THE McMASTER UNIVERSITY
CRISIS RESPONSE PLAN

Overall the risk potential for the University is considered to be moderate with some significant areas of special concern:

Traditionally, the University Community encourages debate and is tolerant of reasonable dissent among administration, faculty and students. This may include a certain level of physical demonstration and provocation.  When these activities threaten the health or safety of other members of the University Community or become uncontrollable by their organizers, a Public Order Crisis at the University may be declared by the Crisis Management Group (CMG).  The University response to a Public Order Crisis will be at the direction of, and in cooperation with, the appropriate civil authorities.

The University will respond directly to all Public Welfare Crises which may affect its own community or to appropriate requests for assistance from the Municipality of Hamilton. There are two types of Public Welfare Crises that could adversely affect the University Community:

5.1.2.1 Natural Crises include, but are not limited to, winter storms, blizzards, wind storms, tornadoes, hurricanes, floods, lightning strikes and earthquakes; and

5.1.2.2 Human Caused Crises include, but are not limited to, nuclear reactor accident/incident, serious criminal activity affecting the University Community, fire in a residence, any vehicle accident with mass casualties, medical emergencies such as food poisoning or epidemic, student or labour unrest, utility explosion or loss of service.

The Health Sciences Centre (HSC) is a medical teaching and research complex consisting of the McMaster Faculty of Health Sciences (FHS) and the Hamilton Health Sciences, (HHS) - McMaster University Medical Centre (MUMC) and McMaster Children’s Hospital. University staff and students are integrated into MUMC daily activities for research, teaching and training through the Faculty of Health Sciences.  The McMaster University Faculty of Health Sciences Emergency Response Plan is enclosed as Appendix YY to The Crisis Plan.

The University has a nuclear reactor that is used for teaching and research. The McMaster Nuclear Reactor Emergency Preparedness Plan (AP7000) is enclosed as Appendix ZZ to The Crisis Plan.

The Crisis Management Group is composed of ten appointed members of the University faculty and staff  who have the responsibility of determining and implementing all appropriate measures to respond to any crisis which may affect the University. The CMG is chaired by the Vice-President (Administration), and when convened in response to an actual or perceived crisis, has total decision-making powers regarding the University response. A quorum for the CMG constitutes five members provided that one of the five is the Chair or one of the two Vice-Chairs. Each CMG member has a designated alternate  who may serve in place of the primary member in the case of absence or illness.

University faculty or staff filling the following positions constitute the Crisis Management Group:

• Vice President (Administration) Chair
• Associate Vice President (Student Affairs) Vice Chair
• Associate Vice President (Academic) Vice Chair
• Assistant Vice President, Human Resources Member
• Assistant Vice President (Facility Services) Member
• Director, Public and Government Relations Member
• Manager, Environmental & Occupational Health Support Services Member
• Director, Security and Parking Services Member
• Administrator, Clinical Services, Faculty of Health Sciences Member
• Chief Information Officer, Member

10.1.2 confirming that a crisis exists within the University jurisdiction and declaring that the CMG is assuming responsibility for the coordinated response;

10.1.3 ensuring that actions taken to mitigate the crisis are not contrary to law;

10.1.4 ensuring that all resources of the University are available in a crisis response;

10.1.5 coordinating all crisis response activities of the University;

10.1.6 ensuring that adequate service provisions are provided to the University Community outside of, and separate from, the crisis response;

10.1.7 discontinuing any service or utility where such service constitutes a hazard to crisis response operations or public safety;

10.1.8 collecting and disseminating accurate and timely information to the public, the University Community and local authorities;

10.1.9 authorizing and coordinating the evacuation of part, or all, of the University;

10.1.10 authorizing extraordinary financial expenditures for crisis response;

10.1.11 requesting assistance from neighbouring municipalities as/if required;

10.1.12 confirming that the crisis, within the University jurisdiction, is over and noting that the CMG is relinquishing their responsibility;

10.1.13 maintaining a record of all actions taken and decisions made by the CMG during the crisis; and

10.1.14 providing the President of the University with a written Post-Crisis Report.

11.1.2 ensure provisions are in place for extraordinary financial expenditures required by a crisis at the University;

11.1.3 chair meetings of the Crisis Management Group;

11.1.4 keep the University President informed regarding the crisis situation and the University response;

11.1.5 determine CMG consensus for the record;

11.1.6 ensure that the University Community, the public and the media are kept aware of the crisis situation;

11.1.7 confirm the primary University spokesperson for the crisis;

11.1.8 monitor University Public Relations activities and approve all media releases;

11.1.9 monitor effectiveness of the University Telecommunications Plan (Appendix D to The Crisis Plan);

11.1.10 coordinate the operational activities and administration of the Crisis Operations Room including the primary log and written CMG meeting minutes; and

11.1.11 provide the University President with a written Post-Crisis Report.

