Cornell University Policy
Library -- Policy 2.10
ENTITIES AFFECTED BY THIS POLICY
Introduction
Emergency Plan Organization
Responsibility and Control
Activating the Emergency Operations Center (EOC)
Emergency Occurrence during Non-working Hours
Public Information/News Media
Responsibility for Unit Emergency Plans
Developing a Unit Emergency Plan
The Unit Emergency Plan Guide
Unit Responsibilities
Table 3 - Emergency Responsibilities: Emergency Management Team
Table 4 - Emergency Responsibilities: Emergency Operations Center Staff
Table 5 - Emergency Responsibilities and Contact Information: Functional Areas Listed Alphabetically
Cornell University organizes, coordinates, and directs available resources
toward an effective response to, and recovery from, emergencies. The effectiveness
of this effort is dependent on the development of individual unit plans. The
university, therefore, expects colleges, divisions, and individual departments
to develop detailed emergency plans. This policy includes a chain of command
establishing the authority and responsibilities of campus officials and staff
members, and requires that colleges, divisions, and individual departments designate
emergency coordinators with the authority to make modifications in emergency
procedures and to commit resources for emergency preparedness, as necessary.
The university is committed to protecting its community members, intellectual property, and facilities; minimizing the impacts of emergencies; and maximizing the effectiveness of the campus community in responding to and recovering from emergencies.
- All Members of the University Community
University Policies
Please direct questions about emergency planning and this policy to the following
offices:
Table 1
Contacts
| Subject | Contact | Telephone | Web Address/E-mail |
|
Policy Clarification |
Unit Administrator Facilities Management |
(607) 255-6874 | |
| Counseling |
Counseling and Psychological Services, Gannett: University Health Services Employee Assistance Program |
(607) 255-5208
|
http://www.gannett.cornell.edu/CAPS/ cornelleap@cornell.edu |
| Distribution of Supplies |
Office for Purchasing Services Cornell Business Services |
(607) 255-3804 (607) 255-4111 |
|
| Emergency Medical Facilities, Emergency | Gannett: University Health Services | (607) 255-5155 | |
| Emergency Medical Services, EmergencyTechnicians | Environmental Health and Safety | (607) 255-8200 | http://www.ehs.cornell.edu/ |
| Emergency Operations Center | Cornell Police | (607) 255-1111 | http://www.cupolice.cornell.edu/ |
| Evacuation Route | Environmental Health and Safety | (607) 255-8200 | http://www.ehs.cornell.edu/ |
| General Emergencies | 911 | ||
| Housing, Emergency and Student | Campus Life | (607) 255-5511 | http://campuslife.cornell.edu/emergency |
| Insurance | Risk Management and Insurance | (607) 277-1188 | risk_mgmt@cornell.edu |
| Law Enforcement | Cornell Police | (607) 255-1111 | http://www.cupolice.cornell.edu/ |
| News Media Relations, including hotline information | Cornell News Service | (607) 255-5206 | |
| Plan Updates | Administration, Facilities and Finance | (607) 254-2767 | emplan@cornell.edu |
| Procurement, Emergency | Office for Purchasing Services | (607) 255-3804 | http://www.purchasing.cornell.edu/ |
| Public Information | Vice President for Communication and Media Relations | (607) 255-9029 | http://www.news.cornell.edu |
| Repairs | Facilities Customer Service Center | (607) 255-5322 | http://www.fm.cornell.edu/cs/ |
| Sanitation During an Emergency | Environmental Health and Safety | (607) 255-8200 | http://www.ehs.cornell.edu/ |
| Transportation, Emergency | Transportation and Mail Services | (607) 255-4699 | http://www.transportation.cornell.edu/ |
| Unit Emergency Plan Template | Emergency Website Administrator | (607) 254-2767 | http://web.cornell.edu/Emergency/Template.Emerg.Plan.doc |
| University Health Services | Gannett: University Health Services | (607) 255-5155 | http://www.gannett.cornell.edu/ |
| Utilities | Facilities Customer Service Center | (607) 255-5322 | http://www.fm.cornell.edu/Cs/ |
| Volunteers During an Emergency | Office of Human Resources | (607) 255-3621 | http://www.ohr.cornell.edu/ |
| Business Service Center | An organization that provides administrative services to academic and non-academic units. |
| Campus Response Unit | The ten university units that may be required to provide emergency aid during an emergency. They are: Campus Life, Cornell Information Technologies, Cornell Police, Environmental Health and Safety, Facilities, Gannett: University Health Services, Human Resources, Purchasing, Risk Management, and Communication and Media Relations. |
| Cornell Emergency Plan | A document that establishes and outlines the university's response to an emergency, and sets minimum standards for the creation of unit emergency plans (see the "Cornell Emergency Plan" section of this document). |
