The University of Texas Pan American Crisis Management Plan 01/01/09

Transcription

1 The University of Texas Pan American Crisis Management Plan 01/01/09 1

2 APPROVAL & IMPLEMENTATION The University of Texas Pan American Emergency Management Plan THIS EMERGENCY MANAGEMENT PLAN IS HEREBY APPROVED. THIS PLAN IS EFFECTIVE IMMEDIATELY AND SUPERSEDES ALL PREVIOUS EDITIONS. UT PA PRESIDENT DATE 2

3 The University of Texas Pan American Multi Hazard Emergency Operations Plan Table of Contents Outline Section Description 1 Organization and Responsibilities 2 Evacuation Plan 3 Fires 4 Bomb Threats and Explosions 5 Medical Emergencies 6 Death/Hospitalization 7 Chemical Hazards 8 Radioactive Materials 9 Natural Disasters 10 Utility Failure 11 Terrorism 12 Appendices 3

4 ORGANIZATION AND RESPONSIBILITIES INTRODUCTION Emergencies are unplanned events that can cause significant injury or death to employees, students, or the public, disrupt or close down operations, cause physical or environmental damage, or harm the university's public image. Proper planning is necessary to minimize the impact of emergencies on university operations. This plan is designed to prepare the university to properly handle emergency situations that may occur on campus. The plan contains procedures for notifying appropriate personnel, defines responsibilities, and provides guidelines for handling emergencies. While this guide does not cover every possible situation, it supplies the basic information necessary to cope with most campus emergencies. OBJECTIVES The objectives of the Emergency Response Plan are to: 1. Provide a management plan which addresses preparedness, notification, response, and recovery from an emergency. 2. Protect the lives, safety, and health of university personnel, students, and visitors. 3. Protect university facilities, property and equipment from loss as a result of an emergency incident. 4. Provide for the restoration of university facilities, functions, and Services after an emergency. PLAN MAINTENANCE/REVIEW The Emergency Response Plan will be reviewed annually by the Director - Environmental Health and Safety and the University Police Chief and amended whenever: 1. Applicable regulations are revised. 2. An actual emergency demonstrates inadequacies in the plan. 3. A change takes place that increases the potential for fire, explosion, or release of a hazardous material. 4. The response to an emergency is modified. All requests for procedural changes should be submitted to the Director - Environmental Health and Safety. The Director - Environmental Health and Safety will review the proposed changes with the members of the Emergency Response Team. Changes to the plan will be submitted to the Emergency Response Team for final approval. The Director - Environmental Health and Safety will notify all individuals on the Emergency Call Lists and Emergency Notification List of any significant changes. Emergency Call Lists and the Emergency Notification List will be reviewed and updated bi-annually by the Director - Environmental Health and Safety. Primary distribution of the Emergency Response Plan will be by electronic means. Hard copies of the updated plan will be kept in the DEHS, emergency response van, emergency operation centers, and the Police Department. SCOPE The following types of emergencies are covered by this manual: 4

5 1. Bomb threats & explosions 2. Fires 3. Chemical releases 4. Radiological emergencies 5. Natural emergencies 6. Medical emergencies 7. Utility failures 8. Terrorism (Biological, Chemical, Radiological) The information in this document is intended for all UTPAemployees, students, contract employees, and volunteers. Information about emergency operations and employee responsibilities is included in UTPAnew employee orientation, and should also be a part of each departmental orientation plan and new student orientation. Emergency Preparedness Policy Emergency Plans are required for Texas institutions of higher education under provisions of the Texas Education Code ( 202) and the Texas Higher Education Opportunity Act. For campuses with select agents 42 CFR Parts 72 and 73 and 7 CFR Parts 331 and 9 CFR Part 121 require an emergency response plan. Texas Legislature 81 st Session HB # 1831 will become law effective September 1, 2009 which also requires emergency plans at all institutions of higher education This plan is intended to comply with all applicable legal and voluntary regulations. It is the policy of UTPA to provide a framework for response to emergencies, internal or external, naturally occurring or man-made, which will guide all staff in managing the event safely and assuring rapid recovery to normal operating conditions. All UTPA employees, students, contract employees, and volunteers should have a working knowledge of the institutional emergency operations plan and the plan for their department or school. They will be expected to follow these plans in case of an emergency. UTPA will coordinate emergency preparedness and emergency response activities with local emergency managers and will provide medical expertise and support for governmental, business and other academic institutional emergency management efforts. UTPA emergency preparedness officials and members of the Emergency Management Subcommittee will support each department and entity in the development, testing and implementation of their individual emergency response plans. Exercises Members of the Crisis Management Team will meet on an annual basis to conduct a table top exercise or mock drill. The table top exercise is to be held in conjunction with other emergency response teams on an internal, local, state and federal level. Actual events that precipitate use of the emergency plan and are documented will be sufficient to meet this requirement. Members of the Crisis Management Team will meet after each activation of the plan to discuss and make improvements to the plan. 5

6 CLASSIFYING EMERGENCIES This plan will address emergencies on four levels. The following definitions are provided as guidelines to assist personnel in determining the appropriate response to an emergency situation at the university: Level 1 Emergency- Localized event A Level 1 emergency is a short term local emergency. It is not likely to adversely affect life, health, property, the environment or the functional capacity of the university, but which indicates a potential safety problem. The emergency typically involves a single department and control of the situation is within the capabilities of the university. Evacuation of the area is usually not necessary. Incidents are usually resolved by the affected department, DEHS, Physical Plant, or the Police Department. Upper management is usually not involved and notification is limited to those directly involved in the emergency. External emergency response action is not necessary. Establishment of the Incident Command Center is not necessary. Examples include a small spill of a hazardous chemical, blood spill, localized water-pipe break or power outage, or a small localized fire. Level 2 Emergency- Spreading to other areas A Level 2 emergency may adversely impact or threaten life, health, or property within a single area. It has a predictable duration and control of the incident is usually within the capabilities of the university, but may require outside assistance. Short term evacuation of an area may be necessary. Establishment of the Incident Command Center is not necessary. However, the Emergency Coordinator must be notified. The purpose of the declaration of a Level 2 emergency is to assure that appropriate on-site and off-site emergency response personnel are promptly advised to prevent the situation from becoming more serious. Examples include a dormitory room fire, chemical spill or asbestos spill requiring localized evacuation, water-main break involving most of a building, confined space emergency, trench cave-in, or loss of utilities to an area. Level 3 Emergency- Entire building is affected A Level 3 emergency may adversely impact or threaten life, health, or property on a large scale at one or more locations within the university. The emergency has an unpredictable duration and disruption of the overall operations of the university is expected. Evacuation of one or more buildings may be necessary. Off-campus assistance is needed to control the emergency. The Incident Command Center must be set up. Examples include a major fire, bomb, chemical release, loss of power, flood, or water-main break involving one or more buildings. The purpose of the Level 3 emergency declaration is to assure that the Crisis Management Team is called and appropriate outside emergency teams are dispatched. Major policy considerations and decisions will usually be required from upper administration. Level 4 Emergency- Entire Campus is affected A Level 4 emergency may adversely impact or threaten life, health, or property on a large scale. These catastrophic events involve the entire campus and the surrounding community, and typically involve multiple emergencies. In some cases, mass personnel casualties and severe property damage may be sustained. A coordinated effort of all campus-wide resources and the community is required to effectively control the situation. Evacuation of the entire campus may be necessary. The Incident Command Center must be staffed and an Incident Command Center may be activated off-site. The purpose of the declaration of a Level 4 emergency is to initiate predetermined protective measures for on-site personnel and the general public. Examples include tornado, earthquake, major flooding, fires, or a chemical spill affecting the entire university. 6

7 DECLARATION OF EMERGENCY 1. The University Police Chief will serve as the Emergency Coordinator for the campus and declare the Level of Emergency. In arriving at this decision the Police Chief may consult with the Vice President for Business Affairs, Director of Planning & Construction, Director of Facilities Operations, and the Director of Environmental Health and Safety. 2. Evacuation of the campus can only be ordered by the University President and in a cases ox extreme emergency the University Police Chief, City Fire Chief, City Police Chief, or the Director of Environmental Health and Safety NOTIFICATIONS/GENERAL PROCEDURES 1. The University Police Department will serve as the initial contact for all Level 2, 3, and 4 emergencies except fires and life threatening medical conditions. Always call 911 from a university phone) first to report fires, explosions, and life threatening medical conditions. Most Level 1 emergencies can be handled without involving the University Police. However, call the University Police if you are unsure of the severity of the emergency or cannot contact in-house emergency personnel. 2. For Level 3 and 4 emergencies the University Police Department will set up the Incident Command Center. The DEHS will notify the members of the Crisis Management Team (CMT) and the Executive Council (Appendix A). In the event that the DEHS is acting as the Incident Commander, the Chief of Police will notify the members of the Crisis management Team and Executive Council. 3. For Level 3 and 4 emergencies the University Police Department the Head of the Crisis Management Team (CMT) may elect to activate the Critical Stress Management Team (CSMT). In all cases involving a Level 3 and 4 emergency the head of the CISMT will be immediately contact the head of the CISMT and placed on alert. 4. The Vice President for Business Affairs will notify the University President. 1.8 LINE OF SUCCESSION 1. If the University President is unavailable, the line of succession will be: Vice President for Business Affairs Vice President for Academic Affairs Vice President for Enrollment & Enrollment and Student Services 2. The line of succession to the University Police Chief will be: Assistant Chief of Police Director Environmental Health and Safety Assistant Director Environmental health and Safety 7

