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Office of Internal Audits
(828)262-2281
watersre@appstate.edu

Administrative

Emergency Response Plan

Date of last review January 2005

GENERAL

1.	This plan presents a proactive response designed to protect students, staff and faculty, as well as the community and our environment in case of a major emergency or disaster. It facilitates compliance with certain regulartory requirements of Federal, State and Local agencies and enhances the University's ability to quickly return to normal operations following an emergency or disaster.
2.	The plan will not, nor can it be expected to, address every possible emergency situation that could face Appalachian. Therefore, each unit of the University must become familiar with this plan, particulary the notification process, to ensure an adequate response to any and all possible emergencies.
3.	This plan outlines and assigns responsibilities for coping with emergencies affecting the safety and well being of people and/or facilities on campus. The plan is a guide for managing an unusual occurrence on campus. "Unusual occurrences" connote situations, generally of an emergency nature that may result from a single violent act, a terrorist incident, civil disturbances and disasters both natural and technology-based. Civil disturbances include riots, disorders and violence arising from dissident gatherings and marches. Disasters include flood, hurricanes, earthquakes, explosions, tornados, major fires, chemical spills and any event that has the potential for mass casualties.

POLICY

1.	The priorities for emergency response are life safety, property protection and preservation of academic programs.
2.	Each department is responsible for educating and training employees on the plan and for developing their own supplement to the plan. Department plans should address at a minimum:
	1.	Evacuation
	2.	Sheltering in place
	3.	Actions to be taken to ensure operational continuity of key systems and services
3.	This plan will be reviewed, updated and exercised annually by the University Police Department and the Disaster Response Planning Committee, under the direction of the Vice Chancellor for Business Affairs.

NOTIFICATION

1.	In the event of ANY emergency or disaster, immediate notification to the University Police Department (262-8000) is essential to ensure the timely response of emergency personnel. The University Police Department will notify the Office of Public Affairs of all emergencies or disasters.
2.	The Chief of the University Police Department will ensure that the appropriate persons listed on the Emergency Notification Roster are contacted when an emergency affects their department. (See Tab - 1 for roster of key personnel.)

TERRORIST THREAT LEVEL ADVISORY SYSTEM ( See Annex A )

This is the system that the Department of Homeland Security uses to decide on the terrorist threat level for the nation. The measures listed in Annex A are recommended actions for departments to follow at Appalachian State University. Should a specific threat targeting the university or our surrounding area be identified, the University Police will notify the Vice Chancellor for Business Affairs and provide recommendations for stricter security measures. The University Police will advise departments of additional security measures to be implemented via e-mail once they have been approved.

ORGANIZATION

When an emergency affecting the University reaches proportions that cannot be handled by routine measures, the following groups will be called into service to direct, control and support the emergency operations of the University.

1.	The Operations Group is responsible for assessing the emergency and organizing personnel, equipment and supplies to respond immediately to the problem. Led by the University Chief of Police, this group will also be responsible for staffing the Emergency Operations Center once it has been activated. ( See Tab - 2 for a list of departments that make up the Operations Group )
2.	The Executive Group is responsible for planning and prioritizing the long-term recovery of the University following a disaster or major emergency. This group is headed by the Vice Chancellor for Business Affairs and reports directly to the Chancellor. ( See Tab - 3 for a list of the departments that make up the Executive Group )
3.	The Vice Chancellor for Business Affairs will make the decision whether or not the Operations Group should be activated. He/she will notify the Chancellor and activate the Executive Group when required.
4.	When the Vice Chancellor for Business Affairs decides not to activate the Operations Group, the parties affected will respond to the emergency using existing policies and procedures.

CONCEPT OF OPERATIONS

1.	The likelihood that a disaster or emergency situation may occur on a holiday, weekend or after normal University office hours when staffing levels are minimal is very high. Since the University Police Department is staffed 24 hours per day, the Shift Supervisor or Officer in charge at the time of an emergency is responsible for initiating this plan. He/she will direct all available University resources to provide priority protection for life safety and preservation of property until relieved by a higher authority. Initial control of the emergency and all available resources belong under the University Police Department. Command and control will be transferred to the Vice Chancellor for Business Affairs upon the activation of the Operations Group.
2.	The responding Police Officer will perform the initial assessment in conjuction with the other responding agencies to determine the nature of the incident and whether additional resources are needed.
3.	The Shift Supervisor of the Officer in charge will notify the Chief or Police of all events requiring additional resources. The Chief will notify the Vice Chancellor for Business Affairs who will make the decision whether to activate the Operations Group.
4.	When notified, members of the Operations Group will immediately report to the Emergency Operations Center (EOC) located in the University Police Building.
5.	Departments involved in the emergency will be required to keep documentation of all expenditures, nature of expenditures, as well as financial cost and will be required to submit a report at the end of the disaster to the Emergency Operations Center (EOC).

