Emergency Management
Policy Number: 1103
Date Issued: August 2007
The Robert T. Stafford Disaster Relief and Emergency Assistance Act, as amended 42 U.S.C. Sections 5121, et seq.; Occupational Safety and Health Administration Standard 1910.38(a), Emergency Action Plan; Ohio Revised Code, Sections 5502.21 through 5502.5, Emergency Management; Ohio Administrative Code, Section 4501: 3, Emergency Management Services; Wright Way Policy related to emergency management; NFPA 1600 [National] Standard on Disaster/Emergency Management and Business Continuity Programs, Current Edition, National Fire Protection Association.
Authority: Office of Budget Planning and Resource Analysis

1103.1 General Policy

  1. Wright State University is committed to a continuous process of preparing for, mitigating, responding to, and recovering from natural and technological hazards that may negatively affect its students, faculty, staff, visitors, intellectual property, and facilities. To that end, the Emergency Management Program is created that will:
    1. Establish the foundation for emergency management as well as the framework for effective program plans and procedures;
    2. Align achievable program goals and objectives with the vision, mission, and purpose of Wright State University;
    3. Define procedures pertinent to the execution of the program;
    4. Identify/staff titles or functions necessary to the successful operation of the program; and
    5. Strengthen program continuity and viability by identifying source funding, recommending normal budget levels, and establishing expected benchmarks or milestones.

1103.2 Program Coordination

  1. A program coordinator shall be identified with assigned duties and the expressed authority to prepare, implement, evaluate, and revise the program on behalf of Administration. Authority includes administering the day-to-day activities of the program.
  2. The title and duties of the coordinator shall reside in the Office of Budget Planning and Resource Analysis, Risk Management and Insurance.

1103.3 Program Committee

  1. A standing committee is created to assist in the coordination of program preparation, implementation, evaluation, and revision.
  2. The committee charge shall embrace the content and intent of the national standard on emergency management and business continuity programs (NFPA 1600).
  3. Core membership of the committee shall include one representative from each of the following departments:
    1. Business Services
    2. Communications and Marketing
    3. Computing and Telecommunications Services
    4. Environmental Health and Safety
    5. Faculty Senate, Representative appointed by
    6. Human Resources
    7. Physical Plant
    8. Provost, Office of the
    9. Research and Sponsored Programs
    10. Risk Management
    11. Student Affairs & Residence Services
    12. University Controller
    13. University Police
  4. Members shall possess a level of decision-making authority for their respective department that will facilitate actions taken by the Committee.
  5. The program coordinator shall serve as Chair of the committee. A vice-chair shall be chosen by the committee.
  6. The Chair of the committee is empowered to accommodate special program tasks by expanding committee membership on an ad hoc basis.

1103.4 Program Elements

  1. The program shall incorporate elements relative and applicable to emergency preparedness, mitigation, response, and recovery activities at Wright State University. The following comprise the national standard and should be considered minimum elements:
    1. Program Management—The Program Management element establishes the foundation and the framework for a successful program by identifying emergency management as a comprehensive, strategic goal at Wright State University with a vision, mission statement, and objectives.
    2. Laws and Authorities—The Laws and Authorities element reinforces the Emergency Management Program by addressing compliance with applicable federal regulations, Ohio Revised and Administrative Codes, rules established by local jurisdictions, Wright State University policies and directives, and industry codes of practice.
    3. Hazard Identification and Risk Assessment—The Hazard Identification and Risk Assessment element identifies hazards, assesses relative risks, and analyses expected impacts. This element is used to help determine the effectiveness of the Wright State University response and recovery capabilities while providing action items for program improvement.
    4. Hazard Mitigation—The Hazard Mitigation element addresses a strategy that eliminates or lessens the effects of hazards identified.
    5. Resource Management—The Resource Management element provides for efficient acquisition and distribution of personnel, equipment, and material needed during an emergency by determining the resources necessary for emergency response and recovery efforts, assessing those resources, and maintaining an inventory of currently available internal and external resources. Volunteers and donations during an emergency will also be considered.
    6. Mutual Aid—The Mutual Aid element determines and establishes agreements for mutual aid, contracted services, memoranda of understanding, drop shipments, information technology backup sites, and other agreements will provide for additional equipment, supplies, and personnel during emergency response and recovery operations. Established agreements will be referenced in applicable program plans.
    7. Planning—The Planning element consists of focused Emergency Management Program plans. Coordinating plan development and maintenance ensures non-duplication, improves understanding of the overall program, reduces administrative overhead, simplifies plan maintenance, and encourages interdisciplinary participation. Plans include, but are not limited to:
      1. Business Continuity Plan
      2. Communications and Warning Plan
      3. Emergency Exercise Plan
      4. Emergency Operations Plan
      5. Hazard Mitigation Plan
      6. Strategic Plan
    8. Direction, Control and Coordination—The Direction, Control and Coordination element identifies the capabilities needed to direct control, and coordinate response and recovery operations. This element will include a description of command relationships within a program or plan(s), a means to coordinate with or direct/control external as well as internal resources, and a description of organizational roles, titles, and responsibilities for incident management functions specified in the Emergency Operations Plan.
    9. Communications and Warning—The Communications and Warning element supports the establishment of reliable communication systems. Those systems are expected to 1) function day-to-day under normal circumstances and during emergency response operations and 2) notify and/or alert officials, responders, and the general population that may be affected in an emergency. Effective communications and warning systems are imperative for reducing loss of lives and property and for increasing the efficiency of response and recovery efforts.
    10. Operations and Procedures—The Operations and Procedures element establishes a method of initiation, coordination, and execution of plans, processes, and activities through the development and implementation of standard procedures (SOPs) relative to the emergency management.
    11. Logistics and Facilities—The Logistics and Facilities element develops a framework that manages information on resources commonly used during an emergency. The processes for obtaining and transporting resources will allow for their timely acquisition and use when needed. Logistical capability – the capacity to locate, acquire, store, maintain, distribute, and account for personnel, services, materials, and facilities—support response and recovery efforts.
    12. Training—The Training element will provide the means to inform and prepare administration and affected personnel for responding to and recovering from hazards or business interruptions with the development and implementation a training and education program relative to emergency management.
    13. Exercises, Evaluations and Corrective Action—The Exercises, Evaluations and Corrective Action element lends to the Training element through the conduct of periodic evaluations, drills, and exercises of plans and procedures. This element provides the opportunity to test one or more elements for functions of the program.
    14. Crisis Communications, Public Education and Information—The Crisis Communications, Public Education and Information element will serve to educate people about hazards and reduce risk to life and property through the establishment of a public information plan. That plan will include procedures for communicating with the general population and the media on matters of pre-disaster, and post-disaster information.
    15. Finance and Administration—The Finance and Administration element will support preparedness, response, and recovery operations by establishing fiscal and administrative procedures relative to emergency management. A financial program that applies to emergency management plans will allow for flexible and expeditious acquisitions including mitigation and preparedness actions and activities.