EMERGENCY RESPONSE PLAN FOR HURRICANES, STORMS OR FLOODS 2014€¦ · The purpose of this Emergency...

1 Ana G. Méndez University System – All rights reserved © 2014

ANA G. MÉNDEZ UNIVERSITY SYSTEM

OFFICE OF THE VICE-PRESIDENT OF ADMINISTRATIVE AFFAIRS

Office of the Auxiliary Vice-President of Security and Occupational Health

EMERGENCY RESPONSE PLAN

FOR HURRICANES, STORMS OR FLOODS

2014


INDEX

I. Introduction . . . . . . . . . . 3

II. Purpose . . . . . . . . . . . 3

III. Objectives . . . . . . . . . . . 4

VI. Scope . . . . . . . . . . . 4

V. Emergency Response Committee of the COEC and COEI . . . . . 4

VI. AGMUS Central and Institutional Emergency Operations Centers 7

(COEC) and (COEI) . . . . . . .

VII. Action Plan . . . . . . . . . 8

Communication Management Plan. . . . . . 17

Plan for Emergency Response to Río Piedras River Flooding . . . . . . . . 21

Central Emergency Operations Center (COEC) Directory. . . . . 23

Agency Directory. . . . . . . . . . 24

Definition of Meteorology Terms. . . . . . . . 26

Saffir-Simpson Hurricane Wind Scale. . . . . . . . 28

Hurricane Trajectory Map (Appendix)


I. INTRODUCTION

Due to its geographical location, Puerto Rico is exposed to weather phenomena such as hurricanes,

storms and floods. These natural disasters cause emergency situations for which we have

established adequate procedures that allow us to respond efficiently and take the necessary

precautions to protect lives and property in the Ana G. Méndez University System.

The AGMUS has taken special safety measures and we orient all the University Community about

the provisions to respond to an emergency due to these natural phenomena. For this, we developed

and implemented this Emergency Response Plan, Emergency Committees were created, and the

Central Emergency Operations Center (COEC, in Spanish) and the Institutional Emergency

Operations Center (COEI, in Spanish) were established.

II. PURPOSE

The purpose of this Emergency Response Plan for Hurricanes, Storms or Floods is to provide a

guide for the Action Plan, Emergency Committee, Duties, Responsibilities and Procedures

established at the AGMUS to respond to and manage an emergency situation effectively and

rapidly so as to mitigate the effects of these weather events.


III. OBJECTIVES

Define the composition, functions and responsibilities of the Committee for Response to

Emergency Due to Hurricanes, Storms or Floods.

Define the function of the AGMUS Emergency Operations Centers and maintain

communication among them, before, during and after the emergency.

Prevent damage to AGMUS personnel and property.

Determine damage to the Institutions and begin the pertinent claims as soon as possible.

Facilitate resuming operations, as soon as possible, after the emergency.

IV. SCOPE

The Guides, Procedures and Action Plan provided in this Plan are aimed at protecting everyone

in the University Community as well as the property of the AGMUS.

V. COEC AND COEI EMERGENCY RESPONSE COMMITTEES

For the management of an emergency and communication during the emergency to be effective,

it is vital that all the University Community be aware of the Composition, Responsibilities, and

Functions of the Committee for Response to Emergency Due to Hurricanes, Storms or Floods,

described as follows:


A. Composition of the COEC Emergency Response Committee

President

Chancellors

Vice-President of Administrative Affairs

Vice-President of Marketing and Student Affairs

Vice-President of Finance

Vice-President of Human Resources

Vice-President and General Manager of Sistema TV

Vice-president of Planning and Academic Affairs

Associate Vice-President of Telecommunications

Assistant Vice-President of Information Systems

Associate Vice-President of AGMUS Safety and Occupational Health

B. Composition of the COEI Emergency Response Committee

Chancellor or Representative

Vice-Chancellor of Academic Affairs

Vice-Chancellor of Student Affairs

Assistant Vice-President of Human Resources

Vice-Chancellor of Operations and Physical Facilities

Assistant Manager of Physical Facilities and Operations

Director of Off-Campus Centers

Director of Security and Guards

Assistant Manager of Administrative Services

Vice-Chancellor of IT

Director of Public Relations

Physical Facilities and Operations Personnel (Subcommittee)

Vice-Chancellor of Outreach


C. Support Group *

Health Services

Concessionaires with facilities within the Institutions

Bursar at UMET, UNE and UT.

D. Functions and Responsibilities of the Emergency Response Committee of the COE

and the COEI

Prepare, provide and give orientation to the University Community about the guides and

procedures established to manage an emergency due to weather phenomena.

Maintain the University Community informed before, during and after the emergency.

Coordinate and take the necessary measures to protect the University Community and

the AGMUS property.

