Lessons Learned of a Constructive Action for Future Application: An All Hazards Response Plan for Higher Education Institutions and Neighboring Communities Thomas Carey, M.S. Adjunct Professor Metropolitan College of New York George Lamarre, MPA Metropolitan College of New York (Alumni) Michael Agnew,MPA Assistant Director Safety and Security New York Law School

Constructive Action Purpose 2: Identification of Organizational Disaster Needs/Field Experience (5 credits) Purpose 3: Initiating and Managing a Disaster Recovery Plan/Field Experience (5 credits) Purpose 4: Long Range Planning for Disaster Management/Field Experience (5 credits) 27/11/11NYLS and MCNY Disaster Preparedness

Planning Teams NYLS Hazard Vulnerability Analysis (HVA) NYLS Disaster Response Plan (DRP) NYLS Emergency Operations Plan (EOP) NYLS Continuity of Operations Plan (COOP) 3 NYC VOAD Case Management Plan 7/11/11NYLS and MCNY Disaster Preparedness

Emergency Management key documents Risk Analysis Report Emergency Operations Plan Continuity of Operations Plan Pandemic Influenza Annex (and other Annexes) Annual Report of Campus Security Policies and Procedures Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act Fire & Evacuation Plan Disaster Recovery Plan

RISK ANALYSIS BRANCH TASK o Create a Hazard Risk Analysis Report for New York Law School (NYLS). o Collaborative effort between both schools. o MCNY Risk Analysis Branch and NYLS Disaster Planning Group

RISK ANALYSIS BRANCH MISSION o Identify and prioritize 10 likely natural, systematic and man made hazards. All hazards approach Avoid laundry list Research

RISK ANALYSIS BRANCH GOAL o Provide a basis for NYLS to prepare and mitigate all hazards that threaten the campus community. o Set the conditions for an appropriate response and rapid recovery from a disastrous event

BAD THINGS HAPPEN TO UNIVERSITIES AND COMMUNITIES

Previous Hazards and Emergencies affecting NYLS Fires – 1992 & 2001 Bomb Threats – 1998 & Transit Strike 1999 Partial Power Outage September 11, Data / Telecom Outage 2003 New York City Blackout Water Main Breaks – 2003, 2004 & Speaker Protest Medical Emergencies Weather Emergencies 7/11/11NYLS and MCNY Disaster Preparedness9

METHODOLOGY EXPLAINED o Key Points: Methodology is currently in use Utilized to assess hazards in 110 California Community Colleges.

METHODOLOGY EXPLAINED o Self calculating Risk and Vulnerability Assessment. o Excel Matrix format tool that constitutes a “living document”. – Key points ― Asks questions and rates hazards based on responses. ― Can be easily modified to mitigate and prepare for the latest threat. ― Setting the conditions for an appropriate response and rapid recovery.

HAZARDS-NY (HAZ-NY) Matrix 7/11/11NYLS and MCNY Disaster Preparedness12

Emergency Planning Process Identify Hazards and Conduct Risk Assessment Develop the Emergency Operations Plan Adopt, Implement, Test, and Train to the Emergency Operations Plan Maintain and Update the Emergency Operations Plan

Emergency Operations Plan Branch Mission Emphasize advance preparation and teamwork Establish and maintain effective communication channels Foster an environment of continuous improvement through leadership

Emergency Operations Plan Branch Purpose Provide general guidance and specific direction Preparedness Response Communication disciplines

Emergency Operations Plan Branch Scope The Emergency Operations Plan is an all-hazards plan. It identifies responsible individuals and guides response and recovery actions. The Emergency Operations Plan is designed for all Law School buildings. It applies to a broad range of incidents and may also be utilized during major incidents that occur adjacent to the Law School, but do not directly impact the physical facilities. In this scenario, New York Law School would coordinate emergency information and provide support services.