| Cornell Emergency Plan Organization | The complete set of coordinated individuals (see "Diagram 1") who may be mobilized in emergencies, made up of the emergency management team and the emergency operations center group. |
| Emergency Management Team | A group of individuals (see "Diagram 1") who assess the scope of a potential emergency incident or situation. |
| Emergency Operations Center | A physical location at which the emergency operations center group convenes to establish and carry out response strategies and tactics, deploy resources, and initiate the recovery process. |
| Emergency Operations Center Group | A group of individuals (see "Diagram 1") that convenes at the emergency operations center to establish and carry out response strategies and tactics, deploy resources, and initiate the recovery process. |
| Emergency Response Level | One of three severity levels of emergency that require specific responses by the university (see the "Emergency Response Levels" segment of this document). |
| Unit | A college, division, department, program, research center, administrative business service center, or other operating unit as determined for this purpose by the college or division at the dean, or vice president level. |
| Unit Emergency Plan | A document that outlines unit-specific responses to an emergency, in keeping with the Cornell emergency plan. |
| Unit Emergency Plan Guide | A document that provides guidance for units in the development and deployment of their unit emergency plans. |
This policy establishes universal procedures to guide colleges, divisions, and individual departments in developing detailed emergency plans. It includes a chain of command establishing the authority and responsibilities of campus officials and staff members. The effectiveness of the Cornell emergency plan is dependent upon the development of individual unit plans. Recognizing that on-the-spot decisions must often be made during emergencies, this policy calls for the designation of emergency coordinators in each unit, who have the authority to make necessary modifications in procedures and to commit resources.
Note: University Policy 2.10, Emergency Planning, is not intended to supplant University Policy 2.5, Inclement Weather. Depending on the severity of a period of inclement weather, one or both of these policies may be invoked. For more information, see University Policy 2.5, Inclement Weather.
A complete emergency plan consists of two components:the Cornell emergency plan (see "Cornell Emergency Plan" or go to: http://web.cornell.edu/Emergency/);
- the unit emergency plan (created and maintained at the unit level, with an up-to-date copy residing on the emergency operations center (EOC) restricted website).
Together, these documents provide a management framework for responding to and recovering from emergencies that may threaten the health and safety of the Cornell community or disrupt its programs and operations.
The Cornell emergency plan establishes and outlines the university's response to an emergency, and sets minimum standards for the creation of unit emergency plans.
A unit emergency plan outlines the unit-specific response to an emergency, and should exist for each unit of the university. These plans must be designed to promulgate strategies for protecting people and programs and for coordinating recovery efforts to continue operations.
It is the responsibility of each unit to develop and maintain a unit emergency plan consistent with the Cornell emergency plan and the Unit Emergency Plan Guide (see "Unit Emergency Plan"). It is also the responsibility of each unit to ensure that an up-to-date copy of the unit plan is submitted to the EOC.
Note: A template to help units develop their individual plans is located at: http://web.cornell.edu/Emergency/Template.Emerg.Plan.doc
The emergency operations center group establishes response strategies and tactics,
deploys resources, and initiates the recovery process. The emergency operations
center director (Director of Cornell Police) contacts one or more of the members
of the emergency management team and mobilizes the central emergency operations
center group.
The emergency management team member who has been contacted by the emergency operations center director, in turn contacts the other emergency management team members. The emergency management team assesses the scope of an incident/situation. The emergency management team leader is selected by the team, on an ad hoc basis, depending on the nature of the specific emergency. This group has the ultimate responsibility for establishing emergency policies for the university. It may declare a campus-wide state of emergency; likewise, it would downgrade a state of emergency to a state of normal conditions. This would include determinations on program closures and resumptions. The emergency management team would make major emergency-related policy decisions.
The response actions of the emergency operations center group and the emergency management team are guided by Cornell's desire to protect the following, in priority order:
1. People
2. Research animals and plants and intellectual property
3. Equipment and facilities
The following units of the university are considered "Campus Response
Units": Campus Life, Cornell Information Technologies, C. U. Police, Environmental
Health and Safety, Facilities, Gannett: University Health Services, Human Resources,
Purchasing, Risk Management, and Communication and Media Relations. Emergency
plans for campus response units should describe their procedures for providing
emergency aid.
An emergency event at Cornell may be designated as a level 1, level 2 or level 3 situation:
Level 1
A localized, contained incident that is quickly resolved with internal resources or limited help.
In these situations, the emergency operations center is generally not opened and the emergency management team is not likely to be mobilized.
Level 2
A major emergency that impacts portions of the campus, and that may affect mission-critical functions or life safety.
In these situations, the emergency operations center may be fully or partially opened and the emergency management team may convene.
Level 3
An emergency that involves the entire campus and surrounding community.
In these situations, the entire emergency operations center group and emergency management team mobilize, if appropriate, at the emergency operations center.
Response to and recovery from emergencies will be conducted within the framework of the Cornell emergency plan. The plan is designed to provide effective coordination of Cornell and community resources to protect life and property during and after emergencies. The types of emergencies covered include, but are not limited to, prolonged power outages, extreme weather, fires, hazardous materials incidents, large-scale events, and protest actions.
The Cornell emergency plan organization is made up of two groups:
- emergency management team;
- emergency operations center group.
The diagram that follows illustrates the structure of the emergency plan organization.
Diagram 1
Emergency Plan Organization
The Cornell emergency plan is under the executive control of the emergency management team leader and under the operational direction of the emergency operations center director. When an emergency arises, the emergency operations center director will designate the location and open the emergency operations center, if appropriate. Cornell faculty, staff, and equipment will be utilized to provide protection (in priority order) for a) people, b) research animals and plants and intellectual property, and c) equipment and facilities.
Upon activation of the emergency operations center (EOC), persons who have been assigned (in the Cornell emergency plan) as EOC representatives, or their alternates, will immediately report to the EOC.
If an emergency occurs during non-working hours, the structure of this plan
remains precisely the same. However, its implementation may vary depending upon
available resources and manpower until the proper officials can be notified.
Until that time, however, the individuals assuming the most responsibility will
be those officials/individuals of highest authority who are available at the
time. These individuals should seek to follow as closely as possible, the guidelines
of the plan while simultaneously making an effort to notify Cornell officials
of the situation to obtain verification or advice on their actions.
The university recognizes its responsibility to provide accurate and timely information to the campus community and the public during emergencies. Cornell also recognizes its responsibility to students, faculty, and staff to respond to concerns about personal safety and security, and to follow university policies concerning the release of personal information. During emergencies, information will be provided to the campus community through a variety of methods, including announcements in the news media, e-mail and voice mail announcements, web pages, emergency hotlines, telephone trees, and meetings in affected buildings and residence halls.
Members of the news media who arrive on campus to cover emergencies should be directed to the Cornell News Service in Surge 3.
Unit heads should promulgate the emergency plans of their units.
In an emergency, it may be critical that the emergency operations center or others are able to quickly access your unit's plan. Therefore, it is important that all unit plans follow a uniform format that will be familiar to potential users of the plans.
Two online documents will assist units in the creation and maintenance of unit emergency plans that follow the prescribed format.
1. The Unit Emergency Plan Guide provides crucial information for developing a unit emergency plan. It is available at:
http://web.cornell.edu/Emergency/CEP.Unit.Guide/CEP.Unit.Guide.Index.htm.2. The unit emergency plan template contains most of the required elements of a unit emergency plan. It is available at:
http://web.cornell.edu/Emergency/Template.Emerg.Plan.doc
Availability, Submission, and Maintenance of Unit Emergency Plans
All current unit emergency plans must be made available a) in hard copy to appropriate individuals in the unit; and b) electronically to the EOC and from its restricted website. In addition, units are responsible to review plans at least biannually and update as necessary. There will be a central backup of the EOC online version, but no central maintenance.
1. Create your unit emergency plan using the resources listed above. Contact the Department of Environmental Health and Safety for information and to ensure that your plan is adequate.
2. Submit your unit emergency plan and updates (when appropriate) as email attachments to <emplan@cornell.edu>. Instructions can be found at: http://web.cornell.edu/Emergency/submitting-emergency-plan.doc.
3. These plans and/or updates will be loaded onto the secure EOC website.
Maintaining and Updating Unit Emergency Plans
Unit plans should be kept current. They need to be updated as faculty, staff, students and programs in the unit change. Unit plans should be available in both hard copy and electronic formats. The web address (URL) of the unit's plan should be clearly indicated on it.
The Unit Emergency Plan Guide is divided into six major sections: "Preparedness," "Response," "Recovery," "Glossary," "Forms," and "Posters." Following are descriptions of these sections of the guide:
The "Preparedness" and "Response" sections of this guide are designed to help in the development of a unit-specific emergency plan. These segments focus on some universal concepts that apply to many different types of emergencies, such as: assignments and responsibilities; communication; evacuation; supplies and equipment; emergency response actions; and hazard reduction. These basic concepts form the starting point for the unit emergency plan. Other parts of the unit plan must contain information about dealing with specific types of emergencies and with specific unit operations.
In the "Recovery" section of the unit plan, you will need to develop procedures to continue the unit's critical operations during an emergency and plan on how you will return to normal business operations.
There is a "Glossary of Terms" included in the guide that will aid you in unit emergency preparedness education.
The "Forms" and "Posters" sections of this guide show examples of the format the unit plan should take.
Units are responsible for creating and maintaining unit emergency plans in accordance with the minimum standards set forth in this policy. The tables that follow outline individual emergency responsibilities at the university level.
Table 3
Emergency Responsibilities: Emergency Management Team
Based on the nature of the emergency, the emergency management team will select
one of its members as emergency management team leader to coordinate implementation
of the Cornell emergency plan.
| Emergency Management Team Leader (named at the time of the emergency) | Decide on allocation of resources. |
| Facilities/Service Advisor: Associate Vice President for Facilities Services |
Lead the recovery process. Prioritize salvage operations. Establish target date for resuming normal operations (reopening campus). Establish community mutual aid agreements. |
| Financial Planning Advisor: Vice President for Financial Affairs |
Develop expenditure documentation procedures to fulfill requirements for potential disaster relief aid from state and federal governments. During an emergency, act as the highest level of authority regarding emergency accounting and disbursement procedures. |
| Information Systems Advisor: Vice President, Information Technologies |
During an emergency, act as the highest level of authority regarding the campus telephone system; campus data network system; and computer and information systems. |
| Personnel Planning Advisor: Vice President, Human Resources |
Establish a campus resource directory of employees with technical and specialized skills who could be called upon to provide assistance during an emergency. During an emergency, act as the highest level of authority regarding Cornell employees. |
| President |
Establish the basic parameters that govern the campus emergency organization. Declare a campus state of emergency when required. Act as the highest level of authority during an emergency. Authorize suspension and resumption of classes. |
| Provost | Act as the highest level of authority regarding academic issues that surface during an emergency. |
| Student Services Advisor: Vice President, Student and Academic Services |
During an emergency, act as the highest level of authority regarding student life. This includes, as necessary, relocation, and temporary housing and feeding. Work closely with the public information liaison to inform parents/families. |
| University Counsel | Advise in all legal matters. |
| Vice President for Administration and Chief Financial Officer |
Act as the highest level of authority regarding business and financial issues that surface during an emergency. Ensure the campus emergency organization performs according to established procedures. |
| Vice President, Communication and Media Relations |
Act as the highest level of authority regarding emergency communications. During an emergency, collect accurate information and present it in an organized way to the campus community, government officials, the public and news media. Establish and maintain information hot lines and other means of communicating emergency instructions and information to the Cornell community and the public. Serve as liaison with Vice President for Government and Community Relations to develop communications to government officials and agencies. |
Table 4
Emergency Responsibilities: Emergency Operations Center Staff
| Emergency Operations Center Director: Director, Cornell Police (or designee) |
