Emergency Response Plan
Western New England University
Reviewed and Revised
JULY 2016
Table of Contents
EMERGENCY RESPONSE PLAN
Section I: Executive Summary
A. Purpose
B. Scope
C. Mission
D. Assumptions
E. Types of Emergencies
F. Incident Command System
G. Declaration of Emergency
H. Overview of Organization
I. Individual Roles
Section II: Organization
A. Emergency Planning Committee
Responsibilities
Membership
Structure
B. Emergency Response Team
Areas of Critical Responsibility
Emergency Response Team Members
Structure
C. Unit Plans/Response Plans
Critical Unit Plans
Special Unit Plans
Other Unit Plans
D. Members with Critical Responsibilities
University Incident Commander
Emergency Response Plan Coordinator
E. Overall Organization
Emergency Response Plan Organization Relations and Primary
Responsibilities
Section III: Plan Activation & Operation
A. Level of Response
Classification of Incident – Minor, Emergency or Disaster
B. Plan Notification & Activation
1. Monitoring Responsibilities
2. Notification
3. Call-in Tree
4. Community Notices
5. Plan Activation
6. Immediate Threats & Warnings
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C. Command Posts
1. Emergency Command Post
2. Emergency Operations Center
D. Campus Recovery
Campus-Wide Emergency Recovery Steps
Section IV: Role of Organizational Units
Requirements of All Units
Section V: Unit Emergency Functions
A. Admissions
B. Athletics
C. Buildings and Grounds
D. Public Safety
E. Marketing and External Affairs
F. Development
G. Environmental Health and Safety
H. Faculty
I. Finance and Administration
J. Food Service
K. Health Center
L. Human Resources
M. Information Technology
N. Library
O. Student Administrative Services
P. Residence Life and Student Services
Section VI: Glossary
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Section I: Executive Summary
A. PURPOSE (46.1.2)
The Emergency Response Plan (ERP) is an all hazards plan, intended to establish policies,
procedures and organizational structure for response to emergencies, whether natural or manmade, that are of sufficient magnitude to cause a significant disruption of the functioning of all
or portions of the University. Examples of manmade incidents include Civil Disturbances,
Pandemics, Mass Arrests, Acts of Terrorism and other usual incidents. This plan describes the
roles and responsibilities of departments, schools, units and personnel during emergency
situations. The basic emergency procedures are designed to protect lives and property through
effective use of University and community resources. Since an emergency may be sudden and
without warning, these procedures are designed to be flexible in order to accommodate
contingencies of various types and magnitudes.
B. SCOPE
This plan is a University-level plan that guides the emergency response of University personnel
and resources during an emergency situation. It is the official emergency response plan of the
University and precludes actions not in concert with the intent of this plan or the organization
created by it. However, nothing in this plan shall be construed in a manner that limits the use of
good judgment and common sense in matters not foreseen or covered by the elements of the
plan.
This plan and organization shall be subordinate to federal, state or local plans during a disaster
declaration by those authorities. This Emergency Response Plan is consistent with established
practices relating to the coordination of emergency response.
Accordingly, this plan incorporates the use of the Incident Command System to facilitate
interagency coordination, promote the use of common emergency response terminology and
command structure, and facilitate the flow of information between responding agencies.
The University will cooperate with the Office of Emergency Management, State, County and
City Police and other responders in the development of emergency response plans and participate
in multi-jurisdictional emergency planning exercises.
City of Springfield – Emergency Preparedness
http://www.springfieldcityhall.com/COS/dept_emergency.0.html
Massachusetts Emergency Management Agency (MEMA)
http://www.mass.gov/mema
Federal Emergency Management Agency
http://www.fema.gov/
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C. MISSION
The University will respond to an emergency situation in a safe, effective and timely manner.
University personnel and equipment will be utilized to accomplish the following priorities:
Priority I: Protection of Human Life
Priority II: Support of Health & Safety Services
Priority III: Protection of University Assets
Priority IV: Maintenance of University Services
Priority V: Assessment of Damages
Priority VI: Restoration of General Campus Operations
D. ASSUMPTIONS
This Emergency Response Plan is predicated on a realistic approach to the problems likely to
be encountered during a major emergency or disaster. Hence, the following assumptions are
made and should be used as general guidelines in such an event:
1. An emergency or a disaster may occur at any time of the day or night, weekend, or
holiday, with little or no warning.
2. The succession of events in an emergency or disaster is not predictable; therefore,
published operational plans, such as this plan, should serve only as a guide and a
checklist and may require modifications in order to meet the requirements of the
emergency.
3. An emergency or a disaster may be declared if information indicates that such conditions
are developing or probable.
4. Disasters may be community wide. Therefore, it is necessary for the University to plan
for and carry out disaster response and short-term recovery operations in conjunction
with local resources and needs.
E. TYPES OF EMERGENCIES
There are three levels or types of emergencies:
LEVEL 1 – MINOR INCIDENT: A Minor Incident is defined as a local event with
limited impact, which does not affect the overall functioning capacity of the University.
The Emergency Response Plan would not be activated.
LEVEL 2 – EMERGENCY: An Emergency is defined as a serious event that completely
disrupts one or more operations of the University. Multiple University resources are
involved; the Emergency Response Plan is activated to the extent necessary.
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LEVEL 3 – DISASTER: A Disaster is defined as a very serious event that seriously
impairs or halts the operations of the University. The Emergency Response Plan is fully
activated.
F. INCIDENT COMMAND SYSTEM
The Incident Command System (ICS) is a modular emergency management system designed
for all hazards and levels of emergency response. This system creates a combination of
facilities, equipment, personnel, procedures, and communications operating within a
standardized organizational structure.
The system is used by the Federal Emergency Management Agency (FEMA) and throughout
the United States as the basis for emergency response management. Use of the Incident
Command System at the University facilitates the University's ability to communicate and
coordinate response actions with other jurisdictions and external emergency response
agencies.
