Emergency Response, Evacuation Procedures, and Recovery Plan
Revised September 16, 2009, August 6, 2010, August 30, 2011
Introduction
One sign of any institution 's strength and vitality is its ability to respond well in an emergency that could take an almost limitless number of forms. By definition, every emergency scenario cannot be predicted; a useful emergency response plan must be quickly adaptable to events as they unfold at the scene. The following plan, intended to deal with all hazards, designates areas of responsibility and defines the framework for responding to emergency situations. Under the outline plan, it will be necessary for individual departments to develop detailed response and continuity plans for situations unique to their areas of responsibility. The NECI response to an emergency needs to be quick, thorough, flexible, professional, supportive, and meet the changing demands of an event or group of events. With its response to the Colchester fire of 1993 and the 1992 and 2011 Montpelier floods, NECI has demonstrated its ability to deal with a variety of disasters in the past. This plan is designed to build on that inherent strength. Nothing in this plan shall be interpreted in a manner that impedes the use of good judgment and common sense in matters not foreseen or covered by the elements of the plan. In all cases, the plan shall be subordinate to State and Federal plans and procedures during a disaster declared by those authorities. The following document outlines the method by which the plan is activated, managed, and terminated. To that end, it describes the role of the Emergency Operations Group, it 's authority, and the roles of it 's members in dealing with an emergency.
Executive Authority
During an emergency (defined below), the President, Senior Vice President for Academics or Vice President for Administration and Finance (depending on availability), has the ultimate responsibility, authority, and accountability for declaring a "state of emergency", setting the direction for how the emergency will be managed, and making key executive decisions. He/she will be assisted by the Emergency Operations Group (key operational leaders). The EOG, working out of the Emergency Operations Center in Harris Hall, (or Dewey Hall as a backup) will be under the leadership of the Director of the EOG (selected by the President) working with the Senior VP for Academics, VP of Administration and Finance, Director of Academic Services and Accreditation, Director of Student Services, Director of Facilities, Director of Human Resources, Vice President for Food and Beverage, and Director of Risk Management (and others as assigned). Field operations are to be managed by a deputy(s) selected by the Director of the EOG. The makeup of the EOG may change based upon the nature of the emergency.
Assumptions
Since NECI is not considered a "Jurisdiction" by the Vermont Department of Emergency Management, it will be reliant on the Montpelier City police, fire, ambulance, and designated municipal emergency manager (Fire Chief) for emergencies at Level 3 and above.
Levels of Emergency Response
Level 1 – Is a minor department or building incident that can be handled by NECI personnel. This event might involve something like an internal leaking water pipe, or a minor building systems failure that would not impede operations.
Level 2 – Is an event involving a department or building incident that can be resolved by NECI personnel or outside contractors. This type of event would be of limited duration, with limited impact to the NECI community beyond the space or building impacted by event. An event at Level 2 might be a minor chemical spill, a minor fire extinguished by NECI personnel, or loss of heat or electricity for several hours.
Level 3 – EOC activates. Is an event that involves primarily people, rather than physical infrastructure. Incidents at this level may emerge as an isolated incident, but have the potential to quickly expand into a complex and multi-faceted campus crisis. Examples of this level of crises would include a student or intruder armed with a gun or knife, sexual assault, suicide, a group fight with multiple injuries, large scale dissent or disruption, hate crimes, or bomb threat.
Level 4 – EOC activates. Involves a major emergency that impacts a large portion of the NECI campus and/or surrounding community. At this level events might be single or multi-hazard, and require considerable and timely coordination within and outside of the NECI campus. Level 4 events might include immanent emergencies on campus or in the immediate community that could develop into a major crises or disaster. Examples of these events would include extended heat or electricity failure, severe storms, major fire, or contagious disease outbreak.
Level 5 - EOC activates. A catastrophic emergency involving the entire NECI campus and surrounding community, area, or state. Resolution of this type of emergency is beyond the solo response capability of NECI and the local community. (Examples would be major earthquake, hurricane, flood, pandemic flu, or act of terrorism).
Phases of an emergency
As defined by the National Incident Management System (NIMS), all major incidents have four distinct phases.
Crises Phase
The crises phase is usually characterized by confusion, panic, and a rush to, or from, the scene, with resulting tumult and gridlock. The goal of the first arriving NECI official in the crisis phase is to (in conjunction with municipal emergency responders):
- Limit the growth of the incident.
- Ensure the safety of the immediate community and first responders.
- Stabilize the scene.
The first arriving NECI official will assume field command, until relieved by a NECI designee of the EOG or by municipal first response personnel. Tasks, in conjunction with municipal first response personnel, will include:
- Establish communications (within the scene, and with the EOG) and control.
- Identify any danger zone.
- Establish an inner perimeter to secure the danger zone.
- Establish an outer perimeter to control access to the entire scene.
