Emergency Plan for the Ashford University - Term Paper Example

Introduction The University of Ashford is located in the mid-western region of US. It comes under the jurisdiction of Clinton, Iowa. The geographical location of the University of Ashford exposes it to various natural threats like flooding, tornadoes, extensive rise in temperature and etc.; moreover there are risks for uninvited accidents to occur on the campus. With so many lives and fortunes on stake, it is mandatory for this university to have its own emergency operational plan. The purpose of the emergency operational plan (EOP) is to devise a policy for managing incidental damage that may arise on fairly short notice or may arise as a result of an accident. Every jurisdiction within a state is bound to have its own emergency operation plan, provided that it is aligned with the state level disaster management authorities. By devising a policy, it means that a generalized protocol is prepared that is aimed tackling emergency situations that may come unnoticed. The emergency operational plan of any organization must include an outline of the activities that are to be carried out in emergency situations, and it should also define a body or agency of people that are designated to carry out this activities. The purpose of developing a crisis management team is to streamline the whole process, obviously in the state of emergency every individual has to look out for him or herself, but the concept of emergency managing team prevents chaos, and it bears most of the burden[Per06]. The emergency operational plan of a specific jurisdiction is usually a document that offers a generalized overview of the conditions, precautions and needs. It addresses to all the various instances that can pave the way for crisis to outburst. To minimize the damage caused by the turmoil, the emergency operational plans must provide an organizational response that needs to be performed; moreover it must define the relationships within an organization between emergency management team and the authorities. Further, the planning committee must consider the available facilities and equipment that required mitigating the varying nature of emergency situations within the respective jurisdiction. Since emergency operational plan is a public document it must not overlook the legal aspects of the emergency operations[Per031]. Risk assessment and prioritizing mode of action is another important element of the emergency operational plan. The planning committee must consider the various factors that may lead to a particular incidence, for example the geographical and the climatic features of a place are one important determinants of bringing natural disasters; and then there are manmade crisis that usually associated to occupational hazards[Per06]. The main objectives of preparing an emergency operational plan for the Ashford University are summarized below: 1. Formulating a task force managing emergency situations. 2. Developing policy for mitigating emergency situations. 3. Assessment of impending risks and disasters. 4. Developing links outside the university for aid in emergency situation. 5. Evaluation of the existing facilities and equipment in the University for dealing emergency situations. 6. Arranging training sessions for individuals on campus. 7. Developing a fool proof emergency alarm system. Activation and termination of the emergency plan The activation of emergency operational plan refers to bringing its policies in effect. The termination of emergency plan means to bring things back to normal. Both, the activation and the termination are important elements of an emergency plan. Communication and information are the two prerequisites of activation and termination of emergency plan. In the state of emergency there are some activities that entirely forbidden, and then there are some that become priority. For example driving cars or other vehicles in tornadoes are forbidden, while isolation and immobilization become a priority. Therefore, to maintain balance and minimize the cost and effect ratio, there is a dire need for establishing a fool proof activation and termination mechanism for emergency plans[Sch98]. At the Ashford University, the responsibility of bringing emergency plan in effect lies with the Campus Crisis Team. The Campus Crisis team at the university campus comprises of Vice President, Campus Director, Director of Student Affairs and Admission, Campus Communication Manager, Campus Director of Security and Safety, Campus Registrar, and Campus Director of Information Technology[Ash12]. To activate the emergency plan, it is important for the Campus Crisis team to remain informed with the various activities occurring on campus. Moreover they have to keep themselves in touch with seasonal or climatic developments that are taking place[McL85]. They must have direct interaction with the Meteorological Department, to stay updated with weather conditions. Similarly, during the time of emergency, this team has to perform its function by updating the individuals on campus and communicating with world outside. They must evaluate the circumstances, before calling for a termination. Use of alarms, CCTVs, announcement screens and wireless radio communication can be used for delivering the message all around the campus. Moreover, if there is a threat