EMERGENCY RESPONSE PLAN FOR HURRICANES, STORMS OR FLOODS 2014

Transcription

1 ANA G. MÉNDEZ UNIVERSITY SYSTEM OFFICE OF THE VICE-PRESIDENT OF ADMINISTRATIVE AFFAIRS Office of the Auxiliary Vice-President of Security and Occupational Health EMERGENCY RESPONSE PLAN FOR HURRICANES, STORMS OR FLOODS

2 INDEX I. Introduction II. Purpose III. Objectives VI. Scope V. Emergency Response Committee of the COEC and COEI VI. AGMUS Central and Institutional Emergency Operations Centers 7 (COEC) and (COEI) VII. Action Plan Communication Management Plan Plan for Emergency Response to Río Piedras River Flooding Central Emergency Operations Center (COEC) Directory Agency Directory Definition of Meteorology Terms Saffir-Simpson Hurricane Wind Scale Hurricane Trajectory Map (Appendix) 2

3 I. INTRODUCTION Due to its geographical location, Puerto Rico is exposed to weather phenomena such as hurricanes, storms and floods. These natural disasters cause emergency situations for which we have established adequate procedures that allow us to respond efficiently and take the necessary precautions to protect lives and property in the Ana G. Méndez University System. The AGMUS has taken special safety measures and we orient all the University Community about the provisions to respond to an emergency due to these natural phenomena. For this, we developed and implemented this Emergency Response Plan, Emergency Committees were created, and the Central Emergency Operations Center (COEC, in Spanish) and the Institutional Emergency Operations Center (COEI, in Spanish) were established. II. PURPOSE The purpose of this Emergency Response Plan for Hurricanes, Storms or Floods is to provide a guide for the Action Plan, Emergency Committee, Duties, Responsibilities and Procedures established at the AGMUS to respond to and manage an emergency situation effectively and rapidly so as to mitigate the effects of these weather events. 3

4 III. OBJECTIVES Define the composition, functions and responsibilities of the Committee for Response to Emergency Due to Hurricanes, Storms or Floods. Define the function of the AGMUS Emergency Operations Centers and maintain communication among them, before, during and after the emergency. Prevent damage to AGMUS personnel and property. Determine damage to the Institutions and begin the pertinent claims as soon as possible. Facilitate resuming operations, as soon as possible, after the emergency. IV. SCOPE The Guides, Procedures and Action Plan provided in this Plan are aimed at protecting everyone in the University Community as well as the property of the AGMUS. V. COEC AND COEI EMERGENCY RESPONSE COMMITTEES For the management of an emergency and communication during the emergency to be effective, it is vital that all the University Community be aware of the Composition, Responsibilities, and Functions of the Committee for Response to Emergency Due to Hurricanes, Storms or Floods, described as follows: 4

5 A. Composition of the COEC Emergency Response Committee President Chancellors Vice-President of Administrative Affairs Vice-President of Marketing and Student Affairs Vice-President of Finance Vice-President of Human Resources Vice-President and General Manager of Sistema TV Vice-president of Planning and Academic Affairs Associate Vice-President of Telecommunications Assistant Vice-President of Information Systems Associate Vice-President of AGMUS Safety and Occupational Health B. Composition of the COEI Emergency Response Committee Chancellor or Representative Vice-Chancellor of Academic Affairs Vice-Chancellor of Student Affairs Assistant Vice-President of Human Resources Vice-Chancellor of Operations and Physical Facilities Assistant Manager of Physical Facilities and Operations Director of Off-Campus Centers Director of Security and Guards Assistant Manager of Administrative Services Vice-Chancellor of IT Director of Public Relations Physical Facilities and Operations Personnel (Subcommittee) Vice-Chancellor of Outreach 5

6 C. Support Group * Health Services Concessionaires with facilities within the Institutions Bursar at UMET, UNE and UT. D. Functions and Responsibilities of the Emergency Response Committee of the COE and the COEI Prepare, provide and give orientation to the University Community about the guides and procedures established to manage an emergency due to weather phenomena. Maintain the University Community informed before, during and after the emergency. Coordinate and take the necessary measures to protect the University Community and the AGMUS property. Coordinate and take the necessary measures to maintain order. Reestablish, as soon as possible, normal conditions once the phenomenon has passed. Should maintain communication and coordinate the necessary activities with the following agencies during the emergency: o National Guard o News Media o American Red Cross o Puerto Rico Police o Puerto Rico Telephone Co. o Puerto Rico Fire Department o PR Electric Power Authority o National Weather Service o Water Resources Authority o Health Department (dispensaries or private hospitals) o State Agency for Emergency and Disaster Management * Members of the Support Group will be part of the COE as needed. 6

7 VI. AGMUS Central and Institutional Emergency Operations Center (COEC) and (COEI) The Central Emergency Operations Center (COEC) and the Center for the Institutions (COEI) will be the place the Committee will be meet before, during and after the emergency. In this center, the personnel (Sub-Committee) designated by the Vice-Chancellor of Operations and Physical Facilities of each Institution, will meet to collaborate tasks in organization, cleaning, installation and removal of equipment. The COE will be located at the following areas: A. Location COEC AGMUS Central - Conference Room, Amalia Marín Building COEI Universidad del Turabo - Physical Facilities and Operations Division COEI Universidad del Este - Physical Facilities and Operations Division COEI Universidad Metropolitana - Amalia Marín Building B. Equipment and Materials Inventory Each of the Institutional Emergency Operations Centers (COEI) should have the following equipment and materials, as a minimum: 1) Equipment Electric power generator Telephones, mobile phones and radios for communication Radio receivers to hear bulletins from the National Weather Service First aid equipment Portable lamps Protective boots and helmets Tools and equipment to cut and remove tree branches Containers for drinking water, gallons of water; sufficient to provide three (3) gallons of water for each member of the brigades and for each associate present. 2) Materials Hurricane trajectory maps Physical facility blueprints List with name and address of key personnel Telephone numbers of agencies that provide emergency services 7

8 VII. ACTION PLAN A. First Phase Preparation (Continuous from May 1 31) In this preparation phase, inspections and activities are done to ensure that we have the information, material and equipment necessary and updated so as to be prepared, in accordance with this Plan, to respond effectively to an emergency. Functions, Responsibilities and Activities that should be done in this phase: AGMUS Associate Vice-President of Safety and Occupational Health Revise and distribute the Emergency Response Plan for Hurricanes, Storms or Floods. Provide orientation to the University Community about this Plan. Meet with the Emergency Response Committee, discuss the plan with its members and have practice exercises. Meet with the Vice-Chancellor of Operations and Physical Facilities, and the Directors of Security to review their functions and responsibilities in this plan. Coordinate inspections in the Institutions to ensure compliance with the provisions of this plan. Revise and distribute the Telephone Directory of the AGMUS Executives. 8

9 Vice-Chancellor of Operations and Physical Facilities, and Director of Security and Guards Perform detailed inspections to the Physical Facilities and coordinate the necessary repairs an the Main Campus and the Off-Campus Centers, so as to correct any deficiencies that may pose a risk. Coordinate the removal of debris, trash or materials that may be dragged by wind or water currents. Secure the electric and telephone lines, by cutting tree branches that may affect them. Keep First Aid kits with the necessary articles. Maintain an adequate inventory of materials, tools and equipment necessary for an emergency situation. Ensure that there are metal sheets or boards available to protect vulnerable areas in each structure, provide storage for those protective boards and perform the structural preparations necessary for the installation. Fill the fuel tanks for the main and portable auxiliary power generators. Identify companies that will handle the protection of the towers and telecommunication antennae and other transmission equipment of Sistema TV and any other AGMUS property. Identify places that are susceptible to flooding and oversee cleaning the drains. Appoint a Sub-Committee that will be responsible for organizing, cleaning and removing equipment form the facilities. Should update and have available the phone numbers of the persons selected. If necessary, establish a specific Mitigation Plan to deal with special needs that must be handled at the Main Campus and Off-Campus Centers, such as: flood prone areas, construction in process, among others. This plan should be established in coordination with the Off-Campus Center Director, for the purpose of handling different needs. 9

