PURPOSE AND DEVELOPMENT OF THE EMERGENCY RESPONSE PLAN

No plan, however comprehensive, can cover all possible scenarios in which emergency action is needed. This emergency response plan attempts to outline the procedures for avoiding emergencies, and if that fails, responding to crises that college campuses may encounter. The plan addresses topics such as:

The types and levels of emergencies

The composition and responsibilities of the Emergency Response Team

Steps to take in response to various emergencies

Notification and Reporting Procedures

Evacuation and Relocation Procedures

The plan was drafted by the University Police Department, Office of Emergency Preparedness in consultation with members of the institutional community & the immediate surrounding municipal community. Local and county emergency response plans were used as well as materials from the Federal Emergency Management Agency (FEMA). Several colleges and universities also contributed to the development of this document. Also, and very importantly, this institution’s insurance carrier and risk management personnel reviewed the completed document and it was adjusted as necessary according to their recommendations.

EMERGENCY RESPONSE PLAN MISSION STATEMENT

To the maximum extent possible, the University of Texas at San Antonio Office of Emergency Preparedness will provide a safe and secure environment through the development and implementation of a comprehensive Emergency Response Plan. Emergency Response Team members will receive on-going training to prepare them for the challenges presented by a critical incident. Preparedness information will be available and disseminated to ensure the entire University community will be armed with knowledge needed to respond appropriately. The Office of Emergency Preparedness will work cooperatively with all members of the Tri-Campus community to achieve these goals.

TYPES OF EMERGENCIES

The UTSA, community may face many types of emergencies, including the following:

Bomb Threat

Terrorism/Chemical/Biological

Death of a Student

Disruption of Telephone Services

Natural Disaster

Hazardous Material Incident

Hostage Situation

Labor Dispute/Student Protests

Library Emergency

Loss or misuse of Technology Services

Loss of Dining Facility

Loss of Heating/Cooling Plant

Residence Hall Destroyed by Fire

Tornado

Loss of Power/Utilities

Widespread Illness

Some of the emergencies noted above will require nearly identical responses. Details are given in the section entitled Specific Emergency Scenarios.

UNIVERSITY OF TEXAS AT SAN ANTONIO EMERGENCY RESPONSE PLAN

According to the Oxford Dictionary, an emergency is a “sudden state of danger, requiring immediate action”. No manual, no matter how comprehensive can cover all possible scenarios where emergency action is needed.

This manual will be an attempt to give coverage, response and notification procedures to crises that a university might be likely to encounter. An emergency situation can arise at UTSA at any time from many sources. The UTSA Emergency Response Plan is a procedural document for organizing, coordinating and directing available resources toward the response to, and control of an emergency. The plan includes a chain of command establishing the authority and responsibility of university officials and staff. The plan also includes specific procedures and processes to be followed in the event of an emergency. As with any document of this nature, the UTSA Emergency Response Plan is a living document, subject to change, updates and revisions as the environment of the university changes.

PLAN DEVELOPMENT

In compiling the following, members of the University and the City of San Antonio communities have been consulted. Emergency plans from various agencies and collegiate institutions have been consulted and this plan, in its rough draft stage was turned over to the UTSA Risk Manager and the UTSA Emergency Preparedness Team for suggestions and additions. Included in this draft of the plan are the suggestions made by the Office of Emergency Preparedness.

INITIAL EMERGENCY NOTIFICATION

UTSA has the capability of allowing individuals witnessing or involved with an emergency situation to access emergency services by dialing 911, for on-campus assistance, or 458-4911 from off-campuses telephones. If the campus emergency number is called, UTSA Police Department personnel are dispatched to the scene and appropriate emergency services personnel are notified. Also on campus there are call boxes, which have the capability of accessing the emergency line in the UTSA Police Dispatch office. When one of these call boxes is activated, the telecommunications center operator is automatically given the location of the box and UTSA Police Officers

are dispatched. The Emergency Response Plan (ERP) designates the UTSA Police Department as the initial contact for reporting all emergency situations to the Incident Command Center during response and resolution of all emergencies. In the case where the UTSA Police Dispatch Office would not be considered secure due to its close proximity to the emergency, the Director of Public Safety-Chief of Police would designate another area.

Upon receiving the initial report, the Director of the Office of Public Safety – Chief of Police or designee, will make an initial judgment about the level of response required and communicate with appropriate personnel as outlined in the plan.

INITIAL EMERGENCY RESPONSE NOTIFICATION

Individuals witnessing or involved with an emergency situation at UTSA can notify emergency services by dialing 911 from any campus phone. Dial (210-458-4911) from an off-campus telephone.