1. Key Principles of the Incident Command System
• Modular organization based on activating only those organizational elements required
to meet current objectives
• Common terminology applied to organizational elements, position titles, facility
designations and resources
• Unified command structure so that organizational elements are linked to form a single
overall structure with appropriate span-of-control limits
• Comprehensive resource management for coordinating and inventorying resources for
field responses
• Integrated communication so that information systems operate smoothly among all
response agencies involved
• Generic positions whereby individuals are trained for each emergency response role
and follow prepared action checklists
• Consolidated action plans that contain strategy to meet objectives at both the field
response and Emergency Operations Center levels.
2. Designation of the University Incident Commander
It is essential to all emergency response planning and action that a single University
Incident Commander is designated. The Vice President for Finance and Administration is
the University Incident Commander; in his/her absence, the Assistant Vice President for
Finance and Administration will take on the role. If neither of these individuals is
available, the Emergency Response Plan Coordinator (Director of Public Safety) will
designate a member of the senior administration to the role.
G. DECLARATION OF EMERGENCY
In case of any type of campus emergency, the Public Safety Shift Supervisor (supervisor in
charge) should follow standard operating procedures by notifying Facilities Management or
other appropriate units. If the emergency warrants, he/she should communicate immediately
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with the Director of Public Safety, who should communicate with the University Incident
Commander. After reviewing the emergency situation, a decision will be made by the
University Incident Commander on a plan of action and whether or not to contact the
President and activate the Emergency Management Plan.
H. OVERVIEW OF ORGANIZATION
Incident
Commander
VP of Finance
PIO
External
Marketing and
Safety Officer
DPS Chief
Liaison Officer
DPS Adim. LT.
Operations Section
DPS OPS. LT.
Emer. Man.
Operations
Planning Section
The EPC
Logistics Section
Dean of Students /
Dir. Fac. Man.
Section
VP of Finance
Service
Unit
Branch
Time Unit
Cost Unit
Daily
Unit
Unit
Unit
Unit
Unit
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The University’s Emergency Response Plan consists of three major elements:
• Emergency Planning Committee (EPC)
• Emergency Response Team
• Unit Plans with supporting Response Plans
Coordination of various campus departments’ Emergency Response Plans (Unit Plans) will
occur through an Incident Command Structure as described above.
1. The Emergency Planning Committee
The Emergency Planning Committee will evaluate information from various sources
during the progress of the event and advise the President on appropriate actions requiring
his/her decision. The Emergency Planning Committee is also responsible for the review
and approval of the Emergency Response Plan.
2. The Emergency Response Team
The Emergency Response Team is activated, at a level based on the type and nature of
the incident, to respond to any emergency situation. The University Incident Commander
heads the Emergency Response Team.
3. Unit Plans with Response Plans
Many individual departments, schools, etc. (“Units”) of the University will develop Unit
Plans to identify key personnel and define specific responsibilities (Section IV). As
necessary, Unit Plans will be augmented by Response Plans to address specific situations.
Response Plans can be organized at the discretion of the Unit.
a. Critical Unit Plans
Each area identified as part of the Emergency Response Team is determined to have
critical responsibilities on a University-wide basis during emergency situations. Each
organizational unit identified on the Emergency Response Team is to develop a Unit
Plan. As necessary, Unit Plans will be augmented by Response Plans to address
specific situations.
b. Special Unit Plans
Several Units have been determined to have critical responsibilities on an internal
Unit basis during emergency situations. Each designated Special Unit is to develop a
Unit Plan. As necessary, Special Unit Plans will be augmented by Response Plans to
address specific situations.
c. Other Unit Plans
University departments, schools, etc. that are not defined as a Critical Unit or Special
Unit are considered to be an Other Unit.
I. INDIVIDUAL ROLES
1. Role of the President
This plan is promulgated under the authority of the President of the University. All
decisions concerning the discontinuation of University function, cancellation of classes,
or cessation of operations, rest with the President or his/her designee. After consulting
with the University Incident Commander and the Emergency Response Team, the
President shall be responsible for declaring a major institutional emergency.
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2. Role of the University Incident Commander - Vice President for Finance &
Administration
The University Incident Commander is a senior member of the Emergency Planning
Committee and is in charge of the Emergency Response Team. The University Incident
Commander is the individual responsible for the command and control of all aspects of
an emergency situation.
3. Role of the ERP Coordinator - Director of Public Safety (46.1.1)
The Emergency Response Plan Coordinator is a member of the Emergency Response
Team who is responsible for the writing and maintenance of the Emergency Response
Plan. (as indicated in the job description for Director of Public Safety) The Emergency
Response Plan Coordinator consults directly with the University Incident Commander
during an actual emergency. The Emergency Response Plan Coordinator - Director of
Public Safety also tests the Emergency Response and Evacuation Procedures, twice a
year in Resident Halls (every semester), and once per calendar year for academic
buildings. These policies and procedures are located in the Annual Campus Security and
Fire Safety Report posted on the Public Safety website and is disseminated every
semester.
The Annual Campus Security and Fire Safety Report can be located at the following
link: http://www1.wne.edu/assets/28/2011_ACSFSR.pdf
4. Role of Faculty and Staff
Faculty members are seen as leaders by students and should be prepared to direct their
students to assembly areas in the event of an emergency and account for every student.
Every member of the Faculty and Staff should read and be familiar with applicable
emergency plans and familiarize themselves with emergency procedures and evacuation
routes. Faculty and Staff must be prepared to assess situations quickly but thoroughly and
use common sense in determining a course of action. All Faculty and Staff are
responsible for securing their work areas. Work areas need to be secured in advance of
certain weather systems (hurricanes, winter storms, floods, etc.). Emergency Assembly
Points are viewable at: http://www1.wne.edu/assets/64/Map_9-7-11.pdf
5. Role of Students
Every student should familiarize themselves with the emergency procedures and
evacuation routes in buildings in which they live or use frequently. Students should be
prepared to assess situations quickly but thoroughly and use common sense in
determining a course of action. They should evacuate to assembly areas in an orderly
manner when directed to do so by emergency personnel or when an alarm sounds.
