Emergency Management in Higher Education: ODU’s Approach College & University Auditors of Virginia 2017 Conference Tuesday, 02 May 2017
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Emergency Management in Higher Education: ODU’s Approach
College & University Auditors of Virginia2017 Conference
Tuesday, 02 May 2017
EM Program-Building
May 2014 - Present
Understanding the University Community
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205-acre Norfolk Main Campus 3 Higher Ed Centers Applied Research Center Virginia Modeling, Analysis, &
Simulation Center
Enrollment (Fall 2016) 19,793 undergraduate 4,529 graduate
Nearly 4,700 FT/PT faculty & staff
Presenter
Presentation Notes
To better understand the University as a whole, it was important for us to determine the scope applicable to EM program efforts. Total population over 29k.
Understanding the University Community
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7 academic colleges, honors college, & graduate school
300+ student organizations 18 NCAA D-1 athletic teams $50.4M external research
expenditures (FY16) $2.1B annual contribution to
regional economy
What We Began With: Basic Compliance
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Presenter
Presentation Notes
These plans were in place to satisfy compliance regulations. The EM position was vacant from August 2013-May 2014.
Understanding the EM Requirements for Public IHEs Code of Virginia §23.1-804
Written, annually reviewed/revised Crisis & Emergency Management Plan Annual functional exercise to test the plan Quadrennial rewrite & approval of the plan
Governor’s Executive Order 41 (2011) All state agencies/IHEs must have written, annually reviewed/revised continuity plan Annual exercise to test the plan
Clery Act Notification, semiannual testing
Others Virginia Statewide Fire Prevention Code International Building Code National Fire Protection Association Codes & Standards Americans with Disabilities Act
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Presenter
Presentation Notes
The key thing to understand is that ODU is a small city within a city and that certain requirements apply to IHEs (e.g., continuity planning, Clery) that don’t apply to localities
Applicable Standards & Guidance
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Presenter
Presentation Notes
Our EM program draws from these guidelines and best practices to develop a sound programmatic foundation.
EM Program Needs Assessment
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Stakeholder meetings Identifying go-to personnel Learning the culture, politics, & environment Continuity program audit Delivered initial ICS/NIMS training – Summer 2014 Annual tabletop exercises
2014 – Hurricane 2015 – Football Incident 2016 – Active Threat
Presenter
Presentation Notes
Lots of meetings, notes, and time spent understanding the mechanics of the University.
Developing Partnerships
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Presenter
Presentation Notes
We met with our partners to develop relationships and trust over time.
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Began supporting in Fall 2014
Effective method to demonstrate quick, tangible value for multiple campus stakeholders
Event Management
2015 Major Events
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Spring Football Game 7 Home Football Games Homecoming 2 Commencements Secretary of State Kerry Visit FNV Live!/First Lady Obama Visit
2016 Major Events
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Admitted Students’ Day Big Blue 5K/Charity Bowl/Spring
Football Game Student Move-In 7 Home Football Games Homecoming 2 Commencements NCAA Field Hockey Final Four Senator/VP Candidate Tim Kaine Visit
2017 Major Events
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Admitted Students’ Day Big Blue 5K/Charity
Bowl/Spring Football Game
2 Concerts 2 Commencements Student Move-In 6 Home Football Games Homecoming
Comprehensive, standardized plans are developed for all major events
Event Action Plans
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Hurricanes
Nor’easters Flooding Severe Weather
Snow
Incident Management
Supported decision-making, planning, coordination, & situational awareness
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Hurricanes Arthur (2014) Joaquin (2015) T.S. Hermine (2016) Matthew (2016)
Snow February 2015 February 2016 January 2017
Presenter
Presentation Notes
Started off slowly providing weather reports. Eventually invited to the table to provide decision-making support. Continued providing situational awareness products, including frequent weather forecast products and situation reports when campus operations were altered.
Addition of the Fire Prevention Program
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Fall 2014 – Public Safety reorganization Hired FT Fire Safety Engineer in April 2015,
created Office of Fire Prevention Hired PT Fire Prevention Inspector in June 2016 Major program overhaul
Full fire code inspections of all ODU-owned buildings Enhanced training capacity Focus on education versus enforcement
Presenter
Presentation Notes
Upper picture is from “After the Fire” presentation on fire safety in colleges and universities. Lower picture is from the 2015 Fire and Safety Academy, a multi-station training event that exposes Housing and Residence Life staff to fire code/health and safety regulations.
EM Program Oversight
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Established Emergency Management Advisory Committee (EMAC) in June 2015 About 35 campus stakeholders
representing critical functional areas Monthly meetings to discuss planning &
program development
Created new University Policy for Emergency Management in December 2015 Presents the framework for ODU’s EM
program Mandates departmental emergency
action plan & continuity plan program
Major Planning Effort in 2016
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Winter/Spring Expansion of the University Continuity Plan to be
more inclusive of functional areas needed to support the institution’s mission
Hired FT Emergency Planner in April to primarily support department-level planning
Summer/Fall Complete revision of Crisis & Emergency
Management Plan Goals
Regional application Address all hazards with whole community input Reference most current guidance, best practices
Outreach & Engagement
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Preparedness events Presentations Partnering with stakeholders Hosting training & meetings Providing valuable services to
the community
Short/Medium Term Goals
Looking Ahead
Coming Soon:EM Program Objectives
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New EM/fire prevention websites & program branding
Expanded dept. planning New Building Emergency
Coordinator Program Greater focus on training &
exercises
New football stadium = new opportunities
More community outreach
Program certification
EM Program Challenges
ODU’s Perspective
Ongoing & Future Concerns
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Presenter
Presentation Notes
funding demonstrating value, not just during the incident proactivity vs reactivity social media and keeping the attention of our audience public education and engagement time staying current and maintaining certifications staffing burnout recognition as a city within a city by state agencies strategic planning is hard when you're putting out fires all the time unfunded mandates on the same token, new directives from the current administration capturing institutional knowledge before staff leave mutual aid evolving threats...cyber, sea level rise, mental health, drones, decrease in enrollment, demonstrations
EM Program Challenges
Virginia & National Views
Programmatic Concerns Beyond ODU
In Virginia: Student placement in the field after graduating from EM
academic programs (quality over quantity) From the 2016 National Higher Ed EM Program Needs
Assessment: Re-fund U.S. Dept. of Ed’s EM for Higher Ed Program Establish EM curriculum & training program for leadership Establish ad-hoc working group focused on communication &
resource coordination between campus EM & feds Encourage designation of IHE coordinator at state, regional, or
national level Establish ad hoc working group to develop program-maturity
model for institutional EM programs http://www.nccpsafety.org/assets/files/library/NCCPS_EM_Need
s_Assessment_FINAL_113016.pdf
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Questions?
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Thank You!
Jared Hoernig, MEP, Associate DirectorODU Office of Emergency Management757-683-5116 (office)757-633-9937 (cell)[email protected]
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@MonarchReady
@MonarchReady
@odu_oem
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