University College of the North Crisis Management Plan · The materials provided in this Crisis Management Plan is a guide to assist department managers in identifying emergency roles

Draft August 3, 2010

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University College of the

North

Crisis Management Plan

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Crisis Management Plan

INTRODUCTION ..................................................................................................................................................... 3

THREE LEVELS OF EMERGENCIES ............................................................................................................................ 4

PREPAREDNESS ...................................................................................................................................................... 5

GETTING ORGANIZED ...................................................................................................................................................... 5 SUPPLIES & EQUIPMENT .................................................................................................................................................. 5 ESTABLISHING EMERGENCY COMMUNICATIONS SYSTEMS ....................................................................................................... 6 DISASTER COMMUNICATIONS AT UNIVERSITY COLLEGE OF THE NORTH ..................................................................................... 6 PLANNING AHEAD FOR EVACUATIONS ................................................................................................................................ 7 REDUCING EXPOSURE TO RISKS & HAZARDS ........................................................................................................................ 8

RESPONSE .............................................................................................................................................................. 9

OVERVIEW .................................................................................................................................................................... 9 EMERGENCY RESPONSE ACTIONS .................................................................................................................................... 10 IMPLEMENTING AN EVACUATION ..................................................................................................................................... 20

RECOVERY............................................................................................................................................................ 21

SUPPORT SERVICES & ASSISTANCE ................................................................................................................................... 21 DOCUMENTING EMERGENCY OUTCOMES .......................................................................................................................... 21

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Introduction An emergency is an unexpected and urgent occurrence that requires immediate action and can happen any time. University College of the North (herein after referred to as UCN) can be threatened by an emergency or disaster situation, natural (flood, forest fire) or man-made (bomb threat, violent individuals), at any time. As a result, UCN has created this Crisis Management Plan to provide guidance and structure to the response and actions of the academic and administrative departments in crisis situations.

The purpose of the Crisis Management Plan is to:

Protect the students, faculty, staff, and visitors safety at the University College Protect any and all vital records and resources associated with the University College’s mission Coordinate with the University College’s emergency response and recovery procedures

UCN has three levels of emergencies according to the severity and possible impact. These emergency levels are described on pages (…..).

The materials provided in this Crisis Management Plan is a guide to assist department managers in identifying emergency roles and responsibilities and to plan safe evacuations, develop strategies for continuing regular functions following an emergency.

This Crisis Management Plan is divided into three major sections:

1. Preparedness 2. Response 3. Recovery

Each of these sections has information that outlines the components of these three areas.

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Three Levels of Emergencies

Level 1

Level 1 emergencies are defined are campus emergencies which are managed using existing University College resources with limited outside assistance, and are typically on University College property. Depending on the circumstances, conditions initially meriting a Level 1 response MAY escalate to a Level 2 or 3 response.

Level 2

Level 2 emergencies are defined as a major emergency that impacts many if not all portions of the campus community and may significantly affect life safety concerns and/or impact mission critical functions. External emergency resources would most likely be required, as well as a major effort from available campus resources.

Level 3

Level 3 emergencies are defined as a disaster, which by nature and impact extends beyond the University College, but also those of the surrounding community. External emergency resources will be in control of the emergency response effort. UCN will provide support as requested and able.1

1 Note: Level 2 and 3 emergencies will warrant activation of an Incident Command Post and an Emergency Operations Center.

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Preparedness

Getting Organized Each UCN Department should have an Emergency Manager who will implement the Crisis Management Plan. Each manager should be familiar with the department’s programs and its facilities. Each Emergency Manager should be able to:

Maintain the Crisis Management Plan Arrange staff safety training and education Be prepared to assist in preparing post-disaster summaries and insurance reports

The existing Emergency Preparedness Committee should consider dividing its members into two groups. These two groups one being an Emergency Response Team which should be trained to distribute the emergency instructions assists in any evacuations as well as with security, and to provide first aid as necessary. The other group being an Emergency Recovery Team which should be prepared to document effects of the emergency as well as assist in coordinating facility and program restoration.

Supplies & Equipment Each department will need the basic supplies and equipment required to be as self-sufficient as possible after an emergency occurs. Each department emergency kit will vary in size and makeup but all departments should have the following essentials in an easily accessible location:

First Aid Supplies w/ Guide Flashlights w/ batteries, power strips, and extension cords Portable radios w/ batteries Lab spill kits Bottled water Staff list

Resources that could be added to each emergency kit for further assistance to each department are megaphones, two-way radios, rescue tools, stretchers, and cots. Each department member is also encouraged to maintain a small emergency kit in their work area. The kits could include a flashlight, spare eyeglasses, back-up medications, extra shoes, a sweater, a small snack and water, and any personal emergency contact numbers.