10 B. Second Phase Mitigation (96 hours before) Vice-President of Administrative Affairs Activate and direct the COEC at the AGMUS. Will recommend and inform strategies to follow. Associate Vice-President of Safety and Occupational Health In coordination with the Vice-Chancellor of Operations and Physical Facilities for each Institution, activate the Emergency Response Plan for Hurricanes, Storms or Floods, and will remain in constant communication. Vice-President of Marketing and Student Affairs Coordinate with the Public Relations Personnel to establish communication strategies for the internal public and the communication media. Direct the process of compiling information, monitoring media, preparing press releases or letters and sending information to the media. Vice-Chancellor of Operations and Physical Facilities Presides the Emergency Response Committee at his/her Institution. Activate the COEI and the Plan at the Institution and Off-Campus Centers. Give instructions to the Directors of the Off-Campus Centers and the Directors of Security, and will remain in constant communication. Remain in communication with the COEC. Determine the activation of personnel form Physical Facilities and coordinate the activation of personnel from other areas, according to the needs of the Institution. They shall perform the following functions: Coordinate the transportation and equipment to perform preventive measures and actions taken during and after the emergency. Distribute and install hurricane panels. Take the necessary measures to protect material and equipment exposed to the severe weather. 10

11 Director of Security and Guards Maintain communication with the government agencies and coordinate with them for the necessary services. Coordinate and take measures necessary to protect the University Community and AGMUS properties. Assign adequate guards to maintain order. If the hurricane, storm or flood watch occurs on a weekend or holiday, he/she will be responsible for notifying the Vice-Chancellor of Operations and Physical Facilities about the emergency. Remain in communication with the AGMUS Associate Vice-President of Safety and Occupational Health. Vice-Presidents, Chancellors, Vice-Chancellors, Off-Campus University Center Directors, Department Directors, Heads of Departments Heads of Departments o Coordinate to protect property and equipment in their charge. o Designate personnel in their offices to protect material that can be affected by rain or wind. o Coordinate to move desks, file cabinets, typewriters, computers and other office equipment away from windows and doors. o Coordinate with the Director of Security and Guards for the control of property movement to be done in their area before the emergency. This will help prevent losses and ensure that the property can be located when operations resume. o Coordinate with the Vice-Chancellor of Operations and Physical Facilities for any other measure, including orientations necessary for office personnel and specific needs of their work areas. Deans of Department of Science and Research o Ensure and coordinate with the faculty and researchers and the Vice-Chancellor of Operations and Physical facilities for the interruption of electrical power in the Academic Laboratories. 11

12 Directors of IT and Telecommunications o Ensure and coordinate with the Computer Laboratories Technicians and the Vice- Chancellor of Operations and Physical Facilities for the interruption of electric power and network equipment in the Computer Laboratories. Vice-President of Financial Affairs o Assign funds to the Vice-President of Administrative Affairs, Vice-Chancellor of Operations and Physical Facilities and the Directors of the Off-Campus University Centers, for necessary expenses and restoring facilities. C. Third Phase Response (Hurricane, Storm or Flood Watch 48 hours before) Before the Emergency Vice-Chancellor of Operations and Physical Facilities Conclude tasks for protecting property and installation of hurricane shutters in the Institutions, Off-Campus Centers and other installations that are AGMUS property. Secure gas cylinders or any container with flammable content. The Physical Facilities Sub-Committee will work to provide fuel and oil for vehicles and move them to places that offer maximum protection, so that they may be used at the necessary time. Perform a final inspection and pick-up of debris that may cause damage. The COEC and the COEI should maintain communication. Ensure that the COEC and the COEI are equipped with the supplies and equipment necessary for the personnel designated to work during the emergency. 12

13 Heads of Departments Should conclude their tasks of protecting the property in their work areas. Directors of Off-Campus Centers Evaluate the weather conditions and possible risks in an emergency near their Center. Communicate with the primary response agencies, such as: police, municipal emergency management, municipal public works, etc. Verify accesses to roads, blockages or problems with the electric power, among others. Fifteen (15) minutes after learning of the emergency, the Directors will submit a report or telephone communication, promptly, to the corresponding Division of Physical Facilities. May not determine to cease operations, without consulting the Central Committee. Director of IT and Telecommunications At the opportune moment, and in coordination with the Heads of Departments, disconnect the telephone switchboards, microwave radios on the private network, main computers, department servers, laboratories and additional equipment of the communication network. Vice-President of Administrative Affairs Gather all the information on the hurricane or storm (location, intensity, speed and trajectory) and determine the estimated time ( 0 ) it is expected to affect Puerto Rico. Maintain the personnel working in the COEC at the AGMUS and the COEI updated and informed. Chancellor In coordination with the Vice-President of Marketing and Student Affairs, maintain the University Community informed of the progress of the emergency and about any decision regarding operations. Also, urge them to stay alert and maintain order. Directors of Public Relations Coordinating with the Chancellor, establish a message to be offered to students that call the Institution requesting information. In coordination with the Vice-Chancellor of Operations and Physical Facilities and the Director of Security, evacuate students from the Main Campus and / or Off-Campus Center, as indicated in the communication. 13

