New Emergency Operations Plan (Draft)

FOR OFFICIAL USE ONLY Grinnell College Emergency Operations Plan DRAFT EXECUTIVE SUMMARY PROMULGATION STATEMENT STATEMENT OF APPROVAL RECORD OF CHANGE RECORD OF DISTRIBUTION PURPOSE SITUATION OVERVIEW City of Grinnell – Geography DRAFT FOR OFFICIAL USE ONLY City of Grinnell – Demographics City of Grinnell – Critical Infrastructure Grinnell College By the Numbers College Profile Student Profile Hazard, Risk and Vulnerability Assessment PLANNING ASSUMPTIONS CONCEPT OF OPERATIONS - MITIGATION CONCEPT OF OPERATIONS - PREPAREDNESS CONCEPT OF OPERATIONS - RESPONSE Emergency Operations Plan Activation Emergency Operations Plan Deactivation EMT Activation During Business Hours EMT Activation During Non-Business Hours Levels of Response College Closure Emergency Mass Notification CONCEPT OF OPERATIONS - RECOVERY ORGANIZATION AND ASSIGNMENT OF RESPONSIBILITIES Academic Affairs Campus Safety and Security Dining Services Environmental Stewardship Facilities Management Human Resources Information Technology Services Office of Communications Office of the Treasure Student Affairs Student Health and Counseling Services Individual Responsibilities DIRECTION, CONTROL, AND COORDINATION Management Executive Advisory Group (EAG) Emergency Management Team Emergency Operations Center (EOC) DRAFT FOR OFFICIAL USE ONLY Operations Section Planning Section Logistics Section Finance Section INFORMATION COLLECTION, ANALYSIS, AND DISSEMINATION Collection Analysis Dissemination Training and Exercises Training Exercises ADMINISTRATION, FINANCE, AND LOGISTICS Records and Reports Agreements and Contracts Finance PLAN DEVELOPMENT AND MAINTENANCE Development Maintenance Review and Update AUTHORITIES AND REFERENCES Authorities References Adoptions Glossary Acronyms Legal APPENDIX A: ORGANIZATIONAL CHART FUNCTIONAL ANNEXES Evacuation Lockdown Shelter-in-Place Accountability Communications and Notifications Continuity of Operations Recovery Public Health, Medical, and Mental Health Security DRAFT FOR OFFICIAL USE ONLY Rapid Assessment HAZARD SPECIFIC ANNEXES Building Fire Severe Weather Earthquake Tornado Hazardous Materials Incident Mass Casualty Incident Armed Intruder/Active Shooter Disease Outbreak Bomb Threat/Explosive Device Utility Failure DRAFT FOR OFFICIAL USE ONLY THIS PAGE LEFT INTENTIONALLY BLANK DRAFT FOR OFFICIAL USE ONLY EXECUTIVE SUMMARY The Grinnell College Emergency Operations Plan (EOP) provides the organized management system for Grinnell College to follow during emergencies It is designed as a flexible system in which part or the entire plan may be activated, as appropriate to the situation The EOP provides an organizational structure and procedures for the management of information, activities, and operations during an emergency As described throughout the EOP and supporting documents, Grinnell College maintains programs in the prevention of, preparation for, response to and recovery from natural, human-caused, and technology-caused disasters The Emergency Operations Plan follows the format outlined by the Department of Education’s Guide for Developing High-Quality Emergency Operations Plans and Plan consists of a basic plan supplemented by functional and situational appendixes The basic plan recognizes the content and role of existing plans, identifies potential hazards to the College, and establishes the general organization and function of the Emergency Operations Center The Emergency Operations Plan establishes a framework of policy and guidance for College preparedness, response, recovery, and mitigation It also supports Business Continuity and Disaster Recovery Plans, establishing a framework to coordinate specific plans and procedures maintained by individual departments or divisions to enable a campus-wide approach to incident mitigation and resolution Recognizing potential hazards and managing their associated risks are major components of emergency planning The College has established policies, procedures, and guidelines to respond to emergencies to minimize their impact and duration An emergency is defined as a sudden or unexpected occurrence or combination of occurrences that may cause injury, loss of life, destruction of property, or the interference, loss, or disruption of normal business operations that poses a threat to the campus community DRAFT FOR OFFICIAL USE ONLY PROMULGATION STATEMENT Grinnell College is committed to protecting the welfare of its community members To that end, I strongly support the Grinnell College Emergency Operations Plan This Plan addresses the challenges and responsibilities of pre-event mitigation and post-event recovery in addition to preparedness and response Itis established under and is in accordance with state, federal, and presidential laws, statutes and authorities for Emergency Management The National Incident Management System (NIMS) and Incident Command System (ICS) are incorporated