for a tornado to arrive or for flooding, the Campus Crisis Team can arrange a meeting prior to the incidence to inform staff and students about the emerging events. Overall, the importance of activation and termination of emergency plan lies at the heart of emergency planning, because proper use of knowledge and communication can save a lot of money, and limit the extent of damage[Per06]. The Campus Crisis Team The President of Ashford University holds discretionary powers; however, all his decisions made by him are a product of mutual consensus among the board of directors of the university. Compartmentalization of duty allows the Ashford University to manage its matters quiet efficiently. Emergency management at the Ashford University’s Clinton Campus is managed by the Campus Crisis team. It is led by the Vice President of the Ashford University. Other members of this team include Campus Director, Director of Student Affairs and Admission, Campus Communication Manager, Campus Director of Security and Safety, Campus Registrar, and Campus Director of Information Technology. Apart from organizing and managing the emergency situation at the campus, these members apply their specialties in their own jurisdictions. This team is responsible for conveying information to members of the university community. It is their duty to devise emergency policy, and ensure its validity. Training and arranging drills is one of the major duties of this team. The Campus Crisis Team has to monitor the whole campus, as well as the world outside in order to provide maximum security and safety to the people on campus[Ash12]. External Stakeholders/Participants The alignment of the emergency plan of any organization with the policies of the local government is a prerequisite. Conformity with local legal framework is another important feature that ensures the validity of an emergency operational plan. In the county of Clinton, there are three departments of the local government that must be kept close for devising an emergency plan. These departments include the Department of Emergency Management; Local Police; and the Health Department[Ash12]. Department of Emergency Management is the source for informing people in the county about the upcoming undesired events. It is their duty to provide assistance to the general public and other institutes in the hour of emergency. They have a well-informed and an organized network to fight with disasters. The need of involving police is to ensure that no activity is performed against the law, and to minimize the chances of a criminal activity during the state of emergency. The Department of Health is another major player in time of emergency, especially, when there are chances for injuries and causalities as result of an unwanted event[Ash12]. Concept of Operations for your emergency response to a tornado The outset of tornadoes can be very tricky and devastating; sometimes they are predictable, while at other times they may appear abruptly. In such situations it is better to be on guard, because one cannot hold the national radio for keeping people uninformed. Therefore, at the Ashford University, drills are arranged for students and staff to look after themselves and their colleagues when there is a tornado[Ash12]. The campus building is equipped with tornado warning alarms, they are used to give tornado warning to the people. The duty of the Campus Crisis Team is to inform people and provide them with assistance when there is a tornado warning. In regular drills, the people on campus are taught to look out for shelters, and avoid exposure to the wind that may arrive at a speed of 70 miles per hour. Further, people are prevented from accessing the high risk areas on the campus; they mostly include the rooms on the boundary walls. Further, the aid of Emergency Management System is availed in the hour of need. All the members of the university community are told not to call 911 in times of tornadoes[Ash12]. Assumptions 1. It is assumed that every person on the campus understands the directives for emergency management. 2. People are capable of helping themselves on their own in times of emergency. 3. It is assumed that all the members of university community do not have any anxiety disorder. 4. People should always stay ready for facing emergency situations. What training and exercises must be developed and executed to prepare the campus for the emergency plan? Basic first aid training must be provided to students on campus, this will allow them to cope with emergency situations in a better manner. They must also be trained in dealing with evacuation procedures through regular drill exercises. Emphasis must be laid on understanding and acquiring the communication skills during the emergency situation. Annexes Communications backup plan There are several modes of communication available at campus, however, the communication backup of emergency needs to be fit for the varying scenarios. Send Word Now is a way of transmitting small messages of warning or for information to members of the university community. The Crisis Response Communication Centre at the Ashford University Campus is the primary control point for corresponding and handling the university’s response in emergency situations of level 5 on campus[Ash]. List of available modes of Communication 1. Landline 2. Cell Phones 3. SMS 4. Radio 5. Internet 6. Satellite communication Contact Information For legal inquiry and assistance Bridgepoint Education Vice President of Compliance 800.798.0584 ext. 2219[Ash]. Media Inquiries/Statements Bridgepoint Education Vice President of Public Relations 800.798.0584, ext. 2513[Ash]. Campus Security 563.242.2752 [Ash]. In case of weather emergency tune into: FM 94.7, FM103.7, AM 1340 and AM 1390[Ash]. Website: www.ashford.edu   Emergency public information Safety is the priority in hours of emergency. Individuals must ensure their safety and safety of others. The best way to deal emergency situations is to follow the directive for conduct in state of emergency. Some of the basic information that is required by the public in state of emergency are: 1. Avoid maximum exposure to hazardous sites and materials 2. Do not get panicked in state of emergency 3. Contact the authorities or rescue teams for help 4. Regularly attend the drills 5. Support others with disabilities in tackling the turmoil 6. Stay updated with weather conditions 7. Look for safer sites 8. Stay away from risky places 9. Avoid being adventurous 10. Do not attempt to overstep the line of action provided for dealing a particular hazardous situation 11. Spread awareness among peers and family members 12. Collect supplies and basic first aid material, if there is a warning for a natural disaster 13. Prefer staying indoor, and avoid driving in tricky weather 14. Do not exhaust your energies in getting into a quarrel 15. Never call 911 in tornadoes   Mass Care for Injured The mass casualty incident refers to any incident that involves more than three patients in need of intensive medical care. In emergency situations that result in massive damage, there are people with various range of injuries, so it is important to establish priorities. The Triage system can be used for arranging injured according to the seriousness of their wounds, the purpose of prioritizing some injuries over other is based on the limitation of aid and resources in emergency situation. According to Triage system, there are four categories of injured people Red Tag is used to indicate patients who need intensive care on immediate purpose, there is a risk of life or loss of a vital organ. Yellow Tag is used to identify patients with serious injuries, but they can remain unattended for longer period as compared to people with red tag. Green Tag is the sign of minor injuries, people belonging to this category can move on their own, and they do not require immediate care. Black Tag is used for identifying dead persons or who are severely injured that they cannot recover. Directive for non-medical personnel 1. Do not be panicked 2. Try to assist the medical staff as far as possible 3. Healthy individuals must offer blood donation for the injured 4. Must apply first aid measures, if the medical team gets late in reaching the site 5. Inform, communicate and ask of medical assistance in case of casualties.   Evacuation Procedure Buildings are usually evacuated in case of fire or explosion within the building, or when there is some hazardous material spilled within the room. The university has provided emergency exit routes on every floor, and all the rooms in the campus building have emergency alarms. It is expected that people will respond efficiently to these alarms, and will assist themselves in escaping the building. The directives for escape from the building for individuals are mentioned as bellow: 1. Preferably use emergency exit routes to ensure safety 2. Never use elevators or automatic movers 3. Use stairwells to move up and down 4. Inform the Campus security team 5. Try to help people stuck with you, especially those with disabilities 6. Do not try to become a fire fighter yourself 7. Try to navigate the safer sites, and move in that direction 8. If you manage to escape the building ahead of others, try to arrange help for building evacuation 9. Do not try to commit any adventurous act 10. Do not get panicked 11. Follow the directive   Tornado warning procedures and mechanisms Tornadoes have quiet frequently visited the county of Clinton; therefore, the local government has taken the responsibility of warning the citizens. Moreover, the Department of the Emergency Management System provides assistance during the times of when there is a threat for a tornado. People must be able to differentiate between tornado watching and tornado warning. Moreover, to stay updated with tornado related news and warning, one must use the nationwide radio broadcast. Directives 1. On hearing the alarm one must look for shelter, if outside the building. 2. Inside the building, on must stay away from the windows 3. Avoid driving during the storm 4. Avoid risky sites, and try to stay in the most inner room in the building 5. Do not try to escape the building during the storm 6. When there is a tornado warning, try to collect food and medical supplies for next three days 7. For help call the Campus Security Office 8. Do not call 911 9. Do not panic 10. Stay safe! References Per06: , (Perry & Lindell, 2006), Per031: , (Perry & Lindell, Preparedness for emergency response: guidelines for the emergency planning process., 2003), Sch98: , (Schwab, 1998), Ash12: , (Ashford University, 2012), McL85: , (McLoughlin, 1985), Ash: , (Ashford University), Read More