No plan, however comprehensive, can cover all possible scenarios in which emergency action is needed. This emergency response plan attempts to outline the procedures for avoiding emergencies, and if that fails, responding to crises that college campuses may encounter. According to the Oxford Dictionary, an emergency is a “sudden state of danger, requiring immediate action”. No manual, no matter how comprehensive can cover all possible scenarios where emergency action is needed.
This manual will be an attempt to give coverage, response and notification procedures to crises that a university might be likely to encounter. An emergency situation can arise at UD at any time from many sources. The UD Emergency Response Plan is a procedural document for organizing, coordinating and directing available resources toward the response to, and control of an emergency. The plan includes a chain of command establishing the authority and responsibility of university officials and staff. The plan also includes specific procedures and processes to be followed in the event of an emergency. As with any document of this nature, the UD Emergency Response Plan is a living document, subject to change, updates and revisions as the environment of the university changes. The plan addresses topics such as:
The types and levels of emergencies
The composition and responsibilities of the Emergency Response Team
Steps to take in response to various emergencies
Notification and Reporting Procedures
Evacuation and Relocation Procedures
The plan was drafted by Campus Safety in consultation with members of the University community & the immediate surrounding municipal community. Local and county emergency response plans were used as well as materials from the Federal Emergency Management Agency (FEMA). Several colleges and universities also contributed to the development of this document.
EMERGENCY RESPONSE PLAN MISSION STATEMENT
To the maximum extent possible, the University of Dallas is dedicated to providing a safe and secure environment through the development and implementation of a comprehensive Emergency Response Plan. Emergency Response Team members will receive on-going training to prepare them for the challenges presented by a critical incident. Preparedness information will be available and disseminated to ensure the entire University community will be armed with knowledge needed to respond appropriately. Campus Safety will work cooperatively with all members of the Campus community to achieve these goals.
TYPES OF EMERGENCIES
The UD community may face many types of emergencies, including the following:
Death of a Student
Disruption of Telephone Services
Hazardous Material Incident
Loss or misuse of Technology Services
Loss of Dining Facility
Loss of Heating/Cooling
Residence Hall Destroyed by Fire
Loss of Power/Utilities
Some of the emergencies noted above will require nearly identical responses. Details are given in the section entitled detailing specific emergency scenarios.
INITIAL EMERGENCY RESPONSE NOTIFICATION
Individuals witnessing or involved with an emergency situation at UD can notify emergency services by dialing 5911 from any campus phone. Dial (972) 265-5911 from an off-campus telephone.
When 5911 is called campus emergency services will be alerted and dispatched to the scene, and if appropriate, local emergency services will be called.
This emergency response plan designates the CampusSafety Office as the initial contact for reporting all emergency situations and as the Incident Command and Operations Center (ICOC) for campus emergencies. In the event that the Campus Safety Office is not deemed secure because of its close proximity to the emergency, the Facilities Services (FS) operations will be the alternate (ICOC).
Upon receiving a report of an emergency, the Director of Campus Safety or his designee, will make an initial judgment as to the level of response required and will communicate with all appropriate personnel as outlined in this plan.
If the situation is clearly a level I or II emergency, the Campus Safety dispatcher will contact appropriate outside emergency agencies prior to contacting the DIRECTOR OF CAMPUS SAFETY. If an emergency situation begins to escalate, appropriate institutional administrative personnel will be notified and necessary action will be initiated to respond to conditions as they unfold. Once outside emergency agencies arrive on the scene, i.e., fire department, emergency management, etc. the heads of these agencies will assume coordinated command of the scene.
EMERGENCY PREPAREDNESS: EQUIPMENT AND TESTING
UD Emergency equipment is checked and tested regularly as follows:
Fire alarms in on-campus residences are tested at least four times a year. Note: These are full fire drills with complete evacuations; response and evacuations are both timed and recorded.
Fire alarms in all non-residential buildings are tested at least once a year.
Outside lighting is checked, at a minimum of weekly.
A Fire Safety “walk-through” is conducted in the residence halls randomly throughout the academic year. This program is conducted through the Director of Residence Life.
Officers perform safety checks on other items such as lighted exit signs, daily as a part of routine patrols. Any malfunction of, or damage to this equipment is noted, logged and forwarded to the maintenance/facilities services department. Follow-up on repairs is essential.
