Crisis Preparedness

The Universities Preparation Plans

And

Your Individual Responsibility

TAMUQ Crisis Management Plan

Texas A&M University at Qatar has developed a Crisis Management Plan.

The Purpose of the Plan

Outlines the crisis response organization and provides guidance on how TAMUQ will respond to situations affecting the security of employees and operations.

Establishes a response protocol and procedures that address the security of TAMUQ employees, dependents, students and official visitors in the event of threats to their safety.

Provides for the continuity of TAMUQ operations in the event of such threats.

Any TAMU System entity that operates in Qatar including students and employees who are employed by or attend TAMUQ, their dependents, and official visitors. Response activities, particularly those dealing with evacuation, may vary depending upon the support structure available to the individual and whether or not the individual is sponsored by TAMUQ.

Employees whose point of origin is Qatar will only be evacuated at TAMUQ expense should they be at risk, not have sufficient local support and be eligible for entry to an international safe haven AND if the individual has the proper exit permits in place to leave the country. TAMUQ has no control over exits permits for individuals not under the sponsorship of TAMUQ.

TAMUQ will not evacuate Qatari nationals but will provide local assistance to the best of our ability.

Who is included in the plan….

Responsibility for the plan lies with the Crisis Management Team and involves determining the appropriate response phase and the specific actions to be executed by the employees and student body. The Crisis Management Team is comprised of the Executive Team and the Crisis Implementation Team

Who is responsible?

The TAMUQ Crisis Executive Team

Chaired by the Dean of TAMUQActs in consultation with the Provost of TAMU. In the event that communication can not be established with the Provost, the CMTQ Chair is authorized to institute necessary actions.

Other members include:

Associate Dean for Research

Associate Dean for Academic Affairs

Assistant Dean for Administration and Finance

Support staff includes:

Director, Environmental Health & Safety

Director of Human Resources

Director of Public Affairs

Ad hoc staff as required

Responsibility

Acts on decisions made by the Executive Team.

Establish and maintain plans of action that provide for coordinated response.

Ensure the availability of resources in response to emergency situations.

Conduct periodic training and exercises to test emergency plans.

Chaired by the Director, Environmental Health & Safety

Other members include:

Chief Information Officer

Director of Computing Operations

Director of Human Resources

Director of Facilities

Director of Accounting

Director of Student Affairs

Director of Academic Affairs

Emergency Response Team Coordinator

Communication Tree Coordinator

Faculty Senate Representative

TAMUQ Crisis Implementation Team (CIT)

Phase 1: Preparation

Normal day-to-day operations. The security situation is monitored. Preparedness plans and resources are in place. Plan is regularly updated. Table top exercises conducted at least annually.

Phase 2: Alert, Assessment & Activation

Upon receipt of threat information/warning the CMTQ will assess the situation to determine the appropriate response and if activation of the Crisis Management Plan is warranted.

The Emergency Operations Center may be activated.

The TAMUQ notification network may be utilized to advise faculty/staff/students of the threat condition and any recommended security actions.

Crisis Management Phases

Phase 3: Measured Response

Threat condition determined to be elevated, requiring higher level of security awareness for employees and operational security.

EOC will be activated.

Alteration of normal operations and daily routine may be required. Operations may be suspended temporarily. Enhanced security at residences or relocation of employees to local safe havens may be required.

Existing contractual obligations and HR policy applies to any employee and/or dependents electing to self-evacuate.

Phase 4: Drawdown

Threat condition determined to be high.

Operations will be altered or suspended.

Non-emergency facility/staff and/or dependents are authorized to re-locate temporarily to an international safe haven or point of origin.

Crisis Management Phases

Phase 5: Shutdown of Operations

Threat condition determined to be an immediate direct threat to TAMUQ operations.

Suspend operations for an undetermined period of time

Evacuate remaining facility/staff/dependants to an international safe haven or point of origin.

