Life Safety Read this entire responsibility document before taking action Responsibilities Assist the affected site with life safety and health concerns. Act as the EOC safety officer. Activation Phase Actions Follow generic activation phase checklist. Assess life safety issues at the affected site and the EOC. Determine if there are immediate concerns. If safe to do so, develop a plan of action. Ensure that adequate life safety measures are in place. Provide initial determination of life safety status to Operations Team Leader. Liaison with emergency responders (fire and police, HazMat team, Department of Public Health, etc.) and other agencies as necessary. Tour the entire EOC and evaluate conditions. Determine if there are any safety issues. Assess the need for medically trained staff in the EOC. If needed, determine who is available. Coordinate with Life Safety Teams to ensure the complete and safe evacuation of faculty/staff/students and visitors from the affected location(s). Coordinate an accurate accounting of faculty/staff/students. Operational Phase Actions Conduct periodic inspections of the EOC to assess safety and health threats trip hazards, blocked exits, overcrowding, air quality, water potability, food safety, sanitation issues, noise levels, ergonomic concerns, etc. Inventory first aid supplies periodically and order additional as needed. Provide an on-going safe, clean, and comfortable environment for the EOC. Coordinate housekeeping services and any other facilities needs as necessary. Prevent exposure to known health and safety hazards. Coordinate testing for hazardous materials, as applicable EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 36 of 119

37 Operational Phase Actions (cont d) Safeguard personnel including staff, contractors, and visitors. Keep the Team Leader advised of safety conditions. Deactivation Phase Actions Follow generic deactivation phase checklist. Conduct a post-mortem review to identify lessons learned EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 37 of 119

38 Operations Responsibilities Public Safety Read this entire responsibility document before taking action Responsibilities Provides police services for the campus and the EOC. Advise the EOC on issues and concerns regarding the event. Analyze event and determine if there are potential security concerns. Develop proactive security strategies. Liaison with law enforcement officials. Provide executive protection as necessary. Activation Phase Actions Follow generic deactivation phase checklist. Establish contact with local officials as appropriate. Assess immediate security issues for the entire campus, affected buildings, EOC and employees. Arrange for additional security as necessary. Develop the EOC access list (people who may be needed during the incident who will require access to the EOC). Assess the need for evacuations (buildings, sectors of the campus, or entire campus). Determine if there are immediate executive security issues. Determine the immediate security issues for the entire campus, affected buildings, and employees. Arrange for additional security as necessary. Establish liaison with local law enforcement as necessary. Operational Phase Actions Maintain on-going security as necessary for the buildings and the EOC. Determine the priority of ongoing public safety issues on campus. Provide police services for the campus and the EOC. Establish Field Command Posts as necessary. Provide appropriate security at critical sites: Post signage and/or barricades where necessary EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 38 of 119

39 Operational Phase Actions (cont d) Activate and coordinate volunteer security teams. Advise the EOC on issues and concerns regarding the event. Analyze event and determine if there are potential security concerns. Develop proactive security strategies. Provide executive protection as needed; determine on-going or new concerns. Maintain on-going security as necessary for the buildings and the EOC. Attend briefings and review materials. Advise the EOC on new security concerns on campus. Be available as necessary to assist the IC on security matters. Work with local, state or federal authorities as necessary. Deactivation Phase Actions Follow generic deactivation phase checklist. Conduct a post-mortem review to identify lessons learned EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 39 of 119

40 Operations Responsibilities Health and Wellness Services Read this entire position checklist before taking action The Health and Wellness Service coordinates disaster medical operations on the Saint Mary s campus. The Director of the Health and Wellness Service is the campus Medical Incident Coordinator (MIC) and is a member of Operations & Planning. During a disaster, Health and Wellness Services expands its regular mission within Student Affairs to include these responsibilities: Responsibilities Provide medical service to both students and employees on the main campus. Coordinate with Counseling Services. Coordinate with trained volunteers who may provide limited first aid care. Interface with the College Emergency Operations Center (EOC), and community medical service providers, as necessary. Advise the EOC on issues and concerns regarding the event. Analyze event and determine if there are potential health concerns. Develop proactive health strategies. Liaison with local health officials. Activation Phase Actions Follow generic activation phase checklist. Establish contact with local health officials as appropriate. Assess immediate health issues for the entire campus, affected buildings, EOC, students and employees. Establish first aid supplies & trained staff in EOC if necessary. If necessary establish a Treatment Center, which brings health care professionals, support staff, and volunteers together to: Collect, triage, and treat injured students and employees. Communicate casualty information to the EOC and to appropriate emergency medical agencies. Arrange transport for patients whose injuries require specialized treatment or hospitalization. Provide human services, as a coordinated effort with the Student Affairs EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 40 of 119

41 Operational Phase Actions Dispatch Medical assistance coordinators/first Aid as requested by EOC. Set up Field First Aid Stations if indicated. Potential Field First Aid Station sites: List locations here Advise the EOC on health issues and concerns regarding the event. Develop proactive health strategies. Attend briefings and review materials. Advise the IMT on new health concerns on campus. Work with local health authorities as necessary. Deactivation Phase Actions Provide posttraumatic stress debriefing for the IMT staff as necessary. Follow generic deactivation phase checklist EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 41 of 119

42 Operations Responsibilities Residence Life Read this entire position checklist before taking action Responsibilities Provides housing for the dependent student population. Advise the EOC on housing issues and concerns. Analyze event and determine if there are potential impacts to housing and/or meals for the dependent populations. Develop proactive housing strategies. Activation Phase Actions Follow generic activation phase checklist. Assess immediate living issues for the entire campus, affected buildings, EOC, students and employees. Assess immediate living issues for the entire campus, affected buildings, IMT, students and employees. Arrange for sleeping accommodations for the IMT as necessary. Operational Phase Actions Facilitate a head count of those in the residential halls. Provide a safe living environment for those in the residential halls. Develop proactive strategies for managing dependent populations. Attend briefings and review materials. Advise the IMT on new concerns regarding dependent populations on campus. Be available as necessary to assist the Incident Commander on matters (housing, dining) related to the dependent populations. Work with local, state or federal authorities as necessary. Deactivation Phase Actions Follow generic deactivation phase checklist EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 42 of 119

43 Operations Responsibilities CaTS Read this entire responsibility document before taking action Responsibilities Advise the IMT on issues and concerns regarding technology, including systems, voice, data and data communication systems, and applications. Assess damage to systems and voice and data networks. Take action to minimize further damage to systems. Coordinate the repair and restoration of systems as appropriate. Activation Phase Actions Follow generic activation phase checklist. Assess and report to the IMT damage to appropriate network, systems, applications and telecommunications team(s). Interface with the College s CaTS team. Provide initial determination of IT status to Operations Team Leader. Operational Phase Actions Conduct IT and telecommunications damage assessment. Assess the damage to the network, servers, and work areas. Complete an inventory of the damaged resources, including affected applications. Determine the condition of the network components, data lines, connectivity, hardware, and software inventories. Salvage any equipment that was not damaged or can be repaired. Work with the vendor representatives on reviewing the damaged equipment and the insurance appraisers. Compile IT loss information for insurance claims. Initiate any documented recovery plans as necessary for infrastructure, platforms, and applications. If an alternate office site is being planned for longer-term recovery: Provide technical expertise as necessary to assist the team. Provide resources to establish functionality of an alternate site as necessary. Initiate plans to rollover main phone line and all 800 numbers to alternate sites as necessary EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 43 of 119

44 Deactivation Phase Actions Follow generic deactivation phase checklist. Conduct a post-mortem review to identify lessons learned EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 44 of 119

45 Logistics / Finance Responsibilities Logistics / Finance Team Lead Read this entire responsibility document before taking action Responsibilities Ensure coordination of all logistical functions. Ensure that the Logistics objectives and assignments for a stated period (as noted in the EOC Action Plan) are carried out effectively. Provide periodic status reports and action steps on the Logistics function to the IC during Action Planning meetings and as necessary during the emergency. Provide overall supervision of the Logistics function. Ensure that cash funding for all affected essential business processes is maintained throughout the event. Maintain daily cash funding of all essential business processes. Ensure easy access to necessary capital. Receive accounting project code and ensure coordination with all IMT members for the purposes of gathering and consolidating response cost estimates and other related information. Collect and maintain documentation on all disaster information for reimbursement from private insurance carriers, FEMA, and other agencies. Coordinate all fiscal recovery with disaster assistance agencies. Prepare and maintain a cumulative cost report for the event. Provide periodic status reports and action steps on the Finance function to the IC during Action Planning meetings and as necessary during the emergency. Ensure that financial records are maintained throughout the event. Ensure that all payroll, travel, and expense claims are processed within a reasonable time, given the nature of the situation. Work with insurance coordinator and HR to process all property, casualty, and benefit claims resulting from the event in a reasonable time frame. Ensure that all recovery documentation is accurately maintained by Finance and submitted on the appropriate forms to the selected agencies and carriers. Assesses financial impact on the college EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 45 of 119

