Brookhaven College

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Manual of Operational Memoranda for Brookhaven College

District Reference: *CHA,CGC No.VIII - E
Subject: Incident Response Plan

Crime, civil disturbance, and other natural or man made disasters can occur without warning. The Brookhaven College Incident Response Plan is designed for any campus-wide incident. The goals are:

  • Ensure the safety and security of staff, faculty and students
  • Minimize disruption to the academic program and educational process
  • Minimize College and District losses
  • Assist the community with recovery
  • Work cooperatively with other agencies, i.e., fire departments, health care facilities, offices for emergency preparedness, etc.

There are two major groups involved with the Incident Response Plan:

  1. Policy Group — consists of the President and the President’s Cabinet
    Responsibilities: Establishing a link with the Chancellor’s Office and Legal Department and functioning with the Incident Command Center to assess the situation, make decision on evacuation or closure, formulate PI strategies, purchase of emergency materials, etc. The Incident Command Center is the designated location in the Response Plane where the Incident Response Team reports.
  2. Incident Command Staff — consists of a key group of college administrators and staff members who are assigned to various roles in the event of a serious incident.
    Responsibilities: Coordinating specific emergency response actions from evacuation, medical response, hazardous material handling, crowd control, handling emotional crises, etc. They will procure supplies, equipment, and other support, gather and analyze emergency reports, track the status of response members, injured or missing personnel, document losses, evaluate damage and coordinate efforts of all responding emergency personnel and media. In the case of an incident, an Incident Commander will be designated to remove any confusion.
  3. Emergency Levels — the severity of the incident will determine the level of response by the College. The following levels will be used to describe incidents:
    • Level 1 = Minor Local Incident (disruptive student, fights, threats, etc.)
    • Level 2 = Major Incident that interrupts operations (fire, bomb threats, severe weather, etc.)
    • Level 3 = Disaster (involves campus and surrounding community)
  4. Operational Time Frames — The Incident Response Plan is in effect 24 hours per day, 7 days a week through the College Police Department. If an emergency occurs after offices are closed, contact the Police office by calling 911 from a campus phone or 972-860-4290. The College Police Office will serve as the incident command center during an emergency when appropriate, or an area which does not pose a threat to personnel safety will be designated.
  5. Contingency plans — The Incident Command Staff will prepare contingency plans which will require approval by the Policy Group.
  6. Notification — Individuals should notify the College Police Department if an emergency occurs on campus where there is an immediate threat of personal injury. College police will then notify appropriate members of the Incident Response Team. If there is a question as to whether a situation is an emergency or a crisis or which division should be called, the College Police Department should be called upon to determine the appropriate division to assume responsibility. Should outside agencies such as police, fire departments, etc., be called to campus, they will respond to the College Police Department for communication networking purposes.
  7. Off-campus Emergencies — All emergencies occurring off campus are handled by the local police departments within whose jurisdiction the incident occurs. The College Police Department officers do not investigate any incident off the College property.
  8. Incident Follow-up — A member of the Incident Command Staff will initiate a debriefing for all members who participated in the emergency. The purpose of the debriefing is as follows:
    1. To support any staff member directly involved in the emergency;
    2. To provide follow-up assistance to the emergency participants;
    3. To conduct an educational program about possible stress reactions from the emergency;
    4. To review the Incident Response procedures to critique strengths and deficiencies and, if necessary, to revise the plans accordingly.
    The purpose of the debriefing process is NOT to conduct performance evaluation of any individuals, especially those involved in the emergency.
  9. Documentation — Emergency situations will be documented by the assigned documentation officer who assumed the role in the emergency. Follow-up review and evaluation is conducted by the Incident Command Staff.
  10. Training and Exercises — Following formulation of contingency plans, the College will provide training for staff who intervene in crisis situations so they can properly assist individuals on campus in the event of an emergency/crisis. Scenario training exercises such as fire and tornado drills should be accomplished twice each year.
  11. Personal Counseling — Counseling is provided by the college and is limited to the number of sessions deemed necessary and appropriate by the counselor in order to address the crisis situation. Long-term personal counseling or therapy is not available on campus.
  12. Brookhaven College Emergency/Crisis Procedures and Guidelines — Procedures and Guidelines are distributed to all faculty and staff and are posted throughout the campus.
  13. Media Contact — All media contact regarding campus emergency/crisis situations is handled through the Brookhaven College Public Information Office or a designee.
Incident Response Plan

An emergency is defined as any state requiring immediate action to prevent dire consequences such as an immediate threat to life, limb, or property. Brookhaven College recognizes situations such as fire, tornado, bomb threats, use of lethal weapons, or immediate threat of suicide as emergencies. If you have questions as to whether a situation is an emergency, immediately contact the College Police Department by calling 911 or from a campus phone or 972-860-4290.

