2 Contents INTRODUCTION... 4 SCOPE... 5 DEFINITION OF AN EMERGENCY... 5 AUTHORITY... 6 ACTION PRIOR TO DECLARATION... 6 FREEDOM OF INFORMATION & PRIVACY PROTECTION... 6 PLAN MAINTENANCE... 7 PLAN DISTRIBUTION... 7 EMERGENCY RESPONSE LEVELS... 8 LEVEL 1 Emergency... 8 LEVEL 2 Emergency... 8 LEVEL 3 Emergency... 8 IMPLEMENTATION... 9 EMERGENCY OPERATIONS CENTRE EOC Location: EOC Set-up and Operation: EOC Operations Cycle EMERGENCY CONTROL GROUP (ECG) Emergency Control Group (ECG): Support Team Crisis Management Team (CMT) Role of Emergency Control Group Role of the Crisis Management Team Emergency Control Group (ECG) Priorities ROLES & RESPONSIBILITIES Emergency Control Group: EOC Manager: Director, Facility Management: Manager, Environmental Health and Safety: Director, Security Services: Director, College Relations: Academic s & Research representative:... 24
3 Dean, Student Services: Director, Information Technology Solutions: Vice President, Human Resource Services & Sustainability: Manager, Corporate Legal & Insurance Services: Liaison Officer: Support Team Administrative Support: Manitoba Infrastructure & Transportation: INCIDENT MANAGEMENT SYSTEM ICS Components ICS Functions Command Operations Planning Logistics Finance/Administration Liaison Safety Information Implementation of IMS at Red River College Business Continuity Planning (BCP) and Continuity of Operations Planning (COOP)... 38
4 INTRODUCTION This Emergency Response Plan outlines the policies and procedures for managing major incidents that may threaten the health and safety of students, staff and visitors to Red River College and its campuses or significantly disrupt college programs and activities. Emergencies can occur at any time, without warning. Careful planning and continued training will result in a more effective, efficient and coordinated response to any emergency situation, as well as significantly enhance recovery efforts. This Plan applies to a broad range of potential emergencies, including but not limited to severe weather, fires, explosions, hazardous materials release, extended power outages, incidents of violence, and other events impacting the life and safety of persons, facilities or the credibility of the Red River College.
5 SCOPE This document describes the Emergency Response Plan for Red River College and assigns responsibilities for the development, implementation and maintenance of the plan. The Emergency Response Plan applies to all properties and departments at Red River College, including employees, students, visitors and contractors. The plan establishes the basic framework for critical incident and emergency preparedness. It is not intended to cover every departments needs. Therefore all departments are encouraged to supplement this plan to suit its own needs while remaining in compliance with this plan. Each department is expected to develop and maintain their own internal response plans as well as contact lists for staff in case of an emergency. It is also the responsibility of each department to ensure their plans are up-to-date. Verification will be ensured through an annual review process. Copies of departmental plans are to be filed with the Emergency Preparedness Coordinator. DEFINITION OF AN EMERGENCY An emergency means a situation or an impending situation caused by the forces of nature, an accident, an intentional act or otherwise that constitutes a danger of major proportions to life or property and/or disrupts critical operations.
6 AUTHORITY Red River College has established an Emergency Control Group, led by the President, which has the authority to respond to, manage and control all aspects of an emergency situation in conjunction with emergency response agencies on behalf of all students, faculty and employees at all campus locations. This authority is premised on the understanding and acceptance on the part of the Emergency Control Group (ECG) that its members are responsible to the President for front line, critical incident decision-making and accordingly are charged with that obligation. The Emergency Control Group is charged by the President with the authority to take any actions collectively that are deemed necessary to ensure the safety and well-being of students, employees, contractors and on-site visitors; free of any individual liability for actions taken in good faith, where required, and, as necessary to ensure a coordinated response to a situation that threatens operational continuity at Red River College. ACTION PRIOR TO DECLARATION When an emergency exists but has not yet been declared to exist, employees of Red River College may take such action(s) under this emergency response plan as may be required to protect College property as well as the health and safety of students, staff, contractors and visitors to its Campuses. FREEDOM OF INFORMATION & PRIVACY PROTECTION Any personal or proprietary information collected under the authority of this Plan shall be used solely for the purpose of planning, preparing and conducting response to emergencies impacting Red River College and its environment. The release of information under this Plan shall be made in conformity with the Manitoba Freedom of Information and Protection of Privacy Act.
