Emergency Preparedness Plan

1. PURPOSE

The purpose of the Emergency Preparedness Plan (EPP) is to :

  • Protect life

  • prevent and minimize property damage

  • Ensure rapid recovery from the effects of a disaster

  • Prevent loss of vital information and records

  • Preserve organizational structure and continuity

  • Meet legal, business, and community obligations before, during, and following a disaster

  • Provide for the well- being of students, employees, and others in the campus community

  • Coordinate emergency plans with others inside and outside of the organization

Whenever an emergency affecting the campus reaches proportions that cannot be handled by routine measures, the College President, or designee, may declare a "college-wide emergency" and these contingency guidelines may be implemented.

Chain of Command: In the event of the College President is unable, the following will be acknowledged as the official chain of command:

  • Vice President for Finance & Administration

  • Vice President for Academic Affairs/Dean of Faculty

  • Dean of Students

  • Director/Chief of Campus Safety

  • Assistant Chief of Campus Safety

Whittier College acknowledges the need to make preparations for emergencies, including natural and man-made disasters. Emergencies will be classified as:

  • Minor Emergencies

  • Major Emergencies

  • Disaster

Minor Emergency - Any incident, potential or actual, that will impact but not seriously affect the overall functional capacity of the College. Emergencies of this type will typically be handled in-house with little disruption of normal work or educational routine. Outside emergency services may or may not be needed. Examples: power brown-out, fire in trash can or portion of kitchen, minor auto accident.

Major Emergency - Any incident, potential or actual, that affects an entire building or portion of the campus, and that will disrupt the overall operation of the College. Outside emergency services will be required, as well as major efforts from campus support services, such as Campus safety, Facilities/Maintenance, etc. Major policy considerations and decisions will usually be required from the College administration during time of crisis.

Disaster - Any event or occurrence that has taken place and has seriously impaired or halted the operations of the College. In some cases there will be injuries, casualties, and severe property damage. A coordinated effort of campus-wide resources will be required to effectively control the situation. Outside emergency services will be essential. Evacuation of part or all the campus is probable.

2. SCOPE

The procedures contained in this document apply to all College personnel, including, contracted service providers, and all buildings and ground, owned, operated, leased and/or rented by the College

3. AUTHORITY

A Disaster Management Team will be established. Members of the team will meet annually to review the plans. During emergencies, the team will meet in a pre-designated command center. The team will include, but not limited to :

  • College President ( or designee)

  • Vice President for Finance & Administration (or designee)

  • Vice President for Academic Affairs( or designee)

  • Dean of Students (or designee)

  • Chair of Faculty (or designee)

  • Director of Facilities

  • Director of Campus Safety

  • Director of Public Relations

  • Director of Health Services

  • Environmental Health & Safety Specialist

  • Members of the Safety Committee

The College President ( or designee) will serve as the Emergency Director and will be responsible for the overall direction of the College's emergency response. The President will declare and end a "college-wide emergency" and will notify and conduct liaison activities with the College administration, faculty, governmental agencies, Board of Trustees, and others as necessary. The President will also be the primary spokesperson for the College.

The Vice President for Finance & Administration (or designee) will serve as the Emergency Coordinator. The emergency coordinator will be responsible for operational functions during the emergency.

The Director of Campus Safety ( or designee) will established security for the campus (persons and property), assist with rescue operations, assist with first aid operations, and maintain emergency communications.

The Environmental Health and Safety Specialist will serve as the Safety Officer for the College and will assist the Emergency Coordinator and will direct and implement all emergency procedures; and coordinate conditions and needs of the Response Team with the Emergency Coordinator. These roles/conditions include but are not limited to coordinating plans with City, State, Federal, and Civil Agencies, advising responders on facility access and feature, monitoring site related occupational safety issues, incident assessment, response and tracking, notification of necessary Environmental Health and Safety Agencies, and will assist with emergency management to insure that procedures and followed during the emergency response.

The Director of Health Services will establish triage and first aid services. In the absence of the director, campus safety corporal will direct first aid. The Director will also contact the on-call campus physician.

The Director of Public Relations (or designee), in consultation with the College President, will prepare and provide the media or other outside agencies with information regarding the emergency and campus response. The Director of Public Relations will formulate talking points.

The Dean of Students (or designee) will coordinate student needs for housing, food, water, and communication. The Dean will also coordinate student volunteers.

The Director of Facilities (or designee) will be responsible for the monitoring search and rescue operations, shutting off gas and electrical power which may cause fire or an explosion and water which could cause flooding. Assess campus buildings, grounds and utility systems for any damage. Maintains emergency utilities through out campus.

4. ASSUMPTIONS

During the development of the plan, the Safety Committee made the following assumptions:

  • Members of the immediate community will come to the campus for assistance with first aid, shelter, food, water, and information

  • College faculty, staff and students will want to leave the campus to care for or be with family members

  • Family members outside the College community will want to contact students, faculty, and staff on campus

  • Additional telephone and data lines might be needed to meet the needs of the campus during the first several days following a campus wide-emergency

  • Memorandums of Understanding (MOUs) need to be developed to allow the college to partner with various agencies to effective manage the crisis

5. PRACTICE DRILLS

All members of the campus community will participate in a college-wide drill on an annual basis. Residential life will participate in two fire drills during the academic year.

6. EMERGENCY OPERATIONS CENTER (EOC)

Field Emergency Command Post: If the scope of the emergency is isolated to one building or a small portion of the campus, a Campus Safety vehicle will be parked close to the scene. One officer will remain in the area throughout the emergency. Supplies will include barricades and tape, portable hand radios, first aid kit, campus phone directory, and cellular phone.

General Emergency Operations Center(EOC)If the emergency involves a large part of the campus, the Command post will be established in the ground floor of the library. If the library is not habitable, the Command Post will be established in the Shannon Center lobby, Campus Safety, or Mendenhall. The Emergency Coordinator( or designee) will select a location. Consideration in selecting the site will be given to proximity to the emergency, and availability of electric power or generator, availability of cellular phone and regular phone communications, availability of potable water, and proximity to major streets and traffic.

7. CAMPUS ZONES

The campus will be divided into four zones. Each zone will have a zone captain, a designated meeting place. A first aid station and water distribution station will be established within the zone (Attachments B).

8. ZONE CAPTAIN

Each zone will have a zone captain. The zone captain is responsible for establishing the designated meeting place for the zone, working with the building captains to ensure all persons have evacuated or moved to the appropriate location, first aid is available (if needed), and communicate with the Disaster Management Team.

9. BUILDING CAPTAIN

Each building will have a building captain and a designee. The building captain should become familiar with the faculty, staff, and students who normally work work, attend classes, or live in the assigned building. Broadoaks will have a separate zone captain. Each captain should prepare a "GO KIT" containing a flashlights with extra batteries, evacuation routes and floor plans for their building, and a College directory of list of students in their area. Building captains will also communicate information and conditions to emergency response personnel, facilities management, and the Disaster Management Team.

Area Coordinators (AC's) will serve as building captains in their assigned residence halls. They should also prepare a "GO KIT", and their kits should include a roster of assigned students.

10. COLLEGE COMMUNITY

In the event of a campus emergency, individuals should go to the designated meeting area and seek out the assigned building captain or zone captain. If first aid is needed, individuals should seek treatment at the designated first aid station.

If an individual (employee or student) wants to leave campus, they must report that they are leaving to their building captain or AC.

If it is necessary to evacuate an area of the college, including the designated meeting area, individuals should go to the football fields.

11. PREPARATION

A photographic catalog of all art and items of historical value should be developed using still photography or videotape (not digital photography). This was completed in June of 2002, with three copies made. One was maintained for nsurance information, one in the College safe (located in the Business Office), and one kept off-site.

Redundant Systems: a Memorandum of Understanding with Occidental College regarding the use of their Banner System/computer system in the event of an emergency (the their use of out systems) is in place.

Records Management/Hard Copy: Directors and Managers should determine which records are vital, important, useful or non-essential. This information should be sent to Senior Staff of evaluation.

Identify and classify records as follows:

  • Vital - those records that if destroyed will result in a direct material financial loss or are absolutely essential to the continued life of the college

  • Important - those records that if destroyed will cause serious inconvenience or be expensive to replace. Important records are generally replaceable although their replacement will result in significant cost of time and money.

  • Useful - those records that if destroyed will cause a temporary inconvenience and/or minor expense replace.

  • Non-essential - those records that should be destroyed.

Replacement Identification:

  • Irreplaceable.

  • Replacement at a significant cost of time and money.

  • Easily replaced. Assumption: records created and/or stored on the network or at the main data center can be easily replaced.

Storage Procedures: If an off-site facility is used, the same off-site facility should be used for the entire college.

  • All vital records must be duplicated and dispersed. At least one copy must be secured at a hardened location. Hardened sites include structurally reinforced facilities maintained by outside vendors, or a vault or fireproof cabinet

  • All important records that re also irreplaceable or replaceable at a significant cost of time and money must either be duplicated or dispersed or secured at a hardened location.

Records Management/Electronic Information:

Information on the network and main data centers:

  • Daily back-up - placed in two locations: one copy stored off campus

  • Weekly backup - placed in a fireproof cabinet in two locations, or one copy secured off site.

Software:

  • Backup copies of most software should be stored in a fireproof cabinet or at a hardened location off site.

  • Software that is frequently used should be secured on site in a fireproof cabinet.

Personal Computer or Laptop Back-up:

  • Personal Computer users are encouraged to back up their work on a weekly or more frequent basis.

  • Vital and important information must be backed up on a weekly or more frequent basis.

  • Important information can be uploaded to the College Admin NT "C" drive.

Training:

First Aid/CPR - 25% of the campus community have completed training in First Aid/CPR.

  • Each member of campus safety has received training in first aid and CPR

  • Each Area Coordinator and Residence Hall Advisor has received training in first aid and CPR

  • At least one member of campus safety is certified as a first aid instructor: at least one member is an EMT

  • All member of campus safety committee have receive first aid/CPR training

Fire Drills

  • Residential Life holds two drills per academic year in the residence halls

  • Broadoaks holds fire and evacuation drills on a regular basis according to state requirements

  • All facilities, campus safety, building captains, and safety committee members have been trained in the use of fire extinguishers and containment procedures

Evacuation Routes

  • Evacuation routes has been developed for each office and classroom location on campus and have been posted at conspicuous sites.

  • Evacuations routes exist for all residence halls

  • Each employee have receive a copy of the evacuation route for their office or area

College Faculty and Staff

  • Each employee has receive a copy of "What Every Employee Should Know About Safety"

  • Newly hired employees will receive a copy during orientation, along with a map of the campus showing their zone and identifying their building captain.

Zone, Building and Area Captains

  • A training session for these individuals will be scheduled
    annually

  • (See training materials)

  • Each identified zone, building or area captain have been provided with written instructions and a safety vest

Preventive Maintenance:

Fire extinguishers

  • All fire extinguishers must be checked in August

  • All fire extinguishers must be tagged and hung in the appropriate places on campus

  • Training on the use of fire extinguishers must be provided for campus safety, facilities, grounds, food service, computer personnel, and safety committee members

Emergency Lighting

  • Emergency lighting will be checked weekly for problems during evening rounds by campus safety. Repots for non-functioning emergency light replacement of repair will be given to facilities

  • Facilities will test all emergency lighting annually.

Alarms

  • All fire alarms and audibles will be checked on a monthly basis by campus safety and documented in the log

  • Alarms found not to be working will be reported to campus safety and the alarm servicing company will be notified

Sprinkler Systems

  • Will be inspected annually

  • Will be certified on a five-year basis

Battery replacement schedule

  • A schedule will be developed for all alarm panels and checked on a monthly rotation b campus safety during routine building patrols

  • Building captain will check their flashlight batteries every month and replace as needed

Eye wash stations will be checked and tested annually throughout the campus the appropriate tags will be noted

Buildings:

Develop and post evacuation routes. All buildings have posted evacuation routes showing primary and secondary evacuation routes: emergency phone numbers: locations of fire extinguishers and other equipment: and the name of the building captain.

Exterior signage. It is recommended that all buildings be labeled with the name of the building and the exact street address. Kiosks with maps should be stationed around the campus for posting of messages.

Keys and Building Access:

  • Develop key distribution policy. Campus safety will continue to distribute keys to members of the campus community, upon approval and notification

  • Each department to develop an "after hours admit list"

  • Non-functional locks will continue to be replaced as needed

  • Non-functional doors will be identified and continue to be repaired or replaces as needed

The locks securing the fire gates in the canyon are breakaway locks as specified by the fire department.

Bon Appetit will provide campus safety with a key to their internal key box.

Fire department approved "access boxes" with keys should be placed outside residence halls and the science building.

Key Program - over the next five years a unified key program, using "best" locks should be developed. Once completed, each building will have one "master" key. Academic, residential life, and the business areas of the campus will have a "grand master" and the campus will have one "great grand master". Distribution of the master, grand master, and great grand master keys will be approved by the Vice-President for Finance and Administration

Chemical Storage, Labeling, Material Safety Data (MSD) Sheets

  • Material Safety Data (MSD) Sheets will be stored in the Chemistry Stockroom (Science Building) and copies in Human Resources (Mendenhall Basement)

  • A CD with a complete chemical inventory for the college showing quantities and location, will be stored in the Chemistry Stockroom (Science Building), Human Resources (Mendenhall Basement), and the Business Office vault. This CD will be updated at the beginning of the fall and spring semesters.

The buildings on campus that have been identified as housing chemicals are: Science (including computer center), Art, Maintenance/Facilities, Health Center, Campus Inn, and Shannon Theatre.

Regulatory Compliance

AQMD - annual participation and certificate of compliance.

IIPP: Injury & Illness Prevention Plan - A copy of this document is available in draft form from Human Resources Department.

Los Angeles County Fire Department - annual inspections, last complete October 2001

California EPA -  a chemical inventory has been completed by the EH&S. The college had been issued an EPA number.

Los Angeles County Health Department - annual inspections, last completed October 2004

Supplies

Storage: a forty-foot container, currently located near Graham Athletic Center, holds the emergency provisions, such as water. During the next twelve months the Safety Committee will install shelves, add additional supplies, and determine the best placement (on campus) for the container.

Water: Approximately 400 cases of water are stored on campus for emergencies. This water is stored in four locations (athletics, Broadoaks, campus inn, and Shannon Center). Each quarter the water will be rotated to maintain freshness. Water in the swimming pool is chemically treated and would not be used for drinking or cooking emergency.

Food: The campus inn has, on a routine basis, three days of food. A generator would be required for longer storage of perishables.

Shelter (tents): It is recommended that the College purchase two 20X20 tents to be stored in the large container near athletics. The tents can be used for on-campus events and emergencies.

Blankets: Any available covering materials from student beds, extra stored bedding, and table clothes will be utilized.

Flashlights/Batteries: Flashlights and Batteries purchased for the power interruptions in the winter 2004-05 should be retained and utilized for emergency purposes. Individuals in possession of the flashlights should keep them in good operating order.

First Aid: The center for all first aid supplies will be the Student Health Center and the Director of Health Services (or designee) will be the captain of this area. First aid supplies, along with equipments, and emergency medications should be inventoried and updates as needed.

The Director of Health Services (or designee) will supervise health services and first aid. Campus Safety personnel, trained as EMTs, will serve as back up..

Latrines: Facilities will maintain existing latrines in working order or will a.) contract with latrine service, or b.) dig latrines in a suitable area of campus.

Telecommunication:

Emergency phones are located in Campus Safety, the President's Office, Athletic Office, Student Health Center, Fairchild Collections/Science, Football Field, Bookstore, Library, and Registrar's Office. Many are utilized as fax lines during regular business operations.

Campus Directory - a copy of the campus directory and the student directory, the Hustler, are included in the Safety "GO KIT" located in Human Resources.

Emergency Power

Generators - College purchased a 750 kW generator, currently located near the library. This generator will enable the College to have power during emergencies when regular power is not available.

Fuel - fuel for the generator is stored within the generator. Some gasoline is stored in the maintenance area for vehicles.

Several smaller generators are located throughout the campus. For example, one generator is house at campus safety to ensure on-campus communications continue if there is a power shut off.

12. DISASTER MITIGATION AND COMMUNITY PARTNERSHIPS

Partnerships with various organizations and community groups should be formed. A letter of agreement, or memorandum of understanding (MOU)has been developed.

A. Infrastructure

  • Housing - contact local hotels in the area for emergency short-term housing. Contact tent-rental companies. Contact local volunteer and community-based organizations for potential short-term housing needs.

  • Classrooms - Contact local churches, theatres, and community-based organizations for potential short- or long-term classroom needs.

  • Utilities - purchase additional generators. Locate appropriate storage for generator. Store drinking water in site. Consider use of pool water for sanitation and no-consumption needs.

  • Telecommunications - re-evaluate current cell phone provider for on campus and off campus communication needs. Secure out-of-area phone service for messages in emergencies (parent call-in line). Activate 800 number to allow parties outside of the college to receive information. Establish a relationship with a similar institution outside of southern California.

B. Computer System

  • Develop MOUs with minimum of two similar institutions using similar computer programs; one facility should be outside southern California.

  • Store back up tables in one off site location.

  • Ensure that the computer equipment is strapped down to limit damage

C. Seismic Mitigation

  • Replace brittle, old or worn equipment, such as water and gas shut-off values.

  • Analyze buildings and rooms to identify potential shelters and strengthen them as necessary.

  • Brace equipment, such as water heaters, chillers, emergency generators.

  • Identify stored hazardous materials and ensure they are stored appropriately

  • All residence hall advisors, area coordinators, and facilities staff must be trained to turn off gas valves in residence halls and throughout the campus.

  • All tall furniture (book shelves) should be braced.

D. Health Care

  • Inventory medical supplies on Campus and maintain adequate supplies (Attachment D).

  • Provide annual training for personnel in First Aid and CPR, including residence hall advisors, coaches, campus safety personnel, and members of the safety committee.

  • Store supplies in two or more areas

  • Develop MOU for local hospital or other emergency medical provider

E. Government

  • Identify individuals and develop professional relationship with FEMA and other Federal or State Agencies

  • Work with local police and fire departments to identify potential hazards and area of concern.

  • Provide this list to Public Relations.

13. DEVELOPMENT & IMPLEMENTATION PROCESS

The following assessments are recommended to take place within the next twelve months:

  • Needs assessment

  • Capability assessment

  • Insurance review

  • Budget development for disaster planning

  • Training of individuals involved

  • Testing of plan

  • Mock drill

Each department must conduct a review of their supplies and equipment necessary to protect departmental assets. Departments that perform critical College activities that need to remain functional or rapidly recover should identify and store supplies