Santa Clara University Emergency Plan

The Santa Clara University Emergency Plan provides the framework for response to and recovery from emergencies.

Introduction

Santa Clara University is committed to protecting the welfare of its community members as well as its research and intellectual property, equipment and facilities. The university strives to minimize the impacts of emergencies and maximize the effectiveness of the campus community in responding to and recovering from their inevitable occurrences. Doing so will provide continuity of campus operations in furtherance of the university’s mission.

Overview

The Santa Clara University Emergency Plan provides the framework for response to and recovery from emergencies. The plan is designed to provide effective coordination of Santa Clara University and community resources for protecting life and property during and after emergencies. The types of emergencies planned for include earthquakes, prolonged power outages, extreme weather, fires, hazardous materials incidents, large-scale events, and protest actions. See Annex A for a more detailed threat analysis.

Emergency Planning Concept

Santa Clara University’s concept of operations is based on the nationally recognized Incident Command System and the State of California’s Standardized Emergency Management System (SEMS).

Operational Definitions

  1. Emergency – Any incident, potential or actual, which will not seriously affect the overall functional capacity of the University community. These may include minor or controlled fires, individual medical incidents, single-building bomb threats, or minor/contained hazardous materials spills. Normal, off-campus public safety response services continue to be available in normal response times.
  2. Major Emergency – Any incident, potential or actual, which seriously disrupts the overall operation of the University. Major emergencies are typified by overall campus impact, including disruption of instructional and/or residential services. These may include minor earthquake, power outage, bomb threat, uncontrolled fire, explosion, uncontained hazardous materials accident, and civil unrest. Off-campus public safety response services continue to be available in normal response times.
  3. Disaster – Any event or occurrence, actual or potential, which has disrupted (or has the potential to disrupt) campus functions, disrupted off-campus functions, and impacted the delivery of offcampus public safety services to the campus. These may include a major earthquake, a regional power or natural gas outage, an uncontrolled hazardous materials spill, a train yard hazardous materials accident, community flooding, an air crash involving campus property, or large-scale civil unrest.

Emergency Response Levels:

  1. Level 1. The EOC may be opened for coordination purposes. The Emergency Plan is followed, with primary event coordination possible in the field. Liaison is established with public safety responders. Recovery operations are coordinated informally, as needed.
  2. Level 2. The EOC is opened, the Emergency Plan is followed, and all Emergency Public Information is released exclusively through the EOC. Coordination with off-campus assets is facilitated within the EOC, including activation of the Liaison function to coordinate with public safety, utility and other off-campus resources. Recovery operations are formally facilitated within the EOC structure.
  3. Level 3. The EOC is opened and fully staffed. Incident Commanders are established for field events. Departmental Operations Centers may be activated. Recovery planning and implementation is an integral part of the emergency response.

Emergency Organization

(Refer to the Santa Clara University Emergency Plan Organization Chart, ANNEX A)

The Santa Clara University Emergency Plan Organization is made up of three groups:

  1. Policy Group
  2. Emergency Operations Center
  3. Departmental Operations Centers
Responsibility and Control

The Santa Clara University Emergency Plan is under the executive and operational control of the Management Team Chief. When an emergency situation arises, The Management Team Chief will open the Emergency Operation Center, if appropriate. Santa Clara University faculty, staff, students, contractors, and equipment will be utilized to provide protection (in priority order) for:

  1. People
  2. Research animals and plants and intellectual property
  3. Equipment and facilities

Activating the Emergency Operations Center (EOC)

Upon activation of the EOC, persons who have been assigned to the EOC, or their alternates, will immediately report to the EOC, located in the Facilities Department Team Room, Support Services Building.

Emergency Occurrence During Non-Working Hours

There is a significant chance an emergency may occur outside regular Santa Clara University office hours.

While the structure of this plan remains precisely the same, its implementation may vary depending upon available resources and manpower until the designated officials can be notified. Until that time, however, the individuals assuming the most responsibility will be those officials/individuals of highest rank who are available at the time. These individuals should seek to follow as nearly as possible the guidelines of the plan while simultaneously making an effort to notify Santa Clara University offices of the situation so as to obtain verification or advice on their actions.

Public Information

Santa Clara University recognizes its responsibility to provide accurate and timely information to the campus community and to the public during emergencies. Santa Clara University also recognizes its responsibility to students, parents, alumni, faculty and staff to respond to concerns about personal safety and security and to follow University policies concerning the release of personal information. During emergencies, information will be provided to the campus community through a variety of methods, including announcements in the news media, email, web pages, emergency hotlines, telephone, meetings and postings on the central bulletin boards in announced sites.

News media who arrive on campus to cover emergencies should be directed to the Press Site. Unless designated otherwise by the Information Officer, the Press Site will be the Leavey Parking Lot.

Policy Group

  • Makes recommendations and provide advice to the President on disaster response
  • Establishes basic policies which govern the campus emergency organization
  • Declares a campus emergency and ends a campus emergency
President:
Responsible for establishing the basic policies that govern the campus emergency organization. Declares a Campus State of emergency when required and is the highest level of authority during the emergency.
Provost:
Responsible for all academic and student life issues that surface during an emergency.
Vice President: Administration & Finance
Responsible for all business and financial issues that surface during an emergency. Ensures the campus Emergency Organization performs according to established procedures.
Vice President University Relations
Responsible for all issues related to alumni, benefactors, and friends of the university.
Director of OCM:
Responsible for strategy and actions in distributing information to the on-campus and off-campus communities.
Dean, Student Life:
Supports Provost on issues related to Student Life
Rector, Jesuit Community:
Responsibility for issues related to the Jesuit Community
EOC Liaison:
Responsible for communications between the EOC and the Policy Group.
Administrative Assistant:
Supports the Policy Group

Emergency Operations Center

Management Team

Responsibilities
  • Coordinate with outside agencies
  • Provide direction and control to the campus emergency organizations
  • Communicate policy direction from the policy group to the response organizations
  • Allocate scarce resources
  • Set goals for action periods
  • Monitor media coverage of disaster
  • Interface with the media
  • Coordinate sequence of events
Members
  • Management Section Chief
  • Liaison With External Agencies Supporting the Emergency
  • EOC Safety Officer
  • EOC Security Officer
  • Information Officer
  • Community Relations
  • Media Monitoring
  • Support Staff, as required

Operations Section

Responsibilities
  • Direct the efforts of the field response organization
  • Mitigate the disaster
  • Provide medical care to the campus community
  • Provide care and shelter to campus community, and coordinate with outside agencies like American Red Cross
Members
  • Operations Section Chief
  • Campus Safety Representative
  • Facilities/Utilities Representation
  • Medical Representative
  • Student Life and Leadership Representative
  • Food and Shelter Representative
  • Support Staff, as required

Planning & Assessment Section

Responsibilities
  • Determine the location and extent of campus damage
  • Evaluate and document campus conditions
  • Oversee building tagging/re-occupancy authorization
  • Organize recovery operations, including debris removal
Members
  • Planning And Assessment Section Chief
  • Support Staff as Required

Logistics Section

Responsibilities
  • Obtain needed resources to support the response and recovery
  • Make contracts and purchases
  • Maintain records of all contracts and purchases
  • Assign personnel to functions
  • Account for personnel safety
  • Make a shift allocation plan
Members
  • Logistics Section Chief
  • Human Resources Representative
  • Purchasing Representative
  • Information Technology Representative
  • Support Staff, as required

Finance Section

Responsibilities
  • Track emergency-related time and overtime
  • Track emergency-related expenses
  • Manage all claims against the University
  • Manage all claims against insurance carriers
    • Notify carriers
    • Document losses (photo/video)
    • Document business interruption costs
    • Document Workers Compensation claims
Members
  • Logistics Section Chief
  • Finance Representatives
  • Risk Management Representative
  • Support Staff, as required

Departmental Operations Centers

General Responsibilities – All Departmental Operations Centers

Preplanning
  • Follow checklists
  • Identify key individuals to staff the center 24 hours daily during emergencies and establish recall plan.
  • Identify primary location for center operations and develop plans for equipping the area with phones, computers, supplies, etc. as necessary for effective communications.
  • Develop emergency action plan for continued operations of primary functions (food service, medical care, etc) for 72 hours with no off-campus support.
During Emergency
  • Follow checklists
  • Activate recall plan, open operations center and advise EOC of location and phone number.
  • Execute emergency plan as directed by EOC
  • Advise EOC of problems, issues.
Post-Emergency
  • Follow checklists
  • Take actions necessary to return to normal operations
  • Perform pre-planning functions
  • Complete all forms and reports as required
  • Cease operations when authorized by EOC.

