HURRICANE PREPAREDNESS & RESPONSE PLAN

Transcription

1 HURRICANE PREPAREDNESS & RESPONSE Annex to the Del Mar College EMERGENCY MANAGEMENT Developed by the ENVIRONMENTAL, HEALTH, SAFETY & RISK MANAGEMENT OFFICE JUNE 2011

2 SECTION HURRICANE PREPAREDNESS & RESPONSE TABLE OF CONTENTS 1.0 INTRODUCTION HURRICANE TERMS HURRICANE CLASSIFICATIONS GEOGRAPHICAL INFORMATION FOR THE CAMPUSES OF DEL MAR COLLEGE COLLEGE OPERATIONAL STATUS COMMUNITY INFORMATION SOURCES IMPORTANT EMERGENCY / COMMUNITY NUMBERS PERSONAL INFORMATION FOR HURRICANE PREPAREDNESS Procedures to take prior to a storm / hurricane General Hurricane Kit EVACUATION ROUTES RESPONSIBILITIES FOR HURRICANE PROCEDURES College President Vice President of Administration, Finance & Student Services Provost & Vice President of Instruction Director of Environmental Health, Safety & Risk Management Director of Physical Facilities Chief Information Technology Officer Assistant to the President for College Relations Deans, Chairs and Directors All College Departments All Del Mar College Members (Students, Staff and Faculty) Recovery Team Members Contractors IMPLEMENTATION OF HURRICANE PROCEDURES HURRICANE RECOVERY APPENDIX A - General Hurricane Preparation Checklist PAGE APPENDIX B CrisisCom Network PAGE i

3 1.0 INTRODUCTION HURRICANE PREPAREDNESS & RESPONSE No plan can provide complete directions for each specific circumstance that may develop, however the Environmental, Health, Safety & Risk Management (EHS&RM) Office has developed this Hurricane Preparedness & Response Plan (Plan) in order to: acquaint personnel with hurricane hazards; to indicate the action required to overcome or minimize these hazards and; to define responsibility in carrying out such action. Please familiarize yourself with the procedures and responsibilities as outlined in this Plan. Specific activities and advisories are subject to change by College administration as appropriate to specific circumstances. This Plan shall not be construed in a manner that limits the use of prudent judgment and common sense. 2.0 HURRICANE TERMS Hurricanes are nature s most powerful storms. Once a hurricane is formed, it may last for several days destroying everything in its path. Familiarize yourself with these terms to help identify a hurricane hazard. Hurricane Season: June 1 November 30 Tropical Depression: An organized system of clouds and thunderstorms with a defined surface circulation and maximum sustained winds of 38 MPH (33 knots) or less. Sustained winds are defined as one-minute average wind measured at about 33 ft (10 meters) above the surface. Tropical Storm: An organized system of strong thunderstorms with a defined surface circulation and maximum sustained winds of MPH (34 63 knots). Hurricane: An intense tropical weather system of strong thunderstorms with a well-defined surface circulation and maximum sustained winds of 74 MPH (64 knots) or higher. Storm Surge: A dome of water pushed onshore by hurricane and tropical storm winds. Storm surges can reach 25 feet high and be miles wide. Storm Tide: A combination of storm surge and the normal tide (i.e., a 15-foot storm surge combined with a 2-foot normal high tide over the mean sea level created a 17-foot storm tide). Hurricane/Tropical Storm Watch: Hurricane/tropical storm conditions are possible in the specified area, usually within 36 hours. PAGE 1

