How prepared is your operation? Do you have an emergency plan? What about contingency plans and communication avenues? Even if your school has a written plan, is it updated and tested on a regular basis? Don’t forget the emergency aftermath—do you have a business continuity plan?
DD E epartments U C AT I O N
The purpose of any collegiate dining services emergency preparedness plan is to support the general campus plan with the major goals of:
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1. Saving lives. 2. Preserving and protecting property (both personal and university). 3. R estoring university and dining services’ critical functions so the mission of the university can continue. In order to accomplish this, every foodservice operation should have, in writing, a plan which addresses the three components of an emergency: the preparation planning, the first 72 hours, and long range business continuity. The NACUFS Facilities Management Institute provides the basic framework to help foodservice professionals write and understand an emergency plan that includes all three components.
Preparation Planning
Dean Wright, director of dining services at Brigham Young University and the facilitator and primary presenter at the Facilities Management Institute, explains to participants that the primary responsibility for emergency preparedness within dining services usually rests with the director. The director may, in turn, appoint an emergency preparedness coordinator who is primarily responsible for training. “Understanding roles and lines of authority is key when dealing with a disaster,” Wright says. Wright uses this example to prove his point: “A well-known theme park was prepared when facing a potentially hazardous materials emergency a few years ago. The established lines of authority helped everyone organize and do their jobs. The foodservice director reported to the director of risk management and ‘worked the plan.’ However, when the situation warranted bringing in the National Guard, the chain of command changed and director of risk management then reported to the commander of the Guard. While instructions changed from the plan the theme park had developed, there was no glitch as the risk management director took new directions from the commander and these directions were then implemented by the foodservice director. There was order in what could have been a very confusing situation, which helped the employees perform their tasks and helped calm the guests.” The dining service organization should have an emergency preparedness coordinator who works directly with the campus risk management office to assure that the department provides a range of training in emergency and disaster response. The department’s emergency preparedness coordinator also can provide fire prevention/training, accident prevention/safety training, hazardous materials response, and other safety/security or emergency planning training. Several of these components are discussed further during the Facilities Management Institute, including a preview of an attention-getting “Shots Fired” training video that emphasizes both the importance of awareness and preparation, as well as the need to take immediate action.
Planning for the first 72 hours
Wright emphasizes, “In a major disaster, the first 72 hours are the most critical for the foodservice department. During this time the department must be prepared to respond without assistance from outside agencies.” A thorough emergency preparedness plan should consider what you would do if one or more of the following scenarios occur: • • • • •
Extensive damage to your building(s). Telephones (including cellular phones) are inoperable. PCs, cash registers, and other equipment are inoperable. The dining service’s offices are intact, but not accessible. Files and hard copy records are not accessible.