| |
| Policy
#: |
2210 |
| Subject: |
EMERGENCY
RESPONSE PLAN POLICY |
| Group: |
Institutional |
| Approved
by: |
The President |
| Approval
date: |
June
14, 2010 |
| Effective
date: |
June
14, 2010 |
| Revised: |
|
| Administered
by: |
Vice-President (Administration) |
|
| 1
- EMERGENCY RESPONSE PLAN POLICY |
1.1
Purpose
1.2 Reporting Emergencies
1.3 Reporting Checklist
1.4 Categories of Emergencies
1.5 Dealing with Category 1 Emergencies
1.6 Dealing with Category 2 Emergencies
1.7 Dealing with Category 3 Emergencies
|
| 2.0
THE PRESIDENT’S EXECUTIVE GROUP (PEG) |
2.1
Permanent Members
2.2 Ad hoc Members
2.3 Chair
2.4 Role of the PEG
2.5 Role of PEG Members
|
| 3.0
RESPONSE TEAM |
3.1
Members
3.2 Role of the Team
3.3 Role of Team Members
|
| 4.0
RESPONSE CENTRE |
4.1
Purpose
4.2 Location
4.3 Requirements
|
| 5.0
COMMUNICATIONS |
5.1
Communications with Regents or Government Ministers
5.2 Spokesperson
5.3 Responsibilities of the Spokesperson
5.4 The Purposes of the Communications Strategy
5.5 Stakeholder Groups
5.6 The Communications Department’s
Responsibilities
5.7 Media Briefing Room Checklist
5.8 Disclosure of Information about Members of
the University Community
|
|
| 1.0
EMERGENCY RESPONSE PLAN |
| 1.1
Purpose |
| 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: |
| |
| Numbers
|
Department |
| 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 |
| Category
1 |
| 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. |
| |
| Category
2 |
| 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 coordination between University departments. |
| |
| Category
3 |
| 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 Coordinator, 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. |
| |
| 2.3
Chair |
| 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
|
| Vice-President,
Administration |
- 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 |
| 3.1
Members |
| 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 Coordinator (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
Deans |
- 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
- Coordination
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
- Website
|
| 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
|
|
|
| 4.0
RESPONSE CENTRE |
| |
| 4.1
Purpose |
| The
Response Centre is the location where the Response Team will meet and work. |
| |
| 4.2
Location |
| 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. |
| |
| 4.3
Requirements |
| 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: |
| Services |
- Offices
- Meeting
rooms
- Telephone
lines
- Electrical
outlets
- Internet
drops
- Wireless
services
- Emergency
power
- Emergency
access
|
| Information |
- 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)
|
| Equipment |
- Photocopier
- Fax
- Camera
and memory cards (still and video)
- Phones
- Cellular
phones
- Computers
- Extension
cords
- Desks
- Televisions
- Battery
chargers for equipment
- Audio
recorder and USB cables
- Radio
- Printer
- Chairs
|
| Supplies |
- 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. |
| |
| 5.2
Spokesperson |
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: |
| |
| Internal
Stakeholders |
- Students
- Faculty
- Staff
- Board
of Regents
- Student
Administrative Council
- Argosy
- CHMA
- Alumni
Board
|
| External
Stakeholders |
- Parents
- Alumni
- General
public (Sackville community, Greater Moncton area, Maritime Provinces,)
- Town of
Sackville
- Media
- Prospective
students
- Canadian
university community (AAU, AUCC, CAUT)
- RCMP
- Public
Health authorities
- Government
of New Brunswick
- Hospital
|
| |
| 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.
|
| |
| |
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