CGU Disaster Plan ROSTERS CGU Command Center The following individuals, in the order listed, are empowered to implement Disaster Procedures and assume responsibility for the Command Center in the event of an earthquake or other disaster: Interim President of CGU Vice President & Treasurer Provost Director of Facilities Dean of Students Bill Everhart Fritz Weis Phil Dreyer David Salazar Jim Whitaker The following individuals are to report to the Command Center to facilitate its operations. Director of Budget Director of Human Resources Director of Communication & Mktg. Leslie Negritto Brenda Leswick TBA Information Center Once Disaster Procedures are implemented, the following individuals, in the order listed, will assume responsibility for the Information Center: Dean of Students Director of Personnel - CGU Associate Dean Assistant Treasurer Jim Whitaker Brenda Leswick TBA Jennifer Stockton CGU Representatives to All-College EOC In order listed: Associate Dir. of Com. & Mrktg Secretary for Com. & Mrktg. Carol Bliss Mandy Davis CGU Representatives to All-College Disaster Readiness Committee Facilities Director David Salazar CGU Facilities Coordinator Sam Leon CGU Disaster Preparedness Committees Vice President & Treasurer, Chair Director of Facilities David Salazar CGU Housing Secretary Linda Roberge Assoc. Dir. of Communications and Mrktg. Carol Bliss Dean of Students Jim Whitaker Facilities Coordinator Sam Leon Director of Personnel Brenda Leswick Manager of McManus Lounge Virginia Ramirez Assistant Treasurer Jennifer Stockton Faculty Representative Phil Dreyer Subcommittees Contingencies, Faculty/Student Involvement and Key Participant Logistics Vice President for Finance & Treas., Chair Faculty Representative Dean of Students Data Systems Manager Assistant Treasurer Equipment, Facilities, Food & Evacuation Teams Director of Facilities, Facilities Coordinator Housing Secretary Manager, McManus Lounge Education and Training Assistant Treasurer Assoc. Dir. of Communications and Mrktg. Associate Dean Bill Everhart Phil Dreyer Jim Whitaker Stuart Fermenick Jennifer Stockton David Salazar Sam Leon Linda Roberge Virginia Ramirez Jennifer Stockton Carol Bliss TBD CGU Evacuation/Evaluation Teams Team #1 Maint. Mech. Phil Dreyer Education Dean DeCocker Art Linda Roberge(c,b) Housing Pat Stodola (c,b,r) Facilities Team #2 Tom Giblewski(c,b,r) *Maint. Mech. Virginia Ramirez(c,b) Lounge Jeanette Baca (c,b) GMB Teresa Shaw Provost Office Building Assignments CGU Housing 1111 Dartmouth CGU Art 251 E. 10th Office of Career Service 1017 N. Dartmouth Building Assignments Harper Hall 150 E. 10th Harper East 160 E. 10th McManus Hall 160 E. 10th Teacher Ed (GMB) 925 N. Dartmouth Team #3 Sam Leon(c,b,r)* Ana Chavez (c,b) Mary Fallis (c,b) Wes Balda Team #4 Darrell Martinez(c,b,r)*Info. Tech. Jackie Huntzinger Religion Willie Drake(c,b) Inf. Tech. Lisa Griffith (c,b) History Facilities Coord. Art Stone Library Mgmt. Building Assignments Jagels 165 E. 10th Stone Library 131 E. 10th English Dept. 143 E. 10th Math 121 E. 10th Burkle Building 1021 N. Dartmouth * = Team Leader c = C.E.R.T. Training b = backpack r = radio Building Assignments Humanities Center 740 N. College History 710 N. College Philosophy 736 N. College Music Dept. 139 E. 7th A.C.B. 130 E. 9th I.A.C. 831 Dartmouth EMERGENCY OPERATIONS COMMAND CHAIR University President Stead Upham Support Required Runners Executive Authority and Responsibility Serves as Incident Commander, overseeing entire operation Declares and ends campus State of Emergency Establishes Emergency Operations Center Directs emergency operations using key personnel to carry out instructions Directs activities with outside groups Authorizes all press releases Makes final decision on major conflicts during emergency response EOC CHAIR CHECKLIST __ Declare State of Emergency __ Minor Emergency __ Major Emergency (affects a few buildings) __ Disaster __ Instruct Operations Chair to contact emergency personnel __ Set up Emergency Operations Center (EOC) __ Brief and Direct Six-College Liaison Officer to report to Six College EOC (if operational) Remain in close contact with: Operations Officer Logistics/Facilities Officer Six College Command Liaison PR Liaison Officer Planning/Documentation and Finance Officers Once the above actions have been completed, the role of the EOC Chair is to