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Emergency Operations Plan: Organization

Plan Responsibility and Control

Plan Direction and Control - System wide

In a system wide scale disaster or emergency, the overall Emergency Operations Plan is under the command of the UH President and is directed by the UH Director of Logistical Services. The UH President’s Office will be the liaison between all local, county, regional, State emergency service agencies and the various campuses and units of the UH system. It will also establish communication with the campuses for the purposes of public information (news releases) and resources assistance (mutual aid) mobilization.

Plan Direction and Control - UH Hilo

Emergency operations are under the command of the UH Hilo Chancellor. The Emergency Operations Plan is directed by the UH Hilo Vice Chancellor for Administrative Affairs. The Plan Director is responsible for implementing and coordinating emergency operations.

UH Hilo Chain of Command

When emergency conditions are such that normal campus operational efforts can no longer effectively deal with the emergency, the Emergency Operations Plan will be placed into effect and the chain of command will be:

  • Plan Executive: Chancellor
    • Alternate #1: Vice Chancellor for Administrative Affairs
    • Alternate #2: Vice-Chancellor for Student Affairs
    • Alternate #3: Vice Chancellor for Academic Affairs
  • Plan Director: Vice Chancellor for Administrative Affairs
    • Alternate #1: Vice-Chancellor for Student Affairs
    • Alternate #2: Vice Chancellor for Academic Affairs
    • Alternate #3: Director of Campus Security

Emergency Notification Procedure

Dependent on the nature of the situation, only the following officers will receive initial notification. Auxiliary Services/Campus Security is charged with this responsibility.

  1. Working Hours. During working hours, the UH Hilo telephone operator will notify the following individuals of an emergency:
    1. UH Hilo Chancellor
    2. UH Hilo Vice Chancellor for Administrative Affairs
    3. UH Hilo Vice Chancellor for Academic Affairs
    4. UH Hilo Vice Chancellor for Student Affairs
    5. UH Hilo Director of University Relations
    6. UH Hilo Director of Auxiliary Services
    7. UH Hilo Director of Campus Security
    8. UH Hilo Director of Environmental Health & Safety
    9. UH Hilo Director of Housing
      1. HawCC Chancellor
      2. HawCC Vice Chancellor for Administrative Affairs
  2. Outside Working Hours. Home telephone numbers of the above individuals shall be available at the Auxiliary Services/Campus Security office for use in an emergency. (See also, Attachment 1)
  3. Emergency Operations Plan Officers. The UH Hilo Plan Director’s office will notify the Emergency Operations Plan Officers providing directions as necessary.

In the Absence of the UH Hilo Chancellor

In the absence of the UH Hilo Chancellor, the UH Hilo Vice Chancellor for Administrative Affairs or predesignated employee is authorized and directed to take actions as described herein, or other actions as may, in his/her judgment, be necessary to save lives, and mitigate the effects of disasters and disruptions. As soon as possible, thereafter, the individual shall notify the UH Hilo Chancellor of actions taken.

Emergency Telephone Numbers

Emergency Telephone Numbers for the following Departments/Agencies and Staff are located in Attachment 1.

  • Department/Agency:
    1. Police Department
    2. Fire Department
    3. Civil Defense Agency
    4. Campus Security
  • UH Hilo Staff:
    1. Chancellor
    2. Vice Chancellor for Administrative Affairs
    3. Vice Chancellor for Academic Affairs
    4. Vice Chancellor for Student Affairs
    5. Director of Environmental Health & Safety
    6. Director of Auxiliary Services
    7. Director of Campus Security
    8. Director of Facilities/Planning
    9. Director of Housing
      1. Director, Student Medical Services
      2. Director of Media Relations
      3. Webmaster
      4. CTAHR County Administrator (UH Mānoa unit)
  • HawCC Staff:
    1. Chancellor
    2. Vice Chancellor for Administrative Affairs
    3. Vice Chancellor for Academic Affairs
    4. Vice-Chancellor for Student Affairs
    5. Director, UH Center at West Hawaiʻi
    6. Dean of Liberal Arts & Public Service
    7. Dean of Career & Technical Education
    8. Director of Continuing Education and Training
    9. Auxiliary Services Officer
      1. Webmaster

Plan Director

Responsibility and Authority

The Plan Director shall be responsible for the overall operation and coordination of the Emergency Operations Plan under the supervision of the Plan Executives. No part of this plan will be implemented unless specifically ordered by the Plan Director or in his/her absence, by said alternates.

Policies and Procedures

Plan policies and procedures are the responsibility of the Plan Director and must be approved by the UH Hilo Chancellor. The Plan Director may conduct meetings and schedule such reports from unit heads as necessary to update records and maintain maximum efficiency in time of sudden emergency.

Updating and Maintenance of Emergency Operations Plan

The Plan Director shall update and maintain the Emergency Operations Plan, distributing revisions as required.

Emergency Operations Center (EOC)

The UH Hilo Emergency Operations Center (EOC) will be in the University Classroom Building, room 103 (UCB 103). Its title will be the UH Hilo Emergency Operations Center.

Records

The Plan Director shall maintain such records as necessary to keep the Emergency Operations Plan current at all times. This will include updated personnel records, emergency communications and equipment lists, and shelter managers.

Liaison with and Use of Outside Agencies

Outside assistance will be summoned by the Plan Director at the discretion of the Plan Executive. When an emergency is pending, such as a potential riot, outside agencies shall be informed as early as possible in advance by the Plan Director. The decision as to whether the emergency is of sufficient magnitude to request special outside assistance rests solely with the Plan Executive. This includes the decision to enlist the aid of State and County disaster units, as well as law enforcement assistance.

Notification Responsibilities

The Plan Director will be responsible for notifying the various Deans and Directors of any emergency or incident that may require action. However, in the event of a local emergency requiring immediate action, such as evacuation of a building, and in the absence of instructions from a superior, each Dean and Director or designated employee is authorized and directed to take actions as necessary that may, in the individual’s judgment, be necessary to save lives and mitigate the effects of disasters and disruptions. These actions must be reported at the earliest opportunity to the Plan Director.

Emergency Operations Plan Officers

The following campus administrative personnel are assigned as Emergency Operations Plan (EOP) Officers during any contingency when all or part of this plan is implemented. Prior to or after any disaster, they shall automatically report to the Emergency Operations Center as quickly as possible.

  1. Incident Commander/Plan Director: UH Hilo Vice Chancellor for Administrative Affairs
  2. Command Staff:
    • Public Information Officer/Webmaster: Director Media Relations/Webmaster
    • Safety Officer: Director of Environmental Health & Safety
    • Outside Agency Liaison: Director of Environmental Health & Safety
    • Security: Director of Campus Security
  3. General Staff:
    • Operations Section Chief: Director of Auxiliary Services
    • Logistics Section Chief: Director of Auxiliary Services
    • Planning Section Chief: Director of Facilities/Planning
    • Finance/Human Resources Section Chief: Director Business Office/Human Resources
    • Personnel Support Section Chief: UH Hilo Vice Chancellor for Student Affairs

General Responsibilities of EOP Officers

Campus personnel designated as Emergency Operations Plan Officers shall be responsible for:

  • Preparation and submittal of a practical plan of emergency action for their units.
  • Appointment of their alternates.
  • Staffing an emergency crew for their unit, and maintaining a current roster of this crew.
  • Providing adequate training of their emergency crew.
  • Maintaining liaison with various community resources within their specialty.

Command Staff

Public Information Officer/Webmaster

Assignment

The Director of Media Relations in the University Relations Office is designated as Public Information Officer (PIO) and shall report to the EOC to act as liaison with the news media and the public. The PIO shall also be responsible for email notifications to faculty, staff, and students. The Webmaster shall be tasked with providing emergency information on the UH Hilo Home Page as well as periodic updates to the web page as needed.

Duties
  • Assist in handling inquiries from the public relative to the emergency, as well as assist in suppressing rumors that are usually prevalent during crisis periods. Campus telephone operators are to refer calls from the public relative to the emergency to the Public Information Officer.
  • Establish communications with the local radio and TV stations.
  • Prepare, for the news media, statements for release by the UH Hilo Chancellor concerning the University Emergency operations.
  • Compose and distribute email notifications to faculty, staff, and students.
  • Update web page to show emergency information and provide periodic updates as needed.
  • Maintain a complete record or diary of events during an emergency situation.
  • Maintain a complete file of all statements released to the news media.
Issuance of Official Statements

Other than the UH Hilo Chancellor, only the following administrators are authorized to issue any required, official statements during an emergency situation:

  • UH Hilo Plan Director: All other aspects of the emergency operation.
  • UH Hilo Dean of Student Services: Student activities

Safety Officer

Assignment

The Environmental Health and Safety Officer is designated Safety Officer and shall report to the EOC. When appropriate the Safety Officer shall report either to the scene of the emergency to provide advice and assistance or to the Civil Defense office to facilitate communications.

