Louisiana State University Health Sciences Center Administration & Finance
 

CM-51 Policy on Weather Related Emergency Procedures for LSUHSC-New Orleans

June 15, 2006

To:

Vice Chancellors, Deans, Administrative Staff, Department Heads
   

From:

 Dr. Larry H. Hollier Chancellor
 

Louisiana State University Health Sciences Center – New Orleans
Response Plan for Weather Related Emergencies
 
Weather Related Emergency
Purpose

The purpose of this section of the LSUHSC-NO Emergency Situation Response Plan is to document and to give guidance for response to weather related emergencies such as hurricanes, storms, and flooding.
Scope

The information in this document is institutional, involving schools, clinical operations, business and administrative offices, centers of excellence, and institutes. Emergency plans specific to individual components or facilities are part of this plan by reference.

Additional information related to hurricane and flood preparedness is available through the Louisiana Office of Homeland Security and Emergency Preparedness. http://www.loep.state.la.us/hurricanerelated/hurricaneindex.htm.  This website contains information about disaster preparedness, including tips on developing a personal evacuation plan, maps describing the State Police contra-flow plan, and road closures. All employees and students are encouraged to familiarize themselves with the information provided in this website.
Components

Affiliated institutions and departments, including but not limited to, have individual plans:

University Hospital (MCLNO-HCSD), University Medical Center (Lafayette-HCSD), Earl K. Long Hospital (Baton Rouge-HCSD), W.O. Moss (Lake Charles-HCSD), Washington-St. Tammany Medical Center (Bogalusa-HCSD), Children’s Hospital of New Orleans, in accordance with the standards of the Joint Commission on Accreditation of Healthcare Organizations (JCAHO), has developed an Emergency Preparedness Program. This plan is incorporated by reference into the LSUHSC-NO Emergency Situation Response Plan. Each Hospital Administrator (or designee) is solely responsible for invoking a state of emergency and responding appropriately.

Department of Animal Care, in accordance with the standards of AALAC International, has developed an Emergency Situation Response Plan. This plan is incorporated by reference into the LSUHSC-NO Emergency Situation Response Plan. The Vice-Chancellor for Academic Affairs (or designee) is responsible for activating the ESRP for animal care facilities once a state of emergency has been declared due to a weather related event (storm or flooding). A separate plan for protecting biological materials used in research has been developed by an ad hoc committee of basic science faculty. The goal of this latter plan is to provide guidance for faculty and staff who are charged with the responsibility of protecting the research enterprise of the LSUHSC-NO.

Office of the Vice-Chancellor for Administration and Finance, Information Technology Department has developed an Information Systems Disaster Recovery Plan. This plan is incorporated by reference into the LSUHSC-NO Emergency Situation Response Plan. The Assistant Vice Chancellor for Information Technology is responsible for responding appropriately to weather related emergencies.
   
 
Authority Under the Plan
Executive Decision

The Chancellor of LSUHSC-NO is the final authority to activate the Plan. The Associate Vice Chancellor for Property and Facilities has been designated as the Emergency Preparedness Officer (EPO). The EPO has the authority to implement the Emergency Weather Response Plan.

Activation is based solely on an executive decision as described above. For example, declaration of a hurricane watch by the National Weather Service does not automatically activate any part of the Plan. LSUHSC-NO personnel or students should not begin implementing the Plan before official notification of the executive decision.

Each Hospital Administrator, or designee, is solely responsible for activating the hospital’s Emergency Preparedness Program
Essential Employees

The LSUHSC-NO campus will not function as an evacuation site for LSUHSC-NO faculty, staff, and students, or for the general public during a weather event that requires closure of the LSUHSC-NO campus. Only essential employees will be allowed access to the campus once a state of emergency has been declared.

Essential employees are those designated by their department heads as essential to the continued performance of their department or the protection of LSUHSC-NO assets during an external emergency. Each Vice-Chancellor and Dean shall forward the current list of essential employees to the Chancellor’s Office not later than May 1 of the calendar year. Any changes or additions to the list of essential personnel must be forwarded to the Chancellor immediately upon announcement of a state of emergency. Essential employees will receive special emergency identification which must be worn at all times while on campus once a state of emergency has been declared. Essential employees will be required to report to their designated work site when the institution has declared a state of emergency due to adverse conditions.

Non-essential employees are not required during an external emergency. They may not however, leave their work site until released by their supervisors, and they must return to work as usual, after the emergency condition has ended. It is the responsibility of all employees to monitor radio, television, telephone hot lines, or LSUHSC-NO Emergency Web site to receive instructions regarding the state of the emergency and return to work notice.
Communications

The Director of Information Services in cooperation with the Assistant Vice-Chancellor for Information Technology shall be responsible for managing all external and internal communications before, during, and immediately after an emergency. This Office of Information Services will be responsible for drafting the Activation Notices and updates on the LSUHSC-NO Emergency Web site, the Emergency Information Hot Line (866-957-8472), and statewide radio and television.

Administrative and academic units (i.e., Schools, Departments, Centers, and Institutes) are required to maintain updated emergency plans including phone trees for notifying faculty, staff, and students in their respective schools and areas. Copies of these plans must be submitted to the Chancellor’s Office not later than May 1 of each calendar year.

 
Personnel Policy Guidelines
Personnel Availability

All employees and students are required to update their personal contact information on the LSUHSC-NO registry. The registry will become available online via the LSUHSC-NO website once a state of emergency has been declared by the Chancellor. Faculty, staff and students failing to update their contact information on the registry will be subjected to disciplinary action up to and including being charged with an unauthorized absence.

All faculty and staff with clinical duties have a professional obligation and commitment to be available for work during periods of adverse weather conditions. Essential employees are also required to report to their designated work site during their appointed work schedule even if the institution has been closed due to adverse weather conditions.

Essential employees are not authorized to leave their work duties due to weather conditions or the activation of any phase of this Plan without specific approval of their department head or supervisor. Likewise, all essential employees at home have an obligation to make every effort to report to work for their scheduled shift.

Essential personnel who fail to report for scheduled work because of weather conditions without approval of their department head or supervisor will be taking an unauthorized absence.

During an emergency, the following guidelines apply:
 
  • Employees leaving without official release will be denied any administrative leave and will be docked (leave without pay) or charged earned time (annual leave) for all workdays until their return.
  • For the first two workdays of an emergency declared by LSUHSC, employees will be granted paid, administrative leave in-lieu of scheduled workdays.
  • If the emergency exceeds two workdays, and the employee was not designated as an essential employee, excess time may be charged to the employee’s earned time (annual leave).
  • Essential employees who are required to work through the emergency period, will be granted their paid administrative leave at a time approved by their supervisor following resumption of normal operations.
  • Essential employees on vacation, sick leave or other approved leave, at the time of the emergency, are expected to return to work to fulfill their roles unless otherwise approved by the person who would supervise them during an emergency. Non-essential employees who volunteer and are accepted by formal process will not be paid for services rendered and will not receive any other form of compensation.
 
Activation of Hurricane Plan
Introduction

Hurricanes are low barometric tropical storms typified by a circular counter-clockwise movement of winds. The National Weather Service ranks their size and intensity according to the Saffir-Simpson scale:

  • Category One - winds of 74-95 mph, minimal damage
  • Category Two - winds of 96-110 mph, moderate damage
  • Category Three - winds of 111-130 mph, extensive damage
  • Category Four - winds of 131-155 mph, extreme damage
  • Category Five - winds greater than 155 mph, catastrophic

The weather reporting agencies provide at least 72 hours of advanced notice allowing for preparation.
Executive Decision

The Associate Vice Chancellor for Property and Facilities will determine the possible adverse impact of the weather situation on the operations of the institution and may implement the Plan after approval by the Chancellor.

The Director of Information Services or designee will be contacted by the Associate Vice Chancellor for Property and Facilities and will proceed to contact all of the people listed in the Emergency Management Team.
Emergency Management Team

The following individuals will be contacted by the Office of Information Services employing the most effective method including telephone, pager, cell telephone, and email:

  • Chancellor
  • Vice Chancellor for Academic Affairs
  • Vice Chancellor for Administration and Finance
  • Vice Chancellor for Community and Security Affairs
  • Deans of Schools

The Emergency Management Team members are responsible for notifying the organizations they represent, including department chairpersons and directors.
Feedback

The Associate Vice Chancellor for Property and Facilities will report back to the Chancellor and Vice Chancellor for Administration and Finance within 60 minutes the results of the Emergency Management Team notification.
 
Institutional Checklist

What to do at the beginning of Hurricane Season

  • Update Business Continuity & Disaster Recovery Plan.
  • Assign essential personnel.
  • Conduct list of critical supplies/ equipment and location and persons responsible for restocking supplies.
  • Review internal departmental call down list, including updating procedure for paging employees.
  • Provide departmental hurricane preparedness training.
  • Develop procedure for backing up computer systems and protecting critical equipment within your department.
  • Develop a departmental communications plan and hierarchy of department decision makers.
  • Develop procedures for moving essential equipment away from windows and covering critical equipment.
  • Designate a location for employees to gather during storm/watch/warnings and essential personnel to report for recovery operations.
 
