THE UNIVERSITY OF HOUSTON EMERGENCY MANAGEMENT PROGRAM 2011-2012 ANNUAL REPORT 2012 Report issued: March 2013 University of Houston Emergency Management DEPARTMENT OF PUBLIC SAFETY EMERGENCY MANAGEMENT BUREAU 1 Contents FROM THE DIRECTOR ..............................................................................................................................................3 2011- 2012 IN REVIEW ................................................................................................................................................4 KEY UH EMERGENCY MANAGEMENT PROGRAMS AND ACTIVITIES ..................................................4 PROGRAM GOALS ......................................................................................................................................................6 PRODUCT SUMMARY ................................................................................................................................................7 OBJECTIVE 1: PROVIDE OVERSIGHT, COMMUNICATIONS, AND COORDINATION OF A BROAD AND DIVERSE GROUP OF CAMPUS PARTNERS ..........................................................................................7 OBJECTIVE 2: DEVELOP AN INTEGRATED ALL-HAZARD RISK BASED APPROACH FOR MITIGATION, RESPONSE, BUSINESS CONTINUITY, RECOVERY; AND PREPAREDENESS PLANNING ........................................................................................................................................................10 OBJECTIVE 3: BUILD LOCAL, HIGHER EDUCATION, STATE, AND NATIONAL PARTNERSHIPS AND COALITIONS ...........................................................................................................................................11 OBJECTIVE 4: SUPPORT CAMPUS UNDERSTANDING AND UTILIZATION OF THE INCIDENT COMMAND SYSTEM/NATIONAL INCIDENT MANAGEMENT PRINCIPLES ........................................13 OBJECTIVE 5: ENHANCE DISASTER PREPAREDNESS CAPABILITES THROUGH PREPARING, TRAINING, AND EXERCISING ......................................................................................................................15 OBJECTIVE 6: STRIVE FOR MULTI-DIMENSIONAL COMMUNICATIONS .............................................19 OBJECTIVE 7: ADDRESS SUSTAINABILITY CONSIDERATIONS IN ALL ENDEAVORS AND ENSURE THAT STRATEGIES ARE MEASURABLE ......................................................................................................22 University of Houston Emergency Management 2 FROM THE DIRECTOR The FY 2011-2012 was a productive year for the Emergency Management Program. The Emergency Management Bureau (EMB) was created in February 2011, with the hiring of a Director. In July 2012, an Emergency Management Specialist was hired, with primary responsibilities of training and hazard mitigation, and the second Emergency Management Specialist was hired in November 2012, with primary responsibilities in Planning and Business Continuity. The EMB is also very excited about the physical move from the Department of Public Safety in January 2013, to the Center for Public Broadcasting opening a state-of-the-art Emergency Operations Center. The Emergency Management Bureau’s primary focus for 2011-2012, was to improve emergency operations communication processes, develop the Emergency Management Plans, provide awareness on emergency management protocols, and establish an emergency operations center with identified technologies for longterm planning initiatives. In the past year, Emergency Management Program actively worked to improve and expand its campus-wide approach to increase the university’s overall disaster resilience. Efforts in the Emergency Management Program include forward completion and progress on the Pandemic Plan, Emergency Response Guide, and building training capacity for the campus community and continued development of the business continuity planning (BCP). Our staff moved forward with a number of projects aimed at the advancement of emergency management for the University and to meet the 2009 Texas Education Code audit requirements, TEC 51.217. This UHS partnership developed the audit tools and established a system wide peer review team. Also, the Community Emergency Response Team (CERT) program was implemented at UH with our own CERT Facilitators. Overall the CERT program continues to be well integrated into the campus operational programs training staff, faculty, students and community. This year also brought the streamlining of the PIER Alert Notification Systems, to include the integration of social media into the campus wide web pages. The partnerships develop the integrated PIER Alerts into the main campus website and finally to strengthen the campus-wide outreach and preparedness programs. Joe S. Méndez, M.P.A., M.S. Emergency Management Director University of Houston University of Houston Emergency Management 3 2011- 2012 IN REVIEW This annual report provides an overview of the University of Houston’s Emergency Management Bureau program and activities completed during the 2011-2012 academic year. The program established objectives that provide a comprehensive, cost-effective, and integrated approach to enhance disaster preparedness and establish long-term and loss reduction approaches. KEY UH EMERGENCY MANAGEMENT PROGRAMS AND ACTIVITIES Program/Activity MAPP Emergency Management Policy and Review - Emergency Management Plan - Business Continuity Plan Emergency Management Plans/Guides - Emergency Management Plan (EMP) - Pandemic Plan - Large Venue Response Guide - Hurricane Severe Weather Guide - Animal Care Response Plan Exercises/Drills - Inclement Weather Table top - Special Events Heat Plan EM Preparedness Outreach Presentations - EM Key Elements - Ride Out Team Orientation - Building Coordinator Training UH Emergency Operations Center Orientations - Notifications: General - Notification/Advisory/Alerts Incident Action Plans & After Action Reports - Football Games - Special events, Commencements, Frontier Fiesta UH Emergency Operations Activation - Hurricane Warning - Siren Activations Personnel Professional Development & Training University of Houston Emergency Management No Programs 2 ()Fully Completed (IP) In Progress 5 20 35 4 21 39 6 58 4 Partner Coordination - Internal - External Partners AN INTEGRATED APPROACH The UH Emergency Management Program goes beyond conventional emergency planning by taking an integrated systems approach. An integrated systems approach means that emergency management practices involve the four phases of the disaster cycle and are integrated into current and future campus plans and policies, as well as the decision-making processes of the University. This approach can also be thought of as a simple equation. The more risk or vulnerability the University mitigates today through plans or policies, the less overall exposure that the University will have to be dealt with during emergencies, decreasing the load on the response side and lowering recovery costs from future events. An integrated and coordinated emergency management program provides the campus with a number of benefits including: Reduced vulnerability and exposure to future crisis and disaster incidents Protection of life, property, research enterprise, essential services, and critical facilities Reduced short-term and long-term recovery and reconstruction costs Quicker resumption of university functions, including education, research, and business systems Increased cooperation and communication within the campus and emergency management community through the planning process, training, and exercising EMERGENCY MANAGEMENT PLANNING PYRAMIND Reslience Recovery Planning Short-term Long- term Busienss Contiunity Plan Conitunity of Operations - Busienss Resumption Emergency Management Plan (EMP) Appendices Mitigation Planning Post diaster - Pre-diaster Three Year Strategic & Busienss Conitunty Plan University of Houston Emergency Management 5 EMERGENCY MANAGEMENT ORGANIZATIONAL STRUCTURE PROGRAM GOALS Objective 1: Provide oversight, communication, and coordination of a broad and diverse group of campus partners. Objective 2: Employ an integrated all-hazard risk based approach for mitigation, response, business continuity, recovery, and preparedness planning for campus. Objective 3: Build local, higher education, state, and national partnerships and coalitions. Objective 4: Support campus understanding and utilization of the Incident Command System/National Management System principles. Objective 5: Enhance disaster preparedness capabilities through preparing, training, and exercising. Objective 6: Strive for multi-dimensional communications (e.g. redundancy to ensure multiple modes for communications and enhance education, awareness, and understanding of what to do before, during, and after crisis and disaster events among students, staff, and faculty. Objective 7: Address sustainability considerations in all endeavors and ensure that strategies are measurable University of Houston Emergency Management 6 FOUR PHASES OF EMERGENCY MANAGEMENT The Emergency Management Program is an integrated design that addresses the four phases of emergency management: preparedness, response, recovery and mitigation. The University of Houston conducts emergency response operations using the National Incident Management System (NIMS) and the Incident Command System (ICS) models. NIMS and ICS provide a consistent nationwide mechanism designed to assist all government, private sector, and nongovernmental organizations in working together during incidents when necessary. Another defining feature of the UH Emergency Management Program is that it is based on the Principles of Emergency Management. These standardized principles allows the EMB to standardize emergency management protocols and together with the integrated approach, will increase the university’s capacity to prepare for, respond to, recover from, and mitigate against future disasters. PRODUCT SUMMARY The University of Houston conducts emergency response operations using the National Incident Management System (NIMS) and the Incident Command System (ICS) models. NIMS and ICS provide a consistent nationwide mechanism designed to assist all government, private sector, and nongovernmental organizations in working together during incidents when necessary. To facilitate emergency management on the UH campus, the Emergency Management Program operates under an oversight advisory structure. Any oversight model must involve not only the emergency management staff, but must also actively engage partners throughout the campus and the surrounding community. Through active partnership, the university will be able to enhance disaster resilience and improve campus safety. OBJECTIVE 1: PROVIDE OVERSIGHT, COMMUNICATIONS, AND COORDINATION OF A BROAD AND DIVERSE GROUP OF CAMPUS PARTNERS UH EMERGENCY MANAGEMENT OVERSIGHT MODEL 1. Created First Emergency Management Annual Report: this annual report provides an overview of emergency management activities, programs, completed during the 2011-2012 academic year. University of Houston Emergency Management 7 2. Emergency Management Advisory Committee Meetings (EMT): General responsibility for the advisory of the Emergency Management Program is the Emergency Management Team, which provides executive leadership on all high level emergency management information and program direction. This group represents executive leaders and auxiliary departments that provide general information on all emergency management plans, policies, procedures, trainings, and exercising. The EMT reports directly to the Director of Emergency Management and is co-chaired by the Assistant Vice President for Public Safety and Security. In the event the campus UH Emergency Operations Center (UHEOC) is activated, this group may be called upon for support, assistance and for coordination efforts to the incident. The EMT meets once a month during the academic year and discuss a number of topics including: Emergency Management Strategic Plan Business Continuity Planning (Update) Presentation: Key Components of UH Emergency Management Ride Out Team Rosters Tabletop Exercise – June 9th, Department of Public Safety Building Inclement Tabletop Wrap Up Introduction / Emergency Management Specialist – Kelly Boysen Senior Officials Workshop – All Hazards Preparedness Emergency Management Plan (EMP) (Update) CERT Training Program Social Media for Emergencies Integration with PIER UH Pandemic Influenza Plan (Update) Emergency Calling Card GETS Program for EMT Assessment Check List for Mass Notification Systems Emergency Alert Notification System Process Assessment of Notification Process - Current actions and Recommendations Emergency Notification Call List Updates Business Impact Analysis (Update) Siren Campaign City of Houston Emergency Operations Center Tour, 9/6/12 CERT Class (Update) Emergency Management Town Hall (Update) Recovery Purposes PIER tool: PIER Check-in site Demonstration University of Houston Emergency Management 8 Emergency Operations Committee (Update) Mass Evacuation (Update) Bomb threats and procedures Active Shooter and procedures National Preparedness Month (September) Program Activity: Teamwork for Integrating Emergency Management EMT Names of Support Staff to assist at UHEOC Update Incidents: Gas Link Response Entrance 14 Joint