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Emergency Notification and Response


EMERGENCY NOTIFICATION & RESPONSE

Emergency Notification and Response

The purpose of this policy is to establish emergency response and evacuation procedures for Hostos Community College, as required by the Higher Education Opportunity Act of 2008. This policy applies to all students and employees of Hostos Community College. The emergency response team is comprised of the following individuals and their respective departments:

  • Senior Vice President of Administration & Finance, Esther Rodríguez-Chardavoyne

  • Director of Public Safety, Chief Arnaldo Bernabe

  • Assistant VP of Information Technology, Dilawar Grewal

  • Director of Communications and College Relations Office, Ivano Leon Cavallo

  • Department of Public Safety

  • Department of Information Technology 

For the purposes of this policy a significant emergency or dangerous situation involves an immediate threat to the health or safety of students or employees occurring on campus. In the event of an emergency, Hostos Community College will initiate and provide, without delay, immediate notifications to the appropriate segment(s) of the University community upon the confirmation of a significant emergency or dangerous situation involving an immediate threat to the health or safety of students, employees and visitors.

CUNY Alert

All students, as well as faculty and staff are strongly encouraged to participate in the CUNY Alert system.  The CUNY Alert system is designed to give you immediate and up-to-date information regarding weather, utility and emergency situations.  The system can contact you and family or friends, as you designate, via text message, cell phone, landline and/or e-mail.  The system can offer all methods of notice, a single method or any combination.  It is user friendly and can prove to be invaluable before, during and after an emergency.  Simply log onto www.cuny.edu/alert and follow the instructions.  Contact information for all registered students and employees is included in the CUNY Alert system, except for the contact information for those students who affirmatively choose to opt out of receiving CUNY Alert messages.  If you have trouble accessing or modifying your contact information in CUNY Alert, please come to the IT help desk.  

The system is activated via a web-based system controlled by the New York State Office of Emergency Management. CUNY Alert is the CUNY branded emergency alert system that is based on the NYAlert system operated by the New York State.  CUNY makes every effort to inform affected CUNY Alert registered users of an emergency in a timely and appropriate manner.  However, please be aware that CUNY is not responsible for, outdated or incorrect subscriber information, technical limitations such as overtaxed communications systems, transmission errors, and cellular telephone roaming and out of range areas that may delay, block, or prevent, the communications of messages to certain users.  CUNY also is not responsible for any costs incurred by the user for any alert received or for any actions taken or not taken by the user or any third party in reliance of an alert.

CUNY is committed to respecting your privacy.  In order to personalize your CUNY Alert settings, you must sign in at https://www.cuny.edu/cuny-alert/   We do not collect any personal information about you unless you provide that information voluntarily. Any personal information you choose to provide us will only be used by CUNY to conduct official CUNY business. CUNY does not sell, rent, loan, trade or lease personal information collected on this site. For more information about the CUNY privacy policy, please visit http://www.cuny.edu/website/privacy.html.

CUNY Alert users are responsible for keeping their contact information current. In the event that phone alert, email or SMS messages are not found or rejected for incorrect or expired information during a live alert, CUNY reserves the right to delete the problem entry or to deactivate a user's account.

As used in this policy, authorized Public Safety personnel are the Director of Public Safety, Deputy Director, Lieutenant, Sergeants, dispatchers and officers who have been trained in the use of the emergency notification system. 

Emergency Notification Procedures

Any individual on campus who has information about an emergency or dangerous situation that may affect the College campus must notify the Department of Public Safety as soon as possible.

Hostos Community College will initiate and provide, without delay, emergency notifications to the College community upon the confirmation of a significant emergency or dangerous situation involving an immediate threat to the health or safety of students, employees and visitors occurring on the campus.

The College Department of Public Safety is responsible for confirming emergencies, in conjunction with College administrators, local first responders, and/or the National Weather Service, that may warrant the distribution of an emergency notification to the College community.  

Emergency notification for incidents that may pose an immediate threat to health and safety will be made, without delay, unless issuing a notification will, in the professional judgment of responsible authorities and taking into account the safety of the College community, compromise efforts to assist a victim or to contain, respond to, or otherwise mitigate the emergency.  

Timely Warnings

The Timely Warning Notice specifically related to compliance with the Federal Clery Act, requires colleges and universities to notify students and employees whenever there is a threat that a serious crime is ongoing or may be repeated-so that campus community members can protect themselves from harm. The Clery Act defines certain specific crimes that require a timely warning notice to be issued when crimes are reported to Campus Security Authorities (CSA’s) with significant responsibility for student and campus activities, campus safety, or the local police AND the reported crime(s) are believed to have occurred on campus, in or on non-campus buildings or property, or on public property contiguous to the campus.  

Campus officials not subject to the timely warning reporting requirement include licensed or certified professional counselors and recognized pastoral counselors who are functioning in the role of providing confidential counseling to members of the Hostos Community College community on behalf of the institution.  

The Department of Public Safety will issue crime alerts for crimes occurring on the {College} Clery Geography (On Campus, Public Property, and Non-campus property), that present a serious or continuing threat to the campus community as required by the timely warning notice requirements of the Jeanne Clery Act to aid in the prevention of similar occurrences.  Timely warning notices will be distributed as soon as practicable, with the goal of preventing similar occurrences.  The identities of victims and witnesses will not be included in the Timely Warning Notice.  

Individuals on campus should notify the Department of Public Safety of crimes as soon as possible.  The Department of Public Safety will gather all pertinent information about the nature of the crime from the reporting person and other available sources (these may include, but are not limited to: other witnesses, the campus surveillance system, the ID card access system, and the Department of Public Safety).

  1. Based on the information available, the Director of Public Safety or his designee shall determine whether the crime presents a serious or continuing threat to the campus community. Crime Alerts are typically issued for the following Uniform Crime Reporting Program (UCR)/National Incident Based Reporting System (NIBRS) crime classifications:

    1. Murder/Non-Negligent Manslaughter.

    2. Aggravated Assault (cases involving assaults among known parties, such as two roommates fighting which results in an aggravated injury, will be evaluated on a case-by-case basis to determine if the individual is believed to be an ongoing threat to the college community).

    3. Robbery involving force or violence (cases including pick pocketing and purse snatching will typically not result in the issuance of a Crime Alert, but will be assessed on a case-by-case basis).

    4. Sexual Assault (considered on a case-by-case basis depending on the facts of the case, when and where the incident occurred, when it was reported, and the amount information known by the Chief of Campus Safety, or designee). In cases involving sexual assault, they are often reported long after the incident occurred, thus there is no longer the opportunity to distribute a Crime Alert as a “timely” warning notice to the community. All cases of sexual assault, including stranger and non-stranger/acquaintance cases, will be assessed for potential issuance of a Crime Alert.

    5. Major incidents of Arson.

  2. Timely Warnings may be issued for other Clery crimes as determined necessary by the Director of Public Safety, or his designee in his absence. Notices for other crime classifications and locations, even though not required by the law, may be issued as Public Safety Advisories.

  3. Based on the information available, the Director of Public Safety or his designee shall determine the content of the Crime Advisory, the method by which to disseminate the warning to the campus community, and will issue/initiate the distribution of the Crime Advisory.

  4. Crime Alerts will typically be issued to all current students and employees via email using the College email accounts.  Crime Alerts may also be issued using some or all of the following methods of communication: posters, campus newspaper or the college website.  The content of the Crime Alert may include but is not limited to the nature of the crime, the area where the crime occurred, a description of the suspect(s), and safety tips. It is the responsibility of the Director of Public Safety or his designee to determine whether a crime presents a serious or continuing threat to the campus community and issue a Crime Alert if necessary.

  5. The Director of Public Safety’s designee may include: The Deputy/Assistant Director of Public Safety, Lieutenant, and Sergeants after consulting with a higher authority. 

Immediate Notifications

Unless such notice and warning compromises the containment of an emergency, or would likely result in an expansion or exacerbation of an emergency, immediate notification of an emergency will take place through one – or a combination of – the following methodologies: (1) CUNY- Alert, (2) Verbal announcement through the School’s emergency communication response system, (3) Campus-wide e-mail blast and/or (4) School web-site notice.  

The following personnel are authorized to make such announcements; President or his/her designee, Public Safety Director or his/her designee, V.P. of Information Technology or his/her designee, and Senior College Administrators, etc. Again, please note that a circumstance may arise in which it would not be prudent or appropriate to issue an immediate notification if such release would compromise efforts to contain the emergency.  

Emergency Response and Evacuation Procedures

Hostos Community College maintains an Emergency Response Plan that outlines responsibilities of campus units during emergencies. This plan outlines incident priorities, campus organization and specific responsibilities of particular units or positions. The plan is available online at: http://www.hostos.cuny.edu/Administrative-Offices/Public-Safety-Department/Emergency-Response-Plan. The main goal of the College Emergency Operations Plan is the preservation of life, protection of property, and the continuity of campus operations. Other objectives include but are not limited to:

  • Delegation of responsibility to emergency personnel.

  • Coordination of emergency operations with external agencies such as the NYPD, FDNY, NYC Emergency Management, etc.

The emergency response and evacuation procedures are tested at least twice each year. Students and employees are given information about the locations of the emergency exits in the buildings and are provided with the designated assembly areas for each facility for a short-term building evacuation. The Department of Public Safety does not tell building occupants in advance about the designated locations for long-term evacuations because those decisions are affected by time of day, the location of the building being evacuated, the availability of the various designated emergency gathering locations on campus, and other factors such as the location and nature of the threat. In both cases, Public Safety staff on the scene will communicate information to students regarding the developing situation or any evacuation status changes.  

During an emergency, the college may use the Public Address system to advise the college community of procedures to be followed. The Public Safety Department is authorized to make such announcements. Public Safety personnel will also assist in directing building occupants to a safe location. The building will remain unoccupied until deemed safe to re-enter by emergency personnel. 

Testing of Emergency Response and Evacuation Procedures

The College conducts three (3) fire drills per year, one of which must be conducted during the first week of the summer session to ensure compliance with NY Education Law 807. During these drills, building occupants are familiarized with campus evacuation procedures. Each building has assigned fire/evacuation floor wardens who provide training and direction to the college community during drills and actual emergency events. 

Fire Emergency Plan

Floor wardens and searchers are designated to serve specific areas of the building. When appropriate, they will be activated. They are trained to assist with the evacuation process throughout the campus. Their job is to facilitate evacuations and common space assembly of all kinds and to pass information to the fire safety command station. Please comply with their directions. 

When fire alarms ring, please make note of the announcement that immediately follows. It will provide you with instructions on where to assemble. If a false alarm occurs, an “all clear” announcement will follow via the fire command response system. Treat all fire alarms as real unless otherwise directed by the floor wardens or members of the public safety staff. Below are general guidelines for dealing with a fire. But remember, WHEN IN DOUBT CALL 911 OR ACTIVATE A FIRE PULLSTATION. 

  1. Be familiar with the location of stairways, fire extinguishers, fire exits, and pull boxes in the buildings.

  2. If a minor fire appears controllable, immediately contact (personally or preferably have someone else call) the Department of Public Safety at x6911. Locate a portable fire extinguisher. Then promptly direct the discharge of the fire extinguisher toward the base of the flame by squeezing the trigger and moving the hose in a side- to-side motion. Do not use water extinguishers on electrical fires.

  3. In the case of large fires that do not appear controllable, immediately activate a fire pull station and, if time permits, call x6911 to report the exact location of the fire. If time permits, close the door of the room where the fire exists.

  4. When the building evacuation alarm is sounded, always assume that an emergency exists. Touch closed doors; do not open them if they are hot. If the door is cool, brace yourself behind the door and open it slowly. Bracing yourself behind the door prevents the door from being blown open due to the pressure created by the fire. Walk quickly to the nearest exit and alert others to do the same. Do not use the elevators during a fire.

  5. Smoke is the greatest danger in a fire, so stay near the floor where the air will be less toxic.

  6. Once outside, move to a clear area at least 100 feet away from the affected building. Keep streets, fire lanes, hydrants and walkways clear for emergency vehicles and crews. These essential personnel must be allowed to do their jobs.

