University Emergency Plan: Management Section

This appendix establishes policies and procedures and assigns responsibilities to ensure the effective management of campus emergency response section. It provides information on the campus emergency management structure, activation of emergency response and recovery procedures, and Emergency Operations Center (EOC) data. See See Management Section chart.

Objectives

The overall objective of the Management Section is to ensure the coordination of response forces and resources in preparing for and responding to situations associated with natural disasters, technological incidents and human-caused events. Specific events include:

Concepts of Operations

Campus emergency response and recovery operations will be managed in one of three modes, depending on the magnitude of the emergency. Before a discussion of the three modes, it is necessary to describe the Emergency Operations Response Levels.

Emergency Operations Center Response Levels

Emergency operations centers are planned to respond to events from small, localized emergencies to regionwide catastrophes. To facilitate the planning process, professional emergency planners have established the following three levels of response, with respect to peacetime emergencies.

Level I

A minor to moderate incident characterized by adequate local response capability and sufficient resources to favorably resolve the situation. A LOCAL EMERGENCY may or may not be proclaimed. This would include localized power outages, localized flooding, and community-wide traffic signal failures.

 

Management Section chart

Level II

A moderate to severe emergency characterized by a need for Mutual Aid to ensure a favorable resolution of the situation. In most cases, a LOCAL EMERGENCY will be proclaimed. A STATE OF EMERGENCY may be proclaimed. Such events would include an earthquake with localized damage, a category 1–2 hurricane, or a terrorist attack on infrastructure.

Level III

A major disaster, exemplified by depletion of resources and Mutual Aid response capability area-wide, necessitating extensive statewide and Federal assistance. Generally, a LOCAL EMERGENCY and STATE OF EMERGENCY will be proclaimed. A Presidential Disaster Declaration may or may not be issued. Such events would include an earthquake with region-wide damage, a category 3 and above hurricane, and a multi-jurisdiction flood, or flooding at disparate locations within one jurisdiction.

The three campus emergency response and recovery operation modes are as follows:

Decentralized Coordination and Direction

This management mode is similar to day-to-day operations and is employed in Level I responses. The campus EOC is not activated.

Centralized Coordination-Decentralized Direction

This mode of operation is employed in some Level I and all Level II responses, characterized by involvement of several departments. Key management level personnel from the principal involved departments operate from the EOC. Typical emergency management activities under this mode include:

  • Campus-wide situation analysis and damage assessment
  • Campus-wide public information operations
  • Determining resource requirements and coordinating resource requests
  • Establishment and maintenance of a logistics system.

Centralized Coordination and Direction

This mode is employed in Level III disasters. The campus EOC is fully activated, and coordination and direction of response and recovery actions are conducted from the EOC.

Emergency Periods

The emergency management organization will ordinarily function within the context of one of the following three periods.

Pre-Emergency Period

During this period, response and recovery resources and equipment are maintained in operable condition, Emergency Operations Plans are periodically exercised and updated, and staff is periodically trained.

Emergency Period

When a disaster occurs, or appears imminent, the Management Section Chief will be notified. This person will, in turn, activate all or portions of the campus emergency management system. The EOC may be activated, depending on the severity of the situation. A campus emergency may be proclaimed.

Should an emergency occur without warning, management of the initial response will be in a de-centralized mode by on-duty personnel. Centralized management, if required, will be instituted as soon as possible. Initial response efforts will concentrate on the preservation of life, protection of the environment and property, situation analysis, and hazard containment. Subsequent actions will focus on care and shelter operations, damage assessment and documentation, and the development of public information. Emergency management staff will consider declaring a campus emergency and notifying the Regional Emergency Operations Center and Chancellor’s Office, as appropriate.

Post-Emergency Period

Post-emergency activities will stress restoration of campus autonomy, disaster relief, and situation analysis with a view toward mitigation of future hazards. The EOC will most likely be deactivated, and any proclamations previously made will be terminated or continued based on the mitigation and recovery work underway.

EMERGENCY MANAGEMENT ORGANIZATION

In the case of San José State University (SJSU), the university emergency management organization is headed by the Vice President for Finance and Administration who also serves as Director of Emergency Services, who in turn coordinates with the President’s Office sitting as the Emergency Policy Group. The Director of Emergency Services is supported by a staff comprised of campus departments organized under the Standardized Emergency Management System (SEMS) and assigned primary and support duties in the Matrix of Responsibilities, contained later in this chapter (see See Matrix of Responsibilities: Emergency Functions of Campus Departments).

Collectively, the university emergency management organization has overall responsibility for:

Direction and Control

In an emergency requiring activation of the EOC, or in an emergency requiring response by more than one department, whether or not the EOC is activated, or in cases where a proclamation of CAMPUS EMERGENCY, STATE OF EMERGENCY, or STATE OF WAR EMERGENCY, the following command relationships will apply:

MANAGEMENT SECTION CHIEF—The Director of Emergency Services, who is the Vice President for Finance and Administration, or designated alternate. This individual is responsible for overall incident/campus-wide coordination and management of the response effort. The most likely base of operations will be the EOC. Staff officers assigned to the EOC and the SEMS organization will support the Director.

EOC COORDINATOR—Emergency Services Coordinator, or designated alternate. This individual's responsibilities will include the management and supervision of the administrative functions of the EOC. This individual is responsible for maintaining the operational readiness of the EOC facilities and staff members.

ON-SCENE MANAGEMENT—The university subscribes to and utilizes the Incident Command System (ICS) as required by SEMS and the National Incident Management System (NIMS). Generally, the University Police/Security Department will provide Incident Commanders (ICs) in the field for campus events, human-caused emergencies and disasters on campus, and natural disasters impacting the campus. In the case of SJSU, the University Police/Security Department will create Unified Command with City of San José Fire Department when the resources of the San José Fire Department are the primary resources needed to resolve an event. This would include:

In some instances, campus or city authority may be pre-empted by State or Federal authority. In those instances, the campus Incident Command System will act directly under the authority of the duly authorized representative of the State or Federal government.

Mutual Aid Region Emergency Management

The university is located in a State emergency management region and a region for mutual aid purposes. The State emergency management region has staff support available from the State emergency management agency and other State agencies. The State emergency management regional office also serves as a Regional EOC when necessary. The primary mission of the regional emergency management organization is to support university, city and Operational Area response and recovery operations, and to coordinate Mutual Aid Regional response and recovery operations. There are 24 professions with mutual aid agreements in California, including law enforcement, which the University Police/Security Department may access through the existing Law Enforcement Mutual Aid system.

Emergency Operations Center

The University Emergency Operations Center (EOC) is located inside the University Police/Security Department. Access to the EOC will be provided by on-duty University Police/Security Department personnel.

Instructions for activating the EOC are kept within the entrance to the EOC Operations Room.

If an emergency situation is too large to be coordinated from the field, or if a major disaster occurs, the Incident Commander or the Management Section Chief orders the activation of the EOC. The EOC provides a place where emergency operations can be centralized for better communication. The EOC has tables, phones, FAX, radios, computers, maps, reference documents, operating procedures, and office supplies.

If the Emergency Operations Center is unusable, mobile radios, cellular phones and personal laptop computers will permit re-location of the EOC to any appropriate location if circumstances dictate.

Matrix of Responsibilities: Emergency Functions of Campus Departments

Function

Principal

Support

Management Section Chief

Finance and Administration

 

EOC Coordinator

University Police/Security

 

Administrative Support

F&A

 

Public Information Officer

Campus Public Affairs Director

 

Liaison Officer

F&A

 

Safety Officer

EH&S

 

Security Officer

University Police/Security

 

Operations Section Chief

University Police/Security

 

Public Safety Branch

University Police/Security

 

