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George Mason University
Recreation and Athletic Center (RAC), Field House, Innovation Hall, and Hub
State Managed Shelter PlanAnnex E
State Managed Shelter Plan – Annex EGeorge Mason University
Record of Changes
Date of Change
Location of Change Description of Change
Notification of Change Sent
to
Notification of
Change Sent on
11/26/2014 4.1.1.2.10 Added the responsibility to develop a Media Logistics Plan to the site.
Record of Changes a
State Managed Shelter Plan – Annex EGeorge Mason University
Table of Contents
Record of Changes...........................................................................................................................aTable of Contents..............................................................................................................................i1. Purpose....................................................................................................................................22. Mission....................................................................................................................................23. Background..............................................................................................................................24. Site Responsibilities.................................................................................................................35. Shelter Management Organization and Assignment of Responsibilities................................56. Site Layout...............................................................................................................................87. Authorities and References....................................................................................................12
7.1 State...............................................................................................................................12
AppendicesAppendix 1 – Shelter Staff Requirements....................................................................................1-1Appendix 2 – Shelter Position Radio and Technology Requirements.........................................2-1Appendix 3 – Shelter Positions General Supplies........................................................................3-1
Table of FiguresFigure 1 – GMU Shelter Management Team..................................................................................5Figure 2 – Planning..........................................................................................................................5Figure 3 – Operations......................................................................................................................6Figure 4 – Logistics.........................................................................................................................7Figure 5 – Security and Traffic Management..................................................................................7Figure 8 – Overall Campus Map.....................................................................................................8Figure 9 – RAC SMS First Floor Initial Layout..............................................................................9Figure 10 – RAC SMS Second Floor Initial Layout.....................................................................10Figure 11 – Field House SMS Initial Layout.................................................................................12Figure 12 - Alternate Cot Layout (Longer-term Sheltering).........................................................12
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1. Purpose
Pursuant to § 44.146.17 of the Code of Virginia and the Commonwealth of Virginia Emergency Operations Plan (COVEOP), Emergency Support Function #6 – Mass Care, a State Managed Shelter1 (hereinafter “the shelter” or “SMS”) at George Mason University (hereinafter “the University” or “GMU”) may be opened as the result of a Governor’s State of Emergency Declaration and a valid Virginia Department of Social Services (VDSS) mission assignment received from the Virginia Emergency Operations Center (VEOC). This Annex describes the site-specific protocols, management structure, coordination mechanisms, and support requirements necessary for the conduct of SMS operations at the GMU SMS. The protocols, management structure, coordination mechanisms, and support requirements as stated in this Annex are in addition to, and do not supplant, those within the Plan for the conduct all SMSs throughout the Commonwealth.
2. Mission
With little advance warning, the VDSS shall coordinate the establishment, staffing needs, with the assistance of the University’s volunteers,2 and operation of a short-term shelter providing support for services that include but are not limited to general population sheltering, special medical needs support, service animal sheltering, companion animal sheltering, mental health services, family and reunification services, disaster/benefit program information needs and support, informational needs for situation awareness, food services and facility support, shelter supply and re-supply services, communications, and emergency ground transportation.
3. Background
This shelter site was pre-identified by the University in the 2006 Potential Shelter Survey, and has been assessed by a multi-disciplinary state shelter site assessment team (hereinafter “the Team”). The Team has concluded that this site has the capability to shelter evacuees, including those with certain special medical needs, accompanying service animals, and companion animals. It has been determined to be ADA compliant and has other features suitable for emergency sheltering of evacuees.
The GMU SMS site has four buildings available across the campus for use during SMS activation. The Recreation and Athletic Center (RAC) is used for human sheltering both general and special medical needs populations; the Field House is used for human shelter of the general population; the Hub is used for sheltering companion animals; and Innovation Hall is used for command and control of the site as a whole.
