In the event an emergency occurs and is widespread, requiring a comprehensive planning/response from multiple areas of the campus, it may be necessary to initiate the Crisis Management Executive Group (CMEG) to meet and discuss the emergency event and response activities. The CMEG can be fully activated or activated in part, depending upon the incident. The members of the CMEG include the following individuals, or their designee:
Executive Vice President for Administration & Business Affairs (Vice Chair)
Chief of University Police
Executive Director of Communications and External Affairs
Assistant Vice President of Facilities Planning & Construction
Executive Director of Information Technology Services
In the event of an emergency, constant and updated communication from the group with Incident Command is critical to provide strategic guidance, make appropriate decisions, and take the necessary steps to implement policy institution-wide. This is crucial prior to, during, and after an emergency.
Most emergency situations require a multidisciplinary approach. An emergency may require a coordinated effort on the part of several departments. For example, University Police may be required to secure the scene, control a crowd, isolate an area, coordinate evacuations and ensure that individuals requiring physical assistance receive it. At the same time, the Campus Facilities department may be required to shut off utilities, interpret building drawings for the fire department, repair mechanical systems, or provide technical assistance to response teams. Lab assistants and/or faculty may be required to provide specific technical information concerning the contents of a particular laboratory and the associated physical and health hazards. The Director of Environmental Health and Safety (EHS) may be required to advise the Incident Commander (IC) as to the health and safety of responders and potential short or long term effects of the proposed response activities. Department representatives may be asked to respond along with University Police, the Environmental Health and Safety Department, and Campus Facilities.
In order to effectively respond and maintain control over the emergency, SVSU will employ an Incident Command System (ICS) that establishes a single individual with broad authority for the purpose of implementing emergency procedures and directing the overall response at the site. This individual shall be designated the Incident Commander. The IC will initially be the Chief of University Police or designee on campus.
It is important to clearly outline the chain of command so that all individuals involved in emergency response efforts understand who is in charge and who needs to be kept informed.
Normally, overall responsibility for university operations during an emergency rests with the President. In his or her absence, the chain of command concerning university business is as follows:
Executive Vice President for Administration & Business Affairs
However, during emergency situations when specific response activities (e.g., evacuation due to a credible bomb threat) are required, SVSU’s Incident Commander shall be in charge and direct all University response activities related to the threat or incident. The Incident Commander (IC) for SVSU is the Chief of University Police, who will have broad authority to direct all emergency response activities and efforts. With the approval of the President, Executive Vice President for Administration & Business Affairs or the University Provost, the Chief of University Police can delegate this responsibility to other qualified individuals.
Some emergencies may require assistance from agencies such as the Kochville Township Fire Department (KTFD), the Saginaw County Sheriff’s Department, the Michigan State Police, the FBI, etc. A transition of unified command may occur but SVSU will continue to maintain ultimate control of the incident under the incident command structure.
When an emergency occurs or is imminent, it shall be the responsibility of University Police to set up and staff an emergency command post. This may be a mobile command post, depending upon the nature and location of the incident.
The IC shall establish a specific area for coordinating outside agencies' response activities.
The Incident Command Post should be located up-wind, up-hill, up-stream (in other words, a safe distance) from the incident. This is true especially while coordinating the response activities for a hazardous material spill emergency. When appropriate, the command post should be located outside the “hot zone” isolation distance published in the North American Emergency Response Guidebook.
EMERGENCY OPERATIONS CENTER (EOC)
SVSU University Police has established an Emergency Operations Center in South Complex A that is available should circumstances warrant it. This agreed-upon location is designed able to accommodate members of the CMEG, as well as the provide necessary communications and equipment necessary to monitor and direct response activities.
Incident Commander (IC) As described above, the Chief of University Police, or designee, shall serve as the IC in most situations. The primary responsibilities of the IC are the following:
Activate the EOP and establish the incident command post, coordinate on-site response, and implement protective actions, decisions, and directives on behalf of SVSU in order to safely respond to an emergency.
Order the evacuation and securing of building(s), and implement recall or “all clear” procedures.
Coordinate activities and resources between the emergency response agencies and SVSU.
Appoint and activate personnel to perform emergency tasks.
Organize and maintain an incident command post with adequate communications capability.
Suspend the response activities of SVSU and employees if conditions pose an unreasonable degree of risk.
Notify appropriate government authorities of an emergency and ensure that the applicable reporting requirements are followed.
Coordinate the activities of volunteers during or after the incident.
In extreme situations, coordinate with other local emergency response agencies to assist in identifying emergency housing and providing meals to personnel isolated at the site due to an emergency.
Maintain and update a current copy of the EOP.
The Communications Officer (University Police Dispatch) The Communications Officer (CO) is responsible for emergency warnings and overall communication activities during an incident. The University Police Dispatcher shall perform this function at the direction of the IC. The primary responsibilities of the CO include the following:
Activate the on-site warning and instructional systems as directed by the IC.
Establish communication links between the incident command post and the as directed by the IC.
Establish a message control system for logging messages received by and dispatched from the IC and/or the incident command post.
Maintain primary and backup communications systems between the IC, the incident command post, various responding personnel, departments on-site, and the local emergency management agencies, as directed by the IC.
Receive and disseminate information to appropriate individuals and Executive Director of Communications & External Affairs.
