Emergency Preparedness Plan

College of Life Sciences

Brigham Young University

Index


PURPOSE

This plan, with its associated annexes, is intended to prepare the College of Life Sciences:

    1. To support the general BYU emergency preparedness plan with the major goals of:

      • Saving lives.
      • Preserving and protecting property (both personal and the university's).
      • Restoring the University's (and College's) critical functions so the mission of the University can continue.
    2. To establish within the College of Life Sciences responsibilities and authority for mitigation, preparation, response and recovery from potential emergencies and disasters.

    3. To establish a basis and organization for the College of Life Sciences response to emergency situations, to include the coordination of disaster operations and the management of critical resources.

    SCOPE

    Requirements for recovery are based upon critical functions, therefore this plan:

    1. Addresses the critical needs of the College of Life Sciences’ at Brigham Young University.

    2. Covers College and Department activities in the Bean Museum, Cluff, Eyring, Richards, LSB and all other buildings or areas assigned to the College and applies to all personnel within the College.

    3. Conforms to and supports the General BYU Emergency Preparedness Plan.

    DEFINITIONS

    Definitions of specific terms as used in this plan are listed in Annex U. If not listed, then terms are as defined in normal daily usage.


    SUPPORTING ORGANIZATIONS

    The College of Life Sciences will receive support from the following BYU organizations:

    • University Police - Law enforcement, security.

    • Physical Facilities - Utilities, physical preparations.

    • Risk Management and Safety - Provide a wide range of training in emergency and disaster response. The department can also provide fire prevention/training, accident prevention/safety training, and hazardous materials response.

    • Disaster Task Force (DTF) - Composed of university administrators from organizations critical to disaster response.  They coordinate the university's response to emergency situations (when activated).  If the DTF has been activated it will be located in Room 1164 of the Harman Conference Center or in the alternate location under the west stands at Cougar Stadium.

    • Media Services - Emergency Communications.

    • Student Life - Coordination of student volunteers, etc.

    • Others as deemed necessary.

    ASSUMPTIONS

    1. The responsibility for emergency preparedness rests first with each individual.  BYU personnel and students must ensure they and their families are prepared for disasters both at home and at BYU.  Also, individuals will ensure the safety of their families before reporting to BYU to assist in disaster response.

    2. The primary responsibility for emergency preparedness within the College of Life Sciences rests with the Dean, the College Emergency Coordinator, Department Chairs, Directors, full-time faculty and staff and others in the college as designated, and is based upon the assumption that personnel, assets and vital information can be protected.

    3. During the first 72 hours after a major disaster the College of Life Sciences must be prepared to respond without assistance from outside agencies.  For planning purposes, assume:

      • Extensive damage to your building(s) has occurred.
      • Telephones (including cellular phones) are inoperable.
      • Computers and other equipment are inoperable.
      • The organization's offices are intact, but not accessible.
      • Files and hard copy records are not accessible.
    4. The College of Life Sciences and its Departments must be prepared to respond to requests from the DTF in providing resources (manpower and materials) for general use by BYU.  You may also request available support from the DTF, but be aware that in any disaster situation, resources will be scarce.

    5. Periodic testing of disaster plan effectiveness will be required.

    6. Proper training of College personnel for disaster response will be required.

    7. The successful recovery of essential mission functions will be directly proportional to completion of essential mitigation and preparation efforts.

    CONDITIONS FOR ACTIVATION

    This plan shall become effective:

    1. Automatically when a major incident significantly disrupts the College of Life Sciences’ operations.

    2. Automatically when a state of emergency for an area including BYU has been declared by the Governor of the State of Utah.

    3. When the university president, his appointed representative, or the Chair of the DTF directs implementation of the General BYU Emergency Plan.


    PRIORITIES

    1. Essential Functions: The most significant function of the College is education. Classes will be started as soon as approval has been received from the administration, the buildings have been determined to be safe for general use, and a minimum of instructional support equipment has been made operational. Other research and academic functions are listed in Annex F along with the associated actions during an emergency. Annex T contains the Restoration Checklist for the critical functions, responsible individuals, and the recovery priority.

    2. Chain of Command: During an emergency situation, directions will be provided from the University’s Disaster Task Force to the Dean and Department Chairs. Department Chairs will work closely with the College Emergency Coordinator to direct the disaster recovery efforts in the College.

