Title: University of Florida natural disaster annex
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 Material Information
Title: University of Florida natural disaster annex
Physical Description: Book
Language: English
Creator: Office of Risk Management, Division of Environmental Health and Safety, University of Florida
Publisher: Office of Risk Management, Division of Environmental Health and Safety, University of Florida
Place of Publication: Gainesville, Fla.
 Record Information
Bibliographic ID: UF00091483
Volume ID: VID00001
Source Institution: University of Florida
Holding Location: University of Florida
Rights Management: All rights reserved by the source institution and holding location.

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S UNIVERSITY OF

SFLORIDA
Natural Disaster Annex
UF Emergency Management Plan

OBJECTIVE

The objective of this annex is to establish procedures for implementation in preparation
for, during and following a hurricane or other natural disasters. The annex gives primary
consideration to required actions necessary to protect lives and property on the University
campus. Within its resource limitations, the University will work cooperatively with the
city, county and state authorities to respond to the general community needs. Under the
Statewide Mutual Aid Agreement (SMAA), the University may request personnel and
resources from cooperating agencies. Communications to the University community will
be maintained through the Office of University/Public Relations through a variety of
means as established under the UF Emergency Management Plan. The overall
operational framework is outlined in the UF Emergency Management Plan.



IDENTIFICATION OF WEATHER CONDITIONS

Although Gainesville is inland from the Atlantic and Gulf coasts the risk of damage from
high winds and flooding from exists. In the event a hurricane threatens the area, the
National Weather Service in Jacksonville will issue watch and warning information. A
stepped approach in preparation will be used in advance of a potential storm.

72 Hours Before Potential Storm Impact All campus units should review their
Hurricane/Tropical Storm Defense and Recovery Plans. Alert personnel with
essential functions and specific roles and duties.

Inland Hurricane Watch Issued for inland counties that sustained winds of 74
mph or greater associated with a hurricane are anticipated beyond the coastal
areas though the actual occurrence, timing and location are still uncertain.

Inland Hurricane Warning Issued for inland counties that sustained winds of
74 mph or greater associated with a hurricane are anticipated beyond the coastal
areas in the next six to twelve hours.

Inland Tropical Storm Watch Issued for inland counties that sustained winds
of 39 to 73 mph associated with a tropical storm are anticipated beyond the
coastal areas though the actual occurrence, timing and location are still uncertain.

Inland Tropical Storm Warning Issued for inland counties that sustained
winds of 39 to 73 mph associated with a tropical storm are anticipated beyond the
coastal areas in the next six to twelve hours.

Facilities located outside the Gainesville area need to determine the appropriate
tracking location to provide advanced storm status reporting.


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IMPLEMENTATION


I. Pre-Storm Preparation

A. Emergency Coordinators (EC) have been designated for all major buildings.
It is preferable that individuals assigned the role of EC emergency coordinators
have completed Community Emergency Response Team (CERT) training
provided by Alachua County Division of Emergency Management. The dean or
director having primary responsibility shall serve or appoint the coordinators. In
buildings used by multiple programs where no individual department has
responsibility more than one EC may be designated. The Office of the Vice
President for Health Affairs will provide coordination for departments within the
J. Hillis Miller Health Center.

Off-campus, UF owned or leased, facilities must be included in the natural
disaster planning process. These include; off-campus IFAS Centers and
properties, Whitney Marine Laboratory, Seahorse Key and Eglin Air Force Base.

Each Emergency Coordinator or other individual responsible for developing a
natural disaster emergency and recovery plan shall prepare or review and update
the plan on an annual basis. The written emergency plan shall be consistent with
the overall emergency plan objectives contained within this annex. A template to
assist with development of this plan was developed by Environmental Health and
Safety (EH&S) and is made available via the EH&S website. The preparation
and/or review will be complete by June 1 of each year. One copy of the plan shall
be electronically forwarded to EH&S. EH&S will compile plans and provide
plans and EC contact information to the University Emergency Operations Team
and Incident Commander. The plan will include, but not be limited to, the
following:

1. Planned measures for evacuating persons from the building, shutting
down operations, and for protecting valuable equipment, data and other
vital records as is feasible;

