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Executive Policy 2.203 Executive Policy 2.203



Title

Emergency Management

Header

Executive Policy Chapter 2, Administration
Executive Policy EP 2.203, Emergency Management
Effective Date:  August 2016
Prior Dates Amended:  October 2014
Responsible Office:  Office of the Vice President for Administration
Governing Board of Regents Policy RP 2.202, Duties of the President
Review Date:  August 2019

I. Purpose

The University considers emergency preparedness and planning activities essential for maintaining the safety of its campus community.  The purpose of this policy is to ensure that each campus develops and maintains a multi-hazard emergency management program utilizing emergency mitigation, preparedness, response and recovery based on the concepts and principles of the National Incident Management System.  This policy shall be implemented in concert with individual campus security programs, policies and procedures.

II. Definitions

Comprehensive Emergency Management Plan (CEMP) - A document that establishes and outlines the campus' planned response to an emergency.  The plan shall be modeled on the concepts and processes of the National Incident Management System (NIMS).

Emergency Communicator - The designated campus or System public information officer with overall responsibility for communication from the campus or System, including internal messages to faculty, staff, students, etc., media and external communication.
Emergency Coordinator - The designated person with responsibility for campus or System-wide emergency management activities.

Emergency Management Program - A management framework for responding to and recovering from emergencies that may threaten the health and safety of the campus community or disrupt its programs and operations.

Emergency Operations Center (EOC) - The central command and control facility designed to support emergency response, business continuity and crisis communications activities.

Emergency Worker - All state and county officials, officers, and employees are considered emergency workers and shall perform functions as determined by their respective state or county department director during emergencies or disasters.

National Incident Management System (NIMS) - A system mandated by the Homeland Security Presidential Directive-5 that provides a systematic, proactive approach to guide departments and agencies at all levels of government, nongovernmental organizations, and the private sector to work together seamlessly and manage incidents involving all threats and hazards in order to reduce loss of life, property and harm to the environment.

System-level Emergency - An emergency involving more than one campus or that has the potential to impact more than one campus, including but not limited to: natural disaster, cyber attack, pandemic, widespread power failure, ongoing threat of violence.

III. Executive Policy

A.    Campus Responsibilities

    1.    Pursuant to this policy, all University of Hawaii campuses are required to have a written CEMP that is developed and implemented consistent with the concepts and principles of NIMS;

    2.    Each campus shall designate an Emergency Coordinator and Emergency Communicator. The individuals’ names, titles, and contact information, as well as those of their backups, will be provided to the Vice President for Administration and updated as required;

    3.    Each campus shall establish emergency communication protocols applicable to campus emergencies;

    4.    Each campus shall conduct a review of its critical functions and designate emergency workers to ensure those functions are carried out; and

    5.    The CEMP shall be reviewed and approved by the chancellor and shall be updated annually.  Each campus is required to submit its CEMP to the Vice President for Administration.

    6.    Each campus shall notify and include the System Emergency Coordinator and Emergency Communicator on all outgoing emergency communication.

B.    System Responsibilities

    1.    The determination of a System-level emergency is made the by the Vice President for Administration;

    2.    Interact and coordinate emergency management activities with appropriate county, state, and federal government agencies to increase the readiness of the University;

    3.    Designate an Emergency Coordinator and Emergency Communicator. The individuals’ names, titles, and contact information, as well as those of their backups, will be provided to the Vice President for Administration and updated as required;

    4.    Establish emergency communication protocols applicable to multi-campus emergencies;

    5.    For System-level emergencies, the System Emergency Communicator shall manage all official communication from the University, including internal messages to faculty, staff, students, media and external communication.  For a System-level emergency affecting one or more campuses more significantly than others, those campus Emergency Communicators may be directed to serve as the University spokesperson;

    6.    The System Emergency Communicator shall be the point of contact between the System and campus Emergency Communicators and coordinate annual System-wide tests of emergency communication channels;

    7.    Support campuses when disaster preparation or responses are beyond campus resources or expertise in areas including;

        a.    Information Technology

        b.    Communications

        c.    Academic Affairs

        d.    Finance and Procurement

        e.    Human Resources

        f.    Legal Affairs

        g.    Research

    8.    Conduct a review of its critical functions and designate emergency workers to ensure those functions are carried out;

    9.    Assist in coordinating key personnel training;

    10.    Convene and coordinate the Emergency Coordinators working group, which is an advisory body for system-wide emergency management;

    11.    Determine the appropriate use of UH Alert for text messaging purposes, taking into account Clery Act requirements, campus-level needs, service provider agreements, posted terms of service, and cost considerations.

    12.    Provide facility and technical support of the UH System/Manoa EOC at the IT Building on the UH Manoa campus, supported by Information Technology Center staff.

IV. Delegation of Authority


    A. The chancellors are delegated the responsibility for the implementation and maintenance of an Emergency Management Program on their respective campus which shall include developing a campus CEMP and designating a campus Emergency Coordinator and Emergency Communicator.  This delegation includes the responsibility to conduct a review of critical campus functions and designate emergency workers to ensure those functions are carried out.

    B. The Vice President for Administration is delegated system-wide administrative oversight and programmatic responsibility for system-wide emergency management.

V. Contact Information

Subject Matter Experts
 Jan Gouveia
 jgouveia@hawaii.edu
 956-6405
 
Office of the Vice President for Administration 956-6405 or email jgouveia@hawaii.edu.

VI. References

Hawaii Revised Statutes Chapter 127A Emergency Management
Homeland Security Presidential Directive–5
National Incident Management System

VII. Exhibits and Appendices

No Exhibits and Appendices found

Approved

    Signed    
    Not Found    
    September 23, 2016    
    Date    
    

Topics

No Topics found.


Attachments

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