University of Illinois at Springfield Police Department

 

Emergency Response Plan
University of Illinois at Springfield


Disaster Reference Plan

 

Biological/Chemical Threats

Introduction  

The following plan characterizes areas of responsibility and outlines an administrative framework to respond to emergency situations. This plan is fashioned to facilitate rapid, professional and supportive response to campus emergencies and allows for the campus community to quickly adapt to events as they unfold.  It should be understood that individual units must develop emergency action plans for situations that may develop within their areas of responsibility. These plans and annual updates must be submitted to the University Police Department by September 30th each calendar year.

Definitions 

Chief

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University Police Chief

EOC

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Emergency Operations Center

IC 

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Incident Commander

 UISPD

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University Police Department

IRRT

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Incident Response & Recovery Team

SOP

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Standard Operating Procedure

Levels of Emergency Response

Level 1: Minor department or building incident - can be resolved by a responding service unit. (Examples: Physical Plant responds to a broken water pipe or short-term heating or electricity outage)

Level 2: Department or building incident - can be resolved with existing University resources or limited outside help. These incidents are usually one dimension events having a limited duration and little impact except those using the space/building in which the incident occurs. (Examples: Minor chemical or fuel oil spills; loss of building heat or electricity for several hours; minor fire confined to a room and not involving hazardous chemicals; etc.)

Level 3:  Primarily people, rather than infrastructure focused. Many student issues can become complex because of varied institutional and student support responses that must be coordinated. For these situations, written departmental plans must be in place and implemented. (Examples: Assaults; sexual assaults; building/office occupation; hate crimes; bomb threats; etc.)

Level 4: Major emergency impacting a sizable portion of the campus and/or outside community. Level 4 emergencies may be single or multi-hazard situations, and often require considerable coordination both within and outside the University. These emergencies include projected events on campus or in the general community that may develop into a major University crisis or a full disaster. (Examples: Heating plant failure; extended power outage; severe storms; major fire; contagious disease outbreak; domestic water contamination; etc.)

Level 5: Catastrophic emergency involving the entire campus and surrounding community. Immediate resolution of the disaster, generally multi-hazard, is beyond the emergency response capabilities of campus and local resources. (Examples: Earthquake or tornado requiring State and/or Federal assistance.)

Declaration of Emergency Situation

The Chancellor or any Command Staff Member, are authorized to declare a Level 4 or 5 emergency when s/he deems it necessary to place into immediate effect emergency procedures and/or to close all or part of the University. This individual may also activate the UIS Incident Response & Recovery Team (IRRT) as the situation dictates.

Emergency Response 

Emergencies or potential emergency conditions should be reported immediately to the UISPD @ 206-7777 (emergency #) or 206-6690. 

University Police Telecommunications will follow a Standard Operating Procedure (SOP).  These procedures will be reviewed and updated annually; they will be followed for nearly all emergency situations.

1.      Dispatch police officers and make appropriate fire and/or medical rescue calls.

2.      Notify the IC and/or Chief, one of whom will determine whether or not to initiate the emergency notification telephone call list or selectively notify individuals.

3.      If the emergency call list is initiated, the Chief will determine the appropriate level of response and to what extent the IRRT will become involved.

Some situations may require deviation, but in all situations full and complete communication with University officials is required.

Level 3 Response

The UISPD will notify the Chancellor (or designee), the VC Student Affairs (or designee),  and the Director of Public Relations to allow them to evaluate all facets and potential ramifications of a Level 3 situation and to provide input on what actions should be taken.

Level 4 or 5 Response

If a Level 4 or 5 emergency has occurred or is imminent, the UISPD shall notify and assemble the IRRT. In the absence of the Chief, the IC will assume IRRT leadership responsibilities until the Chancellor (or designee) arrives. Prior to the IRRT arrival on campus, the IC is authorized to make necessary operational and response decisions and to commit resources to mitigate and control the crisis. UISPD personnel are authorized to request immediate assistance from University Departments and personnel on an emergency basis, including asking staff to be reassigned from less critical assignments to assist officers.

Emergency Operations Center (EOC) 

Level 4 or 5 emergencies require the Chief or Incident Commander (IC) establish an Emergency Operations Center (EOC). Normally, the EOC will be the Police Department Building. The EOC can be established at other locations where necessary support facilities exist including easy access to:

·         Telephone and communication services

·         Radio access via a scanning radio for all campus and local municipal frequencies

·         Campus computer network connections

·         Large scale campus map

·         Designated FAX machine

UIS Incident Response & Recovery Team (IRRT) Functions 

·       Gather, confirm & evaluate incident information

·       Define and implement tactics/actions to resolve specific priority situations

·       Identify resource needs

·       Reassign/deploy individuals in support of critical needs

·       Liaise with Public Relations

Command Staff Members:

·         Chancellor

·         Provost / Vice Chancellor for Academic Affairs

·         Associate Chancellor for Constituent Relations

·         Chief or IC

·         Director of Facilities and Services

·         General Counsel 

·         Vice Chancellor for Student Affairs

·         Director of Public Relations    

Other university units and personnel may be asked to assist and support the IRRT as conditions dictate:

  General Staff Members:

·         Environmental Health and Safety Officer

·         Head Nurse, Health Services

·         Director of Housing and Residential Life

·         Academic Deans & Directors

·         Athletics

·         University Food Service

·         Computing & Information Technology

·         Counseling Services

·         Others

In emergency situations that involve the city of Springfield or other surrounding municipalities, the UISPD is responsible for activities of the IRRT that must be coordinated with local emergency preparedness officials.

University Staff Responsibilities 

The following University offices/individuals are to assume various roles and provide support as needed in an effort to provide an effective, coordinated response. 

Academic Deans & Chairs

Identify and resolve instructional and research issues. Coordinate necessary faculty resources.

Recreation and Athletics

Coordinate use of the Gym Complex or other designated spaces as staging areas, open bay temporary shelter, and/or a temporary morgue.

HR EAP & Counseling Center

Assist employees and students in coping with trauma.

Health Services

Provide back-up medical support. Assist in providing services to those with minor injuries and provide trauma support. Assist onsite medical triage if requested.

Printing/Duplicating and Mail Room

Provide courier services for Response and Management Team. Post signs and notices. Provide printed material as directed.

Physical Plant

Mitigate utility, facility and grounds damages, restoring to functional levels. Assist Police create safety perimeter(s) at the emergency site(s).

Arrange for fit-up of temporary quarters for displaced units. Coordinate structural evaluations and repair estimates

UISPD

 

Evacuation, law enforcement, crowd control, site security, and mobile communications. Liaise with on-site fire and medical command personnel.

Purchasing

Obtain emergency goods and services including coordination of pick-up & delivery to emergency site.

Residential Life

Coordinate housing operations including any temporary shelters.

Telecommunications

Coordinate temporary telephone, fax, and computer hookups. Arrange phone bank for necessary student call-outs to family. Activate “800” number if necessary.

University Relations

University spokesperson and media coordination.     – Internal & External -

University Food Service

Coordinate dining services for dislocated students, personnel, and emergency workers.

University I-Card

Create new identification/access credentials as requested.

University Safety Officer

Assist in any biohazard incidents. Link with State Environmental Authorities as necessary.

University Risk Management

Assist in identifying scope of loss and coordinate / liaise on insurance issues.

Office of Campus Web Services

Oversee the primary UIS Website. Post critical information and announcements on the Campus Homepage.

Provost’s Office

Ensure staffing of the Campus Switchboard.

In some circumstances, it may be necessary to request faculty or staff to assume temporary roles outside the normal scope of their duties, taking into consideration their ability to carry out those temporary roles. Any department (i.e. Financial Aid, Admissions, etc.) not having a specific role for their personnel will automatically become part of a “pool” of reserve personnel to assist as assigned by the IRRT.

Termination of Emergency of Emergency Situation  

In most cases this responsibility lies solely with the Chancellor. In the absence of the Chancellor any Command Staff Member may officially declare an end to the state of emergency after counsel and advice with the IRRT.

Effective Dates:

Approved Cabinet – 07/08

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