into this plan and will be implemented in the event of an emergency The purpose of this plan is to provide the framework for an effective system of comprehensive emergency management, utilizing an all-hazards approach It clarifies the following strategies: ● ● ● ● ● Reduce the vulnerability of people and facilities; Prepare for prompt and efficient response and recovery; Respond to emergencies using all systems plans and resources available; Recover from emergencies by providing for the rapid and orderly start of rehabilitation; and Provide an emergency management system embodying all aspects of pre-emergency preparedness and mitigation, as well as post-emergency response and recovery With the knowledge that the most timely and appropriate responses can best occur when a welldocumented plan has been implemented and integrated throughout the College, it is my expectation that all members of the University will use this document as a guide and will develop their own detailed plans to effectively organize, coordinate, and direct available resources toward emergency response and recovery Personnel and units assigned specific emergency responsibilities must have a working knowledge of functions and actions to be prepared to act in accordance with a plan when emergencies occur The Basic Emergency Operations Plan is designed to help college employees respond appropriately when emergency conditions exist Although these situations are unpredictable, this plan allows for an immediate response by university employees, thereby minimizing danger to our campus Grinnell College’s Office of Campus Safety and Security of is charged with coordinating the emergency planning efforts across all departments Every member of the Grinnell College community should understand his or her role in emergency situations I urge you to review this plan and support your colleagues to protect our students, faculty, staff, and visitors in the event of an emergency DRAFT FOR OFFICIAL USE ONLY Promulgated by: Dr Raynard S Kington, President Date STATEMENT OF APPROVAL The undersigned agree to the responsibilities assigned to their department in the Grinnell College Emergency Operations Plan By signing this plan, I agree to implement the roles and responsibilities outlined herein: _ Director of Campus Safety and Security Date _ Vice President of Academic Affairs Date _ Vice President of Student Affairs Date _ Vice President for College Services Date DRAFT FOR OFFICIAL USE ONLY RECORD OF CHANGE Date Pages Summary of Change RECORD OF DISTRIBUTION Department Location No of Copies DRAFT FOR OFFICIAL USE ONLY PURPOSE The purpose of the Grinnell College Emergency Operations Plan is to provide the Executive Advisory Group, the Emergency Management Team, and trusted stakeholders with general guidance on how to mitigate the effects of, prepare for, respond to, and recover from an emergency or disaster In order to preserve and advance the Grinnell College's critical teaching and public service programs, a stable and secure infrastructure of services and administration, is essential For normal day-to-day operations, the College provides these services centrally and through administrative structures in its schools, departments and operating units However, in times of extreme emergency, widespread disruption and/or life-threatening crises, critical functional units of the College must work together under central coordination to protect and preserve The highest priorities of life, safety, property, and restoration become the interim mission of Grinnell College The Grinnell College Emergency Operations Center is the key central communication function that will connect the various functional units with decision-makers and assistance DRAFT 10 FOR OFFICIAL USE ONLY Mitigation The effort to reduce loss of life and property by lessening the impact of disasters This is achieved through risk analysis, which results in information that provides a foundation for mitigation activities that reduce risk Mobilization The process and procedures used by all organizations for activating, assembling, and transporting resources that have been requested to respond to or support an incident Multiagency Coordination Systems Those systems which provide the architecture to support coordination for incident prioritization, critical resource allocation, communications systems integration, and information coordination The components of multiagency coordination systems include facilities, equipment, personnel, procedures, and communications Two of the most commonly used elements are EOCs and MAC Groups These systems assist agencies and organizations responding to an incident Multi Jurisdictional Incident An incident requiring action from multiple agencies that each have jurisdiction to manage certain aspects of an incident In ICS, these incidents will be managed under unified command Mutual Aid Agreement Written agreement between agencies