STATES OF EMERGENCY
The following level definitions should be used as a guide for defining the magnitude of an emergency incident and the possible impact on the facility services, employees and students of the University of Dallas. The definitions of the emergency potential on a university are transitory. Each emergency must be evaluated according to its particular characteristics and a decision of the proper action to take at that time.
DEFINITIONS OF EMERGENCIES
The following definitions of an emergency are provided as guidelines to determine the appropriate response:
MINOR EMERGENCY (Level III): Any incident, which will not seriously affect the overall functional capacity of the university, such as minor water damage to a building basement. These types of incidents are normally handled by University resources and don’t require the activation of the Emergency Management Plan.
MAJOR EMERGENCY (Level II): Any incident that affects an entire building or buildings, and which will disrupt the overall operations of the University. Examples might be a building fire or HAZMAT spill. Outside emergency services will probably be required, as well as major efforts from campus support services. Major policy considerations and decisions will usually be required from the University Administration during times of crisis. The Emergency Management Plan may be activated by the President.
DISASTER (Level I): Any event or occurrence which has taken place and has seriously impaired or halted the operations of the university. In some cases, mass casualties and severe property damage may be sustained. A coordinated effort of all campus-wide resources is required to effectively control the situation. Outside emergency services will be essential. In all cases of disaster, the Emergency Management Plan will be activated.
DECLARING A CAMPUS STATE OF EMERGENCY
The authority to declare a campus state of emergency rests with the President of the University or in his/her absence, the Senior Vice President. During a State of Emergency the University of Dallas, with the president or vice-president’s authorization, shall place into immediate effect the appropriate procedures necessary to meet the emergency and to the extent possible safeguard persons and property. The Director of Campus Safety or his/her designee shall immediately consult with the president or vice-president regarding the situation and the possible need for the declaration of a campus state of emergency. The Asst. Vice President, Marketing and Communications is responsible for the release of all information outside of the campus and in some instances, for campus-wide announcements.
When the declaration is made, only students, members of the administration, faculty and staff and emergency personnel are authorized to be on campus. Those who cannot provide proper identification proving their legitimate business on campus will be asked to vacate the premises.
Only those members of the administration, faculty and staff who have been assigned emergency response team responsibilities by the President or the Senior Vice President – will be allowed to enter the designated emergency area including the Incident Command Operations Center
In the event of fire, flooding, storms, or other major disasters on or near the campus, or involving university property, UD Campus Safety officers will be dispatched to provide an initial report of damage to any university property.
During an emergency, the VISITOR CENTER (ACROSS FROM THE CAMPUS SAFETY OFFICE IN HAGGAR) will serve as the Incident Command Operations Center, except in cases where the office is not secure because of its proximity to the danger. In all cases the (ICOC) should be located outside of the exclusion (danger) zone. The (ICOC) will function as the location where the Senior Vice President together with the necessary Emergency Response Team Members, coordinates all communication. Cellular or digital telephones will be made available in the event that the emergency involves a telephone outage of the (ICOC).
The dispatcher in the Campus Safety office will provide notification of the emergency situation to all appropriate primary Emergency Response Team members. These team members will then notify necessary individuals within their sphere of activity and responsibility.
The Asst. Vice President, Marketing and Communications or his/her designee will respond to media inquiries, issue news releases and all-campus announcements and designate one central location for meeting with on and off campus media personnel. These meetings may also include essential emergency personnel.
EMERGENCY LEVEL DEFINITIONS
LEVEL I EMERGENCY
DEFINITION: An unplanned event that may adversely impact or threaten life, health or property on a large scale at one or more locations within the UD campus. Control of the incident will require specialists, in addition to University and outside agency personnel. Long-term implications are likely.
Serious hazard or severe threat to life, health or property.
Resolution of incident involves multiple community and county agencies as well as multi-levels of university personnel.
Major evacuation involving relocation of students and/or university personnel.
Duration of the event is unpredictable.
Security procedures to protect evacuees and property are established.
Medical needs are planned for using university and community medical resources.
Command post established.
Communications center established to coordinate media and university related communications.
Long-term recovery plan established.
Written report prepared.
Incident critique involving all agencies involved
EXAMPLES: Major fire in an on-campus residence effecting over 20% of the building, water main break affecting the entire residential building, loss of heat or power to multiple buildings, a chemical release causing the evacuation of one or more buildings.
RESPONSE TEAM MEMBERS INVOLVED: All.
