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