Policy Manual

1. "Emergency incident": Any situation to which the emergency services organization responds to deliver emergency services, including rescue, fire suppression, emergency medical care, special operations, law enforcement, and other forms of hazard control and mitigation.
2. "Emergency responders": A group of individuals who are properly trained and equipped to handle the emergency for which they are called. Emergency responders provide, on a 24-hour basis, immediate response in order to bring the emergency situation under control. Emergency responders are identified as, but not limited to:
   1. University of Iowa Police Department
   2. Coralville Police Department 
   3. Coralville Fire Department
   4. Iowa City Police Department 
   5. Iowa City Fire Department 
   6. Johnson County Ambulance 
   7. Johnson County Hazardous Materials (HAZMAT) Team 
   8. Johnson County Sheriff's Department
3. "Resource unit": A unit which provides assistance to emergency units in the form of information, expertise, and/or procurement of materials and services. The unit may or may not respond immediately to an emergency site. Examples of resource units are:
   1. Business Services 
   2. Facilities Management 
   3. Environmental Health and Safety Office
   4. Information Technology Services 
   5. Office of Strategic Communication 
   6. Johnson County Emergency Management Agency
   7. Iowa Department of Public Safety 
   8. Iowa Homeland Security and Emergency Management
4. "State of emergency": This situation exists when a critical incident has resulted in substantial disruption of University functions and is likely to be long term, and it becomes necessary, for continuity of normal operations and/or the well-being of the University community, to modify/alter normal functions, established procedures, and/or policies without submitting to a formal process.
5. "Incident Command Center (ICC)": The Incident Command Center will be a location where the Critical Incident Management Team (CIMT) members or their designees will develop response(s) and manage the recovery process related to the incident or crisis situation. Campus  Safety's training room, 880 University Capitol Centre,  will serve as the University's ICC. The CIMT will determine the hours of operation of the ICC and how it will be staffed.
6. "Incident commander": The individual in overall command of an emergency incident. Different individuals will take on the role of incident commander depending on the type of crisis and level of severity.
7. "National Incident Management System (NIMS)": The President of the United States, under Homeland Security Presidential Directive 5, directed the Department of Homeland Security to develop and administer a National Incident Management System (NIMS). NIMS provides a consistent nationwide approach for federal, state, and local governments; the private sector; and nongovernmental organizations to work effectively and efficiently together to prepare for, respond to, and recover from domestic incidents, regardless of the cause, size, or complexity. To provide for interoperability and compatibility among federal, state, and local capabilities, NIMS includes a core set of concepts, principles, and terminology. The Critical Incident Management Plan (CIMP) incorporates NIMS components, principles, and policies, including: planning, training, response, exercises, equipment, evaluation, and corrective actions into the plan where applicable.
   
   A component of NIMS is the Incident Command System (ICS). ICS is a standardized on-scene emergency management construct specifically designed to provide for the adoption of an integrated organization structure that reflects the complexity and demands of a single or multiple incidents, without being hindered by jurisdictional boundaries. ICS is the combination of facilities, equipment, personnel, procedures, and communications operating within a common organizational structure, designed to aid in the management of resources during incidents. It is used for all emergencies and is applicable to small as well as large and complex incidents. ICS is used by various jurisdictions and functional agencies, both public and private, to organize field-level incident management operations.
   
   Members of the Critical Incident Management Team as well as appropriate members of the University of Iowa's Campus Safety Organization shall be trained and/or familiar with concepts of NIMS and ICS. 

1. Faculty, staff, and students shall report emergencies by dialing 911. (When using 911, the telephone number you are calling from will also appear on a computer screen in the UI Police Division or 911 dispatch center.)
2. In the event of an emergency or a disaster, the Campus Safety has primary responsibility for immediate response, and shall cooperate and coordinate with official emergency response authorities and University administration, in accordance with established policies and procedures.
   1. The Campus Safety facility will serve as the Incident Command Center (ICC) for the University during the critical incident. All outside information flows into this area and out to incident. The Assistant Vice President for Campus Safety or designee will contact University administration as to the extent of damage or seriousness of the incident and recommends whether the ICC should be placed into operation.
   2. The Incident Commander is in charge at the scene of the incident unless such responsibility is transferred to another unit; for example, the fire department in the event of a fire or Johnson County HAZMAT in the event of a chemical incident. When the situation is brought under control, responsibility is transferred back to the University.
   3. Decisions to close and evacuate a building or to isolate an area immediately after an incident may be made by the Iowa City Fire Department, Johnson County HAZMAT Team, or Campus Safety, who may consult with University Environmental Health and Safety, Facilities Management, and/or others as needed.
   4. Decisions to reoccupy a building will be made by the agencies identified in paragraph (3) above or by the Critical Incident Management Team. The primary consideration for reoccupying, after consulting with additional resources, will be the safety of the occupants.

1. Location. The location for the ICC will be University of Iowa Campus Safety facility, located in the University Capitol Centre (UCC).
   
   As needed, the University of Iowa will coordinate with Iowa City, Coralville, and Johnson County agencies through the county's Emergency Operations Center for emergencies involving the city and other areas of the county.
2. Purpose and role. The purpose of those staffing the ICC is to coordinate response to major emergencies at the University of Iowa and to assist and facilitate the Incident Commander in providing resolution to the incident. The ICC provides information for the support functions of the Critical Incident Management Team to facilitate crisis response and recovery. 

1. Transportation of persons shall be coordinated with appropriate Campus Safety and Parking and Transportation personnel for the purpose of evacuation and relocation of persons threatened by or displaced by the incident. A temporary shelter or facility such as Burge Hall, the Iowa Memorial Union, the Field House, or Carver Hawkeye Arena will be selected if needed. Coordination for assistance, equipment, and supplies will be determined at the relocation site as needed.
2. The primary responsibility for the protection of property, assessment of damage, and restoration of normal operations shall be given to the appropriate University service unit. These University service units will include:
   1. Facilities Management: Coordinates all services for the restoration of electrical, plumbing, heating, and other support systems as well as environmental enclosure and structural integrity. Assesses damage and makes a prognosis for occupancy of the structure affected by the disaster.
   2. Information Technology Services: Coordinates support for data-processing resources at the main data center and the designated recovery sites; provides alternate voice and data communications capability in the event normal telecommunication lines and equipment are disrupted by the disaster. Evaluates the requirements and selects appropriate means of backing up the ITS telecommunications network.
   3. Campus Safety: Provides safety and security for people and facilities, as well as emergency support to affected areas, and notification mechanisms for problems that are or could be disasters. Extends a security perimeter around the functional area affected by the disaster.
3. Evacuation/rescue plan for persons with disabilities. Even though emergency personnel usually are available to assist with evacuation, this may not always be the case. People with concerns that would make independent evacuation difficult are encouraged to make alternative plans and arrangements in advance which will increase the likelihood that individuals will be able to exit a building safely in the event of an emergency. Check to see if your building has a staff member serving in the role of Building Coordinator. Individuals are encouraged to discuss evacuation/rescue needs with the Building Coordinator if applicable.
   
   Every individual must quickly become familiar with their area by locating exits, stairwells, elevators, fire-fighting equipment, fire alarms, and possible areas of rescue.
   
   Note: Possible areas of rescue can be in a stairwell/fire escape, areas adjacent to a stairwell or fire escape, a window facing the outside, or a room within the structure; attempt to select a room with a phone. It is understood that older structures may not have adequate landings within the stairwells to accommodate wheelchairs. Individuals are encouraged to use protected stairwells for exiting if possible.
   
   Those who have difficulty speaking or those with hearing impairments who have difficulty judging volume are encouraged to carry a whistle or a similar device for the purpose of announcing their location to emergency services personnel conducting rescue searches and to carry personal cell phones to contact emergency services personnel. If assistance is needed, call Campus Safety at 319-335-5022.
   
   Note: When calling a University number from a cell phone, you must press all seven digits. Depending on your phone service, you may also have to include the area code. In case of an emergency, press 911. Be prepared to give your name, your building, floor and location, the reason why you are calling, and your particular needs.
   
