Southern University and Agricultural & Mechanical College EMERGENCY RESPONSE PLAN. Southern University and A&M College EMERGENCY RESPONSE PLAN

Transcription

1 Suthern University and Agricultural & Mechanical Cllege Suthern University and A&M Cllege EMERGENCY RESPONSE PLAN 1

2 Suthern University and Agricultural & Mechanical Cllege Suthern University System Bard f Supervisrs LEON R. TARVER, II, Chair CALVIN W. BRAXTON, SR, Vice Chair RONALD MASON, JR. President f the Suthern University System and Secretary f the Bard KALA JOSEPH, Bard Relatins Crdinatr TONY M. CLAYTON RAYMOND M. FONDEL, JR. CURMAN L. GAINES JOE R. GANT, JR. WILLIE E. HENDRICKS DONALD R. HENRY RICHARD T. HILLARD EAMON M. KELLY PATRICK D. MAGEE MIKE A. SMALL ANN A. SMITH SAMUEL C. TOLBERT, JR. RANI G. WHITFIELD DIANGELEO S. FRAZER STUDENT REPRESENTATIVE BATON ROUGE ADMINISTRATORS FLANDUS McCLINTON, JR., Acting Chancellr and Vice Chancellr fr Finance and Administratin VERJANIS PEOPLES, Executive Vice Chancellr fr Academic Affairs ELLA KELLEY, Assciate Vice Chancellr fr Academic Affairs RONYELLE RICARD, Executive Assistant t the Chancellr MICHEAL STUBBLEFIELD, Vice Chancellr fr Research BRANDON DUMAS, Vice Chancellr fr Student Affairs & Enrllment Management * * * * Cmpiled and written by Prestn De Jean Special Assistant t the Chancellr, in cperatin with the Suthern University Emergency Operatins Team 2

3 Suthern University and Agricultural & Mechanical Cllege TABLE OF CONTENTS Page SECTION I: GENERAL 1 A. Intrductin B. Purpse C. Authrity D. Levels f Emergency 2 SECTION II: ORGANIZATION AND RESPONSIBILITIES. 3 A. Incident Cmmand System Structure B. Cmmand Team C. Emergency Operatins Team (EOT). 6 D. Emergency Respnse Team (ERT) 7 1. Directr ERT (Building Emergency Crdinatr) 2. University Plice (Chief f Plice) 3. Site Cmmunicatins (University Plice Dispatcher) 4. Site Safety (Chemical and Hazardus Material Safety Officer) 5. Facilities (Directr f Physical Plant) 6. Custdial Services (Directr f Landscape and Custdial Services) 7. Human Resurces (Directr f Human Resurces) 8. Financial Services (Assciate Vice Chancellr fr Financial Operatins and Cmptrller) 9. Purchasing (Directr f Purchasing) 10. Finance and Disbursement (Assciate Cmptrller fr Financial Accunting and Disbursement Operatins) 11. Media Relatins (Assistant t the Chancellr, Media Relatins) 12. Divisin f Infrmatin Technlgy (CIO f Divisin f Infrmatin Technlgy) 13. Fd Services 14. Husing (Directr f Residential Husing) 15. Medical Services (Directr f Health Services) 16. Mental Health/Well Being (Directr, University Cunseling Center) 17. Academic Planning (Vice Chancellr fr Academic Affairs)

4 Suthern University and Agricultural & Mechanical Cllege 18. Administrative Services (Vice Chancellr fr Enrllment Management) E. Rle f Building Emergency Crdinatrs.. 10 SECTION III: SECTION IV: RESPONSIBILITY OF FACULTY, STAFF AND 10 STUDENTS A. Faculty B. Staff 11 C. Students.. 12 EMERGENCY NOTIFICATION PROCEDURES A. Ntificatin f Campus Leadership B. Nn-Wrking Hurs.. 13 C. Ntificatin f Campus Cmmunity 1. FIRSTCALL 2. Emergency and Internet Ntificatin System 3. Public Address System 4. Bradcast Cmmunicatins 5. Campus Emergency Infrmatin Htline SECTION V: EMERGENCY OPERATIONS CENTER. 14 SECTION VI: EMERGENCY COMMUNICATIONS 14 SECTION VII: COMMUNICATIONS/MEDIA RELATIONS PRINCIPLES 14 SECTION VIII: HEALTH SERVICES AND COUNSELING. 15 A. Medical / First Aid B. Cunseling.. 16 SECTION IX: FOOD SERVICES 16 SECTION X: HOUSING AND SHELTER 16 SECTION XI: MAINTAINING COMPUTER INFORMATION SYSTEMS 17 SECTION XII: EMERGENCY TOOLS, EQUIPMENT AND SUPPLIES. 17 SECTION XIII: EVACUATION PROCEDURES.. 17 A. Emergency Evacuatin f a Campus Building.. 18 B. Campus Wide Evacuatin Plan C. Evacuatin f Persns with Disabilities D. Prcedures fr Nn-Ambulatry Persns.. 19 E. Evacuatin Rutes 1. Primary Rute 2. Secndary Rute 3. Alternate Rute.. 20 F. Emergency Assembly Areas

5 Suthern University and Agricultural & Mechanical Cllege SECTION XIV: PROCEDURES FOR SPECIFIC TYPES OF EMERGENCIES 20 A. Fire r Explsin Fire Emergency Activities 2. Salvage and Restratin B. Severe Weather / Strms Thunderstrms / Trnades 2. Trpical Strms and Hurricanes 3. Pre-Hurricane / Strm 4. During Hurricane / Trpical Strm.. 5. Pst Hurricane / Trpical Strm 6. Damage Assessments Frms C. Flding Flding caused by pipe leaking, sink verflw, r the plumbing prblem 2. Flding caused by heavy rain Prtect prperty and equipment 4. Evacuate persnnel and reprt additinal prblems D. Bmb Threats Individual Actins Supervisr Actins 3. Cnducting the Search E. Armed Intruder / Assailant 27 F. Hazardus Material Incident Off-Campus Release 2. On-Campus Incident 3. Radiactive Spill Respnse 4. Respnse t Minr Radiactive Spills G. Terrrist Attacks Preparatin 2. Respnse Activities 3. Suspicius Packages / Envelpes What is a suspicius package? 5. Opened Package Unpened Package H. Cmmunicable Diseases Prcedures 2. Media Relatins General Infectin Cntrl Measures 5

