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University of the Virgin Islands Emergency Preparedness Hurricane Preparedness Meeting: June 30, 2023 | 9:00 a.m. – 11:00 a.m. | EVC902 & BUS110 & Via Zoom 2 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS 3 June 30, 2023 @ 9:00 a.m. UVI KICK-OFF MEETING Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS I. Welcome & Overview President David Hall, Institutional Coordinator & Shirley Lake-King, VP for Admin & Finance, Institutional Coordinator (Alternate) II. VITEMA Overview & Hurricane Preparation Daryl Jaschen, Director of the Virgin Islands Territorial Emergency Management Agency (VITEMA) III. 2023 Hurricane Season Overview Ira Mactavious & Nereida Washington, Campus Coordinators IV. BUCSAlert Emergency Notification Sign-Up V. Other Comments/Questions Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS 4 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. Orville E. Kean Campus…………………………………………………….…. 24 c. St. John Facilities…………………………………………………………….……30 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS 5 TABLE OF CONTENTS III. 2023 Atlantic Hurricane Season Predictions ……....……..……..…….. 31 IV. 2023 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. 6 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 7 8 2023 ATLANTIC HURRICANE SEASON OUTLOOK Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS 9 2022 ATLANTIC HURRICANE SEASON OUTLOOK Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS https://www.accuweather.com/en/hurricane/accuweathers-2023-atlantic-hurricane-season-forecast/1503557 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS 10 Are You Prepared? Things to Know… Hazard Risks Evacuation Plan Insurance Check-Up Disaster Supplies Strengthen Your Home Sources of Information Hurricane Plan 11 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. Ira Mactavious ESC Alternate Mr. Theodore Glasford Albert A. Sheen Campus Emergency Services Coordinator Ms. Nereida Washington ESC Alternate Dr. Usman Adamu 12 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 ASSOC VP OF CAMPUS OPERATIONS Albert A. Sheen Campus Coordinator Emergency Preparedness Disaster Teams Emergency Operations Area Representatives EMERGENCY MANAGEMENT COMMITTEE Advisory UVI Preparedness Organization 13 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Strategic Level Policy Group (SLPG) 14 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, Research & Grad Studies 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 STT & STC Determine what campus and off- campus security and other resources are needed. VP, Info Svcs & Institutional Assessment 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 Assoc VP 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) 15 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 INTERIM DIRECTOR OF FACILITY MANAGEMENT Orville E. Kean Campus ASSOC VICE PRESIDENT OF OPERATIONS Albert A. Sheen Campus Nereida C. Washington Ira Mactavious A Focus on Hurricane Preparedness Emergency Preparedness Disaster Teams (EPDT) Resource Team Leaders Purpose & Responsibilities Team #1 Campus Emergency Operations STC – Chief of Security STT – Chief of Security Remain on campus and maintain Emergency Operations. Team #2 Building Protection and Building Service STC Physical Plant Supervisor, & 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 – Assoc Vic President of 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. 17 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Emergency Operations Area Representatives St. John Facilities 18 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 Charmaine Smith (Cheryl Roberts) (Maria Fleming) Administrative Suites (3) Bldg AA Bldg BB (1st Floor) Administrative Offices Shauna Matthews (Adryann Glynn) Agricultural Experiment Station (4) Bldg E Offices Labs Fiola Alexander (David Hensley) Business & Facilities Services (5) Evans Center NWW Great Hall Campus Operations Offices Receiving Mailroom Great Hall Zeldon Hicks (Judy James) Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Albert A. Sheen Campus 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) Capital Projects (6) Aquaculture Facilities & Sheep Farm Construction in Progress Mence Construction Nereida Washington (Luis Perez) Center for Marine & Environmental Studies (CMES), and CES (7) Bldg D Admin Offices Sea Grant Offices Boat Olassee Davis (Amy Dreves) Child Care Center (8) Modular Building Child care room Kitchenette Offices Storage Robin Clarke- Thompson (Sheila Michael) College of Science & Mathematics (9) Research & Technology Park Admin offices Offices Labs Classrooms Conference Rooms Michelle Peterson (Bernard Castillo) 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) 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 Giovanni Garcia (Robert Phipps) (Elroy Richard) Medical Simulation Center (11) Simulation Center Admin Offices Conference Rooms Simulation Rooms, etc Charlene Navarro (Jamihl Levine) 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) Physical Plant (12) 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 Luis Perez (Ellsworth London) (Chad St. Croix) (Angel Gonzales-Fish, Farm Store, Bldg. E & Bldg M) (Marthious Clavier- REC) 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) Provost, President, College of Liberal Arts & Social Sciences, School of Agriculture and Student Affairs (13) Bldg A Bldg B Bldg C President’s Office Provost Offices Health Services SOA Offices CES Offices Caribbean Writer Dance Studio Caira Isaac (Debbie Joseph) Research & Technology Park (RTPark) (14) Research & Technology Park Offices Conference Rooms Kitchenette Gym Aminah Saleem (Naisha Monelle- Joseph) Emergency Operations Area Representatives – AAS Campus 23 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Administrative Area Building Facilities and Equipment Representative (Alternate) Residence Halls (15) 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) School of Agriculture (16) Bldg M (Aquaculture) Bldg V (Animal Science) Farm Store Research and Extension Center Admin offices Institutional Advancement Farm Store Storage Labs Marthious Clavier (Sue Lakos) Emergency Operations Area Representatives – AAS Campus St. John Facilities 24 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Administrative Area Building Facilities and Equipment Representative (Alternate) School of Nursing (17) Bldg P Bldg Q Bldg R Bldg S Bldg U Admin Offices Classrooms Lab Conference Rooms Beverley Lansiquot (Damalia Simmonds) Security (18) Evans Center Motor Pool Security Office Vehicles Melissa Rosario (Zeldon Hicks) Small Business Development Center SBDC (19) 6300 Peter’s Rest Suite C – Offices Conference Rooms Karen Jones (Janae Proctor) Student Affairs (20) Evans Center Counseling & Placement Student Affairs SGA Office Anyha Lord-Jerris (Patricia Towal) Emergency Operations Area Representatives – AAS Campus St. John Facilities 25 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Administrative Area Building Facilities and Equipment Representative (Alternate) Student Center (21) Bldg N Bookstore Bucs Fitness Club Food Service Areas Recreation Areas Student Activities Office Shanta Roberts (Jana Austrie) (Nancy Lansiquot Graham) (VIUCEDD) Center for Excellence in Developmental Disabilities (22) Golden Grove Offices Gideon Jagrup (Sharon Williams) Emergency Operations Area Representatives Orville E. Kean Campus 26 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Building/ Location Administrative Area Representative (Alternate) ACC 1st Floor Access & Enrollment Management Monifa Potter Human Resources Neville Williams Information Technology (Data Center) Sharlene Harris (Erik Pattison) Campus Operations Cashiers Office Jewel Chesterfield (Robert Chen) ACC 2nd Floor Accounting Office Stacey Chados Internal Audit Office Kima Gaton Public Relations Lois Rivera Purchasing Eric Christian (Austin Rogers) Emergency Operations Area Representatives – OEK Campus 27 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Building/ Location Administrative Area Representative (Alternate) ACC 3rd Floor President’s Office Una Dyer Administration & Finance Delicia Greenaway-Henley (Kima Gaton) Provost’s Office Henville Pole Vice Provost RPS Lorna Chesterfield Business Administration Academic Building – Business Deana Blyden (Kendra Harris) (Old) Business Office Building Research Paul Jobsis (Rhonda Tonge) Emergency Operations Area Representatives – OEK Campus 28 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Building/ Location Administrative Area Representative (Alternate) CA Bldg. 1st floor Little Theater Denise Humphrey University Bound Yvette Richards Learning Center & Center for Student Success (CSS) Pamela Moolenaar Wirsiy CA Bldg 2nd Floor & 3rd Floor Science & Mathematics Jessica Gibs (Sandra Romano) CA Building, Library Bus. Admin Building/IT Computer Lab Dawn Matthew Cafeteria Cafeteria/Dining Pavilion Leslyn Tonge (Scott Gay) East Campus CELL – East Campus Roveita Samuel-Charles ECC – East Campus Suzanne Darrows-Magras EPSCoR – East Campus Kim Waddell Estate Bonne Resolution Etelman House Observatory/ Physical Plant David Morris (Physical Plant) Emergency Operations Area Representatives – OEK Campus 29 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Building/ Location Administrative Area Representative (Alternate) Extension Services New House Cooperative Dale Morton Faculty West Institutional Advancement Mitchell Neaves (Cherilyn Browne) Golf Course Recreation Center (Facility is Off-line) Jelani Smalls (Leslyn Tonge) Gordon House Health Services ACA – Student Affairs Janet Pointer (Leslyn Tonge) Humanities Humanities Dian Levons Jerome House Bookstore Mervin Taylor Library Library 1st and 2nd Floor Sharlene Harris Marine Science CMES – (Facility is Off-line) Ian Byrne (Paul Jobsis) Music Education Music Education Building Dion Parson Nisky Center 202 Small Business Development Center Mary Joe Williams Emergency Operations Area Representatives – OEK Campus 30 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Building/ Location Administrative Area Representative (Alternate) Nursing Building Academic Building - Nursing Kendra Frett (Beverly Lansiquot) Penha House Computer Center Sharlene Harris (Dawn Matthew) WUVI – Radio Station & Lab Dara Cooper Security Vanessa Dore (Theodore Glasford) Physical Plant Offices Building Paulette Stevens (Ira Mactavious) Generators/Fuel Dispensing Ira Mactavious Physical Plant – 2nd Floor Mailroom and Central Receiving Corrine Lindquist (Kevin Wattley) Quarters B CERC (Facility is Off-Line) TBD Reichhold Center for the Arts Reichhold Center (Facility is Off-Line) Denise Humphrey (Mitchell Neaves) Residence Halls: Middle A-E, North A-E, East, Faculty East, Residence Halls (Student Life) Jennifer Crawford (Jewel Samuel Dore) Emergency Operations Area Representatives – OEK Campus 31 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 (Jewel Samuel Dore) Roupp House Counseling & Placement Mary Myers (Leslyn Tonge) 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 (Henville Pole) Student Activities Building Student Activity Center Student Government Jelani Smalls (Leslyn Tonge) Teacher Education Teacher Education Janet King (Karen Brown) Upper Campus Academic Computing – Computer Labs Ayesha Williams (Dawn Matthew) UVI Innovation Center West Bay Pamela Moolenaar-Wirsiy Wellness Center Wellness Center Donna Andrews (Henville Pole) Emergency Operations Area Representatives Building/ Location Administrative Area Representative (Alternate) DPNR Building Academic Center (Facility Off-Line 2017-2023) TBD Lameshur Bay Virgin Islands Environmental Resource Station (VIERS) (Facility Off-Line 2017-2023) Paul Jobsis St. John Facilities 32 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS 2023 ATLANTIC HURRICANE SEASON Near-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) 12 – 17 15 14 Hurricanes (top winds of 74 mph or higher) 5 – 9 7 7 Major Hurricanes (Category 3, 4 or 5; winds of at least 111 mph) 1 – 4 3 3 * NOAA predictions calls for an near-normal 2023 hurricane season (40%); above-normal season (30%); below-normal season (30%). Information for the 2023 predictions were presented by NOAA on May 25, 2023. ** CSU predictions based on June 2, 2023 data. (By Dr. Philip Klotzbach, Michael Bell & Jhordanne Jones, in memory of Dr. William M. Gray.) 33 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 34 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS 2023 ATLANTIC TROPICAL CYCLONE NAMES Arlene Franklin Katia Philippe Bret Gert Lee Rina Cindy Harold Margot Sean Don Idalia Nigel Tammy Emily Jose Ophelia Vince Whitney June 1-3 June 19-24 June 22-26 Hurricane Preparedness 35 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. 36 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS 37 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 hotlines, 692-4168 or 693-1016, 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. 38 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. 39 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. 40 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. 41 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 42 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Emergency Operations Area Representatives (AR) 43 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. 45 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 46 • National Hurricane Center www.nhc.noaa.gov • VITEMA http://www.vitema.vi.gov • The Weather Channel www.weather.com • Weather Underground www.wunderground.com • Stormpulse https://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: 47 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS HURRICANE & WEATHER WEBSITES