LEVEL II EMERGENCY
An unplanned event that may adversely impact or threaten life, health or property within a single area. Control of the incident is beyond the capabilities of university employees. Outside agency assistance is necessary.
Resolution of the incident involves both University and outside agency personnel
Evacuation is short term and affects immediate localized area only
Duration of the incident is a maximum of eight (8) hours
Security procedures established to protect occupants, evacuees and property
Medical needs planned for
Command post established
Written report including narrative, damage estimate, injury report and agencies involved
Incident critique held for university members
EXAMPLES: Residence room fire, water main break involving most of a building or one, which threatens critical services, an odor requiring evacuation, loss of heat or power to a building.
EMERGENCY RESPONSE TEAM MEMBERS INVOLVED: All.
LEVEL III EMERGENCY
DEFINITION: An unplanned event that is not likely to adversely impact or threaten life, health or property. Control of the incident is within the capabilities of University employees and the duration of the incident is short term.
Incident resolved by University employees.
An outside agency may be involved as a precautionary measure or accordance with University policy.
A written report is filed with the Office of Campus Safety and other appropriate university offices.
No outside medical assistance needed.
Establishment of a command post is optional.
EXAMPLES: Automatic fire alarm, localized water pipe break affecting a portion of a building, a localized undetermined odor problem, inclement weather, missing student, medical/illness outbreak.
EMERGENCY RESPONSE TEAM MEMBERS INVOLVED: All.
NOTE: Depending on the situation, other members of the Emergency Response Team may also be involved.
EMERGENCY MANAGEMENT RESPONSE TEAM
The basic emergency management team for University Of Dallas is comprised of representatives from the below listed areas of the institution. In some cases, not all members will be notified, as their area of expertise will not be affected. In all cases, there are administrative members of the team that will be automatically notified.
DIRECTOR of CAMPUS SAFETY
This person will be responsible for assessing the severity of the emergency and for assisting in coordinating the efforts of outside agencies. The DIRECTOR OF CAMPUS SAFETY will also assist emergency agencies in the communication of instructions to the community.
THE ASSISTANT VIE PRESIDENT OF, MARKETING AND COMMUNICATIONS
Will be notified whenever the potential for outside news media coverage is present. The Office of Public Affairs and Media Relations working with the Office of the President will be the ONLY agency to disseminate information to the news media and other outside sources.
University Communications is a vital aspect of this plan. During any emergency situation, the Director of Public Affairs & Media Relations and the Sr. Vice President must work in close coordination to assure appropriate release of information. They will coordinate news releases and the establishment of media briefing locations
DIRECTOR OF FACILITIES SERVICES
The Director of Facilities will be notified when any area of the University Facilities Services is involved in the emergency. It will be the responsibility of The Director of Facilities to assist outside agencies with such items as floor plans, blue prints and any other information needed regarding the Facilities Services that may be required to assist.
ASSISTANT VICE PRESIDENT OF STUDENT AFFAIRS
This office will be notified whenever a student is ill or injured, and requires professional medical care either at the scene or when transferred to the hospital. In some cases, the emergency may require a triage unit to be established on campus. The Student Health Services Representative would work with outside agencies to accomplish this. Also included in this office's responsibilities will be the availability of professional counselors when needed. These counselors will be available for Critical Incident Debriefing involving members of the Emergency Response personnel, as needed.
EMERGENCY RESPONSE MANAGEMENT TEAM RESPONSIBILITIES FOR A LEVEL I EMERGENCY
CAMPUS SAFETY DISPATCHER
Notify on-duty shift Director and dispatch officers to scene for initial assessment.
Notify the DIRECTOR OF CAMPUS SAFETY or his/her designee
Notify appropriate emergency response agency as directed by DIRECTOR OF CAMPUS SAFETY.
Notify the appropriate on-site/on duty staff.
Notify DIRECTOR OF RESIDENCE LIFE
DIRECTOR OF RESIDENCE LIFE
In consultation with other members of the Emergency Response Team, locate alternative housing for relocates, if necessary.
Work with food services to insure students and emergency responders have proper meal service.
Assist Student Health Services Representative in establishing after care counseling if needed.
Maintain a roster of housing assignments and assist with census to ensure students are accounted for, especially in a situation where an evacuation is initiated.
DIRECTOR OF CAMPUS SAFETY
Insure that all appropriate personnel have been notified per emergency notification procedure.
Assure that the scene has been secured, if appropriate ER agency is not yet on scene.
