TUN Emergency Response Plan Policy · 2018. 10. 25. · Crisis Management Team, IT, and • Rooms containing data need to be able to resist weather-related events. • Proper Cable

Page 1 of 17 Number: 40.003

Effective Date: April 13, 2015

POLICY & PROCEDURE MANUAL Required Review: Yes - Ongoing Reviewed: March 26, 2015 Revised: October 25, 2018

Policy [ X] Procedure [ X] Responsible Position: Institutional Security Committee

Title: Emergency Response Plan Approval Requirements: Executive Council

Overview: This policy addresses Touro University Nevada’s Emergency Response Plan, in order to prepare for a multitude of adverse situations and potential emergencies. Types of emergencies and strategies include:

• Evacuation • Chemical Spill • Shelter in Place • Fire/Explosion • Earthquake • Robbery • Flood (internal) • Bees • Plane Crash • Suspicious Package • Animal Disturbance

• Hostage • Active Shooter • Mental Breakdown • Power Outage • Bomb Threat • Fire Alarms • Inclement Weather, i.e., high winds, heat, flood,

snow, etc. • Gas Leak • Civil Disturbance

The Emergency Response Plan provides guidance in handling major incidents that could endanger the safety and well-being of our students, staff, faculty, and visitors at Touro University Nevada (TUN). The Emergency Response Plan also provides guidance in handling timely warnings and notifications to the University community during emergency situations.

This document shall be reviewed annually by the Security Committee, and each Responder Team will meet annually to review their portion of this Plan.

This document is to be used in conjunction with the Fire Safety and Prevention Plan.

Policy/Plan: The authority to declare a campus state of emergency rests with the Crisis Management Team; therefore, they are the “decision makers” as to how to respond to incidents/emergencies.

Crisis Management Team

1. CEO & Senior Provost 2. Dean of Students 3. Vice President for Finance & Administration 4. Associate Vice President for Advancement 5. Security Supervisor 6. Provost 7. Chief of Staff

The Crisis Management Team declares emergency and activates the Emergency Notification System.

• The Crisis Management Team has identified four basic categories of emergency response:

Evacuation – building is cleared; no one is allowed ingress Lockdown of building – control of egress/movement; no one is allowed

ingress Shelter in Place – establishment of a safe place; supplies and resources

may be needed; no control of egress; possible control of ingress Campus closure – no ingress permitted

The decision on an emergency response will depend on the nature of the emergency.

• Recommend transition plan back to “normal” • Provide communication of critical information to students, staff, and faculty

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All incidents/emergencies, depending upon type, will be addressed via “Responder Teams”. The Responder Teams are classified as follows:

Responder Teams:

1. Communication Team 2. Data Recovery Team 3. Student/Employee Issues Team 4. Medical Team 5. Facilities Team 6. Coordination Team

NOTE: Team members are listed in numerical order of notification.

Communication Team:

1. Senior Executive Assistant to CEO & Senior Provost 2. Executive Assistant to Dean of Students 3. Director of Marketing & Public Relations 4. Director of Clinical Operations (Clinical component) 5. Public Relations Consultant

This responder team will: • Coordinate media relations

○ Establish media location ▪ West end of the 2nd building

○ Draft templates for news releases and statements ○ Get templates approved by Crisis Management Team ○ Designate the spokesperson ○ Track the media stories ○ Develop talking points ○ Determine interview requests and who takes them ○ “Back to normal” communication

• Monitor and respond to incoming calls ○ Assess nature of calls coming in ○ Identify potential groups of callers based on emergency ○ Monitor change, if any, in nature of calls and/or groups of callers ○ Inform those managing messages so message can be created or revised ○ Draft scripts based on groups/emergency (including voicemail greetings) ○ Get scripts approved by Crisis Management Team ○ Revise based on nature of calls and new information ○ Ensure accuracy of information in messages/scripts as situation progresses ○ Monitor phone responders; ensure sufficient time off of phones

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• Coordinate message management ○ Script incoming inquiry messages that are both audience and event specific

▪ Text messages ▪ Voicemail messages ▪ Press releases ▪ Emergency notification message ▪ Third party vendor message ▪ Neighboring business message ▪ Website message

