Environmental Health and Safety Emergency Management Developments at Harvard Since 9/11 Joe Griffin EH&S Director October 30, 2003

Environmental Health and Safety Responsibilities and Relationships Anthrax scare strengthened ties among HUPD, EH&S, UHS, Facilities, News Office, University Operations Center, schools and city Established teams at Executive, Operational Mgt. and staff levels in Central Administration Local emergency teams formed in each school Roles, responsibilities and emergency levels have been documented in plans and procedures Established joint residential emergency planning initiative

Environmental Health and Safety Awareness and Training Developed Crisis Management Plan Provided emergency training to President’s staff EH&S staff trained to OSHA HAZWOPR Technician level (24-hr.) Provided training to HUPD and CFD Conducted Red Cross Shelter setup/mgt. class University Operations Center conducted training and drills Closer LEPC coordination, Cambridge and Boston

Local Emergency Management Teams E.g. Public Information Officer, Human Resources, Financial/Procurement, Facility Operations, Security, Information Technology, etc. Harvard Emergency Management Structure

Environmental Health and Safety Communications Developed standard communication protocols Established Emergency Operations Centers Automatic emergency notification system has been installed/tested in each Harvard school Several conference call lines now established for emergency use Training and drills conducted in communications procedures and equipment use

Environmental Health and Safety Emergency Communication Resources at Harvard Emergency management listserve for rapid communication with all emergency teams at Harvard Established new website for communication with community audienceswww.emergency.harvard.edu Conference call lines reserved, enabling offsite initiation of conference calls Alphanumeric paging (240 character) can be triggered from any Web-enabled computer; system is also e- mail based Paging system can notify individual teams, providing initial and ongoing instructions and information

Environmental Health and Safety Automatic Communications Sequence for Emergency Teams Triggered by Operations Center, typically following HUPD notification. Calls are made to: –Office Phone –Pager –Cell Phone – –Home Phone Must enter unique pass code to hear emergency message Repeats sequence three times or until answered Secure delivery and confirmation of receipt

Environmental Health and Safety Automatic Notification System 24 phone lines installed = 24 simultaneous outgoing recorded messages to persons registered in system Entire call sequence takes only seconds Creates arrival time report by type of responder (e.g. plumber, HVAC mechanic) Capable of FAXing and/or ing status report to EOC or other locations

Environmental Health and Safety Conference Call Lines Currently leased by many schools/depts number, password required Calls are scheduled, using alpha pagers to provide setup and instructions to callers Up to 30 emergency responders per call Enables simultaneous information distribution, staff deployment, response planning

Environmental Health and Safety Next Steps Further work on sheltering/evacuation plans More work on integration of teams Continued development of local plans More integration with local response agencies Train, train, train Drill, drill, drill