In the event of potential or actual disruptions which may be weather-related or a result of a catastrophic event such as fire or explosion, contact Campus Security

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Trinity University provides a learning environment that may be subject to major disruptions as a result of occurrences beyond the control of the institution. All members of the University community should exercise good judgment in responding to these events as the situation necessitates. The institution will try to provide emergency and limited services during periods of disruptions. The President or his or her designee shall make the determination to close the entire institution, suspend or postpone classes, curtail activities, or make the University available for community support.

Each department shall be responsible for the distribution of emergency information and the development of emergency procedures consistent with the responsibilities in its areas.

1. Authority to completely close the University rests with the President or his or her designee. In the absence of the President, the Vice President for Academic Affairs, in consultation with the Vice President for Fiscal Affairs, the Vice President for Advancement, and the Vice President for Student Affairs, will make that decision.

2. The authority to close individual University facilities or activities on the campus will rest with the director of that area or his or her designee in consultation with the appropriate vice president, if possible, and shall be coordinated with Campus Security.

3. In those cases where an emergency may be of such magnitude that it requires a timely decision, and the President and Vice Presidents are not available, those administrators or staff immediately involved with the problem shall take the action necessary to preserve life and property in conjunction with Campus Security until such time as an officer of the University can be contacted.

1. Communication of Information

a. Campus Security is responsible for notifying the Vice President for Fiscal Affairs of weather alerts, or notifying a department directly if the seriousness of the alert warrants it.

b. The Vice President for Fiscal Affairs may notify the President of the impending problem.

c. If the President is notified and deems that the institution is to be closed, employees are to be notified in the following manner:

1. The Office of Public Relations is to initiate procedures for announcements on the local radio and television stations. The President’s Office should notify Campus Security of the closing immediately.

2. Each Vice President shall initiate a telephone procedure for each unit and department in their division to notify personnel that the institution is closed, delayed in opening, or closing early.

3. The University switchboard will assist in the distribution of information to the public if staffing is available.

d. In those situations where the emergency is of such a nature as to affect only one facility or activity, the director of that area will develop a communication plan that includes Campus Security, the Office of Public Relations, the appropriate Vice President, the Physical Plant Office and the Office of Human Resources.

2. Department Responsibilities During Weather-Related Emergencies

a. Campus Security

1. To initiate weather emergency alert information.

2. To assist departments in the development of emergency procedures and plans.

3. To identify areas that are hazardous due to weather conditions and take appropriate measures (e.g., elevators, road conditions).

4. To provide such emergency service as is feasible during the weather alert.

5. To coordinate the distribution of emergency information.

b. Physical Plant Office

1. To ensure that utilities are checked and that an appropriate level of service continues.

2. To have emergency crews standing by to provide necessary support, such as sanding crews, electricians and other craftsmen.

3. To coordinate activities with Campus Security to ensure the distribution of emergency information, and to provide damage assessment.

c. Office of Public Relations

1. To notify radio and television stations of closing.

2. To collect information for a statement to the media.

d. Office of Human Resources

1. To develop policy guidelines for compensation of employees during times when the entire University is closed.

2. To develop policy guidelines for compensation of employees during times when individual facilities or activities are closed as a result of emergency conditions.

e. Support Services

1. Campus Dining Services shall develop procedures to ensure that there are adequate supplies and staffing to support Residential Life operations and individuals stranded due to the emergency.

2. The Office of Health Services shall be available on campus during emergency alerts to provide assistance to Residential Life operations and to students stranded on campus due to the emergency.

f. All Other Departments

Each department shall be responsible for the distribution of emergency information and developing emergency procedures consistent with the responsibilities in its areas.

1. Communication of Information

a. The person receiving a bomb threat telephone call is responsible for notifying Campus Security immediately.

b. Campus Security is responsible for initiating the notification process to the Vice President for Fiscal Affairs or directly to those areas that are in jeopardy due to the timeliness of the threat. In the event that one or more buildings are evacuated, the Physical Plant Office and the Office of Public Relations will be notified.

c. The Vice President for Fiscal Affairs may notify the President of impending action.

d. Upon deciding to evacuate or search a facility, the appropriate Vice President shall initiate procedures consistent with their areas of responsibility to postpone classes, reschedule exams or events, and provide temporary shelter for resident students.

2. Department Responsibilities During a Bomb Threat

a. Campus Security

1. To make a timely decision to determine if evacuation is necessary.

2. To coordinate the distribution of information to affected areas.

3. To organize a search of the facility in conjunction with Physical Plant Office staff and those department personnel familiar with the facility affected.

4. To investigate the bomb threat and contact city police and fire services as necessary.

5. To carry out emergency procedures as required.

6. In conjunction with the Vice President for Fiscal Affairs, Campus Security shall determine when an evacuated facility is cleared.

b. Physical Plant Office

1. To have personnel available to assist in the search of a facility and to turn off all utilities in the event the building is evacuated.

2. To ensure that utilities are reconnected in a building when it is cleared for normal use, and to coordinate with Campus Security to ensure the distribution of information.

a. Individuals who observe such activities, or who receive information that such activities will occur, are required to notify Campus Security immediately. Individuals and departments shall continue with normal business unless threatened with personal physical harm.

b. Campus Security shall be responsible for notifying the Vice President for Fiscal Affairs and other affected departments that are in jeopardy due to the seriousness of the disturbance. Campus Security shall notify the Office of Public Relations and the Office of Student Affairs.

c. The Vice President for Fiscal Affairs shall notify the President.

d. The President or designee shall determine whether outside law enforcement agencies will be contacted for major assistance.