8 1.90 PRESIDENT The President of the University is the only person authorized to close the campus, order a mass evacuation, or cancel classes. The President will act under advice from the Executive Council EXECUTIVE COUNCIL The Executive Council will, under advice from the Crisis Management Team or specific members of the Crisis Management Team, make recommendations to the President regarding major campus decisions such as evacuations, campus closures or class cancellations. The President is the only person authorized to make these specific decisions. The Executive Council is expected to incorporate the specific interests of their respective divisions into the final decision making process. 1.9 CRISIS MANAGEMENT TEAM (CMT) The Crisis Management Team will oversee and direct the overall university response to a level 3 and level 4 emergencies The CMT will: Coordinate the initial response to the emergency. Establish the Incident Command Center (ICC). Make recommendations to the Executive Council regarding emergencies Notify outside agencies. Activate IRT teams. Provide information to the news media. Arrange for additional personnel. Make recommendations to the President regarding campus closures, cancellation of classes, or evacuation of buildings or the campus CRITICAL INCIDENT STRESS MANAGEMENT TEAM (CISMT) In the event of a crisis, the CISMT, composed of university staff, faculty, and administration volunteers, will involve themselves in one or several activities of critical incident stress management. CISMT members will be involved in demobilization, defusing, debriefing, intervention, family support, follow-up and referral, professional support service delivery, or general support services delivery. The Team will implement a variety of strategies designed to prevent and mitigate the negative impact of acute stress on themselves and other workers. The CISMT will: Provide counseling to persons that are emotionally impacted by the incident Provide debriefing to emergency personnel impacted by the event. Provide peer support to personnel Provide auxiliary support to those who provide supplemental support to the team IMMEDIATE RESPONSE TEAMS (IRT) 8

9 1. Immediate Response Teams will implement response actions as it happens or when dispatched by the CMT. IRTs will follow the procedures described in the Emergency Response Plan. IRTs will be under the control of the CMT but can make independent judgments based on the situation. IRTs are specific to each department or division. Certain members of the CMT are also on the IRT. 2. Chemical, asbestos, radiological, biological, and blood spills will be handled by the Safety IRT. 3. Utility failures & natural disasters will be handled by the Facilities IRT. 4. Emergencies involving the central computing system, networking and/or telecommunications will be handled by the Information Technology IRT ON-SITE DIRECTION AND CONTROL Direction and control of an emergency at the scene will be handled by the ranking university police officer. This officer will assume authority as the on-scene commander until relieved of duties. In incidents involving hazardous materials, the Director Environmental Health and Safety will act as the incident commander. Once the City of Edinburg Fire Chief arrives on campus he will assume the roll of the incident commander and take control of all fires, chemical spills, and rescue efforts INCIDENT COMMAND CENTER (ICC) 1. The ICC is the centralized meeting location for the Crisis Management Team and other key university officials, serves as the point-of-contact with local agencies, and handles public information releases. 2. Members of the CMT will report to the ICC and develop an appropriate response to the emergency. They will continuously evaluate and coordinate all activities during the evacuation. 3. The primary on-site ICC is located at the: University Police Department University of Texas Pan American 1201 West University Dr. Edinburg, Texas (956) In the event that the Command Center is disabled in any manner, the alternate location is: University Cooling Plant (CULP) University of Texas- Pan American 1201 West University Dr. Edinburg, Texas (956) If the specific incident warrants it, it will be located at the specific location where the event occurred at an area designated by the incident commander. 4. Appropriate equipment, including, but not limited to, campus maps, telephones, radios, call lists, support staff, support equipment, journal of activities and message log are kept in the permanent ICCs. 9

10 1.13 CAMPUS RESPONSIBILITIES Vice President for Business Affairs Work with members of the CMT through the Emergency Coordinator to communicate policies. Make policy and procedural adjustments as required during the incident. Keep university administration informed of the sequence of events. Ensure that the university's response and recovery efforts are successful to the fullest extent possible. Ensure that adequate information is given to the public and to university personnel concerning the incident. Confirm that necessary contacts have been made with governmental officials. University Police Chief During any emergency on campus, the University Police Chief will serve as the overall Emergency Coordinator (EC). The EC will have the following responsibilities: Assess the extent of the emergency and its consequences on personnel, facilities and the environment and direct and coordinate the emergency response effort on campus to resolve the emergency. If necessary, initiate an evacuation or receive the order to evacuate from the University President, City Fire Chief, State Fire Marshal, or the City Police Chief. Ensure that appropriate in-house emergency personnel and fire and emergency medical Services have been called. Declare the level of emergency and ensure that members of the CMT are notified for Level 3 & 4 emergencies. Notify the Vice President for Business Affairs, Director of Planning & Construction, Director of Facilities Operations, Director - Environmental Health and Safety, and other appropriate administrators at the university for Level 2, 3 & 4 emergency situations. Ensure that appropriate off-campus organizations have been called. Instruct the Public Relations Department to prepare a news release, if necessary. Establish contacts with appropriate governmental agencies. Have the Director - Environmental Health and Safety assess potential environmental and safety hazards. Establish a communications network using available staff, materials, and equipment. Dispatch Physical Plant and Risk Management to assess the extent of damage to the university. Review and update this plan annually, with the assistance of the Director - Environmental Health and Safety. Ensure that periodic drills and exercises are conducted. Confirm that Risk Management has notified the appropriate insurance carriers. If necessary, ensure that Student Health Services is activated. Determine appropriate assembly area on campus to send evacuees. Notify the university's radio & TV stations to broadcast an evacuation notice. Send mass ings to appropriate buildings to warn occupants of emergency situations. University Police Officers 10

