New Emergency Operations Plan (Draft)

City of Grinnell – DemographicsCity of Grinnell – Critical Infrastructure CONCEPT OF OPERATIONS - MITIGATION CONCEPT OF OPERATIONS - PREPAREDNESS CONCEPT OF OPERATIONS - RESPONSE Emergen

City of Grinnell – Demographics

City of Grinnell – Critical Infrastructure

CONCEPT OF OPERATIONS - MITIGATION

CONCEPT OF OPERATIONS - PREPAREDNESS

CONCEPT OF OPERATIONS - RESPONSE

Emergency Operations Plan Activation

Emergency Operations Plan Deactivation

EMT Activation During Business Hours

EMT Activation During Non-Business Hours

Levels of Response

College Closure

Emergency Mass Notification

CONCEPT OF OPERATIONS - RECOVERY

ORGANIZATION AND ASSIGNMENT OF RESPONSIBILITIES

Executive Advisory Group (EAG)

Emergency Management Team

Emergency Operations Center (EOC)

ADMINISTRATION, FINANCE, AND LOGISTICS

Records and Reports

Agreements and Contracts

Finance

PLAN DEVELOPMENT AND MAINTENANCE

Development

Maintenance

Review and Update

AUTHORITIES AND REFERENCES

Hazardous Materials Incident

Mass Casualty Incident

Armed Intruder/Active Shooter

Disease Outbreak

Bomb Threat/Explosive Device

Utility Failure

THIS PAGE LEFT INTENTIONALLY BLANK.

EXECUTIVE SUMMARY

The Grinnell College Emergency Operations Plan (EOP) provides the organized management system forGrinnell College to follow during emergencies It is designed as a flexible system in which part or theentire plan may be activated, as appropriate to the situation The EOP provides an organizationalstructure and procedures for the management of information, activities, and operations during anemergency As described throughout the EOP and supporting documents, Grinnell College maintainsprograms in the prevention of, preparation for, response to and recovery from natural, human-caused,and technology-caused disasters

The Emergency Operations Plan follows the format outlined by the Department of Education’s Guidefor Developing High-Quality Emergency Operations Plans and Plan consists of a basic plansupplemented by functional and situational appendixes The basic plan recognizes the content androle of existing plans, identifies potential hazards to the College, and establishes the generalorganization and function of the Emergency Operations Center

The Emergency Operations Plan establishes a framework of policy and guidance for Collegepreparedness, response, recovery, and mitigation It also supports Business Continuity and DisasterRecovery Plans, establishing a framework to coordinate specific plans and procedures maintained byindividual departments or divisions to enable a campus-wide approach to incident mitigation andresolution

Recognizing potential hazards and managing their associated risks are major components ofemergency planning The College has established policies, procedures, and guidelines to respond toemergencies to minimize their impact and duration An emergency is defined as a sudden orunexpected occurrence or combination of occurrences that may cause injury, loss of life, destruction ofproperty, or the interference, loss, or disruption of normal business operations that poses a threat tothe campus community

PROMULGATION STATEMENT

Grinnell College is committed to protecting the welfare of its community members To that end, Istrongly support the Grinnell College Emergency Operations Plan This Plan addresses the challengesand responsibilities of pre-event mitigation and post-event recovery in addition to preparedness andresponse Itis established under and is in accordance with state, federal, and presidential laws,statutes and authorities for Emergency Management The National Incident Management System(NIMS) and Incident Command System (ICS) are incorporated into this plan and will be implemented inthe event of an emergency

The purpose of this plan is to provide the framework for an effective system of comprehensiveemergency management, utilizing an all-hazards approach It clarifies the following strategies:

● Reduce the vulnerability of people and facilities;

● Prepare for prompt and efficient response and recovery;

● Respond to emergencies using all systems plans and resources available;

● Recover from emergencies by providing for the rapid and orderly start of rehabilitation; and

● Provide an emergency management system embodying all aspects of pre-emergencypreparedness and mitigation, as well as post-emergency response and recovery

With the knowledge that the most timely and appropriate responses can best occur when a documented plan has been implemented and integrated throughout the College, it is my expectationthat all members of the University will use this document as a guide and will develop their owndetailed plans to effectively organize, coordinate, and direct available resources toward emergencyresponse and recovery Personnel and units assigned specific emergency responsibilities must have aworking knowledge of functions and actions to be prepared to act in accordance with a plan whenemergencies occur

well-The Basic Emergency Operations Plan is designed to help college employees respond appropriatelywhen emergency conditions exist Although these situations are unpredictable, this plan allows for animmediate response by university employees, thereby minimizing danger to our campus GrinnellCollege’s Office of Campus Safety and Security of is charged with coordinating the emergencyplanning efforts across all departments

Every member of the Grinnell College community should understand his or her role in emergencysituations I urge you to review this plan and support your colleagues to protect our students, faculty,staff, and visitors in the event of an emergency

The purpose of the Grinnell College Emergency Operations Plan is to provide the Executive AdvisoryGroup, the Emergency Management Team, and trusted stakeholders with general guidance on how tomitigate the effects of, prepare for, respond to, and recover from an emergency or disaster

