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University of the Virgin Islands Emergency Preparedness Hurricane Preparedness in the midst of COVID-19 Meeting: June 19, 2020 | 9:30 a.m. – 11:00 a.m. | Via Zoom 2 I. Welcome & Overview President David Hall, Institutional Coordinator & Shirley Lake-King, VP for Admin & Finance, Institutional Coordinator (Alternate) II. VITEMA Overview & Hurricane Preparation in the midst of the COVID-19 Pandemic Daryl Jaschen, Director of the Virgin Islands Territorial Emergency Management Agency (VITEMA) III. 2020 Hurricane Season Overview Charles Martin & Nereida Washington, Campus Coordinators IV. BUCSAlert Emergency Notification Sign-Up V. Other Comments/Questions June 19, 2020 @ 9:30 a.m. UVI KICK-OFF MEETING Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS 3 2020 ATLANTIC HURRICANE SEASON OUTLOOK Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS 4 Are You Prepared? Things to Know… Hazard Risks Evacuation Plan Insurance Check-Up Disaster Supplies Strengthen Your Home Sources of Information Hurricane Plan Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS 5 In the midst of the COVID-19 Pandemic!!! Social Distancing PPE, Face Coverings, & Hand Sanitizers Cleaning & Disinfecting Interruption of Shipping Know Shelter Capacities Availability of Supplies CONSIDER… PREPARE NOW! Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS 6 TABLE OF CONTENTS I. UVI Emergency Response Plan (ERP) Overview & Requirements…………………………………………………………………..…………..8 II. Emergency Preparedness Organizational Structure A. VITEMA Liaisons…………………………………………………………….…………10 B. UVI Preparedness Organization………………………………………………..11 1. Strategic Level Policy Group (SLPG)……………………………………12 2. Emergency Management Committee (EMC)……………………..13 3. Emergency Campus Coordinators……………………………………..14 4. Emergency Preparedness Disaster Teams (EPDT)………………15 5. Emergency Operations Area Representatives (AR)………….… a. Albert A. Sheen Campus…………………………………………………….…16 b. St. John Facilities…………………………………………………………….……24 c. St. Thomas Campus………………………………………………………….….25 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS 7 TABLE OF CONTENTS III. 2020 Atlantic Hurricane Season Predictions ……....……..……..…….. 31 IV. 2020 Atlantic Storm Names……………………………………...……………… 32 V. Hurricane Preparedness Plan…………………………………………………… 33 A. Phase 1 – 6 Preparedness Actions…………………………………………. 34 B. Area Representatives Action Plan………………………………………….. 40 C. Area Representatives Checklist……………………………………………... 41 D. University Closure Checklist………………………………………………….. 42 E. ERP Post Incident Actions……………………………………………………… 43 F. UVI Hotline & USVI Emergency Numbers………………………………. 44 G. Weather Websites……………………………………..…………………….…….. 45 Emergency Response Plan (ERP) Overview The Emergency Response Plan (ERP) is designed as a guide for use in unusual and/or overwhelming circumstances that require actions beyond routine measures. These circumstances can include pre-planned events, as well as rapidly evolving incidents that overwhelm the scope of the University of the Virgin Islands’ Security Department (UVISD) response. The Plan is flexible in design such that sections may be used without full implementation, depending on the nature of the incident(s), yet to be effective in response to all hazards. The overall purpose is to maintain the safety and security of the University’s people, property, and vital interests. 8 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Requirements of the Comprehensive ERP Plan - Address natural and man- made emergencies and disasters to which the institution is vulnerable, and - Specify responders and administrators roles and responsibilities regarding • Mitigation • Preparation • Response • Recovery Active Shooter Behavioral Concerns or Potential Violence Bomb Threats Building Damage/Infrastructure Failure Crime in Progress Earthquake Fire, Explosion or Smoke Emergencies Flooding Hazardous Materials Release Mass Gatherings Medical Emergency Severe Weather Suspicious Packages Specific Emergency Incidents 9 UVI VITEMA Representatives UVI / VITEMA Liaisons Emergency Management Coordinator (EMC) Dr. David Hall EMC Alternate Ms. Shirley Lake-King St. Thomas Campus Emergency Services Coordinator (ESC) Mr. Charles Martin ESC Alternate Mr. Ira Mactavious Albert A. Sheen Campus Emergency Services Coordinator Ms. Nereida Washington ESC Alternate Dr. Robert Godfrey 10 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS PRESIDENT Institutional Coordinator CABINET Strategic Level Policy Group DIRECTOR OF FACILITY MANAGEMENT St. Thomas Campus Coordinator Emergency Preparedness Disaster Teams Emergency Operations Area Representatives DIRECTOR OF