Eastern Illinois University s Campus Warning/ Disaster/Emergency Information Annex Interim Draft Document Date: 2/23/10.

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1 Eastern Illinois University s Campus Warning/ Disaster/Emergency Information Annex Interim Draft Document Date: 2/23/10. **UNCLASSIFIED// FOR OFFICIAL USE ONLY** The material contained in this document should be treated as UNCLASSIFIED/FOR OFFICIAL USE ONLY (U/FOUO) and restricted to members of public safety organizations and vetted private sector partners. Under no circumstances should this material be released to media sources. Purpose and Trigger The purpose of this plan is to provide policies and procedures for the coordination of communication within the university and between the university, the media and the public in the event of a crisis, warning situation, or emergency information. Through the Emergency Notification System, information will be disseminated to the public though the media and seven commutation methods available to the University: Posters Outdoor sirens, Public Address Speaker and through speaker and alarms in buildings Text messages Web Pages Mass Media announcement through Radio and Television Special needs formats and languages The objectives include: To factually assess a situation and determine whether a communications response is warranted. To assemble/communicate with other appropriate crisis communication team representatives who, in turn, will make recommendations on appropriate responses. To implement immediate action to: A. Identify constituencies who should be informed. B. Communicate facts about the crisis. C. Minimize rumors. D. Restore order and confidence. The trigger for engaging the Emergency Notification System is when the first responder determines that the campus needs to know of the current developing emergency and how it affects the residents and visitors on campus. In addition to Alert EIU, students, faculty and staff should be aware of these methods of communication:

2 A siren/public address system will sound a pulse tone, followed by a public address message, if needed. The pulse tone notifies all students, faculty and staff to check their EIU-assigned and/or Eastern's Web site for important information. An message to all students, faculty and staff will provide information about the emergency. A "phone tree" will help notify key individuals in departments/programs on campus; they, in turn, will post this emergency information in accessible locations (where possible) for general public awareness. Information will be available via WEIU Radio (88.9 FM)/TV (Channel 51/Mediacom Cable 6). The Campus Emergency Management Team Chair will activate the text messaging, , phone tree, and notices via the radio and TV. The University Police Department has control over exterior warning siren and Public Address system. UPD shift officer will activate the siren and make live voice announcements by the Emergency Notification System UHF radio frequencies. Pre-Level 1 actions The Emergency Notification Siren and Public Address will be tested at 10:30 a.m. on the first Tuesday of each month if weather is permitting. Locations of outdoor sirens are: Baseball Park, Ninth Street parking lot, Booth Library, and Old Main. Several buildings across campus have interior notification systems.

3 Eastern Illinois University Preparation Activities that should be undertaken as soon as possible to prepare for any Emergency or mass notification requirements. Emergency Management Team Administrator Group Agency Administrators Chair of CEOC President VP Academic Affairs VP Business Affairs VP University Advancement Treasure Dr. Daniel Nadler, VP for Student Affairs Dr. William Perry Dr. Blair Lord Dr. William Weber Dr. Robert Martin Paul McCann EMT- Management Group - Incident Management Team Incident Commander To be Announced depending on type of incident Campus Public Information Officer Vicki Woodard, University Marketing and Communications Safety Officer To be announced Finance Chief Mike Hutchinson, Account Logistics Chief John Sigler, Facilities Planning and Management Operations Officer To be announced Planning Officer Gary Hanebrink Public Speaker Text Message Web Page Phone Trees Technical Support University Police Department Clay Hopkins University Marketing and Communications University Marketing and Communications Jeff Cross- Each Division s operational structure starting with the Dean of Colleges Notification of next-of-kin and establishing the Family Assistance Center Director of Counseling Center

4 IDWG Assessment Team IC, IC Support Team and Communications and Marketing, Groups Action Implementation Groups Preparation Level 1 1.Monitor national situation 1. Develop media strategy 2.Communicate supporting departments 3.Develop a list of essential personnel 4. Test the notification network on a regular schedule IC and IC Support Group ESF 2 Communications Asst. Vice President for Information Technology ESF 3 Public works and Engineering Facilities, 1.Meet and coordinate with Coles County Public Health Officials 2.Communicate with other universities 3.Brief emergency EHSC on regular basis 4.Formulate the plan for the University s response 5. Develop policy for suspension of classes due to avian flu 1. Identify essential staff that can maintain the University communications systems 2. Update the University s web page as appropriate 3. Draft internal and external bulletins and announcements based on discussions between the CEOC and IDWG 4. Assure adequate communications with Deans, Directors, and Department Heads 5. Develop phone tree communication process 1. Identify essential staff that can maintain the University s facilities and operations 1.Communicate with campus faculty, staff, students and parents 2.Update plans as appropriate 1. Issue reminder to staff and faculty on current topic 2. Meet with other PIO to coordinate information under the NIMS JIS Joint Information system 3. Issue reminder to International Studies Abroad and International student of procedure and developments 4. Issue correspondence to our students and commuter students to address their needs 5. Identify other sources for mass communication 6. Provide information in a manner suitable for special needs public 7. Offer information and warning for limited English proficiency populations 1. Prepare for recovery process by activating the trade shop recall and personnel accountability assessment

5 Planning and Management ESF 5 Emergency Management ESF 13 Public Safety and Security University Police 1. Develop annex and distribute in accordance with the directions of the plan review team 1. Review Legal authority to impose and enforce containment procedures 2. Develop procedures for shelter in place and evacuation of the campus ESF 15 External Affairs Vice President for Student Affairs 1.Draft internal and external bulletins and announcements 2. Obtain IC and IC Support Team approval and disseminate

6 Declaration of Authority for Campus Warning/ Disaster/Emergency Information. February 23, 2010 The Director of Medical Services or designee by the Vice President of Student Affairs is assigned as Incident Commander. You have full authority and responsibility for managing the incident mitigation activities within the framework of laws, and Eastern Illinois University policies and direction provided in the Agency Administrator Briefing from the Emergency Management Team Administrator Group. Your primary responsibility is to organize and direct your assigned resources for efficient and effective mitigation of the incident. You are accountable to the Agency Administrator or the representative designated below. Specific direction for health and medical emergency: 1. Protection of life and private property is your highest priority task. 2. Give special consideration to responder safety. 3. Be cost effective; final costs should be no more than 120% of the preferred EIU alternative. 4. Manage equipment and supplies to ensure losses are within the bounds determined by the Agency Administrator. 5. You should take over the management of the incident and work for betterment of the total University when the Agency Administrator briefs the Incident Commander. 6. Your monetary resources allocation will be tracked in ORG # provisionally funded at $25, Agency Administrator: Vice President for Student Affairs Date: