Purpose - Virginia€¦ · Web viewGeorge Mason University (GMU or the University) At the request of the Governor of Virginia, GMU has agreed to host a SMS on its campus. The following

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


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).


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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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


Figure 3 – Operations

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Figure 4 – Logistics

Figure 5 – Security and Traffic Management

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6. Site Layout

Figure 6 – Overall Campus Map

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Figure 7 – RAC SMS First Floor Initial Layout


Figure 8 – RAC SMS Second Floor Initial Layout

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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


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



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


Registration and Intake Team Leader 1 1 1 1 1 1

Greeters 3 3 3

Registrars 7 7 7 7 7 7 7


Human Services Group Supervisor 1 1 1 1

Hospitality-Dormitory Team Leader 1 1 1



Assistance Program Counselors 5 0 5 5 5 2 5 5 5 5 5



Children's Activities Coordinator 2 0 1 1 1 1



Medical Screeners

Nursing Team Leader

Nurses - RAC





EMS Unit

Pet Shelter




Pet Registrars




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




Facilities Manager

Fire Watch


Staging Unit Leader

Supply Unit Leader


Food Services Manager

Food Services Coordinator 2 2 2 2 2 2

Food Services Team



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


Appendix 3

Shelter Position General Supplies



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


Human Services Group Supervisor 1 1 1 1 5 2

Hospitality-Dormitory Team Leader 1 1 1 1 5 2



Assistance Program Counselors 5 0 5 3 5 5 5 25 10 5



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



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


Human Services Group Supervisor 1 1 1 1 5 2

Hospitality-Dormitory Team Leader 1 1 1 1 5 2



Assistance Program Counselors 5 0 5 5 5 5 5 25 10 10



Children's Activities Coordinator 2 0 2 1 1 1 1 5 1 1



Medical Screeners

Nursing Team Leader

Nurses - RAC





EMS Unit

Pet Shelter




Pet Registrars




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




Facilities Manager

Fire Watch


Staging Unit Leader

Supply Unit Leader


Food Services Manager

Food Services Coordinator 2 2 2 2 2 2 2 20 4 4

Food Services Team



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


Documents

Purpose - Virginia€¦ · Web viewGeorge Mason University (GMU or the University) At the request of the Governor of Virginia, GMU has agreed to host a SMS on its campus. The following