6 Suthern University and Agricultural & Mechanical Cllege SECTION XV: POST-DISASTER / RECOVERY OPERATIONS.. 38 SECTION XVI: DOCUMENT PREPARATION FOR FEMA CLAIMS Primary Respnsibility 2. General Recrd Keeping 3. Backgrund 4. Public Assistance Categries 5. Annuncement t Departments 40 APPENDIX: A. Cmmand Team B. Emergency Operatins Team C. Emergency Operatins Center Resurces D. Evacuatin Assembly Areas E. Actin Steps fr Trpical Strm and Hurricanes F. Damage Assessment Frms G. Bmb Threat Checklist / Telephne Prcedures H. Categries f Terrrist Incidents 6

7 Suthern University and Agricultural & Mechanical Cllege SECTION I. GENERAL A. Intrductin This Emergency Respnse Plan is a basic guide fr prviding a respnse system, by Suthern University at Batn Ruge, t majr crises r emergencies ccurring n the University campus. All persnnel designated t carry ut specific respnsibilities are expected t knw and understand the plicies and prcedures utlined in this plan. B. Purpse This Emergency Respnse Plan is designed t effectively crdinate the use f University resurces t prtect life and prperty during and immediately fllwing a majr crisis r emergency n the University campus. It is placed int peratin whenever an emergency affecting the campus cannt be cntrlled thrugh rutine, daily and nrmal channels and prcedures. At Suthern University at Batn Ruge, planning ahead fr a majr crisis r emergency is part f ur nrmal business planning and campus life. All members f the University cmmunity share a respnsibility fr preparedness. An emergency can strike anytime, anywhere and can have a devastating impact n life and prperty. Majr bjectives f this plan are: T prtect the lives and well-being f the students, faculty and staff n the University campus and civilians in the surrunding cmmunity. T minimize damage t equipment, prperty, and campus facilities as well as that f ur neighbrs. T minimize ecnmic lss and disruptin t campus activities by the expediting the safe resumptin f peratins. T effectively crdinate all actins with external agencies prviding regulatry and emergency assistance in the event f a crisis r emergency. C. Authrity Emergency events d nt always require the same level f respnse, and are dictated by the severity f the event and its effect n the health and safety f students, faculty, staff, and visitrs. Events will be evaluated by the Emergency Operatins Team in cnsultatin with ne r mre members f the Chancellr s Cmmand Team, as apprpriate. Only the Chancellr r his designee has the authrity t declare a campus emergency and activate this Emergency Respnse Plan. D. Levels f Emergency T aid in the determining the level f respnse and actins t be taken by the administratin, emergencies have been generally classified int three levels. LEVEL I (Minr Emergency) -- A lcalized, cntained incident that is quickly reslved with internal resurces r limited help and des nt affect the verall functining capacity f the University. 7

8 Suthern University and Agricultural & Mechanical Cllege Examples f a level I minr emergency include, but are nt limited t: Small fire Small hazardus material incident Limited pwer utage Natinal terrrist incident LEVEL II (Majr Emergency Depending n Circumstances) -- A serius emergency that cmpletely disrupts ne r mre peratins f University and may affect missincritical functins r life safety. Outside emergency services, as well as majr effrts frm campus supprt services, wuld be required. Majr plicy cnsideratins and decisins wuld usually be required. Examples f a level II majr emergency include, but are nt limited t: Civil disturbance Widespread pwer utage Labratry explsin Suicide Death f a student, faculty, r staff member (depending n circumstances) Rape (depending n circumstances) LEVEL III (Majr Emergency) -- A cmmunity-wide emergency that seriusly impairs r halts the peratin f the University. Outside emergency services wuld be needed. Majr plicy cnsideratins and decisins wuld always be required. Examples f a level III emergencies include, but are nt limited t: Mass casualties Natural disaster such as a hurricane r trnad Large-scale hazardus material spill Health epidemics Majr weather emergency Bmb threat Active Shter Hstage Majr Fire Shting r stabbing SECTION II: ORGANIZATION AND RESPONSIBILITIES The rganizatin and the specific respnsibilities fr preparing fr an emergency are described belw. Hwever, it is the respnsibility f all faculty and staff t becme familiar 8

9 Suthern University and Agricultural & Mechanical Cllege with the Emergency Respnse Plan and t be prepared fr emergencies. Deans, Directrs and Department Chairs have a special respnsibility t assure that the faculty and staff within their departments are prepared t respnd apprpriately during an emergency. In additin, students must be made aware f the prcedures that they will be expected t fllw during an emergency, including building evacuatin plans. A. Incident Cmmand System Structure During an emergency, the University will set up an Incident Cmmand System (ICS) t cntrl and manage peratins. A natinally recgnized system, the Incident Cmmand System creates an integrated rganizatinal structure designed t meet the cmplexity and demands f whatever crisis r emergency ccurs. Clearly defining key leadership rles is essential t being prepared t respnd effectively. During an emergency, there will be little r n time t establish a leadership plan that defines the University s respnse, cmmunicatins and cre services respnsibilities. Accrdingly, an Incident Cmmand System Structure has been develped t assure that apprpriate University leadership will be available t respnd t emergencies. The Incident Cmmand System Structure cnsists f the fllwing teams: 1. Cmmand Team which shall cnsist f the Chief Disaster Officer (CDO). 2. Emergency Operatins Team (EOT) 3. Emergency Respnse Team (ERT) See figures 2-1a and 2-1b. B. Cmmand Team The Cmmand Team is cmprised f members f Suthern University Batn Ruge administratin. This team is the decisin-making and plicy-setting bdy during an emergency. The Chancellr will serve as the executive in charge f the Cmmand Team and as Chief Disaster Officer (CDO). In his absence, the Executive Vice Chancellr shall serve as the CDO. In the event the Executive Vice Chancellr is nt available, the Vice Chancellr fr Finance and Administratin shall perfrm the duties f the CDO. The CDO shall appint members f his staff r frm within the University, as needed, t effectively perfrm the required functins f the Cmmand Team. The primary respnsibility f the CDO is t prvide leadership and guidance t subrdinate teams and t authrize emergency actins, clsures and cmmunicatins as recmmended by the Emergency Operatins Team (EOT). The CDO will be lcated at the Emergency Operatins Center (EOC) r when necessary, at any ther lcatin n the university campus that requires his r her assistance. The Cntact List fr the Cmmand Team can be fund at Appendix A. 9

