Lessons Learned of a Constructive Action for Future Application: An All Hazards Response Plan for Higher Education Institutions and Neighboring Communities

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Lessons Learned of a Constructive Action for
Future Application An All Hazards Response
Plan for Higher Education Institutions and
Neighboring Communities

• Thomas Carey, M.S.
• Adjunct Professor
• Metropolitan College of New York
• George Lamarre, MPA
• Metropolitan College of New York (Alumni)
• Michael Agnew ,MPA
• Assistant Director
• Safety and Security
• New York Law School

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Constructive Action

• Purpose 2 Identification of Organizational
  Disaster Needs/Field Experience (5 credits)
• Purpose 3 Initiating and Managing a Disaster
  Recovery Plan/Field Experience (5 credits)
• Purpose 4 Long Range Planning for Disaster
  Management/Field Experience (5 credits)

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Planning Teams
NYC VOAD Case Management Plan
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Emergency Management key documents

• Risk Analysis Report
• Emergency Operations Plan
• Continuity of Operations Plan
• Pandemic Influenza Annex (and other Annexes)
• Annual Report of Campus Security Policies and
  Procedures
• Jeanne Clery Disclosure of Campus Security Policy
  and Campus Crime Statistics Act
• Fire Evacuation Plan
• Disaster Recovery Plan

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RISK ANALYSIS BRANCH TASK

• Create a Hazard Risk Analysis Report for New York
  Law School (NYLS).
• Collaborative effort between both schools.
• MCNY Risk Analysis Branch and NYLS Disaster
  Planning Group

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RISK ANALYSIS BRANCH MISSION

• Identify and prioritize 10 likely natural,
  systematic and man made hazards.
• All hazards approach
• Avoid laundry list
• Research

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RISK ANALYSIS BRANCH GOAL

• Provide a basis for NYLS to prepare and mitigate
  all hazards that threaten the campus community.
• Set the conditions for an appropriate response
  and rapid recovery from a disastrous event

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BAD THINGS HAPPEN TO UNIVERSITIES AND COMMUNITIES
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Previous Hazards and Emergencies affecting NYLS

• Fires 1992 2001
• Bomb Threats 1998 2008
• 1999 Transit Strike
• 1999 Partial Power Outage
• September 11, 2001
• 2002 Data / Telecom Outage
• 2003 New York City Blackout
• Water Main Breaks 2003, 2004 2011
• 2009 Speaker Protest
• Medical Emergencies
• Weather Emergencies

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METHODOLOGY EXPLAINED

• Key Points
• Methodology is currently in use
• Utilized to assess hazards in 110 California
  Community Colleges.

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METHODOLOGY EXPLAINED

• Self calculating Risk and Vulnerability
  Assessment.
• Excel Matrix format tool that constitutes a
  living document.
• Key points
• Asks questions and rates hazards based on
  responses.
• Can be easily modified to mitigate and prepare
  for the latest threat.
• Setting the conditions for an appropriate
  response and rapid recovery.

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• HAZARDS-NY (HAZ-NY) Matrix

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Emergency Planning Process

• Identify Hazards and Conduct Risk Assessment
• Develop the Emergency Operations Plan
• Adopt, Implement, Test, and Train to the
  Emergency Operations Plan
• Maintain and Update the Emergency Operations Plan

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Emergency Operations Plan Branch Mission

• Emphasize advance preparation and teamwork
• Establish and maintain effective communication
  channels
• Foster an environment of continuous improvement
  through leadership

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Emergency Operations Plan Branch Purpose

• Provide general guidance and specific
  direction
• Preparedness
• Response
• Communication disciplines

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Emergency Operations Plan Branch Scope

• The Emergency Operations Plan is an all-hazards
  plan. It identifies responsible individuals and
  guides response and recovery actions. The
  Emergency Operations Plan is designed for all Law
  School buildings. It applies to a broad range of
  incidents and may also be utilized during major
  incidents that occur adjacent to the Law School,
  but do not directly impact the physical
  facilities. In this scenario, New York Law
  School would coordinate emergency information and
  provide support services.

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Emergency Operations Plan BranchBasic plan

• Section 1 Plan Fundamentals
• Section 2 Command, Control and Coordination
• Section 3 Phases of Emergency Management
• Section 4 Emergency Operations Plan
• Section 5 Emergency Management Programs
• Section 6 Training and Exercises
• Section 7 Plan Maintenance and Distribution
• Section 8 Functional Annexes
• Section 9 Hazard Specific Appendices

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Unified Command
Incident Type Primary Department Potential Primary Department / Subject Matter Experts
Con Edison Substation Incident Security, Maintenance
Fire Security, Maintenance
Terrorism Security, Maintenance Marketing
Disease Outbreak and Pandemic Security, Student Life, IT Student Life, Registrar, Academic Affairs
Coastal Storm and Hurricane Security, Maintenance Marketing, Registrar, Student Life, Academic Affairs
Flood Security, Maintenance
Active Shooter Incident Security, Student Life Academic Affairs, Human Resources, Marketing
Power Outage Security, Maintenance, IT
Winter Storm Security, Maintenance Marketing, Registrar, Student Life, Academic Affairs
Bomb Threat Security Marketing, Registrar, Student Life, Academic Affairs
Chemical Release Security, Maintenance
7/11/11
NYLS and MCNY Disaster Preparedness
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Continuity of Operations Plan Branch Task

• Develop a plan that delineates the plan to
  continue the essential functions.
• Create a pandemic influenza annex for NYLS.
• Identify essential functions and key personnel.
• Identify existing continuity efforts.
• Collaborate with NYLS Disaster Planning Group.