Coordinate and take the necessary measures to maintain order.

Reestablish, as soon as possible, normal conditions once the phenomenon has passed.

Should maintain communication and coordinate the necessary activities with the

following agencies during the emergency:

o National Guard

o News Media

o American Red Cross

o Puerto Rico Police

o Puerto Rico Telephone Co.

o Puerto Rico Fire Department

o PR Electric Power Authority

o National Weather Service

o Water Resources Authority

o Health Department (dispensaries or private hospitals)

o State Agency for Emergency and Disaster Management

* Members of the Support Group will be part of the COE as needed.


VI. AGMUS Central and Institutional Emergency Operations Center

(COEC) and (COEI)

The Central Emergency Operations Center (COEC) and the Center for the Institutions (COEI)

will be the place the Committee will be meet before, during and after the emergency. In this

center, the personnel (Sub-Committee) designated by the Vice-Chancellor of Operations and

Physical Facilities of each Institution, will meet to collaborate tasks in organization, cleaning,

installation and removal of equipment. The COE will be located at the following areas:

A. Location

COEC AGMUS Central - Conference Room, Amalia Marín Building

COEI Universidad del Turabo - Physical Facilities and Operations Division

COEI Universidad del Este - Physical Facilities and Operations Division

COEI Universidad Metropolitana - Amalia Marín Building

B. Equipment and Materials Inventory

Each of the Institutional Emergency Operations Centers (COEI) should have the following

equipment and materials, as a minimum:

1) Equipment

Electric power generator

Telephones, mobile phones and radios for communication

Radio receivers to hear bulletins from the National Weather Service

First aid equipment

Portable lamps

Protective boots and helmets

Tools and equipment to cut and remove tree branches

Containers for drinking water, gallons of water; sufficient to provide three (3)

gallons of water for each member of the brigades and for each associate present.

2) Materials

Hurricane trajectory maps

Physical facility blueprints

List with name and address of key personnel

Telephone numbers of agencies that provide emergency services


VII. ACTION PLAN

A. First Phase – Preparation

(Continuous from May 1 – 31)

In this preparation phase, inspections and activities are done to ensure that we have the

information, material and equipment necessary and updated so as to be prepared, in accordance

with this Plan, to respond effectively to an emergency.

Functions, Responsibilities and Activities that should be done in this phase:

AGMUS Associate Vice-President of Safety and Occupational Health

Revise and distribute the Emergency Response Plan for Hurricanes, Storms or Floods.

Provide orientation to the University Community about this Plan.

Meet with the Emergency Response Committee, discuss the plan with its members and

have practice exercises.

Meet with the Vice-Chancellor of Operations and Physical Facilities, and the Directors of

Security to review their functions and responsibilities in this plan.

Coordinate inspections in the Institutions to ensure compliance with the provisions of this

plan.

Revise and distribute the Telephone Directory of the AGMUS Executives.


Vice-Chancellor of Operations and Physical Facilities, and Director of Security and Guards

Perform detailed inspections to the Physical Facilities and coordinate the necessary

repairs an the Main Campus and the Off-Campus Centers, so as to correct any

deficiencies that may pose a risk.

Coordinate the removal of debris, trash or materials that may be dragged by wind or

water currents.

Secure the electric and telephone lines, by cutting tree branches that may affect them.

Keep First Aid kits with the necessary articles.

Maintain an adequate inventory of materials, tools and equipment necessary for an

emergency situation.

Ensure that there are metal sheets or boards available to protect vulnerable areas in each

structure, provide storage for those protective boards and perform the structural

preparations necessary for the installation.

Fill the fuel tanks for the main and portable auxiliary power generators.

Identify companies that will handle the protection of the towers and telecommunication

antennae and other transmission equipment of Sistema TV and any other AGMUS

property.

Identify places that are susceptible to flooding and oversee cleaning the drains.

Appoint a Sub-Committee that will be responsible for organizing, cleaning and removing

equipment form the facilities. Should update and have available the phone numbers of

the persons selected.

If necessary, establish a specific Mitigation Plan to deal with special needs that must be

handled at the Main Campus and Off-Campus Centers, such as: flood prone areas,

construction in process, among others. This plan should be established in coordination

with the Off-Campus Center Director, for the purpose of handling different needs.


B. Second Phase – Mitigation

(96 hours before)


Activate and direct the COEC at the AGMUS. Will recommend and inform strategies to

follow.

Associate Vice-President of Safety and Occupational Health

In coordination with the Vice-Chancellor of Operations and Physical Facilities for each

Institution, activate the Emergency Response Plan for Hurricanes, Storms or Floods, and

will remain in constant communication.


Coordinate with the Public Relations Personnel to establish communication strategies for

the internal public and the communication media.

