UC IRVINE ADMINISTRATIVE POLICIES AND PROCEDURES
Physical Environment and Properties
Sec. 905-30: Emergency Management Policy
Responsible Office: Chief of Police
Revised: October 2016
References / Resources
- Federal Emergency Management Agency (FEMA)
- National Fire Protection Authority
- Cal OSHA Regulation Title 8, Section 3220 – Emergency Action Plans
- California Code of Regulations, Title 19, Section 2400 et seq.
- California Emergency Services Act – Disaster Service Worker
- California Labor Code 3211.92 (b) – Disaster Service Worker
- Legal Guidelines for Controlling Movement of People and Property During an Emergency
- Clery Act – Chapter 6 – Emergency Notification And Timely Warnings: Alerting Your Campus Community
- UC Policy on Safeguards, Security and Emergency Management
- UCOP Facilities Manual
- UCI Emergency Procedures and Other Emergency Protocols
- IDA577 - Authority to Act for the Chancellor
Contact: Police Department at (949) 824-5223
A. Introduction and Application
The University of California, Irvine has an obligation to safeguard the welfare of students, faculty, staff and visitors, and to protect the University’s mission of teaching, research and public service during and after emergencies. An emergency is defined as a natural or human caused event that requires responsive action to protect life, property, the environment, and the ability to fulfill the University’s mission. This policy applies to the UC Irvine main campus only.
B. Responsibility and Authority
- IDA577 identifies the officials who may act for the Chancellor in the chancellor’s extended absence or in case of the chancellor’s inability to act.
- The Vice Chancellor, Administrative & Business Services or designee is authorized to implement campus-wide safeguards and security and emergency management programs. The Vice Chancellor, Administrative & Business Services is further authorized to commit and use University personnel, equipment and financial resources, and to call for assistance from other organizations, as may be required to cope with an emergency.
- The Emergency Management Program is coordinated by the Police Department. Coordination includes campus-wide emergency planning, mitigation, preparedness, exercise and training, and response and recovery efforts.
- The Emergency Management Advisory Committee (EMAC) is composed of representatives from major campus constituencies. Co-chaired by the Associate Chancellor/Chief of Staff and the Associate Vice Chancellor, Administrative & Business Services, the EMAC is responsible for establishing the University’s Emergency Management Policy and Program. It functions as a steering committee to support and advance emergency management efforts at all levels of the campus as recommended by NFPA 1600 Standard on Disaster/Emergency Management and Business Continuity Programs.
- Management in departments that provide campuswide services essential to the protection and preservation of life and University property are required to develop and maintain up-to-date emergency response plans appropriate to their roles. These plans must align with the campus-wide Emergency Management Plan.
- Campus departments are responsible for completing UC Ready Business Continuity Plans and Emergency Action Plans. Unit managers are responsible for assessing the appropriate level of emergency response planning for their unit(s) and for developing and maintaining up-to-date programs. Business Continuity Plans are created using the UC Ready online planning tool. Emergency Action Plans (EAPs) should, at a minimum, include site-specific evacuation plans, assembly area information, a means to account for staff, students and visitors, and appropriate shelter-in-place protocols. Units that perform work or services that result in special needs in emergency situations, or present higher than normal risks, should request review of their plans by Police Department/Emergency Management.
- All campus employees are expected to be familiar with the campus Emergency Operations Plan (EOP) and workplace specific emergency action plans, continuity plans, and related procedures. Faculty, staff and students are expected to participate in applicable emergency planning, training and exercises to improve their performance during an emergency and minimize the risk of injury, damage to property, or loss of resources. During an emergency, all persons are expected to follow established procedures and cooperate fully with the instructions of emergency personnel.
C. Emergency Operations Plan (EOP)
The University of California, Irvine takes a positive and proactive approach to emergency management with the aim of minimizing the loss of life and property. To accomplish this, an Emergency Management Plan (EMP) and associated Incident Pre-Plans and Zone Plans are maintained by the Police Department. The goal of these plans is to allow for rapid and efficient mobilization of University resources necessary to handle emergencies. Although the response will depend on the nature of the emergency and related circumstances, certain units such as Facilities Management, Police Department, and EH&S are normally involved in emergency situations and are critical to emergency management. The emergency response plans will be activated when the University and/or its surrounding community have been subjected to a major emergency situation, and casualties or events have exceeded or impacted the resources normally available.
D. Emergency Protocol for Staff and Faculty
During a state, county, city or campus declared state of emergency any UCI employee may be called upon to work in their regularly assigned position or in a role they do not normally perform. Employees who volunteer, outside of the course and scope of their employment, to perform disaster work are protected as Disaster Service Workers (DSWs) by the California Emergency Services Act with respect to liability and Workers’ Compensation.
The effectiveness of UCI's emergency response depends upon the support and rapid response of personnel. The EOC Manager or designee, in consultation with campus leadership, will determine which employees play a critical role in emergency control and which employees, students, and community members are required to leave the site of the emergency for safety reasons. These decisions are made on a case-by-case basis and may affect only a portion of the campus. Employees not affected by the emergency will remain at their normal work stations and follow their normal work schedules.
- Critical Employees: Employees designated as critical are expected to give their full support and attention to emergency management. Non-exempt employees will be compensated for hours worked, in accordance with applicable staff personnel policies, procedures and collective bargaining agreements. If, due to the nature of the emergency, compensatory time cannot be taken in accordance with the time limits listed in Personnel Procedure 32 or applicable union contract, an extension may be approved by the appropriate Dean, Director, or department head. Compensatory time taken in such cases is not considered time worked for overtime compensation purposes.
- Non-critical Employees Required to Leave the Work Site: Employees required to leave their worksite for safety reasons will report their time off as paid administrative leave. This time is not considered time worked for overtime compensation purposes. Employees on previously approved sick or vacation leave or on a shift assignment or working in an area not affected by the emergency are not eligible for the paid administrative leave.
E. Campus and Building Evacuations and Closures
Should a serious risk to the health, safety, or security of the University community arise, all or part of the campus may, in accordance with the University's official Emergency Operations Plan, need to be evacuated or closed.
If it is determined that an emergency warrants such action, the Chief of Police or designee will order a partial or full campus evacuation. Such emergencies may include fire, earthquake, hazardous materials spill, bomb threat, criminal violence, a civil disorder which poses the threat of serious injury to persons or damage to property, or other safety concern.
If the emergency neccessitates the closure of the campus for more than one day the Chancellor will order such campus closure.
Once a decision is made to execute an evacuation or closure, notification to the campus community will be made as quickly as practicable via zotALERT, ZotMail, Zot Radio (AM 1690), UCI home page, social media, and UCI emergency hotline (866-IRV-NEWS), as well as broader external media resources.