When 911 is called campus emergency services will be alerted and dispatched to the scene, and if appropriate, local emergency services will be called. Emergency call boxes or phones are located in each parking lot and in all elevators at the tri-campuses.

This emergency response plan designates the campus University Police Department Dispatch as the initial contact for reporting all emergency situations and as the Incident Command and Operations Center (ICOC) for campus emergencies. In the event that the University Police Department is not deemed secure because of its close proximity to the emergency, the Facilities Services (FS) operations will be the alternate (ICOC).

Upon receiving a report of an emergency, the Director of Public Safety – Chief of Police or designee, will make an initial judgment as to the level of response required and will communicate with all appropriate personnel as outlined in this plan.

If the situation is clearly a level I or II emergency, the University Police Dispatch will contact appropriate outside emergency agencies prior to contacting the Director of Public Safety - Chief of Police. If an emergency situation begins to escalate, appropriate institutional administrative personnel will be notified and necessary action will be initiated to respond to conditions as they unfold. Once outside emergency agencies arrive on the scene, i.e., fire department, emergency management, etc. the heads of these agencies will assume coordinated command of the scene.

EMERGENCY PREPAREDNESS: EQUIPMENT AND TESTING

UTSA Emergency equipment is checked and tested regularly as follows:

Fire alarms in on-campus residences handled by housing.

Fire alarms in all non-residential buildings are tested monthly. Note: These are full fire drills with complete evacuations; response and evacuations are both timed and recorded.

The Reverse 911 system will be tested twice a month.

All emergency call boxes are tested twice a month. A maintenance form is completed for each call box and a malfunction response is dated and forwarded for priority repair to the facilities services department.

Emergency lighting in Chisholm Hall is checked, at a minimum of weekly.

A Fire Safety “walk-through” is conducted in the residence hall randomly throughout the academic year. This program is conducted through the campus-housing contractor.

Emergency generators for the 1604 campus are tested bi-weekly. The Downtown Campus and the Institute of Texan Cultures are tested weekly.

A Fire Drill/Fire Safety walk-through at University Oaks should be conducted periodically.

Testing of fire alarms/emergency contact plans of University Oaks should be tested monthly.

NOTE: All equipment testing needs to be logged, and records kept as a part of “due care” procedures.

Officers perform safety checks on other items su ch as lighted exit signs, daily as a part of routine patrols. Any malfunction of, or damage to this equipment is noted, logged and forwarded to the maintenance/facilities services department. Follow-up on repairs is essential.



Chapter 2: Emergency Response Plan
STATES OF EMERGENCY

The following level definitions should be used as a guide for defining the magnitude of an emergency incident and the possible impact on the facility services, employees and students of UTSA. The definitions of the emergency potential on a university are transitory. Each emergency must be evaluated according to its particular characteristics and a decision of the proper action to take at that time.

DECLARING A CAMPUS STATE OF EMERGENCY

The authority to declare a campus state of emergency rests with the President of the institution or in his/her absence the Provost and Vice President for Academic Affairs.

During a State of Emergency the University of Texas at San Antonio, with the president or provost’s authorization, shall place into immediate effect the appropriate procedures necessary to meet the emergency and to the extent possible safeguard persons and property. The Director of Public Safety – Chief of Police or his/her designee shall immediately consult with the president or provost regarding the situation and the possible need for the declaration of a campus state of emergency. The Office of University Communications is responsible for the release of all information outside of the campus and in most instances, for tri-campus-wide announcements.

When the declaration is made, only students, members of the administration, faculty and staff and emergency personnel are authorized to be on campus. Those who cannot provide proper identification proving their legitimate business on campus will be asked to vacate the premises.

Only those members of the administration, faculty and staff who have been assigned emergency response team responsibilities by the Director of Public Safety – Chief of Police will be allowed to enter the designated emergency area including the Incident Command Operations Center (ICOC)

In the event of fire, flooding, storms, or other major disasters on or near the campus, or involving university property, UTSA Police officers will be dispatched to provide an initial report of damage to any university property.

During an emergency, UTSA PD will serve as the Incident Command Operations Center, except in cases where the office is not secure because of its proximity to the danger. In all cases the (ICOC) should be located outside of the exclusion (danger) zone. The (ICOC) will function as the location where the Director of Public Safety – Chief of Police together with the necessary Emergency Response Team Members, coordinates all communication. The Director of Public Safety – Chief of Police will designate an unlisted telephone number for communication between key emergency response personnel. Cellular or digital telephones will be made available in the event that the emergency involves a telephone outage of the (ICOC).

The telecommunication officer at the UTSA Police Dispatch office will provide notification of the emergency situation to all appropriate primary Emergency Response Team members. These team members will then notify necessary individuals within their sphere of activity and responsibility.