Information Center Link Harris County Texas Emergency Management Portal Project PIER Availability During Emergencies (Life Threatening and Non – Life Threatening) Emergency Management Bureau Organizational Structure Emergency Management PEER Audit State of Texas Education Code – TEC 21.150 Emergency Operations Committee Update: Subcommittees Introduced 3. UH Emergency Operations Center (UHEOC): The UHEOC was established through partnership with the Center for Public Broadcasting. The UHEOC went from virtual website to a physical monitoring operations center, the center was developed to provide the command and control infrastructure that is required to manage the logistical, planning, operational, safety and campus incident issues related to any and all incidents/emergencies. The UHEOC is sustained by the professionally trained, and educated EMB staff, and will be supported by UH qualified staff capable of performing assigned duties at the UHEOC to achieve the following outcomes: Ability to provide appropriate response to the campus. Ability to support emergency responders through use of the incident command system. Ability to coordinate with local, state and federal, agencies and all UH departments to provide resource information, assist in establishing operations, recovery and business continuity teams and to provide support through emergency response operations at the University of Houston. 4. UH Emergency Operations Committee: was established by the EMB as a subcommittee to the Emergency Management Team (EMT). The purpose of this committee is to improve campus-wide emergency operations through campus-wide collaboration, coordination and the development of specific emergency procedures and processes. The Emergency Operations committee is responsible for: identifying areas within the university’s emergency operations that may need improvement and/or lack coordination. In addition, the committee collaborates and participates in campus-wide emergency response/recovery planning in order to facilitate effective emergency operations. The committee includes University of Houston Emergency Management 9 representatives from various departments/divisions and units that are responsible for providing support and giving direction within their area of expertise. a. Communications Planning Subgroup: The purpose of this subgroup is to improve overall communication strategies during an emergency by developing/suggesting needed educational areas campus-wide as well as communication resources for use between and within departments. b. Physical Recovery Emergency Planning Subgroup: The purpose of this subgroup is to improve the physical response and recovery of university facilities and infrastructure during an emergency through the utilization of an aligned and integrated Facilities Physical Response Model. c. Evacuation Subgroup: The purpose of this subgroup is to develop a campus-wide mass evacuation plan that outlines the roles and expectations all of all stakeholders involved. OBJECTIVE 2: DEVELOP AN INTEGRATED ALL-HAZARD RISK BASED APPROACH FOR MITIGATION, RESPONSE, BUSINESS CONTINUITY, RECOVERY; AND PREPAREDENESS PLANNING 1. UH Emergency Management Plan (EMP): Staff completed the EMP for the university; this is an allhazard plan that details how the university would manage any emergency or disaster. 2. UH Health Center Emergency Plan: Staff coordinated with the UH Health Center to help them develop their emergency plan. 3. UH Health Center Pandemic Influenza Plan: UH Health Center (HC) Emergency Planning, Pandemic Influenza Planning: Staff assisted with the development of the Health Center Emergency Plan, as well as the Health Center Flu Plan, and their role in response to campus-wide flu outbreak. Staff submitted the pandemic plan to the AVP for final adaption to the EMP appendices. 4. UH Hurricane Planning Guide: Staff developed a Hurricane Planning Guide to assist UH departments in their hurricane planning, this includes a checklist and hurricane preparedness guidelines. 5. UH Emergency Response Guide for Large Venues and Sporting Events: Staff developed a response guide for athletics, and large special events to include: Hofheinz Pavilion, Robertson Stadium and Baseball Stadium. 6. NWS/NOAA Storm Ready Campus: Staff applied for the University of Houston certification to become one of four Universities in Texas with the distinction of being a Strom Ready Campus. Under certification review. 7. Departmental Business Continuity Plan Guide: Staff created a BCP template and a guide for University of Houston departments, colleges, divisions and programs to use for continuity planning. University of Houston Emergency Management 10 POLICY/MOU/REGULATIONS 1. UH MAPP Emergency Management Policy: Staff developed updated the 2008, Emergency Management Policy, to include revisions and final submittal. 2. Institutional Annual Compliance Report: prepared institutional compliance for emergency management to meet Federal, State and local authorities, in coordination with EH&S Director. 3. UH System Audit Action Plan: EMB developed the action plan for UH System emergency management compliance, to include the assessment form, action plan and developed the mechanisms and guidelines. The teams were composed of expert emergency management, safety, fire and law enforcement members from the Houston region. Members included: Texas Medical Center representative Harris County Office of Emergency Management and Homeland Security representative Lone Star College representative UHDPS representatives UH Downtown Law Enforcement representative UH Clearlake Law Enforcement representative OBJECTIVE 3: BUILD LOCAL, HIGHER EDUCATION, STATE, AND NATIONAL PARTNERSHIPS AND COALITIONS INTERNAL PARNTERS 1. UH Victoria (UHV) Coordination: Staff discussed coordination during emergencies providing technical assistance on developing their emergency response and business continuity plans. 2. UH Communications/Relations: Staff established emergency notifications process and how UH communications and EMB will coordinate. 3. City of Houston CERT/Preparedness Coordination and Outreach: Staff coordinated future CERT programs and classes as well as other preparedness programs that can be facilitated at UH. Resulting in establishing a UH CERT facilitator and instructors. 4. Texas Hurricane Center: Staff discussed EMB and Texas Hurricane Center collaboration; how the research can lie up with UH emergency planning. 5. UH Residence Life and Housing: Staff discussion of preparedness program for the residence halls; to incorporate disaster preparedness training into RA training. 6. UH EH&S Staff Meeting: Staff collaborated with EH&S staff; to establish more coordination with EMB. University of Houston Emergency Management 11 7. UH Communications – Social Media: Staff coordinated planning to integrate social media into the UH Mass Notification Plan by using the UH Social Media Alliance. 8. UH Dept. of Electrical and Computer Engineering: Staff discussion of developing a UH application that included emergency alerts. 9. UH IT Security and Emergency Management: Staff coordinated with IT Security Chief and discuss role in emergency management. 10. UH Sugarland and Cinco Ranch Campuses: Staff discussion on emergency management planning for campuses. 11. UH Residence Life and Housing Pandemic Flu Planning: Staff discussion RL&H role in pandemic flu planning. 12. UH Participation in Flu Surveillance: Staff discuss UH Health Center participation in City of Houston flu surveillance 13. UH Environmental Health and Safety Pandemic Flu Planning: Staff discuss EH&S role in pandemic flu planning and response. 14. Matrix of Emergency Mass Notification Devices: Staff discussion where notification equipment should be located on campus. Police, Police IT Manager, and Fire Marshal. 15. UH College of Technology Research and Emergency Management: Staff discussion with College of Technology research EM portal project and implementation benefiting the campus. 16. UH Finals Mania: staff participated in the UH student Finals Mania at MD Anderson Library. 17. Emergency Management Town Hall: Staff conducted the first ever Emergency Management Town Hall Meeting for members of the campus and surrounding community to come out and learn about emergency preparedness. This was done in conjunction with National Emergency Preparedness Month. The campus community including the Police Department, Environmental Health and Safety, Fire Marshal’s Office, Staff Council, CERT members and many more participated in the success of the event. 18. National Night Out: Staff participated in the annual University of Houston National Night Out. Sharing information with the community about emergency preparedness and participation opportunities. 19. Building Coordinator Program: Staff assisted the Campus Building Coordinators with presentations on emergency preparedness and siren education for building coordinators or each building on the campus. EXTERNAL PARTNERS The primary role of EMB with UH external partners is to establish an open line of communication to protect the University of Houston in emergencies. Planning, implementing and managing programs that include training and exercise to enhance the efforts of UH staff to prevent to responding in times of need. University of Houston Emergency Management 12 1. State of Texas Operations Center (SOC): Coordination to receive state incident situation reports on Influences Preparedness, fire flags, and statewide special event calendars. 2. Texas Medical Center (TMC) Pandemic Planning: Coordination and meetings to develop pandemic plan Multiple meetings in developing TMC’s pandemic influenza plan; promoted coordination between UH and TMC as well as assisting in developing the UH Pandemic Flu Plan 3. TMC – Emergency Management Directors: quarterly meetings trainings, workshops and Emergency management reviews of regional Hospital stakeholders and EM managers. 4. Harris County Office of Homeland Security and Emergency Management: Coordination with county planning; WebEOC discussion. 5. Harris County Office of Homeland Security and Emergency Management: Coordination with the PIO network, and CTCAC and the use of PIER Systems websites as a virtual JICs and training. 6. Peer Audit Review Workshop: UH Staff: and partners attended 2.5-hour training on how the peer review/audit compliance requirements for the UH System were to be conducted. 7. City of Houston, Department of Health and Human Services: Staff presentation to the EMT on the UH Closed Point of Distribution (POD) for an Anthrax attack on Houston. 8. TMC Hazard Mitigation Advisory Group: Staff review of completed, current and future mitigation projects; opportunity to suggest new mitigation needs. 9. METRO Long Range Planning Workshop: Staff continues to attend METRO discussions on the UH campus as they make plans for the long-term goals. 10. City of Houston Mayor’s Office OEM - Kick-Off Awareness for Preparedness: Staff participated in the annual City of Houston-in-CERT kick-off, to include the community in a City wide walk event. OBJECTIVE 4: SUPPORT CAMPUS UNDERSTANDING AND UTILIZATION OF THE INCIDENT COMMAND SYSTEM/NATIONAL INCIDENT MANAGEMENT PRINCIPLES INCIDENT ACTION PLANNING (IAP) & AFTER ACTION REPORTS (AAR) 1. Special and sporting events: Staff supported DPS and UH departments by developing IAP, AAR and staffing the Incident Command Post. UH Football vs. UCLA UH Football vs. Georgia State UH Football vs. East Carolina University UH Football vs. Marshall (Homecoming) UH Football vs. Rice University of Houston Emergency Management 13 UH Football vs. SMU UH Football vs. Southern Miss (C-USA Championship Game) Frontier Fiesta (3/22/12-3/24/12) Spring 2012 Commencement Planning UH Football vs. Texas State (9/1/12) UH Football vs. Louisiana Tech (9/8/12) UH Football vs. North Texas (10/6/12) UH Football vs. UAB (10/13/12) UH Football vs. UTEP (10/27/12) UH Football vs. Tulsa (Homecoming) (11/10/12) UH Football vs. Tulane (11/24/12) 2. Tornado Watch (11/8) Released an AAR to show the strengths and weaknesses of incident response, stabilization, and notification, Staffed the Command Post/EOC. 3. Tornado Warning and Campus Flooding (1/9/12) AAR released to show the strengths and weaknesses of the UHEOC, mass notification, and the coordination/management of the incident; staffed the EOC 4. Fire at Cemo Hall (3/2/12) Released an AAR to show the strengths and weaknesses of incident response, stabilization, and notification; Staffed the Command Post/EOC. 5. Fire at Bates Hall (12/4/12) Support the response with a partial activation of the UHEOC; Released an After-Action meeting with police, fire marshals and university communications; compiled the comments into an AAR. UH EMERGENCY OPERATIONS CENTER ACTIVATION 1. Tornado Warning and Campus Flooding (1/9/12). Stood up UHEOC to monitor severe weather and campus street/facility flooding (5.5 hours); Send updates to campus community via PIER. 2. Severe Weather and Tornado Warning (1/25/12). Stood up UHEOC to monitor severe weather and heavy rainfall (5.75 hours); Send emergency alert for tornado warning to campus community via PIER; developed IAP briefing. 3. Fire at Bates Hall (12/4/12). Partially activated the UHEOC in response to smoke/fire reported at Bates Residence Hall; coordinated information with University Communications and monitored the event. University of Houston Emergency Management 14 UH EMERGENCY OPERATIONS CENTER ORIENTATION The EMB presented the Emergency Operations Center basic orientations and operation functions to (53) UH staff and community members, to include UHDPS command staff, Campus Safety and Security Committee, and EMT. Developed an AAR to show the strengths/weaknesses of the UHEOC UHDPS Command Staff (06/09/2011) UH Emergency Management Team and Staff Safety and Security Committee OBJECTIVE 5: ENHANCE DISASTER PREPAREDNESS CAPABILITES THROUGH PREPARING, TRAINING, AND EXERCISING EXERCISES AND TABLETOP TRAINING 1. Inclement Weather – Tornado Tabletop Exercise: The staff presented a table top exercise to simulate inclement weather in the UH campus. The exercises strengthen the partnership and communication process with the UH Emergency Management Team members, executive members and critical staff. It also provided an opportunity to test alternate stakeholders needed to support the UHEOC. An orientation of the UHEOC was presented. 2. Large Venue Evacuation and Points of Designation: The staff presented to (6) UH police, EH&S, Five Star, Fire Marshal, and Athletics on large venue evacuation and points of designation. 3. Bomb Threat Mass Evacuation Planning Workshop: Staff presented and moderated the workshop bringing together UH departments to ensure that key UH stakeholders can apply standard level of adequate and timely life safety and security procedures within a bomb threat environment. The teams got a basic understanding of bomb threat response standards, how to develop a bomb threat plan to cover vulnerability assessments, evacuation procedures, and provided basic training for personnel to handle and campus cope with bomb threats. Members attending: 4. Facilities Management Student Housing and Residential Life Parking and Transportation Police Fire Marshal’s Office Bomb Threats Drills for Police Dispatchers: Staff conducted bomb threat drills to police dispatchers, to include day and night shift personnel, to evaluate the dispatcher ability to utilize the bomb threat University of Houston Emergency Management 15 checklist and the department procedures regarding handling a bomb threat. 5. Police dispatchers Athletics Large Venue/Special Events & Heat Wave Preparedness Workshop: Staff presented a workshop to the Athletics special events/operations department, to include response guide, heat related illnesses and preparedness, bomb threat, and evacuation of Robertson Stadium. A heat plan was developed by athletics for the UH UCLA sold out game. PREPAREDNESS AND OUTREACH TRAINING 1. UH 1st Town Hall Emergency Preparedness: Staff coordinated and moderated an open forum that included several emergency management and preparedness agencies to present and exhibit outreach materials. The UH Town Hall offered an opportunity for networking and a question and answer session. It included students, faculty and staff as well as members of the UH Emergency Management Bureau, City of Houston OEM, National Weather Service, UH Fire Marshal’s Office, UH Police Department, Harris County Office of Homeland Security and Emergency Management, and UH CERT members. 2. EM Key Components: Staff presented the key components for emergency management and response to 78 Animal Care and Research Staff and UH Building Coordinators to include support presentations by fire with evacuation planning. The key component workshops are specifically design to meet the department needs to establish protocols for emergency preparedness and response. The workshops were coordinated by EMB and it included EH&S, and the Fire Marshal’s Office in several sessions. Administration and Finance Leadership Team Counseling for Student Disabilities: Animal Care 06/27/11 UH Police Department & Security Personnel 07/21/11 College Division of Business Administrators UH Building Coordinators Division of Student Affairs 3. Communicating Emergency Information through Social Media Alliance: Staff presented to 30 members of the social media alliance (SMA) about the UH Emergency Alert Notification System (EANS) and the EMBs role. The presentation helped facilitate the use of Facebook and Twitter pages and how the SMA can help facilitate the distribution of the official UH emergency Alerts campus-wide. 4. Hurricane Awareness Presentation: Staff presented basic hurricane information and how to be prepared to 25 UH Library staff members as a part of their Work-Life Balance series. University of Houston Emergency Management 16 5. National Weather Service (NWS) Skywarn Storm Spotter Training: Staff sponsored a 2 hour certification class to 25 UH staff, faculty, UH Fire marshals and community members, on how to spot severe weather and report it to the NWS. 6. Making Sense of Mass Notification Webinar, Staff sponsored Webinar through the Campus Safety and presented to 4 members of UHDPS. 7. Impact Weather Tropical Outlook Webinar: Staff took part in several Hurricane predictions webinars for Houston, the webinars were open to UHDPS staff, EH&S, Security Personnel and Athletics: August 3, 2011 September 1, 2011 July 11, 2012 August 11, 2012 September 11, 2012 Winter Outlook 8. Life Flight Landing Zone Training: Memorial Herman Hospital 07/09/11 sponsored Life Flight Landing simulation for 5 UH members to prepare for immediate medical evacuation of campus patients. This included a 45-minute class room training and a tour of the Life Flight Dispatch Center. 9. Campus Awareness and Safety Panel: Staff presented at 7 panel sessions throughout the summer for the Parent Session of New Student Orientation; discussed disaster preparedness outreach opportunities, disseminated information, introduced the CERT program, Emergency Alert Notification System and the importance of being proactive in emergency planning. Dean of Students Assistant Chief of Police Director of Residential Life Outreach Coordinator Psychologist of CAPS EMB Staff 10. UHDPS Security Training: Staff presented an overview of UH EMB, Security Officer’s role in emergencies, emergency information, ICS refresher, and UH EOC orientation to 30 security personnel. 11. UHDPS Security/Parking Enforcement Hurricane Plan Review: Staff reviewed UHDPS Security/Parking Enforcement Hurricane Plan and provided technical assistance and recommendations. 12. UH CERT Program: Staff instructed three more 8 week CERT classes to include students, faculty, police, and security personnel. Approximately 56 UH members have been trained and received certification in this volunteer and disaster preparedness program. Support agencies include: City of University of Houston Emergency Management 17 Houston, Harris County, Houston Police Department, Houston Fire Department, UH Police Department, UH Fire Marshal’s Office. 1st CERT Class – August 2, 2011, Number of Graduates: 13 2nd CERT Class – Mar. 7, 2012, Number of Graduates: 23 3rd CERT Class – Sept. 28, 2011, Number of Graduates: 20 13. UH Outdoor Siren Training: Staff trained 37 UH staff, police and police dispatchers, on how, and when to use of the UH Siren System that included PIER Testing, manual activation and monitoring and testing. EMB staff developed a standardized log system to monitor the equipment, testing gaps and reporting mechanisms for follow-up and action. Police supervisors Police dispatchers 14. Active Shooter Virtual Awareness Roundtable: Staff coordinated an Active Shooter preparedness and prevention training webinar presented by Department of Homeland Security 3 attendees. 15. EMB Police Administration Emergency Planning for Sugar Land and Cinco Ranch Campuses: Staff met with 6 UH System member to review, update and provide consulting services for developing their emergency response plan and business continuity plans. 16. Alternate Care Site Supervisor Training (ACS): Staff coordinated 3-hour training for 30 UH Staff, faculty and community members, the course teaches the set-up, operations and logistics of managing an Alternate Care Site. 17. Ride-Out Team Orientation: Staff trained campus-wide participants on the Ride Out program to include 50 members from Animal Care, UH IT Ride Out-Team members on the new standards and coordination in overall campus Ride-Out Team processes. The orientation explained the importance of NIMS/ICS training and the basics of the UH Emergency Operations Center functions. 18. Animal Care UH IT UH Hilton Garden UH Ride Out Team Preparedness Planning: Staff developed a campus-wide Ride-Out Team coordination with procedures and standards; and met with 25 supervisor/coordinators of each campus Ride Out Team to discuss Ride Out Team responsibilities, coordination with the UHEOC. 19. UH Ride-Out Team Food Coordination with Aramark and UH Dining Services: Staff coordinated with Aramark/UH Dining Services for the preparation and distribution of food for UH Ride-Out University of Houston Emergency Management 18 Team personnel. 20. Unclouding the Clery Act: Emergency Management Compliance Webinar: Staff coordinated 1-hour webinar on mass notification and emergency policies on college campuses 4 members attended. 21. EMB Police Department Emergency Health Advisory Board (EHAB) Development. Staff coordinated and assisted in the development of the EHAB as a result of Pandemic Flu planning; The purpose EHAB is to promote coordination across UH, Texas Medical Center (TMC), and local public health authorities in the event of any health-related emergency. EHAB will make recommendations regarding UH’s response. 22. National Night Out: Staff participated in the annual National Night Out during 2011 and 2012, partnering with students and police department and provided a tour of the campus to report crime prevention issues to the Police Chief/AVP. 23. Business Continuity Planning: Staff presented to various departments, colleges and divisions on the importance of a departmental business continuity plan and the different components to the plan. 24. Emergency Preparedness Material: Staff partnered with external local partners to receive and distribute City of Houston, Harris County emergency preparedness information. The documents are disturbed at various UH trainings and outreach events: Ready Houston Disaster Preparedness DVD City of Houston Hurricane Preparedness Guides including Hurricane Evacuation Maps FEMA Emergency Supplies Kit information OBJECTIVE 6: STRIVE FOR MULTI-DIMENSIONAL COMMUNICATIONS 1. UH Emergency Management : Emergency Alert Notification System Improvement Project Milestones September 2011: Mass Notification and Security Standards - to include mass notification, master plan to physical improvements for security and mass notification and approvals. September 2011: Enhancing the PIER web page design to include, user friendly links, social media, and weather link updates. October 2011: UH Emergency Operations Center (EOC) test webpage updated with new menu, UHEMB Facebook page created, approvals for new design of UHEOC website from UH Marketing and new UH Siren Testing procedures and documentation implemented November 2011: February 2012: UHEOC site customization with PIER December 2012: UHEMB Twitter page created University of Houston Emergency Management 19 February 2012: Facebook/Twitter integration into PIER Emergency Alerts March 2012: UHEOC webpage New Design walkthrough with UH partners (DPS, IT, Marketing, Univ. Communications) Comments from group implemented. UH Siren Activation Training conducted for UHDPS police and dispatchers April 2012: UHEOC Webpage Design Follow-up Meeting with UH partners. UH Siren Activation Training conducted for UHDPS police and dispatchers April-May 2012: Website comments, suggestions and changes implemented June-July 2012: Content preparation for release of the New Design August 2012: UH PIO personnel training on new site design and publication of documents August 2012: Launch of new site design and implementation of new streamlined process October 2012: Development of Emergency Alert Notification System roles in the Emergency Management Plan, Police, University Communications, Emergency Management, Information Technology November 2012: Mandatory Emergency Alert PIER Training for Dispatchers November 2012: Streamlining the alert process by removing unnecessary folders from the Emergency Communications folder and developing a generic Emergency Alert template. December 2012: Police Chief is asked get police bureau on the same page regarding Emergency Alerts. Police dispatcher will distribute the alerts; Police Sergeant acting as the PIO will make internal UH notifications; University Communications will update the main UH website, if necessary. If needed, Emergency Management will be notified. December 2012: AVP Davis; supports the Campus Wide EANS program and is assigned UHS EANS project. The project includes: members of UHS and UH. 2. UH Emergency Operations Center (UHEOC) Website Improvement Project: Staff coordinated for the design of the UHEOC website and developed the new PIER System site to streamline the distribution of Emergency Alerts within the System. A new organization, layout and content for the menu was also developed. 