14 D. Fourth Phase Contingency Plan (Hurricane, Storm or Flood Watch 24 hours before) Central Emergency Operations Center Committee (COEC) Official notice of suspension of work for pertinent personnel. Activate emergency support team. Vice-President of Marketing and Student Affairs Coordinate with radio and television stations and the press about the message to suspend operations in the Institutions. Place notice on the AGMUS web page. Vice-Chancellor of Operations and Physical Facilities Disconnect electric power switches and gas system when the hurricane is imminent. Notify project contractors to suspend work. Secure official vehicles in designated areas. Maintain communication with the Directors of Off-Campus Center to stay informed of the conditions of their facilities. Activate the Physical Facilities personnel that will respond during the emergency. Heads of Departments Final inspection to protect equipment and documents Directors of Security and Guards Activate the Security Guards that will remain in the facilities during the hurricane. Coordinate the closing of the facilities, after evacuating the University Community. E. Fifth Phase Hurricane (Emergency Management) Committee for Institutional Emergency Operations Center (COEI) Monitor weather conditions. Maintain communication with the COEC. Restrict access to the Institutions. Disconnect utilities, before weather conditions become dangerous. Maintain communication with the security team. Monitor equipment and facilities of the Institution. Communicate with Emergency Management agencies and verify the available accesses to the Institutions. During the Emergency 14

15 Associates, security guards and members of the Response Committee designated to work during the emergency, should remain inside the COE or other designated location. Each committee and the Vice-Chancellors of Operations and Physical Facilities will designate the personnel that will remain during the emergency, if necessary. The Vice-Chancellor will coordinate with the Director of the Off-Campus Centers. F. Sixth Phase Recovery (After the Hurricane, Storm or Flood) Emergency Response Committee When the National Weather Service reports the danger has passed, all members of the Emergency Response Committee, and the Special Sub-Committee selected by the Vice-Chancellor of Operations and Physical Facilities, will report to the COEC and the COEI during the following work hours to begin the recovery phase. The members of the Emergency Response Committee that remained at the COE during the emergency, will be relieved by other personnel. Vice-Chancellors of Operations and Physical Facilities Perform an initial evaluation of damages and take measures for protecting and securing property, the Institution and the Off-Campus Centers which were exposed or affected, avoiding exposure to unnecessary risks. Take photographs of buildings, property, equipment and materials that were damaged and submit a preliminary report to the Vice-President of Administrative Affairs, for the purpose of filing insurance claims. Will not allow access to any person, until all the facilities are inspected and it is confirmed that they are in safe condition. If it is determined that the area is affected by broken power lines, the PR Electric Power Authority or the nearest Emergency Management Office should be notified, for their corresponding action. For safety, access will not be allowed until the situation is corrected. After eliminating all the risks, debris, materials and equipment, among others, may be removed. o Streets will be cleared, debris removed and buildings will be cleaned so as to resume operations as soon as possible. Electric equipment will not be connected until they have been examined and certified by a licensed electrician. The electrician will also examine and certify the power supplies, to prevent short circuits. 15

16 Reactivating the telephone switchboard will be a priority, after being examined for possible short circuits. The Vice-Chancellor of Operations and Physical Facilities will coordinate the reactivation of the switchboard with the Telecommunications Administrator. The Directors of the Off-Campus Centers will perform an initial evaluation of damages at their Center and notify the Vice-Chancellor of Operations and Physical Facilities of their Institution, with a report of requirements to reestablish operations. The Vice-Chancellor of Operations and Physical Facilities, with the designated associates, will perform a final evaluation of damages and safety conditions of the property and will prepare a report of estimated losses. This report will be submitted to the Vice-President of Administrative affairs and to the Institution s Chancellor, as soon as possible. The Vice-president of Administrative Affairs will submit a final report to the President. Vice-President of Marketing and Student Affairs Coordinate communication with the Public Relations Directors of the Institutions. Coordinate, with the Public relations team, communication with the news media regarding the return to work and resuming classes for students. Telecommunications Administrator and OCIT Network Manager Coordinate restoring computers, servers and telecommunications of the AGMUS. Chancellor and Vice-Chancellor of Student Affairs The Chancellor and Vice-Chancellor of Student Affairs will analyze and modify the Academic Calendar, if necessary, to ensure compliance with class hours. They will notify the changes to the University Community and the Vice-President of Marketing and Student Affairs. The Chancellor and Vice-Chancellor of Student Affairs will establish an Information Center to gather information and register affected students. The Vice-Chancellor of Student Affairs will coordinate with the Vice-President of Marketing and Student Affairs for notices in the media, informing the contact phone number so students can register. 16

17 COMMUNICATION MANAGEMENT PLAN The purpose of this plan is to establish and make official the procedure for managing information and the process of communication for any crisis or emergency situation, before, during and after the event. It defines the functions of the Communications committee, made up by the Vice-President of marketing and Student Affairs (who directs the Committee), the team from the Office of the Associate Vice- President of Public Relations, and the Directors of Public Relations of the Institutions. The members of this Committee are the only associates authorized to send official information about the AGMUS to the communication media. I. General guides for decision making in the communication process during an emergency It is an AGMUS policy to act immediately to notify decisions, in emergency situations, to the University Community, the communication media and the general public. The Vice-President of Marketing and Student Affairs is the official in charge of managing information and the communication process during an emergency. Upon receipt of a report from the Vice-President of Administrative Affairs or the COEC Director, the Vice-President of Marketing and Student Affairs, in coordination with the Public Relations team, is responsible for A. Disseminating, immediately, the information among the internal and external public to avoid other non-official sources being quoted. B. Direct the process of communication, guaranteeing the credibility and reputation of the AGMUS. The Vice-President of Marketing and Student Affairs will have the consent of the President and Chancellors to reveal the actual data of the emergency and the determination of the AGMUS. C. Consult legal affairs with the System Legal Counsel, before publishing information. II. Action Plan A. The Vice-President of Marketing and Student Affairs will convene the Communication Committee, after receiving a complete report from the Vice-President of Administrative Affairs. B. The Committee will review and approve the text of letters, press releases, among other documents, before their distribution. The Vice-President of Marketing and Student Affairs will previously inform the President of any official version to be published regarding the impact of an event at the AGMUS. The 17

18 Executive has the authority to edit the material and make other recommendations before sending it to the media. C. The Spokesperson The AGMUS Spokesperson is the President or in his/her place the Vice-President of Marketing and Student Affairs. In particular cases where a crisis situation affects a specific Institution, the President may designate the Chancellor as the Spokesperson who will coordinate the communication with the Office of the Vice-President of Marketing and Student Affairs, and the Public Relations Director of the Institution. III. Communication Process Before the emergency A. The Vice-President of Marketing and Student Affairs will convene the Communication Committee to analyze the situation and determine the information to send to the public before an emergency situation. B. The Public Relations Directors will keep the university community of their Institution informed, including students and associates. C. The Office of the Associate Vice-President of Public Relations will be responsible for maintaining the associates of the AGMUS Main Administration informed. D. The Public Relations Directors, in coordination with the Office of the Associate Vice-President of Public Relations, will write the official news release with the AGMUS version. The AGMUS Media Director will send the press release with the information that can be anticipated, such as suspending classes and work, among other information. E. For situations exclusive to one Institution, the Public Relations Director will be responsible for writing the press release and sending it to the news media. The main radio stations will be used: WKAQ AM Radio Reloj, Noti-Uno, WAPA Radio, Radio Isla and other local and regional stations. Television channels 2, 4, 6, 11 and 40. Daily newspapers El Nuevo Día, Primera Hora and El Vocero. AGMUS Interactive Service Network Twitter (@suagm-ana G. Méndez) Facebook (Ana G. Méndez University System Official Page) 18

19 F. For notifying the internal public and students, if conditions allow, , the Internet or other digital system will be used for communication. During an emergency A. The Associate Vice-President of Public Relations will coordinate the production of a message for the telephone switchboards and the Contact Center (1-800-SISTEMA). B. The Communication Committee will continue monitoring the media to stay apprised of events, revise or update information in communications and to be able to make recommendations. After the emergency A. The Office of the Associate Vice-President of Public Relations, in coordination with the public Relations Directors, will be responsible for updating information according to the situation and will send press releases to the main communication media. B. The Office of the Associate Vice-President of Public Relations is responsible for updating and deactivating the emergency messages of the switchboards and the Contact Center. IV. Communication Process The President or Vice-President of Administrative Affairs will convene a meeting for the AGMUS Emergency Response Committee. As conditions allow, communication between officials will be in meetings or by phone. 19

20 Information Flowchart President Chancellors VP Administrative Affairs VP Marketing When the situation affects a particular Institution, the President may designate the Chancellor as Official Spokesperson. The Chancellor will evaluate the situation, make decisions and inform the President and Vice-President of Administrative Affairs. The Chancellor will inform the Vice-President of Marketing and Student Affairs to coordinate with the Public Relations Director to comply with the Communication Plan for Emergency Situations. Coordinate the processes and decisions made by the AGMUS team in charge of emergencies with the Public Relations team. Direct the communication process for the external public, including mass communication media. Coordinate communication with employees through Human Resources. Direct the communication process between the University community, press, TV, and radio, before, during and after the emergency. Coordinate the communication process with the Public Relations Directors of the Institutions. 20

21 EMERGENCY RESPONSE PLAN FOR FLOODING OF RÍO PIEDRAS RIVER Purpose Develop and implement an Emergency Response Plan for Flooding of the Río Piedras River that includes the creating a Committee and the procedures, responsibilities and functions its members should follow. Objective Evacuate the Student Parking Areas in an ordered manner and in a reasonable time to prevent losses due to flooding in the Río Piedras River. Emergency Response Committee for Flooding of the Río Piedras River The following committee is formed to handle emergencies due to flooding of the Río Piedras River. Director of Security and Guards Director of Parking Coordinator of Safety and Occupational Security Parking Coordinator Security Sergeants Training The Associate Vice-President of Safety and Health, in coordination with the Director of Security and Guards, will be the facilitators and responsible for properly training all members of the Committee, Security Guards and Parking Personnel. Procedure 1. On rainy days, the Director of Parking, in coordination with the Security Duty Sergeant, will be responsible for monitoring the Río Piedras River every 30 minutes. 2. When they observe the river is reaching its danger point, the Security Sergeant will activate the Emergency Response Plan for Flooding of the Río Piedras River, as follows: The Duty Sergeant will designate one of the officers to remain near the river and monitor it every 15 minutes. He/she will immediately communicate with the Physical Facilities Office and inform the Director of Security of the emergency, who will notify the Chancellor. The Director of Security, in coordination with the Duty Sargent, will give instructions to the Director of Parking to activate personnel, close accesses and maintain control of the parking area. They will also be responsible for directing and placing vehicles in safe parking areas. 21

22 Ex: Parking Area G, Faculty Parking Area, Employee Parking Areas, etc. The Duty Sergeant will give instructions to the Administrative Assistant of Physical Facilities and, if absent, the Security Officers to activate the alarm system and loudspeakers for emergencies. The system will activate when the telephones from Control, Physical Facilities and Main Gate are picked up and code 8700 is entered. After two tones, dial 00. The following message is given: All vehicles parked in the lower area of the student parking lots must be removed immediately. They are in danger of flooding. The message is repeated five times at once. Then it is repeated every five minutes for 20 minutes. The Duty Sergeant will designate Security Officers to visit the classrooms and offices to notify students and associates to remove their vehicles from the flood prone areas. This process will continue until the parking areas has been evacuated and the situation returns to normal. 3. In situations where the rain begins in the evening hours, weekends or holidays, the Director of Parking, in coordination with the Duty Sergeant, should remain alert to the situation and, if necessary, activate the previously describes Emergency Response Plan. When the Emergency Response Plan is activated in the evening, the Officer at the main gate will be responsible for activating the loudspeakers and sending the messages, as describes previously. When the emergency arises in the evening hours, the director of Parking and his/her personnel will be responsible for closing the accesses to the parking areas and leave personnel controlling these areas. The Security Officers will be responsible for verifying and ensuring that the accesses were closed and are under control for when the morning personnel and students arrive. 4. No person is authorized to give information to the press or news media nor particular persons, regarding damages to vehicles in flood prone areas of the Universidad Metropolitana. Nor can they offer information regarding the owners of the affected vehicles. 5. The Vice-President of Marketing and Student Affairs is the person designated to direct the Communication System in emergency situations. 22

