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Emergency Management 

Initially approved: May 5, 2026

Policy Topic: University Emergency and Disaster Management 
Administering Office:   Department of Emergency Services

I.  POLICY STATEMENT

In accordance with the recommendations of the 2007 University of North Carolina (UNC) Campus Safety Task Force Report to the UNC President, the Chancellor of Western Carolina University (WCU) shall take appropriate measures to implement and maintain a comprehensive Emergency Management program that provides for the protection of life and property and ensure the continuity of essential university operations during emergencies or disasters—whether natural or human-caused.  The Emergency Management program shall address all core mission areas of emergency management: prevention, protection, mitigation, response, and recovery.  The program operates on a continuous, year-round basis to maintain campus readiness.

This program policy defines the organizational framework for executing emergency management and business continuity-related activities.  It sets forth the intent and scope of the university’s disaster preparedness measures and ensures the complete and efficient utilization of all resources of the university in the event of an emergency or disaster.

II. SCOPE AND APPLICATION OF POLICY

This policy establishes the framework for Ä¢¹½¶ÌÊÓƵ’s university-wide Emergency Management program and applies to the entire university community, specifically to individuals and units with responsibilities outlined in the University's Emergency Operations Plan, Recovery Plan, and other related emergency management plans and procedures. 

III. PROGRAM OVERSIGHT AND ORGANIZATION

Oversight of Emergency Management Programs - The Department of Emergency Services shall serve as the central coordinating body for all university activities and programs related to emergency and disaster mitigation, prevention, preparedness, response, and recovery.  This includes coordination among university departments and officials, as well as collaboration with similar entities at other universities, and with local, state, and federal agencies.  The Department shall also engage with private and quasi-governmental organizations, as appropriate, to support a unified and effective emergency management effort.

Program Organization – The university’s Emergency Management program organization shall consist of the following:  

1. The Department of Emergency Services shall be led by a Director who reports to the Vice Chancellor for Administration and Finance.  Additional staff and support personnel necessary for the effective operation of the Department may be appointed as deemed appropriate by the Vice Chancellor for Administration and Finance, with the approval of the Chancellor.  These appointments shall ensure the Department is properly resourced to carry out its responsibilities under this policy.
2. The Executive Crisis Management Team (ECMT), overseen by the Chief of Staff, is the senior-level response team that sets policy and develops short- and long-term strategies for university response and recovery to disasters. 
3. The Emergency Operations Team (EOT), overseen by the Director of Emergency Services, is authorized by the Chancellor to staff the Emergency Operations Center (EOC) and to exercise decision-making authority during an emergency.  The EOT has the authority to assign university resources, make operational decisions, and coordinate with external emergency agencies to provide the most efficient response and recovery possible.  
4. The Crisis Communications Team (CCT), overseen by the Chief Marketing and Strategic Partnerships Officer, is the team that develops and manages unified messaging and media relations for the university during emergencies and disasters.

Duties and Responsibilities of the Director of Emergency Services – The Director of Emergency Services is responsible for the overall organization, administration, and operation of the Department of Emergency Services, under the direction and oversight of the Vice Chancellor for Administration and Finance.  The Director shall coordinate all emergency management and disaster response activities, services, and programs across the university.  Additionally, the Director shall serve as the primary liaison with local, state, and federal agencies, as well as with officials from neighboring jurisdictions, to ensure effective coordination and implementation of the university’s emergency management plans.

The Director of Emergency Services shall be responsible for the leadership and execution of the university’s emergency management efforts.  Duties include, but are not limited to, the following:

1. Oversee a comprehensive, university-wide Emergency Management program encompassing all phases of emergency management: prevention, mitigation, preparedness, response, and recovery.  Ensure program compliance with applicable laws, regulations, and best practices that are applicable to the university.
2. Coordinate the efforts of all internal university departments and external public and private agencies involved in emergency management activities affecting the university, ensuring unity of effort and efficient resource utilization.
3. Create and maintain university all-hazards emergency plans, including the All-Hazards Emergency Operations Plan (EOP) and related documents.  Support university departments in developing their unit-specific emergency plans.
4. Develop and implement public information campaigns to educate students, faculty, staff, and visitors about preparedness measures and appropriate responses during emergencies or disasters, whether imminent or ongoing.
5. Plan, conduct, and evaluate regular drills, exercises, and training programs to ensure the readiness and efficiency of systems and personnel with emergency management-related roles and responsibilities.  Engage partner agencies to ensure coordination and familiarity with university procedures.
6. Continuously monitor for potential or emerging threats to campus safety.  Advise the Vice Chancellor, Administration and Finance and university leadership on such risks and recommend timely protective measures to safeguard lives, property, and university operations.
7. Activate, operate, and manage the university’s Emergency Operations Center (EOC) during major incidents or disasters, serving as the central hub for coordination and tactical decision-making during emergency response and recovery operations.
8. Manage and oversee the administration and activation of the university’s Emergency Notification Systems (ENS).  The university’s Social Media Coordinator and the Assistant Director of Communications will serve as alternates for activation of the university’s Emergency Notification System.    

