Herbert Wertheim College of Engineering Emergency Management Plan Version Date

Herbert Wertheim College of Engineering Emergency Management Plan Version Date 2018-04-27 Gainesville, FL 32611

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Approval and Promulgation This Herbert Wertheim College of Engineering (HWCOE) Emergency Management Plan (EMP) describes the procedures and organizational structure by which the HWCOE will respond to an actual or potential emergency, which occurs at the (UF) and impacts any parts of the HWCOE. This document has been developed in support of the UF Comprehensive Emergency Management Plan (CEMP), and specifically addresses the operations, functions, and roles and responsibilities that HWCOE will have in the response to and recovery from an emergency. This signature acknowledges the acceptance of this HWCOE EMP as the primary emergency plan for the unit, superseding previous emergency plans. Upon signing this letter, the designated authorities agree to: Support the identified preparedness efforts taken by HWCOE. Follow the outlined concept of operations for the unit during an emergency. Provide support and authority as needed to the unit during or after an emergency. Promote on-going development, exercising, training, and enhancement of this HWCOE EMP. Dr Forest Masters Associate Dean of Research and Facilities Herbert Wertheim College of Engineering Dr Cammy Abernathy Dean, Herbert Wertheim College of Engineering Date i

Record of Changes Modifications and/or revisions to the Herbert Wertheim College of Engineering s Comprehensive Emergency Management Plan are recorded in the table below. Additionally, the most current version of this plan can be found online at [INSERT URL HERE ONCE DETERMINED]. Description of Change Page # of Change Date of Change i

Record of Distribution The most current version of this plan can be found online at [INSERT URL HERE ONCE DETERMINED]. Additionally, distribution of approved major versions of this Emergency Management Plan (EMP) will be to the following groups (please record the date and method of distribution at the time of distribution): Group/Individual Distribution Method Distribution Date (Inclusion in the table does not verify receipt of document only the intended recipients of the EMP to insure intended recipients are not missed.) ii

Table of Contents Approval and Promulgation Document... i Record of Changes... ii Record of Distribution... iii Table of Contents... iv Basic Plan... 1 I. Introduction... 1 A. Plan Organization... 1 B. Purpose... 2 C. Scope... 2 D. Situation Overview... 3 E. Planning Assumptions... 3 1. University Assumptions... 3 2. HWCOE Assumptions... 3 II. Concept of Operations... 4 A. General... 4 B. Priorities / Objectives... 4 III. Organization and Assignment of Responsibilities... 4 A. College Leadership Group... 4 B. College Emergency Operations Team... 4 C. Departmental Leadership Group... 4 D. Departmental Emergency Operations Group... 4 E. Additional Key Individuals/Groups... 4 F. External Entities... 4 IV. Direction, Control and Coordination... 5 A. University Emergency Operations Center... 5 B. HWCOE Incident Command Post... 5 V. Information Collection, Analysis and Dissemination... 5 A. Monitoring Threats and Emergencies... 5 B. Reporting Emergencies... 5 VI. Communications... 6 A. Emergency Notification... 6 1. University Notification... 6 2. Department Notification... 6 B. Emergency Communications... 6 1. University Communications... 6 2. Department Communications... 7 VII. Administration, Finance and Logistics... 7 A. Emergency Supplies... 7 B. Emergency Resource Requests... 7 C. Building Systems... 7 1. Emergency Power... 7 2. Fire/Security Systems... 8 iv

D. Special Collections... 8 VIII. Plan Maintenance... 8 A. Plan Development and Updates... 8 B. Training and Exercises... 8 IX. Authorities and References... 9 A. Authorities... 9 B. References... 9 v