CAMPUS OPERATIONS Albert A. Sheen Campus Coordinator Emergency Preparedness Disaster Teams Emergency Operations Area Representatives EMERGENCY MANAGEMENT COMMITTEE Advisory UVI Preparedness Organization 11 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Strategic Level Policy Group (SLPG) 12 Resource Purpose & Responsibilities President Overall leader of Policy Group Provost Advise on all matters relating to instructional and faculty issues. VP for Admin. & Finance Advise on all matters relating to legal, statutory issues, insurance and university policies. Dean of Students Assist in coordination of all non‐academic needs of students. Vice Provost, RPS Advise on all matters relating to research issues. Vice Provost, ACES Advise on all matters relating to visiting or prospective students and their families. Resource Purpose & Responsibilities Chief of Security & Security Supervisor-STC Determine what campus and off- campus security and other resources are needed. Chief Information Officer Secure university data and communication resources needed. Develop and distribute non-internet and non-telephone communication plan. VP for IA & Director of Public Relations Prepare timely electronic and printed messages for dissemination through the local media, VITEMA, campus alert system and the university website. STC Director of Campus Oper. & STT Director of Fac. Mgmt Coordinate structural evaluations of damaged facilities; and assist in activation and use of campus alert system. Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Emergency Management Committee (EMC) 13 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS The Emergency Management Committee (EMC) leads the University’s efforts in preparedness. The committee is responsible for: Reviewing and updating all hazard plans Preparing training curricula Serving as ex-officio members of the Preparedness Disaster Teams Training the Emergency Preparedness/Disaster Teams and Emergency Operations Area Representatives Selecting the Emergency Service Coordinators (ESC) and alternates to VITEMA annually Sharing information for promulgation to the UVI community ! Leadership representatives from Campus Operations, Security, Physical Plant, Environmental Compliance, Public Relations, Information & Technology Services, & Caribbean Exploratory Research Center. University of the Virgin Islands Emergency Preparedness DIRECTOR OF FACILITY MANAGEMENT St. Thomas Campus DIRECTOR OF CAMPUS OPERATIONS Albert A. Sheen Campus Nereida C. Washington Charles Martin A Focus on Hurricane Preparedness Emergency Preparedness Disaster Teams (EPDT) Resource Team Leaders Purpose & Responsibilities Team #1 Campus Emergency Operations STC –Security Supervisor STT – Chief of Security Remain on campus and maintain Emergency Operations. Team #2 Building Protection and Building Service STC Physical Plant Supervisors, & STT – Director of Facilities Management Protect and secure buildings and property. Assist in post hazard facilities evaluation. Team #3 Evacuation, Shelter, and Health STC & STT Deans of Students Coordinate the evacuation of local and off- island students prior to a storm. Team #4 Information, Education, and Employee Assistance VP for Institutional Adv. & STT - Public Rel. Officer Coordinate with Public Relations to inform the University community of hazard preparedness plans and post-hazard reports. Team #5 Damage Survey and Emergency Response STC – Director of Campus Operations & STT–Director Fac. Mgmt Coordinate facilities reconstruction and repair. Team #6 Business Operations Continuity CFO, Provost, CIO, & Campus Operations-STC Coordinate business continuity, financial matters, utilities and communication infrastructure, and contingency plans for academic functions and classes. Team #7 Institutional Operations President & VP for Administration & Finance Establish and maintain recovery efforts and communication with VITEMA and Government House. 15 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Emergency Operations Area Representatives St. John Facilities 16 Administrative Area Building Facilities and Equipment Representative (Alternate) Academic Deans (1) Evans Center Building T Faculty Offices Classrooms Debbie Joseph (Kimarie Engerman) Access & Enrollment Services (2) Evans Center Northwest Wing NWW Annex Academic Admin. Offices CSS Center Financial Aid Offices Faculty Offices Francisca Barry (Cheryl Roberts) (Maria Fleming) Administrative Suites (3) Bldg AA Bldg BB (1st Floor) Administrative Offices Shelly Jones (Chenzira Davis-Kahina) Agricultural Experiment Station (4) Bldg E Offices Labs Fiola Alexander (Marsha Bedford) Business & Facilities Services (5) Evans Center NWW Great