      • College Emergency Coordinator: Rebecca Scholl, 5008 LSB, (801) 422-6875
      • Building Emergency Coordinators:

        • Life Sciences Building: Rebecca Scholl, 5008 LSB, (801) 422-6875
        • Cluff Building: John Gardner, A-123 CLFB, (801) 422-2202
        • Eyring Science Center: Dana Griffen, N181E ESC, (801) 422-2305
        • Bean Museum: Ken Packer, 170 MLBM, (801) 422-2951
        • Richards Building: Larry Neal, 122 RB (801) 422-2465
    3. Steps to be taken prior to any incident to mitigate effects of potential disasters and assignment of responsibility for completion of following:

      • Protect and secure hazardous materials: Primary responsibility is with the PI of the lab to ensure correct storage of hazardous materials. For help with storage please contact Rebecca Scholl or Jamey Cecil

      • Securing fixtures and equipment: Measures should be taken to ensure that all expensive sensitive equipment is secured. For help please contact Rebecca Scholl

      • Protection of critical computer data and programs:

        • Data backup of individual computers is the responsibility of the Faculty or Staff member assigned to that computer.
        • Server and cluster backup will be maintained by Computer Support


    EMERGENCY POLICY

    1. In the event of an emergency requiring evacuation of classrooms, shops, labs, reading rooms, gyms, studios, etc. (any area which directly supports student academic activities) the instructor is responsible for the safety and evacuation of students (campus visitors/conference participants/university guests) in his class (Annex A). In preparation for this eventuality, evacuation and safety instructions will be presented during the first class period of each semester.

    2. The College Emergency Coordinator will insure College of Life Science personnel (administration, faculty and staff):

      • Are aware of evacuation plan for their offices and other areas of the building (including, but not limited to, shops, labs, reading rooms, etc.) to include alarms or other emergency notification procedures, emergency exit assignments (at least two for each office and classroom) and assembly areas.  Provide each employee a copy of the schematic floor plan showing emergency exits, evacuation routes, and assembly areas.  (Annex B)*
      • Are provided a copy of emergency procedures to report fires and other emergencies and obtain emergency help. (Annex C)*
      • Are provided assignments and procedures for assisting personnel who may need special help to evacuate and reach the assembly area. (Annex D)*
      • Are aware of procedures to account for all personnel at the assembly point after evacuation is complete. (Annex E)*
      • Who must remain to perform critical functions (if necessary), are provided procedures to accomplish the required function and additional evacuation procedures to insure the safety of these individuals. (Annex F)*
      • Have the plan explained to them when they are newly hired, when their jobs change, and when the plan changes.*
      • Are assigned to assist in evacuation and first-aid duties and provide necessary training (as appropriate).*
      • Are provided the names of persons (including regular job titles) and/or departments to contact for further information or explanation of duties. (Annex G)*
      • Are provided pertinent information needed to respond to and recover from an incident* (provide copies of annexes K through T).

    RESOURCES AVAILABLE

    1. Personnel: College of Life Science personnel will prepare their families prior to any disaster and follow through after a disaster to insure family members are cared for, and then, if assigned disaster response/recovery responsibilities, report to the university for carrying out disaster response and recovery operations.  A list of all College personnel by Department or area and their special skills is included as Annex H.

    2. Equipment and Supplies: Equipment and supplies available within the College of Life Sciences which may be of value during a disaster response are listed by Department or area in Annex I. Immediately after any disaster affecting more than just your College Emergency Coordinator provide one updated copy of this list to the Emergency Preparedness Coordinator.


    OPERATIONAL CHECKLISTS

    1. Mitigation/Preparation Checklist (See Annex J). Departments and other areas in the College of Life Sciences should make periodic reviews to insure the items included in this checklist have been completed and are current. These reviews will be conducted annually during July and August.
    2. Response Checklists (each checklist should contain actions for all BYU personnel, and a section for leaders and specialized individuals): Refer to the College of Life Sciences Quick Guide or the front section of the University phonebook. For more detailed information see the following:

      • Earthquakes (Annex K).
      • Floods (Annex L).
      • Fires (Annex M).
      • Weather Extremes (Annex N).
      • Bomb Threats (Annex O).
      • Chemical/Hazardous Materials Accidents (Annex P).
      • Energy Failures (Annex Q).
      • Civil Disturbances (Annex R).
      • Tour Disaster/Emergency Plan (Annex S)
      • Recovery Checklists (including priorities for recovery) (See Annex T).


    EMERGENCY COMMUNICATIONS

    1. Communications are important to maintain during any emergency situation. Often the phone system will be overwhelmed during a disaster and may even be inoperative. To assist with the transmission of vital information, the notification tree at Annex U has been established. The notifications will be made via the telephone/building public address system during routine drills and minor emergencies. If theses systems are down or a major disaster has occurred, then notifications will have to be made by personal contact whenever feasible.
    2. The person at the head of each list is responsible for contacting everyone below them. Information such as personal injuries can be passed up to the Dean by using the tree in reverse order.