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Emergency Management Plan (D-11)

Original Implementation: November 1986
Last Revision: July 10, 2007

An Emergency Management Plan has been adopted to guide the response of appropriate individuals to potential emergencies occurring on the campus of Stephen F. Austin State University.

1. AUTHORITY AND REFERENCES
1. Authority for implementation of the Emergency Management Plan rests with the president of Stephen F. Austin State University.
2. References:
• Article 51.201 of the Texas Education Code.
• The Texas Emergency Disaster Act of 1975, Texas Government Code, Sec. 418.001 et seq.
3. The Texas Emergency Management Plan and Governor’s Division of Emergency Management.
2. PURPOSE

The Emergency Management Plan is intended to establish policies, procedures, and organizational structure for response to emergencies that are of sufficient magnitude to cause a significant disruption of the functioning of all or portions of SFA. This plan describes the roles and responsibilities of departments, schools, and personnel during and after emergency situations. The basic emergency procedures are designed to protect lives and property through effective use of university and community resources. Since an emergency may be sudden and without warning, these procedures are designed to be flexible in order to accommodate contingencies of various types and magnitudes and can change at the direction of the director of the Emergency Operations Center.

This plan addresses several types of emergencies on an individual basis, providing guidelines for the containment of the incident and provides emergency instructions to the individual designated to direct university resources in a concise format. It also will provide emergency response information primarily for use by faculty/staff and other on-site personnel who may be initial responders to an emergency incident.

The purpose of this plan is to provide the necessary guidelines, procedures, and instructions for implementing emergency operations at SFA. Emergency operations will utilize the existing university organizations, with aid as necessary from city, state, and federal governments.
3. SCOPE

This plan is a university-level plan that guides the emergency response of university personnel and resources before, during and after an emergency situation. It is the official Emergency Management Plan of SFA and precludes actions not in concert with the intent of this plan or the organization created by it. However, nothing in this plan shall be construed in a manner that limits the use of good judgment and common sense in matters not foreseen or covered by the elements of the plan.

This plan and organization shall be subordinate to federal, state, or local plans during a disaster declaration by those authorities. This plan is consistent with established practices relating to coordination of emergency response. Accordingly, this plan incorporates the use of the Incident Command System (Emergency Operation Center) to facilitate interagency coordination, promote the use of common emergency response terminology and command structure, and facilitates the flow of information between responding agencies.

The university will cooperate with the Office of Emergency Management, state, county and city police and other responders in the development of emergency response plans and participate in multi-jurisdictional emergency planning exercises.

This plan is intended to stand alone or to complement other plans and provisions of the Texas Emergency Management Council and of local government. Provisions of this plan that are not specific to the activities of the University have been included for purposes of clarity, and their presence here is not intended to supersede or abrogate the provisions of the Texas Emergency Disaster Act of 1975.
4. MISSION

The university will respond to an emergency situation in a safe, effective, and timely manner. University personnel and equipment will be utilized to accomplish the following priorities:
1. Protection of human life
2. Support of health and safety services
3. Protection of university assets
4. Maintenance of university services
5. Assessment of damages
6. Restoration of general campus operations
5. SITUATIONS AND ASSUMPTIONS


1. Situations: The university is an autonomous community of approximately 13,000 people surrounded by a city of approximately 30,000.The university is responsible for providing law enforcement and internal distribution of utility services to the university community on a day-to-day basis.
2. Assumptions: This Emergency Management Plan is predicated on a realistic approach to the problems likely to be encountered during a major emergency or disaster. Hence, the following assumptions are made and should be used as general guidelines in such an event:
• An emergency or a disaster may occur at any time of the day or night, weekend, or holiday, with little or no warning.
• The succession of events in an emergency or disaster is not predictable; therefore, published operational plans, such as this plan, should serve only as a guide and a checklist, and may require modifications in order to meet the requirements of the emergency.
• An emergency or a disaster may be declared if information indicates that such conditions are developing or probable.
• Disasters may be communitywide. Therefore, it is necessary for the university to plan for and carry out disaster response and short-term recovery operations in conjunction with local resources. The university may, however, be dependent upon its own personnel and resources in the interval prior to the arrival of help from the usual sources.
• The university is more knowledgeable about its facilities than are other agencies.
• In the event that the university is not affected by the primary disaster, its personnel, and resources may be available to supplement and support local services with direction from the president and/or the director of the Emergency Operations Center.
6. DIRECTION AND CONTROL


1. The organization of the Emergency Operation Center (EOC) will vary from the routine structure as follows:
• The location of the primary EOC will be the University Police Department upon activation of this plan.
• The vice president for university affairs shall be the EOC director and the president's designee for command responsibilities and delegating duties to the other staff members as the emergency situation dictates.
• A secondary EOC may be designated by the EOC director, if necessary, upon activation of this plan and after consideration of the nature of the emergency.
• The EOC director, or his/her designee, must be present in the EOC as long as the plan is activated. The EOC director will serve as the official source of information to the university response personnel and will represent the university in the coordination of activities with other agencies. To aid the EOC director, representatives of those who are assigned responsibilities in section G. (see Emergency Response Team Members and Responsibilities) will be present in the EOC, as needed, to record and document incoming information and to dispatch information to the appropriate personnel. The Emergency Response Team will coordinate requests for service and assignment of resources.
2. Warning and Notification
This plan will be implemented by the president of the university, or their designee, when information is received from a credible source concerning a potential or actual disaster that requires a positive response by the university. In the absence of the president, the provisions of the president's line of succession in Section H of this policy will determine the line of authority applicable to the implementation of this plan.

