Emergency Response Actions

 

Emergency Response Plan

PURPOSE AND SCOPE

The Louisiana State University Health Sciences Center New Orleans (LSUHSC) is vulnerable to emergencies such as hurricanes, flooding, tornados, hazardous materials releases, and terrorist threats. This Emergency Response Plan (ERP) details procedures for organizing, coordinating, and directing resources to control the emergency. The ERP is activated when a critical LSUHSC incident reaches proportions established measures cannot handle.

Emergencies are those situations that can potentially cause injury or loss of life to faculty, staff, students, or the public; significant disruptions of regular activities; or property or environmental damage or loss; or that can threaten the financial standing or public image of LSUHSC.  LSUHSC's priorities during an emergency are to protect life safety, minimize damage to physical assets, including structures, research data, and animals, and restore normal operations.

This plan provides the framework for a planned, systematic management approach to emergencies, a venue for promptly identifying and supporting LSUHSC decision-makers and a system for evaluating all emergencies. The goal is to protect lives and property, reduce exposure to liability, and provide sound management of public information.

This plan describes the emergency response levels, the command structure and communications required to adequately respond to emergencies, provide for Continuity of Operations, and the maintenance and operations of the plan. The plan's annexes provide detailed response information for the types of emergencies LSUHSC may encounter; response actions associated with these annexes are available to all faculty, staff, and students on the LSUHSC web page.  Furthermore, training on the Emergency Response Plan is provided annually to all faculty, students, and staff via the Office of Compliance's online Compliance and Training System (CATS).

LEVELS OF EMERGENCY RESPONSE

Emergency incidents are classified according to their severity and potential impact to make the response commensurate with the actual conditions. There are four levels of emergency incidents:

Level I.  A short-term, internal “routine” emergency involving only LSUHSC facilities and employees unlikely to adversely impact or threaten life, health, or property (e.g., fire alarm, small chemical spill, water line break impacting a portion of a building, and minor flooding).  The ERP is not activated for Level I events.

Level II.  A short-duration event that may threaten life, health, or property within a single area (e.g., localized fire or explosion in a single facility, a chemical spill that disrupts services, a water main break that impacts critical services, and an odor requiring evacuation).  The ERP is usually not activated for Level II emergencies but may require the establishment of an Incident Command Center.

Level III.  An event of unpredictable duration that may adversely impact or threaten life, health, or property on a large scale at one or more locations at LSUHSC (e.g., criminal incident, a water main break impacting multiple buildings, a chemical release causing the evacuation of one or more buildings, and threatened acts of terrorism).  Control of the incident may require support from outside agencies. The ERP may be activated at the discretion of Chancellor or his delegated authority, and resolution of the incident may require the establishment of an Incident Command Center.

Level IV.  An incident that adversely impacts or threatens life, health, or property at LSUHSC on a large scale (e.g., a criminal incident, a large-scale chemical release impacting a significant portion of LSUHSC, flood, or hurricane).  Control of the incident will require multiple agencies and multiple LSUHSC departments working together.  The ERP is activated, and resolution of the incident may require community multi-jurisdictional and LSUHSC multi-departmental involvement, a long-term recovery plan, and the establishment of an Incident Command Center.

If necessary, a written report will be filed with the University Police for level I incidents. For level II-IV incidents, a written report addressing the cause, damage estimates, injuries, and agencies involved will be completed. If directed by the Chancellor or his delegated authority, participants will hold an incident debriefing/critique. 

COMMAND STRUCTURE

A clear chain-of-command facilitates communication and decision-making. The LSUHSC personnel and groups involved in emergency responses may include the Chancellor, the Emergency Response Group, Satellite Operations Centers, the Incident Commander, Emergency Response Floor Leaders, and essential personnel.

Chancellor.  This plan is promulgated under the authority of the Chancellor.  All decisions concerning activation of this plan, the cancellation of classes, or cessation of operations, rest with the Chancellor or his designee.

