Emergency Management Plans Workbook (draft) · Web viewRegardless of the size of the program,...

Emergency Management Plan

WorkbookDEPARTMENT/UNIT:

PROJECT LOCATION:

PROJECT LEAD:

DATE:

Table of ContentsIntroduction........................................................................................................................................... 3

Statement of Purpose..................................................................................................................................... 3

Definitions:......................................................................................................................................................... 3

I. Emergency Response Preparation.............................................................................................. 5

A. Contact Information................................................................................................................................... 51. On-Site Management Team.........................................................................................................................................................52. Institute/University Partner......................................................................................................................................................53. Local First Responders..................................................................................................................................................................64. US Embassy/Consulate Information.......................................................................................................................................65. Boston Contact Information........................................................................................................................................................66. Health and Travel Insurance......................................................................................................................................................77. Health Services, Physicians & Hospitals................................................................................................................................88. Other Useful Numbers...................................................................................................................................................................9

B. Itineraries and Travel Arrangements................................................................................................101. Emergency Contact information............................................................................................................................................102. Additional Contacts......................................................................................................................................................................11

C. Responsible Personnel: Emergency Management Team and Assignments..........................11

D. Emergency Communication Protocol................................................................................................131. The Phone Tree..............................................................................................................................................................................132. Field Communication Resources............................................................................................................................................143. Essential Emergency Communication.................................................................................................................................15

E. Fire Safety Plan.......................................................................................................................................... 15

F. Providers and Vendors............................................................................................................................ 15

II. Evacuation Preparation.............................................................................................................. 16

A. Premises Evacuation Plan......................................................................................................................16

B. Assembly Points........................................................................................................................................ 17

C. Shelter-In-Place......................................................................................................................................... 18

D. Large-Scale Evacuation Plan................................................................................................................. 18

III. Emergency Response: Actions............................................................................................... 20

A. General and Essential Actions.............................................................................................................. 20

B. Other Contingency Plans........................................................................................................................ 20

IV. Appendix A: Emergency Response Flow at Boston University.....................................21

V. Appendix B: Filing Incident Reports......................................................................................22

VI. Attachment #1: Incident Log................................................................................................... 23

VII. Attachment #2: Incident Report Form...............................................................................24

Boston University Global Programs Updated: 5/6/23 page 2

Introduction

Regardless of the size of the program, Boston University activities abroad should have an Emergency Management Plan (EMP) detailing the critical information needed in effective emergency planning and response. The essential elements that comprise your EMP are:

1. Emergency Response Preparation;2. Evacuation Preparation;3. Emergency Response Actions.

You can use this workbook to assemble these elements quickly, allow you to refer to them easily, and allow your activity’s emergency management team in Boston access to the same information.

Additionally, your EMP will provide the basis for the training of all participants. The few minutes it takes to review preparation and procedures can prove invaluable in an emergency.

For more information on resources to help you complete the workbook, on emergency planning and on health, safety and security abroad in general, visit Global Programs’ Health, Safety, and Security webpage.

Statement of Purpose

The purpose of this Emergency Management Plan (EMP) is to ensure the safety and well-being of participants in the [ ] Program, located in the town/city and country of [ ] .

The EMP contained on the following pages follows the Global Program guidelines for Developing an Emergency Plan. It provides the on-site Project Lead and staff and administrative offices at Boston

University with detailed emergency contact information, assembly and evacuation information, and general instructions on how to respond in a crisis situation, with role assignments.

Definitions: Emergency Management Team (EMT): group of individuals identified by an organization to lead

in decision making and task assignments during a time of crisis or emergency. o Typically composed of senior leadership on-site and at Boston University.

Director/Project Lead: The most senior or otherwise responsible authority on-site.


http://www-staging.bu.edu/globalprograms/manage/health-and-safety/emergency-plan/

http://www-staging.bu.edu/globalprograms/manage/health-and-safety/emergency-plan/

http://www-staging.bu.edu/globalprograms/manage/health-and-safety/

http://www-staging.bu.edu/globalprograms/manage/health-and-safety/

Unit Contact: The designated person in your office or academic unit in Boston who would serve as the first and primary contact in the event of trouble abroad.

