Introductions

1
Introductions

• Les Chatelain
• Special Assistant for Emergency Management
• 209 Park Building
• 585-7968
• Les.chatelain_at_utah.edu
• Now the important people, you.

2
What is an Emergency?

• http//www.videodetective.com/titledetails.aspx?pu
  blishedid6371

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Emergency Management 101 Who cares for U?
4
Does the University have a plan?

• Emergency Advisory Council
• Policy Group
• Emergency Operations Center
• Satellite Operations Centers
• Emergency Support Functions ESFs
• The Plan

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Three Tiered Approach

• The University
• Big Picture View, Function of the University
• Policy Group, EOC, Business Continuity
• Support of the University
• Police, Plant Operations, Registrar, Human
  Resources, EHS, etc.
• Colleges, Departments and Programs
• The Activities of the University
• The People of the University

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Who is in charge?
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The University Disaster Plan

• Called the Emergency Operations Plan
• Designed to operate at the University level
• If you appear in the plan
• You provide a vital function that the University
  expects you to provide during or after the
  emergency
• Department plans support the University and the
  people of the University

8
Disaster Levels

• Level 1 - A minor, localized department or
  building incident that is quickly resolved with
  internal resources or limited outside help.
• Level 2 - An incident that disrupts sizable
  portion(s) of the campus.

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Disaster Levels

• Level 3 - A disaster involving the entire campus
  and surrounding community. University operations
  are suspended.
• Level 4 Uninhabitable, regional emergency.

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Priorities

• 1 is always life-safety of individuals
• Secure critical infrastructure
• Protect the greater environment
• Support Healthcare

11
Departments Prepare Themselves

• You are responsible for
• Faculty and staff
• Students, guests, clients
• Provide service to the University
• What help can you expect?
• Small incident
• Large portion of campus
• Valley wide incident

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Steps for Emergency Management

• Mitigation
• Reducing damage and impact by changing physical
  environment or behavior
• Planning
• Preparing for the things you cannot change
• Response
• Getting through the event
• Recovery
• Planning to get back to normal

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Where to Start

• Hazards Analysis What could be a problem?
• Utility Failure
• Water, heat/cooling, power, network, phones
• Building Damage
• Flooding, glass breakage, structural damage
• Earthquake
• Snow Event
• Pandemic Flu
• Loss of personnel

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Hazard Analysis Form
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Create Teams

• You know best how many and how to organize
• At least two for each functional group
• Planning and Recovery
• Mitigation, Planning, Recovery
• Response
• Response during and immediately after the event
• Lets start with Response

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Response Planning

• How to activate outside response, police, fire ,
  EMS, utilities, etc. (EHS flipchart)
• Internal notification (fire alarm?)
• Evacuation plan
• Location to meet outside after evacuation
• Keep exit routes clear
• Plan for those that may need help evacuating

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Response Planning

• Assignments during the evacuation
• Ensure that people are leaving
• Direct people toward exits
• Assist people to get out
• Special needs, rubble, blocked exit, etc.
• Not at risk of yourself
• Make sure no one goes back in

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Response Planning

• Triage and treat the injured
• Communicate expectations
• Stay close for more information
• Seek shelter near by
• Go to alternative facility
• Leave campus and return

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Planning and Recovery Team

• Mitigation
• Planning
• Recovery / Business Continuity

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Mitigation

• Conduct a Hazard Analysis
• What are your hazards and risk of those hazards
• Walk your space
• Look at the structure
• Look at the physical environment
• Look at behaviors

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Mitigation

• Look for
• Storage of large or heavy items
• Storage of hazardous materials
• Special collections
• Art, documents, books, etc.
• Tall objects that are not secured
• Book cases, filing cabinets, equipment, etc
• Look for fall hazards from above
• Plants, widows, pictures, ceiling, etc

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Mitigation

• What problems do you have?
• What can be done to fix the problem?
• Do what can be done, schedule what cant.

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Planning

• Back-up all important information
• Both hard copy and electronic information
• Copies off campus and out of area
• Be careful what sensitive information is taken
  home or backed up in a non-secure site.

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Planning

• Get first aid kits and disaster care kits
• STAT Medical 801-261-4363
• Have flashlights and lanterns readily available
• Battery operated radios

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Planning

• Emergency kits for every staff member
• Used to be called 72-hour kits
• Where to keep them
• Overnight or 72-hour
• http//www.emergencyanddisastersupplies.com/produc
  t/KKG
• Personal kits
• Appropriate clothes -hot, cold, comfort, change
  of ?
• Medications, eyeglasses, batteries for hearing,
  etc
• Personal hygiene soap, deodorant, tampons, etc

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Planning

• Plan for relocation or work from home
• Computers, weather, utilities, structural damage
• Protect sensitive information from public access
• How will utility interruptions impact you?
• Electricity, water, heat, internet, etc.

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Planning

• Who are the critical people based on knowledge or
  function?
• How will you back them up?
• Do critical people travel together?

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Planning

• Post floor plans
• At least two evacuation routes from everywhere
• Fire extinguishers, first aid kits, AEDs,
  emergency supplies, etc
• Post emergency procedures and phone numbers (EHS
  has flip charts)

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Planning

• Plan to assist staff and students with special
  needs
• Everyone sign-up for Campus Alert
• Reduced staffing (flu, food poisoning, weather)

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Recovery

• Train alternative people for critical activities
• Identify critical resources necessary to do your
  job (computers, space, facilities, records, etc)
• Identify and contract for back-up
• Prioritize critical resources

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Recovery

• Identify back-up resources
• Shared, borrowed, purchased, contracted
• Local vendors and suppliers may be limited
• Plan for how you will communicate after the event
  (phone trees, website, call in, etc)

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Extended Recovery

• How will you bring back staff?
• Will shifts change?
• 12-hour shifts if people and resources are
  limited
• Child care, pet care, housing
• Personal/home preparedness is critical

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Teaching

• How can online classes be used?
• Your classes or other institutions?
• Can class be continued using WebCT?
• Are all faculty trained in all resources?
• Are there groups that can continue?
• Graduate students or special programs
• If extended time, where would you accept classes
  from? Would they work with your students?

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Teaching

• How will you deal with students on internships,
  clinicals or study abroad opportunities?
• Are there alternative ways to obtain required
  knowledge?

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Research

• Do you have specialized equipment or animals?
• How are they protected and backed up?
• Do you have colleagues that could share lab space
  or subjects with you?
• Is your data and software protected and backed up?

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Service

• What functions do you provide to the University
  or the community?
• How will you do this during recovery?
• Do key personnel know they are expected to work
  during and after an emergency?
• What resources will they need?
• What services will you need to provide them?

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Now What?

• Identify preparedness units
• By location, by function, by floor, by resources
  ???
• Create teams for each unit
• Set a schedule NOT OVERWHELMING
• One item a week, two a month
• Write out time and project for one year
• Help each other
• Use available resources
• My project for spring and summer, EHS, Police, etc

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Resources

• Les Chatelain
• 585-7968, Les.Chatelain_at_utah.edu
• Mike Halligan
• Evacuation Plans and Fire Issues
• 585 9327, Mike.Halligan_at_ehs.utah.edu
• Michele Johnson
• Chemical Storage, Hazardous Materials, Research
• 585 9322, Michele.Johnson_at_ehs.utah.edu
• Randy Silverman
• Special Collections
• 585 6782, Randy.Silverman_at_utah.edu

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You are now a Critical Resource

• Include others in your planning.
• Share the responsibility.
• Write it all down.

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Thank You

• Les Chatelain
• 585-7968
• Les.Chatelain_at_utah.edu