AP 3505 Emergency Response Plan - Administrative Procedures, Chapter 3 General Institution

  • References: Education Code Sections 32280 et seq. and 71095; Government Code Sections 3100 and 8607(a); Homeland Security Act of 2002; National Fire Protection Association 1600; Homeland Security Presidential Directive-5; Executive Order S-2-05; California Code of Regulations Title 19, Sections 2400-2450; 34 Code of Federal Regulations Section 668.46(b)(13) and (g)

Emergency Response and Evacuation Procedures

General information about the emergency response and evacuation procedures for the District are publicized each year as part of the District’s Clery Act compliance efforts and that information is available at the Campus Police Services office on the Fremont campus or on the Ohlone College web site. 

All members of the campus community are notified on an annual basis that they are required to notify the Campus Police Service Department, any Responsible Security Official or college district employee of any incident on campus that involves a significant emergency or dangerous situation that may involve an immediate or ongoing threat to the health and safety of students and employees on campus.  Campus Police Services has the responsibility of responding to, and summoning the necessary resources, to mitigate, investigate, and document any situation that may cause a significant emergency or dangerous situation.  In addition, Campus Police Services has a responsibility to respond to such incidents to determine if the situation does in fact, pose a threat to the community.  If so, federal law requires that the institution immediately notify the campus community or the appropriate segments of the community that may be affected by the situation.

Upon confirmation or verification by the District that a legitimate emergency or dangerous situation involving an immediate threat to the health or safety of students or employees occurring on campus, the District will determine the content of the message and will use some or all of the systems described below to communicate the threat to the campus community or to the appropriate segment of the community, if the threat is limited to a particular building or segment of the population.  The District will, without delay, take into account the safety of the community, determine the content of the notification and initiate the notification system, unless issuing a notification will, in the judgment of the first responders (including, but not limited to Campus Police Services) compromise the efforts to assist a victim or to contain, respond to, or otherwise mitigate the emergency.

In the event of a serious incident that poses an immediate threat to members of the campus community, the District has various systems in place for communicating information quickly.  Some or all of these methods of communication may be activated in the event of an immediate threat to the campus community.  These methods of communication include network emails, emergency text messages that can be sent to a phone or Personal Digital Assistant (individuals can sign up for this service on the District web site), public address system,  District website and emergency messages posted on the electronic billboards at the entrances to the college campuses.  The District will post updates during a critical incident on the District web site at www.ohlone.edu.  Individuals can call the District’s recorded information telephone line at (510) 659-6111 for updates. E-mail messages and updates will be sent out and text messages to those who have signed up with AlertU.The Ohlone Community College District has adopted AlertU as one means of communicating with students, staff, and faculty during a campus emergency, such as a natural disaster or safety threat.

AlertU is a text based mass communication system that is of no cost to participants. AlertU is an "opt in" program and users can "opt out" at anytime.

With AlertU, school administrators can send text alerts to subscribers’ mobile devices and communicate critical information in real-time.
There are the three methods for "opting in":

The District’s Public Information Officer will be responsible for the dissemination of emergency information to the larger community through e-mail, radio, TV alerts, and electronic sign boards.

Testing Emergency Response and Evacuation Procedures

An evacuation drill is coordinated by Campus Police Servicestwo times a year for all facilities on campus.  Students learn the locations of the emergency exits in the buildings and are provided guidance about the direction they should travel when exiting each facility for a short-term building evacuation.  Campus Police Services does not establish locations for evacuation in advance because those decisions are affected by time of day, location of the building being evacuated, the availability of the various designated emergency gathering locations on campus, and other factors such as the location and nature of the threat.  In both cases, Campus Police Services and District staff on the scene will communicate information to students regarding the developing situation or any evacuation status changes.

Evacuation drills are monitored by Campus Police Servicesand District administration to evaluate egress and behavioral patterns.  Reports are prepared by participating departments which identify deficient equipment so that repairs can be made immediately.  Recommendations for improvements are also submitted to the appropriate departments and offices for consideration.

The District conducts numerous announced and unannounced drills and exercises each year and conducts follow-through activities designed for assessment and evaluation of emergency plans and capabilities.  Campus Police Services and District administrationcoordinate announced and unannounced evacuation drills twice annually, as described above, to test the emergency response and evacuation procedures, and to assess and evaluate the emergency evacuation plans and capabilities.  For each test conducted, the Campus Police Services Chief or designee will document a description of the exercise, the date, time, and whether it was announced or unannounced.  The District will publish a summary of its emergency response and evacuation procedures in conjunction with at least one drill or exercise each calendar year.

Purpose

The Emergency Response Plan is the District’s planned response to all hazards on or affecting the campus or surrounding community.  The plan will be activated by the District President/Superintendentor his/her delegated representative.  The emergency response plan details actions and responsibilities for all employees of the District including those on the Emergency Operations Center (EOC) staff.

Responsibility

Government Code Sections 3100-3101 state that all employees of the District are declared civil defense workers during emergencies, subject to such defense activities as may be assigned to them.  Federal and state regulations further state that all employees of the District must be trained and qualified in specified Federal Emergency Management Agency (FEMA) courses depending on an employee’s emergency response responsibilities.

Emergency Operations Center (EOC)

The Emergency Operations Center (EOC) will be activated during emergency situations.  The President/Superintendent or his/her designated representative will activate the EOC.  The EOC may be staffed by one or more key administrators depending on the situation and response.  The EOC staff will direct the District’s response to the emergency situation, coordination with outside agencies and requests for outside support.  The EOC staff will be aided in their duties by Building Monitors that are trained response personnel from the District employees.

The EOC is composed of key administrators, record keepers, and the individual who is responsible for Administration of Justice.  The EOC shall:

  • Declare a major emergency in the event of earthquake, explosion, flood, etc.
  • Assess the overall disaster based on reports from area managers
  • Initiate the emergency notification chain (call back of employees)
  • Mobilize any additional staff to heavily damaged areas
  • Determine the “All-Clear” when the disaster is over

All press releases will be prepared by the Public Information Officer.  In absence of this person, the key administrator will designate an individual responsible for this function.

Preparedness

The District’s preparedness is based on pre-staged supplies, training and awareness, emergency drills, and support agreements with civil and private agencies.  All employees of the District will receive training in responding to and managing emergency situations according to federal and state laws and regulations.  The best response to emergency situations is preparedness.

Emergency Chain of Command

  • President/Superintendent 510-659-6200
  • VP Academic Affairs/Deputy Superintendent 510-659-6220
  • VP, Administrative Services 510-659-7307
  • VP, Student Services 510-659-6262
  • AVP, Academic Affairs 510-742-2302
  • AVP, Information Technology 510-659-7390
  • AVP, Human Resources 510-659-6088
  • Dean, Research & Planning 510-659-6064
  • Dean, Business Services 510-659-6060
  • Dean, Arts & Social Sciences 510-659-6216
  • Dean, Language & Communication 510-659-6173
  • Dean, Science, Engineering & Math 510-659-6191
  • Dean, Health Sciences 510-742-3103
  • Dean, Business, Technology & Learning Resources 510-742-3102
  • Dean, Counseling 510-659-6037

Emergency Assembly Areas

Emergency Designated Assembly areas will be listed in the published plan.  Additionally, signs designating the Assembly Areas will be posted.  Assembly areas will be subject to change during the construction period.

Day Instructors: Responsibilities

  1. Coordinate evacuation from classroom if necessary.
  2. Assist disabled individuals out of buildings without use of elevators.
  3. Assess overall situation in classroom.
  4. Initiate first aid if qualified individual is available.
  5. Report when students are safe to move to an emergency assembly point or command post.
  6. Assist area managers as necessary.
  7. Provide special assistance to any disabled individual in the area.

Remember, in the event of a major disaster, every community college employee automatically becomes a civil defense worker under Government Code Sections 3100-3101.