The Assistant VP for University Communications or his/her designee will respond to media inquiries, issue news releases and all-campus announcements and designate one central location for meeting with on and off campus media personnel. These meetings may also include essential emergency personnel.

EMERGENCY LEVEL DEFINITIONS

EMERGENCY DEFINITION: A sudden state of danger requiring immediate response action.

LEVEL I EMERGENCY

DEFINITION: An unplanned event that may adversely impact or threaten life, health or property on a large scale at one or more locations within the UTSA Tri-campuses. Control of the incident will require specialists, in addition to UTSA and outside agency personnel. Long-term implications are likely.

CRITERIA

Serious hazard or severe threat to life, health or property.

Resolution of incident involves multiple community and county agencies as well as multi-levels of university personnel.

Major evacuation involving relocation of students and/or university personnel.

Duration of the event is unpredictable.

Security procedures to protect evacuees and property are established.

Medical needs are planned for using university and community medical resources.

Command post established.

Communications center established to coordinate media and university related communications.

Long-term recovery plan established.

Written report prepared.

Incident critique involving all agencies involved

EXAMPLES: Major fire in an on-campus residence effecting over 20% of the building, water main break effecting the entire residential building, loss of heat or power to multiple buildings, a chemical release causing the evacuation of one or more buildings.

RESPONSE TEAM MEMBERS INVOLVED: All.

LEVEL II EMERGENCY

DEFINITION:

An unplanned event that may adversely impact or threaten life, health or property within a single area. Control of the incident is beyond the capabilities of university employees. Outside agency assistance is necessary.

CRITERIA:

Resolution of the incident involves both UTSA and outside agency personnel

Evacuation is short term and affects immediate localized area only

Duration of the incident is a maximum of eight (8) hours

REQUIRED ACTION

Security procedures established to protect occupants, evacuees and property

Medical needs planned for

Command post established

Written report including narrative, damage estimate, injury report and agencies involved

Incident critique held for university members

EXAMPLES: Residence room fire, water main break involving most of a building or one, which threatens critical services, an odor requiring evacuation, loss of heat or power to a building.

EMERGENCY RESPONSE TEAM MEMBERS INVOLVED: All.

LEVEL III EMERGENCY

DEFINITION: An unplanned event that is not likely to adversely impact or threaten life, health or property. Control of the incident is within the capabilities of UTSA employees and the duration of the incident is short term.

CRITERIA

Incident resolved by UTSA employees.

An outside agency may be involved as a precautionary measure or accordance with UTSA policy.

REQUIRED ACTION

A written report is filed with the Office of Emergency Preparedness and other appropriate university offices.

No outside medical assistance needed.

Establishment of a command post is optional.

EXAMPLES: Automatic fire alarm, localized water pipe break affecting a portion of a building, a localized undetermined odor problem, inclement weather, missing student, medical/illness outbreak.

EMERGENCY RESPONSE TEAM MEMBERS INVOLVED: All.

NOTE: Depending on the situation, other members of the Emergency Response Team may also be involved. For example, the Office of University Communications might assist in communicating essential information to the campus community and beyond.

EMERGENCY RESPONSE TEAM

The basic emergency management team for UTSA is comprised of representatives from the below listed areas of the institution. In some cases, not all members will be notified, as their area of expertise will not be affected. In all cases, there are administrative members of the team that will be automatically notified.

DIRECTOR OF PUBLIC SAFETY AND CHIEF OF POLICE

In all cases this will be the Director of Public Safety – Chief of Police. This person will be responsible for assessing the severity of the emergency and for assisting in coordinating the efforts of outside agencies. The Director of Public Safety – Chief of Police will also assist emergency agencies in the communication of instructions to the community.

DIRECTOR OF FACILITIES SERVICES

The Director of Facility Services will be notified when any area of the UTSA Facilities Services is involved in the emergency. It will be the responsibility of The Director of Facilities Services to assist outside agencies with such items as floor plans, blue prints and any other information needed regarding the Facilities Services that may be required to assist.

DIRECTOR OF STUDENT HEALTH SERVICES

This office will be notified whenever a student is ill or injured, and requires professional medical care either at the scene or when transferred to the hospital. In some cases, the emergency may require a triage unit to be established on campus. The Student Health Services Representative would work with outside agencies to accomplish this. Also included in this office's responsibilities will be the availability of professional counselors when needed. These counselors will be available for Critical Incident Debriefing involving members of the Emergency Response personnel, as needed.

