Definitions and Assumptions

 

• TYPES OF EMERGENCIES

Types of emergencies covered by this document are:

• Medical emergency
• Fire
• Weather emergencies
• Hostage situations
• Bomb or bomb threat
• Power outage
• Chemical spill or contamination
• Protest (unlawful demonstrations)
• Pandemic outbreak

• DEFINITIONS OF AN EMERGENCY

The College President or designee serves as the overall Emergency Director during any major emergency or disaster. The following definitions of an emergency are provided as guidelines to assist in determining the appropriate response.

• MINOR EMERGENCY (Code Yellow): Any incident, potential or actual, which will not seriously affect the overall functional capacity of the college. Report immediately to Campus Security.

• MAJOR EMERGENCY (Code Red): Any incident, potential or actual, which affects an entire building or buildings of people, and which will disrupt the overall operations of the college. Outside emergency services may be required, as well as major efforts from campus support services. Major policy considerations and decisions will usually be required from the college administration during times of crises. Report immediately to Campus Security-Assemble the ERMT.

• DISASTER (Code Red): Any event or occurrence, which has taken place and has seriously impaired or halted the operations of the college. In some cases, mass personnel casualties and severe property damage may be sustained. A coordinated effort of all campus-wide resources is required to effectively control the situation. Outside emergency services will be essential. In all cases of disaster, an Emergency Command Center will be activated and the appropriate support (ERMT) and operational plans will be executed.

In addition, any incident which has the potential for adverse publicity concerning campus resources should be promptly reported to the President or designee.

• ASSUMPTIONS

The College’s Emergency Response Plan is predicated on a realistic approach to the problems likely to be encountered on a campus during a major emergency or disaster.

• An emergency or disaster may occur anytime of day or night, weekend or holiday, with little or no warning.

• The succession of events in an emergency are not predictable, hence, published support and operational plans will serve only as a guide and checklist, and may require field modification in order to meet the requirements of the emergency.

• Disasters may affect residents in the geographic location of the college, therefore, city, county, state, and federal emergency services may not be available. A delay in off-campus emergency services may be extended for unknown lengths of time.

• A major emergency may be declared if information indicates that such a condition is developing or is probable.

 

PART I

AN OVERVIEW OF HOW CAMPUS EMEGENCIES ARE MANAGED

A. Introduction

1. Purpose of Plan. The purpose of the Emergency Response Plan is to provide guidelines and procedures which will permit the coordination and control of response to any emergency or disaster involving the Community College of Philadelphia at any of its locations and provide for an orderly and expeditious return to normal institutional operations. This plan deals with all categories of emergencies which cause a temporary disruption in the College’s normal operations. Emergencies can range from temporary closing due to routine problems such as heavy snowstorms and power failures to complex, difficult-to-handle problems such as major building fires and hostage-taking situations.

2. Plan Development. The plan was prepared by the College-wide Safety Committee under the leadership of the Vice President for Finance and Planning. The Safety Committee has identified the potential emergencies that are addressed in this plan. The plan is a proposed response to events that threaten the safety and/or well being of the College community, facilities and property. The plan has been reviewed and approved by the President and the President's Cabinet.

3. Participants in Emergency Management. Ultimately the successful resolution of an emergency requires the full cooperation of all faculty, staff and students. The purpose of this written plan is to help ensure that all campus constituents are aware of their responsibilities and required actions in a campus emergency. Several individuals and groups play a critical leadership role in managing an emergency. These individual/group duties are briefly described below with more detail provided throughout the plan.

President: Determines the College’s emergency status, based upon the advice of the Cabinet and the Emergency Response Management Team and, where appropriate, the College’s Board of Trustees and local and/or state governmental/public safety officials.

President’s Cabinet: Confers with the President to describe the impact of emergency events on College operations and advises on all aspects of required steps to resolve emergencies.

Emergency Response Management Team (ERMT): A group of College employees who actively manages all aspects of a campus emergency from point of declaration through to the point that normal operations have resumed.

Vice President for Communications and Government Relations: Coordinates all internal and external communication to ensure that timely, accurate information on the College’s status is delivered to all constituents. Serves as, or designates, College spokesperson in all emergencies.

Vice President for Planning and Finance: Serves as liaison between the President and Cabinet and ERMT to help ensure full understanding of status of emergency and desired institutional responses.

Essential Employees: Employees whose continuing presence on campus during an emergency is required (if possible) until designated assignments associated with an emergency are accomplished.

4. Plan Update. At the advice of the Safety Committee, this plan is updated on a regular basis. To assist in identifying appropriate changes, the Safety Committee regularly critiques institutional emergency responses at its monthly meetings. The Safety Committee also reviews emergencies and responses to them in other campus and organizational settings to identify best practices and mistakes to avoid.

B. Coordination of Response

1. Emergency Response Management Center

Conference Room S1-09 and S1-05, located in the ground floor of the Winnet Building ( Student Center), has been designated as the Emergency Response Management Center in an emergency situation. This is the site from which the ERMT will manage campus emergencies. In the event that this location is not accessible because of the nature of the emergency, Room C3-17 located in the Center For Business Industries Building (18 th and Callowhill), will serve as the alternative Emergency Response Management Center. A tertiary Main campus location has been designated at is at 1500 Spring Garden Street-7 th Floor. In the remote circumstance that access to the College’s main campus facilities is not possible due to the nature of the emergency, the Emergency Response Management Center will be housed at Northwest Regional Center located at 1300 Godfrey Avenue. The Regional Center Administrative Office (NW1-15) will serve as the Emergency Response Management Center.

 

2. Role of the President and President’s Cabinet

Except in cases where an immediate evacuation of the Mint Building is required, when notified of an emergency, the President and his/her Cabinet or his/her designees will assemble in the President’s Office, M2-2. If the Mint Building cannot be occupied, the Cabinet will meet in the first floor Winnet Building Conference Room (S1-09). (If the emergency occurs outside of normal working hours, Cabinet members will confer by phone.) The President and Cabinet will review the College’s emergency status and provide direction, as appropriate, to the ERMT. Cabinet members will coordinate the orderly and safe management of their respective organization units during the period of the emergency and ensure that communication chains about the emergency are established and maintained within their areas of responsibility. The President and Cabinet will determine the content and forms of communication that will be used with students, staff, the press and general public. Following an emergency, the President and Cabinet will determine when and under what procedures/conditions the College can resume operations.

3. Role of Emergency Response Management Team (ERMT)

• Team Composition – The ERMT is composed of a broad cross-section of College employees with the technical and organizational skills needed to manage the range of emergencies addressed in this plan. The team is comprised of key administrators representing major functional areas of the College. Individuals on the team must have both the capability and the authority to make quick decisions during the course of an emergency and in the recovery period thereafter. To provide for vacation and other times off campus, alternative team members will be identified to perform the functions of team members that are unable to participate during a particular emergency. The ERMT consists of the following individuals: Chair of the Safety Committee, Manager of College Security, Dean of Student Life, Assistant to the Vice President for Academic Affairs, Director of Communications, Director of Facilities Planning and Construction Management, Director of Facilities Operations, Manager of Technical Services (Facilities), Director of Counseling, Human Resources Officer, Director of Student Activities, Three Regional Center Site Administrators, and Risk Manager. The ERMT will be chaired by The Manager of Campus Safety and Security.

• ERMT Responsibilities – Following the protocols outlined for each of the specific emergency categories, the ERMT will manage and coordinate the institutional response to an emergency from the point of declaration through to the recovery phase and reinstitution of institutional operations. The ERMT will be responsible for specifically implementing the directives that are developed by the Cabinet, as well as ensuring that emergencies requiring instant responses are handled as effectively and completely as possible following the procedures which have been developed for each category of emergency.

4. Role of Essential Employees

Unless prevented from doing so because of physical safety issues during an emergency, employees identified as essential will remain on campus to complete specifically assigned tasks. Examples of these tasks will include: assisting in the orderly and complete evacuation of buildings if necessary; ensuring that all key building systems are shut down and secured as appropriate; ensuring that key time-sensitive processes are completed (e.g., institutional mailings, campus payroll and cash management); ensuring that campus communication systems and procedures are fully operational and all required communications with constituencies have been put in place; and ensuring that visitors and outside groups using the College facilities have the necessary information they need to fully respond to the implications of the emergency situation. Essential employees will have a designated member of the Emergency Response Management Team who will communicate with them to ensure that they are aware of the emergency circumstances and the nature of the response that is required.

 

Essential employees will be identified from the following list:

 

All Members of the Safety Committee

All Members of Facilities Management

All Contracted Security Staff

All Administrators Grade VI or Higher

Individuals identified by Department Heads from the following departments:

Allied Health

Audio-Visual Services

Biology

Cashier’s Office

Chemistry

Communications

Duplicating Center

Human Resources

Information Systems

Mailroom

Payroll

Purchasing and Services

Regional Center Administration

Registrar

Special Events and Community Relations

Student Academic Computing

Student Activities

Telecommunications

Bilingual Employees

To try to ensure appropriate staffing during emergencies at all times and locations, where possible, representatives from each of the Regional Centers and extended day and weekend employees will be identified as essential.

5. General Guidelines for Faculty and Staff in an Emergency Situation

While the specifics of an emergency will determine the amount of time an individual has to respond, the following are general considerations which all faculty and staff should keep in mind during an emergency situation:

 

• Evacuations of buildings or work areas always create opportunities for petty theft to occur. It is essential that personal items of significant value, such as handbags and laptop computers, be locked away or taken with you in the process of evacuating a building or area of the College. Office doors and file cabinets should be locked as you exit an area in the same manner that you would when leaving at the end of a workday.

• If a building or area evacuation is ordered, no assumption should be made as to how soon you should come back into your work area or office. Therefore, coats and other items that may be required either for protection from inclement weather or to assist individuals to return to their homes should be taken with them at the time of the evacuation.

 

• A College closing is not the same as an evacuation. The following will define the differences between an evacuation and a College closing:

 

Closing- If a College closing is declared, this means that the College will suspend operations at a scheduled point in time. This will normally occur at the end of a regularly scheduled class period. In a closing situation, faculty and staff should assist students from the building at the scheduled time and ensure that all normal closing functions are accomplished. Individuals who have been designated as “essential” will be asked to stay as long as required to complete the assigned task associated with an orderly closing. In an evacuation, an immediate exit from an area of the College, a building or potentially the entire campus may be required.

 

Evacuation- Evacuations are rare events and occur most typically in the circumstance of a fire or bomb threat situation. While an evacuation order requires a timely exit from the area, it is still important, if possible, to secure personal property, lock offices and take any other measures that are possible in quick order to ensure the safety of personal and College property. If an evacuation of an area is ordered, it is essential that all employees, students and staff participate in evacuation. Critical minutes and essential security resources can be wasted if there is not complete cooperation with the evacuation process.

• All faculty and staff should view themselves as assisting agents in an emergency circumstance. All faculty and staff should be familiar with the required emergency procedures and coach students and visitors through the required steps necessary to ensure the safety of property and people during the emergency.

• During an emergency, the College’s Security staff and the ERMT are empowered to take immediate action to ensure the safety of all students, staff and visitors. It is essential that you follow the directions issued by the Security and the ERMT staff, and not countermand their orders or fail to follow the requested actions which they make. It is particularly important in an evacuation situation that students, faculty and staff not attempt to reenter an area which has been evacuated until an all-clear signal has been provided. Keep in mind that an evacuation may only involve one floor or one building and not the entire site.

• It is essential that fire and safety hazards not be created during the course of a College closing or evacuation situation. In each work or instructional area, clear responsibilities must be established to power down equipment, turn off all heating devices in laboratories and offices, and shut down all devices involving gas or other potentially hazardous emissions.

• In the process of evacuating an office, files that are open on computer systems should be saved and office systems powered down if time permits. Many emergencies are accompanied by a temporary loss of power, which means that electronic files can be lost if not saved at the onset of an emergency.

 

C. Emergency Communications

1. Notification of an Emergency

a. All emergencies, including medical, should be reported to the Security Office (M1-23), or by phoning Extension 5555 or Extension 8111.From an outside phone, the number (215) 751-8111 should be used.The Security Office will encourage the person reporting to give as much detail as possible about the nature of the emergency as well as information on how the individual may be contacted again.

b. The Security Office will maintain an up-to-date Emergency Situation Contact list at all times.The list is used to ensure that the President, Cabinet members and the ERMT are notified as quickly as possible when emergencies occur.The Emergency Situation Contact list also designates additional individuals who must be contacted immediately in specific emergencies, e.g., Information Systems staff when there is a power failure.

c. The Security Office will proceed through the Emergency Situation Contact list until required contacts are made, then follow the directions of the contact in initiating the security response to the incident.

d. Once the Security Office has initiated contact with a representative from President’s Cabinet and the ERMT, it is their responsibility to ensure that all concerned Emergency Team and Cabinet members are notified as quickly as possible. Phone trees should be in place in each administrative area to ensure that all key staff members are aware of emergency circumstances on a timely basis.

2. Communications About Emergencies

a. An emergency situation often makes it difficult to maintain normal lines of communication. Persistent inquiries from the press and calls from worried relatives about the status of students and staff may be frustrating as they may be taking place in the middle of a rapidly evolving situation. The College must balance the legitimate rights of these groups to be informed with the need to focus its energies on the resolution of the emergency and the protection of the rights of the students, faculty and staff of the College.

b. The experience of other organizations facing such crises has demonstrated a clear need to be proactive in providing prompt and accurate information to these groups.It is the policy of Community College of Philadelphia to release information in a timely manner and to cooperate fully with requests for information in emergency situations, and to keep all internal constituencies informed.This policy will be carried out within the boundaries dictated by the nature of the emergency and the needs of law enforcement, fire-fighting and medical assistance personnel and the protection of the College's property and interests.

c. All news releases, communications, interviews or other information about an emergency requested by or released to the news media must be cleared through the Office of the Vice President for Communications.

3. Communications to Employees and Students

Whenever possible, the College community will be informed of specific emergencies (including snow and inclement weather closings) by the following methods:

a. A message will be placed on the College's voice-mail system.To access the message from your home, employees should call (215) 751-8999.You will then be prompted to enter your voice-mail number and your voice-mail identification number.

b. An e-mail communication will be sent to each employee and student with a Community College of Philadelphia e-mail account.

c. A message will be placed on Cable Channel 53.This channel is only available to Philadelphia residents.

d. The College will provide closing information to radio and television stations.The KYW College weather closing numbers are 238 for day classes and 2238 for evening classes.

e. The establishment of phone chains within work groups is encouraged to facilitate information sharing during an emergency situation.

4. Off-Hour Emergencies

a. In the event of an emergency occurring after normal operating hours, the senior College’s Security Officer will utilize the emergency situation contact list to ensure that the nature of the emergency is communicated to key staff that can immediately react.

b. Once contact has been made, that person shall assume the responsibility of contacting members of the ERMT and President/Cabinet as required by the nature of the emergency.

c. The ERMT and Cabinet will manage the emergency by phone contact until it is possible to establish an on-site presence.

• Emergency Communications Technology (Mass Notification System)

The College has advanced a number of emergency communication technologies to ensure prompt and effective communication with its community.

• A text Communication system to communicate with faculty, staff and students who voluntarily enroll into the system;
• An electronic on sight communication system to capture those traveling throughout the buildings and garages.
• A system that will communicate with the ERMT and Cabinet groups.
• a system that communicates to public area and workstations PC’s throughout the College.

The custodian (First responders) of these technologies will be the responsibility of the Security Department with ITS as an alternate Administrator.

Mass Communication System details:

• The College uses E2Campus e2Campus is a mass notification system that can alert students with text messages on their cell phones. With 90% of college students having mobile phones, this method of communication can increase safety within the College. Time-sensitive messages can now go out to students, faculty, and staff wherever they are. In addition to cell phones, e2Campus enables the College to send emergency campus information to via: Web Page, RSS, PDA, Email, Text Pager, Google, AOL or My Yahoo Page.

• The College uses Alertus Localized Emergency Notification System to communicate to persons on the property or Garage areas. The Alertus Notification Beacons are wall mounted units that notify people of campus emergencies via sirens and flashing lights. The beacons also include LCD panels for text messages describing the emergency and how to respond to it.

The College uses its Lynx Server Emergency Notification system to alert workstations on campus. The system will send a pop up message to a single, group or enterprise number of PC work stations to alert. The Lynx Server also features a text alert system the college uses to communicate with the Administration

 

PART II

PROCEDURES FOR SPECIFIC EMERGENCIES

A. Campus Fire Emergency

Reporting a Fire Emergency

1. Pull the fire alarm box most available to you.

a. This will cause a continuous ringing of the building’s fire bells and lights, and evacuation of the building will begin.

b. A security officer will be dispatched to the alarm box to evaluate the situation.

c. If an emergency is confirmed, the ringing of the fire bells and lights will continue.If a false alarm, the ringing will stop and the evacuation will be discontinued.

2. If possible, notify the Security Office.Use Extension 5555 or Extension 8111 (On Campus).From an outside phone, use (215) 751-8111.

Give your name, location of the fire, the size of the fire and any other conditions (e.g., injuries).

Please Note:The Security Office will notify the City Fire Department.This will ensure that City Fire and Police officials know the exact location and nature of the emergency.

Responsibilities of Faculty, Staff and Students

1. Emergency evacuation procedures are posted throughout the College.(See Appendix A.)

2. At the sound of an alarm, all faculty, students, staff and visitors must begin evacuation procedures.Members of the ERMT and other essential individuals will assist to ensure an orderly evacuation under the leadership of Campus Security.Wherever possible, office doors should be locked and personal property such as handbags taken with you.Unfortunately, theft of personal property is a common problem in a building evacuation in any commercial or educational setting.

3. It is the responsibility of all staff to ensure that disabled individuals are assisted to safely exit the building in a fire emergency.Individuals with physical impairments should be escorted to the landing of the nearest fire tower and instructed to remain inside the tower.Note the fire tower number and landing floor and report it to Campus Security as quickly as possible.As a routine part of any fire emergency, Campus Security will repeatedly check all fire towers to ensure that all individuals have safely evacuated the building.

4. Do not attempt to return to the building until a clear-to-return signal or an advisory has been given by Campus Security or an ERMT member.

B. Chemical Spills, Releases And Hazardous Materials Incidents

In the event there is a chemical spill, release or incident involving a hazardous material which requires a response beyond normal laboratory safe practices and procedures, the following steps should be taken in order for the College to have a coordinated effort to control the event and bring it to a successful conclusion.

1. The staff or faculty member in charge will evacuate the immediate area of all non-essential staff and students.

2. Staff or faculty who will remain in the area or adjacent to it will put on any necessary Personal Protective Equipment.

3. Close all doors leading into the area so as to isolate the area from adjacent labs and prep rooms.Leave all fume hood ventilation running or start ventilation if not on at this point.

4. If possible, determine the material involved in the event.

5. Call Security at Extension 5555 or (215) 751-8111 if calling from a cell phone.

a. The Security Office will call Facilities Management or Engineering directly to report the incident.

b. General ventilation fans serving the area of the incident will be shut down in order to minimize migration of any fumes into other labs, rooms and areas being served by the HVAC system.

c. As outlined in Section I.C – Emergency Communications, Security will ensure that the ERMT and the Cabinet are informed about the emergency.

6. As the Security Office is continuously staffed and has normal and emergency communication capability outside of the College, they will place a notification call to the City Emergency Services line (911).The Security Officer in charge will detail the nature of the event and request a response from the Hazardous Materials Unit of the Philadelphia Fire Department.

7. Security will then dispatch guards to the event area for containment and control and await arrival of response units.

8. If an evacuation of the building is called for by the ERMT or local authorities, the Security Office shall activate the evacuation alarms for the building.

9. The ERMT shall arrange for any ancillary services required to mitigate the impact of the emergency, dispose of any hazardous materials and clean up and prepare the area for re-use.

C. Suspected Anthrax-Contaminated Mail Or Package

In the event or receipt of a letter or package that is suspected to be contaminated with anthrax, follow the procedures listed below:

1. Do not handle the mail piece or package suspected of contamination.

2. Notify your supervisor and Security (Extension 5555), who will immediately contact the Inspection Service, local police, safety office or designated person and inform the ERMT.The ERMT will assist to ensure the following steps are completed.

3. Make sure that damaged or suspicious packages are isolated and the immediate area cordoned off.

4. Ensure that all persons who have touched the mail piece wash their hands with soap and water.

5. The City of Philadelphia Inspection Service will collect the suspicious item, assess the threat situation and coordinate with the FBI to determine the appropriate investigation steps.

6. Designated City officials will notify local, county, and State health departments and will notify the State Emergency Manager.

7. List all persons who have touched the letter and/or envelope. Include contact information. Provide the list to the Inspection Service.

8. Place all items worn when in contact with the suspected mail piece in plastic bags and keep them wherever you change your clothes and have them available for law enforcement agents.

9. As soon as practical, shower with soap and water.

10. If prescribed medication by medical personnel, take it until otherwise instructed or it runs out.

11. Contact the Center for Disease Control Emergency Response at (770) 488-7100 for answers to any questions you may have about the exposure or treatment cycle.

D. Disasters

1. Disasters included in this section are both natural and man-made.

2. Examples of natural disasters are: hurricanes, tornadoes, and floods.Natural disasters occur infrequently in Philadelphia.

3. Examples of man-made disasters are:radiation leaks, hazardous chemical spills, and water main ruptures.

4. Notification of a disaster event can come from many sources, for example:

a. Public Communications Media

b. Federal Environmental Protection Agency (EPA)

c. Pennsylvania Department of Environmental Resources (PaDER)

d. City of Philadelphia - Office of Emergency Management

e. National Weather Service

f. Individuals

5. Anyone who discovers a disaster is underway or receives information indicating a disaster has occurred or is imminent, should notify the Security Office at (215) 751-8111.This office is staffed on a twenty-four hour basis and will assume the responsibility of notifying the President/Cabinet and the ERMT.

6. Once notified, the ERMT will gather information as to the nature of the emergency; or, if necessary, communicate by phone the possible impact on College operations and any other implications.

7. The ERMT shall then arrive at a consensus for a recommended response to the situation.This recommendation shall be passed to the President and President's Cabinet for advice and consent.If an evacuation or closing is ordered, the communication approaches outlined in pages 8-9 will be followed.

8. Notifications during off-hours shall follow the procedures for Off-Hour Emergencies.(See pages 8-9.)

E. Bomb Threats

1. Anyone receiving a bomb threat should obtain as much information as possible from the caller.A bomb threat checklist is provided at the front of the College phone directory for use when receiving such calls.(See Appendix B for sample.)

2. Once the conversation has ended, immediately notify the Security Office at Extension 5555 or 8111.From an outside line, dial (215) 751-8111.

3. The Security Office will notify the President and Chair of the ERMT who may assemble the committee.The Philadelphia Police Department will be contacted.Based upon facts associated with a bomb threat, the police may advise an immediate evacuation or a building inspection.

4. If it is decided that there is sufficient time, a search of the building will be initiated by the Security Department and Facilities Management Department personnel.Results of the search will be reported back to the ERMT.

5. If an explosive device or suspicious package is found, the police will be immediately contacted and the immediate area evacuated and cordoned off to await arrival of the Bomb Squad.A decision on the magnitude of the evacuation of the premises will be made after consultation with the President and the Cabinet, as appropriate.

F. Civil Disturbances

If a disturbance is generated by an individual or a group against the College or another individual or a group (for example, a student fight in a lounge or dining area), the following steps should be taken:

1. Notify the closest Security Guard or call the Security Office on Extension 5555 or 8111.(Dial (215) 751-8111 from an outside phone.)When reporting, give as much detail as possible about the situation.If this is not possible solicit the help of another employee, faculty member, or student to assist in the notification of Security.

2. The Security Office will dispatch all available Security personnel via radio and have them report to the immediate area as appropriate.

3. If practical, maneuver the group and/or individual into an empty classroom or other vacant space, out of the corridor or open areas.Security who respond to an incident will both act to contain and control the incident and to limit student and staff access to the area of the incident until it is under control.Under the direction from Security, College faculty and staff should assist in crowd control and pursue other actions as directed to prevent the incident from growing in magnitude.

4. As soon as being informed of an incident, the Security Office will notify the President and Chair of the ERMT about the incident.

5. Upon direction of the President, the ERMT may be assembled and take directional control of the incident.

6. The ERMT will make an evaluation of the situation prior to any contact being made with the Philadelphia Police Department.The Security Supervisor will call the police when at least one of the following have occurred:

- injuries

- severe damage to property

- use of weapons

- failure to contain situation or to disperse a crowd

- when the incident involves non-students

Calling the Police should not be limited to the above-mentioned criteria.The security supervisor may use his/her judgment in other situations.Should this become necessary, a Security Guard will be dispatched to the appropriate entrance to receive and escort the police to the area of the disturbance.

7. The Security staff report should include the names of as many witnesses as possible.Faculty and staff should assist in this effort if asked.

8. The Security Office will notify the Vice President of Student Affairs so that a Response Team from the Conflict Resolution Committee may be assembled and sent to the area once the incident is under control.

9. The Conflict Resolution Committee Response Team will assist Security in diffusing the situation by speaking to the students involved.They will interview witnesses and elicit information to establish the cause of the incident.The Response Team will attempt to establish communication between the various factions or individuals involved in the incident.Their goals should be to get the students to understand why the incident happened and the dynamics that led to the incident.

10. At no time can any parties be detained against their will.Disciplinary action can take place independently of the action of the Response Team.

G. Hostile Intruders And Hostage Situations

Hostile intruders are individuals who enter the campus to create an atmosphere of fear and danger to human life. Examples of potential hostile intrusion include: armed robberies, disgruntled employees or students, and estranged spouses.

 

Hostage taking involves scenarios in which individuals are held by force to create time for an event to occur. Causes of hostage taking can range from marital conflict to major crimes such as armed robbery.

 

Preparation for Potential Hostile Intruder and Hostage Situation – Security Management Staff

 

• Ensure familiarization of security staff with the facility.

• Have floor plans available that identify entrances, exits, stairways and common areas by names or numbers.
• Ensure that all pertinent personnel are well trained in College policy and procedures.

• Review proposed procedures with the Philadelphia police to identify appropriate changes and ensure local law enforcement’s familiarity with intended College procedures.

• Provide “Basic Hostage Survival Training” for Security personnel and other essential personnel. The training will increase the chance of individual survival as well as a more positive outcome to the incident.

Responsibility of College Staff in a Hostage Taking Situation

• Once you are aware of a hostile intruder or hostage situation, call Security immediately at the emergency number, Extension 5555 or (215) 751-8111 from an outside phone.

• The Security Officer receiving the call will notify 911 and Security managers. The managers will contact members of the ERMT.

• Security supervisors will organize the Security staff for pedestrian traffic control and to direct emergency personnel and vehicles responding to the incident.

• The hostage takers or intruders will be located and isolated as quickly as possible.

• Security staff, with assistance from the ERMT, will establish a protective perimeter around the incident and control traffic in and out of the area.

• Security will use appropriate codes for communication and respond appropriately to coded messages. The purpose for the use of coded messages is to prevent the hostage takers from understanding security communications in the event they may overhear transmissions.

• In the areas identified by witnesses and security as being occupied by the intruders, the students, faculty and staff should remain inside closed rooms such as classrooms, libraries, etc., until the all-clear signal is received. The doors to these rooms should be locked from inside and barricaded with furniture to keep out the intruder(s). Occupants should assume low positions, by sitting or lying on the floor away from doors to minimize the risk of being injured by gunfire or other type of missiles.

• Upon arrival of the police, security will supply necessary information only to ensure the most rapid response possible. Security staff will standby to provide assistance to the police and other emergency personnel with requested information and support.

• Through the ERMT, the President’s Cabinet will be kept apprised of the event status at all times.

• College communications during and after the event will be handled as outlined in pages 7-8 under the control of the Office of Communications. In a hostage situation, it is essential that only the delegated spokesperson make any statements on behalf of the College.

Post-Event Following Activities

• Security staff will submit the security incident report with supplemental pages. Recount the actual events of the incident while they are still fresh. Members of the ERMT who were actively involved will be asked to file written reports.

• Conduct post debriefing sessions to:

• Identify deficiencies in procedures and equipment.

• Call attention to training needs.

• Reinforce appropriate behavior by Security staff and emergency response personnel. Acknowledge and praise successes in handling the incident.

 

Provide for stress management with the opportunity for feedback, venting, and emotional release.

 

H. Medical Emergency Procedures

The following procedures are to be adhered to in the event of a Medical Emergency:

 

1. Notify the Security Office of the emergency, the location of the emergency and give an appraisal of the general conditions, so they may meet and direct any Emergency Rescue vehicles. The following phone numbers should be used: a) Extension 5555 (On Campus) or Extension 8111 (On Campus); and b) (215) 751-8111 (Off Campus from a public or private phone.)

 

2. The Security Office will dispatch a response and arrange for medical attention.

 

3. The medical attention shall include one and/or all of the following responses:

 

a. If the injury/illness is considered life threatening or severe, a 911 call will be made immediately.

 

b. If the injury/illness is non-life-threatening or not severe, the party will be offered transportation to the hospital at their expense

c. In the event that the nurse is unavailable or there are multiple medical emergencies, the Security Office shall call for immediate assistance from the Fire Department Rescue Squad by call 911.

 

d. Until such time as medical assistance can be brought on the scene, the Security Officers shall endeavor to use Good Samaritan practices, consistent with their level of training, and act in compliance with prevailing Policies and Procedures to assist the victims.

 

I. Utility Interruption Emergencies

1. All utility interruptions (gas, water or electric) should be reported to Facilities Management Department at Extension 8190, Room # MG-17.If no answer or after hours, call Security at Extension 8111.(Use (215) 751-8111 from an outside phone.)

2. Once the nature and extent of the emergency has been established, information will be relayed to the Cabinet and President, concerning the nature of the emergency and the anticipated time of restoration of service, if known.They shall have the responsibility of disseminating this information within their organizational units.This information will come either directly from the Facilities Management Department or from the ERMT if it has been convened.

3. Under some circumstances, power interruptions may be anticipated.During the summer months, when demand for electricity is high, the College may employ 'load shedding' techniques to reduce the overall use of power.These practices may be used singly or in conjunction with voltage reduction measures (Brown Outs) employed by PECO Energy.If these measures are unsuccessful at balancing supply and demand on the power grid, it may lead to an Expected Interruption or Rolling Blackouts.Normally, the College will have advanced warning when this will occur.

4. In the event it becomes necessary to reduce electrical current supply due to PECO’s utility distribution problems, the following advance notice will be disseminated to all Division Deans and Department Heads.

a. Condition Amber (Curtailed Load)

Shut off all lights and laboratory equipment not essential for safe operations.Power down all equipment after each use and only turn on that which is needed to complete work.The cooling plant will be taken off-line; but staff will endeavor to maintain fan operation to provide ventilation air in the buildings.Escalators will be taken out of service.

b. Condition Red (Power Failure Imminent)

Shut off all but emergency lighting, extinguish all open flames.Take measures to protect equipment.Voltage may fluctuate.Remember, air operated controls and domestic water pressure may be affected.Elevators may be taken out of service.

c. Power Blackout

(1) Set all switches to "OFF" position.

(2) Report persons trapped in elevators to the Security Desk at the entrance to the building where you are located.

(3) Emergency Generators will come on-line to provide emergency lighting and essential services.If you are located in an area where there is no emergency lighting or it fails to come on, please move to a corridor or lounge located on an outside wall where there may be natural light from the windows.Wait in this area until you are given further instructions.

(4) If you must evacuate your area, safeguard your valuables and lock your desk.

When power is restored, laboratories, vertical transport systems and ventilation systems will be given priority as staff attempt to restore full service.

Not all offices will be lit when the emergency lighting is on.If you are in an interior office without direct access to a corridor where there will be light in an emergency, it is advisable to keep a small personal flashlight available to assist you in the remote chance of a blackout at night.

J. Telecommunications Systems Failure

1. If there has been a general power failure in the College, the phone system will not function.

2. Subject to possible building interference at some locations, cell phones and two-way radio systems will continue to function.

3. In the event that the College telephone system fails, you should take the following actions:

a. Check other phones in and around your area; the problem may be local. If so, report the problem to the Telecommunications Office on Extension 8020.

b. If the problem is beyond your area, report it to the Security Desk located at the entrance to the building. The Security Guard will report the problem via the radio system.

c. The public coin phones located at the entrance lobby usually will continue to work.

5. In the event of complete failure of the phone system, the ERMT will use the radio system to apprise the President's Cabinet, Division Deans and Department Heads of the situation and coordinate a response to the situation.

K. Snow And Ice Emergencies

1. During the winter months, inclement weather conditions are constantly monitored by the Facilities Management Department.The President and Cabinet are made aware of developing storm conditions so that timely decisions with respect to the College’s operating status can be made.

2. When winter storm warnings occur, the Utility and Grounds personnel are placed on standby for snow removal and/or ice control operations.

3. Unless there is a specific announcement to the contrary, the College will be open and faculty and staff are expected to report on their normal schedules.

4. If conditions warrant a delayed opening or closing of the College, the communication strategies detailed in Part I.C.3 (page 8) will be followed.

5. A weather-related closing is not an evacuation.A specific closing time will be set which is designed to minimize disruptions to the instructional process.Normal instructional and operational activities are expected to be maintained until the announced closing time.Essential employees and members of the ERMT will remain after the closing time until all essential functions have been accomplished.

6. Specific locations of snow and ice accumulations, creating serious pedestrian hazards, should be reported to the Facilities Management Department on Extension 8190.

7. If the storm should occur during the off-hours, the Director of Facilities Management and the Vice President for Planning and Finance will consult with the President and other members of the President's Cabinet.Should a decision be made to close or delay opening of the College, the campus community will be notified via the steps outlined in Part I.C.3, page 8.

PART III

PREPAREDNESS FOR EMERGENCIES

A. Drills, Preparedness Training, Security

Drills, Preparedness Training, Security

 

1. Fire Drills are held monthly. This is done on a rotating-time-and-building basis. Daytime drills are designed to familiarize staff and students in each campus building or facility with evacuation routes and procedures to close down each building. Complete checks of fire detection and warning devices are held at night to verify the adequacy of the fire prevention equipment.

 

2. Security personnel are given training to ensure competent and complete responses to emergencies.

 

3. The ERMT will periodically call for a 'mock' emergency drill to test the efficacy of the response procedures outlined in this plan.

 

B. Plan Review

 

• This plan will be reviewed with City Safety officials on a regular basis. This review will have two goals:

 

• Ensure outside personnel are familiar with and endorse the College’s emergency procedures.

• Identify additions or modifications that should be made.

 

• The College’s Safety Committee and the ERMT will critique the Plan after every major emergency to validate the Plan’s continuing viability and completeness. Emergencies on other campuses which have apparent implications for the College’s readiness to handle a particular type of emergency will be fully analyzed.

 

PART IV

RECOVERY

1. Upon the declaration of the end of an emergency, the following steps should be taken:

a. The President and the ERMT will make themselves available throughout the duration of an emergency.As soon as possible, the implications of the emergency for future operations will be identified.

b. If College Operations have been hampered or suspended due by an emergency event, the ERMT shall deliberate and recommend a course of action designed to render the College and its facilities back to full service in the shortest time frame possible.The ERMT will arrange for the use of any temporary facilities and be responsible for disseminating periodic information updates to the College community.

c. Once personal safety issues are resolved, insurance documentation and data preservation will be given a high priority.