Director of Environmental Health and Safety (EHS) The Director of the EHS Department, or designee, will act as Health and Safety Officer in emergency situations and assist the IC in emergency response activities. The Health and Safety Officer can make a recommendation to shut down or stop response activities, if it is beyond the scope of SVSU’s ability to respond safely. The primary responsibilities of the Health and Safety Officer are following:
Advise on hazardous conditions that could be dangerous to first responders or assisting personnel.
Develop measures for minimizing danger to personnel responding to emergencies.
Determine personal protective equipment and clothing needs for SVSU emergency responders.
Provide technical advice to the IC about the incident or response activities, as they relate to the environment or the health and safety of employees, students, visitors, or volunteers.
When appropriate, provide notifications and necessary spills reports to local, state and federal regulatory agencies.
When appropriate, schedule debriefing meetings following incidents.
Participate in the annual EOP review with University Police.
Coordinate and assist departments in their emergency preparedness activities, training and exercises.
Executive Director of Communications & External Affairs The Executive Director of Communications & External Affairs or designee is the News and Information coordinator. The primary responsibilities are the following:
Obtain verified disaster-related information from the IC. When appropriate, coordinate the distribution of this information concerning an incident, campus closings, class scheduling changes, drills, etc., to the campus community via e-mail or other method(s).
Prepare and issue news releases.
Establish a media center (community buildings in University Village or Pine Grove Apartments). During on-site emergency situations, coordinate emergency information and brief the media.
Conduct media tours of the emergency scene, when safe to do so, under the direction of the IC and with approval of the Environmental Safety and Health Officer (EHS).
At the direction of the IC, initiate notification of volunteers that help is needed.
Develop/maintain a communications plan for a variety of anticipated campus emergency scenarios.
Office of the Executive Vice President for Administration & Business Affairs The Executive Vice President for Administration & Business Affairs, or designee, shall assist in providing or arranging for additional support services, facilities and materials for response to an emergency. The Executive Vice President for Administration & Business Affairs may authorize temporary funding for hiring contractors and purchasing equipment and/or materials for response to an emergency. This could include making purchases or entering into a contract above the limit set by the SVSU Board of Control. Subsequent approval by the Board of Control is required.
Campus Facilities Department The department has the following responsibilities as soon as practical, with the subsequent approval of purchasing to be submitted immediately through the Board of Control:
Develop, post, and maintain campus-wide evacuation maps in cooperation with EHS and University Police.
Designate an individual or team responsible for developing and implementing written procedures for specific Emergency Operations Plans for all critical operations and activities. Ensure employees have been adequately trained to respond safely during an emergency.
Coordinate training through EHS and University Police.
Assign individuals, prior to an emergency, to act as automatic sprinkler control operator, fire pump operator, and utilities operator.
Assist University Police in barricading emergency scenes.
Test, service and repair emergency equipment, consistent with established guidelines.
Maintain current utility functions and provide information when needed to University Police, EHS and other emergency planning/response agencies, including but not limited to gas shut off valve locations, water valves, storm and sanitary sewer lines, discharge points, floor plans, building layouts, and other relevant information.
Directors and Department Heads Employee responsibilities:
Designate individuals or teams responsible for developing "department-specific" emergency instructions beyond the emergency procedures identified in this document.
Ensure that adequate emergency procedures, training, personal protective equipment (PPE) and safety equipment are in place for response to foreseeable emergencies.
Ensure that laboratories are in compliance with SVSU Laboratory Safety Programs and that a Chemical Hygiene Plan is developed.
Ensure that non-laboratory units that handle hazardous materials are in compliance with the SVSU Hazard Communication Program and other applicable programs.
Ensure that the required hazardous chemical inventory is accurately maintained, updated at least annually, posted in a conspicuous location and a copy provided to EHS.
Ensure that employees who deal with hazardous materials have the equipment and required training to safely respond to spills.
Supervisors and Faculty Supervisors and faculty have the following responsibilities:
Notify persons within the area of the need to evacuate or seek protective shelter.
Direct persons to evacuation assembly areas or protective shelters.
Account for persons to the greatest extent possible at the evacuation assembly areas or in protective shelters, and identify individuals who have not been accounted for to the IC.
Issue further instructions and updates to individuals as necessary.
Assist with disaster assessment and follow-up activities.
Report work areas and classrooms where the posted Emergency Guidelines Poster and evacuation maps are missing or damaged to Campus Facilities and EHS departments.
Business Services/Human Resources Business Services and Human Resources employees have the following responsibilities:
Process all SVSU Employee Report of Accident & Illness 101A forms.
Compile the MIOSHA Michigan Occupational Injury and Illness Log.
Kochville Township Fire Department (KTFD) The KTFD works with SVSU in the following capacities:
Familiarizes first responders with SVSU’s campus, including general building layout, chemical storage areas and access ways, “helps establish ICS”, and provides any information necessary for safe and effective response to a variety of potential emergencies.
Responds to emergencies when called upon by the SVSU Police.
Implements its own emergency plan until SVSU University Police arrive.
Acts as IC or when police/medical arrive establishes Unified Command.
Saginaw County Sheriff’s Department, Michigan State Police, FBI. etc. University Police will provide notification to local, county and state law enforcement agencies, when appropriate. Law enforcement agencies will respond and assist in the investigation and/or response of emergency incidents and threats.
Environmental Emergency Response Contractor SVSU maintains open purchase order(s) with at least one or more environmental contractors capable of responding to emergencies involving hazardous materials. The contractor’s employees have the appropriate training and equipment to respond promptly and safely to HazMat situations beyond the immediate capabilities of SVSU employees.