First Responders: Name for civil servants (fire, police, trauma units etc.), that are called during an emergency to provide immediate support to victims.

Incident Commander (IC): the head of the EMT and the most senior person on site when an incident occurs.

o Takes the lead in seeing to the immediate needs of the involved individuals, contacting first responders and securing the area.

o When a more senior person arrives, the role of IC is relinquished to that individual for further action.

Communications Manager: Person designated to speak to authorities, home schools, parents, un-involved students, and/or media.

o Some of this responsibility may be shared with Boston. Incident Log: Detailed list of actions taken during the course of an emergency that will assist in

reconstructing what happened, who was responsible for each step in the incident resolution, and determining and tracking next steps.

o When a large team is available and has been assembled to respond to a crisis, the IC may appoint someone else to maintain the Incident Log, in order to manage other responsibilities. Close communication between the two is required.

Incident Recorder: Person charged with the efficient and accurate recording of the incident, including day, time, issues, requests, actions, decisions, strategies, persons involved and other relevant information.

o Provides copies of the log, as needed, to the IC or other authorized personnelo Stays the course- does not get involved in other jobs, in order to focus on capturing all

essential information, actions and requests. Incident Report Form (IRF): Description of the event, summary of the information contained in

the Incident Logs, record of communications, interviews with those involved, reports from authorities, situation analysis and recommendations for future actions


I. Emergency Response Preparation

This section will comprise the information you collected on local resources, detailed itinerary and contact information for participants, a detailed communication protocol, program-specific emergency response procedures and fire safety protocols.

A. Contact Information

1. On-Site Management Team

Program Director/Project LeadName

Title/PositionPhone (Day)

Phone (After-Hours)Email address(es)

Second ContactName



Third ContactName



2. Institute/University Partner

Emergency/security or hotline number:

Institute/University Partner:Contact Name



Second Contact


NameTitle/Position

Phone (Day)Phone (After-Hours)

Email address(es)Third Contact

NameTitle/Position


Email address(es)

3. Local First Responders

Primary Emergency ServiceNumber equivalent to 911 in US

Police StationPhone Number

AddressFire Station

Phone NumberAddress

Ambulance ServicePhone Number

Counseling or Mental HealthPhone Number

4. US Embassy/Consulate Information

US Citizens 24/7 Emergency Services Number:

Embassy/Consulate Street Address:

Nearest Public Transportation Stop:

Website:

5. Boston Contact Information

Primary Contact (Unit)Name

Title/Position


http://studentsabroad.state.gov/content/pdfs/911_ABROAD.pdf


Email address(es)

Second ContactName



Third ContactName



Boston University Global ProgramsName Joe Finkhouse,

Title/Position Associate Director, Health, Safety & SecurityPhone (Day) 1-617-358-6350

Phone (After-Hours) 1-617-777-3122Email address(es) [email protected]

6. Health and Travel Insurance

Medical InsuranceProvider

Policy Number(s)Domestic Phone Number(s)

International Phone Number(s)Email Address(es)

Travel Assistance and Emergency EvacuationProvider

Policy Number(s)Domestic Phone Number(s)

International Phone Number(s)Email Address(es)


mailto:[email protected]

7. Health Services, Physicians & Hospitals

Physicians: List the name and contact details of the physician(s) and dentist(s) associated with care for the program participants. If none, enter the name and contact details for the nearest or most likely to be used in an emergency.

Physician #1Name

Specialty or Type of practiceAddress

PhoneOffice Hours

Physician #2Name

Specialty or Type of practiceAddress

PhoneOffice Hours

Health Facility/Hospital: List the name and contact details of the health facility or hospital associated with care for the program participants. If none, enter the name and contact details for the nearest or most likely to be used in an emergency.

Hospital or Clinic #1Name

AddressPhone

Hospital or Clinic #2Name

AddressPhone

Health Services- Mental Health: List the name and contact details of the mental health specialist and facility nearest to the program site or that is most likely to be used in an emergency.

