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Emergency Management Policy #701

Policy #701 Approved: February 17, 2011
UNIVERSITY OF NORTH CAROLINA SCHOOL OF THE ARTS
Emergency Management Policy
Policy #701
Source of Authority: N.C.G.S. § 116-34(a);
UNC Code § 502(A)
Revision Authority: Chancellor
History: First Issued: February 17, 2011
Related Policies: Adverse Weather Policy #101;
Business Continuation Plan Policy #104;
Emergency Communications Plan
Responsible Offices: Chief Financial Officer
Department of Police & Public Safety
Effective Date: February 17, 2011
PDF: POLICY #701

I. Purpose

The Emergency Management Policy provides a framework and guidance for coordinated responses to minor emergencies, major emergencies, and disasters.

II. Scope

This policy applies to all UNCSA emergency management situations, regardless of the nature or origin of an emergency or disaster.

III. Definitions

A. A “Category One Event” means a natural disaster or significant accident (e.g., severe weather, gas explosion, electrical failure, fire, structural collapse, heating system failure, sewer system failure, communications system failure, major transportation accident, property damage, hazardous material spill, etc.).

B. A “Category Two Event” means an event that occurs when individual(s) or group actions creates a major disruption to normal operations, actual or potential loss of life, injury, or significant property damage (e.g., building takeover, hostage situation, armed intruder, bomb threat, arson, etc.).

C. A “Category Three Event” means an event of epidemic proportions such as widespread food poisoning, an infectious disease epidemic, etc.

IV. Policy

A. Generally

1. UNCSA will take necessary precautionary measures in preparation for and remedial measures in response to Category A, B and C events.

2. To the extent possible, UNCSA will prevent and minimize personal injuries, loss of life, property destruction, and disruption to normal campus services and operations.

B. Emergency Management Plan and Response Planning

1. The Department of Police & Public Safety Department will maintain the Emergency Management Plan.

2. The Chief of Police is responsible for the general planning of the Department’s response to emergencies while the Chief Financial Officer (CFO) is responsible for review and final approval.

C. This policy’s general procedures for the management of information, activities, and operations should be applied as appropriate given the level of the emergency.

D. Crisis Management Structure

1. UNCSA will follow a temporary crisis management structure which focuses on coordinated effective preventative, response operations and recovery operations.

2. Responses to specific, urgent situations will be based on a coordinated administrative and emergency responder approach.

E. Command and Control

1. Emergency operations are under the executive control of the Chief Financial Officer.

2. The CFO will impose all necessary regulations to limit the loss of life or property and preserve the peace and order of the School, which may include, but are not limited to:

a. Imposing curfews in all or portions of the campus

b. Suspending regular academic activities

c. Closing buildings

d. Closing public access to any building, street, or other public area

e. Requesting additional mutual aid e.g., Red Cross

f. Procuring mitigation funds for designated projects

g. Closing Campus

F. Emergency Operations Center (“EOC”)

1. The EOC will direct all School operations during an emergency.

2. The CFO has functional control and overall coordination responsibility for the EOC.

G. Liaison functions. The Department of Police & Public Safety and the Facility Services Environmental Safety Officer will be responsible for ongoing liaison functions with local, state, county, and federal emergency preparedness/response agencies, to include: fire-fighting services, ambulance services, hospital services, explosive ordinance services, law enforcement services, and other support services as needed.

V. Revision History

A. February 17, 2011 – Adopted by Board of Trustees as part of UNCSA Policy Manual



UNIVERSITY OF NORTH CAROLINA SCHOOL OF THE ARTS

Emergency Management Procedures

Procedure #701

I. Emergency Operations Center (“EOC”)

A. The EOC will direct all School operations during an emergency.

B. The CFO has functional control and overall coordination responsibility for the EOC.

C. When possible, an incident command system will be utilized.

D. All managers in emergency response functions will report their actions and status to the CFO on a continuing basis.

E. The UNCSA Department of Police and Public Safety (“UNCSA PD”) representative in the EOC will coordinate responses needed between UNCSA PD and other emergency management personnel.

