ESF Coordinator: Director of Transportation
Primary Agency: UAMS Institutional Support Services (ISS)
Support Agencies: Parking, UAMS Police Department
Purpose
ESF-1 involves providing and contracting UAMS transportation-related services, including accessible transport and transportation of people. Other units within ISS, along with outside public and private transportation service vendors, support this ESF.
ESF Actions
- Identify temporary, alternative transportation solutions when primary systems or routes are unavailable or overwhelmed.
- Deploy members to fill positions in operations centers and on emergency response teams and other entities as necessary.
- During mass evacuations, ensure the availability of accessible transportation options for individuals with disabilities and others with access and functional needs, as well as emergency transportation by campus and vendor vehicles.
- Coordinate transportation of materials by campus and vendor vehicles.
- Coordinate with ESF-13 for traffic directions and controls.
- Coordinate with ESF-13 and ESF-3 for damage assessments of campus transportation resources including parking lots, roads, sidewalks and parking garages.
- Work with local and county officials during city or state emergency proclamations when mass transportation is involved.
ESF Coordinator: Associate Vice Chancellor for Information Technology
Primary Agency: UAMS Institutional Support Services (ISS)
Support Agencies: Security and Support Division, Informatics, Academics A/V support team
Purpose
ESF-2 has primary responsibility for information technology-related services at UAMS. This function may engage other colleges, divisions, UAMS IT service providers and outside IT providers or services to assist in delivering IT services. This ESF also supports UAMS disaster recovery plans and utility downtime responses.
ESF Actions
- Troubleshoot, restore, reconfigure or provide access to or additional capacity for:
- Enterprise network security and monitoring
- Communications media, including wired, wireless and telephone networks
- Web and video conferencing services
- Video-to-web live streaming and video on-demand hosting services
- Online web services
- File and data storage and sharing services
- Digital identity management and active directory services
- Software acquisition and licensing
- Hardware configurations
- Server administration
- Provide desktop computer system support.
- Provide technical support, resources and personnel to support emergency operations.
- Enable access to IT resources, including:
- Temporary computers and routers (switches)
- Temporary phones
- IT systems and network hardware and supplies
- Coordinate with security and support division for employee, vendor and student badging, security surveillance, door access and A-phones.
- Coordinate with Academics for student support services.
- Work with outside providers for network support or system interruption support.
- Manage the network security center (Cybersecurity).
- Work with Informatics and Digital Health to enable system usage and sharing and to resolve network attacks or disruptions.
- Prepare for potential cyber-related events by planning top-priority mitigation and remediation measures.
ESF Coordinator: Associate Vice Chancellor Campus Operations
Primary Agency: UAMS Institutional Support Services (ISS)
Support Agencies: Maintenance, Construction, Parking, UAMSPD, Academics, Supply Chain Management and Procurement
Purpose
ESF-3’s primary responsibility is supporting and managing physical impacts to infrastructure: Facilities, structures and grounds on the UAMS campus and off-campus areas. These functions may involve engaging with vendors and contractors. ESF-3 supports ESF-12 (Utilities) as needed, but ESF-12 can also work independent of these functions.
ESF Actions
- Evaluate, protect, repair and maintain campus infrastructure and facilities by:
- Assessing damage and conducting structural inspections
- Providing building and construction trade services
- Clearing or removing snow and debris
- Providing excavation and engineering services
- Coordinate temporary space assignment and use by:
- Modifying space for change and use
- Setting up temporary space
- Demobilizing after use
- Maintain inventory of equipment and supplies on campus.
- Coordinate damage assessment and facilities access with ESF-13 (University Relations).
- Work with ESF-12 (Utilities) on utility services and inspections.
- When facilities require repair of assessments, work with outside agencies, contractors or vendors as needed.
- Manage parking decks and parking lots.
ESF Coordinator: Occupational Safety and Health Division
Primary Agency: UAMS Health/Clinical Operations
Support Agencies: Emergency Management Department, Facilities, Utilities, UAMS Police Department, Little Rock Fire Department
Purpose
ESF-4 coordinates the responses of fire departments to fire alarms and investigates and suppresses fires when needed. Other activities include fire drill training and assisting local fire departments when evacuation is required.
ESF Actions
- Investigate fire alarms, alarm troubles and firm alarm activations.
- Investigate and suppress the incipient or initial, stage of fires.
- Work with responding fire departments to coordinate the provision of facilities/area-specific information and campus services.
- Operate and control campus facility fire detection and suppression systems and equipment.
- Determine fire evacuation routes and locations.
- Work with local fire departments as needed on confined space, rope and structural collapse rescues.
- Contact local fire marshals about regulations or waivers during emergency incidents or operations.
- As part of the Incident Command System, help staff the Emergency Operations Center during a facility fire-related evacuation.
- Coordinate actions with ESF-14, 13, 12, 6 and 1 during a fire or fire evacuation.
Little Rock Fire Department (LRFD)
Little Rock Fire Station 7, on the northeast corner of the campus, is equipped with ladder and engine trucks and corresponding personnel. It is the primary response fire station for the campus and is reinforced by other city fire stations that are within a few miles. LRFD also provides hazardous material response and search and rescue operations.
ESF Coordinator: UAMS Emergency Management Department
Primary Agency: UAMS Institutional Support Services (ISS)
Support Agencies: All UAMS Service Lines
Purpose
ESF-5 involves coordinating emergency management-related services, which includes managing the Emergency Operations Center (EOC) and acting as liaison for the incident commander and leadership teams. It also develops and maintains incident action plans, incident briefings and documentation. Departments, services lines, other ESFs and other functions provide support according to the All Hazards Emergency Operations plan (AHP).
ESF Actions
- Coordinate activation and management of the emergency operations center.
- Coordinate and manage the development of the incident action plan, intelligence documents, situation reports, incident briefs and incident response activities.
- Gather weather forecast information, monitor forecasts and maintain surveillance on conditions to provide appropriate briefings and reports.
- When the Incident Management System and the Emergency Operations Center have not been activated, support incident response field operations by providing expertise and liaising with others as needed.
- Coordinate efforts with local, county and state emergency operations centers, offices of emergency management, universities, healthcare organizations and response agencies.
- Monitor pre-incident conditions as needed, develop pre-incident briefings and provide them to executive leadership, the incident commander and their staffs.
- Request local and state support during an incident, hazard or emergency that affects UAMS.
- Provide training in the form of tabletop exercises, drills or exercises according to the AHP’s vulnerability assessment matrices.
- Act as the UAMS liaison in the unified command system or state EOC based on the level of the incident or hazard.
- Act as the subject matter expert on the AHP, regulations and standards to support the incident commander or executive leadership.
- Prepare documentation and ensure situational awareness so UAMS as an organization is prepared for requests from local or state emergency operations centers.
ESF Coordinator: Emergency Management (EM) Division and UAMS Police Department
Primary Agency: UAMS Institutional Support Services (ISS)
Support Agencies: ISS, Campus and Hospital Operations Call Centers, Facilities, Transportation, Clinical –Trauma/Emergency Department, Communication and Marketing Division
Purpose
ESF-6 involves managing and operating communications systems and resources used by all emergency support functions, the Incident Command System and personnel who respond to incidents. The UAMS Police Department is responsible for law enforcement activities at the campus 911 answering point, dispatch center and police radio system.
Emergency Management Department is responsible for the operation and management of campus and institutional answering points, incident command communications and the radio system used for all incidents and hazards. The police department and Emergency Management Department share a radio system, but use independent radio frequencies and can share or monitor one another’s frequencies to coordinate activities and communications.
ESF Actions
- UAMS PD:
- Operate and manage the police dispatch center
- Manage and operate the campus emergency mass notification system to send mass SMS texts, telephone calls and email messages
- Operate the outdoor siren system for active shooter and bomb threat alerts
- Coordinate activities with the Little Rock Police Department, Arkansas State Police, Arkansas State Highway Police, Pulaski County Sheriff’s Department and other agencies
- Maintain and operate a backup dispatch center
- Operate and maintain the UAMSPD mobile command post
- UAMS Emergency Management Department:
- Operate and manage the Incident Command and hazard communications systems
- Manage the deployment of hand-held EM radios to incident command system personnel
- Manage and coordinate EM disaster radio frequencies and multi-department usage
- Operate and manage the campus emergency mass notification system to send mass SMS texts, telephone calls and email messages
- Operate the outdoor siren system for all alert notifications
- Maintain and manage the GETS/WPS cell phone access cards and accounts
- Maintain and manage amateur radio (HAM) transmissions institution-wide
- Track and assess capabilities to assure continuity of operations
- Institutional Support Services:
- Manage the campus emergency mass notification system to send mass SMS texts, telephone calls and emails
- Maintain, manage and operate door access and camera surveillance
- Test and maintain the outdoor siren system and operate it for all alert notifications
- Communications and Marketing:
- Manage social media sites and media press releases
- Manage incident or hazard community messaging
- Manage and operate video boards throughout campus for alert notifications
- Manage messaging to employees, students, visitors and guests
ESF Coordinator: Procurement
Primary Agency: UAMS Finance Service
Support Agencies: Supply Chain Management, Contracting, Revenue Cycle, Cost Accounting, Finance Service, Treasurer, Institutional Support Services
Purpose
ESF-7 involves procuring goods and services in support of emergency operations, including expedited procurement processes and common cross-department purchases. It also involves coordinating methodologies used to track incident-related expenses.
ESF Actions
- Facilitate rapid sourcing and procurement of goods and services.
- Inventory supplies: Contract, preferred and approved supplies. This responsibility includes maintaining details about suppliers, general information about products and services, how to place order and existing pricing agreements.
- Help departments make purchases that may exceed normal short-term purchasing authority or payment ability.
Methods include:
- Emergency increases in credit card transaction limits
- Rapidly issuing emergency purchase orders
- Coordinating other payment methods through Finance Services
- Coordinate common cross-department purchases to maximize purchasing efficiencies while minimizing waste and duplicate efforts.
- Coordination of recorded finance and procurement expenses tracking.
- Record and track emergency-related procurement expenses.
- Manage and coordinate all incident or hazard grant funds or state and federal reimbursements.
- Manage and coordinate all state fund accounts for purchases of incident- or hazard-related equipment or supplies.
- Coordinate movement of equipment and supplies.
ESF Coordinator: Clinical Operations-Inpatient and Outpatient
Primary Agency: UAMS Health
Support Agencies: UAMS Police Department, UAMS Emergency Management Department, Institutional Support Services, University Healthcare Services
Purpose
ESF-8 provides health services, including inpatient and outpatient services, patient transfers and mental health and infectious disease treatment. This function also involves pharmacy and laboratory operations. In addition, ESF-8 provides mass care service during incidents or emergencies, such as feeding operations, bulk distribution of emergency items, collecting and managing information about victims and other medical services.
ESF Actions
- Provide inpatient and outpatient care, including the diagnosis, care and treatment of medical conditions.
- Manage communicable disease care, including:
- Inpatient and outpatient primary care services
- Providing disease-specific information and public education
- Tracking cases of infected campus community partners
- Coordinating, staffing and managing campus and employee vaccination operations
- Coordinating with outside public health agencies and medical facilities
- Provide mental health care counseling and support services.
- Provide and manage adult level 1 emergency and trauma medical care.
- Manage and coordinate transplant care and services.
- Manage the UAMS cancer, eye, spine and aging institutes.
- Manage a medical center and all medical services for a 500-bed hospital.
- Develop and manage incident response plans for mass casualty events, including medical services from outside agencies.
- Manage and maintain automatic emergency defibrillators (AEDs) throughout the campus.
- Suspend routine, non-emergency services when needed to support emergency patient care.
- Send medical personnel, including physicians, nurses, nurse practitioners, physician assistants and administrative staff to support patient care operations away from the UAMS campus.
- Support patient triage, treatment and medical tracking.
- Provide patient education services to support patients after treatment and the worried well population
- Manage and coordinate resources when a healthcare system medical surge occurs.
