Table of Contents

• Purpose
  
• Definitions
  
• Succession of Authority
  
• Emergency Planning Committee
  
• First Response to an Emergency
  
• Notification - RAPID Communications
  
• Emergency Team Formation
  
• Emergency Operation Center (EOC)
  
• Emergency Procedures
  
• Recovery
  
• Appendix 1: Emergency Contacts
  
• Appendix 2: Reserved
  
• Appendix 3: Procedures for Managing Employee Leave and Payroll
  
  • Purpose
    
  • Decision Making Team
    
  • Pay and Leave Process
    
  • Employee Notification
    

Purpose

Natural disasters such as hurricanes, tornadoes and floods have caused injury and serious financial loss to Florida State University. Technical emergencies such as accidental fires and incidents involving hazardous chemicals, radiological and biological agents can threaten lives and destroy University property. Because of the large number of people who live, work and study on campus, manmade emergencies involving civil unrest can pose a significant threat to the University community. The Florida State University Emergency Management Plan is designed to assist faculty, staff and students in timely and effective response to minimize the adverse effects of such natural, technical and civil emergencies.

Life safety is our primary mission. To this end the Emergency Management Plan attempts to clearly define lines of authority, list responsibilities, promote working relationships and impart knowledge necessary to prevent loss of life. Protection of property is secondary to this mission, but is important. Therefore, precautionary efforts to reduce financial loss from emergencies are referenced, as are recovery procedures.

Back to Index

Definitions

Disaster Any natural, technological, or civil emergency that causes damage of sufficient severity and magnitude to result in a declaration of a state of emergency by a county, the Governor, or the President of the United States.

Emergency Any occurrence, or threat thereof, whether natural, technological, or manmade, in war or in peace, which results or may result in substantial injury or harm to the population or substantial damage to or loss of property.

Emergency Coordination Officer The person designated by the State University System to coordinate with the Division of Emergency Management, Florida Department of Community Affairs, on emergency preparedness issues; to prepare and maintain emergency preparedness and post-disaster response and recovery plans for the State University System; to maintain rosters of personnel to assist in disaster operations; and to coordinate appropriate training for agency personnel.

Emergency Management The preparation for, the mitigation of, the response to, and the recovery from emergencies and disasters.

Emergency Operation Center Central location for the placement and coordination of Emergency Support Function Managers prior to, during and immediately after a declaration of a local state of emergency or state and/or federal disaster declaration is the 2nd Floor of the FSU Public Safety Facility located at the corner of Woodward Avenue and Jefferson Street on the main campus of Florida State University, Tallahassee, Florida.

Emergency Support Functions Services needed prior to, during and after an emergency. There are eleven ESF's at Florida State University:

• Transportation (ESF1)

  Coordinates the use of vehicles for transport of passengers and for hauling to support University departments, voluntary relief organizations and other support groups who perform emergency response, relief and recovery activities.

• Communications (ESF2)

  Assures provisions for communicating to the University community, to local and state agencies and voluntary relief organizations before, during and after an emergency.

• Energy/Public Works (ESF3)

  Provides energy sources and engineering services to protect life, sustain life and protect property before, during and after an emergency.

• Information and Referral (ESF4)

  Coordinates intake and distribution of support information to maximize life safety and to protect property through relief and recovery efforts.

• Emergency Shelter (ESF5)

  Identifies and surveys existing buildings for suitable space for students, faculty, and employees expected to require shelter prior to and during a disaster and to make available appropriate areas of the University for use by emergency management agencies and organizations to stage supplies and equipment during and immediately after an emergency.

• Resource Support (ESF6)

  Provides logistical and material support for University departments, local and state organizations and agencies involved in emergency response and recovery efforts.

• Health and Medical (ESF7)

  Coordinates public health, medical care and mental health relief activities at the time of or immediately after an emergency.

• Hazardous Materials (ESF8)

  Responds to or coordinates response to actual or potential releases of hazardous materials resulting from natural, manmade, or technical emergencies.

• Food and Water (ESF9)

  Identifies food, water and ice needs and coordinates the delivery of these supplies to the emergency relief areas.

• Public Information (ESF10)

  Establishes a mechanism that efficiently provides and disseminates information to the general public in the event of an emergency.

