SAHS EMERGENCY/WEATHER PLAN SUMMARY
FOR 2007
The website for detailed information
regarding all UTMB Emergency Situations is
http://www.utmb.edu/emergency_plan/
The UTMB President has designated the
function of initiating all Stages of the Weather Plan to the Institutional
Emergency Preparedness Officer (IEPO). The initial call to implement any and all
Phases and Steps in the Weather Plan will come from the IEPO to the Office of
the Dean.
If the weather emergency occurs outside of
regular working hours (M-F, 8a.m. – 5p.m.), SAHS personnel will be contacted via
the Leadership Communication Tree (Attachment 1). Each department is responsible
for maintaining a department phone tree with emergency contact information for
each employee and a system for communicating information during and immediately
after a weather emergency.
The IEPO may issue instructions for release
of nonessential (N) employees, class cancellation and student release during any
of the phases. All instructions, including class cancellation, student release,
evacuation, and work/class resumption will be communicated through the broadcast
media and UTMB website. See the UTMB Hotline Information page,
http://www.utmb.edu/storm/hotline.htm, for additional information.
(Attachment 2)
-
Step 1 is an advisory mechanism to alert
departments, employees, and students of the existence of adverse weather
conditions. Area Preparation Lists (See Attachment 3) should be reviewed and
preparation begun.
-
Step 2 is called for finalizing plans
outlined in the Area Preparation List.
-
If Step 3 is called, all non-hospital
facilities will be locked and secured and no access will be allowed. Release
of nonessential personnel and students will occur if they have not been
released in earlier Steps.
During and after a weather emergency, all employees and students will be
called back to work and classes through broadcast media announcements, and
information on the UTMB website. Students are encouraged not to call the
Office of the Dean during the preparation and re-entry stages, but rather
contact their respective departments.
Re-Entry
-
After the IEPO has determined that the
emergency has ended, University Police will open the nonessential facilities
to academic essential personnel to assess damage, secure hazardous substances,
and to protect research materials and equipment. After the re-entry contact
person has ascertained the status of hazardous materials, he/she should notify
the Environmental Health and Safety representative in the ECC, who will be
available to assist in assessing the hazard or cleaning up spills of hazardous
materials. Nonessential personnel will not be permitted to re-enter the
building until authorized to do so by Environmental Health and Safety.
In the event
electronic connections to Galveston are disrupted, UTMB may activate back up
computer services run on servers located in other Texas cities. Depending
on the severity of damage, the process may take a number of days, with
mission critical applications being the first to be restored.
In this case, SAHS
will activate an alternate electronic communication site located at
www.GoUTMB.com. It will (1) provide instructions on what to
do, (2) display messages, and (3) provide each of you with a link to a
temporary email service and instructions for use.
Attachment 1: SCHOOL OF ALLIED
HEALTH SCIENCES COMMUNICATIONS/TELEPHONE TREE
UTMB Emergency Information:
77-ALERT (772-5378)
|
Telephone tree visible
to authorized personnel only.
Enter password below.
|
Attachment 2: UTMB Alert Page
In the event of disaster or emergency
weather conditions:
- Call your supervisor; or
- Call the UTMB hotline at (409) 77-ALERT
(772-5378) or toll free at (888) 772-5449; or
- Call the UTMB main operator at (409)
772-1011
- Information is also available via the
web at http://www.utmb.edu/alert
Should the UTMB web server go down, a
second server is in place as a backup. Its address is
http://utmbinfo.com
Monitor local television and radio stations including KTRH 740 AM
Information Technology Emergencies - in the
event that there is a disruption of network or applications services, you can
check the status of any given system by going to:
http://www.utmb.edu/is/operations/Daily_Operations_Status.htm
ATTACHMENT 3: SAHS AREA PREPARATION LIST
FOR WEATHER EMERGENCIES
- All Departments should have on hand the
following:
Sheet, polyethylene plastic, clear, 10’ x 100’, 4mm thick
Plastic Bags, 3 mil, 39 gallon capacity, Ace trash bags, 24/box
Silver Duct Tape, 2” wide, large roll 30 yd. and a 50 yd. roll
(These items can be purchased through UTMB Materials Management. Pret’s Ace
Home Center and The Home Depot are also on the UTMB Vendor Listing.)
