P a g e 1 of 7 Eastern Illinois University s Disaster Intelligence/Damage Assessment/Recovery Planning Annex Second reading Document Date: 5/2/12 **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 Damage assessment is the first level of response to an incident. Damage assessment will be produced by the Situational Unit in the Incident Management Team. Additional resources may be called upon to assist in assessing the damage. The assessment will categorize the damage into major damage and minor damage. A cost estimate must be developed and communicated to Coles County Emergency Management Agency (CCEMA) for activation of state resources. When a situation is clearly beyond the capabilities of the University to respond, a State request will be made thought Coles County Emergency Management Agency. The State will request a Preliminary Damage Assessment: to determine the impact and magnitude of damages incurred, the unmet needs of the institution, and in the event of a Presidential disaster declaration, the Preliminary Damage Assessment will serve to indicate the magnitude of the Federal government s commitment. Emergency Management Team--Managerial Group (EMT-MG) will provide technical support for the Incident Commander to conduct a damage assessment. The Situational Unit Leader will support the IC and EMT-MG by providing a condition report of the incident. Essential Definitions Campus Emergency Operation Organization- the Vice Presidents and their representatives who set policy and direction based on the guidance of the Board of Trustees for Eastern Illinois University. Campus Emergency Operations Center- is a location established by the University to coordinate the overall University s response and support to an emergency. Local and state government contacts may be present at the location. Campus Emergency Management Team Chair- depending on the type of emergency this position will be filled by either Vice President for Student Affairs or the Vice President for Business Affairs. Communication Cross Link- a program that allows two different frequencies to be connected together allowing the responder to communicate between agencies.
P a g e 2 of 7 Emergency Management Team- a designated group of employees assigned the duties to report to the Campus Emergency Operations Center to assist in coordinating the University's response to an emergency. They may serve as a member of the Situational Unit developing understanding of the incident; Planning Unit writing an Incident Action Plan; or Recovery Unit developing tactics for building the Business Continuity plan. The Recovery Unit will also assist in the Operation Unit during the operational periods of the Incident Action Plan. Emergency Management Team- Administration Group (EMT-AG) is the top administrators of the University including the President, Campus Emergency Management Team Chair, and the Vice Presidents. Emergency Management Team Management Group (EMT-MG) is a group made up of Division or Departmental managers who will be selected to address the emergency. They will fill the position in the Recovery Unit/Operation and Situational Unit. Declaration of Authority- Administration Group will need to provide the Incident Management Team a document of scope, direction and authority to act on behalf of the whole University. Declaration of Emergency- Administration Group may submit a statement to Coles County Emergency Management Agency declaring the University is in a state of emergency and requesting additional responders and resources for the response to the emergency. The Deceleration of Emergency is a necessary document for activation of state resources. Incident Commander- the individual responsible for the management of all incident operation at the incident site. Incident Command Post- the location at which the primary command function is executed. The ICP may be located with the incident base or other incident facilities. Message Center- is part of the Incident Communication Center placed at or adjacent to the emergency operation center. It receives, records, and directs information concerning resources reporting to the incident, resource status, and administration and other message traffic. National Incident Management System (NIMS) - a program consisting of five major subsystems that collectively provide a total systems approach to all-hazard incident management which includes; the Incident Command system, training, qualifications and certification, supporting technology, and publications management. UC- Unified Command the Unified Command is composed of the Incident Commanders from several agencies with jurisdictions over the event who come together to establish a set of unified objectives.
P a g e 3 of 7 Eastern Illinois University 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 Mr. Paul McCann EMT- Management Group - Incident Management Team Incident Commander (To be announced (Dependent on type of incident.) IC Situation Unit Leader will be appointed by the Incident Commander o Incident Command Structure First responders on the scene managing the immediate response for the first hours of the incident may include: Fire Group Supervisor Charleston Fire Chief Police Group Supervisor University Police Utilities Group Supervisor Facility Planning and Management Director Medical Supervisor Charleston Fire Department o Incident Commander for type of emergencies after the first several hours of initial response would be: Medical Incident Commander Human Service Director or Health Service Director Social Disturbances Incident Commander University Police Chief Fire and Natural Disasters Incident Commander Facilities Planning and Management Safety Officer To be announced (Dependent on type of incident.) Liaison Officer To be announced (Dependent on type of incident.) Public Information Officer Vicki Woodard, University Marketing & Communications Operations Chief To be announced (Dependent on type of incident. Planning Chief To be announced (Dependent on type of incident.) Finance Chief Mr. Mike Hutchinson, CPA, Accountant Logistics Chief Mr. John Sigler, MS, Facilities Planning and Management Support Group Resource Unit Leader Mr. Ron Mathenia, Moving Crew, Facilities Planning & Mgt Volunteer Unit Leader Ms. Rachel Fisher, Student Community Service Accounting Unit Leader Ms. Chris Childress, Facilities Planning and Management