1 Per the Commonwealth of Virginia Emergency Operations Plan, Support Annex 6: Mass Evacuation and Sheltering Plan: a “Shelter” is “located in a state-owned facility, staffed by state employees and resources, and logistically supported through the Virginia Emergency Response Team/Virginia Emergency Operations Center; oversight over SMS rests with the Virginia Department of Social Services with support from numerous state agencies (complete list can be found in the ESF-6 SOP). This facility is generally designed for stays up to 7 days. Supplies available are meals and water for 7 days, basic first aid, pet sheltering (if applicable,) sleeping quarters, hygienic support and basic disaster services (counseling, financial assistance and referral, etc.)2 Commonwealth of Virginia Emergency Operations Plan, Mass Evacuation and Sheltering Plan, Vol. II, Support Annex 6, Appendix 2(C)(8).
State Managed Shelter Plan – Annex EGeorge Mason University
4. Site Responsibilities
Responsibilities for State Agencies in response to an SMS are listed within the Plan.
4.1.1 George Mason University (GMU or the University)At the request of the Governor of Virginia, GMU has agreed to host a SMS on its campus.
4.1.1.1 The following campus facilities will be used for this purpose:
4.1.1.1.1 Recreation and Athletic Center (RAC)
4.1.1.1.2 Field House
4.1.1.1.3 The Hub
4.1.1.1.4 Innovation Hall
4.1.1.2 GMU also agrees to:
4.1.1.2.1 Provide a University incident commander to the on-site SMS Unified Command.
4.1.1.2.2 Provide access to available voice and data communications capability and high-speed internet connectivity for SMS equipment.
4.1.1.2.3 Prepare a Fire Watch plan in the Fire Safety plan for each shelter facility used for housing as stated in SMS Basic Plan, Appendix 5.
4.1.1.2.3.1 Implement Fire Watch upon activation of a site as an SMS.
4.1.1.2.4 Provide a Safety Officer to the on-site SMS Command.
4.1.1.2.5 Assist with site set-up and tear-down of the shelter.
4.1.1.2.6 Identify personnel and staff positions/units within the incident management team as agreed within this plan.
4.1.1.2.7 Participate in and complete required training as identified in the Virginia Department of Social Services State Managed Shelter Training Program and any additional training as prescribed by the College.
4.1.1.2.8 Develop and maintain an inventory of volunteers from the English speaking students, faculty and staff:
4.1.1.2.8.1 Who are fluent in foreign languages or sign language and will agree to serve as interpreters, if needed.
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State Managed Shelter Plan – Annex EGeorge Mason University
4.1.1.2.8.2 Who agree to serve in various capacities in order to support the incident shelter management team, if needed.
4.1.1.2.9 Assess the facility needs for use of these buildings as shelters and develop a Facilities Management Plan, associated standard operating procedures and job aids as necessary to address these needs.
4.1.1.2.10 Assess the potential media requirements that the SMS could create upon the campus and develop a Media Logistics Plan to address these requirements.
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5. Shelter Management Organization and Assignment of Responsibilities
Figure 2 – Planning
Figure 1 – GMU Shelter Management Team
State Managed Shelter Plan – Annex EGeorge Mason University
Figure 3 – Operations
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State Managed Shelter Plan – Annex EGeorge Mason University
Figure 4 – Logistics
Figure 5 – Security and Traffic Management
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State Managed Shelter Plan – Annex EGeorge Mason University
6. Site Layout
Figure 6 – Overall Campus Map
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Figure 7 – RAC SMS First Floor Initial Layout
State Managed Shelter Plan – Annex EGeorge Mason University
Figure 8 – RAC SMS Second Floor Initial Layout
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State Managed Shelter Plan – Annex EGeorge Mason University
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State Managed Shelter Plan – Annex EGeorge Mason University
Figure 9 – Field House SMS Initial Layout
7. Authorities and References
7.1 State
7.1.1 Virginia State Police State Managed Shelter Plan for George Mason University (Sensitive – Law Enforcement Use Only)
7.1.2 Virginia Department of Health Special Medical Needs Services Plan for George Mason University
7.1.3 State Managed Shelter Logistics Section Standard Operating Procedures for George Mason University
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Layout Adjustment
Figure 10 - Alternate Cot Layout (Longer-term Sheltering)
Appendix 1
Shelter Staff Requirement
Position Description
Shift
DA
Y
NIG
HT
Command
Shelter Manager 1 1Deputy Shelter Manager 1 1Command Staff
Assistant Public Information Officer 1 1Assistant Safety Officer 1 1General Staff
Planning
Assistant Shelter Manager for Planning 1 1Check-In Status Recorder 1 1Shelter Observer 1 1Operations
Assistant Shelter Manager for Operations 1 1Registration and Intake Group Supervisor 1 1Field House Division Supervisor 1 1Registration and Intake Team Leader 1 1Greeters 2 2Registrars 5 5
Medical Needs Services RegistrarsHuman Services Group Supervisor 1 1Hospitality-Dormitory Team Leader 1 1Hospitality- Dormitory Coordinators 11 11Assistance Program Team Leader 1 1Assistance Program Counselors 5 0Children's Issues Coordinator 0 0Resident Activities Team Leader 1 0Children's Activities Coordinator 2 0Recreation and Athletic Center (RAC) Division Supervisor 1 1Registration and Intake Team Leader 1 1Greeters 3 3Registrars 7 7
Medical Needs Services RegistrarsHuman Services Group Supervisor 1 1Hospitality-Dormitory Team Leader 1 1Hospitality- Dormitory Coordinators 22 22Assistance Program Team Leader 1 1Assistance Program Counselors 5 0Children's Issues Coordinator 0 0Resident Activities Team Leader 1 0Children's Activities Coordinator 2 0
Medical Needs Services Group Supervisor
Medical Screening Team Leader
Medical Screeners
Nursing Team Leader
Nurses - RAC
Behavioral Health Team Leader
Behavioral Health Specialists
State Managed Shelter Plan – Annex EGeorge Mason University
First Aid Team Leader
First Aid Specialists
EMS Unit
Pet Shelter
Pet Shelter Services Group Supervisor
Deputy Pet Shelter Services Group Supervisor
Pet Registration and Intake Team Leader
Pet Registrars
Pet Care Coordinator
Veterinary Care Team Leader
Pet Housing Team LeaderLogistics Section
Assistant Shelter Manager for Logistics 1 1State Logistics Group Supervisor 1 1
Communications Unit Leader
Facilities Manager