Mental Health Specialist #1Name

AddressPhone

Office HoursMental Health Specialist #2

NameAddress


PhoneOffice Hours

Mental Health Facility #1Name

AddressPhone

Mental Health Facility #2Name

AddressPhone

Health Services- Pharmacies: List two nearby pharmacies that would most likely be used in an emergency. Add more if needed.Pharmacy #1

NameAddress

PhoneHours of Operation

Pharmacy #2Name

AddressPhone

Hours of Operation

8. Other Useful Numbers

Local Bank or Wire Transfer Office (for receipt of emergency funds)Name


Contact NameNormal Business Hours

Street Address(es)Local transportation supplier

Name of OrganizationPhone (Day)

Phone (After-Hours)Contact Name

Normal Business HoursStreet Address(es)Email Address(es)

Local SupplierName of Organization




Street Address(es)Email Address(es)









B. Itineraries and Travel Arrangements

Detailed travel and contact information for each traveler. Note: For larger groups, please copy and paste the following tables for each traveler or attach an Excel spreadsheet with the information below for all travelers.

Name of TravelerBU Affiliation

Destination and Purpose of TripDeparture Date/Time

Departure Flight/Train NumberReturn Date/Time

Return Flight/Train Number

1. Emergency Contact information

Emergency Contact Person NameBest Method of Contact

Relationship to YouEmail

Phone


Address

2. Additional Contacts

Name of Provider Phone EmailTravel Agent

AirlineRailroad

Car Rental AgencyAccommodations

Other

C. Responsible Personnel: Emergency Management Team and Assignments

The establishment of an Emergency Management Team (EMT) provides a clear chain of command and will reduce confusion and uncertainty during an emergency. The EMT should participate fully in the creation of the EMP for their program. The EMT must be familiar with the documents contained in this workbook, ensure it is maintained, and conduct periodic drills on the plan to ensure its viability.

The EMT may consist of more positions than those shown here. If that is the case, list each additional role and position holder at the end of this section. In a small staff situation, one person may be required to assume more than one role. Those selected to fill these roles should be:

Capable and competent decision makers, Able to pass out clear and concise directions, and Physically present most of the time.

Incident Commander: the Director/Project lead or most senior person available on-site at the time of the emergency situation becomes the Incident Commander (IC). The IC directs local efforts and is the primary contact person for both local authorities and Boston University. The IC position is relinquished when a more senior person arrives to assume command or when the shift is over.

Incident Commanders will be assigned in the following order:

1. Name: Phone:2. Name: Phone:3. Name: Phone:4. Name: Phone:

Communication Manager: the IC may appoint someone to manage communications or choose to do so him/herself. Only the Communications Manager should speak to authorities, program affiliates, parents, un-involved students or the press.


Communications Managers will be assigned in the following order:

1. Name: Phone:2. Name: Phone:3. Name: Phone:4. Name: Phone:

Incident Log Recorder (ILR): the IC may appoint someone to maintain the Incident Log. The ILR is not involved in decision making, unless asked to participate. Criteria for appointment include detail mindedness, the ability to work in a confidential manner and proficiency at note-taking.

The ILR will be assigned in the following order:

1. Name: Phone:2. Name: Phone:3. Name: Phone:

Additional EMT roles:


D. Emergency Communication Protocol

1. The Phone Tree

At the start of the program each Director should collect the participants’ local contact information and create a phone tree in order to establish quick communication with everyone in the program, should the need arise. The phone tree directs the flow of information from a reliable source (usually the Director/Project Lead) to all personnel on-site.

The phone tree is activated by order of the program site Director/Project Lead, or Incident Commander. In the event of an incident requiring notification to all members of the program, the following procedure will be followed:

The tree is activated with instructions on exactly what information and/or procedures are to be communicated by the caller.

Callers contact all participants to provide the information as instructed and, if necessary, ascertain their current location and safety status.

Should any assigned caller be unreachable, the person above him or her in the tree will assume the missing person’s responsibility and call list.

Once every participant has been contacted, a designated person will contact the Director or IC, relaying location information and confirming that all were contacted.

Every effort will be made to contact participants via email, text message, tweet, and Facebook in addition to calling.