Alert (72 hours out)
  • Staff reports for duty.
  • Inform both on-site and essential off-duty staff of Alert Status and Preparedness Plan.
  • Verify the availability of phone numbers for essential personnel.
  • Check supplies and verify inventory list and location.
  • Make arrangements for delivery of critical supplies from vendors.
  • Verify critical utility system operations procedures from the Associate Vice Chancellor of Property and Facilities.
  • Ensure fuel tanks and water tanks are topped off.
  • Verify all storm drains are free from debris and obstruction; building perimeter is secured.
  • Verify high volume water pumps, generators, and other flood equipment is available.
  • Remove all perishable materials and deactivate non-research refrigerators/freezers.
 
Watch (48-72 hours out)
  • Inform staff of warning via call down list.
  • Deliver hurricane supplies to designated areas.
  • Personnel will remain on duty as instructed by supervisor or designee.
  • Supervisor will notify Associate Vice Chancellor for Property and Facilities or their designee with names of essential personnel available for storm preparations and post-storm recovery.
  • Charge batteries and radios.
  • Assemble tool box and equipment for use during hurricane.
  • Conduct final review with staff and essential personnel of work assignments.
  • Ensure that all construction sites are secured, tied down, and cleaned up.
 
Warning (24-48 hours out)
  • Keep getting Ready!!!
  • Deactivate any operational systems that would be affected by the uncontrolled shutdown of LSUHSC-NO electrical power.
  • Inform your area of any operational systems that have been deactivated.
  • By this time there should be a team of two at each building.
  • Place the appropriate flood barriers at designated points, position emergency pumps.
  • Notify essential personnel of procedures for reporting to work following the storm, for recovery operations.
  • Order Securing of Facilities.
  • Ensure Evacuation and Closure of buildings.
  • Secure boilers that will result in loss of steam for autoclaves and cage washers at the Medical Education Building and Clinical Sciences Research Building.
  • Commence securing elevators (at 36 hours) and relocating to third floors.  Last elevator in each building will be secured as close as possible to 24th hour.
 
Weather Condition
Responsible Person(s) Action
Hurricane - Alert 72 Hours
Chancellor Activate ESRP
Director of Information Services
  1. Activate Cascade Call Down List for Emergency Management Team.
  2. Activate Weather Emergency Communications Plan.
  3. Advise department heads and others to start preparation steps in accordance with facility or departmental plans.
Hurricane - Watch 48-72 Hours
Chancellor Declare Watch condition.
Vice Chancellor for Academic Affairs Activate Emergency Plan for Protecting Research Enterprise.
Director of Information Services Update communications.
Deans, Department heads and Administrative heads. Activate call-down list. Complete most preparation steps.
Hurricane / Flood - Warning 48 Hours or Less
Chancellor Declare Closure.
Director of Information Services Update Communications
Deans, Department heads and others.
  1. Release non-essential employees.
  2. Secure work areas.
  3. Provide LSUHSC Police Department list of essential employees authorized for access.
Essential Employees Report to assigned workstations.
Non-essential Employees and Students
  1. Leave facilities.
  2. Monitor LSUHSC Emergency Web site, emergency information phones and radio and TV stations for announcements.
Hurricane / Flood - Imminent 24 Hours or Less
Associate Vice Chancellor for Property and Facilities Order Securing of Facilities and release of essential employees.
LSUHSC Police Department Close and secure buildings.
 
Louisiana State University Health Sciences Center
Flooding Response Plan
Purpose

Flash floods can strike any time and any place with little or no warning. The purpose of this plan is to provide guidance for LSUHSC-NO faculty, staff, and students in the event of a weather related event that could result in flooding of the LSUHSC-NO campus.
Executive Decision

The Associate Vice Chancellor for Property and Facilities will determine possible adverse impact of the weather situation on the operations of the institution and may decide to activate the Plan.

The Director of Information Services or designee will be contacted by the Associate Vice Chancellor for Property and Facilities and will proceed to contact all of the people listed in the Emergency Management Team.
Emergency Management Team

The following people will be contacted by the Office of Information Services employing the most effective method including telephone, pager, cell telephone, and email.