- Monitor and coordinate resources to meet pharmaceutical needs, including identification and distribution from state resources and the Strategic National Stockpile.
- Maintain health and medical inventory and be prepared to receive, stage, store and distribute additional items received during an incident.
University Healthcare Services
- Provide employee and student health screening and:
- Read TB skin tests
- Convert or provide health cards
- Conduct color vision screenings
- Perform DLAM allergy screening and provide clearance letters to DLAM
- Provide blood pressure checks
- Conduct N95 respirator fittings and approval
- Perform respirator exams
- Monitor and contact-trace campus exposures.
- Operate in-clinic labs.
- Handle referrals.
- Manage and maintain the Family Medical Center.
ESF Coordinator: Occupational Health and Safety
Primary Agency: UAMS Health
Support Agencies: UAMS Emergency Management Department, Clinical Services, Academic Services, Little Rock Fire Department, Institutional Support Services, UAMS Police Department
Purpose
ESF-9 involves responding to, containing and controlling actual or potential spills or releases of hazardous materials, including chemical, biological and radiological materials. It also involves performing or coordinating cleanup services.
ESF Actions
- Provide personnel protective equipment (PPE) for incidents involving chemical, biological and radiological materials.
- Control and clean up incidents involving laboratory-scale spills or other small spills.
- When needed, coordinate cleanup or removal actions with outside agencies.
- Provide initial support services during a spill incident.
- Manage security for radiation medical equipment.
- Provide direction and expertise if patients experience radiation contamination or radioactive material is released.
- Provide gross, technical and emergency decontamination for patients, students and employees exposed to hazardous materials.
- Apply strong protective measures to secure areas that contain hazardous materials.
ESF Coordinator: Provost and Student Affairs
Primary Agency: Academic
Support Agencies: UAMS Police Department, Emergency Management Department, Institutional Support Services
Purpose
ESF-10 involves emergency responses to support students, such as arranging for alternate housing, identifying resident students who need evacuation assistance, planning to preposition resources and planning for alternate facilities where academic activities can continue.
ESF Actions
- Communicate with and account for teaching faculty in an emergency situation.
- Identify alternate facilities for institutional activities if existing facilities are destroyed, disabled or access is not possible.
- Identify and prioritize critical support services and systems.
- Identify and ensure recovery of critical assets.
- Manage and coordinate the need for on-campus housing, temporary shelters and temporary off-campus housing.
- Manage and mobilize resident-life staff and preposition resources.
- Develop an on-call staffing system to ensure staff are available at all times.
- Develop procedures for prepositioning resources to maintain campus functions such as career services and student government.
- Coordinate evacuation and temporary shelter accommodations for resident students.
- Inventory student affairs facilities and equipment, including those relating to on-campus recreation, student organizations, on campus employment, community service and volunteerism.
- Develop procedures for prepositioning resources to maintain campus functions such as career services and student government.
- Ensure that plans and procedures are accessible to students whose primary language is not English.
- Coordinate parent or family notification procedures.
- Secure critical laboratory areas, sensitive areas and supplies.
- Coordinate provisions for animal response and recovery.
- Establish virtual teaching methods and capabilities.
- Coordinate the response to hazardous waste and its removal.
ESF Coordinator: Facilities Campus Operations
Primary Agency: UAMS Institutional Support Services (ISS)
Support Agencies: Clinical and Academic Services and outside utility providers
Purpose
ESF-11 coordinates the production, provision and distribution of central utilities and energy services including electric, steam, chilled water, potable water, sanitary and storm sewerage collection in efforts to return services to normal activity.
ESF Actions
- Coordinate production and distribution of utilities services.
- Provide utility system-related infrastructure protection and emergency repair.
- Assess utility system damage.
- Coordinate operations for shutting down and restoring utility-related services and facilities.
- Prioritize and help to restore utility services to university and clinical services.
- Repair and maintain production and distribution systems.
- Coordinate and communicate with private and municipal-based utilities and providers.
- Coordinate obtaining, prioritizing and allocating temporary utility equipment and resources.
