SSU Emergency Plan

The Sonoma State University Emergency Plan is
reviewed and updated annually.

Prepared By

Tyson Hill
Manager of Administrative Services, Police and Parking Services

Reviewed By

Chief Nate Johnson, Ed. D.
Police and Parking Services

1.0 Executive Summary

Sonoma State University, Emergency Preparedness, Police and Parking Services

The Emergency Response Plan has been prepared at the direction of the Board of Trustees, the Chancellor of the California State University, and the President of Sonoma State University. This plan is mandated by the Board of Trustees of the CSU, Executive Order 1013, section 3220 of the California Code of regulation, California Government Code 8607 and Governor Executive Directive S-2-05.

The Sonoma State University Emergency Response Plan provides a framework for response to extraordinary emergency situations that could impact normal University operations. The plan describes the emergency response system that directs the immediate response to and recovery from a significant campus event or regional event that impacts the University. The primary goal of the plan is to provide a coordinated response that protects life, property, and the environment.

The plan establishes the following:

  • The emergency management organizational structure
  • Operational concepts associated with the management of emergencies
  • A foundation for orienting employees and students to the basics of emergency preparedness and response

At a minimum, an emergency could involve response activities from Police, Rancho Adobe Fire District, Facilities Services, Environmental Health and Safety, and Medical services. This plan outlines responses from organizational units including a Policy Council, an Academic Recovery Council, Operations, Planning and Intelligence, Finance and Administration and Logistics Sections. The units assigned to the Emergency Operation Center will implement decisions of the Policy Council to coordinate field response activities.

The plan is designed to facilitate communication and decision making during emergencies in a manner that complies with Standardized Emergency Management System (SEMS) requirements of 8607 of the California Government Code and the National Incident Management System (NIMS) and the Incident Command System (ICS) requirements of the Homeland Security Presidential Directive HSPD-5. The use of SEMS, NIMS and the ICS system will facilitate coordination of information and resources among agencies, including the County of Sonoma Department of Emergency Services and the Governor’s Office of Emergency Services.

Campus Resources

Police and Parking Services
9-1-1 (Emergency) and (707) 664-4444 (Business)
Alarm, Safety and Security Systems, Emergency Preparedness Program and Training, Emergency Operations Center Information, First Aid/CPR Training, Workplace Violence
Public Information Office (707) 664-2122
Counseling Center (707) 664-2153
Post Traumatic Stress
Disabled Student Services (707) 664-2677
Accommodations Needed After Emergency Event
Environmental Health and Safety (707) 664-2932
Hazardous Materials or Conditions, Radiation Safety and Workplace Safety Training
Student Health Center (707) 664-2921
First Aid/CPR Training, Health Education and Immunizations, Emergency Medical Support
Radio and Television Stations
  • KZST Radio 101.1 FM
  • KSRO Radio, 1350 AM
  • KFTY Television, TV 50
Emergency Information and Situation Updates
SSU Information Number 888-533-5388

2.0 Planning Basis and Statement of Purpose

Authority

The Emergency Plan has been prepared at the direction of the Board of Trustees, the Chancellor of the California State University, and the President of Sonoma State University.  This plan is mandated by the Board of Trustees of the CSU, Executive Order 1013, and The Emergency Services Act, Chapter 7, of Division 1, of Title 2, of the Government Code. 

Statement of Purpose

The Emergency Plan provides a legal and conceptual framework for Sonoma State University’s preparedness and response to disasters. The Plan is designed to comply with the California Standardized Emergency Management System (SEMS) and the National Incident Management System (NIMS). It is activated whenever a natural or induced emergency that affects the campus reaches proportions where such a situation cannot be controlled by routine measures. The Plan serves as a guide for responding to major emergencies and disasters, with the goal of protecting lives and property through the effective use of available personnel and resources during emergency operations.

This Plan is designed to accomplish the following objectives

  • To protect the lives and property of SSU and its community
  • To provide contingency plans for major emergencies or disasters that may affect the University
  • To provide a basis for the conduct and coordination of emergency operations and the management of critical resources during emergencies
  • To establish a mutual understanding of the authority, responsibilities, functions, and operations of the University management team during emergencies
  • To preserve the orderly continuity of University functions through campus-wide cooperation
  • To identify the role and responsibility of the University in coordinating emergency operations with outside agencies
  • To expedite recovery operations

The Plan will be periodically updated, republished and redistributed. The Plan may be modified as a result of post-incident analyses, critiques, or as changes occur in responsibilities, procedures, laws or regulations pertaining to emergency management and operations.

Disaster Plan Activation

This plan shall be activated under the following circumstances

Civic Authorities
When civic authorities proclaim a State of Emergency that affects the University, the Plan Executive will activate the Emergency Plan.
Plan Executive
The University President, or his/her designee, may deem it necessary to declare a local emergency for the purpose of safeguarding the lives and property of the University community or to maintain the orderly conduct of University business.

Planning Factors

General Requirements

The University administration is responsible for safeguarding the lives of its faculty, staff, students and other members of the University community.

Related Laws and Statutes

  1. Section 3220, California Code of Regulations, requires a written emergency action plan that covers those designated actions that employers and employees must take to assure personal safety from fire and other emergencies. Further, this code requires that the employer review with each employee those parts of the plan that the employee must know to protect the employee in the event of an emergency. The written plan shall be kept at the workplace and made available for employee review.
  2. Section 8607, California Government Code, requires use of the Standardized Emergency Management System to coordinate disaster operations.
  3. Section 66210, California Education Code, requires each campus of the University of California and the California State University to establish an emergency evacuation plan for student housing. CSU Executive Order 921 (supersedes Executive Order 696) requires the President to implement and maintain an emergency management system program. Homeland Security Presidential Directive (HSPD)–5, Management of Domestic Incidents, which directs the Secretary of Homeland Security to develop and administer a National Incident Management System (NIMS).
  4. CSU Executive Order 1013 (supersedes Executive Order 921) requires the President to implement and maintain an emergency management system program.
  5. Homeland Security Presidential Directive (HSPD)–5, Management of Domestic Incidents, which directs the Secretary of Homeland Security to develop and administer a National Incident Management System (NIMS).

3.0 Definitions

There are a number of situations that may occur that result in disaster or the disruption of the normal operations of the University. The following defines the scope of what is an emergency and what constitutes a disaster.

Emergency

Any incident, potential or actual, that will not seriously affect the overall functional capacity of the University community. Operational management of minor emergencies rests with the University’s Chief of Police. Minor emergencies, such as controlled fires, medical cases, and other isolated cases are to be reported immediately to Police Services at extension 9-1-1.

Major Emergency

Any incident, potential or actual, that seriously disrupts the overall operation of the University. A major emergency may require activation of the Emergency Plan. Extensive use of SSU resources for support services as well as outside emergency services may also be required. Major policy considerations and decisions may be required from the Plan Executive with advice from the Policy Council. Major emergencies are to be reported to Police Services at extension 9-1-1.

A major emergency at Sonoma State University may be declared when:

  • The Plan Executive determines that an incident has seriously impaired or halted operations of the University
  • The Sonoma County Director of Emergency Services determines a local emergency when the safety of persons and property within the County of Sonoma is threatened
  • The Governor determines a State of Emergency threatens the safety of persons and property within the state, when the governor finds that local authority is inadequate to cope with an emergency, or when the Governor is requested to declare such an emergency by local authorities
  • A state of war is proclaimed, or if a state of war exists

Disaster

A disaster is any event or incident that has taken place and has seriously impaired or halted the operations of the University. In some cases, significant casualties and severe property damage may be sustained. The Emergency Operations Center (EOC) will be activated, and prudent use of all University resources is required during response and recovery operations. Field response will utilize the Incident Command System (ICS). Functions, principles and components of the ICS will be applied to organize and respond to the emergency or disaster. The standard organizational model is based on an approach called the Incident Command System that was developed by fire departments to establish a common language when requesting assistance from outside agencies. Available outside emergency services may be essential. The Emergency Operations Center staff will control field operations based on major policy decisions made by the Policy Council.