Notify the DIRECTOR OF PUBLIC AFFAIRS AND MEDIA RELATIONS
Confer with Director of Residential Life Representative on possible relocation needs if housing areas effected.
Activate the IncidentCommandCenter.
Appoint designee to meet and coordinate with responding outside emergency agencies.
DIRECTOR OF FACILITIES SERVICES
Work with the Office of Emergency Preparedness and Campus Safety on any emergencies that require electrical, plumbing and other maintenance special skills.
Inform and advise outside agencies by providing such items as floor plans, etc. during emergencies.
Work with the Residential Life Representative in establishing relocation facilities.
Work on the After Disaster Plan to access damages and identify recovery needs.
Will be available to provide information to emergency workers regarding UTSA property for gas line, water line and other essential utilities info.
Will assist in possible evacuations.
ASSISTANT VICE PRESIDENT, MARKETING AND COMMUNICATIONS
Report to incident command site and consult with the DIRECTOR OF CAMPUS SAFETY in order to field calls from news media.
Act as a liaison with public information sources.
COMPUTER CENTER DIRECTORS
Will be active if computer services must be interrupted for extended periods of time
Will be notified in the event of any critical incident involving the University’s computer or resources computer labs.
ARAMARK FOOD SERVICES REPRESENTATIVE
Will provide food services for any relocates.
Work with the Residential Life Representative in setting up alternative server areas should the present areas be affected.
Will work with the American Red Cross in feeding the workers attending to the emergency.
Will take necessary action should the ability to store food safely be adversely affected for a long period of time.
EMERGENCY RESPONSE MANAGEMENT TEAM RESPONSIBILITIES FOR A LEVEL II EMERGENCY
CAMPUS SAFETY DISPATCHER
Notify patrols/Director and dispatch officers to scene for initial assessment.
Notify appropriate Emergency Response Agency.
Notify Student Affairs if on-campus residences are affected.
ASSISTANT VICE PRESIDENT OF STUDENT AFFAIRS
Make appropriate notifications
Work locating alternative housing should any housing units be adversely affected for a long period of time.
NOTE: This could also include working with the Facilities Services Department, the American Red Cross and possibly area hotels and motels in finding alternative housing for relocates.
DIRECTOR OF CAMPUS SAFETY
Insure that all appropriate notifications are made per emergency notification procedures.
Insure that the scene is secure until emergency personnel arrive.
Work with ASSISTANT VICE PRESIDENT OF STUDENT AFFAIRS AS Needed.
FACILITIES SERVICES REPRESENTATIVE
Assist in assessment of damage
Be on scene to provide any necessary specialized services
EMERGENCY RESPONSE MANAGEMENT TEAM RESPONSIBILITIES FOR A LEVEL III EMERGENCY
CAMPUS SAFETY DISPATCHER
Notify patrol and dispatch officers to scene to access situation.
Notify DIRECTOR OF CAMPUS SAFETY
Notify Student Health Services Representative (if appropriate)
Notify Residential Life Representative.
ASSISTANT VICE PRESIDENT OF STUDENT AFFAIRS
Work with other agencies for short term relocation
Make necessary notifications within department
Situations requiring evacuation could include but are not limited to the following:
Natural gas leak
Flammable liquid spill/and or release
Hazardous chemical spill/and or release
In the event of a fire alarm, Campus Safety Officers are dispatched to the location of the alarm to lead the evacuation effort. In the event of fire, elevators are not to be used.
RELOCATION/EVACUATION OPERATING PROCEDURES FOR RESIDENCE HALL
The following represents a general strategy to be employed in the event a student residence hall becomes uninhabitable due to events such as fire, flood, contamination or loss of critical services. The type of response will be determined by the extent of the emergency.
Units first on the scene must decide whether immediate evacuation is necessary or not. This decision can be made independently, in consultation with other officers, or by information received at the scene.
Immediately designate the area to be evacuated. The evacuation will require a door-to-door check of the facility. IMPORTANT NOTE: If a working fire, smoke or other evidence of combustion is present, under no circumstances will anyone except fire service personnel equipped with self-contained breathing apparatus (SCBA) enter any structure. Should any occupant refuse to evacuate, continue the evacuation and time permitting return to the refusal site, obtain name and advise disciplinary action will be taken.
