Emergency Response Manual

 

 

The Emergency Response Manual is a general guide for handling an emergency on campus. This publication is intended to support campus policies and procedures and to be a quick reference in case of an emergency. This publication is produced in the office of the Associate Dean for Administrative and Financial Services. May 1, 2004

 

Emergency Response Manual - Preface

 

This emergency procedures guide has been designed to provide a contingency manual for administrators at the University of South Carolina Sumter, in order to plan for campus emergencies. While the guide does not cover every conceivable situation, it does supply the basic administrative guidelines necessary to cope with most campus emergencies.

 

The policies and procedures herein are expected to be followed by all administrators whose responsibilities and authority cover the operational procedures found in the guide. Campus emergency operations will be conducted within the framework of these guidelines. Any exception to those crisis management procedures will be conducted by, or with the approval of, those university administrators directing and/or coordinating the emergency response.

 

All requests for procedural changes, suggestions, or recommendations will be submitted in writing to the Associate Dean for Administrative and Financial Services for technical review. All changes recommended by the Associate Dean will be submitted in writing to the Executive Committee for evaluation and forwarded to the Dean of the University for final approval.

 

NOTE: Due to the size and staffing of the University of South Carolina Sumter campus, the duties of the Public Safety Office are included in the daily activities of the Associate Dean for Administrative and Financial Services.

 

EMERGENCY RESPONSE MANUAL - Table of Contents

 

 

  •  INTRODUCTION
    • Purpose
    • Scope
    • Types of Emergencies
    • Definitions of Emergencies
    • Assumptions
    • Declarations of Campus State of Emergency
  • DIRECTION AND COORDINATOR
    • Emergency Director
    • Emergency Coordinator
  • EMERGENCY COMMAND POST
    • Field Emergency Command Post
    • General Emergency Command Post
  • CAMPUS EMERGENCY RESOURCE TEAM
    • Emergency Director
    • Emergency Coordinator
    • Damage Control
    • Campus Public Safety and Communication
    • Public Information
    • Building Coordinators
  • RESPONSIBILITIES
  • Dean of the University
  • Administrators and Department Heads
  • Faculty and Staff
  • Building Coordinators
UNIVERSITY NOTIFICATION SYSTEM
Public Safety
ON/OFF CAMPUS SOURCES OF ASSISTANCE
On Campus Assistance
Off Campus Assistance
EVACUATION PROCEDURES
Building Evacuation
Campus Evacuation

SPECIFIC EMERGENCY PROCEDURES
Bomb Threat
Building Evacuation
Chemical or Radiation Spill
Civil Disturbance or Demonstration
Earthquake
Explosion, Aircraft Down On Campus
Fire
Media Relations
Medical Emergency
Psychological Crisis
Reporting Emergencies
Severe Weather Alert
Utility Failure
Violent or Criminal Behavior

 

 

Major Emergency Guideline

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  1. PURPOSE

    The basic emergency procedures outlined in this guide are to enhance the protection of lives and property through effective use of university and campus resources. Whenever an emergency affecting the campus reaches proportions THAT CANNOT BE HANDLED BY ROUTINE MEASURES, the Dean of the University, or his designate may declare a state of emergency, and these contingency guidelines may be implemented. There are two general types of emergencies that may result in the implementation of this plan. These are: (1) large-scale disorder, and (2) large-scale natural/man made disaster. 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.

  2.  

  3. SCOPE

    These procedures apply to all personnel, buildings and grounds, owned and operated by the University of South Carolina Sumter to include those peripheral areas adjoining the University.

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  5. TYPES OF EMERGENCIES

    Types of emergencies covered by this manual are:

    1. Bomb Threat

    2. Chemical Spill

    3. Civil Disturbances or Demonstrations

    4. Earthquake

    5. Explosion, Downed Aircraft (crash) on campus

    6. Fire

    7. Media Relations

    8. Medical and First Aid

    9. Psychological Crisis

    10. Severe Weather Alert

    11. Utility Failure

    12. Violent or Criminal Behavior


    In addition there are sections on how to report all emergencies, building evacuations, and first aid instructions.