10 Suthern University and Agricultural & Mechanical Cllege INCIDENT COMMAND SYSTEM STRUCTURE East Batn Ruge INCIDENT COMMANDER cccom E.B.R HAZMAT TEAM E.B.R FIRE DEPARTMENT E.B.R. MEDICAL SERVICES E.B.R. CONTRACTORS SUBR COMMAND TEAM Chief Disaster Officer SUBR EMERGENCY OPERATIONS TEAM Campus Emergency Crdinatr SUBR EMERGENCY RESPONSE TEAM Building Emergency Crdinatr Figure 2 1 a 10

11 Suthern University and Agricultural & Mechanical Cllege SUBR INCIDENT COMMAND SYSTEM ST FUNCTIONS SUBR COMMAND TEAM Chief Disaster Officer - Prvide leadership and guidance t subrdinate teams - Authrize emergency actins, clsures, cmmunicatins, etc. - Majr plicy making bdy - Strategic planning - Crdinate with external state and federal agencies. SUBR EMERGENCY OPERATIONS TEAM Campus Emergency Crdinatr - Lead team in the management f emergency respnse activities - Implement strategy and planning f emergency respnse activities - Crdinates lgistical, finance, and persnnel resurces - Cmmunicate with field persnnel / ERT - Mnitr prgress f activities SUBR EMERGENCY RESPONSE TEAM Building Emergency Crdinatr - Immediate n-site respnse grup - Prvide medical assistance - Prvide security - Prvide materials and manpwer fr repairs - Prvide ther lgistical supprt - Assist external agencies in emergency prcedures - Prvides feedback and cmmunicates with EOT Figure 2 1 b 11

12 Suthern University and Agricultural & Mechanical Cllege C. Emergency Operatins Team (EOT) The Emergency Operatins Team (EOT) will serve as the lead team fr the University in the management f emergency respnse activities, in cnsultatin with, and under the directin f, the Chief Disaster Officer. The EOT is respnsible fr crdinating the University s Emergency Respnse Plan. The EOT members duties and respnsibilities relate clsely t their nrmal authrity and functins. In the event f an emergency, hwever, crdinatin and rganizatin f all peratins at the University shall be directed by the EOT. The EOT members implement the strategy and planning f the respnse. They cmmunicate with field persnnel, issue instructins t particular units, and mnitr prgress in carrying ut the instructins. The Campus Emergency Crdinatr shall serve as the facilitatr f the EOT. In his absence, the Assciate Vice Chancellr fr Facilities Operatins shall serve as the CEC. In the event the Assciate Vice Chancellr fr Facilities Operatins is nt available, the Vice Chancellr fr Student Affairs shall perfrm the duties f the CEC. The EOT is the supervising team and when all teams meet tgether, the CEC f the EOT leads the jint meeting. In additin t ther respnse actins the EOT will determine whether the Emergency Respnse Team(s) need t cnvene fr further respnse actin. The EOT in its initial respnse t an emergency may elect t call ther staff and faculty t jin the team if it is deemed apprpriate and useful t respnd t the specific emergency. It is anticipated, but nt required, that these additinally called individuals will mst likely cme frm the Emergency Respnse Team as described belw. Likewise, members f the EOT can serve n the Emergency Respnse Team if their expertise r skills are required. Members f the EOT are respnsible fr insuring that the University is prepared and in the best pssible psitin t respnd t an emergency when it ccurs. The respnsibilities f the EOT include, but are nt limited t: 1. Assessing the severity and level f the emergency and cmmunicate immediately with the Chancellr s Office and thers as apprpriate. 2. Identifying the emergency and determine its impact. Decide the necessary level f respnse required t manage the emergency. 3. Crdinating the actins f the Emergency Respnse Team as needed. 4. Activating the Emergency Operatins Center, as required. 5. Insuring that departments fr which they are respnsible have develped departmental plans t respnd t varius emergencies. Department plans will be general in nature and include the assignment f general duties and respnsibilities t emplyees, perceived t be required fr each type f emergency. 6. Insuring that staffs are familiar with the verall Emergency Respnse Plan and the specific requirements f departmental plans. 7. Maintaining adequate emergency resurces and equipment particular t departmental plan requirements. 8. Maintaining a call list f departmental emplyees designated as essential persnnel. This Call list will be updated as needed and a cpy (including updates) frwarded t the Campus Emergency Crdinatr. 12

13 Suthern University and Agricultural & Mechanical Cllege 9. Ensuring the preservatin f essential recrds, r ther materials deemed essential. 10. Request emergency respnse supprt frm utside agencies r any ther University department as necessary. The EOT will meet at least annually t review the Emergency Respnse Plan and prvide recmmendatins fr imprvements. Members f the EOT als have an nging respnsibility t assist with emergency preparedness activities related t their individual areas f administrative respnsibility and expertise. The members f the EOT alng with cntact infrmatin can be fund at Appendix B. D. Emergency Respnse Team (ERT) The Emergency Respnse Team (ERT) is the immediate respnse grup fr all n-site crises r emergencies. In the event f an emergency the ERT will prvide infrmatin and recmmendatins t the EOT as needed and deemed necessary and apprpriate t the situatin. The Emergency Respnse Team is under the directin f the Building Emergency Crdinatr fr the affected building r area. See paragraph belw fr rle and functin f the Building Emergency Crdinatr. The ERT may elect, in cnsult with the EOT and the Cmmand Team, t call ther staff and faculty t jin the team if it is deemed apprpriate and useful in respnse t the specific emergency. Members f the Emergency Respnse Team (ERT) MAY include: 1. Directr (ERT) Building Emergency Crdinatrs Rle/Respnsibilities: Decide what level f respnse is initially required. Direct the verall emergency respnse peratins and crdinate mutual aid requests. Advise building ccupants f the nature and lcatin f the emergency, what actin is required. Direct and cntrl persnnel in Assembly Areas and btain a head cunt. Crdinate with the EOT by prviding situatinal reprts. 2. University Plice Chief f University Plice Rle/Respnsibilities: Prvide a vehicle and fficer t supprt the actins f the Building Emergency Crdinatr. The fficer s vehicle will serve as a Field Cmmand Pst. The Officer will serve as the Field Cmmunicatins Officer. Direct access and security cntrl, and crdinate fr fire/rescue with external supprting agencies. Prvide traffic cntrl pints and direct flw f traffic. 3. Site Cmmunicatins University Plice Dispatcher Rle/Respnsibilities: Receive all incming calls related t the emergency and frward inquiries and messages t apprpriate emergency respnse persnnel. At the directin f the Campus Emergency Preparedness Crdinatr r Building Emergency Crdinatr, ntify external law enfrcement and regulatry agencies fr assistance. Maintain lg f all incming and utging calls. 4. Site Safety Chemical and Hazardus Material Safety Officer 13

14 Suthern University and Agricultural & Mechanical Cllege 14 Rle/Respnsibilities: Assess and direct effrts t cntain and cntrl hazardus materials. Serve as the Decntaminatin Officer and versee prcedures fr decntaminating persnnel and equipment in event f expsure t hazardus material. In a majr emergency, crdinate with East Batn Ruge HAZMAT unit fr assistance. Crdinate with University Health Services fr medical assistance. 5. Facilities Directr f Physical Plant Rle/Respnsibilities: Assess building safety with Building Emergency Crdinatr. Shutdwn utilities if unsafe cnditins exist and restre services when apprpriate. Prcure materials and/r equipment needed t supprt emergency respnse peratins. Frward damage reprt t the Emergency Operatins Team. 6. Custdial Services Directr f Landscape and Custdial Services Rle/Respnsibilities: Prvide equipment and staff as necessary t supprt emergency respnse effrts. 7. Human Resurces Directr f Human Resurces Rle/Respnsibilities: Arrange fr expedited services f temprary emplyees if required. Crdinate with ther departments fr cst recrding. Ntificatin f affected emplyees and families. 8. Financial Services Assciate Vice Chancellr fr Financial Operatins and Cmptrller Rle/Respnsibilities: Initiate a recrd-keeping system fr all expenditures assciated with emergency peratins. Crdinate with Purchasing n prcedures fr handling emergency expenditures. 9. Purchasing Directr f Purchasing Rle/Respnsibilities: Initiate/prcess emergency purchases. In crdinatin with the Directr f Prperty Management, crdinate distributin f supplies. Initiate recrd-keeping system and crdinate with Financial Services regarding cst recrding. 10. Finance and Disbursement Assciate Cmptrller fr Financial Accunting and Disbursement Operatins Rle /Respnsibilities: Issuance f LaCarte purchasing card alng with plicies and prcedures 11. Media Relatins Assistant t the Chancellr, Media Relatins Rle/Respnsibilities: Crdinate infrmatin t be disseminated during and after the

15 Suthern University and Agricultural & Mechanical Cllege 15 emergency. Maintain cmmunicatins with media and thers affected by the incident. Organize press cnferences and releases. In cllabratin with the Chancellr, serve as fficial University spkespersn t the media. 12. Technlgy and Netwrk Directr f Technlgy and Netwrk Services Services Rle/Respnsibilities: Prvide phne service and cmputers fr Emergency Operatins Center. Repair and restre netwrk services and re-establish affected netwrks. Implement technlgy netwrk emergency prcedures and recvery plans as needed. Secure critical data and infrmatin resurces. Maintain and update University website. 13. Fd Services Crdinatr Fd Services Rle/Respnsibilities: Direct/arrange fr emergency meals. Request necessary emergency fd supplies. Crdinate with Vice Chancellr fr Student Affairs regarding meal prcedures. 14. Husing Directr f Residential Husing Rle/Respnsibilities: Operating and maintaining University husing facilities and emergency shelters. Crdinate with Red Crss if necessary. 15. Medical Services Directr f Health Services Rle/Respnsibilities: Prvide medical assistance in cllabratin and crdinatin with lcal and reginal health prviders and public health fficials. Advise residents n water and fd safety precautins. Maintain recrds n assistance prvided. 16. Mental Health/Well-Being Directr, University Cunseling Center Rle/Respnsibilities: Organize and implement apprpriate mental health interventin in crisis situatins. Facilitate mental health debriefing with Cmmand Team and EOT after the emergency. Advise university fficials regarding mental health referral list t secure apprpriate cmmunity supprt in crisis r emergency situatins. 17. Academic Planning Vice Chancellr fr Academic Affairs Rle/Respnsibilities: Respnsible fr all academic issues that surface during an emergency. Arrange fr temprary classrms r wrkspace if the need arises. 18. Administrative Services Vice Chancellr fr Enrllment Management Rle/Respnsibilities: Ensure preservatin and safekeeping f all recrds.