11.2.2 activate the University Crisis Notification System (Appendix A to The University Crisis Plan);

11.2.3 act as Vice-Chair of Crisis Management Group meetings on a cyclical basis, (every second year);

11.2.4 act as Chair of the Crisis Management Group in the absence of the Chair;

11.2.5 develop and maintain one integrated Crisis Response Plan for all departments within Student Affairs (Appendix X to The University Crisis Plan);

11.2.6 activate the Student Affairs Department internal Crisis Notification System;

11.2.7 coordinate the crisis response of all areas within the Student Affairs Department;

11.2.8 coordinate on campus evacuation activities when an evacuation is directed by the CMG; and

11.2.9 maintain a written log of all Student Affairs decisions, actions and communications.

11.3.2 act as Vice-Chair of Crisis Management Group meetings on a cyclical basis (every second year);

11.3.3 act as Chair of the Crisis Management Group in the absence of the Chair;

11.3.4 activate the University Faculty internal Crisis Notification System, as required;

11.3.5 ensure appropriate faculty members are kept informed regarding the University crisis response operations;

11.3.6 coordinate the activities and input of faculty members involved in the crisis;

11.3.7 coordinate the integration of established Faculty crisis plans as determined by the CMG;

11.3.8 act as primary liaison between the CMG and the Academic Faculties of the University; and

11.3.9 maintain a written log of all academic decisions, actions and communications.

11.4.2 activate the Human Resources Department internal Crisis Notification System;

11.4.3 advise the CMG regarding University Human Resources policies and procedures;

11.4.4 ensure all University staff are kept aware of the crisis response;

11.4.5 ensure appropriate University identification is available for all University permanent staff and faculty;

11.4.6 coordinate, prioritize and process requests for additional Human Resources;

11.4.7 .coordinate offers of, and appeals for, volunteers at the direction of the CMG;

11.4.8 establish a "Volunteer Bureau" to accept, register, assess, employ and manage volunteers;

11.4.9 ensure appropriate University identification is issued to temporary staff and volunteers;

11.4.10 obtain specific Human Resources assistance from other universities and institutions, local government, public and private agencies and volunteer groups outside of the University, as required;

11.4.11 act as liaison with University labour organizations; and

11.4.12 maintain a written log of Human Resources decisions, actions and communications.

11.5.2 activate the Facility Services internal Crisis Notification System;

11.5.3 advise the CMG regarding Facility Services resources of the University;

11.5.4 provide the CMG with all required campus maps, architectural drawings, diagrams, blueprints and other statistical information regarding university building structures, heating, electrical wiring and cooling systems;

11.5.5 provide liaison between municipal and contracted transportation services and the CMG;

11.5.6 provide and coordinate transportation resources for University evacuation or other needs;

11.5.7 provide liaison between municipal Public Works agencies and the CMG;

11.5.8 provide qualified personnel to operate and maintain Facility Services of the University; and

11.5.9 maintain a written log of Facility Services decisions, actions and communications.

11.6.2 activate the University Crisis Notification System (Appendix A to The Crisis Plan);

11.6.3 activate the Public Relations Department internal Crisis Notification System;

11.6.4 advise the CMG regarding University Public Relations policies and procedures;

11.6.5 recommend the appropriate University spokesperson depending on the specific area, magnitude and sensitivity of the crisis;

11.6.6 monitor the electronic and print media and provide regular updates to the CMG;

11.6.7 prepare news releases and background information for the media;

11.6.8 coordinate and conduct news conferences;

11.6.9 organize and direct the activities of the University Crisis Communications Unit including establishing a Public Inquiry Centre, a Media Centre and a Photography and Audio Visual Team;

11.6.10 in coordination with the Director, Security and Parking Services organize media tours and site visits; and

11.6.11 maintain a written log of Public Relations decisions, actions and communications.

11.7.2 activate the University Crisis Notification System (Appendix A to The Crisis Plan);

11.7.3 activate the Environmental & Occupational Health Support Services internal Crisis Notification Procedures;

11.7.4 advise the CMG regarding prudent Environmental & Occupational Health Support Services procedures;

11.7.5 verify the conduct and completion of all regulatory reporting requirements;

11.7.6 coordinate all legal issues for the CMG to include liaison with legal counsel;

11.7.7 coordinate all insurance issues for the CMG to include liaison with insurance providers; and

11.7.8 maintain a written log of Environmental & Occupational Health Support Services decisions, actions and communications.