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  7. DEFINITIONS OF AN EMERGENCY

    The Dean of the University or his designate, serve as the overall Emergency Director during any major emergency or disaster. The following definitions are provided as guidelines to assist building and area coordinators (to be appointed by the Dean of the University) in determining the appropriate response:

     

    1. MINOR EMERGENCY: Any incident, potential or actual, which will not seriously affect the overall functional capacity of the University, report immediately to the Associate Dean for Administrative and Financial Services by dialing the campus extension 3838.

    2. MAJOR EMERGENCY: Any incident, potential or actual, which affects an entire building or buildings, and which will disrupt the overall operations of the university. Outside emergency services will probably be required, as well as major efforts from the campus administration during times of crises, report to Public Safety at campus extension 3400 during the hours of 8:30 a.m. - 5:00 p.m. Mon. - Fri., 911 at all other times.

    3. DISASTER: Any event or occurrence that has taken place and has seriously impaired or halted the operations of the University. 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 resources will be essential. In all cases of disaster, an Emergency Control Center will be activated, and the appropriate support and operational plans will be executed.

    In addition, any incident which has the potential for adverse publicity concerning campus resources, and /or instrumentalities of the University should be promptly reported to the Associate Dean for Administrative and Financial Services at extension 3838 during business hours.

  8. ASSUMPTIONS

    The University Emergency Contingency Plan is predicated on a realistic approach to the problems likely to be encountered on a campus during a major emergency or disaster. Hence, the following are general guidelines:

    1. An emergency or a disaster may occur at any time of the day or night, weekend or holiday, with little or no warning.

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

    3. Disasters may affect residents in the geographical location of the University. Therefore, City, County, State and Federal emergency services may not be available. A delay in off-campus emergency services may be expected (up to 48-72 hours).

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

     

  9. DECLARATION OF CAMPUS STATE OF EMERGENCY

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    The authority to declare a campus state of emergency rests with the Dean of the University or his designate as follows:

    During the period of any campus major emergency the Associate Dean for Administrative and Financial Services as required, will place into immediate effect the appropriate procedures necessary in order to meet the emergency, safeguard persons and property, and maintain educational facilities. Associate Dean for Administrative and Financial Services will immediately consult with the Dean regarding the emergency and the possible need for a declaration of a campus state of emergency.

    When this declaration is made only registered students, faculty, staff and affiliates, (i.e., persons required by employment) are authorized to be present on campus. Those who cannot provide proper identification (registration or employee identification card, or other I.D.) showing their legitimate business on campus will be asked to leave the campus. Unauthorized persons remaining on campus may be subject to arrest in accordance with the Penal Code. In addition, only those faculty and staff members who have been assigned emergency resource team duties or issued an emergency pass by the Campus Public Safety Department will be allowed to enter the immediate disaster site.

    In the event of earthquakes, aftershocks, fires, storms or major disasters occurring in or about the campus, or which involves University property, the Maintenance Department will be dispatched to determine the extent of any damage to University property.




DIRECTION AND COORDINATION

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  1. EMERGENCY DIRECTOR

    All emergency operations will be directed by the Dean of the University, or his designates, as listed below:

    The Emergency Coordinator: Associate Dean for Administrative and Financial Services.

    In the absence of the Dean, or his designate, the on-duty faculty or staff member will assume operational control of the emergency until relieved.

     

  2. EMERGENCY COORDINATOR

    The Associate Dean for Administrative and Financial Services or delegated alternate will coordinate all emergency operations. The direct operational control of the campus major emergency or disaster is the sole responsibility of the University Emergency Coordinator or his designates. The coordination of campus emergency resource teams is the responsibility of the Associate Dean for Administrative and Financial Services who will coordinate all on-campus emergency functions as directed.