EMERGENCY OPERATIONS CENTER (EOC)

The EOC serves as the central management center for the Operations Group. The primary EOC location is the University Police Department Conference Room and the alternate location is the Business Affairs Conference Room.

Once an emergency has been declared and the EOC is opened, it will be staffed on a 24-hour basis by key members of the Operations Group, as directed by the Vice Chancellor for Business Affairs. Based on the type of emergency and at the direction of the Chancellor, the divisions of Student Development and Academic Affairs may also be required to provide staff for EOC.

The EOC staff will be organized to ensure the following management activities or actions are performed:

-	Commander - the person in charge who is responsible for setting objectives and priorities and has overall responsibility of the incident.
-	Operations section - conducts operations to carry out the plan, develops tactical objectives, organizes and directs all resources.
-	Planning section - develops the action plan to accomplish the objectives, collects and evaluates information and maintains resource status.
-	Logistics section - provides support to meet the incident needs, provides resources and all other services needed to support the action plan.
-	Finance/Administration - monitors costs related to the incident, provides accounting, procurement, time recording and cost analyses.

All departments requiring outside resources must submit their departmental needs to the EOC. The EOC will coordinate with Emergency Management to obtain the needed resources.

The Office of Public Affairs may operate a Media Center during the emergency at a location to be determined.

PRIORITY OBJECTIVES

The Operations Group will concentrate their efforts on Priority I objectives until these objectives are substantially met. Priority II and III objectives will be addressed as resources become available.

PRIORITY I

1.	Life Safety and Evacuation - evaluate the need to evacuate people from hazardous or high risk areas to safe zones.
2.	Medical Aid - evaluate medical services available and advise rescue forces regarding location of treatment facilities for injured.
3.	Fire Suppression - evaluate fires or fire hazards and use resources to control and evacuate.
4.	Search and Rescue - appoint search and rescue teams and intiate rescue operations as required.
5.	Communication Network - establish a communication network using available staff, materials and equipment.
6.	Utilities Survey - evaluate condition of utilities (gas, electric, steam, water, sewer) and shutdown or restore as needed.
7.	Hazardous Substance Control - survey critical areas (i.e., biological and chemical) and secure or clean up as needed.

PRIORITY II

1.	Food and Drinking Water - identify supplies on hand and establish a distribution system for food and water.
2.	Shelter - identify usable structures to house resident students and/or community victims.
3.	Facility - evaluate facilities (i.e., buildings, classrooms) for occupancy or use. Identify and seal off condemned areas.
4.	Information - establish a communications system with the campus community and advise everyone regarding availability of services.
5.	Animal Control - provide controls and containment for all experimental animals on campus.
6.	Criminal Activity Control - establish a police/security system to protect property and control criminal activity.
7.	Psychological Assistance - establish a system to assist persons in coping with the crisis.
8.	Transportation - organize transportation for relocation to shelter.

PRIORITY III

1.	Valuable Materials Survey - identify and secure valuable materials (i.e.,art work, historical books) on campus.
2.	Records Survey - identify and secure all Appalachian State University records.
3.	Academic Survey - determine requirements to continue academic operations.
4.	Supplies and Equipment - develop a system to renew flow of supplies and equipment

RECOVERY AND PLANNING

As operations progress from Priority I through Priority III, the administrative control of the crisis/emergency situation will move from the EOC back to the normal University organizational structure. The Vice Chancellor for Business Affairs will determine when to deactivate the EOC.

RESPONSIBILITY AND CONTROL

1.	Vice Chancellor for Business Affairs:
	-	Notify and keep the Chancellor updated on the Disaster.
	-	Declare a campus emergency and determine the operational status of the University when required.
	-	Approve activation of the Operations Group and the Emergency Operations Center.
	-	Notify and activate the Executive Group when required.
	-	Authorize deviations of procedures for implementing the Emergency Response Plan.
	-	Determine when to deactivate the EOC.

2.	University Police Department:
	-	Set up the Emergency Operations Center.
	-	Be the custodian of the Basic Plan, to be reviewed every summer by all involved areas.
	-	Secure the emergency/disaster area and conduct emergency actions to minimize danger to persons and/or property
	-	Notify city and/or county emergency response agencies(i.e., Boone Police Department, Fire Department) apprising them of the situation and requesting their assistance.
	-	Notify appropriate University officials, apprising them of the situation and requesting appropriate assistance.
	-	Direct and coordinate University resources to respond to the emergency until relieved by higher authority.
	-	Coordinate with EMS to receive on-scene information on injured persons and their destinations.

3.	Physical Plant:
	-	Assist in intial emergency fire suppression, evacuation and rescue efforts as needed.
	-	Conduct damage assessments.
	-	Direct crews to clear debris, make temporary repairs, secure utilities and restore services.
	-	Determine safety of buildings and recommend building/facility closure.
	-	Assess damage to water and sewer systems to determine possible contamination.
	-	Coordinate transportation.
	-	Coordinate clean-up operations.
	-	Handle all money recovery efforts for the University.

4.	Student Development:
	-	Determine the number of students who will require emergency shelter and coordinate their relocation to suitable emergency shelters located on and off campus.
	-	Coordinate and manage emergency shelter operations.
	-	Provide a current listing of resident students by location to the Emergency Operations Center.
	-	Coordinate and establish a 24-hour hot line to respond to inquiries from parents and relatives.
	-	Organize student volunteers (as a last resort) for operational use during the emergency.
	-	Notify parents and relatives of serious injury.

5.	Office of Public Affairs:
	-	Immediately set up a on-site information area to answer inquiries.
	-	Establish a Media Center, when appropriate, at a location to be determined by the Public Affairs Office.
	-	Identify and brief appropriate spokesperson.
	-	Develop and issue appropriate communications.
	-	Provide "script" to the appropriate agency for the 24-hour hotline.
	-	Plan and execute news briefings for media, as needed.
	-	Provide information to the print and electronic media.
	-	Develop and issue internal communications relating to the emergency.
	-	Update University Internet Home Page.

6.	Purchasing:
	-	Handle emergency purchases and coordinate the distribution of supplies.
	-	Determine what non-campus equipment and personnel will be required and arrange for contract services.
	-	Initiate a record keeping system for all expenditures.

7.	Human Resource Services:
	-	Determine status of campus work force and establish a procedure for shift assignments for all campus staff to include staff working 24 hours straight.
	-	Coordinate and organize a "personnel pool" of available volunteers.
8.	Counseling Center:
	-	Coordinate psychological services for students affected by the crisis, both during and following the event. The Hubbard Center will coordinate psychological services for faculty and staff.
9.	Campus Ministry:
	-	Coordinate spiritual and pastoral counseling services as needed during and following a crisis.
10.	Health Services:
	-	Handle injured or deceased persons until they can be evacuated to an appropriate medical facility.
	-	Direct medical response for injured persons.
	-	Notify Housing Office when 3 or more students are seen as a result of an emergency or a disaster.
	-	Assist in gathering information on injured students.
11.	Food Services:
	-	Coordinate and handle emergency feeding for students, staff, faculty and volunteer workers.
	-	Coordinate emergency replacement of I.D.'s.
12.	Military Science Department:
	-	Provide a uniformed military presence at any location needed on campus.
	-	Provide additional staffing for the Emergency Operations Center.
	-	Provide additional staffing for the Emergency Student Shelter.
	-	Provide military liaison for the University in case the North Carolina National Guard is called up to help during the disaster.
13.	Safety & Workers' Compensation Office:
	-	Provide technical support and monitor emergency response activities to assure campus personnel, public health and safety are maintained.
	-	Coordinate health and safety functions throughout emergency incidents.
	-	Act as liaison with outside emergency response groups and personnel during emergency incidents. Adivse members of the Operations Group of activities taken by outside emergency response groups and personnel to correct imminent hazards and provide safe and healthy campus locations.
	-	Assist members of the Operations Group with assessments and inspections of campus emergency situations. Provide regular assessment and inspection reports to the Operations Group as to the status of campus activities, personnel eqiupment and resources..
	-	Advise members of the Operations Group of activities that may need to be altered, suspended or terminated if judged to be unsafe based on campus assessments and inspections. These include activities of situations judged to be Immediately Dangerous to Life of Health (IDLH), imminent hazards or other unsafe campus situations.
	-	Report campus injury, illness and other statistical information to appropriate state agency officials as required.
14.	Housing & Residence Life:
	-	Determine the number of students who will require emergency shelter and coordinate their relocation to suitable emergency shelters located on and off campus.
	-	Provide a current listing of resident students by location to the Emergency Operations Center.
	-	Organize student volunteers (as a last resort) for operational use during the emergency.
15.	Academic Affairs:
	-	Determine whether classes are to be held or canceled.
	-	Coordinate where classes are to be relocated.
16.	Parking & Traffic Department:
	-	Coordinate transportation using on-campus and off-campus resources.
	-	Relocate vehicles from disaster area to safe site.
17.	Boone Fire Department:
	-	Coordinate and handle emergency fire suppression, evacuation and rescue efforts.
	-	Coordinate and handle hazardous material incidents that threaten life, property or the environment.
	-	Perform initial damage assessments of the emergency and notify appropriate University officials.
	-	Maintain list of additional emergency response agencies for activation request.
18.	Boone Police Department:
	-	Provide backup support for traffic control and crowd control when requested.
	-	Commit Special Operations Response Team (SORT) in support of University emergencies when requested.
19.	Watauga Medics and/or Watauga Rescue
	-	Develop a triage of patients.
	-	Coordinate the transportation of patients.
	-	Notify Watauga Medical Center and other area hospitals.
	-	Log all patients and destinations and give the information to the University Police Department.
20.	Watauga County Emergency Management
	-	To be contacted when the emergency is out of the University's span of control.
	-	Provide a current list and inventory of available resources identifying personnel and agencies to support the emergency operations.
	-	Provide liaison with utility companies and the N.C. Department of Transportation to arrange for backup water, power, telephone service and clearing of roads, in support of emergency operations and for coordination of information with the utilities and the N.C. Department of Transportation.
	-	Provide for adequate coordination of recovery operations among University, private, state or federal agencies and organizations.
	-	Coordinate with the Red Cross to designate and activate reception and shelter areas if needed.

REFERENCES:

This plan is based upon concepts established in the following reference material:

1.	" Emergency Management Guide for Business & Industry ", published in partnership by the American Red Cross and the Federal Emergency Mangagement Agency.
2.	" Handling Natural Disasters on Campus ", published by the International Association of Campus Law Enforecement Administrators, 1993.
3.	" Emergency Response Manual ", published by The Public Safety Press, 1995.
4.	" Emergency Response Plan ", (Lakeside Campuses) Loyola University, Chicago, June 1996

ANNEXES:

Terrorist Threat Level Advisory System

ANNEX A � Terrorist Threat Level Advisory System

The measures listed below are recommended actions for departments to follow. Should a specific threat targeting the university or our surrounding area be identified, the University Police will notify the Vice Chancellor for Business Affairs and provide recommendations for stricter security measures. Departments will be notified via e-mail of any additional security measures to be implemented once they have been approved.

Level # 1, Green, low condition (low risk of terrorist attack)

• Normal operations remain in effect.

• Routine security measures remain in effect.

Level # 2, Blue, guarded condition (general risk of terrorist attack)

• Departments should assess their vulnerabilities on a regular basis.

• Initiate proper responses to changed or new vulnerabilities identified.

• Conduct staff refresher training on internal security measures.

Level # 3, Yellow, elevated condition (significant risk of terrorist attack)

• Raise the security awareness level of your staff.

• Review & update your emergency response plans.

• Coordinate changes to your plans with supporting activities and agencies.

• Test internal and external communications procedures.

• Consider increasing security measures at special events and at key facilities.

Level # 4, Orange, high condition (high risk of terrorist attack)

• Heighten security awareness levels of your staff.

• Enhance mail & package screening procedures.

• Take additional precautions at special events and key facilities.

• Increase security patrols and checks of key facilities.

Level # 5, Red, severe condition (severe risk of terrorist attack)

• Call an initial meeting of Operations Group members.

• Consider implementing parking restrictions, especially near key buildings.

• Consider closing or restricting access to key facilities.

• Consider canceling non-essential activities.

Emergency Information Handbook

TABS:

Emergency Contact List - Not Published (Personal Information)

Operations Group

Academic Computing Services 262-6272
AppalCart 264-2278
Athletics 262-4010
Broyhill Inn 262-2204
Centrex 262-2078
Convocation Center 262-7890
Food Services 3061
Housing and Residence Life 262-2160
Human Resource Services 262-3186
New River Light and Power 262-3671
Parking and Traffic 262-2878
Physical Plant 262-3190
Purchasing 262-4002
ROTC (Military Science) 262-2015
Town of Boone 262-4530
University Archivist 262-4040
University Police 262-2150

Executive Group

Vice Chancellor for Business Affairs
262-2030

Vice Chancellor for Student Development
262-2060

Vice Chancellor for Academic Affairs
262-2070

Associate Vice Chancellor for Office of Public Affairs
262-2346

University Attorney
262-2752

Off-Campus Emergency Contacts - Not Published (Personal Information)