Medical emergencies may be directed to the Health Center at 972-860-4195 or the College Police by calling 911 from a campus phone.

A personal crisis is the temporary inability of an individual to cope with a life problem and is usually accompanied by a high degree of emotional upset. There are three types of crisis behavior:

  1. Inappropriate campus behavior-a behavior which may result in personal or property damage and/or which poses a threat to the stability and continuance of normal College or College-sponsored activities.
    1. Non-acceptance of classroom norms;
    2. Defiance, expression of hatred and aggressive verbal and/or physical behavior;
    3. Direct verbal and/or physical attack;
    4. Chronic fabrications and deceptions;
    5. Students fondling themselves or each other;
    6. Harassment of students, faculty, or staff;
    7. Possession of a weapon.
  2. Medical emergency-a physical condition which would require the attention of medical professionals.
    Physical conditions:
    1. Serious physical injury;
    2. Seizures;
    3. Fainting;
    4. Slurred speech;
    5. Bleeding;
    6. Burns;
    7. Nausea/vomiting;
    8. Disorientation.
  3. Psychological emergency-a person’s temporary inability to cope with a life problem, usually accompanied by a high degree of emotional upset.
    1. Unable to assume responsibility for self;
    2. Uncontrollable crying;
    3. Complete withdrawal;
    4. Signs of extreme stress;
    5. Signs of extreme apathy;
    6. A highly emotional state, panic, or anxiety;
    7. Mental confusion/disorientation;
    8. Statements of hopelessness, helplessness or defeat;
    9. Verbal or written communication that suicide is being considered.
Emergency/Crisis Definitions

Anyone can experience a crisis. If you believe help is needed in any situation, it is better to overreact than fail to recognize the problem. A certain succession of crisis events is a normal part of every person's life. Crises do not continue indefinitely; they usually last one to six weeks. Should a student exhibit elevating behavior they shall be referred to counselors and forwarded to the Brookhaven Care Team. If the Brookhaven Care Team calls for police assistance then the officers will assess the situation and take appropriate police action.

The following emergency procedures both define various emergencies and provide safe, concise instructions for response to an emergency situation.

  1. Steps to take in all emergency situations which threaten life, limb, or property-
    1. Contact College Police by calling 911 from a campus phone or 972-860-4290:
      1. give your name;
      2. give location;
      3. give the nature of the situation-including presence of weapons, if any;
      4. give name of person(s) involved;
      5. return to emergency situation, if feasible.
    2. College Police and/or other “action team” members will respond to the situation and follow-through.
    3. Documentation and follow-up is done by College Police and other appropriate divisions.
  2. Brookhaven Care Team
    1. Mission statement: The Brookhaven Care Team is a group of qualified and dedicated College professionals with a shared mission.
    2. Support student success
    3. Provide a structured, positive method to respond to students whose behavior is disruptive to themselves or others
    4. Assist in protecting the health, safety, and welfare of the students and members of the College community
    5. Act as a resource for College employees
    6. Manage each case individually and eliminate fragmented care
    If you have any questions or concerns for the Care Team about a student or an incident, contact the Care Team at

  3. Off-campus Emergency Procedures-if an emergency occurs off-campus involving any Brookhaven College personnel or students:
    1. Call 911 or local authority;
    2. Complete the “Incident/Injury Report” available from the College Police Department/Health Center;
    3. Report any action taken by Brookhaven personnel to College Police.
  4. Medical Emergencies-if you witness an accident or medical emergency, i.e., someone falls, faints, has a seizure, suffers injury, or sudden illness:
    1. Immediately call the Health Center, 972-860-4195, or College Police by calling 911 from a campus phone or 972-860-4290:
    2. Give the following information when you call:
      1. your name;
      2. the exact location of the incident, including the building name and room number;
      3. what happened.
    3. Stay with the victim until assistance arrives. DO NOT MOVE THE VICTIM. If the injured person attempts to move, encourage him/her to remain still until appropriate personnel can assess the situation. Basic first aid directs that the victim should never be moved unless it is absolutely necessary for safety reasons. These efforts are directed toward preventing further injury.
    4. Decisions to call outside medical assistance should be made by the Health Center or College Police.
Emergency Procedures
  1. Ambulance:
    1. All emergency calls for ambulance service should be made by College Police and/or the Health Nurse;
    2. Individuals refusing ambulance transportation to a medical facility are responsible for that decision. The College does not assume responsibility for consequences resulting from refusal of ambulance transportation;
    3. Individuals refusing ambulance transportation are responsible for their own transportation to a medical facility.
    4. The College does not assume payment for ambulance transportation.
  2. Automobile:
    1. Brookhaven College does not provide any emergency or non-emergency transportation.
    2. Should an employee of the College use his/her vehicle to transport an individual, that employee does so under personal liability. The College will not assume responsibility for consequences resulting from such transportation.
Emergency Transportation

