EMERGENCY OPERATIONS

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EMERGENCY OPERATIONS PLANNING FOR COLLEGES
AND UNIVERSITIES Governors Campus
Preparedness Conference August 4, 2008 VCU
Student Commons
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• PLANNING
• WITH
• COLLEGES AND UNIVERSITIES

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Code of Va. 44-146.28 amended July 1, 2008

• The board of visitors (or other governing body of
  the institution) shall adopt the revised plan
• The institutions self review and adoption must
  be certified in writing to Va. Department of
  Emergency Management

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And the most important change

• The institution shall coordinate its EOP with the
  local emergency management organization to ensure
  integration into the emergency management plan

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The Template Work Group

• In order to meet the new requirements a template
  work group of emergency planners assisted VDEM in
  the development of an EOP template
• Because of the input from this work group, the
  template captures a realistic approach to
  emergency management at colleges and universities.

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Who participated

• Representatives of
• Community Colleges
• Private institutions
• State Universities

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What the template isnt

• A boiler plate document to be quickly completed
  and satisfy legal requirements.
• A replacement for a planning process

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What the template is

• A guidance document
• An all hazards approach to college/university
  emergency management
• A suggested format which incorporates NIMS
  elements.
• A tool in the planning process

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The planning process

• Is all about stakeholders bringing their
  strengths to the table to develop and reinforce
  the institutions emergency management program
• The EOP is the product of this process

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The Planning Process
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Consider the first step
Form the Planning Team
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Reach out to the campus community

• Administration
• Faculty and students with special interests or
  abilities
• Amateur radio operators
• Academic departments with role in emergency
  management
• Public safety
• Medical programs

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Other campus groups to involve

• Student organizations
• Service fraternities
• Campus Cert
• Student Services
• Student Health
• Buildings and grounds

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Reach out beyond the campus community

• Local government emergency management
• Local emergency management should be involved at
  the beginning to ensure that the 2 plans are
  integrated
• Local area non-profit organizations
• Private industry

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When the team is assembled..

• Decide who will write the plan!
• One person is the lead, but the team is
  responsible

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Template Status

• Still under development
• Once complete will be on the website
• LPA staff will be providing training on the
  planning process in the near future.

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The planning team should begin the plan
development process

• The planning team is now ready to develop the
  plan.
• When the team works through this process and
  develops and adopts the plan it should be
  exercised to evaluate its effectiveness

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Commonwealth of Virginia Homeland Security
Exercise and Evaluation Program (HSEEP)
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Homeland Security Exercise and Evaluation Program
Homeland Security Exercise and Evaluation Program
(HSEEP) is a capabilities-based exercise program
that includes a cycle, mix, and range of
exercise activities of varying degrees of
complexity and interaction. The purpose HSEEP is
to build self-sustaining exercise programs and
provide a standardized methodology for designing,
developing, conducting, and evaluating all
exercises.
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Homeland Security Exercise and Evaluation Program

• Standardizes exercise design, development,
  conduct and evaluation for all exercises
• Common language and concepts adopted and used by
  various agencies and organizations
• Meets the National Response Framework (NRF) and
  National Incident Management System (NIMS) goals
• Synchronization of all exercises in the Nation
• Tools and resources for States and local
  jurisdictions to establish self-sustaining
  exercise programs

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Homeland Security Exercise and Evaluation Program
Exercise Progression

• Cycle, mix, and range of training and exercise
  activities
• Cycle of activity employs increasing degrees of
  complexity and ensures continuous improvement of
  capabilities
• Combination of training courses and exercise
  types that accomplish priorities

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HSEEP Training
Homeland Security Exercise and Evaluation Program

• IS-120.A An Introduction to Exercises   IS-120.A
  introduces individuals to the basics of exercise
  program management, design, development, conduct,
  evaluation, and improvement planning. The online
  course is a prerequisite for the HSEEP Mobile
  Training Course.
• HSEEP Mobile Training Course - The HSEEP Mobile
  Training Course is modular in structure and takes
  students through the full spectrum of exercise
  program management, design, development, conduct,
  evaluation, and improvement planning. It is
  intended for use by exercise program managers,
  planners, controllers, evaluators, and elected
  officials at the Federal, State, and local level.
  The course is three days in length.
• Throughout the course, students are grouped into
  teams and complete 17 activities that apply the
  knowledge learned in the modules. It also covers
  new initiatives and updated policy including the
  HSEEP Toolkit, Targeted Capabilities List (TCL),
  and the Universal Task List (UTL).
• The HSEEP Mobile Training Course is an
  intermediate-level course that walks the students
  through the entire HSEEP process. The course does
  not replace the current course offerings from DHS
  or EMI.

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HSEEP Tools and Resources

• HSEEP Toolkit. The HSEEP Toolkit is a suite of
  web-based applications that walks users through
  design, development, conduct, evaluation, and
  improvement planning of exercises. It also
  provides guidance, timelines, and associated
  sample documentation from the HSEEP volumes.
• National Exercise Schedule (NEXS)
• Design and Development System (DDS)
• Master Scenario Events List (MSEL)
• Builder Exercise Evaluation Guide (EEG) Builder 
• Corrective Action Program
• HSEEP Newsletter. The quarterly newsletter
  communicates new HSEEP initiatives, volume
  revisions, announcements and recent and upcoming
  events.

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Charlottesville-UVA-Albemarle County
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The Regional EOP

• City of Charlottesville, County of Albemarle and
  University of Virginia Integrated Emergency
  Operations Plan

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Steps Taken

• Designated Emergency Services Director
• Determined Line of Succession
• Determined UVA EOC group positions
• Designated joint EOC location
• Established UVA CIMP support to EOP
• Established SOP support to CIMP EOP
• Prepared list of agency resources
• Adopted completed EOP by BOV Resolution

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Charlottesville Albemarle University Emergency
Operations Plan
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Integrated Emergency Management Course

• Held in 1990 at the Emergency Management
  Institute in Emmitsburg, MD
• Attended by top City, County, and University
  administrators
• Used classroom and exercises to foster joint
  planning by all three jurisdictions
• Officials wanted to build on this Emmitsburg
  Experience upon their return

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Traditional EOP Model

• Functional Format found in SLG-101 (currently
  under revision)
• Basic Plan
• Functional Annexes
• Hazard Specific Appendices for each Annex
• The Joint EOP used Hazard Specific Annexes
  instead of Appendices

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UVA Emergency Planning
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Some Suggestions

• Develop joint EOP and EOC if possible.
• Guidance FEMA SLG-101 Guide for All Hazards
  Emergency Operations Planning (1996),draft CPG
  101, Producing Emergency Plans A Guide for All
  Hazard Emergency Operations Planning for State,
  Territorial, Local, and Tribal Governments (2007)
• Use LEPC or other planning group to regularly
  interact with counterparts in the city/county.
• Conduct joint exercise planning, execution, and
  evaluation using HSEEP to foster and continue the
  working relationship.

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Contact Information

• Eileen J. Tarr
• Local Planning Assistance Program Manager
• Virginia Department of Emergency Management
• 10501 Trade Court
• Richmond, Virginia 23236-3713
• eileen.tarr_at_vdem.virginia.gov
• 804-897-6500, Ext. 6529

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Contact Information

• Hampton H. Hart, Jr.
• Director, Office of Training and Exercise
• Virginia Department of Emergency Management
• 10501 Trade Court
• Richmond, Virginia 23236-3713
• hampton.hart_at_vdem.virginia.gov
• 804-897-6500, Ext. 6593

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Contact Information

• Brian E. Del Vecchio
• Emergency Planning Coordinator
• University of Virginia Police Department
• 2304 Ivy Rd.
• Charlottesville, Virginia 22903
• bed_at_virginia.edu
• 434-243-7019

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Contact Information

• Marge Thomas
• Emergency Management Coordinator
• Charlottesville-UVA-Albemarle County
• Emergency Communications Center
• 2306 Ivy Road
• Charlottesville, Va. 22903
• mthomas_at_albemarle.org
• 434-971-1263