The website for detailed information regarding all UTMB Emergency Situations is www.utmb.edu/emergency_plan.
The UTMB President has designated the function of initiating all Stages of the Emergency Plan to the Institutional Emergency Preparedness Officer (IEPO). If a weather emergency occurs outside of regular working hours (M-F, 8a.m. - 5p.m.), SHP personnel will be contacted via the Leadership Communication Tree along with UTMB modes of communication included below. Each department is responsible for maintaining a departmental emergency plan addressing employee and student related functions, a phone tree with contact information for each employee and a system for communicating information during and immediately after an emergency.
The IEPO may issue instructions for release of nonessential (N) employees, class cancellation/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 and in coordination with the Academic & Students Affairs Office and Departments as appropriate. See the UTMB Alert webpage, www.utmb.edu/alert, for additional information.
During and after an 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 to contact their respective departments during the preparation and re-entry stages rather than the Office of the Dean.
After the IEPO has determined that the emergency has ended and has communicated through the above noted avenues, University Police will establish a procedure to allow access based on IEPO directives to 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 Emergency Command Center (ECC), who will be available to assist in assessing the hazard or cleaning up spills of hazardous materials, or contact the ECC as directed by communications. Nonessential personnel will not be permitted to re-enter the building until directed by IEPO through media, website and/or First Alert communications. Additional information may be provided through school and departmental leadership as able.
In the event electronic connections to Galveston are disrupted, UTMB may activate back up computer services run on servers located in other Texas cities. Mission critical applications will be the first to be restored.
Telephone tree visible to authorized personnel only. Enter password below.
UTMB Alert Page
In the event of a disaster or emergency weather conditions, please refer to the following lines of communication for more information:
- 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 www.utmb.edu/alert. Should the UTMB web server go down, a second server is in place as a backup and will be available via UTMB's normal URL: www.utmb.edu. Additionally, an informational site will be activated at www.utmbinfo.com.
- See www.utmb.edu/emergency_plan for UTMB Health Emergency Operations Plans.
- Monitor local television and radio stations including KPRC/950 AM, KTRH/740 AM and KIKK/96 FM in Houston.
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 viewing the Daily Operations Status.
FIRSTCALL is UTMB's Emergency Alert Notification System - All employee and students are urged to register for this very important communication system to receive urgent information via email, phone and text messages. To register and for more information go to: www.utmb.edu/emergency_plan/firstcall.
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 SHP Personnel
- At this time, no SHP personnel other than the Dean may be designated Essential to remain during adverse conditions.
- All SHP personnel not appearing on this list are designated N - Nonessential.
E-RE = RE-ENTRY ESSENTIAL PERSONNEL: Designated persons in academic areas who will assist with re-entry after a weather emergency, may be assigned to work at an alternate location if assigned and may to come to work during scheduled time off if requested.
N = NONESSENTIAL PERSONNEL: Employees during a declared emergency status, but who cannot leave campus/hospital until released by supervisor and must return to work as directed when emergency ends.
Name Code Area Protas, Elizabeth E SHP Dean Green, Sheryl E-RE SHP Dean Cavazos, Henry E-RE ASA Bordelon, Darlene E-RE ASA Freeman, Vicki E-RE CLS Hackfeld, Mark E-RE CLS Salazar, Jose (Eddie) E-RE CLS Thierry, Leonce (Hank) E-RE CLS Rajendran, Raj E-RE CLS Rasmussen, Blake E-RE N&M Paddon-Jones, Doug E-RE N&M Fingerhut, Patricia E-RE OT McEachern, Sharon E-RE OT J. Michael Smith E-RE PAS McGraw, Shirley E-RE PAS Rojas, Jose E-RE RC Hamilton, Debbie E-RE RC Utsey, Carolyn E-RE PT Mossberg, Kurt E-RE PT Williams, Robyn E-RE PT Ottenbacher, Kenneth E-RE RS Cammarn, Beth E-RE RS
** Please refer to the main UTMB Emergency Operations link for information on personal preparation, links to City of Galveston guide and the Emergency Operations Plan found on that page provides detailed information on essential operations and personnel.
NOTE: E-RE personnel are allowed to re-enter the building when the Emergency Command Center determines, where the UTMB Police working with Environmental Health and Safety, will determine when it is safe to re-enter. Personnel must have the orange essential badge card, orange parking pass and UTMB badge available to present as needed on campus and at any check points en route to UTMB.
SHP General 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. The Home Depot is also on the UTMB Vendor Listing.)
- Assign a team to be responsible for the preparation and securing of the area. (See above for Classification Codes for SHP 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.
- Dispose of perishable, non-laboratory related, personal food items in refrigerators, freezers and storage areas.
- 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.
Guidelines for Preparation of Departmental Emergency Weather Plans for Hazardous Material Use and Storage Area
Additional or replacement information for lab areas: http://research.utmb.edu/Support/labprepmtg.aspx
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.
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 activities are required as each category of the ACADEMIC WEATHER PLAN is implemented. (Refer above to Classification Codes for SHP Personnel). 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:
- Documentation of assets (photos, invoices, maintenance logs)
- Plan for resources beyond 3-4 day interruption to coordinate up to 2-3 weeks
- Develop Emergency Response Coordinator teams (A&B) to alternate work/responsibilities during extended outages
- Develop process of communications between/within teams, access to labs/equipment (appropriate keys, etc.), notification to Emergency Command Center of names/contact information
As able and appropriate, make equipment mobile (casters, extension cords available) to move to alternate location after emergency event, if required, and work with FOAM to identify breaker box and breaker switch locations and include on each freezer or lab door area
- Label Critical Freezers - FOAM has signs for use
- As required, plan for dry ice/liquid nitrogen needs and communicate location to Emergency Response Coordinator teams
Step 1 (Preparation Stage)
- Radioactive materials and wastes shall be gathered and transferred to designated areas. (Specific need to be given).
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).
Areas susceptible to damage from high winds and flying debris Radioactive materials and wastes shall be moved into secure locations, such as:
- 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 lose 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).
- Gather emergency supplies such as tape, plastic, packing boxes and flashlights. (Include a list of requirements and where they are stored.)
- Back up all data files. IS (computer) personnel will work with departments to ensure the safety of equipment and files.
- 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)
- Complete back up of all data files.
- 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.
- All refrigerators, freezers, incubators, etc., should be locked or taped shut.
- Electrical equipment should be unplugged (other than refrigerators/freezers.
- All damageable supplies and equipment shall be placed at least four feet above floor level, if possible.
- Prepare warning signs to place on doors in Step 3.
- The last person out of each area shall shut and lock all doors.
- Place a sign at the top area of each door stating:
- room contents
- nature of hazard involved with re-entry following flooding an/or power outage
- name and method of contacting the person who can supply additional emergency information