University of Massachusetts Boston Emergency Operations PlanA regular schedule of training and...

University of Massachusetts Boston Emergency Operations Plan

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LETTER OF PROMULGATION

from Chancellor J. Keith Motley, PhD

Members of the University Community, As Chancellor, I am committed to the safety and well-being of our University of Massachusetts Boston campus community. This Emergency Operations Plan offers a comprehensive framework for emergency response and campus preparedness. Designed according to the National Incident Management System and Incident Command System, this plan is intended to be implemented in conjunction with ongoing training and safety awareness efforts as part of an integrated, collaborative approach to university safety. This approach includes a strong emphasis on planning, training, and exercising to foster a culture of preparedness at UMass Boston. I am grateful to the individuals who worked to develop this plan. Please give this document your full attention and participate in safety awareness workshops and emergency response drills as they are made available to the campus community. Sincerely, J. Keith Motley, PhD Chancellor, UMass Boston


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CONTENTS

..................................................................................................................................................... 2

Letter of Promulgation .................................................................................................................... 2

Preface: Creating a Culture of Preparedness .................................................................................. 5

A Plan for the Entire UMass Boston Community ........................................................................ 5

Continuous Improvement for Resilience .................................................................................... 5

Comprehensive Emergency Preparedness in Four Phases ......................................................... 6

Mitigation .................................................................................................................................... 6

Preparedness .............................................................................................................................. 6

Response ..................................................................................................................................... 6

Recovery ...................................................................................................................................... 6

Timeline of Emergency Management Activities ......................................................................... 7

Training and Exercise Cycle ......................................................................................................... 7

Section 2: Emergency Operations Plan Fundamentals .................................................................. 8

Policy Statement ......................................................................................................................... 8

Authorities .................................................................................................................................. 8

Purpose and Objectives .............................................................................................................. 8

Emergency Operations Plan Format ........................................................................................... 9

Maintenance and Distribution .................................................................................................... 9

A Living Document .................................................................................................................... 10

Section 2: Concept of Operations ................................................................................................. 11

Level 5: Routine Response ........................................................................................................ 11

(Examples: motor vehicle accident with injuries, burst pipe resulting in limited outages, patient with chest pains transported to hospital from UHS, minor chemical spill in lab.) ...... 11

Level 4: Crisis Response Team ................................................................................................. 12

(Examples: Potential measles outbreak, IT failure, building fire, structural failure that causes serious injury or disruption of services, severe winter storm, hurricane.)................... 12

Level 3: Campus-Based Incident Command System ................................................................. 12

(Examples: Similar to Level 4, but with more widespread or long-term impact) ............. 12

Policy Group: ............................................................................................................................. 12

Incident Commander: ............................................................................................................... 12


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Functional ICS Groups ............................................................................................................... 13

Operations ......................................................................................................................... 13

Planning.............................................................................................................................. 13

Logistics/Finance ................................................................................................................ 13

Level 2: Incident Command System-Unified/External Command ........................................... 13

(Examples: Active shooter, major violent protest, large building fire, terrorist act) ....... 13

Level 1: Catastrophic Event ...................................................................................................... 13

(Examples: terror incident, plane crash into a campus building, Earthquake) ................. 13

Section 3: Space Requirements .................................................................................................... 14

The EOC ..................................................................................................................................... 14

Policy Group .............................................................................................................................. 14

Public Information Center/Call Center ..................................................................................... 14

Command Post/Staging Areas .................................................................................................. 15

Space Marking and Perimeter Security .................................................................................... 15

Section 4: Annex Plans and Additional Resources ....................................................................... 16


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Preparedness

Response

Recovery

Mitigation

PREFACE: CREATING A CULTURE OF PREPAREDNESS

A Plan for the Entire UMass Boston Community This plan has been designed to meet the needs of all members of the UMass Boston community, including persons with disabilities, health concerns, and mental health difficulties. Other special populations have been taken into consideration, including schoolchildren and others who are visitors to our campus.