7 PLAN MAINTENANCE The Red River College Emergency Response Plan was approved in 2009 and it is essential that it be kept current and viable by adherence to a maintenance schedule. Responsibility for the plan being kept up to date rests with the Emergency Preparedness Coordinator who may delegate tasks accordingly. The emergency telephone numbers will be reviewed on an annual basis. The Emergency Notification System will be tested quarterly as a minimum requirement. The Plan will be exercised once every year as a minimum requirement. The Emergency Control Group, Crisis Management Team and Support Staff shall receive training and participate in an exercise, once every year as a minimum requirement. The Vital Services and Local Resources Directories should be updated annually. The Emergency Preparedness Coordinator will determine the schedule under which the maintenance activities will be performed. The Emergency Preparedness Coordinator may update, correct or amend any information contained within the appendices of this Emergency Response Plan on an as required basis PLAN DISTRIBUTION All members of the Emergency Control Group will be issued with copies of the main body of the Emergency Response Plan. Complete copies of the plan including all appendices will be held and maintained by the Emergency Preparedness Coordinator. Complete copies of the Plan including appendices will be used primarily for training or Emergency response. It is understood that Emergency Control Group and Crisis Management Team members are not expected to carry a copy of the Response Plan with them at all times. Since the nature of an Emergency notification normally requires an immediate response to the EOC, therefore complete copies, including all appendices, will be kept at the Emergency Operations Centre(s) for issue during training or an actual emergency. Any Control Group member may inspect the complete plan at any time upon request. The main body of the Plan will also be available to public viewing on the College website.
8 EMERGENCY RESPONSE LEVELS Emergencies are categorized into three (3) response levels in accordance with the severity, potential impact and resource requirements of the incident, including the level of assistance required from External (non-college) Emergency Services. Minor, localized incidents involving a department or building that are unlikely to result in personal injury or extensive physical damage and that can be readily resolved by College personnel and internal resources are not included. LEVEL 1 Emergency A Level 1 Emergency is a departmental or building incident that may result in personal injury or some physical damage but that can likely be resolved by Red River College personnel with the assistance of local First Response Agencies (Police, Fire, EMS). A Level 1 emergency has a limited duration and little impact to the campus community beyond those using the space/building in which it occurred. Level 1 emergencies also include those incidents involving risk to students or staff that may require the coordination of various institutional and student supports. The Emergency Control Group will be notified. Activation of the Emergency Response Plan may be required. LEVEL 2 Emergency A Level 2 Emergency is an internally unmanageable situation which has the potential to generate serious harm for members of the campus and/or external community. The situation poses a danger to staff, students, visitors that cannot be satisfied by evacuating the building(s). Immediate activation of the Emergency Response Plan is required. The Emergency Control Group will be notified and requested to assemble at the College Emergency Operations Centre (EOC). Response efforts are coordinated through the EOC. LEVEL 3 Emergency A Level 3 Emergency is an internally unmanageable situation which constitutes a danger of major proportions to lives, property or operations at Red River College, and poses a significant threat to staff, students, visitors, or the public. The threat may be internal or external in nature. Level 3 Emergencies require a significant response from Municipal Emergency Response Agencies and may result in long term disruption of services. This level requires full activation of the Emergency Response Plan. Members of the College Emergency Control Group will assemble at the EOC along with senior members of the Crisis Management Team.
9 IMPLEMENTATION Any member of the Emergency Control Group may request, through the EOC Manager (Emergency Preparedness Coordinator), that the Emergency Plan be implemented. The Emergency Plan may be implemented in whole, or in part, based on conditions at the site or severity of the situation. If a decision is made to assemble members of the Emergency Control Group it will be immediately communicated by means of Red River Colleges Emergency Notification System. Members will assemble at either the Primary or Alternate Emergency Operations Centre as directed. The Emergency Notification System is a process for communication among members of the Emergency Control Group and senior managers. The process employs both wireless and landline technology. Emergency Notification System contact numbers and procedures are located in Appendix A.
