Emergency Management Program: Difference between revisions

From Appalachian State University Policy Manual
 
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== Introduction ==
== Introduction ==


1.1 Appalachian State University is committed to the safety of faculty, staff, students, and visitors. One component of safety is a comprehensive emergency management program. This policy provides authority for the emergency management program at Appalachian State University and outlines requirements for emergency management plans, policies, and procedures.
1.1 Appalachian State University is committed to the safety of faculty, staff, students, and visitors. Such commitment requires a comprehensive emergency management program. This policy provides authority for an emergency management program at Appalachian State University and outlines requirements for emergency management plans, policies, and procedures.


== Scope ==
== Scope ==
2.1 This policy applies to all faculty, staff, students as well as visitors to the campus or non-campus property.
2.1 This policy applies to the university-wide Emergency Management Program to include all faculty, staff, students, visitors, guests, sub-contractors, vendors, and university property within the territorial limits of the university.


== Definitions  ==
== Definitions  ==


=== Business Unit ===
=== Business Unit ===  
:any academic or administrative department, unit, center, institute, division, or college
:Any academic or administrative department, unit, center, institute, division, or college.


=== Critical ===
=== Continuity of Operations ===
:functions or services offered that if interrupted or unavailable for several business days would significantly jeopardize the university's ability to serve its students and the campus community.
:Capability to continue essential program functions and to preserve essential processes and functions, positions, lines of succession, applications and records, communications, and facilities across a broad range of potential emergencies/disasters.
=== Disaster ===
:a sudden, unplanned event with a significant scope of impact involving danger to many people if not an entire community. A determination that an event is a "disaster" is based on the scope of the event, number of lives impacted, and the level of devastation of property.


=== Emergency ===
=== Critical Functions ===
:any situation that threatens life, property, the environment, or research, ranging from a temporary power outage to an incident that requires State and Federal response. To aid in determining the extent of resources and coordination required for rescue or recovery operations, emergency incidents are categorized into levels of response as outlined in the campus Emergency Operations Plan.  
:Functions or services offered that if interrupted or unavailable for several business days would significantly jeopardize the university's ability to serve its students and the campus community.


=== Emergency Management Task Force (EMTF) ===
=== Disaster ===
:the EMTF is a committee with membership appointed by the Chancellor and members of the Executive Group. The mission of the Emergency Management Task Force is to plan for and respond to crises involving the University. This mission is accomplished through an innovative and comprehensive emergency management, business continuity and disaster recovery planning process. The Task Force will coordinate the organizational resources of the University during crisis response through a collaborative approach to crisis management based upon best practices and executive authority.
:A severe or prolonged emergency that threatens life, personal safety, property, environment and/or critical infrastructure, systems or processes.


=== Executive Group ===
=== Emergency ===
:the Executive Group is responsible for major decisions that impact University operations, such as University closure. Additionally, the Executive Group will plan and prioritize the long-term recovery efforts following a disaster. The Executive Group communicates through the Emergency Operations Center and provides oversight to the Emergency Operations Center Group. The membership of the Executive Group includes the Chancellor, Provost, Vice Chancellor for Business Affairs, Vice Chancellor for Student Affairs, Vice Chancellor for Advancement, Chief of Staff, Associate VC for University Communications and Cultural Affairs, General Counsel, Athletics Director, Director of Human Resources, and Chief of University Police.
:An incident, human-caused, natural, or technological, that requires responsive action to protect life, personal safety, property, and/or the environment.


=== Incident Command System (ICS) ===
=== Incident ===
:a standardized on-scene emergency management system specifically designed to provide an integrated organizational structure that reflects the complexity and demands of a single incident or multiple incidents, without being hindered by jurisdictional boundaries. ICS is the combination of facilities, equipment, personnel, procedures, and communications operating within a common organizational structure, designed to aid in the management of resources during incidents. It is used for all kinds of emergencies and is applicable to small as well as large and complex incidents. ICS is used by various jurisdictions and functional agencies, both public and private, to organize field-level incident management operations.
:Any occurrence, natural or human-caused, that requires action by the Emergency Management Program.


=== National Incident Management System (NIMS) ===
== Policy Statements  ==
:a set of principles that provides a systematic, proactive approach guiding government agencies at all levels, nongovernmental organizations, and the private sector to work seamlessly to prevent, protect against, respond to, recover from, and mitigate the effects of incidents, regardless of cause, size, location, or complexity, in order to reduce the loss of life or property and harm to the environment.
=== Program Organization ===  
4.1.1 The Environmental Health, Safety, and Emergency Management Office is responsible for Emergency Management. This responsibility includes coordinating activities and programs related to emergency and disaster prevention, protection, mitigation, response, and recovery for the university. This office is also responsible for coordinating with outside entities as needed to prepare for or respond to emergencies.


