Purpose

To coordinate management of emergency response activities, continuity of university operations, emergency operations centers (EOC) and policy making in large scale emergency situations.

Situation

  1. Buena Vista University Emergency Operations Center (EOC) is located in the Student Affairs Suite of the Harold Walter Siebens Forum.
  2. The EOC is considered to be an adequate tornado shelter.
  3. The EOC has the capability for controlled access.
  4. The alternate EOC is located in the University Communications Office at 604 Iowa Street.
  5. The alternate EOC is not considered to be an adequate tornado shelter.

Assumptions and Planning Factors

The Primary and Alternate EOC will be available and prepared for emergency operations upon anticipation of use. Adequate supplies will be available for extended operations.

Backup communications and power may not be available.

Organization / Responsibilities

  1. The Command and Control function is carried out by the Emergency Operations Team (EOT) through the Emergency Management Coordinator and others, as required.
  2. EOC Staff members are appointed by the President and are responsible for carrying out emergency operations and advising the EOT on matters pertaining to their areas of responsibilities.
  3. The Buena Vista University Emergency Management Coordinator's Command and Control responsibilities include:
    1. Disaster Operations Advisor to the President's Council
    2. Manage the operation of the EOC
    3. Develop EOC operating procedures, and review annually for changes
    4. Direct record keeping and message flow activities in the EOC
    5. Develop and manage a shelter system
    6. Serve as liaison to governmental officials
  4. Specific responsibilities and tasks for Command and Control activities are contained in the Emergency Response Checklists, and are broken into three phases: Preparedness, Response, and Recovery.

Concept of Operations

  1. Activation of Emergency operations center (EOC)
    1. Members of the President's Council, BVU's Emergency Management Coordinator or designated representative, have the authority to activate the Emergency Operations Center (EOC).
    2. Immediate requests for assistance will be channeled through BVU's Emergency Management Coordinator (EMC).
    3. The EMC will determine the level of staffing required, based upon the situation, and alert the appropriate personnel, agencies, and organizations.
    4. The EMC will notify local authorities upon activation of the EOC due to an emergency or disaster.
    5. The EOC will operate on a 24 hour basis, if necessary, during the emergency, and the staff may be required to work 12 hour shifts. A member of the primary EOT will be present during EOC operating hours.
  2. EOC Operations
    1. A detailed activity log of EOC operations will be maintained.
    2. Alternate Emergency Operations Center: In the event the primary EOC is damaged or otherwise unavailable, the University Communications Office at 604 Iowa Street will be used as the alternate EOC. In the event both the EOC and alternate cannot be used, a Field Operations Center will be established as the alternate EOC until a facility has been readied for this function. The location selected will be determined at the time, dependent on the situation:
      1. The EMC shall manage the alternate EOC during emergency period.
      2. The alternate EOC shall have operational capabilities as described in its standard operating procedures.
      3. The alternate EOC staff shall provide for coordination and logistical support needs of response personnel directed by, but not located in, alternate EOC.
  3. Coordination and Control
    1. Disaster operations conducted by BVU will be directed by the EMC. If necessary, an on-scene commander for command and control will be designated by EMC.
    2. Coordination and supervision of all emergency operations will be through the appropriate EOC Staff, or their representative.
    3. Periodic briefings will be held during emergency operations with all members of the EOT.
    4. Primary communications will be through normal systems. All emergency communications will be controlled from the EOC.
    5. Emergency Management volunteers and other key emergency workers will be issued an identification card by the Emergency Management Coordinator which will allow them access to restricted areas in order to perform their assigned tasks.
  4. Multipurpose Staging Areas (MSA) (Personnel, equipment, supplies)
    1. Multipurpose Staging Areas will be activated upon the direction of the EOT.
    2. MSAs, when activated, will provide a base for coordinated field emergency operations. The locations will be determined at the time based upon:
      1. Location of disaster scene
      2. Ample parking facilities
      3. Capability for electrical power (or generators) hook ups
      4. Capability of tie in to telephone lines for emergency telephones

Command and Control Emergency Response Checklist

Preparedness Phase

EMC

  • Alert EOT and EOC staff
  • Prepare to activate the EOC
  • Notify local authorities and other appropriate agencies (as required)
  • Alert private and volunteer agencies/organizations who could assist if emergency/disaster occurs (as required)
  • Determine availability of resources which may be needed
  • Prepare for 24 hour operational capability of EOC

EOT

  • Review and approve all emergency procedures supporting plans
  • Direct all activities defined in this Emergency Operating Plan
  • Authorize release of emergency public information
  • Consider actions to insure continuity of University operations

Response Phase

EMC

  • Notify EOT and EOC staff
  • Maintain 24 hour operation of EOC
  • Maintain contact with government EOC (as required)
  • Periodically brief EOT and EOC staff
  • Assign tasks to private and volunteer agencies/organizations, as necessary
  • Evaluate damage assessment reports

EOT

  • Direct all emergency response activities
  • Request local assistance (as required)
  • Authorize release of emergency public information
  • Enact emergency policies and controls
  • Address debris clearance for public safety routes and health and sanitation
  • Address utility restoration

Recovery Phase

EMC

  • Establish Emergency Information Center, as applicable
  • Terminate 24 hour operation of EOC, when appropriate
  • Advise and assist functional areas in completing reports
  • Finalize damage assessments

EOT

  • Terminate 24 hour emergency response activities, as applicable
  • Review and evaluate all disaster operations reports
  • Critique operations and conduct hazard mitigation study
  • Enact policies which would mitigate hazard(s)

Key Officials and Primary EOC Staff

(Phone numbers are located in the Emergency Operations Center)

Emergency Operations Team

Primary Team Members

  • Frederick V. Moore, President
  • Liz Merten, Vice President for Business Services
  • David Evans, Vice President for Academic Affairs
  • Kenneth Converse, Vice President for Institutional Advancement
  • Mike Frantz, Vice President of Enrollment
  • Mark Kirkholm, Director of Campus Security
  • Jennifer Felton, Director of University Marketing and Communications

Auxiliary Team Members

  • Christyn Abaray, Athletic Director
  • Dale Scully, Associate Dean of Students
  • Tami Laursen, Director of Health Services
  • Dijon Delaporte, Director of Residence Life
  • Josh Drogmiller, Information and technology
  • Keith Schmidt, Director of Facilities Management
  • Suzette Radke, Director of Business Service

Others as determined by primary team