Crisis Management Plan Caribbean Maritime Institute 2011

Crisis Response Plan record of Distribution

Person Executive Director Deputy Executive Director Director of Academics Director of Marine & Professional Studies University Registrar Director, Corporate Planning & Administration Director, Finance & Accounts Quality Assurance Manager President, Student Council Office of Legal Council 1 1 1 1 1 2 No. of Copies 2 1 1 1

Introduction The Caribbean Maritime Institute (C.M.I.) has to be prepared to manage any crisis that might occur on or affect the C.M.I. campus. Disasters or emergencies can happen suddenly, creating a situation in which the normal operations and support services for the Institute can become overwhelmed. During such a crisis, the C.M.I. will require some kind of plan or specialized program to address emergency response operations and recovery management. In this regard C.M.I. has established these response procedures, that provide guidelines for the management of the actions and operations required to respond to an emergency or disaster. The overall priorities of the University during a disaster are the protection of lives, property and the immediate environment. The overall objective is to adequately respond to the emergency or disaster and manage the process of restoring the C.M.I. to normal operations as soon as is possible. This document represents the Campus Crisis Management Plan, which encompasses the facilities, services and administration of the C.M.I. campus.

Purpose of the Plan This plan provides the management structure, key responsibilities, emergency assignments, and general procedures to follow during and immediately after an emergency or disaster.The plan also addresses these specific areas :Protection and preservation of the lives of students & staff Minimizing damage to, or destruction of the immediate environment. Minimizing loss, damage or disruption to the C.M.I. s facilities, resources and operations. Managing communications and information regarding emergency response operations and campus safety. Providing essential services and operations. Analyzing information to support decision-making and action plans.

Planning Assumptions Emergency planning requires a commonly accepted set of assumed operational conditions that provide a foundation for establishing protocols and procedures. These assumptions are called planning assumptions, and the standard practice is to base planning on the worst-case conditions. For the C.M.I one of the worstcase scenarios is a hurricane hitting the school directly since it sits right on the coast line of the island. So, using the hurricane as our worst case, the planning assumptions incorporated into this plan include the following :Critical lifeline utilities may be interrupted including water, electrical power, and telecommunications. Regional and local emergency services may not be available. Major roads, overpasses, bridges and local streets may be impassible. Buildings and structures, may be damaged. People may be injured and displaced.

Planning Assumptions (contd) Normal suppliers may not be able to make deliveries. Contact with family and homes may be interrupted. An Emergency Operations Centre (E.O.C.) will have to be established. People may become stranded at the University as conditions may be unsafe to travel off campus. Initially, the University will need to conduct its own rapid damage assessment, situation analysis and deployment of on-site resources and management of emergency operations on campus, from the Campus EOC while emergency conditions exist. Communication and exchange of information will be one of the highest priority operations at the Campus EOC.

Crisis Response Plan Main Objectives Organization Organize and format this plan into an easy-to-follow design in which users can quickly determine their role, responsibility and primary tasks Communications and Information Management Serve as the central point of communications both for receipt and transmission of urgent information and messages. Decision Making Determine through a clear decision-making process, the level of response and extent of emergency control and coordination that should be activated. Response Operations Continuously be prepared with a pro-active emergency response management action plan, for the possibilities and eventualities of emerging incidents Recovery &Restoration Operations Transition emergency response operations over to normal management processes, as soon as possible and support business resumption plans and processes, as needed, during restoration

The Crisis ManagementTeam The Executive Director the C.M.I. serves as leader of the Crisis Management team (C.M.T.) This (C.M.T.) may activate for any large scale emergency or disaster which threatens the institution. The members of the team are as follows :Executive Director Deputy Executive Director Director of Marine & Professional Studies Director, Corporate Planning & Administration Director, Finance & Accounts

Executive Director Collaborate with CMT Group members to provide overall strategy for the EOC. He reviews and approves the overall priorities and action strategies for the emergency response. Manages the securing of computers, onsite & off-site back up of critical data and the shutdown of non-critical systems Works with and supports Communication Services in the development and delivery of messages. Coordinates and communicates as necessary with the CMT and any other designated group or person regarding the C.M.I. Campus EOC operations. He oversees the response and recovery operations. Activates and leads the crisis response plan implementation, and deactivates as conditions return to normal. Have the designated authority to act in the best interest of the C.M.I. and the goals of emergency response and recovery, on behalf of the CMT during immediate response operations.

Deputy Executive Director Will manage all security operations from the EOC Manages incidents and liaises with Police, JDF and other security personnel Has the lead for the Operational Action Plan for law enforcement, security, traffic control, evacuations, access control, and crime prevention. Coordinates all operations with the security forces public & Private. Coordinates incidents involving fatalities. Responsible for managing search and rescue and fire suppression on CMI campus.

Director, Corporate Planning & Administration Responsible for overall collection of, analyzing and for displaying situation information and preparing periodic situation reports preparing and distributing the EOC Action Plan and facilitating the action planning meeting conducting advance planning activities; providing technical support services to the various EOC subgroups and Units. documenting and maintaining files on all EOC activities. Using data/Information gathered to :Understand the current situation Predict probable course of incident events Prepare alternative strategies for the incident

Director of Marine & Professional Studies Will manage and coordinate the environmental health and safety functions of the emergency response on the CMI campus Co-ordinates the transportation logistics involved in moving the international students stranded at CMI whether by sea or land. Responsible for liaising with external hotels to provide accommodation if need arises Providing input for suspected problems with hazardous chemical, biological materials or spills, or basic public health concerns related to contaminated water, sewage or air contaminants Provide consultation to assist in the assessment of unsafe conditions. Manage and coordinate on-site hazard assessments and coordinate HazMat contractor(s) if need arises.

Director, Finance & Accounts will have the responsibility for monitoring and managing the condition of all the buildings and infrastructure at the CMI during the disaster coordinate the priority responses based on extent of damage done and exchange of operational information for all buildings. Monitor the state of the power and water utilities, roadways, and grounds from the EOC Leads damage assessment, repair and restoration operations for all campus power and water utilities, facilities roadways, and grounds, and assists with emergency power and support for all field operations and the EOC. Is responsible for providing reports from outside utility companies and other external partners regarding their restoration and clean up operations.

Post Disaster and Emergency Operations After the disaster or emergency has passed, and operations begin to return to normal, the Crisis management (CMT) will immediately meet to examine both the crisis management plan and the responses. This review is done through a series of post-incident debriefing meetings to identify areas of improvement for operations in the EOC, the coordinated emergency responses and the coordination of emergency operations in the field. The theory behind this is to ensure that the crisis management plan is constantly evolving and adapting to different scenarios.