Recommended by President’s Council: May 7, 2008
Approved by Executive Committee: May 23, 2008
NAIT Guidelines
CS1.1
Emergency Preparedness
Implementation Date: July 1, 2008
Table of Contents
Section
Description
Page
1.0
Purpose of Guideline
1
2.0
Definitions
2
3.0
Emergency Management Plan
4
4.0
Emergency Preparedness Committee
6
5.0
External Emergency Services Responsibilities
12
6.0
NAIT Emergency Operations Centre (NEOC)
12
7.0
Schools and Administrative Departments Responsibilities
13
8.0
Individual Responsibilities
13
1.0
Purpose of Guideline
1.1
To ensure that there is a clear understanding of NAIT’s Emergency Management
Plan.
1.2
To establish the authority and responsibilities of the Emergency Preparedness
Committee, and the individual roles and responsibilities of its members.
1.3
To clearly define the roles and responsibilities of External Emergency Services,
the NAIT Emergency Operations Centre (NEOC), Schools and Administrative
Departments, and individual staff and students in managing emergency
situations.
-2-
2.0
Definitions
2.1
Alberta Emergency Management Agency (AEMA) - leads the co-ordination,
collaboration and co-operation of all organizations in Alberta involved in the
prevention, preparedness and response to disasters and emergencies. This
ensures the delivery of vital services during a crisis. These organizations include
government, industry, municipalities and first responders. See
www.aema.alberta.ca for more information.
2.2
Disaster means an event resulting in serious harm to the safety, health, or
welfare of people or in widespread damage to property. (AEMA)
2.3
Emergency means a present or imminent event that requires prompt
coordination of action or special regulation of persons or property to protect the
health, safety or welfare of people or to limit damage to property. (AEMA)
2.4
Emergency Preparedness means the planning, exercising, and education
necessary to achieve a state of readiness for disasters and emergencies.
(AEMA)
2.5
Emergency Response Levels (AEMA)
a) Level 1 Emergency
The response to an incident that can be managed with the resources found on
campus and/or by the emergency services within the municipality. These
incidents are usually short in duration and are often referred to as “normal, dayto-day emergencies.” It is unlikely that the NAIT Emergency Operations Centre
(NEOC) would be activated. Level 1 response:




Call 471 – 7477 Campus Security Services with description of incident and
location.
Initial Response procedures activated by Campus Security Services.
Manager of Security and Parking Services (or designate) will determine
whether external assistance is required.
Manager of Security and Parking Services (or designate) will inform members
of the Emergency Preparedness Committee of the incident and its resolution.
-3b) Level 2 Emergency
The incident has the potential of a higher impact on the campus, has attracted
regional media interest, and/or a high degree of public interest. There may also
be requests for additional external resources from the site of the emergency and
from the municipality. Level 2 response:






Call 471 – 7477 Campus Security Services with description of incident and
location.
Initial Response procedures activated by Campus Security Services,
including 911 contact with fire, ambulance, police and other personnel as
required, and internal activation of alarms and intercom in appropriate
buildings, or zones within buildings. May involve partial or full evacuation of
buildings or lockdown procedures.
Immediate notification while the incident is in progress to members of the
Emergency Preparedness Committee through e-mail, so that they can
activate their responsibilities.
Command Post established on site by external emergency services. If there
are multiple responders, the leader of the Unified Command Post is
established.
Activation of the NAIT Emergency Operations Centre (NEOC).
Activation of the ten sections of the Emergency Management Plan as
appropriate in the circumstances.
c) Level 3 Emergency
The emergency will require a response of extended duration and will have a high
degree of impact on the campus. The campus will fully activate its Campus
Emergency Plan and can be expected to request assistance from the
municipality, provincial government, mutual aid partners and others as
appropriate. Level 3 response:







Call 471 – 7477 Campus Security Services with description of incident and
location.
Initial Response procedures activated by Campus Security Services,
including 911 contact with fire, ambulance, police and other personnel as
required, and internal activation of alarms and intercom in appropriate
buildings, or zones within buildings. May involve partial or full evacuation of
buildings or lockdown procedures.
Immediate notification while the incident is in progress to members of the
Emergency Preparedness Committee through e-mail, so that they can
activate their responsibilities.
Command Post established on site by external emergency services. If there
are multiple responders, the leader of the Unified Command Post is
established.
Activation of the NAIT Emergency Operations Centre (NEOC).
Determine and obtain additional external assistance.
Activation of the ten sections of the Emergency Management Plan as
appropriate in the circumstances.
-42.6
NAIT Emergency Operations Centre (NEOC)
The NAIT Emergency Operations Centre has the necessary personnel, facilities,
technology and communications for the coordination of a NAIT response to a
Level 2 or Level 3 emergency. The NEOC will be staffed by members of the
Emergency Preparedness Committee as identified in Section 6.
Two available locations shall be available for the NEOC to be activated on short
notice, with one being on Main Campus and the other being off Main Campus.
Satellite campuses that are affected by a Level 2 or 3 emergency will be served
by one of the NEOC locations, however a determination may be made to locate
the NEOC at the affected satellite campus if the circumstances permit.
2.7
Unified Command Post
Where multiple external services are required in response to an emergency,
including police, fire department, ambulance services, disaster services, and any
other external service, it is important that such services be organized at a Unified
Command Post as soon as possible, with these services working as a
coordinated team with one designated leader.
The Chair of the NAIT Emergency Operations Centre communicates with the
leader of the Unified Command Post to determine what information and other
support is required from NAIT in responding to the emergency. Factual
information flow between these two individuals during an emergency response is
critical in effectively managing the emergency.
3.0
Emergency Management Plan
NAIT’s Emergency Management Plan consists of ten distinct sections, as
summarized below. Separate Guidelines exist for each of these ten sections,
and Procedures are provided to communicate the response to be taken in
specific circumstances.
3.1
Emergency Planning – ensures that the Institute has anticipated the potential
categories of emergencies that could occur, and that a clear response has been
planned to mitigate the effects of such emergencies on the health and safety of
NAIT’s staff and students and the general public, and damage to its physical
property.
3.2
Initial Response – ensures that anyone who observes an emergency knows
who to call, what to do, when they need to stay or leave a situation, where to
go, why they must act calmly and quickly, and how to protect themselves and
others.
-53.3
Emergency Notifications – ensures that there is a clear communication
protocol from Campus Security Services to internal alarm systems, the intercom,
external emergency services (fire department, police, ambulance, disaster
services) and internal contacts on the call list.
3.4
Incident Management – ensures that the roles and responsibilities of the
Emergency Management Team and external emergency services are clear and
properly executed in the circumstances.
3.5
Communications – ensures that there is a well established communications
plan, to clearly and appropriately communicate with staff, students, their families,
and the media while the emergency is in progress, and following the emergency.
3.6
Employee and Student Assistance – ensures that a process is in place to
identify and meet the needs of employees and students, to the extent possible,
during and following an emergency.
3.7
Business Impact and Recovery – ensures that business impact arising from
the emergency are assessed in as timely a manner as possible, involving
insurers, appropriate program and service staff, external experts and the
Institute’s Contract’s Administrator, so that a recovery plan can be prepared and
implemented as soon as possible.
3.8
Facility Restoration – ensures that the necessary actions are taken by the
program and support functions to restore files, equipment and the physical
infrastructure.
3.9
Government or Public Agency Assistance – ensures that there are preestablished relationships with emergency services, the government and public
agencies, that they are informed regarding the Institute’s Emergency
Preparedness Plans, and that they can quickly respond in case of an emergency.
3.10
Post-Emergency Evaluation – ensures that there is a formal evaluation of each
of the sections of the NAIT’s Emergency Management Plan in the case of an
actual Level 2 or Level 3 emergency, with the objective of continuous
improvement. In some cases, a post-emergency evaluation may be requested
by the Emergency Preparedness Committee for a Level 1 Emergency.
-64.0
Emergency Preparedness Committee (EPC)
4.1
The Emergency Preparedness Committee is a sub-committee of President’s
Council.
4.2
The membership of the EPC is as follows:
a)
b)
c)
d)
e)
f)
g)
h)
i)
j)
k)
l)
m)
n)
o)
p)
q)
r)
s)
t)
u)
4.3
President & Chief Executive Officer (Chair)
Vice President Administration & Chief Financial Officer
Provost and Vice President Academic
Vice President External Relations & Chief Development Officer
Associate Vice President, Student Services
Director, Capital Projects and Facilities Operations
Director, Corporate Communications
Director, Human Resources
Director, Information Services
Manager, Campus Security and Parking Services
Manager, Maintenance and Facilities Services
Manager, Health and Safety
Manager, Materials Management
Contract Administrator
Vice President, Security Company
External representatives (Police/Fire department, Municipal and Provincial
Disaster Services)
President, NAIT Student’s Association
President, NAIT Academic Staff Association
Chair, AUPE Local 38
Representative, NAIT Emergency Management Diploma program
Recording secretary – Assistant to the Vice President Administration & CFO
The responsibilities of the EPC are as follows:
a) Review and update NAIT’s Emergency Preparedness Guidelines and
Procedures annually, ensuring that an appropriate plan exists for all of NAIT’s
campuses.
b) Initiate and coordinate at least one emergency exercise or simulation per
year and evaluate the response.
c) Ensure that NAIT’s Emergency Preparedness Guidelines and Procedures are
properly communicated through the website, staff and student orientation,
emergency exercises, external agencies and other means.
d) Formally evaluate NAIT’s response to actual emergencies, and incorporate
recommendations for improvement into updates of the Guidelines and
Procedures, and through communication of the evaluation to the NAIT
community.
e) Provide minutes of meetings to President’s Council.
f) Receive annual confirmation through reports from the Manager, Campus
Security and Parking Services, the Manager, Maintenance and Facilities
Services, and the Manager, Health and Safety, that all of their specific
departmental documentation has been updated and is readily available in
case of an emergency.
-7g) Receive regular incident reports from the Manager, Campus Security and
Parking Services, and other reports as requested by the Committee.
4.4
The individual roles and responsibilities of members of the Emergency
Preparedness Committee are as follows:
a)
President
i. Chairs the Emergency Preparedness Committee.
ii. Is the primary spokesperson for the Institute in the case of a Level 2 or
3 emergency, in communicating information to employees, students,
and the media.
iii. Informs the Board of Governors on the details of the emergency.
iv. Decides on the closure of a portion or all of the Institute, and the period
of the closure.
v. Communicates the formal downgrading of a level 3 or level 2
emergency, in consultation with Emergency or Disaster Services, and
the relevant information as appropriate following an emergency.
b)
Vice President Administration & Chief Financial Officer
i. Is Chair of the NAIT Emergency Operations Centre (NEOC).
ii. Ensures that a Main Campus location and off site location are in place
for the NEOC, with appropriate technology that can be quickly activated
to coordinate emergency response activities, including a press
conference.
iii. Will assign an Assistant, to record the notes of incoming information,
which will include activity, time and action taken.
iv. Issues an order to support functions for top priority response as
required, and monitors progress and emerging issues.
v. Ensures that top priority is given to business continuity following an
emergency, so that affected programs and services can resume their
normal operation as soon as possible.
vi. In the case of a Level 1 emergency, is the primary spokesperson for the
Institute, in communicating information to employees, students, and the
media.
c)
Provost & Vice President Academic
i. Decides on the appropriate resolution of the completion of a semester
which has been interrupted due to an emergency.
ii. Coordinates the flow of information to the student population regarding
all academic matters.
iii. Ensures that there is an effective process in place to assess and
manage high risk student behavior.
iv. Ensures that resources are allocated to the development of an
educational course available on-line for NAIT’s Emergency
Management Plan.
-8d)
Vice President External Relations & Chief Development Officer
i. Ensures a timely activation of the Emergency Communications Plan.
ii. Ensures that the emergency is immediately the top priority of
designated staff of the Corporate Communications department.
iii. Actively participates with the Communications team, in the drafting of
press notifications, press releases, requests for interviews, and all other
internal and external communications, for approval by the President.
e)
Associate Vice President, Student Services
i. Establishes and coordinates a counseling centre for students.
ii. Ensures that accurate information is available as soon as possible
regarding affected students, and that it is not released until appropriate
authorization has been received to do so.
iii. Coordinates activities as appropriate with the NAIT Student’s
Association.
f)
Director, Capital Projects and Facilities Operations
i. During an emergency, ensures that all appropriate resources of the
Capital Projects and Facilities Operations department are immediately
available, including floor plans, air handling control, gas shut-offs,
equipment, and control of the outside perimeter by Campus Security
Services.
ii. Following an emergency, ensures that essential services are provided
for the maintenance and restoration of critical functions as soon as
possible.
iii. Where there has been major property damage arising from the
emergency, arranges for an alternate location of the program or service
so that normal operations can resume as soon as possible, while the
damage is being repaired.
iv. Is the primary liaison with external agencies regarding any assessments
involving the Institute’s property and follow-up reporting requirements.
g)
Director, Corporate Communications
i. Activates the Emergency Communications Plan as contained in
Guideline CS1.6 [draft completed, to be reviewed].
ii. Ensures that the spokesperson for the emergency is properly informed
to speak, namely the President in the case of a level 2 or level 3
emergency, and the Vice President Administration and CFO in the case
of a Level 1 emergency.
