NAIT Guidelines. Implementation Date: February 15, 2011 Replaces: July 1, Table of Contents. Section Description Page

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1 Recommended by Emergency Preparedness Committee: January 26, 2011 Recommended by President s Council: February 11, 2011 Approved by Executive Committee: February 14, 2011 NAIT Guidelines CS1.1 Emergency Preparedness Implementation Date: February 15, 2011 Replaces: July 1, 2008 Table of Contents Section Description Page 1.0 Purpose of Guideline Definitions Emergency Management Plan Emergency Preparedness Governance External Emergency Services Responsibilities NAIT Emergency Operations Centre (NEOC) Schools and Administrative Departments Responsibilities Individual Responsibilities Purpose of Guideline 1.1 To ensure that there is a clear understanding of NAIT s Emergency Management Plan. 1.2 To establish the authority and responsibilities of the Emergency Preparedness Committee, and the individual roles and responsibilities of its members. 1.3 To clearly define the roles and responsibilities of External Emergency Services, the NAIT Emergency Operations Centre (NEOC), Schools and Administrative Departments, and individual staff and students in managing emergency situations.

2 Definitions 2.1 Alberta Emergency Management Agency (AEMA) - leads the co-ordination, collaboration and co-operation of all organizations in Alberta involved in the prevention, preparedness and response to disasters and emergencies. This ensures the delivery of vital services during a crisis. These organizations include government, industry, municipalities, and first responders. See for more information. 2.2 Disaster means an event resulting in serious harm to the safety, health, or welfare of people or in widespread damage to property. (AEMA) 2.3 Emergency means a present or imminent event that requires prompt coordination of action or special regulation of persons or property to protect the health, safety or welfare of people or to limit damage to property. (AEMA) 2.4 Emergency Preparedness means the planning, exercising, and education necessary to achieve a state of readiness for disasters and emergencies. (AEMA) 2.5 Emergency Response Levels (AEMA) a) Level 1 Emergency Characteristic and Impacts minor localized incident that occurs in a building or specific area on campus property affects a small portion of the campus community can be managed and quickly resolved with the resources found on campus and/or by the emergency services within the municipality, or limited help from other external resources little or no impact on NAIT operations except in the affected area. usually short in duration 8 to 12 hours referred to as normal, day-to-day emergencies. NAIT Emergency Operations Centre (NEOC) would not normally be activated Examples: Small localized fire, localized chemical spill, small power outage, water leak, minor accident Level 1 Response Call Campus Security Services with description of incident and location. Initial Response procedures activated by Campus Security Services. Manager of Security and Parking Services (or designate) will determine whether external assistance is required.

3 -3- Manager of Security and Parking Services (or designate) will inform the NAIT Operations members and alternate members of the Emergency Preparedness Committee of the incident and its resolution through . b) Level 2 Emergency Characteristic and Impacts major emergency that disrupts sizeable portions of the campus property and or affects a substantial subset of the NAIT community disruption of one or more essential functions, a vital computer system or telecommunications system potential of a higher impact on the campus has attracted regional media interest, and/or a high degree of public interest may require full or partial activation of NEOC may be requests for additional external resources from the site of the emergency and from the municipality may escalate quickly a serious impact for life safety or mission critical functions moderate duration from 3 to 7 days Examples: Structural fire, structural collapse, significant hazardous material release, extensive power outage, flooding

4 -4- Level 2 Response Call Campus Security Services with description of incident and location. Initial Response procedures activated by Campus Security Services, including 911 contact with fire, ambulance, police and other personnel as required, and internal activation of alarms and intercom in appropriate buildings, or zones within buildings. May involve partial or full evacuation of buildings or lockdown procedures. Immediate notification while the incident is in progress to the NAIT Operations members and alternate members of the Emergency Preparedness Committee through , so that they can activate their responsibilities. Command Post established on site by external emergency services. If there are multiple responders, the leader of the Unified Command Post is established. Activation of the NAIT Emergency Operations Centre (NEOC). Activation of the ten sections of the Emergency Management Plan as appropriate in the circumstances. NEOC: NAIT Emergency Operations Centre (see Procedure CS1.1.2) ERCT: Emergency Response Communications Team (see Guideline CS1.6)