○ Get all messages approved by Crisis Management Team ○ Distribute messages

▪ All students, faculty and staff are automatically enrolled in the Emergency Notification System (Blackboard Connect) at the time of enrollment/employment ▪ Text and emergency notification messages will be sent out through the Emergency Notification System (Blackboard Connect) ▪ The message should be given to one of the following people who have been given the Authority to Notify, and trained annually on how to utilize the Emergency Notification System (Blackboard Connect) in an effective manner (listed in prioritized order, to be based on availability):

• Chief Information Officer • Director of EHS • Director of H.R. • Dean of Students • Director of Marketing and Public Relations • Security Supervisor

○ Voicemail and incoming inquiry scripts go to Student/Employee Issues Team ▪ Used to answer incoming calls and questions

○ Press release, website message ▪ To Advancement and Student/Employee Issues Team

○ Third party vendor and neighboring business ▪ To Advancement and Student/Employee Issues Team

○ Revise messages as situation evolves and redistribute ○ Establish protocols and codes for walkie-talkie system

▪ Distribute code for reporting issues to key responders • Obtain updates/coordinate information from other responder teams

○ First point of contact for each team is: ▪ Student/Employee Issues Team: HR Generalist, Director of OASIS,

Associate Registrar, Front Desk Receptionist ▪ Communication Team: Sr. Executive Assistant to CEO & Sr. Provost, Executive Assistant to Dean of Students, Director of Marketing & Public Relations

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▪ Emergency Notification Team/Data Recovery Team: Vice President of Information Technology, Registrar Director of Fiscal Affairs & Accounting, Associate Vice President of Institutional Effectiveness ▪ Medical Team: COM Dean, Clinic Administrator, Director of Student

Health ▪ Facilities Team: Director of Environmental Health and Safety, Sr.

Staff Accountant, Executive Assistant to Vice President for Finance & Administration, Biosafety Officer, Facilities Assistant ▪ Coordination Team: Director of Human Resources, CHHS Dean,

Associate Dean of Clinical Education, In-house Counsel, Senior Executive Assistant to Provost

• Update Crisis Management Team ○ Establish key member of the team who will communicate with the CMT

• Update the website ○ Establish website redundancy – Go Daddy, other server ○ Establish website update team – 2 or 3 people ○ Provide training on website updating ○ Create separate procedures for updating whether we’re offsite or onsite ○ Provide messaging for website after CMT approval

• Send out campus-wide notification of the incident/emergency * * Further discussion/clarification of duty needed.

Data Recovery Team:

1. Vice President of Information Technology 2. Registrar 3. Director of Fiscal Affairs & Accounting 4. Associate Vice President of Institutional Effectiveness

Focus on Data Recovery - there is a procedure manual under discussion for Emergency Notification.

This responder team will: • Gather/retrieve data for responders and Crisis Management Team

Documents/Data Identification (where data is gathered): ○ Physical files are kept in multiple locations

▪ Warehouse Storage Room • Temperature controlled • Not fireproof • Onsite

▪ Office locations (any office with paper files in them) ▪ Files in Student Affairs (paper files in these areas)

• Admissions • Registrar • Financial Aid

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• Bursar • Dean of Students

▪ Files in CADD ▪ Files about Student Health ▪ Files in Accounting

• Has some documents scanned into network shares - Data backed up to Tape and stored in a fireproof safe

○ Current Storage for Physical Files ▪ File Cabinets

• Some fireproof • Majority are not fireproof • Majority of cabinets can be locked

▪ Small fireproof safes in IT and Accounting ○ Electronic Data

▪ Data in New York • Jenzabar/Banner – Student data (and select employee data) • JD Edwards/Banner – Employee data • JD Edwards/Banner – Financial data • Stored in New York and New York’s failover system in

Massachusetts ▪ Data on TUN Servers

• User Documents (My Documents directory) • Department Shares • Software Programs and the data included

▪ E-mail and e-mail content for TUN and TUC • Back up information on network

Methods of storing documents and data (limited amount being done): ○ Physical Data

▪ Scan paper documents into an electronic format ▪ Store paper documents in secure and environmental proof rooms

• Recommend: Store any required documents at a separate location after they have been converted into electronic format.

○ Electronic Data ▪ Daily, weekly, and monthly backups

• Recommend: Store data offsite in a secure, certified facility ○ ListServ Distribution ListMechanism to contact all TUN employees and

students ● Proposed Disaster Scenarios:

○ Incremental Weather ▪ Actions

• Assess if weather pattern will affect Touro. • Estimate time incremental weather will be in effect. • Implement plans to take actions against Incremental Weather.

▪ Preventions • Backup power is available for all servers.

- IDF 1 is connected to building’s backup generator

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• Rooms containing data need to be able to resist weather-related events.

• Proper Cable Management in all IDFs • Racks and cabling elevated in case of flooding • All IDFs have hard ceilings, not dropped ceilings

- NOTE: IDF1-4 have hard ceilings; IDF5 does not. ○ Evacuation

▪ Actions • Lock down doors. • Ensure access to backups of critical data at offsite location.

○ Employee Access ▪ Actions

• In the event of a disgruntled employee getting access to student, faculty, staff, and campus digital/physical information

▪ Preventions • Disable employee rights for all forms of access (physical and data). • Survey information lost/damaged

- Determine if data is important and needs to be recovered. • Notify Leadership Team, Crisis Management Team, IT, and

relevant department that data was removed/modified from. • Keep physical data locked and secure. • Proper security permissions to accessible data

- Minimum rights needed to work with datae ○ Temperature

▪ Action • Overheating computer equipment

▪ Preventions • Keep constant backups of critical and complete data • Quick turnaround for replacement parts from vendors • Provide external cooling support • Contact Facilities and IT in regards to temperature issues • Environmental sensors in every IDF for notification • Backup HVAC

○ Chemical Spill ▪ Actions

• Damage to electrical components • Damage to physical files and data • Damaged hardware

▪ Preventions • Keep chemicals safely stored and away from critical files • Be able to assess what files were damaged (permanent, temporary

damage) ○ Fire/Explosion

▪ Actions • Not all files are stored in fireproof safe • Old backup tapes are stored in a fireproof safe

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• Assess which files are damaged (permanent, temporary damage) • Equipment damage

▪ Preventions • Fire extinguishers strategically placed in all areas

- Special fire suppression equipment in IDF1 and IDF 6 - Fire extinguishers in IDFs 2, 3, 4, and 5 - Keep one in each IDF, telecom, heavy mechanical rooms

• Create multiple backups of data for critical programs and then all programs.

○ Flood ▪ Actions

• Physical files may be damaged with water • File cabinets are not water proof • Electrical damage from water • Elevated cable management and elevated racks • Ability to shut down servers and equipment

▪ Preventions • Cable management of all IDF closets • Weather controlled rooms for data and physical data • Daily backups

○ Power Outage ▪ Actions

• Temporary not permanent issue for physical files • Backup power is limited to the availability of diesel fuel

▪ Preventions • Ensure backup generators are tested and working for all rooms • NOTE: IDF2 and 5 are not on backup generators • UPS capacity for connected equipment exceeds load for reasonable

uptime, long enough to shut down servers and equipment.

Student/Employee Issues Team:

1. Human Resources Generalist 2. Director of OASIS 3. Assistant Registrar 4. Receptionist

This responder team will: • Field phone calls

○ During the event: ▪ Receive notification of the “event” or that an emergency has been

declared ▪ Determine if the on-duty security office has received notification and, if

not, notify the security officer

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▪ Determine if the Crisis Management Team has received notification and, if not, notify the Crisis Management Team ▪ Initiate contact with Communications Team ▪ Work with Communications Team to identify if situation warrants

communications via phone bank, land lines, and/or cell phones. • Initiate phone bank, if necessary (IT can assist)

▪ Go to designated area to back up front desk receptionist

▪ Activate pre-established “generic” voice mail greeting message to be utilized until situation specific message and directions are received from the Communications Team ▪ Collect walkie-talkies and Emergency Responder Vests(s), if necessary ▪ Identify “runner” to relay information to and from Communications

Team ▪ Receive messages and directions from Communications Team ▪ Field phone calls and requests for information using the messages and

directions from Communications Team ▪ Continually assess effectiveness of directions/message and provide

feedback to Communications Team ▪ As event unfolds, continue to communicate with Communications Team

to verify updated directions and message. ○ If event occurs after hours:

▪ Identify team members who can quickly get to campus or alternate designated secure location. ▪ Activate pre-established “generic” voice mail greeting message to be

utilized until situation specific message and directions are received from the Communications Team. ▪ Follow “During the event” plan above.

