Four Elements of Making Ready
Here is the work that’s always underway to help us be ready for a Critical Incident.
The Situation Readiness & Response Team (SRT) is charged with recommending and implementing all institutional contingency plans. The Director of Risk Management is responsible for overseeing the risk assessment process, and for supporting and coordinating development of Unit Emergency Plans (UEPs) and Unit Continuity Plans (UCPs) within the SRT’s guidelines.
1 - Risk Assessment
Before preventing losses, or making plans to respond to them, we must first evaluate the hazards we face. Risk assessment tools include, but are not limited to, questionnaires; site inspections; interviews; process reviews; policy and procedure reviews; review of documentation regarding due diligence for regulatory compliance; review of historical loss in a particular area for the institution; and review of historical loss on a regional or national level. Once the assessment is complete, whether on a departmental, divisional or institutional level, efforts can be made to address potential weaknesses. Risk assessment can also result in enhancing a department’s “best practices.”
2 - Prevention Measures
Prevention initiatives are a vital part of Readiness, and they play a key role in eliminating or mitigating potential hazards before an incident occurs. The following activities illustrate some of the ways preventive measures are in place at Westmont:
Campus Safety
- regular monitoring of life-safety equipment (eg, fire alarms); service, inspect and repair fire alarm systems as required
- 24/7 uniform patrol of campus
- 24-hour emergency response (injuries, fire alarms, criminal complaints, etc.)
- emergency evacuation training for all emergency coordinators (ECs)
- regular fire drills in all college dormitories, and periodic drills in other buildings
- battery operated smoke detectors tested semi-annually in residence halls
- crime alert and crime notice postings about potential risks or dangers
- security coverage for special events
Risk Management
- review of events and activities for insurance and liability concerns
- annual property inspection of all college-owned buildings with property insurance carrier
- chemical hygiene plan audits and lab inspections
- ad-hoc inspections for safety
- claim investigations and incident reviews
- periodic review of off campus programs
- motor vehicle check of all drivers of college vehicles
- participate in review and inspection of safety issues surrounding workplace injuries
Physical Plant
- Backflows – all domestic water, fire, irrigation and mechanical backflows inspected regularly
- Fire Sprinklers, Stand Pipe Tests – sprinklers and stand pipes tested at appropriate intervals
- Generators – generators run monthly under load and inspected weekly
Several other departments conduct prevention initiatives including: College Counsel, Human Resources, Internal Audit and Student Life. Documented activities are typically reported to the Vice President for Administration (and/or other VPs).
3 - Planning Initiatives
Supplementing this CIMP, college departments are expected to develop and maintain their own UEPs and UCPs. The SRT will work with departmental facilitators in customizing and periodically testing these plans in a manner suitable to their circumstances, offering feedback about any key amendments that should be made.
It bears noting that some 80% of all emergency response plans are found to have fundamental flaws when first exercised.
4 - Education
Each year, applicable elements of the various plans are communicated to those who will be helped by knowing them in case a critical incident occurs. Various communication channels are used in order to offer enough information—without information overload—using methods designed to be engaging, and to be as effective as can reasonably be attained.