KU: Public Safety Office

The University of Kansas Emergency Plan (Lawrence Campus) and its accompanying operational annexes and appendices have been developed under the authority of the Provost and Executive Vice Chancellor for the University of Kansas Lawrence Campus.

The policies and operational procedures developed under this plan are intended for use only on the Lawrence Campus of the University of Kansas and are not intended to replace, alter, or circumvent Federal, State or County Emergency Plans and their application in community wide emergency incidents.

Implementation of the plan places specific responsibilities and lines of authority on different individuals and organizations depending on the nature of the emergency incident. It is required that those individuals and organizations fully understand their roles under the plan and assist in the further development of comprehensive operating procedures.

This plan, like other similar plans, is intended to be used in the event of a disaster. This plan has also been written to be used where specific situations could result in major disruption of the University's mission. Planning the University's response to major incidents will produce an additional benefit by providing a format that may be used for the response to more routine matters not requiring activation of the plan itself. The plan imposes a responsibility on all individuals using University facilities to notify proper authorities in any situation (incident) which could result or has resulted in loss of life, personal injury, or exposure that may lead to eventual health complications for any individual and/or could result or has resulted in major loss of use or damage to University facilities, property or equipment.

Sections 3.0 through 6.0 of this plan will define the policies under which the plan will operate. Changes made in these sections will require prior approval of the Provost and Executive Vice Chancellor (herein after referred to as the Provost) for the Lawrence Campus. Changes made in the remaining sections of this plan may be made by the University Emergency Director subject to review by the Provost or his/her designee.

_________________________________ Date _________________

David Shulenburger

Provost and Executive Vice Chancellor

Lawrence Campus

University of Kansas

2.0 DEFINITIONS AND ACRONYMS

2.1 ADVISORY EMERGENCY SUPPORT GROUP (AESG)

Shall be individuals and those members of University organizations familiar with emergency procedures, emergency control policies, and the nature of facilities to respond to an incident and provide advice and aid to the Emergency Director.

2.2 ANNEX

Shall be an element of the plan that is devoted to one (1) component part of emergency operations and describes the University's specific approach in responding to an emergency incident.

2.3 APPENDIX

Shall be an element of the plan that provides general information or graphic representation of information for clarification of policies or annexes.

2.4 EMERGENCY DIRECTOR (ED)

Shall be the Director of the Public Safety Office, who is designated by the Provost to be in charge of an emergency incident operations and empowered to direct the response of University personnel and coordinate response with outside organizations and individuals

2.5 EMERGENCY INCIDENT

Shall be any event requiring rapid assistance and/or assessment because: 1) an injury (present or deferred) has occurred; 2) significant damage has occurred; and/or 3) there is a high potential for injury or significant damage to occur imminently.

2.6 EMERGENCY SUPPORT CENTER (ESC)

Shall be the room(s) in which the emergency kits, emergency survey instruments, decontamination supplies, and assessment instrumentation for radioactive source and hazardous material emergency incidents are located.

2.7 ENVIRONMENT, HEALTH AND SAFETY OFFICER (EHSO)

Shall be the individual so designated by the University, and shall be the person who provides information and advice for assessment of hazardous material incidents.

2.8 EVACUATION AREA

Shall be a designated area where access is limited solely to properly equipped emergency response personnel in performance of assigned tasks.

2.9 FIELD COMMAND POST (FCP OR CP)

Shall be a designated area where access is limited to emergency response field supervisors, who will direct the efforts of field personnel.

2.10 FIRST RESPONSE

Shall be the activities explicitly directed toward the immediate mitigation of the consequences of an emergency incident.

2.11 FIRST RESPONDER

Shall be any person whose duties include first response responsibilities, and who is expected to take active measures to mitigate an emergency incident without further direction or supervision.

2.12 INCIDENT SCENE COMMANDER (ISC)

Shall be the highest ranking officer of the organization having primary responsibility for an emergency incident, and will have operational authority to direct the efforts of all field supervisors and field personnel.

2.13 ORGANIZATION

Shall be any University or outside division, department, office or group that has specific responsibilities during an emergency incident.

2.14 PROCEDURES/STANDARD OPERATING PROCEDURES (SOPS)

Shall be the specific methods of response as developed in the annexes and appendices of this plan.

2 15 RADIATION SAFETY OFFICER (RSO)

Shall be the person so designated by the University, and shall be the person who provides information and advice for assessment of all radioactive source emergency incidents.