23 DIRECTORY CENTRAL EMERGENCY OPERATIONS CENTER (COEC) Location: Conference Hall, Amalia Marín Building Telephone Switchboard: (Exts. 6425, 6508, 6997) Fax: DIRECTORY INSTITUTION EMERGENCY OPERATIONS CENTER (COEI) (For Official Use Only) Location Telephone UMET Amalia Marín Building Tel Exts. 6425,6508,6997 Fax Emergencies (787) UT Physical Facilities and Operations Division Tel. (787) Exts. 4402,4403 Fax: Emergencies (787) UNE Physical Facilities and Operations Division Tel Exts. 2400, 2403, 2405 Fax: Emergencies (787)

24 ANA G. MÉNDEZ UNIVERSITY SYSTEM OFFICE OF THE VICE-PRESIDENT OF ADMINISTRATIVE AFFAIRS Office of the Assistant Vice-President of Safety and Occupational Health Institution and Off- Campus Centers AGENCY DIRECTORY AGMUS INSTITUTIONS AND OFF-CAMPUS CENTERS Emergency State Police Municipal Police Fire Department Management UMET Cupey (787) (787) (787) /1115/1118 (787) (787) Bayamón (787) (787) /9955 (787) (787) /2350 /3030 Aguadilla (787) /6843 (787) (787) (787) /4040 (787) (787) Jayuya (787) (787) /1329 (787) (787) /4040 Comerio (787) (787) (787) (787) UNE Carolina (787) (787) (787) (787) (787) /0990/0991 (787) (787) Barceloneta (787) (787) /2424 (787) (787) (787) Utuado (787) (787) (787) (787) Santa Isabel (787) (787) /2065 (787) (787) Yauco (787) (787) (787) (787) /1212/2104 (787) (787) Cabo Rojo (787) (787) (787) UT - Gurabo (787) (787) to 5511 (787) (787) (787) (787) (787) (787) (787) al 7528 (787) /2111 (787) (787) (787) (787) /4115 (787) (787) (787) (737) (787) (787) Barceloneta (787) (787) (787) /0991 (787) (787) Naguabo (787) (787) /0565 (787) /1320 (787) (787) Ponce (787) /8272 (787) (787) (787) (787) (787) (787) (787) (787) (787) Cayey (787) (787) (787) (787) Isabela (787) (787) /3001 (787) (787) Yabucoa (787) /2666 (787) /2215 (787) /2622 (787) (787) (787) (787) (787)

25 AGENCY DIRECTORY EMERGENCY State Agency for Emergency Management and Disaster Administration Electric Power Authority Water Resources Authority Ext. 2056, 2998 National Building Maintenance J. J. Petroleum FEMA Chapel & Associates, Inc. (Insurance) Puerto Rico Fire Department Puerto Rico Police State Medical Emergencies Medical Center American Red Cross State Agency for Emergency Management and Disaster Administration in Aguadilla State Agency for Emergency Management and Disaster Administration in Ponce National Weather Service in San Juan, P.R Quality Air Dayna Electric

