Emergency Management Manual
Table of Contents
In instances of severe weather threats, the Vice President for Administration and Finance will convene the Emergency Management Team, and any other members of the Emergency Response Support Team needed to assess and implement a plan to manage the situation and decide whether to close the College or adjust opening times. The assessment will consider the anticipated impacts to access routes to the campus and access to campus facilities. The team’s assignment is to ensure that staff, equipment, and supplies are in place to respond to the emergency adequately. There will likely be a period of active monitoring and consultation before a final decision on opening. In non-weather emergencies such as water main break, fire, power outage, or other severe events, the process will remain the same. A period of active monitoring may not occur before deciding whether to close or adjust opening times for non-weather emergencies.
Departments should notify their essential personnel as early as possible after the emergency staffing plan is activated to provide them with sufficient notice to respond.
All efforts to minimize the impact of an emergency so that the College remains open will be made. For example, in some cases of non-weather related emergencies, it may be possible to adjust campus operations by moving staff to areas not impacted by the emergency.
If the College must close due to an emergency, Campus Facilities and other members of the Emergency Management and Emergency Response Support Teams will do their best to restore services quickly so that normal operations can be resumed.
The College will notify faculty, staff, and students by multiple communication systems, including CUNYalert, the College web page, and other systems as needed. Public Safety will issue CUNYalert messages after consulting with the Vice President for Administration and Finance. The Vice President for Communications will post notices and updates on the College website as directed by the President.
The decision to close or adjust the opening and closing times is subject to CUNY policy. The Central Office policy protocols are described in a memo from CUNY found in Appendix A: CUNY Weather-Related Closure Policy.
An extended power outage to one or more buildings resulting from flooding, weather, or system failures are examples of facility-related emergencies that can disrupt campus operations and present safety hazards to the campus community.
In instances that have a significant impact on campus operations, the Vice President for Administration and Finance will convene the Emergency Management Team and any necessary members of the Emergency Response Support Team. They will assess the impact on operations and develop operational and communications plans. Among the factors to be considered are:
- Does the incident affect one or more buildings, or is limited to one or more floors of a building?
- Are basic systems such as electrical, heat, air conditioning, data impacted?
- What is the anticipated duration of the incident, including estimates when normal operations can resume?
In some cases, when the impact is only to one building or particular floors in a building, operations can be moved to another location. When the facility emergency impacts the entire campus, the College will initiate protocols for closing the campus.
New York City has designated Baruch College an Evacuation Shelter and a Hurricane Shelter. The New York Office of Emergency Management will manage, staff, and provide supplies to the shelter site. The N.Y.P.D. will have police officers assigned to the site.
The College has designated staff as the CUNY Facility Administrators if the College becomes a shelter. Their role is to manage the facilities, not the shelter. They are:
|CUNY Facility Administrators||Office Phone||Emergency Phone|
|Robert B. Curry
Director, Chief of Public Safety
Assistant Vice President of Campus Facilities
Forty-eight (48) hours before the anticipated event, the City will decide on whether to activate the shelter plan or not. If they do, they will notify NYC Emergency Workers, who will manage and staff the shelter site and vendors who will deliver supplies to the College. Two containers are maintained on-site to be used if the plan is implemented. The shelter will open 36 hours before the start of the event. It will be the Chief Superintendent’s responsibility to open the site and work with the Office of Emergency Management staff. The Vice President for Administration and Finance will convene the Emergency Management Team when notified of the plan to set up the evacuation shelter. In most cases, the team will have already been convened to discuss severe weather conditions and develop an operational plan and communication strategy.
The personal safety of faculty, students, and staff in the Campus Community is the highest priority. Public Safety works closely with law enforcement to continually assess preparation for an active shooter or armed intruder incident and update our protocols according to the best available practices.
Once aware of an armed intruder, the Director of Public Safety will notify N.Y.P.D. and then inform the Vice President for Administration and Finance. The Director will initiate an evacuation or stay in place protocol for designated areas, as judged safest based on available information. The “Lock Down” procedure will be a part of the “Shelter in Place” protocol. Public Safety will make all efforts to gather information about the incident, including the shooter(s) location. This information will be provided to the first responders as well as the campus community as described below. Public Safety will also direct the evacuation of buildings, as described in Chapter 2. Generally, violence escalates very quickly and will require an immediate response from armed law enforcement officers trained to deal with such incidents. However, Public Safety personnel are there to support their efforts.
As part of the evacuation or “Shelter in Place” plan, the Director of Public Safety will alert the campus community to the presence of an armed intruder or active shooter and provide additional information, including the location, if known, that helps community members avoid danger. The Director will use the public address system, CUNYalert, and any other systems appropriate for the situation.
In some instances, the Director of Public Safety will give specific instructions to evacuate or to “Shelter in Place.” In others, the building occupants may have to make that determination on their own. The College provides various resources to prepare the campus community on how to respond. It is everyone’s responsibility to familiarize themselves with those resources. They include instructions posted on the Public Safety website, a training video prepared by Homeland Security posted on the website, and yearly mandatory workplace violence training that features guidance on reacting in an active shooter situation.
General Instructions for the Campus Community
- If you can do so safely, exit the building immediately.
- Leave possessions behind.
- Notify anyone that you encounter to do the same.
- Do not activate the fire alarm as it may cause unknowing occupants to evacuate to a danger zone.
- When safe to do so, call 911 and Public Safety at x3333 and provide your name, the location of the incident, the number of shooters, the type of weapon, the direction of travel, and if there are any injured persons.
- If you are unable to safely evacuate go to the nearest room.
- Lock and/or barricade the door.
- Stay away from doors/windows.
- Stay low to the ground and shield behind large objects
- Stay quiet. Silence cell phones.
- Do not answer the door unless an “All Clear” announcement has been given.
- Wait for Public Safety and/or N.Y.P.D. arrive to escort you out of the area.
- When Public Safety and/or N.Y.P.D. arrive, obey all commands. Keep open hands in the air visible to first responders.
- Fighting back is dangerous but it may be your only option in the situation.
- Act as a group if possible.
- Improvise weapons.
- Act with physical aggression.
- Commit to your actions.
- Once the assailant is incapacitated, call 911 and Public Safety 646-660-3333.
Shooting incidents are difficult to predict, but many are related to workplace or domestic violence and behavioral issues. These are often preceded by warning signs that are ignored. At Baruch College, we have multiple venues for reporting safety related concerns and directing resources to maintain a safe community. They include:
- The Public Safety Department, where all violent incidents and threats must be reported.
- Workplace violence policies and reporting procedures.
- A Crisis Intervention Team for concerns about student behavior.
- An Employee Assistance Program to provide counseling and mental health referrals for faculty and staff.
Violent incidents, including hostage situations, can occur on campus with little to no warning. Specific protocols for active shooter incidents are described in Chapter 7. Many of the same actions would be taken in other violent incidents. As with active shooter incidents, the Director of Public Safety will take the lead and immediately notify N.Y.P.D. In consultation with the Vice President for Administration and Finance when possible, a decision will be made about implementing the evacuation or “Shelter in Place” protocol for designated areas. The Director of Public Safety has the discretion to act immediately if it is necessary to preserve life and safety in his or her judgment.
Public Safety will gather as much information as possible about the incident then alert the campus community. Depending on time constraints, Public Safety will coordinate with the Vice President for Communications and members of the Emergency Management Team on the message’s content.
General Instructions for the Campus Community
- If you see a violent situation or become aware of a hostage situation, move away from the area of concern and tell others to move away.
- Call Public Safety at 646-660-3333 and 911 as soon as it is safe to do so.
- If instructed to “Shelter in Place” follow the protocols and wait for further instructions.
- If you are taken hostage:
- Keep calm and follow the intruder’s instructions.
- Sit away from the intruder, windows, and exits.
- Stay alert.
- Be aware the police may come in at any time.
The College cares about the emotional and mental well-being of all members of the campus community. For this reason, the College has protocols in place for reporting behavioral concerns about students, faculty, and staff.
When a Baruch community member is experiencing a psychological emergency during regular business hours, notify Public Safety. Public Safety will respond. When the person is a student, they will take the individual to the Counseling Center for an evaluation. If the individual is unwilling to go voluntarily and Public Safety believes that he/she needs immediate assistance because he/she may pose a danger to him/herself and/or others, then Public Safety must call for an Emergency Medical Team.
When the person experiencing the emergency is a member of the faculty or staff, and he/she is behaving in a manner that may pose an immediate danger to him/herself and/or others, Public Safety must call Emergency Services.
There may be early warning signs that someone is experiencing emotional and/or mental distress. Early identification and support can help a person get proper treatment and prevent a more serious situation. The College Crisis Intervention Team, chaired by the Vice President for Student Affairs, is a resource available for anyone to report behavioral concerns about a student. More details about the program and the process for reporting behavioral concerns are available at the Counseling Center.
The College has an Employee Assistance Program for faculty and staff, providing counseling and referrals to mental health treatments. Contact the Office of Human Resources for information about the Employee Assistance Program. Also, information can be confidentially accessed on the Deer Oaks Employee Assistance Program webpage. More details about the Employee Assistance Program are available on the Deer Oaks website.
While most bomb threats are, in fact, hoaxes, they should all be treated as real. The campus community must report any threat, suspicious package, or letter to Public Safety immediately.
In most situations – i.e., a chemical release in a laboratory area – the incident will be handled locally and will not require the Emergency Management Team to be convened. Instructions to staff and students on how to handle the situation are included in the “What to do in Case of an Emergency” sign and posted on the College website. Staff who come into contact with potentially hazardous chemicals receive training from our Environmental Health and Safety Officer. All incidents must be reported to Public Safety and our Environmental Health and Safety Officer.
When a hazardous material spill disrupts the College’s academic and/or administrative operations, Public Safety will contact the Vice President for Administration and Finance. They will then convene the Emergency Management Team. The Director of Public Safety has the discretion to implement an evacuation or shelter in place protocol to protect people’s health and safety in or around the area of the incident. In cases when the hazardous material is known to be explosive or present a fire hazard, Public Safety will immediately notify the fire department and NYC HazMat team.
General Instructions for the Campus Community
In the event of a hazardous chemical release, adhere to the following:
- Alert others about the spill and tell them to leave the area.
- If you are not trained in responding to chemical spills, leave the area as well.
- Close off the area as much as possible to avoid exposure.
- Notify Public Safety at x3333 and Environmental Health, Safety and Risk Management (EHSRM) at x6048
- Remember to report all spills to EHSRM
- During your call, please provide the following information:
- Your name and contact number (or your location).
- Location of the spill.
- Name of the chemical material and quantity.
- Material Safety Data Sheet (MSDS), if available.
- How the spill occurred.
- Report if anyone is injured and needs medical assistance.
IF THE MATERIAL IS KNOWN TO BE EXPLOSIVE OR EXTREMELY FLAMMABLE, NOTIFY PUBLIC SAFETY IMMEDIATELY SO THEY CAN CALL THE FIRE DEPARTMENT AND NYC HAZMAT.
- You can attempt to clean up the spill only if you have been properly trained in spill remediation.
- EHSRM and designated Natural Sciences personnel have the proper training and equipment for cleaning and decontaminating chemical and other hazardous material spills.
- If the spill is too large, leave the clean-up and decontamination to the vendor that is on an emergency call.
- Only use the correct spill clean-up supplies for that type of spill.
- Only those trained in spill remediation will have access to the proper supplies.
- All materials used to clean-up a chemical spill must be properly packaged and labeled as chemical waste. This material can only be disposed of by a chemical waste vendor.
DO NOT CALL BUILDINGS AND GROUNDS OR CUSTODIAL SERVICES TO CLEAN UP THE SPILL.
Download the CUNY Weather-related Closure Policy.