• Manage student/employee reactions/responses ○ Maintain calm, consistent message ○ As situation unfolds, relay information on changing situation to

Communications Team. These should include but not be limited to: ▪ Medical needs ▪ Counseling needs ▪ Resource needs

○ Assist with and/or coordinate evacuation/shelter in place/or other instructions ▪ Recruit appropriate assistance, if needed

○ Continually assess effectiveness of directions/message and relay need for adjustment to Communications Team.

○ Continue to communicate with Communications Team to verify updated directions and message.

• Arrange counseling as appropriate ○ Identify individuals critically needing counseling assistance ○ Short-term

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▪ Contact and arrange for counseling with: • EAP • School Rabbi • Other area religious leaders • Crisis Management Team • Behavior Intervention Team • Life Counseling

▪ Identify ongoing opportunities for awareness of event

▪ Assist with planning and delivery of memorial services, “town hall” meetings, vigils, etc. ▪ Continually assess effectiveness of directions/message and provide

feedback to Communications Team ▪ As event unfolds, continue to communicate with Communications Team

to verify updated directions and message ○ Long-term

▪ Continue with steps listed above in “short-term” ▪ Anticipate times of heightened or elevated need for counseling such as

anniversaries of the event (approach of anniversary, as well as the actual occurrence of the anniversary) ▪ Continue to liaise with Communications Team to verify updated

message and to provide feedback • Make recommendations for coordinating external resources

○ Develop and maintain directory (with address and contact information) of potential resources. See list of external resources (Appendix A).

○ Develop and maintain emergency manual for phone system and ensure all Student/Employee Reaction team members are trained to use the phone system.

○ Assist with coordinating communications between other teams. ○ Assist with coordinating communications with emergency responders,

contractors, and vendors providing repairs resulting from emergency situations.

○ Continually assess effectiveness of directions/messages, and provide feedback to Communications Team.

• Assist with transition plan to “normal” ○ Continue to liaise with Communications Team and provide feedback. ○ Continue to communicate with Communications Team to verify updated

directions and message. ○ Identify students and employees who may need additional counseling, and

recommend to EAP or other identified counseling resources. ○ Relay communications to construction crews, and communicate with

university population about access to property/building during repairs. ○ Solicit feedback from students, employees, and external shareholders to

identify areas for improvement of Emergency Response Plan.

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○ Provide feedback to Crisis Management Team and Communications Team, and recommend improvements based on first-hand witness of emergency response and on feedback from internal and external shareholders.

Medical Team:

1. Dean of College of Medicine 2. Clinic Administrator 3. Student Health Practitioner 4. Dean of College of Health and Human Services

This responder team will: • Serve as liaison to outside emergency medical response team

○ Identify Members ▪ Physicians ▪ Nurses ▪ Mid-level ▪ Administrators

○ Identify Responsibilities ▪ Responders

• Identify severity level ▪ Responders Assists ▪ Coordinators ▪ Communicators ▪ Liaisons

• Triage of injured ○ Identify Triage Locations

▪ 1st Floor • OSCE • OMM • Health Center • Nursing Skills • Gym • Warehouse

▪ 2nd Floor • Teaching Space 7 • IDL • OT Skills Lab • Classrooms 3 & 4

▪ Offsite • Rear parking lot (far right corner) • Front parking lot (sidewalk in front of main entrance) • 2nd Building (882 American Pacific Drive, #B) • South end of Auto Mall Drive (Auto Mall curve)

○ Identify Issues with Triage Locations ▪ Running water

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▪ Cleanliness ▪ Space/Capacity ▪ Clean up after event ▪ Access

○ Check Respite (Area of Refuge) Locations (accessible to stairwells) ▪ Stairwell next to elevator ▪ Bookstore (across from bathrooms)

• South entrance of IDL (stairwell) • Make determination to quarantine

○ Medical Team will be secondary in the event of injury ○ Student Health Practitioner

▪ Identify process for frequently presented, common-like illnesses that could possibly be an outbreak.