- Establish a scene field command post.
- Establish a staging area.
- Request needed resources.
Scene Management Phase
Larger emergencies present challenges to institution because there may be a need for multi-agency coordination with local, state, and possibly, federal resources. The primary goal of scene management is to gain control. If warranted by the size or nature of the emergency, the EOG will be activated and an Emergency Operations Center may be established to provide, or authorize additional resources.
Executive Management Phase
A transition to the executive management phase occurs when the size, scope and severity of the event is beyond the abilities of the scene command personnel to effectively manage. Level 4 and 5 emergencies will most likely require activating the EOG with approval from the President.
Termination and Recovery Phase
Once the emergency has been resolved and order restored, the goal of this phase is to ensure scene integrity and security. A plan is to be developed to assure transition to normal operations by coordinating with local, state and federal authorities. Scene response leaders are to prepare after-action and debriefing reports for submission to EOG. The EOG will prepare a summary document as a permanent record of the event. Counseling support should be available to staff, if appropriate, involved in the emergency.
Organization and Assignment of Responsibilities
Executive Authority
- President, (or Executive Cabinet as scope of incident, or President availability allows) (convener)
Roles
- Declare "state of emergency".
- Approve suspending of classes or closing of NECI (whole or part).
- Approve priorities and strategies for response/recovery.
- Approve temporary policies recommended by EOG.
- Approve financial resource allocations for recovery efforts.
- Execute contracts for restoration/relocation services.
- Advise NECI Board of Directors.
- Executive liaison with federal, state and local stakeholders.
- Approve return to normal operations at conclusion of recovery.
Emergency Operations Group (EOG) members
- EOG Director – Rob Hofmann – activates EOG and directs response and marketing role.
- Senior Vice President for Education – Kathleen Finck – deals with academic impact on students.
- Director of Student Services – Eric Keck – executes delivery of emergency student services.
- Director of Facilities – Will Colgan – deals with facilities/resource issues.
- Vice President for F&B – Kevin O'Connell – deals with F&B continuity.
- Director Risk Management – Eric Seidel – deals with insurance and corporate risk.
- Director of Marketing and Public Relations – deals with internal and external communications.
- Director of Information Services – Nik Znamenskis – administers emergency communications platforms.
- Director of Human Resources – Jennifer Zetarski – deals with employee ramifications.
- Vice President, Culinary Education – Paul Sorgule – deals with incident impact on operating kitchens.
- City of Montpelier Emergency Management Coordinator – (as appropriate) – liaison with NECI EOG.
Roles
- Gather, confirm and evaluate information from on-scene team.
- Identify resource needs.
- Deploy resource needs.
- Focus on business and educational continuity.
- Convey information to campus and local communities.
- Serve as link to City of Montpelier Emergency Management Team.
Emergency Operations Center (EOC)
In cases of emergencies at level 4 or 5, the Emergency Operation 's Group Director will activate an Emergency Operations Center (EOC) that will serve as the functional workspace for the EOG. This center will be Room 103 (Boardroom) in Harris Hall Or Dewey Hall (cafeteria), 118 Main, Alumni Hall or another location specified by the EOG Director). This space will contain telecommunication, data and video support. This center may operate for a few hours to a few days depending on the nature and severity of the emergency. Other NECI staff may be asked to join the EOG by the EOG Director as the situation requires. Representatives from municipal or state emergency response agencies may be asked to provide a representative to the NECI EOG.
EOG Support Group
| Academic Affairs | Identify and resolve instructional issues. Coordinate necessary faculty resources. |
| Corp Planning | Arrange for fit-up of temporary quarters. Provide repair estimates for damaged facilities. |
| EAP | Provide counseling services for students and staff. |
| Facilities | Secure damaged site, mitigate damage, and restore to function. |
| HR | Employee support. |
| Information Systems | Coordinate temporary phone, fax, and data services. Provide mass voice mail capability. Arrange for phone banks if required. |
| Marketing | Media relations including social media and identifying specific spokesperson depending on the nature of the emergency. |
| Purchasing | Obtain emergency goods and services. |
| Risk Manager | Identify cause and scope of loss. Coordinate with insurance adjustment. Coordinate with environmental authorities when required. |
| Student Services | Coordinate any disturbance to student life. Coordinate student and parent notification. |
Direction, Control and Coordination of an Emergency
1. When an emergency condition at Level 1 or Level 2 is discovered, it should be reported immediately to the Director of Student Services, Director of Facilities, Director of Operations, and Director of HR. Emergencies at these two levels can be handled by NECI staff.
2. When an emergency condition at Level 3 and above is discovered, it should be immediately reported to jurisdiction authorities by dialing 911. At this point The VP for Finance and Administration, Director of Facilities, Director of Student Services, or Vice President, Culinary Education (depending on nature and scope of the event) will request the activation of the Emergency Operations Group (or a subset thereof).