11 The University Police Department will place into immediate effect the appropriate procedures necessary to meet the emergency and safeguard persons and property. University Police Officers will have the following responsibilities: Proceed to the scene of the incident to evaluate potential hazards and the need for emergency personnel. Locate fires and attempt to extinguish small fires, if it can be done without endangering the officer. Evacuate an area or building if necessary to protect the health and safety of occupants. Ensure that all occupants have evacuated. Operate the on-scene command post during an evacuation. Assist in warning the campus community of an evacuation. Oversee the evacuation of students and staff from the affected area. Monitor the weather radio for changing conditions. Enforce access control to the hazard area on campus. Assist City Police with traffic control if requested. Provide security for evacuated areas on campus. Act as a liaison with the City's Emergency Operations Center. Ensure that the incident is properly documented and take photos of the scene as soon as possible. Provide traffic control at the university to limit movement into affected areas. Provide security at the university assembly points and the Evacuation Assembly Center (EAC). Prepare and stock necessary barricade materials and signs for traffic control. Director Physical Plant Operations and Maintenance The Director of Facilities Operations will assess damage and assume responsibility for corrective actions necessary to restore the university to operational status. The Director of Facilities Operations will ensure that Physical Plant performs the following: Provide technical support concerning electrical, plumbing, heating, ventilation systems, mechanical, and structural components. Furnish manpower to assist with the evacuation. Provide equipment, supplies, and staff to prevent damage or further damage to campus facilities during and after the emergency. Supply contact phone numbers for resources which may be required during the incident. Obtain the assistance of utility companies as required for emergency operations. Stop gas, electric, and water Services to affected buildings if appropriate. Shutdown air-handling units as necessary. Have available gasoline powered emergency generators which can be transported to necessary locations. Provide emergency lighting if needed. Provide debris removal if required. Work with the Police Department and local authorities to free and evacuate victims. Determine extent of damage and structural safety of buildings. Set up portable toilets as needed. Provide necessary vehicles and operators to support the impending or actual emergency. 11

12 Coordinate the acquisition of potable water if there is a disruption in water Services. Director - Environmental Health and Safety The Director - Environmental Health and Safety will provide support to confirm the magnitude of the emergency and assist the Emergency Coordinator in handling the emergency. The Director - Environmental Health and Safety will have the following responsibilities: Serve as a resource & liaison to internal departments and external agencies on issues of safety, environment, chemicals, fire, radiation, and public health during all emergency incidents. Assess chemical, radiological, biological, and asbestos releases and take appropriate action. Provide proper personal protective equipment (PPE) to workers. Maintain emergency supplies and equipment to handle hazardous material spills. If required, ensure that the appropriate local, state, and federal agencies have been notified of any environmental releases. Maintain a list of toxic substances in each facility. Provide chemical information and MSDSs as requested. Arrange for disposal of any hazardous waste generated on campus by the incident. Submit required reports with regulatory agencies. Review and update the Emergency Response Plan annually and update the call lists quarterly. Ensure that the Department of Health, State Water Control Board, and local water and sewer authorities have been informed of any threats to the public water supply or public sewers. Provide appropriate training to personnel to ensure compliance with the Emergency Response Plan. Conduct an annual inspection of the facility to ensure compliance with applicable fire safety and OSHA regulations. Notify Risk Management of the incident and document losses. Reset fire alarms and allow for reentry into buildings when the situation is determined to be safe. Replace used fire extinguishers. Arrange a fire watch for areas unprotected by fire alarms or fire protection systems. Post evacuation signs and train employees in the use of fire extinguishers. Director - University Relations The Director University Relations will be responsible for the release of information to the public to include the following: Ensure that accurate and timely information is disseminated to the public, university personnel, and the press concerning the incident and emergency operations. Serve as the primary university contact point for media inquires and releases of public information. The Public Relations Department may refer the media to knowledgeable sources at the university for additional information. Notify the public of the telephone number to call for information concerning evacuees. Assist with the staffing of phone banks in the Emergency Operations Center. Obtain information necessary to adequately brief members of the press. Monitor television and radio broadcasts to ensure that correct information is being released to the public. Prepare and disseminate announcements concerning canceling or resumption of classes and university activities. 12

13 Dean of Students Coordinate activities or direct Director of Residential Life and Director of Student Health Services to participate in emergency response activities. Incorporate interests of students into emergency response activities Director of Residential Life Determine the approximate number of students who will require emergency shelter. Determine which on-campus facilities can be used for emergency shelter. Direct and coordinate an order to shelter-in-place or evacuate the residence halls. Coordinate the registration of students and staff on the evacuation buses. Work with the American Red Cross and Department of Social Services in relocating students for long term evacuations. Ensure that residents are aware of fire safety measures and the evacuation plan for their building. Ensure that routine fire safety inspections and evacuation drills are conducted and the results sent to the Director - Environmental Health and Safety. Director of Student Health Services The Director of Student Health Services will: Assist in providing medical care to victims. Provide training materials on infectious diseases. Make arrangements to give prophylaxis to those who may have come in contact with a victim who has a life threatening infectious disease Director Counseling Invoke the Critical Incident Stress Management Team providing counseling to persons affected by the incident Provide Incident debriefing to emergency response personnel Director - Information Technology Will be contacted and become actively involved for assistance with computer resources or any emergency involving any part of the Informational Technologies facilities. Participate in the off campus notification process using information technology and establish background servers to be used for information and platform. Administrators, Deans, Department Heads Evaluate the impact the emergency has on his/her operation and take appropriate actions. Ensure that reovery plans are implemented. Faculty and Supervisors Educate students and employees concerning emergency procedures as well as evacuation procedures for the building. 13

14 Inform students and staff of an emergency and initiate emergency procedures as outlined in the Emergency Response Plan. Report safety hazards to the DEHS. Submit work orders to Physical Plant to reduce hazards and minimize accidents. Staff Employees Become familiar with emergency response procedures. Know appropriate building evacuation routes and assembly points. Volunteer to take a CPR/first aid class. Learn how to operate a fire extinguisher. Immediately evacuate the building when the fire alarm goes off or when requested by emergency personnel. Fully cooperate with local, state, and federal authorities OFF-CAMPUS RESPONSIBILITIES- LOCAL AGENCIES Handling an emergency and possible evacuation of the campus and subsequent care of evacuees will require the assistance and cooperation of several off-campus agencies. The following local agencies will provide emergency response and supporting actions in managing the evacuation. Fire Department The City of Edinburg Fire Chief will serve as the on-scene commander. The on-scene commander will have the following responsibilities: Respond to an emergency involving a fire, hazardous material or natural disaster. Have overall authority at the scene, except for terrorism events. Order employees and students to shelter-in-place or evacuate Determine the need for emergency equipment and the scope of an evacuation. Determine the appropriate off-campus evacuation center. Attempt to resolve the emergency by using available resources. Ensure that adequate fire, police, and rescue personnel have been called to the scene. Alert the Emergency Services Coordinator for the City of Edinburg of a potential evacuation. Notify the Emergency Services Coordinator for the City of Edinburg of initiation of the evacuation, scope and medical needs of the evacuees, and any potential problems the evacuees may encounter. Coordinate the evacuation at the scene. Ensure that the appropriate hazardous material's teams have been called. City of Edinburg City Police Assist in warning and evacuation of the campus as requested by the EC. Assist in the enforcement of access control to off-site hazard areas. Provide traffic control leading into the university. Provide crowd control and security at the evacuation center. Hidalgo County Health Department 14

15 Provide emergency health Services, health personnel, medicines, and sanitation needs to the EAC's. Act as a resource for information concerning infectious diseases. Texas Department of State Health Services Provide emergency health Services, health personnel, medicines, and sanitation needs to the EAC's. Act as a resource for information concerning infectious diseases. Texas Department of Public Safety Provide buses with drivers for transportation of evacuees. Coordinate with UTPA Emergency response teams to ensure Ensure that necessary chairs, tables, and other equipment are available at the EAC to set up the registration area. Ensure that adequate staffs are available to clean and supply the EAC. American Red Cross The American Red Cross will have the following responsibilities: Assist the University of Texas Pan American with the following activities o Registration of evacuees. o Assignment of space in the EAC for bedding of evacuees. o Provide limited medical assistance. o Provide recreational Services. o Provide emergency clothing. o Feeding. o Provide trained volunteers to assist with activities at the EAC. o Provide emergency communications for shelter operations. o Assist with damage assessment reports. 15

16 2.0 EVACUATION PLAN This plan provides the university with an effective means to respond to a disaster requiring a partial or total evacuation of the campus. The plan provides for the warning of students and staff, delineates responsibilities of on-campus and off-campus personnel and local government agencies, provides for evacuation centers, and establishes operating procedures for an effective evacuation of the campus. 2.1 INITIAL RESPONSE & NOTIFICATION 1. Evacuation of the campus can only be ordered by the University President and in a crisis situation the University Police Chief, City Fire Chief, City Police Chief or the Director of Environmental Health and Safety. 2. The Police Dispatcher will verify the order-to-evacuate and immediately call the University Police Chief, University Police Captain and the Crisis Management Team. The University Police Captain will start the University Police ring-down call list. The primary means of communication will be by commercial telephone, cell phone, and radio, with pager as backup. 3. The University Police Chief will serve as the Emergency Coordinator and activate and operate the Incident Command Center (ICC). 4. The Police Dispatcher will call the Red Cross, City Police, City Fire Department, and other appropriate university officials. The University Police Chief will call the Vice President for Business Affairs. 2.2 COMMUNICATIONS 1. Commercial telephones and cell phones will be the primary means of communication between fixed locations. 2. The primary means of communication between fixed and mobile locations will be by radio. 3. University of Texas - Pan American Police, City of Edinburg Police, City Fire Department, and RUEMS, have access to the same radio frequency. 4. The University of Texas - Pan American Police can contact all Physical Plant employees with their radios. 5. The following communication devices are available: Telephones Two-way radios (Physical Plant, police, dining) University radio Messengers Fax Voice mail Teletype (VCIN) Cell phones 16