10 EMERGENCY OPERATIONS CENTRE The Emergency Operations Centre (EOC) serves as the coordination point for response and recovery activities taking place at Red River College and its campuses. The EOC is the location where members of the Emergency Control Group gather to support Incident Command activities and needs, share information, provide advice and input for major decisions, and implement the desired strategic course of action in a coordinated and effective way. The role of the Emergency Control Groups is also to ensure that the College community is properly informed and updated on the status of emergency situations. It is important that the Emergency Operations Centre be used for status tracking and the decision making function only. Only key personnel will remain in the EOC tracking the key activities and providing regular updates. Other staff may be called in to supplement personnel already in attendance. It is essential that the Emergency Operations Centre is comfortable, has good communications and is secure from unnecessary distractions. Only Emergency Control Group, Crisis Management Team members, and support staff should have access to the Emergency Operations Centre. No media are allowed into the Emergency Operations Centre, nor is anyone who has not been authorized by the Operations Officer. Members of the Emergency Control Group and other senior management should not attend the emergency scene.
11 EOC Location: The Emergency Operations Centre has both primary and secondary locations. During the notification process, direction will be given as to which location members of the Emergency Control Group (ECG) will report. For example, members will be told that; This is an Emergency Plan activation and that they should report to the primary Emergency Operations Centre immediately. The primary and secondary locations are geographically separated so that if one or the other is endangered or rendered non-functional as a result of the emergency situation the other should be safe and operational. Primary EOC Location Notre Dame Campus; Alternate EOC Location- Notre Dame Campus; Alternate EOC Location - Princess Street Campus Room A137 Room D102A Room P208
12 EOC Set-up and Operation: Upon receiving notification the Emergency Preparedness Coordinator will contact the administrative staff assigned the task of setting up the Emergency Operations Centre. The Emergency Operations Centre will be set up and operational within one hour of activation. The Emergency Preparedness Coordinator will supervise the set up and ensure operational viability. Upon arrival at the Emergency Operations Center, each Emergency Control Group member/designate will; a. Sign In b. Check telephone/communications devices. c. Open personal log. d. Contact his or her department and obtain a status report. e. Participate in the initial briefing. f. Participate in planning initial response/decision making process. g. Pass Emergency Control Group decisions on to their departments and/or areas of responsibility. h. Continue participation in the EOC Operations Cycle. Upon leaving the Emergency Operations Centre, each Control Group member will; a. Conduct a hand over with the person relieving them. b. Sign out on the location board indicating where they can be reached. Once the initial response is established, routines are put into place by the EOC Manager. The ECG functions most efficiently on a system known as an Operations Cycle.
13 EOC Operations Cycle The Operations Cycle is how the Emergency Control Group manages overall emergency operations. Emergency Control Group members will come together usually around a planning board or map at which time they will in turn report their departmental status as well as immediate needs. It is essential that every member, covering each area of responsibility, be heard from during this process. The Emergency Control Group is a team, and the actions taken by one, or the lack of action by one, may have a significant impact upon operations. The round table discussion should include problems, questions, resources requests and any other relevant information so that timely informed decisions can be made as a group. Once the meeting is completed, the members should contact their departments and pass on any relevant information or directives that come out of the Control Group meeting. The frequency of meetings is determined by the EOC Manager, but should reflect the pace of the emergency and occur on a scheduled basis which may be adjusted accordingly. During the period after the meeting and dissemination of information, members will be in the process of gathering information and preparing for the next scheduled meeting. The Emergency Control Group members use this time to follow up and ensure that decisions are being implemented. During Emergency Control Group meetings there should be no interruptions. All phone or radio communication to and from the EOC should occur prior to or after the formal meetings of the Emergency Control Group. The Control Group should have regular meetings to share information, discuss actions to be taken and/or issues to be resolved Meetings should be brief and free from interruptions 1 Hour Cycle EOC Meeting (20 Minutes) Updates and Action Plans Carry out assigned duties and Action Plans (35 minutes) Individual Coordination (5 minutes)
14 EMERGENCY CONTROL GROUP (ECG) Emergency Control Group (ECG): EOC Manager / Operations Officer o Emergency Preparedness Coordinator, or alternate Director, Facility Management, or alternate Manager, Environmental Health and Safety Director, Security Services Director, College Relations Representative, Academic & Research Dean, Student Services Director, Information Technology Solutions Vice President, Human Resource Services & Sustainability Manager, Corporate Legal & Insurance Services Liaison Officer Support Team Administrative Support Manitoba Infrastructure & Transportation Crisis Management Team (CMT) President Vice President Finance & Administration Vice President Academic & Research Vice President Business Development Vice President Student Services & Planning
15 EMERGENCY CONTROL GROUP President EOC MANAGER Emergency Preparedness Coord. LIAISON with Site Administrative Support Student Services College Relations Facility Management Security Services Information Technology Academics Research Manitoba Infras. & Trans. Human Resources Env. Health & Safety Legal & Insurance
16 Role of Emergency Control Group The Emergency Control Group (ECG) is a designated group of trained senior leaders and experts who are responsible for coordinating the overall management of Red River College during an emergency and ensuring the provision of essential services necessary to minimize the effects of an emergency on Red River College or any of its campuses while supporting mitigation, response and recovery activities at the emergency site. The Emergency Control Group will convene at the designated primary or alternate Emergency Operations Centre location as directed. Using IMS-compliant procedures, it is the role of the Emergency Control Group to provide leadership and make decisions as appropriate to respond to the emergency situation, and to communicate with and provide direction to College staff required to mitigate the situation. The ECG will make decisions on content and frequency of communications to both the College community and the media. The ECG ensures the College President is informed of all aspects of emergency response and recovery efforts. The group also provides counsel and advice to the President and senior College administration in the event the incident escalates to a Level 3 emergency. The ECG may declare a campus-wide state of emergency; likewise it would downgrade a state of emergency when conditions have improved. This declaration includes the decision for program closures and resumptions. Role of the Crisis Management Team The Crisis Management Team, lead by the President of Red River College, provides overall decision-making and direction for incidents once they have escalated to Level 3 emergencies. It is the role of this group to work with the Emergency Control Group to provide leadership and make decisions as appropriate to respond to the emergency situation.
17 Emergency Control Group (ECG) Priorities 1) Support Site Incident Command. i) Ensure Site Incident Command is supported with necessary information, floor plans, personnel and other College Resources as required to assist in mitigation of the incident. ii) Functions or activities such as notifications, public information, media relations, resource acquisition, employee call in, record keeping, etc. are best handled by the ECG. 2) Maintain essential services. i) Ensure that essential services and programs are maintained to the best extent possible for unaffected areas of Red River College. 3) Monitor, Inform and Alert. i) The ECG must both give and receive information. The ECG undertakes Intelligence gathering to identify potential problems and provide prompt notification to students, managers, employees, and related organizations. The ECG also ensures that members of the Red River College community, as well as external stakeholders and agencies, know about the emergency and the Colleges response. 4) Verify and Document Response. i) The ECG must create a mechanism to verify the steps taken to respond to the emergency, preserving a record of the actions taken to protect people, infrastructure, animals, research, and the overall corporate interests. The ECG pursues best practices by documenting information received and the steps taken. 5) Coordinate Recovery and Restoration. i) In addition to supporting response efforts, it is the responsibility of the Emergency Control Group to coordinate strategies for the recovery and full restoration of College programs and infrastructure. As a result, recovery and restoration will form the majority of the ECG s efforts, particularly as emergency services complete mitigation of the event and transfer command of the scene back to Red River College.
18 ROLES & RESPONSIBILITIES Emergency Control Group: Implementing the Red River College Emergency Plan in whole or in part to respond to an impending, potential, or existing emergency. Coordination and direction of College resources used to mitigate the effects of an emergency. Approve expenditures as required, up to $50,000, to mitigate the effects of a Level 1 or Level 2 emergency. Larger expenditures will be subject to approval by V-P Finance and Administration or designate. Ensuring that the composition of the ECG is appropriate to mitigate the effects of a given emergency situation, by determining which, if any, ad-hoc members are required. Advise the President regarding need for declaration or termination of an emergency. Ensuring the provision of essential resources and services to support emergency response activities. Coordination of services provided by outside agencies. Appointing or Confirming an Emergency Site Manager. Ensuring that the College Relations Officer is kept informed and up to date to facilitate the information flow to the media and the public. Coordinating the evacuation of students, staff, contractors and visitors who may be in danger. Recommending temporary suspension of programs or classes. Recommending temporary closure of all or a portion of Red River College campus(s). Ensuring essential services are maintained to the best extent possible in unaffected areas of the College. Coordinating full recovery and restoration of College programs and infrastructure. Establishment of advisory subcommittees to work on specific problem areas related to the emergency, as required. Authorization of expenditures during the emergency; provision for cost accounting and facilitation of cost recovery. Maintenance of an operational log detailing the group s decisions and activities. Deactivating the plan, and notifying all of those who had been notified of its activation. Conducting and participating in a debriefing, generating a post-emergency report and implementing recommendations for improvement of the emergency response plan.
19 EOC Manager: Emergency Preparedness Coordinator (or alternate) Activation of the Emergency Control Group. Schedule and chair meetings of the Emergency Control Group. Provide advice to the Emergency Control Group and the President on strategic initiatives to mitigate effects of the emergency situation affecting Red River College of any of its campuses. Provide information, advice and assistance to members of the Emergency Control Group and ensure they are responding in a coordinated and effective fashion in accordance with appropriate emergency procedures, protocols and legislation. Maintain communications link with Red River College President and ensure the President is informed on all aspects of the emergency response and recovery procedures. Approve all media releases and information bulletins in conjunction with the President (if available). Appoint a Liaison Officer to communicate with emergency response agencies and Site Command. If emergency situation is at a Regional or satellite Campus then Regional Campus Manager (or designate) will provide liaison between the ECG and Site Command. Provide direction to Emergency Operations Centre support staff as required in support of the Control Group, and ensure proper set-up and operation of the Emergency Operations Centre. Maintain Emergency Response Plan. Prepare and coordinate training and exercises for members of the Emergency Control Group and alternates. Coordinate a post-emergency debriefing and development of a final report to the President and Senior Executive. Incorporate lessons learned into Emergency Response Plan as required. Maintain a personal log of actions taken and decisions made.
20 Director, Facility Management: Request activation of Emergency Control Group. Provide information and advice regarding Facility Management at all Red River College campuses. Maintain communications with staff within Facility Management. Receive information from and give direction to Facility Management staff regarding mitigation of the event as well as continued operations of unaffected areas of Red River College. Liaise with Manitoba Infrastructure and Transportation regarding emergency situation affecting any government owned properties used by the College. Call in additional staff or personnel as required. Maintain a personal log of actions taken and decisions made.
21 Manager, Environmental Health and Safety: Request activation of Emergency Control Group. Provide advice and information regarding environmental health and safety matters. Provide advice and information regarding chemical or other hazardous materials on Campus. Ensure compliance with Health and Safety regulations on Red River College property. Liaise with appropriate regulatory agencies, including, but not limited to, the Department of Labour and Manitoba Conservation. Maintain communications with departmental staff. Maintain a personal log of actions taken and decisions made.
22 Director, Security Services: Activation of Emergency Notification system. Request activation of Emergency Control Group. Provide advice on all Campus Security related matters. Notify Security Staff. Communicate decisions of ECG to Security Staff. Establishing and maintaining communications with the senior police representative at the emergency site. Ensure perimeter security and crowd control at the emergency site as required. The provision of Security for the Emergency Operations Centre. The provision of Security services in evacuation centres and other facilities as required. The provision of traffic control on campus to facilitate the movement of emergency vehicles. Call in additional security staff as required. Maintain a personal log of actions taken and decisions made.
23 Director, College Relations: Request activation of Emergency Control Group. Notifying College Relations staff. Ensuring that a Media Information Centre is set up and operational if required. Initial and subsequent media releases, subject to approval by the EOC Manager and President (if available). Establish and maintain linkages with municipal or other media officials as appropriate to the incident. Coordinate interviews and media conferences. Designate a College media spokesperson as appropriate. Ensuring set up and staffing of College and public inquiry/info lines. Monitoring news coverage. Ensuring RRC Website kept up-to-date with the latest approved information. Monitoring of Twitter and Social Networking sites. Maintaining copies of all media releases. Maintain a personal log of actions taken and decisions made.