DIRECTOR OF OCCUPATIONAL HEALTH AND SAFETY

Hazmat officer will be notified at the direction of the Director of Public Safety – Chief of Police. This individual is responsible for assisting outside agencies in determining chemicals or substances that may be involved in the emergency. This will be the individual responsible for maintaining Material Safety Data Sheets (MSDS). The MSDS's must be made available if requested and are posted outside of any chemical containing area in addition to compliance standards. The fire fighters should not have to enter an area to find out what is in the area.

RISK MANAGER

Will be notified at the direction of the Fire and/or Emergency Medical Services (EMS) personnel in charge of the scene.

ASSOCIATE VICE PRESIDENT INFORMATION TECHNOLOGY

Will be contacted and become actively involved for assistance with computer resources or any emergency involving any part of the Informational Technologies facilities.

ASSOCIATE VICE PRESIDENT FOR OFFICE OF UNIVERSITY COMMUNICATIONS

Will be notified whenever the potential for outside news media coverage is present. The Office of University Communications working with the Office of the President will be the ONLY agency to disseminate information to the news media and other outside sources.

POLICE EMERGENCY RESPONSE TEAM RESPONSIBILITIES

FOR A LEVEL I EMERGENCY

POLICE COMMUNICATIONS CENTER

Notify on-duty patrol supervisor and dispatch officers to scene for initial assessment.

Notify the Director of Public Safety – Chief of Police or his/her designee

Notify appropriate emergency response agency as directed by Chief of Police.

Notify the appropriate on-site/on duty staff.

Notify Vice President Student Affairs

ASSOCIATE VICE PRESIDENT OF STUDENT LIFE

Notify Director of Campus Housing, when appropriate.

In consultation with other members of the Emergency Response Team, locate alternative housing for relocates, if necessary.

Work with food services to insure students and emergency responders have proper meal service.

Assist Student Health Services Representative in establishing after care counseling if needed.

Maintain a roster of housing assignments and assist with census to ensure students are accounted for, especially in a situation where an evacuation is initiated.

DIRECTOR OF PUBLIC SAFETY OFFICE OF EMERGENCY PREPAREDNESS

Insure that all appropriate personnel have been notified per emergency notification procedure.

Assure that the scene has been secured, if appropriate ER agency is not yet on scene.

Notify the Office of University Communications.

Confer with Residential Life Representative on possible relocation needs if housing areas effected.

Activate the Incident Command Center.

Appoint designee to meet and coordinate with responding outside emergency agencies.

FACILITIES SERVICES DEPARTMENT DIRECTOR

Work with the Office of Emergency Preparedness and the University Police Department on any emergencies that require electrical, plumbing and other maintenance special skills.

Inform and advise outside agencies by providing such items as floor plans, etc. during emergencies.

Work with the Residential Life Representative in establishing relocation facilities.

Work on the After Disaster Plan with the UTSA Risk Manager to access damages and identify recovery needs.

ASSISTANT VICE PRESIDENT FOR UNIVERSITY COMMUNICATIONS

Report to incident command site and consult with the Director of Public Safety in order to field calls from news media.

Act as a liaison with public information sources.

DIRECTOR OF STUDENT HEALTH SERVICES

Establish triage for injured and ill if necessary.

Evaluate:

The scene for possible medical needs, accessibility, and triage site locations.

Coordinate medical assistance for the severely injured or ill.

Coordinate assistance for Fire Department with triage as necessary.

Coordinate counseling services for students as needed.

Assess and assist with debriefing of workers involved with critical incidents.

Notify on-call needed Health and Counseling Center personnel.

INFORMATION AND TECHNOLOGY COMPUTING SERVICES REPRESENTATIVE

Will be active if computer services must be interrupted for extended periods of time

Will be notified in the event of any critical incident involving the University’s computer or resources computer labs.

ENVIRONMENTAL HEALTH AND SAFETY REPRESENTATIVE

Will assist in identifying chemicals on materials involved as authorized by HAZMAT.

Will assist in coordinating containment and clean up effort when feasible.

FOOD SERVICES REPRESENTATIVE

Will provide food services for any relocates.

Work with the Residential Life Representative in setting up alternative server areas should the present areas be affected.

Will work with the American Red Cross in feeding the workers attending to the emergency.

Will take necessary action should the ability to store food safely be adversely affected for a long period of time.

FACILITIES SERVICES REPRESENTATIVE

Will be available to provide information to emergency workers regarding UTSA property for gas line, water line and other essential utilities info.

Will assist in possible evacuations.

Will remain informed of all potential hazards to the municipality outside of the jurisdiction of UTSA.

EMERGENCY RESPONSE MANAGEMENT TEAM RESPONSIBILITIES

FOR A LEVEL II EMERGENCY

COMMUNICATIONS CENTER

Notify patrols/supervisor and dispatch officers to scene for initial assessment.

