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Emergency Procedures

University of Windsor Emergency Response Policy

Preamble

The University of Windsor recognizes that emergency response planning is not only worthwhile, but is something to which time, effort and resources must be directed in order to respond appropriately to an emergency/crisis or disaster. Such emergency situations can and do arise from naturally occurring events such as tornadoes or earthquakes or as a result of human made events such as bomb threats or transport accidents involving hazardous materials. The objective of emergency response planning is to reduce the impact of such events and to assist the campus community to recover faster after them.

The following policy was approved by the Senior Management Group on July 17, 2007.

Policy Statements


Planning Policy
General Policy
Policy for Appropriate Procedures


Planning Policy

With respect to emergency response planning it is the policy of the University of Windsor that the Vice –President, Administration and Finance will establish an emergency response committee that will develop, implement and maintain a current emergency response plan for the University of Windsor.

The following information shall be included in such Plan:

  • the purpose of the plan
  • the objectives of the plan;
  • the role and make-up of the planning committee (ERPC);
  • a hazard and risk analysis of campus vulnerabilities;
  • the establishment of and determination of suitable locations equipped with appropriate equipment to be utilized as a emergency operations centre (EOC) for the emergency operations management group (EOMG);
  • an emergency management program for the University of Windsor which shall be documented in detail in the emergency response plan and shall include:
    1. concept of operations;
    2. the adherence to an incident command system to respond to the emergency;
    3. the establishment, makeup, responsibilities and duties of the emergency operations management group (EOMG);
    4. strategies and procedures to deal with all phases of a emergency/crisis situation. These phases shall include: activating the plan, notification and communications, emergency social services, campus evacuation and transportation, keeping the plan current;
    5. a procedure for exercising the plan in order to uncover weaknesses, to reward positive activity and to maintain interest and awareness; and
    6. a procedure for auditing the plan and as required the production of an after incident report for the President.

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General Policy

In order to develop appropriate response measures, it is the policy of the University:

  • to authorize the office of Campus Community Police to initiate a timely and appropriate response to Campus Emergencies with the assistance of the City of Windsor Fire & Rescue Services, Windsor Police Services, Windsor Emergency Medical Service, the Student Emergency Response Team (ERT) and other involved campus organizations.
  • to require that all individuals fully evacuate a building or area upon activation of a fire alarm system or upon direction from persons identified as Fire Wardens for specific buildings, Campus Community Police, City of Windsor Fire & Rescue Services, or Windsor Police personnel.
  • to establish and maintain an Emergency Response Group (ERG) to coordinate on-site responses to any situation requiring multi-departmental involvement including representatives from Campus Community Police, Occupational Health & Safety, Facility Services, Public Affairs and Communications and where necessary to include support personnel from any affected building, faculty, department and or unit (i.e. Dean, Director, Residence Manager, Department head, etc.) as required.
  • to designate an Emergency Response & Preparedness Coordinator to be responsible for the administration and stewardship of the overall emergency response and preparedness process.
  • to require Departments and Faculties to prepare appropriate fire, emergency and business continuity plans consistent with the principles of the University’s Emergency Response Plan.
  • to coordinate with the City of Windsor Emergency Planning Officer the necessary arrangements required to provide assistance to members of the University Community and the surrounding population in the event of a widespread emergency or disaster.
  • to establish necessary mutual aid agreements with the emergency services, other institutions, organizations, or businesses to ensure adequate resources to cope with emergency situations that may arise.

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Policy for Appropriate Procedures

In order to develop appropriate response procedures it is the policy of the University that:

  • All emergencies should be reported immediately to Campus Community Police at 9-1-1. All University telephones should have emergency numbers clearly displayed.
  • Campus Community Police is responsible for initiating the required assistance from Windsor Police, Windsor Fire & Rescue, Windsor Emergency Medical Service, Student Emergency Response Team, Facility Services, Occupational Health & Safety and other campus organizations.
  • Members of the University community should ensure that ill or injured persons receive prompt medical attention from qualified personnel. Members trained in first aid should render assistance to the best of their abilities. Because the care and transportation of the ill and injured require specialized training and equipment, all persons requiring emergency transportation to a medical facility must be transferred by ambulance and not by Campus Community Police or other University personnel.
  • When the fire alarm sounds, all occupants must immediately leave the building, but elevators must not be used. Any doors and windows in the area should be closed. No one may re-enter until authorization to do so has been given by Windsor Fire & Rescue or Campus Community Police.
  • When a fire is discovered, everyone must leave the building. If it is safe to do so, all doors to the fire area should be closed and the nearest wall-mounted fire alarm activated. Details of the fire should be reported by dialling 9-1-1 from a safe location or by meeting emergency responders outside the building.
  • Any Hazardous Materials Emergency must be reported to Campus Community Police at 9-1-1. Any other escape, leakage or exposure of hazardous or radioactive material is to be reported to Occupational Health & Safety at extension 2055. After hours, Campus Community Police should be notified at extension 1234
  • Any other hazard or potential hazard should be reported as follows:
    — Fire Hazard
    Ext. 1234 – Campus Community Police
    — Ice, Snow
    Ext. 2850 – Facility Services – Maintenance (during business hours)
    — Flooding, Power Failure
    Ext. 2850 - Facility Services - Maintenance (during business hours)
    — Safety Concerns
    Ext. 2055 - Occupational Health & Safety (during business hours)
  • The Emergency Response Planning Committee, in conjunction with the Emergency Response and Preparedness Coordinator, will establish and maintain an effective emergency preparedness program utilizing regular meetings, training, communications, and exercises under the direction of the Vice-President of Administration & Finance. These meetings and training exercises will include representatives of Campus Community Police, Facility Services, Occupational Health & Safety, Ancillary Services, and others as may be determined by the Vice-President of Administration & Finance.
  • The University of Windsor Emergency Response and Preparedness Coordinator will work with the City of Windsor Emergency Planning Coordinator to ensure compatibility with the city’s plan. He/she will also work with related organizations to ensure appropriate mutual aid discussions are undertaken.
  • The University’s Emergency Response Group (ERG) will respond to serious events. It includes representatives of Campus Community Police, Facility Services and Occupational Health & Safety, as well as the Emergency Response and Preparedness Coordinator. An appropriate Incident Commander will be appointed from within this group to be responsible for the overall coordination of the on scene activities and activation of the University of Windsor Emergency Response Plan. The Incident Commander is authorized by the President to co-ordinate the University’s on scene response to the event.
  • At the discretion of the Incident Commander and/or at the direction of the Emergency Operations Management Group (EOMG) the ERG may be expanded to include personnel from the affected building(s), faculty or faculties, department and unit dependent on the circumstances.

  • Upon the activation of the Emergency Response Plan, the Emergency Operations Management Group (EOMG) will be convened to undertake coordination of the management activities relating to the emergency. The President or in his absence the Vice-President of Administration & Finance serves as the EOMG Director. The Executive Director of Facility Services serves as the alternate. The EOMG has the authority to act on behalf of the University in all matters arising from the Emergency. The EOMG Group will normally convene in a location other than the site of the emergency, as outlined in the Emergency Response Plan.
  • The authority for the Emergency Closing of the University is the decision of the President or his /her designate.
  • All persons occupying space controlled by the University will be subject to the procedures of this policy. Violations of this policy or the refusal to evacuate any building or area of the campus, or to follow directions of emergency personnel during an emergency or an emergency drill shall constitute unacceptable behaviour and will be subject to appropriate corrective and/or disciplinary action by the University.

The Vice-President, Administration and Finance has responsibility to communicate this policy and the Emergency Response Plan to the campus community.

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