• CDC Communication • Make recommendations to Crisis Management Team re: medical emergencies, i.e.,

H1N1 outbreak, etc. • Coordinate resources until outside emergency medical response team arrives

○ Identify Automated External Defibrillators (AEDs) Locations ▪ See Appendix B

○ Identify First Aid Location (See Appendix B.) ▪ See Appendix B

○ Identify crash cart needs ▪ Identify Locations

Facilities Team:

1. Director of Environmental Health & Safety 2. Senior Staff Accountant 3. Executive Assistant to VP for Finance & Administration 4. Biosafety Officer 5. Facilities Assistant 6. Animal Resource Center Manager

This responder team will: • Coordinate Evacuation/Egress

○ Emergency Evacuation Zones (Assembly Points) ▪ Evacuation Procedures are outlined under Fire Incident Protocols in the

TUN Fire Safety and Prevention Plan. ▪ After occupants leave the building or area during an evacuation, it is

important for them to go to the pre-determined area marked on the posted Evacuation Maps, known as their Evacuation Zone.

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▪ Evacuation Zone Coordinators will help evacuees assemble at their designated Evacuation Zones, and follow protocols established in Evacuation Zone Coordinator Procedures in the TUN Policy and Procedure Manual (40.024).

○ Building Sweep ▪ For verification of clearing all occupants from the building during an

evacuation, Members of Security will coordinate with public safety officials, who will check each part of the building.

Member of Security will check areas of refuge (located at top of the main stairwells).

○ First Aid Locations during Evacuation (located on Evacuation Maps) ▪ First aid kits will be located at each of the four primary Evacuation Zones.

● Coordinate Shelter in Place ○ Individuals should seek closest room, and secure the door if possible (lock

and/or barricade). ○ Position people out of sight and behind items that might offer additional

protection (e.g., walls, desks, file cabinets, etc.). ○ Close the blinds; block the windows; silence cell phones; turn off radios and

computer monitors (if necessary). • Containment Procedures for chemical spill, gas leaks, hazardous waste, etc., for

lab/clinics ○ Notify appropriate lab/clinic manager. ○ Gross Anatomy Lab Manager determines if area must be contained. o Manage HVAC System for containment purposes.

• The Facilities Department maintains backup systems in case of a power outage. • The Executive Assistant to Vice President for Finance and Administration will

ensure that a copy of the Emergency Response Plan will be provided to all outside/third party tenants.

o Any new tenants that lease our property will be provided a copy of the Emergency Response Plan.

• Relocate/Provide transportation with company vehicles • Animal Resource Center

o As a specialized facility on campus, the Animal Resource Center (Vivarium) has developed a specific Emergency Response Plan for that facility. This plan includes details of procedures to be implemented during emergency situations as they pertain to the Animal Resource Center at Touro University Nevada. In as far as possible, these emergency plans are consistent with the emergency plans developed by TUN. Please see Appendix D.

Coordination Team:

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1. Director of Human Resources 2. Associate Dean for Clinical Education 3. In-house Counsel 4. Senior Executive Assistant to the Provost

This responder team will: • Coordinate efforts of team responders/recommend/appoint substitutes for those

who are absent. • Coordination Team develops a list of available members of the other responder

teams. • Using a pre-established substitutes list, the Coordination Team appoints

substitutes for unavailable members of responder teams or for teams which require more assistance. (See Appendix C.)

• Coordination Team establishes a command center and informs responder team leaders how to contact the Coordination Team/Crisis Management Team/Emergency Operations Center

• As part of preparations for an emergency situation, the Coordination Team will create a small, pocket-sized manual with:

▪ An organization chart identifying the Crisis Management Team and members of the various resource teams

▪ Phone numbers for each member of the teams ▪ Instructions on using the Emergency Notification System ▪ Key information, such as building layout, location of fire

extinguishers, AEDs, etc. These manuals will be distributed to all team members.