mediate and lead. PUBLIC RELATIONS LIAISON Director of Communications and Marketing Marilyn Thomsen Support Required Runners Responsibilities Establish and maintain public affairs and communication system during emergency or disaster situation Maintain close contact and communication with EOC Chair/Incident Commander Handle all media relations and rumor control Initiate out of area communication system Direct Public Relations of CGU Refer public volunteers to appropriate officers Maintain communications with Six-College Command Liaison Monitor Emergency Radio Broadcasts Remain in close contact with: EOC Chair All-College Command Liaison PR LIAISON’S CHECKLIST Emergency Broadcast Monitoring Find a volunteer to listen to battery operated radio and monitor it for emergency broadcasts; keep EOC Chair apprised of nature of emergency, information relevant to CGU’s disaster response. Media Relations and Rumor Control Maintain close contact with the EOC and support officers; the EOC Chair and Planning Officer know what’s going on; the support officers know what’s being done, what the rumor are, etc. Maintain contact with the Six-College Command Officers in the Six-College EOC Serve as the spokesperson with outside media and other entities regarding the status of the situation on campus. Out of Area Communications Systems With approval of the EOC, contact __________ to initiate out of area communications systems. Also, if so determined, initiate mutual aid so that CGU may begin to receive staff assistance from ________. ALL-COLLEGE COMMAND LIAISON Assoc Director of Communications & Marketing Carol Bliss Responsibilities Report to EOC Chair/Incident Commander for briefing on College condition Report to Six-College Emergency Operations Center State CGU’s needs for outside support services Communicate CGU’s surplus services to others Maintain communications between EOC Chair/Incident Commander and AllCollege Emergency Operations Center. ALL-COLLEGE COMMAND LIAISON CHECKLIST _ Immediately upon notification of an emergency or disaster, grab your batteryoperated radio and report to the EOC Chair/Incident Commander for briefing on CGU condition. _ If so directed, proceed to the All-College Command Center _ Throughout the duration of the emergency, stay in touch with the EOC through voice contact with the EOC Chair, communicating needs of the College to the AllCollege Command Center, and vice versa. Communication is VITAL to your position _ Keep EOC Chair apprised of CUC services available _ Keep All-College Command staff apprised of CGU’s needs for outside services and any surplus services available to others at the Colleges OPERATIONS CHAIR Vice President for Finance and Treasurer Bill Everhart Support Required Runners Writers Responsibilities Assist EOC Chair Report CGU’s responses to EOC Chair/Incident Commander Evaluate Emergency Initiate contact with key personnel In conjunction with Facilities/Logistics Officer, begin assessment of CGU conditions Set operations priorities with officers Deploy campus resources to maintain safety and order Establish log of events Readjust and reallocate resources as required Resolve conflicts on operations priorities and resources Work with Finance/Administrative Chair to ensure compilation and coordination of records to submit to insurers OPERATIONS CHAIR CHECKLIST _ Initiate and maintain contact, both oral and written, with Division Chairs, Medical Services and Search and Rescue Supervisor _ Collect and maintain roll call information, updating if necessary, submit data to Planning Chair _ If deemed necessary, advise EOC Chair of need to initiate out-of-area support _ Advise EOC Chair of appropriate priorities for medical services and search & rescue; oversee activities of these two units, redeploying staff and equipment, as necessary. INFORMATION CENTER CHAIR Dean of Students Jim Whitaker Support Required Area Representatives Runners Responsibilities Ensure that faculty and staff assemble in designated areas and report in to Area Representatives Receive status reports and roll calls from Area Representatives Report roll call, known casualties and damage to Operations Chair (who passes this information on to designated personnel for appropriate action) Liaison between faculty and staff and Operations Chair in EOC Coordinates and documents faculty and staff arrivals and