2. Appropriate measures to secure antennas and other equipment installed
or stored on rooftops;

3. Identify special needs, beyond the department's capabilities, for
materials and labor required to protect property and equipment. Where
appropriate, the management of the maintenance group (e.g. PPD, IFAS,
HC/PPD, Division of Housing, Reitz Union, Athletic Association, etc.)
should be contacted to discuss these special needs for inclusion in that
maintenance groups' preparation and response plan;

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4. Plans to provide instructions regarding the emergency plan and the
building plan to persons who normally occupy the building;

5. Designation of at least one alternate Emergency Coordinator and other
assistants as deemed necessary.

B. The Director of Physical Plant, the Director of IFAS Facilities Operations
shall prepare written plans of action coordinated with the Emergency Operations
Director. The plans shall include, but not be limited to, the following as
appropriate:

1. Assignments relating to preplanning, preparation and actual
emergency task requirements;

2. Procedures for providing assistance to the Emergency Operations
Team and University Incident Commander;

3. Operation of permanently installed generators, their refueling and
operations maintenance. A list of these buildings and their generators is
attached (Appendix B);

4. Availability of portable generators and associated gear ready for
dispatching to locations identified by the Emergency Operations Team;

5. Maintenance of radio communications and interface capabilities with
the University Police Department and the Emergency Operation Center
(EOC);

6. Physical Plant shall adequately plan to provide assurance that the
Motor Pool can provide services during a disaster. These include:

a) Assure adequate fuel supply, or provide a back-up supply
during an emergency;

b) Establish emergency power requirements and a plan for
emergency generating equipment in cases of power failure;

c) Assign "emergency vehicle" status to Physical Plant vehicles
and equipment providing emergency services;

d) Provide 7 day a week fueling support during an emergency;

e) Provide maintenance support for emergency vehicles during an
emergency and ability to provide fleet vehicles to other
departments when required.


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7. Test emergency equipment at the beginning of the hurricane season
and at other intervals as appropriate on- and off-campus;

8. PPD, HC-PPD, Housing, and IFAS shall establish EOC
annexes/staffed operations centers through which formal communications
and actions may be directed;

9. Placement of hurricane protection systems, floor coverings, disposable
supplies, trash receptacles, chairs and tables and appropriate staff
(management, trades and custodial) at the UF Southwest Recreation
Center in preparation for its use as a public shelter;

10. Plan for protection of essential PPD staff and their families in the
event of a hurricane;

11. Participate in practice exercises including test procedures and lead-
time required to prepare the UF Southwest Recreation Center for use as a
public shelter;

12. Development and maintenance of accurate detailed accounting and
personnel records for storm preparation and recovery to permit maximum
reimbursement through insurances and FEMA.

C. Center Directors at off-campus IFAS facilities shall develop a local
emergency plan that is consistent with that required of the on-campus units. The
Center Directors will work with the permanent IFAS Crisis Response Committee
in completing this planning effort.

D. The Office of the Vice President for Health Affairs will assure that a plan for
any unit operating under the organizational structure of a non-UF unit, i.e.,
Jacksonville University Medical Center, develop a plan that integrates into the
local group's planning effort.

E. Whitney Marine Laboratory, Seahorse Key and Elgin Air Force Base will
develop plans consistent with the requirements for on-campus facilities.

F. The Chief of the University Police Department (UPD) shall maintain a written
plan of action for providing general security to the campus. It is essential that the
plan provide for internal and external radio communications, summoning the
appropriate number of officers on duty, locking all unoccupied buildings and
maintaining coordination and contact with the Alachua County Emergency
Operation Center. UPD should consult with the Emergency Coordinators
responsible for buildings designated as potential shelters and establish appropriate
security procedures. A listing, in order of priority, of all individuals to be
contacted at the time of a warning shall be developed. UPD shall develop and
maintain accurate, detailed accounting and personnel records for storm
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preparation and recovery to permit maximum reimbursement through insurances
and FEMA.

G. The Director of Business Services will maintain a plan for providing
emergency food service for resident students, employees and emergency workers
who may remain in dormitories during an emergency. Non-perishable food
stocks from the cafeteria should be utilized and provisions for placing food and
drinking water at predetermined dormitory locations upon declaration of a Inland
Hurricane Warning should be coordinated with the Director of Housing. Red
Cross will provide emergency food services for members of the general public
occupying University facilities as shelters.