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Establishing Emergency Communications Systems The UCN Crisis Management Plan explains that in the event of an emergency, department heads:

Make certain life-safety emergencies are reported (9 - 911, 911 from payphones) Account for the safety of all of the department personnel Contact the correct campus emergency response departments for safety or any repairs Deliver important University College information as well as instructions to the campus

population

Send disaster reports to their respective Deans, Vice Presidents, or President and distribute disaster instructions

Disaster Communications at University College of the North The flow of information in an emergency is shown below:

Crisis Management

Team

President

Finance

VP Finance & Resources

Academic & Research

VP Academic Development

Human Resources

Human Resource Director

Information Technology

Director Information Technology

Student Development

Dean

Community Based Services

Administrative Coordinator

Facility

Campus Manager

Facility Manager

Residence

Residence Manager

Workplace Health & Safety

Co-Chairs

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Planning Ahead for Evacuations A building evacuation is mandatory every time a fire alarm sounds, and all building occupants should exit immediately. Once the building has been evacuated, occupants are required to wait for a safety inspection before re-entry.

If a complete campus evacuation is necessary during an emergency or disaster, it will be announced and coordinated by the University College of the North Crisis Management Team. Campus evacuations will be in sequence to maintain safety and avoid any problems that may occur.

It may not be necessary to evacuate the building during the occurrence of a Level 1 emergency or during SOME Level 2 events. Occupants in the area may be directed to designated on-site areas, or may be asked to move to other sections of the building. In some events, such as extended power outages, evacuations are unnecessary unless the incident has produced immediate health and safety risks. In the case of a limited emergency, wait for evacuation instructions and contact your Emergence Response Team to distribute the information throughout the department.

Preparedness For Building Evacuations

Review the evacuation information and all responsibilities with all faculty, security, staff, and students. Annual drills should be conducted as well as planning evacuation needs for disabled personnel.

Plan where to go during an evacuation and know how to get there. Evacuees should go to the University College’s Evacuation Assembly Point, a safe outdoor

destination to meet with Emergency Managers and receive emergency and assistance. Know how to broadcast and execute an evacuation

Sample: We have a _________________ emergency. Please evacuate the building according to the evacuation plan. Please leave all belongings behind. Do not use the elevators.

The Crisis Management Team should be used to assist with the evacuation.

Know what to do next Be ready to account for your personnel.

Know how to attain and distribute emergency information and instructions.

Reducing Exposure to Risks & Hazards Fire Prevention

Be aware of where all fire alarms and extinguishers are located—know how to use them Leave all fire doors closed at all times Clear corridors, aisles, and room exits that are blocked ONLY use grounded electrical plugs Minimize the use of extension cords or multiple outlets Do not use mechanical or electrical rooms as storage rooms

Lab & Safety Preparedness

Always maintain a clean working environment Post all lab safety work rules and train staff Keep an inventory and label all chemicals, do not purchase surplus amounts of chemicals Keep incompatible chemicals separate Keep flammable chemicals in a flammable cabinet Keep copies of MSDS Do not store any hazardous materials on mobile carts Dispose of chemical waste correctly

Before a Power Emergency

Verify if emergency power outlets are located in your area Verify if there is emergency lighting in your area. Have flashlights available at all work areas Keep offsite duplicates of data

Explain this important preparedness information to faculty, staff, security, and students. Each department’s level of preparedness for an emergency or disaster situation is vital and depends on having an updated plan, but keeping the populous aware of responsibilities for safety at University College of the North.

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Response

Overview Everyone in the University College facilities—students, staff, faculty, and visitors—must take suitable and planned action when an emergency or disaster strikes a building, a portion, or the entire campus. These steps should be followed when an emergency arises:

Confirm and assess conditions Immediately report the incident Follow the instructions from emergency personnel correctly Depending on what level of emergency arises start: Emergency Response Team Emergency Recovery Team Department Heads All staff and occupants

Issue clear and reliable emergency announcements Coordinate with the Dean, Vice-President, or President during major emergencies or disasters

In the event of an emergency occurring after normal operating hours, or on weekends or holidays, or if you are off-campus, please contact your Dean, Vice-President, or President for instructions. Media reports should also be monitored for further information.

If you are called to the campus, ensure your residence is secure and you have a safe route to return to the campus. You are asked to bring your emergency kit and a copy of the Crisis Management Plan with you.

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Emergency Response Actions

Bomb Threat

A bomb threat may come to the attention of the receiver in various ways. It is important to compile as much information as possible. Please DO NOT attempt to notify or evacuate an entire building as this could consume valuable time that would be better used to gather important information. Please keep in mind that the vast majority of bomb threats are false and are primarily intended to elicit a response from the building occupants. In the case of a written threat, it is vital that the document be handled by as few people as possible, as this is evidence that should be turned over to the RCMP. If the threat should come via e-mail, make sure to save the information on your computer. Most bomb threats are transmitted over the telephone; thus, the following instructions are provided with that assumption.

Immediate Action

1. Remain calm and immediately refer to the attached Telephone Bomb Threat Checklist.3 If applicable, pay attention to your telephone display and record the information shown in the display window.