• Notify Crisis Management Team of needed resources

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Notification Protocols

1. Fire/Explosion • Activation of fire alarms • Call 911 • Evacuate • Call Security • Assessment made by Security • Security designee to notify Crisis Management Team • Crisis Management Team to contact the following responder teams:

- Data Recovery Team - Communications Team - Coordination Team

2. Chemical Spill • To be completed by the Biosafety Officer

3. Shelter in Place and/or Emergency Lockdown Example: External threat that potentially could enter the building, i.e., criminal fleeing law enforcement, active shooter • Call 911 • Notify Crisis Management Team • Crisis Management Team to decide shelter in place or use emergency response

system, or both • Wait for further instructions

Example: External/Environmental threat, i.e., biological, chemical, or natural hazardous material threat, internal awareness of external biological, chemical, or natural hazardous material threat or external notification from public • Call Security and/or 911 • Security to contact Crisis Management Team • Assessment of emergency by Crisis Management Team or designee • Decision by Crisis Management Team to lockdown university • Crisis Management Team to contact Data Recovery Responder Team • Wait for further instructions with unique code word

4. Bees • Notify Security • Close all doors • Security notifies Crisis Management Team • Decision by Crisis Management Team to shelter in place or not • Crisis Management Team to contact Medical Responder Team, if needed

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5. Flood • The TUN campus is not located in a designated flood zone • Any flooding incidents that occur internally will be handled by Facilities and/or

Security personnel to mitigate damage and risk • Security will determine if area(s) should be evacuated temporarily • Security will notify Crisis Management Team

6. Earthquake* • Assess damage, injury • Call 911 if warranted (rescue needed, etc.) • Notify Crisis Management Team • Crisis Management Team determines whether to activate emergency notification

system – whether to evacuate and/or shelter in place • Await further instructions via emergency notification system

* Serious, significant magnitude that causes property damage or personal injury

7. Power Outage (extended duration) • In total outage, 2 generators to maintain critical functions and uninterrupted power

supply for network (to power down computers, etc.) • Determine critical power needs for:

- Gross Anatomy Lab - Research Lab - Animal Research Center (Vivarium) - Touro Health Center / Student Health Center - CADD - Network (include phones; not individual computers)

• Facilities will call NV Energy • Notify Crisis Management Team (if appropriate) • Verify elevator is empty • If students and employees are sent home, before they leave they need to:

- shut down computer - unplug all appliances, chargers, etc. - turn off lights - empty individual or department refrigerators, if possible

• For extended outage: - diesel tanks filled (Facilities)

8. Bomb Threat • Person receiving threat asks screening questions and records/documents answers,

notify Security discreetly and confidentially • Security consults with individual and gets Administration involved immediately • Security consults with Crisis Management Team (in order) and determines

appropriate course of action: - evacuate (send home; notify for further action)

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- call authorities • Crisis intervention, if needed

9. Mental Breakdown/Severe Psychological Distress Person expresses suicidal ideation/gesture or threats of harm to self or others, extreme and continued disruptive behavior. • Call 911 • Notify Security • If student-related and situation “stable”, call Dean of Students • If employee-related and situation “stable”, call Director of Human Resources

10. Inclement Weather, i.e., high winds, heat, flood, snow • Security assesses situation • Monitor situation and facility (ongoing) • Security notifies Crisis Management Team • Crisis Management Team determines appropriate action, if any • Crisis Management Team determines notification system

11. Hostage • Call 911 • Notify Security • Security assesses situation • Isolate the community from the threat (if possible) • Security notifies Crisis Management Team • Keep students and employees inside and away from doors and windows • Move students and employees to a safe refuge, as needed • Crisis Management Team determines appropriate action, if any

o Prepares for press briefing and manages all other communications regarding situation

o Determines notification system

12. Suspicious Mail or Package • Notify Security • Security assesses situation • Security notifies Crisis Management Team • Crisis Management Team determines appropriate action, if any

o Refer to Bomb Threat section if device is found. • Crisis Management Team determines notification system

13. Civil Disturbance • Notify Security • Security assesses situation • Security notifies Crisis Management Team • Crisis Management Team determines appropriate action, if any • Crisis Management Team determines notification system

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