Emergency Response and Evacuation Procedures

1. Procedures to notify campus upon confirmation of emergency or threat:

Emergency Messaging System

An emergency alert will be issued when leadership determines there is a danger or threat to the campus community. That decision can be made by the president, provost, vice-president for student affairs, chief of police or any of their designees. The Office of Public Affairs will determine the method of communication and issue the emergency alert.

The Emergency Messaging System employs several communication methods in order to notify the university community of emerging situations. Emergency alerts can be issued via campus-wide emails, mobile text and voice messages, emergency postings on the homepage of the university’s website site, vial official Loyola Facebook and Twitter announcements, campus phone voicemail recordings, and Loyola’s emergency hotline recording, 504-865-2186, or toll-free, 1-888-94LOYNO.

2. Description of the process the institution will use to:

i.) Confirm there is a significant emergency:

ii.) Determine the appropriate segment or segments of the campus community to receive notification:

Based on the threat or emergency and who it will affect, the Office of Public Affairs will determine the appropriate audience for notification, method of communication and will issue the emergency alert. Among those to be considered for communication in an emergency situation are:

Students
Faculty/Staff
Parents of Students
Law Enforcement Agencies
Board of Trustees
Alumni
Donors
Media
General Public

iii.) Determine the content of the notification:

The Office of Public Affairs will determine the appropriate content for the emergency notification based on the specific situation, the confirmed information provided by key stakeholders, and will incorporate pre-approved messages if necessary. iv.) Initiate the notification system:

Protocol for Initiating Emergency Messaging System

For Hurricane Alerts:

1. When a storm enters the Gulf of Mexico, the Emergency Management Team meets/discusses and potential threat and commences emergency planning procedures.

2. When New Orleans is placed within the storm’s cone of uncertainty, or if a watch or warning is posted for the area, Public Affairs will issue and emergency website posting and send out a campus-wide email notifying the LU community of the potential threat.

3. When it has been determined that New Orleans will be directly affected by the storm, Public Affairs will issue an emergency website posting and send out a campus-wide email notifying the LU community of the situation and will advise them to begin implementing their personal emergency plans. If the decision to evacuate has been made by LU administration, then Public Affairs will issue that statement via all communication vehicles.

For an Immediate Threat on Campus:

1. LUPD is notified of emergency situation.
2. LUPD responds to incident to verify/assess the situation.
3. LUPD determines if there is a threat to campus. If so, LUPD calls LU President and Public Affairs to provide all known details about the situation.
4. Public Affairs initiates communication response:

Post emergency message on website homepage
Draft and emergency voice/text message and send it to IT
Draft an emergency hotline message and send to IT
Draft email message for LU campus community
Draft Twitter message and send out
Draft status update on official Loyola University Facebook page

5. Contact IT to have them distribute campus-wide email and emergency text/voice messages, and record emergency hotline message.
6. Public Affairs sends voicemail and text alert to Core Team to notify them of the incident and to provide them directions for assembling the Emergency Management Team.
7. Public Affairs drafts media alert and disseminates to media via email.

For Suspension of Operations (i.e. Campus Closing)

1. Leadership determines the campus will suspend operations.
2. Public Affairs is notified of the suspension, the reason for it, and the details regarding which personnel will still need to report for work.
3. Public Affairs sends out notification via text, voicemail and website communications.
4. Public Affairs notifies IT to sent out a campus-wide email and hotline recording.
5. Public Affairs notifies media of campus closing via email press release.

3. Statement:

The Crisis Communication Plan for Loyola University New Orleans deals specifically with emergency communications and coincides with the university’s various safety and emergency plans. The President of Loyola University and/or the Director of Public Affairs and External Relations will activate this plan, if necessary, but the entire university community should be aware of the plan and the roles they play in executing it. If any member of the Loyola community believes a crisis is pending or is under way, he/she should report it immediately to the President, Public Affairs or Loyola Police. The university will follow these guidelines without delay to respond to any crisis or emergency, as well as to inform its publics about the crisis, unless issuing a notification will, in the professional judgment of responsible authorities, compromise efforts to assist a victim or to contain, respond to, or otherwise mitigate the emergency.

4. List of person(s) responsible for carrying out the actions described in (g)(2) of this section:

University President
Director of University Police
Director of Pubic Affairs and External Relations
Vice Provost for Information Technology

5. University’s procedures for disseminating emergency information to the larger community:

See (A)(1)

Testing the emergency response and evacuation:

Loyola maintains an extensive set of emergency response plans and systems. The overall Emergency Management Plan provides for continuous improvement by conduction training, exercises, reviews and updates annually. Loyola is in the process of enhancing its emergency management planning and response through coordination with local authorities and other entities. Large-scale testing exercises for response plans and resource management will be conducted with these entities on a regional basis. Specific testing of evacuation systems for Loyola facilities is conducted annually for all buildings except for residences, which conduct two tests per year. Each Building Coordinator is mandated to conduct tests that are coordinated with University Police in advance. Each test is documented by the appropriate Building Coordinator, who files a report with University police. Annual training is conducted by University Police for the Building Coordinators; procedures are publicized at the time and all emergency procedures are always available on Loyola’s web site.

Emergency Building Evacuation Procedures

GENERAL GUIDELINES

When to evacuate:

  • When you detect fire, smoke or other unusual phenomena
  • Alarm is sounded
  • You are instructed to by emergency officials

How to evacuate:

  • Remain calm
  • Walk, do not run, to an exit
  • Professors must clear their classrooms and direct students to the evacuation routes
  • Office Monitors must check their work areas
  • Floor Monitors must check their assigned areas to ensure everyone has left the building
  • Use stairwells - DO NOT USE ELEVATORS
  • Close (DO NOT LOCK) all room and office doors
  • Proceed to street level or to a Designated Emergency Assistance Location (D.E.A.L)
  • Move clear of the building to appropriate predetermined meeting place

GUIDELINES FOR BUILDING EVACUATIONS

Office Monitor Duties:

  • Help any persons needing assistance to the Designated Emergency Assistance Location (D.E.A.L.)
  • Evacuate and proceed to the predetermined meeting place for your office
  • Check for the presence of all those who were with you in your work office
  • If someone is missing, report it to your Floor Monitor or Building Coordinator at the predetermined meeting place or alternate location for your building
  • Do not return to the building until the "ALL CLEAR" announcement has been given through the Building Coordinator or his/her designee by University Police

Floor Monitor Duties:

  • Once the evacuation order is received, you must go through your assigned area to ensure that everyone evacuates. If your area is unsafe, do your best to determine if anyone is still there, without endangering yourself
  • If people are reluctant to leave, tell them they must leave because it is mandatory to do so. If they still refuse to leave, evacuate the area, and report their refusal to evacuate to the Building Coordinator
  • Proceed to predetermined meeting place for your building:
    • to get an updated status report from Office Monitors; and
    • to report to the Building Coordinator any observations from your assigned area
  • Remain available, as the investigating officers may need further information

Floor and Office Monitor duties specific to Monroe Hall:

  • Once the evacuation order is received, ensure assigned area(s) is/are evacuating. Do not let anyone's individual reluctance or indecision to evacuate slow you down on your own way to safety. A fire alarm always initiates a mandatory evacuation.
  • Be prepared to report anyone unwilling to evacuate to the Building Coordinator.
  • Assist any persons needing assistance to the Area of Refuge located near the main corridor elevators.
    • This area essentially serves the same function as the campus' D.E.A.L. locations. Please initiate the call box function if necessary. The Area of Refuge maintains an emergency call box for two-way communication with the responder and/or fire command panel. In the case of a real fire, responder personnel will immediately access the fire command panel and ensure anyone calling the emergency call box is promptly evacuated.
  • Evacuate to the predetermined location and report to the Building Coordinator. Inform the Building Coordinator of any potential individuals remaining in the building, including those positioned at the Area of Refuge.
  • Remain available, as the investigating officers may need further information.
  • Do not reenter the building until the "ALL CLEAR" is announced.

Building Coordinator Duties:

  • When alarm sounds or evacuation order is received, contact Floor Monitors to initiate the evacuation process
  • Go to the predetermined meeting place and wait for the Floor Monitors to arrive
  • Contact University Police to report. Advise them of any problems there may be in the building. Be specific! (e.g. "...individual in need of assistance on third floor in the designated emergency assistance location or the area of refuge...", or "...fire spotted on second floor hallway outside of room 203...")
  • Complete a Building Evacuation Report
  • Remain available, as the investigating officers may need further information

University Police Response:

  • When alarm activates or an evacuation order is needed, University Police will respond to the scene.
  • When fire alarms are activated, a university police officer will check the on-scene alarm panel first and then proceeds to the location for verification.
  • A university police officer will meet with the Building Coordinator at the predetermined meeting place to receive information available.
  • University police will assist with traffic and crowd control.
  • University police will coordinate with Physical Plant personnel and Fire Department officials to determine cause and help evacuate anyone in need, maintain security and clear the building for safe re-entry.
  • Once the building is cleared for re-entry, University Police will advise the Building Coordinator and help announce the “ok to re-enter”.

TRAINING

Yearly training by University Police of the Building Coordinators is required. Likewise, Building Coordinators must conduct training twice each year for Floor and Office Monitors. The procedures listed above must become second nature to the persons involved in order to have a better performance of the duties. In the event of an actual emergency, the Building Coordinator, Floor Monitors and Office Monitors are expected to react and perform their assigned duties.

DRILLS

Federal law requires that Loyola conduct and document evacuation drills for all its buildings at least once each calendar year. Each Building Coordinators should contact University Police for assistance in setting up their annual drill. When the date and time for the drill have been determined, Building Coordinators should email the following to ensure proper notifications are made: University Police, Pat Bailey, Keith Duhon, David Irwin, David Strain, and Stephen Murphy. You can click this link to email them all at one time.

After these officials have reviewed the schedule, they will confirm the date and time and authorize the drill. A Physical Plant employee will arrive at the building prior to the scheduled time and will activate the alarm unless indicated otherwise.  PLEASE DO NOT ACTIVATE THE ALARM - ONLY DESIGNATED UNIVERSITY OFFICIALS CAN DO SO. Upon activation of the alarm, all building occupants must evacuate. The Building Coordinator should work with their Floor Monitors and Office Monitors to ensure the building is clear or to notify authorities of persons still in the building (for example: a person unable to descend the stairwells is located at the D.E.A.L. on the second floor)

Practicing building evacuation procedures (and fire drills) is a critical life safety measure for the entire campus community, which is a major reason behind the annual requirement. However, individual offices (not entire buildings) may further improve their internal efficiencies by conducting small-scale evacuation exercises to practice their own portion of the evacuation plans.  This would not require simulating the building alarm system and could simply be done by clearing the office and gathering at the appropriate Assembly Area. While this type of "practice" is encouraged, it does NOT replace the annual building evacuation drill. 

The following documents are necessary to organize the response team and to communicate appropriate information to authorities. Building Coordinators should assure these forms are completed and copied to University Police. Announcements regarding the planned drills should also be copied along with the report.

http://finance.loyno.edu/emergency-management/emergency-management-plans