4 Hurricane/Tropical Storm Warning: Hurricane/tropical storm conditions are expected in the specified area, usually within 24 hours. Tune in to NOAA Weather Radio using a weather band radio; local AM/FM radio; or local television for information. 3.0 HURRICANE CLASSIFICATIONS The Saffir-Simpson Hurricane Wind Scale was revised in early The Saffir-Simpson Hurricane Wind Scale is a 1 to 5 categorization based on the hurricane's intensity at the indicated time. The scale provides examples of the type of damage and impacts in the United States associated with winds of the indicated intensity. In general, damage rises by about a factor of four for every category increase. HURRICANE CATEGORY WIND SPEEDS SUMMARY OF DAMAGES Category MPH Winds Very dangerous winds will produce some damage Category MPH Winds Extremely dangerous winds will cause extensive damage Category mph winds Devastating damage will occur Category mph winds Catastrophic damage will occur Category 5 > 156 mph winds Catastrophic damage will occur NOTE: For a detailed map of the predicted storm surge for the Coastal Bend counties, see the following web site: GEOGRAPHICAL INFORMATION FOR THE CAMPUSES OF DEL MAR COLLEGE East Campus West Campus Location Center for Economic Development South Annex Geographical Information N Latitude W Longitude N Latitude W Longitude N Latitude W Longitude Altitude 34 feet above sea level 40 feet above sea level 31 feet above sea level 5.0 COLLEGE OPERATIONAL STATUS Faculty and staff should call the DMC Employee Emergency Hot line or view the DMC webpage for information about returning back to work. DMC Employee Emergency Hot Line: (361) DMC Webpage: The staff of the College Relations Office will update these messaging sites as conditions change. Employees are encouraged to check back frequently in order to receive the latest messages. PAGE 2

5 6.0 COMMUNITY INFORMATION SOURCES Faculty and staff should also listen to local radio and TV stations for information about returning back to work such as the following: KLUX (FM 89.5) and KEYS (AM 1440) are the primary Emergency Alert System stations for the Corpus Christi area. NOAA Weather Radio (Corpus Christi MHz). 211 Texas (Dial 211 or IMPORTANT EMERGENCY / COMMUNITY NUMBERS COMMUNITY PHONE NUMBERS COUNTY PHONE NUMBERS Campus Security on campus 1199 Aransas County (361) off campus City Police / Fire / EMS on campus Bee County (361) off campus 911 City Water Brooks County (361) City Waste Water Duval County (361) AEP Jim Hogg County (361) American Red Cross Jim Wells County (361) National Weather Kleberg County (361) Service Dept. of Transportation (800) Live Oak County (361) (Tx DOT) (800) KIII TV 3 Weather 361/ Nueces County (361) Report Regional Transit (361) Refugio County (361) Authority (City Buses) Non-emergency evacuation hotline City Emergency Operation Command 211 San Patricio County (361) Price Gouging Hot Line (361) (800) PERSONAL INFORMATION FOR HURRICANE PREPAREDNESS You can prepare for a hurricane and the chaotic days afterwards by following some basic procedures. Prior to a storm, establish a plan as to what you and your family will do. Also, establish a family contact person - a relative or a friend - that lives outside of the strike area. You should inform the family contact person of your evacuation plans and also establish a date and time when you will contact them after the hurricane has passed. It is extremely important to establish this family contact person because if for any reason your family becomes separated, there will be a pre-determined person for all of your family members to contact in order to relay information. PAGE 3

6 The following list is published by FEMA and is intended to assist you in your emergency preparations. Keep these items in a place where they can be collected in a moments notice. Whether you are going to evacuate to an out-of-town relative s house or to a public shelter, these items will make your stay a little more comfortable. 8.1 Procedures to take prior to a storm / hurricane Contact your Insurance Agent o Verify you have windstorm coverage; o Verify you have flood insurance, if needed; o Determine if you have loss of use coverage; o Determine if you are required to board-up your windows Clean up loose debris around your house and yard that may become flying objects Prepare Hurricane Kit 8.2 General Hurricane Kit Non-perishable foods that require no cooking (canned fruits, stews, tuna, etc) Small utensils such as hand can opener, disposable plates, cups napkins, etc; Drinking water in plastic containers 1 gallon per person per day Special dietary foods if necessary Pet supplies (food and water bowls, leash, toys) Personal hygiene items such as soap, toothbrush, etc. Prescription medications and first aid kit Insect sprays for after the storm Cash and credit cards (ATMs may be down) Infant care items such as formula, baby food, extra clothes and disposable diapers Personal identification Driver License; Social Security Card Valuable papers DD214 discharge papers; Wills; Birth & Marriage Certificates; Insurance documents Irreplaceable photos and inventory photos of the contents of your house and property Battery operated radio and flashlights with extra batteries and car charger for cell phone Sleeping bags or blankets with sheets and pillows Changes of clothing and footwear Books, cards, children s toys, games and other entertainment items Carrying containers and large heavy-duty trash bags for the emergency supplies Completely fuel your vehicles at the earliest moment. Do not wait gas lines will be long NOTE: College facilities will not be used as community emergency shelters during hurricane conditions. 9.0 EVACUATION ROUTES The following website identifies evacuation routes from the Coastal Bend region. It is the responsibility of each individual to determine his or her best evacuation route. If you or a family member requires special assistance to evacuate, you can now register in advance for a ride. To register for this service dial After your language selection, choose option 4. You can also view the information at the following website: PAGE 4