46 Activation Phase Actions Follow generic activation phase checklist. Immediately ensure EOC Message Center is established and operational. Assist in the development of initial operational period objectives. Develop staffing chart. Rotate staff as necessary to have sufficient staff for other shifts if the event evolves into a sustained operation. Coordinate with Finance Team Leader to develop financial resource plan for the emergency. Meet with other Team Leaders as necessary. Share information and determine need. Identify key issues affecting Logistics, meet with Logistics staff and review Operational Period objectives. Determine the initial EOC requirements for: Catering Lodging Transportation Identify any recovery team members that need immediate transportation to alternate recovery site(s). Adopt a proactive attitude. Think ahead and anticipate situations and problems before they occur. Operational Phase Actions Determine what ongoing requirements the EOC, departments, and others may have: Food services/catering Lodging Transportation (air, car rental, shuttles, bus, van, etc.) Ensure that cash funding to critical business operations is maintained. Provide access to funds during the event. Assure adequate funding is available. Authorize procurement of equipment and other resources. Reimburse expenses related to the event. Provide continuous oversight and monitoring of logistics activities. Ensure Logistics staff maintain individual logs. Attend and participate in Action Planning meetings. Maintain documentation expenses and provide these to Finance. Conduct a periodic review of status throughout shift. Provide oversight of vendors supplying logistical operations EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 46 of 119

47 Operational Phase Actions (cont d) Provide financial and cost analysis information to the IC during their planning sessions. Conduct periodic review of documentation and status. Ensure that information is provided to Finance on a regular basis by meeting with other Team Leaders daily. Work closely with insurance coordinator to ensure documentation meets insurance requirements and to review coverage. Work with Accounting and Insurance/Risk to track the costs for use of equipment owned and leased. Work with IMT, to track the total inventory of equipment, supplies, and other items that have been lost, impacted, or damaged. Establish and maintain all necessary documentation for recovery process. Attend and participate in the Action Planning meetings. Maintain documentation of staff hours and log. Schedule shift-change briefings to ensure all emergency-related business management issues requiring attention and follow-up are passed to the incoming shift. Provide periodic expense summaries to IC and Incident Management Team. Establish methods and controls for expenditures during recovery. Conduct periodic team briefings. Deactivation Phase Actions Follow generic deactivation phase checklist. Prepare Logistics After-Action Report for IC. Act as the liaison between the College and disaster assistance agencies to coordinate the cost-recovery process. Prepare all required documentation (for insurance carriers and government agencies) as necessary to recover all allowable disaster response and recovery costs. Organize and prepare records for future audits. Prepare Finance After-Action report; follow-up payment of claims in full until settled/closed. Prepare reports analyzing the costs incurred during the recovery. Ensure that EOC staff goes to critical stress debriefings, as needed. Conduct a post-mortem review to identify lessons learned. Attend debriefing EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 47 of 119

48 Logistics / Finance Responsibilities Human Resources Read this entire responsibility document before taking action Responsibilities Responsible for the human element being considered in all communications. Provide current roster of faculty/staff/students by location. Provide emergency contact information for notification of next-of-kin. To the extent allowed by HIPAA (Health Insurance Portability and Accountability Act of 1996), maintain a file of injuries and illnesses from the event, including results of investigations. Coordinate employee assistance program (EAP) services. Anticipate staff needs and develop programs to respond as appropriate. Oversee compliance with and provide interpretation on all internal human resources policies, procedures, and practices, as well as federal, state, local, foreign, etc., legal requirements that may be embodied in civil law, criminal statutes, or regulations. Assist departments, as necessary, in sourcing and interviewing temporary and/or permanent staff necessary to recover from the event. Activation Phase Actions Follow generic activation phase checklist. Locate all faculty/staff/students who were injured, notify IC of their condition. Provide staff information and next-of-kin information to emergency services and the EOC. Ascertain immediate and on-going plans to communicate with faculty/staff/students and their families. Determine what human issues need attention. Place employee assistance program (EAP) service vendor on alert. Coordinate critical emergency stress debriefing sessions as needed. Provide immediate assessments before staff leave the location, as needed. Offer support to staff and significant others as needed. Assess payroll-processing implications on date of emergency. Notify OSHA of any deaths or serious injuries within 24 hours of the event. Notify workers compensation of any injuries within 24 hours of the event EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 48 of 119

49 Operational Phase Actions Provide a mechanism for tracking recovery team hours. Monitor work schedules to ensure 24-hour coverage without overworking staff. Assist with the preparation and filing of any forms needed by the faculty/staff. Keep the Team Leader aware of staff-related matters on an ongoing basis. Provide emergency contact notification information to managers of affected faculty/staff. Monitor status of casualties. Visit next-of-kin and injured faculty/staff. Arrange post-traumatic counseling for all faculty/staff/students affected. Notify agencies of affected temporary help services and contractors. Recommend other activities that may be needed (memorial services, etc.) to the IC. Work with IC in crafting updates to the staff/students/parents hotline. Work with the P&I team in crafting communications. Communicate HR concerns to staff. Arrange rehabilitation of faculty/staff back into the workplace. Oversee compliance with and provide interpretation on all internal human resources policies, procedures, and practices as well as federal, state, local, foreign, etc., legal requirements that may be embodied in civil law, criminal statutes, or regulations. Seek legal review and approval of communications to staff. Assist departments, as necessary, in sourcing and interviewing temporary and/or permanent staff necessary to recover from the event. Tasks include extending job offers, negotiating salaries, and certifying that new hires provide required documentation before beginning work. Design and deliver training necessary for new staff or for staff reassigned to other departments to facilitate recovery. Deactivation Phase Actions Follow generic deactivation phase checklist EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 49 of 119

50 Human Resources Issues The following human resource concerns often appear after a major emergency. Next-of-kin notification: Provided by senior manager/staff and Human Resources representative as appropriate. Notification to be made in person whenever possible and done as soon as possible. Fatalities are to be kept confidential until next-of-kin are notified. Faculty/staff/students are to be counseled on confidentiality of fatalities. An Employee Assistance Program (EAP) professional should be made available to provide grief counseling and follow-up to families who have suffered a fatality. Employee Assistance Program (EAP) or other counseling: The EAP should provide assistance and counseling as requested. Faculty/staff pay guidelines: If faculty/staff are directed to stay away from work Regular full-time/part-time staff will be paid according to normal Human Resources procedures for office closings. Pay for contactors will be subject to evaluation by their manager. Child care/elder care/pet care: The following services should be facilitated, as necessary, for staff essential to incident management and recovery. Childcare assistance. Elder care information, resources and assistance. Pet care information and resources EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 50 of 119

51 Logistics / Finance Responsibilities Food Services (Sodexo) Responsibilities Read this entire position checklist before taking action Provides meals for the dependent student population. Advise the EOC on feeding issues and concerns. Analyze event and determine if there are potential impacts to meals for the dependent populations. Develop proactive feeding strategies. Activation Phase Actions Follow generic activation phase checklist. Assess demand and resources for those housed and working on campus. Arrange for food and beverages for the EOC as necessary. Operational Phase Actions Provide meals for dependent populations and all Saint Mary s responders. Attend briefings and review materials. Advise the EOC on new concerns regarding dependent populations on campus. Be available as necessary to assist the IC on matters (dining) related to the dependent populations. Work with local, state or federal authorities as necessary. Deactivation Phase Actions Follow generic deactivation phase checklist EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 51 of 119

52 Logistics / Finance Responsibilities Administrative Services Read this entire responsibility document before taking action Responsibilities In order for the EOC to operate efficiently, administrative staffs from other departments may be required to provide administrative support. These staff will need a brief orientation to the EOC. Determine administrative staffing required depending upon the magnitude and duration of the emergency. Establish and maintain an administrative staffing for the EOC. Activation Phase Actions Follow generic activation phase checklist. Establish Message Center function for the EOC. Operational Phase Actions Coordinate with the IC and Team Leaders to determine administrative staffing requirements. Solicit and assign staff/administrative persons for the various EOC functions. Orient staff to EOC assignments. Set up an administrative table to manage staff. Assess administrative staff requirements 12 hours in advance. If a sustained operations, develop 48-hour staff schedules. Deactivation Phase Actions Follow generic deactivation phase checklist EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 52 of 119