16 Suthern University and Agricultural & Mechanical Cllege Arrange fr temprary wrkspace and relcate essential services. E. Rle f Building Emergency Crdinatrs In the event f emergencies, the Building Emergency Crdinatrs will play a key rle in the implementatin f emergency prcedures. They will serve as essential cntacts fr each building r area in the event that emergency infrmatin must be distributed quickly. They may be called upn t take emergency actins within their buildings t lck drs r make emergency equipment available. A list f Building Emergency Crdinatrs will be maintained by the Campus Emergency Crdinatr at the Emergency Operatins Center. Building Emergency Crdinatrs may als functin as a calling tree in the event that it is necessary t quickly disseminate emergency infrmatin. It is preferable that individuals assigned the rle f Building Emergency crdinatrs have cmpleted Cmmunity Emergency Respnse Team (CERT) training prvided by the East Batn Ruge Parish Office f Hmeland Security and Emergency Preparedness. In the event f building evacuatins Building Emergency Crdinatrs will rganize assembly and accuntability f evacuees at the designated evacuatin lcatins described by this plan. After initially accunting fr evacuees, Building Emergency Crdinatrs will reprt t the EOC. Due t the unpredictability f telephne services in emergencies, it may be necessary t cmmunicate this infrmatin by messenger, prtable radi r ther available means. Each BEC will be equipped with a kit cntaining the Emergency Respnse Plan, alng with relevant frms, signs and special prcedures needed t cmplete their respnsibility. The Campus Emergency Crdinatr shall update and maintain a list f the designated Building Emergency Crdinatrs. SECTION III: RESPONSIBILITIES OF FACULTY, STAFF AND, STUDENTS A. Respnsibilities f Faculty Members Faculty members have a special respnsibility fr their students during emergencies that take place while classes are in sessin. Each faculty member shuld print and review a cpy f the Emergency Respnse Plan which is made available n the University website. Faculty members are respnsible fr either prviding classrm evacuating instructins t students nce during each academic term (e.g., semester) either as a separate handut r as part f the curse syllabi. Deans and Department Chairs and Building Emergency Crdinatrs shuld als rutinely prvide reminders t faculty f their respnsibilities during an emergency. The fllwing are a list f specific prcedures fr faculty invlvement during an emergency: 1. Direct students t a prearranged assembly area in accrdance with warning signals, written ntificatin and/r verbal rders. 2. Cnduct a rll call at the assembly area t determine if there are students wh are unaccunted fr. 3. Reprt any missing students t the Emergency Operatins Center via the Building Emergency Crdinatr r via telephne r messenger. The EOC will cllect rll call infrmatin. 4. Remain with yur assigned students until relieved by authrity f the Chief Disaster Officer r a representative frm the Emergency Operatins Center. 16

17 Suthern University and Agricultural & Mechanical Cllege 5. Send ambulatry students in need f first aid t the designated First Aid Statin. Injured persnnel wh are nt ambulatry shuld nt be mved until cleared by authrized persnnel, unless required t prtect them frm further injury. 6. Faculty members with specialized training, such as nursing and physical educatin instructrs, may be requested t assist in prviding first aid and identifying students with specialized training fr a given area. 7. Faculty members are expected t prvide and/r delegate assistance t students with disabilities in the event f an emergency. 8. If class is nt in sessin at the time f an emergency, the faculty member shuld reprt at nce t the designated assembly area fr the building in which their ffice is lcated. 9. Cntact the Emergency Operatins Center t determine if yur help is needed n emergency respnse teams. Keep the Emergency Operatins Center infrmed f yur whereabuts during any emergency. B. Respnsibilities f Staff Members Many staff members will be expected t assist with emergency respnses related t their departmental respnsibilities, as determined in advance by their supervisrs. Supprt staff may be asked t participate in varius emergency respnse peratins, including search and rescue activities, recrd keeping, and building mnitring. Althugh nt every staff member will be actively invlved with emergency respnse activities, all staff have the respnsibility fr emergency preparedness fr their wn wrk area by inspecting fr ptential hazards and becming familiar with the prcedures t be fllwed during an emergency. Every staff member shuld review the Emergency Respnse Plan and cntact their supervisr if there are any questins regarding the Plan and their rle in emergency preparedness and respnse activities. Staff members wh have nt been cntacted fr an assignment, but are willing and able t assist with emergency respnse activities shuld make their availability and whereabuts knwn t the Emergency Operatins Center, either directly r thrugh their supervisrs. C. Respnsibilities f Students Students have a respnsibility t clearly fllw the directins f faculty and staff in charge during an emergency, including the prcedures fr the rderly evacuatin f buildings and assembly at the emergency assembly areas. N students shuld leave the assembly areas until permissin has been granted. Buildings, including residence halls, shuld nt be reentered until fficial ntificatin has been prvided that it is safe t d s. Students shuld render assistance t disabled students in their class r elsewhere during building evacuatins. Thse students with special skills that might be useful during an emergency respnse shuld identify themselves t a faculty r respnse team member immediately fllwing the rll calls at the assembly areas. SECTION IV: EMERGENCY NOTIFICATION PROCEDURES A. Ntificatin f Campus Leadership In the event f a majr crisis r emergency, the Emergency Respnse Plan will be implemented in the fllwing ways: 17

18 Suthern University and Agricultural & Mechanical Cllege 1. If telephne services are peratinal a. Upn btaining infrmatin that cnstitutes an emergency, the Chancellr in cllabratin with the Campus Emergency Crdinatr will activate the Emergency Respnse Plan. The Chancellr will define the initial meeting lcatin fr the Emergency Operatins Team. b. The Campus Emergency Crdinatr will immediately begin calling the members f the Emergency Operatins Team, and advising them f the initial meeting lcatin r t prceed t the Emergency Operatins Center, if required. c. Depending n the level and type f respnse required, the Campus Emergency Crdinatr with the assistance f members f the EOT will immediately cntact the Emergency Respnse Teams(s). d. The Emergency Respnse Teams will prceed t the affected site and cmmence emergency respnse activities. The Emergency Respnse Team Leader shall prvide situatinal updates t the EOC t determine if fllw-n r additinal actins are necessary. 2. If telephne services are NOT peratinal... a. Designated members f the Cmmand Team, t include the Chancellr, and the Emergency Operatins Team will activate the Emergency Respnse Plan as sn as they are aware that a majr crisis r emergency affecting the University campus may have ccurred. b. If the designated members f the Emergency Operatins Team r the Emergency Respnse Team(s) d nt respnd in a reasnable amunt f time, messengers may be dispatched. B. Nn-Wrking Hurs There is likelihd that an emergency r disaster such as the ne envisined by this plan may ccur befre r after regular ffice hurs, r n a hliday r a weekend when the rganizatinal set-up f many departments is smehw ut f the rdinary. While the structure f this plan remains precisely the same, its implementatin may vary necessarily depending n, e.g. available resurces and persnnel until prper fficials can be ntified. Until that time, hwever, the individuals assuming the mst respnsibility will necessarily be thse fficials/individuals f highest rank wh are available at the time. These individuals shuld seek t fllw as nearly as pssible the guidelines discussed in this plan, while simultaneusly making an effrt t ntify superir fficials f the situatin s as t btain verificatin r advice n their actins. C. Ntificatin f Campus Cmmunity In case f an emergency, initial ntificatin and widespread disseminatin f infrmatin maybe cmmunicated t the campus cmmunity in the fllwing ways: 1. FIRSTCALL: A 24-hur emergency campus ntificatin system that will alert members f the University cmmunity in the event f a campus emergency. T enrll in the system, please click n the FIRSTCALL icn lcated n the frnt page f the

