EOP Functional Annex A: Responsibilities of Key Personnel/Departments
FUNCTIONAL ANNEX A
Responsibilities of Key Personnel/Departments
The purpose of Functional Annex A is to illustrate the responsibilities of key personnel and departments for emergency operations at MSU.
Entity | Responsibilities |
University President | • Ultimate authority for strategic decisions during an emergency • Leads the Institutional Response Group • Provides final authorization for decisions concerning the discontinuation of university functions, cancellation of classes or cessation of operations |
Institutional Response Group (IRG) |
• Senior administrative team charged with developing institutional strategy, establishing
priorities and overall direction during an emergency • Advise the president regarding decisions to evacuate campus, cancel classes, close the campus, etc. • Receives pertinent information from the Crisis Management Team and/or the EOC thru the IRG Liaison Group • Address legal and political implications associated with an emergency situation • Ensure that financial resources needed are available to carry out emergency functions |
Emergency Management Committee (EMC) |
(The EMC, as a functional body, does not have an emergency response role and does
not convene during an actual emergency) • Serve as an integral part of the administrative structure for emergency management • Recommend adoption of emergency plans and procedures to the president • Assure that the university maintains, in accordance with resources allocated, an effective emergency management system and a comprehensive Emergency operations Plan • Review and advise emergency management processes, policies and procedure • Evaluate performance of exercises and actual emergency responses |
Crisis Management Team (CMT) |
• A CMT will be established and charged by the president when needed to handle an
incident or crisis that represents a significant institutional risk, but that usually
does not require activating the EOC • Operates under the strategic guidance of the president or IRG and the supervision of the CMT Coordinator assigned by the president • Augments the IRG (with other key individuals, e.g., necessary subject matter experts) and assembles relevant information about the crisis • The CMT Coordinator keeps the president informed as the crisis evolves • When the EOC is not activated, the CMT coordinates resources required to address the crisis and implement the recovery process |
Emergency Operations Center (EOC) Management Team |
• Coordinates the emergency response actions necessary to control the emergency or
disaster • Activates and maintains the MSU EOC as necessary, and staffs the EOC for the duration of the emergency • Gathers intelligence regarding the situation before, during, and after the emergency to assist in determining response and recovery actions • Directs the deployment of MSU resources and adjusts the emergency response based on information received from on-scene responders • Provides information to or representation at the Gallatin County EOC as needed • Provides or identifies subject matter expert(s) pertaining to the nature of the emergency • Seeks out the support, guidance, and advice of the IRG in planning for and responding to emergencies |
Emergency Management Coordinator |
• Acts as Planning Section Chief in the EOC in an emergency • Maintains and revises the EOP • Organizes and conducts training and exercises according to MSU’s multi-year training and exercise program • Leads and documents post-incident performance reviews |
Office of the Provost (Academic Affairs) |
• The Provost participates as a member of the IRG • Engages faculty in emergency preparedness endeavors such as developing pertinent plans, training, drills and exercises • Communicates with faculty during an emergency • Coordinates with Faculty Senate on emergency preparedness communication and outreach • Works with the Emergency Management Coordinator to determine academic continuity efforts needed in an emergency |
VP Research | • The VP participates as a member of the IRG • Engages research faculty in emergency preparedness endeavors such as developing pertinent plans, training, drills and exercises • Communicates with research faculty during an emergency • Works with the Emergency Management Coordinator to determine research continuity efforts needed in an emergency • Coordinates with Safety & Risk Management for response and recovery issues involving research and laboratory materials impacted by an emergency |
Administration & Finance Division – Financial Services |
• The VP participates as a member of the IRG • Provides financial resources in the EOC to procure, secure, distribute and account for resources and supplies necessary to respond to or recover from the emergency • Maintains vendor relationships and secures new vendors to assist in response and recovery as necessary • Maintains finance, accounting, and purchasing processes for the university and provides enhanced or specific services in this regard as related to the emergency • Documents financial costs of emergency response and recovery operations • Works with Safety & Risk Management, FEMA, etc., on reimbursement processes as applicable |
VP Student Success – Dean of Students |
• The VP participates as a member of the IRG • Coordinates with the EOC Public Information Officer on communicating with students and their families regarding emergency information and situation updates • Coordinates with Student Health and Counseling & Psychological Services to maintain health and counseling services for students in the event of an emergency, and enhance these services if needed • Facilitates resources and care for students with access and functional needs during and after an emergency • Considers implementing an accountability system for locating students in an emergency • Implements the procedures for student death support and notifications if necessary |
Counseling & Psychological Services |
• Provides information and recommendations during emergencies related to behavioral
health or those that may cause behavioral health impacts • Provides counseling services and resources for MSU students in an emergency • Provides for counseling services needs in shelters on campus • Coordinates with external partners if additional counseling staff is needed • Facilitates information and education for the university community regarding behavioral health aspects of an emergency, including post-traumatic stress disorder (PTSD) needs for students after an emergency or disaster and critical incident stress debriefing (CISD) needs for emergency responders |
Student Health Service | • Provides information and recommendations during public health emergencies, with
