EMERGENCY PROCEDURES

1
EMERGENCY PROCEDURES

• RHC Training Fall 2008
• Presented by
• Richard DeShields, Senior Director
• University Housing and New Student Programs

2
EMERGENCY PREPAREDNESS

• What comes to mind when you say emergency?
• A sudden, urgent, usually unexpected occurrence
  or occasion requiring immediate action.
• A state of need for help or relief, created by
  some unexpected event
• Crisisa vital or decisive turning point in a
  condition or state of affairs and everything
  depends on the outcome of it.

3
LEARNING OUTCOMES

• Participants will be able to
• --Understand how the University Housing and New
  Student Programs emergency plan fits within the
  University-wide emergency plan
• --Articulate the communication plan for
  University Housing and New Student Programs
• --Identify resources within the department to
  assist within emergencies
• --Communicate emergency processes to student staff

4
UNIVERSITY RESPONSE

• Emergency Response Plan Created in 1999
• --Incident Command System
• --Reviewed in 2005, 2006, and 2007
• Emergency Management Committee
• --Chaired by Lt. Mike Luvera, Emergency
  Management Coordinator (963-2627) Mike will also
  coordinate emergency training sessions
• --University Housing and New Student Programs is
  on the committee (Senior Director)
• --Goal of Committee analysis, evaluation,
  preparation and recommendations for emergency
  planning, mitigating, response and recovery of
  hazards. It may include the development of
  future emergency management strategic planning
  and is the sounding board for emergency
  management policy, procedures, and projects.

5
UNIVERSITY RESPONSE

• Emergency Telephone Number
• The on-campus emergency number, 911, directly
  connects any campus telephone with KITTCOM, the
  consolidated dispatch center for Kittitas County.
  CWU contracts with KITTCOM for professional
  dispatch service. 911 should be used when there
  is an emergency requiring a police, fire or
  medical response either on or off campus. In
  non-emergency situations requiring a police, fire
  or medical response, KITTCOM should be contacted
  by dialing [phone]. This number is also
  published in the university telephone directory,
  the Ellensburg Telephone directory and posted on
  Emergency Procedures postings throughout the
  campus. The Department of Public Safety and
  Police Services business number is (509)
  963-2958. Outdoor emergency telephones are
  located at the entrances to residence halls.
  "Bluelight emergency telephones are installed in
  or adjacent to many parking lots and walking
  paths throughout the campus. Each phone has
  emergency button and a two-way speaker that
  directly connects to KITTCOM.

6
UNIVERSITY RESPONSE

• While all parties have a responsibility for
  emergency planning, the University Police are
  primarily responsible and Lt. Mike Luvera and
  Chief Steve Rittereiser are our incident
  commanders.
• Fire and other federal, state, and local
  officials may take responsibility for emergency
  planning and will coordinate with the University
  Police.

7
UNIVERSITY CRISIS COMMUNICATION

• --Incident Commander --Presidents Cabinet
• --University Relations --Housing Role
• www.cwu.edu
• CWU Emergency Line [phone]
• CWU Alert Email system
• http//www.cwu.edu/its/emerg-notice.html
• CWU will be implementing an enhanced alert
  notification system for students, faculty and
  staff to receive campus alerts via phone and text
  messaging. This system will be fully operational
  before fall classes in September 2008

8
INCIDENT COMMAND SYSTEM

• Preparedness, Response, Recovery and Mitigation
  are acknowledged as basic phases of emergency
  management and commonly referred to as it's Life
  Cycle. By addressing all of these elements in an
  emergency management plan the University will
  lessen the intensity and duration of any unusual
  event. This plan consists of sections dealing
  with the aspects of a comprehensive approach.
• During an event in the Response Phase, it can
  pass through three distinct stages that need to
  be managed. The three stages are
• Crisis
• Scene Management
• Executive Management

9
INCIDENT COMMAND SYSTEM

• COMMAND
• Approves resource orders and demobilization,
  develops incident objectives
• OPERATIONS
• Identifies, assigns, supervises resources
• LOGISTICS
• Orders and supports resources
• PLANNING
• Tracks resources, identifies shortages
• FINANCE ADMINISTRATION
• Pays for resources

10
(No Transcript)
11
UNIVERSITY HOUSING ROLE WITHIN UNIVERSITY PLAN

• We will always follow the direction of the
  Incident Commander.
• Student Affairs has a responsibility for triage.
• The Senior Director for University Housing is
  responsible for actions and communications
  affecting the resident students. The includes
  evacuations, short-term and alternative living
  arrangements, accounting for residents,
  communication with parents, and providing
  direction to all residence life staff during the
  course of the incident. The Senior Director
  advices the President and any field Directors
  concerning the extent of the disaster as it
  affects the resident student community.
  Direction for this position comes from the Field
  Director.

12

• WHAT IS THE ROLE OF THE RHC IN AN EMERGENCY?

13
RHC ROLE

• Your job is to know all functions of the
  buildingyou serve as the building
  coordinatorknow all staff, how to get a hold of
  all staff, students living in the hall, all
  exits, all emergency locations, etc.
• Review your year end reports
• Review your facility charts
• Understand locations where students should
  report
• during an emergency?
• Identify emergency gathering location for
  staff

14
RHC ROLE

• --Ask questions for clarification
• Get as much information as possible about the
  problem
• Inquire about staffs level of comfort in
  dealing with the situation
• Inquire about what the staff needs from you
• --Determine level of personal involvement
• Do you need to respond to the situation? What
  items need to be communicated to supervisor?
  What needs to you have from a supervisor for
  your own comfort (active/passive)? What is the
  necessary timeline for reporting?
• --Communicate items to supervisor
• On Call Staff-Lori-Jenna-Richard
• --Who else needs to be involved?
• Maybe you need to call the police before
  supervisor. Communicate to supervisor if you
  think counseling needs to be notified,
  maintenance needs, etc.

15
RHC ROLE (continued)

• --What is the threat/concern?
• Who could be impacted by the situation? What
  are some of the immediate problems/concerns?
  What are some of the long term affects? Which
  behaviors/actions/events need to be controlled
  immediately?
• --What resources are at your disposal?
• Nextel Phones, E-rosters, Emergency Back-packs,
  Staff resources, emergency planning sheets in
  each hall, keys, staff
• badges, manuals, Emergency Response Cards,
  Student Emergency Data cards, digital cameras,
  etc.
• --Who are the stakeholders? Who needs to know?
• Example Richard must contact Dr. Tullos
  everytime a firetruck reports to campusRichard
  wants to know all students injured, assaulted,
  large vandalism incidentsetc.

16
RHC ROLE (continued)

• --Essential Personnel
• Most Housing staff are considered Essential
  Personnel. This means that during an emergency
  or campus wide response, we still work unless
  told not to by the University Police or under
  the direction of the Senior Director.
• This means that we may fully implement those
  other duties as assignedmaybe shoveling
  sidewalks, maybe staffing phones, etc.
• Anytime you become aware of a situation that
  may be
• interpreted as an emergency, turn on Nextel
  Phones
• It may mean you have to return from a vacation,
  or from a conference, etc.

17
REPORTING STRUCTURE/COMMUNICATION

• PHONE TREE
• Richard will notify Jenna
• Jenna will notify Lori and Nathan
• Lori will call Mike, Sarah, and Ian
• Nathan will call Keisha, Dennis, and Benjamin
• Richard will contact Joey if needed
• If Jenna is absent, Richard will contact Lori and
  Nathanif either Lori or Nathan are absent, Jenna
  or Richard will make the callif an RHC is
  absentthe Assistant Director will make the
  decision to work with Residence Hall Managers.
  Lori will also serve as the back up to Jenna and
  Richard
• If the on call person gets the call first, will
  pass up the line to begin the phone treeeither
  Jenna or Richard will make the call regarding
  using the phone tree or the Nextel ALL CALL.

