OP76.01

OP 76.01: Emergency Operations Plan

DATE: July 21, 1994

PURPOSE: The purpose of this Operating Policy/Procedure (OP) is to establish responsibility for the development, updating, and distribution of the University's Emergency Operations Plan.

REVIEW: This OP will be reviewed by September 1 of each year by the Chief of Police with recommendations for changes submitted through administrative channels to the Associate Vice President for Operations and the Executive Vice President and Provost (EVP&P) by September 15.

The nature of this OP requires that the personnel information contained herein be accurate on a day to day basis. A master copy of this OP will be maintained at the University Police Department with the Chief of Police tasked with the responsibility of making corrections to the personnel information as it is reported to the University Police Department. A copy of the OP will be forwarded to Building Maintenance and Construction as the changes are made. The Director for Physical Plant Administration is tasked with the responsibility of maintaining this copy.

When the OP is submitted for annual review, the Chief of Police will provide a copy of the master document to the Coordinator of Operating Policies and Procedures.

OUTLINE

The Emergency Operations Plan contains two major sections:

* The Operating Policy and Procedure (TTU OP 76.01) which is distributed to all holders of the TTU Operating Policy and Procedure Manual, and

* The Annexes "A" through "P" and Appendices "A" through "E", which are distributed only to officers/members of the Emergency Operations Centers.

EMERGENCY OPERATIONS PLAN

Statement of Purpose and Authority
Plan Development, Maintenance, and Implementation
Local Emergency Situations
Phases of Management

Emergency Operations Centers

Location
Activation and Mobilization

Task Assignments

1.	Chief of Police
2.	Executive Vice President and Provost
3.	Provost's Staff
4.	Vice President and General Counsel
5.	President's Staff
6.	Director of Physical Plant
7.	Academic Facilities
8.	Communication Services
9.	Environmental Health and Safety
10.	Facilities Planning and Construction
11.	Grounds Maintenance
12.	Housing and Dining Services
13.	Director of Personnel
14.	Student Health Services
15.	Student Services Management
16.	Traffic and Parking Services
17.	University News and Publications
18.	University Police Department - Patrol Captain

Attachment A Primary EOC Staff Members
Attachment B Auxiliary EOC Staff Members

ANNEXES AND APPENDICES

Annex A	Academic Affairs
Annex B	Academic Facilities
Annex C	Physical Plant
Annex D	Communication Services
Annex E	Environmental Health and Safety
Annex F	Facilities Planning and Construction
Annex G	Grounds Maintenance
Annex H	Housing and Dining Services
Annex I	Personnel
Annex J	Student Health
Annex K	Student Services
Annex L	Traffic and Parking Services
Annex M	University News and Publications
Annex N	University Police Department
Annex O	Unassigned
Annex P	Primary EOC Staff Members
Appendix A	Fire and/or Explosions
Appendix B	Procedures for Tornado Watch and Tornado Warning on the Texas Tech University campus
Appendix C	Chemical, Biological, Radiological Problems
Appendix D	Civil Disturbances
Appendix E	Bomb Threats

I. STATEMENT OF PURPOSE AND AUTHORITY

The Emergency Operations Plan contained in this document is designed to mobilize rapidly and efficiently the University's resources to handle any emergency which may confront the University. Implementation of this plan will depend upon the nature of the emergency and the circumstances involved. If conditions permit pre-planning, all available information will be provided to the President and his staff for determination of the need for implementing this plan. In the event of a crisis (tornado, fire, explosion, etc.) where an immediate response is required, this plan will be implemented according to the instructions contained herein.

The effectiveness of this plan is dependent upon the total support and rapid response of all personnel. In the event that Texas Tech University is faced with an emergency, the Director of Emergency Operations, acting under the provisions of this plan, is authorized to implement whatever measures are necessary to address the problem. Each member of the University community who has a part in these important tasks is expected to give the matter his full supprt and attention. University community members not specifically identified in the Emergency Operations Plan should be at their normal duty station or at their residence, whichever is most appropriate. They will receive instructions on communication from the Emergency Operations Center or Emergency Referral Center as required.

II. PLAN DEVELOPMENT, MAINTENANCE, AND IMPLEMENTATION

The President of Texas Tech University is responsible for emergency management planning and operations. This responsibility is shared by the Executive Vice President and Provost.

The contents of this plan must be known and understood by those who are responsible for its implementation. The Executive Vice President and Provost and his staff will brief department heads on their role in emergency management and ensure proper distribution of this plan.

The Associate Vice President for Operations is primarily responsible for plan development, maintenance, and ensuring that an annual review of the plan and all annexes is conducted by those involved.

The plan will be activated periodically in the form of a simulated emergency in order to provide practical experience to those having EOC responsibilities unless there have been sufficient "real" activations to test the plan adequately.

This plan will be updated as necessary, based on deficiencies identified by real activations, drills and exercises, changes in organization, and technological changes.

III. LOCAL EMERGENCY SITUATIONS

Texas Tech University is located approximately 1 1/4 miles west of downtown Lubbock.

Texas Tech has a student enrollment of approximately 25,000 with an attendant 3,500 faculty and staff members. The campus is widespread, spanning 1,720 acres with 26 miles of roadway. It contains more than 60 buildings and 17 occupied residence halls which house 5,000 students.

Major thoroughfares accessing the main campus include University Avenue on the east; 19th Street on the south; 4th Street and U.S. Highway 62/82 on the north; and Indiana Avenue on the west.

The university is served by a number of local media, including newspapers, television stations, and radio stations.

Because of its geographical location, topography, demography, and past disaster history, Texas Tech University is assumed to be subject to emergencies from the following contingencies:

1. Blizzard
2. Ice Storm
3. Flooding
4. Tornado
5. Flash Flooding
6. Fire and/or Explosion
7. Utility Outage or Shortage
8. Hazardous Material Spill
9. Civil Disturbance
10. Radiological Accident/Incident

In the event of nuclear attack, Texas Tech would probably not receive nuclear detonations and thus is considered a low risk area.

It is possible for a major disaster to occur at any time and at any place on the campus. In some cases, dissemination of warning and increased readiness measures may be possible. However, many disasters and events can, and will, occur with little or no warning. Generally speaking, the University would be impacted more by a disaster which occurs between the hours of 7:00 a.m. and 9:00 p.m., Monday through Friday, when educational and general-use buildings have higher occupancy rates. Disasters occurring at night or on weekends would most likely involve those persons living in the residence halls, extended hour employees, or those persons attending special events or activities.

Outside assistance will be available in most emergency situations affecting Texas Tech. Although this plan defines procedures for coordinating such assistance, it is essential that the University be prepared to carry out disaster response and short term recovery on an independent basis.

IV. PHASES OF MANAGEMENT

It is the responsibility of Texas Tech University administrators to take reasonable precautions to protect life and property from the effects of hazardous events. This plan is based on the concept that emergency functions for the various departments and organizations involved in emergency management will generally parallel normal day-to-day functions. As such, the same personnel and material resources will be employed in both cases. However, day-to-day functions that do not contribute directly to the emergency at hand may be suspended for the duration of any emergency.

This plan follows an all-hazard approach and acknowledges that most responsibilities and functions performed during an emergency are not hazard specific. Likewise, this plan accounts for activities before and after, as well as during, emergency operations. All phases of emergency management are addressed as shown below:

1. Mitigation - Mitigatiion activities are those designed to either prevent the occurence of an emergency incident or long term activities to minimize the potentially adverse effects of an emergency incident.

2. Preparedness - Preparedness activities, programs, and systems are those that exist prior to an emergency incident and are used to support and enhance response to an emergency incident. Planning, training, and exercising are among the activities conducted under this phase.

3. Response - Response means activities and programs designed to address the immediate and short-term effects of the onset of an emergency incident. Response operations are designed to reduce casualties and damage and to speed recovery. Response activities include direction and control, warning, evacuation, and other similar operations.

4. Recovery - Recovery is the phase that involves restoring systems to normal status. Short term recovery actions are undertaken to assess damage and return vital systems to minimum operating standards; long term recovery actions may continue for years, but are intended to restore facilities and systems to full capacity.

V. EMERGENCY OPERATIONS CENTER

A. Location

1. Primary - The Emergency Operations Center (EOC) shall be located in the University Police Building at 6th and Boston. Personnel designated in Attachment A shall report immediately to this location, upon notification of EOC activation. This group consists of EOC staff members responsible for directing the overall emergency management program; making emergency policy decisions; and requesting outside assistance when necessary. Specific responsibilities are outlined below in Section C, Task Assignments. The Executive Vice President and Provost shall serve as the Executive Director of the EOC. The Chief of Police shall serve as the Director of the Primary EOC.

2. Auxiliary - The auxiliary EOC shall be located in the basement of the Physical Plant Building. Personnel designated in Attachment B shall report to this location upon notification of EOC activation. This group includes EOC staff members responsible for services required to effectively implement the emergency management plan. Specific responsibilities are outlined below in Section C, Task Assignments. The Director of the Physical Plant shall serve as the Director of the Auxiliary EOC.

3. Alternate - The alternate primary EOC shall be located in the basement of the Communications Services Building and the Alternate auxiliary EOC shall be located in the Central Heating and Cooling Plant #1. In the event that the primary or auxiliary EOC locations are unavailable due to circumstances of the emergency, the Director of the EOC will be responsible for designating the alternate locations.

4. Other locations may be utilized depending upon the nature of the emergency.

5. In addition to the Emergency Operation Centers, the Emergency Referral Centers (ERC) at locations listed below may also be utilized for the purpose of mobilizing a network of communications, information, and resources to meet any hazard.

Academic Affairs - 104 Administration
Academic Facilities - 132 West Hall
Communication Services - South Center Doak Hall (Director's Office)
Environmental Health and Safety - 301 Drane Hall
Facility Planning and Construction - East Basement, Administration Building
Grounds Maintenance - Physical Plant Basement
Housing and Dining Services - 106 Doak Hall
Personnel - 161 Drane Hall
Physical Plant - Physical Plant Basement
Student Health - 207 Thompson Hall
Student Services - 250 West Hall
Traffic and Parking Services - Traffic and Parking Building
University News and Publications - 212 Administration
University Police Department - 6th and Boston

B. Activation and Mobilization

Notification of an emergency or hazard which would likely result in the need for activating the Emergency Operations Center will most likely come to the attention of the University Police Department through the 9-911 system or through radio notification by an officer in the field.

The University Police Department dispatcher will notify the Chief of Police of the emergency or hazard and the Chief will in turn notify the Executive Vice President and Provost, or the Associate Vice President for Operations.

Notification of the auxiliary Emergency Operations Center Director and the City of Lubbock Emergency Operations Center staff will be made by the Chief of Police.

The activation of the EOC shall be at the order of the Executive Vice President and Provost or the Associate Vice President for Operations. In their absence, EOC activation is delegated in the following order to:

1. Associate Vice President for Plant Services
2. Chief of Police
3. Patrol Captain, University Police
4. Director of Physical Plant

The individual activating the EOC will serve as Director of Emergency Operations until he is relieved by competent authority.

The Director of the EOC will determine which Emergency Referral Centers (ERC) are necessary to be activiated.

If telephone services are operational, the EOC dispatcher will immediately call the director of each ERC with instructions to activate their centers. If the directors are not available, personnel in the ERC will be contacted in the sequence shown on their respective annex phone lists until someone in the ERC is notified. It will be the responsibility of the contacted person to communicate with others in their ERC and to activate as required.

If telephone services are not operational, the director of the EOC will determine the alternative methocs, such as messenger or radio, to be used for notifying the ERC activation.

