Emergency Management Program: Difference between revisions

From Appalachian State University Policy Manual
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== Policy and Procedure Statements  ==
== Policy and Procedure Statements  ==
=== General Policy ===  
=== Program Organization ===  
4.1.1 The Emergency Management function of the Environmental Health, Safety, and Emergency Management Office is the central coordinating entity for activities and programs relating to emergency and disaster prevention, protection, mitigation, response, and recovery for the university. Responsibility for coordinating with outside entities as needed to prepare for or respond to emergencies rests with this office, including communication with officials within the UNC System and local, state, and federal agencies.


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.
4.1.2 The Emergency Management Program shall consist of the following:
#An office of emergency management led by a director, which is filled by the director of Environmental Health, Safety, and Emergency Management. 
#The Crisis Policy Group (CPG), which is the senior level response team that sets strategic policy for the university’s disaster response and recovery efforts. The CPG works under the direction of the Chancellor and is comprised of members of the Chancellor’s executive staff at the discretion of the Chancellor.
# The Emergency Management Task Force (EMTF) is authorized to staff the Emergency Operations Center (EOC) and to exercise operational decision-making authority for their business unit during an emergency. The EMTF has the authority to assign university resources, make operational decisions and coordinate with external emergency support agencies to provide the most efficient response and recovery possible.  In addition, the EMTF will serve as an advisory body to the director of the university’s emergency management program and provide guidance and assistance with program implementation and evaluation.


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 It is campus policy to maintain a state of readiness for emergencies of any size. Departments assigned an emergency response or recovery role through plans or policy are expected to maintain a state of readiness, as well as plans to carry out their assigned functions.  Activities shall be coordinated 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 or designee shall coordinate the activities, services, and programs for emergency management and disaster response within the university, and shall coordinate with the local, state, and federal authorities to ensure the most effective operation and implementation of emergency management plans.


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:
#Manage the university-wide comprehensive emergency management program including, but not limited to, elements addressing prevention, protection, and mitigation activities; responses to emergencies and disasters; and recovery operations.
#Coordinate the activities of all public and private agencies engaged in any emergency management activities within the university.
#Educate the campus community through public information programs as to actions necessary and required for the protection of their persons and property in the event of an emergency or disaster.
#Plan and conduct exercises to enhance emergency preparedness and to familiarize business units with emergency management plans, procedures, and operations.
#Monitor and advise the Executive Group of threats, hazards, and emergencies or disasters that pose a risk to the lives and safety of students, faculty, and staff, or university interests, as well as propose for their consideration solutions and protocol aimed at how to best protect people and property from imminent danger or further damage.
#Activate and manage the university Emergency Operations Center (EOC) as the central coordinating entity during an emergency or disaster.
#Coordinate and document timely after action reviews following the activation of the campus emergency operations plan or emergency management program in response to an emergency, disaster, or large plan event once the incident or event has concluded.
# Prepare program reports as deemed necessary and prudent by senior university administration.
#Establish and oversee a university emergency management advisory committee to provide input and assist 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 based on program guidance, planning needs, unit roles & responsibilities, resources, and other related criteria.
 
4.3.2 The EMTF will meet on at least a quarterly basis to discuss and evaluate elements of the emergency management program to include but not limited to prevention and mitigation efforts, outreach efforts, emergency plans, and other pertinent program elements.  


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 EMTF representatives will be responsible for ensuring appropriate written plans are developed and maintained to support their assigned roles within 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 for a crisis incident to review the response efforts and provide recommendations for future plan improvements.


=== University Emergency Management Plans ===
=== University Emergency Management Plans ===


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.
5.1 University Emergency Operations Plan
 
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.
 
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.
 
=== Building Emergency Response Plans ===
 
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:
#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 ===
 
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.
 
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.
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 ===
 
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.
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.  


4.5.4 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.
5.1.2 In the preparation of this plan, the services, equipment, facilities, and personnel of all business units shall be utilized to the fullest extent possible, as appropriate, based on their functions and capabilities.  


4.5.5 During some emergencies or disasters, the state of emergency may only permit critical and/or essential employees on campus.
5.1.3 Following approval of the plan, each business unit listed therein is charged with being informed about their role in an emergency, maintaining a state of readiness to respond effectively, and performing the functions assigned to it by the plan.


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.
5.1.4 The plan shall be updated at least once every three years, with interim revisions taking place as deemed appropriate.


=== Emergency Operations Center ===
=== 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. Examples of these plans include the Recovery Plan and Hazard Mitigation Plan.


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.
5.2.2 In the preparation of these emergency management plans, the services, equipment, facilities, and personnel of all business units shall be utilized to the fullest extent possible, as appropriate, based on their functions and capabilities. Each business unit listed within these plans should formulate internal implementation processes and train staff to perform the functions within the plan.


4.6.2 The Emergency Operations Center shall provide resource coordination and communication regularly with the administration.
=== Continuity Plans ===


=== Responsibility of Administrators ===
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 should reflect sufficient forethought and detail to ensure a high probability of restoration of essential functions following an incident.


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


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


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


== Additional References ==
== Additional References ==

Revision as of 18:32, 16 July 2019

Policy 302.1

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.

Scope

2.1 This policy applies to the university-wide Emergency Management Program to include all faculty, staff, and students, 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, property, environment and/or critical infrastructure, systems or processes.

Emergency

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

Incident

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

Policy and Procedure Statements

Program Organization

4.1.1 The Emergency Management function of the Environmental Health, Safety, and Emergency Management Office is the central coordinating entity for activities and programs relating to emergency and disaster prevention, protection, mitigation, response, and recovery for the university. Responsibility for coordinating with outside entities as needed to prepare for or respond to emergencies rests with this office, including communication with officials within the UNC System and local, state, and federal agencies.

4.1.2 The Emergency Management Program shall consist of the following:

  1. An office of emergency management led by a director, which is filled by the director of Environmental Health, Safety, and Emergency Management.
  2. The Crisis Policy Group (CPG), which is the senior level response team that sets strategic policy for the university’s disaster response and recovery efforts. The CPG works under the direction of the Chancellor and is comprised of members of the Chancellor’s executive staff at the discretion of the Chancellor.
  3. The Emergency Management Task Force (EMTF) is authorized to staff the Emergency Operations Center (EOC) and to exercise operational decision-making authority for their business unit during an emergency. The EMTF has the authority to assign university resources, make operational decisions and coordinate with external emergency support agencies to provide the most efficient response and recovery possible. In addition, the EMTF will serve as an advisory body to the director of the university’s emergency management program and provide guidance and assistance with program implementation and evaluation.

4.1.3 It is campus policy to maintain a state of readiness for emergencies of any size. Departments assigned an emergency response or recovery role through plans or policy are expected to maintain a state of readiness, as well as plans to carry out their assigned functions. Activities shall be coordinated 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 or designee shall coordinate the activities, services, and programs for emergency management and disaster response within the university, and shall coordinate with the local, state, and federal authorities to ensure the most effective operation and implementation of emergency management plans.

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

  1. Manage the university-wide comprehensive emergency management program including, but not limited to, elements addressing prevention, protection, and mitigation activities; responses to emergencies and disasters; and recovery operations.
  2. Coordinate the activities of all public and private agencies engaged in any emergency management activities within the university.
  3. Educate the campus community through public information programs as to actions necessary and required for the protection of their persons and property in the event of an emergency or disaster.
  4. Plan and conduct exercises to enhance emergency preparedness and to familiarize business units with emergency management plans, procedures, and operations.
  5. Monitor and advise the Executive Group of threats, hazards, and emergencies or disasters that pose a risk to the lives and safety of students, faculty, and staff, or university interests, as well as propose for their consideration solutions and protocol aimed at how to best protect people and property from imminent danger or further damage.
  6. Activate and manage the university Emergency Operations Center (EOC) as the central coordinating entity during an emergency or disaster.
  7. Coordinate and document timely after action reviews following the activation of the campus emergency operations plan or emergency management program in response to an emergency, disaster, or large plan event once the incident or event has concluded.
  8. Prepare program reports as deemed necessary and prudent by senior university administration.
  9. Establish and oversee a university emergency management advisory committee to provide input and assist 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 based on program guidance, planning needs, unit roles & responsibilities, resources, and other related criteria.

4.3.2 The EMTF will meet on at least a quarterly basis to discuss and evaluate elements of the emergency management program to include but not limited to prevention and mitigation efforts, outreach efforts, emergency plans, and other pertinent program elements.

4.3.3 EMTF representatives will be responsible for ensuring appropriate written plans are developed and maintained to support their assigned roles within 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 for a crisis incident to review the response efforts and provide recommendations for future plan improvements.

University Emergency Management Plans

5.1 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 In the preparation of this plan, the services, equipment, facilities, and personnel of all business units shall be utilized to the fullest extent possible, as appropriate, based on their functions and capabilities.

5.1.3 Following approval of the plan, each business unit listed therein is charged with being informed about their role in an emergency, maintaining a state of readiness to respond effectively, and performing the functions assigned to it by the plan.

5.1.4 The plan shall be updated at least once every three years, with interim revisions taking place as deemed appropriate.

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. Examples of these plans include the Recovery Plan and Hazard Mitigation Plan.

5.2.2 In the preparation of these emergency management plans, the services, equipment, facilities, and personnel of all business units shall be utilized to the fullest extent possible, as appropriate, based on their functions and capabilities. Each business unit listed within these plans should 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 should reflect sufficient forethought and detail to ensure a high probability of restoration of essential functions following an incident.

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

Original Effective Date

June 18, 2003

Revision Dates

Retrieved from "https://policy.appstate.edu/index.php?title=Emergency_Management_Program&oldid=14975"