Leadership Team.  The Vice Chancellor for Administration and Finance (VCAF) heads the Leadership Team (LT) in the event of an emergency.  The Chancellor, VCAF, or delegated authority may declare a University emergency and activate the ERG.  The Chancellor will be consulted, if possible, on any decision to declare an emergency affecting LSUHSC.  The VCAF assembles and directs the LT and is the primary liaison with the Chancellor.  In the event the VCAF is unavailable, the following persons shall succeed to the position in the following order: (1) Vice Chancellor for Governmental, Community and Multicultural Affairs and (2) Associate Vice Chancellor for Property and Facilities.  Members of the LT may include the following:

  •   Assistant Vice Chancellor for Property and Facilities
  •   Assistant  Vice Chancellor for Information Technology
  •   Executive Director for Communications and Marketing 
  •   Executive Director, Environmental Health and Safety
  •   Executive Director, Supply Chain Management
  •   Other members as directed by the Chancellor or VCAF

The ERG is a decision-making body for the LSUHSC community on issues related to the emergency, to include:

  • Determining the scope and impact of the incident, and the Emergency Response Level.
  • Using information provided by responders, provide input for incident action planning.
  • Prioritizing emergency actions.
  • Directing the activities of the various departments involved in emergency response and recovery.
  • Advocating and negotiating for resources and equipment for field operations.  The individual in charge of the Incident scene is responsible to provide status reports and inform the LT as to what resources are needed.
  • Disseminating timely, accurate and appropriate information to the LSUHSC community and to the news media.
  • Coordinating with local, state, and federal officials, and other organizations, as appropriate.

The organization of the LT at the EOC is based on the Incident Command System (ICS) used by local and regional emergency response agencies.  Under ICS, LT members are assigned to functional working groups (sections) as follows:

  • Planning Section.  Initiates, collects, and verifies field reports; assesses reconnaissance and other data; prioritize situation reports and plans; and develops Incident Action Plans.
  • Operations Section.  Directs and coordinates all operations, and receives and implements Incident Action Plans.
  • Logistic Section.  Obtains and stages resources in support of emergency operations.
  • Finance/Administration Section.  Tracks all incident costs, and tracks and manages the LSUHSC claims process.

The LT will appoint a Section Chief for each section as appropriate for the type and scale of the emergency.  Not all sections may activate for every emergency.  The LT may receive assistance from a Command Staff consisting of:

  • Public Information and Media Relations. Manages internal LSUHSC status reports and external staff briefings.
  • Safety Officer. A representative from Environmental Health and Safety (EH&S) monitors safety conditions and develops measures for ensuring the safety of assigned personnel.
  • Liaison Officer. The on-scene contact for other agencies/localities assigned to the incident.

School Operation Centers.  The Deans and Vice Chancellors operate School Operations Centers (SOCs) out of their administrative offices, which serve as the key communications interface between the LT and the LSUHSC community before, during, and after an emergency.  SOCs gather emergency impact data from their areas, account for their personnel, transmit reports to the ERG, and disseminate emergency instructions to constituents.  SOCs communicate the location of emergency assembly points used during evacuation operations, recruit volunteers to assist with response and recovery operations, and participate in exercises to practice using these resources.  SOCs are critical in ensuring university preparedness, response, recovery planning, and training.  Finally, the SOCs coordinate the planning and implementation of business continuity, resumption, and recovery activities in their respective areas.

Incident Commander.  The Incident Commander directs immediate response efforts at the scene of the emergency.  The highest-ranking individual on site first assumes the Incident Commander's responsibilities.  As the incident develops, the individual serving as the Incident Commander may change if warranted.  The Incident Commander is responsible for quickly assessing an emergency, determining the level of impact, assessing the effect, containing the incident, and assigning the correct resources.  The Incident Commander will regularly inform the LT on all matters about the incident throughout the incident.

Emergency Response Floor Leaders. Floor leaders are responsible for securing facilities during an evacuation and taking accountability for personnel.  Deans and Vice Chancellors are responsible for maintaining their Emergency Response Floor Leader contact information. During an evacuation, each building has an “Emergency Evacuation Area,” the designated assembly point in the event of an evacuation.