C. Task Assignments

The Chief of Police is responsible for:
1. Activating the EOC upon order of the Executive Vice President and Provost.
2. Notifying the Primary EOC personnel of the emergency and requesting that they immediately report for duty.
3. Determining which ERC should be activated and initiating communications to the respective ERCs.
4. Overall operational coordination of emergency response (Director of EOC).
5. Briefing primary and auxiliary EOC staff members on the emergency situation.
6. Identifying and prioritizing all major incidents and response actions, working closely with EOC staff members.
7. Ensuring that critical information is communicated to all EOC staff members and that responding units coordinate with each other.
8. Activating emergency messages to the campus community, maintaining close coordination with the Director of University News and Publications.
9. Providing periodic reports to the Executive Vice President and Provost as well as to EOC staff members.
10. Deactivating the EOC upon order of the Executive Vice President and Provost.
The Executive Vice President and Provost is responsible for:
1. Ordering the initiation of the EOC when circumstances so dictate.
2. Reporting immediately to the EOC for duty.
3. Serving as the Executive Director of the EOC and directing the emergency operational response of the University.
4. Ensuring that a campus-wide coordinated and effective emergency response system is developed and maintained.
5. Supporting the University's overall preparedness program in terms of its budgetary and organizational requirements.
The Provost staff jointly shares the following responsibilities:
1. Reporting to the EOC or the Academic Affairs ERC, as appropriate.
2. Handling the duties of the EVP&P, if unavailable, or upon request.
3. Establishing and manning the Academic Affairs ERC, if deemed necessary. This involves contacting the Academic Affairs ERC staff necessary to activate the Emergency Referral Center.
4. Coordinating University resource inventories.
5. Coordinating and ensuring the development of emergency purchasing procedures and disaster contingency funds.
6. Ensuring that all departments develop, maintain and exercise their respective service annexes to this plan.
7. Coordinating planning and preparedness activities of the University and maintenance of this plan.
8. Analyzing the emergency skills needed by University personnel and providing the training needed to effectively exercise those skills.
9. Ensuring the operational capability of the EOC.
10. Keeping the Executive Vice President and Provost apprised of the University's preparedness status and anticipated needs.
11. Ensuring the development of procedures for employing temporary personnel for disaster operations.
12. Maintaining the Provost's Office standard operating procedures to be followed during emergency response operations. The Vice Provost will prepare and maintain Annex A (Academic Affairs) of this plan.
The Vice President and General Counsel is responsible for:
1. Reporting immediately to the Primary EOC for duty.
2. Advising the Executive Vice President and Provost on emergency powers and necessary procedures for invocation of measures to:
  1. Establish rationing of critical resources.
  2. Establish curfews.
  3. Restrict or deny access.
  4. Specify routes of egress.
  5. Limit or restrict use of water or other utilities.
  6. Use any publicly or privately owned resource with or without payment to the owner.
  7. Remove debris from publicly or privately owned property.
3. Reviewing and advising the Executive Vice President and Provost on possible liabilities arising from disaster operations, including the exercising of any or all of the above powers.
4. Preparing and/or recommending legislation to implement the emergency powers which may be required during an emergency.
5. Advising the Executive Vice President and Provost on record keeping requirements and other documentation necessary for the exercising of emergency powers.
The President's staff is responsible for:
1. Reporting immediately to the Primary EOC for duty.
2. Continuing communication with the President and other appropriate members of his staff.
3. Facilitating contact between the Executive Vice President and Provost and the aforementioned persons as it relates to the planning and decision-making of the particular emergency situation.
4. Coordinating the official communications with other government representatives and agencies.
The Director of Physical Plant is responsible for:
1. Contacting the appropriate Physical Plant staff members necessary to activate the ERC.
2. Reporting immediately to the Auxiliary EOC for duty as Director of the Auxiliary EOC.
3. Directing the overall auxiliary EOC recovery and damage assessment operations.
4. Reporting damage assessment information and repair status of buildings and utility systems to the Primary EOC.
5. Maintaining the Physical Plant's standard operating procedures to be followed during emergency response operations, and preparing and maintaining Annex C (Physical Plant) of this plan.
The Academic Facilities Manager is responsible for:
1. Contacting the appropriate Academic Facilities staff.
2. Reporting to the Auxiliary EOC and serving as an on-campus liaison between academic departments and EOC staff.