  • Chancellor
  • Vice Chancellor for Academic Affairs
  • Vice Chancellor for Administration and Finance
  • Vice Chancellor for Community and Security Affairs
  • Deans of Schools

The Emergency Management Team members are responsible for notifying the organizations they represent, including department chairpersons and directors.
Feedback

The Associate Vice Chancellor for Property and Facilities will report back to the Chancellor and Vice Chancellor for Administration and Finance within 60 minutes the results of the Emergency Management Team notification.
 
Emergency Response for Flooding
Alert System*
Facilities Planning & Engineering Personnel Dean's Office
Yellow
  1. Check Supplies
  2. Check & Test pumps
  3. Check generators
  4. Check Sand bags
  5. Review call down lists & personnel rosters
  6. Implement the Center for Animal Care Plan
  1. Advise Dept. Chairs
  2. Review building / class schedule
Orange
  1. Set up Emergency Operations Center (EOC)
  2. Place Sand bags and close flood doors
  3. Check roof and storm drains
  4. Coordinate with LSUHC Police Department, and schools specific preparedness activities
  5. Remove all LSUHSC vehicles from ground level garage.
  1. Secure laboratories and offices.
  2. Release non-essential personnel
  3. Implement specific Departmental Plans
Red
  1. Close building
  2. Place remainder of sand bags at exit.
  3. Shut down and secure non-essential equipment
  4. Review start-up procedures with building operations personnel
  1. Deans are updated by Information Services on condition of their building
 

* The ALERT system is as follows:

  • Yellow  – “Flood Caution” Flooding conditions possible. Heavy storms expected and could produce 10-20% chance of flooding

  • Orange – “Flooding Possible” - 40-50% chance of flooding if storms persist. Stay in touch with emergency personnel. 

  • Red  – “Flooding Probable” - 80-90% chance of flooding.

 
Emergency Response Plan for Protection of the Research Enterprise

1. Inventory and prioritization of equipment. Each Department or Center will generate an inventory of critical equipment to be placed on emergency circuits and their locations. Equipment should be further prioritized as “essential” and “expendable” so that in a situation where there is a shortage of emergency circuits available lines can be shifted to the former equipment.

2. Reliance on liquid nitrogen Dewar Containers. All LSUHSC-NO buildings are subject to power loss due to flooding; however, the Trail Clinical Science Research Building (CSRB) and Lions buildings will continue to be particularly vulnerable to loss of emergency power in the short term. As such, portable liquid nitrogen Dewars equipped with casters will be used as a means of cryostorage of critical reagents and specimens. Departments and Centers should be prepared to provide for adequate liquid nitrogen to keep these Dewars charged. It is recommended that a reserve supply of 7-14 days of liquid nitrogen is available in case of a weather-related emergency. Dewars should be inventoried as to their location for ease of access in emergencies.

3. Emergency procedures for survivability of Dewar Containers. When an emergency is declared, all Dewars should be moved to assigned secure and protected rally points on the second floor of each building (or floor directly accessible to the walkways). Liquid nitrogen storage tanks to maintain these Dewars should also be moved to the rally points. In addition, liquid nitrogen storage tanks should be sited near those cryopreservation Dewars too large to be reasonably moved. This procedure will facilitate locating and filling (or evacuating if necessary) the Dewars following a sustained power outage or flood. Reliance on small portable Dewars presents several potential safety concerns that must be addressed: (a) personnel must be reminded of OSHA guidelines regarding not riding on elevators that are transporting Dewars and (b) personnel must be cautioned about the dangers of and Department of Transportation (DOT) regulations against transporting liquid nitrogen Dewars in their personal cars as an evacuation strategy.

4. Rescue and recovery of research materials during a prolonged evacuation. Even with the above measures in place, no plan can cover every contingency in an emergency. Therefore, the plan for rescue and recovery of research materials from the LSUHSC-NO in the event of a prolonged evacuation of the facility will involve a two tiered approach: (a) An immediate rescue mission of limited scope as soon as is practical to stabilize the situation in the LSUHSC-NO and (b) a more comprehensive recovery mission soon thereafter to remove critical samples and resources. The timing of these efforts will be made to minimize loss to the research enterprise but consistent with safety and priorities of civil and military authorities. An appropriately trained team comprised of two individuals from each Department/Center who are knowledgeable about the locations and nature of critical research resources and are physically able to carry out such duties will participate in the aforementioned immediate rescue mission. A more comprehensive recovery of research materials will be performed by individual investigators and will involve a security checkpoint and sign out procedure

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