7 10.0 RESPONSIBILITIES FOR HURRICANE PROCEDURES The President, and the HURRICANE NING TEAM, which is a sub-committee of the EMERGENCY MANAGEMENT TEAM, shall meet at least 96 hours of an impending hurricane to review preparation protocol. In addition to the general responsibilities as outlined in the College s Emergency Management Plan, the following responsibilities apply to the College s hurricane procedures. The HURRICANE NING TEAM is responsible for maintaining communication with the President during the duration of the storm/hurricane procedures College President The President or in the event of his or her absence, his or her designee shall: Ensure that all Department Emergency Management & Business Continuity Plans within his or her Division have been completed and are current. Consult with the HURRICANE NING TEAM as to the College s current hurricane preparedness status. Authorize campus closure orders based on the information provided by the HURRICANE NING TEAM. Communicate campus closure to the College community via the communications network set up for that purpose. Ensure that all employees within his or her Division have registered or updated personal contact information in DMC-Alert! Initiate the activation of the Department Emergency Management & Business Continuity Plans Vice President of Administration, Finance & Student Services The Vice President of Administration and Finance or in the event of his or her absence, his or her designee shall: Ensure that all Department Emergency Management & Business Continuity Plans within his or her Division have been completed and are current. Serve as a member of the HURRICANE NING TEAM. Coordinate the storage of departmental records in the College s records storage area. Communicate campus closure decisions to all Directors and department heads within his or her Division. Ensure that all employees within his or her Division have registered or updated personal contact information in DMC-Alert! Initiate the activation of the Department Emergency Management & Business Continuity Plans. PAGE 5

8 10.3 Provost & Vice President of Instruction The Provost & Vice President of Instruction or in the event of his or her absence, his or her designee shall: Ensure that all Department Emergency Management & Business Continuity Plans within his or her Division have been completed and are current. Serve as a member of the HURRICANE NING TEAM. Communicate class requirements and any special activities which may be occurring on the DMC campuses to the HURRICANE NING TEAM. Shall meet with the Registrar to identify class schedules and communicate campus closure decisions to all Deans, Directors, and department heads within his or her division. Communicate campus closure decisions to all Directors and department heads within his or her Division. Ensure that all employees within his or her Division have registered or updated personal contact information in DMC-Alert! Initiate the activation of the Department Emergency Management & Business Continuity Plans Director of Environmental Health, Safety & Risk Management The Director of Environmental Health, Safety & Risk Management (EHS&RM) or in the event of his or her absence, his or her designee shall: Ensure that the Department Emergency Management & Business Continuity Plan has been completed and is current. Serve as a member of the HURRICANE NING TEAM. Serve as the College s Hurricane Preparedness and Security Coordinator. o Serve as community liaison by attending emergency planning meetings with city, state and federal officials. o Monitor the course and conditions of the tropical depression or tropical storm and communicates status to the HURRICANE NING TEAM. o Coordinate the activities of the HURRICANE NING TEAM. o Provide up-to-date training regarding this plan to the campus communities through meeting on each campus in June of each year. o Coordinate table top exercises. Ensure that all campuses are secure. Assemble the HURRICANE NING TEAM in order to coordinate readiness measures as the tropical storm/hurricane develops. Coordinate contractual agreements with remediation/restoration contractors. Enforce campus closure procedures. PAGE 6

