EMERGENCY MANAGEMENT PLAN
NOTE: This plan is intended for employees who occupy UC Denver buildings
on the two main campuses (Downtown
** Dialing 9-1-1 from an Anschutz
Medical Campus phone will access UC Denver University Police.
Dialing 9-1-1 from an Auraria Campus phone or a Downtown Campus
phone will access the Auraria Campus Police. **
UC Denver Emergency Management Operations
Group
Approved by Chancellor M. Roy Wilson, MD, MS
June, 2009
TABLE OF CONTENTS
I.
INTRODUCTION
A. Purpose
B.
Scope
C.
Authority
D. Campus
Emergency
II.
EMERGENCY MANAGEMENT STRUCTURE
A. Planning
B. Emergency
Management
C. Support
Services
III.
PREPARATION FOR EMERGENCIES
IV.
EMERGENCY INFORMATION AND COMMUNICATIONS
A. Incident
Commander
B.
C. Transition
to recovery
A. Post-Incident
Recovery
B. Recovery
Deactivation
C. Cost
Recovery
D. After-Action Review
VII. ANNEXES
A. Emergency Management Operations Group (EMOG)
B. Emergency
Response Team (ERT) Contact Information
C.
- EOC Floor Plan
- Credentialing Information Form
- Printer Setup Instructions
- EOC Positions Checklists
- EOC AV Instructions
E. Emergency Notification System (ENS)
F. Continuity of Operations (COOP)
H. Emergency Preparedness Quick Reference Guide
J. Jurisdictional Contact Information
K.
AHEC Emergency Procedures Guide
L.
Adams County Damage Assessment Format
M. NIMS/ICS
N. ICS Forms
A. PURPOSE
The purpose of the
This document provides management with a broad
framework for responding to emergencies that threaten
the health and safety of the University community or
disrupt programs and operations. Emergency planning addresses
emergencies such as fires or explosions, hazardous materials
releases, extended power outages, mass casualty events,
natural disasters, and select police or medical emergencies.
This document DOES NOT pertain to the Auraria
Higher Education Center (AHEC),
B. SCOPE
The Plan guides response and recovery
actions for an emergency. Nothing
in this plan should be construed in a manner that limits
the use of good judgment in matters not foreseen or covered
by the elements of the plan or any appendices hereto.
The
Plan applies to a broad range of campus emergency events,
and it may be activated during a community or regional
crisis that may impact University personnel or business
operations. A major emergency in the community affecting
our students, faculty, and staff may also be considered
a University emergency.
This
document also is the basis for the “formalization
of authority,” both during the emergency event
and continuing through the recovery phase. The guidelines presented here will assist
in limiting the effects of a disaster, and will bring
about a faster return to normal status.
C.
AUTHORITY
The
Plan is written, reviewed, and amended by the Emergency
Management Operations Group (EMOG). The
EMOG provides general oversight for the University’s
emergency planning process and meets regularly to address
ongoing preparedness, response, and recovery issues.
This Plan is promulgated under the authority
of the Chancellor of the
D.
CAMPUS EMERGENCY
MISSION
In any emergency situation, the provisions
found within this Plan are intended to:
Protect life and health and
Secure critical infrastructure and facilities.
Departments are expected to supplement this plan with their Continuity of Operations Plan (COOP) to:
Resume academic, research, and service programs,
Resume all ancillary
operations,
Mitigate losses and
Recover assets
in a cost-effective manner.
II. EMERGENCY MANAGEMENT
STRUCTURE
A. PLANNING:
The Emergency Management Structure at UC Denver consists of the Chancellor’s Executive Council, the Emergency Management Operations Group (EMOG), the Emergency Response Team (ERT), the emergency preparedness sub-committees and various emergency response subcommittees (see diagram below).
The
Chancellor’s Executive Council is
made up of the Chancellor and Vice Chancellors. This
committee reviews and approves the Emergency Management
Plan and provides executive administrative direction
to academic, administrative, and support units.
Emergency
Management Operations Group – consists
of a cross-section of Assistant and Associate Vice
Chancellors leadership and a member from each school/college
as well as safety and emergency response staff and
administrators. These
individuals serve as liaisons for their working groups
and develop the overall Emergency Management Plan. The
EMOG will also be responsible for meeting on a periodic
basis to review this plan, and to provide continual
updates as necessary.
Emergency Response Team - The ERT is responsible for the day-to-day management of mitigation and preparedness activities. In emergency response and recovery, the ERT is the personnel pool from which the initial members of the emergency operations center and Incident Command organization are mobilized. The members of the ERT are drawn from the University’s administrative and academic leadership as well as Police, Facilities, Information Technology Systems and Finance and Administration.
