EMERGENCY PREPAREDNESS APPA Institute for Facilities Management Orlando, FL September 2016

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1 MRGNCY RARDNSS AA Institute for Facilities Management Orlando, FL September 2016 Dr. Joseph K. Han Associate Vice resident, Administration & Operations xecutive Director, ublic Safety Commissioned xecutive Law nforcement Officer Cleveland State University mail: hone: (216) We are FAS ngaged and Customer Focused rofessionals Delivering xcellence! 1 We are FAS ngaged and Customer Focused rofessionals Delivering xcellence! WHO AM I & WHY AM I HR? 26 years higher education Idaho Management Academy Incident/Unified Command xecutive Agency Liaison D ublic Safety / LO UNIVRSY ARCHICH FACILIIS MANAGMN CAMUS/UBLIC SAFY NVIR. HALH & SAFY SUSAINABILIY SHIING & RCVING ARKING RANSORAION ACCSS CONRL & SC. SYS. UNIVRSIY OLIC MRGNCY MANAGMN INFORMAION SYSMS & CHNOLOGY FOUR HASS OF MRGNCY MANAGMN revent or Mitigate repare Recover Respond 1

2 ODAY S OBJCIV: DR DIV INO MRGNCY RARDNSS CAMUS RARDNSS IS A GAM CHANGR WHA MAJOR INCIDNS HAV AKN LAC ON OR NAR YOUR CAMUS? In groups, make a list of emergency you had on your campuses? In one minute, I will asks for volunteers shares your group s list. We are FAS ngaged and Customer Focused rofessionals Delivering xcellence! MAJOR INCIDNS AROUND H COUNRY 1992 Hurricane Andrew- U. of Miami, $17 Million 1994 Northridge earthquake-csu Northridge $380 Million 1997 Flood-Colorado State, $100 Million 1999 Heat Wave/ower outage-columbia U. research lost $Millions 2000 Residence Hall fire-seton Hall, 3 died 58 injured Fire Bloomsburg U./Millikin U. student deaths ropical Storm Allison-U. of exas Houston Medical $205 Million Student shooting-u. Arizona 4 died Airplane crash kills 2 Clemson Students and 1 from Bob Jones students involved in mass casualty at Lehigh U. Rave arty 2005 Hurricane Katrina-Largest Natural Disaster in recorded History F3 tornado hits Volunteer State Community College 2007 Student shooting-virginia ech 31 died Man with a gun on Ferrum College campus H1N1 andemic 2010 U Austin gunman on campus 2011 Fukushima Nuclear Accident sunami/arthquake 2012 Shooting Sandy Hook lementary School shootings on college campuses January 19, 2014 Shooting at urdue University January 22, 2014 Oklahoma false report 2014 OHIO - Active shooter lockdown (x2) 2014 CSU - Shots fired/loaded gun active foot chase CSU - Bldg. shut evacuation (2); 3 campus shutdown/cancellations. 2

3 GROU XRCIS: WHA AR W RARING FOR? Natural Disasters Fires Hurricanes arthquakes Floods/Levee failures Blizzards/Ice & Snow Storms ornados Drought/Rain Disease/andemic estilence Campuses must prepare for All- hazard Incident Management. Malicious Shootings In groups, use the Large NO ad to list some Arson examples in each category: Domestic Disturbance/Riot 1. Natural Bomb threat (explosions) 2. Malicious NBC attack 3. Non-Malicious Hostages I will ask for volunteers to share their groups list Non-Malicious Fires Leaks Floods ower outage AC&SS Failure in life safety systems SAR WIH WHY 1. It s the right thing to do / Best practices (FMA): rotect Life rotect Infrastructure stability rotect roperty/environment rotect continuity of operation rovide a speedy recovery 2. Required by FMA/USD 3. Required by state or local board mandate B RARD! WHY? FMA & U.S. Department of ducation require: 1) O & COO... 2) Audits and table top exercises. 3) Sufficiently trained staff members 4) Develop coordinated plans with first-responder agencies. 3