Continuous Improvement for Resilience The University of Massachusetts Boston has adopted an all-hazards approach to emergency preparedness, following the four-part cycle of emergency management: Preparedness, Response, Recovery, and Mitigation. All phases are highly interconnected. The cycle as a whole is an ongoing process, just as the plan is a dynamic document that requires continuous updating. This plan addresses emergency preparedness in these distinct, yet connected, phases while at the same time focusing university efforts more generally to become more resilient, flexible, collaborative, and sustainable. This plan is to be integrated with Strategic Planning, Continuity Planning, and Master Planning efforts.

All-Hazards Approach

Collaboration Resilience

Flexibility Sustainability


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Comprehensive Emergency Preparedness in Four Phases This plan assumes that the following activities will be undertaken in an ongoing and overlapping cycle of four phases of emergency management:

Mitigation Mitigation efforts are undertaken to eliminate, reduce the probability of or lessen the consequences of unavoidable hazards and vulnerabilities. Mitigation efforts include:

Annual Threat and Vulnerability Assessment

Crime Prevention through Environmental Design (CPTED) and other crime prevention programs.

Providing “Timely Warnings,” per Clery Act requirements

Securing mitigation grant funds. Preparedness Preparedness efforts develop the response capabilities of the campus:

A multi-year training and exercise plan based on agreed-upon objectives and rooted in the H-SEEP system for exercise development and improvement planning.

Providing appropriate equipment for emergency response.

Collaborative planning and testing of plans for response and recovery. This includes the EOP plans, Annex plans, COOP plans, checklists, and SOPs.

Implementation of ICS through integrated planning, training and exercising, including collaborative efforts with other universities and involving outside response agencies.

Response Response activities are guided by the framework provided in this plan. They include:

Determining emergency level.

Following departmental SOPs, where appropriate.

Activating the Emergency Operations Center.

Notifying the Public Information Officer (PIO). Recovery While departments such as Public Safety, Facilities Management, University Health Services and and Environmental Health and Safety undertake response activities to stabilize an emergency, most university department response will pertain to recovery operations. These include:

Activating COOP/disaster recovery plans.

Migrating classes online or to alternate classroom space.

Providing appropriate communications to the campus community.

Seeking recovery assistance pursuant to the Stafford Act through the Federal Government.

All-Hazards Approach

Collaboration Resilience

Flexibility Sustainability


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Timeline of Emergency Management Activities

-------------------------Ongoing planning, training, exercising-----------------------------------------------

Training and Exercise Cycle Integrated into the ongoing timeline for emergency planning is a multi-year

training and exercise program. The University’s training and exercise

programs are administered by The University of Massachusetts Boston

Office of Safety Planning, in coordination with the University of

Massachusetts Boston Department of Public Safety and local emergency

response agencies.

A regular schedule of training and exercises based on university objectives is

offered as an Annex to this document. Exercises are conducted according to

the framework and standards set by the Federal government’s Homeland

Security Exercise Evaluation Program (HSEEP).

The training and exercise program follows the building block approach of

working towards complexity through incremental steps, from seminars

workshops and tabletop exercises and drills to functional and full-scale

exercises.

Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

Threat and Vulnerability

EOP Review

COOP Planning

SOURCE: FEMA

EOP Revision


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SECTION 2: EMERGENCY OPERATIONS PLAN FUNDAMENTALS

Policy Statement The UMass Boston Emergency Operations Plan (EOP) has been designed to assist administrators in times of campus emergencies. The university procedure contained herein will be followed by all university community members. The Vice Chancellor for Administration and Finance must approve any exception to these emergency response procedures. All requests for procedural changes, suggestions, or recommendations will be submitted in writing to the Vice Chancellor for Administration and Finance/Office of Safety Planning. Current emergency procedures shall remain in place provided they do not conflict with the basic procedures and policies contained within this document. The plan will be reviewed, at a minimum, annually to ensure attention by the community and relevance of the procedures.

