Emergency Operations Control Group (EOCG)

The primary role of the Emergency Operations Control Group (EOCG) is work with, and under the direction of, the Incident Commander (IC). It provides the tools, process and structure required to support the decision making and coordination during a major incident.

Comprised of, but not limited to senior members of the Mohawk Executive Group (MEG) and Senior Leadership Team (SLT), the EOCG is responsible for advising the IC on all actions taken to support emergency workers at the emergency site, evacuation centres or any other location where staff, people, or volunteers are working to respond to an emergency.

These actions include informing employees, student and the public regarding issues of concern, issuing authoritative messages through the media, providing the co-ordination and support necessary to respond to and mitigate the emergency situation, and ensuring that adequate emergency resources are maintained outside of and apart from the emergency site.

Once the details pertaining to an incident have been identified, the IC will select key members from the Mohawk College organization, who will work as members within the EOCG, in support of incident management and resolution, in these key areas.

Please note: The number of persons called upon to act, respond and recover will be dependent on the size and complexity of the incident.

Emergency Operations Control Group Workflow Chart

Emergency Operations Control Group Workflow Chart

Emergency Operations Control Group (EOCG): Individual Roles

College staff filling the following positions are responsible for implementing all necessary and appropriate measures in order to respond to an emergency situation.

The position owners of the EOCG positions noted below may be absent when an emergency occurs. In such circumstances, those with delegated or designated authority will fulfill the position owners’ responsibilities during absences. All alternates will receive training and participate in exercises.

The responsibilities listed here include, but are not limited to, the following:

Security

  • As first responders, call Emergency Services (Fire, Police and EMS).
  • Acts as the primary liaison between EOCG and emergency responders.
  • Provides assistance to other security, law enforcement, emergency responder agencies;
  • Co-ordinates the use of patrol vehicles.
  • Leads, or assists external authorities with, the evacuation of buildings (depending on the situation).
  • Provides security at the emergency site, to control access.

Public Affairs

Public Affairs are responsible for all communication, on behalf of the President, the IC, the EOCG and the Site Emergency Response Team (SERT). In collaboration with community emergency responder media teams, this would include the preparation of all news releases, web and social media messaging, as well as handling all media and external requests for information related to any emergency.

Legal/Policy

Mohawk College General Counsel & Corporate Secretary, or their designate, will serve as Legal / Policy Chief. General Counsel will work with, and meet at the call of the designated Incident Commander.

Under General Counsel’s direction, the Legal / Policy Team is responsible for providing legal and policy advice and risk and insurance management during an incident or emergency situation.

In the absence of the President, General Counsel liaises with the Board of Governors, as appropriate.

Scribe

The Scribe is responsible for keeping notes for the IC.  This includes accurately recording information received, as well as all decisions and rationale made in response to the emergency.  The Scribe:

  • Works closely and supports the IC.
  • Maintains event logs and written meeting minutes.
  • Maintains incident logs, checklists and records related to the response.

The Scribe works with the EOCG Chiefs and Team Members, and meets at the call of the designated IC.

President

  • Communicates and provides a status report and summary of critical issues to the Chair, Board of Governors.
  • Acts as Spokesperson for Mohawk College.

Operations EOCG Roles

The Operations Team is responsible for all operations directly applicable to the primary mission of the response.

Those departmental staff listed here will meet at the time of the incident activation, and select a Chief to lead the team. The Operations Chief will work with, and meet at the call of the IC.

In the absence of the Vice President Corporate Services, either the Vice President, Academic or the Vice President, Student and Alumni Services would serve as Incident Commander.

The responsibilities of the Operations Team include, but are not limited to, the following:

Chief Building & Facilities Officer

  • Provides technical and trades assistance to the college, fire departments, utilities providers and emergency rescue services.
  • Carries out damage assessments and damage containments.
  • Provides essential utilities – hydro, heat, water, etc.
  • Assists in providing essential communication services.
  • Prepares and implement facilities recovery plans.
  • Manages and coordinates stockpile reserve and location(s).

Vice President, Academic

  • Ensures appropriate faculty members are kept informed regarding the College crisis response operations.
  • Initiates relocation or cancellation of classes or examinations.
  • Co-ordinates the activities and input of faculty members involved in the crisis.
  • Co-ordinates the integration of established Faculty Crisis Plans as determined by the EOCG.
  • Act as the primary liaison between the EOCG and the Academic Schools of the College.

Vice President, Student and Alumni Services

  • Initiates preservation, replication or replacement of student records and other logistical data.
  • Provides registration and inquiry services to reunite families and to collect any queries concerning the safety and location of students.
  • Liaises with Mohawk Students’ Association.
  • Coordinates counselling and support services.

Planning EOCG Roles

The Planning Team is responsible for collecting, evaluating, analyzing, tracking and disseminating information related to the incident, as well as developing plans for demobilization.

Those departmental staff listed here will meet at the time of the incident activation, and select a Chief to lead the team. The Planning Chief will work with, and meet at the call of the IC.

The responsibilities of the Planning Team include, but are not limited to, the following:

Chief Human Resources Officer

  • Initiates preservation, replication or replacement of employee records and other logistical data.
  • Advises the EOCG on all HR issues and policies and /or collective agreement matters, Occupational Health & Safety and other legislation.
  • With Public Affairs, co-ordinates official communications with staff, faculty and bargaining units regarding the impact of the disaster on their workplace and employment status.
  • Monitors all WSIB, Short-Term and /or Long-Term Disability insurance and claim issues throughout the disaster and post-disaster recovery period.
  • Provides registration and inquiry services to collect and reunite families of employees.
  • Co-ordinates offers of and appeal for volunteers at the direction of the EOCG.

Chief Business Development and Ancillary Services Officer

  • Reviews and advises external bookings of campus status and/or closure.
  • Assesses and ensures appropriate actions and communication is made with the Residence.
  • Liaises with on-site contractors, vendors, suppliers and service providers (e.g., Chartwells, CLC, etc.).
  • With direction from the IC and EOCG, determines emergency purchasing needs.

Logistics EOCG Roles

The Logistics Team is responsible for providing resources and services applicable to the primary mission of the response.

Those departmental staff listed here will meet at the time of the incident activation, and select a Chief to lead the team. The Logistics Chief will work with, and meet at the call of the IC.

The responsibilities of the Logistics Team include, but are not limited to, the following:

Director, Office of the President

  • Ensures that the Emergency Operations Centre (EOC) is set up, and/or relocated, with all equipment and security required and functioning.
  • Co-ordinates with Human Resources and the Registrar’s team on the retrieval of addresses and phone numbers to report injuries, death or missing person to First Responders and/or next of kin.

Chief Information Officer

  • Provides support to essential information technology systems and ensure back-ups are in place.
  • Ensures that the EOC is set up with all equipment and technology.
  • Provides essential communication services.
  • Ensures IT staff are available to assist with EOC computer functions.
  • Provides support to ensure the website is updated.
  • Provides systems training to staff as required.

Finance EOCG Roles

The Finance Team is responsible for providing the financial and cost analysis support during an incident. This includes: contract negotiations and monitoring, reimbursing and tracking expenses, making cost estimates for alternative strategies, and monitoring and tracking financial usage.

The Chief Financial Officer, or their designate, will serve as the EOCG Finance Chief, and their responsibilities include, but are not limited to the following:

Chief Financial Officer

  • Ensures provisions are in place for extraordinary financial expenditures required by a crisis at the College.
  • Maintains lists of costs associated.
  • Assesses and ensures appropriate actions are taken to minimize financial risk of the College (e.g.: insurance).
  • Evaluates any financial requirements arising from emergency situations.
  • Determines source of funding and solicit approval to satisfy any additional financial requirements.
  • Reports to MEG on any financial exposures.