2 0 1 3 O n l i n e i n f O

Helpful websites to keep you informed:

www.miami.edu/prepare

UM general hurricane resource

security.med.miami.edu/emergencies-what-to-do/emergency-hurricane

Miller School hurricane resource

www.rsmas.miami.edu/resources/environment/tropical-storms

Tropical storm updates from the UM Rosenstiel School of Marine

and Atmospheric Science

www.nhc.noaa.gov

National Hurricane Center

www.floridadisaster.org

Florida Division of Emergency Management

Below are some quick

guidelines and important

items to keep on hand to

ensure safety during any

emergency, including a

hurricane. Materials for

office equipment protection

can be purchased through

Physical Plant Materials

Management, 305-243-6019.

For the oFFice

Hold a meeting to review and

distribute unit emergency and

continuity plans

Take inventory of emergency

supplies (see “Keep on Hand”

checklist below)

Clear desktops

Back up important computer files

Unplug electrical equipment

Move equipment away from

windows

Cover files, equipment, and

furniture with plastic tarp and

masking tape

Secure all doors and windows

Take home personal belongings

checklist For the home

Ensure your family has a

Personal Preparedness Plan

Avoid low-lying areas

Secure loose outdoor items

Secure garage doors, awnings,

and windows with shutters or

boards

Turn off pool equipment; do not

drain your pool

Stock non-perishable foods and

bottled water

Fill your car’s gas tank

keep on hand

First-aid kit

Necessary prescription drugs

Batteries

Flashlights

Battery-powered radio

Candles/matches

Manual can opener

Masking and duct tape

Generator

Ropes

Cash

Pet-care items

Important personal documents

(store in waterproof container)

Hurricane season is Here, and now is the time to prepare for potential emergencies, especially those related to weather. All employees should make sure their contact and emergency information is correct and up-to-date in their myUM profile. To review and update your information, visit www.miami.edu/myUM, and on the right under the “Personal & Biographical Info” section, click “Personal, Address and Emergency/Evacuation Information.” When a situation warrants, emergency information may be sent via emails, text messages, voice messages, and social media through the Emergency Notification Network (ENN).

Supervisors and unit emergency planners should confirm through the UReady system that their unit’s continuity plan is up-to-date and that all relevant emergency plans and policies are readily accessible. Each unit’s human resources representative should download contact information from the Prepare Data Warehouse, and keep printed copies in multiple locations. In addition, unit leaders should confirm that all personnel who have any role in emergency/disaster mitigation, planning, response, or recovery have completed the appropriate level of National Incident Management System (NIMS) training.

Be sure to outline evacuation guidelines and list emergency responsibili-ties assigned to each employee. For insurance purposes, all capital equipment

should be photographed, compiled in a document, and uploaded in the UReady system in accordance with the Photo Documentation Process established by Risk Management. Ensure all employees have the Miller School/UHealth Rumor Control and Emergency Information Hotline number (305-243-6079), and hold a mandatory staff meeting to distribute and discuss the preparedness and continuity plan.

If essential employees have not been identified, select them at this meeting and communicate their role clearly to them and the entire staff to avoid confusion about who will remain or return as a storm approaches. Use the meeting to address special circumstances of employees, such as family matters or transportation issues. Also, appoint at least two alternates to the supervisor in case of absence. If a hurricane or tropical storm warning is issued, hold an addi-tional staff meeting to review these guidelines.

All essential employees who will need to remain on campus during a storm are required to receive advance approval through security. Contact Security Emergency Management at 305-243-9466 for the request form.

Back up all computer files and gather all necessary emergency supplies, including plastic tarps and tape for covering office equipment. Materials can be purchased from Physical Plant

Preparation and Response for All Units

Additional Preparations for Research Personnel

essential emergency preparations and supplies

fOr faculty and staff Of the university Of miami leOnard m. miller schOOl Of medicine and university Of miami health system

Materials Management by calling 305-243-6019.

Immediately following the storm, all employees should check in with the University through the Recover website. The post-disaster site helps the University determine the status and location of all personnel. In addition, all employees should call their designated unit contact person or supervisor.

Remember that a hurricane is just one potential disaster for which we should all be prepared. With a comprehensive plan in place, your unit will be ready to handle any emergency.

The Office of Emergency Management and Miller School/UHealth have an emergency manager to assist units with emergency and continuity planning, training, and specialized communications. For more information, call 305-243-9466.

in tHe event of a Hurricane, safeguarding your life’s work, personnel, and laboratories is vital for your contin-ued research. Aside from securing your workspace, critical steps should be taken to minimize disruption and downtime after a storm. This includes preparing lab equipment, storing samples, securing your data, and updating your emergency phone tree.

Critical equipment, such as freezers and incubators, must be labeled with contact information and registered through the Department of Security’s Critical Equipment Registration and Alarm Monitoring website. Inventory the contents of each freezer and cold room. For insurance purposes and FEMA reporting, take digital photos of your equipment. It is important to label and

secure all hazardous agents in cabinets and retain relevant EHS forms. Fume hoods are not secure areas during a storm and must be emptied.

Be cautious when starting equipment that operates in multi-day cycles, as both line and emergency power could be lost mid-cycle. Non-essential equipment should be unplugged from both emer-gency and non-emergency power outlets to prevent possible damage to the equipment and reduce the strain on electrical circuits. Plugging equipment into emergency power outlets with extension cords will overload the circuit and shut down all emergency power for the building.

