SAVANNAH STATE
UNIVERSITY
EMERGENCY ACTION
AND
DISASTER MANAGEMENT PLAN
First Approved ~ July 1, 2009
Updated ~ May 2011
Cheryl Dozier, D.S.W.
Interim President
TABLE OF CONTENTS
LETTER OF APPROVAL
1.0 PURPOSE AND SCOPE................................................................................................. 1
2.0 SITUATION AND ASSUMPTIONS ................................................................................. 1
2.1 SSU Administration and Organizational Structure................................................... 2
2.2 Identified Hazards................................................................................................... 3
2.3 Planning Assumptions ............................................................................................ 3
3.0 CONCEPT OF OPERATIONS ........................................................................................ 4
3.1 Incident Notification ................................................................................................ 4
3.2 Direction and Control/Incident Management ........................................................... 5
3.3 Campus Closure ..................................................................................................... 5
3.4 SSU Command Center ........................................................................................... 5
3.5 Recall ..................................................................................................................... 5
4.0 RESPONSIBILITIES ....................................................................................................... 6
4.1 Transportation and Evacuation ............................................................................... 6
4.2 Communications and Warning ................................................................................ 6
4.3 Maintenance and Damage Assessment.................................................................. 6
4.4 Firefighting, Hazardous Material Response and Search and Rescue ..................... 7
4.5 Command Center and Emergency Coordination..................................................... 7
4.6 Mass Care, Housing and Human Services ............................................................. 7
4.7 Resource Management and Procurement .............................................................. 7
4.8 Health and Medical Services .................................................................................. 8
4.9 Utilities .................................................................................................................... 8
4.10 Public Safety and Security ...................................................................................... 8
4.11 Continuity of Operations and Recovery .................................................................. 8
4.12 Public Information and External Affairs ................................................................... 9
5.0. ADMINISTRATION, FINANCE AND LOGISTICS ........................................................... 9
5.1 Records Management ............................................................................................ 9
5.2 Services and Support ............................................................................................. 9
5.3 Resource Management .......................................................................................... 9
5.4 Memoranda of Understanding .............................................................................. 10
5.5 Vendor Agreements .............................................................................................. 10
5.6 Resource Procurement and Staff Augmentation ................................................... 10
6.0 PLAN MAINTENANCE ................................................................................................. 10
6.1 Plan Review and Update ...................................................................................... 10
6.2 Training and Exercise ........................................................................................... 10
7.0 AUTHORITIES AND REFERENCES ............................................................................ 11
8.0 GLOSSARY OF TERMS ............................................................................................... 11
9.0 FUNCTIONAL ANNEXES ............................................................................................. 16
A. Transportation and Evacuation ................................................................................ 17
B. Communications and Warning ................................................................................. 20
C. Maintenance and Damage Assessment .................................................................. 23
D. Firefighting, Hazardous Material Response and Search and Rescue ...................... 25
E. Command Center and Emergency Coordination ..................................................... 27
F. Mass Care, Housing and Human Services .............................................................. 30
G. Resource Management and Procurement ............................................................... 32
H. Health and Medical Services ................................................................................... 34
I. Utilities..................................................................................................................... 36
J. Public Safety and Security ....................................................................................... 38
K. Continuity of Operations and Recovery ................................................................... 41
L. Public Information and External Affairs .................................................................... 43
TABLE OF CONTENTS (continued)
10.0 HAZARD-SPECIFIC APPENDICES ............................................................................. 47
Active Shooter Protocol ................................................................................................. 48
Pandemic Influenza and Biological Emergency ............................................................. 52
Bomb Threat Protocol ................................................................................................... 58
Fire Safety ..................................................................................................................... 63
Hazardous Materials ..................................................................................................... 66
Hurricane/Tropical Storm .............................................................................................. 68
Suspicious Package Protocol ........................................................................................ 76
Tornado/High Wind ....................................................................................................... 79
11.0 ROSTER AND CONTACT LISTS ................................................................................. 83
11.1 Agency Contacts .................................................................................................. 84
11.2 Emergency Planning Taskforce Members ............................................................ 87
11.3 Building Coordinators ........................................................................................... 89
11.4 DPS Recall Roster / Org Chart ............................................................................. 91
12.0 ATTACHMENTS ........................................................................................................... 93
A. Student Affairs ......................................................................................................... 94
B. Memoranda of Understanding ............................................................................... 100
C. Evacuation Routes ................................................................................................ 111
D. National Threat Advisory System........................................................................... 114
E. Facility Disaster Restoration and Recovery Services
Pre-Qualified Vendor Listing .................................................................................. 116
F. Record of changes ................................................................................................ 118
SAVANNAH STATE UNIVERSITY
EMERGENCY ACTION AND DISASTER MANAGEMENT PLAN
1.0
PURPOSE AND SCOPE
The Savannah State University Emergency Action and Disaster Management Plan (EADMP) establishes
university processes, policies, and procedures to provide efficient utilization of all resources on the
Savannah State University campus, minimize the loss of life and/or injury, and protect and conserve
resources and facilities of Savannah State University in large-scale emergencies and disasters.
The EADMP provides a framework for the delivery and coordination of preparedness, response,
recovery, and mitigation assistance to employees and individuals impacted by an emergency/disaster
situation affecting SSU and to return SSU to normal conditions as soon as possible. This plan was
developed collaboratively by stakeholders across the university with key roles during emergencies or
disasters and applies to all departments and personnel of the university. While there are specific
responsibilities and authorities outlined in the EOP, all SSU personnel must understand the guidelines
contained in this plan and contribute to its implementation and execution. This plan will be most effective
if its principles are widely known, periodically exercised, and continually improved.
For the purpose of this plan, “emergency” shall be defined as a sudden, generally unexpected
occurrence or set of circumstances demanding immediate action or actions based on a contingency plan.
Although all emergencies are not the same, it is important to have procedures in place that will address
concerns and allow for a safe and smooth transition following the emergency. “Disaster” is a condition
that results in a significant and long-term disruption of capabilities to carry out the academic mission of
Savannah State University.
The SSU EADMP addresses multiple incidents that could impact the campus including but not limited to
those noted in section 2.2 below. Certain hazards may require evacuation ranging from the evacuation
of a single building to the total evacuation of the entire campus to protect the safety and welfare of
students, staff and faculty. The plan identifies and assigns responsibilities in the areas of
mitigation/prevention of hazards, preparedness, response and recovery. Because of the need to engage
in activities in each of these aspects of dealing with emergencies/disasters, this plan is considered
always relevant and in effect.
2.0
SITUATION AND ASSUMPTIONS
The SSU campus is located in Chatham County, Georgia, within the political jurisdictions of both the City
of Savannah (Placentia Canal west) and the Town of Thunderbolt (from the canal east). Because of its
size and limited resources, the SSU campus will rely on local public sector response capabilities,
including Savannah, Chatham County, and Thunderbolt, for key functions in an emergency or disaster,
including supplemental law enforcement, fire and rescue, emergency medical, and hazardous materials
response. This EADMP incorporates the capabilities of local response organizations in
acknowledgement of these dependencies.
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Savannah State University Emergency Action and Disaster Management Plan
2.1
SSU ADMINISTRATION AND ORGANIZATIONAL STRUCTURE
The university administration is led by the president in collaboration with a cabinet that includes vice
presidents for academic affairs, business and financial affairs, student affairs, and university
advancement; directors of institutional research and planning, human resources, Title III, and internal
audit; chief information officer; and legal counsel.
The president has established an Emergency Planning Task Force (EPTF) that is responsible for
ongoing maintenance of the EADMP and expeditious and efficient use of campus resources in the event
of a significant emergency. On a day-to-day basis, the vice president for business and financial affairs
oversees the activities of the EPTF. The EPTF also functions as the campus Homeland Security
Committee.
Members of the task force are:
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President’s Cabinet
o President
o Vice President for Business and Financial Affairs
o Vice President for Academic Affairs
o Vice President for Student Affairs
o Vice President for University Advancement
o Director of Human Resources
o Director of Institutional Research and Planning
o University Counsel
o Chief Information Officer
Dean of the College of Business Administration
Dean of the College of Sciences and Technology
Dean of the College of Liberal Arts & Social Sciences
Chief of Police
Director of Marketing and Communications
Director of Physical Plant
Program Coordinator, Homeland Security & Emergency Management
Director of Auxiliary Services
Director of Housing, Residential Services and Programs
Director of Student Development
Director of Parking and Transportation
Director, WHCJ Campus Radio Station
Special Assistant to the Vice President for Student Affairs
Project Coordinator
Safety and Quality Control Manager
The taskforce may be expanded to include the following or others as needed:
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Agency Purchasing Officer
Assistant Vice President of Academic Affairs
Assistant Director of Physical Plant
Director of Food Services
Comptroller
Coordinator of Disability Services
Building Coordinators
SSU EADMP MAY 2011
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Savannah State University Emergency Action and Disaster Management Plan
2.2
IDENTIFIED HAZARDS
SSU has identified the following hazards that have potential for significant impact on the SSU campus
and its students, staff, faculty and infrastructure:
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2.3
Biological emergency/pandemic
Fire
Flood
Hazardous material release
Hurricane/tropical storm
Power or cyber outage (extended)
Shooting/hostage incident
Suspicious package/bomb threat
Tornado/high wind
PLANNING ASSUMPTIONS
The following assumptions are made for purposes of planning for an emergency or disaster impacting
SSU:
•
•
•
•
•
•
•
Incidents are typically managed at the lowest possible organizational and jurisdictional
level.
The combined expertise and capabilities of all SSU units are required to prevent, prepare
for, respond to, and recover from emergencies.
Management and employees will assume their responsibilities when the response
components of EADMP are implemented;
If properly coordinated and implemented, the plan will reduce or prevent emergency
related losses;
Local, state and federal resources are available to augment SSU resources in situations
beyond the capabilities of campus resources;
Failure to effectively respond to an incident may lead to cascading effects that place
personnel and property in peril;
A significant emergency or disaster will require SSU, in conjunction with supporting
organizations, to coordinate operations and/or resources, and may:
• Occur at any time with little or no warning in the context of a general or specific threat
or hazard;
• Require significant information-sharing across multiple units, departments and sectors;
• Involve single or multiple locations/buildings;
• Have significant local impact and/or require significant information sharing, resource
coordination, and/or assistance;
• Involve multiple, highly varied hazards or threats;
• Result in numerous casualties; fatalities; displaced residential students; property loss;
disruption of operations and normal life support systems, essential public services,
and basic infrastructure; and significant damage to the environment;
• Impact campus educational infrastructure;
• Overwhelm capabilities of local responders and governments and private-sector
infrastructure owners and operators;
• Attract a sizeable influx of independent, spontaneous volunteers and supplies;
• Require short-notice asset coordination and response timelines;
• Require prolonged, sustained incident management operations and support activities.
SSU EADMP MAY 2011
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Savannah State University Emergency Action and Disaster Management Plan
Priorities for incident management are to:
•
•
•
•
•
•
3.0
Save lives and protect the health and safety of students, employees, public, responders,
and recovery workers;
Ensure security of SSU facilities;
Protect and restore critical infrastructure and key resources;
Conduct law enforcement investigations to resolve the incident, apprehend the
perpetrators, and collect and preserve evidence for prosecution and/or attribution;
Protect property and mitigate the damage and impact to individuals, campus facilities,
adjacent communities, and the environment; and
Facilitate recovery of SSU facilities and resumption of normal operations as quickly as
possible following an incident.
CONCEPT OF OPERATIONS
The EPTF and the chief of police will monitor potential hazards and risks on an ongoing basis, in
members’ respective areas of responsibility, and the EPTF will convene as needed to address actual or
impending emergencies. See University System of Georgia (USG) Board of Regents (BOR) Threat Level
Advisory activities, Attachment D. The president of the university is responsible for assuring that an
adequate disaster planning preparedness and management program is maintained. The authority and
responsibility for administration of the plan is delegated to the vice president for business and financial
affairs who is responsible for plan execution. The university president or his designee will contact the
University System of Georgia chancellor’s office once the decision has been made to activate the
Emergency Action and Disaster Management Plan. The president will be in communication with the
chancellor during plan activation and again once the decision has been made to deactivate.
In the event of the need for a campus evacuation, the president or his/her designee, in consultation with
the chief of police and/or the EPTF, will issue the evacuation order and establish the time and nature of
the evacuation. See Annex A, Transportation and Evacuation and Appendix A, Hurricane, for more
information on evacuation procedures.
3.1
INCIDENT NOTIFICATION
Whenever an incident or potential incident is discovered by a member of the campus community, it
should be reported to the Savannah State University Department of Public Safety (SSU DPS). Public
safety personnel will notify the chief of police. The chief of police or his/her designee will notify the vice
president for business and financial affairs and/or the president of the reported or impending incident.
The vice president for business and financial affairs or his/her designee is responsible for notification of
members of the EPTF and initiation of campus notification procedures, in coordination with the Director
of Marketing and Communications. (See Annex L)
SSU EADMP MAY 2011
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Savannah State University Emergency Action and Disaster Management Plan
3.2
DIRECTION AND CONTROL/INCIDENT MANAGEMENT
SSU uses the Incident Command System (ICS) as defined by the National Incident Management System
(NIMS) to provide a common framework of terminology, organizational flexibility and scalability,
accountability, resource management, unified command and incident action planning across SSU, local,
University System of Georgia, state, and non-governmental organizations. Aligning with ICS principles,
the SSU Command Center provides coordination of activities with incident command on-scene during
response and into short-term recovery. On-scene incident command will be led by an incident
commander based on the type of incident, managing individuals or groups addressing logistics,
operations, planning, and finance/administration.
3.3
CAMPUS CLOSURE
The decision to close the university shall originate from the president or his/her designee and is defined
as the suspension of classes and all other activities with the exception of essential services. The
president or his/her designee shall advise the cabinet and direct the director of marketing and
communications to inform media outlets. The decision will be conveyed internally by SSU
Alert/ConnectEd, all-users email, building coordinators and residential directors, and by the vice
presidents to their respective jurisdictions. Building coordinators will be responsible for notifying staff in
their areas.
Should campus-wide evacuation be needed based on the hazard, the task force has identified two sites
as shelters and alternate command centers. These shelters provide a reasonable distance for safety
from the threat of a coastal storm, which is considered the most likely scenario requiring campus
evacuation. SSU has established an agreement with Fort Valley State University as a primary relocation
site. A secondary location is available through an arrangement with Georgia College and State
University. Students will be encouraged to evacuate to appropriate locations inland using personal
transportation, if available. For students without transportation, buses and/or vans will provide
transportation to the relocation sites at Fort Valley, GA, and/or to Georgia College State University, in
Milledgeville, GA. See Annex A, Transportation and Evacuation for details.
3.4
SSU COMMAND CENTER
The second floor conference room, Hill Hall will serve as the primary emergency operations/command
center. Rooms 113, 114, and 117 in the Social Sciences Building will serve as the alternate command
center, if needed, based on the incident. Other locations may be designated by the President based on
the incident. Members of the EPTF will report to the SSU Command Center, as designated, upon
notification of an incident. If a location is not specified, EPTF will report to the primary command center in
the second floor conference room, Hill Hall.
3.5
RECALL
In the event of an emergency or disaster (such as hurricane, flood, tornado), essential personnel are
subject to duty activation/recall. Upon notification and/or activation, personnel are required to report to
their work station to determine the severity of the disaster, current conditions, status of their
responsibilities, and await further instructions. In preparation for assuming their responsibilities, all
personnel should have a pre-arranged evacuation plan in place for their families prior to recall. Failure to
report as designated or when recalled, based on this plan and department procedures, is a basis for
termination.
SSU EADMP MAY 2011
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Savannah State University Emergency Action and Disaster Management Plan
4.0
RESPONSIBILITIES
Activities that may need to be carried out in an incident, emergency or disaster are described below with
departments/organizations with responsibilities in each area noted. Details for each functional area and
for unit responsibility assignments are provided in functional annexes for each area. Lead and support
units and organizations (internal and external) are responsible for development and implementation of
specific components of the plan as contained in the functional annexes, hazard-specific appendices, and
attachments. Any or all of the functional areas may be activated as determined by the needs of the
incident. All response activities/functions, including but not limited to those set out in the following
functional areas, are coordinated through the SSU Command Center.
4.1
TRANSPORTATION AND EVACUATION
Develop and maintain an evacuation plan/program and capabilities to conduct timely evacuation of SSU
facilities and/or the SSU campus, including transportation considerations, in coordination with local
authorities, in advance of impact or during an emergency incident. (See Annex A)
Lead departments:
Support departments:
4.2
Residential Services and Programs
Auxiliary Services
Business and Financial Affairs
General Counsel
Physical Plant
SSU DPS
Purchasing
Student Affairs
Student Development
Chatham Area Transit
Chatham Emergency Management Agency
COMMUNICATIONS AND WARNING
Ensure the provision of communications support to departmental response efforts during an emergency
incident. The Communications and Warning Annex provides guidance for the development and operation
of a viable alert, warning, and communications program prior to and during an emergency affecting SSU to
facilitate completion of required emergency actions. (See Annex B)
Lead department:
Support departments:
4.3
Computer Services
University Communications
Business and Financial Affairs
Physical Plant
SSU DPS
WHCJ Radio
MAINTENANCE AND DAMAGE ASSESSMENT
Provide access to, and control of, SSU facilities and infrastructure and provide capabilities for expedited
assessment of infrastructure, structural and other damage in an incident. (See Annex C)
Lead department:
Support departments:
SSU EADMP MAY 2011
Physical Plant
Computer Services
Business and Financial Affairs
SSU DPS
Residential Services
Risk Management
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Savannah State University Emergency Action and Disaster Management Plan
4.4
FIREFIGHTING, HAZARDOUS MATERIAL RESPONSE AND SEARCH AND RESCUE
Provide for and coordinate local resources for emergency detection and suppression of fire, hazardous
material response, and search and rescue capabilities to protect lives and property in an emergency
incident. (See Annex D)
Lead liaison:
Support departments:
4.5
SSU DPS
Savannah Fire Department
Thunderbolt Fire Department
Southside Fire Department
Physical Plant
Risk Management
Chatham Emergency Management Agency
COMMAND CENTER AND EMERGENCY COORDINATION
Provide a functional emergency operations/command center during an incident affecting SSU to facilitate
completion of required emergency actions. Provide coordination point for incident management, resource
management/logistics, and SSU decision-making during an incident. (See Annex E)
Lead department:
Support departments:
4.6
Business and Financial Affairs
SSU DPS
Computer Services
Physical Plant
Purchasing
MASS CARE, HOUSING AND HUMAN SERVICES
Provide for emergency shelter, food and water for affected students, faculty and/or staff, in response to
emergency needs. (See Annex F)
Lead department:
Support departments:
4.7
Student Affairs
Residential Services
Auxiliary Services
Student Affairs
Student Development
Purchasing
RESOURCE MANAGEMENT AND PROCUREMENT
Support and manage system(s) to receive, prioritize, procure, provide, track, and account for resource
support and logistics before, during, and/or after an emergency incident. (See Annex G)
Lead department:
Support departments:
SSU EADMP MAY 2011
Business and Financial Affairs
Physical Plant
Purchasing
Risk Management
Comptroller’s Office
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Savannah State University Emergency Action and Disaster Management Plan
4.8
HEALTH AND MEDICAL SERVICES
Provide for and/or coordinate emergency medical care and assistance, including emergency medical and
mental health needs, in an incident. (See Annex H)
Lead department:
Support departments:
4.9
Health Services
Student Development
SSU DPS
Purchasing
Local EMS providers
Local healthcare facilities
Chatham County Public Health Department
UTILITIES
Provide for continuity and/or restoration of critical utility services to SSU infrastructure and facilities. (See
Annex I)
Lead department:
Support departments:
4.10
Physical Plant
Computer Services
Business and Financial Affairs
AT&T
Comcast
Georgia Power
Atlanta Gas
City of Savannah Water and Sewer
PUBLIC SAFETY AND SECURITY
Provide immediate law enforcement response and coordinate external public safety and security
capabilities and resources for prevention and response to an emergency incident. (See Annex J)
Lead department:
Support departments:
4.11
SSU DPS
Savannah-Chatham Metro Police Department
Thunderbolt Police Department
CONTINUITY OF OPERATIONS AND RECOVERY
Provide for identification and continuation or expedited restoration of critical response and business
operations during an emergency incident. (See Annex K)
Lead department:
Support departments:
SSU EADMP MAY 2011
President
Academic Affairs
Computer Services
Business and Financial Affairs
Student Affairs
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Savannah State University Emergency Action and Disaster Management Plan
4.12
PUBLIC INFORMATION AND EXTERNAL AFFAIRS
Ensure sufficient SSU and supporting assets are deployed to provide accurate, coordinated, and timely
emergency information to affected audiences, including students, staff, faculty, government officials,
media, and private sector. (See Annex L)
Lead department:
Support departments:
5.0
University Advancement
WHCJ Radio
Computer Services
Local government public information officers
SSU DPS
ADMINISTRATION, FINANCE & LOGISTICS
During normal operations, including preparedness and mitigation activities, administration and logistics
functions will operate in accordance with standard university practices. Administration and logistics activities
during response to and recovery from an emergency incident will follow the practices outlined below,
supplemented by details and procedures in attached annexes and appendices.