and jurisdictions that they will assist one another on request, by furnishing personnel, equipment, and expertise in a specified manner National Incident Management System A coordination and management construct that provides for a systematic, proactive approach that guides government agencies at all levels, the private sector, and nongovernmental organizations to work seamlessly to prepare for, prevent, respond to, recover from and mitigate the effects of incidents, regardless of cause, size, location, or complexity, in order to reduce the loss of life or property and harm to the environment National Response Framework A guide to how the nation conducts all-hazards incident management Nongovernmental Organization An entity with an association that is based on the interests of its members, individuals, or institutions It is not created by a government, but it may work cooperatively with government Such organizations DRAFT 55 FOR OFFICIAL USE ONLY serve a public purpose and are not for private benefit Examples of NGOs include faith-based charity organizations and the American Red Cross Operational Period The time scheduled for executing a given set of operation actions as specified in the incident action plan Operational periods can be of various lengths, although usually not over 24 hours Operations Section The section responsible for all tactical incident operations In ICS, it normally includes subordinate branches, divisions, and/or groups Planning ● (Strategic Plans) The process of developing documents by a program, department or jurisdiction which explains the overall public safety mission for the entity and outlines key goals, objectives and tasks that must be completed over a specific period of time Most strategic plans are developed as a means to match budgetary goals with key actions that specific agencies and departments must complete in order to meet their defined mission However, strategic plans may be developed as a means to outline how specific projects or programs will be managed, assigning duties to individuals or agencies and establishing solid milestones to determine success Most strategic plans are multi-year documents, predominantly covering two to five years ● (Operational Planning) The process of developing documents by a program, department or jurisdiction which explains how resources, personnel and equipment may be managed and activated to meet the specific objectives of a strategic plan An operational plan will contain a full description of the Concept of Operations and may include additional, supporting annexes, as required ● (Tactical Planning) The process of developing documents by a program, department or jurisdiction which explains how specific or immediate life-saving or response-based tasks will be completed to support operational planning tasks Commonly, tactical plans are those documents used by public safety personnel during the response phase and may include but are not limited to such documents as SOPs, SOGs, FOGs, and response- based planning elements Planning Meeting DRAFT 56 FOR OFFICIAL USE ONLY A meeting held as needed prior to and throughout the duration of an incident to select specific strategies and tactics for incident control operations and for service and support planning For larger incidents, the planning meeting is a major element in the development of the Incident Action Plan (IAP) Planning Section Responsible for the collection, evaluation, and dissemination of operational information related to the incident, and for the preparation and documentation of the IAP This section also maintains information on the current and forecasted situation and on the status of resources assigned to the incident Preparedness The range of deliberate, critical tasks and activities necessary to build, sustain, and improve the operational capability to prevent, protect against, respond to, and recover from domestic incidents Preparedness is a continuous process Preparedness involves efforts at all levels of government and between government and private sector and nongovernmental organizations to identify threats, determine vulnerabilities and identify required resources Within the NIMS, preparedness is operationally focused on establishing guidelines, protocols, and standards for planning, training and exercises, personnel qualification and certification, equipment certification, and publication management Prevention Actions to avoid an incident or to intervene to stop an incident from occurring Prevention involves actions to protect lives and property It involves applying intelligence and other information to a range of activities that may include such countermeasures as deterrence operations; heightened inspections; improved surveillance and security operations; investigations to determine the full nature and source of the threat; public health and agricultural surveillance and testing processes; immunizations, isolation, or