Hall BFA Offices Central Supply – Receiving Mailroom Great Hall Michelle Tuitt-Elliott (Myrtle Pemberton) Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Albert A. Sheen Campus Emergency Operations Area Representatives – AAS Campus St. John Facilities 17 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Administrative Area Building Facilities and Equipment Representative (Alternate) Capital Projects (6) Research & Technology Park; and Simulation Center Construction in Progress Springboard, LLC & Celestine Construction Nereida Washington (Cleveland Tonge) Center for Marine & Environmental Studies (CMES), RPS, and CES (7) Bldg D Admin Offices Sea Grant Offices Boat Marcia Taylor (Olassee Davis) College of Science & Mathematics (8) Evans Center & REC *Temporary Relocation Admin offices Offices Labs Classrooms Conference Rooms Julene Dorsett (Jewel Cumberbatch) Community Engagement and Lifelong Learning (CELL) (9) Our Town Frederiksted & REC Admin offices Conference Room Labs Julie Rhymer (Suzanne Darrow- Magras) Emergency Operations Area Representatives – AAS Campus St. John Facilities 18 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Administrative Area Building Facilities and Equipment Representative (Alternate) Information & Technology Services (10) Bldg A, B, C, D, E Bldg N Evans Center Northwest Wing NWW Annex Research and Extension Center RTPark School of Nursing IT Offices Labs (Computer) Library Library Stacks Network equipment Telephone switch equipment Smart Classrooms Video conference rooms Celia Richard (Gideon Jagrup) (Elroy Richard) Emergency Operations Area Representatives – AAS Campus St. John Facilities 19 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Administrative Area Building Facilities and Equipment Representative (Alternate) Physical Plant (11) Bldg A (Great house) Bldg B (C.E.S.) Bldg C (University Bound) Bldg D (C.E.S.) Bldg E (A.E.S.) Bldg M Bldg N (Student Ctr) Bldg MM (Res Admin) Evans Center Modular Bldg Northwest Wing NWW Annex Physical Plant REC Sugden House A/C chillers Electric switch rooms Emergency generators Exterior prep Gas tanks Outdoor furniture Overhead storm doors Phys Plant offices Public spaces Pump rooms Sand bags Shutters Cleveland Tonge (Luis Perez) (Angel Gonzales-Fish, Farm Store, Bldg. E & Bldg M) (Marthious Clavier- REC) Emergency Operations Area Representatives – AAS Campus St. John Facilities 20 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Administrative Area Building Facilities and Equipment Representative (Alternate) Provost, President, RPS and Student Affairs (12) Bldg A Bldg B Bldg C President’s Office Provost Offices Health Services RPS Offices, Caribbean Writer University Bound Maritza DeCosta (Caira Isaac) Research And Public Service (13) Bldg M (Aquaculture) Bldg V (Animal Science) Farm Store Research and Extension Center Admin offices Institutional Advancement Farm Store Storage Labs Stafford Crossman (Bob Godfrey) (Don Bailey) Emergency Operations Area Representatives – AAS Campus St. John Facilities 21 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Administrative Area Building Facilities and Equipment Representative (Alternate) Residence Halls (14) Bldg BB (2nd Floor) Bldg CC, DD Bldg EE, FF Bldg GG, HH Bldg JJ, KK Bldg LL, MM Nurse Residence Director Residence Admin Offices Student Suites Director Residence Nurse Residence Trudi Golphin (Jana Austrie) (Maritza DeCosta) Security (15) Evans Center Motor Pool Security Office Vehicles Anthony Laurent (Zeldon Hicks) School of Nursing (16) Bldg P Bldg Q Bldg R Bldg S Bldg U Admin Offices Classrooms Lab Conference Rooms Rosalind Moore (Beverley Lansiquot) Emergency Operations Area Representatives – AAS Campus St. John Facilities 22 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Administrative Area Building Facilities and Equipment Representative (Alternate) Small Business Development Center SBDC (17) 6300 Peter’s Rest Suite C – Offices Conference Rooms Hazel Jones (Gregory Kopatch) Student Affairs (18) Evans Center Counseling & Placement Student Affairs SGA Office Anyha Lord-Jerris (Patricia Towal) Student Center (19) Bldg N Bookstore Bucs Fitness Club Food Service Areas Recreation Areas Student Activities Office Shanta Roberts (Sophia Johnson) (Ethlyn Matthew) Emergency Operations Area Representatives – AAS Campus St. John Facilities 23 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Administrative Area Building Facilities and Equipment Representative (Alternate) Student Enrichment Centers (20) Modular Bldg Call Center Writing Center Offices (PE & ROTC) Classroom Computer Science Storage Maria Fleming (TBD) USVI Census - St. Croix (21) Castle Coakley Offices Training