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Santa Clara University

Emergency Operations Plan

Revision Date: October22, 2012

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Program Approval

Signature on file in the EHS Office

Signature

Date

Michael Engh, S.J. October 22, 2012

Santa Clara University President

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TABLE OF CONTENTS

General Information

1. Introduction 5

2. Plan Purpose 5

3. Plan Scope 6

4. Plan Assumptions 6

5. Authorities and References 7

6. Plan Modifications and Distribution 8

7. Training 8

8. Emergency Exercises 8

Section I Concept of Operations

1. Levels of Emergencies 9

2. Activation of the Emergency Operation Plan 9

3. Standardized Emergency Management System Purpose 10

4. Mutual Aid 12

Section II Initial Response

1. Introduction 13

2. Field Response and Field Incident Commander 13

3. Evacuation and Shelter in Place 13

Section III Extended Operations

1. Concept Of Operations 14

2. The Policy Group 14

3. Emergency Operations Group 14

4. Emergency Operations Director 15

5. Emergency Operations Staff 15

6. Operations Section 15

7. Planning /Assessment Section 15

8. Logistics Section 16

9. Finance/Administration Section 16

10. Incident Action Plan 16

11. Emergency Communications 17

12. Transition into Recovery Operations 17

Section IV Recovery Operations

1. Concept of Operations 18

2. Short-Term Recovery 18

3. Long-Term Recovery 18

4. Recovery Operations Organization and Responsibilities 18

5. Recovery Damage Assessment 19

6. Documentation 19

7. After-Action Reporting 20

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Section V

1. References 20

Attachments 21

1. Organization Charts

a. SCU Emergency Operations Structure

b. The Policy Group

c. The Emergency Operations Group

2. Emergency Action Plan Position Checklists

3. Mutual Aid Resource Request Form

4. Incident Command System (ICS)

5. Building Emergency Status Report

6. Functional Specific Plans

a.

Shelter

b.

Communications

c.

Food (8/12)

d.

Medical Service

e.

Facilities

f.

Volunteer Coordination (8/12)

7. Incident Action Plan Form

8. Emergency Operations Group Message Form

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General Information

1. Introduction

The Santa Clara University Emergency Operations Plan (EOP) establishes policies, procedures,

and an organizational structure for response to major emergencies affecting the campus. The

Plan incorporates operating procedures from the Incident Command System (ICS), the

Standardized Emergency Management System (SEMS), National Incident Management System

(NIMS), and the Master Mutual Aid Agreement (MMAA) for handling major emergencies

which could disrupt normal campus operations such as, but not limited to: fires, floods,

storms, earthquakes, hazardous materials incidents, terrorist threats and other potential

disasters. These potential emergencies have been identified through a risk assessment

process. This plan was developed to establish the structure and procedures to mitigate the

potential consequences of a major emergency that threatens the health and safety of Santa

Clara University students, faculty, staff, visitors, and the general public.

Additionally, to be eligible for federal reimbursement of qualifying emergency expenditures,

Santa Clara University (SCU) is required to use the California Standardized Emergency

Management System (SEMS) when the University’s Emergency Operations Group is activated,

or a Local Emergency is declared or proclaimed. This Emergency Operations Plan is in

conformance with these requirements.

Section I – describes the types of emergencies and how Santa Clara University’s emergency

management organization and structure responds to these situations including how SCU

integrates within the SEMS framework.

Section II -- focuses on the initial emergency response by the SCU Incident Commander. It

provides an overview to establish the Incident Command System.

Section III -- addresses extended emergency operations functions and procedures for Santa

Clara University including the transition to the recovery phase.

Section IV -- addresses both short and long term recovery operations for the University and

procedures for obtaining insurance and disaster assistance funds for damage restoration and

mitigation projects.

Section V – provides the authorities and references on which this plan is based.

2. Plan Purpose

The purpose of this document is to describe the structure, authority, responsibility, functions

and operations of Santa Clara University as related to emergency preparedness, response,

recovery, mitigation and training. To meet the needs of all users, this Plan provides both a

general concept of operations, organization charts (Attachment 1) and detailed action

checklists by the designated Emergency Operations Plan position (Attachment 2).

The planning, training, response and recovery priorities for the University are:

1. Life saving

2. Life safety

3. Environmental protection

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4. Real and intellectual property protection

5. Resumption of normal business activities

This Emergency Operations Plan addresses the coordinated response to, the management of,

and recovery from extraordinary emergency situations associated with natural disasters,

technological incidents and security emergencies affecting the University. This Plan

accomplishes the following:

• Establishes the emergency management organization required to mitigate a

significant emergency or disaster affecting Santa Clara University.

• Identifies the policies, responsibilities and procedures required to protect health and

safety, University property, and mitigate the environmental effects of natural,

technological or human-caused emergencies and disasters.

• Establishes the operational concepts and procedures for the coordination of field

response with Santa Clara University’s Emergency Operations Group activities.

3. Plan Scope

The Emergency Operation Plan applies to all Santa Clara University personnel, buildings,

grounds, and properties operated by the University.

4. Plan Assumptions

The Emergency Operation Plan is based on a systematic approach to the problems likely to be

encountered by the University during a major emergency or disaster. This Plan is based on the

following assumptions:

General Assumptions:

• A majority of Faculty, Staff and Students will be able to leave the campus and go home

until the emergency is declared over and the campus is once again operational.

• Responsibility for emergency preparedness rests with all faculty, staff and students of

the University. Individual employee and student levels of personal preparedness will

affect the overall preparedness of the University.

• Timely warning and alert notification, when used effectively, will decrease life and

property losses.

• Organizational preparedness and training is essential to effective emergency

operations and adequate pre-emergency testing of facilities and equipment will

increase their reliability during emergencies.

• The nature and extent of an emergency will govern which elements of the emergency

organization will mobilize, activate and/or respond.

• Building Evacuation Leads will direct building evacuations. Faculty, who are in the

classroom, will verify that their classrooms are cleared and equipment/processes that

could create a hazard are shut down before meeting their students at the evacuation

assembly point or shelter in place location.

• An emergency or disaster can occur at any time with little or no warning. Disasters

may affect widespread areas; therefore, city, county, and federal emergency

assistance may not be available for as long as 72 hours.

• Since events during an emergency or disaster are not predictable, the Emergency

Operation Plan serves as a guide. On-the-scene judgment based on actual

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circumstances must be the final guide for protecting lives, property and the

environment.

• SCU community individuals will each have three-day emergency kit that includes:

o Food (including any special diet needs);

o Water – 1.5 liters minimum ; and

o Medication and First Aid Kit.

• SCU may be required to provide shelter for disaster victims from the surrounding

community until other arrangements can be made.

Function/Department Specific Assumptions:

• Office of Student Life will account for student status and the Office of the Provost will

account for Academic Departments’ status.

• Facilities and Campus Safety will remain fully operational.

• Facilities will ensure:

o Diesel available for six days of generator operations

o Gasoline available for six days of SCU vehicle operations

o 25,000 gallons of potable water available

o Back-up toilet capability

• Housing will maintain reserves for emergency bedding for 2000 people.

• Bon Appetit will maintain a three-day food supply for 3000 people. Bon Appetit, has

four kitchens that could be utilized for food service: Benson Center, Nobili, Adobe

Lodge and the Jesuit Community kitchen.

• Departments will have emergency plans in place that will include:

o Key contact information

o Staff rosters

• Athletics and Recreation will establish emergency shelters and prepare for relocation

to off-campus sites as needed.

• Planning and Projects building survey teams will provide building status.

• EHS will manage the cleanup of hazardous material spills.

• Cowell Health Center, EMT, and ROTC cadre will provide at least first echelon medical

care. Cowell Health Center and Campus Ministry will provide counseling services.

Communications Assumptions:

• OMC will manage mass communications to the campus community both on and off

campus and the Press.

• Benson Center will serve as the SCU community information center.

• IT will have an operational emergency web site.

• SCU radio station will support information flow if operational.

5. Authorities and References

This Plan is promulgated under the authority of the SCU President. Overall management and

implementation of this plan is delegated to the Assistant Vice President of Operations. This

Plan is based on Federal and State laws and incorporates Santa Clara University policies and

procedures. A listing of references can be found in Section V.

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Chain of Succession

In the event that the President is unavailable, the authority and responsibility to proclaim a

State of Emergency and activate the Emergency Operation Group shall follow this chain of

succession:

1. Provost

2. Vice President, Administration and Finance

3. University Legal Counsel

4. Vice President, Enrollment Management

5. Vice President, University Relations

6. Plan Modifications and Distribution

The University’s Emergency Operations Plan will be reviewed regularly and revised, if

necessary. The Plan may be modified as a result of post-incident analyses and/or post-exercise

critiques and it may be modified if responsibilities, procedures, laws, rules or regulations

pertaining to emergency management and operations change. All those with Policy,

Emergency Operations or Recovery responsibilities will be notified of modifications and will be

responsible for maintaining a current, hard copy of this plan. A record of modifications to this

Plan is maintained by the Emergency Planning Manager and recorded on page 2.

7. Training

Every SCU Administrator, Dean, Department Chair, and Director has the following general

responsibilities prior to an emergency:

• Develop and maintain a Contact List for notifying all faculty and staff in case of an

emergency.

• Develop and maintain a list of employees who would be on duty at any particular

time.

• Allow time for faculty and staff to train in emergency techniques such as first aid, CPR

and building evacuation.

• Educate students and/or faculty and staff members concerning the University’s

emergency procedures as well as evacuation procedures for their building and/or

activity.

• Have instructors review emergency procedures at the start of each quarter’s classes.

• Report immediately any identified safety hazards to the EHS Director (existing safety

hazards can become critical hazards during an emergency).

8. Emergency Exercises

The best method of training for emergencies is through exercises. Training exercises allow the

University staff to become familiar with the procedures, facilities, equipment and systems that

they will actually use in emergency situations. Santa Clara University will conduct an

emergency exercise of varying size and scope at least annually.

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Section I Concept of Operations

1. Levels of Emergencies

In the majority of SCU emergency incidents, there are two typical scenarios:

• The emergency incident can be managed by internal SCU resources as part of their normal

operations (example: a limited water leak would be corrected and the damage repaired

by the Facilities Department); or

• External responders such as the Fire or Police departments take command of the incident

(example: vehicle fire in an SCU parking lot would be extinguished by the Santa Clara Fire

Department).

However, significant incidents may require a greater level of emergency response. Significant

incidents are those in which the campus is unable to operate normally and/or SCU is unable to

address the incident with the normal resources. Based on the severity and duration of the

event and the impact on local and regional response resources, there are three levels of

emergencies:

Level I MINOR TO MODERATE EMERGENCY: An event that occurs on the campus and is

managed using normal response actions. The event can be handled with existing University

resources or with outside help with little or no impact on campus operations. The Policy and

Emergency Operations Groups are not activated.

Level II MODERATE TO SEVERE EMERGENCY: An event or events that interrupt campus

operations. Depending on the severity and duration of the event, and its impact on

operations, the Policy and Emergency Operations Groups may be activated.

Level III MAJOR EMERGENCY: An area-wide catastrophic event. Local resources are

overwhelmed and may not be available for a prolonged period of time. All normal campus

operations are interrupted. The Policy and Emergency Operations Groups are activated.

2. Activation of the Emergency Operations Plan

The Incident Command System may be implemented for minor through major emergencies.

The Policy and Emergency Operation Groups are typically activated for moderate to severe or

major emergencies. However the Policy and Emergency Operation Groups can be activated by

order of the President or his designee at any time the circumstances warrant it. The Policy

Group’s purpose is to support the President in setting overall priorities for response and

recovery operations. The Emergency Operations Group’s role is to manage resources and

communications in the support of the Incident Command Group responding to incidents on

campus. The Policy and Emergency Operations Groups can be activated in whole or in part,

as the needs of the emergency dictate.

Since events during an emergency or disaster are not predictable, staffing is determined by

on-the-scene judgment based on actual circumstances and the judgment of those in command

whether it is the Incident Commander, the Emergency Operations Director or the SCU

President. However, the Policy and Emergency Operations Groups will automatically be

activated to a level appropriate to the scope of the emergency, when:

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• There is the existence or threatened existence of a Level II or III emergency that only

affects the University; or

• When the City of Santa Clara declares a State of Local Emergency; or

• When the Governor has proclaimed a State of Emergency for an area that includes the

University; or

• When the U.S. President declares a national emergency for an area that includes the

University.

