UNIVERSITY OF HAWAI‘I AT MĀNOA EMERGENCY RESPONSE PLAN
PURPOSE – The University of Hawai‘i at Mānoa Emergency Response Plan (ERP) provides procedures for managing and responding to major emergencies that may threaten the health and safety of the Campus community or disrupt its programs and activities. The ERP outlines necessary emergency preparedness requirements and identifies organizations and individual positions that are directly responsible for emergency preparedness, response and recovery.
AUTHORITY – This ERP is promulgated under the authority of the Chancellor of the University of Hawai‘i at Mānoa and University of Hawai‘i Executive Policy E2.203 Emergency Preparedness and Response Responsibilities.
STATEWIDE RESPONSIBILITIES – The State of Hawai‘i, Plan for Emergency Preparedness, Volume III provides the overall plan for the State and specifies the support required from the University of Hawai‘i and other State agencies. The University has specific requirements to provide the following support under the State Plan for Emergency Preparedness:
EMERGENCY PLAN CONCEPT OF OPERATIONS – This plan is designed to provide an organized management system for the Mānoa Campus to follow during emergencies. The system is flexible where parts of or the entire plan may be activated, as appropriate to the situation. It is based on a worst-case scenario and is a management tool for providing critical functions and roles during an emergency. The plan complies with the Incident Command System, the management structure identified in guidance provided by the National Incident Management System of the U.S. Department of Homeland Security. Emergency response leadership at Mānoa will be provided by the Emergency Management Team (EMT), drawn from the University’s senior administrative and academic leadership. The EMT Executive for Mānoa shall be the Chancellor. Under the Incident Command System, the EMT leader is the Incident Commander, who under the Mānoa Emergency Response Plan shall be the EMT Executive or Chancellor.
- Supporting County governments in identifying and meeting the health and medical needs of disaster victims.
- Supporting the State Department of Health in providing technical assistance on disease and injury control measures.
- Providing shelters for evacuees and/or victims during or after a disaster occurs.
- Supporting the State Department of Health in providing assistance for any hazardous materials disaster.
CAMPUS PRIORITIES – The University of Hawai‘i at Mānoa (UHM) emergency response organization shall respond to an emergency situation in an organized, safe, effective and timely manner. UHM personnel and equipment will be utilized to accomplish the following priorities:
EMERGENCY CLASSIFICATIONS - Each incident will be classified by Type according to its potential impact, severity and response requirement.
- Priority I Protect Life and Safety
- Priority II Assess Critical Infrastructure and Facilities
- Priority III Restore/Maintain Campus Operations and Resume Education/Research Programs
Type 2 (Emergency)
- A Type 1 minor incident is localized or in a small area. It can be quickly resolved with existing UHM resources or limited outside help. A Type 1 incident has little or no impact on personnel or normal operations outside the locally affected area.
- Type 1 incidents do not require activation of the UHM ERP. Impacted personnel, departments or offices coordinate directly with operational personnel from the UHM Office of Safety and Security and the Office of Facility and Grounds or other units to resolve Type 1 incidents. In certain incidents, the Mānoa Director of Communications will be asked to provide necessary media releases.
- Examples: Odor complaints, localized chemical spill, plumbing failure or water leak.
Type 3 (Disaster)
- A Type 2 emergency disrupts sizable portions of the Campus community. Type 2 emergencies require assistance from external organizations. These events can escalate quickly and have serious consequences for mission-critical functions and/or life and safety.
- The Mānoa Emergency Management Team (EMT) Executive (Chancellor) or an authorized representative receives intelligence from responding operational departments or from the Campus Security Call Center and determines whether the ERP and Emergency Response Center (ERC) should be activated.
- Senior members of the Mānoa EMT, the President of the University of Hawai‘i, and State Civil Defense may be alerted depending on the nature and severity of the emergency.
- Examples: Building fire or explosion, biological or terrorist threat, major chemical or hazardous material spill, severe windstorm or flooding, and extensive utility outage. Also includes external emergencies that may affect Campus personnel or operations.