5 -5- c) Level 3 Emergency Characteristic and Impacts affecting the entire campus and surrounding community some or all of the normal NAIT operations are disrupted requires a response of extended duration will have a high degree of impact on the campus full activation of Campus Emergency Plan full activation of NEOC expected to request assistance from the municipality, provincial government, mutual aid partners and others as appropriate. requires NAIT cooperation and extensive coordination with external resources affects of the emergency are wide-ranging and complex Examples: Tornado, multi structure fire, major hazardous material release, terrorist incident, major flooding, contamination of primary facility Level 3 Response Call Campus Security Services with description of incident and location. Initial Response procedures activated by Campus Security Services, including 911 contact with fire, ambulance, police and other personnel as required, and internal activation of alarms and intercom in appropriate buildings, or zones within buildings. May involve partial or full evacuation of buildings or lockdown procedures. Immediate notification while the incident is in progress to the NAIT Operations members and alternate members of the Emergency Preparedness Committee through , so that they can activate their responsibilities. Command Post established on site by external emergency services. If there are multiple responders, the leader of the Unified Command Post is established. Activation of the NAIT Emergency Operations Centre (NEOC). Determine and obtain additional external assistance. Activation of the ten sections of the Emergency Management Plan as appropriate in the circumstances.

6 -6- NEOC: NAIT Emergency Operations Centre (see Procedure CS1.1.2) ERCT: Emergency Response Communications Team (see Guideline CS1.6) 2.6 NAIT Emergency Operations Centre (NEOC) The NAIT Emergency Operations Centre has the necessary personnel, facilities, technology and communications for the coordination of a NAIT response to a Level 2 or Level 3 emergency. The NEOC will be staffed by members of the Emergency Preparedness Committee as identified in Section 6. Refer to Procedure CS1.1.2 which provides the details of the design and operations of the NAIT EOC. Two available locations shall be available for the NEOC to be activated on short notice, with one being on Main Campus and the other being off Main Campus. Satellite campuses that are affected by a Level 2 or 3 emergency will be served by one of the NEOC locations, however a determination may be made to locate the NEOC at the affected satellite campus if the circumstances permit. 2.7 Unified Command Post Where multiple external services are required in response to an emergency, including police, fire department, ambulance services, disaster services, and any other external service, it is important that such services be organized at a Unified Command Post as soon as possible, with these services working as a coordinated team with one designated leader. The Chair of the NAIT Emergency Operations Centre communicates with the leader of the Unified Command Post to determine what information and other support is required from NAIT in responding to the emergency. Factual information flow between these two individuals during an emergency response is critical in effectively managing the emergency.

7 Emergency Management Plan NAIT s Emergency Management Plan consists of ten distinct sections, as summarized below. Separate Guidelines exist for each of these ten sections, and Procedures are provided to communicate the response to be taken in specific circumstances. 3.1 Emergency Planning ensures that the Institute has anticipated the potential categories of emergencies that could occur, and that a clear response has been planned to mitigate the effects of such emergencies on the health and safety of NAIT s staff and students and the general public, and damage to its physical property. 3.2 Initial Response ensures that anyone who observes an emergency knows who to call, what to do, when they need to stay or leave a situation, where to go, why they must act calmly and quickly, and how to protect themselves and others. 3.3 Emergency Notifications ensures that there is a clear communication protocol from Campus Security Services to internal alarm systems, the intercom, external emergency services (fire department, police, ambulance, disaster services) and internal contacts on the call list. 3.4 Incident Management ensures that the roles and responsibilities of the Emergency Management Team and external emergency services are clear and properly executed in the circumstances. 3.5 Communications ensures that there is a well established communications plan, to clearly and appropriately communicate with staff, students, their families, and the media while the emergency is in progress, and following the emergency. 3.6 Employee and Student Assistance ensures that a process is in place to identify and meet the needs of employees and students, to the extent possible, during and following an emergency. 3.7 Business Impact and Recovery ensures that business impact arising from the emergency are assessed in as timely a manner as possible, involving insurers, appropriate program and service staff, external experts and the Institute s Contract s Administrator, so that a recovery plan can be prepared and implemented as soon as possible. 3.8 Facility Restoration ensures that the necessary actions are taken by the program and support functions to restore files, equipment and the physical infrastructure. 3.9 Government or Public Agency Assistance ensures that there are preestablished relationships with emergency services, the government and public agencies, that they are informed regarding the Institute s Emergency Preparedness Plans, and that they can quickly respond in case of an emergency.

