EMERGENCY POLICIES

Command Posts

In the event of an incident that involves widespread damage and the disruption of communications, the Emergency Management Cabinet will automatically go to one of the following locations, starting with location one and proceeding to locations two through four as necessary:

1. Office of the President, Board Room (Referred to as President’s Office) Administration Building, B Bldg., B312
2. Library Science Building, L Bldg., 2nd Floor
3. Campus Office, D Bldg., 1st Floor
4. Health Sciences Office, A Bldg.,
5. To be determined by supervisor in charge.

Communications Systems

MASS COMMUNICATIONS
Emergency communications to students, faculty and staff members on campus during an event will be handled in the following manner.

1. Regroup - Emergency Notification System
2. VoIP Public Address System

EMERGENCY NOTIFICATION
Emergency communications to students, faculty and staff members on or off campus in an electronic format (Regroup) has been implemented.

EMERGENCY RESPONDER COMMUNICATION SYSTEMS
Emergency communications to and among the First Response Team, Emergency Management Cabinet and/or community-based emergency personnel will be accomplished using cell phones and portable two-way radios.

PUBLIC NOTIFICATION: Director of Marketing and/or Director of Security Notification of a critical event, weather-related closing, or emergency to the college community general public will be accomplished by the College Spokesperson using one or all of the following techniques currently in place.

1. Regroup: Emergency Notification System (Individual’s choice of email, phone, and text)
2. College website
3. Social Media

Line of Succession

The line of succession to assure continuity of leadership during a crisis is as follows. All of these administrators will be assisted by the Emergency Management Supervisor.

1. President
2. Senior Vice President of Academic and Student Affairs
3. Vice President of Administrative Services
4. Chief of Staff
5. Other as determined by the President

Area Descriptions and Responsibilities

Accessibility Services Coordinator

The Accessibility Services Coordinator maintains the session mobility chart, which documents students will accessibility concerns. The Coordinator is responsible for broadcasting this chart to the Emergency Management Team at the beginning of each semester.

Student Success Center

Advisors and counselors will proceed to the crisis intervention location as determined by the Emergency Supervisor and provide support for individuals affected by the incident. The role of the Student Success Center is to offer counseling, guidance, referral to appropriate community resources, and appropriate support to members of the college community and their families in the event of a crisis. Counselors are available to provide assessment regarding suicide risk and take appropriate action, to provide psychological support during crisis situations, and to provide debriefing after a traumatic event has occurred. Counselors are also available to provide follow-up counseling to those involved in or who have witnessed traumatic events.

Emergency Management Team

The Emergency Management Team supervises the actions of Sussex County Community College, its students and employees during a crisis. The Emergency Management Team assumes responsibility for all decisions and actions made. However, upon the arrival of the Police, Fire Department, Rescue and Emergency Management personnel, the scene is turned over to the professional personnel. Administration will adhere to the recommendations of the professionals and work cooperatively for response/rescue and recovery. Each member is required to have a designated alternate in the event they are off-campus when an emergency occurs. Anytime a member is off-campus, the name of their alternate is given to the President’s Office.

Emergency Management Supervisor

Leadership is crucial in any major disaster or emergency. The Director of Campus Safety & Security will assume the role of Emergency Management Supervisor during an emergency thus has the overall responsibility for emergency management, the preservation of life and property, and are ultimately the initial contacts during an incident. He/she coordinates the efforts of the response personnel via radio and acts as the liaison to professional emergency agencies. Consultation with the President and the Emergency Team will take place as necessary. He/she will choose an alternate location from the emergency site for the counseling/crisis intervention area if needed and an alternate site for the Emergency Response Team if necessary.

Director of Human Resources

The Director of Human Resources is responsible for briefing new staff personnel during the New Employee Orientation on the emergency operations plan and the response roles associated with their position. Human Resources is also responsible for managing employee.

Chief Information Officer or Designee

Information Technology’s (IT) key personnel will respond to campus emergencies to monitor and secure the College’s computer. In case of an emergency, it is only necessary to make contact with the Director of Management Systems and they will call for appropriate personnel to respond to system failures. The Director of Management Systems is responsible for the electronic Emergency Notification System (Regroup) implementation and maintenance.

Director of Marketing and Communications

The Director of Marketing and Public Information serves as the College Spokesperson (in collaboration with the President) in the event of an emergency. He/she is alerted by the Emergency Management Supervisor to all incidents involving external services including fire and police departments. He/she is the single point of contact with the news media; all other staff members will refer media inquiries to this person. He/she will determine the best channels for communication with news media, including written statements and media briefings. FERPA guidelines will be followed when releasing of information. The Director of Marketing and Public Information will oversee communications, as appropriate, to other stakeholders, including SCCC governing bodies, staff, students, parents, elected officials, business and civic leaders, and neighbors.