== Policy and Procedure Statements  ==
4.1.2 The Emergency Management Program shall consist of the following:
=== General Policy ===


4.1.1 The Chancellor has appointed an Emergency Management Task Force to direct emergency preparedness, response, and recovery efforts. This group, under the leadership of the University Emergency Management Coordinator, is responsible for developing the campus Emergency Operations Plan, which includes detailed descriptions of actions to be taken in the event of an emergency.
:(a)  An office of emergency management led by the director of Environmental Health, Safety, and Emergency Management.
:(b)  An Emergency Operations Center (EOC), created as a central location out of which to manage emergency operations. 
:(c)  A Crisis Policy Group (CPG), responsible for strategic policy and recovery efforts. The CPG exists under the direction of the Chancellor and is comprised of members of the Chancellor’s executive staff.
:(d)  An Emergency Management Task Force (EMTF), responsible for staffing the EOC and exercising operational decision-making authority for Business Units during an emergency. The EMTF shall have the authority to assign university resources, make operational decisions and coordinate with external emergency support agencies.  The EMTF will serve as an advisory body to the director of the university’s emergency management program.


4.1.2 It is campus policy to maintain a state of readiness for emergencies of any size. Emergency response and support departments are expected to maintain a state of readiness to deal with all types of emergencies and to prepare accordingly.
4.1.3 Departments assigned an emergency response or recovery role shall coordinate with the Office of Environmental Health, Safety, and Emergency Management.


4.1.3 The Chancellor, Provost, or designee will be immediately notified of any emergency or significant threat to Appalachian State University.
=== Responsibilities of the Director ===
4.2.1 The director shall be responsible for the organization, administration, and operation of the emergency management program. The director shall be authorized to mandate health and safety requirements recommended or required by executive order, the Centers for Disease Control and Prevention (CDC), state or local public health officials, or in accordance with the University's Emergency Operations Plan, without the need for the adoption of additional specific written policies during the pendency of the emergency. Any failure to comply with these mandates shall result in disciplinary action.


4.1.4 When an emergency grows in size and complexity, coordination of resources becomes increasingly important. Appalachian State University will use the National Incident Management System (NIMS) and the Incident Command System (ICS) to manage resources in major emergencies.
4.2.2 The director's duties and responsibilities shall include, but are not be limited to, the following:
:(a) Management of the university-wide comprehensive emergency management program.
:(b) Coordinating with all public and private agencies engaged in emergency management within the university.
:(c) Educating the campus community as to actions necessary and required in the event of an emergency or disaster.
:(d) Planning and conducting exercises to enhance emergency preparedness and to familiarize Business Units with emergency management plans, procedures, and operations.
:(e) Monitoring and advising the executive staff of threats, hazards, emergencies, or disasters that pose a risk to the safety of students, faculty, and staff, or university interests.
:(f) Managing the university EOC.
:(g) Coordinating and documenting after-action reviews following the activation of a campus emergency operations plan or emergency management program once the incident or event has concluded.
:(h) Preparing program reports as deemed necessary by senior university administration.
:(i) Establishing and overseeing a university emergency management advisory committee to provide input and assistance with matters related to preparing, implementing, and evaluating the university emergency management program.


4.1.5 Each department shall develop a business continuity plan and/or a disaster recovery plan. Additionally, each building on campus shall have an emergency response plan. Copies of these plans shall be submitted electronically to the Emergency Management Task Force.
=== Responsibilities of the Emergency Management Task Force ===
4.3.1 The EMTF will be chaired by the Director of Environmental Health, Safety, and Emergency Management, who will determine appropriate committee representation.
 
4.3.2 The EMTF will meet on at least a quarterly basis to discuss and evaluate the emergency management program.  


4.1.6 The University Emergency Management Coordinator and the Emergency Management Task Force shall assist departments and buildings with the development of emergency response plans, building evacuation plans, business continuity plans, and disaster recovery plans. The Emergency Management Task Force shall maintain a current database of all such plans. The Emergency Management Task Force may also review these plans and make recommendations for changes or modifications.
4.3.3 The EMTF will be responsible for ensuring appropriate written plans are developed and maintained to support the Appalachian State University Emergency Operations Plan.  Plans shall be coordinated with the Environmental Health, Safety, and Emergency Management Office.


=== University Emergency Management Plans ===
4.3.4 The EMTF will convene following the conclusion of any activation of the University’s Emergency Operations Plan to review response efforts and provide recommendations for future plan improvements.


4.2.1 Those plans that include an institutional scope shall be reviewed and recommended for approval by the Emergency Management Task Force. The Emergency Management Task Force shall recommend plans to mitigate, prepare for, respond to, and recover from major emergencies and disasters.  
==University Emergency Management Plans==
===University Emergency Operations Plan===
5.1.1 A university-wide Emergency Operations Plan (EOP) shall be adopted and maintained. This plan shall be developed with the support of the EMTF and approved by the Chancellor.  


4.2.2 Plans recommended for action and approval by the Emergency Management Task Force shall be forwarded to the University Safety and Security Council and the Chancellor's Cabinet. Plans approved by the Chancellor shall be authorized for implementation by this policy. Examples of these plans may include the Emergency Operations Plan or Pandemic Response Plan. All approved plans, such as the Emergency Operations Plan, shall be published on the University's emergency webpage unless they include sensitive information.
5.1.2 Following approval of the EOP, each Business Unit listed therein will be provided notice of the EOP and must maintain a state of readiness to respond effectively, and perform all functions assigned to it.


4.2.3 Once plans are approved by the Chancellor, a letter of promulgation shall be attached to the front of the plan. See Attachment 1, Sample Promulgation Letter for University Emergency Management and Business Continuity Plans.
5.1.3 The plan shall be updated at least once every three years, with interim revisions taking place as necessary.  


=== Building Emergency Response Plans ===
===Other Emergency Management Plans===
5.2.1 Additional emergency management plans, separate from the EOP, shall be maintained by the Office of Environmental Health, Safety, and Emergency Management to ensure coordinated activities within the mission areas of emergency management: prevention, protection, mitigation, response, and recovery.


4.3.1 Each business unit shall assist with the development and maintenance of a building emergency response plan. Building emergency response plans will provide clear instructions that describe employee responsibilities during and/or following an emergency. Each building response plan will include at a minimum:
5.2.2 In the preparation of these emergency management plans, the services, equipment, facilities, and personnel of all Business Units shall be utilized as appropriate. Each Business Unit listed within these plans shall formulate internal implementation processes and train staff to perform the functions within the plan.
#a list of operating departments within the building;
#identification of a primary and alternate building coordinator who shall be responsible for coordinating the emergency response actions for the building and its occupants; and
#procedures for lockdowns, sheltering in place, and evacuating the building, including directions for building exit routes, designation of assembly areas outside the building, and attendance taking.


=== Business Continuity and Disaster Recovery Plans ===
===Continuity Plans===
5.3.1 Each Business Unit that is determined by the university to provide essential functions shall develop and maintain a Continuity of Operations Plan (COOP). This plan exists to ensure a high probability of restoration of essential functions following an incident or event.


4.4.1 Each business unit should develop a business continuity and recovery plan if not already developed pursuant to law or mandate. Business Continuity Plans should plan for temporary relocation, power outage, data loss, pandemic, and the designation of essential staff, and other items necessary for the unit?s continued operation and/or recovery The Business Continuity Plan will consist of advance arrangements and procedures for maintaining/continuing the unit's identified critical business functions in the event of an interruption.
5.3.2 Each Business Unit requiring a COOP shall designate an individual to serve as their continuity program manager.  


4.4.2 The Disaster Recovery Plan will define the resources, actions, tasks and data required to assist in the recovery of the unit's identified critical business functions. Business impact analyses and risk assessments may be required in addition to the continuity and recovery plan.
5.3.3 Plans shall adhere to the format provided by the Office of Environmental Health, Safety, and Emergency Management.  
The Business Continuity and Disaster Recovery Plans must be approved by the Department Head/Director and the appropriate Dean or Vice Chancellor (or designated vice provost or associate vice chancellor).Vice chancellors and deans will develop and maintain plans for areas within their responsibility that are not under a department head.


=== Declaration of a State of Emergency ===
5.3.4 Plans shall be updated annually and submitted to the Office of Environmental Health, Safety, and Emergency Management for review.  
 
4.5.1 The Chancellor may, if necessary, declare a state of emergency to exist on the campus when:
#conditions on or within the vicinity of the campus resulting from natural or man-made disasters, a civil disorder that poses a threat of serious injury to persons or damage to property, or other seriously disruptive events; and
#extraordinary measures are required immediately to avert, alleviate, or repair damage to University property, to protect the health or safety of persons on University property, or to maintain the orderly operation of the campus.
 
4.5.2 The authority to declare a campus state of emergency rests with the Chancellor, or in his/her absence, the Provost, or the Chancellor?s designee.
 
4.5.3 During a state of emergency, the University shall place into immediate effect the appropriate procedures designed to meet the emergency and safeguard persons and property.
 
4.5.4 When the declaration is made, only residential students, members of the administration, faculty, staff, and emergency personnel are authorized to be on campus. Those who cannot provide proper identification proving their legitimate business on campus will be directed to leave.
 
4.5.5 During some emergencies or disasters, the state of emergency may only permit critical and/or essential employees on campus.
 
4.5.6 The Chancellor will terminate the campus state of emergency when the situation has stabilized and the conditions outlined above are no longer applicable. See Attachment 2, Sample Campus State of Emergency Declaration.
 
=== Emergency Operations Center ===
 
4.6.1 The University Emergency Operations Center (EOC) is the physical location where the Emergency Management Task Force convenes to coordinate and manage resources in response to a major emergency or disaster.
 
4.6.2 The Emergency Operations Center shall provide resource coordination and communication regularly with the administration.
 
=== Responsibility of Administrators ===
 
4.7.1 The Chancellor has ultimate responsibility for all emergency actions taken on the Appalachian State University campus. During an extreme situation the Chancellor has the authority to declare a formal state of emergency and take appropriate actions to deal with the incident.
 
4.7.2 The Executive Group, consisting of the Chancellor, Provost, Vice Chancellor for Business Affairs, Vice Chancellor for Student Affairs, Vice Chancellor for Advancement, Chief of Staff, Associate VC for University Communications and Cultural Affairs, General Counsel, Athletics Director, Director of Human Resources, and Director of University Police, or their designees, will establish campus policy during an emergency.
 
4.7.3 Vice Chancellors, deans, and department heads/chairs may be called on to provide appropriate logistical support and exercise authority within their areas of responsibility. Vice Chancellors, deans, and department heads have overall responsibility for maintaining assigned facilities as safe workplaces. They are responsible for directing periodic training so that all employees are prepared to take proper action during an emergency.


== Additional References ==
== Additional References ==
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== Contact Information ==
== Contact Information ==
 
:Environmental Health, Safety and Emergency Management (828.262.4008)


== Original Effective Date ==
== Original Effective Date ==
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== Revision Dates ==
== Revision Dates ==
 
:July 15, 2019
:October 18, 2021
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Latest revision as of 19:50, 18 October 2021

Policy 302.1

Introduction

1.1 Appalachian State University is committed to the safety of faculty, staff, students, and visitors. Such commitment requires a comprehensive emergency management program. This policy provides authority for an emergency management program at Appalachian State University and outlines requirements for emergency management plans, policies, and procedures.

Scope

2.1 This policy applies to the university-wide Emergency Management Program to include all faculty, staff, students, visitors, guests, sub-contractors, vendors, and university property within the territorial limits of the university.

Definitions

Business Unit

Any academic or administrative department, unit, center, institute, division, or college.

Continuity of Operations

Capability to continue essential program functions and to preserve essential processes and functions, positions, lines of succession, applications and records, communications, and facilities across a broad range of potential emergencies/disasters.

Critical Functions

Functions or services offered that if interrupted or unavailable for several business days would significantly jeopardize the university's ability to serve its students and the campus community.

Disaster

A severe or prolonged emergency that threatens life, personal safety, property, environment and/or critical infrastructure, systems or processes.

Emergency

An incident, human-caused, natural, or technological, that requires responsive action to protect life, personal safety, property, and/or the environment.

Incident

Any occurrence, natural or human-caused, that requires action by the Emergency Management Program.

Policy Statements

Program Organization

4.1.1 The Environmental Health, Safety, and Emergency Management Office is responsible for Emergency Management. This responsibility includes coordinating activities and programs related to emergency and disaster prevention, protection, mitigation, response, and recovery for the university. This office is also responsible for coordinating with outside entities as needed to prepare for or respond to emergencies.

4.1.2 The Emergency Management Program shall consist of the following:

(a) An office of emergency management led by the director of Environmental Health, Safety, and Emergency Management.
(b) An Emergency Operations Center (EOC), created as a central location out of which to manage emergency operations.
(c) A Crisis Policy Group (CPG), responsible for strategic policy and recovery efforts. The CPG exists under the direction of the Chancellor and is comprised of members of the Chancellor’s executive staff.
(d) An Emergency Management Task Force (EMTF), responsible for staffing the EOC and exercising operational decision-making authority for Business Units during an emergency. The EMTF shall have the authority to assign university resources, make operational decisions and coordinate with external emergency support agencies. The EMTF will serve as an advisory body to the director of the university’s emergency management program.

4.1.3 Departments assigned an emergency response or recovery role shall coordinate with the Office of Environmental Health, Safety, and Emergency Management.

Responsibilities of the Director

4.2.1 The director shall be responsible for the organization, administration, and operation of the emergency management program. The director shall be authorized to mandate health and safety requirements recommended or required by executive order, the Centers for Disease Control and Prevention (CDC), state or local public health officials, or in accordance with the University's Emergency Operations Plan, without the need for the adoption of additional specific written policies during the pendency of the emergency. Any failure to comply with these mandates shall result in disciplinary action.

4.2.2 The director's duties and responsibilities shall include, but are not be limited to, the following:

(a) Management of the university-wide comprehensive emergency management program.
(b) Coordinating with all public and private agencies engaged in emergency management within the university.
(c) Educating the campus community as to actions necessary and required in the event of an emergency or disaster.
(d) Planning and conducting exercises to enhance emergency preparedness and to familiarize Business Units with emergency management plans, procedures, and operations.
(e) Monitoring and advising the executive staff of threats, hazards, emergencies, or disasters that pose a risk to the safety of students, faculty, and staff, or university interests.
(f) Managing the university EOC.
(g) Coordinating and documenting after-action reviews following the activation of a campus emergency operations plan or emergency management program once the incident or event has concluded.
(h) Preparing program reports as deemed necessary by senior university administration.
(i) Establishing and overseeing a university emergency management advisory committee to provide input and assistance with matters related to preparing, implementing, and evaluating the university emergency management program.

Responsibilities of the Emergency Management Task Force

4.3.1 The EMTF will be chaired by the Director of Environmental Health, Safety, and Emergency Management, who will determine appropriate committee representation.

4.3.2 The EMTF will meet on at least a quarterly basis to discuss and evaluate the emergency management program.

4.3.3 The EMTF will be responsible for ensuring appropriate written plans are developed and maintained to support the Appalachian State University Emergency Operations Plan. Plans shall be coordinated with the Environmental Health, Safety, and Emergency Management Office.

4.3.4 The EMTF will convene following the conclusion of any activation of the University’s Emergency Operations Plan to review response efforts and provide recommendations for future plan improvements.

University Emergency Management Plans

University Emergency Operations Plan

5.1.1 A university-wide Emergency Operations Plan (EOP) shall be adopted and maintained. This plan shall be developed with the support of the EMTF and approved by the Chancellor.

5.1.2 Following approval of the EOP, each Business Unit listed therein will be provided notice of the EOP and must maintain a state of readiness to respond effectively, and perform all functions assigned to it.

5.1.3 The plan shall be updated at least once every three years, with interim revisions taking place as necessary.

Other Emergency Management Plans

5.2.1 Additional emergency management plans, separate from the EOP, shall be maintained by the Office of Environmental Health, Safety, and Emergency Management to ensure coordinated activities within the mission areas of emergency management: prevention, protection, mitigation, response, and recovery.

5.2.2 In the preparation of these emergency management plans, the services, equipment, facilities, and personnel of all Business Units shall be utilized as appropriate. Each Business Unit listed within these plans shall formulate internal implementation processes and train staff to perform the functions within the plan.

Continuity Plans

5.3.1 Each Business Unit that is determined by the university to provide essential functions shall develop and maintain a Continuity of Operations Plan (COOP). This plan exists to ensure a high probability of restoration of essential functions following an incident or event.

5.3.2 Each Business Unit requiring a COOP shall designate an individual to serve as their continuity program manager.

5.3.3 Plans shall adhere to the format provided by the Office of Environmental Health, Safety, and Emergency Management.

5.3.4 Plans shall be updated annually and submitted to the Office of Environmental Health, Safety, and Emergency Management for review.

Additional References

Authority

Contact Information

Environmental Health, Safety and Emergency Management (828.262.4008)

Original Effective Date

June 18, 2003

Revision Dates

July 15, 2019
October 18, 2021
Retrieved from "https://policy.appstate.edu/index.php?title=Emergency_Management_Program&oldid=15026"