8 Post-Emergency Evaluation ensures that there is a formal evaluation of each of the sections of the NAIT s Emergency Management Plan in the case of an actual Level 2 or Level 3 emergency, with the objective of continuous improvement. In some cases, a post-emergency evaluation may be requested by the Emergency Preparedness Committee for a Level 1 Emergency. 4.0 Emergency Preparedness Governance Emergency Preparedness Governance Team Board of Governors Executive Committee President's Council Emergency Preparedness Committee (EPC) Endorse emergency program Policy to ensure standard of care Approve emergency plan Guidelines and Procedures Fulfill roles as defined in the Guidelines and Procedures Review and recommend emergency plans to Executive Committee Ensure appropriate risk management Develop, review and update emergency plans Fulfill roles as defined in the Guidelines and Procedures Exercise the plan Evaluate responses to emergencies and improve capabilities NAIT Emergency Operations Centre (NEOC) Provide coordination and communication to manage a NAIT emergency Fulfill roles as defined in the Guidelines and Procedures 4.1 Emergency Preparedness Committee (EPC) The Emergency Preparedness Committee is a sub-committee of President s Council.

9 The membership of the EPC is as follows: NAIT Operations Members Alternates a) President & Chief Executive Officer Vice President Administration and Chief Financial Officer b) Vice President Administration and Chief Financial Officer Associate Vice President, Capital Projects and Facilities Operations c) Provost & Vice President Academic Dean (as designated) d) Vice President External Relations and Chief Development Officer Associate Vice President, Advancement & Corporate Training e) Associate Vice President, Capital Projects Director, Capital Projects and Facilities Operations f) Associate Vice President Advancement Director, Corporate Communications and Corporate Training g.1) Dean School of Trades Associate Dean School of Trades g.2) Dean School of Health Sciences Associate Dean School of Health Sciences g.3) Dean JR Shaw School of Business Associate Dean JR Shaw School of Business g.4) Dean School of Information Communication Associate Dean School of Information Communication and Engineering Technologies and Engineering Technologies g.5) Dean School of Sustainable Building and Environmental Management Associate Dean School of Sustainable Building and Environmental Management g.6) Executive Director Department of Continuing Education Manager, Operations Department of Continuing Education h) Director, Corporate Communications Manager, Corporate Communications (or Senior Communications Specialist) i) Director, Human Resources Manager, Human Resources Consulting Services j) Director, Information Services Manager, Information Services k) Director, Corporate Services Manager, Financial Accounting l) Director, Capital Projects Associate Vice President, Capital Projects and Facilities Operations m) Manager, Campus Security and Parking Services Inspector, Campus Security and Parking Services n) Manager, Maintenance and Facilities Director, Capital Projects Services o) Manager, Health and Safety Team Leader, Occupational Health and Safety p) Manager, Materials Management Director Corporate Services q) Contracts Administrator Director Corporate Services r) Recording Secretary Assistant to the Vice President Administration & Chief Financial Officer Recording Secretary Assistant to the Vice President External Relations and CDO In the event of a Level 2 or Level 3 emergency, a determination will need to be made of the primary and alternate individuals of the EPC to confirm the actual people who are on campus, and available to fulfill the required responsibilities.

