SCHOOL OF HEALTH PROFESSIONS EMERGENCY/WEATHER PLAN SUMMARY

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 or designee.

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. 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.

• 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 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 ECC, who will be available to assist in assessing the hazard or cleaning up spills of hazardous materials, or contact the Command Center as directed by communications. Nonessential personnel will not be permitted to re-enter the building until directed by IEPO through media and website communications. Additional information may be provided through school and departmental leadership as able.

SCHOOL OF HEALTH PROFESSIONS COMMUNICATIONS/TELEPHONE TREE
 

UTMB Emergency Information: 77-ALERT  (772-5378)

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, KPRC 950 AM and KIKK 96 FM

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

SHP 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.  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 below 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..

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

Please Note:
1. No SHP personnel other than the Dean may be designated Essential to remain during adverse conditions.
2. 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.

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.

**Please refer to the main UTMB Emergency Operations link (http://www.utmb.edu/emergency_plan/) 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.

GUIDELINES FOR PREPARATION OF DEPARTMENTAL EMERGENCY WEATHER PLANS FOR HAZARDOUS MATERIAL USE AND STORAGE AREA

(5/26/09 Notice: Update pending review of 5/21/09 Emergency Planning for Research Labs Prep/Response Presentation)

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 SHP 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:

Pre-Planning:

• 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)

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. IS (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.

GUIDELINES FOR PREPARING AREAS FOR WEATHER EMERGENCIES

HURRICANE PREPAREDNESS
ORDERING INFORMATION FOR SUPPLIES

Supplies may be ordered through UTMB Materials Management or other UTMB Vendors.

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.