Hbu hurricane plan (Faculty & Staff)

HBU HURRICANE PLAN (Faculty & Staff)
The hurricane season extends from June 1 through November 30; however, most hurricanes hit the Texas Coast during August and September. In addition to damage from high winds, the campus may experience flooding from the heavy rains.

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  A hurricane advisory is released by the National Hurricane Center every six hours whenever a storm threatens the U.S. coastline.
  
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  If the storm endangers the local area, a Hurricane Alert is issued.
  
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  A Hurricane Watch is issued when there is a possibility that the storm could make landfall somewhere in the watch area within 48 hours.
  
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  A Hurricane Warning is issued by the National Hurricane Center indicating a high probability that a storm will make landfall between two designated locations in at least 24 hours (but not less than 8 daylight hours).
  

Consideration should also be given to the fact that media now track hurricanes as far out as 10 days with a projected landfall. Such projections, along with any directives from the City of Houston, Harris County Office of Emergency Management, or the State of Texas should be taken into account in planning.

Hurricane Assessment Teams
DECISION TEAM

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  President
  
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  Members of the Executive Council
  
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  Associate Vice President for Student Life
  
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  Assistant Vice President for University Communications
  
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  Chief of Police
  
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  Aramark and operations/construction representatives
  
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  Other personnel as designated by the President
  
  
  

SAFETY TEAM

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  Executive Director of University Operations & Resources
  
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  College of Science Safety Officer
  
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  Chief of Police
  
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  Aramark and operations/construction representatives
  
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  Other personnel as determined by the team
  

COMMUNICATION TEAM

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  Vice President for Advancement
  
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  Assistant Vice President for University Communications
  
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  Director of Web Strategies
  
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  Director of Editorial Services
  
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  Associate Vice President of Student Life
  

SECURITY TEAM

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  Executive Director of University Operations & Resources
  
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  Chief of Police
  

FACULTY/STAFF ACTION PLAN
In the event a hurricane threatens Houston Baptist University, the campus will be evacuated. The following plan outlines procedures and steps to guide the campus community through such an event.
STAGE 1 Preseason Preparation

BEGINNING OF HURRICANE SEASON, JUNE 1

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  Review campus hurricane plan
  
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  Supervisory personnel review department action plans with employees
  
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  Supervisory personnel check needed supplies. Update list of necessary phone numbers and files needed in case of evacuation.
  
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  Assistant Vice President for University Communications updates media emergency contacts, reviews workings of emergency notification systems, and distributes updated phone tree to leadership team members.
  
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  Physical Plant maintains rolls of plastic to cover broken windows and has plywood cut for windows in Police Office; ensures that all needed supplies are on site.
  

BEGINNING OF FALL SEMESTER

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  Distribute updated Hurricane & Evacuation Plan to students, faculty and staff.
  

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  Post updated plan in visible location on University Web site and portal.
  

STAGE 2 Hurricane Conditions Exist

4-5 DAYS BEFORE HURRICANE^*

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  President's office notifies the Decision Team of the potential decision to evacuate campus.
  
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  Vice Presidents notify all personnel in their respective area of responsibility of the potential to evacuate and review the evacuation plan.
  
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  Associate Vice President for Student Life & Housing Staff communicate campus evacuation plans to students and makes arrangements for evacuation of those residential students without transportation or personal arrangements for evacuation. Detailed listing of students living on campus and their evacuation plans should be created.
  
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  Assistant Vice President for University Communications prepares media notification of campus evacuation plans. Evacuation information is prepared for HBU Web site and internal communications systems.
  
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  ITS/Maintenance/Operations review shutdown procedures.
  
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  University Events & Conferences reviews internal and external events/conferences planned on campus for the next 10-12 days and communicates situation with key contacts for those events.
  
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  Verify with Aramark food reserves for personnel who will remain on campus in case of campus evacuation during hurricane. Purchase supplementary food if needed.
  
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  Maintenance/Operations/Police gas up and store all vehicles behind Sharp Gym/Glasscock.
  
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  Chief of Police arranges 5 days of food and water supplies for personnel who will remain on campus.
  
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  Office Area Guidelines: All faculty and staff begin individual office shutdown procedures to safeguard equipment and records subject to water damage. Begin back up of all computers to employee backup Q drive. (NOTE: Make sure to back up all critical data located on local hard drives. Specific information on backup activities will be disseminated by ITS through internal campus communication.)
  

