Comprehensive Overview of Emergency Management Plan at UTHealth

 
 
 
 
Emergency Management Plan
Executive Briefing 2018
 
June 6, 2018
 
Overview
 
UTHealth EMP congruency with National Incident
Management System (NIMS)
 
Brief description of major EMP elements
 
Two Examples (based on risk assessment)
Bomb threat
Inclement weather (Hurricane/Flooding)
 
Business Continuity Plan
 
National Incident Management
System (NIMS)
 
NIMS – Federally required comprehensive national approach,
applicable at all jurisdictional levels and across functional
disciplines for responding to emergencies
 
NIMS training required for emergency responders and
emergency management team (you)
 
NIMS required training is online
Courses: IS 700.a, 100.HE, 200.b, 800.b
 
   
http://training.fema.gov/IS/NIMS.asp
 
Emergency Management Scope
 
 
Prevention
 
Preparedness
 
 
Response
 
Recovery
 
Prevention
 
Routine surveillance
Lab, facility, and environmental safety surveys
 
System testing
Fire alarm and suppression systems, emergency generators,
flood doors
 
Safety training
Lab safety training, Area Safety Liaisons, Facilities and Auxiliary
Enterprises maintenance staff
 
Preparedness
 
Communication
Updated contact information
 
Institutional Awareness and Education
Emergency preparedness fliers
UTHealth website
Home preparedness kits
 
Drills
Fire drills
Flood door drill (May 5, 2018)
Hazardous material spill drills
Tabletop exercises
 
Key Units Involved with EMP
 
Environmental Health & Safety
EMP development, testing, emergency response for health and
safety, training
Facilities, Planning & Engineering and Auxiliary
Enterprises
Monitoring advisories, protecting property
UT Police
Monitoring advisories, initial emergency notifications, crowd and
access controls
Public Affairs
Institutional and external communications
Information Technology
Computer systems
 
Emergency Management Plan
Elements
 
Types of emergencies
Inclement weather
Fire
Hazardous material releases
/ theft
Facility failure
Bomb, cyber/terroristic
threats of violence
Armed intruder
Auto accidents
Medical emergencies
 
Classified into “levels” for
actions and notifications
Level 1 (area)
Level 2 (floor)
Level 3 (building)
 
 
 
 
 
 
 
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Reports to the scene
of an emergency,
assist as required
 
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Coordinates the
needs of the
University’s’
research animals
 
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Coordinates UTP
Personnel & Updates
the Executive Team
 
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Emergency Communication
Options
 
UTHealthALERT text messages for imminent threats
UTHealth intranet emergency banner
Targeted or mass email (note: inherent delay)
Web at 
www.uthealthemergency.org
 (offsite hosting
backup)
Fire Alarm Control Panel voice announcement capability
Campus television monitors
Designated voicemail lines with informational messages
(offsite toll free number backup)
Local television
Local radio
Facebook / Twitter
 
UTHealthALERT
 
UTHealthALERT text messages for imminent threats such as an
active shooter or tornado or anytime there is a change in status
and other situations
 
Enables one person to communicate very quickly with
thousands of people anywhere and at anytime
 
Track broadcasts
When the message was sent
Who the message was sent to
Who confirmed receiving the message
Who hasn’t confirmed receiving the message
Who wasn’t able to be reached
 
Why only send text messages?
 
System is faster using only one method
 
Too many  methods/messages can overwhelm regional, local,
or internal communication systems
 
Almost everyone owns a cell phone and people tend to keep it
with them when they are in transit
 
OPA can send a mass email
 
 
 
 
 
 
 
UTP Clinics
 
Each clinic has its own Emergency Management template/plan
 
Ambulatory loss prevention assessments
Looks for any hazard that can shut clinic down for a period of
time
Patient, visitor hazards, injuries
Employee hazards, injuries
 
13
 
Controlled Access
 
UTHealth never “closes”
 
When initiated, controlled access engages
essential personnel
 
Non-essential personnel may access facilities as
deemed necessary by signing in and out at the
building guard desk and being escorted while in
the facility.
 
Example 1
Bomb, Cyber or
Terroristic Threats
of Violence
 
Typical Event
 
Threat called in, mailed in or submitted
electronically (email, social media, etc.)
Key details of message should be noted, reported
to UTPD
NOTE: specific training for key administrative available
from UTPD
If threat is non-specific, experts suggest not
evacuating, but to conduct low key sweep of
building for suspicious items
If threat is specific (time, location, etc.) experts
suggest evacuation, and subsequent sweep
Ultimate decision to evacuate rests with Executive
Team, not UTPD
 
Example 2
Inclement Weather: Flooding or
Hurricane
 
TMC Flood Alert System
http://fas4.flood-alert.org
 
Green
Green
 – Flooding possibility minimal to none
 
Yellow
Yellow
 
 
– “Flood Caution”
 
Flooding conditions possible.
 