If you smell smoke or observe a fire:

  1. Stay calm.
  2. Evacuate the area and immediately engage “fire alarm pull box”. Do not use the elevators. Do not attempt to enter smoke filled or “hot” room. There are no exceptions to the evacuation order.
  3. In classrooms, instructors should send one person to pull the “fire alarm pull box” nearest the classroom and a second person to verbally report the fire by calling the Police (911 from a campus phone or 972-860-4290) and giving the (1) fire location, (2) status of fire alarm, and (3) your name.
  4. Evacuate area and immediately contact the Police (by calling 911 from a campus phone or 972-860-4290). DO NOT use elevators; DO NOT attempt to enter smoke-filled of “hot” rooms. THERE ARE NO EXCEPTIONS TO THIS ORDER.
  5. College Police will respond to the fire alarm and dispatch/contact the local fire department.
  6. All fire alarms are to be responded to by an immediate and orderly evacuation from the buildings.
  7. Instructors have the responsibility for all mobility impaired and non–ambulatory individuals in their classes. Instructors will need to assign three (3) people to assist with the procedure. Two people will accompany any individual using a wheelchair to the nearest stairway and will stay with the individual until a police officer or fire department official has arrived. The third person will notify the police (by calling 911 from a campus phone or 972-860-4290) of the location of individuals in wheelchairs. Officers trained in this evacuation procedure will evacuate mobility-impaired individuals and/or assist the outside agency (fire department) with evacuations. Instructors will be responsible for arranging assistance for visual and hearing-impaired individuals or persons (?) using crutches, canes, walkers, etc., from the building. DO not attempt to move ANY individual from a wheelchair or attempt to carry a wheelchair and individual down the stairways unless it is absolutely necessary for the safety of the individual. Do not use elevators as an escape route. Use stairways.
    Once the fire alarm has sounded, the elevators will not function except for the pre-programmed cycle to lower the elevator to the ground floor to allow any passengers to exit. DO NOT USE ELEVATORS AS AN ESCAPE ROUTE.
Fire Reporting/Safety Procedures

Brookhaven College Tornado Watch/Warning procedures:

  1. Tornado watch--weather conditions exist that could result in the formation of tornados. The College Police will monitor weather conditions and bulletins from the National Weather Service and will notify campus administrators upon the issuance of a tornado watch.
  2. Tornado warning--a tornado has been spotted in the area or has been indicated by radar.
    1. The College Police will notify dispatch to send out emergency text messages and the police department will make PA telephone announcements
    2. College Police and designated building coordinators will evacuate all persons in campus buildings to designated tornado safer zones/alternate locations on campus: the Head Start Program (building E) will shelter in place in the designated safer zones.

Instructors are responsible for escorting their students in an orderly manner to the evacuation areas as shown below.


  • Bldg. C - Under the Theater Balcony, C210
  • Bldg. D - Lowest level hallway/practice rooms, D100
  • Bldg. E - Family advocate rooms, restrooms, and any interior room with no glass
  • Bldg. K - Restrooms on lower level, East and West ends
  • Bldg. L - Lowest level hallway, L100
  • Bldg. T - Lowest level hallway, T
  • Bldg. S - Workroom, S014
    Breakroom, S020
    Work Area, S029
    Health Center, S072
    Storage Rooms, S110, 111, 112
    Men’s and women’s restrooms
  • Bldg. W - W112, W115, W116, restrooms on lower level, hallways, kitchen and stairwells
  • Bldg. X - First floor away from glass, lowest level, east and south sides of the building and any bathrooms


  • A Bldg. A200 administration restrooms (M/W), A223, A225, A243, A244
  • B Bldg. B211, B212, B304
  • C Bldg. restrooms (M/W)
  • D Bldg. D203, D126, D118
  • F Bldg. restrooms (M/W)
  • H Bldg. H109, restrooms (M/W), H112, H113 computer labs, H114, H128 & H129 glass doors
  • J Bldg. J104 (childcare), J105c(computer lab), J106-J115 (computer labs), restrooms (M/W)
  • K Bldg. K108 (chemistry lab), K109, K122, K121 & K123 (computer labs), K134, K234
  • L Bldg. L104, L109, L266, L267, lower restrooms (M/W)
  • M Bldg. M103, M115A/B/C, M116, M117, M118, M120 (storage), M121, M122, M123, M133, M135, M136 (computer rooms), restrooms & hallway (lower level)
  • P Bldg. restrooms (M/W)
  • Q Bldg. women’s restroom, Q113, Q114, Q102, Q103, Q106, Q107 & hallway
  • R Bldg. restrooms (M/W)
  • S Bldg. S062, S020, All Restrooms 1st floor, S110 & S111(small), S080, S086, S079 (small glass outside windows)
  • T Bldg. T130, T131, M/W locker rooms, restrooms (M/W lower level), T123A & B, T116 (weight room)
Tornado Watch/Warning Procedures

