Frequently Asked Questions about Emergency Response Plans for Public Institutions of Higher Education (IHEs)
1. What resources are available to help me develop a crisis and emergency management plan for my institution? The Local Planning Assistance (LPA) staff, Preparedness Division of the Virginia Department of Emergency Management (VDEM) provides state IHEs with technical assistance in developing and reviewing crisis and emergency plans. There is a template available on VDEM’s website to be used as a guide: http://www.vaemergency.gov/em-community/plans/eop-templates- college. LPA staff is also available to provide assistance during the process and review drafts of the plan.
2. What does it mean that my institution is required by the Code of Virginia §23-9.2:9B to integrate the crisis and emergency management plan with the local emergency management organization? During an emergency, a public IHE is required to request resources from the locality in which it is located. If those resources cannot be obtained locally, then the locality can contact the Virginia Emergency Operations Center to request resources on behalf of a public IHE. This procedure is stated in the Commonwealth of Virginia Emergency Operations Plan (COVEOP), which has the force of law. For this reason an IHE should ensure that their plan is understood by the local emergency manager. To this end the IHE emergency managers should:
Meet with the local emergency management staff
Participate in local and/or regional exercises
Request a review of the final draft of the emergency and crisis plan from the local emergency manager
Provide a final copy of the emergency plan and crisis plan to the local emergency manager
Discuss planning for the institution’s special events
Know the capabilities of the locality
3. If there is an emergency at a public IHE that involves criminal victims, is the institution required to notify the Criminal Injury Compensation Fund and the Virginia Department of Criminal Justice? Yes, a public IHE must include current contact information for each organization in the emergency plan and notify each organization if this situation occurs, pursuant to the Code of Virginia §23-9.2:9A. This information is maintained by VDEM and appears in the template.
June 1, 2015 Page 1 4. Is a public IHE required to provide VDEM with a copy of the emergency and crisis plan? No, but it is appreciated and encouraged. However, a public IHE is required by the Code of Virginia. §23-9.2:9B to review and revise the plan every 4 years and submit documentation of the adoption to VDEM.
5. How should the plan be adopted? The Board of Visitors (or other governing board) of the institution must adopt the plan every 4 years after it has been comprehensively reviewed and revised. The emergency management staff should then provide documentation of the adoption to the Local Planning Assistance Program Manager in the Preparedness Division at VDEM, [email protected].
6. Which board should adopt the crisis and emergency plan at a Community College? The State Community College Board has the authority to adopt plans for community colleges. However, in November 2012, the State Community College Board granted the power to local community college boards to adopt the plans.
7. What is considered appropriate documentation of the plan adoption? To verify that the plan has been adopted either submit a copy of the signed resolution or signed minutes of the board meeting at which the adoption occurred to the Local Planning Assistance Program Manager in the Preparedness Division at VDEM, [email protected].
8. The President and Vice President of the institution reviewed the plan this year. Does this action satisfy the requirement of plan adoption? No. The plan must be adopted by the Board of Visitors or governing board every four years. However, the executive review is an annual requirement, which places the responsibility of a public IHE’s emergency management program with the institution’s administration. The annual executive review is also required by the Code of Virginia §23-9.2:9C.
9. Is there a deadline for the annual review by the President and Vice President? No, but as the reviews must occur in the three interim years between plan adoptions, VDEM recommends that the annual executive review be done by the anniversary of the plan adoption and sent to the Local Planning Assistance Program Manager in the Preparedness Division at VDEM, [email protected].
10. If there is more than one Vice President at my institution, which one should conduct the review of the plan? The executive vice president or the vice president charged with emergency management responsibilities.
June 1, 2015 Page 2 11. Since the institution has an approved Continuity Plan (COOP), am I also required to maintain a crisis and emergency plan? Yes. Both plans are intended to help an IHE prepare for different types of situations and there may be situations in which one or both plans need to be implemented. An emergency and crisis plan is intended to guide a response to an emergency and The COOP plan helps an organization restore its essential services after an emergency. Having an emergency plan is required by the Code of Virginia. IHE’s are directed by Executive Order #41 of Governor Robert McDonnell (Continuing Preparedness Initiative in State Government and Affirmation of the Commonwealth of Virginia Emergency Operations Plan, promulgated in 2011) to have a COOP plan. As you are aware, an executive order remains in effect until it is rescinded. For review, you may access Governor McDonnell’s Executive Order #41 on website of the State Library of Virginia at https://wayback.archive- it.org/1655/20111103212053/http://www.governor.virginia.gov/PolicyOffice/ExecutiveOrders/vi ewEO.cfm?eo=41#.
12. I understand that a public IHE is expected to conduct an annual functional exercise pursuant to Code of Virginia §23-9.2:9, is the IHE required to follow the guidelines of the Homeland Security Exercise Program (HSEEP)? No. Any exercise of the plan will fulfill this requirement. If a public IHE is using Homeland Security Grant funds to manage the exercise, then those grant funds may require the exercise to be HSEEP compliant.
13. Will a real world event satisfy this requirement? Yes, but this will not meet Clery Act requirements. If a public IHE is using Homeland Security Grant funds to manage the exercise component, FEMA does not consider a real world event a substitute for an exercise.
14. If an IHE participates in a COOP exercise, does this satisfy the functional exercise requirement? No because this requirement is intended to exercise the emergency plan and an exercise of the COOP plan does not test the same capabilities.
June 1, 2015 Page 3 15. Once the institution has conducted the emergency plan’s exercise, is any further action required? Yes, the institution must send documentation to the Local Planning Assistance Program Manager in the Preparedness Division at VDEM, [email protected] that the exercise has been done.
16. The Clery Act (Federal Law) mandates all IHEs, which receive federal funds, to document that the emergency plan has been exercised. When the exercise is completed and documented, will this also satisfy the plan exercise requirement under the Code of Virginia? A functional exercise that satisfies the requirements of the Clery Act will also satisfy the requirements stated in the Code of Virginia. However, an IHE should be aware that the reporting process is different for each requirement. The process for reporting to VDEM is to send documentation to the Local Planning Assistance Program Manager in the Preparedness Division at VDEM, [email protected] that the exercise has been done. For more information on compliance to The Clery Act, please go to Clery Center For Security On Campus | Working for Safer Campuses Nationwide .
17. Is there a deadline for conducting the exercise? No, but as it is an annual requirement, it should be done by the anniversary of the plan adoption, in line with the recommended schedule for the annual executive review.
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