I. General Policy
The University uses an all-hazards approach to Emergency Management to prevent, mitigate, prepare, respond, and recover from emergency and crisis situations. The University’s preparation for and response to an emergency is the responsibility of Emergency Management (EM). EM is responsible for all phases of emergency management to prepare the university for emergencies/crises related to larger (150 or more expected attendees) planned events and incidents. EM is led by an emergency manager who serves as the director of the program. The director then coordinates the university’s designated “essential” employees to form the Incident Management Team (IMT). The university has adopted the National Incident Management System (NIMS) and responds to incidents and events using the Incident Command System (ICS).
II. Roles and Responsibilities
A. Authority
The President has delegated authority to the Executive Vice President for Operations, Finance, & Support to declare a campus emergency and oversee the management of incidents on the campus. The Executive Vice President for Operations, Finance, & Support is the chair of the Crisis Management Advisory Committee (CMAC). The director of Emergency Management is the leader of the IMT and manages the overall operations of incidents or events that involve coordination of multiple departments and/or outside resources to stabilize or manage the incident/event (as outlined in the Emergency Operations Plan (EOP)).
When the IMT communicates a response to an emergency, that response is the primary response governing the actions of any School, Division or Department, in order to avoid conflicting responses, directives or use of resources. All responses at these levels are subordinate and complementary to the University’s overall emergency response.
III. Definitions
All-hazards – an approach that considers the full range of threats, man-made and natural, accidental and premediated disasters, and other emergencies.
CMAC-Crisis Management Advisory Committee
IMT- Incident Management Team
COOP Plan- Continuity of Operations Plan
Crisis- an event that disrupts normal university operations and can potentially put students,
patients, visitors, faculty, staff, or property at risk.
Emergency- Incidents that involve two or more departmental responses and/or require external
resources to stabilize the situation.
EOP- Emergency Operations Plan
HMP- Hazard Mitigation Plan
NIMS- The National Incident Management System (NIMS) provides a systematic, proactive approach to guide departments and agencies at all levels of government, nongovernmental organizations, and the private sector to work seamlessly to prevent, protect against, respond to, recover from, and mitigate the effects of incidents, regardless of cause, size, location, or complexity, in order to reduce the loss of life and property and harm to the environment.
IV. Elaboration of Policy
A. Guidance
In managing emergencies, the University is guided by these criteria, in order of priority:
- Life Safety
- Incident stabilization
- Protection of property and the environment, key assets, and preservation of research.
- Resumption of Research and Teaching
B. Organization/Roles & Responsibilities
The CMAC membership is comprised of senior leadership of the university who provide overall strategic and policy direction to the IMT. The CMAC meets quarterly to address policy and planning issues. It also deploys in times of crisis to make policy decisions and provide overall priorities and generalized direction to the IMT.
The IMT is comprised of essential personnel from across the University and is responsible for developing the objectives, strategies, and tactics necessary for incident and event management. The IMT meets quarterly and may be convened more often as needed.
The University adheres to NIMS concepts and outlines the desired actions of first responders and field-based operations in accordance with ICS.
C. Planning
Emergency Management has developed and maintains 3 core plans and their supporting annexes:
- Hazard Mitigation Plan – This plan identifies the hazards and risks most prevalent for Rice University and is used to build capabilities to mitigate and respond effectively.
- Emergency Operations Plan (EOP) and Annexes – The EOP addresses the authorities and process involved in managing incident and large events at the University. The annex outlines the work involved in mitigation, preparedness, response and recovery.
- Continuity of Operations Base Plan and Accompanying Annexes (COOP) – Identifies essential functions, personnel, equipment, resources and technology systems and databases needed to resume campus services by department and provides lines of succession for leadership.
All other departmental level plans are subordinate to these university-wide plans.
D. Communications
Crisis communications systems are managed by Emergency Management to facilitate emergency notifications, incident response, and hazard communication. These systems include:
- Outdoor Warning System
- Mass Notification System – RICE ALERT
- Interoperable Radio Communications
- Incident Management Software
- Weather monitoring stations/systems
These systems enable timely critical information sharing and effective crisis/emergency communications. Misuse of these systems is a violation of policy and is punishable up to and including termination.
V. Cross References to Related Policies
Laboratory Safety Policy, 313
Crisis Pay Guidelines
Environmental Health and Occupational Safety Program, Policy 805
VI. Responsible Official and Key Offices to Contact Regarding the Policy and its Implementation
Responsible Official: Executive Vice President for Operations, Finance, & Support
Key Office: Emergency Management
VII. Links to Procedures or Forms
Signatures
Reginald DesRoches, President
Policy History
Issued
November 1, 1996
Revised
May 3, 2023
Clerical Changes
September 30, 2022
January 18, 2023
January 20, 2023
January 31, 2023
August 15, 2023
December 5, 2023
March 4, 2024