2.16 RECOVERY MANAGER

Shall be a person appointed by the Provost, as necessary, to direct the short and long term restoration of facilities and services after an emergency incident is no longer an immediate threat to life or property.

2.17 STAGING AREA

Shall be a designated area where access is limited to field personnel and will be used as a gathering point, briefing area, and equipment area.

3.0 PURPOSE

3.1 GOALS OF THE PLAN

This document has been developed to accomplish the following goals.

3.1.1 Provide Emergency Management

Provide a management plan, which addresses mitigation, preparedness, response, and recovery when dealing with emergency incidents. The emergency management plan must address actual procedures, transfer of information, and coordination of effort in major situations.

3.1.2 Protect Individuals

Protect the lives, safety and health of all individuals that are directly involved in an emergency incident or that could be indirectly affected by an emergency incident.

3.1.3 Protect Property

Protect and secure university facilities, property and/or equipment from loss as a result of an emergency incident.

3.1.4 Provide Restoration

Provide for the restoration of University facilities, functions, and services during an emergency incident in a timely manner, while meeting all required safety standards.

3.1.5 Provide Documentation

Provide documentation concerning an emergency incident for preparation of any required reports and any evaluation of procedures and/or associated safeguards.

3.1.6 Provide Information

Provide information concerning an emergency incident that is factual, complete, accurate and timely for use by all involved organizations for coordinating efforts, making decisions, limiting rumors, preparing press releases, and providing factual information to other parties with a vested interest in the situation.

3.2 SCOPE OF THE PLAN

This plan addresses the policies and procedures, which will govern the University's management of major natural or technological emergencies/disasters and major planned or unplanned events that may result in adverse public or student reactions affecting only the Campus and its operation.

3.3 CAMPUS DESCRIPTION

The University of Kansas, Lawrence Campus consists of the area designated as the Main Campus and the area designated as West Campus. In addition, other property or facilities owned, controlled or operated by the University of Kansas, Lawrence Campus may be subject to the provisions of this plan depending on its specific location and the specific type of emergency situation.

4.0 EMERGENCY MANAGEMENT

4.1 MANDATE

The University organizations and individuals given specific responsibilities in Section 6.0 will develop annexes and appendices, which will form the standard operating procedures for this document. Organizational heads and individuals have the responsibility of updating their specific annexes and appendices, and maintaining internal plans and resource data to ensure prompt and effective response in the event of an emergency incident.

4.2 PHASES

4.2.1 Mitigation

Mitigation activities are those designed to either prevent the occurrence of an emergency incident or long term activities to minimize the potentially adverse effects of an emergency incident.

4.2.2 Preparedness

Preparedness activities, programs, and systems are those that exist prior to an emergency incident and are used to support and enhance response to an emergency incident. Planning, training, and exercising are among the activities conducted under this phase.

4.2.3 Response

Response means activities and programs designed to address the immediate and short term effects of the onset of an emergency incident. Response operations are designed to reduce casualties and damage and to speed recovery. Response activities include direction and control, warning evacuation, and other similar operations.

4.2.4 Recovery

Recovery is the phase that involves restoring systems to normal status. Short term recovery actions are undertaken to assess damage and return vital systems to minimum operating standards; long term recovery actions may continue for years, but are intended to restore facilities and systems to full capacity.

4.3 LEVELS OF EMERGENCY RESPONSE

This plan has been developed to deal with emergency incidents which occur totally within the jurisdiction of the University and which do not endanger the outside community. Emergency incidents will be classified by the level of response that will be required. The actual classification will be made by the Emergency Director or his designee as information first becomes available on an incident. The level of response may change as more information becomes available or conditions change. Where information is lacking the worst case scenario will dictate the level of response.

4.3.1 Level I - Minor Emergency

Minor Emergency Incidents are any emergency incidents, potential or actual, which will not have a serious effect on the overall operation of the University, and will only require the organizational resources immediately available. This plan would NOT be in effect for minor emergencies

4.3.2 Level II - Major Emergency

Major Emergency Incidents are any emergency incidents, potential or actual, which affect an entire building or buildings, and/or which can effect the overall operation of the University, and will require organizational resources in addition to those immediately available.

4.3.3 Level III - Disaster

Disasters are emergency incidents which have seriously impaired or halted operations of the University, and/or involves mass casualties and/or severe damage, and may require organizational resources from outside the local community.