  7. Do not return to an evacuated building unless told to do so by a College official.

  8. If you become trapped in a building during a fire and a window is available, place an article of clothing (shirt, coat, etc.) outside the window as a marker for rescue crews. If possible, place a wet cloth at the base of doors to keep smoke from entering. Shout at regular intervals to alert emergency crews of your location. Dampen a cloth with water, place it over your nose, and breathe lightly through it. It is understood that these items may not be available to you—hence the importance of moving quickly and knowing your escape routes.

  9. Should your clothing catch fire, stop, drop and roll. Rolling on the ground will help smother the fire; this is in fact very effective.

 Hostile Intruder

When an intruder in a campus building is actively causing deadly harm or presents the threat of imminent deadly harm to people, immediately seek cover and contact 911 and the Public Safety Department, if at all possible. Remember only call 911 when it is safe to do so, give as many details as possible regarding location, number of assailants, means of aggression and other pertinent information. When a hostile intruder is actively causing deadly harm or the threat of imminent deadly harm to people on the campus grounds, US Department of Homeland Security recommends the following course of action:

  1. EVACUATE – if you can safely do so, run as fast as you can. Have an escape route and plan in mind. If outside, use buildings, trees, shrubs, and cars as cover. Leave your belongings behind. If you can get away from the immediate area of danger, summon help and warn others.

  2. HIDE OUT - If you decide to hide, take into consideration the area in which you are hiding. Hide where you are out of the aggressor’s view. Stay as quiet and calm as possible. Block entry to your hiding place and lock the doors (if possible). Silence all electronic devices.

  3. TAKE ACTION – Only do this as a last resort and only when your life is in imminent danger. If you choose to confront the aggressor, use all manner of materials at hand as weapons, including books, chairs, or any object near at hand. Act with physical aggression and throw items at the aggressor. You can choose to play dead if other victims are around you. Do not give your position away or stand-up until Public Safety or civil authorities give an “all-clear” signal.

 Bomb Threat Response Plan

While it is important to note that the overwhelming majority of bomb threats are unfounded, it is the policy of the College that they must be taken seriously. Each threat will be thoroughly investigated and will be considered suspect until all avenues of investigation have been explored. 

  1. A suspicious looking box, package, object, or container in or near your work area may be a bomb or explosive material. Do not handle or touch the object. Move to a safe area (far from the object) and call the Department of Public Safety immediately at ext. x6911. Do not operate any electronic devices, radios, or light (power) switches.

  2. If you receive a bomb threat, remain calm and try to obtain as much information as possible from the caller. Specifically try to ascertain the following:

    1. The location of the device.

    2. The time, if any, the device is scheduled to go off.

    3. The appearance or type of container used for the device.

    4. The reason for placing the device.

    5. The size of the bomb.

    6. The type of explosive used in the device.

    7. The name of the caller or organization taking responsibility.

    8. Any additional information that might be available.

  3. The person receiving the call should note the following:

    1. Male or female voice.

    2. Time of call.

    3. Mood of caller (excited, nervous, calm, and despondent).

    4. Background noises that may be present at the location of the caller.

    5. Approximate age of the caller.

    6. Any other peculiarities that may be helpful in identifying the source of the call or its purpose.

  4. The police will be called and the building may be subject to full or partial evacuation. When evacuating the building, use only the stairs. Do not use elevators. Move well away from the building and follow the instructions of floor coordinators and emergency personnel on-scene.

     

  5. If there is an explosion:

    1. Immediately take cover under sturdy furniture.

    2. Stay away from the windows.

    3. Do not light matches.

    4. Move well away from the site of the explosion to a safe location.

    5. Use stairs only, do not use elevators.

 Medical Emergencies

All medical emergencies should be reported immediately to Public Safety at ext. 6911. Public Safety personnel are trained first responders and will render aid until emergency personnel arrives.

  1. If the medical emergency is life threatening, Public Safety will respond with emergency equipment. Public Safety will notify 911. When available, a Public Safety EMT will be dispatched to the scene to provide patient assessment and care under NYC Basic Life Support treatment protocols. A Public Safety Officer will then escort arriving emergency personnel to the scene.