11.8.2 ensure Crisis Notification procedures are understood and adhered to;

11.8.3 activate the University Crisis Notification System (Appendix A to The Crisis Plan);

11.8.4 activate the Security Services Department internal Crisis Notification System;

11.8.5 ensure the Crisis Operations Room (COR) is unlocked when the University Crisis Notification System is activated;

11.8.6 ensure designated telephones are immediately delivered to the Crisis Operations Room;

11.8.7 provide facility security, permitting only authorized access to the Crisis Operations Room;

11.8.8 advise the CMG regarding Security Services issues and procedures;

11.8.9 act as liaison between municipal police, fire and ambulance services and the university on a regular basis;

11.8.10 act as liaison between responding police, fire and ambulance services and the CMG in a crisis;

11.8.11 provide assistance in coordinating traffic control on University property;

11.8.12 provide security for personnel and property in an established evacuation centre on University property;

11.8.13 provide physical security for evacuated student accommodation on University property (residences); and

11.8.14 maintain a written log of Security Services decisions, actions and communications.

11.9.2 advise the CMG regarding UTS-managed computer resources and information programs;

11.9.3 provide the CMG with information from UTS-managed computerized data bases;

11.9.4 provide integrated information from various UTS-managed data bases at the request of the CMG;

11.9.5 recommend possible uses of computer programs to assist the CMG in decision making;

11.9.6 activate the UTS-managed information data bases during non-business hours upon direction of the CMG;

11.9.7 maintain and monitor the University e-mail directory;

11.9.8 initiate or terminate University e-mail accounts as directed by the CMG;

11.9.9 maintain all student lab and UTS-managed administrative computers and systems; and

11.9.10 maintain a record of all University Technology Services decisions and actions.

The University Advisory & Support Team is composed of departmental directors, selected faculty representatives and senior administrative support personnel. The purpose of the A&S Team is to provide specific advice and assistance to the Crisis Management Group and to implement the decisions made by the CMG. The Advisory & Support Team and other technical support personnel will join the CMG on an "as required" basis. Advisory personnel will be alerted according to their own internal departmental alerting procedure and not through the Security Services Crisis Notification Procedure (Appendix A ). Designated Support Staff are responsible for maintaining the COR, operating the telephones, radios, faxes, computers and relaying information to and from key personnel outside the COR.

Members of the A&S Team include, but are not limited to:

• Manager, Telecommunications
• Director, Purchasing Resources
• Director, Athletics & Recreation Services
• Director, Housing & Conference Services
• Director, Hospitality Services
• Director, Student Services
• Representative, University/Municipal Liaison
• Representative, Faculty of Health Sciences
• Representative, Nuclear Facilities and Operations Department
• Project Manager, Office of Vice-President (Administration)
• Executive Assistant, Associate Vice-President (Student Affairs)

13.1.2 activate the Telecommunications Department internal Crisis Notification System;

13.1.3 establish communications to/from the designated Crisis Operations Room;

13.1.4 provide necessary training in the use of telecommunications equipment used by the CMG;

13.1.5 advise the CMG regarding location, relocation, installation and termination of telephone and associated services;

13.1.6 advise the CMG regarding telephones, cell phones, pagers and other related equipment;

13.1.7 maintain an inventory of all University telephone and associated equipment;

13.1.8 maintain a current directory of all University telephone numbers, extensions and outside lines including physical location;

13.1.9 act as liaison with contracted telephone companies; and

13.1.10 maintain a record of all crisis related Telecommunications Department decisions and actions.

13.2.2 advise the CMG regarding Purchasing Resources Department capabilities;

13.2.3 expedite additional purchases to support CMG crisis response decisions;

13.2.4 provide direction to customs brokers regarding expedited international shipments;

13.2.5 secure off-campus storage facilities if required;

13.2.6 coordinate with commercial suppliers regarding changes to commodities and hardware deliveries;

13.2.7 coordinate with Canada Post and commercial carriers regarding changes to mail and parcel delivery services;

13.2.8 coordinate with the on-campus travel agency regarding changes or additional personnel travel requirements;

13.2.9 act as liaison with designated banks and financial institutions as required;

13.2.10 isolate specific purchasing costs to maintain a record of crisis-related expenditures; and

13.2.11 maintain a record of all Purchasing Resources Department crisis-related decisions and actions.