18
REPORTING STRUCTURE/COMMUNICATION

• Reporting Structure
• RHCs will contact Lori, then Jenna, then
  Richard.why?
• When to report?
• Student death or report of death
• Report of sexual assault
• Suicide Attempt
• Injury/Serious Illness/Assault
• Emergency Hospitalization of student
• Mental health or major behavioral concern (harm
  to self or others)
• Weapon threat
• Fire or evacuation of building
• Maintenance Emergencies (anything that causes
  physical harm to building) Also, leave a message
  with Steve Johnson (963-1706)
• Insect Bites should be reported to Barbara
  Hinchliff (963-1831)
• Major theft
• Major Bias Related Incident
• Student Arrest by Ellensburg Police or CWU Police
• Situations that impact staff (fire watch, door
  security, threat against staff)
• Others might include harassment, theft, mental
  health concern, lack of response from a
  university official, drug/alcohol situation,
  angry parent

19
REPORTING STRUCTURE/COMMUNICATION

• Please note
• The purpose for communication up the chain of
  command is not a lack of trust or a belief that
  the RHC role cannot handle most situationsthe
  purpose may simply be an expectation of others
  on campus who believe that they have the need
  to know and it is the ability to be able to
  respond quickly first thing the next day
  regarding the situation. Its also to assist
  you if you need some additional support.

20
WHAT ARE SOME OF THE RESOURCES TO ASSIST YOU WITH
AN EMERGENCY SITUATION?
21
RESOURCES

• Duty
• Remain in the city of Ellensburg and be able to
  respond to campus in no later than 10 minutes
• No Alcohol or other substances that could impair
  or unable to respond and be the representative
  for the department
• On Call Report
• Importance
• Emergency Backpacks
• Located in each office in housing
• Supplies used should be reported monthly to Lori
  so they can be replaced
• Supplies should not be used unless absolutely
  necessary (not for minor treatments)
• Rosters
• In an emergency response, staff should grab the
  bag with the roster in the event that the staff
  need to share feedback/names with emergency
  response personnel and in the event that you
  cannot get back into the building quickly.

22
RESOURCES

• NEXTEL PHONES
• Important to report any broken phones to Senior
  Directoror report strange happenings with the
  phone (missed calls, etc.) on duty log.
• Personal vs. Professional Calls
• When to Use Phone
• --walk to talk feature is when you have a
  question
• --direct calls should only be when you need to
  reach someone in an emergency or after someone
  has confirmed via walk-to-talk that they are free
  to speak via the Nextel
• --Most calls should be done via office phone and
  not to or from Nextel
• (Just think
• WE COULD GO BACK TO A PAGER SYSTEM)
• Radios
• We have handheld radios that can be distributed
  through Button Hall in the event that we lose
  cellphone ability (these are in Warehouse)

23
RESOURCES

• --Staff Badges
• Should be worn when responding to an emergency.
• --E-rosters
• --Emergency Planning Sheets (ensure that they
  remain up in the buildings)
• --Digital Cameragreat for documenting vandalism,
  room damages at closing, bias motivated
  situations, documenting actions taken (signs
  used, etc.)
• --Student Emergency Data Cardsalways need to
  gather these with new students (and remove when
  they check-out) Police will utilize these (EMS,
  etc.)

24
OTHER RESOURCES

• Wellness Center and ASPEN
• Sexual Assault Response
• Sexual Assault Advocates
• Legal Advocacy
• Counseling
• Conduct Process
• Response
• Counseling Center
• [phone] Private
• Whos On Call?
• When to Call?
• Typical Response

25
OTHER RESOURCES

• Comprehensive Mental Health
• Requested through counseling center (get advice
  from Counselor on Call)
• Why Would We Use Them?
• Typical Response
• University Maintenance
• Day Responses vs. Night Responses
• Maintenance and custodial concerns
• 963-3000
• Why would we use them?
• Building Wide Heat or Water Issues
• Continuing affect on students
• Possible threat or harm of injury
• Exterior Doors not secured
• Typical Response
• What happens if we dont get the response we
  need?
• Disability Support Services
• 963-2171

26
OTHER RESOURCES

• Office of Equal Opportunity
• If there is report of a student being harassed by
  a faculty/staff member, Student Affairs will
  report to OEO.
• Human Resources
• If we are aware of a faculty/staff violating
  policies, there may be a need to consult with
  Human Resources (not contract violations)

27
HOUSING RESOURCES

• Emergency Cards
• Include office numbers and the on-call
  professional staff (963-1257)
• Should be returned at the end of the year (should
  be available at all timesshould keep a copy in
  hall office emergency backpacks)
• Issues addressed
• Calling on call staff
• 9-1-1 calls
• Active Shooter (Armed individual)
• Alcohol Overdose and policy violations
• Biohazards
• Bomb Threats
• Death
• Drug Overdose and Suspicion
• Earthquake
• Fires and Smoke Detectors
• Firearms
• Injured/Sick Resident
• Key procedures
• Maintenance Issues
• Media Contact

