2 0 1 7 O N L I N E I N F O

Helpful websites to keep you informed:

www.miami.edu/prepare

UM general hurricane resource

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

Miller School hurricane resource

www.miamidade.gov/fire/emergency-management.aspMiami-Dade Office of Emergency Management

www.nhc.noaa.govNational Hurricane Center

EMERGENCY PLANNING AND SUPPLIESBelow 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

UReady 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 Workday. When a situation warrants, emergency information may be sent via emails, text messages, voice messages, and social media through the Emergency Notification Network (ENN). Please take time now to confirm and update your personal and emergency contact informa-tion. Use the Change Contact Information and Change Emergency Contacts tip sheets for Workday and provide as much information as possible so that you can be contacted, if necessary, before and/or after an emergency. Make sure cell numbers are correctly designated as “mobile” in the device field.

Supervisors and unit emergency planners should confirm through the UReady system that their unit’s continu-ity plan is marked as “complete,” and that all relevant emergency plans and policies are readily accessible. Each unit’s Human Resources Partner should download the emergency contacts report in Workday for all staff members in their area, 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.

Supervisors should also list emer-gency responsibilities assigned to each employee. For insurance purposes, all

Preparation and Response for All Units

Additional Preparations for Research Personnel

FOR FACULTY AND STAFF OF THE UNIVERSITY OF MIAMI LEONARD M. MILLER SCHOOL OF MEDICINE AND UHEALTH—THE UNIVERSITY OF MIAMI HEALTH SYSTEM

capital equipment should be photo-graphed, 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 (800-227-0354), and hold a mandatory staff meeting to distribute and discuss the unit response and continuity plans.

Supervisors must also designate Essential Personnel— those employees who will work before, during, and/or after an emergency. Use the Designating Essential Personnel tip sheet in Workday for instructions. A list of all essential employees should be developed and added to the unit plan in the UReady system. Use the meeting to address special circumstances of employees, such as family matters or transportation issues. Employees should determine if their residence is located within one of the evacuation zones in Miami-Dade or Broward counties. Regularly monitor local weather conditions through weather stations on the Coral Gables, Miller, and Rosenstiel campuses. Also, supervisors should appoint at least two alternates to the supervisor in case of absence. If a hurricane or tropical storm threatens South Florida, hold additional staff meetings to review specific actions being implemented by your unit.

All essential employees who will need to remain on campus during a storm are required to receive advance approval through public safety. Contact

IN THE EVENT OF A HURRICANE, safeguarding your life’s work, personnel, and laboratories is vital for your continued research. Aside from securing your work- space, critical steps should be taken to minimize disruption and downtime after a storm. This includes preparing lab equip- ment, 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 Public Safety’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

For more information, visit

www.miami.edu/hurricane-prepare

Medical Emergency Management at oem@miami.edu or 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 Materials Management by calling 305-243-6019.

After a storm, all employees should contact their supervisors as soon as possible to inform them of the status of their family and homes. Follow all instructions given by the local authorities via radio and/or television. Do not attempt to return to the campus until the “all clear” is sent via the Emergency Notification Network (ENN) unless you have been pre-designated as essential by your supervisor. Essential personnel should get their work schedules and locations directly from their supervisors. If the situation warrants, students, faculty, or staff who are forced to evacuate or temporarily relocate to another area will be asked to provide the University with their status, new location, and contact information by going to https://recover.miami.edu.

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

For more information or assistance with hurricane preparedness or all-haz-ards emergency and continuity planning, contact the Medical Campus Emergency Manager.

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 essential personnel may remain on campus during a storm. The Miller Office of Research, Research Education and Innovative Medicine 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.

NUMBERS TO KNOWYour Supervisor

Home

Cellular

Other

Miller School of Medicine/UHealth

Rumor Control and Emergency

Information Hotline

1-800-227-0354

Department of Public Safety

(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

Published by the Office of Communications,

Miller School of Medicine. The University of Miami is

an Equal Opportunity/Affirmative Action Employer.

Copyright 2017, University of Miami

Hurricane Tracking Map

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ELSALVADOR

Patient Care

Our patient care mission makes UHealth – the University of

Miami Health System unique among the University’s

programs and calls for special concerns in the event of an

approaching hurricane. Storm Alerts issued from the Miller

School and its hospitals and clinics may differ from state-

ments released by the Coral Gables and Rosenstiel

campuses.

For Miller School and UHealth faculty and staff,

announcements from Miller School leadership and updates

from the Miller School of Medicine/UHealth Rumor Control

and Emergency Information Hotline (1-800-227-0354) are

the most reliable sources for information on developments

on the medical campus during an emergency.

Emergency unit plans for clinical departments should

include a list of essential employees who have been

identified in Workday and will remain on site to address

patient needs as a hurricane approaches. If Miller School

leaders announce that clinics will be closed due to condi-

tions 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.

UNIVERSITY OF MIAMI HOSPITAL

During a hurricane or tropical storm warning, the

University of Miami Hospital will continue to operate

under its estab-

lished response

plan. Department

directors will brief

hospital employees

on their depart-

ment’s proper

procedures and

their specific

responsibilities in

the event of a

hurricane.

The best

source of informa-

tion for hospital

employees is the University of Miami Hospital Rumor

Control and Emergency Information Employee Hotline

(305-689-5900).

OUR CL INICS AND HOSPITALS

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