Move all evacuees to a staging area, and begin a census, to establish that the evacuation is complete
Upon notification of the need for an evacuation, the telecommunications center will notify the DIRECTOR OF CAMPUS SAFETY or his/her designee. (An exception to this is in the case of a fire alarm, the DIRECTOR OF CAMPUS SAFETY or his/her designee will be notified only after an actual emergency is verified.)
NOTE: It is standard policy that a general evacuation takes place in each event of a fire alarm.
EVACUATION OF THE PHYSICALLY CHALLENGED
In the event that physically challenged individuals are involved in an evacuation effort, the Campus Safety Officers at the scene will make every attempt to lead them to safety. As a precaution, wheel chair users are housed on the ground level floor. Hearing impaired students have TTY phone capability in their rooms and strobe lights are connected to the fire alarm system. The Disability coordinator should be consulted in developing a plan for these evacuations. Have this individual evaluate residence halls to determine if they qualify as requiring areas of rescue assistance.
SHORT TERM EVACUATIONS
Students are moved to the nearest safe designated assembly area.
Auxiliary support services are employed (emergency food, showers, medical or disability related needs are arranged as needed with other campus services.)
MEDIUM TERM EVACUATIONS
Students will be directed to a pre-determined large building out of the affected area. When necessary, the local chapter of the American Red Cross is a resource for such items as cots and blankets.
Students are assigned to other university public area spaces that can be satisfactorily arranged.
Students are assigned to vacant spaces in an unaffected housing area.
Students are evacuated to local hotels.
LONG TERM EVACUATIONS
All items, (numbers 1-4) under Medium Term Evacuations are initiated unless a substantial part of the campus is under an evacuation order.
In the event that the university classes remain in sessions and a significant portion of the residence facilities are inaccessible, arrangements will be made with local hotels or motels for student housing.
EVACUATIONS TO OFF-CAMPUS FACILITIES
In most cases evacuees will be relocated to another shelter on campus, if necessary, evacuees will be transported off campus by private vehicle.
TYPES OF EMERGENCIES
SEVERE WEATHER (Tornadoes, Thunderstorms/Hail). Dallas is located at the southern edge of Tornado Alley. Tornadoes are the most violent weather systems on earth. The potential for large losses of life and property, coupled with extremely vulnerable populations at outdoor venues like baseball and soccer games, leads to its placement as the number one hazard facing the University. Severe thunderstorms in the Dallas-Fort Worth area are at the forefront of concerns andare the most probable natural cause of emergencies or disasters that could affect the University. In-place shelters have been identified to protect life.
FLOODS. Flooding is the most common cause of weather-related deaths in Texas. The University has experienced significant flooding in the past. Advanced weather prediction is not always accurate and extreme precipitation can develop without adequate warning. Flooding, especially flash flooding, can impact areas around the campus that are located above designated flood plains. The frequency of extreme weather events fluctuates from year to year.
WINTER STORMS. Dallas is vulnerable to winter storms, which can virtually paralyze the city. This area is much more likely to receive frozen precipitation in the form of ice rather than snow. Generally, these storms strike between late January through early March. The lack of equipment and the susceptibility of overhead power lines to damage from the weight of ice compound the difficulty of the situation. Recent winter storms occurred in: 1964 1966 1974 1978 1983 2000.
EARTHQUAKE. The City of Dallas is situated in a small earthquake zone. Earthquakes have been felt in some parts of Texas in the past and remain a geological possibility. There is also some risk to people from earthquakes that may occur outside of Texas. Although earthquakes are not a likely event, they have the potential to cause extensive damage to un-reinforced buildings.
Fire. Fire represents the most likely disaster to affect the University. Fire detection methods are excellent. Most buildings on the campus have detection systems as well as fire suppression systems.
Hazardous Materials Accidents could impact the University. Fuels and chemical spills are the most widespread materials likely to create problems. Chemicals used in science experiments, cleaning, and water treatment, are also sources of possible HAZMAT incidents along with the possibility of a criminal/terrorist utilizing various chemicals and/or substances to perpetrate a crime or attack.
Chemical/Biological/Radiological (CBR) Emergencies are possible. When properly stored and handled, CBR materials pose no extreme threat. However, during times of natural or man-made disasters, these materials become a special hazard to the campus and to emergency personnel. These types of materials are present in academic buildings housing scientific experiments and research.
Aircraft Crashes can happen anywhere in the country. Small private planes and large commercial aircraft are common in air space over Dallas. A commercial airliner crash remains a potential threat for creating mass casualties.
