Valley City State University
Emergency Policies and Procedures
12/2015
Table of Contents
INTRODUCTION .......................................................................................................................................................................... 1
EMERGENCY PROCEDURES (Incident Action Plans) .................................................................................................. 1
FIRE SAFETY ............................................................................................................................................................................... 3
EMERGENCY FIRE PLAN ............................................................................................................................................. 3
MEDICAL SAFETY ....................................................................................................................................................................... 5
MEDICAL PROCEDURES .............................................................................................................................................. 5
BUILDING SAFETY ...................................................................................................................................................................... 6
POWER FAILURE .......................................................................................................................................................... 6
HAZARDOUS MATERIAL/GAS LEAKS EMERGENCY RESPONSE ............................................................................. 6
SUSPICIOUS PACKAGES / MAIL HANDLING .............................................................................................................. 7
BUILDING COLLAPSE ................................................................................................................................................... 8
ELEVATOR ENTRAPMENT ........................................................................................................................................... 8
EXPLOSION ................................................................................................................................................................... 8
LOCKDOWN PROCEDURES .................................................................................................................................................... 10
EVACUATION PROCEDURES................................................................................................................................................... 12
EVACUATION PLANS .................................................................................................................................................. 12
BUILDING EVACUATION............................................................................................................................................. 12
CAMPUS EVACUATION .............................................................................................................................................. 12
SHELTER-IN-PLACE.................................................................................................................................................... 11
SEVERE WEATHER SAFETY ................................................................................................................................................... 13
FLOOD INFORMATION ............................................................................................................................................................. 16
PERSONAL SAFETY ................................................................................................................................................................. 19
THREAT OF VIOLENCE ............................................................................................................................................... 19
CRIME IN PROGRESS ................................................................................................................................................ 19
THREAT ASSESSMENT .............................................................................................................................................. 19
MISSING STUDENT ..................................................................................................................................................... 22
CRIMINAL & SUSPICIOUS BEHAVIOR ....................................................................................................................... 23
BOMB THREATS.......................................................................................................................................................... 23
CIVIL DISTURBANCE AND DEMONSTRATIONS ....................................................................................................... 24
VEHICLE ACCIDENTS ................................................................................................................................................. 25
ARMED INTRUDER...................................................................................................................................................... 25
PANDEMIC FLU ........................................................................................................................................................... 26
MAJOR EMERGENCIES AND DISATERS ................................................................................................................................ 30
VCSU INCIDENT COMMAND SYSTEM .................................................................................................................................... 34
EMERGENCY COMMUNICATIONS ........................................................................................................................................... 49
EMERGENCY RESPONDING AND PLANNING ........................................................................................................................ 52
APPENDICES ............................................................................................................................................................................. 56
APPENDIX A- BUILDING EMERGENCY TEAM .......................................................................................................... 56
APPENDIX B- BOMB THREAT REPORT .................................................................................................................... 57
APPENDIX C- EMERGENCY CALLING TREE Home ................................................................................................ 58
APPENDIX D- EVACUATION FOR PERSON WITH DIASBILITIES OR IN NEED OF ASSISTANCE......................... 60
APPENDIX E- NDSU EMERGENCY POLICIES FOR VCSU EXTENSION CLASSES ................................................ 62
APPENDIX F- BUILDING EVACUATION ASSEMBLY POINTS ................................................................................... 64
APPENDIX H- BUILDING ADDRESSES ...................................................................................................................... 65
APPENDIX I- INCIDENT ACTION PYRAMID ............................................................................................................... 66
APPENDIX J- EMERGENCY SHUTOFF LOCATIONS ................................................................................................ 67
APPENDIX K- CRITICAL ASSETS ............................................................................................................................... 68
APPENDIX L- EMERGENCY PROCEDURES: QUICK REFERENCE ......................................................................... 69
APPENDIX M- MEDICAL SUPPLIES LOCATIONS ...................................................................................................... 71
APPENDIX N- CITY OF VALLEY CITY: EMERGENCY TELEPHONE NUMBERS ..................................................... 72
APPENDIX O- VCSU EMERGENCY TELEPHONE NUMBERS .................................................................................. 73
APPENDIX P- AREA FIRE HYDRANT LOCATIONS ................................................................................................... 74
APPENDIX Q- ICS/NIMS FORMS & USES .................................................................................................................. 75
APPENDIX R- ICS/NIMS INFORMATION .................................................................................................................... 77
APPENDIX S- VUNERABLE BUILDING ELEVATIONS ............................................................................................... 79
APPENDIX T- CAMPUS EVACUATION MAP .............................................................................................................. 80
INTRODUCTION
EMERGENCY PROCEDURES (Incident Action Plans)
All members of the Campus community have a responsibility to prepare to address an emergency. The procedures outlined in the
following pages offer University faculty, staff, and students basic instruction on what to do in an emergency. Take time now to
familiarize yourself with this material and to identify the location of emergency resources (alarms, exits, extinguishers, first aid kits)
available in your immediate work area.
In the event of an emergency, VCSU’s Facilities Services (FS) will coordinate on-site response and services with campus
personnel and emergency response personnel (EMS, law enforcement, fire department, etc.). Faculty, staff, and students are
asked to work with FS personnel to protect lives and property, and enable the University to return to normal operations at the
earliest possible time.
Everyone in the University community is encouraged to work with Facilities Services and emergency response personnel to
minimize risk and prevent dangerous or undesirable conditions. This program calls for the establishment of Building
Emergency Teams (BET) (See Appendix A). The purpose of the Team is to ensure safe evacuation of the building during fire
alarms/drills and communication of the evacuation status to fire/emergency officials.
The following situation procedures are Incident Action Plans (IAP), designed to follow the National Incident Management System
(NIMS) and Incident Command System (ICS). The campus and state may deviate from the plans due to various changes.
Individuals seeking additional information about the University’s emergency preparedness program may contact: Facilities
Services Director at (701) 845-7700 if using non-campus phone and 3-7700 if using campus phone.
For training in operating fire extinguishers or any other fire safety related issue, call the Facilities Services Department at
(701)845-7705, (701)845-7700; or the Valley City Fire Department at (701)845-3351.
Disclaimer
This manual describes how certain activities are performed and is designed to guide and assist the Campus personnel in
performing their functions. When appropriate, there may be deviations from these written procedures due to changes in
personnel, policies, interpretation, law, experimentation with different systems, or simply evolution of the process itself. This
manual may be changed at any time. In addition to training and drills, employees are encouraged to review this manual
periodically and notify Facilities Services of necessary changes to minimize differences between the manual and actual
practices.
Purpose
The purpose of this plan is to establish procedure, duties, plans, and training for University personnel in the event of an
emergency. This plan shall be shared and coordinated with all other emergency responders in the area, such as the fire
department, law enforcement, ambulance, city, etc.
Scope
This plan applies to all faculty, employees, volunteers, and others who work or are on the campus.
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Campus Phone System
In this plan phone numbers start with 3-****, 3 is the on-campus extension for offices, housing extensions begin with 8, if you are
not using a campus phone dial 845-****. Dialing emergency services from a campus phone is 9-911, off-campus phones dial 911.
Emergency Contacts
Facilities Services remains on the campus 24 hours a day, 7 days a week. After contacting the fire department and/or law
enforcement for an emergency, and if time permits, contact the Facilities Services office at 845-7710 (3-7710) during the day, or
Facilities Services Power House at 845-7708 (3-7708) after hours.
Emergency Communications
In the event of an emergency, VCSU will implement calling tree from Appendix C, emails, and the emergency notification system,
regarding the situation.
Employee Expectations (Faculty & Staff)
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Being familiar with and following all emergency policies and procedures.
Participating in drills and training as required.
Orientating students and informing them where to go in the event of an emergency.
Assisting visitors and handicapped individuals in the event of an emergency.
Reporting any injuries, damages, or remaining individuals to the BET (Appendix A).
VCSU Safety Acronym
Faculty, staff, students, and non-campus workers should all react to emergencies in the same manner. VCSU created an
acronym that will help the campus population during an emergency.
Follow the response plan of RACE:
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R – RECEIVE –Receive, retrieve, relay and react to the emergency message or alarm.
A – ALERT – Alert others and assist those in need. Use fire alarm ONLY during a fire.
C – CONFINE – Confine the situation by closing all doors and windows.
E – EVACUATE – Evacuate everyone to a designated location if instructed. Area emergency services will arrive
shortly.
FEMA & ICS Priorities
FEMA & the Incident Command System use the following to assist in prioritizing situations.
 First priority: Life safety
 Second priority: Incident stabilization
 Third priority: Property conservation
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FIRE SAFETY
EMERGENCY FIRE PLAN
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Familiarize yourself with primary and secondary evacuation routes, nearest first aid stations, fire alarms stations, fire
extinguishers, telephones, and stairways.
Activate the nearest fire alarm pull box and call the Valley City Fire Department at 9-911 (on-campus phone system
ONLY). Give as much information as possible (name, location, type of fire, others in the building). Setting off an alarm
automatically notifies the Powerhouse.
Attempt to extinguish the fire ONLY if it is very small and you have been trained in proper operation of a fire
extinguisher. Always activate the fire alarm system first.
Only take medications and valuables, IF there is time.
When the fire alarm sounds, immediately leave the area using the designated evacuation route posted for the area you
are currently in.
When evacuating, do not use elevators; Walk – do not run!
If using stairways, stay in single file and keep to the right as fire department personnel may be coming up the stairway.
If employees or visitors have disabilities or need assistance evacuating, assist them to an “Area of Rescue Assistance”
or Area of Refuge that is away from obvious danger. Then go to the building evacuation assembly point and notify the
on-site Emergency Response Officials of the location of the person in the Area of Rescue Assistance. The Area of
Rescue Assistance is located next to each stair case entrance, unless otherwise instructed. (see Appendix D)
Close all doors behind you to help contain the fire.
Before opening any door use the following procedures:
a. Slowly open the door if it is not hot.
b. Follow the evacuation route and move to the nearest stairway.
c. Do not enter the hallway if the smoke is too heavy.
If you cannot leave the room:
a. Close the door and place a towel or piece of clothing along the bottom to block smoke.
b. Open the windows for fresh air, and hang a sheet or large piece of clothing out the window. This will notify
the emergency personnel that you are inside.
c. Call 9-911 and information emergency services of your location, and wait for them to assist you.
Notify your direct supervisor if any individuals suffer an injury.
Exit the building and proceed to the designated assembly point (see Appendix G) for headcount and accountability.
The meeting place should be a reasonable safe distance from the building to ensure the safety of employees and
visitors if there is a fire or explosion. Allow for the flow of emergency vehicles and personnel – keep clear of the traffic
lanes around the buildings. Remain outside until given further instructions by the Fire Department or VCSU BET (See
Appendix A). Faculty and staff will assist in counting building occupants.
*** If you know the cause of an accidental false alarm, notify VC Police immediately and make yourself available to the
responding police and fire officials outside the building as appropriate to help them confirm the source.
Fire Drills
Facilities Services will conduct fire drills in all academic buildings once per semester. However, treat every alarm as if it were an
actual fire. Follow all fire procedures during the drills. It is VCSU’s policy that participation in fire drills is mandatory and you may
be subject to disciplinary procedures for non-compliance. VCSU Housing must conduct semester fire drills in accordance with the
Higher Education Opportunity Act of 2008.
Fire Drill Procedures
One fire drill should be conducted each semester with the assistance of the Valley City Fire Department. The fire drill is designed to
give employees and students an opportunity to evacuate the Campus Academic Buildings in a non-emergency situation. All
individuals must leave the building when the alarm sounds for the drill. Failure to do so will result in disciplinary action. In the event
of a fire drill:
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Faculty is required to clear out classrooms. Personal belongings within reach may be taken during the
evacuation. Faculty should close windows and doors behind them and ensuring that the door is locked (this will
help ensure the security of computers and other personal belongings left behind).
Staff Supervisors are required to clear out their office area and close all doors and windows (with the exception
of large overhead doors).
o Some offices may develop their own fire alarm procedures to ensure the security of sensitive
documents or money.
Before the “all clear” is given, Facilities Services employees will unlock classrooms. Staff will be responsible for
unlocking their office areas.
DO NOT RE-ENTER THE BUILDING UNTIL THE ALARM IS SILENCES AND THE “ALL CLEAR” ANNOUCEMENT IS GIVEN
BY THE EMERGENCY RESPONSE TEAM.
Smoke Detectors
Hardwired smoke detectors are installed in the majority of the Campus Academic Buildings. Smoke detectors in the buildings do
not require any employee maintenance or battery replacement. Employees are not to cover or hang any items from smoke
detectors.
Sprinkler Systems
Campus Academic Buildings have a sprinkler system to provide for additional safety in the event of a fire. Employees and
students must be careful not to damage, tamper with, cover, or hang items from the sprinkler heads or an accidental discharge of
water may result. In addition, employees may not store personal items within 18” of any sprinkler head.
What to do in the event of a fire:
Each year, countless lives are lost and property is destroyed due to fires- many of these tragedies could be avoided by taking
precautionary actions, such as practicing response preparedness. The following steps should be taken in the event of an actual fire
(visible flame):
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Sound the alarm
o If you are the one to discover a fire, you should first sound the alarm.
Call out as loud as possible, “Fire, fire” and pull a general alarm station.
Evacuate to a place of safety
o Employees and students should always evacuate to a place of safety when the alarm is sounded—even if they do
not see any flames or smoke.
Escape from fire and smoke
STOP, DROP, AND ROLL if your clothing catches fire.
Call or have someone else call the Fire Department by dialing 911.
Be sure employees and students in your immediate area are evacuated.
If possible, use a fire extinguisher to put out the fire.
The most important action is to save lives. The next most important action is to call the Fire Department. Do not delay in calling for
help. There are many possibilities as to the size and spread of a fire- if you know you can safely put it out using a fire extinguisher
by all means do so, but if you think it is too big EVACUATE!
All fire alarms should be treated as if there is an actual fire!
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MEDICAL SAFETY
MEDICAL PROCEDURES
Persons administering first aid must be aware of the possible life threatening effects of pathogens as a result of exposure
to bodily fluids. Do not attempt procedures or techniques beyond your abilities or training.
If serious injury or illness occurs on campus call 9-911 (on-campus phones ONLY). Give your name, describe the nature
and severity of the medical problem, and give the Campus location of the incident. Stay with the person until assistance
arrives. ALL incidents and accidents should be reported to the Safety Office as soon as possible (within 24 hours), using the
VCSU Initial Incident Report. *All incident reporting forms can be found online: http://www.vcsu.edu/safety/vp.htm?p=3206.
If someone is suffering from a medical condition, you should contact 9-911. Follow these instructions:
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Stay calm, do not panic
Do not move the person unless absolutely necessary
Unless person is having a seizure – move them to the ground
Clear the area – move everything 5 feet away from the person
Never give the person medication
Wait for a nurse or medical personnel, unless the school has a written directive on file
Stay with the person until medical personnel arrive and assist if directed
AED – Automated External Defibrillators and First Aid Kits
VCSU has several AEDs and first aid kits located on campus (see Appendix Y).
Reporting
After contacting the fire department and/or law enforcement for an emergency and if time permits, contact the Safety Office at 701845-7710 during the day, or Facilities Services Power House at 701-845-7708 after hours. If the incident involves a student, also
contact the VP Student Affairs at 701-845-7300.
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BUILDING SAFETY
POWER FAILURE
In the event of a power failure, notify Facilities Services at 845-7705 (3-7705) or the Power House at 845-7708 (3-7708). If stuck
in an elevator, utilize the help phone to request assistance. The Power House has personnel on staff to free you from a stalled
elevator.
In the event of a prolonged power outage, campus administrators will decide how to continue operations. The Power House has a
generator to power the heating boilers, servers, and other critical elements. The generator does not power lights and outlets
across campus.
If there is a power outage during winter months, the campus buildings will remain heated by the boiler and generator system.
The Field House and University Housing are on separate heating systems and require a different response. Power House
employees will connect a small generator to the field house boiler to continue heating operations at that facility. This response
will require additional employees to monitor the equipment. The Field House power uses natural gas as the primary fuel and
fuel oil as a secondary source.
University Housing utilizes electric baseboard heaters. In the event a prolonged power outage creates unhealthy conditions
during the winter, residents will move to one of the housing buildings if possible. If the housing buildings are at capacity, or
unavailable, residents will move to the Student Center or an academic building.
HAZARDOUS MATERIAL/GAS LEAKS EMERGENCY RESPONSE
Only trained and authorized personnel are permitted to respond to hazardous material incidents!
What to do if a Spill is INDOORS:
 Evacuate the area. Call 911 and the Campus Safety Office.
 Advise others to stay out of the area.
 If you cannot evacuate, go to a protected, interior area of a building where toxic vapors are reduced. Close all windows
and doors. Seal gaps under doorways and windows with wet towels and tape.
 If there is a risk of explosion, close all shades and draperies. Stay away from the windows to prevent injury from flying
glass.
 If you suspect that gas or vapors have entered the building, take shallow breaths through a cloth or towel.
 If you are contaminated by the material, stay in the vicinity to receive medical care.
What to do if a Spill is OUTDOORS:
 Move uphill and upwind; hazardous materials can be transported quickly through air and water.
 Go to a protected, interior area of a building where toxic vapors are reduced.
 Call 911 and the Campus Safety Office from a safe location as soon as it is practical.
What NOT to Do:
 Do not attempt to clean up a spill.
 Do not touch or step in spilled materials.
What to do After Being Exposed:
 Corrosives (substances that cause visible destruction or permanent changes of skin tissue upon contact)—Wash your
eyes for 15-20 minutes if they are affected. Eyelids must be open; do not rub the injured area. Get under a shower;
remove all clothing; wash with soap and water.
 Flammables (liquids with a flash point below 100 degrees F with gases that burn readily)—Turn off the main electricity and
gas jets. Evacuate the building.
 Toxics (poisonous substances)—Wash your hands. Discard contaminated clothing or objects. Use appropriate antidotes.
 Reactives (substances that can undergo a chemical of other change that may result in an explosion, burning, and corrosive
or toxic condition)—Close all doors. Evacuate the danger area. Follow decontamination instructions from local fire or
heath authorities.
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Evacuation
Authorities may decide to evacuate an area for your protection. Again, it is important to stay calm, listen carefully and follow all
instructions.
If you are told to evacuate immediately use the following instructions:
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Take your personal belongings and medications
Close and lock your windows
Shut off all vents
Close the door
Move quickly and calmly to the nearest marked exit
Do not use elevators
If employees or visitors have disabilities or need assistance evacuating, assist them to an “Area of Rescue Assistance”
or Area of Refuge that is away from obvious danger. Then go to the building evacuation assembly point and notify the
on-site Emergency Response Officials of the location of the person in the Area of Rescue Assistance. The Area of
Rescue Assistance is located next to each stair case entrance, unless otherwise instructed. (see Appendix D).
Once outside, assemble in a designated clear area at least 500 feet away from the affected building for headcount and
accountability. VCSU will advise you if conditions change or when further relocation is necessary. Keep roads, fire
routes, hydrants and walkways clear for emergency vehicles and personnel.
Do not re-enter an evacuated building unless authorized to do so by the fire department, law enforcement, or
Campus Official.
SUSPICIOUS PACKAGES / MAIL HANDLING
In the event a suspicious package arrives on campus, please use the following information.
Be alert: Be aware of letters or packages that have any kind of suspicious traits. These traits include the following:
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Any powdery substance on the outside.
Handwritten or poorly typed addresses
Misspellings of common words
Incorrect or non-existent departments or position titles
Excessive postage
An unusual amount of tape
Oily stains, discolorations or strange odors
Have no return address, or have one that can't be verified as legitimate
Are marked with restrictive endorsements, such as "Personal" or "Confidential"
If you identify a suspicious letter or package, do not panic:
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Do not shake or empty the contents of any suspicious envelope or package.
Place the envelope or package in a plastic bag, wastebasket or other container and cover the container with clothing,
paper, another wastebasket.
Leave the room and close the door, or section off the area to prevent others from entering.
Wash your hands with soap and water to prevent spreading any powder to your face.
Call emergency dispatch 9-911 (on-campus phones ONLY).
Make a list of those who were in the area of the letter or parcel and give the list to VC Police.
If you have opened a letter or package that contains powder, do not panic:
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Do not try to clean up the powder.
Cover the powder immediately with clothing, a trash can or other available means, and do not remove cover.
Leave the room and close the door, or section off the area to prevent others from entering.
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Wash your hands with soap and water to prevent spreading any powder to your face.
Call emergency dispatch 9-911 (on-campus phones ONLY).
Remove, if possible, heavily contaminated clothing and place in a bag or waste basket. Give the clothing to the
emergency responders for proper handling.
 Shower with soap and water as soon as possible. Do not use bleach or other disinfectant on your skin.
 Make a list of those who were in the area of the letter or parcel and give the list to VC Police.
Room contamination by an aerosol product:
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Turn off fans or ventilation units in the area.
Leave the room and close the door, or section off the area to prevent others from entering
Call emergency dispatch 9-911 (on-campus phones ONLY).
VC Police will contact Facilities Management to shut down the air handling system
Make a list of those who were in the area and give the list to VC Police.
Information from the University of North Carolina – Asheville. http://www.unca.edu/publicsafety/mailprocedures.html
BUILDING COLLAPSE
In the event a building collapses on campus, the campus community is encourage to follow with RACE. Additional procedures
include:
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Contact VCPD & Emergency services.
Facilities Services will establish a perimeter to keep people at a safe distance.
Assist those who can freely leave site.
Establish rescue team with Emergency Services (Campus Officials).
Campus Officials will notify University System Office, Risk Management, and State Fire & Tornado & maintain security of
the site.
If you become trapped in debris, or the situation is an explosion, see explosion information.
Do not sightsee around or near a building collapse.
ELEVATOR ENTRAPMENT
Regular maintenance of all elevators in university buildings is conducted to minimize the chance of failure. However, if you are in
an elevator and it should fail for any reason, the elevator car will not fall, you will not run out of oxygen, and emergency lights in
each car will activate for your safety. Elevators have mechanical safety brakes that should operate in all situations, even during
power failures.
In the event the elevator stops operating while you are inside, do not try to force the doors open or attempt to get out of the elevator
on your own. Assist other passengers in remaining calm and use the emergency call button in the elevator or a personal cell phone
to report the situation. Give the person the following information:
 Name of the building
 Location within the building of the malfunctioning elevator
 Where the car is stopped, if known
 Whether a medical emergency exists for anyone inside the elevator
If the elevator restarts before calling for assistance, contact the Facilities Services Office at 701-845-7705 and report the problem.
Information from Stanford University Environmental Health and Safety Department.
EXPLOSION
Chemical accidents, leaking gas, faulty equipment, or explosive devices could all be the cause of life-endangering explosions.
Explosions usually result in falling debris and structural damage that can cause serious injuries. Explosions often accompany or
follow fires, floods, and power outages and vice versa.
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If inside the building
 Seek cover under a desk, table of other heavy furniture which can provide protection from flying glass and debris.
 Remain inside the building until it is safe to exit. DO NOT USE ELEVATORS.
 While exiting, pull the fire alarm, check for fire, note other hazards and any remaining people.
 Take your emergency supplies.
 Evacuate according to procedure, and check in at evacuation assembly point.
 Call 9-911 and give your name, number, location of explosion, your location, and description. Do not hang up until the
dispatcher advises you to disconnect.
If trapped in room with exit blocked
 Call 9-911 and give your name, number, location of explosion, your location, and description. Do not hang up until the
dispatcher advises you to disconnect.
 Be prepared for possible additional explosion, take shelter.
 Stay away from windows, mirrors, overhead fixtures, filing cabinets, bookcase, and electrical equipment.
 Do not use matches or lighters.
 Use fire / smoke protection measures if necessary.
If outdoors on campus
 Stay clear of buildings, trees or falling hazard areas.
 Proceed to evacuation assembly point.
 Avoid the area and give emergency services room.
If you become trapped in debris
 Stay cam
 If a window is available, place article of clothing outside as a marker.
 If there is no window, tap on a pipe or other object to signal.
 If possible, use a flashlight or cell phone to signal your location
 Avoid unnecessary movement
 Cover your nose and mouth with any clothing you have on hand
 Shout only as a last resort
Information from Stanford University Environmental Health and Safety Department
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LOCKDOWN PROCEDURES
At times a life-threatening, hostile or hazardous situation may arise on or near property owned by Valley City State University
requiring the implementation of a lockdown. This procedure exists to protect human life and property and make resolution of a
threatening situation easier for law enforcement agencies.
Definition
A "lockdown" is a temporary “sheltering-in-place” technique utilized to limit human exposure to an apparent life-threatening, hostile or
hazardous situation or threat. When a lockdown is declared by Valley City Police or administrative officials, occupants of any building
within the impacted area are to remain in their respective spaces locking all doors and windows, not allowing entry or exit to a
secured area until the “all clear” confirmation has been given. Individuals may be required to move to a safe location if they are
immediately adjacent to the life-threatening or hazardous situation (e.g. shooter, bomb threat, etc.). In all cases, individuals must
follow directions of Valley City Police and appropriate law enforcement officials.
Examples of life-threatening or hazardous situations include, but are not limited to:
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Someone has a gun or weapon on campus or there is an active shooter or shots are heard on campus
Execution of a high risk search or arrest warrant of a potentially dangerous suspect
Serious crime that is actively occurring on campus (e.g.: homicide, hostage situation, aggravated assault, robbery with a
deadly weapon, sexual assault, etc.)
Serious crime committed in close proximity to the campus or a campus building (e.g.: homicide, hostage situation,
aggravated assault, robbery with a deadly weapon, sexual assault, etc.)
Inclement weather (e.g.: ice storm, tornado in close proximity to campus, etc.)
Hazardous chemical spill
Due to the varying scenarios and situations that might occur on campus or near a VCSU facility and the dynamic nature each
scenario presents, it is imperative for individuals to stay alert and be aware of the proper precautions and procedures to take when a
lockdown is necessary. When instructions are given for a “lockdown” by the Valley Police Department or designated administration
official (ex. President or Vice President, Director of Facilities Services, etc.), the following procedures are to be implemented
immediately:
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Active Shooter or Hostage Situation:
o If preceding an order to "lockdown" gunshots are heard in or around a building or once the notice to "lockdown"
has been issued, take the following actions:
 Try to remain calm — but follow instructions of Valley City Police or the designated administrative
official.
 Remain indoors and go to the nearest room trying to stay away from windows.
 Do not seek shelter in open areas such as hallways or corridors. Go to the nearest classroom, office,
conference or storage room that can be locked.
 Once a "lockdown" has been initiated individuals are not allowed to leave buildings unless an all clear
has been given by Valley City Police or the designated administrative official.
 Lock all doors and windows.
 If an individual is not in a room that can be locked, try to find a space that has a locking door.
 Turn off all lights.
 Individuals should attempt to stay away from windows. This may require hiding under a desk or behind
furniture.
 Remain silent so as not to attract attention.
 Turn off all radios or other devices that emit sound.
 Silence cell phones.
 Only use a cell phone to contact Valley City Police or law enforcement. Talking or any type of noise
could draw the attention of a shooter so be careful.
 If gunshots are heard lay on the floor, preferably behind a heavy object, such as a desk, table or filing
cabinet.
 If appropriate turn off gas and electric appliances to reduce noise or the threat of a fire.
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If outdoors seek shelter behind a building, wall or large tree. It is important to “hide” from a shooter.
If there is a group of individuals clustered together (such as a classroom or meeting), the instructor or
leader should compile names and keep attendance to make sure everyone remains present and
accounted for should an evacuation be necessary.
 Do not unlock doors or attempt to leave until instructed to do so by Valley City Police or the designated
administrative official. The "all-clear" will be announced via an appropriate system, such as the
NotiFind Emergency Notification System.
 Always stay alert to rapidly changing and dynamic situations. Staying calm is crucial. Hysteria can lead
to making poor decisions or taking needless risk.
Serious Crime Occurring or Committed in Close Proximity to Campus:
o Specific instructions/actions to be taken will be based upon the specific crime or incident that is or has recently
occurred, and will be disseminated by the appropriate means to the campus community.
o The actions listed under Active Shooter Incident above may apply, but will ultimately be determined by Valley
City Police. It is critical for everyone subject to a lockdown to follow instructions of Valley City Police or the
designated administrative official.
Inclement Weather-Related Incident:
o Specific instructions/actions to be taken will be based upon the specific weather-related incident that is actively
occurring, and will be disseminated by the appropriate means to the campus community.
o In the event of a tornado it may require evacuation of individuals into building basements, field house locker
rooms or spaces without windows. Individuals need to stay alert to changing weather conditions and follow the
instruction of Campus Safety Office or the designated administrative official.
Hazardous Materials Spill Incident:
o Specific instructions/actions/containment procedures to be taken will be based upon the specific hazardous
materials-related incident that is actively occurring, and will be disseminated by the appropriate means to the
campus community.
o In the event of a chemical spill toxic fumes may result. Individuals need to stay alert to wind direction and
weather conditions and follow instructions of Campus Safety Office or the designated administrative official.
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4.
Incident Notification
All emergencies, e.g. police emergencies, fires or hazardous material spills must be reported to the Valley City Police Department
and the Campus Safety Office.
When reporting an emergency, provide the following:
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Your name;
Location of the emergency;
Telephone number from which you are calling; and
Type of emergency you are reporting (e.g., police, fire, or hazardous material spill) to either the Valley City Police or the
Campus Safety Office.
It is anticipated that everyone involved in a lockdown situation on campus or at a facility managed by Valley City State University will
comply with all directions and orders issued by Valley City Police or a designated administrative official. The circumstances leading
to a “lockdown” are normally quite serious and can lead to loss of life or injury if not followed. It is important for Valley City Police and
designated administrative officials to remain in control of such volatile situations in order to protect public safety and property. While
the University does not want to discipline people for non-compliance to a lockdown order, it does retain the right to prosecute such
behavior or to assess penalties or discipline individuals who willfully endanger their life or the lives of others around them by willful
non-compliance.
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EVACUATION PROCEDURES
EVACUATION PLANS
It is very important that regardless of the type or duration of an evacuation that faculty, staff, students and visitors listen very
carefully to official information and evacuation orders issued from the university administration.
An evacuation may last from a few hours to several days. For a prolonged evacuation, individuals should consider where the
individual might stay and what items the individual needs. Evacuees should take any medication, textbooks, laptop computers, and
personal/important papers when leaving.
BUILDING EVACUATION
1.
Evacuate a building/area when emergency communications systems indicate to do so or when instructed to do so by
local law enforcement, county or city officials, or by appropriate Campus Officials.
2.
Remain calm. Your calm leadership may very well save lives.
3.
Aid individuals needing assistance. Anyone who is aware of a hearing or sensory-impaired person in the building
should alert that person of the need to evacuate. Report the location of all persons with disabilities to emergency
personnel.
4.
In case of fire, do not use elevators.
5.
When evacuating the building/area, proceed to a designated or alternate assembly site and remain there until a
designated Campus Official instruct you to disburse.
6.
Due to weather or other conditions, evacuation may be determined to be more appropriate to other areas. Appropriate
emergency, VCSU personnel or Campus Official will announce a move to a different area via emergency
communication systems.
7.
Never return to an evacuated building/area until an all clear is announced from Campus Officials.
Information from Pittsburg State University’s building evacuation plan was used in developing the building evacuation plan.
CAMPUS EVACUATION
(See appendix T for Campus Evacuation Map)
A widespread emergency may require an evacuation of the entire campus. Examples of such emergencies include floods, fires,
and large-scale public health emergencies, such as a pandemic flu event. Remember the below terminology in order to
understand a campus evacuation:
Classes Canceled: a period of time when classes will not take place at VCSU, therefore grading and attendance policies are
revoked.
Voluntary Evacuation: an evacuation order given to VCSU students prior to a large-scale emergency.
Classes Officially Canceled: grading and attendance policies are revoked. Students are encouraged to leave campus for a safer
location but are not required to do so. Voluntary evacuations do not affect VCSU employees.
Campus Closed/ Class Continuing: a situation in which only essential personnel are allowed on the campus, but classes will
continue using alternative delivery methods.
Mandatory Evacuation: an evacuation order in which students are required to evacuate the residence halls and leave campus
for a safer location. The campus will soon close following a mandatory evacuation and all residence halls will be locked.
University Closed: All business operations will cease at VCSU. No VCSU faculty, staff, or students will be allowed on campus
unless designated as emergency personnel. Entrances will be blocked and all services stopped until the university is once again
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opened. VCSU reserves the right to partially open the University for business operations and continue the cancellation of
classes if necessary. This will be specified in public announcements.
The University will open when access to campus will open to traffic and VCSU students, faculty, and staff will be allowed on campus.
Business operations and education processes will resume where possible. However, classes may or may not resume at this time
and residence halls may or may not remain closed. VCSU reserves the right to partially open the University for business operations
and continue the cancellation of classes if necessary. This will be specified in public announcements.
All of the above steps will be announced using emergency notification methods. For
VCSU Employees
Please keep in mind that normal working hours will continue unless otherwise stated in emergency messages. Class
cancellations pertain only to students. Employees should be aware of when the campus closes.
For VCSU Students
If a voluntary evacuation is issued for the campus, you are free to leave campus and go to a safer location. However, you may
also remain on campus for the duration of the emergency if you choose. Voluntary evacuations are put into effect so that you have
the opportunity to leave campus if you feel unsafe, or if your parents want you to return home. If you choose to remain on
campus, VCSU staff will provide general services, such as food and water, to you during the emergency. Your access to the
outdoors may be restricted if you choose to stay if hazardous weather occurs.
If a mandatory evacuation is issued for the residence halls, you will be required to evacuate your residence hall until the campus
reopens. Your Residence Assistant (RA) will conduct floor meetings to assist you with the mandatory evacuation process. You
MUST check out with your RA before leaving the campus and you must provide them with the location where you will reside off
campus as well as contact information. You may not return to campus until you are notified that campus has reopened.
Students who cannot go home should report to the assistant housing director. The campus may provide transportation to
shelters, or provided shelter in motels and/ or hotels outside the evacuation area.
For Parents of VCSU Students
Continue to check the campus web site at www.VCSU.edu for information about evacuations and campus closings. Be sure to
keep in touch with your son/daughter about his/her plans to evacuate.
SHELTER-IN-PLACE
Shelter-In-Place simply means seeking immediate, temporary shelter inside a building, residence hall, or area. This course of
action may need to be taken during an accidental release of toxic chemicals to the outside air or other emergency where the
escape route may not be safely secured.
Sheltering in place may be advised for individuals or large groups depending on the situation.
Notification
Notification of the need to shelter in place may come through several ways:
 Severe weather alert sirens
 Emergency Alert System media broadcast
 Direct observation or sense of dangerous situation
 Directly from housing staff or other emergency personnel
Emergency Action
 Stay calm.
 Stay inside a building.
 Seek inside shelter if outside.
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Seal off openings to your room if possible.
Remain in place until you are told that it is safe to leave.
Additional Actions
 Close all doors and windows to the outside
 Do not use elevators as they may pump air into or out of the building
 If possible, close and / or seal vents and ducts
 Do not go outside or attempt to drive unless you are specifically instructed to evacuate
Information Sources
Tune to the Emergency Alert System station on your radio or television for further information. Remain in place until appropriate
University or emergency personnel tell you it is safe to leave.
Information from Clemson University’s shelter-in-place plan was used in developing this information.
Emergency Shelters
VCSU has two buildings listed as possible emergency shelters for the Red Cross. The agreement allows VCSU to maintain
control of the buildings while the Red Cross operates the shelters. Graichen Gym and W.E. Osmon Fieldhouse are two locations
for possible shelters. Barnes County Emergency Management and the Red Cross chose these facilities. Each county must have
enough shelter space designated to house twenty-five percent (25%) of the county’s population.
If these shelters are activated, VCSU will receive notification from the Red Cross and/or the county. The ND Bureau of Criminal
Investigations (BCI) will need to set up a registration point at each center. This is to help screen sex offenders and others from
the general population. BCI will require power, tables, chairs, and Internet connections. Along with BCI, the ND National Guard
generally providers security at the shelters.
The Red Cross will provide beds and other materials. Additional supplies should be coordinated through Barnes County
Emergency Management and the ND Department of Emergency Services.
Minimum Care Facility
The W.E. Osmon Fieldhouse is also designated as a minimum care facility per an agreement with City-County Health and
Barnes County Emergency Management. In a large pandemic or health related emergency, the field house may be used as a
lower level health care facility. VCSU will maintain control of the facility while City-County Health manages the minimum care
facility. City-County Health will give ample notification to the campus in the event the building is needed.
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SEVERE WEATHER SAFETY
Making the decision to delay classes, dismiss classes early or cancel school altogether is a difficult decision that involves behind-thescenes work of the Campus Emergency Management Team (EMT). The EMT will determine if the roads are safe enough to travel for
those who commute to school and work and then make an ultimate decision.
North Dakota can be subject to a variety of weather risks including lightning, high winds, hail, flooding, tornadoes, freezing rain, heavy
snow, etc. Be aware of the potential for threatening weather and take appropriate precautions. Avoid open areas when severe
weather strikes.
Campus Information
Valley City State University’s zip code is 58072 and is located in Barnes County. Surrounding counties are Stutsman, Cass,
Ransom, LaMoure, Griggs, and Steele. Campus weather conditions are available on various campus plasma screens and online
at www.vcsu.edu/weather
Weather Decision and Notification Procedure:
VCSU will contact news media in the area as soon as the school closing or delay decision is made. A message will then be sent out
to students and employees, via the Emergency Notification System and email, informing them of the delay/closure.
In the event of a tornado warning, the City will sound a siren alerting all residents. If you hear the sire, please move to the lowest
level of the building you are in (each academic building has a basement- if you are in the residence halls, move to a first floor hallway,
away from all doors and windows). Stay in this area until the “all clear” has been given by the City or campus officials.
Campus Policy: Closings
V916.2 Severe Weather: Suspension of Classes:
In the event of severe weather and in the absence of specific information to the contrary, it will be assumed that classes will meet
on schedule. Faculty, students, and staff will be responsible for making their individual decisions to come to campus or not to
come, carefully balancing the responsibility of attendance with the necessary consideration of personal safety.
That individuals will make responsible choices is assumed. When the institution remains open during inclement weather,
employees unable to report for work shall notify their supervisor and take annual leave or leave without pay. Extra compensation or
time off will not be credited to those who attend on those occasions.
If the weather is extremely severe and a decision is made to cancel classes and close offices, announcement will be made on
voicemail, email and the following radio stations: KOVC, Valley City; KSJB & KQDJ, Jamestown; KQLX, Lisbon; and KFGO, Fargo.
Only the President of the University is authorized to issue such an announcement and, in his or her absence, the Vice President for
Academic affairs or the Vice President for Student Affairs.
In the event the institution is officially closed, all employees will receive closure pay in the amount of their scheduled
hours during the closure. In an employee is not scheduled to work because of a previous arrangement, including annual
or sick leave, the employee is not entitled to the additional paid leave.
Essential personnel* may be required to work during the period when the institution is officially closed. All non-exempt employees
properly authorized to work shall receive additional pay for hours worked during the official closing.
* Essential Personnel: Employees who are necessary to keep the university operational during the time of closure (i.e. heat plant
operators, may include Student Center employees, resident hall employees depending on the time of year).
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Weather Warning Definitions
A WEATHER ADVISORY means actual or expected weather conditions may cause poor weather conditions, but will not pose a
threat serious enough to warrant a weather warning.
A WEATHER WATCH is an alert that conditions are favorable for the development of severe weather. Watch the skies and
listen for updated watches and possible weather warnings.
A WEATHER WARNING means that severe weather is occurring or is highly probable. Tune in to the radio for instructions and
additional weather information.
Tornado Information
Tornado Watch: Conditions are right for a tornado to develop in the area, and one should be on the alert for further weather
developments.
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Familiarize yourself with the lowest level and the emergency routes to designated primary and secondary shelter/safe
areas.
A tornado watch will be announced to each department through telephone and email.
During the watch period, use the time to prepare for an easy transition to shelter areas.
When the tornado watch expires, an announcement will be made by radio (1490 AM), by phone, or by email.
Tornado Warning: Either a sighted tornado or indicated by radar.
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The city siren will announce the warning, and VCSU will follow with email and voice mail notifications. Remain calm
and take immediate action.
Do not run, walk to the lowest level, designated shelter area.
Close the doors and windows of each room as they are evacuated.
Do not leave the shelter until the warning passes.
Avoid all glass areas, doors and entrances.
A BET member will notify individuals in person or via phone calls about the all clear. If a radio is available the radio
announcer will announce an all clear.
Notify the campus nurse or BET if any individuals suffered an injury, or if the building suffered damage.
After the disaster or emergency:
o Do not enter the building or area until the BET (See Appendix A) clears the area for people to enter.
o Stay away from the disaster site. Do not sightsee; you may interfere with emergency teams.
o Be aware of the possibility of gas leaks or electrical short circuits. If detected, notify the gas company,
electrical company, the police, or fire department. Don’t go back into the building until you have been
ensured it is safe by these officials.
o Stay away from fallen or damaged electrical wires.
Facilities Services will conduct periodic severe weather/tornado drills throughout the year. However, treat every drill as
if it there was an actual severe weather/tornado emergency. It is VCSU’s policy that participation in drills is mandatory
and you may be subject to disciplinary procedures for non-compliance.
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Flash Flood / Warning Information
Flash Flood or Flood Warning: Issued by National Weather Service, or Barnes County Emergency Management Agency when
large amounts of precipitation cause hazardous condition or if the river rises to unusual levels.
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VCSU administration will issue information via email and phone messages.
In the event of a flood emergency warning or actual flood emergency on or near campus, the campus will receive advance
notification from Barnes County Emergency Management Agency as to the extent and nature of the impending flood or weather
emergency. The instructions and preparations for the University and surrounding communities will be relayed from Barnes County
Emergency Management Agency to the University through the Public Safety dispatcher and Department of Public Safety. The
President of the University or the Vice President for Business Affairs, or their designee, will initiate the appropriate announcements
concerning the emergency flood warning and the instructions for preparation and/or evacuation when and if
necessary.
In the event of a major weather emergency or disaster, the director of public safety will coordinate a timely notification procedure
for all members of the university and surrounding communities with the members of the Emergency Response Team through the
KOVC 1490 AM, local media communications networks or through the Public Safety dispatcher and the university telephone
switchboard.
Any member of the University, who discovers a flood problem or potential flood problem, resulting from weather conditions or
facilities damage, should follow these procedures:
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Stay out of the area. Do not enter until electrical power has been turned off. There is an extreme danger of electrical
shock if the water has contacted any electrical devices.
Call Facility Services at 3-7705. After business hours, and on weekends and holidays, call the Powerhouse at 37708 and the Valley City Police at 9-911. Describe the nature of the problem.
Post people at all entrances to the flooded area to prevent entry by unauthorized personnel.
Identify a temporary shelter to house water-soaked materials.
Do not return to the building or work area until instructed to do so by authorities and/or the BET.
The BET will initiate the proper notification procedure for contacting appropriate personnel when a flood occurs on or
near campus.
BET will respond with the appropriate authorities to evaluate the situation.
In all flood and emergency weather situations, the President’s Office will serve as the central coordinating center for all
information and instructions within and outside the University.
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FLOOD INFORMATION
VCSU works with the city and county to minimize the risks of damage from floods. In addition, VCSU students, faculty, and staff may
assist in sandbagging and other flood efforts.
VCSU officials will communicate flood information to the campus. In addition, the campus community can listen for alerts and other
information via local radio and television stations.
Each flood is unique. Floods often change rapidly, and therefore preparation and response plans may suddenly change. VCSU will
do the following:
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Protect the individuals from harm during the event.
Provide accurate information to the campus in a timely manner.
Establish “Emergency Operations Center”
Set-up pumps according to city regulations and monitor equipment.
Secure main utility areas such as the power house, steam man holes, networking, and telephone areas.
Ensure utility supply.
Provide additional security to the campus and monitor traffic.
Move vulnerable equipment, offices, and classrooms to a safe area.
Protect housing areas.
Ensure an evacuation route is open and available.
Follow city, Corps of Engineers, FEMA, and County Flood plans.
Assist city, county, and others when possible with available resources.
Campus administrators will determine continuity of operations based on the flooding circumstances.
City of Valley City Flood Plan
Valley City flood plan information is from 2009 flood. Plan may change due to situations and flood protection. Pre-flood checklist
 Inspect all flap gates and sluice gates. Clear branches and debris. Make sure that gates operate.
 Inspect all portable pumps and hoses (gas, electric, and PTO driven).
 Check for adequate supply of available unfrozen sand and clay.
 Monitor creek in 200 block of 11th Ave SW. It rises approximately 2 weeks before the river. May need to place
temporary dike on 11th Ave. on both sides of bridge.
Flood check list
Flood gauge reading
12.0
12.5
12.9
13.5
14.0
15.0
Checklist for gauge reading 13.0 and under
Begin monitoring sanitary sewer flows at master lift station. Take appropriate actions if station cannot
keep up with inflow.
Being monitoring Mill Dam gate. Open or close as necessary (do not operate gate if frozen – will cause
damage). If frozen, spray with water from hydrant on 4th St. & 4th Ave. SE.
Close 8th gate valve on sanitary sewer main (on 12th St NE between Hilborn Park Addition and
Chautauqua Park).
Disconnect meter and service to VCSU irrigation pump station, 200 block of College St. SE
Close storm sewer gates required for flood elevation 13.0 and under.
Close gates valve on raw water intake west end of 6th St. NE bridge
Monitor storm sewer lift at 2nd St. and 9th Ave. NE
Check bridge on 11th Ave SE, 200 block.
Close storm sewer gates required for flood elevation 13.0 – 14.9
Sandbag behind 500 block of 3rd St SE (East of 5th Ave SE bridge)
Cover storm sewer inlet at master lift station
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15.5
16.0
17.0
17.5
17.75
18.0
19.5
Check SE sewage lift station. May need to be protected with clay or bags.
Begin monitoring/bagging 100 & 200 block of 4th St. SE and SW, north side of river. Bags will also be
needed in the 300 block of 4th St. SE (north side of river).
Will need sand bags in the 200 & 300 block of College St. SW, behind Lance Apartments (water at
ground level at 17.5).
Monitor transformers in Woodland park addition, north and south ends of the west side.
Fill low spot in NW corner of Viking Drive Bridge
Close storm sewer gate for 5th Avenue NE pump station/detention pond at outlet on Chautauqua Blvd.
Haul clay to 300 & 400 block, College St. SW (south side of Mill Dam).
Fill low area in 600 block of 6th Ave SW (between 6th St SW and Viking Drive Bridge)
Monitor low area behind 205 5th Ave SW
Monitor low area behind 630 Riverview Drive
Begin bagging or diking 200 & 300 blocks of West Main (west of Elks Building). Water to close street or
sidewalk at gauge reading 18.5)
Check alley behind Elks Building and Hub Mac Building (Marketplace Foods)
Close off entrance to City Park
Start placing pumps in campus manholes
Close off corners of 4th St SW Bridges
Disconnect meter and service to VCSU irrigation pump station, west side of 8th Ave SW bridge
May need to put clay on each side of Mill Dam. Water spills over the wing walls, creating erosion.
Close Viking Drive Bridge
Monitor all sanitary sewer lift stations, storm sewer pumping stations, and water stations and wells
Close storm sewer gates required for flood elevation 17.0-18.9.
Disconnect power at VCSU softball complex
Close VCSU Walking Bridge
Close gravel Science Center east parking lot and gravel west Foss lot.
Start extra patrols on campus & 24/hr monitoring
Inspect master lift station, may need to be diked.
Close Mill Dam bridge
Campus left with one way in & out
Campus implements shuttle service to help ease safety and traffic problems
Items needing attention when flood conditions exist:
 Monitor Mill Dam for erosion. May need Rip Rap adjacent to wing walls.
 Install portable pumps in low areas where flap gates, sluice gates, and other sealed areas may be seeping, or for storm
water.
 Public Works personnel on standby make rounds 24 hours a day checking lift stations, booster stations, and portable
pumps.
 Inspect dikes regularly.
 Public Works Electrical Department inspects transformers, switches, and enclosures, etc. Will disconnect or protect
equipment as required. Will also pull service meters or disconnect power at the pole if required.
 Public Works Electrical Department determines service requirements to electrical standby pumps (voltage, conductor
size, phasing and capacity).
 When covering storm sewer inlets refer to storm sewer map, and weight the storm manhole covers if necessary.
 If spring runoff or rainfall occurs when flood condition exist and storm sewers and culverts are sealed, be prepared to
pump the runoff or storm water over the dikes with portable pumps. Some gates may be opened if river elevation is
below street elevation. Doing so will keep portable pumping locations at minimum.
Post flood check list
 Items needing attention when flooding conditions cease:
 When river recedes and flood conditions cease, open all sluice gates, uncover storm inlets and open any plugged
culverts to allow any subsequent storm water to run off into the river.
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Insure that adequate documentation of all protective measures are maintained for possible FEMA reimbursement. This should
include:
 At least two pictures of each site
 Site specific invoices for all contract work
 Overtime records for all force account work
 Invoices for sand, clay, pumps, fuel, etc.
 Record pump-run times
Valley City Culverts and Drains
Valley City has numerous culverts and drains surrounding the river. There are several drains and culverts on VCSU, and
surrounding the campus that must be plugged and monitored during a flood event. VC Public Works has a list of which
culverts/drains to maintain during various levels. For more information see back of emergency manual.
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PERSONAL SAFETY
THREAT OF VIOLENCE
Students, employees, and visitors should address emergencies by calling 911, whether they are on central campus or on other
University property. For all other non-emergency violence concerns, the students, employees, and visitors should contact the Vice
President for Student Affairs at 701-845-7300 and/or the Campus Safety Office at 701-845-7710.
It is important that the Valley City Police Department is made aware of concerns of violence even if they occur on property outside of
the campus. The University has adopted procedures for responding to and addressing conduct that violates policy and urges all
students, employees, and visitors to be alert to the possibility of violence on campus. As part of the University community, all
students, employees, and visitors are responsible for reporting violence they experience or witness.
CRIME IN PROGRESS
How to Prepare:
 Follow these basic anti-crime tips:
 Do not walk alone in isolated areas.
 Do not open residence hall doors to strangers.
 Keep all doors closed and locked.
 Do not leave doors propped open or leave valuables unattended. Thieves know to look inside your desk drawers.
 At night, look inside your car before entering or stay in your car if there are strangers around.
 Be aware of your surroundings.
What to Do:
 Call 911.
 Give your name, location, and nature of the crime in progress.
 If safe to do so, remain where you are until the Police arrive.
 If safe to do so, note the perpetrator’s height, weight, age, sex, race, hair and eye color, tattoos or facial hair, clothing,
weapons, and method/direction of travel. If a motor vehicle is involved, note license plate number, make/model, color,
and other characteristics.
What NOT to Do:
 Do not try to apprehend or interfere with the perpetrator except in the case of self-protection or the protection of others.
THREAT ASSESSMENT
Introduction
The safety and security of the Valley City State University campus and community are very important. Our students, employees,
and visitors should be able to pursue their education, work, and other activities in a safe, non-threatening environment.
Unfortunately, violence can occur. To educate and empower all members of the university community, resources and procedures
are in place to prevent, deter, and respond to concerns regarding acts of violence. Valley City State University also offers
workshops to assist departments and individuals in detecting indicators for concern and resources to protect themselves and their
environments. Safety is everyone's responsibility.
Policy Statement
Violence, threats or implied threats of violence, and intimidation (verbal or physical acts intended to frighten or coerce) impede the
goal of providing a safe environment and will not be tolerated. All students, employees, and visitors are covered by this policy as
well as the policies referenced below. This policy applies to conduct on 'campus,' which by definition is not limited to central
campus but includes all property owned or used by the university.
Weapons
Firearms, bow/arrows, hunting knives, ammunition, explosives and other dangerous weapons are not permitted within university
owned or operated buildings and on all campus property and grounds including residence halls and student apartments. Included in
the North Dakota Century Code definition of dangerous weapons are martial arts weapons and a number of other weapons are
martial arts weapons and a number of other weapons capable of expelling a projectile. Pellet guns, BB guns, paint ball guns and
other similar short sports supplies are prohibited. Students are permitted to carry pepper spray.
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Enforcement
The university will pursue disciplinary, student judicial, civil or criminal action as appropriate under the circumstances against any
person who violates this policy by engaging in such violence, threats of violence, or intimidation.
Reporting
Students, employees, and visitors should address emergencies by calling 9-911, whether they are on central campus or on other
university property. VCSU does have a threat reporting form online at: http://www.vcsu.edu/safety/vp.htm?p=1488 Students,
faculty, and staff can anonymously report a threat and important information using this form. The Vice President of Student Affairs
and the Safety Officer receive the form information.
For all other non-emergency concerns of violence, the students, employees, and visitors should notify the Vice President of
Student Affairs at 845-7300 or 3-7300. It is important that the Valley City Police Department is made aware of concerns of
violence even if they occur on property outside of the campus.
The university has adopted procedures for responding to and addressing conduct that violates this policy and urges all students,
employees and visitors to be alert to the possibility of violence on campus. As part of the university community, all students,
employees, and visitors are responsible for reporting violence they experience or witness.
Threat Management
The Campus Assistance Team is an administrative group formed to promote awareness and responsiveness across campus to
avoid or address situations that may involve violence, threats, intimidation, or property damage. The team may assist the Valley City
Police Department and departments to assess situations involving the potential for violence.
Resources and Preparedness
Valley City State University, as part of its annual communication on safety, will inform individuals of this policy and its related
procedures and resources.
Confidentiality
Confidentiality of complaints and parties will be preserved to the greatest extent possible, understanding that the university may have
an obligation to take some action even if the complainant is reluctant to proceed. Parties and witnesses to a complaint are also
expected to maintain confidentiality of the matter, understanding that they will often not have all the facts and that they could
impair the investigation by divulging information to persons outside of the investigatory process.
Non-Retaliation and False Claims
The university prohibits retaliation against persons who in good faith report violations of this policy or cooperate in an
investigation. The university also prohibits the filing of knowingly false or misleading reports and providing knowingly false or
misleading information in an investigation. Discipline or other action can result from either of these acts in violation of this policy.
Help us protect you and the campus:
 Watch for suspicious persons in and around campus buildings and in parking lots. Do not pursue them. Call the Valley
City Police Department at 9-911.
 Door-to-door soliciting is not permitted in campus residence facilities. Violations of this rule should be reported to your
hall supervisor immediately.
 Report all thefts and property losses immediately to the Vice President of Student Affairs.
 Be security conscious at all times.
Suspicious activity:


If you see any suspicious activity or people on or near the campus, call or contact any campus administrator. Do not
assume that what you observe is an innocent activity or that it has already been reported.
Do not assume the person is a visitor or campus staff member that you have not seen before.
Suspicious people may be:


Loitering about at unusual hours and locations: running, especially if something of value is being carried.
Exhibiting unusual mental or physical symptoms. Person(s) could be under the influence of drugs, or otherwise
needing medical or psychiatric assistance.
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
Carrying property that might be suspicious, depending on the circumstances, going from room to room trying door
handles.
Contact Facilities Services 3-7705 or 845-7705 or the Police Department at 9-911 for immediate assistance.
The Early Warning Signs of Violence
Rarely is extreme violence a solitary event. Extreme violence is generally the last burst in a line of dangerous and foreseeable
behavior. In the early stages, troubling behaviors are correctable and minimize volatile situations if caught early. Over time, the
untreated offender may become more frustrated, aggressive, and committed to deliver violence.
Most people who commit violence tell others what they plan to do, rarely do they just snap without warning. Those who used
extreme violence in the past generally exhibit various behaviors and personality traits. Identifying at-risk characteristics can bring
attention to a troubled individual or may identify possible planned violent events. Although few individuals will commit violence,
they require monitoring when they exhibit several behaviors and traits.
BEHAVIORS:
 History of aggression/violence/bullying
 Specific/detailed threats to harm another
 Destruction of personal and/or school property
 Recent attempts to secure weapons
 A pattern of poor interpersonal relationships
 Recent attempts/talk of suicide
 Involvement with hate groups or criminal gangs
 Frequently angry, easily frustrated
 Defiance of authority
TRAITS:






Drug/alcohol abuse
Mental health issues
Socially isolated
Recent problems at home/school/work
Extreme paranoia/suspicion
Recent serious attacks to self-esteem
Preventing a Crisis
Stopping the process before an event and education are the keys to preventing violence. University's that have a healthy campus
and progressive safety protocol that addresses minor violations will lower the risk of violent events. A healthy campus may provide
an increase in peaceful solutions. The planning of a violent episode may begin before the early signs are recognized.
Recognizing these signs provides the campus an opportunity to intervene.
Various strategies to prevent a crisis include:







Communicate a clear policy against and consequences for violent behavior.
Identify potential offenders and victims early.
Report threatening behaviors promptly; respond quickly to reports.
Train/sensitize staff to conflict management, communication and anger control skills.
Identify resources (internal and external) for faculty, staff and students.
Conduct focus groups, surveys to determine the wellness of the workplace.
Do not assume threatening behaviors will stop; take all threats seriously.
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Defusing a Crisis
Defusing actions should be taken when confronted by a potentially dangerous individual or situation. Individuals should avoid
using hostile, threatening, or apathetic communications with an aggressive person. Rejecting demands from the start, showing
disrespect, trivializing the situation or invading the individual's personal space can set the individual off. Use neutral body
language and avoid staring at the individual. Unless requested, remain seated and do not attempt to touch the individual or rush
them. Never agree or argue with the individual's distorted statements. The following is an acronym that will guide people in
defusing a situation.
 Do stay calm.
 Establish rules and work to calm the person down.
 Focus on positive outcomes.
 Uncover what the person wants; repeat what is requested.
 Speak slowly, confidently, quietly and use active listening techniques.
 Encourage the person to consider peaceful solutions; offer support.
Post-Crisis Response
People will feel anxiety and stress after a violent event. Do not expect or pretend the situation will be normal. The campus many
implement some of the following strategies:
 Provide detailed facts (who, what, where, when) to public safety, human resources and the dean of students.
 Discuss/debrief the incident with your staff/faculty and/or students.
 Consider the need for immediate counseling services.
 Don't feel that you should have all the answers; ask for help.
 Look for signs of stressed individuals.
 Change locks, add alarms and other types of physical security.

As a member of the campus community, it is important to know that your safety and the campus community's safety is of highest
importance to the administration. Campus representatives have been designated and trained to deal with a variety of threatening
situations. They are available to assess the situation and specify appropriate safety measures.
If a threatening behavior or situation occurs, it is crucial that you take these threats seriously and contact the appropriate person
immediately. For any type of preventative or non-emergency assistance, the current campus contacts are listed below. In the
event of an imminent threat, contact 9-911 immediately.
For any type of preventive of non-emergency assistance, the contacts are listed below:






Vice President Student Affairs 3-7300 or 845-7300
Human Resources 3-7401 or 845-7401
Campus Nurse 3-7212 or 845-7212
Campus Security / Power House 3-7708 or 845-7708
Police non-emergency 845-3310
Campus Safety 3-7710 or 845-7710
MISSING STUDENT
Policy:
This policy and the following procedures establish the framework for the University in a reported missing student. If a student is
absent for more than 24 hours without any known reason, the student is classified missing. All missing student reports should be
directed to the Vice President of Student Affairs. The Vice President of Student Affairs will investigate the situation and determine
if the student is indeed missing according to the policy. Students can identify a missing person contact by completing the
form below, if the student is under the age of 18, the campus will contact their guardian. This information is confidential, and only
for VCSU’s use during an emergency. VCSU will also notify the Valley City Police Department within 24 hours of determination.
Procedure:
Immediately contact the Vice President of Student Affairs regarding any missing student report (on or off campus).
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When a student is reported missing VCSU / Vice President of Student Affairs shall:


Investigate to determine if the missing student report is valid.
Notify the student’s emergency contact and Valley City Police Department within 24 hours after determining the
student is missing.
The Vice President of Student Affairs will notify the campus emergency response team and assistant director of housing. He or
she shall initiate whatever action appropriate for the circumstances including contacting the media and activating the emergency
notification systems.
Posting:
This policy should be available via the VCSU website, campus security report, and other means. Housing will discuss the policy
at housing meetings.
Contacts:
Interim Vice President of Student Affairs – Pete Smithhisler – 701-845-7300 (3-7300) – pete.smithhisler@vcsu.edu
Director of Housing – Stephanie Roelfsema – 701-845-7728 (3-7728) – stephanie.roelfsema@vcsu.edu
Head Resident – Kayla Evenson – 701-845-7124 – kayla.r.evenson@vcsu.edu
Head Resident- John O’Day—701-845-7175—john.oday@vcsu.edu
CRIMINAL & SUSPICIOUS BEHAVIOR
In addition to obvious criminal activity or emergencies, examples of suspicious activity includes:
 A package or bag being left unattended.
 Overhearing someone use or threaten to use a gun or other weapon, place a bomb, or release a poisonous substance
into the air.
 Someone you do not recognize is in a non-public area of a building.
In general, trust your intuition. If you are aware of a possible threat, you will be alert to unusual activity. If you have a gut reaction,
nagging suspicion, or general concern, do not discount your feelings. Contact the Campus Safety Office, who can contact the proper
authorities and investigate the situation.
If there is an immediate danger, contact 911. Any threat of criminal activity or potential violence should also be reported to the Valley
City Police Department promptly, regardless of the source. If there are incidences, behaviors, comments, etc. that lead you to
believe that a student could be a threat, this information should be relayed to the Vice President for Student Affairs at 701-845-7300.
If there are incidences, behaviors, comments, etc. that lead you to believe that other individuals (including employees) could be a
threat, this information should be reported to the Campus Safety Office.
BOMB THREATS
1)
2)
3)
4)
Familiarize yourself with primary and secondary evacuation routes, nearest first aid stations, fire alarm stations, fire
extinguishers, telephones, and stairways.
When a bomb threat or warning is phoned in, the person receiving the call should, to the degree possible, attempt to
find out as much information as possible, using the Bomb Threat Report Form found in Appendix B, and the VCSU
Employee Directory that has been issued to all employees to be retained by their telephones.
a) Do not hang up; let the caller terminate the call.
b) Get as much information from the caller as obtainable.
c) Get the exact time of the call.
d) Get the Caller ID (if phone has a Caller ID).
e) Write down the exact words the caller used.
f) Attempt to answer all the questions listed on the Bomb Threat Report as accurately and completely as possible.
g) Estimate the sex, race, and age of the caller.
h) Be alert to the nature/character of the caller’s voice.
i) Listen for background noises.
Upon notification of a bomb threat or bomb emergency, personnel shall report the call immediately to the Valley City
Police at 9-911.
The recommendation to evacuate the structure/location during a bomb threat is the responsibility of the fire
23 | P a g e
5)
6)
7)
8)
9)
10)
11)
12)
13)
14)
department, law enforcement, or BET.
If it is determined that the facility is to be evacuated, follow the emergency evacuation routes.
All cellular phones and two-way radios shall be turned off within a two-block radius of the threat. All communications to
and from the threat scene shall be made by phone.
If an explosive device is alleged to be within the building but has not been located, the authorities will determine if a
search is desired. Follow all instructions from the authorities.
Emergency Response Officials may ask employees or others with knowledgeable of the contents and layout of the
building to assist in identifying any unusual parcels or items.
a) Searches of areas for explosive devices with instructions:
i) Be thorough.Each staff should look around their offices to see if there are any unusual packages or items in
their work area. These should be reported to security. Only you will know what belongs in your office. Do
not lock your office as this will hinder the bomb search.
ii) If necessary move people away from the suspicious item.
iii) Look for anything and everything that might conceal a bomb.
iv) Do not panic persons in the area.
v) DO NOT TOUCH, MOVE, OR JAR ANYTHING SUSPICIOUS THAT YOU MAY LOCATE.
b) The authorities will determine if the assistance of bomb disposal personnel and/or bomb detection canine may be
requested.
If a suspected device is located, an evacuation of the area will be conducted based on available information.
a) Do not attempt to move or otherwise disturb the device(s).
b) If time permits, try to have people check their area before leaving.
c) Get people to take personal items such as purses, briefcases, gym bags, backpacks, lunch bags, etc., with them
when they leave.
d) Only Emergency Response Officials will be allowed into the immediate area.
If employees or visitors have disabilities or need assistance evacuating, assist them to an “Area of Rescue Assistance”
or Area of Refuge that is away from obvious danger. Then go to the building evacuation assembly point and notify the
on-site Emergency Response Officials of the location of the person in the Area of Rescue Assistance. The Area of
Rescue Assistance is located next to each stair case entrance, unless otherwise instructed. (Appendix D)
If a Suspicious Letter or Package is received:
a) Inform your department coordinator immediately.
b) Ask around to see if anyone can identify package.
c) DO NOT OPEN IT!
i) Inform department staff and Facilities Services Director as soon as possible at 3-7700/3-7708.
ii) Contact the police department by calling 9-911.
iii) Give dispatcher description & location of package.
iv) Follow the instructions given by the police.
v) Instruct staff to evacuate if told to do so by Emergency Response Officials.
Employees should take their personal belongings with them when they evacuate because you may not be able to get
back into the building for several hours.
After exiting the building all staff members are to assemble in main entrance of the building for accountability. A
headcount should be made and any missing persons accounted for. Ensure the meeting place is a safe distance from
the building to ensure the safety of employees in the event of a fire or explosion. Allow for the flow of emergency
vehicles and personnel – keep clear of the traffic lanes around the building.
Remain outside the building until the fire department, law enforcement, or BET informs you that it is safe to return to
the building.
Information from the North Dakota Highway Patrol.
CIVIL DISTURBANCE AND DEMONSTRATIONS
Do not disrupt a demonstration unless one or more of the following conditions exists:



Interference with the normal operations of VCSU.
Blocking access to offices, buildings, or other University facilities.
Threat of physical harm to persons or damage to University facilities or property.
If any of the above conditions exist, and if there is NO imminent danger, notify the President (3-7100), Vice President of
24 | P a g e
Academic Affairs (3-7200), or the Vice President of Student Affairs (3-7300), or the Safety Office (3-7710) before contacting the
police. If there is imminent danger, contact the Valley City Police at 9-911.
VEHICLE ACCIDENTS



Report all vehicle accidents that are serious or involve personal injury to local law enforcement immediately.
If the accident involves a VCSU or State Fleet vehicle, call Facilities Services at 3-7705.
Do not sightsee near vehicle accidents as it may hamper emergency efforts.
ARMED INTRUDER
PREVENTION:
 Notify a Campus Official if you are aware of any threats or have other information that make you suspect an event
involving an armed intruder might be possible. If you are living in a residence hall, also notify the Housing Office.
 Trust your instincts. Better to be wrong than ignore warning signs of a possible tragic event.
NOTIFICATION:
 If you know or suspect an armed intruder is present on campus, call 911 and provide the information requested. Stay on
the line until you are sure no further information is required.
 Once Campus Officials are aware of the situation, the Emergency Notification System will be deployed.
RUN:

If you hear gunshots and are able to- RUN. Run as far away from campus as possible. When you feel you are a safe
distance away, call 911 and report the situation- do not assume that someone else has called 911.
HIDE (Lockdown):
 If you are unable to leave a building because the shooter is too close or you are unable to evacuate, follow the campus
lockdown procedures:
 Do not enter a building during lockdown.
 Move to a securable area (such as an office or classroom) and lock the doors.
 Close the window coverings and move away from the windows. Turn off all lights.
 Make sure your phone is completely silenced (including vibration).
 Get low on the floor.
 Do not let anyone in the room unless they are the Police or other Safety Official.
 In a hostage situation, stay calm, keep everyone together, and stay hidden.
 Remain in your secure area until further direction or the all-clear is given.
 If you are unable to enter a building because of the lockdown:
 Assume that classes will be suspended until the lockdown ends.
 Leave the area and seek safe shelter off campus.
 Return to campus after the all-clear is given.
 Do not leave your room to try to “see what is happening”.
FIGHT:
 As a last resort, and only if your life is in danger, you may choose to fight.
 Be aggressive, use improvised weapons (fire extinguishers, scissors, hot coffee, glass items, or anything else
available), and commit to your actions.
 Fight as a group if possible. This action also distracts the shooter and allows time and opportunity for police to
act.
POST-INCIDENT:
 If you witness any injuries or deaths, identify yourself to authorities as soon as it is safe to do so.
Responding to campus violence incidents
In the event an armed intruder is on campus, VCSU will alert the campus population via the Emergency Notification System and
alert the community with other methods. Valley City Police Department (VCPD) and the SWAT team will coordinate all efforts.
VCSU & VCPD will notify the campus and community of an all clear via email, voice mail, evacuations, and other
announcements.
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For more information see the Safety web page: www.vcsu.edu/Safety.
PANDEMIC FLU
Preparation
Valley City State University will utilize the campus health and safety office to monitor the spread of any pandemic disease.
During the planning phase, these two offices will work on the following:
Campus health:




Communication with local health officials regarding disease
Present information to the campus
Make preparations for vaccine and campus health problems
Work with the executive team and others to implement plan
Safety office:






Coordinate efforts with Facilities Services
Ordering supplies, implementing training, utilizing spaces
Updating and implementing pandemic plan
Implementing continuity plan
Educate campus and maintain communication
Work with campus health, health officials
Executives
In addition, VCSU executive team will need to coordinate education about campus policies, and create communication pieces for
the campus community. Executives may make changes in campus policies to reflect the pandemic implications, and policy
changes required by health officials or the university system.
Reducing exposure (from OSHA & CDC):











Encourage sick employees, students, and visitors to stay at home.
Encourage people to wash their hands frequently with soap and water. Make hand sanitizer and other personal
hygiene products available if possible.
Encourage people to cover their coughs and sneezes with a tissue or by using their shirt sleeve, followed by hand
washing.
Try to avoid shaking hands, or cleanse hands immediately after.
Practice social distancing – stay 3 feet or more apart from people – 6 feet if the person is infected.
Provide people with tissues, trash receptacles, and places to cleanse hands.
Keep work surfaces, counter tops, and other touched areas clean using disinfectants.
Encourage employees to use only their phone, computer, office supplies, and personal items.
Minimize large gatherings if possible, and reduce social interactions.
Use electronic communication when possible.
Promote healthy lifestyles that include good nutrition, exercise, and personal hygiene.
Lower exposure risk:





If the workplace does not require employees to have frequent contact with the general public, basic personal hygiene
practices and social distancing can help protect employees at work. In addition, follow these tips if possible:
Communication to employees what options may be available to them for working from home.
Communicate office leave policies, policies for being paid, transportation issues, and day care concerns.
Inform campus of any public health information regarding pandemic.
Create common communication method.
26 | P a g e
Medium exposure risk:




Medium risk workplaces require frequent close contact between employees or with the general public. Below are
some practices the campus community could implement.
Instruct everyone to follow social distancing when possible. (Stay 3-6 feet from the next person)
Expand electronic and phone communications.
Install sneeze barriers at areas if possible.
Administrative processes:






Educate employees about leave policies and work continuity.
Inform campus communication where supplies for hand and surface hygiene are located.
Use posters and other signage to inform other of pandemic concerns.
Limit access to workplaces if needed.
Make personal protective equipment available when possible.
Visit with campuses about sharing services or employees to cover essential services if needed.
High exposure risk:






Those in a high exposure risk workplace are in constant contact with someone who has the disease. Social distancing
and personal protective equipment are required in this situation.
Isolation and alternative work places may be necessary in a high exposure risk situation. Isolation involves requiring
infected persons to stay in a specific area.
Meals and other supplies will be brought in for those individuals.
Staff working in this situation will need to wear medical style isolation equipment (gloves, gown, mask N95).
Garbage will be double bagged with the help of another employee and disposed outdoors immediately.
Facility access is limited to essential personnel.
Pandemic plan timeline
Early stages
When the disease is in a developing stage, health officials will inform the campus of new information. Campus officials will relay
that information, conduct inventory, and review current plans.
Developing and spreading stages:








Campus continues to monitor with the help of local health officials.
Starts educating campus community of disease and orders in suggested supplies.
Supplies may include masks, sanitizers, sprays, tissues, garbage bags, wipes, and other cleaning materials.
o Campus will make hand sanitizers and tissues available to the campus community.
o Facilities increases use of antibacterial cleaning, and makes sprays available to office areas.
Campus education will start education program regarding personal hygiene, disease information, policies, campus and
community plans.
Administrators review campus and university system policies. If needed revise policies with health information
regarding expected business interruptions.
Student housing will need to develop food plans (meals to dorms, etc)
Develop electronic methods for reporting essential information (payroll, incidents, work requests, network problems,
class delivery methods)
Athletic department discusses pandemic measures with conference and affiliations.
27 | P a g e
State infections:





Continue education and campus protective measures.
Encourage personnel to review any planned trips to areas with infections.
Employees should request meetings utilize electronic or phone methods to reduce exposures.
Facilities and campus health should order more supplies, keeping a higher than normal stock.
Request information regarding non-campus entity plans.
County infections:






Continue current processes.
Reduce non-essential meetings on campus if possible.
Elevate education measures.
Prepare alternative house areas (Robertson Hall, Mythaler 3rd floor).
Encourage all sick employees and students to stay home for recommended time-length.
Campus education includes personal list for health and dining needs.
City infections:


Cease non-essential campus events.
If infections spread fast, athletic events may happen without allowing spectators.
Campus infections:





Implement alternative health and education plans.
Campus remains open unless ordered by county medical doctor or via president order. Classes run as scheduled.
Campus dining remains open, but offers meal delivery for isolation or sick students.
Open campus isolation facility.
Inform Head Start and others of campus infection.
High campus infections:








Food service delivers or offers pickup of all meals rather than communal dining. (Use of box meals, microwave
dinners, etc. is highly encouraged)
Close campus
Classes delivered using alternative means.
Only essential personnel report to campus, others work from home.
Essential personnel may work rotating shifts with others.
Minimal facility care done in academic buildings.
Facilities implements plan to cover living and dining areas.
Review athletic competition plans
High city/county infections:


Implement minimal care center at WE Osmon Fieldhouse. Facility ran by local health officials. Move athletic offices to
alternative locations, or allow employees to work at home.
Red Cross may utilize WE Osmon Fieldhouse and/or Graichen Gym as shelters if needed per agreement.
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Additional notes
In addition to these guidelines, VCSU will implement other disease specific policies, procedures, and guidelines issued by the
CDC, state, and local health officials.
State of North Dakota implemented a plan to share employees and services when possible. State health officials request
agencies do not close offices unless county medical doctor orders facility closure. NDUS Human Resource Council has
developed a plan and policies for work continuation.
The county doctor or medical advisor will make the call for closing a facility or quarantining individuals or a building.
Home
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MAJOR EMERGENCIES AND DISATERS
There may be situations that overwhelm our resources and the resources of municipal agencies. Examples include tornados,
floods, train derailments, blizzards/ice storms, multiple disaster response, etc. Extraordinary measures must be implemented to
be able to deal with these major emergencies or disasters. It may be necessary to depart from normal consultative processes.
Continuity of Operations Plan (COOP)
In the event of a major or catastrophic disaster, VCSU will implement the Continuity of Operations Plan.
The State’s COOP is available online through the ND Department of Emergency Services. VCSU’s plan varies because of the
nature of its employees and students. Many employees carry laptop computers and may continue operations at home. Students
receive a university issued laptop and can continue studies where an Internet connection is available. VCSU will post updated files
on computer inventories and users, phone users, and other equipment and supply information when possible.
For more information on the Continuity of Operations Plan, contact the Safety Coordinator 3-7710.
Emergency Operations Center (EOC)
An Emergency Operations Center (EOC) is defined as a location which the coordination of information and resources to support
incident activities takes place. VCSU’s primary EOC is the Power House. This location has backup power, and monitoring
equipment for vital campus systems. Due to small size, meetings will take place in the Facilities Services building. A secondary
EOC is the Field House. The campus will determine an off-campus site only if buildings on campus are unsafe and there is an
available location. Such an incident would require the campus to use a Joint Information Center (JIC) with Barnes County
Emergency Management and local emergency services.
Organization Structure
During an incident, VCSU’s command structure will be similar to its chain of command. The Department of Homeland Security
created common terms in the National Incident Management System (NIMS) to describe those involved in an incident.
Incident Commander: The Incident Commander is the person in-charge of the organization. There can only be one commander,
the first person on scene is the incident commander until a more qualified person arrives.
Section Chiefs: The section chiefs are people like Vice Presidents who direct large sections of the institution. Below is the
diagram of the campus incident command and section chiefs.
VCSU’s chain of command is as follows:
1.
2.
3.
4.
President- Incident Commander
Vice President of Academic Affairs- Section Chief
Vice President of Business Affairs- Section Chief
Vice President of Student Affairs- Section Chief
Incident Command System
Incident Command System (ICS) defines the operating characteristics, management components, and structure of incident
management organizations throughout the life cycle of an incident. Valley City State University has developed continuity of
operations plan (COOP) that includes the following plans: emergency operations plans, procedures, preparedness plans,
corrective action, and recovery plans.
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Emergency Operations Plans
During an emergency, VCSU will evoke their Continuity of Operations Plan (COOP). COOP involves various teams, equipment
& supply inventories, buildings, and agencies. The North Dakota Department of Emergency Services and Risk Management created
the following terms to describe business practices, services, and employees for all agencies.
ESSENTIAL
VITAL
NECESSARY
DESIRED
This designation is reserved for services that must be provided immediately or will definitely result in the loss
of life, infrastructure destruction, loss of confidence in the government, or significant loss of revenue. These
services normally require resumption within 24 hours of interruption. (The definition of essential services
may be contained in a department’s mission statement and goals, which can be found in business and
emergency plans or may be legislated.)
This designation applies to services that must be provided within 72 hours or will likely result in the loss of
life, infrastructure destruction, loss of confidence in the government, or significant loss of revenue or
disproportionate recovery costs.
This designation applies to those services that must be resumed within two weeks, or could result in
considerable loss, further destruction or disproportionate recovery costs.
This designation applies to those services that, could be delayed for two weeks or longer, but are required in
order to return to normal operating conditions and alleviate further disruption or disturbance to normal
conditions.
Emergency Operations Teams
There are five different emergency operations team at VCSU: Building Emergency Team (BET); Emergency Management Team
(EMT); Relocate Team; Recovery Team; and Resume Team. Each team has a separate purpose during an emergency. The
Building Emergency Team (BET) consists of Facilities personnel who act as first responders to an incident. Their duties will include
securing the area, alerting others, assisting those in need, and directing evacuation routes. BET does not exist in the COOP,
because the group responds to numerous minor emergencies and is a part of the other VCSU teams. VCSU’s Emergency
Management Team sets out to alert the campus, notify proper authorities, initiate emergency plans, and other duties. Among many
duties, the Relocate Team finds locations for offices and classrooms, recovers items from the disaster if possible, and locates
equipment for the displaced. Recovery teams are personnel who have duties that are necessary for vital business operations.
Resume team members are not vital to the campus operations within the first three days, but are the final piece in resuming normal
operations. Recovery and resume members follow their position descriptions duties and those assigned by a supervisor.
Preparedness Plans
Preparing the campus for emergencies and incidents will help the campus resume business and save lives. VCSU’s Safety
Coordinator and the Loss Control Committee, and Emergency Management Team write and review campus policies and
procedures. The Safety Coordinator updates plans to meet state and federal regulations. The campus will conduct drills and
other trainings during the year to educate the campus population and to improve plans. VCSU’s Facilities Services department
will work with their vendors to make sure the campus has enough custodial and maintenance supplies. Food supplies are the
responsibility of Sodexo and individuals and not the campus.
Corrective Action
VCSU will conduct drills, training, exercises, and discussions regarding the emergency plans. These actions will uncover any
problems, lapses, etc. that occur. The Emergency Management Team will review the findings and make revisions in campus policies
and procedures.
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Recovery Plans
Valley City State University’s Continuity of Operations Plans includes steps for recovery after an incident. Recovery includes
relocating affected areas to new locations, recovering items from the incident, notifying employees, locating resources
(equipment & supplies), and decision makers for the process. VCSU’s use of laptops makes disaster preparedness planning
tough, because employees may take laptops home. The campus plans for the worst-case scenario and having no functional
computers. During relocating and recovery stages, teams will contact employees regarding if they have a laptop. Plans are to
have most of the campus running normal within three days of an incident.
Emergency Management Team
Emergency Management Team
 VCSU President - Dr. Tisa Mason
 Interim Vice President Student Affairs – Pete Smithhisler
 Vice President Business Affairs – Wesley Wintch
 Vice President Academic Affairs - Dr. Margaret Dahlberg
 Facilities Services Director - Ron Pommerer
 Safety Coordinator – Jessica Frerich
 Facilities Services Assistant Director - Patrick Horner
 Director of Communications & Marketing - Greg Vanney
Essential Responding
Facilities Services staff are essential in maintaining buildings, security, and utilities. The Facilities Services directors will
coordinate efforts and decide which employees are necessary during an emergency.
Incident Team Responsibilities
Response Team
1. Respond to emergencies
2. Assess the situation
3. Make executive decisions
4. Implement proper emergency plans and coordinate efforts between campus and emergency services
5. Coordinate plans, people, equipment, agencies and information
6. Coordinate information flow to campus population
7. Notify campus by using communication and emergency notification systems in a timely manner
8. Decide how to continue campus services, academics, athletics, etc.
9. Coordinate media response
10. Assist in documentation for FEMA & other agencies
11. Assist in coordinating recovery efforts via communication
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Relocate Team
12. Determine what services needed
13. Find available location
14. Move available resources to secondary location
15. Establish phone and internet access
16. Gather addition resources needed to operate and contact employees
17. Contact recovery team members to establish operations
18. Announce new locations to customers & vendors
Recovery Team
19. Establish operations in new location
20. Coordinate efforts to bring remaining employees back
Resume Team
21. Re-establish contacts with customers & vendors
22. Resume business normal
Home
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VCSU INCIDENT COMMAND SYSTEM
ICS includes procedures to select and form temporary management hierarchies to control funds, personnel, facilities, equipment, and
communications. Personnel are selected according to standard rules previously sanctioned by legitimate authorities. ICS is a system
designed to be used or applied from the time an incident occurs until the requirement for management and operations no longer
exist.
ICS is interdisciplinary and organizationally flexible to meet the following management challenges:
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Meets the needs of a jurisdiction to cope with incidents of any kind or complexity (i.e. it expands or contracts as
needed).
Allows personnel from a wide variety of agencies to meld rapidly into a common management structure with common
terminology.
Provide logistical and administrative support to operational staff.
Be cost effective by avoiding duplication of efforts, and continuing overhead.
Provide a unified, centrally authorized, legitimate emergency organization.
ICS/NIMS Trained
Dr. Tisa Mason ICS100, 200, 700, 402, IS-00907, The Fourth P Workshop- Partners for Preparedness, National Center for
Biomedical Research & Training, Kansas Law Enforcement Executive Seminar on Prevention, Deterrence and Response to
Campus Emergencies, Academy of Counter-Terrorist Education Course on Prevention of, Response to, and Recovery from
Campus Emergencies Awareness Level.
Pete Smithhisler
Wesley Wintch
Dr. Margaret Dahlberg ICS 700, 100, 200, 402
Ron Pommerer ICS 700, 100, 200
Patrick Horner ICS 700, 100, 200
Fred Charnetzki ICS 700, 100, 200
Jessica Frerich ICS 700.a, 100.b, 800.b, 200.b, 300, 400, 402, IS-00242.A, IS-00241.A, IS00240.A, IS-00235.B,
IS-00230.C, IS-00120.A
ICS Organization
A major advantage of the ICS organization is the ability to fill only those parts of the organization that is required.
For some incidents, and in some applications, only a few of the organization’s functional elements may be required. However, if
there is a need to expand the organization, additional positions exist within the ICS framework to meet virtually any need.
ICS Positions
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Incident Commander: The individual responsible for overall management of the incident.
Command Staff: The Command Staff consists of the Public Information Officer, Safety Officer, and Liaison Officer.
They report directly to the Incident Commander. They may have an Assistant or Assistants, as needed.
Officer: Officer is the ICS title for the personnel responsible for the Command Staff positions of Safety, Liaison, and
Public Information.
General Staff: The group of incident management personnel reporting to the Incident Commander. They may have one
or more Deputies, as needed. The General Staff consists of the Operations Section Chief, Planning Section Chief,
Logistics Section Chief, and Finance/Administration Section Chief.
Section: The organizational level with responsibility for a major functional area of the incident, e.g., Operations,
Planning, Logistics, Finance/Administration.
Chief: The ICS title for individuals responsible for functional Sections: Operations, Planning, Logistics, and
Finance/Administration.
Branch: The organizational level having functional or geographic responsibility for major parts of the Operations or
Logistics functions.
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Director: The ICS title for individuals responsible for supervision of a Branch.
Division/Group: Divisions are used to divide an incident geographically. Groups are used to divide an incident
functionally.
Supervisor: The ICS title for individuals responsible for a Division or Group.
Strike Team: A specified combination of the same kind and type of resources with common communications and a
Leader.
Task Force: A combination of single resources assembled for a particular tactical need with common communications
and a Leader.
Unit: The organizational element having functional responsibility for a specific incident Planning, Logistics, or
Finance/Administration activity.
Leader: The ICS title for an individual responsible for a Task Force, Strike Team, or functional Unit.
Resources: Personnel and equipment available, or potentially available, for assignment to incidents. Resources are
described by kind and type (e.g., Type III Helicopter) and may be used in tactical, support, or overhead capacities at an
incident.
Lines of Authority
ICS establishes lines of supervisory authority and formal reporting relationships. Within ICS, there is complete unity of command,
meaning that each position and each person within the system has only one designated supervisor. Direction and supervision
follows established organizational lines at all times, however, information can be shared freely throughout the organization.
Chain of Command and Reporting Relationships
Chain of command means that there is an orderly line of authority and reporting relationships within the ranks of the organization,
with lower levels subordinate to, and connected to, higher levels Chain of command is used to communicate direction and
maintain management control.
Although orders must flow through the chain of command, members of the organization may directly communicate with each other
to ask for or share information.
ICS team members work within the ICS position descriptions and follow the designated reporting relationships, regardless of
their non-emergency positions or everyday administrative chain of command.
Functional Delegation
The ICS organization may be expanded easily from a very small operation for routine incidents into a larger organization capable of
handling catastrophic events. A basic ICS operating guideline is that the person at the top of the organization is responsible for a
task until that responsibility is delegated to a subordinate position.
The ICS organizational chart is a graphic representation of the incident, including:
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Positions and functions activated.
Chain of command.
Reporting relationships.
Responsibilities delegated.
Information flow.
Incident Commander’s Overall Role
The Incident Commander’s responsibility is the overall management of the incident. On most incidents, the command activity is
carried out by a single Incident Commander.
The Incident Commander is selected by qualifications and experience. The Incident Commander may have a Deputy, who may
be from the same agency, or from an assisting agency.
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Deputies
The Incident Commander may have one or more Deputies. An individual assuming a Deputy role must be equally capable of
assuming the primary role. Therefore, a Deputy Incident Commander must be able to assume the Incident Commander's role.
Following are three reasons to designate Deputies:
1.
2.
3.
To perform specific tasks as requested by the Incident Commander.
To perform the Incident Command function in a relief capacity (e.g., to take over the next operational period).
To represent an assisting agency that may share jurisdiction or have jurisdiction in the future.
Incident Commander’s Overall Responsibilities
Before examining the Incident Commander’s major responsibilities in detail, let’s look at a list of overall responsibilities:
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Assess situation and/or obtain a briefing from the previous Incident Commander.
Receive delegation of authority from Agency Administrator.
Establish immediate priorities.
Determine incident objectives and strategy.
Establish an Incident Command Post.
Establish and monitor incident organization.
Ensure adequate safety measures are in place.
Schedule planning meetings as required.
Approve and authorize Incident Action Plan implementation.
Coordinate activity for all Command and General Staff.
Coordinate with key off-incident personnel (e.g. community leaders, elected officials).
Approve requests for additional resources or release of resources.
Keep Agency Administrator informed of incident status.
Approve the use of trainees, volunteers, and auxiliary personnel.
Authorize release of information to news media.
Order the demobilization of incident when appropriate.
Incident Commander’s Major Responsibilities
The Incident Commander has a wide variety of responsibilities, some of which are complex and require explanation.
The first responsibility is to establish immediate priorities. The Incident Commander’s first priority is always the safety of:
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People involved in the incident;
Responders;
Other emergency workers; and
Bystanders.
The second priority is incident stabilization. When considering how to stabilize the incident situation,
the Incident Commander must:
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Ensure life safety;
Ensure continuity of command; and
Manage resources efficiently and cost effectively.
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The next responsibility is to determine incident objectives and strategy. All agencies employ some sequence of steps to meet
incident objectives. A suggested four-step approach is:
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Step 1) Know Agency Policy: Agency policy can affect the establishment of incident objectives. The Incident
Commander must be fully aware of agency policy and his or her authority to manage the incident.
Step 2) Establish Incident Objectives: Incident objectives are statements of tasks to be accomplished related to the
overall incident. For some incidents the time to achieve the objectives is critical. In others, time may not be an
overriding issue. In all cases, incident objectives must be measurable.
Step 3) Develop Appropriate Strategy: Strategy describes the general method or methods that should be used to
achieve an incident objective. Strategies can be used either singly or in combination.
Step 4) Execute Tactical Direction: Tactical direction describes what resources must be used and what actions must be
taken within the selected strategy or strategies in order to achieve the incident objectives.
1)
The next responsibility is to establish an Incident Command Post. The Incident Command Post (ICP) provides a central
coordination point from which the Incident Commander, Command Staff, and Planning functions will normally operate. The
ICP can be any type of facility that is available and appropriate. Once established, the ICP should not be moved unless
absolutely necessary.
2)
The next responsibility is to establish and monitor incident organization. The organization needs to be large enough to do
the job at hand; yet, resource use must be cost-effective.
3)
Anticipated expansion or contraction of the incident will require changes to the organization. The Incident Commander is
responsible for overseeing the management organization. As you’ve just learned, the Incident Commander has a wide
variety of responsibilities. In the next video segment, we’ll discuss the remaining major responsibilities of the Incident
Commander.
4)
The next responsibility is to ensure adequate safety measures. Life Safety at the scene of an incident is always the top
priority. If the incident is complex, or the Incident Commander is not a tactical expert in all the hazards present, a Safety
Officer should be assigned.
5)
The next responsibility is to Schedule Planning Meetings as Required. Planning meetings and the overall planning process
are essential to achieving incident objectives. Although time constraints often do not allow for prolonged planning, it is
important to know and use an effective planning process, as a lack of planning can be disastrous.
6)
The next responsibility is to approve and authorize implementation of an Incident Action Plan. ICS offers great flexibility in
the development of Incident Action Plans. Plans can be verbal or written. Written plans should be provided for multijurisdictional or multi-agency incidents, or when the incident will continue for more than one Operational Period.
7)
The next responsibility is to approve requests for additional resources or release of resources. On small incidents, the
ordering responsibility for resources lies with the Incident Commander. He or she will personally determine resource
requirements and order or release resources, as needed.
8)
The final responsibility is to authorize release of information to news media. On small incidents, the Incident Commander is
responsible for authorizing the release of information to the media. On larger incidents, it may be necessary to assign a
Public Information Officer to help ensure that procedures are in place for managing the release of information to the media
and responding appropriately to media inquiries.
9)
The Incident Commander’s major responsibilities are varied. Of primary concern, however is the overall responsibility for the
management of the incident.
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Characteristics of an Effective Incident Commander
The Incident Commander is normally the most visible person on the incident. The following are just some of the characteristics
associated with an effective Incident Commander:
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Command presence
Understands ICS
Proven manager
Puts safety first
Proactive and decisive
Calm and objective
Quick thinking
Effective communicator
Adaptable and flexible
Realistic about personal limitations
Politically astute
Command Staff
Depending upon the size and type of incident or event, it may be necessary for the Incident Commander to designate personnel
to provide public information, safety, and liaison services for the entire organization. In ICS, these personnel make up the
Command Staff.
Each of the Command Staff members may also have an Assistant.
In exceptional situations, the Incident Commander may need to assign an additional member to the Command Staff to provide
information and intelligence functions. The addition of the Information and Intelligence Officer, as a Command Staff member,
may be most appropriate in incidents with little need for tactical intelligence or classified intelligence, and where the intelligence is
provided by supporting Agency Representatives, through real-time reach-back capabilities.
Assistants
The Public Information Officer, Safety Officer, and Liaison Officer may have Assistants, as necessary. The Assistants may
represent assisting agencies or jurisdictions, or simply assist in managing the workload associated with the position. An Assistant
must be as qualified as the Officer and be able to assume the Officer’s role.
Assistant Public Information Officers may be assigned to the field or Joint Information Center or assigned to handle internal
information. Assistant Safety Officers may have specific responsibilities, such as aviation, hazardous materials, etc. Assistant
Liaison Officers may coordinate with specific agency representatives or groups of representatives.
Information and Intelligence Functions
The analysis and sharing of information and intelligence are important elements of ICS. In this context, intelligence includes not
only national security or other types of classified information but also other operational information, such as risk assessments,
medical intelligence (i.e., surveillance), weather information, geospatial data, structural designs, toxic contaminant levels, utilities
and public works data, etc., that may come from a variety of different sources.
Traditionally, information and intelligence functions are located in the Planning Section. However, in exceptional situations, the IC
may need to assign the information and intelligence functions to other parts of the ICS organization. In any case, information and
intelligence must be appropriately analyzed and shared with personnel, designated by the Incident Commander, who have
proper clearance and a "need-to-know" to ensure they support decision-making.
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The intelligence function may be organized in one of the following ways:
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Within the Command Staff. This option may be most appropriate in incidents with little need for tactical or classified
intelligence, and in which incident-related intelligence is provided by supporting Agency Representatives, through realtime reach-back capabilities.
As a Unit within the Planning Section. This option may be most appropriate in an incident with some need for tactical
intelligence, and when no law enforcement entity is a member of the Unified Command.
As a Branch within the Operations Section. This option may be most appropriate in incidents with a high need for
tactical intelligence (particularly classified intelligence), and when law enforcement is a member of the Unified
Command.
As a separate General Staff Section. This option may be most appropriate when an incident is heavily influenced by
intelligence factors, or where there is a need to manage and/or analyze a large volume of classified or highly sensitive
intelligence or information. This option is particularly relevant to a terrorism incident, for which intelligence plays a
crucial role throughout the incident life cycle.
Regardless of how it is organized, the information and intelligence function is also responsible for developing, conducting, and
managing information-related security plans and operations as directed by the Incident Commander. These can include
information security and operational security activities, as well as the complex task of ensuring that sensitive information of all
types (e.g., classified information, sensitive law enforcement information, proprietary or personnel information, or export
controlled information) is handled in a way that not only safeguards the information, but also ensures that it gets to those who
need access to it in order to effectively and safely conduct their missions. The information and intelligence function also has the
responsibility for coordinating information- and operational-security matters with public awareness activities that fall under the
responsibility of the Public Information Officer, particularly where such public awareness activities may affect information or
operations security.
Public Information Officer
The Public Information Officer is responsible for developing and releasing information about the incident to the news media, to
incident personnel, and to other appropriate agencies and organizations. Only one Public Information Officer will be assigned for
each incident. The Public Information Officer may have Assistants, as necessary, and the Assistants may represent assisting
agencies or jurisdictions.
Reasons to designate a Public Information Officer include:
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The presence of an obvious high visibility or sensitive incident.
Media demands for information are reducing Incident Commander effectiveness.
Media capabilities to acquire their own information are increasing.
Reduces the risk of multiple sources releasing information.
Need to alert, warn or instruct the public.
Safety Officer
All agencies stress the importance of safety as both a management and an individual Responsibility. In addition, the Command
Staff position of Safety Officer may be assigned to develop and recommend measures for assuring personnel safety, and to
assess and/or anticipate hazardous and unsafe situations.
Only one Safety Officer will be assigned for each incident. The Safety Officer will correct unsafe situations by working through
the chain of command. However, the Safety Officer may exercise emergency authority to directly stop unsafe acts. HAZMAT
incidents require the assignment of a Safety Officer. The Safety Officer may assign Assistant Safety Officers, as needed.
Liaison Officer
Incidents that are multi-jurisdictional, or have several agencies involved, may require the establishment of the Liaison Officer
position on the Command Staff. The Liaison Officer is the contact for agency representatives assigned to the incident by
assisting or cooperating agencies.
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The Liaison Officer may have one or more Assistants, as needed. Reasons to establish the Liaison Officer position at an incident
include:
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When several agencies send, or plan to send, Agency Representatives to an Incident in
support of their resources.
When the IC can no longer provide the time for individual coordination with each Agency Representative.
