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Campus Community Emergency Response Team (C-CERT) Membership and Service

Policy
Purpose: 

To outline the requirements of and service provided by C-CERT membership for University employees.

Applies to: 

Employees appointed to regular positions who volunteer and qualify for C-CERT memberships.

Campus: 
Lawrence
Edwards
Parsons
Juniper Gardens
Yoder
Topeka
Policy Statement: 

Service Provided by C-CERT Membership
When disasters or emergencies occur affecting KU, employees may assist with recovery by assisting first responders. C-CERT members may also assist with crowd/traffic management during University events. Such service provided by KU employees is considered University work time. 

Employee's may serve as volunteers when their paid work is substantively different from their work as a volunteer and the purpose of the volunteer activity otherwise complies with the definition in this policy.  Any KU employee seeking to volunteer in any capacity must receive prior approval from the department head

Assignment of C-CERT activities depends on the skills and abilities of the members and may, depending on the circumstances, include tasks that directly support emergency operations. No C-CERT member will be required to participate in tasks they deem outside of their capabilities or desire to complete. Some tasks will involve actions that may involve higher levels of stress and members will be briefed on prospective tasks and given opportunity to exempt themselves at any point. The following are some examples of assistance to first responders that C-CERT members may provide:

  • assessing preliminary building damage;
  • helping with building evacuation or evacuation drills;
  • establishing medical operations or setting up medical supplies ;
  • establishing and/or staffing triage and treatment areas, or mass care centers;
  • transporting injured;
  • assessing or treating casualty injuries;
  • conducting light search and rescue operations;
  • providing traffic/crowd management;
  • distributing materials;
  • tracking, deploying and/or supervising volunteers; and/or
  • staffing call center.

Application for and Requirements of C-CERT Members
University employees may apply for service as C-CERT members in addition to their regular job responsibilities. The formal application and selection process for C-CERT membership is conducted by the Office of Public Safety (PSO) and requires the following components:

  • Advance authorization from supervisor or department head to serve as a C-CERT member;
  • successful completion of a background check conducted by PSO which is free of charge;
  • a valid driver’s license;
  • agreement to a “Hold Harmless/Permission Request.”

Other application and selection requirements are outlined on the PSO website at (URL).

Selected employees must also meet the required qualifications and must participate in the required training and meeting schedules specified by the Office of Public Safety for C-CERT membership. While providing their services, C-CERT members will be required to use safety equipment, items, and clothing provided by the Public Safety Office. They will also be required to comply with the C-CERT Code of Conduct. (Refer to C-CERT URL.)

Time Reporting of C-CERT Members
Department heads may accommodate this paid University service in the following ways:

  • adjust the work week for hourly (non-exempt) employees;
  • provide overtime compensation for any service hours worked over 40 during a work week for hourly (non-exempt) employees; or
  • adjust workload for salaried (exempt) employees in consideration of their service.

Some salary reimbursement to campus departments may be provided by the Office of Public Safety for C-CERT services if overtime compensation occurs.

Members of the Campus – Community Emergency Response Team (C-CERT) sponsored by the Public Safety Office will be governed by the provisions of the C-CERT policy and conducted in accordance with the University of Kansas Emergency Management Plan.

Temporaries, intermittent or occasional employees, contractors, and student employees are not eligible for affiliate or volunteer status unless they meet the requirements here within.

If an injury occurs to a volunteer while the individual is on site and providing service to the University, the department should complete and submit the Workers Compensation 1101A Employers Report of Accident Form to Human Resources within 48 hours of the accident. Eligibility for coverage by workers' compensation is determined by the State Self Insurance Fund Office on a case-by-case basis. If the workers’ compensation claim is denied, contact Human Resources for additional information regarding potential eligibility for reimbursement of medical expenses through the University.

Exclusions or Special Circumstances: 

There is no appeal of the application for, selection to, duty assignment for, and discontinuance of C-CERT membership since PSO has sole authority for the program.

Employees providing C-CERT service may be reassigned during disaster recovery to perform primary work functions to address emergency job requirements. 

All employment rules and policies apply to C-CERT service for employees.

Consequences: 

Public Safety may remove an employee’s C-CERT membership at any time, with or without cause, for any reason. 

Contact: 

Public Safety Office
1501 Crestline Dr., Suite 120
Lawrence, KS 66045
785-864-5900
kupso@ku.edu

Approved by: 
Vice Provost for Administration & Finance
Approved on: 
Wednesday, September 30, 2015
Effective on: 
Wednesday, September 30, 2015
Review Cycle: 
Annual (As Needed)
Keywords: 
emergency management, disaster service
Review, Approval & Change History: 

07/01/2016: Updated to remove gendered pronouns.

Prior to final approval, this policy was developed by representatives from Public Safety Office, Human Resource Management, Institutional Compliance, Risk Management, and General Counsel and reviewed by leaders in Facilities Services, Student Health Services, Student Housing, Kansas Memorial Unions, KU Libraries, Office of Research, Design and Construction Management, and the Office of the Provost. 

Operational Categories: 
Emergencies
Health & Safety
Personnel: Affiliates/Volunteers Categories: 
Workplace Rules & Guidelines

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