Roles & Responsibilities

The University will maintain a University Emergency Management Team (EMT) that consists of University personnel who are assigned specific emergency roles and responsibilities. Each position on the University Emergency Management Team should identify a primary and an alternate person for the position.

The section below describes the primary roles and responsibilities within the University’s CEMP.  Note, however, that there may be situations where either the individuals noted on the chart are not available or where the scope of an incident may be handled by other capable and qualified individuals on site.  The National Incident Management System provides this level of flexibility.  Thus the organizational chart should be considered a guideline rather than an indication of the only individuals who can fill specific roles in an incident response.

UNIVERSITY LEVEL

Emergency Policy Group

The Emergency Policy Group consists of the Executive Committee of the Administration (ECA), which is led by the President of Barry University.  Responsibilities include:

  • Approve University-wide hazard action plans;
  • Approve incident press releases

Command Decision Team (CDT)

The CDT is comprised of the President and ECA, the Associate Vice President for Facilities, the Assistant Vice President for Marketing and Communications, the Chief Information Officer and the Director of Public Safety.  The Director of Public Safety is responsible for monitoring weather for the University and informing the Vice President for Business Development and Operations (VP-BDO) when a storm is nearing the “alert quadrant.”  The VP-BDO will keep the CDT informed of the storm’s progress and call the group together once a storm enters the "alert quadrant,” or sooner if appropriate due to the projected trajectory and/or severity of the impending storm.   The CDT will then meet on a regular basis for the purpose of anticipating states of readiness pursuant to the University’s hurricane guidelines. The 'alert quadrant' represents an area that is approximately 1000 miles from the Florida coast, between latitudes 15 and 30, and longitudes 65 and 90. Barry University is located at approximately latitude 25.8 and longitude 80.2. An average storm will travel approximately 250 miles per day so that would give the CDT 3-5 days to react. Decisions made at the CDT would then be promulgated as necessary to the Hurricane Task Force, or directly to the entire campus through all available communications channels.

Incident Commander

General Emergency Management Role

The Incident Commander is designated by the University President to perform duties responsible for the overall management of the University's emergency preparedness functions.  The Director of Public Safety and Emergency Management serves as the primary Incident Commander.  However, certain emergencies may dictate that another University official needs to assume the Incident Commander role.  The University official who assumes the role of Incident Commander is responsible for the proper and expeditious handling of an emergency in accordance with the guidelines and HSPs set forth in the Barry University CEMP

Emergency Response Responsibilities

The Incident Commander’s responsibilities include:

  • Provide timely and consistent progress updates to the Emergency Policy Group
  • In consultation with the Emergency Policy Group, provide leadership for University-wide response, and set overall University-wide priorities,
  • Allocate critical resources based on University-wide priorities,
  • Ensure incidents are properly managed and delegate authority to others,
  • Ensure that incidents’ objectives are met and do not conflict with each other or with University policy,

All decisions concerning the cessation of University-wide functions, operations and the ordering of immediate protective actions (evacuation, or temporary closure) remain with the University President.

Public Safety (Public Safety Section)

General Emergency Management Roles

The Director of Public Safety and Emergency Management is responsible for notifying the appropriate University personnel of a major campus emergency.  The Public Safety Department collaborates with all local, state and federal emergency response agencies that serve and protect the University. The Director or designee is authorized to activate the University's emergency notification system and to alert the general University community of an emergency in accordance with Barry University’s Emergency Notification System activation protocol contained in the section “Alert and Notification.” 

Emergency Response Responsibilities

The Public Safety Officer will:

  • Provide a point of contact for assisting and cooperating agencies,
  • Identify representatives from each involved agency, including a communications link and his or her location.
  • Provide brief on the incident status for supporting agencies.
  • Direct evacuation efforts
  • Maintain traffic and crowd control
  • Control access to incident scene
  • Respond to requests from incident personnel for inter-organizational contacts.
  • Monitor incident operations to identify current or potential inter-organizational contacts.
  • Participate in planning meetings, providing current resource status, including limitations and capability of assisting agency resources.
  • Maintain the unit log (ICS Form 214).

