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University Business Policies and Procedures Manual |
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University Business Policies and Procedures Manual |
6130
EMERGENCY CONTROL
Effective Date: July 1, 2001
Revised: 08/01/06
Authorized by Regents' Policy 7.14 "Risk Management and Insurance"
1. General
The University of New Mexico has an obligation to conduct its education, business, clinical, and support activities on a regular basis and will remain open unless extreme emergency conditions exist. This policy describes responsibilities of staff, faculty, and students at UNM entities in the City of Albuquerque in the case of an extreme emergency. Although this policy is specifically designed for Albuquerque, in the event of an emergency at any of the branch campuses or education centers, personnel and expertise from Albuquerque are available to assist branch campuses in responding to the emergency. In cases of a weather related emergency this policy may supplement the "Inclement Weather" Policy 3435, UBP.
2. Authority to Allocate Resources Including Personnel
The Executive Vice President for Administration or designee is authorized to implement whatever measures are necessary to protect life and property from the effects of hazardous events. This includes the commitment and use of University personnel, equipment, and financial resources, and calling for assistance from other organizations, as may be required in her/his judgment to cope with the emergency. The Executive Vice President For Health Sciences Center (HSC) or designee has this same authority for the University Health Sciences Center (HSC). Only the President can countermand emergency control orders from the above authorized individuals.
3. Emergency Control
The University takes a positive and pro-active approach to emergency control with the aim of minimizing the adverse affects relating to an emergency. To accomplish this, the University has developed an Emergency Management Plan, associated Incident Actions Plans, and Area Emergency Plans, as detailed in the Safety Health and Environmental Affairs (SHEA) Manual. These plans are designed to allow for rapid and efficient mobilization of all University resources necessary to handle emergencies that may confront the University. Although the response to an emergency will depend on the nature of the emergency and the circumstances involved, certain areas, such as Physical Plant, Campus Police, and SHEA, can reasonably be assumed to be affected by emergency situations and are critical to emergency control. The Emergency Management Plan will be implemented when the University and/or its surrounding community has been subjected to a large emergency when the casualties or events have exceeded or impacted the resources normally available.
3.1. Emergency Preparedness Committee
The Emergency Management Plan (EMP) is administrated by the UNM Emergency Preparedness Committee, composed of representatives from all major areas of the University. The Committee is responsible for ensuring the University is prepared to deal with any emergency and that Incident Action Plans and Area Emergency Plans (discussed in Sections 3.3. and 3.4. below) have been prepared and kept up-to-date. The Director of SHEA and the Director of the HSC Emergency Management Division are co-chairs of the Committee.
3.2. Incident Action Plans
An Incident Action Plan (IAP) is a compilation of comprehensive procedures designed to handle a specific type of incident. The person holding the applicable position designated below is responsible for developing, communicating, and implementing a written incident action plan for the applicable event listed below unless otherwise determined by the UNM Emergency Preparedness Committee. Incident Action Plans must be on file with SHEA and the HSC Center for Disaster Medicine. These plans will be updated as appropriate, but not less than every three (3) years.
Incident Action Plan
IAP Developed and Maintained by:
Biohazard Incident School of Medicine (SOM) Associate Director, Safety and Compliance Bomb Threats and Suspicious Packages Chief, Campus Police Chemical Releases Manager, Environmental Affairs, SHEA Civil Unrest Chief, Campus Police Evacuation, Site-wide Chief, Campus Police Fires, Large(General Evacuation Plan) Fire Safety Specialist, SHEA Hostage Situation Chief, Campus Police Information Technology Director, Information Technology, CIRT Natural Disasters and Severe Weather Director of Center for Disaster Medicine Radioactive Materials Releases Manager, Radiation Safety, SHEA Structural Collapse Fire Safety Specialist, SHEA Student Systems Failure Associate Registrar Telecommunications On-Campus Service Outage Director, Telecommunications Telecommunications Off-Campus Service Outage Director, Telecommunications Terrorism Director of Center for Disaster Medicine Utility Failures Assoc. Director, Maintenance & Construction, PPD V.I.P. Visits Director of Center for Disaster Medicine
3.3. Area Emergency Plans
In order to ensure full involvement and compliance by all University components, departments, and clinical units, each area that has unique emergency planning needs not already addressed in the Emergency Management Plan or an IAP should develop and maintain an area emergency management plan. This plan will cover department, area, or facility specific procedures to be taken during an emergency and a process whereby faculty and staff can be called, and other notifications (internal and external) made as needed. This plan should not duplicate information in the EMP or IAP, but rather build on those documents. The Emergency Preparedness Committee has developed templates to assist clinical and non clinical areas in developing specific Area Emergency Plans. The templates are in Section F. of the Emergency Management Plan.
3.4. Emergency Declaration and Immediate Response
Anyone who comes across an emergency situation should take immediate steps to protect themselves, notify nearby endangered people, and call 911 to initiate the University's emergency response systems. The University Police Department will evaluate the situation and will immediately notify the appropriate Incident Action Plan Manager.
3.4.1. UNM Main and South Campuses
If the Police Department determines the situation approaches a major occurrence, they will notify the Executive Vice President for Administration (or designee) and the Provost/Executive Vice President for Academic Affairs or designee). Depending on the nature of the emergency, the Police will notify the appropriate individuals listed in the Emergency Management Plan and the applicable Incident Action Plan being activated. In addition, the Chief of Police, Executive Vice President for Administration, and the Provost/ Executive Vice President for Academic Affairs will immediately decide if an emergency will be declared. If a formal emergency is declared, the Executive Vice President for Administration will notify the President and the Emergency Management Plan will be implemented. If an emergency is not declared, the incident will be managed by an On-Scene Incident Manager (refer to Section 3.7. herein).
3.4.2. Health Sciences Center (HSC)
If the Police Department determines the situation approaches a major occurrence and the emergency involves the Health Sciences Center, the Police will immediately notify the Executive Vice President for HSC and the SOM Associate Dean for Clinical Affairs (or designee). These individuals will decide whether or not an emergency will be declared. If an emergency is declared the Executive Vice President for HSC will notify the President and the Emergency Management Plan will be implemented. If an emergency is not declared, the incident will be managed by an On-Scene Incident Manager (refer to Section 3.7. herein).
3.5. Incident Management
Immediately upon declaration of an emergency, the Incident Management System (IMS) will be instituted. The IMS is a system that provides for clear command, control, and effective resource management of an emergency. While many operations will continue with "business as usual," some areas may be required to provide support to the IMS for management of the emergency.
3.6. Emergency Operations Centers
Overall management of an emergency under the IMS will be centralized in an Emergency Operations Center (EOC). The primary role of an EOC is to bring together all relevant information about the emergency in one place, organize that information into a useful format, and facilitate the coordination of resources needed to respond to the emergency. The EOC will be located away from the areas of highest activity so as to avoid interference with their operations, yet the EOC will be close enough to provide reasonable access to current information. The EOC will have multiple forms of communication available to it, be capable of twenty-four (24) hour operations, and will be secured from unauthorized access. Both a primary EOC and back-up location have been designated.
Activation of the EOC may occur under any of the following circumstances:
- the size of the incident requires logistical support beyond that available on-scene;
- the emergency is of long duration;
- the magnitude of the event requires external resources or implementation of unified command; or
- the pertinent Incident Action Plan specifically calls for activation of the EOC.
Both UNM, main campus, and HSC have an Emergency Operations Center. The EOC Director for main campus is the Executive Vice President for Administration and the EOC Director for HSC is the SOM Associate Dean for Clinical Affairs. Once either of the EOCs has been activated, the EOC Director has full authority to make decisions and implement tactics necessary for the prompt and efficient response to the emergency. If both of the EOCs are activated, the EOC directors will be co-directors. If it is necessary to determine ultimate authority, this determination will be based on the type of emergency.
3.7. On-scene Command Post
In the event an emergency does not meet EOC activation criteria, management of the incident will take place on-scene. An On-scene Command Post should be set up in a safe area adjacent to the physical location of the emergency. Like the EOC, the On-scene Command Post is the location from which emergency response activities and decisions are made. The structure is basically the same as that for the EOC, although it will probably be somewhat smaller. The Incident Manager is in charge of the On-Scene Command Post.
4. Notifying the Campus
In the event of a large emergency, the University Public Affairs Department and/or the HSC Public Affairs Department will coordinate efforts to inform faculty, staff, students, and the public of emergency conditions through TV and radio announcements, with specific information about the Albuquerque campus given over UNM's "Snow Hotline," 277-SNOW (277-7669). The announcements will specify what portion of the University is closed due to the emergency. Other University departments, such as the Athletic Department and Public Events are responsible for advising their customers about the status of events if an emergency has been declared.
5. Work Schedules During Emergency
The effectiveness of UNM emergency control depends upon the total support and rapid response of all personnel. The EOC directors will determine which employees play a critical role in emergency control and which employees are required to leave their worksite for safety reasons. These decisions are made on a case-by-case basis and may affect only a portion of the University. Employees not affected by the emergency will remain at their normal duty station and follow their normal work schedule.
5.1. Critical Employees
Employees designated as critical are expected to give their full support and attention to emergency control. They will be paid for hours worked (including overtime for non-exempt employees if forty (40) hours per work week is exceeded). In addition, to acknowledge their dedication and support both exempt and non-exempt employees will be granted additional compensatory time off, at the straight time rate, for actual hours worked during the emergency. If due to the nature of the emergency compensatory time cannot be taken in accordance with the time limits listed in Section 2.3. "Compensatory Time" Policy 3310, UBP, an extension may be approved by the cognizant dean, director, or department head. Compensatory time taken in such cases is not considered time worked for overtime compensation purposes.
5.2. Non-critical Employees Required to Leave the Work Site
Employees required to leave their worksite for safety reasons will report their time off as paid administrative leave. This time is not considered time worked for overtime compensation purposes. Employees on previously approved sick or annual leave or on a shift assignment or working in an area not affected by the emergency are not eligible for the paid administrative leave.
6. Final Exam Week
In the event of an emergency during final exam week that results in cancellation of an exam, instructors may elect one of the following options:
Comments may be sent to UBPPM@UNM.edu
http://www.unm.edu/~ubppm
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