II. Chain of Authority

A. In the event the CFO is not available when an emergency occurs, the order of administrative notification and overall authority for campus-wide decisions in the event of an emergency shall be:

1. Provost

2. Dean of Student Life

3. Chief Financial Officer

B. When the CFO is not going to be available, his office shall notify direct reports which of persons in the administrative hierarchy noted above will be available during that time.

C. If for some reason all 4 designated administrators will not be available, the CFO or Provost shall select the person to be designated to make campus-wide decisions on an ad hoc basis.

III. On-Scene Emergency Response

A. Generally, the UNCSA PD Incident Commander has command and control over the initial and on-going on-scene emergency response.

B. Exceptions:

1. In the event of a fire related to a hazardous materials incident, the highest ranking Fire Department Official shall assume control of the scene upon arrival on the scene.

2. In the event of an infectious disease, the Forsyth County Department of Public Health may exercise their authority to take command and control. If they have not exercised their authority, the CFO is in command and control with advising from the Director of Health Services.

3. In the event of an emergency that requires another Department to take the primary role in resolving the cause of the emergency (e.g., Facility Services working on a power outage), UNCSA PD will have command and control over the initial scene and subsequently over any issues related to the safety and security of people, facilities, and property. The responding Department (e.g., Facilities Services) shall take the lead in:

a. contacting other agencies for assistance in soliciting information and/or problem resolution;

b. providing appropriate briefing information to the CFO and UNCSA PD;

c. resolving the cause of the emergency; AND

d. keeping UNCSA PD informed of specific needs and estimated time frames for problem resolution.

4. Other Plans, Policies and Procedures, may provide more detailed information about responses to specific types of incidents or emergencies.

C. Agencies called for substantial assistance under the Mutual Aid Agreement will be requested to place an agency liaison on the Field Command Post. The agency representative will be under the command and control of the UNCSA PD Chief of Police or Fire official whichever is appropriate to the situation.

IV. Emergency Response

A. First Responders

1. In the event that a major emergency occurs on the school campus, UNCSA PD will respond immediately to the scene and assess the situation.

2. The police officer arriving first is responsible for:

a. communicating the nature/seriousness of situation;

b. rendering aid;

c. facilitating evacuation of the immediate area;

d. requesting police/fire/EMS assistance as needed;

e. Securing needed perimeter; AND

f. performing any other first responder duties.

3. A command officer will respond immediately to the scene. The first arriving command officer will take command and make immediate notifications to the Assistant Chief and Chief.

B. Authority and Notifications

1. The Chief of his/her designee will immediately initiate all administrative notifications including to the Chief Financial Officer (CFO)

2. The Chief will confer with the CFO to determine if the EOC shall be activated. Upon activation all members of the EOC shall be notified via the School emergency notification system and/or any other means necessary, including patrol contact and police vehicle transportation to EOC.

V. Emergency Roles & Responsibilities

A. Office of the Chief Financial Officer (“CFO”)

1. Except in adverse weather situations, the CFO is responsible for any decision to cancel classes and/or to send all nonessential faculty/staff off campus. S/he may confer with UNG General Administration, County Department of Public Health, the Governor (actual school closure) and/or other applicable entities.

2. If possible, the EOC will be activated, if not already operational, upon any serious consideration of evacuation or school closure.

3. If time and circumstances allow, announcement of School closure will occur only after:

a. the EOC is staffed and operational, AND

b. UNCSA PD, Student Life, and the Office of Communications & Marketing have been notified of the pending announcement.

4. Upon notice all non-essential personnel shall evacuate the campus immediately as directed by the CFO, his/her designee, or UNCSA PD. Non-essential personnel shall not return to campus until officially requested to do so, or the emergency period has formally concluded.

