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2.0 Core Plan

2.1 Discovery

Upon the discovery of a situation that might be considered an emergency, it is important to notify authorities immediately and determine the facts of a situation as accurately and effectively as possible. Information that should be obtained includes:

  1. Nature of the incident (personal injury, property damage, violation of the law, etc.)
  2. Persons involved (both from the Wesleyan community and from outside the campus community)
  3. Relevant personal information (medication conditions, etc.)
  4. Location(s) of the incident
  5. Time/date of the incident
  6. Time/date of any responses/actions being taken in urgent response to the situation (keep a log of calls and actions made)
  7. A determination of whether additional support is needed to respond to the situation

2.1.1 Reporting an Emergency

To communicate an emergency from a standard phone on the Wesleyan University campus, calldial — Clifford J Ashton 2006/09/22 16:42 911 or 685-3333 — Clifford J Ashton 2006/07/12 14:36to notify the Public Safety Dispatch. The dispatchers will notify proper authorities and procure assistance from outside responders, if it is determined to be necessary. Residence-hall telephones, pay telephones, elevator telephones, and University extensions, including exterior blue-light phones, or direct lines to Public Safety, are available. (Make Sure that the telephones that are listed here are indeed set up to do 911 to public safety — Ganesan Ravishanker 2006/04/13 10:47) The campus has many University telephones located in common areas both inside and outside of buildings. Emergency telephone numbers, which are displayed on Public Safety patrol vehicles and on decals available from Public Safety, are:

  • Public Safety Emergencies: — Clifford J Ashton 2006/09/22 16:43860 -685-3333 or 911

Clifford J Ashton 2006/09/22 16:43 The campus is equipped with emergency police and fire radio boxes, which will summon assistance when activated. To activate a police/fire emergency alarm box:

  1. Lift the white protective cover.
  2. Depress the button for police and/or fire department, depending on the emergency.
  3. No sound will be apparent, but the red light will be activated.
  4. Remain close to the box so that emergency responders can assist upon arrival.

To operate a blue-light phone, which is directly connected to Public Safety:

  1. Push red button; the dispatcher at Public Safety will be notified immediately.
  2. A red light will indicate the phone is activated.

2.1.2 Following the Report of an Emergency Situation

Following the communication of an emergency, the individual initiating the call should:

  • Leave a number where they can be easily reached by authorities who are following up after an emergency (University officials, the News bureau, law enforcement, health-care professionals, etc.).
  • Cooperate with any follow-up investigations and/or analyses conducted by authorities.
  • Stick to the facts of the situation.

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2.2 Initial Response

When the Office of Public Safety receives a report, a Public Safety officer is dispatched as promptly as possibleimmediatelyWilliam Nelligan 2006/09/28 08:41 to evaluate the situation and to contact other authorities as needed. Patrol vehicles are equipped with both Public Safety and Middletown Police Department radios. Prompt communication is possible and may, if necessary, result in both police and fire department response with Public Safety.

The director of Public Safety, through all-campus mailings and telephone bulletins, alerts the University community of serious incidents occurring at or near Wesleyan.

2.2.1 When is it an Emergency?

This Wesleyan University ComprehensiveClifford J Ashton 2006/07/12 14:39ERP is predicated on a realistic an “all hazards” — Clifford J Ashton 2006/07/12 14:39approach to the problems that are likely to be encountered on a campus during a major emergency or disaster. Hence the following are general guidelines:

  1. An emergency or disaster may occur at any time day or night, weekend or holiday, with little or no warning.
  2. The succession of events in an emergency is not predictable; hence, published support and operational plans will serve only as a guide and checklist, and may require field modifications in order to meet the requirements of the emergency.
  3. Disasters may affect residents in the geographical location of the University; therefore, city, county, state, and federal emergency services may not be available. A delay in off-campus emergency services may be expected (up to 72 hours).

Clifford J Ashton 2006/10/03 16:18

2.2.2 Declaration of Campus State of Emergency

When a situation arises, Public Safety shall immediately consult with the appropriate municipal department (fire, police, etc.) and the appropriate University vice president regarding the emergency and the possible need for declaration of a campus state of emergency. The order in which offices and individuals should be contacted may vary depending upon the particular situation and the urgency of obtaining outside assistance.

The authority to declare a campus state of emergency rests with the president, the appropriate University vice president, noted below, or their designees:

  • Vice President of Finance and Administration
  • Vice President for Academic Affairs
  • Vice President and Secretary
  • Dean of the College

During the period of any campus emergency, the — Clifford J Ashton 2006/10/03 16:10Emergency Response Coordinator Incident Commander, as requireddesignated by the vice president or dean in charge — Clifford J Ashton 2006/07/12 14:42, shall place into immediate effect the procedures necessary to address the emergency, safeguard persons and property, and maintain facilities.

Once this declaration has been made, it may be necessary to restrict campus access to registered students, faculty, staff, and affiliates (i.e., persons required by employment). In these circumstances, those who cannot produce proper identification (registration, employee ID card, etc.) will be asked to leave campus.

In addition, only those faculty and staff members who have been assigned — Clifford J Ashton 2006/10/03 16:15Emergency Operations Center (EOC) duties or issued an emergency pass by Public Safety will be allowed to enter the immediate disaster site.

In the event of earthquakes, aftershocks, fires, storms, or major disasters occurring on or around campus, or involving University property, Public Safety personnel will be dispatched to determine the extent of any damage to University property.

The University will provide support for those employees and their families who are working during the course of the emergency. — Clifford J Ashton 2006/09/22 17:06per BCP meeting 9/19/06 additional detail needed here. Refer to appropriate procedure to be developed.

2.2.3 Procedures for Internal and External Notifications

Upon discovery of a fire, chemical spill, or other emergency situation requiring outside assistance, the employee or student will evacuate the building and pull the fire alarm to alert others of the emergency. Once in a safe location, the individual shall initiate an emergency call using a campus telephone and wait for assistance to arrive.

Employees and students are to call University Public Safety Dispatch at 911 or 860-685-3333 (or extension 3333) — Clifford J Ashton 2006/07/12 14:44to initiate emergency response services on campus. Public Safety will notify the Middletown Fire Department, the Middletown Police Department, Hunters Ambulance Service, or other emergency responders as appropriate. Individual employees or students are not to call directly to these agencies as it may delay or confuse an appropriate response.

Public Safety will notify all internal emergency responders and direct those individuals to the scene of the emergency or to the Emergency — Clifford J Ashton 2006/10/03 16:20Operations Center (EOC) as appropriate.

Once an emergency has been declared and a determination has been made to establish an — Clifford J Ashton 2006/10/03 16:20ECCEOC, one shall be set up using the guidance in Section 2.2.4.

2.2.4 Establishing the Emergency <del>Coordinator</del> --- //[[|Clifford J Ashton]] 2006/10/03 16:08//Operations Center (EOC)

The — Clifford J Ashton 2006/10/03 16:08EOC is designed to group the major Wesleyan University decision-makers together for coordinated effort during a major campus emergency. The ECC will be activated during emergencies where key decision-makers need to be together for rapid decisions, coordination, and communication. The ECC may be prepared with a skeleton force and maintained on a standby basis pending further information.

In cases of general widespread emergencies (Level 4 or 5, as noted below), the designated vice president operations leader will direct Public Safety to activate the EOC, which shall serve as the workspace for the Operations Group (see Section — Clifford J Ashton 2006/07/12 14:49). Normally the EOC will be held — Clifford J Ashton 2006/09/22 17:07in South College Conference Room B2/B3, but under certain circumstances (power outage) it will be located in — Clifford J Ashton 2006/09/22 17:07B2/B3 South Collegethe Public Safety Building Conference Room at 208 High Street. It can also be set up at other locations where necessary support facilities exist. The EOC(regardless of location) shall have easy access to:

  • Radio access for all campus and local municipal frequencies
  • Two campus radionetworkClifford J Ashton 2006/07/12 14:49 frequencies
  • Large scale campus map
  • Radio or cell phone communications for up to eight people
  • Designated fax machine
  • Cell phones (is this redundant from above?) — William Nelligan 2006/09/28 09:47
  • An emergency generator (Public Safety Building, 208 High Street only at this time)

2.2.5 Preliminary Assessment

The Public Safety Supervisor will make the preliminary assessment and determination of what level of emergency response is required for the situation. Should additional assistance be required in making that determination, the Public Safety director will be contacted and his/her decision will govern until the appropriate, on-scene, City of Middletown incident commander has arrived, assessed the scene, and made a determination of appropriate actions necessary to remediate the situation. The Middletown incident commander may consult with the — Clifford J Ashton 2006/10/03 16:19 Incident Commander on-scene at his/her discretion.

2.2.6 Establishing Objectives and Priorities for Response

Wesleyan University will follow the levels of response outlined below in the event of any emergency situation occurring on the campus. Level I Emergency

A department or building incident that can be resolved with existing University resources or limited outside help in isJoyce Walter 2006/04/18 15:39 considered Level I. A Level I incident usually has a limited duration and little impact to the campus community beyond those using the space/building in which it occurred, and does not pose an immediate threat to life or property. (Examples: minor chemical or fuel oil spills, building loss of heat or electricity for several hours, or a minor fire confined to a room and not involving hazardous chemicals.) Level II Emergency

Level II emergencies are primarily people-focused rather than infrastructure-focused. In particular, many student issues can become quite complex because of varied institutional and student support responses that must be coordinated. (Examples: assaults, sexual assaults, building/office occupation, hate crimes, or bomb threats). In these cases, specific departmental plans may be implemented. Level III Emergency

A Level III emergency affects a sizeable portion of the campus and/or outside community. Level III emergencies may be single- or multi-hazard situations. They often require considerable coordination both within and outside the University. Level III emergencies also include imminent events on campus or in the general community that may develop into a major University crisis or full disaster. (Examples: heating plant failure, extended power outage, severe storms, major fires, contagious disease outbreak, or domestic water contamination). Level IV Emergency

A Level IV emergency is a catastrophic event involving the entire campus and surrounding community. Immediate resolution of the disaster, which is usually multi-hazard, is beyond the capabilities of the campus and local resources. (Examples: earthquake or major hurricane that would require state and federal assistance.)

2.2.7 Implementation of Tactical Response

Tactical response will be initiated and managed by the incident commander who is present on scene. This person will be from a responding agency, such as the Middletown Fire Department in the event of a fire, chemical spill or medical emergency; the Middletown Police Department in the event of criminal action; or Public Safety in the event of a small incident other than those noted previously.

2.2.8 Mobilization of Resources

The University president or his designee activates the Wesleyan ERRT in response to a declared or possible emergency. The ERRT functions shall be as follows: Policy Group

Responsibilities for this group include the following:

  • Approving overall priorities and strategies.
  • Issuing public information and instructions.
  • Serving as liaison with government and external organizations.

The membership of the Policy Group is as follows:

  • President (as required)
  • Vice President and Secretary
  • Vice President for Academic Affairs
  • Dean of the College
  • University Counsel
  • Vice President for Public Affairs
  • DirectionAssociate Vice President of Facilities OperationsClifford J Ashton 2006/07/12 14:54 (back-up link to Operations Group)
  • Director of Public Safety (back-up link to Operations Group)
  • Vice President of Finance and Administration

The Policy Group will normally meet in B2/B3 South College. If that space is unavailable, it will be relocated to the Conference Room at Public Safety, 208 High Street. Operations Group

Responsibilities of this group include the following:

  • Gathering, confirming, and evaluating the incident information.
  • Defining and implementing tactics/actions to resolve specific priority situations.
  • Identifying resources, needs, and shortfalls.

The primary members of the Operations Group are:

  • Vice President and Secretary (Group Leader for level IV and V emergencies)
  • Dean of the College (Group Leader for level III emergencies)
  • Vice President of Finance and Administration
  • Director of Public Safety (Back-up Group Leader)
  • Director of Facilities OperationsPhysical Plant — Clifford J Ashton 2006/07/12 14:54
  • Dean of Student Services

Depending on the situation, additional members may be added by the core Operations Group to address issues or concerns that may arise. These situational members could include:

  • Director of Residential Life
  • Office of Communications representative
  • Director of Health Services, or designee
  • Assistant Director of Finance and/or — Clifford J Ashton 2006/07/12 14:54Clifford J Ashton 2006/09/22 17:12Senior Associate Director of Human Resources (Risk Management) or designee
  • Academic Deans
  • Building Specific Facility managers as appropriate - (list to be developed)
  • Director of Campus Dining
  • Associate Vice President for ITS
  • Director of Office of Behavioral Health for Students, or designeeJoyce Walter 2006/08/04 13:19
  • Director of AthleticsRichard Whitmore 2006/07/18 11:54
  • Director of GLSP
  • Director of Graduate Student Services
  • Middletown Fire and Police Departments Logistical Group

This group is responsible for providing facilities, services and mateial support for the incident. — William Nelligan 2006/09/28 09:52 The membership of the logistical group includes the following:

  • Associate Director of Student Life FacilitiesFacilities Management — Clifford J Ashton 2006/07/12 14:54
  • Associate Director of Academic and Administrative FacilitiesClifford J Ashton 2006/07/12 14:54
  • Clifford J Ashton 2006/09/22 17:14Associate Director of Public Safety Captain
  • Director of Construction ServicesAssociate Director of Mechanical Trades and/or Associate Director of Building Trades — Clifford J Ashton 2006/07/12 14:54

The primary members of the Operations Group will decide when to involve situational members.

Clifford J Ashton 2006/07/12 14:542.2.8.4 Financial and Business Continuity Group The membership of the Finance and Business Continuity Group includes the following: * Assistant Vice President of Finance * Registrar * Assistant Director of Facilities Administration * Director of Procurement * Manager of Financial Reporting * Senior Associate Director of Human Resources * Dean of Academic Affairs * Others as assigned — Clifford J Ashton 2006/07/12 14:54

2.3 Sustained Actions

Planning for an emergency/disaster comprises three phases. These phases–increased readiness phase, emergency phase, and recovery phase–occur in all emergencies to varying degrees. Prior planning, practice, and notifications are vital to the proper management of emergencies as they arise. For clarification purposes, these phases are defined and explained below.

2.3.1 Increased Readiness Phase for Level III and IV Emergencies

This is the period of time from receipt of initial notification of a potential emergency to onset of the emergency. All members of the University community, external and support agencies, and contractors will be alerted to the possibility and nature of a pending disaster. The length of time in an Increased Readiness Phase may range from a few minutes to several weeks. Actions Required During an Increased Readiness Phase

The president or his/her designee will call together ERRT and any other representative he/sheRichard Whitmore 2006/07/18 11:59 deems necessary in the view of the nature of the possible emergency and briefs them on the situation. Following the briefing, all members of the ERRT review their responsibilities as outlined in this plan, including the appendices in Sections 3.1 through 3.8. The briefing should consist of the following:

  • Introduction/nature of emergency
  • Listing of resources and problems
  • Storm Track information (if emergency involves possible flooding, blizzard, or hurricane warning)
  • Radio communications techniques

ERRT responsibilities when in readiness status are as follows:

  1. Department heads of the ERRT will check the equipment and personnel and review with them their individual responsibilities.
  2. The ECC may be prepared with a skeleton force and maintained on a standby basis pending further instructions.
  3. Personnel and equipment will be readied for dispersal where necessary and moved to appropriate locations on a standby basis pending further information.
  4. All emergency equipment will be checked to determine that it is operable and ready to use.
  5. The Public Safety director and the director of facilities operations will coordinate the inspection of all communications equipment to ensure it is operating properly. Communication will be established with Middletown Police and Fire Departments and Office of Emergency Management.
  6. An official announcement will be prepared for the University community.
  7. In any campus emergency with potential off-campus impact, the City of Middletown will be notified.
  8. Preparations for shelters will begin.

2.3.2 Emergency Phase

The Emergency Phase is the period during which an emergency is occurring, with or without warning. Action is taken immediately to evaluate the emergency, warn the community, and make use of all available personnel, equipment, and resources to minimize the effects of the disaster on the community. Actions Required During the Emergency Phase

(The actions listed below are not necessarily in order of their priority.)

  • Immediately alert the community, giving them whatever guidance or instruction is required. Make sure information is disseminated in a manner that is understandable.
  • Fully activate the ECC on an around-the-clock basis, taking other appropriate steps for food, water, and sleeping facilities.
  • Conduct emergency operations in the most expedient manner to maximize safety of people and preservation of property by making use of all available manpower, equipment, fall-out protection, and other resources.

2.3.3 Recovery Phase

This phase immediately follows an emergency. Actions are taken to restore the University to normal conditions.

The Recovery Phase begins when the disaster has subsided to a sufficient degree that recovery operations can begin. Actions to be taken include rescue operations; care for the sick and the injured; shelter of the University community for temporary periods, when necessary; and restoration of facilities, utilities, necessary services, and food. Many recovery actions may begin during the emergency phase. Actions Required During the Recovery Phase

  1. Continue rescue operations.
  2. Provide medical assistance to the sick and injured.
  3. Provide transportation for community members being relocated.
  4. Make complete evaluation of the situation, including damage assessments and plans for restoration.
  5. Certify buildings and/or areas as being safe.
  6. Commence restoration of University operations following established priorities (academic mission).
  7. Assist outside vendors/contractors in restoration of their services as necessary and where requested.
  8. Maintain the ECC until such time as the emergency and recovery no longer require it.
  9. Provide for protection from looting and vandalism.
  10. Destroy contaminated food, drugs and other materials.

- Procure emergency food, supplies, and materials as needed to address the emergency and on-going operations. - Collect labor and material costs, identify sick time, and otherwise account for costs of incident for insurance and potential cost recovery purposes. — Clifford J Ashton 2006/07/12 15:13

2.3.4 Plan Activation

The president or his/her designee will activate this Emergency Response Plan. In campus emergencies that have the potential to develop to the proportions of a city disaster, a designated vice president with the Operations Group at the scene of the emergency will evaluate the situation and report it to the Middletown Police of Fire Department. Decision Making and Resources Allocation

Department heads should allocate their human and equipment resources with the following priorities in mind:

  • Protection of life
  • Protection of property

Department heads have the authority during emergencies to control their own personnel as they would under normal circumstances. Departments may “borrow” from other departments upon agreement from the proper department heads.

2.4 Termination and Follow-up Actions

2.4.1 Closing the ECC

Once opened, the ECC may be closed only on the authority of the president. When closed, the operation returns to the control of the Public Safety supervisor on duty.

2.4.2 Debriefing

The president or president’s designee should conduct a debriefing of ECC personnel and their alternates within 72 hours of the closing of the ECC to identify and discuss problems and make recommendations for future ECC operations.

business_continuity_plan/chapter2.txt · Last modified: 2006/10/03 16:18 (external edit)