Objective

This procedure applies systemwide and it sets forth the procedures required under the University’s policy SA0200—Emergency Management.

Scope

This procedure applies to all University employees.

Procedure

1. UT System Emergency Manager’s Responsibilities
   1. The UT System Emergency Manager is responsible for assisting all campuses with their emergency management plans and programs.
   2. The UT System Emergency Manager will coordinate monthly meetings with campus representatives and serve as the point of contact for the designated campus official in an emergency or threat of an event at their campus or institute location. The UT System Emergency Manager also serves as a liaison between the University and the State of Tennessee Emergency Management Agency (TEMA) for planning, coordination and response of University activities during the activation of the State Emergency Operations Center.
   3. Further, the UT System Emergency Manager will provide the necessary guidance for campus and institute officials to meet federal and state emergency response requirements.
2. Communications
   1. The UT System Emergency Manager will communicate directly with the President of the UT System and the UT System Executive Level Policy Group regarding any emergency that takes place on University property. Campus emergency managers are responsible for communicating or designating someone within the campus emergency operations team or policy group to communicate with the UT System Emergency Manager in the event of any emergency situation. The UT System Emergency Manager will subsequently advise the UT System President and the UT System senior policy committee of the situation.
   2. The campus or institute is responsible for providing the UT System team with status updates as necessary.
   3. As per the University of Tennessee System’s Emergency Coordination Plan (UTECP), the campus/institute must designate an official that will provide situational awareness to the UT System office if an incident occurs. The official is responsible for communication with both the Vice President for Communications and Marketing and the Emergency Manager at the UT System office.
   4. The UT System Office of Communications and Marketing is responsible for developing and maintenance of a crisis communications plan that outlines how the system and campus communications team will coordinate efforts to inform stakeholders during an incident.
   5. The UT System President or designee is responsible for informing the Chair of the Board of Trustees and the UT System Government Relations (GR) liaison of any threat of or actual emergency that is threatening life, health, or system property and give sporadic updates as information is available. The board’s chair will keep board members properly informed. The GR liaison will keep area elected officials properly informed as needed.
3. Reporting
   1. The UT System Emergency Manager will provide a periodic report to the Board of Trustees audit committee.
   2. The UT System Emergency Manager will produce an annual report (calendar year) to the Audit Committee of the Board of Trustees.
4. Training
   1. All University emergency management representatives and University executive level administrators (i.e., the president’s executive leadership team and each of the chancellors’ respective cabinets) must adhere to the training requirements outlined at https://safety.tennessee.edu/emergency/training/
5. Responsibilities of Emergency Managers
   1. UT System Emergency Manager Responsibilities
      1. Act as liaison between TEMA (state) and UT representatives, including campus Emergency Managers.
      2. Coordinate a semi-annual meeting or video conference with campus Emergency Managers.
      3. Attend monthly TEMA ESC meetings.
      4. Monitor campus compliance with System Policy SA0200.
      5. Notify TEMA and document emergency events. This process is performed through WebEOC.
      6. Assist in coordinating key personnel training.
      7. Prepare a calendar year annual report of emergency management activities which includes input from all UT entities.
      8. Oversee management of the UT emergency task force.
      9. Ensure annual system-level leadership team training exercise. This could be a full-scale exercise, tabletop exercise or discussion-based exercise.
      10. Ensure the UT System Executive Leadership Team (ELT) has met the training requirements as outlined in the emergency management training document.
   2. Campus Emergency Manager Responsibilities
      1. Oversee the applicable campus or institute emergency management program.
      2. Notify the UT System Emergency Manager as soon as possible after an emergency.
      3. Coordinate training for key campus personnel, including the campus executive leadership team, as required by the emergency management training document.
      4. Coordinate participation in appropriate local emergency management training exercises.
      5. Coordinate and oversee campus compliance with System Policy SA0200.
      6. Provide the information needed to complete plan and program reviews and assessments.
      7. Provide an annual campus calendar year summary for the annual system-wide emergency management report.
      8. Act as a subject matter expert for all campus departments in the facilitation and coordination of campus continuity plans
6. Procedures Related to Emergency Response Plans
   1. Each campus and institute must develop and maintain an emergency response plan. Campuses and institutes must review their emergency response plans at least annually.
   2. The UT System Office is responsible for the development and maintenance of a continuity plan that outlines how the system office and affected campus or institute will work together to respond to an incident.
   3. As a baseline of preparedness for the full range of potential emergencies, all UT System entities as identified by the campus/institute emergency management teams must have in place a viable plan, which details the performance of their essential functions during any emergency or situation that may disrupt normal operations.
7. Procedures Related to Continuity Plans
   1. Continuity Plan Review; Template
      1. Continuity plans must be reviewed and submitted to the campus Central Business Office by the last day of April each year.
      2. The UT System will provide a template, which will address, at a minimum, the following areas:
         1. Essential Functions
            1. Criteria to consider for essential functions
               1. Life safety
               2. Statutorily required to be continued in an all-hazard environment
               3. Liability and fiscal risk
               4. Revenue generating
            2. Essential records/Information Technology functions
            3. Human resources
            4. Communications
            5. Alternate locations & remote work
            6. Budget & acquisition
            7. Reconstitution
            8. Training, testing, and exercise
   2. Continuity Planning Roles and Responsibilities
      1. UT System Office
         1. The UT System Office will provide a continuity-plan template to be used by all UT campuses and their departments as necessary.
         2. The Office of Audit & Compliance will schedule periodic reviews of continuity plans. Reviews will be scheduled at least every 3 years.
         3. Schedule necessary training, workshops, and template updates.
      2. UT Campuses
         1. Complete a master campus continuity plan and facilitate completion of departmental plans, as necessary.
         2. Establish a continuity planning team as outlined in the UT System template.
         3. Ensure that all departments are in compliance with plan maintenance, as necessary
8. Training
   1. Individual and collective training are necessary to ensure a proper state of readiness.
   2. The following are the minimum training requirements:
      1. Individual training:
         1. Campuses must identify key personnel that require emergency training.
         2. Leadership personnel: Personnel who are typically obligated to command and manage during incident response.
         3. Emergency Managers will complete the required training as outlined on the UT System Safety Intranet Site: https://liveutk.sharepoint.com/sites/UTSafety/SitePages/Emergency-Management-Training.aspx?csf=1&web=1&e=EmdT0Y
         4. Senior administration at both System and campus levels will have an important role at the policy level in emergency response.
         5. All executive leadership staff at the system level and the campus level are required to complete training as outlined on the UT System Safety Intranet Site: https://liveutk.sharepoint.com/sites/UTSafety/SitePages/Emergency-Management-Training.aspx?csf=1&web=1&e=EmdT0Y
         6. The UT System Emergency Manager will keep a record of completed training for the system executive leadership team and the campus emergency manager will keep a record of completed training for the campus leadership team members. Records will also be available in K@TE.
      2. Collective training:
         1. All students, faculty and staff: Awareness 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 their emergency management plan.
         3. Participants will include the Chancellor and executive team of each campus, individuals who are assigned emergency response duties, and other selected subject matter experts as appropriate for the exercise scenario.
         4. Campus Emergency Managers will participate in appropriate local emergency management training and exercises and identify key personnel to participate as necessary.
         5. TEMA ESC must complete training as required by TEMA.