5. All essential personnel shall report to their supervisor or predetermined assignment.

a. Given the nature of the campus, many of the same personnel will be designated as “essential” regardless of the nature of the emergency. However, to the extent possible UNCSA departments will pre-determine essential staff by possible type of emergency situation. Once determined, each department should notify their staff of this status in advance of needing them in such an emergency.

b. During an emergency, UNCSA may need to designate someone as “essential,” that had not previously been identified as such due to unusual circumstances. This designation will then be communicated to the employee as soon as possible. Every effort should be made to keep these late “essential personnel” notifications to a minimum.

B. UNCSA Department of Police & Public Safety (“UNCSA PD”)

1. Command of scene and perimeter control.

2. Initiate or trigger the initiation of the campus emergency notification system, if appropriate.

3. Initiate call-back of all UNCSA PD personnel, if needed.

4. Initiate mutual aid or other multi-agency response request(s).

5. For major emergencies requiring a significant multi-agency response, select the proper staging area for the responding personnel/units. Options for staging areas are:

a. North Campus

i. Outside: UNCSA Field area next to the Fitness Center

ii. Inside: Fitness Center Gym

b. South Campus

i. Outside: Grass area behind Moore

ii. Inside: deMille theatre

c. West Campus

i. Outside: WW parking lot (alternate – Vintage Theatre)

ii. Inside: WW V Gym

6. Monitor/feed appropriate camera views to EOC/offices

7. Maintenance of communications at the scene of the emergency and with outside emergency response agencies.

8. Traffic control by providing directions, barricades and staffing so that essential services may arrive at the scene. If necessary, blocking off campus entrances or directing others (e.g., Facility Services) to do so.

9. Crowd control by keeping unauthorized persons away from the disaster area and cordoning off danger areas.

10. Law Enforcement to prevent crime and to take action in the event of criminal behavior.

11. Direct evacuation persons to temporary shelter and parking areas.

12. After emergency has been resolved:

a. Make a complete report of damages and actions taken to secure the area.

b. Assist in recovery to normal operations.

C. Division of Student Life – Residence Life

1. Provide support and assistance to responders as needed.

2. Provide the primary presence and support with students.

3. Primary responsibility for the safe movement and/or sheltering of residents during emergencies. This includes tornado warnings, fire alarms, bomb threats, general emergencies, utility failures, explosions, armed intruders, medical emergency, among others. Residence Life staff shall follow the directions of police and emergency first responders while fulfilling this function.

4. Respond to student parent inquiries.

5. Staff phone bank for incoming calls regarding student safety.

6. Provide transportation as requested/directed by emergency responders.

7. If needed, activate the Student Evacuation Plan.

a. UNCSA will effectively remove the highest percentage possible of all UNCSA students from the UNCSA campus within a 24 hour period.

b. Evacuating the high school requires that students be transferred to the custody of their parent, guardian, or pre-designated adult.

c. Direct all nonresidential high school and college students to leave campus immediately (within one hour)

d. Direct all residential college students to leave campus as soon as possible, but no later than three hours from the announcement.

e. Place residential High School students on pre-assigned buses to go to one of six predetermined rendezvous pick-up (or fly out) locations: Richmond, VA; Atlanta, GA; Raleigh, NC; Charlotte, NC; Washington, DC; and Greensboro, NC.

f. If a High School student cannot be transported home for a legitimate reason, they will be placed with a pre-determined host family.

g. Provide for “follow” a car and on-site rendezvous pick-up location staff to facilitate custody exchange.

h. If students have been injured or are infected with an infectious disease they will be treated and/or quarantined at appropriate locations.

8. Facilitate any emergency on-campus or off-campus housing related to the emergency. They will take responsibility for identifying the housing area(s), facilitating and readiness, and registering each person that is temporarily housed.