Information received shall be verified and evaluated to determine the response required and the division having responsibility for such action. The individual who evaluates the information must have a thorough understanding of the capabilities and responsibilities of each department of the university. An up-to-date call list of persons to be notified during duty hours, after duty hours, weekends, and holidays shall be available to the UPD dispatcher. The prioritized list of individuals to be called will consist of a name and at least two alternate names along with office, home and mobile phone numbers. Changes in the list shall be submitted to the university Chief of Police. The notification procedure is as follows:
• UPD will maintain the call list and make the initial notification.
• UPD will initially dispatch personnel as necessary until the EOC is established; then control will shift to the EOC director who is responsible for emergency management.
• Major problems will be reported to the EOC.

All division/department heads and supervisors are directed to report status of emergency situations directly to the president and/or his or her designee. They will not discuss this status with outsiders, including media, on behalf of the university.
• The president will be kept apprised of the status of all emergencies, including what the emergency is, how it began (what caused it), who is involved, if there are injuries, the names of those injured and the extent of injuries, what is happening now, and what help has been summoned. Additionally, what is being done to resolve the emergency.
• At the earliest opportunity, the president will meet with the EOC director, and other members of the Emergency Management Team, to evaluate action taken and decide on the most appropriate course of future action.
• All contacts from the media will be referred directly to public affairs and the director of the EOC.
3. Public Information
All public information shall be provided by or coordinated with the director of public affairs and the director of the EOC. The university Chief of Police will issue press releases concerning criminal or police activities. The designation of a single university spokesperson provides a single point of contact for persons seeking information and provides a single point through which information is released.
7. EMERGENCY RESPONSE TEAM MEMBERS AND RESPONSIBILITIES


1. University President
The president shall be responsible for delegating duties to the other staff members as the emergency situation dictates.
2. Vice President for University Affairs
Responsible for oversight of EOC activities and shall be the president's designee for command responsibilities and delegating duties to the other staff members as the emergency situation dictates. Keeps the president informed of emergency situation as appropriate.
3. University Chief of Police
Responsible for furnishing and directing manpower necessary to maintain security in affected areas. He/she will maintain traffic control, preserve law and order, direct search and rescue operations, and provide communication between the scene of the emergency and the EOC.
4. Director of the Physical Plant
Responsible for coordinating requests for supplies and personnel and for making deliveries to the emergency area. He/she will discontinue and restore utility services as conditions dictate, clear debris, and restore buildings to functional use, when it is determined buildings are safe.
5. Director of Environmental Health, Safety and Risk Management
Responsible for providing EOC director specific information about facilities and existing conditions related to emergency. He/she will work with the Nacogdoches Fire Department and UPD when evacuation is warranted. He/she will assure facilities and buildings are safe before they are restored to service or occupied.
6. Director of Public Affairs
Responsible for timely and accurate dissemination of information to employees, students, public, campus and external news media, and other stakeholders. Information may be disseminated by a variety of methods, including university web site, e-mail, phone and news briefings. He or she may arrange for photographers to document the disaster after approval from the director of the EOC.
7. Director of the University Health Clinic
Responsible for determining medical needs, arranging for emergency medical supplies, and establishment of first aid stations in or near affected area, but clear of immediate danger.
8. Director of Student Services
Responsible for student services and providing meals for students and other University personnel as conditions dictate and coordinating use of his/her facilities as directed by president or the EOC director.
9. Hazardous Materials Officer
Responsible for providing EOC director with information about locations of hazardous and toxic materials on campus and for serving as consultant to EOC director. The Radiation Safety Officer will monitor radiation sources and report to the Hazardous Materials Officer.
10. Director of Housing
Responsible for relocation and housing of students.
8. PRESIDENT'S LINE OF SUCCESSION

To ensure continuity of university activities during threatened or actual emergencies, the president’s line of succession for EOC command is established as follows:
• Vice president for university affairs
• Provost/vice president for academic affairs
• Vice president for finance and administration
• Associate provost/vice president for academic affairs
• Associate vice president for budget and finance
A list of the president's line of succession for other positions on the Emergency Response Team will be provided by the appropriate directors and be appended to the emergency call list.
9. SUPPORT

Request for assistance, including activation of the Texas National Guard or other military assistance, will be made by calling the state Disaster District Headquarters located at the Department of Public Safety Disaster District Headquarters, Region Sub 2B Office in Lufkin, telephone (936) 634-5553.In the event that the state Disaster District Headquarters cannot be reached, the request for assistance can be made to the local Department of Public Safety supervisor, telephone (936) 560-6528.
10. CITY OF NACOGDOCHES OUTDOOR WARNING SIREN
    
    1. Locations
    • Sunset Cemetery on North Street
    • Fire Station 1 on North Street
    • Baseball Park on Old Tyler Road
    • Durst Street at Reedy Street
    • Fire Station 3 on Old Lufkin Road
    • Temple Park on Martin Luther King
    • Center Highway at East Oak Lane
    • SFA Maintenance Facility
    • Fire Station 4 at Nacogdoches High School
    • Power Street Pump Station
    2. Sirens tested first Wednesday of the month at noon.
    3. Sirens sounded if the city is to be impacted by:
    • A severe thunderstorm warning is placed by National Weather Service
    • A tornado warning is issued by National Weather System and the city is in its path
    • A flooding situation and members of the Emergency Response Team believe a warning should be issued.
    • A hazardous materials event has placed a section of the community in danger.
11. EMERGENCY ACTION

Various types of disasters, related terms, and an outline of general actions are defined for each threat. Each stage of a potential disaster is assigned a condition status number as follows:

Condition 4: refers to normal operating conditions when daily work routine is not interrupted by disaster or impending emergency situations. No action is necessary.

Condition 3: refers to a severe weather watch established by the U.S. Weather Service. Such a WATCH may be issued for any of the following conditions:
• Tornado watch: Conditions are favorable for tornado formation. The action is to maintain daily routine, notify the appropriate department heads of conditions, and be ready to respond to a warning.
• Severe thunderstorm watch: Atmospheric conditions exist such that severe thunderstorms may develop. The action is to maintain daily routine, notify the appropriate department heads of conditions, and be ready to respond to a warning.
• Flood watch: Conditions are favorable for rising waters. The action is to maintain daily routine, notify the appropriate department heads of conditions, and notify physical plant.


Condition 2: refers to severe weather warnings as issued by the U. S. Weather Service and relayed by local radio and TV stations. Such WARNINGS may be issued for any of the following conditions:
• Tornado warning: A tornado has been sighted or seen on radar. The action is to notify the Emergency Response Team and place team members on alert status. Maintain the daily routine and notify the appropriate departments to take such action as is required.
• Severe thunderstorm warnings: Severe thunderstorms have been sighted visually or on radar. The action is to maintain the daily routine and notify the appropriate departments to take such action as is required.
• Flood Warning: Conditions are such that waters may exceed a safe control level. The action is to maintain the daily routine and notify the appropriate departments to barricade areas of possible flooding.


Condition 1: indicates any of the following conditions:
• A tornado strike
• Flash flooding
• A major accident or a disaster, man made or natural, occurs without warning
• A major fire
• An explosion
• An electrical blackout (after evaluation by the director of the EOC)


The EOC is activated and all department heads are notified. The Emergency Response Team will report to the center. All other department heads will follow their standard operating procedures. It is imperative that all actions taken or anticipated by any department be coordinated with the EOC.
12. THE POST-DISASTER ACTIONS WILL CONSIST OF THE FOLLOWING:

The following list is not in exact order. Actions may begin at any time.
• Check and/or re-establish communications.
• Maintain law and order.
• Perform fire protection and rescue operations.
• Set up triage stations if necessary and assure acceptable health conditions.
• Assess extent of damage.
• Perform emergency clean-up and debris removal.
• Request outside assistance as required.
• Establish controls on critical resources and direct their distribution when necessary.
• Designate restricted areas as necessary.
• Furnish regular status reports to the state Department of Public Safety Disaster District Headquarters, Region Sub 2B in Lufkin, telephone (936) 634-5553, as appropriate.
• Keep employees, students, public, campus and external news media, and other stakeholders informed of conditions. Utilize photographers to document extent of disaster when safe to do so and ordered by the director of the EOC.
• Ensure orderly operations of shelters, provide welfare necessities to the extent possible, and direct all shelter operations.
• Conduct radiological monitoring and notify "Chemtrec" (1-800-424-9300) if a hazardous material disaster occurs.
• Examine the disaster area for life safety hazards and assure precautions are taken to protect personnel until normal operations are established.

Cross Reference: Texas Government Code sec. 418.001 et seq.; Texas Education Code sec. 51.201 et seq.; The Texas Emergency Management Plan, Governor’s Division of Emergency Management; Employee Safety Manual / Emergency Management Plan

Responsible for Implementation: President

Contact for Revision: Chief of Police; Director, Environmental Health, Safety, and Risk Management

Forms: None