 

EMERGENCY COMMAND POST

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When a major emergency occurs, or is eminent, it will be the responsibility of Public Safety to set up and staff an appropriate emergency Command Post as directed. The regular department facilities in the Administration Building are also to be kept fully operational at all times.

  1. FIELD EMERGENCY COMMAND POST

    If the emergency involves only one building or a small part of the campus, a Public Safety Officer is to be placed as near the emergency scene as is reasonably possible. At least one uniformed officer, or Public Safety Dispatcher, is to staff the command post at all times or until the emergency ends. A small office with a desk, chairs and a telephone may also be required near the scene.

    Field Emergency Command Post Equipment included:

     

    1. Barricades, barrier tape and signs for the scene.

    2. Two portable hand radios.

    3. Portable public address system.

    4. First aid kit.

    5. Campus telephone directory and local telephone directory to include Yellow Pages.

     

  2. GENERAL EMERGENCY COMMAND POST

    If the emergency involves a large part of the campus the Command Post is to be set up in the Administration Building Room 214. If this site is unavailable, the Emergency Coordinator is to select an alternate location. At least one uniformed officer or Public safety dispatcher is to staff the Command Post at all times until the emergency situation ends. The Public Safety Office for operations of the combined on-site emergency resource team will establish a marshaling area for outside and local agency assistance. A conference room with facilities for emergency teams or media press and which is designed to accommodate multiple telephone and/or electrical appliances is desirable.



 

CAMPUS EMERGENCY RESOURCE TEAM

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In addition to establishing an Emergency Command Post as necessary, The Public Safety Office will immediately begin contacting all necessary members of the Campus Emergency Resource Team, which consists of the following personnel:

Emergency Director: Dean of the University
Emergency Coordinator: Associate Dean for Administrative and Financial Services
Damage Control: Superintendent of Buildings and Grounds
Campus Public Safety: Administrative Assistant to the Associate Dean for Administrative and Financial Services
Public Information: Director of Marketing and Public Relations
Environmental Health and Compliance: Division Chair: Science, Mathematics and Engineering
Building Coordinator: Every floor in every building must assign one individual

Team members may coordinate as necessary with the Emergency Coordinator for implementation and coordination of campus operation plan and support as it pertains to their areas.

Team members are to be kept in constant communication with the Emergency Command Post. General responsibilities of the team members are listed below:

  1. EMERGENCY DIRECTOR: Dean of the University

    1. The Dean or designate is responsible for the overall direction of the University Emergency response.

    2. Works with the Associate Dean for Administrative and Financial Services and others in assessing the emergency and preparing the University’s specific response.

    3. Declares and ends, when appropriate, the campus state of emergency as provided for in the Introduction of this guide.

    4. Notifies and conducts liaison activities with the University Administration, governmental agencies, Emergency Resource Team and others as necessary.

    5.  

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  3. EMERGENCY COORDINATOR: Associate Dean for Administrative and Financial Services

    1. The coordinator is responsible for the overall coordination of the University Emergency Response.

    2. Determines the type and magnitude of the emergency and establishes the appropriate emergency command post.

    3. Initiates immediate contact with the Dean and University Administration, begins assessment of the University’s condition.

    4. Notifies and utilizes Police, maintenance personnel and University Administration and, if necessary, student aides in order to maintain safety and order.

    5. Notifies the members of the Emergency Resource Team, advises them of the nature of the emergency.

    6. Notifies and conducts liaison activities with an appropriated outside organization such as fire, police, etc.

    7. Insures that appropriate notification is made to off-campus staff when necessary.

    8. Performs other related duties as may be directed by virtue of the campus emergency.

    9. In conjunction with the Environmental Health and Compliance Officer (i.e., the Division Chair: Science, Mathematics and Engineering) prepares and submits a report to the Dean appraising the final outcome of the emergency.

    10.  

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  1. DAMAGE CONTROL: Superintendent of Buildings and Grounds

    1. Provides equipment and personnel to perform shutdown procedures, hazardous area control, barricades, damage assessment, debris clearance, emergency repairs and equipment protection.