Notify appropriate Emergency Response Agency.

Notify Student Affairs if on-campus residences are affected.

Notify Director of Public Safety-Chief of Police.

ASSOCIATE VICE PRESIDENT FOR STUDENT LIFE

Make appropriate notifications

Work with the Vice President for Student Affairs and the Director of Housing for alternative housing should any housing units be adversely affected for a long period of time.

NOTE: This could also include working with the Facilities Services Department, the American Red Cross and possibly area hotels and motels in finding alternative housing for relocates.

DIRECTOR OF PUBLIC SAFETY – CHIEF OF POLICE

Insure that all appropriate notifications are made per emergency notification procedures.

Insure that the scene is secure until emergency personnel arrive.

Work with Associate Vice President for Student Life as needed.

FACILITIES SERVICES REPRESENTATIVE

Assist in assessment of damage

Be on scene to provide any necessary specialized services

EMERGENCY RESPONSE MANAGEMENT TEAM RESPONSIBILITIES

FOR A LEVEL III EMERGENCY

COMMUNICATIONS CENTER

Notify patrol and dispatch officers to scene to access situation.

Notify Director of Public Safety – Chief of Police

Notify Student Health Services Representative (if appropriate)

Notify Residential Life Representative.

STUDENT HEALTH SERVICES

Be available and on call for any aftercare services that may be needed

ASSOCIATE VICE PRESIDENT FOR STUDENT LIFE

Work with other agencies for short term relocation

Make necessary notifications within department



Chapter 3: Emergency Response Plan
EVACUATION INFORMATION

Situations requiring evacuation could include but are not limited to the following:

Natural gas leak

Flammable liquid spill/and or release

Bomb threat

Power failure

Hostage situation

Hazardous chemical spill/and or release

Tornadoes

Flooding

Winter storms

In the event of a fire alarm, University Police are dispatched to the location of the alarm to lead the evacuation effort. In the event of fire, elevators are not to be used.

RELOCATION/EVACUATION OPERATING PROCEDURES FOR RESIDENCE HALL

The following represents a general strategy to be employed in the event a student residence hall become uninhabitable due to events such as fire, flood, contamination or loss of critical services. The type of response will be determined by the extent of the emergency.

EVACUATION PROCEDURES

Units first on the scene must decide whether immediate evacuation is necessary or not. This decision can be made independently, in consultation with other officers, or by information received at the scene.

Immediately designate the area to be evacuated. The evacuation will require a door-to-door check of the facility. IMPORTANT NOTE: If a working fire, smoke or other evidence of combustion is present, under no circumstances will anyone except fire service personnel equipped with self-contained breathing apparatus (SCBA) enter any structure. Should any occupant refuse to evacuate, continue the evacuation and time permitting, return to the refusal site, obtain name and advise disciplinary action will be taken.

Move all evacuees to a staging area, and begin a census, to establish that the evacuation is complete

Upon notification of the need for an evacuation, the telecommunications center will notify the Director of Public Safety – Chief of Police or his/her designee. (An exception to this is in the case of a fire alarm, the Director of Public Safety – Chief of Police or his/her designee will be notified only after an actual emergency is verified.)

NOTE: It is standard policy that a general evacuation takes place in each event of a fire alarm.

EVACUATION OF THE PHYSICALLY CHALLENGED

In the event that physically challenged individuals are involved in an evacuation effort, the UTSA Police Officers at the scene will make every attempt to lead them to safety. As a precaution, wheel chair users are housed on the ground level floor. Hearing impaired students have TTY phone capability in their rooms and strobe lights are connected to the fire alarm system. The Disability coordinator should be consulted in developing a plan for these evacuations. Have this individual evaluate residence halls to determine if they qualify as requiring areas of rescue assistance.

EVACUATION OF PERSONS IN WHEELCHAIRS

Evac-Chair emergency wheelchair devices are located on the fourth floor stairwell of each building at the 1604 campus, Downtown campus and the Institute of Texan Cultures. The Evac-Chairs are specifically designed to allow an emergency responder the ability to assist wheelchair users during evacuations down several flights of stairs with ease. Evac-Chair Locations

PROCEDURES FOR USE OF THE EVAC-CHAIRS:

During a building evacuation, the floor safety monitor will direct or assist persons in wheelchairs to a safe stairwell.

The floor safety monitor will call the University Police Dispatch Office and give the dispatcher the individual’s name and the location of the stairwell.

A police officer or other UTSA emergency responder will be notified to proceed to the fourth level of the affected building to obtain the Evac-chair.

