Minutes of the Board of Regents of Stephen F. Austin State University. 2006, Volume No. 229

              Stephen F. Austin
State University
Minutes of the
Board of Regents
Nacogdoches, Texas
July 13, 2006
Volume 229
Board Minutes for July 13,2006
Volume 229
Recognitions 1
06-37 Approval of April 12, 2006, April 13, 2006, and June 2, 2006 Minutes 2
Administration
06-38 Resignation of President Tito Guerrero, III 2
06-39 Election of Dr. Baker Pattillo as Interim President 2
06-40 Election of General Counsel 2
06-41 Election of Director of Audit Services 2
06-42 Election of Assistant to the Board of Regents 3
Personnel
06-43 Faculty Appointments for 2006-2007 3
06-44 Staff Appointments for 2006-2007 4
06-45 Changes of Status for 2006-2007 6
06-46 Retirements 8
06-47 Tenure 8
06-48 Leave of Absence for 2006-2007 8
06-49 Holiday Schedule for 2006-2007 9
06-50 Academic and Student Affairs 9
A. Small-Size Classes for Summer I, 2006
B. Merger of College of Applied Arts and Sciences and College of
Liberal Arts into College of Liberal and Applied Arts
C. Proposal to Offer On-Line Principal's Preparation Program
D. Intercollegiate Athletic Policy and Procedure Manual
06-51 Financial Affairs 10
A. Adoption of the Fiscal Year 2006-07 Budget 10
B. Selection of Investment Manager 10
C. Establishment of Quasi-Endowment Accounts for
Laurence C. Walker Scholarship Fund and
Bruce R. Miles Scholarship Fund 10
D. Approval for Purchases Over $50,000 -
CBORD Card Systems Software Support 10
E. Fuel Cards for Retail Gasoline Purchases 10
F. Master Lease Agreement 11
G. Temporary Services Contract 11
H. Directors & Officers Liability Insurance for Fiscal Year 2007 11
I. Auto Insurance for Fiscal Year 2007 11
J. Property, Boiler & Machinery, Inland Marine and General
Liability Insurance for Fiscal Year 2007 11
06-52 Building and Grounds 12
A. Purchase of Property at 220 Feazell 12
B. Installation of Campus Electricity Breakers 12
C. Expansion of the Planning Role for 3DI Architects in Campus
Facilities Master Plan 12
D. Request for Increase in Project Budget for Resurfacing of Track
at Homer Bruce Stadium 12
E. Increase in Contingency for Current Campus Construction Projects.. 12
F. Authority to Purchase Natural Gas 13
G. Authority to Contract with Terracon for Geotechnical Engineering
and Constructing Testing Services in FY07 13
H. Authority to Increase Construction Budget in Phase II of
Housing Project 13
I. Purchase of Electric Utilities from Deep East Texas Electric Coop... 13
J. Water, Sanitary Sewer and Landfill Services 13
K. Authorization to Contract with Roofing Consultant 13
L. Clean-up and Restoration of Johnson Coliseum 14
M. Authorization of Repairs to Tucker House 14
06-53 University Policies and Procedures 14
Reports 14
A. Faculty Senate
B. Student Government Association
C. Audit Services Report
Appendix 1 - Small-Size Class Report for Summer I, 2006
Appendix 2 - HEAF Requests for Fiscal Year 2006-2007 (pending Finance/Audit
Committee review)
Appendix 3 - Memorandums of Understanding establishing Laurence C. Walker
Scholarship and Bruce R. Miles Scholarship
Appendix 4 - Lessee Resolution
Appendix 5 - Emergency Management Plan Manual
(as referenced in Policy D-l 1, Emergency Management Plan)
Appendix 6 - Policy Revisions
NEW External Bank Accounts P-l
NEW Institutional Reserves Fund P-2
B-6 Energy Conservation P-4
B-21 Physical Plant Charges P-5
B-31 Vehicle Repair and Maintenance P-6
B-33 Fleet Management P-7
B-35 Lease, Rental, or Use of Off-Campus Facilities P-9
C-3 Auditing Tuition and Fees P-l 1
C-6 Check Cashing P-12
C-40 Year-end Purchasing P-13
C-41 Investments P-15
C-41.A Investments-Endowment Funds P-26
C-47 Budget Control P-35
D-ll Emergency Management Plan P-36
D-15 Flag Display P-45
D-23 Assembly and Demonstrations P-46
D-31 Signs and Exhibits P-50
D-34.1 Student Conduct Code P-59
E-32 N Longevity Pay P-65
E-45 Service Awards P-66
F-7 Central Stores P-67
F-9 Information Technology Services P-69
F-41 E-Mail for University Communications P-71
Stephen F. Austin State University
Minutes of the Regular Meeting of the Board of Regents
Nacogdoches, Texas
July 13, 2006
9:00 a.m.
Austin Building 307
The Meeting of the Board of Regents was called to order at 9:00 a.m., Thursday, July 13,
2006, by Chair Valerie Ertz.
PRESENT:
Board Members: Mr. Richard Boyer
Dr. Margarita de la Garza-Grahm
Ms. Valerie Ertz
Mr. Joe Max Green
Mr. Kenneth James
Mr. Paul Pond
Mr. James Thompson
Ms. Stephanie Tracy
Mr. Melvin White
Mr. Fred Wulf
Vice-Presidents: Ms. Debbie Baisden
Dr. Baker Pattillo
Associate Provost/VPAA: Dr. Marlin Young
General Counsel: Ms. Yvette Clark
Other SFA administrators, staff, and visitors also were present in Room 307.
RECOGNITIONS
Chair Ertz introduced Regent Pond, who presented to the College of Education a shadow
box of memorabilia from the SFA Demonstration School belonging to his mother-in-law,
Mrs. Rose Mary Crawford Long, who was in the first graduating class of the
Demonstration School. Her father, Dr. A. L. Long, served as head of the education
department at SFA from 1946 to 1961.
Dr. Young introduced Dr. Daniel Norton, Director of the Office of International
Programs, who presented faculty and students who have been involved in study abroad
programs: Ms. Amberr Melo, the Study Abroad Coordinator, Mr. Marcus Cox, Lecturer
in the College of Business, Students Jan Anderson-Paxson, Spencer Hutton, and Marcy
Arriola.
Dr. Young introduced Dr. Richard Berry, Dean of the College of Fine Arts, who
presented the following faculty members involved in international programs:
Alan Nielsen, Professor of Theatre (Spring semester, teaching in Singapore); Rick Jones,
Associate Professor of Theatre (Summer I, Irish Theatre course in Dublin); Amy George,
Assistant Professor of Art (Summer I, Drawing and Photography course in Italy); Charles
Jones, Professor of Art (Spring semester, book art collaboration in Vietnam); and Tim
King, Professor of Music (Spring/Summer, A Cappella Choir performance tour to
London and Austria). Dr. Berry also introduced Allen Oster, Professor of Theatre and
SFA's first Piper Professor Award recipient in many years.
Chair Ertz called on Ms. Debbie Baisden, Vice President for Finance and Administration,
who recognized staff members in the Health, Safety, and Risk Management Group for
their accomplishments in reducing the accident risk at SFA and thereby reducing
insurance costs for the university: Jeremy Higgins, Mike Griffith, and Donna Teel
Dr. James Lowry, Associate Dean of Liberal Arts, had previously requested to address
the board on a personnel agenda item during the Public Comment Period. Dr. Lowry
withdrew his request.
APPROVAL OF MINUTES
06-37
Upon motion of Regent White, seconded by Regent Green, with all members voting aye,
it was ordered that the minutes of the April 12, 2006, April 13, 2006, and June 2, 2006,
board meetings be approved.
ADMINISTRATION
06-38
Upon motion by Regent James, seconded by Regent Wulf, with all members voting aye,
it was ordered that the resignation of President Tito Guerrero III be accepted as presented
and that the Board of Regents wish him well in his future.
06-39
Upon recommendation of the executive committee, with all members voting aye in a roll
call vote, it was ordered that Dr. Baker Pattillo be appointed interim president of Stephen
F. Austin State University for a twelve month period with an additional twelve month
option at a current salary of $236, 900 annually, effective immediately.
06-40
Upon motion by Regent Green, seconded by Regent Pond, with all members voting aye,
it was ordered that Yvette Clark be re-appointed General Counsel with a salary of
$115,360, effective September 1, 2006.
06-41
Upon motion by Regent Green, seconded by Regent White, with all members voting aye,
it was ordered that Gina Oglesbee be re-appointed Director of Audit Services with a
salary of $76,040, effective September 1, 2006.
06-42
Upon motion by Regent Pond, seconded by Regent Thompson, with all members voting
aye, it was ordered that Judy Buckingham be re-appointed Assistant to the Board of
Regents with a salary of $36,500, effective September 1, 2006.
PERSONNEL
06-43
Upon motion by Regent Green, seconded by Regent White, with all members voting aye,
it was ordered that the following faculty appointments for 2006-2007 be approved:
1. Business
a) Recai Avdin, Visiting Assistant Professor of Economics, Ph.D. (University of
Houston), at a salary of $57,000 for 100 percent time for nine months,
effective August 22, 2006.
b) George Hunt, Assistant Professor of Accounting, Ph.D. (Texas Tech
University), at a salary of $90,000 for 100 percent time for nine months,
effective August 22, 2006.
2. Education
a) Jarod Lambert, Instructor of Secondary Education and Educational
Leadership, M.Ed. (University of Houston), at a salary of $46,000 for 100
percent time for nine months, effective August 22, 2006, contingent upon
completion of doctorate by May 31, 2009.
b) Sandra Stewart, Assistant Professor of Elementary Education, Ed.D. (Stephen
F. Austin State University), at a salary of $47,000 for 100 percent time for
nine months, effective August 22, 2006.
3. Fine Arts
a) Mario Aiero, Instructor of Music, M.M. (Temple University), at a salary of
$39,000 for 100 percent time for nine months, effective August 22, 2006,
contingent upon completion of terminal degree by May 2012.
b) Chad Erpelding, Assistant Professor of Art, B. A. (Central University of Iowa), at a
salary of $42,000 for 100 percent time for nine months, effective August 22, 2006,
contingent upon completion of terminal degree by September 1, 2007.
c) Bruce Fowler, Assistant Professor of Music, M.M. (University of North Texas), at a
salary of $46,000 for 100 percent time for nine months, effective August 22, 2006.
d) Gene Moon, Instructor of Music, M.A., (New York University), at a salary of
$42,000 for 100 percent time for nine months, effective August 22, 2006, contingent
upon completion of terminal degree by May 2012.
e) Jorge Davi Salas, Instructor of Music, M.M. (University of Kentucky), at a salary of
$39,000 for 100 percent time for nine months, effective August 22, 2006, contingent
upon completion of terminal degree by May 2012.
f) Andrew Unsworth, Assistant Professor of Music, Ph.D. (Duke University), at
a salary of $43,000 for 100 percent time for nine months, effective August 22,
2006.
4. Forestry
a) Pat Stephens-Williams, Assistant Professor of Forestry, Ph.D. (Southern
Illinois University), at a salary of $42,000 for 100 percent time for nine
months, effective August 22, 2006.
5. Liberal Arts
a) Jeremy Heider, Visiting Assistant Professor of Psychology, Ph.D. (Northern Illinois
University), at a salary of $40,000 for 100 percent time for nine months, effective
August 22, 2006.
b) Steven Marsden, Assistant Professor of English and Philosophy, Ph.D (Texas A & M
University) at a salary of $40,000 for 100 percent time for nine months, effective
August 22, 2006.
6. Sciences and Mathematics
a) Wesley Brown, Assistant Professor of Geology, Ph.D. (University of Texas, El Paso),
at a salary of $50,000 for 100 percent time for nine months, effective August 22,
2006.
b) Kefa Onchoke, Assistant Professor of Chemistry, Ph.D. (Ohio State University), at a
salary of $41,208 for 100 percent time for nine months, effective August 22, 2006.
c) Kent Riggs, Visiting Assistant Professor of Mathematics and Statistics, M.S. (Baylor
University), at a salary of $41,000 for 100 percent time for nine months, effective
August 22,2006.
06-44
Upon motion by Regent Thompson, seconded by Regent Pond, with all members voting aye, it
was ordered that the following staff appointments for 2006-2007 be approved:
1. Administration
a) Andy Kesling, Executive Director of Marketing, B.F.A. (Texas Christian
University) at a salary of $96,000 for 100 percent time for twelve months,
effective July 12, 2006.
2. Athletics
a) David Peavv, Men's Assistant Basketball Coach and Instructor, at a salary of
$49,500 for 100 percent time for 10.5 months, effective June 1, 2006.
b) Brette Tanner. Men's Assistant Basketball Coach, at a salary of $47,500 for
100 percent time for 10.5 months, effective June 19, 2006.
3. Graduate Studies and Research
a) Thomas Wheeler, Associate Vice President and Dean of Graduate Studies and
Research, Ph.D. (University of Texas), at a salary of $104,000 for 100 percent
time for twelve months, effective August 14, 2006.
4. Human Resources
a) Pamela Peebles, Assistant Director of Human Resources, at a salary of
$49,205 for 100 percent time for twelve months, effective April 10, 2006.
5. Physical Plant
a) Mitchell S. Johnson, Mechanical Maintenance Supervisor, at a salary of
$60,000 for 100 percent time for twelve months, effective May 22, 2006.
6. Student Affairs
a) Christopher Flournov, Technology Specialist, at a salary of $29,000 for 100
percent time for twelve months, effective May 29, 2006.
7. Student Recreation Center
a) Deborah Jones, Coordinator of Fitness and Wellness, at a salary of $33,000
for 100 percent time for twelve months, effective June 19, 2006.
b) Brian Mills, Coordinator of Intramurals and Sports Clubs, at a salary of
$35,000 for 100 percent time for twelve months, effective June 12, 2006.
c) Kenneth Norris, Coordinator of Facilities and Member Services, at a salary of
$33,000 for 100 percent time for twelve months, effective June 19, 2006.
8. University Advancement
a) Douglas A. Fox. Assistant Director of Development and Foundation
Relations, at a salary of $33,948 for 75 percent time for twelve months,
effective May 1,2006.
06-45
Upon motion by Regent Thompson, seconded by Regent Boyer, with all members voting
aye, it was ordered that the following changes of status for 2006-2007 be approved:
1. College of Applied Arts and Sciences
a) Wilma Cordova from Lecturer of Social Work at a salary of $42,468 for 100
percent time for nine months, to Assistant Professor of Social Work at a salary
of $45,000 for 100 percent time for nine months, effective August 22, 2006.
2. College of Business
a) Deborah Dufrene from Professor of General Business at a salary of $73,675 for
100 percent time for nine months, to Department Chair and Professor of General
Business and Assistant Dean, Nelson Rusche College of Business at a salary of
$98,000 for 100 percent time for eleven months, effective September 1, 2006.
b) Warren Fisher from Department Chair and Professor of Management, Marketing
and International Business at a salary of $100,115 for 100 percent time for eleven
months, to Professor of Management, Marketing and International Business at a
salary of $84,000 for 100 percent time for nine months, effective September 1,
2006.
c) Betty Johnson from Department Chair and Professor of General Business at a
salary of $100,018 for 100 percent time for eleven months, to Professor of General
Business at a salary of $82,000 for 100 percent time for nine months, effective
September 1,2006.
d) Joe Ormsbv from Professor of Management, Marketing and International Business
at a salary of $74,569 for 100 percent time for nine months, to Department Chair
and Professor of Management, Marketing and International Business at a salary of
$98,000 for 100 percent time for eleven months, effective September 1, 2006.
3. College of Fine Arts
a) Scott LaGraff from Instructor of Music at a salary of $40,200 for 100 percent
time for nine months, to Assistant Professor of Music at a salary of $41,200
for 100 percent time for nine months, effective September 1, 2006.
4. College of Liberal Arts
a) Troy Davis from Associate Professor of History at a salary of $48,561 for 100
percent time for nine months, to Department Chair and Associate Professor of
History at a salary of $73,000 for 100 percent time for eleven months, effective
September 1,2006.
b) Sylvia McGrath from Department Chair and Professor of History at a salary of
$84,629 for 100 percent time for eleven months, to Professor of History at a salary
of $68,000 for 100 percent time for nine months, effective September 1, 2006.
5. College of Sciences and Mathematics
a) Dennis Gravatt from Professor of Biology at a salary of $44,216 for 100
percent time for nine months, to Professor and Interim Department Chair of
Biology at a salary of $58,241 for 100 percent time for eleven months,
effective September 1, 2006.
6. Human Resources
a) Aurora A. Alvarez, from Human Resource Assistant II at a salary of $26,420
for 100 percent time for 12 months, to Human Resources Representative at a
salary of $38,600 for 100 percent time for 12 months, effective June 1, 2006.
7. Information Technology Services
a) Daniel Duplechian, from Auxiliary Service Technology Specialist at a salary
of $32,620 for 100 percent time for 12 months, to Programmer/Analyst I at a
salary of $32,620 for 100 percent time for 12 months, effective March 1,
2006.
8. Library
a) Tiffany Evans from Library Director, at a salary of $95,000 for 100 percent
time for twelve months, to Dean of Library at a salary of $95,000 for 100
percent time for twelve months, effective September 1, 2006.
9. Public Affairs
a) Joseph Alford. from Admissions Media Coordinator at a salary of $29,793 for
100 percent time for 12 months, to Publications Specialist at a salary of
$30,656 for 100 percent time for 12 months, effective May 30, 2006.
10. Student Affairs
a) Steve Westbrook, from Executive Director of Student Affairs, at a salary of
$87,329 for 100 percent time for twelve months to Dean of Student Affairs at
a salary of $94,202 for 100 percent time for 12 months, effective September 1,
2006.
11. Student Recreation Center
a) Jason Saladiner, from Associate Director of Intramurals at a salary of $50,613
for 100 percent time for twelve months, to Coordinator of Aquatics, Safety
and Camps at a salary of $35,000 for 100 percent time for twelve months,
effective September 1, 2006.
06-46
Upon motion by Regent Green, seconded by Regent Thompson, with all members voting
aye, it was ordered that the following retirements be accepted:
1. Cheryl Hill, Library Assistant II, effective August 31, 2006
2. Pat Mueller, Chair of Criminal Justice Department, effective December 31, 2006
3. Shirley Watterston, Lecturer of Music, effective May 31, 2006
4. Peggy Wedgeworth, Associate Library Director, effective August 31, 2006
5. Linda White, Professor of English and Philosophy, effective July 5, 2006
06-47
Upon motion by Regent Thompson, seconded by Regent White, with all members voting
aye, it was ordered that academic tenure be awarded to Thomas Wheeler in Biology,
effective fall semester, 2006.
06-48
Upon motion by Regent Thompson, seconded by Regent Green, with all members voting
aye, it was ordered a leave of absence without pay be approved for Donald E. Bowen,
Professor of Physics and Astronomy, effective September 1, 2006, through August 31,
2007.
06-49
Upon motion by Regent Wulf, seconded by Regent Green, with all members voting aye,
it was ordered that the following holiday schedule for 2006-2007 be approved:
Holiday Schedule for 2006-2007
September 4 December 26 January 1 March 15
November 23 December 27 March 12 March 16
November 24 December 28 March 13 May 28
December 25 December 29 March 14 July 4
This schedule will allow SFA to be closed for Labor Day, 2 days at Thanksgiving,
5 working days at Christmas, New Year's Day, 5 working days at Spring Break,
Memorial Day and Independence Day, which totals sixteen days. Employees will
be required to take one day of vacation or compensatory time on Friday,
December 29 and Friday, March 16.
ACADEMIC AND STUDENT AFFAIRS
06-50
Upon motion by Regent James, seconded by Regent Boyer, with all members voting aye,
it was ordered that the following Academic Affairs items be approved:
A. SMALL-SIZE CLASSSES FOR SUMMER I, 2006
The Summer I, 2006 small-size class list was approved, as listed in Appendix 1.
B. MERGER OF COLLEGE OF APPLIED ARTS AND SCIENCES AND COLLEGE
OF LIBERAL ARTS INTO COLLEGE OF LIBERAL AND APPLIED ARTS
The College of Liberal Arts and the College of Applied Arts and Sciences will be
merged into one entity, entitled the College of Liberal and Applied Arts, effective
September 1,2006.
C. PROPOSAL TO OFFER ON-LINE PRINCIPAL'S PREPARATION PROGRAM
Approval was given to offer the on-line principal's preparation program starting
fall 2006.
D. INTERCOLLEGIATE ATHLETIC POLICY AND PROCEDURE MANUAL
Revisions to the Athletic Policy and Procedure Manual were approved as
presented.
FINANCIAL AFFAIRS
06-51
Upon motion by Regent Thompson, seconded by Regent White, with all members voting
aye, the following Financial Affairs items were approved:
A. ADOPTION OF THE FISCAL YEAR 2006-07 BUDGET
The operating budget of $169,131,593 for the 2006-07 fiscal year was approved
as presented. This budget includes a $9 per semester credit hour increase in
designated tuition and a 6% increase in room and board. Also contained in the
2006-07 budget is a 1% salary pool for employee raises. The detailed HEAF
allocation is included in Appendix 2.
B. SELECTION OF INVESTMENT MANAGER
Merrill Lynch was awarded a two-year contract for investment management
services, beginning September 1, 2006, and the vice president for finance and
administration was authorized to sign the contract.
C. ESTABLISHMENT OF OUASI-ENDOWMENT ACCOUNTS FOR LAURENCE
C. WALKER SCHOLARSHIP FUND AND BRUCE R. MILES SCHOLARSHIP
FUND
Authority was granted to establish two quasi-endowment accounts (Laurence C.
Walker Scholarship Fund and Bruce R. Miles Scholarship Fund) to be used for
scholarships for forestry students. The corpus of the endowment will be held in
perpetuity and the income from these endowments will be distributed in
accordance with the university's endowment distribution policy. A memorandum
of understanding for each of these scholarships is included in Appendix 3.
D. APPROVAL FOR PURCHASES OVER $50.000 - CBORD CARD SYSTEMS
SOFTWARE SUPPORT
Approval was given to authorize payment for the annual license agreement and
technical support fees for the CBORDS CS Gold software system at a cost not to
exceed $51,000 for Fiscal Year 2007. This expenditure has been budgeted in the
Fiscal Year 2007 Housing and Food Service budgets.
E. FUEL CARDS FOR RETAIL GASOLINE PURCHASES
Approval was given to continue using the Council on Competitive Government
(CGC) contract for retail fuel purchases and to issue a purchase order for the
payment of FY07 fuel card expenditures under the CCG contract. The president
or appropriate vice president was authorized to sign the purchase order.
10
F. MASTER LEASE AGREEMENT
An award was made to Lehigh Capital for a three-year master lease agreement
with two additional years of renewal, and the attached Lessee Resolution (Exhibit
E to the Agreement) in Appendix 4 was approved. It was further approved that
the university will be allowed to add equipment as needed to the master lease
agreement when a capital lease is determined to be in the best interest of the
university. Individual leases with a value of $50,000 or more will be individually
approved by the board prior to being added to the master lease. The president or
appropriate vice president was authorized to sign the agreement.
G. TEMPORARY SERVICES CONTRACT
Approval was given to issue an RFP for temporary staffing services for fiscal year
2007 with two years of renewal allowed. Following an analysis of the proposals, a
recommendation will be brought to the board for final approval.
H. DIRECTORS & OFFICERS LIABILITY INSURANCE FOR FISCAL YEAR 2007
Approval was given to secure D & O insurance through the SORM program for
Fiscal Year 2007. The president or appropriate vice president was authorized to
sign the contract.
I. AUTO INSURANCE FOR FISCAL YEAR 2007
Approval was given to secure auto insurance through the SORM program for
Fiscal Year 2007. The president or appropriate vice president was authorized to
sign the contracts.
J. PROPERTY, BOILER & MACHINERY, INLAND MARINE AND GENERAL
LIABILITY INSURANCE FOR FISCAL YEAR 2007
Approval was given to contract insurance with Travelers through USI Insurance
Services of Texas covering property, boiler & machinery, inland marine and
general liability at a cost to be negotiated by administration. The president or
appropriate vice president was authorized to sign the contract.
11
BUILDING AND GROUNDS
06-52
Upon motion by Regent Green, seconded by Regent Thompson, with all members voting
aye, it was ordered that the following Building and Grounds items be approved:
A. PURCHASE OF PROPERTY AT 200 FEAZELL
The university was authorized to purchase the property at 220 Feazell for the
appraised value of $57,000 plus associated purchase and closing cost. This
property is otherwise known as Lot 1, Block 45 of the J.F. Feazell subdivision,
Nacogdoches, Texas. The Director of the Physical Plant was authorized to sign
the required documents on behalf of the university. The source of funds will be
designated fund balance.
B. INSTALLATION OF CAMPUS ELECTRICITY BREAKERS
The university was authorized to purchase and replace the three main 600 ampere,
12,500 volt oil filled breakers for the campus with the physical plant acting as
general contractor. The vice president for finance and administration was
authorized to sign the required purchase orders and contracts. The cost will not
exceed $90,000 and will be paid from normal operating budgets. Source of funds:
existing physical plant budget.
C. EXPANSION OF THE PLANNING ROLE FOR 3DI ARCHITECTS IN CAMPUS
FACILITIES MASTER PLAN
The university was authorized to expand the planning role of 3DI Architects in
the campus facilities master plan to include a classroom audit, building condition
assessments, and preliminary programming for the potential tuition revenue
bonds. The additional cost will not exceed $125,000. The source of funds will be*
HEAF.
D. REQUEST FOR INCREASE IN PROJECT BUDGET FOR RESURFACING OF
TRACK AT HOMER BRYCE STADIUM
The original project budget for resurfacing the track at Homer Bryce Stadium was
increased by $25,000 to cover the unanticipated work of leveling the asphalt base.
Source of funds: auxiliary funds.
E. INCREASE IN CONTINGENCY FOR CURRENT CAMPUS CONSTRUCTION
PROJECTS
The contingency in the project budget totaling $3,020,000 for a number of small
campus projects approved as Board Order 06-33 on April 13, 2006, be increased
by $250,000 to $500,000. The source of funding will be HEAF.
12
F. AUTHORITY TO PURCHASE NATURAL GAS
The university was authorized to seek proposals for the purchase of natural gas
from the best available supplier and to contract for the purchase of natural gas for
one or more years at the best available price. The vice president for finance and
administration was authorized to sign the contract with the supplier. Additionally,
if a group of universities is able to negotiate a cooperative price, the vice
president for finance and administration was authorized to sign the necessary
contracts and documents to allow the institution originating the RFP to sign on
behalf of the university.
G. AUTHORITY TO CONTRACT WITH TERRACON FOR GEOTECHNICAL
ENGINEERING AND CONSTRUCTING TESTING SERVICES IN FY07
The university was authorized to continue the use of Terracon for geotechnical
engineering and construction testing services in FY07. The estimated cost is
$150,000 and will be included as part of the administration budget for each
construction project.
H. AUTHORITY TO INCREASE CONSTRUCTION BUDGET IN PHASE II OF
HOUSING PROJECT
The university was authorized to increase the construction budget for phase II of
the reinvestment in housing project with Camden Builders by $400,000 to
increase the furniture allowance. The source of the funds will be the project
contingency budget (auxiliary funds). The vice president for finance and
administration was authorized to sign the change order.
I. PURCHASE OF ELECTRIC UTILITIES FROM DEEP EAST TEXAS ELECTRIC
COOP FOR FY07
Approval was given to issue a purchase order for electricity from the Deep East
Texas Electric Coop to service the Todd Agricultural Research Center and the
Temple-Eastex Forestry Laboratory for FY07. The president or appropriate vice
president was authorized to sign the purchase order.
J. WATER, SANITARY SEWER AND LANDFILL SERVICES
Approval was given to issue a purchase order to the city of Nacogdoches for
FY07 water, sanitary sewer and landfill services. The president or appropriate
vice president was authorized to sign the purchase order.
K. AUTHORIZATION TO CONTRACT WITH ROOFING CONSULTANT
The university was authorized to employ a roofing consultant for a five year
period. The employment will be done in accordance with the state's procedure for
13
employing consultants. The estimated five year cost of this contract will not
exceed $100,000 and will be paid from each year's annual maintenance budget.
L. CLEAN-UP AND RESTORATION OF JOHNSON COLISEUM
The board authorized replacement/repainting of the worn areas in Johnson
Coliseum and painting of the exterior metal surfaces of the building. The physical
plant will act as general contractor for the projects. The cost will not exceed
$88,000 and will be paid from current existing auxiliary funds.
M. AUTHORIZATION OF REPAIRS TO TUCKER HOUSE
The university was authorized to proceed with needed repairs to the Tucker
house, and the physical plant was authorized to act as general contractor. The cost
will not exceed $80,000 and funds will be from FEMA ($37,500), insurance
proceeds ($11,770.35), and HEAF.
UNIVERSITY POLICIES AND PROCEDURES
06-53
Upon motion by Regent Pond, seconded by Regent White, with all members voting aye,
the Board of Regents adopted the policy revisions as presented in Appendix 6.
REPORTS
A. Dr. Chris Barker, Chair of the Faculty Senate, gave a report on the following topics:
1. Appreciation of the board's work on behalf of SF A
2. Concerns of the faculty
a) Faculty salaries and impact on recruitment and retention of new faculty
b) Interim positions and search for new president and provost
c) Computer replacement policy
d) Other issues
3. Relevant actions of the Faculty Senate
a) New committees established to develop salary equity plan and study Texas
educational systems
B. Ms. Brittany Scott, President of the Student Government Association, gave the
following report:
1. Introduction of new SGA officers for the coming year
2. Overview of annual SGA Watermelon Bash
3. Student excitement over pending Rec Center, UC, and new housing
4. Key issues SFA are going to be most concerned about in coming year
5. SGA legislative plans for the Fall
14
C. Ms. Gina Oglesbee, Director of Audit Services reported on the following:
1. Governor's Executive Order Regarding Fraud
2. Annual Risk Assessment
3. Audit Plan
Chair Ertz adjourned the meeting of the Board of Regents at 10:35 a.m.
15
SMALL CLASSES
Summer 12006
DEFINITION OF SMALL-SIZE UNDERGRADUATE CLASS:
ORGANIZED CLASS AND THE COMBINED CLASSES EQUAL TEN OR MORE
DEFINITION OF SMALL-SIZE GRADUATE CLASS:
ANY ORGANIZED CLASS WITH LESS THAN FIVE STUDENTS UNLESS THE CLASS IS CROSS-LISTED WITH ANOTHER ORGANIZED CLASS AND THE COMBINED CLASSES EQUAL FIVE OR MORE
NUMBER I CREDIT FUNDED
DEPT. COURSE SECTION I" ENROLLED j hour j hours
DAYS / TIME / BUILDING / ROOM / FACULTY
ART 390 001 9
HOUR
3
INSTRUCTION TYPE
27 IMTWRF 0940AM 1110AM AR 112 LEC
NAME
CAFFERY, A.
JUSTIFICATION FOR TEACHING
SMALL COURSE
MAINTAIN SEQUENCE/GRADUATING SENIORS
TOTAL HOURS GENERATED IN SMALL CLASSES! 27 M = Monday
**SMALL CLASSES AS A % OF TOTAL HOURS
«—t
ESTIMATED TOTAL HOURS SUMMER I '06
0.12%
22,311
T = Tuesday
W = Wednesday
R = Thursday
F = Friday
S = Saturday
U = Sunday
t
Stephen F. Austin State University
HEF Requests
Fiscal Year 2006-07
Appendix 2
Department Item/Project Amount
Fiscal Year 2006-07 HEF Appropriation
Debt Service
Audit Services
Instructional Capital
Library
Information Technology Services
Information Technology Services
Information Technology Services
Information Technology Services
Information Technology Services
Vice President for Finance and Administration
Vice President for Finance and Administration
Marketing Campaign
Marketing Campaign
Counseling and Career Services
University Police
University Police
University Police Department
University Police Department
Total
Oracle Master Lease Payment
Audit Software
Academic Capital Equipment
Academic Capital Equipment
Annual PC Replacement
Banner Capital Equipment
Network Upgrade and Expansion
E&G Wireless Expansion
Microsoft Site License
Department Renovation
Contingency
Furniture
Computer Equipment
Computer Equipment
Vehicle
Vehicle Equipment
Police Vehicle
Police Vehicle Equipment
Appendix 3
STEPHEN F. AUSTIN STATE UNIVERSITY
MEMORANDUM OF UNDERSTANDING
Laurence C Walker Scholarship
It is the expressed wish of Scott Beasley, Dean for the Arthur Temple College of Forestry &
Agriculture, to establish a Quasi-Endowment Fund to provide scholarships and financial
assistance for outstanding students attending Stephen F. Austin State University pursuing a
major in forestry Hie following are the terms and conditions for the establishment of the
Quasi- E ndowment.
1. NAME: The name of the Quasi-Endowment Fund shaE be the Laurence C Walker
Scholarship fund.
2. FUNDING: For puiposes of establishing the Laurence C Walker Scholarship Fund,
friends and family donated funds upon his death. Additionally, sales of books produced
by faculty of the college established the Fund, The Fund shall be an open fund, capable
of receiving additional contributions at any time. Funds invested in the quasi-endowment
shall be managed, and all distributions made, by Stephen F. Austin State
University according to policies and guidelines established and reviewed annually by its
Board of Regents. At no time shall the Quasi-Endowment principal be expended.
3. PURPOSE: The purpose of the Fund shall be to provide scholarships and financial
assistance for students pursuing a degree in the Arthur Temple College of Forestry and
Agriculture with preference given to undergraduate forest management majors.
4. REG3GNITIOH PROMOTION, ACKNOWLEDGEMENT AND REPORTING:
Annually, the responsible party for university endowments shall report to the Dean of
the College of Forestry regarding the disbursement of funds.
5. ADMINISTRATION: Selection of the recipients) shaE be the responsibility of the
scholarship committee of the Arthur Temple College of Forestry and Agriculture taking
into consideration the following criteria:
• academic merit,
• dedication to the field of forestry and
• preference given to those pursing a major in forest management.
Appendix 3
Memorandum of Understanding
Laurence C Walker Scholarship Quasi-Endowment continued from page 2
6. CHANGED CONDITIONS: If, in the future, circumstances have so changed that it is
no longer feasible, in the opinion of the Board of Regents of Stephen F. Austin State
University, to continue the terms of this agreement, said Board of Regents shall be
required, to apply this fund to such purposes as may, in their opinion, most closely fulfill
the intentions of the donors herein described.
7. FORMAL ACCEPTANCE: All signatories to this document shall, in good faith, carry
out the terms and conditions of this gift as spelled out in paragraphs one through seven
of this .Memorandum of Understanding and shall do so to the best of their ability. The
terms and conditions of this Memorandum of Understanding shall become binding at
the acceptance of the Stephen F. Austin State University Arthur Temple College of
Forestry and Agriculture.
Institutional Signatures
Accepting MOU
Stephen RJVustin
M>ert, Phi)., CFRE / Date
resident for University Advancement
Stephen F. Austin State University
Arthur Tepapk. College of Forestry and Agriculture
Scott Beasley, Ph.D. / Da£e
Dean
Appendix 3
STEPHEN F. AUSTIN STATE UNIVERSITY
MEMORANDUM OF UNDERSTANDING
Bruce R, Miles Scholarship
It is the expressed wish of the Texas Forest Service (TFS) to establish a Quasi-Endowment
Fund to provide scholarships and financial assistance for outstanding students attending
Stephen F. Austin State University who are pursuing a major in forestry. The following are
the terms and conditions for the establishment of the Quasi-Endowment Fund.
1. NAME: The name of the Quasi-Endowment Fund shall be the Bruce R* Miles
Scholarship fund.
2. FUNDING: For purposes of establishing the Bruce R. Miles Scholarship Fund, TFS
deposited funds in the amount of $10,000 to the university. Funds invested in the quasi-endowment
shall be managed, and all distributions made by Stephen F. Austin State
University according to policies and guidelines established and reviewed annually by its
Board of Regents. At no time shall the Quasi-Endowment principal be expended.
3. PURPOSE: The purpose of the Fund shall be to provide scholarships and financial
assistance for students pursuing a major in forestry in the Arthur Tempk College of
Forestry and Agriculture.
4. RECOGNITION, PROMOTION, ACKNOWLEDGEMENT AND REPORTING:
Annually, the responsible party for university endowment reporting shall report to the
Dean of the Arthur Temple Coiege of Forestry and Agriculture regarding the
disbursement of funds.
5. ADMINISTRATION: Selection of the recipient^) shall be the responsibility of the
scholarship committee of the Arthur Temple Coiege of Forestry and Agriculture taking
into consideration the following criteria:
• undergraduate forestry major,
• academic merit and
• dedication to the field of forestry
Appendix 3
Memorandum of Understanding
Bruce R* Miles Scholarship Quasi-Endowment continued from page 2
6. CHANGED <X)NDIHONS: If, in the future, circumstances have so changed that it is
no longer feasible, in the opinion of the Board of Regents of Stephen F. Austin State
University, to continue the terms of this agreement, said Board of Regents shall be
required to apply this fund to such purposes as may, in their opinion, most closely fulfill
the intentions of the donors herein described.
7. FORMAL ACCEPTANCE: All signatories to this document shall, in good faith, carry
out the terms and conditions of this gift as spelled out in paragraphs one through seven
of this Memorandum of Understanding and shall do so to the best of their ability. Hie
terms and conditions of this Memorandum of Understanding shall become binding at
the acceptance of the Stephen F. Austin State Ubiversity Arthur Temple Cbllege of
Forestry and Agriculture.
Institutional Signatuiies
Accepting MOU
Stephen^Aqstin
/Date/
/ice President for University Advancement
Stephen F. Austin State University
Arthur Temgle College of Forestry and Agriculture
By>
R. Scott Beasley, PLD.
Dean
•ate
Appendix 4
LESSEE RESOLUTION
RE: Lease with Option to Purchase Agreement dated as of , between Lehigh Capital Access,
Inc. (Lessor) and Stephen F. Austin State University (Lessee)
At a duly called meeting of the Governing Body of the Lessee (as defined in the Agreement) held on
the following resolution was introduced and adopted:
BE IT RESOLVED by the Governing Body of Lessee as follows:
1. Determination of Need. The Governing Body of Lessee has determined that a true and very real need exists
for the acquisition of the Equipment described on Exhibit A of the Lease With Option to Purchase Agreement
dated as of , between (Lessee) and (Lessor).
2. Approval and Authorization. The Governing Body of Lessee has determined that the Agreement,
substantially in the form presented to this meeting, is in the best interests of the Lessee for the acquisition of
such Equipment, and the Governing Body hereby approves the entering into of the Agreement by the Lessee
and hereby designates and authorizes the following person(s) to execute and deliver the Agreement on
Lessee's behalf with such changes thereto as such person(s) deem(s) appropriate, and any related
documents, including any Escrow Agreement, necessary to the consummation of the transaction
contemplated by the Agreement.
Authorized lndividual(s):_
(Printed or Typed Name and Title of individual(s) authorized to execute the Agreement)
3. Adoption of Resolution. The signatures below from the designated individuals from the Governing Body of
the Lessee evidence the adoption by the Governing Body of this Resolution.
By:
(Signature of Secretary, Board Chairman or other member of the Governing Body)
Typed Name: Title:
(Typed name of individual who signed directly above) (Title of individual who signed directly above)
Attested By:
(Signature of one additional person who can witness the passage of this Resolution)
Typed Name: Title:
(Typed name of individual who signed directly above) (Title of individual who signed directly above)
Appendix 5
Emergency Management Plan
SFA would like to thank the University of Houston for allowing us to use its EMP as a guide.
Created 3/8/06
Appendix 5
INTRODUCTION
There are important differences between the manner in which a college, university, or other academic
institution conducts its operations and the manner in which a corporation conducts its business. The
entire purpose of operations, the presence of large numbers of students, the style of management, etc. are
all greatly different between an academic institution and a typical business. This program establishes the
requirements of the Emergency Management Plan at Stephen F. Austin State University concerning
emergency personnel, guidelines, procedures, and sources of assistance. It applies to all University
locations.
PLAN ORGANIZATION
Frequently only very general guidelines coordinate emergency plans. Emergency plans for colleges and
universities involve a large number of individuals from different areas. Many of these individuals do not
work together on a day-to-day basis. In an actual emergency situation many individuals have important
areas of responsibilities and must be able to coordinate their efforts.
Rigid organizational structures are not normally found within the educational community. A typical
approach utilized by educational institutions to address a problem is to establish a committee to analyze
the facts and make recommendations. This group or committee-management style approach assembles a
large range of ideas and generally produces satisfactory results over a fairly long period of time. In
developing an emergency plan, this approach is acceptable; but in executing an emergency plan, the
approach will not work effectively.
In an emergency situation, quick decisions regarding the appropriate response measures are necessary.
There is frequently not time to gather and analyze various opinions. Also a single individual must be in
charge; and, if that individual is not present, a "chain-of-command" must be utilized. This type of
management structure is not common in an academic community.
This Emergency Management Plan for SFA designates an Emergency Response Team that utilizes the
Incident Command System for responding to emergency situations. This is a recognized, effective
management approach utilized by FEMA to make tactical decisions during an actual emergency. The
overall management structure couples an effective mechanism for handling an emergency with a
management style compatible with practices in an educational setting.
EMERGENCY RESPONSE
Current initial response planning by universities appears focused on the action steps to be taken by
university police departments. This Emergency Management Plan for SFA greatly expands this scope
and includes material for use by the initial responders. The materials are designed for use by the
Emergency Operation Center Director to direct the institution's resources and are designed for use by
faculty, staff, and others who are the initial responders to an emergency situation.
