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Crisis & Emergency Management Plan

Download the PDF of the full Emergency Management Plan

ABBREVIATED PLAN

The purpose of the Dillard University Crisis and Emergency Management Plan (CEMP) is to establish policies, procedures, guidelines, and organizational structure for responding to a crisis, major emergency, or disaster that could threaten the health and safety of the university community, disrupt university programs and operations, and destroy university property and assets. The plan addresses many kinds of crises or emergencies, including severe weather events, hurricanes, tornadoes, fires, explosions, chemical/toxic spills, extended power outages, floods, terrorism, acts of violence, and crises stemming from university operations and activities.

Scope

The Crisis and Emergency Management Plan is an all-encompassing university plan designed to guide the response of Dillard University personnel and resources during a crisis, major emergency, or disaster. It is the official crisis and emergency operations plan of the university and it supersedes any previous plans and precludes individual or unit actions not in concert with the intent of the CEMP or the crisis and emergency management organization created by it. Of course, nothing in this plan should limit the exercise of good judgment and common sense in matters not covered or foreseen by the CEMP. Although the CEMP is established to guide the actions of Dillard University, a private institution, the plan, and its organizational management are subordinated to city, state, and federal plans during an emergency or disaster declaration by those jurisdictions. The Plan will be supplemented with the latest Fact Sheet updates from FEMA on hurricanes, floods and tornadoes.

Overarching Mission

The purpose of Dillard University’s CEMP structure is to respond to crises and emergency situations in a safe, effective, and timely manner. There are three priorities: (1) protection of life and safety, (2) maintenance of life support and assessment of damages, and (3) restoration of university operations. Dillard University employees and equipment will be utilized to accomplish these priorities. The university’s CEMP structure will transition back to the normal organizational structure as day-to-day operations are resumed.

Declaration of Weather-Related Emergency

Once a tropical storm/hurricane reaches the Gulf of Mexico as a Category 1 Hurricane and the directional vector points north the President is advised by the Emergency Response Team (EMT) to declare an emergency and will immediately activate preparation procedures.

Nine Step Emergency Plan Summary

The President is advised of a potential weather emergency.
A decision is made to assemble the Emergency Response Team.
The President is advised to declare an emergency and immediately begin evacuation procedures once a tropical storm/hurricane reaches the Gulf of Mexico as a Category 1 Hurricane and the directional vector points north. [It is anticipated that such analysis should provide as much as three (3) days advanced warning].
The President (or designee) declares emergency/crisis status and gives instructions to ensure maximum coordination of the Risk Manager and Emergency Management Team.
Emergency Management Team begins implementation of plan based on the nature of the situation.
Emergency Manager Team assembles as frequently as needed to provide status updates.
During the emergency, members of the committee handle their tasks as assigned.
Recovery procedures will be implemented after the President declares “all clear” and return to business as usual.
The President, advised by the General Counsel / Risk Manager and the Chief of Police will deactivate the EMT and transition to normal university operations. There may be levels of transition prior to eventual resumption of normal operations.

Communication Updates

Communication updates will be provided via the University website or the University information line at 504.816.4411.

Crisis and Emergency Level Codes

With respect to the magnitude of the crisis or emergency, three color-coded levels of operation have been identified.

YELLOW – LEVEL 1 (Standby Alert): The emergency includes an event or incident that can be managed using normal response operations. The EMT is not activated, but leadership is informed and placed on alert status.

ORANGE –LEVEL 2 (Partial Activation): The emergency can no longer be managed using normal procedures. The EMT is partially activated, i.e., some, but not all, CEMP leadership are activated to coordinate and support the response to the event. One or more Division Action Team (DAT) member may be activated depending on the nature of the incident. Staffing decisions are made by EMT leadership.

RED – LEVEL 3 (Full Activation): This is a major emergency, such as, a hurricane, tornado, major flooding, or terrorist event. The CEMP is fully activated in each campus location, primary or secondary. All CEMP and DAT positions are activated. All emergency personnel report for duty. A campus proclamation of emergency is declared during Code Red.