9. Assist with recovery to normal operations, as needed.

D. Office of Communications & Marketing

1. Activated the UNCSA Emergency Communications Plan

a. All duties related to internal and external communications, during an emergency shall be handled by the Office of Communications & Marketing.

b. Content, timing and delivery mechanisms for messages will be at the direction and approval of the CFO, with additional input as specified below.

c. Communications responsibilities include:

i. Initial and updated messages to the campus; this includes drafting emergency notification language, as well as, general updates or informational messages to faculty, staff, students, and UNCSA affiliates (i.e., student families, Board of Trustees, Board of Visitors, Foundation, etc.)

ii. News releases, media inquiries, media briefings, and related log sheets.

iii. Notifications, general updates, inquiries, and/or informational messages to UNC General Administration, other specified City/State agencies, and other identified entities.

2. With input from the CFO, the Chief of Police and other relevant responding personnel, serve as the official point of authoritative, reliable, accurate information.

3. Issue UNCSA’s first news release within one hour (if possible) after being notified of the emergency and provide periodic updates to news agencies.

4. Coordinate and manage media briefings

a. Primary designated media area

i) WW vehicle parking lot

ii) WWV Gym for press briefings

iii) WWIII classroom spaces for working media needs

b. Secondary option media area

i) Welcome Center parking with R lot overflow

ii) Welcome Center first floor Presentation Room

5. Distribute all information to employees at the same time it is released to the public.

6. Organize a public relations response and issue an initial statement

7. Notify relevant others of the emergency status and continue monitoring wires, TV and radio news, web sites, etc.

8. Monitor the Internet for reference to or relevant discussions of the crisis.

9. Discuss and evaluate the situation with the CFO, Chief of Police and other relevant responding personnel to ensure our communications response is neither inadequate nor excessive, given the level of the emergency.

10. Create a website linked to the University’s home webpage; and publicize the URL via TV & Radio, and print

11. Notify and assemble Public Relations essential staff

12. Notify and pre-determine internal communications vehicles (such as, electronic distribution systems, etc.)

13. Notify the EOC to provide holding statements and media contact numbers.

14. Assist with recovery to normal operations, as needed.

15. Consult the Crisis Communication Plan for additional, more specific, information.

E. Facilities Services

1. Provide portable generators and other necessary equipment to maintain utilities, emergency lighting, communications or other operations in impacted/identified areas.

2. Remove any immediate hazards as soon as possible.

3. Assist UNCSA PD closing entrance gates to School and be available to assign Facility Services personnel to block Main St and Chale St. (deMille entrance) with vehicles and people, as requested.

4. In collaboration with UNCSA PD, secure pre-designated signs, or facilitate temporary signs, and place them at proper locations to facilitate emergency response.

5. If needed, assist with housing set-up. Consult with Residence Life staff and provide work force to set up temporary beds, provide custodial services in shelter and/or housing areas, maintain electrical, heat, sanitary and water services.

6. Providing vehicles and operations as may be necessary to move people, equipment, and emergency management supplies to areas of campus, shelter or housing areas.

7. Consult with police and other emergency responders on issues of elevators, structural implications, air handling systems, etc.

8. Provide blueprints of floors and buildings.

9. If advance notification is received of unusual storm warning affecting the geographic area:

a. Move items not physically secured to an area where they will be sheltered from high winds.

b. Keep main roads open for pedestrians and vehicle traffic.

c. Insure that building entrances /exits are clear.

d. Plan to clear roadways of fallen trees and other debris as soon as possible after storm has subsided.

10. Support efforts if school residents require relocation.

11. Secure windows or doors that may have sustained damage; restore utility services and to make temporary repairs to areas where serious damage has occurred.

12. Clean up broken glass, water, etc., to prevent injury to personnel.

13. Assist with recovery to normal operations, as needed.

F. Student Life – Health Services

1. Generally, Student Health Center staff members are not first responders in a campus emergency situation. Due to the location of magnitude of the event, if they choose to assist it will only be on a short-term basis. Victims of an emergency event shall be treated by EMS responding to the scene.

2. Injured faculty, staff, or visitors should NOT be directed to the Health Center.

3. Student Health Center staff may provide advice, guidance, and liaison capabilities to hospitals or other medical providers from their office.

4. Assist with recovery to normal operations, as needed.

G. Student Life – Counseling Services

1. During an emergency situation, Counseling Services staff may facilitate and provide services to students, if the environment is deemed safe and accessible to non-first responders.

2. Generally, Counseling Services staff does not provide services to faculty or other UNCSA staff members. Due to the location and/or magnitude of an emergency event, counseling staff may choose to assist faculty or staff on a short-term emergency basis.

3. In conjunction with Human Resources, Counseling Services staff may provide advice, guidance, and liaison capabilities to other counseling providers.

4. Assist with the recovery to normal operations as needed.

H. Food Services

1. Dining staff will facilitate food and beverage needs for students, faculty, staff, and emergency first responders, as needed. They will try to accommodate food delivery to specified locations, if needed.

2. Regular meal hours may be altered to fit the emerging needs.

3. Food shall be stockpiled to accommodate extended periods of time without deliveries.

4. Cooperate with any agency investigating a possible food-related medical emergency.

5. Coordinate accountability records for the number of meals served to meet needs, especially if UNCSA has housed non-UNCSA temporary residents.

6. Arrange for volunteer personnel to assist in operation as needed.

7. Coordinate through the American Red Cross of County Disaster Planners the amount of additional foodstuffs to replenish exhausted supplies, if appropriate.

I. Information Technology

1. Maintain the CUKES and CAS software/databases, to insure functionality in an emergency.

2. Be prepared to initiate a campus-wide alert, if instructed by the CFO or UNCSA PD.

3. Install and maintain necessary connections in the EOC to insure telephone, television, and computer functionality to the extent possible in an emergency.

4. In the event the EOC is activated, immediately set-up pre-determined equipment for use by EOC members.

5. Maintain campus internet, electronic communication, and telephone communication systems to the extent possible.

6. Facilitate any other emergent IT related needs.

7. Assist with information technology related needs in recovery to normal operations, as needed.

J. Chief Financial Officer

1. Assist with emergency purchasing needs.

2. Ensure that UNCSA contracts include appropriate “escape clauses” that provide UNCSA needed flexibility to initiate changes or cancellation of services in emergency situations.

3. Facilitate payroll, from a remote location, if necessary.

4. Maintain and utilize an emergency system for cash on hand.

5. Liaison with Performance Facilities staff on any issues regarding cancellation of meeting and/or scheduled performances.

6. Liaison with staff regarding one card needs

a. Staff the One Card system to initiate access control changes

b. Retrieve information from the One Card system, as needed

7. Assist with business related needs in recovery to normal operations

K. Human Resources

1. Human Resources will assist with administrative and employee questions regarding OSP policy, scheduling, benefits, etc.

2. Facilitate employee time sheet processing for payroll purposes, from a remote location, if necessary.

3. Assist with issues regarding essential, versus non-essential personnel in the event of a campus evacuation/closure.

4. Facilitate counseling availability for faculty and staff during and after an emergency situation.

5. Assist with emergent Human Resources issues.

6. Assist with Human Resources related needs in recovery to normal operations.

L. Provost

1. Liaison with the Deans and faculty on any issues that involve academic classes and assignments, (e.g., campus evacuation, implementing distance class assignments, etc.).

2. Liaison with Deans and faculty on any issues regarding cancellation of UNCSA Art School Performances.

3. Coordinate academic recovery issues, and any other issues that fall within the Provost administrative structure.

VI. Record Keeping and Documentation

A. Each Department shall maintain appropriate records to be compiled for documentation and debriefing purposes. Department reports will include, but are not limited to:

1. Written records/reports concerning all aspects of the emergency including: what, why, where, and when.

2. Maintaining records/reports of services rendered and equipment or materials expended to support the emergency from local supply.

B. If activated, the EOC will maintain a log of all activity occurring in the Center.

VII. Leading and Directing Recovery Operations

A. The CFO is responsible for leading and directing all recovery efforts to return to normal operations.

B. The CFO shall direct all staff assignments, timetables, and any other financial/logistical arrangements needed for the campus to return to normal operations.

C. The UNCSA Business Continuity Plan will serve as the driving document during this process.