In order to preserve and advance the Grinnell College's critical teaching and public service programs, astable and secure infrastructure of services and administration, is essential For normal day-to-dayoperations, the College provides these services centrally and through administrative structures in itsschools, departments and operating units However, in times of extreme emergency, widespreaddisruption and/or life-threatening crises, critical functional units of the College must work togetherunder central coordination to protect and preserve The highest priorities of life, safety, property, andrestoration become the interim mission of Grinnell College The Grinnell College Emergency OperationsCenter is the key central communication function that will connect the various functional units withdecision-makers and assistance

Founded on the priorities and operational concepts of emergency management, the plan has beenprepared, primarily for the people who will use it While it serves the College as a whole, the plan is amanagement guide for those with key assignments and responsibilities during emergency activations.

It supports those who manage emergencies on campus and who must keep the business side of theCollege functional; it supports those who must restore College activities in research, academic learningand public service

This Emergency Operations Plan (EOP) is not the end of emergency planning; it is just the beginning.School and department preparedness, connections to city, county and state first responders, andpracticing what to do in a mock emergency are just some of the next steps we anticipate

This document was developed in alignment with the 2013 version of the Federal Emergency

Management Agency (FEMA) Guide for Developing High-Quality Emergency Operations Plans for Institutions of Higher Education In addition, it also incorporates planning elements from the 2010 version of the FEMA Comprehensive Preparedness Guide (CPG) 101: Developing and Maintaining Emergency Operations Plans and the Department of Homeland Security National Incident Management System

The College has established the following priorities to be recognized during every phase of emergencymanagement:

● Protect the health and safety of students, faculty, staff, and guests

● Provide essential services and operations to maintain business and academic continuity

● Manage the College’s resources appropriately to support response and recovery efforts

● Protect College property, critical infrastructure, and assets

● Communicate to all College stakeholders information in a time-appropriate manner

● The College will make a good faith effort to integrate the National Incident ManagementSystem in all aspects of emergency management activities where appropriate

This plan does not supersede or replace any policies, plans, or practices for public safety, management

of hazardous materials, or handling of sensitive information at the department level The EmergencyOperations Plan supplements existing documentation with general guidance, temporary structures,and critical information to support emergency management activities when they occur on campus

SITUATION OVERVIEW

City of Grinnell – Geography

The City of Grinnell has some small creeks around it with no rivers close by The main use of areasurrounding Grinnell is for agricultural purposes with some manufacturing There are manymanufacturing sites within the city limits, however The main roads running through Grinnell areHighways 146 and 6 with Interstate 80 passing very close to the city’s south limits There are tworailway lines that run through the city; the Iowa Interstate Railroad (which runs east-west throughGrinnell) and the Union Pacific Railroad (which runs north-south through Grinnell)

City of Grinnell – Demographics

Poweshiek County is 98.3% Caucasian, with 1.7% made up of other races The average household is2.48 with a total of 7,158 families within the county A major disaster within the county would affect

up to 1789.5 personnel or less.* A major disaster within the City of Grinnell could affect the entirepopulation of the city

*Statistics from American Red Cross, Coordinating Chapter, Des Moines, Iowa (May, 1995)

Grinnell College

Grinnell College is located in the town of Grinnell, Iowa, about halfway between Des Moines and IowaCity The main campus is bounded by 6th Avenue on the south, 10th Avenue on the north, East Street onthe east and Park Street on the west The 120-acre campus contains sixty-three buildings ranging instyle from Collegiate Gothic to Bauhaus

The residential part of campus is divided into three sections: North Campus, East Campus, and SouthCampus North and South Campus' dormitories are modeled explicitly after the residential colleges ofOxford and Cambridge The East Campus dormitories were designed by William Rawn Associates andfeature a modern design Upon completion East Campus was awarded LEED certification The four EastCampus dorms are made out of Iowa limestone which helped in securing the LEED certification Allthree campuses feature dormitory buildings that are connected by a loggia, an architectural signature

of the college The loggia on South Campus is the only entirely closed loggia, featuring walls on allsides, while the loggias on East and North campus are only partially closed From the time that the firstdorm opened in 1915 until the fall of 1968, the nine north campus dorms were exclusively for malestudents, and the six south campus dorms were reserved for female students The dorms are much

smaller than those seen in many schools, ranging from the smallest, Rawson Hall, which houses 34students, to the largest, Younker Hall, which houses 113.