ME/Coroner

University Police/Security

County ME/Coroner

Hazardous Materials

ERT

Community Fire Department

Law Enforcement/Security

University Police/Security

Community Police Department

Search & Rescue

University Police/Security

Community Fire Department

Care and Shelter Unit

Student Housing

American Red Cross

Communications Branch

Police/Security Dispatch

RACES

Construction & Engineering Branch

Facilities

 

Transportation Infrastructure Unit

Facilities

City/State Transportation

Utilities Unit

Facilities

Local Utilities

Medical/Health

Student Health Center

 

Public Health

Student Health Center

County Public Health

Mental Health

Counseling Center

County Mental Health,

American Red Cross

Planning/Intelligence Section Chief

Campus Physical Planning

 

 

Situation Status

IT/GIS

 

Demobilization

University Police/Security

 

Documentation

IT/GIS

 

Technical Specialists

ERT

 

Damage Assessment

Facilities

Professional Engineers

Recovery Planning

F&A

 

Logistics Section Chief

Facilities

 

Facilities

Facilities

 

Human Resources

Human Resources

 

Volunteers

Human Resources

Volunteer Center, NGOs

Information Technology

IT

 

Procurement

Contracting

 

Resource Tracking

Contracting

 

Transportation/Fleet

Fleet Manager

Community Public Transit

Finance/Admin Section Chief

Finance

 

Cost Accounting

Finance

 

Risk Management/
Compensation/Claims

Finance

 

Time Keeping

Human Resources

 

 

EOC Activation

Determine if the EOC should be activated:

If so:

Once EOC staff has been assembled, conduct an initial Action Planning briefing, situation overview, and EOC orientation. Conduct periodic Action Planning briefings throughout the emergency.

Poll the Situation Status Branch in the EOC to determine the nature, scope, and severity of the incident(s). Information thus obtained will influence decisions regarding emergency declarations and proclamations, requests for mutual aid, evacuation, and other vital considerations. Therefore, pay particular attention to:

Determine the need to activate the campus alerting system.

Use Disaster Accounting procedures.

Coordinate all media releases through the Public Information Officer.

The Management Section Chief may proclaim a campus emergency, and notify the appropriate university and State agencies.

The text of a sample resolution proclaiming a campus emergency may be as follows:

 

RESOLUTION NO. _________

A RESOLUTION PROCLAIMING EXISTENCE OF A CAMPUS EMERGENCY

INSERT SAMPLE RESOLUTION HERE, BASED ON PREVIOUS PROCLAIMATION OR ON DRAFT BY LOCAL LEGAL COUNSEL …

Alerting and Warning

National Warning System (NAWAS)

NAWAS is a dedicated wire-line system that provides two-way voice communications between Federal Warning Centers, a State’s Warning Points, and local Warning Points. The system in California consists of four elements:

  • NAWAS, Federal-California link
  • NAWAS, State-County Warning Points circuits
  • County-City warning systems
  • Local warning devices and systems
NAWAS (Federal)

The system is activated from two Federal facilities, located in Colorado Springs, Colorado, and Olney, Maryland.

NAWAS (California)

California ties into the national system with a primary dropout at OES Headquarters in Sacramento. Circuits then extend to 51 county warning points and three federal facilities (see See California portion, national alert and warning system (NAWAS)). California Highway Patrol Headquarters in Sacramento serves as the alternate State Warning Point.

Both Federal and State circuits are monitored 24 hours a day at OES Headquarters, the alternate State Warning Point, and each county warning point.

County Warning System

The Emergency Alert System will be used to contact the public in an effected area.

Dissemination of Attack Warnings

The Federal Warning Centers disseminate warning information to State Warning Points over NAWAS. State Warning Points disseminate the information they receive over NAWAS to the local Warning Points. In addition, State agency radio systems, teletype and telephone circuits are used ensuring maximum dissemination. Each local Warning Point further disseminates the warning over local Public Safety communications channels. The County disseminates information, under the authority of the Sheriff's Watch Commander, to other jurisdictions and the media through the systems described above.

Based on the information received from the county Warning Point, the Management Section Chief, or designated alternate, will decide whether or not to issue a warning order to the campus population. Appropriate campus resources including police/security vehicles with loud speakers may be used. Other resources available for dissemination of the warning order are the campus radio, radio or television, and volunteer door-to-door canvassers.

