Emergency Response Guidelines

Initiated: August 24, 1989 - Approved: September 20, 1989
Revised: September 13, 2001 - Approved: September 13, 2001
Revised: November 3, 2004 - Approved: November 22, 2004

Purpose

To enhance the protection of lives and property during declared emergencies. The concepts, procedures, duties, and responsibilities outlined here are intended to ensure effective use of University and community resources. Adherence to these guidelines should result in an orderly and reasoned response to emergencies which rewards and compounds public trust and confidence in Northern Michigan University.

Applicability

All University employees, full time, part time, temporary, casual labor, students.

Policy

It is the policy of Northern Michigan University that when any situation which has the potential to significantly disrupt the achievement of the mission of the University, the President or designate may implement the Emergency Guidelines. When an emergency has been declared, the Director of Public Safety (Emergency Coordinator) shall immediately place into effect the necessary procedures to deal with the emergency; activating the Emergency Response Team, Establishing the Emergency Command Post and the on scene Emergency Command Post.

I. Definition:

Emergency:  A sudden, unexpected occurrence or set of circumstances which has the potential to significantly disrupt the achievement of the mission of the University and requires immediate action. 

II. Scope

  1. These procedures apply to all members of the University community (students, employees, guests) and to buildings and grounds owned or controlled by Northern Michigan University.
  2. These guidelines are a realistic framework in which to manage problems likely to be encountered on campus during a declared emergency.
  3. These guidelines serve as a guide and checklist and they may require modification to meet the requirements of a particular situation.

III. Declaration of an Emergency 

  1. The authority to declare an emergency rests with the President of the University or, in the absence of the President, his or her designate.
  2. In the absence of the President designates in order are:
    Provost and Vice President for Academic Affairs
    Vice President for Finance and Administration 
  3. Once an emergency has been declared, the Director of Public Safety, or designate, shall immediately place into effect the appropriate procedures necessary to meet the emergency.  The Director of Public Safety shall immediately consult with the President of the University, or designate, regarding the emergency.
  4. Only those individuals who have been assigned emergency resource team duties or have an emergency pass issued by the Director of Public Safety will be allowed to enter the immediate area affected by the emergency.

IV. Types of Emergencies 

Examples of emergencies covered by this guide are:

  1. Natural Disasters
    1. Blizzards
    2. Tornados
    3. Floods
    4. Ice Storms
  2. Disease/Epidemic/Mass Casualty
    1. Measles
    2. Acquired Immune Deficiency Syndrome
    3. Food Poisoning
    4. Mass Casualties 
  3. Operational Disruptions: (Facilities & Utilities)
    1. Power Outage
    2. Telephone Outage
    3. Water Outage
    4. Fire or Explosion
    5. Heating Plant Failure
    6. Computer Center Equipment Failure
    7. Chemical Spill or Contamination
    8. Acts of Sabotage
    9. Nuclear Chemical Spill or Contamination
  4. Operation/Disruptions: (Disturbances/Disruptions)
    1. Demonstrations
    2. Riots
    3. Building or Office Takeovers
    4. Employee Strike
    5. Terrorist Acts
    6. Other Criminal Acts  

V. Direction and Coordination of an Emergency

  1. Emergency Director:  The President of the University is the Emergency Director.  All emergency operations shall be directed by the President or designate.
  2. Emergency Coordinator:  The Director of Public Safety is the Emergency Coordinator.
    1. Operational control of a declared emergency is the responsibility of the Director of Public Safety.
    2. All emergency operations shall be coordinated by the Director of Public Safety.
    3. The coordination and management of the Emergency Resource Team is the responsibility of the Director of Public Safety.
  3. Emergency Command Post:  When an emergency has been declared, it is the responsibility of the Director of Public Safety to establish and staff an appropriate Emergency Command Post. 
    1. The Emergency Command Post will be located at the Department of Public Safety and Police Services.
    2. If this site is unavailable, the Director of Public Safety will select an alternate location. 
    3. At least one uniformed officer will staff the command post at all times.
    4. A marshalling area for local agency assistance and the emergency resource team shall be established by the Director of Public Safety.
    5. A conference room with facilities for emergency teams designed to accommodate multiple telephone and electrical equipment, will also be provided. 
  4. On-scene Emergency Command Post:  If an emergency involves only one building or a small portion of the campus, an on-scene command post will be established by the Director of Public Safety. 
    1. A Public Safety vehicle will be placed as near to the scene of the emergency as possible to serve as the on-scene command post. 
    2. At least one Public Safety Officer will staff the on-scene command post at all times.  In certain instances, it may be necessary to identify office space, with appropriate furnishings and telephone communications, to serve as the on-scene command post.
    3. equipment shall include the following:
      1. Barricades, barrier tape, and signs.
      2. Two portable radios on Central Dispatch and Public Safety Frequencies.
      3. Public Address System.
      4. First Aid/Trauma Kits.
      5. University Directory.
      6. Emergency Passes.
      7. Appropriate Office Equipment & Supplies.

