June 2019

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Risk framework and planning context

Updated RRU Emergency Evacuation Plan

Roles and responsibilities: incident response, recovery and resumption

What is the plan?

▪ Assembly points and possible evacuation routes

▪ Services and support for students

Feedback loop

Next steps

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Security notified of forest fire incident

Notifications to RRU operations and communications managers

Operations Manager/Incident Commander notifies AVP Operations & Resilience, VP&CFO, opening lines of communications

Operation teams returns to base 7B immediately and initiate emergency protocols (tune radios to channel 1 and manage communications)

First responders on campus will direct overall emergency response

RRU vehicles under the control of EOC; operational teams under the direction of Operations Manager

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Drop, Cover and Hold On!: Drop, Cover and Hold On! means: DROP to the floor (before the earthquake

drops you) Take COVER under a desk or sturdy piece of

furniture and protect your head, and HOLD ON to the piece of furniture until the

shaking stops. Evacuate the building when safe (assist

others)

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Form the emergency operations centre (EOC) as required based on level of response and recovery required

▪ EOC options: “virtual” space, primary location Grant 151, alternate location 7B conference room, or other based on situation

Coordinate and direct incident recovery

▪ Communications (internal: students employees, external: guests/visitors, local community)

▪ Liaison with external/community agencies

▪ DND notification

▪ Policy decisions will include:

▪ Student services and support, HR, financial, campus operations, recovery and continuity planning, others as dictated by the situation

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Emergency Coordinator

(Risk Management)

President

VP&CFO

VPA

VPCA

VPGMRBD

EOCRRU Executive

HRCampus Ops

Finance

Program deliveryIntegrated student servicesDomestic & international

Campus ServicesCommunications

o Boardo Ministryo Media

Incident Commander

Incident “Recovery”

Incident “Response”

Strategy

Tactics

Operations

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Manage incident response at ground level from an operational perspective

▪ Incident Commander –in the following order: Campus Operations Manager, Safety Officer, Maintenance Supervisor, Security Supervisor

▪ Operations teams– assembly points building 7B & key locations

▪ Radio system and bullhorns to assist with letting people know what they are to do or where to go

▪ Direct emergency vehicles and manage traffic – keep everyone safe

▪ Incident Commander – to keep EOC informed of situation

▪ Take direction from either the EOC or emergency responders9

Support incident response under the direction of the incident commander

▪ May participate at site

▪ Manage security office – phones

▪ Initiate bells for evacuation when directed

▪ Provide/assist with traffic control

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Facilitate building evacuations and organize occupants at designated assembly points

▪ Alarm bells ring

▪ Clear the building - close but do not lock doors (if possible – close windows)

▪ Move people to assembly points

▪ Assist with crowd control

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Operations teams will be dispatched to assigned assembly points as assembly point commanders, will provide radio communication with EOC (and will use emergency kits/bullhorns).

Each assembly point will have a number designation and will initiate radio checks with EOC

Security follows emergency notification protocol:

▪ When directed, initiates announcements and rings bells

▪ Continues to repeat 3 times then leaves bells on

Emergency wardens respond to bells and ensure buildings are evacuated to assembly points

Operations teams will keep people informed at assembly points oras instructed by the EOC/emergency responders, directs people off the campus

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Emergency wardens direct people out of buildings and to assembly points [preference campus evacuation map]

▪ As always, people must evacuate buildings and go to the nearest assembly point and await instructions in this order of precedent: first responders, incident commander, EOC, RRU security

Operations team to assist with gathering people at assembly points

▪ Ensure everyone is clear of emergency responder vehicles and route

Re-entry to buildings only after instructed by incident commander

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In the event that an exit route or potential exit route is affected or blocked - several alternate routes have been planned

Direction will come from incident commander as to which route to use

Operations team members will be at assembly points and key locations to direct people to appropriate/safe exit routes

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Incident Commander – Niner EOC – Zero President – President Chief Communications Officer – Charlie Charlie Security – Security VP&CFO – Charlie Foxtrot Maintenance Supervisor – maintenance Grounds Supervisor – Grounds Production Supervisor – Production Custodial Supervisor – Custodial Assembly points as per number designated Everyone else, last name

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Will monitor and manage response and recovery including:

▪ Communications and decision-making

▪ Campus maps and assembly points

▪ Emergency wardens

▪ Radio call signs

▪ Available RRU vehicles

▪ Access to and location of emergency kits

▪ Local non-emergency contacts – fire, police, DND, Colwood, BC Transit, adjacent schools, local food service and accommodation options, other support services 16

EOC Coordinator – AVP Operations & Resilience (supported by VP&CFO) manages EOC to keep executive informed; in direct communication with incident commander, monitoring and providing direction as needed

Chief Information Officer – controls radio communications and records interactions

Communications officer(s) monitor social media, radio and television, and acts as RRU’s spokesperson(s)

Campus services manger, monitors services on campus and liaises with AVP Student & Academic Services to support students

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During high alert

periods

If a fire alarm goes

off…

If an evacuation order

is given…

Post evacuation

Instructors are

expected to have

printed class lists in

each class.

Each Program/School

Manager will

determine how to

arrange for this.

Building evacuation.

Instructor takes class

list to assembly point.

Return to building

only when directed.

Instructor checks off

student names as they

leave the assembly point.

Instructor gives list to

Emergency Warden

before departing.

Emergency Wardens

return all lists to Incident

Commander (for EOC) per

on-site instructions.

RRU Emergency Support

Services (ESS) group

updates lists.

Email sent to @RRU-

Students-OnCampus

reminding them to

check in if they have

not done so already.

ESS passes lists back to

program staff to follow

up with students who

have not checked in.

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Campus Services (through ESS)

▪ Maintains up-to-date information about who is on campus (programs, accommodation, classes), including overnight (residence rooms and houses for students, faculty, guests)

▪ In the event of evacuation, assists with immediate off-campus shelter requirements, extending to transport and housing alternatives

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Options will be available for students and employees who have self-identified with Accessibility Services or Human Resources

▪ Options will also be available those who have not self-identified

Please help: watch out for one another and asking for help if you know of someone who needs assistance

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Checking in:

▪ By email to iamsafe@royalroads.ca

Communications channels during and after an incident:

▪ RRU website – news section

▪ Crossroads

▪ Email

▪ Local radio stations

▪ Social media

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Confirm roles and responsibilities

Be straightforward: people need to be clear and understand the emergency management processes that are in place

Identify/become familiar with assembly points and possible evacuation routes (options available)

Prepare for services and support to students

Understand communications channels

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Review and update emergency evacuation plan with the RRU community

Confirm checklists and contact information

Refresh training/preparedness with essential units across the organization

Post the plan for all to reference

Keep communications channels open

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