quarantine; and, as appropriate, specific law enforcement operations aimed at deterring, preempting, interdicting, or disrupting illegal activity and apprehending potential perpetrators and bringing them to justice Public Information Officer A member of the Command Staff responsible for interfacing with the public and media or with other agencies with incident-related information requirements Recovery DRAFT 57 FOR OFFICIAL USE ONLY The long-term activities beyond the initial crisis period and emergency response phase of disaster operations that focus on returning all systems in the community to a normal status or to reconstituting these systems to a new condition that is less vulnerable Recovery Plan A plan developed by a state, local, or tribal jurisdiction with assistance from responding Federal agencies to restore the affected area Resources Personnel and major items of equipment, supplies, and facilities available or potentially available for assignment to incident operations and for which status is maintained Resources are described by kind and type and may be used in operational support or supervisory capacities at an incident or at an EOC Resource Management Those actions taken by a government to (1) identify sources and obtain resources needed to support disaster response activities; (2) coordinate the supply, allocation, distribution, and delivery of resources so that they arrive where and when they are most needed; and (3) maintain accountability for the resources used Resources Unit Functional unit within the Planning Section responsible for recording the status of resources committed to the incident This unit also evaluates resources currently committed to the incident, the effects additional responding resources will have on the incident, and anticipated resource needs Response Activities that address the short-term, direct effects of an incident Response includes immediate actions to save lives, protect property, and meet basic human needs Response also includes the execution of emergency operations plans and of mitigation activities designed to limit the loss of life, personal injury, property damage and other unfavorable outcomes As indicated by the situation, response activities include applying intelligence and other information to lessen the effects or consequences of an incident; increased security operations; continuing investigations into nature and source of the threat; ongoing public health and agricultural surveillance and testing processes; immunizations, isolation, or quarantine; and specific law enforcement operations aimed at preempting, interdicting, or disrupting illegal activity, and apprehending actual perpetrators and bringing them to justice Scenario-Based Planning DRAFT 58 FOR OFFICIAL USE ONLY Planning approach that uses a Hazard Vulnerability Assessment to assess the hazard’s impact on an organization on the basis of various threats that the organization could encounter These threats (e.g hurricane, terrorist attack) become the basis of the scenario Section The organizational level having responsibility for a major functional area of incident management (for example, Operations, Planning, Logistics, Finance/Administration, and Intelligence, if established) The section is organizationally situated between the branch and the Incident Command Senior Official The elected or appointed official, who, by statute, is charged with implementing and administering laws, ordinances, and regulations for a jurisdiction He or she may be a mayor, city manager, etc Span of Control The number of individuals a supervisor is responsible for, usually expressed as the ratio of supervisors to individuals Under the NIMS, an appropriate span of control is between 1:3 and 1:7 Special-Needs Population A population whose members may have additional needs before, during, or after an incident in one or more of the following functional areas: maintaining independence, communication, transportation, supervision, and medical care Individuals in need of additional response assistance may include those have disabilities, live in institutionalized settings, are elderly, are children, are from diverse cultures, have limited proficiency in English or are non-English- speaking, or transportation disadvantaged Staging Area Location established where resources can be placed while awaiting a tactical assignment The Operations Section manages Staging Areas Standard Operating Procedure A set of instructions constituting a directive, covering those features of operations which lend themselves to a definite, step-by-step process of accomplishment SOPs supplement emergency plans by detailing and specifying how assigned tasks are to be carried out SOPs may be found within or act as a reference document or may serve as an operations manual, providing the purpose, authorities, duration, and details for the preferred method of performing a single function or a number of