Special warning requirements include classrooms and places of public assembly, as well as warning people with hearing impairment and non-English speaking groups.

 

California portion, national alert and warning system (NAWAS)

Alerting and Notification of Key Employees

University Police/Security Dispatch will notify Key Employees of an impending or actual emergency, as well as activation of the EOC. Dispatchers have access to a current list of home telephone numbers and pager numbers to be utilized during non-business hours. Alert and recall phone trees are maintained by each university department assigned a response and recovery mission.

[NOTE: if this is not in place it should be developed.]

This system will also be utilized to alert/notify/recall the Emergency Policy Group.

 

 

 

 

 

 

Management Section Organization: Position Descriptions and Responsibilities

This section includes the position descriptions and list of responsibilities for those individuals involved in the Management Section of the campus’ emergency response team. Also included is a generic checklist for all positions within the Management Section.

Included are descriptions (and in some cases, support materials) for:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Generic checklist

(For all positions)

Activation Phase:

  • Check in with the Security Officer upon arrival at the EOC.
  • Report to Management Section Chief, other Section Chief, Branch Coordinator, or other assigned supervisor.
  • Set up workstation and review your position responsibilities.
  • Establish and maintain a position log, which chronologically describes your actions taken during your shift.
  • Determine your resource needs, such as a computer, phone, plan copies, and other reference documents.
  • Ensure that the situation status/resource tracking system (Web EOC, RIMS or similar) is operational.

Demobilization Phase:

  • Deactivate your assigned position and close out logs when authorized by the Management Section Chief.
  • Complete all required forms, reports, and other documentation. All forms should be submitted through your supervisor to the Planning/Intelligence Section, as appropriate, prior to your departure.
  • Be prepared to provide input to the After Action Report.
  • If another person is relieving you, ensure he/she is thoroughly briefed before you leave your workstation.
  • Clean up your work area before you leave.
  • Check out with the Security Officer and leave a destination and phone number where you can be reached.

 

 

 

 

 

 

 

 

 

 

 

 

Management Section Chief

****Read This Entire Position Checklist Before Taking Action****

Responsibilities:

  1. Establish the appropriate staffing level for the university EOC and continuously monitor organizational effectiveness ensuring that appropriate modifications occur as required.
  2. Exercise overall management responsibility for the coordination between Emergency Response Agencies within the campus. In conjunction with the General Staff, set priorities for response efforts. Ensure that all campus actions are accomplished within the priorities established.
  3. Ensure that Inter-Agency Coordination is accomplished effectively within the campus EOC.

Activation Phase:

Operational Phase:

Demobilization Phase:

 

 

 

 

 

 

 

 

EOC ACtion Planning format

Concept of Operations

During an EOC activation, the Management Section must receive timely information regarding the progress of the event in order to make appropriate decisions. This information comes in the form of reports from the four General Staff sections: Operations, Planning/Intelligence, Logistics and Finance. The information must be timely, succinct, and decision-oriented.

Roles and Responsibilities

 

Each Section Chief is responsible to collect and provide to the Management Section Chief timely information to assist in the management of the disaster. The Action Planning Briefing is a half hour structured presentation during which each Section Chief summarizes critical information from his section, and recommends activities for the section during the next operational period. The Management Section Chief then sets the overall goals for the next operational period, and sets the length of the operational period.

Procedures

The Planning/Intelligence Section Chief will post a campus map showing the event/emergency/disaster area(s), and bring a flip chart with the operational period goals listed for each section. He begins the briefing with a summary of conditions: weather, tides, nightfall/sunrise times, damage assessment to date, and Situation Summary.

 

Each Section Chief develops a five minute presentation with the following features:

 

When all Section Chiefs have completed the presentations, the Management Section Chief will review the decision points raised by each Section Chief, and obtain any additional information that he needs to make decisions and set goals. He will then make the requested decisions, set the goals for the next operational period, and set the length of the new operational period.