    2. Provides vehicles, equipment and operators for movement of personnel and supplies, assigns vehicles as required to the Emergency Response Team for emergency use.

    3. Obtains the assistance of utility companies as required for emergency operations.

    4. Furnishes emergency power and lighting systems as required.

    5. Surveys habitable space and relocates essential services and functions.

    6. Provides facilities for emergency regenerator fuel during actual emergency or disaster periods.

    7. Provides for storage of vital records at alternate sites, coordinates with building and area coordinators for liaison and necessary support.

    8.  

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  3. CAMPUS PUBLIC SAFETY AND COMMUNICATIONS: Administrative Assistant to the Associate Dean for Administrative and Financial Services

    1. Maintains the public Safety control office in a state of constant readiness.

    2. Notifies University administrators of major emergencies.

    3. Monitors campus emergency warning and evacuation systems.

    4. Takes immediate and appropriate action to protect life, property, and to safeguard records as necessary.

    5. Obtains assistance from the City, County and Federal Government for radiological monitoring and first aid as required.

    6. Provides traffic control, access control, perimeter and internal security patrols and fire prevention services as required.

    7. Provides and equips an alternate site for the Emergency Command Post.

    8. Maintains liaison with the Director of Computer Services for telecommunications support as necessary.

    9.  

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  1. PUBLIC INFORMATION: Director of Marketing and Public Relations

    1. Establishes liaison with the news media for dissemination of information as requested by the Dean.

    2. Establishes liaison with local radio and television services for the public announcements.

    3. Arranges for photographic and audio-visual services.

    4. Advises the Dean or designee of all news concerning the extent of disaster affecting the campus.

    5. Prepares news releases for approval and releases to media concerning the emergency.

    6.  

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  3. BUILDING COODINATORS: (Assigned by the Dean)

    1. Facilitates an orderly evacuation of their assigned area.

    2. Conducts headcount and reports information to Emergency Coordinator as needed.

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RESPONSIBILITIES

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  1. DEAN OF THE UNIVERSITY

    The Dean of the University, or designated alternate Campus Emergency Director, is responsible for the overall direction of campus emergency operations as outlined in the Emergency Resource Team section of this guide.

     

  2. ASSOCIATE/ASSISTANT DEANS AND DEPARTMENT HEADS

    Every Associate/Assistant Dean and Department Head may appoint a specific person as Building/Facility Coordinator for every activity under their control, and has the following general responsibilities prior to and during any emergency:

     

    1. Emergency PreparednessBuilding evacuation information will be distributed to all employees with follow-up discussions, on-the-job training or explanation as required. Contact Public Safety for assistance.Time will be allowed for training employees in emergency techniques such as fire extinguisher usage, first aid, CPR and building evacuation procedures. Contact Public Safety for assistance.Emergency SituationsInform all employees under their direction of the emergency condition.Evaluate impact the emergency has on their activity and take appropriate action. This may include ceasing operations and initiating building evacuation.Maintain emergency telephone communications with officials from their own activity (or from an alternate site if necessary).


     

  3. FACULTY AND STAFF

    Each faculty and staff supervisor has the responsibility to:

     

    1. Educate their students and/or employees concerning campus emergency procedures as well as evacuation procedures for their building and/or activity.Inform their students and/or staff of an emergency and initiate emergency procedures as outlined in this guide.Evaluate, survey and estimate their assigned building facility or activity in order to determine the impact a fire or earthquake could have on their facility. Report all safety hazards to Public Safety. Work orders to reduce hazards and to minimize accidents should be promptly submitted to the Maintenance Department via E-mail.IMPORTANT: Inform all students, staff and faculty to conform to building evacuation guidelines during any emergency and to report to a designated campus assembly area outside the building where a head count can be taken.

     

  4. BUILDING COORDINATOR

    Each floor in every building must have a designated person to act as building coordinator.

     

    1. Same as #3 above.

    2. Conduct the head count at the designated assembly point.

    3. Communicate with the Emergency Coordinator of any missing people.

 

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