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Continuity of Operations Plan Branch Mission

• Continue the following essential functions in
  emergencies

Priority 1 Life Safety
Priority 2 Preservation of Property
Priority 3 Communications
Priority 4 Academic and General Operations
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Continuity of Operations Plan Branch Goal

• Provide a framework and a strategy
• Flexible
• Scalable
• Adjusted based on severity of event, personnel
  affected

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Continuity of Operations Plan
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Propst, R. (2006). Enhancing Disaster Management
Through an All-Hazards Continuity-of-Operations
Continuum. Retrieved on November 27, 2011 from
http//www.homelandsecurity.org/newjournal/article
s/propst_continuum.htm
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Plan Levels
Level 1 Full Activation Major disruption involving campus-wide participation
Level 2 Partial Activation Major disruption to a sizable portion of campus
Level 3 Alert Minor local incident managed with campus resources no plan activation
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Recommended Test Schedule

• All season testing of notification systems
• Including text, email and alarm systems
• Evaluate timeliness of notification system(s)
• Evaluate effectiveness of notification system(s)
• Evaluate clarity of alarm and announcements

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Training Schedule

• New employees
• Orientation and training provided within 30 days
  of appointment
• All departmental leaders to schedule staff
  participation in trainings and exercises
• Annual in-service refresher training

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Annual Exercise Plan

• Conduct internal exercises
• Coordinate with local and State authorities
• Participate and support interagency exercise
  efforts in New York City

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COOP Plan Maintenance

• Assistant Director of Safety and Security
• Manages and maintains plan
• Reviews plan for accuracy
• Departmental update required yearly
• Or upon implementation/exercise of plan

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Pandemic Influenza Annex

• Covers pandemic influenza planning affecting the
  New York Law Schools campus.
• Intended as a tool to assist in planning efforts
  for an influenza outbreak

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Pandemic Influenza Annex Goal

• Provide a plan as part of a continuous process
  that seeks to prevent, mitigate, and prepare for
  pandemic and other health emergencies

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Lessons Learned

• Specific points of view
• Professor/Project Manager
• Student/Branch Chief
• Client/NYLS
• Future Applications of the CA
• NYLS
• MCNY

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The Clery ActThe Jeanne Clery Disclosure of
Campus Security Policy and Campus Crime
Statistics Act

• Title IV Institutions
• Have and Disclose Emergency Response and
  Evacuation Procedures
• In Response to Significant Emergency or Dangerous
  Threat
• Immediate Threat to Health or Safety
• Students and Employees on Campus
• Preparedness for emergencies

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IHEs Sanctions ViolationsInstitute of
Higher Education

• U.S. Department of Education fines
• VA Tech fined 55,000
• University of Vermont
• University of Northern Iowa

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Other Standards Being Applied
The Robert T. Stafford Disaster Relief and
Emergency Assistance Act (Public Law 100-107) as
amended, and Related Authorities as of June 2007
The Disaster Mitigation Act (DMA) of 2000
(Public Law 106-390, as amended) Post-Katrina
Emergency Management Reform Act of 2006
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Resources

• Federal Emergency Management Agency (FEMA),
  Mitigation Resources for Success, FEMA 372.
• FEMA, Getting Started, Building Support for
  Mitigation Planning, FEMA 386-1, FEMA 386- 1CD.
• FEMA, Understanding Your Risks, Identifying
  Hazards and Estimating Losses, FEMA 386-2, FEMA
  386-2CD.
• FEMA, Developing the Mitigation Plan, Identifying
  Mitigation Actions and Implementation Strategies,
  FEMA 386-3, FEMA 386-3CD.
• FEMA, Bringing the Plan to Life, Assuring the
  Success of the Hazard Mitigation Plan, FEMA
  386-4, FEMA 386-4CD.
• National Oceanic and Atmospheric Administration,
  Community Vulnerability Assessment Tool,
  www.csc.noaa.gov/products.
• University of California, Berkeley, Economic
  Benefits of a Disaster-resistant University
  Earthquake Loss Estimation for UC Berkeley,
  www.iurd.ced.berkeley.edu/pub/WP-2000-02.pdf
• University of California, Berkeley, Seismic
  Protection of Laboratory Contents,
• www.iurd.ced.berkeley.edu/pub/WP-2003-02.pdf