13.3.2 ensure all Ivor Wynne Complex facilities are available for an evacuation centre, if directed the CMG;

13.3.3 advise the CMG regarding the most efficient use of areas in the Ivor Wynne Complex during an evacuation;

13.3.4 coordinate all Ivor Wynne evacuation centre functions and activities;

13.3.5 provide special registration services for students coming into the evacuation centre;

13.3.6 provide medical facilities and trained personnel who operate within their scope of practice in the Sports Medical Centre;

13.3.7 provide additional transportation support through vehicle rental services;

13.3.8 provide additional computer and telecommunications resources; and

13.3.9 maintain a record of all Athletics & Recreation Services Department crisis-related decisions and actions.

13.4.2 advise the CMG regarding Housing and Conference Services Department capabilities;

13.4.3 maintain a current data base of all personnel living in University residences;

13.4.4 develop, implement and maintain a building evacuation system for all University residences to include emergency communication with the residents;

13.4.5 coordinate with the Director, Security and Parking Services for sufficient transportation resources when residences are to be evacuated;

13.4.6 provide sufficient blankets, pillows, towels, facecloths, etc. for all personnel registered in an on-campus evacuation centre where the evacuation time is expected to exceed 12 hours;

13.4.7 coordinate with commercial linen and bedding suppliers for additional or reduced deliveries; and

13.4.8 maintain a record of all Housing and Conference Services department crisis-related decisions and actions.

13.5.2 advise the CMG regarding Hospitality Services Department capabilities;

13.5.3 maintain sufficient inventory to feed all registered students in residence during the academic year for a minimum of 72 hours;

13.5.4 coordinate with food and beverage suppliers for additional or reduced deliveries;

13.5.5 provide off-campus student feeding arrangements with commercial establishments;

13.5.6 provide on-campus mobile catering services as required;

13.5.7 coordinate and authorize extra staffing requirements for Hospitality Services; and

13.5.8 maintain a record of all Hospitality Services Department crisis-related decisions and actions.

13.6.2 advise the CMG regarding availability of Student Services;

13.6.3 provide medical health services from Student Health Services;

13.6.4 provide mental health services from the Centre for Student Development;

13.6.5 provide stress and peer helper services as required; and

13.6.6 maintain a record of all Student Services Department crisis-related decisions and actions.

13.7.2 act as liaison with City of Hamilton, Department of Social and Public Health;

13.7.3 coordinate University procedures for off campus evacuation to municipal reception/evacuation facilities;

13.7.4 coordinate Regional Health and Community Services support requirements for on campus evacuations;

13.7.5 act as University liaison for evacuations from the municipality into the University; and

13.7.6 maintain a record of all crisis-related decisions and actions.

13.8.2 activate the Faculty of Health Sciences internal Emergency Notification System;

13.8.3 represent the Faculty of Health Sciences in meetings with the Crisis Management Group;

13.8.4 advise the Crisis Management Group regarding implementation of the Faculty of Health Sciences Emergency Response Plan;

13.8.5 advise the Crisis Management Group regarding biosafety issues;

13.8.6 act as liaison between the Crisis Management Group and the Faculty of Health Sciences;

13.8.7 act as liaison between the Crisis Management Group and Hamilton Health Sciences;

13.8.8 advise the Crisis Management Group regarding Hamilton Health Sciences' Emergency Response Plan and possible conflicts with The McMaster University Crisis Response Plan;

13.8.9 advise Hamilton Health Sciences regarding The McMaster University Crisis Response Plan and possible conflicts with Hamilton Health Sciences' Emergency Response Plan; and

13.8.10 maintain a record of all Faculty of Health Sciences crisis-related decisions and actions.

13.9.2 represent the Department of Nuclear Facilities and Operations in meetings with the Crisis Management Group;

13.9.3 advise the Crisis Management Group regarding implementation of The McMaster Nuclear Reactor Emergency Preparedness Plan;

13.9.4 advise the Crisis Management Group regarding nuclear safety issues;

13.9.5 act as liaison between the Crisis Management Group and the Department of Nuclear Facilities and Operations;

13.9.6 advise the Crisis Management Group regarding The McMaster Nuclear Reactor Emergency Preparedness Plan and possible conflicts with The McMaster University Crisis Response Plan;

13.9.7 advise the Department of Nuclear Facilities and Operations regarding The McMaster University Crisis Response Plan and possible conflicts with The McMaster Nuclear Reactor Emergency Preparedness Plan; and

13.9.8 maintain a record of all Nuclear Facilities and Operations crisis-related decisions and actions.

