[Division, Department or Office] Emergency Response Plan

[Division, Department or Office]

Emergency Response Plan, Companion to the Emergency Response Handbook

Planning Coordinator: [Name], [E-Mail Address] and [Phone Number]

Last Revision: [Date]

To ensure a safe campus, the George Washington University community must work together by understanding our roles and responsibilities if an emergency should occur. This cannot be accomplished alone and requires involvement from all corners of the university. Using this emergency response plan template will enable university divisions, departments and offices to develop standardized emergency plans to address emergencies from an all-hazards approach. Emergency preparedness is an ongoing priority of GW, and developing unit-specific plans is an important component that supports university-wide preparedness efforts.

Privacy Statement: The [Division, Department or Office]’s Emergency Response Plan is an internal document and should not be publicly distributed (i.e. posted on the internet, provided to external individuals, organizations, media outlets, etc.) as it may include sensitive and personally identifiable information. This plan should be shared with those individuals and divisions, departments or offices who need to know the information to successfully implement and use the plan.

Template Version June 2014

Emergency Response Plan Template Instructions

This emergency response planning template is part of GW’s preparedness efforts. It is designed to assist divisions, departments and offices develop and maintain standardized plans while meeting their unique needs, functions and operations. Unit specific plans supplement and provide further detail to the university Emergency Operations Plan (EOP) and the Emergency Response Handbook; both are available at CampusAdvisories.gwu.edu. Additional resources are available from the Office of Emergency Management, Office of Health and Safety, and the GW Police Department at safety.gwu.edu.

The Emergency Response Handbook provides students, faculty, staff and visitors with emergency response guidance; however, each unit may need to document location specific information, detail unique hazards, list employee information and identify evacuation assembly and shelter-in-place areas, etc.

This template is adaptable to individual unit planning needs as some sections in this template may not be relevant. It incorporates best practices and uses guidance from the National Incident Management System (NIMS). Use this template as a tool to develop your unit specific emergency plan by reviewing the guidelines written in italicized blue font and filling in information in highlighted yellow text. Revise and update plans annually or as needed. Each revision or significant change should be e-mailed to the Office of Emergency Management (OEM) at . Contact OEM at 202-994-4936 with any questions you may have.

Record of Changes

Regular review of thisEmergency Response Plan should be conducted at least annually. Revisions and updates may be made based on operational changes, best practices and corrective actions identified through exercises, incidents, and assessment processes. The [Division, Department or Office] Planning Coordinator should track and record changes using the sample table below.

Date / Page/Section / Revision

Table of Contents

Template Instructions

Record of Changes

Table of Contents

  1. Introduction
  2. Purpose
  3. Scope
  4. Roles and Responsibilities
  5. Locations
  6. Planning Assumptions
  1. Emergency Response
  2. Direction, Control and Coordination
  3. Students, Faculty, Staff and Visitors
  4. Special Considerations for Unique Hazards
  5. Notification and Incident Information Sharing
  6. University-wide
  7. Unit Specific
  8. Evacuation Assembly Locations
  9. Severe Weather Shelter-in-Place Locations
  10. Documentation
  1. Training, Testing and Exercising Preparedness Efforts
  1. Plan Development and Maintenance

Attachments

  1. Emergency Items and Equipment
  2. Contact List

Introduction

Purpose

The introduction to the Emergency Response Plan should explain the importance of emergency planning. It may also discuss the background for planning and reference recent events that have led to the increased emphasis on the importance of emergency planning for the division, department or office. Sample text for this section is provided below.

GW is vulnerable to a variety of natural and human-caused hazards, each having the ability to disrupt university operations and activities. While the severity and consequences of an emergency cannot be predicted, planning for all types of hazardscontributes to effective emergency response. The primary objective of the Emergency Response Plan is to contribute to the protection of students, faculty, staff, visitors, property and the environment.

Scope

This section describes the applicability of the Emergency Response Plan to your division, department(s) and office(s) at the Foggy Bottom, Mount Vernon and Virginia Science and Technology campuses, education centers and other GW related locations. The scope of the Emergency Response Plan should address all types of hazards (natural and man-made). Sample text for this section is provided below.

The [Division, Department or Office] Emergency Response Plan applies to all [Division, Department or Office] personnel and works to ensure [Division, Department or Office] is capable of responding to emergencies.

