Emergency Management Plan | The University of Chicago

Appendix 7: Building Lockdown Procedure

Policy

When instructed by the University of Chicago Police Department (UCPD) to initiate a "Lockdown" of the campus or specific building(s), the following procedure is to be implemented.

Purpose

In the event of a police emergency, e.g. "Active Shooter", it may become necessary to "Lockdown" a building or buildings on campus to protect occupants and minimize the overall exposure to danger.

Definition

A "Lockdown" is the temporary sheltering technique, e.g. 30 minutes to several hours, utilized to limit civilian exposure to an "Active Shooter" or similar incident. When alerted occupants of any building within the subject area (i.e. on the Quadrangles) will lock all doors and windows not allowing entry or exit to anyone until the all clear have been sounded. This procedure converts any building into a large "Safe Room".

Under the Alternative Shelter section of this document specific provisions are detailed for those people who have been in transit, e.g. moving from one building to another, at the time of the lockdown.

Authority and Responsibility

UCPD is responsible for:

Declaring the "Lockdown";
Activating the cALERT and Public Address (PA) systems with appropriate instructions;
Immediate response to the scene;
On scene incident command(OIC);
Notifications to internal and external resources;
Arrest of the offender;
Security of the scene;
Location and security of any shelter sites used;
Notifications to the Emergency Director;
Participation in appropriate training.; and
Participation in drills and incident critiques.
Training in "Lockdown" procedure for Emergency Management affiliates and building managers;

Safety and Environmental Affairs is responsible for:

Providing a Safety Officer at the Command Post;
Safety Director reports to the EOC;
Participation in training; and
Participation in drills and incident critiques.

Building Manager, Resident Head or designee is responsible for:

Implementing their building specific plan;
Notifying building tenants;
Check all accessible windows, e.g. ground floor, near fire escape, and doors;
Notify UCPD 2-8181 when building is secured;
If safe to do so post a member of your staff at the entrance;
Establish shift schedule;
Head count of occupants;
Complete situation report and call in the situation report (Attachment A) to UCPD at 28181;
- Download Attachment A: Situation Report [PDF]
Once the "all clear" has been given building managers will compile a list by name of all persons sheltered within their facility;
Participation in training;
Participation in drills and incident critiques; and
Distribution of general "Lockdown" procedure and building specific plans to their tenants.

Campus Community is responsible for:

Following instruction;
Participation in training; and
Participation in drills, as required.

Incident Notification

All emergencies, e.g. police emergencies, fires or hazardous material spills must be reported to the University of Chicago Police Department.

For campus buildings, contact the University of Chicago Police at extension 123 when calling from a University telephone or 773-702-8181 when calling from a non-University telephone. In the Medical Center, contact Security at 773-702-6262.

When reporting an emergency, provide the following:

Your name;
Location of the emergency;
Telephone number from which you are calling; and
Type of emergency you are reporting (e.g., police, fire, or hazardous material spill) to either the University Police or Medical Center Security.

Risk Assessment

Once the initial call has been received by the UCPD’s Communication Center (CC) the CC will initiate an investigation to confirm the emergency by:

Dispatching Patrol units and a Field Supervisor to investigate the initial call;
The CC shall notify the City of Chicago Police Department by calling 911;
Notifying the Chief of UCPD; and
Notifying the Deputy Chief of UCPD.

Additional resources that are available to the University of Chicago are:

City of Chicago Police Department
021 st Dist. District Commander
300 E. 29 th St
Chicago, Illinois
312-747-5143

City of Chicago Police Department
HBT Coordinator
312-746-7180
3340 W. Fillmore
Chicago, Illinois

Initiation of "Lockdown" Procedure

If the risk assessment determines the need to secure a building or buildings to protect the campus community and to prevent an escalation of the emergency, the Chief of the UCPD or designee will give the order to "Lockdown" specific areas or the entire campus.

Notice that a "Lockdown" has been issued will be broadcast over the cALERT system and by other appropriate means, by the UCPD.

