4-OP-E-5 Emergency Management - with proposed changes for notice period 04/14 - 05/09

Responsible Executive:​ Finance and Administration

Approving Official: Vice President for Finance and Administration

Effective Date: May 10, 2022

Last Revision Date: New, January 1, 2014, Amended 5/10/2022

I.  Introduction

  • Objective

  • To establish and maintain a framework by which the University prepares for, responds to, recovers from, and mitigates against the effects of a wide range of emergencies and disasters that could adversely affect the health, safety, and/or general welfare of its students, faculty, staff, visitors, and families.

    This policy serves as the administrative foundation for the Florida State University Emergency Management Program. This policy outlines the delegation of authority for Program implementation and the Program’s primary administrative responsibilities. This policy does not serve to outline’s roles and responsibilities during emergency operations; rather, such information is outlined in the Florida State University Comprehensive Emergency Management Plan and other emergency plan, policies, and procedures developed and maintained by departments across the University.

  • Overview

  • The Florida State University Emergency Management Program facilitates the University's all-hazards emergency framework that drives preparedness, response, recovery and mitigation actions for a variety of emergency conditions. This is accomplished by a multi-facetted approach that includes engaging internal and external higher, lateral and subordinate stakeholders in plan development, training, exercises, outreach and activation of the emergency operations center. 

    With any crisis, it is understood that a  state of emergency may need to be declared to respond to an event that has occurred or to free up campus resources to prepare for an impending hazard’s impact. The authority to declare a campus state of emergency rests with the University President or designee in cooperation with the Florida Board of Governors and State officials. 

 

II.  Policy

  • Authority and Responsibility - Officials accountable for emergency management are: 
    1. FSU President:
      1. Provides assurance that FSU complies with applicable federal, state and local requirements related to emergency management.
      2. Maintains the authority to declare a campus state of emergency.
      3. Maintains the authority to close all or portions of FSU properties.
      4. Promotes and supports FSU emergency management programs and initiatives.
      5. Delegates to the Vice President of Finance & Administration the authority for the development and management of FSU Emergency Management programs.
    2. Vice President for Finance & Administration:
      1. Provides resources to support Emergency Management initiatives, programs and emergency operations.
      2. Promotes and supports FSU Emergency Management programs and initiatives.
      3. Chairs the Executive Policy Group (EPG), charged with protective action decision-making and prioritizing emergency objectives.
      4. Delegates to the FSU Associate Vice President of Public Safety the authority for the development and management of FSU Emergency Management programs.
      5. Delegates to leadership of satellite and regional campuses and properties the operational and administrative authority to address the hazards that threaten the campuses’ population and assets, in accordance with the University-wide Emergency Management program.
    3. Assistant Vice President for Public Safety and Chief of Police:
      1. Provides leadership and guidance in the implementation of emergency management initiatives across all FSU locations.
      2. Provides resources to support FSU Emergency Management initiatives, programs and emergency operations.
      3. Co-chairs the Executive Policy Group.
      4. Activates emergency preparedness, response, and recovery operations for significant crises and disasters.
      5. Delegates to FSU Emergency Management Director operational implementation of the FSU Emergency Management program.
    4. FSU Emergency Management:
      The FSU Emergency Management Director shall develop, implement and maintain the FSU Emergency Management program in coordination with emergency management stakeholders. The Emergency Management Director shall:
      1. Develop,   maintain,   implement,   and   coordinate   the   Comprehensive   Emergency   Management   Plan   (CEMP).
      2. Coordinate  and  manage  the  development  and  maintenance  of  Continuity  of  Operations  (COOP)  Plans  across  FSU,  with  designated  individuals  from FSU university units.  
      3. Collaborate with stakeholders to develop, direct, communicate, and manage FSU emergency preparedness education campaigns.
      4. Develop,  identify,  and  coordinate  emergency  preparedness  training  for  FSU  officials  responsible   for   implementing   emergency   management   initiatives   and   conducting   emergency operations.
      5. Acquire, analyze, and validate all-hazard information and intelligence that threatens or is likely to threaten FSU personnel and assets.
      6. Evaluate, propose, coordinate, and implement new systems and procedures to warn FSU personnel of hazards that may cause imminent harm, when practical.
      7. Coordinate emergency preparedness, response, and recovery operations for significant events and disasters.
      8. Provide protective action recommendations to the Executive Policy Group.
      9. Ensure  compliance  with  all  applicable  federal,  state  and  local  requirements  related  to  emergency management.
    5. Vice Presidents, Associate Vice Presidents, Assistant Vice Presidents, Deans, Directors, Managers and Supervisors shall:

      1. Disseminate emergency management program information throughout their areas of responsibility to increase public safety and emergency preparedness awareness and minimize risk.

      2. Develop and implement:

        1. Supplemental plans, procedures and operational guidelines consistent with the CEMP as necessary.

        2. Continuity  of operations plans  and  procedures  which  assist  FSU campuses  and locations in safely maintaining their academic and business practices and recovering from significant events and  disasters.

      3. Provide resources and support as needed to the FSU Emergency Management program to  plan  for,  respond  to,  recover  from,  and  mitigate  against  all  hazards  which  threaten  personnel and assets.

      4. Complete appropriate training as indicated by FSU Emergency Management.

      5. Act in accordance with established FSU public safety and emergency management processes, procedures, and plans to minimize risk and prevent loss of life.

  • Emergency Plans

    1. Comprehensive Emergency Management Plan:

      1. The Comprehensive Emergency Management Plan (CEMP) serves as the official emergency operations plan (EOP) of Florida State University.

      2. The CEMP defines the roles, responsibilities, and relationships of internal University departments, as well as external agencies and entities not normally associated with daily University operations but hold a role in disaster response.

      3. The CEMP applies to all campuses, facilities, and programs administered by Florida State University regardless of location or purpose. Individual campuses, facilities, and programs are required to develop supplemental EOPs, procedures and operational guidelines consistent with the CEMP.

      4. The CEMP  shall  include  a  basic-plan,  outlining  the  University-wide  emergency  operations  strategy and operational and incident-specific annexes, as necessary. 

        1. Departments identified in the CEMP with emergency support functional (ESF) roles are required to develop and maintain subordinate plans, response policies and implementing procedures consistent with their responsibilities.

        2. Departments are assigned ESF roles based on their capability, resources and subject matter expertise.

      5. The CEMP is revised every three years.

    2. Continuity of Operations Plans

      Continuity of Operation Plans shall be developed in accordance with the criteria provided by the Director of Emergency Management in coordination with designated individuals from FSU campuses/entities and locations. 4-OP-E-10 Continuity of Operations Planning (COOP) https://policies.vpfa.fsu.edu/policies-and-procedures/general-university/continuity-operations-planning-coop

    3. Warning and Notification
      FSU campuses shall employ timely warning and emergency notifications to safeguard all personnel against hazards. If there is a condition which threatens the health and safety of persons on campus, university officials will warn the campus community using multiple interoperable delivery methods.
    4. Crisis Management
      FSU shall utilize the components of the National Incident Management System, including the Incident  Command  and Emergency Support Function Systems, as the  foundation  for  the  management  of  crises  and  disasters  which  compromise,  jeopardize,  threaten  or  significantly  disrupt  academic  and  business practices of the institution.  FSU shall also adhere to federal, state and local government laws and established regulations, policies and standards.

      Activation of the Emergency Operations Center (EOC) occurs at the direction of the VP of Finance & Administration, AVP of Public Safety and Emergency Management Director. EOC  location,  staffing  and  configuration  shall  be  established  in  such  a  manner  that  best  supports crisis and disaster management activities, relative to the threat, hazard, and/or needs of field operations.

III.  Legal Support, Justification, and Review of this Policy

Policy will be reviewed as needed but at least every five years for needed update.