Duties
  • Act as Civil Defense Coordinator and establish relations with the local civil defense organization.
  • Organize, coordinate and direct the campus fire prevention and fire control organization.
  • Develop and administer an effective emergency training and educational program in the areas of damage assessment, usage of emergency fire equipment or any areas in which prior training would be essential in an emergency.
  • Maintain up-to-date records of all fire equipment as to location, condition, etc., and maps indicating location of all fire alarm boxes, water lines, fire hydrants and building exit routes.

Outside Agency Liaison

Assignment

The Outside Agency Liaison is designated as the Environmental health and Safety Officer and shall report to the EOC or Civil Defense as warranted.

Duties
  • Establish and maintain liaison with the local fire department.
  • Act as campus liaison with the Hawaiʻi County Police Department.
  • Facilitate communication between agencies and development of Unified Command where necessary.

Campus Security

Assignment

The Director of Campus Security is designated as the Campus Security Chief and shall report to the EOC in the event of emergency.

Duties
  • Provide first notice and first response in emergency situations, alerting Emergency Operations Officers as required.
  • Arrange for training of all Campus Security Personnel in crowd control.
  • Establish coordination with the County Police Department, private security companies or civilian personnel to obtain necessary personnel to supplement the regular Campus Security force as necessary in an emergency.
  • Assist with Planning and Operations Sections to ensure orderly control of personnel and traffic.

General Staff

Operations Section Chief

Responsibility

The Director of Auxiliary Services is designated as the Operations Section Chief and shall be responsible for implementing/directing the Incident Action Plan, establishing situational control, and helping to restore normal conditions.

Assignment

The Operations Section Chief shall report to the EOC as required in the event of emergency.

Duties
  • Organization, mobilization, and operation of UH Hilo physical resources, including restoration of utilities, if required, during an emergency.
  • Responsible for the maintenance of public safety, the security of the grounds, buildings and campus property.
  • Control and direct foot and vehicle traffic for orderly evacuation of buildings and campus.
  • If an emergency is declared on campus, staff all automobile entrances and limit access to only those persons authorized to be on campus.
  • Check and secure, if required, all buildings affected by an emergency.
  • Control utilities to buildings, securing or maintaining those required.
  • Provide periodic reports to the EOC listing deaths or injuries, including the extent, disposition and status of treatment.
  • Prepare required buildings for sleeping purposes and assign spaces. This may involve the use of buildings not normally used for sleeping.

Logistics Section Chief

Responsibility

The Director of Auxiliary Services is designated as the Logistics Section Chief and shall be responsible for obtaining, maintaining, and accounting for essential personnel, equipment, and supplies. The Logistics Section Chief is tasked with setting up and maintaining incident facilities as well as providing support transportation and communications.

Assignment

The Logistics Section Chief shall report to the EOC as required in the event of emergency.

Duties
  • Provide portable public address systems, portable radios, backup electrical power, etc. required at an emergency site.
  • Provide equipment such as electrical generators, emergency lighting (i.e. lanterns flashlights, candles, and batteries), and alternate communication systems at the EOC.
  • Provide manpower, as needed, to Campus Security.
  • Providing adequate emergency communications and transportation facilities.
  • Provide radio communication equipment to permit communication with Civil Defense, police, fire and other agencies during an emergency.
  • Maintain updated inventory of all campus radio and paging equipment.
  • Maintain an up-to-date inventory of operational vehicles and equipment and an adequate fuel reserve.
  • Control usage and location of all serviceable motor vehicles throughout the emergency operation.
  • Maintain and provide to the EOC a current inventory of apparatus, auxiliary and heavy equipment that would be available during an emergency. This list should include any items of heavy equipment which can be used to bulldoze, lift, dig, scrape or drag.
  • Develop an effective medical response to disaster situation to help save lives, prevent suffering and minimize personal injuries and losses.
  • Along with the Planning Section Chief and Safety Officer, determine landing sites for MEDEVAC helicopter on campus and prepare plans for utilization of this type of transport in an emergency.
  • Develop procedures to coordinate flow to off-campus medical facilities if required, as well as on-campus cooperation between Campus Security, local police and Student Health Center.
  • Maintain a reasonable amount of medical supplies (i.e. bandages, dressings, splints, aspirin/non-aspirin, antiseptic solutions, rubbing alcohol, etc.)

Planning Section Chief

Responsibility

The Facilities Planner is designated the Planning Section Chief and shall be responsible for collecting, evaluating, and displaying incident intelligence and information of UH Hilo physical resources, including restoration of utilities, if required, during an emergency. The Planning Section Chief shall determine whether a building is structurally sound for occupancy. The Planning Section Chief is also responsible for preparing and documenting Incident Action Plans and maintaining incident documentation.