  2. If a medical problem is non-life threatening, responding Public Safety officer will assess the victim and will escort/transport the victim to Health Services if they can safely be moved.

  3. Aid will not be given to a patient who knowingly and willingly refuses it. If the victim refuses medical aid, the Public Safety Officer will document the victim’s refusal of care and have the victim sign the written record.  Any refusal to sign will be documented.

 Mental Health Medical Emergencies

The balance of the demands of school and personal life can be challenging. Counseling Services provides individual, group, and ESL support services to students currently enrolled at Hostos Community College. Counseling sessions are confidential. Sessions generally last 45 minutes and are usually held once a week. The Counseling office is located in the Savoy Building, 120 East 149th street, and their telephone number is 718-518-4461.

  1. If there is no imminent physical danger, then contact the college Single Stop Office for assistance or referral ay ext. 4319. If a Counselor is not available, please contact Public Safety for additional resources.

  2. Whenever an individual demonstrates or reports a risk of self-destructive or suicidal behavior, immediate assistance is needed and Public Safety should be notified immediately at ext. x6911. Public Safety will take necessary measures to ensure their safety and refer them to appropriate resources.

Utility Failures
Power Failure

The following actions are to be taken by members of the college community in the event of a power failure:

  1. Report any power failure immediately to Public Safety at extension x6911. In the event of a building wide power failure, phones may not function. The office can be reached at Emergency Telephone line at extension x6911 (only works if power is shut down). If no other emergency situation exists, you can come to the front Security Desk.

  2. In the event of loss of power in any building, an emergency generator will supply low-level light until power is restored.

  3. Having a flashlight attached to a key chain, belt clip or in a bag may be helpful even when not in the school. Never use candles.

  4. During daylight, add as much natural lighting as possible by raising blinds.

  5. Faculty with classes should remain where they are until notified otherwise.

  6. During a power failure or possible power failure, never use an elevator. If you become trapped in an elevator during a power outage, use the emergency “Call for Help” button in the elevator to contact Public Safety. Wait for assistance. Don’t panic.

  7. Once power is restored, Public Safety will make an announcement using the College’s public address system. Evacuation may not be necessary during a power failure.

 Plumbing Problem/Flooding

Cease using all electrical equipment. Notify Public Safety immediately. If necessary, vacate the area and prevent anyone else from entering. If a toilet overflows or water is accumulating in a given area, contact Buildings and Grounds at X4190.

Gas Leaks

Gas leaks are very rare but can be very serious. If you smell gas, go to a safe area and contact Public Safety at either x6911 or X6888. Do not use a mobile phone near a gas leak whether here or at home.  Gas vapors can be ignited by static electricity.

 Biological, Chemical Spill Response or Nuclear Attack Procedures

  1. In the event of a biological chemical spill, Hostos Community College Environmental Health and Safety Officer Marya Shuksta will be contacted at 718-518-4349. Buildings and Grounds and Public Safety will respond along with the EHS Officer who will determine the actions to follow.

  2. Upon receiving confirmation of an imminent or ongoing biological or chemical spill that poses great risk to life at the College, the President or her designee shall declare a campus-wide emergency. This state of emergency may initiate a lockdown of the building and/or its total evacuation. Note: Notification will be made via college website, voicemail, emergency communication response system and/or CUNY-ALERT if at all possible.

  3. Building occupants will be kept informed of changes as they develop by college officials. The following actions will be taken if necessary: (a) building wide air-handlers will be turned off and intakes sealed if possible, (b) building occupants will be directed to enclosed areas of the building unless otherwise directed by civil authorities to provide the most insulation and (d) updates on emergency will be given, if practicable, by the same methodologies as indicated above.

 Publication of Emergency Procedures

Emergency response and evacuation procedures are published annually via the Annual Security Report. The Public Safety Department encourages members of the college community to use this report as a guide for safe practices both on and off campus. Paper copies are available by calling 718-518-6888 or in the Public Safety Department, located in the basement of the C-Building, Room C030.