• Law Enforcement (ESF11)

  Establishes procedures for the command, control and coordination of all law enforcement personnel and equipment involved in the protection of the general public through first response to an emergency, in search and rescue efforts, and in the operation of the Emergency Command and Operation Centers prior to, during and after an emergency.

Incident Command Center Primary location for emergency communications and direction of emergency support functions is the FSU Public Safety Facility located at the corner of Woodward Avenue and Jefferson Street on the main campus of Florida State University, Tallahassee, Florida. Secondary location for the Incident Command Center is the University Center, Building B, Police Substation, FSU main campus, Tallahassee, Florida. An Incident Command Center may also be staged on the disaster site perimeter.

Incident Commander Sole authority and ultimate responsibility to manage and direct emergency response operations.

Manmade Emergency Caused by an action against persons or society, including but not limited to enemy attack, sabotage, terrorism, civil unrest, or other action impairing the orderly administration of government.

Natural Emergency Caused by a natural event, including but not limited to a hurricane, storm, flood, severe wave action, a drought, or an earthquake.

Technical Emergency Caused by a technological failure or accident, including but not limited to an explosion, transportation accident, radiological accident, chemical or other hazardous material incident.

Back to Index

Succession of Authority

The approved Chain of Command for Florida State University in order of authority is the President; Executive Vice President and Provost; Senior Vice President for Finance and Administration; Vice President for University Relations; Vice President, Student Affairs; and Vice President, Research.

When first notified of an emergency, the Florida State University Police Dispatcher contacts the Police Chief (or designee). The Police Chief notifies the Senior Vice President for Finance and Administration (or designee) who decides whether the University President should be notified. The Vice President for Finance and Administration and Police Chief contact other Vice Presidents whose operations may be affected by the emergency.

Notification of emergency forces is described in the RAPID Communication System protocol and occurs while the University authorities are being contacted.

Back to Index

Emergency Planning Committee

Managing emergencies is a dynamic process that involves identification of problems encountered during emergency response efforts, posing solutions and resolution in an effective and timely manner. It is for this reason that the FSU Emergency Management Plan is reviewed and revised on a regular basis.

The FSU Emergency Planning Committee is responsible for preparing and updating the Emergency Management Plan. The committee meets on a regular basis to update the Plan and to evaluate its usefulness. This Committee works together with the FSU Safety and Security Advisory Committee, the Leon County Emergency Planning Council and the University President to ensure an integrated and responsive method for handling emergencies.

Committee membership is as follows:

Back to Index

First Response to an Emergency

In many cases the Complaint Desk Officer (CDO) at the Emergency Command Center is the first University employee to become officially aware of existing emergency conditions. It is, therefore, the responsibility of the CDO to determine from the reporting source as much information as is available concerning the existing emergency conditions. The CDO will then immediately advise the Shift Commander of all available information concerning the problem. Depending upon the hour of the day, the day of the week, and the seriousness and nature of the problem, the appropriate University employee will be notified in accordance with Succession of Authority. The Shift Commander will immediately respond to the scene of any reported emergency or in any case where the services of a University employee have been requested. The Shift Commander will make an evaluation of the existing conditions and initiate appropriate actions necessary to properly address the problem.

Back to Index

Notification-Rapid Communications

If the emergency is determined by the FSU Police Shift Commander to be more than minor in nature, he or she will immediately advise one the of the Operation Lieutenants of the facts. If the situation warrants, the Operation Lieutenant will immediately respond to the University to ensure that all necessary emergency actions are in motion and to determine all the facts concerning the matter first hand.

If after evaluating the facts of the emergency, the Operation Lieutenant will consult with the Police Chief or Deputy Police Chief and will notify appropriate University officials of the existing conditions. In the event of unavailability of the Police Chief or his or her Deputy Chief, the Operation Lieutenant is responsible for appropriate notification (See Appendix 1).

If the Chairman of the Board of County Commissioners issues a local emergency warning, if the Governor of Florida issues a state of emergency, or if the President of the United States declares a state of national emergency, rapid statement of the fact and pertinent emergency instructions will be communicated through the protocol established in the Succession of Authority.

Back to Index

Emergency Team Formation

Once a state of emergency has been declared, FSU's Emergency Support Function teams (ESF's) are expected to make specific immediate plans and take appropriate actions in accordance with their standard operating procedures to ensure protection of life and property. The assignment of emergency support functions is as follows:

The FSU Crisis Response Team (CRT) provides a multidisciplinary team of professionals from the Florida State University committed to organizing and sustaining services to students and members of the University community in times of crisis and trauma. The Team coordinates a documented plan for University-wide organized preparation and timely recovery from unforeseen crises, utilizing appropriate University and Tallahassee community resources.