13.10.2 ensure that the Crisis Operations Room is set up and operational in accordance with Appendix B to The Crisis Plan;

13.10.3 coordinate with Director, Security and Parking Services to ensure security is in place at all entrances to the area of the Crisis Operations Room;

13.10.4 activate crisis notification to alert pertinent members of the Advisory & Support Team, as directed by the CMG;

13.10.5 record, produce and distribute written minutes of all CMG meetings;

13.10.6 collect, coordinate and compile logs of all CMG members on a regular (daily) basis;

13.10.7 maintain and update designated maps and wall charts;

13.10.8 monitor and operate telecommunications equipment to include telephones, faxes, cell phones, radios, etc.; and

13.10.9 coordinate delivery of food and beverages for the CMG and others involved in COR operations.

13.11.2 ensure that the Crisis Operations Room is set up and operational in accordance with Appendix B to The Crisis Plan;

13.11.3 coordinate with Director, Security and Parking Services to ensure security is in place at all entrances to the area of the Crisis Operations Room;

13.11.4 activate crisis notification to alert pertinent members of the Advisory & Support Team as directed by the CMG;

13.11.5 record, produce and distribute written minutes of all CMG meetings;

13.11.6 collect, coordinate and compile logs of all CMG members on a regular (daily) basis;

13.11.7 maintain designated maps and wall charts;

13.11.8 monitor and operate telecommunications equipment to include telephones, faxes, cell phones, radios, etc.; and

13.11.9 coordinate delivery of food and beverages for the CMG and others involved in COR operations.

15.1.1 The Primary Crisis Operations Room is located in Gilmour Hall, rooms 201, 202 and 203/

15.1.2 The Alternate Crisis Operations Room is located in the basement level of the Campus Services building, room B-109.

In the event of a crisis, the Director, Public and Government Relations is directly responsible to the Crisis Management Group for the effective and efficient dissemination of accurate and timely information regarding the crisis response of the University.

Only members of the Crisis Communications Unit and the appointed University spokesperson are authorized to provide information to the media. The Crisis Communications Unit is composed of:

• Director, Public and Government Relations
• Associate Director, Public and Government Relations
• Coordinator, Publications/Communications
• Director Faculty Advancement, Faculty of Health Sciences

Responsibilities and operational procedures of the Crisis Communications Unit are included in Appendix C to The University Crisis Plan.

The purpose of the Crisis Evacuation Plan (Appendix E ) is to coordinate all available resources of the University under the single direction of the Crisis Management Group in order to achieve a safe, timely and effective evacuation. The safety of the members of the University Community is the overriding factor in determining any requirement for full or partial University evacuation. An evacuation order by the CMG is to be considered mandatory direction by all members of the University Community.

When an evacuation on campus is ordered by the Crisis Management Group, the Associate Vice President (Student Affairs) is responsible for the overall coordination of all requirements, activities and services necessary to carry out the direction of the CMG.

An off-campus evacuation will be coordinated by the University/ Municipal Liaison Representative with the support of the AVP (Student Affairs). Any directed evacuation of the local municipality which involves University resources will also be coordinated by the University/Municipal Liaison Representative with the support of the AVP Student Affairs.

Responsibilities and operational procedures of the Crisis Evacuation Plan are included in Appendix E to The Crisis Plan.

The Manager, Environmental & Occupational Health Support Services is responsible for maintaining and distributing The Crisis Plan. Each Operational Appendix will be maintained by a designated member of the Crisis Management Group responsible to the Manager, Environmental & Occupational Health Support Services.

An annual review of The Crisis Plan will be coordinated by the Manager, Environmental & Occupational Health Support Services, and conducted prior to the end of June each year. Proposed changes to The Crisis Plan will be submitted to the Manager, Environmental & Occupational Health Support Services in writing, at least thirty (30) days before the meeting. Major changes will be presented to the Crisis Management Group with a recommendation for acceptance or otherwise. Minor changes will be noted, collected and submitted as a single agenda item. Revisions which are approved by the CMG will be effective immediately and incorporated into a formal amendment to The Crisis Plan. Amendments will be published and distributed to all plan holders within 60 days of approval.

The Crisis Plan will be tested on an annual basis to ensure that both the contents and the participants remain current. A paper exercise will be carried out every second year. A written evaluation with recommendations will be produced for the Crisis Management Group. More sophisticated exercises may be conducted on an "as required" basis, at the direction of the CMG.

The Crisis Notification Procedures will be tested at least once in each annual quarter using the exercise "HELLO McMASTER" attached as Appendix A-2 to this plan. The purpose of the notification exercise is to ensure that personal contact information is accurate and current. The Director, Security and Parking Services will provide a written report to the Manager, Environmental & Occupational Health Support Services subsequent to each notification exercise.

• Appendix X - Student Affairs Department, Crisis Response Plan
• Appendix YY - Faculty of Health Sciences, Emergency Response Plan
• Appendix ZZ - McMaster Nuclear Reactor Emergency Preparedness Plan (AP 7000)