Emergency Preparedness Plan
Østfold University College’s Emergency Preparedness Plan is limited to the central emergency management function and is directly linked to the Incident Response Team (IRT) and supporting plans, such as the Crisis Communication Plan, Psychosocial Support Plan and Continuity Plans.
The plan describes the emergency preparedness organisation, the resources that are expected to be mobilised, and the measures that may be implemented to ensure that unwanted incidents are managed effectively. The Emergency Preparedness Plan is activated as needed when the resources available through normal operations are no longer sufficient to manage the situation.
The objectives of the Emergency Preparedness Plan are to:
- provide a basis for appropriate and effective crisis management in order to limit the consequences of incidents.
- support the crisis management team in following up those affected during and after an incident.
- use lessons learned from incidents and crises to improve preventive safety and emergency preparedness.
HiØ’s Crisis Manager determines whether an unwanted incident constitutes a crisis and, if so, activates the Emergency Preparedness Plan.
Crisis Management Team
In an emergency situation, Østfold University College will establish a Crisis Management Team to ensure effective management of the incident in accordance with the applicable Emergency Preparedness Plan.
The Crisis Management Team consists of the university college’s crisis management personnel, led by the Rector, and may be supplemented by other relevant personnel as needed. The objective is to minimise the consequences of the incident and return to normal operations as quickly as possible.
Crisis Management at HiØ
The university college’s crisis management function consists of the following roles:
- Rector – Crisis Manager
- Pro-Rector for Research
- Head of Communications
- Director of Organisation
- Security Adviser
- Crisis Log Keeper
- Crisis Management
Personal Preparedness – What You Can Do as an Employee or Student
It may take some time from when an incident occurs until the Crisis Management Team is activated. It is therefore important that everyone actively develops the knowledge and practical skills needed to respond appropriately to unwanted incidents.
Familiarise yourself with what you can do in different types of situations. Use Sikresiden.no for guidance and advice.
Information for Employees and Students During and After Crises and Serious Incidents
In the event of a serious incident, the need for information among employees and/or students is expected to be significant. Employees and/or students will therefore be provided with information when it is considered appropriate.
Who provides information and about what?
- The Police are responsible for providing information in connection with major accidents involving fatalities. The Police provide information about the incident, rescue operations, the extent and cause of the incident, fatalities, etc. If an incident results in fatalities, information concerning the fatalities is always handled by the Police.
- The Rector is responsible for the university college’s external and internal communication. Based on the nature, extent and management of the incident, as well as considerations relating to public access to information, the Rector, in consultation with the Crisis Management Team and relevant authorities, will determine what information should be communicated, its content and when it should be released.
- The Head of Communications is the university college’s spokesperson and assists the Rector and the Crisis Management Team with relevant information, publishes information through HiØ’s crisis website, and organises press conferences if required.
Information Channels
- Students: Information is provided in class, through HiØ’s crisis website, by email or by SMS.
- Employees: Information is provided at information meetings, through HiØ’s crisis website, by email or by SMS.
- Next of kin: Information is provided through HiØ’s crisis website and, where appropriate, through a dedicated next-of-kin telephone line or reception centre.
Follow-up of Employees and Students During and After an Incident
- Follow-up of students is the responsibility of their respective faculties.
- Follow-up of employees is the responsibility of their respective faculties or departments.
- The HR Section and the Occupational Health Service provide support during the follow-up process.
- The Psychosocial Support Plan is a support tool that may be used for follow-up during and after crisis situations.
Follow-up of Next of Kin
- Next of kin will be provided with follow-up as required, through a dedicated next-of-kin telephone line or reception centre.
- The establishment of a next-of-kin telephone line and/or reception centre is decided by the Crisis Management Team.
Practical Arrangements and Support
In the event of an incident resulting in the death of an employee or student, whether on or off university premises, Østfold University College may facilitate various forms of practical assistance and support.