Services provided by the CRT include individual stress and grief counseling, death notifications, individual parental notifications, coordination of volunteers and donations and special student needs. Team members are notified and respond in accordance with the FSU Crisis Response Plan (Appendix 2).

Back to Index

Emergency Operation Center (EOC)

Emergency Support Function Managers and Crisis Response Team Members stage their operations at their routine campus locations, at the Incident Command Center (ICC) or at the FSU Emergency Operation Center (EOC) during times of Disaster. Three stages of operation exist:

Level 1 - Monitoring(routine campus locations)

Level 2 -First Response (Full ICC and minimal EOC activations)

Level 3 -Disaster Operations (Full ICC and EOC activations)

Level 4 - Recovery Operations (minimal ICC/EOC and full routine campus locations activations)

Back to Index

Emergency Procedures

Natural Emergencies

In the event of hurricane, flood, severe tropical storm, severe wave action, drought or any other naturally occurring emergency that could require massive local, state and/or federal resources to manage, all eleven (11) Emergency Support Functions and the CRT will be deployed. The FSU Police Chief is designated as Incident Commander at the onset of the emergency.

Technical Emergencies

Explosions, large fires and chemical, radiological or bio-hazardous spills or releases many times involve immediate evacuation. The Incident Commander in these events is designated by the Tallahassee Fire Department. ESF 8, Hazardous Materials, andESF 11, Law Enforcement,support the Fire Department in immediate emergency response.

Emergency support for Transportation - ESF 1, Communication - ESF 2, Energy/Public Works - ESF 3, Resource Support - ESF 6, Health/Medical - ESF 7, and Public Information - ESF 10 are secondary. Depending on the severity and longevity of the incident, all emergency support functions and the CRT may be deployed by the Incident Commander.

Manmade Emergencies

If an action against persons such as enemy attack, terrorism or civil unrest occurs, ESF 11, Law Enforcement, takes the lead in ensuring the safety of persons and property. The designated Incident Commander is the FSU Police Chief. The Chief has authority to seek assistance from any of the remaining ten (10) Emergency Support Functions and the CRT as he or she sees fit during the incident and immediately after to ensure the safety and well-being of the general public.

Back to Index

Recovery

Repair and recovery of University public utilities and roadways and the inspection and declaration of safe occupancy of University buildings after a disaster are achieved in order of priority according to the emergency support function teams in tandem with the President of the University.

Florida State University is insured against property and casualty losses through the State of Florida Insurance Trust Fund. Accurate records of loss and replacement costs must be submitted to the Department of Environmental Health and Safety in order to file a claim for compensation.

In the event of a Presidentially declared disaster (such as a hurricane), Florida State University may be eligible to recover uninsured losses from the Federal Emergency Management Agency (FEMA). Categories of eligible work include:

• Emergency Work

  Debris removal (Category A) and emergency protective measures taken before the event (Category B).

• Permanent Work

  Road systems (Category C), water control facilities (Category D), public buildings and related equipment (Category E), public utilities (Category F), facilities under construction (Category G), private/not-for-profit facilities (Category H) and other (Category I).

Only work necessary to bring the property back to its condition prior to the emergency is covered. Any improvement or betterment is not considered eligible. FEMA requires all expenses to be documented thoroughly. The following is considered acceptable documentation of loss and recovery:

• Timesheets and payroll records

• Vehicle logs

• Equipment use logs

• Purchase orders

• Invoices

• Payment warrant copies

Back to Index

Appendix 1: Emergency Contacts

This list is available from EH&S. Please contact EH&S at 644-6895 for this information.

Back to Index

Appendix 2: Reserved

Back to Index

Appendix 3: Procedures for Managing Employee Leave and Payroll

Purpose

In the event a University emergency closing is declared, or other State emergency that affects operations of Florida Accounting Information Resource System or Bureau of State Payrolls (BOSP), these procedures provide general guidance regarding how the payroll process and employee leave will be handled.

Decision Making Team

The Director of Human Resources, Assistant Vice President and Controller, and Director of Administrative Information Systems or their designees will determine measures to ensure production of a payroll in the event of an emergency closing affecting Human Resource Management System (HRMS) time and leave data entry, the payroll process or pay warrant distribution.