When it appears that two or more jurisdictions may become involved in the incident and the incident will require on-site
liaison.
Agency Representatives
An Agency Representative is an individual assigned to an incident from an assisting or cooperating agency who has been
delegated full authority to make decisions on all matters affecting that agency’s participation at the incident. Agency
Representatives report to the Liaison Officer, or to the Incident Commander in the absence of a Liaison Officer.
Assisting Agency
An agency that is assisting on an incident is directly contributing tactical resources to the agency or jurisdiction that is
responsible for the incident. Thus, fire, police, or public works equipment sent to Department of Agriculture incident would be
considered assisting agency resources.
Cooperating Agency
An agency, which supports the incident or supplies assistance other than tactical resources would be considered a cooperating
agency. Examples include the American Red Cross, Salvation Army, utility companies, etc. On some law enforcement incidents a
fire agency may not send fire equipment, but may supply an Agency Representative for coordination purposes. In this case, the fire
agency would be considered a cooperating agency.
General Staff
Depending upon the size and type of incident or event, t may also be necessary for the Incident Commander to designate
personnel to perform the other four management functions. These personnel are designated as the General Staff. The General
Staff is made up of four sections:
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Operations Section
Planning Section
Logistics Section
Finance/Administration Section
Each of the General Staff members may also have one or more Deputies. In exceptional situations, the Incident Commander
may need to assign an additional member to the General Staff to provide information and intelligence functions.
The addition of the Information and Intelligence Section Chief, as a General Staff member, may be most appropriate in those
instances where an incident is heavily influenced by intelligence factors, or where there is a need to manage and/or analyze a
large volume of classified or highly sensitive intelligence or information.
Operations Section
There is no precise guideline for when the Operations Section Chief will be established on an incident. In some cases, depending
upon the complexity of the incident and the desires of the Incident Commander, it may be the first staff position to be established.
In other situations, the Incident Commander may elect to maintain control of Operations. The Operations Section Chief is
responsible for managing all tactical operations at an incident.
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The build-up of the Operations Section is generally dictated by the number of tactical resources involved and span of control
considerations. The Operations Section consists of the following components:
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Ground or surface-based tactical resources.
Aviation or air resources.
Staging Areas.
Incidents will use any or all of these components, depending on the need.
The first component of the Operations Section is Ground or Surface Tactical Resources. There are three ways of organizing
tactical resources on an incident. Resources can be used as:
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Single Resources.
Task Forces.
Strike Teams.
The determination of how resources will be used will be decided based on the area involved and the tactical requirement.
Depending on the need, tactical resources can be placed into an Operations organization made up of:
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Resources, which report directly to the Incident Commander or Operations Section Chief;
Divisions, which are used to divide an incident geographically;
Groups, which are used to describe functional areas of operation; or
Branches, which can be either geographical or functional and are used in Operations when the number of Divisions or
Groups exceeds the span of control.
Another organizational option for the Operations Section is the establishment of an Information and Intelligence Branch. This
option may be most appropriate in incidents with a high need for tactical intelligence, particularly classified intelligence, and when
law enforcement is a member of the Unified Command.
The second component of the Operations Section is aviation resources. Many incidents require the use of aircraft to support the
incident. In ICS, all aviation resources assigned for the exclusive use of the incident, whether tactical or logistical, are assigned
to the Operations Section. The Air Operations Branch may be established by the Operations
Section Chief:
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When the complexity of air operations and/or the number of aircraft assigned to the incident requires additional
management support; or
When the incident requires both tactical and logistical use of air support.
The Air Operations Branch Director supervises both tactical and support aviation operations on the Incident. The Air Operations
Branch Director reports to the Operations Section Chief. The Air Attack Group Supervisor manages all aircraft carrying out
tactical assignments, such as personnel or cargo transport, spraying, photo or surveillance, etc. The Air Support Group
Supervisor manages the bases for the aircraft, including fuel and maintenance, and keeps time for all aircraft on the incident.
The third component of the Operations Section is Staging Areas. Staging Areas are temporary facilities, which should be located
close enough to the incident so that resources can quickly be at the scene of their assignments. All Resources assigned to a
Staging Area belong to the incident and are available for active assignment. Staging Areas can be set up at any appropriate
location in the incident area and moved or deactivated as needed. Several Staging Areas may be used on a single incident.
Staging Area Managers report to the Operations Section Chief or to the Incident Commander if the Operations Section Chief
position has not been filled.
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Branches, Division and Groups
A Branch is the organizational level having functional or geographic responsibility for major parts of the Operations Section or
Logistics Section.
In the Operations Section, Branches are established when the number of Divisions or Groups exceeds the span of control.
Divisions have geographic responsibility and Groups have functional responsibility.
The Air Operations Branch may be established to manage aircraft assigned to provide logistical or tactical support to the
incident. An optional Information and Intelligence Branch may be established in incidents with a high need for tactical
intelligence.
Directors, Managers and Supervisors
The person in charge of each Branch is designated as a Director. The person in charge of each Staging Area is designated as a
Manager. The person in charge of each Division or Group is designated as a Supervisor.
In the Operations Section, Branch Directors and Staging Managers report to the Operations Section Chief. Divisions and Groups
are at an equal level in the organization and the Supervisors report to Branch Directors or the Operations Section Chief.
General Staff Units
Organization of the remaining General Staff functions includes subdivisions called Units supervised by Unit Leaders. While most
Unit responsibilities are specific to the function, some are common to all.
Common responsibilities include:
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Obtaining briefings from the Section Chief.
Participating in incident planning meetings as required.
Determining current status of Unit activities.
Confirming dispatch and estimated time of arrival of staff and supplies.
Assigning specific duties to staff; supervise staff.
Developing and implementing accountability, safety, and security measures for personnel and resources.
Supervising demobilization of Units, including storage of supplies.
Providing Supply Unit Leader with a list of supplies to be replenished.
Maintaining Unit records, including Unit Log.
Planning Section
The Planning Section is responsible for managing all information relevant to an incident. The Planning Section collects,
evaluates, processes, and disseminates information for use at the incident. Dissemination can be in the form of the written
Incident Action Plan, formal briefings, or through map and status display boards.
This Section is managed by the Planning Section Chief. In addition, information and intelligence functions are traditionally
located in the Planning Section.
The person in charge of each Planning Unit is designated as a Leader. In the Planning Section, Unit Leaders and Technical
Specialists report to the Planning Section Chief. The Planning Section Chief can activate the following components as
necessary:
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Resources Unit: The Resources Unit is responsible for maintaining the status of all resources assigned to an incident. This
includes both tactical and support resources. The Resources Unit achieves this through:
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Overseeing the check-in of all resources,
Maintaining a status-keeping system that indicates the current location and status of all resources, and
Maintaining of a master list of all resources assigned to the incident, for example, supervisory personnel, tactical and
support resources, etc.
Situation Unit: The collection, processing, and organizing of all incident information takes place within the Situation Unit. The
Situation Unit may prepare future projections of incident growth, maps, and intelligence information. Two positions report directly
to the Situation Unit Leader:
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Display Processor - maintains incident status information. Incident status information is posted on maps and status
boards as appropriate.
Field Observer - collects and reports on situation information from the field.
Technical Specialists, such as Weather Observers, may also report directly to the Situation Unit Leader.
Documentation Unit: The Documentation Unit is responsible for the maintenance of accurate, up-to-date incident files. Incident files
are then stored for legal, analytical, and historical purposes. Duplication services are also provided by the Documentation Unit.
Demobilization Unit: The Demobilization Unit is responsible for developing the Incident Demobilization Plan. On large incidents,
demobilization can be quite complex, requiring a separate planning activity. Planning for demobilization should begin at the early
stages of an incident, particularly in the development of rosters of personnel and resources, thus ensuring the efficient and safe
demobilization of all resources. After generating an approved plan, the Demobilization Unit is responsible for distributing the plan
at the incident and off-incident, as necessary.
Technical Specialists: Some incidents may require personnel with specialized skills or knowledge to be temporarily assigned to
the Planning Section. These persons are called Technical Specialists. Technical Specialists may function within the Planning
Section, or be assigned wherever their services are required. In the Planning Section, Technical Specialists may report to the:
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Planning Section Chief,
Situation Unit Leader, or
Technical Specialist Unit Leader
In some cases, they may be reassigned to other parts of the organization. For instance Resource Use Specialists may be
assigned to the Logistics Section.
If several specialists are assigned to the same task, a separate Unit may be established in the Planning Section. For example, if
hazardous materials are a major ongoing factor within an incident, a Toxic Hazards Analysis Unit comprised of toxic substance
specialists such as chemists and pathologists may be created. This is also the principle behind the establishment of the
Information and Intelligence Unit. While each incident dictates the need for Technical Specialists, some examples of commonly
used specialists are:
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Meteorologist
Environmental Impact Specialist
Flood Control Specialist
Pathologist
Hazardous Substance Specialist
Entomologist
Structural Engineer
Training Specialist
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Logistics Section
With the exception of aviation support, all incident support needs are provided by the Logistics Section. The Logistics Section is
managed by the Logistics Section Chief. The Logistics Section is responsible for the following:
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Facilities
Transportation
Communications
Equipment maintenance and fueling
Food services
Medical services
Ordering and distributing resources and supplies
On very large incidents, or on incidents requiring a great deal of equipment or facilities, the Logistics Section may be divided into
two Branches. Each Logistics Branch is led by a Director, who reports to the Logistics Section Chief. Each Branch Director
supervises three Units lead by Leaders.
Service Branch
The Service Branch, when activated, is responsible for the management of all service activities at the incident, including food,
communications, and medical support. The Service Branch Director supervises three Logistics Units the:
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Communication Unit.
Food Unit.
Medical Unit.
The Communication Unit is responsible for developing plans that ensure that all elements of the incident organization can
communicate with each other. This includes installing and testing communications equipment; supervising the Incident
Communications Center, if established; and distributing and maintaining communications equipment. Communications planning
is particularly important in ICS, where an incident may grow to include numerous agencies.
The Food Unit is responsible for supplying the food needs for the entire incident, including all remote locations, such as Camps
and Staging Areas. The Food Unit works with the Planning Section Resources Unit to anticipate the number of personnel to be
fed and develop plans for supplying food to all incident areas. The Food Unit also interacts with other Logistics Units to locate
fixed-feeding sites; and to order and transport food.
The Medical Unit is responsible for all medical services for incident personnel. Medical assistance to the public or victims of the
emergency is provided by the Operations Section, and not by the Logistics Section Medical Unit. The Medical Unit is responsible
for developing an Incident Medical Plan; developing procedures for managing major medical emergencies; providing medical aid;
and assisting the Finance/Administration Section with processing injury-related claims.
Support Branch
The Support Branch, when activated, is responsible for the management of all support activities at the incident, including
facilities, resource ordering, and ground support.
The Support Branch Director supervises three Logistics Units:
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The Supply Unit,
The Facilities Unit, and
The Ground Support Unit.
The Supply Unit is responsible for ordering, receiving, processing, storing, and distributing all incident-related resources and
supplies. The ordering process includes personnel, tactical and support resources, as well as all expendable and nonexpendable supplies.
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The Facilities Unit is responsible for set-up, maintenance, and demobilization of all incident support facilities except Staging
Areas. These facilities may include:
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The Incident Command Post,
The Incident Base,
Camps, and
Other facilities to be used for feeding, sleeping, and sanitation services.
Existing structures in the vicinity of the incident may be used as incident facilities, as appropriate.
The Facilities Unit will also provide security services to the incident as needed.
The Ground Support Unit is primarily responsible for the maintenance, service, and fueling of all mobile equipment and vehicles,
with the exception of aviation resources. The Ground Support Unit also has responsibility for the ground transportation of personnel,
supplies, and equipment, and the development of the Incident Traffic Plan.
Finance/Administration Section
The Finance/Administration Section is responsible for managing all financial aspects of an incident. This Section is managed by
the Finance/Administration Section Chief. Due to the specialized nature of the Finance/Administration Section, the
Finance/Administration Section Chief is usually an employee of the jurisdiction or agency requiring financial services.
The person in charge of each Finance/Administration Unit is designated as a Leader. In the Finance/Administration Section, Unit
Leaders report to the Finance/Administration Section Chief.
The Finance/Administration Section Chief can activate the following components as necessary:
Procurement Unit
All financial matters pertaining to vendor contracts, leases, and fiscal agreements are managed by the Procurement Unit. The
Procurement Unit establishes local sources for equipment and supplies; manages all equipment rental agreements; and
processes all rental and supply fiscal document billing invoices. This Unit is also responsible for maintaining equipment time
records.
The Procurement Unit works closely with local fiscal authorities to ensure efficiency and compliance with local regulations. In
some agencies, certain procurement activities will be filled by the Supply Unit in the Logistics Section. Therefore, it is necessary
that these two Units closely coordinate their activity.
Time Unit
The Time Unit is responsible for ensuring the accurate recording of daily personnel time, compliance with specific agency time
recording policies, and managing commissary operations, if established at the incident. As applicable, personnel time records will
be collected and processed for each operational period. In many cases, the Time Unit Leader may find it helpful to select Time
Recorders familiar with participating agency time recording policies.
Cost Unit
The Cost Unit provides all incident cost analyses. It ensures the proper identification of all equipment and personnel requiring
payment; records all cost data; analyzes and prepares estimates of incident costs; and maintains accurate records of incident
costs.
The Cost Unit is becoming increasingly important, with frequent requests by the Planning Section for cost estimates related to
strategies for achieving Incident Objectives. Accurate information on the actual costs of all assigned resources is essential.
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Compensation/Claims Unit
The Compensation/Claims Unit is responsible for administering financial matters arising from injuries, property damage or deaths
occurring on an incident. As part of this responsibility, the Unit gathers evidence and prepares claims documentation for any event
involving damage to public or private property, which could result in a claim on behalf of or against the Government.
In addition, the Unit ensures proper documentation and tracking of any personnel injured on the incident. Overall
incident priorities
Initial decisions and objectives are established based on the following priorities:
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First priority: Life safety
Second priority: Incident stabilization
Third priority: Property conservation
Initial response actions
Emergencies such as fires, searches, law enforcement operations, hazardous materials incidents, and emergency medical
situations have different characteristics and require specially trained personnel. However, they are quite similar in how they are
approached from an incident management standpoint.
For any incident, the person current in charge (Incident Commander) must do at least the following:
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Size up the situation. A thorough size up will provide the Incident Commander with the information needed to make
initial management decisions.
Determine if life is at immediate risk.
Ensure that personnel safety factors are taken into account.
Determine if there are any environment issue that need to be addressed.
Assume command and establish Incident Command Post.
Establish immediate incident objectives, strategies, and tactics.
Determine resource needs.
Establish initial organization that maintains span of control.
The incident commander and the command staff need to review policies, procedures, and guidelines that can affect
management of an incident. The following are examples:
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Pre-incident plans
Standard operating procedures
Emergency operations plans
Continuity of operations plans
Community preparedness plans
Mutual aid, memorandum of understandings, and assistance agreements
Mitigation plans
Recovery plans
In addition, the incident commander and command staff need to develop incident objectives, strategies, and tactics. FEMA has
the following guidance for developing those items.
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Incident objectives: state what will be accomplished
Strategies: establish the general plan or direction for accomplishing the incident objectives
Tactics: specify how the strategies will be executed
Incident managers must develop incident objectives, then strategies, then tactics. Remember that life safety is the first priority
following by incident stabilization and property conservation.
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Incident objectives should have the following SMART characteristics:
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Specific – The wording must be precise and unambiguous in describing the objective.
Measurable – The design and statement of objectives should make it possible to conduct a final accounting as to
whether objectives were achieved.
Action oriented – The objective must have an action verb that describes the expected accomplishments.
Realistic – Objectives must be achievable with the resources that the agency (and assisting agencies) can allocate to
the incident, even though it may take several operational periods to accomplish them.
Time sensitive – The timeframe should be specified (if applicable).
Planning Process
It was recognized early in the development of the ICS that the critical factor of adequate planning for incident operations was
often overlooked or not given enough emphasis. This resulted in poor use of resources, inappropriate strategies and tactics,
safety problems, higher incident costs, and lower effectiveness.
Those involved in the original ICS development felt that there was a need to develop a simple but thorough process for planning
that could be utilized for both smaller, short-term incidents and events, and for longer, more complex incident planning. The
planning process may begin with the scheduling of a planned event, the identification of a credible threat, or the initial response
to an actual or impending event. The process continues with the implementation of the formalized steps and staffing required to
develop a written Incident Action Plan (IAP).
The primary phases of the planning process are essentially the same for the Incident Commander who develops the initial plan,
for the Incident Commander and Operations Section Chief revising the initial plan for extended operations, and for the incident
management team developing a formal IAP, each following a similar process. During the initial stages of incident management,
planners must develop a simple plan that can be communicated through concise verbal briefings. Frequently, this plan must be
developed very quickly and with incomplete situation information.
As the incident management effort evolves over time, additional lead time, staff, information systems, and technologies enable
more detailed planning and cataloging of events and “lessons learned.”
Planning involves:
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Evaluating the situation.
Developing incident objectives.
Selecting a strategy.
Deciding which resources should be used to achieve the objectives in the safest, most efficient and cost-effective
manner.
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Caption: Organizational chart showing that Command develops the overall incident objectives and strategy, approves resource
orders and demobilization, and approves the IAP by signature. Operations assists with developing strategy, and identifies,
assigns, and supervises the resources needed to accomplish the incident objectives. Planning provides status reports, manages
the planning process, and produces the IAP. Logistics orders resources and develops the Transportation, Communications, and
Medical Plans. Finance/Administration develops cost analyses, ensures that the IAP is within the financial limits established by
the Incident Commander, develops contracts, and pays for the resources.
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EMERGENCY COMMUNICATIONS
During an emergency, communications may vary depending on the situation. Valley City State University is equipped with nearly 40
two-way radios, a repeater, FCC license, and tower. If the situation requires, VCSU will allocate radios to key team members to
ensure proper communication.
Communication guidelines
Everyone is encouraged to communicate using common language and not specific terms or lingo. This helps everyone involved
understand the situation and create plans that work for all agencies involved.
Media Relations
Refer all media calls or inquiries without comment to the President’s Office at 3-7102 and/or the OMB, Risk Management
Division at (701) 328-7584.
Do not put anything in writing after the incident other than what is required for the Incident Report, investigation materials, and
other items approved by the State Risk Manager. Written materials created before the incident plans, specifications, and so on;
should not be disclosed without the knowledge and consent of the Risk Management or VCSU President.
In an incident the Joint Information Systems (JIS), will coordinate information that goes to the public. The JIS consists of the
Marketing/Communications Director and the Emergency Response Team. Serving as the Public Information Officer (PIO), the
Marketing/Communications Director is the person that relates all incident and agency information to the public and media under
the guidance of the JIS.
Communicating with campus community and public
NIMS and FEMA suggest that campuses communicate in a timely manner during an emergency. If decisions are made, the
proper personnel should notify the campus community immediately. When there are times when not all information,
administrators should release what is known and true, and refer to check back later.
The public and campus community may expect more updates than possible. Campuses can re-release the same statement if
needed to help clarify any misunderstandings, and calm rumors/ misinformation. Statements made to the campus community and
public should be available in writing, email, and be made available for the public (generally using web pages, etc.).
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Emergency Notification System Uses
VCSU will use various communication methods in different situations. The following table illustrates some uses of different uses.
This list is subject to change, please check with the Safety Officer for updated material.
City siren
Emergency
Notification System
Voice Mail / Email
Campus radios
Radio/TV
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Situation Examples
Tornado
Fire
Water problems
Fire
Bomb threat
Armed intruder
Power outage
Hazardous material release
Amber Alert (local)
Winter weather conditions
School closing
Severe weather
Flood Updates
Severe weather (email)
School closing
Hazardous material release
Winter weather conditions (email)
Amber Alert (statewide)
Alert building personnel
Suspicious object or person
Elevator problems
Minor emergencies
Severe Weather
Emergency Notification System Policy
V1902 Emergency Notification Systems
SBHE policy 1902 http://www.ndus.edu/policies/sbhe-policies/policy.asp?ref=2539
Valley City State University has an emergency notification system (ENS). This system allows the campus to contact students,
employees, and designated people rapidly during an emergency. The emergency notification system is populated with emergency
notification contact information from students, employees, and on-campus external entities. The information contained in the ENS
will be used by the authorized campus administrators to contact employees, students, or designated persons in the event of a
qualifying emergency event.
1.
2.
3.
Valley City State University mandates all employees, including student employees, participate in the emergency
notification system. Employees are required to review their emergency notification information annually. In addition,
employees will receive reminders twice a year to update their records. Emergency notification contact information includes
campus email, campus phone, home phone, personal cellular phone, and work cellular phone. VCSU’s Safety Coordinator
will gather emergency information from non-campus personnel. Examples include Head Start, food service, Teacher
Center, Valley City Police Department, Valley City Fire Department, and other groups deemed appropriate.
Per SBHE Policy 1902, student participation in the emergency notification system is mandatory. Students will have the
ability to add and update their information in the Connect ND portal. The portal will allow students to enter campus phone,
cell phone, email, texting information, and home phone. The system will periodically remind students to review their
information. In addition, students have the option to receive emergency notifications from other campuses depending on
their class location.
The emergency notification system is only for emergencies as defined in NDUS policy 1902. An "emergency" means a
situation that poses an immediate threat to the health or safety of someone in the institution or system community or
significantly disrupts institution or system programs and activities. Valley City State University’s Emergency Management
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Team is responsible for defining emergencies that warrant system use. VCSU will conduct emergency notification tests at
least once each semester.
4. Students are allowed to leave cell phones on during class to receive emergency notifications unless instructed otherwise
by faculty. If a faculty member instructs students to turn off their cell phones, the faculty member must be able to receive
emergency notifications by one of the following methods:
