The Department of Public Safety (DPS) shall be responsible for securing an incident site and notifying the designated representative (or alternate in designee’s absence) of the following departments:
- Facilities Management
- Computing Services
- Student Services
Individuals so notified shall immediately respond, meeting for the purpose of determining the extent of damages, recovery activities, relocation needs, and public information needs that are immediately required.
Each department listed above will ensure that contact information on file with DPS is current.
When it is suspected that hazardous materials or chemicals are involved, DPS shall notify the Environmental Health & Safety (EHS) office. All emergency clean-up and recovery activities shall be coordinated by EHS in accordance with the requirements of public authorities.
When damage is minimal and relocation of activities is not required, Facilities Management shall be responsible for all site clean-up, debris removal, and emergency or minor repairs.
In the event that major remodeling or rebuilding is necessary, Facilities Management shall be responsible for preparation of plans, specifications or cost estimates for building remodeling, and equipment repair/replacement.
Preliminary reports regarding the cause of the loss, the extent of damage, and the plans for recovery and relocation shall be estimated by Finance and reported to the Chancellor.
The university seeks to provide a work environment that supports people and the business of the university. In those situations that, due to equipment malfunction, weather, or other crisis situations, work space is uninhabitable because of heat, cold, water, smoke, or other conditions that make the work site unsafe or uninhabitable, supervisors will make a decision relative to continuation of services at that location.
If the supervisor, based on consultation with appropriate university officials, his/her knowledge of the term and severity of the condition, and based on a reasonable person standard, decides to vacate the work site he/she shall use the following guidance:
- If possible, services to students, faculty, staff and the public should be continued at an alternate work location within the college. Supervisors should identify these alternate work locations in advance and advise faculty and staff of the location and the situations which would require relocation to the alternate work site (i.e., lack of heat, fumes, threat to safety/security).
- If space is not available in locations noted above for all or a portion of the affected staff, they should meet at the Public Facilities office on campus. To the extent possible, normal workflow should be maintained. If computers, phones, and other necessary equipment are not available, staff should engage in planning, evaluation, or training activities, which require staff presence but not operational equipment.
- If the options listed above are not feasible, the supervisor can authorize staff to work at home (if appropriate) or they may approve an alternate work schedule to make up the time.
- If none of the above options are feasible, staff may be required to utilize paid leave (vacation) or unpaid leave, during periods of disruption. It is the university’s intent to avoid this option if possible.
- Supervisors are responsible for monitoring the availability of the original work space and for notifying staff and faculty when it is appropriate to return to the regular work area. Determinations regarding classes will be made by the academic units in coordination with the Provost’s Office.
- The business continuity plan will be followed as required.