Direct the process of compiling information, monitoring media, preparing press releases

or letters and sending information to the media.


Presides the Emergency Response Committee at his/her Institution.

Activate the COEI and the Plan at the Institution and Off-Campus Centers.

Give instructions to the Directors of the Off-Campus Centers and the Directors of

Security, and will remain in constant communication.

Remain in communication with the COEC.

Determine the activation of personnel form Physical Facilities and coordinate the

activation of personnel from other areas, according to the needs of the Institution. They

shall perform the following functions:

Coordinate the transportation and equipment to perform preventive measures and

actions taken during and after the emergency.

Distribute and install hurricane panels.

Take the necessary measures to protect material and equipment exposed to the

severe weather.



Maintain communication with the government agencies and coordinate with them for the

necessary services.

Coordinate and take measures necessary to protect the University Community and

AGMUS properties.

Assign adequate guards to maintain order.

If the hurricane, storm or flood watch occurs on a weekend or holiday, he/she will be

responsible for notifying the Vice-Chancellor of Operations and Physical Facilities about

the emergency.

Remain in communication with the AGMUS Associate Vice-President of Safety and

Occupational Health.

Vice-Presidents, Chancellors, Vice-Chancellors, Off-Campus University Center Directors,

Department Directors, Heads of Departments

Heads of Departments

o Coordinate to protect property and equipment in their charge.

o Designate personnel in their offices to protect material that can be affected by rain

or wind.

o Coordinate to move desks, file cabinets, typewriters, computers and other office

equipment away from windows and doors.

o Coordinate with the Director of Security and Guards for the control of property

movement to be done in their area before the emergency. This will help prevent

losses and ensure that the property can be located when operations resume.

o Coordinate with the Vice-Chancellor of Operations and Physical Facilities for any

other measure, including orientations necessary for office personnel and specific

needs of their work areas.

Deans of Department of Science and Research

o Ensure and coordinate with the faculty and researchers and the Vice-Chancellor

of Operations and Physical facilities for the interruption of electrical power in the

Academic Laboratories.


Directors of IT and Telecommunications

o Ensure and coordinate with the Computer Laboratories Technicians and the Vice-

Chancellor of Operations and Physical Facilities for the interruption of electric

power and network equipment in the Computer Laboratories.

Vice-President of Financial Affairs

o Assign funds to the Vice-President of Administrative Affairs, Vice-Chancellor of

Operations and Physical Facilities and the Directors of the Off-Campus

University Centers, for necessary expenses and restoring facilities.

C. Third Phase – Response

(Hurricane, Storm or Flood Watch – 48 hours before)

Before the Emergency


Conclude tasks for protecting property and installation of hurricane shutters in the

Institutions, Off-Campus Centers and other installations that are AGMUS property.

Secure gas cylinders or any container with flammable content.

The Physical Facilities Sub-Committee will work to provide fuel and oil for vehicles and

move them to places that offer maximum protection, so that they may be used at the

necessary time.

Perform a final inspection and pick-up of debris that may cause damage.

The COEC and the COEI should maintain communication.

Ensure that the COEC and the COEI are equipped with the supplies and equipment

necessary for the personnel designated to work during the emergency.



Should conclude their tasks of protecting the property in their work areas.

Directors of Off-Campus Centers

Evaluate the weather conditions and possible risks in an emergency near their Center.

Communicate with the primary response agencies, such as: police, municipal emergency

management, municipal public works, etc.

Verify accesses to roads, blockages or problems with the electric power, among others.

Fifteen (15) minutes after learning of the emergency, the Directors will submit a report or

telephone communication, promptly, to the corresponding Division of Physical Facilities.

May not determine to cease operations, without consulting the Central Committee.

Director of IT and Telecommunications

At the opportune moment, and in coordination with the Heads of Departments,

disconnect the telephone switchboards, microwave radios on the private network, main

computers, department servers, laboratories and additional equipment of the

communication network.


Gather all the information on the hurricane or storm (location, intensity, speed and

trajectory) and determine the estimated time (“0”) it is expected to affect Puerto Rico.

Maintain the personnel working in the COEC at the AGMUS and the COEI updated and

informed.

Chancellor

In coordination with the Vice-President of Marketing and Student Affairs, maintain the

University Community informed of the progress of the emergency and about any decision

regarding operations. Also, urge them to stay alert and maintain order.

Directors of Public Relations

Coordinating with the Chancellor, establish a message to be offered to students that call

the Institution requesting information. In coordination with the Vice-Chancellor of

Operations and Physical Facilities and the Director of Security, evacuate students from

the Main Campus and / or Off-Campus Center, as indicated in the communication.


D. Fourth Phase – Contingency Plan

(Hurricane, Storm or Flood Watch – 24 hours before)

Central Emergency Operations Center Committee (COEC)

Official notice of suspension of work for pertinent personnel.

Activate emergency support team.


Coordinate with radio and television stations and the press about the message to suspend

operations in the Institutions. Place notice on the AGMUS web page.


Disconnect electric power switches and gas system when the hurricane is imminent.

Notify project contractors to suspend work.

Secure official vehicles in designated areas.

Maintain communication with the Directors of Off-Campus Center to stay informed of the

conditions of their facilities.

Activate the Physical Facilities personnel that will respond during the emergency.


Final inspection to protect equipment and documents

Directors of Security and Guards

Activate the Security Guards that will remain in the facilities during the hurricane.

Coordinate the closing of the facilities, after evacuating the University Community.

E. Fifth Phase – Hurricane (Emergency Management)

Committee for Institutional Emergency Operations Center (COEI)

Monitor weather conditions.

Maintain communication with the COEC.

Restrict access to the Institutions.

Disconnect utilities, before weather conditions become dangerous.

Maintain communication with the security team.

Monitor equipment and facilities of the Institution.

Communicate with Emergency Management agencies and verify the available accesses to the

Institutions.

During the Emergency


Associates, security guards and members of the Response Committee designated to work

during the emergency, should remain inside the COE or other designated location. Each

committee and the Vice-Chancellors of Operations and Physical Facilities will designate the

personnel that will remain during the emergency, if necessary. The Vice-Chancellor will

coordinate with the Director of the Off-Campus Centers.

F. Sixth Phase – Recovery (After the Hurricane, Storm or Flood)

Emergency Response Committee

When the National Weather Service reports the danger has passed, all members of the Emergency

Response Committee, and the Special Sub-Committee selected by the Vice-Chancellor of Operations

and Physical Facilities, will report to the COEC and the COEI during the following work hours to

begin the recovery phase. The members of the Emergency Response Committee that remained at the

COE during the emergency, will be relieved by other personnel.

Vice-Chancellors of Operations and Physical Facilities

Perform an initial evaluation of damages and take measures for protecting and securing

property, the Institution and the Off-Campus Centers which were exposed or affected, avoiding

exposure to unnecessary risks. Take photographs of buildings, property, equipment and

materials that were damaged and submit a preliminary report to the Vice-President of

Administrative Affairs, for the purpose of filing insurance claims.

Will not allow access to any person, until all the facilities are inspected and it is confirmed that

they are in safe condition.

If it is determined that the area is affected by broken power lines, the PR Electric Power

Authority or the nearest Emergency Management Office should be notified, for their

corresponding action. For safety, access will not be allowed until the situation is corrected.

After eliminating all the risks, debris, materials and equipment, among others, may be removed.

o Streets will be cleared, debris removed and buildings will be cleaned so as to resume

operations as soon as possible.

Electric equipment will not be connected until they have been examined and certified by a

licensed electrician. The electrician will also examine and certify the power supplies, to

prevent short circuits.


Reactivating the telephone switchboard will be a priority, after being examined for possible

short circuits. The Vice-Chancellor of Operations and Physical Facilities will coordinate the

reactivation of the switchboard with the Telecommunications Administrator.

The Directors of the Off-Campus Centers will perform an initial evaluation of damages at their

Center and notify the Vice-Chancellor of Operations and Physical Facilities of their Institution,

with a report of requirements to reestablish operations.

The Vice-Chancellor of Operations and Physical Facilities, with the designated associates, will

perform a final evaluation of damages and safety conditions of the property and will prepare a

report of estimated losses. This report will be submitted to the Vice-President of Administrative

affairs and to the Institution’s Chancellor, as soon as possible. The Vice-president of

Administrative Affairs will submit a final report to the President.


Coordinate communication with the Public Relations Directors of the Institutions.

Coordinate, with the Public relations team, communication with the news media regarding the

return to work and resuming classes for students.

Telecommunications Administrator and OCIT Network Manager

Coordinate restoring computers, servers and telecommunications of the AGMUS.

Chancellor and Vice-Chancellor of Student Affairs

The Chancellor and Vice-Chancellor of Student Affairs will analyze and modify the Academic

Calendar, if necessary, to ensure compliance with class hours. They will notify the changes to

the University Community and the Vice-President of Marketing and Student Affairs.

The Chancellor and Vice-Chancellor of Student Affairs will establish an Information Center to

gather information and register affected students. The Vice-Chancellor of Student Affairs will

coordinate with the Vice-President of Marketing and Student Affairs for notices in the media,

informing the contact phone number so students can register.


COMMUNICATION MANAGEMENT PLAN

The purpose of this plan is to establish and make official the procedure for managing information and

the process of communication for any crisis or emergency situation, before, during and after the event.