26 DEFINITION OF METEOROLOGICAL TERMS 1. Tropical Cyclone: Generic Term for a wind system in the form of a spiral that moves across the Earth s surface. It has closed circulation around a center. In the northern hemisphere winds blow counterclockwise. 2. Tropical Depression: An organizes system of clouds with a defined circulation and maximum sustained winds of less than 39 mph. Considered to be a tropical cyclone in its formative stage. 3. Storm: An organized system of clouds with a defined circulation and maximum sustained winds between 39 and 73 mph. 4. Hurricane: A cyclone with maximum intensity with maximum sustains winds of 74 mph or more. It has a very defined center and very low barometric pressure. Winds of over 155 mph have been recorded in the most intense hurricanes. Hurricanes are a natural process of the planet to transport excess heat from the tropics to colder regions. 5. Eye or Vortex: Central area of a cyclone characterized mainly by relatively calm winds. This central zone is called the eye. It is about 15 to 20 miles in diameter. Winds are light in this area and the sky may be clear or partially covered with clouds. The strongest and most violent winds are immediately around the eye. 6. Gust: Air movement of short duration where high winds suddenly occur. 7. Gales: General term for strong winds between 39 and 54 mph. 8. Squall: Strong winds usually associated with a thunderstorm or downpour that suddenly increase in speed and maintain a maximum speed of 18 mph or more for a period of tow or three minutes, and then decrease rapidly. 9. Travel Speed: Speed of the movement of the mass of the hurricane. Should not be confused with wind speed. 10. Bulletin: Information published by the National Weather Service between WARNINGS for the press, radio and television regarding the latest details of a hurricane, storm or tropical depression. They also publish BULLETINS related to waves from the east with unstable weather, high surf and flooding; the geographical coordinates, latitude and longitude are not specified in these informative bulletins. 11. San Juan National Weather Service Forecast Office: Office that operates continuously with a minimum of two meteorologists and a hydro meteorologist technician in eight hour shifts. This Office serves residents and visitors in Puerto Rico and the U.S. Virgin Islands emitting forecasts, including marine interests. One of its most important tasks is to coordinate with the National Hurricane Center and emit press releases, warnings and watches during Hurricane Season. If necessary, they activate the Emergency Alert System (EAS), interrupting local radio and television programming, for any emergency situation related to weather events. 26

27 12. Hurricane Advisory: The National Weather Service San Juan Office emits an announcement of the development of a hurricane or tropical storm (that may turn into a hurricane) and is located at a distance of 1,000 miles east of Puerto Rico. A watch has a generally informative nature and has details about the location, intensity, direction of the movement of the hurricane or storm. Hurricane ADVISORIES are numbered and emitted regularly every six hours (at 5:00 am, 11 am, 5 pm and 11 pm). 13. Hurricane Watch: Is emitted when a hurricane or tropical Storm (that can become a hurricane) is located at approximately 700 miles East of Puerto Rico and may pose a threat to the Island in 36 to 48 hours. A WATCH is not a WARNING; it only indicates that a hurricane is approaching and the public should stay informed of the situation and be prepared to take rapid action in case a HURRICANE WARNING is emitted. 14. Strong Gale Warning: An announcement indicating strong winds between 55 and 74 mph. This warning is emitted when a cyclone is expected to affect a determined area. It is sometimes also emitted for areas adjacent to those receiving HURRICANE WARNINGS. In other words, a specific area may have a STRONG GALE WARNING while a neighboring areas, more directly threatened, may be under a HURRICANE WARNING. 15. Gale Warning: A notice similar to the previous one, indicating winds between 39 and 54 mph. An area may have a HURRICANE WARNING, another area may have a STRONG GALE WARNING and a less exposed are will only have a GALE WARNING. 16. Hurricane Warning: When the storm is approximately between 500 and 600 miles east of Puerto Rico, with winds of 75 mph or higher, it is a threat to Puerto Rico. 17. Hurricane Imminent: Indicates the hurricane, due to its trajectory and distance, will affect Puerto Rico. 18. Flash Flood Watch: Means there is the possibility of flash floods in the area. Public should be alert to the bulletins from the National Weather Service. 19. Flash Flood Warning: Means that a flash flood is imminent or is occurring. Immediate action should be taken. 20. Urban and Small Stream Flood Advisory: Means that heavy rain may produce or are producing flooding in streets, roads and areas with poor drainage. Some streams and creeks may overflow their banks and flood surrounding areas. 21. NOAA Radio: Station used by the National Weather Service to directly and continuously inform the public regarding weather conditions. It transmits at frequencies , and Mhz. 27

28 SAFFIR-SIMPSON HURRICANE WIND SCALE Category Sustained Winds (MPH) Damages Minimal Moderate Intense Extreme 5 Over 155 Catastrophic 28