EMERGENCY RESPONSE PLANNING Presented by: Kevin Bennett Emergency Management Coordinator March 2009

What is Emergency Response Planning? Defines organization of emergency response efforts at all levels of the University Identifies potential hazards and threats Facilitates effective preparedness, response, recovery, and mitigation Addresses Life and Health Safety Concerns Identifies Mission Critical Resources, Functions, and Personnel Includes Business Recovery Plans (Continuity of Operations [COOP]) Incorporates the concepts of ICS (Incidence Command Structure) National Incident Management System (NIMS) Uses an “All-hazards” approach Provides for Ongoing Exercises, Training, Hazard Mitigation, Plan Revision “Commonalities among all types of man-made and natural disasters suggest strongly that many of the same management strategies will apply to all such emergencies. So in a real sense, planning for one means planning for all.” (FEMA) Disaster can strike UAHuntsville. We all hope that our University will be spared, but hope alone will not protect our campus community. Disasters do not simply happen one day and disappear the next. Emergencies often evolve rapidly and can become too complex for effective improvisation. This University can only successfully discharge its emergency management responsibilities by taking specific actions beforehand. As the Powers of 10 efforts continue to grow the UAHuntsville community, it is increasingly important to have a comprehensive plan that will protect lives and property in the event of a natural or man-made disaster. The University should be ready to quickly and effectively respond if a disaster occurs. A prompt and well-executed response could literally save lives, property, and valuable research data. Continuity of Operations Planning, which is an integral part of an ERP, will ensure that the University’s key missions – education and research – continue after an emergency situation. Without a sound business recovery plan, unnecessary delays, confusion, and loss of valuable resources may result. Disasters happen on university campuses every year. Fire, flood, tornado, snow, and ice are real natural threats. Criminal acts and possibly even acts of terrorism are also threat issues that face every university. Ask yourself right now: “Is my department prepared to continue operations if we are unable to enter our building? Can we continue operations if key personnel are unavailable or incapacitated?” “Are we prepared to provide shelter to students if a housing structure is damaged? Can we provide shelter in the event of a snow/ice storm and loss of electricity?” These and many other contingencies are issues that Emergency Response Planning will address.

Why Develop an Emergency Response Plan? Protect Lives and Property Emergency Response Planning Protects the University Community Student, Faculty, and Staff Safety Equipment and Property Protect the University’s Mission Minimize Disruption of Services Ensure Critical Functions Resume Quickly Speed Recovery and Return to Full Operations State and Federal Mandates Emergency Preparedness mandated by Governor and by Presidential Directive ACHE and SACS Reviewing Emergency Preparedness and Training It COULD Happen Here UAHuntsville Not Immune to Natural and Man-made Disasters Threats Include: Fire, Flood, Severe Weather/Tornadoes, Criminal Act

Components of Emergency Response Plans Preparedness Response Recovery Mitigation

Four Components of Emergency Response Plans “Disasters do not just appear one day and go away the next. . . . they have . . . an ‘occurrence cycle.’ This cycle entails a series of management phases that include strategies to mitigate hazards and prepare for, respond to, and recover from emergencies and their effects.” (FEMA) 1. Preparedness Plans and Preparations for Contingencies Save Lives and Property Facilitate Response & Recovery Operations Training and Exercises 2. Response Actions Taken During and Immediately Following an Incident Save Lives Minimize Property Damage Communicate

Four Components of Emergency Response Plans 3. Recovery Actions Taken Following a Disaster Declaration Resumption of Critical Services Return to Normal or Improved Operations 4. Mitigation and Prevention Sustained Activities Intended to Reduce Risk Eliminate or Reduce Chance of Disaster Occurrence Eliminate or reduce the Effects of Disasters Reduce Exposure to Liability Minimize Disruption of Services Speed Recovery of Vital Functions after a Disaster

Emergency Response Planning Phases Resource Organization Hazard Identification and Threat (Risk) Assessment Mitigation Planning Adoption and Implementation

Four Phases of Emergency Response Planning 1. Identify and Organize and Resources Identify and Involve Key Personnel and Stakeholders Administration Faculty Students Identify Key Assets and Critical Functions Prioritize Functions (Critical, Recommended, Non-essential) Facilities Equipment Personnel Departments Identify Key Positions Determine Training Requirements for Key Positions Intangible (Knowledge, Research, Data, Patents, etc.)

Four Phases of Emergency Response Planning 2. Hazard/Threat Identification and Risk Assessment Identify Potential Hazards Risks to Campus (Hazard Types) Probability of Hazard Vulnerable Assets Impact of Hazards How Long Without Critical Functions Until Mission Compromised? 3. Develop Mitigation Plan Determine Priorities (Health/Safety, Critical Functions) Find Ways to Avoid or Minimize Hazard Risks and/or Effects Develop Continuity of Operations Plan (COOP) Target Outcomes Ensure University Mission Continues Develop Multiple Scenario Responses

Four Phases of Emergency Response Planning 4. Adoption and Implementation Formal Adoption by Administration and Colleges Signed into Effect by President Integrated into Departmental Policies & Procedures Implementation of Planning Objectives Mitigation Efforts Training Exercises Establish Mechanisms for Maintaining and Updating Plan Minimum of Annual Reviews at all Levels Revisions When Department/Center/College Structure Changes

COOP Planning Guidelines Introduction and Execution Elements of the Plan Conclusion Resources

COOP Planning Guidelines 1. Introduction and Execution Establish Departmental Priorities Align with University Mission and Priorities Consider Life Safety to be First Priority Identify Circumstances Which Require Plan Activation Establish Authority and Responsibility for Activation Specify Method(s) for Plan Activation Develop Plan Specific to Your Department Identify and Assign Planning Personnel Monitor Plan Development and Maintenance Ensure Plans Reflect Current Organizational Structure, Mission

COOP Planning Guidelines 2. Elements of the Plan Assumptions Critical Functions List of Required Resources Dependencies and Interdependencies Alternatives and Redundancies Recovery and Restoration Communications Financial Components Who has authority to purchase? Who will track and maintain financial records for response/recovery Implementation Schedule for Reviews Responsibilities for Updates Plan Dissemination

COOP Planning Guidelines 3. Conclusion COOP Planning Identifies Resources and Functions Critical Job Functions Alternative Methods to Maintain Operations after Disruptions COOP Specifically Addresses What Critical Functions Are How Functions Are Normally Done Realistic Alternatives Recovery Goals and Processes Realistic Assumptions Communication Methods System for Implementing Plan Financial Management of Planning and Recovery Includes Methods for Update, Testing, and Evaluation

COOP Planning Guidelines 4. Planning Resources UAHuntsville ERP Website http://facilities.uah.edu/erp Examples, Instructions, Forms, Templates, Training Materials FEMA and the National Incident Management System http://www.fema.gov/emergency/nims/ Information Training US Department of Education – Emergency Planning http://www.ed.gov/admins/lead/safety/emergencyplan/ US Department of Homeland Security – “Ready” Program http://www.ready.gov

National Incident Management System (NIMS) Introduction Components Incident Command System Resources

National Incident Management System 1. NIMS Introduction Comprehensive Approach to Crisis Planning and Response Flexible System With Core Concepts, Principles, Procedures, Processes Provides Framework for Responding Agencies to Operate Together Allows Joint Management of Incidents Incorporates Incident Command System (ICS) Scalable Incident Command Structure Agencies Receiving Federal Preparedness Funding Must Be NIMS Compliant Compliance Mandated by Governor Riley for all State Agencies Compliance Efforts Reported Annually to State and FEMA ACHE Recognizes US Dept. of Ed Guidelines for Higher Education Compliance

National Incident Management System 4. NIMS and ICS Resources UAHuntsville ERP Website http://facilities.uah.edu/erp Reference and Training Materials, Links to FEMA Training Courses FEMA Emergency Management Institute http://training.fema.gov/IS/crslist.asp Online Self-Study NIMS, ICS, and COOP Certificate Courses US Department of Education http://facilities.uah.edu/erp/documents/NIMS_EDintro.pdf - NIMS Intro http://rems.ed.gov/index.cfm?event=NIMS – NIMS Implementation http://rems.ed.gov/views/documents/REMS_ActionGuide.pdf - Emergency Management Action Guide for Higher Education Alabama Commission on Higher Education (ACHE) – NIMS http://www.ache.alabama.gov/Colleges&Universities/NIMS/Index.htm

Emergency Preparedness Training Requirements National Incident Management System (NIMS) and Incident Command System (ICS) Emergency Response Plans Training Continuity of Operations Planning Training

Training Requirements – National Incident Management System (NIMS) 1. Identify and Categorize Key Personnel UAHuntsville has Adopted US Dept of Ed Recommendations Key Personnel General Role (any planning, response, or recovery roles) Critical Role (critical response, recovery role) Leadership Role (command/management during crisis) Non-Essential Personnel 2. Implement NIMS Training Training Completion – All Personnel – 90 days from Planning Kickoff New Hires, Transfers, Promotions complete within 90 days of start date Self-Study Courses Available Online Level of Training Determined by NIMS / ICS Classification Contact Emergency Mgmt Coordinator for Current Requirements

Training Requirements – Emergency Response Plans 1. Regular Drills and Exercises Conduct Regular Drills for Emergency Action Plans Lockdown Fire/Evacuation Shelter-in-place Conduct and Participate in Annual Exercises for COOP Plans Tabletop Functional Full-Scale 2. Provide Emergency Response Training to Current Employees, New Hires, Transfers Emergency Action Plans and Procedures Roles and Responsibilities During Emergencies Roles and Responsibilities During Business Recovery Situations Location of Written EAP and COOP Plan Documents

Training Requirements – Continuity of Operations (COOP) Planning 1. Personnel Directly Involved in Plan Development and Maintenance FEMA Self-Study Course IS-547 – Introduction to COOP Department Heads Planners 2. Personnel Included in Response / Recovery Plans FEMA Self-Study Course IS-546 – COOP Overview Any general, non-leadership role in planning, response, recovery and not specifically named in higher level requirements Does not include non-essential personnel

Questions? Contact: Kevin Bennett Emergency Management Coordinator Facilities and Operations JRC 157 (256) 824-6875 kevin.bennett@uah.edu