2. Department Responsibilities During a Major Civil Disturbance

a. Campus Security

1. To secure the area and evaluate the potentials for escalation of risk to persons or property.

2. To identify a spokesperson or organizer.

3. To implement emergency staffing procedures.

b. Office of Student Affairs

1. To provide a representative to monitor the incident if students are involved.

2. To coordinate with Campus Security and the President’s Office in determining a course of action.

c. Office of Human Resources

1. To provide a representative if employees are involved.

2. To coordinate with Campus Security and the President’s Office in determining a course of action.

d. Office of Public Relations

1. To provide a representative to work with the news media.

2. To coordinate with Campus Security, the Office of Student Affairs and the President’s Office in determining a course of action.

e. President’s Office

To identify those persons who are to assist in determining what action the University will take in situations that involve a major civil disturbance.

f. All Other Departments

1. To continue to operate their units in a normal manner unless threatened with imminent bodily injury.

2. To develop emergency procedures consistent with responsibilities in their area.

a. Individuals who observe a fire or an explosion shall evacuate the facility immediately and shall notify Campus Security.

b. Campus Security shall be responsible for notifying the Vice President for Fiscal Affairs or those areas that are in jeopardy due to the timeliness and seriousness of the alert. Campus Security shall also be responsible for notifying emergency services if they have not already been notified.

c. Campus Security will notify the Office of Public Relations as appropriate.

d. The Vice President for Fiscal Affairs shall notify the President.

e. In those situations where a facility is heavily damaged and a portion of the facility will be closed, the directors and department chairs will develop a communication plan that includes Campus Security, the Office of Public Relations, the appropriate Vice President, the Physical Plant Office, and the Office of Human Resources.

2. Department Responsibilities During Catastrophic Events

a. Campus Security

1. To secure the area and evaluate the potential for risk to persons or property.

2. To coordinate the distribution of information to affected areas.

3. To organize a search of the facility in conjunction with Physical Plant Office staff and department personnel familiar with the facility affected.

4. To contact city police and fire services as necessary.

5. To carry out emergency procedures as required.

6. In conjunction with the Vice President for Fiscal Affairs, Campus Security shall determine when the evacuated facility is cleared for normal use.

b. Physical Plant Office

1. To have appropriate personnel available to lend assistance to personnel responsible for the affected facility.

2. To ensure that utilities are monitored during and after the event to determine the need for disconnecting or reconnecting service.

c. Office of Public Relations

1. To collect information for distribution to the news media.

2. To provide a representative on site to work with news media.

d. Risk Manager

1. To collect information for notification of the insurance carrier.

2. To coordinate claims for recovery of damages by individuals and the University.

e. All Other Departments

Each department will develop procedures consistent with responsibilities in their area. Policy guidelines will specifically outline these responsibilities specifically.

a. Individuals who observe or discover a hazardous condition such as a chemical spill, an accident involving radioactive materials, a gas leak, or an accident involving biological hazards or explosive materials shall evacuate the area immediately and notify Campus Security.

b. Campus Security shall be responsible for notifying the Vice President for Fiscal Affairs, those areas in jeopardy, and emergency services if they have not already been notified.

c. Campus Security shall notify the Office of Public Relations.

d. The Vice President for Fiscal Affairs will contact the President.

e. In those situations where a facility or part of a facility is closed, directors and department chairs will develop a communication plan that includes Campus Security, the Office of Public Relations, the appropriate Vice President, the Physical Plant Office, and the Office of Human Resources.

2. Department Responsibilities During Hazardous Conditions

a. Campus Security

1. To secure the area and evaluate the potential of immediate risk to persons or property.

2. To coordinate the distribution of information to affected areas.

3. To determine, in conjunction with appropriate units, the proper course of action to clean up, remove, neutralize, shield or stop the hazardous condition.

4. To contact city police and fire service as necessary.

5. To carry out emergency procedures as required.

• In the case of an explosive, the San Antonio Police Department (SAPD) Bomb Squad is to be notified immediately.

• In the case of a major hazardous chemical spill involving a regulated substance, the Local Emergency Planning Committee (LEPER) and the State Emergency Response Commission are to be notified in accordance with the U.S. Environmental Protection Agency’s Superfund Amendments and Re-authorization Act (SARA), Section 304, Emergency Notification.
  

6. In conjunction with the Vice President for Fiscal Affairs, Campus Security and appropriate department chairs shall determine when an evacuated facility has been cleared for normal use.

b. Physical Plant Office

1. To have staff available to provide utility information and building designs for emergency response personnel.

2. To ensure that utilities are monitored.

c. Office of Public Relations

1. To collect information for distribution to the news media.

2. To provide a representative on site to work with news media.

d. Risk Manager

1. To collect information for notification of insurance carriers.

2. If damages result, to coordinate claims for loss recovery.

e. All Other Departments

Each department will develop procedures consistent with responsibilities in their area and maintain written guidelines. A copy will be forwarded to the Safety Coordinator.