17 2.3 CAMPUS WARNING 1. The Emergency Coordinator is responsible for notifying the campus if a disaster requires evacuation. 2. A combination of the following means will be used to warn the campus of a disaster requiring evacuation: BroncAlert! Campus Siren Fire Alarm Activation Phone calls to buildings Building sweeps Local radio/television Mass ing Website 3. Phone calls to buildings will be the primary means of warning and will be made by personnel from the University Police, Environmental Health and Safety, and the Physical Plant Department. 4. If a building has a fire alarm, the person called will be informed to pull the fire alarm to evacuate occupants. 5. If the building does not have a phone or does not respond to the phone call, a police officer or a member of Physical Plant will be dispatched to inform the occupants to evacuate. 6. Occupants will be told that the campus is being evacuated and evacuees should immediately proceed to the appropriate assembly area and await further instructions. 7. During normal business hours the University Police will call Residential Life to initiate an evacuation in the dorms. The Residential Life Office will start a ring-down procedure to call all affected Resident Directors and Resident Assistants. 8. The University Police will call Radio/TV Services at the university and instruct them to broadcast an evacuation notice. 9. The University Police will send out a campus wide mass ing informing the campus community of the evacuation and the assembly area they should go to. 10. An evacuation notice will be posted on the University website. 2.4 BUILDING EVACUATION PROCEDURES 1. Exit the building as calmly and quickly as possible using the nearest safe exit. DO NOT USE ELEVATORS. 2. Alert ALL persons in your area. Turn off all ignition sources. 3. Close windows and doors, leave the door unlocked, wear a coat and shoes, and take a towel to place over your face in case of smoke. 17

18 4. Proceed to the assigned meeting area outside your building and await further instructions. Stay well away from the building and windows. 5. If the campus is evacuated, proceed to the assembly area for transportation to the evacuation center when the signal is given. Do not return to an evacuated building until permission is granted from the campus police. 6. If a single building is evacuated, students will be moved to available housing on campus or to a lounge in a safe building. 7. RAs/RDs will assist in the evacuation of the resident halls, ensure that all residents have evacuated, close all doors, and keep all persons at a safe distance from the building. 8. Physical Plant Operations & Maintenance staff will assist in the evacuation of non-residential buildings by directing occupants to the nearest safe exit and ensure that all occupants have evacuated. 9. The Edinburg City Fire Department will assume control of the building for all hazards except a terrorist attack. The FBI will be the lead agency for a terrorist event. Full cooperation must be given to the Fire Department and the FBI by students and staff. 10. Evacuation plans are posted on all floors of Residential Buildings. The plans show the locations of fire exit doors. The plans are conspicuously located and updated by the DEHS. 11. Evacuation plans for non-residential buildings are posted in all classrooms and hallways. The plans show the locations of fire extinguishers, fire alarm pull stations, and fire exit doors. The plans are conspicuously located and updated by the DEHS. At the beginning of each semester it is the responsibility of the faculty to go over the floor plans with each class, and direct occupants to the nearest safe exit in case of an actual alarm. 2.5 ASSEMBLY AREAS 1. Depending on the hazard, wind conditions and the location of the incident, evacuees will be directed to assembly area designated by the Incident Commander 2.6 RECOVERY AND RE-ENTRY 1. The evacuated area will not be re-occupied until assessment of the danger indicates that it is safe to reenter the building/s. The assessment will be made by the Fire Chief, Emergency Coordinator, Physical Plant, DEHS, and other qualified individuals. 2. Physical Plant will be responsible for determining the extent of damage and ensure that buildings are structurally safe before allowing reentry. 3. If the incident involes a chemical, biological, or radiological hazard, DEHS in conjunction with local, federal, and state authorities will asses the building prior to re-entry. 4. The decision to re-enter the evacuated area will be made by the Emergency Coordinator in cooperation with the members of the Emergency Operations Center. 18

19 5. After the incident the Emergency Response Plan will be reviewed by the Emergency Coordinator and the Director - Environmental Health and Safety and updated as needed. 2.9 TRAINING, EXERCISES, DRILLS 1. The Emergency Coordinator is responsible for overall coordination of training of assigned emergency Services and volunteer personnel. 2. Personnel assigned to provide the following emergency Services will receive initial training and refresher training annually: Notification and warning Communications Evacuation assembly center operations Emergency operations Law enforcement Fire & rescue 3. Emergency response exercises and drills will be conducted to ensure adequacy of the plan. An evacuation exercise for the entire campus will be conducted every three years. A table top exercise will be conducted every year. Drills to test the warning system and communications will be conducted yearly. 4. Fire drills in all buildings are conducted on an annual basis. 5. Fire drills in the residential halls are conducted three times per year by the Resident Director in cooperation with the Fire Safety Specialist EMERGENCY COORDINATOR- CHECKLIST Police Dispatcher verified the call. On-going journal of activities activated. appropriate fire, police and emergency medical Services called. FBI called if the disaster involved possible terrorism. Disaster Plan activated. Members of the CMT notified. Activate IRT teams as necessary. Vice President for Business Affairs informed of the progress of the incident. Director - Environmental Health and Safety consulted concerning hazards of chemical release. 19

