Isothermal Community College

Learning College Manual

Institutional Effectiveness

Section III:  Process

A. Premises

Emergencies may affect residents of any campus, center, or off-campus location. An emergency will be declared by the Emergency Management Team if information indicates that such a condition is developing or is probable. An emergency may occur at a time when certain college officials may not be present or readily available. It is also possible that city, county, state and federal emergency services may not be available. While the responsibilities as detailed above remain intact, actual implementation may vary depending on the resources and college faculty and staff that are available, and the totality of the circumstances that are present. The succession of events in an emergency is not fully predictable.

Until sufficient key staff members specifically designated and trained for lead roles are available, the highest ranking available college officials should follow the guidelines of the plan and notify the designated officials of the circumstances and obtain verification or advice on their actions when possible.

B. Functions 

Five core functions are associated with an emergency: planning, operations, logistics, finance/administration, and public information. On small incidents and events, one person may accomplish all five management functions, keeping the college operational, interfacing with emergency responders, etc. Large incidents or events may require that these functions be set up as separate sections within the organization and delegated to others within the organization.

Planning

This function involves collecting, evaluating and displaying incident information, maintaining resource status and preparing incident related documentation.

Operations

This function involves conducting tactical operations to carry out the Business Continuity Plan. It requires a working knowledge of all campuses and the academic areas within them. The function develops the tactical objective and organization and directs all tactical resources of the college. The safety of faculty, staff, and students is the highest priority.

Logistics

This function involves providing support, resources, and all other services needed to meet the operational objectives. Typical areas include communications, food, supplies, facilities and transportation.

Finance/Administration

This function involves monitoring costs related to the incident and administrative procedures in support of the Emergency Management Team. 

Public Information

This function provides a conduit for information to the internal and external stakeholders, including the media and other organizations.

C. Site Control 

First Responder Control

Emergency responders (e.g., fire, police, and public health) will take immediate charge of the emergency incident itself. The College Emergency Management Team and a College Business Continuity Plan are essential in working with first responders, and once they leave the scene, to work toward the goal of getting college operations back to normal.

Remaining in the Immediate Area of an Emergency

When a campus or college-wide declaration of emergency is issued, designated essential personnel will be allowed to enter or remain in the immediate area of the emergency. In addition, other college employees who have been assigned duties within the scope of this plan and issued emergency identification cards by the Director of Plant Operations and Maintenance can remain. If a campus shelter has been established, Red Cross workers, other designated volunteers, and sheltered victims will be allowed to remain until conditions allow for their safe movement and departure.

Refusing to Leave the Area of the Emergency

Unauthorized persons refusing to leave or remaining in the area of the emergency recovery activities without proper permission and authority will be subject to arrest and prosecution in accordance with the North Carolina Criminal Code.

D. College Notification System 

All faculty and staff are notified via the college Fomine Net Send GUI program. In addition, the telephone system, the two-way radio systems utilized by Building Maintenance staff, cell phones used by building Emergency Response Teams, and the e-mail system are the primary means of emergency notification at Isothermal Community College (an Emergency Notification List is attached as Appendix B of this document). These systems will be used for the immediate transmission of specific information regarding a disaster.

The Vice President of Administrative Services is the focal point of the two-way transmission of official emergency communications to college administrators.  Upon receiving notification of a college disaster, all college administrators are to pass the same information along to all departments/offices under their direction.

A listing of all key college officials, administrators, and building coordinators, including college and home telephone numbers, will be maintained in the Plant Building and Maintenance Office. During a disaster, telephone use must be restricted to college emergency use only.

E. Training Exercises

Training exercises related to this plan will be held twice a year under the direction of the Vice President of Administrative Services. These training exercises will consist of drills and tabletop exercises. The Emergency Management Team members will participate along with appropriate deans and directors and building response team members. If required, all college emergency personnel and occupants of the affected building(s) will participate in these drills.

F. Annual Review of Plan

Each spring, the Emergency Management Team and other appropriate college officials will review the Business Continuity Plan for accuracy and reflection of current conditions.  Before any written changes are made, they will be submitted for review and approval to the College Council.