Promulgation Statement

Annex S: Transportation, and its contents within, outline the University’s concept of operations and organizational arrangements for the transportation of people, supplies, and materials during emergency situations, assigns responsibility for various transportation tasks, and outlines related administrative requirements. The annex is written in support of the Eastern Mennonite University (EMU) Emergency Operations Plan (EOP).

Approval and Implementation

The University’s Director of Facilities Management shall be responsible for annex oversight and coordination with applicable stakeholders. The annex is flexible in that part of the plan, or the entire plan, may be activated based on the specific emergency and decision by University senior leadership.

This annex and its supporting contents, are hereby approved, supersedes all previous editions, and effective immediately upon signing of all signature authorities noted below.

Approved: ___________________________ Date: __________________

Edwin Lehman, Director of Facilities Management

Facilities Management

Eastern Mennonite University

Annual Review

Table of Contents

Section I: General

Key Terms

B. Definitions

Section II: Concept of Operations

Guidelines

Transportation Requirement. When carrying out emergency transportation activities, immediate needs must be considered first, followed by continuing requirements. Immediate transportation needs normally involve the evacuation of people from risk areas. Continuing transportation needs typically involve the movement of relief supplies, equipment, and emergency workers during response and recovery operations.

• Voluntary use of personal vehicles

• City and/or County-owned vehicles

• School/University vans

• Leased or rented buses

• Passenger vehicles provided by other jurisdictions pursuant to inter-local agreements

• Donated transportation equipment or services

• Urban or rural transit system buses

• City and/or County-owned vehicles

• Commercial freight carriers

• Leased or contract equipment

• Cargo vehicles provided by other jurisdictions pursuant to inter-local agreements

• Donated transportation equipment or services

4. Individuals with Special Needs. Individuals who are ill, or who have disabilities

may need special transportation assistance, including boarding assistance and help with their belongings. They may be unable to walk to transportation pickup points for the general population.

• Requests for transportation support may be generated by an Incident Commander or by departments and agencies that require additional transportation support to carry out the emergency responsibilities assigned in this plan. Requests for transportation support should be made to the Incident Commander. Requesters must assign a priority to their requests.

• The Logistics role shall identify appropriate transportation resources to fill such requests, coordinating as necessary with the requester and transportation providers.

B. Activities by Phases of Emergency Management

Prevention

• Identify and maintain a current list of local public and private transportation resources. See Annex M, Resource Management for a list of transportation resources.

• Identify possible transportation need that could result from various disasters.

• Develop procedures for preserving transportation resources from known hazards by relocating them or protecting them in place.

2. Preparedness

• Determine possible emergency transportation needs and related requirements for moving people, supplies, and equipment. Assess capabilities in relation to requirements to identify resource shortfalls; identify additional resources required.

• Negotiate agreements with public agencies and private industry for use of their transportation assets, and where appropriate, drivers during emergency situations.

• Participate with other local agencies in the determination of evacuation routes for known hazards and, where appropriate, pickup points or routes for those who may require public transportation.

• Review facility evacuation plans to ensure they include realistic transportation arrangements.

• Plan and execute exercises involving the public and private sector. These exercises should include the utilization of various types of transportation.

3. Response

• Activate emergency transportation function to receive and process requests for passenger and cargo transportation.

• Respond to transportation requests within limits of available resources.

• Monitor transportation resource status and identify requirements for additional resources to the EMC and/or EOC Supervisor.

• Maintain records on use of transportation resources.

4. Recovery

• Continue to coordinate transportation of equipment, supplies, and passengers as needed.

• Assess further transportation needs of university students, faculty, and staff.

• Return borrowed resources and those obtained through agreement, lease, or rental when those resources are no longer required.

Section III: Organizations and Assignment of Responsibilities

A. General

The Director of Facilities Management, or their designee, shall serve as the transportation manager and will be responsible for planning, organizing, and carrying out transportation activities during an emergency. The transportation manager will be assisted by the administrative assistant in Facilities Management.

During an emergency or disaster, the transportation manager will fulfill requests for additional transportation of personnel, equipment, and supplies received from emergency response elements, identify resources to satisfy such requirements, coordinate external resource assistance, and serve as the primary point of contact for external transportation resources.

The Fleet and Equipment Coordinator will:

Identify available transportation resources and maintain a transportation resource contact list.

Coordinate with schools, other public agencies, and businesses regarding emergency use of their transportation assets and develop appropriate agreements and procedures for notifying appropriate officials of emergency situations.

Coordinate with local public transportation authorities and commercial transportation providers to establish procedures for providing transportation resources during emergency situations.

Coordinate with other emergency services to identify and prioritize requirements for transportation of supplies, equipment, materials, and passengers necessary for response and recovery operations.

Support the coordination of public transportation support for mass evacuations.

Coordinate with law enforcement on evacuation routes and the location of transportation pickup points and staging areas.

Provide the Public Information Officer timely information on emergency transportation arrangements that can be disseminated to the public.

Coordinate with the Shelter Officer for passenger and cargo transportation to support shelter and mass care operations.

Record of Change

Record of Distribution