2. The objective is to keep the caller on the line as long as possible to attempt to gather as much information as possible. Try not to anger the caller at any time.

3. While engaging the caller, pay attention to any background noise and distinctive sounds (machinery, traffic, other voices, music, television, etc.).

4. Note any characteristics of the caller’s voice (gender, age, education, accent, etc.) 5. Attempt to obtain information on the location of a device (building, floor, room, etc.). 6. Attempt to obtain information on the time of detonation and type of detonator. 7. Immediately after the caller has ended the call:

a. Call 9 *57—no other call should be attempted before a call is made to 9 *57 or the trace will not be accurate

b. Check the telephone number with the numbers on the internal pay phone list (a list will be posted beside each phone

c. Notify 911 (9-911 from a UCN phone) 8. If the threat was left on your voicemail, do not erase. 9. Notify the switchboard

Decision

The decision to evacuate a UCN facility shall be made after a thorough evaluation of the information available, including but not limited to:

The nature of the threat The specificity of location and time of detonation Circumstances related to the threat (ex: political climate, series of events leading to the treat, etc.). Discovery of a device or unusual package

Telephone Bomb Threat List to follow on Page 26.

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The Pas Fire Department and/or RCMP will dispatch a search team and will organize the search. Other emergency units will be alerted to the threat and asked to stand by for further instructions. Persons leaving the building should report to a specified location for further instructions.

Subsequent Procedures & Information

Staff can be of assistance to the emergency responders in several ways. Staff will be more familiar with

their work area than the police officers. As the search is conducted, staff may be asked to identify boxes or objects in their work area. If an evacuation of an academic building is necessary, classes will be dismissed or relocated. If a suspicious device, packaged, bag, etc. is discovered, the emergency responders will deal with the situation in accordance with their Standard Operating Procedures. The decision to resume normal activities in the building will be made jointly by the RCMP/Fire Department or a designee in consultation with the Vice President of Administration and/or appropriate individuals in UCN administration.

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Fire

Each level of the University College has specific fire safety and emergency exit plan that is specific to each level. These plans are prominently posted within the corridors. Chief floor officers as well as floor officers are designated to each floor and area of the building.4 These officers are to assist occupants of the University College in evacuating the building safely, contain or extinguish a small fire, and to provide information to the Fire Department.

Immediate Action

Request everybody in the area to evacuate the building. Remove anyone in immediate danger.

Activate the building fire alarm system by pulling the manual pull station. From a safe location dial 9-911 from a UCN phone, 911 from an MTS payphone or *911 from a personal cell phone.

Confine the fire by closing all doors and windows.

Extinguish the fire by using the appropriate fire extinguisher. Do not attempt to extinguish a fire if this will place you in immediate danger.

REMEMBER, THE PRESERVATION OF HUMAN LIFE IS THE PRIMARY CONCERN!

WHEN THE FIRE ALARM SOUNDS

1. Cease all activities. Turn off heat producing devices. Leave overhead lights on. 2. Close all doors and/or windows in the immediate area. 3. Evacuate the building immediately using the nearest safe available stairwell.

DO NOT USE BUILDING ELEVATORS

4. Remain outside the building until the University College Chief Floor Officers gives “ALL CLEAR” and the fire alarm is silenced.

Decision

The responding Fire Department Incident Commander will control and make decisions at the scene of the fire. The Fire Department will decide when to turn control of the scene back to the University College.


Depending on the nature and degree of the fire incident, other support agencies and University College resources units may be brought in for service or assistance. For more information on the fire safety and evacuation procedures for a University College building, consult the departmental evacuation plan.

4 Designated Floor Officers & Alternates List to follow on Page 28.

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Hazardous Materials Incident

A hazardous materials incident may be a spill or release of chemicals, radioactive materials or biological materials inside a building or to the environment. The user may manage simple spills. Major spills or emergencies require emergency assistance from 24-hour emergency agencies, i.e. the local Fire Department or Government Services. The University College does not have a fire department or HAZMAT team.

Immediate Action

1. Simple spills should be cleaned up by the person causing the spill. 2. Major spills or emergencies:

a. Dial 9-911 from a UCN phone (911 from a pay phone) b. Evacuate, assemble at a safe distance, and designate a person to communicate with the

Fire Department. c. Account for individuals. d. Wait for and provide information to responders.

3. Notify Government Services regarding ANY simple or major hazardous materials spill. Call the ASD Facility Manager at (204) 627-8275 or cell phone (204) 623-0992

Decision

1. Determine if emergency responders are needed. 2. Determine if immediate hazards are under control and the situation is stabilized. 3. Determine if the site can be reoccupied or if further remediation or repair is needed.

The decision to call for emergency assistance may be made by the user, a person discovering an incident, or the resource or emergency unit receiving a call for assistance.

The decision that an incident is controlled and stabilized is made by the emergency response agency, i.e. the Fire Department or HAZMAT team. After immediate hazards have been controlled and stabilized, the Fire Department will transfer authority and responsibility for the site to the University College.