An Excel version of the Phone Tree Template can be found at: http://www.bu.edu/globalprograms/files/2013/08/Phone-Tree-Form_Global-Programs.xlsx

Phone Tree Template

Caller Last Name

First Name

UID Email(s) Address Postal Code

City Landline Local Cell Phone

Director/IC

Director/IC

Director/IC

Participant A

Participant B

Participant C

Participant D

Participant E

Participant F


http://www.bu.edu/globalprograms/files/2013/08/Phone-Tree-Form_Global-Programs.xlsx

2. Field Communication Resources

Central Mobile/Satellite Phone Number

Media to Be UsedFacebook PageTwitter Handle

Other (Describe)

Local Internet Access Point #1

Business NamePhone

Location Description

Local Internet Access Point #2

Business NamePhone

Location Description

Please complete the following:

Describe what to do if communication fails:

Detail what instructions will be given to students (if applicable) about contacting the program office, each other, and their parents:

Detail any other site-specific communication preparations:


3. Essential Emergency Communication

Once the immediate needs of those directly involved have been met, the following basic procedure applies:

1. Contact all program participants.a. Confirm all are safe and accounted for within one hour or as soon as possible.b. Determine and record their present locations.c. Instruct them to follow the program’s emergency plans, specifically where to go/not go

and what they should do/not do.2. Contact your Emergency Travel Assistance Provider

a. ACE (faculty and staff) or CISI or OnCall (students).3. Notify Designated Unit Contact in Boston

a. Inform on-site and/or Boston contact of the nature of the crisis, your location, the location of students and staff members, and all relevant details available.

b. If you cannot reach your designated contact number within fifteen minutes, call their designated backup person.

c. If you cannot locate either person, please call BU Global Programs, Associate Director, Health, Safety and Security.

4. Update the University continuously throughout the crisis and regularly in the following hours and days regarding the condition, safety, and location of all personnel

5. Ensure that all actions and communications are logged and submitted to your Boston unit and Global Programs using the standard Incident Report Form (see Appendix B).

E. Fire Safety Plan

Provide plans for program and housing facilities.

In-Case-of-Fire Procedures:

Location and inspection schedules for:o Fire extinguisherso Smoke detectorso Emergency exits

Schedule for Training and Drills:

F. Providers and Vendors

Attach relevant emergency plans from:

University partners Housing providers Transportation providers, including emergency transportation/evacuation providers.


http://www.bu.edu/globalprograms/about/team/jpf/


II. Evacuation Preparation

In rare instances, evacuation may become necessary due to environmental, political, industrial, and/or health concerns. Therefore, it is imperative that you develop simple, easy-to-follow protocols and ensure that all participants are aware of the procedure for responding to such an event.

A. Premises Evacuation Plan

If there is more than one building in the program site, complete this information for each building. Where buildings are leased, consult with the building landlord on emergency evacuation routes and floor plans and to coordinate fire drills at the beginning of each semester.

This is the Evacuation Plan for:

(If there is more than one building in the program site, this page should be filled out for each building.)

Notification of the need to evacuate will be by the following means:

Teams of two persons each should be assigned to ensure everyone has left the building. The following teams have been created, with responsibility for the areas shown in the table below. (!)Note: The number of teams and area of assignment will vary according to the size of the facility.

Team 1/Person 1 Team 1/Person 2 Assignment



The following person is responsible to ensure everyone is accounted for at each assembly point. Name Responsible for: (assembly point or department)


B. Assembly Points

The assembly point is to be used in the event of an evacuation of the premises due to smoke, fire or by order of the authorities. It will also be used in the event of an area-wide catastrophe that renders the facility unusable and during which telephone land lines are down and cell service is disrupted.

The designated place will have these characteristics:

Far enough away from the facility being evacuated to be safe, but close enough to be conveniently reached on foot

A public space that is easily recognized by participants Contain sufficient room for all students, faculty and staff to gather comfortably, without

impeding traffic or obstructing emergency response vehicle pathways Well-lit at night Close to food, water, restrooms and transportation

Examples: Hotel lobby, train station, public park with restaurants nearby

The primary assembly point for this site is:

Directions to the primary Assembly Point:

The secondary assembly point for this site is:

Directions to the secondary Assembly Point:


C. Shelter-In-Place

In the event of environmental emergencies (e.g., gas leak, external chemical fire) or natural hazards (e.g., sudden storm, tornado) or other major events, authorized authorities or program staff may require students and staff to stay indoors for their own safety, rather than evacuate. A shelter-in-place command can last from a few minutes to a few days, such as in the event of a civic emergency. On notification of the order to Shelter-in-Place, anyone who is in the building must remain there. All students, faculty and visitors will assemble at the location(s) listed below.