Essential Personnel. Personnel required to assist with the closing and opening of LSUHSC due to a potential or actual significant event are deemed “Essential Personnel.”  Their respective Deans or Department Heads designate them.  Deans and Vice Chancellors are responsible for maintaining their Essential Personnel contact information.

COMMUNICATIONS

Sound, timely, and reliable communications are critical to a strong response to any emergency. LSUHSC faculty, staff, and students must receive timely and accurate information regarding the emergency. Responders and leadership must be able to respond to the emergency adequately, and LSUHSC must be able to communicate with the public regarding the emergency. LSUHSC's Crisis Communication Plan describes how LSUHSC will communicate with the LSUHSC community and the local community during an emergency.

Communications to the LSUHSC Community.  The primary method of notifying faculty, staff and students of an emergency is through the Emergency Text Message System (Omnilert).  These text messages are often followed by mass emails, which provide more details on the situation.  The Chancellor or his designated representative, the VCAF or his designated representative, and the Executive Director for Communications and Marketing have the authority to release text messages and mass emails. These messages will also be distributed to the LSUHSC community via the digital signs located throughout the University and the Emergency page on the LSUHSC web site.  The Crisis Communication Plan includes pre-approved text messages for a variety of situations.

Communications Between Responders and the ERG. Timely communication between ERG and responders is critical to a sound response.  The following will be used for communications:

  • iPhones.  
  • Motorola PR400 Radios.  These radios are held by Facility Services and Environmental Health and Safety personnel.  A radio is also maintained by University Police at their desks at the Roman Garage and School of Dentistry.
  • APX6000 800 Megahertz Radios.  The assignments for these radios are made by the Associate Vice Chancellor for Property and Facilities. These radios can be used for internal communication and communication with external first responders.

To facilitate timely notification of external emergencies, University Police and key LSUHSC leadership will subscribe to NOLAReady. This alert system allows City of New Orleans officials to provide notification of life-threatening weather, evacuation or Shelter-in-place information, and other emergency information.

Communications to the General Public.  The Executive Director for Communications and Marketing serves as the authorized spokesperson for LSUHSC.  All public information must be coordinated and disseminated by that office's staff with assistance from other LSUHSC departments and/or personnel.  Only the Chancellor, VCAF, and Executive Director for Communications and Marketing may speak on behalf of LSUHSC.  

During emergencies, the Executive Director for Communications and Marketing will work with the LT and each School/Department, as required, to gather accurate and substantial information regarding the situation and details of LSUHSC's response. The Executive Director for Communications and Marketing, working with local officials as appropriate, will provide information to the public on recovery progress using the LSUHSC website, radio, television, and newspapers.

CONTINUITY OF OPERATIONS

LSUHSC Schools and Departments are responsible for protecting property, assessing damage, and restoring normal operations through implementing departmental continuity of operations plans. The following organizations have LSUHSC-wide responsibilities:

  • Assistant Vice Chancellor for Property and Facilities.  Coordinates all services for the restoration of utilities and other support systems.  Assesses damage and makes a prognosis for occupancy of the structure (s) affected by the disaster.
  • Assistant Vice Chancellor for Information Technology.  Coordinates support for data processing resources at the main data center and the designated recovery sites, evaluates the requirements and selects appropriate  means of backing up the IT network.
  • University Police.  Provides law enforcement and safety and security for people and facilities, coordinates with local, state and federal law enforcement agencies.
  • Executive Director, Auxiliary Services.  Responsible for housing and dining facilities, parking, and contractual support to provide goods and services to respond to emergencies.

Recovery.  In the event of damage to LSUHSC buildings and grounds, the Assistant Vice Chancellor for Property and Facilities shall lead a damage assessment team to determine the damage, recovery activities, and relocation needs immediately required. The Executive Director of Environmental Health and Safety will advise on all emergency clean-up and recovery activities regarding hazardous materials and chemicals, and the Chief of University Police will notify NOPD as required and lead efforts to secure the incident site(s).