3. Standardized Emergency Management System (SEMS) Purpose

All emergency response and management agencies in the State of California use the

Standardized Emergency Management System (SEMS) to respond to, manage and recover

from disasters. Using a common system can result in coordinated management and

teamwork. The system is based on simplicity, flexibility, and common terminology. The State

has mandated that all counties, cities, special districts and other organizations use SEMS in a

disaster. Santa Clara University qualifies as a special district. Failure to use the SEMS may

render the University ineligible for Federal reimbursement funds.

SEMS requires the use of basic principles and components of emergency management,

including the Incident Command System (ICS), multi- agency or inter-agency coordination, the

Operational Area concept, and established Mutual Aid systems. There are five designated

levels in the SEMS organization: field response, local government, operational area, regional,

and state. Each level is activated as needed. Santa Clara University, as a nonprofit

educational institution, reports to and receives information and resources from the Santa

Clara County Operational Area EOG. Table 1 on the next page depicts the SEMS levels and

how they interact.

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Information/Resource Flow

Information

flow

Federal

Gove

rnment

Resource

flow

State

EOC

Regional

EOC

Region II

Operational Area

EOC

Santa Clara County EOC

Santa Clara University

Emer

gency Operations

Group

University Field Incident

Command

Post

Reports to the Emerg Ops Director

Resource

requests

Table 1: Interaction of SEMS Levels

University Field Incident Command Post

Reports to the Emergency Operations Section Chief

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4. Mutual Aid

Santa Clara University in located within the Santa Clara County Operational Area. Requests for

and coordination of mutual aid support will normally be accomplished through the Santa Clara

County Operational Area Emergency Operations Center. The request should specify, at a

minimum the following information:

• Number and type of personnel needed.

• Type and amount of equipment/supplies needed.

• Reporting time and location.

• Who resources should report to.

• Access routes.

• Estimated duration of operations.

A Mutual Aid Resource Request Form can be found in Attachment 3.

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Section II Initial Response

1. Introduction

This section of the Emergency Operations Plan addresses the initial response by field responders to

emergencies, allowing for transition from routine emergencies to a disaster. Experience has shown that the

outcome of many emergencies can be greatly mitigated by effective initial response actions. At Santa Clara

University, the Incident Command System (ICS) will be considered for use on all incidents that requires its

organization and structure. In order for ICS to be used at incidents, the first trained emergency responder on

scene will take the following basic actions:

• Establish the Incident Command Post (ICP).

• Determine the size and scope of the incident.

• Determine the ICS organizational elements required.

• Request additional resources necessary to mitigate the incident.

• Delegate authority within the ICS organizational structure.

• Develop the Incident Action Plan, incorporating the incident objectives and strategies.

By taking these basic actions, the change from a one-person response to a several hundred person response

involves no change in the management system. The built-in capability for modular development helps to

shape the organization based on the functional needs of the incident. Attachment 4 contains more

information on the ICS.

2. Field Response and Field Incident Commander

The first trained responder on the scene will become the Field Incident Commander (IC) and establish an

Incident Command Post to direct field operation. Communications will be by means of radios, cell phones, or

by message forms and runners if normal communication systems are not operating. If the Emergency

Operations Group is activated then the Field IC(s) will communicate and coordinate directly with the

Operations Section Chief.

The SCU Field IC manages emergency scene actions until an External Responder assumes command. The SCU

Field IC then transitions to be the Field Incident Liaison between the External Field Incident Commander and

SCU to provide needed resources and support. The Field IC establishes a field response organization using ICS

principals to manage the event.

3. Evacuations/Lockdowns

Building Evacuation Leads manage evacuations to ensure occupants exit from the building as safely as

possible to the Emergency Assembly Points. Faculty, who are in the classroom, will ensure their students are

led to an evacuation assembly point or lockdown in place as instructed by emergency communications.

If the emergency is minor or localized then the Building Evacuation Leads wait for first responders to arrive to

report the building status. If a major, widespread emergency where first responders do not arrive, the

Building Evacuation Leads call Emergency Operations Center at extension 4742 (408-554-4742). If telephone

service is unavailable, the Building Evacuation Leads send a report to the Emergency Operations Center of any

injuries/deaths, suspected missing people, and observed building/utilities damage (Attachment 5 contains the

report form).

Following the sudden-onset of a major disaster and after buildings have been evacuated, students who live in

the Residence Halls should report to their Hall to check in and receive further instructions. Students who do

not live in the Residence Halls should report to the Leavey Center to check in and receive further instructions.

Faculty and staff register with their Departments before leaving campus. Those who have had HEAT/CERT,

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First Aid, AED or other training that would be beneficial in an emergency are encouraged to volunteer to

support the campus emergency response efforts. Volunteers may support duties such as messaging, traffic

and crowd control, care and shelter services. Those wishing to volunteer should report to Benson Center for

assignment.

Section III Extended Operations

1. Concept of Operations

During a disaster/emergency, the University’s Policy Group assists the President in setting response and

recovery priorities and the Emergency Operations Group supports field response operations in mitigating

incidents on the campus. The primary emphasis will be placed on saving lives, protecting property, and

preserving the environment. The Emergency Operations Group will operate using the Standardized

Emergency Management System (SEMS) functions, principles, and components. It will implement the action

planning process to develop an Incident Action Plan, identifying and implementing specific objectives for each

Operational Period. The Emergency Operations Group’s Mutual Aid Officer will also serve as the coordination

and communications link between University and the Santa Clara County Operational Area EOG.

2. The Policy Group

The responsibility of the Policy Group is to set overall priorities for response and recovery operations, after

considering the social, economic, legal and political ramifications of the proposed activities. They also approve

policies regarding emergency operations prior to an event. Within the Policy Group, resides the Public

Information Officer (Media Relations) who communicates to the media and the SCU Campus Community. The

Emergency Operations Group Liaison provides the link between the Policy Group, the University President and

the Emergency Operations Group.

Before leaving the campus, faculty and staff register with their departments who in turn, roll up their

emergency status reports to their respective management whether it is the Provost, VP Administration &

Finance, University Legal Counsel, VP Enrollment Management or VP University Relations. Attachment 1

contains the organizational chart for the Policy Group.

In an emergency, the Policy Group uses the normal communication channels. If the normal communication

channels and/or utilities are unavailable or sporadic, the Policy Group reports to their primary location in the

Walsh Administration Building.

Policy Group Primary Location: Walsh Administration Building

Policy Group Secondary Location: Fishbowl Conference Room, Facilities Building (utilized when normal

communication channels and/or utilities are unavailable).

If neither location is usable, then the Emergency Operations Director will designate a location for the Policy

Group. If there is any concern regarding where to meet, the Policy Group reports to their primary location for

further instructions.

3. Emergency Operations Group

The role of the Emergency Operations Group is to manage resources and communications in the support of

Incident Command Group responding to incidents on campus. The level of Emergency Operations Group

staffing will vary with the specific emergency situation. If normal communication channels are unavailable,

the Emergency Operations Group meets in the Emergency Operations Center (EOC). The role of the EOC is to

provide a secure location for the Emergency Operations Group to manage resources and communications in

the support of University staff and others responding to incidents on the campus.

EOG Primary Location: Team Room, Facilities Building (EOC)

If the primary location is unavailable for any reason, the EOG will be set up in a secondary location.

EOG Secondary Location: Campus Safety Building

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If neither EOG location is usable, then the Emergency Operations Director will designate a location for the

EOG. If normal communication channels are sporadic and there is any concern regarding where to meet, the

Emergency Operations Group members report to their Primary Location for further instructions.

The organizational structure of the Emergency Operations Group can be found in Attachment 1. Below are

the positions found in the SCU Emergency Operations Group. Checklists of suggested activities and actions for

each of these positions can be found in Attachment 2.

4. Emergency Operations Director

The Emergency Operations Director is responsible for the overall management of the Emergency Operations

Group. The Emergency Operations Director assures that the priorities of the President and Policy Group are

fully understood and addressed by all Sections in the Emergency Operations Group. Additionally the

Emergency Operations Director is responsible for the overall allocation of resources across the campus

emergency operations.

5. Emergency Operations Staff:

Safety Officer - oversees the general safety of the Emergency Operations Group and the Policy Group.

Security Officer - provides security for the Emergency Operations Group and the Policy Group, if needed.

Mutual Aid Officer- provides a communication link between the Emergency Operations Group and outside

Mutual Aid and other support organizations.

6. Operations Section

The Operations Section Chief is responsible for managing all field response to the disaster. The Operations

Section carries out assignments prioritized by the Emergency Operations Director. The Operations Section

Chief supports the development of the Incident Action Plan (IAP) and is responsible for the implementation of

the IAP. Depending on the nature of the emergency the Operation Section can have one or more of the

following branches:

• Field Incident Commander(s)/Liaison(s)

• Public Safety

• Medical Services (additional details in Functional Plans in Attachment 6)

• Care and Shelter (additional details in Functional Plans in Attachment 6)

• Facilities/Utilities (additional details in Functional Plans in Attachment 6)

7. Planning /Assessment Section

The Planning/Assessment Section Chief is responsible for the collection, analyses, and dissemination of the

incident information. Additionally, the Planning/Assessment Section is responsible for developing the Incident

Action Plan with the input from the other Emergency Operation Sections. The Planning/Assessment Section

evaluates the campus building and utility status, develops the Incident Action Plan based on the

building/utility assessments and information from other EOG Sections, documents the Emergency Operations

Group actions, and maintains all the necessary ICS documentation. The Planning/Assessment Section also

prepares the plan which provides a blueprint for the short term recovery efforts that support (or at a

minimum, do not hinder) the long term recovery. The Planning/Assessment Section carries out assignments

prioritized by the Emergency Operations Director. Depending on the nature of the emergency the

Planning/Assessment Section can have one or more of the following branches:

• Incident Action Plan Development

• Building Assessment

• Utility Assessment

• EOG Documentation Unit

• Construction and Engineering (for immediate recovery efforts to enable emergency response)

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8. Logistics Section

The Logistics Section Chief is responsible for providing and tracking all resources needed for managing the

disaster including staff and volunteers, equipment, facilities, materials, supplies, food and water, and

contracted services. The Logistics Section also sets up and maintains emergency communications. The

Logistics Section carries out assignments prioritized by the Emergency Operations Director. Depending on the

nature of the emergency the Logistics Section can have one or more of the following branches:

• Procurement

• Transportation and Equipment

• Information Technology Systems

• Food Service (additional details in Function Specific Plans in Attachment 6)

• Communications to the Campus Community (additional details in Function Specific Plans in

Attachment 6)

• Human Resources

• Volunteer Coordination (additional details in Function Specific Plans in Attachment 6)

9. Finance/Administration Section

The Finance/Administration Section Chief is responsible for providing financial and cost analysis services. This

section supervises negotiation and administration of vendor contracts. It starts special payroll services (if

necessary) and maintains records for insurance, State and Federal reimbursement. The

Finance/Administration Section carries out assignments prioritized by the Emergency Operations Director.

Depending on the nature of the emergency the Finance/Administration Section can have one or more of the

following branches:

• Cost and Accounting

• Risk Management, Compensation and Claims

• Timekeeping

10. Incident Action Plan

It is important that all incidents have some type of an Incident Action Plan. The plan may be oral or written.

Short-term or single agency incidents (such as a Santa Clara Police or Fire Department response) do not

require written Incident Action Plans. As incidents become larger, or require multi-agency involvement, the

Incident Action Plan should be written. Incident Action Plans will vary in content and complexity depending

upon the kind and size of the incident. An Incident Action Plan Form can be found in Attachment 7.

The use of Incident Action Plans in the Emergency Operations Group provides a clear and measurable process

for identifying objectives and priorities for a given event. The incident action planning process should involve

the Emergency Operations Director and Section Chiefs, along with other Emergency Operations staff, as

needed. Action planning is an important management tool that involves:

• Setting objectives for emergency response or recovery efforts based on priorities set by the Incident

Commander.

• Documenting the priorities and objectives, and the tasks and personnel assignments associated with

meeting the objectives.

Incident Action Plans have four main elements:

• Incident Objectives - Statement of what was accomplished in the last Operational Period and what is

expected to be achieved in the next Operational Period. Objectives must be measurable.

• Tactics and Assignments - Describes general objectives and tactics for controlling the incident including

a safety message and the current assignments in the Emergency Operations Group.

• Organization - Describes what elements of the ICS organization will be in place for the next Operational

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Period.

• Supporting Material - Examples could include an incident map, a summary of resources that have been

ordered or used, a communications plan, weather data and special precautions.