B. EMERGENCY MANAGEMENT:
In
the event that an emergency situation impacts the Anschutz
Medical Campus, notify the UC Denver Campus Police by
dialing 9-1-1 from a campus phone or 303-724-4444 from
any phone. If the emergency is on the Downtown Campus,
contact the Auraria Higher Education Center Police Department
by dialing 9-1-1 from a campus phone or 303-556-5000
from any phone. The first priority is safety of staff,
students, and visitors to the campus. Departments should have pre-planned actions
and designated gathering points in case a building or
area requires evacuation.
When
notified by UC Denver Police Department,
Chancellor
The
Chancellor of the
Chancellor’s Executive
Council
One or more members of the Executive Council
will be in contact with the
Incident
Commander (IC)
The
IC is the on-scene responding agency official, depending
upon the nature of the incident (e.g. Police, Facilities,
Health and Safety). If the emergency requires response beyond
the capabilities of UC Denver departments, the IC may
be a member of an external response agency. In
the event that outside agencies respond to the campus,
UC Denver personnel may be called upon to give guidance
and other assistance.
The
UC Denver Incident Commander may activate the
Emergency
Response Team (ERT)
The
ERT is drawn from the University’s administrative
and academic leadership as well as Police, Facilities,
Information Technology Systems and Finance and Administration.
The ERT members are trained to National Incident Management
System (NIMS) Incident Command System (ICS) standards
to provide initial staffing for the Incident Command
in order to coordinate campus response, application of
resources, and media relations (and other communications
as needed).
When requested
by the Incident Commander, the Emergency Response Team
also establishes the Emergency Operations Center to
support the Incident Commander
to:
Prioritize and facilitate
support activities
Assist in deployment and coordination of resources and equipment
Communicate critical information and instructions
Monitor and reevaluate conditions
Begin the process of business recovery
Coordinate with external agencies
C. SUPPORT SERVICES:
Departments may be called upon to provide specialized services and resources
to assist the incident commander. Each
department should be prepared to implement the provisions
of the Emergency Management Plan.
III. PREPARATION FOR EMERGENCIES
At UC Denver, planning for emergencies is
expected to be a part of normal business and campus life;
all members of the campus community share a responsibility
for preparedness. An emergency can strike anytime or anywhere
and a disaster will affect everyone. All
faculty, staff and students have a personal responsibility
for knowing what to do before, during, and after an emergency
in order to ensure their personal safety and to protect
their work product and environment.
The following is a listing and description
of the various emergency planning documents and planning
structures for the campus.
Emergency Management Plan
This document, the Plan, is designed for administrators. This
Plan provides information related to larger-scale events,
and the plans for assisting responders during the event,
as well as dealing with the recovery phase.
Emergency Preparedness Quick-Reference Guide
The Emergency
Preparedness Quick-Reference Guide is designed
to provide personnel with information that may be necessary
for the initial response to an emergency. The
guide condenses information found in the Emergency
Management Plan into a simple “action”
plan. Copies
of the Quick-Reference Guide can be found in the University
phone book and are posted next to every campus red phone
and in common areas on the AMC campus as well as in common
areas on the DC. Copies have also been distributed to all
offices, laboratories, and other areas where personnel
are located. (Additional copies may be obtained
by contacting the UC Denver Emergency Preparedness staff
at 303-724-1031.)
Department-Specific Continuity of Operations (COOP) Plan
Continuity of Operations planning is important and mandatory. UC Denver’s Continuity of Operations planning tool is web-based. If you do not already have access to the tool to build your plan, contact the Emergency Preparedness staff at 303-724-1031. Logon, password and training are available for the tool.
Continuity of Operations will be a regular feature of the
University’s periodic emergency management exercises;
administrators must ensure that all personnel are familiar
with their department’s COOP plans.
Pre-incident mitigation techniques
Administrators
must be cognizant of the need to prevent emergency incidents. (Most fires, for example, are a result
of unsafe fire practices.) Take
responsibility for your own safety and that of others
by reporting potentially dangerous conditions or concerns
to the appropriate departments.
Plan
testing and evaluation
Emergency
plans and response should be tested periodically using
tabletop exercises, drills and functional and full-scale
exercises as defined in the Department of Homeland Security’s
Homeland Security Exercise and Evaluation Program (HSEEP). Evaluations will be conducted according
to HSEEP standards and will include After Action Reviews,
Reports and Improvement Plans. These activities will
be fully supported by the Emergency Preparedness staff.
AHEC and Satellite Facilities
The
Auraria Higher Education Center has its own Emergency
Management Plan. It can be obtained by contacting the
Auraria Emergency Preparedness Coordinator (Mike Moreland)
at 303-556-3299.
Off-campus
departments are usually located in buildings leased by
UC Denver. While leased facilities may fall outside
of the scope of this plan, there is clearly a vested
interest in maintaining a safe worksite. Incidents
involving such facilities are usually handled via the
local authority’s 9-1-1 system. (NOTE: Staff in leased facilities should
consider meeting with local response agencies to identify
emergency phone numbers. Staff are also
encouraged to contact responding agencies to discuss
applicable pre-planning for various emergencies.)