- A Type 3 disaster involves a large part of the Campus and its surrounding community. Normal Campus operations are curtailed or suspended. The effects of the disaster are wide-ranging and complex. A timely resolution of disaster conditions requires Campus-wide cooperation and extensive coordination and support from external jurisdictions.
- The Chancellor is notified and the ERP and ERC are activated. State Civil Defense is notified and communications opened. Mānoa EMT members and other key personnel are alerted to report to Campus and the Campus Emergency Response Teams (CERTs) are activated and engaged in the Campus emergency response. Operations and Finance units activate plans to respond with facilities personnel and resources and provide the necessary financial, contracting and claims support. Plans and Logistics units activate plans to provide intelligence, record keeping and distributes material and equipment and assigns personnel where needed. The Mānoa EMT Executive activates the Public Information Plan and requests support from the System Joint Information Office.
- The President is notified and the System EMP and Emergency Operations Center (EOC) may be activated. System EMT members may be alerted to report to Campus.
- METEOROLOGICAL HAZARDS – This is the most common category of hazard that can cause disasters in the State of Hawai‘i. Meteorological hazards may threaten any part of the State or the entire State at the same time.
GEOLOGICAL HAZARDS – This category of hazard is always a potential risk as the Hawaiian Islands are situated on both a volcanic and tectonically active region in the Pacific Ocean. Geological hazards causing disasters are less frequent, but can be more severe than other hazards.
- Storms – Pose the most frequent threat to life and property and may occur many times during the winter months. Disaster agents associated with storms include high winds, high surf, and heavy rains resulting in floods. Storms have caused the most property damage in Hawai‘i.
- Hurricanes – Are potentially very serious threats to life and property as they occasionally threaten the State during the hurricane season from June to November. Disaster agents associated with hurricanes include extremely high winds, storm surge, damaging surf, heavy rains and flooding.
- Waterspouts – Rarely occurs over land, but can cause heavy damage.
OTHER NATURAL HAZARDS – Most other natural hazards in the State are associated with weather or geologic hazards.
- Earthquakes – Pose a continuing threat to life and property as they occur frequently. Although most earthquakes in Hawai‘i are of low magnitude, damaging earthquakes have occurred in the past.
- Tsunami – Pose a very serious threat to life and property as they have caused the most disaster related deaths in the State. A high magnitude earthquake in other areas of the Pacific may generate a tsunami that could threaten any shore in Hawai‘i. Locally generated tsunamis pose a greater problem as they can strike in a matter of minutes with little or no warning.
- Volcanic Activity – Poses a minimal threat on O‘ahu, but occurs on the island of Hawai‘i and could break out on any island or surrounding ocean. If it occurs on O‘ahu, It could be a threat to populated areas.
MAN CAUSED INCIDENTS – The incidents listed here are due to the actions and activities of man.
- Landslides – Usually associated with meteorological hazards, but can be caused by a combination of weather and man’s development activities.
- Mudslides – Associated with meteorological hazards and/or geologic events and are rare in Hawai‘i.
- Forest/Brush Fires – Frequently occurs during dry weather, but are more often associated with the careless acts of man or arson.
MASS CASUALTY EVENTS – May be the result of any of the hazard and incident categories listed above. Mass casualty events may occur on Campus, at an off-campus facility or in the general area of the University. University assets, including personnel, supplies, equipment and facilities, identified in the State Emergency Operations Plan may be requested to support mass casualty events.
- War (Nuclear or Conventional Attack) - Poses a threat because of the military presence in Hawai‘i, but could occur in another part of the world and affect Hawai‘i. The hazards of nuclear attack include blast and radioactive fallout and its damaging effect on life and property.
- Terrorist Attack – Always poses a potential threat to people and facilities in the United States. Terrorist activity can take various forms with the most devastating being the use of bombs, chemical or biological weapons.
- Bomb Threat/Explosion – Poses a potential threat due to the relative ease in obtaining the material to make bombs and man’s activities where material that can cause explosions are used on a regular basis.
- Biological Outbreak - Always poses a potential threat and can occur naturally, through man’s activities, terrorist attack or through biological warfare.
