University of California Berkeley

1. University of CaliforniaBerkeley Building Coordinator/ Emergency Management Area Coordinator Training

2. BC/EMA AGENDA • Office of Emergency Preparedness/Homeland Security • BC/EMA Coordinator Roles and Responsibilities • Stephen Stoll • Environmental, Health & Safety • Fire Safety • Joyce DeMille • Building Emergency Plan • Ave Tolentino • UCPD – Crime Prevention Unit • Campus Safety • Special Event • Chris Samuels

3. The Revitalization DEANS, DIRECTORS, DEPARTMENT CHAIRS, ADMINISTRATIVE OFFICERS, MANAGEMENT SERVCIES OFFICERS, ADMINISTRATIVE ASSISTANTS, AND BUILDING COORDINATORS Campus Building Coordinator’s Policy Following the Loma Prieta Earthquake in 1989, the campus strengthened its commitment to emergency preparedness and planning. As part of that effort, the previously dormant Building Coordinator’s Program was reactivated. This program decentralizes emergency planning, education, and notification across the campus and uses resident volunteers and appointees who are knowledgeable about the operations of the buildings to which they are assigned. Building Coordinators fall under the purview of their respective Deans, Directors, Provosts, and Vice Chancellors, who have responsibility for campus emergency planning and preparedness. The Emergency Preparedness Officer and the Personnel Office developed a policy that identifies the duties and governs the appointment of Building Coordinators. This policy benefited from the comments of Building Coordinators and was approved by the Campus Emergency Preparedness Task Force. We appreciate your help in promoting emergency preparedness and planning. J.L Heilbron Daniel Boggan, Jr. Vice Chancellor Vice Chancellor – Business & Administrative Services June 15, 1993

4. Campus Policy on Building Coordinators • Policy Statement • The University of California at Berkeley is committed to supporting the welfare of its students, faculty, staff and visitors. Preparing a campus Emergency Operations Plan and allocating resources to respond to possible emergencies / disasters is one way in which the campus offers this support. The plan is fashioned in accordance with appropriate laws, regulations and policies that govern emergency / disaster preparedness and reflects the best and most current thinking in this area. The Chancellor has assigned responsibility for emergency / disaster planning and implementation to the campus Vice Chancellors and Provosts, who will act through their department / unit management (Deans, Directors, Chairs, and Administrative Officers).

5. Role of the Building Coordinator • Each Building Coordinator is responsible for: • Developing a Building Emergency Plan (BEP), • Developed under the guidance of the Building Coordinator, the Building Emergency Plan is a building-specific operational guide outlining emergency operations and responsibilities. Building Emergency Plans are activated in the event of an emergency, allowing Building Coordinators to safely evacuate personnel to their designated evacuation areas • Building evacuation plans, and • Designating an Emergency Assembly Area (EAA). • Provides information about the status of his/her building and occupants to the EMA Coordinator and/or the field Incident Commander. • Relay information from the EMA Coordinator to his/her building occupants (about the status of the campus, location of care and shelter facilities, how to obtain medical aid, etc.).

6. Requirements • Every building housing Berkeley campus students, faculty and staff will have a Building Coordinator appointed to act as a liaison between the Building Committee and the occupants on issues of emergency preparedness. • At the request of the Chancellor, Building Committees are formed senior academic and / or administrative managers (or their representatives), in a building. • All departments / units in the building should be represented on the Building Committee. • Members of the Committee act as liaison between the BC and the departments / units they represent.

7. Selection • The BC should be selected from the PPSM program or an equivalent classification level, or the highest personnel level available in the facility. • He or she should assume the responsibilities of the Coordinator in addition to other assigned duties. • Due consideration must be given to ensure equal opportunity. • Where applicable under policy, the campus supports the use of release time or the provision of compensatory time for BCs in the performance of duties beyond scheduled work hours.

8. Evaluation • BCs are evaluated by their home departments with respect to their duties based on the position description, and • Input from the Building Committee. • The Office of Emergency Preparedness will provide a performance checklist guide for supervisors to use in the evaluation process

9. Building Coordinator Advisory Council An advisory council of BCs will be established to advise the Emergency Preparedness Officer regarding changes in emergency procedures which affect the BCs’ role. The council will represent the diverse facility use and building types on the campus (including rental and spectator facilities), and will not exceed ten BCs in number.

