POLICY #7.3
SUBJECT: Emergency Response Plan

I. PURPOSE

To define SUU’s institutional approach and authority for preventing and responding to emergencies, ensuring continuity of executive leadership, and providing for orderly temporary succession for senior administrative roles when necessary.

II. REFERENCES

Southern Utah University Policy 5.21 Procedures for Hiring Staff Employees
Southern Utah University Policy 6.2 Academic Officers
SUU Emergency Operations Plan
Utah Code § 53H-3-302 Appointment of institution of higher education presidents

III. DEFINITIONS

Crisis Management Group (CMG): The executive group designated to lead in emergencies.
Disruption Event: An event (e.g., travel, death, serious illness, incapacitation, resignation, extended absence) that prevents a Senior Administrator from fulfilling their duties.
Emergency Operations Plan (EOP): The detailed operational and procedural document for mitigation, response, and recovery.
Emergency Action Plan (EAP): A complement to the Emergency Operations Plan that addresses building-specific emergency response.
Emergency Preparedness Advisory Committee (EPAC): The group appointed by the President who is primarily responsible for planning and training on-campus groups for emergency response.
Senior Administrator(s): Officers reporting directly to the President (e.g., Provost, Vice Presidents, CFO).
Succession List: A prioritized list of individuals eligible to act temporarily in senior roles during a Disruption Event.

IV. POLICY

SUU shall maintain the capacity to protect life, property, and business continuity during emergencies by utilizing institutional resources. Functional priorities may shift in a crisis. The University’s plan to prevent and address emergency situations shall be described in the Emergency Operations Plan. This plan is drafted by the Emergency Preparedness Advisory Committee (EPAC) and presented to the President for approval.
1. The Emergency Operations Plan shall address:
  1. Emergency Mitigation & Prevention
  2. Preparedness (training, resources, procedures)
  3. Response (coordinated action to protect life and assets)
  4. Recovery (restoring business continuity, academic activity, services)
  5. Communication
  6. Post-incident Review
2. The Emergency Operations Plan shall be updated annually or as needed.
3. The Emergency Operations Plan should be used in conjunction with building-level Emergency Action Plans for specific response strategies to campus emergency events in each building.
  1. Emergency Action Plans (EAP) serve to guide the emergency response for each building. An EAP is intended to follow the template provided by the SUU Emergency Manager and must be developed by building occupants in collaboration with Emergency Management and the SUU Police Department. It is incumbent upon those who operate in a given building or buildings to initiate, understand, update, and share the EAP with colleagues who have assignments in a given building. An EAP requires shared participation, responsibility, and ownership.
Establishment of the Crisis Management Group (CMG): The CMG shall be composed of key members of the University leadership who, in the event of a crisis, will be called upon to advise and direct the actions of personnel in their respective areas.
1. Members of the CMG include campus leaders as deemed appropriate by the University President.
2. The CMG chair will be designated by the University President.
3. The daily responsibilities of CMG members remain intact, however, depending on the type of crises some roles may be minimized while others will be expanded to respond to the many needs of the campus community and beyond. Therefore, members of the CMG should train and prepare their employees to assume or assist with their responsibilities as necessary.
4. During emergencies, CMG members may expand or shift duties, including temporarily filling vacated leadership roles.
5. Each CMG member shall plan for backups and cross-training within their units.
Establishment of the Emergency Operations Center (EOC): The EOC shall be composed of key members of the University who will coordinate the University’s response to any major crisis or disaster.
1. The EOC Manager will be the VP of Operations, the AVP for Enterprise Risk Management, Compliance, and Safety, the AVP of Facilities Management, or the University Emergency Manager.
2. The EOC is staffed by campus experts in the areas of Finance, Planning, Liaison, Logistics, Communication, Operations, and Safety. Each critical area is covered by at least two members to ensure redundancy and continuous coverage should a primary member be unavailable.
3. To effectively fulfill their EOC role, members should anticipate a necessary interruption of their regular duties. Accordingly, EOC members should proactively develop succession plans and cross-train their employees to ensure the continuity of their unit's essential responsibilities.
Establishment of the Emergency Preparedness Advisory Committee (EPAC):
1. The President appoints an EPAC to develop, review, and revise emergency planning documents for the campus.
  1. Typical appointments to the EPAC will include representatives from:
    1. Enterprise Risk Management
    2. SUU Police Department
    3. Marketing Communications
    4. Facilities Management
    5. Subject experts as needed (Information Technology, Legal, Human Resources, Academics, Student Affairs, etc.)
2. The Chair of the EPAC shall be the University Emergency Manager.
3. The EPAC shall schedule tabletop exercises and training for campus units,at a frequency directed by the Emergency Operations Plan, and provide periodic reviews of protocols, equipment, and budget. The intent of these activities is to inform the campus population about emergency prevention, preparation, and response.
4. The EPAC will meet weekly to maintain a steady focus on emergency planning and response strategy.
Temporary Succession for Senior Administration
1. Succession Planning
  1. Each year, the University President (in consultation with the Utah Board of Higher Education (UBHE) as required) approves a Succession List for key senior administrative roles. The Succession List is maintained by the Office of the President.
  2. The list shall include two alternates per role.
2. Temporary Acting Appointments
  1. If a senior administrator is unable to perform duties due to a Disruption Event, the next qualified person on the Succession List will act in that role until restoration or a permanent appointment can be made.
  2. The acting officer shall have the normal authority of that office, except where expressly limited by the UBHE or institutional policy.
  3. Acting appointments must be promptly communicated to the UBHE, University leadership, and campus as appropriate.
3. Extended Vacancy or Permanent Replacement
  1. If a role remains vacant beyond a preset threshold as established by Human Resources (e.g., 90 days), the University President, the UBHE, or appropriate body may appoint an interim or permanent replacement in accordance with applicable institutional policy or Utah System of Higher Education (USHE) procedures.
4. Limitations & Conditions
  1. Acting or interim appointments do not confer permanency or tenure.
  2. The scope of authority for acting officers may be constrained by UBHE or institutional rules (e.g., major expenditures, personnel decisions).
  3. All succession actions must comply with state laws, USHE policies, and SUU policies.
Cross-Training & Delegation
1. Senior Administrators must maintain cross-training, documented delegation of authority, and continuity plans within their units. Delegations should be reviewed regularly with the President or designee.

V. RELEVANT FORMS/LINKS

VI. QUESTIONS/RESPONSIBLE OFFICE

The responsible office for this Policy is the Office of the President.

VII. POLICY ADOPTION AND AMENDMENT DATES

Date Approved: April 30, 2015

Amended: March 27, 2026

POLICY #7.3 SUBJECT: Emergency Response Plan