Response to Level 1 or Level 2 Incidents
Level 1 and 2 incidents are reported through normal NECI channels (Student Services, Facilities Operations, and Information Systems) and are handled through normal established SOPs.
Response to Level 3-5 Incidents
When a Level 3-5 emergency occurs, The Director of Student Services and the Director of Facilities, acting as Co-field commanders shall advise assembly and activation of the EOC To the President or EOG Director. In the absence of these two individuals, the President/CEO (or next senior officer) will nominate an EOC field commander.
Direction and Coordination of a Potential Emergency
When conditions warrant and the coming emergency situation (e.g., anticipated snow/ice storm) provides ample time, the EOC Director will assemble the EOG to formulate an emergency operations plan for recommendation to the President, or if President is not available, to the Executive Cabinet.
Declaration of an Emergency Condition
The President (or, in the President 's absence, a majority of the present and available Executive Cabinet) shall declare a state of NECI emergency when he(they) deem(s) it necessary to place into immediate effect emergency procedures and/or to close all or part of NECI. The President (or, in his absence the Executive Cabinet) shall declare an end to the state of emergency when appropriate.
Communications
Fast and accurate communication to the NECI community and beyond, during Level 3 though 5 emergencies is critical. Such communication may occur in several ways:
Emergency Notification System
NECI will activate its multi-modal alert system (e-mail, text messaging, voice-mail, paging, cell phones, land lines, SMS, twitter, etc) to be used to notify the NECI community of pending or current emergencies, and to provide direction (e.g., evacuation, closure or shelter in place) The EOG Director will obtain approval for emergency notification from the President or, in his absence the Executive Cabinet). The EOG Director will contact Director of IT to authorize activation of ENS. Any verbal message will immediately be followed up with text message or e-mail with exact message to be distributed. If Director of IT is unavailable, EOG Director will use IT pager (802-250-6205) to make contact with on-duty IT person. In the event that all other means of communications fail, the NECI call tree based on the Executive Cabinet will be activated. Each Cabinet member will contact his/her department heads, who will contact their employees, to the end point where all NECI employees have been contacted and provided with critical information.
Emergency Operations Information Line
A special Emergency Operations Information Line with a recorded message has been established and will be activated to help keep faculty, staff, students, parents, and the community at large updated regarding the emergency.
Voice Mail and E-Mail Broadcast Capability
As an alternative to the "ENS", broadcast voice-mail, or broadcast e-mail may be sent to everyone on campus with hardwired phones or computers.
Incoming Call Center
During an emergency of Level 3 or higher, or when the nature of the emergency suggests there will be an influx of phone inquiries concerning the wellbeing of faculty, staff, students, a special incoming 800 number exists which will be distributed through the NECI Web site, regional and national media, and other appropriate means.
In-Person Notification
Should both the phone and data networks be unavailable, staff will be dispatched from the EOC to alert key leaders in each NECI building, who will be expected to alert others in their building.
Use of Local Media
When appropriate, a media briefing center will be established by the NECI Public Relations Director in conjunction with the Information Systems Department, where the media will be advised and updated. Written emergency communication, (including public announcements, or closure notices) both on and off campus, will be coordinated by the NECI Marketing Director.
Plan Development and Maintenance
Responsibility for revisions to this plan will rest primarily with the Corporate Director of Planning and Risk Management in coordination with the EOG. Any content that changes significantly the authority of the EOG must be approved by the President. Upon approval of the plan by the NECI Executive Committee and Board of Directors, the EOG will be convened and tasked with implementing the plan, scheduling and leading periodic company-wide annual training efforts involving staff, faculty, students and agency partners.
Department Plans
Each NECI Department shall establish detailed emergency plans for their respective departments and will maintain contact information for all members of their departments. Department Heads are responsible for implementation of Department Emergency Plans.
Each Department will maintain an appropriate cache (or identify sources for when needed) of the following emergency equipment:
- Barrier tape and sign making material
- VHF radios
- Flashlights – wind up type
- Portable public address equipment
- First aid kits
- Dust masks/respirators
- Hazmat suits
- Gloves
- Potable and non-potable water supplies
- Simple, nourishing, long shelf life food supplies
- Emergency heat sources
Annual Test
To be in compliance with the Federal Cleary Act, and other Federal, State, and Local jurisdictions, NECI will set up an annual Emergency Response exercise involving the EOG, faculty, staff and student representatives. NECI may choose to combine its annual test with that of other organizations or entities. The Director of the Emergency Operations Group will be responsible for initiating and coordinating the annual test. The Director of the EOG will be responsible for writing a report summarizing the annual test, and for submitting the report to the Registrar 's Office by October 1 of each year. A series of dates will be identified and placed in the NECI Corporate Calendar that will serve to organize and maintain the process.
