EMERGENCY preparedness, RESPONSE & PLAN

Foothill – De Anza College Board Policy 3315, the Chancellor shall establish procedures that ensure that the District implements a program or plan to be activated in the event of an emergency or when a natural disaster or hazardous condition occurs. The program or plan must comply with applicable requirements of federal, state, and local emergency management agencies and any other relevant programs. The program must incorporate cooperation with appropriate federal, state, and local agencies to facilitate the coordination between and among agencies in the event of an emergency or natural disaster.

Compliance with federal, state, and local mandates include:

• Establishing a disaster preparedness program or plan
• Completion of training sessions by college personnel in compliance with federal, state, and local guidelines

District employees must be informed that as public employees they are also disaster service workers during national, state and local emergencies. The Chancellor should ensure that an Incident Command System team is created to carry out compliance with federal, state, and local mandates.

Current policies include mandates from the National Incident Management System (NIMS) and the Standardized Emergency Management System (SEMS).

Emergency Notifications

It is the policy of the FHDA CCD and Police Department, to maintain an emergency management program to protect lives (human and animal), property, and to continue necessary critical functions. The FHDA CCD shall notify affected members of the campus community of an emergency or urgent situation as rapidly as possible. The FHDA CCD shall provide timely information or instruction to members of the campus community on matters related to emergency or urgent situations.

Notification for emergency and urgent events may be made by way of the following methods:

• Emergency text message alerts
• Foothill and De Anza websites
• Broadcast email
• Telephone/cell phone notifications
• Social media sites
• Prominent posting of fliers and other informational materials on campus buildings/notification boards.

Emergency notifications include Emergency, Urgent, and Important Information situations. An Emergency is an event, expected or unexpected, that threatens life or safety and requires immediate action. An Urgent situation is incident or condition that does not pose an immediate threat to life or safety, but that is of a nature where timely receipt of information or instructions may directly affect the well-being of the recipient.

Important Information is defined as information about an emergency or urgent situation that does not present a threat but where the campus community may be concerned about safety or security. This may include all-clear messages proceeding building evacuations.

The following personnel are authorized to order a notification: Chief of Police or designee, Chancellor or designee and College President or designee. The following procedures are to be used for emergency notifications.

Sign Up for Emergency Notification

Our free ENS on-campus emergency alert service is capable of rapidly sending voice, e-mail and text messages to all faculty, staff and students in case of situations such as a power outage, campus closure or other urgent situation.

Add your contact cell phone by texting FOOTHILL or DEANZA to number 67283 or to Add or Update your Contact Information by the using the portal, see below. Sunnyvale faculty, staff, and students, please use FOOTHILL as your campus.

*Message and data rates may apply. Text messages are sent on an as-needed basis. Go to getrave.com for privacy and terms information. Text LEAVE to 67283 to cancel or HELP for tech support.

Add or Update your Contact Information by the using the Foothill De Anza District portal. Sunnyvale faculty, staff, and students, please use FOOTHILL as your campus.

1. LOG IN to myportal.fhda.edu
2. SELECT My Profile on the left navigation menu
3. SELECT Setup Campus Crisis Contact Info (under Personal Information)
4. ADD/UPDATE your Primary and Alternate Phone Numbers

Confirming Emergencies

Before an emergency notification is to be sent, the authorizing individual will take prudent measures to confirm the threat of, or actual emergency condition exists. Depending upon the nature of the event he/she will contact the appropriate personnel to:

• Verify the threat/event is credible.
• Identify the potential or actual location(s), scope and impact upon life, safety and or property.
• Determine the imminence of the threat/event.

Timeliness of Emergency Notifications

Emergency notifications shall be sent without delay, unless in the professional judgment of the authorized campus official(s), sending a mass notification warning may compromise efforts to protect life, safety or property.

If the process of contacting sources to confirm a threat or emergency is creating delays based upon the available information, its source, the imminence of the threat to life, safety or property, and the professional judgment of the authorized individual, an emergency notification may be issued immediately when in the best interest of public safety.

The Notifications System shall be activated for emergency or urgent communications, or important related information. The Chief of Police or authorized individual shall direct the activation of the Notification System and designate the appropriate staff to deliver said message.

Reasonable follow-up communications shall be sent regularly for the duration of the emergency to inform the general population of significant updates. Follow-up communications shall be sent to emergency personnel and Emergency Operations Center staff for the duration of the emergency to inform them of any important changes of emergency status or other information deemed necessary for emergency operations.

An informational communication shall be sent when the emergency, urgent, or important situation has ended.

Emergency Situations

Unexpected emergencies that would activate the Notification System include, but are not limited to the following:

• Natural disasters (e.g., earthquake, fire, flood) that put the campus in immediate danger
• Chemical spills or accidents that require evacuation of the campus
• Hostage or violent situations requiring evacuation, lockdown, or closure of campus (e.g., Active Shooter)

Urgent situations that would activate the Mass Notification System include, but are not limited to the following:

• Natural disasters that do not pose an immediate danger but do pose a potential future danger to the campus
• Local emergencies or events that could eventually lead to evacuation, lockdown, closure, or major disruption on or off campus that could affect normal operations or threats against staff, faculty, students, affiliates, facilities, or property.

Appropriate campus officials shall be consulted as needed to determine the urgency, timing, and nature of the communication to be distributed. The Chief of Police or other authorized personnel shall develop the content of the urgent communication. Important information that would activate the Notification System includes, but is not limited to the following:

• Local emergencies or events that have concluded and do not affect normal operations but will likely be visible to the community and external audiences via the news media
• Information related to an ongoing or concluded event that does not pose a likely threat to safety or security
• Locations of disaster aid or assistance (First Aid, shelters, transportation, etc.), when appropriate

The content of the communication shall be developed by members of the EOC determined by the nature of the event. Messages are pre-scripted, approved messages for the most likely emergencies are to be used whenever possible. If pre-scripted messages do not meet the emergency situation, message content is to be determined by the Chief of Police or other authorized individuals.

Email and Phone Notification

Emergency and urgent communications shall minimally contain the following information:

• Subject - With the first words indicating the type of communication (i.e., "THIS IS AN EMERGENCY" or "URGENT MESSAGE")
• Type and location of incident
• Immediate action required and
• Any additional details necessary to preserve safety and security.

The messages would be via Web site(s), social media or contact information for additional information regarding incident and short Message Service (SMS) Notification - This notification method allows for only 140 characters per message. The most critical information shall be sent with the first notification message. After the first message is sent, additional information as detailed in section 3 above may be sent using follow-up notifications.

Informational communications, including follow-up communications, shall minimally contain the following information: A subject line with the word stating “IMPORTANT,” date and time of the update, current situation status and continued action (if any) required. Website(s), social media or contact information would be used for additional information regarding incident. Informational communications sent at the conclusion of an event shall minimally contain the following information:

• Date and time of all-clear notice (if applicable).
• Actions required to resume normal campus operations.
• Explanation of the resolution/conclusion of incident.
• Where to get disaster aid if applicable.
• Website or contact information for additional information regarding incident.

Timely Warning Notification

As an effort to provide timely notice to the Foothill – De Anza community, in the event of a serious incident, which may pose an ongoing threat to members of the FHDA community, a timely warning would be distributed to the campus community without delay.

As circumstances allow, the decision to distribute a timely warning notice will be based on the confirmation and judgment of the Chief of Police, Chancellor, President or their designee, in consultation with relevant District or College staff.

Any of the following may be used to issue immediate warnings about serious emergencies on campus: Emergency text message alerts, Foothill and De Anza websites, broadcast email and voicemail, social media sites, and prominent posting of fliers.

Emergency Preparedness

Disaster preparedness planning is important. Understanding potential risks and disasters, signing up for a FHDAPD training offered and packing a ‘go bag’ are all preparedness tools that will help you be ready in the event of a disaster or emergency.

For more information on training we provide, please contact Joy Garza, Foothill-De Anza Training and Communications Manager at garzajoy@fhda.edu.

