Emergency Management Plan

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1 Page 1 of 15 Emergency Management Plan Section 1 Arrangements Revision 4 - March 2016

2 Page 2 of 15 Contents 1.0 ARRANGEMENTS 1.1 Introduction 1.2 Purpose & Scope 1.3 University Location & Population 1.4 Definitions of Levels of Emergency 1.5 Phases of Emergency Management Plan (EMP) 1.6 Emergency Management Emergency Incident Manager (EIM) Emergency Management Team (EMT) Availability and Call-Out Financial implications and authorisation for expenditure Emergency Control Centres (ECC) Incident Control Point (ICP) Media Handling 1.7 Emergency Contacts 1.8 Revision of Emergency Plan 1.9 Instructions for the use of this plan in the event of an emergency 1.10 Emergency Plan Implementation Flowchart 1.11 Document Control Procedure

3 Page 3 of Arrangements 1.1 Introduction Emergency planning ensures early recovery from an unforeseen incident that maximises safety, minimises problems and enables operations to continue should the need arise. This document will assist the University to manage such incidents rather than just merely respond to them. An incident may occur at any time of the day, night or weekend, with little or no warning. As it is not possible to predict the chain of events that may occur when an incident takes place, published emergency management plans can serve only as guidance and/or a checklist, requiring modification and adaptation whilst in operation to meet the requirements of individual situations. 1.2 Purpose & Scope Two distinct levels of incident fall within the scope of the University s Emergency Management Plan, details of which may be found in Section 1.4. The University s primary purpose when an emergency occurs is to ensure the safety and well-being of its staff/student community and to safeguard the environment. Thereafter, early recovery from an unforeseen incident will be the priority and will require the full co-operation of all people and organisations involved. This Emergency Management Plan covers those areas that are within the management remit of the University. In some instances, the incidents may occur away from the Preston Campus (e.g. fatality). It is not intended that this plan applies to partner colleges or off-site locations under the control of others, whether workplaces or private residences. 1.3 University Location & Population The University s main campus is situated primarily on either side of Fylde Road in the centre of Preston. The University s estate is both extensive and diverse and includes such facilities as Observatories at Moor Park and Alston Hall, and UCLan Sports Arena at Cottam. The University s accommodation includes teaching rooms, laboratories, workshops, offices, lecture theatres, student residences (including purpose built halls of residence), sports facilities, car parks, Library, Arts Centre and Students Union. Appendix 1 contains a campus map. 1.4 Definitions of Levels of Emergency Local Incidents Local incidents are non-emergencies causing no serious physical threat to people or property. They result in only a limited disruption of services, involve no legal ramifications and pose no threat to the reputation or status of the University. Local managers are responsible for assessing, dealing with, and recording such incidents. N.B. LOCAL INCIDENTS DO NOT FALL WITHIN THE REMIT OF THIS PLAN Minor Incidents Minor incidents are situations (actual or potential) that pose a threat to people or property. Whilst not seriously affecting the overall functional capacity of the

4 Page 4 of 15 University, they may threaten its reputation, status and/or have potential legal ramifications. Minor incidents may involve the isolation and/or evacuation of part of a building and require assistance from the external Emergency Services as well as the University s own support services. The University s Emergency Incident Manager (EIM) will manage the University s response to minor incidents, including contacting the external Emergency Services if necessary, and will keep records of their occurrence and management. Local managers are responsible for immediately reporting (via the most appropriate method) any occurrence of a minor incident to the Emergency Incident Manager. Major Incidents Major incidents are situations (actual or potential) that significantly affect the University. They may affect an entire building or buildings and may involve the isolation and/or evacuation of a whole building or group of buildings. Major incidents may disrupt or halt the overall operations of the University. Strategic efforts from the University s own support services as well as from external Emergency Services will be required. If an incident escalates to disaster level, the external emergency services will take overall control of the situation. Once the Emergency Services have been contacted (if applicable), the University s Emergency Management Team (EMT) will be assembled. The Emergency Management Team will manage the University s response to major incidents. Local managers are responsible for immediately reporting the occurrence of all incidents to the Emergency Incident Manager, who will keep a record of the occurrence and management of major incidents. The Emergency Incident Manager is responsible for determining the level of emergency.