"Lockdown" Procedure

If preceding an order to "Lockdown" you hear gunshots in or around your building or once the notice to "Lockdown" have been issued by the UCPD take the following action:
Follow instructions;
Try to remain calm;
Remain indoors, e.g. your office or classroom. Once "Lockdown" you would be allowed to move about the facilitate certain needs, e.g. bathroom, water, but you are not allowed to leave the building unless an all clear has been sounded;
If not in your typical surroundings proceed to a room that can be locked;
Close, and lock all doors;
Turn off all lights;
Occupants should be seated below window level, toward the middle of a room away from windows and doors;
Remain silent;
Turn off all radios or other devices that emit sound;
Silence cell phones;
If gunshots are heard lay on the floor using heavy objects, e.g. tables, filing cabinets for shelter;
If safe to do so, turn off gas and electric appliances, e.g. heater, fan, coffee maker, gas valves, lights and locally controlled ventilation systems, e.g. air conditioner. Use phones only for emergency notification to UCPD;
Do not shelter in open areas such as hallways or corridors. Go to the nearest classroom, lecture hall or auditorium that can be locked. Place a sign on the entrance indicating the "Lockdown" is in effect;
If outdoors seek nearby shelter, e.g. large trees, walls, mail boxes, and wait for additional instructions from the UCPD. A message will be broadcast giving specific locations and directions for entering certain shelter sites; and
Do not unlock doors or attempt to leave until instructed to do so by UCPD. The "All-clear" will be announced over the cALERT or other appropriate system when it is considered safe.

Evacuation

If you are instructed to evacuate a given building or buildings, please refer to the University’s General Emergency Management Plan for instructions on evacuation.

Alternative Shelter

Should a lockdown be declared persons out of doors should seek immediate cover and concealment by using trees, mailboxes, walls, vehicles, fire hydrants or trash cans while waiting for instructions via public address or cAlert . The On-site Incident Commander (OSIC) will determine from available intelligence the most appropriate alternative shelters and have police officers assigned to secure those locations. Once the OSIC is assured the shelter(s) has/ have been staffed the OSIC will authorize the appropriate instructions, on location and safe corridors to approach each shelter, be broadcast over public address and cAlert

Should circumstances prevent the "Lockdown" of a particular building the OSIC must take appropriate steps to secure the building, e.g. securing the building perimeter with UCPD personnel. The OSIC will order the WC to assign a police officer(s) to secure each shelter selected for use. The WC will notify the OSIC immediately when the shelter has been secured. When safe to move the OSIC will have instructions broadcast over cALERT and the public address system on police vehicles giving the location of the site and safe corridors for travel.

Police officers posted at the shelter will screen all individuals as they enter by having them:

Stop at the entrance to the shelter;
Identify themselves;
Leave all parcels, briefcases, backpacks and gym bags outside at a minimum distance
of 20-30 feet from the structure; and
The person seeking shelter will then open all outer garments for a visual inspection before being allowed to enter the shelter.

Medical Emergency

In case of medical or other emergency a UCPD entry team supervisor must be in direct contact with the manager of the affected building prior to entering any building afterthe "Lockdown" has been declared. The team supervisor and the building manager will establish:

Entry point to the building;
Time of entry; and
One time use challenge and password.

Event Planning

An individual or organization responsible for the coordination of any special event must be familiar with and include the following information as part of their event planning.

Staffing each event with one staff member trained and thoroughly familiar with the Emergency "Lockdown" Procedure as well as the specifics of plans for their event. This person should be equipped with a mobile radio capable of operating on the "Special Events" frequency.
Provisions for nearby shelter or evacuation should be an integral element of the event planning.
Review procedures with all staff assigned to the event.
Review relevant portions of the event plan with an appropriate member of UCPD, and Safety prior to the event.

Training Requirements

Annually, members of the University of Chicago Police Department, Safety and Environmental Affairs and Building Managers (First Responders) shall participate in training on the University’s "Lockdown" procedure. Building Managers will be required to review their specific building plans.

Building staff are to receive a copy of the University’s Lockdown procedure and the plan for their specific building. The distribution of these plans is to coincide with the annual training of "First Responders". Distribution of the plans is the responsibility of the Building Manager.

Once training has been completed a drill will be conducted to be followed by a critique of the drill.

Building Specific Plans

Building Managers will be responsible for the development of the specific "Lockdown" procedure for their building. The UCPD will assist in the development of these plans, for assistance please contact UCPD at 773-702-8190, and ask for assistance.

The "Lockdown" procedure for the building, as a minimum must contain the following:

The name of the Building Manager and their alternate, including contact information;
Emergency telephone numbers;
The list of the University’s Alternate Shelters;
Roles and responsibilities for building "Lockdown" team, including contact information and identification of "Posts"; and
Safe Rooms inside the building, note these Safe Rooms could be utilized by guests or building occupants. The Safe rooms must meet the following criteria: the room can be secured; and is large enough to accommodate a large number of people.

Plan Review

The "Lockdown" procedure will be reviewed in accordance with the time frame noted in the General Emergency Management Plan.