Build a Go Bag

Building a kit or a ‘go bag’ is essential for disaster preparedness. After an emergency, you may need to survive on your own for several days. Being prepared means having your own food, water, and other supplies for at least 1-2 days preferably several days.

A disaster kit go bag is a collection of basic items your household may need in the event of an emergency. Make sure your emergency kit ‘go bag’ is stocked with the items on the checklist below. There are commercially available emergency supplies or go bags that are designed for one or more people, that include many of these essential survival supplies for up to a week. In addition, there are emergency food supplies available of freeze dried, shelf stable meals. Depending on the needs of the family, they will feed one to four for several days up to 10 days, depending on the size chosen.

Consider what unique needs your family might have, such as supplies for pets or seniors, and add them to your list. Store items in airtight plastic bags and put your entire disaster supplies kit in one or two easy-to-carry backpacks or a duffel bag.

Here are important items to include in your kit:

1. Bag

• Large and sturdy enough to hold the essentials and small enough to grab on the run
• A backpack is a great option or a duffel bag on wheels

2. Food and Water (for at least three days)

• Lightweight, nutrient-dense foods, such as protein bars, instant oatmeal, nuts
• At least one gallon of water per person, per day
• Manual can opener and utility knife
• Infant formula and diapers (if needed)
• Pet food, water and supplies for your pet (if needed)
• Mess kits, Paper cups, plates and disposable utensils, paper towels

3. Personal Essentials

• Prescription medications and phone numbers for your pharmacy and physician
• Travel-sized toiletries
• First aid kit
• Change of clothing, including a warm long-sleeved shirt, long pants, sturdy shoes, and waterproof layers.
• Extra pair of eyeglasses or contact lenses (and solution)
• Blanket and/or sleeping bag
• Scissors, duct tape, work gloves, towels and matches
• Matches in a waterproof container
• Feminine supplies, personal hygiene items
• N95 masks to filter out fire particulates that could trigger asthma or allergic responses.
• Hand sanitizer, soap, antibacterial wipes and a thermometer

4. Electronics

• Phone charger
• Flashlight and batteries
• Hand-crank portable AM/FM radio

5. Paperwork (in a portable waterproof container)

• Driver's license, identification cards
• Medicare cards
• Credit and debit card information
• Important family documents
• Copies of insurance policies
• Bank account records

6. Cash

• Cash and change; when natural disasters cause power outages, debit or credit cards may not be able to process transactions.
• Combination of small bills and rolls of quarters

7. Other

• Fire Extinguisher
• Whistle (to signal for help)
• Plastic sheeting and duct tape (to shelter in place)
• Garbage bags and plastic ties (for personal sanitation)
• Wrench or pliers (to turn off utilities)
• Local maps
• Paper and pencil
• Books, games, puzzles or other activities for children

Maintaining Your Kit

After assembling your kit remember to maintain it so it’s ready when needed:

1. Keep canned food in a cool, dry place.
2. Store boxed food in tightly closed plastic or metal containers.
3. Replace expired items as needed.
4. Re-think your needs every year and update your kit as your family’s needs change.

Kit Storage Locations

Since you do not know where you will be when an emergency occurs, prepare supplies for home, work and cars.

Home: Keep this kit in a designated place and have it ready in case you have to leave your home quickly, such as a front hall closet or garage, where it's easy to grab on your way out the door. Make sure all family members know where the kit is kept.

Work: Be prepared to shelter at work for at least 24 hours. Your work kit should include food, water and other necessities like medicines, as well as comfortable walking shoes, stored in a “grab and go” case.

Car: In case you are stranded, keep a kit of emergency supplies in your car.

Safety of Building and Grounds

The Foothill and De Anza buildings are monitored and patrolled by officers of the Foothill and De Anza Police Department 6AM to Midnight seven days a week. The Santa Clara County Sheriff’s Office patrols both main campuses between Midnight and 6 AM. Sunnyvale Department of Public Safety patrols the Sunnyvale Education Center between Midnight and 6 AM. The District Police regularly patrols each campus and reports malfunctioning lights and other unsafe physical conditions to Plant Services.