-9h)
Director, Human Resources
i. Ensures that accurate information is available as soon as possible
regarding affected staff, and that it is not released until appropriate
authorization has been received to do so.
ii. Ensures that there is an effective process in place to assess and
manage high risk employee behavior.
iii. Ensures that there is a system in place to monitor annual participation in
the Emergency Management Plan educational program for all staff.
iv. Ensures that there are appropriate provisions in the contract with the
Institute’s Employee Assistance Program (EAP) Provider to provide
emergency counseling services to employees, and that such services
can also be extended to students on short notice.
v. Ensures that the responsibilities of each of the members of the
Emergency Preparedness Committee are documented in their
respective position descriptions.
i)
Director, Information Services
i. Determines if there has been any damage to the Institute’s information
systems arising from the emergency, and activates the disaster
recovery program for such systems as appropriate.
ii. Ensures that the appropriate resources are immediately available from
Information Services to support the emergency response.
iii. Ensures that Business Continuity Planning (BCP) software is
implemented, including notification software, and that it is functioning as
planned.
j)
Manager, Campus Security and Parking Services
i. Assesses whether the emergency is a Level 1, 2 or 3, and activates the
initial response as appropriate.
ii. In a Level 1 emergency, is the primary contact in communications with
the chief(s) of emergency response teams on site during an emergency,
and shall be visible, accessible, and take charge in marshalling the
Institute’s resources as appropriate, in responding on a timely basis to
the needs of the emergency response teams.
iii. In a Level 2 and 3 emergency, is a member of the NEOC.
iv. Ensures that there is clarity of communication when an emergency is
announced to staff, students and the public over the intercom in terms
of their response, whether it is evacuation, lockdown, meeting at preestablished assembly points, or relocation to an adjacent safe building.
This includes ensuring that appropriate emergency messages are preprogrammed into the Institute’s intercom system, which can be
activated to suit the circumstances.
v. Ensures that there is clarity of communication when there is a declared
“all clear,” and that staff, students and the public know that they may
return to their normal activities, and that this is communicated over the
Institute’s intercom system.
-10vi. Ensures that all members of the Institute’s Security Services provider
have been properly trained in regards to the Emergency Management
Plan, and that they immediately activate their responsibilities in the case
of an emergency.
vii. Actively participates in post-emergency activities, in briefing members of
the Emergency Preparedness Committee, providing assistance as
needed, and providing input in the post-emergency evaluation.
viii. Ensures that the Institute’s Emergency Management Plan is part of the
Municipal Response Plan, and actively participates in municipal and
provincial planning as appropriate.
ix. Ensures that emergency supplies of the NAIT Emergency Operations
Centre (NEOC) to support activation of the Plan are maintained.
x. Ensures arrangements to procure emergency resources are
established.
k)
Manager, Maintenance and Facilities Services
i. Ensures that there is rapid response to all requested facility information
by the Emergency Response team.
ii. Ensures that there is rapid response by Facilities Operations staff in
responding to mechanical and electrical systems issues, to mitigate
property damage and reduce the effects on the building environment.
l)
Manager, Health and Safety
i. Assesses hazardous and unsafe conditions and develops measures for
assuring personnel safety during an emergency.
ii. Provides technical advice as appropriate to the emergency.
iii. Ensures that there is proper monitoring following the emergency, using
the appropriate equipment, to ensure that the working and learning
environment is safe in returning to normal activities.
iv. Prepares the Occupational Health and Safety Incident Report.
v. Ensures that the resources of the Institute’s Health Office provide
immediate appropriate assistance as required.
vi. Ensures that all required follow-up documentation is completed on a
timely basis, including WCB forms and other employee insurance
reporting.
m)
Manager, Materials Management
i. Expedites orders to vendors for equipment or supplies such as phones,
computers, generators, food, and water, or any other supplies as
required. These requisitions must be co-ordinated with the municipality.
ii. Ensures that the Institute’s vehicle fleet is immediately made available
with drivers, to be able to transport students and staff as appropriate.
-11n)
Contract’s Administrator
i. Ensures that the appropriate notification and follow-up occurs with the
Institute’s Insurance provider, and is the key contact with the claims
adjuster(s).
ii. Is the Institute’s key contact in the case of any legal claims arising from
the emergency.
iii. In consultation with the applicable Dean or Director, establishes
agreements in a timely manner as required to resume operations as
soon as possible, which may involve for example, other post-secondary
organizations, computer hosting services, or suppliers.
iv. In consultation with the Manager, Security and Parking Services,
establishes an agreement on the terms and conditions for the use of the
Campus as a Reception Centre with the municipality.
o)
Vice President, Security Company
i. Ensures that the entire security force is well trained and that they
understand their responsibilities in the case of a level 1, 2 or 3
emergency.
ii. Ensures rapid response of security personnel to the emergency.
iii. Ensures clear communication between the Campus Security Control
Centre and the leader of the Incident Command Post on site, to provide
real-time information during an emergency.
p)
External Representatives (Police/Fire department, Municipal and Provincial
Disaster Services)
i. Provides input in the development and updating of NAIT’s Emergency
Management Plan, to ensure coordination with Municipal and Provincial
Plans.
ii. During a prolonged emergency, actively provides advice on assistance
from external sources.
iii. Assists in the planning, coordination and evaluation of annual
emergency preparedness exercises.
q)
President, NAIT Student’s Association
i. In consultation with the Vice President External Relations and CDO,
ensures that there is coordinated communication with students.
r)
President, NAIT Academic Staff Association
i. In consultation with the Vice President External Relations and CDO,
ensures that there is coordinated communication with faculty members.
s)
Chair, AUPE Local 38
i. In consultation with the Vice President External Relations and CDO,
ensures that there is coordinated communication with support staff.
-125.0
External Emergency Services Responsibilities
Upon arriving at the site of the emergency, the External Emergency Services (ie.
Fire Department, Police, Ambulance, etc) take over the emergency perimeter,
and expect the full cooperation of NAIT staff and students.
In the case of a Level 1 emergency, the designated chief officer will actively
communicate with the Manager of Security and Parking Services in marshalling
the resources necessary to respond to the emergency.
In the case of a Level 2 or 3 emergency, where the NAIT Emergency Operations
Centre (NEOC) has been activated, the leader of the Unified Command Post (the
designated chief officer of multiple emergency services) communicates with the
Chair of the NEOC in marshalling the resources necessary to respond to the
emergency.
6.0
NAIT Emergency Operations Centre (NEOC)
6.1
The NEOC is to be activated for all Level 2 and 3 emergencies.
6.2
The role of the NEOC is to:
a)
b)
c)
d)
e)
f)
6.3
Coordinate activities and resources in support of the leader of the Unified
Command Post.
Collect, record and analyze incoming information about the emergency,
using pre-established templates.
Identify information gaps, and strive to obtain missing information as soon
as possible.
Validate the information, to ensure that it is factual.
Develop and regularly update the action plan.
Ensure that the members of the Emergency Preparedness Committee are
appropriately briefed.
The NEOC is a subset of the Emergency Preparedness Committee, with the
following membership and responsibilities while an emergency is in progress:
a)
b)
c)
d)
e)
f)
g)
h)
Vice President Administration & Chief Financial Officer (Chair)
Director, Capital Projects and Facilities Operations
Director, Corporate Communications
Director, Information Services
Manager, Campus Security and Parking Services
Manager, Maintenance and Facilities Services
Manager, Health and Safety
Recording secretary – Assistant to the Vice President Administration &
CFO
The roles and responsibilities of the members of the NEOC are described in
Section 4.4.
-13-
6.4
Campus Security Services shall have the members of the EPC in an address
folder on their e-mail system, so that an e-mail message can be efficiently
distributed during an emergency, providing the following information:
a)
b)
c)
d)
Brief description of the emergency.
Emergency location.
Level of emergency response – Level 1, 2 or 3.
If a Level 2 or 3 emergency, the designated location for the NEOC to meet.
6.5
Each member of the NEOC shall have a personal digital assistant (PDA) that is
connected to NAIT’s network, so that emergency e-mail messages and updates
can be efficiently sent from Campus Security Services to NEOC members, to
activate their responsibilities under the Emergency Management Plan.
7.0
Schools and Administrative Departments Responsibilities
All of the Institute’s Schools and Administrative Departments shall:
a)
b)
c)
d)
e)
8.0
Identify the critical operations and critical facility requirements of their units
which must be protected in case of emergency. These plans must be
reviewed annually.
Establish a floor/building captain system for notification, evacuations and
training.
Conduct sessions at the commencement of a new semester or intake, to
orient students and staff regarding the appropriate response in case of the
possible range of emergencies.
Ensure that observed high risk student behaviors are brought to the
attention of the Associate Vice President, Student Services, and high risk
staff behaviors are brought to the attention of the Director, Human
Resources.
In consultation with the Manager, Security and Parking Services and the
Manager, Health and Safety, ensure that there is proper signage in their
areas that clearly outline the steps to be taken in case of an emergency.
Individual Responsibilities
All NAIT staff and students are responsible for the following:
a)
b)
c)
d)
Actively informing themselves of the Institute’s Emergency Management
Plan.
Participating in the annual emergency response exercises.
In the case of an emergency, following appropriate procedures to minimize
personal risk and maximize life safety.
Ensure that observed high risk student behaviors are brought to the
attention of the Associate Vice President, Student Services, and high risk
staff behaviors are brought to the attention of the Director, Human
Resources.