10 External or Non-Operational Members Alternates s) President, NAIT Students Association Alternates optional for External or t) President, NAIT Academic Staff Association Non-Operational members u) Chair, AUPE Local 38 v) Representative, NAIT Emergency Management Diploma program w) External representatives (Police/Fire department, Municipal and Provincial Disaster Services) The individual roles and responsibilities of each of the Emergency Preparedness Committee members is presented in section 4.4. The alternates are required to fulfill the roles and responsibilities of the applicable member in the absence of the member. 4.3 The responsibilities of the EPC are as follows: a) Review and update NAIT s Emergency Preparedness Guidelines and Procedures annually, ensuring that an appropriate plan exists for all of NAIT s campuses. b) Initiate and coordinate at least one emergency exercise or simulation per year and evaluate the response. c) Ensure that NAIT s Emergency Preparedness Guidelines and Procedures are properly communicated through the website, staff and student orientation, emergency exercises, external agencies and other means. d) Formally evaluate NAIT s response to actual emergencies, and incorporate recommendations for improvement into updates of the Guidelines and Procedures, and through communication of the evaluation to the NAIT community. e) Receive annual confirmation through reports from the Manager, Campus Security and Parking Services, the Manager, Maintenance and Facilities Services, and the Manager, Health and Safety, that all of their specific departmental documentation has been updated and is readily available in case of an emergency. f) Receive regular incident reports from the Manager, Campus Security and Parking Services, and other reports as requested by the Committee.

11 The individual roles and responsibilities of members of the Emergency Preparedness Committee are as follows: NAIT Operations a) President & CEO i. Chairs the Emergency Preparedness Committee. ii. Is the primary spokesperson for the Institute in the case of a Level 2 or 3 emergency, in communicating information to employees, students, and the media. iii. Informs the Board of Governors on the details of the emergency. iv. Decides on the closure of a portion or all of the Institute, and the period of the closure. v. Communicates the formal downgrading of a level 3 or level 2 emergency, in consultation with Emergency or Disaster Services, and the relevant information as appropriate following an emergency. vi. Provide meeting minutes to President s Council, and also provide updates of Guidelines and Procedures to President s Council, for their review and recommendation to Executive Committee. b) Vice President Administration & Chief Financial Officer i. Is Chair of the NAIT Emergency Operations Centre (NEOC). ii. Ensures that a Main Campus location and off site location are in place for the NEOC, with appropriate technology and templates that can be quickly activated to coordinate emergency response activities, including a press conference. iii. Will assign an Assistant, to record the notes of incoming information, which will include activity, time and action taken. iv. Issues an order to support functions for top priority response as required, and monitors progress and emerging issues. v. Ensures that top priority is given to business continuity following an emergency, so that affected programs and services can resume their normal operation as soon as possible. vi. In the case of a Level 1 emergency, is the primary spokesperson for the Institute, in communicating information to employees, students, and the media. c) Provost & Vice President Academic i. Decides on the appropriate resolution of the completion of a semester which has been interrupted due to an emergency. ii. Coordinates the flow of information to the student population regarding all academic matters. iii. Ensures that there is an effective process in place to assess and manage high risk student behavior.

12 -12- iv. Ensures that resources are allocated to the development of an educational course available on-line for NAIT s Emergency Management Plan. v. Establishes and coordinates a counseling centre for students. vi. Ensures that accurate information is available as soon as possible regarding affected students, and that it is not released until appropriate authorization has been received to do so. vii. Coordinates activities as appropriate with the NAIT Students Association. d) Vice President External Relations & Chief Development Officer i. Ensures a timely activation of the Emergency Communications Plan. ii. Ensures that the emergency is immediately the top priority of designated staff of the Corporate Communications department. iii. Actively participates with the Communications team, in the drafting of press notifications, press releases, requests for interviews, and all other internal and external communications, for approval by the President. e) Associate Vice President, Capital Projects and Facilities Operations i. During an emergency, ensures that all appropriate resources of the Capital Projects and Facilities Operations department are immediately available, including floor plans, air handling control, gas shut-offs, equipment, and control of the outside perimeter by Campus Security Services. ii. Following an emergency, ensures that essential services are provided for the maintenance and restoration of critical functions as soon as possible. iii. Where there has been major property damage arising from the emergency, arranges for an alternate location of the program or service so that normal operations can resume as soon as possible, while the damage is being repaired. iv. Is the primary liaison with external agencies regarding any assessments involving the Institute s property and follow-up reporting requirements. f) Associate Vice President Advancement and Corporate Training i. Ensures that all employees serving on international assignments are informed on matters of emergency preparedness as contained in Procedure CS ii. Provides support for the Vice President External Relations & CDO as appropriate.