 

Following the Decision Briefing, the Section Chiefs will return to their Sections, and brief their subordinates regarding the new Action Plan, including overall goals and operational period length. Together with the Branch and Unit leadership, the Section Chiefs will each set the goals for the individual sections for the next operational period, and provide the new goals to the Planning/Intelligence Section Chief for incorporation into the Action Plan.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

ACTION PLANNING CHECKLIST

 

  1. Management Section Chief authorizes the opening of the EOC, and designates the activation level. The Management Section Chief establishes the initial operational period, and the time of the initial briefing.
  2. During the initial operational period, each Section Chief:
Develops a summary of community conditions related to the Section’s role.

Management Section concerns include EPIO, legal, intergovernmental relations, and declaration status.

  1. Operations Section concerns include community impact, areas affected, law, fire and care and shelter needs/actions.
  2. Planning/Intelligence Section concerns include weather, tide, damage assessment, anticipated events.
  3. Logistics Section concerns include actions to support Operations.

Finance Section concerns include activation of disaster accounting procedures

Develops a list of three to five priority decision points or action steps to be taken within the next operational period, with proposed time frames for completion
prepares maps, charts, lists or other aids for use during the initial Action Planning Meeting

3. At the initial action planning meeting, each Section Chief has five minutes to make the presentation, supported by any visual aids, including the list of three to five decision points on a large sheet of paper that will be posted in the meeting.

The Planning Section Chief opens with:

A map of the event impact locations.

  1. A summary of conditions (weather, tide, sunrise/sunset), and damage assessment data.
  2. A forecast of conditions that will impact the management of the disaster at future times (e.g., 6 hours, 12 hours, 24 hours), including a statement regarding whether the overall situation appears to be getting better or worse.

A review of the three to five decision points for this section’s guidance during the next operational period.

The Operations Section Chief provides:

A summary of community conditions.

  1. A summary of the activities in this section.

A review of the three to five decision points for this section's guidance during the next operational period.

The Logistics Section Chief provides:

A summary of logistics status.

A review of the three to five decision points for this section’s guidance during the next operational period.

The Finance/Administration Section Chief provides:

A summary of financial management considerations.

A review of the three to five decision points for this section’s guidance during the next operational period.

The Management Section Chief provides:

A summary of EPIO, legal, inter-governmental and declaration status considerations.

A review of the three to five decision points for this section’s guidance during the next operational period.

The Director of Emergency Services reviews the information provided and takes the following actions:

Provides direction to each Section Chief regarding decision points raised.

  1. Provides three to five goals for the overall management of the incident for the next operational period.

Sets the length of the next operational period.

The Planning Section Chief:

Assembles the Action Plan for the next operational period, and distributes it to all section chiefs.

Prepares the situation status report and forwards it to the regional EOC.

4. At each succeeding Action Planning Meeting, the same format is followed, with relevant information up-dated.

The length of the operational period may vary from hours to days, depending on the needs of the management of the event.
The EOC facility may be closed at any time during any operational period at the direction of the Management Section Chief.
  1. Action Planning Meetings may continue to be held throughout the recovery period at the discretion of the Management Section Chief.

 

 

 

 

 

 

 

 

 

EOC COORDINATOR

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Responsibilities:

Activation Phase:

Operational Phase:

Demobilization Phase:

 

Administrative Support

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Responsibilities:

  1. Assist the Management Section Chief or other EOC staff with taking meeting notes, creating documents, managing/filing/archiving information.
  2. Assist OES staff with the creation of the final reports required by outside agencies.
  3. Collect information for the Action Plan during the Action Planning Briefing. Coordinate with the Planning/Intelligence Section Chief to transfer the information into the final Action Plan for each Action Period.

