Title
University of North Carolina at Chapel Hill Standard on Emergency Use of Designated University-Owned Facilities
Introduction
Purpose
The purpose of this document is to outline goals for the Emergency use of designated facilities owned by the University of North Carolina at Chapel Hill ("UNC-Chapel Hill" or "University").
Emergencies affecting the University and the surrounding community may require the use of campus facilities to support response and recovery efforts. Emergencies may develop rapidly and require a coordinated response from many actors across campus. Accordingly, it is essential to create Emergency response plans before any Emergency.
Scope
This document applies to all University-owned facilities that have been pre-identified or may be identified for use during University Emergency response efforts. This document also applies to the University’s Office of Emergency Management and Planning (OEMP) staff and to facilities managers.
Standard
Response Roles in the Event of an Emergency
Supplemental Memoranda of Agreement (MOAs) between campus units that manage University-owned facilities and OEMP outline the Emergency response roles of each University unit. The MOAs should include the following information:
- Emergency response procedures specific to each facility,
- Activation authority, and
- Fee structure.
Types of Emergency Response Operations
The following Emergency response operations are the most common to require the use of University-owned facilities:
- Staging,
- Sheltering,
- Reunification, and
- Continuity of Administration (COA).
Unless otherwise stated, all emergency response operations are covered by this Standard, including those not listed above.
Staging
Staging involves designating locations to temporarily store emergency response equipment and supplies such as medical supplies, water, and food. The required staging area's size and scope depend on the Emergency's size and may include interior and/or exterior University-owned facilities. Staging is typically conducted in the 24-72 hours pre-impact and may extend post-impact. The impact of staging on the normal daily operations of the designated University-owned facility is expected to be moderate.
Sheltering
Sheltering includes the temporary establishment, management, and operation of congregate and non-congregate facilities for displaced individuals in an Emergency. Sheltering may be conducted up to 72 hours before a forecasted Emergency and may extend several days following an Emergency. Sheltering would significantly impact the normal daily operations of the designated University-owned facility.
Reunification
Using University-owned facilities for reunification may be necessary if an Emergency may result in a partial or complete campus evacuation. Depending on the size and scope of the Emergency, the number of individuals requiring reunification could range from a few hundred to the University’s entire student body (approximately 30,000) and approximately 15,000 staff/faculty/employees. In addition, campus visitors and participants in University-sponsored events may be included in reunification efforts. Reunification efforts are typically initiated within the first 24 hours of an Emergency and typically conclude within 72 hours of the Emergency. Reunification efforts would significantly impact the normal daily operations of the designated University-owned facility.
Continuity of Administration
OEMP and the designated facility contacts have predetermined and coordinated COA meeting locations. As defined by the University’s Emergency Management Policy, the COA plan contains all pertinent information regarding COA meetings. OEMP will share the COA plan with the appropriate facility managers. COA impact on the normal daily operations of the designated University-owned facility is expected to be minimal.
Roles/Responsibilities
Office of Emergency Management and Planning
OEMP is responsible for notifying facility manager(s) of OEMP’s intent to use a University-owned facility during an Emergency. Details about contact methods will be outlined in MOAs between OEMP and campus units that manage University-owned facilities. OEMP will also provide operational guidelines to applicable employees and supporting materials that would be used during an Emergency.
Facility Managers
Facility managers are responsible for ensuring that their designated facilities are prepared for use during an Emergency. This includes coordinating with OEMP to develop and maintain applicable MOAs. Each MOA should be reviewed annually by OEMP and the partnering University unit and updated as needed to ensure that the MOA remains in effect and relevant.
Planning and Preparedness
Managers of facilities designated for Emergency use are strongly recommended to develop Building Emergency Action Plans (BEAP) outlined in the Emergency Management Policy that include procedures for evacuating and securing the facility, ensuring the safety of occupants, coordinating with Emergency response personnel, and plans for evacuating their facility in preparation for Emergency use.
Training and Exercises
Relevant University units will conduct regular training and exercises to ensure that all personnel with defined roles/responsibilities in the Emergency Operations Plan (EOP) are familiar with Emergency response procedures and that all equipment and supplies are functioning correctly. This may include tabletop, functional, and/or full-scale exercises.
Response and Activation of Campus Facilities
Requesters both within ("internal") and outside ("external") the University may request the use of University-owned facilities to respond to an Emergency. Requestors may submit their requests through formal or informal channels but should direct those requests to the University unit controlling the facility or to OEMP. The primary recipient of the request for emergency use is responsible for formally notifying the coordinating entity/entities as outlined in the facility-specific MOA. Coordination between facility managers and OEMP will continue throughout the response efforts. When possible, OEMP will provide the facility managers with this notice before such Emergency use.
To formalize a request for emergency use of a facility, the following internal and external request parameters apply:
Internal Requests
Designated University-owned facilities may be used in response to a Type 1, 2, or 3 Incident, as defined by the EOP. If the campus encounters a Type 1, 2, or 3 Incident, OEMP will notify relevant facility managers of its intent to use their facilities.
External Requests
External requests to use University-owned facilities during an Emergency must be coordinated through OEMP to minimize negative impacts on normal campus operations. OEMP will share the outcomes of such external requests with the appropriate facility manager(s).
Exceptions
None.
Definitions
- Continuity of Administration plan (COA) - Ensures that the University can conduct its essential leadership functions in a coordinated effort during an Emergency or Disaster. While the severity and consequences of an Emergency are unpredictable, effective contingency planning can minimize the impact and disruption on the University’s mission, leadership, personnel, and facilities.
- Emergency - An occurrence or imminent threat of widespread or severe damage, injury, or loss of life or property resulting from any natural, technological, or human cause. This includes Incidents arising with or without warning that overwhelm or nearly overwhelm day-to-day campus resources, plans, and personnel in place to manage them while causing a significant disruption of normal operations in all or a portion of the campus. For the purpose of this document, an Emergency includes any Emergency, Incident, Disaster, or Event requiring Emergency Coordination. All capitalized terms are used as defined by the University’s Emergency Management Policy.
- Emergency Operations Plan (EOP) - Establishes the University’s all-hazard Disaster or Emergency response approach. The EOP outlines the general policies, guidelines, organizational structure, and roles and responsibilities of University departments and personnel.
- Event - A planned, non-routine occurrence or activity on campus that brings together people in larger than normal numbers and/or garners an elevated profile. Events may be reclassified as Incidents should the situation evolve into one matching that definition.
- Major Event - Events that:
- place exceptional demands on campus and local safety and support resources;
- require additional planning, preparation, and mitigation efforts; and
- therefore require Emergency Coordination.
- Incident - An unplanned occurrence or event, natural or human-caused, which requires a response to protect life or property.
- Major Incident - Incidents that:
- cause an elevated threat to life, property, or campus operations;
- place exceptional demands on campus and local safety and support resources;
- require additional planning and response capabilities; and
- therefore require Emergency Coordination.
Related Requirements
External Regulations and Consequences
University Policies, Standards, And Procedures
Contact Information
Primary Contacts
- Darrell Jeter
- Title: Director of Emergency Management and Planning
- Unit: Emergency Management and Planning
- Email: oemp@unc.edu
- Phone: 919-445-1730
- Crystal Donaldson
- Title: Continuity and Resiliency Planner
- Unit: Emergency Management and Planning
- Email: Crystal.Donaldson@unc.edu
- Phone: 919-445-1732