It defines the functions of the Communications committee, made up by the Vice-President of marketing

and Student Affairs (who directs the Committee), the team from the Office of the Associate Vice-

President of Public Relations, and the Directors of Public Relations of the Institutions. The members of

this Committee are the only associates authorized to send official information about the AGMUS to the

communication media.

I. General guides for decision making in the communication process during an emergency

It is an AGMUS policy to act immediately to notify decisions, in emergency situations, to the University

Community, the communication media and the general public.

The Vice-President of Marketing and Student Affairs is the official in charge of managing information

and the communication process during an emergency. Upon receipt of a report from the Vice-President

of Administrative Affairs or the COEC Director, the Vice-President of Marketing and Student Affairs,

in coordination with the Public Relations team, is responsible for

A. Disseminating, immediately, the information among the internal and external public to avoid

other non-official sources being quoted.

B. Direct the process of communication, guaranteeing the credibility and reputation of the AGMUS.

The Vice-President of Marketing and Student Affairs will have the consent of the President and

Chancellors to reveal the actual data of the emergency and the determination of the AGMUS.

C. Consult legal affairs with the System Legal Counsel, before publishing information.

II. Action Plan

A. The Vice-President of Marketing and Student Affairs will convene the Communication

Committee, after receiving a complete report from the Vice-President of Administrative Affairs.

B. The Committee will review and approve the text of letters, press releases, among other

documents, before their distribution.

The Vice-President of Marketing and Student Affairs will previously inform the President of

any official version to be published regarding the impact of an event at the AGMUS. The


Executive has the authority to edit the material and make other recommendations before

sending it to the media.

C. The Spokesperson

The AGMUS Spokesperson is the President or in his/her place the Vice-President of

Marketing and Student Affairs. In particular cases where a crisis situation affects a specific

Institution, the President may designate the Chancellor as the Spokesperson who will

coordinate the communication with the Office of the Vice-President of Marketing and Student

Affairs, and the Public Relations Director of the Institution.

III. Communication Process

Before the emergency

A. The Vice-President of Marketing and Student Affairs will convene the Communication

Committee to analyze the situation and determine the information to send to the public before an

emergency situation.

B. The Public Relations Directors will keep the university community of their Institution informed,

including students and associates.

C. The Office of the Associate Vice-President of Public Relations will be responsible for

maintaining the associates of the AGMUS Main Administration informed.

D. The Public Relations Directors, in coordination with the Office of the Associate Vice-President

of Public Relations, will write the official news release with the AGMUS version. The AGMUS

Media Director will send the press release with the information that can be anticipated, such as

suspending classes and work, among other information.

E. For situations exclusive to one Institution, the Public Relations Director will be responsible for

writing the press release and sending it to the news media.

The main radio stations will be used: WKAQ AM Radio Reloj, Noti-Uno, WAPA Radio,

Radio Isla and other local and regional stations.

Television channels 2, 4, 6, 11 and 40.

Daily newspapers El Nuevo Día, Primera Hora and El Vocero.

AGMUS Interactive Service Network 1-800-747-8362

Twitter (@suagm-Ana G. Méndez)

Facebook (Ana G. Méndez University System – Official Page)


F. For notifying the internal public and students, if conditions allow, e-mail , the Internet or other

digital system will be used for communication.

During an emergency

A. The Associate Vice-President of Public Relations will coordinate the production of a message

for the telephone switchboards and the Contact Center (1-800-SISTEMA).

B. The Communication Committee will continue monitoring the media to stay apprised of events,

revise or update information in communications and to be able to make recommendations.

After the emergency

A. The Office of the Associate Vice-President of Public Relations, in coordination with the public

Relations Directors, will be responsible for updating information according to the situation and

will send press releases to the main communication media.

B. The Office of the Associate Vice-President of Public Relations is responsible for updating and

deactivating the emergency messages of the switchboards and the Contact Center.

IV. Communication Process

The President or Vice-President of Administrative Affairs will convene a meeting for the AGMUS

Emergency Response Committee. As conditions allow, communication between officials will be in

meetings or by phone.


Information Flowchart

When the situation affects a

particular Institution, the

President may designate the

Chancellor as Official

Spokesperson. The

Chancellor will evaluate the

situation, make decisions and

inform the President and

Vice-President of

Administrative Affairs. The

Chancellor will inform the

Vice-President of Marketing

and Student Affairs to

coordinate with the Public

Relations Director to comply

with the Communication Plan

for Emergency Situations.

Coordinate the processes and

decisions made by the

AGMUS team in charge of

emergencies with the Public

Relations team.

Direct the communication

process for the external

public, including mass

communication media.

Coordinate communication

with employees through

Human Resources.

Direct the communication

process between the

University community, press,

TV, and radio, before, during

and after the emergency.