TERMINOLOGY
The emergency management industry grew initially out of the information technology area. These
emergency plans were referred to as "disaster plans," and this terminology is still commonly used by
information technology departments within both the academic and business communities. Since the late
1980s and early 1990s, the term "business continuity plan" has become the standard corporate term for an
emergency plan. This term along with other terms such as "business impact analysis" commonly used in
the corporate world are not generally used in a university environment.
Appendix 5
Business Emergency and Continuity Management Plan
Table of Contents
I. EMERGENCY MANAGEMENT PLAN (POLICY D-l 1)
A. AUTHORITY AND REFERENCES
B. PURPOSE
C. SCOPE
D. MISSION
E. SITUATION AND ASSUMPTIONS
F. DIRECTION AND CONTROL
G. EMERGENCY RESPONSE TEAM MEMBERS AND ASSIGNMENT OF
RESPONSIBILITIES
H. LINE OF SUCCESSION
I. SUPPORT
J. OUTDOOR WARNING SIREN
K. EMERGENCY ACTION
L. POST DISASTER ACTIONS
II. SOURCES OF ASSISTANCE DURING EMERGENCIES
A. ON-CAMPUS ASSISTANCE
B. OFF-CAMPUS ASSISTANCE
III. EVACUATION AND SHELTER-IN-PLACE PROCEDURE
A. BUILDING EVACUATION
B. CAMPUS AREA EVACUATION
C. EMERGENCY LOCKDOWN/SHELTER-IN-PLACE
IV. CRISIS (EMERGENCY) PROCEDURES (EMERGENCIES POLICY F-10)
A. ANTHRAX OR OTHER HARMFUL BIOLOGICAL AGENT
B. MAIL SAFETY
C. BOMB THREAT OR SUSPICIOUS PACKAGE
D. CIVIL DISTURBANCE or DEMONSTRATIONS
E. NON-VIOLENT DISRUPTIVE DEMONSTRATIONS
F. VIOLENT DISRUPTIVE DEMONSTATIONS
G. DEATH OF STUDENT/FACULTY/STAFF (ON CAMPUS)
H. DRUG AND ALCOHOL ABUSE
I. EXPLOSION, AIRCRAFT DOWN
J. FIRE
K. GANG ACTIVITY
L. GAS LEAKS
M. HAZARDOUS RELEASE (CHEMICAL AND/OR RADIATION SPILL ON
CAMPUS)
N. HOSTILE INTRUDER INCIDENT (VIOLENT OR CRIMINAL BEHAVIOR)
O. ILLNESS/INJURY
P. NUCLEAR PREPAREDNESS
Q. PHYSICAL/MENTAL ABUSE
R. POWER FAILURES
S. PSYCHOLOGICAL CRISIS
T. TERRORIST ATTACH
U. TOXIC FUME RELEASE
V. TRIPS / VEHICULAR ACCIDENTS
W. WEAPONS
X. WATER OUTAGE/FAILURE
Appendix 5
V. NATURAL DISASTERS (INCLEMENT WEATHER AND OTHER EMERGENCIES D-19.1)
A. HURRICANE
B. FLOODING/TROPICAL STORM
C. WINTER STORM
D. THUNDERSTORM
E. TORNADO
F. EARTHQUAKE
VI. PUBLIC AFFAIRS CRISIS COMMUNICATION PROCEDURES
APPENDIX
ATTACHMENT A: DIRECTIVE TO IMMEDIATELY TERMINATE DEMONSTRATION
ATTACHMENT B: DIRECTIVE TO IMMEDIATELY TERMINATE DEMONSTRATION
WITH ASSISTANCE OF THE POLICE DEPARTMENT
ATTACHMENT AG: COPING WITH DEATH
ATTACHMENT BD: DRUG AND ALCOHOL ABUSE: BEHAVIORAL SIGNS AND
SYMPTOMS
ATTACHMENT CB: PHYSICAL AND MENTAL ABUSE: BEHAVIORAL SIGNS AND
SYMPTOMS
ATTACHMENT D¥: BOMB THREAT CHECKLIST
ATTACHMENT EG: GENERAL FIRE PLAN
ATTACHMENT FU: GENERAL PROVISIONS OF THE EDUCATION CODE
Appendix 5
Emergency Management Plan D-ll
Original Implementation: November 1986
Last Revision: January 19, 2006
An Emergency Management Plan has been adopted to guide the response of appropriate
individuals to potential emergencies occurring on the campus of Stephen F. Austin State
University.
A. AUTHORITY AND REFERENCES
1. Authority for implementation of the Emergency Management Plan rests with the
President of Stephen F. Austin State University.
2. References
• Article 51.210 and Article 51.203 of the Texas Penal Code.
• The Texas Emergency Disaster Act of 1975, as amended (Article 6889-7, Vernon's
Civil Statutes).
3. The Texas Emergency Management Plan, and Annex L - Texas Department of Health.
B. PURPOSE
The Emergency Management Plan is intended to establish policies, procedures, and
organizational structure for response to emergencies that are of sufficient magnitude to cause
a significant disruption of the functioning of all or portions of SFA. This plan describes the
roles and responsibilities of departments, schools, and personnel during and after emergency
situations. The basic emergency procedures are designed to protect lives and property
through effective use of university and community resources. Since an emergency may be
sudden and without warning, these procedures are designed to be flexible in order to
accommodate contingencies of various types and magnitudesr and can change at the
direction of the Director of the Emergency Operations Center.
This plan addresses eaeh-several types of emergenc/esy on an individual basis, providing
guidelines for the containment of the incident and provides emergency instructions to the
individual designated to direct University resources in a concise format. It also will provide
emergency response information primarily for use by faculty/staff and other on-site
personnel who may be initial responders to an emergency incident.
The purpose of this plan is to provide the necessary guidelines, procedures, and instructions
for implementing emergency operations at SFA. Emergency operations will utilize the
existing University organizations, with aid as necessary from city, state, and federal
governments.
C. SCOPE
Appendix 5
This plan is a University-level plan that guides the emergency response of University
personnel and resources before, during and after an emergency situation. It is the official
Emergency Management Plan of SFA and precludes actions not in concert with the intent of
this plan or the organization created by it. However, nothing in this plan shall be construed
in a manner that limits the use of good judgment and common sense in matters not foreseen
or covered by the elements of the plan.
This plan and organization shall be subordinate to federal, state, or local plans during a
disaster declaration by those authorities. This plan is consistent with established practices
relating to coordination of emergency response. Accordingly, this plan incorporates the use
of the Incident Command System (Emergency Operation Center) to facilitate interagency
coordination, promote the use of common emergency response terminology and command
structure, and facilitates the flow of information between responding agencies.
The University will cooperate with the Office of Emergency Management, state, county and
city police and other responders in the development of emergency response plans and
participate in multi-jurisdictional emergency planning exercises.
This plan is intended to stand alone or to complement other plans and provisions of the Texas
Emergency Management Council and of local government. Provisions of this plan that are
not specific to the activities of the University have been included for purposes of clarity, and
their presence here is not intended to supersede or abrogate the provisions of the Texas
Emergency Disaster Act of 1975.
D. MISSION
The University will respond to an emergency situation in a safe, effective, and timely
manner. University personnel and equipment will be utilized to accomplish the following
priorities:
Priority I: Protection of human life
Priority II: Support of health and safety services
Priority III: Protection of University assets
Priority IV: Maintenance of University services
Priority V: Assessment of damages
Priority VI: Restoration of general campus operations
E. SITUATIONS AND ASSUMPTIONS
1. Situations:
The University is an autonomous community of approximately 13,000 people surrounded
by a city of approximately 30,000. The University is responsible for providing law
enforcement and internal distribution of utility services to the University community on a
day-to-day basis.
2. Assumptions:
This Emergency Management Plan is predicated on a realistic approach to the problems
likely to be encountered during a major emergency or disaster. Hence, the following
assumptions are made and should be used as general guidelines in such an event:
Appendix 5
• An emergency or a disaster may occur at any time of the day or night, weekend, or
holiday, with little or no warning.
• The succession of events in an emergency or disaster is not predictable; therefore,
published operational plans, such as this plan, should serve only as a guide and a
checklist, and may require modifications in order to meet the requirements of the
emergency.
• An emergency or a disaster may be declared if information indicates that such
conditions are developing or probable.
• Disasters may be communitywide. Therefore, it is necessary for the University to
plan for and carry out disaster response and short-term recovery operations in
conjunction with local resources. The University may, however, be dependent upon
its own personnel and resources in the interval prior to the arrival of help from the
usual sources.
• The University is more knowledgeable about its facilities than are other agencies.
• In the event that the University is not affected by the primary disaster, its personnel,
and resources may be available to supplement and support local services with
direction from the President and/or the Director of the Emergency Operations
Center.
F. DIRECTION AND CONTROL
1. The organization of the Emergency Operation Center (EOC) will vary from the routine
structure as follows:
• The location of the primary EOC will be the University Police Department upon
activation of this plan.
• A secondary EOC may be designated by the EOC Director, if necessary, upon
activation of this plan and after consideration of the nature of the emergency.
• The EOC Director will be designated by the President of the University, and he/she,
or his/her designee, must be present in the EOC as long as the plan is activated. The
EOC Director will serve as the official source of information to the University
response personnel and will represent the University in the coordination of activities
with other agencies. To aid the EOC Director, representatives of those who are
assigned responsibilities in section G. (see Emergency Response Team Members and
Responsibilities) will be present in the EOC, as needed, to record and document
incoming information and to dispatch information to the appropriate personnel. The
Emergency Response Team will coordinate requests for service and assignment of
resources.
2. Warning and Notification
This plan will be implemented by the President of the University or their designee when
information is received from a credible source concerning a potential or actual disaster
that requires a positive response by the University. In the absence of the President, the
provisions of the President's Line of Succession in Section H of this policy will determine
the line of authority applicable to the implementation of this plan.
Information received shall be verified and evaluated to determine the response required
and the division having responsibility for such action. The individual who evaluates the
information must have a thorough understanding of the capabilities and responsibilities of
each department of the University. An up-to-date Call List of persons to be notified
7
Appendix 5
during duty hours, after duty hours, weekends, and holidays shall be available to the UPD
dispatcher. The prioritized list of individuals to be called will consist of a name and at
least two alternate names along with office, home and mobile phone numbers. Changes
in the list shall be submitted to the University Chief of Police. The notification procedure
is as follows:
• UPD will maintain the Call List and make the initial notification.
• UPD will initially dispatch personnel as necessary until the EOC is established;
then control will shift to the EOC Director who is responsible for emergency
management.
• Major problems will be reported to the EOC.
All division/department heads and supervisors are directed to report status of emergency
situations directly to the President and/or his or her designee. They will not discuss this
status with outsiders, including media, on behalf of the University.
• The President will be kept apprised of the status of all emergencies, including
what the emergency is, how it began (what caused it), who is involved, if there are
injuries, the names of those injured and the extent of injuries, what is happening
now, and what help has been summoned. Additionally, what is being done to
resolve the emergency?
• At the earliest opportunity, the President will meet with the University Chief of
Police and/or Assistant Chief of Police, and other members of the Emergency
Management Team to evaluate action taken and decide on the most appropriate
course of future action.
• All contacts from the media will be referred directly to Public Affairs and the
Director of the EOC.
3. Public Information
All public information shall be provided by or coordinated with the Director of Public
Affairs and the Director of the EOC. The University Chief of Police will conduct press
releases concerning criminal or police activities. The designation of a single University
spokesperson provides a single point of contact for persons seeking information and
provides a single point through which information is released. See Section VI. Public
Affairs Crisis Communication Procedures.
G. EMERGENCY RESPONSE TEAM MEMBERS AND RESPONSIBILITIES
1. University President
President or his/her designee is the EOC Director and shall be responsible for delegating
duties to the other staff members as the emergency situation dictates.
2. Vice President for University Affairs
Responsible for oversight of EOC activities and shall be the President's designee for
command responsibilities and delegating duties to the other staff members as the
emergency situation dictates. Keeps the President informed of emergency situation as
appropriate.
3. University Chief of Police
Responsible for furnishing and directing manpower necessary to maintain security in
affected areas. He/she will maintain traffic control, preserve law and order, direct search
Appendix 5
and rescue operations, and provide communication between the scene of the emergency
and the EOC.
4. Director of the Physical Plant
Responsible for coordinating requests for supplies and personnel and for making
deliveries to the emergency area. He/she will discontinue and restore utility services as
conditions dictate, clear debris, and restore buildings to functional use, when it is
determined buildings are safe.
5. Director of Environmental Health, Safety and Risk Management
Responsible for providing EOC Director specific information about facilities and existing
conditions related to emergency. He/she will work with the Nacogdoches Fire
Department and UPD when evacuation is warranted. He/she will assure facilities and
buildings are safe before they are restored to service or occupied.
6. Director of Public Affairs
Responsible for timely and accurate dissemination of information to employees, students,
public, campus and external news media, and other stakeholders. Information may be
disseminated by a variety of methods, including University Web site, e-mail, phone and
news briefings. He or she may arrange for photographers to document the disaster after
approval from the Director of the EOC,
7. Director of the University Health Clinic
Responsible for determining medical needs, arranging for emergency medical supplies,
and establishment of first aid stations in or near affected area, but clear of immediate
danger.
8. Executive Director of Student Affairs
Responsible for student services and providing meals for students and other University
personnel as conditions dictate and coordinating use of his/her facilities as directed by
President or his/her designee.
9. Hazardous Materials Officer
Responsible for providing EOC Director with information about locations of hazardous
and toxic materials on campus and for serving as consultant to EOC Director. The
Radiation Safety Officer will monitor radiation sources and report to the Hazardous
Materials Officer.
10. Director of Housing
Responsible for relocation and housing of students.
H. PRESIDENT'S LINE OF SUCCESSION
To ensure continuity of University activities during threatened or actual emergencies, the
President's Line of Succession for EOC command is established as follows:
• Vice President for University Affairs
• Provost/Vice President for Academic Affairs
• Vice President for Finance and Administration
Appendix 5
Vice President for University Advancement
Associate Provost/Vice President for Academic Affairs
A list of the President's Line of Succession for other positions on the Emergency Response
Team will be provided by the appropriate directors and be appended to the emergency Call
List.
