| This executive order is issued under Chapter II
of the Standing Orders of the Board of Trustees of the California
State University and in concert with the California Emergency Service
Act in Chapter 7, commencing with Section 8550 of Division 1 of
Title 2 of the Government Code. The purpose of this executive order
is to maintain an emergency management system on each campus that
will be activated when a hazardous condition or natural disaster
reaches or has the potential for reaching proportions beyond the
capacity of routine operations.
This executive order supersedes and replaces Executive Order No.
696 to incorporate revisions to further define the responsibilities
and needs of an effective campus emergency management program.
The president of each campus is delegated the responsibility for
the implementation and maintenance of an emergency management system
program on campus. The campus shall write each emergency plan in
accordance with and as described in the California State Emergency
Management System (SEMS) developed by the State Office of Emergency
Services. The responsibility of the Office of Emergency Services
in this matter is described in the Governor’s Executive Order
D-25-83, and Section 8607 of the Government Code.
Each president shall ensure the following management activities
are accomplished in support of emergency management:
- Designate or assign a primary and a secondary person with responsibility
for campus-wide emergency management. Activities are to include
but not be limited to development of a building marshal program
for evacuation, development of action plans for campus-wide response
to emergencies, and provision of training in skills used to respond
in emergency situations.
- Establish and equip a functional campus emergency operations
center (EOC) consistent with SEMS guidelines. Attachment A is
a list of minimum equipment and supplies needed in an EOC.
- Develop an emergency management plan that is compliant with
Standardized Emergency Management Systems (SEMS) and review/update
it at a minimum every year.
- Train campus community on SEMS compliant plan to include,
at a minimum:
- Overview training of every employee within one year
of employment.
- Specialized training for employees who will operate
as building marshals and for those designated as members
of the campus emergency management team. Training attendance
records shall be kept for a minimum of seven years.
- Conduct periodic testing of simulated emergency incidents,
and emergency communications including the periodic testing
of mutual aid and assistance agreements. Administrative review
of the campus emergency plan shall be conducted annually by
members of the emergency management organization. Testing
shall be conducted utilizing one of the following formats
and varying the type of event:
- Orientation/Seminar – Informal, no simulation,
discussion of roles and responsibilities, introduction
of policies, procedures, plans and responsibilities.
- Tabletop – Informal discussion of simulated emergency,
no time pressures, low stress, useful for evaluating plans
and procedures and resolving questions of coordination
and responsibility.
- Drill – Single emergency response function, single
agency involvement, often a field component.
- Functional – Policy and coordination personnel
practice emergency response, stressful, realist simulation,
takes place in real time, emphasizes emergency functions,
EOC is activated
- Full scale – Takes place in real time, employees
treat real people and use emergency equipment, coordinates
many agencies, tests several emergency functions, EOC
is activated, produces high stress.
As well, a program of campus evacuation drills should be conducted
on a regular basis.
At the completion of each exercise or simulated emergency
incident, full documentation of test results and lessons learned
shall be reviewed with the campus emergency planning team
and maintained by the emergency planner for a period of not
less than five years.
- Develop a roster of campus resources and memoranda of understanding
for materials and services that may be needed in an emergency
situation including equipment, emergency power, communications,
food and water, and update at least annually. The “updated
as of date” should appear on each roster.
- Ensure determination, acquisition and maintenance of facilities,
equipment and related supplies required for emergency management
activities.
- Communicate the SEMS compliant plan to the campus community
in a variety of methods on a continuous basis through public
education, e.g. web posting of the campus emergency plan or
other mechanisms for regular dissemination of hazard planning.
- On an annual basis by December 1st, provide the systemwide Office
of Risk Management and the systemwide Office of Human Resources
at the Chancellor’s Office a roster of personnel as well
as their designated back-up essential to the operation of the
emergency management plan such as:
-President
-Emergency Executive
-EOC Director
-Emergency Coordinator
-Public Information Officer
The roster shall include name, office and emergency telephone
numbers. These lists will be kept confidential and used only in
emergency situations.
- Support the systemwide Emergency Preparedness Taskforce (SWEPT)
assigned oversight responsibility for CSU systemwide emergency
management. SWEPT is a multi-discipline committee charged with
improving communication between police chiefs, emergency coordinators,
risk managers and environmental health and occupational safety
directors; propose and establish mechanisms/systems for coordinating
a response to emergencies; study and propose solutions to systemwide
issues such as emergency communications, mutual assistance protocols,
and training.
- Interact and coordinate comprehensive emergency management activities,
on a regular basis, with appropriate city, county, operational
area, state, federal government and private agencies to increase
the readiness of the university. Attendance can be verified by
meeting agendas and notes and shall be kept for a minimum of two
years.
- Business continuity planning is an integral part of a comprehensive
emergency management model that encompasses mitigation, response
and recovery.
As the scope of business continuity planning is beyond both the
authority and capability of campus emergency planners, responsibility
for campus-wide continuity planning should be assigned to senior
management personnel. It is also recommended that each campus
form a Business Continuity Planning Committee that should include
senior management from each campus functional area.
- Develop a Business Continuity Plan for the campus and review
at a minimum every year. The “reviewed as of date”
shall appear on the plan after each annual review. Although
each plan must be unique and designed for your campus, almost
all plans contain common elements including the following:
- Establish goals and objectives that reflect the
needs of your campus and its operating units.
- Identify functions and assets that are critical
to operation continuity and needed to support your campus’
mission. Evaluate critical needs and prioritize business
requirements.
- Review existing plans and agreements to determine
how they may be integrated into the campus-wide business
continuity and disaster recovery plan. Assess how labor
agreements impact these plans and identify processes
for addressing conflicts in an emergency situation.
- Conduct a risk assessment of realistic worst-case
scenarios to determine what can cause an upset in critical
functions. Include a business impact analysis in your
risk assessment.
- Determine budgetary limitations and requirements,
which are key factors in determining the time frames
in which you can likely restore your services.
- Write the plans and make them available to the campus community.
- Train personnel, test and audit plans to determine
the effectives of your overall business continuity and
incident recovery program, review and document test
results and lessons learned. This review should occur
annually, with testing occurring every two years at
a minimum.
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