Basic Plan I. Introduction The Herbert Wertheim College of Engineering (HWCOE) is [XYZ]. It is home to nine schools and departments and occupies [###] main campus buildings. Additionally, has facilities across the state of Florida including the REEF, Sarasota Innovation Station, and [OTHER]. Due to its various locations, high-profile status of the higher education and research institution and the breadth and scope of functions it performs, HWCOE is vulnerable to a variety of hazards, which could cause complex emergency situations. The hazards and resulting emergencies pose potential threats to disrupt the HWCOE s mission, operations, and reputation. Taking into consideration the many unique elements of the HWCOE, this HWCOE Emergency Management Plan (HWCOE EMP) was developed to address emergency preparedness through prevention, protection, mitigation, response, and recovery. The document outlines, authorizes, and implements the HWCOE s structure for coordination activities during all phases of the emergency with an all-hazard approach. The HWCOE EMP is organized according to national best practices, industry standards, and the University s Basic Emergency Plan template. A. Plan Organization This HWCOE CEMP is a collection of components rather than a single document: Basic Plan, Emergency Guidance, Tropical Weather Plan, College Continuation of Operations Plan, and [OTHER]. Together, all of these plan elements coordinate to form the HWCOE CEMP, which can be employed in its entirety, or in part, to respond to and manage emergencies that may impact the HWCOE. Basic Plan This Emergency Management Plan (EMP) provides the overarching framework for emergency management activities within the HWCOE. It details how the HWCOE will prepare for and manage emergencies from an organizational and administrative level within the s CEMP. The elements described in the Basic Plan are intended to be flexible for implementation during any hazard that may affect the HWCOE, and these elements serve as an umbrella for all other emergency actions described in this EMP. Emergency Guidance Appendix A Whereas the Basic Plan is the overarching framework for emergency management this first appendix is specific guidance for a range of emergency situations which may be experienced within the HWCOE. The purpose is to describe an emergency situation and provide guidance, procedures, and other references in order to prepare for, respond to and recovery from it. Documented emergency situations include active shooters, bomb threats, building fires, floods, hazardous materials releases and many others. Tropical Weather Plan Appendix B The (UF) Campus is vulnerable to impacts from tropical storms and hurricanes. 1

The objective of this appendix is to establish procedures to protect students, staff, and faculty, minimize storm related damage to UF property and facilitate recovery (including adequate documentation for insurance and FEMA reimbursement). It is important for all UF units to be prepared for the impacts of tropical weather. This appendix serves as a tool to assist the HWCOE in responding to and recovering from potential and actual impacts. College Continuity of Operations Plan Appendix C The Continuation of Operations Plan (COOP) is an effort by the University and by the HWCOE to ensure that Primary Mission Essential Functions (PMEFs) continue to be performed during a wide range of emergencies, including localized acts of nature, accidents and technological emergencies. The document is intended to assist and guide preparation for and response to a COOP activation and, as such, outlines the essential functions, positions, equipment, records and other resources needed to implement the COOP. The COOP plan provides the framework for sustaining essential operations for up to 30 days. B. Purpose This Emergency Management Plan (EMP) follows the (UF) Comprehensive Emergency Management Plan (CEMP), which details the University s approach to coordinating emergencies. The HWCOE has a key role in supporting activities in preparation for, response to and recovery from an emergency that affects UF and the HWCOE. This document establishes actions in support of University-wide operations described in the CEMP as well as internal actions. UF is at risk from various hazards and this EMP supports the University s overall goal to protect life, property, and the environment. Due to the varying nature of emergencies that may impact the University and its units, this EMP is intended to serve as a flexible guide to meet the HWCOE s needs as dictated by the emergency. C. Scope This Plan provides an overview of the emergency management system and organizational structure for the HWCOE and the University. The document outlines the coordination, management, and general concept of operations within the HWCOE, and its departments, and includes additional emergency management-related documents as well as references to policies and procedures. This EMP applies to all students, faculty, staff and external partners working within the HWCOE. This Plan may be activated in conjunction with the University CEMP or in response to an emergency affecting any part of the HWCOE. This document supports activities described in the CEMP but does not supersede it. The extent of implementation will be dictated by conditions and scope of the incident. Primary responsibility for determining appropriate scale rests with the HWCOE Dean with input from the College s Emergency Planning Team. 2