53 Logistics / Finance Responsibilities Message Center (MC) Coordinator NOTE: This is a new concept for SMC s EPG and IMT. Read this entire responsibility document before taking action Responsibilities Oversee the Message Center. Review all messages and distribute to the appropriate function. Review outstanding messages to determine status. Keep Logistics team lead appraised of message status. Track location of EOC members. Activation Phase Actions Follow generic activation phase checklist. Source Message Center staff. (Primary source is usually those in a reception function.) Provide an orientation to anyone answering telephones unfamiliar with telephone system, paperwork, flow of information, and process. Assess availability of Message Center personnel to ensure all positions are filled on each shift without overworking them. Inventory equipment and supplies on hand and provide Logistics Team Leader with a list of requirements. Ensure that a sufficient amount of pre-numbered Message Center forms are at each telephone. Check each function to make sure they have a small number of Message Center forms. Once telephones are set up, notify campus operators that EOC is operational. Operational Phase Actions Review all Message Center forms (whether taken by an MC operator or brought over from another EOC member). Determine which function should receive the message. (Original goes to the assigned function; a copy stays with the Message Center). Verify that all incoming messages are properly routed. Review all outstanding Message Center tickets every two hours. (This quality control activity is to ensure that no issue goes unanswered.) 2009 EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 53 of 119

54 Operational Phase Actions (cont d) Review all resolved forms that are returned to the Message Center. Staple them with the MC copy and file. Ensure that the next shift is scheduled and staffed. Deactivation Phase Actions Follow generic deactivation phase checklist. Ensure that all outstanding issues have been resolved or are assigned. Advise Incident Commander of outstanding issues, make copies of all outstanding forms and give to IC. Review filed forms, place in order. Collect all logs, reports, message forms, and other significant documentation of the disaster. Place in a file box, or folder with a flap, for secure storage. Mark the outside with the date and any identifying information associated with the response. (This task is noted in the EOC stand-down checklist and assigned to the Message Center) EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 54 of 119

55 Logistics / Finance Responsibilities Message Center (MC) Operators/Runners Read this entire responsibility document before taking action Responsibilities This position has two primary roles. There are not to be done at the same time, as the MC telephones should never be left unattended. Answer MC telephones and act as a runner to route forms. Assist MC coordinator with tracking EOC members. Activation Phase Actions Follow generic activation phase checklist. Check in with MC Coordinator. Receive an orientation if unfamiliar with telephones or forms. Operational Phase Actions Complete multi-sheet message form for all messages received. Write legibly and press hard enough to make two legible copies. Answer MC telephones. Act as a runner to route forms. Make copies as necessary. File completed forms as instructed by the MC Coordinator. Deactivation Phase Actions Follow generic deactivation phase checklist EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 55 of 119

56 Logistics / Finance Responsibilities Business Office (Accounting) Read this entire responsibility document before taking action Responsibilities Maintain daily cash funding of all essential business processes. Prepare and maintain a cumulative cost report for the event. Ensure easy access to necessary capital. Establish disaster account. Activation Phase Actions Follow generic activation phase checklist. Operational Phase Actions Establish and maintain all necessary documentation for recovery process. Track costs for use of equipment owned and leased. Work with Operations and Logistics teams to track the total inventory of equipment, supplies, and other items that have been lost, impacted, or damaged. Ensure that each EOC function is documenting cost recovery information from the onset of the event. Collect required costrecovery documentation daily at the end of each shift. Meet with Team Leaders to determine additional recovery items that might have been overlooked. Act as the liaison between the College and disaster assistance agencies to coordinate the cost-recovery process. Prepare and maintain a cost report for the IC. Report should include cumulative analyses and total expenditures for the event. Organize and prepare records for future audits. Deactivation Phase Actions Follow generic deactivation phase checklist EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 56 of 119

57 Logistics / Finance Responsibilities Administration Services (Insurance) Read this entire responsibility document before taking action Responsibilities Notify insurers and third party administrators as needed. Coordinate paperwork required by insurers to initiate claims process. Maintain a file of injuries and illnesses from the event that includes results of investigations (coordinate with HR). Activation Phase Actions Follow generic activation phase checklist. Operational Phase Actions Notifiy insurance company contacts Educate faculty/staff to insurance protocol in order to maximize insurance recovery. Assist insurance adjusters and coordinate with appropriate factulty/staff to complete proof-of-loss documentation, control filing, and claim collection. Work with recovery teams to track expenses incurred during the recovery operation for business interruption insurance purposes. Maintain a chronological log of injuries, illnesses, and property damage reported during the event. Coordinate the preparation of appropriate forms for all verifiable injury and damage claims and forward them to the insurers within the required time frame. Coordinate with affected site regarding the mitigation of current safety hazards. Forward all equipment and property damage claims to Finance. Provide information regarding coverage as necessary. Deactivation Phase Actions Follow generic deactivation phase checklist EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 57 of 119

58 Logistics / Finance Responsibilities Administrative Services (Payroll) Read this entire responsibility document before taking action Responsibilities Ensure that the payroll is processed in a timely manner for all faculty/staff. Track, record, and report all on-duty time for personnel working during the event. Ensure that personnel time records, travel expense claims, and other related information is prepared and submitted. Track payroll costs at the other affected locations. Activation Phase Actions Follow generic activation phase checklist. Operational Phase Actions Assess impact to continued payroll processing as of date of emergency. Distribute time sheets to all functions. Establish and maintain documentation of all payroll activities. Initiate, gather or update all time reports, including those for all administrative staff. Ensure that payroll and HR-related records are kept accurate and complete. All IMT/EOC staff and teams must be keeping time sheets (exempt or not), as their time may be reimbursable. Provide instructions to all departments to ensure time sheets and travel expense claims are completed properly for any nontraditional events (e.g., travel related to the disaster at hand). Keeps the Logistics Team Leader informed of significant issues affecting the payroll activity. Deactivation Phase Actions Follow generic deactivation phase checklist EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 58 of 119

59 Logistics / Finance Responsibilities Purchasing & Warehouse Read this entire responsibility document before taking action Responsibilities Coordinate vendor contracts not previously addressed by current approved vendor lists. Coordinate with Team Leader(s) on all matters involving the need to exceed established order limits, if applicable. Manage disaster accounts. Activation Phase Actions Follow generic activation phase checklist. Operational Phase Actions Establish and maintain documentation of all purchasing activities. Prepare and sign contracts as needed. Obtain concurrence from Team Leader(s) as necessary. Ensure that all contracts identify the scope of work and specific site locations. Negotiate rental rates not already established with vendors. Finalize all agreements and contracts as required. Complete final processing and send documents to Accounting for payment. Verify cost data in the pre-established vendor contracts and/or agreements. Ensure that Purchasing processes orders and develops contracts in a timely manner. Keep the Team Leader informed of all significant issues involving purchasing. Deactivation Phase Actions Follow generic deactivation phase checklist EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 59 of 119

60 Logistics / Finance Responsibilities Housing & Conference Services NOTE: This is a generic list. It needs to be vetted w/ the Department. Read this entire responsibility document before taking action Responsibilities Develop strategic and tactical solutions for affected mission-critical departments. Advise the P & I Team Leader on issues and concerns regarding the event. Activation Phase Actions Follow generic activation phase checklist. Operational Phase Actions Assess affected departments to determine impact of emergency. Develop strategic and tactical solutions for affected missioncritical functions. Consider possible work-arounds or interim solutions to loss of workspace. Work with Operations Team on alternate workspace plan. Work with other locations to shift work as possible. Be available as necessary to assist the IC. This may include attending strategy sessions, briefings, Action Plan meetings, etc. Deactivation Phase Actions Follow generic deactivation phase checklist. Conduct a post-mortem review to identify lessons learned EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 60 of 119

61 P & I Responsibilities Planning & Intelligence (P&I) Team Leader Read this entire responsibility document before taking action Responsibilities Ensure that the responsibilities of the P&I function are being carried out including: Collecting, analyzing, and displaying critical business information. Actively engaging in the game of what-if during the entire activation. Providing Business Continuity Plan and other critical business information to the Emergency Operations Center (EOC). Ensure that the P&I objectives and assignments for a stated Operational Period (as noted in the EOC Action Plan) are carried out effectively. Ensure that P&I team members are provided with current and appropriate information. Provide periodic status reports and action steps on the P&I function to the IC during Action Planning meetings and as necessary during the emergency. Overall supervision of the P&I function. Activation Phase Actions Follow generic activation phase checklist. Analyze the situation and anticipate potential needs or issues that may arise. Assist in the development of initial Operational Period objectives. Bring together business leaders from mission-critical departments and review recovery time objectives, special concerns and time issues, and determine a course of action. Develop staffing chart. Rotate staff as necessary to have sufficient staff for other shifts if the event evolves into a sustained operation. Identify key issues affecting P&I, meet with P&I team and review Operational Period objectives. Ensure that P&I team members are not only focused on the current situation but what may occur over the next days and weeks. This essential what-if game is a critical activity of this team EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 61 of 119