the Student Health director serving as the university’s lead public health official • Provides health services and resources for MSU students • Provides for health services needs in shelters on campus • Coordinates operations and programs specific to public health such as mass vaccination clinics and alternate medical treatment sites, in response to public health emergencies • Facilitates information and education for the university community regarding health aspects of an emergency |
Safety & Risk Management – Environmental Health & Safety |
• Coordinates with the VP Research for response and recovery issues involving research
and laboratory materials impacted by an emergency • Coordinates response to hazardous materials incidents as necessary • Coordinates federal requirements for OSHA and workers compensation during and after the emergency |
Facilities Services | • Conducts and documents damage assessment information including assessing physical
structures, utilities, and other infrastructure on campus, and other MSU properties • Coordinates the repair and/or restoration of university buildings, infrastructure, and property including emergency repairs • Maintains and repairs utilities on campus (including electric, water, waste water, natural gas, and steam) and coordinates with external utility providers to determine outage information • Conducts debris assessments, clearance, removal, and disposal operations as necessary • Maintains efforts to keep campus roads passable and functional • Provides for the operation of installed and portable generators, including refueling and maintenance • Coordinates resources, including heavy equipment and extra personnel, for response and recovery operations as needed • Provides resources for the EOC (e.g., Logistics, Operations, Safety Officer, etc) |
University Food Services | • Provides ongoing food service for residents, employees, and others who remain on campus during an emergency and/or food service in support of an emergency operation as needed |
Human Resources | • Coordinates with the Staff Senate on emergency preparedness communication and outreach • Facilitates information resources for employees during and after the emergency • Accounts for employees following an emergency • Coordinates with the EOC Public Information Officer on communications with employees regarding emergency information and situation updates • Continues essential business functions for employees, such as payroll and benefits • Provides information about counseling and other behavioral health services to employees, including the Employee Assistance Program • Implements leave policies and procedures associated with the emergency such as a university closing |
Information Technology | • Coordinates the continuation of IT services and support throughout the emergency • Provides information regarding the operational status of IT networks and systems • Supports emergency operations by providing IT and telecom functions for emergency response and recovery • Provides expertise on IT issues caused by or resulting from the emergency • Provide support to the EOC for IT and telecom needs through the duration of EOC operations |
Legal Counsel | • MSU Legal Counsel participates as a member of the IRG • Provides legal advice to the IRG throughout the emergency or disaster • Interprets and ensures compliance with applicable laws |
University Communications | • The Executive Director participates as a member of the IRG • Provides staff resources to fill the Public Information Officer position in the EOC • Disseminates appropriate information to the university and external communities before, during, and after an emergency • Coordinates with other responding departments to develop, disseminate, and monitor public information messages for the university • Facilitates information to and requests from media outlets as needed; establishes and maintains a Joint Information Center (JIC) if needed • Reaches out to and communicates with local, state, federal, and other government entities about the emergency • Provides for rumor control, including use of a hotline and/or establishing a call center to answer questions |
University Police | • Provides for the safety and security of the university, including lives and property • Coordinates with, supports, and gathers information from the ICP(s) • Provides situation updates to the MSU EOC and recommends appropriate response and recovery actions. • Assists in the damage assessment of university facilities and infrastructure, including the identification of potential hazards • Controls access to areas impacted by the emergency • Monitors compliance with the ICS throughout the emergency |
Residence Life | • Assists on-campus residents with housing and shelter and associated support services
during and after an emergency as needed • Communicates with off-campus students regarding mass care and post-disaster needs and services • Provides guidance on available housing and shelter resources • Coordinates with Food Services to maintain appropriate food service for students. • Provides information to students regarding operation of food service facilities, and facilitates delivery of food to residence halls as necessary • Facilitates resources and cares for students with access and functional needs during and after an emergency |
International Programs | • Develops procedures for international students to communicate safety concerns, location,
and short term plans during an emergency • Distributes procedures for communication during an emergency to all international students and students traveling abroad |
Colleges, Departments, Offices | • Maintain the college/department/office emergency plan, including updated contact
lists • Gather specific emergency supplies needed for the college/department/office • Train college/department/office employees in emergency procedures • Implement college/department/office emergency plans in an emergency as appropriate |
Employees | • Subscribe to the MSU ALERT Notification system prior to an emergency and confirm
current data annually • Comply with all emergency directives, orders and procedures • Assist in directing students or fellow employees to respond to emergencies appropriately • Know role and responsibilities if identified as an essential employee or emergency personnel • Remain knowledgeable in emergency plans respective to their areas or departments |
Students | • Subscribe to the MSU ALERT Notification system prior to an emergency and confirm
current data each semester • Comply with all emergency directives, orders and procedures • Attend training on emergency preparedness and response operations • Remain knowledgeable of MSU emergency procedures • Create a personal plan for emergencies, with assistance from appropriate MSU departments and resources |
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