5 Page 5 of Phases of Emergency Management Plan Early Warning Phase Steps taken when early warning of the potential occurrence of an incident is received Incident Occurs Trigger Phase The assessment, reporting and decision making required immediately upon discovery of an incident in order to minimise danger/risk and to maximise the effectiveness of the immediate response Control Phase Pre-determined steps designed to minimise danger/risk and to bring an incident under control Recovery Phase Reacting effectively after an incident has been brought under control, in order to return to full or partial operations at the earliest safe time Incident Over Review Phase Debriefing, analysis and review of operations that take place after an incident has occurred

6 Page 6 of Emergency Management Emergency Incident Manager (EIM) The EIM s are as follows: Table 1 Scenario Fatality (staff and visitor) Epidemics Meningitis EIM Director of HR or nominated deputy Director of FM or nominated deputy Director of LIS or nominated deputy (Minor and Major incidents) Psychological Incidents Fatality (student) Loss of Communications Computer Crime Loss of Records/Data Loss of Records/Data (appendix 1) NOTE: For incidents involving loss of personal data and a breach of Data Protection legislation: All other scenarios Director of LIS or nominated deputy (Minor and Major incidents) Director of LIS or nominated deputy (Minor and Major incidents) Information Governance Officer (IGO) Director of FM For Minor incidents the Emergency Incident Manager is: One of the On-Call FM Emergency Management Team. i.e. o Security Manager (escalate if appropriate); o Accommodation and Buildings Manager; o Development, Maintenance & Estates Manager; o FM Business Services Manager; o Safety, Health and Environment Manager. For Major incidents the Emergency Incident Manager is: Director of Facilities Management or the nominated Deputy.

7 Page 7 of 15 Purpose: The Emergency Incident Manager is responsible for managing the University s response to both minor and major incidents and co-ordinating the activities of all parties involved. The Emergency Incident Manager will be the ultimate decision maker for the University during minor incidents and co-ordinate the instructions of the Emergency Management Team for major incidents. The Emergency Incident Manager is responsible for utilising the operational emergency plan checklists in Section 2 and recording all actions taken during incidents. The relevant Director of FM, HR, or LIS will nominate a deputy to act in their absence as the Emergency Incident Manager when necessary. Role: On being notified of an emergency, the role of the Emergency Incident Manager (or nominated deputy) is to: Control and co-ordinate the University s response to the emergency; Organise and operate the Emergency Control Centre; Work towards the strategic aim of returning the University to normal operation; Liaise with the Emergency Services and other external agencies; Implement the decisions of the Emergency Management Team during major incidents. Responsibilities: Determine the level of emergency; Choose the location for, and establish the Emergency Control Centre; Appoint an Emergency Management Team for major incidents; Inform the Vice-Chancellor of major incidents only; Attend the Emergency Control Centre and convene a meeting of the Emergency Management Team; Utilise relevant actions detailed within the Operational Emergency Plan Checklists (Section 2) and record all actions and expenditure during an emergency; Determine when the incident is closed; Complete an incident report; Review the effectiveness of the plan following an incident. Training and Competency: The Emergency Incident Manager and the nominated deputies will require training to ensure competence in the following areas: Familiarity with the contents of the University Emergency Management Plan; Their roles and responsibilities for both minor and major incidents; How to activate and utilise the plan; Familiarity with the campus and activities undertaken within each area;

8 Page 8 of 15 Management of risks to health and safety; Availability of resources and call-out arrangements; Management of communications; Interfacing with the Emergency Services and other external organisations (e.g. NHS, Public Health England etc.); Arrangements for dealing with the media. Training will take the form of: Online Training in Emergency Management and Business Continuity arrangements at the University; Desk-top exercises Emergency Management Team (EMT) Purpose: The Emergency Management Team may be called upon to manage the University s response to major incidents. Composition: Membership will vary depending upon the nature of the incident being managed and the Emergency Incident Manager will determine the initial membership at commencement of a major incident. However, the core membership will consist of some (or all) of the following: Emergency Incident Manager (Director of Facilities Management or nominated deputy) Vice-Chancellor; Relevant Pro Vice-Chancellor(s) or Director(s); Relevant Executive Dean(s) of College; Director of HR (or nominee); Development, Maintenance & Estates Manager (or nominee); Director of Marketing and Communications (or nominee); Director of LIS; Safety, Health & Environment Manager (or nominee); Local Manager(s) from those parts of the University affected by the incident; Senior PR and Corporate Events Officer. Role: (MAJOR incidents only) To utilise collective areas of expertise to effectively co-ordinate a proportionate emergency response with the strategic aim of returning the University to normal service; Communicate decisions to the Emergency Incident Manager for implementation. Responsibilities: Establish and constantly assess a co-ordinated and proportionate response to the emergency;

