Emergency Response Plan

DEFINITIONS

  1. State Emergency: Any situation of danger or disaster when the government (e.g. State office, State Civil Defense, City and County, etc.) suspends/changes normal procedures. Examples include: hurricanes, tsunami/tidal waves, tornados, heavy rains, flash floods, high winds, civil unrest, and/or terrorist attacks. Types of emergencies:
    1. Potential Emergency: possible disaster where the State usually issues advisories, watches, or warnings. The State has not ordered the closing of offices and/or roads; and non-essential facilities remain open and operational.
    2. Active Emergency: a disaster is about to occurring or is immediately occurring. Usually State ordered closing of non-essential offices and roads occur, with the exception essential personnel and activities (e.g. emergency vehicles, essential facilities, hospitals and other medical, emergency, and evacuation facilities).
  2. Essential Personnel: Employees who are required by the department to be on the job to assist during an active emergency.

PROCEDURES

Potential Emergency: All employees are expected to report to work, unless otherwise instructed. If the employee chooses not to report to work for various reasons (e.g., lack of transportation, their child(ren)’s school is closed, etc), they will be approved for paid vacation/PTO leave.

Active Emergency: All employees do NOT report to work, unless otherwise instructed. The Department will be closed, and employees will be placed on paid administrative leave as according to the policies of their respective employers. Essential employees will be placed “on-call” to address any urgent matters. The JABSOM Dean or designee will inform the Department Chair of school closure. The Department will follow the Emergency Response Plan flow chart, attachment.

  1. Chair: will inform the Associate Chairs (ACs) of the impending disaster and/or closure of the Department as directed by the JABSOM Dean or designee.
  2. ACs: responsible for ensuring that their service and personnel have been secured and prepped, based on any recommendations. The AC of Administration will report to UH Tower / QMC to assist in emergency management.
  3. IT: Makes recommendation for servers, systems, and staff workstation computers and will update the DoP website (http://blog.hawaii.edu/dop). The Website will indicate if the Department will remain open or closed during all emergencies.
  4. Physicians: will be informed by the AC of Clinical Services or designee on reporting to work as they may be, in some cases, essential personnel. Faculty-physicians with scheduled duties should report to work, unless they are unable to get to the hospital. They should notify their supervisor should this be the case.
  5. Employees: will be contacted by the designed AC or supervisor. Visit the DoP website for up to date information. Employees are expected to use their best judgement based on their situation during potential emergencies and should inform their supervisor. Employees will report back to work when given the all clear.

Fire or potential fire (fire alarm is sounding): all employees and visitors will evacuate the office immediately and meet at your designated area. For University Towers, exit through the back staircase and meet across the street. Check in with staff and make sure those who were in the office are out. For other sites, refer to the specific site’s procedures. Wait until security/designee gives the all clear.

UH JABSOM Department of Psychiatry Emergency Response Flow Chart