Emergency Response Management Plan

Purpose of the Plan

This plan will provide guidance to the Emergency Response Management Team and the first responders in case of an incident on campus. The procedures of this plan are intended to be flexible enough to accommodate contingencies of all types. These events may include; earthquakes, fire, floods, hazardous material spills, explosions, and airline crashes. The plan is intended to enable KCC to meet it’s responsibilities regarding any event that may affect the college or the surrounding community.

Scope of the Plan

The plan is designed to define the roles and responsibilities of the Klamath Community College staff in response to an emergency situation. It also describes the role of local and State authorities. Coordination with local, State, and Federal agencies is also addressed.

Responsibility and Control

The Emergency Response Management plan is under the executive control of the President of the College, and the operational direction of Administrative Services. When an emergency situation is declared by the College President or designee, the Incident Commander will activate the Emergency Response Plan. The Incident Commander will retain control of the situation until relieved by a higher-ranking Incident Commander. Pursuant to Federal Emergency Management Administration standards, local fire and emergency management personnel are expected to assume the Incident Command responsibilities when necessary.

College personnel and equipment will be utilized to provide priority protection for:

  • Life Safety
  • Preservation of Property
  • Restoration of academic programs

The President will coordinate with the Incident Commander to determine when it will be appropriate to deactivate the Emergency Response Management Plan.

Assumptions

Success of this plan is dependent on a realistic approach to the problems likely to be encountered and on the personnel available during the emergency operation. To provide this realism the following assumptions are set forth:

  • Events in an emergency are not predictable; therefore support and operational plans may be modified to meet the requirements of the situation.
  • Disasters may effect the entire campus, City, County and State, therefore emergency services may not be available.

If the emergency occurs before or after the college hours, the structure of the plan remains the same, it’s implementation may vary  depending on available recourses. Until the proper College can be notified, the individuals with the most training and rank will be the Incident Commander. The Incident Commander will have the responsibility to implement the plan. The Incident Commander will make every effort to notify College Officials.

Updating the Plan

The plan will be updated as necessary and reviewed by the KCC Support Services and the College Council. Updates may be necessary due to:

  • Changes in regulations.
  • Failure of the plan during use.
  • Changes in response  for a given situation.
  • Increase or decrease in the potential for an emergency situation.
  • Other events that occur which necessities changes.

Incident Review

After the incident has stabilized, a through evaluation of the effectiveness of the response will be performed. The review will be accomplished by the major participants including Administration Services, supervisors and employees.

Some of the  problems revealed may be:

  • Communication
  • Construction
  • Operating procedures
  • Employee training
  • Employee performance
  • Coordination of public agencies

Activation Plan

Cabinet

The President of the College serves as the head of the Cabinet which activates  the Emergency Response Plan.  In the event of the absence of the President, the authority for the Plan will be delegated to in the following order:

  • Vice President of Administrative Services
  • Vice President of Learning Services
  • Vice President of Student Services
College Emergency Operations Center

During the incident an “Emergency Operation Center” may be needed. The EOC will facilitate and coordinate all the operation personnel and the responding outside agencies.

Roles and Responsibilities

Emergency response management requires the establishment of an Incident Command Team comprised of the most important and critical functions at the College. Consistent with the International Emergency Standard, the College’s Operational Center are organized into three-unit teams.

  • Management
  • Administration
  • Planning

Emergency Operation Center

Incident Command Assignments

The following assignments will be made in the event of a major incident on campus requiring the Incident Command Center to be activated.

Incident Commander: Cabinet Member
Public Information Officer: Community Relations Coordinator
Liaison Officer : Student Services
Safety Officer: Campus Safety Specialist
Operations Chief: Human Resources Director
Planning Section Chief: Director of facilities
Logistics Chief: Financial Aid Officer
Trauma Teams: Practical Nursing
Incident Commander Alternates
First Alternate Incident Commander: V.P. of Administrative Services
Second Alternate Incident Commander: V.P. of Academic Affairs
Third Alternative Incident Commander: V.P. of Student Affairs
Evening Incident Commander: Campus Safety Specialist
Emergency Operations Center

An Emergency Operations Center will be established on campus, and all participants will meet at that location to perform their duties. KCC will establish an EOC that will include the Emergency Response Team, and any outside agencies so coordination of the plan can be established. KCC will have two locations Building 6 or Building 3, in the event the incident occurs in either area.

Emergency Notification

KCC has implemented “E2campus” “Emergency Notification System” that will broadcast notification of an incident on campus. The notification system will “ALERT” students and personnel in various ways of communication that will include; texting, reverse office phone calls, emails, LED digital display boards, desk top alerts, social media, KCC web page, paging system through our desk phones and personal portals (my Google, I Google, My AOL).