Campus Facilities

In the event of an emergency, one individual will don a brightly colored reflective safety vest and hard hat and immediately proceed to the three-way intersection by the 9-11 Memorial Monument to wait for the arrival of professional emergency vehicles and direct them to the emergency site. Other Campus Facilities personnel (also wearing reflective vests & hard hats) will assist with controlling the environment and Campus Facilities as directed by the Emergency Supervisor. The Campus Facilities staff continues to play an important role in any emergency. Staff follows the directions of the Emergency Supervisor and will remain in radio contact throughout the emergency. They will direct the responding emergency units, such as Fire and Rescue to the fire hydrants, sprinkler valves and enunciator panels. They will provide any necessary equipment that may be needed such as radios, ladders, ropes, bolt cutters, extension cords, etc. They may also be used to supplement the security force to help provide crowd control, security patrols of the campus and other tasks that may be deemed necessary. They will assist in evacuation and lockdown procedures. Other department members shall assist Security in locating and assisting members of the college community who are in wheelchairs, using crutches or experiencing other disabilities.

Faculty Members/Instructors

One-page Emergency Procedure Guides are posted in all rooms to inform instructors of actions in the event of an emergency. In the event of an evacuation, faculty members are instructed to remain calm and inform the class to collect their coats and keys and walk in single file out of the building using the stairs, if necessary; NOT THE ELEVATORS. Students are to assemble at the predetermined location outside the building and wait for further instructions. Assistance should be given to any handicapped disabled individual who needs assistance leaving the building, as per the mobility chart.

In the event of a lockdown the faculty member must secure the room and turn off lights and appliances. Then, instruct students to congregate in an area of the room that is least visible from the door or the windows and barricade themselves with furniture or large objects. Await instruction from Emergency Personnel.

Evacuation Procedures

1. Campus Safety and Security Office
   • Initiate the first response from security personnel (radio)
   • Call 911
   • Call the President (2122)
2. Emergency Supervisor
   • Coordinate the efforts of response personnel via radio.
   • Act as the liaison to professional emergency agencies.
   • Consult with the President as necessary.
   • Choose an alternate location from the emergency site for the counseling/crisis intervention area and/or the Emergency Management Team if necessary.
   • Follow-up accident/incident investigation
3. Campus Safety & Security
   • Take control of the environment.
   • Direct people to the counseling/crisis intervention area if necessary.
   • Direct evacuees to the designated Evacuation Assembly area.
   • Check Areas of Rescue Assistance as directed by Emergency Management Supervisor
4. Facilities Department
   • Report to the three-way intersection by the 9/11 Memorial Monument to wait for the arrival of emergency vehicles.
   • Wear the orange safety vest/hat if available so you are visible to approaching emergency vehicles.
   • Direct emergency vehicles to the scene.
   • Lock-out building utilities as directed by the Emergency Supervisor.
   • Assist in control of evacuation/environment as needed.
   • Check Areas of Rescue Assistance as directed by Emergency Supervisor
5. Student Success
   • Proceed to the designated crisis intervention area, when directed. Provide support in terms of crisis intervention as needed.
6. All Involved Personnel
   • Attend a follow-up meeting to evaluate the incident.

Emergency Lockdown Procedures

1. Campus Safety and Security Office
   • Call 911
   • Call the President (2122 or cell)
2. Instructors / Staff
   • Close & lock interior doors and windows.
   • Turn off lights and close blinds.
   • Turn off and disconnect electrical or gas appliances (including computer monitors.)
   • Move students to a safe corner of the room to reduce visibility and take shelter under desks, tables or heavy furniture.
   • Keep away from windows.
   • Eliminate movement and noise
   • Verify attendance
   • Remain in position until “ALL CLEAR” is announced by law enforcement personnel or other appropriate personnel.
3. Emergency Supervisor
   • Coordinate the efforts of response personnel via Radio.
   • Notify the campus Network Specialist (973-300-2333) to commandeer the screens of all desktop computers and post the appropriate “ALERT” message.
   • Act as the liaison to professional emergency agencies.
   • Consult with the President as necessary.
   • Choose an alternate location from the emergency site for the counseling/crisis intervention area if necessary.
   • Announce the “ALL CLEAR” notification when instructed to do so by law enforcement.
   • Follow-up accident/incident investigation.
4. Security
   • Direct people in outside activities to a safe location away from the buildings.
   • Proceed to campus entrances and direct all traffic, except for emergency vehicles, away from the campus.
5. Facilities Department
   • Report to the three-way intersection by the 911 memorial monument to wait for the arrival of emergency vehicles.
   • Wear the safety vest if available so you are visible to approaching emergency vehicles.
   • Direct emergency vehicles to the scene.
6. Student Success Center
   • Immediately proceed to the designated crisis intervention area. Provide support in terms of crisis intervention as needed.
7. All Involved Personnel
   • Attend a follow-up meeting to evaluate the incident.