4 B RARD! WHY? mergencies will happen: it s a matter of when, not if! he expectations for readiness has risen and continue to increase. We are FAS ngaged and Customer Focused rofessionals Delivering xcellence! CONDUC A CAMUS WID RISK / VULNRABILIY ASSSSMN Importance and Urgency of reparation is directly related to the probability and severity of impact. robability- he likelihood an event will occur. Severity he enormity of the impact/the potential to shut down your core function. Risk &Vulnerability answers how probable the event is likely to occur and how sever the impact might be. Higher the risk/vulnerability, the more important and urgent emergency preparation becomes. RISK ASSSSMN CAMUS WID Severity Scope of Impact (LI) V V High Impact Low robability NBCG. pidemic. Nature. Some Infrastructure. xtreme utility issues. Low Impact Low robability Region dependent Seasonal - weather, brownout Resource dependent We are too busy with the high probability events to deal with this! robability (Likelihood of occurring) High Impact High robability Infrastructure. Utility. Acts of terror/nature. Some diseases. Low Impact high robability Routine weather/utility. Some Infrastructure. Some events. We are FAS ngaged and Customer Focused rofessionals Delivering xcellence! 4

5 BGIN WIH VALUAION (1) Responsible department/personnel identified olicy Group (xecutive olicy Group) Operation Group ( Operations Group) IM / R (incident management/emergency response) Responsible staff identified and properly trained Vulnerability/Risk Assessment conducted Coordination plans with first responders established Internal stakeholders xternal stakeholders We are FAS ngaged and Customer Focused rofessionals Delivering xcellence! BGIN WIH VALUAION (2) Operations (OC) promulgated Continuity of Operations (COO) in place Operations Center (OC) set up Incident Action (IA) used exercises conducted After action report developed and implemented Communication strategy established Mass communication system in place We are FAS ngaged and Customer Focused rofessionals Delivering xcellence! WHA IS YOUR ASSSSMN? How did your campus do with the evaluation/assessment? What can be done to improve emergency preparedness? More Resources Staff Competency Leadership ngagement d 5

6 ning Compared: vents Incident Response vent Incident Scenario Specific Hypothetical Unplanned ning Resources Able to develop IA Rely on O Limited planning ning ime ime available ime available imeliness is critical Scenario Situation is stable Situation is stable Situation is unstable Stability Information Availability Limitation.g. a Wedding Information complete Restrictions are known Information is hypothetical Restrictions are assumed Information may be incomplete otential to expand rapidly Wedding Weather arty crasher vent ning hase 1: Known in advance hase 2: vent objectives hase 3: vent ning hase 4: Disseminate the hase 5: xecute/valuate/revise he ning for Incident Response hase 1: Hypothetical Incident hase 2: Incident objectives hase 3: Incident ning hase 4: Disseminate/discuss the hase 5: Debrief / Hot wash Source: FMA IA Guide What to do in the ning hase (1) 1. Identify responsible department/personnel olicy Group (xecutive olicy Group) Operation Group ( Operations Group) IM / R (incident management/emergency Response) 2. rain responsible staff 3. Conduct Vulnerability/Risk Assessment 4. Coordinate plans with first responders Internal stakeholders xternal stakeholders 6

7 What to do in the ning hase (2) Operations (O) (FMA emplate) Continuity of Operations (COO) (FM) Operations Center (OC) Incident Action (IA) Discussion based training: Seminars/workshops, X, Operations based training: Games, Drills/Functional & Full scale Crisis Communication Mass communication system (N) MRGNCY ORAIONS CNR, OC Introduction urpose Assumptions Location, Activation OC Communication Options OC Operation INCIDN COMMAND SYSM CSU OC SRUCUR OC Deactivation: Incident Command Forms OC CHCKLISS: OC ACIVAION OC DACIVAION OC CHCK-IN FORM ACIVIY LOG MRGNCY VN SIUAION ROR xecutive Leadership olicy Group Checklist OC Manager s Checklist Operations Support Section Logistics Support Section ning Support Section Finance & Administrative Support Section OC Manager's Support eam Satellite hone Operation Conference Bridge rocedure Sample ning Meeting Agenda Liaison Officer osition Checklist CRISIS COMMUNICAIONS LAN Overarching CSU s Crisis Communication philosophy Get ell the it facts. first Stick ell to the truth facts. ell it all Say nothing until you are sure. Keep everyone current. reparednes s Crisis Communications Never speculate about what may happen next. Outlines the process for assessing, drafting and ell disseminating the story; don t the let the official story be University told. Get out response. in front of bad news. Key administrators are identified Be consistent. valuate after the crisis. 7