Rooms Storage Lorna Sutton (Cecil Coker) (VIUCEDD) Center for Excellence in Developmental Disabilities (22) Golden Grove Offices Kimberly Mills (Sharon Williams) Emergency Operations Area Representatives Building/ Location Administrative Area Representative (Alternate) DPNR Building Academic Center (Facility Off-Line 2017-2020) TBD Lamshur Bay Virgin Islands Environmental Resource Station (VIERS) (Facility Off-Line 2017-2020) Paul Jobsis St. John Facilities 24 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Emergency Operations Area Representatives St. Thomas Campus 25 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Building/ Location Administrative Area Representative (Alternate) ACC 1st Floor Access & Enrollment Management Monifa Potter (David Wuinee) Human Resources Neville Williams Information Technology (Data Center) Sharlene Harris (Erik Pattison) Campus Operations Cashiers Office Diana Claxton (Robert Chen) ACC 2nd Floor Accounting Office Stacey Chados Internal Audit Office TBD (Marlene Thomas) Public Relations Lois Rivera Purchasing Eric Christian (Austin Rogers) Emergency Operations Area Representatives – STT Campus 26 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Building/ Location Administrative Area Representative (Alternate) ACC 3rd Floor President’s Office Una Dyer (Haldane Davies) Administration & Finance Delicia Greenaway-Henley (Marlene Thomas) Provost’s Office Leslyn Tonge (Henville Pole) Vice Provost RPS Lorna Chesterfield Business Administration Academic Building – Business (Facility Off-Line 2017-2020) TBD (Old) Business Office Building EPSCoR/Green Technology (Facility Off-Line 2017-2020) GEOcas Paul Jobsis Emergency Operations Area Representatives – STT Campus 27 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Building/ Location Administrative Area Representative (Alternate) CA Bldg. 1st floor Little Theater David Edgecombe University Bound Yvette Richards Learning Center & Center for Student Success (CSS) Ikysha James (TBD) CA Bldg 2nd Floor & 3rd Floor Science & Mathematics Orpha Penn CA Building, Library Bus. Admin Building/IT Computer Lab Erik Pattison (Dawn Matthew) Cafeteria Cafeteria/Dining Pavilion Verna Rivers (Scott Gay) East Campus CELL – East Campus Roveita Samuel-Charles ECC – East Campus Frank Mills EPSCoR – East Campus Kim Waddell Estate Bonne Resolution Etelman House Observatory/ Physical Plant David Morris (TBD) Emergency Operations Area Representatives – STT Campus 28 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Building/ Location Administrative Area Representative (Alternate) Extension Services New House Cooperative Louis Petersen, Jr. Faculty West Institutional Advancement Mitchell Neaves (Cherilyn Browne) Golf Course Recreation Center Leon LaFond (Verna Rivers) Gordon House Health Services ACA – Student Affairs Ronda Herbert (Verna Rivers) Humanities Humanities Dian Levons Jerome House Bookstore Mervin Taylor Library Library 1st and 2nd Floor Sharlene Harris Marine Science CMES – (Facility Off-line 2017-2020) Ian Byrne (Paul Jobsis) Music Education Music Education Building Dion Parson (TBD) Nisky Center 202 Small Business Development Center Ted Gutierrez Emergency Operations Area Representatives – STT Campus 29 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Building/ Location Administrative Area Representative (Alternate) Nursing Building Academic Building - Nursing Kendra Frett Penha House Computer Center Sharlene Harris (Erik Pattison) WUVI – Radio Station & Communications Lab. Dara Cooper Security Theodore Glasford Physical Plant Offices Building Charles Martin (Ira Mactavious) Generators/Fuel Dispensing Roy Sterrod Physical Plant – 2nd Floor Mailroom and Central Receiving Corrine Lindquist (Kevin Wattley) Quarters B CERC (Facility Off-Line 2017-2020) TBD Reichhold Center for the Arts Reichhold Center (Facility Off-Line 2017-2020) Denise Humphrey Residence Halls: Middle A-E, North A-E, East, Faculty East, Residence Halls (Student Life) Jennifer Crawford (Jessica Johnson-Wispe) Emergency Operations Area Representatives – STT Campus 30 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Building/ Location Administrative Area Representative (Alternate) Residence Halls Additional South A-F, & West Hall Residence Halls (Student Life) Jennifer Crawford (Jessica Johnson-Wispe) Roupp House Counseling & Placement Mary Myers (Verna Rivers) Science & Math Science & Math Building Moriah Sevier Social Sciences Quarters C – Social Sciences Dian Levons Sports & Fitness Center Building Sports & Fitness Center Building Donna Andrews (TBD) Student Activities Building Student Activity Center Student Government Leon LaFond (Verna Rivers) Teacher Education