VI. University Emergency Resource Team 

When an emergency has been declared, the Director of Public Safety shall immediately begin notification of all necessary members of the University Emergency Resource Team.  The team is comprised of the following personnel.

  1. Emergency Director:  University President or his or her designate.
  2. Emergency Coordinator:  Director of Public Safety. (Alternate:  Deputy Director, Public Safety).
  3. Provost and Vice President for Academic Affairs (Alternate:  Associate Provost Student Services and Enrollment)
    Academic Affairs:  Associate Provost, Academic Affairs (Alternate: Dean, Arts and Science)
    Student Services:  Associate Provost – Student Services and Enrollment (Alternate:  Dean of Students)
  4. Vice President Finance and Administration (Alternate: Associate Vice President Finance and Planning)
    Employee Services:  Director, Human Resources (Alternate: Assistant Director, Human Resources)
    Damage Control Officer:  Associate VP Business Services & Facilities (Alternate:  Director, Plant Operations/Facilities)
  5. Public Information Officer:  Director Communications (Alternate: News Director)
  6. Environmental Health Officer & Public Safety:  Deputy Director, Public Safety (Alternate:  Assistant Director, Safety and Training)
  7. Other University Officials as required by the Emergency Director or Emergency Coordinator.  

VII. Responsibilities of Emergency Resource Team:

  1. Emergency Director:   The University President or designate.
    1. Responsible for the overall direction of the University Emergency Response.
    2. Works with the Director of Public Safety and others in assessing the emergency and preparing the University's specific response.
    3. Declares and ends the state of emergency.
    4. Conducts liaison activities with members of the Board of Control, governmental agencies and others as necessary.
  2. Emergency Coordinator:  Director of Public Safety or designate.
    1. 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 President of the University and appropriate members of the President's Council, providing an assessment of the emergency.
    4. Deploys Public Safety staff in order to maintain safety and order.
    5. Notifies members of the University Emergency Resource Team, advising them of the nature of the emergency.
    6. Notifies and conducts liaison activities with appropriate outside agencies: police, fire, emergency services, hospital, etc...
    7. Ensures that appropriate notifications are made to off campus staff when necessary.
    8. Performs other related duties as required by the nature of the emergency.
    9. In conjunction with the Emergency Resource Team Members, prepares and submits a final report to the President of the University.
  3. Provost and Vice President Academic Affairs:
    1. Academic Affairs:  Associate Provost, Academic Affairs or designate.
      1. Makes determinations on necessity to cancel classes.
      2. Facilitates communications with faculty.
      3. Facilitates shutdown of laboratories and safeguarding of hazardous materials in accordance with established department plans.
      4. Work with the Damage control officer to ensure uninterrupted utilities or alternate sources of power for critical research needs.
      5. Implement policies for safeguarding of vital academic records.
      6. Works with the Director of Public Safety in the preparation and submission of a final report on the emergency for the President.
    2. Student Services:  Associate Provost, Student Services and Enrollment or designate.
      1. Establishes and maintains communications with on campus students and live-in staff apprising them of the nature of the emergency, the University's planned responses to the emergency, and what is expected of them.
      2. Coordinates, with the Associate Vice President Business Services and Facilities, if the emergency situation is such that on-campus housing is not habitable, or for critical life safety issues.
      3. Arranges for temporary housing for on campus residents as necessary. 
      4. Arranges for temporary space in Housing and Residence Life facilities to accommodate other University departments whose space has been made nonfunctioning by the emergency. 
      5. Coordinates live-in staffs' implementation of evacuation procedures if such procedures become necessary.
      6. Coordinates with the Director, Dining Services for continuation of meal service or alternate arrangements as required.
      7. Coordinate with Health Services for medical and psychological services.
      8. If commuter students are unable to leave the campus, utilize the information from the Student Survey for appropriate notifications.
      9. Works with the Director of Public Safety to protect life and property within on campus housing facilities.
      10. Works with the Director of Public Safety on preparation and submission of a final report on the emergency for the President.
  4. Vice President for Finance and Administration
    1. Employee Services:  Director, Human Resources or designate.
      1. Facilitates communication on the emergency to staff.
      2. Assist in the evacuation and relocation of staff.
      3. Determine critical staffing levels for the workforce during the emergency.
      4. Identify critical payroll functions and establish appropriate backup procedures and post-emergency payroll activities.
      5. Work with departments to determine which normal job functions can be deferred, allowing staff to address immediate needs after the emergency.
      6. Works with the Director of Public Safety on preparation and submission of a final report on the emergency for the President.
    2. Damage Control Officer:   Associate VP Business Services & Facilities or designate
      1. Provides equipment and personnel to perform shutdown procedures, hazardous area control, barricades, damage assessment, debris clearance, emergency repair and equipment protection.
      2. Provides vehicles, equipment and operators for movement of personnel and supplies, assigns vehicles as required to the University Emergency Resource Team.
      3. Obtains the assistance of utility companies as required for emergency operations.
      4. Furnishes emergency power and lighting as required.
      5. Surveys habitable office space and relocates essential services and functions.
      6. Coordinates with the Director, Housing and Residence Life, for the relocation of residence hall or University Apartment residents as appropriate or necessary.
      7. Provides for storage of vital records at an alternate site as required.
      8. Coordinate with the Risk and Insurance Manager on assessment and insurance issues.
      9. Works with the Director of Public Safety in the preparation and submission of a final report on the emergency for the President.
  5. Public Information Officer:  Director of Communications or designate.
    1. Advises the President of the University and Emergency Resource Team members on public information and public relations matters related to the emergency and its management.
    2. Serves as the official spokesperson for the University.
    3. Establishes an Emergency Information Center as required, including emergency hotline services, and prepares and releases information to the press and both internal and external publics.  (See Attached Crisis Communications Plan)
    4. If required, establishes a media work room and briefing area apart from the Emergency Command Post.  (See Attached Crisis Communications Plan – Attachment #1)
    5. Establishes liaison with local radio and television stations for public service or emergency announcements.
    6. Arranges for photographic and audio visual documentation and support.
    7. Works with the Director of Public Safety on the preparation and submission of a final report on the emergency for the President of the University.
  6. Environmental Health & Public Safety:  Deputy Director, Public Safety or designate.
    1. Provides technical and safety assistance to reduce hazards prior to and during emergency situations.  
    2. Investigates and evaluates environmental or chemical hazards associated with the emergency.
    3. Provides Material Safety Data Sheets on all chemical hazards associated with the emergency.
    4. Maintains the Public Safety Office in a state of readiness.
    5. Makes appropriate notifications of other emergency situations.
    6. Monitors emergency warning and evacuation systems.
    7. Takes immediate and appropriate action to protect life, and property and to safeguard records.
    8. Obtains assistance from City, County, State and Federal Government for monitoring of radiological, chemical, and biological agents and first aid as required.
    9. Provides for traffic control, access point control, perimeter and internal security patrols and fire fighting and preventions services as required.
    10. Provides and equips and alternate site for the Emergency Command Post, On-scene command post, or Public Safety office, as required.
    11. Maintains liaison with the Telephone Services for telecommunications support as necessary.
    12. Coordinates the recruitment of volunteers to assist with the emergency, if such volunteers are appropriate to the situation.
    13. Coordinates with the Assistant Director of Police Services (Alternate: Assistant Director, Safety and Training) for the continuation of vital police services during the emergency.
    14. Works with the Director of Public Safety in the preparation and submission of a final report on the emergency for the President.
  7. Other University Officials:  As assigned by the President of the University or Director of Public Safety.
    1. Works with the Emergency Resource Team as directed by the Director of Public Safety. 
    2. Works with the Director of Public Safety in the preparation and submission of a final report on the emergency for the President.  