Direct the campus emergency response for a major emergency to minimize casualties and injuries. Set priorities, delegate tasks, and manage the emergency operations center. Provide the emergency management team with current information on the status of the emergency response. Coordinate provision/receipt of community mutual aid. |
| Facilities Representative: Director, Facilities Management |
Coordinate the collection of information to determine the severity of damage caused by the emergency. Implement the inspection and closing of damaged campus buildings. Develop a working group of specialists to assist with the assessment and inspection of buildings. Assist Cornell Police with the search and closing of damaged campus buildings. Conduct inspections of campus facilities, emergency construction or repairs, and debris clearance from roadways. Make provisions for temporary utilities services. |
| Medical Representative: Director, University Health Services |
Implement the emergency medical plan. Work to minimize the loss of life, subsequent disability, and human suffering by ensuring timely and coordinated medical assistance. Provide medical assistance for rescue operations. Coordinate the coroner operation. |
| Health and Safety Representative: Director, Environmental Health and Safety |
Direct university fire suppression, emergency medical, search and rescue, and hazardous materials response. Coordinate university support to local fire and ambulance services. Direct efforts to evaluate facilities and properties for safety and sanitation issues. Direct efforts to evaluate emergency operations for safety issues. Review emergency unit plans for adequacy. |
| Law Enforcement Representative: Cornell Police |
Alert and notify the campus community. Assist with the search and closing of damaged campus buildings and the evacuation of the campus community. Protect critical facilities and supplies. Provide traffic and crowd control in support of campus closure plans. |
| Utilities Services Representative: Director, Utilities |
Direct restoration of essential utilities, focusing on restoring service to the central plants or distribution system. Determine the nature, duration and impact of the outage where utility plants or distribution systems are involved. Coordinate a response with Cornell's energy suppliers and the internal campus response units. Work to prevent long-term damage to the central plants or distribution system. Provide technical support, where possible, to assist the building and facilities managers. |
| Public Information Representative: Director, Cornell News Service |
Collect information about the ongoing emergency and direct it to the Vice President for Communication and Media Relations, Director of Campus Information and Visitor Relations, News Service staff, Television services, Communications and Marketing Services, Community Relations, Publications, and other offices for appropriate action. |
| Human Resources Representative: Director, Recruitment and Employment Center |
Direct interpretation and application of policies related to all employees. Coordinate specialized staffing needs. |
| Information Technologies Representative:
Director, Network and Communication Services, Cornell Information Technologies |
Direct the restoration of campus telephone system; campus data network system; and computer and information systems. |
| Risk Management Representative: Director, Risk Management and Insurance |
Coordinate and provide campus liaison to insurance vendor response. Assist in identifying recovery resources. Provide assistance in completing insurance claim forms. |
| Student and Academic Services: Assistant Vice President, University Registrar |
Coordinate meeting the immediate needs of students, particularly those who live on campus. Work closely with the public information representative to communicate with the families of students. Instrumental in planning the resumption of classes, if they are interrupted by the emergency. |
| Procurement Representative: Director, Office for Purchasing Services |
Procure essential materials and services to support all the emergency representatives. |
| Research Representative: Vice Provost for Research Administration |
Provide liaison with the research community. Help establish priorities for protecting the health and welfare of research animals, and ensure the viability and safety of campus research interest. |
Table 5
Emergency Responsibilities and Contact Information: Functional Areas Listed
Alphabetically
| EMERGENCY FUNCTION | UNIT | RESPONSIBILITIES | HOW TO REACH |
| Animals: agricultural and research | Cornell Center for Research Animal Resources and Education | Directs and coordinates implementation of animal facility emergency plans; works to minimize the loss of animals and animal suffering by ensuring timely and coordinated veterinary assistance. |
253-3526 |
| Cost Recovery from Insurance | Risk Management and Insurance | Coordinates and provides campus liaison to insurance vendor response. Assists in identifying recovery resources. Provides assistance in completing insurance claim forms. |
Terrace Hill, 102 Prospect St, Suite 400 |
| Counseling Services |
Gannett: University Health Services Employee Assistance Program |
