Articles
MEMORANDUM No. IJL-026-05
FOR: MARTIN V. GREGORIO
VICE-PRESIDENT FOR
ADMINISTRATION
SERGIO S. CAO
CHANCELLOR
RE: PROPOSED STANDARD OPERATING PROCEDURE, STRUCTURE & PLAN FOR UPD CRISIS MGMT STRUCTURE
In compliance with Administrative Order No. SSC-05-036 creating the Technical Advisory Committee for Crisis Management composed of Majors Nestor Madrigal of the STPS/SSB and De Castro of the UPDP and the undersigned, we most respectfully submit hereunder SOP, Structure and Implementing Plan for your consideration and approval:
Rationale: Four (4) hoax bomb threats were received through text messaging by students of the College of Mass Com to warn of bomb explosions in the Colleges of Mass Com, Law, Econ, the Film Center and Quezon Hall in the month of July, 2005. Although these all proved to be hoaxes, it was foreseen that a structure, clear procedures and a line of decision-making should be put in place to deal with more serious crisis situations in the future. Undersigned wrote a Memo to the Chancellor recommending the creation of above-cited Technical Advisory Committee which was approved and the Committee has, since then met on four (4) occasions to produce this Proposal.
Key Concepts
:A. Crisis – Any imminent or actual threat to life and/or property that includes but may not necessarily be confined to:
i. Political upheavals (national or local) that may affect the University Community;
ii. Psycho-social conflicts/unrest, to include lawlessness and criminality to an optimum degree;
iii. Explosions, Fires, Earthquakes, Epidemics, Hostage-taking, Armed Robberies; Acts of Terrorism;
iv. Natural disasters and calamities;
v. Man-made disasters and calamities;
B. Crises are further sub-categorized into and may jointly occur as:
i. Localized crises that may be confined or controlled to a perimeter of a building, a residential area so as to avoid panic and unnecessary disturbance of the other members of the University Community;
ii. Campus-wide crises which will require full mobilization and deployment of resources for immediate remediation/evacuation;
iii. Impending Crises where a clear and present danger situation is presented such as super typhoon alerts, bomb discovery, epidemic outbreak reports, etc.;
iv. On-going Crises where the emergency is at hand such as bomb dismantling; actual explosions, hostage-taking, armed robberies, conflagration, structural fires, earthquakes, massive flooding, shortage of basic commodities, health epidemics and other life and property -threatening events.
C. Resources for Crises Management
i. Administration, UP System
ii. Administration, UP Diliman
iii. UPDP and Fire Station, UPD
iv. Academic Units and Personnel, UPD
v. Barangays within UPD
vi. UPD Residents Volunteer Organizations
vii. Coordination with concerned gov’t agencies
viii. Student Volunteer Groups provided there is no compromise of University responsibility for safety of studentry
D: Target Beneficiaries of Crisis Management
i. Student population;
ii. Academic personnel and administrative staff;
iii. Resident population;
iv. Informal Settlers are the primary responsibility of their Brgy Officials but where the circumstances call for it UP may assert its rights as property owner in ordering evacuation, quarantine, demolition procedures for the general welfare during crises situations.
E. Vital Property for Evacuation, Safe-keeping and Inventory
Vital property are logistical equipment like generators, trucks, ambulances, medical equipment, radio repeaters, etc as well as invaluable and movable art and book collections, financial records, cash, land titles, stock certificates, treasury bonds, etc. which shall be evacuated as key components of the evacuation plan for the building wherein these are found. Security, safe-keeping and Inventory during and after the emergency should be supervised.
F. Evacuation:
The planned & directed movement of building occupants in the event of, or in preparation for, a crisis performed by an evacuation team upon the direct order of the Office of the Chancellor and the Vice-President for Administration under the direction of the Evacuation Team Leader/s assisted by as many Floor and Wing Leaders; Marshalls and Monitors as may be required for the effective execution of the plan. It may be categorized into:
i. Drill Evacuation simulates the Impending and the Ongoing Crisis situations which must achieve appropriate time pressure targets,
ii. Orderly Evacuation clears an area for an impending crisis under no particular time pressure; or
iii. Emergency Evacuation during an ongoing crises which requires full activation of the Evacuation Team/s which should evacuate within the targeted period of time established in the drilling procedure.
I. Standard Operating Procedures:
There shall be 4 alert levels with corresponding courses of action:
i. Condition White: All operations Normal/Practice Drill only or, after a crisis, All Clear signal.
ii. Condition Yellow (LOCAL or CAMPUS-WIDE): where a threat has been detected but yet unconfirmed. Command Post activated and crisis mgmt staff alerted.
iii. Condition Blue (LOCAL or CAMPUS-WIDE): where an impending crises has been verified and confirmed requiring:
a. orderly localized or orderly campus-wide evacuation;
b. declaration of localized or campus-wide suspension of classes/offices;
c. mobilizing localized or campus-wide phone brigades;
d. ordering either special deployment or full mobilization of the entire UPD crisis management structure ‘
e. all these upon orders of the Chair at the established Command Post;
iv. Condition Red (CAMPUS-WIDE): Ongoing crisis:
a. Signaled by 30 minutes of continuous blasts of the UPDP Siren, each blast lasting for a minute with intervals of 5-10-15-20-etc seconds
b. Within such 30 minutes blasts of the siren, phone brigade and radio communications shall have disseminated: i. location of the Command Post, ii. nature of the emergency and iii. campus-wide evacuation orders and iv. full activation of the crisis management structure shall have been accomplished;
c. mobilization of required logistical support;
d. activation of all volunteer brigades; and
e. immediate coordination with gov’t disaster agencies.
Chain of Command: Only the Chancellor’s Office or the Vice-Pres. For Administration or the Vice-Chancellor for Community Affairs, advised by the Technical Advisory Committee, shall have the authority to declare and disseminate an Alert Level. In the absence of the Chancellor, the Vice-President for Administration shall assume Command of the Crisis Management Structure. In the absence of both, the Vice-Chancellor for Community Affairs shall assume command. A Command Post shall be the sole emanation point of all major instructions to field commands. It will be manned by the Chief of Command and Staff.
Info Dissemination: The existing Phone Brigade of UPD as well as the 2-way radio system of the UPDP, SSB and Private Security Agencies shall be the medium for rapid dissemination of declaration of Alert levels. Thereafter, the designated Command Post shall operate as center of communications and shall be operational till the All Clear signal is declared.
II. Structure:
Chairman – Chancellor UPD
Assistant Chair – Vice-President for Administration
Technical Advisory Committee – Vice-Chancellor for Community Affairs, Head, UPDP, Head, STPS
Staff -
Warning/Dissemination/External Coordination: VCAA
Rescue: Head, STPS
Disaster Relief/Supplies: VCA
Evacuation: VCCA
Medical: Head, University Health Service
Fire Brigade: Head, CMO
Records, Art Collections, Equipment, Property Inventory: VCRD/VCA
Damage Control: Head, CMO/Head, OCA
Security, Traffic: Head, UPDP & Head, STPS/SSB
Volunteer Brigades: OCR Director for Residents/VCSA for Student Volunteers
Evacuation Teams - Team Leader (Deans, Directors, Unit Heads with Building Responsibilities)
l
Asst Team Leader (Assoc Dean, AOs)
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North/South/East/West Wing Leaders (Building Admin
l istrators/Aides)
1st,2nd,3rd. 4th Floor Leaders (Building Admin/Aides)
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Room Monitors (Teachers/Exec Assistants)
Staff Functions:
i. Warning/Dissemination/External Coordination – Supervision of the activation of phone brigade and 2-way radios for dissemination of Alert level; coordination with gov’t agencies for assistance/disaster relief/fire prevention/etc. Supervises a group of couriers as alternative/supplement to radio, phone communications in case of breakdown.
ii. Rescue of Injured or Trapped Persons – Supervision of rescue of injured/trapped person to turn them over to the Medical facility.
iii. Disaster Relief/Supplies – Supervises the flow of basic necessities such as food, water, medicine for the target beneficiaries as well as the personnel manning the crisis mgmt structure;
iv. Evacuation - Supervision of evacuation teams, search for the missing/unaccounted for and designation/control of campus exit points, commandeering of private vehicles for use in evacuation and transport of supplies;
v. Medical – Supervision of First Aid, provision of ambulances, coordination with hospitals, maintenance of hygiene and sanitation in evacuation centers;
vi. Fire Brigade – Supervision of Fire prevention procedures, external and internal Fire Control assistance
vii. Damage Control – Coordinates the control of utilities within the buildings in the event of a disaster which includes all electrical and mechanical controls and equipment; Laboratory, computer, phone lines and other technical equipment, water, gas, ventilation and refrigeration devices in order to minimize damage to or by utilities and equipment.
viii. Security and Traffic – Supervision of facilitated traffic outflow and strict control of inflow as well as security of vacated facilities against looters and other criminal elements. Coordinates with the PNP, Bomb Disposal unit, Private Security Agencies, etc.
ix. Volunteer Brigades – Supervision over Residents Volunteer Brigade including deployment; Student Volunteers shall be strictly screened by VCSA and allowed to do volunteer work in non-risk areas.
x. Property Inventory – All previously identified as Vital Records such as logistical equipment and invaluable property such as art and book collections, records and vital documents, etc should be inventoried immediately after the All-Clear signal. During the emergency, however, a storage area shall be designated for security and safety of evacuated property.
III. Implementing Plan:
UPD’s immediate concern in any crisis situation is the safety and protection of the school population. If a disaster occurs during classes, hysteria, panic and confusion must be avoided. A pre-disaster training program should be established and evacuation drill should be conducted periodically to orient, familiarize and guide the movement and actions of the population when the need arises. The evacuation drill should make provision for the protection of school facilities, equipment, records, art and library collections, etc.
The existing 51 building administrators paired with their associate deans/administrative officers as well as Laboratory Heads, Dormitory Managers, DMST representatives, Building Representatives for Walk-up Housing Facilities, Residents Association representatives and the USC will be invited to a Two-day seminar at the Triple E Auditorium tentatively on August 24 and 31 to undergo training and workshop to craft evacuation drills for their respective buildings; to train on fire prevention/control, bomb threat and disaster (earthquake, super typhoon) response and to formally establish themselves as the base echelon of the UPD crisis management structure. Trainors from the QC Bomb Squad, Fire Marshall, Red Cross and Nat’l Disaster Coordinating Council shall be invited to lecture and advise the workshops. The two day training will produce capability for the participants to go back to their respective buildings to devise an evacuation plan and to select and train/re-echo the seminar in their building and create their building’s evacuation/disaster response team.
Evacuation Plans and Proposed staffing of Evacuation Teams will be submitted on the second day of training: 31 August. These will be reviewed and approved by the technical committee and thereafter, practice drills at the various buildings will be supervised by the technical committee. Formal designation of key personnel at the unit level such as Wing/Floor Leaders and Room Monitors shall issue from the Office of the Chancellor to create “additional, emergency duties” of rank-and-file employees with no additional compensation entailed. Thereafter a roster of emergency personnel of the UPD crisis mgmt structure and their responsibilities shall be published for the information of the UP Community. Building/localized Drills shall be periodically conducted under the supervision of the Technical Advisory Committee. Campus-wide evacuation drills and activation of the entire crisis mgmt structure may be conducted during summer classes or semestral break to minimize disruption and yet approximate actual conditions of a campus-wide emergency.
A Checklist provided by the Fire Prevention Brigade will also be distributed in the first day of the seminar to produce an inventory of fire-extinguishers, fire-hoses, fire-alarm systems, diesel-fed generators and their deployment in key facilities and other back-up systems shall be conducted to evaluate disaster-preparedness. This will be submitted on the 2nd day of the seminar on Aug. 31 for review and recommendations by the technical committee. Arrangements will be made for modest renovation of the fire station at UPD to host the fire-truck and crew of the Fire Brigade 2nd District, QC. Specific SOPs for Vital Property Evacuation, Safekeeping and Inventory shall be drafted in coordination with the units (Library, Vargas Musuem, etc.) concerned.
This implementing plan shall be executed under the supervision of the Technical Advisory Committee. Another objective of the 2 day seminar is to produce in-house capability for conducting seminars on disaster-preparedness and crisis mgm’t structure building for duplication in other autonomous units should system officials so desire. Schedule, List of Participants and Proposed Budget of the two-day seminar is hereto attached for approval and budget allocation.
Respectfully submitted. 3 August 2005.
Maj. ABRAHAM G. DE CASTRO
OIC Chief, UPDP
Member
Maj. NESTOR MADRIGAL
Head STPS, SSB
Member
IDA MAY J. LA ‘OBack to Articles Main
Vice-Chancellor
Chair, Technical Advisory Committee