3. Identifying known locations of classes, offices, or people in academic buildings and providing that information to the Director of the EOC.
4. Maintaining Academic Facilities' standard operating procedures to be followed during emergency response operations, and preparing and maintaining Annex B (Academic Facilities) of this plan.
The Director of Communication Services is responsible for:
1. Contacting the Communication Services staff members necessary to activate the Emergency Referral Center.
2. Reporting to the Auxiliary EOC for duty.
3. Ensuring the operational capability of emergency communication services for the EOC; advising the Director of EOC on conditions; assessing conditions at auxiliary locations if equipment and services are not operational at the primary location.
4. Coordinating restoration of communication services with Southwestern Bell; requesting the Emergency Priority Restoral List be activated if the central office serving the University has been damaged or is out of service.
5. Advising the Director of the EOC of the overall operational condition of communication services serving the University.
6. Managing and coordinating all emergency communication operations at the EOC.
7. Coordinating special need requirements for Primary EOC staff and Auxiliary EOC staff members.
8. In conjunction with the Dean of Students, coordinating student inquiries and following-up requests from parents/guardians, etc.
9. Coordinating with the Director of News and Publications the handling and referral inquiries from media and the public.
10. Maintaining Communication Services' standard operating procedures to be followed during emergency response operations, and preparing and maintaining Annex D (Communication Services) of this plan.
The Director of Environmental Health and Safety is responsible for:
1. Contacting the Managers of: Occupational Safety, Radiation Safety, Biosafety, and the Fire Marshal, who will then notify their staff members to report to the EH&S Emergency Referral Center.
2. Reporting to the Auxiliary EOC for duty.
3. Coordinating conditions and needs of the Response Team with the Auxiliary EOC staff members.
4. Coordinating with the Director of News and Publications those health and safety concerns that need media attention.
5. Planning and coordinating fire services with the City of Lubbock.
6. Establishing and maintaining a radiological and hazardous materials emergency plan.
7. Notifying the appropriate regulatory agencies if contamination levels exceed established limits.
8. Maintaining Environmental Health and Safety's standard operating procedures to be followed during emergency response operations, and preparing and maintaining Annex E (Environmental Health and Safety) of this plan.
The Associate Vice President for Facilities Planning and Construction is responsible for:
1. Contacting the Facilities Planning and Construction staff members necessary to activate the Emergency Referral Center and reporting to the ERC.
2. Providing members of the Primary and Auxiliary EOC with information concerning physical facilities and systems on campus.
3. Maintaining Facilities Planning and Construction's operating procedures to be followed during emergency response operations, and preparing and maintaining Annex F (Facilities Planning and Construction) of this plan.
The Director of Grounds Maintenance is responsible for:
1. Contacting the appropriate Grounds Maintenance staff members necessary to activate the ERC.
2. Reporting immediately to the Auxiliary EOC for duty.
3. Assessing damage to traffic control devices.
4. Barricading of hazardous areas.
5. Prioritizing restoration of streets and roads.
6. Assessing damage to streets, roads, drainage systems, and other public works facilities.
7. Debris removal.
8. Maintaining Grounds Maintenance's standard operating procedures to be followed during emergency response operations, and preparing and maintaining Annex G (Grounds Maintenance) of this plan.
The Director of Housing and Dining Services is responsible for:
1. Contacting the appropriate Housing and Dining staff members necessary to activate the ERC.
2. Reporting to the Auxiliary EOC for duty.
3. Coordinating evacuation plans in residential housing to include:
  1. Movement control
  2. Health/Medical requirements
  3. Transportation needs
4. Identifying emergency feeding sites.
5. Identifying sources of clothing for disaster victims.
6. Securing sources of emergency food supplies.
7. Coordinating operations of shelter facilities.
8. Maintaining Housing and Dining Services' standard operating procedures to be followed during emergency response operations, and preparing and maintaining Annex H (Housing and Dining Services) of this plan.
The Director of Personnel is responsible for:
1. Contacting the Personnel staff necessary to activate the ERC.
2. Reporting to the Auxiliary EOC for duty.
3. Death and/or injury notifications to family regarding faculty and staff members.
4. Maintaining the Personnel Department's standard operating procedures to be followed during emergency response operations, and preparing and maintaining Annex I (Personnel) of this plan.
The Director of Student Health Services is responsible for:
1. Contacting the appropriate Student Health Services staff members to activate the ERC.