When only minimal damage has occurred, and relocation of activities is not required, the Director of Facility Services is responsible for all site clean-up, debris removal, and emergency or minor repairs.  If major remodeling or rebuilding is necessary, the Director of Planning and Construction is responsible for preparing plans, specifications, or cost estimates for building remodeling and equipment repair/replacement.

Preliminary reports regarding the cause of the loss, the extent of damage, and the plans for recovery and relocation shall be provided to the VCAF.  As required, coordination will be initiated with Facilities Planning and Control and FEMA.

Dealing with a Disrupted Work Environment.  In situations where equipment malfunction, weather, or other crises cause the workspace to be uninhabitable, the Assistant Vice Chancellor for Property and Facilities will make a recommendation relative to continued occupation at that location. The Chancellor shall be informed and, in consultation with the VCAF, decide whether to close parts or all the campus. If the closure of the campus occurs, adhere to the following guidelines:

  • Implement continuity of operations plans to facilitate continuation of services to students, faculty, staff, and the public at alternate work locations within or outside of LSUHSC.
  • Standard workflow should occur in the alternate location to the best of its ability. If computers, phones, and other necessary equipment are not available, staff should engage in planning, evaluation, or training activities, which require staff presence but not operational equipment. They may also be assigned other temporary duties to aid in the recovery, as appropriate.
  • Leave, paid or unpaid, may be used during periods of disruption if workflow can't be maintained. The university intends to avoid this option if possible. Deans and department heads are responsible for monitoring the original workspace's availability and notifying staff and faculty when it is appropriate to return to the regular work area. Only the Chancellor will decide on alternative class schedules, including cancellations and delays.

MAINTENANCE OF THE PLAN

The Executive Director, EH&S is responsible for coordinating the continuous updating of the ERP.  The Executive Director, EH&S will recommend changes to this plan to the Chancellor; review preparations for the upcoming hurricane season, including updates of school and department plans and updates to essential personnel contact lists; and assess and provide feedback on the results of drills, exercises, and actual events.  

Each department or school identified in the ERP that will play an active role in responding to an emergency will prepare and continuously update their area plans as needed to ensure timely and effective delivery of disaster response and recovery services by the organization during a disaster. Continuity of Operations Plans shall be maintained and made available to the Executive Director, Environmental Health and Safety.

Significant updates to the ERP will be reported to each school's leadership and other relevant stakeholders.  Communications will, at minimum, be made to the following:

  •   Vice Chancellor for Academic Affairs
  •   Dean, School of Medicine
  •   Dean, School of Dentistry
  •   Dean, School of Allied Health Professions
  •   Dean, School of Nursing
  •   Dean, School of Public Health
  •   Chief Councel
  •   Vice Chancellor for Government and Community Affairs
  •   Vice Chancellor for Clinical Affairs
  •   AVC for Economic Development and Strategic Initiatives
  •   Compliance and Privacy Officer
  •   President of the Faculty Senate
  •   President of the Staff Senate 
  •   Executive Director, Office of Research Services
  •   Clinical Veterinarian, Division of Animal Care
  •   Associate Dean of Research, School of Medicine

Exercises and Training.  Trained and knowledgeable personnel are essential for the prompt and proper execution of LSUHSC's Emergency Response Plan. LSUHSC will thoroughly train response personnel to understand their assigned responsibilities in a disaster situation and how their role and responsibilities interface with other response components of the ERP.

Exercises will occur as needed to allow all people involved in emergency responses to practice their roles better and understand emergency operations and responsibilities under emergency conditions.  Exercises will consist of table-top, practical, and full-scale staged events as appropriate and coordinated by the Executive Director of Environmental Health and Safety. Smaller-scale exercises will allow defined groups to practice their functional role under emergencies.  Results and lessons learned will be documented. A signed roster will document participation.  Each department responsible for an annex will conduct appropriate training and exercises to enhance readiness.