Grossmont College
Emergency Response Manual
Table of Contents

The Grossmont Cuyamaca Community College District (GCCCD) is a public college district providing associate level degree programs, vocation education and various education and training programs.

GCCCD is located in the east area of San Diego County with two college campus sites, Grossmont College located in the City of El Cajon and Cuyamaca is located in the community of Rancho San Diego.  The Grossmont College campus has 7,142 day time students, 3,825 evening students.  The Cuyamaca College campus has 4,147 day time students and 1,384 evening students.  The District has a combined total of 614 full time employees including administration, staff, faculty and instructors.

District Administration is headquartered at the Grossmont campus.  Campus police and building maintenance are also provided at the Cuyamaca Campus.

LAWS, AUTHORITIES, AND SYSTEMS

The following laws and authorities provide the legal basis for this plan:

Grossmont Cuyamaca Community College District is a participating agency in the Standardized Emergency Management System (SEMS) in the County of San Diego and the State of California.  The system is as follows:

Grossmont Cuyamaca Community College District
GCCCD is a public agency situation within San Diego County.  Per the SEMS system, GCCCD is considered the same as a "Local Government" agency and it required to establish emergency response plans, multi-agency coordination and EOC management consistent with SEMS guidelines.  This plan is based on the Local Governemn6t requirements of SEMS guidelines and it integrated with the City of El Cajon for the Grossmont Campus and the County of San Diego for the Cuyamaca Campus.  GCCCD must notify the City of El Cajon and the County of San Diego (Office of Disaster Preparedness) Operational Area whenever the GCCCD EOC is activated.

San Diego County Office of Education (COE)
In San Diego County, the San Diego County Office of Education (COE) provides a coordinating role with the San Diego County EOC.  COE will activate their EOC and District liaison position to assist the flow of information and the requests for resources between GCCCD, other school districts and the County of San Diego.  COE should be notified whenever the GCCCD EOC is activated.

San Diego County School Districts Reporting Regions
As part of the San Diego County Office of Distract Disaster Communication and Coordination Plan, individual districts are grouped together by area into District Reporting Regions.  GCCCD is in Region V and is the coordinating District for that Region.  During an activation of the COE plan, the following districts will provide status report to GCCCD:

GCCCD has the responsibility to establish communication with each district and provide status reports to COE.  COE will liaison with the GCCCD and with the Operational Area (San Diego County EOC).  Additionally, in post-earthquake conditions, this plan and reporting process will assist with the coordination of the school safety inspections by the State Office of the Architect.  (Please refer to the San Diego County Office of Education District Disaster Communication and Coordination Plan for more information.)

City of El Cajon
The City of El Cajon is the local government jurisdiction for the Grossmont Campus.   During an activation of the GCCCD plan and EOC, GCCCD must notify the City of El Cajon.  Coordination between GCCCD and El Cajon Police and Fire Departments is conducted through the EOC's as well as in the field.

San Miguel Fire Protection District
The San Miguel Fire Protection District provides fire and medical emergency response service to the Cuyamaca Campus.  For emergency events at the Cuyamaca Campus involving fire, medical, rescue or hazardous materials incidents, the San Miguel Fire Protection District will respond and coordinate with Campus Police.  The GCCCD EOC will coordinate with the District with Heartland Fire (City of El Cajon) or the County EOC.

County of San Diego
The County of San Diego serves as the "Operational Area" and coordinates between all of the public agencies within its geographical boundaries and the State Office of Emergency Services.  the Operational Area is staffed by the Office of Disaster Preparedness (ODP) and is located at the County Emergency Operations Center in Kearny Mesa.  During disasters asters, ODP will activate the County EOC and will need to get a status report and other information from COE as soon as possible.  GCCCD status reports will be forwarded to the County EOC via COE.

ODP will coordinate information, status reports and requests for resources from COE with the State Office of Emergency Services.  This includes any status reports for GCCCD.

If GCCCD activates the District EOC or the Campus Command Center at Cuyamaca for a single event that only affects the District, the District should contact the City of El Cajon and the County of San Diego.  This action will ensure consistency with the SEMS requirements and provide for a state of readiness from the local jurisdictions.

The County EOC will coordinate mutual aid requests within the county as well as requests forwarded to the State.  This includes structural engineering inspections, damage reports and public information releases.

Additionally, the County will coordinate the initial OES/FEMA Disaster Assistance Program Briefing.

State of California
The State of California provides regional disaster coordination and assistance to he County Operational Areas, in accordance with the SEMS law (Petris Bill).  Appendix E, in this plan, provides a brief description of the SEMS program.  during disaster response, the Governor's Office of Emergency Services (OES) communicates and coordinates with the County Emergency Operations Center to receive reports, requests for resources and related information.

The State also activates the Natural Disaster Assistance Act (NDAA) public agency disaster relief program to assist eligible public agencies with disaster costs and repairs.  The program allows for a maximum of 25% reimbursement of disaster costs and is almost always implemented in conjunction with the FEMA program.  The application process is managed by the State for both programs.

Specific to earthquakes, the State Office of the Architect will provide post-earthquake safety inspections of school buildings.  The San Diego County Office of Education has a role in the initial status report of damage and the coordination of inspection teams.  The State Office of the Architect will contact COE to set up the inspection process.  The inspection teams may work separately or with the OES/FEMA inspection teams.  The San Diego County Office of Education District Disaster communication and Coordination Plan provides information on this and the FEMA/OES documentation and application requirements.

PURPOSE OF THE PLAN

The purpose of this Emergency Operations Plan is to protect the safety and welfare of the students, employees, and visitors in the offices, colleges, and programs operated by the Grossmont Cuyamaca Community College District and to ensure the continued operation of the essential services of the District during a period of emergency.  It establishes an emergency organization to direct and control operations at all sites during a period of emergency by assigning responsibilities to specific personnel.

This Emergency Operations Plan is designed to provide guidelines for use in meeting the requirements of the standardized Emergency Management System (SEMS) Operational Area (countywide) emergency response, and to support the role of the San Diego County Office of Education and the school districts with Post-Earthquake Damage Evaluation and Reporting requirements.

PLAN USAGE

This plan is established as a supplement to the administrative policies and procedures followed during normal times.  When implemented, it serves as the GCCCD emergency manual, setting forth the authorities and policies for activation, personnel emergency assignments, operational procedures and recovery activities.

The format is considered "user friendly," requiring minimal time to find guidelines, procedures and supplemental information, once the reader is familiar with the document.  This allows for immediate use when required during an emergency.

The format is also considered to be "response ready."  Users are to utilize the checklists contained in this document when participating in drills, exercises, or in actual events.  The completed forms are then kept on file, as official records of the emergency response.  Users are encouraged to supplement this manual with additional materials in order to have complete information for an emergency.

LEVELS OF EMERGENCY

For planning purposes, disasters and emergency situations are divided into three levels.  The levels are:

This emergency plan is based on a Level III disaster and a full emergency response by the GCCCD.  However, only those sections of the response organization that are required to address the situation at the time are activated.  For example, a Level I disaster occurring on one district campus would require minimal activation of the plan, where more serious situations would require increased activation.

PLAN ACTIVATION

PART 2

EMERGENCY RESPONSE ORGANIZATION,
ASSIGNMENTS AND RESPONSIBILITIES

Emergency response management is the establishment of a strategic organization comprised of the most important or critical functions of the District campuses.  The organization is called to duty during times of emergency when normal operations are not sufficient to meet the immediate or overwhelming needs.  The essential functions are necessary to provide immediate emergency response for:

GCCCD is required under the SEMS program to follow the standard five-unit structure as the basis for organizing emergency planning and response.  The five functions are (1) Management, (2) Operations, (3) Planning and Intelligence, (4) Resources and Logistics and (5) Finance and Administration.  The GCCCD emergency response organization is based on these functions, as shown on the Emergency Management Organization Chart.  The responsibilities of the positions are described below.   Primary and alternate assignments are listed in the Assignment List, Appendices A, B, C and D, as follows:

Management
The Management Section is responsible for overall emergency policy, direction, and coordination of the emergency response effort in the EOC and throughout the GCCCD facilities.  The Chancellor serves as the Director of Emergency Response, managing and directing the Management Section and the entire response organization.  The Board of Trustees and faculty Senate provide liaison and support to Chancellor, when requested.   Staff support roles are:

Governing Board
The Board of Trustee members are responsible for providing support to the Chancellor; with official Board actions, liaison to other agencies and representation to the community and elected officials, as practical and as requested by the Chancellor.   In addition, the Board members support the Public Information Officer with news media interviews, as possible.  Procedures are in Checklist 4-A.

Chancellor (Director of Emergency Operations)
The Chancellor has the overall management responsibility for an incident at the GCCCD administrative offices and any auxiliary sites affected.  This includes activating, directing and managing the EOC, establishing objectives and strategies, approving the action plans developed by EOC staff to implement the objectives and strategies, and approving requests for the ordering or releasing resources through mutual aid.  The Manager is assisted by the staff listed below, who are assigned to key activities and responsibilities.  Procedures are in Checklist 4-B.

Senate and Instructors
The Senate and Instructors are responsible for following emergency procedures and EOC instructions for the safe evacuation of classrooms. In addition, responsibilities will include classroom damage assessment and restoration support.   Procedures are in Checklist 4-C.

Public Information Officer
The Public Information Officer (PIO) is responsible for preparing and disseminating emergency public information regarding the incident size, cause, ongoing situation, resources, and other matters of interest (such as background information on GCCCD).   The PIO is the point of contact for the news media and provides information to employees, the public, and the news media, coordinating releases with other agencies and holding news conferences as necessary.  In addition, the PIO is in charge of rumor control.  Procedures are in Checklist 4-D.

Liaison
The Liaison function is to serve as the point of contact for the supporting agencies, and all off-site agencies, and to assist with intergovernmental communications and liaison.  the Liaison also serves as the point of contact for communication with the Region V school districts, providing information and status reports to COE keeping both apprised of the events and issues.  Procedures are in Checklist 4-E.

Student Affairs
Student Affairs is responsible for determining the disposition of students and classroom activities.  Student Affairs may work closely with the Senate and the Public Information Officer to provide accurate and timely information to students regarding the status of the campus and courses.  Procedures are in Checklist 4-F.

EOC Manager
The EOC Manager is in charge of the District Emergency Operations Center and manages all operations at both campuses.  the EOC Manager provides ongoing reports to the Chancellor and key District staff.  the EOC Manager activates the District Emergency Operations Center and notifies the District personnel who are assigned to the EOC.  If the Chancellor is not available, the EOC Manager assumes the role of the Chancellor, as needed.  Procedures are in Checklist 4-G.

Legal
Legal provides technical support to the Management Team regarding liability and potential legal eventualities.  Procedures are in Checklist 4-H.

Operations Team

The Operations Team is responsible for all field response actions at both campuses.  The Operations Team is headed by the Operations Team Leader, who coordinates all emergency response operations.  The team consists of two units:

The team is organized as follows:

Grossmont Campus EOC Operations Unit

Police
The Police position is responsible for directing the response of the campus police units for evacuation, traffic control, and site security.  this position keeps track of all police resources, makes requests for additional personnel or mutual aid from El Cajon Police Department and plans for Grossmont Campus Security.  Procedures are in Checklist 5-B-1.

Lt Search and Rescue
The Light Search and Rescue position is responsible for rescuing any trapped or injured persons.  Procedures are in Checklist 5-B-2.

Medical
The Medical position is responsible for setting up and staffing the First Aid Center, assisting the injured by providing first aid, arranging for hospital transportation, if required, and establishing temporary morgue if necessary.   Procedures are in Checklist 5-B-3.

Hazmat
The Hazmat position is responsible for managing the response, containment and clean-up of operations for all incidents involving hazardous materials including the chemical laboratories, hazardous waste storage area an cleaning and maintenance materials.   Procedures are in Checklist 5-B-4.

Care and Shelter
The Care and Shelter position is responsible for establishing and managing District care and shelter operations at the Grossmont Campus.  This position provides rest areas, food, water and other support for workers, employees and students who are unable to leave the campus.  In the event the American Red Cross establishes a shelter at the College, this position coordinates with the American Red Cross to ensure adequate facilities and other needs are met.  Procedures are in Checklist 5-B-5.

Health and Safety
The Health and Safety position is responsible for the assessment of unsafe conditions at GCCCD facilities and developing measures for assuring safety and health of operations and facilities.  the position provides support to the Operation Team Leader in evaluating and prioritizing response operations.  Procedures are in Checklist 5-B-6.

Buildings and Utilities
The Buildings and Utilities Team is responsible for making safety inspections of all facilities that may have been damaged, initially and subsequently, as directed.   also, the team turns off any utilities as required for safety.  Procedures are in Checklist 5-B-7.

Cuyamaca Campus Command Post Operations Team Unit

Operations Team Leader
The Operations Team Leader is responsible for managing the Operations Section at Cuyamaca College.  The Operations Team Leader reports to the Grossmont Campus District EOC and Operations Team Leader at Grossmont College.  Additional responsibilities include evaluating and prioritizing operational information, keeping the EOC Manager informed of response team activities, and coordinating with Inspection and Posting teams.  Procedures are in Checklist 5-C (See also Grossmont Checklist 5-A).

Police
The Police position is responsible for directing the response of the campus police units for evacuation, traffic control, and site security.  This position keeps track of all police resources, makes requests for additional personnel or mutual aid from El Cajon Police Department and plans for Cuyamaca campus Security.  Procedures are in Checklist 5-C-1.

Lt. Search and Rescue
The Light Search and Rescue position is responsible for rescuing any trapped or injured persons.  Procedures are in Checklist 5-C-1a.

Medical
The Medical position is responsible for setting up and staffing the First Aid Center, assisting the injured by providing first aid, arranging for hospital transportation, if required, and establishing a temporary morgue if necessary at the Cuyamaca Campus.  this position reports to the Cuyamaca Incident Commander at the Command Post.  Procedures are in Checklist 5-C-2.

Health and Safety
The Health and Safety position is responsible for the assessment of unsafe conditions and the containment of hazards at the Cuyamaca campus facilities.  The position reports to and provides support to the Cuyamaca Incident Commander in evaluating and prioritizing response operations.  Procedures are in Checklist 5-C-3.

Hazmat
The Hazmat position is responsible for managing the response, containment and clean-up operations for all incidents involving hazardous materials including the chemical laboratories, hazardous waste storage area and cleaning and maintenance materials.   Procedures are in Checklist 5-C-3a.

Buildings and Utilities
Buildings and Utilities is responsible for making safety inspections of all facilities on the Cuyamaca Campus and turns off any utilities as required for safety.   this position reports to the Operations Team Leader.  Procedures are in Checklist 5-C-4.

PLANNING AND INTELLIGENCE SECTION

The planning and intelligence Section is responsible for collecting, evaluating, processing and disseminating information;  developing the actin plan, in coordination with the other functions; and maintaining documentation.  In addition, the section maintains information on the current and forecast situations and on the status of resources.  the functions under the Planning and Intelligence Section are Situation Status, Inspection and Posting, Damage Assessment and Emergency Projects.

Planning and Intelligence Team Leader
The Planning and Intelligence Team Leader heads the Planning and Intelligence Section and is responsible for the planning of ongoing operations, supervision of the Situation Status and Damage Assessment functions, survey of facilities and structures, oversight of inspections, managing the shut-down and restoration of damaged structures and preparation of the After-Action Report.  In addition, the Planning and Intelligence Officer regularly briefs the EOC Manger and supervises the message flow and EOC runners.   Procedures are in Checklist 6-A.

Situation Status
The Situation Status responsibilities re collecting and processing all information and intelligence, evaluating and disseminating information throughout the Section and the EOC, and preparing the Situation Status Report and other reports, as requested.   Procedures are in Checklist 6-B.

Inspections and Posting
Inspections and Posting is responsible for assembling inspection teams to conduct a thorough inspection of all District buildings and posting occupancy status using the red, yellow, and green placarding method.  Inspection reports are forwarded to Damage Assessment for analysis and repair priority.  Inspection teams may be augmented with qualified inspectors from the County, El Cajon, La Mesa or State OES.  The Office of the State Architect may assist with inspection after a major earthquake.  Procedures are in Checklist 6-C.

Damage Assessment
Damage Assessment is responsible for receiving inspection reports, assessing the loss, and determining priorities for repair and construction.  Damage Assessment provides estimates for reporting to the County Office of Education, as well as the FEMA/OES documentation position.  Damage Assessment keeps track of all information regarding damage and losses for internal and external reporting.  Procedures are in Checklist 6-D.

RESOURCES AND LOGISTICS TEAM

The Resources and Logistics Team is headed by the Resources and Logistics Team Leader, and is comprised of the following positions:

The Resources and Logistics Team is responsible for providing all support for the emergency response operation.  this Section orders all resources from off-site locations and provides facilities, services, personnel, equipment and materials.

Resources and Logistics Team Leader
The Resources and Logistics Team Leader is in charge of the Resources and Logistics Team and is responsible for insuring the provision of resources for the response effort, including the procurement, delivery, and deployment of the resources. The Resources and Logistics Team provides support to the emergency response effort with provisions, communications, mutual aid requests, volunteer management and transportation.   Additionally, the Resources and Logistics team Leader insures that all emergency expenses are tracked, by site, and that complete and accurate records are provided for FEMA/OES Documentation, using the accounting system specified by Finance and Administration.  Procedures are in Checklist 7-A.

Procurement
The Procurement position orders, receives, stores, processes and allocates all disaster resources and supplies.  this is done keeping careful and complete records according to the specified accounting system.  Procedures are in Checklist 7-B.

Personnel Support
Personnel Support provides food, water and other support for on-site workers and temporary shelter sites that are under the control of GCCCD.  Procedures are in Checklist 7-C.

Mutual Aid
The Mutual Aid position is responsible for handling all requests for mutual aid resources, both those provided to GCCCD and those provided from the District.  This position has the responsibility of tracking mutual aid resources and ensuring care and support for mutual aid workers at the District.  Additionally, this position provides accurate records to the FEMA/OES Documentation position to support disaster Assistance Application and Claims.  Procedures are in Checklist 7-D.

Communications
Communications serves as the central point for receiving and sending communications and for coordinating internal communications.  This unit assists personnel with communication needs, assigns equipment that is available, and establishes links with other agencies.  Procedures are in in Checklist 7-E.

FINANCE AND ADMINISTRATION SECTION

The Finance and Administration Section is responsible for all accounting and financial aspects of the disaster and any other administrative requirements.  The functions under this Section are:

Finance and Administration Team Leader
The Finance and Administration Team Leader is responsible for all financial aspects of the response, personnel matters, as well as all documentation and oversight of the process for the disaster assistance application.  Additionally, if needed, Budget Analysis provides decision support to the EOC Manager and the Chancellor regarding cost/benefit and cost accounting.  Procedures are in Checklist 8-A.

Accounting
The responsibility of this function is to track and account for all expenses and costs.  Accounting receives originals of orders, invoices, and other documents supporting expenses.  Accounting may set up special accounting numbers to track disaster expenses.  these should be set up by site.  Procedures are in Checklist 8-B.

Purchasing
Purchasing supports the Resources and Logistics Team with arranging for purchase orders and invoicing for procurements, contracts, and service agreements.  Purchasing provides accounting with source documentation.  Procedures are in Checklist 8-C.

Personnel
Personnel maintains and provides information to the Manager regarding the status and availability of on and off-duty personnel, coordinates with the EOC staff to determine staff recall needs, arranges for the recruitment and orientation of any temporary employees, registers and assigns all volunteer workers and technical experts and specialists, initiating and maintaining records on any volunteers that are used.   Procedures are in Checklist 8-D.

FEMA/OES Documentation
The FEMA/OES Documentation staff initiates, prepares and maintains a documentation package (or binder) that contains the documentation files and records supporting the disaster assistance application process.  Procedures are in Checklist 8-E.

Insurance
The Insurance position is responsible for all insurance claims which may arise from the disaster operations.  Procedures are in Checklist 8-F.

PART 3

DISTRICT EMERGENCY OPERATIONS CENTER (EOC)
CUYAMACA COMMAND CENTER (CC)

The Grossmont Cuyamaca Community College District, in accordance with the Standardized Emergency Management System guidance, has established two strategic locations for the District's emergency management centers:

Access to these facilities is for authorized GCCCD personnel who are assigned to the emergency response.  Any others must obtain approval from the EOC Manager at Grossmont Campus EOC and/or the Police Officer in charge of the Cuyamaca Command Center for entry.  The media is not authorized to enter either facility unless given permission by the Chancellor and accompanied by a representative from the District.

EOC Activation

The EOC Manager will determine if the EOC and/or the CC are to be activated and which positions are to be staffed during the emergency response.  The SEMS law requires that the San Diego County Operational Area, and all local government jurisdictions (City of El Cajon for the Grossmont Campus) are to be notified whenever the GCCCD EOC is activated.  Further, the County and/or the City of El Cajon may request GCCCD to activate their EOC for regional emergencies.  Table 2 provides an activation checklist for the EOC.  Table 3 provides the activation checklist for the CC.   The checklists are to be used by the first person in the EOC and are to be forwarded to the EOC Manager for documentation.  During a partial activation not all steps will be necessary.

EOC Positions and Space Assignment

EOC ACTIVATION:

EMERGENCY POWER:

TELEPHONES:

SET UP AND TEST ALL COMMUNICATIONS:

POST CC SIGNS

CONTACT:

GIVE YOU NAME, TELEPHONE NUMBER, AND FAX NUMBER