The Planning/Assessment Section is responsible for facilitating the action planning meeting and completing

and distributing the Incident Action Plan. The Planning and Assessment Group relies on information provided

by the other Emergency Operation Group Sections particularly the Operations Section. Incident Action Plans

are developed for a specified Operational Period, which may range from a few hours to 24 hours. The

Operational Period is determined by first establishing a set of priority actions that need to be performed and

then establish a reasonable time frame for accomplishing those actions.

11. Emergency Communications

For notification of activation of the Policy or Emergency Operations Groups, there are three means of

notification:

1. Policy or Emergency Operation Group members will receive a phone call;

2. Emergency notification by text, voice message and/or email through SCU Campus Alert (SCU’s mass

notification system); or

3. If normal communication channels are not available or sporadic, then the Policy Group should report

to the Walsh Administration Building and the Emergency Operations Group should report to the

Facilities Building.

As a last resort within the Emergency Operations Group, the Emergency Operations Group Message Form will

be used to provide written communications between the Sections, Branches and Units if email or telephone

communications are not available. A sample of this form can be found in Attachment 8. The message form

will not replace face-to-face communications, but will ensure a paper trail of critical verbal communication is

maintained.

Communication to the Campus Community will be accomplished through the SCU Campus Alert system, the

SCU website, and email. If these forms of communication are not available then a communications hub will

be established at Benson Center to disseminate information.

12. Transition to Recovery Operations

As the threat to life, property, and the environment dissipates, the Emergency Operations Director will

consider deactivating the Emergency Operations Group and launch the recovery efforts. The Emergency

Operations Director will direct Section Chiefs to deactivate their Sections not involved in recovery, ensuring

that each Unit/Branch/Section that was activated provides its logs and files to the Cost/Accounting Branch.

The Cost/Accounting Branch will organize these materials so they can be archived and/or utilized for the

financial recovery process.

Depending on the level of recovery effort, a Recovery Manager may be appointed to coordinate the recovery

effort, ensuring that all damaged buildings, facilities and services are restored. In coordination with the

Recovery Manager, the Cost/Accounting Branch will prepare the After-Action Report, ensuring that the

information is available if requested by the Santa Clara County Office of Emergency Services within 90 days of

the disaster/event.

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Section IV Recovery Operations

1. Concept of Operations

The Emergency Operations Center closes once the emergency has been mitigated. If recovery operations are

needed then the normal operational groups will assume responsibility for the recovery efforts including:

• Assessment of the extent and severity of damages to University property and infrastructure.

• Repair of damaged infrastructure and property.

• Restoration of services generally available prior to the disaster.

Recovery occurs in two phases: short-term and long-term. Short-term recovery operations will begin during

the response phase of the emergency.

2. Short-Term Recovery

The goal of short-term recovery is to restore the University to at least a minimal capacity. Short-term recovery

includes:

• Infrastructure restoration

• Re-establishment of the University’s administrative responsibilities

• Debris removal

• Cleanup operations

• Abatement and demolition of hazardous structures

• Restoring critical business functions

3. Long-Term Recovery

The goal of long-term recovery is to restore facilities to pre-disaster condition. Long-term recovery includes

hazard mitigation activities, restoration or reconstruction of facilities, and disaster response cost recovery.

The major objectives of long-term recovery operations include:

• Returning University business to pre-disaster levels

• Improving the University’s Emergency Operations Plan

• Reimbursement for qualifying disaster costs

• Effective integration of mitigation strategies into recovery planning and operations

In coordination with the American Red Cross and the Santa Clara Operational Area Office of Emergency

Services (OES), the University may be required to provide shelter for disaster victims from the surrounding

community until other arrangements can be made. This must be taken into consideration in both short and

long-term recovery planning.

4. Recovery Operations Organization and Responsibilities

The University has specific responsibilities in recovering from a disaster. The chart on the next page lists the

functional responsibilities assigned to the Policy, Emergency Operations, or Recovery groups and/or key

personnel.

Functional Responsibilities of the Recovery Group are listed on the next page:

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Function

Responsible Parties

Policy development and management;

interdepartmental coordination; policy

development; decision making; and public

information.

University President, Public

Information Officer, Policy Group

Building and safety inspections.

Planning and Assessment Section,

Recovery Manager, Facilities

Maintenance Departments,

Structural Engineers

Debris removal; demolition; construction;

management of and liaison with construction

contractors; and restoration of utility services.

Recovery Manager, Operations

Section

Finance; budgeting; contracting; recovery of

disaster related costs, accounting and claims

processing; and insurance settlements.

Recovery Manager,

Finance/Administration Section

Advise emergency authorities, actions, and

associated liabilities; preparation of legal

opinion.

University President, Policy Group

University operations and communications;

space acquisition; supplies and equipment;

vehicles; personnel; and related support.

Recovery Manager,

Planning/Assessment Section,

Logistics Section

5. Recovery Damage Assessment

The recovery damage assessment is the basis for determining the type and amount of financial assistance

necessary for recovery. This assessment is developed with the input from structural engineers and financial

analysts. This detailed assessment will be needed to apply for the various disaster financial assistance

programs. A list of mitigation priorities will need to be developed by the University.

6. Documentation

Documentation is the key to recovering eligible emergency response and recovery costs. Damage assessment

documentation will be critical in establishing the basis for eligibility of disaster assistance programs such as

the FEMA Public Assistance Program.

Debris removal and emergency response costs incurred by the affected entities should also be documented

for cost recovery purposes under the federal programs. The documenting information should include the

location and extent of damage, and estimates of costs for the following:

• Debris removal

• Emergency work

• Repairing or replacing damaged facilities to a non-vulnerable and mitigated condition.

The cost of compliance with building codes for new construction, repair, and restoration will also be

documented. Documentation must begin with initial field response and continue throughout the operation of

the Emergency Operation and Recovery Groups as the disaster unfolds.

20

7. After-Action Reporting

The Standardized Emergency Management System (SEMS) regulations require any city or county declaring a

local emergency for which the Governor proclaims a State of Emergency, to complete and transmit an After-

Action Report to OES within 90 days of the close of the incident period. The After-Action Report provides, at

a minimum, the following:

• Response actions taken;

• Application of SEMS;

• Suggested modifications to SEMS;

• Necessary modifications to plans and procedures;

• Training needs; and

• Recovery activities to date.

The After-Action Report serves as a source for documenting the University’s emergency response activities,

and identifying areas of concern and successes. It will also be utilized to develop a work plan for

implementing improvements. The Recovery Manager will be responsible for the completion of the

University’s After-Action Report and will provide information to the Santa Clara County Office of Emergency

Services as requested to assist them in completing their required After-Action Report to OES.

V. References

The following are the basis for the emergency plan requirements:

Federal

• Federal Civil Defense Act of 1950 (Public Law 920, as amended).

• Robert T. Stafford Disaster Relief and Emergency Assistance Act of

• 1988 (Public Law 93-288, as amended).

• Army Corps of Engineers Flood Fighting (Public Law 84-99).

State

• California Emergency Services Act (Chapter 7 of Division 1 of Title 2 of the Government Code).

• Standardized Emergency Management System (SEMS) Regulations (Chapter 1 of Division 2 of Title 19

of the California Code of Regulations) and (California Government Code §8607 et sec).

• Hazardous Materials Area Plan Regulations (Chapter 4 of Division 2, Title 19, Article 3, §2720-2728 of

the California Code of Regulations ) and (California Health and Safety Code, Division 20, Chapter 6.95,

• Section 25503.5).

• California Department of Water Resources Flood Control (California Water Code §128).

• Orders and Regulations which may be selectively promulgated by the Governor during a state of

emergency or war.

• Education Code Section 31301 and 16555.5.

• The California Disaster and Civil Defense Master Mutual Aid Agreement.

21

Attachments

1. Organization Charts

a. SCU Emergency Operations Structure

b. The Policy Group

c. The Emergency Operations Group

2. Emergency Action Plan Position Checklists

3. Mutual Aid Resource Request Form

4. Incident Command System (ICS)

5. Building Emergency Status Report

6. Functional Specific Plans

a.

Shelter

b.

Communications

c.

Food

d.

Medical Service

e.

Facilities

f.

Volunteer Coordination (to be developed)

7. Incident Action Plan Form

8. Emergency Operations Group Message Form

22

Attachment 1

a. The SCU Emergency Operations Structure

Field Incident

Command

/Liaison

Campus Community

External Responders

Emergency

Operations Group

Policy Group

Recovery Group

• Faculty and Staff

• Students

• SCU Jesuit Community

• Building Evacuation

Leads

• Contractors

• Guest Lecturers

• Conference and Camp

Attendees, Sporting

Events, etc.

23

Attachment 1

b. Policy Group

SCU President

Policy Group

Members

Emergency

Operations Group

Liaison

Public Information

Officer (Media

Relations)

• Provost

• VP Administration & Finance

• University Legal Counsel

• VP Enrollment Management

• VP University Relations

24

Attachment 1

c. The Emergency Operations Group

Emergency Operations Director

University Operations

Assistant VP

Operations Chief

Utilities Director

Planning and

Assessment Chief

Planning & Projects

Director

Logistics Chief

Auxiliary Services

Asst VP

Finance Chief

Assoc VP Finance

Risk MGMT,

Compensation &

Claims

University Risk Mgr

Timekeeping

HR Mgr of Payroll &

Systems

Cost

& Accounting

Accounting Mgr

Procurement

Director University

Support Services

Transportation &

Equipment

Mechanic

Food Service

Bon Appetite Mgr

Information

Technology

Director Information

Technology

Human Resources

HR Ast VP

Building Assessment

Civil Eng Chair

Utilities Assessment

Contract

Maintenance Mgr

EOC Documentation

Business Technology

Application Mgr

Public Safety

Campus Safety Asst

Director

Medical Services

Director Health and

Counseling Services

Shelter

Athletics

&

Recreation Executive

Director and

Housing Director

Facilities/Utilities

General

Maintenance

Supervisor

Security Officer

Campus Safety

Director

Safety Officer

EHS Director

Mutual Aid Officer

Emergency Planning

Manager

Policy Group

Volunteers

ROTC Senior Staff

Incident Action Plan

Development

Business Services Dir

Field Incident

Commander

/Liaison

Varies depending on

incident

Communications

Student Life Dir and

Asst Media Relations

Dir

Construction &

Engineering

Planning & Projects

Mgr

Campus Ministry

Director

Staff

Sections

Branches

25

Attachment 2

Emergency Action Plan Position Checklists

26

Emergency Operations Group Checklist

Position: Emergency Operations Director

Responsibilities: The Emergency Operations Director is responsible for the overall management of the Emergency Operations Group,

assures that the priorities of the President and Policy Group are fully understood and addressed by all Sections in the Emergency

Operations Group , and is responsible for the overall allocation of resources across the campus emergency response operations.

Check

when

complete

Actions

Activation Phase

1. Obtain briefing from whatever sources are available.

2. Determine appropriate level of the Emergency Operations Group (EOG) activation based on situation as known. EOG

members to consider for activation: Security Officer Safety Officer, Mutual Aid Officer, Operations Chief, Planning and

Assessment Chief, Logistics Chief, Finance and Administration Chief.

3. Mobilize appropriate personnel for the initial activation of the University EOG.

4. Determine operational status of Emergency Operations Center and ensure that it is ready for operation.

5. Establish an EOG check-in procedure.

6. Ensure that an EOG organization and staffing chart is completed and posted.

7. Determine which sections are needed, assign Section Chiefs as appropriate and ensure they are staffing their branches as

required: Operations Section Chief, Logistics Section Chief, Planning/Intelligence Section Chief and Finance/Administration

Section Chief.

8. Determine which EOG staff positions are required and ensure they are filled as soon as possible: Safety Officer, Security

Officer, and Mutual Aid Officer.

9. Schedule the initial Action Planning meeting. The Planning and Assessment Chief is responsible for developing the agenda

and documenting the meeting.

10. Start log of key decisions and actions.

Operations Phase

1. Monitor staff activities to ensure that all appropriate actions are being taken.

2. Provide frequent status updates to the Policy Group.

3. In conjunction with the Public Information Officer of the Policy Group, conduct news conferences and review media

releases, following the established procedure for information releases and media briefings.

4. Ensure that the Mutual Aid Officer is providing effective interagency coordination.

5. Based on current status reports, establish initial strategic objectives for SCU's EOG.

6. Convene the initial Action Planning meeting; ensure that Section Chiefs, EOG Staff, and other key representatives are in

attendance. Initiate the Action Planning procedures (refer to Incident Action Plan Form.)

7. Once the Incident Action Plan is completed by the Planning/Intelligence Section, review, approve and authorize its

implementation.

8. Conduct periodic briefings with the General Staff to ensure strategic objectives are current and appropriate.

9. Conduct periodic briefings for the Policy Group and others as needed.

10. Brief your relief at shift change, ensuring that ongoing activities are identified and follow-up requirements are known.

Demobilization Phase

1. Demobilize sections, branches and units when they are no longer required.

2. Ensure that any open actions not yet completed will be handled after demobilization.

3. Ensure that all required forms or reports are completed prior to demobilization.

4. Be prepared to provide input to the after action report.

5. Deactivate the University EOG and EOC as appropriate.

6. Proclaim termination of the emergency response and proceed with recovery operations.

27

Emergency Operations Group Checklist

Position: Safety Officer

Responsibilities: Ensure that all buildings and other facilities used in support of the Emergency Operations Group are in

a safe operating condition. Monitor operational procedures and activities in the EOC to ensure they are being

conducted in safe manner considering the existing situation and conditions. Ensure a shift change is established at the

first EOG Action Planning Meeting and personnel are notified to fill the second shift positions. Ensure that arrangements

are made for appropriate food and shelter in the EOC considering the existing situation and conditions.

Check

when

complete

Actions

Activation Phase

1. Check in with the Security Officer upon arrival at the EOC (if activated).

2. Report to the Emergency Operations Director. Determine with the Emergency Operations Director if the

Policy Group facility needs to be reviewed for safe operating conditions and other safety concerns.

3. Set up your workstation and review your position responsibilities.

4. Establish and maintain a position log which chronologically describes your actions taken during your shift.

5. Review any existing reports of safety conditions.

6. Evaluate resource needs (such as a computer, phone, plan copies, and other reference documents), and

request missing items from the Logistics Chief.

7. Start log of key decisions and actions.

Operations Phase

1. Tour the EOC facility (if activated) and evaluate conditions; advise the EOG Director of any conditions and

actions which might result in unsafe layout or equipment set-up, etc.

2. Evaluate the EOC facility (if activated) for access to fire extinguishers, emergency pull stations, and

evacuation routes and exits.

3. Determine if there are any unsafe conditions in the EOC facility (if activated); take action when necessary.

4. Prepare and present safety briefings for the Emergency Operations Director, EOG Staff and Chiefs.

5. If the event which caused activation was an earthquake, provide guidance regarding actions to be taken in

preparation for aftershocks.

6. Ensure that the EOC facility (if activated) is free from any environmental threats - e.g., radiation exposure,

air purity, water quality, etc.

7. Advise the Emergency Operations Director of unsafe conditions; take action when necessary.

8. Coordinate with the Finance/Administration Section in preparing any EOG personnel injury claims or

records necessary for proper case evaluation and closure.

9. If another person is relieving you, ensure they are thoroughly briefed before you leave the EOC.

Demobilization Phase

1. Deactivate your assigned position and close out your position log when directed by the Emergency

Operations Group Director.

2. Complete all required forms, reports, and other documentation. All forms should be submitted to the

Planning/Intelligence Section, as appropriate, prior to your departure.

3. Be prepared to provide input to the after-action report.

28

Emergency Operations Group Checklist

Position: Security Officer

Responsibilities: Provide 24-hour security for the EOG and the EOC (if activated). Control personnel access to the EOC (if

activated) in accordance with policies established by the EOG Director, including Check In and Check Out by all

personnel.

Check

when

complete

Actions

Activation Phase

1. Report to the Emergency Operations Director. Determine with the Emergency Operations Director if the

Policy Group facility needs to be reviewed for safe operating conditions and other safety concerns.

2. Establish Check in and Check out procedures for those reporting in to the EOC (if activated).

3. Set up your workstation and review your position responsibilities.

4. Establish and maintain a position log which chronologically describes your actions taken during your shift.

5. Review any existing reports of security concerns.

6. Evaluate resource needs (such as a computer, phone, plan copies, and other reference documents), and

request missing items from the Logistics Chief.

7. Start log of key decisions and actions.

Operations Phase

1. Determine the current EOC security requirements and arrange for staffing as needed.

2. Determine needs for special access to EOC facilities (if activated).

3. Provide executive and V.I.P. security as appropriate and required.

4. Provide security recommendations as appropriate to Emergency Operations Director.

5. Prepare and present security briefings for the Emergency Operations Director, Staff, and Chiefs.

6. If another person is relieving you, ensure they are thoroughly briefed before you leave the EOC.

Demobilization Phase

1. Deactivate your assigned position and close out your position log when directed by the Emergency

Operations Group Director.

2. Complete all required forms, reports, and other documentation. All forms should be submitted to the

Planning/Intelligence Section, as appropriate, prior to your departure.

3. Be prepared to provide input to the after-action report.

29

Emergency Operations Group Checklist

Position: Mutual Aid Officer

Responsibilities: Provides a communication link between the Emergency Operations Group and outside Mutual Aid and

other support organizations. Provides a central location and SCU information as needed for incoming agency

representatives.

Check

when

complete

Actions

Activation Phase

1. Check in with the Security Officer upon arrival at the EOC (if activated).

2. Report to the Emergency Operations Director.

3. Set up your workstation and review your position responsibilities.

4. Establish and maintain a position log which chronologically describes your actions taken during your shift.

5. Review any requests for mutual aid or offers of assistance.

6. Evaluate resource needs (such as a computer, phone, plan copies, and other reference documents), and

request missing items from the Logistics Chief.

7. Start log of key decisions and actions.

Operations Phase

1. Formulate resource requests of external agencies and review with the Emergency Operations Director.

2. Evaluate requests for mutual and make recommendations to the Emergency Operations Director.

3. Establish and maintain a central location for incoming external agency representatives (if needed),

providing workspace and support as required.

4. Ensure that position specific guidelines, policy directives, situation reports, and a copy of the SCU

Emergency Plan are provided to external agency representatives as needed.

5. Provide orientations for VIPs and other visitors to the EOC.

6. Maintain a roster and brief Emergency Operations Director on the external agency representatives on

campus.

7. If another person is relieving you, ensure they are thoroughly briefed before you leave the EOC.

Demobilization Phase

1. Deactivate your assigned position and close out your position log when directed by the Emergency

Operations Group Director.

2. Complete all required forms, reports, and other documentation. All forms should be submitted to the

Planning/Intelligence Section, as appropriate, prior to your departure.

3. Be prepared to provide input to the after-action report.

30

Emergency Operations Group Checklist

Position: Operations Section Chief

Responsibilities: Manage all field response to the disaster by ensuring that operational objectives and assignments

identified in the Emergency Action Plan are carried out effectively. Establish and manage the appropriate level of branch

and unit organizations within the Operations Section.

Check

when

complete

Actions

Activation Phase

1. Check in with the Security Officer upon arrival at the EOC (if activated).

2. Report to the Emergency Operations Director.

3. Meet with Planning/Intelligence Section Chief; obtain a preliminary situation briefing and meet with the

Logistics Section Chief and provide any preliminary personnel, supply and equipment needs.

4. Establish communications with Field Incident Commander(s) operating on campus and coordinate

accordingly.

5. Based on the situation, activate appropriate branches within the section.

6. Determine need for outside assistance and coordinate with the Mutual Aid Officer regarding obtaining

external agency support.

7. Request additional personnel for the section from the Logistics Section Chief as necessary for 24-hour

operation.

7. Ensure that adequate communication equipment is available for the section.

8. Start log of key decisions and actions.

Operations Phase

1. Identify key issues currently affecting the Operations Section (Field Incident Commander(s), Public Safety,

Medical Services, Shelter, Facilities/Utilities); meet with Section personnel and determine appropriate section

objectives and refine the objectives as the emergency planning unfolds.

2. Review responsibilities of branches in section (Public Safety, Medical Services, Shelter, Facilities/Utilities)

with Branch Leads to develop an Operations Plan detailing strategies for carrying out Operations objectives,

and likely future needs of the Operations Section.

3. Work closely with Branch Leads to ensure that the Operations Section objectives, as defined in the current

Action Plan, are being addressed and the Incident Commanders are receiving the operational support needed.

4. Ensure that the Branches coordinate resource needs through the Logistics Section, provide intelligence

information Planning/Intelligence Section in a timely manner, and ensure that fiscal and administrative

requirements are coordinated through the Finance/Administration Section (notification of emergency

expenditures and daily time sheets).

5. Attend and participate in Emergency Operations Action Planning meetings.

6. Provide information and coordinate with other Section Chiefs and periodically brief Emergency Operations

Director on status of Operations.

7. If another person is relieving you, ensure they are thoroughly briefed before you leave the EOC.

Demobilization Phase

1. Deactivate your assigned position and close out your position log when directed by the Emergency

Operations Group Director.

2. Complete all required forms, reports, and other documentation. All forms should be submitted to the

Planning/Intelligence Section, as appropriate, prior to your departure.

3. Be prepared to provide input to the after-action report.

31

Emergency Operations Group Checklist

Position: Planning/Assessment Section Chief

Responsibilities: Collect, analyze, and disseminate the incident information. Develops the Incident Action Plan with the

input from the other Emergency Operation Sections. Summarizes information regarding possible developments and their

effects, provides status reports, documents the Emergency Operations Group actions, prepares the Advance plan

(considers potential response and recovery related issues in the next phase of emergency operations) and maintains all

the necessary ICS documentation.

Check

when

complete

Actions

Activation Phase

1. Check in with the Security Officer upon arrival at the EOC (if activated).

2. Report to the Emergency Operations Director.

3. Meet with Operations and Logistics Section Chief; obtain and review any major incident reports; provide

any preliminary assessment information.

4. Based on the situation, activate appropriate branches within the section.

5. Request additional personnel for the section from the Logistics Section Chief as necessary for 24-hour

operation.

6. Ensure adequate communication equipment is available for the section.

7. Start log of key decisions and actions.

Operations Phase

1. Review responsibilities of branches in section (Building Assessment, Utility Assessment, Incident Action

Plan Development, Construction and Engineering, EOC Documentation) with Branch Leads to determine

appropriate section objectives and refine the objectives as the emergency planning unfolds.

2. Initiate Building and Utilities damage reviews as appropriate.

3. Collect and collate incident information to produce a picture of the current incident situation.

4. Provide status reports to the Emergency Operations Group Director and other Section Chiefs as needed.

5. Analyze incident information and develop comprehensive Incident Action Plan based on current emergency

response efforts underway and additional needed response efforts.

6. Evaluate the repair needs based on the Building and Utilities reviews and reports from others on campus.

7. Prepare the advance plan that considers potential response and recovery related issues for the next phase

of emergency operations.

8. Ensure that fiscal and administrative requirements are coordinated through the Finance/Administration

Section (notification of emergency expenditures and daily time sheets).

9. Maintain all the necessary ICS documentation for immediate use during the incident and for evaluation

once the incident is over.

10. If another person is relieving you, ensure they are thoroughly briefed before you leave the EOC.

Demobilization Phase

1. Deactivate your assigned position and close out your position log when directed by the Emergency

Operations Group Director.

2. Collect all required forms, reports, and other documentation from other Section Chiefs.

3. Provide Advance Plan to and brief the Recovery Manager.

4. Be prepared to provide input to the after-action report.

32

Emergency Operations Group Checklist

Position: Logistics Section Chief

Responsibilities: Provide and track all resources needed for managing the incident including staff and volunteers,

equipment, facilities, materials, supplies, food and water, and contracted services. The Logistics Section Chief is also

responsible to set up and maintain emergency communications.

Check

when

complete

Actions

Activation Phase

1. Check in with the Security Officer upon arrival at the EOC (if activated).

2. Report to the Emergency Operations Director.

3. Meet with Planning/Intelligence Section Chief; obtain a preliminary situation briefing.

4. Meet with the Operations Chief and receive any preliminary personnel, supply or equipment needed.

5. Based on the situation, activate appropriate branches within the section.

6. Ensure adequate communication equipment is available for the section.

7. Start log of key decisions and actions.

Operations Phase

1. Review responsibilities of branches in section and identify key issues currently affecting the Logistics

Section (procurement of Supplies, Food, Equipment, and Transportation, the information system availability

and capability, and the organization of Technical and Volunteer resources); meet with Section personnel and

determine appropriate section objectives and refine the objectives as the emergency planning unfolds.

2. Work closely with Branch Leads to ensure that the Logistics Section objectives, as defined in the current

Action Plan, are being addressed and the Section Chiefs are receiving the logistics support needed.