- Identify and procure utility-related services and equipment from private contractors and outside vendors.
- Manage utility load shed operations to effectively allocate reduced utilities.
- Monitor and coordinate electric utility generating capacity and reserves and the availability of natural gas and fuels.
- Manage emergency power supplies, including power generators.
ESF Coordinator: UAMS Police Department (UAMSPD)
Primary Agency: UAMS Institutional Support Services (ISS)
Support Agencies: UAMS Emergency Management Department, Institutional Support Services, external law enforcement agencies
Purpose
ESF-12 provides law enforcement and security-related services, including criminal investigations, searches for missing and lost people, traffic and crowd control and facilities security. In addition to controlling access to the campus or affected areas during an emergency or incident, this function involves security planning and technical security assistance.
ESF Actions
- Perform law enforcement activities including, but not limited to:
- Enforcing law and order
- Preventing crime and stopping crimes in progress
- Conducting criminal investigations
- Investigating suspicious packages, occurrences, situations and threats that may represent a risk to the UAMS community
- Searching for lost and missing people or criminals
- Provide law enforcement mutual aid services to the university.
- Disseminate alerts, warnings and notifications, which includes authorizing and issuing crime-related messages.
- Provide security services and control access to:
- Incident and event locations
- Emergency and critical campus facilities
- Shelter locations
- Campus supplies and resources
- Evacuated facilities
- Dignitaries and executives
- Conduct facility searches and, during emergencies, secure and control access to affected areas during emergencies.
- Staff roadblocks, traffic control points and other sites, which includes directing and controlling evacuations.
- Provide law enforcement-related emergency communications, notifications and incident status reports.
- Conduct security and criminal-related surveillance, gather intelligence and prepare incident status reports.
ESF Coordinator: Marketing and Communications
Primary Agency: UAMS Marketing and Communications Division
Support Agencies: Information Technology, Legislative Affairs, Creative Services
Purpose
ESF-13 involves university communications and engagement with stakeholders, the community, general public, elected officials, government agencies and media. This function is responsible for implementing the emergency communications plan, developing and distributing statements and community-wide messaging on university-owned platforms. It also communicates on behalf of academic, clinical and administrative units.
ESF Actions
Strategic Communications
- Develop university statements and other incident-related messages.
- Develop pre-scripted emergency and incident-related messages.
- Distribute non-emergency messages and statements via social media and websites.
- Monitor social media and respond appropriately.
- Post messages on official university social media accounts.
- Coordinate and collaborate with college, clinical and administrative communications directors.
Media Relations and News
- Publicize non-emergency messages and statement and share with external new media.
- Coordinate responses to media inquiries and act as university liaison to media.
- Develop and distribute university statements, media advisories and press releases.
- Host and manage press conferences and media facilities.
- Maintain a current list of media contacts.
- Provide emergency information to ensure public safety and health, through a variety of systems, before or while members of the public are visiting UAMS during incidents.
Brand Communications
- Provide photography coverage for internal and external users, including photography for UAMS media relations and news outlets.
- Support incident-related web development.
- Provide web development support.
Legislative Affairs
- Serve as university liaison to local, state and federal governments.
- Manage university communications with local, state and federal officials and community leaders.
- Coordinate campus visits by government officials and community leaders during events and incidents.
ESF Coordinator: Human Resources
Primary Agency: UAMS Office of Human Resources
Support Agencies: Clinical and Academic Services
Purpose
ESF-14 redeploys and reassigns employees as needed during incidents and emergencies. This function includes handling requests for additional personnel and staffing to support operations by assigning and documenting operational assignments.
ESF Actions
- Reassign existing staff within the organization to respond as needed.
- Provide messages and policy changes as needed to respond to emergencies.
- Collect personnel information, including skills, certifications, training, experience and availability.
- Implement HR policies and systems to meet operational requirements and local laws.
- Manage and coordinate use of the Employee Assistance Program (EAP).
- Manage the continuity program, plans and procedures.
- Direct UAMS human resources management, including guidance on pay, leave, time off, scheduling, benefits, telework, hiring authority and any applicable flexibilities.