10-20% chance of flooding
 
Orange
Orange
 – “Flooding Possible”
 
Water level high in Brays Bayou with heavy rains expected in the
western portion of the watershed.  40-50% chance of flooding if storms
persist.
 
Red
Red
 – “Flooding Probable”
 
Water levels very high in Brays Bayou with heavy rains expected to
continue in western portion of the watershed.  80-90% chance of
flooding. 
Controlled Access requested, Executive Decision necessary.
 
Critically important
: this color coding system is 
NOT
 synchronized with
TMC weather alerts that are sent by text, e-mail
19
 
Critically important
: this TMC weather color coding system is 
NOT
synchronized with Flood Alert.org system our flood door plan is linked to
 
Hurricane Preparation Sequence
 
96
 hours before landfall: preparations begin
 
72
 hours: Alert status – preparations ramp up
 
48
 hours: Watch status – final preparations
 
24
 hours: Warning status – Ride out team arrives. 
Controlled
Access requested, Executive Decision necessary.
 
8
 hours out: warning status – controlled access
 
Business Continuity Plan
 
Designed to address business continuity issues up to 30
days post disaster in hopes of reducing the severity and
duration of operational impacts
 
11 key units identified requiring detailed BCP plans
 
Template worksheets created for research, academic,
clinical, and administrative departments
 
Rapid building damage assessment checklist developed
 
Recovery
 
Existing UT System pre-established contracts
Water, fire, smoke damage, etc. – BMS Catastrophe
Hazardous materials spills – Eagle Environmental
Hazardous waste disposal – Veolia, Stericycle
 
UTHealth Evergreen contracts & JOC
 
UT System mutual aid agreement
 
Property Insurance coverage
Fire and all other perils
Wind and named storms
CPPP 2017-18 – FIRE & AOP STRUCTURE
 
CPPP 2017-18 – NAMED WINDSTORM STRUCTURE
 
Summary
 
EMP sets out framework for institutional emergency response and
management
 
Key executive decisions are typically:
Open or Controlled Access?
Evacuate or shelter in place?
Note that decisions can sometimes be impacted by local or
state agency decisions
 
BCP facilitates institutional recovery
 
Focus on prevention and preparedness
 
Each emergency situation is different, but in every such event,
cooperation and communications are key!
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This executive briefing outlines the emergency management plan (EMP) at UTHealth, focusing on its alignment with the National Incident Management System (NIMS). It covers major EMP elements, examples based on risk assessment (bomb threat and inclement weather), business continuity plan, NIMS requirements, and emergency management scope including prevention, preparedness, response, and recovery strategies. Key units involved with EMP and specific plan elements are also discussed.


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  1. Emergency Management Plan Executive Briefing 2018 June 6, 2018

  2. Overview UTHealth EMP congruency with National Incident Management System (NIMS) Brief description of major EMP elements Two Examples (based on risk assessment) Bomb threat Inclement weather (Hurricane/Flooding) Business Continuity Plan

  3. National Incident Management System (NIMS) NIMS Federally required comprehensive national approach, applicable at all jurisdictional levels and across functional disciplines for responding to emergencies NIMS training required for emergency responders and emergency management team (you) NIMS required training is online Courses: IS 700.a, 100.HE, 200.b, 800.b http://training.fema.gov/IS/NIMS.asp

  4. Emergency Management Scope Prevention Preparedness Response Recovery

  5. Prevention Routine surveillance Lab, facility, and environmental safety surveys System testing Fire alarm and suppression systems, emergency generators, flood doors Safety training Lab safety training, Area Safety Liaisons, Facilities and Auxiliary Enterprises maintenance staff

  6. Preparedness Communication Updated contact information Institutional Awareness and Education Emergency preparedness fliers UTHealth website Home preparedness kits Drills Fire drills Flood door drill (May 5, 2018) Hazardous material spill drills Tabletop exercises

  7. Key Units Involved with EMP Environmental Health & Safety EMP development, testing, emergency response for health and safety, training Facilities, Planning & Engineering and Auxiliary Enterprises Monitoring advisories, protecting property UT Police Monitoring advisories, initial emergency notifications, crowd and access controls Public Affairs Institutional and external communications Information Technology Computer systems

  8. Emergency Management Plan Elements Classified into levels for actions and notifications Level 1 (area) Level 2 (floor) Level 3 (building) Types of emergencies Inclement weather Fire Hazardous material releases / theft Facility failure Bomb, cyber/terroristic threats of violence Armed intruder Auto accidents Medical emergencies

  9. FPEs Work Control Monitors Potential Emergency Situations & Informs VP FPE, and Answering Service UTPD Monitors Potential Emergency Situations & Alerts FPE s Work Control Emergency Notification If after hours: Answering Service Relays emergency event message OPA Environmental Health & Safety Reports to the scene of an emergency, assist as required CLAMC Coordinates the needs of the University s research animals UT Physicians Coordinates UTP Personnel & Updates the Executive Team VP of AE Coordinates AE Personnel & Updates the Executive Team VP of FPE Coordinates FPE Personnel & Updates the Executive Team Communications Updates information resources & informs the Executive Team as necessary Activate emergency advisorieson Web homepage Update voice mail message at 713-500-9996 or 713-500-7999 Notify School Deans and Executive Council as appropriate Notify answering service for main switch board Notify/Update News Media The decision to modify operations can be made by any of these individuals Dr. Robert Emery VP Environmental Health Safety and Risk Management Dr. Michael Blackburn Executive Vice President Research Kevin Dillon Sr Executive Vice President, Chief Operatingand Financial Officer Dr. Giuseppe Colasurdo President Wes Stewart VP of Facilities, Planning, & Engineering Chief William Adcox UTPD Chief of Police

  10. Emergency Communication Options UTHealthALERT text messages for imminent threats UTHealth intranet emergency banner Targeted or mass email (note: inherent delay) Web at www.uthealthemergency.org (offsite hosting backup) Fire Alarm Control Panel voice announcement capability Campus television monitors Designated voicemail lines with informational messages (offsite toll free number backup) Local television Local radio Facebook / Twitter

  11. UTHealthALERT UTHealthALERT text messages for imminent threats such as an active shooter or tornado or anytime there is a change in status and other situations Enables one person to communicate very quickly with thousands of people anywhere and at anytime Track broadcasts When the message was sent Who the message was sent to Who confirmed receiving the message Who hasn t confirmed receiving the message Who wasn t able to be reached

  12. Why only send text messages? System is faster using only one method Too many methods/messages can overwhelm regional, local, or internal communication systems Almost everyone owns a cell phone and people tend to keep it with them when they are in transit OPA can send a mass email

  13. UTP Clinics Each clinic has its own Emergency Management template/plan Ambulatory loss prevention assessments Looks for any hazard that can shut clinic down for a period of time Patient, visitor hazards, injuries Employee hazards, injuries 13

  14. Controlled Access UTHealth never closes When initiated, controlled access engages essential personnel Non-essential personnel may access facilities as deemed necessary by signing in and out at the building guard desk and being escorted while in the facility.

  15. Example 1 Bomb, Cyber or Terroristic Threats of Violence

  16. Typical Event Threat called in, mailed in or submitted electronically (email, social media, etc.) Key details of message should be noted, reported to UTPD NOTE: specific training for key administrative available from UTPD If threat is non-specific, experts suggest not evacuating, but to conduct low key sweep of building for suspicious items If threat is specific (time, location, etc.) experts suggest evacuation, and subsequent sweep Ultimate decision to evacuate rests with Executive Team, not UTPD

  17. Example 2 Inclement Weather: Flooding or Hurricane

  18. traffic_light TMC Flood Alert System http://fas4.flood-alert.org Green Flooding possibility minimal to none Yellow Flood Caution Flooding conditions possible. 10-20% chance of flooding Orange Flooding Possible Water level high in Brays Bayou with heavy rains expected in the western portion of the watershed. 40-50% chance of flooding if storms persist. Red Flooding Probable Water levels very high in Brays Bayou with heavy rains expected to continue in western portion of the watershed. 80-90% chance of flooding. Controlled Access requested, Executive Decision necessary. Critically important: this color coding system is NOT synchronized with TMC weather alerts that are sent by text, e-mail

  19. 19 Critically important: this TMC weather color coding system is NOT synchronized with Flood Alert.org system our flood door plan is linked to

  20. Hurricane Preparation Sequence 96 hours before landfall: preparations begin 72 hours: Alert status preparations ramp up 48 hours: Watch status final preparations 24 hours: Warning status Ride out team arrives. Controlled Access requested, Executive Decision necessary. 8 hours out: warning status controlled access

  21. Business Continuity Plan Designed to address business continuity issues up to 30 days post disaster in hopes of reducing the severity and duration of operational impacts 11 key units identified requiring detailed BCP plans Template worksheets created for research, academic, clinical, and administrative departments Rapid building damage assessment checklist developed

  22. Recovery Existing UT System pre-established contracts Water, fire, smoke damage, etc. BMS Catastrophe Hazardous materials spills Eagle Environmental Hazardous waste disposal Veolia, Stericycle UTHealth Evergreen contracts & JOC UT System mutual aid agreement Property Insurance coverage Fire and all other perils Wind and named storms

  23. CPPP 2017-18 FIRE & AOP STRUCTURE

  24. CPPP 2017-18 NAMED WINDSTORM STRUCTURE

  25. Summary EMP sets out framework for institutional emergency response and management Key executive decisions are typically: Open or Controlled Access? Evacuate or shelter in place? Note that decisions can sometimes be impacted by local or state agency decisions BCP facilitates institutional recovery Focus on prevention and preparedness Each emergency situation is different, but in every such event, cooperation and communications are key!

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