The emergency responder will proceed to the stairwell where the individual is located and evacuate him / her to the designated assembly area. The individual’s wheelchair will be left in the stairwell.

If time and circumstances allow, the emergency responder will return the Evac-Chair to the original storage location or reuse the device to assist other persons as needed.

Once the building has been deemed safe for re-entry, the individual will contact the University Police or the building evacuation captain for assistance in retrieving his / her wheelchair.

SHORT TERM EVACUATIONS

Students are moved to the nearest safe designated assembly area.

Auxiliary support services are employed (emergency food, showers, medical or disability related needs are arranged as needed with other campus services.)

MEDIUM TERM EVACUATIONS

Students will be directed to a pre-determined large building out of the affected area. When necessary, the local chapter of the American Red Cross is a resource for such items as cots and blankets.

Students are assigned to other university public area spaces that can be satisfactorily arranged.

Students are assigned to vacant spaces in an unaffected housing area.

Students are evacuated to local hotels.

LONG TERM EVACUATIONS

All items, (numbers 1-4) under Medium Term Evacuations are initiated unless a substantial part of the campus is under an evacuation order.

In the event that the university classes remain in sessions and a significant portion of the residence facilities are inaccessible, arrangements will be made with local hotels or motels for student housing.

EVACUATIONS TO OFF-CAMPUS FACILITIES

In most cases evacuees will be relocated to another shelter on campus. If necessary, the Parking and Transportation Manager may be contacted for the use of UTSA shuttles and private rental vehicles.

BUSES AVAILABLE FOR EVACUATION USE

In the space provided below, a list of available buses for transporting evacuees may be recorded. For these resources, consider:

_____ UTSA Shuttle Buses (30 passengers with wheelchair lifts) (210-458-4288)

_____ UTHSC Shuttle Busses (210-567-2800)

_____Additional Busses may be contracted through local rental agencies, as needed

_____Rental companies: Rent-A-Van - (210-340-7982)

Blue Bonnet – (210-342-8666)

San Antonio City Tours – (210-212-5395)

REFUGE SHELTERS

Structures available locally to the UTSA Community in case of an emergency requiring shelter are:

MORE TO FOLLOW

The structures named below are of concrete construction with masonry walls. The best location in these buildings is the lowest level because of the lack of windows.

NOTE: If the emergency condition is near one of the below mentioned refuge shelters, other shelters outside of the exclusion zone will be used.

In the event of a major emergency within the City of San Antonio that requires the establishment of emergency shelters, The American Red Cross will designate such shelters. News announcements will be made via local radio and TV stations advising the public of the designated shelters within each geographical area (City of San Antonio Emergency Management Plan, July 2001).

Structures available locally to the UTSA community:

UTSA 1604 Campus

______ John Peace Library

______ Science Building

______ Multidisciplinary Studies

______ Humanities and Social Studies

UTSA Downtown Campus

______ Frio Street Building

______ Buena Vista Street Bldg

______ Durango Street Bldg

Institute of Texan Cultures

NOTE: Refuge should be taken on the lower interior levels of these buildings. DO NOT ASSEMBLE NEAR LARGE GLASS AREAS WITHIN THE BUILDINGS. Interior offices without windows offer adequate protection in most cases.

Chapter 4: Emergency Preparedness Plan
EMERGENCY SITUATIONS DETAILED

INTRODUCTION

It is impossible to outline every possible emergency that can occur on a college campus. The following are detailed scenarios of emergencies that could take place within the University of Texas at San Antonio and San Antonio city communities. The response, Emergency Response Team (ERT) members and outside agencies involved will depend entirely upon the type, scope and duration of the emergency.

The table on page 29 identifies the City of San Antonio’s most common hazards, the likelihood of occurrence, the anticipated impact on public health and safety as well as the possible impact on property damage.

CITY OF SAN ANTONIO EMERGENCY RESPONSE PLAN

Addendums: Emergency Preparedness Plan
EMERGENCY RESPONSE PLAN

ADDENDUMS

These Addendums outline duties and responsibilities for specific university departments. Not all departments will be asked to provide assistance for all campus emergencies. However, each department is expected to maintain internal written procedures, which will allow it to respond to an emergency when necessary.

ADDENDUM A - ATHLETIC DEPARTMENT

If deemed appropriate by emergency personnel, the Director of Athletics or designee will report to the Athletic building.

Training room facilities may be made available as emergency rooms for the treatment of minor injuries.

The Director of Athletics or designee will alert all trainers to be on standby should their assistance be needed.

The Athletic Department will maintain a sufficient supply of emergency medical supplies and bandages to provide emergency first aid.

