COORDINATORS COORDINATORS BRIEFINGBRIEFING

LOCAL PLANNING LOCAL PLANNING ASSISTANCEASSISTANCE

Ted CostinTed CostinDirector, Preparedness DivisionDirector, Preparedness Division

Joe CoyleJoe CoyleDirector, Local Support ServicesDirector, Local Support Services

History/Status/History/Status/Considerations/The PlaConsiderations/The Plann

Colleges/UniversitiesColleges/Universities Local COOPLocal COOP Local EOP TemplateLocal EOP Template

Section 44-146.18.B.12 Section 44-146.18.B.12 (2008)(2008) Consult with the State Council of Higher Consult with the State Council of Higher

Education in the development and revision Education in the development and revision of a model institutional crisis and of a model institutional crisis and emergency management plan for the emergency management plan for the purpose of assisting public and private purpose of assisting public and private two-year and four-year institutions of high two-year and four-year institutions of high education in establishing, operating, and education in establishing, operating, and maintaining emergency services and maintaining emergency services and disaster preparedness activities disaster preparedness activities and, as and, as needed, in developing an institutional needed, in developing an institutional crisis and emergency management plan crisis and emergency management plan pursuant to Section 23-9.2:9pursuant to Section 23-9.2:9..

§ § 23-9.2:923-9.2:9. Institutional crisis and emergency . Institutional crisis and emergency

management plan; review required.management plan; review required.

The board of visitors or other governing body The board of visitors or other governing body of each public institution of higher education of each public institution of higher education shall develop, adopt, and keep current a shall develop, adopt, and keep current a written crisis and emergency management written crisis and emergency management plan. Every four years, each institution shall plan. Every four years, each institution shall conduct a comprehensive review and revision conduct a comprehensive review and revision of its crisis and emergency management plan of its crisis and emergency management plan to ensure the plan remains current, and the to ensure the plan remains current, and the revised plan shall be adopted formally by the revised plan shall be adopted formally by the board of visitors or other governing body.board of visitors or other governing body.

§ § 23-9.2:923-9.2:9 (continued) (continued)

Such review shall also be certified in Such review shall also be certified in writing to the Department of writing to the Department of Emergency Management. The Emergency Management. The institution shall coordinate with the institution shall coordinate with the local emergency management local emergency management organization, as defined by § organization, as defined by § 44-146.1644-146.16, to ensure integration into , to ensure integration into the local emergency operations plan. the local emergency operations plan.

(2008, cc. 450, 526.) (2008, cc. 450, 526.)

HighlightsHighlights

The board of visitors (or other The board of visitors (or other governing body of the institution) governing body of the institution) shall adopt (revised) plan every 4 shall adopt (revised) plan every 4 years.years.

The institution’s self review and The institution’s self review and adoption must be certified in writing adoption must be certified in writing to the Virginia Department of to the Virginia Department of Emergency Management.Emergency Management.

And the most And the most important change…important change…

The institution shall coordinate its The institution shall coordinate its EOP (Emergency Operations Plan) EOP (Emergency Operations Plan) with the local emergency with the local emergency management organization to management organization to ensure integration into the ensure integration into the emergency management plan.emergency management plan.

Template Work GroupTemplate Work Group

In order to meet the new In order to meet the new requirements, a template work requirements, a template work group of college and university group of college and university emergency planners assisted VDEM emergency planners assisted VDEM (Virginia Department of Emergency (Virginia Department of Emergency Management) in the development Management) in the development of an EOP (Emergency Operations of an EOP (Emergency Operations Plan) template.Plan) template.

Who ParticipatedWho Participated

Representatives of:Representatives of: Community CollegesCommunity Colleges Private UniversitiesPrivate Universities State UniversitiesState Universities SCHEV (State Council of Higher SCHEV (State Council of Higher

Education for Virginia)Education for Virginia) OAG (Office of Attorney General)OAG (Office of Attorney General) VDEM (Virginia Department of VDEM (Virginia Department of

Emergency ManagementEmergency Management

ConceptConcept

Because of the input from this Because of the input from this work group, the template work group, the template captures a realistic approach to captures a realistic approach to emergency management at emergency management at colleges and universities.colleges and universities.

FormatFormat

The work group recommended the The work group recommended the Emergency Support Function FormatEmergency Support Function Format

Consistent with: Consistent with: National Response Framework (NRF)National Response Framework (NRF) Commonwealth of Virginia Commonwealth of Virginia

Emergency Operations Plan Emergency Operations Plan (COVEOP)(COVEOP)

Many local EOPs (Emergency Many local EOPs (Emergency Operations Plans)Operations Plans)

Request for Resources Request for Resources from the VEOCfrom the VEOC

The concept of Operations Section includes The concept of Operations Section includes a process clarification as to how an a process clarification as to how an institution should request resources.institution should request resources.

Requests for assistance from colleges and Requests for assistance from colleges and universities should be channeled through universities should be channeled through the local government EOC (Emergency the local government EOC (Emergency Operations Center) of the local emergency Operations Center) of the local emergency management jurisdiction in which the management jurisdiction in which the institution is located.institution is located.

The Thinking IsThe Thinking Is

If the If the Code of VirginiaCode of Virginia requires requires these entities to coordinate plans, these entities to coordinate plans, it follows that response should be it follows that response should be coordinated as well.coordinated as well.

Family Assistance Family Assistance CentersCenters An entity under ESF (Emergency An entity under ESF (Emergency

Support Function) 6 (Mass Care, Support Function) 6 (Mass Care, Housing, and Human Services).Housing, and Human Services).

Incorporated input from Virginia Incorporated input from Virginia Criminal Injury Compensation Criminal Injury Compensation Fund to reflect likely legislation Fund to reflect likely legislation that will assign victims assistance that will assign victims assistance to that agency – not the facility.to that agency – not the facility.

Template is Now Template is Now AvailableAvailable The template is available on the The template is available on the

VDEM website at:VDEM website at:

vaemergency.com/Library/vaemergency.com/Library/

Plans and ProceduresPlans and Procedures

TrainingTraining

For College/University Emergency For College/University Emergency ManagersManagers– VEOC (Virginia Emergency Operations VEOC (Virginia Emergency Operations

Center)Center) 10/14/08 – 26 Individuals10/14/08 – 26 Individuals

– Virginia TechVirginia Tech 10/17/08 – 11 Individuals10/17/08 – 11 Individuals

– EntitiesEntities 11 Community Colleges11 Community Colleges 6 Public Universities6 Public Universities 4 Private Universities4 Private Universities 3 State Agencies3 State Agencies 1 Local Government1 Local Government

The Plan for College The Plan for College and University and University TemplateTemplate After 2009 General Assembly SessionAfter 2009 General Assembly Session

– SCHEV (State Council of Higher Education SCHEV (State Council of Higher Education for Virginia)for Virginia)

– OAG (Office of Attorney General)OAG (Office of Attorney General) ?? Legislative ChangesLegislative Changes

– College and University Emergency College and University Emergency ManagersManagers

– Local Emergency ManagersLocal Emergency Managers ?? Practical ChangesPractical Changes

Review/Revise/Re-ReleaseReview/Revise/Re-Release Regional Coordinator Role - StandbyRegional Coordinator Role - Standby

State of Virginia GuidanceState of Virginia Guidance

§ 44-146.18.B:7, Code of Virginia § 44-146.18.B:7, Code of Virginia (2005)(2005)“The … Department of Emergency

Management shall in the administration of emergency services and disaster preparedness programs … provide guidance … provide guidance and assistance to state agencies and units of and assistance to state agencies and units of local government in developing and local government in developing and maintaining emergency management and maintaining emergency management and continuity of operations (COOP)continuity of operations (COOP) programs, programs, plans and systems…”plans and systems…”

Executive Order 44 Executive Order 44 (2007)(2007) To provide for consistent and uniform planning, directs each To provide for consistent and uniform planning, directs each

executive branch agency including institutions of higher executive branch agency including institutions of higher education with guidance from their Emergency Coordination education with guidance from their Emergency Coordination Officer:Officer:– Create or update Continuity of Operation Plans to conform to the Create or update Continuity of Operation Plans to conform to the

template produced by the Virginia Department of Emergency template produced by the Virginia Department of Emergency Management, andManagement, and

– Utilize the resources available from the Virginia Department of Utilize the resources available from the Virginia Department of Emergency Management for creating or updating Continuity of Emergency Management for creating or updating Continuity of Operations Plans. Operations Plans.

The process of creating or updating Continuity of Operations The process of creating or updating Continuity of Operations Plans shall be completed by April 1 of each year, with an Plans shall be completed by April 1 of each year, with an electronic copy sent to the Virginia Department of Emergency electronic copy sent to the Virginia Department of Emergency Management. The Office of Commonwealth Preparedness, in Management. The Office of Commonwealth Preparedness, in consultation with the Virginia Department of Emergency consultation with the Virginia Department of Emergency Management will devise a process for review of all executive Management will devise a process for review of all executive branch agencies’ Continuity of Operations Plans by the first branch agencies’ Continuity of Operations Plans by the first week of December each year. week of December each year.

Consulting Firm RetainedConsulting Firm Retained

Beck (Fomerly Excelliant)Beck (Fomerly Excelliant) Possessed Local COOP (Continuity of Possessed Local COOP (Continuity of

Operations) Planning GuideOperations) Planning Guide– ManualManual– WorksheetsWorksheets– TemplateTemplate

Turned Over to VDEM (Virginia Turned Over to VDEM (Virginia Department of Emergency Department of Emergency Management)Management)

Work Group FormedWork Group Formed

Local Emergency ManagersLocal Emergency Managers VACO (Virginia Association of VACO (Virginia Association of

Counties)Counties) VML (Virginia Municipal League)VML (Virginia Municipal League)

To Give the Guide a VirginiaTo Give the Guide a Virginia

Local Government PerspectiveLocal Government Perspective

Next ActivityNext Activity Local Government ReviewsLocal Government Reviews Released: Released:

www.vaemergency.com/librarywww.vaemergency.com/library//local_govt/local_govt/index.cfmindex.cfm

AwarenessAwareness– VACO (Virginia Association of Counties) VACO (Virginia Association of Counties)

PresentationPresentation– VEMC (Virginia Emergency Management VEMC (Virginia Emergency Management

Conference) PresentationConference) Presentation Requests for AssistanceRequests for Assistance

ChallengesChallenges State Planning Assistance (SPA) State Planning Assistance (SPA)

– Lead for Executive Agencies (135) COOP (Continuity Lead for Executive Agencies (135) COOP (Continuity of Operations)of Operations)

AssistanceAssistance ReviewReview COOP Planner – Promoted to Another PositionCOOP Planner – Promoted to Another Position COOP Planning Specialist – Left for Private SectorCOOP Planning Specialist – Left for Private Sector

Local Planning Assistance (LPA)Local Planning Assistance (LPA)– Departures, Promotions, Vacancies, Recruitments, Departures, Promotions, Vacancies, Recruitments,

Hirings…Hirings…– Existing Staff Trained on COOP (Continuity of Existing Staff Trained on COOP (Continuity of

Operations) through Independent Study CoursesOperations) through Independent Study Courses

The Plan for Local COOPThe Plan for Local COOP(Continuity of (Continuity of Operations)Operations)

Fully Staff LPA (and SPA)Fully Staff LPA (and SPA) New LPA Staff Trained on COOP New LPA Staff Trained on COOP

(Continuity of Operations) Independent (Continuity of Operations) Independent Study CourseStudy Course

LPA Staff will be Tutored on VDEM’s LPA Staff will be Tutored on VDEM’s Local COOP Planning GuideLocal COOP Planning Guide

Training – TBDTraining – TBD Regional Coordinators’ Role - StandbyRegional Coordinators’ Role - Standby

Post-National Response Plan Post-National Response Plan (6/05)(6/05)

Existing Local EOP (Emergency Existing Local EOP (Emergency Operations Plan) Template Operations Plan) Template UpdatedUpdated– Released at 2005 Coordinators Released at 2005 Coordinators

BriefingsBriefings

Routine UpdateRoutine Update

NRF (National Response NRF (National Response Framework)Framework)

Debris ManagementDebris Management Pan FluPan Flu DamsDams

ChallengesChallenges

Turnover in LPA (Local Planning Turnover in LPA (Local Planning Assistance)Assistance)– Departures, Promotions, Vacancies, Departures, Promotions, Vacancies,

Recruitments, Hirings…Recruitments, Hirings…

The PlanThe Plan

Staff up LPA (Local Planning Staff up LPA (Local Planning Assistance)Assistance)

Finish LEOP (Local Emergency Finish LEOP (Local Emergency Operations Plan) TemplateOperations Plan) Template– 12/1/0812/1/08

Training TBDTraining TBD

COOP/EOP (Continuity of COOP/EOP (Continuity of Operations/Emergency Operations/Emergency Operations Plan) Training Operations Plan) Training ConceptConcept Regional WorkshopsRegional Workshops

– 2 in 4/62 in 4/6– 2 in 2/32 in 2/3– 2 in 1/52 in 1/5

Assistance/Guidance Along the Assistance/Guidance Along the WayWay– LPA (Local Planning Assistance) StaffLPA (Local Planning Assistance) Staff– Regional Coordinators’ Role – Almost Regional Coordinators’ Role – Almost

There…There…

Training Concept Training Concept (Cont.)(Cont.) Regional Follow UpRegional Follow Up

– When a majority of localities reach When a majority of localities reach some some

pre-determined point along the pre-determined point along the processprocess

Regional CoordinatorsRegional Coordinators

Their Role in the ProcessTheir Role in the Process

LOCAL SUPPORT SERVICES LOCAL SUPPORT SERVICES DIVISIONDIVISION

Post 9/11Post 9/11 April 2003 - Secure Virginia Panel April 2003 - Secure Virginia Panel

initiativeinitiative Built on former Field Services Built on former Field Services

activitiesactivities Lessons Learned - IsabelLessons Learned - Isabel

BackgroundBackground

““To improve the To improve the Commonwealth’s Commonwealth’s preparedness, response, preparedness, response, and recovery and recovery capabilities…”capabilities…”

The Regional CoordinatorThe Regional Coordinator- Where- Where- What- What- How- How

Where:Where:

One Regional Coordinator per RegionOne Regional Coordinator per Region Region 7 TeamRegion 7 Team 20 Localities per Region, average20 Localities per Region, average Backgrounds:Backgrounds:

– Emergency ManagementEmergency Management– Law EnforcementLaw Enforcement– FireFire– MilitaryMilitary

What We Do:What We Do:

Situational Awareness:Situational Awareness:– Monitor trendsMonitor trends– Identifying needs, gaps and Identifying needs, gaps and

strengths. strengths. – Critical data for decision makersCritical data for decision makers

What We Do:What We Do:

PartnershipsPartnerships– State agencies regionallyState agencies regionally– Federal agenciesFederal agencies– Voluntary Agencies Active in Voluntary Agencies Active in

Disaster (VOAD)Disaster (VOAD)– Other non-governmental entities. Other non-governmental entities.

What We Do:What We Do:

Support Local and Regional ProgramsSupport Local and Regional Programs– DesignDesign– DevelopmentDevelopment– ImplementationImplementation– AnalysisAnalysis

What We Do:What We Do:

SUPPORT TO LOCALITIES:SUPPORT TO LOCALITIES:– Liaison to VDEM Program staffLiaison to VDEM Program staff– Targeted TrainingTargeted Training– Coaching / MentoringCoaching / Mentoring– NetworkingNetworking– Meeting FacilitationMeeting Facilitation

What We Do:What We Do:

Emergency / Disaster Response:Emergency / Disaster Response:– Rapid assessmentRapid assessment– Coaching Coaching – Establishing CommunicationsEstablishing Communications

How We Do It:How We Do It:

‘‘Building Bridges”Building Bridges”– Developing Networks and Developing Networks and

PartnershipsPartnerships– Opening doorsOpening doors

How We Do It:How We Do It:

EquipmentEquipment– Wireless Broadband InternetWireless Broadband Internet– Satellite communicationsSatellite communications– Global Positioning System (GPS)Global Positioning System (GPS)– Cameras with GPSCameras with GPS– Onboard Computer and PrinterOnboard Computer and Printer

How We Do It:How We Do It:

MobilityMobility

Plans are important…Plans are important…

Plans are important, but Plans are important, but planningplanning is priceless is priceless

Planning Assistance:Planning Assistance:

Support your planning processSupport your planning process– Identify internal stakeholdersIdentify internal stakeholders– Assist with state agency Assist with state agency

involvementinvolvement– Meeting facilitation – initialMeeting facilitation – initial– Regional Training and WorkshopsRegional Training and Workshops– Collaboration with Preparedness Collaboration with Preparedness

DivisionDivision

Planning Assistance:Planning Assistance:

Colleges and Universities:Colleges and Universities:– Foster CollaborationFoster Collaboration– Include in regional activitiesInclude in regional activities– IntroductionsIntroductions– Facilitate meetingsFacilitate meetings– Direct AssistanceDirect Assistance

Summary:Summary:

Supporting your programsSupporting your programs Building bridgesBuilding bridges CoachingCoaching