H. The Director of Housing will maintain a written plan coordinated with the
Emergency Operations Director for the protection of students who remain in
residence halls and family units during an emergency. Since all housing facilities
are permanent structures, residents will be encouraged to remain in their assigned
facilities. Each housing unit staff member will assume the responsibility of the
Emergency Coordinator for his/her residence. All residents will receive an
instruction sheet outlining actions necessary prior to, during and after the
emergency. In addition the Director of Housing shall:

1. Make assignments relating to preplanning, preparation and actual
disaster task requirements;

2. Establish a Division of Housing "EOC-contact point" with personnel
assigned during an event. Plan for protection of essential Housing staff
and their families in the event of a hurricane;

3. Ensure operation of permanently installed generators, their refueling
and operations maintenance. A list of these buildings and their generators
is attached. (See Appendix B);

4. Ensure availability of portable generators and associated gear ready for
dispatching to locations identified by the Emergency Operations Director;

5. Ensure maintenance of radio communications and interface
capabilities with the University Police Department and the Emergency
Operation Center (EOC);

6. Develop and maintain accurate, detailed accounting and personnel
records for storm preparation and recovery to permit maximum
reimbursement through insurances and FEMA.

I. The Dean of Student Services will maintain a plan for the notification of on-
and off-campus fraternity and sorority houses and the Collegiate Living
Organizations.
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J. The Director of Athletics will maintain a written plan coordinated with the
Emergency Operations Team for the protection of properties and facilities under
their control.

K. The Director of the Student Health Care Center will maintain a written
emergency medical response plan that shall be coordinated with Shands Hospital,
other medical services he deems appropriate and the Emergency Operations
Team. Working with the Director of Housing, he should assure that proper first
aid care personnel are available. The emergency medical response plan shall
include all buildings designated as shelters (see Appendix A). The SHCC shall
develop and maintain accurate, detailed accounting and personnel records for
storm preparation and recovery to permit maximum reimbursement through
insurances and FEMA.

L. The University Counseling Resource Network (UCRN) provides coordinated
mental health counseling resources to the campus community in time of disaster.
UCRN may serve in declared shelters and other locations on a voluntary basis if
UCN staff volunteers are available.

M. The Associate Director of Purchasing and Disbursement Services will ensure
methods are established for rapid purchasing and acquisition of emergency of
services, supplies and materials. Coordination with maintenance as to the type
and quantity will be appropriate.

N. The University Comptroller will develop a plan that would provide emergency
procedures for conducting University financial business at the time of a natural
disaster. The plan will focus on anticipated needs immediately following a
natural disaster when normal financial transactions are disrupted.

O. The Director of EH&S acts as the coordinator for the advanced planning
specified in the Natural Disaster/Hurricane Emergency Plan. This includes
maintaining the master list of Emergency Coordinators, reviewing the written
building emergency plans and other pre-disaster planning documents specified in
this section. EH&S will act as the contact point for guidance and interpretation of
the requirements of the plan. EH&S will represent the University at the County
Emergency Operations Center and attend briefings at the request of the County
EOC. EH&S will facilitate the conduct of planning exercises for business units
with key responsibilities.

P. The Director of the Reitz Union shall develop a plan for use of the Grand
Ballroom as a public shelter. The plan will focus on anticipated needs of housing
and hygiene of up to 700 persons. In addition the Reitz Union shall develop and
maintain accurate, detailed accounting and personnel records for storm
preparation and recovery to permit maximum reimbursement through insurances
and FEMA.

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Q. The Director of Transportation and Parking Services shall initiate programs to
accomplish the following:

1. Parking of on-campus state vehicles should be facilitated in campus
parking garages if directed by the EOC;

2. Access of state vehicles should be made possible so use of a GatorOne
card by the driver of a state vehicle is not necessary during activation of
the Emergency Plan if directed by the EOC. Permit access to select
garages for drivers of private vehicles without use of Gatorl card (e.g.
PPD emergency grounds and maintenance staff);

3. Provide protected parking spots for individuals working at the campus
Emergency Operations Center (EOC) and EOC state vehicles;

4. Accommodate private sector vehicles when the university is required
to serve as a host community for individuals from other parts of the state
and the university is not closed for operation. If this parking is remote
from the campus shelter, develop transport strategy between the parking
area and the shelters;

5. Develop and maintain accurate, detailed accounting and personnel
records for storm preparation and recovery to permit maximum
reimbursement through insurances and FEMA.