I. SUPPORT
Request for assistance, including activation of the Texas National Guard or other military
assistance, will be made by calling the state Disaster District Headquarters located at the
Department of Public Safety Disaster District Headquarters, Region Sub 2B Office in Lufkin,
telephone (936) 634-5553. In the event that the state Disaster District Headquarters cannot be
reached, the request for assistance can be made to the local Department of Public Safety
Supervisor, telephone (936) 560-6528.
J. CITY OFNACOGDOCHES OUTDOOR WARNING SIREN
1. Locations
• Sunset Cemetery on North Street
• Fire Station 1 on North Street
• Baseball Park on Old Tyler Road
• Durst Street at Reedy Street
• Fire Station 3 on Old Lufkin Road
• Temple Park on Martin Luther King
• Center Highway at East Oak Lane
• SFA Maintenance Facility
• Fire Station 4 at Nacogdoches High School
• Power Street Pump Station
2. Sirens tested first Wednesday of the month at noon.
3. Sirens sounded if the city is to be impacted by:
• A severe thunderstorm warning is placed by National Weather Service
• A tornado warning is issued by National Weather System and the city is in its path
• A flooding situation and members of the Emergency Response Team believe a
warning should be issued.
• A hazardous materials event has placed a section of the community in danger.
K. EMERGENCY ACTION
Various types of disasters, related terms, and an outline of general actions are defined for
each threat. Each stage of a potential disaster is assigned a condition status number as
follows:
1. Condition 4 refers to normal operating conditions when daily work routine is not
interrupted by disaster or impending emergency situations. No action is necessary.
10
Appendix 5
2. Condition 3 refers to a severe weather watch established by the U.S. Weather Service.
Such a WATCH may be issued for any of the following conditions:
• Tornado watch: Conditions are favorable for tornado formation. The action is to
maintain daily routine, notify the appropriate department heads of conditions, and be
ready to respond to a warning.
• Severe thunderstorm watch: Atmospheric conditions exist such that severe
thunderstorms may develop. The action is to maintain daily routine, notify the
appropriate department heads of conditions, and be ready to respond to a warning.
• Flood watch: Conditions are favorable for rising waters. The action is to maintain
daily routine, notify the appropriate department heads of conditions, and notify
Physical Plant.
3. Condition 2 refers to severe weather warnings as issued by the U. S. Weather Service and
relayed by local radio and TV stations. Such WARNINGS may be issued for any of the
following conditions:
• Tornado warning: A tornado has been sighted or seen on radar. The action is to
notify the Emergency Response Team and place team members on alert status.
Maintain the daily routine and notify the appropriate departments to take such action
as is required.
• Severe thunderstorm warnings: Severe thunderstorms have been sighted visually or
on radar. The action is to maintain the daily routine and notify the appropriate
departments to take such action as is required.
• Flood Warning: Conditions are such that waters may exceed a safe control level. The
action is to maintain the daily routine and notify the appropriate departments to
barricade areas of possible flooding.
4. Condition 1 indicates any of the following conditions:
• A tornado strike
• Flash flooding
• A major accident or a disaster, man made or natural, occurs without warning
• A major fire
• An explosion
• An electrical blackout (after evaluation by the Director of the EOC)
The EOC is activated and all department heads are notified. The Emergency Response
Team will report to the center. All other department heads will follow their standard
operating procedures. It is imperative that all actions taken or anticipated by any
department be coordinated with the EOC.
L, THE POST-DISASTER ACTIONS WILL CONSIST OF THE FOLLOWING:
The following list is not in exact order. Actions may begin at any time.
1. Check and/or re-establish communications.
2. Maintain law and order.
3. Perform fire protection and rescue operations.
4. Set up triage stations if necessary and assure acceptable health conditions.
5. Assess extent of damage.
6. Perform emergency clean-up and debris removal.
7. Request outside assistance as required.
8. Establish controls on critical resources and direct their distribution when necessary.
11
Appendix 5
9. Designate restricted areas as necessary.
10. Furnish regular status reports to the state Department of Public Safety Disaster District
Headquarters, Region Sub 2B in Lufkin, telephone (936) 634-5553, as appropriate.
11. Keep employees, students, public, campus and external news media, and other
stakeholders informed of conditions. Utilize photographers to document extent of disaster
when safe to do so and ordered by the Director of the EOC.
12. Ensure orderly operations of shelters, provide welfare necessities to the extent possible,
and direct all shelter operations.
13. Conduct radiological monitoring and notify "Chemtrec" (1-800-424-9300) if a hazardous
material disaster occurs.
14. Examine the disaster area for life safety hazards and assure precautions are taken to
protect personnel until normal operations are established.
Source Of Authority: Texas Government Code sec. 418.001 et seq.; Texas Education Code
sec. 51.201 et seq.; The Texas Emergency Management Plan, Annex L -
Texas Department of Health; President
Cross Reference: Employee Safety Manual / Emergency Management Plan
Contact For Revision: Director, Environmental Health, Safety, and Risk Management
Forms: None
12
Appendix 5
II. SOURCES OF ASSISTANCE DURING EMERGENCIES
(Phone numbers verified November 21, 2005)
A. ON-CAMPUS ASSISTANCE
President: Dr. Tito Guerrero
Director, Human Resources: Glenda Herrington
Audit Services: Gina Oglesbee
General Counsel: Yvette Clark
Vice President for Finance and Administration: Deborah Baisden
Director, Physical Plant: John Rulfs
Director, Safety and Risk Management: Jeremy Higgins
Director, Purchasing and Inventory: Diana Boubel
Director, Information Technology Services: Bill Wagner
Provost/Vice President for Academic Affairs: Dr. Mary Cullinan
Dean, Applied Arts and Sciences and Liberal Arts: Dr. James Standley
Dean, Business: Dr. Violet Rogers
Dean, Education: Dr. John Jacobson
Dean, Fine Arts: Dr. Richard Berry
Dean, Forestry and Agriculture: Dr. Scott Beasley
Dean, Sciences and Mathematics: Dr. Anthony Duben
Vice President for University Affairs: Dr. Baker Pattillo
Executive Director, Student Affairs: Steve Westbrook
Director, Counseling and Career Services: Ralph Busby
Director, Disability Services: Chuck Lopez
Director, Housing: Jamie Fain
Director, Disability Services: Chuck Lopez
Director, Health Clinic: Dr. John Miller
Judicial Officer: Dr. Peggy Scott
Chief of Police: MarcCossich
Vice President for University Advancement: Dr. Jerry Holbert
Director, Public Affairs: Susan Hammons
Chemical Hygiene Officer: Wayne Boring
Radiation Safety Officer: Bea Clack
468-2201
468-2304
468-5204
468-4305
468-2203
468-3206
468-4532
468-2206
468-1110
468-2707
468-4604
468-3101
468-2901
468-2801
468-3304
468-2805
468-2701
468-6411
468-2401
468-3004
468-2601
468 3001
468-4008
468-2703
468-2608
468-5406
468-2041
468-3606
468-6908
13
Appendix 5
B. OFF-CAMPUS ASSISTANCE
Emergency 911
Nacogdoches Fire Department (non-emergency) 559-2541
Nacogdoches Fire Department (emergency) 5645 9-Q4Q42 607
Nacogdoches Police (non-emergency) 559-2607
Nacogdoches Police (emergency) 5645 9-Q4Q42 607
Nacogdoches Sheriff Department (non-emergency) 560-7793
Nacogdoches Sheriff Department (emergency) 560-7777
Memorial Hospital 564-4611
Medical Center Hospital 569-9481
Ambulance/Emergency Medical Services 911
Hazardous Material Spill (Eagle Construction and Environmental) (800) 336-0909
Texas Commission on Environmental Quality - Houston (daytime) (713) 767-3563
Texas Commission on Environmental Quality (nighttime) (800) 255-3924
National Response Center for toxic chemical and oil spills (800) 424-8802
Texas National Resource Conservation Commission (800) 832-8224
Chemical Transportation Emergency Center (Chemtrec) (800) 424-9300
Chemtel (Texas Commission on Environmental Quality) (800) 255-3924
Texas Department of Health - Austin (512) 458-7111
Texas Department of Health - Tyler (903) 533-5272
Poison Control Center (800) 222-1222
American Red Cross Greater Nacogdoches Area 564-2101
Emergency Pager (936) 675-6340
National Weather Service (Houston) (281) 337-5074
National Weather Service (Dallas) (817) 429-2631
National Weather Service (Shreveport) (318) 631 -3669
National Weather Service (Lake Charles) (281) 337-5074
Department of Public Safety - Nacogdoches 560-6528
- Lufkin (936) 634-4638
*Remember to Dial 9 for an outside line and always give the operator your exact location.
14
Appendix 5
III. EVACUATION and SHELTER-IN-PLACE PROCEDURES
A. BUILDING EVACUATION
1. When a notice to evacuate is received (fire alarm) or upon notification by UPD, the
University President, or University administration, stop what you are doing, walk, DO
NOT RUN, to the nearest stairwell and proceed down the stairwell to the nearest floor
which exits the building. From there proceed to the designatoda safe area for your group
and wait for further instructions.
2. Do not re-enter any building until the "all-clear" signal is announced by an official.
Evacuation Tips
• If you are working in an area other than your regular area, follow the instructions of
the employees in the area in which you are located. Do not attempt to return to your
regular work area if an emergency is announced.
• Do not use elevators in any emergency situation.
• Take personal belongings such as your purse, coat, or car keys, if you can obtain them
quickly.
• Close office doors but do not lock them.
• Listen to instructions from the area's employees or those provided via the fire alarm
address system.
• Regroup with your co-workers or classmates in the designated safe area so that your
presence can be accounted for. Because of the possibility of flammables, DO NOT
SMOKE in a designated safe area.
• After the "all-clear" signal is received, return to your work area via a stairwell.
B. CAMPUS AREA EVACUATION
• Evacuations of all or part of the campus grounds will be announced by the University
President and/or designee.
• All persons are to immediately vacate the area in question. Instructors and their
designees are responsible for aiding disabled persons. UPD will direct traffic off
campus.
C. EMERGENCY LOCKDOWN/SHELTER-IN-PLACE
There are a number of emergency situations, such as a hostile intruder, hazardous release
outside, terrorist attack, etc, where an evacuation of a building and/or classroom is
inadvisable. The Director of the EOC will order a lockdown/shelter in place.
Communications
• An emergency lockdown will be announced by the fire alarm public address system
or other communication.
• If a situation that may require an emergency lockdown is discovered, the individual
making the discovery shall immediately contact the EOC Director and provide as
much information as possible.
• Fire evacuation alarms are NOT to be sounded.
15
Appendix 5
Procedures
• Lock classroom and other doors.
• Close windows and window treatments.
• Turn off lights.
• Remain quiet and do not enter hallways.
• Do not leave the building until you receive official notification that the danger has
passed.
• Crouch down in areas that are out of sight of doors and windows.
• If you are in a hallway, seek shelter in the nearest classroom.
• If you are in an outdoor area, immediately take cover. Return to a building only when
it is safe to do so.
• If radio or television is available, turn on for continuous updates.
• If eyes, nose, or throat becomes irritated, protect your breathing by covering your
mouth with a damp cloth, take frequent shallow breaths, and stay calm.
IV. CRISIS (EMERGENCY) PROCEDURES
Emergencies F-10
Original Implementation: Unpublished
Last Revision: January 19, 2006
Any emergency situation or threat of violence should be reported immediately to UPD by calling
468-2608, or ext. 911 from any University phone, or by utilizing any Emergency Call Box
located throughout the campus.
Each department within the University is responsible for maintaining current emergency
notification information for each employee working in the department. This information should
be updated at least annually or whenever an information change occurs.
Certain specified emergencies will be reported and/or investigated as outlined below.
Accidents/Injuries. The UPD dispatcher answering the call will determine needed action. If an
ambulance is needed, UPD will contact the ambulance service and provide proper directions for
the campus location. UPD also will dispatch an officer to the scene. UPD shall notify the
Director of Environmental Health, Safety, and Risk Management immediately when responding
to a call involving an injury to a University employee. After investigation, if a report is
warranted, the officer will file the report. A copy can be obtained on the next working day at
UPD.
Armed Robbery. If confronted with an armed robbery situation, a University employee should
follow the instructions of the person committing the robbery and, as soon as it is safe to do so,
report the situation to UPD.
Bomb Threats. Any University employee receiving a threat should obtain as much information
as possible and report to UPD immediately. Any decision to evacuate the area will be made by
the appropriate vice president and the Chief of UPD.
16
Appendix 5
Death. UPD will conduct an investigation, notify other necessary authorities, and notify the
immediate family.
Elevator Rescue. Any person trapped in an elevator should use the elevator's emergency
telephone, which is a direct line to UPD. UPD will give instructions to the person by telephone,
dispatch an officer to the elevator, rescue the trapped individual(s), lock the elevator to prevent
further use, and place a service call for repairs.
Fire. When a fire alarm is activated, either by an electronic device or by a telephone call to
UPD, a University police officer will be dispatched for inspection. The officer will determine if
the alarm is false or indicates an actual fire. If a fire exists, the officer will call the Nacogdoches
Fire Department and evacuate the area if, in the opinion of the officer, this is necessary. If the
alarm was false, the officer will reset the alarm and report the incident to the Criminal
Investigative Division of UPD.
Theft. Upon receiving a theft report, a University police officer will begin an investigation of
the alleged theft. If the investigation reveals enough evidence for a conviction, the Criminal
Investigative Division of UPD will file the appropriate charges at the Nacogdoches County
Courthouse.
Source of Authority: Vice President for University Affairs
Cross Reference: None
Contact For Revision: Chief of University Police
Forms: None
A. ANTHRAX OR OTHER HARMFUL BIOLOGICAL AGENT
A suspicious substance which may be anthrax or another harmful biological agent has
been discovered in your facility:
1. Clear and secure the contaminated area. Prior to arrival of the emergency responders,
clear the room or area where the suspicious material is located. If possible, close
appropriate doors. Keep in mind that this is a potential crime scene. Do not touch or
disturb anything.
2. Call UPD at ext. 911. All emergency response actions are coordinated by the local
authorities. These include sealing/containing the area, obtaining samples of the
substance, testing/identifying the substance, contacting federal authorities (if
necessary), and attending to those individuals who may have been exposed.
3. Everyone potentially exposed should wash thoroughly at the nearest designated
decontamination site to eliminate possible anthrax or other agent spores from skin.
4. Identify all individuals who may have been exposed to the material. Authorities will
need to speak with anyone who handled the material or package and obtain the
identity of anyone potentially exposed (for testing purposes). Testing must proceed
rapidly to be effective. Do not let anyone leave the premises until dismissed by
authorities.
5. Remain calm and await further instructions.
6. Document the incident.
17
Appendix 5
B. MAIL SAFETY
1. Suspicious Package - Rules of Thumb:
• Grease stains or discoloration
• Odors
• Protruding wires or metal
• Excessive weight/postage/securing materials (tape, string, etc.)
• Lopsided/uneven
• Handwritten address
• No return address
• Misspelled words
• Confidential, personal, open only by , and etc.
• Foreign mail
2. Opened Package - If an open package contains an unknown substance:
• Place it down immediately and gently.
• Do not shake, empty, or do anything that would make the substance airborne.
• Secure the package in a plastic bag, if available.
• Do not move the package.
• Close doors and windows and, if possible, shutdown ventilation systems.
• Do not allow others to enter the area.
• Leave the room and quarantine yourself.
• Notify UPD (or designated University official).
• Take all instances seriously.
• Isolate the area.
• Quarantine any affected individuals.
• Contact a qualified HAZMAT service to address the situation.
• Remain calm - most of these events are hoaxes.
C. BOMB THREAT OR SUSPICIOUS PACKAGE (ATTACHMENT D¥)
1. If a suspicious package is discovered on the campus, the individual making the
discovery shall immediately contact UPD at ext. 911 and provide as much
information as possible. At a minimum, the individual should provide a description
of the suspicious package and any specific characteristics.
DO NOT HANDLE THE OBJECT!
2. If a telephone call or information is received stating a bomb is somewhere on the
campus:
a. Recipient will write down the call as precisely as possible, noting time of call,
length of call, any distinguishing characteristics of the caller's voice, to include
male/female, accent, age, etc., and the possible location. (Note: Use Attachment
Q-D checklist for bomb threats.)
b. Recipient does not hang up the phone when the call is completed. Keep the line
open or place it on "hold."
c. Recipient immediately contacts UPD and advises UPD of the call, and provides a
detailed written text.
3. In addition to contacting the President or his designated Emergency Operation Center
Director, UPD will call 911 adviseiag local emergency services authorities of the
situation about the bomb threat or suspicious package, and request local emergency
services assistance. Local emergency services authorities should receive updated
information upon their arrival.
18
Appendix 5
4. UPD will post an officer to ensure no one enters the building(s) until emergency
personnel arrive and the area is determined to be safe.
5. When a bomb threat report has been received and an evacuation of the building or
campus is called for by the Director of the EOC or Chief of Police, evacuate in an
orderly fashion. Walk quickly to the nearest marked exit and alert others to do the
same.
6. All students, faculty, and staff will vacate the affected buildings and move to a safe
location as designated by officials on site, up wind if possible, staying at least 300
feet from the nearest building. Do not open drawers, cabinets, or turn lights on or off.
Carry all personal items, i.e., books, purses, etc. with you.
7. ASSIST THE DISABLED IN EXITING THE BUILDING! DO NOT USE
ELEVATORS IN CASE OF FIRE. DO NOT PANIC OR CAUSE OTHERS TO
PANIC.
8. Keep streets, fire lanes, hydrants, and walkways clear for emergency vehicles and
crews. If requested, assist emergency crews as necessary.
9. Once local emergency service authorities arrive, the Emergency Operation Center
Director will coordinate any information or assistance with them. Only trained
personnel should attempt to perform a methodical search of the buildings. The city of
Nacogdochos Bomb Squad is available through tho city of Nacogdoches Police
Department.
10. Local emergency services authorities will notify the Emergency Operation Center
when re-entry to the building(s) can be made. There is no specified time limit for
when students and faculty will be permitted back into the isolated area. This will
depend solely on information received and results of findings of the local authorities.
11. DO NOT RETURN TO AN EVACUATED BUILDING unless told to do so by an
official.
D. CIVIL DISTURBANCE or DEMONSTRATIONS
1. Freedom of assembly is recognized by the University. To promote the orderly
distribution of such ideas as may be expressed by those assembling, assemblages on
campus are permitted only at a time and place approved by the Executive Director of
Student Affairs. Those persons desiring to assemble and meet in such areas shall
obtain a permit from Student Affairs to ensure that all those who wish to hold
meetings shall have the opportunity and to prevent conflicts with other campus
activities. The use of placards and signs carried by persons shall also be restricted to
the assembly areas.
2. The rights of peaceful protests within the University community should be preserved.
However, the University has the responsibility to ensure the safety of individuals, the
protection of property, and the continuity of the educational process. The University
will not permit any group or individual to disrupt or attempt to disrupt the operation
and functioning of the University by any means.
3. Congregating by students and others on walkways of the campus or in lobbies, halls,
classrooms, or office doorways so as to prevent employees or students from attending
classes, entering libraries, study rooms, and offices shall not be permitted. Preventing
persons from pursuing their lawful occupation is a criminal violation of the laws of
Texas. Students who participate in such activities shall be subject to disciplinary
actions, and those unconnected with the campus shall be referred to local law
enforcement authorities for possible prosecution under the laws of Texas.
19
Appendix 5
4. In emergency situations, the campus President or his/her designated representatives
have the responsibility to determine when the conditions cited above prevail and shall
have the authority to take such steps as are deemed necessary and reasonable to
prevent such disruption.
E. NON-VIOLENT DISRUPTIVE DEMONSTRATIONS
In the event that a demonstration blocks access to University facilities or interferes with
the operation of the University:
1. Demonstrators will be asked to terminate the disruptive activity by the President or
his/her designated representative.
2. The President or designee will, if deemed appropriate, have with him/her a
photographer with video recording equipment to document the proceedings.
3. The President or a designee will go to the area and ask the demonstrators to leave or
discontinue the disruptive activities (see Attachment A).
4. If the demonstrators persist in the disruptive activity, they will be advised that failure
to discontinue the specified action within a determined length of time may result in
disciplinary action, including suspension or expulsion or possible intervention by
UPD (See Attachment B). Except in extreme emergencies, the President will be
consulted before such disciplinary actions are taken.
5. Efforts should be made to secure positive identification (including photographic
identification deemed advisable) of demonstrators in violation to facilitate later
testimony.
6. The President or designee will determine the need for the injunction of civil
authorities.
7. If court injunction is obtained, the demonstrators will be so informed. Those
demonstrators who refuse to comply will be warned of the intention to arrest.
F. VIOLENT DISRUPTIVE DEMONSTRATIONS
In the event that a violent demonstration in which injury to persons or property occurs or
appears imminent, the President will be notified:
1. During regular office hours:
a. The Executive Director of Student Affairs and all available UPD officers will be
summoned to the scene.
b. The President or designee will call for a photographer (with recording equipment)
to report to an advantageous location in order to photograph the demonstrators.
c. The President or designee will determine if and when arrests are to be made.
4. The University Chief of Police and/or Assistant Chief of Police will provide
sufficient officers to contain the demonstrators. Should an insufficient number of
officers be available, back-up officers from the city of Nacogdoches Police
Department will be requested as needed.
2. After regular office hours:
a. UPD will be notified of the disturbance immediately at ext. 911.
b. UPD will investigate the disruption and report findings to President and Chief of
Police.
3. The President shall:
a. Report the circumstances to the Executive Director of Student Affairs.
b. Notify other key administrators, and, if appropriate, the administrator responsible
for the area of the demonstration.
20
Appendix 5
c. Notify Director of Public Affairs. If necessary, the Director of Public Affairs will
arrange for a photographer.
G. DEATH OF STUDENT/FACULTY/STAFF (ON CAMPUS)
PROCEDURES: The University Police Department should be notified immediately.
The Emergency Response Team (Attachment A) should be convened within one hour
after the incident is reported (when feasible) to collect accurate and detailed information
about the death(s). Note: Depending on the situation, several meetings of this team may
be necessary. Including students in some meetings and planning sessions also may be
necessary.
1. Issues to be covered
a. Determine if Counseling or Human Resources staff can handle the situation or if
an outside agency. Also determine if a room(s) at the University will be needed
for grieving.
b. Develop the following statements (as needed):
(1) Media - to be delivered by the President or his/her designee. The Director of
Public Affairs will help determine and coordinate procedures for informing
campus and external media and other stakeholders.
(2) Instructors - will give the information to their class(es)
c. Determine what the University's role will be (if any) for the funeral proceedings
(flowers, donations, cards, eulogy, etc.)
d. Determine if a memorial or memorial service is appropriate.
2. Set meeting and develop memo to inform the students, faculty, and staff as to the
above issues and procedures.
3. Follow up in 30 days with all those students, faculty, staff, and families of the
victim(s) who have been identified as needing assistance during the grieving process.
4. Keep accurate records of all proceedings, statements, counseling, and any other
transactions. File in President's Office.
5. Follow up review with a meeting of the Emergency Response Team to bring closure
to the incident and critique the process.
NOTE: For assistance in Coping with Death see Attachment AG.
H. DRUG AND ALCOHOL ABUSE
It is the intent of the Stephen F. Austin State University to provide appropriate measures
to deal with individuals in crisis situations. These crises include situations when an
individual has overdosed on drugs or is intoxicated. These general guidelines for
intervention and referral describe employee responses in a variety of crisis situations. A
copy of the University's Illicit Drugs and Alcohol Abuse Policy D-19, Alcohol/Drug-
Free Workplace Policy E-5, and Drug and Alcohol Testing Policy are included in the
Appendix of this manual for reference.
The guidelines listed below are suggestions only. Employees are expected to exercise
their best judgment in dealing with crisis situations in order to ensure their personal
safety and the safety of others.
21
Appendix 5
Once an administrator, instructor, or staff member is aware that an individual's facilities
have been impaired by drugs or alcohol, the employee should assess the level of the crisis
and respond using the following guidelines;
Emergency Level: This describes a student or employee whose behavior is out of control
because he/she has drug overdosed or is intoxicated. In this situation, you should:
1. Take steps to ensure his/her own safety and the safety of others.
2. Contact UPD immediately at ext. 911.
3. Clearly state that you need immediate assistance. Give your name and location and
briefly describe the situation.
4. DO NOT HANG UP until told to do so.
Secondary Level: This describes a student or employee who approaches you
confidentially, requesting help because he/she has a drug or alcohol problem. In this
situation, you should:
1. If student, immediately call or escort the individual to the Counseling Center or the
campus administrator in charge, if the student is willing.
2. If employee, refer to Human Resources or the employee's supervisor.
NOTE: For information on Drug and Alcohol Abuse Behavioral Signs and Symptoms,
see Attachment BE in Appendix.
I. EXPLOSION, AIRCRAFT DOWN (CRASH) ON CAMPUS
In the event a mishap occurs such as an explosion or downed aircraft (crash) on campus,
take the following action:
1. Immediately take cover under tables, desks, and other objects, which will give
protection against falling glass or debris.
2. Stay calm.
3. After the effects of the explosion and/or fire have subsided, notify UPD at ext. 911.
4. If necessary, or when directed to do so, activate the manual pull station of the
building fire alarm system.
5. When the building alarm is sounded or instructed by officials to leave, walk quickly
to the nearest marked exit and ask others to do the same.
6. Assist the disabled in exiting the building. Do not use elevators in case of fire. Do
not panic or create panic in others.
7. Once outside, move to a clear area, up wind if possible, that is at least 300 feet away
from the affected building. Keep streets and walkways clear for emergency vehicles
and crew. Know your assembly points.
8. If requested, assist emergency crews as necessary.
9. A campus Emergency Operation Center (EOC) may be set up in the disaster site.
KEEP CLEAR OF THE EOC UNLESS YOU HAVE OFFICIAL BUSINESS.
10. DO NOT RETURN TO AN EVACUATED BUILDING unless told to do so by an
official.
11. Carry all personal items, i.e., books, purses, etc. with you.
IMPORTANT: After any evacuation, report to your designated campus area assembly
point. This is an area at least 300 ft. from the building designated by each individual
22
Appendix 5
department. Department head or designee will notify people of the assembly point
location.
J. FIRE
In the event that a fire occurs on campus, take the following actions:
1. KNOW THE LOCATION OF FIRE EXTINGUISHERS, EXITS, AND MANUAL
PULL STATIONS IN YOUR AREA AND HOW TO USE THEM.
2. If an emergency exists, activate the manual pull station building alarm system.
IMMEDIATELY contact UPD at ext. 911.
3. If a minor fire appears controllable, promptly direct the charge of the fire extinguisher
toward the base of the flame. Only if you can do so safely.
4. When the building alarm is sounded, an emergency exists. Walk quickly to the
nearest marked exit and alert others to do the same.
5. Assist the disabled in exiting the building. DO NOT USE THE ELEVATORS
DURING A FIRE.
6. Smoke is the greatest danger in a fire, so stay near the floor where air will be less
toxic.
7. Once outside, move to a clear area, up wind if possible, at least 300 feet away from
the affected building. Keep streets, fire lanes, hydrants, and walkways clear for
emergency vehicles and crews.
8. If requested, assist emergency crews as necessary.
9. An Emergency Operation Center (EOC) may be set up near the emergency site. Keep
clear of the EOC unless you have official business.
DO NOT RETURN TO AN EVACUATED BUILDING unless told to do so by an
official.