8 Resources Department Homeland Security FMA State MA City County OC CDC eer Institutions Insurance Underwriters Consultants Activity #3: itfalls of Disaster ning 1. Failure to start & persevere. 2. Assume staff availability. At your table, make a list of 3. Assume technology availability. 4. Assume pitfalls resource (mistakes availability made) (w/ related & w/o MOUs, to disaster MOAs). planning. 5. Assume how other departments function. 6. Overly complicate the process (do too much, too fast) 7. Fail to establish key internal relationship/partnership before the incident. 8. Fail to resolve policy issues before the incident 9. Fail to establish key internal relationship/partnership before the incident. 10. Overlook broader impact of an incident to neighboring community. Dino here. Don t do these! ning rinciples that Work hese are cool! 1. Relationship works better than policy or force. 2. Simplify, Simplify, Simplify. 3. Identify and regularly update an executive sponsor. 4. Identify and resource the right champion. 5. Involve stakeholders from across the campus to develop & prioritize a list of potential scenarios. 6. Use DAA, quality experience, and financial models to promote 7. Be prepared to promote when the timing is right. 8. Identify the roadblocks and be solution oriented. 9. Be visible (campus events, fliers, promotional, create events) 10. Be Cool (911-celllar app, give a ways) 8

9 DVLO H LAN: O/M/A/R H:// O (use FMA template) Annexes COO Notification System Communication Incident specific IA OC handbook rain and equip the Campus raining Resources FMA / MI State MA County MA X Seminars/consultants Required/Recommended raining Foundations: ICS 100,200,700,800 Intermediate: ICS 300,400 Advanced: Specialty, Command/General staff Building Response Capacity thorough raining 9

10 Activity #4: Why conduct training s s are time consuming, expensive, and nobody wants to do it. Why bother? Clarify roles and responsibilities. interagency coordination. Find resource gaps. Develop individual performance. Identify opportunities for improvement. Creating buy-in to minimize micro-managing. XRCISS What do you test? Mass Notification System Confirm MOU/MOA est the O est the COO est the OC est those responsible (G, OG, Dispatch) CONSULANS reparis, Inc eachtree Rd N Suite 2050 Atlanta, GA info@preparis.com (855) Clairedan Dr. owell, OH Office: (614) Fax: (614) Cell: (216) mpodracky@armadausa.com web: 10

11 XRCISS: Start with the most probable Severity Scope of Impact (LI) V V High Impact Low robability NBCG. pidemic. Nature. Some Infrastructure. Utility. Low Impact Low robability Region dependent Seasonal - weather, brownout Resource dependent We are too busy with the high probability events to deal with this! robability (Likelihood of occurring) High Impact High robability Infrastructure. Utility. Acts of terror. Nature. Some diseases. Low Impact high robability Routine weather/ Utility. Some Infrastructure. Some events. ACIVIY #5: X ABL O XRCIS reparednes s VN SCNARIO (1) VAL John Doe vent Center seats 12,000 and expected to be filled to capacity with 3,000 graduates, 500 faculty, and 7,000 visitors. he three (3) hour graduation event is scheduled for 1pm 4pm in June: 95 degrees, sunny and slightly muggy. Q1: What are the typical issues/challenges to be considered? How will be ensure Life Safety, Incident Stabilization, roperty conservation? (vulnerability assessment!) What are the policy/procedure related to event shut down? Q2: Who are your partners during the event planning phase? Critical Infrastructure partnership Advisory Council (CIAC) City/County OC R 11