Types of Weather Emergencies

Major Weather Emergencies
Severe weather conditions may be sudden and unforeseen and occur before or after the National Weather Service Issues Severe Weather Watches and Warnings. Examples of weather-related emergencies are hurricanes, tornadoes, severe tropical storms, and floods. Selected sections of the Dillard University campus are in Level A and B Evacuation areas, which suggest that certain areas are vulnerable to tidal surge and flooding during severe weather.

Hurricanes

Hurricane Watch: If a hurricane continues its advance and threatens coastal and inland regions within 36 hours, a hurricane watch is issued. As a result, everyone in the area covered by the watch should listen for further advisories and be prepared to act quickly if a hurricane warning is issued.
Hurricane Warning: When hurricane conditions are expected within 24 hours, a hurricane warning is issued. At this point, all precautions should be taken immediately. If the hurricane’s path is unusual or erratic, the warnings may be issued only a few hours before the beginning of hurricane conditions.
Hurricane Season: Hurricane season runs primarily from June 1 to November 30, with the frequency of storms being in September.
Tracking Procedure: Hurricane tracking charts are provided which give longitude and latitude coordinates. Coordinates are frequently issued by weather authorities allowing the tracking of storms.

Hurricane Categories

Category I – 74-95 mph winds, with a tidal surge of 4-5 feet
Category II – 96-110 mph winds, with a tidal surge of 6-8 feet
Category III – 110-130 mph winds, with a tidal surge of 9-12 feet
Category IV – 131-155 mph winds, with a tidal surge of 13-18 feet
Category V – 155+ mph winds, with a tidal surge greater than 18 feet

Tornadoes
Unpredictable weather systems that can occur quickly with little notice.

Floods
In the case of heavy flooding on campus, the President or executive officer in charge will make a decision regarding the closing and evacuation of campus in a time frame.

Building Emergency Plans

Developed under the guidance of the Chief of Police and the Emergency Response Team (EMT), each Building Emergency Plan is a building-specific operational guide outlining emergency operations and responsibilities. Building Emergency Plans go into effect in the event of an emergency, allowing the Building Coordinators to evacuate personnel to their designated evacuation areas. Building Emergency Plans may also recommend the contents of personal and/or departmental emergency kits (i.e., first-aid supplies, flashlight, battery- powered AM/FM radio, etc.).

Sheltering in Place

During a weather emergency and in the event that students must shelter in place, the Professional Sciences Building and the Student Union will serve as the on-campus location of refuge for hurricanes and extreme weather events. (The Student Union and PSB have ample parking, ease of access and is a high point on campus.) Students who are unable to activate their plans will be supported by campus staff including but not limited to Student Success staff who are determined as essential employees. The Chief of Police in collaboration with the Director of Residence Life and the Director of Facilities will serve as the Incident Commander for this event. The decision to shelter in place will be made no later than 48 hours prior to landfall. Following the event, Student Success will work with students to determine next steps dependent on the severity of the aftermath.

Evacuation Plan

The decision to evacuate for an anticipated weather emergency will be determined no later than 60 hours prior to landfall. The notice to evacuate may occur via the use of fire alarms, police order or other recognized authority or signals. When such an order is given, all occupants of the area must comply immediately in an orderly manner. No one will be allowed to re-enter an evacuated area until the all-clear signal is given or when permitted by the proper authorities (e.g., Police, Fire, or Emergency Workers).

If there are individuals with physical handicaps/challenges and other disabilities in the evacuated area, emergency officials (Police, Fire, etc.) must be promptly notified by the Department of Campus Police of the probable locations and the type(s) of disability. Evacuation routes are included in EOP Departmental Plans and posted in conspicuous locations. When notified to evacuate, immediately leave the area.

Students

When the President and/or local authorities declare a mandatory evacuation, staying on campus is NOT an option. The university has made plans to evacuate students who are unable to activate their evacuation plan in the case of a weather emergency. Two locations have been selected; one to the west of campus (Shreveport) and one east of campus in (Montgomery.) Bus service will be provided for students who cannot activate their evacuation plan; however, space is limited. For this reason, it is important that all students have an emergency evacuation plan that includes contingencies. The decision will be made to evacuate (and to which location) no later than 60 hours before the storm. Current COVID protocols will be followed for transportation usage. Additionally, students and employees will be required to adhere to COVID protocols at evacuation locations.

All students are required to submit a Primary Evacuation Plan to the Office of Residential Life prior to taking occupancy within the housing unit. Residential Life keeps all Primary Evacuation Plans on file. When a state of emergency has been declared that requires residential students to evacuate from campus, residential students are required to activate their Primary Evacuation Plan and begin checking out of the residence halls. The university recognizes that not all residential students may not be able to evacuate on their own. The university will provide limited transportation to a limited number of residential students. Students who are unable to evacuate on their own are required to alert the Office of Residential Life.

Non-Residential

Activate your Evacuation Plan. Students are required to complete their plans prior to start of the fall semester. Notify residential life staff if your plan changes immediately.
Check with local media regarding closure and evacuation
You will be informed of make-up days if necessary – Academic Planning Group (visit University website for appropriate action)

Residential

Activate your Evacuation Plan. Students are required to complete their plans prior to the start of the fall semester. Notify residential life staff if your plan changes immediately.
If you require evacuation assistance, contact Residential Life for information
Pack medicines, valuable, toiletry items and pillow
Unplug all electronic devices. Move items away from windows and off the floor
If instructed, you must evacuate. Failure to do so will result in disciplinary action up to and including expulsion.
Check with local media for further instructions
Check in with residential staff upon your return to receive further instructions
Take photos and important paper if possible before you leave
Some students will evacuate to a pre-determined site, follow the instruction of university officials for preparations and packing.

Student Emergency Kit

Keep the following items on hand:
a. Fresh batteries
b. A portable radio
c. LED Flashlights (key chain flashlights and handheld flashlights are recommended)
d. A manual can opener
e. A battery-operated or wind-up clock
f. Non-perishable food (canned and dried food)
g. Personal necessary toiletries or hygienic products
h. Cell phone backup battery or charger
i. Keep a first-aid kit in your room/apartment and one in your car.
j. Keep one gallon of bottled water available for each person in the room/apartment for each day without electric service.
k. Keep cash on hand and store it in a secure place.
Protect Your Appliances and Electronic Equipment
a. Purchase equipment with built-in surge protection or a battery-powered back-up system.
b. Use electrical surge suppressors or arresters on your electronic equipment on properly grounded circuits. Most are designed to be plugged into a wall outlet.
c. Plug your computers and other sensitive equipment into a separate, grounded circuit to isolate them from fluctuations caused by major appliance restarts.
Clear your floor of items, especially if you live on the first floor

Faculty

Once notified of closure, dismiss classes if necessary.
Move items from the floor of your office.
Turn off/unplug all electronic devices.
Secure valuables and lock all doors.
Share your cell phone number and other contact information with your program coordinator (Note: Program coordinators should share their cell phone number and other contact information with the school chair; the school chair coordinators should share their cell phone number and other contact information with the college dean).
Check with local media for further instructions.

Staff

Once notified of closure, turn off and unplug all electrical equipment.
Remove anything from the floor.
Dispose of trash and food items.
Clear items from desk and near windows.
Secure valuables and lock all doors.
Share your cell phone number and other contact information with your supervisor.
Watch local media for further instructions. Emergency Management Team
Report to president’s conference room when instructed for briefing
Secure personal workspace
Direct employees as instructed
Implement tasks as determined by EMT
Evacuate as instructed. Be sure to inform President’s office of your destinations and contact information
You will be notified regarding further instruction to return to campus

Campus Evacuation Guidelines

Should it become necessary to evacuate the entire campus, one area, or just one building, the campus has procedures in place. The following information outlines these procedures. Please also refer to campus policy on the evacuation of disabled persons. Persons with disabilities use the “buddy system” for assistance to the most appropriate exit route or nearest area of rescue.

