Purpose

The purpose of the Hofstra University Emergency Response Plan is to establish a comprehensive framework for preparing for, responding to, and managing emergencies affecting the University community.

Scope

This plan applies to all members of the Hofstra University community, including students, faculty, staff, administrators, and visitors, across all campus locations and University-operated facilities. It governs all types of emergencies, ranging from minor incidents to major disasters, and includes protocols for reporting emergencies, communication through systems such as the Campus Alert Notification Network (CANN), evacuation procedures, and coordinated response by University teams such as Public Safety, the Crisis Management Team, and the Emergency Response Team. The plan also encompasses preparedness activities, training, testing of emergency systems, and ongoing updates to ensure effectiveness in a changing environment.

Policy

Welcome to an overview of Hofstra University’s Emergency Response Plan.

Hofstra University’s Emergency Response Plan has several elements. The plan outlines sample procedures for responding to the types of crises that a college campus might experience, as well as outlines on how the Hofstra community can get information during a crisis.

The most important element of any crisis plan is communication. Whether or not you understand the various procedures for any given crisis, you need to be able to access correct and timely information to keep yourself safe. And since the Hofstra campus operates 24 hours a day, with more than 15,000 faculty, staff, and residential and commuter students coming and going, our Crisis Management Team has designed the Campus Alert Notification Network (CANN), an integrated, multichannel communications system. Please learn more about CANN and how to access information in the Getting Information section of this web page.

• Your Role and Responsibilities

• Reporting an Emergency

• Getting Info During a Crisis

• How to Respond in an Emergency Situation

• Managing Emergency Response

• Evacuation Procedures

• Preparing/Testing Emergency Procedures

• Comprehensive Emergency Communications Structure

• Campus Alert

As members of this community, it is important for each of us to understand our roles and responsibilities, and to be prepared to respond if a crisis occurs. Please take a few minutes to look through this web page.

The plan, which is provided in its entirety to division leaders across the campus, was drafted by the Hofstra University Department of Public Safety in consultation with members of the Nassau County Police Department and the Nassau County Office of Emergency Management as well as members of the Hofstra administration.

For more information about Hofstra University’s Department of Public Safety, a highly trained professional unit of 64 full- and part-time staff, as well as safety tips and statistics, please visit Public Safety’s web page.

Mission Statement

The Hofstra University Emergency Response Plan is a procedural document for organizing, coordinating, and directing available resources toward the control of an emergency. The plan includes a chain of command establishing the authority and responsibility of various individuals. As with any document of this nature, the plan should be seen as a living text, subject to changes, updates, and revisions as the environment of the University changes.

Your Role and Responsibilities

The Hofstra community is made up of almost 11,000 students (from 52 states and territories and 88 countries), 2,600 faculty and staff, and thousands of visitors each month. Our community is a large, diverse grouping of people from all over the world, with different capabilities and abilities.

As such, your most important role in a crisis is to share information and resources with your colleagues, friends, and others during a crisis. Make sure you work together, listen for, and follow official instructions. Get the information you need to be safe – and stay safe.

In addition, you should understand the following:

• All members of the Hofstra University community should know how to access emergency information through the Campus Alert Notification Network (CANN). Please learn more about CANN and how to access information in the Getting Information section of this page.

• Hofstra community members should familiarize themselves with the emergency procedures and evacuation routes posted in the buildings they live in or use frequently.

• Community members must be prepared to assess situations quickly but thoroughly, and use common sense in determining a course of action.

• Community members should evacuate buildings (except when otherwise instructed) in an orderly manner when an alarm sounds or when directed to do so by emergency personnel.

• Community members should immediately report fires and other emergencies to Public Safety x36789 and the proper authorities.

• The Department of Public Safety and the Office of Residence Life provide training and information to help students know what to do in emergencies and how they can be prepared ahead of time.

• Residential students should pay special attention to their Resident Assistant (RA).

• All members of the Hofstra community should carry their Hofstra University identification card with them at all times.

Reporting an Emergency

If you witness or are involved in an emergency at Hofstra University, call for emergency services by dialing 516-463-6789 or 911.

When 911 or 516-463-6789 is called, Public Safety personnel are dispatched to the scene, and appropriate emergency services are notified. On campus there are 64 emergency telephones (or “blue lights”) that connect to the emergency line in the Department of Public Safety. When one of these call phones is activated, the Public Safety dispatcher is automatically given the location of the box and Public Safety personnel are dispatched.

The emergency response plan designates the Department of Public Safety as the initial contact for reporting all emergency situations and for response to and resolution of all emergencies. If the Hofstra Information Center is deemed not secure because of its proximity to the emergency, the Student Center will be designated as the command center. If that also is affected by the emergency, another area will be designated by the director of Public Safety.