- Pandemic – Poses a potential threat through the spread of infectious disease. Due to the seriousness of this hazard, the State will be issuing a separate pandemic plan.
- Hazardous Material Spill – Poses a potential problem at University facilities where hazardous materials and chemicals are used on a regular basis. The establishment and adherence to operational procedures and safety standards are important factors in keeping spills to an absolute minimum.
- Fire – Always poses a potential problem at University facilities. The use of fire retardant materials and the establishment and adherence to fire safety codes and procedures are important factors in minimizing the potential for building fires.
- Aircraft Accident – Poses a potential problem as University facilities are located under aircraft flight paths.
- Major Utility Outage – Always poses a potential problem at University facilities due to the size and amount of personnel that work at, attend or visit our Campus and facilities. Electricity and water are the primary utilities where outages can cause problems and seriously affect the University’s daily operations.
- Civil Disturbance – Poses a potential problem at University facilities because we are a public institution and civil rights activities often occur on the University Campus.
EMERGENCY OPERATIONS – UHM operational responsibilities for emergency preparedness, response and recovery include all Campus and off-Campus facilities. UHM Deans and Directors and all other activities on Campus will be assigned responsibilities for emergency preparedness and response requirements as identified in this Plan, associated Emergency Action Plans, the Hawai‘i State Plan and Standard Operating Procedures. Emergency Action Plans for Specific Emergencies/Disasters are located in Tab C of this Plan. Action Plans for the EMT are being worked on and will identify the functional responsibilities for individuals, groups, and areas. EMT Action Plans will be added to this ERP when completed.
EMERGENCY MANAGEMENT – The Chancellor has the overall responsibility for emergency preparedness and response for the Mānoa Campus and shall be the EMT Executive when the Mānoa ERP and ERC are activated. The Chancellor shall be the point of contact with the President who in turn is the point of contact with State Civil Defense, Oahu Civil Defense and other Federal, State and County agencies. Depending on the requirements of the emergency, the President may delegate point of contact responsibilities to the Chancellor and the Mānoa EMT to improve and expedite communications and operational support. In some instances, Action Plans and Standard Operating Procedures will indicate that contact points with outside agencies have been pre-delegated to the Mānoa EMT. The Chancellor or an authorized representative is responsible for determining the following emergency actions:
EMERGENCY RESPONSE CENTER (ERC) – Plans are currently underway to construct a new Information Technology Services (ITS) Building that will house a permanent ERC. In the interim, the temporary ERC will be in Conference Room 309, Hawai‘i Hall. The ERC will serve as the central command center with dedicated telecommunications capability and operational resources. Plans are in place to provide the ERC with emergency generator power in the event of power outage. An alternate Mānoa ERC will be located in Keller 204, which is the designated ITS Coordination Center.
- ALERT – Initiated via siren alert tone from the O‘ahu Civil Defense Agency and followed with alert information over the Emergency Alert System (EAS). The EAS includes local TV and Radio stations and the alert is used to advise personnel to prepare for an impending emergency or natural disaster. May also include Shelter-In-Place requirement to remain on Campus in an effort to eliminate traffic gridlock and keep people out of the danger zone.
- TAKE COVER – Normally initiated via a SIREN WARNING from the O‘ahu Civil Defense Agency. The President or Chancellor or their representatives may order it for natural disasters such as sudden windstorms and earthquakes.
- SUSPEND CLASSES – Issued by Chancellor or authorized representative and used to keep students, faculty and staff away from Campus, UHM facilities or nearby community. A directive to Suspend Classes may also be used to expedite removal of personnel during an alert, emergency or disaster.
- EVACUATE BUILDING(S) - Issued by Chancellor or an authorized representative and used if a catastrophe or emergency situation is imminent or has occurred and the building(s) must be evacuated to protect lives.
- EVACUATE CAMPUS – Issued by Chancellor or authorized representative and used to begin orderly evacuation of a Campus by all persons except for personnel with emergency operations and security duties.
- CONVERT CAMPUS – Only initiated upon order of the President or Governor to provide temporary shelter for people affected by emergencies/disasters and/or relocation of State government offices.
