2024 Emergency Operations Plan Publication
The updated SF State Emergency Operations Plan was finalized in July 2024. The plan was reviewed, approved and signed by stakeholders in August 2024, and promulgated by President Mahoney in September 2024.
The updated plan is available to read by members of the campus community upon request by coming to the Office of Emergency Services in Administration 260.
2023 Plan Update - Overview
SF State’s Office of Emergency Services (OES) has engaged the firm Witt O’Brien’s to guide us in developing an updated Emergency Operations Plan (EOP) in 2023. Our EOP is reviewed annually, but for this year's update we are making some larger changes for a few reasons:
- Our plan during times of emergency should reflect our overall Strategic Plan and embody Our Values
- Covid-19 has transformed our styles of work and learning, which are now much more flexible and hybrid in nature
- The field of emergency management is evolving, and SF State aims to be at the forefront of the latest best practice
2023 Plan Update - Process
How we respond to an emergency reflects our values as a community. And our emergency response is only as good as our planning.
We therefore wanted to ensure our whole SF State community is involved in this process at an early stage. See below for results from our community workshops about our Emergency Operations Plan.
We are currently in the final review stages. See our timeline for this process below:
| Step | Dates(s) | Stakeholders Involved |
|---|---|---|
| Project Initiation and Kick-Off | April 7, 2023 | OES, UPD, Enterprise Risk Management / Business Continuity (ERM), Audit & Advisory Services (AAS) |
| Document Review | April - May 2023 | Witt O'Brien's, OES |
| Community Workshops: Emergency Communications Focus | June 5 - 6, 2023 | Whole Community |
| Community Workshops: Inclusivity Focus | June 6 - 7, 2023 | Whole Community |
| Community Surveys | July 2023 | Whole Community |
| Stakeholder Interviews (Topic Focused) | August - December 2023 | Various |
| Draft EOP / Annexes | May 2024 | Witt O'Brien's |
| EOP and Functional Annexes for Review | June 2024 | OES, UPD, ERM, AAS, Emergency Operations Center (EOC), Office of the President, Cabinet (Policy Group) |
| Updated EOP Training / Rollout to Community | August - December 2024 | OES |
What have we learned so far?
Workshops occurred: June 5 at 1:30 and 3:00 and June 6 at 9:00 and 10:45.
Attendees: each workshop included 9 to 13 individuals. In addition, each workshop included 2 OES staff, 2 Witt O’Brien’s staff, and a captioner. The workshops on June 6 included ASL interpreters.
Discussion:
Each session included questions discussed as a whole group as well as breakout sessions when the group was divided into two. Below are general topics that came out of the discussions:
- Departments that reported having an emergency communications plan: Campus Rec / Student Rec Center, Early Childhood Education Center, Student Health Services, Strategic Marking and Communications, Tiburon Campus (emergency response plan for this campus but not specific to communications), President’s Office (plan for wildfires and rolling blackouts, not all hazards). Note this was self-reported by the individual attending the session and may not be accurate.
- Need for messaging to be inclusive (i.e., get out to all students, including those that are hearing impaired, color blind, or who speak English as a second language). Concerns that initial notifications are only sent in English.
- The utilization of a variety of communication platforms makes it difficult to provide information to all at the same time. Students, parents, and caregivers fill in the gaps when updated information is not provided in a timely manner. It is OK to state the facts of the situation and let others know that the situation is still unfolding and that more information will be provided as it is available.
- Buildings operate independently from one another – trouble with messaging water issues, power outages, etc. in one building with a broader audience or visitors.
Recommendations and/or items to include in the EOP:
- Review process for setting students up in SF State Alert. Develop process for students to be reminded each semester to update their contact information in the system. Include training on what the system is and when it will be used. Review what information is provided to students, parents, and caregivers at orientation about emergency notifications.
- Provide messaging/resources on how the SFSU community can opt into external notifications (City and County’s WEA systems).
- Update contact lists and directories across the university. Should include phone number, email, and the location the person lives/works on campus, if applicable. Develop process to ensure all individuals are on the correct distribution lists / Listserv. Consider including an appendix to the EOP that includes contact information for key individuals.