Upon receiving the report of an emergency, the director of Public Safety or designee will make an initial judgment about the level of response required and will communicate with appropriate personnel as outlined in the plan.

Getting Information During a Crisis or Emergency CANN is a comprehensive emergency structure in place to alert the campus community in the event of an emergency. Currently, Hofstra uses several communication channels in case of an emergency, including a phone call and text message, an alert on the home page of hofstra.edu, an email, a message on the telephone hotline, and the campus closed circuit network, Hofcast.

In the case of an immediate threat, the campus public address system will be activated. All members of campus should hear an audible alarm. This sound will alert you to immediately check one of the following information sources:

• Your text message or cell phone – please make sure you have entered your personal contact information in the MyHofstra portal so we can notify you through our high-speed notification network in case of an emergency.

• The Hofstra Safe app.

• Your Hofstra email.

• The hofstra.edu website and the campus alert page of the website.

• The campus alert hotline at 516-463-CANN.

• The Hofcast network – available on LCD screens in all academic buildings, in addition to highly trafficked sites around campus.

The alarm will only sound in the event of a real and immediate emergency. For other emergencies, such as weather emergencies or class cancellations due to snow or other severe weather conditions, the alarm will not sound but all other communications channels will provide information.

The public address system is controlled by the Department of Public Safety’s 24-hour central command. Loudspeakers have been installed at 10 locations across campus, and are equipped to broadcast an emergency tone, other sounds, or verbal instructions. The broadcast of the emergency tone alerts the campus community to look at any number of emergency communication information channels.

The Hofcast network broadcasts campus events and information on large LCD screens in more than 120 well-trafficked locations across the campus, including every academic building and each of our residence halls, giving all students immediate access to emergency information on screens throughout the campus.

How to Respond in an Emergency Situation Hofstra’s Department of Public Safety works with the Nassau County and/or Hempstead Village Police departments to resolve any emergency situation as quickly and as safely as possible. Public Safety will issue alerts to the Hofstra community in the event of an emergency impacting the campus.

If you need to check or update your CANN contact information, click on the “my account” icon on the top right of the portal (my.hofstra.edu) screen, and choose “CANN settings.” We also recommend that you add Public Safety’s numbers to your phone (emergency: 516-463-6789; other inquiries: 516-463-6606).

Guidance for all emergencies will be provided by Public Safety through the Campus Alert Notification Network. Listed below are some basic steps you can take when encountering emergency situations.

Active Shooter/Workplace Violence | Bomb Threat/Suspicious Packages
Bystander Awareness | Chemical Spill
Fire/CO/CO2/O2 Alarm | Medical Emergency
Pandemic Flu | Personal Safety
Weapons on Campus | Weather Emergencies/Power Outages

Managing Emergency Response on Campus –
Meet the Crisis Management, Emergency Response, and Threat Assessment Teams Hofstra University has seasoned personnel who meet regularly to develop, review, and update plans for various emergency scenarios. If necessary, Hofstra University’s compact campus can be secured under the direction of Public Safety and local law enforcement by the closing the gates and posting emergency personnel at other exits and entrances.

The Crisis Management Team (CMT) is comprised of the Vice President for Student Enrollment, Engagement, and Success; the Vice President for Marketing and Communications, and the Associate Vice President of Public Safety. The primary responsibilities of this team are to:

• Gather information

• Inform appropriate members of the Emergency Response Team (see below)

• Mobilize existing support systems

• Establish lines of communication, identify point person(s)

• Identify and communicate with concerned parties

The Emergency Response Team (ERT) is comprised of University personnel representing various offices or areas of expertise. In many cases not all members of the team will be notified of an emergency, as their areas of expertise may not be involved. The offices and areas represented on the Emergency Response Team include:

• The Department of Public Safety: In most cases, the representative will be the Director of Public Safety, who is responsible for assessing the severity of the emergency and for assisting in coordinating the efforts of the team and any outside agencies.

• The Office of Marketing and Communications: The Vice President for Marketing and Communications will be notified when vital information must be disseminated to the University community or whenever the emergency is likely to attract outside news media coverage. Working closely with the Department of Public Safety, the Office of Marketing and Communications will be the only agency to provide official information to the news media and other outside agencies.

• The Office of the Provost: The Provost will be notified whenever the emergency is likely to affect the continuity or scheduling of classes or other aspects of academic life on campus.

• The Office of Student Enrollment, Engagement, and Success: The Vice President for Student Enrollment, Engagement, and Success will be notified in all emergencies involving student life and activities in general.

• The Office of Operations: The Vice President for Facilities and Operations will be notified in all emergencies involving or affecting the routine operation of campus facilities and/or the services provided to those facilities.