departures INFORMATION CENTER CHAIR CHECKLIST _ _ _ _ _ Collect roll call and known casualty reports from Area Representatives Deliver these to Operations Chair Encourage faculty, staff and students to remain at Mudd Quad Keep a list of all employees who are volunteering in the emergency operation. Keep track of all employees’ arrivals and departures, documenting time and date of departure. Pass on to Finance/Administration Chair You are the employee liaison with the EOC. Keep employees out of the EOC, work with Area Representatives to ensure employee safety, and maintain open communication to ensure calm and control. GRADUATE STUDENT HOUSING CHAIR Resident Manager Linda Roberge Support Required Runners Responsibilities Oversee organization of students in reporting/assembly area Take roll call Report roll call and known casualties to Operations Chair Coordinate and document student departures Serve as liaison between students and EOC GRADUATE STUDENT HOUSING CHAIR CHECKLIST _ _ _ _ _ _ _ Collect roll call and known casualties Deliver these to Operations Chair Move walking wounded to Mudd Quad Through Six-College Liaison, coordinate any chaplain or counseling services provided by CUC Identify student volunteers who can assist key EOC personnel as runners, writers, document assistants, etc. Coordinate this effort. Document all student departures and arrivals Maintain a list of students that were sent to help and where they were sent. FACILITIES/LOGISTICS CHAIR CGU Facilities Director David Salazar Support Required Runners Assistants Food Services Supplies Transportation Responsibilities Secure and monitor supplies and support personnel Supply and coordinate set up of EOC Coordinate support staff with CUC Facilities Officer Provide equipment and personnel to perform shutdown procedures Provide vehicles for on-campus and off-campus transportation needs Distribute emergency supplies and equipment to appropriate emergency officers Furnish emergency power and lighting as needed In coordination with Six-College Liaison Officer, direct logistical support between CGU and CUC Provide sanitation needs Provide food and water needs Provide shelter needs Provide support supplies (heavy equipment) Maintain transportation support for equipment and supplies FACILITIES/LOGISTICS CHAIR CHECKLIST _ _ _ _ _ _ _ _ _ _ Receive damage assessment reports, report to EOC chair Assess existing facilities Coordinate services and support effort Declare buildings safe for entrance by emergency personnel Declare buildings safe to enter or supply entrance barriers Direct emergency repairs Establish alternative facilities as needed Keep EOC advised of the status of support services Maintain and renew equipment and supplies as needed Oversee utilization of carts, other campus transportation vehicles PLANNING/DOCUMENTATION CHAIR Provost Phil Dreyer Support Required Writers Responsibilities Compiles logs of events Takes receipt of roll call information Keeps list of casualties and monitors status Documents regulations, procedures, measures authorized by EOC Chair/Incident Commander Directs flow of information into and through the EOC Documentation Unit The Documentation Unit is responsible for maintenance of accurate, up-to-date incident files. Duplication services will also be provided by the Documentation Unit. Incident files will be stored for legal, analytical, and historical purposes. Responsibilities Set up work area; begin organization of incident files Establish duplication service; respond to requests File all official forms and reports Review records for accuracy and completeness; inform appropriate units of errors or omissions Provide incident documentation as requested Stores files for post-incident use PLANNING/DOCUMENTATION CHAIR CHECKLIST _ _ _ _ _ Collect roll call information from Operations Chair Casualty count - monitor this regularly Daily log of events Deliver roll call information as directed for _ EOC _ Public Information _ Any other officer who asks, within reason Appoint Staffing Officer (or do it yourself) You are in charge of the internal EOC operations COMMUNICATIONS OFFICER Associate Provost TBD Support Required Runners Responsibilities Monitor and document verbal and radio communication Provide support to the Planning/Documentation Chair COMMUNICATIONS OFFICER CHECKLIST _ _ _ Set up EOC charts Provide