EMERGENCY
PREPAREDNESS

Student Affairs

Student Affairs Essential Personnel:  limited staffing (to keep down the number of employees on campus), working in shifts to provide essential services only:

Vice President of Student Affairs/Dean of Students
8 a.m.- until	Robert N. Ifill
Health Center (in shifts, and not during the climax of the storm because Chance Hall is not safe)
8 a.m. – 12:30 p.m.	Linda Wallace or Lee Phelps and Denise or Carla
12:30 p.m. – 5:00 p.m.	Linda Wallace or Lee Phelps and Carla or Denise
Office of Residential Life
8 a.m. – 5:00 p.m.	Joanne and Derek
1 p.m. – 10:00 p.m.	Derek Young and Clinton Gilbert
Campus Center/Information Desk
10 a.m. – 4 p.m.	Derek Young, Clint and/or Sola

Contact Public Safety at 4911 to reach student affairs staff members.

Student Affairs Hurricane Procedures

1. 72 HOURS PRIOR
   1. Emergency Response Team meets to make preliminary plans and develop contingency plans
   2. Notify students, faculty, and staff, plus the “off campus texting list” (when in place) using official means of communication that the College will be closing (Robert N. Ifill)
   3. Put College closing notice on the web page (Lee Capristo)
   4. Develop informational flyer for resident students (Joanne Goldwater)
   5. Determine On-Call Professional (OCP) and student staffing needs in the residences (Joanne Goldwater)
   6. Check first aid kits in all residences (RHCs)
   7. Purchase and distribute additional batteries for flashlights (Monica Armstrong)

 

2. 48 HOURS PRIOR
   1. Give the Associate Dean of Students/Director of Residence Life a list of essential employees (and family members of essential staff, if space permits) needing temporary housing. May Russell Lodge is likely to be available for some staff.  (Derek Thornton, David Sansotta, Melvin McClintock, Joanne Goldwater).
   2. Consider whether or not Calvert and Queen Anne Halls should be evacuated (Derek Thornton, Melvin McClintock, Joanne Goldwater).

 

3. 24  HOURS PRIOR
   1. Notify local radio and TV stations that the College will be closing (Lee Capristo)
   2. Distribute informational flyer to residences (ORL staff)
   3. Attempt to coordinate TRANSPORTATION to DC and Baltimore airports, train and bus stations (Dean’s Office, Student Activities, and ORL)
   4. Ensure that all staff have flashlights and batteries (Area Coordinators)
   5. Need to know Maintenance & Housekeeping staffing (in case of emergencies in the buildings)
   6. Housekeeping to provide extra plastic trash bags, mops, buckets, brooms, dust pans, paper towels, a supply of soap, and toilet paper to all Residence Life staff offices (Derek Thornton/Jerry DenHartog)
   7. Mandatory ORL full staff meeting to review plans and go over details (Joanne Goldwater)
      1. Staff coverage
      2. Try to get a sense of how many people are leaving and staying
      3. As winds pick up, stay away from windows
      4. Gather in the corridors, not the recreation rooms
      5. Use flashlights, not candles
      6. Fire watches if necessary
      7. Encourage water conservation (tower has 2 days worth of potable water)
      8. Stay indoors during the storm
      9. Food Services will be operational ASAP.  In the meantime, food to be brought to the RHC apartments.
      10. Phone tree: RHCs report hourly to supervisors; supervisors report hourly to Joanne.  Provide info on damages, leaking, power, student behavior, anxiety level.

 

4. 12 HOURS PRIOR
   1. Brief Student Affairs Directors at scheduled meeting (Robert N. Ifill)
   2. Food Services to bring large boxes of non-perishable food to the RHC apartments containing:
      1. Loaves of bread
      2. Peanut butter & jelly
      3. Fresh fruit
      4. Cookies
      5. Bottled water and/or soda
      6. Paper products, plastic knives

   Calvert (2nd floor apartment): 65 residents
   Caroline (Front Apartment):  165 residents
   Dorchester (Front Apartment):  170 residents
   Lewis Quad (LQ 25): 205 residents
   Prince George (Front Apartment): 170 residents
   Queen Anne (Front Apartment): 160 residents
   Townhouses (NC 1): 314 residents
   Waring Commons (WC 64): 340 residents

   3. Evacuate residences if necessary. (ORL staff)
   4. Determine if Technology Services needs to shut down the network (Jeff Ranta).  Notify students, faculty, and staff in advance by official means of communication (Jeff Ranta, Joanne Goldwater, ORL staff)
   5. The anticipated storm category will dictate whether the College shelters in place or evacuates the campus.  This decision will be made no less than 12 hours before the anticipated storm surge.

 

5. DURING STORM
   1. Encourage students to unplug all electrical equipment (ORL staff)
   2. As winds increase, move residents to interior hallways (residence halls and WC) or bathrooms (townhouses & LQ suites). Encourage students to bring flashlights, battery-operated radios, deck of cards, etc. Encourage students to close blinds and curtains. (ORL staff)
   3. Encourage students to remain in the buildings (ORL staff)
   4. Maintain hourly contact with buildings using phone tree (as long as phones work) or via walkie-talkie to determine damage, power failures, and resident morale/problems (ORL staff)
   5. Relay messages from authorities and other significant information (ORL staff)
   6. ORL staff will be prepared to implement easy-to-run programs/activities to try to keep residents appropriately occupied and engaged.
   7. Student Activities Live-On Professionals will be in their residences, helping ORL staff as needed.

 

6. IMMEDIATELY AFTER STORM
   1. Coordinate with other departments: Maintenance, Housekeeping, Facilities, Food Services (Robert N. Ifill, Joanne Goldwater)
   2. Using phone tree, disseminate information and solicit volunteer manpower where needed (ORL staff and Student Activities Live-On Professionals)
   3. Implement fire watches if needed (ORL staff)
   4. Encourage students to conserve water if power is off (ORL staff)

 

7. WITHIN 24 HOURS AFTER STORM
   1. Assess damage in all residences. Provide written or voicemail damage lists in residences to the Assistant Director of Residence Life (Derek Young), to relay them to Maintenance (ORL staff).
   2. Make plans for residents to assist with clean-up in and around their buildings (ORL staff)

 

8. WITHIN ONE WEEK AFTER STORM
   1. Emergency Response Team to meet to evaluate response
   2. Provide an accounting of how many hours staff worked and the approximate cost, as well as the cost of emergency supplies to the division heads (Robert M. Ifill, Tom Botzman).
   3. President Urgo to send appreciation letters to staff for their work before, during, and after the storm. Directors and other staff help compile the list.