Appendix A - Emergency Management Program

Office of Emergency Management (OEM)

What is Emergency Management?

All communities are vulnerable to a variety of hazards.  Emergency management provides a structure for anticipating and dealing with preparedness, prevention, protection, response, recovery and mitigation of, those hazards.  Emergency management is an interdisciplinary field which addresses the strategic organizational management processes according to phases before, during, and after emergency or disaster events.  The effectiveness of emergency management rests on the ability of this network to support our community and first responders.

Emergency Management should meet the following principles: 

  • Comprehensive - emergency management programs should consider and take into account all hazards, all phases, all stakeholders and all impacts relevant to disasters.
  • Progressive - emergency management programs should anticipate future disasters and take protective, preventive, and preparatory measures to build disaster-resistant and disaster-resilient communities.
  • Risk-Driven - emergency management programs should use sound risk management principles (hazard identification, risk analysis, and impact analysis) in assigning priorities and resources.
  • Integrated - emergency management programs should ensure unity of effort among all levels of government and all elements of a community.
  • Collaborative - emergency management programs should create and sustain broad and sincere relationships among individuals and organizations to encourage trust, advocate a team atmosphere, build consensus, and facilitate communication.
  • Coordinated - emergency management programs should synchronize the activities of all relevant stakeholders to achieve a common purpose.
  • Flexible - emergency management programs should use creative and innovative approaches in solving disaster challenges.
  • Professional - emergency management programs should value a science and knowledge-based approach based on education, training, experience, ethical practice, public stewardship, and continuous improvement.

Mission

To ensure the safety, well-being, and continuity of 亚洲情色, the Office of Emergency Management develops and implements comprehensive emergency management strategies prioritizing proactive preparedness and mitigation, effective response, and adaptive recovery. Through collaborative partnerships, community engagement, and innovative solutions, we strive to cultivate a resilient and secure environment, foster a culture of readiness, and empower our diverse community to thrive in the face of unforeseen challenges

Vision

Embracing the importance of continuous improvement, 亚洲情色 OEM aspires to a collective growth which not only strengthens our home institution, but also contributes to the broader advancement of the emergency management profession at institutes of higher education. Through a dedicated collaborative approach, we seek to elevate the standards of the profession, challenge biases and prioritize people in an effort to better serve our community and profession. 

Values 

At the heart of 亚洲情色鈥檚 Office of Emergency Management (OEM) are the foundational values guiding our actions, decisions and interactions. These values reflect our unwavering commitment to fostering a resilient and safe community. As members of the OEM team, we embrace the following principles:

  • Ethical behavior 

We adhere to the highest standards of ethical conduct and leadership, ensuring transparency, integrity and accountability in all our endeavors

  • Professional Expertise 

In order to safeguard our institution and continuously excel, we strive to maintain a high level of expertise in disaster response, emergency management and continuity planning.

  • Community Support

We are dedicated to connecting with, educating and empowering our community. We recognize the wellbeing of individuals is paramount in fostering a positive and thriving environment

  • Respect and inclusivity

Through cooperative and collaborative relationships, we understand that working together is essential for building a resilient and interconnected community. We embrace diversity and work to build an inclusive environment that respects and celebrates everyone. 

Program Goals and Objectives

  • Protection of life and property
  • Supporting the University's mission
  • Coordination of Incident Management efforts
  • Supporting first response efforts
  • Supporting the security of the University's critical infrastructure and facilities
  • Assisting with the coordination of the resumption of University functions, including education, research, and business systems

Program Structure

The Executive Director of the Office of Emergency Management, who shall have the full responsibility for all elements of the program, shall lead OEM.  The Executive Director shall manage staff members and student interns assigned to OEM. See Figure A.1 for an organizational chart of the program.

Organizational Chart

Historical Overview of the 亚洲情色 Emergency Management Program

In 2002, the Office of Environmental Health and Safety (EH&S) recognized the need for an expansion of emergency preparedness activities at 亚洲情色.  An existing staff member was tasked with half of his time (.5 FTE) with emergency preparedness duties and was given the title of 鈥淓mergency Response Coordinator鈥.  This was the first time 亚洲情色 had specifically tasked a staff member with the coordination of emergency management responsibilities.

In January 2006, the Division of Administration underwent reorganization and the reporting structure for EH&S was altered.  Rather than reporting to the Chief of Police, the Associate Director of EH&S was now assigned to report to the Associate Vice President for Administrative Services.  During this reorganization, it was determined the Emergency Response Coordinator would remain within the University Police reporting structure.  This staff member was reassigned to university police and the job title was officially changed to 鈥淪pecial Services Coordinator鈥.  The duties of this staff member were now 100% (1.0 FTE) associated with emergency management.  亚洲情色 was the first SUNY campus to assign 100% of an employee鈥檚 duties to emergency management.  Approximately one year later, the staff member鈥檚 title was changed to 鈥淓mergency Manager鈥 so as to more accurately reflect his responsibilities.  In November 2011 this staff member was promoted to the position of 鈥淒irector of Emergency Management鈥.  

In the spring of 2018 the emergency management program was part of a significant restructuring within the Division of Operations.  A new position, the Associate Vice President for Emergency Services, was created.  The Director of Emergency Management was promoted to Executive Director and reported to the new AVP for Emergency Services.  Emergency Management reporting structures were removed from University Police and the program was renamed the Office of Emergency Management (OEM).  A new staff position, 鈥淓mergency Management Assistant鈥, was created and staffed.  The Director of Environmental Health and Safety鈥檚 (EH&S) reporting structure changed and would now report to the Executive Director of OEM.

In 2020 the Office of Emergency Management was faced with coordinating significant elements of the University鈥檚 response to COVID-19.  To build capacity within OEM, a staff member from EH&S was temporarily assigned to assist with the coronavirus response.  This staff member began working under a temporary assignment in March of 2020.  In July of 2020 the staff member was permanently assigned to OEM and assigned the title, 鈥淐ontinuity Planner鈥.

COVID-19: During the response to COVID-19, additional duties were added to OEM.

  • Management of Isolation / Quarantine Housing
    • Assigned to the Emergency Management Assistant, position title changed to coordinator
    • Full-time, temporary employees were hired to coordinate the housing and provide direct assistance to students assigned to the IQ housing. The number of staff varied each semester, ranging from four to eleven.
    • Part-time students and volunteers added during peak times to assist with 
  • Management of surveillance testing
    • Assigned to the Continuity Planner
    • Approximately 200 part-time staff were hired to staff a COVID-19 testing site
    • Operational or 8-hours, weekdays
    • Goal = 1,000 鈥 2,000 individuals tested each day

In the spring of 2023, COVID responsibilities faded for the Office of Emergency Management. Temporary staff hired to assist with Q/I operations were reassigned to assist with ongoing OEM projects including PPE stockpile inventories, Incident Action Plan creation, life safety equipment management including AEDs, Stop the Bleed, Narcan庐, etc. 

During this same semester, the Continuity Planner accepted another position on campus. With this opening, OEM chose to restructure. Rather than refill the mid-level continuity position, two new entry-level positions were created:  

    • Training & Exercise Planner
    • Equipment and Engagement Coordinator

These two new positions would report to the previous Emergency Management Coordinator, now promoted with the new title, Deputy Emergency Manager. 

亚洲情色鈥檚 progressive attitude towards emergency preparedness has made this program the oldest in SUNY and an exemplary program both inside and outside of New York State.

Emergency Management Advisory Committee

To assist the emergency program, an advisory committee may be established.  The 亚洲情色 University Emergency Management Advisory Committee may provide input to or assist in the coordination of the preparation, implementation, evaluation, and revision of the 亚洲情色 emergency management program.  The advisory committee shall include OEM staff and others who have the appropriate expertise, knowledge of the university, and the capability to identify resources from all key functional areas within the university.

Roles and Responsibilities

The director of emergency management oversee the planning, development and implementation of all emergency management programs, supervises all personnel assigned to emergency management and is esponsible for the overall success of the program.

Executive Director of Emergency Management

Provide strategic planning, development and implementation of all emergency management programs.  Supervise the Deputy Emergency Manager and Director of Environmental Health & Safety.  Responsible for the overall success of the program.

Associate Director of Emergency Management

Under the direction of the Executive Director of Emergency Management, oversee activities and functions of the program to ensure that goals and objectives are accomplished in accordance with established priorities, time limitations, finding limitations and/or other specifications. Supervise the Training & Exercise Planner and Engagement & Equipment Coordinator, as well as student assistants as appropriate. 

Training & Exercise Planner

Under the direction of the Deputy Emergency Manager, assist with OEM goals with a strong focus on the building of a sustainable multi-year training and exercise program and plan development. 

GIS Specialist and Public Safety Coordinator

Under the direction of the Deputy Emergency Manger, assist with OEM goals with a strong focus on community engagement, GIS mapping, and management of life safety equipment across university properties.

Emergency Management Student Interns

Under the direction of OEM staff, assist with projects and tasks to ensure that goals and objectives are accomplished in accordance with established priorities, time limitations, finding limitations and/or other specifications.

Associate Vice President for Emergency Services (Vacant) 鈥 Vice President for Operations

Provide direct supervision to the Executive Director of Emergency Management.  Support and promote the emergency management program through the advocacy for financial resources and senior level administrative support.

Emergency Management Advisory Committee

The 亚洲情色 Emergency Management Advisory Committee may provide input to or assist in the coordination of the preparation, implementation, evaluation, and revision of OEM policies and procedures.

Method of Program Evaluation

The 亚洲情色 Emergency Management program is more than the activities of delivering services.  The program is a highly integrated set of activities that aims to meet a verified need at the university by accomplishing defined outcomes among the campus community and by evaluating those outcomes to determine if they are being achieved among those clients.

Thus, OEM includes a process to verify the actual needs of the university.  These needs shall be identified through a hazard assessment process defined in the 亚洲情色 University Comprehensive Emergency Management Plan (CEMP).  Once this assessment is complete, a mitigation plan shall be developed in order to establish the desired outcomes and objectives of the program.  To determine if the desired outcomes are being achieved, a program evaluation should be conducted regularly.

As necessary, the Executive Director of Emergency Management shall provide a report to the AVP for Emergency Services as well as to the Emergency Management Advisory Committee detailing the status of objectives defined in the mitigation plan and to review/reassess the hazard assessment plan.  The AVP for Emergency Services and the Advisory Committee shall review the report for the purpose of providing insight and guidance for the program.

Records Management Practices

Emergency management stores records as determined by standard business practices.  Long-term storage may entail packing records in a box and sending it to an appropriate storage facility.  There is, however, no departmental index of the records stored.  Although emergency management maintains records in storage, there is generally no easy way to access this information other than to open boxes and search for the needed record.  Working files and records not moved to long-term storage shall be maintained in the office(s) of emergency management staff.