If Director of Public Safety and Emergency Management is unavailable, the role is assumed by a designated member of the Public Safety Department, who is a capable and qualified person.

Public Information Officer

General Emergency Management Role

The Public Information Officer is a member of the University’s Marketing and Communications department and is responsible for the University's activities relating to external and internal communications. The Public Information Officer is the University's point of contact with all media agencies, and is responsible for informing the University community about the University CEMP and other emergency preparedness initiatives.

Emergency Response Responsibilities

The Public Information Officer on the University’s Emergency Management Team (EMT) will:

  • Obtain a briefing from the Emergency Policy Group and/or Incident Commander
  • Maintain information security controls
  • Distribute emergency information to students, faculty and staff via the University's notification resources,
  • Advise Incident Commander on information dissemination and media relations,
  • Obtain information from and provide information to the Planning Section,
  • Obtain information from and provide information to community and media
  • Maintain a Unit Log (ICS Form 214)

Finance Chief (Finance Section)

General Emergency Management Role

The Finance Chief is responsible for the ongoing operational status of Barry University, the overall administrative and fiduciary responsibility for general institutional services, and for the management of business and financial activities. The Finance Chief has the authority to assign members from his/her division with Emergency Management roles and responsibilities in support of the Barry University CEMP and other emergency preparedness initiatives.

Emergency Response Responsibilities

  • Obtain a briefing from the Emergency Policy Group and/or Incident Commander
  • Ensure the continuation of all payroll and purchasing functions
  • Conduct financial and cost analyses as necessary
  • Oversee contract negotiations
  • Track personnel and equipment time
  • Oversee process claims for accidents and injuries with Legal Affairs
  • Work with Logistics to ensure resources are procured
  • Ensure records are consolidated and transmitted as required by local, State and/or Federal authorities to provide financial accountability
  • Maintain mail and receiving services
  • Maintain the Unit Log (ICS Form 214)

If the Finance Chief is unavailable, the role is assumed by a designated member of the Division of Business and Finance, who is a capable and qualified person.

Operations Chief (Operations Section)

General Emergency Management Responsibilities

The Operations Chief provides leadership and management to administrative units that direct student life, housing, dining, student health services, counseling services and disability services.  The Operations Chief has the authority to assign staff members with emergency management roles and responsibilities in support of the University CEMP and other emergency preparedness initiatives.

Emergency Response Role

If a campus State of Emergency is declared, the Operations Chief will:

  • Obtain a briefing from the Emergency Policy Group and/or Incident Commander
  • Activate and maintain the University Emergency Operations Center
  • Develop and implement strategies and tactics to carry out the incident objectives,
  • Organize and coordinate the campus response resources.
  • Account for students and notify parents of students involved in or impacted by a campus emergency
  • Identify alternate locations for campus non-academic functions (e.g., programs, events, etc.)
  • Organize student crisis counseling services
  • Maintain a Unit Log (ICS Form 214)

If the Operations Chief is unavailable, the role is assumed by a designated member, who is a capable and qualified person.

Logistics Chief (Logistics Section)

General Emergency Management Responsibilities

The Logistics Chief provides management of University facilities, grounds, physical plant operations, maintenance, compliance, and risk management.  The Logistics Chief has the authority to assign staff members with emergency management roles and responsibilities in support of the University CEMP and other emergency preparedness initiatives.

Emergency Response Role

The Logistics Chief will:

  • Obtain a briefing from the Emergency Policy Group and/or Incident Commander
  • Assist in determining the type and amount of Facilities Management resources needed to support the incident(s)
  • Provide Facilities Management resources and services required to support incident(s),
  • Order, receive, store and distribute Facilities Management resources
  • Maintain inventory of supplies, equipment and vehicles
  • Set up and maintain facilities
  • Provide utility assessment and shut down services
  • Conduct preliminary damage assessments
  • Organize incident clean-up resources
  • Organize the clearance and removal of debris
  • Evaluate building safety.
  • Maintain a Unit Log (ICS Form 214)

If the Logistics Chief is unavailable, the role is assumed by a designated member who is a capable and qualified person.