office supplies as needed Maintain current status of all Field groups FINANCE/ADMINISTRATION CHAIR Director of Budget Leslie Negritto Support Required Writers Responsibilities Oversee completion of all forms documenting responses to emergency (for submission to FEMA, State, etc.) Establish contact with EOC Chair Determine need for compensation-for-injury claims Coordinate procurement needs with Logistics Chair Track all expenses Manage all claims - related activities for incident Manage all financial aspects of incident Ensure accurate recording of daily personnel time Establish and maintain contact with Financial Services FINANCE/ADMINISTRATION CHAIR CHECKLIST _ _ _ _ Develop a list of all personnel working on the incident and document the amount of time they are involved (receive reports from Operations Chair) Determine the cost of all contract services Document the cost of all College damage Track the cost of all supplies used as a result of the incident AREA REPRESENTATIVES Support Required Runners Responsibilities: Assess the situation coordinate and communicate with the Information Center Chair AREA REPRESENTATIVE CHECKLIST In the event of an earthquake or major emergency other than fire, use the following checklist as a guide to your responsibilities as a staff Area Representative: _ _ _ _ _ _ _ _ _ _ _ Locate emergency clip board with list of staff in your department, Emergency Notebook If appropriate, activate emergency evacuation procedures Go to evacuation site; take roll Keep track of employees arrivals and departures - report to the Information Center Chair Depending upon the severity of the emergency, request search & rescue and first aid teams through the Information Center Chair If classrooms or studios are in your department, receive roster from Faculty of students present, injured, etc. Have runner deliver roster to Information Center Chair at Mudd Quad Keep a written list of all other individuals in your area (faculty, staff, visitors); note those injured or in need of assistance of some kind; have runner deliver list to Information Center Chair Advise everyone to meet at Mudd Quad for information on the status of the disaster Receive directions regarding handling of injuries, possible evacuation of building, etc. from the Information Center Chair at Mudd Quad Keep all calm; encourage staff to assist one another Turn on available radios to listen for emergency broadcasts DO NOT turn off gas lines, report to EOC if there is a fire or you smell natural gas CONTINUE TO MONITOR the situation and stay in regular contact with the Information Center Chair at Mudd Quad REFER to your Emergency Notebook for more detailed information SEARCH & RESCUE SUPERVISOR Facilities Coordinator Sam Leon Support Required Search and Rescue Teams Responsibilities Supervise the Search and Rescue Group which has the primary responsibility of locating and rescuing students, staff and faculty from hazardous conditions during emergency incidents Assess the impacted area Search and rescue Contain environmental threats to life (i.e. fires, utility hazards, etc.) Contain environment threats to property SEARCH AND RESCUE SUPERVISOR CHECKLIST _ _ _ _ _ _ _ _ _ _ _ _ Report to emergency disaster supplies storage container Upon activation, don safety gear and gather/distribute equipment Log the names of all group members and their assignments Report to the Operations Chair Assign teams per instruction by the Operations Chair Communicate with the teams, assess the situation and gather intelligence Identify all hazards and establish a safety zone Develop and communicate an Action Plan Begin operations and monitor actions closely Keep Operations Chair advised of the operation’s status Upon completion of assignment, notify Operations Chair of availability Coordinate search and rescue for students with GSH Chair CLAREMONT GRADUATE UNIVERSITY EMERGENCY PROCEDURES Dial 72000 in an Emergency Bomb Threats 1. Ask the caller questions: Where is the bomb? When is the bomb set to go off? What does it look like? 2. Take notes on everything said and be sure to notice any background noise, voice characteristics, etc. 3. Report the threat immediately to Campus Security at 72000. 4. Notify your supervisor Earthquake 1. Take cover under a desk or table, protecting as much of your body as possible, especially your head and neck. 2. Stay away from windows and objects that may fall. 3. Do not run outside. 4. If outdoors, stay in an open area. 5. After the shaking stops, evacuate to your designated evacuation site, and report to your area representative or report to the Information Center at Mudd Quad. Evacuation 1. Calmly and quietly walk to the nearest exit. 2. Do not use elevators 3. Follow instructions of area representatives or other emergency personnel. Fire 1. Call 72000 and report the location and nature of the fire. 2. Activate the closest fire alarm 3. Evacuate to designated evacuation site and report to your area representative. Medical 1. Dial 72000 and report the nature of the illness or injury and the location. 2. Notify your supervisor 3. Provide medical care if trained and qualified, or seek help from trained personnel. Your Area Representative is: _____________________________________________ Your Evacuation Site is: _________________________________________________ CLAREMONT GRADUATE UNIVERSITY EMERGENCY RESPONSE INFORMATION In the event an earthquake or major emergency strikes the campus, CGU is prepared to implement an Emergency Disaster Plan which includes the establishment of a Command Center, building-by-building check for personnel and building safety, first aid response and coordination with the Six College Emergency Operations Center. It is essential that each CGU employee be aware of the existence of this plan and be prepared to respond in a manner that ensures maximum safety for students, faculty and staff. Checklist for response in the event of a major emergency: _ _ _ _ Evacuate the building only after it is safe to do so Proceed to your designated evacuation site and report to your Building Monitor DO NOT LEAVE CAMPUS (missing persons will be sought under the assumption they are injured) until you have checked with your Area Representative (list below) If you are able to stay on campus to assist with calming students or other tasks, please inform your Area Representative. Staff are encouraged to keep comfortable walking shoes with them on campus, also an extra supply of medications, etc. should you not be able to leave campus for a period of time. AREA REPRESENTATIVES President’s Office Donna Standlea Provost’s Office Natalie Blickenstaff Office of External Relations: Communications and Marketing Mandy Davis st nd Development 1 & 2 floor Bobbie Maxie Development basement Bryan Schneider V.P. for Bus. & Fin and Treasurer’s Office Kelly Weidenhammer Information Technology at ACB Sue Sakrekov Information Technology at Harper Student Services Career Services Kim Knight Student Apartments Dana Wood/Linda Roberge Humanities Center Susie Guilbault Philosophy/History Holly Domingo IAC/Religion Jackie Huntzinger English Sonya Young Center for the Arts Art Connie Zehr Music Jody Orrison Education Teresa Wilborn Stone Library Carolyn Angus Teacher Education Joe Garcia English for Grad. Studies/Writing Center Carol Ellis School for Politics and Economics Sandra Seymour Drucker School of Graduate Management Kathy Winegarner Information Science Math School for Behavioral and Organizational Sciences Research Offices at 1st Street Higher Education Abstracts Mail room McNair Orlene Barger Leilani Balan Mary Solberg Jessica Johnson Bonny McLaughlin Ben Dixon Eloisa Johnson FACULTY EMERGENCY RESPONSE INFORMATION SHEET In the event an earthquake or major emergency strikes the campus, CGU is prepared to implement an Emergency Disaster Plan which includes the establishment of a Command Center, building-by-building check for personnel and building safety, first aid response and coordination with the Six College Emergency Operations Center. It is essential that each CGU faculty member be aware of the existence of this plan and be prepared to respond in a manner that ensures maximum safety for students, faculty and staff. Checklist for response in the event of a major emergency: _ _ _ _ _ _ If evacuation of the building is advisable, do so calmly and quickly. Proceed with class to the evacuation site. Take roll of the students in your class, utilizing the class roster in the Information Kit. (If evacuation is necessary, keep the class together and take roll at the evacuation site.) Direct the students to the Mudd Quad to await a status of the emergency. Provide the Information Center with the roll call, note any