Residential evacuation plans and Emergency Assembly Points are viewable
at: http://www1.wne.edu/assets/64/Map_9-7-11.pdf
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Section II: Organization
The University’s Emergency Response Plan consists of three major elements:
• Emergency Planning Committee
• Emergency Response Team
• Unit Plans with supporting Response Plans
A. EMERGENCY PLANNING COMMITTEE (EPC)
1. Responsibilities (46.1.5 a,b,c)
The Emergency Planning Committee is an assemblage of University officials appointed
by the President to advise and assist in making emergency-related policy decisions. A
principal responsibility for the Emergency Planning Committee is to keep managers
focused on the right set of priorities in a crisis situation. Accordingly, the responsibilities
of this body include:
• Gather and analyze information and intelligence regarding conditions throughout the
University and disseminate information when necessary.
• Prepare a documented Emergency Response Plan.
• Allocate and direct distribution of resources to accomplish the purposes of this ERP
• Request needed resources that are unavailable internally from available outside
resources.
• Responsibility for final plan approval and for final policy decisions
• Responsibility for planning post-incident demobilization
2. Membership
• Vice President for Finance & Administration
• Vice President for Marketing and External Affairs
• Vice President for Student Affairs & Dean of Students
• General Counsel
• Asst. Dean of Students & Residence Life
• Asst. Vice President for Finance & Administration
• Asst. Vice President of Information Technology
• Director of Public Safety
• Director of Facilities Management
• Director of Student Administrative Services
• Executive Director of Human Resources & Career Center
• Director of Food Service
• Environmental & Safety Compliance Manager
• Vice President for Enrollment Management
• Director of Health Center
Secondary Positions (Backup)
• Assistant Director of Residence life
• Assistant Controller
• Director of Benefits Administration, Human Resources & Career Center
• Director of Planning, Office of Information Technology
• Assistant Director of Health Services
• Assistant Director of Facilities Management
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Assoc. Director of Student Administrative Services
Assistant Vice President for Marketing & External Affairs
Director of Media Relations, Marketing & External Affairs
Asst. Director of Food Service
3. Structure
The Emergency Planning Committee is organized in a “committee-type” structure.
B. EMERGENCY RESPONSE TEAM (ERT)
1. Responsibilities
At the direction of the University Incident Commander, the Emergency Response Team
is responsible for the Emergency Response Plan execution during an emergency
situation.
The Emergency Response Team reports directly to the Emergency Planning Committee
via the University Incident Commander. The Emergency Response Team is comprised of
management personnel representing areas of the University that have critical Emergency
Response Plan execution responsibilities as follows:
• Facilities Management
• Public Safety
• Finance & Administration
• Health Center
• Residential Life
• Student Affairs
• Student Administrative Services
2. Membership
The Emergency Response Team includes both primary and alternate members. Primary
members are management personnel who are familiar with their unit’s planning
responsibilities. Alternate members are also management personnel who are familiar with
their unit’s planning responsibilities. Alternate members direct and execute their Unit
Plan responsibilities in the absence/unavailability of the primary member. All primary
and alternate members need to be knowledgeable of overall Emergency Response Plan
operations. Members must also be available during a crisis situation. Emergency
Response Team Members and/or Alternate Members are required to attend annual Plan
Exercises organized by the Emergency Response Plan Coordinator.
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Vice President for Finance & Administration
o Asst. Vice President for Finance & Administration
Vice President for Marketing and External Affairs
o Asst. Vice President for Marketing & External Affairs
Director of Public Safety
o Lieutenant, Administrative Services
Director of Facilities Management
o Assistant Director of Facilities Management
Asst. Dean of Students & Residence Life
o Assistant Director of Residence life
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Director of Health Services
o Assistant Director of Health Services
Director of Student Administrative Services
o Associate Director of Student Administrative Services
3. Structure
The Emergency Response Team is organized under the Incident Command System
headed by the University Incident Commander.
C. UNIT PLANS/RESPONSE PLANS
Each area identified with critical or special responsibilities is required to develop and
maintain a Unit Plan. A Unit is a department, school or other defined entity of the University.
A Unit Plan identifies emergency preparation, coordination, and response activities for the
Unit. The Unit Plans address the assignment of roles described in the following Section IV
and, as necessary, identify existing Response Plans that provide guidance and procedures for
specific response activities (i.e. bomb threats, civil disturbance, winter storm, etc.).
All Unit Plans have a common structure and format. All Unit Plans are filed with and secured
by the Emergency Response Plan Coordinator. Unit Plans must be reviewed and updated
annually or more frequently as necessary. Electronic copies are maintained on the University
Intranet and hardcopies are secured at the Emergency Operations Center.
Some Units have major Emergency Response Plan responsibilities and may have Unit
Plans that are more detailed than other Units. Unit Plans are classified as follows:
1. Critical Unit Plans
Each area identified as part of the Emergency Response Team is determined to have
critical responsibilities on a University-wide basis during emergency situations. Each
organizational unit identified on the Emergency Response Team is required to develop a
Unit Plan. As necessary, Unit Plans will be augmented by response plans to address
specific situations.
2. Special Unit Plans
Several units have been determined to have critical responsibilities on an internal unit
basis during emergency situations. Each Special Unit is required to develop a Unit Plan.
As necessary, Special Unit Plans will be augmented by response plans to address specific
situations. Special Unit Plans are identified as follows:
• Athletics
• Academic Affairs
• Admissions
• Controller’s Operations
• Campus Events
• Development
• Human Resources
• Library
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3. Other Unit Plans
University departments, schools, etc. that are not defined as a Critical or Special Unit Plan
are considered to be an Other Unit Plan. Other Unit Plans are encouraged to develop Unit
Plans.