62 Operational Phase Actions Assemble alternative courses of action and recovery strategies for the Incident Commander. Identify requirements for specialized resources. Provide appropriate guidance to each department. Participate in EOC briefings and planning sessions. Keep the IC informed of significant business events. Conduct periodic team briefings. Deactivation Phase Actions Follow generic deactivation phase checklist. At the event conclusion: Prepare P&I After-Action Report. Attend debriefing. Ensure EOC staff goes to critical stress debriefings, as needed. Conduct a post-mortem review to identify lessons learned EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 62 of 119

63 P & I Responsibilities Legal Read this entire responsibility document before taking action Responsibilities Review event and plan proactive response as appropriate. Focus and direct the College's legal assets, including management, resolution of claims, and assessment of liability against the school. Serve as principal legal counsel to the IMT. Recommend legal strategies and develops tactics. Assist in emergency investigations and assesses Saint Mary s liability and regulatory violations. Manage criminal aspects of emergency with Campus Police and local authorities. Ensure ongoing compliance with federal, state, local, foreign, etc., legal requirements that may be embodied in civil law, criminal statutes, or regulations. Review event and plan proactive response as appropriate. Measure, monitor, and manage existing or new risks arising out of the event. Activation Phase Actions Follow generic activation phase checklist. Determine what immediate legal issues need to be addressed. Determine what immediate regulatory compliance issues need to be addressed. Operational Phase Actions Assess the event. Determine if other outside counsel is needed. If so, contact them immediately. Be available as necessary to assist the IC, Team Leaders, and other team members. This may include attending strategy sessions, briefings, Action Plan meetings, etc. Work with Commuications to develop any media announcements or communications. Provide legal advice to Human Resources as required. Provide legal consultation to management and support teams. Review new contracts resulting from the recovery process (i.e., facility space, equipment, etc.). Handle any litigation (threatened or filed) as a result of the disaster EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 63 of 119

64 Operational Phase Actions (cont d) Oversee compliance as it relates to federal, state, local, foreign, etc., legal requirements which may be embodied in civil law, criminal statutes, or regulations. Notify regulatory agencies of the emergency situations and provide updates as needed. Deactivation Phase Actions Follow generic deactivation phase checklist EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 64 of 119

65 P & I Responsibilities Admissions & Registrar NOTE: This is a generic list. It needs to be vetted w/ the Department(s). Read this entire responsibility document before taking action Responsibilities Develop strategic and tactical solutions for affected mission-critical departments. Advise the P & I Team Leader on issues and concerns regarding the event. Activation Phase Actions Follow generic activation phase checklist. Operational Phase Actions Assess affected departments to determine impact of emergency. Develop strategic and tactical solutions for affected missioncritical functions. Consider possible work-arounds or interim solutions to loss of workspace. Work with Operations Team on alternate workspace plan. Work with other locations to shift work as possible. Be available as necessary to assist the IC. This may include attending strategy sessions, briefings, Action Plan meetings, etc. Deactivation Phase Actions Follow generic deactivation phase checklist. Conduct a post-mortem review to identify lessons learned EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 65 of 119

66 P & I Responsibilities Athletics NOTE: This is a generic list. It needs to be vetted w/ the Department(s). Read this entire responsibility document before taking action Responsibilities Develop strategic and tactical solutions for affected mission-critical departments. Advise the P & I Team Leader on issues and concerns regarding the event. Activation Phase Actions Follow generic activation phase checklist. Operational Phase Actions Assess affected departments to determine impact of emergency. Develop strategic and tactical solutions for affected missioncritical functions. Consider possible work-arounds or interim solutions to loss of workspace. Work with Operations Team on alternate workspace plan. Work with other locations to shift work as possible. Be available as necessary to assist the IC. This may include attending strategy sessions, briefings, Action Plan meetings, etc. Deactivation Phase Actions Follow generic deactivation phase checklist. Conduct a post-mortem review to identify lessons learned EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 66 of 119

67 P & I Responsibilities Library NOTE: This is a generic list. It needs to be vetted w/ the Department(s). Read this entire responsibility document before taking action Responsibilities Develop strategic and tactical solutions for affected mission-critical departments. Advise the P & I Team Leader on issues and concerns regarding the event. Activation Phase Actions Follow generic activation phase checklist. Operational Phase Actions Assess affected departments to determine impact of emergency. Develop strategic and tactical solutions for affected missioncritical functions. Consider possible work-arounds or interim solutions to loss of workspace. Work with Operations Team on alternate workspace plan. Work with other locations to shift work as possible. Be available as necessary to assist the IC. This may include attending strategy sessions, briefings, Action Plan meetings, etc. Deactivation Phase Actions Follow generic deactivation phase checklist. Conduct a post-mortem review to identify lessons learned EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 67 of 119

68 P & I Responsibilities School of Economics & Business Admin NOTE: This is a generic list. It needs to be vetted w/ the Department(s). Read this entire responsibility document before taking action Responsibilities Develop strategic and tactical solutions for affected mission-critical departments. Advise the P & I Team Leader on issues and concerns regarding the event. Activation Phase Actions Follow generic activation phase checklist. Operational Phase Actions Assess affected departments to determine impact of emergency. Develop strategic and tactical solutions for affected missioncritical functions. Consider possible work-arounds or interim solutions to loss of workspace. Work with Operations Team on alternate workspace plan. Work with other locations to shift work as possible. Be available as necessary to assist the IC. This may include attending strategy sessions, briefings, Action Plan meetings, etc. Deactivation Phase Actions Follow generic deactivation phase checklist. Conduct a post-mortem review to identify lessons learned EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 68 of 119

69 P & I Responsibilities School of Education NOTE: This is a generic list. It needs to be vetted w/ the Department(s). Read this entire responsibility document before taking action Responsibilities Develop strategic and tactical solutions for affected mission-critical departments. Advise the P & I Team Leader on issues and concerns regarding the event. Activation Phase Actions Follow generic activation phase checklist. Operational Phase Actions Assess affected departments to determine impact of emergency. Develop strategic and tactical solutions for affected missioncritical functions. Consider possible work-arounds or interim solutions to loss of workspace. Work with Operations Team on alternate workspace plan. Work with other locations to shift work as possible. Be available as necessary to assist the IC. This may include attending strategy sessions, briefings, Action Plan meetings, etc. Deactivation Phase Actions Follow generic deactivation phase checklist. Conduct a post-mortem review to identify lessons learned EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 69 of 119

70 P & I Responsibilities School of Liberal Arts NOTE: This is a generic list. It needs to be vetted w/ the Department(s). Read this entire responsibility document before taking action Responsibilities Develop strategic and tactical solutions for affected mission-critical departments. Advise the P & I Team Leader on issues and concerns regarding the event. Activation Phase Actions Follow generic activation phase checklist. Operational Phase Actions Assess affected departments to determine impact of emergency. Develop strategic and tactical solutions for affected missioncritical functions. Consider possible work-arounds or interim solutions to loss of workspace. Work with Operations Team on alternate workspace plan. Work with other locations to shift work as possible. Be available as necessary to assist the IC. This may include attending strategy sessions, briefings, Action Plan meetings, etc. Deactivation Phase Actions Follow generic deactivation phase checklist. Conduct a post-mortem review to identify lessons learned EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 70 of 119

71 P & I Responsibilities School of Science NOTE: This is a generic list. It needs to be vetted w/ the Department(s). Read this entire responsibility document before taking action Responsibilities Develop strategic and tactical solutions for affected mission-critical departments. Advise the P & I Team Leader on issues and concerns regarding the event. Activation Phase Actions Follow generic activation phase checklist. Operational Phase Actions Assess affected departments to determine impact of emergency. Develop strategic and tactical solutions for affected missioncritical functions. Consider possible work-arounds or interim solutions to loss of workspace. Work with Operations Team on alternate workspace plan. Work with other locations to shift work as possible. Be available as necessary to assist the IC. This may include attending strategy sessions, briefings, Action Plan meetings, etc. Deactivation Phase Actions Follow generic deactivation phase checklist. Conduct a post-mortem review to identify lessons learned EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 71 of 119