APPENDIX A

EMERGENCY EVACUATION PROCEDURE (SAMPLE)

At the sound of the evacuation alarm (a constant ringing of the bells and strobe lights), a faculty or staff member should take the following steps:

A.  Assign two (2) individuals (faculty, staff or students) to accompany anyone who needs help due to a disability to the nearest fire tower landing.Upon entering the tower:

- One assistant will remain with the disabled individual.

- One assistant will note the landing location (this information and these instructions have been placed at the landing) and proceed down the tower, exiting the building.

- If officials are on-site, report the location needing assistance to them.

- If officials aren’t on-site, report to a Security Guard or Reception Desk the location needing assistance.

- Individuals with an impairment, but who are otherwise ambulatory, will wait at the landing and descend after the foot traffic clears.

B. (LABORATORIES) Extinguish any open flames and pull fume hoods down.

C. All other individuals shall collect their belongings and exit the building through the nearest fire tower.

D. Close and lock doors as you clear the area.

APPENDIX B

BOMB THREAT CHECKLIST AND INSTRUCTIONS

If YOU RECEIVE A BOMB THREAT:

1. Stay calm and TURN OFF ALL RADIOS.

2. Stay on the phone and be polite and patient.

3. Listen carefully and get asmuch of the following information you can:

a.Date ________Time _______ am/pm

b.When will the bomb go off?__________ am/pm

c.Where is the bomb right now? Bldg.____________

d.What does the bomb look like?_________________________

e.What kind of bomb is it?___________

f.What will cause it to explode?_______

g.Did you place the bomb?___________

h. Who are you?___________________________________________

i. Where are you calling from?_____________________

j.What is your address?_____________

k. Caller’s statement: ________________________________

l. Circle any that apply:

Caller	Voice	Speech	Language	Accent
male	loud	fast	obscene	local
female	soft	slow	coarse	regional
adult	rough	distinct	normal	foreign:
juvenile	educated	blurred	educated	______
	high	slurred
	low	stutter
Manner			Background
calm	deliberate		factory	party
angry	hysterical		traffic	quiet
rational	aggravated		music	voices
disturbed	humorous		other:	______
coherent	incoherent

m. Why are you doing this? ___________________________________________

n. Other information:_______________________________

4. NOTIFY SECURITY AND YOUR SUPERVISOR

Your Name____________________________________

Phone_______________________

APPENDIX C

CHILD DEVELOPMENT CENTER

EMERGENCY PROCEDURES

Community College of Philadelphia Child Development Center

COLLEGE CLOSINGS, EVACUATION PROCEDURES, AND REPORTING CENTER INCIDENTS

I. College Closings

At registration, the Center Director will give parents the College’s School Closing Snow Emergency numbers which are as follows: day classes 238 and evening classes 2238. The closing numbers are aired on KYW 1060 and on the College’s cable channel 53. In the event the College closes (i.e., snow emergency) the Center Director will be notified by the College Liaison, Office of the Vice President for Student Affairs. If the College closes prior to the start of the school day the College Liaison will telephone the Director at their place of residence. The Director will change the Center’s telephone message to inform parents that the Center is closed.

II. College Evacuations

A. Fire Evacuation/Drill

Announced College fire evacuations are scheduled once a month. The Bonnell Building and the Center will be scheduled at the same time for evacuation. The College Liaison, Office of the Vice President for Student Affairs will give the Center Director the Announced Fire Drill Schedule for each school year. Students and staff in the Center will evacuate to the Winnet Building courtyard. In inclement weather they will evacuate to the inside of the Winnet Building Lobby. The Center Director will wait for the appropriate response from security and/or the College Liaison before returning to the Center. The Center Director will have the option to have unannounced fire drills, coordinated with security, once a month.

B. Evacuation Procedures for Other Emergencies

In the event of an evacuation, the Center Director will be notified by the College Liaison, Office of the Vice President for Student Affairs. If the nature of the emergency warrants evacuation away from the College grounds, the Center’s students will be evacuated to the Masterman School at 1699 Spring Garden Street (northeast corner). If it is appropriate that students be evacuated to another area of the College, they will be evacuated in accordance with College policy to an adjacent building to be determined by the College Liaison and Security. The Center Director designates the route of evacuation. The Center may have the option of asking security to assist in escorting the children. The Center Director will wait for the appropriate response from security and/or the College Liaison before returning to the Center.

III. Reporting Incidents

In the event of an emergency at the Center, the Center Director will first notify security at extension 5555; then, in order, notify the Office of the Vice President for Student Affairs at extension 8160/8162, and the Philadelphia Ninth District Office located at 401 N. 21 st Street, telephone number 215.686.3090 or 215.686.3091. The Center Director will give pertinent information, and security will immediately advise according to the situation. Security will then notify the appropriate respondent.

 

Division of Student Affairs

February 2009

 

APPENDIX D

Emergency Resources

August 2009

Update annually

Office of Emergency Management

MaryAnn Tierney

215-760-8969

Liam O’Keefe

215-531-3581

Fax 215-686-1117

******************************************

Police Department Philadelphia

One Franklin Square

Philadelphia , PA 19106

215.686.1776

215.686.3053

******************************************

Philadelphia Police Department

Homeland Security Unit

5301 Tacony Street

Arsenal Business Center

Building 110; 3rd Floor

Philadelphia , PA 19137

Office # 215.685-1170

Fax# 215.685-1172

*******************************************

Philadelphia Joint Terrorism Task Force (JTTF)

C/O Federal Bureau of Investigation

William J. Green Jr. Building, 8th Floor

600 Arch Street

Philadelphia , PA 19106

215.418-4000

*********************************************

9 th district (Serving Main Campus)

401 N. 21st Street , 19130

215.686-3090

215.686-3091

FAX.686-3026

********************************************

35 th District ( Serving North West Regional Center)

Broad & Champlost Ave., 19141

215.686-3350

215.686-3351

FAX.924-9540

********************************************

8 th District ( Serving North East Regional Center)

Academy & Red Lion Rds, 19154

215.686-3080

215.686-3081

FAX.685-9378

********************************************

18 th District ( Serving West Philadelphia Regional Center)

55th & Pine Streets, 19143

215.686-3180

215.686-3181

FAX.476-4444

*********************** 

Fire Department

Fire Administration Building

240 Spring Garden Street

Philadelphia , PA 19123

Fire Commissioner's Office

215-686-1300

*************************************

Hahnemann University Hospital

Broad and Vine

Philadelphia, PA 19102

Ph: 215-762-7000

Fax: 215-762-8109

Appendix E

Comprehensive Checklist

The intent of this "Checklist" is to provide a means of creating a "Campus Recovery" appendix for the campus ERP. The manual would be used in the event that the college has to execute a recovery and mitigate a disaster of the college due to a natural or man-made incident.

This "Checklist" as a resource to apply college controls to the emergency response plan, if needed, or to assess the overall readiness and maintenance of the plan documentation.

 

The "Checklist" is divided into (3) three sections:

 

LEVEL 1: Executive Checklist

LEVEL 2: Operations Checklist

LEVEL 3: Support Checklist

The checklist incorporates standards from the National Incident Management System (NIMS) and Incident Command System (ICS) with the college’s current standard operating procedure for handling Crisis and Emergency response.

Executive Checklist

1 a-President checklist

__Remain calm.

__Evacuate if incident affects your building or office. If your office or building is not affected, stay in your office. Do not go to the incident site.

__Turn on your cellular phone.

__Assess situation; obtain information through the Incident Commander.

__Consult with the Incident Commander to consider declaring a State of Emergency. __Notify vice presidents and the Public Information Officer.

__Consult with the Incident Commander to consider closure of the college. Notify Vice Presidents and Public Information Officer.

__If the incident requires campus closure, how long will the campus be closed? What information will students and employees need?

__Activate Emergency Plan on recommendation of the Incident Commander or ranking Public Safety officer on duty.

__Activate President's Cabinet Group.

__Inform and brief the President's Cabinet on the emergency situation and status as it affects their areas.

__Through the Incident Commander, monitor the campus condition. What is the extent of casualties, injuries, and damage? What is the extent of the damage to the surrounding local community?

__Issue any necessary public statements through the Public Information Officer

__Confer as needed with local and state officials.

__Authorize the Incident Commander to announce the end of the State of Emergency when appropriate.

CONTINUING CONSIDERATIONS

__Keep Informed: Obtain periodic situation updates from the Incident Commander.

__Share Information: Review and approve media releases.

END OF EMERGENCY INCIDENT

__State of Emergency Over: Authorize the Incident Commander to announce the end of the State of Emergency when appropriate.