4.3.4 Level IV - Adverse Reaction

Adverse Reaction Incidents are any University situations which have the potential for major disruptive public or student reaction.

4.4 NOTIFICATION OF EMERGENCY INCIDENT

4.4.1 Initial

All initial notifications of an emergency incident will be made to University Public Safety using the 911 phone system or other means available.

4.4.2 Secondary

University Public Safety will notify on duty emergency response units and the Emergency Director or his designee of the emergency incident.

4.4.3 Continuing

University Public Safety will notify at least one (1) person from each organization required to respond due to the type of emergency incident, as indicated by the Emergency Director or his designee. The person contacted for each organization will be responsible for contacting other members of the organizations expected to respond. Each organization will maintain a list of primary contacts with University Public Safety, and will maintain an internal call tree system for other personnel that may be required in the event of an incident.

4.4.4 Other Contacts

Immediate notification of more than one (1) person within an organization and/or notification of persons solely for informational purposes will be made by University Public Safety at the discretion of the Emergency Director or his designee.This is not intended to preclude anyone from using available non-emergency communications systems for this purpose.

5.0 OPERATIONAL CONCEPTS

5.1 GENERAL

It is recognized that an emergency incident can occur at any time or place, and can be limited in scope or global and devastating in nature. For this reason, different classes of emergency incidents will be defined based on the level of response required for the specific situation. This plan will consider all relevant hazards and adverse situations identified on Campus to the extent possible based on existing resources and operational capabilities.

It is also recognized that emergency incidents may be the result of cataclysmic, accidental, criminal, spontaneous, intentional and/or unintentional activities.

This document has been developed as a guide for emergency operations involving a major incident, not for day to day actions. It is understood that individuals who have responsibilities within this plan must have the freedom to augment those actions that in their best judgement will neutralize and bring back to normalcy the situation using resources that are available within acceptable time frames.

5.2 UNIVERSITY ORGANIZATIONS AND INDIVIDUALS

Specific responsibilities will be developed for those University organizations and individuals that may need to respond to an emergency situation on Campus. Specific guidelines will be developed for operational interrelationships between these organizations and individuals. Specific standard operating procedures will be developed for the organizations and individuals that may be involved in an emergency incident.

5.3 OTHER UNIVERSITY POLICIES AND PROCEDURES

This document will augment, incorporate, and coordinate other University policies and procedures that have been developed to meet required federal/state regulations or have been developed internally to meet other safety standards.

5.4 OUTSIDE ORGANIZATIONS AND INDIVIDUALS

It is recognized that the University must rely on outside organizations and individuals to provide some emergency services, which are not provided internally. (Most notable: Lawrence/Douglas County Fire & Medical Services provides fire fighting, hazardous material response and emergency medical services.) This plan will consider the necessary interrelationships and standard operating procedures of these outside organizations and individuals.

5.5 OTHER EMERGENCY PLANS

This plan has been designed to operate concurrently with other local/state emergency operation plans. It is recognized that the University must cooperate with other governmental entities to establish and provide efficient emergency operations. As a state agency, the University must retain responsibility for policy decisions concerning emergency management on its Campus.

6.0 ORGANIZATIONAL AND INDIVIDUAL RESPONSIBILITY

6.1 EMERGENCY DIRECTOR

The Director of Public Safety for the Lawrence Campus is designated as the Emergency Director under this plan. The Emergency Director (or in his/her absence his/her designee) is empowered to direct the activities of University personnel and commit University equipment and facilities for the duration of a major Campus emergency. The Emergency Director or designee will classify the level of an incident, insure that appropriate notifications are made, and provide corrective and protective actions during the incident. The Emergency Director or designee will coordinate University response activities with outside organizations and individuals. The Emergency Director or designee will remain in charge of the incident as long as an actual emergency exists, or operational authority has been transferred to a Recovery Manager or until relieved of the responsibility by the Provost or Chancellor.

The Emergency Director or designee is also responsible for seeing that this plan is kept up to date and compatible with current regulations and the other plans that must interface with it.

6.2 RECOVERY MANAGER

The Provost may appoint a Recovery Manager to coordinate the University effort to restore facilities and services after a major emergency incident has been stabilized and is no longer considered an immediate threat to life or property. Selection of a Recovery Manager will be based on the type of expertise necessary to handle the remaining problems or hazards caused by the incident.