Most academic buildings are located on the southwestern quarter of campus The athletic facilities aremostly located on the northeastern quarter, and some facilities are located north of 10th Avenue

In addition to the main campus, the college owns much of the adjacent property Many administrativeoffices are located in converted houses across Park Street near the older academic buildings, andseveral residences are used for college-owned off-campus student housing

The college maintains a 365-acre environmental research area called the Conard EnvironmentalResearch Area (CERA) The U.S Green Building Council awarded CERA's Environmental EducationCenter a gold certification The building is the first in Iowa to receive the designation

By the Numbers

● About 1,600 students

● 9:1 student/faculty ratio

● Over 500 course offerings every semester

● Most classes have fewer than 20 students

● 26 majors, 11 concentrations

● 3,000 internship opportunities in the United States and abroad

● Burling Library contains 1 million books and documents

● 500+ free events each year

● 200+ student organizations

● One-third of students engage in varsity athletics

College Profile

● Private, 4-year, liberal arts & sciences

● Coed and residential

● Located in Grinnell, Iowa (population 9,100)

● Founded in 1846

● Bachelor of Arts in 26 major fields

● Individualized curricular planning and advising

● No core requirements beyond First-Year Tutorial

● Independent majors are possible

● Strong commitment to social responsibility

● Consistently ranked among the nation’s best liberal arts colleges

Student Profile

● About 1,600 students

● 13 percent international, 22 percent U.S students of color

● 69 percent graduated in the top 10 percent of their high school class

● 93 percent graduated in the top 25 percent of their high school class

● SAT 1310–1480 (mid-50 percent score range, critical reading and mathematics only)

● ACT 29–33 (mid-50 percent score range)

● More than half of students study off campus during academic career

● 52 percent of students complete at least one independent study course

● Two-thirds of students participate in community service projects

● One-third of students engage in varsity athletics

Hazard, Risk and Vulnerability Assessment

A Hazard, Risk, and Vulnerability Assessment (HRVA) was conducted by Margolis Healy & Associates inJune 2014 Of the top ten identified events facing the College, by category, there are four naturalhazards, four technology-caused and three human-caused events identified This highlights theimportance of assuming an all-hazards approach to emergency management planning at the College

Of the natural hazards identified, it was not surprising to find that tornados rated highest This type ofevent is a low to moderate probability/high impact event that the College is well aware of andunderstands the importance of planning for this scenario There are existing policies and procedures inplace that provide an adequate framework to prepare for and respond to a tornado, specifically the

Crisis Preparedness Plan – Appendix A: Severe Weather However, additional work is needed to

strengthen the College’s overall preparedness for natural hazards, including major snow storms, icestorms, and thunderstorms Recognizing that Grinnell College often deals with the threat of severestorms in every season, students, faculty, and staff are accustomed to preparedness efforts related tothese scenarios Regardless, natural hazards will continue to be a high priority for future planningefforts due to the likelihood and subsequent impact of occurrences

Technology-caused events are common in academic settings across the country and Grinnell College is

no different with building fires/explosions receiving the highest score in this category Building firespose the greatest threat in housing units, office spaces, and kitchens where food is prepared.Research facilities and science-related classrooms also inherently contain a risk for unintentional fires.Grinnell is quite unique, however, with the potential for a railway incident to occur and significantlyimpact campus operations as the result of commercial freight being transported through campus inrailroad tank cars While the exact contents of the tank cars varies, it is possible that – on occasion –hazardous materials may travel through campus The close proximity of these tank cars to criticalinfrastructure and academic buildings does create a potential hazard that requires additional review

Arson scored the highest in the human-caused category as this event occurs frequently, recognizingthat dumpster and trash can fires are counted under this sub-category This hazard is not uncommonamong colleges and universities and the impact is frequently minor in nature Cyber attack/intrusion

scored second highest and, despite a high probability of an attack, the likelihood of a successfulintrusion and substantial data breach is far less likely However, this remains a very real concern thatmust be mitigated and planned for accordingly

Additional information can be found in the Grinnell College HRVA Final Report issued in July 2014

PLANNING ASSUMPTIONS

Emergency planning requires a commonly accepted set of assumed operational conditions that provide

a foundation for establishing protocols and procedures These assumptions are called planningassumptions, and the standard practice is to base planning on the worst-case conditions

The following assumptions were made in the development of this plan and must remain a realconsideration during the application of the plan or any component within:

● The Emergency Operations Plan serves as guidance document and practical guide that can bemodified, adjusted, and/or dynamically applied to any emergency or disaster as the situationdictates

● Relationships among key internal and external College stakeholders are established prior to anemergency or disaster, specifically within the Executive Advisory Group, EmergencyManagement Team, and personnel from the emergency management agency who hasjurisdictional authority where the College is located

● Departments may develop and implement individual plans required to meet the needs ofspecialized academic, administrative, or operational environments

● Critical infrastructure, including electricity, water, and telecommunications, may besignificantly damaged or suffer a complete outage for long periods of time

● Roadways, overpasses, tunnels, and bridges may be impassible and mass transportationsystems may experience service disruptions for long periods of time

● Local and national media attention will exist and will require timely information and sharing

● Effective prediction and warning systems have been established that make it possible toanticipate certain disaster situations that may occur throughout the jurisdiction or the generalarea beyond the jurisdiction’s boundaries

● It is assumed that any of the disaster contingencies could individually, or in combination,cause a grave emergency situation within Grinnell College It is also assumed that thesecontingencies will vary in scope and intensity, from an area in which the devastation is isolatedand limited to one that is wide-ranging and extremely devastating For this reason, planningefforts are made as general as possible so that great latitude is available in their application,considering they could occur in several locations