72 Communications Responsibilities Communications Team Read this entire responsibility document before taking action Responsibilities Coordinate the Communications team responsible for developing the messages to faculty/staff/students, parents, and other stakeholders regarding the event. Serve as the College s spokesperson. Develop core statements, press releases, interviews, and media briefing materials. Develop tactics for communication to internal and external constituencies. Set communications policy, approve strategies, and manage communication. Serve as principal communications consultant to the EOC / IMT. Serve as principal communications liaison with EOC / IMT. Provide a communications perspective to the EOC / IMT. Serve as principal counsel to the IMT for matters relating to the College s image and reputation. Provide direction and guidance to the IMT and to senior management to ensure the continued strong reputation, trust, and confidence in the College. Direct communications staff (e.g., Human Resources, Legal, etc.) to manage the emergency and its effects. Analyze news coverage and adjust communication strategies as appropriate in a real-time environment. Activation Phase Actions Follow generic activation phase checklist. Notify telephone operators where media calls should be directed for response (e.g., key spokespeople). Operational Phase Actions Work with the Communications team to develop the messages to faculty/staff/students, parents, and other stakeholders regarding the event. Respond to media/public calls. Mobilize web, graphic, writing teams as necessary. Arrange media briefings/press conferences on a regular or "as needed" basis EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 72 of 119

73 Operational Phase Actions (cont d) Record telephone messages for media and public hot lines; update as the situation changes. Dispatch on-scene public information team, if appropriate, to the site. Create/Open media center if a number of reporters arrive in person. Maintain Media Center status boards and maps. Post hard copy of news releases. Produce news releases as required. Assign a team member to monitor major media for news of the emergency. Keep Team Leads apprised of all communications decisions. Deactivation Phase Actions Follow generic deactivation phase checklist. At the conclusion of the emergency: Gather all records kept during all phases of the emergency and prepare a chronological summary of all events, actions taken, inquiries and responses given. Collect newspaper clippings and TV videotapes, if available. Conduct a post-mortem review to identify lessons learned. Institutionalize any new procedures identified EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 73 of 119

74 Appendix B: Emergency Operations Center (EOC) Basics EOC Telephone Numbers, Fax Machines, Printers, PCs Team Command Team Operations Team Logistics/Finance Team Planning & Intelligence Team Message Center Inbound fax number Outbound fax number EOC printer address Telephone Number EOC Set-Up Checklist Upon instruction from the Command Team, Facilities will set up the EOC. Get EOC supplies from storage cabinets <<note here where supplies are kept>>. Distribute applicable box of supplies at each table. (Boxes should be labeled by function.) If necessary, connect telephones (diagram should note extensions at tables). Test all telephones. Place a set of white-board friendly markers at each white board. Update two or three clocks on the wall, depending on time zone at emergency site: Set first clock to local time. Set second clock to show elapsed time since the start of the emergency. Set third (optional) clock to time at the emergency site (if different). Display map of emergency area and blueprints of emergency site (if available). Arrange for and install photocopier. Have a LCD projector available for briefings as necessary. Have extra surge protectors and tape to secure cords in the room. Document time and number of persons involved in set-up. Break room or rest area Organize the EOC break and rest area. Set up EOC catering area. Place sign above table reminding staff No eating in the EOC. Place at least one large trashcan by catering tables. Cases of bottled water should be available 24-hours a day EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 74 of 119

75 EOC Diagram <<Insert EOC diagram here showing set-up of room>> 2009 EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 75 of 119

76 EOC Shut-Down Checklist Once the EOC has been deactivated, a careful shutdown process is essential to prevent loss of valuable information or equipment. Use the following checklist during the shutdown process. Store EOC documentation as instructed by <<who?>>. Clean telephone handsets with rubbing alcohol. If necessary, unplug telephones, box them up, and place in storage area. Return photocopier. Carefully fold and re-package re-usable maps and charts. Box all directories, plans, books, forms, and other resources. Inventory supplies: Attach a list of missing EOC supplies. Attach a list of needed additional EOC supplies. Provide Logistics & Finance (Administrative Services) with list of additional and replacement EOC supplies. Make sure that the workspace is left reasonably clean and in good order. Wipe down all white boards. Develop documentation of hours worked and costs and provide to Logistics & Finance. Collect all logs, reports, message forms, and other significant documentation related to emergency. (Legal team or department will determine what and how long materials are kept.) Place documents in a file box, or folder with a flap. If movement to warehouse for long-term storage is necessary, mark the outside with the date and any other pertinent information according to current storage procedures. Break room or rest area Clean break area and have food services remove items such as coffee pots, as necessary. Arrange with Facilities to have trashcans emptied throughout the EOC. Re-supply cases of bottled water used during the EOC activation EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 76 of 119

77 EOC Supplies Item / Feature Number Location Comments Directional signs for each function In and out baskets Supply box for each table (Command, Ops, Logistics, P&I, Finance) Wall clocks set to local, affected site (optional), and elapsed time Area maps for each strategic location Floor plans of each facility impacted Telephones for each function Pads of lined paper Highlighters Post-it notes LAN printer Fax machine Copier TV with cable (able to receive CNN, MSNBC, and Weather Channel) Conference telephone for conference calls AM/FM radio Two-way radios (back-up building-wide communication) Cellular telephones, chargers, and extra batteries Departmental BCPs Incident Management Plan (this document) Telephone directories (both white and yellow pages) Two 6-foot tables for catering Large trash cans for catering table Small trash cans for each function table First-aid kit Personal Supplies Pre-made personal hygiene packages for EOC staff (shampoo, toothbrush, toothpaste, soap, feminine hygiene kits) Chlorine bleach (1 gallon) Trash bags Blankets/pillows (for rest area) Anti-bacterial hand wipes or gel Bottled water (at least one case available at all times) 2009 EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 77 of 119

78 EOC White Board Set-Up Each EOC team will be maintaining their own status board for information that is pertinent to their concerns. The IC should be able to glance up at the boards and get a complete picture of the event. The following can be used as a guide. Information should be color-coded as a further aid, for example, put action items in red, and informational items in black. General Status Board (static information) The general status board has the more static information about the event, noting things such as overall impact and local infrastructure outages. Static event data. In regional events, indicate damage to infrastructure, such as transportation lifelines (highways, bridges, freeways, airports, public transportation, etc), utilities, government response, etc. Operations Due to the nature of Operations, this group s board reflects the basic status of the event and the tactical response to it. Current status of event. Technology: o Platforms, WAN telecom, data, Operations Center. Property: o Building status, other physical property. Responders on scene (which ones and where they are). Tactical security issues, concerns regarding health & safety. Operations response to the event including what teams and others are doing to respond. Logistics The Logistics team s focus is on the general care and feeding of people, both at the affected site and the College EOC. People: o Injuries, fatalities (keep names confidential by assigning numbers to casualties). Logistics issues and requests. HR concerns. Planning & Intelligence P&I s board will reflect the status of: Impact to the College s business. Strategic business issues. Business Continuity Plan roll out(s). Legal and governmental relations issues EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 78 of 119

79 Finance The Finance team s board will reflect: Disaster account information. Insurance issues. Payroll. Procurement needs/orders. Communication The Communication team s board will reflect: College talking points FAQ All hotline messages Website postings All press releases Media: o What they are saying. o Who is providing news releases and statements? o Who is responsible for speaking to media 2009 EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 79 of 119

80 Appendix C: Communications Emergency Notification Process Emergency Notification The Office of College Communications will notify the campus community of an emergency through mass s, by telephone when possible and digital signage. In addition, an Emergency Status web page on the College website will be activated. In the event of a major emergency affecting the campus, call the main campus telephone number, (925) for information on the status of the Saint Mary's College campus such as interruption of classes, closure of buildings etc. Once an emergency has been classified, the Vice President for College Communications will issue a statement describing what has happened, actions the campus community should take to protect themselves, steps the senior staff is taking, law enforcement involvement, and when and where the community can expect further updates. Once the President or his designee approves the statement, it will be disseminated in as many of the following ways as practically possible: Posted on College home page Posted on smcgaels.com Distributed to the campus community through . Available on the main campus telephone. Posted at the entrances to campus residence halls and academic buildings. Posted at the Brousseau Hall atrium and/or courtyard. Distributed by phone or to news media. All media inquiries will be directed to the spokesperson designated by the VP for College Communications. The College's response efforts could last for hours, days or even weeks depending on the severity of the event and how long it takes to restore normal operations. When conditions have stabilized and normal College operations can resume, the Plan will be deactivated by the Incident Commander based upon advice and recommendations from members of the Team and external participants, as appropriate. An official announcement will be disseminated by the VP for College Communications. Emergencies are reported through the usual reporting structure. Events that are likely to cause an activation of the plan will be made known to members of the Incident Assessment Team who will initiate the assessment process. Public Safety is staffed 24x7. This procedure allows faculty/staff/students to have a single contact point to report a emergency. 1. In the event of a disaster, a manager from the location impacted by the 2009 EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 80 of 119

