Patrick Henry Community College

State Managed Shelter Plan – Annex M

Patrick Henry Community College

Virginia Commonwealth University

Siegel Center, Sports Medicine Building, and Bowe Street and West Broad Street Parking Decks

State Managed Shelter Plan

Annex A

Record of Changes a

State Managed Shelter Plan – Annex A

Virginia Commonwealth University

Record of Changes

Date of Change / Location of Change / Description of Change / Notification of Change Sent to / Notification of Change Sent on

Record of Changes a

State Managed Shelter Plan – Annex A

Virginia Commonwealth University

Table of Contents

Record of Changes a

Table of Contents i

1. Purpose 2

2. Mission 2

3. Background 2

4. Operations 3

5. Site Responsibilities 3

6. Shelter Management Organization and Assignment of Responsibilities 5

7. Site Layout 7

8. Authorities and References 12

8.1 State 12

Appendices

Appendix 1 – Shelter Staff Requirement 1 - 1

Appendix 2 – Shelter Position Radio and Technology Requirements 2 - 1

Appendix 3 – Shelter Position General Supplies 3 - 1

Table of Figures

Figure 1 – VCU Shelter Management Team 5

Figure 2 – Planning 5

Figure 3 – Operations 6

Figure 4 – Logistics 6

Figure 6 – Overall Campus Map 7

Figure 7 – Virginia Commonwealth University Facility Directory 8

Figure 8 – Siegel Center Entry Level 9

Figure 9 - Siegel Center Second Floor 9

Figure 10 - Siegel Center Lower Level 10

Figure 11 - Sports Medicine Building First Floor 10

Figure 12 - Bowe Street Parking Deck First Floor 11

Figure 13 - Alternate Cot Layout (Longer-term Sheltering) 11

i | Page

State Managed Shelter Plan – Annex A

Virginia Commonwealth University

1.  Purpose

Pursuant to § 44.146.17 of the Code of Virginia and the Commonwealth of Virginia Emergency Operations Plan (COVEOP), Emergency Support Function #6 – Mass Care, a State Managed Shelter[1] (hereinafter “the shelter” or “SMS”) at Virginia Commonwealth University (hereinafter “the University” or “VCU”) may be opened as the result of a Governor’s State of Emergency Declaration and a valid Virginia Department of Social Services (VDSS) mission assignment received from the Virginia Emergency Operations Center (VEOC). This Annex describes the site-specific protocols, management structure, coordination mechanisms, and support requirements necessary for the conduct of SMS operations at the VCU SMS. The protocols, management structure, coordination mechanisms, and support requirements as stated in this Annex are in addition to, and do not supplant, those within the Plan for the conduct all SMSs throughout the Commonwealth.

2.  Mission

With little advance warning, the VDSS shall coordinate the establishment, staffing needs, with the assistance of the University’s volunteers,[2] and operation of a short-term shelter providing support for services that include but are not limited to general population sheltering, special medical needs support, service animal sheltering, companion animal sheltering (if available), mental health services, family and reunification services, disaster/benefit program information needs and support, informational needs for situation awareness, food services and facility support, shelter supply and re-supply services, communications, and emergency ground transportation.

3.  Background

This shelter site was pre-identified by the University in the 2006 Potential Shelter Survey, and has been assessed by a multi-disciplinary state shelter site assessment team (hereinafter “the Team”). The Team has concluded that this site has the capability to shelter evacuees, including those with certain special medical needs and accompanying service animals. It has been determined to be ADA compliant and has other features suitable for emergency sheltering of evacuees.

4.  Operations

As directed by the Governor of Virginia, the Virginia Commonwealth University Siegel Center (including the Sports Medicine Building and Broad Street and Bowe Street Parking Decks) will be made available to the state to serve as a SMS in support the Governor’s Order for a Mandatory Mass Evacuation of a region of the Commonwealth unless:

4.1.1  The facilities are, at that time, in use by the University for the sheltering of VCU students needing shelter due to an emergency directly affecting VCU housing, or

4.1.2  The facilities are, at that time, in use by the Red Cross to support an emergency that is local in scope only.

In either of the preceding situations (4.1.1. or 4.1.2.), if the facilities will support additional capacity for 500 or more people and/or pets, the State will invoke the provisions of this MOA, assume responsibility for the Shelter operation, and receive evacuees from local jurisdictions implementing a mass evacuation order.

5.  Site Responsibilities

Responsibilities for State Agencies in response to an SMS are listed within the Plan.

5.1.1  Virginia Commonwealth University (VCU or the University)

At the request of the Governor of Virginia, VCU has agreed to host a SMS on its campus.

5.1.1.1  The following campus facilities will be used for this purpose:

5.1.1.1.1  VCU Siegel Center

5.1.1.1.2  Sports Medicine Facility

5.1.1.1.3  Bowe Street Parking Deck

5.1.1.1.4  West Broad Street Parking Deck

5.1.1.2  VCU also agrees to:

5.1.1.2.1  Provide a university-appointed Deputy Shelter Manager with decision-making authority to the on-site Shelter Management Team.

5.1.1.2.2  Provide voice and data communications capability and high-speed internet connectivity for SMS equipment.

5.1.1.2.3  Prepare a Fire Watch plan in the Fire Safety plan for each shelter facility used for housing as stated in SMS Basic Plan, Appendix 5.

5.1.1.2.3.1  Implement Fire Watch upon activation of a site as an SMS.

5.1.1.2.4  Provide an Assistant Safety Officer to the on-site SMS Shelter Management Team.

5.1.1.2.5  Assist with site set-up and tear-down of the shelter.

5.1.1.2.6  Identify and staff positions/units within the Shelter Management Team as agreed within this plan.

5.1.1.2.7  Participate in and complete required training as identified in the Virginia Department of Social Services State Managed Shelter Training Program and any additional training as prescribed by the University.

5.1.1.2.8  Develop and maintain an inventory of volunteers from the English speaking students, faculty and staff:

5.1.1.2.8.1  Who are fluent in foreign languages or sign language and will agree to serve as interpreters, if needed.

5.1.1.2.8.2  Who agree to serve in various capacities in order to support the incident shelter management team, if needed.

5.1.1.2.9  Assess the facility needs for use of these buildings for sheltering and develop a Facilities Management Plan to address these needs.

5.1.1.2.10  Assess the potential media requirements that the SMS could create upon the campus and develop a Media Logistics Plan to address these requirements.

6.  Shelter Management Organization and Assignment of Responsibilities

Figure 2 – Planning

Figure 3 – Operations

Figure 4 – Logistics

7.  Site Layout

Figure 6 – Overall Campus Map

12 | Page

State Managed Shelter Plan – Annex A

Virginia Commonwealth University

Figure 7 – Virginia Commonwealth University Facility Directory

Figure 8 – Siegel Center Entry Level

Figure 9 - Siegel Center Second Floor

Figure 10 - Siegel Center Lower Level

Figure 11 - Sports Medicine Building First Floor

Figure 12 - Bowe Street Parking Deck First Floor

8.  Authorities and References

8.1  State

8.1.1  Virginia State Police State Managed Shelter Plan for Virginia Commonwealth University (Sensitive – Law Enforcement Use Only)

8.1.2  Virginia Department of Health Special Medical Needs Services Plan for Virginia Commonwealth University

8.1.3  State Managed Shelter Logistics Section Standard Operating Procedures for Virginia Commonwealth University

12 | Page

State Managed Shelter Plan – Annex A

Virginia Commonwealth University

Appendix 1

Shelter Staff Requirement

Shelter Positions and Position Descriptions Appendix 1 - 1

State Managed Shelter Plan – Annex A

Virginia Commonwealth University

Position Description / Shift
DAY / NIGHT
Command
Shelter Manager / 1 / 1
Deputy Shelter Manager / 1 / 1
Command Staff
Assistant Public Information Officer / 1 / 1
Assistant Safety Officer / 1 / 1
General Staff
Planning
Assistant Shelter Manager for Planning / 1 / 1
Check-In Status Recorder / 1 / 1
Shelter Observer / 1 / 1
Operations
Assistant Shelter Manager for Operations / 1 / 1
Registration and Intake Group Supervisor / 1 / 1
Registration and Intake Team Leader / 1 / 1
Greeters / 4 / 4
Registrars / 7 / 7
Medical Special Needs Registrars - RAC
Human Services Group Supervisor / 1 / 1
Hospitality-Dormitory Team Leader / 1 / 1
Hospitality- Dormitory Coordinators / 20 / 20
Assistance Program Team Leader / 1 / 1
Assistance Program Counselors / 5 / 0
Children's Issues Coordinator / 0 / 0
Resident Activities Team Leader / 1 / 0
Children's Activities Coordinator / 2 / 0
Medical Special Needs Services Group Supervisor
Medical Screening Team Leader
Medical Screeners
Nursing Team Leader
Nurses - RAC
Behavioral Health Team Leader
Behavioral Health Specialists
First Aid Team Leader
First Aid Specialists
EMS Unit
Pet Shelter Services Group Supervisor
Deputy Pet Shelter Services Group Supervisor
Pet Registration and Intake Team Leader
Pet Registrars
Pet Care Coordinator
Veterinary Care Team Leader
Pet Housing Team Leader
Logistics Section
Assistant Shelter Manager for Logistics / 1 / 1
State Logistics Group Supervisor / 1 / 1
Communications Unit Leader
Facilities Manager
Fire Watch
Contractor Logistics Group Supervisor
Staging Unit Leader
Supply Unit Leader
Logistics Mobilization Unit Leader
Food Services Manager
Food Services Coordinator / 1 / 1
Food Services Team
Logistics Demobilization Unit Leader
Security and Traffic Management
Assistant Shelter Manager for Security and Traffic Management
VSP Resource
Site Security Resource
DMA Resource / 36 / 36
TOTAL / 55 / 47