D. MEMBERS WITH CRITICAL RESPONSIBILITIES
1. University Incident Commander
The University Incident Commander is a senior member of the Emergency Planning
Committee. The Emergency Response Team reports directly to the University Incident
Commander, who in turn, communicates directly with the President and the Emergency
Planning Committee.
The University Incident Commander is in charge of the Emergency Response Team. The
University Incident Commander is the individual responsible for the command and
control of all aspects of the emergency response. The University Incident Commander
must be able to quickly assess an emergency situation, determine the level of impact,
assess the effect, contain the incident and assign the proper resources. Clearly the
University Incident Commander must have the authority and ability to make quick
decisions in an emergency situation. In his/her absence, only members of the Emergency
Planning Committee can be designated as the University Incident Commander with
authorization to fully activate this Emergency Management Plan.
2. Emergency Response Plan Coordinator
The Emergency Response Plan Coordinator is responsible for the maintenance of the
Emergency Response Plan. This individual is a key member of the Emergency Response
Team and must be thoroughly familiar with the Emergency Response Plan. During an
emergency, the Emergency Response Plan Coordinator consults directly with University
Incident Commander and documents the University response to an event.
The Emergency Response Plan Coordinator maintains the Emergency Response Plan by
performing regular updates to the documentation and by reviewing the required updates
made to the Unit Plans. The Emergency Response Plan Coordinator will arrange for
annual meetings of the Emergency Planning Committee and the Emergency Response
Team. The Emergency Response Plan Coordinator will also arrange for periodic Plan
Exercises (at least one Plan Exercise per year).
The Emergency Response Plan Coordinator should be knowledgeable of emergency
management professional practices. As such, he/she should read professional literature,
participate in related activities of the local Office of Emergency Management, attend
professional seminars and, ideally, obtain professional credentials.
E. OVERALL ORGANIZATION
The following illustrates the relationships and primary responsibilities of the Emergency
Response Plan organization.
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1. Emergency Planning Committee
• Makes critical policy decisions (strategic decisions) affecting the University.
• Reviews and approves all provisions of the Emergency Response Plan.
2. Emergency Response Team
• Executes the ERP as directed by the University Incident Commander during an
emergency.
• Reviews all provisions of the ERP for approval by the EPC.
3. University Incident Commander - Vice President for Finance and Administration
(46.1.3 c,d,h)
• In-charge of the Emergency Response Team.
• Makes critical management decisions (tactical decisions) during an emergency.
• Confers directly with the President & the Emergency Planning Committee during an
emergency.
• Assume overall command of the emergency with the goal of minimizing the effect on
the campus.
• Ensure that all Team members carry out their responsibilities and have adequate
personnel and other resources to accomplish their tasks.
• Ensure that the City of Springfield officials are advised of the situation and the needs
of the University.
• Follow city, state, federal, and other officials’ incident command directives.
• Approve all financial commitments of campus and off campus resources to the
emergency.
• Plan rest breaks for those working on the emergency
• Liaison with the President's Office and, if necessary, represents the President.
• Ensure that administrative and business records are accounted for and protected.
• Declare an end to the emergency, and after the emergency is over, conduct a review
of the events and lessons learned and issue a report so that emergency plans can be
improved.
• Convene the Emergency Response Team, as appropriate, during the year for training
and plan reviews.
• All functions of the Emergency Response Team not specifically designated to any
other member or without an appointed Section Chief, will be the responsibility of the
Incident Commander. (46.1.2)
4. Emergency Response Plan Coordinator - Director of Public Safety
• Consults directly with the University Incident Commander during an emergency
• Maintains the Emergency Response Plan documentation
• Assume responsibility for the security of all campus life and property
• Provide field command of life safety and fire issues (46.1.3 g)
• If required: (46.1.4 a,b,c,d,e,f)
o Establishes perimeters
o Conducts evacuations
o Maintains command post and scene security
o Directs and controls traffic
o Provides for detainee transportation/processing and confinement
o Conducts a post incident investigation
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If appropriate, ensure that the City of Springfield Police are advised and know the
needs of the University.
Follow city, state, federal, and other officials’ incident command directives.
Ensure that the campus situation and needs are known to the City of Springfield Fire
Officials.
Ensure that the Emergency Response Team has adequate communications
capabilities.
Ensure that immediate instructions are disseminated to all impacted campus residents,
faculty, staff, and visitors during the emergency and that these instructions are
obeyed.
Provide search and rescue assistance to the local emergency services to the extent
available.
Manage the command center and ensure that a log of actions taken is started and kept
up to date.
Maintain telephone lists and update them every six months.
Ensure that campus residents and staff are aware of the designated number to call for
an emergency situation.
Other Emergency Response Team Members
5. Director of Facilities Management
• Assume field command and responsibility for the overall use and care of all campus
structures and grounds including utilities.
• Ensure that an adequate telephone answering network is established to handle
incoming and campus calls.
• Provide initial damage assessments of campus structures, roads, grounds and utilities.
• Assist in making decisions relative to the continued use and re-occupancy of campus
property.
• Provide vehicles, equipment, and operators for movement of personnel and supplies.
• Engage specialists, as needed, to ensure that structures are safe for occupancy.
• Contract, as necessary, for services to restore structures and utilities and determine
the time needed to restore building(s) to normal occupancy.
• Ensure that the campus situation and needs are known to the City of Springfield
utility company representatives.
• Coordinate the delivery and storage of supplies needed for both emergency and
ongoing operations by establishing a staging area if necessary. (46.1.3.e)
• Arrange alternate sites for campus activities including instructional space and
administrative functions.
• Ensure that environmental impact assessments are made for hazardous materials
incidents and, if necessary, arrange for the services of a licensed environmental
cleanup contractor.