STAGE 3 Evacuation Decision Made

48-72 hours before hurricane

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  Finalize decision about campus evacuation.
  
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  Evacuation plans disseminated through internal University communications systems including the portal, HBU Alert System, and University Web site; local media; school-alerts.com (which also alerts local media), and through messaging on the University phone system. Follow-up media calls as necessary.
  
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  Residence Colleges cleared and physically secured after evacuation. Student Life staff prepares a listing of all students and their evacuation locations, including those sent to alternative locations. Instructions are given to students on how to obtain information about the reopening of campus.
  
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  University Events & Conferences notifies groups of campus closing.
  

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  Office Area Guidelines:
  
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    Turn off and unplug computers and other essential office equipment. Refer to the backup documentation distributed by ITS.
    
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    Move essential office equipment to protected areas. (Best location: Away from windows preferably behind a protected wall.)
    
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    Move equipment off the floor.
    
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    Delicate non-replaceable computer data storage media should be stored in a watertight secure place above the floor.
    
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    Place all loose papers and important documents in cabinets or files.
    
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    Close and lock all windows. Lower and close all blinds.
    
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    Remove personal items as those are not covered under University insurance.
    
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    Employees check out with immediate supervisor prior to leaving campus at completion of hurricane preparations.
    
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    ITS personnel will carry out final technology & equipment preparations across campus.
    

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  Laboratory/Science Guidelines:
  

Follow the directions included in the Science Department’s emergency guidelines.
STAGE 4 Final Preparations

12-24 hours before hurricane
Buildings are locked by Campus Police. Campus is secured.

12 HOURS BEFORE HURRICANE

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  Operations personnel shut down all utilities on each building as protection procedures are completed on that building.
  
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  Operations personnel shut down central plant.
  
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  Emergency personnel leave campus except for representatives from Maintenance/Operations and Police or those designated by the President.
  

FINAL NOTE: In the interest of economy and time, it is recommended each college and department store a supply of black plastic to be used to cover equipment in order to protect it from water damage. Said equipment could include computers, calculators, typewriters, desks, books, permanent files, etc. This way each area will be ready to implement the hurricane plan without a last minute procurement of materials. Be prepared!

STAGE 5 After the storm

Immediately after the storm

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  Assessment teams as assigned report for duty assignments. Teams to evaluate damage and develop immediate response plans.
  
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  Administrative Team: Completes assessment of damage to the physical plant and auxiliary enterprises. Establishes communication with federal/state assistance offices. Team will notify following:
  
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    State Department of Emergency Management
    (512/495-2138, Ext. 350)
    
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    Federal Emergency Management Association (FEMA) if appropriate.
    
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  Executive Director of University Operations & Resources & Maintenance/Construction representatives assess damage to service delivery units, develops/implements necessary plans to bring services back on line.
  
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  Decision Team: Develops and implements plan for bringing University services and academics back on line.
  
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  Safety Team: Completes immediate survey of campus to identify and isolate safety hazards (electrical, structural, gas leaks, etc.) and address them on a priority basis
  
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  Communication Team: Establishes communication networks and implements communication plan to inform the campus community, media and public.
  
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  Assistant Vice President for University Communications deals with immediate media inquiries and manages flow of information to internal and external audiences.
  
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  Chief Information Officer establishes emergency telecommunications, assesses damage to telecommunications systems, and instigates repair procedures.
  
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  Chief Information Officer establishes emergency-computing stations, assesses damage to computing services, and instigates repair procedures.
  
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  Security Team: Secures campus from looting and unauthorized access.
  
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  Assessment teams call additional personnel as needed to bring University services and academics back on line.
  

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  Remaining personnel wait to report to campus upon notification by immediate supervisor or through an announcement on the local media services. Faculty and staff should check University Web site and/or media outlets for information regarding return to campus. University Communications will maintain responsibility for those communication venues.
  
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  Department Heads, through normal administrative channels, will initiate surveys of department equipment and furnishings and take appropriate measures.
  

Important Information for Faculty & Staff
After the storm, every effort will be made to contact faculty, staff and students via the HBU Alert System.
Please check the University Web site, media outlets, school-alerts.com, or the university’s main phone line at 281-649-3000 for information on return to campus. Radio station KTRH 740 AM is the local emergency communications channel.