Planning Chief (Planning Section)

General Emergency Management Responsibilities

The officially designated Planning Chief is responsible for assisting the Incident Commander with the management of all Schools and academic units. The Planning Officer has the authority to assign staff members with emergency management roles and responsibilities in support of the University CEMP and other emergency preparedness initiatives.

Emergency Response Role

During a declared University State of Emergency, the Planning Chief will:

  • Obtain a briefing from the Emergency Policy Group and/or Incident Commander
  • Gather, analyze, and disseminate information and intelligence,
  • Manage the ICS planning process
  • Maintain accountability for University personnel and account for personnel involved in or affected by a campus emergency
  • Identify alternate locations for academic functions
  • Organize faculty crisis counseling services
  • Develop an Incident Action Plan utilizing ICS format
  • Maintain a Unit Log (ICS From 214)

If the Planning Chief is unavailable, the role is assumed by member, who is a capable and qualified person.

Faculty & Staff

General Emergency Management Responsibilities

Faculty and staff are responsible for being familiar with applicable emergency plans, procedures and evacuation routes for their assigned work locations. Faculty and staff are responsible for attending required safety and security training sessions.  This information is accessible on the University website at www.barry.edu/prepare or can be requested at the Public Safety office located on campus.

Barry University utilizes an emergency notification systems, a communication service that enables key administrators and security personnel to reach students and employees quickly with personalized voice, e-mail and text messages to provide valuable information to maximize the University's capability to notify them of an emergency and issue appropriate protective actions. Faculty and staff are responsible for maintaining up-to-date contact information via Workday.

In addition to the items listed above, faculty members are encouraged to include the following public safety and emergency preparedness information in their course syllabus, and review this information with their students at the beginning of each term:

  • Phone Number of Campus Public Safety Department:
    • Dispatch 305-899-3333
  • How to dial 911 from a Campus Phone: 9-911

Information on what to do in an emergency: www.barry.edu/prepare

If faculty and staff are involved in or witness an emergency, they are required to immediately call 911 and the Office of Public Safety on campus at (305) 899-3333. Faculty and staff must be prepared to assess emergency situations quickly but thoroughly, and use common sense in implementing protective actions. During a declared State of Emergency, faculty and staff who are not assigned a specific crisis management responsibility are required to take action as directed by the University Emergency Management Team.

Students

General Emergency Response Responsibilities

Students are responsible for familiarizing themselves with emergency preparedness resources, campus emergency procedures, and evacuation routes in the buildings that they use frequently. This information is accessible on the Barry University website at www.barry.edu\prepare.  Additionally, students are responsible for maintaining their own contact information via WebAdvisor.

If students are involved in or witness an emergency, they are required to immediately call 911 and the Office of Public Safety on campus. Students must be prepared to assess emergency situations quickly but thoroughly, and use common sense in implementing protective actions. Students are required to implement protective actions in an orderly manner when directed by faculty, staff, emergency response personnel or the Barry Emergency Notification System.

LOCAL LEVEL

Miami-Dade County

The Miami-Dade County Department of Emergency Management is a Multi-Agency Coordination System that is responsible for coordinating all countywide emergency management efforts, and the response to a declared county emergency. DEM prepares and implements the County CEMP as well as conduct exercises to test county and municipal emergency response capabilities. The County Mayor has the authority, under section 8B of the Miami-Dade County Code, to declare a county emergency, activate the Emergency Operations Center) and allocate the resources necessary to protect lives and property. The Miami-Dade County Emergency Operations Center is the facility in which the County’s participating agencies coordinate all emergency and disaster preparations, response, and recovery activities as a Multi-Agency Coordination Entity.

The Emergency Operations Center is located separately from the on-scene Incident Command Post and supports the on-scene response by providing external coordination and securing of additional resources.  A Multiagency Coordination) Group does not have any direct incident command involvement.  Emergency Operations Center /Multiagency Coordination Groups do not command the on-scene level of the incident, but rather supports the Incident Command Post’s command and management efforts.