24 Academic s & Research representative: Request activation of the Emergency Control Group. Provide input and advice regarding academic programs at Red River College. Liaise with departmental Deans regarding the continuation and/or restoration of academic, technical and research programs at the College or any of its regional or satellite campuses. Communicate decisions of the Emergency Control Group to departmental Deans as it relates to their programs. Communicate academic issues and concerns from departmental Deans to the ECG. Maintain a personal log of all decisions made and actions taken.
25 Dean, Student Services: Request activation of the Emergency Control Group. Provide input and advice regarding Student Services division at Red River College. Liaise with departmental managers. Provide Emergency Control Group with Timetables & Classroom schedules, as well as student and family information as required. Coordinate application of Counselling and Crisis Intervention services as required. Coordinate with Health Services Centre for information and advice regarding human health related emergencies. Oversee coordination of health services to evacuation or reception centres on campus. Maintain a personal log of all decisions made and actions taken.
26 Director, Information Technology Solutions: Request activation of the Emergency Control Group. Provide the Emergency Control Group with information and advice regarding Information Technology systems and issues at Red River College. Maintain communication with I.T. departmental staff. Coordinate communications and technical support for Emergency Operations Centre. Maintain a personal log of all decisions made and actions taken.
27 Vice President, Human Resource Services & Sustainability: Request activation of the Emergency Control Group. Provide information and advice regarding Human Resource issues. Provide Emergency Control Group with information on staff/personnel as required. Provide information and advice regarding application of Collective agreements during response and recovery. Tracking of claims, records of overtime, time off, hours worked, and confirm validity of same. Advise and assist in hiring temporary staff necessary to assist in response to and recovery from emergency. Maintain a personal log of decisions made and actions taken.
28 Manager, Corporate Legal & Insurance Services: Request activation of the Emergency Control Group. Provide advice on legal and insurance matters. Maintain record of claims. Maintain a personal log of decisions made and actions taken.
29 Liaison Officer: Establish communications with EOC Manager. Provide communications between response agencies at the Site Command Post and the Colleges Emergency Operations Centre. Provide outside emergency response agencies with building plans, procedures or other information as required to assist in mitigation of the incident. Provide EOC Manager with information regarding Site Operations. Communicate decisions and actions of the Emergency Control Group to Site Command as requested. Maintain a personal log of actions taken and decisions made. Note: If an emergency impacts Red River College at a Regional or Satellite campus then the manager of that campus, or designate, will act as Liaison Officer between emergency services and the Emergency Control Group. That person will also provide the ECG with information on requirements to effect recovery and restoration of operations.
30 Support Team Administrative Support: Maintain a complete and accurate record of all events that occur in the Emergency Operations Centre during activation. Ensuring that all maps and status boards are up-to-date. Arranging for the printing of material as required. Assisting the EOC Manager and Operations Officer as required. Assisting the Emergency Preparedness Coordinator in collecting copies of all personal logs. Manitoba Infrastructure & Transportation: Request activation of the Emergency Control Group. Represent the Government of Manitoba (as landlord) for Red River College Notre Dame Campus. Provide input and advice regarding remediation and recovery of facilities. Approve strategies to repair facilities following damage. Maintain a personal log of actions taken.