Authorities This plan is promulgated under the authority of the Chancellor and managed under the Vice Chancellor Administration and Finance at the University of Massachusetts Boston, guided by the policies of the University of Massachusetts President’s Office and the University of Massachusetts Board of Trustees. Federal Authorities include the Robert T. Stafford Disaster Relief and Emergency Assistance Act, PL 93-288, as amended by PL 100-707, Title III of the Superfund Amendments and Reauthorization Act of 1986 (SARA), PL 99-499 as amended, Code of Federal Regulations (CFR), Title 44. Emergency Management Assistance, and Homeland Security Presidential Directives 5 and 7. State authorities include: Massachusetts Executive Order Number 469, 2005.

Purpose and Objectives While this EOP addresses all phases of emergency management, it focuses primarily on the response phase, providing a management structure, key responsibilities, emergency assignments, and general procedures to follow during and immediately after an emergency affecting the university community. This plan is designed to protect and preserve human life, health and well-being, to minimize disruption of scholarly and business activities, and to protect university resources, facilities and the natural environment. The achievement of these goals relies upon the consistent and disciplined planning, training, and exercising by an inclusive university-wide team, adherence to the plan itself.

Scope

This plan applies to all colleges, divisions, departments, programs, research centers, administrative units of the University. The plan includes procedures for responding to a range of levels of emergency regardless of size, type or complexity. Nothing in this plan should be construed in a manner that limits the use of good judgment and common sense in matters not foreseen or covered by the elements of this plan or its appendices. Individual departments


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within the university are encouraged to develop their own internal plans for department-specific emergencies. Departmental plans may be used to supplement the EOP, but do not supersede it, and where conflict arises, the university plan will take precedence. Where the University occupies space maintained by other entities, the emergency plans for those entities supersede this plan.

The university will cooperate with federal, state and local emergency management agencies and other responders in the development, implementation and execution of its emergency response. This plan and organization shall be subordinate to State and Federal plans during a disaster declaration by those authorities. This plan is intended to ensure compliance with applicable state, local, and federal regulations and cooperation with first responders charged with disaster control.

Emergency Operations Plan Format This Emergency Operations Plan includes two basic sections, followed by annex plans and supporting materials. Continuity of Operations (COOP) plans are maintained under a separate cover. Emergency Response Guide topics are included on the safety.umb.edu website and on campus posters.

Maintenance and Distribution This plan is to be revised annually. Revisions are to be informed by the results of drills, exercises and incident debriefings, wherever appropriate, as well as by the annual October Threat and Vulnerability Assessment. This plan is sent to the Inclement weather (Snow) Contact List and Fire Safety Volunteer Contact List. It is also posted on the safety.umb.edu website and distributed to the following annually:

Chancellor

Administration and Finance/Directors

Provost/Academic Affairs

Government Relations and Public Affairs/Department of Communications

Athletics, Recreation and Special Projects and Programs

Student Affairs (Including University Health Services and the Department of Public Safety)

Information Technology

Institutional Research

Human Resources

College of Education and Human Development Dean

College of Liberal Arts Dean

College of Management Dean

College of Nursing and Health Sciences Dean

College of Public and Community Service Dean

College of Science and Mathematics Dean

Graduate Studies Dean

University College Dean


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A Living Document This plan is designed to be a living document that is tested and revised annually in response to lessons learned during training sessions, ongoing threat assessments and acknowledged best practices in the larger university crisis planning community. Ongoing planning, training, and exercising are critical in pushing this document forward and enhancing the overall emergency preparedness of the university.


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SECTION 2: CONCEPT OF OPERATIONS

The EOP is activated when the Chancellor or his designee declares a campus emergency. The Safety Planning Coordinator is notified and, in turn, notifies the emergency response team, as needed, via the emergency notification system. If outside first-responders are on-scene trained staff will integrate with the ICS sections established, including the Policy Group, the Public Information Officer (PIO) and Liaison and Safety Officers.

