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Office of Environmental Health & Safety
University Emergency Prep Checklist


 

EMERGENCY PREPAREDNESS CHECKLIST

PHASE I  (Initiate 24 to 72 hours prior to onset of emergency)

q       Vice Chancellor for Administration and Finance alerts campus of Phase I Status

    General (All Divisions/Departments)
q Update internal notification/recall rosters

    Administration and Finance
q Maintain and update latest forecast and storm tracking information
q Determine and report on campus administrative events scheduled

    Academic Affairs
q Determine and report on academic/research/special events scheduled

    Research/Graduate Studies
q Determine and report on academic/research/special events scheduled

    Health Sciences
q Determine and report on academic/research/special events scheduled

    Student Life
q Prepare dining halls for power outage and food/water supply needs
q Housing Services prepares plan to move residents - coordinate w/ECU Police and Transit
q Housing Services informs staff and all residents of emergency operations policy
q Inform outside (non-University) groups in residence of emergency operations plan
q Inform Panhellenic Council of emergency operations policy

    Computing & Information Systems
q Establish emergency information phone line and provide number to faculty/staff/students
q Maintain essential telephone user list
q Ensure integrity and maintenance of computer and telecommunications systems data/equipment
q Provide emergency information on ECU Home Page
q Report on expected computer network availability

    News and Communications Services
q Review and update current inventory of public information resources

    Facilities Services
q Review and initiate Emergency Operations plan (i.e. Resource List, Mutual Aid Agreements, etc.
q Ensure maximum fuel storage/reserves

    Environmental Health & Safety 
q Update Emergency Telephone Listing
q Update Emergency Operations Plan
q Review Mutual Aid communications and agreements - chemical emergency
q Contact City/County Rep regarding meeting
q Establish EH&S Emergency Operations Center Liaison (and communications) at City/County EOC
q Provide announcement on Email system regarding “Office/Laboratory Preparations” and storm
 

PHASE II  (Initiate 12 to 24 hours prior to onset of emergency)

Vice Chancellor for Administration and Finance notifies campus of Phase II status and activates Emergency Response Team.  As wind gusts reach 30 mph, an orderly secession of activities will begin.  As wind gusts reach 30 mph, all aerial work (work at heights, on ladders or on rooftops) shall begin shutdown.  At wind gusts of 40 mph, all outdoor emergency preparation activities shall begin shutdown.  Only emergency response and ECU patrols will be allowed to operate at this point.  At wind gusts of 65 mph, all outdoor activities (i.e. ECU Police patrols) shall shutdown, except in the case of a response to a life-threatening event.  Response to life-threatening activities shall be decided by the VCAF with appropriate counsel.  These same parameters will be utilized to determine the initiation of response activities.

    City/County Rep
q Report on city/county plans and coordinate needs with ECU
q Identify and report on safe routes for evacuation and emergency shelter locations with ECU

    PCMH Rep
q Report on hospital preparations and any needs/assistance

    Administration and Finance
q Provide latest forecast and storm tracking information
q Ensure Materials Management availability for emergency procurement and supplies
q Marketing Director distributes announcement on Email system regarding cancellations
q Marketing Director to provide AM 530, ECU web site and emergency information phone line with update
q Decide on campus events status - continue/cancel/postpone
q Provide mobile phones to key emergency personnel
q Provide for relocation of faculty/staff/students (nonresident) to Mendenhall Student Center

    Academic Affairs
q Decide and report status of special academic events/experiments scheduled - continue/postpone/reschedule/cancel and secure research
q Decide status of Theater Arts/Music events scheduled - continue/postpone/reschedule/cancel
q Decide status of academic class schedule for potential cancellation - continue/cancel
q Decide status of off-campus activities - boats, research, field work, etc.

    Health Sciences
q Decide and report status of special events/experiments scheduled - continue/postpone/reschedule/cancel and secure research

q Decide and report the status of clinic schedules and appointments

q Secure radioactive/biological materials & prepare staff for emergency response
q Secure/evacuate modular units

Student Life
q Decide and report status of student activities scheduled/rescheduled/postponed/canceled
q Accommodate handicapped/special needs residents
q Provide entertainment for residents
q ECU Police contact Housing Services to determine time to move students from rooms to hallways
q Prepare dining halls for power outage (stocked food, cooking source, water)
q Place Student Health Services staff on standby and prepare units
q Place Counseling Center and Student Health Services’ Mental Health Services staff on standby and prepare units
q Make preparations for alternate Aid Station
q Ensure bus transportation is available and fueled for possible evacuation - staff on standby