3. UH Emergency Management Bureau Social Media - Facebook and Twitter page: Staff developed the UH EMB Facebook page in order to: (1) Post emergency information, and (2) promote disaster preparedness and awareness through tips and training announcements. Developed the UH EMB Twitter page in order to: (1) Post emergency information, and (2) promote disaster preparedness and awareness through tips and training announcements. 4. Emergency ALERT PIER Training for Police Dispatchers: Staff instructed UH Police dispatchers on how to send in Emergency Alert using the PIER System. Assistant Police Chief and dispatch manager were University of Houston Emergency Management 20 also in attendance. 5. UH Emergency Alert Notification System Preparedness Document: Staff developed information sheets to explain how the campus community is notified of an emergency including the mediums that are used and the terms. The information was disseminated via several information mediums. 6. Launch New PIER Web design for Emergency Communications: Staff launched new PIER website design that includes an improved and organized menu, an enhanced look to the overall appearance of the PIER website and the streamlining of the distribution of emergency alerts. This new process allows Alerts to be sent simultaneously through E-mail, SMS Text Messaging, Phone calls, the new website, Alertus beacons, Facebook and Twitter. www.uh.edu/emergency 7. UH Emergency Alert Notification System and Communications Plan: Staff coordinates, plans, and continues to standardize the streamlining of the emergency alert notification system, with the AVP and provides input to the process; the roles and responsibilities were outlined in the EMP. (This process is on-going from beginning in March 2011 to present. NOTIFICATIONS, ADVISORY AND ALERTS 1. Tropical Storm Don (7/27-7/29). Released a General Notification to EMT, UHDPS Command Staff and Building Coordinators; Post to UHEOC page and Facebook. 2. Tropical Storm Lee (8/30-9/2). Released an Advisory sent to all UH students, faculty and staff via PIER; Post to UHEOC page and Facebook. 3. Tropical Storm Nate (9/8-9/9). Released a General Notifications to EMT, UHDPS Command Staff and Building Coordinators; Post to UHEOC page and Facebook. 4. Tornado Watch (11/8/11) Released an Advisory to all UH students, faculty and staff via PIER; Post to UHEOC page and Facebook. 5. City of Houston Alert regarding Smoke: (1/3/12). Released a General Notification to EMT, UHDPS Command Staff regarding smoke near campus. 6. Tornado Warning and Campus Flooding: (1/9/12) Released an Emergency Alert to all UH students, faculty and staff via e-mail, text, Alertus beacons; Post to UHEOC page, Facebook and Twitter; to include four advisories and updates. 7. Severe Weather and Tornado Warning: (1/25/12). Released a General Notifications as early as 1/23/12 in regards to potential severe weather on 1/25/12. Advisories and alerts sent to all UH students, faculty and staff via e-mail, text, Alertus beacons; Post to UHEOC page, Facebook and Twitter; Sirens were activated. 8. Gas Leak (2/22/2012). Released Advisory to all UH students, faculty and staff via e-mail, selected Alertus University of Houston Emergency Management 21 beacons; Post to UHEOC page, Facebook and Twitter; A total of four advisories were released. 9. Small fire at Cemo Hall (3/2/2012). Released a General Notifications to the UHDPS command staff and to the UH PIOs. 10. Severe Thunderstorms and Wind Damage (3/20/2012)/. Released an Advisory to UH students, staff and faculty. 11. Heavy rain and Possible Severe Weather (4/15-4/16/12). Released a General Notification was sent to the UHDPS command staff and to the UH PIOs on 4/13/12. The UHEOC website was also updated. 12. Houston Fire Department Shelter in Place Order City of Houston Shelter-in-Place Order due to Warehouse Fire. Released an Emergency Alert to all UH Students, faculty and staff to notify them of the Shelter In Place order that included a 5-mile radius from the fire; this order was later lifted for UH area. 13. Tropical Storm Debby. Released a total of (6) General Notifications to the EMT, UHDPS Command Staff, UH PIOs, and Ride-Out Team supervisors regarding the potential threat of Tropical Storm Debby 14. Tropical Storm/Hurricane Isaac. Released (3) General Notifications sent to EMT, UHDPS Command Staff and UH PIOs regarding Isaac. This information was also posted to the website (uh.edu/emergency) as well as the EMB Facebook and Twitter sites. OBJECTIVE 7: ADDRESS SUSTAINABILITY CONSIDERATIONS IN ALL ENDEAVORS AND ENSURE THAT STRATEGIES ARE MEASURABLE PERSONNEL PROFESSIONAL DEVELOPMENT AND TRAINING EMB’s professional development is to benefit both UH and the employee. Professional development enhances personal skills, and can affect an employee’s future as a talent and knowledgeable worker. EMB pursues the right training for career enhancement and in order to provide oversight, communication, and coordination of a broad and diverse group of campus stakeholders. 1. Leadership Training: Staff participated in the leadership training sponsored by Professor J. Webb, Bauer College of Business. 2. Blood borne Pathogen Training: Staff attended training offered by UH EH&S about awareness and responding to the contamination from a blood borne pathogen. 3. CERT Facilitator/Instructor Training: staff certified 8-hour to teach or facilitate CERT for UH classes. 4. Conducting a Hazard and Risk Assessment at Your Campus Webinar: Staff attended 1-hour webinar outlined how to conduct a risk assessment and how to implement the findings in a mitigation plan. 5. EOC Operations and ICS Interface G-975: Staff attended 28-hour course on how to manage an EOC and how the EOC interfaces with ICS operations in the field (ICP). 6. FEMA Webinar Using Social Media for Emergency Management Practices: Staff attended 1-hour University of Houston Emergency Management 22 webinar on how to use social media during preparedness, response and recovery. 7. FBI Biosecurity Workshop: Staff attended the workshop on biosecurity in universities and research institutions and a table top exercise. 8. FSU SharePoint Incident Management System Webinar: Staff attended 1-hour webinar to review FSU’s use of SharePoint as an Incident Management System software; identified pros and cons. 9. Galveston Houston/Alliance for Response: Staff attended Conference for responders, emergency management, and museum/institute/facility administrators; The goal of this program is to promote preservation of heritage (artifacts, art and other structures) during disasters. 10. Homeland Security Exercise and Evaluation Program (L-146 HSEEP): staff attended 24-hour course on how to design, develop, conduct and evaluate exercises. 11. Houston All-Hazards/All Stakeholders Summit 2011: Staff attended 6-hour summit for emergency management stakeholders from the Houston area. Speakers included Mark Sloan and Gary Briese. 