P a g e 4 of 7 IDWG Assessment Team IC, IC Support Team and Communications and Marketing, Groups IC and IC Support Group Action Implementation Groups Preplanning Level 1 1.Communicate with supporting departments 2.Develop a list of essential personnel ESF 1 Transportation Central Stores ESF 2 Communications Asst. Vice President for Information Technology 1.Meet and coordinate a bi-annual drills 2.Remain current in the ICS classes 3.Develop support staff from your normal work department 4.Formulate the plan for the University s response 1. Maintain a list of vehicles and drivers 1. Identify essential staff responsible for University communications systems 2. Update the University s web page as appropriate 3. internal and external bulletins and announcements based on discussions with CCEMA 1.Communicate with campus faculty, staff, students and parents 2.Update plans as appropriate 3. Review legal authority to manage incident 4. University Counsel review existing interagency agreements for University obligation in order to advise CCEMA 1. Meet with other PIO to coordinate information under the NIMS JIS Joint Information system 2. Issue correspondence to our on campus residents and commuter students to address their needs 3. Identify other sources for mass communication 4. Provide information in a manner suitable for special needs public communication 5. Offer information and warning for limited English proficiency populations
P a g e 5 of 7 Groups Preplanning Level 1 1. Identify essential staff responsible for University s facilities and operations ESF 3 Public works and Engineering Facilities, Planning and Management ESF 4 Firefighting Charleston Fire Department ESF 5 Emergency Management team EMT 1.Conduct training exercises for special teams on campus 1. Develop annex and distribute in accordance with the directions of the plan review team 1. Prepare for recovery process by activating the trade shop recall and personnel accountability assessment 1. Establish Fire Group command at incident 1. Serve as Liaison between University and Coles County Emergency Operation Center ESF 6 Mass Care Dinning and Housing ESF 7 Resources Central Stores ESF 8 Health and Medical Human Services ESF 9 Search and Rescue MABAS 26 Technical Rescue Team ESF 10 Hazmat MABAS 26 Hazmat Team ESF 11 Food and Water Housing and Dining Services ESF 12 Energy Facility Planning 1.work with Red Cross on managing a Mass Care facility 2.Receive training on operation of a facility 3.Develop staffing list to operate a facility 1.Develop a support staff list for a reception area and base camp 2. Work with C-CERT for support 3. Develop a method to credential the volunteers and responders 4. Develop a tracking system for accountability and risk management 1. Provide operation support during an incident 1. Conduct training exercises with the University 1. Conduct training exercises with the University 1. Maintain a list of vendors and list of basic needs to support the University during an incident 1. Maintain operational delivery of steam, electrical power, and other
P a g e 6 of 7 Groups Preplanning Level 1 and Management services ESF 13 Public Safety and Security 1. Review incident management and enforce containment procedures 2. Develop procedures for shelter in place and evacuation of the campus University Police Acronyms C CERT- Campus Community Emergency Response Team CCEMA - Coles County Emergency Management Administration CEOC- Campus Emergency Operation Center CFD- Charleston Fire Department CP- Command Post CPD- Charleston Police Department CSP- Certified Safety Professional DECON- a process to remove contamination to clean people and equipment. EHSC Environmental Health and Safety Committee EOC- Coles County Emergency Management Administration operation center EMT- Emergency Management Team established by Internal Governing Policy EMT- AG - Emergency Management Team Administrative Group (President Council) EMT-MG - Emergency Management Team Management Group ESF- Emergency Service Function IAP- Incident Action Plan, developed by the Incident command group for a set operational time IC- Incident Command ICS- Incident Command Structure IDPH- Illinois Department of Public Health IEMA- Illinois Emergency Management Administration IEMA Region 9- The University is in Region 9 of IEMA, Steve Simms is the coordinator IL-PSC3- Illinois Credentialed Planning Section Chief Type 3 IGP- Internal Governing Policy for the University I IMT- Illinois Incident Management Team a Type 3 All Hazard management support group. ISP- Illinois State Police JIS - Joint Information system NIMS- National Incident Management System PIO- Public Information Officer PPE- Personal Protective Equipment SEOC- State Emergency Operation Center TIC P - Technical Interoperability Communication Plan UC- Unified Command UPD - University Police Department VOAD- Volunteer Organization Active in Disasters
P a g e 7 of 7 October 13, 2011 Declaration of Authority For Incident Management The University Police Chief or his designee is assigned as Incident Commander. Incident Commander (IC) 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. IC s primary responsibility is to organize and direct your assigned resources for efficient and effective mitigation of the incident. The IC is accountable to the Agency Administrator or the representative designated below. Specific direction for health and medical emergency and other all hazard emergency. Protection of life and safety is the highest priority. Give special consideration to responder safety. Manage equipment and supplies to ensure losses are within the bounds determined by the Agency Administrator. IC will assume management of the incident and work the betterment of the total University when the Agency Administrator briefs the Incident Commander. Be cost effective; final costs should be no more than 120% of the preferred EIU alternative Monetary resources allocation will be tracked in ORG # 130082 provisionally funded at $25,000.00. Agency Administrator: Date: