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Emergency Management Procedures – May 28, 2024
EMERGENCY MANAGEMENT PROCEDURE
Procedure
Type:
Management
Initially
Approved:
May 28, 2024
Procedure
Sponsor:
General Counsel
and University
Secretary
Last Revised:
Primary
Contact:
Chief Safety,
Risk and
Employee
Wellness Officer
Review
Scheduled:
May 28, 2024
Approver:
Executive Leadership Team
A.
PROCEDURES
1.
EMERGENCY RESPONSE LEVELS
1.1
Level 1: an Incident or minor Emergency with impacts limited to one area of the
University. Health and safety and reputation impacts and Disruption to services
and programs are minimal. Internal resources are likely sufficient to manage the
Emergency, with possible involvement of Emergency services. A level 1
Emergency does not require EOC activation.
1.2
Level 2: an Emergency affecting the health and safety of the campus community
and may cause reputational impacts, significant damage to property, or limited
Disruption of services and programs. Emergency services are likely required
and mutual aid or other external assistance may also be required to manage the
Emergency. A Level 2 Emergency may require a partial or full EOC activation.
1.3
Level 3: an Emergency that could cause significant impacts to health and safety,
property, and the University's reputation as well as Disruption to multiple
services and programs. A coordinated Response by the University, Emergency
services, and outside agencies is likely. A Level 3 Emergency requires EOC
activation.
2.
INCIDENT MANAGEMENT TEAM
2.1
The Incident management team is responsible for the on-site tactical
management of an Incident or Emergency, with the objective of resolving an
Incident or Emergency as quickly as possible.
2.2
Once active, the Incident management team will:
a. notify and brief the University’s Director, Communications;
b. notify the Emergency Operations Centre (EOC) Director of a Level 2 or 3
Emergency or when additional resources are required to manage
impacts to the University; and
c. provide updates at regular intervals to the EOC.
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Emergency Management Procedures – May 28, 2024
3.
EMERGENCY OPERATIONS CENTRE
3.1
The Emergency Operations Centre (EOC) is responsible for the direction and
control of Emergency Management activities at the strategic level, with the
objective of supporting the Incident management team to resolve the
Emergency as quickly as possible.
3.2
Activation
a. When notified of a Level 2 or Level 3 Emergency or upon request by the
Executive Leadership Team (ELT) to activate the EOC, the EOC Director
will assess the situation and determine if a partial or full EOC activation is
required. EOC activation includes:
i.
initiating a callout to all required EOC members;
ii.
notifying ELT that the EOC has been activated; and
iii. activating the Crisis Communications Team.
3.3
Operation
a. When activated, the EOC assumes decision making authority (subject to
Emergency Approval Thresholds), with regard to:
i.
resource and budget allocation;
ii.
approval of internal and external communications;
iii. building closures and suspension of campus activities; and
iv. liaising with internal and external stakeholders and activating
internal continuity plans and strategies, as required.
b. The EOC Director is responsible for:
i.
managing of the EOC during an activation by coordinating the
efforts of EOC members and ensuring that the Response is being
managed effectively;
ii.
providing updates at regular intervals to ELT and making
recommendations or requesting approval (when required) on
matters relating to the Emergency.
3.4
Deactivation
a. The EOC may be deactivated by the EOC Director or by any member
of ELT.
b. Criteria considered for deactivation include:
i.
resolution of the Emergency;
ii.
the Incident management team is deactivated; or
iii. the needs of the Emergency have been addressed, potential to
escalate has been minimized, and Recovery activities are
underway.
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Emergency Management Procedures – May 28, 2024
4.
Authority
4.1
Decision making authority pertaining to the Emergency is delegated to the EOC
Director at the time the EOC is activated until it is deactivated, according to the
Emergency Approval Thresholds.
4.2
Emergency Approval Thresholds
Approval Type
EOC Director
Executive Leadership Team
Financial
Single expenditure up to
$100,000
Cumulative expenditures up to
$250,000
Single expenditures over
$100,000 or cumulative
expenditures over $250,000, up
to $5 million
Ransom or ransomware
payments, regardless of amount
Communications
Approval of all internal and
external communications
Temporary
Suspension of
Campus Activities
Activities deemed Necessary,
Desirable, or Deferrable
Functions
Activities deemed Critical
Functions
Any suspension of academic
activities
Building Closures
Any building closure required
for tactical management of
the Emergency, including
avoiding immediate adverse
effect(s) in terms of loss of
life, personal injury, or loss of
property
Building closures not required
for tactical management of the
Emergency but may cause
significant financial, operational,
or reputational impacts to the
University
Campus Closure
Must be approved by the President or designate, regardless of
duration
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Emergency Management Procedures – May 28, 2024
5. 0 DEFINITIONS
(1)
Critical Function
a process, service, or activity normally performed by
a department or faculty that, if disrupted, risks
immediate adverse effect(s) in terms of loss of life,
personal injury, loss of property, and/or the
University’s ability to maintain services essential to
its mission.
(2)
Deferrable Function
a process, service, or activity normally performed by
a department or faculty that can be deferred up to
one month or until the Disruption is resolved
(whichever is less), following resumption of Desirable
Functions.
(3)
Desirable Function
a process, service, or activity normally performed by
a department or faculty that should be resumed at
some point after initial Response and Recovery
activities are underway, following resumption of
Necessary Functions
(4)
Disruption
an interruption of normal operations or processes.
(5)
Emergency
a present or imminent event that requires prompt
coordination of actions concerning persons or
property to protect the health, safety, or welfare of
people or to limit damage to property or the
environment. (CSA Z1600-17)
(6)
Emergency Management
an ongoing process to prevent, mitigate, prepare for,
respond to, and recover from an Incident or
Emergency.
(7)
Executive Leadership Team the President, Vice-Presidents, and other support
staff as deemed necessary.
(8)
Incident
A situation that might be, or could lead to, a
Disruption, loss, or Emergency. (CSA Z1600-17)
(9)
Necessary Function
a process, service, or activity normally performed by
a department or faculty that should be resumed
within one week, following resumption of Critical
Functions.
(10)
Recovery
activities and programs designed to return conditions
to a level that is acceptable to the University
following an Emergency.
(11)
Response
actions taken during or immediately after an
Emergency or significant business Disruption for the
purpose of managing the consequences.
(12)
University
means Mount Royal University
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Emergency Management Procedures – May 28, 2024
4.0
RELATED POLICIES
● Contractual Signing Authority Policy
● Emergency and Continuity Management Policy
● Enterprise Risk Management Policy
● Environmental Health and Safety Policy
5.0
RELATED LEGISLATION
● Occupational Health and Safety Act, Alberta
● Occupational Health and Safety Code, Alberta
6.0
REVISION HISTORY
Date
(mm/dd/yyyy)
Description of
Change
Sections
Person who
Entered Revision
(Position Title)
Person who
Authorized
Revision
(Position Title)
New Procedures
Board of Governors
Document Outline