Authorization for the use of athletic training rooms and trainers for emergency treatment will be made by the Director of Athletics and coordinated with the Director of Student Health Services.

ADDENDUM B - FOOD SERVICES

Upon alert, food service managers and supervisors should report to their respective operations and await instructions from the Director of Food Services.

The Director of Food Services will be responsible for having at least the following food items on hand, in sufficient quantities to provide at least two daily meals daily to persons on campus during the emergency:

Instant coffee

Cookies

Instant tea

Canned soup

Assorted Condiments

Canned meats

Powdered non dairy products

Sliced cheese

Plastic flatware

Canned vegetables

Paper cups

Canned fruits

Paper plates and napkins

Distilled water

Individual packs of crackers

The delivery of food items to remote sites will be coordinated with the University Police Department and Facilities Services.

ADDENDUM C - STUDENT HEALTH SERVICES

Upon declaration of an alert, the Director of Student Health Services will ensure that Health Services staff is available to provide emergency medical treatment. The Director will augment the medical staff and call for non-medical personnel as necessary.

The Student Health Services commitment would not normally include the administration of first aid at locations other than the Health Center. However, a medical professional will be available for calls to the site of a severe injury or a group of casualties.

Should it be necessary to utilize the training rooms at the Athletic Facility for first aid assistance, the Director of Student Health Services will coordinate treatment and make every attempt to provide medical staff.

Mass casualties resulting from a major catastrophe may preclude effective medical assistance and triage at the site of the catastrophe. In such event, the Health Services staff will assist in coordinating efforts with outside medical support organizations and prepare to receive casualties.

The Director of Student Health Services has the authority to request assistance from outside medical facilities. Should this become necessary, the Director should advise the University Police to assist in the coordination.

Health Center personnel and home telephone numbers are listed in the Police Department Communications Center and will be updated by health service personnel as necessary.

ADDENDUM D – HOUSING

The Director of Housing or his/her designee will be present on campus and unless otherwise directed, the following personnel will report to the Housing Office:

Associate Director of Housing

Housing Maintenance Supervisor

Director of Housing

Other personnel deemed necessary by Director of Housing

The aforementioned individuals will ensure the presence on campus of such personnel under their supervision as the emergency may warrant, or will ensure that necessary help is available when required.

The Housing Maintenance Supervisor will make sure that the following are available and maintained for emergencies in each housing maintenance room:

Twenty flashlights

Adequate supply of batteries

Miscellaneous tools

Prior to the designation of an alert, the Department of Housing will ensure those individuals residing in residence halls and apartments are familiar with appropriate emergency actions to take should such an alert be necessary.

Upon notification of an alert, Department of Housing personnel will make every effort to have Residence Hall and apartment occupants who live within the San Antonio area, leave the campus and proceed to their homes for the duration of the alert.

The relocation and evacuation plans of Chisholm Hall and the University Oaks will be coordinated with the University Police Department to ensure the security of personal effects left in the facilities. Residence Assistants and Community Assistants should be directed to obtain names of all individuals at evacuation sites during the alert and provide this list to the University Police Department and appropriate administrators.

Housing personnel will, in conjunction with the Police Department, make sure that all Chisholm Hall and University Oaks facilities are

ADDENDUM E - HUMAN RESOURCES

Upon notification of an alert during operational hours, the Associate Vice President for Business Affairs and the Executive Director of Human Resources will ensure that appropriate individuals are available to assist in necessary personnel activities. If required, the Executive Director of Human Resources will coordinate with the Associate Vice President for Business Affairs, Vice President for Business Affairs, and the Office of the President, to facilitate the appropriate release of personnel from their workstations.

Should the alerted event pose a threat to personnel records in the University Human Resources Office, the Executive Director of Human Resources and Director of Material Management should coordinate the removal of appropriate documents with the Director of Facilities Services. The Executive Director of Human Resources and the Director of Facilities Services will designate an appropriate storage location at the time of the alert.

ADDENDUM F - FACILITIES SERVICES

Upon notification of an alert, the Director of Facilities Services will ensure that appropriate personnel are on campus and available to carry out the duties already designated in this operational plan.

The Facilities Services Department has one of the most responsible and visible functions during an alert. To facilitate their operation, the Director of Facilities Services, Director of Occupational and Safety Programs and the Chief of Police will work in close cooperation to make sure all operational aspects are accomplished.

Facilities Services personnel will ensure that operational vehicles and necessary emergency equipment assigned to their department are filled with gasoline and available for evacuation and the relocation of equipment on or off campus when necessary. An adequate supply of two-inch masking tape will be maintained to facilitate the taping of windows on campus. All Facilities Services vehicles that are not needed for emergency tasks will be parked in a high area and security arrangements coordinated with the University Police Department.

Director of Facilities Services will maintain updated internal written procedures to ensure that physical personnel can adequately respond to emergency situations.

ADDENDUM G - POLICE DEPARTMENT

Upon declaration of an alert, the Chief of Police will declare the Police Department on alert status and all members of the department will be placed on standby status for emergency recall to duty.

If necessary, Officers will be divided into two teams. Each team will be assigned to work twelve-hour shifts under the supervision of the Patrol Commander and Command Staff Captain.

The Patrol Commander will designate two Sergeants to act as Shift Supervisors on each of the two twelve hour shifts. Other supervisory personnel will be assigned specific duties as dictated by the situation or existing department policies.

Officers who are not on duty will remain available via telephone or may be required to remain on campus.

The Parking Manager will ensure that all police vehicles are fueled and in service. He will see that all first aid and emergency equipment is available.

If it appears that the emergency situation will be of a long duration, the Parking Manager will see that food and sleeping arrangements are made for all police personnel. Those officers who wish to remain during their off-duty time will be allowed to do so. The Parking Manager will coordinate all sleeping and eating arrangements through the Department of Housing and Food Services.

Detailed campus maps and building floor plans will be maintained at the Police Department to facilitate the immediately positioning of officers in appropriate strategic locations on campus.

As necessary, a University Police Officer will be assigned as protective service for the University President. This officer will be available to provide secure transportation for the President to either on-campus or off-campus locations.

Specific details of the police operation during an emergency will be outlined in Police Department procedures.

ADDENDUM H - INFORMATION TECHNOLOGY

Upon notification of an alert, the Associate Vice President for Information Technology will call appropriate personnel to campus to maintain computer facilities at the university.

Coordination with Facilities Services Department will be accomplished to ensure that electrical power is not interrupted. Should it be necessary to shut down the computer system at the university, the Associate Vice President for Information Technology will coordinate the necessary operational steps with appropriate university personnel.

The Director of Facilities Services will make available to Information Technology, all personnel and facilities necessary to maintain operations and preserve the integrity of the computer system.

The Associate Vice President for Information Technology will maintain a department contingency plan designating responsibilities for individual personnel to maintain the operation during an emergency situation.

ADDENDUM I - OFFICE OF UNIVERSITY COMMUNICATIONS

The Associate Vice President for University Communications or a designee will be contacted when an emergency situation listed in this plan exists.

University Communications is a vital aspect of this plan. During any emergency situation, the Associate Vice President for University Communications and the Chief of Police must work in close coordination to assume appropriate release of information. They will coordinate news releases and the establishment of media briefing locations.

When sufficient time for warning exists or during reconstruction period, the University Communications Department, in conjunction with the Police Department, will initiate an

Emergency Alert Publication.

The Police Department and University Communications will maintain a supply of Emergency Alert Publication forms with pre-printed logos on which emergency information will be printed and distributed. When electrical power to the university has been terminated, University Communications will send a representative to the Police Department to assist in the completion of the Emergency Alert Publication utilizing the duplicating equipment and the emergency power unit at the Police Department.

When power has been restored, the Emergency Alert Publication can be produced at the Police Department, University Communications or campus Duplicating Center, whichever is most advantageous.

The type of warning and specific instructions to be included in the EEmergency Alert Publication will be determined by the Associate Vice President for University Communications, the Chief of Police, and the Director of Occupational and Safety Programs.

Delivery personnel from University Communication, Print Shop and other areas as deemed necessary will accomplish distribution of the Emergency Alert Publication.

The production of the Emergency Alert Publication will continue as needed through any recovery period.

University Communications, in conjunction with the University Duplicating Center, will ensure that adequate equipment (both automatic and manual) and supplies are readily available.

ADDENDUM J - COORDINATING AGENCIES

Bexar County Emergency Management
203 West Nueva Street
San Antonio, Texas 78207
(210) 978-0300

San Antonio Fire Department
15300 Babcock
San Antonio, Texas 78249
(210) 690-1512 or (210) 690-1491

Bexar County Sheriffs Office
200 North Comal
San Antonio, Texas
(210) 270-6010

Department of Public Safety
6502 South New Braunfels
San Antonio, Texas
(210) 533-9171
 

San Antonio Police Department
214 West Nueva Street
San Antonio, Texas 78207
(210) 227-7201

UTSA Police Department
6900 North Loop 1604 West
San Antonio, Texas 78249
911 – Police Emergency
(210) 458-4242 Non-emergency Police Dispatcher
(210) 458-4249 Administrative Offices
(210) 458-4244 Admin. Fax