During large-scale events, such as incidents of political unrest or natural disasters, it is often safer to shelter–in-place than try to evacuate. Decisions should be taken with that in mind.

Sheltering location(s) is/are

Sheltering location(s) is/are

While Sheltering-in-Place:

Doors should be locked. In the case of a storm, close blinds and curtains to protect against flying objects that may hit the

building. Remain in the shelter location until the all-clear has been sounded and normal operations resume. Students should call their parents to inform them of their safety, is possible. Staff will contact participants not on the premises and advise them to stay away. If you are off-site and are advised to stay away, please do so. Staff will contact you again when the situation has cleared. If more than one shelter location is needed, each room will have a responsible person assigned to

distribute supplies, record names and communicate with Boston, as well as their counterpart in other shelter locations.

D. Large-Scale Evacuation Plan

The decision to evacuate a program location is normally made in consultation with Boston University unless the Director/Project Lead determines that participants are in immediate danger. Even so, it is often safer to shelter in place than to move. Therefore, this decision cannot be taken lightly.


If conditions suggest that that an evacuation may be necessary, please inform your designated unit contact immediately. They will then inform the Global Programs Associate Director for Health, Safety and Security, who will convene those individuals necessary to authorize such an event.

In the spaces below, describe your plans for what to do if an evacuation from your location were necessary.

Triggers for Evacuation (e.g., major terrorist threat, threat of pandemic disease, natural disaster, U.S. State Department warning):

Emergency Transportation (method, contact information, procedure):

Evacuation destination, including plans for accommodation and food/drink:

Plans for continuing program activities, if feasible:


III. Emergency Response: Actions

A. General and Essential Actions

Despite the varying degrees of emergency that will be encountered, there are basic steps to be taken under all circumstances, as follows:

1. Meet the immediate needs of participants.a. Contact police, ambulance, or other first responders, as necessary.b. Stay with individuals affected until help comes or the situation clarifies.c. Only move participants if it is deemed too dangerous to shelter–in-- place.

2. Assess the situation and any threats or dangers posed to participants. a. Specific threats or dangers they faceb. Immediate steps that can and should be taken to help reduce the harm, danger, or

threat levelc. Whether they are safer remaining in their present location(s) or, if relocation is

necessary, where they should go.3. Contact all program participants.

a. Confirm all are safe and accounted for within one hour or as soon as possible.b. Determine and record their present locations.c. Instruct them to follow the program’s emergency plans, specifically where to go/not

go and what they should do/not do.4. Contact your Emergency Travel Assistance Provider

a. ACE (faculty and staff) or CISI or OnCall (students).5. Notify Designated Unit Contact

a. Inform on-site and/or Boston contact of the nature of the crisis, your location, the location of participants, and all other relevant details available.

b. If you cannot reach your designated contact number within fifteen minutes, call their designated backup person.

c. If you cannot locate either person, please call BU Global Programs, Associate Director, Health, Safety and Security.

6. Update the University continuously throughout the crisis and regularly in the following hours and days regarding the condition, safety, and location of all personnel

7. Maintain a written log of the crisisa. Include specific dates, times, actions taken, and other relevant details, beginning

with your first notice of the crisis and continuing through its resolution. b. Include copies of all emails.

8. Submit an incident report to your unit and Global Programs.

B. Other Contingency Plans




Detail any other site-specific response plans relating to the conditions of your program, location, or facilities:

Appendix A: Emergency Response Flow at Boston University

Generally, emergency response and resolution will follow this process:


Emergency or Other Incident

Director/Project Lead becomes aware of incident or issue affecting an individual or

program.

On-Site Emergency Response

Director/Project Lead or Emergency Management Team meets immediate needs of participants

Director/Project Lead carries out next steps of the activity’s emergency plan.

Resolve On-Site

Director/Project Lead resolves incidents which can be managed successfully on-site, and reports to Global Programs.

Refer to Boston, for Reporting Only

Director/Project Lead submits incident report to sponsoring Unit and Global Programs.

Global Programs notifies VP\AP Global Programs and other relevant offices

Global Programs schedules review and follow-up

Refer to Boston

Director/Project Lead refers actual or potential emergencies which cannot be resolved on site to sponsoring unit and Global Programs.

Boston Emergency Response

Sponsoring unit and/or Global Programs Associate Director informs VP/AP Global Programs and other relevant offices.

Sponsoring unit and Global Programs coordinate Unit and University response to emergency,

Crisis Management Team convened for issues requiring a coordinated, multi-office response, or which present a risk to University operations or reputation.

In all cases communication is maintained with Director/Project Lead.

Resolve and report to Provost, President. All involved parties review and follow-up.

Appendix B: Filing Incident Reports

Emergencies, illnesses, crimes and other incidents affecting students, faculty, staff, facilities, or the surrounding community must be reported to Boston using a standard Incident Report Form (IRF).

1. The IRF is found at http://www.bu.edu/globalprograms/files/2013/07/Incident-Report-Form_Workbook_GP-07192013.doc and as an attachment at the end of this workbook.

2. The IRF is filled out by the in-country Director or by the Incident Recorder and signed by the Director. It is used to summarize the incident or emergency action that has occurred.

In the case of a major emergency, Incident Logs, emails and other forms of correspondence must be attached as back-up at the time the IRF is submitted.

3. IRF’s should be submitted to the designated unit contact with a copy to the Associate Director, Health Safety and Security at Global Programs

4. If you are in doubt about whether or not an incident should be reported, the general instruction is that it is better to over-report than underreport. The following are types of incidents that must be reported:

Any report or allegation of a crime involving a student, faculty or staff member Any illness or injury requiring emergency treatment or hospitalization. Any natural disaster or political event that may affect the program. Any incident requiring the use of an emergency travel assistance provider for medical

evacuation or repatriation. Any incident which may result in the early departure of a student from the program or

disciplinary action taken by Boston University Any incident which may affect the reputation of Boston University or the future

operation of the activity Any other incident or situation which the in-country Director, other staff, or student

believes should be brought to the attention of Boston University


http://www.bu.edu/globalprograms/files/2013/07/Incident-Report-Form_Workbook_GP-07192013.doc

http://www.bu.edu/globalprograms/files/2013/07/Incident-Report-Form_Workbook_GP-07192013.doc

Attachment #1: Incident LogTo be completed by the Incident Commander or assigned Recorder, during an active situation.

Reporting Site Date of Incident

IC or Recorder Date of Log

Incident Location

Incident Commander: Page ________ of ________

Note: ACT means an Action has been taken. REQ means a request has been made to the Emergency Management Team. ACT/REQ status is either On-Going, Completed or Follow-Up Required.All other Activity/Details are incident information only or situation reports.Entry # ACT/REQ Activity/Details Status


Copies of this document are considered to be AS OF the date and time printed or copied.

Attachment #2: Incident Report Form

All fields must be completed. Please refer to Appendix B for instructions on what to report.

Program NameDate of Report

Incident Location (please be precise)Incident Time and Date

Person to whom incident was reported

A. Name of Individual Affected:

B. Nature of Incident Check all that apply.

Injury Natural disaster Illness Student code violation Crime Other (specify) _________________________________ Political event

C. Actions Taken Check all that apply.

Visit medical facility Move student Notify emergency contact Evacuate Student Contact Boston University Fine Student Notify local police or other authorities Other (specify)_____________________

D. Please Attach Brief Narrative Description Detailing:

1. The Nature of the Incident2. The Actions Taken3. The Follow-up Actions Taken4. A Brief Analysis and Recommendations (e.g., what might we do to prevent this from

happening again?)

E. Please attach your communication log, including relevant emails and other communications.


Emergency Management Plans Workbook (draft) · Web viewRegardless of the size of the program,...

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Transcript of Emergency Management Plans Workbook (draft) · Web viewRegardless of the size of the program,...