6.3 INCIDENT SCENE COMMANDER

The Incident Scene Commander will be the director of field operations at the site of a major emergency/disaster/adverse reaction incident. The Incident Scene Commander will be the senior person from the organization having primary responsibility in the following types of incidents, unless designated otherwise by the Emergency Director:

Severe Weather University Police

Earthquake University Police

Floods University Police

Fire Fire Department

Demonstrations/Events Student Success

Civil Disorder University Police

Hazardous Materials Fire Department

Power Failure University Police

Transportation Accidents University Police

Mass Health Incidents Watkins Health Center

The Emergency Director will determine the primary type of incident where multiple circumstances exist.

6.4 UNIVERSITY PUBLIC SAFETY OFFICE

University Public Safety Office will provide the initial contact point for Campus emergencies. Public Safety will be responsible for maintaining this emergency plan and coordinating training or information on general emergency response for University staff.

6.4.1 University Police Department

The University Police Department will provide the initial information on an incident to the Emergency Director for his assessment. University Police will be responsible for first response to an incident, initial notification of one (1) representative of affected University organizations, notification of necessary outside local organizations, control and evacuation of affected areas, casualty identification, and any other duties assigned by the Emergency Director.

6.4.2 Emergency Communications Department

The Emergency Communications Department will be responsible for maintaining notification information, specific emergency communications systems and the mobile command post. Emergency Communications will provide support personnel as requested by the Emergency Director and/or incident scene commander.

6.4 3 Security & Emergency Planning Department

The Security & Emergency Planning Department will assist with the continued development of the emergency plan and operational procedures with internal and external emergency response organizations and individuals. Security & Emergency Planning will provide support personnel and information as requested by the Emergency Director and/or Incident Scene Commander.

6.5 ENVIRONMENT, HEALTH AND SAFETY

The Environment, Health and Safety Office is responsible for assisting in the assessment of incidents believed to involve hazardous chemicals, infectious agents, and radioactive sources. The office will provide advice on evacuation and decontamination of individuals and facilities. Staff of this office will not enter an actual site when appropriate personal protective gear is not available and/or when proper training has not been provided to insure the immediate safety and long term health of the individual.

The Environment, Health and Safety Office is also responsible for maintaining information on hazardous materials present on Campus, providing emergency operation procedures required by this plan for handling hazardous material incidents, preparing the required reports or documents required in a hazardous materials incident and coordinating training for other University personnel in response to hazardous material incidents.

6.6 FACILITIES OPERATIONS/HOUSING MAINTENANCE/UNION MAINTENANCE/ATHLETIC DEPARTMENT MAINTENANCE

The various maintenance organizations will be responsible for providing information on the facilities and property under their control. These organizations will be responsible for coordinating their efforts with other internal or external organizations involving the manipulation of mechanical, gas, water, steam and electrical systems within an affected facility. These organizations will be involved in the eventual restoration of utility services and non-hazardous clean up of an affected facility. In many cases these organizations may be called upon to provide equipment and perform other related tasks by the Emergency Director or the Recovery Manager. The various maintenance organizations will also be responsible for developing emergency response procedures for this plan involving physical and utility support systems, and coordinating training for University staff on their operations and procedures.

6.7 VICE PROVOST - FACILITIES PLANNING AND MANAGEMENT

In addition to the immediate services, information, and temporary/permanent repairs for facilities provided by the various groups in this area, the Vice Provost for Facilities Planning and Management will determine the extent that a facility(ies) can support normal operations safely. If normal operations cannot be maintained, the Vice Provost will provide information on the extent to which the facility can support any operations and an approximate time period that the facility(ies) can be restored to full operation.

6.7.1 Facilities Operations

See Section 6.6

6.7.2 Design and Construction Management

Design and Construction Management will be responsible for providing information on Campus structures and assessing structural damage/soundness of affected facilities. Staff from this organization may be called upon to act as recovery manager for major restoration projects.

6.8 DIVISION OF STUDENT SUPPORT

The Division of Student Support's responsibility is best addressed within the individual departments of that division. The division will be responsible for developing procedures in the listed areas to be included in this plan. The Vice Provost for the Division of Student Suipport has appointed a coordinator for emergency planning and operations, who facilitates the Division's response to Campus emergencies.