II. Inland Hurricane Watch (Inland Tropical Storm Watch)

All personnel assigned tasks should review the plans and ensure that all persons affected
are briefed and all pre-hurricane measures are implemented.

A. The Chief of the University Police Department will act as the University
Incident Commander and will immediately implement the following:

1. Establish formal communication with the Alachua County Emergency
Operations Center;

2. Activate UF Emergency Operations Center, establish initial meeting of
EOC representatives as soon as practical following posting of a Inland
Hurricane Watch;

3. Establish contact with the University President, Vice President for
Finance and Administration;

4. Monitor weather advisories from National Hurricane Center and
National Weather Service in Jacksonville.

III. Inland Hurricane Warning (Tropical Storm Warning)
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This is considered a Level 3 Incident under the UF Emergency Management Plan.

All persons will be instructed to leave the campus except those assigned duties in this
plan and resident students who intend to remain in the dormitories during the emergency.

The following emergency procedures will be implemented immediately:

A. The Incident Commander will fully activate the Emergency Operations Center
and will immediately implement the following:

1. Continue communication with the Alachua County Emergency
Operations Center;

2. Establish an emergency communications network;

3. Maintain contact with the University President, Vice President for
Finance and Administration, Directors and Building and other Emergency
Coordinators assigned duties in this plan;

4. Notify all deans and directors of the closing of the University and the
release of employees;

5. Instruct Emergency Coordinators to evacuate and lock each building,
except for those dormitories occupied by resident students who are
remaining on campus during the hurricane, buildings with critical
operations, and other exceptions designated by the Emergency Operations
Director. Emergency Coordinators are advised to check each room within
evacuated buildings to verify that there is no one remaining before locking
the building. In some instances faculty and staff may wish to seek shelter
within their own office areas as they provide a much greater degree of
protection than their homes. This is permitted at the discretion of the
department;

6. Summon the maximum number of officers on duty to:

a) Assist Emergency Coordinators, as requested, in evacuating
and locking buildings, and noting locations with required
continued operations;

b) Maintain roving patrols as long as possible with particular
attention to the Computer Centers, University of Florida Training
Reactor/Nuclear Sciences Center, Nuclear Field Building, the
Libraries, Instructional Resources and laboratory buildings;




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c) Check campus areas for objects subject to damage or
representing potential hazards;

d) Provide transportation of essential personnel to the campus as
necessary.

7. Assure that contact has been made between the Student Health Care
Center and Shands Teaching Hospital and coordinate procedures for
emergency medical assistance when necessary;

8. Monitor weather advisories;

9. Provide required security at shelters as required.

B. The Director of Physical Plant Division shall coordinate appropriate personnel
to implement the following:

1. Ensure functioning of emergency generator power source to the
Emergency Operations Center (University Police Department) and other
areas based upon pre-established priority list;

2. Provide appropriate stand-by personnel for emergency work in each
Physical Plant department;

3. Provide personnel and equipment necessary to keep access to the
University roads and driveways clear by removing limbs, fallen trees,
debris;

4. Secure all Physical Plant Division material and equipment subject to
damage or potential hazard;

5. Maintain contact with Emergency Operations Center;

6. Secure refuse containers and other objects on campus grounds that
would be potential hazards;

7. Every effort will be made by Physical Plant Division to maintain
campus utilities, and respond to the need for emergency repairs as they
occur;

8. The Work Management Center will be the central control point for
Physical Plant division's work assignments and will respond to request for
assistance from Emergency Operations Center and other University
departments;

9. When directed by the administration or the Incident Commander -
Prepare the Southwest Recreation Center for use as a shelter facility
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including securing building envelope protection, covering floors with
protective mats secured from the O'Connell Center, delivering tables and
chairs and deploying sanitation and hygiene supplies. PPD shall identify
critical staffing, if any, to be maintained at the facility for the duration of
the storm (e.g. electrician, plumber). PPD shall similarly support any other
shelter opened at the direction of the administration;

10. After an emergency, Physical Plant Division will provide interim
repairs to facilities, boarding of damaged doors and windows to reduce
subsequent damage and erecting barricades to provide protection from
hazards.

