EMERGENCY PREPAREDNESS AND

SAFETYJim Roberts

Vice President for Business

Campbell University

Course Reference

•APPA Body of Knowledge:• Campus Security Chapter

by Christopher Blake, CAE

Assoc. Director, International Association of Campus Law Enforcement Administrators (IACLEA)

•Websites as listed:

APPAs Facilities Management Evaluation Program(FMEP) Criteria

• 5.4 Safety policies and procedures have been established, written, and communicated to all staff

• 5.5 Accident records are maintained and used to reduce accidents and identify needs for special attention

APPPA’s FMEP Criteria• 6.6 Design guidelines that incorporate such elements

as energy consumption, operating costs, environmental concerns, maintainability, sustainability, accessibility, and safety have been prepared, updated, and are utilized.

Campus Safety and Security

Course Goal: From a Facilities Perspective--

Help you understand how you might make your campus safer and more secure

How do you secure a campus…• that has no barriers to outsiders?• that is intended to attract visitors?• where academic freedom also insists upon freedom of

movement?• which operates 24/7-365 days?

Campus Safety & Security

Who’s responsible?

Everyone on campus

Facilities Professionals have special roles

The People ProcessWho are we protecting?• Students, Faculty and Staff• Parents• Community• Visitors • Responsible Groups

• Police, Risk Management, Environmental Health & Safety, Facilities Management, Health Services, University Communications, & Other Emergency Preparedness Groups

Campus Public Safety OptionsHow is your campus set up?• Watch Guards• Security Officers• Contracted Security Personnel• Blended system of County / City / Institution• Peace Officers

• Non-sworn• Sworn

Creating A Service Network for Safety, Who’s involved?• Office of Emergency Preparedness• Public Safety/Police• Facilities• Environmental Health & Safety• University Communications• Risk Management• Senior Administration• Safety & Security Committees

Areas of Facilities Involvement:1. Fire Protection

http://www.clemson.edu/campus-life/campus-services/cupd/report/fire-safety.html

Areas of Facilities Involvement:1. Fire Protection2. Access-key and card

http://www.udel.edu/ExecVP/policies/facilities/2-20.html

Areas of Facilities Involvement:1. Fire Protection2. Access-key and card3. Security Lighting

http://www.facilities.ufl.edu/forms/DCS/16500.pdf

Areas of Facilities Involvement:1. Fire Protection2. Access-key and card3. Security Lighting

4. CCTV http://www.dfa.cornell.edu/dfa/treasurer/policyoffice/policies/volumes/riskandsafety/surveillance.cfm

Areas of Facilities Involvement:1. Fire Protection2. Access-key and card3. Security Lighting4. CCTV

5. Emergency Telephones (Blue Phones)

http://www.police.psu.edu/emergencyphones/

Areas of Facilities Involvement:1. Fire Protection2. Access-key and card3. Security Lighting4. CCTV

5. Emergency Telephones6. Alarm Systems (Intrusion, Property, Duress)

https://stillwater.sharepoint.okstate.edu/Policies/Shared%20Documents/Security%20Alarm%20Systems.pdf

Alarm Systems: Electronic Mail

• Technology: E Mail system “ALL”• Used for:

• Student Notification• Parent Notification• Emergency Messaging • Timely Warnings (crime alerts)

• Training: Emergency Management Committee• Testing: Once a quarter or Semester if no messages have been sent within the timeframe.

Alarm Systems: Voice & SMS Messaging

• Redundant Services: • Alert Now• e2Campus• Contact Now/Global Connect• Hyper-Reach• Reverse 911

• Responsible Division: central office • Testing: Once a semester after student populations

have stabilized• Identify your Last test: November 2012 - successful

Alarm Systems: Alert Siren / PA systems

• Sirens located strategically on the campus for external notification only

• Initial tone: followed by an e-mail and SMS or e2Campus message

• Activation: Campus Safety – • Secondary Activation – Facilities Management

• Testing: Once a semester; silent tests once a month

• Last test: November 2013 – successful

Areas of Facilities Involvement:1. Fire Protection2. Access-key and card3. Security Lighting4. CCTV

5. Emergency Telephones6. Alarm Systems7. Environmental Design for Safety/Security

http://www.ucop.edu/riskmgt/ehs/documents/labdesign_guide.pdf

Facilities Management Role• Crime Prevention through Environmental Design• Design Guidelines• Review all new projects• The Construction Process• Facility reviews (locks and hardware)• Renovation Opportunities

Areas of Facilities Involvement:1. Fire Protection2. Access-key and card3. Security Lighting4. CCTV

5. Emergency Telephones6. Alarm Systems7. Environmental Design for Safety/Security8. Eyes & Ears on the Front Line

http://www.drake.edu/ehs/safety/ReportSafetyConcerns.php

Technology: How are you using it to your advantage?