This all-hazards plan is based on a five-level scale of emergencies, which is aligned with the scale used by MEMA. This plan proposes use of the Incident Command System for major events, in compliance with the National Incident Management System (NIMS). It also proposes a crisis response team approach for incidents of smaller scale, in accordance with previous crisis management strategies. (Please see graphic below).

The following section outlines the crisis levels in reverse order, from Level 5 to Level 1, in order of most commonly occurring to the extreme of the least common occurrence, which is a Level 1 catastrophe.

Level 5: Routine Response (Examples: motor vehicle accident with injuries, burst pipe resulting in limited outages, patient with chest

pains transported to hospital from UHS, minor chemical spill in lab.)

Emergencies warranting routine response are handled at the department level. Responding departments handle the emergency, restore stability, and make appropriate notifications. Special care should be taken to include Communications in notifications if the emergency is likely to attract media attention.

Level 1-Catastrophic

Level 2 - Unified Command (BPD, BFD, EMS)

Level 3 - Campus-based ICS,

EOC Activation

Level 4- Campus Crisis Committee Response

Format

Level 5 - Routine Response

Level 3: ICS Decision Point

Customary Response

ICS


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Level 4: Crisis Response Team (Examples: Potential measles outbreak, IT failure, building fire, structural failure that causes serious

injury or disruption of services, severe winter storm, hurricane.)

Response staff aware of an emergency that affects multiple departments and areas of the university shall notify their Vice Chancellor, who notifies the Chancellor and then calls a meeting of the crisis response team. This team typically includes representation from the following areas, as appropriate. The team is chaired by the Vice Chancellor whose area is most affected by the emergency. The team reports progress back to the Chancellor and Executive Staff as appropriate.

Provost’s Office (IT, OITA)

Administration and Finance (Safety, Risk Management, EHS, Fire/Life Safety, Facilities, CSC, HR, Management, Campus Services)

GRPA (Communications)

Student Affairs (DPS, UHS/UHS Counseling)

Enrollment Management (Registrar)

Diversity and Inclusion (ADA Compliance)

Other response areas, as appropriate

Level 3: Campus-Based Incident Command System (Examples: Similar to Level 4, but with more widespread or long-term impact)

If the Crisis Response team determines that the impact of the emergency is too great to be handled by a single team working as a committee, Incident Command System teams will be formed to allow for separate operational, planning, logistics, and finance activities.

Policy Group:

Membership: Chancellor’s Office and Executive Staff

Sets overarching response priorities and strategic goals and objectives.

Receives regular briefings from EOC manager or designee regarding on-scene tactical operations.

Issues public information reports (with assistance from PIO).

Communicates with external stakeholders, including university and government officials, with the assistance of the Liaison Officer (GRPA) and PIO (Communciations).

Signals the activation of COOP plans and oversees recovery effort.

Incident Commander:

Typically would be highest-ranking staff member of department most responsible for the specific incident.

Directs tactical response to emergency

Assisted by Deputy Incident Commander

Provides regular status update briefings to Policy Group/PIO

Oversees functional ICS groups (listed below)

Is advised by Safety Officer regarding the safety of the emergency response and larger campus community


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Functional ICS Groups

Operations – Supports on-scene tactical response in the moment. Determines staging areas, perimeters, operational periods, etc. Provides current briefings. Requests resources from Logistics. (Likely to be staffed from the same department that reports to the IC, with others as appropriate. )

Planning – Receives briefings from IC/Operations. Develops plans for the next operational period. IC approves or rejects plans, conveys plans to Policy Group for approval. (Staffed with people from the main response department and others as appropriate. )

Logistics/Finance – Assists with space requests, purchasing, timekeeping, orders food/refreshments for Policy Group/EOC if 24/7 operation, works with Planning to anticipate future logistical needs. (Staffed by experts in procurement and campus services as well as IT.)

