EMERGENCY RESPONSE TEAM

The Emergency Response Team (ERT) is comprised of management staff that is responsible for the health, safety, and continued operations of the University.

An Emergency Director appointed by the Chancellor (or designee) shall assemble and lead an Emergency Response Team comprised of both core and specialized personnel specific to the event. The core team should include the Line Officers, Director of Protective Services, Executive Director for University Relations and Communications, Executive Director of UWSP Foundation, and the Director of Facility Services. Emergency Advisors and other Specialized Resource Personnel will be selected and assigned by the core team to participate in the Emergency Response Team dependent on emergency needs. It is critical that the team include at least two line officers to assure that resources and decision-making authority are available to assure timely and efficient response. Ideally all will respond however there are times when all members may not be available. Others will then need to move forward with the response. 

 The ERT is responsible to ensure activation of all relevant campus emergency plans. These plans are designed to help ensure the safety of the campus community.

Core Emergency Response Team Members include:

 Members of the Emergency Response Team Responsibilities

As discussed members of the Emergency Response Team will include the Core Team (outlined above) and assigned Emergency Advisors, and other Specialized Resource Personnel (discussed below). Each member’s basic role and responsibility is described below. In addition a secondary title is given for each position. This is assigned so to meet position titles often used in traditional emergency response in the event they are needed. Additional responsibilities related to communications are found in Section 9.

Chancellor

Chief Executive Officer - The Chancellor is responsible for the overall safe and effective operation of all campus functions and emergency response. The Chancellor is responsible for declaring a campus emergency, determining the need to form an Emergency Response Team, and assigning an Emergency Director. The Chancellor or designee has the authority to close the campus in order to manage an emergency per University of Wisconsin Administrative Code, Chapter 18. Order of alternates is Vice Chancellor and Provost, then Vice Chancellor for Business Affairs or Vice Chancellor for Student Affairs.

Emergency Director (appointed)

An Emergency Director specific to the incident shall be appointed by the Chancellor or the highest-ranking university official to lead the campus emergency response. The Emergency Director shall assemble the Emergency Response Team and shall effectively organize those resources. The Emergency Director will be charged with the overall responsibility of implementing the Emergency Management Plan. The Emergency Director may be a Line Officer, or another senior management professional with proper decision-making authority. 

Provost and Vice Chancellor for Academic Affairs

Chief Academic Officer – Responsible for continuity and safe operation of School, College, and academic departmental activities. Ensures that Academic Deans and Directors determine "mission critical" operations within their schools and departments and develop contingency plans for campus emergencies.

Vice Chancellor for Student Affairs

Chief Officer for Student-Related Activities - Responsible for the safe and effective operation of Residential Living, Student Health Service, Counseling, University Centers, and Student Services.

Vice Chancellor for Business Affairs

Chief Officer for Financial and Facility-Related Operations - Responsible for continuity and safe operation of Facility Services, Safety and Loss Control, Purchasing, Bursar, Budget, Personnel, and Facility Planning.

Director of Protective Services

Chief of Police and Security & Incident Commander - Responsible for security and control of campus facilities and emergency communications. Receives notification of and is the primary responder to campus emergencies. Notifies emergency advisor of potential/actual emergency. As directed by the Emergency Director performs any of the following: organizes and manages emergency operations center, coordinates mutual aid requests, provides physical security and emergency support, other duties as assigned.

Executive Director for University Relations and Communications

Chief Information Officer or Public Information Officer – Manages all official internal and external communications. Provide accurate and timely information to the campus and outside sources. University Relations and Communications will comply with requirements listed in the Emergency Communications Plan. See Section 9.0 for details.

Executive Director of UWSP Foundation

Chief of Foundations - Responsible for providing expert consultation to the team as necessary. Serves as backup for University Relations and Communications for emergency response needs. Provides needed alumni and other relations emergency needs. Perform other duties as assigned.

Director of Facility Services

Chief of Facility Operations - Responsible for facility physical operations (building systems, electrical, plumbing, HVAC, boiler, custodial, etc).  As directed by the Emergency Director performs multitude of functions related to facility operations and continued services. Provide expert consultation. Perform other duties as assigned.   

Emergency Advisors

Emergency Advisors are contacted by Protective Services to assess the situation and determine appropriate initial emergency response. They are responsible for providing necessary direction, advice, resources, or any other needed emergency response action. Specifically, they assure that necessary staff members are contacted, the nature and severity of the incident are properly assessed, and steps are followed for proper response.