- Assign a team to be responsible for the
preparation and securing of the area. (See below for Classification Codes for
SAHS Personnel)
- Remove mirrors, pictures, all small
movable items, from walls, tops of desks, cabinets.
- Place items in drawers, plastic bags,
clean trash cans.
- Secure loose bags, cans, etc., under
desks, cabinets, shelves.
- Label all articles as to their location
in the event they are later moved.
- Take home personal articles that cannot
be secured.
- Move large articles away from windows,
possibly into interior rooms or hallways, (only if it can be done without
obstructing the halls). Lock or tape shut all cabinets, file drawers,
refrigerators, etc.
- Cover large equipment, furniture,
cabinets, etc., with heavy plastic sheets.
- Close all drapes, blinds, and window
coverings.
- Secure area when completed, indicate by
a note on the door that the area is secure, with the name, location, and
telephone number of individual to be contacted in an emergency.
- Departments/buildings that have
hazardous materials should designate individuals and establish procedures for
determining, after the weather emergency, whether or not the materials have
remained secure during the emergency. Representatives from Environmental
Health and Safety will also be available to assist with the damage assessment
and clean up procedures..
All personnel in academic areas
(non-hospital personnel) will be assigned a classification code for the purpose
of defining responsibilities and for communication purposes.
Classification Codes for SAHS Personnel
Please Note:
1. No SAHS personnel other than the Dean are designated E1-Essential.
2. All SAHS personnel not appearing on this list are designated N -
Nonessential.
| Name |
Code |
Area |
| Ayachi, Salah |
E3 |
PAS |
| Baker, Jeff |
E3 |
Student Affairs |
| Bordelon, Darlene
|
E3 |
Academic Affairs |
| Cammarn, Beth |
E3 |
RS |
| Cavazos, Henry
|
E3 |
Academic Affairs |
| Protas, Elizabeth
|
E1 |
Office of the Dean |
| Freeman, Vicki
|
E3 |
CLS |
| Jensen, Sharon |
E3 |
PT |
| Lewis, Ray |
E3 |
Student Affairs |
| McEachern, Sharon
|
E3 |
OT |
| McGraw, Shirley |
E3 |
PAS |
| Beaupre, Mary Ellen |
E3 |
Student Affairs |
| Nilsestuen, Jon |
E3 |
RC |
| Ottenbacher, Kenneth |
E3 |
RS |
| Utsey, Carolyn |
E3 |
PT |
| Rahr, Richard |
E3 |
PAS |
| St. John, Camille
|
E3 |
CLS |
| Stone, Gretchen
|
E3 |
OT |
| Tanet, Jay |
E3 |
Office of the Dean |
| Hamilton, Debbie |
E3 |
RC |
E3 = RE-ENTRY CONTACT PERSONNEL:
Designated persons in academic areas who will assist with re-entry after a
weather emergency.
N = NONESSENTIAL PERSONNEL : Designated
persons in academic areas whose positions are not patient-related and whose
presence is not essential in carrying out the Institutional mission, cannot
leave campus/hospital until released by supervisor and must return to work as
usual under normal operations after emergency status has ended.
These codes will be used in radio or
television communications. For example, after a weather emergency, a message on
the radio might instruct all employees from the UTMB academic areas whose
classification code is E2 to report to their area on Tuesday morning; all
employees whose classifications are N, or E1 to report on Wednesday morning. It
is, therefore, important that all academic area employees be aware of their
classification as specified in the internal department plan.
ATTACHMENT 4: GUIDELINES FOR PREPARATION OF
DEPARTMENTAL EMERGENCY WEATHER PLANS FOR HAZARDOUS MATERIAL USE AND STORAGE AREA
INTRODUCTION
In order to assist academic departments in
the preparation of their departmental weather plan for areas where hazardous
materials are used or stored, the following guidelines are provided.
PURPOSE
The purpose of this guideline is to
minimize the potential for the release and spread of hazardous materials due to
the effects of flooding or high wind forces. Hazardous material use and storage
areas in basements and on ground floors should be considered susceptible to
flooding. Such areas located in rooms having outside windows should be
considered susceptible to damage from high winds and flying debris.
SPECIFIC PROVISIONS
Specific activities are required as each
category of the ACADEMIC WEATHER PLAN is implemented. (Refer to Classification
Codes for SAHS Personnel - ATTACHMENT # 3). Each distinct Laboratory shall have
assigned personnel and alternates to ensure that all laboratory areas are
secure. Principal Investigators/Authorized Users are to assume the
responsibility to see that proper precautions are taken to reduce loss, damages
and potential health hazards should severe flooding or a hurricane occur.
Departmental emergency weather plans for
areas where hazardous materials are used or stored should specifically provide
for the following courses of action:
Step 1 (Preparation Stage)
1. Radioactive materials and wastes shall
be gathered and transferred to designated areas. (Specific need to be given).
a. Areas susceptible to flooding
Existing weather conditions permitting,
radioactive waste shall be transported to the Office of Environmental Health
& Safety waste facility in Room 224, Basic Science Building for disposal.
Note: due to limited space, only waste from flood prone areas will be
accepted. Otherwise, radioactive waste shall be moved to designated areas
above the first floor for temporary storage.
Radioactive materials (other than
waste) shall be moved to designated areas above the first floor for
temporary storage (call Environmental Health and Safety for a list of
designated temporary storage areas).
b. Areas susceptible to damage from
high winds and flying debris Radioactive materials and wastes shall be moved
into secure locations, such as:
refrigerators
storage cabinets with doors
storage closets
rooms not susceptible to damage from high winds or flying debris
All radioactive material containers
should be clearly marked as to their contents and labeled "Radioactive". As
much as possible, materials should be placed in waterproof or plastic
containers. All containers should be securely closed so that they will not
loose their contents should they be upset. Temporary storage locations not
already so marked shall be labeled with "Caution Radioactive Material"
labels (these temporary labels must be removed after the radioactive
materials are returned to their normal location).
2. Gather emergency supplies such as
tape, plastic, packing boxes and flashlights. (Include a list of requirements
and where they are stored.)
3. Back up all data files. ATOS Origin
(computer) personnel will work with departments to ensure the safety of
equipment and files.
4. Hazardous chemicals and biological
agents must be properly packaged, labeled and removed from areas with windows
and areas subject to flooding. (Specifically identify areas and make prior
arrangements for a place for these materials to be moved).
Step 2
5. Complete back up of all data files.
6. Any chemicals, which have not been
moved to a safer location or packed into a sealed drum, must be secured as
best possible, such as a flammable storage cabinet.
7. All refrigerators, freezers,
incubators, etc., should be locked or taped shut.
8. Electrical equipment should be
unplugged (other than refrigerators/freezers.
9. All damageable supplies and equipment
shall be placed at least four feet above floor level, if possible.
10. Prepare warning signs to place on
doors in Step 3.
Step 3
11. The last person out of each area
shall shut and lock all doors.
12. Place a sign at the top area of each
door stating:
a. room contents
b. nature of hazard involved with re-entry following flooding an/or power
outage
c. name and method of contacting the person who can supply additional
emergency information
NOTE: In the event that a hurricane and/or
substantial flooding has occurred, laboratory personnel are not to re-enter the
building until they have been advised that it is safe to do so by checking with
the Environmental Health and Safety Officer in the Emergency Command Center.