VIII. Emergency Plans:

  1. All emergency plans, policies or procedures, will be maintained by the Director of Public Safety.  These plans, policies or procedures are considered attachments to this document. Examples of attachments are:
    1. Inclement Weather Policy
    2. Hazard Communication Plan
    3. Hazardous Material Management Plan
    4. Sudden Death Policy
    5. University Strike Plan
    6. Communicable Disease Policy
    7. Disaster Recovery Plan
    8. Crisis Communications Plan
    9. Workplace Violence Policy
  2. The Director of Public Safety may require specific departments to draft emergency response plans or recovery plans, pertaining to their area of responsibility.  

IX. Emergency Planning:

  1. Members of the University Resource Team will serve as members of the Emergency Planning Committee. The Director of Public Safety will serve as chair.
  2. The Emergency Response Guidelines will be reviewed at least annually by the Emergency Planning Committee.
  3. This committee will meet as required to review, update and prepare additional emergency plans.
  4. The committee will make recommendations on Emergency Planning to the President of the University.  

X. Training and education:

  1. Each member of the Executive Management classification will be provided with Orientation and familiarization in the operational aspects of the Emergency Guidelines.
  2. Each member of the Emergency Resource Team, and designates, will be provided with Training in the operational responsibilities of the Emergency Guidelines.
  3. Each employee of the University will be provided with Awareness Information concerning the Emergency Guidelines.
  4. The orientation, training, and awareness will be provided by the Director, Public Safety.
  5. The Director, Human Resources, shall ensure that the Director, Public Safety, is notified whenever personnel action requires orientation of an Executive Management employee, or training of an Emergency Resource Team member.  

XI. Dissemination of the Policy:  

The emergency response guidelines will be disseminated to Vice Presidents, Deans, Directors and Department Heads.

Approved on:   September 20, 1989
Revision approved on: September 13, 2001 
Revision:   November 3, 2004
Revision approved on:  November  22, 2004