Campus Safety: GOAL 2010

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1 Campus Safety: GOAL 2010

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3 TAbLe Of COnTenTs Introduction...1 Steps Toward Compliance In Brief...2 Who Needs to Be Trained?...3 Who Gets What Training?...4 Course Descriptions...5 How to Access NIMS Training Courses...6 Submitting Compliance and Formal Adoption Forms...7 Compliance Self-Assessment Form...8 Letter of Formal Adoption...10 Cover Photos: Oklahoma City Community College, University of Central Oklahoma, Oklahoma State Univeristy, Southwestern Oklahoma State University

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5 InTrOduCTIOn Our state and nation are all too aware of how dangerous the world has become and how important it is that our educational institutions are able to respond to emergency situations in a prompt, professional and coordinated manner. The National Incident Management System (NIMS) has been developed by the U.S. Department of Homeland Security and endorsed by the U.S. Department of Education to provide a consistent, nationwide approach that enables federal, state, local and tribal governments to work together to prevent, prepare for, respond to and recover from domestic incidents. To assure the safety of Oklahoma s students, faculty, staff and campus visitors, it is essential that all postsecondary institutions implement NIMS training, exercises and other activities necessary to self-certify that they are in compliance with the NIMS objectives (see page 8). The process will improve the relationship between institutions and community public safety partners and significantly enhance each institution s ability to deal with emergency situations. A review of the compliance form (page 8) may reveal that some or all of the required compliance activities have already been completed. It is important, however, that all aspects of the requirements for certification be carefully reviewed. This is particularly true in the case of training key campus personnel. Included in this booklet is information on the definition of key personnel. The Oklahoma Offce of Homeland Security s training coordinator will assist postsecondary institutions with compliance training and exercise activities through a statewide NIMS train-the-trainer program and other means. Ultimately, the number of staff who will undergo campus-level training is at the discretion of the institution as part of the self-certification process. Much of this training can occur online, and there is no charge for these training programs. Full NIMS compliance by Dec. 1, 2010, is a major goal of Gov. Brad Henry s Campus Life and Safety and Security (CLASS) Task Force and required for recipients of federal preparedness funds and several grants administered through the U.S. Department of Education. But, most importantly, it is the new standard for safety and security that the citizens of Oklahoma deserve and will grow to expect. For more information, contact Ben Hardcastle, Oklahoma State Regents for Higher Education director of communications, at or bhardcastle@osrhe.edu. Dr. Glen D. Johnson, Chancellor Oklahoma State System of Higher Education Phil Berkenbile, Ed.D., State Director Oklahoma Department of Career and Technology Education Kerry Pettingill, Director Oklahoma Homeland Security 1

6 steps TOwArd COmpLIAnCe In brief 1. Commit to full NIMS implementation with a December 1, 2010, deadline. 2. Designate a single point of contact. Designate and maintain a single point of contact to serve as principal coordinator for campuswide NIMS implementation. Designate and maintain a single point of contact to serve as principal coordinator within major departments or divisions as needed. 3. Ensure connectivity with local responders. Coordinate and support emergency management and incident response objectives through the development and use of multiagency coordination (MAC) groups. 4. Update emergency operation plans. Update plans and procedures to incorporate NIMS components to include planning, training, response, exercises, equipment, evaluation and corrective actions. Include local organizations and offcials in development of emergency plans. 5. Participate in and promote mutual-aid and assistance agreements. 6. Fully implement NIMS training at all organizational levels. 7. Plan for and participate in a regular exercise program that involves emergency management and response personnel from multiple disciplines and jurisdictions. Photo: Oklahoma State University -Tulsa 8. Inventory all response assets, ensuring that critical systems are interoperable with local responders. 9. Put NIMS in action. 2

