Emergency Operation Plan: Emergency Operation Team Responsibilities

University President

  • Retains, at all times, executive authority to make decisions concerning overall management.
  • Grants the Incident Commander the authority to make executive decisions concerning the overall management of the emergency.
  • Announces levels of campus evacuations. All decisions concerning the discontinuation of university functions, cancellation of classes, or cessation of operations, rests with the President or his/her designee.
  • President or his/her designee shall be responsible for declaring any major institutional disaster.
  • Works with the Damage Assessment Team in assessing damages from the emergency and preparing the university’s specific responses.
  • Activating the business continuity plan (Annex A: Business Continuity Plan).
  • Informs all employees under his/her direction of the emergency situations as appropriate.
  • Consulting with and advising appropriate officials (system, local, state, federal) during declared emergencies, disaster declaration and when implementation of the business continuity plan.
  • Understands the EOP and is prepared to accept incident responsibilities as needed, as directed by the Incident Commander or Emergency Management Coordinator, or designee.

Provost & Vice President for Academic Affairs

  • Informs all employees under his/her direction of the emergency situations as appropriate.
  • Coordinates implementation of emergency procedures.
  • Ensures emergency guidelines are established for appropriate departments.
  • Ensures that all faculty members are aware of Emergency Operation Plan drills and participates in drills and exercises.
  • Understands the EOP and is prepared to accept incident responsibilities as needed, as directed by the Incident Commander or Emergency Management Coordinator, or designee.
  • Activating the business continuity plan (Annex A: Business Continuity Plan) in coordination with the President and Vice-President for Finance and Administration.
  • Ensures emergency guidelines are established for appropriate departments.
  • Understands the EOP and is prepared to accept incident responsibilities as needed, as directed by the Incident Commander or Emergency Management Coordinator, or designee.
  • Identifying and prioritizing of recovery needs for activities and operations of the Division of Student Affairs.
  • Identifying and assessing impact on faculty.
  • Reassignment of classes as necessary depending on magnitude of impacts of the emergency.

Vice-President for Finance & Administration

  • Informs all employees under his/her direction of emergency situations as appropriate.
  • Coordinates implementation of emergency procedures.
  • Activating the business continuity plan (Annex A: Business Continuity Plan) in coordination with the President and Provost & Vice President for Academic Affairs.
  • Ensures emergency guidelines are established for appropriate departments.
  • Determining necessary resources for keeping the campus safe and minimizing health risks.
  • Coordinates financial resources for response and recovery operations, including:
    • Ensuring expenditures are made in accordance with rules
    • Payroll, vendors, etc.
    • Coordination with bank and creditors as appropriate
    • Payment of invoices
  • Coordinates physical resources for response and recovery operations, including:
    • Reestablishing utilities for the University
    • Restoring campus safety and security
    • Identifying available alternate building space to meet requirements of essential displaced essential functions
  • Managing the restoration of IT infrastructure on campus, including:
    • Telecommunications
    • Networking
    • Infrastructure services that are managed by Computing and Information Services
    • Instructional Technology Services
    • Instructional Media Services
    • Enterprise Information Systems
    • Educational Broadcast Services
  • Assist in the assessment and prioritization of IT resources that are required to recovering essential departmental functions and applications.
  • Serves as a member of the Damage Assessment Team.
  • Understands the EOP and is prepared to accept incident responsibilities as needed, as directed by the Incident Commander or Emergency Management Coordinator, or designee.

Vice President for Student Affairs, Dean of Students

  • Informs all employees under his/her direction of emergency situations as appropriate.
  • Coordinates implementation of emergency procedures.
  • Ensures emergency guidelines are established for appropriate departments.
  • Assigns proper assistance with staffing in all incidents involving students.
  • Coordinates activities with Student Government Association.
  • Assists with emergency response within all divisional departments.
  • Serves as a member of the Damage Assessment Team.
  • Understands the EOP and is prepared to accept incident responsibilities as needed, as directed by the Incident Commander or Emergency Management Coordinator, or designee.
  • Identify impacts to on-campus and off-campus housing and evaluate alternatives for interim housing.
  • Providing support services and health services (medical and counseling) to affected students.

Vice President for Research and Economic Development

  • Informs all employees under his/her direction of the emergency situations as appropriate.
  • Coordinates implementation of emergency procedures.
  • Ensures emergency guidelines are established for appropriate departments.
  • Ensures that all research staff are aware of Emergency Operation Plan drills and participates in drills and exercises.
  • Establishing prioritized needs for recovery of research departments and labs
  • Identifying and prioritizing campus needs relative to recovery or preservation of research
  • Reporting to state and federal agencies for grants, research compliance and/or Biosafety
  • Identifying and prioritizing needs for care and maintenance of research animals
  • Ensures all employees under his/her direction attend safety training courses.
  • Understands the EOP and is prepared to accept incident responsibilities as needed, as directed by the Incident Commander or Emergency Management Coordinator, or designee.

Vice President for Philanthropy & Engagement

  • Informs all employees under his/her direction of the emergency situations as appropriate.
  • Coordinates implementation of emergency procedures.
  • Ensures emergency guidelines are established for appropriate departments.
  • Identifying and prioritizing of recovery needs for activities and operations of the Division.
  • Understands the EOP and is prepared to accept incident responsibilities as needed, as directed by the Incident Commander or Emergency Management Coordinator, or designee.