5.1
RECORDS MANAGEMENT
Accurate records of university actions taken in an emergency incident are essential for documenting
allowable expenses for reimbursement through federal assistance programs, designing future
improvements, training personnel, and response to possible litigation. Each department/office will keep
accurate detailed records of actions taken during an emergency and will provide reports of these actions to
the vice president for business and financial affairs as soon as possible following an incident. Processing
and payment will be coordinated through Business and Financial Affairs as part of the Logistics Section. The
SSU DPS initiates and maintains a significant events log for an incident.
Response and recovery activities and expenditures will be recorded and maintained in accordance with
FEMA 322, Public Assistance Guide, June 2007, and FEMA 323, Public Assistant Applicant’s Handbook,
September 1999, Appendix D, Applicant Recordkeeping Forms and Instructions.
5.2
SERVICES AND SUPPORT
Each department/office will coordinate, allocate, and manage resources required to support their
activities. Departments designated as lead and support agencies in this plan will furnish resources as
required for responsibilities assigned. Supplies and equipment will be provided from current university
supplies, from mutual aid support from local jurisdictions, from commercial sources, and donations. In
cases where required resources cannot be obtained through SSU and the USG sources and other
organizations identified in this plan, requests will be forwarded to the SSU Command Center and
coordinated through the Logistics Section for acquisition and deployment (see Annex M, Resource
Management). The management of resources (financial record keeping, reporting, and tracking) will be
coordinated by each unit with reports to the Logistics Section in the SSU Command Center.
5.3
RESOURCE MANAGEMENT
Working through the Logistics Section, the vice president for business and financial affairs or his/her
designee plans, coordinates and manages resource support in response to and recovery from an
emergency incident, working with the SSU Command Center and local officials to support resource
requests. The Logistics Section will track resources deployed during an incident and maintain records of
resource and personnel deployment, reassignment, and deactivation.
SSU EADMP MAY 2011
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Savannah State University Emergency Action and Disaster Management Plan
5.4
MEMORANDA OF UNDERSTANDING
Memoranda of understanding (MOUs) response support exist between the SSU and the following
organizations:
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Fort Valley State University
Georgia College State University
Atlanta Metropolitan College
5.5
VENDOR AGREEMENTS
Standing contracts and agreements with vendors of resources and services that may be needed in an
emergency, including food services, are maintained by the Purchasing Department. Existing vendor
agreements include:
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Thompson Hospitality
Sodexo
5.6
RESOURCE PROCUREMENT AND STAFF AUGMENTATION
Resource procurement will be made in accordance with current laws and regulations that include
emergency procedures under SSU and USG policies. For an emergency incident, purchasing requests
will be made by the SSU Command Center through the Purchasing Office.
During an emergency incident, personnel deployments and assignments will be made by the SSU
Command Center to support incident action plans and assignments within the incident command system.
Requests for personnel from external jurisdictions not assigned responsibilities or designed as mutual aid
resources in this plan will be made by the chief of police or the vice president for business and financial
affairs or his/her designee.
Following an incident, the EPTF will convene for the purpose of determining the extent of damages,
recovery activities, relocation needs, and public information needs that are immediately required. To the
extent that hazardous materials or chemicals are involved, SSU DPS will notify the university safety and
quality control manager who will comply with Board of Regents and university policy regarding cleanup.
6.0
PLAN MAINTENANCE
6.1
PLAN REVIEW
On behalf of the President and Vice President for Business and Financial Affairs, the EPTF will conduct a
review of the Emergency Action and Disaster Management Plan (EADMP) at least annually and shall be
responsible for maintaining a current plan, including contact information.
6.2
TRAINING AND EXERCISE
Savannah State University will conduct periodic testing of simulated emergency incidences by December
1 of each year. Local response support and mutual aid/assistance agreements will be included in these
simulations. Beginning in 2009, testing will include drills as well as an iterative exercise process from
orientation/seminar, to tabletop exercise, to a functional exercise. Upon completion of each exercise or
simulated emergency incident, an evaluation will be conducted and an after-action report generated,
including documentation of lessons learned and assignment of responsibilities for improvement. The
plan will be updated, if necessary, to reflect the results of the evaluation.
SSU EADMP MAY 2011
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Savannah State University Emergency Action and Disaster Management Plan
7.0
AUTHORITIES AND REFERENCES
Authorities:
Chatham County Code, Chapter 4, Section III
OCGA § 36-69-1, et seq.
References:
Chatham County Emergency Operations Plan, 2006
Georgia Emergency Operations Plan, January 2008
National Incident Management System (NIMS)
National Response Framework, 2008
National Threat Advisory System (NATS), 2011
8.0
GLOSSARY OF TERMS
Campus Closure. Measure order in which all classes are suspended; most campus academic,
administrative, and support operations are closed. Minimal utilities will be supplied to buildings. Routine
housekeeping and maintenance activities will cease until such a time when the reopening of campus
buildings has been announced. Buildings will be secured in a way to prevent reentry by all but approved
essential employees. SSU DPS, safety and facilities staff and a small number of other essential
employees will be available to maintain safe, secure, and hazard-free buildings as long as conditions
allow them to do so without jeopardizing their health and safety.
Command Center. The physical location at which the coordination of information and resources to
support incident management activities takes place. The SSU Command Center serves a comparable
function to an emergency operations center (EOC) in a government setting.
Cyber. Pertaining to computers and their support systems, such as servers, routers, and switches.
Emergency. A situation or event that requires immediate response to prevent or reduce imminent
danger to human life and/or significant property damage. Regarding federal declarations of emergency,
as defined by the Stafford Act, an emergency is “any occasion or instance for which, in the determination
of the President, Federal assistance is needed to supplement State and local efforts and capabilities to
save lives and to protect property and public health and safety, or to lessen or avert the threat of a
catastrophe in any part of the United States.”
Emergency Action and Disaster Management Plan (EADMP). The “steady-state” plan maintained by
the university to assign responsibilities for mitigation, preparedness, response and recovery activities for
an emergency incident impacting or potentially impacting the Savannah State University campus. The
EADMP is comparable to an emergency operations plan (EOP).
Evacuation. Organized, phased, and supervised withdrawal, dispersal, or removal of students and
personnel from dangerous or potentially dangerous areas, and their reception and care in safe areas.
Hazard. Something that is potentially dangerous or harmful that is often the cause of an unwanted
outcome.
Hazardous Material. For the purposes of ESF #1, hazardous material is a substance or material,
including a hazardous substance, that has been determined by the Secretary of Transportation to be
capable of posing an unreasonable risk to health, safety, and property when transported in commerce,
and which has been so designated (see 49 CFR 171.8). For the purposes of ESF #10 and the Oil and
Hazardous Materials Incident Annex, the term is intended to mean hazardous substances, pollutants,
and contaminants as defined by the NCP.
SSU EADMP MAY 2011
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Savannah State University Emergency Action and Disaster Management Plan
Hazardous Substance. As defined by the NCP, any substance designated pursuant to section
311(b)(2)(A) of the Clean Water Act; any element, compound, mixture, solution, or substance designated
pursuant to section 102 of the Comprehensive Environmental Response, Compensation, and Liability Act
(CERCLA); any hazardous waste having the characteristics identified under or listed pursuant to section
3001 of the Solid Waste Disposal Act (but not including any waste the regulation of which under the Solid
Waste Disposal Act (42 USC. § 6901 et seq.) has been suspended by act of Congress); any toxic
pollutant listed under section 307(a) of the Clean Water Act; any hazardous air pollutant listed under
section 112 of the Clean Air Act (42 USC. § 7521 et seq.); and any imminently hazardous chemical
substance or mixture with respect to which the EPA Administrator has taken action pursuant to section 7
of the Toxic Substances Control Act (15 USC. § 2601 et seq.).
Historic Property. Any prehistoric or historic district, site, building, structure, or object included in or
eligible for inclusion in the National Register of Historic Places, including artifacts, records, and remains
which are related to such district, site, building, structure, or object [16 USC. § 470(w)(5)].
Hurricane Warning. An announcement that hurricane conditions (sustained winds of 74 mph or
higher) are expected within the specified coastal area. Because hurricane preparedness activities
become difficult once winds reach tropical storm force, the hurricane warning is issued 36 hours in
advance of the anticipated onset of tropical-storm-force winds.
Hurricane Watch. An announcement that hurricane conditions (sustained winds of 74 mph or higher)
are possible within the specified coastal area. Because hurricane preparedness activities become
difficult once winds reach tropical storm force, the hurricane watch is issued 48 hours in advance of
the anticipated onset of tropical-storm-force winds.
Incident. An occurrence or event, natural or human caused, that requires an emergency response to
protect life or property. Incidents can, for example, include major disasters, emergencies, terrorist
attacks, terrorist threats, wildland and urban fires, floods, hazardous materials spills, nuclear accidents,
aircraft accidents, earthquakes, hurricanes, tornadoes, tropical storms, war-related disasters, public
health and medical emergencies, and other occurrences requiring an emergency response.
Incident Command Post (ICP). The field location at which the primary tactical-level, onscene incident
command functions are performed. The ICP may be collocated with the incident base or other incident
facilities and is normally identified by a green rotating or flashing light.
Incident Command System (ICS). A standardized on-scene emergency management construct
designed to provide an integrated organizational structure that reflects the complexity and demands of
single or multiple incidents, without being hindered by jurisdictional boundaries. ICS is used for all kinds
of emergencies and is applicable to small as well as large and complex incidents. ICS is used by various
jurisdictions and functional agencies, both public and private, or organized field-level incident
management operations.
Incident Commander (IC). The individual responsible for on-scene incident activities, including the
development of strategies and tactics and the ordering and release of resources. The IC has overall
authority and responsibility for conducting incident operations and is responsible for the management of
all incident operations at the incident site.
Infrastructure. The manmade physical systems, assets, projects, and structures, publicly and/or
privately owned, that are used by or provide benefit to the public. Examples of infrastructure include
utilities, bridges, levees, drinking water systems, electrical systems, communications systems, dams,
sewage systems, and roads.
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Savannah State University Emergency Action and Disaster Management Plan
Joint Information Center. A facility established to coordinate all incident-related public information
activities. It is the central point of contact for all news media at the scene of the incident. Public
information officials from all participating agencies should collocate at the JIC.
Joint Operations Center. The JOC is the focal point for federal investigative law enforcement activities
during a terrorist or potential terrorist incident or any other significant criminal incident. The JOC
becomes a component of the JFO when the National Response Framework is activated.
Jurisdiction. A range or sphere of authority. Public agencies have jurisdiction at an incident related to
their legal responsibilities and authorities. Jurisdictional authority at an incident can be political or
geographical (e.g., city, county, state, or federal boundary lines) or functional (e.g., law enforcement,
public health).
Liaison Officer. A member of the Command Staff responsible for coordinating with representatives from
cooperating and assisting agencies.
Local Government. A county, municipality, city, town, township, local public authority, school district,
special district, intrastate district, council of governments (regardless of whether the council of
governments is incorporated as a nonprofit corporation under state law), regional or interstate
government entity, or agency or instrumentality of a local government; or a rural community,
unincorporated town or village, or other public entity (as defined in section 2(10) of the Homeland
Security Act of 2002, Public Law 107-296, 116 Stat. 2135, et seq. (2002)).
Lock-down. A temporary sheltering technique, intended to be used for minutes up to several hours as
needed, used to limit civilian exposure to an active shooter or similar incident. Occupants of any building
within the subject area will lock all doors and windows not allowing entry or exit to anyone until an allclear notification has been provided. Movement into, off of, and within campus may be restricted by SSU
DPS.
Major Disaster. As defined by the Stafford Act, any natural catastrophe (including any hurricane,
tornado, storm, high water, wind-driven water, tidal wave, tsunami, earthquake, volcanic eruption,
landslide, mudslide, snowstorm, or drought) or, regardless of cause, any fire, flood, or explosion, in any
part of the United States, which in the determination of the President causes damage of sufficient
severity and magnitude to warrant major disaster assistance under this act to supplement the efforts and
available resources of States, local governments, and disaster relief organizations in alleviating the
damage, loss, hardship, or suffering caused thereby.
Mitigation. Activities designed to reduce or eliminate risks to persons or property or to lessen the actual
or potential effects or consequences of an incident. Mitigation measures may be implemented prior to,
during, or after an incident. Mitigation measures are often developed in accordance with lessons learned
from prior incidents. Mitigation involves ongoing actions to reduce exposure to, probability of, or potential
loss from hazards. Measures may include zoning and building codes, floodplain buyouts, and analysis of
hazard-related data to determine where it is safe to build or locate temporary facilities. Mitigation can
include efforts to educate governments, businesses, and the public on measures they can take to reduce
loss and injury.
National Incident Management System (NIMS). A system mandated by HSPD-5 that provides a
consistent, nationwide approach for federal, state, and local governments; the private sector; and NGOs
to work effectively and efficiently together to prepare for, respond to, and recover from domestic
incidents, regardless of cause, size, or complexity. To provide for interoperability and compatibility
among federal, state, and local capabilities, the NIMS includes a core set of concepts, principles, and
terminology.
HSPD-5 identifies these as the ICS; multiagency coordination systems; training;
identification and management of resources (including systems for classifying types of resources);
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Savannah State University Emergency Action and Disaster Management Plan
qualification and certification; and the collection, tracking, and reporting of incident information and
incident resources.
Nongovernmental Organization (NGO). A nonprofit entity that is based on interests of its members,
individuals, or institutions and that is not created by a government, but may work cooperatively with
government. Such organizations serve a public purpose, not a private benefit. Examples of NGOs
include faith-based charity organizations and the American Red Cross.
Pandemic. A global disease outbreak. An epidemic involves many people becoming ill with a
communicable disease at one time; a pandemic is an epidemic in which cases are occurring worldwide.
A few related terms (from the CDC):
•
•
•
•
•
Novel H1N1 flu is a new influenza virus causing illness in people. This new virus was first
detected in the U.S. in April 2009 and has spread to many countries around the world.
Bird flu is commonly used to refer to avian flu. Bird flu viruses infect birds, including chickens,
other poultry and wild birds such as ducks.
Avian flu (AI) is caused by influenza viruses that occur naturally among wild birds. Low
pathogenic AI is common in birds and causes few problems. Highly pathogenic H5N1 is deadly to
domestic fowl, can be transmitted from birds to humans, and is deadly to humans. There is
virtually no human immunity and human vaccine availability is limited.
Pandemic flu is virulent human flu that causes a global outbreak, or pandemic, of serious illness.
Because there is little natural immunity, the disease can spread easily from person to person.
Seasonal (or common) flu is a respiratory illness that can be transmitted person to person. Most
people have some immunity, and a vaccine is available.
Preparedness. The range of deliberate, critical tasks and activities necessary to build, sustain, and
improve the operational capability to prevent, protect against, respond to, and recover from domestic
incidents. Preparedness is a continuous process involving efforts at all levels of government and
between government and private sector and nongovernmental organizations to identify threats,
determine vulnerabilities, and identify required resources.
Prevention. Actions taken to avoid an incident or to intervene to stop an incident from occurring.
Prevention involves actions taken to protect lives and property. It involves applying intelligence and other
information to a range of activities that may include such countermeasures as deterrence operations;
heightened inspections; improved surveillance and security operations; investigations to determine the
full nature and source of the threat; public health and agricultural surveillance and testing processes;
immunizations, isolation, or quarantine; and, as appropriate, specific law enforcement operations aimed
at deterring, preempting, interdicting, or disrupting illegal activity and apprehending potential perpetrators
and bringing them to justice.
Public Health. Protection, safety, improvement, and interconnections of health and disease prevention
among people, domestic animals and wildlife.
Public Information Officer (PIO). A member of the command staff responsible for interfacing with the
public and media or with other agencies with incident-related information requirements.
Recovery. The development, coordination, and execution of service and site restoration plans for
impacted communities and the reconstitution of government operations and services through individual,
private sector, nongovernmental, and public assistance programs that: identify needs and define
resources; provide housing and promote restoration; address long-term care and treatment of affected
persons; implement additional measures for community restoration; incorporate mitigation measures
and techniques, as feasible; evaluate the incident to identify lessons learned; and develop initiatives to
mitigate the effects of future incidents.
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Savannah State University Emergency Action and Disaster Management Plan
Response. Activities that address the short-term, direct effects of an incident. Response includes
immediate actions to save lives, protect property, and meet basic human needs. Response also includes
the execution of emergency operations plans and of incident mitigation activities designed to limit the
loss of life, personal injury, property damage, and other unfavorable outcomes. As indicated by the
situation, response activities include: applying intelligence and other information to lessen the effects or
consequences of an incident; increased security operations; continuing investigations into the nature and
source of the threat; ongoing public health and agricultural surveillance and testing processes;
immunizations, isolation, or quarantine; and specific law enforcement operations aimed at preempting,
interdicting, or disrupting illegal activity, and apprehending actual perpetrators and bringing them to
justice.
Search and Rescue. Operational activities that include locating, extricating, and providing on-site
medical treatment to victims trapped in collapsed structures.
Terrorism. Any activity that (1) involves an act that (a) is dangerous to human life or potentially
destructive of critical infrastructure or key resources; and (b) is a violation of the criminal laws of the
United States or of a state or other subdivision of the United States; and (2) appears to be intended (a) to
intimidate or coerce a civilian population; (b) to influence the policy of a government by intimidation or
coercion; or (c) to affect the conduct of a government by mass destruction, assassination, or kidnapping.
Unaffiliated Volunteer. An individual who is not formally associated with a recognized voluntary disaster
relief organization; also known as a spontaneous or emergent volunteer.
Unified Command. An application of ICS used when there is more than one agency with incident
jurisdiction or when incidents cross-political jurisdictions. Agencies work together through the designated
members of the Unified Command to establish their designated Incident Commanders at a single ICP
and to establish a common set of objectives and strategies and a single Incident Action Plan.
Volunteer. An individual accepted to perform services by an agency that has authority to accept
volunteer services when the individual performs services without promise, expectation, or receipt of
compensation for services performed. (See, for example, 16 USC. § 742f(c) and 29 CFR § 553.101.)
Volunteer and Donations Coordination Center. Facility from which the Volunteer and Donations
Coordination Team operates. It is best situated in or close by the State EOC for coordination purposes.
Requirements may include space for a phone bank, meeting space, and space for a team of specialists
to review and process offers.
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Savannah State University Emergency Action and Disaster Management Plan
LIST OF ACRONYMS
ARC American Red Cross
BOE Board of Education
BOR Board of Regents
CAT Chatham Area Transit
CCHD Chatham County Health Dept.
CEMA Chatham Emergency Management Agency
CERT Community Emergency Response Team
CONPLAN Concept of Operations Plan
DFACS Dept. of Family and Children’s Services
DFO Disaster Field Office
DHS Dept. of Homeland Security
DMORT Disaster Mortuary Operational Response Team
DOI Dept. of the Interior
DOT Dept. of Transportation
EAS Emergency Alert System
EOC Emergency Operations Center
EOP Emergency Operations Plan
EPA Environmental Protection Agency
EPTF Emergency Planning Task Force
FBI Federal Bureau of Investigation
FCO Federal Coordinating Officer
FEMA Federal Emergency Management Agency
GBI Georgia Bureau of Investigation
GSA General Services Administration
GAANG Georgia National Guard
GEMA Georgia Emergency Management Agency
IC Incident Commander
ICP Incident Command Post
ICS Incident Command System
JFO Joint Field Office
JIC Joint Information Center
JOC Joint Operations Center
MOU Memorandum of Understanding
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MRS Marine Rescue Squadron
NAWAS National Warning System
NCP National Contingency Plan
NGO Nongovernmental Organization
NIMS National Incident Management System
NOAA National Oceanic and Atmospheric Admin.
NRF National Response Framework
OSC On-Scene Coordinator
OSHA Occupational Safety and Health Admin.
PIO Public Information Officer
POC Point of Contact
RRT Regional Response Team
SA Salvation Army
SAC Special Agent-in-Charge
SAR Search and Rescue
SCMPD Savannah Chatham Metropolitan Police Dept.
SECC State Emergency Communications Coordinator
SFD Savannah Fire Department
SITREP Situation Report
SOC State Operations Center
SOP Standard Operating Procedure
SPNS Special Needs Population Shelters
SSU Savannah State University
TSA Transportation Security Administration
US&R Urban Search and Rescue
USACE US Army Corps of Engineers
USC US Code
USCG US Coast Guard
USDA US Department of Agriculture
USG University System of Georgia
VOAD Volunteer Organizations Active in Disasters
WMD Weapons of Mass Destruction
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Savannah State University Emergency Action and Disaster Management Plan
SECTION 9.0
FUNCTIONAL
ANNEXES
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9.0
FUNCTIONAL ANNEXES
Annex A. Transportation and Evacuation
Develop and maintain an evacuation plan/program and capabilities to conduct timely evacuation of SSU
facilities and/or the SSU campus, including transportation considerations, in coordination with local
authorities, in advance of impact or during an emergency incident.
