Section 7 - Emergency Response Plan, Safety and Security

Employee Handbook: Section 7 - Emergency Response Plan, Safety and Security

Emergency Response Plan - Introduction

One measure of an organization's strength is its ability to respond well in an emergency. Since every scenario cannot be predicted, an emergency response plan must be able to quickly adapt to events as they unfold. The following plan designates areas of responsibility and defines for Victoria College the administrative framework necessary to respond to emergency situations. This plan is tailored to respond to campus emergencies. It is divided into two sections - administrative framework and response framework. It is imperative that individual departments develop response plans for situations that may develop in their area. The College response needs to be quick, professional, supportive, and meet the demands of any emergency or crisis situation.

Administrative Framework

Level of Emergency Response

LEVEL 1 - A minor department or building incident that can be resolved with College resources. This may result in notifying the physical plant department of the problem. (Example: Physical Plant responds to plumbing problems.)

LEVEL 2 - A department or building incident that can be resolved with existing College resources or limited outside help. A Level 2 incident is usually a one-dimensional event that has a limited duration and little impact to the campus beyond those using the space/building in which it occurred. (Example: Building loss of electricity for several hours or a minor fire contained to a room.)

LEVEL 3 - Emergencies that are primarily people, rather than infrastructure focused. In particular, many student issues can become quite complex because of varied institutional and student support responses that must be coordinated. (Example: Assaults, sexual assault, hate crimes, or bomb threats.) In these situations, specific departmental plans may be implemented.

LEVEL 4 - A major emergency that impacts a sizable portion of the campus and/or outside community. Level 4 emergencies may be single or multi-hazard situations, and often require considerable coordination both within and outside the College. Level 4 emergencies also include imminent events on campus or in the general community that may develop into a major College crisis or a full disaster. (Examples: Extended power outage, severe storms, or major fire.)

LEVEL 5 - A catastrophic emergency event involving the entire campus and surrounding community. Immediate resolution of the disaster, which is usually multi-hazard, is beyond the emergency response capabilities of campus and local resources. (Example: Major hurricane or tornado that would require State and Federal assistance.)

Response Framework

Direction and Coordination of an Emergency

Victoria College employees are advised to call 911 in the event of a major emergency. This will bring local police, EMS, and fire department officers on campus providing expertise and support for campus security personnel. The caller should specify the nature of the emergency, the location, and provide other information that may be applicable. The employee should then notify campus security at extension 2580 or by calling 220-1389. Security will notify the President and Vice President, Business and Administrative Services. The President (or his representative) will determine the appropriate level of emergency response and to what extent the ERT (the Operations Group and/or the Policy Group) will become involved.

Response to a LEVEL 3 Situation

Victoria College administrative staff comprises a critical group that must evaluate Level 3 situations. This group needs to be convened by the Vice President, Student Services. The key element in this process is the notification of these individuals (or their representatives) so they can evaluate all facets and potential ramifications of a Level 3 situation. Certain situations that emerge as minor have the potential to evolve into a major crisis if not appropriately handled. The College could suffer significant personal and institutional consequences if a situation such as this was not dealt with appropriately. A variety of issues can become quite complex because of the varied institutional, student, and community responses that must be coordinated. Examples of situations that have the potential to become of a magnitude that the College and its community will suffer include assaults, sexual assaults, hostage situations, hate crimes, and bomb threats. This list is not all-inclusive; therefore, if there is ever any question, appropriate senior administrative individuals must be informed.

Response to a LEVEL 4 or 5 Emergency

When a Level 4 or 5 emergency has been declared, the Vice President, Business and Administrative Services shall notify the ERT Operations Group and assemble them to address the emergency. In the absence of the Vice President, Business and Administrative Services, the Vice President, Instruction will automatically assume this role. In the absence of these individuals, the Vice President, Student Services shall assume the role. Prior to the assembling of the ERT Operations Group, on scene responders are authorized to make necessary operational decisions and to commit resources to mitigate and control the crisis. Security may also request help from other departments on an emergency basis, including asking staff be pulled off less critical assignments to assist them.

Direction and Coordination of a Predicted Emergency

When conditions permit and the impending emergency situation (major hurricane) provides ample time, the Vice President, Business and Administrative Services will assemble the ERT Operations Group to formulate a plan of action for recommendation to the Policy Group.

Declaration of an Emergency Condition

The President or his designee shall declare a state of College LEVEL 4 or 5 emergency when, upon recommendation of the Operations Group Leader, he deems it necessary to place into immediate effect emergency procedures and/or to close the College. This individual will also activate the ERT Policy Group as the situation dictates. The President or his designee shall declare an end to the state of emergency when appropriate.

Procedures for LEVEL 1 or 2 emergencies
Introduction
Full-time security officers are on duty from 6:00 a.m. to 11:30 p.m. Monday through Friday. Their duties are to provide security to all buildings on the campus, patrol parking areas and to provide assistance to anyone on campus. A part-time security officer is on duty from 8:00 a.m. to 9:00 p.m. on Saturday and from 11:00 a.m. to 9:00 p.m. on Sunday. His primary responsibility is to provide security to all buildings on the campus. He also provides assistance to persons in need of help. Although security officers may assist persons in need of help, employees must remember that they have the primary responsibility for their own safety and security.

VC employees are advised to call 911 in the event of an emergency. This will bring local police, EMS, and fire department officers on campus providing expertise and support for campus security personnel. The caller should specify the nature of the emergency, the location, and provide other information that may be applicable. The caller should then notify campus security.