Evening Instructors: Responsibilities

  1. Coordinate evacuation from classroom if necessary.
  2. Assist disabled individuals out of buildings without use of elevators.
  3. Assess overall situation in classroom.
  4. Initiate first aid if qualified individual is available.
  5. Report when students are safe to move to an emergency assembly point or command post.
  6. Report via runner any casualties, structural damage, and hazardous material spills and status of volunteer student help control point of command post.

Other Employees: Responsibilities

  1. Follow survival instructions.
  2. Evacuate area if necessary.
  3. Assess immediate problems if possible.
  4. Report to area assembly point when safe.
  5. Assist area manager, as needed:
    1. Performing first aid (if qualified)
    2. Serving as a communication runner, etc.
    3. Conducting record keeping and note taking

Earthquake: Responsibilities in Case of Earthquake

Earthquake Survival Instructions

During the earthquake:

  • Keep calm—do not run or panic.
  • Remain where you are - indoors or outdoors.
  • If indoors, stay indoors.  Take cover under desk, table, or bench or in doorways, halls, or against inside walls.  Stay away from glass windows or sky lights.  Do not use elevators.  Do not run outdoors!  You may be hit by falling debris or live electrical wires.  Be aware that furniture moves in an earthquake.
  • If outdoors, get away from buildings.  Go to clear areas and stay away from walls, utility poles, and downed wires that could cause serious injury or death.
  •  Do not run through or outside buildings.  The greatest point of danger is just outside doorways and close to outer walls.
  • Protect yourself FIRST, then after shaking stops protect and/or help others.

After the earthquake:

  • If qualified, give first aid to anyone who is injured.  If not, assure that first aid is given by qualified person.
  • Wear shoes (flat heeled, preferable) in areas near fallen debris and broken glass.
  •  Clean up debris, glass, and spilled medicines as well as any flammable liquids, bleaches, and gasoline.
  • Restrict phone use to emergencies only.
  •  Be prepared for aftershocks.  These are usually smaller than the main quake, but some may be large enough to do additional damage to structures weakened during the main shock.

Explosions: Responsibilities in Case of Explosion

In the event of an explosion in the building, employees should:

  • Take cover under tables, desks, or other such objects that will give protection against flying glass and debris.
  • Set off fire alarm.  Stay at the fire alarm, if safe to do so.
  • Phone emergency/switchboard number - extension __ or dial 911.
  • After the affects of the explosion have subsided, determine if evacuations are necessary.
  •  If evacuation is necessary, exit building as directed.  Seek out any disabled persons and provide assistance.  Assign blind students a guide.  Assist wheelchair students or assign them a guide to get them to lobby near elevator.
  • Upon leaving the building, proceed to designated emergency assembly areas and await further instructions.

Fire: Responsibilities in Case of Fire

  • Use fire alarm box and stay at the box until emergency personnel arrive if fire is too large to fight.
  • If you are not near an alarm box, phone Emergency/Switchboard or Fire Department – 911
  • If fire can be easily extinguished, attempt to do so after notification is made.
  •  Seek out and assist disabled persons in the area.
  • Evacuate the building if necessary, closing fire doors.
  • If evacuated, proceed to designated emergency area for further instructions. Be prepared to account for all persons in your class under your control.

Evacuation: Responsibilities in Case of Evacuation

The purpose of any evacuation will be to empty a building or area of all occupants as quickly and safely as possible.

  • Building Evacuation:  In most cases that require the evacuation of only one building (fire, explosion, bomb threat), occupants should proceed to a clear or safe area near the evacuated building as shown on emergency evacuation route posted in classrooms.
  • General Evacuation:  When orders are given to evacuate a building (such as after an earthquake or major disaster), occupants should proceed to the main evacuation assembly areas (lower level parking lots or the Palm Bosque).   
  • Key administrators or other emergency personnel will be available to direct evacuees to clear or safe areas.
  • Evacuation of disabled persons will be given the highest priority.  They should be evacuated by the most expeditious and safe means available.  Turn lights on and off to alert hard of hearing to the emergency.  Assign a guide to blind students.  Carry pencil and paper to write messages, if necessary.
  • Wheelchair students should be assisted to area near elevator if working.  If not working, make arrangements to carry them down.
  • When evacuating building, occupants should walk, remain quiet, grasp handrails, and follow all other emergency instructions.
  •  Occupants will gather in the emergency assembly area and await further instructions.
  • Do not re-enter the building until instructed to do so by Command Post personnel.

Bomb Threats: Responsibilities in Case of Bomb Threats

Employees receiving a bomb threat or discovering a bomb or similar device should immediately notify the switchboard by dialing 6111 or 911.

  • If a bomb threat is received by phone, ask:
    •  When is the bomb going to explode?
    •  Where is the bomb right now?
    •  What kind of bomb is it?
    •  What does it look like?
    •  Why did you place the bomb?
  • Keep the caller on the phone as long as possible.  Record the following information for emergency personnel:
    • Time of call
    • Date of call
    • Exact words of person
    • Sex, age
    • Speech pattern
    • Background noises
  • If a bomb threat is received by mail, employees should:
    • Not handle the envelope or package
    • Leave the immediate area
    • Notify the switchboard (extension 6111 or 911) and stop anyone from entering the area or handling the written note.
  • If a suspicious object is discovered, the employee should:
    • Not attempt to touch or move the object or use any radio equipment.
    • Evacuate immediate area only.
    • Notify the switchboard (extension 6111 or 911) and await further instructions from operator.

Chemical Spill: Responsibilities in Case of Chemical Spill

  • Any campus spillage of a dangerous chemical shall be reported immediately.  Phone the switchboard, extension 6111 or 911.
  • When reporting, be specific about the nature of the involved material and the campus location.  The switchboard will contact the necessary specialized authorities and medical personnel.
  • Vacate the affected area at once and seal it off to prevent further contamination of others.
  • Anyone who may be contaminated because they were in the immediate area affected by the spill is to avoid contact with others as much as possible, remain in the vicinity, and give their names to the Director of Facilities Services or his/her designee.  Required first aid and clean up by specialized authorities should be initiated at once.
  • If necessary, because of the danger involved or if directed to do so by the District personnel, activate the building fire alarm system and follow the remaining steps.
  • Evacuate the building by quickly walking to the nearest exit, alerting people as you go.  Leave the elevators for disabled persons and assist them as necessary.
  • Direct any disabled persons to the elevator areas when they are located on floors above or below ground level until further direction is received from District personnel.  Assist disabled individuals in exiting the building on ground level floors.
  • Flash the lights on and off to alert deaf or hard-of-hearing students.  Write notes to explain what is happening.  Assign a guide for blind students.  Assign an assistant for wheelchair students.
  • Once outside, move to a clear area at least 50 feet away from the affected building.  If fumes are present, move cross wind, not upwind.  Keep the walkways clear for emergency vehicles.
  • To the best of your ability and without re-entering the building, assist District personnel in their attempt to determine that everyone has been evacuated safely.
  •  An emergency command post will be established.  Keep clear of the command post unless there is important information to report.
  • Do not return to a building until told to do so or until it is announced that all is clear.

Reporting Emergencies Not Previously Covered

  • The quickest and easiest way to obtain professional help for any type of emergency not specifically covered by these procedures is to phone the operator for assistance.  Dial extension 6111 or 911.
  • When calling, stay calm and carefully explain the problem and location to the operator.  If the switchboard number is busy call 9-1-1 during daytime hours, during evening hours call extension 6111 or 911.
  • Quickly notify the dean or immediate supervisor of the emergency and begin to take the appropriate action warranted by the situation.
  • If a sign language interpreter is needed to facilitate communication between off-campus hospital personnel and an inured deaf person, arrangements can be made by calling COMMEND - Communication Medical Emergency Network for the deaf at 1-800-422-7444 or LIFESIGNS at 1-800-633-8883 v/tdd.

Remain Calm - Help Others Remain Calm.

Adopted: June 2012