Emergency Advisors shall include the following or their designees:

Other Specialized Resource Personnel for the Emergency Response Team

Specialized Resource Personnel are UWSP staff with expert skills in their area that may be called upon to provide emergency response assistance and resources. They are responsible for providing necessary direction, advice, resources, or any other needed emergency response actions are properly executed. These may include, but are not limited to:

Overall Responsibilities of the Emergency Response Team         

 In addition to the above position responsibilities, the team shall:

1. Determine the type and magnitude of the campus emergency.
2. Determine how the team will meet and communicate internally with the Chancellor’s Office and other affected University areas.
3. Implement the Emergency Management Plan.
4. Assess and implement all necessary response steps to ensure safety and health of all and promote effective recovery.
5. Determine what resources are necessary for response and whether outside assistance will be needed.
6. Coordinate necessary actions and resources throughout campus and with outside organizations.
7. Appoint specialized resource teams/leaders and delegate assignments. Examples of assignments may include, but are not limited to, facility maintenance (utilities, repair, restoration, etc.), communications (establishing phone banks, WinPop messaging, media relations), site security (building control, traffic flow, evacuation, search and recovery), medical and health response (medical assistance, health assessments, infectious disease response, etc.), emergency housing, shelters, and feeding (locations, food supplies, red cross aid, etc.), safety and environmental response, emergency transportation, procurement, counseling, computer systems, or business recovery (data recovery/protection, facility replacement, personnel, etc.).
8. Notify University of Wisconsin System Administration and Wisconsin Department of Administration of emergency situation and status. Request their assistance and resources where needed such as risk management, legal, facility requirements, or other.
9. Ensure emergency funds are available to cover expenditures and all related expenditures are documented.
10. Serve as Crisis Communication Team. Implement Emergency Communications Plan (see Section 9.0 for these responsibilities)
11. Consult with the Chancellor on steps to preserve and maintain operational integrity.
12. In recovery phase, debrief, evaluate response, and advise improvements to the Chancellor’s Office and Emergency Planning Team.
13. Delegate any needed response to appropriate UWSP staff.

 8.2 EMERGENCY RESPONSE TEAM ACTIVATION

Emergency Response Team Activation

The Emergency Response Team will be officially activated if directed as such by an Emergency Response Core Team member. Core Team members will make the decision to activate the team based on the severity of the incident and need.

 As necessary Emergency Advisors, Specialized Resource Personnel, or Protective Services Department are to contact an appropriate Core Team member to initiate the ERT activation process. Once a Core Team member is contacted, they shall then make the determination to call the full ERT into action.

 The ERT will complete their tasks as outlined throughout this plan.

 Central Emergency Command Post

The Chancellor or ERT core team member may establish a Central Emergency Command Post if necessary. The command post will serve as a focal point for key personnel, a central location for emergency equipment, and emergency response team meetings as required. 

For smaller critical incidents, an office or room in the building where the incident occurs can be identified and serve as the command post. If an emergency necessitates the use of a designated command post, three buildings have been identified. These include: 

·         PRIMARY LOCATION: George Stien Building, 101B Conference Room and other building rooms.

·         Backup Location Option: Room 203 or Founders Room (#102), Old Main.

·         Backup Location Option: Laird Room, Room 102, University Center.  

Specific room information for the above is published in Appendix 8, under “Central Emergency Command Center Confidential Communication Information”. Instructions on phone and computer availability, authorization codes, and contact information will be supplied to individuals of the Emergency Planning Team, Emergency Response Team, and Emergency Advisors. Due to the confidentiality of this information, it will not be published in the “public” or on-line document but included in a separate “Confidential” section in the paper distribution of the EMP in Appendix 8.  

Note: The Backup Locations do not have the equipment or same capabilities as does the primary location in George Stein and should only be relied upon when George Stien is not available or emergency situation does not require George Stien equipment.  

The emergency planning team’s dedicated email address is crisis@uwsp.edu.  

8.3 EMERGENCY RESPONSE PRINCIPALS 

In case of emergency, the specific guidance found in Section 12 this Plan for the given emergency shall be followed. Precautions for personal safety should be taken at all times. The below discussion provides general principles that may be applied to various emergency situations.  

NIMS

UWSP will utilize the National Incident Management System (NIMS) structure when responding to emergencies within our means and application. Coordination of outside emergency response incident command will occur through UWSP Director of Protective Services.

General Initial Response Guidelines 

For all life/property threatening emergencies dial 911. Protective Services should then be called at X3456. When calling emergency personnel, stay on the line until all requested information is provided. Hang up only after you have been told by the dispatcher.  

As quickly as possible, people at the scene of an emergency must determine the basic incident facts (who, what, when, where, and how) and get this information to Protective Services. Protective Services assesses the situation and if warranted will contact at least one applicable Emergency Advisor. Together they will assess the seriousness of the event and decide whether to contact a line officer. In the event none of the emergency advisors are available or the seriousness of the event warrants, Protective Services will directly contact a Line Officer.  

Upon being informed of the situation, the Line Officer will inform the Chancellor who must decide whether to assemble an Emergency Response Team. When assembled, the Emergency Response Team carries out the responsibilities outlined above in Section 8.1.  

A UWSP campus map can be found in Appendix 1 or online at http://www.uwsp.edu/tour/campusmap.aspx