Emergency Pre-Event Planning

1. Personnel Organization and Identification
   The emergency organization has been identified, and responsibilities have been assigned. The Emergency Operations Plan will be reviewed and updated for accuracy every year, in June, in consultation with Newton PD and NJSP.
2. Faculty and Employee Training
   Prevention planning is the cornerstone of successful operations during a crisis. Time will be devoted to familiarizing personnel with pertinent parts of the Emergency Operations Plan and the responsibilities specific to their positions during New Employee Orientation and orientation week at the beginning of each semester.
3. Emergency Drills
   When an emergency arises, staff must respond without hesitation. Only preplanning and practice will assure optimum results. Drills will be conducted to familiarize all personnel with procedures. These actual exercises must be conducted annually, either in a tabletop format or an actual simulated emergency.
4. Emergency Communications
   The Emergency Communications equipment should be tested and maintained on a regular basis to insure proper functioning. The mode of delivery, content and timing of press releases and communication with the general public, personnel and students will be determined by the Director of Marketing and Public Information, based on recommendations made by the Emergency Management Team and College President.
5. Utilities – Facilities Department will:
   Determine power entries and all disconnects including automatic changeover. Establish a plan to de-energize and a plan to provide temporary power. A schematic of utilities and sprinkler systems showing all major control points should be included in this plan.
6. Police & Fire Departments
   Liaison has been established between the Manager of Campus Safety and Security and the local Police and Fire Departments. Both departments are familiar with the property and have participated in emergency response activities at the facility. Emergency staff (First Response Team) has been instructed on the importance and necessity for immediately securing the crisis area to allow for safety and space to operate.
7. Transportation
   Vans are available to transport people to and/or from the emergency site.
8. People and Property Concerns
   Immediately address the health, safety, and well-being of persons directly affected by the emergency or disaster. Secure immediate area. Contact executive personnel, legal and public relations if any injury or loss of life occurs. Assemble all facts: details, the time of the disaster, extent of injuries and damages. Keep notes and take photos. Locate eyewitnesses. Document their accounts. Make sure to obtain their names, addresses, business and home phone numbers. Notify fire, police, Red Cross, hospitals, insurance and vendors appropriately.
9. Rental equipment
   Sources of rental equipment have been identified and are listed under Vendors in this document.
10. Media Control and Public Relations
    Procedure for media control during the crisis as well as public relations has been established by the Director of Marketing and Public Information who will implement the appropriate communications to the appropriate parties.
    
    

Equipment Location and Identification

Emergency Post-Event Planning

1. Document the event.
   Document with written notes or tape recording in chronological order the events including statements by eyewitnesses. Date and initial all photographs. Create a file of facts, photographs, statements, articles and broadcasts, both negative and positive. Ensure the accuracy of records from eyewitnesses and include names, addresses, and phone numbers. This should be included in the SCCC Security Incident Report form.
2. Determine the scope of the loss.
   Contact the Vice President of Administrative Services, who will notify the insurance carriers and /or legal counsel if necessary.
3. Protect property from additional damage and initiate salvage operations.
   Contact the Director of Facilities to contact, hire and direct all contractors with a coordinated effort.
4. Document actual expenses incurred as a result of the incident.
   Establish a separate cost center for all expenses including additional personnel. Breakout premium and overtime labor costs for personnel or contractors. Break down repair costs into the following categories to curtail loss and protect property: exterior repair, interior repair, and emergency repair.
5. Estimate cash advance requirements for presentation to the insurance companies.
6. Review leases and operating agreements to prepare business interruption claims.
7. Involve the legal counsel for required action as needed.
8. Advertise and establish public communications.
   Prepare an advertising strategy for reopening, send out press releases, and identify possible support counseling group to assist returning employees and students.
9. Identify the reopening.
   Define the critical path such as individual tasks and the reopening date. The reopening may be disaster oriented and it may be necessary to obtain an occupancy certificate. Keep in constant contact with the media.
   • Debrief and evaluate the process. Identify strengths and areas for improvement.