28
Emergency Response Situations

• Alcohol Overdose
• Suicide Attempt/Mental Health Issues
• Fire and Fire Safety
• Student Death
• Active Shooter/Shelter in Place

29
ALCOHOL OVERDOSE

• Whats the problem?
• What questions to ask of staff?
• What is your response?
• Gather Info and give further instructions
• Respond to the scene
• Identify self with authorities
• Make contact with RA
• Notify Assistant Director
• Debrief staff
• Follow up next day with staff AND STUDENT
• --Remember that drug and alcohol can be lethal.
  
• --Housing staff cannot transport students to
  hospital and cannot give personal careif asked
  by the police, ambulance, or hospital staff,
  indicate that you cannotif they insist, call
  supervisor immediately

30
MENTAL HEALTH

• Whats the problem?
• What questions to ask of staff?
• What is your response?
• Consider threat of harm/impact
• Staff comfort level (who else needs to be
  involved)
• Contact supervisor
• Emergency data cards
• Counseling/health/hospital needs
• Police
• Housing needs (possible relocation of roommate)
• Staff support from RA/RHM
• Community Follow up

31
Suicide

• Whats the problem?
• What questions to ask of staff?
• What is your response?
• Contact supervisor/911
• Involve counseling
• Crowd and rumor control
• How, condition of student, level of threat,
  history, involvement with roommate, individual
  circumstances, where, how, life commitment
• NO HARM AGREEMENT
• Student affairs notification

32
FIRE AND FIRE SAFETY

• Whats the problem?
• What questions to ask of staff?
• What is your response?
• Call 911 and supervisor
• Respond to the situation (small or large)
• Access Hall roster
• Each hall should identify a predetermined meeting
  area and back up location
• Check in with staff members
• Assess injuries, building condition, etc.
• Following up lodging, community space, food
  needs, etc.
• Count number of students
• Evacuation time
• Assist with re-entry into the building
• All evacuations are reported through to Senior
  Director and eventually to the Vice Presidents
  Office (who then shares with the President)

33
STUDENT DEATH

• Whats the problem?
• What questions to ask of staff?
• What is your response?
• Gather info, give instructions
• Make sure 9-1-1 has been called
• Call supervisor
• Immediately respond to scene
• Check in with staff on mental/emotional status
• Await further instructions from management team

34
ACTIVE SHOOTER AND SHELTER IN PLACE

• Whats the problem?
• What questions to ask of staff?
• What is your response?
• We encourage students to stay in room, lock door,
  stay away from doors and windows.
• Staff needs
• Communication needs
• Lock Down process

35
OTHER UNIVERSITY RESOURCES

• NEW TEXTING PROGRAM
• Will be unveiled in early September
• Steam Whistle Technology
• Address some of the different needs
• Reader Boards
• Looking at piloting in certain residence halls

36
USING YOUR BEST JUDGMENT

• Assess the situation
• Ask the questions that give a complete picture
  (remember that this information is headed towards
  someone above youeven the President of the
  University)
• Help Calm the Staff
• Know When You Need to Respond
• Anticipate what else could happen and make sure
  you and the staff are prepared
• Utilize the resources (including your supervisor)
• Ensure that a report is thoroughly written

37
CONCLUSION

• Other items in manual
• Emergency vs. liability
• Media
• Miscellaneous

38
CONCLUSION

• WHAT IS SOMETHING YOU GOT OUT OF THIS
  PRESENTATION?

39
CONCLUSION

• GIVE AN EXAMPLE OF HOW THE HOUSING PLAN FITS
  WITHIN THE UNIVERSITY PLAN
• WHAT IS THE COMMUNICATION PROTOCOL FOR HOUSING?
• IDENTIFY SOME OF THE RESOURCES AT YOUR DISPOSAL
  FOR EMERGENCY NEEDS.
• WHAT ARE SOME KEY ITEMS THAT YOU WANT TO ENSURE
  TO RELAY TO STUDENT STAFF?