- The responsibility for planning, setting up and maintaining the ERC is assigned to UHM Emergency Management Coordinator. The position is presently in the Office of Auxiliary Enterprises, but will be transferred to the Office of Safety and Security when that office is staffed.
- When activated, response activities and work assignments will be planned, coordinated and delegated from the ERC. The Mānoa EMT will report to the ERC as required in this Plan and associated Action Plans and Standard Operating Procedures.
- The ERC will also be used for emergency preparedness training, meetings and exercises.
- The President and the System EMT may request and use the Mānoa ERC when circumstances require it.
EMERGENCY MANAGEMENT TEAM (EMT)
MĀNOA EMT RESPONSIBILITIES – The EMT is drawn from UHM’s senior administrative and academic leadership. They direct, coordinate and provide the necessary support for emergency preparedness and response activities. As much as possible, emergency response and recovery responsibilities are assigned to Campus personnel relative to their normal work responsibilities.
CAMPUS EMERGENCY RESPONSE TEAM (CERT)
- EMT EXECUTIVE – The Chancellor is the Mānoa EMT Executive and has the authority and responsibility for emergency preparedness and response for the UHM Campus and assigned Facilities. The EMT Executive authorizes activation of the Mānoa ERC upon recommendation of the Chief of Operations and Finance and the Emergency Management Coordinator.
- CHIEF OF PLANS – The Vice Chancellor for Academic Affairs is the designated Chief of Plans. He/she is responsible for assuring that there are functional and operational Action Plans and Standard Operating Procedures for all units of the EMT. Other responsibilities include intelligence gathering, preparation, coordination and dissemination of data requested or provided by other supporting units and other State, Federal and County agencies, documentation of the emergency event, record keeping of all operations during the activation of the ERC, and for demobilization of the ERC. He/she will also be the first Alternate to take the place of the EMT Executive, if the EMT Executive cannot be present during the activation of the ERC.
- CHIEF OF OPERATIONS AND FINANCE - The Vice Chancellor for Administration, Finance and Operations is the designated Chief of Operations and Finance. The Chief of Operations and Finance is responsible for the plans and daily operations of the ERC and manages the operational and financial support units. Operational responsibilities include security, safety, health, and facilities response and support and animal care. Financial responsibilities include procurement, risk management, accounting and claims support. He/she will be the second alternate if both the EMT Executive and the first alternate cannot be present during the activation of the ERP and ERC.
- CHIEF OF LOGISTICS – The Vice Chancellor for Research and Graduate Research is the designated Chief of Logistics. He/she is responsible for planning all supply, legal, human resources, telecommunications and transportation support prior to emergencies and disasters and for the provision of logistics support during recovery operations.
- CHIEF OF CAMPUS PERSONNEL – The Vice Chancellor for Students is the designated Chief of Campus Personnel. He/she is responsible for the safety and welfare of students, faculty and staff during emergencies and disasters. Other responsibilities include dissemination of information to the Campus community, assuring that emergency preparedness and response plans, training and exercises include participation of the Campus community, and for the establishment and execution of evacuation plans.
- PUBLIC INFORMATION OFFICER - The Mānoa Director of Communications is the designated Public Information Officer. He/she is responsible for all official media announcements and press releases related to emergencies on Campus, coordinating media releases with the System Joint Public Information Officer, updating the Mānoa Campus website with emergency information during emergencies and keeping a historical record of the emergency event.
- CAMPUS SERVICES OFFICER – The Assistant Vice Chancellor of Campus Services is the designated Campus Services Officer. The position is presently under recruitment, but will be responsible for assuring that all services from the Offices of Facilities and Grounds and Auxiliary Enterprises are provided on an emergency basis and all designated personnel perform their emergency duties. He/she also coordinates all services for the EMT and will be the first alternate for the Chief of Operations and Finance. In the interim, the Director of Facilities and Grounds will serve in this position.
- CAMPUS SAFETY AND SECURITY OFFICER – The Director of Safety and Security is designated the Campus Safety and Security Officer. The position is presently vacant, but will be responsible for assuring that all safety, environmental and security responsibilities are provided during any emergency and will coordinate these services during the emergency and recovery periods. In the interim, a representative from the Office of the Director, Auxiliary Enterprises will serve in this position.