   Advise others (supervisors, administrators, instructors, colleagues, fellow students) about any concerns that you may have related to emergency exiting and how they can assist you in the event of an emergency. This can include assistance in exiting a building, assistance to areas of rescue, and alerting emergency services of your location. (For exiting concerns related specifically to tornadoes or bomb threats, please see Campus Safety's Emergency Response Guide.)
4. Assisting people with disabilities: Evacuation guidelines. It is recommended that each department establish a "buddy" system in which volunteers and alternates are recruited and paired with persons who have known disabilities that would create special evacuation needs. Volunteers should become familiar with the special evacuation needs of their buddies and plan to alert and assist them if an evacuation is ordered. Volunteers should keep in mind that many people with disabilities can assist in their evacuation.
   1. People with visual disability. In the event of an emergency, tell the person the nature of the emergency and offer to serve as a guide. As you walk, tell the person where you are and advise of any obstacles. Do not grasp the person's arm. Extend and offer your arm for the individual to grasp.
   2. People with hearing disability. People with hearing impairments may not perceive audio emergency alarms, and an alternative warning technique is required. Two methods of warning are:
      1. Writing a note telling what the emergency is and the nearest evacuation route/safe staging area.
      2. Tapping the person on the shoulder or turning the light switch on and off to gain attention, then indicating through gestures, or in writing, what is happening and what to do.
         
         Note: Most modern fire alarm systems are equipped with flashing lights to alert people with hearing impairments.
   3. People using crutches, canes, or walkers. When it is not possible for the person to exit quickly, various carrying options include: using a two-person lock-arm position, having the person sit in a sturdy chair — preferably with arms; some buildings have evacuation chairs specific for stairway travel (familiarization with these chairs is advised.) For level travel, an office chair with wheels could be utilized.
   4. People using motorized and non-motorized wheelchairs or other ambulation devices. The needs and preferences of people will vary. Most will be able to exit safely without assistance if on the ground floor. Two volunteers are needed in carrying a person and wheelchair. It is advisable to arrange a two-person, lock-arm carry or use an evacuation chair to manage stairways. Please keep in mind that some people have minimal ability to move, and lifting them may be painful and/or injurious. Additionally, some individuals may have respiratory complications and must be removed from smoke or fumes immediately.
      
      Always consult the person as to their preference with regard to:
      1. Ways of being removed from the wheelchair.
      2. The number of people necessary for assistance.
      3. Whether to extend or move extremities when lifting because of pain, catheter bags, braces, etc.
      4. Whether a seat cushion or pad should be brought along if they are removed from the chair.
      5. Being carried forward or backward on a flight of stairs.
      6. After-care needs, if removed from a mobility device (wheelchair, scooter, etc.). 

The University seeks to provide a work environment that supports people and the business of the University.

1. In those situations that, due to equipment malfunction, weather, or other crisis situations, work space is uninhabitable because of heat, cold, water, smoke, or other conditions that make the work site unsafe or uninhabitable, supervisors will make a decision relative to continuation of services at that location. If the supervisor, based on consultation with appropriate University officials, their knowledge of the term and severity of the condition, and based on a reasonable-person standard, decides to vacate the work site, they shall use the following guidance.
   1. If possible, services to students, faculty, staff, and the public should be continued at an alternate work location within the college, vice presidential area, or hospital unit/clinic. Supervisors should identify these alternate work locations in advance and advise faculty and staff of the location and the situations which would require relocation to the alternate work site (i.e., lack of heat, fumes, threats to safety/security).
   2. If space is not available in locations noted above for all or a portion of the affected staff, they should meet at public facilities on campus, i.e., Iowa Memorial Union, University Libraries. To the extent possible, normal work flow should be maintained. If computers, phones, and other necessary equipment are not available, staff should engage in planning, evaluation, or training activities which require staff presence but not operational equipment.
   3. If the options listed above are not feasible, the supervisor can authorize staff to work at home (if appropriate), or they may approve an alternate work schedule to make up the time.
   4. If none of the above options is feasible, staff may be required to utilize paid leave (vacation) or unpaid leave during periods of disruption. It is the University's intent to avoid this option if possible.
   Supervisors are responsible for monitoring the availability of the original work space and for notifying staff and faculty when it is appropriate to return to the regular work area.
2. Determinations as regards classes will be made by the academic units in coordination with the Office of the Executive Vice President and Provost.