UTMB SON Primary Emergency Plan _PEP_ Preliminary Planning

							                          UTMB SON Primary Emergency Plan (PEP)



Preliminary Planning:
Although some emergencies cannot be predicted, all UTMB students, faculty, and staff should
be as prepared as possible for emergencies, following emergency planning guidelines.

UTMB Galveston Team Leaders:
Pamela G. Watson, Dean; pgwatson@utmb.edu
Tina Cuellar, Associate Dean for Admissions and Student Affairs; ehcuella@utmb.edu
Kathryn Fiandt, Associate Dean for Clinical Affairs and Graduate Programs; klfiandt@utmb.edu
Alice Hill, PhD Program Director; ahill@utmb.edu
Bruce Leonard, MSN Program Director’ brleonar@utmb.edu
Linda Rath, BSN Program Director; lrath@utmb.edu
Elizabeth Reifsnider, Associate Dean for Research; elreifsn@utmb.edu
Trish Richard, Associate Dean for Education Technology and Undergraduate Programs;
plrichar@utmb.edu

                               ELEMENTS OF THE AGREEMENT

Guidelines for Timeline for Resumption of classes in Galveston, depending on length of UTMB
campus closure
Length of closure;             Makeup time options:
    One week                   Compress course schedules; maintain semester schedule
    Two weeks                  Compress course schedule; evening classes; weekend classes;
                               online instruction, alternate offsite instruction locations; maintain
                               semester schedule
    Three weeks                Compress course schedule; evening classes; weekend classes;
                               extend semester schedule
    Four weeks                 Decision point: return to Galveston or relocate to SA

Evacuation
   Transportation               Identify students unable to evacuate upon release from school.
                                These students should register now with the City
                                of Galveston Mayor’s Citizens Response Team at 409-797-3655
                                for transportation and evacuation purposes.
                                http://www.cityofgalveston.org/public_safety/public_safety/hurric
                                ane_overview.cfm
    Evacuation routes                  Follow instructions of authorized agencies
    Emergency fuel plans               Follow instructions of authorized agencies

Emergency/Weather Plans
   SON: Emergency Preparedness
          http://www.son.utmb.edu/studentaffairs/handbooks/documents/SON%20bulletin%2
          02009-2010.pdf
      UTMB:         Emergency Operations
           http://www.utmb.edu/alert/default.asp
Longer Term Relocation Checklist, Services, Assistance
   Location information: Cost of living analysis, schools, crime statistics, parks and recreation,
   churches
   Moving companies, moving truck rentals
   Short term furnished/non furnished housing availability
   Guidelines for moving with children, pets
   Temporary Housing Assistance
   Rental furniture if required
   Home & Apartment Finders
   Moving Expenses
   Moving Insurance
   Storage of furniture and household items
   Mortgage consulting
   Family counseling – relocation will be traumatic for some
   Helping spouse with employment opportunities
   Financial counseling
   Emergency Cash on hand
   Medications and phone number of pharmacy issuing meds.
   Checklist – preparation before storm season starts:
     Updating and safeguarding records
     Inventory of belongings with values
     Packing items not currently in use, etc.
     Checklist of must-take items
      Bank / credit union arrangements
                                 SON Primary Emergency San Antonio Plan (PEP)
           CNRE Center for Nursing Research and Evaluation
           All = All Academic Programs
           MML =Multimedia Lab
           CA = Clinical Affairs
           OSAA= Admisssions and Student Affairs
           UGP= Undergraduate Program
           GP= Graduate Program
           PhD= Doctoral Nursing Program




                                                                                        UTMB
                                                                                                Program
                                                                               Univ.   SON
                                                                                                /Office.   Faculty/Staff
Announcements and Communication
   Establish Source, Timing of Announcements.......                              ●      ●
   EstablishTelephone Trees ...................................                  ●      ●
   Establish Television/Radio PSA...........................                     ●
   Distribute 800 number
                                                                                 ●
     Distribute Telephone Cards                                                         ●
     Place evacuation information into check-in                                         •                         •
     Begin telephone conference calls 3 days after
                                                                                        •           •             •
     disaster event.
     Program Directors assign MML equipment to
     faculty for use during emergency.                                                  •           •
     Faculty sign out assigned laptops and other                                                                  •
     MML equipment to take to safety and for                                            •           •
     continued teaching.
     Office preparation: Remove loose papers but
                                                                                        •           •             •
     no need to bag computers.
Personnel
     Ensure availability of mobile broadband                                            ●                         •
     (faculty/staff/students)
                                                                                                    •
     Upload all files on computer hard drive to                                                                   •
     iSpace, including Telephone Tree.                                                              •
     Identify Personnel Required to Remain                                              ●
     Plan and implement continuity measure (e.g.,
                                                                                 ●
     Faculty and Staff HR issues)
         Employee Health                                                         ●
         HR Services                                                             ●
         Payroll/Finance                                                         ●
Clinical Affiliations
     Check affiliation agreements for classroom and
                                                                                        ●      GP/UGP
     lab space .............................................................
     Check affiliation agreements for clinical
                                                                                        ●      GP/UGP
     placements
    Ensure affiliation agreements available
    electronically
                                                                                       •   GP/UGP
    Ensure Centralized Clinical Placement system
    viable                                                                             •   GP/UGP
System Agreements:
    Legal Affairs ........................................................     ●
    Teaching Overloads ............................................                ●
    Staff Overloads....................................................            ●
Students
    Instructional resources                                                        ●
        Didactic .........................................................         ●           All   •
        Clinical...........................................................        ●           All   •
                                                                                              GP/
           Nursing Simulation Center .............................                 ●
                                                                                              UGP
    Professional Student Orgs.
          Student Relief & Assistance...........................               ●   ●         OSAA
          Roommates ...................................................        ●   ●         OSAA
    Housing / Dorms..................................................          ●   ●         OSAA
    Enrollment Services.............................................           ●             OSAA
    Financial Aid ........................................................     ●   ●         OSAA
    Work Study..........................................................       ●             OSAA
    Student Health & Wellness ..................................               ●             OSAA
    Pharmacy ............................................................      ●
Academic Support
    Library Services                                                           ●
          Library Consortia ...........................................        ●
          Books ............................................................   ●
          Journals.........................................................    ●
          Databases .....................................................      ●
    Academic Computing Services
          Internet Access..............................................        ●
          Wireless Access ............................................         ●
          Dedicated Server ...........................................         ●   ●         MML
          Blackboard ....................................................      ●   ●         MML
          Distance Ed ...................................................      ●   ●         MML
Auxiliary Services
    Bookstore ............................................................     ●
    Parking ................................................................   ●
Facilities (time of day, location)
    Classrooms .........................................................           ●          All
    Conference and Seminar Rooms.........................                          ●          All
    Laboratories                                                                   ●          All
          Simulation labs ..............................................           ●         UGP
          Computer Labs ..............................................         ●   ●
           Office space, equipment ................................
        Research Space ............................................                      CNRE
    Biobehavioral Lab                                                                    CNRE
    Practice……………………………………
        Nurse Managed Center                                                              CA
           Laptops                                                                        CA
           Reagents/Vaccines                                                              CA
           EMR                                                                            CA
Business and Administrative Services
    Purchasing ..........................................................        ●
    Inventory                                                                        ●
        Consumables ................................................                 ●
        Office supplies ...............................................              ●
    Security ...............................................................
        ID badges ......................................................         ●
    Information Services ............................................            ●
    Copies .................................................................     ●   ●
    Mail .....................................................................   ●