Campus Emergency Response Plan

Campus Emergency Response Plan

I. Purpose: To outline roles, responsibilities and procedures to be followed in case of emergencies on campus.

II. Scope: This plan addresses emergency incidents that range from a single person, single facility accident/incident through and including catastrophic incidents (involving multiple people and/or facilities) which may require large-scale evacuation of the campus.

III. General: Emergency incidents occurring on campus will be managed (in turn) by the Director of Campus Police and Public Safety, the Commander of first responder units (CM Fire Department, Charlotte-Mecklenburg Police, EMS) under the Incident Command System. As the situation develops, and as emergency response units arrive on the scene, the senior Commander assumes control of the incident site, emergency procedures, and evacuation. For large-scale emergencies, the Charlotte-Mecklenburg Emergency Management Office will take command and control of the incident. UNC Charlotte will provide support to those agencies as necessary.

IV. Responsibilities:

A. Chancellor: Appoint a Marshall for each facility (building or other occupied space) on campus. [Appointment authority may be delegated to the Vice Chancellor for Business Affairs.]

Each Facility Marshall is responsible for maintaining and disseminating a Facility Evacuation Plan.

The plan should contain, as a minimum, location of fire extinguishers, evacuation routes, personnel assembly points, and specific persons (Evacuation Facilitators) responsible to see that each floor (or wing) of the facility is cleared during an evacuation. Instructions for persons with special needs will also be addressed in the evacuation plan.
A Facility Profile (Tab A) will be maintained for each campus facility and will be provided to first responders on request. Provide a copy to Associate Vice Chancellor for Facilities Management and Dir, Safety & Environmental Health (DSEH).
Evacuation plans should be exercised once each semester in each facility (may include fire drills). Marshalls will report completion of these exercises to the DSEH, including any problems that occurred and recommendations for improving procedures.
All occupants of facilities are required by law to follow the instructions of public emergency responders (police, fire, rescue, hazmat) as well as Facility Marshalls, and other personnel designated to facilitate evacuations.
Evacuation Facilitators’ assistance is vital in helping to notify and direct students, faculty, staff and visitors during an evacuation.
Facility Marshalls must clearly understand the necessary procedures to help ensure buildings are cleared and secured during/after an evacuation.
Facility Marshalls will designate at least one person to carry out this role in their absence. (See Tab A, Facility Profile)

C. The Associate Vice Chancellor for Facilities Management:

1. Maintain detailed diagrams and specifications for all campus facilities for use by emergency responders. This will include type, quantity, and location of any hazardous materials.

2. Maintain a roster and means of contact for Facilities Management personnel to respond to emergencies involving fire, flood, utilities outage, HVAC malfunctions, damage to facilities, roads and/or grounds.

3. Provide support (i.e., people, materials, equipment) to emergency responders as requested.

D. Director of Campus Police and Public Safety:

1. Initial control of the site of any emergency. This includes, but is not limited to the following actions:

(a) Administer life-saving/first aid procedures.

(b) Evacuate personnel.

(d) Extinguish fires.

(e) Secure the incident site.

(f) Direct vehicle and pedestrian traffic.

(g) Provide situation reports to the University Crisis Management Team.

(h) Hand over control of the incident site to emergency responders.

(i) Maintain liaison between emergency responders and the University Crisis Management Team.

(j) Provide information and support to emergency responders.

(k) Provide security for Emergency Operations Center.

(l) Upon implementation of Charlotte Mecklenburg All Hazards Plan, be prepared to clear all or part of Cone Parking decks for use by incoming traffic and for personal and vehicle monitoring and decontamination, in accordance with that plan.

2. Maintain a copy of the Campus Emergency Response Plan with the Dispatcher, including the following:

(a) Evacuation plan for each facility (including parking decks/lots).

(b) Traffic flow / control plan for evacuation of campus.

(d) Roster and means of contact for designated Marshalls for each facility. (Tab A)

(e) Means of contact for emergency responders.

(f) Contact precedence (and means of contact) for members of the University Crisis Management Team. (Tab C)

(g) Ensure that Dispatchers are trained in the use of MissionMode automated notification system.

3. Initiate contact/notification of members of the Crisis Management Team in accordance with established precedence. (Tab C)

E. Vice Chancellor for Business Affairs:

1. Maintain rosters and contact information for key personnel.

2. Call in key personnel as necessary to provide support.

3. Provide support to emergency responders as requested.

4. Initial command of Emergency Operations Center. [May be transferred to the Vice Chancellor for Student Affairs, depending on the level of student involvement in the incident.]

