EXECUTIVE POLICY GROUP

1. EXECUTIVE POLICY GROUP Campus Safety Security & Business Continuity Table Top Exercise Crisis Impacts on People, Property, Finances, and Reputation June 15, 2009 Enterprise Risk Management www.utdallas.edu

2. Purpose Executive Policy Group • Provide an opportunity to evaluate current emergency, business continuity plans and capabilities • Coordination and management of the for a response to an unexpected large scale incident.

3. Exercise Objectives • Emphasis on Policies & Best Practices • Crisis Management – Mitigation, Preparedness, Response and Recovery • Enhance Communications – Internal & External

4. Exercise Objectives Review policies concerning sheltering, parent/student reunification Personnel issues Options for displaced students and/or classrooms.

5. Roles & Responsibilities • Participant - responds to the scenario based on knowledge and expertise • Facilitator - provides situation updates, moderates discussions • Observer - assists functional groups; does not answer primary questions • Evaluator - documents key discussions items

6. Simulated Scenarios at UT Dallas

7. Severe Weather It is mid-March and an F4 tornado that has wreaked havoc to the City of Richardson and the UTD campus…the administrative building is not inhabitable.

8. Questions RESPONSE • What is the policy groups’ initial responsibility? • What are the UT Dallas methods of communication internal and external? • What do we do to track expenses? • How do we determine whether to pay employees and who, for how long? • What is our back up payroll policy? • Who are the essential or key personnel? • How does the Policy Group interact with the EOC staff to communicate the incident? CONTINUITY • When does the recovery process begin after this incident?

9. Crime (Active Shooter) It is the beginning of the fall semester. A seemingly peaceful afternoon soon changes as an active shooter walks into the theatre and shoots several students and the professor during a performance…he then runs out and begins to shoot randomly in the mall area. The student seems to have had a fight with his girlfriend, a student at UTD and performer in the theatre.

10. Questions RESPONSE • What is the policy groups’ initial responsibility? • What are the UT Dallas methods of communication internal and external? • Is the entire campus put on lock down? • Who are the essential or key personnel? • How does the Policy Group interact with the EOC staff to communicate the incident? CONTINUITY • When does the recovery process begin after a incident?

11. Environmental Accident A large hazmat collection truck loses control on Synergy Drive and is leaking hazmat into the air just northwest of NSERL and Callier Center… It is an overcast day with winds out of the North at about 15-20 mph.

12. Questions RESPONSE • What is the first level of response from the policy group? • What are the UT Dallas methods of communication internal and external? • Do we evacuate partial or whole campus? • How do we inform parents and get kids safely out of harms way? • Who are the essential or key personnel? • How does UTD interact with the local community and officials to communicate the incident? CONTINUITY • When does the recovery process begin after a incident?

13. Explosion & Fire • There is an explosion in the student union around 12:30 on a Wednesday afternoon….students come out screaming, some wounded and bloody. • Many are getting video on their cell phones and placing calls. • The 911 dispatch center soon becomes overwhelmed.

14. Questions RESPONSE • What is the policy groups’ initial responsibility? • What are the UT Dallas methods of communication internal and external? • Do we evacuate partial or whole campus? • How do we inform parents and get kids safely out of harms way? • Who are the essential or key personnel? • How does UTD interact with the local community and officials to communicate the incident? CONTINUITY • When does the recovery process begin after an incident?

15. Active Shooter It is the beginning of the fall semester. A seemingly peaceful afternoon soon changes as an active shooter walks into the theater and shoots several students and the professor during a performance…he then runs out and begins to shoot randomly in the mall area. The student seems to have had a fight with his girlfriend, a student at UTD and performer in the theater. Chaos breaks out on campus, phones become overwhelmed and the news teams show up soon afterwards. The UTD police have secured the perimeter of campus and are actively tracking the shooter.

16. Questions What is the policy groups’ initial responsibility? How do we communicate the incident to the entire campus? At what point do we lock down the campus? What are employee roles? How are the media, parents, visitors and others notified?

17. Mutual Aid It is late July, and a Category 4 hurricane has hit the Brownsville area and UT Brownsville has requested sheltering for their students and the state has requested sheltering for approximately 150 special needs individuals at UT Dallas.

18. Questions RESPONSE • What are the UT Dallas methods of communication internal and external? • What is the policy for sheltering UT System personnel or students? • What building(s) will we use for this purpose? • How do we handle sheltering for the state’s request? • Who and what process will we use to track expenses? • Who will be involved in the shelter management process? • Who are the essential or key personnel?

19. Policy Review & Implementation of Best Practices Part 3

20. Strategic ERM Questions Do we… know what the risks are? evaluate non-traditional risk exposures? do we understand the interrelationships of our risks? know who are risk owners are? have a system in place for measuring and monitoring risk? have systems in place that promote risk optimization? permeate our culture and organization with risk awareness? prioritize risk whenever business processes are improved?