31 INCIDENT MANAGEMENT SYSTEM Red River College has adopted the Incident Management System (IMS) approach to Emergency Management and Emergency Response. The Incident Management System is a standardized system that defines the basic command structure, roles and responsibilities required for the effective management of an emergency incident or situation. The Incident Management System is comprised of the Incident Command System (ICS) along with regular training and exercises. The Incident Command System (ICS), which is universally employed by emergency response agencies, is a systematic tactical approach for establishing command and control at an emergency incident. ICS is a scalable and modular approach which ensures that only one person is in command and control, that each responder only reports to one person, and that no one person supervises more than seven others. ICS Components ICS consists of five key elements: Command, Operations, Planning, Logistics, and Finance/Administration. There are three support functions that report directly to Command. Liaison COMMAND Safety Information Operations Planning Logistics Fin/Admin
32 ICS Functions Command Provides overall leadership and direction. May delegate authority to others as required Responsible for all activities until delegated and assigned to staff Operations Responsible for all tactical incident operations Implements strategy and tactics to carry out objectives Supervises the tactical field resources Planning Collection, evaluation and dissemination of operations information Maintains resource status. Compiles Incident Action Plan for short and long term. Develops alternative strategies. Prepares demobilization plan Logistics Provides facilities, services and material support Orders, receives, stores and distributes supplies. Arranges for transportation of personnel, supplies, food and equipment Finance/Administration Collects all cost data Tracks personnel and equipment time Processes claims for accidents and injuries Liaison Primary contact for supporting agencies and/or departments Facilitates a two-way flow of information to ensure a coordinated response Safety Ensure the safety of all field personnel. Information Conduit for information to internal and external stakeholders
33 Implementation of IMS at Red River College The Incident Command System is a Tactical response system and is primarily implemented at the Site of an emergency. However the principles of the system can assist in the Strategic operations of the Colleges Emergency Control Group in the Emergency Operations Centre. The Emergency Operations Centre (EOC) is a location where Strategic decisions are made by the Emergency Control Group. All tactical operations resulting from strategic planning done in the EOC is carried out by Red River College employee s outside of the EOC. Tactical EOC STRATEGIC Tactical Tactical Tactical
34 M.I.T. Student Services EOC Human Resources Building Systems Legal & Ins. Health & Safety EOC Manager Academics Media Relations Information Facilities Technology Security Each Emergency Control Group member is in fact a Commander under IMS making strategic decisions and overseeing the tactical response (Operations, Planning, Logistics & Fin/Admin) within his or her area of responsibility at Red River College. See Figure: EMERGENCY CONTROL GROUP Operations Planning Logistics Fin/Admin
35 Each member of the Emergency Control Group is ultimately responsible for Operations, Logistics, Planning, Safety and Financial tracking within his or her department or division. The Emergency Control Group member may designate a departmental employee outside the EOC to oversee the tactical administration of any of those ICS responsibilities. For smaller incidents or emergencies of limited scope or duration individual Emergency Control Group members may be able to cover several areas of responsibility under IMS. However, as the scope of the event increases, or if a large departmental response is required, the ECG member would be advised to delegate those roles to staff outside of the EOC. For example: The Manager of Information Technology Solutions may assign senior staff to oversee Operations and Logistics, while maintaining responsibility for Planning and Finance/Administration. The Director, Facility Management may delegate all functions to senior staff who will regularly report back on status.
36 It is important to remember that only members or the Emergency Control Group, Crisis Management Team or approved individuals are permitted in the Emergency Operations Centre. Each member will communicate information and decisions approved within the EOC to their respective departments who may be gathered in departmental control centres or deployed to various functions throughout the College. EOC members will also bring forward information, plans, comments and suggestions from departments to assist in decision making and strategic planning. E.O.C. Bldg. Systems Security E.H.S.S. College Relations Academic Student Services M.I.T. I.T. Solutions Department Department Department Department Department Department Department Department External
37 In a major emergency or disaster causing catastrophic damage to Red River College and long-term disruption of programs the Emergency Control Group may adopt a full IMS structure with individual departments assigned to specific Operations, Planning, Logistics or Financial functions to facilitate recovery operations. The following is only a sample and actual responsibilities may differ. EOC Manager College Relations Operations Section Chief Logistics Section Chief Planning Section Chief Fin/Admin Section Chief Security I.T. Solutions I.T. Solutions Academics & Research Legal & Insurance Facilities Student Services Campus Services M.I.T. Controller EHSS Human Resources Human Resources Demobilization Document Control
38 Business Continuity Planning (BCP) and Continuity of Operations Planning (COOP) Business Continuity Planning (BCP) and Continuity of Operations Planning (COOP) are efforts to ensure that essential Red River College functions will continue during and after any significant event that impacts on campus functions, business, or infrastructure. This includes plans and procedures that delineate essential functions, specify succession to office and emergency delegation of authority, provide for safekeeping of vital records and databases, identify alternate operating facilities, provide for interoperable communications, and validate that capability through tests, training and exercises. The Red River College COOP and BCP plans are under development and will be later found in the Appendix G.
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