• Ensure that resources are adequate to maintain health and sanitation
• Advise the Emergency Response Team of the availability of Material Safety Data
Sheets (MSDS) and provide copies if requested.
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6. Vice President of Marketing and External Affairs (46.1.3 f)
• Assume responsibility for the collection and dissemination of information to the
media, campus and general public.
• Serve the Emergency Response Team as the University spokesperson in press
conferences and media interviews.
• Establish a media briefing room with adequate space and facilities for use of the
media.
• Coordinate University press releases with those of the City of Springfield Public
Information Officer.
• Ensure that the media is advised of any special telephone numbers for off-campus
callers to use to obtain information about the emergency.
• Develop press releases and prepared statements for the University President and the
Emergency Response Team relative to the health, well being and location of students
and staff.
• Ensure that the Emergency Response Team is aware of concerns and issues being
voiced by incoming calls and media questions.
• Handle electronic communications.
• Arrange for photographic and audio visual services.
• Act as liaison to the senior staff.
7. Vice President for Student Affairs
• Coordinate student-centered issues.
• Decide when campus activities should be canceled.
• Establish protocol to contact parents.
8. Director of Health Services
• Coordinate with local emergency management services personnel to create a system
• to triage, transport and treat students, staff and visitors impacted by the emergency.
• Create a tracking system to ensure that the Emergency Response Team is aware of
• the number, type and severity of injuries and the disposition of all patients transported
off campus to medical facilities.
• Mobilize the resources of health services to provide evaluation, treatment, and
• ongoing observation of patients who are stable and have only minor injuries.
• Assist the Director of Facilities to assure that proper sanitation is provided for food
• preparation and housing of students.
• Serve as the University liaison with the public health officials of the City of
• Springfield and the State and Federal governments.
• Hire, as appropriate, critical incident briefing personnel.
• Monitor responders (police, fire, Emergency Response Team) in the field to ensure
their health and safety; coordinate treatment for injuries or illness. (46.1.6)
9. Assistant Dean of Students and Residence Life
• Assume responsibility for student issues.
• Provide "people oriented" record keeping; i.e. missing persons, attendance, etc.
• Assign personnel to be the University's representative for involved students and
• their parents.
• Make food and shelter decisions for students and staff.
• Arrange alternate sites for housing.
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10. Director of Student Administrative Services
• Assume responsibility for the ongoing academic and administrative support
• missions of the University.
• Ensure that academic functions are ongoing.
• Ensure that academic records are accounted for and protected.
• Assist in the decisions to relocate campus activities both on and off campus.
11. Unit Plans
• Critical Unit Plans – Units with important University wide responsibilities
• Special Unit Plans – Units with important Unit responsibilities
• Other Unit Plans – All other Units of the University
12. Response Plans
• Procedures for specific response activities.
Section III: Plan Activation & Operation
A. LEVEL OF RESPONSE
In responding to any emergency, it is important for the University Incident Commander to
classify severity or level of the event. This plan utilizes the following definitions:
Level 1 – Minor Incident: A Minor Incident is defined as a local event with limited impact,
which does not affect the overall functioning capacity of the University. Examples would be
a contained hazardous material incident, or a limited power outage. The initial responders
and/or Public Safety typically handle the situation.
The University Incident Commander may be notified, but the Emergency Response Plan is
not activated (neither the Emergency Planning Committee nor the Emergency Response
Team responds).
Level 2 – Emergency: Any incident, potential or actual, which seriously disrupts the overall
operation of the University. Examples would be a building fire, a civil disturbance, or a
widespread power outage of extended duration. The initial responders and/or Public Safety
cannot handle the situation.
The University Incident Commander is notified, and the Emergency Response Plan is
activated and outside support services may be required.
A major emergency requires activation or partial activation of the Emergency Response
Plan (the Emergency Response Team is assembled and the Emergency Planning Committee
is consulted). Several Unit Plans respond and outside emergency services may also be
involved.
Level 3 – Disaster: Any event or occurrence that has taken place and has seriously impaired
or halted the operations of the University. Examples would be a hurricane, a damaging
tornado or other community wide emergency. The event would likely disable
University operations for at least 24 hours and outside emergency services would not always
be available.
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In some cases, there are large numbers of Student, Staff and Faculty casualties and severe
property damage may be sustained. A Disaster requires activation of the Emergency
Response Plan (the Emergency Response Team is assembled and the Emergency
Planning Committee is consulted). Most, if not all, Unit Plans respond and outside
emergency services will likely be involved.
B. PLAN NOTIFICATION AND ACTIVATION (46.1.3a)
1. Monitoring Responsibilities
The primary responsibility for monitoring emergency threats and events resides with
Public Safety. Public Safety serves on a continuous 24/7/365 basis and is always
available to receive emergency communications from a variety of official and public
sources, including:
• National Warning System
• National Weather Service (NWS)
• Emergency Broadcast System (EBS)
• State Police
• Local Police, Fire and Emergency Medical Services
• University communication systems
• Emergency telephone calls
Other entities, notably Facilities, will monitor developing weather systems. Such activity,
however, does not mitigate the responsibility of Public Safety to serve as the central
communication point for all campus threats including weather related emergencies which
may develop slowly (severe winter storms, blizzards, hurricanes, etc.) or suddenly
(tornadoes, severe thunderstorms, etc.).
2. Notification
Public Safety has the overall responsibility for alerting the appropriate parties.
Accordingly, initial responders should always contact Public Safety immediately. Initial
responders may also contact other appropriate entities – such as the Fire Department if a
fire breaks out.
In case of any type of emergency, the Public Safety Shift Supervisor (supervisor in
charge) should follow Public Safety standard operating procedures. If the emergency
warrants, he/she should communicate immediately with the Director of Public Safety,
who should communicate with the University Incident Commander. The call-in tree is
activated. No one else should attempt to contact the University Incident Commander for
purposes of notification. If there is doubt that the University Incident Commander has
been contacted, then Public Safety should be contacted for clarification.