Facilities and landscaping are maintained in a manner that minimizes hazardous conditions. Campus lighting typically meets or exceeds the industry standard for pedestrian walkways. Shrubbery and other vegetation are kept trimmed to avoid obstructing visibility. Parking lots throughout campus are well lit and routinely patrolled by District police officers.

In addition, the parking garage and campus elevators are equipped with a communication system that is connected to the Emergency Dispatch Center. Other members of the FHDA community are helpful when they report equipment problems to the District Police or to Plant Services. California law prohibits possession and use of weapons on both Foothill and De Anza campuses.

Access to Campus Facilities

During business hours, Foothill and De Anza Colleges will be open to students, parents, employees, contractors, guests, and invitees. During non-business hours access to all College facilities is by key, if issued, or by admittance via the FHDA Police Department with proper credentials. In the case of periods of extended closing, the Colleges will admit only those with prior written approval to all facilities.

Some facilities may have individual hours, which may vary at different times of the year. Examples are the Physical Education Facilities, the Library, and Flint Center for the Performing Arts. In these cases, the facilities will be secured according to schedules developed by the department responsible for the facility. Emergencies may necessitate changes or alterations to any posted schedules.

Campus Security for Non-Campus Locations

The FHDA Police Department does not patrol at non-campus locations but does work cooperatively with the local law enforcement agencies on any report of an incident or crime. The FHDA Police Department works with the appropriate Office of Student Affairs to address problems that may arise.

Campus Security for Satellite Locations and Occasional Instruction Sites

Foothill College has one satellite-learning center: Sunnyvale Education Center in Sunnyvale, California. FHDA Police Department provides law enforcement services to this center from 6AM to 12 Midnight, 7 days a week. Sunnyvale Department of Public Safety provides services to the surrounding area 24 Hours a day. Sunnyvale Department of Public Safety patrols the Sunnyvale Education Center between Midnight and 6AM.

Safety on Campus - Reporting of Crimes

As part of its commitment to provide a safe and secure campus, each Office of Student Affairs encourages students to report any sexual assaults, domestic violence, or stalking, both on and off campus. Reports can be made to the following entities on each campus:

• FHDA District Police Department
• Campus Health Services
• Counseling and Student Development Center - Access is free and confidential
• Respective Title IX office

Interpersonal Violence Prevention Education

Foothill and De Anza College maintain websites with violence prevention information and resources.

At Foothill: https://foothill.edu/titleix/
At De Anza: https://www.deanza.edu/titleix/

Student Safety Escort Service

Police Student Aides, under the direct supervision of the FHDA Police Department, provide safety escorts for students Monday through Friday, from 7 AM to 11 PM. Call the District Police at 650-949-7313 (x7313 from campus phones) to request an escort on campus. We do not provide escorts to off campus locations.

Emergency Response Training

California requires that all of its employees, including State and local government and District, shall complete baseline training to be available for duties as a Disaster Service Worker, in the event of a local disaster that may threaten our campus's. Disaster Service Workers can be assigned a number of duties including field work. (California Government Code 3100/3101)

Not all employees are going to be called for every emergency, however it is important to be prepared to respond when called upon. Some employees have made the commitment to become more involved in Emergency Management and wish to become trained members of the Emergency Operations Center, in one of the four specialty sections; Finance, Operations, Logistics and Planning.   

California Specialized Training Institute, operated by the State of California, offers online baseline and job specific training. The following are the recommended courses:

Disaster Service Worker - SEMS Introduction Course (G-606).

EOC Personnel - SEMS Introduction Course (G-606).
                              EOC Operations (G-775).
                              ICS EOC Interface (G-191).
                              EOC Section Specific Training (Finance, Logistics, Operations, Planning).

Executives- All of the above. SEMS Executive.

*To obtain the training, you must register at CSTI. Once registered, you may sign up for the designated or desired training. Once completed, forward a copy of the certificate to HR and a copy to Sgt. Jeffrey McCoy at mccoyjeff@fhda.edu.

Keep in mind that this training can assist you in your normal day to day life as well. Giving you additional tools, confidence and ability to deal with emergencies in your communities.