Subject: Emergency Response Plan Policy
Approved by: The President
Approval date: June 14, 2010
Effective date: June 14, 2010
Administered by: Vice-President (Administration)
1.0 EMERGENCY RESPONSE PLAN
The purpose of this Emergency Response Plan is to establish guidelines and procedures so that the University can respond to an emergency effectively to prevent or mitigate bodily or personal injury, property damage, disruption to University operations and adverse impacts on the University’s reputation.
1.2 Reporting Emergencies
Members of the Community who become aware of an emergency that may not have been reported should immediately report the emergency as follows:
- 9-1-1 — Emergencies only for fire, police, ambulance and poisons
- 364-2444 — Facilities Management, during office hours, Monday to Friday
- 364-2452 — Facilities Management, non office hours
- 364-2228 — Security: 6:00 pm to 2:00 am, Sunday through Wednesday & 7:00 pm to 3:00 am, Thursday through Saturday
In addition, University departments will report all emergencies to the Vice-President Administration.
1.3 Reporting Checklist
- What happened and when?
- What injuries or damages were there?
- Is there a threat of further injuries or damages?
- Who is in charge on site?
- What are we doing to respond?
- Have we notified appropriate outside resources or authorities?
- Have necessary notices been given to students, faculty, staff, and others?
- Will University operations be adversely affected?
- Is there other relevant information that should be reported?
1.4 Categories of Emergencies
These are less serious emergencies such as power outages or personal health issues that can be dealt with by one or more University departments without abnormal coordination.
These are more serious emergencies such as those involving fatalities, serious injuries, evacuations, storms, chemical spills, or fires; or emergencies that will require more than normal co-ordination between University departments.
These are serious emergencies that involve continuing threats to individuals, property or University operations, and that will require a coordinated response between several departments or authorities.
1.5 Dealing with Category 1 Emergencies
Category 1 emergencies will be dealt with by the appropriate University department or departments and will not require the attendance of the Vice-President.
1.6 Dealing with Category 2 Emergencies
Category 2 emergencies will require the Vice-President Administration or, if the Vice-President is absent, a delegate, to attend at the scene of the emergency and report on his or her findings to the President so that the President can decide whether it is necessary to deal with the emergency as a Category 3 emergency.
1.7 Dealing with Category 3 Emergencies
The President or, in the President’s absence, the Provost, will call a meeting of the PEG (See section 2.0 below.).
The PEG will
- establish a Response Team,
- appoint a Co-ordinator, normally the Vice-President Administration,
- determine the location of the Response Centre, and
- appoint a Spokesperson, who will normally be a member of the Response Team.
The Response Team will then meet in the Response Centre and ensure that all the work that must be done to respond to the emergency is completed in accordance with the directions of the PEG.
2.0 — THE PRESIDENT’S EXECUTIVE GROUP (PEG)
2.1 Permanent Members
The permanent members of the PEG are the President and the vice-presidents.
2.2 Ad hoc Members
Ad hoc members of PEG may be appointed for the purpose of dealing with an emergency.
The President will normally chair the PEG.
2.4 Role of the PEG
The PEG will have oversight over the work of the Response Team and the Spokesperson, and over the communications plan.
2.5 Role of PEG Members
PEG members will advise the PEG and assist the Response Team and the Spokesperson in the areas set out below.
Provost and Vice-President, Academic and Research
- Academic issues in general
- Requirements for classrooms, laboratories and teaching and research equipment
- Priorities re academic programs
- Communications with academic units
- Priorities re protecting research work
Vice-President, University Advancement
- Communications issues
- Plans for media and call centres
- Press conferences and releases
- Communications with stakeholders, media and outside agencies
- Acquisition and distribution of supplies and equipment
- Acquisition of services
- Insurance issues including documentation
- Staffing issues
- Security issues
- Housing and food issues
- Acquisition of legal advice
Vice-President, International and Student Affairs
- Student life issues
- Residence life issues
- Communications with students and parents
- Counseling and health issues and services
- Assistance to students with special needs
3.0 — RESPONSE TEAM
The membership will vary and will normally include one or more persons from the following group:
- the Academic Deans;
- the Director of Student Life;
- the Director of Administrative Services;
- the Director of Marketing & Communications;
- the Director of Facilities Management & Security;
- the Director of Computing Services; and
- the Director of Human Resources.
3.2 Role of the Team
The Team will deal with all aspects of the emergency including the response, communications and follow up, all in accordance with the directions of the PEG.
3.3 Role of Team Members
The Team Co-ordinator (see section 1.7(2)) will chair meetings of the team and will keep the PEG informed on all relevant issues. Other Team members will assist the Team in the areas set out below.