interrelated functions in a uniform manner State Coordinating Officer DRAFT 59 FOR OFFICIAL USE ONLY The person appointed by the Governor to coordinate State, Commonwealth, or Territorial response and recovery activities with NRF-related activities of the Federal Government, in cooperation with the Federal Coordinating Officer State Liaison A Federal Emergency Management Agency official assigned to a particular State, who handles initial coordination with the State in the early stages of an emergency Terrorism The use or threatened use of criminal violence against civilians or civilian infrastructure to achieve political ends through fear and intimidation rather than direct confrontation Emergency management is typically concerned with the consequences of terrorist acts directed against large numbers of people (as opposed to political assassination or hijacking, which may also be considered terrorism) Timely Warning Timely warning is the issuance of a warning, to students and employees as soon as pertinent information is available about Clery Crimes that have occurred anywhere on the Clery geography and are considered by the institution to represent a serious or continuing threat Type A classification of resources in the ICS that refers to capability Type is generally considered to be more capable than Types 2, 3, or 4, respectively, because of size, power, capacity, or, in the case of incident management teams, experience and qualifications.14 Unified Area Command A Unified Area Command is established when incidents under an Area Command are multijurisdictional Unified Command An application of ICS used when there is more than one agency with incident jurisdiction or when incidents cross political jurisdictions Agencies work together through the designated members of the UC, often the senior person from agencies and disciplines participating in the UC, to establish a common set of objectives and strategies and a single IAP Unity of Command DRAFT 60 FOR OFFICIAL USE ONLY The concept by which each person within an organization reports to only one designated person The purpose of Unity of Command is to ensure unity of effort under one responsible commander for every objective Volunteer For purposes of the NIMS, a volunteer is any individual accepted by the lead agency to perform services by the lead agency The lead agency has authority to accept volunteer services when the individual performs services without promise, expectation, or receipt of compensation for services performed See, e.g., 16 U.S.C 742f(c) and 29 CFR 553.101 Warning The alerting of emergency response personnel and the public to the threat of extraordinary danger and the related effects that specific hazards may cause A warning issued by the National Weather Service (e.g., severe storm warning, tornado warning, tropical storm warning) for a defined area indicates that the particular type of severe weather is imminent in that area Watch Indication by the National Weather Service that, in a defined area, conditions are favorable for the specified type of severe weather (e.g., flash flood, severe thunderstorm, tornado, tropical storm) DRAFT 61 FOR OFFICIAL USE ONLY Acronyms AAR ADA ARC ARES ASVP AVP After Action Report/After Action Review Americans with Disabilities Act American Red Cross Amateur Radio Emergency Service Assistant Vice President Associate Vice President BC BCP BEM BEOP BTMT Business Continuity Business Continuity Plan Building Emergency Manager Basic Emergency Operations Plan Behavior Threat Assessment Team CAP CBO Corrective Action Plan Community Based Organization Chemical, Biological, Radiological, and/or Nuclear, CBRNE CCL CEO CEM CERT CFR CI CIKR COAD CONOPS COOP COP CPG Explosive Core Capabilities List Chief Executive Officer Certified Emergency Management Community Emergency Response Team Code of Federal Regulations Critical Infrastructure Critical Infrastructure and Key Resources Community Organizations Active in Disasters Concept of Operations Continuity of Operations Common Operating Picture Comprehensive Preparedness Guide DHS DMAT DMORT DOD DOJ Department of Homeland Security Disaster Medical Assistance Team Disaster Mortuary Operational Response Team Department of Defense Department of Justice EAS EM EMA EMAC EMAP EMS EOC Emergency Emergency Emergency Emergency Emergency Emergency Emergency Alert System Management Management Agency Management Assistance Compact Management Accreditation Program Medical Services Operations Center DRAFT 62 FOR OFFICIAL USE ONLY EOP EMT EPA EPCRA Emergency Operations Plan Emergency Medical Technician Environmental Protection Agency Emergency Planning and Community Right-to-Know ESF Act Emergency Support Function FAC FBI FCO FD FEMA FERPA FOG FSC Family Assistance Center Federal Bureau of Investigation Federal Coordinating Officer Fire Department Federal Emergency Management Agency Family Education Rights and Privacy Act Field Operations Guide