EOC
Show & Tell
Valerie Lucus
Laine Keneller
AGENDA


Introductions
Disasters on Campus






Emergency Management & EOC
IET & Emergency Communications
Pandemic Planning
Break
Scenarios


Video – Aftershocks
Discussion
Conclusion
UC Davis

Total population: 50,000


30,000 students
20,000 staff and faculty (including state-wide
staff that are associated with UC Davis, i.e.: county
extension offices)



Other UC campuses
Local Community
Larger Community
Emergency Management
“The Earth has a history of catastrophes and
that history will continue.”
Living with Hazards; Dealing with Disasters
William Waugh
Define “disaster” …
Define “disaster” …
… A serious disruption in the ability of a community or
a society to function ….
… causing widespread human, material, economic or
environmental losses …
… which exceed the ability of the affected community or
society to cope using its own resources.
Disasters that plague us …
Natural













Earthquake
Tsunami
Volcano
Landslide, mudslide, subsidence
Glacier, iceberg
Flood, flash flood, seiche, tidal
surge
Drought
Fire (forest, range, urban)
Snow, ice, hail, sleet, avalanche
Windstorm, tropical cyclone,
hurricane, tornado, water spout,
dust/sand storm
Extreme temperatures (heat,
cold)
Lightning strikes
Famine
Man-Made















Diseases that impact humans and animals
Animal or insect infestation
HazMat (chem/rad/vio) spill or release
Transportation accident
Building/structure collapse
Energy/power/utility failure
Fuel/resource shortage
Air/water pollution, contamination
Water control structure/dam/levee failure
Financial issues, economic depression, etc
Communications systems interruptions
Terrorism (conventional,
chem/bio/rad/cyber)
Civil disturbance, public unrest, mass
hysteria, riot, enemy attack, war,
insurrection, strike
Crime, arson
Electromagnetic
pulse
8
There are hurricanes on campus …
Hurricane Katrina
August 29, 2005
There are tornados on campus …
Tornado
Union University, Jackson Tennessee
February 5, 2008
There are floods on campus …
October 30, 2004
University of Hawaii
Manoa Valley, Hamilton Library
There are fires on campus …
Fire
Pepperdine University, California (1993 & 2008)
Stony Brook University, New York (Sept 2006)
There are active shooters on campus …
There are earthquakes on campus …
Earthquake
California State
University (CSU)
Northridge
November 15, 1994
There are pandemics on campus …
“The epidemic came to the
University of California in 3
waves: the first and most
serious in October and
November of 1918. It
resurfaced briefing in
December and again in
January, causing the Spring
semester to be delayed by two
weeks.”
Academic Aftershocks
http://www.youtube.com/watch?v=ofXW31CZcHk
The Emergency Manager
“My job is to tell you things you
don’t want to hear, and ask you to
spend money you don’t have, for
something you don’t ever think is
going to happen.”
Emergency Management is …
… the process of coordinating
available resources
… to effectively manage emergencies
… that overwhelm day-to-day
operations,
… thereby saving lives, avoiding
injury, and minimizing economic
loss.
Chancellor/
Provost
Office of
Administration
Stan Nosek
Safety Services
Jill Blackwelder
Local Cities
Yolo County
California OES/Agencies
UCOP
Federal (DHS, FEMA, etc)
18 Groups
Professional EM and BCP
Emergency
Management
Valerie Lucus
Public Safety
Administrative Units
Academic Units
Research
VetMed/Animal Care
Medical Center
… the process looks like this.
Incident
Response
Recovery
(first 72 hours or so)
Life safety,
protect property
Short-Term
(Days - Weeks)
damage assessment
Long-Term
(Months-Years)
Business
Continuity/
Resumption
19
Emergency Operations Center
Emergency Operations Center
An EOC is …
1. Defined set of policies/
procedures/people, and
2. A predetermined location
3. To provide centralized
management of the
unexpected.
EOC objectives are …
1. To save lives and minimize
injuries;
2. To protect property and
the environment;
3. To return to normal/
Disaster Recovery
Business Continuity
EOC Organization Chart
Executive Policy
Team
Management
EOC Manager
University
Communications
Academic
Programs
Operations
Fire
Police
Facilities
EHS
IET
Student/Employee Health
And others
Plans & Intelligence
Situation Status
Documentation
Advance Planning
Recovery Planning
Logistics
Finance
Supply
Transportation
Personnel
Engineers
Procurement
Time
Claims
Department Operation Centers (DOC)
Established, staffed and managed by each Department or Office
with a need to coordinate the actions of their personnel during a
response or recovery activation of the EOC
22
IET Helps Make it Happen!
IET at UC Davis
In support of the University's mission,
Information and Educational Technology
will deliver an infrastructure of
technological services appropriate to the
requirements of the campus community.
IET
VP Office
Communication
Resources
Data Center &
Client Services
Academic
Technology Support
Application
Development
IET Supports Safety Services
EOC Communications
o
o
o
o
Dataports / wireless
Projection system Audio / Visual
EAS (Emergency Alert System) cable
Portable radios (800 MHz)
Department Driven DOC Activation
Incident
Notification
Manager notifies
IET that DOC will
be activated
Activate
DOC?
Situation Analysis
Manager Activates
DOC
Yes
Manager contacts
Critical Team
No
Managing the
Incident
Has EOC been
activated?
Yes
DOC Manager
Contacts EOC to
provide status
DOC Notifies
Internal and
External Clients
Yes
DOC Sends
Updated
Notification to
Internal and
External Clients
Is Incident
Resolved?
No
Has Status
Changed?
Yes
DOC Manager Deactivates DOC
No
No
DOC Manager
Assigns Incident
Summary Report
Ownership
Responsible
Department Drafts
Incident Summary
Report
Post - Incident
Responsible
Department Sends
Draft to Critical
Team for Approval
Is Incident
Summary Report
Approved?
Yes
Responsible
Department Sends
Incident Summary
Report to
Appropriate
Recipients
Outstanding
Corrective
Actions?
Incident Summary
Report closed
Yes
No
Responsible Dept
Monitors for
Completion
Corrective
Actions
Completed?
No
Yes
End
WarnMe
Emergency Notification System