Assignment

The Planning Section Chief will report to the scene of the emergency with radio capacity* to provide advice and assistance to the Operations Section Chief. He will remain on the scene until released by the Incident Commander or Operations Section Chief.

*_Radios must not be used in situations where explosives may be present, such as Bomb Threat situations._

Duties
  • Provide engineering services, damage surveys, emergency construction and demolition plans to minimize the adverse results of a disaster and restore normal operation.
  • Provide damage assessment by surveying campus buildings immediately after and at intervals during an emergency, reporting findings to EOC. Photographic documentation is essential and should be utilized.
  • Determine locations of critical electrical needs in the event of an extended power outage and establish procedures to acquire required power equipment (i.e. generators).
  • Determine feasibility/desirability to maintain alternate radio communications (other than present system) on campus.
  • Devise methods for the storage, safety, issue, use and repair of vehicles and equipment under emergency conditions.

Finance/Human Resources Section Chief

Responsibility

The Directors of Business Services and Human Resources are designated the Finance/Human Resources Section Chiefs and as such shall be responsible for contract negotiation and monitoring, cost analysis, overtime and personnel obligations, and procurement.

Assignment

The Finance/Human Resources Chiefs shall report to the EOC as required in the event of an emergency.

Duties
  • Maintain records on persons using emergency housing and feeding facilities and submit to the Plan Director a report of activities and operations conducted and cost of such.
  • Approve emergency procurement as needed
  • Monitor personnel work hours and approve overtime as required.
  • Provide compensation for injury or damage to property.

Personnel Support Section Chief

Responsibility

The Vice Chancellor for Student Affairs is designated the Personnel Support Section Chief and shall be responsible for providing lodging and provisions for students and campus personnel who remain on campus during and emergency incident.

Assignment

The Personnel Support Chef shall report to the EOC as required during and emergency.

Duties
  • Develop plans to operate, as needed, the campus housing and feeding facilities to accommodate and/or feed the normal university population and non-university personnel as the facilities permit, in the event of a major disaster. All Food Service Facilities will be used as required and the directors/operators of these facilities will report to this section during emergency operation requiring the activation of this service.
  • Insure that all resident managers and other staff personnel are trained and aware of their duties in the event of a disaster.
  • Insure that emergency provisions (food and water) for approximately two hundred fifty (250) people are available for a minimum of three (3) days.
  • Recruit student volunteers that could be effectively used in an emergency and establish the functions that these student volunteers would perform. Students will not be used in hazardous activities but could be used for crowd control, building evacuation, messengers between the various emergency centers and offices.
  • Insure Directors of Student Medical Services and Student Housing have resources to operate during emergency.

Designated Plan Alternates

  • Plan Director: UH Hilo Vice Chancellor for Administrative Affairs
    • Alternate #1: Vice-Chancellor of Student Affairs
    • Alternate #2: Vice-Chancellor of Academic Affairs
  • Public Information Officer/Webmaster: Director of Media Relations/Webmaster
    • Alternate #1: Director, University Relations
    • Alternate #2: University Relations – Public Information Officer
  • Safety Officer: Director of Environmental Health & Safety
    • Alternate #1: Unit Diving Coordinator
    • Alternate #2: Director of Auxiliary Services
  • Outside Agency Liaison: Director of Environmental Health & Safety
    • Alternate #1: Unit Diving Coordinator
    • Alternate #2: Director of Campus Security
  • Campus Security: Director of Campus Security
    • Alternate #1: Director of Auxiliary Services
    • Alternate #2: Director of Environmental Health & Safety
  • Operations Section Chief: Director of Auxiliary Services
    • Alternate #1: Director of Campus Security
    • Alternate #2: Auxiliary & Facilities Officer
  • Logistics Section Chief: Director of Auxiliary Services
    • Alternate #1: Building Maintenance Supervisor
    • Alternate #2: General Services Supervisor
  • Planning Section Chief: Director of Facilities/Planning
    • Alternate #1: Facilities/Planning Project Manager
    • Alternate #2: Facilities/Planning Project Manager
  • Finance/Human Resources Section Chief: Director of Business Office/Human Resources
    • Alternate #1: Administrative Officer, Business Office
    • Alternate #2: Associate Director, Human Resources
  • Personnel Support Section Chief: Vice-Chancellor - Student Affairs
    • Alternate #1: Associate Vice-Chancellor of Student Affairs
    • Alternate #2: Dean of Students

Organizational Chart

UH Hilo Emergency Operations Plan Organization Chart
View full size.