NATIONAL EMERGENCY (War or Terrorism): National emergencies, including a possible attack by foreign interests are a possibility at Southern Methodist University. Since the destruction of the MurrahBuilding in Oklahoma City and the WorldTradeCenterTowers in New York City, as well as the subsequent smaller scale attacks from various unknown terrorists, there remains some potential that the University would be affected either directly or indirectly by a major incident. UD is dependent upon outside resources for a large percentage of its operational supplies of food, utilities, fuel and other expendable items. Any situation that might affect the procurement of these supplies could have a severe impact upon the operation of the University and its population. Any attack on Dallas or the region could over-task the local emergency response organizations on which the University relies.
CIVIL DISORDER: Planned or unplanned demonstrations may become large and uncontrollable. In some cases, participants could get violent causing the destruction of property and injury or even death to themselves or observers.
At the State level, the Statement of Understanding between the American Red Cross and The State of Texas establishes the operating relationships between these agencies. The major care and shelter responsibilities of the Red Cross in the emergency period include:
Emergency lodging for disaster victims in public or private buildings
Food and clothing for persons in emergency mass care facilities
Food for disaster workers if normal commercial feeding facilities are not available
Registration and inquiry service
Collecting, reporting and receiving information about victims
Aiding family reunification
The Red Cross acts cooperatively with State and local governments and other private relief organizations to provide emergency mass care to persons affected by disasters in peacetime. There is no legal mandate for Red Cross involvement in a State of War Emergency; however, assistance and support will be provided to Dallas County Emergency Management, to the extent possible.
These Addendums outline duties and responsibilities for specific university departments. Not all departments will be asked to provide assistance for all campus emergencies. However, each department is expected to maintain internal written procedures, which will allow it to respond to an emergency when necessary.
ADDENDUM A - ATHLETIC DEPARTMENT
If deemed appropriate by emergency personnel, the Director of Athletics or designee will report to the Athletic building.
Training room facilities may be made available as emergency rooms for the treatment of minor injuries.
The Director of Athletics or designee will alert all trainers to be on standby should their assistance be needed.
The Athletic Department will maintain a sufficient supply of emergency medical supplies and bandages to provide emergency first aid.
Authorization for the use of athletic training rooms and trainers for emergency treatment will be made by the Director of Athletics and coordinated with the Director of Student Health Services.
ADDENDUM B - FOOD SERVICES
Upon alert, food service managers and Directors should report to their respective operations and await instructions from the Director of Food Services.
The Director of Food Services will be responsible for having at least the following food items on hand, in sufficient quantities to provide at least two daily meals daily to persons on campus during the emergency:
Powdered non dairy products
Paper plates and napkins
Individual packs of crackers
The delivery of food items to remote sites will be coordinated with the Department of Campus Safety and Facilities Services.
ADDENDUM C - STUDENT HEALTH SERVICES
Upon declaration of an alert, the ASSISTANT VICE PRESIDENT OF STUDENT AFFAIRS will ensure that Health Services staff is available to provide emergency medical treatment. The Student Health Services commitment would not normally include the administration of first aid at locations other than the HealthCenter. However, a medical professional should be available for calls to the site of a severe injury or a group of casualties.
Should it be necessary to utilize the training rooms at the Athletic Facility for first aid assistance, the Director of Student Health will coordinate treatment and make every attempt to provide medical staff.
Mass casualties resulting from a major catastrophe may preclude effective medical assistance and triage at the site of the catastrophe. In such event, the Director of Student Health will assist in coordinating efforts with outside medical support organizations and prepare to receive casualties.
The Director of Student Health has the authority to request assistance from outside medical facilities. Should this become necessary, the Director should advise Campus Safety to assist in the coordination.
ADDENDUM D – HOUSING
ASSISTANT VICE PRESIDENT OF STUDENT AFFAIRS or his/her designee will be present on campus.
ASSISTANT VICE PRESIDENT OF STUDENT AFFAIRS will ensure the presence on campus of such personnel under their supervision as the emergency may warrant, or will ensure that necessary help is available when required.
Prior to the designation of an alert, the Department of Residence Life will ensure those individuals residing in residence halls and apartments are familiar with appropriate emergency actions to take should such an alert be necessary.
Upon notification of an alert, ASSISTANT VICE PRESIDENT OF STUDENT AFFAIRS personnel will make every effort to have Residence Hall and apartment occupants who live within the DFW area leave the campus and proceed to their homes for the duration of the alert.
