Emergency Preparedness
Ohio University recognizes the need to prepare itself for numerous emergencies; therefore, the university has instituted a Critical Incident Response Team (CIRT). CIRT includes university stakeholders whose mission is to provide leadership to the campus community before, during, and after an emergency or critical incident. The standing CIRT consists of the chief of police (co-chair), director emergency management (co-chair), executive director of facilities, president’s chief of staff, dean of students, provost chief of staff, and senior director for communications. Upon the declaration of a critical incident, the CIRT chair will appoint appropriate members to the augmented CIRT based on the nature of the incident. In most cases, the augmented CIRT will include all members of the standing CIRT.
Ohio University annually evaluates emergency operation procedures. This evaluation includes emergency operation plan review and tabletop exercises which include campus partners, as well as local first responders and resources. For details of this year’s evaluation, see Appendix D.
As described in Ohio University Policy 44.100: Critical Incidents, the standing CIRT will prepare and at least annually review an Emergency Operations Plan (EOP) and revise it as needed. The EOP outlines university procedures for managing major emergencies that may threaten the health and safety of the campus community, including providing general guidance, organizational structure, and specific direction on preparedness, response, and communication. View Emergency Management Procedures
The Vice Provost for Regional Higher Education and Partnerships, Executive Dean Regional Higher Education works with each regional-campus dean to prepare response plans augmenting those described above. The Ohio University Police Department and emergency programs manager serve as consultative resources.
Emergency Notifications
OUPD, Emergency Management (EM), and CIRT work closely to monitor emergencies on and around the university’s campuses and centers. If it is determined there is an emergency or dangerous situation that poses an immediate threat to the health and safety of some or all members of the university community, OUPD will collaborate with EM and CIRT to determine the immediate course of action.
OUPD and/or EM are responsible for responding to, summoning the necessary resources for, mitigating, investigating, and documenting any situation that may cause an emergency or dangerous situation in the university community. In the event of a critical incident or emergency, the university community will be notified by the appropriate emergency notification system or systems established at Ohio University and described in detail in this document. OUPD, CIRT, or authorities at a regional campus may issue this notification. An emergency notification may be issued to a selected group or location within the university community or to the entire university community as appropriate to the situation. Alerts will be issued immediately unless a notification, in the judgment of OUPD, other first responders, or campus officials, would compromise efforts to assist victims or to contain, respond to, or otherwise mitigate the emergency. The institution will provide adequate follow-up information to the community as needed. If an emergency notification is issued, that information may not be repeated in a timely warning.
OUPD, EM, and CIRT also works with the City of Athens and the Athens County Emergency Management Agency to determine whether an emergency or critical incident within the City or County of Athens may pose an immediate threat to the university community and, if so, respond immediately to those situations as well. Each Ohio University campus maintains a close, cooperative relationship with all local, state, and federal law enforcement agencies in order to make similar determinations. Students, faculty, and staff are encouraged to notify local law enforcement of all possible dangerous situations in the university community.
Issuing Timely Warnings
Crime Alerts/Timely Warnings will be issued for crimes reported to the institution within its geography that represent a serious or continuing threat to students and employees. Reported crimes will be reviewed on a case-by-case basis in light of all the facts surrounding the incident, including factors such as the nature of the crime, the continuing danger to the campus community, and the possible risk of compromising law enforcement efforts. The OUPD Chief or their designee shall determine the content of the notification and is responsible for carrying out these warnings. These crime alerts/timely warnings will be provided quickly and effectively community wide, withhold victims’ names as confidential, and aid in preventing similar occurrences. The institution is not required to issue a timely warning concerning crimes reported to a pastoral or professional counselor.
Emergency Evacuation Procedures
Information on critical incidents and how to respond to different emergencies can be found at University Security and Safety. In addition, Ohio University has downloadable Campus Emergency Guides, which contain in-depth, university-approved information about a wide variety of potential campus emergencies and the steps that should be taken if they occur. These guides can be found at Emergency Management at OHIO.
Students living in the residence halls at Ohio University participate in evacuation procedures and drills held at the beginning of each academic semester. Coordinated by the Fire Safety Coordinator and Housing and Residence Life, these evacuation and emergency/fire drills inform students of emergency exits and emergency plans for the residence halls. Ohio University’s CIRT also participates in tabletop exercises at their quarterly meetings based on various emergencies and critical incidents that may affect some or all of the university community. CIRT members use these exercises to determine the best course of action and responses for the various incidents. The Athens campus annually participates in the Athens County Emergency Management Agency drills and exercises.
Community Emergency Notifications
The following methods of communication are available and may be utilized in the event of a campus emergency. The usage of these tools will depend on the particular circumstances present during the situation or incident. Not every communication tool will be utilized in every situation. In conjunction with the CIRT, university officials may initiate the communication tools listed.
Outdoor Emergency Notification System (Siren/PA system):
The Athens campus has an outdoor emergency notification system (audible siren/PA), which may be used to notify the campus community of weather-related situations or other emergencies as deemed necessary by the university. The outdoor emergency notification system will sound from six locations (or each site may be activated independently). An outdoor emergency notification will start with the sounding of a pre-programmed tone and continue with a pre-recorded or live verbal announcement. An audible educational test of the outdoor emergency notification system occurs each academic semester.
OHIO Alert (Voice/Text Messaging/Email/Social Media):
Ohio University’s OHIO Alert system allows authorized users to send automated emergency notifications to members of all Ohio University campuses via voice message, e-mail, text messaging, and social media when deemed necessary and appropriate. Sometimes this system will be used in conjunction with the campus outdoor emergency notification system. Other times it will be used with other communications or as the sole method of communication. The X.com Twitter account (x.com/oupolice) and Facebook page (facebook.com/oupolice) are also used to disseminate information. The university tests the emergency event notification system each academic semester.
Ohio University’s email system may be used as a mode of communication. The email system allows a more thorough explanation of the situation to be delivered to everyone’s email address at Ohio University. Instructions or protective steps may also be given through email.
Websites
Ohio University has several opportunities to utilize the web to disseminate information in an emergency. The university’s homepage (ohio.edu) has an emergency information link and may be used as a standalone site serving as the sole release point for emergency information.
Information may be posted on the emergency information page (ohio.edu/alert) as an emergency evolves. This site has a link from Ohio University’s homepage and is used to update the campus community. The site links to other university sites, such as OUPD and Counseling and Psychological Services, and to critical incident information for each regional campus.
Campus Emergency Call-in Number
In an emergency, Ohio University has established 740.597.1800 as a call-in number to play a short, pre-recorded announcement.
Campus and Local Media
During an emergency related to Ohio University, campus and local media outlets will be notified by Ohio University Communications and Marketing and updated as the situation evolves.
Sheltering in Place
How You Will Know to Shelter in Place
A shelter-in-place notification will come from OUPD, Emergency Management, or authorities at your regional campus. Alerts by either text messaging or outdoor notification messages will be the primary means of disseminating the notification; however, other means of communication may also be employed. (See Community Emergency Notifications information.)
Basic Shelter-in-Place Procedures
If an incident occurs and the building you are in is not damaged, stay inside in an interior room until you are told it is safe to come out. Follow these steps unless instructed otherwise by emergency personnel:
- If you are inside, stay where you are. Collect emergency shelter-in-place supplies and a telephone to be used in an emergency. If you are outdoors, proceed into the closest university building quickly or follow instructions from emergency personnel on the scene.
- Locate a room to shelter inside. It should be:
- An interior room,
- Above ground level, and
- Without windows or with the least number of windows.
- Several rooms may be necessary if a large group of people is inside a building.
- Shut and lock all windows for a tighter seal and close exterior doors.
- Turn off air conditioners, heaters, and fans.
- Close vents to ventilation systems as you are able. (Ohio University employees will turn off ventilation systems as quickly as possible).
- Make a list of people and ask someone to call your local law enforcement office or 911, so they will know where you are sheltering.
- Watch for further instructions on the Ohio University website (ohio.edu) and through other means of communication (text, email, etc.).
- Make yourself comfortable.
If your building is damaged, take your personal belongings (purse, wallet, OU ID, etc.) and follow the evacuation procedures for your building (close your door, proceed to the nearest exit, and use the stairs instead of the elevators). Once you have evacuated, seek shelter at the nearest university building quickly. If first responders are on the scene, follow their directions.