Roles and Responsibilities

This section should delineate responsibilities for emergency preparedness and response. Sample text for this section includes:

Preparedness

All students, faculty, staff, divisions, departments and office share the responsibility of emergency preparedness. [Division, Department or Office] leadership should develop this Emergency Response Plan and familiarize their units with emergency preparedness policies, procedures and responsibilities. In addition, [Division, Department or Office] leadership should:

  • ensure faculty and staff understand their role during a university closure or emergency;
  • ensure faculty and staff have prepared a workplace emergency kit;
  • maintain a current list of faculty and staff contact information;
  • procure and maintain necessary emergency supplies, equipment and items;
  • routinely discuss, test and exercise planning efforts;
  • coordinate preparedness activities with other academic and administrative units as needed;
  • regularly review emergency preparedness information with faculty and staff, and train them on emergency plans and notification procedures; and
  • empower employees, with skills, knowledge and training, to respond appropriately during emergencies.

Response

All students, faculty, staff and visitors should take appropriate measures to protect themselves from threats and hazards. [Division, Department or Office] leadership should notify and share emergency information with students, faculty, staff, visitors, each other, supervisors, unit leaders, stakeholders and ensure appropriate protective measures are being taken.

Locations

Buildings and locations that the [Division, Department or Office] occupies:

[Building Name]

[Office Location/Suite Number]

[Building Address]

[Building Address]

[Contact Person at Location, Title and Phone Numbers]

[Building Name]

[Office Location/Suite Number]

[Building Address]

[Building Address]

[Contact Person at Location, Title and Phone Numbers]

[Building Name]

[Office Location/Suite Number]

[Building Address]

[Building Address]

[Contact Person at Location, Title and Phone Numbers]

[Number of Employees who Telecommute and/or use Hoteling Space]

Planning Assumptions

This section should provide readers with assumptions made during the planning process. Sample text for this section is provided below.

The [Division, Department or Office]and the Office of Emergency Management developed this Emergency Response Plan with the following assumptions:

  • An incident may occur at any time of the day or night, weekend or holiday and with little or no warning.
  • The success of events in an incident is not predictable. The [Division, Department or Office]’s Emergency Response Plan may require modifications in order to meet the requirements of the emergency.
  • GW is exposed to a variety of natural and human-caused hazards that have the potential to disrupt the community and cause damage.
  • Incidents affecting the university may also impact the surrounding community. It is necessary for the university to prepare for and carry out emergency response and recovery operations in conjunction with external partners.
  • [Insert additional assumptions here.]

Emergency Response

Direction, Control and Coordination

This section provides information on how this unit specific plan supports the Emergency Operations Plan and Emergency Response Handbook while linkingother preparedness plans.

The contents and procedures in this plan are consistent with direction described in the University Emergency Operations Plan (EOP) and the Emergency Response Handbook. As described in the EOP, Incident Management Teams oversee the university’s strategic and tactical-level activities during emergency response and recovery efforts. Divisions, departments and offices should follow direction provided by Incident Management Teams. As needed, this unit will coordinate response and recovery efforts with Incident Management Teams,other university units and stakeholders.

Students, Faculty, Staff and Visitors

Individuals should follow guidance in the Emergency Response Handbook and this emergency response plan, as well as directions provided by first responders. The Emergency ResponseHandbook provides guidance for the following situations: fire, severe weather, earthquake, assisting people with access and functional needs, medical emergency, utility failure, biological release/chemical spill, suspicious/unusual package or mail, suspicious person, bomb threat, violence/active shooter and crime. Students, faculty, staff and visitors should always follow instructions provided by first responders and emergency officials.

Special Considerations for Unique Hazards

Not all hazards are listed in the Emergency Response Handbook. Additionalhazards that are specific to your unit require special considerations and procedures. Detail any unique hazards and special considerations for those hazards below:

[Detail special response procedures, notifications, protective actions, protective equipment and other needs for unique hazards here.]

Notification and Incident Information Sharing

During an incident, it is important to share information amongmembers of your unit and other key stakeholders. Knowing how your unit will communicate during an incident and developing a strong communications plan will ensure an efficient flow of information during an incident. Sharing incident information is fundamental for successful emergency response.

University-wide

This section describes how GW notifies students, faculty and staff of emergencies affecting the university community.

GW Campus Advisories

CampusAdvisories.gwu.edu is the university’s primary website used for communicating emergency preparedness and incident-related information to the GW community. Users can visit this site for changes in university status, adverse weather conditions, important safety issues, and anything else that may disrupt normal operations.

GW Alert

GW Alert is a notification system that sends emergency alerts to e-mail addresses and mobile devices. Students, faculty and staff may update their account and add additional contact information in the GWeb Information system. During emergencies, alerts may also appear at the top of university webpages.

Infomail

A blast e-mail system that may be used separately or in conjunction with GW Alert that provides notification and/or advice for incident preparation to the GW community.