IV. EMERGENCY MANAGEMENT PLANS

A.   All-Hazards Emergency Operations Plan

The university shall adopt and maintain a university-wide, All-Hazards Emergency Operations Plan (EOP), formally promulgated by the Chancellor.  The EOP shall carry the full force of university governance during any campus emergency or disaster.

The EOP and all supporting plans shall be developed and maintained by the Office of Emergency Management through a formal planning process that includes input from relevant stakeholders.  These plans shall address all five mission areas of emergency management: prevention, mitigation, preparedness, response, and recovery.

All university departments shall support the development and implementation of these plans by leveraging their existing services, equipment, personnel, and facilities.  Upon approval, departments shall carry out assigned responsibilities, maintain a state of readiness, and develop internal procedures and training programs to support effective execution of their roles during emergencies.

Each designated department is accountable for organizing and training personnel to fulfill its emergency management functions as outlined in the applicable plans.

B.   Continuity of Operations Plans (COOPs)

All university business units identified as performing essential functions are required to develop and maintain a Continuity of Operations Plan (COOP).  These plans must be sufficiently comprehensive and detailed to ensure a high likelihood of sustaining or restoring essential operations following a disruptive event.  

COOPs shall be, at a minimum, updated annually and submitted biennially to the Department of Emergency Services in an approved format.  Each plan shall be reviewed and approved by the Director of Emergency Services or their designee.

At a minimum, each COOP must address the following key operational areas:

1. Designation of a departmental coordinator responsible for COOP development and implementation.
2. Defined roles of key personnel, leadership succession, and delegated authorities for continuity decision-making.
3. Identification of essential and non-essential functions and required staffing to sustain operations.
4. Procedures for activation, mobilization, relocation, alert, notification, and implementation.
5. Plans for relocating operations to alternate sites as needed.
6. Identification of primary and backup communication systems used to: Inform on-duty and off-duty employees of departmental response activities, coordinate staff to execute departmental missions, maintain contact with customers and suppliers, and communicate and coordinate with the university Emergency Operations Center (EOC)
7. Safeguards for facilities, equipment, supplies, and vital records.
8. Steps to restore services, support personnel, and recover/replace critical assets.
9. Logistical support and administrative processes to maintain continuity.

C.   Building Emergency Action Plans (BEAPs)

Each campus building must have an up-to-date Building Emergency Action Plan (BEAP) developed and maintained under the oversight of designated emergency coordinators.  The Department of Emergency Services will conduct a formal review of each BEAP at least once every two years to ensure compliance and effectiveness.  To fulfill this requirement:

1. Each building shall designate a primary Building Coordinator and an Alternate Coordinator responsible for coordinating emergency preparedness and response activities.  Any changes to these coordinators must be reported immediately to the Department of Emergency Services.
2. The Department of Emergency Services will provide the standardized BEAP format and assist building coordinators with its development to ensure consistency and compliance.
3. The completed BEAP shall be actively communicated to building occupants to promote awareness, understanding, and readiness in the event of an emergency.

V.  IMPOSING RESTRICTIONS DURING EMERGENCIES AND DISASTERS

To protect life, property, and the environment during a major emergency or disaster, the Chancellor may impose restrictions as necessary to maintain public order, safety, and continuity of essential services.

In situations where an immediate threat to life safety exists, the Chancellor delegates authority to the Chief of Police, Assistant Chief of Police, and/or the Director of Emergency Services to make time-sensitive decisions to enact such restrictions without prior approval.  These decisions must be made in alignment with the intent of this policy and reported to the Vice Chancellor, Administration and Finance as soon as practicable.

The following restrictions may be authorized and implemented as appropriate to the situation:

1. Evacuation: Voluntary or mandatory evacuation of all or part of the campus population, including the designation of evacuation routes, transportation modes, and destinations.  Evacuation actions may include controlled entry, exit, movement within the affected area, and occupancy of premises. 
2. Restricted Access: Access to campus may be limited to residential students and essential personnel to ensure community safety.
3. Curfew: A curfew may be imposed, restricting public presence in designated areas and times, except for those performing authorized protective actions under NC General Statute 116-212.
4. Activity Restrictions: The chancellor may authorize the restriction of movement in public spaces, campus office operations, and any other activities deemed necessary to maintain order and protect lives and property during the emergency

VI. JURISDICTIONAL APPLICABILITY

The Department of Emergency Services is responsible for coordinating and executing emergency management functions across all university-owned, operated, or leased properties, including instructional sites and non-owned facilities.  At locations where the university shares jurisdiction with other institutions, emergency management efforts shall be coordinated in collaboration with the partner agency’s designated emergency management representative.

VII. POLICY REVIEW

This policy shall be reviewed every three (3) years by the Department of Emergency Services.

 

UNC Policy Manual: