Lessons Learned of a Constructive Action for Future Application:

An All Hazards Response Plan for Higher Education

Institutions and Neighboring Communities Thomas Carey, M.S.

Adjunct ProfessorMetropolitan College of New York

George Lamarre, MPAMetropolitan College of New York (Alumni)

Michael Agnew ,MPA

Assistant Director Safety and Security

New York Law School

Constructive Action

• Purpose 2: Identification of Organizational Disaster Needs/Field Experience (5 credits)

• Purpose 3: Initiating and Managing a Disaster Recovery Plan/Field Experience (5 credits)

• Purpose 4: Long Range Planning for Disaster Management/Field Experience (5 credits)

27/11/11 NYLS and MCNY Disaster Preparedness

Planning Teams

3

NYC VOAD Case Management Plan

7/11/11 NYLS and MCNY Disaster Preparedness

Emergency Management key documents

• Risk Analysis Report• Emergency Operations Plan• Continuity of Operations Plan• Pandemic Influenza Annex (and other Annexes)• Annual Report of Campus Security Policies and

Procedures• Jeanne Clery Disclosure of Campus Security Policy and

Campus Crime Statistics Act• Fire & Evacuation Plan• Disaster Recovery Plan

RISK ANALYSIS BRANCH TASK

oCreate a Hazard Risk Analysis Report for New York Law School (NYLS).

oCollaborative effort between both schools.

oMCNY Risk Analysis Branch and NYLS Disaster Planning Group

RISK ANALYSIS BRANCH MISSION

o Identify and prioritize 10 likely natural, systematic and man made hazards.

• All hazards approach• Avoid laundry list• Research

RISK ANALYSIS BRANCH GOAL

oProvide a basis for NYLS to prepare and mitigate all hazards that threaten the campus community.

oSet the conditions for an appropriate response and rapid recovery from a disastrous event

BAD THINGS HAPPEN TO UNIVERSITIES AND COMMUNITIES

Previous Hazards and Emergencies affecting NYLS

• Fires – 1992 & 2001• Bomb Threats – 1998 & 2008• 1999 Transit Strike• 1999 Partial Power Outage• September 11, 2001• 2002 Data / Telecom Outage•2003 New York City Blackout• Water Main Breaks – 2003, 2004 & 2011• 2009 Speaker Protest• Medical Emergencies• Weather Emergencies

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METHODOLOGY EXPLAINED

oKey Points: • Methodology is currently in use• Utilized to assess hazards in 110

California Community Colleges.

METHODOLOGY EXPLAINED

o Self calculating Risk and Vulnerability Assessment.

o Excel Matrix format tool that constitutes a “living document”.– Key points

― Asks questions and rates hazards based on responses.

― Can be easily modified to mitigate and prepare for the latest threat.

― Setting the conditions for an appropriate response and rapid recovery.

• HAZARDS-NY (HAZ-NY) Matrix

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Emergency Planning Process

• Identify Hazards and Conduct Risk Assessment• Develop the Emergency Operations Plan• Adopt, Implement, Test, and Train to the Emergency

Operations Plan• Maintain and Update the Emergency Operations Plan

Emergency Operations Plan Branch Mission

• Emphasize advance preparation and teamwork

• Establish and maintain effective communication channels

• Foster an environment of continuous improvement through leadership

Emergency Operations Plan Branch Purpose

• Provide general guidance and specific direction

• Preparedness

• Response

• Communication disciplines

Emergency Operations Plan Branch Scope

• The Emergency Operations Plan is an all-hazards plan. It identifies responsible individuals and guides response and recovery actions. The Emergency Operations Plan is designed for all Law School buildings. It applies to a broad range of incidents and may also be utilized during major incidents that occur adjacent to the Law School, but do not directly impact the physical facilities. In this scenario, New York Law School would coordinate emergency information and provide support services.

Emergency Operations Plan BranchBasic plan

• Section 1: Plan Fundamentals • Section 2: Command, Control and Coordination • Section 3: Phases of Emergency Management • Section 4: Emergency Operations Plan • Section 5: Emergency Management Programs • Section 6: Training and Exercises • Section 7: Plan Maintenance and Distribution • Section 8: Functional Annexes • Section 9: Hazard Specific Appendices

Unified Command

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Incident Type Primary Department Potential Primary Department / Subject Matter Experts

Con Edison Substation Incident Security, Maintenance

Fire Security, Maintenance

Terrorism Security, Maintenance Marketing

Disease Outbreak and Pandemic Security, Student Life, IT Student Life, Registrar, Academic Affairs

Coastal Storm and Hurricane Security, Maintenance Marketing, Registrar, Student Life, Academic Affairs

Flood Security, Maintenance

Active Shooter Incident Security, Student Life Academic Affairs, Human Resources, Marketing

Power Outage Security, Maintenance, IT

Winter Storm Security, Maintenance Marketing, Registrar, Student Life, Academic Affairs

Bomb Threat Security Marketing, Registrar, Student Life, Academic Affairs

Chemical Release Security, Maintenance

Continuity of Operations Plan Branch Task

o Develop a plan that delineates the plan to continue the essential functions.

o Create a pandemic influenza annex for NYLS.o Identify essential functions and key personnel.o Identify existing continuity efforts.o Collaborate with NYLS Disaster Planning

Group.

Continuity of Operations Plan Branch Mission

o Continue the following essential functions in emergencies:

Priority 1 Life Safety

Priority 2 Preservation of Property

Priority 3 Communications

Priority 4 Academic and General Operations

Continuity of Operations Plan Branch Goal

oProvide a framework and a strategy: • Flexible• Scalable• Adjusted based on severity of event, personnel affected

Continuity of Operations Plan

Propst, R. (2006). Enhancing Disaster Management Through an All-Hazards Continuity-of-Operations Continuum. Retrieved on November 27, 2011 from http://www.homelandsecurity.org/newjournal/articles/propst_continuum.htm

Plan Levels

Level 1Full Activation

Major disruption involving campus-wide participation

Level 2Partial

Activation

Major disruption to a sizable portion of campus

Level 3Alert

Minor local incident managed with campus resources – no plan activation

Recommended Test Schedule

oAll season testing of notification systemsoIncluding text, email and alarm systems

oEvaluate timeliness of notification system(s)oEvaluate effectiveness of notification

system(s)oEvaluate clarity of alarm and

announcements

Training Schedule

oNew employeesoOrientation and training provided within 30 days of appointment

oAll departmental leaders to schedule staff participation in trainings and exercises

oAnnual in-service refresher training

Annual Exercise Plan

oConduct internal exercisesoCoordinate with local and State authorities

oParticipate and support interagency exercise efforts in New York City

COOP Plan Maintenance

oAssistant Director of Safety and SecurityoManages and maintains planoReviews plan for accuracy

oDepartmental update required yearlyoOr upon implementation/exercise of plan

Pandemic Influenza Annex

oCovers pandemic influenza planning affecting the New York Law School’s campus.oIntended as a tool to assist in planning efforts for an influenza outbreak

Pandemic Influenza Annex Goal

• Provide a plan as part of a continuous process that seeks to prevent, mitigate, and prepare for pandemic and other health emergencies

Lessons Learned

Specific points of view:• Professor/Project Manager• Student/Branch Chief• Client/NYLSFuture Applications of the CA:• NYLS • MCNY

The Clery ActThe Jeanne Clery Disclosure of Campus Security Policy and

Campus Crime Statistics Act• Title IV Institutions• Have and Disclose

Emergency Response and Evacuation Procedures

• In Response to Significant Emergency or Dangerous Threat

• Immediate Threat to Health or Safety

• Students and Employees on Campus

• Preparedness for emergencies

IHEs Sanctions & ViolationsInstitute of Higher Education

• U.S. Department of Education fines• VA Tech fined $55,000• University of Vermont• University of Northern Iowa

Other Standards Being Applied

The Robert T. Stafford Disaster Relief and Emergency Assistance Act (Public Law 100-107) as amended, and Related Authorities as of June 2007 The Disaster Mitigation Act (DMA) of 2000 (Public Law 106-390, as amended)

Post-Katrina Emergency Management Reform Act of 2006

Resources

• Federal Emergency Management Agency (FEMA), Mitigation Resources for Success, FEMA 372.

• FEMA, Getting Started, Building Support for Mitigation Planning, FEMA 386-1, FEMA 386- 1CD.

• FEMA, Understanding Your Risks, Identifying Hazards and Estimating Losses, FEMA 386-2, FEMA 386-2CD.

• FEMA, Developing the Mitigation Plan, Identifying Mitigation Actions and Implementation Strategies, FEMA 386-3, FEMA 386-3CD.

• FEMA, Bringing the Plan to Life, Assuring the Success of the Hazard Mitigation Plan, FEMA 386-4, FEMA 386-4CD.

• National Oceanic and Atmospheric Administration, Community Vulnerability Assessment Tool, www.csc.noaa.gov/products.

• University of California, Berkeley, Economic Benefits of a Disaster-resistant University: Earthquake Loss Estimation for UC Berkeley, www.iurd.ced.berkeley.edu/pub/WP-2000-02.pdf

• University of California, Berkeley, Seismic Protection of Laboratory Contents, www.iurd.ced.berkeley.edu/pub/WP-2003-02.pdf