19 Suthern University and Agricultural & Mechanical Cllege website under events. All faculty, staff and students are encuraged t enrll. 2. Emergency and Internet Ntificatin System: If electric pwer and cmmunicatins systems are perable during an emergency, faculty, staff and students shuld check their SUBR accunts and/r visit the SUBR hmepage fr infrmatin. 3. Public Address Systems: Prtable megaphnes are available frm University Plice and the Physical Plant. In additin, all University patrl vehicles have ludspeaker capability. Patrl vehicles can be used t annunce messages n campus at varius lcatins t alert the campus t the emergency and what steps shuld be taken. 4. Bradcast Cmmunicatins: Emergency cmmunicatins t the campus cmmunity will be made via bradcast cmmunicatins (if pssible) utilizing the SUTV75 Netwrk. 5. Campus Emergency Infrmatin Htline: Phne line is the designated Emergency Infrmatin (Htline) number. All ntices disseminated t the University Cmmunity in the event f a hurricane/trpical strm list this as the number t call t receive infrmatin. SECTION V: EMERGENCY OPERATIONS CENTER In the case f a general widespread emergency (Level II r III), the Emergency Operatins Team under the directin f the Campus Emergency Crdinatr will activate an Emergency Operatins Center (EOC). The Emergency Operatins Center will serve as the cmmand and cntrl center during an emergency. It may perate frm a few hurs, t a few days, weeks r mnths, depending upn the severity f the emergency. Each member f the Cmmand Team shuld have identified at least ne supprt staff member wh is aware that he r she shuld reprt t the EOC immediately during an emergency. Their primary duties shall include assist in setting up the EOC, acting as messengers, and cllecting rll call infrmatin frm each f the emergency assembly areas. The designated primary Emergency Operatins Center is Rm 218 in J.B. Mre Hall. In the event this facility is nt peratinal, the designated secndary Emergency Operatins Center site is the William Lee Pass Statin, University Plice. See Appendix C fr Emergency Operatins Center Resurces. SECTION VI: EMERGENCY COMMUNICATIONS Timely and accurate cmmunicatin with the campus ppulatin during an emergency is very imprtant. During a level III emergency, r when the nature f the emergency suggests there will be an influx f telephne inquiries cncerning the well-being f faculty, staff, and students, a special incming number will be established and distributed thrugh the SUBR Web site. T minimize calls made t the University checking n the status f specific individuals, faculty, staff and students are encuraged t individually r phne family members t prvide them with infrmatin abut their whereabuts and cnditin during an emergency. 19

20 Suthern University and Agricultural & Mechanical Cllege All effrts will be made t maintain r restre phne cmmunicatins. Hwever, in the event f a pwer utage the University telephne system will nt perate. Three independent phnes are installed t facilitate cmmunicatins with the university administratin and external agencies. These phnes are at the fllwing lcatins: Physical Plant, (ne phne) University Plice at Williams Lee Pass Statin, (tw phnes) In the event phne (including cell phne) cmmunicatin is nt pssible, hand held radis will be used t cmmunicate between the Emergency Operatins Center and persnnel in the field. All radis will be signed ut thrugh the University Plice Dispatcher. In sme cases, it may be necessary t use messengers t deliver infrmatin. SECTION VII: COMMUNICATIONS/MEDIA RELATIONS PRINCIPLES In a crisis r emergency, the University must respnd immediately and be pen and candid in disseminating accurate and cmplete infrmatin t the public. The cmmunicatins prtin f the Emergency Respnse Plan presumes that it is in the University s best interest t take a pre-emptive apprach t public relatins in an emergency situatin and ur preferred strategy will be ne f frthcming disclsure f as much cnfirmed infrmatin as pssible. The gal is t minimize speculatin, inaccurate reprting, and negative publicity. By acting in this manner, the institutin has mre influence n what the media reprts. The Assistant t the Chancellr, Media Relatins (r designee) will serve by default as the University s fficial spkespersn t whm media questins will be referred. The Office f Media Relatins will assist in develping strategy and apprpriate messages, in preparing talking pints and fact sheets, and in prviding text fr fliers/psters, distributins, and pstings t the University website. It shall als prepare and distribute all news releases t n-campus and ff-campus media. Where majr incidents are cncerned, r where especially sensitive issues are invlved, an apprpriate infrmed high-level administratr (Vice Chancellr, Assciate, Dean, e.g.) will be designated as fficial spkespersn thrughut the particular emergency-reprting perid. This individual must be available and accessible t the media relatins ffice and/r news media at all times during the emergency. Respnsibilities t media may include participating in press cnferences and being interviewed in persn r by telephne. SECTION VIII: HEALTH SERVICES AND COUNSELING A. Medical / First Aid The primary First Aid Statin t be used in case f an emergency is lcated in the Baranc- Hill Student Health Center. If, fr sme reasn, this statin is nt available, r if additinal space shuld be required t treat injuries, a temprary statin will be established as determined by the Emergency Operatins Team. The names and phne numbers f all University faculty and staff wh culd assist with first aid and patient care during an emergency shuld be kept n a rster at the primary First Aid Statin. Thse individuals shuld be made aware by the Campus Emergency Crdinatr and the Health Center Nurse Manager that they wuld be expected t reprt t the designated First Aid Statin during an emergency t determine if they are needed t assist with the treatment f injuries. It is the jint respnsibility f the Campus Emergency 20