Twitter/Facebook

Select GW Campus Advisories and GW Alerts are posted to the university's Twitter (@GWtweets) and Facebook (/GeorgeWashingtonUniversity) accounts.

GW Information Line

A recorded information line, the 202-994-5050 line provides a brief message regarding the university's status and any pertinent information. The Virginia Science and Technology Campus (703-726-8333) and the Biostatistics Center (301-881-9260) have their own information lines.

Unit Specific

This section describes the unit’s primary and back-up methods, and procedures, for internal notification and communications (e.g. listservs, e-mail distribution lists, phone trees) as well as external communications.

In the event of a localized incident, which may only affect your unit, or if your unit needs to communicate during an emergency, the [Division, Department or Office] will communicate using the following methods:

[Insert communication methods and considerations here.]

Note: Individuals should always call GW Police at 202-994-6111 (Foggy Bottom) or 202-242-6111 (Mount Vernon) first to report an emergency. Individuals not at Foggy Bottom or Mount Vernon should call 911.

Per university policy, during an emergency, divisions, departments and offices will only retweet or repost official GW social mediatweets (@GWtweets) and Facebook posts (/GeorgeWashingtonUniversity) to reduce sharing of misinformation. In addition, direct all inquiries (i.e. from students and parents) regarding university-wide emergencies to CampusAdvisories.gwu.edu or to the GW Information Line.

Evacuation Assembly Locations

In addition to guidance provided in the Emergency Response Handbook, units should pre-identify assembly locations should their locations be evacuated. It is important to note that students, faculty, staff and visitors should always listen to instructions provided by first responders and emergency officials.

[Insert evacuation assembly locations here.]

Shelter-in-Place Locations

In addition to guidance provided in the Emergency Response Handbook, units should pre-identify shelter-in-place locations should they take immediate shelter indoors and isolate themselves from the threat. Shelter-in-place considerations will be different depending on the threat or hazard. It is important to note that students, faculty, staff and visitors should always listen to instructions provided by first responders and emergency officials.

[Insert shelter-in-place locations here.]

Documentation

Record keeping in real time is vital for effective emergency response and recovery efforts. During emergency response and recovery, [Division, Department or Office] will keep detailed records of all damage, employee time, payroll information, resources used, expenditures, procurement activities, contracts, actions taken and other relevant information. Documentation should begin as soon as response efforts start and continue until recovery operations are complete. Incident Management Teams may request collected information at any time during response and recovery operations.

[Detail who is responsible for documentation and how you will document during an emergency.]

Training, Testing and Exercising Preparedness Efforts

This section should contain a strategy that provides your division, department or office with a regularly scheduled, integrated training, testing and exercise program to ensure that your unit is capable of effectively responding to emergencies. Training, testing and exercising the Emergency Response Plan will familiarize your unit with individual roles and responsibilities during an emergency, and ensure emergency plans, communication methods and emergency items work properly.

[Division, Department or Office] will provide an appropriate orientation of the [Division, Department or Office] Emergency Response Plan and the Emergency Response Handbook to all new employees and review this plan, at least, on an annual basis with all employees.

Additional trainings and resources are available from the Office of Emergency Management, Office of Health and Safety, and the GW Police Department at safety.gwu.edu.

[Describe how the division, department or office will train, test and exercise their Emergency Response Plan.]

Plan Development and Maintenance

This section describes the process the division, department or office uses to maintain a current Emergency Response Plan. The section should identify who is responsible for revisions and updates, how often the agency will review and update the plan and how coordination will occur. Sample text for this section is provided below.

[Division, Department or Office] Emergency Response Plan Maintenance Schedule:

Date / Name/Position / Responsible For

Attachment #1: Emergency Items and Equipment

Students, faculty and staff are encouraged to build a kit with items to sustain themselves for three days in case of emergencies. Divisions, departments and offices should procure and maintain necessary emergency supplies and items. List the location of emergency supplies and items your unit maintains or has access to:

Emergency Supply or Item / Location
Copy of this Plan
Emergency Kit
First Aid Kit
Flashlights
Automated External Defibrillator (AED)
Fire Extinguisher

Attachment #2: Contact List

Divisions, departments and offices should compile a list of important internal and external contacts for communication during an incident. This should also serve as a roster to assist in accounting for individuals during an emergency.

Internal Contacts:

Name / Title / GW Unit / Office Phone / Work Wireless / E-Mail

ExternalStakeholders:

Name / Title / Company /Contractor / Office Phone / Work Wireless / E-Mail

The George Washington University Page 1

[Month Year]