Hurricane Preparedness General Procedures
Hurricane Watch - (H-36 To H-24)
A. At the assumption of "hurricane watch" (alert status), Florida Memorial University will activate its hurricane response cell (HRC). The HRC will be headed by the chief of campus safety and will consist of the following members: director of residential life, director of facilities and plant operations, director of food services and director of public affairs representative. The purpose of the HRC is to monitor the progress of the threatening weather system and to take definitive steps to verify Florida Memorial's preparedness to execute subsequent emergency procedures should the track of the weather system continue to threaten the South Florida coastline.
Hurricane Warning - (H-24 To H-12)
B. When a "hurricane warning" is declared, the HRC will be expanded in composition to include the following members: The vice president for student affairs, vice president for business and fiscal affairs, vice president for information management & technology, the director of environmental services, and the director of Health Services. This expanded HRC will establish an Emergency Operation Center (EOC) in the (President’s Dining Room) in the Albert E. & Sadie B. Smith Conference Center. The purpose of the expanded HRC is to direct the execution of Florida Memorial University's emergency procedures from H-24 hours to H-12 hours. To accomplish this command and control function, the EOC must be equipped with a telephone bank (with at least 5 commercial lines) and radio communication between work parties and campus evacuation sites.
Crisis and Evacuation Monitoring - (H-12 To H+18)
C. At a minimum of twelve hours (12 hours or H-12) before the impending hurricane is to reach land fall, Florida Memorial University's full Crisis Management Team (CMT) will be activated. The CMT will operate on a 24- hour basis out of the EOC located in the President’s Dining Room of the Albert E. & Sadie B. Smith Conference Center. Two 12-hour shifts will be formed to provide 24-hour command and control. The CMT Day Shift (7:00a.m.-7:00 p.m.) will consist of the following personnel or office representative:
President Florida Memorial University (Team Chief)
Provost and Executive Vice President (Deputy Team Chief)
Vice President for Business & Fiscal Affairs
Vice President for Information Management & Technology
Director of Facilities Management & Plant Operations
Director of Residential Life
Director for Food Services
Director of Environmental Services
Chief of Campus Safety
Director of Public Affairs
Director of Health Clinic
Director of Student Activities
Campus Safety Officers (4)
Staff Representatives (2)
The CMT Night-Shift (7:00 p.m.-7:00 a.m.) will consist of the following Personnel/or Office representatives:
Vice President for Student Affairs (Team Chief)
Vice President for Institutional Advancement
Associate Provost or Designee (Deputy Team Chief)
Information Management & Technology Representative
Director of Enrollment Management
Director of Administrative Support Services
Environmental Services Representative
Food Services Representatives
Assistant Director of Residential Life
Assistant Chief of Campus Safety
Director of Intramurals & Recreation
Health Clinic Representative
Campus Safety Officers (4)
Staff Representative (2)
Florida Memorial University's preparedness procedures are divided into two phases: Preparation Phase and Execution Phase.
Phase I (Preparation) Procedures
The preparation phase begins upon notification of hurricane watch conditions. (H-36 hours to H-24 hours). During this phrase, the HRC will be established, measures to be taken to implement Florida Memorial University's Emergency Plans will be reviewed, two work composite work parties: Team Blue and Team Red will be activated, and notification and/or execution communications will be prepared for release by the President or his designated
representative. Additionally, the following responsibilities and actions will be taken:
A. Chief of Campus Safety:
1. Establish a Hurricane Response Cell (HRC) to monitor the weather systems' programs and to keep the college Administration/Leadership (Hurricane Advisory Committee) advised.
2. Coordinate emergency telephone service requirement with the Director of Administrative Services (Telecommunication Section).
3. Meet with HRC to review emergency notifications requirements and to initiate alert status for key support functional areas (i.e., Environmental Services (ARAMARK), Food Services, Health Services and Residential Life).
4. Establish direct communications with the City and County Emergency Preparedness Office(s).
5. Confirm availability of radios and review distribution plan.
6. Verify the availability of work party personnel (Blue Team and Red Team persons).
7. Verify the "evacuation site(s)" plan and priority of work (Albert E. & Sadie B. Smith Cafeteria & Conference Center, Library, Administration Building, Student Services Building, Performing Art Center, FIU/Florida Memorial Cooperative Building, and the J.C. Sams Activity Center, in that order).