The relocation and evacuation plans of Residence Halls and the Student Apartments will be coordinated with Campus Safety to ensure the security of personal effects left in the facilities. Residence Hall Assistants should be directed to obtain names of all individuals at evacuation sites during the alert and provide this list to the Campus Safety Office and appropriate administrators.
ADDENDUM E - HUMAN RESOURCES
Upon notification of an alert during operational hours, the Vice President for Business Affairs and the Director of Human Resources will ensure that appropriate individuals are available to assist in necessary personnel activities. If required, the Director of Human Resources will coordinate with the Vice President for Business Affairs, and the Office of the President, to facilitate the appropriate release of personnel from their workstations.
Should the alerted event pose a threat to personnel records in the University Human Resources Office, the Director of Human Resources should coordinate the removal of appropriate documents with the Director of Facilities Services. The Director of Human Resources and the Director of Facilities Services will designate an appropriate storage location at the time of the alert.
ADDENDUM F - FACILITIES SERVICES
Upon notification of an alert, the Director of Facilities will ensure that appropriate personnel are on campus and available to carry out the duties already designated in this operational plan.
The Facilities Department has one of the most responsible and visible functions during an alert. To facilitate their operation, the Director of Facilities Services and the DIRECTOR OF CAMPUS SAFETY will work in close cooperation to make sure all operational aspects are accomplished.
Facilities personnel will ensure that operational vehicles and necessary emergency equipment assigned to their department are filled with gasoline and available for evacuation and the relocation of equipment on or off campus when necessary. An adequate supply of two-inch masking tape will be maintained to facilitate the taping of windows on campus. All Facilities Services vehicles that are not needed for emergency tasks will be parked in a high area and security arrangements coordinated with the Campus Safety Department.
Director of Facilities will maintain updated internal written procedures to ensure that physical personnel can adequately respond to emergency situations.
ADDENDUM G – CAMPUS SAFETY DEPARTMENT
Upon declaration of an alert, the DIRECTOR OF CAMPUS SAFETY will declare the Campus Safety Department on alert status and all members of the Department will be placed on standby status for emergency recall to duty.
If necessary, Officers will be divided into two teams. Each team will be assigned to work twelve-hour shifts under the supervision of a shift Director.
The DIRECTOR OF CAMPUS SAFETY will designate two Sergeants to act as Shift Directors on each of the two twelve hour shifts. Other Directory personnel will be assigned specific duties as dictated by the situation or existing department policies.
Officers who are not on duty will remain available via telephone or may be required to remain on campus.
If it appears that the emergency situation will be of a long duration, the DIRECTOR OF CAMPUS SAFETY will see that food and sleeping arrangements are made for all emergency personnel. Those officers who wish to remain during their off-duty time will be allowed to do so.
Detailed campus maps and building floor plans will be maintained at the Campus Safety Office to facilitate the immediately positioning of officers in appropriate strategic locations on campus.
Specific details of the Campus Safety operation during an emergency will be outlined in Campus Safety procedures.
ADDENDUM H - INFORMATION TECHNOLOGY
Upon notification of an alert, the Directors of Computer Services will call appropriate personnel to campus to maintain computer facilities at the university.
Coordination with Facilities Department will be accomplished to ensure that electrical power is not interrupted. Should it be necessary to shut down the computer system at the university, the Directors of Computer Services will coordinate the necessary operational steps with appropriate university personnel.
The Director of Facilities will make available to Computer Services all personnel and facilities necessary to maintain operations and preserve the integrity of the computer system.
The Directors of Computer Services will maintain a department contingency plan designating responsibilities for individual personnel to maintain the operation during an emergency situation.
ADDENDUM I – Identification of Hazardous Chemicals or Substances During an Emergency
Each University of Dallas department shall develop and maintain a Chemical Inventory List (CIL) for every hazardous substance known to be present in their work area(s). The identity of the substance appearing on the CIL shall be the same name that appears on the manufacturer’s label and the MSDS for that substance. The CIL shall be updated at least annually to accurately reflect all the hazardous chemicals present in each department’s work area(s).
A Campus Safety Officer will be designated to assist outside agencies in determining chemicals or substances that may be involved in the emergency. That officer will be responsible for contacting the individual in each University department responsible for maintaining Material Safety Data Sheets (MSDS). The MSDSs must be made available if requested by any assisting outside agency and must be temporarily posted outside of any chemical containing area in addition to the regular compliance standards.