TYPES OF EMERGENCIES AND ACTIONS TO BE TAKEN
1. Oil/Chemical spills or environmental damage
 Contact the NYS DEC Spill Hotline at
800-457-7362
 Contact Coast Guard National Spill Response
Center at 800-242-8802 (only in specific
circumstances, locations?)
 Contact Program Manager (see Attachment A)
2. Statewide or regional emergencies – including
those occurring in areas beyond campus – where
campus has been requested to assist in the
response
Contact Program Manager (see Attachment A)
Program Managers act as a liaison with State
Emergency Management Office (SEMO)
3. When persons injured, facilities evacuated, or
public access to campus is affected
Contact Director of Law Enforcement Services
518-443-5116 and Program Manager (see
Attachment A)
4. Unanticipated, sudden and unexpected oncampus occurrence (including those occurring
within Residence Halls) on State property
which involves a pressing necessity for
immediate action
Contact Program Manager (see Attachment A)
AND FOR ALL OF THE ABOVE
by E-mail notify
David Lavallee, Executive Vice Chancellor for
Academic Affairs & Provost
Phone # 518-320-1251
David.lavallee@suny.edu
Morgan Hook, Assistant Vice Chancellor for
Communications
Phone # 518-320-1304
Morgan.hook@suny.edu
Karren Bee-Donohoe, Director, Capital Facilities
Phone # 518-320-1894
Karren.bee-donohoe@suny.edu
August 1, 2011
Page 2
PROCEDURES FOR DECLARING AN EMERGENCY
DEFINITION OF EMERGENCY
The New York State Public Buildings Law defines a "construction emergency" as :
damage to or a malfunction in buildings or property of the state of New York caused by an
unanticipated, sudden and unexpected occurrence which involves a pressing necessity for immediate
repair, reconstruction or maintenance in order to permit the safe continuation of a necessary public
use of function, or to protect the property of the state of New York, or the life, health or safety of any
person. [PBL §9]
PROCEDURE
1.
Campus Notifies the Program Manager at SUCF
The campus Program Manager at the State University Construction Fund, the Associate Vice
Chancellor for Finance and Business, and the Assistant Vice Chancellor for University Police and
Director of Public Safety should be notified of all emergencies. In instances where the emergency is
not considered critical or sensitive, notification can be made via e-mail. Otherwise, all efforts should
be made to contact Program Managers and Vice Chancellors immediately (see Attachment A). If the
Program Manager assigned to the campus is unavailable, the campus should contact any one of the
other Program Managers.
2.
Campus Documents Emergency and Completes the Campus Declaration of Emergency
[Exhibit A]
All requests for funding through the State University Construction Fund emergency
program must be submitted by the campus using the attached Campus Declaration of Emergency
[Exhibit A]. This declaration should be completed and signed by the campus president or designee
and submitted to the appropriate campus Program Manager at the State University Construction Fund
as soon as possible. For critical or serious emergencies, the requested information can be faxed or
phoned into the State University Construction Fund prior to being signed by the campus president or
designee. In addition, documentation such as pictures, videos, witness statements, official reports,
etc. should be maintained by the campus and submitted to the State University Construction Fund as
necessary.
3.
State University Construction Fund Evaluates Submissions to Determine if Emergency is
Eligible for Emergency Funding Program
The information provided is reviewed to determine whether the emergency is eligible for the
emergency funding program. One of the primary considerations is whether or not the situation meets
the basic definition of a "construction emergency", as defined by the New York State Public Building
Law. If the circumstances presented by the campus do not qualify for the emergency funding
program, this decision must be documented and the campus promptly notified.
August 1, 2011
Page 3
When assessing the situation, it is important to consider if the project being requested is really a
project that should be addressed through the campus minor rehabilitation and repair program.
Additionally, if the emergency signals the need for a capital project to eliminate the potential for
recurring emergencies of a similar nature, the campus multiyear capital plan must include, or be modified
to include, such projects.
Lastly "construction emergencies" involving residence halls are not eligible for funding under
this program and must be funded through the campus Dormitory Income Fund Reimbursable (DIFR)
program; contact the Office of Associate Vice Chancellor for Finance and Business for information about
this fund.
For situations that qualify for the emergency funding program, it is critical that the campus
remain aware that any costs in excess of $300,000 will be paid for by funds identified by the campus. It is
generally expected that these funds will be identified through an adjustment to their multiyear capital
plan.
4.
For Emergencies that Qualify for the Emergency Funding Program and are to be
handled by the Campus
In those instances where the campus will respond to the emergency situation, they must follow
the procedures found in Item 530.8 of the SUNY Procedures Manual; procedures include completion of
the Campus Declaration of Emergency form [Exhibit A], notification to the State Comptroller, and receipt
of quotes by the campus.
5.
For Emergencies that Qualify for the Emergency Funding Program and are to be
Handled by OGS
If OGS is to make repairs under the Public Buildings Law, the SUCF campus Program Manager
will complete OGS BDC 318 [Exhibit B] and the Construction Permit Application [Exhibit C], have them
signed by the Assistant Vice Chancellor for Capital Facilities and forward them to OGS. Your Program
Manager will contact OGS to initiate repairs.
6.
For Emergencies that do not qualify for the Emergency Funding Program
The campus identifies funding for the project.
August 1, 2011
Page 4
Attachment A
Campus Declaration of Emergency
Instructions:
Submit this completed declaration to the appropriate SUCF Campus Program Manager. For critical or serious emergencies, the following
information should be faxed or phoned to the SUCF as soon as possible. In addition, documentation such as pictures, videos, witness
statements, official reports, etc. should be maintained by campus. All "construction emergencies" requesting funding through the State
University Construction Fund emergency program must be reported on this form.
1. General information
Campus Name:
Campus Contact Person:
SUCF Personnel Contacted:
Date of Report:
Campus Contact Phone:
Date SUCF Contacted:
2. Description of Emergency (Use attachments if necessary)
Date and Time Emergency Occurred:
Campus Buildings and Facilities Affected (Please include
building numbers):
If Site Related, Where on Campus:
Describe Nature and/or Type of Damages
(include loss of electric, heating, cooling, water supply, sanitation,
etc):
3. Additional Information
Did Emergency Personnel Respond?
Yes
No
If Yes, Which Ones?
Did Any Personal Injury Occur?
Yes
No
If Yes, How Many Individuals?
Were Individuals Taken to Hospital
or Treated on Site?
Were Facilities Evacuated?
Yes
No
4 Other Individual/Agencies Contacted
Name of Agency or Individual
Contact Name
Title
Phone Number
Date and Time
5. Sign Below and Submit to the State University Construction Fund
__________________________________________________________________________________
Campus President or Designee
Date
To Be Completed By SUCF:
Date Report Received: _________ Emergency Funding Approval: Yes __ _ No __ _
Emergency Project Number and Title ________________________ _
Reviewed and Approved By ___________________________ _
Basis for Rejection (See Attached)