3. Ensure that fiscal and administrative requirements are coordinated through the Finance/Administration

Section (notification of emergency expenditures and daily time sheets).

4 Attend and participate in Emergency Operations Action Planning meetings.

5. Provide information and coordinate with other Section Chiefs, particularly Operations and Planning and

Assessments, and periodically brief Emergency Operations Director on status of Logistics.

6. If another person is relieving you, ensure they are thoroughly briefed before you leave the EOC.

Demobilization Phase

1. Deactivate your assigned position and close out your position log when directed by the Emergency

Operations Group Director.

2. Complete all required forms, reports, and other documentation. All forms should be submitted to the

Planning/Intelligence Section, as appropriate, prior to your departure.

3. Be prepared to provide input to the after-action report.

33

Emergency Operations Group Checklist

Position: Finance/Administration Section Chief

Responsibilities: Provide financial and cost analysis services including supervising the negotiation and administration of

vendor contracts. The Finance/Administration Chief is responsible for special payroll services (if necessary) and

maintains records for insurance, State and Federal reimbursement.

Check

when

complete

Actions

Activation Phase

1. Check in with the Security Officer upon arrival at the EOC (if activated).

2. Report to the Emergency Operations Director.

3. Based on the situation, activate appropriate branches within the section.

5. Request additional personnel for the section from the Logistics Section Chief as necessary for 24-hour

operation.

6. Ensure adequate communication equipment is available for the section.

7. Start log of key decisions and actions.

Operations Phase

1. Identify key issues currently affecting the Finance/Administration Section (Cost and Accounting, Risk

Management, Compensation and Claims, and Timekeeping); meet with Section personnel and determine

appropriate section objectives and refine the objectives as the emergency planning unfolds.

2. Review responsibilities of branches in section (Cost and Accounting, Risk Management, Compensation and

Claims, and Timekeeping) with Branch Leads to develop an Operations Plan detailing strategies for carrying

out Operations objectives, and likely future needs of the Section.

3. Work closely with Branch Leads, particularly Logistics, to ensure that the Finance/Administration Section

objectives, as defined in the current Action Plan, are being addressed.

4. Work with the Section Chiefs to address emergency expenditure needs and contracts and address fiscal and

administrative documentation such as invoices for emergency expenditures and daily time sheets.

5. Attend and participate in Emergency Operations Action Planning meetings.

6. Provide information and coordinate with other Section Chiefs and periodically brief Emergency Operations

Director on status of Finance/Administration.

7. If another person is relieving you, ensure they are thoroughly briefed before you leave the EOC.

Demobilization Phase

1. Deactivate your assigned position and close out your position log when directed by the Emergency

Operations Group Director.

2. Ensure any remaining Compensation and Claims and assigned for management.

2. Complete all required forms, reports, and other documentation. All forms should be to the

Planning/Intelligence Section, as appropriate, prior to your departure.

3. Be prepared to provide input to the after-action report.

34

Emergency Operations Group Checklist

Position: Operations Section: Field Incident Commander/Liaison

Responsibilities: The first trained person who arrives on the scene assumes front-line management of the incident for

tactical planning and execution until a more qualified person arrives. Responsible for managing emergency scene

actions (unless an External Responder assumes command then coordinates with External Field Incident Commander as

the Field Incident Liaison) until relieved by the Emergency Operations Group. Reports to the Operation Section Chief.

Check when

complete

Actions

Activation Phase

1. Assess the emergency scene and determines if outside assistance is needed.

2. Assume front-line management of the incident for tactical planning and execution until a more qualified

person arrives.

3. Priorities response first for the safety of people, then the protection of the environment then

preservation of property.

4. Based on the situation, activate appropriate personnel to support the Branch.

5. Report assessment and resource needs to the Operations Section Chief.

6. Ensure adequate communication equipment is available at the scene of the incident.

7. Start log of key decisions and actions.

Operations Phase

1. Manage evacuations, shelter in place, and other tactical operations for emergency response

2. Implement the Incident Action Plan as conveyed by the Operations Section Chief.

3. Manage emergency scene actions until or if an External Responder assumes command then coordinates

with External Field Incident Commander as the Field Incident Liaison as interfaces between the External

Responder and the Operations Chief.

4. Arrange through the Operations Section Chief (or if that position is not activated then the Emergency

Operations Group Director), the necessary supplies, equipment, transportation, food/shelter, medical

suppliers and technical/volunteer resources necessary to address the incident.

5. Provide frequent updates to the Operations Section Chief (or if that position is not activated then the

Emergency Operations Group Director) of the incident status.

6. Ensure that fiscal and administrative documentation such as invoices for emergency expenditures and

daily time sheets are submitted to the Operations Section Chief promptly.

7. If another person is relieving you, ensure they are thoroughly briefed before you leave the incident scene.

Demobilization Phase

1. Deactivate your assigned position and close out your position log when directed by the Operations

Section Chief.

2. Complete all required forms, reports, and other documentation. All forms should be submitted to the

Operations Section Chief prior to your departure.

3. Be prepared to provide input to the after-action report.

35

Emergency Operations Group Checklist

Position: Operations Section: Public Safety

Responsibilities: Coordinate fire, disaster medical, hazardous materials, and search and rescue operations, and site

security using both campus and external resources. This coordination is particularly key when there are multiple

incident locations on campus. Reports to the Operations Section Chief.

Check

when

complete

Actions

Activation Phase

1. Check in with the Security Officer upon arrival at the EOC (if activated).

2. Report to the Operations Section Chief and receive a briefing on known public safety concerns.

3. Based on the situation, activate appropriate personnel to support the Branch.

4. Ensure adequate communication equipment is available for the Branch support personnel.

5. Start log of key decisions and actions.

Operations Phase

1. Coordinate security operations for fire, disaster medical, hazardous materials, and search and rescue

operations using both campus and external resources. Assists Incident Commander(s) with incident scene

safety. Coordination will be particularly necessary if there are multiple incident locations.

2. Coordinate law enforcement and traffic control operations during the disaster.

3. Interfaces with other Operation Branch Leads.

4. Maintain overall supervision of the Campus Safety Branch support personnel.

5. Implement the public safety portion of the Incident Action Plan as conveyed by the Operations Section

Chief.

6. Provide the public safety update status information to the Operations Section Chief frequently.

7. If another person is relieving you, ensure they are thoroughly briefed before you leave the EOC.

Demobilization Phase

1. Deactivate your assigned position and close out your position log when directed by the Operations Section

Chief.

2. Complete all required forms, reports, and other documentation. All forms should be submitted to the

Operations Section Chief, as appropriate, prior to your departure.

3. Be prepared to provide input to the after-action report.

36

Emergency Operations Group Checklist

Position: Operations Section: Medical Services

Responsibilities: Ensure that all available disaster medical resources are identified and mobilized as required to provide

required emergency medical services to those injured on campus. Reports to the Operations Section Chief.

Check

when

complete

Actions

Activation Phase

1. Check in with the Security Officer upon arrival at the EOC (if activated).

2. Report to the Operations Section Chief and receive a briefing on known medical concerns.

3. Based on the situation, activate appropriate personnel to support the Branch.

4. Ensure adequate communication equipment is available for Branch support personnel.

5. Start log of key decisions and actions.

Operations Phase

1. Identify the available medical resources on campus or that could report to campus promptly. Identify

medical services that volunteers could support..

2. Coordinate with Operations Chief to determine where triage teams are needed and establish triage teams

at those locations.

3. Determine the status of medical facilities on campus and within the affected area.

4. Coordinate the transportation of injured victims to appropriate medical facilities as required.

5. Supervise the disaster Medical Branch support personnel.

6. Implement medical portion of the Incident Action Plan as conveyed by the Operations Section Chief.

7. Provide medical update status information to the Operations Section Chief frequently.

8. If another person is relieving you, ensure they are thoroughly briefed before you leave the EOC.

Demobilization Phase

1. Deactivate your assigned position and close out your position log when directed by the Operations Section

Chief.

2. Complete all required forms, reports, and other documentation. All forms should be submitted to the

Operations Section Chief, as appropriate, prior to your departure.

3. Be prepared to provide input to the after-action report.

37

Emergency Operations Group Checklist

Position: Operations Section: Shelter and Care

Responsibilities: Safeguard the public health of the campus community, by ensuring adequate shelter and food service

for the campus population that are unable to leave the campus due to the nature of the incident. These responsibilities

and actions are shared between Housing (existing shelter) and Athletics (emergency shelter) depending on incident

needs. Reports to the Operations Section Chief.

Check

when

complete

Actions

Activation Phase

1. Check in with the Security Officer upon arrival at the EOC (if activated).

2. Report to the Operations Section Chief and receive a briefing on known shelter and care concerns.

3. Based on the situation, activate appropriate personnel to support the Branch.

4. Ensure adequate communication equipment is available for the Branch support personnel.

5. Start log of key decisions and actions.

Operations Phase

1. Verify with the Operation Section Chief what residence halls and emergency shelters are viable for use and

how many people on campus need shelter and food.

2. Coordinate with Logistics the transportation of beds and other shelter needs to the emergency shelters

(Housing).

3. Determine from Logistics the food preparation arrangements for the emergency shelters and organize

schedules and personnel to provide the food service for the emergency shelter occupants (Athletics).

4. Arrange with Logistics for drinking water and sanitation facilities for the emergency shelter occupants

(Athletics for emergency shelter and/or Housing for existing viable housing, if needed).

5. Manage the emergency shelters until no longer needed (Athletics).

6. Implement the shelter and care portions of the Incident Action Plan as conveyed by the Operations

Section Chief (Athletics for emergency shelter and/or Housing for existing viable housing).

7. Provide shelter and care update status information to the Operations Section Chief frequently (Athletics

for emergency shelter and/or Housing for existing viable housing).

8. If another person is relieving you, ensure they are thoroughly briefed before you leave the EOC.

Demobilization Phase

1. Deactivate your assigned position and close out your position log when directed by the Operations Section

Chief.

2. Complete all required forms, reports, and other documentation. All forms should be submitted to the

Operations Section Chief, as appropriate, prior to your departure.

3. Be prepared to provide input to the after-action report.

42

Emergency Operations Group Checklist

Position: Planning and Assessment Section: Incident Action Plan Development

Responsibilities: Collect incoming data, analyze the incoming data, and develop/update an Incident Action Plan.

Reports to the Planning and Assessment Section Chief.

Check

when

complete

Actions

Activation Phase

1. Check in with the Security Officer upon arrival at the EOC (if activated).

2. Report to the Planning and Assessment Section Chief and receive a briefing on data already arriving which

will most likely be reports from the Incident Commander(s) and the Building Coordinators.

3. Based on the situation, activate appropriate personnel to support the Branch.

4. Ensure adequate communication equipment is available for the Branch support personnel.

5. Start log of key decisions and actions.

Operations Phase

1. Coordinate with the EOC Documentation Unit to obtain pertinent incident data.

2. Validate incoming data as much as is feasible under the circumstances.

3. Develop an Incident Action Plan based on objectives developed by each EOC Section and update for each

subsequent operational periods.

4. Communicate the Incident Action Plan by the form(s) most appropriate for the situation (electronically,

bulletin boards, paper copies, etc.).

5. Supervise the IAP Branch support personnel.

6. Provide Incident Action Plan update status information to the Planning and Assessment Section Chief

frequently.

7. If another person is relieving you, ensure they are thoroughly briefed before you leave the EOC.

Demobilization Phase

1. Deactivate your assigned position and close out your position log when directed by the Planning and

Assessment Section Chief.

2. Be prepared to provide input to the after-action report.

43

Emergency Operations Group Checklist

Position: Planning and Assessment Section: Construction and Engineering

Responsibilities: Develop a repair plan that addresses building and property needs beyond the immediate emergency

response conducted by the Operations Section. Reports to the Planning and Assessment Section Chief.

Check

when

complete

Actions

Activation Phase

1. Check in with the Security Officer upon arrival at the EOC (if activated).

2. Report to the Planning and Assessment Section Chief and receive a briefing on incident damage information

already arriving which will most likely be reports from the Incident Commander(s) and the Building

Coordinators.

3. Based on the situation, activate appropriate personnel to support the Branch.

4. Ensure adequate communication equipment is available for the Branch support personnel.

5. Start log of key decisions and actions.

Operations Phase

1. Coordinate with the EOC Documentation Unit and the Incident Action Plan Development Unit to obtain

pertinent incident data.

2. Validate incoming data as much as is feasible under the circumstances and review progress of emergency

response to repair damages.

3. Based on input from the Building Assessment Branch, develop a repair plan that addresses building and

property needs beyond the immediate emergency response.

4. Supervise the Construction and Engineering Branch support personnel.

5. Implement any immediate repairs that can be safely accomplished during the Incident Action Plan phase.

6. Provide construction and repair update status information to the Planning and Assessment Section Chief

frequently.

7. If another person is relieving you, ensure they are thoroughly briefed before you leave the EOC.

Demobilization Phase

1. Deactivate your assigned position and close out your position log when directed by the Planning and

Assessment Section Chief.

2. Complete all required forms, reports, and other documentation. All forms should be submitted to the

Planning and Assessment Section Chief, as appropriate, prior to your departure.

3. Be prepared to provide input to the after-action report.

44

Emergency Operations Group Checklist

Position: Logistics Section: Procurement

Responsibilities: Oversee the procurement and allocation of supplies and materials needed to address the incident

response and to provide care and shelter to those on campus. Reports to the Logistics Section Chief.

Check

when

complete

Actions

Activation Phase

1. Check in with the Security Officer upon arrival at the EOC (if activated).

2. Report to the Logistics Section Chief and receive a briefing on procurement requests already arriving

which will most likely be from the Incident Commander(s).

3. Review existing log of emergency suppliers (available in the EOC).

4. Based on the situation, activate appropriate personnel to support the Branch.

5. Ensure adequate communication equipment is available for the Branch support personnel.

6. Start log of key decisions and actions.

Operations Phase

1. Verify with the Logistics Chief the priority of procurement requests.

2. Determine if requested types and quantities of supplies and materials are available in SCU inventory.

3. Determine procurement spending limits with the Logistics Chief and Finance/ Administration Section.

4. Coordinate vendor contracts and the delivery of supplies and materials as required.

5. Maintain a status of procured supplies and materials by requester with their projected delivery dates and

actual delivery dates. Update requesters frequently on the status of their requests.

6. Implement the procurement portions of the Incident Action Plan as conveyed by the Logistics Section

Chief.

7. Supervise the Procurement Branch support personnel.

8. Provide the procurement update status information to the Logistics Section Chief frequently.

9. If another person is relieving you, ensure they are thoroughly briefed before you leave the EOC.

Demobilization Phase

1. Deactivate your assigned position and close out your position log when directed by the Planning and

Assessment Section Chief.

2. Complete all required forms, reports, and other documentation. All forms should be submitted to the

Planning and Assessment Section Chief, as appropriate, prior to your departure.

3. Be prepared to provide input to the after-action report.

45

Emergency Operations Group Checklist

Position: Logistics Section: Transportation and Equipment

Responsibilities: Develop and implement a transportation and equipment plan to address the needs of those

responding to the incident and subsequent SCU incident support and repairs. Reports to the Logistics Section Chief.

Check

when

complete

Actions

Activation Phase

1. Check in with the Security Officer upon arrival at the EOC (if activated).

2. Report to the Logistics Section Chief and receive a briefing on transportation routes and

transportation/equipment requests already arriving which will most likely be from the Incident

Commander(s).

3. Review existing log of emergency equipment and transportation suppliers (available in the EOC).

4. Based on the situation, activate appropriate personnel to support the Branch.

5. Ensure adequate communication equipment is available for the Branch support personnel.

6. Start log of key decisions and actions.

Operations Phase

1. Depending on the nature of the incident, develop an emergency response vehicle transportation route for

the campus.

2. Verify with the Logistics Chief the priority of transportation and equipment requests.

3. Determine if requested types and quantities of transportation and equipment are available on campus and

in operable condition.

4. Request needed transportation and equipment not available on campus or inoperable from Procurement.

5. Track delivery of procured transportation and equipment with the Procurement group and review the

transportation and equipment prior to use by the requesters.

6. Develop and implement plan to maintain transportation and equipment while in use and to secure the

transportation and equipment when not in use.

7. Implement the transportation and equipment portions of the Incident Action Plan as conveyed by the

Logistics Section Chief.

8. Supervise the Transportation and Equipment Branch support personnel.

9. Provide update transportation and equipment status information to the Logistics Section Chief frequently.

10. If another person is relieving you, ensure they are thoroughly briefed before you leave the EOC.

Demobilization Phase

1. Deactivate your assigned position and close out your position log when directed by the Planning and

Assessment Section Chief.

2. Complete all required forms, reports, and other documentation. All forms should be submitted to the

Planning and Assessment Section Chief, as appropriate, prior to your departure.

3. Be prepared to provide input to the after-action report.

46

Emergency Operations Group Checklist

Position: Logistics Section: Food Service

Responsibilities: Prepare meals and feed those on campus including emergency response personnel and those

students, staff and faculty who cannot leave the campus. Reports to the Logistics Section Chief.

Check

when

complete

Actions

Activation Phase

1. Check in with the Security Officer upon arrival at the EOC (if activated).

2. Report to the Logistics Section Chief and receive a briefing on the estimated number of people on campus

that will need meals and drinks which will most likely be from initial reports from the Incident Commander(s)

and Building Coordinators.

3. Review existing inventory of food and drinks.

4. Based on the situation, activate appropriate personnel to support the Branch.

5. Ensure adequate communication equipment is available for the Branch support personnel.

6. Start log of key decisions and actions.

Operations Phase

1. Depending on the nature of the incident, develop a meal plan based the number of people to feed and on

the priority of food and drink that needs to be used (for instance if the power is out and refrigerated goods

need to be cooked).

2. Verify with the Logistics Chief the most viable locations to cook and serve the food and drinks.

3. Determine if additional food, drink, cooking supplies, etc. are needed to adequately address the needs of

the campus population and requested additional supplies from Procurement.

4. Ensure that there are adequate personnel to prepare and cook food for the required duration.

5. Coordinate with the Operations Section for communicating meal options (post schedules in shelter areas)

and food service (serving the food and drink, and clean up).

6. Secure food and drink inventory and track delivery and use of procured food, drink and cooking supplies.

7. Implement the food service portions of the Incident Action Plan as conveyed by the Logistics Section Chief.

8. Supervise the Food Service Branch support personnel.

9. Provide food service update status information to the Logistics Section Chief frequently.

10. If another person is relieving you, ensure they are thoroughly briefed before you leave the EOC.

Demobilization Phase

1. Deactivate your assigned position and close out your position log when directed by the Planning and

Assessment Section Chief.

2. Complete all required forms, reports, and other documentation. All forms should be submitted to the

Planning and Assessment Section Chief, as appropriate, prior to your departure.

3. Be prepared to provide input to the after-action report.

47

Emergency Operations Group Checklist

Position: Logistics Section: Communications

Responsibilities: Provide essential communications to those on campus of incident status, closed areas, where to

report, availability of shelter and care, and other emergency information. Reports to the Logistics Section Chief.

Check

when

complete

Actions

Activation Phase

1. Check in with the Security Officer upon arrival at the EOC (if activated).

2. Report to the Logistics Section Chief and receive a briefing on the estimated impact of the incident which

will most likely be from initial reports from the Incident Commander(s) and Building Coordinators.

3. Review existing emergency communication center location for adequacy.

4. Based on the situation, activate appropriate personnel to support the Branch.

5. Ensure adequate communication equipment is available for the Branch support personnel.

6. Start log of key decisions and actions.

Operations Phase

1. If existing emergency communication center (Benson Center) is in adequate condition, set up

communications operations. If not, determine alternate emergency communication center location.

2. Determine if additional communication supplies and equipment are needed to adequately address the

needs of the campus population and requested additional supplies from Procurement.

3. Determine from other Sections pertinent information such as from the Operations and Logistics Section

where the shelter and care locations are and areas of the campus that have restricted assess .

4. Post essential information in Benson Center and other appropriate locations such as the shelters and

medical centers. If available, post information on SCU intranet and other appropriate online locations.

5. Implement log to track those students, staff and faculty leaving campus.

6. Implement the communications portions of the Incident Action Plan as conveyed by the Logistics Section

Chief.

7. Supervise the Communications Branch support personnel.

8. Provide frequent communications update status information to the Logistics Section Chief.

9. If another person is relieving you, ensure they are thoroughly briefed before you leave the EOC.

Demobilization Phase

1. Deactivate your assigned position and close out your position log when directed by the Planning and

Assessment Section Chief.

2. Complete all required forms, reports, and other documentation. All forms should be submitted to the

Planning and Assessment Section Chief, as appropriate, prior to your departure.

3. Be prepared to provide input to the after-action report.

58

Attachment 6

Function Specific Plans:

a. Shelter

b. Communications

c. Food (8/12)

d. Medical Service

e. Facilities

f. Volunteer Coordination (8/12)

59

Function Specific Plan: Shelter

In the event of an emergency, the Leavey Center and Malley Center may be used as a shelter to house any/all

campus residents and staff. Department of Athletics and Recreation staff will operate the shelter(s), as needed

and available, with assistance of other EOG Department groups (Housing & Resident Life, Student Life).

The Sports Medicine Center may be used as an additional medical facility, depending on extent of any building

damage to the Leavey Center.

The Sports Medicine staff may be utilized by the Cowell Health Center to assist with any medical situations, as

needed and available. The Athletic Media Relations staff may be called upon by the University Media Relations

Department to assist with media issues, as needed and as available.

Steps to Activate and Prepare Athletic Buildings for Shelter or Holding Area

Note: Automatic flush toilets in Leavey and Malley are on emergency power system. If power outage, back-up

generator is to power up automatically to provide lighting and limited level power.

Upon emergency occurring or call to activate the Emergency Operations Group (EOG):

1. If earthquake or fire/accident in Malley or Leavey, building(s) are evacuated. Roll call taken of Leavey staff at

Meeting Area located at Stanton Field and of Malley staff at Meeting Area located outside of front (south)

entrance.

2. Buildings inspected by University Facilities staff with assistance from Athletic Facilities staff to check

availability as shelter/holding area.

 Leavey Center and Malley Center need to be inspected immediately to determine their availability as

shelters or holding area. With its glass walls, Leavey Center may not be available as a shelter,

especially if strong earthquake.

 Status of Leavey or Malley availability communicated to EOG. EOG determines if buildings will be

used as holding area or shelter.

3. As shelter, it is assumed that cots, blankets, water and other supplies will be needed to house people

overnight.

4. As a holding area (for bomb threat, short power outage), supplies are not needed, unless called for by EOG.

5. Once call is made to use building(s) as shelters:

a. Call/gather staff assistance to prepare building(s). Utilize existing staff in venues (coaches, staff, and

students) and/or request additional assistance from EOG.

b. Collect and distribute athletic department radios for use during set up of venue(s). Set channel to

“Athletic 1.”

c. Prepare buildings by clearing equipment to create most floor space.

d. For Malley (Malley staff will assist with preparation, as available):

1. Raise curtains and baskets, if power is available.

2. Roll out floor tarp.

3. Secure Front Desk equipment and supplies.

4. Store Multipurpose Room equipment and secure storage area.

5. Close and secure pool (especially if power outage – no pumps).

6. Close and secure weight room. Weight room can be open for limited use only if

determined by EOG and adequately staffed.

7. Unlock front doors for access, as needed.

60

Space Avail. Clear Space

Malley Gym 20,000 sq ft

Multipurpose Room 2,000 sq ft

Total Sq footage 22,000 sq ft

Approx. Bed Cap* 733 beds

*Each cot given 30 sq ft which includes aisle space.

e. For Leavey:

1. Clear floor. Strike and store tables/chairs, if any.

2. Retract bleachers, if any. If power is out, bleachers will not retract, which will limit the

amount of bed space available.

Floor Space Avail. Bleachers Open Bleacher Closed

Main Court 7,000 sq ft 10,000 sq ft

Upper Court 0 3,500 sq ft

Total Sq footage 7,000 sq ft 13,500 sq ft

Approx. Bed Cap* 230 beds 450 beds

*Each cot given 30 sq ft which includes aisle space.

3. Lower and store baskets, if any.

4. Rollout floor tarp.

5. Unlock West Side doors to Arena for access.

6. Secure Locker Room area.

7. Secure all offices and conference rooms.

f. Request and receive cots, blankets, pillows, water and/or other necessary equipment, as determined by

EOG, to be delivered to Leavey (old “Airlock”) and/or Malley (back doors to gym on North side of

building). Mattresses (100), blankets (1,000) and pillows (1,000) available from Conference Services are

stored in basement of Campisi Hall. To coordinate delivery and use of equipment, contact, in order, the

following:

g. If delivery is not possible, generate staff to pick up cots, blankets, water, and other necessary equipment.

