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.
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 Salas-Provance, Marlene 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 Casey, Colleen E-RE N&M Fingerhut, Patricia E-RE OT McEachern, Sharon E-RE OT Ward, Frank E-RE PAS McGraw, Shirley E-RE PAS Rojas, Jose E-RE RC Nastars, Daneen E-RE RC Peterson, Gina 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.