7 who needs TO be TrAIned? Key personnel are required to complete four courses in order for an individual or organization to be considered NIMS compliant. To date, the following courses are required: IS-100.HE: Introduction to the Incident Command System, ICS 100, for Higher Education IS-200.a: ICS for Single Resources and Initial Action Incidents IS-700.a: NIMS, An Introduction IS-800.b: National Response Framework, An Introduction defining KeY personnel The U.S. departments of Homeland Security and Education recommend all key personnel involved in school emergency management and incident response take the NIMS/ICS training courses and support the implementation of NIMS. Because every school, district and higher education institution (HEI) is unique and works from different operations and management structures, key personnel will vary from education community to community. Therefore, schools and HEI emergency management teams should use their discretion to identify key personnel at each of their institutions. faculty, educators, school resource offcers, counselors, bus/ shuttle drivers, etc. 2. Critical Personnel: Personnel with a critical role in your emergency operations plan, such as the incident commander, command staff, general staff or member of another key campus emergency management team. Command staff generally refers to any staff who serves in the role of incident commander, public information offcer, safety offcer or liaison offcer. Examples of critical personnel may include: presidents, superintendents, provosts, public relations personnel, crisis team members, facilities administrators, principals, etc. TrAInInG recommendations Schools and HEIs should identify key personnel to receive training based on their roles and responsibilities in the overall emergency management program as well as the specific responsibilities related to emergency preparedness, incident management or response. These personnel will belong to one of three groups: general personnel, critical personnel or leadership. 1. General Personnel: Personnel with any role in your emergency operations plan. Examples of these individuals may include: Photo: Western Oklahoma State College 3. Leadership Personnel: Personnel with a leadership role and typically obligated to command and manage during incident response in the absence of traditional incident response personnel. Examples of leadership personnel may include: presidents, superintendents, provosts, campus security chiefs, etc. note: a. Completion of course IS-100.HE: Introduction to the Incident Command System, I-100, for Higher Education, constitutes completion of course IS-100. This course was specifically designed to provide NIMS ICS training within a higher education- and postsecondary-based context. b. A new course, IS-800.b: National Response Framework, has replaced IS-800: National Response Plan training. If personnel have completed the previous version, they do not need to take the replacement course. However, it is recommended they complete the updated course in order to have the same information as their partners. 3

8 who GeTs what TrAInInG? Though schools and higher education institution (HEI) offcials are not typically tasked to be highly trained, first-response, emergency management personnel, they play vital roles in the process. Emergency management teams should determine which personnel need to receive training based on their role(s) in the overall school or HEI emergency management program. RequiRed TRaining Recommended TRaining general RoLe critical RoLe LeadeRSHiP RoLe Personnel with any role in emergency preparedness, incident management or response should complete the following TWO courses: IS-100.HE: Introduction to the Incident Command System, ICS-100, for Higher Education IS-700.a: NIMS: An Introduction NOTE: Depending on the school and campus, general incident personnel may include: Emergency management (crisis/incident response) team members Nurses and health offcials School resource offcers School security offcers Counselors, psychologists, psychiatrists [Information] technology specialists Bus/shuttle drivers Facilities, housing and food preparation staff Administrators Educators/faculty Coaches and athletic staff Resource staff, paraprofessionals and support personnel Emergency management personnel with a critical role in response should complete the following FOUR courses, at a minimum: IS-100.HE: Introduction to the Incident Command System, ICS-100, for Higher Education IS-700.a: NIMS: An Introduction IS-800.b National Response Framework, An Introduction IS-200.a: ICS for Single Resources and Initial Action Incidents NOTE: Depending on the school and campus, critical incident personnel may include: Institution presidents Superintendents Provosts Security and police staff Public relations personnel Emergency management (crisis/incident response) team members Principals and assistant principals Facilities, housing and food preparation staff and administrators Emergency management personnel typically obligated (required) to command and/or manage an incident in the absence of traditional emergency/incident response personnel (ex. incident commander) may complete: ICS-300: Intermediate ICS for Expanding Incidents ICS-400: Advanced Incident Command NOTE: Depending on the school and campus, leadership incident personnel may include: Institution presidents Superintendents Provosts Campus security directors School security chiefs Campus police chiefs 4

9 COurse descriptions Is-100.he: Introduction to the Incident Command system, ICs-100, for higher education This course describes the history, features, principles and organizational structure of the Incident Command System (ICS). It also explains the relationship between ICS and the National Incident Management System (NIMS). This course uses the same objectives and content as other ICS courses with higher education examples and exercises. This course takes approximately three hours to complete on the Internet. Is-700.a: nims: An Introduction This is an awareness-level course that introduces NIMS and explains its purpose, principles, key components and benefits. The Internet course contains planning activity screens that provide the opportunity to complete some emergency planning tasks during the course. The planning activity screens on the Internet are printable so they can be used by institutions after completion of the course. This course takes approximately three hours to complete on the Internet or six hours in a classroom. Is-800.b: national response framework (nrf), An Introduction This is an Internet-only course that introduces the NRF, including the concept of operations upon which the framework is built, roles and responsibilities of the key players, and the organizational structures used to manage these resources. The NRF retains the same core principles of the NIMS in which first responders from different jurisdictions and disciplines can work together more closely to effectively respond to natural disasters and emergencies, including acts of terrorism. This course is designed for federal department/agency staff responsible for implementing the NRF, as well as state, local and private sector emergency management professionals whose primary responsibility is emergency management. This course takes approximately three hours to complete. Is-200.a: ICs for single resources and Initial Action Incidents This course is designed to enable personnel to operate effciently during an incident or event within the ICS. ICS-200.a provides training on and resources for personnel who are likely to assume a supervisory position within the ICS. ICS-100.HE is a prerequisite to ICS-200.a. This course takes approximately three hours to complete on the Internet or six hours in the classroom. ICs-300: Intermediate ICs for expanding Incidents This course is a two- or three-day, 18-hour minimum, instructorled course for all federal, state, local, tribal and private sector midlevel management and non-governmental personnel, including: persons serving as command staff, section chiefs, strike team leaders, task force leaders, unit leaders, division/group supervisors, branch directors and multi-agency coordination system/emergency operations center staff. ICS-300 training includes the following topical areas: ICS staffng and organization to include reporting and working relationships and information flow. Transfer of command Unified command functions in a multi-jurisdictional or multi-agency incident ICS forms Resource management Interagency mission planning and procurement ICs-400: Advanced Incident Command This course is a two-day, 16-hour minimum, instructor-led course for all federal, state, local, tribal and private sector and non-governmental personnel who will serve as command or general staff in an ICS organization, select department heads with multi-agency coordination system responsibilities, area commanders, emergency managers and multiagency coordination system/emergency operations center managers. ICS 400 training includes the following topical areas: Command and general staff Deputies and assistants Unified command Organizational relationships among area command, unified command, multi-entity coordination systems and emergency operations centers (EOCs). Photo: Oklahoma State University -Oklahoma City 5

10 how TO ACCess nims TrAInInG COurses NIMS courses are administered and accessible in multiple formats: 1. Instructors 2. Online, independent study 3. Oklahoma Offce of Homeland Security-sponsored courses Photo: University of Central Oklahoma 1. Instructors The Oklahoma Offce of Homeland Security (OKOHS) will assist schools and campuses in building a cadre of qualified ICS instructors to facilitate and institutionalize the use of NIMS. OKOHS will train potential ICS instructor candidates in the basic, intermediate and advanced ICS and NIMS courses and will provide the instructor training needed to allow school and campus instructors to train all key personnel. Schools and campuses can also work with their community partners to identify qualified instructors and conduct joint training opportunities. The National Integration Center (NIC) Incident Management Systems Division has developed guidance that outlines the content and objectives for acceptable NIMS training materials. Any agency or organization sponsoring NIMS training is responsible for ensuring that the materials being taught adhere to the guidelines provided in Federal Emergency Management Agency s (FEMA) five-year NIMS training plan ( library/viewrecord.do?id=3192). In addition, the sponsoring organization must also verify the qualifications of the instructors based on the guidance provided by NIC and OKOHS. Certificates of course completion are also the responsibility of the sponsoring agency or organization and OKOHS. 2. Online, independent study FEMA and its training branch, the Emergency Management Institute (EMI), offer numerous online, independent study courses that are free and include certificates of completion. The IS-100.HE, IS-200.a, IS-700.a, and IS-800.b courses are all available online as independent study (IS) courses offered through FEMA s EMI at ICS-300 and ICS-400 are not available online and must be taken in the classroom. Please see item three for instructions on scheduling these courses. 3. Oklahoma Offce of homeland securitysponsored courses The G402 Administrator course is available for all leadership role personnel and is scheduled free of charge through the Oklahoma State University Fire Service Training Center (OSUFST) or OKOHS. The optional NIMS ICS-300 and ICS-400 training for leadership role (command) personnel is provided with no cost for the instruction to public and private service agencies through funding provided by OKOHS. Course materials and instructors are coordinated through the OSUFST Center in Stillwater. Therefore, scheduling and planning is done through that organization. Jurisdictions wanting ICS-300 and ICS-400 training have the following options: A. Schedule a new course in-house using own ICS instructor. B. Schedule a new course in-house with an outside ICS instructor. C. Register individuals for a course that has already been scheduled. A. schedule a new course using in-house ICs instructors Educational institutions with their own OKOHS-approved ICS instructor may schedule a course by having the instructor contact OSUFST at least 30 days in advance at The 30 day notice gives OSUFST the time to copy books and materials required for the course and ship them to the course location. Instructors must have at least 15 names of students in the class that are, if possible, from multiple jurisdictions and multiple agencies. b. schedule a new course using outside ICs instructors Educational institutions may schedule a course by contacting OSUFST at The person scheduling the class must have at least 15 names of students in the class that are, if possible, from multiple jurisdictions and multiple agencies. 6

11 Additional Training Opportunities EMI offers additional NIMS-related online courses that support school emergency management for schools and HEIs: IS-701: NIMS Multi-Agency Coordination System (recommended for head of school and campus emergency management planning program and ICS team) Photo: Rose State College C. register for currently scheduled course Many institutions may only need to train one or two individuals with any of the above NIMS courses. Institutions may choose to send students to a class already scheduled by other jurisdictions. A list of currently scheduled courses can be found at To register, complete the online registration information or contact OSUFST at IS-702: NIMS Public Information System (recommended for school and campus public information offcers) IS-703: NIMS Resource Management (recommended for head of school and campus emergency management planning program and ICS team). submitting COmpLIAnCe And formal AdOpTIOn forms Educational institutions have a responsibility for preventing, responding to and recovering from emergencies and disasters on the campuses they manage. To assist educational institutions in this requirement, all educational institutions in Oklahoma will be required to complete all activities listed on the form to comply with the National Incident Management System (NIMS). Homeland Security Presidential Directive 5 (HSPD- 5), Management of Domestic Incidents, requires all educational institutions to adopt and implement NIMS to receive federal preparedness funding. Educational institutions working with state or local agencies on emergencies and disasters are also encouraged to familiarize themselves and train on the NIMS concepts that will be used in mitigating incidents. The deadline to submit forms is Wednesday, Dec. 1, Oklahoma Offce of Homeland Security P.O. Box Oklahoma City, OK Additional NIMS guidance can be found at the U.S. Department of Education s Readiness and Emergency Management for Schools site at Using the following self-assessment form, your institution s designated point of contact should initial the line below each NIMS objective your institution has completed. Once your institution has completed the self-assessment form, complete the letter of formal adoption. Submit a signed copy of the self-assessment form and letter of adoption on your institution letterhead to the Oklahoma Offce of Homeland Security. Forms may also be downloaded at Photo: Northwestern Oklahoma State University 7

12 COmpLIAnCe self-assessment form Activity 1: Adopt nims at the school and campus community level. The higher education institution (HEI) supports the successful adoption and implementation of NIMS at the school and campus community level. This includes all applicable organizational and operational offces, departments, committees and teams within the educational entity and is not limited by geographical locations, such as rural, urban or suburban locations. The HEI has designated and maintains a single point of contact within the organization to serve as a principal coordinator for organizationwide NIMS implementation (to include a principal coordinator for NIMS implementation within each appropriate department, agency and/or school. Examples: School of Business, School of Medicine and satellite campuses). Activity 2: Institutionalize the Incident Command system (ICs) for managing all emergency incidents and preplanned school and campus events. The HEI institutionalizes the ICS for managing all emergency incidents, exercises and preplanned (recurring/special) events in accordance with ICS organizational structures, doctrine and procedures, as defined in NIMS. Activity 3: Coordinate and support the development and use of integrated multi-agency coordination systems (macs). The HEI coordinates and supports emergency incident and event management through the development and use of integrated MACS. Activity 4: establish a public information system (pis) within the ICs framework. The HEI has established a PIS within the ICS framework. Public information includes the assignment of a public information offcer and the creation of a joint information system and a joint information center. Activity 5: establish a nims strategy and timeline for full implementation. The HEI has established a NIMS implementation strategy to assess current status of progress toward fulfilling the NIMS Implementation Activities for Schools and Higher Education Institutions. Activity 6: develop and implement a system to coordinate and leverage federal preparedness funding to implement nims. The HEI has a system for maintaining awareness of, and pursuing as appropriate, federal preparedness funding opportunities with local emergency management agencies and authorities such as law enforcement. Activity 7: update emergency management plans to incorporate nims and reflect national response framework (nrf). The HEI has revised and updated plans, such as emergency operations plans (EOPs) and standard operating procedures (SOPs), to incorporate NIMS components, principles and policies. 8