Public Safety will have a list of the Emergency Planning Committee members and
telephone contact information. If the University Incident Commander is not available,
Public Safety will have the priority list of University Incident Commanders and continue
to make telephone calls until contact is made.
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3. Call-in Tree*
a. Dispatcher calls Director of Public Safety
b. Director of Public Safety calls:
i. Vice President for Finance Administration
ii. Vice President for Student Affairs
c. Vice President for Finance and Administration calls:
i. Vice President for Marketing and External Affairs
ii. Director of Facilities Management
iii. Director of Student Administrative Service
d. Vice President for Student Affairs calls:
i. Director of Health Services
ii.
Assistant Dean of Students and Residence Life
*Alternates are called if primary response team does not respond; other committee
members will be called depending on the incident type.
4. Community Notices
All official communications will come from the Emergency Response Team only. When
appropriate, the campus community and the larger surrounding community will be
notified through the use of any and all sources listed below:
a. RAVE Messaging System – An off-site hosted notification system in which
students, faculty and staff receive emergency notifications. An opt-out system.
Includes text, voice ,email delivery options.
b. All Campus Alert System – A public address system that includes 20 outdoor loud
speakers.
c. Group email – All active students, faculty and staff will receive an email at their
@wnec.edu username.
d. Main Telephone 413-782-3111 – Calls to the University’s main number will provide
voice addressing or live switchboard personnel.
e. Radio and Television stations – Local radio and television stations will be provided
with message notification if possible.
5. Plan Activation (46.1.3a)
Plan activation begins at the discretion of the University Incident Commander upon the
receipt of information of an emergency event or threat of an emergency. Based on the
Public Safety report and information obtained from other appropriate entities, the
University Incident Commander will declare the level of the emergency and activate the
Emergency Response Plan to the extent necessary to control the situation. Upon
activation, the Emergency Response Team members will be notified and should report to
the designated command center as directed. The University Incident Commander shall
review the circumstances of the emergency with the Emergency Planning Committee and
determine the appropriate response.
6. Immediate Threats & Warnings
The Department of Public Safety has been authorized by the University’s Administration,
should it be deemed necessary, to warn the University community of an impending threat
or emergency situation. A Public Safety Supervisor, upon confirming a significant
emergency or dangerous situation that is ongoing, may activate the All Campus Alert
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System and/or RAVE messaging system without delay if, in the Supervisor’s
professional judgment doing so will protect the health and safety of the members of the
University community. The content of the All Campus Alert system, (pre-recorded
messages) are reviewed from time to time by the Emergency Response Team for
effectiveness. The content of the All Campus Alert system live broadcast or RAVE
messaging system will be brief, to the point and direct people towards safety.
Based on the initial report and information obtained from other appropriate entities, the
University Incident Commander will declare the level of the emergency. If either an
Emergency or a Disaster (Level 2 or 3) is declared, the Emergency Response Plan will be
activated. Upon declaration of an Emergency or Disaster, the Emergency Response Team
members needed to respond will be notified and should report immediately to the
designated command center location. Emergency Planning & Business Disaster
Committee members will also be notified; they should report as needed and as available.
Predictable events, such as a certain meteorological storms, are treated differently from
emergency incidents. Facilities is designated to monitor these events on a 24/7/365 basis.
The Director of Facilities Management or his/her designate will contact the University
Incident Commander via Public Safety as necessary.
C. COMMAND POSTS (46.1.3b)
1. Emergency Command Post
In an isolated emergency (typically a Level 2 Emergency), the University Incident
Commander and all summoned Emergency Response Team Members will report directly
to the Emergency Command Post. Emergency Planning Committee Members will also be
contacted and may also be present.
The Emergency Command Post is a designated area or near the site of the emergency but
located a safe distance from and generally upwind of the emergency site. The University
Incident Commander will direct response activities and work assignments from the
Emergency Command Post.
2. Emergency Operations Center
In a campus-wide emergency (typically a Level 3 Disaster), the University Incident
Commander and all summoned Emergency Response Team Members will report to the
Emergency Operations Center (EOC). Emergency Planning Committee Members will
also be contacted and may also be present.
The primary Emergency Operations Center will be continuously maintained in a state of
readiness for conversion and activation. The Emergency Operations Center serves as the
centralized, well-supported location in which the Emergency Response Team and the
Emergency Planning Committee may gather and assume their roles.
Response activities and work assignments will be planned, coordinated, and delegated
from the Emergency Operations Center.
The primary Emergency Command Post (ECP) is located at:
Public Safety Building
Multi-purpose Room
413-782-1207
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The secondary (Backup) Emergency Command Post (ECP) is located at:
Kevin Delbridge Welcome Center
2nd Floor, Conference Room #1
413-782-1270
Emergency Response Team members, who are not required to gather at the Emergency
Command Post but are required to come to campus, should gather at the Emergency
Operations Center, unless unit plans specify other locations. If both the Emergency
Command Post and secondary location are inaccessible, the backup Emergency
Operations Center off campus will be located at:
Marsh Memorial Hall
1st Floor Conference Room
Springfield College
D. CAMPUS RECOVERY
After a Disaster where University operations have been shut down, the entire campus
environment may be dangerous. The first recovery step is to secure the campus and then to
secure all University facilities. Only after the environment is safe can restoration efforts
begin followed by an orderly reopening of normal University operations.
1. Public Safety inspects the campus.
a. Emergency Services respond to any injuries and life threatening situations.
b. As necessary, state and local officials be contacted and monitor the situation.
2. Facilities Management inspects the buildings.
a. Facilities conducts hazard evaluation, outside engineers contacted.
b. Facilities assesses and repairs damage.
c. Finance & Administration files insurance claim.