Campus-Wide Evacuations
In a campus-wide emergency, the decision to implement evacuation procedures rests with the President in consultation with Campus Police then the EMT is activated. In situations requiring immediate action, Campus Police responders, police, fire, the governor, mayor, public health director, or the Environmental Protection Agency can also order a local area evacuation. When evaluating the need for evacuation, consideration will be given to the specific threat (bomb, fire, storm, hurricane, tornado, explosion, hazardous materials incident, etc.), its context (time of day, likelihood, etc.), and the recommendation of Campus Police officials. In the event of a major hurricane, the Professional Schools Building and the Student Union will serve as the Emergency Assembly Areas (EAAs).

The procedures for a campus-wide evacuation will vary, depending on the nature of the event. In all cases when the decision has been made to evacuate, the campus will likely be evacuated in stages, beginning with the areas that are in the immediate vicinity of the threat. Other areas may then be evacuated, depending on the nature of the threat. This graduated evacuation is preferable to a total, immediate evacuation, as it triages the populations most in danger, minimizes likelihood of gridlock and congestion, and provides for ingress of emergency vehicles and personnel. In all cases, evacuees would be directed away from the vicinity of the threat.

Building Evacuations These emergencies may include a building fire or fire drill, localized hazardous materials spill, or bomb threat. In a building-specific incident, follow these evacuation guidelines: When a fire alarm sounds, everyone must evacuate, in accordance with Louisiana state regulations. In the event of a bomb threat, the Dillard Police Department has sole authority to assess the credibility of the threat and to determine whether to evacuate the site. For incidents involving hazardous materials, established department protocols for notification and response should be followed.

Division Safety Coordinators will ensure that all members of their Divisions and Departments, as well as any students or visitors, proceed to the Emergency Assembly Area (EAAs) for their building. The Division Safety Coordinator serves as liaison with the Building Coordinator to assure that the building is appropriately secured and that all personnel are accounted.

Line of Communication

The line of communication is as follows:

Vice President for Academic Affairs – Will share information with college deans and other staff/direct reports to be shared with School chairs and staff who report to the dean.
College dean – Will share information with school chairs and other staff/direct reports to be shared with program coordinators and staff who report to the college dean.
School Chairs – Will share information with program coordinators and other staff/direct reports to be shared with faculty and staff who report to the school chair.
Program Coordinators- Will share information with faculty and other staff/direct reports to be shared with faculty and staff who report to the program coordinator.
Directors who report to the Vice President for Academic Affairs will share information with staff who report to the director.

All faculty and staff within the Division of Academic Affairs will be registered for the University’s Emergency Alert System. Employees must ensure that their updated contact information is on file with Human Resources.

Implementation

The implementation of the AEPP is dependent on continuous instruction from off-campus locations.

Considering that the academic calendar is operated during seasons of natural disaster in this geographical area, all personnel and students must understand the importance of responsible action. Adherence to specific guidelines is imperative. To that end, every course syllabus will include the following statement, bolded, and found at the bottom of the first page: “In the event of disaster, the Dillard University Preparedness Plan will take priority over the timeline in this syllabus. The summary of key points for the plan is available on the university website”.

Distance Education

Distance Education Access will proceed as usual student access to Canvas goes through the Dillard Portal.
All communication through Canvas will be received through established channels and Dillard email.
If a student does not have access to the internet that student is responsible for informing Academic Affairs/DEAL Support of the limitation. Any questions about Canvas or academic technology should be emailed to dealsupport@dillard.edu.