It must be emphasized that the EDRP will only be implemented when there is actual or imminent danger to a large number of people. Routine management for isolated incidents will not require activation of the EDRP unless the incident becomes out of control, for example, a dumpster fire that spreads to an adjacent building, or a train derailment that is later followed by emission of toxic vapors due to a leak or explosion.
The University President or his/her designee serves as the overall Emergency Director during any major emergency or disaster. The following definitions of an emergency are provided as guidelines to assist building and other area coordinators in determining the appropriate response.
Geographical Emergencies. This plan recognizes three basic types of geographical emergency situations:
1. University Emergency - An emergency that endangers the overall safety and well being of students, employees, visitors, and structures within the confines of the university.
2. Community Emergency - An emergency in the immediate vicinity of the campus or surrounding areas which could create a large number of injuries/casualties or have an impact upon the vicinity.
3. State or National Emergency - These will normally be managed by the local County Office of Emergency Services or the Tennessee Emergency Management Agency.
These classifications help to determine the severity of the situation:
1. Minor Emergency - Any incident, potential or actual, which will not seriously effect the overall functional capacity of the University. Report incidents to University police immediately.
2. Major Emergency - Any incident, potential or actual, which effects an entire building or buildings, and that will disrupt the overall operations of the University. Outside emergency services will probably be required, as well as major efforts from campus support services. Major policy considerations and decisions will usually be required from the University Administration during times of crises.
3. Disaster - Any event or occurrence which has taken place and has seriously impaired or halted the operations of the University. In some cases, mass personal injuries/casualties and severe property damage may be sustained. A coordinated effort of all campus-wide resources is required to effectively control the situation. Outside emergency services will be essential. In all cases of disaster, the Emergency Operations Center (EOC) will be activated, and the appropriate support and operational plans will be executed. In addition, any incident that has the potential for adverse publicity concerning campus resources, and/or instrumentality of the University, should be promptly reported to the University Police.
Early Warning System. Notification by the Director of University Police of university key personnel will be made by activating the emergency call list for all potential or actual emergency situations. Warning of the actual or impending danger may come from such sources as radio and/or television or activation of sirens.
The following is a list of many of the types of emergencies that can be experienced by a facility/university:
1. Natural Causes
Severe winter storms
Building emergency (structural damage caused by an emergency)
2. Accidental Causes
Fires (chemical, natural gas, electrical or ordinary structural)
Hazardous chemical accidents or spills (vapor or liquid)
Transportation accidents (airplane, railroad car, automobile/truck)
Explosions (compressed gas, containerized liquid or man made)
Prolonged utility outages (gas, electricity, cooling system, water)
3. Societal Causes
On-campus civil disturbance
Bomb-threats or explosions
The Emergency/Disaster Response Plan (EDRP) is brought into action by declaration of an emergency by the President or, in his/her absence, the Provost and Vice President for Academic Affairs, and then by the highest ranking executive-level senior administrator that is currently available. Once an emergency has been declared, the members of the Emergency Operations Center and other support personnel are, to the extent possible, relieved of routine duties, so as to more fully concentrate on the tasks at hand.
The president maintains executive control of the Emergency/Disaster Response Plan (EDRP). Ground level operational implementation and direction of the plan is the responsibility of the Vice President for Business and Fiscal Affairs. University personnel and equipment will be utilized to provide priority protection of life, preservation of property, and restoration of the academic and others programs of the University. The members of the EOC will determine the manner in which University personnel and equipment are utilized.
The Emergency Operations Center (EOC) will be headed by the President during a potential or actual emergency situation. The EOC will serve as the single point for monitoring and coordinating all response activities during the emergency.
The EOC will be restricted to the following personnel, or their designated representative:
2. Provost and Vice President for Academic Affairs
3. Vice President for Business and Fiscal Affairs
4. Vice President for Student Affairs
5. Director of Facilities and Business Services
6. Director of Environmental Health and Safety
7. Director of University Police
8. Director of Public Affairs
9. Director of Residential Life
10. Director of Human Resources
11. Supervisor of Health Services
12. Others as requested
EMERGENCY OPERATIONS CENTER (EOC) LOCATIONS
The following locations have been selected as areas for establishing the Emergency Operations Center:
Primary - Facilities Conference Room
Secondary - University Police Office
Tertiary - Human Resources Conference Room
Personnel will be informed of the chosen location at the time of their notification. Other locations may have to be selected depending upon the situation.
ORGANIZATION AND RESPONSIBILITIES
In emergencies, procedures sometimes must be changed at an instant's notice. Key responsible and qualified personnel have been selected and given the authority to make necessary modifications as required. In most cases, these key officials conduct these tasks and responsibilities on a day-to-day basis. The major difference is that under potential or actual emergency conditions, all resources and personnel will be applied to the management of the situation under the direction of the EOC.
