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

2. 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.

3. 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

4. Components of Emergency Response Plans
Preparedness
Response
Recovery
Mitigation

5. 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

6. 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

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

8. 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.)

9. 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

10. 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

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

12. 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

13. 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

14. 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

15. COOP Planning Guidelines
4. Planning Resources
UAHuntsville ERP Website
Examples, Instructions, Forms, Templates, Training Materials
FEMA and the National Incident Management System
Information
Training
US Department of Education – Emergency Planning
US Department of Homeland Security – “Ready” Program

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

17. 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

20. National Incident Management System
4. NIMS and ICS Resources
UAHuntsville ERP Website
Reference and Training Materials, Links to FEMA Training Courses
FEMA Emergency Management Institute
Online Self-Study NIMS, ICS, and COOP Certificate Courses
US Department of Education
- NIMS Intro
– NIMS Implementation
- Emergency Management Action Guide for Higher Education
Alabama Commission on Higher Education (ACHE) – NIMS

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

22. 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

23. 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

24. 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

25. Questions? Contact: Kevin Bennett Emergency Management Coordinator
Facilities and Operations
JRC 157
(256)