Pay and Leave Process

Producing the FSU Payroll File

If during payroll calculation week, it appears that the University or State will be closed, one of the following actions should occur:

• Advance notice of closing given

  Current biweekly pay period HRMS on-line documents will be loaded as soon as feasible and University departments will be asked to enter time and leave for Other Personal Services (OPS) and when possible all hourly employees.

  Based on these time and leave entries, an electronic file will be created at Northwest Regional Data Center (NWRDC) as well as a backup tape/disk which can be delivered to BOSP in the event telecommunications are down.

• No notice of closing given

  Salaried employees and exempt OPS will be paid in accordance with their regular biweekly salary. Hourly employees will have a current period HRMS document created for their contracted hours less a percentage determined by Payroll Services. This file will be created by Administrative Information Systems (AIS) for submission to BOSP.

  Based on the above assumptions, an electronic file will be created at NWRDC as well as a backup tape/disk which can be delivered to BOSP in the event telecommunications are down.

  As long as telecommunications and computer systems are operational, this work may be performed from remote sites.

• If all systems are down, HRMS data would be recovered in accordance with NWRDC Business Resumption Plan.

• If a payroll file cannot be produced, a delay in employees' receipt of pay will be announced through various sources as determined by Human Resources (HR) and University Relations Media Services.

Time and Leave Entry and Adjustments

Adjustments necessary to make corrections for underpayment, overpayment, leave taken and compensatory/overtime accrual can be made once the University reopens for regular business. These adjustments are to be made by University departments responsible for time and leave data entry in accordance with Pay and Leave Reports and if applicable, non-exempt timesheets.

Attendance and leave rules will be applied based upon the event's circumstances. For example, leave due to flooding is generally determined by county and identified in State of Florida Executive Orders.

The Emergency Management Team, Human Resources, Controller and Administrative Information Systems will monitor situations such as hurricanes, etc. that may have an element of predictability. It is possible, time permitting, that University departments would be required to perform time and leave entry prior to the normal biweekly deadline.

If needed, HRMS/Payroll help sessions will be held by HR to assist departments in recovering from assumptions applied to produce a payroll during an emergency closing.

Payroll Certifications

In cases of emergency one of the below scenarios will be followed:

• University closed and computer systems are running: Payroll Certifications would be required by the suspense date or within 24 hours of the University's reopening (which ever is later).

• University closed and computer systems are not running:Payroll Certification requirements would be suspended until University is reopened and 48 hours after systems are up and running.

• If operational systems will be down for an extended period:A hard copy of Payroll Certification reports will be provided by AIS to Payroll Services as soon as feasible and distributed to departments upon reopening. A reasonable return time will be established.

Pay Warrant Distribution

Due to safety concerns during a FSU campus or satellite operation emergency closing, employees other than those required by their supervisor to assist with the emergency should not come to work. Because electronic fund transfer (EFT) is mandatory, most employees will have paychecks posted in their designated accounts. For employees (faculty, staff and OPS) who are new to the University (less than six to eight weeks) and have not been employed by the State within the past year, it is possible that EFT may not yet be processed by BOSP. Therefore, a pay warrant would be produced. However, if the emergency closing falls on a payday, authorized University department representatives may pick up warrants on the first day of reopening. Authorized department representatives may then distribute pay warrants as necessary. Warrants will be distributed to authorized department representatives from the Payroll Services office unless it is deemed an unsafe area, then the FSU Emergency Operations Center will designate a space and notify departments where distribution will take place.

Employee Notification

Human Resources will notify FSU Media Relations regarding information about pay warrant distribution should the emergency closing fall on a payday. The general guidance is that pay will be distributed the first day the University reopens.

University departments should ensure that their employees are made aware of FSU's 644-INFO line used for emergency announcements. If possible, information will be posted on the FSU web site and public service announcements made via radio and television.

Appendix 3:Procedures for Managing Employee Leave and Payroll was developed in partnership: Human Resources, Controller/Payroll and Administrative Information Systems HR:12/10 - Shared/Compensation/Emergency pay and leave plan

Back to Index

References:

1. Florida Statutes, Chapter 252, Emergency Management

2. Leon County Comprehensive Emergency Management Plan

3. Florida State University Master Plan

Back to Index