• Friend or Foe?• Phone / Text Messaging / Twitter• LCD Screens• GPS Systems• Siren / PA Systems (inside and out)

Moving Around• Night Tours• Construction Site visits• Lighted Pathways• Emergency Phones• Crosswalk Safety LED’s• Door Access• Bus or Van Service• Safe Ride• Cab Service

Awareness• Campus Realities

• Assaults & Thefts (Walking electronics store)

• Student Mentality / Invincibility• Connected.….always!• Safer not Safe• Impact of Alcohol, Drugs, • Location, Location, Location• Be a Friend! Be with a Friend!

Question?

•How many shootings were on or near school campuses in 2013?

• Close enough to cause the campus to go into an alert mode…

Shootings in 2013

•In 13 months since Sandy Hook Elementary-----•30

Why are we having this discussion?

•Who has had an emergency on your campus?

Why are we having this discussion?• 2000 Fire Bloomsburg U./Millikin U. student deaths. • 2001 Tropical Storm Allison-U. of Texas Houston Medical $205 Million.• 2002 Student shooting-U. Arizona 4 died.• 2003 Airplane crash kills 2 Clemson Students and 1 from Bob Jones• 2004 44 students involved in mass casualty at Lehigh U. “Rave Party”• 2005 Hurricane Katrina-Largest Natural Disaster in recorded History.• 2006 F3 tornado hits Volunteer State Community College• 2007 Student shooting-Virginia Tech 31 died.• 2008 Man with a gun on Ferrum College campus.• 2009 H1N1 Pandemic• 2010 UT Austin gunman on campus• 2011 Fukushima Nuclear Accident Tsunami/Earthquake • 2012 Shooting Sandy Hook Elementary School• 2013 27 shootings on college campuses

For our discussion, what are we preparing for?

Four types of major events:• Natural disasters• Terrors and Threats• Technological hazards• National security events

Specifically:• Natural Disasters

• Fires• Hurricanes• Earthquakes• Floods/Levee failures• Blizzards/Snow Storms• Tornados• Drought/Rain• Disease/Pandemic• Pestilence

• Terrors and Threats• Shootings• Arson • Domestic Disturbance/Riot• Bomb threat (explosions)• Poison/toxic material• Nuclear attack• Hostages• Pipeline leaks

Where do you Start?

• Every institution develops their plans in their own way.

• Ask the question, Why are we developing a plan?• Answers:

• To continue to operate• To carry out emergency functions• To protect our students faculty, staff• To protect the environment• Others?????

Direction for the Committee• www.ed.gov Look for Emergency Planning• Benchmarks from peer institutions

• I will share information from• Cornell• Stanford• UCLA • San Diego State• University of Maryland, Baltimore• UC Northridge• WVU

Where do we go for help in developing our plans?

• Homeland Security www.ready.gov • CDC http://www.cdc.gov

• Peer Institutions• State Governments• Insurance Underwriters

Where do you Start?Develop your Purpose and Objectives first• Purpose

• Be Prepared (through a threat or risk assessment)• Continued operations• Safety of all• Etc.

• Objectives:• Maximize protection of lives• Protect property• Operate essential services• Support your community• Meet federal requirements

What are the effects of the Threat or Disaster? From a facility perspective

• Power lines down• Water contamination• Personnel injured• Chemical spill• Food contamination• Building collapse• Flooding• Disease

• Gas leak• Uncontrolled animals• People trapped• Water supply• Cut off from resources• Communication/Telephone lines down• Computers off • No heat or cooling

Assessment Methodology for Natural Disaster

• Review what disaster is most likely to occur?

• Then:• Preparation before the event

Develop the PlanOrder of importance

•People First• Irreplaceable Items; research animals, plants,

museums, and intellectual property.

•Then, facilities and equipment.

Develop the Plan: How do you communicate your plan?•Where do you post your plan?

• Paper copies, Intra-web, Internet?•Campus Emergency Notification System (ENS)• Students, Faculty, Staff• Campus• Residence Halls, Classroom• Timely, correct information

Education• Orientation: Students & Parents• Off Campus Living• Community Forums• On-site visits• Public Service Announcements (Student

newspapers/news letters)• Classes & Seminars (Residence Halls)• Reporting Requirements

Develop the PlanCommunications

• Include your Emergency Notification System in all your plans (Identify who is responsible for all notifications)

• Team Meeting Location• The person to be the front for the Institution. (Everyone wants to see the President.)

• Types of media to be used. (Remember admissions)

• Timely, Correct information (Don’t ever expect to have complete information)

Develop the PlanPreparation and Predictions

• With a natural disaster you may have some time to prepare:

• Where do you get your information• How do you share the information• Plan your scenarios

Develop the PlanResponse

• Response to Disasters• What are you going to do with your students, Faculty, and

Staff?• This is a before and after question.