9 Communicate campus closure decisions to all employees within his or her Department. Ensure that all employees within his or her Department have registered or updated personal contact information in DMC-Alert! Implement the Department Emergency Management & Business Continuity Plan. Initiate post-storm restoration procedures when hurricane conditions have passed Director of Physical Facilities The Director of Physical Facilities or in the event of his or her absence, his or her designee shall: Ensure that the Department Emergency Management & Business Continuity Plan has been completed and is current. Serve as a member of the HURRICANE NING TEAM. Ensure that appropriate hurricane preparedness measures as outlined in this section are initiated, especially those measures pertaining to personnel responsible for buildings and grounds preparation. o Secure all loose objects throughout the campus; o Turn off gas, water and electricity as required; o Ensure all windows, doors and roof hatches are closed and locked. Procure, store, and maintain supplies and equipment necessary to implement these procedures. Ensure that emergency generators have been inspected, serviced, fueled and are in operating condition. Ensure that Physical Facilities vehicles and equipment are fueled and are in operating condition so that they may either be relocated or immediately used after the hurricane conditions have passed. Communicate campus closure decisions to all employees within his or her Department. Ensure that all employees within his or her Department have registered or updated personal contact information in DMC-Alert! Implement the Department Emergency Management & Business Continuity Plan. Initiate post-storm restoration procedures when hurricane conditions have passed Chief Information Technology Officer The Chief Information Technology Officer or in the event of his or her absence, his or her designee shall: Ensure that the Department Emergency Management & Business Continuity Plan has been completed and is current. Serve as a member of the HURRICANE NING TEAM. PAGE 7

10 Ensure remote back-up sites are operational and functional. Direct department personnel to staff off-site computer facilities. Prepare satellite phones for distribution. Coordinate appropriate preparation for the shutdown of phone and computer systems, including computer laboratories. Ensure remote back-up sites are operational. Ensure that the DMC-Alert! database is up-to-date with the contact information for faculty, staff and students. Communicate campus closure decisions to all employees within his or her Department. Ensure that all employees within his or her Department have registered or updated personal contact information in DMC-Alert! Implement the Department Emergency Management & Business Continuity Plan. Initiate post-storm restoration procedures when hurricane conditions have passed Assistant to the President for College Relations As pertaining to the College s hurricane procedures, the Assistant to the President for Community Relations or in the event of his or her absence, his or her designee shall: Ensure that the Department Emergency Management & Business Continuity Plan has been completed and is current. Prepare and initiate College-wide awareness campaigns to promote and encourage faculty, staff and students to register or update contact information in DMC-Alert! prior to June 1. Serves as a member of the HURRICANE NING TEAM. Maintains communication with the College President or designated Vice President throughout the hurricane threat for the purpose of staying informed as to the current operational status of the College. Releases public information to the media as directed by the President regarding the appropriate hurricane condition level; hurricane recovery stage and; college closure/open status as directed by the President or his or her designee. Provides hurricane status information to the College community through the telephone information hotlines (Faculty/Staff ; Students ), and website. Prepare standard script for departments to use for voice mail greeting indicating the status of the College operations. Initiate DMC-Alert! messages to faculty, staff and students in reference to storm conditions and College status. Communicate campus closure decisions to all employees within his or her Department. Ensure that all employees within his or her Department have registered or updated personal contact information in DMC-Alert! Implement the Department Emergency Management & Business Continuity Plan. PAGE 8

