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PALOMAR COMMMUNITYCOLLEGE DISTRICTEMERGENCYOPERATIONS CENTERMANUALDraftSeptember 19, 2014
TABLE OF CONTENTSTOPICPAGEIntroduction / OverviewPolicy GroupRole of the EOCEOC LocationsEOC ActivationEOC Floor PlanEOC Staff AssignmentsCommunicationsEquipment and SuppliesDeactivationTraining / ExercisesATTACHMENTSA - EOC Position ChecklistsB - EOC Forms & InstructionsForm #1 – EOC Position LogForm #2 – Site Status ReportForm #3 – Site Status SummaryDisplay Board TemplateForm #4 – EOC Action PlanForm #5 – EOC MessageC - EOC Phone ListSeptember 19, 2014EOC Manual – page 2
INTRODUCTION / OVERVIEWThis manual is formatted to provide the user with a simple, user-friendly, quickreference document for the operation and management of the Palomar CommunityCollege District’s Emergency Operations Center (EOC).The District’s Emergency Management Committee is responsible for maintenance ofthis document, as well as training and exercises for EOC staff. Recommendations forchanges to this document should be forwarded to: Supervisor, Environmental Healthand Safety.POLICY GROUPServing initially as a crisis management team at the onset of an incident, the PolicyGroup will serve as the interface between the campus-level Emergency ResponseTeam until the Group calls for the activation of the Emergency Operations Center.Once the EOC is activated, the Policy Group will convene as necessary in an advisorycapacity to the Management Section in considering high-level policy issues confrontingthe District. Examples of Policy Group high-level policies could include: administrativepolicy decisions relating to campus closures and reopening schedules; fiscalauthorizations; disaster declarations; strategic prioritization; high-level conflictresolution; and strategic policy and direction for recovery and resumption of normaloperations.The Policy Group will be led by the President/Superintendent with other membersincluding Assistant Superintendent/Vice President - Finance & AdministrativeServices, Assistant Superintendent/Vice President - Instruction Services,Assistant Superintendent/Vice President - Student Services, AssistantSuperintendent/Vice President - Human Resources, and Director ofCommunications, Marketing & Public Affairs.ROLE OF THE EOCThe District Emergency Operations Center is activated to perform the followingactivities: Provide a centralized point of District emergency managementProvide logistical support to campuses and facilitiesProvide logistical support in remote sheltering operationsCoordinate media relationsServe as the central point for District information and statusCoordinate special resources related to crisis counseling and disabled serviceTrack fiscal issues and expendituresCoordinate claims issuesCoordinate recovery operationsSeptember 19, 2014EOC Manual – page 3
EOC LOCATIONSThe Primary EOC is located at the Campus Police Bullpen (#CP-14). In the event thatthe primary location is unusable, the Alternate EOC is located at Facilities ConferenceRoom (#RS-5).EOCAlternateLocationEOCPrimaryLocationEOC ACTIVATIONThe scope of the activation will depend upon the situation (e.g. during instructionalhours vs. after-hours). Because each emergency will be unique in its complexity anddemands, the individual authorizing activation must determine which positions need tobe activated. The request will be forwarded to College Police who will be responsiblefor notifying the individuals assigned to the activated positions. Access and parkinginformation and other logistical arrangements should also be addressed during thenotification process.The EOC may be activated by the Superintendent/President or if unavailable: Assistant Superintendent/Vice President - Finance & Administrative ServicesSeptember 19, 2014EOC Manual – page 4
Assistant Superintendent/Vice President - Instruction ServicesAssistant Superintendent/Vice President - Student ServicesAssistant Superintendent/Vice President - Human ResourcesActivation of the EOC should be considered whenever any of the following situationsoccurs: Large fireAn on-campus shootingA major civil disorderEarthquakeStructural failure of an occupied buildingExplosionMajor hazardous material incidentAny other incident that results in or has potential for serious injuries or majordisruption that may require an off-site evacuation or sheltering.In the event one of the District’s jurisdictions (City of San Marcos, City of Escondido,County of San Diego) also activate an EOC, a representative from the District may benotified by College Police to report as a liaison. Access and parking information andother logistical arrangements should also be addressed during the notification process.September 19, 2014EOC Manual – page 5
EOC Floor Plan – Primary EOC Location (College Police Bullpen #CP-14)September 19, 2014EOC Manual – page 6
EOC Floor Plan – Alternate EOC Location (Facilities Conference Room#RS-5)September 19, 2014EOC Manual – page 7
PALOMAR COMMUNITY COLLEGE DISTRICT EOC STAFFASSIGNMENTS (Policy Group member names shown in bold)POSITIONEOC DIRECTORPRIMARYALTERNATERobert Deegan,President/SuperintendentRon Perez, AssistantSuperintendent/VicePresident, Finance &Administrative ServicesEOC COORDINATORDerrick Johnson, Supervisor,Environmental Health &SafetyKaren Boguta, DispatchRecords Coordinator,Campus PoliceSAFETY OFFICERDerrick Johnson, Supervisor,Environmental Health &SafetyDayna Schwab, StaffAssistant, FacilitiesSECURITY OFFICERCollege PoliceCollege PoliceLIAISON OFFICERDebra Doerfler, ExecutiveAssistant, President’s OfficeCheryl Ashour,Administrative Assistant,President’s OfficePUBLIC INFORMATIONOFFICERLaura Gropen, Director,Communications,Marketing & Public AffairsMelinda Finn, Photographer/Communications Specialist,Communications, Marketing& Public AffairsWilma Owens, Dean,Career, Technical &Extended EducationTom Medel, Co-Manager,Escondido Center/EveningAdministratorLAW ENFORCEMENTUNITMark DiMaggio, Chief ofPolice, College PoliceMonika Forest, PoliceOfficer, College PoliceCONSTRUCTION &ENGINEERING UNITChris Miller, Director,FacilitiesVACANTHEALTH & WELFAREUNITJayne Conway, Director,Health ServicesBrian Stockert, Dean,Counseling ServicesAdrian Gonzales, AssistantSuperintendent/VicePresident, StudentServicesJack Kahn, Dean, Social &Behavioral SciencesSITUATION ANALYSISUNITMichelle Barton, SeniorDirector, Research &PlanningSherry Titus, Director,Student AffairsDOCUMENTATIONUNITNorma Miyamoto, Dean,Arts, Media, Business &Computing SystemsShayla Sivert, Dean,Languages & LiteratureOPERATIONS SECTIONCHIEFPLANNING &INTELLIGENCE SECTIONCHIEFSeptember 19, 2014EOC Manual – page 8
POSITIONTECHNICALSPECIALISTPRIMARYALTERNATETBD depending on situationTBD depending on situationJohn Tortarolo, AssistantSuperintendent/VicePresident, HumanResourcesDon Sullins, Director,Information ServicesTRANSPORTATIONUNITDonna Renner, Coordinator,FacilitiesAna Maria Wright, StaffAssistant/Events Scheduler,FacilitiesFACILITIES UNITJeff Bennett, Supervisor,Building ServicesRodney Edwards,Supervisor, CustodialServicesPERSONNEL UNITLisa Hornsby, Manager,Human ResourcesShawna Cowen, Supervisor,Human ResourcesSUPPLY,PROCUREMENT, &PURCHASING UNITJenny Akins, Supervisor,PurchasingTeresa Wacker, SeniorBuyer, PurchasingCOMMUNICATION &INFORMATIONSYSTEMS UNITMichael Day, Manager,Information ServicesMike Dimmick, Manager,Information ServicesPhyllis Laderman, Director,Fiscal ServicesShawn Jones, Manager,Fiscal ServicesCOMPENSATION &CLAIMS UNITLucy Nelson, BenefitsSpecialist, HumanResourcesChristine Winterle, PersonnelSpecialist, HumanResourcesCOST ACCOUNTINGUNITBrandi Taveuveu, BudgetAnalyst, Fiscal ServicesMary Vorhis, SeniorAccounting Assistant, FiscalServicesCOST RECOVERY UNITSusan Coleman, InternalAuditor, Finance &Administrative ServicesSuzanne Sebring,Administrative Assistant,Finance & AdministrativeServicesLOGISTICS SECTIONCHIEFFINANCE &ADMINISTRATIONSECTION CHIEFSeptember 19, 2014EOC Manual – page 9
COMMUNICATIONS Each position in the EOC is equipped with a standard landline telephone.Some of the telephones have speakerphone/conferencing capabilities.Some staff will utilize portable radios that are brought with them to the EOC.Cellular telephones may also be brought in for use.A fax machine is located in the EOC.Internet capability will be available in various locations in the EOC.Runners may be utilized.EQUIPMENT AND SUPPLIESEach position in the EOC has a Position Notebook that contains the following items: EOC ManualTablet of Lined PaperGeneral office supplies are kept in the EOC (describe location) and include: Pens and pencilsPaperclipsStaplerScotch tapeThomas Brothers Map BookCampus and facility aerial photo map book3-whole punch deviceFor display purposes, the EOC has the following items: One (1) large Thomas Brothers Display Map. Map indicates the location ofschool and administrative facilities.Several blank display boardsAssortment of dry-erasable markers in several colors and erasers.If needed, an LCD Projector / Laptop system is available through College Police. Thissystem is helpful in projecting maps, status boards, logs, photos, etc.A TV/Video conferencing unit allows monitoring of television stations as well as videoconferencing. An AM/FM radio is also available for monitoring commercial radiostations.September 19, 2014EOC Manual – page 10
DEACTIVATIONThe EOC Director will make the decision to deactivate the EOC. Prior to deciding ondeactivation, the EOC Director will ensure that all potential activities or requirementshave been accomplished and that the emergency is genuinely over.Prior to departing, the Planning & Intelligence Section Chief will ensure that: All Position Logs are completed and turned in to the Documentation Unit.All positions have been cleaned and re-supplied for future activation.That the Documentation Unit collects all documents and completes the MasterEOC Log and turns all records over to the Planning & Intelligence Section Chief.That all positions are advised to complete an After-Action Report as to theiractivities and assign a due date for turning those reports in to the Planning &Intelligence Section Chief.That a due date is established for the submission by the Planning & IntelligenceSection Chief of the final After-Action Report to the EOC Director.That the EOC facility is in a “ready condition” for future activations.TRAINING / EXERCISESAny plan is only as good as the training and exercises that the assigned staffparticipates in. See the District Emergency Operations Plan for a detailed listing of thetraining and exercise standards.The District’s Emergency Management Committee is responsible for scheduling trainingand exercises. If an actual activation takes place, it can substitute for the nextscheduled exercise period. All newly assigned EOC staff members should receive abriefing on their EOC position responsibilities within 30 days of assignment. EOCorientation training will be conducted annually.September 19, 2014EOC Manual – page 11
Training / Exercises ATTACHMENTS A - EOC Position Checklists B - EOC Forms & Instructions . September 19, 2014 EOC Manual – page 5 Assistant Superintendent/Vice President - Instruction Services . Administrative Assistant, Finance & Administrative Services .