Family Success Center GAO GIS GPS Government Accountability Office Geospatial Information System Global Positioning System HAZMAT HAZUS HSEEP HIPAA HRVA HSPD HVIA Hazardous Material Hazards U.S Homeland Security Exercise and Evaluation Program Health Insurance Portability and Accountability Act Hazard, Risk, and Vulnerability Assessment Homeland Security Presidential Directive Hazard, Vulnerability, and Impact Assessment IA IAEM IAP IC ICP ICS IDBHRT IDHRC IERC IERP IFC IFMB IMAC IMAT IMT IT Individual Assistance International Association of Emergency Managers Incident Action Plan Incident Commander Incident Command Post Incident Command System Iowa Disaster Behavioral Health Response Team Iowa Disaster Human Resource Council Iowa Emergency Response Council Iowa Emergency Response Plan Iowa Flood Center Iowa Flood Mitigation Board Iowa Mutual Aid Compact Incident Management Assistance Team Incident Management Team Information Technology JFO JIC JIS JOC Joint Joint Joint Joint Field Office Information Center Information System Operations Center DRAFT 63 FOR OFFICIAL USE ONLY LEOC LEPC LTRC Local Emergency Operations Center Local Emergency Planning Long-term Recovery Committee MACS MEP MOA MOU MRC Multi-Agency Coordination System Master Exercise Practitioner Memorandum of Agreement Memorandum of Understanding Medical Reserve Corps NDRF NEMA NFIP NFPA NGO NIC NIMS NLT NPG NPS NRC NRF NWS National Disaster Recovery Framework National Emergency Management Agency National Flood Insurance Program National Fire Protection Association Non-governmental Organization National Integration Center National Incident Management System No Later Than/Not Less Than National Preparedness Guidelines National Planning Scenarios Nuclear Regulatory Commission National Response Framework National Weather Service OSHA Occupational Health and Safety Administration PA PDA PIO PPD PSAP Public Assistance Preliminary Damage Assessment Public Information Officer Presidential Policy Directive Public Safety Answering Point RACES REPP RRCC RRP Radio Amateur Civil Emergency Services Radiological Emergency Preparedness Program Regional Response Coordination Center Regional Response Plan SBA SCO SEOC SIP SLG Small Business Administration State Coordinating Officer State Emergency Operations Center Safeguard Iowa Partnership State and Local Guide Standard Operating Guide/Standard Operating SOG SOP TIIPP TOC Guidelines Standard Operations Procedures Threat Information and Infrastructure Protection Program Tactical Operations Center DRAFT 64 FOR OFFICIAL USE ONLY UC UPS USAR USDA USGS UTL Unified Command Uninterrupted Power System Urban Search and Rescue United States Department of Agriculture United States Geological Survey Universal Task List VOAD Volunteer Organizations Active in Disasters WMD Weapons of Mass Destruction DRAFT 65 FOR OFFICIAL USE ONLY Legal The information contained in the Grinnell College Emergency Operations Plan has been prepared for use by Grinnell College only The information is guidance for emergency management activities, recognizing that individual circumstance or events not anticipated by this plan may occur The experience and judgment of those utilizing this plan is an important consideration in how and when components of this plan are enacted The content represents the best opinions on the subject No warranty, guarantee or representation is made by the College of the sufficiency of the information contained herein and the College assumes no responsibility in connection therewith This plan is intended to provide guidelines for safe practices; therefore, it cannot be assumed that all plausible and non-plausible scenarios are contained in this document, or that other or additional information or measures may not be required DRAFT 66 FOR OFFICIAL USE ONLY APPENDIX A: ORGANIZATIONAL CHART DRAFT 67 FOR OFFICIAL USE ONLY FUNCTIONAL ANNEXES Evacuation Lockdown Shelter-in-Place Accountability Communications and Notifications Continuity of Operations Recovery Public Health, Medical, and Mental Health Security Rapid Assessment DRAFT 68 FOR OFFICIAL USE ONLY HAZARD SPECIFIC ANNEXES Building Fire Severe Weather Earthquake Tornado Hazardous Materials Incident Mass Casualty Incident Armed Intruder/Active Shooter Disease Outbreak Bomb Threat/Explosive Device Utility Failure DRAFT 69 ... Comprehensive Emergency Management Plan The New College of Florida Emergency Operations Plan Danville Community College Continuity of Operations Plan Wright State University Basic Emergency Operations Plan. .. Assessment PLANNING ASSUMPTIONS CONCEPT OF OPERATIONS - MITIGATION CONCEPT OF OPERATIONS - PREPAREDNESS CONCEPT OF OPERATIONS - RESPONSE Emergency Operations Plan Activation Emergency Operations Plan. .. asset lists, and emergency contracts DRAFT 18 FOR OFFICIAL USE ONLY CONCEPT OF OPERATIONS - RESPONSE Emergency Operations Plan Activation The Grinnell College Emergency Operations Plan (EOP) may