Shelter Staff Requirement Appendix 1 - 2

State Managed Shelter Plan – Annex A

Virginia Commonwealth University

Appendix 2

Shelter Position Radio and Technology Requirements

Shelter Staff Requirement Appendix 1 - 2

State Managed Shelter Plan – Annex A

Virginia Commonwealth University

Position Description / Shift / Communications
DAY / NIGHT / Computer / Computer with Barcode Scanner / Handheld Radio / Push to Talk Cell Phone / 2 Handset Phones / Internet Access / Printer Access / Fax Access / Scanner Access / EWA Phoenix Access
Command
Shelter Manager / 1 / 1 / 1 / 1 / 1 / 1 / 1 / 1
Deputy Shelter Manager / 1 / 1 / 1 / 1 / 1 / 1 / 1 / 1
Command Staff
Assistant Public Information Officer / 1 / 1 / 1 / 1 / 1 / 1 / 1 / 1
Assistant Safety Officer / 1 / 1 / 1 / 1 / 1 / 1 / 1 / 1
General Staff
Planning
Assistant Shelter Manager for Planning / 1 / 1 / 1 / 1 / 1 / 1 / 1 / 1 / 1
Check-In Status Recorder / 1 / 1 / 1 / 1 / 1 / 1 / 1 / 1 / 1
Shelter Observer / 1 / 1 / 1 / 1 / 1 / 1 / 1 / 1 / 1
Operations
Assistant Shelter Manager for Operations / 1 / 1 / 1 / 1 / 1 / 1 / 1 / 1 / 1
Registration and Intake Group Supervisor / 1 / 1 / 1 / 1 / 1 / 1 / 1 / 1
Registration and Intake Team Leader / 1 / 1 / 1 / 1 / 1 / 1
Greeters / 4 / 4 / 4
Registrars / 7 / 7 / 7 / 7 / 7 / 7 / 7
Medical Special Needs Registrars - RAC
Human Services Group Supervisor / 1 / 1 / 1 / 1
Hospitality-Dormitory Team Leader / 1 / 1 / 1
Hospitality- Dormitory Coordinators / 20 / 20 / 20
Assistance Program Team Leader / 1 / 1 / 1 / 1 / 1 / 1 / 1 / 1 / 1 / 1
Assistance Program Counselors / 5 / 0 / 5 / 5 / 5 / 2 / 5 / 5 / 5 / 5 / 5
Children's Issues Coordinator / 0 / 0
Resident Activities Team Leader / 1 / 0 / 1 / 1 / 1 / 1 / 1 / 1 / 1 / 1
Children's Activities Coordinator / 2 / 0 / 1 / 1 / 1 / 1
Medical Special Needs Services Group Supervisor
Medical Screening Team Leader
Medical Screeners
Nursing Team Leader
Nurses - RAC
Behavioral Health Team Leader
Behavioral Health Specialists
First Aid Team Leader
First Aid Specialists
EMS Unit
Pet Shelter Services Group Supervisor
Deputy Pet Shelter Services Group Supervisor
Pet Registration and Intake Team Leader
Pet Registrars
Pet Care Coordinator
Veterinary Care Team Leader
Pet Housing Team Leader
Logistics Section
Assistant Shelter Manager for Logistics / 1 / 1 / 1 / 1 / 1 / 1 / 1 / 1
State Logistics Group Supervisor / 1 / 1 / 1 / 1 / 1 / 1 / 1 / 1 / 1
Communications Unit Leader
Facilities Manager
Fire Watch
Contractor Logistics Group Supervisor
Staging Unit Leader
Supply Unit Leader
Logistics Mobilization Unit Leader
Food Services Manager
Food Services Coordinator / 1 / 1 / 1 / 1 / 1 / 1
Food Services Team
Logistics Demobilization Unit Leader
Security and Traffic Management
Assistant Shelter Manager for Security and Traffic Management
VSP Resource
Site Security Resource
DMA Resource / 36 / 36 / 4 / 4 / 16 / 4 / 4 / 12 / 12 / 12 / 12
TOTAL / 55 / 47 / 18 / 10 / 45 / 19 / 22

Shelter Position Radio and Technology Requirements Appendix 2 - 3

State Managed Shelter Plan – Annex A

Virginia Commonwealth University

Appendix 3

Shelter Position General Supplies

Shelter Position Radio and Technology Requirements Appendix 2 - 3

State Managed Shelter Plan – Annex A

Virginia Commonwealth University