Emergency agencies and units may request input for decision-making from University College resource units; for example, to determine that re-occupancy is safe.


Depending on the nature and needs of the incident, assistance and services may be brought in from other public support agencies, University College resource units, or specialized contractors.

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Infrastructure Failure

It is understood that from time to time UCN may experience infrastructure problems that could render the worksite unsafe or uninhabitable, such as electricity, computer, steam, water, or telephone failures.

Immediate Action

1. If a critical incident is experienced relating to water, electricity, or steam, call Government

Services at (204) 627-8275.

2. If a critical incident is experienced relating to the telephone system or If a critical incident is experienced relating to the computer systems call the IT Help Desk at 627-8519

Decision

The first responders will determine whether a critical incident exists, and will report to the appropriate department heads. In the event that a critical incident exists, the caller will notify the Vice President of Administration, who will convene the Crisis Management Team.

Terrorist Threat or Attack

Weapons of mass destruction are frequently employed by terrorists and can be categorized into five groups using the acronym CBRNE—Chemical, Biological, Radiological, Nuclear, and Explosive.

Chemical Agents

Chemical agents are poisonous gases, liquids, or solids that have toxic effects on people, animals, or plants. Severity of injuries depends on the type and amount of the chemical agent used, and the duration of the exposure.

Biological Agents

Biological agents are bacteria, viruses, or toxins that have illness-producing effects on people, livestock, and crops.

Radiological Agents

Radiological agents are radioactive material dispersed by an explosion or other dispersal methods.

Nuclear Agents

Nuclear agents are involved in the detonation of a fission type nuclear weapon.

Explosive Agents

Explosive devices are the most commonly used category of WMD agents. They can deliver a wide range of incendiary and explosive effects, including providing for the dispersal of the other categories of WMD.

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Local Preparations for a CRBNE Attack

First responders in The Pas region have been trained to recognize the effects resulting from a terrorist attack.

Instructions on what to do in the event of a CRNBE attack, including, if applicable, evacuation procedures and the location of shelters and treatment facilities, will be disseminated through the town, RM and UCN Public Information Officers. It is recommended that you have a battery-operated radio or TV available for viewing or listening, for use in this type of emergency.

Immediate Action

Prepare to deal with a terrorist incident by adapting many of the same techniques used to prepare for other crises, such as being alert to your surroundings—including any conspicuous or unusual behaviour, having a Family Disaster Plan such as the one listed by the Red Cross, and being familiar with the evacuation plan for your building. In the event of a terrorist attack, follow the directions of authorities and procedures drawn up in the preparedness plans.

Mask: Put on breathing protection such as gas or escape mask, or cover mouth and nose with a cloth. Move: If indoors, go to the highest and most interior room of a house or building, if outdoors; move laterally and upwind, away from any smoke or aerosol cloud. Shelter: seek shelter in a building or covered structure. If in a vehicle, pull over and turn off the engine, air conditioner, heater and vents, and roll up the windows.

Turn off all electrical appliances, fans, air conditioners, furnaces, etc. Close and lock all windows, vents, doors, and other openings. Seal room windows and doors with duct or masking tape. Seal door thresholds with wet towels Sit adjacent to an inner wall and away from outer walls and windows. Do not smoke, light candles,

or use any sources of open flame.

Evacuation: Be prepared to evacuate your home or workplace if circumstances require it. Follow the steps in your Family Disaster Plan to be sure you have the necessary items with you.

Subsequent Procedures

Listen: keep calm and listen to the radio/TV for official news updates. Stay indoors until notified by the public information officers that the area is safe.

Decontaminate:

Minimize contact with all outside surfaces Remove contaminated clothing and jewellery as soon as possible and place in SEPERATE, sealed

plastic bags. Wash exposed skin with soap and water and shampoo hair.

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Seek Care: If exposure is known or suspected, report to the nearest medical facility as directed by public health officials for evaluation and treatment. Inform the staff you may be contaminated

Assist Others: As circumstances and your training permits, assist others in your building or neighbourhood. Depending on the magnitude of the incident, assistance from emergency services personnel may be significantly delayed. Preparing beforehand by seeking training through the Red Cross, the community Emergency Response Team, or other organization can provide a valuable community service.

Tornado

A tornado watch means conditions are right for a tornado. During a tornado watch, staff should be alert to weather conditions.

A tornado warning means that a tornado has been sighted within a 25-mile radius. Tornado warnings normally are given 3 to 15 minutes in advance of the tornado.

Immediate Action

1. Remain calm and avoid panic. 2. Go to an area of safety

Areas of safety: rooms and corridors in the innermost part of a building Areas to avoid: windows, corridors with windows, or large free-standing expanses.

THERE IS NO GUARANTEED SAFE PLACE DURING A TORNADO. HOWEVER, IT IS IMPORTANT TO SEEK SHELTER IN THE BEST

LOCATION TO HELP MINIMIZE YOUR EXPOSURE.

3. DO NOT use elevators during a tornado warning. Persons with mobility concerns should go to an area of safety at the time for a tornado watch. DO NOT wait for a tornado warning.

4. Close all doors, including main corridors, making sure they latch. 5. Crouch near the floor or under heavy, well-supported objects and cover your head. 6. If outside, lie down in a low-lying area such as a ditch and cover your head. 7. Be alert for fire. In the event of a fire, the fire plan should be utilized.

Decision

If a tornado actually affects any of the UCN buildings, the decision to return to your work space or vacate the affected building(s) will be made by the President or designee in consultation with Government Services.

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Violent Incident

Violent incidents including but not limited to acts of terrorism, assaults, and incidents of workplace violence can occur on the University College Grounds with little or no warning. It should be noted that the following instructions are intended for incidents that are of an emergency nature (i.e., imminent or having just occurred).

Immediate Action

1. Emergency situations should be reported to RCMP by dialling 9-911 from a UCN phone (911 a from payphone). When you dial 911, be prepared to provide as much information as possible, such as the following:

a. what is happening b. the location c. who is involved d. type of weapon(s) involved, if any e. your name and address

2. Taking the time to provide such information will not delay law enforcement response. Complete information may allow them to handle the matter more effectively.

3. If the incident involves potentially lethal weapons (like hearing gunshots or observing individuals with guns or knives), staff are to utilize the “Shelter in Place” protocol.

Shelter in Place Protocol

1. Upon hearing about a violent person(s) or hearing gunshots, staff are to immediately lock and close their doors. Turn off the lights and get out of sight by taking cover under a desk, behind a filing cabinet or against the wall with a door. Maintain a low body profile, remain calm and remain quiet.

2. Staff with students are to follow article 1 above. Keep the students together and out of sight. Keep the students quiet and reassure them that helps is on the way.

3. Do not respond to queries being yelled out like “is there someone in there?” etc. nor to someone knocking on the door. It could be the assailant. Once the assailant has left or been neutralized, appointed staff accompanied by RCMP will come to each room and will enter the room and give further instructions. Cooperate with the instructions given.

Decision Maker(s)

The decision to call in additional EMT agencies will be made by the RCMP or designee in consultation with appropriate individuals in University College Administration.


Members of the UCBN community can enhance the safety of all and be of assistance to the law enforcement agencies by cooperating fully with instructions given by authorities.

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Incidents External to the Region

Significant events outside of our own region, either nationally or internationally, may have an impact on the University College community or its operations.

Immediate Action

Upon receiving information from federal, provincial, or local authorities of a credible threat or significant event and evaluating the effects on the University College community, the Vice President of Administration’s office may decide to have University College agencies take preventive actions, such as the completion of preparedness actions called for under each terrorist Threat Level or natural disaster response

Decision Maker(s)

The Vice President of Administration’s office, in consultation with the appropriate local and University College Representatives, will decide on actions to be taken in the event of a significant incident occurring outside of our region but which has an impact on University College operations or the community.


The activation of the appropriate level of the Regional Emergency Operation Plan The activation of the University College Crisis Management Plan to assist in preparedness and

support University College operations Support the physical and emotional well being of the entire UCN community Assist and support for demobilization operations and follow-up support

Major Demonstration

In many cases protests on grounds such as marches, meetings, picketing, and rallies will be peaceful and non-obstructive. A protest should not be disrupted unless one or more of the following conditions exists as a result of the demonstration:

Disruption of the normal operations of UCN Obstruction access to offices, buildings, or other UCN facilities Threat of physical harm to persons or damage to UCN facilities Wilful demonstrations within the interior of any UCN building or structure, except as specifically

authorized and subject to reasonable conditions imposed to protect the rights and safety of other persons and to prevent damage to the property

Unauthorized entry into or occupation of any UCN room, building, or area of the grounds, including such entry or occupation at any unauthorized time, or any unauthorized or improper use of any UCN property, equipment, or facilities.

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Immediate Action & Decision Maker(s)

1. Peace, Non-Obstructive Protest a. Generally, peaceful protests should not be interrupted. Protestors should not be

obstructed or provoked and efforts should be made to conduct University College business as normally as possible.

b. If protestors are asked, at the President’s or Vice-President of Administration’s request, to leave but refuse to leave by regular facility closing time, then arrangements will be made to treat the violation of regular closing hours as a disruptive protest.

c. All demonstrations must conform to the Policy on the Use of University College Facilities.

2. Non-Violent, Disruptive Protest—in the event that a protest blocks access to UCN facilities or interferes with the operation of UCN:

a. The President, Vice-President of Administration, or designated administrator will go to the area and ask the protestors to leave or to discontinue the disruptive activities.

b. If the protestors persist in disruptive activity, the following statement should be read by a selected UCN administrator as circumstances permit: I am (name), (title), a representative of the University College of the North

authorized to make this statement. I am hereby officially requesting and, if

necessary, directing you to please leave these premises immediately. I am also

notifying you that if you do not leave immediately, you will be in violation of both

the University College of the North’s Standards of Conduct and _________________

Law. The University College of the North does not want that to happen to any of you.