Emergency Operations Plan Branch Basic plan Section 1: Plan Fundamentals Section 2: Command, Control and Coordination Section 3: Phases of Emergency Management Section 4: Emergency Operations Plan Section 5: Emergency Management Programs Section 6: Training and Exercises Section 7: Plan Maintenance and Distribution Section 8: Functional Annexes Section 9: Hazard Specific Appendices

Unified Command 7/11/11NYLS and MCNY Disaster Preparedness18 Incident TypePrimary Department Potential Primary Department / Subject Matter Experts Con Edison Substation IncidentSecurity, Maintenance FireSecurity, Maintenance TerrorismSecurity, MaintenanceMarketing Disease Outbreak and PandemicSecurity, Student Life, ITStudent Life, Registrar, Academic Affairs Coastal Storm and HurricaneSecurity, MaintenanceMarketing, Registrar, Student Life, Academic Affairs FloodSecurity, Maintenance Active Shooter IncidentSecurity, Student LifeAcademic Affairs, Human Resources, Marketing Power OutageSecurity, Maintenance, IT Winter StormSecurity, MaintenanceMarketing, Registrar, Student Life, Academic Affairs Bomb ThreatSecurityMarketing, Registrar, Student Life, Academic Affairs Chemical ReleaseSecurity, Maintenance

Continuity of Operations Plan Branch Task o Develop a plan that delineates the plan to continue the essential functions. o Create a pandemic influenza annex for NYLS. o Identify essential functions and key personnel. o Identify existing continuity efforts. o Collaborate with NYLS Disaster Planning Group.

Continuity of Operations Plan Branch Mission o Continue the following essential functions in emergencies: Priority 1Life Safety Priority 2Preservation of Property Priority 3Communications Priority 4Academic and General Operations

Continuity of Operations Plan Branch Goal o Provide a framework and a strategy: Flexible Scalable Adjusted based on severity of event, personnel affected

Continuity of Operations Plan

Propst, R. (2006). Enhancing Disaster Management Through an All-Hazards Continuity-of-Operations Continuum. Retrieved on November 27, 2011 from

Plan Levels Level 1 Full Activation Major disruption involving campus-wide participation Level 2 Partial Activation Major disruption to a sizable portion of campus Level 3 Alert Minor local incident managed with campus resources – no plan activation

Recommended Test Schedule o All season testing of notification systems o Including text, and alarm systems o Evaluate timeliness of notification system(s) o Evaluate effectiveness of notification system(s) o Evaluate clarity of alarm and announcements

Training Schedule o New employees o Orientation and training provided within 30 days of appointment o All departmental leaders to schedule staff participation in trainings and exercises o Annual in-service refresher training

Annual Exercise Plan o Conduct internal exercises o Coordinate with local and State authorities o Participate and support interagency exercise efforts in New York City

COOP Plan Maintenance o Assistant Director of Safety and Security o Manages and maintains plan o Reviews plan for accuracy o Departmental update required yearly o Or upon implementation/exercise of plan

Pandemic Influenza Annex o Covers pandemic influenza planning affecting the New York Law School’s campus. o Intended as a tool to assist in planning efforts for an influenza outbreak

Pandemic Influenza Annex Goal Provide a plan as part of a continuous process that seeks to prevent, mitigate, and prepare for pandemic and other health emergencies

Lessons Learned Specific points of view: Professor/Project Manager Student/Branch Chief Client/NYLS Future Applications of the CA: NYLS MCNY

The Clery Act T he Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act Title IV Institutions Have and Disclose Emergency Response and Evacuation Procedures In Response to Significant Emergency or Dangerous Threat Immediate Threat to Health or Safety Students and Employees on Campus Preparedness for emergencies

IHEs Sanctions & Violations Institute of Higher Education U.S. Department of Education fines VA Tech fined $55,000 University of Vermont University of Northern Iowa

Other Standards Being Applied The Robert T. Stafford Disaster Relief and Emergency Assistance Act (Public Law ) as amended, and Related Authorities as of June 2007 The Disaster Mitigation Act (DMA) of 2000 (Public Law , as amended) Post-Katrina Emergency Management Reform Act of 2006

Resources Federal Emergency Management Agency (FEMA), Mitigation Resources for Success, FEMA 372. FEMA, Getting Started, Building Support for Mitigation Planning, FEMA 386-1, FEMA CD. FEMA, Understanding Your Risks, Identifying Hazards and Estimating Losses, FEMA 386-2, FEMA 386-2CD. FEMA, Developing the Mitigation Plan, Identifying Mitigation Actions and Implementation Strategies, FEMA 386-3, FEMA 386-3CD. FEMA, Bringing the Plan to Life, Assuring the Success of the Hazard Mitigation Plan, FEMA 386-4, FEMA 386-4CD. National Oceanic and Atmospheric Administration, Community Vulnerability Assessment Tool, University of California, Berkeley, Economic Benefits of a Disaster-resistant University: Earthquake Loss Estimation for UC Berkeley, University of California, Berkeley, Seismic Protection of Laboratory Contents,