Emergency Plan Table of Contents
I. INTRODUCTION
II. EMERGENCY OPERATIONS TEAM
III. FUNCTIONS
OF ESSENTIAL PERSONNEL IV. SPECIAL PROTECTIVE PROCEDURES
FOR STUDENTS, STAFF
V. ROLLINS COLLEGE AS A PUBLIC
SHELTER
VI. EMERGENCY PREPAREDNESS ORGANIZATION
VII. HOUSEKEEPING PREPARATIONS
VIII. EMERGENCY ASSISTANCE
IX. STAFF AND RESIDENT STUDENT
PROCEDURES
X. FOOD SERVICE EMERGENCY PROCEDURES
XI. EMERGENCY SITUATION PAY
POLICY
XII. ROLLINS COLLEGE GENERAL
EMERGENCY PREPARATION INFORMATION
RESIDENCE HALL STAFF EMERGENCY
INSTRUCTIONS
RESIDENTIAL STUDENT EMERGENCY INSTRUCTIONS
EVACUATION PLAN AND TEMPORARY HOUSING ASSIGNMENTS
I. INTRODUCTION:
When Rollins College is threatened in an emergency
situation, the President, or designee, will have the Emergency
Operations Team (EOPT) Director (Director of Environmental Health & Safety)
schedule a meeting of the Emergency Operations Team (EOPT).
II. EMERGENCY OPERATIONS TEAM:
The Emergency Operations Team (EOPT) is comprised of designated staff members
who are a part of the decision-making process before, during and after an
emergency.
-
President of the College
- Lewis Duncan
-
VP for Academic Affairs
and Provost - Roger Casey
-
VP for Business and
Finance & Treasurer - Jeffrey Eisenbarth
-
VP for Institutional
Advancement - Jim Gerhardt
-
Dean of the Faculty
- Laurie Joyner
-
Dean of Hamilton Holt
School - Sharon Carrier
-
Dean of the Crummer
Graduate School of Business - Craig McAllaster
-
Interim Dean of Student Affairs
- Karen Hater
-
Assistant VP for Public
Relations & Communications - Ann Marie Varga
- Director of Technology Support - Carrie Schulz
-
Assistant VP for Risk
Management and Human Resources - Maria Martinez
-
Director of Environmental
Health & Safety (EOP Director) - Brad McKown
-
Director of Facilities
Management - Scott Bitikofer
- Director of Residential
Life - Leon Hayner
-
Director of Campus
Security - Ken Miller
-
Associate Dean of
Hamilton Holt School - Udeth Lugo
-
Assistant to the President
- Lorrie Kyle
-
Director of Olin Library
- Jonathan Miller
-
Director of Auxiliary
Services - Kathy Welch
-
Special Assistant to the
President - Steve Neilson
-
Director of Athletics - Pennie Parker
From the list above, Essential Personnel, whose presence is necessary
during and emergency and whose primary responsibility shall be the
protection of resident students, staff and College property, will be
identified on a per case basis. Immediate family members of Essential
Personnel and City of Winter Park Emergency Personnel may at their
discretion reside/take shelter in a College-provided shelter. Bush
Science Center is designated as the primary shelter for the immediate
families of Essential Personnel and City of Winter Park Emergency
Personnel, as well as the temporary shelter for residential students.
The following departments need to plan for and designate personnel for
adequate coverage and response during an emergency:
- Environmental Health & Safety
- Campus Security
- Dean of Student Affairs
- Facilities Management
- Information Technology
- Office of Public Relations & Communications
- Office of Residential Life
- Office of Auxiliary Services
III. FUNCTIONS OF ESSENTIAL
PERSONNEL
A. All Essential Personnel will revise and review
their departmental emergency procedures with staff regularly to ensure readiness.
General Responsibilities
Environmental Health & Safety: implement and enforce EOP
plan, liaise with government agencies. Campus Security: coordinate the movement of vehicles,
coordinate mass transportation if needed, assist in the safety/security
of persons/property.
Auxiliary Services: food, water, stock emergency
supplies in the Warehouse (flashlights, batteries, radios).
Facilities Management: secure equipment/buildings
and prepare facilities, college vehicle movement and readiness,
generators, telephone communication, R-card, housekeeping supplies.
Public Relations: coordinate external and
internal communication for the EOPT. This office will provide all communications
to the media for all programs and will implement communications to students,
faculty and staff. Residential Life: coordinate temporary housing
facility
Center for Lifelong Education: (summer only)
coordinate temporary housing facility/camp coordination.
