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.
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.
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.
All personnel in academic areas (non-hospital personnel) will be assigned a classification code for the purpose of defining responsibilities and for communication purposes.
SHP Leadership Communication & Information
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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 section - Designations)
- Power off and unplug all electrical devices and appliances, when appropriate.
- 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.