12. International Association of Emergency Managers (IAEM): Staff attended 3-days of the IAEM Conference in Orlando, Florida; Attending general sessions and multiple breakout sessions 13. Legal Issues and Disasters MGT-366: Staff attended legal and disaster training. 14. Making Sense of Mass Notification Polices Webinar: Staff attended training on campus safety and policies for warning a campus. 15. PIER Basic Training: Staff attended Basic PIER webinar online. 16. PIER 7.0 Preview Webinar: Staff attended 1-hour webinar showcasing social media and geo-tagging integration into the new release of PIER Systems. 17. PIER Social Media Connectors Webinar: Staff took 1-hour webinar on how to setup social media connectors in PIER and how to post to social media pages and manage inquiries. 18. PIER System Strategic Training: Staff attended 3-day course to learn the administrative processes and strategies to using and improving UH PIER System site. In addition, staff was trained on the development of a communication plan. 19. Peer Audit Review Workshop UH System Emergency Management: Staff attended a 2.5-hour training on how the peer review and audit compliance requirements for the UH System were to be conducted. 20. Regional Technology Seminar and Fair: Staff attended 1-day seminar to learn about the different technologies being utilized in the Region and how UH could use the technologies. These technologies included: PIER, GIS, EMTrack, eNotify, i-Info, Video teleconferencing and WebEOC. 21. University of Houston Texas Hurricane Center Conference: Staff attended conference regarding preparation, planning and mitigation for hurricanes; key note speaker: TDEM Deputy Chief, Nim Kidd. 22. Threat and Risk Assessment: MGT-310: Staff attended 2-day course to learn how to conduct threat, hazard, and vulnerability assessments in order to improve gaps in planning and preparedness on campus. University of Houston Emergency Management 23 23. The 23rd Annual Hurricane Seminar for Business and Industry Houston Staff attended a half-day seminar that focused on case studies and lessons learned for hurricane preparedness and recovery. Speakers included personnel: global and regional private companies, University of Texas Medical Branch, Houston Zoo and hurricane scientists presenting on the Hurricane Outlook for the 2012 season. 24. Understanding and Planning for School Bomb Incidents (UPSBI): Staff took an online 4-hour training course that covers understanding and responding to bomb threats, how to recognize IEDs and how to develop preventive measures and plan for these incidents in schools. 25. WebEOC Sentinel Mandatory City of Houston EOC Training: Staff attended the training to become a WebEOC Sentinel (required) for UH. Sentinel capabilities include: acting as the administrator for the UH WebEOC site, conducting basic training for all users, creating/managing new logins. 26. WebEOC Basic Training: Staff attended the basic training for WebEOC to observe the structure and the presentation in order to train UH personnel. 27. University of Houston System Required Training: Staff completed the following: Cash Security Procedures, External Consulting Related Party Disclosure Training Acknowledgement. 28. Emergency Management Institute/Independent Training: Staff independently took the following courses for certifications: IS 1: Emergency Program Manager, An Orientation to Position IS-15b. Special Events Contingency Planning for Public Safety Agency IS-29: Public Information Officer Awareness IS-100: Introduction of ICS IS-10PWb. Introduction to the Incident Command System Public Works IS-ICS100.HE: Introduction to Incident Command System for Higher Education IS-120 & 120a: An Introduction to Exercises IS-139 & 139a: Exercise Development Course/Exercise Design IS-200: ICS for Single Resources and Initial Action Incident. IS-230 & 230b: Principles of Emergency Management IS-235 & 235a: Emergency Planning IS-240 & 240a: Leadership and Influence IS-241 & 241a: Decision Making and Problem-Solving IS-242.a: Effective Communications IS-244a: Developing and Managing Volunteer IS-393a: Introduction to Hazard Mitigation IS-520: Introduction to Continuity of Operations Planning and Pandemic Influenzas University of Houston Emergency Management 24 IS-522: Exercising Continuity Plans for Pandemic Courses IS-546 & 546a: Continuity of Operations Planning (COOP) Awareness IS-547.a: Introduction to Continuity of Operations Planning IS-548: Continuity of Operations Planning Manager’s Train the Trainer IS-551: Devolution Planning IS-700.a – National Incident Management System (NIMS), An Introduction IS-775: EOC Management and Operations IS-800: National Response Framework, An Introduction promote planning and response functions. IS-906: Basic Workplace Security Awareness IS-907 Active Shooter: What You Can Do IS-923 Performance Management Goal Writing ICS-300: Intermediate Incident Command System for Expanding Incidents ICS-400: Advanced Incident Command System, Command and General Staff DEFINITIONS Preparedness, response, continuity, recovery and mitigation are mentioned frequently through the Annual Report. These terms are defined below as used by the Emergency Management Program. 1. Preparedness: Preparedness refers to activities, programs, and systems developed in advance and designed to build and enhance capabilities to support respond to, and recovery from disasters. 2. Response: Response begins as soon as a disaster occurs. Response is the provision of search and rescue, medical services, access and control, and restoring communication systems during a crisis. 3. Continuity: Continuity of Operations Planning or Business Continuity Planning can be defined as an interdisciplinary systematic approach to planning how an organization will continue critical operations and business during and after a crisis or disaster. 4. Recovery: Recovery operations provide for basic needs and restore the organization. There are two phases in the recovery phase. The first phases, infrastructure is assessed, and repairs are conducted to restore, water, power, communications and other utilities. Second phase includes returning to normal functions and addressing future disasters. 5. Mitigation: Hazard mitigation is defined as a method to reduce or eliminate loss of life and/or property and injures resulting from natural hazards through short-and long term activities. Effective mitigation activities have the potential to reduce the vulnerability and/or exposure to risk and natural disasters. University of Houston Emergency Management 25