Use Athletic Maintenance Carts (3) and private vehicles to pick up and deliver. Delivery to Leavey is at

old “Airlock” and to Malley are back doors to gym on North side of building.

h. Set up cots and blankets to create most bed space possible.

6. Once call is made to use building(s) as holding area:

a. Leavey is the best location for holding area (seating is already in place). Extra set up not needed.

Exception is if emergency/disaster is strong earthquake that has caused glass panels to fall from curtain

wall. In this case, Malley Center is used and people sit on the floor.

b. Call/gather staff assistance to prepare building(s).

c. Open bleachers as requested by EOG, if power is available.

d. Unlock West Side doors to Arena for access.

7. If emergency includes outage of power:

a. If back-up generator has not turned on automatically, contact EOG for assistance.

b. Check status of automatic flush units.

c. Check status of sewage system and waste pumps, especially in Leavey. Contact EOG for assistance.

d. Coordinate re-fueling of back-up generator with EOG.

8. After Set up is complete, steps to maintain venue(s):

a. Monitor those utilizing the shelter.

b. Coordinate paper re-stocking and upkeep of restrooms. Contact EOG for assistance.

c. Coordinate garbage disposal in venues. Contact EOG for assistance.

d. Monitor status of sewage system and waste pumps, especially in Leavey.

e. If power outage, monitor fuel in back-up generator. Contact EOG for re-fueling.

f. Monitor/check secured areas (offices, locker rooms, conference rooms, and weight rooms).

g. Log any damages or thefts to report to EOG.

61

Staff Needs per Shift for Leavey/Malley as Shelter:

Leavey Malley

Staff for: Building Prep 2-4 2-4

Equipment Delivery/Set up 4-6 4-6

Maintain Venue 3 3

Also, custodial and security assistance will be needed throughout. If power and natural gas is available, laundry

service (towels and blankets only) could be run from Equipment Room in Leavey.

Post Emergency and after closure of shelter/holding area:

1. Strike equipment (cots and blankets), if any. Prepare for cleaning and return to storage.

2. Clean up venue(s).

3. Review buildings and log any damages to report to EOG.

62

Function Specific Plan: Communications Center

Staff and Student Staff Responsibilities

• All Benson Memorial Staff personnel, students and staff, who are at work, should report immediately to the

Information Desk.

• If the Information Desk is inaccessible then all staff report to the Donohoe Fountain.

Report to Work

• Unless directed by the President all full time personnel should report to work.

• Concentration of answering telephones by all staff will be a priority.

• Contacting clients if buildings are closed. PLEASE NOTE: Academic buildings will be closed before Benson

Memorial Center. We may be concentrating on classroom cancellations rather than Benson Memorial Center

closures.

General Information

• Emergency Operations Center (EOC) located in the Team Room of the Facilities Building.

a. Dean of Student Life will report to the EOC.

Benson Memorial Center Characteristics.

• Information Desk will service as the “Building Operation Center”.

• x7805 in the Event Planning Office: Operations Telephone will be the established campus telephone

number for communication.

• Director of Benson Memorial Center, Director of Center for Student Leadership, and Assistant Dean of

Student Life will operate out of Building Operation Center.

Communication

• Event Planning Manager: Operations computer to be turned on to the university designated web site for

up-to-date information.

• Event Planning Manager: Operations to supply a minimum of two (2) rolling bulletin boards for posting

Official University Communication.

• University Communication office and / or IT will set a recorded message on x4000 and be responsible for

updating the message.

• Food Service: University Food Service Contractor to provide information to the Information Desk

concerning food service venue hours.

• Shelter: Athletic facilities are the primary shelter areas. Benson Memorial Center to be used on a

secondary basis.

Section 1: Assume Full Staffing

1.1. Report to Facilities Building for briefing:

1. Director OR

2. Assistant Director OR

3. Event Planning Manager: Conferences OR

4. No one.

1.2. Coordinate, assign, and Staff Information Desk:

1. Event Planning Manager: Operations

2. Student Staffs

a. Building Manager

b. Customer Service Representative

c. Event Associate

1.3. Making assignments for searching Benson Memorial Center Complex, Responsible: Event Planning

Manager: Operations

1. Check Elevator / Check First Floor

A. Evacuate all events

63

+ Lock Doors of reservable rooms

B. Evacuate all people from the building

C. If people are trapped in the elevator, acknowledge them, and contact Campus Safety Services.

2. Check Basement

3. Check Second Floor

4. Check Shapell Lounge

5. Check Campus Bookstore (Bookstore Staff may have already done so)

1.4. Assume that Food Service is operating under their plan and they are securing food service areas and as

necessary alter food serving hours and / or menu.

Responsible: University Food Service General Manager.

1.5. Assume Campus Safety Service will turn off alarm system if it’s ringing.

Responsible: Event Planning Manager: Operations to call / meet Campus Safety Services Officer.

1.6. Once Benson Memorial Center Complex is evacuated and safe for staff (only) to return. As appropriate:

Responsible: Event Planning Manager: Operations to coordinate, assistance from Staff.

1. Put signs on elevator, bathrooms, and exterior doors (lock doors if appropriate).

2. Put out yellow caution tape around doors to prevent people from entering into the building.

1.7. If Benson Memorial Center Complex is able to be occupied then place a rolling bulletin board adjacent to the

Information Desk for official university information.

Responsible: Events Planning Manager: Operations to assign.

1. Place rolling bulletin board(s) in Paseo adjacent to Information Desk.

2. If Benson Memorial Center is unable to be occupied then place rolling bulletin boards on the north side

near Donohoe Fountain.

1.8. Once information is known, then make a telephone recording and place the telephone system on automatic

response.

Responsible: Event Planning Manager: Operations.

1.9. Official University Statements only come from the Communication office. Don’t pass along rumors.

Responsible: All.

1.10. On a monthly basis, the last working night of the month, the following is to be checked, tested, and certified

for readiness:

Responsible: Event Planning Manager: Operations. Once check sheet is completed and signed then it is placed

in Directors mailbox.

1. All signage

2. Radio, test batteries

3. Blanket

4. First Aid Kit

5. Yellow Caution Tape

6. Duct Tape

7. Flashlights (minimum of 6) and batteries

8. Bull Horn

1.11. On a month basis, each office manager is responsible for the following:

1. Assistant Director: Event Planning Office.

2. Event Planning Manager: Operations: Information Desk.

A. Flashlight for each person with batteries.

B. Emergency Aid Pack.

1.12. The use of the Williman Room as a temporary food serving areas for around the clock employees.

Responsible: University Food Service General Manager and Benson Memorial Center Director.

1.13. Updating information.

Responsible: Event Planning Manager: Operations.

74

Benson Center, Shapell Lounge and Bookstore (Bldgs. 301/302/303) These buildings have emergency

lighting, exit signs, and fire alarm systems powered by the generator installed at Benson Bookstore. Basement

sump pumps at Benson and basement dewatering are also on this generator allowing the facilities to be occupied

during an outage. Additional lighting was installed to bring light levels up during an outage.

Heafy Law Library (Bldg. 202) The generator powers emergency lighting, exit signs, and fire alarms and pump.

Provisions were made to accommodate Kenna and Walsh Admin at a later date.

Daly Science and Alumni Science Halls (Bldg. 207/208/211/210) Emergency lighting and exit signs are

powered by generator installed at DS100. The generator also supports long term subzero freezers for biology

materials throughout Ds100 and Alumni Science.

Music & Dance (Bldg. 114) The generator supports emergency lighting, exit signs, intrusion and fire alarms.

Mayer Theatre (Bldg. 110) This generator runs on natural gas and is a concern. During an outage caused by an

earthquake or during a gas curtailment this generator will not operate. During an electrical outage, the generator

will power the emergency lighting and exit signs in the theatre.

Nobili Hall (Bldg. 109) Emergency lighting, exit signs, kitchen equipment and exhaust fans are on this generator,

as well as, the dining room lighting. Additional capacity was added later to accommodate the walk-in cooler and

large upright freezer for long term food storage.

Walsh and McLaughlin Hall (Bldg. 304/305) The residence halls are fully operational during a commercial

outage including the elevator. This is true standby power. All power to the halls is interrupted at the main service

level and is connected to the generator.

Swig and Dunne Hall (Bldg. 307/308) Emergency lighting, exit signs, fire alarms and suppression equipment for

both Swig and Dunne are fed from generator installed just outside of Swig in the Kennedy Mall. Bathrooms,

hallway lighting and additional lobby circuits are on the generator and marked by a red cover plate. There is

some concern over code compliance with this install in regards to the fire pump.

75

SCU Emergency Operations Plan

Volunteer Functional Plan

Lead Department: ROTC

PURPOSE

The purpose of this Functional Plan is to ensure the most efficient and effective use of volunteers to support SCU before,

during and after emergencies.

SCOPE

This Plan provides guidance on the organization and management of volunteers during an emergency. Volunteers are

individuals who offer to assist in emergency situations without official designation in the Emergency Operations Plan or

with external emergency response agencies.

ASSUMPTION

Students, Faculty and Staff will volunteer to assist with emergency response and recovery.

CONCEPT OF OPERATIONS

During and following a major disaster, requirements for services may exceed local and State capabilities and Volunteers will

play a major role in meeting these needs. SCU will provide leadership and direction so that Volunteer services are provided

to the areas that need it and do not get in the way of relief efforts.

The Volunteer Branch Lead will set up a Volunteer sign-in station at Benson Center. Volunteers will register and indicate

their training on the registration (First Aid trained, HEAT/CERT trained, Military training, and Other- specify or indicate no

special training).

The Volunteer Branch Lead will assess the training of the registered volunteers and match them with the requests needed

for support. Some Branches such as Food and Shelter have a standing need for volunteers. The following chart is the

estimate of volunteers needed based on Branches’ preplanning prior to an emergency:

Branch

Types of Volunteer Duties

Number of Volunteers (if known prior to

emergency)/Preferred Skills

Food Service

Serving food, cleaning tables,

dishes, maintaining queues,

restricting access to food storage

areas

20/No special skills for serving food, cleaning

5/Military training for maintaining queues and

restricting access

Shelter

Registering people for shelter,

setting up cots, maintaining

queues

TBD/No special skills for registration,

TBD/Military training for maintaining queues

Cowell Clinic

Initial assessment report, supply

runners if Clinic has to set up

outside, maintaining queues

TBD/ First aid, HEAT/CERT for initial assessment

reports, TBD/No special skills for runners,

TBD/Military training for maintaining queues

Building Assessment

Initial building assessments

TBD /HEAT/CERT trained

Communications

Runners

TBD/No special skills

Emergency Operations Group

Support as needed

TBD/Skills unknown until support defined

76

RESPONSIBILITIES

The Volunteer Branch Lead will collect the Volunteer registration forms (see attached form) and assign the Volunteers. A

simple folder system will be used to place a Volunteer’s registration form in the folder labeled for the work the Volunteer

was assigned to. Example: if 5 Heat/Cert trained Volunteers are assigned to the Building Assessment Branch then their

registrations would be placed in the Building Assessment Branch folder. The Volunteer Branch Lead is responsible for

tracking who has been assigned, the location of assignment and determines if new volunteers are needed at the end of an

eight hour shift.

Each Volunteer is provided with a Volunteer vest and an informational sheet (see attached informational sheet) that

expresses SCU’s appreciation for their service and explains the registration process and types of assignments.

The Volunteer Branch Lead works with the Communications Branch to inform Students, Faculty and Staff remaining on

campus of the Volunteer opportunities and needs to ensure a flow of new Volunteers.

SUPPLIES NEEDED

The following are the supplies needed for the Volunteer Branch:

Sign-in table

8 Clip boards (2 each for First Aid trained, HEAT/CERT trained, Military trained, and Other)

200 Volunteer registration forms

200 Volunteer informational sheets

200 Volunteer vests

50 flash lights (for night use only)

Box of file folders and file box

Chalk board to list Branch requests

10 Folding chairs for Volunteers

77

SCU VOLUNTEER REGISTRATION FORM

Thank you for volunteering to help in this time of need. Please complete the information below to

help us place you to provide needed support.

Name (please print)

Indicate if Student, Faculty or Staff

Cell Phone Number (in case we need to reach you)

How many hours available to volunteer (8 hour

shifts are preferable)

Time of registration

Training? (First Aid, HEAT/CERT, Military, Other)

I desire to volunteer to provide emergency services for Santa Clara University and engage in the activities related to

offering these services. I understand that the activities may include, but are not limited to, moving and lifting heavy

objects; serving food; clean dishes and tables; set up cots; organize queues; restrict access; and working and inhabiting

environments that may be without power, sanitation, or are otherwise damaged by the disaster event.