students who have left campus after roll was taken and any injured students. DO NOT LEAVE CAMPUS until you have checked in with the Information Center (missing persons will be sought under the assumption they are injured.) If you are able to stay on campus to assist with calming students or other tasks, please inform the Information Center. Designated evacuation sites are posted in the classrooms and are noted on a map located in the Information Kit. Information Kits are posted in the classroom next to the closest exit. CLAREMONT GRADUATE UNIVERSITY STAFF/FACULTY PERSONAL EARTHQUAKE PREPAREDNESS HOW TO PREPARE PERSONALLY You should know the CGU emergency plan and your role. Know who your Area Representative is and where to find that person. Be familiar with your building’s floor plan. Know where the stairs, fire extinguishers, exits are located and your evacuation site. Keep on hand such personal items as: _ _ _ _ _ Water First Aid Kit and needed medications Radio and batteries Comfortable shoes Some emergency rations Prepare yourself and your family at home so that they will know what to do, where to go, and how to cope until you are able to get home. WHAT TO EXPECT _ _ _ _ _ _ _ _ Everything shakes and rattles There is a lot of noise (bang and rumble) Things will fall and break (such as ceiling tiles, bookcases, computer terminals, file cabinets, etc.) The motion will be severe - if you are standing, you may be thrown to the ground Most things will stop working (lights, telephones, computers, heat and air conditioning) Most windows probably will break, shattering glass into and around buildings and allowing strong drafts. There will be a big and dangerous mess. Fires started by electrical short-circuits may well be fed by broken natural gas lines. Because water lines may be broken, these fires could possibly burn out of control. Buildings may collapse totally or partially. There may be many injured and some dead. WHAT TO DO _ _ _ _ _ Remain calm; seek shelter under a desk or table, in an interior doorway, if possible, until the shaking is over. Evacuate the building only if there is fire, or obvious danger of collapse. DO NOT leave work until advised to do so by a member of the Emergency Personnel (missing persons will be sought under the assumptions they are injured). If you are trained, apply first aid to those in need. Work with your supervisor, Area Representative and others in charge to coordinate emergency search and rescue efforts. Your Area Representative is: ______________________________________ Your Evacuation site is: __________________________________________ Disaster Back Packs Maint. Mech. Facilities Maint. Mech. Tom Giblewski Facilities Facilities Coord. Sam Leon Facilities Facilities Secretary Pat Stodola Facilities Housing Secretary Linda Roberge Graduate Residence Halls Religion/IAC Jackie Huntzinger I.A.C. Dean of Students Jim Whitaker Harper Admin. Asst. to Pres. Donna Standlea Harper Dir. Comm. & Mrkt. Marilyn Thomsen Jagels Assoc. Provost Marilyn Ambrosini Harper Dir. of Facilities David Salazar Harper Secretary Ana Chavez Art Secretary Lisa Renteria History Network Serv Mgr Darrell Martinez ACB (IT) Lounge Manager Virginia Ramirez McManus Radios Stead Upham Bill Everhart Sam Leon Tom Giblewski . Unassigned Stuart Fermenick Ann Hart Marilyn Thomsen David Salazar Jim Whitaker CGU-1 CGU-2 CGU-3 CGU-4 CGU-5 CGU-6 CGU-7 CGU-8 CGU-9 CGU-10 CGU-11 Radio Frequencies Channel #1 CGU #2 Campus Safety #3 Physical Plant #4 Maintenance Channel #5 Emergency #6 Telephone #8 CUC I. Unassigned TBD Darrell Martinez Pat Stodola CGU-12 CGU-13 CGU-14 CGU 15-19 CGU 20 Linda Roberge Dana Wood Housing 1 Housing 2 Cell Phones Safety Stead Upham 225-1400 EOC Lines at Campus II . Bill Everhart 224-3981 Jennifer Stockton Brenda Leswick Leslie Negritto David Salazar Sam Leon 237-1724 374-5677 226-7760 374-6334 226-1398 607-7402 607-7404 CGU EOC Line at ACB 113 607-8670 607-8669 To Use the Email Connection from CGU EOC to the All College Liaison: From any computer in ACB 113: At the Novell network login prompt the username is: eoc and the password is eoc3813. Go into Netscape. At the Web Browser, point to http://webmail.cgu.edu. User name: CGUEOC Password: cgueoc (case sensitive) The email address for the all college liaison is cceoc@cgu.edu. The email address to the CGU EOC is cgueoc@cgu.edu. 08/14/02