A. Purpose and Scope

The University of California, Irvine (UCI) has an obligation to safeguard the welfare of students, faculty, staff, and visitors, and to protect the University’s mission of teaching, research, and public service during and after emergencies. This policy defines the Emergency Management Department at the UCI campus, and the processes in place to ensure the University can prepare for, respond to, and recover from emergency incidents occurring on, or threatening the campus using an all-hazards approach. This policy applies to the UCI main campus only.

B. Definitions

Business Continuity Plan (BCP): A document that consists of the critical information an organization needs to continue operating during an unplanned event. The BCP states the essential functions of the business unit, identifies which systems and processes must be sustained, and details how to maintain them, considering any possible business disruption.

Emergency: A natural or human caused event that requires responsive action to protect life, property, the environment, and the ability to fulfill the University’s mission.

Emergency Action Plan (EAP): Building-specific plans that identify immediate response activities for building occupants to take during an emergency event such as a fire alarm or other event. These plans include the identification of closest evacuation routes and location of assembly areas.

Emergency Operations Center (EOC): The central control and support facility activated in response to a severe and/or extended- period emergency or disaster, that will, or can overwhelm the current response operations  and/or resources of the University. The EOC is responsible for providing a higher-level support to units in the field in order to ensure these units can maintain response operations and resources. The EOC is responsible for the strategic overview, or "big picture," of the event, and does not directly control or direct field assets, instead leaving tactical decisions and operations to units and supervisors in the field. The primary function of an EOC is to collect, gather and analyze event information and data; set strategic objectives and priorities of incident support activities; develop short and long-term strategic plans in support of the incident; procure, coordinate, and track resources; develop and maintain situational awareness; develop, manage, and maintain event-related documentation; and communicate event status and information to departments, individuals, outside entities, and campus leadership.

Emergency Operations Plan (EOP): A plan to establish the procedures, and organizational structure to establish a campus-wide framework for the mitigation of, preparedness for,  response to and recovery from emergency events impacting the campus. The plan uses an all- hazards approach to establishing a standardized activation of emergency operations on the  campus and includes hazard-specific annexes which define the response needs of specific hazard events.

Emergency Management Advisory Committee (EMAC): Functions as a steering committee to support and advance emergency management efforts at all levels of the campus as recommended by National Fire Protection Association (NFPA) 1600 Standard on Disaster/Emergency Management and Business Continuity Programs.

Exercise: An instrument to train for, assess, practice, and improve performance in prevention, protection, response, and recovery capabilities in a risk-free environment. Exercises can be used for: testing and validating policies, plans, procedures, training, equipment, and interagency agreements; clarifying and training personnel in roles and responsibilities; improving interagency coordination and communications; identifying gaps in resources; improving individual performance; and identifying opportunities for improvement.

C. Emergency Management Department at UCI Campus

The UCI Emergency Management Department has the mission to ensure the UCI campus is always prepared for disasters and emergency events by coordinating activities that correspond the emergency management cycle of preparedness, mitigation, response, and recovery, and thereby establishing a culture of resilience at UCI. The Emergency Management Department achieves these goals through the processes defined in the UCI Emergency Operations Plan (EOP), which include the establishment of an Emergency Operations Center, and training and exercise program to ensure all UCI staff have the basic level of knowledge to prepare for and respond to a disaster or emergency situation on the UCI campus.

The Emergency Management Department is established under the principles of the National Incident Management System (NIMS).

D. Responsibility and Authority

The Vice Chancellor, Division of Finance and Administration or designee is authorized to implement campus-wide safeguards and security and emergency management programs. The Vice Chancellor, Division of Finance and Administration is further authorized to commit and use University personnel, equipment, and financial resources, and to call for assistance from other organizations, as may be required to cope with an emergency.

1. The Emergency Management Department is coordinated by DFA Support Services. Coordination includes campus-wide emergency planning, mitigation, preparedness, exercise and training, and response and recovery efforts.
2. The Emergency Management Advisory Committee (EMAC) is composed of representatives from major campus constituencies. Co-chaired by the Associate Chancellor/Chief of Staff and the Associate Vice Chancellor, Division of Finance and Administration, the EMAC is responsible for establishing the University’s Emergency Management Policy and Program.

Departmental Management in departments that provide campuswide services essential to the protection and preservation of life and University property are required to develop and maintain up-to-date emergency response plans appropriate to their roles. These plans must align with the campus-wide Emergency Operations Plan (EOP).

Departmental Management is also responsible for completing UC Ready Business Continuity Plans (BCPs) and Emergency Action Plans (EAPs). Managers are responsible for assessing the appropriate level of emergency response planning for their unit(s) and for developing and maintaining up-to-date programs. BCPs are created using the UC Ready online planning tool. EAPs should, at a minimum, include site-specific evacuation plans, assembly area information, a means to account for staff, students and visitors, and appropriate shelter-in-place protocols. Units that perform work or services that result in special needs in emergency situations, or present higher than normal risks, should request review of their plans by the Emergency Management Program.

The Director of Emergency Management is responsible for overseeing the coordination of the Emergency Management Department and ensuring that the campus remains prepared to enact all phases of emergency preparedness.

The Deputy Director of Emergency Management is responsible for assisting the Director in running the Emergency Management Department.

The Business Continuity Manager oversees the campus wide Business Continuity Program and is responsible for the coordination of creating and updating campus-wide Business Continuity Plans.

The Training and Exercise Coordinator is responsible for ensuring all campus staff, students, and faculty are provided with disaster specific training and information to appropriately prepare and respond to a disaster or emergency situation on campus.

All campus employees are expected to be familiar with the campus EOP and workplace specific emergency action plans, BCPs, and related procedures. Faculty, staff, and students are expected to participate in applicable emergency planning, training, and exercises to improve their performance during an emergency and minimize the risk of injury, damage to property, or  loss of resources. During an emergency, all persons are expected to follow established procedures and cooperate fully with the instructions of emergency personnel.

E. Emergency Protocol for Staff and Faculty

During a state, county, city, or campus declared state of emergency any UCI employee may be called upon to work in their regularly assigned position or in a role they do not normally perform. Employees who volunteer, outside of the course and scope of their employment, to perform disaster work are protected as Disaster Service Workers (DSWs) by the California Emergency Services Act with respect to liability and Workers’ Compensation.