- Academic issues
- Operational issues in facilities occupied by academic departments
- Facilities issues in buildings occupied by academic departments
Director of Facilities Management and Security
- Repair of facilities and restoration of services to facilities
- Co-ordination of off campus resources (RCMP / EMO)
- Evaluation of unsafe conditions
- Provision of access to building plans
- Security services
- Control of hazardous materials in conjunction with the fire department
Director of Computing Services
- Phone services
- Network services
Director of Administrative Services
- Residence facilities
- Food services
- Insurances services
- Record keeping
Director of Marketing & Communications
- Messaging to the University community
- Messaging to other stakeholders
- Messaging to the public
Director of Student Affairs
- Residence life issues
- Student life issues
Director of Human Resources
- Emergency staff
- Communications with unions
- Benefits issues with staff
The Response Centre is the location where the Response Team will meet and work.
Possible locations include the following: Centennial Hall, Room 207; McCain Student Centre; Jennings Hall, Banquet Room; and Facilities Management Meeting Room. In appropriate cases an external location may be used.
The Response Centre will be supplied with the information, equipment, services and supplies necessary to meet its responsibilities.
The following lists will assist in determining what the Centre will require:
- Meeting rooms
- Telephone lines
- Electrical outlets
- Internet drops
- Wireless services
- Emergency power
- Emergency access
- University phone directory
- Local phone directory
- Lists of media and other contacts
- Corporate information kits (Mount A fact sheet, President’s Report, Prospectus, and other applicable material)
- Camera and memory cards (still and video)
- Cellular phones
- Extension cords
- Battery chargers for equipment
- Audio recorder and USB cables
- Letterhead (President, Chancellor, Vice-Presidents, and University Advancement)
- Fax templates
- Photocopy paper
- Memory sticks
- Name tags and room signs
5.0 — COMMUNICATIONS
5.1 Communications with Regents or Government Ministers
The President must approve all communications to Regents or Government Ministers, and will normally conduct such communications.
For a Category 1 emergency, unless the PEG decides otherwise the Spokesperson will be the Director of Marketing and Communications.
For a Category 2 or 3 emergency, the PEG will appoint a Spokesperson who will normally be a Vice-President.
5.3 Responsibilities of the Spokesperson
The Spokesperson is responsible for working with the Communications Department and the Response Team to develop and implement a communications strategy in accordance with any directions given by the PEG, and will normally conduct all communications with the media.
5.4 The Purposes of the Communications Strategy
The communications strategy will be designed first to assist the Response Team to respond to the emergency, then to inform stakeholders about the emergency and the University’s response to it, and finally to mitigate any adverse impact the emergency might have on the reputation of the University.
5.5 Stakeholder Groups
The communications strategy will be prepared taking into account the appropriate stakeholder groups given the specific emergency. The following list will provide assistance in identifying those stakeholders:
- Board of Regents
- Student Administrative Council
- Alumni Board
- General public (Sackville community, Greater Moncton area, Maritime Provinces,)
- Town of Sackville
- Prospective students
- Canadian university community (AAU, AUCC, CAUT)
- Public Health authorities
- Government of New Brunswick
5.6 The Communications Department’s Responsibilities
The Communications Department will provide support to the spokesperson and, as appropriate, act as a liaison with the media.
Some of the specific services that will be provided by that Department follow:
- Draft key messages for use in responding to enquiries
- Draft communications to stakeholders
- Draft media releases
- Arrange news conferences
- Arrange community meetings
- Draft messages for posting on the University’s website
- Arrange in appropriate cases for dedicated phone lines to receive enquiries
- Arrange in appropriate cases for dedicated e-mail addresses to receive enquiries
5.7 Media Briefing Room Checklist
If a media briefing room is required, the following list will assist in the selection and equipping of that room:
- Location: possible locations include the Wu Centre, Brunton Auditorium, and Crabtree Auditorium
- Theatre-style seating with room for cameras
- Projector and screen
- Conference tables with tablecloth and skirt (garnet), not in front of windows
- Chairs for presenters
- Microphones and speakers
- Name cards for presenters
- University logo
- Water for presenters
- Video or audio setup for the University’s records
- Flip chart
5.8 Disclosure of Information about Members of the University Community
While individuals are entitled to information about the public business of the University, individuals are not entitled to information about identifiable individuals.
Furthermore, New Brunswick’s Right to Information and Protection of Privacy Act, when proclaimed in force, will prohibit the University from disclosing information about identifiable individuals unless
- a) we have their consent,
- b) disclosure is necessary to contact relatives or friends of individuals who have been injured or are ill, or
- c) in the case of employees, the information is their University titles, University contact information or University employment responsibilities.