Consider sending critical samples out of the area through pre-existing arrange-ments with bio-repositories and non-local

collaborators/colleagues. If you do not currently have any arrangements, you may establish such through a University-approved vendor.

If your work includes animal models, the Division of Veterinary Resources requests that you work with them to identify irreplaceable lines. In the research community, only preapproved (by the director of security) essential personnel may remain on campus during a storm. The Miller Office of Research can assist lab managers in identifying and procuring hurricane preparedness kits.

Principal investigators and laboratory managers should meet with their staff prior to an event and discuss preparations. Detailed checklists for pre- and post- disaster preparedness are available online.

For more information, visit

www.readysouthflorida.org.

numbers to knowyour supervisor

Home

Beeper

Cellular

miller school of medicine/uhealth

rumor control and emergency

information hotline

305-243-6079

department of security

(Emergency)

305-243-6000

(Non-Emergency)

305-243-SAFE or 305-243-7233

university of miami hospital

rumor control and emergency

information hotline

305-689-5900

miami-dade county call center

305-468-5900 or 311 (in county)

broward county call center

954-831-4000 or 311 (in county)

material safety data sheet hotline

1-888-362-7416

poison information center

1-800-222-1222

Senior Vice President for

Medical Affairs and Dean

Pascal J. Goldschmidt, M.D.

Executive Editor

christine Morris

Associate Vice President

for Communications

Editor

Jenny Prather

Contributors

anthony artrip

ron Bogue

John Pepper

Design and Production

Division of university communications

Published by the Office of Communications,

Miller School of Medicine. The University of Miami is

an Equal Opportunity/Affirmative Action Employer.

Copyright 2013, University of Miami

13-009

Hurricane Tracking Map

Office of Communications, CRB 360Phone: 305-243-3249 • Fax: 305-243-3424

105°W

5°N

10°N

25°N

20°N

15°N

20°N

100°W

50°N

45°N

100°W105°W

100°W 95°W 90°W

35°N

30°N

80°W100°W

30°N 30°N

40°N 40°N

100°W 80°W

40°N

95°W 85°W90°W

80°W85°W

80°W

20°N

75°W80°W 70°W

75°W 70°W 65°W

55°W60°W65°W

60°W 55°W

20°N

60°W

60°W

30°N

50°W 45°W 40°W

50°W 40°W45°W

40°N40°N

60°W 40°W 20°W

40°N

40°W

20°N

40°W

30°N

35°W 30°W

35°W 30°W 25°W

25°W

20°W

20°N

20°W

30°N

20°W

10°W15°W20°W

15°W

5°N

10°N

50°N

45°N

40°N

35°N

30°N

25°N

20°N

15°N

80°W

40°N

BAH

AM

AS

CUBA

JAMAICADOMINICANREPUBLIC

HAITICA YMAN IS.

PUER TORICO

U.S.V.I.

B.V .I.ANGUILLAST . MAR TIN

ANTIGUA

GUADELOUPE

DOMINICA

MAR TINIQUE

ST . LUCIA

BARBADOS

ST . K ITTSand NEVIS

TRINIDAD

GRENADA

MEXICO

GUA TE-MALA

BELIZE

HONDURASHONDURAS

NICARAGUA

COST ARICA

PANAMA

COLOMBIAVENEZUELA

FL

GAALMS

LA

TX

SC

NC

WV

PA

NY

CT

DE

VA

MD

MA

NH

VT

ME

NB

NS

NF

PE

ON

OH

PQ

SENEGAL

MAURIT ANIA

WESTERNSAHARA

GAMBIA

CAPE VERDE IS.

AZORES IS.

BERMUDA

RI

SRB 17 V 00

ELSALVADOR

Patient Care

The University of Miami Health System (UHealth) mission of

providing quality patient care makes the institution unique

among the University’s programs and calls for special concerns

in the event of an approaching hurricane. Emergency

announcements issued from the Miller School and its hospitals

and clinics may differ from statements released by the Coral

Gables and Rosenstiel campuses.

For Miller School faculty and staff, announcements from

Miller School leadership and updates from the Miller School

of Medicine/UHealth Rumor Control and Emergency

Information Hotline (305-243-6079) are the most reliable

sources for information on developments on the medical

campus during an emergency.

Emergency unit plans for clinical departments at the Miller

School should include a list of essential employees who will remain

on site to address patient needs as a hurricane approaches. If

Miller School leaders announce that clinics will be closed due to

conditions that make it unsafe to travel or dangerous for essential

employees to remain on campus, every effort must be made to

contact patients and reschedule appointments.

“A commitment to our patients is one of the top

priorities at the medical school,” says Pascal J. Goldschmidt,

M.D., Senior Vice President

for Medical Affairs and Dean,

and CEO of UHealth. “Not

only are we responsible for

their health and safety in our

clinics every day, our mission

dictates that we do all we

can to keep our community

from harm in all situations,

especially during an

emergency.”

university oF miami hospital

During a hurricane or tropical storm warning, the University of

Miami Hospital will continue to operate under its established

response plan. Department directors will brief hospital

employees on their department’s proper procedures and their

specific responsibilities in the event of a hurricane.

The best source of information for hospital employees is

the University of Miami Hospital Rumor Control and Emergency

Information Employee Hotline (305-689-5900).

our cl inics and hospitals