Vice President for Enrollment Management

  • Informs all employees under his/her direction of the emergency situations as appropriate.
  • Coordinates implementation of emergency procedures.
  • Ensures emergency guidelines are established for appropriate departments.
  • Identifying and prioritizing of recovery needs for activities and operations of the Division.
  • Understands the EOP and is prepared to accept incident responsibilities as needed, as directed by the Incident Commander or Emergency Management Coordinator, or designee.

Chief Marketing and Communications Officer

  • Coordinating and disseminating accurate and timely information to diverse internal and external audiences –students, faculty, staff, parents, visitors, Former Students and the media.
  • Identifying and prioritizing of recovery needs for activities and operations of the department.
  • Assisting in the evaluation of the severity of the emergency and develop strategies regarding how information is to be released and who should speak for East Texas A&M University.
  • Assist with establishing and operation of a Joint Information Center (JIC) to help control and manage the flow of accurate and timely information
  • Ensuring sustained capability to effectively utilize various avenues of communication (website, social media, email)
  • Engaging partner organization's Public Information Officers/Media Relations personnel to assist in ongoing communications efforts
  • Coordinating and facilitating media briefings.
  • Ensures all available resources are available for emergency notifications and media engagements.

Director of Athletics

  • Informs all employees under his/her direction of the emergency situations as appropriate.
  • Assigns proper assistance with staffing in all incidents involving student athletes.
  • Assigns proper assistance with staffing in all incidents involving athletic facilities.
  • Coordinates implementation of emergency procedures.
  • Ensures emergency guidelines are established for appropriate departments.
  • Identifying and prioritizing of recovery needs for activities and operations of the Division.
  • Identify impacts to student athletes and evaluate alternatives for student athlete support.
  • Understands the EOP and is prepared to accept incident responsibilities as needed, as directed by the Incident Commander or Emergency Management Coordinator, or designee.

Director of Environmental Health & Safety

  • May serve as Incident Commander
  • Works with the University Chief of Police to identify proper delegation of the Safety Officer.
  • Informs all employees under his/her direction of the emergency situations as appropriate.
  • Ensures emergency guidelines are established for department.
  • Ensures all employees under his/her direction attend safety training courses as required.
  • Serves as a member of the Continuity Planning Team, Continuity and Recovery Group and Damage Assessment Team.

University Police Chief

  • May serve as Incident Commander
  • Acts as a liaison between the Incident Command and EMT, if not designated as Incident Commander.
  • Works with the University Director of Environmental Health and Safety to identify proper delegation of the Safety Officer.
  • Informs all employees under his/her direction of the emergency situations as appropriate.
  • Coordinates implementation of emergency procedures for department.
  • Ensures emergency guidelines are established for department.
  • Ensures all employees under his/her direction attend safety training courses as required.

Emergency Management Program Manager

  • Serves and the Emergency Management Coordinator
  • Acts as a liaison between the Incident Command and EMT, if not designated as Incident Commander.
  • Implements the emergency procedures for department.
  • Serves as Emergency Operation Center Controller
  • Prepares all initial Incident Action Plans for emergencies that activate the EOC or EOP.
  • Provides operational support as needed.
  • Ensures EOC staffing is maintained

Director of Residential Living & Learning

  • Informs all employees under their direction of the emergency situations as appropriate.
  • Coordinates implementation of emergency procedures for department.
  • Ensures emergency guidelines are established for department.
  • Ensures all employees under his/her direction attend safety training courses as required.
  • Provides operational support to command staff regarding questions or response activities needed of student housing.

Director of Facilities

  • Informs all employees under his/her direction of the emergency situations as appropriate.
  • Coordinates implementation of emergency procedures for department.
  • Ensures emergency guidelines are established for department.
  • Ensures all employees under their direction attend safety training courses as required.
  • Provides operational support to command staff for matters related to facilities, including structural repair, building and site assessment, contractor needs, and equipment resource needs.

Associate Provost for Academic Foundations

  • Informs all employees under his/her direction of the emergency situations as appropriate.
  • Coordinates implementation of emergency procedures for department.
  • Ensures emergency guidelines are established for department.
  • Ensures all employees under his/her direction attend safety training courses as required.
  • Provides operational support related to information request or needs of faculty.
  • Provides recommendation for correct faculty inclusion regarding emergency response and communication.

Chief Information Officer

  • Informs all employees under his/her direction of the emergency situations as appropriate.
  • Coordinates implementation of emergency procedures for department.
  • Ensures emergency guidelines are established for department.
  • Ensures all employees under his/her direction attend safety training courses as required.
  • Provides technical support to the EOC
  • Provides recommendation and direction for all matters related to technology needs of plan activation and recovery.

Director of SSC

  • Informs all employees under his/her direction of the emergency situations as appropriate.
  • Coordinates implementation of emergency procedures for department.
  • Ensures emergency guidelines are established for department.
  • Ensures all employees under his/her direction attend safety training courses as required.
  • Provides operational support to command staff for matters related to facilities, including structural repair, building and site assessment, contractor needs, and equipment resource needs.
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