• Stay safely away during the event if possible.• Be prepared for the return of staff.

• What you do here will impact how you are perceived by media, parents, students etc.

Develop the PlanCommittee Decisions

• Evacuation or Shelter in Place?• Sometimes you do not make this call,

• Campus notifications?• Who makes the call?• How is it communicated?• Who does it affect?

Develop the PlanResponsibilities

Clear Assignments thought through ahead of the event when possible.• Center for Operations• Communications• Facilities Security• Sites and Transport• Student Affairs• Training• Insurance coverage?• Others?

Develop the PlanCommunication

• Communications and Notifications• You will use multiple delivery messages: ENS,

Facebook, Twitter, WEB, YouTube, Others?• There will be at least 3 types of communications,

• Immediate notifications, • Internal (anything put here will be external almost

immediately)• and external.

Committee DecisionsSupplies and Equipment

• Know what you are preparing for and be ready for that event.

• You may need to have a separate storage area or,• You may need to have suppliers outside your area lined

up.

Committee DecisionsActions

• Plan for what you will be doing.(Clear assignments planned ahead of time)

• Always make fire safety part of the plan.• What do you expect from your institution? • What do you expect from your city, town, community?• Develop a plan identifying where your decision makers

will meet and how your action plan is put into place.

Develop the PlanInstitution

• Identify your response team • Create a mission statement, purpose and objectives.• The Plan

• Plan for worst possible scenarios

• Determine the Physical Location of Response Command Center (This will change based on the issue you may be dealing with.)

• Test your plan• Review your response plan (Close the loop)

Test your PlanDisaster Drill

• Directed by County Emergency Management

• Includes all county, city, and University operations

• Volunteers needed

• Media attend and participate

• Review after action report

• Funding can come from many sources (Homeland Security)• Close the Loop (Review, Correct, Communicate)

• http://www.preparis.com/blog/guide-to-successful-tabletop-exercises/

Questions for Your Plan

• What is your plan to notify your campus in event of an emergency?• Does all your staff and faculty know the plan?

• Have you had emergency drills?• Do you have a team ready to respond?

• How will you handle several thousand people descending on your campus?

• Have you examined worst case scenarios?

Questions for Your Plan

• Does your plan include your loss of control when outside organizations (Police/Sheriff/ Fire Department) take over?

• What partnerships have you developed with Emergency Management Agencies?

• How do you send your messages to the world without power?

• When is your next drill planned?

Chief Facilities OfficerOrganization

• You have been told there is a lock down, what do you do?

• What is your next step?

Chief Facilities OfficerCommunication

• Utilize your lines of communication.• Administrative Staff• Find the location of all other staff• Find information on the event.

• TV• Radio• Text• Facebook

Chief Facilities OfficerPlanning

• What resources do you have available?• You need a listing of ALL potential items for use.

• Discuss possibilities• Problem areas• How to notify people• How to release people from the job when they are not to

leave the buildings?

Chief Facilities OfficerAssumptions

• Know where to find information.• Within the University• Web sites (Facebook, Twitter, Home Page)• Local TV

• In this case the student had a relationship with our assistant director in charge of rental properties and they begin to text back and forth.

Chief Facilities OfficerResponse

• How do you let everyone know what is going on?• Communications in house• Communications within the institution• Keep records, Keep records, Keep records• People first

• Remember “It ain’t nothing but a thing”

Chief Facilities OfficerResponse Teams and Organization

• Use groups that can support each other and work in pairs.

• Assign specific locations or tasks. (Check locks)• Response teams may include outside officers and first

responders.

Chief Facilities OfficerResponse Teams Communication

• Set times to contact personnel.• Maintain communication capability.

• Use all available methods

• Status will change rapidly as you work.

Chief Facilities OfficerResponse Teams Planning

• Include staff in planning for response.• Include in developing all areas, methods, inspections,

and response.• Include staff in reporting problems.

• They are your eyes and ears.• They are your experts.• They will be your lifeline.

Chief Facilities OfficerResponse Teams

• Utilizing your Staff will be your greatest achievement.• These people are your physical response to the crisis.

• You must think of them first.• They will be impacted also.• Your teams want to talk to each other.

• Outside entities will play an important role in your recovery effort.• Prepare to house them• Prepare to feed them• Prepare to help with showers, water, and ice

After Action Report (Closing the Loop)

• What Worked Well?• Government Agencies:

• They are truly “here to help you.”

• Volunteer Agencies and individuals• Clean up. (sometimes this is not done with a broom)• Damage assessment. (How did you do and how are

your perceived?)• Document, Document, Document!!!

NEVER FORGET---------

PEOPLE

FIRST