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Emergency Response Plan
Concept of Operations
Incident Command Team Member/Building Monitor Listing
Specific Emergency Response Procedures
Communications
Appendix/Forms
Additional Resources
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Pandemic
Response Plan
In the event TAMUG experiences a wave of pandemic influenza to the point
where essential campus operations can no longer be sustained, the campus
will default to the Campus Emergency Preparedness Plan for severe weather
(hurricane) which states “Campus occupants may be ordered to evacuate the
campus in the event conditions…are deemed by the campus leadership to be a
clear and present danger to the students, faculty and staff of TAMUG.”
The order to evacuate the campus will be given by the Office of the Vice
President and CEO at which time the following procedures will be
implemented.
General Evacuation Procedures and Guidelines (Campus):
Evacuation of the campus will be conducted in a calm and coordinated
manner which will be overseen by the Incident Command Coordinator or the
administrator in charge.
Announcements will be communicated through department heads to their
personnel and students, E2 campus, campus AggNews, voice mail and the
campus close circuit television channel.
All employees are essential in the Campus Evacuation process and will be
required to remain at their duty stations until allowed to vacate the
campus by their supervisor.
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Incident Command team members shall ensure that all students, faculty
and staff have evacuated the campus
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Employees and students shall report to the Incident Command Center any
special requests for utilities to remain on during the evacuation.
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Building Proctors shall report through the chain of command to the
Incident Command Center after buildings have been cleared of all
personnel
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Campus
Police shall inspect all accessible areas to ensure that all personnel
have evacuated. All personnel that have not left the buildings will be
escorted out by the Police Officers
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Police
Officers shall report to the Police Chief following an inspection of
each building. The Police Chief will then notify Incident Command Center
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The
Mechanical Maintenance Crew in the Physical Plant staff shall turn off
all non-essential utilities within each building after evacuations are
complete.
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Before
departing campus, all students and employees must complete go online to
the Evacuation and Emergency Information website and submit emergency
contact data
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Employees should notify family members that the campus is being
evacuated before departing
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Employees with vehicles are asked to share a ride with those who do not
have vehicles
Student Evacuation Procedures:
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Students may be asked to evacuate the campus at which time the order to
evacuate will be disseminated by the Student Affairs Office
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Before
departing campus, all students must go on the Evacuation and Emergency
Information website and submit emergency contact data. No student will
be permitted to leave campus without having completed and turned in this
form
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Off-Campus students are encouraged to go on-line and complete the
Evacuation and Emergency Information form as well.
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Students should notify family members that the campus is being evacuated
before departing
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Students with vehicles are asked to share a ride with those who have no
vehicles. If a student can ride with fellow students, please notify
Student Affairs of the destination of all vehicle occupants.
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If a
student cannot arrange for transportation, TAMUG will provide
transportation to the main campus in College Station or other selected
evacuation destination
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Students needing transportation should notify Student Affairs
immediately so that arrangements can be made
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Food
and shelter will be provided in College Station for the duration of the
evacuation period
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Transportation will be by campus van or vehicle and will be driven by a
campus employee
Relocation to TAMU in College Station
The
severity and projected duration of the outbreak will determine if TAMUG
students, faculty, and available staff will relocate to TAMU for remaining
semester. The Office of the Vice President and CEO in conjunction with the
Office of the Provost will make this determination. If the decision is
made to relocate to main campus, TAMUG and TAMU faculty, staff, and
services will work in tandem to educate students, provide housing and
food, and maintain faculty research as long as necessary. Behind the
scenes operations, such as student record management and billing for
services, appear seamless to Galveston students.
TAMUG Campus Emergency Short-Term and Long Term Recovery and Business
Continuity Plan
If the severity of the outbreak requires the closing of the TAMUG campus
for an extended period of time, the TAMUG Campus Emergency Short-Term and
Long Term Recovery and Business Continuity Plan will be implemented.
www.tamug.edu/emergency/Continuity.htm
Shelter-In-Place at TAMUG
If a quarantine of the campus is ordered by local, state or federal
officials thus preventing the evacuation of campus, the safest method to
protect campus occupants will be to shelter inside a campus building and
await further instructions.
The order to shelter in place will be given by the Office of the Vice
President and CEO at which time the following procedures will be
implemented.
Employees and Students:
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Move indoors or remain there – avoid windows and areas with glass
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Keep telephone lines free for emergency responders; do not call 911 for
information
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Turn off all ventilation systems and close all inlets from the outside
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Select a room(s) which is easy to seal and, if possible, has a water
supply and access to restrooms
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Campus
Police will secure the area
The
Incident Command Team will coordinate all on-campus activities associated
with the shelter-in-place as a result of the quarantine. Off-campus
coordination of emergency services will be facilitated by the Campus
Police and Safety Officer in conjunction with the Counseling Services and
the Incident Command Team.
Media Relations Protocols
In the event of and emergency or accident involving the TAMUG students,
faculty and/or staff the campus will immediately enact the Campus
Emergency Communication Response Plan.
www.tamug.edu/emergency/CampusEmergencyCommunicationsRepsonsePlan.htm
Shelter-In-Place Response by Department
Counseling Services (Counseling & Career Planning & Placement)
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The
Department of Student Service’s primary responsibility during a flu
outbreak will be to ensure delivery of health services though the
contracted provider, UTMB, and to provide psychological and counseling
services to students and staff via a disaster mental health delivery
mode.
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Counseling services will serve as a primary communication link between
students and their families in conjunction with the efforts of the
Incident Command Team. Priority during a pandemic will be to continue
the delivery of essential behavioral health services while providing for
the emergency behavioral health needs of the population. Individuals
psychologically impacted include those involved in treating the physical
casualties.
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Disaster responders, including medical personnel, are a high risk group
for developing trauma-related disorders. Attention will be directed to
mitigating stress-related psychological effects of disaster response on
these individuals. Campus counselors will address the sensitivity to
personal concerns and obligations when individuals may be separated from
their families and loved ones for extended periods of time.
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Essential personnel include all professional counseling staff, and
available counselors in training. Additionally, dependent upon the
length of time that individuals remain on campus, medical staff, will be
needed to provide services and medications to the TAMUG campus community
to include providing psychotropic medications to those students, staff
and faculty who have been taking medications to be able to function in
the school or the workplace environment. Without those medications, the
number of individuals placing an otherwise preventable demand on the
infrastructure would increase.
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In a
flu pandemic crisis situation, limited communications could take place
from home, however, there would have to be adequate support
infrastructure on campus, i.e. police, residence life staff, other
counselors etc. All available counseling staff would have a presence on
campus during such a crisis. Communication with counseling service staff
and supporting departments/agencies will most likely occur over
land-line and cellular phone.
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Contract staff from UTMB or other health/mental health service provider
will be contacted for assistance. If extended time on campus without
access to medications occurs, a triage area will need to be established
for those individuals experiencing health and mental health
complications.
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Departments and entities critical to student services operations include
UTMB (health and behavioral health services), Residence Life, Dining
Services, Campus Police, American Red Cross, FEMA, Galveston County
Health District, Family Service Center, Salvation Army, local churches
and charities.
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In the
event the director of counseling services is unavailable the director of
career planning and placement and/or the assistant director of
counseling will serve as the primary point of contact. Counseling
services personnel could cross train other personnel to a degree in the
event of an emergency shortage, but on a very limited basis.
Student
Life/Residential Services
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During
a shelter-in-place, all extracurricular activities will be suspended to
prevent further spread of the influenza virus.
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Students will be required to remain in their rooms within their
respective residence halls. Travel between resident halls and the
Student Life Center will be restricted to an as needed basis.
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During
a shelter-in-place the central HVAC system will be turned off which can
result in uncomfortable conditions in the residence hall.
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Severely sick students and employees will be centrally located in
Mariner Hall which has a dedicated HVAC system per room. Care for sick
personnel will be determined by the local health authority and the
Incident Command Team.
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Due to
limited personnel in the department, there are no other people on campus
who are familiar with the Housing software other than the Associate Vice
President for Student Affairs and Auxiliary Services.
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Bedding
and sheets will be provided to each facility by Residential Services on
an as needed basis. Additional bedding supplies may be removed from the
T/S Clipper as needed.
Dining
Services Department
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The
department of dining services will adequately secure and store food
supplies and individually packaged beverages (especially bottled water)
and ensure the nutritional needs of the campus community are met under
bare minimum staffing conditions.
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All
food service employees will directly or indirectly interact with others
people either in person or by handling food preparation.
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Meals
will be provided per quarantined facility in the dining hall if
possible. If occupants are unable to leave due to illness, box meals
will be delivered to the facility by food service personnel or
designated staff members.
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In the
event the Director of Dining Services is unavailable the business
coordinator along with service managers will form a line of succession.
If the business coordinator is unavailable, service manages will operate
under the supervision of the assistant vice president of student affairs
and auxiliary services.
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The
restocking of food and water supplies will be subject to the
availability and the accessibility of supplying vendors. In the event
vendors cannot re-supply the campus, rations will be apportioned on as
needed starting with the sickest.
Admissions and Records
Campus
Police
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The
Campus Police will secure the campus with all available personnel. The
order to recall officers not on duty at the time of the quarantine is
issued will be at the discretion of the Chief of Police.
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In
addition to providing security to the campus, the Campus Police will
assist the Food Services in providing food, water and bedding supplies
to the facilities on campus.
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Campus
Police will also serve as a liaison between city and county emergency
personnel accessing the campus.
Campus
Safety Officer
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The
Campus Safety Officer will assist Counseling Services in coordinating
external responses with the County Health Department.
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The
Safety Officer will oversee the collection, transportation and disposal
of all contaminated and hazardous materials and waste generated as a
result of the quarantine.
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Should
a death occur while the campus is under quarantine, the Safety Officer
and Campus Police will coordinate the removal of the subject with the
County.
Sea Camp
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If the
campus is quarantined during Sea Camp, campers will be required to
remain in their rooms within their respective residence halls. Travel
between resident halls and the Student Life Center will be restricted to
an as needed basis.
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During
a shelter-in-place the central HVAC system will be turned off which can
result in uncomfortable conditions in the residence hall.
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Severely sick campers and counselors will be centrally located in
Mariner Hall which has a dedicated HVAC system per room. Care for the
sick will be determined by the local health authority and the Incident
Command Team.
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Parents
arriving to pick up campers will be allowed to take the camper(s) home
in accordance with Sea Camp dismissal procedures. Campers will not be
allowed to leave unless proper authorization is provided by a parent or
legal guardian.
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Camp
counselors and Sea Camp staff will be required to remain on campus until
the quarantine is lifted.
All other
Campus Departments
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Revised May 2009 |