13 -13- g) Deans, Academic Schools and Executive Director, Department of Continuing Education i. Brings to the attention of the Threat Assessment Team, high risk student or staff behavior within the School for appropriate followup. ii. Ensures that the leadership within the School is proficient in the application of the Emergency Preparedness Guidelines and Procedures. iii. For emergency incidents occurring within a School, the respective Dean provides input as requested from the Manager, Campus Security and Parking Services (for a level 1 emergency), and from the NAIT Emergency Operations Centre (for a level 2 or 3 emergency). iv. Provides advice to the Provost and Vice President Academic on academic matters arising from the emergency affecting the applicable School. h) Director, Corporate Communications i. Ensures that the spokesperson for the emergency is properly informed to speak, namely the President and CEO in the case of a level 2 or level 3 emergency, and the Vice President Administration and CFO in the case of a Level 1 emergency. i) Director, Human Resources i. Ensures that accurate information is available as soon as possible regarding affected staff, and that it is not released until appropriate authorization has been received to do so. ii. Ensures that there is an effective process in place to assess and manage high risk employee behavior. iii. Ensures that there is a system in place to monitor annual participation in the Emergency Management Plan educational program for all staff. iv. Ensures that there are appropriate provisions in the contract with the Institute s Employee Assistance Program (EAP) Provider to provide emergency counseling services to employees, and that such services can also be extended to students on short notice. v. Ensures that the responsibilities of each of the members of the Emergency Preparedness Committee are documented in their respective position descriptions.

14 -14- j) Director, Information Services i. Determines if there has been any damage to the Institute s information systems arising from the emergency, and activates the disaster recovery program for such systems as appropriate. ii. Ensures that the appropriate resources are immediately available from Information Services to support the emergency response. iii. Ensures that Business Continuity Planning (BCP) software is implemented, including notification software, and that it is functioning as planned. k) Director, Corporate Services i. Ensures that the appropriate accounts have been established in tracking the capital and operating costs for a level 2 or 3 emergency, and that the processes to be followed in recording such costs are communicated to the applicable personnel within the areas affected by the emergency. ii. Provides leadership in marshalling the appropriate resources within the Corporate Services portfolio as necessary, such as materials management, food services and financial services. iii. Provides financial reports as appropriate at the completion of the emergency, and assists in filing claims for reimbursement. l) Director, Capital Projects i. Assists the Associate Vice President Capital Projects and Facilities Operations in the fulfillment of the roles and responsibilities as described in paragraph (e). m) Manager, Campus Security and Parking Services i. Assesses whether the emergency is a Level 1, 2 or 3, and activates the initial response as appropriate. ii. In a Level 1 emergency, is the primary contact in communications with the chief(s) of emergency response teams on site during an emergency, and shall be visible, accessible, and take charge in marshalling the Institute s resources as appropriate, in responding on a timely basis to the needs of the emergency response teams. iii. In a Level 2 and 3 emergency, is a member of the NEOC. iv. Ensures that there is clarity of communication when an emergency is announced to staff, students and the public over the intercom in terms of their response, whether it is evacuation, lockdown, meeting at pre-established assembly points, or relocation to an adjacent safe building. This includes ensuring that appropriate emergency messages are pre-programmed into the Institute s intercom system, which can be activated to suit the circumstances.