Level 2: Incident Command System-Unified/External Command (Examples: Active shooter, major violent protest, large building fire, terrorist act)

A Level 2 incident is an event so large that it necessitates significant response from external agencies. We are informed by Boston Emergency Management that most major incidents involving first responders on campus will involve use of the Incident Command System. The UMass Boston plan is to integrate response teams where useful, maintaining the Policy Group to ensure that the University’s interests are represented in response efforts. These interests include:

Health and well-being of members of the campus community o Student/Staff care o Psychological First Aid o Relocation assistance for displaced students o Other assistance as needed

Preservation of university resources; instructional, research and business continuity

Preservation of university reputation

Level 1: Catastrophic Event (Examples: terror incident, plane crash into a campus building, Earthquake)

Recent global events all too vividly illustrate the enormity of this category of event. Response is necessarily shared and recovery becomes a long-term project.


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SECTION 3: SPACE REQUIREMENTS

The EOC The Emergency Operations Center provides a central clearing/control point to assess the emergency situation, set priorities, and coordinate the disaster response operations. The University of Massachusetts Boston has identified the Chancellor’s Conference Room in the Quinn Building to function as the campus Emergency Operations Center. Backup locations include Campus Center Alumni Lounge or Clark Center Creative Rooms. Depending upon the scope of the crisis, alternate locations may be sought at the President’s Office, or from another location to be determined. In addition to IT resources to support response, the EOC facility should include facilities necessary for a 24/7 response, including cots, and access to kitchen and shower facilities.

Policy Group The Policy Group requires a private meeting space with adequate IT resources, with special attention to media monitoring and communications requirements.

Public Information Center/Call Center The PIO and his staff require office space close to the Policy Group for media relations activities. If a public information line is required, a Call Center may be established in University Health Services, Customer Service or other designated space to handle public information calls, with the support of IT/Telecom.

EOC Policy Group Conference Public Information Center

Requirements Building plans, EOP annexes, ICS forms, 5-7 computers, internet access, projection capability, 2 printers, office supplies, 7-10 phone lines, DPS radio, Cable TV. Access to food and facilities.

Privacy, meeting space, computers. Office Supplies. Cable TV Projection for teleconferencing/web meetings. Access to food and facilities. Administrative support.

Proximity to Policy Group. 4-5 computers, 1 printer, internet capability, cable TV, fax. 5-10 phone lines. Staffing for public information lines. Access to food and facilities. Administrative support.

Location 1 Chancellor’s Conference Room

Chancellor’s Office Customer Service Center, Quinn 2

Alternate Location

One Stop, Campus Center UL

Alumni Lounge, Campus Center 2

Admissions Office, Campus Center UL

Possible Off-campus sites

BC High, Harbor Point, Commonwealth Museum.




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Command Post/Staging Areas The Incident Commander will establish a Command Post on-scene and, with the assistance of DPS and P&T, identify Staging Areas, which are temporary locations where response personnel and equipment are kept while waiting for tactical assignments.

Space Marking and Perimeter Security Spaces used on campus for emergency response may need to be marked as in use or otherwise unavailable. Other areas may need to be identified as off-limits. The Customer Servie Center will provide signage as requested. Department of Public Safety will provide perimeter security.


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SECTION 4: ANNEX PLANS AND ADDITIONAL RESOURCES

Annex Plans to this Emergency Operations Plan include:

Active Shooter Response and Mitigation Plan

Bomb Threat Response Plan

Crisis Communications Plan

Death Notification Procedure

Distressed and Distressing Protocol for Employees

Distressed and Distressing Protocol for Students

Earthquake Plan

Emergency Fire Response Procedures

Emergency Notification Policy

Evacuation Procedures (building and campus-wide)

Hurricane Plan

Inclement Weather Plan

Lab Safety Plan

Medical Emergency Procedures

Multi-Year Training and Exercise Plan

Pandemic Plan

Shelter Plan

UMass Boston Integrated Chemical Hygiene and Environmental Management Plan

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