__Recovery Expectations: When will the academic process resume?

1-b President’s Cabinet Check list

The President's Cabinet Group is responsible for providing policy and support to the Incident Commander with official executive actions, liaison to other agencies and representation to the community and elected officials, as practical. Members of the President's Cabinet Group will consist of the Academic VP, V P of finance and Planning, the VP of Student Affairs and the College Attorney

__Remain calm.

__Evacuate if incident affects your building or office. Do not go to the incident site.

__Turn on your cellular phone.

__Assess situation, obtain information through the President

__Implement telephone tree and advise your staff.

__Inform and brief your staff on the emergency situation as it affects their areas.

__Provide resources or resource information to the President's cabinet or ERMT section as required.

__Provide volunteer resources as available.

 

1-c Incident Commander Checklist

The Incident Commander is responsible for:

• Ensuring the emergency organization follows established policies and procedures,
• Establishing policies and priorities as needed for the use of personnel and resources,
• Overseeing operation of the emergency plan and authorizing deviations of procedures for implementing the plan,
• Adjudicating conflicting demands for support,
• Managing the recovery process.

The Incident Commander is responsible for all incident activities including the development of strategies and tactics and the ordering of and the release of resources.

The Incident Commander has complete authority and responsibility for the conduct of overall operations. This includes activating, directing and managing the ERMT, establishing objectives and strategies, approving the action plans developed by ERMT staff to implement the objectives and strategies, and approving requests for ordering or releasing resources through mutual aid.

The Incident Commander directs the emergency response for a major disaster to minimize casualties and injuries, sets priorities and delegates tasks, and provides the Emergency Policy Executive (President) with current information on the status of the emergency response.

Incident Commander Checklist

FOR IMMEDIATE ACTION

__ Remain calm.

__ Evacuate if incident affects your building or office. Do not go to the incident site.

__Turn on your cellular phone.

__ If your office or building is not affected, go to the Emergency Operations Center (ERMT). (If unable to report to ERMT, call Security at 215-751-8111.)

__Consult with President and cabinet to consider declaration of emergency and/or closure.

__If the incident requires campus closure, how long will the campus be closed? What information will students and employees need?

__Authorize emergency alert messages and dissemination of public education/information to the campus community by the Public Information Officer. __Through the PIO, communicate to students, faculty and staff who will want to know what they should do, when, where and how they can help.

__Activate the ERMT.

__Establish a communication protocol with ERMT staff and a communication link with the Public Safety Dispatch Center.

__Appoint a scribe to keep a written log of phone messages, actions taken, etc.

__Conduct an initial briefing with ERMT staff and issue directives to ERMT staff as required. Establish a communication protocol with President and ERMT staff.

__ Assign personnel to staff to ICS functions:

Operations

Planning

Logistics

Finance

Conduct an initial situation assessment to determine:

__Type of emergency.

__Location of emergency.

__Initial damage to campus and infrastructure.

__Size of area involved.

__Human resources immediately available and number of additional people required.

__Field Command Post location(s): Evaluate need for and use of field command posts; assign as appropriate.

Staging Area locations. 1st__________________2 nd____________________3 rd_________________

__Access routes for emergency vehicles.

__ Immediate assistance required (medical, fire, facility services, environmental safety).

__ Number and type of injuries/casualties.

__Resources needed for night operation.

__ Develop and implement control plans which may include:

__Perimeter control provisions/interior patrol provisions.

__Building/area evacuation procedures.

__Liaison with other emergency agencies.

__ Traffic control plans.

__Mobilization of on-duty personnel.

__ Mutual aid contingencies.

__Direct situation analysis staff to prepare detailed assessment of damages, injuries, casualties, etc.

__ Request personnel and equipment as needed for control of the incident.

__Establish contact with local (City, State) emergency operations centers.

__Determine the impact of the incident beyond the immediate campus. Advise the President.

__Obtain weather forecast.

CONTINUING OPERATIONS

__Identify staging areas for incoming resources.

__Obtain periodic updates from the Field Command Post(s) and brief the President and other Policy Group members. Keep them all informed about changes and conditions.

__ Provide, via the PIO, periodic updates to the media.

__Request from section heads ongoing status reports regarding their activities and resources.

__ Remind section heads concerning documentation of their activity for recovery records.

__ Evaluate the continuing need for and use of field command post.

__Advise ERMT to begin recovery efforts and contingency plans when appropriate (may be concurrent with response efforts).

__Will the campus become a reception point for outside victims?

__Request recommended sites, as needed, for casualty collection point and/or coroner operations.

__ Develop plans for replacing human and physical resources.

Monitor Stress:

__Observe staff for signs of stress or inappropriate behavior and conduct stress debriefing sessions, if appropriate. Refer anyone exhibiting symptoms to the Trauma Unit or EMS.

__Provide periodic rest periods for staff and relief when indicated.

__Transfer command if the emergency exceeds 12 hours, or if stress indicates a transfer.

__ Estimate duration of the response, if possible.

END OF EMERGENCY INCIDENT

__State of Emergency Over: Confer with President for authorization to announce end of the State of Emergency when appropriate.

__ De-escalate and de-mobilize, when appropriate, and provide this fact to the President, ERMT staff and PIO.

__ Establish a time for debriefing before closing the ERMT and Executive Policy Group.

Recovery Expectations:

__When will the academic process resume?

 

1-d Public Information Officer

The Public Information Officer (PIO) is responsible for preparing and disseminating emergency public information regarding the incident size, cause, ongoing situation, resources and other matters of interest associated with the emergency.

FOR IMMEDIATE ACTION

__Remain calm.

__Evacuate if incident affects your building or office. Do not go to the incident site.

__Turn on your cellular phone.

__ If your office or building is not affected, go to the Emergency Operations Center (ERMT). (If unable to report to ERMT, call Security at 215-751-8111.)

__ Open Media Center

__ Ensure that all information is clear, concise, confirmed and approved by appropriate authority before release to the media or public. Do not release unconfirmed information or speculate on the extent of the emergency, despite urging by reporters to do so.

__Gather information on the emergency situation and response actions.

__Assign a Public Information Representative, if appropriate, to:

__Establish Media Control Point near incident site.

__Keep ERMT staff informed of the media situation at the incident site.

__Establish and release "media only" telephone number(s).

__Monitor published and broadcast Emergency Public Information for accuracy. Correct serious misinformation whenever possible.

__Maintain Emergency Public Information status boards and maps. Post hard copy of news releases.

__Attend periodic ERMT briefings and policy meetings.

__Consider additional methods for distributing emergency instructions as required.

__Schedule media briefings/press conferences and tours as conditions permit.

__Arrange for media access to the ERMT, command staff and incident site when appropriate.

__Establish a center for rumor control.

PRIMARY RESPONSIBILITIES

__ Release emergency instructions/information to faculty, staff and students about the emergency and what steps individuals should take.

__Release emergency instructions/information to the electronic and print media.

__Produce news releases as required.

ADDITIONAL ITEMS TO CONSIDER

__Communicating the problem to the campus community:

__Members of the campus community need to know the problem is being handled and what they (students, faculty and staff) should do. When can they help and how can they help?

Closure:

__Will the incident require the closure of campus? What is the best process to communicate this information? When will the academic process resume?

 

Operation Checklist (ICS Model)

2-A Liaison Officer

During an emergency, the Liaison Officer functions as the point of contact for supporting agencies and mutual aid agency representatives (particularly the county/city EOC ). The Liaison Officer assists with intergovernmental communications and liaisons. This may include representatives from other law enforcement agencies, fire services, emergency medical providers, Red Cross, Public Works, Coroner's Office, Health Services, etc.

FOR IMMEDIATE ACTION

__Remain calm.

__Evacuate if incident affects your building or office. Do not go to the incident site.

__Turn on your cellular phone.

__If your office or building is not affected, go to the Emergency Operations Center (ERMT). (If unable to report to ERMT, call Security at 215-751-8111.)

Communicate with the Incident Commander and other section officers to determine:

__The extent and nature of the emergency.

__Are outside agencies responding (e.g., fire, medical)?

__What location will be used for receiving and staging responding agencies?

__What will be the communication and coordination frequency used?

__Will mutual aid be requested?

__ Notify responding outside agencies where to check in and the staging location.

__ Identify agency representatives from each agency including the Communications link and their location.

__Monitor the incident operations to identify what might be potential interorganizational problems.

__Provide the Incident Commander with status reports concerning the arrival times of responding agencies, number of personnel responding, and the type of resources expected.

__Maintain a unit log.

__Provide information to other Section officers on the number and type of resources coming to the campus to assist with the emergency.

 

PRIMARY RESPONSIBILITIES

__Provide a point of contact for assisting mutual aid agency representatives.

__Provide information and maintain a liaison with other public and private agencies.

Outside agency issues:

__Responding agencies have protocols that are specific to their agency and communication must be established and maintained to ensure that efforts are not going at cross-purposes.

Extended operations:

__Some incidents could extend for several hours or days. The Liaison Officer must determine the continued availability of the resources and arrange for long-term stays.

 

2B Safety Officer (ICS Model)

OSHA mandates the Safety Officer function for all hazardous materials incidents. For other incidents, the Safety Officer is responsible for monitoring and assessing hazardous and unsafe situations and developing measures for assuring personnel safety.

The Safety Officer has the authority to stop all unsafe activity on an incident that is deemed to be outside the scope of the incident action plan.