D. Situation Overview E. Planning Assumptions The following planning assumptions are made regarding emergencies, which may impact the University: 1. University Assumptions An emergency or disaster may occur at any time of the day or night, weekend or holiday, with little or no warning and may affect UF s campus and other facilities, as well as the University s physical or technological infrastructure. UF will maintain a CEMP and train appropriate personnel to evaluate and respond to emergencies from the institutional level. The succession of events in an emergency is not always predictable. Therefore, published plans, such as this EMP, serve as guidance and may require modifications in order to meet the specific circumstances of the emergency. Resource management, including mission assignment, deployment, and demobilization, will be coordinated through the University Emergency Operations Team (EOT) when activated during emergency situations that impact the University on a larger scale. The occurrence of a major emergency may affect the surrounding community and region result in an emergency declaration at the local and state levels. This may further result in federal disaster declaration by the federal government. At such times it is likely that access to and availability of external resources may be limited. Additionally, these declarations may enable UF to access additional, or alternate, resources for response and recovery activities. Extended emergencies may require 24-hour operations, and staffing should be planned accordingly. 2. HWCOE Assumptions The HWCOE will respond to an emergency by activating the College Emergency Operations Team and enacting this EMP. Each HWCOE department, center, institute, or affiliated organization should be familiar with the University CEMP, the HWCOE EMP, and specific responsibilities assigned to it within these documents. Life safety is the first priority at UF. If life safety is at risk, faculty, staff and students might not be able to access University facilities including buildings, offices, classrooms or laboratories during or after an emergency. HWCOE personnel will be available for UF officials in an emergency to provide information specific to their unit including details regarding operations and facilities affected by the emergency. 3

II. Concept of Operations A. General B. Priorities / Objectives The HWCOE will address emergencies in a safe, effective manner and therefore safeguard the University s reputation. The primary priorities are protection of lives, property and the environment. As such, emergency management objectives of this EMP are to: Protect the health and safety of students, faculty, staff, and visitors affected by emergencies; Contain and stabilize the emergency; Minimize damage to University property, facilities, research, and the environment; Minimize disruption to University operations, including teaching, research, extension and clinical activities; Resume normal University activities and operations in a timely manner. III. Organization and Assignment of Responsibilities The emergency management organizational structure for the HWCOE consists of several elements including the following (reference Figure 1) A. College Executive Committee (Excom) The Excom is comprised of the Dean, Associate Deans, and Executive Directors of Finance and Personnel, Advancement, and Flex Station and Engineering Innovation Institute. B. College Emergency Operations Team Responsibilities for this College group. C. Departmental Leadership Group Responsibilities of the Chairs, Associate Directories, and key departmental faculty. D. Departmental Emergency Operations Group Responsibilities of Building Emergency Coordinators and Lab Safety Managers. E. Additional Key Individuals/Groups Stuff F. External Entities Stuff 4

IV. Direction, Control and Coordination A. University Emergency Operations Center If an emergency affecting UF requires coordination at the University level, UF may activate its Emergency Operations Center (EOC), which serves as the University s central point of coordination for emergency operations. Departments may need to communicate with the University EOC in order to: Assist in supporting the University s overall emergency response and recovery, Receive updates on the status of emergency operations, Coordinate and/or obtain assistance managing the emergency on the unit level, and Request additional resources to minimize damage and impact caused by the emergency. If the University EOC has been activated, a unit may call the UF Police Department main number at 352-392-1111 to contact to the University EOC. B. HWCOE Incident Command Post The [insert dean, director or department chair title or other appropriate position(s)] will lead emergency response and recovery efforts, activating portions or all of the Department Emergency Plan to the extent necessary to coordinate operations. If all or part of the Plan is activated, appropriate personnel within the unit required to implement actions should be notified. [Insert additional details, if needed, on structure of department during emergency operations.] V. Information Collection, Analysis and Dissemination A. Monitoring Threats and Emergencies The UF Police Department, Environmental Health & Safety and the Department of Emergency Management have primary responsibility for monitoring threats and emergencies and will disseminate appropriate information regarding actual or potential emergencies and associated actions as necessary. B. Reporting Emergencies All UF students, faculty and staff have a responsibility to report emergencies that may poses an immediate threat to life safety by calling 911. Once 911 or other appropriate authorities have been notified, follow the procedures for specific hazards (listed in Appendix A), as appropriate. Emergencies and potential emergencies should be reported internally to [insert appropriate position or departmental office]. If a student, faculty or staff in a unit reports an emergency that might reduce or impede unit functions, the [insert dean, director or department chair title], along with the other appropriate emergency contacts as described below, should also be notified. 5