3. Campus reopens for faculty and staff.
a. Building content damage assessments.
4. Classes resume.
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Section IV: Role of Organizational Units
REQUIREMENTS OF ALL UNIT PLANS
Unit Plans prepared by all University Units (Departments, Schools, etc.) shall be consistent with
the guidelines established in this Emergency Response Plan. Each Unit shall, as appropriately
directed, execute that portion of their Unit Plan that may be required to assure optimum
endurance and rapid recovery from the effects of an emergency. Deans, directors, department
heads and other responsible parties shall, at a minimum, develop and maintain procedures to
accomplish the following:
A. Identify the individuals and alternates to whom the specific responsibilities are assigned:
1. Unit Plan Execution / Emergency Response.
2. Unit Plan Maintenance – all Units are required to provide the Emergency Management
Plan Coordinator with an updated Unit Plan every year.
3. Identify a Unit Plan Emergency Planning Committee.
4. Identify a Command Post and alternate location where everyone can meet during a crisis
situation. The Command Post will need to have sufficient room, chairs, workspace,
telephone access and flipchart or blackboard.
B. Develop procedures for communicating within the Unit.
1. Current emergency call roster for the Team Members.
2. Contact list for all Unit Faculty and Staff.
C. Identify all life safety threats. Be certain that all Faculty and Staff review and understand the
safety procedures defined in the Incident Response Plan.
D. Identify important assets and how to protect them in an emergency situation.
1. Assets include physical items of value and data information.
2. Assign individuals (or other units) to secure physical assets.
3. Assign individuals to be responsible for vital records.
4. Assist with building content damage assessments.
E. As appropriate, identify disaster-specific Response Plans to maintain and restore services that
are critical to the University.
F. Identify and document (contact names, location, telephone numbers, email address, etc.)
subcontractors, suppliers and service providers that may be needed in an emergency
situation.
G. Identify critical reliance on other Units.
H. Provide training for new hires as necessary.
I. Communicate assignments to all employees.
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Section V: Unit Emergency Functions
The following roles are assigned to organizational Units with critical or special functions:
A. ADMISSIONS
• Develop a plan for setting up operations elsewhere on campus or off campus.
• Maintain a list of items necessary to restart operations.
B. ATHLETICS
• Develop and maintain plans for crowd control during athletic events.
• Develop plan for evacuating athletic facilities during athletic events.
• Together with Public Safety develop plans for ensuring that no weapons or dangerous
materials are present during any athletic event.
• Develop emergency plan to use athletic facilities as a shelter during and after an
emergency.
C. FACILITIES MANAGEMENT (46.1.6)
• Maintain the operation of voice and wireless communications services.(46.1.6 a)
• Develop policy to provide for the coordination of radio and telephone systems.
• Provide appropriate access to buildings and grounds.
• Develop and maintain building evacuation plans.
• Provide for the structural security of buildings.
• Provide utility services and, as necessary, shut down utility services.
• Provide for emergency water and sanitation.
• In the event of a pending emergency, secure the campus grounds and building envelopes.
• Distribute supplies to Faculty and Staff to secure building contents (46.1.6 d)
• Clearance of debris / removal of debris.
• Conduct building damage assessments / determine if buildings are safe.
• Repair buildings.
• Monitor weather conditions on a continual basis.
• Facilitate emergency procurement of goods and services / specialized personnel and
equipment. (46.1.6 d, e)
• Collect & analyze damage assessment reports.
• Evaluate damaged assets.
D. PUBLIC SAFETY
• Preserve law and order, and campus security.
• Monitor and disseminate warnings and threats.
• Provide traffic and crowd control.
• Direct evacuation efforts.
• Control access to buildings and scene of the disaster.
• Interface and coordinate with Local, County and State Police entities to implement
mutual assistance agreements.
• Maintain the Communications Center on a continuous basis.
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•
•
•
Provide for emergency transportation of students.
Provide for emergency transportation and/or parking for essential personnel.
Maintain the Emergency Operations Center and completes a documented quarterly
inspection for operational readiness of equipment designated for use in support of the
ERP. (46.1.8)
E. MARKETING and EXTERNAL AFFAIRS (Welcome Center Switchboard)
• Coordination of all information disseminated to the press and the public.
• Provide for a consistent “one-voice” to the news media and all other interested parties.
• Inform Welcome Center Switchboard and other call-in centers with accurate information
and data.
• Provide for rumor control and emergency communication.
• Assign specific individuals (primary & alternate) to disseminate information, specify
emergency response steps, and maintain contact with the following:
• News media (TV, Newspapers, etc.)
• Government agencies and civil authorities
• Financial relationships
• Faculty and Staff
• Students
• Parents
F. DEVELOPMENT
• Develop a plan for setting up operations elsewhere on campus or off campus.
• Maintain a list of items necessary to restart operations.
G. ENVIRONMENTAL & SAFETY COMPLIANCE
• Assist in damage assessment and building condition reports.
• Maintain information on the content and location of radiological, chemical, biological,
and fire safety hazards.
• Provide for emergency response to HAZMAT release.
H. PROVOST (ACADEMIC AFFAIRS)
• Develop procedures to communicate with and account for teaching faculty in emergency
situations.
• Develop plans to identify alternate facilities where University activities can be conducted
in the event of the destruction, disablement or denial of access to existing facilities.
• Identify and prioritize critical support services and systems.
• Identify and ensure recovery of critical assets.
• Develop plans to reschedule classes.
• Assist with the identification of alternative locations for critical housing and academic
functions.
• For special assets (research animals, environmental sensitive materials, etc.) develop
backup plans for electrical and other required basic services.
• Provide a list of classroom assignments including the names of professors and class
participants.
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I. FINANCE AND ADMINISTRATION
• Together with Human Resources, maintain the continuity of Payroll Processing Services.