Activation Phase:

Operational Phase:

Demobilization Phase:

 

 

 

 

 

 

 

Liaison Officer

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Responsibilities:

  1. Oversee all liaison activities, including coordinating outside agency representatives assigned to the campus EOC and handling requests from other EOCs for campus EOC agency representatives.
  2. Establish and maintain a central location for incoming agency representatives, providing workspace and support as needed.
  3. Ensure that position specific guidelines, policy directives, situation reports, and a copy of the EOC Action Plan are provided to agency representatives upon check-in.
  4. In conjunction with the EOC Coordinator, provide orientations for VIPs and other visitors to the EOC.
  5. Ensure that demobilization is accomplished when directed by the Management Section Chief.

Activation Phase:

Operational Phase:

 

Demobilization Phase:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

PUBLIC INFORMATION Branch

During a disaster:

Concept of Operations

The designated Public Information Officer (PIO) for the campus EOC is the (title of designated position). In this capacity, the PIO will be supported by (title of designated positions). These individuals may also act as PIO in the order listed in the event that the PIO is unable to serve.

Media representatives, as well as all government agencies, should be advised that the single official point of contact for the media during an emergency is the PIO.

Agreements with the information media relative to the dissemination of emergency public information (EPI) should be negotiated and finalized, pre-event, if possible. Generally, EPI will be disseminated to the campus and effected areas via press, Internet, radio, and television. A media center will be designated by the PIO, and media conferences will be conducted by the PIO at this location on a regular basis.

Communications

Circumstances permitting, the PIO should arrange for public information telephone access as follows in office space near the EOC:

Duties and Responsibilities

Duties and responsibilities of the PIO include, but are not necessarily limited to:

Media Access

Access to disaster areas by accredited reporters is guaranteed, with certain exceptions, by Section 409.5 of the California Penal Code. The California Peace Officers Association suggests, “In general, authorized members of the news media are to be permitted free movement in the area as long as they do not hamper, deter, or interfere with the law enforcement or public safety functions.” If access restrictions for the media are unavoidable, a pool system may be established. Under this system, a representative of each medium would be selected and escorted into the restricted area. Information, photos, and film footage would be shared with other media representatives.

 

 

 

 

 

 

 

 

 

 

 

 

Public Information Officer

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Responsibilities:

  1. Serve as the coordination point for all media releases for the university. Represent the campus as the lead Public Information Officer.
  2. Ensure that the public, both campus and neighborhood members, within the affected area receive complete, accurate, and consistent information about life safety procedures, public health advisories, relief and assistance programs, and other vital information.
  3. Coordinate media releases with the Management Section Chief and with Public Information Officers representing other affected emergency response agencies in the response, such as community public safety departments.
  4. Develop the format for press conferences in conjunction with the Management Section Chief.
  5. Maintain a positive relationship with media representatives.
  6. Supervise the Public Information Branch.

Activation Phase:

Operational Phase:

Demobilizations Phase:

 

 

 

 

 

 

 

 

 

 

 

RUMOR CONTROL UNIT LEADER

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Responsibilities:

  1. Provide staffing for rumor control telephone bank and media monitoring.
  2. Establish a “Disaster Hotline” with an up-to-date recorded message.
  3. Supervise the Rumor Control Unit.

Activation Phase:

Operational Phase:

Demobilization Phase:

Templates for media responses

 

RESPONSE TO A MAJOR EARTHQUAKE

SAMPLE RADIO MESSAGE

UPDATE ON EARTHQUAKE

This is (name of person making announcement) at (name of college or university). The magnitude of the earthquake which struck the (name of locality) area at (time) today has been determined to be (value number) on the Richter scale. The epicenter has been fixed at (location of epicenter) by (scientific authority).

This office has received reports of (number of) deaths, (number of) injuries, and (number of) homes damaged. No dollar damage figure is yet available. University Police/Security and community fire units are on the scene to assist residents. (Continue with summary of situation.)

Aftershocks continue to be felt in the area. If you feel shaking, quickly seek shelter under a sturdy piece of furniture or in a supporting doorway. Do not use your telephone unless you need emergency help.