Teacher Education Janet King (Karen Brown) Upper Campus Academic Computing – Computer Labs Erik Pattison (TBD) USVI Census – St. Thomas West Bay Frank Mills Wellness Center Wellness Center Donna Andrews 2020 ATLANTIC HURRICANE SEASON Above-normal hurricane season is most likely this year. Weather System NOAA* Colorado State University** 30-Year Average Named Storms (top winds of 39 mph or higher) 13 – 19 16 12 Hurricanes (top winds of 74 mph or higher) 6 – 10 8 6 Major Hurricanes (Category 3, 4 or 5; winds of at least 111 mph) 3 – 6 4 3 * NOAA predictions calls for an above-normal 2020 hurricane season (60%); near-normal season (30%); below-normal season (10%). Information for the 2020 predictions were presented by NOAA on May 21, 2020. ** CSU predictions based on April 2, 2020 data. (By Dr. Philip Klotzbach, Michael Bell & Jhordanne Jones, in memory of Dr. William M. Gray.) 31 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Tropical Storm 39-73 mph wind Category 1 74-95 mph wind Category 2 96-110 mph wind Category 3 111-129 mph wind Category 4 130-156 mph wind Category 5 > 157 mph wind Saffir – Simpson Hurricane Scale 32 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS 2020 ATLANTIC TROPICAL CYCLONE NAMES Arthur Fay Kyle Paulette Bertha Gonzalo Laura Rene Cristobal Hanna Marco Sally Dolly Isaias Nana Teddy Edouard Josephine Omar Vicky Wilfred Hurricane Preparedness 33 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Phase 1 •Pre- Season •April 1 - May 30 Phase 2 •Hurricane Alert •72 hours before strike Phase 3 •Hurricane Advisory •60 - 48 hours before strike Phase 4 •Hurricane Watch •48 - 36 hours before strike Phase 5 •Hurricane Warning •36 hours or less before strike Phase 6 •Post Storm Damage and Security Assessment Phase 1  Pre-Season  April 1 – May 30 Administration • The University President will meet with the Strategic Level Policy Group and Campus Coordinators. Area Representatives • Disseminate hurricane preparedness information for each area in staff meetings, on area bulletin boards, and through other channels of communication. Facilities Management • Inventory emergency supplies. • Test emergency tools and equipment. Campus Coordinator • Convene meeting of Emergency Management Committee, Emergency Team Coordinators, and Area Representatives at the beginning of the season. • Review Emergency Response Plan and assess state of committees and campus readiness. 34 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS 35 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Phase 2  Hurricane Alert  72 hours before strike Administration • The University President will meet with the Strategic Level Policy Group and Campus Coordinators. Area Representatives • Check telephone hotline extensions, 4168 or 1016, and website for status of preparations. • Assign team members to back up mission critical data on computers. • Assign Area Team members to distribute plastic bags to cover equipment and files. Bags are distributed to individual work stations by area teams, not by Physical Plant. Facilities Management • Top off diesel and gasoline fuel storage. • Test emergency communications. Campus Coordinator • Convene meeting of Teams and Representatives to determine status of readiness and ensure that response plans have been completed. • Institute procedures for preliminary notification of possible evacuation to be implemented when closure of the University is declared. • Inform essential staff of their functions and responsibilities before, during, and after the hurricane. • Maintain hotline and website for status updates. 36 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Phase 3  Hurricane Advisory  60 – 48 hours before strike Administration • The University President will meet with the Strategic Level Policy Group, Campus Coordinators, Emergency Management Committee, Team Coordinator, and Area Representatives. Policy decisions will be made regarding sending students home, securing food service, and securing campus shelter areas, and closure of the University. Area Representatives • Assign team members to confirm that contents and equipment in area have been protected. Facilities Management • Clean storm drains. • Store outdoor furniture and equipment. • Secure recreation court equipment. Campus Coordinator • Meet with President and Team #7 (Institutional Operations) to discuss a course of action (COA). • Institute proceedings to phase down work operations in all University departments and prepare for impending hurricane. Prepare to close all university facilities. • Inform essential staff of their functions and responsibilities before, during, and after the hurricane. 