6.8.1 Department of Student Housing

Student Housing will be responsible for maintaining records on occupants or displaced occupants, assisting in evacuations from Housing facilities, providing temporary shelter and meals for displaced students, and assisting with the maintenance of a registration system for displaced students. (See Housing Maintenance Section 6.6 also)

6.8.2 Kansas and Burge Unions

The Unions will be responsible for assisting in evacuation of Union facilities, assisting with temporary shelter and meals for displaced students, and assisting with the maintenance of a registration system for displaced students. (See Union Maintenance Section 6.6 also)

6.8.3 Student Health Services

Student Health Services will be responsible for developing procedures that will provide medical service efforts on Campus and for coordinating procedures with other external providers.

6.8.4 Counseling and Psychological Services

Counseling and Psychological Services will be responsible for the implementation of a response to the emotional reactions and other mental health needs of parties involved in the emergency situation. This could include but is not limited to providing assessment and referral for ongoing treatment, short term grief counseling, debriefing for students, staff and emergency workers, and consultation to service providers and university administrators.

6.8.5 Department of Student Life

Student Life will be responsible for handling inquiries or communications with families on individual students, providing rumor control, dealing with any special accommodations involving foreign students/families and handicapped students, and coordinating volunteer assistance in temporary shelter, meals, clothing, and other accommodations. Student Life will also be instrumental in coordinating efforts for major planned or unplanned events.

6.9 DIVISION OF INFORMATION SERVICES

6.9.1 Networking and Telecommunications Department.

The Telecommunications Department will be responsible for maintaining the communication line system on Campus, and/or providing temporary emergency service as necessary. The department will be responsible for developing procedures and priorities in re-establishing service.

6.9.2 Computing Services

Computing Services will be responsible for reestablishing information systems as required by the specific circumstances, and possibly providing temporary emergency operations as necessary. Computing Services will be responsible for developing procedures and priorities in reestablishing operations in coordination with users and the Telecommunications Department.

6.10 SENIOR VICE PROVOST - ACADEMIC AFFAIRS

The Senior Vice Provost for Academic Affairs is responsible for coordinating responses and/or providing procedures that will minimize an incident's effect on the educational mission of the University; and is responsible for decisions concerning the cancellation, rescheduling or relocation of classes, tests and other academic programs interrupted by an incident.

6.10.1 Department of Academic Services

Academic Services will be responsible for emergency information on students and building occupants or users (based on class schedules and/or reservations). This division will develop a displaced student registration system that can reconcile occupant information and known survival/whereabouts information for internal and external inquiries.

6.11 VICE PROVOST - ADMINISTRATION AND FINANCE

6.11.1 Environment, Health and Safety

See Section 6.5

6.11.2 Department of Human Resources

The Department of Human Resources will be responsible for maintaining emergency information on employees, handling inquiries about specific employees and coordinating efforts to keep employees informed on an incident's effect on their job responsibilities.

6.11.3 Purchasing Office

The Purchasing Office will be responsible for coordinating and processing emergency purchases of equipment and supplies necessary for proper handling of a specific emergency incident.

6.12 EXECUTIVE VICE CHANCELLOR - UNIVERSITY RELATIONS

In addition to the immediate services provided by groups within this area, the Executive Vice Chancellor will coordinate the compiling and dissemination of information that may be required over an extended period of time on the effects of and the recovery from a major situation.

6.12.1 Office of University Relations

The Office of University Relations is responsible for coordinating information for the preparation of news releases by their own office, the Emergency Director, the University administration and the Recovery Manager (if so named) concerning an incident. This organization will assist in developing procedures concerning the release of information in major incidents.

6.13 DEPARTMENT OF INTERCOLLEGIATE ATHLETICS

The Athletic Department will be responsible for providing information on the facilities and property under their control, coordinating efforts involving the use of facilities and property under their control, and coordinating efforts on events directly or indirectly involved with athletic activities under their control. The Athletic Department may also be called upon to open facilities for displaced students, to provide mass transportation, and to provide maintenance assistance or equipment for situations occurring else where on Campus.

6.14 OTHER UNIVERSITY ORGANIZATIONS AND INDIVIDUALS

Other University organizations and individuals may be called upon at any time during an emergency incident because they have special knowledge or skills that have direct bearing on the situation. Organizations and individuals, so contacted, will cooperate fully with University authorities.

Public Safety Office

Police Services Division

Civilian Services Division

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