NOTE: Should you become trapped inside a building during a fire and a window is
available, place an article of clothing (shirt, coat, etc) outside the window as a marker
for rescue crews. If there is no window, stay near the floor where the air will be less
toxic. Shout at regular intervals to alert emergency crews of your location. DO NOT
PANIC!
IMPORTANT: After an evacuation, report to your designated campus area assembly
point.
See Attachment EG for the University's General Fire Plan
K. GANG-RELATED ACTIVITY
If you see some activity that could be detrimental to the campus setting or you have
reason to suspect that a student may be involved in gang activity, notify UPD at ext. 911.
L. GAS LEAKS
1. Natural gas leaks, with an odor in the building, may occur and may bring danger of
explosion. Natural gas rises and will often be outside because most gas lines are
outside of a building. Natural gas is mixed with tertiary butyl mercaptan to give it
odor.
2. If leak is in or near building:
a. Call UPD at ext. 911.
23
Appendix 5
b. Evacuate the building immediately, following your local building evacuation
plan. Get students a safe distance away, up wind at least 300 feet from the
building.
c. Call Physical Plant at ext. 3206 to have main gas valve turned off.
d. Call President and Director of Environmental Health, Safety, and Risk
Management to alert them of the current situation.
Do not return to an evacuated building unless told to do so by a university official.
M. HAZARDOUS RELEASE (CHEMICAL AND/OR RADIATION SPILL ON
CAMPUS)
Procedures to be followed:
1. If a hazardous substance is discovered on the campus, the individual shall
immediately contact UPD at ext. 911 and provide as much information as
possible. When reporting, be specific about the nature of the involved material
and exact location. At a minimum, the individual should provide a description of
the substance (color and texture) and any specific characteristics (odor, smoke,
etc.) The Environmental Health, Safety, and Risk Management Department will
contact the necessary specialized authorities and medical personnel. If an
emergency exists, activate the manual pull station building alarm system.
2. If a telephone call or information is received stating HAZMAT material is
somewhere on the campus:
a. Recipient will write down the call as precisely as possible, noting time of call,
length of call, any distinguishing characteristics of the caller's voice, to
include male/female, accent, age, etc., and the possible location.
b. Recipient does not hang up the phone when the call is completed. Keep the
line open or place it on "hold."
c. Recipient immediately contacts UPD, advises UPD of the call, and provides a
detailed written text.
3. In addition to contacting the Emergency Operation Center Director, UPD will call
911 advising local fire/HAZMAT authorities of the situation and request local
emergency services assistance. Fire/HAZMAT authorities should be updated of
the situation upon their arrival. Law enforcement officials should be sent to
initiate any police actions.
4. The EOC Director will direct that the affected area be evacuated and isolated.
5. When necessary and as directed, faculty and staff will inform students and other
faculty and staff of the situation and ask them to leave all personal belongings, to
include books, backpacks, and coats in the isolated area and evacuate the room or
area that is potentially affected.
6. Faculty and staff should be the last to leave the area/classroom and should
conduct a quick review to assure the isolated area is evacuated.
7. Exposed individuals should quarantine themselves at a safe location. Persons
who may be contaminated by the spill are to avoid contact with others as much as
possible, remain in the vicinity, and give their names to UPD officers. Required
first aid and clean up by specialized authorities should be started at once.
8. University police will be posted to ensure no one enters the isolated area until
emergency personnel arrive and the area is determined to be safe.
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Appendix 5
9. All students, faculty, and staff will vacate all affected areas and move into a safe
location as designated by officials on site. Move to a clear area, up wind if
possible, at least 300 feet away from the affected building(s). Keep streets, fire
lanes, hydrants, and walkways clear for emergency vehicles and crews.
10. When necessary, Facilities will isolate the appropriate utilities (ventilation, air
conditioning, etc.) within the building to further prevent the airborne spread of
any substance.
11. Once fire/HAZMAT authorities arrive, the EOC Director will coordinate any
information or assistance with them. Only trained personnel should attempt to
perform a methodical search of the buildings.
12. The fire/HAZMAT authorities will notify the EOC Director when reentry to the
isolated area can be made. There is no specified time limit for when students and
faculty will be permitted back into the isolated area. This will depend solely upon
the information received and the results of the findings of the fire/HAZMAT
authorities. DO NOT RETURN TO AN EVACUATED BUILDING unless told
to do so by an official.
13. If a hazardous release occurs outdoors on the campus grounds or at a nearby
location that may affect the campus, the following procedures will be taken:
a. An Emergency Lockdown order will be issued
b. Facilities will shut down the appropriate utilities (ventilation, air conditioning,
etc.) within the building to further prevent the airborne spread of any
substance.
14. Chemical Spill Plan will comply with the requirements of 29 CFR 1910.120.
Basic emergency equipment and supplies to absorb and neutralize materials will
be readily available.
15. Material Safety Data Sheets will be available on each chemical
16. Steps for small non-toxic spills:
a. Identify chemical.
b. Neutralize if necessary.
c. An individual familiar with properties of the chemical will sweep solids into a
storage container that will not react with the chemical.
d. An individual familiar with properties of the chemical will absorb liquids with
a material designed for chemical clean-up and store.
e. Properly dispose of chemical.
17. Hazardous spills:
a. Evacuate and monitor area.
b. Identify chemical.
c. Neutralize if possible.
d. Contact "Chemtrec" (1-800-424-9300).
e. Contact Emergency Response Team.
f. Arrange for proper disposal by contracted company.
N. HOSTILE INTRUDER INCIDENT (VIOLENT OR CRIMINAL BEHAVIOR)
1. If a hostile intruder is discovered on the campus, the individual making the
discovery shall immediately contact UPD at ext. 911 and provide as much
information as possible. Do not approach the intruder or intervene in any ongoing
25
Appendix 5
crime. At a minimum, the individual should provide a description of the intruder,
any specific characteristics (height, weight, hair color, race, and type and color of
clothing), type of weapon(s), if any, and nature and location of the incident.
2. If gunshots or explosives are heard within a building, employees will close and
lock/ barricade their room doors and turn off lights to that area. Employees
should try and calm students and keep them as quite as possible. Employees and
students will stay in the locked/barricaded room until informed by UPD or local
police that it is safe to come out of the area. Employees should use their cell
phones to notify UPD and local 911 personnel of the situation.
3. Under no circumstances should the fire alarm be activated or an attempt made to
evacuate the building unless you are in the room or immediate area where the
shots are being fired. Persons may be placed in harm's way when they are
attempting to evacuate the building. Should the fire alarm sound, do not evacuate
the building unless:
a. You have firsthand knowledge that there is a fire in the building, or
b. You have been advised by a UPD officer to evacuate the building.
4. Office personnel in the affected building will close and secure their office areas
and immediately call UPD at ext. 911 to notify of the situation.
5. UPD officers will be posted to ensure no one enters the building(s) until
emergency services personnel arrive and the area is determined to be safe.
6. Once emergency service authorities arrive, the EOC Director will coordinate any
information or assistance with them. Only trained law enforcement personnel
should attempt to perform a methodical search of the buildings in which the
hostile intruder is located.
7. A senior law enforcement officer University Chief of Police on scene will notify
the EOC Director when reentry to the building can be made and the classes and
office areas are safe to open. There is no specified time limit for when students
and faculty will be permitted back into or exit the isolated area. This will depend
solely upon the information received and the results of the findings of local
authorities.
WHAT TO DO IF TAKEN HOSTAGE:
1. Be patient. Time is on your side. Avoid drastic action.
2. The initial 45 minutes are the most dangerous. Follow instructions, be alert, and stay
alive. The captor is emotionally unbalanced. Don't make mistakes, which could
hazard your well-being or that of others.
3. Don't speak unless spoken to and then only when necessary. Don't talk down to the
captor who may be in an agitated state. Avoid appearing hostile. Maintain eye
contact with the captor at all times if possible, but do not stare. Treat the captor like
royalty.
4. Try to rest. Avoid speculating. Comply with instructions as best as you can. Avoid
arguments. Expect the unexpected. Displaying a certain amount of fear can possibly
work to your advantage.
5. Be observant. When you are released, or when you escape, the personal safety of
others may depend on what you remember about the situation.
6. Be prepared to answer the police on the phone. Be patient; wait. Attempt to establish
rapport with the captor. If medications, first aid, or restroom privileges are needed by
26
Appendix 5
anyone, say so. The captors, in all probability, do not want to harm persons held by
them. Such direct action further implicates the captor in additional offenses.
O. ILLNESS AND INJURY (MEDICAL AND FIRST AID)
1. CALL UPD AT EXT. 911 IF YOU OR SOMEONE ELSE NEEDS ASSISTANCE
When an injury or illness occurs, evaluate the situation.
2. INITIATE APPROPRIATE ACTION:
a. Minor conditions - conditions with no threat to life or limb
b. Render aid as appropriate.
c. Direct the person to the nearest first aid station or Student Health Services. If
needed, accompany the person or send another person with him or her.
d. Ask if the person needs assistance getting home or to a hospital or doctor.
e. Fill out an accident/injury report. (Workers Compensation Claims Coordinator is
located in the Environmental Health, Safety, and Risk Management Department)
3. Major conditions - unconsciousness, difficulty breathing, choking, seizure, chest pain,
serious bleeding, etc.
a. Get help
b. If alone, run to he nearest phone and dial UPD at ext. 911.
c. If not alone, send someone to the nearest phone and dial UPD at ext. 911.
d. If the nature of the emergency can be determined, report it.
e. If possible, report if the person is CONSCIOUS, BREATHING OR BLEEDING.
4. Render what aid is appropriate.
5. If possible, send someone to meet the police and direct them to the incident. The
person also may be needed to direct EMS to the scene.
6. If possible, during the emergency, determine:
a. Does the person have any medical conditions?
b. Does the person take any medications?
c. Does the person have any allergies?
7. In case of an injury, complete the appropriate accident report form and notify the
Claims Coordinator located in the Environmental Health, Safety, and Risk
Management Department.
a. Encourage employees having health situations affecting them to alert their
supervisor and co-workers.
b. See Accident/Injury Reporting and Reviewing Procedures Located in the Safety
and Health Manual
P. NUCLEAR PREPAREDNESS
1. SITUATION: The University community is subject to the effects of nuclear radiation
emanating from nuclear warfare and/or accidents during peacetime use of nuclear
energy.
2. EXECUTION: Since any type of nuclear emergency would, in scope, involve a large
geographic area; it is imperative that the institutional plan be synonymous with the
area plan developed by the city of Nacogdoches and/or Nacogdoches County
management agencies. Therefore, upon the occurrence of a nuclear accident or
disaster, the institution will come under their established plan.
Q. PHYSICAL AND MENTAL ABUSE
1. Emergency Level: If you are a victim of or a witness to any physical and/or mental
abuse on campus, promptly notify UPD at ext. 911.
27
Appendix 5
a. Report the incident, including the following:
• Nature of the incident
• Location of the incident
• Description of person(s) involved (clothing, age, any weapons)
b. Assist the officers when they arrive by supplying them with all available
information and ask others to cooperate.
2. Secondary Level: If a student or employee approaches you confidentially because
he/she has been abused you should:
a. If student, immediately call or escort the individual to the Counseling Center or
the campus administrator in charge, if they are willing.
b. If employee, refer to Human Resources or his/her supervisor.
NOTE: For information on physical and mental abuse behavioral signs, see Attachment CF.
R. POWER FAILURES
If there has been a power failure on campus, or lines are reported down in the area of the
campus:
1. Go to the nearest operational phone (certain phones will not work without electrical
service) and:
a. Notify UPD at ext. 911 or (936) 468-2608.
b. Notify the Physical Plant (936) 468-3206.
c. Maintenance personnel will make proper restoration of power by repair or by
notifying the appropriate electric company.
d. Electrical panels will be turned off by Physical Plant personnel ONLY
e. In case of after-hours emergencies, notify UPD at ext. 911.
2. ELECTRICAL LINES DOWN ON CAMPUS
a. Notify UPD at ext. 911 or (936) 468-2608
b. Direct all personnel away from the area
brc. Notify Physical Plant at ext. (936) 468-3206.
e?d. Physical Plant will determine ownership of the wire, secure area, and make
repairs, or notify TXU for needed services.
S, PSYCHOLOGICAL CRISIS
1. PROCEDURES FOR INTERVENTION OF SUICIDAL TENDENCIES
It is the intent of the Stephen F. Austin State University to provide appropriate
measures to deal with individuals in crisis situations. These crises include situations
when an individual exhibits suicidal tendencies. These general guidelines for
assistance and referral describe employee responses in a variety of crisis situations.
The guidelines listed below are suggestions only. Employees are expected to exercise
their best judgment in dealing with crisis situations in order to ensure their personal
safety and the safety of others. Once an administrator, instructor, or staff member is
aware of an individual with suicidal tendencies, the employee should assess the level
of the crisis and respond using the following as guidelines:
a. Emergency Level: This describes an individual who is making an attempt on his
or her life at the present time, or is threatening an immediate attempt.
b. Primary Level: This describes an individual who is seriously depressed and who
has given thought to ending his or her life. He or she might have a plan and
means for carrying out that plan. He or she might also have experienced
traumatic situations and behavioral changes. This individual, while not
28
Appendix 5
threatening his or her life at the moment, may do so at a later time. In this
situation, you should:
• Not leave the individual alone.
• Appear confident that you can help the individual.
• If student, immediately escort the individual to the Counseling Center or the
campus administrator in charge.
• If employee, refer the employee to Human Resources or the employee's
supervisor.
2. PROCEDURES FOR INTERVENTION OF HOMICIDAL TENDENCIES
It is the intent of the Stephen F. Austin State University to provide appropriate
measures to deal with individuals in crisis situations. These crises include situations
when an individual exhibits homicidal tendencies. These general guidelines for
assistance and referral describe employee responses in a variety of crisis situations.
The guidelines listed below are suggestions only. Employees are expected to exercise
their best judgment in dealing with crisis situations in order to insure their personal
safety and the safety of others. Once an administrator, instructor, or staff member is
aware of an individual with homicidal tendencies, the employee should assess the
level of the crisis and respond using the following guidelines:
a. Emergency Level: This describes an individual who is making an attempt on
someone else's life at the present time or is threatening an immediate attempt. In
this situation, you should:
• Take steps to ensure his or her own safety and the safety of others
• Call UPD at ext. 911 immediately.