Violating the University College of the North’s Standards or Conduct puts students at

risk of being suspended or expelled from University College of the North, and

criminal law violations may result in prosecution with costly dollar penalties and/or

jail sentences.

c. If the protestors persist in disruptive behaviour after the above administrative message is read, the following statement may be read as circum stances permit:

The University College of the North has requested that law enforcement clear this

area. Please cooperate with law enforcement. If you fail or refuse to do so, you may

be arrested and criminally charged.

3. Violent, Disruptive Protests—in the event that a violent protest, in which injury to persons or property occurs or appears imminent, the following will occur:

a. During operating hours—the RCMP will be notified immediately. The police will in turn contact key administrators including the Vice President of Administration. The Vice President of Administration will determine further actions.

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b. After operating hours—the University security will be notified immediately of the disturbance and take action as necessary to preserve order and public safety. Security will investigate the disruption and report and notify the RCMP if necessary, who will inform the Vice President of Administration and other key administrators.5

Subsequent Procedures/Information

Efforts should be made to secure positive identification of protestors in violation of facilitate later testimony, including photographs if deemed advisable. Additionally, efforts should be made to videotape any police action for further reference.

Implementing an Evacuation Keep calm, evaluate the situation Notify the Emergency Response Team Use appropriate communication devices to relay the type and time of occurrence

o Alarms o Phone Lists o Messengers

Communicate clearly and concisely

“We have a(n)_____ emergency Evacuate the building according to fire escape routes. Do not take your belongings Do not take the elevators”

Check classrooms, offices, labs, and washrooms If possible, turn off any equipment Take staff lists and emergency kits Keep groups together Account for all staff and personnel

WAIT FOR ANY FURTHER INSTRUCTIONS AT DESIGNATED EVACUATION AREA.

How to Assist the Disabled in an Evacuation

Alert the visually impaired—offer arm for guidance Alert he hearing impaired—flash lights People using crutches, canes, or walkers--assist and escort to evacuation site if possible Wheelchair users—ask the user to determine best carry options, reunite the user with their

chair as soon as it safe to do so6

5 Note: if possible, an attempt should be made to communicate with the protestors to convince them to desist from engaging in violent activities in order to avoid further escalation of possible violent confrontation 6 Emergency Incident Report Forms, Emergency Message Form, and Evacuation Sign In Sheet to follow on Pages 31-32

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Recovery

Support Services & Assistance After a major emergency or disaster, people in our community will be distraught by personal and professional difficulties. Affected students, faculty and staff may need some scheduling flexibility or other provisional help in order to return to their routine activities. The following are some of the resources available on campus and in our community:

University College Resources

Counselling Room 111 627-8804 Housing Room 117 627-8518 Child Care 627-8550 Academic Assistance Learning Lab 627-8541

Community Resources

Counselling Kawechetonanow Centre 627-7260 Primary Health Care Centre 623-9650

Documenting Emergency Outcomes Once the safety of UCN staff is assured, emergency conditions have subsided, gather your Emergency Recovery Team and begin the restoration of the University College’s programs. It is very important that the University College begin a timely and comprehensive assessment of the emergency’s physical and operational effects. Be sure to plan ahead for how you will collect this important information.

Your President or Division Head will need ongoing status reports from each department during the emergency to estimate when your program can be fully operational and to identify special facility, equipment, and personnel issues or resources that will speed up resumption.

The University College may need detailed facilities data for the area to estimate temporary space reallocation needs and strategies

Most insurance claims will require extensive documentation of damaged facilities, lost equipment and resources, and special personnel expenses. Workers’ Compensation claims may arise if there are injuries in your department. All of documentation on emergency impacts should be coordinated with your Dean or President. 7

7 Forms to follow providing formats for summarizing crucial information on Page 33-36

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Take note that you should also plan to photograph or videotape facility or equipment damage in your department to provide a visual supplement for the written impact data.

It is very important that you record the emergency’s physical effects before you clean your area or make repairs.

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EMERGENCY ORGANIZATION:

TEAM ROSTERS (SEND A COPY TO YOUR DEAN/VICE PRESIDENT/PRESIDENT)

EMERGENCY RESPONSE TEAM

Room & Building Office Phone Home Phone

____________________ _____________ __________ __________ (Department Chair)

____________________ _____________ __________ __________ (Emergency Coordinator)

(Team Members)

____________________ _____________ __________ __________

____________________ _____________ __________ __________

____________________ _____________ __________ __________

____________________ _____________ __________ __________

EMERGENCY RECOVERY TEAM

Room & Building Office Phone Home Phone

____________________ _____________ __________ __________ (Department Chair)

____________________ _____________ __________ __________ (Emergency Coordinator)

(Team Members)