API built from on-line directory to WARN
Over 55,000 records uploaded
Database refreshed Nightly
Examples of Features








Off-Site Hosted Service
Unlimited # of Members
Monitoring Systems
24 x7 Customer Service
Scheduled Call Outs
Pre-Recorded Messages
Real-Time Reports
Response Capabilities
UC Davis
work
home
other
email
Vendor sends hundreds of messages to
pre-determined list at once.
The ‘Listings’ website (a.k.a Online Directory) collects institutional information
about faculty/staff/students.
the WarnMe application is the new application built specifically to collect personal
information.
A third set of data is collected from places like our student system, our health
system (e.g. Pagers for doctors), our student housing system (building
information for those students living in the dorms).
All this information is then joined together in a set of Oracle tables and uploaded
into the Warn system with the ‘inConnect’ program that Warn provided for us.
The faster we
can notify
people in an
emergency, the
faster they can
respond and
stop worrying.
GETS
National Communications System
National Security/Emergency Preparedness
Priority Telecommunications Services
Government Emergency
Telecommunications Service (GETS)
Wireless Priority Service (WPS)
UC Davis
Ralph Parker
Regional Outreach Coordinator
ralph.parker@associates.dhs.gov
415-893-0401
GETS Calling Card &
Wireless Priority Service
0123 4567 8910
JAN SMITH
US CITY EOC
GETS is an emergency
calling card service that
can be used from virtually
any telephone to provide
priority for emergency calls
WPS is an add-on feature
subscribed on a per-cell
phone basis to provide
priority for emergency calls
made from cell phones
Who Has GETS/WPS on Campus?
Individuals who need to communicate
anytime/anyplace should have personal GETS
Cards and WPS Subscribed Cell Phones
Key Locations and Functions should have
GETS cards for use during emergencies
 Senior Leadership
 Media Relations
 Emergency Management and staff
 Police/Fire Chiefs and staff
 Police/Fire Field Command
 Department Heads and staff
 Team leaders
 Subject matter experts/trained specialists
 Others Individuals with an Emergency
Preparedness and Response role.
 EOC Work Stations
 Back-up EOC
 PSAPs
 Computer/IT Center
 Police/Fire Dispatch
 Shelters
 Command Vehicles
Emergency Status Line
(530) 752-4000

Collaboration with:



IET
Emergency Manager
University
Communications
UC Davis Home page




Stripped down text
Equipment Collocation
Off-site
Load Balanced for
heavy Traffic
University
Communication Access
UC Ready
This UC Ready tool will guide you, step by step, to create a
continuity plan. Your plan will identify:




CRITICAL FUNCTIONS performed by your department, and the
factors needed for their continuance.
INFORMATION AND STRATEGIES that will help during and
after the disaster-event.
ACTION ITEMS that can be done, starting now, to lessen the
impact of these events and make us ready to cope.
https://ucready.berkeley.edu/begin.cfm
IET Pandemic Planning
“We take this threat of a
an Avian Influenza
Pandemic seriously and
are urging the entire
University of California,
Davis campus to take the
necessary steps to prepare
for it.”
Provost Virginia Hinshaw
UC Davis
Pandemic Planning
Pandemic Planning
 Not the same as seasonal flu
 Historically inevitable
 Effect a large % of the population
 Normal life is
disrupted because of
excessive absenteeism
Pandemic Planning
1.
Seasonal (or common) flu is a respiratory illness
that can be transmitted person to person.
2.
Pandemic Influenza is virulent human flu that
causes a global outbreak, or pandemic, of serious
illness. Because there is little natural immunity, the
disease can spread easily from person to person.
Pandemic Planning

1918-19 ‘Spanish Flu’ (H1N1): 2040% of the world’s population, 20
million people died, 500,000 in U.S

1957-58 ‘Asian Flu’, (H2N2):
virus was quickly identified due to
advances in technology and a
vaccine was produced, the elderly
had the highest rates of death, about
70,000 deaths in the United States.