Coordinate the

communication process with

the Public Relations

Directors of the Institutions.

President

Chancellors VP Marketing VP

Administrative Affairs


EMERGENCY RESPONSE PLAN FOR FLOODING OF RÍO PIEDRAS RIVER

Purpose

Develop and implement an Emergency Response Plan for Flooding of the Río Piedras River that

includes the creating a Committee and the procedures, responsibilities and functions its members

should follow.

Objective

Evacuate the Student Parking Areas in an ordered manner and in a reasonable time to prevent losses

due to flooding in the Río Piedras River.

Emergency Response Committee for Flooding of the Río Piedras River

The following committee is formed to handle emergencies due to flooding of the Río Piedras River.


Director of Parking

Coordinator of Safety and Occupational Security

Parking Coordinator

Security Sergeants

Training

The Associate Vice-President of Safety and Health, in coordination with the Director of Security and

Guards, will be the facilitators and responsible for properly training all members of the Committee,

Security Guards and Parking Personnel.

Procedure

1. On rainy days, the Director of Parking, in coordination with the Security Duty Sergeant, will be

responsible for monitoring the Río Piedras River every 30 minutes.

2. When they observe the river is reaching its “danger” point, the Security Sergeant will activate

the Emergency Response Plan for Flooding of the Río Piedras River, as follows:

The Duty Sergeant will designate one of the officers to remain near the river and monitor it

every 15 minutes. He/she will immediately communicate with the Physical Facilities Office

and inform the Director of Security of the emergency, who will notify the Chancellor.

The Director of Security, in coordination with the Duty Sargent, will give instructions to the

Director of Parking to activate personnel, close accesses and maintain control of the parking

area. They will also be responsible for directing and placing vehicles in safe parking areas.


Ex: Parking Area G, Faculty Parking Area, Employee Parking Areas, etc.

The Duty Sergeant will give instructions to the Administrative Assistant of Physical

Facilities and, if absent, the Security Officers to activate the alarm system and

loudspeakers for emergencies. The system will activate when the telephones from

Control, Physical Facilities and Main Gate are picked up and code 8700 is entered.

After two tones, dial 00. The following message is given: “All vehicles parked in the

lower area of the student parking lots must be removed immediately. They are in danger

of flooding.” The message is repeated five times at once. Then it is repeated every five

minutes for 20 minutes.

The Duty Sergeant will designate Security Officers to visit the classrooms and offices to

notify students and associates to remove their vehicles from the flood prone areas.

This process will continue until the parking areas has been evacuated and the situation

returns to normal.

3. In situations where the rain begins in the evening hours, weekends or holidays, the Director of

Parking, in coordination with the Duty Sergeant, should remain alert to the situation and, if

necessary, activate the previously describes Emergency Response Plan.

When the Emergency Response Plan is activated in the evening, the Officer at the main

gate will be responsible for activating the loudspeakers and sending the messages, as

describes previously.

When the emergency arises in the evening hours, the director of Parking and his/her

personnel will be responsible for closing the accesses to the parking areas and leave

personnel controlling these areas. The Security Officers will be responsible for

verifying and ensuring that the accesses were closed and are under control for when the

morning personnel and students arrive.

4. No person is authorized to give information to the press or news media nor particular persons,

regarding damages to vehicles in flood prone areas of the Universidad Metropolitana. Nor can

they offer information regarding the owners of the affected vehicles.

5. The Vice-President of Marketing and Student Affairs is the person designated to direct the

Communication System in emergency situations.


DIRECTORY

CENTRAL EMERGENCY OPERATIONS CENTER (COEC)

Location: Conference Hall, Amalia Marín Building

Telephone Switchboard: 787-751-0178 (Exts. 6425, 6508, 6997)

Fax: 787-759-7663

DIRECTORY

INSTITUTION EMERGENCY OPERATIONS CENTER (COEI)

(For Official Use Only)