● Initial actions to mitigate the effects of emergency situations or potential disaster conditionswill be conducted as soon as possible by the local government

● Assistance to the affected jurisdiction(s) response organization from another jurisdiction(s) isexpected to supplement the efforts of the affected jurisdiction in an efficient, effective, andcoordinated response when jurisdiction officials determine their own resources to beinsufficient

● Federal and state disaster assistance, when provided, will supplement not replace reliefprovided by local jurisdictions

● It is the responsibility of officials under the plan to save lives, protect property, relieve humansuffering, sustain survivors, repair essential facilities, restore services, and protect theenvironment

CONCEPT OF OPERATIONS - MITIGATION

CONCEPT OF OPERATIONS - PREPAREDNESS

Grinnell College will prepare for emergencies and disasters through a variety of proactive emergencypreparedness initiatives These initiatives will communicate strategies to students, faculty, and staff

on how to be prepared individually for all-hazard scenarios with the goal to increase resiliency andfacilitate recovery

Preparedness may include the following activities:

● Public information and educational materials will be provided to students, faculty, and staff vianewsletters, brochures, emails, publications, websites, posters, television, radio, or any othercommunications medium as appropriate

● Assure that faculty communicates emergency response plans to students on the first day ofclass each semester

● Develop, review, exercise, and update the emergency operations plan, including the functionaland hazard-specific annexes

● Test and maintain emergency resources and assets

Assure the viability and accuracy of emergency contact lists, resources lists, asset lists, andemergency contracts

CONCEPT OF OPERATIONS - RESPONSE

Emergency Operations Plan Activation

The Grinnell College Emergency Operations Plan (EOP) may be activated fully or in part by the CollegePresident, Emergency Management Director, or his or her designees depending on the type, scope,and magnitude of the incident

The College may declare a “state of emergency” when, based on the best available information, thedetermination is made that the College is subject to a threat with a high probability of occurrence orexpansion and has the potential to negatively impact the College community and its operations

The manner in which college personnel and equipment will be used will be determined by theOperational Plan under the direction of the Emergency Response Director The Emergency ResponseDirector will work with members of the college to insure the operation of the plan Offices within thecollege who have worked to develop the plan and participate in its activation are:

● Members of the Campus Science Department

● Members of the Faculty

Emergency Operations Plan Deactivation

The Executive Advisory Group will be responsible for notifying the Emergency Response Director todeactivate the Emergency Operations Plan when collectively they deem it appropriate

EMT Activation During Business Hours

When a disaster such as the one envisioned by this plan occurs during college office hours thefollowing should take place:

● If Telephone Services ARE Operational:

○ The Emergency Response Director or designee will activate the Incident CommandSystem for the emergency

○ She/he will evaluate the need to establish a Field Command Post for the Incidentand/or open the Emergency Operations Center

○ The Campus Safety and Security Office dispatcher will immediately begin callingEmergency Management Team Members, and advise them where to report.

○ After notifying the Emergency Management Team members, the dispatcher willcontact:

■ Chief Executive (President)

■ Executive Advisory Group (Vice Presidents of Student Affairs, Vice

■ President of Academic Affairs, and the Vice President of College Services

● If Telephone Services ARE NOT Operational:

○ Pre-designated members of the Emergency Management Team will immediately travel

to the Campus Safety & Security Department to implement the Emergency OperationsPlan as soon as they are aware that a major disaster affecting the Grinnell Collegecampus may have occurred

○ If the designated Emergency Management Team member does not respond to theEmergency Operations Center in a reasonable amount of time, messengers may bedispatched

EMT Activation During Non-Business Hours

There is a significant chance that a disaster such as the one envisioned by this plan may occur before

or after regular college office hours, or on a holiday or weekend when departments and offices areclosed

While the structure of this plan remains precisely the same, its implementation may vary dependingupon available resources and labor until the proper officials can be notified Until that time, however,the individuals assuming the most responsibility will necessarily be those officials/individuals of highestrank who are available at the time These individuals should seek to follow as nearly as possible theguidelines and checklists in this plan, while simultaneously making an effort to notify superior officials

of the situation so as to obtain verification or advice on actions

The Emergency Management Team should report to the Emergency Response Director at theestablished assembly location If the location is unknown, members should report or check in withCampus Safety & Security Office

○ A moderate to severe emergency wherein campus resources may not be adequate andmutual aid may be required on a larger basis.

The decision to close shall be made by the Executive Advisory Group, or their acting designee at thetime and on the basis of recommendations received through the Director of the EmergencyManagement Team

The Public Relations Officer (PRO) or designee should prepare a media release stating the campus will

be closed per the president of the college.The statement should contain emergency instructions andexplain why the closure is taking place The release will be released to the Executive Advisory Groupfor comment and then it shall be released to the media by the PRO The PRO shall release the mediarelease to the following areas:

● KDIC 88.9

● Campus community through email

● KGRN

The Emergency Response Director will direct:

● Campus Safety & Security to send out and all campus email

● Campus Safety & Security will send an email message to the Campus Alert Network

● Facilities Management will be contacted to have crews begin setting up barricades and signs toclose off areas and assist personnel out of the area if needed

Emergency Mass Notification

Grinnell College subscribes to “e2campus” a web based mass text messaging service Through thissystem the Grinnell College Administration/Security can send emergency messages to those students,

staff and faculty who choose to register at the e2campus ALERT web site under the Grinnell CollegeAlert program

In general the Director of Safety & Security or designee and the Office of Communication Events canmake a decision to send out a text message In addition, members of the Executive Police Group orpresident of the college can make the decision to send out an emergency message

The persons responsible for making the decision to send out and the text of the message for anemergency page will depend on the incident/situation In general the Campus Safety & Security Officecan send out a message under the following circumstances or as part of Clery law notificationincidents This list is not all inclusive

1 Violent intruder

2 Bomb threat / Building evacuation

3 Campus closing - Weather related

4 Jeanne Clery Law Notifications

5 Chemical Spills

6 Natural Disaster

In most instances the Director of Safety and Security will send out an all campus message However, attimes the Communications Office or other designated person(s) of the college may be asked to sendout a message

CONCEPT OF OPERATIONS - RECOVERY

This section should describe, in general, the capabilities and processes Grinnell College has in place toaddress the short-term needs of students, faculty, and staff once the community has been protectedfrom the incident The recovery activities listed below are examples of activities that may be required

in the early stages after a disaster has occurred and stabilized

● Shelter operations and temporary housing

● Restoration of facilities and utilities

● Medical and behavioral health services

ORGANIZATION AND ASSIGNMENT OF RESPONSIBILITIES

This section provides an overview of the broad roles and responsibilities of College faculty and staff,students, families, first responders, local emergency management, and community partners, and oforganizational functions during all emergencies

Academic Affairs

Academic departments are responsible to prepare and/or update departmental plans and submit to theappropriate vice president for inclusion in the Emergency Operations Plan

Duties and responsibilities include:

● Designate and train staff to carry out emergency plans;

● Ensure the continuity of College operations;

● Respond as requested or directed by the EMT;

● Facilitate the back-up of any important or sensitive documents or databases and secure in asafe waterproof location;

● In the event of inclement weather, turn off and unplug electronic equipment (computers,monitors, printers) Note: Consult w/ IT on departmental servers or other shared devices;

● Cover items with plastic tarps to prevent water damage; secure plastic so that it is not blownoff the equipment in the event the windows are broken

● Place computers, electronics, and important documents off the floor and away from windows

● In addition to this overall Emergency Operations Plan, each dean and department head shouldmaintain a current emergency plan which will provide for the emergency activities of theparticular college or department concerned Appropriate personnel will be responsible for

knowledge of the College, and/or departmental plan All department heads shall maintain emergency contact information for all of their faculty and staff This information shall be provided to the Provost and the EMT

● Academic units should pre-plan for the potential of alternative delivery methods or abbreviated

or extended academic schedules in the event classrooms, the campus, or other local facilitiesare not available for extended periods up to one to two months

Campus Safety and Security

The Director of Campus Safety and Security, or designee, shall make a determination of the nature andextent of the emergency situation and report to the Emergency Management Team throughout theduration of the event

The Office of Safety and Security will be the initial response agency in all campus emergencies.

Duties and Responsibilities:

● Determine initial condition and extent of emergency situation, response criteria, and potentialfor escalation;

● The Director of Campus Safety and Security will serve as the Incident Commander;

● Preserve law and order and maintain public safety;

● Provide for crowd control and movement of personnel;

● Control affected areas until relieved by proper authority;

● Control vehicular traffic at evacuation routes as well as ingress/egress to emergency location;

● Conduct any necessary searches of area;

● Collect and disseminate intelligence information;

● Preserve emergency scene and evidentiary materials;

● Maintain up-to-date lists of emergency response agencies and personnel;

● Manage available parking and assign space for media and other non-essential personnel

● Provide continuous updates of emergency conditions as situations escalate or de-escalate;

● Report localized hazardous conditions as they develop in order to limit further damage/injury;

● Determine tactical response criteria;

● Make recommendations for action by other Command Staff divisions;

● Provide initial first aid to injury victims;

● Provide or assist with rescue efforts;

● Develop and maintain an intra-departmental emergency plan and call-out list of vitalpersonnel;

● Distribute two-way radios to Student Affairs for Shelter use

● Develop and maintain list of equipment and supplies on hand and those needed for particularemergencies

● Maintain liaison or staff the City of Grinnell’s Emergency Operations Center when activated

● Make immediate notifications and other mass notification systems when imminent threats tothe safety of students, faculty and staff are recognized

Dining Services

The Director of Food Services, or designee, will coordinate with the Dean for Student Affairs and theAssistant to the Vice President for Administration and Finance to provide for the nutritional needs ofCollege students and essential employees in time of emergency He/she will also coordinate with theIncident Commander to provide for personnel on duty

Duties and responsibilities include:

● Plan, prepare, and serve meals as directed

● Develop plan of operation that is functional without use of electric power, refrigeration, gas,water, etc

● Be able to obtain necessary supplies to provide provisions as needed

● Coordinate the ability to obtain additional food and supplies, including ice and water, fromlocal or out of state vendors for extended periods of time of up to and exceeding 30 days

● Develop and maintain an intra-departmental emergency plan and call-out list of vitalpersonnel

Environmental Stewardship

● Provide advice in cases of fire, chemical, radiation and/or other crisis incidents as required

● Ensure applicable local, state, and/or federal regulatory authorities are notified as required andthat applicable rules and regulations are adhered to during and after the crisis (i.e., reportingrequirement)

● Monitor weather conditions and provide regular updates to the Director of Office ofCommunications and Marketing to disseminate to the campus community

● Determine loss control measures and advise campus Incident Commander

● Conduct damage assessment and coordinate applicable recovery procedures

● Assist Facilities Planning and Construction with documentation for the reimbursement process

● Make initial notifications for State Insurance losses

● With input from Facilities Planning and Construction, file State Insurance claims and FEMAclaims

Facilities Management

The Facilities Management personnel will be a part of the damage assessment team and will assist inestimating initial damage costs as well as planning for permanent repairs

Duties and Responsibilities include:

● Develop and maintain an intra-departmental plan to meet emergencies as well as a call-out list

of vital and key personnel

● Dependent on conditions, designate and identify key personnel, including trade/skill sets,

“volunteer”, and directive, who must remain on campus to maintain facilities

● Develop and maintain a list of equipment, supplies, tools and machinery on hand as well asthose needed to meet particular emergencies

● Mobilize forces to assist in coping with preparation, response, and securing from anemergency

● Coordinate requests for gathering and delivery of personnel and supplies

● Provide roll plastic and plastic bags to departments to cover computers and electronics

● Assure isolation of emergency area via control of gas, water, power, and sanitation

● Clear and maintain access routes as required

● Prepare shelter for opening upon request including securing/connecting generator

● Have access to building floor plans, schematics and mechanical drawings of buildings

● Provide for emergency power to areas requiring such to maintain operation during anemergency

● Determine extent of damages

● Provide cost estimates of damage

● Assist in preparing and securing buildings; remove outside items and banners

● Provide for clean-up efforts after emergency

● Care for utility emergencies (e.g., downed power lines)

● Provide custodial services to shelters and buildings maintaining operations during emergencyevent

● Assist in barricading and physically isolating designated areas

● Provide additional vehicles and vehicle maintenance as required

● Provide training for building/facility coordinators

● Make temporary emergency repairs to facilities to prevent additional damage and securebuildings Maintain detailed building documentation, including photographs and itemizedmaterials lists, on all temporary emergency repairs

● Provide documentation (photographs) of damage prior to making temporary or permanentrepairs for insurance and FEMA reimbursement

● Maintain detailed documentation of all purchases on a “per building basis” for insurance andFEMA reimbursements

● Assist outside agencies including state and local governments, Red Cross, and disaster-reliefagencies that may request the use of the Grinnell College campus for parking, staging,temporary sheltering, etc., as necessary to accommodate their needs as required by FloridaStatutes

Human Resources

The Director of Human Resources, or designee, will:

● Provide guidance on human resource policy issues which arise as a consequence ofemergencies

● Ensure that employee data is current and made accessible during emergencies

● Provide employee assistance services to employees requiring such services as a consequence

of the emergency situation

● Maintain non-exempt employee time records to indicate regular and overtime worked duringtime of crisis so as to provide adequate documentation to FEMA for potential reimbursement

● Provide for processing payroll on the established schedule utilizing off site alternatives andnecessary

● Depending on the crisis, some employees may be in serious financial or personal stress andunable to return to work immediately or able to get to work Evaluate methods in whichemployees may continue to get paid, receive grants, or loans from the College until they areable to fully return to work

Information Technology Services

The Chief Information Officer (CIO) and designated staff will:

● Recommend/provide alternative remote locations from which essential business functions such

as payroll, student registration data, accounts payable and purchasing can be conducted in theevent the data and telephone infrastructure at the main campus in rendered inoperable

● Assist in recovering data lost or damaged as a result of a disaster, to the extent possible

● Maintain, to the extent possible, voice and data communications throughout an event todesignated buildings

● Recommend/provide alternative and redundant communication methods

● Consider the use of contractual voice and data services to facilitate the College through therecovery period until permanent systems can be restored

Office of Communications

The Director of Office of Communications and Marketing or designee will gather and coordinatepertinent information for the members of the Emergency Management Team and make appropriatereleases to the local media under the authority of the Incident Commander

E-mail notification from Office of Communications and Marketing, the Grinnell College web site, andthe emergency hotline will be the official source of emergency information When appropriate, Office ofCommunications and Marketing may distribute official notifications via the mass emergencynotification system

Official communications from the College regarding emergencies may only be released to the mediavia the Office of Communications and Marketing, the President, or his designees, members of theExecutive Management Team, or the Incident Commander

Duties and Responsibilities:

● Develop and maintain an intra-departmental plan to meet emergencies as well as a call-out list

of vital personnel

● Develop and maintain a list of equipment and supplies on hand and those needed to meetemergency situations

● Inform College and community-at-large of information pertaining to particular emergency

● Release information to media pertaining to opening/closure of College, call back to vitalpersonnel, and other information as necessary

● Establish liaison with the news media for dissemination of information as requested by thePresident and the Emergency Management Team

● Establish liaison with the local radio and television station for public announcements

● Advise Emergency Management Team of all news concerning the extent of crisis affecting thecampus

● Prepare news release for approval and release to media

● Serve as the College spokesperson designated to make statements on behalf of the College

No other units or individuals should deal with or respond to the media without the priorapproval of the Incident Commander This does not prohibit individuals from contact with themedia; however, such contact will be on their own behalf and not on behalf of the College

● Provide media updates as often as needed A regular time will be set to release updatedinformation

Office of the Treasure

● Provide the appropriate accounting structure to ensure that emergency managementexpenditures are properly documented

● Ensure the appropriate fiscal reports are prepared and submitted as required

● Ensure necessary accounting data is captured and submitted to the appropriate agencies,including but not limited to the Federal Emergency Management Agency (FEMA)

● As directed by the Incident Commander, the Director of Purchasing, or designee, willcoordinate with other EOT members for the procurement of materials and supplies

Student Affairs

The Dean of Students, or designee, will be the coordinator for health services, food services andhousing, in conjunction with the individual directors for these services and report to the EmergencyManagement Team

Duties and responsibilities include:

● Inform students of emergency and actions to be taken or avoided

● Given sufficient time to do so, and with the overall safety of the student being the most criticaldecision, assist students who are able to leave campus to do so by the means of their choice.Encourage students to inform their parents, family members, or significant others, of theirplans, including destination and mode of travel

● Coordinate the decision to “encourage students to leave campus early” with the consequence

and potential of the cancellation of classes with Academic Affairs The length of thecancellation will be on a case-by-case basis, but could vary from one day to greater than oneweek

● Plan for on-campus sheltering as evacuation and relocation of students may be impractical orimpossible

● When campus sheltering is imminent, implement evacuation of students to designated campus shelters Remember, deteriorating weather may occur many hours ahead of the actualstorm path or arrival Designate a shelter location and relocate students well ahead of time

on-● Conduct room-to-room evaluations to insure that students have departed appropriate roomsfor on-campus shelters or other off-campus housing

● Provide necessary health care to students during emergency

● Provide for lodging and sheltering of students

● Provide for nutritional needs of students

● Assist students in notifying nearest relative or guardian of whereabouts

● Maintain roster of students and College personnel reporting to shelter and obtain emergencycontact numbers for each

● Develop and maintain an intra-departmental emergency call-out list of vital personnel Thismay include existing Student Affairs staff, RA’s, student volunteers, or other campus staffmembers

● Staff shelters and act as tactical command officer in all matters pertaining to community lifewhile in shelters

● Assign designated areas within shelters to various groups using facility, if necessary

● Control arrival/departure of College personnel (non-student) in shelter and report to theIncident Commander

● Develop and maintain list of equipment and supplies on hand and those needed for particularemergencies

● Maintain a plan in the event the city, county, Red Cross, or disaster relief workers requestassistance from local emergency management agencies for temporary housing or food service

as needed;

● Depending on the student’s personal and financial situation, a crisis may cause a student tonot return to the College Explore methods that will assist students to return, includingfinancial incentives (loans, grants, partial tuition waiver), housing assistance for those whomay have lost their homes, tutors or other educational support to help them through aparticular situation

Student Health and Counseling Services

The Director of the Counseling Center and Center staff will:

● Provide services to aid in the resolution of human problems and emergency situations as theyarise (i.e., suicide and homicide threats; hostage situations, demonstrations of irrationalbehavior)

● Establish counseling services and short-term interventions for individuals and groups affected

by the crisis Provide for assessment and referral to appropriate resources for problemresolution and psychological services

● If appropriate, contact community resources related to dealing with the emotionalconsequences of suffering crisis and trauma

● Offer mediation and group facilitation as needed and/or requested

● Provide follow-up debriefing to crisis contacts

Individual Responsibilities

Chief Executive – President

During the emergency, the President determines if a STATE OF EMERGENCY is warranted Heauthorizes the official request for assistance or notification to appropriate state and federal agenciesand supports the management of emergency forces involved with the response to situationsassociated with emergency

Emergency Response Director – Director of Campus Safety and Security

The Emergency Response Director (ER Director) implements the opening and staffing of theEmergency Operations Center, focusing on the highest priorities and controlling problems The ERDirector initiates intelligence gathering concerning casualties and damage, reviewing the vast amount

of information coming in from field units, identifying immediate problems, performing rapidassessment of casualties and damage, prioritizing response teams to incidents The ER Director alsoprovides the Emergency Operations Executive Advisory Group with recommended courses of action

Public Relations Officer – Vice President of Communications

The Public Relations Officer (PRO) will provide the rapid dissemination of accurate instructions andinformation to the general public and campus community and oversee the establishment of a MediaCenter to provide information concerning the incident to representatives of the print and electronicmedia The PRO establishes a Rumor Control Center as it relates to the situation and responds toinquiries from relatives and friends outside the impacted area concerning the College and students

Liaison Officer – Director of Human Resources

The Liaison Officer functions as the campus point of contact for instructions and assistance to outsideresponding agencies

Environmental Safety Coordinator

The Safety Officer monitors and assesses hazardous and unsafe situations and develops measures forensuring personnel safety

DIRECTION, CONTROL, AND COORDINATION

This section describes the framework for all direction, control, and coordination activities

Management

The college President establishes the basic policies which govern the Emergency ManagementOrganization, declares a campus emergency when required, and acts as the highest level of authorityduring an emergency The Emergency Operations Plan is under the coordination of the Director of theOffice of Campus Safety & Security on campus (henceforth to be designated the Emergency ResponseDirector) The Director reports directly to the Executive Advisory Group In addition he/she is the head

of the colleges Emergency Response Team and works with them in times of emergencies

In the event that the city of Grinnell’s Emergency Operations Plan is activated this plan will work inconjunction with their plan, with the city of Grinnell Fire Chief functioning as the overall EmergencyResponse Director and the campus Emergency Response Director will function as an AssistantEmergency Response Director responsible for campus coordination of the college plan

Executive Advisory Group (EAG)

The role of the Advisory Group is to be a strategic decision-making body for the College on issuesrelated to the emergency and to support the EOC, Incident Commander and any external agenciesresponding to the scene The Executive Advisory Group will not respond to the scene nor will theynormally manage the initial response to an incident It is generally the responsibility of emergencyresponders at the scene, with support from the EMT to isolate, contain and neutralize the incident

Members of the Executive Advisory Group include:

● Vice President of Academic Affairs

● Vice President of Student Affairs

● Vice President for College Services

The priorities of the Executive Advisory Group are to:

● Define emergency policy

● Approve overall priorities and strategies

● Disseminate timely, accurate and appropriate information (through the Office ofCommunications or EOC Public Information Officer, as appropriate) to the College faculty, staff,students, parents, media and other concerned community partners

● Determine class or campus closures and resumption

● Plan and prioritize long term recovery

Generally, the Executive Advisory Group uses information and data supplied to them through the EOC

to complete the above tasks

Emergency Management Team

The Emergency Management Team (EMT) will be the focal point for strategic institutional leadershipduring the incident The Director of Campus Safety and Security is the Chair of the EMT, with theAssociate Director of TBD as chair if he or she is unavailable The EMT will be assembled to address anemergency and will disband when the crisis has ended and normal operating systems are in place TheDirector of Campus Safety and Security will be responsible for coordinating, managing and reporting

on the incident status to the EMT The EMT will be called into operations as soon as practical after anemergency condition or incident occurs requiring a coordinated institutional response

The role of the EMT is to be a operational and tactical decision-making body for incident operations.The EMT will be convened at the behest of the President, Executive Vice President, and the ExecutiveDirector of Public Safety The EMT, when convened, will gather in the Emergency Operations Center,located within the College Services Building

Members of the Emergency Management Team include:

● Director of Campus Safety and Security

● Dean of Students

● Vice President of Communications

● Director of Human Resources

● Director of Facilities Management

● Director of the Student Health and Counseling Center

● Director of Conference Operations

● Director of Compensation

● Associate Director of Dining Services

● Faculty Advisors

Emergency Operations Center (EOC)

The Emergency Operations Center is a centralized location from which emergency operations can bedirected and coordinated The EOC is where overall scene management decisions, equipmentprioritization and requests for outside resources occur The Emergency Management Team (EMT) shall

operate out of the EOC, located within the College Services Building If an EOC location is needed offmain campus, a site will be chosen depending on the type and scope of the event as well as theagencies responding.

The EOC will utilize the Incident Command System (ICS) as its organizational methodology According

to the principles of ICS, staffing of the EOC can be scalable, depending on the need of the incident.Staffing needs will be determined by the Executive Director of Public Safety immediately after thedesignation of an emergency level

Using information and data received from the incident site, the directors and staff at the EOC will makeany determinations for additional resources, such as manpower and equipment If the need arises, anyoperational assistance needed from neighboring jurisdictions will funnel through the EOC inconsultation with the Executive Director of Public Safety

The EOC will remain activated until the Director of Campus Safety and Security, a designee or amember of the Executive Advisory Group no longer sees the need for its services However, the EOCcan remain activated through the response phase and into the longer recovery phase, if necessary

Operations Section

The Operations Section is responsible for coordinating all operations in support of the emergencyresponse and implementation of the action plan(s) This section includes the response teams, whichare teams working toward reduction of the immediate hazard and establishing situation control andthe restoration of normal conditions The Operations Section is supervised by the Operations SectionChief The Section Chief oversees the operational response by functions or branches activated to dealwith the emergency

Planning Section

The Planning Section is responsible for collecting, evaluating, processing and disseminatinginformation; developing the action plan, in coordination with the other section/functions/teams; andmaintaining documentation In addition, the section maintains information on the current and forecastsituations and on the status of resources