Roles and Responsibilities
Responsibilities
  • Declare an Emergency and activate the response teams.
  • Coordinates the Incident Command team, along with the Incident Commander as needed.
Incident Command Team
  • Advises on overall strategy for an incident.
  • Assists and supports the Incident Commander with overall priorities and action strategies for the emergency response.
  • Coordinate and communicate as necessary with the Executive Team and the College Emergency Operation Center's operations.
Incident Commander
  • This position is always activated.
  • Work with and support the Public Information Officer in the development and delivery of messages.
  • Activate the Incident Command Team and the Emergency Operation Center.
  • Develops and leads the EOC Action Plan.
  • Responsible for the overall management of the emergency, development, and implementation of strategic goals and objectives.
  • Approves the ordering and release of resources.
  • Obtains briefing and assess the situation.
  • Determines informational needs, and informs the P.I.O. of the requirements.
  • Deactivates as conditions return to normal.
Public Information Officer
  • The Public Information Officer is a part of the Management Team, and the position is always activated for emergency response situations.
  • Manages all official communication, both internally and externally with advise and direction from the President and the Executive team.
  • Responsible for the formation and release of information about the incident to the news media, public, staff , and any organizations or agencies.
  • Establish contact with local and national media as appropriate.
  • Inform staff and student evacuees of the status of the incident and the on-going response.
  • Activates and staffs message center to receive requests and answers questions from the public.
Liaison Officer
  • Directs the operation and functions of Facilities Department Staff Officers during emergency responses.
  • Communicates with the Incident Commander and notifies outside agencies of the emergency and the actions that are undertaken, including:
    • Klamath County Sheriff's Office
    • Klamath City Police
    • Oregon State Police
    • Klamath County Fire Department
  • Has the lead for the Operational Action Plan for Law Enforcement, Security, Traffic control, access control, and crime scene preservation.
  • Coordinate with the county Medical's Examiner's office for incidents involving fatalities.
Safety Officer
  • Responsible for managing and coordinating the environmental health and safety functions of the emergency response teams.
  • Develop measures to assure the safety functions of the emergency responders, operators and facilities for response and clean-up operations.
  • Assure all operations are in compliance with applicable state and federal regulations, and halt any operation that does not meet criteria.
  • Manages contract services for on-site assessment of hazards such as toxic environments, chemicals spills, asbestos, and other hazardous material.
  • Assists Operational chief in forming, deploying, and supervising preliminary assessment teams.
  • Manages HazMat Response when the Fire Department in not available .
  • Provides and maintains any necessary personal protective equipment.
  • Assists in developing the Incident Action Plan.
Operations Chief
  • This position is always activated. Serves as back up to the Incident Commander.
  • Assists in formulating strategy established by the Incident Commander and implements it tactically according to operating guide lines.
  • Forms, deploys and supervises preliminary assessment teams.
  • Develops and manages tactical operations to meet incident objectives.
  • Establishes operational priorities and strategies. Coordinates to ensure effective field incident response and the management of operational resources.
  • Provides senior operational representation to the Incident Commander.
  • Works directly with consulting engineers to augment college resources.
  • Analyzes status reports and inspection reports to identify damaged properties; tracks damage, loss and reconstruction costs.
  • Implements and manages maintenance, repair and construction projects for critical college services and facilities, as authorized by Incident Commander.
  • Determines resources and boundaries assigned to each work unit and requests additional resources as needed.
Logistics Chief
  • Maintains a current list of all college assets that may be assigned in an emergency and provides facilities, services and materials in support of the incident response.
  • Determines need for shelter/assembly points for affected staff and students.
  • Establishes and maintains resource tracking.
  • Manages contracts for services and supplies, and places orders as needed.
  • Identifies and tracks facility damages and obtains ballpark estimates for repairs.
  • Manages distribution of food, water, and sanitation supplies as needed.
  • Ensures KCC Emergency Operations Center is physically activated.
Medical Triage and First Aid
  • A support function as needed by the Health Services Department
  • Coordinates and assigns resources for the management of first response field medical emergency operations on the campus, including emergency triage, medical transportation, first aid, deaths and casualty counts.
  • Coordinates the request for and allocation of medical resources at the campus.
  • Coordinates the location of on-going triage and minor care with outside medical responders.
  • Transfers operations to command of emergency services.
Facilities Department Staff
  • Performs the prioritized response and exchange of operational information for all buildings, power, and water, utilities, roadways, and grounds with the Operational Chief.
  • Inspects, repairs and restores operations for all campus power and water utilities, facilities roadways, and grounds.
  • Supports all field operations and the Incident Commander and EOC.
  • Responsible for providing reports from outside utilities, and transitioning emergency operations to clean up and repair operations.
Planning Chief
  • Provides for overall management and analysis of disaster/incident information and assessment of impact and damage to the college's systems, properties, facilities and capability to occupy buildings.
  • Provides analysis and consultation regarding extended operations and the impacts of the emergency.
  • Manages the receipts, posting, tracking and documentation of disaster/incident information.
  • Supports the financial accounting of all incurred costs and estimated expenditures.
  • This position is always active.
  • Responsible for receiving, analyzing, posting, tracking and assessing information regarding the situation, damage and interruption to the college properties and programs.
  • Maintains a general EOC log documenting major actions and decisions of the EOC.
  • Keeps the Incident Commander updated.
Finance /Admin Team
  • Utilize Local established vendors.
  • Activate the "Badger Burrow" for food supply.
  • Use KCC credit cards.
  • Call on the goodwill from local businesses.
Communication Systems
  • On-site technology infrastructure.
  • Provide computers to the EOC.
  • Establish internet access.
  • Provide land line accessibility.
 

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