Phase 6: Recall of Employees and/or Dependents (Redeployment)

At the determination of the CMTQ Chair, evacuated faculty/staff/dependants are to return to Qatar and resume operations.

Crisis Management Phases

Your Responsibility…

While it is important that the University be prepared to handle a crisis, it is equally important that each employee take steps to individually prepare for a crisis in Qatar as well.

Be Prepared

It is important to be prepared from an individual perspective for any type of crisis whether you are in Qatar or anywhere else.

Being prepared does not mean that a crisis is inevitable, it is just good practice.

By failing to prepare, you are preparing to fail!By failing to prepare, you are preparing to fail!

~Benjamin Franklin~~Benjamin Franklin~

Be Prepared

Steps to complete before a crisis occurs:

•Attend all required TAMUQ security briefings.

•Keep up on the current security situation. Timely information will be passed on to faculty and staff as it becomes available.

•Maintain updated registration information with the appropriate Embassy. Americans should subscribe to receive the U.S. Embassy Warden messages.

•If there is not an Embassy representing your country in Qatar, find out which Embassy will aid you in a crisis or provide consular services.

•Hold periodic family security meetings to keep your family members in the loop.

Be Prepared

Steps to complete before a crisis occurs:

•Make sure TAMUQ has the most current contact information for you AND your family members. Cell numbers and home numbers are critical for communication during an emergency!

•Alert Human Resources to all of your travel plans and the travel plans of your family. We may need to contact you even if you are away from Qatar!

•If you are traveling but leaving children behind with a non-TAMUQ family, please let us know who and where they are staying and the contact information.

•Keep the most up-to-date contact information for all TAMUQ faculty and staff accessible. Program the more important numbers for emergencies into your cell phone.

Be Prepared

Steps to complete before a crisis occurs:

•Maintain an inventory of personal assets in Qatar

•Learn some of the local language to help you in an emergency.

•Know how to contact State of Qatar Emergency Services. (Dial 999)

•Get acquainted with your neighbors who might prove helpful in the case of an emergency.

•Keep your vehicles well maintained and sufficiently filled with gas.

Be Prepared

Steps to complete before a crisis occurs:

•Familiarize yourself with landmarks – hospitals, residential compounds with TAMUQ employees, Embassies, the closest police station, government buildings, etc.

•Know more than one route to reach important locations such as the airport and always keep a map of Doha in your vehicles.

•Keep your own and your family members passports up-to-date and in a secure location. Each passport should have at least 6 months of validity at all a times and contain several extra pages.

•You can renew your passport and get extra pages for it at your embassy.

Be Prepared

Steps to complete before a crisis occurs:•Make back-up copies of all important documents including passports and keep them in a secure location.

•Consider storing electronic copies of important documents on a jump drive that you can easily take with you during an emergency.

•Keep immunizations up-to-date and recorded.

•If you have children in the local schools, check the school’s emergency evacuation plan.

•If you have children, choose a guardian and supply that person with a current power of attorney for medical or other emergencies in the event you need them to care for your children unexpectedly.

Be Prepared

Steps to complete before a crisis occurs:

•Maintain a disaster supply kit to be used only for emergency situations. Check it and re-stock it frequently.

•Make a list of which items should be taken with you in the event of evacuation.

•If you have a pet, your pet may not be able to evacuate with you so locate a place that will be willing to keep your pet until you can return or until you can arrange shipment out of the country.

When evacuation becomes a possibility:

• Discuss contingency plans with your family members.

• Make a list of items to pack in each suit case.• Make a list of items for carry-on luggage.• Update your personal effects inventory.• Consolidate all personnel records, financial

documents, school records, etc.• Prepare your house for departure – secure

valuables you are not taking with you.

When evacuation becomes a possibility:

• Get accurate copies of your pets’ records and begin to make plans to board them should you evacuate and cannot take them with you.

• Decide how money will be handled. Who will pay the bills? Can you and will you continue to use your local account? Should you transfer local money to an account in your home country? Will local ATM cards work outside of the country?

• Have cash on-hand in the local currency and if possible the currency of your home country as well as US Travelers checks.

When evacuation is authorized or ordered:

• Pack luggage with suitable clothing and essential items. Remember seasonal changes and weather conditions.

• Engage children in packing their own backpacks or carry-on bags with toys, snacks, games, books and other comforting items.

When evacuation is authorized or ordered:

• Make sure carry-on luggage includes the following:

•Medications (prescription & over the counter)

•Medical/dental records, immunization cards

•Extra glasses/contacts and your prescriptions.

•School records, report cards, test scores, & current samples of work

•Personal effects inventory.

•Current powers of attorney documents.

•Birth certificates, naturalization certificates, marriage certificates

•Passports and copies of passports.

•Driver’s license, auto insurance policies, auto registration and title, if applicable

•Household goods insurance policy

•Personal checks, check registers, latest bank statements

•ATM and credit cards

•Bills/financial records

•Safe deposit box keys

•Address book

•List of doctors, dentists, lawyers

•Snacks, juice, books

When evacuation is authorized or ordered:

• Dress in practical clothing suitable to the climate of destination.

• Prior to departure, notify TAMUQ with your travel itinerary and destination contact information.

• Upon arriving at your final destination, check in with the Qatar Support Office (QSO) in College Stations, Texas. (979-845-2295)

• At any time your location changes, contact the QSO.

Disaster Supply Kit

Families and individuals are encouraged to keep a disaster supply kit located within their residence in case a crisis situation arises.

It is suggested that if a safe haven(s) other than residences are to be used, individuals should bring their disaster supply kits with them.

Disaster Supply Kit

Below is a listing of items that are recommended for inclusion into a disaster supply kit:

•Well-stocked first aid kit.

•Enough dry goods to sustain each family member for 3-5 days.

•Enough bottled water (3 liters/person/day) for each family member for 3-5 days

•Blankets for each member of the family

•Toilet accessories

•Adequate supply of essential medication

•Portable radio and plenty of extra batteries

•Candles, matches, flashlights and plenty of extra batteries

•Maps

•Current copy of TAMUQ contact list (available on the HRIS database)

•Copies of travel, health and personal documents

•A week’s worth of extra clothing that is comfortable, easily washed and suitable for the climate

•Tool kit (pliers, screwdriver, scissor, duct tape, etc.

•Favorite toy and game for the children.

•Travelers checks and US cash reserves in small bills

A note about emergency contact information:

Being able to effectively communicate is important during normal operations, it is critical during emergencies and in the midst of a crisis.

Communication during a crisis must not only occur between the responders but also between the general TAMUQ population as a whole.

We can’t help you if we can’t reach you!

Help us to help you by….

• Routinely updating your emergency contact information in the HRIS system available on the TAMUQ HR website.

• Give us the contact information for your spouse. If we can’t reach you, we will contact your spouse. This is particularly important if you are out of the country but your spouse/family have remained in Qatar.

• Let us know when you are out of the country. It will save emergency callers time if they know NOT to call you because you are away.

• Consider giving us your contact information when you are traveling. We may need to contact you to keep you from returning to Qatar should the circumstance arise.

TAMUQ Human Resources HRIS Database….

• The HRIS Database will allow you to enter information for spouse, travel plans, etc.

• This information will be kept COMPLETELY confidential and only shared with emergency callers and responders during a crisis.

For instructions on how to update your emergency contact information visit the TAMUQ Human Resources website or contact Human Resources directly.

Remember…

Qatar is a relatively safe place to live and work.

But that does not mean we should become complacent in our attitude towards crisis preparedness.

History shows us that a disaster can occur without notice whether it be a natural disaster or man-made.

Therefore……..

Chance favors the prepared mind.

~Louis Pasteur~