Penalties/Disciplinary Action for Non-Compliance

Any campus/institute not in compliance with this policy is subject to review by the Senate Education Committee as well as the UT Department of Audit & Compliance. Individual employees who violate this procedure might be subject to adverse human resources actions, up to and including termination.

Responsible Official & Additional Contacts

Subject Matter	Office Name	Name of Contact	Phone Number	Email
Policy Official	UT System	Mike Gregory	865-974-5028	Mike.gregory@tennessee.edu
Policy Clarification	UT Knoxville	Brian Gard	865-974-9347	Bgard1@utk.edu
Policy Clarification	UT Chattanooga	Brett Fuchs	423-779-2237	Brett-fuchs@utc.edu
Policy Clarification	UT Martin	Charles Jahr	731-881-7583	cjahr@utm.edu
Policy Clarification	UT Health Science Center	Tim Barton	901-586-7871	tbarton@uthsc.edu
Policy Clarification	UT Southern	Shan Desquin	850-519-1149	sdesguin@utsouthern.edu
Policy Clarification	Institute for Public Service	Tomi Rogers	803-466-0787	tomi.rogers@tennessee.edu
Policy Clarification	UTIA	Doug Bohner	865-974-8915	dbohner@utk.edu
Policy Clarification	UT Space Institute	Nick VanZandbergen	931-393-7156	nvanzand@utsi.edu

Related Policies/Guidance Documents

SA0100—Safety and Environmental Health Program