In the event a bomb threat is received by telephone, follow these procedures:

  1. Employee receiving bomb threat should remain CALM;
  2. Write down the number displayed on caller ID.
  3. Attempt to identify background noises that may help determine the call location, such as traffic, music, laughter, etc.;
  4. Make an educated guess regarding the SEX, AGE, RACE, VOICE, and ACCENT of the caller, or if a DISGUISED VOICE was used.
  5. Ask the caller what time the bomb is scheduled to explode, the location of the bomb, and the reason for the threat;
  6. Complete the Bomb Threat Checklist (see below) that is distributed annually to all employees;
  7. Employee should immediately notify College Police by calling 911 from a campus phone or 972-860-4290. The police will notify the College President or his/her representative and the Public Information Office;
  8. The decision to evacuate a building during a bomb threat is the primary responsibility of the College President or administrator in charge, or the College Police if neither is accessible.


  1. When is the bomb going to explode?
  2. Where is it right now?
  3. What does it look like and what kind of bomb is it?
  4. What will cause it to explode?
  5. Did you place the bomb?
  6. Why did you do it and when did you do it?
  • As soon as you determine that the call is a bomb threat, look at the caller I.D. read out and copy the phone number that appears (the incoming number) on a scratch piece of paper.
  • Keep your scratch paper and make notes of what the caller says as well as an educated guess to the following:
    1. Age of caller;
    2. Gender of caller;
    3. Voice characteristics, i.e. calm, angry, nasal, stutter, etc.;
    4. Background noises, i.e. music, machinery, animals, etc.;
    5. Threats made by caller; exact language used;
    6. Time the call was received and length of call


Bomb Threat Checklist

The following procedures are guidelines to follow with individuals who are in emotional crisis. These steps recognize the importance of intense feelings in such a crisis and the potential for violence or disruption of a class or other space which may involve others.

The goal of this process is to provide the individual with a means to reduce the intensity of these emotions and to provide a means for intervention that will allow the student to choose the action plan leading to a successful resolution of the problem(s).

  1. Immediate Threat of Violence/Suicide-if there is a threat of violence or an immediate threat of suicide, contact College Police by calling 911 from a campus phone or 972-860-4290:
    1. Give your name:
    2. Give location;
    3. Describe the nature of the situation and provide any other pertinent information, i.e., what role you are assuming, any direct request of the College Police Department, presence of weapons, if any, etc.;
    4. Give name(s) of person(s) involved and return to emergency situation, if feasible;
    5. Identify whether the individual is under a doctor or therapist’s care and, with permission, contact the responsible medical personnel;
    6. With permission, contact any family or friends to discuss treatment options;
    7. Contact and inform the designated Licensed Professional Counselor with documentation of action taken.
  2. Contact the Counseling Center at 972-860-4830. A designated crisis counselor is available during operational hours. After 8:00 p.m. contact the College Police Department by calling 911 from a campus phone or 972-860-4290 with the following information:
    1. Give the name, location, and names of other person(s) involved;
    2. Describe the nature of the situation and your concern;
    3. Specify your role and clarify assistance needed.
  3. A crisis counselor will assess the nature and scope of the crisis by determining the individual’s mental condition and appropriate response to the situation. A crisis counselor will assess if other divisions need to be involved, i.e., College Police, Health Center, Special Services, or outside resources.
  4. No Immediate Threat of Violence or Suicide – if there is no immediate threat of violence or suicide, the crisis counselor determines whether counseling is necessary and/or appropriate and explores options available on or off campus.
    1. The crisis counselor establishes whether the individual in crisis has been or is currently involved in any counseling, medical, or therapeutic relationship on or off campus, and decides whether to involve them when appropriate for referral, i.e., Special Services, faculty counselor, psychotherapist, etc.;
    2. The crisis counselor documents nature of problem assessment, any action taken and recommendations if appropriate, and a copy of documentation is made available to the Executive Dean of Student Support Services;
    3. Review action taken with Executive Dean of Student Support Services if appropriate and/or necessary. Action taken is reviewed with Incident Response Team if the Executive Dean of Student Support Services deems appropriate and/or necessary.
Procedures for Emotional Crisis