Should
an incident disrupt an off-site program, the provisions
of this manual may be used to assist programs with the
recovery phase of the event. It is recommended that the staff
of leased facilities prepare a facility-specific Emergency
Plan as a part of their Department’s Continuity
of Operations Plan.
IV. EMERGENCY
INFORMATION AND COMMUNICATIONS
Faculty, staff and students will be notified of events that create an environment of imminent danger using the University’s Emergency Notification System (ENS). Emergency messages will be sent to those communications devices that faculty, staff and students have registered in the ENS. Members of the UC Denver community who have chosen not to register in the ENS may receive emails or hear an announcement over their building’s public address system (in buildings where such systems exist). It should be noted that emergency evacuation orders may be announced by members of a responding agency or by UC Denver designated personnel.
UC Denver Campus Police serve as the primary contact for
any emergency situation that affects the AMC and the
Auraria Campus Police are the primary contact for the
Downtown campus. Police dispatchers will notify appropriate
departments of the situation and provide updates as required
throughout the course of the incident. Personnel
may also call the University Emergency Information Line
(877-463-6070) or visit the University’s main web page (http://www.ucdenver.edu/alert) for updated
emergency information for the AMC and Downtown campus.
University Police will coordinate with University of
Colorado Hospital and The Children’s Hospital in
the event that an incident has the potential to impact
their facilities.
External (and certain internal) emergency information is
planned and coordinated by Integrated University Communications
or the designated Public Information Officer (PIO). Integrated
University Communications has the primary responsibility
for all communications with the news media. Integrated
University Communications and/or the PIO will work in
consultation with the Incident Commander and the Chancellor’s
Office. Integrated
University Communications may also handle internal announcements
about the event via the emergency phone lines and/or
email and other bulletins, as needed.
University employees should not respond to media inquires
or make public announcements
without coordinating with
In
the event that emergency conditions disrupt power and
telephone service, alternate communication methods will
be implemented. Alternate
forms of communication may include but not be limited
to messengers, cellular phones, and radios.
Emergencies
that are smaller in scale, such as the need for calling
emergency medical services for an ill or injured person,
should be handled using the information found in the
Emergency Preparedness Quick-Reference Guide.
It
is important to understand that major emergency events
affecting the campus may be handled by outside responding
agencies. If the nature and size of the emergency event
dictate, the UC Denver Incident Commander may relinquish
command to the appropriate outside responding agency
or participate as part of a Unified Command structure. If
activated, the
A. Incident
Commander
After
emergency conditions have been verified, the UC Denver
Incident Commander will determine the location of Incident
Command Post and staging areas, as appropriate. The
IC will make decisions as to the need for outside agency
response. The
UC Denver Incident Commander can activate the
B.
The location of the UC Denver primary EOC is Room 116 of
the
C. Transition
to Recovery
As
the emergency situation is resolved, the
A. Post-incident
recovery
1. The
The EOC staff will make recommendations to the Chancellor
concerning recovery efforts. The issues may include but
not be limited to:
Public safety and security of the site
Employee Assistance Program coordination, critical incident
stress debriefing, psychological counseling for personnel
and families, as needed
Temporary relocation for affected programs
Insurance coordination
Traffic/logistical access to campus
On-going public relations and communication
Practical operational changes (e.g., work and school scheduling,
etc.)
Salvage, debris removal, and environmental issues
Infrastructure-related concerns
Recommendations regarding extent of remediation /interim
measures
Coordinating application of outside agency resources
Assisting the legal department, as needed
Procurement and finance logistics
2. Expectations of affected departments, post-incident
Departments that are affected to the extent
that they incur direct or indirect losses must be prepared
to document those impacts and losses. This
information will be used to assist the
Assess impact of incident on
your areas
Describe/document the department’s
or program’s immediate and long-term needs
Implement provisions of the department-specific
COOP
B. Recovery deactivation
When emergency conditions are completely stabilized,
and normal University operations resume, the
If the nature of the incident requires an extension of some
emergency services, special work groups may be appointed
to coordinate those continuing activities. These
groups may need to consider:
Academic, research, clinical, or administrative space adjustments
Long-term support services for impacted students, faculty,
or staff
Community relief assistance
C. Cost recovery
One of the final Emergency Management Operations Group actions
may be to appoint an Emergency Cost Recovery Work Group. The composition of the Work Group will
be related to the nature and magnitude of the emergency. Department managers will be responsible
for tracking personnel time, damage to equipment (and
other losses), and other concerns related to cost-recovery.
D. After Action Review
Immediately
following the cessation of emergency operations, a debriefing
of the Emergency Management Operations Group members,
the Emergency Response Team, departments, and the affected
campus community will be conducted by the Incident Commander
and the EOC Director (if the EOC was established) to
evaluate the effectiveness of the emergency response
effort.
The Incident Review Sub-Committee will prepare a written After Action Report and Improvement Plan and will track the completion of the tasks specified in the Improvement Plan.