Fire Watch
Contractor Logistics Group Supervisor
Staging Unit Leader
Supply Unit Leader
Logistics Mobilization Unit Leader
Food Services ManagerFood Services Coordinator 2 2
Food Services Team
Logistics Demobilization Unit LeaderSecurity and Traffic Management
Assistant Shelter Manager for Security and Traffic Management
VSP Resource
Site Security ResourceDMA Resource 52 51
TOTAL 89 73
Shelter Positions and Position Descriptions Appendix 1 - 2
Appendix 2
Shelter Position Radio and Technology Requirements
State Managed Shelter Plan – Annex EGeorge Mason University
Position Description
Shift Communications
DA
Y
NIG
HT
Com
pute
r
Com
pute
r with
B
arco
de
Scan
ner
Han
dhel
d R
adio
Push
to T
alk
Cel
l Pho
ne
2 H
ands
et
Phon
es
Inte
rnet
Acc
ess
Prin
ter A
cces
s
Fax
Acc
ess
Scan
ner
Acc
ess
EWA
Phe
onix
A
cces
s
Command
Shelter Manager 1 1 1 1 1 1 1 1
Deputy Shelter Manager 1 1 1 1 1 1 1 1Command Staff
Assistant Public Information Officer 1 1 1 1 1 1 1 1
Assistant Safety Officer 1 1 1 1 1 1 1 1General Staff
Planning
Assistant Shelter Manager for Planning 1 1 1 1 1 1 1 1 1
Check-In Status Recorder 1 1 1 1 1 1 1 1 1
Shelter Observer 1 1 1 1 1 1 1 1 1Operations
Assistant Shelter Manager for Operations 1 1 1 1 1 1 1 1 1
Registration and Intake Group Supervisor 1 1 1 1 1 1 1 1
Field House Division Supervisor 1 1 1 1 1 1 1 1 1
Registration and Intake Team Leader 1 1 1 1 1 1
Greeters 2 2 2
Registrars 5 5 5 5 5 5 5
Medical Needs Services Registrars
Human Services Group Supervisor 1 1 1 1
Hospitality-Dormitory Team Leader 1 1 1
Hospitality- Dormitory Coordinators 11 11 11
Assistance Program Team Leader 1 1 1 1 1 1 1 1 1 1
Assistance Program Counselors 5 0 5 5 5 2 5 5 5 5 5
Children's Issues Coordinator 0 0
Resident Activities Team Leader 1 0 1 1 1 1 1 1 1 1
Children's Activities Coordinator 2 0 1 1 1 1
Recreation and Athletic Center (RAC) Division Supervisor 1 1 1 1 1 1 1 1 1
Shelter Position General Supplies Appendix 2 - 2
State Managed Shelter Plan – Annex EGeorge Mason University
Registration and Intake Team Leader 1 1 1 1 1 1
Greeters 3 3 3
Registrars 7 7 7 7 7 7 7
Medical Needs Services Registrars
Human Services Group Supervisor 1 1 1 1
Hospitality-Dormitory Team Leader 1 1 1
Hospitality- Dormitory Coordinators 22 22 22
Assistance Program Team Leader 1 1 1 1 1 1 1 1 1 1
Assistance Program Counselors 5 0 5 5 5 2 5 5 5 5 5
Children's Issues Coordinator 0 0
Resident Activities Team Leader 1 0 1 1 1 1 1 1 1 1
Children's Activities Coordinator 2 0 1 1 1 1
Medical Needs Services Group Supervisor
Medical Screening Team Leader
Medical Screeners
Nursing Team Leader
Nurses - RAC
Behavioral Health Team Leader
Behavioral Health Specialists
First Aid Team Leader
First Aid Specialists
EMS Unit
Pet Shelter
Pet Shelter Services Group Supervisor
Deputy Pet Shelter Services Group Supervisor
Pet Registration and Intake Team Leader
Pet Registrars
Pet Care Coordinator
Veterinary Care Team Leader
Pet Housing Team LeaderLogistics Section
Assistant Shelter Manager for Logistics 1 1 1 1 1 1 1 1
State Logistics Group Supervisor 1 1 1 1 1 1 1 1 1
Shelter Position General Supplies Appendix 2 - 3
State Managed Shelter Plan – Annex EGeorge Mason University
Communications Unit Leader
Facilities Manager
Fire Watch
Contractor Logistics Group Supervisor
Staging Unit Leader
Supply Unit Leader
Logistics Mobilization Unit Leader
Food Services Manager
Food Services Coordinator 2 2 2 2 2 2
Food Services Team
Logistics Demobilization Unit LeaderSecurity and Traffic Management