- HEALTH SERVICES OFFICER – The Director, University Health Services Mānoa is the designated Health Services Officer. He/she is responsible for the operations of the University Health Center during an emergency, for the provision of emergency health service at different locations on Campus, and for the continuation of health services during the recovery period. He/she is also responsible for planning for and stocking medicines and other health provisions for emergencies.
- EMERGENCY MANAGEMENT COORDINATOR – The Mānoa Emergency Management Coordinator is a fulltime position in the Office of Safety and Security that provides preparedness, recovery and training support to the Mānoa and System EMTs. The position is responsible for updating the Mānoa ERP and coordinating training and exercises. The position is also responsible for planning, establishing, equipping, and maintaining the Mānoa ERC. The Emergency Management Coordinator also acts as the Civil Defense Coordinator in coordinating and communicating with State Civil Defense.
ALERT ROSTER – The UHM Alert Roster of key personnel is provided in Tab A of this Plan. The office telephone numbers and email addresses will be listed on public documents while the home and cellular telephone numbers will only be listed on "For Official Use Only" publications. The Chief of Operations and Finance shall obtain the necessary telephone numbers and control the distribution and use of "For Official Use Only" Alert Rosters. The Mānoa Emergency Management Coordinator shall be responsible for updating the Alert Roster on a monthly basis or as changes occur.
- Several CERTs will be established to perform immediate response and reporting of any emergency on Campus. The CERT may also be used to provide emergency response to off Campus UHM facilities as specified in the Operations Action Plan. They will provide initial assessments of the emergency and remain at or near the emergency location to provide continuous reports of the event. They will make recommendations and request additional support from the EMT as they deem appropriate to assure safety, save lives and protect property. Their duties also include video and digital photographic documentation of the event.
- CERT members will be a combination of staff personnel and volunteers recommended by the Emergency Management Coordinator and selected by the Chief of Operations and Finance. CERT members will be selected for their expertise and experience in various security, safety, health and facilities professions. They will be responding to specific emergency events such as hazardous material spills, fires, earthquakes, hurricanes, floods, terrorist activities, mass casualties and civil disturbances.
- The first CERT to respond to an emergency will be led by the Campus Security Sergeant on duty at the time of the emergency event. Other unit members may include personnel from Facilities and Grounds, Environmental Health and Safety and University Health Services Mānoa. The leadership and make-up of other CERTs may vary, but all members will receive initial training in their specific duties and will be required to obtain continuous training on an annual basis.
MĀNOA EMT ORGANINZATION AND LEADERSHIP
Mānoa EMT Organization Chart
DE-ACTIVATION AND PLAN RE-ASSESSMENT
ERP/ERC DE-ACTIVATION – When emergency conditions are stabilized and normal Campus operation can resume, the ERP and ERC will be de-activated by the EMT Executive.
- A formal announcement will be disseminated using emergency notification and information systems.
- The Chief of Plans is responsible for planning and implementing the demobilization of system support units. If the nature of the emergency requires an extension of certain emergency services, special work groups will be assigned by the Chief of Operations and Finance to coordinate and/or complete continuing recovery or support requirements. Continuing assignments may include:
- Ongoing repairs and relief efforts.
- Academic or administrative space adjustments.
- Support services for impacted students, faculty or staff.
- Cost recovery and claim support.
- Immediately following the cessation of Type 2 Emergency or Type 3 Disaster operations and exercises, a survey of EMT members, support participants and Campus constituents will be conducted to evaluate the effectiveness of the emergency effort.
- The survey response will be collected and evaluated by the Mānoa Emergency Management Coordinator and will be forwarded with recommendations to the EMT Executive via the Chief of Operations and Finance.
- The Mānoa EMT Executive will call a meeting of EMT senior staff and key subordinates to discuss the survey results and recommendations. Written directions will then be made to individual members of this group to coordinate operational improvements and/or ERP and Action Plan revisions.