C. The Director of IAS Facilities Operations shall coordinate appropriate
personnel to implement the following:

1. Ensure emergency generator power sources for IAS areas upon a pre-
established priority list;

2. Provide appropriate stand-by personnel for emergency work from
Facilities Operations Department;

3. Provide personnel and equipment necessary to keep access to the IFAS
farm areas by removing limbs, fallen trees, debris;

4. Maintain contact with Emergency Operations Center;

5. Secure refuse containers and other objects on IFAS farm areas that
would be potential hazards.

D. The Director of Business Services will:

1. Close the Bookstore and other Auxiliary units (Note: UF Laundry
services may continue to operate using only workers who are present on a
voluntary basis until closed by the Laundry Manager or Incident
Commander);

2. Coordinate with Food Services and the Director of Housing on the
emergency food service plans for resident students, employees and
emergency workers who have not been evacuated;

3. Maintain contact with Emergency Operations Center.

E. The Director of Housing will:

1. Implement the housing emergency plan;


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2. Open a Housing EOC Annex and establish contact with Emergency
Operations Center;

3. Coordinate with the Director of the Student Health Care Center to
ensure availability of first aid.

F. The Director of the Student Health Care Center will:

1. Ensure that the Student Health Care Center is properly staffed so that
adequate first aid personnel are available;

2. Coordinate activities with other medical services;

3. Maintain contact with the Emergency Operations Center;

4. Identify medical staffing for UF shelters if requested to meet Red
Cross guidelines.

G. The Vice President for Human Resources will:

1. Coordinate release of employees associated with the University
closing.

If a Governor's executive order is in place, no approval beyond the order is
necessary. Employees will be granted administrative leave.

In the absence of a Governor's executive order, administrative leave for
the official emergency closing of university facilities is approved by the
Vice President for Human Resources-except for IFAS facilities outside
of Alachua County. For these IFAS facilities, approval has been delegated
to the center.

IV. During Hurricane/Tropical Storm Event

A. All persons, including Emergency Coordinators, except those required for the
conduct of emergency operations or those seeking shelter on the UF campus
should be not be on campus. It should be recognized that during this time, only
activities necessary to prevent or treat injuries, sustain emergency personnel and
protect life and property should be undertaken, if actions are safe for the
responders.

B. The Emergency Operations Center will be in operation and will remain in
communication with: the County EOC, the Housing, IFAS, PPD and Health
Center auxiliary operations centers; UF public shelters, and other critical staffed
areas on campus and will coordinate appropriate support as feasible. Priority will


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be placed on the protection of students in the dormitories, personnel in shelters,
other persons on campus and the safeguarding of property.

V. Post Hurricane/Tropical Storm

A. As soon as it is safe to do so, the Building Emergency Coordinators should
return to their assigned buildings, make a damage survey and report the
conditions of their buildings to the Emergency Operations Center or appropriate
work management center as directed by UF official information.

B. The Director of Physical Plant will be responsible for post-hurricane clean-up
operations and will provide maximum support with available resources.

C. The Director of IFAS Facilities Operations will be responsible for post-
hurricane clean-up operations in the farm areas and will provide maximum
support with available resources.

D. The University of Florida will coordinate, as appropriate, with representatives
of FEMA, state and local authorities.

E. The Office of University Relations will continue providing coordination and
dissemination of information regarding the event and recovery through
appropriate means.

F. Classes and other normal operations will resume as the situation permits.

























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Appendix I Alternate Designation of Emergency Shelters


The university buildings to be used for emergency shelters, Appendix A, were selected
on the basis of structural integrity, available public space and food service, if available.
Alternate campus buildings may be selected if the university is requested to provide
shelter space for the temporary housing of evacuees from other geographic areas when no
local hazardous or hurricane condition exists and the structural integrity of the facility is
not a factor.