 

RESPONSE TO A MAJOR EARTHQUAKE

SUMMARY STATEMENT FOR MEDIA

At approximately (time) today, an earthquake registering (value number) on the Richter scale struck the (locality) area, with its epicenter at (description of location). University Police/Security units were immediately dispatched to assess injuries and damage. (Indicate injuries, deaths, property damage, fires, etc., reported to date.)

(Number of) aftershocks were felt, the largest occurring at (time). No additional damage was reported (or specify damage). Over (number of) response personnel from University Police/Security and community fire agencies were called into action, and the staff of the campus public safety and Emergency Operations Center personnel were put on emergency status. The American Red Cross opened shelters at (location/address) for persons unable to remain in their campus residences, and reported lodging and feeding over (number of) persons. At (time) on (date), the President proclaimed the existence of a CAMPUS EMERGENCY. Damage to campus buildings has been estimated to exceed (dollar amount).

 

RESPONSE TO A HAZARDOUS MATERIAl INCIDENT SAMPLE RADIO MESSAGE: UNIDENTIFIED SPILL/RELEASE IN HEAVY TRAFFIC AREA

This is (name of person making announcement) at the (name of college or university). An unidentified substance which may be hazardous has been spilled/released at (specific location). Please avoid the area, if possible, while crews are responding. The best alternate routes are (describe alternate routes). If you are already in the area, please be patient and follow directions of emergency response personnel. The substance will be evaluated by specially trained personnel, and further information will be released as soon as possible. Thank you for your cooperation.

SAMPLE RADIO MESSAGE: LOW HAZARD/CONFINED SPILL/RELEASE

NO GENERAL EVACUATION

This is (name of person making announcement) at the (name of college or university). A small amount of (specific name of substance), a hazardous substance, has been spilled/released at (specific location). Streets are blocked, traffic is restricted, and authorities have asked residents in the immediate area to evacuate. Please avoid the area. The material is slightly/highly toxic to humans and can cause the following symptoms: (list signs and symptoms of adverse reactions).

If you think you may have come in contact with this material, you should (insert recommendations of emergency actions in case of contact). For your safety, please (give health instructions and helpline number, if available) avoid the area if at all possible. Alternate routes are (describe alternate routes) and traffic is being diverted. If you are now near the spill/release area, please follow directions of emergency response personnel. Cleanup crews are on the scene. Thank you for your cooperation.

RESPONSE TO A HAZARDOUS MATERIAL INCIDENT

SAMPLE SUMMARY STATEMENT FOR MEDIA

(ADAPT FOR SITUATION)

At approximately (time) a.m./p.m. today, a spill/release of a potentially hazardous substance was reported to this office by (a citizen, employee, etc.). University Police/Security units were immediately dispatched to cordon off the area and direct traffic. The material was later determined to be a (hazardous or harmless) (insert name of hazardous chemical/substance/material/gas) which upon contact, may produce symptoms of (list signs and symptoms of adverse reactions). Precautionary evacuation of the (immediate or X-block) area surrounding the spill was (requested or required) by (name of agency). Approximately (number) persons were evacuated. Clean-up crews from (agency/company) were dispatched to the scene and normal traffic had resumed by (time), at which time residents were allowed to return to their homes. There were (no injuries reported or Number of injured persons), including (police, fire, university police/security) personnel, were treated at area hospitals for (specific injuries if known)

and (number) were later released. Those remaining in the hospital are in (condition). Response agencies involved were (list).

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Safety Officer

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Responsibilities:

  1. Ensure that all buildings and other facilities used in support of the campus EOC are in a safe operating condition.
  2. Monitor operational procedures and activities in the EOC to ensure they are being conducted in a safe manner considering the existing situation and conditions.
  3. Stop or modify all unsafe operations within the EOC, notifying the Management Section Chief of actions taken.

Activation Phase:

Operational Phase:

Demobilization Phase:

Security Officer

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Responsibilities:

  1. Provide 24-hour security for the campus EOC check-in function.
  2. Control personnel access to the EOC in accordance with policies established by the Management Section Chief.

Activation Phase:

Operational Phase:

Demobilization Phase: