Emergency Operations Plan
8.0 Organization
When the Emergency Operations Center is activated, one or more of the identified groups in this organization may be activated. Depending on the situation, each group may be partially or fully activated. Similar to the Incident Command System, this organization may be expanded for each incident.
8.1 The Executive Group
The Executive Group is responsible for major decisions that impact University operations, such as University closure. Additionally, the Executive Group will plan and prioritize the long?term recovery efforts following a disaster. The Executive Group will communicate with the Emergency Operations Center and provide oversight to the Emergency Operations Center Group.
Each member of the Executive Group will identify at least one designee to serve in his/her absence. The Executive Group is comprised of the following:
- Chancellor
- Chief of Staff
- Provost
- Vice Chancellor for Business Affairs
- Vice Chancellor for Student Development
- Vice Chancellor for Advancement
- Associate VC for University Communications and Cultural Affairs
- University Attorney
Immediately upon notification of an emergency or disaster, the Executive Group will meet in the Administration Building. and receive a briefing as soon as possible. The Emergency Operations Center will provide critical information and ascertain oversight tasks from the Executive Group.
Once the Executive Group is convened, they will make decisions in regards to the following:
- University State of Emergency Declaration
- Activation of the Emergency Operations Center Group
- Cancellation of classes
- Cancellation of University sponsored events and activities
- Closing of all non?essential buildings and sending all non-essential personnel home
- Evacuation of the entire or part of the campus
- Closure of the University
Direction and Succession of the Executive Group
The Chancellor will provide direction and call the Executive Group meetings. If the Chancellor is not available, the line of succession is:
- Provost
- Vice Chancellor for Business Affairs
- Vice Chancellor for Student Development
8.2 The Emergency Operations Center Group
University Incident Management Team
The Emergency Operations Center Group is identified by the Executive Group and will provide staffing in the Emergency Operations Center to represent the primary divisions of the University. The Emergency Operations Center Group has the authority to assign University resources and make operational decisions to provide the most efficient response and recovery possible. Each respective division will oversee the operations within that division. The Executive Group appoints a primary and two designees to serve in the Emergency Operations Center Group.
In accordance with the National Incident Management System, each of the primary University divisions will be referred to as a branch during activation.
The Emergency Operations Center Group members that report to the Emergency Operations Center are dependent on the situation, although the following University branches have a representative identified in the EOCG:
- Chancellor's Office
- Academic Affairs
- Business Affairs
- Student Development
- Advancement (Public Affairs)
- Human Resources
- Athletics
- University Police (Emergency Management)
Immediately upon notification of an emergency or disaster, the primary representative of each division within the EOCG will report to the Emergency Operations Center. If the primary EOC is not available, a secondary location will be identified.
Once the Emergency Operations Center Group is convened and operating within the EOC, they will continually make operational decisions for their respective branch, coordinate with external resources, provide information to the Executive Group, and maintain continuous operations until the emergency or incident is terminated.
8.3 Operations Group
Although all University departments will most likely be utilized to some degree during a major emergency or disaster, the Operations Groups consists of primary departments that are identified to provide critical services or emergency functions. Each member of the Operations Group will coordinate activities through a representative at the Emergency Operations Center, or the Incident Commander. Each department represented in the Operations Group will identify a designee to manage department operations in his/her absence.
The following are identified members of the Operations Group:
- Information Technology Services
- Centrex
- Convocation Center
- Conferences & Institutes
- Counseling Center
- Counseling for Faculty and Staff
- Dean of Students
- Food Services
- Health Service
- Housing and Residence Life
- Housing Operations
- Materials Management
- ew River Light and Power
- Parking and Traffic
- Physical Plant
- Military Science (ROTC)
- Registrar's Office
- Safety Office
- Student Union
- University Police
Immediately upon notification of an emergency or disaster, the primary representative of each department within the OG will report to their office, where they will communicate with the Emergency Operations Center (Incident Commander during incidents with no EOC activation) and coordinate departmental resources.
8.4 Essential Staff
Essential Staff are those University personnel that work within one of the Operations Group Departments, members of the Emergency Operations Center Group, and other personnel that may be designated as essential by the department Director.
Essential Staff are expected to be directly involved with the response and recovery actions as the result of a major emergency or disaster. Immediately upon notification of an emergency or disaster, Essential Staff should stand?by for specific tasks, or follow department policy with regards to emergencies and disasters. Essential staff should use caution appropriate to the circumstances when reporting to work during emergency or disaster conditions. Each director of an Operations Group Department is responsible for determining Essential Staff in each respective department. The Director of each department must then:
- Notify the App Card Office so the "Essential Staff" designation may be placed on the employee's identification card.
- Notify the Human Resources Office when a vacant or new position is posted that is considered essential.
- Ensure that all employees identified as Essential Staff annually review the Emergency Operations Plan and their possible involvement during a major emergency or disaster. The University Emergency Management Coordinator may assist withtraining at the request of a department Director.
All University personnel may be requested to work during a major emergency or disaster; however, Essential Staff are those that are more likely to be requested for assistance. Essential Staff may be called back through Department request, or by an official University State of Emergency Declaration.
8.5 Operating Within the Incident Command System
During incidents where the Emergency Operations Center is not activated, the Executive Group and Operations Group may be working directly with the Incident Commander. The Incident Command System provides several positions the Incident Commander may designate to order and coordinate resources. Examples of the key incident command system positions include the Operations Section Chief, Plans Section Chief, Logistics Section Chief, and Finance / Administration Section Chief. The University may choose to expand or condense the structure depending on the incident.