Location

Telephone

UMET – Amalia Marín Building

Tel. 787 751-0178

Exts. 6425,6508,6997

Fax. 787-759-7663

Emergencies – (787) 766-2383

UT – Physical Facilities and

Operations Division

Tel. (787) 743-7979

Exts. 4402,4403

Fax: 704-2727

Emergencies – (787) 746-3008

UNE – Physical Facilities and

Operations Division

Tel. 787-257-7373

Exts. 2400, 2403, 2405

Fax: 787-762-3185

Emergencies – (787) 257-7333


ANA G. MÉNDEZ UNIVERSITY SYSTEM

OFFICE OF THE VICE-PRESIDENT OF ADMINISTRATIVE AFFAIRS

Office of the Assistant Vice-President of Safety and Occupational Health

AGENCY DIRECTORY

AGMUS INSTITUTIONS AND OFF-CAMPUS CENTERS

Institution and Off-

Campus Centers

Emergency

Management

State Police Municipal Police Fire Department

UMET – Cupey (787) 724-0124 (787) 343-2020 (787) 701-

1111/1115/1118

(787) 763-1170

(787) 763-2543

Bayamón (787) 786-6400 (787) 787-9915/9955 (787) 785-9620 (787) 785-2330/2350

/3030

Aguadilla (787) 882-6871/6843 (787) 891-3800

(787) 997-5255

(787) 891-6455

(787) 882-4735

(787) 891-2330/4040

Jayuya (787) 692-8293 (787) 828-2020/1329 (787) 828-0762 (787) 828-2330/4040

Comerio (787) 785-2490 (787) 875-2020 (787) 875-1185 (787) 785-2330

UNE – Carolina (787) 769-4000

(787) 750-7766

(787) 343-2020

(787) 769-0200

(787) 846-

2915/0990/0991

(787) 768-0505

(787) 769-2330

Barceloneta (787) 846-3210

(787) 970-0521

(787) 846-2020/2424 (787) 846-2915 (787) 846-2330

Utuado (787) 894-6781 (787) 894-4040 (787) 894-1322 (787) 894-2330

Santa Isabel (787) 692-8320 (787) 845-2020/2065 (787) 845-7243 (787) 692-2330

Yauco (787) 856-3940

(787) 992-4291

(787) 844-1763

(787) 856-

2020/1212/2104

(787) 267-5203 (787) 856-2330

Cabo Rojo (787) 831-5454

(787) 833-7272

(787) 851-5050

(787) 851-2020 (787) 851-2105

(787) 255-2650

(787) 851-2330

(787) 462-9230

UT - Gurabo (787) 743-1510

(787) 653-5501 to

5511

(787) 737-3459

(787) 737-2020

(787) 743-2020

(787) 744-2020

744-7251 al 7528

(787) 737-2105/2111

(787) 712-2013

(787) 745-2020/4115

(787) 746-6168

(737) 737-2121

(787) 743-2121

(787) 744-2330

Barceloneta (787) 846-3210

(787) 970-0521

(787) 846-2020

(787) 8462424

(787) 846-2915

0990/0991

(787) 846-2330

(787) 846-2388

Naguabo (787) 874-1222 (787) 874-2020/0565 (787) 874-1300/1320 (787) 874-2330

(787) 852-2330

Ponce (787) 844-1763/8272 (787) 284-4040

(787) 840-2020

(787) 284-4050

(787) 848-7090

(787) 848-4707

(787) 843-2330

(787) 842-2022

(787) 842-2025

(787) 842-2005

Cayey (787) 263-1101 (787) 738-2020 (787) 738-6323 (787) 738-2121

Isabela (787) 872-0020 (787) 872-2020/3001 (787) 872-9000

(787) 830-3330

(787) 872-2330

Yabucoa (787) 893-3190/2666

/2622

(787) 266-2623

(787) 893-2020/2215 (787) 893-5190

(787) 893-0585

(787) 893-0580

(787) 893-2330


AGENCY DIRECTORY

EMERGENCY 9-1-1

State Agency for Emergency Management 787-724-0124

and Disaster Administration

Electric Power Authority 787-521-3434

Water Resources Authority 787-620-2482

787-620-2277

Ext. 2056, 2998

National Building Maintenance 787-758-6400

J. J. Petroleum 787-755-1620

787-761-0515

FEMA 787-296-3500

Chapel & Associates, Inc. (Insurance) 787-754-0550

Puerto Rico Fire Department 787-763-1170

787-763-2543

Puerto Rico Police 787-343-2020

State Medical Emergencies 787-754-2550

787-749-8124

Medical Center 787-777-3535

American Red Cross 787-759-8100

787-758-8150

State Agency for Emergency Management and 787-882-6871

Disaster Administration in Aguadilla

State Agency for Emergency Management and 787-844-1763

Disaster Administration in Ponce 787-844-8272

National Weather Service in San Juan, P.R. 787-253-4586

Quality Air 787-776-2499

787-949-7512

Dayna Electric 787-776-2499

787-949-7512


DEFINITION OF METEOROLOGICAL TERMS

1. Tropical Cyclone: Generic Term for a wind system in the form of a spiral that moves across the

Earth’s surface. It has closed circulation around a center. In the northern hemisphere winds blow

counterclockwise.

2. Tropical Depression: An organizes system of clouds with a defined circulation and maximum

sustained winds of less than 39 mph. Considered to be a tropical cyclone in its formative stage.

3. Storm: An organized system of clouds with a defined circulation and maximum sustained winds

between 39 and 73 mph.