20 Public Relations Officer prepares news release. Dispatcher informed of location of key personnel. Communications network established. Additional police staff called as necessary. Warning system for the evacuation of building/s or the entire campus initiated. Residential Life Office called to initiate ring-down to RA's and RD's to evacuate dorms. Evacuation call lists given to available personnel. Runners are available to notify buildings that can't be reached by phone. Buildings have been notified. Call List 1 Call List 2 Call List 3 Call List 4 Call List 5 Call List 6 Call List 7 Contact the City's Emergency Coordinator. City Police called and streets barricaded leading into the university. Superintendent of Schools called to open the school for the receipt of evacuees. Evacuation buses called. City's Emergency Coordinator notified where buses are to go at the university. Director of Residential Life coordinating the evacuation of the Resident Halls. City's Incident Command Center notified when the evacuation buses have arrived. RUEMS sent to the evacuation center. 20

21 American Red Cross notified. Department of Social Services called. City's Emergency Operation Center notified when the evacuation has been completed. Student Health opened. Physical Plant dispatched to assess the extent of damage to the university. Contacts with appropriate governmental agencies established. Fire Director - Environmental Health and Safety assess fire safety equipment needs for the campus. Director - Environmental Health and Safety assess potential environmental and safety hazards. Director of Dining Services dispatched to the EAC to assist in feeding operations. Department of Health, State Water Control Board, and local water and sewer authorities informed of any threats to the public water supply or public sewers. Risk Management has notified the appropriate insurance carriers. Fire Chief given permission to re-enter evacuated buildings? Dispatcher informed that re-entry team will be going into buildings. Levels of hazardous materials are within safe limits in buildings prior to re-entry. Physical Plant has determined that buildings are safe to enter. Buses have returned evacuees to the university. Mass ing sent out UNIVERSITY OF TEXAS - PAN AMERICAN POLICE- CHECKLIST University Emergency Coordinator and members of the CMT notified. Additional staff called if needed or directed. Officer dispatched to the scene of the incident. Officer warned of potential hazards. MSDS requested if the disaster involves a chemical. 21

22 Assist with the evacuation if adequate staff is available. Additional staff requested from Physical Plant if needed. Officer dispatched to the Emergency Evacuation Center. Officer calls back to the campus ICC when the buses arrive. Officer delivers a copy of the registration list to the campus ICC and the City's ICC. Security provided for evacuated areas on campus. Officers sent to the assembly areas to provide crowd control. Traffic control at the university provided. Access control to the hazard area provided if on campus. Incident is properly documented and photos taken. Officer calls back to the on-campus ICC when buses leave the EAC to return to campus SAMPLE ANNOUNCEMENTS Incident Command Center Activation This is Dispatcher at the University of Texas - Pan American Police Department. The Incident Command Center for University of Texas - Pan American has been activated by the University's Emergency Coordinator. All members should report to the ICC located at. The following routes are closed to traffic:. Incident Command Center Activation for drills This is Dispatcher at the University of Texas - Pan American Police Department. The following information is being relayed to you due to a disaster drill. The Incident Command Center for University of Texas - Pan American has been activated by the University's Emergency Coordinator. All members of the Incident Command Center should report to the ICC located at. The following routes are closed to traffic:. 22

23 Public notification of evacuation following a chemical spill This is an important bulletin from University's Emergency Operations Center. At a.m./p.m. today an incident occurred at. There was a release of to the air/water. All efforts are being made by the university and the City of Edinburgto bring the release under control. To protect the health and safety of the public the Fire Chief has ordered all residents of the university to evacuate immediately. All persons will be directed to assembly areas on campus prior to transport to the emergency evacuation center at. Follow the directions of the campus police and other authorities. Evacuees will be registered at the evacuation center and provided with shelter, food, clothing, and medical Services. Notice to evacuate This is the Police Department at the university. The Fire Chief for the City of Edinburg has called for an evacuation of the campus. If you have a fire alarm in your building please activate it. If you do not have a fire alarm, please alert the occupants to evacuate. Instruct occupants to proceed to the assembly area at where they will be transported by bus to the evacuation center at. 23