__________________________________________ ___________________

Signature Date

For Volunteer Branch use below

Branch Assignment:

Specific Duty (if so, indicate duty)?

Time checked back in:

78

Volunteer Information Sheet

Santa Clara University truly appreciates that you are volunteering to assist during this emergency.

An emergency can occur at any time with little or no warning. Disasters may affect widespread areas; therefore, city,

county, and federal emergency assistance may not be available to us for as long as 72 hours. The nature and extent of this

emergency will govern what elements of emergency support will be needed.

You will be asked to complete a simple registration form so that we might be able to best match you with your prior

training. However, depending on the immediate needs, your particular training may not be utilized and you may be asked

to support needs where no training is required. We prefer Volunteers to accept 8 hour assignments (or until released by

the requesting emergency service branch). However if you can only serve less than 8 hours please indicated as such on the

registration form. Once you are assigned to an emergency support service, we will provide you with a Volunteer vest that

you are requested to wear the entire time you are volunteering. If it is night hours, we will provide you with a flashlight

also. We try to send Volunteers to their assignments in groups of no less than two if possible. Please report to your

assigned location as quickly as safe to do so and follow the directions of those in charge at the assigned location. You may

be asked to move or lift heavy objects; serve food, clean tables or dishes; set up cots; organize queues; restrict access; and

work and inhabit environments that may be without power, sanitation, or are otherwise damaged by the disaster event.

Remember, you are a Volunteer and are not expected to perform heroic tasks. If at any point, you feel unsafe in

performing the tasks that you have been assigned, please inform the management at your assigned location and if you

continue to be concerned, do not hesitate to return to the Volunteer office.

At the end of your assignment, please return to the Volunteer office to check out and return your vest (and flashlight if you

were given one). It is important that you check out so that we can provide you with any messages that might have come in

while you were working and so that we can collect your vest and flashlight for the next shift of Volunteers.

If you have any questions, please ask the Volunteer Branch Lead when you register.

Once again, Santa Clara University thanks you for volunteering in this time of need.

79

Attachment 7

Incident Action Plan Form

INCIDENT ACTION PLAN FORM (ICS 201/202)

1. Incident

Name:

2. Incident

Number:

3. Date/Time

Initiated:

Date:

Time:

4. Map/Sketch (include sketch, showing the total area of operations, the incident site/area, impacted

and

threatened

areas, overflight results, trajectories, impacted shorelines, or other graphics depicting

situational status and

resource assignment)

:

5. Situation Summary and Health and Safety Briefing (for briefings or transfer of command):

Recognize

potential

incident Health and Safety Hazards and develop necessary measures (remove

hazard, provide personal

protective

equipment, warn people of the hazard) to protect responders from

those

hazards.

6.

Prepared

by:

Name:

Position/Title:

Signature:

ICS 201, Page

1

Date/Time:

84

Incident Action Plan Form (ICS 201/202) Directions

Purpose. The Incident Action Plan Form (ICS 201) provides the Incident Commander (and the

Command and General Staffs)

with

basic information regarding the incident situation and the resources

allocated to the incident. In addition to a

briefing

document, the ICS 201 also serves as an initial action

worksheet. It serves as a permanent record of the initial

response

to the

incident.

Preparation. The form is prepared by the Incident Commander for presentation to the incoming

Incident

Commander along with a more detailed oral

briefing.

Distribution. Ideally, the ICS 201 is duplicated and distributed before the initial briefing of the Command

and

General

Staffs or other responders as appropriate. The “Map/Sketch” and “Current and Planned

Actions, Strategies, and

Tactics”

sections (pages 1–2) of the briefing form are given to the Situation Unit,

while the “Current Organization” and

“Resource

Summary” sections (pages 3–4) are given to the Resources

Unit.

Notes:

•

The ICS 201 can serve as part of the initial Incident Action Plan

(IAP).

•

If additional pages are needed for any form page, use a blank ICS 201 and repaginate as

needed.

Block

Number

Block

Title

Instructions

1

Incident

Name

Enter the name assigned to the

incident.

2

Incident

Number

Enter the number assigned to the

incident.

3

Date/Time

Initiated

•

Date,

Time

Enter date initiated (month/day/year) and time initiated (using the

24-

hour

clock).

4

Map/Sketch (include

sketch,

showing the total

area

of

operations, the

incident

site/area, impacted

and

threatened areas,

overflight

results,

trajectories,

impacted

shorelines, or other

graphics

depicting situational status

and

resource

assignment)

Show perimeter and other graphics depicting situational

status,

resource assignments, incident facilities, and other special

information

on a map/sketch or with attached maps. Utilize

commonly

accepted

ICS map

symbology.

If specific geospatial reference points are needed about the

incident’s

location or area outside the ICS organization at the

incident,

that

information should be submitted on the Incident Status

Summary

(ICS 209).

North should be at the top of page unless noted

otherwise.

5

Situation Summary

and

Health and Safety Briefing

(

for

briefings or transfer

of

command): Recognize

potential

incident Health and

Safety

Hazards and develop

necessary

measures (remove

hazard,

provide personal

t ti

i t

Self-explanatory.

6

Prepared

by

•

Name

•

Position/Title

•

Signature

•

Date/Time

Enter the name, ICS position/title, and signature of the

person

preparing the form. Enter date (month/day/year) and time

prepared

(24-hour

clock).

7

Current and

Planned

Objectives

Enter the objectives used on the incident and note any specific

problem areas.

85

Incident Action Plan- Objectives (ICS 202)

Purpose. The Incident Objectives (ICS 202) describes the basic incident strategy, incident

objectives,

command

emphasis/priorities, and safety considerations for use during the next

operational

period.

Preparation. The ICS 202 is completed by the Planning Section following each Command and General

Staff

meeting

conducted to prepare the Incident Action Plan (IAP). In case of a Unified Command, one

Incident Commander (IC)

may

approve the ICS 202. If additional IC signatures are used, attach a blank

page.

Distribution. The ICS 202 may be reproduced with the IAP and may be part of the IAP and given to all

supervisory

personnel at the Section, Branch, Division/Group, and Unit levels. All completed original

forms must be given to

the

Documentation

Unit.

Notes:

•

The ICS 202 is part of the IAP and can be used as the opening or cover

page.

•

If additional pages are needed, use a blank ICS 202 and repaginate as

needed.

Block

Number

Block

Title

Instructions

8

Current and Planned

Actions,

Strategies, and

Tactics

•

Time

A ti

Enter the current and planned actions, strategies, and tactics and

time

they may or did occur to attain the objectives. If additional pages

are

needed, use a blank sheet or another ICS 201 (Page 2), and

adjust

page

numbers

accordingly.

9

Current Organization (fill

in

additional organization

as appropriate)

•

Incident

Commander(s)

•

Liaison

Officer

•

Safety

Officer

•

Public Information

Officer

•

Planning Section

Chief

•

Operations Section

Chief

•

Finance/Administration

Section

Chief

•

Logistics Section

Chief

• Enter

on the organization chart the names of the

individuals

assigned to each

position.

• Modify

the chart as necessary, and add any lines/spaces needed

for

Command Staff Assistants, Agency Representatives, and

the

organization of each of the General Staff

Sections.

• If

Unified Command is being used, split the Incident

Commander

box.

•

Indicate agency for each of the Incident Commanders listed

if

Unified Command is being

used.

10

Resource

Summary

Enter the following information about the resources allocated to

the

incident. If additional pages are needed, use a blank sheet or

another

ICS 201 (Page 4), and adjust page numbers

accordingly.

•

Resource

Enter the number and appropriate category, kind, or type of

resource

ordered.

•

Resource

Identifier

Enter the relevant agency designator and/or resource designator

(if

any).

•

Date/Time

Ordered

Enter the date (month/day/year) and time (24-hour clock) the

resource

was

ordered.

•

ETA

Enter the estimated time of arrival (ETA) to the incident (use

24-hour

clock).

•

Arrived

Enter an “X” or a checkmark upon arrival to the

incident.

•

Notes

(location/

assignment/status)

Enter notes such as the assigned location of the resource and/or

the

actual assignment and

status.

86

Block

Number

Block

Title

Instructions

1

Incident

Name

Enter the name assigned to the incident. If needed, an

incident

number can be

added.

2

Operational

Period

•

Date and Time

From

•

Date and Time

To

Enter the start date (month/day/year) and time (using the

24-hour

clock) and end date and time for the operational period to which

the

form

applies.

3

Objective(s)

Enter clear, concise statements of the objectives for managing

the

response. Ideally, these objectives will be listed in priority

order.

These objectives are for the incident response for this

operational

period as well as for the duration of the incident. Include

alternative

and/or specific tactical objectives as

applicable.

Objectives should follow the SMART model or a similar

approach:

Specific – Is the wording precise and

unambiguous?

Measurable – How will achievements be

measured?

Action-oriented – Is an action verb used to describe

expected

accomplishments?

Realistic – Is the outcome achievable with given available

resources?

Time sensitive What is the

timeframe?

4

Operational Period

Command

Emphasis

Enter command emphasis for the operational period, which

may

include

tactical priorities or a general weather forecast for

the

operational

period. It may be a sequence of events or order of

events

to address.

This is not a narrative on the objectives, but a

discussion

about where

to place emphasis if there are needs to prioritize

based

on the Incident

Commander’s or Unified Command’s

direction.

Examples: Be aware of

falling debris, secondary explosions,

etc.

General Situational

Awareness

General situational awareness may include a weather

forecast,

incident conditions, and/or a general safety message. If a

safety

message is included here, it should be reviewed by the Safety

Officer

to ensure it is in alignment with the Safety Message/Plan (ICS

208).

5

Site Safety Plan

Required?

Yes  No



Safety Officer should check whether or not a site safety plan

is

required for this

incident.

Approved Site Safety

Plan(s)

Located

At

Enter the location of the approved Site Safety

Plan(s).

88

Attachment 8

EMERGENCY OPERATIONS GROUP MESSAGE FORM

(

IC

S

2

1

3

)

1

. Incident Name

(Optional)

:

2

. To (Name and

Position)

:

3

. From (Name and

Position)

:

4

.

Subject:

5

.

Date:

6

.

Time

7

.

Message:

8

.

Approved

by:

Name:

Signature:

Position/Title:

9

.

Reply:

10

.

Replied

by:

Name:

Position/Title:

Signature:

ICS

213

Date/Time:

89

Emergency Operations Group Message Form (ICS 213)

Purpose. The Emergency Operations Group Message Form (ICS 213) is used by the incident dispatchers

to record incoming messages that

cannot

be orally transmitted to the intended recipients. The ICS 213 is

also used by the Incident Command Post, the Emergency Operations Group and

other

incident personnel to

transmit messages (e.g., resource order, incident name change, other ICS coordination issues,

etc.)

to the

Incident Communications Center. This form is also used

to send

any message or notification to incident

personnel that requires hard-copy

delivery.

Preparation. The ICS 213 may be initiated by incident dispatchers and any other emergency personnel

.

Distribution. Upon completion, the ICS 213 may be delivered to the addressee and/or delivered to the

Emergency Operations Group for

transmission.

Notes:

•

The sender completes the form,

sends

to the recipient and retains a copy. The recipient responds and

retains a copy.

•

A copy of the ICS 213 should be sent to and maintained within the Documentation

Unit after the incident is

over.

• Contact information for the sender and receiver can be added for communications purposes to confirm

resource

orders.

Block

Number

Block

Title

Instructions

1

Incident Name

(Optional)

Enter the name assigned to the incident. This block is

optional.

2

To (Name and

Position)

Enter the name and position the General Message is intended for.

For

all individuals, use at least the first initial and last name. For

Unified

Command, include agency

names.

3

From (Name and

Position)

Enter the name and position of the individual sending the message.

For all individuals, use at least the first initial and last

name.

For

Unified Command, include agency

names.

4

Subject

Enter the subject of the

message.

5

Date

Enter the date (month/day/year) of the

message.

6

Time

Enter the time (using the 24-hour clock) of the

message.

7

Message

Enter the content of the message. Try to be as concise as

possible.

8

Approved

by

•

Name

•

Signature

•

Position/Title

Enter the name, signature, and ICS position/title of the

person

approving the

message.

9

Reply

The intended recipient will enter a reply to the message and return it

to

the

originator.

10

Replied

by

•

Name

•

Position/Title

•

Signature

•

Date/Time

Enter the name, ICS position/title, and signature of the person

replying

to the message. Enter date (month/day/year) and time prepared

(24-

hour

clock).

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