If the emergency impacts the units facilities, [insert appropriate work management center] should additionally be notified. If a building has been significantly damaged or impacted, UF Police Department and/or Environmental Health & Safety will determine if the structure is safe to occupy. If the incident involves hazardous materials, but does not pose an immediate threat to life safety, the UF Police Department should be called at 352-392-1111. The Police dispatcher will contact the appropriate University departments, including Environmental Health & Safety and local emergency responders as necessary. [Insert department] will support Environmental Health & Safety in providing information regarding materials involved. If the emergency incident renders academic or classroom space unusable, contact the Office of the University Registrar at 352-392-1374. VI. Communications A. Emergency Notification 1. University Notification The University employs a multi-modal approach to emergency notifications, termed UF Alert, to notify the University community of emergencies. The system employs SMS/text messaging, email, VoIP telephones/speakers, social media, web postings, GatorSafe app and other methods. All University students, faculty, and staff are responsible for maintaining their current emergency contact information in myufl in order to receive timely emergency notifications. [Insert department] will encourage faculty and staff to participate in the UF Alert systems. 2. Department Notification [Insert department] maintains an internal notification system(s) including mass email distribution and a contact list of employees with emergency roles (Reference Attachment J). [Include additional notification systems and communication with vendors/partners listed in Attachment K] Departmental notifications may include specific details and instructions for the unit including impacted facilities, altered work locations and appropriate employee actions. If information needs to be communicated beyond the unit to the University community and public, University Relations should be contacted for coordination and assistance. B. Emergency Communications 1. University Communications 6

University Relations serves as the primary point for University communications during an emergency. All public information and communication should be coordinated through University Relations with support provided by [insert department] communications personnel. 2. Department Communications Throughout the emergency, provide status updates to faculty and staff members, as appropriate. (Reference Attachment J) VII. Administration, Finance and Logistics A. Emergency Supplies Emergencies may require the need for specific and specialized emergency resources and equipment. In addition, gathering certain emergency supplies prior to an emergency for [insert department] can allow department staff to be more prepared for the emergency. [Insert department] maintains, at a minimum, the following supplies: First Aid Kit (Available for purchase from Environmental Health & Safety) [insert location] Unit Emergency Plan [insert location] Flashlights and batteries [insert location] Non-perishable food & water (if maintaining essential employees during UF closures) [insert location] Plastic sheeting [insert location] [Insert other emergency supplies as appropriate] [Insert automatic external defibrillator (AED) location if applicable. Units with AEDs should follow University policies on purchase, maintenance, placement and training. Additional information is found on the Environmental Health & Safety website - www.ehs.ufl.edu/programs/hazard_ergo/aed-info/.] B. Emergency Resource Requests If University resources are needed for emergency response or recovery and the University EOC has not been activated, the [insert dean, director or department chair title or appropriate position(s)] or designee will contact the appropriate UF department for assistance, such as UF Police Department, UF Department of Emergency Management and Environmental Health & Safety, based on the nature of the need. If the University EOC has been activated, the [insert appropriate position(s)] will contact the EOC with requests for resources by calling the UF Police Department main number at 352-392-1111. C. Building Systems 1. Emergency Power [Insert details on generators and other emergency power provisions] 7

Researchers should understand and plan based upon the specific back-up power provisions in their locations. [Insert information about generators and other infrastructure resources/inventories here, including equipment that must be connected to an emergency generator.] Understand and plan based upon the facility s specific fire systems, communications systems, back-up power provisions and systems. [Insert information about generators and other infrastructure resources/inventories here, including equipment that must be connected to an emergency generator.] 2. Fire/Security Systems [Insert details on specialized fire or security systems.] D. Special Collections [Include or reference, if applicable, plan for the protection of special collections during emergencies, including loaned materials.] [Insert information regarding special collection safeguarding and insurance here.] VIII. Plan Maintenance A. Plan Development and Updates Maintenance of this document is essential to ensure procedures and contacts are current and corrective actions have been incorporated into the Plan. This document, including Employees with Emergency Roles (Attachment J), should be reviewed annually and updated as necessary by the [insert appropriate postion]. Following an update with significant changes, the Plan should be reapproved by the [insert director, department dean, or department chair title], and distributed to the appropriate faculty and staff within the unit. B. Training and Exercises Training and exercises are conducted to familiarize Department personnel with procedures described in the Plan, to test procedures described in the Plan, and to determine needed revisions based upon lessons learned. [Insert Department Emergency Plan training and exercise schedule here] 8

IX. Authorities and References A. Authorities The [insert dean, director or department chair position title] has approved this Emergency Plan, establishing [insert department] s program for emergency operations. Additional authority for emergency management at UF is derived from the University CEMP and associated annexes. B. References Comprehensive Emergency Management Plan (CEMP) Chemical Hygiene Plan Lab Safety Manual Radiation Control Guide [Insert other appropriate departmental plans, industry guidelines or relevant documents.] 9