2011
Online
info
Helpful websites to keep you informed: www.miami.edu/prepare UM general hurricane resource www.hurricaneupdate.med.miami.edu Miller School hurricane resource www.rsmas.miami.edu/resources/environment/tropical-storms Tropical storm updates from the UM Rosenstiel School of Marine and Atmospheric Science www.nhc.noaa.gov National Hurricane Center www.floridadisaster.org f or faculty and staf f of t h e u n i v e r s i t y o f m i a m i l eon a r d m . M i l l e r s c hoo l of m e d i c i n e
Florida Division of Emergency Management
U PDATE Y O U R CONTACT IN F ORMATION F OR H U RRICANE SEASON
Essential Emergency Items Below are some quick
Secure Safety with an Office Plan
guidelines and important
Hurricane season is here,
items to keep on hand to
and now is the time to prepare for potential storms. All employees should make sure their contact and emergency information is correct by updating their profile at myUM. Simply visit www.miami.edu/myUM, and on the right under the “Personal & Biographical Info” section, click “Personal, Address and Emergency/Evacuation Information.” When a situation warrants, mass emails containing emergency information will be sent. Voice and text messages also will be sent via the Emergency Notification Network (ENN). Supervisors and unit emergency planners should confirm through the UReady system that their unit’s continuity plan is up-to-date and that all relevant emergency plans and policies are readily accessible. Each unit’s human resources representative should download contact and emergency information from the Prepare Data Warehouse, and keep printed copies in multiple locations. Be sure to outline evacuation guidelines and list emergency responsibilities assigned to each employee. For insurance purposes, all capital equipment should be photographed, documented, and regularly updated on a comprehensive list. Ensure all employees have the Miller School Rumor Control /Hurricane Hotline number (305-243-6079), and hold a mandatory staff meeting to
ensure safety during any emergency, including a hurricane. Materials for office equipment protection can be purchased through Physical Plant, 305-243-6019. For the Office Hold a meeting to review and distribute unit emergency and continuity plans Take inventory of emergency supplies (see “Keep on Hand” checklist below) Clear desktops Back up important computer files Unplug electrical equipment Move equipment away from windows Cover files, equipment, and furniture with plastic tarp and masking tape Secure all doors and windows Take home personal belongings Checklist for the home Plan an evacuation route Avoid low-lying areas Secure loose yard debris Secure garage doors and awnings Reinforce windows with boards
distribute and discuss the preparedness and continuity plan. If essential employees have not been identified, select them at this meeting and communicate their role clearly to them and the entire staff to avoid confusion about who will remain or return as a storm approaches. Use the meeting to address special circumstances of employees, such as family matters or transportation issues. Also, appoint an alternate to the supervisor in case of absence. If a hurricane or tropical storm warning is issued, hold an additional staff meeting to review these guidelines. All essential employees who will need to remain on campus during a storm are required to receive special approval in advance through security. Contact Security Emergency Management at 305-243-9466 for the request form. Back up all computer files and gather all necessary emergency supplies, including plastic tarp and tape for covering office equipment; the materials can be purchased from Physical Plant by calling 305-243-6019. Workers at construction sites should make sure all equipment and materials are properly secured. Immediately following the storm, all employees should call a designated contact person or supervisor to verify safety and begin recovery efforts. All
students, faculty, or staff who evacuate to another area should notify the University of their relocation and new contact information by going to recover.miami.edu. This post-hurricane online “check-in” site will help us determine who is safe and where they are residing. Remember that a hurricane is just one potential disaster for which we should all be prepared. With a comprehensive plan in place, your office will be ready to handle any emergency. The Office of Emergency Management and the Miller School have a full-time emergency manager to assist units with emergency and continuity planning, training, and specialized communications. For more information, call 305-243-9466.
or shutters Turn off pool equipment; do not drain your pool Stock non-perishable foods and
Additional Preparations for Research Personnel
bottled water
In the event of a hurricane,
Fill your car’s gas tank
safeguarding your life’s work, personnel, and laboratories is vital for your continued research. Aside from securing your workspace, critical steps should be taken to minimize disruption and downtime after a storm. This includes preparing lab equipment, storing samples, securing your data, and updating your emergency phone tree. Critical equipment, such as freezers and incubators, must be labeled with contact information and registered through the Department of Security’s Critical Equipment Registration and Alarm Monitoring website. Inventory the contents of each freezer and cold room. For insurance purposes and FEMA reporting, take digital photos of your equipment. It is important to label and
Keep on hand First-aid kit Necessary prescription drugs Batteries Flashlights Battery-powered radio Candles/matches Manual can opener Masking and duct tape Generator Ropes Cash Pet-care items Important personal documents (store in waterproof container)
secure all hazardous agents in cabinets and retain relevant EHS forms. All fume hoods must be emptied; they are not secure areas during a storm. Be cautious when starting equipment that operates in multi-day cycles, as both line and emergency power could be lost mid-cycle. Non-essential equipment should be unplugged from both emergency and non-emergency power outlets to prevent possible damage to the equipment and reduce the strain on electrical circuits. Plugging equipment into emergency power outlets with extension cords will overload the circuit and shut down all emergency power for the building. Consider sending critical samples out of the area through pre-existing arrangements with bio-repositories and non-local
collaborators/colleagues. If you do not currently have any arrangements, you may establish such through a Universityapproved vendor. If your work includes animal models, the Division of Veterinary Resources requests that you work with them to identify irreplaceable lines. In the research community, only preapproved (by the director of security) essential personnel may remain on campus during a storm. For lab and office preparation, hurricane packs are available for purchase from the Office of Research and Physical Plant. Principal investigators and laboratory managers should meet with their staff prior to an event and discuss preparations. Detailed checklists for pre- and postdisaster preparedness are available online.