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Higher Education Round Table Emergency Planning Discussion

Join Joseph "Joey" V. Pons IV, Associate Director of Public Safety Risk Management, for a discussion on the basic terminology, principles, and tools of the Incident Command System (ICS) in the context of higher education emergency planning. Learn about UL Lafayette's Emergency Operations Plan (EOP), the role of the Incident Commander, key ICS roles, public information management, training requirements, and other important aspects of emergency planning in a university setting.

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Higher Education Round Table Emergency Planning Discussion

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  1. Higher Education Round TableEmergency Planning Discussion

  2. Joseph “Joey” V. Pons IVAssociate Director of Public SafetyRisk Managersafetyman@Louisiana.edu

  3. Objectives • Basic ICS Terminology and Principles • UL Lafayette EOP and other Plans • Emergency Operations Center • Training Tools (Exercises, Briefings, etc) • Questions/Comments

  4. INCIDENT COMMAND SYSTEM BASICS

  5. Incident Command System • Developed by the Fire Department • Communication is the key • Designed for people to stay within their role • Do not conduct operations independently

  6. Incident Command System • What is the Incident Commander? • Who traditionally holds that role in a University or College emergency? • Usually, the President or Provost is NOT the I/C.

  7. ICS Command Staff • Operations Chief: What are we going to do? • Logistics Chief: How do we get what we need to do it? • Planning Chief: What happens after this? • Finance and Administration Chief: Who is going to pay for this and keep us out of jail?

  8. ICS – Other Key Roles • Emergency Management Executive Group • Emergency Operations Center Manager • Safety Officer • Public Information Officer

  9. Public Information • PIO is formally assigned • Do not talk to the media unless instructed to do so. • 3 C’s Core Message • We Care • We’re Committed • We will continue to Communicate

  10. Essential Personnel Define what this means Formally Identify and Declare (in writing) Must receive EOP Training (know the plan)

  11. ICS Training Classes We don’t have time to train while we respond 3-deep needs to take ICS100.HE, Intro to ICS for Higher Ed ICS200.B, ICS for Single Resource Incidents ICS700.A, National Incident Mgmt. System ICS 800.B, National Response Framework

  12. Online Training http://www.training.fema.gov/is/nims.aspx

  13. UL LAFAYETTE EOP AND OTHER PLANS

  14. Hazard Identification and Risk Assessment (HIRA) • Emergency Operations Plan (EOP) • Threat Vulnerability and Security Assessment (TVSA) • Building Emergency Action Plans (BEAP) When planning for a year, plant corn.When planning for a decade, plant trees.When planning for life, train and educate peopleChinese Proverb “In preparing for battle, I have often found that plans are useless, but planning is indispensable.” Dwight D. Eisenhower

  15. HIRA • Written by James Lee Witt (NIMSAT Grant) • All types of Hazards Identified • Historical Data and Surveys used for input • Includes Hazard Mitigation Plan • FEMA Approved THIS IS WHERE YOU START!

  16. UL Lafayette All Hazards EOP • Follows FEMA and NIMS Protocol • Preparedness • Response • Recovery • Mitigation

  17. We follow the ICS and the Incident Commander

  18. UL Lafayette All Hazards Plan • Functional Annexes (“Who” do we need??) • Transportation and Evacuation • Communications and Warning • Maintenance and Damage Assessment • Emergency Services • EOC • Mass Care, Housing, Human Services • Resource Mgmt and Procurement • Health and Medical Services • Utilities • Public Safety and Security • Continuity of Operations • Public Information and External Affairs • New Iberia Research Center

  19. Initial Response • As soon as it is known that there’s an emergency, and the EOP is activated, report to the EOC/Command Post • Entire Public Safety Team • Pubic Information Officer • Emergency Mgmt Executive Group • Functional Annex Team Leads

  20. Initial Response • Essential Personnel need to check with their supervisors and/or F/A Team Leads immediately. • What happens if you are on vacation and “the big one” hits? • Think about “3-deep” • Encourage your 2nd and 3rd to plan and practice with you

  21. Expectations • You may be held 12 minutes or 12 days, prepare accordingly. • Operational periods • EOC is set up with living arrangements

  22. Building Emergency Action Plans • Common Template • Occupant Training and Emergency Planning • Includes: • Run Hide Fight • ENS • Phone Tree • Evacuation Routes • Common and Specific Emergency Information

  23. EMERGENCY OPERATIONS CENTER

  24. Emergency Operations Center • Physical Place that EVERYONE knows to report to. • Run the campus from this location • Key Phone Extensions Ring there • Call center capability • Generator/Backup power • Hospitality provisions for staff • TV, projector, access to cameras, printer, fax

  25. UL Lafayette EOC

  26. UL Lafayette EOC

  27. Emergency Operations Center • Exercise the EOC (Football Game Ops) • Also have a Mobile Operations Center (MOC)

  28. TRAINING TOOLS (EXERCISES AND DRILLS)

  29. Annual Big Group Meeting • Update the Contacts List and Phone Trees • Update the ENS and Conference Call Groups • Review ICS, EOP, Roles and Responsibilities • Do a simple TTX • Invite our External Partners • LEO • Fire • EMS • Public Health • GOHSEP/OSHEP

  30. Table Top Exercises (Semesterly) • Follow HSEEP protocols • Pick 2-3 Dept. that do NOT normally work together. • More ICS, EOP, Expectations • Scenario Based Training • Incident Notification • Initial Response • Ongoing Response

  31. Incident Action Plan Form • Thing to key on: • Humility for the greater good • Establish core communication • Focus on only 1 op period • Don’t get lost in the weeds

  32. Hot WashPost Table Top Exercise Successes – what worked? Weaknesses – what didn’t work? What did you get lucky on? What are your next steps?

  33. After Action Review/Improvement Plan • Key Response Departments Participate • Objectives Analysis • Major Strengths and Weaknesses • I/P identifies Responsible Party and Deadline • We are our best critic. • Presented to our upper administration

  34. Thanks Much!!!Stay Safe

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