8. Verify locations of off-campus hurricane shelters and prepare and disseminate route information (strip maps/diagrams).
B. HRC:
1. Establish a communication link with City/County Emergency Preparedness Offices and with Off-Campus site Coordinators.
2. Monitor NOAA Radio to track progress of WX System. (Use hurricane Tracking MAP)
3. Review EOC establishment requirements and coordinate services
accordingly.
4. Prepare draft notification and execution messages for the President's
release.
5. Obtain three (3) copies (each) of student resident hall assignments (i.e.,
listing of students assigned by room # to Robinson, Goode, Coleman, and
Brown); maintain one copy each at the HRC, provide two copies each to
the Director of Resident Life.
NOTE: The Director of Residential Life will provide each Resident Director with a current listing of students assigned to and residing in their respective resident hall.
6. Keep the Cabinet (Hurricane Advisory Committee) advised and recommend when to assume the next level of alert.
7. Verify the availability of work parties (teams) to assist in executing Florida Memorial University's building preparation Plans (See TAB A) and priorities of work.
C. Provost & Executive Vice President:
1. Service as member of the Hurricane Advisory Committee and as head of the Expanded - HRC.
2. Serve as the Day-shift Deputy Team Chief of Florida Memorial University's Crisis Management Team (CMT).
3. Ensure that building coordinators secure (to the extent possible) the following building using faculty/Staff work parties augmented by student workers:
a. Sarah A. Blocker Hall
b. FIU/Florida Memorial University Cooperative Classroom Building
c. James Weldon & Rosemond Johnson Fine Arts Building & Music Annex
d. M. Athalie Range Science Hall
e. William Lehman Aviation Center
f. Lou Rawls Center for the Performing Arts
4. Monitor the availability and status of materials and supplies required to execute the evacuation site occupation plan.
D. Vice President for Business and Fiscal Affairs:
1. Serve as member of the Hurricane Advisory Committee and member of the Expanded HRC.
2. Verify the structural integrity of buildings that may serve as evacuation centers.
3. Insure that building coordinators secure (to the extent possible) the following buildings:
a. Human Resource Trailer
b. Anderson/Bacon Central Receiving Building
c. Puryear Administration Building
d. Coleman/Westfall Physical Plant
4. Insure that Florida Memorial University's Emergency Operation Center (EOC) is equipped with at least five (5) commercial telephone lines.
5. Insure that sufficient plywood window shutter materials (See Tab A) are on-hand to protect the windows in the Albert E. and Sadie B. Smith Cafeteria/Conference Center, the Library, the Performing Arts Center, the Student Services Building, Susie C. Holley Chapel, the FIU/Florida Memorial Cooperative Building, Administration Building, and J.C. Sams Activity Center in that order.
6. Insure that sufficient food (food services) is available to feed up to 800 personnel for three days.
7. Insure that sufficient potable water (Food Services) and non-potable water (Environmental Services/ARAMARK) are on hand for drinking and for sanitation respectively.
8. Maintain a four-day supply of batteries (see TAB A).
9. Maintain a supply of flashlights (> 100 2 cell and > 50 6 volt).
10. Make arrangements to rent/lease/or buy generators to provide auxiliary
power for primary evacuation sites (Albert E. & Sadie B. Smith
Cafeteria/Conference Center).
NOTE: Insure sufficient gasoline and oil are stored.
11. Establish two ARAMARK work parties: Team Blue and Team Red (to be augmented by student and staff personnel provided by resident life) to prepare priority buildings and evacuation sites.
12. Provide representatives to the HRC as delineated (i.e., Director of Environmental Services, and Director of Food Services).
13. Provide refrigerators and/or ice chest for the evacuation center on campus.
14. Implement EOC telephone installation plans on or before H-24.
15. Provide clean-up supplies and equipment (i.e., mops and buckets, chain saw, plastic bags, etc.).
E. Vice President for Student Affairs
1. Serve as member of the Hurricane Advisory Committee and member of the expanded HRC.
2. Insure that plans to establish an EOC in the President’s Dining Room of
the Albert E. & Sadie B. Smith Conference Center are complete and
prepared for execution not later than H-24.
3. Provide representative for the HRC as delineated (Director of Residential Life, Director of Health Services, etc.).
4. Provide two twelve-man student work teams with a staff supervisor for each to assist Director of Environmental Services (ARAMARK) work parties in preparing priority buildings and evacuation sites. The two student-staff work parties will augment ARAMARK’s work teams: Team Blue and Team Red.
5. Prepare an evacuation site entertainment plan which include but not limited to the following: games, reading materials, T.V. with VCR's, movies, talent competition, etc.
NOTE: Plan to execute an entertainment program at designated evacuation site(s).
6. Organize and provide twelve (12) 8-man student work teams to assist Department Chairs in preparing their assigned building (TAB B pertains).
7. Maintain an accurate count of students remaining in the resident halls and assign to evacuation centers.
8. Promulgate an individual emergency packing list for students occupying evacuation centers.
9. Insure that medical personnel is assigned to each on-campus evacuation site and that each site has a complete medical kit (one to service 200 persons and one to service 400 persons).
10. Prepare and secure the residence halls.
11. Prepare and secure the Athletic Trailer, the A. Chester Robinson Athletic Center and Pool.
12. Prepare and secure the Student Services Building, the Student Publications Trailer, Counseling Center Trailer, the Health Center Trailer, and the Pre-College Programs Trailer.
F. Vice President for Information Management & Technology
1. Serve as member of the Hurricane Advisory Committee.
2. Oversee the implementation of the Information/ Technology Disaster
Recovery Plan.
G. Vice President for Institutional Advancement:
1. Serve as member of the Hurricane Advisory Committee.
2. Provide the Public Affairs representative to serve as member of the expanded HRC.
3. Prepare draft alert notification and evacuation message/releases for the President' signature.
4. Prepare and secure the Alumni Affairs, Church Relations, and Public Affairs trailers.
H. Special Assist to the President for Urban Affairs
1. Serve as member of the Hurricane Advisory Committee
2. Prepare and secure the Urban Affairs trailer
I. Cabinet Members:
1. Serve as members of the Hurricane Advisory Committee
2. Be prepared to assume assigned responsibilities as member of the Crisis
Management Team (CMT), as directed.
J. Division Chairperson to be designated:
1. Serve as member of the Hurricane Advisory Committee.
2. Prepare and secure (to the extent possible) the following building using faculty and staff work parties augmented by student workers (provided by Residential Life).
a. FIU/Florida Memorial University Cooperative Building
b. Lehman Aviation Building
c. Range Science Building
d. Sarah Blocker Hall
e. Johnson Humanities Building & Music Annex
3. Coordinate with Director of Facilities Management & Plant Operations to obtain the necessary supplies and materials to prepare assigned building.
K. Off-Campus Site Coordinators:
1. Serve as building coordinators for your site
2. Establish and maintain communications with the HRC/EOC
3. Take precautions as outline below (to the extent feasible) to protect files and equipment
4. Release students and staff not later than N+ 1 hour
L. Individual Actions
1. Student, faculty and staff will be notified by published message from the President or by radio/TV announcements that Florida Memorial's classes are canceled and evacuation has been directed.
2. Upon notification (N-Hour) of a HURRICANE WARNING status, all college personnel with the assistance of students in the classrooms will do the following:
a. Clear desk tops completely of paper and other articles;
b. Protect books, valuable papers and equipment by covering them with plastic sheeting and masking tape;
c. Where necessary and possible, move desks, file cabinets, computer workstations, monitors, and printers away from windows;
d. Close and latch down windows and doors;
e. Turn off or disconnect all electrical equipment including lights, computers, printers, copy machines, refrigerators, etc.
f. Clear any laboratory tables and areas of all possible apparatus and glassware and place these items in a protected location.
3. Faculty/instructors will release all students (attending classes) not later than one-hour (N+1) following the N-Hour notification time.
4. Upon release of students (TAB D Pertains) faculty should report immediately to their chair-person for further instruction. Non-resident Students are released not later than N+1 to proceed home. Resident Students will report immediately to their respective resident hall entering only by the main entrance and insuring that your name is checked off by the resident director or resident assistant positioned at the main entrance.
5. Upon entering the resident hall, resident students will proceed to their rooms to collect and bag those items listed (see Florida Memorial's University recommended
Hurricane Evacuation packing list at TAB C), and to take steps to protect personal items left in your rooms.
6. Resident students will have sixty minutes (one-hour) to collect personal items and to prepare their hurricane evacuation bag. At N+2 (two hours after the official notification that classes are canceled, Florida Memorial is closed, and evacuation has been directed), resident students must report to their residence hall main lobby to verify with the resident director or esignated resident assistant that they are packed and ready to proceed to the designated on-campus evacuation site.
7. When directed, resident students will be proceed in an orderly manner to the designated on-campus hurricane evacuation center. The order of evacuation will be as follows: Robinson, Goode, Brown and Coleman.
8. Selected residents of Coleman hall will be organized into 12 eight-man student-work parties. At N + 2.5, these student work-parties should report to the Director of Resident Life located in the main lobby of Coleman Hall for instructions. Each 8-man student-work party will be assigned to a specific building; they will proceed to that building, reporting to the building coordinator, to augment the work of the faculty and staff at that building.
NOTE: Student-work parties will be released to proceed to the on-campus evacuation center N + 8 (or H-16 depending upon weather conditions).
IV. Phase II (Execution) Procedures
The execution phase commences upon the President's decision to occupy "on- campus" evacuation site. Upon this decision, Florida Memorial University's expanded hurricane response team will be augmented for 24-hour operations under the Crisis Management Team (CMT) concept outlined in General Procedures paragraph II-C above.
As already stated, the CMT will operate out of the EOC located in Albert E. & Sadie B. Smith Conference Center. Two 12-hour shifts will be manned. The CMT will maintain the current progress of the impending WX system and monitor the status of building preparations and monitor the where about and composition of work parties.
Additionally, the CMT will maintain an accurate count of personnel remaining on campus (at any given time, the CMT must be able to provide an accurate number of
students, faculty and staff located on Florida Memorial University's property by building (i.e., Susie C. Holley and Humanities Building).
Specific Phase II responsibilities and actions are delineated below:
A. CMT
1. Establish and maintain communications with evacuation center(s) on campus and with off-campus emergency preparedness/police agencies.
2. Monitor work parties progress and status (via radio).
3. Maintain accurate count of personnel housed in evacuation sites.
4. Report conditions and personnel status on a systematic basis (i.e., every two hours between H-12 and H+12).
5. Maintain a log to chronicle major events and occurrences.
6. Monitor NOAA Radio broadcast.
7. Monitor T.V. and other radio news reports for up-to-date information about the passing weather system.
B. President (Team Chief – Day shift)
1. Serve as head of the CMT Day-Shift (7:00 p.m. to 7:00 a.m. shift).
2. Direct activities and operations as necessary
3. Implement the Computer System File Protection and Disaster Recovery Plan (including off-site storage of very recent back-up tapes) – Vice President for Information Management & Technology.
C. Provost and Executive Vice President
1. Serve as Deputy Team Chief – Day shift
2. Monitor Building Coordinators execution of preparations and evacuation
plans.
D. Vice President for Business and Fiscal Affairs
1. Serve as member of the CMT day-shift.
2. Provide representatives from the following offices/functional areas to augment the CMT:
Day-Shift
a. Director, Food Services
b. Director of Facilities Management & Plant Operations
c. Director Environmental Services (ARMARK)
d. One Staff Representative (Admin)
Night-Shift
a. Director of Administrative Services
b. Environmental Services Representative
c. Food Services Representative
3. Execute Emergency feeding plan at evacuation site(s).
E. Vice President for Student Affairs
1. Serve as Team Chief of the CMT Night-Shift (7:00pm to 7:00am).
2. Provide the CMT/EOC accurate Resident students Evacuation Center status and assignment information.
3. Provide representatives from the following office/functional areas to augment the CMT:
Day-Shift
a. Director of Residential Life
b. Director of Student Activities
c. Chief of Campus Safety
d. Director of Health Clinic
e. One Staff Representative (Financial Aid)
f. Campus Safety Officers (4)
Night-Shift
a. Director of Enrollment
b. Campus Safety (Lieutenant)
c. Director of Intramurals & Recreation
d. Nurse, Health Clinic
e. Campus Safety Officers (4)
4. Provide leadership team for evacuation site (Albert E. & Sadie B. Smith Conference Center)
5. Implement an entertainment plan at the evacuation site
6. Insure medical support available at the evacuation site.
F. Vice President for Information Management & Technology:
1. Serve as member on the CMT Day Shift
2. Implement the Computer System File Protection and Disaster Recovery Plan (including off-site storage of very recent back-up tapes).
3. Provide a staff member to service on CMT Night-Shift
G. Vice President for Institutional Advancement:
1. Serve as member of the CMT Night-Shift.
2. Provide public affairs CMT augmentation for both the day and night shift.
3. Provide one staff representative to serve on the CMT Night-Shift.
H. Division Chairperson to be designated:
1. Serve as member of the CMT Day-Shift, as assigned.
2. Provide a staff representative to serve on the CMT Night-Shift.
3. Be prepared to provide three-man faculty team to provide leadership at
evacuation site #2 (if established) and to provide evacuation site
personnel status reports.
V. Coordinating Instructions:
A. The EOC and evacuation site will be located in Albert E. & Sadie B. Smith Cafeteria/Conference Center.
B. Evacuation site #2 will be located in the James Weldon and Rosemond Johnson Fine Arts building (if required).
C. Priority of work during Phase I (preparation) is as follows:
1. Albert E. & Sadie B. Smith Cafeteria/Conference Center (evacuation site)
2. Library
3. Administration Building
4. Student Services Building
5. Performing Arts Center
6. FIU/Florida Memorial University Cooperative Classroom Building
7. J.C. Sams Activity Center
D. A building preparation plan (see building preparation check list at TAB D) outlining material requirements, personnel requirements, ( or personnel assigned to prepare the facility) special equipment needs, (if needed), must be submitted by building coordinators to the Director of Facilities Management and Plant Operations annually Not Later than June 1 of each year.
E. The Director of Facilities Management and Plant Operations will announce the material pick-up point and the assembly point for work- party personnel provided by ARAMARK and by Residential Life to support building preparation plans Not Later than H-24.
NOTE: This is a planning figure only specific allocation will depend upon
availability of personnel.
F. Hurricane supplies and materials distribution plan will be announced by the Vice President for Business and Fiscal Affairs not later than H-18.
G. Non-essential personnel will be released at the beginning of Phase II execution but not later than H-12. Building coordinators shall use the building preparation checklist (see TAB D) to facilitate planning and execution of build preparation.
H. Emergency telephone contact list (See TAB E) must be updated and submitted to the Hurricane Preparedness Committee Not later than September 1st initially and upon declaration of "Hurricane watch" alert status. (Submit updates to the HRC).
I. Evacuation Centers and EOC cannot count on electricity being available; plan on the use of generators to support minimum electrical requirements.
J. Storage and use of potable water for drinking and cooking must be given thoughtful consideration; director of food services will provide evacuation centers' potable water.
K. Access and storage of non-potable water for sanitation purposes must also be given special consideration (most particularly at the evacuation sites); Director of Environmental Services will store and position non-potable water at evacuation center(s).
L. Evacuation site(s) (once occupied) must report current status hourly to the EOC (via telephone or radio whichever is operable) unless directed otherwise.
M. The President or his designee will issue all necessary directives and instructions concerning the implementation of this plan and the resumption of classes.
N. The Director of Public Affairs will coordinate efforts with local radio stations to send messages to faculty, staff, and students regarding the opening and/or closing of the campus (radio stations WINZ*940 AM, WMBM*1490 AM, WHQT (HOT 105) FM, WQBA*107.5 FM, WEDR*99.1 FM will be designated for college students and employees to listen to for closure or opening information). All closure information pertaining to the main campus will apply to our off-campus sites.
O. Following the lifting of the Hurricane Warning status, each Vice President or designated representative will survey assigned building and facilities to determine their safety and usability and submit a report to the Hurricane Advisory Committee as soon as possible.
P. Personnel are encouraged to use a battery-operated radio to keep abreast of the hurricane's progress and dangers.
Emergency Zones (PDF)
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