1. Registered personal cell phone that is turned on
2. Registered campus email when a computer or other electronic communication device is active
3. Campus classroom intercom or phone
4. Nearby office personnel instructed to notify faculty
5. The ENS will be refreshed with information from ConnectND a minimum of once per semester. This removes data
associated with former employees and students from the ENS.
6. To eliminate misuse of the emergency notification system, access to deploy messages will be granted to the president,
vice president of academic affairs, vice president of business affairs, vice president of student affairs, facilities services
director, director of marketing and communications, and the safety coordinator.
7. Students, employees, and visitors should report all emergency situations to the VCSU Power House at extension 3-7708
or 845-7708. Power House employees will contact the proper authorities.
8. During any emergency, VCSU employees and students are asked to refer all media inquiries to VCSU’s Marketing &
Communications director or the President’s Office.
9. Additional emergency notifications not outlined by the Emergency Management Team, can be deployed if necessary by
designated personnel.
Campus emergency procedures are available online. VCSU will use campus email and website for detailed updates, in
addition to redeploying of the emergency notification system..
10. Employee emergency notification telephone numbers or other emergency notification information is exempt from the
state's open records laws as provided in Policy 1912 and may be released only as provided in that policy. Student
emergency notification information, or contact information such as phone numbers or email addresses submitted for
purposes of participation in an emergency notification system, shall be excluded from directory information and is therefore
confidential as provided under the Family Educational Rights and Privacy Act (FERPA). However, if a student phone
number or email or other address submitted for the purpose of participation in an emergency notification system is also
contained in other institutional records used for other purposes and the student has not exercised the student's right to
refuse to permit disclosure of directory information, the information contained in the other institutional records is directory
information and not confidential.
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EMERGENCY RESPONDING AND PLANNING
The Incident Command System has a “planning P” cycle that helps guide agencies during an emergency. Below is an excerpt of
the ICS training manuals.
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The Planning “P” is a guide to the process and steps involved in planning for an incident. The leg of the “P” describes
the initial response period: Once the incident/event begins, the steps are Notifications, Initial Response & Assessment,
Incident Briefing Using ICS 201, and Initial Incident Command (IC)/Unified Command (UC) Meeting.
At the top of the leg of the “P” is the beginning of the first operational planning period cycle. In this circular sequence,
the steps are IC/UC Develop/Update Objectives Meeting, Command and General Staff Meeting, Preparing for the
Tactics Meeting, Tactics Meeting, Preparing for the Planning Meeting, Planning Meeting, IAP Prep & Approval, and
Operations Briefing.
At this point a new operational period begins. The next step is Execute Plan & Assess Progress, after which the cycle
begins again.
Initial Response
Planning begins with a thorough size-up that provides information needed to make initial management decisions.
The ICS Form 201 provides Command Staff with information about the incident situation and the resources allocated to the
incident. This form serves as a permanent record of the initial response to the incident and can be used for transfer of command.
The Start of Each Planning Cycle
IC/UC Objectives Meeting: The Incident Command/Unified Command establish incident objectives that cover the entire course of
the incident. For complex incidents, it may take more than one operational period to accomplish the incident objectives.
The cyclical planning process is designed to take the overall incident objectives and break them down into tactical assignments for
each operational period. It is important that this initial overall approach to establishing incident objectives establish the course of
the incident, rather than having incident objectives only address a single operational period.
Command and General Staff Meeting: The Incident Command/Unified Command may meet with the Command and General
Staff to gather input or to provide immediate direction that cannot wait until the planning process is completed. This meeting
occurs as needed and should be as brief as possible.
Preparing for and Conducting the Tactics Meeting
The purpose of the Tactics Meeting is to review the tactics developed by the Operations Section Chief. This includes the
following:
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Determine how the selected strategy will be accomplished in order to achieve the incident objectives.
Assign resources to implement the tactics.
Identify methods for monitoring tactics and resources to determine if adjustments are required (e.g., different tactics,
different resources, or new strategy).
The Operations Section Chief, Safety Officer, Logistics Section Chief, and Resources Unit Leader attend the Tactics Meeting.
The Operations Section Chief leads the Tactics Meeting.
The ICS Forms 215, Operational Planning Worksheet, and 215A, Incident Safety Analysis, are used to document the Tactics
Meeting.
Resource assignments will be made for each of the specific work tasks. Resource assignments will consist of the kind, type, and
numbers of resources available and needed to achieve the tactical operations desired for the operational period. If the required
tactical resources will not be available, then an adjustment should be made to the tactical assignments being planned for the
Operational Period. It is very important that tactical resource availability and other needed support be determined prior to spending
a great deal of time working on strategies and tactical operations that realistically cannot be achieved.
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Preparing for the Planning Meeting
Following the Tactics Meeting, preparations are made for the Planning Meeting, to include the following actions coordinated by
the Planning Section:
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Review the ICS Form 215 developed in the Tactics Meeting.
Review the ICS Form 215A, Incident Safety Analysis (prepared by the Safety Officer), based on the information in the
ICS Form 215.
Assess current operations effectiveness and resource efficiency.
Gather information to support incident management decisions.
Planning Meeting
The Planning Meeting provides the opportunity for the Command and General Staff to review and validate the operational plan
as proposed by the Operations Section Chief.
Attendance is required for all Command and General Staff. Additional incident personnel may attend at the request of the
Planning Section Chief or the Incident Commander. The Planning Section Chief conducts the Planning Meeting following a fixed
agenda.
The Operations Section Chief delineates the amount and type of resources he or she will need to accomplish the plan. The
Planning Section’s “Resources Unit” will have to work with the Logistics Section to accommodate.
At the conclusion of the meeting, the Planning Section Staff will indicate when all elements of the plan and support documents
are required to be submitted so the plan can be collated, duplicated, and made ready for the Operational Period Briefing.
IAP Preparation and Approval
The next step in the Incident Action Planning Process is plan preparation and approval. The written plan is comprised of a series of
standard forms and supporting documents that convey the Incident Commander’s intent and the Operations Section direction for the
accomplishment of the plan for that Operational Period.
For simple incidents of short duration, the Incident Action Plan (IAP) will be developed by the Incident Commander and
communicated to subordinates in a verbal briefing. The planning associated with this level of complexity does not demand the
formal planning meeting process as highlighted above.
Certain conditions result in the need for the Incident Commander to engage a more formal process. A written IAP should be
considered whenever:
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Two or more jurisdictions are involved in the response.
The incident continues into the next Operational Period.
A number of ICS organizational elements are activated (typically when General Staff Sections are staffed).
It is required by agency policy.
A Hazmat incident is involved (required).
Operations Period Briefing
The Operations Period Briefing may be referred to as the Operational Briefing or the Shift Briefing. This briefing is conducted at
the beginning of each Operational Period and presents the Incident Action Plan to supervisors of tactical resources.
Following the Operations Period Briefing supervisors will meet with their assigned resources for a detailed briefing on their
respective assignments.
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Execute Plan and Assess Progress
The Operations Section directs the implementation of the plan. The supervisory personnel within the Operations Section are
responsible for implementation of the plan for the specific Operational Period.
The plan is evaluated at various stages in its development and implementation. The Operations Section Chief may make the
appropriate adjustments during the Operational Period to ensure that the objectives are met and effectiveness is assured.
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APPENDICES
APPENDIX A- BUILDING EMERGENCY TEAM
Building Emergency Team (BET)
VCSU has established a Building Emergency Team. The duties of the team mainly involve searching floor areas and monitoring
exits and communicating their observations to Facilities Services and responding emergency personnel. All Facilities Services
employees will respond to any emergency, and report to the location.
The Building Emergency Team will notify the administration of the situation and enact the emergency plans.
Ron Pommerer
Patrick Horner
Jessica Frerich
Power House
3-7700
3-7702
3-7710
3-7708
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APPENDIX B- BOMB THREAT REPORT
Exact time of call:
Date:
Exact words of caller:
Caller ID:
QUESTIONS TO ASK
1. When is bomb going to explode?
2. Where is the bomb?
3. What does it look like?
4. What kind of bomb is it?
5. What will cause it to explode?
6. Did you place the bomb?
7. Why?
8. Where are you calling from?
9. What is your address?
10. What is your name?
CALLER'S VOICE (circle) Male/Female
Adult/Child
Calm
Slow
Stutter
Deep
Giggling
Accent
Stressed
Nasal
Disguised
Sincere
BACKGROUND SOUNDS (circle)
Street Noise
Factory Noises
Motor
Office Machinery
PA System
Music
Dishes
Household
Airplane
Bedlam
Crying
Loud
Angry
Lisp
Squeaky
Slurred
Broken
Rapid
Excited
Normal
Voices
House Noises
Animal Noises
Radio
Trains
No Noise/Clear
Long Distance
Static
Children
Party Atmosphere
If voice is familiar, whom did it sound like?
Were there any background noises?
Remarks:
Person receiving call:
Telephone number call received at:
REPORT CALLS IMMEDIATELY: 9-911
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APPENDIX C- EMERGENCY CALLING TREE
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APPENDIX D- EVACUATION FOR PERSON WITH DIASBILITIES OR IN NEED OF ASSISTANCE
Evacuation for Persons with Disabilities or Those in Need of Assistance
Faculty, staff, and resident assistants are to assist those with disabilities to a safe-area. There are no designated “safe areas” in
each building. The safest place is the behind a fire door or at the “evacuation assembly point” (marked by a sign) at each building
stairwell where there isn’t a ground level exit.
General
This provides a general guideline for emergency evacuation of persons with disabilities from occupied buildings at VCSU.
Disabled faculty, staff, students and visitors must develop their specific facilities evacuation plans and identify their primary and
secondary evacuation routes from each building they use.
Emergency evacuation plans should include:
 Being familiar with evacuation options
 Seeking evacuation assistants who are willing to assist in case of an emergency
 Asking supervisors, instructors, Disabled Student Services, or Facility Services about evacuation plans for buildings.
Most University buildings have accessible exits at the ground level floor which can be used during an emergency. In buildings
like the McFarland Hall, people can move into the unaffected wings of the building rather than exiting. However, in most
buildings people will need to use stairways to reach building exits. Elevators cannot be used because they have been shown to
be unsafe to use in an emergency and in some buildings they are automatically recalled to the ground floor.
Building occupants (students, faculty, staff, etc.) with permanent disabilities need to make their locations known to campus officials.
Students with disabilities should register their room/office numbers and description of disability with the Housing
Director,
Resident Assistant, Director of Student Academic Services, and Vice President of Student Affairs. These persons will keep a record and
make it available only to responding emergency personnel for the purpose of locating persons with disabilities during an emergency.
To ensure the list is up-to-date, the person with the disability will notify appropriate VCSU personnel any time he/she moves to
another permanent location on campus.
Persons with temporary disabilities should also be instructed to register in the same manner as identified above. These persons
should let the appropriate campus personnel know when there is no longer any disability so he/her name can be removed from
the record.
Evacuation Options
Persons without disabilities must evacuate to the nearest exit. Persons with disabilities have four basic evacuation options.
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Horizontal evacuation: using building exits to the outside ground level or going into unaffected wings of multi-building
complexes.
Stairway evacuation: using steps to reach ground level exits from the building.
Stay in Place: unless danger is imminent, remaining in a room with an exterior window, a telephone, and a solid or fire
resistant door. With this approach, the person may keep in contact with emergency services by dialing 9-911 and
reporting his or her location directly. Emergency services will immediately relay this location to on-site emergency
personnel, who will determine the necessity for evacuation. Phone lines are expected to remain in service during most
building emergencies. If the phone lines fail, the individual can signal from the window by waving a cloth or other visible
object.
The Stay in Place approach may be more appropriate for sprinkler protected buildings or buildings
where an "area of refuge" is not nearby or available. It may also be more appropriate for an occupant
who is alone when the alarm sounds. A "solid" or fire resistant door can be identified by a fire label on
the jam and frame. Non-labeled 1 3/4 inch thick solid core wood doors hung on a metal frame also
offer good fire resistance.
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Evacuation Assembly Point (EAP): with an evacuation assistant, going to an area of refuge away from obvious
danger. The evacuation assistant will then go to the building evacuation assembly point and notify the on-site
emergency personnel of the location of the person with a disability. Emergency personnel will determine if further
evacuation is necessary.
Usually, the safest EAPs are pressurized stair enclosures common to high-rise buildings, and open air exit balconies.
Other possible EAPs include: fire rated corridors or vestibules adjacent to exit stairs, and a pressurized elevator
lobbies. Many campus buildings feature fire rated corridor construction that may offer safe refuge. Taking a position in
a rated corridor next to the stair is a good alternative to a small stair landing crowded with the other building occupants
using the stairway. For assistance in identifying an Evacuation Assembly Point (EAP), call Facility Services at 3-7705.
For false or needless alarms or an isolated and contained fire, a person with a disability may not have to evacuate. The decision to
evacuate will be made by the fire department. The fire department will tell the individual their decision or relay the information via
the University BET.
Disability Guidelines
Prior planning and practicing of emergency evacuation routes are important in assuring a safe evacuation.
Mobility Impaired Wheelchair
Persons using wheelchairs should Stay in Place, or move to an area of refuge with their assistant when the alarm sounds. The
evacuation assistant should then proceed to the evacuation assembly point outside the building and tell the fire department, law
enforcement or BET the location of the person with a disability. If the person with a disability is alone, he/she should phone
emergency services at 9-911 with their present location and the EAP they are headed too.
If the stair landing is chosen as the EAP, please note that many campus buildings have relatively small stair landings, and
wheelchair users are advised to wait until the heavy traffic has passed before entering the stairway.
Stairway evacuation of wheelchair users should be conducted by trained professionals. (fire department, law enforcement). Only
in situations of extreme danger should untrained people attempt to evacuate wheelchair users.
Mobility Impaired - Non Wheelchair
Persons with mobility impairments, who are able to walk independently, may be able to negotiate stairs in an emergency with
minor assistance. If danger is imminent the individual should wait until the heavy traffic has cleared before attempting the stairs.
If there is no immediate danger (detectable smoke, fire, or unusual odor), the person with a disability may choose to stay in the
building, using the other options, until the emergency personnel arrive and determine if evacuation is necessary.
Hearing Impaired
Some buildings on campus are equipped with fire alarm strobe lights; however, many are not. Persons with hearing impairments may
not hear audio emergency alarms and will need to be alerted of emergency situations. Emergency instructions can be given by
writing a short explicit note to evacuate.
Reasonable accommodations for persons with hearing impairments may be met by modifying the building fire alarm system,
particularly for occupants who spend most of their day in one location. Persons needing such accommodation should contact
Disability Services office. (See below).
Visually Impaired
Most people with a visual impairment will be familiar with their immediate surroundings and frequently
traveled routes. Since the emergency evacuation route is likely different from the commonly traveled route,
persons who are visually impaired may need assistance in evacuating. The assistant should offer their elbow
to the individual with a visual impairment and guide him or her through the evacuation route. During the
evacuation the assistant should communicate as necessary to assure safe evacuation.
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APPENDIX E- NDSU EMERGENCY POLICIES FOR VCSU EXTENSION CLASSES
NDSU Emergency Policies: VCSU extension classes
The following are NDSU’s Emergency Policies found at: https://www.ndsu.edu/fileadmin/policy/164.pdf.
SECTION 164
EMERGENCY PROCEDURES
SOURCE: NDSU President
The purpose of the following emergency procedures is to provide for an immediate and orderly response to situations so the wellbeing of faculty, staff, students, and visitors will be assured.
1.
EMERGENCY SERVICES
1.1
Ambulances/Fire/Police/Sheriff: 911
When dialing, remain on the line, give location and describe problem.
1.2
Employees should become familiar with evacuation procedures and guidelines in the "Personal
Safety & Security on the NDSU Campus" handbook.
1.3
The Communication Call Center will serve as an Emergency Control Center in the event of campus
emergencies.
2.
SEVERE WEATHER / NATURAL DISASTER
2.1
During periods of severe weather, one of the following three statements will be made through area media
by the University and, when necessary, by department heads: 1) the University will be in full operation, 2)
classes are to be canceled, or 3) the University is closed.
2.1.1
Employees who are unable to report to work when the University remains open during inclement
weather shall notify their supervisor at the beginning of their work day and take annual leave or leave
without pay.
2.1.2
When classes are simply canceled, all personnel will be on regular duty even though classes are not
held.
2.1.3
Only "key employees" may be required to work during the period when the institution is officially
closed. All other employees will be granted leave with pay for hours which they would normally work
during the storm period. "Key employees" shall be designated in writing by each department. During
the emergency the department head may authorize other regular employees to work as "key
employees."
2.2
Upon reopening of the University, regular policies and procedures will be in effect.
3.
TORNADO
3.1
When the threat of a tornado is imminent, the city/campus emergency sirens will be activated.
3.2
Stay calm and seek an area of safety immediately and monitor local weather
announcements if possible.
3.3
If you are outside, seek shelter in a nearby sturdy building if time permits, or lie flat in a ditch or low-lying area.
3.4
If you are inside a building, seek shelter immediately in the lower level or interior hallway or room of the
building, get under something sturdy, stay away from outside windows and walls, and assume a
crouched position with arms over your head.
3.5
If you are in a vehicle in the immediate path of the tornado, get out immediately and seek an area of safety if
time permits, or if unable to leave the vehicle, ensure the lap/shoulder belt is on, and cover your head with
your arms and/or any other protective items available to you such as coats, blankets or cushions.
3.6
Remain in an area of safety until the all clear has been provided by the weather
announcements or other emergency authorities.
4.
CHEMICAL/RADIATION ACCIDENT
4.1
In the event of a serious chemical or radiation spill or accident, call 911, or report the circumstances to
the Safety Office, 231-7759.
4.1.1
Be prepared to give specifics (e.g. chemical/radioactive material, building name, room
number, person[s] injured, etc.)
4.1.2
If necessary, evacuate the building by activating the fire alarm. Refer to building evacuation
instructions posted in the building.
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5. BOMB THREAT
If you need information regarding a bomb threat, please contact the University Police (231-8998).
6.
FIRE REPORTING AND BUILDING EVACUATION PROCEDURES
6.1
Know how to activate the fire alarm system, and sound the nearest alarm in the building.
6.2 Alert the Fire Department at 911 from the nearest telephone from which you can safely call. Provide them with:
1. Your name (calling from NDSU)
2. Location of the fire (building name, room #)
3. Extent of the fire, and
4. If applicable, indicate that someone will be at a specific entrance to the building to give directions.
•
Calmly alert people in the building and evacuate the building by following the EXIT signs. DO
NOT USE THE ELEVATORS. When a fire alarm is activated, ALL PERSONS MUST
EVACUATE THE BUILDING IMMEDIATELY!
•
Once an alarm has been activated and immediate attention has been given by emergency
personnel to the safety of others, and if it is safe to do so, close corridors, windows, doors,
and stairwells to prevent the spread of fire and smoke.
•
Remain outside of the building at a safe distance.
•
Meet police or fire personnel upon their arrival to direct them to the fire.
•
Emergency fire systems, such as fire extinguishers and fire alarms, must be in a state of
readiness at all times. It is a criminal offense to tamper with firefighting equipment or to
sound a false alarm. In instances where the fire alarm is utilized to evacuate buildings as in
the case of a bomb threat, the alarm is to be activated only upon authorization of the main
administrative office in the building.
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APPENDIX F- BUILDING EVACUATION ASSEMBLY POINTS
Building Evacuation Assembly Points
Facilities Services and VCSU BET will coordinate evacuations according to the situation.
Allen Memorial Library
Ceramics Lab
Facilities Shop
Facilities Services Office
Foss Hall
Graichen Gym
Kolstoe Hall
University Housing
McCarthy Hall
McCoy Hall
McFarland Hall (East)
McFarland Hall (West)
Metals Lab
Power House
President’s House Guest Inn
Rhoades Science Center
Robertson Hall
Snoeyenbos Hall
Stadium
Student Center
Vangstad
WE Osmon Field House
Campus Storage Building
Foss Hall
McCarthy Hall
WE Osmon Field House
Power House
Graichen Gym
Foss Hall
Student Center
Student Center
Rhoades Science Center
Student Center
Rhoades Science Center
Graichen Gym
Power House
Facilities Services Office
Student Center
Graichen Gym
Student Center
Student Center
WE Osmon Field House
Graichen Gym
Graichen Gym
Garage or Church
WE Osmon Field House
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APPENDIX H- BUILDING ADDRESSES
Building Addresses
Allen Memorial Library
Ceramics Lab
Facilities Shop
Facilities Services Office
Foss Hall
Graichen Gym
Kolstoe Hall
University Housing
McCarthy Hall
McCoy Hall
McFarland Hall
Metals Lab
Power House
President’s House Guest Inn
Rhoades Science Center
Robertson Hall
Snoeyenbos Hall
Stadium
Student Center
Vangstad
WE Osmon Field House
Campus Storage Building
137 College Street SW
228 6th Street SE
859 8th Avenue SW
603 2nd Avenue SE
200 College Street SW
155 College Street SW
125 Viking Drive
604 Viking Drive
620 2nd Avenue SE
355 Viking Drive
101 College Street SW
203 6th Street SE
548 2nd Avenue SE
159 Viking Drive
140 College Street SE
201 Viking Drive
731 4th Avenue SW
1001 Viking Drive
230 Viking Drive
125 College Street SW
730 8th Avenue SW
989 Viking Drive SW
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APPENDIX I- INCIDENT ACTION PYRAMID
Incident Action Pyramid
Incident
Commander
(President)
Public Information
Officer
(Dir. Comm&Mktg)
Liaison Officer
(Dir. of FS or
Safety Coord.)
Safety Officer
(Safety Coord.)
Operations
Section Chief
(Dir. of FS)
Planning Section
Chief
(Dir. of FS)
Logistics Section
Chief
(Dir. of FS)
Finance / Admin
Section Chief
(VP Business)
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APPENDIX J- EMERGENCY SHUTOFF LOCATIONS
Emergency Shut-offs
FIRE ALARM RESET LOCATIONS
Field House
Foss Hall
Graichen Gym
Kolstoe Hall
Allen Memorial Library
McCarthy/McFarland/Vangstad
McCoy Hall
Robertson/Mythaler
Rhoades Science Center
Snoeyenbos Hall
Student Center
WATER SHUT OFF LOCATIONS
Ceramics Lab
Facilities Services Office
Field House
Foss Hall
Graichen Gym (Sprinkler System)
Graichen Gym
Kolstoe Hall
Allen Memorial Library
McCarthy Hall
McFarland & Vangstad
Mythaler
Power House
Robertson
Rhoades Science Center
Snoeyenbos
Student Center
Student Center
SE corner in Coffee Room (Rm. #199)
Main Mechanical Room (Rm. #199)
West Entrance
RA Station
Fan Room (Basement)
McFarland Basement (closet on center stairwell)
Basement Mechanical Room
Tank Room (Mythaler SW side)
Fan Room (SE Basement)
North End, Laundry Room (South Wall)
West Mechanical Room (East Wall)
Bathroom
Under Stairway (Ron’s Office)
Coffee Room, Classroom Side, Valve by Water Tank
Mechanical Room 1st floor (Rm. #199)
Mechanical Room (West Wall)
South end, Outside side door
Custodial Room, 1st floor
Basement under stairs, North of double doors
Center Mechanical Room (South Wall)
Basement Vangstad, SW Corner
In tunnel, North end of Building
Behind Boiler #3, SE Corner
Mechanical Room by water tank
Basement Mechanical Room (East Wall)
Mechanical Room
Basement south mechanical room (South Wall)
West Mechanical Room (West Wall)
NATURAL GASS SHUT OFF LOCATIONS
Ceramics Lab
Field House
Garage
Power House
Rhoades Science Center
Between Facilities Office & Ceramics (South end)
By boiler room door
NW Outside Corner
By coal bin entrance
SE Corner, outside of Building
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APPENDIX K- CRITICAL ASSETS
Critical Assets
1.
2.
3.
4.
5.
People
Infrastructure (no particular order)
 Power House
 Steam lines & manholes
 Utilities
 Network center
 Phone equipment
 Streets
Vulnerable equipment & research labs
Buildings
Office & classroom equipment
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APPENDIX L- EMERGENCY PROCEDURES: QUICK REFERENCE
VALLEY CITY STATE UNIVERSITY | EMERGENCY MANAGEMENT
EMERGENCY PROCEDURES
Quick Reference
What to Do
Fire Emergency
1. Activate the nearest fire alarm pull station and call
the Valley City Fire Department (911).
2. Notify Facilities Services if there is time
(845-7708).
3. Evacuate the area immediately.
4. When evacuating, do not use elevators.
5. Walk— do not run!
6. Close all doors behind you to help contain the fire.
7. Do not re-enter the area unless you have been
given permission or have received the “all clear”.
Building Evacuation
1.
2.
3.
4.
5.
6.
7.
Remain calm!
Unplug computers or other sensitive equipment.
Check voicemail/email for additional information from
campus administration.
Take personal belongings (keys, wallet/purse,
medications, etc.).
Close all doors behind you.
Go to the building evacuation assembly points.
Assist those with disabilities or special needs.
Medical Emergencies
1.
2.
1. If a serious injury or illness occurs on campus, contact
911.
For minor injury or illness, trained personnel should provide basic first aid care. Contact the VCSU Safety Office
at 701-845-7710.
Power Outage/System Failure
1.
Remain calm and provide assistance to others, if
necessary.
2. Unplug computers or other sensitive equipment.
3. Check voicemail/email for additional information from
campus administration.
Elevator Entrapment:
In the event the elevator stops operating while you are inside.
Do not try to force the doors open or attempt to get out of the
elevator on your own. Use the emergency call button in the
elevator or personal cell phone to report situation. Give the
person the following information:
1.
2.
3.
4.
Name of building
Location within the building of malfunctioning elevator
Where the car is stopped, if known
Whether a medical emergency exists for anyone inside
the elevator
5. Assist other passengers in remaining calm
6. After the incident notify the building manager or facilities
contact
If the elevator restarts before calling for assistance, contact
VCSU Facilities Services 701-845-7708, and report the problem.
Weather Emergencies