Building Building Name Occupancy*
Number
Short Term(*) Extend Term(**)
686 Reitz Union New 700# 280"
Ballroom#

316 SW Recreation Center# 2375# 950#

832 Newins-Zeigler Hall 500 200

267 Turlington Hall 1,250 500

655 Little Hall 750 300

TOTAL.... 3075# 1230#
6825 2730


(*) Occupancy based on 20 net assignable square feet per person, which is the American
Red Cross requirement for shelter space during the storm

(**) Occupancy estimates based on the unassigned space and allocations of 50 net
assignable square feet per individual. Space allocation suggested by UF to shelter
individuals for an extended period (>24 hours).

(#) These structures meet state criteria for impact shelters. Other buildings listed may
serve as shelters in dire need but should be regarded as significantly less suitable for
housing the general population.









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Appendix II Damage Assessment Forms


The timely collection of storm related damage is critical to the ability to recover eligible
funds from insurances and where insurance coverage does not exist, under FEMA. A
photographic record of the damage is an important part of the process. One should
always place a location indicator within the field of the photograph such as building and
room number written on a pad placed in the photo. The following forms provide a
vehicle for collecting the required information.














































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University of Florida Initial Damage Assessment
Environmental Health & Safety
ROOM ASSESSMENT FORM
Storm/Event: Assessment Date: Room Number:
Building Name: Building Number: Mark if update to previous
Name of Assessor: UFID Number: form:


Cause of Damage: (circle one)
*Impact (damage from wind borne debris) *Wind *Building hit by tree/limb *Power Surge/Lightning
*Water Damage-Wind driven rain & leaks *Water Damage-Water Intrusion through structural damage
*Water Damage-Flood *Other (provide description)


Damage Detail (leave blank for items not damaged)
Contents/Item Description of Damages
Carpet/Flooring
Walls
Ceiling Tile
Ceiling (Other)
Windows
Furniture
Built-In Furniture

Lighting
HVAC
(Additional Items)





Emergency Repairs or Preventative Actions (leave blank if no actions taken)
Action Taken:
Materials Used or Purchased:
Name of Person: UFID Number: Date of Repair: Labor Time
(in hours):

Photograph
Take digital photographs) of damages. Include building name and room number on a piece of paper or dry
erase board that is visible in the photograph.








BUILDING


University of Florida Initial Damage Assessment
Environmental Health & Safety
ASSESSMENT FORM


Storm/Event: Assessment Date:
Building Name: Building Number: Mark if update to previous
Name of Assessor: UFID Number: form:



Cause of Damage: (circle one)
*Impact (damage from wind borne debris) *Wind *Building hit by tree/limb *Power Surge/Lightning
*Water Damage-Wind driven rain & leaks *Water Damage-Water Intrusion through structural damage
*Water Damage-Flood *Other (provide description)


Damage Detail (leave blank for items not damaged)
Contents/Item Description of Damages
Roof
Soffits
Gutters
Entry
Stairs

Landscaping
Walls
Fences/Gates
Power
Elevators
Windows

(Additional Items)


Emergency Repairs or Preventative Actions (leave blank if no actions taken)
Action Taken:
Materials Used or Purchased:

Name of Person: UFID Number: Date of Repair: Labor Time
(in hours):

Photograph
Take digital photographs) of damages. Include building name and room number on a piece of paper or dry
erase board that is visible in the photograph.






University of Florida Initial Damage Assessment
Environmental Health & Safety
WORK CENTER FORM
Storm/Event: Date: Room Number:
Building Name: Building Number: Reference Number:
Name: UFID Number: (Filled out by Supervisor)



Cause of Damage: (circle one)
I = Impact F = Flood W = Wind L = Lightning T = Fallen tree/limbs DR = Wind driven rain/leaks
WD = Water through storm related building damage/failure
O = Other (provide description)


Damage Repair
Start Time: End Time: Work Order Number:
Problem/Damage:







Action:





Materials Used:






Labor Used:




Photograph
Take digital photographs) of damages and finished repairs. Include building name and room number on a
piece of paper or dry erase board that is visible in the photograph.




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