Departments

Benson Memorial Center

Responsibilities

Coordinate advanced planning and implementation of efforts to provide shelter, information desk, information hot line, and support for food service facilities during an emergency and recovery.

Core Staff
  • Director, Benson Memorial Center
  • Assistant Director, Benson Memorial Center
  • Event Planning Manager: Operations
  • Event Planning Manager: Conferences
  • Event Planning Manager: Commencement
  • Event Planning Manager: Programs

Campus Safety

Responsibilities

Coordinate advanced planning and implementation efforts for emergency response, command and control, evacuation, partial or complete campus cordoning, campus closure, and interface with outside emergency services during an emergency and recovery.

Core Staff
  • Director, Campus Safety
  • Assistant Director, Campus Safety
  • Duty Watch Commander

Facilities

Responsibilities

Coordinate advanced planning and implementation efforts for facility, utility, and vehicle readiness; environmental health and safety; assessment, damage response and operation during an emergency and recovery.

Core Staff
  • Director of Utilities
  • Contract Maintenance Manager
  • Facilities Team Leaders
  • EH&S Manager
  • Customer Service and Accounting Manager
  • Customer Service Center Specialist

Food Service

Responsibilities

Coordinate advanced planning and implementation of efforts for food service to the campus community during an emergency and recovery.

Core Staff
  • Student Food Service Contractor’s Manager
  • Adobe Lodge Food Services Manager

Health and Counseling

Responsibilities

Coordinate advance planning and implementation efforts for health, counseling, and support needs during an emergency and recovery.

Core Staff
  • Director, Health and Counseling Services
  • Director, Drahmann Advising and Learning Resources Center
  • Disabilities Resource Coordinator
  • Director, Campus Ministry
  • Health Educator

Housing

Responsibilities

Coordinate advanced planning and implementation efforts to provide housing for students, faculty, and staff as required.

Core Staff
  • Director of Housing and Residence Life (HRL)
  • Residential Facilities Director

Human Resources

Responsibilities

Coordinate advanced planning and implementation efforts for faculty and staff human resources management during an emergency and recovery.

Core Staff
  • Assistant Vice President for Human Resources
  • Assistant Director for Human Resources

Jesuit Community

Responsibilities

Coordinate advanced planning and implementation efforts for the Jesuit Community during and emergency and recovery.

Core Staff
  • Jesuit Community Rector
  • Jesuit Community Minister
  • Jesuit Community Assistant Minister
  • Nobili Kitchen Manager
  • House Staff, as needed

Kids on Campus

Responsibilities

Coordinate advanced planning and implementation efforts for Kids On Campus operations during an emergency and recovery.

Core Staff
  • Director, Kids on Campus
  • Teachers, Kids on Campus

Media Relations

Responsibilities

Coordinate advanced planning and implementation efforts to prepare and deliver relevant information to various on and off campus entities, serve as the contact with outside news agencies, and develop procedures and resources for coordinating news activities on campus.

Core Staff
  • Director, Marketing and Communications
  • Director, Media Relations
  • Assistant Director, Media Relations
  • University Photographer

Office of the Provost

Responsibilities

Coordinate advanced planning and implementation efforts to account for and track resources and personnel within the Provost Division and to serve as the information link between the EOC and the departments and divisions of the Provost.

Core Staff
  • Provost
  • Associate Provost
  • Vice Provosts

Shelter Manager, Athletic Facilities

Responsibilities

Coordinate advanced planning and implementation of efforts to provide temporary shelters for the campus community in Leavey and Pat Malley.

Core Staff
  • Assistant Athletic Director
  • Athletic Facilities Director

Student Life and Leadership

Responsibilities

Coordinate advanced planning and implementation efforts for student management during an emergency and recovery.

Core Staff
  • Dean, Student Life and Leadership
  • Assistant Dean of Student Life
  • Director, Center for Student Leadership
  • Director of Leadership Programs

Technology

Responsibilities

Coordinate advanced planning and implementation efforts for technology needs, including systems back-up during an emergency and recovery.

Core Staff
  • Chief Information Officer
  • Director, Information Technology
  • Director, Media Services
  • Manager, Networking and Telecommunications

University Finance

Responsibilities

Coordinate advanced planning and implementation efforts to track resource expenditures, damage costs, recovery costs, and labor costs during and emergency and recovery.

Core Staff
  • Associate Vice President for Finance and Risk Management
  • University Controller
  • Budget Director
  • Treasury Services Manager

University Support Services

Responsibilities

Coordinate advanced planning and implementation efforts to provide essential supplies for basic needs during an emergency and recovery.