In the event that the President or his designated representative is not available, the next senior ranking official will assume the responsibility for operation and management of the EDRP.
1. The President is responsible for the overall operation and management of the Emergency/Disaster Response Plan.
2. Only the President, his designated representative, or the next available senior ranking official can activate the EDRP.
3. When the EDRP is activated, the President will move to the EOC and manage all university activities with the assistance of the EOC team members and necessary support personnel.
PROVOST AND VICE PRESIDENT FOR ACADEMIC AFFAIRS
1. Be prepared to assume the duties of the President in his/her absence.
2. Provide assistance in the implementation of the EDRP when activated. Establish liaison with faculty members and coordinate assignments in accordance with the EDRP and needs of the University.
3. Decide if academic and other programs on campus should be suspended or canceled temporarily.
4. Coordinate the relocation of classes if necessary and communicate those changes to appropriate personnel.
VICE PRESIDENT FOR BUSINESS AND FISCAL AFFAIRS
1. The Vice President for Business and Fiscal Affairs will be the primary point of contact for the On-Scene Coordinator (normally the Director of Environmental Health and Safety).
2. When the EDRP is activated, the Vice President will:
a. Monitor all activities.
b. Gather all data.
c. Ensure all key personnel, listed in Appendices A and B, are in place and operating effectively.
d. Ensure that all necessary city, TBR, state and federal officials have been appropriately notified.
3. Coordinate activities related to emergency preparedness for provision of food services to the university community in cooperation with the Director of Food Services. The Guidelines have been defined under the Director of Food Services.
VICE PRESIDENT FOR STUDENT AFFAIRS
1. Coordinate all activities related to housing and other matters regarding student safety and well being.
2. Coordinate the use of Health Service personnel with the Supervisor of Health Services.
3. Coordinate and plan for displacement housing with the Director of Residential Life.
DIRECTOR OF FACILITIES AND BUSINESS SERVICES
1. Provide necessary logistical support for the emergency, or the impending emergency area, including buildings, equipment, and required services.
2. Provide necessary vehicles and operators required to support the impending or actual emergency. First priority will be given to university vehicles and equipment. In the event of a large-scale evacuation, coordinate with the local Emergency Management Agency for additional vehicles.
3. Ensure that the primary and alternative EOCs have adequate batteries and generators to provide electrical power in case of a power outage.
4. Inspect buildings for signs of structural damage and, if present, recommend the building be evacuated and secured.
5. Provide qualified personnel to ensure the sanitation of shelter areas and the personal hygiene needs of shelter occupants.
DIRECTOR OF ENVIRONMENTAL HEALTH AND SAFETY
1. Serves as the On-Scene Coordinator for securing the safety of individuals and property.
2. Ensure the Emergency/Disaster Response Plan Manual is current. Ensure all emergency equipment and supplies identified in the EDRP Manual are available and operational.
3. Maintain close liaison with the local Emergency Management Agency and state and local fire officials to maintain a continuing state of preparedness, which will facilitate all emergency efforts between the university and all support elements.
4. Review all fire safety inspections and coordinate any necessary corrective actions.
DIRECTOR OF UNIVERSITY POLICE
The Director of University Police will generally be one of the first to have knowledge of any emergency or potential emergency. The Director will be responsible for advising and updating the President, or his designated representative, of potential problems and/or progress accordingly. The University Police emergency call list is located in Appendix B.
When emergencies occur that affects the entire University, activation of the EDRP should be anticipated. Upon approval of the President or his designated representative, the Director of University Police will initiate the recall of key EOC personnel and activate the early warning system. In all emergencies University Police will:
1. Take immediate local action to reduce the threat of potential injury or loss of life.
2. Inform the Vice President for Business and Fiscal Affairs of the local emergency or threat.
3. Initiate local evacuation when required.
4. Provide equipment and personnel for on-scene management and evacuation.
5. Survey the emergency area and surrounding areas to determine the extent of potential or actual damage, assess support requirements and determine if further action is required, i.e., expanding the boundaries of the emergency area of evacuation of personnel.
6. Maintain order and ensure access and egress routes remain clear for emergency equipment.
DIRECTOR OF HUMAN RESOURCE SERVICES
The Director of Human Resource Services will coordinate services for affected faculty and staff to include:
1. Referral for inquires covered by worker's compensation
2. Counseling services and EAP referrals
3. Assistance to employees in obtaining necessary help too financially recover from disaster's affect.
Additionally the Director will assure payroll, leave, and recordkeeping contingencies are available. The Director will also be responsible for maintaining records of hours volunteered for federal matching funds from FEMA and will oversee adjusting employee schedules as needed.