2. Reporting to the Auxiliary EOC for duty.
3. Coordinating planning efforts between Texas Tech University, the Texas Tech Health Science Center, University Medical Center, other Lubbock hospitals, and the E.M.S.
4. Communicating with the E.M.S. during a disaster to establish the level of injury and the number of patients that can be accommodated at Thompson Hall.
5. Activating the Student Health Service when appropriate to care for students.
6. Maintaining Student Health Services' standard operating procedures to be followed during emergency response operations, and preparing and maintaining Annex J (Student Health Services) of this plan.
Student Services management are responsible for:
1. Reporting immediately to the Auxiliary EOC for duty (Assistant Vice President for Student Affairs).
2. Contacting the Student Services ERC staff necessary to activate the ERC and reporting to the ERC (Dean of Students).
3. Student death and/or injury notifications to parents/guardians.
4. Coordinating special need requirements for students with disabilities.
5. Coordinating student volunteer activities.
6. Coordinating and referring agencies to registered off-campus students and serving as liaison with other University departments and Lubbock community agencies.
7. Coordinating student inquiries and follow-up requests from parents/guardians, etc., in conjunction with the University's office of telecommunications.
8. Providing periodic information reports to the Vice President for Student Affairs and the Director of Emergency Operations.
9. Maintaining Student Services' standard operating procedures to be followed during emergency response operations, and preparing and maintaining Annex K (Student Services) of this plan.
The Manager of Traffic and Parking Services is responsible for:
1. Contacting the Traffic and Parking staff members necessary to activate the Emergency Referral Center and reporting to the ERC.
2. Assisting the University Police with traffic control, campus security and other enforcement duties as deemed necessary.
3. Assisting the University Police with answering telephones, disseminating information, radio dispatch and/or any other operations duties as deemed necessary.
4. Maintaining Traffic and Parking Services' operating procedures to be followed during emergency response operations, and preparing and maintaining Annex L (Traffic and Parking Services) of this plan.
The Director of University News and Publications is responsible for:
1. Contacting the Emergency Referral Center staff necessary to activate the ERC.
2. Reporting to the Primary EOC for duty.
3. Compiling and distributing emergency information for the public through local, state, and national media.
4. Creating preworded and preapproval general emergency statements that will be kept on file in both News and Publications Offices.
5. Consulting with each major campus office to determine what emergency personnel should report to campus and relaying that information as quickly as possible to the media.
6. Arranging regularly scheduled media briefings on University status during an extended emergency. The director will act as official University spokesperson in times of emergency, assisted by other administrators as necessary or as requested by media outlets.
7. Consulting with the Director of the EOC on the appropriate time and method of distributing new information as it becomes available.
8. Assisting the Vice President for Governmental Affairs in notifying key state and national officials of an emergency situation on campus.
9. Regularly briefing Dean of Students Office so that parents and students are given the same information as that released to the media.
10. Arranging media interviews with University personnel as necessary. No media interviews should be undertaken by any Texas Tech personnel without clearance from the Director of News and Publications.
  Creating and maintaining an archive of news clips, photos, and other public information about a specific emergency situation and distributing that information to the University Board of Regents and appropriate administrators as requested.
  Contacting the Director of the Institute for Disaster Research to act as a media source when appropriate.
  Maintaining the Office of University News and Publications' standard operating procedures to be followed during emergency response operations, and preparing and maintaining Annex M (University News and Publications) of this plan.
The University Police/Patrol Captain is responsible for:
1. Reporting immediately to the Primary EOC.
2. Receiving and disseminating information to the Director of the EOC.
3. Disseminating emergency public information as necessary until relieved of that responsibility by the Director of University News and Publications.
4. Identifying high hazard areas and the number of potential victims and/or evacuees.
5. Maintaining law enforcement, traffic control, and crowd control.
6. Isolating damaged areas.
7. Initial damage reconnaissance and reporting.
8. Weather reconnaissance as requested.
9. Coordinating search and rescue activities.
10. Maintaining the University Police Department's standard operating procedures to be followed during emergency response operations, and preparing and maintaining Annex N (University Police Department) of this plan.