81 event must call Public Safety by using calling (925) from any campus phone or using an Emergency Blue Light Call Box. 2. The Officer-on-Duty will ask for the following information: Caller's name Contact telephone number Alternate telephone number Event date and time Event location Short description of the event How the caller became aware of the event 3. The Officer-on-Duty at the Control Center will then contact the Director of Public Safety who will notify the Incident Assessment Team (IAT) to inform them of the event 4. Depending on the circumstance, the IAT will convene the partial or full IMT at the EOC or meet on the conference bridge to provide a briefing. The Conference Bridge Numbers are: (<<Provide number, host code, and access or pass code>>) The types of crises that must be reported include any event that (1) threatens the life, health, or safety of faculty, staff, students, or visitors, (2) has the potential to disruption to normal operations, or (3) has resulted in the closure or loss of access to campus facilities. Faculty/Staff Communications Communication is critical during a disaster. Methods may include, but are not limited to: Faculty/staff telephone tree. College s internal and/or external website. o Campus / College blog Connect-Ed notification system. Faculty/staff/student/parent hotline. College s system. Other?? Faculty/Staff Telephone Tree <<Provide information here on telephone tree system>> Communications via Internal or External Website In the event of a widespread phone failure, a message box with disaster updates can be placed on the College s internal and/or external website. As with the hotline (see section below), the message should be updated a minimum of every four (4) hours during business hours, even if there is no new information to report EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 81 of 119

82 The following staff may update the websites: <<Identify those able to update internal website>> <<Identify those able to update external website>> Connect-Ed Notification System <<Provide information on how system works, set-up work that needs to be done, who can develop and authorize messages, etc.>> Faculty/Staff Hotline Details The Hotline is available to provide faculty, staff, and parents with facility status information and business continuity plans during an emergency. The Hotline number is << number? >> This is a voic -only number, located in << where is system?? >> Maximum message length is << how many? >> minutes. Message Change Authorization The IC must authorize the placement of a message on the Hotline. The following staff is authorized to change the voic message: Name Office # Cell # Home # Pager 2009 EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 82 of 119

83 How To Change the Message Before the message is changed, listen to the existing message to be sure no one else has changed it. If it needs to be changed, follow these steps: <<Provide information on how to change message>> After you record the initial message, send a broadcast to all staff reminding them to check the Hotline for future updates. Making Updates The Hotline message should be updated every four (4) hours, at a minimum, during business hours, even if there is no new information to report. This will keep information fresh, let faculty/staff know that the number is being checked frequently, and provide support and assurance to callers. Once the situation is resolved, change the recording to say it has been resolved, stating the time and date of resolution. Leave that message on for at least 24 hours. After the Emergency is Over Once the emergency is over, change the message to the non-emergency message. See following sections for sample messages. Hotline Sample Messages The Non-Emergency Sample Message You have reached the Saint Mary s College emergency information Hotline. There are no emergencies to report at this time. If there were an emergency, this Hotline would provide you with information regarding the impact and your response. After any major event, please call this number for instructions. If you are unable to reach this number, follow your department s disaster plan. Thank you for calling the College emergency information Hotline. Building Closure Sample Message You have reached the Saint Mary s College faculty/staff Hotline. Today is <<state today s day, date, and time>>. The <<named>> (office or building) is/are currently closed for inspections. We will update this announcement as new information becomes available, and at least every four hours during the business day. Please refer to your department s business continuity plan for instructions on when you may be required at work. Thank you for calling the College emergency information Hotline EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 83 of 119

84 Emergency Sample Message (such as a bomb threat) You have reached the Saint Mary s College faculty/staff Hotline. Today is <<state today s day, date, and time>>. The <<named>> (office or building) is/are closed due to a building emergency. The building is expected to reopen at <<state expected date and time to reopen>>. This announcement will be updated as new information becomes available. Thank you for calling the College emergency information Hotline. NOTE: You may or may not want to state the nature of the emergency in the message. Fire Sample Message You have reached the Saint Mary s College faculty/staff Hotline. Today is <<state today s day, date, and time>>. The <<named>> (office or building) is/are closed due to a fire. It is unknown at this time when the building(s) will reopen. If you have not yet heard from your manager, please work from home if possible. Refer to your department s business continuity plan for individual department instructions. This message will be updated as new information becomes available. Thank you for calling the College emergency information Hotline. NOTE: You may or may not want to include an appropriate statement about status of people. Callers would wonder if there were injuries. College Communications <<Provide information on Public Relations, media spokespersons, media briefing room(s), etc.>> The Media Briefing Rooms are designed to hold press briefings during a emergency. Ideally, it would be equipped with seating, a speaker's area, an area for television cameras, a preparation room for the speaker, and an adjacent area for the press to use to submit stories. Conference Call Capabilities << Provide information on how to open the conference bridge. >> 2009 EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 84 of 119

85 Analog / Emergency Phone Locations Following an emergency, analog phones may work even if the campus phone switch has failed. Note the location of analog phone sets below. Location Phone Number Main Campus Telephone Number << Provide telephone rollover information here for main number and all toll-free numbers >> Nearby Pay Telephones Pay phones are part of the emergency phone system and may still have dial tone. Note the locations and numbers of pay phones below. Location Phone Number 7-11 Store, Moraga Road (925) Safeway, Moraga Way and Moraga Road (925) EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 85 of 119

86 Appendix D: Forms The following pages contain forms that should be used during incident response and management EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 86 of 119

87 Initial Emergency Action Planning Report Date Time Operational Period to Incident Commander Brief description of the event People status (faculty, staff, students, executives, visitors) To be answered by Logistics Team Lead now or at next planning meeting: Are there any injuries or fatalities? Have next-of-kin been notified by Human Resources/managers? Is Medical assistance available? Is care/treatment being given? Has Human Resources notified? If so, who? Has the Employee Assistance Program / Counseling Center been notified? Are other types assistance needed by faculty, staff, students, residents or visitors? Notes: Information Technology status (data, networks, data center, telecomm) To be answered by Operations Team Leader now or at next planning meeting: Is the Data Center operational and functioning? If not, what are the plans to migrate to the alternate site? What is the status of mainframe, open systems, etc.? If not available, have disaster recovery plans been activated? What is the status of data network? If not available, have disaster recovery plans been activated?. What is the status of telecommunications systems? Are telephones operational, including main number? If not, has emergency phone rollover been activated? Notes: 2009 EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 87 of 119

88 Physical property status To be answered by Operations Team Lead now or at next planning meeting: Has initial damage assessment been conducted? Is the building habitable? If not, what are the plans for an alternate site? Are there security risks or exposures? If yes, what is being done to mitigate them? Notes: What mission-critical activities are at risk? To be answered by P&I Team Lead now or at next planning meeting. Current response at site (both emergency responders and the College s response) To be answered by Operations Team Lead now or at next planning meeting EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 88 of 119

89 What is the initial communication plans to stakeholders? To be primarily answered by Communications Team Lead now or at next planning meeting: Should message on the Hotline(s) be updated? Should additional Connect-Ed notification system alerts be issued? (Assigned to <<appropriate team>>) Has message/update been placed on internal web site regarding emergency/status? (Assigned to <<appropriate team>>) Has emergency communication been delivered to key stakeholders vendors, parents, executives etc.? (Assigned to <<appropriate team>>) If media is present, has the College s Communications Department been contacted? (Assigned to <<appropriate team>>) Notes: Strategic objectives, priority, and assignments Strategic objectives for next operational period (with priority) Operations: H M L H M L H M L H M L H M L H M L Planning & Intelligence: H M L H M L H M L H M L H M L H M L 2009 EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 89 of 119

90 Strategic objectives for next operational period (with priority) Logistics: Cont d H M L H M L H M L H M L H M L H M L Finance H M L H M L H M L H M L H M L H M L Communications H M L H M L H M L H M L H M L H M L Verification of level of emergency and activation level Level of emergency: Activation Level: Local Campus-wide Status Continue activation of Incident Management Team? YES / NO If NO, deactivate and turn over to with the following special instructions: The next Operational Period is: From: To: The next meeting date/time is: Date: Time: 2009 EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 90 of 119

91 Ongoing Emergency Action Planning Form Date Time Operational Period to Incident Commander Status of strategic objectives from previous Operational Period: Current status Note new and developing issues during this OP (people, facilities, business): Operations: Planning & Intelligence: Logistics/Finance: Communications 2009 EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 91 of 119

92 Other Issues Are they any new reputational, media, or public issues? If so, what are they and what is being done? (<< appropriate>> Team) 2009 EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 92 of 119