(46.1.7 a)
• Ensure that emergency funds are available for expenditure as University priorities change
during periods of crisis, procuring additional resources as necessary. (46.1.7 b)
• Together with General Counsel provide ongoing legal advice / documenting injuries and
liability issues. (46.1.7d)
• Maintain accurate financial and administrative records in periods of changing priorities
and emergency decisions.
• Provide for emergency transportation of students. (46.1.6 b)
• Maintain Mail Service operations.
• Assess the value of University property – buildings, building contents and other
University assets.
• Secure appropriate insurance.
• Documentation and submission of claims. (46.1.7d)
• Collect & analyze damage assessment reports.
• Evaluation of damaged assets & recording expenses relative to the incident. (46.1.7 c)
• Maintain all records on soliciting, collection, recording, and distribution of donations,
resources, and gifts specifically designated to the critical incident. (46.1.7)
J. FOOD SERVICE
• Determine alternative site for kitchen and serving.
• Provide equipment necessary to prepare food.
• Provide for emergency food service operations.
• Work with Facilities Management to provide potable water.
K. HEALTH CENTER (46.1.6 c)
• Maintain medical services to sick or injured students.
• Provide information related to epidemics and quarantine.
L. HUMAN RESOURCES (HR)
• Together with Finance & Administration, maintain the continuity of Payroll Processing
Services.
• Maintain the continuity of critical Employee Benefit Services.
• Provide for employee counseling.
• In a post disaster community-wide disaster:
• Assess Faculty and Staff availability
• Assist with the appropriation of personnel
• Assist Faculty and Staff with survival needs – food, water, shelter, etc.
• Assist employees with work recovery needs – psychological help, day care center, local
transportation, time off for personal needs, etc.
• List of Staff in each building.
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M. INFORMATION TECHNOLOGY (IT)
• Maintain the operation of intranet, data, and video services.
• Implement proper backup controls and redundancies to maintain critical services.
• Properly document all hardware and its configuration; develop a plan for hardware
replacement and setup.
• Develop adequate information security controls.
• Maintain a records management plan that duplicates data on a regular basis and secures
this information at a remote location.
• As necessary, develop and maintain a plan to perform critical applications at a remote
site.
N. LIBRARY
• Identify and assist with the evaluation of library assets – books, collections, etc.
• Develop plans and procedures to protect critical library assets
O. STUDENT ADMINISTRATIVE SERVICES
• Develop a plan to handle registration problems and issues created by the emergency.
• Assist with the development of a plan to reschedule and relocate classes.
• Maintain the ability to produce academic transcripts upon request.
• Develop a plan for setting up operations elsewhere on campus or off campus.
• Maintain a list of items necessary to restart operations.
P. RESIDENCE LIFE AND STUDENT AFFAIRS
• Implement a comprehensive program for emergency shelter for students currently housed
in the on-campus facilities.
• Coordinate with local agencies and support organizations to provide shelter alternatives
for off-campus students.
• Provide student crisis counseling services.
• Develop procedures to communicate with and account for students in emergency
situations.
• List of students in each building
• Assist with the identification of alternative locations for critical housing and academic
functions.
• Develop emergency plan to use the Alumni Healthful Living Center as a shelter during
and after an emergency.
• Communicate with students and student groups regarding current status of emergency.
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Section VI: Glossary
Emergency Command Post (ECP): The ECP is a designated area near the site of the
emergency in which the Emergency Response Team and the Emergency Planning
Committee may gather and assume their role.
Emergency Response Plan (ERP): The ERP is intended to establish policies, procedures and
organizational structure for response to emergencies that are of sufficient magnitude to cause a
significant disruption of the functioning of all or portions of the University. (A/k/a Emergency
Preparedness Plan, Disaster Response Plan, Disaster Recovery Plan, Business Continuity Plan,
Business Continuation Plan)
Emergency Response Plan Coordinator: The Emergency Response Plan Coordinator is a
member of the Emergency Response Team who is responsible for the maintenance of the
Emergency Response Plan. The Emergency Response Plan Coordinator consults directly with
the University Incident Commander during an actual emergency.
Emergency Planning Committee (EPC): The EPC is an assemblage of University officials
appointed by the President to advise and assist in making emergency-related policy decisions.
The EPC is also responsible for the review and approval of the Emergency Response Plan.
Emergency Operations Center (EOC): The Emergency Operations Center serves as the
centralized, well-supported location in which the Emergency Response Team and the
Emergency Planning Committee may gather and assume their role.
Incident Command System (ICS): The ICS is a modular emergency management system
designed for all hazards and levels of emergency response. The system is used by the Federal
Emergency Management Agency (FEMA) and throughout the United States as the basis for
emergency response management.
Emergency Response Team (ERT): The ERT is comprised of senior level management
representing areas of the University that have critical ERP execution responsibilities. At the
direction of the University Incident Commander, the ERT executes the Emergency
Response Plan during an emergency. (A/k/a Emergency Response Team, Disaster
Response Team, Crisis Response Team)
Response Plans: Response Plans are attached to Unit Plans to address specific situations where
the Unit has important functions. Response Plans can be organized at the discretion of the Unit.
Unit: A Unit is a department, school or other defined entity of the University.
Unit Plan: A Unit Plan identifies emergency preparation, coordination and response activities
for the Unit. Each area identified with critical or special responsibilities is required to develop
and maintain a Unit Plan.
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University Incident Commander: The University Incident Commander is a senior member of
the Emergency Planning Committee and is in charge of the Emergency Response Team. The
University Incident Commander is the individual responsible for the command and control of all
aspects of an emergency situation.
University Communications Center: The central telecommunication facility that receives and
disseminates emergency information. Public Safety/Police would typically maintain this facility
on a 24/7/365 basis.
University Emergency Hotline: A telephone number where Faculty, Staff, Students and other
interested parties can access emergency information.
Return to Table of Contents
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