13 Activity 8: participate in and promote mutual aid agreements. The HEI participates in and promotes mutual-aid and assistance agreements, including agreements with public and private sector, non-government and other organizations. Activity 9: Key school and campus personnel complete nims training. The HEI key response personnel included in the emergency response plan have been identified in general, critical or leadership roles. Key general personnel included in the emergency response plan have completed IS-100.HE and IS-700.a. Key critical personnel included in the emergency response plan have completed IS-100.HE, IS-700.a, IS-800.b and IS-200.a. Key leadership personnel included in the emergency response plan have completed IS-100.HE, IS-700.a, IS-800.b, and IS-200.a. Optional Training: Key leadership personnel may also participate in ICS-300 and ICS-400 training. Activity 10: Incorporate nims and ICs into all emergency management training and exercises. The HEI incorporates the NIMS and ICS frameworks, principles and approaches into all trainings and exercises (e.g., table-tops, full-scale drills, etc.). Activity 11: participate in an all-hazard exercise program based on nims that involves first responders from multiple disciplines and jurisdictions. The HEI will plan for and participate with partners in an all-hazard exercise program based on NIMS that involves first responders from multiple disciplines, agencies, and organizations. Activity 12: Incorporate corrective actions into preparedness and response plans and procedures. The HEI will incorporate corrective actions into preparedness and response plans and procedures with community partners. Activity 13: response inventory The HEI maintains an inventory of organizational response assets (equipment, resources and supplies). Activity 14: resource acquisition To the extent permissible by law, the HEI ensures that relevant national standards and guidance to achieve equipment, communication and data interoperability are incorporated into acquisition programs. Activity 15: standard and consistent terminology The HEI applies standardized and consistent terminology for school and campus incidents, including the establishment of plain English communication standards across the public safety sector. I hereby certify the institution has met the NIMS compliance objectives. Institution Authorized Representative Date 9

14 LeTTer Of formal AdOpTIOn Of nims for OKLAhOmA postsecondary InsTITuTIOns Administrator of WHEREAS: All K-12 schools and higher education institutions (HEIs) urban, suburban, and rural; large and small receiving federal preparedness monies through the U.S. Department of Education (ED), the U.S. Department of Homeland Security (DHS), and/or the U.S. Department of Health and Human Services (HHS) are required to support the implementation of the National Incident Management System (NIMS). Furthermore, many state and local jurisdictions are requiring schools to complete these activities to ensure greater communication between community partners and schools as well as to provide for more effcient responses to school-based incidents. WHEREAS: All schools and HEIs are integral components of every community and its government, DHS and ED recommend all schools and HEIs regardless of whether they are recipients of federal preparedness funds should implement NIMS. WHEREAS: The president, in Homeland Security Directive (HSPD)-5, directed the secretary of DHS to develop and administer NIMS, shall provide a consistent nationwide approach for federal, state, local and tribal governments to work together more effectively and effciently to prevent, prepare for, respond to, and recover from domestic incidents, regardless of cause, size or complexity. WHEREAS: The collective input and guidance from all federal, state, local, tribal and higher education homeland security partners has been, and will continue to be, vital to the development, effective implementation and utilization of a comprehensive NIMS. WHEREAS: It is necessary and desirable that all federal, state, local and tribal emergency agencies work together with schools and HEIs to coordinate their efforts effectively and effciently to provide the highest levels of incident management. WHEREAS: To facilitate the most effcient and effective incident management, it is critical that HEIs and schools utilize standardized terminology and organizational structures; interoperable communications; consolidated action plans; unified command structures; uniform personnel qualification standards; uniform standards for planning, training and exercising; comprehensive resource management; and designated incident facilities during emergencies or disasters. WHEREAS: The NIMS standardized procedures for managing personnel, communications, facilities and resources will improve the ability to utilize federal funding to enhance institutional readiness, maintain first responder safety and streamline the incident management processes. WHEREAS: The Incident Command System components of NIMS are already an integral part of various incident management activities throughout the local community, including current emergency management training programs. NOW, THEREFORE, BE IT RESOLVED by the Administration of that NIMS is hereby established as the standard for incident management. A specific individual must be designated as a local point of contact (LPOC) to coordinate NIMS activities and to ensure compliance. establishes that (Administrator) (Name/Title) is hereby designated as the LPOC. APPROVED AND ADOPTED this day of, year by the Administration of ATTEST: Witness Authorized Representative 10

15 The Oklahoma State Regents for Higher Education, in compliance with Titles VI and VII of the Civil Rights Act of 1964, Executive Order as amended, Title IX of the Education Amendments of 1972, Americans with Disabilities Act of 1990 and other federal laws and regulations, do not discriminate on the basis of race, color, national origin, sex, age, religion, handicap or status as a veteran in any of its policies, practices or procedures. This includes, but is not limited to, admissions, employment, financial aid and educational services. This publication, printed by State Regents Central Services, is issued by the State Regents as authorized by 70 O.S. 2001, Section copies have been printed at a cost of approximately $450. Copies have been deposited with the Publications Clearinghouse of the Oklahoma Department of Libraries. This publication was produced in August 2009.

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