12 VN SCNARIO(2) John Doe vent Center seats 12,000 and expected to be filled to capacity with 3,000 graduates, 500 faculty, and 7,000 visitors. he three (3) hour graduation event is scheduled for 1pm 4pm in June: 95 degrees, sunny and slightly muggy. he commencement speaker is. Q1: What are the typical issues/challenges to be considered? How will be ensure Life Safety, Incident Stabilization, roperty conservation? (vulnerability assessment!) What are the policy/procedure related to event shut down? Q2: Who are your partners during the event planning phase? Critical Infrastructure partnership Advisory Council (CIAC) City/County OC VAL R VN SCNARIO(3) Open carry educational walk is scheduled to take place from noon 4:00M. Q1: What are the typical issues/challenges to be considered? How will be ensure Life Safety, Incident Stabilization, roperty conservation? (vulnerability assessment!) What are the policy/procedure related to demonstrations? What are your plans for crowd panic, possible media coverage, etc.? Q2: What are your plans? Q3: Who are your partners during the event planning phase? VAL R VN SCNARIO(4) VAL ro GLBQA is scheduled to take place from noon 4:00M. A group calling themselves the Morality olice has vowed to make their presence known. Q1: What are the typical issues/challenges to be considered? How will be ensure Life Safety, Incident Stabilization, roperty conservation? (vulnerability assessment!) What are the policy/procedure related to demonstrations & active treats? What are your plans for crowd panic, possible media coverage, etc.? Q2: What are your plans? Q3: Who are your partners during the event planning phase? R 12

13 INCIDN SCNARIO VAL R Special guests and demonstrators all have canceled. It s a normal graduation day! Graduation ceremonies began at 1:00M. Given the hot weather, free water & soda giveaways, people have been trickling in since noon. he event starts without any reported problems. At 1:10M, MS was called for several people with severe SOB. By 1:20M, there are over 20 people with SOB symptoms, with three elderly and one child having collapsed as MS arrived. Of the 25 transported, 4 are DOA, 18 are in critical care, and 3 are showing signs of recovery. While there are some signs of curiosity and unrest in the center, the ceremony continues. INCIDN SCNARIO VAL R Special guests and demonstrators all have canceled. It s a normal graduation day! Graduation ceremonies began at 1:00M. Given the hot weather, free water & soda giveaways, people have been trickling in since noon. he event starts without any reported problems. At 1:10M, MS was called for several people with severe SOB. By 1:20M, there are over 20 people with SOB symptoms, with three elderly and one child having collapsed as MS arrived. Of the 25 transported, 4 are DOA, 18 are in critical care, and 3 are showing signs of recovery. While there are some signs of curiosity and unrest in the center, the ceremony continues. Q1: What are your objectives and operational tasks? riorities are: Life Safety, Incident Stabilization, rotect roperty. Q2: What needs to be done? What resources are needed? Q3: Who are your partners during the incident? INCIDN SCNARIO(1) VAL R By 1:25 M, you learn that the symptoms are indicative of cyanide poisoning. Q1: What are your objectives and operational tasks? Q2: What resources are needed now? Q3: Who are your partners during the incident? 13

14 XRCIS SUMMARY Q1: Why is partnership building before an incident important? Q2: Who are the partners you/your campus must establish immediately? Q3: What measures must your campus take immediately to prepare for an incident? O is current and approved by the University leadership. COO is in place for all campus units. MOU/MOA are established with key partners. he responsible M Coordinator is identified and properly resourced. response personnel and administrators are properly credentialed/trained. Mass notification system is in place and routinely exercised. X are conducted regularly with key stakeholders. stablish internal/external relationship and build partnerships. VAL R valuation he Homeland Security and valuation rogram (HS) AFR AN INCIDN, CONDUC ACION ROR (HO WASH). HO WASH: Damage assessment. Situational Update. What Worked Well? What were some challenges? What can/should be improved? Corrective actions listed in the After-Action Report/ment (AAR/I). Monitor progress and engage a cycle of continuous improvement. 14

15 WRAING U What was the most significant lesson learned? How will you apply the idea to make a positive difference to ensure your campus emergency readiness? Challenge to the facilities professionals. We are FAS ngaged and Customer Focused rofessionals Delivering xcellence! hank you for your participation Dr. Joseph K. Han Associate Vice resident, Administration & Operations xecutive Director, ublic Safety Commissioned xecutive Law nforcement Officer Cleveland State University mail: joseph.han@csuohio.edu hone: (216) We are FAS ngaged and Customer Focused rofessionals Delivering xcellence! 15