ATTACHMENT 5: GUIDELINES FOR PREPARING
AREAS FOR WEATHER EMERGENCIES
HURRICANE PREPAREDNESS
ORDERING INFORMATION FOR SUPPLIES
Supplies may be ordered through UTMB
Materials Management. Other UTMB Vendors are
Pret's Ace Home Center
2102 - 45th Street
Galveston, Texas 77551
Phone: 763-1633
The Home Depot
702 65th Street
Galveston, TX 77551
Phone: 744-4895
Sheet, Polyethylene, Plastic, Clear, 10' X
100', 4 mm thickness
Bags, Plastic, 3 mil, 39 gallon capacity, Ace Trash Bags, 24/bx
Silver Duct Tape, 2" wide, large roll 30 yd.and 50 yd.
ATTACHMENT 6: UTMB HURRICANE PLANNING
There are a number of things that you
should do before a hurricane threatens. Some of these are outlined here, and a
more complete reminder list can be obtained from the National Weather Service.
- Determine now whether your residence
will be safe from flooding and wind damage. If you decide your family should
relocate, make arrangements now with friends or relatives in a safer area.
- Plan the route you will use to evacuate.
Roads will be heavily congested with people fleeing the lowlands. Waiting too
long may result in being stranded on the highways for the duration of the
storm.
- Train your family now in these hurricane
plans, so that your family will be prepared in the event you are a member of
the disaster team, or in the event that road conditions preclude leaving the
island.
- Now is the time to check that you have
hurricane supplies like non-perishable food, water, flashlights, batteries,
candles, material for covering windows, and perhaps of greatest importance, a
good battery powered radio.
- When a hurricane "warning" is issued,
anchor objects outside protect windows, lower antennas, store small objects in
your garage, or other shelter, and check that your cars have adequate
gasoline.
- During the storm, stay inside the house,
away from windows. Remember that hurricanes may spawn tornadoes.
- Following the storm, beware of
conditions outside. Listen to the radio for reports by your city officials on
drinking water quality, roads, and electrical hazards. When you do venture
outside, you may be in a new world of physical hazards from glass, nails,
fallen electrical wires, fallen trees, and snakes.
- Re-entry car stickers are required to
re-enter the island after a weather disaster. Stickers from previous years are
still valid. Re-entry decals will be available in mid June from UTMB Police.
Call extension 21503 with a total departmental or divisional request.
Although we do not anticipate any hurricane, the danger always exists each
year from June to November, therefore, it's important that each of us be
prepared.
ATTACHMENT 7: PREPARATION SUGGESTIONS FOR
ESSENTIAL PERSONNEL
In the event of a hurricane watch, begin
preparations at home.
1. Board and tape windows
2. Remove pictures from walls
3. Remove area rugs
4. Bring in outside furniture, potted plants, garbage cans
5. Move your car to high ground; remember to fill the gasoline tank
6. Fill any containers, bathtubs, etc. with h20
7. Turn off gas
8. Turn off H20
9. Turn off electricity
Closely follow the radio and/or TV
monitoring disaster plan for UTMB.
Suggestions when coming into the hospital:
1. Bring ID badge. You and your family
will not be able to get in unless you have it.
2. Be sure about location of your family members if they are staying outside
the hospital.
3. Bring items on the list.
4. If family members leave the hospital they must have a wristband to return.
5. Parking may not be available if you are not here early.
6. There are facilities available for childcare on the premises.
ATTACHMENT 8: SUGGESTED ITEMS FOR ESSENTIAL
PERSONNEL TO BRING FOR 5 DAYS
FOOD
Canned goods - variety might include
juice, vegetables, soup, etc.
Non-perishables (cereal, peanut butter, granola bars)
Bottled Water (4 gallons)
Bread or Crackers
Coolers with Ice
Soda or other non-alcoholic drink
MISCELLANEOUS
ID Badge (required)
Laminated Parking Permit from the ECC (required)
Bedding (pillow, air mattress, blankets)
Clothing for self (shorts, sandals, other loose comfortable clothing)
Personal Medication
Soap, hygiene items
Plates, cups, utensils for self
Flashlight and extra batteries
Radio - battery-powered
Fan (non-electric)
Recreational items (cards, games, etc.)
Paper towels and/or bath towels
Can Opener - Non-electric
Any other items for the comfort & well being of families