____________________ _____________ __________ __________

____________________ _____________ __________ __________

____________________ _____________ __________ __________

____________________ _____________ __________ __________

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Department Emergency Supply Locations

First Aid Room Room 101 in Residence First Aid Kit(s) Basement—By center stairwell Main Floor - Main Entrance Main Floor - Trades Hallway Main Floor by Cafeteria Second Floor West Wing - Center of Hallway Hallway between Heavy Duty & Automotive Shops

Lab Spill Kit(s) Room 257/259

Communications Equipment 2 way Radios in all zones With Floor Officers Extra/Spare 2 way Radios - B67

Other Supplies Extra First Aid Supplies: Room 101

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Telephone Bomb Threat Checklist

Time: Call received ____________ am/pm Terminated______________am/pm

Date: ___/___/____ mm / dd / yyyy

EXACT WORDING OF BOMB THREAT

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Gender of Caller: M / F Race:____________________________

Age: ______________ Length of Call: _____________________

Number at which call was received:___________________________________________

Questions You Should Ask:

A. When is the bomb going to explode? B. Where is the bomb right now? C. What does the bomb look like? D. What kind of bomb is it? E. What will cause it to explode? F. Did you place the bomb? G. Why? H. What is your address? I. What is your name?

Voice Description:

__ Calm __ Soft __Distinct __Raspy __Cracking Voice __ Angry __ Loud __Slurred __ Deep __ Disguised __ Excited __ Laughter __Nasal __ Ragged __ Accent __ Slow __ Crying __ Stutter __ Clearing Throat __ Familiar __ Rapid __ Normal __ Lisp __ Deep Breathing __ Whispered

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Do you recognize the voice? If so, who do you think it was? _______________________ Background Noise:

__ Street Noises __ House Noises __ Clear __ Television __ Motor __ Static __ Voices __ Office Machinery __ Booth __ PA System __ Factory Machinery __ Other __ Music __ Animal Noises Threat Language: __ Well Spoken __ Incoherent __ Foul __ Taped __ Irrational __ Message Read By Caller Name:____________________________________

Position: ____________________________ Phone Number:_______________________

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University College of the North Fire Plan

Designated Floor Officers & Alternates

EXITS

Library: EXIT Front Entrance (or)EXIT West Doors

Bookstore:

EXIT Residence Front Entrance

Cafeteria:

EXIT Back Door of Cafeteria

General Office/Mamawechetotan Centre:

EXIT Main Doors

President’s Office/Classrooms 170-174, Room 147: EXIT North West Doors - West Wing

Trades Areas: Electrical/Carpentry/Instructor Offices/Washroom EXIT South West Doors - West Wing

Heavy Duty/Automotive/Classrooms

EXIT South West Doors - West Wing (or)EXIT Doors Into Compound (or) EXIT Doors at Heavy Duty Welding/Industrial Mechanics EXIT North West Doors - West Wing (or) EXIT Doors Into Compound

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Finance/HR/Payroll:

EXIT Out South East Doors By Daycare

Library/Study Hall/Multi-Media: EXIT Out Main Doors and West Door

Information Technology/Laundry/Instructor Offices/ Classroom (Old Laundry Area)/Washrooms By Elevators/

Weight Room: EXIT North East Residence Doors

Dental Classrooms/Dental Office Area/Hallway Washrooms/

Cardio Room/Gym and Gym Office:

EXIT North East Residence Doors

TGS Staff/Printing/Janitorial Staff Room/ ILINC Classroom/Basement Instructor Offices:

EXIT North West Stairwell Doors in West Wing

Nursing Offices/B72 Cisco Room/Basement Corner Washrooms/

Office Spaces/Basement Classroom:

EXIT North West Stairwell Doors in West Wing

Residence (Use intercom)/Residence Office/Kitchen/Lounge/ ESC Lab/ESC Offices: EXIT Residence Main Entrance

Labs/Classrooms/Instructor Offices Past Fire Doors On 2nd Floor: EXIT North West Stairwell Doors in West Wing

Academic Offices/Classrooms/Labs/Instructor Offices Past

Fire Doors On 2nd Floor:

EXIT South West Stairwell Doors in West Wing

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Evacuation Planning For Persons With Accessibility Issues List self-identified disabled persons who request evacuation assistance during an emergency. Designate evacuation assistants to wheelchair users to assist them during an emergency. Name: _________________________________________ Room/Bldg: _________________________Phone:______________________________ Disability: _______________________________________ Instructions: _____________________________________________________________ ________________________________________________________________________________________________________________________________________________ Name: _________________________________________ Room/Bldg: _________________________Phone:______________________________ Disability: _______________________________________ Instructions: _____________________________________________________________ ________________________________________________________________________________________________________________________________________________

Name: _________________________________________ Room/Bldg: _________________________Phone:______________________________ Disability: _______________________________________ Instructions: _____________________________________________________________ ________________________________________________________________________________________________________________________________________________