Types of Major Emergencies and Disasters

Potential disastrous situations addressed in this plan, together with supporting information and contingency plans, may include one or more of the following emergency conditions:

  • Earthquake
  • Epidemic
  • Explosion or Aircraft Crash
  • Fire
  • Flood
  • Hazardous Materials Spill
  • Riot or Terrorist Activity
  • Severe Drought
  • Significant Power Outage

4.0 Emergency Management

Emergency Management is defined as making the best possible use of available resources to cope with extreme conditions that endanger lives and property. Resources include personnel, materials, sites or facilities, and plans — intended methods and modes of action.

Concept of Operations

This Emergency Plan outlines the functions, duties and responsibilities necessary for the effective response to emergency situations. The Plan is primarily an administrative guide for rapid communication and decision-making. The Plan, following the Incident Command System (ICS) structure, is designed to establish the following:

  • Clear lines of authority and channels of communication
  • A simplified functional structure
  • The incorporation of all available personnel and resources
  • Continuous leadership at the administrative level

The University operates under the guidance of the President through the functional units (Academic Affairs, Administration and Finance, Development, Enrollment and Student Services, Student Affairs, University Affairs), each of which is directed by a Vice President. During a disaster or major emergency, normal University operations cease to function. In this case, the emergency structure of this plan is implemented. When the Emergency Plan is activated, the organizational structure contained herein shall be used to direct the operations of the University.

The Emergency Response Organization

Sonoma State University follows the Standardized Emergency Management System (SEMS) as outlined under California Government Code 8607, which requires public agencies to follow an established organizational disaster response structure to increase communication and efficiency among emergency response agencies. When activated, the EOC communications will be established between SSU’s EOC and the Sonoma County Operational Area EOC. All requests for assistance will flow through the appropriate Operational Area SEMS function. The University’s Emergency Plan is organized around the five basic SEMS functions that are:

  • Management
  • Operations
  • Planning and Intelligence
  • Logistics
  • Finance and Administration

All operations and facilities involved in emergency response activities shall take special note of the Americans with Disabilities Act (ADA) and appropriate attention shall be given to ensure that necessary considerations are given to accommodate victims with disabilities.

Authority and Control

The SSU Emergency Plan is under the control of the Police Chief. During the preparedness stage, the Emergency Manager makes recommendations to the Policy Council and Operations Chief, which will ensure compliance with the laws and regulations that are applicable to disaster preparedness and emergency evacuation procedures.

Management/Policy Council

The President of the University, or designee, shall chair the Policy Council and shall serve as the Plan Executive/Incident Commander. In the absence of the President, an alternate chair shall assume command in order of succession:

  1. Provost and Vice President for Academic Affairs
  2. Vice President for Administration and Finance
  3. Vice President for University Affairs
  4. Public Information Officer

The Policy Council makes recommendations and provides advice to the Plan Executive/Incident Commander on matters related to disaster/emergency preparedness and response. Members of the Policy Council may be required to accept alternate positions of authority or responsibility as needed. Members of the Policy Council ensure that implementation of the Academic Recovery Plan is successfully accomplished in their respective units. The Public Information Officer (PIO) of University Affairs will serve as the Policy Council’s Information Officer. Other University executive officers may act as alternate for any of the above designees or work with the Policy Council as necessary.

The Academic Recovery Council (ARC) develops and presents to the Policy Council the recovery plans for academic programs and academic services. After the initial emergency response, recovery of academic operations through implementation of the academic recovery plan is the highest priority of the University. The Associate Provost for Enrollment and Student Academic Services will chair the ARC and serve as liaison to the Emergency Operations Center.

Academic Recovery Council
Chair
Associate Provost for Enrollment and Student Academic Services
Members
  • Associate Vice President, Faculty Affairs
  • Associate Vice President of Research and Sponsored Programs
  • Dean of Arts and Humanities
  • Dean of Business and Economics
  • Dean of Education
  • Dean of Extended Education
  • Dean of the Library
  • Dean of Science and Technology
  • Dean of Social Sciences
  • Chief Information Officer

The Chair of the Academic Recovery Council:

  • Serves as liaison to the Operations Chief (Chief of Police) during the emergency and implementation of the Academic Recovery Plan
  • Presents to the Plan Executive, the Policy Council and EOC staff, both initial and long range academic recovery plans

The Academic Recovery Council:

  • Develops initial and long-range academic recovery plans
  • Oversees the development of record keeping systems for faculty personnel records, student academic records, academic programs and scheduling records
  • Maintains working files and records of the ARC

The Chief of Police will direct the implementation of decisions made by the Plan Executive and Policy Council, including the University’s Emergency Management Organization, and emergency response and recovery.

Operations

The Operations section directs and controls the actions of the organization in response to the emergency or disaster. This includes:

  • Initial assessment of campus facilities
  • Emergency communications
  • Assembly and registration of survivors
  • Medical, fire and rescue responses
  • Mutual aid coordination
  • Safety and lock downs
  • Mitigation
Planning and Intelligence

The Planning and Intelligence section:

  • Collects, evaluates, disseminates information
  • Develops a 24 hour action plan and a 7 day action plan
  • Develops recovery projections
  • Maintains documentation
  • Coordinates transportation and equipment
Logistics

The Logistics section:

  • Establishes contracts with vendors
  • Provides purchasing of equipment, materials and supplies and coordinates distribution
  • Prepares cost estimates and vendor contracts
  • Provides food, care, counseling, and shelter
Finance and Administration

The Finance and Administration section:

  • Maintains cost projections
  • Prepares and maintains accounting and expenditure records for each Emergency Operations Section
  • Prepares and maintains compensation and personnel records
  • Manages claims against the University

Emergency Organizational Structure

When an emergency is declared the organizational structure is as follows.

Councils and Section Chiefs Reporting Directly to the Plan Executive and Incident Commander are:
  • Policy Council
  • Academic Recovery Council
  • Planning and Intelligence
  • Operations
  • Logistics
  • Finance and Administration

Emergency Operations Center

The Emergency Operations Center (EOC) is a facility for centralized direction and control of the emergency organization and the campus community. During a declared emergency, the EOC will be activated and staffed to the extent required.

  1. Operational Considerations
    The Operations Chief and assigned staff will direct and coordinate emergency operations from the EOC. Alternate EOC facilities may be staffed or readily available for specific circumstances.
    The functions and designated manager assigned to each Section, which complies with the basic SEMS functions: Operations, Planning and Intelligence, Finance and Logistics, are on the following page.
  2. EOC Location
    The primary facility shall be located in the Police and Parking Services building. If necessary, designated alternate sites include the Cooperage, Schulz 1121, and PE 15.
  3. Overview of EOC Functions
    Essential EOC functions include:
    • Gathering, analyzing and charting conditions throughout the University
    • Tracking and maintaining availability of resources located throughout campus
    • Allocating and directing distribution of available resources
    • Keeping the Policy Council apprised of conditions and responding to their instructions
    • Requesting from available outside sources the resources that are unavailable internally
    • Communicating with the media and public regarding the status of the emergency
  4. Required Coordination of Services
    The following diagram depicts the relationship between the University Emergency Operations functions and external agencies contacted for resources and support.