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25 3.1 INITIAL RESPONSE & NOTIFICATION 3.0 FIRES 1. If you see fire or smoke, immediately pull the nearest fire alarm station to warn occupants. Alert all occupants if there is no fire alarm in the building. If an alarm is pulled in the Residence Halls, an alarm will automatically sound in the University Police Department. When a fire alarm sounds all employees, visitors, and students are required to evacuate until the all-clear is given by the Campus Police, DEHS or the City of Edinburg Fire Department. 2. If you do not have access to the pull stations, call 911 from any campus phone to notify police. 3. If the fire is small and you have been properly trained, attempt to put out the fire with a fire extinguisher. Do this only after the evacuation has started and the Fire Department and University Police have been called. Do not put yourself at undue risk while fighting the fire. 4. The alarm will sound at the University s cooling plant who will in turn notify the Police and the local fire Department. 5. University Police will notify the DEHS. If there is a real fire, the DEHS will notify all members of the Executive Council and the Crisis Management Team. If appropriate, the Crisis Management Team will activate the Critical Incident Stress Management Team 3.2 SPECIFIC EMERGENCY PROCEDURES Evacuation Procedures- Non Residential Buildings 1. If you choose not to fight the fire, quickly shut all file cabinets and drawers, turn off all electrical equipment and shutdown your computer. Exit the building as calmly and quickly as possible using the nearest safe exit. If readily available, grab the AED and first aid kit as you leave (it may be needed in the assembly area). Close all windows and doors on the way out (do not lock doors). Do not use elevators. Stay low to the floor if there is a lot of smoke. 2. Go to the assigned assembly area and keep well away from the building. Building Managers will conduct a head count to determine if anyone is missing. Do not reenter the building until authorized by University Police. 3. Evacuations Assistants will assist in the evacuation of the building by directing occupants to the nearest safe exit, ensuring that all personnel have exited, evacuating disabled persons to the nearest stairwell or exit and to the assembly area. 4. The City of Edinburg Fire Department will assume control of the building when they arrive. Give full cooperation to the Fire Department and Police Department. 5. Inform University Police or the Fire Department of missing people and disabled people who were placed in stairwells. 6. All elevators will be recalled to the ground floor when the alarm sounds. 25

26 Evacuation Procedures- Residence Halls 1. Resident Directors, Resident Assistants, and Residence Hall Evacuations Assistants will assist in the evacuation. 2. Wear a coat and shoes, and take a wet towel to place over your face in case of smoke. Before opening any door, feel the door knob with the back of your hand. Do not open the door if it is hot. Brace yourself behind the door, crouch low, and open the door slightly if it is warm. Stay low if the area is smoky. If heat or heavy smoke is present, close the door and stay in your room. 3. Proceed to the assigned assembly area. RA's and RD's will conduct a head count to see if anyone is missing. Remain outside until the appropriate signal is given to re-enter. 4. If all exits are blocked: Go back to your room, close the door and call the University Police to report your location. Seal the cracks around the door with tape and wet towels to prevent smoke from entering. Open the window a few inches for fresh air and hang a brightly colored cloth or bed sheet out the window to alert the Fire Department of your location. If you have a flashlight use it to signal with at night. If smoke gets in your room, keep low and dampen a cloth with water, place it over your nose and breath lightly through it. Stay calm. Do not jump from windows above the second floor. Rescue personnel have the proper equipment to get to you quickly. All elevators are recalled to the ground floor when the alarm sounds. Responsibilities of Resident Director/Assistant 1. Confirm that the University Police have been called.. 3. Assist in evacuating residents from the building using the nearest safe exit. Do not use elevators. The elevator shaft can fill with smoke very easily and there may be a power outage which could trap people in the elevator. 4. Assist in evacuating handicapped students to stairwells and notify emergency personnel of the location of handicapped individuals. 5. Ensure that Evacuation Assistants saff check each door to awaken sleeping students. 6. Direct the Fire Department to the fire if University Police is not on the scene. 7. When the evacuation has been completed, maintain order, prevent anyone from reentering, and keep all people a safe distance from the building. 8. Account for students who evacuated the building. Head counts should be reported to the Resident Director or person in charge. Residents unaccounted for should be reported to the senior officer at the scene. 26

27 9. Submit a report of the fire to the Director of Housing and the DEHS within 24 hours. 10. Maintain a current list of all disabled students in the building noting the room number and the type of disability. Ensure that a copy of the list is sent to the UTPA Police Department. 11. In case of a major fire when the building cannot be occupied, the Office of Residential Life will help students make arrangements for relocation. Responsibilities of Resident Hall Evacuation Assistants 1. Get the roster and knock on each door in your designated area of responsibility and have residents evacuate immediately. 2. Stay in designated area during the evacuation to assure that procedures are followed in a safe and orderly manner. 3. Take roll at the evacuation point and ask residents who are present to help account for absentees. 4. Stay with the occupants of your floor/wing until time to re-enter the building. 5. Immediately report students not accounted for and any problems to the nearest staff member. Responsibilities of University Police 1. Dispatch officers to the building to assist in the evacuation. Ensure that all occupants have left the building. 2. Set up a command post and activate the University Disaster Plan if necessary. 3. Control the scene until the Fire Department arrives. 4. Locate the fire if possible and direct the Fire Department to it. 5. Attempt to put out the fire if it is small and does not put police officers at undue risk. 6. Render first aid and move injured persons to safe areas. 7. In resident halls notify the Area Coordinator/Assistant Director, Director, or Associate Director as soon as possible. 8. Prevent unauthorized personnel from entering the building and control traffic. 9. Ensure that all personnel have been evacuated and check stairwells and porches for handicapped students. Check with the University Police Dispatcher for the location of handicapped students in the building. 10. Notify the Fire Department of the location of handicapped students in stairwells. 11. Recall elevators to the ground floor. 27