1968-69, ‘Hong Kong Flu’,
(H3N2): caused approximately
34,000 deaths in the U.S., this virus
returned in 1970 and 1972 and still
circulates today.
H1n1 Pandemic Planning



Circulating among swine for several years
Unusual combination of swine/bird/human genes
Meets all the definitions of a pandemic





Novel virus
Effective human-to-human spread
Present in a large geographic area
World: 36,000 cases in 76 countries – 163 deaths
US: 18,000 cases in all states – 18 deaths
WHO declares Level 6

No previous pandemic has been detected so early
or watched so closely

The virus writes the rules

Appears it will be of moderate severity

Most patients experience mild symptoms

Virus preferentially infects younger people (>25)
WHO declares Level 6

It is prudent to anticipate a bleaker picture as the
virus spreads to areas with limited resources, poor
health care, and a high prevalence of underlying
medical problems.

Vaccines are in the works

Recommends no restrictions on travel and no
border closures
Material in your packet








WHO Statement re: Pandemic Level 6
UC Davis Influenza Pandemic Annex
CDC H1N1 (swine flu) Infections Alert for
Institutions of Higher Learning
“No Handshakes at Commencement”
CDC/OSHA Brief
IET Telecommunication Planning Options
IET Solutions for Social Distancing
Emergency Communication Brochure
Break
5 Dirtiest Places That May
Surprise You
Situation 1 of 4
Early October, 2009




Start of regular annual
flu season beginning
WHO Pandemic Level 6
–widespread cases
around the world
Individuals are
contagious for 1-2 days
before symptoms appear
Course of illness is 5-7
days
Situation 2 of 4



Influenza symptoms rate in population overall is about
40% - twice that of the seasonal flu; symptoms generally
not worse than seasonal flu, but more people sick
because there is no immunity
There has been one ‘wave’ through your community and
it was relatively mild.
Experience at other campuses are that the students are
getting sick more often and more seriously than staff or
faculty.
Situation 3 of 4



Nearest major metropolitan area experiencing
what looks like beginning of a wave, their public
health officer has responded vigorously by
closing schools and cancelling public events
Number of cases in this county starting to
increase
Discussions with public health officer makes it
clear they are going to request all schools close
within the next week – for at least two weeks,
probably three weeks.
Instructions




There will be 3 questions
You can ask about what the rest of campus is doing,
but consider these questions from an IT perspective
These are problem solving questions
For each questions, we’ll ask you to report out with:




What is the problem (from an IT perspective)
What are the options
How could those options be implemented
Who else needs to be involved
Scenario 1
Based on experience elsewhere, IT can
expect a 30-40% absentee rate over the
next four weeks.
? What is the problem (from an
IT perspective)?
? What are the options?
? How could those options be
implemented?
? Who else needs to be
involved?
Scenario 2
Classes will be suspended for three weeks.
?
?
?
?
What is the problem (from an IT perspective)?
What are the options?
How could those options be implemented?
Who else needs to be involved?
Scenario 3
Non-essential employees
throughout the campus will be sent
home for 3 weeks.
?
?
?
?
What is the problem (from an IT
perspective)?
What are the options?
How could those options be
implemented?
Who else needs to be involved?
Are You Ready?
Top 10 Easy Steps
to Being Better Prepared
10.
Find out who the Emergency
Manager is on your campus
9.
What kind of pandemic planning
is going on at your campus
8.
Take advantage of the work
Berkeley has done for UC Ready
to get your department ready.
7.
Make an Emergency Contact List
for yourself / your department and
keep it with you.
6.
 Be
Prepared at Home
Plan
for social disruptions
Stock a supply of water and food and
other supplies
Have OTC and prescription
medications on hand
5.
Stay informed
Understand what a pandemic is and
isn’t…
CDC:
“Swine Flu and You”
www.pandemicflu.gov
www.who.int
4.
 Keep
yourself healthy
Adequate
rest, healthy food, exercise
Immunizations and flu shots
3.
 Hygiene
Wash
Etiquette
your hand frequently with soap
and water
Use hand sanitizer when you can’t
wash
Use alcohol wipes on surfaces in
your office
2.
Learn to cough properly:
 Why
don’t we do it in our Sleeves!
 Or Cover your Cough with your
Clothes
1.
STAY HOME IF YOU ARE
SICK!!!
Wrap Up
What did you learn?
What are you taking back to
your campus?