DIRECTOR OF PUBLIC AFFAIRS
The Director of Public Affairs will be responsible for the preparation and release of all public announcements and for assuring the maintenance of a journal of all EOC activities. All releases will be coordinated with the President. NOTE: All inquires by the media during an emergency will be referred to the Public Affairs Office. The Office of Public Affairs Crisis Communication Plan can be found in
SUPERVISOR OF HEALTH SERVICES
The Supervisor of Health Services will coordinate the in-house medical support effort. Staff medical personnel, nursing students, and faculty of the College of Nursing will assist in the triage and medical care of injuries/casualties within the scope of their training. The Supervisor will coordinate with other local medical support organizations. Procedures for medical personnel on campus are as follows:
1. The infirmary is the initial health service point. All personnel are to report to the infirmary for instructions from the Supervisor of Health Services.
2. The secondary shelter for health services is Memorial Gym.
DEPARTMENT OF MILITARY SCIENCE
Assist in maintaining order under the direction of the Director of University Police and the EOC.
DIRECTOR OF RESIDENTIAL LIFE
1. Assist in the coordination of activities related to housing and other matters with the Vice President for Student Services.
2. Provides temporary shelter for evacuees and storage areas for property removed from the emergency area.
3. Ensure that residents are aware of all life safety measures and appropriate evacuation plans for their building.
DIRECTOR OF CHILD DEVELOPMENT LAB
The Tennessee Department of Human Services has established Child Care Emergency Preparedness guidelines to be followed during emergencies involving Child Care/Study Centers. In order to comply with these guidelines, a separate emergency preparedness document has been prepared for the TTU Child Development Lab. The emergency preparedness plan for the TTU Child Development Lab can be found in Appendix H.
In the case of emergencies which force the evacuation of the Child Development Lab, all children and staff will relocate to the alternative site in Roaden University Center. When evacuation occurs, each child and his or her emergency notification information is taken to the designated location. Parents will be notified to pick-up their children as soon as possible.
DIRECTOR OF FOOD SERVICES
Furnish meals to evacuees and personnel involved in the management and support of the disaster situation. The Food Services Emergency Plan is located in Appendix J.
RADIATION SAFETY OFFICER
In the event of an incident involving radioactive materials, the Radiation Safety Officer will provide technical assistance to the EOC in the management and control of activities related to the incident.
RESIDENCE HALL DIRECTOR (RHD)
Work with Office of Residential Life and University Police in establishing control of the area and reporting status of students. Provide temporary shelter for evacuees and storage areas for property removed from the disaster area.
OTHER SUPPORT ORGANIZATIONS
Internal and external support may be requested for specific situations. Approval for their use and the request for services will be authorized by the President.
ON-SCENE COMMAND POST
In order to better manage a localized emergency, the EOC will determine if an on-scene command post should be established. If established, it is imperative that effective and expedient communication be established between the on-scene command post and the EOC. The on-scene command post may be needed in situations where life-threatening situations exist or needed to protect life and property.
Evacuation of a building, area or the entire campus may be necessary under certain conditions. The following levels of evacuation are:
Level I - Dismissal of school due to a non-emergency event, such as a campus-wide power outage.
Level II - Partial evacuation in the event one building or area must be evacuated. It may reasonably be expected that this situation could be managed on campus without outside support.
Level III - Immediate evacuation of the university due to a potential or actual threatening event such as an accident involving the emission of toxic gases and vapors.
Traffic support will be required from the Cookeville Police Department to direct the flow of traffic to selected egress routes away from the danger source. Due to the large number of variables, i.e. location of the incident, meteorological conditions, road construction, etc., the advance designation of specific egress routes is not practical.
Those able to evacuate campus by automobile or other means should proceed to Hyder-Burke Pavilion. Proceed West on 12th Street to Old Gainesboro Grade. Proceed on Old Gainesboro Grade to Hyder-Burke Pavilion.
Where there is sufficient advance warning of a natural or human caused disaster and the university population is not considered to be in immediate danger, timely, and systematic evacuation may be required. Those unable to leave by automobile or other means should proceed to the congregation points defined below. Transportation will be provided through the Putnam County Emergency Management Agency.
Zone I - All buildings East of Dixie Avenue
Congregation Point - Parking Lot behind Women's Residence Halls
Zone II - All buildings West of Dixie Avenue and East of Peachtree Avenue
Congregation Point - Main Quad
Zone III - All buildings West of Peachtree Avenue and East of N. Whitney Ave.
Congregation Point - Parking Lot behind Men's Residence Halls
Zone IV - Tech Village and all other buildings West of N. Whitney Avenue
Congregation Point - Parking Lot of Ray Drost Intramural Fields
Important telephone numbers are identified in the Appendices. Other forms of communication are as follows:
1. Campus Telephone Network
2. Campus Radio Station (WTTU 88.5)
3. Emergency Sirens/PA System
4. University Police Mobile and Portable Intercom Systems
5. University Police Radio Network
6. Campus Electronic Mail System
7. Maintenance Portable Radios
8. Residential Life Cellular Phones
9. Fitness Center Portable Radios
10. Athletics Portable Radios