Directs the provision of psychological assistance. |
Report emergencies to 911 255-5155, Ho Plaza. 255-1531, 409 College Avenue |
| Damage assessment | Facilities Management | Directs building inspectors to check damage. | Customer Service Center Humphreys Service Building 255-5322 |
| Data Network | Cornell Information Technologies | Coordinates restoration of data network. | Network Operations Center (NOC)
255-9900 |
| Distribution of Supplies | Cornell Business Services (CBS) | Coordinates distribution of supplies. |
Cornell Campus Store |
| Documentation (Visual) |
University Photography
|
Documentation for insurance claims. |
University Photography Educational TV Center |
| Emergency Medical Facilities | Gannett: University Health Services | Establishes temporary emergency medical facilities for treatment of sick and injured individuals. |
Report emergencies to 911 |
| Emergency Medical Services | Environmental Health and Safety (EH&S) | Primary emergency medical services are provided by local fire departments and ambulances. Environmental Health and Safety coordinates university emergency medical response efforts, and supports fire department and ambulance emergency medical response. |
Report emergencies to 911 |
| Emergency Operations Center Director | Cornell Police | Designates and opens the emergency Operations Center |
Report emergencies to 911 |
| Evacuation | Cornell Police, Environmental Health and Safety (EH&S) | Evacuates people from hazardous high-risk areas. |
Report emergencies to 911 |
| Fire Control | Environmental Health and Safety (EH&S) | Primary fire suppression is provided by local fire departments. EH&S coordinates university fire suppression efforts and supports fire department fire suppression efforts. |
Report emergencies to 911 |
| Food Service - Campus | Campus Life | Maintains food service at campus dining facilities. |
Campus Life Management Office |
| Food Service - Shelters | Campus Life | Supplies food to emergency shelters on campus and to emergency response workers. |
Campus Life Management Office |
| Hazardous Materials (Chemical, Radioactive & Biological) | Environmental Health & Safety (EH&S) | Evaluates the status and condition of hazardous materials. Directs university efforts to control hazardous materials and supports fire department efforts to control hazardous materials. |
Report emergencies to 911 |
| Housing - Students | Campus Life | Handles relocation of students in campus residence halls. |
Campus Life Management Office |
| Housing - Emergency | Campus Life | Sets up emergency shelters for evacuees and emergency response workers. |
Campus Life Management Office |
| Law Enforcement | Cornell Police | Directs law enforcement resources for traffic, access and security control. |
Report emergencies to 911 |
| News Media Relations | Cornell News Service | Releases information to print, broadcast and WWW media. Assists Cornell Police in handling media at campus disaster sites. | Surge 3, 324 Judd Falls Road 255-4206 |
| Procurement | Purchasing | Handles emergency purchases. |
Purchasing |
| Public Information | Vice President for Communication and Media Relations | Serves as a member of the emergency management team. Implements and manages emergency communications plan. | 255-9029 305 Day Hall |
| Public Information Liaison | Campus Information and Visitor Relations | Operates central university switchboard. Activates Cornell emergency hotline. Updates university home page as necessary. |
254-INFO (254-4636) |
| Repairs | Facilities Management | Directs crews to clear debris and make temporary restorations. |
Customer Service Center |
| Research | Vice Provost for Research Administration | Helps establish priorities for protecting the health and welfare of research animals, and ensures the viability and safety of campus research interest. | 255-2946 255-7200 314 Day Hall |
| Safety | Environmental Health and Safety (EH&S) | Evaluates university facilities and properties for hazards and determines habitability. Evaluates the safety of emergency operations and determines the need to modify or suspend those operations. |
Report emergencies to 911 |
| Sanitation | Environmental Health and Safety (EH&S) | Evaluates the sanitary condition of university facilities and properties. |
Report emergencies to 911 |
| Search and Rescue | Environmental Health and Safety (EH&S) | Primary search and rescue is provided by local fire departments. EH&S coordinates university search and rescue efforts and supports fire department search and rescue efforts. |
Report emergencies to 911 |
| Shelters - Emergency (see Housing) | Campus Life | Sets up emergency shelters for evacuees. |
Campus Life Management Office |
| Telephones and network data connections | Manager, Network and Communication Services Operations Support | Coordinates restoration of telephones and data services. | 254-6271 |
| Transportation | Transportation | Provides emergency transportation. | 255-4699 |
| Utilities | Utilities | Restores essential utilities. Provides technical support to assist building and facilities managers. |
Customer Service Center |
| Volunteer Force | Office of Human Resources (OHR) | Organizes volunteers for operational use. | 255-3621 130 Day Hall |