93 Strategic objectives, priority, and assignments Strategic objectives for next operational period (with priority) Operations: H M L H M L H M L H M L H M L H M L Planning & Intelligence: H M L H M L H M L H M L H M L H M L Logistics/Finance: H M L H M L H M L H M L H M L H M L Communications H M L H M L H M L H M L H M L H M L 2009 EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 93 of 119

94 Verification of level of emergency and activation level Level of emergency: Activation Level: Local Campus-wide Status Continue activation of Incident Management Team? YES / NO If NO, deactivate and turn over to with the following special instructions: The next Operational Period is: From: To: The next meeting date/time is: Date: Time: 2009 EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 94 of 119

95 Individual Team Action Planning Form Date: Time: Please circle Command Ops Logistics Finance Planning Stated objectives: Completed? (Initials) Steps to achieve objectives: Organization and resources allocated to accomplish objectives: Staff assignments: 2009 EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 95 of 119

96 Initial Emergency Documentation Form (To be used by the Public Safety or person receiving the information) Date/Time: Name of caller: Person receiving call: Caller s location: Caller s telephone numbers (provide all available): Event location (street, city, state/country): What has occurred? (Please circle) Natural hazard: Flooding. Hurricane. Severe storm Lightning, ice, snow, or hail storms Tornado. Technology hazard: Protracted power outage. Protracted telecommunications outage (voice or data). Technology failure Hacking, cyber-terrorism, massive IT failures, loss Describe the situation: of network, compromised information, virus, and loss of data. Vendor/Service provider failure. Man-made hazard: Bomb threat/ explosion(s). Civil disturbance. Critical facility/building failures. Death or sudden loss of executive, key staff, or Board member. Fire. HazMat incident. Loss of water, sewer, utilities, severe indoor air quality problem, building flooding (pipe breakage, sprinkler head break, etc.). Reputational damage. Terrorist acts, including biological, nuclear or chemical weapons. Campus violence. Other (specify). What has been done? What do you need immediately? Who has been notified? (Please indicate all those contacted.) Method of notification (please circle all methods used, note date and time next to each): Office telephone: Home telephone: Cell telephone: Pager: SMS text: EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 96 of 119

97 Initial Assessment Team Activation Criteria Checklist The Initial Assessment Team conducts an initial assessment to determine if the plan and Emergency Operations Center (EOC) should be activated. The major headings across the top of the matrix are used to assess the impact to any of the stakeholders (vertical column). A check in any box minimally requires monitoring. The first discussion concerns the type of event and its likely impact to the campus or staff: Is this a localized event impacting Saint Mary s only? e.g. Fire Is this a regional event? e.g. Flood, Earthquake Is this a national event? e.g. 9/11-type terrorist attack Is this an international event that impacts several countries? Life Safety/ People Are lives in danger? Is there significant risk to the health and well-being of Saint Mary s faculty, staff, students, residents, or visitors? Facilities Is a Saint Mary s facility at risk? Technology Is the event causing significant disruption of technology and/or phone service (e.g., telecom, network, data center)? Financial Is the event having significant financial impact for Saint Mary s? Reputation / Brand / Mission Critical Activities Is the event impacting Saint Mary s reputation? Is the event disrupting academic instruction, research, and campus operation? Stakeholder Life Safety / People Facility Technology Financial Brand / Reputation Mission Critical Activities Saint Mary s Campus Saint Mary s facilities offcampus Locations where Saint Mary s personnel are working / travelling abroad If any of the boxes above are checked, proceed with Plan Activation EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 97 of 119

98 Plan Activation Checklist Once activation of the plan is determined, the following steps should be executed: 1. Which team(s) will be activated? Executive Policy Group (EPG) Incident Management Team (IMT) if IMT is activated, complete the activation checklist Department Operations Recovery Team 2. Where will the team(s) meet? Option One - Physical Meeting Location Determine which EOC location will be activated Primary EOC: Brousseau Hall < Room # TBD > Secondary EOC: <Location and Room # TBD > Tertiary EOC: < Location TBD > Option Two - Virtual Meeting Location Virtual EOC: < Conf bridge number and code(s) TBD > 3. What notification is needed? Activate full IMT or subset of members by text message or phone Full IMT OR Subset Operations Team Planning & Intelligence Team Logistics & Finance Team Communications Team Contact the College President Notify Department Operation Team Leads impacted by the event that the Incident Management Plan is activated and instruct them to initiate their department call trees 4. What issues need to be addressed? Identify Faculty, Staff, Student, Resident, and Visitor Concerns Respond to injuries or fatalities Provide medical assistance as required Provide care, treatment and shelter as required Notify Human Resources Notify Counseling and/or EAP (employee assistance program) Notify emergency contacts as needed Provide additional assistance to faculty, staff, students, residents and visitors as needed 2009 EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 98 of 119

99 4. What issues need to be addressed? (cont d) Assess status of Facilities (identify each facility impacted by event) Conduct initial damage assessment of building Determine if it is open and suitable for use If not, identify alternate site Assess status of IT Services Identify technology issues If campus technology and phones are not operational, determine what options are available If campus computer network is not operational, activate Disaster Recovery Plan Assess status of Telephone system Determine whether phones are operational If not, activate plan to forward phones Activate hot lines as needed Identify internal and external communication needs Develop and deliver messages to meet those needs Update Campus Emergency Hotline << Number TBD >> Update other Emergency Hotlines <<List number>> Place message on web site regarding College status Provide updates to key stakeholders Provide updates to media Determine status of employees Determine whether call trees have reached all employees, staff and residents who need to be informed Identify impact to key College business functions and operations Identify options for recovery at alternate location or using manual workarounds 2009 EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 99 of 119

100 Emergency Operating Center Message Form Date/Time Person Receiving Call Tracking # Name of Caller/Their Location Contact Information (voice, cell, and/or pager) SEVERITY RATING CRITICAL <1 Hour IMPORTANT 1-4 Hours DELAYED 5-8 Hours Message IMPACTS Life Safety Facilities Business ASSIGNED TO EOC FUNCTION Command Operations Logistics Planning & Intelligence Finance Communications Message Validated No Yes By Whom? Action Taken/Next Steps Assignment Log/Closing/Re-Opening Information Event Assigned To Event Closed: Date, Time, by Whom Event Re-Opened: Date, Time, by Whom 2009 EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 100 of 119

101 Emergency Operating Center Shift Log Date/Time Person Completing Report INCIDENT SUMMARY: Total Open: Total Closed: CRITICAL <1 Hour IMPORTANT 1-4 Hours DELAYED 5-8 Hours TOTALS Life Safety Facilities Business Tracking # Status Tracking # Status Tracking # Status Tracking # Status Tracking # Status Tracking # Status Tracking # Status Tracking # Status Tracking # Status Tracking # Status 2009 EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 101 of 119

102 Appendix E: Team Membership Executive Policy Group Executive Policy Group Roles and Responsibilities The Executive Policy Group has the ultimate responsibility for the strategy and decisions for the recovery of the business operations and communication to all necessary parties. This group consists of the College President, College Provost, Vice-President of Finance, and the Vice-President for College Communications and Vice-Provost for Enrollment. The Executive Policy Group provides policy and strategic oversight. The EPG authorizes significant expenditures. The College President and other executives act as relationship managers, reaching out to key stakeholders (parents, faculty, staff, students, Board, vendors, media, regulators, etc.) to address their concerns and issues. Executive Policy Group Members Title President Provost Vice President of Finance Vice-President for College Communications and Vice- Provost for Enrollment Name Brother Ronald Gallagher Beth Dobkin Pete Mitchell Michael Beseda Other individuals will be assigned as necessary, depending on the nature of the emergency EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 102 of 119

103 Incident Management Team Members Team Members Command o Primary o 1 st Alternate o 2 nd Alternate Operations o Team Lead o Alternate Lead Name Jane Camarillo * Scott Kier * Bill Foley * Bill Foley Ed Biglin * o Members Joe Kehoe * Jim Sciuto Dr. Alireza Rezapour Planning & Intelligence o Team Lead o Alternate Lead Elizabeth Smith * Bill Sullivan o Members Larry Nuti Mark Orr * Chris Sindt Frances Sweeney Logistics & Finance o Team Lead o Alternate Lead Michael Viola Julia Odom o Members Emily Elliott Sheri Richards Jeanne DeMatteo Matt Carroll Communications o Team Lead o Alternate Lead o Members * Denotes Initial Assessment Team (IAT) member 2009 EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 103 of 119

104 Departmental Operations Team Members Emergency Management Unit Administrative Services Director ASB President Campus Housing & Conference Services Director Christian Brothers Community College Communications AVP College Counsel Counseling Center Director Dean of Students Economics & Business Dean Education Dean EH&S Manager Facilities Director (Associate) Finance Director Health & Wellness Director Liberal Arts Dean Science Dean Sodexo Manager Undergraduate Admissions Dean Emergency Manager Name Sheila Pallota Erik Coloma Schon Messier Brother Michael Meister Elizabeth Smith Larry Nuti Sheri Richards Scott Kier Roy Allen Nancy Sorenson Karen Lauricella Michael Viola Jeanne DeMatteo Ali Reza Rezapour, MD Steve Woolpert Brian Jersky Matt Carroll Dorothy Jones 2009 EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 104 of 119

105 Emergency Policy Group & Response Team Members Vice President for College Communications - Serves on the Initial Assessment Team (IAT), acts as liaison to the President and Provost. Responsible for the coordination of all internal and external communications to faculty, staff, students, and the general public during an emergency. Provides for all media and news related information issued through the Office of College Communications. This includes information posted to the College web site and emergency telephone systems. Provides information to and coordinates communication to alumni with the Vice President for Development. Provost - Provides direction and coordination of all faculty matters and instructional facilities during an emergency, including decisions concerning cancelling or resuming classes. Coordinates notification process to the Vice Provosts and academic deans. Vice President of Finance - Provides information regarding campus operations to the Emergency Management Team and President. Provides support for continuity of business functions. Executive Director of Facilities Services - Provides information regarding campus facilities to the Incident Management Team and President. Provides support for continuity of facilities functions. Director of Human Resources - Provides support for human resource elements of staffing, notification, and recovery. Coordinates notification process with Vice President for College Communications. Vice Provost for Student Affairs - Provides support to all affected areas of student affairs including housing, student clubs and organizations, events and conferences, and the student health center. Chief Technology Officer - Maintains central data and computing infrastructure, assesses operational status of computing services, directs restoration of central computing and networking infrastructure, and, as needed, establishes alternate means of computing services to support the Incident Management Team. Director of Public Safety - Provides incident response information to the President, Provost, and VP for College Communications. Supports activation and maintenance of the EOC. Director of Athletics - Provides support to NCAA, club, and intramural sports and summer camps. President - Executes all decisions as outlined in the Plan and acts as the liaison to the Board of Trustees EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 105 of 119

106 Emergency Policy Group Members Title President Provost Athletics Director Chief Technology Officer Human Resources Director Facilities Services Executive Director Public Safety Director Vice President of Finance Vice-President for College Communications and Vice- Provost for Enrollment Vice-Provost for Student Affairs / Student Life Name Brother Ronald Gallagher Beth Dobkin Mark Orr Ed Biglin Emily Elliott Joe Keogh Bill Foley Pete Mitchell Michael Beseda Jane Camarillo Other individuals will be assigned as necessary, depending on the nature of the emergency EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 106 of 119

107 Emergency Contact Information: Command, Ops, Planning & Intelligence, Logistics & Finance, EPG Command Team Office# Cell Jane Camarillo, IC Scott Kier, 1 st Alt IC Bill Foley, 2 nd Alt. IC Operations Team Bill Foley, Team Lead Ed Biglin, Alt Lead Joe Kehoe Jim Sciuto Dr. Alireza Rezapour Planning & Intelligence Team Elizabeth Smith, Team Lead Bill Sullivan, Alt Lead Larry Nuti Mark Orr Chris Sindt Frances Sweeney Logistics and Finance Team Michael Viola, Team Lead Julia Odom, Alt Lead Emily Elliott Sheri Richards Jeanne DeMatteo Matt Carroll Emergency Policy Group Members Brother Ronald Gallagher Beth Dobkin Mark Orr Ed Biglin Emily Elliott Joe Keogh Bill Foley Pete Mitchell Michael Beseda Jane Camarillo EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 107 of 119

108 APPENDIX F: PLAN BASICS Introduction This Incident Management Plan 4 documents the framework, processes, and communications required for successful response to and recovery from emergencies affecting Saint Mary s College and the members of its campus community. The plan is based on the priorities and operational concepts of emergency management. While it serves the College as a whole, the plan is a management guide for those with key assignments and responsibilities during emergency response and incident management. Usage This plan is established as a supplement to the College s administrative policies and procedures. Under activation and implementation, it serves as an emergency manual setting forth the authority to direct operations, direct staff assignments, procure and allocate resources, and take measures to restore normal services and operations. Users are to follow and complete the checklists contained in this document during emergency response, as well as training activations and exercises. The forms are to be retained on file as official records of the college s emergency response and incident management. Users are also encouraged to supplement this plan with department-specific materials and information. This plan is designed to be updated after each activation or exercise. A debriefing session will be conducted to identify lessons learned and areas of improvement to the College s emergency plans and processes. Purpose and Goals This plan provides the management structure, key responsibilities, emergency assignments, and general procedures to follow during and immediately after an emergency. The College has established this plan to address the immediate requirements for a major disaster or emergency in which normal operations are interrupted and special measures must be taken to: Save and protect the lives of students, employees, and the public. Manage immediate communications and information regarding emergency response operations and public safety. Ensure continuity of essential services and operations. Provide and analyze information, from internal and external perspectives, to support decision-making and action plans. Manage College resources effectively during emergency response and incident management. Prepare the College for any emergencies that may occur. 4 Note: This document uses a variety of terms and acronyms that may be unfamiliar to some readers. Please refer to the Glossary of Terms in Appendix G as needed EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 108 of 119

109 Define roles, responsibilities, and authorities for the: o Executive Policy Group o Incident Assessment Team o Incident Management Team o Department Operations Team(s). Implementation Guidelines The following guidelines should be followed in implementing the Saint Mary s College Incident Management Plan: EVALUATE the extent of the emergency/disaster. ESTABLISH the recovery priorities. ALLOCATE the appropriate resources. PLAN and coordinate restoration activities. DOCUMENT all activities. COMMUNICATE, COMMUNICATE, COMMUNICATE. Planning Assumptions For Saint Mary s College, and other educational institutions operating in high seismic regions, worst-case conditions are generally associated with a major earthquake in close proximity to the campus. To be effective in this type of event, the College s Incident Management Plan must include guidelines for a long-term response with limited assistance from outside resources. It may need to activate the Incident Management Team and Emergency Operations Center to coordinate the activity of on-site resources, manage the emergency response, and direct recovery activities for extended periods of time. Using impacts predicted by the US Geological Survey and the Association of Bay Area Governments for areas bordering the Rodgers Creek-Hayward faults, this plan is based on the following seismic-related assumptions: Critical lifeline utilities may be interrupted including water delivery, electrical power, natural gas, telephone communications, cellular telephones and access to the Internet. Major roads, overpasses, bridges and local streets may be damaged and out of service for an extended period of time. Faculty, students and staff may become stranded at the College for 72 hours or longer conditions may be unsafe to travel off campus. Normal suppliers may not be able to deliver materials or provide services. Campus buildings and structures, including residential halls, may be damaged. Personnel on campus as well as the surrounding community may be injured or displaced from their homes EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 109 of 119

110 Communication lines and services may be disrupted. It may not be possible to communicate with family members. Other events, natural as well as man-made could cause the College to activate this plan. They include: Building-specific events (such as a fire or explosion) affecting one mission-critical location or building on campus. Regional events (such as a regional power outage, major flooding, or widespread severe weather) affecting multiple buildings on campus or the campus as a whole. Response Assumptions Sufficient personnel will be available to staff the EOC (Emergency Operations Center) and staff will be able to transit to the EOC or to a previously identified alternative site. Materials stored off-site for recovery (such as backup tapes) will be available. CaTS staff will create an alternate route to communicate with the outside world through satellite telephones located in Brousseau Hall and Public Safety offices and through satellite uplink from Brousseau Hall for data. This will allow people on campus to communicate by phone with Emergency personnel and SMC staff located out of the area and to update the SMC Emergency website as well as the Emergency 800#. Hazard Summary (Natural and Man-Made) Earthquake 2009 EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 110 of 119

111 Soil Liquefaction 2009 EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 111 of 119

112 Wildfire Saint Mary s campus is located in an area with well-known and documented earthquake and wildfire hazards, which must be taken into account when planning. In addition, the following events associated with Saint Mary s as a College campus could cause activation of the Incident Management Plan: Event Impacting the Main Campus Fire on campus. Hazardous material incident (on campus or nearby roadway). Civil disturbance (event on campus). Death or sudden loss of an executive, Board member, or key faculty, staff, or student. Violence on campus (e.g. Virginia Tech). Significant IT outage or compromise of systems, including hacking, viruses, denial of service attacks, loss of data or loss of communications 2009 EMS Solutions 260 Whitney St. SF CA For exclusive use of St. Mary s College Page 112 of 119