SA0200 – Emergency Management

Effective: May 24, 2011
Revision No: 4
Topics:
Strategy Changes
Responsibilities Notes
Training And Exercises  
Objective:

To provide university officials guidelines to assist campuses/institutes/units to develop and maintain plans and procedures that meet emergency mitigation, preparedness, response and recovery requirements within the National Incident Management System and the Tennessee Emergency Management Plan. These plans and procedures will help ensure that all campuses/institutes/units are able to respond appropriately in the case of emergencies or disasters which could occur within or around the university community in order to minimize negative effects on persons and property.

Policy:

Strategy  [top]

Most immediate emergency response actions that involve protection from harm to persons and property are executed at the local and regional level. Therefore, the goal of having a system emergency management policy is to provide general guidelines that assist campuses/institutes/units in responding to emergencies and to establish procedures to monitor the emergency preparedness activities of campuses/institutes/units. The system guidelines will specify requirements that campuses/institutes/units must meet to adhere to state and federal requirements. The guidelines will also be flexible enough to allow campuses/institutes/units to develop plans and procedures that meet their emergency management needs and that can be executed at the campus/institute/unit level.

The primary roles of the University of Tennessee Emergency Services Coordinator (UT ESC) are to (1) act as a liaison between the university and the Tennessee Emergency Management Agency (TEMA) for planning, coordination and response of university activities during activation of the State Emergency Operations Center, and (2) provide the necessary guidance for campus/institute officials to meet federal and state requirements.
 

Responsibilities  [top]

Each campus is required to develop a comprehensive emergency management plan that meets federal and state requirements. Each campus/institute is responsible for designating, in writing, a person to serve as a TEMA field representative [1] to ensure emergency management responsibilities are fulfilled. University locations not geographically located on a campus are not required to maintain an independent emergency management plan but must maintain emergency procedures which at a minimum include evacuation, shelter-in-place and accountability procedures.

  1. University units that are not responsible for maintaining an independent emergency management plan are still responsible for developing and maintaining local building emergency procedures to address the safety of occupants with the assistance of and oversight by campus safety officers.
  2. The Space Institute, Institute for Public Service and Institute of Agriculture shall prepare emergency procedures for inclusion in the Knoxville emergency management plan. The Institute for Public Service and the Institute of Agriculture emergency procedures shall address their specified tasks in the Emergency Support Functions[2] of the Tennessee Emergency Management Plan.
  3. Campuses will have a system in place that assigns and trains people within campus units as necessary to develop department/building specific responses to general emergencies, helps communicate campus requirements, provides information during emergencies and coordinates department/building specific drills.
  4. Campus emergency management plans will be formatted to be consistent with National Incident Management System requirements and in accordance with Comprehensive Preparedness Guide 101. Additional specified components of all campus emergency management plans are listed below:
    1. A hazard identification and priority for their geographic location shall be included in the Situation Overview of the basic plan with the hazard summary (see Tennessee Emergency Management Plan, intro 18).
    2. Emergency management plans will include a contact list of appropriate intellectual expertise in the basic plan capabilities assessment.
    3. Mutual Aid Agreements including the Emergency Management Assistance Compact shall be addressed in the Organization and Responsibilities section of the plan. Relationships between emergency operations center billets and local officials shall be defined. Examples of likely mutual aid agreements include the following agencies:
      1. Local/Regional Emergency Management
      2. Law enforcement and fire departments
      3. Local public and mental health departments
      4. Emergency medical services (both public and private)
      5. Local 911 centers
      6. American Red Cross
      7. Hazardous materials response teams
      8. Local hospitals, ambulatory and urgent care centers, community health centers
    4. Emergency management plans shall include in the basic plan Direction, Control and Coordination tab procedures to ensure activities are entered in the WEBEOC[3] activity log. Titles for staffing campus emergency operation centers in this section shall include both the university title and the appropriate National Incident Management System compliant title for each billet.
    5. The Information Collection and Dissemination tab of the basic plan shall include accountability procedures for faculty, students and staff during emergencies and provide the location of and access instructions for blue prints of all campus facilities.
    6. Emergency management plans shall include procedures for capturing required resource expenditure data in the Administration, Finance and Logistics section.
    7. Review the core functions of Comprehensive Preparedness Guide 101 and assess which need to be separate functional annexes and what additional annexes might be necessary.
    8. Provide detailed evacuation and shelter-in-place plans in the Population Protection Functional Annex.
    9. Include Prevention and Protection Activities (mitigation) and Critical Infrastructure and Key Resource Restoration (also address long term recovery here) annexes in the Functional Annexes section.
    10. Include a Pandemic plan in the Hazard Specific Appendices.
  5. The UT ESC is responsible for overseeing review of campus emergency management plans. Campuses will update their plans and submit them for review annually by June 15. This deadline shall be included in the Plan Development and Maintenance section of the campus emergency management plan.
  6. Coordination responsibilities:
    1. UT ESC will:

      1. Act as liaison between TEMA (state) and UT representatives.
      2. Coordinate a semi-annual meeting or video conference with TEMA field representatives.
      3. Attend monthly TEMA ESC meetings.
      4. Monitor campus compliance with this policy.
      5. Assist in coordinating key personnel training.
      6. Coordinate monthly WEBEOC communications tests.
      7. Provide completed compliance matrices to university chief executives annually in August.
    2. TEMA Field Reps will:

      1. Participate in monthly WEBEOC communications tests, semi-annual meetings with UT TEMA representatives and meet with local agencies quarterly.
      2. Report to the UT ESC as soon as practical any emergency requiring evacuation of a building or deployment of UT personnel in support of an emergency or other TEMA reportable event.
      3. Coordinate training for campus key personnel.
      4. Coordinate participation in appropriate local emergency management exercises.
      5. Coordinate and oversee campus compliance with this policy.
      6. Provide the information needed to complete the annual Emergency Preparedness review.

Training and Exercises  [top]

Individual and collective training are necessary to ensure a proper state of readiness. The following are the minimum training requirements:

  1. Individual training
    1. General personnel: Personnel with any role in emergency preparedness, incident management, or response such as IS-ICS 100[4] Higher Education (HE) and 700.
    2. Critical personnel: Personnel with a critical role in response such as personnel assigned to the emergency response teams or member of another key campus emergency management team: IS-ICS 100.HE, 200, 700 and 800.
    3. Leadership personnel: Personnel with a leadership role and are typically obligated to command and manage during incident response in the absence of traditional incident response personnel. This is normally associated with Direction and Control Officers and Incident Commanders. For the university this applies to Chancellors, Provosts, Chiefs of Police/Security etc.
      1. ICS-300 and 400 (IS-ICS/100,200,700 and 800 are prerequisites) are required for TEMA field representatives and any personnel assigned to Command or General Staff positions in the Emergency Operations Center. TEMA field representatives are also required to be proficient with WEBEOC.
      2. Senior administration will have an important role in emergency response and will likely be assigned to a Policy Level Group [5] if not assigned a role in the emergency operations center. Chancellors and Vice Chancellors assigned to a Policy Level Group will be instructed in G367 Emergency Planning for Campus Executive seminar. Note this training may be taken in lieu of ICS-300 and 400.
  2. Collective training

    1. All students, faculty and staff: Orientation training on individual responsibilities during emergencies to include local sources of information and guidance.
    2. Key personnel training: Each campus will conduct annual training with the goal of realistically exercising the operation of their emergency operations center and validating the functioning of their emergency management plan. This training will consist of one skills training session annually and either an annual table-top exercise or realistic training exercise (alternating between the two every other year).
    3. TEMA field representatives will participate in appropriate local emergency management training and exercises and identify key personnel to participate as necessary. TEMA field representatives will attend a minimum of one local exercise annually even if active participation isn’t suitable for the exercise goals.

Changes  [top]

Send change recommendations to the UT TEMA ESC (Mark Smith) at msmith38@utk.edu.
 

Notes[top]

[1] TEMA field representatives are assigned by the Chancellor or Vice President to act as the primary contact to the system emergency services coordinator. These representatives are responsible for the local execution of system emergency management policy and become the primary point of contact for the university ESC during emergencies. Sample assignment letters are available through the UT ESC.

[2] The Emergency Support Function (ESF) concept divides emergency response responsibilities into functional sections for direction and control. Each ESF has lead and supporting agencies. The Institute for Public Service and the Institute of Agriculture have specified supporting agency responsibilities in some ESFs.

[3] WEBEOC is a web based software program used to communicate during emergencies.

[4] References to IS-ICS ### are course numbers available through the Federal Emergency Management Agency. "IS" indicates independent study and "ICS" are all courses related to the Incident Command System.

[5] Policy Level Groups are formed during emergency operations but do not occupy the emergency operations center and consist of agency representatives with decision executive decision making authority. They have responsibility for prioritizing critical resource allocations and providing policy direction.