Responsibilities

Plan Executive

The Plan Executive is responsible for the Emergency Plan, convening the Policy Council and communicating policy decisions to the Operations Chief. The Plan Executive also authorizes implementation of the Academic Recovery Plan.

Operations Chief

The Operations Chief is responsible for directing field operations from the Emergency Operations Center (EOC) and is the primary liaison to the Plan Executive. The Chief of Police serves as the primary Operations Chief and may designate an alternate. The Operations Chief Section coordinates the initial response functions, including initial damage assessment, fire suppression, evacuation, lock down, safety and security.

EOC Staff Responsibility

The Emergency Operations Center support staff is responsible for assisting the Operations Chief in directing emergency field operations and coordinating the application of available resources to effectively and efficiently respond to the disaster/emergency.

Emergency Response Personnel

Emergency functions may be performed by:

  • University employees
  • Volunteers from within and outside the University community
  • Outside Agencies including Federal, State, and local government agencies, as well as volunteer organizations (The Red Cross, The Salvation Army, etc.)
Incident Command System Functions and Assignments
Team 1, Operations
Team Members
Positions Responsible Person
Operations Chief Chief of Police
Emergency Field Response Police MPP
Hazardous Materials Director, EH&S
Communications Relay Dispatcher, Police Services
Communications Equipment Operations Information Technology Manager
Urgent Facilities Senior Director of Facilities Operations
Medical Director of Student Health Center
Media Director of Communications
Residential Assembly Director of Residential Life
Campus Assembly Emergency Manager
Team 2, Planning & Intelligence
Team Members
Positions Responsible Person
Planning & Intelligence Senior Director, CPDC
Situation Analysis Director of Campus Planning
Status Reports and Forecasting Facilities Trades Coordinator
Documentation Campus Scheduler
Transportation and Equipment Status Work Control Coordinator
Facilities and Utilities Recovery Resident Architect
Team 3, Finance
Team Members
Positions Responsible Person
Finance Associate Vice President, Administration and Finance
Finance and Administration Associate Controller
Personnel Records Managing Director, Employee Services
Compensation Director of Compensation
Claims Director of Compliance and Diversity
Team 4, Logistics
Team Members
Positions Responsible Person
Logistics Purchasing Officer
Supplies and Equipment Buyer
Food Services Director, Dining Services
Care and Shelter Director, Housing
Counseling Director, Counseling Services
Team 5, Policy Council
Team Members
Positions Responsible Person
Policy Council/Team President of Sonoma State University
Counsel to Incident Commander Provost
Internal EOC Liaison
VP of Administration and Finance
External EOC Liaison VP of University Affairs
Public Information Officer Director of News and Information

Task Assignments

The following are task assignments and responsibilities of Emergency Plan positions with titles of the Section Chiefs and descriptions of position responsibilities within the section.

Plan Position: Operations Chief
Section Chief Title: Chief of Police
  • Coordinates the announcement of a campus emergency based on a proclamation from the Plan Executive, local governing body, California Governor, or U.S. President
  • Determines the appropriate location of the EOC and coordinates set-up procedures
  • Ensures that all necessary aspects of the Emergency Plan are activated
  • Acts as the highest level of authority for overall coordination of emergency response sections
  • Coordinates requests for mutual aid with outside emergency response agencies
  • Establishes basic policies which govern the campus emergency organization
  • Oversees the teams within the Operations Section
  • Calls upon the Plan Executive and/or the Policy Council when counsel is needed
Plan Position: Emergency Field Response
Section Chief Title: Police Supervisors/Staff
  • Supervises Emergency Field Team personnel
  • Coordinates Search and Rescue Operations
  • Coordinates the safety of EOC and staff
  • Coordinates initial damage assessment (windshield survey)
  • Coordinates field response activities with Volunteer and Environmental Health and Safety teams
  • Liaison to the Operations Chief in directing the response with mutual aid fire services
  • Oversees traffic control, curfews, temporary rules and laws
  • Coordinates resources of the Coroner and the collection, identification, and disposition of deceased persons and human tissue
  • Establishes procedures to ensure documentation of fatality records
Plan Position: Hazardous Materials
Section Chief Title: Director, Environmental Health and Safety
  • Supervises Environmental Health and Safety response during emergency and recovery operations
  • Issues safety alerts and warnings through the EOC
  • Coordinates the proper procedures and guidelines for the identification, containment and removal of hazardous materials with the Operations Chief, Emergency Field Response and Planning and Intelligence Manager
  • Corrects unsafe conditions and operations and works with all sections to protect the safety of emergency services workers
  • Serves as liaison with Cal EPA and other agencies
  • Provides Logistics Unit with requests for supplies and equipment
Plan Position: Communications Relay
Section Chief Title: Community Service Officer/Dispatcher
  • Works with Field Response Team Leaders and Operations Chief in emergency communications
  • Coordinates assignments of staff and volunteers assigned to Communications Relay
  • Provides accurate time log of personnel in the Medical and Communications units to Compensation
Plan Position: Communications Equipment Operations
Section Chief Title: Information Technology Manager
  • Develops plans for emergency communications equipment
  • Supervises Communications personnel
  • Installs, tests and distributes communications equipment
  • Maintains and repairs communications equipment
  • Support Communications Relay unit to ensure effective use of communications equipment
Plan Position: Urgent Facilities
Section Chief Title: Director of Facilities Operations
  • Coordinates with Emergency Field Response team to conduct damage assessments and evaluate the safety of utilities, structures, and roads
  • Coordinates removal of blockages or obstructions to create access to roads and facilities
  • Coordinates urgent needs for sanitation and utilities
  • Provides Logistics Unit with requests for urgently needed supplies and equipment
Plan Position: Medical
Section Chief Title: Director of Student Health Center
  • Coordinates with the EOC for needed medical response
  • Supervises medical services during emergency and recovery operations
  • Provides emergency medical treatment
  • Provides Logistics Unit with requests for supplies and equipment
  • Establishes procedures to ensure documentation of medical records
Plan Position: Campus Assembly
Section Chief Title: Director of Residential Life
  • Oversees the emergency evacuation and assembly of residents, employees and visitors to the campus designated Safe Zones
  • Coordinates emergency registration procedures for students, employees and visitors evacuated to Safe Zones
  • Coordinates urgently needed accommodations for students and employees with disabilities
  • Provides registration records to the EOC
  • Provides names of missing persons and reports of unsafe facilities to the EOC
  • Directs employees, volunteer students and visitors to the Volunteer Team Leader for assignments and documents their status and referral on the registration records
  • Facilitates communication requests between evacuees and the Media Unit
Plan Position: Media
Section Chief Title: Public Information Office, Director of Communications
  • Coordinates all aspects of communication to external audiences, including formation of “key messages” after discussion and consultation with the Policy Council
  • Coordinates all aspects of media relations: press conferences, briefings, media advisories, including scripts and speakers
  • Supervises the output of information to external audiences through press releases and use of the Internet
  • Serves as alternate or back-up to the Policy Council Information Officer
Plan Position: Planning and Intelligence Section
Section Chief Title: Senior Director of CPDC
  • Establishes procedures to ensure documentation of the incident, assigned personnel, allocation of resources and losses
  • Collaborates with and assists the Operations Chief in tracking units in the field and their assigned and completed tasks
  • Provides the Operations Chief with updates of conditions that may affect decisions related to the emergency response and resources needed
  • Oversees the functions assigned to teams in the Planning and Intelligence Unit
  • Prepares a 24-hour action plan and 7-day action plan for facilities
  • Keeps Finance (AVP, Finance and Administration) advised of information concerning financial losses and potential losses
Plan Position: Status Reports and Forecasting
Section Chief Title: Facilities Trades Coordinator
  • Assists the Operations Section in conducting and documenting damage assessments
  • Tracks and documents status of activities in 24-hour action plan and a 7-day action plan and forecasts adjustments necessary to the action plans
  • Prepares damage assessment report for EOC Operations Chief and others as needed
Plan Position: Situation Analysis
Section Chief Title: Director of Campus Planning
  • Maintains map displays and master incident log
  • Works with the ARC, Resident Architect, and Facilities Services Manager to prepare recovery projections
  • Works with the Resident Architect to prepare facilities implementation plans that conform to the Academic Recovery Council’s Plans
Plan Position: Documentation
Section Chief Title: Campus Scheduler
  • Maintains documentation of the official history of the emergency for the purpose of recovery of funds expended
  • Provides accurate time log of section personnel to Compensation
Plan Position: Transportation and Equipment Status
Section Chief Title: Work Control Coordinator
  • Collaborates with and assists the Operations Chief and Planning and Intelligence Section in designing traffic flow patterns and designated transportation routes
  • Coordinates communication regarding transportation and equipment
  • Maintains EOC records and display boards which identify transportation and facilities equipment resources in place and resources requested but not yet on scene
  • Coordinates the allocation and maintenance of transportation resources to move people, equipment and essential supplies
Plan Position: Facilities Recovery Operations
Section Chief Title: Resident Architect
  • Assists the Operations Section in damage assessments and evaluating the safety of utilities and structures
  • Directs the restoration of sanitation and utilities services
  • Coordinates with the ARC, Campus Planner, and Facilities Services Manager to prepare recovery projections
  • Prepares Facilities Recovery Plans that conforms to the requirements of the ARC Plan
Plan Position: Finance and Administration
Section Chief Title: AVP, Administration and Finance
  • Manages Risk Management functions associated with the emergency and recovery operations
  • Oversees the functions of the Finance and Administration
  • Coordinates recovery operations related to CSU funding, commitments and binding conditions for assistance from FEMA
Plan Position: Finance and Administration
Section Chief Title: Associate Controller
  • Provides status reports to the Finance and Administration and Logistics Section leader
  • Develops and maintains cost projections, accounting and expenditure records for each Emergency Operations Section
  • Oversees the Personnel Records Unit Leader who is responsible for documenting personnel assignments on-campus, maintaining personnel records, and providing information and records to the Finance and Compensation units
  • Oversees the Compensation Unit Leader who is responsible for tracking personnel expenses and attendance records for faculty, staff, students, consultants and authorized volunteers
  • Oversees the Claims Unit Leader who is responsible for recording and processing claims for insurance and reimbursement related to bodily injury and property damage
  • Provides accurate time log of unit personnel to Compensation
Plan Position: Claims
Section Chief Title: Director of Compliance and Diversity
Plan Position: Compensation
Section Chief Title: Director of Compensation
Plan Position: Personal Records
Section Chief Title: Managing Director, Employee Services
Plan Position: Logistics Section
Section Chief Title: Purchasing Officer
  • Provides status reports to the Finance and Administration and Logistics Section leader
  • Anticipates and stores on-campus the supplies needed in response to a disaster or major emergency
  • Maintains a list of and tracks use of all available emergency supplies
  • Establishes agreements with potential vendors/suppliers of resources
  • Maintains a roster of available vendors/suppliers, phone numbers and their preferred method of compensation for services rendered
  • Prepares method for procuring large or unusual equipment for disaster response purposes
  • Oversees the Food Service Unit Leader who is responsible for providing sustenance needs for employees, visitors, students, volunteers and EOC personnel, and coordinates needs with the American Red Cross
  • Oversees the Care and Shelter Unit Leader who is responsible for procuring supplies for food and facilities for clothing and shelter needs for employees, visitors, students and volunteers and provides for a central registration and inquiry service
  • Oversees the Counseling Unit Leader who is responsible for providing counseling services to victims, grief and post-traumatic counseling and support services, and documents counseling records
Plan Position: Care and Shelter
Section Chief Title: Director of Housing
Plan Position: Food Services
Section Chief Title: Director of Dinning Services
Plan Position: Counseling
Section Chief Title: Director of Counseling
Plan Position: Incident Commander
Section Chief Title: President for Sonoma State University
Plan Position: Internal EOC Liaison
Section Chief Title: Vice President for Administration/Finance
Plan Position: External EOC Liaison
Section Chief Title: Vice President for University Affairs
Plan Position: Policy Council’s Liaison
Section Chief Title: Vice President for University Affairs
  • Acts as liaison between the Policy Council, the Operations Chief, and the Public Information Officer
  • Acts as liaison between the university and public officials, providing information on the incident and measures being taken to address the situation
  • Coordinates communication to the campus community: all employees and students
  • Serves as alternate or back-up to the Public Information Officer

Incident Priorities

  1. Priority One
    1. Communications Network – Establish a communications network using staff, materials and equipment
    2. Life Safety Evacuation – Evaluate the need to evacuate people from hazardous or high risk areas (e.g. Residential Life, Darwin and Stevenson Halls, the Art Building, etc.) to safe zones
    3. Medical Aid – Evaluate available medical services and advise rescue teams regarding the location of treatment facilities for the injured
    4. Fire Suppression – Evaluate fires or fire hazards and use resources to control and evacuate
    5. Information – Establish a communications system with the campus community media and advise everyone regarding availability of basic service–include neighborhood associations, local school, fire, and police districts
    6. Search and Rescue – Appoint search and rescue teams and initiate light and heavy rescue operations
    7. Utilities Survey – Evaluate condition of utilities and shut down or restore as necessary (gas, electric, steam, water, sewer)
    8. Hazardous Substance Control – Survey critical areas and secure or clean up as needed (biological, chemical and radioactive)
  2. Priority Two
    1. Facility – Evaluate facilities for occupancy or use. Emergency Operations, Medical and Residence Halls – Seal off condemned areas
    2. Shelter – Identify usable structures to house resident students and organize relocation of personnel as needed
    3. Food/Drinking Water – Identify supplies on hand and establish a distribution system for food and water
    4. Criminal Activity Control – Establish a law enforcement system to protect property and control criminal activity
    5. Psychological Assistance – Establish a system to assist persons to cope with the crisis
    6. Animal Control – Provide control and containment for all experimental animals on campus
    7. Sewer System – Evaluate condition of sewer system and identify sites for portable toilets if needed
    8. Traffic Control – Provide for the safe and timely evacuation of vehicles from campus.
  3. Priority Three
    1. Valuable Materials Survey – Identify, survey and secure valuable materials on campus (e.g. I. T., Library, Art, Natural Sciences)
    2. Record Survey –Identify, survey and secure all SSU records (Human Resources and Compensation, Budget and Finance, Student Affairs and Student Academic Records, Computing Services)
    3. Academic Survey – Survey academic departments and determine requirements to restore academic programs
    4. Supplies and Equipment – Develop a system to renew flow of supplies and equipment from outside sources

5.0 Emergency Plans

Student and Employee Advisement

In the event of a major emergency your safety will be SSU’s primary concern. The University does not expect any member of the campus community to jeopardize his/her safety by attempting to travel to the University in the event of a declared emergency or disaster that affects SSU campus and surrounding areas.

Students who are physically unable to attend class will be provided with information regarding classroom and academic assignments. The academic departments are available to support you in completing missed class work and have instructed the faculty to make accommodations to allow for make-up work.

Any questions regarding this notice should be directed to the appropriate School Dean’s Office. If students have any post-event disability related accommodation needs, contact the Disabled Student Services at 707-664-2677. Employees with accommodation needs for any post-event related disability, contact the Disabled Employee Program, Human Services, 707-664-2227.
In the event of an emergency, students, parents, employees, and community members may receive information through the following media list:

  • SSU Emergency Information Telephone Number 888-533-5388
  • KZST Radio, 101.1 FM
  • KSRO Radio, 1350 AM
  • KFTY Television, TV 50
  • Bay City News Service (a wire service)

Emergency Evacuation Plan

Purpose

To reduce the possibility of death and injury to members of the campus community through an organized evacuation procedure.

Objectives
  • To alert the campus community that a hazard exists
  • To conduct an orderly and safe evacuation using designated routes
  • To ensure that the evacuation is conducted in a safe and orderly manner
  • To warn the campus population through the use of:
  • Loud speakers in police vehicles and/or hand held units
  • Telephones (including cellular and satellite)
  • Building fire alarms
  • Police Services, Facilities Services, Residential Life and Emergency Response personnel
Evacuation

When evacuation is deemed necessary, occupants will leave buildings immediately and orderly, via the nearest designated exit. Trained staff members will be available to direct students, staff, faculty and visitors to the designated evacuation areas and safety zones. Evacuation of all or part of campus facilities may be deemed necessary due to an earthquake, significant power outage, fire, hazardous material spill, explosion, or similar type of event.

The evacuation of disabled persons will be given a high priority in all emergencies. Those persons will be evacuated in accordance with the building’s evacuation plan. If total evacuation from the campus is necessary, EOC personnel will consult with civic authorities and provide specific instructions for safe evacuation.

Elevator Evacuation

If an elevator is out of service, it should be reported to Police Services by calling 911. Telephones and instructions are inside each campus elevator. The University contract for inoperable elevator response requires the contracted elevator company to respond when occupants are trapped in an elevator The University response to a call regarding an inoperable elevator is as follows:

  • Police Services will respond immediately upon receipt of a call of an inoperable elevator in which occupants are trapped.
  • Police Services will assess the incident to determine if an emergency exists and if it is necessary to contact additional agency support for emergency evacuation, such as the Rancho Adobe Fire District.
  • Police Services will notify Facilities Services who will coordinate notification and response time with the elevator company.
  • Police Services will place a notice on the elevator doors and attempt to comfort and reassure any occupants.
  • Police Services will notify School Deans’ Offices, and the offices of the President and Vice Presidents if appropriate.
  • If the elevator is unoccupied, the procedures described in Significant Power Outage will be followed.
  • Occupants should not evacuate from an inoperative elevator unless supervised by the fire department, qualified elevator repair engineer, or individuals trained in critical response.
Campus Evacuation Safe Zones

Safe Zones that are external to facilities have been designated as staging areas for evacuations on campus. The following areas are designated as Safe Zones; however, in an emergency, these areas may not be safe. Emergency response personnel may designate additional or substitute areas for evacuations:

  • Athletic Field — South of Tennis Courts
  • Campus Quadrangle — South of Student Union and Commons
  • Commencement Lawn — North of Student Union and Commons
  • Lawn — South of Art and east of Rachel Carson
  • Lawn — West of Ives Hall (away from large trees)
  • Field — adjacent to Vine Street and Redwood Drive
  • Laura Gale Field — west of Child Care Center, South of Technology Center
Evacuation from Campus

If evacuation from campus becomes necessary, Police Services or EOC personnel in collaboration with City emergency services will coordinate the evacuation route with civil authorities. Once it is determined, emergency personnel will disseminate information about the evacuation routes.

All Clear Signal

Authorization to give the "all clear" signal should only be made after consultation with the Policy Council. The Operations Chief will direct the announcement of the "all clear" signal. On site personnel, vehicle loudspeakers and any available means will be used to sound the "all clear" signal.

Earthquake Response Plan

Purpose

To provide instructions for assisting the EOC personnel in dealing with the human and economic effects of a major earthquake that would cause severe damage and endanger the lives of the University community.

Introduction

Historical and geological data substantiate the fact that the North Bay is within an area of potential major damage in the event of an earthquake of major magnitude. A major earthquake occurring near Sonoma State University, or within Sonoma County or the greater Bay Area, may result in high casualties, extensive property damage, fires, flooding, hazardous materials incidents, and other hazards. The exact time and place that an earthquake may strike cannot be anticipated; therefore, disaster planning is the only successful means of preventing or minimizing the danger to life and destruction to property. Scientists at the U.S. Geological Survey’s Working Group on California Earthquake Probabilities reassessed the potential of large quakes striking in this region and predict a 70% (+or-10%) for one or more magnitude 6.7 or greater earthquake from 2000 to 2030. Sonoma County Emergency Operations personnel estimate that there is an 80% likelihood. The 1994 Northridge earthquake, only a 6.7 magnitude, caused more than $20 billion in damages and killed 57 people. Safeguarding the lives of employees and students is particularly important during an earthquake, since all employees and students are affected at the same instant. Extensive search and rescue operations may be required to locate and assist trapped or injured persons. Emergency medical care, food, and temporary shelter would be required for injured and displaced persons. Identification and storage of the deceased would pose significant problems; public health would also be a major concern. A system to identify, locate and reunite people would be essential. Fear of an earthquake is inherent in our population and demographic location, and immediate fear breeds panic. Panic reactions may account for more deaths and injuries than the direct result of the earthquake. Therefore, prompt action is required to calm personnel, assure them of their safety, and provide care, counseling and shelter to survivors.

Concept of Operations

University Police Services and additional emergency response personnel are assigned to assist students and employees and to prevent panic. Although aftershocks are normal and must be anticipated, safe zones and routes of evacuation are the next consideration for public safety. The Emergency Evacuation Plan will be immediately implemented. A cursory inspection by Police Services and Facilities Services personnel will be completed to determine what buildings should be evacuated, what hazardous areas should be avoided, and what safe routes of egress from the buildings and facilities may be available. Any decision to evacuate will be made as soon as possible and activated by the use of loud speakers, telephones, direct contacts, fire alarms, and other methods available to emergency response personnel. Safe Zones – Employees and students will remain in one of the Safe Zones until it is deemed safe to do otherwise. Accountability of employees, students, and visitors, and instructions or information about road conditions and the situation in general will be provided at the Safe Zones. Of equal importance is the announcement of safe conditions of facilities and the extent of damage to areas outside the University. Simultaneously with the Emergency Evacuation Procedures to safeguard employees and students, the Emergency Operations Center is activated in addition to the establishment of other essential services, such as locations for medical aid, shelter operations, rescue and recovery operations, and survivor registration.

External Resources/Agencies
Red Cross — Mass Care

During a disaster, the EOC may activate a Mass Care Facility. Operation of a Mass Care Facility will necessitate coordination with the Sonoma County Emergency Operations Center, the American Red Cross and other civil authorities. On-campus coordination of the facility will be the responsibility of the Care and Shelter unit. (Refer to Appendix G)

Mutual Aid

Requests for aid from State, municipal or other emergency services will be made through the Sonoma County Emergency Operations Center, in accordance with established procedures and requirements of <acronym title="Standardized Emergency Management System">SEMS</acronym>. It must be noted that in such an emergency, our requests for assistance may be of a low priority to external agencies, and that University emergency capabilities must be maximized. SSU is located in Mutual Aid Region II.

Search and Rescue

Search and Rescue teams, disaster service workers and similar functions will be made available for assignment. It should be expected that these teams would consist primarily of University employees. Long Term Planning

In the event of a catastrophic earthquake where outside areas are affected and travel is disrupted, employees and students may be required to remain at the University for an unusual length of time. While shelter capability and food and water are limited, it may be necessary to house, feed, and provide drinking water for a large population.

Emergency Food, Care and Shelter

Rationing of food and water may be required. Assignment of personnel to safe areas and rooms may be necessary, and other actions such as eating schedules, emergency lighting and protection against looting may be required. Facilities Services will seal boiler tanks and other appropriate water sources for emergency drinking water.

Restoration Efforts

Once the safety and welfare of personnel and students is assured, and the danger to property and equipment is reduced, recovery and repair operations will receive primary consideration. Completion of restoration efforts by Facilities Services may involve restoration of utilities, electrical and machinery areas, specialized areas such as medical services, information technology, offices and other support facilities. These restoration efforts are essential steps to achieve implementation of the Academic Recovery Plan. Assistance required at this time will include but not be limited to:

  • an increase in staff
  • emergency food and housing services
  • emergency procurement
  • provisions for an emergency expenditure of funds
All Clear Signal

Only the Operations Chief is authorized to approve announcement of the "all clear" signal. Such clearance should be made after consultation with the Policy Council. On-site personnel, vehicle loudspeakers and any available means will be used to sound the "all clear" signal.

Epidemic Response Plan

Purpose

To provide instructions for assisting the EOC personnel in dealing with the human and economic effects of an epidemic that would cause disruption to the operations of the University and endanger the lives of the University community.

Introduction

Although the exact cause and origin of an epidemic may not be anticipated or even able to be traced, planning for such an event is important in the response and attempt to control a disease. Title 17 of the California Code or Regulations, Section 2500, Reportable Diseases and Conditions, currently identifies 85 communicable diseases that every health care provider must report to the Health Officer at the Sonoma County Department of Health Services. In addition, there are 3 non-communicable diseases or conditions and several locally reportable diseases that health care providers are required to report.

Concept of Operations

Student Health Center doctors and nurses who provide health care services and know of any case, or suspected case, of the diseases or conditions on the list must report such information to the local health officer. The Director of the Student Health Center is required by Title 17, Section 2500 © to follow responsible administrative procedures to assure that reports are made to the County Health Officer as described in guidelines.

Reporting procedures include:

  • Reporting immediately by telephone specific communicable diseases listed by regulations, including: rabies, meningococcal infections, and hantavirus infections.
  • Reporting immediately by telephone when two or more cases of food-borne disease from separate households are suspected to have the same source of illness
  • Reporting by FAX, telephone, or mail within one working day of identification of reportable communicable diseases listed, including tuberculosis, trichinosis, water-associated disease, hepatitis A, and meningitis.
Operational Response

The County Health Officer will provide University health care providers with specific guidelines to respond to reportable diseases, including response required by campus administration. University Police Services and additional health care and emergency response personnel will assist students and employees in responding to such an emergency including providing measures to prevent the spread of the disease, quarantine, or restricted use of part or all of University facilities during the emergency.

External Resources/Agencies

Requests for aid from State, municipal or private emergency services may be required through the Sonoma County Emergency Operations Center, in accordance with established procedures and requirements of <acronym title="Standardized Emergency Management System">SEMS</acronym>. If an epidemic is reported throughout the County, our requests for assistance may be of a low priority to the external agencies, and University emergency capabilities must be maximized. Assistance required at this time will include but not be limited to:

  • an increase in staff, particularly those with medical training
  • emergency food, care and shelter services
  • emergency medical supplies and equipment
  • emergency procurement
  • provisions for an emergency expenditure of funds

Based on information from the County Health Officer, the University Policy Council may be required to make decisions regarding University operations and all or part of the EOC may be activated.

Explosion/Aircraft Crash Response Plan

Purpose

To provide instructions for EOC personnel in dealing with an explosion or aircraft crash occurring on or about the University, and in such a case, when the accident/disaster may threaten life or property of University personnel or facilities.

Introduction

The FAA has ruled that most flights, if not all, are banned from flight paths over congestion areas such as cities, but nothing could prevent a pilot from straying off course because of mechanical difficulties or acts of terrorists. In any case, it is wise to be prepared to handle or assist in handling explosions or major air collisions.

Concept of Operations

An unintentional or unexpected explosion can occur as a result of a bomb, chemical combustion, or vehicle/aircraft collision. A series of explosions may result if the incident occurs in an area of hazardous materials storage. Any explosion might require the aid of the Fire, Police, and Environmental Health and Safety departments. They should be notified immediately. It is imperative that the reporting person and the dispatcher ascertain all pertinent information during the initial report. As the initial responders, SSU Police Officers will take the following action:

  • Conduct a Situation Analysis that includes isolating the danger by obtaining information of exactly who is involved (casualties and/or potential victims). This includes identifying what is involved (buildings and other property and identifying markings on containers, vehicles or aircraft), and then ensuring that resources are allocated properly
  • Provide EOC personnel with information gathered so that they can relay requests for assistance and reports to external emergency response agencies
  • Police Officers and other emergency personnel responding to the incident will preserve the crime scene for a possible criminal investigation by SSU Police Services and other appropriate federal, state or municipal agencies

In cases where buildings are involved, department managers will:

  • Conduct a head count to ensure that their assigned personnel are accounted for and are present
  • Move building residents and occupants to safe zones that are outside the area of operation

As needed, Residence Life and Food Services will coordinate the temporary reassignment of rooms and eating arrangements. Residents must be cared for and meals arranged during certain hours.

EOC personnel will maintain a running log of resources and events during operations and serve as liaisons between responding emergency personnel and the Coroner.

As needed, the Academic Recovery Council may be required to develop a plan for recovery of academic programs, classrooms, offices and laboratories.

Fire Response Plan

Purpose

To assist Emergency Operations Center personnel in dealing with fires that are beyond the scope of normal Police Services and Facilities Services operational plans.

Introduction

Any incident of a fire occurring on the Sonoma State University campus will involve Police Services, Facilities Services and the local Fire Department. A fire in any University building or facility may result in the loss of life or injuries, damage to physical structures, release of chemicals or biological hazards. Therefore, any suspected fire, smell of smoke, or visible manifestation of a fire must be considered as a working fire and treated by responding personnel as factual rather than as a possibility.

Initial Notification

In any situation where a fire is known to exist or if a fire is suspected, the following steps must be taken:

  • From on campus phones, dial 9-1-1 and report the situation directly to SSU Police Services and state the following:
    • Your name, location, and the reason you suspect (or know) a fire to exists
    • Whether or not you have notified the Fire Department
    • Whether or not you know of people trapped in the building
    • Whether or not you know of chemical, biological, or radioactive hazards in the building
    • Answer any questions asked of you
Community Service Officer

Upon report of a Fire, the Community Service Officer immediately:

  • Notifies Police Services and Facilities Services field units
  • Confirms with the local Fire Department that they have been notified
  • Confirms notification with the University’s Chief of Police
Operational Response

Upon report of a fire, Police Services and Facilities Services personnel will:

  • Immediately respond to the reported site, perform an analysis of the hazard and communicate any viable information through the dispatcher to the Fire Department.
  • Assist in evacuation of the facility
  • Direct trained staff members in the building who will guide the evacuation process and provide information at the safe zone as to missing and injured persons or specific information about the incident
  • Environmental Health and Safety will provide advice and direction regarding response to potential chemical, biological, or radioactive hazards
  • Facilities Services personnel will provide information about the mechanical structure of the building, the fire alarm system, and any available University resources that may be useful

The specific information about the incident will determine the necessity for activation of the Emergency Operations Center by the Plan Executive or his/her designee.

Flood Response Plan

Purpose

To assist Emergency Operations Center personnel in dealing with flood situations that are beyond the scope of normal Police Service and Facilities Services operational plans.

Introduction

Any incident of flooding at the University or in the surrounding community will involve Police Services, Facilities Services, and policy decisions made by the Policy Council regarding the use of facilities and level of University operations.

Floods are classified as either slow-rise or flash floods. Due to the low lying area of the campus, and the hill and mountain areas that surround the campus providing significant storm water runoff, the University periodically experiences some level of flooding. Historically, the University has experienced flooded parking lots, which create damage to vehicles and impede transportation; flooding of Darwin, Ives, and Stevenson Hall basements, which have housed academic records, computer labs, academic program equipment storage and computer equipment repair shops. These areas may also be vulnerable to ground contamination after flooding. Additional flooding has occurred on surrounding roads, particularly Petaluma Hill Road and Rohnert Park Expressway. These are two of the main points of transportation to and from the campus by students and employees and have necessitated closing the University.

Concept of Operations

Flooding should be immediately reported to Police Services so that an assessment of safety and potential for damage may be conducted. Police Services may consult with Facilities Services to complete an assessment and provide the Plan Executive with an assessment and recommendations regarding University operations.

Operational Response

Once flooding begins, emergency personnel will be needed to assist in the following assignments:

  • Rescuing persons trapped by flood water
  • Securing utilities
  • Cordoning off flooded areas of the campus
  • Controlling traffic on campus and in the surrounding community
  • Moving equipment and records to prevent further damage
  • Sandbagging

If the University is closed due to flood conditions, emergency personnel may assist in coordinating transportation for employees and students to off campus areas. Additional emergency response and recovery operations by Facilities Services and Environmental Health and Safety may be required to address problems associated with the water supply and sewer system for the University.

Hazardous Material Incident Response Plan

Purpose

To assist EOC personnel in dealing with chemical, biological, and radioactive hazards that may endanger life, threaten the environment, or cause damage and loss of property.

Introduction

All chemical, biological, and radioactive materials normally stored and properly handled pose no threat to the University community. During times of natural or unnatural disasters, these materials are a concern to the University community and emergency personnel who may respond to the effected area.

The loss of life and containment of the substance are first priority in this type of hazard and immediate action taken may determine the outcome of the entire situation. Decisions to choose the right plan of action may be based on other circumstances that may have caused the spill, such as: earthquakes, fire, explosion, aircraft accident, flood, sabotage or vehicular accident. Therefore, the course of action may have to concurrently consider another incident that initially caused the spill.

An accidental release of hazardous materials on campus could pose a threat to individuals on campus and in the immediate vicinity. Petroleum fuel used for campus vehicles and heating and propane tanks outside of the Boiler Plant and Health Center are the most critical types of substance in large quantities of hazardous material on or transported through the campus.

The report of any suspected spill, reaction, release or condition involving hazardous chemicals or biological agents will be considered factual, by responding personnel, rather than a possibility.

Initial Notification of HazMat Incident

A HazMat incident should be reported to Police Services and Environmental Health and Safety. The following information will be obtained to effectively respond:

  • Location of the incident
  • Type of incident (spill, leak, fire, explosion, etc.)
  • General description of the hazardous material (caustic, poison, flammable liquid or gas, biological agent, etc.)
  • Best direction of approach by emergency response units taking into account wind direction, blocked streets, and access (if known by the caller)
  • Estimate of immediate needs for ambulances and fire services
SSU Community Service Officer/Dispatcher

Upon receiving the report of a hazardous material incident the Community Service Officer / Dispatcher will immediately notify:

  • Police Services personnel
  • Environmental Health and Safety personnel
  • The local Fire Department

The Police Services Department will be responsible for establishing an initial safe perimeter to the incident and will remain in control of the scene until relieved by Environmental Health and Safety or the proper response agencies.

Operational Response

Police Services shall respond and establish a safe perimeter. (Refer to Appendix A, "Response to Terrorist Incidents and Suspicious Packages") Rancho Adobe Fire will act as the primary response unit to reports of major hazardous materials incidents on the SSU campus.

Riot or Terrorist Activity

Purpose

To provide instructions for EOC personnel in dealing with civil unrest or terrorist activity that may cause damage and endanger the lives of the University community.

Introduction

Civil unrest, including riots or terrorist activity, creates a spontaneous disruption of normal orderly conduct and activities. Civil unrest can be prompted by specific events, such as concerts, sporting events, criminal trials or political action. Civil unrest may also result from long-term actions of administrations or political acts.

Concept of Operations

Normal on-duty police personnel may not be able to adequately deal with civil unrest or terrorist activity without the assistance of additional resources. Since civil unrest or terrorist activity may occur anywhere on the campus or in the immediate community, plans must be developed on a generalized basis. Concepts for alerting individuals and, when necessary, evacuation of community members within areas threatened by civil unrest, must be developed and conceptualized early.

Initial Notification

A known or suspected incident of civil unrest or terrorist activity should be reported to Police Services. The following information will be obtained to effectively respond:

  • Your name, location, and the reason you suspect (or know) of a civil unrest or terrorist activity
  • Whether or not you know of people trapped in facilities as a result of the event
  • Whether or not you know of chemical or biological hazards in the building
  • Estimate of immediate needs for ambulances and fire service
Operational Response

The Community Service Officer / Dispatcher immediately:

  • Notifies Police Services and Facilities Services field units
  • If a fire or explosion is reported as a result of the unrest, confirms with the local Fire Department that they have been notified and are responding
  • Confirms notification with the University’s Chief of Police (or Operations Commander) who will coordinate the response and determine whether to request emergency assistance from other agencies.

The specific information about the incident will determine the necessity for activation of the Emergency Operations Center by the Plan Executive or his/her designee. During the incident it may be necessary to establish curfews and to evacuate all or part of the campus. Following an incident of civil unrest or terrorist activity, it may be necessary for the Academic Recovery Council to create a plan to restore academic programs to normal operations, and Facilities Services to repair buildings, transportation routes and restore water and utility services. (Refer to Appendix A, "Response to Terrorist Incidents and Suspicious Packages," for additional guidelines.)

Severe Drought

Purpose

To provide instructions for EOC personnel in dealing with the economic and operational effects of a severe drought that may cause damage to facilities and grounds.

Introduction

Historically, two years of limited rain and snow reduced runoff to streams and rivers to 47 percent and 22 percent for l976 and l977, respectively. An event such as this may create drought conditions that impact normal University operations. Deep wells are the major water source for the University. Water is used for fire suppression, irrigation and domestic needs. The Sonoma County Water Agency and Regional Water Quality Agency are available to provide guidance to the University with regard to water use, drought conditions, well failure, and conservation needs.

Concept of Operations

Since the effects of a severe drought may impact both the campus operations and the immediate off-campus community of residential and business operations, plans must be developed with the City of Rohnert Park, which still uses some well water. Facilities Services must develop concepts for water conservation plans, procedures for alerting individuals and, when necessary, reducing or eliminating campus operations and services due to severe drought or well failure.

Initial Notification

During drought conditions, Facilities Services will closely monitor well operations and notify the EOC Operations Chief of changing conditions that may result in the need for implementing water conservation or rationing/restriction plans. The Operations Chief and Planning and Intelligence Section Chief will advise the Plan Executive when the need for policy decisions arise. The Plan Executive will notify the campus and local community of Severe Drought Conditions at the University. The Policy Council Public Information Officer will prepare notifications that include information on conservation or restriction plans and impact on programs and services.

Operational Response

Water conservation plans may include mandatory restrictions with rationing. Facilities Services will implement conservation and rationing plans and work with departments to monitor the requirements of the plans.

Campus landscaping and fountains will receive the lowest allocation in order to preserve the highest use priority that is maintaining fire suppression, academic programs and health services. Reclaimed water will continue to provide fire suppression. Irrigation will be contingent upon availability and needed reserve for fire suppression and related safety needs of the campus. Some facilities, such as swimming pools, may be temporarily reallocated for fire suppression or related safety needs of the campus.

Significant Power Outage Response Plan

Purpose

To assist Emergency Operations Center personnel in dealing with a major power outage at the University.

Introduction

A major power outage can occur at any time and at any location and will significantly affect the University’s ability to function normally. Such an outage in itself may not be destructive, but can lead to other consequences, such as a serious injury or fire that endangers life or property. Faculty members with sensitive research items should plan ahead for such power outages. For example, set up extra power supplies for refrigeration units.

Concept of Operations

This type of emergency may result from natural or unnatural events. In combating a major power outage, there are varying degrees of severity; therefore, the immediate evaluation of the situation must be accurate and based on the most reliable information at hand.

Evacuation

A decision to evacuate or to cancel classes should be made by the Plan Executive. Evacuations for power outages may commence when confirmation is received that the outage will continue for an extended period of time or if other conditions exist that pose a threat to safety. Notification of this decision should be made by available resources, such as telephone and personal contact, and announced to the community as soon as possible.

The Media Unit Leader will notify media of evacuation or cancellation of classes and provide updates based on periodic reports from the Operations Chief. With exception to life threatening situations, the cancellation of classes during normal university business hours will be communicated through the respective Dean’s office.

In all cases where employees and/or students are allowed to remain in buildings, periodic situation checks will be made. If a power outage should occur during the hours of darkness and classes are in session, the faculty should await assistance from police officers or emergency response personnel. Notification of campus closure due to a power outage will be communicated through the President’s Office to respective Managers who will notify personnel.

Once the safety and welfare of personnel is ensured, and the danger to property and equipment is reduced, recovery and repair operations will receive primary consideration. Refer to the Emergency Evacuation Plan for guidelines pertaining to building and elevator evacuations. (Refer to Appendix B for further guidelines.)

6.0 Coordination of Recovery Efforts

Planning

Preparation must be given as to how SSU will recover financially and functionally following a major disaster. Contacts in State and Federal agencies must be made now. Proper filing procedures and documentation are useful only if these guidelines are understood prior to the emergency response. The Section Chief of Finance and Administration and Logistics (Associate Vice President, Administration and Finance) will supervise all requests for reimbursement and recovery.

Recording: Documentation

With the exception of labor and overtime costs, the Logistics Manager (Purchasing Officer) shall be responsible for maintaining accurate records of expended equipment and supplies during the activation of the EOC.
The Personnel Records Unit Leader (Managing Director, Employee Services) will receive overtime and labor information from EOC sections and is then responsible for documenting overtime, additional labor costs, collaborating with Logistics, Compensation, Finance, Planning, and Operations, and forwarding such information to the proper Federal and State authorities.
The Claims Unit Leader (Managing Director, Employee Relations and Compliance Services) will receive claims against the University resulting from the emergency and prepare documentation necessary for claims to be reviewed, investigated, managed and settled.
The University Risk Manager and the Section Chief of Finance and Administration and Logistics (Associate Vice President, Administration and Finance) will supervise the recovery work of the Claims Unit.

Reimbursement: Filing Requirements

The Planning and Intelligence Section Chief (Senior Director of Facilities Services) is responsible for compiling all information relating to costs associated with reconstruction and facility repairs including temporary housing and academic facilities expenses. It is important to note filing requirements for immediate funds, if needed for temporary housing, academic facilities or emergency repairs. This section will prepare documentation for reimbursement by the appropriate Federal and State agencies. This includes FEMA, State and CSU Chancellor’s Office forms, documents, reports or memoranda.

The documents prepared by the Planning and Intelligence Section for recovery efforts will be reviewed and authorized by the Section Chief of Finance and Administration and Logistics (Associate Vice President, Administration and Finance) and the University Risk Manager.

EOC Emergency Staffing

Individuals on this list may have access to the EOC. However, at various times their assignments may be in Field Operations across the campus or in the community. Section Chiefs are underlined, with unit staffing following their names and titles.

Policy Team
Team Membership
Title Position
President EOC Incident Commander
Provost Counsel to Incident Commander
VP for Administration and Finance Internal EOC Liaison
VP for University Affairs External EOC Liaison
Associate VP for Public Information Communications and Marketing
Operations Section
Team Membership
Title Position
Chief of Police Operations Chief
Deputy Chief Emergency Field Response
Director, EH&S Hazardous Materials
Community Services Officer Communication Relay
Telecommunications Analyst Communication Equipment Operations
Senior Director, Facilities Services Urgent Facilities
Director, Student Health Medical
Director, Residential Life Residential Assembly
Emergency Services Officer Campus Assembly
Planning & Intelligence Section
Team Membership
Title Position
Senior Director, CPDC Planning & Intelligence Chief
Facilities Trades Coordinator Status Reports & Forecasting
Campus Scheduler Documentation
Work Control Coordinator Transportation and
Equipment Status
Project Engineer Facilities Recovery
Finance & Administration Section
Team Membership
Title Position
Deputy Controller Finance & Administration Chief
Managing Director, Employee Relations & Compliance Claims
Director of Compensation Compensation
Managing Director, Employee Services Personnel Records
Logistics Section
Team Membership
Title Position
Purchasing Officer Logistics Chief
Director, Housing Care and Shelter
Director, Dining Services Food Service
Director, Counseling Services Counseling

Functional Responsibilities of University Departments

Each department is responsible for preparing emergency guidelines, incorporating assigned responsibilities into job descriptions and providing release time for training.

The department guidelines should include:

  • Department procedures for reporting emergencies
  • Name of department emergency coordinator(s), who receive reports of emergencies, notify appropriate University departments, and coordinate evacuation of the office and instructional areas.
  • Evacuation procedures, including guidelines for assisting individuals with disabilities.
  • Evacuation Safe Zones, name of employee(s) responsible for completing a “head count” at the safe zone and reporting that information to Building Coordinators.
  • Name of the employee responsible for procuring and maintaining supplies for the department’s emergency kit.
  • Department procedures for registering employees for emergency response training, such as CPR, First Aid, Search and Rescue, Radio Operations, Campus Hotline, etc.
  • Name of the employee responsible for maintaining lists of department employees trained and certified and providing annual updates of that information to the department manager and Police Services.
  • Name of the employee responsible for conducting an annual review of department guidelines, updating the information and forwarding the annual update to the department manager and Police Services.
  • Name of employee responsible for conducting an annual review of department guidelines with faculty and staff in the department and conducting new employee orientation to the guidelines. Police Services will assist other departments to develop their own guidelines.

7.0 Appendices

These documents are held at Sonoma State University Police Services.