Assistant Shelter Manager for Security and Traffic Management
VSP Resource
Site Security Resource
DMA Resource 52 51 15 15 28 10 10 27 27 27 27TOTAL 89 73 28 17 76 29 16 45 26 26 27 39
Shelter Position General Supplies Appendix 2 - 4
Appendix 3
Shelter Position General Supplies
State Managed Shelter Plan – Annex EGeorge Mason University
Position Description
Shift Vest General Supplies
DA
Y
NIG
HT
Blu
e
Yello
w
6 O
utle
t Sur
ge
Prot
ecto
r
Exte
nsio
n C
ord
Rub
ber T
rip
Haz
ard
Floo
r G
uard
Clip
Boa
rds
Pens
Hig
hlig
hers
Not
epad
s
Command
Shelter Manager 1 1 1 1 1 1 1 10 2 2
Deputy Shelter Manager 1 1 1 1 1 10 2 2Command Staff
Assistant Public Information Officer 1 1 1 1 1 1 1 10 2 2
Assistant Safety Officer 1 1 1 1 10 2 2General Staff
Planning
Assistant Shelter Manager for Planning 1 1 1 1 1 1 1 10 2 2
Check-In Status Recorder 1 1 1 1 1 1 10 2 2
Shelter Observer 1 1 1 1 10 2 2Operations
Assistant Shelter Manager for Operations 1 1 1 1 1 1 1 10 2 2
Registration and Intake Group Supervisor 1 1 1 1 1 1 1 5 1 2
Field House Division Supervisor 1 1 1 1 1 1 1 10 2 2
Registration and Intake Team Leader 1 1 1 1 5 1 2
Greeters 2 2 2 20 20 4
Registrars 5 5 5 5 5 5 25 5 10
Medical Needs Services Registrars
Human Services Group Supervisor 1 1 1 1 5 2
Hospitality-Dormitory Team Leader 1 1 1 1 5 2
Hospitality- Dormitory Coordinators 11 11 11
Assistance Program Team Leader 1 1 1 1 1 1 1 10 2 2
Assistance Program Counselors 5 0 5 3 5 5 5 25 10 5
Children's Issues Coordinator 0 0
Resident Activities Team Leader 1 0 1 1 1 1 1 5 1 1
Children's Activities Coordinator 2 0 2 1 1 1 1 5 1 1
Recreation and Athletic Center (RAC) Division Supervisor 1 1 1 1 1 1 1 10 2 2
Shelter Position General Supplies Appendix 3 - 2
State Managed Shelter Plan – Annex EGeorge Mason University
Registration and Intake Team Leader 1 1 1 1 5 1 2
Greeters 3 3 3 30 30 6
Registrars 7 7 7 7 7 7 35 7 14
Medical Needs Services Registrars
Human Services Group Supervisor 1 1 1 1 5 2
Hospitality-Dormitory Team Leader 1 1 1 1 5 2
Hospitality- Dormitory Coordinators 22 22 22
Assistance Program Team Leader 1 1 1 1 1 1 1 10 2 2
Assistance Program Counselors 5 0 5 5 5 5 5 25 10 10
Children's Issues Coordinator 0 0
Resident Activities Team Leader 1 0 1 1 1 1 1 5 1 1
Children's Activities Coordinator 2 0 2 1 1 1 1 5 1 1
Medical Needs Services Group Supervisor
Medical Screening Team Leader
Medical Screeners
Nursing Team Leader
Nurses - RAC
Behavioral Health Team Leader
Behavioral Health Specialists
First Aid Team Leader
First Aid Specialists
EMS Unit
Pet Shelter
Pet Shelter Services Group Supervisor
Deputy Pet Shelter Services Group Supervisor
Pet Registration and Intake Team Leader
Pet Registrars
Pet Care Coordinator
Veterinary Care Team Leader
Pet Housing Team LeaderLogistics Section
Assistant Shelter Manager for Logistics 1 1 1 1 1 1 1 10 2 2
State Logistics Group Supervisor 1 1 1 1 1 1 1 10 2 2
Shelter Position General Supplies Appendix 3 - 3
State Managed Shelter Plan – Annex EGeorge Mason University
Communications Unit Leader
Facilities Manager
Fire Watch
Contractor Logistics Group Supervisor
Staging Unit Leader
Supply Unit Leader
Logistics Mobilization Unit Leader
Food Services Manager
Food Services Coordinator 2 2 2 2 2 2 2 20 4 4
Food Services Team
Logistics Demobilization Unit LeaderSecurity and Traffic Management
Assistant Shelter Manager for Security and Traffic Management
VSP Resource
Site Security Resource
DMA Resource 52 51 9 9 9 52 103 20 103TOTAL 89 73 10 79 25 41 40 99 375 71 99
Shelter Position General Supplies Appendix 3 - 4