21 Suthern University and Agricultural & Mechanical Cllege Crdinatr and Health Center Nurse Manager t keep the list f individuals current and t identify ther University persnnel wh might assist with first aid during an emergency. During an emergency, the Health Center Nurse Manager r her designee will determine hw each individual shuld assist in the administratin f first aid. Students shuld be aware that Health Center appintments fr rutine health care that is nt f a life threatening nature might have t be cancelled and rescheduled during an emergency. The Nurse Manager f the University Health Center and her staff will assist in triage f the injured and ther health related activities as needed. In the absence f a physician, the Nurse Manager will direct all persnnel assisting in prviding emergency first aid. The respnsibilities f the Nurse Manager and staff during an emergency include: Crdinating all emergency first-aid activities. Establishing first aid statin(s). Establishing a triage area(s) t administer first aid as needed. Assisting in the evacuatin f injured r disabled faculty, staff, students, and visitrs. Supervising cntinuing first aid treatment until utside medical assistance arrives. Medical activities t be perfrmed by the Nurse Manager and her staff at the time f a disaster include: Setting up first aid statin(s) and gathering apprpriate supplies. Psting large sign(s) designating the site as a first aid statin. Identifying persns wh require skilled medical care. Administer first aid t the injured, helping the critically injured first. Verifying, if pssible, the cnditins and needs f thse with serius medical needs. Assessing physical and psychlgical needs f thse arriving and prvide apprpriate treatment. B. Cunseling The Student Cunseling Center will prvide cunseling services during and after emergencies. Cunselrs shuld be prepared t wrk with bth large and small grups as well as individuals. Hwever, prir t an emergency, it is imprtant that thse wh will be invlved with cunseling give sme thught t their rles and respnsibilities. SECTION IX: FOOD SERVICES Aramark Fd Services will be respnsible fr prviding fd services during an emergency, including fd fr University cmmuters wh might be unable t leave campus. In the event f a pwer utage, Aramark Fd Services has indicated that it typically has enugh fd t feed faculty, staff and resident students fr 48 hurs. Hwever, full meals will nt be available. The Crdinatr fr Fd Service in cnjunctin with the Vice Chancellr fr Student Affairs will arrange a meal feeding schedule and fr prcurement and distributin f drinking water in event the nrmal water supply becmes cntaminated. SECTION X: HOUSING AND SHELTER Fllwing mst types f emergencies, it is likely that the majrity f university husing will be usable after initial safety checks by the Facilities Services and residential husing maintenance staff t determine if they can be pened. Hwever, it is pssible that sme 21

22 Suthern University and Agricultural & Mechanical Cllege husing may nt be habitable, especially in the case f severe weather r a serius fire in an individual residence hall. Therefre, plans must be in place fr emergency shelter. The first pririty fr emergency shelter will be t utilize vacant rms in residence halls that are deemed suitable fr ccupancy with particular emphasis n the usage f Jnes and Bley Halls as the primary sites. Decisins regarding which building areas are suitable fr emergency shelters and temprary husing will be made jintly by the Directr f Residential Husing and the Executive Directr fr Facilities Services. SECTION XI: MAINTAINING COMPUTER INFORMATION SYSTEMS Prir t an emergency, it is imprtant that essential University recrds be safeguarded. Since mst recrds are nw cmputerized, this will require the leadership f the Directr f Technlgy and Netwrk Services, wrking in cllabratin with the Vice Chancellr fr Finance and Administratin and Directr fr Infrmatin Systems. A detailed Cmputer and Infrmatin Systems Cntingency Plan will be develped by each ffice maintaining vital cmputer databases and included in their department emergency respnse plans. The plan shall include the fllwing prvisins: Incrprate prcedures fr the regular back up f all cmputerized University recrds. The data will be remved frm the University and stred in a secure lcatin in case f an event that wuld prhibit the recvery f recrds and cmputer data. Duplicate and retain ff-site all critical business recrds and ther dcuments, as determined by the Cmmand Team. A listing f these dcuments will be maintained by respective ffices and reviewed with the Vice Chancellr fr Finance and Administratin and Directr f Technlgy and Netwrk Services. With apprval f the Vice Chancellr fr Finance and Administratin, btain a backup cmputer system, cmpatible with the University's cmputers t establish an ffpremises "ht site" as an alternate perating lcatin in the event f a catastrphe that renders the University's cmputer systems inperable. Advise all apprpriate University administratrs f the lcatin f an alternate peratins site. SECTION XII: EMERGENCY TOOLS, EQUIPMENT, AND SUPPLIES Tls and ther equipment that might be required during an emergency may be fund at the fllwing sites: Mtr Pl Garage Facility Operatins Center Grunds Maintenance Yard The emergency respnse truck is als equipped with first aid supplies. Each University vehicle shuld be equipped with a small first aid kit. Sme tls and ther equipment that might be needed during an emergency are als available in the emergency respnse truck. A designated persn frm each department shuld be issued a LaCarte Purchasing Card which can be used fr emergency purchases. Refer t the University Plicies and Prcedures fr restrictins n purchases. 22

23 Suthern University and Agricultural & Mechanical Cllege SECTION XIII: EVACUATION PROCEDURES Ntice t evacuate any building will be received via an audible r visual alarm r telephnic message. In an emergency situatin, the public address system may als be activated t prvide ral instructins. If the alarm systems and public address system are disabled, University Plice fficials will prvide the ntice t evacuate by verbal cmmands. When an evacuatin ntice is given, ccupants f the building must evacuate bserving the prcedures listed belw. A. Emergency Evacuatin Plan f a Campus Building Evacuate whenever a fire alarm sunds, the Building Emergency Crdinatr r senir staff member n site will infrm yu t evacuate. Persnnel shuld ensure ther building ccupants are aware f the evacuatin request and help all building ccupants t leave. 2. Stp what yu are ding and walk, d nt run, t the nearest stairwell and prceed dwn the stairwell t the first flr, and frm the first flr t the designated safe area fr yur grup. If yu are wrking in an area away frm yur regular wrk statin, fllw the instructins f the crdinatr fr the area in which yu are wrking when yu learn f the emergency. D nt attempt t return t yur regular wrk area if an emergency is annunced. 3. D nt use elevatrs in any emergency situatin. 4. Take persnal belngings, such as purse, cat, and car keys if they are within easy reach and can be cllected quickly. 5. Office drs shuld be clsed but nt lcked when persnnel exit. 6. Listen t instructins frm wrk area leaders and area crdinatrs r thse prvided via the public address system. Fllw these instructins. 7. Regrup with yur c-wrkers r classmates in the designated safe area fr accuntability. Because f the pssibility f flammables, d nt smke in designated safe areas until the "All Clear" ntice is received. 8. D nt re-enter the building until the "All Clear" signal is annunced by University Plice fficials. 9. Return t yur wrk area via stairwells. B. Campus Wide Evacuatin Plan 1. Evacuate yur building thrugh the nearest fire exit and g t the Campus Emergency Evacuatin Assembly Areas. 2. Bring any available first aid kit, keys, needed persnal items, medicatin, eyeglasses, etc. with yu t the Evacuatin Assembly Areas. 3. Once at the Evacuatin Assembly Areas the Building Emergency Crdinatr with assistance f faculty members will accunt fr all persnnel. 4. D nt attempt t leave the campus immediately until directed t d s. Trying t drive and/r walk lng distances after a majr disaster may prve t be dangerus given debris and ther hazards. C. Evacuatin f Persns with Disabilities If a disabled ccupant is unable t exit a building unassisted, building persnnel shuld assist the individual(s) t the nearest fire exit landing. Transprting f disabled individuals

24 Suthern University and Agricultural & Mechanical Cllege shuld be avided until emergency persnnel arrive unless imminent life-threatening cnditins exist in clse prximity. Faculty members are expected t prvide and/r delegate assistance t students and thers n campus with disabilities in the event f an emergency in accrdance with the fllwing prcedures. D. Prcedures fr Nn-Ambulatry Persns (in wheelchairs) Mst ambulatry persns will be able t exit frm the grund flr safely withut assistance. Hwever, assistance may be necessary in the event that elevatrs have stpped wrking frm upper and lwer flrs r in the case f fires, when elevatrs shuld never be used. If assistance is needed and nt life threatening t the carriers, allw the persn t instruct the carrier(s) as t the safest methd f lifting and/r carrying the persn. This may include remving the persn frm the chair r carrying the persn in the chair. (Battery perated chairs are extremely heavy.) As cnditins allw, ask the persn's preference with regard t: Methd(s) f being remved frm the chair. The number f persns necessary fr assistance (in the event the persn must be carried mre than three flights f stairs, a relay team cncept may be necessary.) Whether it is necessary t bring alng a seat cushin r pad fr the persn t rest upn. Whether the persn shuld be carried frward r backward. Whether after care is necessary if the persn is remved frm the chair, and whether a stretcher, chair with cushin r pad, car seat, r medical/ambulance assistance is necessary. Sme persns have n upper bdy strength. If a seat belt is available n the wheelchair, secure the persn in the chair. E. Evacuatin Rutes Maps shwing evacuatin rutes have been psted in all University buildings, classrms and labratries. Faculty members will prvide specific directins t students regarding evacuatin rutes and assembly areas and will lead the students t the designated assembly areas. The University Plice will determine the evacuatin rute fr all individuals using persnally wned vehicles. Instructins will be given ver public address systems relative t the emergency. Individuals withut persnal vehicles will be prvided fr thrugh rganized transprtatin. Instructins will be given t gather at a particular lcatin fr an immediate and rderly pickup and evacuatin frm the campus. Evacuatin rutes fr departing the campus will mst likely be as fllws: Primary Rute is Harding Bulevard. It is the widest street and it ffers access t Scenic (Nrth and Suth) Highway, Interstate 110 (ttal access t the city and ther highways, Plank Rad (Nrth and Suth), and all ther streets and cmmunities t the East. The 24

25 Suthern University and Agricultural & Mechanical Cllege Harding Bulevard Bridge prevents any ptential delays by the railrad because it passes abve the railrad tracks. Secndary Rute is Swan Street. It is ne blck Nrth f Harding Bulevard. Swan Street has an East and West directin, but it is limited t nly ne blck ff the campus befre it stps at Scenic Highway. A right turn n Scenic will cnnect with Harding Bulevard. A left turn at Scenic Highway will cnnect with Interstate 110 r fllw Scenic Highway, Nrth t a less industrialized area including Baker, Zachary, Prt Hudsn r St. Francisville. Alternate Rute is Mills Avenue which represents the nly street n the Nrth side f the campus fr evacuatin. It als has an East and West directin. It is accessible frm the campus n B. A. Little Drive (East side f T. T. Allain). A right turn n Mills Avenue frm B. A. Little Drive will place yu ne minute frm Interstate 110. Mills Avenue cnnects t Scenic Highway. A left turn at Scenic Highway will prvide quick access t F. Emergency Assembly Areas Emergency assembly areas have been established fr all University buildings, as identified in Appendix D. Faculty will cnduct rll calls at each f these assembly areas. It will be the respnsibility f individual faculty members t assemble their students in a specific prtin f the designated assembly area. This will be especially imprtant in thse areas, such as the Smith Brwn Memrial Unin, where students frm many classes will be assembling. All students must stay within these designated areas until rll calls have been cmpleted. Rll call infrmatin plays an essential rle in reslving the chas during and after an emergency. Infrmatin cllected will be used t determine thse wh need assistance and reassure families that cmmunity members are safe and accunted fr. Staff and faculty wh are nt in class during the time f an emergency shuld als assemble in specific areas, in accrdance with their departmental affiliatin. Thrugh discussins with each ther, it shuld be determined if anyne is unaccunted fr and may need assistance. Rll calls and ther evacuatin results r questins shuld be presented t the Building Emergency Crdinatr fr each building r department. Building Emergency Crdinatrs will prvide status reprts and updates frm their assembly area t the Campus Emergency Crdinatr. Separate assembly areas have been established fr each residence hall. Residential Life Crdinatrs shuld play lead rles in determining if all students wh were knwn t be in the buildings have been accunted fr. Missing and accunted fr students shuld be reprted t the Building Emergency Crdinatr r the Campus Emergency Crdinatr. Sectin XIV: PROCEDURES FOR SPECIFIC TYPES OF EMERGENCIES This sectin prvides mre specific infrmatin regarding what t d in case f different types f emergencies. The evacuatin and assembly prcedures described previusly shuld be used fr all types f emergencies when the evacuatin f buildings is necessary. Faculty and members f the Emergency Operatins Team and Emergency Respnse Team shuld als cnsult Sectin II and III fr descriptins f their specific respnsibilities. A. Fire r Explsin Deans, Chairs, department heads and/r Fire Safety Crdinatrs will cnduct an annual review f fire emergency plans. An evacuatin diagram, including pre-designated utside assembly area, shuld be prepared, psted, and reviewed with staff. The lcatin f fire alarm pull statins shuld als be reviewed. 25