Emergency Management

Category: Governance
Number: GOV-100-017
Audience: All University employees
Issued: May 22, 2001
Revised: July 13, 2017
Owner(s): AVP (Human Resources)
Approved by: VP (Administration)
Contact: Director, Health, Safety & Wellness - 306-585-4776

Introduction

This policy and the related plan and procedures apply to emergency situations which may occur on the Main Campus or the College Avenue Campus. Units outside the Main Campus and College Avenue Campus will follow local or create appropriate emergency procedures. In addition, units outside the University campus have a responsibility to ensure appropriate emergency plans or arrangements are made.

The provision of equipment, training and organizational assistance under this policy is intended to apply to general emergencies which could occur in a number of different departments or faculties. Preparing for emergencies that could occur as the result of the specialized operations of a single department or faculty, as well as creating unit level business continuity plans, will remain the responsibility of that department or faculty, working in conjunction with the University’s Emergency Management Consultant (i.e. preparing for a mass evacuation during a public sporting event held on campus).

The authority and responsibility for closure, for rescheduling classes on a university-wide basis, and for curtailing non-essential services is detailed in the Emergency Response Procedures Manual (Emergency Closure Procedures).

Definitions

Policy

The University of Regina is committed to providing a safe and healthy environment for those who work, study, live, and visit the University. The University, like any other large organization, is potentially subject to natural, technological and man-made emergencies that could threaten the University community, core academic mission, and environment. The University has developed and maintains an Emergency Management Plan, inclusive of Business Continuity Plans, which provides the framework to ensure that the University is prepared to deal with such events.

The Emergency Management Plan is based on the Incident Command System utilizing the elements of preparedness, mitigation, response and recovery. These elements are also parts of a unit level BCP. Effective response to an emergency requires good communications, efficient notification procedures, proper equipment, written procedures, and trained personnel to carry them out.

Meeting these requirements on a long-term basis requires active emergency management planning and training that maintains these elements at peak efficiency. The University accomplishes this through the Emergency Management Plan, unit level Business Continuity Plans and related training initiatives.

The plan describes in detail the roles and responsibilities of departments, faculties and individuals, and their relationships with the City of Regina Emergency Response Agencies which may support them if the emergency warrants community assistance. The Emergency Management Plan unifies the efforts of University faculties and departments to provide a comprehensive approach to respond to and reduce the impacts of emergencies.

To ensure the Emergency Management Plan and unit level Business Continuity Plans function effectively, the University will conduct regular emergency training exercises with key internal and external stakeholders.

The University shall implement its Emergency Management Plan and unit level Business Continuity plans in the event of any emergency that threatens the safety, health, and environment of the University community.

Roles and Responsibilities

Vice-President (Administration) will:

  • act as the Director of Emergency Operations

Director, Health, Safety & Wellness will:

  • act as the Emergency Management Coordinator

Director of Emergency Operations will:

  • appoint the Emergency Management Coordinator and ensure appropriate membership of the Emergency Management Committee
  • provide funding levels for emergency management planning
  • provide the direction and control of emergency operations at the University
  • authorize the implementation of the Emergency Management Plan
  • authorize expenditures required to respond to any emergency
  • ensure all persons with responsibilities under the Emergency Management Plan receive appropriate training
  • act as Chair for the Emergency Management Committee
  • ensure all persons with responsibilities under the Emergency Management Policy carry out those duties as required

Emergency Management Committee

The Emergency Management Committee membership is:

  • Director of Emergency Operations (Chair)
  • Provost and Vice-President (Academic)
  • Vice-President (Research)
  • Associate Vice-President (External Relations)
  • Associate Vice-President (Finance)
  • Associate Vice-President (Human Resources)
  • Associate Vice-President (Facilities Management)
  • Associate Vice-President (Student Affairs)
  • Director of Communication Infrastructure/Information Technology Officer
  • Director, Health, Safety & Wellness/Emergency Management Coordinator
  • Director, Communications and Marketing
  • Emergency Management Consultant (Human Resources)/Operations Officer
  • Other unit or agency representatives as required

Emergency Management Committee will:

  • provide recommendations to the Director of Emergency Operations for the Emergency Management Policy, Emergency Management Plan and related procedures
  • ensure University-wide BCP is communicated and implemented to all members of the University community
  • recommend new emergency situations to be covered by the Emergency Management Plan or other changes to the mandate of this policy
  • participate in drills and exercises

Emergency Operations Centre Group 

The Emergency Operations Centre Group membership is:

  • Director of Emergency Operations
  • Provost and Vice-President (Academic)
  • Director, Communications and Marketing
  • Associate Vice-President (External Relations)
  • Associate Vice-President (Human Resources)
  • Associate Vice-President (Facilities Management)
  • Director, Health, Safety & Wellness/Emergency Management Coordinator
  • Duty Officer (log recorder)
  • Emergency Management Consultant/Operations Officer
  • Director of Communication Infrastructure/Information Technology Officer

Emergency Operations Centre Group will:

  • upon implementation of a Level 2 or Level 3 emergency response, report to the UEOC
  • coordinate the activities of their unit in accordance with their responsibilities as indicated in the Emergency Management Plan and their respective unit’s plan, or as determined by the Director of Emergency Operations
  • act in any given capacity for the duration of any emergency; the powers and responsibilities of the Emergency Operations Centre Group are for the duration of the emergency unless otherwise directed

Emergency Response Team

The Emergency Response Team membership is:

  • Campus Security
  • Health, Safety & Wellness
  • Facilities Management
  • External Relations

Emergency Response Team will:

  • assist in the management of emergencies by providing direction, communication and coordination
  • if necessary, ensure an Incident Command Post is established
  • if necessary, ensure a safe perimeter has been established
  • ensure notification of key individuals takes place
  • act as liaison with attending emergency responders
  • restrict access to anyone that is deemed as non-essential at the scene
  • identify an appropriate Incident Commander
  • ensure that all reasonable steps are taken to mitigate the effects of an emergency

The presence of the Emergency Response Team does not eliminate the support of others (management, staff, students and visitors) who may be required to provide assistance; however, only persons authorized by the Incident Commander are allowed at the scene of an emergency.

Emergency Management Consultant will:

  • coordinate the development, review, update and implementation of the Emergency Management Policy, Emergency Management Plan and related procedures, and ensure formal review at least once every three years
  • ensure that the plans and procedures take into account and are compatible with municipal emergency management plans and with the Federated Colleges
  • coordinate the appointment of other persons under the University’s emergency policies, plans and procedures
  • consult and assist faculties, departments and units in the development and implementation of their Business Continuity and emergency response plans
  • coordinate specialized equipment and training, including drills and exercises
  • undertake specific duties in the event of a Level 2 or Level 3 emergency

Director, Communications and Marketing will:

  • develop and implement the University of Regina Emergency Communications Plan
  • collect and collate information during an emergency
  • coordinate and issue information and instructions to the University community and news media
  • serve as the sole University contact point for all media and public inquiries
  • prepare key strategic messages, review with the Director of Emergency Operations and provide these to the official University spokesperson

Administrators will:

  • designate Emergency Wardens as required in any emergency procedures and provide the names to the Emergency Planning Coordinator
  • prepare for an emergency closure and continuation of emergency services in accordance with the University’s Emergency Management Plan
  • provide relevant employees with time away from regular duties to support any required training initiatives
  • accommodate emergency equipment, if a room controlled by the Department/Unit is selected as the best location in the building for that equipment
  • require that their Department/Unit create a Business Continuity and unit level emergency response written plan for emergencies that could occur as the result of the specialized operations of their Department/Unit or required by legislation, and provide a copy to the Emergency Management Consultant
  • require that all personnel leave the building immediately when a fire alarm sounds or when directed by emergency responders
  • carry out any other duties described in Emergency Management Plans and Procedures
  • in the event of an emergency, report to the UEOC any information concerning the unit which may impact emergency planning decisions
  • provide assistance as required by the Emergency Management Committee

Academic Staff Members will:

  • provide students with fire safety and Emergency Notification System information at the beginning of each semester, including the shortest emergency exit route from the classroom or laboratory being used 
  • request, in the first class of the semester, that any student who might need assistance during a building evacuation inform the instructor of what assistance is required; this information must be reported by the instructor to the Chief Building Warden 
  • ensure that all students understand they must leave the building if the fire alarm sounds and follow any instructions provided by emergency personnel (Emergency Wardens, Campus Security, Health, Safety & Wellness, Regina Fire Department or Regina Police Services) 

All Members of the University Community will:

  • be prepared for emergencies 
  • evacuate a building or area upon activation of a fire alarm system, other alarm systems or upon direction from emergency personnel (Emergency Wardens, Campus Security, Health, Safety & Wellness, Regina Fire Department or Regina Police Services) 
  • during other emergencies, follow the direction of emergency personnel or the Emergency Notification System 
  • attend required training courses 
  • read emergency information brochures 
  • know about the University’s Emergency Notification System 
  • know the location of the nearest emergency escape route/fire exit and fire alarm pull station 
  • know the City of Regina emergency telephone number: 9.1.1. 
  • know the University Campus Security emergency telephone number: 306-585-4999 
 

Emergency Operations Center Group 

The Emergency Operations Center Group membership is:

§  Director of Emergency Operations

§  Provost and Vice-President (Academic)

§  Director, Communications, Marketing and Alumni Relations

§  Associate Vice-President (Human Resources)

§  Associate Vice-President (Facilities Management)

§  Director, Health, Safety & Environment/Emergency Management Coordinator

§  Duty Officer (log recorder)

§  Emergency Management Consultant/Operations Officer

§  Director of Communication Infrastructure/Information Technology Officer

Consequences for Noncompliance

All individuals occupying space controlled by the University are subject to the requirements of this policy. Violations of this policy or the refusal to evacuate any building or area, or the refusal to follow the directions of emergency personnel or the Emergency Notification System during an emergency could result in disciplinary action up to and including termination of the member’s position with the University.

In the case of residents of the University, their contract may be terminated.

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