    Computing & Information Systems
q Maintain staff on standby for response
q Test emergency communications systems including computers
q Determine emergency shutdown needs and implement plan

    Environmental Health & Safety
q Report on status of EH&S Emergency Operations Center Liaison
q Assist in emergency preparations of Dining Services
q Secure HazMat Storage facilities
q ECU-EOC Liaison report to City/County EOC
q Check East/West campus to assist Facilities Services in securing
q Secure recyclable materials and equipment
q Test emergency communications with EOC Liaison, PCMH and other ECU staff
q Fuel vehicles
q Place EH&S staff on standby for response

    Facilities Services
q Secure facilities and construction areas
q Clear storm drains and secure grounds
q Secure modular units
q Secure off-campus facilities
q Make forms available for compiling FEMA information
q Verify progress with emergency plan
q Fuel vehicles and emergency generators
q Test emergency resources (e.g. generators, sump pumps)
q Place Facilities Services staff on standby

    ECU Police
q Prepare emergency Operations Center (including alternate EOC)
q Test emergency communications to all Emergency Operations Centers by all means (phone, fax, email, radio, etc.)
q Fuel vehicles
q Place ECU Police staff on standby
q Contact Housing Services to determine time to move students from rooms to hallways

    Parking & Traffic Services
q Remove vehicles from low-lying areas in case of flooding & close areas
q Notify all faculty/staff/students to move vehicles to higher ground
q Place staff on standby

    News and Communications Services
q Place staff on standby to contact news media - Local TV/radio stations
q Place staff on standby to contact campus radio (WZBM)
q Place staff on standby to contact cable channel voice-over
q Establish Disaster Assistance/Information Center

PHASE III  (Initiate when storm has passed and winds dissipate below 40 mph)

Vice Chancellor for Administration and Finance activates emergency response activities

    Facilities Services 
q Remove debris from roads to allow access to emergency vehicles
q Complete damage assessment - East/West campus (grounds, facilities, construction areas)
q Secure unsafe areas - repair/restrict access
q Establish utility service in cooperation with Greenville Utilities
q Compile damage report and prioritize repairs
q Collect data for insurance/FEMA reimbursement
q Provide equipment, personnel and resources to rescue workers

    Environmental Health & Safety
q Complete Safety Assessment - East campus grounds
q Complete Safety Assessment - Dining Services facilities
q Complete Safety Assessment - HazMat storage facilities
q Complete Safety Assessment - West Campus laboratories
q Complete Safety Assessment - East Campus laboratories and grounds
q Complete Safety Assessment - assist Facilities Services with balance of facilities, if needed
q Contact Greenville Utilities to assess water contamination
q Review Emergency Operation Plan and revise, as necessary
q Schedule debriefing to discuss response, if necessary

    ECU Police
q Establish Auxiliary Command Post at site, if necessary - phones, computers
q Establish Counseling Area, if necessary
q Establish Press Area, if necessary
q Establish Recovery Area, if necessary
q Establish Receiving/Counseling Area
q Establish perimeter around incident site
q Patrol unsafe areas to ensure security
q Control media access to victims and victim’s family members

    Greenville Fire Department
q Setup Command Post
q Be aware of visual reference when removing victims

    News and Communications Services
q Remain on standby to contact news media - Local TV/radio stations
q Remain on standby to contact campus radio (WZBM)
q Remain on standby to contact cable channel voice-over
q Organize news media into one area
q Provide hourly news conferences and information updates in between - coordinate w/media
q Do NOT allow individual interviews

    Telecommunications
q Establish “800” or “888” hotline number where victim’s families can obtain information

    Computing and Information Services
q Establish computer link to student/staff/faculty database to identify victims/missing
q Provide press releases on ECU Home Page with hotline number for families
 
    Housing Services
q Complete damage assessment of Housing Services’ facilities
q Deactivate use of hallways for student housing and/or other temporary shelter facilities
q Provide temporary housing for rescue/utility workers

    Dining Services
q Complete Damage Assessment - Dining Services facilities
q Establish food service for rescue workers, families, news media, etc.

    Student Life
q Organize/contact interested student groups to help in “light duty” cleanup effort
q Report to command post to assist with identifying missing/victims and dealing with families
q Provide Counseling Center and Student Health Services - Mental Health Services staff for counseling students, staff, faculty and family members of victims