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Emergency Evacuation Sign-In Sheet (Use this form to account for personnel at the EAP when a roster is not available)

Building _______________________________ Department/Chair_______________________ PLEASE PRINT

Your Name (ID #) Department Student/Faculty/Other/Staff

___________________________ ______________________ _____________

___________________________ ______________________ _____________ ___________________________ ______________________ _____________ ___________________________ ______________________ _____________ ___________________________ ______________________ _____________

___________________________ ______________________ _____________ ___________________________ ______________________ _____________ ___________________________ ______________________ _____________ ___________________________ ______________________ _____________ ___________________________ ______________________ _____________ ___________________________ ______________________ _____________ ___________________________ ______________________ _____________ ___________________________ ______________________ _____________ ___________________________ ______________________ _____________ ___________________________ ______________________ _____________ ___________________________ ______________________ _____________ ___________________________ ______________________ _____________ ___________________________ ______________________ _____________ ___________________________ ______________________ _____________ ___________________________ ______________________ _____________ ___________________________ ______________________ _____________ ___________________________ ______________________ _____________ ___________________________ ______________________ _____________ ___________________________ ______________________ _____________ ___________________________ ______________________ _____________ ___________________________ ______________________ _____________ ___________________________ ______________________ _____________ ___________________________ ______________________ _____________ ___________________________ ______________________ _____________ ___________________________ ______________________ _____________

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Department Emergency Status

Date: ____________________________ # Pages in Report: _______________________

Time:_____________________(am/pm)

To: _________________________________________ (President/VP/Dean)

Fax:______________________________ Phone:_________________________________

From: ____________________________________ (Department Head)

Fax:______________________________ Phone:_________________________________

CURRENT OPERATIONAL SITUATION

Immediate Facility & Space Needs:

___________________________________________________________________

___________________________________________________________________

___________________________________________________________________

___________________________________________________________________

Urgent Equipment Requirements To Become Operational:

___________________________________________________________________

___________________________________________________________________

___________________________________________________________________

___________________________________________________________________

Critical Personnel Issues:

___________________________________________________________________

___________________________________________________________________

___________________________________________________________________

___________________________________________________________________

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Detailed Space Assessment Use this form to describe damage to utilities, fixtures, ceilings, walls, floors windows, etc. on

each floor of your Department’s building(s). Send the information to the President/Vice President/Dean with a signed cover memo from the Department head or person currently in

charge.

Dept/Bldg:___________________________ Room:____________

Damage:______________________________________________

__________________________________________________________

__________________________________________________________

__________________________________________________________

Dept/Bldg:___________________________ Room:____________

Damage:______________________________________________

__________________________________________________________

__________________________________________________________

__________________________________________________________

Dept/Bldg:___________________________ Room:____________

Damage:______________________________________________

__________________________________________________________

__________________________________________________________

__________________________________________________________

Dept/Bldg:___________________________ Room:____________

Damage:______________________________________________

__________________________________________________________

__________________________________________________________

__________________________________________________________ Page ___ of ___

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Detailed Equipment Assessment Use this form to describe all damaged furnishings, office-laboratory-research equipment, and

materials expended during the emergency. Send the information to the President/Vice President/Dean with a signed cover memo from the Department head or person currently in

charge.

Dept/Bldg:___________________________ Room:____________

Item: _____________________ Manufacturer:___________________

Model # :______________ Inventory # ____________ Cost:_________

Damage Description: ________________________________________

__________________________________________________________

Est Repair ($):_________ Est Replacement ($):________

Dept/Bldg:___________________________ Room:____________




__________________________________________________________


Dept/Bldg:___________________________ Room:____________




__________________________________________________________


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Detailed Personnel Impacts Use this form to describe the emergency’s impact on staffing. Describe personnel issues related

to program resumption. Document employee overtime related to your emergency response and recovery. Send the information to the President/Vice President/Dean with a signed cover

memo from the Department head or person currently in charge.

Summary: EMERGENCY IMPACTS TO DEPARTMENT STAFFING

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

List STAFF OVERTIME HOURS RELATED TO THE EMERGENCY

and emergency duties performed. Include data for temps hired for emergency recovery

Name: __________________________________ Emergency #:________________________

Job Title: ______________________________________________________________________

Hourly Rate: ____________ OT Rate:______________ Benefits %:_______________

Date(s) Worked Hours Duties Performed

_____________ ______________ ______________________________

_____________ ______________ ______________________________

_____________ ______________ ______________________________

_____________ ______________ ______________________________

Name: __________________________________ Emergency #:________________________

Job Title: ______________________________________________________________________

Hourly Rate: ____________ OT Rate:______________ Benefits %:_______________

Date(s) Worked Hours Duties Performed

_____________ ______________ ______________________________

_____________ ______________ ______________________________

_____________ ______________ ______________________________

_____________ ______________ ______________________________

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Documents

University College of the North Crisis Management Plan · The materials provided in this Crisis Management Plan is a guide to assist department managers in identifying emergency roles