9 Page 9 of 15 Ensure adequate staff, resources and premises are available for the duration of the emergency; Provide authorisation for immediate expenditure requirements and actions; Co-ordinate communication with the general University population and neighbouring organisations that may be affected; Prepare press releases to the Media; Monitor and advise on adequate health & safety precautions Availability and Call-Out For Scenarios where the Director of FM is the EIM. See table 1 The Security Team operate around the clock, 365 days/year and will usually be the initial responder in an emergency. During normal working hours (08:00 to 17:00, Mon to Fri) The formal line management communication routes will be utilised during normal working hours. Outside normal working hours (Evenings, weekends and bank holidays) There are 3 call out rotas in operation within FM:- Student Accommodation Management; Student Accommodation Housekeeping; Maintenance Officers. Full details of these rotas are to be held by the Security Team and for many FM related issues these rotas will be called upon first to resolve related issues. If the above call-out rotas are not suitable or applicable, the Security Team will call (in the order shown) one of the following FM Emergency Management Team members for all emergencies considered to be at minor or major level. This may have first been in consultation with the FM Security Manager to agree escalation of the incident, if appropriate, to major level. Security Manager (escalate if appropriate); Director of Facilities Management; Accommodation and Buildings Manager; Development, Maintenance & Estates Manager; FM Business Services Manager; Safety, Health and Environment Manager; One of these Managers will act as the Emergency Incident Manager for Minor incidents. These FM Managers hold a cascade list of key staff contact details in each College/School/Service who can be called upon for assistance. This list is updated and issued by the Security Manager. (Appendix 3)

10 Page 10 of 15 If the emergency escalates to a major incident, the Director of FM (or nominee) will be contacted by on-campus Security and their attendance at the scene requested. The Director of FM (or nominee) will then assume the role of Emergency Incident Manager. If the Director of FM is unavailable, the cascade list for nominees is as follows: 1 st Accommodation and Buildings Manager 2 nd Development, Maintenance & Estates Manager 3 rd FM Business Services Manager 4 th Safety, Health & Environment Manager For scenarios where the Director of HR, or LIS is the EIM. See table 1 During normal working hours (08:00 to 17:00, Mon to Fri) The formal line management communication routes will be utilised during normal working hours. Outside normal working hours (Evenings, weekends and bank holidays) Security Services hold contact details of key staff in Appendix 3 of this plan and will contact the relevant member of staff to act as EIM Financial implications and authorisation for expenditure The Financial Regulations for UCLan have a 5000 threshold, above which 3 competitive quotes are required. During an emergency there may be a requirement to purchase equipment or organise repairs/remediation and this may involve expenditure which has not be budgeted for. In these instances the Financial Regulations state that: For all purchases over 5000 it may, in exceptional circumstances, not be appropriate to obtain competitive quotations. This may arise where there is a requirement for emergency, statutory or reactive maintenance and repairs. Where such conditions apply a waiver request is required to be submitted before ordering. Approval of the Executive Director of Finance is required for orders over 50,000, or Head of Purchasing for under 50,000. All financial expenditure during an incident must be reported as soon as possible to the insurers via the Head of Purchasing for consideration of asset protection for the University. Retrospective approval for expenditure can be sought for contracting the services of any organisation on the Key Contractors List. The Emergency Incident Manager is responsible for making a sound justification for purchasing in an emergency situation in order to meet the Financial Regulations. Justifications may be able to be made on the following grounds: Instructions from Emergency Services; Instructions from Regulators (HSE, EA, Home Office etc.); Preventing further damage to equipment, property or the environment;

11 Page 11 of 15 Providing for, or reducing the risk to, the health, safety and welfare of staff, students, and others who may be affected by the emergency situation. Anything that cannot be justified must wait for approval from Financial Services Emergency Control Centres The Emergency Incident Manager, on declaring a major emergency will establish an Emergency Control Centre (ECC). Depending on the location and nature of the emergency, the Emergency Control Centre will be one of the following locations. On-site locations: Security Control Lodge - Harrington Building Telephone: Vernon Building - Room 301 Telephone: Off-site location: UCLan Sports Arena Telephone: The following basic equipment is required for the Emergency Control Centre: A current version of the emergency management plan; Telephone contact lists; Flip chart stands and paper; Telephones (landline and mobiles); Site plans and maps; Stationary items; Networked PC/Laptop with the ability to send ; Site radio sets; Fax machine; CCTV (only available in Harrington Security Lodge); Incident Boxes located at: o Mezzanine SHE store in Vernon Building; o Security Control Room in Harrington Building; o UCLan Sports Arena. The contents of these Incident Boxes are as follows: o Signage Building closed Flood Authorised personnel only No water