• The Office of Residential Programs: The Office of Residential Programs will be notified of any emergencies requiring response to both resident and commuting students. If an emergency occurs outside of normal business hours, the office has staff on duty to manage the emergency.

• The Health and Counseling Centers: Student Health and/or Student Counseling Services will be notified whenever a student is ill or injured, or there is a report of a communicable disease requiring professional medical care either at the scene or at a hospital. In some emergencies, it may be necessary to establish a triage unit on campus. In such cases, Student Health representative will work with outside agencies to handle the logistics involved. Student Counseling Services will also arrange for the service of professional counselors when needed.

• Additional areas to be notified as necessary include Finance, the Computer Center, Information Technology, and Telecommunications.

In the event of an emergency, the CMT and ERT work collaboratively to ensure:

• Provision of immediate support to the campus community, victim, or the victim’s family.

• Provision of ongoing personal and academic support to the victims during the academic year.

• Contacting of and working with appropriate governmental and local power and utility authorities.

• Investigation of the incident, including an internal audit check for signs of negligence.

• Preparation of information releases for the media.

• Learning from an event and initiating appropriate campus educational and prevention programs.

The Threat Assessment Team is comprised of the vice president for the Division of Student Enrollment, Engagement, and Success, the vice president for Marketing and Communications, the vice president for Legal Affairs and General Counsel, the Provost, the director of Public Safety, the dean of Students, and the director of Student Counseling Services. Various members of the team meet as needed to respond to a possible threat and/or to discuss issues relating to violence, security, and potential threats directed at either students, faculty, or staff. Key objectives include identifying, assessing, and managing potential risks to members of the campus community.

Evacuation Procedures

Evacuation is necessary when any building becomes uninhabitable because of an event such as a fire, flood, gas leak, contamination, pandemic flu, extreme weather conditions or the loss of critical services. The response depends on the extent of the emergency. Hofstra community members should familiarize themselves with the evacuation routes posted in the buildings where they live or use frequently. If an evacuation order is issued for a building, fully cooperate with Public Safety/emergency personnel and:

• Take keys, wallets, and essential belongings If possible, wear weather-appropriate clothing Do not use elevators Close, but do not lock doors Provide assistance to those with physical disabilities Evacuate in a safe and orderly fashion to the evacuation assembly point for that building and await additional instructions.

General Evacuation Procedures

Public Safety officers will decide whether immediate evacuation is necessary. Evacuees will be moved to a staging area where University personnel will conduct a census to establish that the evacuation is complete. To determine the location of your staging area, please see the attached Emergency Evacuation Assembly Points map.

Evacuation of Individuals with Physical Disabilities

Public Safety officers will assist individuals with physical disabilities in an evacuation, making every attempt to lead them to safety.

Any student may:
Call the Department of Public Safety x36789 or 911 during an emergency and tell them where you are and what assistance is needed.

If you have a disability that could impair your ability to evacuate from a building:
* Please inform Public Safety x36606 or the Student Access Services Office x37075 of your circumstances upon arrival to campus and request a meeting to discuss any special emergency response accommodations needed.

• Notify your professor that assistance will be needed if an evacuation is deemed necessary. Public Safety can help you and your professors develop an evacuation plan, if you desire. Call x36606 or email Public Safety publicsafety@hofstra.edu to schedule an appointment.

If you are a resident student:
* Please note, a master list of all resident students requiring assistance during a building evacuation is maintained by the Department of Residential Programs and Public Safety. Please contact your Resident Assistant to ensure inclusion on that list.

• Hearing-impaired students have TTY phone capability in their residence hall rooms and the fire alarm system is connected to strobe lights.

Short-Term/Medium-Term/Long-Term Evacuations

Short-Term Evacuation

When students must occupy temporary quarters for a relatively short predictable period:

• Students will be moved to lounges in the nearest safe residence hall.

• If residence hall lounges are not available, students will be moved to lounges in the nearest building, such as the Student Center or Hofstra USA.

• Emergency workers and/or University personnel will provide services as needed (medical care, food, showers, etc.)

Medium-Term Evacuation

The University will use the Physical Education Center and/or the Arena as a housing area when lounge space is insufficient to handle the number of evacuees. Proper bedding will be provided with the help of Conference Services.

• Students will be housed in lounges and other public spaces on campus that can accommodate them satisfactorily.

• Students will be assigned to vacant spaces in the housing system.

• Students will be assigned to already-occupied spaces in the housing system.

Long-Term Evacuation

When it is impossible to predict how long students will have to occupy alternative quarters:

• The University will take the same steps as for a medium-term evacuation, unless a substantial part of the campus is under an evacuation order.