11 10.8 Deans, Chairs and Directors Deans, Directors and Department Heads or in the event of his or her absence, his or her designee shall: Ensure that all Department Emergency Management & Business Continuity Plans for his or her Division/Department have been completed and are current. Coordinate required vault storage through the Vice President of Administration, Finance & Student Services for critical document storage. Assure that any areas within their control that are keyed off-master are properly prepared and secured. Communicate campus closure decisions to all employees within his or her Division/Department. Ensure that all employees within his or her Division/Department have registered or updated personal contact information in DMC-Alert! Implement the Department Emergency Management & Business Continuity Plan All College Departments Develop the Department Emergency Management & Business Continuity Plan which identifies the procedures that must be taken to safeguard the department s equipment; records and/or data; research projects and other items that may be susceptible to water and wind damage and/or to utility outages. The Department Crisis Management & Continuity Plan must be submitted to the EHS&RM Department annually by June 1 st. For those departments hosting on-campus activities, the sponsor of the activity shall cancel the activity. Follow procedures for hurricane conditions as outlined on the following pages. Communicate campus closure decisions to all employees within his or her Department. Implement the Department Emergency Management & Business Continuity Plan All Del Mar College Members (Students, Staff and Faculty) Register or up-date personal contact information in DMCAlert!. Keep vehicles in good repair with a full tank of fuel. Establish an emergency contact person outside of the strike area who family members and friends can call for information on student s evacuation plans. Stay informed of the College s current operational status through the DMC system; Delmar College s web site ( Faculty and Staff hotline at and; the Student event line at PAGE 9

12 10.11 Recovery Team Members Department administrators of the following departments shall identify essential personnel to be on the RECOVERY TEAM. Submit a list of names for those personnel who will be involved with the RECOVERY TEAM to the Director of EHS & Risk Management. o Physical Facilities o IT Department o EHS & Risk Management o Purchasing & Business Department Specific personnel and specific responsibilities shall be outlined in each department s Emergency Management & Business Continuity Plan. RECOVERY TEAM members shall return to campus as soon as it is safe to begin recovery procedures Contractors All contractors who are not involved with assisting the College in emergency preparations are required to secure their worksite and evacuate the campus. Contractors who are involved in long-term projects at the College will be added to DMC-Alert! in order to provide emergency information to the contractor s employees. It will be the responsibility of the College s project manager to provide the contractor s information to the IT Department. PAGE 10

13 11.0 IMPLEMENTATION OF HURRICANE PROCEDURES The College s EMERGENCY MANAGEMENT TEAM has modified DMC s hurricane procedures to simplify the College s response to escalating hurricane conditions. The HURRICANE NING TEAM will monitor the weather reports as issued by the Governor s Division of Emergency Management and the National Hurricane Center. The President will issue the appropriate Awareness Level based on the current information as provided by the HURRICANE NING TEAM. HURRICANE AWARENESS LEVELS AND READINESS ACTIONS AWARENESS LEVEL 0 December 1 May 31. Not in Hurricane Season - No threat of tropical storm. Develop and or update Department Emergency Management & Business Continuity Plans. AWARENESS LEVEL 1 June 1 November 30. Create or update Departmental Crisis Management & Contingency Plan. Train employees on hurricane readiness responsibilities. Review the information contained in the College s Hurricane Preparedness & Response Plan. Prepare personal hurricane readiness kit. Prepare personal hurricane procedures. AWARENESS LEVEL 2 Tropical storm/hurricane enters the Gulf of Mexico. Initiate notifications and announcements to the college community of possible hurricane threat. Review and prepare to implement Department Emergency Management & Business Continuity Plan. AWARENESS LEVEL 3 The Coastal Bend Region is within the Cone of Uncertainty for a possible strike due to the current track of the tropical storm/hurricane. Take preliminary steps to secure non-essential equipment and/or records against possible storm damage. (NOTE: Those records not designated for storage in the College s records storage area should be secured in a locked drawer or a cabinet located in a first floor interior room.) Inspect roofs of all buildings for loose debris and ensure that drain heads are cleared. Inspect custodial supplies to ensure that adequate materials and supplies, such as mops buckets, squeegees, etc., are available. Ensure that the items used for outdoor activities or stored outdoors are properly secured or relocated to an inside storage location. Provide current notifications and announcements to the college community of possible hurricane threat. Responsibility All Departments Deans / Chairs / Directors All Faculty, Staff and Students HURRICANE NING TEAM All Faculty, Staff and Students Deans / Chairs / Directors Physical Facilities Deans / Chairs / Directors HURRICANE NING TEAM PAGE 11

14 HURRICANE AWARENESS LEVELS AND READINESS ACTIONS AWARENESS LEVEL 4 (Hurricane/Tropical Storm Watch) Storm conditions have strengthened and the Coastal Bend Region remains within the Cone of Uncertainty due to the current track of the tropical storm/hurricane. Implement procedures as outlined in the Department Emergency Management & Business Contingency Plan. It is at this Level that decisions on class cancellations will be made. All departments will focus on implementing the Department Crisis Management & Contingency Plan. The campus will remain open until further notice. Departments shall store pre-authorized departmental records in the College s Records Storage Area as needed. Departments shall protect and secure all loose equipment and other items which are adjacent to exterior walls, skylights or atria. Initiate procedures to transfer DMC s web page and vital network applications to a secure off-site location. Secure hurricane protection on windows of selected buildings. Prepare sandbags and other necessary materials to protect from water intrusion. Provide current notifications and announcements to the college community of the increased hurricane threat. Remove personal belongings from campus. AWARENESS LEVEL 5 (Hurricane/Tropical Storm Warning) Storm conditions have strengthened and the Coastal Bend Region is under a Hurricane Warning. Initiate an announcement to the college community of the imminent hurricane threat and prepare campus closure announcement. Prepare for campus closure. Ensure that the following tasks are completed: Faculty and staff will remain on campus until all preparation tasks have been completed or until dismissed by department administration. Close and lock all windows; Lower and latch all blinds; Protect as best as possible, all records that remain in the vicinity of any exterior walls, skylights or atria; Secure all loose lumber, sheet metal, drums, and other items that might be carried away by high winds; Secure electronic and/or sensitive equipment; Unplug all electrical equipment and turn off all lights. Close and lock all doors. Notify the Security Office when the building is ready to be secured. It is at this Level that all non-essential personnel will be dismissed. Responsibility Deans / Chairs / Directors All Departments All Applicable Departments IT Department Physical Facilities / Applicable Departments Physical Facilities / Applicable Departments HURRICANE NING TEAM All Faculty, Staff and Students HURRICANE NING TEAM Deans / Chairs / Directors President Activate DMC s off-site network facility. Provide current notifications and announcements to the college community of the hurricane threat. IT Department HURRICANE NING TEAM PAGE 12

15 HURRICANE AWARENESS LEVELS AND READINESS ACTIONS AWARENESS LEVEL 5 (Continued) Distribute letters detailing DMC s emergency purchasing procedures. Release Security Personnel. Activate selected DMC facilities identified as Emergency Shelter-in-Place facilities by City of Corpus Christi emergency first-responders. Distribute the authorization letter from the Office of the President to personnel on the RECOVERY TEAM. Responsibility VP Admin., Finance & Student Services Director EHS&RM VP Admin., Finance & Student Services President NOTICE All College facilities will be secured and shut down at this time. Only those personnel as identified by the President to complete the shut-down procedures and to secure the campus shall be on campus only until all final procedures have been completed. Electronic equipment, including computers, monitors, printers MUST NOT be covered with plastic in preparation for a hurricane. Plastic retains moisture and does not allow ventilation and evaporation. Del Mar College buildings are not designated as hurricane shelters. Once the campuses have been closed, only those who are associated with the HURRICANE NING TEAM should be on campus. PAGE 13

16 12.0 HURRICANE RECOVERY The following procedures outline the College s recovery actions in the event the campuses are affected by severe weather. HURRICANE RECOVERY LEVELS AND CORRECTIVE ACTIONS RECOVERY LEVEL 5 As soon as weather conditions allow, begin damage assessment and recovery requirements. Secure facilities to control potential looting. Establish communications with the EMERGENCY MANAGEMENT TEAM and the College President. Keep the President up to date on recovery status. Activate Recovery and Restoration Contractors Initiate recovery of campus utilities. Initiate recovery of campus communications. Responsibility RECOVERY TEAM Director EHS&RM Director EHS&RM Director Purchasing & Business Director Physical Facilities Director IT RECOVERY LEVEL 4 Re-establish Security services As soon as utilities and other essential services are restored, communicate status of the campuses with the President, the Vice Presidents and the EMERGENCY MANAGEMENT TEAM. De-activate Emergency Shelter-in-Place facilities used by City of Corpus Christi emergency first-responders. Contact Deans and Directors and communicate operational status of the campuses. RECOVERY LEVEL 3 Initiate calls to department staff that have been designated as Department Recovery Personnel to assist in storm recovery and have them return to the campuses to assist in department damage assessment and cleanup operations in their areas of responsibility. RECOVERY LEVEL 2 Assess departmental facilities to determine the ability to conduct department operations. Upon completion of damage assessment and cleanup, remainder of College personnel return to campus to prepare to resume classes and other normal operations. RECOVERY LEVEL 1 Classes resume and students may return to campus. Additional information will be communicated as necessary. RECOVERY LEVEL 0 Normal College operations. Director EHS&RM RECOVERY TEAM VP Admin., Finance & Student Services Vice Presidents Deans / Chairs / Directors Deans / Chairs / Directors All Faculty and Staff All Faculty, Staff and Students PAGE 14

17 APPENDIX A General Hurricane Preparation Checklist This checklist is a tool for you to use to prepare your department in the event that the College is required to close due to imminent hurricane conditions. The listed suggestions are not all inclusive; this checklist only provides general guidelines for securing space and equipment prior to an evacuation. Each department will have unique procedures that must be completed. Where appropriate, the applicable section of the Department Emergency Management & Business Continuity Plan is referenced in bold, italic text. GENERAL Conduct a meeting with your key staff to discuss preparatory tasks. [SECTION 1.0] Review the DMC Hurricane Preparedness & Response Plan. [ Review and implement your Departmental Crisis Management & Continuity Plan. Ensure employee phone numbers are current and accurate. Discuss department Call Tree in order to communicate during the duration of campus closure. [SECTION 2.2] Print a list of critical vendors that may be needed to support your critical functions. [SECTION 3.1] If planning to work from home, begin to take computer and documentation home in case you are unable to make it into the office. [SECTION 9.2] Ensure Recovery Team employees have an updated DMC-ID badge. [SECTION 10.0] Remove all food from refrigerators and cabinets. Close and lock all doors, including office doors before leaving. RECORDS/DATA MANAGEMENT Ensure computer records are backed up to the network. NOTE: Do not store personnel/student records on portable USB memory drives. [SECTION 7.0] Determine which records are vital to your department and take steps to protect those records or send the records with department personnel. [SECTION 7.0] Verify that manual forms / documents are available in order to support critical functions in the event of a network disruption. FACILITIES MANAGEMENT Test Generators; secure fueling service. Secure windows and doors; request sand bags from Facilities for areas known to flood. Prepare barricades for campus closure. Ensure equipment is fueled and in good working condition (vehicles, forklift, skid loader, etc) Assign key employees with College vehicles to drive back to campus. COMPUTER / ELECTRICAL EQUIPMENT Follow IT instructions for computer equipment preparations. Move equipment / hardware off the ground in areas that are subject to flood. Disconnect office equipment. Ensure that critical equipment has UPS attached. [SECTION 4.0] Ensure network servers are protected from power outages and flooding. LABORATORIES / WORK AREAS Ensure that hazardous materials are secure. [SECTION 5.0] Animal Care: Ensure that proper food and water are stocked. [SECTION 6.0] Ensure that refrigerated areas have alternate power sources. [SECTION 4.0] TELECOM MANAGEMENT ACADEMIC COURSE WORK Verify that alternate communication devices are on Determine which courses can be hand (cellular phones, satellite phone, 2-way radios). conducted on-line and take steps to move Test disaster recovery phone lines to ensure they are functional. Ensure that critical equipment has UPS attached. [SECTION 4.0] Change voice mail on phones to indicate DMC closure using standard script provided by College Relations. the classes on-line. Course materials needed to continue teaching the course should be taken from campus with the faculty member s personal effects. Take laptops home along with files and paperwork needed to work from home. [SECTION 9.0] PAGE 15

18 APPENDIX B PAGE 16