Department Emergency Preparedness Plan BP Logix Form

The Department Emergency Preparedness Plan BP Logix form ensures every division, college, and department at Metro State has an up-to-date emergency plan.

Overview

The Departmental Emergency Preparedness Form ensures each unit at Metro State has a current emergency plan, with cabinet members providing key details and the Security Director completing safety sections. It designates planning coordinators and floor responders, maintains notification trees, and includes student workers in safety efforts. The plan is reviewed, posted, and updated annually or after changes.

Form Purpose

The Departmental Emergency Preparedness Form, completed in BP Logix, ensures every division, college, and department at Metro State has an up-to-date emergency plan. The form supports:  

• Compliance with campus safety standards. 
• Preparation for training, drills, and emergency coordination. 
• Clear assignment of roles for communication, evacuation, and response.  

Each cabinet member is responsible for initiating the form for their division or college. Once submitted, the Security Director completes the remaining sections and returns a finalized version to the Cabinet Member.  

Contact security@metrostate.edu for assistance or clarification.  

At a Glance: Who Completes Each Section

A high-level overview of what content is needed in each section and by whom. 

Section 1: Division/College Information

Provide essential contact and location details:  

• Building Name: Begin by selecting all locations and buildings where staff for your division/college are located.  

• Primary Contact: The individual is responsible for maintaining the department plan. The Campus Emergency Response Team (CERT) will communicate about emergency readiness and active incidents with these contacts.  

• Division/College Name: Whichever unit you are completing the form on behalf of.  

Section 2: Division/College Emergency Planning Coordinator

Each Division/College Emergency Planning Coordinator ensures staff and student awareness of emergency procedures and assists with drills. 

Responsibilities include:  

• Awareness of emergency plans, evacuation routes, assembly points, and areas of shelter.  
• Keeping department call trees current. 
• Ensuring student workers and new employees receive emergency management resources. 
• One Division/College Emergency Planning Coordinator will be responsible for completing the emergency plan annually.  
• Supporting continual reinforcement about emergency steps and planning efforts in conjunction with the associated Vice President and/or Dean.  

Cabinet members would be considered Division/College Emergency Planning Coordinators. There can be an overlap between these folks, the department notification tree, and the primary division/college contacts. 

The form has auto populated this section. Verify the information and make adjustments as needed. 

Shared Floor Responders play a critical role in assisting with prompt responses to emergencies. They are volunteers who are not expected to put their own safety at risk in performing these responsibilities. As a floor responder they must:  

• Must work on campus a minimum of three days per week.  
• Has a primary work location on a specific floor that is responsible for guiding others to safety during an emergency.  
• Willing to be a member of an identified university-wide floor responders' group that will receive additional training and will be provided with all the resources needed to perform this role.  
• Available to dedicate up to four hours per month for the first three months for onboarding and training.  
• After the first three months, be available to attend a one-hour monthly meeting. 

A floor responder is responsible for the following activities:  

• Review and approve the University Emergency Response Plan and the Master Calendar of events and training. 
• Coordinate and assist in public response during an emergency with key stakeholders (System Office, local elected officials, campus community, media).  
• Assist in floor evacuation or move to safe areas during active emergencies.  
• Work with the division/college emergency coordinator(s).  
• Knowledgeable about evacuation routes, assembly points, and shelter areas in the building.  
• Assist with moving individuals with mobility issues to areas of shelter or down the stairs.  
• Sweeping assigned floor/location to ensure no one is left behind. Including checking restrooms and work areas.  
• Prevent the use of elevators in an emergency.  
• Report on the location of any remaining individuals to CERT members and emergency personnel. 

The shared floor responders will be pre-populated with information provided by Cabinet members fall 2025. Floor responders are based on location and may cover multiple departments. Verify the information and make adjustments as needed. Some of the floors may be covered by campus security. In those instances security does not need to be added as a floor responder within the form. 

Section 3: Department Notification Tree

The Emergency Planning Coordinator should work with department leadership to identify 8-10 individuals who will: 

• Coordinate emergency communications within the division/college during an emergency.  
• Share information regarding drills and trainings with Planning Coordinators and within the division/college.  

It’s recommended to have one individual from each department within the division/college. 

Section 4-7: Important Safety Information

These sections contain background and policy references. Please become familiar with their content. No action is required when completing the form.

Section 8: Persons Needing Evacuation Assistance & Evacuation Assembly Points 

This section will be completed by the Security Director. Exterior assembly points are auto populated. Evacuation maps are linked for your reference, they can also be viewed on the Metro State Public Safety and Security website. If you are unable to view the evacuation maps within the form request submit a service ticket to be added to the METRO-University Emergency Management team. 

Once sections are filled out by the Security Director, a fully completed department training plan will be sent to the Cabinet Member.   

Section 9: Additional Safety Information

Completed by the Security Director, including:  

• AED/Narcan locations 
• Emergency supply and first aid kit locations 
• Evacuation map details 

Remember to include student workers in safety plan distribution, review, onboarding, and drills.  

Section 10: Plan Maintenance and Posting 

Before submitting: 

• Review all sections for accuracy. 
• Once the final plan is received, print and post in visible areas of your division/college work spaces. 

Review this information annually and make updates after personnel or location changes.