4. Hurricane: A cyclone with maximum intensity with maximum sustains winds of 74 mph or more. It

has a very defined center and very low barometric pressure. Winds of over 155 mph have been

recorded in the most intense hurricanes. Hurricanes are a natural process of the planet to transport

excess heat from the tropics to colder regions.

5. Eye or Vortex: Central area of a cyclone characterized mainly by relatively calm winds. This central

zone is called the “eye”. It is about 15 to 20 miles in diameter. Winds are light in this area and the sky

may be clear or partially covered with clouds. The strongest and most violent winds are immediately

around the eye.

6. Gust: Air movement of short duration where high winds suddenly occur.

7. Gales: General term for strong winds between 39 and 54 mph.

8. Squall: Strong winds usually associated with a thunderstorm or downpour that suddenly increase in

speed and maintain a maximum speed of 18 mph or more for a period of tow or three minutes, and then

decrease rapidly.

9. Travel Speed: Speed of the movement of the mass of the hurricane. Should not be confused with wind

speed.

10. Bulletin: Information published by the National Weather Service between WARNINGS for the press,

radio and television regarding the latest details of a hurricane, storm or tropical depression. They also

publish BULLETINS related to waves from the east with unstable weather, high surf and flooding; the

geographical coordinates, latitude and longitude are not specified in these informative bulletins.

11. San Juan National Weather Service Forecast Office: Office that operates continuously with a

minimum of two meteorologists and a hydro meteorologist technician in eight hour shifts. This Office

serves residents and visitors in Puerto Rico and the U.S. Virgin Islands emitting forecasts, including

marine interests. One of its most important tasks is to coordinate with the National Hurricane Center

and emit press releases, warnings and watches during Hurricane Season. If necessary, they activate the

“Emergency Alert System” (EAS), interrupting local radio and television programming, for any

emergency situation related to weather events.


12. Hurricane Advisory: The National Weather Service San Juan Office emits an announcement of the

development of a hurricane or tropical storm (that may turn into a hurricane) and is located at a distance

of 1,000 miles east of Puerto Rico. A watch has a generally informative nature and has details about the

location, intensity, direction of the movement of the hurricane or storm.

Hurricane ADVISORIES are numbered and emitted regularly every six hours (at 5:00 am, 11 am, 5 pm

and 11 pm).

13. Hurricane Watch: Is emitted when a hurricane or tropical Storm (that can become a hurricane) is

located at approximately 700 miles East of Puerto Rico and may pose a threat to the Island in 36 to 48

hours. A WATCH is not a WARNING; it only indicates that a hurricane is approaching and the public

should stay informed of the situation and be prepared to take rapid action in case a HURRICANE

WARNING is emitted.

14. Strong Gale Warning: An announcement indicating strong winds between 55 and 74 mph. This

warning is emitted when a cyclone is expected to affect a determined area. It is sometimes also emitted

for areas adjacent to those receiving HURRICANE WARNINGS. In other words, a specific area may

have a STRONG GALE WARNING while a neighboring areas, more directly threatened, may be under

a HURRICANE WARNING.

15. Gale Warning: A notice similar to the previous one, indicating winds between 39 and 54 mph. An

area may have a HURRICANE WARNING, another area may have a STRONG GALE WARNING

and a less exposed are will only have a GALE WARNING.

16. Hurricane Warning: When the storm is approximately between 500 and 600 miles east of Puerto

Rico, with winds of 75 mph or higher, it is a threat to Puerto Rico.

17. Hurricane Imminent: Indicates the hurricane, due to its trajectory and distance, will affect Puerto

Rico.

18. Flash Flood Watch: Means there is the possibility of flash floods in the area. Public should be alert to

the bulletins from the National Weather Service.

19. Flash Flood Warning: Means that a flash flood is imminent or is occurring. Immediate action should

be taken.

20. Urban and Small Stream Flood Advisory: Means that heavy rain may produce or are producing

flooding in streets, roads and areas with poor drainage. Some streams and creeks may overflow their

banks and flood surrounding areas.

21. NOAA Radio: Station used by the National Weather Service to directly and continuously inform the

public regarding weather conditions. It transmits at frequencies 162.40, 162.55 and 162.475 Mhz.


SAFFIR-SIMPSON HURRICANE WIND SCALE

Category Sustained Winds (MPH)

Damages

1 74-95 Minimal

2 96-110 Moderate

3 111-130 Intense

4 131-155 Extreme

5 Over 155 Catastrophic

EMERGENCY RESPONSE PLAN FOR HURRICANES, STORMS OR FLOODS 2014€¦ · The purpose of this Emergency...

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Transcript of EMERGENCY RESPONSE PLAN FOR HURRICANES, STORMS OR FLOODS 2014€¦ · The purpose of this Emergency...