37 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Phase 4  Hurricane Watch  48 – 36 hours before strike Administration • The University President will meet with the Strategic Level Policy Group and Campus Coordinators to make a decision on closure of campus based on the severity of the hurricane. Area Representatives • Assign team members to reposition contents of offices that are on floors. • Assign team members to secure contents in windowless "safe room" where available. • Assign Area Team members to secure chemicals and other hazardous materials. Facilities Management • Close hurricane shutters on all buildings. • Seal underground mechanical rooms. Campus Coordinator • Meet with President and Team #7 to discuss status of preparedness course of action (COA). • Meet with Emergency Management Committee, Team Coordinators, and Area Representatives to ensure that all aspects of the preparedness plan are in place. 38 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Phase 5  Hurricane Warning  36 hours or less before strike Administration • The University President will meet with the Strategic Level Policy Group and Campus Coordinators. • Final preparations will be in place; activation of EOC. • Evacuate local students from residence halls. • Closure of University (6 hours required). Area Representatives • All tasks have been completed. • Report securing/closure of area to EOC. Facilities Management • Shut off electricity in all buildings. • Shut off generators when deemed necessary. • Shut off and secure LP gas for all buildings. • Clear and lock all buildings. Campus Coordinator • Consult with President and Team #7 regarding next COA. • Activate EOC and University Command Posts (UCP). • Ensure that all plans for securing the campus have been taken and residents are evacuated or sheltered-in-place. • Implement evacuation plan of facilities. • Check recovery plans. 39 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Phase 6  Post Storm Damage & Security Assessment Administration • The University President will meet with the Strategic Level Policy Group and Campus Coordinators, Cabinet Members, and EOC staff for an update on the condition of campus, students still on campus, and preliminary damage reports, if available. • Additional meetings will be held with Policy Group to review and implement recovery COA's. Area Representatives • Assign team members to assist with damage assessment. Facilities Management • Survey and test electrical distribution system before engaging generators. • Perform emergency repairs. Campus Coordinator • Meet with President and Team #7 to discuss preliminary recovery strategies. • Prepare a preliminary damage assessment report. Coordinate with VITEMA and FEMA. • Reactivate all teams. • Meet with Emergency Management Committee, Team Coordinators, and Area Representatives to mobilize response and recovery efforts. Preparedness Actions •Meet with team members to review Emergency Response Plan •Develop list of equipment and materials needed to secure contents of building •Assign areas of responsibility to teams •Obtain protective materials from Physical Plant Dept. •Arrange to have photos taken of office and building contents •Back-up and secure all electronic data to ensure all sensitive equipment is protected Response Actions •Ensure all sensitive equipment is protected •Close and protect all windows, shutters, and doors •Secure all loose objects •Report completed actions to EOC Recovery Actions •Determine and report condition of buildings and offices •Remove potential hazards when possible •Assess and record damage •Obtain cleaning equipment from Physical Plant •Assist with clean up support as much as possible 40 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Emergency Operations Area Representatives (AR) 41 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Emergency Operations Area Representatives (AR) Preparedness Action Checklist Meet with Team Members and Review Emergency Response Plan  Meeting Agenda Listing of Team  Phone Tree Attendance Log Develop list of equipment and materials needed to secure contents of building Complete Physical Plant equipment and materials form . Assign areas of responsibility to teams Create a full listing of rooms and facilities in assigned area; Distribute rooms and facilities to team members , consider back-up support Obtain protective materials from Physical Plant Dept. Submit completed form to Phys. Plant and coordinate distribution to team. Arrange to have photos taken of office and building contents Add photos in UVI Photo-Doc report Upload and save on designated X-drive Back-up and secure all electronic data all sensitive equipment is protected Print and e-files needed for continuity; Place back-up files in zip lock bags.       University Closure Checklist In the event that the University suspends normal operations in response to the threat of a tropical storm or hurricane, it is important that each functional unit complete the following activities. Protect vital records. Clear desktops, table tops, floors and exposed horizontal surfaces of materials likely to be damaged by rising water, leaks or wind. Back-up computer hard drives. Place flash drives and CDs in zip-lock bags or other protective containers and take/send duplicate copies off site. Be sure to consult with Supervisor or Dept. Head. Shut down and unplug computers, printers and other electrical appliances. Assure that equipment that must remain energized is connected to “surge protectors”. (Applicable only to buildings with emergency power capability.) Relocate equipment, books, papers and other items away from windows to interior areas of the building. (Assure that equipment and items that are relocated are tagged for easy identification and retrieval.) Ground floor occupants of buildings that are likely to flood should, if necessary: oRelocate equipment and other items to a higher floor. oRelocate contents from bottom drawers of desks and file cabinets to locations safe from damage due to rising water. (Assure that equipment and items that are relocated are tagged for easy identification and retrieval.) In labs, as appropriate, de-energize and protect sensitive apparatus and properly store glassware. Assure back-up availability for critical utility-dependent processes. Assure all hazardous materials are properly stored and protected. Check contents of refrigerators and set to coldest temperature setting. Cover equipment and other valuables with plastic, and tape or wrap in thick garbage bags. Assure that view panels allow clear view into labs and corridors. Close and latch all filing cabinets. To the extent possible, turn bookcases and shelving units in exterior offices to face the wall. Empty trash receptacles of items likely to decompose. Remove all personal items of value from University premises. Update office/department voice mail. Close and latch all windows. Close and lock all doors behind you as you leave. Check with your supervisor for tentative post occurrence work schedule. Post Incident Actions Demobilization Demobilization involves those actions that return responding units to their normal operational functions or duties. This may occur at the end of the entire incident, or in phases as a way to control size and cost of the response. When determining the appropriate level of demobilization, the IC must consider the factors at hand as well as the potential for the hazard to increase in scope. After Action Reports In any incident in which the Emergency Response Plan is utilized, an after action report (AAR) should be prepared. This involves the distribution of the “Preliminary Debriefing Form” to personnel involved in the incident. Communication & Press Releases Post Incident Provide campus status updates daily following an incident. This involves the communication to internal and external university community utilizing radio, media, and printed press releases. Use of electronic and telephone communication as availability of resources exist. 43 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS UVI Hotline, Security & USVI Geographical Coordinates St. Croix St. Thomas St. John VITEMA 773-2244 774-2244 776-6444 POLICE 778-2211 / 911 774-2211 / 911 693-8880 / 911 RED CROSS 778-5104 774-3075 774-0375 FIRE/AMBULANCE 911 911 911 HOSPITAL 778-6311 776-8311 776-6400 WAPA 713-9272 777-9272 777-9272 USVI EMERGENCY NUMBERS St. Croix St. Thomas UVI HOTLINE: Audix Messages on Hurricane Related News Releases 692-4168 693-1016 Campus Security 692-4155 693-1530 Geographical Coordinates For USVI 18.20 N, 64.50 W (St. John) 18.2N, 64.7W 17.75 N, 64.8 W 18.35 N, 64.92 W 44 • National Hurricane Center www.nhc.noaa.gov • VITEMA http://vitema.vi.gov • The Weather Channel www.weather.com • Weather Underground www.wunderground.com • Stormpulse www.stormpulse.com • Caribbean Hurricane Network www.stormcarib.com 2017 – Hurricane Maria 2017 – Hurricane Irma 2008 – Hurricane Omar 2004 – Tropical Storm Jeanne 1999 – Hurricane Lenny 1998 – Hurricane Georges 1996 – Hurricane Bertha 1995 – Hurricane Marilyn 1995 – Hurricane Luis 1989 – Hurricane Hugo 1984 – Tropical Storm Klaus 1979 – Hurricane Frederic 1979 – Hurricane David VI Hurricane History Hurricanes and tropical storms that have hit the Virgin Islands in recent years include: 45 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS HURRICANE & WEATHER WEBSITES