15 -15- v. Ensures that there is clarity of communication when there is a declared all clear, and that staff, students, and the public know that they may return to their normal activities, and that this is communicated over the Institute s intercom system. vi. Ensures that all members of the Institute s Security Services provider have been properly trained in regards to the Emergency Management Plan, and that they immediately activate their responsibilities in the case of an emergency. vii. Actively participates in post-emergency activities, in briefing members of the Emergency Preparedness Committee, providing assistance as needed, and providing input in the post-emergency evaluation. viii. Ensures that the Institute s Emergency Management Plan is part of the Municipal Response Plan, and actively participates in municipal and provincial planning as appropriate. ix. Ensures that emergency supplies of the NAIT Emergency Operations Centre (NEOC) to support activation of the Plan are maintained. x. Ensures arrangements to procure emergency resources are established. n) Manager, Maintenance and Facilities Services i. Ensures that there is rapid response to all requested facility information by the Emergency Response team. ii. Ensures that there is rapid response by Facilities Operations staff in responding to mechanical and electrical systems issues, to mitigate property damage and reduce the effects on the building environment. o) Manager, Health and Safety i. Assesses hazardous and unsafe conditions and develops measures for assuring personnel safety during an emergency. ii. Provides technical advice as appropriate to the emergency. iii. Ensures that there is proper monitoring following the emergency, using the appropriate equipment, to ensure that the working and learning environment is safe in returning to normal activities. iv. Prepares the Occupational Health and Safety Incident Report. v. Ensures that the resources of the Institute s Health Office provide immediate appropriate assistance as required. vi. Ensures that all required follow-up documentation is completed on a timely basis, including WCB forms and other employee insurance reporting.

16 -16- p) Manager, Materials Management i. Expedites orders to vendors for equipment or supplies such as phones, computers, generators, food, and water, or any other supplies as required. These requisitions must be co-ordinated with the municipality. ii. Ensures that the Institute s vehicle fleet is immediately made available with drivers, or alternative arrangements for transportation, to be able to transport students and staff as appropriate. q) Contract s Administrator i. Ensures that the appropriate notification and follow-up occurs with the Institute s Insurance provider, and is the key contact with the claims adjuster(s). ii. Is the Institute s key contact in the case of any legal claims arising from the emergency. iii. In consultation with the applicable Dean or Director, establishes agreements in a timely manner as required to resume operations as soon as possible, which may involve for example, other postsecondary organizations, computer hosting services, or suppliers. iv. In consultation with the Manager, Security and Parking Services, establishes an agreement on the terms and conditions for the use of the Campus as a Reception Centre with the municipality. r) Recording Secretary Assistant to the Vice President Administration and Chief Financial Officer i. Provides assistance in the preparation of agendas, minutes, and other services as required for the Emergency Preparedness Committee. ii. Is trained and proficient in the use of the technology and templates in the NAIT Emergency Operations Centre, to be used in recording and reporting during the course of a level 2 or 3 emergency. iii. Is the resource to the NAIT Emergency Operations Centre team during a level 2 or 3 emergency.

17 External or Non-Operational Members s) President, NAIT Students' Association i. In consultation with the Vice President External Relations and CDO, ensures that there is coordinated communication with students. t) President, NAIT Academic Staff Association i. In consultation with the Vice President External Relations and CDO, ensures that there is coordinated communication with faculty members. u) Chair, AUPE Local 38 i. In consultation with the Vice President External Relations and CDO, ensures that there is coordinated communication with support staff. v) Representative, NAIT Emergency Management Diploma Program i. Provides input in the development and updating of NAIT s Emergency Preparedness Plan, to align where applicable with best practices as taught within the Emergency Management Diploma Program. w) External Representatives (Municipal and Provincial Disaster Services, National Defence) i. Provides input in the development and updating of NAIT s Emergency Preparedness Plan, to ensure coordination with Municipal and Provincial Plans. ii. During a prolonged emergency, actively provides advice on assistance from external sources. iii. Assists in the planning, coordination and evaluation of annual emergency preparedness exercises. 4.5 Each NAIT Operations member and alternate member as listed in shall have a personal digital assistant (PDA) that is connected to NAIT s network, so that emergency messages and updates can be efficiently sent from Campus Security Services to activate their responsibilities under the Emergency Management Plan.