• If evacuees must be moved off campus, the Director of Public Safety will coordinate transportation with the use of University buses.

Preparing and Testing Emergency Procedures

Annual fire safety training sessions are conducted for all students; attendance is mandatory.

Fire alarms in all residential facilities are tested four times a year. This testing includes unannounced drills in which the alarm is sounded, and the evacuation is timed for efficiency.

Fire alarms in all nonresidential facilities are also tested three times a year. This testing also includes unannounced drills in which the alarm is sounded, and the evacuation is timed for efficiency.

Fire-safety inspections are conducted in all residential buildings throughout the year by the Office of Residential Programs.

Emergency equipment on the Hofstra campus is checked and tested regularly as follows:

• Emergency lights in all the residential buildings are checked. Annual inspections of the lighting system are conducted by the Nassau County Fire Marshall’s Office and administrators from the Physical Plant department and the Office of Residential Programs.

• The 64 emergency telephones/call boxes are tested weekly.

• The Public Address and text messaging systems are tested each year.

There is strict and aggressive parking enforcement on all areas designated as Fire Lanes or Fire Hydrants including roadways contiguous to our residence halls.

Safety checks on other items, such as exit lights, are performed as part of the daily patrol conducted throughout the campus. Any malfunction or damage to the equipment is logged and the proper University department is notified.

Comprehensive Emergency Communications Structure

Hofstra University worked with all administrative departments, including Operations, Student Enrollment, Engagement and Success, Information Technology, Human Resources and Telecommunications to design a system, protocols, and a network that responds rapidly and efficiently to all emergencies. The plan included the installation of a campus-wide public address system, expansion of the campus closed-circuit television network, the installation of a television alert system, the addition of a high-speed emergency notification system, and the installation of a remote building locking system.

The public address system is controlled at the Department of Public Safety’s 24-hour central command. Loudspeakers have been installed at 10 locations across campus, and are equipped to broadcast an emergency tone, other sounds, or verbal instructions. The broadcast of the emergency tone alerts the campus community to look at any number of emergency communication information channels.

Currently, Hofstra uses several communication channels in case of emergency, including an alert on the home page of hofstra.edu, an email communication, a telephone hotline, and the campus closed-circuit network, Hofcast. The Hofcast network broadcasts campus events and information on large LCD screens in more than 120 well-trafficked locations across the campus, including every academic building and residence hall, giving all students immediate access to emergency information on screens throughout the campus.

To contact students, faculty, and employees through their personal telecommunication devices, the University has contracted with a provider of emergency alert systems, to instantly send messages to the entire Hofstra community, via voice, text message, TTD, TTY, or email to any communications device. The system can be used to contact students, faculty, or staff anywhere on campus, in route to campus, or off campus. Hofstra is using the system and technology deployed by the Office of Emergency Management for Nassau County, ensuring coordination with local government’s emergency response mechanisms.

In addition to the enhancements to the emergency communications system, the University has installed a remote exterior “lockdown” system that permits us to remotely lock down and secure an academic building or residence hall, prohibiting entrance but not exit from each building. This system is also operated out of the Department of Public Safety’s 24-hour command center.

Campus Alert Notification Network “CANN”

The Campus Alert Notification Network, or CANN, is a comprehensive notification structure in place to alert the campus community in the event of an emergency.

How does CANN work?

In case of an immediate emergency, the Department of Public Safety will use one of the following methods to alert you of an emergency on campus:

• Your phone’s text message (participation required)

• Your Hofstra email

• The Hofstra Safe app

• The hofstra.edu and campus alert page of the website In the event of an emergency, information will also be posted on Twitter and Facebook.

• An instant message sent to all computers connected to the Hofstra network The Hofcast network, available on LCD screens in all academic buildings, in addition to highly trafficked sites around campus The Hofstra radio station - WRHU 88.7 FM The public address system’s audible alarm will only sound in the event of a real and immediate threat. For other emergencies, such as class cancellations due to snow or other severe weather conditions, the siren will not sound but all other communications channels will provide information.

The public address system is controlled at the Department of Public Safety’s 24-hour central command. Loudspeakers have been installed at 10 locations across campus, and are equipped to broadcast an emergency tone, other sounds, or verbal instructions. The speakers on the yellow “blue light” emergency poles can broadcast information to the campus community as well.

As you can see above, Hofstra uses several communication channels in case of an emergency. The Hofcast network broadcasts campus events and information on large LCD screens in more than 120 well-trafficked locations across the campus, including every academic building and each of our residence halls giving all students immediate access to emergency information on screens throughout the campus.

Please visit the Hofstra portal to update your CANN information.

Related Policies and References

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