- Work with SFSU communicators, including student communicators, to educate and empower them on providing the facts of the situation. Develop pre-scripted messages. Consider convening regular meetings with communicators to ensure they understand the tools available (i.e., translation services, alternate methods of communication). Define role of Crisis Communications Team and Campus Communicators.
- Review Building Emergency Response Plan annually and ensure it includes triggers for contacting the EOC.
- Utilize CSU Learn and provide training in “train-the-trainer” format that can be sent to staff.
- When emergency preparedness drills and exercises occur, include a communications component.
- Include information in the EOP or appendices about what, when, and how to communicate with parents/caregivers, how to communicate with students living in dorms, and methods to ensure emergency communications are inclusive.
- Determine method for adding a banner to the website and app. Update EM website.
Workshops occurred: June 6 at 1:30 and 3:00 and June 7 at 9:00 and 10:45.
Attendees: each workshop included 3 to 11 individuals. In addition, each workshop included 2 OES staff, 2 Witt O’Brien’s staff, and a captioner. The workshops on June 6 included ASL interpreters.
Discussion:
Sessions included questions discussed as a group as well as breakout sessions when the group was divided into two as group size allowed. Below are general topics that came out of the discussions:
- Not all buildings are accessible, especially older buildings.
- The need to be cognizant of terminology and definitions and that some people prefer different terminology (i.e., “people with disabilities” versus “individuals with disabilities”).
- Not everyone with a disability identifies as such. Focus language on needs that people might have (rather than asking if someone has a disability, ask if they need assistance evacuating). Some people have invisible disabilities, making it difficult to determine who might need additional assistance.
- Be aware of concerns about sensory overload, neuro diversity, flashing lights, sounds, etc.
- Include student groups and people with disabilities in preparedness efforts as much as possible. Advocacy groups are not always the expert on a particular disability or individuals working for these groups might not have firsthand experience of what it is like to live with a disability.
- It is harder to account for everyone in a hybrid environment. Staff, faculty, students, floor wardens, etc. should be aware of the needs of those in their building. Faculty can consider including steps to take during an emergency as part of the syllabus.
- Technologies or resources discussed: Echo Smart Pen, channels on Microsoft Teams specific to emergency information, Web AIM, blue emergency poles on campus, and AI Notetaker.
- SFSU organizations: Association of Students, Student Affairs, Division of Equity and Community Inclusion, DPRC, Office of International Programs, Alumni Association, Center for Equity and Excellence in Teaching and Learning, Residential Life, DREAM, SF Rising (the Student Chapter), Blind Posse, BERC, CAPS, Bargaining Units, and the Longmore Institute (Tiger Talks on YouTube).
- Community Event Spaces – could assist with providing space to do a town hall.
- DPRC is a good resource for technical support, but not the level of intimacy that you will get with student groups.
- Use student groups, forums, etc. to get messages out about preparedness (Campus Leadership Forum, Academic Senate, Staff Council) – they are a conduit to constituents.
Recommendations and/or items to include in the EOP:
- Consider holding a town hall or forum where students can voice their opinions. Recommendations for OES to be available and involved in the student community to develop a long-term relationship.
- Discuss resources (equipment, supplies, trainings, etc.) available on campus and ensure staff, faculty, and students are aware of these resources before an emergency occurs. Consider developing a resource catalogue. Ensure list of resources includes mental health resources. As necessary, develop and conduct training on how to utilize these resources safely and effectively.
- Ensure outreach material and alert systems are accessible to all (color, font, language, audio, visual, ASL interpreters, captioners, etc.).
- Utilize AARs and past events to inform future events.
- Ensure procedures and protocols are in place for each building and that resources available to each building are in a known and easily accessible location. Exercise plans to ensure they work.
- Provide training at new employee orientation, new student orientation, and on a continuing basis.
- Discuss with ITS the process to put a banner on the top of the app that includes emergency messages – consider developing a survey to push out to students through the app to get more feedback.