B. In the event that the College should be "closed", due to a weather type emergency, the following station plan will
be put into effect.
1. Emergency headquarters will be Bush Science
Center Room 107, telephone number 2299, Fax number – 975-6465 and
the Director of Campus Safety will staff the command post. Bush Room
105 will be the Facilities Management operations Center. In the event that
additional facilities are needed either as a shelter or for command purposes,
the Crummer building will be the primary back-up site. This staff will
remain on-site until the emergency condition has passed. Families of Essential
Personnel who will stay on-site are encouraged to use the Bush shelter
as well. The CP has multiple lines including several additional Sprint
lines for communication in and out.
2. Maintenance/Housekeeping Personnel will
be coordinated out of Bush Science Center Command Post, Room 105.
3. Residential Life Staff will be available
in the assigned residence halls to direct remaining students to Bush Science
Center.
C. The critical role is to monitor the situation
and respond to emergencies following the storm.
D. Non essential personnel will be directed
home or to the nearest shelter.
IV. SPECIAL PROTECTIVE
PROCEDURES FOR STUDENTS, STAFF
A. Evacuation
1. Follow Evacuation Plan and Temporary Housing
Assignments Instructions.
2. If conditions permit, living units will
be supplied with emergency food.
V. ROLLINS COLLEGE AS A PUBLIC SHELTER
A. In the event of an emergency,
and if the College was in session (which would mean students would be residing
in residence halls), the general public would not have access to these
buildings.
B. In the event that the College was not in
session, and the residence halls were empty, the EOPT, if requested, may
authorize the opening of designated facilities as a Public Shelter.
VI. EMERGENCY PREPAREDNESS ORGANIZATION
A. In the event that one of the emergency
preparedness organizations such as the Red Cross were to ask to set up
operations on the campus, the EOP Director will coordinate emergency activities
as needed.
B. Room space would be identified as needed
in order for the emergency preparedness organizations to function.
VII. HOUSEKEEPING PREPARATIONS
A. Emergency supplies are located in the following
buildings: Facilities Management and the Cornell Campus Center.
B. Custodial emergency supplies will be maintained
to contain the following items:
* wet vacuum
* mop and mop bucket, mop wringer
* broom and dust pan
* can liners
* toilet paper
* sponges
* disinfectant
* glass patch
* rags
* absorb - to help absorb and deodorize body
fluid spills
* ventilation equipment (blower, fan, etc.)
* wet floor sign
* rubber gloves
* flashlights
C. Housekeeping personnel will be mobilized
as required by the Director of Facilities Management.
VIII. EMERGENCY ASSISTANCE
A. In the event of an impeding hurricane,
Residential Life staff will prepare itself in the best possible manner. First Aid kits will be checked and restocked by the Health Services Department.
B. Primary 1st Aid assistance will be available
at a first aid station established in Bush Science Center. Residential
Life staff will bring all first aid kits to the First Aid Room for consolidation.
The location of the First Aid Room will be determined by the EOP Director.
IX. STAFF AND RESIDENT STUDENT PROCEDURES
A. Emergency procedures for all
departments shall be implemented upon notification from the EOP Director,
the President or designee.
B. General procedures and instructions
(attached) shall be published and distributed for:
residential students
staff/faculty
C. Specific instructions from the EOP Director
to all staff and students will be published via the Office of Public Relations
on an as required basis during the emergency.
X. FOOD SERVICE EMERGENCY PROCEDURES
A. Coordinate the preparation of all food
and water on campus.
B. If possible, the Dining Hall will provide
meal services for those resident students and Essential Personnel remaining
on-campus. Access and meal hours may be limited.
C. In the event the emergency should extend
over a significant period of time, voluntary assistance of students will
be needed in the preparation and distribution of food.
XI. EMERGENCY SITUATION PAY POLICY
Compensation
Should the College be closed due to an emergency, The following shall apply:
Non-Exempt Staff
1. If the College is officially closed beyond
two weeks the College will pay employees their regular pay up to two weeks
of pay. Employees can choose to be paid for additional time
off by using PTO or leave without pay with full benefits.
2. Employees who are asked to return to work
for various duties during the first two weeks that the College is closed,
will be paid for every hour worked in addition to the two weeks pay.
If employees are required to work beyond 40 hours for the week, they will
be compensated at the overtime rate of time and a half for hours worked. If the College is closed beyond the two-week period employees who come
to work will be paid their regular pay.
Exempt Staff
1 If the College is officially closed beyond
two weeks, the College will pay employees their regular pay up to two weeks
of pay. Employees can choose to be paid for additional time
off by using PTO or leave without pay with full benefits.
2 Employees, who are asked to return to work for
various duties during the first two weeks that the College is closed,
will be provided with the equivalent days off. If the College is
closed beyond the two-week period employees who come to work will be paid
their regular pay.
XII. ROLLINS COLLEGE
GENERAL EMERGENCY PREPARATION INFORMATION
Suspension of Service
All instructions such as canceling classes,
closing of buildings, releasing of employees, etc., will be given only
through the procedures outlined. If public media or telephone operators
are used to make any foregoing announcements it will be specified that
Facilities Management, Dean of Student Affairs Staff and Food Service employees
be exempted from such notices.
Resumption of Service
Following the lifting of an emergency situation, essential personnel in the EOPT will determine which buildings
and facilities can be used safely for classes and other purposes and will
make appropriate recommendations to the EOP Director.
The President, upon recommendation from the
EOP Director, will issue necessary directives and instructions concerning
the resumption of classes and the use of College buildings and facilities.
All information will be communicated through
local radio and television stations.
RESIDENCE HALL STAFF EMERGENCY INSTRUCTIONS
Each professional staff member of the Residence
Life Office will be informed that an emergency situation is in effect. Complete copies of these procedures (included in
staff manual) will be distributed immediately following notification. Each Assistant Director, Residential Life/Hall Director will:
Notify and inform staff that an emergency situation
exists. This information will be immediately communicated to the
residents. Immediate precautionary instructions shall include, but
are not limited to:
1. Check all flashlights, and personal radios
(battery-operated) to insure that they are working.
2. Restock Health Kits.
3. Make ready and duplicate any handouts.
4. Instruct office personnel to handle only
emergency telephone calls.
5. All staff will be responsible for their
areas. Staff members will be responsible
for knowing the whereabouts of their residents and will furnish a list
to the Director, Residential Life.
6. Assistant Director(s), Residential Life
must be in contact with the Director, Residential Life as needed to update
status reports.
7. The Director, Residential Life should maintain
continuous contact with the Emergency Operations Plans EOPT Director for
information, update, and assistance. Obtain a list of student volunteers
who would be willing to assist.
8. The Director, Residential Life in conjunction
with the appropriate College personnel will coordinate the evacuation of
all residential students and the relocation of remaining students to Bush
(if necessary, then to other appropriate facilities).
Emergency Assistance: First Aid Kits should
be available for all Residential Life staff. Primary 1st Aid assistance
will be available in Bush.
Following the Emergency:
A. Residential Life staff will focus on the
following in cooperation with other appropriate College units:
* locating people needing medical treatment
and seeing they get help
* security of persons and property
* damage assessment
* electricity, water, sanitation, communication
* food
* secure building exteriors
* clean up of facilities
* staffing - scheduling, work assignments.
RESIDENTIAL STUDENT EMERGENCY INSTRUCTIONS
All students will be alerted by the Residential
Life Office to make preparations for an emergency situation. Depending on each
resident's personal circumstances, all residents will be encouraged to
evacuated campus and go to their homes. If possible, the EOPT may
request transportation to vacate residential students. If conditions
warrant, evacuation of all students is desired. This may not be possible,
however, and Residential Life will ascertain and coordinate the status
of all remaining students. Students are requested to keep their radios
turned to a local station or the campus radio station WPRK, 90.5 FM for
general information. The following procedures
are recommended in order to provide the maximum amount of safety and protection
for those students residing in the residence halls. The College,
however, is not responsible for damages to, or loss of, personal property.
EVACUATION PLAN AND TEMPORARY HOUSING
ASSIGNMENTS
During the preparation for an emergency, it will be desirable to evacuate all residential students.
If conditions warrant, the EOPT may secure transportation to assist with
this process. Remaining students, however, will be moved to Bush. Depending on the number of students needing shelter, other appropriate
facilities may be used.
Residential Life Office will devise and coordinate
procedures for housing remaining students. These students should
bring the following items to Bush (or their assigned temporary living area):
bedding and pillows
one small bag with clothing, etc.
needed medication/glasses, etc.
non-perishable food items
toilet articles
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