Some portions of campus property are located within unincorporated Miami-Dade County.  Miami-Dade Police Department would respond if an incident occurred in that area.

Village of Miami Shores, City of North Miami, Miami-Dade Fire Rescue

The majority of the University main campus is located within the jurisdiction of the Village of Miami Shores. The Miami Shores Police Department is the primary law enforcement agency for the campus and would respond to incidents on main campus. Miami Dade Police will respond to campus property located within Miami Dade County.

Other campus property is located within the jurisdiction of the City of North Miami, City of Hollywood, and Orlando.  The North Miami, Hollywood, or Orlando Police Departments would respond to incidents occurring in those areas.

The Miami-Dade Fire Rescue Department is the primary fire rescue agency for all portions of campus.

REGIONAL LEVEL

Regional Domestic Security Task Force

The State of Florida has taken a regional approach in the fight against terrorism and preparation for catastrophic disasters. The State is divided into seven Regional Domestic Security Task Forces.  Each task force is made up of local, state, and federal emergency response agencies that serve and protect the communities within the defined region. The Southeast Regional Domestic Security Task Forces (Region 7) encompasses Miami-Dade, Broward, Monroe, and Palm Beach counties. The task force is broken down into functional workgroups that meet regularly and discuss ways to update/sustain equipment, train personnel, increase public awareness and establish protocols for response to a terrorist incident under a unified command. The Director of Public Safety and Emergency Management and the Assistant Director are the University representatives on the Campus Security workgroup. Barry’s ongoing participation in the Regional Domestic Security Task Forces is instrumental in applying for homeland security grants, planning of regional exercises, and ensuring the consistency of the Barry University CEMP with other local and state response plans.

STATE LEVEL

Florida Division of Emergency Management

The Florida Division of Emergency Management is responsible for the coordination of all statewide emergency management efforts. The Florida Division of Emergency Management prepares and implements the State of Florida CEMP and conducts exercises to test state and county emergency response capabilities. The Governor has the authority to issue an Executive Order declaring a Florida State of Emergency and activating the State's emergency response resources. During a declared Florida emergency, The Florida Division of Emergency Management is authorized to support the local response efforts through the activation of the State CEMP and Emergency Operation Center. If the Governor is not able to issue an Executive Order due to time constraints, the Director of The Florida Division of Emergency Management is authorized to activate the State CEMP and immediately initiate emergency response actions. The Region 7 Florida Division of Emergency Management Coordinator is responsible for coordinating The Florida Division of Emergency Management initiatives with the Barry University Director of Public Safety and Emergency Management.

Florida Department of Law Enforcement

The Florida Department of Law Enforcement was created to promote public safety and strengthen domestic security by providing services in partnership with local, state, and federal criminal justice agencies to prevent, investigate, and solve crimes, while protecting Florida's citizens and visitors. Through its seven Regional Operations Centers, fourteen field offices, and seven crime laboratories, The Florida Department of Law Enforcement delivers investigative, forensic, and information system services to Florida's criminal justice community. The Florida Department of Law Enforcement is responsible for coordinating the seven Regional Domestic Security Task Forces and the State of Florida Domestic Security Oversight Committee The Region 7 The Florida Department of Law Enforcement Special Agent Supervisor is responsible for coordinating The Florida Department of Law Enforcement and Domestic Security Oversight Committee homeland security and emergency management initiatives with the University Director of Public Safety and Emergency Management.

Florida Department of Education

The Florida Department of Education governs public education for the State of Florida. The Director of Independent Colleges and Universities of Florida is responsible to assist The Florida Division of Emergency Management and The Florida Department of Law Enforcement with all statewide emergency management efforts that impact Independent Colleges and Universities of Florida members. The Director of Independent Colleges and Universities of Florida is also responsible for coordinating The Florida Department of Education emergency management initiatives with the Barry University Director of Public Safety and Emergency Management.