Lead department:
Support departments:
Residential Services
Auxiliary Services
General Counsel
Physical Plant
SSU DPS
Purchasing
Student Affairs
Student Development
Chatham Area Transit
Chatham Emergency Management Agency
Disability Services
Evacuation Shelters and Alternate Operating Locations Overview
The EPTF has identified two sites as shelters and command centers in the event students and staff have
to be evacuated from the campus. These shelters provide a reasonable distance for safety from the
threat of a coastal storm, which is considered the most likely scenario requiring campus evacuation. SSU
has established an agreement with Fort Valley State University as a primary relocation site. A secondary
location is available through an arrangement with Georgia College and State University. Students will be
encouraged to evacuate to appropriate locations inland using personal transportation, if available. For
students without transportation, buses and/or vans will provide transportation to the relocation sites at
Fort Valley, GA, and/or to Georgia College and State University, in Milledgeville, GA. Prior to the
University transporting any student or staff member, a designated residential director will obtain an
accurate manifest of all students and staff to be transported on each vehicle along with emergency
contact information for each individual. In the event the planned evacuation routes and/or planned
shelters are no longer available, the university will coordinate with the Chatham Emergency Management
Agency (CEMA) to identify evacuation routes and public shelter locations.
Responsibilities
Preparedness
a. Confirm and secure housing agreement for students and staff in the event of an
evacuation. Communications should be made by June 1 of each year to confirm the
continued availability of the primary and secondary facilities. (VP of Student Affairs)
b. Coordinate food services for the duration of the students and staff stay in a
shelter/alternate location. Communicate with residential services regarding students with
special dietary needs. (Director of Auxiliary Services)
c. Estimate number of students at the beginning of each semester who do not have personal
transportation using information from the move-in form. Provide estimate to EPTF.
(Residential Services)
d. Ensure sufficient number of qualified bus and van drivers are available, tasked, and
trained to drive university buses/vans to alternate locations in the event of a campus
evacuation. (Auxiliary Services)
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e. Secure additional bus/van transportation if university capacity is insufficient for numbers
identified who will need transportation. (Auxiliary Services, Purchasing)
f. Assure appropriate transportation and housing are available for students with disabilities.
(Disability Services, Residential Services, Auxiliary Services)
g. Provide hazards awareness and protective action information to students, staff, faculty
and administration. (SSU DPS, University Communications)
h. Provide training and information sessions on campus evacuation and transportation
procedures. (SSU DPS, Student Affairs)
i. Provide information on inland shelters and public transportation options to commuter
students and to staff, faculty and administrators. (Student Affairs, University
Communications)
Response
a. Convene EPTF to monitor situation and gather information about potential or ongoing
incident. (VP for Business and Financial Affairs/designee)
b. Recall personnel to standby for transportation and/or evacuation duty. (SSU DPS, VP for
Student Affairs, Disability Services)
c. Chief of police/designee reports to the Command Center. (SSU DPS)
d. Determine the need for full or partial evacuation and notify EPTF, local police departments
and OEMs. (SSU DPS, VP for Business and Financial Affairs, President)
e. Identify/confirm evacuation routes and staff appropriately. (SSU DPS)
f. If quick onset event, identify/estimate the number of individuals requiring transportation
and housing. (SSU DPS, Residential Services)
g. Notify affected population to be evacuated, advise them as to what items they should and
should not bring, and provide pick-up point and route information. (Director of marketing
and communications, VP for Student Affairs)
h. Identify and recall adequate transportation resources, including drivers. Confirmation of
the level of readiness will be made with support agencies to include fuel availability,
resources, etc. (Auxiliary Services, SSU DPS, Student Affairs, Purchasing)
i. Stage university transportation resources. (SSU DPS, Auxiliary Services)
j. Escort and stage requested supplemental transportation resources. (SSU DPS, Physical
Plant)
k. Restrict egress and ingress. (SSU DPS)
l. Issue specific evacuation order and communicate through all appropriate channels.
(President or VP for University Advancement)
m. Assure that all students who are being evacuated by the University have signed a travel
waiver. (Residential Services)
n. Create a vehicle manifest from the waivers to ride the bus. (Residential Services)
o. Assure all students who signed the waiver are on the correct vehicles. (Residential
Services)
p. Assure food, water, and other provisions are put on the vehicles. (Residential Services,
Auxiliary Services)
q. At evacuation site(s), assure students with disabilities, medical issues, and dietary needs
are accommodated. (Student Development, Residential Services)
r. Arrange for additional services on-site if needed. (Residential Services, in consultation
with VP of Business and Financial Affairs)
s. Coordinate with local emergency management officials for sheltering and assistance from
social services if needed. (Student Affairs)
t. Maintain records of expenditures and document resources utilized in accordance with
university policies and procedures. (All)
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Savannah State University Emergency Action and Disaster Management Plan
Recovery
a. Assure that all on-campus housing facilities are able to be re-occupied. (Residential
Services, Physical Plant)
b. Assure that dining services can resume. (Auxiliary Services, Physical Plant)
c. Continue to maintain transportation capabilities as needed through resumption of normal
operations. (Auxiliary Services, Physical Plant, SSU DPS, Purchasing)
d. Provide records of activities and expenditures for transportation and evacuation activities
to the Comptroller’s Office. (All)
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Savannah State University Emergency Action and Disaster Management Plan
Annex B. Communications and Warning
Ensure the provision of communications support to departmental response efforts during an
emergency incident. The Communications and Warning Annex provides guidance for the
development and operation of a viable alert, warning, and communications program prior to and
during an emergency affecting SSU to facilitate completion of required emergency actions.
Lead department:
Support departments:
Computer Services
SSU DPS
University Advancement
WHCJ Radio
Because communications systems are inherently vulnerable to impacts from natural and manmade
hazards, SSU will maintain multiple communication means to facilitate situational awareness and
ability to communicate with campus constituencies during an event.
Responsibilities
Prevention and Mitigation
a. Identify, support and plan for mitigation measures to build resiliency in SSU alert, warning and
communication infrastructure and capabilities. (Computer Services, SSU DPS)
b. Support and plan for actions to reduce damage from possible hazards related to response
and recovery actions. (Computer Services, SSU DPS)
Preparedness
a. Maintain current inventories of alert, communications, and warning systems, equipment, and
protocols and coordinate this information with the VP for Business and Financial Affairs.
(Computer Services, SSU DPS)
b. Serve as a liaison with Blackboard for SSU Alert/ConnectEd notification system. (Computer
Services)
c. Encourage all users to update contact information in the system. (Computer Services, SSU
DPS, University Communications)
d. Evaluate the availability, operational condition and duration of need as well as logistical
requirements for communications equipment, including communications capabilities in the
university’s primary and on-campus alternate command center locations. (Computer Services,
SSU DPS, Physical Plant)
e. Identify actual and planned actions of commercial telecommunications companies to restore
services. (Computer Services)
f. Coordinate acquisition and deployment of communications equipment, personnel, and
resources to maintain communications among key university personnel and the EPTF and to
establish temporary communications capabilities, if needed. (SSU DPS, Computer Services)
g. Coordinate radio frequency management, including talk groups and radio configuration. (SSU
DPS)
h. Develop a contingency strategy(ies) for continuing communications capabilities during a
disaster. (Computer Services)
i. Develop plans to prioritize the deployment of communications services based on available
resources and critical needs. (SSU DPS, Computer Services, Physical Plant)
j. Plan for operations involving coordination with CEMA and the Chatham County EOC, and
local response organizations. (SSU DPS)
k. Provide reliable communications capabilities and connectivity and maintain support services
for disaster communications with local, county, and state, agencies. (Computer Services)
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Savannah State University Emergency Action and Disaster Management Plan
l.
m.
n.
o.
p.
q.
Provide for equipment maintenance, including fiberoptic cables and transmission lines.
(Computer Services, Physical Plant)
Regularly maintain emergency power generators and no less frequently than quarterly. Maintain
records of generator maintenance and testing. (Physical Plant)
Review emergency communications and warning plans and procedures at least annually with
appropriate departmental personnel (All).
Integrate NIMS principles in all planning and participate in applicable ICS training. (All)
Provide training, including ICS training, and exercise opportunities to all units and
organizations with communications and warning responsibilities. (SSU DPS)
Participate in tests and exercises to evaluate the SSU communications and warning in
emergency scenarios. (All)
Response
a. Notify vice president for business and financial affairs, University Communications, and
president of incident or potential incident.
b. Notify key university personnel and EPTF of incident or potential incident. (Business and
Financial Affairs)
c. Engage available university communications and warning capabilities in notification of key
personnel and the EPTF, as needed: (SSU DPS, Computer Services, University
Communications)
- Connect Ed
- Cell phones
- Two-way radios
- E-mail
- Electronic display screens
- University radio
- Building coordinators
- Public address system, where available
d. Engage Computer Services and other staff in preparing for potential evacuation, including:
- Meet and review evacuation plans (All)
- Review responsibilities for data collection and security, partners and vendor notification,
equipment shutdown and disassembly, building security and communications during and
after the evacuation (Computer Services)
- Make arrangements with families to ensure ability to fulfill staff obligations and plans
(Computer Services and SSU DPS personnel)
- Notify web master to backup the web server (CIO)
d. Notify vendors and partners of the evacuation watch and the possibility of a decision to
evacuate. Implement Connect Ed notification system at the direction of the chief of police or
the EPTF to provide information to all campus constituencies. (Marketing and
Communications, Computer Services)
e. Immediately post emergency notifications/warnings on television monitors in campus
buildings and electronic messaging. (University Communications)
f. Perform full backups of all computer and related systems immediately upon identification of
the potential need for evacuation. (Computer Services)
g. If an evacuation is required (Computer Services):
- If time permits, make additional backups of data.
- Notify vendor and partners of decision to evacuate.
- Determine feasibility of server and system transport.
- If appropriate, disassemble and prepare equipment for transport to secure location.
- Assist vendor with loading the equipment and establish line of communications for return
to campus.
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Savannah State University Emergency Action and Disaster Management Plan
Request assistance from Physical Plant, if needed, for loading and transport of critical
systems (web server, email) from the system administrator for relocation.
- Contact Board of Regents Office of Information and Instructional Technology (OIIT)
Helpdesk to host a basic SSU Web site (home page only) to disseminate information to
the campus community.
- Establish lines of communications for return to campus.
- Take one or more sets of backup data (CIO, database administrator – one copy each).
h. Provide support to maintain and/or reestablish communications capabilities among key
university personnel. (Computer Services, SSU DPS)
-
Recovery
a. Maintain communications capabilities, or reestablish communications capabilities as
quickly as possible, among key personnel and university constituencies. (Computer
Services)
b. In the case of an evacuation, return to campus upon notification that the evacuation is
over. (All)
c. Maintain web server at its offsite location until an assessment of the campus is made to
determine if the network can be established. (Computer Services)
d. Once clearance is given to the chief information officer, the vendor will be notified to return
the equipment. Upon its arrival, staff members will re-assemble the equipment and bring it
on line. (Computer Services)
e. Return web server. (Computer Services)
f. Document matters that may be needed for inclusion in agency or state/federal briefings,
situation reports, applications for reimbursement, and recovery or mitigation projects.
(Computer Services)
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Savannah State University Emergency Action and Disaster Management Plan
Annex C. Maintenance and Damage Assessment
Provide access to and control of SSU facilities and infrastructure and provide capabilities for
expedited assessment of infrastructure, structural and other damage in an incident.
Lead department:
Support departments:
Physical Plant
Computer Services
Engineering (academic)
Risk Management
SSU DPS
As soon as safe and practicable after an emergency event, the EPTF will deploy a campus Damage
Assessment Team (DAT) to determine damage to campus structures and infrastructure. The Damage
Assessment Team will take care to protect the safety of DAT members.
Responsibilities
Prevention and Mitigation
a. Provide ongoing maintenance of university facilities and infrastructure, and identify structural
or other deficiencies that could increase damage in the event of an emergency. (Director of
Physical Plant, Computer Services)
b. Maintain information on building sites, floor plans, utilities, and recent improvements. (Director
of Physical Plant)
c. Support and plan for mitigation measures. (VP for Business and Financial Affairs, Director of
Physical Plant)
d. Support requests and directives from executive leadership concerning mitigation and/or redevelopment activities. (All)
e. Document matters that may be needed for inclusion in agency or state/federal briefings,
situation reports and action plans. (Director of Physical Plant)
Preparedness
a. Identify personnel, equipment and contracted support needs for damage assessment. (Director
of Physical Plant)
b. Develop plans to pre-stage personnel and equipment for rapid deployment. (All)
c. Coordinate with SSU DPS for communications frequency management. (All)
d. Develop damage assessment report templates for field team members. (Director of Physical
Plant)
e. Ensure integration of ICS principles in all planning and participate in applicable ICS training.
(All)
f. Participate in training, drills and exercises to develop and improve damage assessment
capability and process. (All)
g. Maintain current recall rosters for damage assessment personnel. (Director of Physical Plant)
h. Maintain recall roster at the Physical Plant and with the SSU DPS. (Director of Physical
Plant))
i. Maintain 24-hour, 7-day availability of damage assessment leadership. (Director of Physical
Plant)
j. Provide training to damage assessment personnel on procedures for record keeping of
expenditures. This includes the use of emergency purchasing procedures. (Director of
Physical Plant)
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Savannah State University Emergency Action and Disaster Management Plan
Response
a. Notify the Director of Physical Plant/designee of any developing situation that may require
damage assessment response. (SSU DPS)
b. When the emergency or disaster appears imminent, the Director of Physical Plant will be
advised to respond to the SSU Command Center to assemble/stage equipment and support
personnel. (Director of Physical Plant/designee)
c. The Director of Physical Plant /designee will contact members of the damage assessment
team and have them report to the Physical Plant building or another designated location.
(Director of Physical Plant/designee)
d. All damage assessment personnel will report to the Physical Plant Building as recalled.
(Damage assessment team)
e. The Director of Physical Plant/designee will deploy equipment (cameras, etc.) and personnel
as needed. (Director of Physical Plant/designee)
f. Damage assessment teams will report appropriate information to the Command Center during
an emergency via cell phones and two-way radios. (Damage assessment team)
g. Conduct primary assessment of SSU properties, buildings, roadways, and critical utilities,
taking precautions to maintain personnel safety. (Damage assessment team)
h. Photograph and videotape damage to document preliminary damages for damage
assessment. (Damage assessment team)
i. Submit all records of expenditures to the Director of Physical Plant who will keep a centralized
file of all incidents. (Damage assessment team, Director of Physical Plant/designee)
j. Provide completed damage assessment information to the VP for Business and Financial
Affairs. (Director of Physical Plant/ designee)
Recovery
a. Anticipate and plan for arrival of and coordination with municipal and private sector utility
representatives on the facility and in the Command Center. (Director of Physical
Plant/designee)
b. Notify SSU insurers of incident and submit documentation to insurers to pursue claims for
coverage, as appropriate. (Risk Management)
c. Ensure that the disaster assessment team or other tasked organizations maintain appropriate
records of time and costs incurred during the event. Maintain coordination with all supporting
agencies and organizations on operational priorities as established by the Command Center
for emergency repair and restoration. (Director of Physical Plant/designee)
d. Continue to monitor restoration operations when and where needed as long as necessary and
until all services have been restored. (Damage assessment team)
e. Preserve records and logs. (All)
f. Forward records and logs pertaining to emergency operations to the VP for Business and
Financial Affairs/designee. (Director of Physical Plant)
To the extent that damage is minimal and relocation of activities is not required, physical plant
personnel will be responsible for all site clean-up, debris removal, and emergency or minor
repairs. In the event that major remodeling or rebuilding is necessary, the Director of Physical
plant will proceed in accordance with university and Board of Regents policy.
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Savannah State University Emergency Action and Disaster Management Plan
Annex D.
Firefighting, Hazardous Material Response and Search and Rescue
Provide for and coordinate local resources for emergency detection and suppression of fire,
hazardous material response, and search and rescue capabilities to protect lives and property in
an emergency incident.
Lead liaison:
Support departments:
SSU DPS
Physical Plant
Savannah Fire Department
Thunderbolt Fire Department
Southside Fire Department
Risk Management
Responsibilities
Prevention and Mitigation
a. Identify, support and plan for mitigation measures to build resiliency in SSU infrastructure and
capabilities. (SSU DPS, Physical Plant)
b. Support and plan for actions to reduce damage from possible hazards. (SSU DPS, Physical
Plant)
c. Document matters that may be needed for inclusion in agency or state/federal briefings,
situation reports, mitigation, and action plans. (VP for Business and Financial Affairs)
Preparedness
a. Maintain current inventories of fire and rescue systems, equipment, and protocols and provide
this information to the SSU DPS Commanding Officer. (All)
b. Establish and maintain liaison with local fire services.
c. Evaluate the availability, operational condition and duration of need as well as logistical
requirements for needed equipment. (All)
d. Obtain copies of and become familiar with local fire service emergency plans, procedures and
protocols. Plan, train and exercise with local fire services. (SSU DPS)
e. Train SSU personnel on fire prevention, safety, and basic fire procedures. (SSU DPS)
f. Monitor weather and hazardous conditions that contribute to increased fire danger. (All)
g. Work with Physical Plant to identify potential staging areas for response resources. (SSU DPS)
h. Maintain personnel and equipment in a state of readiness appropriate to existing and
anticipated emergency conditions to include mobilizing resources and staging them at various
locations. (All)
i. Integrate NIMS principles in all planning and participate in applicable ICS training. (All)
j. Participate in tests and exercises to evaluate SSU fire and rescue emergency response
procedures and capabilities. (All)
Response
a. Notify Savannah Fire Department and Thunderbolt Fire Department of incident requiring fire,
emergency medical or hazardous materials response. (SSU DPS)
b. Upon activation of the SSU Command Center, ensure operations communication with the
Incident Command Post(s) and field units and follow their established fire department SOPs.
(SSU DPS)
c. Coordination between state and local firefighting resources is managed by the appropriate
primary agency in cooperation with the SSU Command Center/Unified Command.
d. Designate and maintain staging area locations and provide access to appropriate response
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Savannah State University Emergency Action and Disaster Management Plan
resources. (SSU DPS)
e. Plan for and establish relief resources to replace or rotate with committed resources for
extended operations. (All)
f. Gather information from field units (Lead Fire Service)
g. Develop priorities and incident action plans in cooperation with the SSU Command Center.
(SSU Command Center, Fire Services)
h. Coordinate requests for additional fire and rescue resources and mutual aid through the SSU
Command Center. (Fire Services)
i. Coordinate response efforts among emergency medical, search and rescue and, hazardous
materials response. (SSU DPS, Fire Services)
j. Maintain records of expenditures and document resources utilized in accordance with unit
policies and procedures. (All)
Recovery
a. Provide ongoing fire and rescue support when and where required as long as emergency
conditions exist. (All)
b. Coordinate efforts among response efforts as well as the Damage Assessment Group to
establish initial recovery priorities. (All)
c. Maintain appropriate records of costs incurred during the event and provide for inclusion in
reimbursement/assistance request documentation. (All)
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Savannah State University Emergency Action and Disaster Management Plan
Annex E.
Command Center and Emergency Coordination
Provide a functional emergency operations/command center during an incident affecting SSU to
facilitate completion of required emergency actions. Provide coordination point for incident
management, resource management/logistics, and SSU decision-making during an incident.
Lead department:
Support departments:
SSU DPS
Vice President for Business and Financial Affairs
Computer Services
Physical Plant
Risk Management
This annex addresses identification of facilities, equipment and personnel needed to support the SSU
Command Center before, during and after an incident. The mission of the Command Center is to collect,
process, and disseminate information about an actual or potential incident and facilitate the overall
activities of response and recovery. It also is used to make appropriate notifications and interface with
other university departments and with local and state emergency response and coordination
organizations.
The Command Center will coordinate functions critical to support and facilitate multi-agency incident
action planning, alert and notification, coordination of operations, direction and control, information
management, facilitation of requests for assistance, resource acquisition and management, worker safety
and health, facilities management, financial management, and other support as required.
The Vice President for Business and Financial Affairs in coordination with the chief of police or his/her
designee will determine appropriate units and agencies to be represented in the Command Center in an
emergency incident. The chief of police and VP for Business and Financial Affairs will, as needed,
establish a command group within the Command Center to establish incident action priorities and
resource allocation and to make policy determinations. Members of the command group will be
determined by facts of incident.
The second floor conference room, Hill Hall will serve as the primary SSU Command Center during times
of emergency. An alternate command center location is available at Rooms 113, 114, and/or 117m
Social Sciences Building. The Vice President for Business and Financial Affairs/designee will determine
Command Center location and notify EPTF members. In the event of a full-campus evacuation, a
Command Center will be established at a remote location such as the Chatham County Emergency
Operations Center (EOC) or at a relocation site (see Hurricane Annex).
Command Center Capabilities (Hill Hall second floor conference room)
Space:
Conference room that can serve 10 personnel
1 computer
Internet/network jack
Backup power:
None
Communications:
VOIP telephone with speakerphone capability
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Savannah State University Emergency Action and Disaster Management Plan
Responsibilities
Operations necessary for the performance of this function include but are not limited to:
Prevention and Mitigation
a. Identify, support and plan for mitigation measures to build resiliency in the primary and
alternate Command Center infrastructure and capabilities. (SSU DPS, Computer Services,
and Physical Plant)
b. Support and plan for actions to reduce damage from possible hazards related to response
and recovery actions. (All)
c. Document matters that may be needed for inclusion in agency or state/federal briefings,
situation reports, mitigation, and action plans. (VP for Business and Financial Affairs)
Preparedness
a. Evaluate the availability, operational condition and duration of need as well as logistical
requirements for equipment for the Command Center.(Physical Plant, Computer Services and
SSU DPS)
b. Maintain adequate inventories and functionality of equipment and supplies to support
activation of the SSU Command Center (Computer Services, Physical Plant)
c. Develop a continuity of operations strategy to include identification of an alternate, off-site
operating location/capability. (SSU DPS)
d. Provide for the verification of the current recall roster for the SSU Command Center.(All)
e. Integrate NIMS principles in all planning and participate in applicable ICS training.(All)
f. Participate in drills and exercises to evaluate the SSU emergency response capability.(All)
Response
a. Notify Vice President for Business and Financial Affairs, Director of Physical Plant, any
needed response organizations, and Chatham Emergency Management Agency (CEMA) of
incident. (SSU DPS)
b. Notify university president of the incident. (VP for Business and Financial Affairs/designee)
c. Activate Command Center at the direction of the Vice President for Business and Financial
Affairs. (chief of police/designee)
d. Place appropriate staff on standby for possible recall to Command Center. (All departments)
e. Recall designated staff to Command Center. (VP for Business and Financial Affairs)
f. Establish command group within Command Center and ensure communication to IC. (chief of
police, VP for Business and Financial Affairs)
g. Ensure appropriate staffing levels for projected period of activation as determined by the chief
of police /designee. (All)
h. Maintain or restore contact with CEMA and external response organizations as capabilities
allow. (Computer Services, SSU DPS)
i. Provide incident status and protective measure information to faculty, staff, and students, and
to identified neighbors of the university. (University Communications). (See Annex L)
j. Maintain main key event log. (SSU DPS)
k. Field personnel will provide information to the Incident Commander (on scene) who will
update the Command Center. (All)
l. Establish operational periods for reporting, briefing and Incident Action Plan development.
(Command group)
m. Coordinate incident management efforts (Command group)
n. Receive information and response needs requests from the scene and prioritize.
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Savannah State University Emergency Action and Disaster Management Plan
o. Develop Incident Action Plan and issue mission assignments. (Command group)
p. Receive and prioritize resource needs and requests and work with Logistics Section to fulfill
and deploy (Command group).
Recovery
a. Provide ongoing Command Center support as long as emergency conditions exist. (All)
b. Arrange for alternate communication systems to replace systems that are inoperative due to
damage from incident. (Computer Services)
c. Maintain or restore contact with CEMA/Chatham Emergency Operations Center (EOC) and
other organizations as capabilities allow. (Computer Services, SSU DPS)
d. Provide appropriate information to employees, visitors, contractors and tenants concerning
safety and resources required for disaster recovery. (VP for Business and Financial Affairs)
e. Maintain appropriate records of costs incurred during the event and provide for inclusion in
reimbursement/assistance request documentation. (Business and Financial Affairs)
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Savannah State University Emergency Action and Disaster Management Plan
Annex F.
Mass Care, Housing and Human Services
Provide for emergency shelter, food and water for affected students, faculty and/or staff, in
response to emergency needs.
Lead department:
Support departments:
VP for Student Affairs
Auxiliary Services
Residential Services
Academic Affairs
Student Development
Responsibilities
Prevention and Mitigation
a. Periodically assess risks to gauge their potential impacts on the physical and emotional needs
of students and the campus community and share information and preventative guidance with
all campus constituencies. (Student Development, Student Affairs)
Preparedness
a. Coordinate with university personnel, food service vendor and/or Red Cross at alternate
location for appropriate food, water, and sleeping accommodations for SSU students and staff
in an evacuation scenario, including maintenance of agreements for services. (Auxiliary
Services, Residential Services)
b. Build interagency and mutual aid agreements with health related organizations and groups.
(Student Development, Auxiliary Services)
c. Maintain or arrange for adequate supplies of food and water in a campus lockdown or
evacuation situation. (Auxiliary Services)
d. Develop and maintain voluntary registries of people in each residential building who identify
themselves as requiring assistance during an emergency. (Student Affairs, residential
directors)
e. Provide information to students, especially those with disabilities, about managing their
medication supply, especially in the event of disaster warnings that are predictable. (Health
Services)
f. Promote self care, individual preparedness and personal disaster plan development to the
campus. (All)
g. Identify all special needs populations or people who will need additional help in a disaster and
train residential and other pertinent staff to assist. (Student Development, Student Affairs)
h. Ensure that students (especially international and students with disabilities) are aware of local
hazards and emergency procedures related to them. Have incorporated international
concerns in our plan – also for students studying abroad and have forms for permission to
give care. (Student Affairs)
i. Develop life skills sessions in campus residence halls to help students plan for emergency
situations, including information about personal preparedness kits (e.g., food, water, required
medications, and important documents). (Residential Services, Student Development)
j. Consider and plan for the reaction and information needs of students, families, the campus
community, media, and the public in a crisis. (Student Development, University
Communications)
Response
a. Notify residential directors of the emergency and provide guidance for dissemination among
student body, as available. (Director of Housing, Residential Services and Programs)
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Savannah State University Emergency Action and Disaster Management Plan
b. Contact auxiliary services for transportation assistance, if relocation is necessary. (VP for
Student Affairs)
c. Inform residential directors to update students on care protocol. (Director of Housing,
Residential Services and Programs)
d. In the event of the potential need to evacuate the campus or a building, pack supplies and
prepare for transport. (Student Development, All)
e. In the event of the need to evacuate, track student selection of evacuation method (university
transportation or notification and waiver of intent to use personal transportation. See
Hurricane Annex and Annex A, Transportation and Evacuation. (Student Affairs)
f. Manage student boarding of buses and require students to sign/check name off roster and
board buses in an orderly and safe manner. (Student Affairs, Student Development)
g. Provide additional support as needed to students with special needs (medicine, equipment
etc). (Student Development)
h. Provide food/snack and water to students as needed in an evacuation, shelter-inplace/lockdown, or isolation situation. (Auxiliary Services, Student Affairs)
In the case of a campus evacuation:
i. Maintain manifest of students on each bus/vehicle. (Student Affairs)
j. Coordinate with university personnel, food service vendor and/or Red Cross on site at
alternate location for appropriate food, water, and sleeping accommodations for SSU students
and staff. (Auxiliary Services, Residential Services).
k. Provide guidance or directives for student movement, eating and hygiene schedule. (Student
Development, Student Affairs)
l. Ensure all special needs students have adhered to their care and medication regimen.
(Student Development)
m. Maintain roster or update manifest regarding individuals who leave with family members after
signing waiver to leave relocation site. (Student Affairs)
Recovery
a. Continue to maintain and preserve student manifest and provide to the logistics chief and vice
president business and financial affairs once incident has concluded. (Student Affairs)
b. Update roster for individuals who may wish to leave with family members after signing the
waiver to leave. (Student Affairs)
c. Maintain communication with and adhere to directives from university /agency officials. (All)
d. Provide records of expenditures, disbursements and other incident-related activities to the
comptroller’s office in a timely manner. (All)
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Savannah State University Emergency Action and Disaster Management Plan
Annex G.
Resource Management and Procurement
Support and manage system(s) to receive, prioritize, procure, provide, track, and account for
resource support and logistics before, during, and/or after an emergency incident.
Lead department:
Support departments:
Business and Financial Affairs
Purchasing
Physical Plant
The SSU Command Center will include a Logistics Section composed of representatives of each
of the above departments to address purchasing/procurement, resource tracking, and
accountability during an incident. The Logistics Section will have at least one representative in the
Command Center.
Responsibilities
Prevention and Mitigation
a. Identify, support and plan for mitigation measures to build resiliency in SSU resources and
resource management capabilities. (All)
b. Support and plan for actions to reduce damage from possible hazards. (All)
c. Document matters that may be needed for inclusion in agency or state/federal briefings,
situation reports, mitigation, and action plans. (Purchasing, Comptroller)
Preparedness
a. Maintain current inventories of resources and personnel and provide updated information to
SSU Command Center/vice president for business and financial affairs as needed. (All)
b. Maintain current recall rosters/lists of SSU personnel, including members of the Logistics
Section. (SSU department heads)
c. Maintain current lists of vendor/contractor agreements, contingency contracts, and mutual aid
agreements/memoranda of understanding. See Attachment E for BOR approved vendor
list.(Purchasing)
d. Maintain current contact lists for external support and mutual aid organizations (SSU DPS,
Auxiliary Services).
e. Integrate NIMS principles in all planning and participate in applicable ICS training. (All)
f. Participate in tests and exercises to evaluate the SSU emergency response capabilities and
resources. (All)
Response
a. Notify units of incident. (SSU DPS)
b. Report to the SSU Command Center and establish Logistics Section as designated by the
Chief of Police/designee. (Purchasing director)
c. Staff Logistics Section in Command Center. (Purchasing director/designee)
d. Coordinate resource requests and Logistics Section activities with the Command Center.
(Chief of Police, Purchasing director)
e. Provide 24-hour staff support to Logistics Section as needed. (Logistics Section/All)
f. Support incident command system in receiving and fulfilling resource requests, including
transport and staging of SSU equipment and personnel, as directed by Command Center
(Logistics Section/All)
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Savannah State University Emergency Action and Disaster Management Plan
g. Allocate and coordinate SSU equipment and personnel, at the direction of the SSU Command
Center, to respond to life safety and property preservation needs. (chief of police, command
group)
h. Follow SSU/USG procurement policies, including the following sequence for filling resource
requests: (Logistics Section)
- Command Center prioritizes resource requests. (Logistics Section, VP for Business and
Financial Affairs)
- Review SSU facility inventory for availability of equipment and/or personnel. (Logistics
Section)
- Deploy available equipment and/or personnel; if not available internally, then:
- Review local government, mutual aid, private sector, and volunteer resources. and
- Request mutual aid resources, or
- Procure contract services, or
- Use state purchasing system.
i. Initiate purchasing/contracting for needed services in accordance with USG policies, including
use of pre-approved vendors, where possible (see Attachment E), and policies regarding P-card
use and documentation. (Purchasing)
j. Initiate activation of support agencies (private sector, mutual aid, and volunteers) as needed, in
coordination with the Command Center. (VP for Business and Financial Affairs)
k. Support incident command system in setting up staging and mobilization areas. (SSU DPS)
l. Monitor, and create status reports as required on recall, activation, deployment, and
demobilization of SSU equipment and personnel. (Logistics Section)
m. Provide resource support to local response organizations as directed by Command Center.
(Logistics Section)
n. Maintain records of expenditures and document resources requested, procured, deployed,
and demobilized in accordance with university policies and procedures. (Logistics Section)
Recovery
a. Provide ongoing resource management support when and where required as long as
emergency conditions exist. (All)
b. Maintain records and generate reports as needed of response and recovery expenditures and
outstanding recovery resource requests/needs. (Logistics Section)
c. Maintain appropriate records of costs incurred during the incident and provide for inclusion in
reimbursement and/or assistance request documentation. (Logistics Section)
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Savannah State University Emergency Action and Disaster Management Plan
Annex H.
Health and Medical Services
Provide for and/or coordinate emergency medical care and assistance, including emergency
medical and mental health needs, in an incident.
Lead department:
Support departments:
Health Services
Business and Financial Affairs
Purchasing
Auxiliary Services
Residential Services
SSU DPS
Local EMS providers
Local healthcare facilities
Chatham County Public Health Department
Responsibilities
Prevention and Mitigation
a. Provide ongoing health and disease prevention information to students, faculty and staff.
(Health Services)
b. Ensure that health center staff employ infection prevention measures at all times. (Student
Development)
c. Maintain contact with local and state public health officials regarding infection and disease
and infection trends. (Student Development)
Preparedness
a. Establish and maintain liaison relationship(s) with local public health officials and with local
emergency medical providers, including EMS and hospitals. (Health Services)
b. Provide information to students, especially those with disabilities, about managing their
medication supply (Health Services)
c. Promote self care, individual preparedness and personal disaster plan development to the
campus. (All)
d. Identify special needs populations or people who will need additional help in a disaster and
train residential and other staff to provide assistance. (Residential Services, Student
Development)
e. Assure that transportation is available for students with special needs. Current SSU
transportation can accommodate two wheelchairs. (Auxiliary Services)
f. Provide information to students (especially international and students with disabilities)
regarding local hazards and emergency procedures. (All)
g. For students studying abroad, provide forms for permission to give care. (Health Services)
h. Review SSU EADMP with local emergency responders that are not located on campus,
including those that are responsible for mass care (i.e., Red Cross). (Health Services,
Residential Services).
i. Maintain communication with the Chatham County Health Department/Coastal Health District
for information on health and disease trends and preventative measures. (Health Services)
j. Establish relationship(s) with local hospitals and make arrangements for bed space in the
event of an incident. (Student Development)
k. Develop a method for tracking illness and health symptoms on campus.(Health Services)
l. Integrate diversity and cultural issues into planning and procedures. (Student Development)
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Savannah State University Emergency Action and Disaster Management Plan
m. Maintain and make accessible to EPTF contact information for the local Crisis Response
Network – Counseling Directors Association. (Student Development)
n. Establish agreements with local pharmacies to provide pharmaceutical support as needed.
(Health Services)
o. Ensure that emergency supplies of gloves and face masks are always available in the Health
center (Supplies of soap are typically stored in Plant Operations).Maintain an emergency
supply of potable water. (Auxiliary Services).
p. Maintain an emergency supply of pressure dressings and other emergency supplies. (Health
Services)
q. Access stair descent devices and wheel chair carry capabilities. (Student Development,
Residential Services)
r. Train staff to transport people with disabilities.(Student Development)
s. Maintain 24-hour on-call roster for Health Services nursing staff. (Student Development)
Response
a. Contact the Crisis Response Network (members are counseling directors of USG universities
and SCAD-Savannah) and the GA Mobile Crisis Response System (GA regional Hospital) (912) 257 8130, to provide counseling support, if needed.
b. Contact local EMS providers, local hospitals, and/or Chatham County Health Department, as
indicated by incident. (Health Services, SSU DPS)
c. Maintain Health Center on a 24-hour schedule, if required. (Health Services)
d. Maintain a roster of names of students as they present to the health center and as they are
transported for care. (Health Services)
e. Identify students with special needs and review their medication or care plans.(Health
Services, Residential Services)
f. For emergency prescriptions, contact CVS or Walgreens on Victory Drive; a Student Affairs
representative will pick up and deliver to the Health Center. (Health Services, Student Affairs)
g. Individuals will be sent to local hospitals by EMS service or campus police. (Health Services,
SSU DPS)
h. Individuals who refuse treatment will sign a waiver of services and will be referred to
counseling services. (Health Services)
Recovery
a. Recheck roster for identification of all individuals, along with hospital verifications. (Health
Services)
b. Identify individuals who refused treatment with reasons for refusal. (Health Services)
c. Follow and disseminate current guidance from public health and university officials regarding
resumption of normal operations. (All)
d. Identify areas for improvement in plans and procedures. (All)
See also Pandemic Influenza Annex and accompanying Protocols for Social Distancing and Isolation in
the Event of Widespread Disease Outbreak
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Savannah State University Emergency Action and Disaster Management Plan
Annex I.
Utilities
Provide for continuity and/or restoration of critical utility services to SSU infrastructure and
facilities.
Lead department:
Support departments:
Physical Plant
Computer Services
Purchasing
Risk Management
AT&T
Atlanta Gas
Comcast
Georgia Power
City of Savannah Water & Sewer
Responsibilities
Prevention and Mitigation
a. Identify and implement measures to reduce hazard impacts on the SSU campus and
infrastructure, including utility supply. (Physical Plant, Computer Services)
b. Support requests and directives from local and state authorities concerning mitigation and/or
re-development activities. (All)
c. Document matters that may be needed for inclusion in agency or state/federal briefings,
situation reports and action plans. (Business and Financial Affairs)
Preparedness
a. Develop and maintain current directories of suppliers of services and products associated with
maintaining electricity, gas, telephone, data, water and sewer and services. (Physical Plant,
Business and Financial Affairs)
b. Establish liaison with support agencies and energy-related organizations. (Physical Plant)
c. In coordination with public and private utilities, ensure plans for restoring and repairing
damaged energy systems are updated. (Physical Plant)
d. In coordination with public and private utilities, establish priorities to repair damaged energy
systems and coordinate the provision of temporary, alternate, or interim sources of natural
gas supply, petroleum fuels, and electric power. (Business and Financial Affairs, Physical
Plant, Computer Services)
e. Promote and assist in developing mutual assistance agreements with the suppliers of all
power resources. (VP for Business and Financial Affairs, Legal Counsel)
f. Develop energy conservation protocols. (Physical Plant)
Response
a. Assess affected areas to determine utility and related service status. Communicate utility
status to Command Center. (Physical Plant, Computer Services)
b. Determine operational priorities and emergency repair procedures with utility field personnel.
Provide status of energy resources to the Command Center as required and, when needed, to
CEMA. (Physical Plant, Computer Services)
c. In coordination with public and private utilities, prioritize rebuilding processes, if necessary, to
restore power to affected areas. (VP for Business and Financial Affairs, Physical Plant)
d. Locate/stage fuel for emergency operations. (Physical Plant)
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Savannah State University Emergency Action and Disaster Management Plan
e. Coordinate with CEMA to request and utilize county resources, including debris removal, in
accordance with established priorities in response to an emergency. (EPTF)
f. Provide energy emergency information, education and conservation guidance to the faculty,
staff and students. (University Communications, Physical Plant)
g. Coordinate with county emergency support function (ESF) 1 for information regarding
transport of critical energy supplies. (Physical Plant)
h. Plan for and coordinate security for vital energy supplies. (SSU DPS)
i. Maintain continual status of energy systems and the progress of utility repair and restoration
activities to include collecting and providing energy damage assessment data to the VP for
Business and Financial Affairs. (Physical Plant, Computer Services)
j. Recommend energy conservation measures. (Physical Plant)
Recovery
a. Maintain coordination with all supporting agencies and organizations on operational priorities
and emergency repair and restoration. (Physical Plant, SSU DPS)
b. Continue to provide energy emergency information, education and conservation guidance to
the public in coordination with University Communications. (Physical Plant)
c. Anticipate and plan for arrival of and coordination with county and state ESF12 personnel.
(All)
d. Continue to conduct restoration operations until all services have been restored. (All)
e. Maintain records of costs incurred during the event and provide to the VP for Business and
Financial Affairs. (All)
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Savannah State University Emergency Action and Disaster Management Plan
Annex J.
Public Safety and Security
Provide immediate law enforcement response and coordinate external public safety and security
capabilities and resources for prevention and response to an emergency incident.
Lead department:
Support departments:
SSU DPS
Savannah-Chatham Metro Police Department
Thunderbolt Police Department
Georgia Bureau of Investigation
Student Development
Physical Plant
Computer Services
Responsibilities
Prevention and Mitigation
SSU DPS:
a. Recognizes that large-scale disasters are catastrophic and elimination of all risk and potential
devastation is not an attainable goal; however, while preparing for worst case scenarios,
keeps the protection of life as the primary objective.
b. Realizes emergencies do not occur in a vacuum and acknowledge an obligation to, and
reliance on, emergency responders as well as citizens from other SSU’s departments and the
local, state, and national community. Willingly shares expertise and fosters good relationships
with all entities.
c. Understands the SSU’s student population may require extra guidance in preparing for and
responding to emergencies because of their limited life experiences and takes this
responsibility seriously. Engages students in finding creative ways to reach other students.
d. Strives to find the most cost effective methods of accomplishing objectives by being open to
new technologies and initiating research and development of solutions appropriate for the
SSU’s needs.
Preparedness
a. Develop, test, review, revise, and distribute the University's Emergency Operations plan,
b.
c.
d.
e.
f.
pandemic influenza response plan, pre-disaster hazard mitigation plan, and other emergency
plans as warranted. (SSU DPS)
Oversee management of the SSU Alert/ConnectEd system, the University's emergency mass
notification system and serve as liaison with Blackboard, ConnectEd vendor. (Computer
Services)
Manage Building Safety and Security Representatives (BSSR) Program and provides
emergency planning guidance, and training. (SSU DPS, Physical Plant)
Activate and manage the University's Emergency Operations Center in the event of a largescale emergency. (SSU DPS)
Monitor campus-wide compliance with the National Incident Management System (NIMS)
regulations and ensures required training is provided, and records maintained, for all campus
responders. (SSU DPS)
Develop, conduct, and coordinates drills and exercises including community-wide exercises,
campus exercises, building drills, and departmental exercises (tabletop, functional and fullscale). (SSU DPS)
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Savannah State University Emergency Action and Disaster Management Plan
g. Coordinate the setup and activation of emergency shelters and Public Health emergency sites
utilizing SSU facilities. (Student Development)
h. Assess threats and implements safeguards based on current trends and events. (All)
i. Conduct risk assessments and develop departmental and site-specific emergency plans.
j.
k.
l.
m.
n.
o.
p.
(SSU DPS)
Design, develop, and deliver training and information for students, faculty, and staff on
recognizing, preparing for, and responding appropriately to natural and human-caused
disasters and emergencies. (University Communications, SSU DPS, Student Development)
Develop and maintain a comprehensive Web site for communicating timely information to the
University community. (University Communications, Computer Services)
Investigate, develop, and implement SSU policies and procedures related to homeland
security and emergency preparedness issues. (SSU DPS)
Coordinate campus events to highlight emergency preparedness and security awareness.
(SSU DPS)
Serve on campus, University System, local, state, and national homeland security and
emergency preparedness committees. (SSU DPS)
Coordinate on-campus community service volunteer classes to encourage participation by
faculty, staff, and students. (Student Affairs)
Encourages a service-learning attitude among University students, faculty and staff. (All)
Response
a. Notify Chief of Police of incident and conduct other notifications per SSU DPS procedures.
(SSU DPS Communications Desk)
b. Notify vice president for business and financial affairs of incident. (Chief of police/designee)
c. Oversee activation of Command Center based on requirements of incident, at the direction of
the VP for Business and Financial Affairs. (Chief of police//designee)
d. Ascertain recall duty status for standby for all personnel. (All)
e. Physical recall to standby at SSU DPS through activation of recall roster. (SSU DPS)
f. Designate and maintain staging area locations and provide access to appropriate response
resources. (SSU DPS)
g. Manage incident using the Incident Command System (ICS), as established in the National
Incident Management System (NIMS). (All)
h. Establish Unified Command in the Command Center to coordinate response across multiple
units and organizations. (SSU DPS, All)
i. Single or unified command structure will be utilized on scene as dictated by the circumstances
of the incident. (SSU DPS, responding agencies)
j. The first responding SSU DPS or other sworn law enforcement officer at the scene will assume
incident command until relieved and will: (SSU DPS or IC)
- Establish incident command post (ICP)
- Establish site perimeter and security (SSU DPS, supporting law enforcement)
- Establish staging area where responding police and emergency services personnel will
report. The location of the staging area will depend on the nature, location, and magnitude
and severity of the incident. (SSU DPS, Physical Plant)
- Assign specific response tasks (e.g., administrative or operational duties). (SSU DPS)
- Coordinate interagency response (e.g., municipal police and fire departments, mutual aid,
county or state agency response). (IC, Unified Command)
k. Deploy personnel and equipment to address: (IC and SSU DPS)
- Traffic control
- Route alerting
- Evacuation
- Security
- Communications
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l.
Advise representatives of response organizations at the ICP or staging area of the following:
(IC or designee)
- Scope of area(s) to be secured or evacuated, if applicable
- Limited access control point(s)
- Security procedures
- Traffic control posts
- Other response objectives, as appropriate
Recovery
a. Provide ongoing assets when and where required as long as emergency conditions exist. (All)
b. Maintain or restore contact with the Chatham EOC and external EOCs (municipal and county
emergency management organizations) as capabilities allow. (SSU DPS)
c. Make communications channels available to provide appropriate information to employees,
visitors, contractors and tenants concerning safety and resources required for disaster
recovery. (SSU DPS)
d. Maintain appropriate records of costs incurred during the event and provide for inclusion in
reimbursement/assistance request documentation. (SSU DPS)
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Savannah State University Emergency Action and Disaster Management Plan
Annex K. Continuity of Operations and Recovery
Provide for identification and continuation or expedited restoration of critical response and business
operations and essential functions during an emergency incident.
Lead department:
Support departments:
President
Cabinet Members
Computer Services
Business and Financial Affairs
Physical Plant
Purchasing
Risk Management
SSU DPS
The goal of the Continuity of Operations and Recovery Annex is to minimize any disruption in essential
operations and services of the university and to quickly resume essential functions and services based
on the following general priorities:
•
•
•
•
Preservation and protection of human life and safety
Elimination or minimization of risk of injury;
Protection of university’s assets; and
Resumption of normal operations as quickly as possible.
An essential function is an activity the disruption of which would create significant interruption in the
university operations and essential services.
Key campus systems and databases are maintained and backed up off-site, including Banner, People
Soft financials, eLearning, SSU Alert/ConnectEd, and ADP. Arrangements to continue these systems in
the event campus operations are disrupted are part of service contracts/agreements for these systems.
The campus web site and SSU e-mail system are maintained on-site on campus by Computer Services
and so may be subject to direct disruption from an incident impacting the campus.
Responsibilities
Prevention and Mitigation
a. Maintain infrastructure. (Physical Plant, Computer Services)
b. Identify essential functions and supporting infrastructure and estimate likely impacts from
hazards that could impact SSU campus. Identify activities/measures to prevent or reduce
damage to key infrastructure. (All)
c. Cross train staff on essential functions. (Computer Services, VP for Business and Financial
Affairs)
d. Provide password protection and current cyber and physical protective measures for all
systems. (Computer Services)
e. Regularly back up essential data to an off-site or vaulted area. (Computer Services)
f. Provide for training regarding and enforcement of proper handling of hazardous materials.
(Safety & Quality Control)
Preparedness
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Savannah State University Emergency Action and Disaster Management Plan
a. Identify essential functions and identify contingencies for continuing or resuming essential
functions and services in various disaster situations. (VP for Business and Financial Affairs
and Cabinet members)
b. Review hazard scenarios and likely impacts on continuity of university functions and on
campus infrastructure. (SSU DPS, Computer Services, VP for Business and Financial Affairs,
Cabinet members)
c. Develop and maintain SSU Business Continuity Plan. (VP for Business and Financial Affairs)
d. Train personnel on roles and responsibilities under the SSU Business Continuity Plan. (VP for
Business and Financial Affairs)
Response
a. Work with the damage assessment team to conduct initial review of pertinent incident status
and damage assessment or potential to determine impacts and needs. (VP for Business and
Financial Affairs, Computer Services, Physical Plant)
b. Implement the IT Disaster Recovery Policy including relocation of critical systems to an
alternate location, if necessary. (Computer Services)
c. Re-establish campus e-mail and basic web page as soon as possible. (Computer Services)
d. During an emergency attributable to inaccessibility to the campus, building or office, staff will
proceed to a designated alternate site. (All)
e. Establish communications and networking capability as soon as possible at alternate
operating site (Computer Services).
f. President’s Cabinet will convene in person, if possible, or remotely if necessary, at relocation
site (Cabinet).
Recovery
a. Continue implementation of IT Disaster Recovery Policy, including support for
communications and technology needs at alternate site(s). (Computer Services)
b. Follow university administration guidance regarding return to normal campus operations. (All)
b. Notify SSU insurers of incident and submit documentation to insurers to pursue claims for
coverage, as appropriate. (Risk Management)
c. Maintain documentation of damages and expenditures for submission for insurance claims or
other forms of reimbursement/compensation for damages. (All)
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Annex L.
Public Information and External Affairs
Ensure sufficient SSU and supporting assets are deployed to provide accurate, coordinated, and
timely emergency information to affected audiences, including students, staff, faculty, government
officials, media, and the private sector.
Lead department:
Support departments:
University Communications
Computer Services
SSU DPS
WHCJ Radio
Local government public information officers
Local media representatives
Emergency notification from SSU will be sent, via the SSU Alert system, posted in campus buildings,
displayed on the message system and electronic signage, and/or on the SSU homepage, and
announced on local television and radio stations.
The SSU Alert system is a web-enabled management interface that allows campus administrators to
quickly communicate with students, faculty and staff in the event of an urgent situation on campus, such
as class cancellations, campus closings, severe weather, evacuations or security incidents. The system
relies on the contact information provided by students, faculty and staff; therefore all members of the
SSU community are urged to keep their information updated in the system to ensure delivery of
emergency messages.


The chief of police or his/her designee will assess the emergency situation and determine the
need to activate the SSU Alert system.
The Director of Marketing and Communications will be notified to send an emergency alert
message via one or more of the following modes available in the SSU Alert (ConnectEd) system:
- Text message sent to mobile devices
- Phone calls (and voice mails for unanswered calls) to campus and non-campus phone
numbers, including cell and land lines (U.S. 10-digit numbers)
- Emails to SSU and non-SSU addresses
Additional communications capabilities include:




Posts to the SSU home page in a prominently placed emergency message pane.
Digital signage on campus signs and television monitors/display screens.
Campus radio WHCJ 90.3 FM will broadcast emergency notifications.
An outdoor warning siren maintained by the Chatham Emergency Management Agency (CEMA)
provides auditory outdoor warning for urgent county-wide emergency incidents.
SSU emergency messages will contain the following information:
1. Nature of the incident
2. Location (if applicable)
3. Actions to be taken by affected populations
Responsibilities
Prevention and Mitigation
a. Identify, support and plan for mitigation measures to build resiliency in SSU Public Information
system and capabilities. (All)
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Savannah State University Emergency Action and Disaster Management Plan
b. Maintain campus communications systems including telephone and computer technologies.
(Computer Services)
c. Serve as liaison with Blackboard for SSU Alert/ConnectEd notification service. (Computer
Services)
d. Support and plan for actions to reduce damage from possible hazards related to response
and recovery actions. (All)
e. Document matters that may be needed for inclusion in agency or state/federal briefings,
situation reports, mitigation, and action plans. (University Communications)
f. Participate in local public information officer group activities through CEMA. (University
Communications)
Preparedness
a. Prepare and maintain stock emergency messages for use to communicate with campus
constituencies and external audiences via all means available (SSU Alert, television monitors,
Channel 15, Internet, media, building coordinators, and others). (University Communications,
Computer Services)
b. Regularly provide appropriate emergency educational and guidance material to students,
staff, faculty and administrators. (University Communications, WHCJ)
c. Maintain relationships with local news media. (University Communications)
d. Working with CEMA, maintain a current roster of trained Public Information Officers to provide
support and additional staffing in an incident impacting the SSU campus. (University
Communications)
e. Develop plans to coordinate with international, national, state and local news media for
emergency operations, before, during and after emergency situations, including media contact
list. (University Communications)
f. Develop plans to conduct a multi-agency/jurisdiction coordinated public information program
during emergencies and disasters (University Communications)
g. Develop plans and procedures to operate a media briefing area. (University Communications)
h. Develop and maintain pre-scripted messages, press releases and bulletins for common
hazards; maintain current SSU background information. (University Communications, SSU
DPS)
i. Develop a continuity of operations strategy to include identification of an alternate, off-site
facility/capability for implementation during disasters. (University Communications, SSU DPS)
j. Integrate NIMS principles in all planning and participate in applicable ICS training. (All)
k. Participate in tests and exercises to evaluate the SSU emergency response capability. (All)
Response
a. Alert agencies whose personnel, equipment, or other resources may be used in providing
incident information. (University Communications)
b. Establish Emergency Public Information staffing, including PIO, at the direction of Command
Center. (University Communications)
c. Coordinate with the ETPF and Command Center to develop and disseminate timely and
accurate messages and news releases in common language and terminology to inform the
public. (University Communications)
d. Provide for emergency public information to SSU units, faculty, staff, students, contractors,
neighbors, and visitors. (University Communications)
e. Coordinate with CEMA and news media regarding emergency operations and provide periodic
updates. (University Communications)
f. Execute a multi-agency/jurisdiction coordinated public information program, including
operation of a press briefing area, as appropriate. (University Communications)
g. Provide information for possible release in coordination with local activation of the Emergency
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Alert System (EAS). (University Communications)
h. Log public information releases including date, time, content & means of dissemination.
(University Communications)
Recovery
a. Continue public information activities to include updating on recovery efforts. (University
Communications)
b. Anticipate and plan for arrival of, and coordination with, local state and federal public
information personnel in the SSU Command Center and media in the media briefing area.
(University Communications)
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Savannah State University Emergency Action and Disaster Management Plan
EMERGENCY PUBLIC INFORMATION RESOURCES
MESSAGES FOR POSTING AND VOICEMAIL

Because Of Threatening Weather Imposed By Hurricane <Insert Name>, Classes Have Been
Cancelled And All Administrative Offices Are Closed Until Further Notice. Please Check The
University Web Site – www.savannahstate.edu-- And Media Outlets For Information Pertaining To
Our Reopening.

Because Of Threatening Weather Imposed By Hurricane <Insert Name>, The University Is
Closed. Please Check The University Web Site – WWW.SAVANNAHSTATE.EDU – And Media
Outlets For Further Information.
PANDEMIC INFLUENZA TALKING POINTS
A pandemic is a global disease outbreak.
A pandemic occurs when a new influenza virus emerges, starts spreading as easily as normal influenza
– by coughing and sneezing – and results in worldwide infection, illness and death. Because the virus is
new, the human immune system will have little or no pre-existing immunity. This makes it more likely for
people who contract pandemic influenza to experience more serious disease than that caused by normal
influenza. A novel strain of influenza may have components of avian (bird) influenza, swine influenza or
other strains.
Information on pandemic influenza is available at www.cdc.gov and at www.pandemicflu.gov.
Individuals should:
- Get a flu shot. It may help protect you from getting secondary infections and other serious
illnesses associated with avian influenza.
- Stay healthy. Cover your mouth & nose when you sneeze or cough, clean hands often, avoiding
touching your eyes/nose/mouth, and stay home when you are sick (check with a health care
provider when needed), get plenty of sleep, be physically active, manage your stress, drink plenty
of fluids & eat nutritious food.
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SECTION 10.0
HAZARD-SPECIFIC
APPENDICES
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ACTIVE SHOOTER
PROTOCOL
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ACTIVE SHOOTER PROTOCOL
An active shooter incident involves “one or more subjects who participate in a random or systematic
shooting spree, demonstrating their intent to continuously harm others.”
Savannah State University, like many other institutions of higher education, can be vulnerable to acts of
violence involving armed assailants. In recent years, there have been numerous fatal incidents involving
active shooters. The overriding objective of an active shooter appears to be that of mass murder, rather
than other criminal conduct such as robbery or hostage taking. For the purpose of this plan, the term
“active shooter” will also include anyone who uses any other deadly weapon or device to systematically
or randomly inflict serious bodily injury or death to others over a continuous or extended timeframe.
STAGE ONE – NOTIFICATION
a. The SSU DPS shift supervisor will notify the chief of police or his/her designee and apprise him or
her of the current situation
b. The chief of police will immediately notify the vice president for business and financial affairs or
his/her designee and apprise him or her of the situation.
c. The on duty communications specialist/dispatcher will be instructed to immediately activate the
warning notification procedures, including using police officers as runners. In addition, the
Director of Marketing and Communications will be notified so that appropriate notification
messages can be disseminated through SSU Alert/ConnectEd, e-mail, text, television, campus
radio station, and other means.
d. The campus will go under an immediate lockdown procedure consisting of securing perimeter
gates to prevent anyone from entering or exiting the campus. All residential, academic, athletic
and other facilities will be immediately locked and secured by the building coordinators and
residential directors who will report their status as well as student and personnel accountability to
SSU DPS.
e. The on duty SSU DPS communication specialist/dispatcher will notify the Savannah Chatham
Metropolitan Police Department (SCMPD) to request assistance and tactical support of their
Emergency Response Team (ERT) and any other additional personnel needed to secure or
eliminate the threat and minimize harm to others. SSU DPS also will notify the Chatham
Emergency Management Agency (CEMA), emergency medical facilities (Memorial and/or
Candler/Saint Joseph Medical Hospitals), Georgia Bureau of Investigation (GBI), and the Georgia
State Patrol to request assistance and additional needed personnel.
f. The Vice President for Business and Financial Affairs shall activate the recall roster and convene
an emergency meeting of the Emergency Action and Disaster Management Team within two
hours of the notification to review all task to be performed, media notification; and time table to
notify the president of preparedness status.
g. If the need arises, all departments will be directed to prepare for an extended timeframe to
resolve the situation. The departmental units will initiate the appropriate purchase orders and/or
purchase cards for resources needed to withstand the emergency.
h. The vice president for business and financial affairs will activate the Command Center and staff
with appropriate personnel.
i. Task force members will meet with or contact their respective departments/units to ensure
individuals are aware of the impending threat and inform them of precautionary measures
deployed to eliminate the threat.
j. The Incident Commander will establish and identify a safe staging area for medical units and
treatment of the injured.
k. The Incident Commander shall identify a joint information center (JIC) area for public information
releases and updates.
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Savannah State University Emergency Action and Disaster Management Plan
l.
The Incident Commander will designate a family waiting area for family members and assign a
liaison officer or other person(s) to the family area to represent the University and family
members as a point of contact for families and others.
STAGE TWO – RESPONSE
a. All on-duty officers who are not on an emergency call will respond to the scene of the active
shooter. If shots are continuously heard by responding officer(s), the shift supervisor or senor
officer will immediately put together a three- to four-person contact team to engage/eliminate the
threat.
b. The senior officer on scene will serve as incident commander until relieved at the direction of the
chief of police or other responding law enforcement force.
c. All off-duty officers will be recalled for duty and will remain on duty until a new incident shift
rotation can be established.
d. Officers will gather information as rapidly as possible. This will be achieved through means
including but not limited to communication/dispatcher information, eye witness information, video
surveillance footage, reports of individuals fleeing the scene, sounds of gunfire/explosives, and
officer observations
e. All personnel will adhere to restricted use of the radio to emergency traffic only and give priority to
the contact team operating on SSU DPS primary channel.
f. The chief of police will initiate the call for assistance and mutual aid from other agencies as
necessary.
g. Officers will use aimed directed fire only at targeted person(s) identified as an immediate threat of
death or serious injury to another as demonstrated by their current or immediate past behavior.
h. The law enforcement response team will not exercise cover fire procedures.
i. The team shall be sure of its desired target, what is between the team and the target, and what is
beyond the target to avoid injury to bystanders.
j. The team will confront, neutralize and, if practical, eliminate the assailant(s) responsible for the
aggressive deadly behavior. In this situation, deadly force is authorized.
k. The director of auxiliary services will arrange for meals and water for emergency response
personnel and for affected/displaced students, faculty and staff for the duration of the incident.
l. Faculty and staff will follow notification instructions and SSU DPS and external law enforcement
guidance in responding to the incident.
m. Absent other guidance, faculty and staff will maintain order and maintain students in the location
where they are located when they receive notification of the incident, if the location does not
appear to be involved in the shooting incident. Faculty, staff and students should remain in their
location until receiving an all-clear notification from SSU DPS, the law enforcement team, or
University Communications.
n. The law enforcement team will advise “All clear” when the threat has been eliminated. SSU DPS
and/or University Communications will notify campus constituencies of all-clear status.
o. All personnel will prepare for after-action review, including maintenance of records of actions and
communications.
STAGE THREE – AFTER ACTION
a. SSU DPS will conduct an internal investigation separate from the criminal investigation conducted
by the GBI.
b. The chief of police or his/her designee will disband the response team(s) and other responding
officers.
c. All personnel associated with the incident will complete a written after-action report outlining their
participation, roles, duties and outcomes associated with the incident.
d. The Incident Commander will ascertain a manifest of all parties secured and housed at the
staging area.
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e. The Incident Commander will task the emergency coordination and mass care functional areas to
account for students, faculty and staff.
f. A search and rescue team composed of law enforcement and fire safety personnel will search the
affected location(s) in search of victims who might be hiding and frightened by the shooter.
g. The team will remove, identify and secure any and all fatalities as well as any other injured
parties.
h. The Incident Commander will engage the campus director of student development and the the
American Red Cross for assistance for individuals with special needs (mental or physical
disabilities).
i. The Director of Physical plant will conduct a damage assessment of the building and will estimate
the time out of service, if any.
j. The EPTF will assess the incident by completing an Executive Summary, Incident Overview,
Incident Synopsis, Analysis Mission Outcomes and Identify the Critical Task Performance
Objectives of the incident.
k. The President or his/her designee will contact the Georgia State Board of Regents and request
grief counseling assistance.
l. The Director of Physical plant will recall all personnel for clean-up and hazardous material and
debris removal.
m. The PIO will disseminate university statements to the media and/or set up a press conference for
media updates and information on university operational status.
STAGE FOUR – FINANCIAL OBLIGATIONS
a.
The incident logistics chief will collect and maintain a log of overtime expended during the
incident for all participating agencies and will submit a copy to the vice president for business and
financial affairs in a timely manner after the incident.
b. The incident logistics chief will ensure that a record of expenditures and disbursements
associated with response to the incident is submitted to the vice president for business and
financial affairs
c. The vice president for business and financial affairs will maintain records regarding the type and
duration of any emergency incident.
d. The chief of police will coordinate with the director of physical plant to prepare a report to the vice
president for business and financial affairs projected costs associated with clean-up, debris
removal, and urgent repairs of affected area(s).
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BIOLOGICAL
EMERGENCY/PANDEMIC
INFLUENZA
APPENDIX
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PANDEMIC INFLUENZA AND BIOLOGICAL EMERGENCY
Savannah State University has developed comprehensive plans for protecting the safety and well-being
of our students, staff and faculty in the event of large-scale flu infections or any other major epidemic of
an infectious disease. While probability of a widespread flu outbreak cannot be predicted, increased
concern about novel strains of influenza and their potential impact require the university to be prepared
to identify, contain, and respond to disease outbreaks. The EPTF will act as a Pandemic Influenza
Assessment and Response Team, as needed. The director of student development will serve as
coordinator of the Pandemic Influenza Assessment Response Team in consultation with the vice
president of administration, his/her designee, and the chief of police.
The director of student development serves as the pandemic coordinator and assists the chief of police
in developing, maintain and coordinating all aspects of the university's pandemic planning in
collaboration with local and national mandates. The following functional annexes can be anticipated to be
needed/implemented in a biological emergency or pandemic incident.
Annex B
Annex E
Annex F
Annex G
Annex H
Annex J
Annex K
Annex L
Communications and Warning
Command Center and Emergency Coordination
Mass Care, Housing and Human Services
Resource Management and Procurement
Health and Medical Services
Public Safety and Security
Continuity of Operations and Recovery
Public Information and External Affairs
Consistent with the National Strategy for Pandemic Influenza, there are three main areas in addressing
pandemic: (1) preparedness and communication, (2) surveillance and detection, and (3) response and
containment. Surveillance and detection are largely the responsibility of government and private sector
healthcare providers and laboratories.
Once the potential for a pandemic incident or biological emergency is identified, the vice president for
business and financial affairs will appoint a monitoring group, to include the director of student
development and chief of police, to monitor developments and make recommendations regarding
campus actions and activities, including information updates to campus constituencies, protective and
containment measures, and treatment options and arrangements.
Pandemic Influenza Basics and Planning Assumptions
Pandemic influenza, meaning widespread influenza transmission impacting multiple parts of the world at
the same time, is different from annual seasonal influenza in that it will be caused by a strain of influenza
different from those seen annually during flu season. People will have no built-up immunity to the virus,
and a vaccination will not immediately be available.
An influenza pandemic will likely impair critical community services because of widespread absenteeism.
Because the virus is a new strain, effective preventive measures and therapeutic measures (vaccines
and antiviral medications) may be delayed and in short supply.


CDC, in conjunction with various advisory committees and the public, has formulated draft
recommendations for a rank-order list of high priority target groups for vaccination. The state of
Georgia will follow those recommendations with some possible modifications and/or additions.
The influenza virus encountered during a pandemic will represent a new subtype, with new
hemagglutinin (HA) and/or neuraminidase (NA) antigens, so most people will not have immunity to
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Savannah State University Emergency Action and Disaster Management Plan



the virus. To maximize vaccine efficacy a second dose of vaccine, approximately 30 days after the
first dose, may be recommended by health officials.
The typical incubation period (interval between infection and onset of symptoms) for influenza is
approximately 2 days.
Persons who become ill may shed virus and can transmit infection for one-half to one day before the
onset of illness. Viral shedding and the risk of transmission will be greatest during the first 2 days of
illness.
The World Health Organization (WHO) has defined six phases, before and during a pandemic, that
are linked to the characteristics of a new influenza virus and its spread through the population. The
U.S. government and the state of Georgia use these phases for preparedness and pandemic
planning. As of early spring 2009, the U.S. considered the phase to be phase 3 in a pandemic alert
period because of the potential of an avian influenza outbreak.
Inter-Pandemic Period (period of time between pandemics)
 Phase 1: No new influenza virus subtypes have been detected in humans. An influenza virus
subtype that has caused human infection may be present in animals. If present in animals, the
risk of human disease is considered to be low.
 Phase 2: No new influenza virus subtypes have been detected in humans. However, a circulating
animal influenza virus subtype poses a substantial risk of human disease.
Pandemic Alert Period
 Phase 3: Human infection(s) with a new subtype, but no human-to-human spread, or at most rare
instances of spread to a close contact.
 Phase 4: Small cluster(s) with limited human-to-human transmission but spread is highly
localized, suggesting that the virus is not well adapted to humans.
 Phase 5: Larger cluster(s) but human-to-human spread still localized, suggesting that the virus is
becoming increasingly better adapted to humans, but may not yet be fully transmissible
(substantial pandemic risk).
Pandemic Period
 Phase 6: Pandemic phase: increased and sustained transmission in general population.
Preventive and Containment Measures
Actions that may need to be taken by SSU by the EPTF or university administration during a pandemic
event or other biological emergency include:
•
•
•
•
•
•
•
•
Provide flu prevention information to students, faculty and staff electronically and through brochures.
Hand washing is a basic element of personal hygiene to prevent the spread of influenza and many
other contagious diseases.
Cancellation or postponement of mass gatherings to limit contact and reduce spread of the virus.
Cancellation of classes or electronic delivery of classes to limit contact and reduce spread of the
virus.
Restriction of movements on campus.
Vaccination of key workers, if vaccination is available.
Distribution of anti-viral drugs, if available.
Cancellation of classes and closure of campus.
Mass vaccination, based on vaccine available and in accordance with public health officials’ guidance
and procedures.
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•
Revision of university travel policies to comply with the guidelines recommended by the Centers for
Disease Control and Prevention (CDC).
Responsibilities
•
•
•
•
•
•
•
•
•
•
•
•
The executive leadership of the university in collaboration with the EPTF will make decisions about
curtailing public events, suspending classes, and/or limiting movement.
The SSU Police Department and the Office of Business and Financial Affairs and other necessary
key departments will maintain business continuity plans that can be implemented in a pandemic
event.
Essential functions, maintenance and security directions of the research labs will be provided by the
Chairman of the Department of Natural Sciences and Mathematics.
Essential personnel will assist in maintaining the University's continued functioning during a
pandemic event.
The director of residential services and programs will assist with accommodating international, out-ofstate and other students who may have to remain on campus if classes are suspended.
The Freshman Living and Learning Center Residence Hall or Peacock Hall will be designated as the
site for the isolation of and support site of ill students who may continue to reside on campus if
classes are suspended.
The director of student development will ensure that deaths are immediately reported to the Health
Department and arrangement for removal from the University will occur as directed.
The Chatham County Public Health Department, Coastal Health District 9-1, Epidemiological
Department and the State of Georgia have authority to direct public health actions, including
quarantine. The director of student development and police chief will work closely with these
agencies to make sure campus leadership can carry out containment and/or protective measures
consistent with public health plans and guidance.
The director of student development and vice president for student affairs will work with the Chatham
County Public Health Department and CEMA to determine procedures for mass
administration/distribution of vaccines, medicines and medical supplies to students, faculty, staff and
members of their families.
University Communications will use SSU Alert/ConnectEd, supplemented by other communications
means, to notify students, staff and faculty of a biological emergency or impending hazardous
situation and provide explanatory information and protective guidance or directives. Centers for
Disease Control and Prevention pandemic educational information is available.
University communications staff will work with the Chatham County Public Health Department and
CEMA to maintain updated information flow to SSU students, staff and faculty and to discuss critical
communication strategies.
Personal prevention measures messaging should include:
What can you do?
- Get your flu shot. It may help protect you from getting secondary infections and other serious
illnesses associated with a new strain of influenza.
- Stay healthy. Cover your mouth and nose when you sneeze or cough, clean hands often,
avoiding touching your eyes/nose/mouth, and stay home when you are sick (check with a health
care provider when needed), get plenty of sleep, be physically active, manage your stress, drink
plenty of fluids and eat nutritious food.
SSU EADMP MAY 2011
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Savannah State University Emergency Action and Disaster Management Plan
BOMB
THREAT
PROTOCOL
SSU EADMP MAY 2011
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Savannah State University Emergency Action and Disaster Management Plan
BOMB THREAT NOTIFICATION PROTOCOL
Upon receiving a bomb threat (or notification of a bomb) and filing out the Bomb Threat Checklist Form,
the following persons must be contacted:
NUMBERS*
DUTY
SUPERVISOR
POSITION
Dozier, Cheryl
Interim President
Roberts, Creighton
Chief of Police
Matthews, Emory
Fire Safety Officer
Wyatt, Mary
Jolley, Edward
VP, Academic
Affairs
VP, Business and
Financial Affairs
OFFICE
MOBILE
358-4000
3583009,10
3583009,10
PAGER
n/a
220-5353
n/a
9612025
9216056
358-4190
658-6094
n/a
358-3000
547-1442
n/a
912-2659713
n/a
252-3982243
9883453
Clark, Irvin
VP, Student Affairs
358-3118
844-2018
n/a
n/a
Ogden, Ervin
Director, Physical
Plant
358-4350
912-3961086
n/a
n/a
Kirkconnell, William
Director, FBI
232-3716
Hosey, Chris
Special Agent in
Charge, GBI
(Statesboro office)
TIME
CONTACTED
HOME
912-8711121
* Unless indicated, all phone numbers’ area code is 912
Upon confirmation/explosion/unusual scents of a bomb, the following should be contacted:
CONTACTS
DIRECT LINE
Savannah-Chatham Bomb Squad
652.6502
Savannah Fire Dept.
ATTN: Charlotte Sweat
651-6758
Alcohol, Tobacco & Firearms (ATF)
650-6550
Ft. Stewart Emergency Ordinance Disposal (EOD)
(only if Savannah-Chatham Police Department Bomb Squad (SCPDBS)
is unavailable or if SCPDBS requests EOD
912-767-8717 or
8718
912-368-6529
(24-hrs.)
SSU Director of Marketing and Communications
358-3049
TIME
CONTACTED
* Unless indicated, all phone numbers’ area code is 912
Revised 4/24/06 – 101- Form 113A
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Savannah State University Emergency Action and Disaster Management Plan
Bomb Threats and Disposal
SOP 1-26
I.
PURPOSE:
II.
DEFINITIONS:
To establish a procedure for handling bomb threats or suspicious devises and
disposal situations.
IED
Improvised Explosive Device
EOD
Explosive Ordnance Disposal
RF
Radio Frequency
Device/
Suspect Device
BATF
Post-Blast
Investigator
III.
10-11-00
Any object appearing to be or that could possibly be an
explosive or incendiary device.
Bureau of Alcohol, Tobacco & Firearms
An investigator that has completed the course Advance
Explosive Investigative Technician
PROCEDURES:
There are three distinct instances when a response to a threat should be initiated: when a phone
call, letter, or e-mail is received indicating a possible incident or when there has already been a
detonation of a device
If the threat has been made by letter, all evidence will be carefully collected so that any
fingerprints, typewriting, inks, handwriting, or the paper itself can be preserved for analysis. The
response to the suspected location of the threat made by letter will be the same as that for a
phone threat.
If a threat is received by way of email, the message should be forwarded to Computer Service at
e-mail address singletonn@savstate.edu. A phone call, outlining the details of the situation,
should follow the e-mail.
A.
Upon receipt of a ‘bomb threat’ call, the Communications Specialist will take the following
action:
1.
If the threat is received over the 911 system, and it has been determined that the
threat is not a hoax, unit(s) to be dispatched immediately to the caller’s location to
attempt apprehension.
2.
SSU EADMP MAY 2011
Keep the caller on the phone as long as possible while attempting to gain as much
information about the device and caller as possible. They should attempt to
determine:
a.
type and size of device;
b.
location within target;
c.
supposed time of detonation;
d.
if back-up triggering device exist;
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Savannah State University Emergency Action and Disaster Management Plan
e.
f.
3.
reason for setting devise; and
fill out bomb threat check-list form (see enclosed)
As soon as possible a unit will be dispatched to standby near the suspect location
and wait for further information.
a.
The Communications Specialist will notify the on-duty supervisor if
available, if a supervisor is not on duty, one should be notified. Notifications
will be made according to the notification protocol (forms 113/113a) of the
bomb threat location. ( In the event a device is found, refer to section
III,C,5)
b.
All information will be relayed by phone to the supervisor if available who
will in turn advise the patrol unit to meet him/her at a chosen location. If a
supervisor is not on duty, the information will be relayed to the officer by
phone.
Do NOT transmit this information over the radio.
B.
NOTE:
Arrival at the Scene
1.
Upon arrival at the scene, the supervisor will take the following actions:
a.
Contact the residential director, building manager/supervisor that located
the device;
b.
Determine if the building is to be evacuated;
c.
The decision to evacuate the building rests with the individual having
jurisdiction over the building.; and
d.
If the building is to be evacuated, the supervisor, if available, will call for
additional assistance to control traffic and crowds in order to allow for a
safe evacuation. If a supervisor is not available, the officer will assume that
responsibility. In addition, all potential witnesses must be kept in an area
that will allow for further investigation/interviews. (See section III, D, 4).
2.
If it appears that there is time to search the building prior to the deadline, the
building supervisor/manager, director should be asked to accompany officers to
search the building if necessary.
When there is physical evidence of an explosive device or a suspicious object/ package is
found, and it is determined that the Chatham County Sheriff’s Office Canine Unit is
needed (explosive detection dogs), they will be contacted prior to officers searching
the building.
3.
4.
5.
6.
The supervisor will assign an officer to the search team and designate the method
of search to be employed.
The supervisor will conduct a short pre-search briefing, designating each team an
area to search. Each team should be assigned an area they are familiar with in
order to readily recognize foreign or out of place objects.
All radios will be turned off prior to entering the building. No radio transmissions
will be made from inside of the building. The possibility of a RT detonation of the
device from radio transmission is a hazardous condition.
During the course of the search, all possible hiding places for a device should be
considered. This includes but is not limited to:
a.
SSU EADMP MAY 2011
waste baskets;
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Savannah State University Emergency Action and Disaster Management Plan
b.
c.
d.
e.
f.
desks ( particularly the wells of the desks )
wash rooms;
wall lockers and storage cartons;
furniture (under and in back of )
shelving and cabinets; and stoves cooling systems, etc.
NOTE: All common areas (foyers, waiting rooms) should be thoroughly searched initially.
7.
C.
Detection of a Suspect Device or IED:
1.
2.
3.
4.
5.
6.
7.
D.
Police search teams will leave the building thirty (30) minutes prior to the
scheduled detonation of the device and remain out of the building for at least thirty
(30) minutes after the scheduled detonation.
All out of place items or unfamiliar objects should be regarded with suspicion.
If the search team has any valid reason to believe the suspicious object is in fact
an IED, it SHOULD NOT BE DISTURBED OR TOUCHED IN ANY MANNER. The
supervisor should be notified immediately. (Do not use radio.) If possible, for the
benefit of EOD and for evidential purposes in case of a detonation, the suspicious
object and the immediate area should be photographed and the room sketched.
After visual inspection, the supervisor should direct the immediate evacuation of
the building. The supervisor should then leave the building. After moving to a safe
distance (100 yds/300 ft.), the supervisor should contact the Communication
Center, report the finding, and request the Chatham County Bomb Squad or Fort
Stewart EOD for assistance.
Communication will contact Chatham County Bomb Squad first. If Chatham
County is unable to respond, Fort Stewart EOD will be notified by calling, 912767-8717 or (8718) (0700 to 1500), or their 24hrs. number 912-368-6529 and ask
for EOD stand-by. Communications specialists should report to officers on the
scene the reason for denial of any request for service.
Communications personnel will immediately notify the Senior Lieutenant, Chief of
Police, and University President. They will also confirm that the FIRE Department
and Chatham County EMS are in route per the notification protocol.
The on-scene supervisor will establish a perimeter around the building that is at
minimum 100 yards / 300 feet away. (NOTE: Consideration should be given to this
distance if flying glass may present a problem.) All pedestrian and vehicular traffic
should be kept outside this perimeter, rerouting traffic if necessary. All building
evacuees should be escorted outside this perimeter also. No person should be
allowed to enter the perimeter once it has been established except for the
EOD/Bomb Squad personnel.
Upon arrival of the Chatham County Bomb Squad or Fort Stewart EOD team, the
SSU DPS on-scene commander will render assistance to the team as required.
The EOD commander will assume command of the scene until such the device is
rendered safe.
Responding to a Post-Blast Scene
1.
2.
SSU EADMP MAY 2011
The initial responding officers to a post-blast scene will immediately set up and
secure a perimeter that is at least 50% larger than where the farthest piece of
evidence is found.
An accurate crime scene access log (form 108 #) of ALL individuals entering the
scene will be initiated as soon as practical or immediately after the perimeter has
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Savannah State University Emergency Action and Disaster Management Plan
3.
4.
5.
been established. If it is necessary to enter the scene, care must be taken to
preserve evidence. A designated entry / exit point will allow control over the scene.
Additionally, responding officers will maintain an area that all evacuees can be
safely held until they can be interviewed post blast investigator(s).
If it becomes necessary to evacuate the entire campus, SSU DPS will assist in the
evacuation.
The on-scene supervisor will also designate an area that will be utilized as a
command post to control all activities at the scene. The on–scene supervisor,
working with fire safety personnel / plant operations director, will ensure that all
electricity, gas and other utilities are turned off to the suspect area.
a.
IV.
V.
The possibility of secondary devices should be considered when
establishing a location for a command post. The most convenient may not
be the safest. Parking lots and major intersections should be avoided. The
area selected should be swept for explosives before the command post is
established.
INVESTIGATION:
A.
If necessary, the Senior Lieutenant will assign an investigator to assist the BATF,
as the lead agency, with the post–blast investigation. In the event that the BATF
does not want to pursue an investigation, GBI or SSUPD will then take jurisdiction.
B.
In the event the suspect device is a hoax, the BATF may relinquish the
investigation to SSUPD for prosecution under applicable Georgia Law, although
they will still maintain federal jurisdiction.
NEWS MEDIA PROTOCOL:
A.
At the scene of a bomb threat incident, the highest-ranking officer at the scene
may release pertinent information to the news media. However only verified,
preliminary information on the incident is to be released at the scene. As in any
major event that involves the media, the office of Communications and Community
Relations should be notified immediately.
B.
SSU DPS recognizes that, on occasion, certain information must be withheld from
the news media to protect the constitutional rights of an accused, to avoid
interfering with an investigation, or because the information is legally privileged.
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BOMB THREAT CHECKLIST
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Savannah State University Emergency Action and Disaster Management Plan
FIRE
SAFETY
APPENDIX
SSU EADMP MAY 2011
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Savannah State University Emergency Action and Disaster Management Plan
FIRE RESPONSE ACTIONS
All university buildings are equipped with fire extinguishers, smoke alarms and fire alarms, which are
audible and bear flashing lights for the hearing impaired. Floor plans depicting evacuation routes and
exits are placed throughout each building. In addition, lighted exit signs are located at every exit.
In the event of a fire or if there is a strong smell of smoke, the observer should immediately locate the
closest fire alarm and activate it. Upon activating the fire alarm, the observer should go to the safest
building or nearest telephone and call “911”.
SSU DPS, Savannah Fire Department, and the Thunderbolt Volunteer Fire Department will respond to
any campus emergency that involves fire. The chief of police will inform the president and the EPTF
chairperson of the emergency at the first opportunity available.
FALSE ALARMS
Since there is no way of knowing which alarms are false or which ones are real, all alarms are taken
seriously. When notified of fire alarm activation, the communications officer shall place a phone call to
the Thunderbolt Volunteer Fire Department and notify them that an alarm has been activated and its
location.
The Savannah State University Police shall immediately respond to the call and assess the situation
and evacuate the building. When the fire department personnel arrive, they will aid in the building search
to insure that it is completely evacuated and/or provide necessary assistance. If a fire is not discovered,
and the building is determined safe, the fire alarm will be reset and the occupants will be allowed to reenter the building.
University police shall make every effort to determine the party that activated a false alarm. If it is
discovered that the alarm was activated for precautionary reasons an officer will meet with the activator
and make a written report of the incident. Following the clearance of any emergency the chief of police
or his/her designee shall brief the taskforce chairperson and advise him/her of all losses and all
measures taken. A complete written report shall follow the initial briefing.
ACTUAL FIRE
In the event of an actual fire, police personnel shall keep the area clear and keep all persons a safe
distance from the building. Public Service shall be notified to cut off all utilities, i.e., gas, electricity, etc.
Weather conditions, the structure makeup, the proximity to other structures, the potential for explosion
due to hazardous materials and/or other combustibles being stored in the building shall be factors utilized
to determine the scope of further evacuation. Should the fire reach an uncontrollable state, the senior
fire official or the chief of police or his/her designee shall determine the level of evacuation
necessary and what additional emergency personnel may be needed.
The Director of Physical Plant or his/her designee shall be contacted to advise what materials are
stored in the building and what potential threat those chemicals may pose. If it is determined that
hazardous materials are stored in the building, the area shall be evacuated with the exception of
essential emergency personnel.
If the surrounding community is threatened, the Chatham Emergency Management Agency shall be
notified and their emergency procedures activated, if necessary.
If the campus community is to be displaced due to the potential threat of hazardous waste, the American
Red Cross shall be requested to open shelters to house residence hall students. University buses and
SSU EADMP MAY 2011
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Savannah State University Emergency Action and Disaster Management Plan
vans and local school buses requested through CEMA will be used to transport students who do not
have transportation and those with special needs. All evacuation procedures currently established shall
be utilized throughout the crisis with regard to location of evacuated students.
The Director of Auxiliary Services shall work with the food services department to have food prepared
when possible to send with students as they travel to a designated shelter. If it is impractical to obtain
food in advance, the Director of Food Services shall make the necessary arrangements to insure that
all displaced students are fed while housed in shelters.
Throughout the crisis, the Chief of Police shall keep the taskforce chairperson apprised of all
developments. The chairperson shall convene a meeting of the Emergency Preparedness Taskforce
(EPTF) as soon as possible to determine the appropriate course of action.
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Savannah State University Emergency Action and Disaster Management Plan
HAZARDOUS
MATERIALS
APPENDIX
SSU EADMP MAY 2011
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Savannah State University Emergency Action and Disaster Management Plan
HAZARDOUS MATERIALS RESPONSE ACTIONS
A hazardous materials incident may be a spill or release of chemicals, radioactive materials or biological
materials inside a building or to the environment. The user may manage simple spills. Major spills or
emergencies require emergency assistance.
Simple Spill
Does not spread rapidly
Does not endanger people
Does not endanger environment
Trained individual can clean up
Major Spill or Emergency
Spreads rapidly
Endangers people
Endangers environment
Must call for emergency assistance
The university shall direct its staff to store all hazardous material as specified by the manufacturer as
approved by Federal government regulations. In the event of a hazardous material spill, the university
police shall be notified immediately. The chief of police or his/designee shall immediately secure the
area and notify emergency personnel to contain the hazardous material and to secure first aid for any
injured persons. Any person that has been contaminated will be contained in a secure area to avoid
contaminating others.
The Director of Physical plant or his/her designee and the university safety coordinator shall be
contacted to assist in the identification of the chemical if it has not been determined.
University police will notify the Chatham Emergency Management Agency if it is determined that the
incident compromises the safety of the campus community and the surrounding areas. Based on the
findings and recommendations, the campus shall either be partially or completely evacuated.
If total evacuation of the campus becomes necessary, evacuation shall be carried out as specified in the
hurricane evacuation plan. A request shall be made to CEMA to have the American Red Cross open
shelters throughout the county to house residence hall students and those with special needs.
The EPTF chairperson shall be notified of the emergency as specified in the EMDP. The chairperson
shall determine the command site and convene the taskforce.
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Savannah State University Emergency Action and Disaster Management Plan
HURRICANE/TROPICAL
STORM
APPENDIX
SSU EADMP MAY 2011
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Savannah State University Emergency Action and Disaster Management Plan
HURRICANE APPENDIX
Savannah State University is located on the coast of Georgia. Its proximity to the ocean and its location
on the marsh makes it particularly susceptible to the threat of tropical storms and hurricanes. For this
reason, it is incumbent upon the university to develop and have a readiness plan that allows for the
timely notification and evacuation of students, faculty and staff when a storm threatens. The plan
identifies the emergency resources needed, what tasks are to be performed, when they are to be
performed, by whom they are to be performed and time frame for activation of the plan.
HURRICANE
A hurricane is a severe tropical storm that is characterized by storm surge, gale force winds, and
torrential rains. Flooding and wind damage may extend hundreds of miles inland beyond the coastline.
Usually the storm reduces in its intensity as it moves inland but tornadoes, flash floods and severe
thunderstorms are often aftermaths of the storm. The massive intensity of the storm gives it the ability to
destroy everything in its path, down power lines, contaminate water supplies and knock out
communications.
HURRICANE SEASON
The Atlantic Hurricane Season is defined as June 1 through November 30. Georgia has typically been
affected during the months of August, September and October. There are five categories of hurricanes
and the higher the category, the more severe the threat of the storm. Tropical storms (34 mph to 74 mph
winds) can also cause high wind, heavy rain, storm surge and the potential for tornadoes.
Awareness: An annual hurricane awareness seminar will be held for all university community members.
The chief of police, vice president for student affairs, assistant vice president for student affairs, and the
director of human resources will arrange for the seminar to be conducted within two weeks of the
beginning of Fall Semester. The vice president for student affairs will direct the student affairs program
staff to develop a format and time line for all students to participate in a Hurricane Awareness Seminar.
The seminar will provide information about university emergency plans and procedures and expectations
of students, faculty and staff in an emergency event, including one requiring evacuation. This is intended
to provide awareness and better preparation in the event a storm threatens.
WARNING SYSTEMS AND STAGES
The Chatham Emergency Management Agency, referred to as “CEMA,” is the agency entrusted to
provide residents of Savannah-Chatham County with the latest information on threatening weather
conditions and storms that threaten the area. CEMA will provide information about an approaching storm
and advisories on the need to evacuate and evacuation logistics. Watches and warnings are issued by
the National Weather Service National Hurricane Center.
Tropical Storm Watch: An announcement that tropical storm conditions (sustained winds of 39 to
73 mph) are possible within the specified coastal area within 48 hours.
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Savannah State University Emergency Action and Disaster Management Plan
Tropical Storm Warning: An announcement that tropical storm conditions (sustained winds of 39 to
73 mph) are expected within the specified coastal area within 36 hours.
Hurricane Watch: An announcement that hurricane conditions (sustained winds of 74 mph or
higher) are possible somewhere within the specified coastal area. Because hurricane preparedness
activities become difficult once winds reach tropical storm force, the hurricane watch is issued 48
hours in advance of the anticipated onset of tropical-storm-force winds.
Hurricane Warning: An announcement that hurricane conditions (sustained winds of 74 mph or
higher) are expected somewhere within the specified coastal area. Because hurricane preparedness
activities become difficult once winds reach tropical storm force, the hurricane warning is issued 36
hours in advance of the anticipated onset of tropical-storm-force winds.
SAFFIR-SIMPSON SCALE
CAT
MPH
KTS
DAMAGE
1
74-95
64-82
Minimal
2
96-110
83-95
Moderate
3
111-130
96-113
Extensive
4
131-155
114-135
Extreme
5
+ 155
+ 135
Catastrophic
The SSU DPS will maintain contact with CEMA and will monitor CEMA alerts and advisories as well as
those of the National Weather Service for updates and tracking information on storms that may threaten
the university.
The Chief of Police or his/her designee will notify the vice president for business and financial affairs
that a tropical system has formed that could impact the campus and will continue to track the storm’s
development and provide daily updates to the vice president or his/her designee.
The VP for Business and Financial Affairs or his/her designee will convene a meeting of the EPTF
within two hours of receiving the initial notification that a storm that could impact the campus. He/she will
advise the taskforce members of the hurricane formation and place the taskforce and the university on
alert activating the “Preparedness Plan Stage One.”
PRE-PLANNING AND RESPONSIBILITIES
EPTF members represent a cross section of the campus and every area of the campus community. It is
incumbent upon each vice president, dean and director to meet with their respective units and establish
internal hurricane preparedness procedures. All procedures are to be submitted to the unit’s immediate
supervisor for approval and then submitted to the EPTF for approval.
STUDENTS: Due diligence will be applied to move residential students to safety once the decision has
been made that the campus should be evacuated. The vice president for student affairs will issue notification
to students immediately upon Stage One alert. All residential students will be sent to their residence halls to
collect toiletries, clothing, medications and other necessities for three days. Buses and/or vans will be secured
to transport students to an alternate site. Residence halls will be evacuated in the following order to maintain
a safe flow of traffic, expediting the evacuation process: Bowen-Smith, Freshman Living and Learning
Center, Peacock Hall, Bostic Hall, University Village, and University Commons. Resident directors, resident
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Savannah State University Emergency Action and Disaster Management Plan
assistants and community assistants will board the buses and/or van with the students once all students are
out of their respective residence halls. Students will be required to provide identification upon boarding
university evacuation transportation. University police will conduct a sweep of each residence hall to ensure
that it is empty.
Students who will evacuate on their own or by personal vehicle will notify university by providing their name to
their respective residential director and completing a waiver form before leaving campus.
Evacuation transportation and shelter is intended for on-campus residential students only. Students who live
off campus will be expected to make their own arrangements for transportation and shelter inland in the event
an evacuation of the Savannah area is called for. Information on public evacuation transportation and shelter
locations is available from CEMA at www.chathamemergency.org.
The Vice President for Student Affairs will instruct the assistant vice president for student affairs to
secure an active roster of all students housed in on-campus housing. Special attention and notation shall
be made of students that may require assistance because of disabilities. As long as appropriate space is
available (space to accommodate wheelchairs is available but limited on university buses), residential
special needs students can be evacuated by bus with the rest of the residential student population.
Alternatively, special needs students may access public transportation through Chatham Area Transit
TeleRide. The vice president for student affairs, with the assistance of the director of student
development, will designate staff to assist special needs students.
The Special Assistant to the Vice President for Student Affairs will work with the Director of
Marketing and Communications to provide timely communication to the student population regarding the
university’s emergency plans and immediate action to be taken. (See Annex A). The special assistant to
the vice president for student affairs will be responsible for obtaining an accurate count of the number of
students and staff assistants to be transported. This information will be delivered to the director of
auxiliary services so that the appropriate number of buses may be requested. Student Affairs must obtain
and maintain a completed travel manifest of evacuees. (See Attachment A, Student Affairs) The special
assistant to the vice president for student affairs will contact the host shelter(s) to communicate the
actual expected number of students and staff to be accommodated and will be in charge of all evacuated
students and staff.
The Director of Physical Plant will coordinate the securing of all windows and loose items that may
have the potential to become projectiles during a storm, and to secure any other property that may need
securing prior to the approach of a storm. The Director of Physical plant has responsibility for identifying
personnel that will serve as the transportation and relocation team for moving equipment and records
from the campus. The Director of Physical plant or his/her designee will maintain a central inventory of
items needed in an emergency or evacuation scenario, including flashlights, batteries, masking tape, cell
phone and pager batteries, generators, paper, markers and or labels used for marking the items to be
transported.
The Director of Auxiliary Services is responsible for coordinating with the assistant vice president for
student affairs to determine the number of students to be transported and the number of vehicles
necessary for transport. The director of auxiliary services is responsible for securing bottled water, nonperishable food items, flashlights, batteries and other equipment that may be needed by emergency
personnel. The director of auxiliary services shall secure space to store these items for use upon return
to campus. He/she will work with the food services department to have food prepared when necessary
to send with students as they travel to a designated shelter.
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Savannah State University Emergency Action and Disaster Management Plan
The Chief Information Officer is responsible for securing all central computer equipment in Hammond
Hall. He/she will be responsible for collecting all back-up tapes and ensuring their safe arrival at the
relocation point as well as overseeing the setup of any computer equipment there.
Computer Services in conjunction with the Physical Plant will, if needed, secure a moving company to
pack and transport all necessary computer equipment to the relocation site and return it to campus once
the notice is given to re-enter. If a company cannot be contracted to relocate the central computer
equipment, physical plant personnel will assist with transport of equipment it to the relocation site and
return to the campus. See Annex B, Communications and Warning and Annex I, Utilities.
The Director of Marketing and Communications is responsible for the assembly, preparation, and
dissemination of public information concerning the emergency and will work with local and surrounding
area media outlets. The university shall be notified by the director of marketing and communications of
emergency information and encouraged to consult these outlets regarding the university’s operational
status following the storm’s immediate threat. A remote access site will also be set up at Ft. Valley State
University to allow for web posting of university information. The director will maintain in his/her
possession current information on the number of students enrolled on campus and residing on campus.
SSU DPS is responsible for distributing two-way radios to taskforce members and providing assistance
to the president and the EPTF chairperson.
The Purchasing Department is responsible for identifying vendors that will be able to provide the
emergency supplies and services when needed in the event of a storm or emergency. The director or
his/her designee will implement contracts or arrangements for transportation for the evacuation of
students, faculty and staff as well as for vital institutional records and/or equipment. The director or
his/her designee shall be empowered to secure reservations of buses, tractor trailers, and a fork lift at the
earliest sign of an impending threat to assure access to needed equipment. The director will be
responsible for receiving emergency purchase requests from all units. These emergency purchase
orders will be held in a special file for activation when necessary and updated as needed by June 1 of
each year. The director will work closely with all task members to expedite purchase requests and insure
a timely delivery of materials, goods and services.
The Chief of Police or his/her designee shall be responsible for notifying the vice president for business
and financial affairs that a storm has developed. The chief shall also be responsible for tracking the
storm and providing timely updates on the storm’s progress. The chief will distribute communications
equipment to EPTF members and/or other personnel as appropriate. See Annex B, Communications and
Warning. The chief of police and SSU DPS will work with Residential Services to coordinate the orderly
evacuation of residential students and other personnel. If appropriate, the chief of police will assign a
number of police officers to remain on campus to protect against vandalism and looting.
The chief will provide the command center staff with information following the passage of the storm’s
immediate threat so that re-entry plans may be made.
Records: Institutional records are vital to the continued operation of the institution. Every effort must
be made to preserve these important records. Records will be transported from campus in the following
priority order:
a.
b.
c.
d.
e.
f.
Registrar’s Office
Computer Services
Student Accounts and Cashiering
Financial Aid
Admissions
Office of the President
SSU EADMP MAY 2011
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Savannah State University Emergency Action and Disaster Management Plan
g. Office of the Vice President for Academic Affairs
h. Institutional Research and Planning
i. Other Vice Presidential Offices
Each unit shall clearly label their storage containers that house vital institutional records. Labeling will
allow for rapid identification of the files and indicate which files are to be stored. Colored markers on
white paper should be used for this task if large labels are not available. Red, green and blue markers
are reserved for the Registrar’s, Financial Aid and Cashier’s Offices, respectively.
Each vice president is responsible for providing to the vice president for business and financial affairs a
list of files and equipment to be evacuated. These lists will be maintained by the vice president for
business and financial affairs and will be reviewed annually for needed updates.
In the event that tractor trailers cannot be secured in a timely fashion, Savannah State University
vehicles will be used to transport items of the highest priority from the following four offices: Registrar,
Financial Aid, Cashier, and President.
The Vice President for Business and Financial Affairs or his/her designee will be responsible for:
a) instructing the bursar in conjunction with the head cashier to identify all essential records, their
location and the quantity to be relocated in the event of an evacuation
b) securing labels inscribed with “Student Accounts and Cashiering”
c) instructing the director of human resources to identify all essential records, their location and the
quantity to be relocated in the event of an evacuation
d) securing labels inscribed with “Human Resources”
e) instructing the chief information officer to identify all essential records, their location and the quantity
to be relocated. These records shall include all back-up tapes, software and special hardware that
may be essential to the overall operation of the institution. The director shall secure labels to be
inscribed with “Computer Services.” Computer services staff will assist with the disconnecting of PC
hardware in various offices.
All labels shall be stored in a secure location until time to affix them to the storage cabinets and/or
equipment should an evacuation become eminent.
The Vice President for Business and Financial Affairs or his/her designee shall direct the director of
financial aid to identify all essential records, their location and the quantity to be relocated in the event of
an evacuation. They will label such records “Financial Aid.” His/her designee shall direct the registrar to
identify all essential records, their location and the quantity to be relocated. The registrar will identify
records to be moved with the label “Registrar’s Office.”
The Vice President for Academic Affairs or his/her designee shall identify all other essential academic
records, their location and the quantity to be relocated in the event of an evacuation. Labels inscribed
with “Academic Affairs” shall be secured. They shall be stored in a secure location until time to affix
them to the storage cabinets and/or equipment should an evacuation become eminent.
HURRICANE EMERGENCY ACTION EXECUTION
STAGE ONE
The Vice President for Business and Financial Affairs or his/her designee shall:
a.
receive notification from the chief of police or his/her designee that a hurricane has formed
SSU EADMP MAY 2011
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Savannah State University Emergency Action and Disaster Management Plan
b.
c.
convene a meeting of the Emergency Preparedness Taskforce within two hours of notification
and review all tasks to be performed, determine future meeting dates and times; and time
tables for notifying the president of preparedness status
direct all units to prepare emergency purchase orders for items needed which are not already
on file in Purchasing, i.e. buses, non-perishable food supplies, wood, tape, etc. All orders
shall be filed with the purchasing department supervisor until needed
Taskforce members shall meet with their respective units to ensure that all units are aware of the
impending threat and shall review the readiness plan for the unit, including preparations to implement
protective measures for vital records and data and preparations for evacuation.
STAGE TWO
The VP for Business and Financial Affairs shall:
a. convene a second meeting of the taskforce within 12 hours of initial meeting, as determined by
situation and in with consultation of the Chief of Police or CEMA, to disseminate latest information
from CEMA and NWS and determine if stage three is necessary. Evacuation, if needed, will be
initiated in coordination with CEMA when possible and should be decided by SSU not later than
30 hours before forecast arrival of tropical storm force winds (39 mph) and commenced not later
than 24 hours before forecast arrival of tropical storm force winds
b. activate stage three of the plan, if necessary
c. receive updates on the preliminary reservation and staging of emergency resources, i.e., buses,
trucks, etc.
STAGE THREE
In the event the storm continues to track as a potential threat to Savannah and evacuation appears
imminent, the VP for Business and Financial Affairs shall:
a.
convene a meeting of the taskforce
b.
authorize the securing of special services by confirming the initial reservations, i.e. buses,
shelters, etc.
The taskforce shall determine the time to cease all campus operations and disseminate a written
communication and SSU Alert to the campus community per the university’s action plan. The
communication shall include the date and time the university shall cease operations, the loading zone
and departure time(s), and the television and radio stations to listen to for updates on the university’s
future operating status.
c.
authorize all unit heads to activate the evacuation preparation and readiness procedures,
including protective measures for vital records and data and physical structures, as designed
for each unit.
STAGE FOUR
When it becomes imminent that the campus must be evacuated, the taskforce shall hold a meeting to
ensure that all stage three plans have been completed and that all authorized activities have been
carried out, i.e., all students have been properly informed and are at the loading zones, all records have
been relocated and secured and all other property has been secured, etc. The remote command center
shall be established. A date and time shall be established for all taskforce members to meet and
SSU EADMP MAY 2011
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Savannah State University Emergency Action and Disaster Management Plan
assemble at the command center following the passage of the storm to begin recovery and re-entry
procedures.
The command center at Fort Valley will be the Home Management House: 478-825-6295. A 24-hour
phone number for Fort Valley Public Safety is 478-825-6211.
All taskforce members will be issued a copy of all home telephone numbers, cellular telephone numbers,
pager numbers, relocation addresses and relocation telephone numbers. The chairperson shall issue
final instructions. All taskforce members shall be dismissed in accordance with the completion of their
respective assignments. Only essential staff shall remain until such time that all tasks have been
completed and all students, faculty and staff have evacuated the campus. The taskforce will re-enter
after clearance has been given by CEMA and it is save to do so.
Please note that all taskforce members should have on hand chargers and additional batteries for
communication devices.
Cell phone batteries should be requested in advance from the
telecommunications coordinator.
SSU EADMP MAY 2011
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Savannah State University Emergency Action and Disaster Management Plan
SUSPICIOUS
PACKAGE
PROTOCOL
SSU EADMP MAY 2011
Page 76
SUSPICIOUS PACKAGE PROTOCOL
IDENTIFYING A SUSPICIOUS PACKAGE
A suspicious letter or parcel might have some of the following indicators:















Origin - Postmark or name of sender is unusual, unknown, or no further address is given
Postmark city different from return address city
Postage - Excessive or inadequate postage
Restrictive markings
Addressed to title only
Poorly typed or written
Balance - The letter is lopsided or unusually thick
Weight - The letter or package seems heavy for its size
Contents - Stiffness or springiness of contents; protruding wires or components; oily outer
wrapping or envelope; feels like it contains powdery substance (When checking, do not bend
excessively)
Dust or powder residue on packaging
Smell - Particularly almond or other suspicious odors.
Writing - Handwriting of sender is not familiar or indicates a foreign style not normally received by
recipient. Common words or names are misspelled
Oily stains on wrapping
Protruding wiring
Rub-on block lettering
NOTIFICATION:


Notify SSU Police Department
Notify Supervisor or University Staff or Faculty
HANDLING A SUSPICIOUS PACKAGE




Do not handle or open a suspicious package
Immediately segregate it in an unused room or space
Attempt to verify the sender and/or the legitimacy of the package (i.e. ask the recipient if he/she
was expecting a package that matches the suspect package's size and shape)
If the letter or parcel remains suspect, call the SSU Police Department
INCIDENT RESPONSE PROTOCOL FOR SUSPECT NUCLEAR OR BIOLOGICAL RELEASE





Contain the material to minimize the impacted area
Contain the material to minimize the number of individuals exposed
Contain the potential impacted individuals to ensure that they receive proper medical attention
Remove non-impacted individuals from the area as quickly as possible
Maintain control of all potentially impacted materials
CONTAINMENT:


If material is released, impacted or potentially impacted individuals should move from the
immediate area to an adjacent control area. Minimize activities until appropriate response staff
arrives. If absolutely necessary, move impacted individuals into nearest bathroom facility.
Non-impacted individuals on the impacted floor should be evacuated, and await further
instructions from response team.
SSU EADMP MAY 2011
Page 77



Physical Plant will be notified by the chief of police or his/her designee or responding hazardous
materials response team to immediately turn off the HVAC system (heating and ventilation
system) for impacted and adjacent areas and bathrooms.
Isolate impacted area(s), e.g. shut door during exit. Do not allow any unprotected personnel into
the impacted area.
Retain all impacted material for response team.
SSU EADMP MAY 2011
Page 78
TORNADO/HIGH WIND
APPENDIX
SSU EADMP MAY 2011
Page 79
TORNADO
A tornado is a powerful column of air extending downward from a cumulonimbus cloud that can destroy
everything in its path. Tornadoes can reach wind speeds up to 300 miles per hour. Its damage path can
be in excess of one mile wide and fifty miles long. It is one of nature’s most powerful storms spawned
from powerful thunderstorms. Tornadoes can occur with minimal or no warning, although modern
weather prediction technologies allow advisories regarding the potential development of tornadoes in a
location (tornado watch).
WARNING SYSTEMS
Tornado Watch: The National Weather Service issues a tornado watch when conditions are favorable
for the formation of a tornado. Everyone should listen to the National Weather Service radio or the local
radio and television stations for updates and emergency information. The watch is exactly as it is stated.
There is not a scientific means to determine exactly when or if a tornado will form and where it will strike.
There should be a careful watch for funnel shaped clouds and or erratic cloud movements. If anyone
spots such activity it should be reported immediately.
Tornado Warning: The National weather Service issues a tornado warning when a tornado has been
sighted. This means that persons should take shelter immediately. A tornado is totally unpredictable. It
can swoop from the sky with great quickness and its movements are sporadic.
Emergency Preparedness Taskforce (EPTF): The taskforce will consist of those individuals
designated to formulate and carry out plans to handle emergencies that may threaten the university
community.
TORNADO EMERGENCY ACTIONS
Tornadoes are the product of severe thunderstorms and often are predicted by modern meteorological
technology. The chief of police or his/her designee maintains a weather radio equipped with an automatic
alert that signals when severe weather is approaching. When severe weather information is received it is
immediately communicated to the vice business and financial affairs as the Emergency Preparedness
Taskforce (EPTF) chairperson. It should be noted that weather conditions change rapidly and as a result;
students, faculty, and staff should stay tuned to local media or the National Weather Service for
information during periods of severe weather.
When the emergency action and disaster preparedness taskforce chairperson receives the weather
information he/she will:
a.
determine what taskforce members he/she will meet with relative to issuing an emergency
communication to the campus community.
b.
alert the university community, cease campus operations and issue precautionary measures
to be taken
All actions must be swift due to the rapid change in weather patterns and the lack of a reliable method for
predicting when and if a tornado will form or strike.
If an emergency communication is released, it shall be done utilizing the local media, the campus radio
station, the university web site, memorandum and/or flyers distributed to residence halls and classrooms.
Emphasis shall be placed on what areas have been identified as potential shelter locations. If the
designated safe zone is unreachable, individuals should be instructed to find an interior hall away from
windows. It will be the building coordinator’s responsibility to let building occupants know when it is okay
to leave the safe zone. University police or a member of the taskforce will notify the coordinator.
SSU EADMP MAY 2011
Page 80
The EPTF chairperson shall:
a. designate a primary command center location for the taskforce to meet following a tornado
strike at a predetermined time as closely as possible following the storm’s threat.
The Director of Physical Plant shall:
a. take the lead in damage assessment (see Annex C) and overseeing work crews to clear
streets and access to buildings.
The Chief of Police shall:
a. be responsible for securing aid for the injured, controlling traffic, and providing
for students, faculty, staff, and property.
protection
Tornado Drills:
The EPTF chairperson shall direct the chief of police or his/her designee to
conduct a tornado drill once per year. In addition to the tornado drill, information seminars shall be held
in conjunction with the student affairs personnel and incorporated with preparedness training.
The information seminar will stress:
1.
Define a tornado watch
2.
Emphasize actions to be taken during a watch
3.
Define a tornado warning
4.
Emphasize actions to be taken during a warning
5.
Emphasize the location of potential shelters
TORNADO WATCH: In the event a tornado watch is issued the university community shall be notified
and shall be requested to listen to the local radio station for weather information updates. Call the
university police or 911 if there is a formation of funnel shaped clouds. All persons should be ready to
take shelter immediately.
TORNADO WARNING: In the event of a tornado warning is issued the campus community shall be
alerted using the fastest possible means. All persons should stay indoors on the lowest floor of the
building, away from windows and doors, and use their hands to cover/protect their heads. Those
outdoors should move immediately inside a sturdy building. Automobiles are not safe refuge in a tornado.
RESIDENCE HALLS: All persons in the residence halls should go to the interior hallways on the lowest
floor possible and stay away from windows. All room doors should be closed to protect against flying
debris. Open spaces and windows should be avoided. Blankets and pillows are useful aids of
protection.
ACADEMIC BUILDINGS: All occupants should move to a basement or cellar if the building is so
equipped. If these are not available, all occupants should move to the lowest level possible away from
windows and open spaces. If possible, they should get under sturdy tables. They should hold and
protect their heads.
OPEN FIELDS: Persons caught out in the open should immediately try to find a ditch or ravine and
place their hands to shield their head.
VEHICLES: In the event persons are in vehicles they should immediately get out of the vehicle and look
for a ditch or ravine; lie down flat and cover their head. Under no circumstances should anyone attempt
to outrun a tornado in a car. The unpredictable nature of the tornado would only place the person at
greater risk.
Immediately following clearance of a tornado, SSU DPS officers and Physical Plant personnel will survey
the impacted area to identify any damaged structures, broken glass, and downed power lines to avert
further injury.
SSU EADMP MAY 2011
Page 81
SSU DPS personnel will identify the injured and provide first aid. No one will be moved unless they are
in immediate danger of death or further injury. In the event a move becomes necessary the injured party
will be moved only after the neck and back have been stabilized.
The EPTF chairperson shall predetermine the location of the primary and secondary command centers.
The chairperson and the committee shall assess the campus and determine what further assistance may
be required. The EPTF chairperson or the chief of police will communicate with CEMA to report damage
and resource needs. Emergency team will be designated as necessary to help bring the campus back to
operational status.
In the event a structure, including resident halls, must be evacuated because of storm damage, the
building emergency evacuation plan shall be put into effect. The university will identify a shelter area if
the damaged structure is a residence hall. If necessary, assistance shall be sought from the Chatham
Emergency Management Agency (CEMA) and the American Red Cross
SSU EADMP MAY 2011
Page 82
SECTION
11.0
ROSTERS
AND
CONTACT LISTS
SSU EADMP MAY 2011
Page 83
SSU EADMP MAY 2011
Page 84
SECTION
11.1
AGENCY
CONTACTS
SSU EADMP MAY 2011
Page 85
AGENCY CONTACTS
UNIVERSITY SYSTEM OF GEORGIA OFFICE OF THE CHANCELLOR
404-656-2202 office
404-657-6979 fax
LAW ENFORCEMENT / PUBLIC SAFETY
Savannah State University Police
912-358-3010
Federal Bureau of Investigations
912-232-3716
Georgia Bureau of Investigations
478-445-4173
Savannah Metro Police Department
911
Thunderbolt Police Department
912-354-3818
Thunderbolt Fire Department
912-354-3530
HOSPITALS
Candler
912-819-6000
Memorial
912-350-8000
St. Joseph’s
912-819-4100
Poison Control Center
912-355-5228
UTILITIES
City of Savannah Water Service
912-651-6460
Georgia Natural Gas/Atlanta Gas Light
1-877-427-4321
Georgia Power
1-800-390-2834
EMERGENCY MANAGEMENT
American Red Cross
912-203-7332
Chatham Emergency Management
912-201-4500
SSU EADMP MAY 2011
Page 86
SECTION
11.2
EMERGENCY PLANNING
TASKFORCE MEMBERS
SSU EADMP MAY 2011
Page 87
EMERGENCY PLANNING TASKFORCE MEMBERS
CONFIDENTIAL
NAME
MOBILE #
PAGER #
HOME #
Other
Andrews, Dedra
661-1056
n/a
748-8866
n/a
Awe, Jacqueline
429-2575
n/a
756-6966
656-1993
659-0141
n/a
659-0141
n/a
Best, Sandra
596-6602
n/a
303-0075
353-3298
Bradley, Bonita
596-1113
n/a
Brown, Alfred
659-0838
341-0081
356-2771
Campbell, Elaine
598-2411
921-6075
n/a
351-9050
n/a
Carter, Theron “Ike”
Caywood, Jean
Ann
Clark, Irvin
507-1904
n/a
236-2698
n/a
920-8230
n/a
844-2018
n/a
n/a
n/a
Cornelius, Adrian
429-0276
n/a
n/a
n/a
Crow, Michael
856-8260
n/a
233-0153
n/a
Delaney, Jeff
547-4338
n/a
n/a
713-2608
Bentley, Emily
Dozier, Cheryl
OFFICE #
358-3207
856-4808
358-
n/a
n/a
Dunn, Derrick
336-337-5068
n/a
336-708-2101
804-919-0431
n/a
n/a
Flythe, Claud
804-919-0431
n/a
Gates, Jane
308-4844
n/a
356-8393
804-943-5521
n/a
344-4566
n/a
Heyward, Loretta
429-3394
n/a
234-0310
n/a
Jackson, Arnold
658-0246
547-1442
826-4757
988-3453
n/a
Jolley, Edward
235-8221
n/a
Lowery, Randall
258-5202
495-6855
n/a
n/a
Mydell, Tonia
596-7529
n/a
n/a
n/a
Ogden, Ervin
912-396-1086
n/a
n/a
n/a
Roberts, Creighton
220-5353
961-2025
912-265-9713
n/a
Sarhan, Mostafa
220-0259
n/a
352-4291
Steffen, Joe
604-4147
n/a
790-9754
Stokes, Larry
844-8254
n/a
920-8808
n/a
944-4430 or
661-3698
n/a
Stovall, LaSonya
508-5439
n/a
354-5921
n/a
Haliburton, Joy
SSU EADMP MAY 2011
n/a
Page 88
SECTION
11.3
BUILDING
COORDINATORS
SSU EADMP MAY 2011
Page 89
Building Coordinators
ACADEMIC AFFAIRS
BUILDING
Drew-Griffith
Herty
Hodge
Hubert A
Hubert B
Hubert C
Hubert D
Jordan
Kennedy
Kennedy
(Aud., Band, Choir & Art Rooms)
Library / Adams Hall
Marine Sciences
Morgan Hall
NROTC
Payne
Social Sciences Building
Tiger Arena (classrooms)
Whiting
David Poole
John Young
Ivy Brannen
Matthew Gilligan
David Poole
Theresa Taylor-Jenkins
John Young
Sametria McFall
John Young
Pamela Majette
Margaret Hunter
Dr. Chris Hintz
John Young
Cdr. Edward GaNun & Capt. Kent Flowers
April Gentry
Carol Bostic
Rebecca Heyward
Estee Snowden
STUDENT AFFAIRS
King-Frazier
Bostic Hall
Bowen-Smith Hall
Freshman LLC
University Commons
University Village
Peacock Hall
Harris-McDew Health Ctr.
Gary Oliver
TBD
TBD
Stephanie Anderson
George Jackson
Christian Riles
Michelle Campbell
Phoebe Boles
Ebony King & Joanne Quarterman
TBD
Juan L. Campbell
TBD
Shaun Randolph
LaSonya Stovall
TBD
Denise Hills
OTHERS
Building Coordinators are responsible for communicating with students, faculty and staff in their
respective buildings information regarding the emergency or pending situation, accurately conveyed from
the SSU Command Center, chief of police, or director of marketing and communications. They will also
be responsible for ensuring that information provided by the director of marketing and communications is
visibly posted and reflected on all office voice mail.
Colston
Hill Hall
Gardner Hall
Wiley-Wilcox
Wiley-Wilcox (theater part)
Tiger Arena
Harris Hall (Security)
Hammond Hall
Dining Hall
Evers Physical Plant
Powell / Cottage Nine
Mary Ann Goldman
Tonia Mydell
Jasmine Miller
Theodore Whitaker
David Poole
Marilyn Suggs
Creighton Roberts
Sheila Johnson
Mia Buck
Randall Lowery
Pamela Miller
Ora Wright
Marie Butler-Blake
Marcia Cainion
TBD
Teresa Walker
TBD
Emory Matthews
Naomi Singleton
Laffette Thomas & Jajuana Chisholm
Arnold Jackson
Patricia Ogden
SSU EADMP MAY 2011
COORDINATOR
Carless Lawyer
Mulatu Lemma
Ike Carter
Alex Kalu
Samuel Dolo
Alberto De La Cruz
Jonathan Lambright
Yakima Buckner
Karen Conner
ALTERNATE
Regina Rawls
Shinemin Lin
Grace Curry
Marilyn Felder
Zelda James
TBD
Page 90
SECTION
11.4
SSU DPS
RECALL LIST / ORG. CHART
SSU EADMP MAY 2011
Page 91
SSU DPS Recall Roster
Creighton C. A. Roberts
Chief of Police
Keith I. Hayes
Deputy Chief
Raphael Hall
Lieutenant/Housing Office Liason
Juliette Freeman
Senior Secritary
Housing Manager
Emory Matthews
Fire Safety Inspector
Lucious Simmons
Sergeant
Phyllis Bailey
Chief Communications Officer
Rosalind Bowers
Admin Corporal
Jaquil Leeks
Communications Officer
Dwight Wiliams
Corporal
Watch Supervisor
Tremont Williams
Corporal
Watch Supervisor
Truit Thompson
Corporal
Watch Supervisor
Barbara Faitele
Security Guard Supervisor
Jeffery Walker Jr.
Peace Officer
Richard Hutcherson Jr.
Peace Officer
Vacant
Peace Officer
Anthony Moran
Security Guard
Marshal Hagins
Communications Officer
Georgia Welch
Peace Officer
George Smith
Peace Officer
Michele Atkins
Peace Officer
Katie Hall
Security Guard
Heniretta Holt-Moore
Communications Officer
Randall Burnett
Peace Officer
Courtney Williams
Peace Officer
Vacant
Harvey Knight
Security Guard
Yolanda Smart
Communications Officer
Tonji Wright
Gate Guard
Tuzet Adams
Gate Guard
Isreal Baker
Gate Guard
Sisawo Kanteh
Security Guard/Key Person
Anthony Scott
Gate Guard
Vacant
Gate Guard
Marvin Faison
Gate Guard
SSU EADMP MAY 2011
Andrea Glover
Communications Officer
Lester Kelly
Building Attendant
Carmen Cummings
Building Attendant
Vironica Richards
Building Attendant
Robert Lemon
Building Attendant
William Matlock
Building Attendant
Page 92
SECTION
12.0
ATTACHMENTS
SSU EADMP MAY 2011
Page 93
Attachment
A
STUDENT AFFAIRS
 SAMPLE IMPENDING WEATHER MEMORANDUMS
 AGENCY AGREEMENTS
 TRAVEL MANIFEST
SSU EADMP MAY 2011
Page 94
SSU Hurricane Evacuation
This is a notification to inform you that the hurricane season is in full swing. As an awareness
measure, Residential Services & Programs reminds on-campus residents of the University's
Hurricane Evacuation Policy found in the Residential Living Handbook.
Hurricane Evacuation Policy
A hurricane is a severe tropical storm that is characterized by tidal surge, gale force winds and
torrential rains. Flooding and wind damage may extend hundreds of miles inland beyond the
coastline. Savannah State University may evacuate in the event of a hurricane. If an evacuation
occurs, mandatory or voluntary, students should take the following steps.
1.
2.
3.
4.
5.
6.
7.
8.
8.
Always make sure the SSU Alert system has your current cell phone or other phone number
and e-mail address to receive urgent emergency alerts.
Your RD/RA or University Village staff is your first line of contact. Stay in constant contact
with them.
Let RD/RA or University Village staff know if you will be evacuating with college officials or if
you will be evacuating on your own.
If you will be evacuating on your own, let your RD/RA or University Village staff know the
address and telephone number to where you are evacuating.
If evacuating with the University, pack enough toiletries, clothing, medication and other
necessities for three days. Also, bring a pillow.
If possible, contact your parents to let them know of your plans.
When evacuating with the college, you will be provided food and shelter during your time
away.
Do not return to the campus until you get the "All Clear" message. Listen to local TV
and radio stations for this information.
Updates will be issued as they are received from CEMA. Review the Savannah State
Tropical Storm and Emergency Readiness Plan available through Residential Services,
Student Affairs and Public Safety Offices. Stay informed via the CEMA website at
www.chathamemergency.org.
Page 95
SAVANNAH STATE UNIVERSITY
DIVISION OF STUDENT AFFAIRS
POST OFFICE BOX 20521
SAVANNAH, GEORGIA 31404
MEMORANDUM
TO:
All Residential Students
FROM:
Vice President for Student Affairs
DATE:
<insert date>
RE:
Hurricane Emergency Action Plan – Update
As you know, Savannah State University has in effect a Hurricane Emergency Action Plan that governs
how all members of the community will prepare to evacuate in the event that it becomes necessary.
Effective <insert date>, Savannah State University remains under a general alert as we watch Hurricane
<insert name>. Please be advised that classes will still meet as scheduled today. The evacuation
procedures that were planned to be activated at noon today have been placed on hold. An updated
advisory will be released after <insert time> am/pm. Please proceed with business as usual and
maintain close contact with your resident directors and/or the Student Affairs Office.
If you have any questions, please contact the Student Affairs Office at 356-2194, 2195, or 2280.
Page 96
SAVANNAH STATE UNIVERSITY
DIVISION OF STUDENT AFFAIRS
POST OFFICE BOX 20521
SAVANNAH, GEORGIA 31404
MEMORANDUM
To:
All Residential Students
From: Vice President for Student Affairs
Re:
Hurricane Emergency Action Plan – Update
Date: <insert date>
As you know, Savannah State University has in effect a Hurricane Emergency Action Plan for use in the
event of a threat of a tropical storm or hurricane. This plan will govern how all members of the Savannah
State University community will prepare to evacuate, and respond to tasks to be performed, processes
for activation, and by whom they are to be performed.
To facilitate this process, you must call the Student Affairs Office immediately at 356-2194, 2195, 0r 2280
in advance should you choose to leave the campus on your own and/or by your own means. It is vitally
important that all instructions are followed and that each student strictly adheres to this plan, its
procedures, and processes for the timely and orderly accountability for all students.
If you have any questions, please contact Student Affairs Office immediately.
Thank you.
Page 97
SAVANNAH STATE UNIVERSITY
DIVISION OF STUDENT AFFAIRS
POST OFFICE BOX 20521
SAVANNAH, GEORGIA 31404
MEMORANDUM
To:
All Residential Students
From: Vice President for Student Affairs
Re:
Hurricane Watch
Date: <insert date>
We are in the process of watching Hurricane <insert name>
NO ACTION IS REQUIRED AT THIS TIME. EVERYONE SHOULD REMAIN IN AN “ON HOLD”
STATUS UNTIL FURTHER NOTICE.
As of <INSERT DATE> at <INSERT TIME >
The current forecast is for Hurricane "<INSERT NAME>" Update
<insert date and time>
Hurricane "<insert name>" continues as a major hurricane with winds around ___ mph at
__________(time and day). The storm is about _____ from the upper Georgia coast. <insert info on
storm>
REMEMBER
Proceed with business as usual and maintain close contact with your resident directors.
Thank you.
Page 98
SAVANNAH STATE UNIVERSITY
TRAVEL PASSENGER LIST
Vehicle ____________ Date_____________ Driver_____ Staff _________
Name
Last
Phone #
First
Student
ID #
Major
Allergies or
Medical
Conditions
Emergency
Contact
Emergency
Contact
Phone
Number
Page 99
Attachment B
MEMORANDA OF
UNDERSTANDING AND
AGENCY AGREEMENTS
Page 100
Page 101
Page 102
Page 103
Page 104
Page 105
Page 106
Page 107
Page 108
Page 109
Page 110
ATTACHMENT
C
EVACUATION
ROUTES
FT. VALLEY STATE UNIVERSITY
GEORGIA COLLEGE STATE UNIVERSITY
Page 111
Page 112
Page 113
Attachment
D
National Terrorism
Advisory System (NTAS)
Page 114
National Terrorism Advisory System (NTAS)
The National Terrorism Advisory System, or NTAS, replaces the color-coded Homeland Security
Advisory System (HSAS) used by the U.S. Department of Homeland Security to convey security
threat levels within the U.S. This system is intended to communicate information about terrorist
threats by providing timely, detailed information to the public, government agencies, responders,
airports and other transportation hubs, and the private sector.
NTAS Alerts will be issued the media and electronic means by the U.S. Department of
Homeland Security when credible information is available. These alerts will include a clear
statement that there is an imminent threat or elevated threat.
Imminent Threat Alert
Warns of a credible, specific, and impending terrorist threat against the United States.
Elevated Threat Alert
Warns of a credible terrorist threat against the United States.
The NTAS Alerts will be based on the nature of the threat: in some cases, alerts will be sent
directly to law enforcement or affected areas of the private sector, while in others, alerts will be
issued more broadly to the American people through both official and media channels. Using
available information, the alerts will provide a concise summary of the potential threat,
information about actions being taken to ensure public safety, and recommended steps that
individuals, communities, businesses and governments can take to help prevent, mitigate or
respond to the threat.
Source: www.dhs.gov; May 10, 2011
Page 115
Attachment
E
FACILITY DISASTER
RESTORATION AND
RECOVERY SERVICES
PRE-QUALIFIED
VENDOR LISTING
Page 116
University System of Georgia
Facility Disaster Restoration and Recovery Services Pre-Qualified Vendor Listing
Date: August 1, 2008
The following vendors have responded to the RFQ, provided the necessary information, and agreed in
advance to sign the Non-Exclusive Facility Disaster Restoration and Recovery Services contract (letter
on file with Bruce Holmes, Board of Regents Office).
Vendors are presented in alphabetical order:
BMS CAT
800-433-2940
EPIC Response
770-516-3491
Full Circle Restoration
770-232-9797
Munters
800-686-8377
North Ridge Restoration, LLC
770-751-6500
Parker-Young Construction
770-368-1000 main
478-757-9032 Macon
706-636-3381 Ellijay
Universal Restoration Services
866-877-8979
Page 117
Attachment F
Change
Updated titles, including vice
president for business and
financial affairs
Changed location of command
center from Hammond Hall to
Hill Hall
Revised notification procedure
to reduce number of calls DPS
chief has to make; shifts partial
responsibility to office of VP for
Business and Financial Affairs
Revised Appendix D to reflect
change to federal threat
advisory system
Inserted updated list of building
coordinators
Updated hurricane watch and
warning definitions and timing
to match new National
Hurricane Center definitions
Made each functional annex
begin on new page to make
them easier to find and use
Updated president name
Record of Changes
Location
Throughout document
Date
Fall 2010
By
EB per EPTF
Section 3.4 and
elsewhere as appears in
document
Section 3.1 and Annex B,
Communications and
Warning
May 2011
EB per EPTF
May 2011
EB per EPTF
Appendix D
May 2011
EB
Section 11.3
May 2011
EB per EPTF
Hurricane/Tropic Storm
Appendix
May 2011
EB
Section 9.0
May 2011
EB
Front cover and as
appears throughout
document
May 2011
EB per EPTF
Page 118