Web Development - UD Application Help Pages

Emergency Operations Plan

Questions about the Emergency Operations web application may be sent using this feedback form.

This page provides instructions for using the Emergency Operations Plan system. This application stores departmental emergency plans to aid in the restoration of critical services and business procedures in an emergency situation.

Emergency coordinators and plan preparers login at: http://www.udel.edu/emerplans to enter and update your department plan.

On the main menu titled University of Delaware Unit Recovery, the General Information section on the right is where you enter your emergency contact people. The Reports box on the left is where you enter the different components to your plan.

Items in the Reports box are marked with a red arrow (arrow) if they have not been updated in the past 12 months. Be sure to address these sections. Items in the Reports box can be updated at any time, as changes in your department allow.

Person in charge of unit

  • From the main menu, click the change link under Person in charge of or responsible for unit to add or update.
  • Enter the UD ID (EmplID) of the person in charge of the unit, or use lookup to find the person by name.
  • Click Submit form to save and return to the main menu.

Emergency coordinator & alternate(s)

  • The Emergency Coordinator and Alternate for your department are the key personnel who are responsible for maintaining and updating your emergency plan. These individuals also work with staff to ensure compliance with University and departmental policies surrounding emergency planning. The Emergency Coordinator and Alternate are maintained as part of the Emergency Team screen. See the Emergency Team section below for instructions on how to manage the team member list.
  • Indicate your Emergency Coordinator and Alternate Emergency Coordinator by clicking the respective radio button preceding their name.

Unit update access

  • Use the change link to manage who has access to view or update your emergency plan.
  • Anyone who has access is listed on this screen. You may change anyone's access except your own.
  • To add a new person, use the lookup link to find the person by name. Indicate an access level for that person, and click the Submit button.
  • To edit a person's access level, click the Edit button next to their name. Make appropriate changes to their access, and click the Submit button to save.
  • To delete a person from accessing your plan, click the Delete button next to their name.
  • Click the Menu link in the top right to return to the main menu. The names shown on the main menu are only those who have Unit Update access.

Locations

  • Use this screen to list all physical buildings or operating locations under the unit's responsibility.
  • If you prefer to attach a file of your locations, indicate so in the Explanation field on this page and then attach your file under the Additional Information & Documents link.
  • To list locations individually, click lookup to find a building.
    1. Enter the first few characters of the building name and click Next step.
    2. If the building is found, click the name and proceed to Next step. If not, go to the previous step and try again or check Building not listed to enter the building information manually.
    3. If the building is found, the next step is to choose the rooms your unit occupies. You may choose All rooms, or hold the Ctrl key while clicking to choose individual rooms. Click Submit form.
  • Click the Add More button if you need more than 3 locations.
  • Click Save & exit to save and return to the main menu.

Employees

  • Use this screen to list all employees of the department/unit and their contact information.
  • If you prefer to attach a file of your employees, indicate so in the Explanation field on this page and then attach your file under the Additional Information & Documents link.
  • If you have no employees, type "No employees" in the Explanation field.
  • To list employees individually, click find employee to look up an employee by name. The employee's name and campus location are prepopulated. If you need to change an employee's location, click the change link next to the building or room.
  • Enter working hours for each employee.
  • Emergency phone numbers must be listed for each employee. Emergency numbers include home,cell or any number where the employee can be reached after business hours or on weekends. Enter their Emergency Phone number(s) by:
    1. Click edit in the Emergency Phone numbers column.
    2. Enter a phone number in the input box, using format nnn-nnn-nnnn.
    3. choose a phone type for this number.
    4. Click the Add button.
    5. Repeat steps b-d to add more numbers. When the list is complete, click Submit form.
    6. You may click the edit link any time to edit the list of numbers shown.
  • Any new lines you add cannot be deleted until you refresh the screen. At any point, you may click the Save button to save and refresh the screen.
  • Click the Add More button if you need more than 3 lines.
  • When this page is complete, click Save & exit to save and return to the main menu.

Hazardous items

  • Use this screen to list all equipment and material that might pose a hazard to emergency responders or employees or items that may have an adverse effect on the environment during an emergency.
  • If you prefer to attach a file of your hazardous materials, indicate so in the Explanation field on this page and then attach your file under the Additional Information & Documents link.
  • If you have no hazardous materials, type No hazardous materials on site. in the Explanation field.
  • Enter the item, quantity, and use the lookup link to enter the item's location.
  • Any new lines you add cannot be deleted until you refresh the screen. At any point, you may click the Save button to save and refresh the screen.
  • Click the Add More button if you need more than 3 lines.
  • Click Save & exit to save and return to the main menu.

Critical equipment

  • Using your critical tasks and functions as a guide, list equipment and material critical to the department/unit's function, particularly equipment or software that is expensive or that might be the subject of an insurance claim.
  • If you prefer to attach a file of your critical equipment, indicate so in the Explanation field on this page and then attach your file under the Additional Information & Documents link.
  • If you have no critical equipment, type "No critical equipment on site." in the Explanation field.
  • Enter the item, quantity, and use the lookup link to enter the item's location.
  • Any new lines you add cannot be deleted until you refresh the screen. At any point, you may click the Save button to save and refresh the screen.
  • Click the Add More button if you need more than 3 lines.
  • Click Save & exit to save and return to the main menu.

Emergency resources

  • List equipment and/or material that might be a valuable resource in disaster response, either to your department, other employees or emergency responders (vehicles, floodlights, etc.).
  • If you prefer to attach a file of your resources, indicate so in the Explanation field on this page and then attach your file under the Additional Information & Documents link.
  • If you have no emergency resources, type "No emergency resources on site." in the Explanation field.
  • Enter the item, quantity, and use the lookup link to enter the item's location.
  • Any new lines you add cannot be deleted until you refresh the screen. At any point, you may click the Save button to save and refresh the screen.
  • Click the Add More button if you need more than 3 lines.
  • Click Save & exit to save and return to the main menu.

Critical functions & tasks

  • List activities or actions the interruption of which would cause serious harm to the unit and/or the University. In order to determine your "critical functions," it might help to list those core duties that your department does on a daily, weekly and monthly basis. Then review this list asking the question, "What functions are so critical to our department/unit that the suspension of which would seriously hamper our ability to provide services?". Also, it might be helpful to list functions which could be suspended for only a day or two, versus those functions which could be suspended for a few days, a week or a month.
  • This process of developing your critical tasks and functions is a key component to your department/unit's emergency plan. If you are having trouble determining your critical functions, use the feedback form to contact the University’s Emergency Preparedness Coordinator.
  • If you prefer to attach a file of your critical functions, indicate so in the Explanation field on this page and then attach your file under the Additional Information & Documents link.
  • If you have no critical functions, type "No critical functions" in the Explanation field.
  • Enter a description of each function, one per line. Then, upon clicking Add More or Save, the lines will expand for you to enter the tasks required for each function.
  • If you have more than 3 tasks for a function, click the Save button to refresh the screen and add additional task lines.
  • Click the Add More button to add more than 3 functions.
  • If you have more than one function listed, you may use the up and down arrows to prioritize them.
  • Click Save & exit to save and return to the main menu.

Emergency team

  • To update the Emergency Team, from the Main menu:
    1. Click the change link under Emergency coordinator(s).
    2. Click the change link under Alternate emergency coordinator(s).
    3. Click the Emergency Team link in the Reports box.
  • List staff expected to participate in recovery activities and their roles.
  • If you prefer to attach a file of your Emergency Team members, indicate so in the Explanation field on this page and then attach your file under the Additional Information & Documents link.
  • Include additional information to describe your list in the Explanation field.
  • Add people to the Emergency Team by clicking the lookup link in the Name column.
  • Type in their home address.
  • Enter their contact phone number(s) by:
    1. Click add in the Contact Numbers column.
    2. Enter a phone number in the input box, using format nnn-nnn-nnnn.
    3. choose a phone type for this number.
    4. Click the Add button.
    5. Repeat steps b-d to add more numbers. When the list is complete, click Submit form.
    6. You may click the add link any time to edit the list of numbers shown.
  • Enter the person's specific responsibility in the Assignment column.
  • If this person is the Emergency Coordinator or Alternate Emergency coordinator, click the radio button under the appropriate column.
  • Use the up and down arrows to rearrange the hierarchy.
  • Any new lines you add cannot be deleted until you refresh the screen. At any point, you may click the Save button to save and refresh the screen.
  • Click the Add More button if you need more than 3 lines.
  • Click Save & exit to save and return to the main menu.
  • In the bottom section of the page, list key contacts and vital information, such as vendors, equipment specifics, grant agency contacts, etc. using a similar technique.

Building evacuation plan & procedures

  • Building evacuation plans should include procedures to move all employees out of the facility, a meeting place for those employees and a procedure to check and make sure all employees working that day were successfully evacuated.
  • Type your Building Evacuation plan in the box provided. If you prefer to attach a file of your evacuation plan, indicate so in the text box and then attach your file under the Additional Information & Documents link.
  • Click Next Step button.
  • Verify your plan and click Submit form.

Drill/Training schedule

  • Each department/unit should drill and train on their emergency plan at least once a year. This includes evacuation plans, operations plans and response plans. These drills/training can occur during regular staff meetings or at specially designated meetings.
  • Type your Drill/Training schedule in the box provided. If you prefer to attach a file of your schedule, indicate so in the text box and then attach your file under the Additional Information & Documents link.
  • Click Next Step button.
  • Verify your schedule and click Submit form.

Additional information & documents

  • Use this screen to enter information unique to your unit and/or to include additional documents or web page URLs with your plan.
  • Use the Browse button to find documents on your local drive that you want to include with your plan. It is helpful if your documents have meaningful names, i.e. ohs-emergency-team.doc.
  • Any new lines you add cannot be deleted until you refresh the screen. At any point, you may click the Save button to save and refresh the screen.
  • Click the Add More button if you need more than 3 lines.
  • Click Save & exit to save and return to the main menu.

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  • Complete unit information is viewable here.
  • You may print out complete plan including your attachments and web pages.