• An individual who does not appear to possess a weapon:
1. Do not leave the individual alone.
2. Appear confident that you can help the individual.
3. Immediately escort the individual to the Counseling Center or campus
administrator in charge.
• Attempt to get the name(s) and other pertinent information about the "target"
person(s) and contact that person(s) immediately.
b. Primary Level: This describes that individual who poses an imminent danger and
who has expressed intent to harm another individual. He or she might have a plan
and means for carrying out that plan. He or she might also have experienced
traumatic situations and behavioral changes. The individual, while not
threatening another individual's life at the moment, may do so at a later time. In
this situation, you should:
• Not leave the individual alone.
• Appear confident that you can help the individual.
• If a student, immediately escort the individual to the Counseling Center or the
campus administrator in charge.
• If an employee, notify Human Resources.
• Notify UPD for its notification and information.
T. TERRORIST ATTACK
Weapon of Mass Destruction - A Weapon of Mass Destruction includes biological,
chemical, nuclear, or highly explosive material and any combination thereof.
General Guidelines
29
Appendix 5
Emergency action steps will depend upon the type of device and/or agent used and
whether it is used on campus, in a campus building, or off campus. The University has
developed plans to respond to such situations and has established lines of communication
with appropriate civil authorities to obtain current information.
Action Steps for Initial Responders
1. Notify UPD. When necessary UPD will:
a. Call 911 to dispatch police/bomb-squad and fire/HAZMAT.
b. Contact the EOC Director.
c. Contact the FBI.
d. Contact the local/regional Office of Emergency Management
e. Contact the local health department.
2 In most cases authorities will set up an Emergency Operations Center upwind of the
hazard.
3. Avoid contamination.
a. At the point of the release
b. By exposed individuals
c. Limit access in the area to those responsible for rescue or material/device
analysis.
4. Do not touch or move any suspicious object.
a. Do not use radios, cell phones, etc. that may trigger detonation.
b. Evacuate the area.
5. If an unknown material has been released.
a. Facilities will shut down ventilation systems.
b. If the release is internal, secure the affected area and evacuate.
c. Affected individuals should quarantine themselves at a safe location.
d. If the release is external, secure the perimeter and do not evacuate.
6. If a hazardous release occurs off campus:
a. If the contamination is expected to affect the campus, you will be given
instructions to remain indoors.
b. If the contamination is not expected to affect the campus, you will be given
instructions on avoiding any contaminated areas.
U. TOXIC FUME RELEASE (OFF CAMPUS)
During an accidental industrial release of toxic fumes from chemicals or other
emergencies where the air quality threatens persons on campus, Sheltering-in-Place is
recommended.
Shelter-in-Place simply means staying inside the building you are in or seeking shelter in
the nearest available building.
It is the responsibility of the local authorities to notify the University and issue orders for
in-place sheltering during chemical emergencies generated off campus.
The police will notify the President and the Director of the Environmental Health, Safety,
and Risk Management Department. All employees, students, and visitors outside should
be directed to enter the nearest building.
SHELTER-IN-PLACE PROCEDURES
30
Appendix 5
1. Go inside building.
2. Close all windows and doors.
3. Turn on your television or radio for further information.
4. If eyes, nose, or throat become irritated, protect your breathing by covering your
mouth with a damp cloth, take frequent shallow breaths and stay calm.
5. Do not leave the building until you receive official notification that the danger has
passed.
NOTE: STAY IN THE AREA DIRECTED UNTIL NOTIFICATION FROM UPD.
V. TRIPS AWAY FROM CAMPUS / VEHICULAR ACCIDENTS
Precautionary measures before leaving campus:
1. Check to see if a copy of the instructions for proper reporting and handling of
accidents and breakdowns is contained in the glove compartment of the University
vehicle.
2. Take along a list of emergency phone numbers listed in Section II. Sources of
Assistance during Emergencies.
3. Have more than one copy of the emergency phone numbers; share the list with
another sponsor or place a list in a designated location for easy access to other
employees or responsible students on trip (glove compartment).
4. Follow University Policies and administrative regulations regarding university
vehicles.
In the event of an accident:
1. Remain calm.
2. If threat of fire exists, move individuals to a safe place.
3. Call emergency vehicles/services (police, fire, ambulance, highway patrol); begin
administration of first aid if necessary.
4. Once the emergency has ended, the driver involved in the accident must either report
the accident to the University Police Department or to a local police agency and
notify UPD of having done so, or fill out the Texas Department of Public Safety Form
ST-2 (blue form) within 24 hours and turn in to UPD upon return to campus.f/sem,
5. The accident must also be reported to the Environmental Health, Safety, and Risk
Management Department (936) 468-4514 which will contact the insurance agent.
6. Refer all media inquiries to the Office of Public Affairs.
Manager of Transportation
Victor Shepherd (936) 468-5107
W. WEAPONS, SUSPICION, OR POSSESSION OF
If you believe an individual is in possession of a weapon:
1. Contact UPD at ext. 911 or local police at 9 911 for assistance.
X. WATER OUTAGE/FAILURE
If there has been a total or partial outage/failure at the University, go to the nearest phone
and:
1. Notify UPD at 911
2. Notify the Physical Plant at 3206.
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Appendix 5
3. Maintenance personnel will make proper restoration of water by repair or by
notifying city of Nacogdoches Water Authority at (936) 559-2586, or after hours at
(936) 559-2607 (Nacogdoches Police Department),
V, NATURAL DISASTERS (SEVERE WEATHER EMERGENCY)
Inclement Weather and Other Emergencies D-19,1
Original Implementation: June 1, 1990
Last Revision: January 19, 2006
In the event that inclement weather or other conditions impede the normal operations of the
University, the President may declare an emergency, cancel classes, and close University offices
for an appropriate period. The President's decision may be provided to the news media by the
Director of Public Affairs. In the absence of a specific announcement curtailing activities, the
faculty, staff, and students should assume normal operation of the University.
If the President decides to declare an emergency, cancel classes, and close University offices,
certain critical areas shall be required to continue operations. These are:
1. University Police - Employees designated by the Chief of University Police.
2. Physical Plant - Employees designated by the Director of the Physical Plant Department.
3. Housing - Employees designated by the Director of Housing.
4. University Center - Employees designated by the Director of Auxiliary Services.
5. Any other area deemed critical by an appropriate vice president.
Employees who are required to report to work during the period the University is closed may
receive compensatory time. Employees who voluntarily report to work during the period the
University is closed shall not receive compensatory time. Employees who are on vacation or sick
leave during the period the University is closed will not be charged for leave.
The provisions of this policy apply to all employees, regardless of the nature of their
employment or the time of their work shift.
Source of Authority7: President
Cross Reference: None
Contact For Revision: Vice President for Finance and Administration.
Forms: None
A. HURRICANE
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Appendix 5
1. Procedures to be followed by SFA Employees
a. The University should be closed before travel conditions become dangerous and
will not reopen until the environment is safe.
b. Faculty and staff are required to secure their work areas for wind and flooding
prior to being released.
c. Campus Closing Checklist - Wind and Flood (Hurricane) Threat
In the event that the University suspends normal operations in response to the
threat of a hurricane or other severe wind and/or flood event, the following
activities must be carried out in each unit prior to faculty and staff being released.
• Back up computer hard drives. Secure diskettes and CDs in plastic bags with
zippers and take duplicate copies off site.
• Unplug computers, printers, and other electrical appliances.
2. All occupants:
a. Relocate contents from bottom drawers of desks and file cabinets to locations safe
from water damage.
b. Move all equipment, books, papers, and other valuables away from windows, off
the floor, and to interior areas of the building. (Be sure that equipment and other
valuables that are moved outside your office are tagged for easy identification
and retrieval.)
c. For ground floor occupants in buildings subject to flooding: If necessary, relocate
equipment and other valuables to a higher floor. (Be sure that equipment and
other valuables that are moved outside your office are tagged for easy
identification and retrieval.)
d. Cover and secure or encase and seal equipment and other valuables with plastic.
e. Clear desktops, tables, and exposed horizontal surfaces of materials subject to
damage.
f. Close and latch (or secure with tape) all filing cabinets.
g. To the extent possible, turn bookcases, shelving units, etc. around to face walls.
h. Place telephones in desk drawers. Leave telephones plugged in (you will be able
to receive emergency messages).
3. In lab areas:
a. Store sensitive apparatus and glassware.
b. Attend to critical utility-dependent processes and make arrangements for back-up
supply.
c. Assure all hazardous and biohazards materials and wastes are properly protected.
4. Campus wide
a. Check contents of refrigerators and set to coldest setting.
b. Empty trash receptacles of items likely to rot.
c. Take home all personal items of value.
d. Close and latch all windows. Close and lock all doors.
e. Stay tuned to the radio/television for additional information.
f. Other:
g. Other:
h. Other:
B. FLOODING/TROPICAL STORM
1. The University should be closed before travel conditions become dangerous and will
not reopen until the environment is safe.
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Appendix 5
2. Faculty and staff are required to secure their work areas for flooding prior to being
released.
3. Campus Closing Checklist - Flood Threat
In the event that the University suspends normal operations in response to the
threat of a tropical storm or other rain/flood event, the following activities must be
carried out in each unit prior to faculty and staff being released.
a. Back up computer hard drives. Secure diskettes and CDs in plastic bags with
zippers and take duplicate copies off site.
b. Unplug computers, printers, and other electrical appliances.
c. Ground-floor occupants in buildings subject to flooding:
• Relocate contents from bottom drawers of desks and file cabinets to locations
safe from flooding.
• Move all equipment, books, papers, and other valuables off the floor to
locations safe from flooding.
• If necessary, relocate equipment and other valuables to a higher floor. (Be
sure that equipment and other valuables that are moved outside your office
are tagged for easy identification and retrieval)
• If relocation to a higher floor is difficult or impossible, cover and secure or
encase and seal equipment and other valuables with plastic.
4. In lab areas:
a. In lab areas subject to flooding, store sensitive apparatus and glassware.
b. Attend to critical utility-dependent processes and make arrangements for back-up
supply.
c. Assure all hazardous and biohazards materials and wastes are properly protected.
5. Campus wide:
a. Check contents of refrigerators and set to coldest setting.
b. Empty trash receptacles of items likely to rot.
c. Take home all personal items of value.
d. Close and latch all windows. Close and lock all doors.
e. Stay tuned to the radio/television for additional information.
f. Other:
g. Other:
h. Other:
C. WINTER STORMS
1. The University should be closed before travel conditions become dangerous and will
not reopen until the environment is safe.
2. Since no building or building content damage is expected, faculty and staff are not
required to secure their work areas prior to being released.
D. THUNDERSTORMS
Some thunderstorms can be seen approaching, while others hit without warning. It is
important to learn and recognize the danger signs and to plan ahead.
1. Thunderstorm danger signs:
a. Dark, towering, or threatening clouds.
b. Distant lightning and thunder.
2. Observe the following rules if lightning is occurring or is about to commence:
34
Appendix 5
a. Power down computers and turn other electrical equipment off (never unplug
electrical cords if lightning is occurring).
b. Avoid water fixtures, telephone lines, and any electrical conducting materials.
c. Stay inside buildings and off campus grounds.
3. Campus buildings are designed to withstand significant damage resulting from
thunderstorm wind, rain, hail, and lightning strikes.
4. Severe Thunderstorm Watches and Warnings
a. A severe thunderstorm watch is issued by the National Weather Service when the
weather conditions are such that a severe thunderstorm (damaging winds 58 miles
per hour or more, or hail three-fourths of an inch in diameter or greater) is likely
to develop. This is the time to locate to a safe place in the building (away from
windows).
b. A severe thunderstorm warning is issued when a severe thunderstorm has been
sighted or indicated by weather radar. At this point, the danger is very serious
and everyone should go to a safe place in the building (away from windows).
E. GENERAL TORNADO PLAN
1. Tornado watch: Indicates that conditions are favorable for a possible tornado. Notify
all key personnel of impending weather and ask that they advise all personnel in their
areas.
2. Tornado warning: Indicates that a tornado has been sighted and is a definite threat to
a given geographical area. Upon notification that a tornado warning has been issued
for the county, division and staff personnel will evacuate all persons in their
respective areas of responsibility to the predetermined safest area of the buildings.
3. General Procedures
a. If a tornado is spotted or imminent, take the following steps immediately:
b. Do not activate fire/evacuation alarms; notification of a pending disaster will be
announced.
c. Evacuate all trailers and temporary structures. Proceed immediately to a structurally
secure building.
d. Assume protective posture (duck and cover).
e. Stay inside away from windows.
f. Remain near an inside wall of a room or hall, away from the path of the tornado.
g. Exterior windows will not be opened. Entry doors should remain closed,
h. Keep calm and do not get excited.
i. Avoid cafeterias, gyms, and any other area with a large and poorly supported roof.
j. Persons outside or in automobiles shall take cover in the nearest building.
k. Tornado warnings are canceled by official notification only.
1. During a warning, students, faculty, and staff should kneel facing the wall,
preferably in hallway unless exposed to glass, and put their hands over their eyes.
Coats, jackets, and books may be used to cover heads, arms, and legs so as to
reduce the number of injuries from flying missiles of glass and other debris,
m. All exterior doors leading into tornado resistant areas should be kept closed.
Personnel should be located in corridors as far as possible from all exterior walls,
especially if these walls contain windows or doors.
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Appendix 5
n. Every effort will be made to locate personnel in a tornado resistant area. It is
recommended that a test be made to determine the maximum number of people
who can be located in the more resistant areas,
o. UPD will be directly monitoring the primary weather radio station, two-way radio
signal, or by one of the other local law enforcement agencies,
p. UPD will notify the building/facility directors listed in Attachment A. During
normal working hours, building/facility directors will notify all occupants of their
building,
q. There is not a sufficient warning period to close the University or to effe