Safety Officer Checklist

FOR IMMEDIATE ACTION

__ Remain calm.

__Evacuate if incident affects your building or office. Do not go to the incident site.

__Turn on your cellular phone.

__If your office or building is not affected, go to the Emergency Operations Center (ERMT). (If unable to report to ERMT, call security at 215-751-8111

__Communicate with the Incident Commander and other ERMT members (section coordinators) to determine the extent and nature of the emergency.

__Monitor and assess hazardous and unsafe situations and develop measures for assuring personnel safety.

__Maintain a log of activities.

 

 

2-C Public Safety (Security)

Public Safety will provide assistance with first priority (life-threatening) tasks: warnings, immediate evacuation of hazardous areas and rescue. In addition, Public Safety will provide for traffic control, access containment and property protection. Public Safety is responsible for providing traffic and crowd control in support of closure plans and protecting critical facilities and supplies. Public Safety assists with the search and closure of damaged buildings and the evacuation of the campus community.

FOR IMMEDIATE ACTION

__ Remain calm.

__ Evacuate if incident affects your building or office. Do not go to the incident site.

__ Turn on your cellular phone. Turn on your Radio

__If your office or building is not affected, report to the ERMT Assembly area. (If unable to report to ERMT, Call Security at 215-751-8111)

__ Contact the Operations Coordinator with the list of team members and obtain equipment and assignments.

__ Determine the number of personnel available to respond.

__ Keep the Incident commander briefed.

__ Develop an Action Plan for your assignment.

__ Have additional resources at the Security Operations desk to handle phone calls, manage CCTV

__ Keep a log of your activities.

PRIMARY RESPONSIBILITIES

__ Provide a rapid warning to the campus community of hazards or dangers.

__ Assist with helping persons with disabilities (Standard protocol)

__ Assist with clearing and closing buildings following an evacuation.

__Have signage available announcing closed building (with expected date to reopen if possible)

__Evacuate people from potential or existing danger.

__ Close off areas and controlling access (limited or no access).

__Traffic control

__ Protect property.

Advance Mass emergency broadcast:

__E2 Campus (Security)

__Alertus (Security)

__Lynx Desktop Notification (ITS)

__VoIP Phone Messages (ITS)

__Plasma TV Channel 53 (Office of Government Relations/Student Affairs)

IF ASSIGNED TO WARN THE CAMPUS OF A DANGER

__Determine who needs to be warned.

__Clarify the message that will be given out. If the message deals with evacuation from an area, be specific where you want people to go.

__ Determine the method for giving the warning: in person, by going to specific locations, via public address system on police vehicle, etc.

IF ASSIGNED TO CLEAR & CLOSE BUILDINGS

__Make sure the plan identifies all building(s) to be searched and closed.

__Obtain safety instructions for damaged buildings:

__How to recognize hazards.

__Conditions that would prevent entering a damaged building.

__Protective clothing, etc.

__Establish a procedure for clearing injured persons from the building.

__ Provide each team with materials to post "Building Closed" signs.

IF ASSIGNED TO EVACUATE AN AREA OR THE CAMPUS

Plan should include:

__Assembly areas and safe exit routes.

__Traffic control devices, barricades, and signs.

__Accommodations for relocating the physically impaired.

__ Review the Closure Plan.

__Determine if special transportation is needed.

__Assign staff to the reception area.

IF ASSIGNED TO SEARCH OR ASSIST PERSONS INJURED OR TRAPPED

Obtain safety instructions for damaged buildings:

__How to recognize hazards.

__Conditions that would prevent entering a damaged building.

__Protective clothing, etc.

__ Search assigned areas, according to the established pattern.

__Check each building ensuring complete evacuation. Make a note of unsafe conditions and areas.

__Remove any trapped or injured persons, according to established procedures. Assist the injured to the First Aid Center. Send for help if the person cannot be safely moved.

Note: If there is structural damage to the building or severe hazard (electrical, fire, hazardous materials, etc.) to officers, advise the Security Manager before proceeding. You may need to call the Fire Department and other experts to successfully rescue a victim without further harm to yourself and/or the victim.

IF ASSIGNED TO CLOSE OFF AREAS AND/OR CONTROL ACCESS

__Determine the type of control of persons and vehicles into and out of the area:

No access: All people will be prohibited from entering the closed area. Authorized personnel, i.e., campus, local, state, or federal personnel performing emergency work will be permitted entry. Media representatives will be allowed access on a controlled basis.

Limited access: Allows persons into closed area according to criteria established by the Incident Commander. Persons entering must abide by the policies established in order to gain entry.

__Direct the placement of barricades, traffic control devices, and signs.

Establish an entry system.

__Establish and staff control points.

__Determine the pass system for entry and exit for the area secured.

__Command Post Equipment/Supplies

__Command Post Equipment/Supplies may include:

__Barricades, barrier tape, and signs for the scene

__Portable radios

__Portable public address system/megaphones

__ First aid kit

__Flashlights/batteries

__Cellular phone

__ Portable/external lighting

__Emergency Response Vehicle

 

2-D Dispatch (Security Operations office)

The Communications Dispatcher implements and operates an emergency communications network, handles emergency radio traffic, and makes priority emergency notifications. The Communications Dispatcher is responsible for managing, controlling and dispatching all tactical radio and data frequencies used in support of the emergency incident.

FOR IMMEDIATE ACTION

__Remain calm.

__Evacuate if incident affects your building or office. Do not go to the incident site.

__ Turn on your cellular phone.

__ Immediately assess the communication capabilities (telephone, radio, CCTV, computer networks, etc.) and set up the emergency communications system.

__Initiate priority notifications:

__Incident Commander

__Key emergency managers and administrators

__Additional Public Safety staff

__Establish a priority communication network with any Field Command Post that has been established.

__Develop an Action Plan for operation of the Communication Center. The plan should have contingencies for:

__Separating radio operations and telephone operations.

__Maintaining status boards of staging areas, medical operations, and evacuation assembly sites.

__Tracking the use of radio equipment.

Long-term operations.

__Receive and forward to the Logistics Coordinator information such as notifications, warnings, and other communications.

__Assist with staff recall, as needed.

__ When advised, establish and maintain communications with other agencies, as appropriate, beginning with the Operational Area OEM (City).

__ Assign and distribute communications equipment, as available.

__Assist departments and organizations with communications, as possible.

__Provide information and recommendations to the Planning Coordinator for the After Action Report.

__Estimate the duration of the response and develop plans for replacing human and physical resources.

PRIMARY RESPONSIBILITIES

__Serve as the central point for receiving and sending communications.

__Assist with staff recall.

__Assess communication capabilities and make recommendations.

__Assign and distribute communications equipment.

__Provide the ERMT with communications, including runners, and establish communication links with other agencies.

SUPPORT RESPONSIBILITIES

__ Assist the campus with communications.

 

 

2-E Facilities Management

Facilities will focus on shutting off and/or restoring essential utilities reducing further hazards; assisting with closing off areas and streets; and clearing debris from roadways and essential areas for emergency equipment and building inspection. Building and Utility is responsible for making safety inspections of all facilities that may have been damaged, initially or later. Also, they are responsible for handling emergency construction or repairs.

 

FOR IMMEDIATE ACTION

__Remain calm.

__Evacuate if incident affects your building or office. Do not go to the incident site.

__Turn on your cellular phone.

__If your building or office is not affected, report to the staging area at the Emergency Operations Center (ERMT). (If unable to report to ERMT, call Security at 215-751-8111.

__Make contact with the Security Manager with a list of team members and obtain equipment and assignments.

__ Determine the number of personnel available to respond.

__Keep the Incident Commander briefed.

__Develop an Action Plan for emergency operations. The plan should have contingencies for:

__Shutting off gas, power and broken water lines.

__Restoring utilities to emergency operations.

__Providing protective equipment and clothing.

__Clearing streets and areas for emergency vehicles and equipment.

__Inspection of buildings.

__Installing lighting for night operations.

__Emergency construction to sustain the emergency operation.

__ Implementing construction and engineering mutual aid.

__Keep a log of your activities.

 

 

Support Checklist

3-a ITS/Telecommunications

IT/Telecommunications will develop a recovery plan to maintain telephone communications and network connection at ISU. They will coordinate with the Operations Coordinator and Public Safety to ensure essential telephone communications and network connection are maintained in an emergency, and that essential computer connections and programs are recovered and maintained.

IT/TELECOMMUNICATIONS Checklist

FOR IMMEDIATE ACTION

__Remain calm.

__Evacuate if incident affects your building or office. Do not go to the incident site.

__Turn on your cellular phone.

__If your office or building is not affected, go to the staging area at the Emergency Operations Center (ERMT). (If unable to report to ERMT, call Dispatch at 215-751-8111.)

__Determine the number of personnel available to respond.

__Make contact with the Operations Coordinator with the list of team members and to obtain equipment and assignments.

__Develop an Action Plan to establish telecommunications and network connectivity.

__Coordinate with the Operations Coordinator and Public Safety to ensure essential telephone communications and network connection is available. Keep the Operations Coordinator briefed.

__Keep a log of your activities.

 

 

3-b Finance Management (ICS Model)

The Finance Coordinator sets up the accounting system to be used for the emergency and oversees all accounting and financial aspects of the disaster. The Finance Coordinator is responsible for supervising Insurance/FEMA Documentation as well as all documenting the process for the disaster assistance application.

FINANCE COORDINATOR Checklist

FOR IMMEDIATE ACTION

__Remain calm.

__Evacuate if incident affects your building or office. Do not go to the incident site.

__Turn on your cellular phone.

__If your office or building is not affected, go to the Emergency Operations Center (ERMT). (If unable to report to ERMT, call Security at 215-751-8111 Activate and organize the Finance Section; activate the Accounting and FEMA Documentation functions.

__Establish a journal/log for recording major activities.

__Set up the accounting system for the emergency, including labor procurement contracts and all other accounts.

__Oversee all accounting and financial aspects of the disaster.

__Prepare periodic budget reports for the Incident Commander, containing estimated damage amounts coordinated with Structural and Infrastructure Damage Assessment, and estimated emergency expenditures coordinated with Planning and Logistics.

__Ensure that Insurance/FEMA documentation files for each major facility are initiated and expenses tracked by site, in preparation for state and federal disaster assistance eligibility requirements.

__Compile the overtime costs and provide other personnel information for Insurance/FEMA documentation.

__Assist the Structural Damage Assessment Officer with the preparation of reports and damage estimates.

__Provide information and recommendations to the Planning Coordinator for the After Action report. Continue to follow through with the Insurance/FEMA disaster assistance application process.

PRIMARY RESPONSIBILITIES

__Function as the head of the Finance Section.

__Set up the accounting system to be used for the emergency.

__Oversee all accounting and financial aspects of the disaster.

__ Prepare periodic budget reports for the Incident Commander and College files for each major site, for tracking expenses for the Insurance/FEMA disaster assistance application requirements.

__Video “tape” all areas with date stamp for insurance information

SUPPORT RESPONSIBILITIES

__Assist with damage estimates.

ADDITIONAL ITEMS TO CONSIDER

Continued conditions:

What is the extent of casualties, injuries, and damage? What is the extent of the damage to the surrounding local community?

Recovery expectations:

When will the academic process resume?

Documentation:

__Remind Emergency Section Coordinators and Officers concerning documentation of their activities for recovery records.

 

 

3-c Accounting Unit (Financial Support)

The Accounting Unit provides accounting documentation of all emergency expenses, audits all expenditures and records, and supports the Insurance/FEMA Documentation. This function keeps time records for all personnel involved in the disaster response and obtains and records all damage cost information, by site.

 

FOR IMMEDIATE ACTION

__Remain calm.

__Evacuate if incident affects your building or office. Do not go to the incident site.

__Turn on your cellular phone.

__If your office or building is not affected, go to the Emergency Operations Center (ERMT). (If unable to report to ERMT, call Dispatch at 215-751-8111.) Report to the Finance Coordinator and set up the Accounting function, by computer. If power is out, use a manual system.

__Assign a disaster account code for use in all emergency related transactions, to provide a tracking mechanism for calculating all disaster costs.

__Obtain copies of all purchase orders, contracts, labor hour reports and other expense records pertaining to the emergency response.

__As soon as possible, provide a disaster cost estimate to the Finance Coordinator, updating the report as requested.

__Set up an accounting file by facility; prepare files to provide detail on additional work force labor, individual invoices for expenses, time records, etc.

__ Maintain the files throughout the emergency and forward for FEMA Documentation. (It is helpful to organize the files as binders, with duplicates prepared for the disaster assistance program application.)

__Provide information and recommendations to the Planning Coordinator for the After Action Report.

__Assist with the Insurance/FEMA disaster assistance application process.

PRIMARY RESPONSIBILITIES

__Provide accounting documentation of all emergency expenses.

__Audit all expenditures and records.

SUPPORT RESPONSIBILITIES

__ Support the FEMA Documentation.

ADDITIONAL ITEMS TO CONSIDER

Campus condition:

What is the extent of casualties, injuries, and damage? What is the extent of the damage to the surrounding local community?

 

 

3-e Purchasing (Procurement)

The Procurement Officer orders, receives, stores, processes and allocates all disaster resources and supplies. Conducts the supply process to ensure reimbursement, keeping careful and complete records according to the specified accounting system. Assists with the deactivation process.

 

FOR IMMEDIATE ACTION

__ Remain calm.

__Evacuate if incident affects your building or office. Do not go to the incident site.

__ Turn on your cellular phone.

__ If your office or building is not affected, go to the Emergency Operations Center (ERMT). (If unable to report to ERMT, call Dispatch at 215-751-8111.) Report to the Finance Coordinator and set up the Accounting function, by computer. If power is out, use a manual system.

__ Determine the goods, equipment and services needed by the ISU staff.

__Obtain and arrange for delivery and distribution of the needed resources.

__Conduct the process according to the applicable guidelines for disaster reimbursement in order to maximize the financial recovery.

__ Keep complete and accurate records for FEMA Documentation: provide them to the Finance Coordinator.

__Make all logistical arrangements for procurement, delivery, payment and site contact of resources.

__Assist with the deactivation process, tracking the return of equipment and supplies, the cessation of services, and shut down of temporary services.

Provide information and recommendations to the Planning Coordinator for the After Action Report.

PRIMARY RESPONSIBILITIES

­­__Order, receive, store, process, and allocate emergency supplies and resources.

__ Conduct the supply process to ensure reimbursement.

__Keep complete and accurate records.

SUPPORT RESPONSIBILITIES

__Assist with FEMA Documentation.

__Assist with the deactivation process.

ADDITIONAL ITEMS TO CONSIDER

Continued operations and resources:

__Estimate the duration of the response and develop plans for replacing human and physical resources.

__Security and access control:

__Perimeter security needs for storage and distribution sites and resources for night operations.

3-f Human Resources

The Human Resource Officer maintains and provides information to the Incident Commander regarding the status, location and availability of on- and off-duty personnel. The HR officer coordinates with the EOC command to determine staff recall needs, arranges for the recruitment and orientation of any temporary employees, registers and assigns all volunteer workers and technical experts and specialists, initiates and maintains records on use of volunteers. Receives and processes injury reports, compensation claims and other personnel-related matters.

FOR IMMEDIATE ACTION

__Remain calm.

__Evacuate if incident affects your building or office. Do not go to the incident site.

__Turn on your cellular phone.

__If your office or building is not affected, go to the Emergency Operations Center (EOC) (If unable to report to EOC, call Security (Dispatch) at 215-751-8111.

Coordinate with the EOC and other staff to determine the status of all CCP faculty, staff, and students.

__Provide information to the ERMT about available staff.

__Coordinate with ERMT staff to determine staffing needs and provide staff as available.

__Assist Operations Coordinator with determining policy for overtime hours, extended workdays and special duty assignments.

__Compile overtime costs and provide, along with other personnel information, for FEMA Documentation.

__Receive (from Security) and keep on file, records of all injuries and casualties. Handle notifications and family messages for employees.

__Arrange for the recruitment and orientation of any temporary employees.

__Register and maintain records on any volunteers that are used.

__Provide information and recommendations to the ERMT for the After Action Report.

PRIMARY RESPONSIBILITIES

__ Determine the status and location of all personnel.

__Provide information about available staff.

__ Register and assign all volunteer workers.

__Assist in determination of staff recall needs.

__Receive and process injury reports, compensation claims and other personnel related matters.

__Make family notifications, as needed.

SUPPORT RESPONSIBILITIES

__Compile personnel information for FEMA Documentation.

__Assist Operations Coordinator with policy decisions regarding extended work hours and duties.

ADDITIONAL ITEMS TO CONSIDER

__ Continued operations and resources:

__ Estimate the duration of the response and develop plans for replacing human and physical resources.

__Security and access control:

__ Perimeter security needs for storage and distribution sites and resources for night operations.

VOLUNTEER WORKER OPERATION (if Applicable)

__Response - All Hazards

The following action may/will be taken under any major emergency affecting the campus:

FIRST PRIORITIES:

__ Identify personnel resources on duty and available.

__Determine the number of additional personnel needed and skills required.

__Establish a pool of available personnel.

__ Activate community resource plans.

__Provide the Incident Commander with current status of staff.

__Establish a clearinghouse for employee information.

__Maintain employee records for payroll or claims purposes.

__Contact functional coordinators and determine staffing needs.

__Establish a process to register all volunteers and issue ID cards through Security Operations.

__ Set up volunteer assignments and schedules.

__Establish schedules for work crews and arrange for relief.

HAZARDOUS MATERIAL INCIDENT/FIRE CONSIDERATIONS:

__Develop staging area away from the hazard for volunteers.

__Ensure personnel has adequate protective clothing and equipment.

__Ensure the operational area has been evaluated by Health & Safety personnel.

ADDITIONAL CONSIDERATIONS:

__Identification of staff, equipment, and supplies needed for long term operations.

__Special equipment needed for night operations.