VCSU Weather Decision and Notification Procedure:
VCSU will contact news media in the area as soon as
the school closing or delay decision is made. An email
message will then be sent out to students and employees informing them of the delay/closure.

In the event of a Tornado Warning, the city will sound a
siren alerting all residents. If you hear the siren, please
move to the lowest level of the building you are in (each
academic building has a basement- if you are in the
dorms, move to a first floor hallway, away from all doors
and windows). Stay in this area until the "all clear" has
been given by the city or campus officials.

The campus notifications system, NotiFind and the
VCSU email system will be used to notify the campus of
closures and other weather-related emergencies.
Suspicious Person
1.
2.
3.
Do not confront the person.
Do not let anyone into a locked building.
Call 911 to report the person.
Suspicious Object
1.
2.
3.
Call Facilities Services at 701-845-7710.
DO NOT TOUCH THE OBJECT.
Be prepared to evacuate the area.
VALLEY CITY STATE UNIVERSITY | EMERGENCY MANAGEMENT
EMERGENCY PROCEDURES
Quick Reference | Phone Numbers
EMERGENCY:
Non-Emergency:
Power House:
911
701-845-7710
701-845-7708 OR 701-490-1999
Armed Intruder
1.
2.
3.
4.
5.
6.
Call 911.
Alert others nearby, if possible.
Stay away from open areas.
Evacuate the area, if possible.
If you cannot evacuate, lock yourself in a room and turn
off the lights. Do not let anyone in the room unless they
are Police or other Safety Official.
Stay calm and wait for Police or other Safety Official to
give the “all clear”.
Bomb Threats
If you observe a suspicious object or potential bomb on campus, do not touch the object. Clear the area and immediately
call 911 first, then call the Safety Office at 701-845-7710.
For a bomb threat, immediately call 911, then notify the Safety Office at 701-845-7710. Any person receiving a phone call
bomb threat should try to obtain the following information
from the caller:
1. When is the bomb going to go off?
2. Where is the bomb located?
3. What kind of bomb is it?
4. What does the bomb look like?
5. Where did you place the bomb?
DO NOT ACTIVATE THE BUILDING ALARM! Do not touch
suspicious objects, Do not open cabinets, drawers, or closets, Do not turn lights on or office equipment on or off. If
evacuation is required you will be informed of the location
and evacuation information at that time. When law enforcement arrives, follow their instructions exactly. Trained professionals will perform a search and other required actions.
Hazardous Material Emergency
1.
2.
3.
Evacuate the area. Call 911 and the Safety
Office.
Advise others to stay out of the area.
If you are contaminated by the material stay in the vicinity to receive medical care.
Home
Threat of Violence
 Students, employees, and visitors should address
emergencies by calling 911 (9-911), whether they
are on
central campus or on other university property.
For all other non-emergency concerns of violence,
the students, employees, and visitors should notify
the Vice President of Student Affairs at 701-8457201 or 3-7201.
 It is important that the Valley City Police Department is made aware of concerns of violence even if
they occur on property outside of the campus.
The university has adopted procedures for responding to and addressing conduct that violates
this policy and urges all students, employees and
visitors to be alert to the possibility of violence on
campus. As part of the university community, all
students, employees, and visitors are responsible
for reporting violence they experience or witness.
Incident Reporting
Injury or Near Miss
1. Seek medical assistance by individual trained in
first aid, if needed.
2. Call 3-7710 to complete an Initial Incident Report
within 24 hours of the incident.
Vehicle Accident
1. Contact proper authorities (police department).
2. If the incident occurred in a state vehicle, the insurance information is located in the glove compartment.
3. Call 3-7710 to complete an Accident Report within
24 hours of the incident.
4. Contact a towing company, if needed.
APPENDIX M- MEDICAL SUPPLIES LOCATIONS
Medical Supplies Locations
Automated External Defibrillator (AED) Locations:
 W.E. Osmon Field House- East entrance
 W.E. Osmon Field House- Athletic training
 Student Center- Information Desk
 Graichen Gym- Lower Level hallway
 McFarland/Vangstad- 2nd floor by west end elevator
 McFarland/McCarthy- 2nd floor east entrance (breezeway)
 Rhoades Science Center- Main entrance
First Aid Kit Locations:
 McFarland 125- BIT Department
 McFarland 145- FMC (Faculty Materials Center)
 McFarland 215- Business Office
 McFarland 315- CASS Department
 McFarland 326- SEGS Department
 McCarthy 160- Lab
 McCarthy 151- Lab
 McCarthy 156- Technology Education Office
 McCarthy 355- Art Department
 Rhoades 117- Technology Services/Help Desk
 Rhoades 207- Science Department
 Rhoades 333/335- Chemistry Labs
 Power House- Main Office
 Facilities Services- Main Office
 Foss 113- Music Department
 Field House 102- Athletic Department
 Library- Front Desk
 Student Center- Information Desk
 Student Center- Pool Office
 Campus Shop- Shop Area & Carpenter Shop
First aid kits include bandages (assorted sizes and shapes), antibiotic ointment, sanitizing wipes, gauze, gauze pads, tweezers,
scissors, medical tape, eye rinse, CPR breathing barrier, and protective gloves.
First Aid Kits and AEDs are inspected on an annual basis.
If you need a kit refill before the annual inspection, please contact the Campus Safety Office.
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APPENDIX N- CITY OF VALLEY CITY: EMERGENCY TELEPHONE NUMBERS
City of Valley City Emergency Telephone Numbers
Fire Chief/ Flood Coordinator
Chief Gary Retterath
Office: 701-845-3351
Cell: 701-840-0890
City Administrator
David Shelkoph
Office:
701-845-1700 x12
Police Chief
Chief Fred Thompson
Barnes County Sheriff
Sheriff Randy McClaflin
Public Works
Jeff Differding
Office:
701-845-3110
Office:
701-845-8530
Service Center: 701-845-0380
Cell: 701-840-1516
Kadrmas, Lee & Jackson
Baldhill Dam
Rich Scheuneman
Barnes County Highway
Kerry Johnson
Barnes County Emergency Manager
Kim Franklin
ND Department of Transportation
John Thompson
Senior Center
Office: 701-845-4980
Office:
701-845-2970
Office
701-845-8508
Office:
701-845-8510
Office:
701-845-8800
Office: 701-845-4300
American Red Cross (National)
American Red Cross (Regional)
American Red Cross (Local)(Barb Henke)
Office: 1-800-252-6746
Office: 701-364-1800
Cell: 701-840-8000
Salvation Army (Jamestown)
701-252-0290
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APPENDIX O- VCSU EMERGENCY TELEPHONE NUMBERS
VCSU Emergency Telephone Numbers
Emergency Response Team
Dahlberg, Margaret
Frerich, Jessica
Horner, Patrick
Mason, Tisa
Pommerer, Ron
Smithhisler, Pete
Vanney, Greg
Wintch, Wesley
Cell: 701-840-1206
Home: 701-845-8939
Work: 701-845-7200
Cell: 701-845-7821
Work: 701-845-7710
Cell: 701-490-0405
Work: 701-845-7702
Cell: 701-840-4275
Home: 701-890-7331
Work: 701-845-7100
Cell: 701-490-0463
Work: 701-845-7700
Cell: 317-442-4750
Work: 701-845-7300
Cell: 563-418-3498
Work: 701-845-7227
Cell: 435-554-1867
Work: 701-845-7234
Additional Resources
Charnetzki, Fred
Denholm, Jack
Egeberg, Pat
Klingenberg, Erin
Power House
Stricklin, Kari
Tykwinski, Joe
Cell: 701-840-3856
Work: 701-845-7708
Cell: 515-689-9980
Work: 701-845-7160
Cell: 701-840-1969
Work: 701-845-7212
Cell: 701-840-2263
Work: 701-845-7424
Office: 701-845-7708
Cell: 701-490-1999
Cell: 701-840-1327
Home: 701-845-1637
Work: 701-845-7120
Cell: 701-490-1648
Work: 701-845-7330
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VCSU CAMPUS FACILITIES
P
Accessible Entrance
Parking
Main
Campus
4th Street SW
(Locations)
P
P
P
15
2nd Avenue SW
Foss Hall
Metals Lab
Ceramics Studio
Facilities
Services
AREA
FIRE
HYDRANT LOCATIONS
Rhoades Science Center
Power House
McCarthy Hall
Area Fire Hydrants
McFarland Hall
Carpenter Shop
Kolstoe Residence Hall
President’s House Guest Inn
Vangstad Auditorium
Allen Memorial Library
Graichen Gym
Memorial Student Center
Robertson Residence Hall
Mythaler Residence Hall
McCoy Residence Hall
Snoeyenbos Residence Hall
University Housing Apartments
Campus Garage
Osmon Fieldhouse
University Storage
4th Avenue SW
1
2
3
4 PAPPENDIX
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
P
Fire Hydrant
P
P
17
1
18
23
P
20
P
22
19
P
Shelly Ellig Field
at Lokken Stadium
21
Main St
Athletic
Complex
City Park
8th Ave SW
4th St SW
VCSU
Main Campus
Medicine
Wheel Park
Softball Complex
Athletic
Complex
4th Ave SW
to I-94
exit 292
Created for Valley City State University by mapformation LLC. Last updated 11-22-2013.
Exit 292
To Campus
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APPENDIX Q- ICS/NIMS FORMS & USES
ICS/NIMS Forms & Uses
The ICS uses a series of standard forms and supporting documents that convey directions for the
accomplishment of the objectives and distributing information. Listed below are the standard ICS form titles
and descriptions of each form:
Standard Form Title
Incident Action Plan
Cover Page ICS 200
Incident Briefing
ICS 201
Incident Objectives
ICS 202
Organization
Assignment List
ICS 203
Field Assignment
ICS 204
Incident
Communications Plan
ICS 205
Medical Plan
ICS 206
Incident Status
Summary
ICS 209
Check-In/Out List
ICS 211
General Message
ICS 213
Unit Log
ICS 214
Description
Indicates the incident name, plan operational period, date prepared, approvals,
and attachments (resources, organization, Communications Plan, Medical
Plan, and other appropriate information).
Provides the Incident Command/Unified Command and General Staffs with
basic information regarding the incident situation and the resources allocated
to the incident. This form also serves as a permanent record of the initial
response to the incident.
Describes the basic strategy and objectives for use during each operational
period.
Provides information on the response organization and personnel staffing.
Used to inform personnel of assignments. After Incident Command/Unified
Command approve the objectives, staff members receive the assignment
information contained in this form.
Provides, in one location, information on the assignments for all
communications equipment for each operational period. The plan is a
summary of information. Information from the Incident Communications Plan
on frequency assignments can be placed on the appropriate Assignment form
(ICS Form 204).
Provides information on incident medical aid stations, transportation services,
hospitals, and medical emergency procedures.
Summarizes incident information for staff members and external parties, and
provides information to the Public Information Officer for preparation of media
releases.
Used to check in personnel and equipment arriving at or departing from the
incident. Check-in/out consists of reporting specific information that is
recorded on the form.
Used by:
 Incident dispatchers to record incoming messages that cannot be orally
transmitted to the intended recipients.
 EOC and other incident personnel to transmit messages via radio or
telephone to the addressee.
 Incident personnel to send any message or notification that requires hardcopy delivery to other incident personnel.
Provides a record of unit activities. Unit Logs can provide a basic reference
from which to extract information for inclusion in any after-action report.
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Operational Planning
Worksheet
ICS 215
Incident Action Plan
Safety Analysis
ICS 215A
Air Operations
Summary
ICS 220
General Plan
ICS 226
Documents decisions made concerning resource needs for the next
operational period. The Planning Section uses this Worksheet to complete
Assignment Lists, and the Logistics Section uses it for ordering resources for
the incident. This form may be used as a source document for updating
resource information on other ICS forms such as the ICS 209.
Communicates to the Operations and Planning Section Chiefs safety and
health issues identified by the Safety Officer.
Provides information on air operations including the number, type, location,
and specific assignments of helicopters and fixed-wing aircraft.
Addresses long-term objectives approved by Incident Command/ Unified
Command. These objectives are often expressed as milestones (i.e.,
timeframes for the completion of all and/or portions of incident response
operations). A General Plan should identify the major tasks to be carried out
through to the end of emergency response operations, the duration of the
tasks, and the major equipment and personnel resources needed to
accomplish the tasks within the specified duration.
Forms are available in the Safety Office.
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APPENDIX R- ICS/NIMS INFORMATION
ICS / NIMS Information
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APPENDIX S- VUNERABLE BUILDING ELEVATIONS
Vulnerable Building Elevations
LD Rhoades Science Center – East entrance............................ 21.87’
LD Rhoades Science Center – North entrance .......................... 21.86’
Power House – East entrance ................................................... 24.31’
Power House – North entrance .................................................. 23.83’
Power House – SE corner.......................................................... 25.34’
Power House – West entrance .................................................. 23.33’
Vangstad – Top steps (sidewalk) to lower level ......................... 18.24’
Vangstad reading is about equal to Library, Graichen, Student Center (East door), and Foss Entrances.
Levee surrounding the main campus is at 20.5’, and the walking bridge is at 18’.
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APPENDIX T- CAMPUS EVACUATION MAP
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