1.4 Continuity of Authority
The California Government Code, the State Constitution, and the
Emergency Services Act provide legal authority for the continuity
and preservation of government in the event the individuals appointed
are unable to serve. The concept of continuity of government is
comprised of three elements:
- Standby officers for the governing body
- Alternate seat of government
- Preservation of vital records
The ultimate responsibility for emergency management on campus
belongs to the President. To ensure the orderly continued operations
of the university, the President may delegate functions to other
administrators. However, this delegation does not remove final authority
and responsibility from the President.
LINES OF SUCCESSION
In the absence of the President being able to designate a successor,
the line of succession, in emergency operations, for the President
will be the following:
- Vice President for Administration
- Vice Presidents for Academic Affairs
- Vice President for Student Affairs
- Vice President for University Advancement
- Chief Financial Officer
- Executive Vice President
The designee will conduct response and recovery operations until
the President returns to campus. The President, or in his/her absence,
his designee, has the authority to:
- Declare a Campus Emergency
- Issue a Closure of Campus Order
- Issue an Administrative Leave Order
The line of succession for department heads, chairs, deans, or
administrators is established according to college and individual
department operating procedures.
ALTERNATE GOVERNING OFFICES
Emergency operations for response will continue to be held in the
conference room in T-1200. If the building is damaged, the location
for an alternate EOC will be either T-100 (Physical Plant Administration)
or outside the north side of T-1200 under weather protection.
If Langsdorf Hall must be vacated, the President and the Vice Presidents
(PAB) will meet in the Golleher House until temporary offices can
be established. Portable trailers may be rented to provide temporary
offices for the President, Vice Presidents, Human Resources, Information
Technology, Business and Financial Affairs and Public Affairs. These
offices will be located in an area adjacent to the EOC.
PRESERVATION OF VITAL RECORDS
A major disaster could result in damage to administrative offices
and destruction of records fundamental to day-to-day university
operations. To assist in the recovery and reconstruction period
following a disaster, proactive measures must be taken to protect
essential records.
Vital records are defined as those records that are essential to:
Protect the rights and interests of individuals. Examples
include student transcripts, business records, personnel records,
student patient records, Hazardous Material Business Plan, criminal
record information.
Conduct emergency response and recovery operations. Records
of this type include personnel rosters, Emergency Operating Procedures,
utility system maps, locations of emergency supplies and equipment.
Reestablish normal administrative functions. Included in
this group are financial records, payroll records, and purchase
orders.
Educational…Faculty and staff research, journal articles,
grant material, exams, and grades. Each department is responsible
for designating a custodian for vital records, and ensuring that
vital record storage and preservation is accomplished. Vital records
storage methods that might be utilized include but are not necessarily
limited to:
- Duplication (either hard copy or removable computer disk)
- Dispersal
- Fireproof containers
- Vault storage (both on and off campus)
Detailed direction on preservation of vital records is located
in Part Two.
In addition, it is each employee's responsibility to maintain complete
and timely record back up of the data on assigned computers by use
of the zip drives or CD's.
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