Section IX: Plan Maintenance
Plan Review and Maintenance
The Executive Operations Team will review the Emergency Management Plan (EMP) annually and make any necessary revisions. In addition, the Director of Emergency Management or designee will assess the effectiveness of the EMP after each training exercise or actual emergency.
Review and maintenance of the EMP will be carried out as follows:
- Changes to this EMP will be made as required on the Record of Change table.
- Interim revisions shall be made when one or more of the following occurs:
- A change in site or facility configuration that materially alters the information contained in the EMP
- Any material change in campus response resources
- Internal assessments, third party reviews, or experience in drills, exercises or actual response to identify significant changes that should be made to the EMP
- New laws, regulations, or internal policies, that are implemented which may affect the contents or the significance of the EMP
Changes and updates are the responsibility of the UHV Office of Emergency Management and will be distributed accordingly as they are approved by the Executive Operations Team.
- Certain elements of the EMP however, such as UHV-EM rosters and emergency contact lists will require more frequent updating.
- The EM Director will notify campus departments by email no later than October 1st of each year if any significant revisions are being posted.
- The AVC/AVP for Public Safety and Security will review this information quarterly and update as necessary.
Exercise and Drills
The Office of Emergency Management will maintain a state of readiness and test response components, with semi-annual exercises and drills. These drills will provide opportunities to ensure that adequate preparations are in place for students, faculty and employees to effectively respond to emergencies on campus and that associated personnel are ready to perform their assigned duties.
Training and exercises will occur along the following guidelines:
- The Office of Emergency Management will coordinate training at least annually.
- UHV will schedule exercises to ensure that UHV remains in a ready state to respond to any emergency.
- The Office of Emergency Management, collaborating with other departments, will develop a comprehensive training program that will evaluate and test both ICS capabilities and university support operations in unison. The program will include the following components:
- Tabletop exercises: Participants review and discuss how the plan would be activated and response efforts implemented. This type of exercise can be conducted with portions or all of the UHV-EM Command and General Staff and members of the EOT or multiple teams present.
- Simulated exercises/drills: Facilitators create an environment similar to that which may exist at the campus level. Participants assume their campus roles and initiate their roles and responsibilities. Several scenarios of various levels and complexities may unfold over the duration of the exercise. Full-scale exercises provide the opportunity to refine the plan and improve the functionality of response teams.
- Equipment Testing: The Office of Emergency Management will test emergency operations equipment periodically as determined and documented. This may be quarterly, semi-annually or annually, depending on the equipment, maintenance schedule and support. Equipment will include UHV-EM capability, telephones, Everbridge Alert and any broadcast systems expected to be used to communicate during an emergency.
- An After Action Report (AAR) will be generated by the Office of Emergency Management for respective drills and table top exercises.
- After Action Reports will be developed and formatted following the Department of Homeland Security Homeland Security Exercise Evaluation Program (HSEEP) guidelines.
- All After Action Reports will be maintained by the Office of Emergency Management.