18 Campus Security Services shall have each NAIT Operations member and alternate member as listed in in an address folder on their system, so that a message can be efficiently distributed during an emergency either through an e- mail, a voice mail, or a text message providing the following information: a) Brief description of the emergency. b) Emergency location. c) Level of emergency response Level 1, 2 or 3. d) If a Level 2 or 3 emergency, the designated location for the NEOC to meet. 5.0 External Emergency Services Responsibilities Upon arriving at the site of the emergency, the External Emergency Services (ie. Fire Department, Police, Ambulance, etc) take over the emergency perimeter, and expect the full cooperation of NAIT staff and students. In the case of a Level 1 emergency, the designated chief officer will actively communicate with the Manager of Security and Parking Services in marshalling the resources necessary to respond to the emergency. In the case of a Level 2 or 3 emergency, where the NAIT Emergency Operations Centre (NEOC) has been activated, the leader of the Unified Command Post (the designated chief officer of multiple emergency services) communicates with the Chair of the NEOC in marshalling the resources necessary to respond to the emergency. 6.0 NAIT Emergency Operations Centre (NEOC) 6.1 The NEOC is to be activated for all Level 2 and 3 emergencies. 6.2 The role of the NEOC is to: a) Coordinate activities and resources in support of the leader of the Unified Command Post. b) Collect, record and analyze incoming information about the emergency, using pre-established templates. c) Identify information gaps, and strive to obtain missing information as soon as possible. d) Validate the information, to ensure that it is factual. e) Develop and regularly update the action plan. f) Ensure that the members of the Emergency Preparedness Committee are appropriately briefed. Refer to Procedure NAIT EOC Design and Operations

19 The NEOC is a subset of the Emergency Preparedness Committee, with the following membership and responsibilities while an emergency is in progress: Members Alternates Vice President Administration & Chief Financial Officer (Chair) Associate Vice President, Capital Projects and Facilities Operations Vice President External Relations & CDO Director, Information Services Manager, Campus Security and Parking Services Manager, Maintenance and Facilities Services Manager, Health and Safety Recording Secretary Assistant to the Vice President Administration & Chief Financial Officer Associate Vice President, Capital Projects and Facilities Operations Director, Capital Projects Associate Vice President Advancement & Corporate Training Manager, Information Services Inspector, Campus Security and Parking Services Director, Capital Projects Team Leader, Occupational Health and Safety Recording Secretary Assistant to the Vice President External Relations & CDO In the event of a Level 2 or Level 3 emergency, a determination will need to be made of the primary and alternate individuals of the NEOC to confirm the actual people who are on campus, and available to fulfill the required responsibilities. The roles and responsibilities of the members of the NEOC are described in Section Schools and Administrative Departments Responsibilities All of the Institute s Schools and Administrative Departments shall: a) Identify the critical operations and critical facility requirements of their units which must be protected in case of emergency. These plans must be reviewed annually. b) Establish a floor/building captain system for notification, evacuations and training. c) Conduct sessions at the commencement of a new semester or intake, to orient students and staff regarding the appropriate response in case of the possible range of emergencies. d) Ensure that observed high risk student behaviours are brought to the attention of the Provost and Vice President Academic, and high risk staff behaviours are brought to the attention of the Director, Human Resources. e) In consultation with the Manager, Security and Parking Services and the Manager, Health and Safety, ensure that there is proper signage in their areas that clearly outline the steps to be taken in case of an emergency.

20 Individual Responsibilities All NAIT staff and students are responsible for the following: a) Actively informing themselves of the Institute s Emergency Management Plan. b) Participating in the annual emergency response exercises. c) In the case of an emergency, following appropriate procedures to minimize personal risk and maximize life safety. d) Ensure that observed high risk student behaviours are brought to the attention of the Provost and Vice President Academic, and high risk staff behaviours are brought to the attention of the Director, Human Resources.

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