F. Director of Safety and Environmental Health

1. Maintain and disseminate deskside reference, “Emergency Procedures” (Tab D), to all campus agencies.

2. Maintain an inventory of all hazardous materials on campus. Provide copies to Associate Vice Chancellor for Facilities Management and Director, Campus Police and Public Safety.

3. Assist emergency responders and Campus Police at incident site as required.

4. Be prepared to send representative to EOC as required.

G. Vice Chancellor for Student Affairs:

1. Maintain rosters and contact information for key personnel.

2. Call in key personnel as necessary to provide support to affected students and/or facilities. This may include: Counseling, Medical, Housing, Religious, and/or Facility Coordination services as needed.

3. Provide support to emergency responders as requested.

4. Be prepared to assume command of Emergency Operations Center, as required.

5. Contact (or respond to inquiries by) parents of students.

6. On implementation of Charlotte-Mecklenburg All Hazards plan, provide Belk Gym and/or Student Activity Center as emergency shelter / triage center.

H. Provost and Vice Chancellor for Academic Affairs:

1. Maintain rosters and contact information for key personnel.

2. Call in key personnel as necessary to provide support to emergency responders.

3. Provide specific information to emergency responders regarding special requirements for Vivarium, cell cultures, or other sensitive items.

4. Disseminate information regarding cancellation and/or changes in class schedules and/or locations.

I. Vice Chancellor for University and Community Relations:

1. Maintain rosters and contact information for key personnel.

2. Call in key personnel as necessary to support Emergency Operations Center.

J. Associate Vice Chancellor for University Relations:

1. Establish a media center to manage information dissemination and inquiries by the media.

2. Maintain University web site and other information files for response to media inquiries.

3. Provide a public relations representative to the Crisis Management Team.

4. Be prepared to provide personnel to serve as liaison with Incident Commander’s Public Information cell.

5. Prepare news releases and messages to notify students, faculty, staff, and media of emergency situations.

K. Managers of EOC Host Facilities:

1. Be prepared to set up EOC within 2 hours of notification.

2. Provide space and equipment (as listed at Tab B) to host EOC, telephone response center, and media center.

V. Specific Action Requirements Responsible Agent

Take immediate action to safeguard lives and property	Campus Police
Take command of the incident site	Campus Police
Notify first responders (police, fire, utility, hazmat)	Campus Police
Manage evacuation of campus (or sector of campus) as required	Campus Police
Order Shelter in Place	Campus Police
Notify University Crisis Management Team (Tab C)	Campus Police
Determine Level of Emergency / Disaster (Tab F)	VC / Business Affairs
Announce Activation of Emergency Operations Center (EOC)	VC / Business Affairs
Set up EOC (Tab B)	Manager, Host Facility
Deliver EOC Kit to designated site	Manager, Host Facility
Secure Emergency Operations Center	Campus Police
Notify parents / NOK	VC, Student Affairs / HR
Notify students/faculty/staff of situation	University Relations
Notify media	University Relations
Recommendation to close all (part) of campus operations	Deans, VC’s
Decision to close all (part) of campus operations	Chancellor (or delegate)
Decision to Shelter in Place in specific facilities	Chancellor (or delegate)
Decision to evacuate all (part) of campus	Chancellor or CMEMO
Decision to implement Business Continuity Plans	Chancellor (or delegate)
Shut down or relocate Emergency Operations Center	Chancellor (or delegate)

VI. Reporting Requirements

Report From To Frequency

Initial Situation Report	Campus Police	CMT	Once
Facility Evacuated	Marshall	EOC	Once
University Closure or Delayed Opening	Chancellor or VC/BA	VP for Finance, O/Pres., UNC	Once for each delay/closing
EOC Established	VC/BA or SA	Chancellor	Once
Situation Report	VC/BA or SA	Chancellor	1 / hour
Situation Report	IC Liaison	EOC	1 / hour
Shelter In Place Status	Marshall	EOC	1 / hour

Template for Reports (Tab G)

VII. Index of Tabs

Tab Contents

A	Facility Profile
B	EOC Organization and Layout
B	EOC Locations
C	Crisis Management Team – Contact Precedence
D	Emergency Procedures
E	Emergency Resources Contact List
F	Procedure for Declaring Emergency / Disaster
G	Report Template
H	Glossary