Core Staff
  • Director, University Support Services
  • Senior Buyer
  • Lead Purchasing Agent
  • Stockroom Supervisor
  • Stockroom Clerk

Emergency Responsibilities

Functional Areas Listed Alphabetically

Emergency Function Department Responsibilities How to Reach
Cost Recovery from Insurance   Risk Management University Finance Coordinates and provides campus liaison to insurance vendor response. Assists in identifying recovery resources. Provides assistance in completing insurance claim forms 408-554-4398
University Finance Office
990 Benton St at Lafayette
Counseling Services Counseling Center Directs the provisioning of psychological assistance Report all emergencies to 911.
408-554-4172
Benson Memorial Center
Damage Assessment   Facilities Directs building inspections to check damage Customer Service
408-554-4742
Support Services Building
Documentation (visual)   Media Services. Documentation for insurance claims 408-554-4520
Ricard Observatory
Emergency Medical Services  Cowell Health Center Establishes temporary emergency medical facilities for treatment of sick and injured individuals. Primary emergency medical services are provided by local fire departments and ambulances. Cowell Health Center coordinates University emergency medical response efforts and supports fire department and ambulance emergency medical response. Report all emergencies to 911.
408-554-4501
Cowell Health Center
Emergency Operations Center  University Operations Opens the emergency operations center Report all emergencies to 911.
408-551-1606
Support Services Building
Evacuation  Environmental Health and Safety(EH&S) Evacuates people for hazardous high risk areas Report all emergencies to 911.
408-554-5078
Support Services Building
Fire Control  Campus Safety Primary fire suppression is provided by Santa Clara Fire Dept... Campus Safety coordinates University fire suppression efforts and supports Fire Department suppression efforts Report all emergencies to 911.
For non-emergencies call 408-554-4444/4441
Parking Structure
Food Service University Administration Maintains food service at campus dining facilities in coordination with Adobe Lodge and Jesuit Community 408-554-7804
Benson Memorial Center
Hazardous Materials Chemical, Radioactive & Biological)   Environmental Health and Safety (EH&S) Evaluates the status and condition of hazardous materials. Directs University efforts to control hazardous materials and supports fire department efforts to control hazardous materials Report all emergencies to 911.
408-554-5078
Support Services Building
Housing – Students Housing and Residential Life Handles relocation of students in campus residence halls. 408-554-4900
Benson Memorial Center
Housing – Emergency   Red Cross Sets up emergency shelters for evacuees. 408-577-1000
2731 N. 1st Street
San Jose
Law Enforcement  Santa Clara Police Department Directs all law enforcement resources Report emergencies to 911.
408-296-2236
601 El Camino Real
News Media  Media Relations Releases information to print, broadcast and WWW media. Assists Campus Safety in handling media on campus. Updates Home Page as necessary 408-554-5126/5125
Donohoe Alumni Building
Pastoral Care Campus Ministry assisted by Jesuit Community Provide pastoral counseling, prayer and liturgical opportunities for individuals and the community.  408-554-4372
Procurement   Purchasing Handles emergency purchases. Coordinates distribution of supplies. 408-554-4364
Support Services Building
Public Information Liaison  Information Desk Operates central university switch. Activates emergency hotline. 408-554-4000
Benson Memorial Center
Repairs, Buildings  Facilities Directs crews to clear debris and make temporary repairs 408-554-4742
Support Services building
Safety     Facilities Evaluate University facilities and properties for hazards and determines habitability. Report all emergencies to 911
408-554-4742
Support Services Building
EH&S Evaluates the safety of emergency operations and determines the need to modify or suspend those operations 498-554-5078
Support Services Building
Sanitation  EH&S Evaluates the sanitary condition of University facilities and properties Report all emergencies to 911
408-554-5078
Support Services Building
Security Campus Safety Evaluates the need and is responsible for securing areas of campus or building(s) from entry due to hazards Report all emergencies to 911.
For non-emergencies call 408-554-4444/4441
Parking Structure
Telephones  Information Technology  Coordinates restoration of telephone service 408-554-5700 Information Technology building
Utilities Facilities Restores essential utilities. Provides technical support to assist building and facilities managers Report all emergencies to 911.
Customer Service 408-554-4742
Support Services Building
Volunteer Force  Human Resources Organizes volunteer for operational needs  408-554-4392
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