12 Page 12 of 15 Wet floor o Emergency procedures Senior members of staff cascade list Contractors callout list Building isolation points o Hardware Loud hailer Torches Hi-visibility vests Hard hats Safety goggles Hazard tape During an emergency, all communications, instructions and actions should be recorded on the operational checklists and addendums Incident Control Point An incident control point is simply a location close to an incident where a member of staff will be posted. The incident control point will facilitate communications between the Emergency Management Team, the people at the scene and the emergency services (as appropriate). During some types of emergency, an incident control point may not be necessary Media Handling The Marketing, Communications and Engagement Team is responsible for ALL press releases and other media communications external to the University. The office is based in Chandler Building. The Marketing, Communications and Engagement Team have their own internal procedures for dealing with media interest following an emergency. If telephone helplines are considered necessary during an emergency, this is arranged via LIS in conjunction with the Marketing, Communications and Engagement Team. 1.7 Emergency Contacts Key contacts are detailed in individual emergency plans, for assistance during an incident. Managers within Colleges/Schools/Services should develop and maintain detailed emergency contact lists identifying key individuals (and nominees), with details of how they may be contacted 24 hours a day and how they may assist with the incident (e.g. areas of expertise). 1.8 Revision of Emergency Plan The Emergency Management Plan for the University will be reviewed periodically and appropriately after each minor and major incident by the Safety, Heath & Environment Section of Facilities Management.

13 Page 13 of Instructions for the use of this plan in the event of an emergency Section 1 Arrangements The arrangements section gives guidance on: Assessing the level of emergency and the appropriate response; Responsibility for managing the incident; The composition of the Emergency Management Team; Section 2 Operational Emergency Plan checklists. The checklists in section 2 are intended to be used as a guide for the Emergency Incident Manager for each of the identified scenarios. Every incident will be different; therefore some of the items on the checklist may not be applicable to every scenario. It is the responsibility of the Emergency Incident Manager to decide what is applicable in relation to the circumstances of the individual event. Equally, in the event of a complex emergency, the Emergency Incident Manager may decide that several checklists are relevant (e.g. fire and fatality checklists). Each checklist can be used as a record of the incident. The following information may be recorded on the checklist: Identification of relevant actions; Allocation of delegated responsibility; Resources utilised; A record of completed actions; Justification of decisions. NB: Checklists are not exhaustive! The checklists identify actions that may be relevant for each phase of the emergency as it develops (as detailed in section 1.5) and are designed to prevent an escalation of the emergency.

14 Page 14 of Emergency Plan Implementation Flowchart Notification of incident 333 verbal staff/student/visitor/public external source/contact e.g. Emergency Services Initial Responder Could be: Security Buildings staff Local Manager Realistically could be anyone! The following people may consider that a situation/incident warrants the emergency plan to be put into operation: University Executive Team FM Emergency Management Team Security M18 Initiate Emergency Plan MINOR Determine incident level Decide on appropriate EIM and notify? MAJOR Outside normal hours FM Emergency Management Team Director of FM/HR/LIS/IGO (see 1.6.1) Identify/appoint support team Determine when incident is closed i.e. no longer a minor/major incident Follow relevant plan in Section 2 of Emergency Plan file and regularly review level if things Complete incident report Appoint Emergency Management Team to include relevant local managers Review Review emergency plan and update/modify if required

15 Page 15 of Document Control Procedure The Safety, Health and Environment Manager is the document controller for this plan (except Appendix 3 see note*). As such, this person will receive and distribute amendments to the plan and will hold the master copy. Every holder of the plan is responsible for keeping their plan current. Executive Deans, Deans, Directors, Heads, Managers and Supervisors at all levels are responsible for notifying the document controller of amendments to this plan. The document controller will maintain a list of all the locations and holders of every plan distributed, including those issued to external organisations. The ability to edit electronic versions of the plan will be restricted to the document controller Amending the Plan Executive Deans, Deans, Directors, Heads, Managers and Supervisors will notify the document controller, in writing, of amendments to the plan by reference to the section number as soon as possible; The document controller will issue new amended pages to all holders of the plan; Plan holders will replace pages and record amendments on the Record of Revisions page in appendix 8 of their copy of the plan; Plan holders will confirm in writing to the document controller that their plan has been amended; The document controller will monitor confirmations and maintain a list of amendments made. *Notes: The Security Manager is responsible for regularly updating and issuing Appendix 3 Internal Emergency Contact details to all plan holders and additional copies of the plan. Appendix 3 is not subject to the document control process detailed in this section. The Information Governance Officer is responsible for updating and issuing the Information Governance Incident Procedure (Section 2.4.2, Appendix 1) to the SHE Section for distribution to all plan holders. This procedure is not subject to the document control process in this document.

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