10. BUILDING COORDINATOR POSITION DESCRIPTION(Duties and Responsibilities – Routine) • Emergency Disaster/Preparedness The following duties are assigned to the BC in the role of building emergency preparedness coordinator: • Chairs or staffs the Building Committee, documents its policies and procedures, posts notices, and disseminates information about building preparations, activities, and campus programs • Coordinates the development of, and submits annually, a building emergency response plan • Acts as coordinator for building occupants in implementing a building emergency response plan • With the Building Committee, coordinates “self-help”* preparations and activities including two evacuation drills each year • Works as building liaison to other campus departments and units (e.g. Environment, Health, and Safety, Physical Plant, Campus Police, Human Resources, Office of Emergency Preparedness, etc.) that provide support, assistance and input to emergency preparedness planning • Trains an alternate (chosen in the same manner as the BC) to assume duties when the BC is on vacation, absent, or not available • Attends all training workshops / activities specifically organized for BCs

11. BUILDING COORDINATOR POSITION DESCRIPTION(Duties and Responsibilities – Emergency) • Quickly assess the emergency or disaster based on either personal contact or campus official directives • Assess whether sheltering in place or evacuation activities are required for building, accordingly to state of emergency or disaster and based on personal contact or campus official directives • Post “white signs” on building while exiting building if evacuating is deemed appropriate; in this way letting officials know that the building has been evacuated and needs inspection, and warns civilians to use precaution and avoid entering. • Lead personnel to the established Emergency Assembly Area (EAA) • Once in EAA, take departmental roll call from Departmental Safety Coordinators and document any unaccounted for personnel in each department. • Locate EMA coordinator and report building status, personnel status and severity of emergency • In essence becomes building contact between occupants, essential service providers and the EMA coordinators., acting as “self-help” captain* of the building at the Emergency Assembly Area (EAA) and building liaison at the Emergency Management Area (EMA) according to written instructions and duties detailed in the BEP. The BC has no role other than communication and coordinator at either site.

12. BUILDING COORDINATOR POSITION DESCRIPTION(Duties and Responsibilities – Communications) • Notifies occupants of impeding access interruptions to public areas / utilities in the building • Posts notices of construction work in the building that could affect occupants in other than department space • Coordinates occupants’ response and serves as building interface regarding the appropriate use and maintenance of public areas within buildings, e.g., • security • safety • modifications to public areas • signage / posting • posting of notices and procedures for facility use and operation • Chairs a committee within the building which represents all user / occupants on the issues listed above. The committee will meet at least quarterly. This committee may be the Building Committee, and should include Physical Plant contacts from respective departments in the building. Physical Plant contacts are responsible for issues involving physical improvements, maintenance, or corrections in departmental space and funding authorizations associated with them.

13. CAMPUS BUILDING COORDINATOR’S PERFORMANCE CHECKLIST • Emergency Preparedness • Communications Liaison

14. Emergency Management Area (EMA) Coordinators

15. EMA Coordinator Roles and Responsibilities • EMA Coordinators are the next level of emergency coordination, integrating the various regions of the campus into networks. • This position is a voluntary “essential service provider” on the Berkeley campus during regular work hours. • In a major emergency, the EMA Coordinator’s role could continue for a period of up to 72 hours. • EMA Coordinators are responsible for reporting to their EMAs pre-designated Command Post (CP) location in a disaster and providing a communications link between the EMA and the Emergency Operations Center (EOC). • The EMA Coordinator participates as the liaison between the Building and Department Safety coordinators and the EOC. • In campus-wide catastrophic situations, the EMA Coordinator will be in charge of their designated area, reporting to the Incident Commander. • The EMA Coordinator is responsible for relaying area status information to the EOC, and for disseminating information to building occupants from the EOC.

16. EMA Coordinator Roles and Responsibilities - Emergency • Each EMA Coordinator will have a battery operated radio to facilitate communication with EMA occupants and the campus EOC. • EMA Coordinators should prepare an action plan and become familiar with the Building Coordinators in their EMA, to facilitate identifying and reporting EMA needs and situation status in the event of a disaster. • In a major earthquake, EMA Coordinators shall report to their CP location and collect information from Building Coordinators on the status of people and buildings in their area. • EMA Coordinators will communicate with the EOC by radio to relay messages and other status information. Information from the EOC may also be relayed to the EMA, providing information on shelter, first aid, assistance centers, evacuation routes etc. • In order to build a strong network, EMA Coordinators are asked to establish and maintain a communications network and meet periodically with their Building Coordinators. • Alternate EMA Coordinators will perform these functions in the event the primary Coordinator is unavailable. • Alternates should be familiar with the storage location for the EMAs communications equipment to ensure that the EMA Coordinator role will be performed during a disaster. Depending on staff availability, some EMAs will have more than one Alternate, and multiple radios within the EMA.

17. EMA CoordinatorRadio Testing • A test of hand-held radios will be performed the 1st Wednesday of every month, with advance notice from OEP. • At the announced time, EMACs and/or their Alternates should turn on their radios and tune to the pre-designated talkgroup (this varies by radio type). • OEP will call each EMA, sequentially, to verify that the radios are functioning properly. • Alternate EMACs with dedicated radios will also be called during the test, so that the performance of all equipment is verified. It is expected that drills will take about 10 minutes. • In addition to these drills, EMA Coordinator meetings may be called periodically for the discussion of issues relevant to the Coordinators/Alternates or to offer specialized training.

18. ?QUESTIONS? Stephen Stoll Hilda Quiroz Office of Emergency Preparedness/ Homeland Security 642-1258 642-9036 sfs@berkeley.eduhildaquiroz@berkeley.edu