shsu response to hurricane harvey summary: hurricane ... after action... · shsu response to...
TRANSCRIPT
SHSU Response to Hurricane Harvey Summary: Hurricane Harvey was the first major hurricane of the
2017 hurricane season. In a four-day period (24-28 AUG), many areas received more than 40 inches of
rain as the system meandered over eastern Texas, causing catastrophic flooding. The resulting floods
inundated hundreds of thousands of homes, displaced more than 30,000 people, and prompted more
than 17,000 rescues. Our faculty, staff, and students experienced the wrath of this storm first hand. We
eventually had to suspend classes for five days and restrict operations on campus to essential personnel.
CTRL + Click on the radar image below to watch radar image of storm over (24-26 AUG).
On Tuesday 22 AUG at 1:51 p.m., we sent a weather outlook to leadership including the SHSU planning
group that covered the forecast through Sunday 27 AUG. The outlook also highlighted the events
scheduled during that time period including athletic events. At that time, we also had a home football
game scheduled on Sunday night. The weather outlook sent is in TAB A.
On Wednesday 23 AUG at 8:44 a.m., Dr. Hoyt directed an update for the Cabinet. Dr. Hoyt directed the
staff to present the University’s plan to respond to Hurricane Harvey. The planning group met
Wednesday afternoon to work on the update based on our 120-hr timeline checklist (TAB B) and the
update briefing format we developed during a previous exercise. We addressed the concerns expressed
by Dr. Hoyt in her guidance to the planning group:
Class and instruction
Possible animal evacuation to our area
Game day
Construction- facilities prep
Residence Halls
Dining Halls
Evacuation center and historic issues
Information Technology
PR-communication plan to begin late Thursday for preparation
On Thursday 24 AUG at 9:00 a.m., we presented the forecast, impact on events, assumptions about the
impact on operations, and staff actions based on our 120-hour hurricane checklist. Our
recommendations included a key decision timeline, messaging, and campus operations modifications.
The entire briefing used to update Dr. Hoyt and Cabinet is in TAB C. After the update to Dr. Hoyt and
the Cabinet, we disseminated the changes to events scheduled for Friday 25 AUG. Dr. Hoyt and the
Cabinet also discussed events scheduled for the weekend and approved of the key decision timeline.
We issued a KatSafe alert via text and social media and updated the KatSafe website to warn our
community about the impending inclement weather and essential information about safety. We also
activated our emergency operations center meeting rhythm that included attending the Walker County
state conference calls at 8:00 a.m., and our daily updates at 10:00 a.m. at the UPD conference room.
We chose the UPD conference room for our emergency operations center updates for security, power,
and ease of access given the limited trafficability on campus with flooding and construction.
On Friday 25 AUG, the storm began to impact operations on campus. We opened our animal sheltering
operations center to support Walker County. We positioned back up power generation at key animal
and science facilities. Due to the school closures in the Houston area and the closure of the Lone Star
College Montgomery campus, we closed the SHSU Charter Schools and The Woodlands Campus. On
that day we issued three KatSafe alerts for the changes to our operations. The alerts also indicated the
decision timeline for additional closures and the modifications to food service, the Recreational Sports
Centers, the Lowman Student Center, and the Library.
The alerts referred all to the KatSafe website for additional details. Over the storm period, students,
faculty, staff, parents, and the community visited the KatSafe website 57,409 times spending an average
of over three minutes each unique visit. KatSafe text enabled users increased over 1,259 increasing our
enrollment to over 16,725 users during the 23-28 SEP timeframe.
28 SEP (final Hurricane message): 16, 725 Enrolled
23 SEP (initial weather warning): 15, 466 Enrolled
On Saturday 26 AUG, we continued to assess the impact on our operations during the 10:00 a.m.
updates with Dr. Hoyt, members of the Cabinet, and planning staff in person and via conference call
using Skype for Business. That morning, we issued a KatSafe alert notifying all of a tornado warning
issued for Walker County. We also referred all to the KatSafe website for special precautions.
The storm continued to make its greatest impact and damage 26-28 AUG. Damage to campus included
the ground level of the LSC outside the ballroom, the intersection at Bowers and Bobby K. Marks BLVD,
and areas in the vicinity of White Hall.
Additional areas that took on water included the 4th floor of the library, the Visitor’s Center, the Starr
Theater, along with numerous offices around campus. The Facilities Management team initiated an
operations center and 24 hour coverage to respond to request for assistance.
We issued a number of KatSafe alerts during the heart of the storm to keep all informed of campus
closures and hours of operation for our dining halls, the Lowman Student Center, the Recreation Center,
and the library. Dr. Hoyt approved the cancellation of classes for 28-29 AUG. The Football game was
also postponed and eventually played at Baylor University on 1 SEP after several coordination meetings.
With the significant impact of Hurricane Harvey on the entire area, Dr. Hoyt decided on MON 28 AUG to
suspend classes until TUE 5 SEP, the day after Labor Day. In addition to the KatSafe alert announcing the
decision, our Public Information team recommended the President post a message on the SHSU
homepage expressing the overall feeling of caring and support for all.
From 28 AUG – 3 SEP, the University conducted numerous support operations. The support included
student, faculty, and staff volunteering to help those displaced and recovering items from flooded
homes. The University provided support for staging operations with the Texas Department of Public
Safety, the Arlington Police Department, and units from the Texas, Arkansas, and Indiana Army National
Guard. The University also sent four UPD Officers to support forces in Beaumont and Lamar University.
Leadership initiatives on campus issued instructions to students for volunteering in the community.
Support for students included health and counseling services, Starbucks opening, and student activities
such as movie nights in the LSC Theater.
In preparation to host over 500 Army National Guard Soldiers and associated military vehicles, Dr. Hoyt
directed we inform the community of what to expect. We disseminated information via social media
(54,595 people reached) and worked on safety concerns with the Army leadership. As 5 SEP
approached, we worked with the units to reduce their footprint and address specific safety concerns
with the return of students.
The emergency operations meetings continued focus on setting the conditions to resume classes. The
conditions included adjustments to the academic calendar (TAB D), an assessment of faculty and staff
availability, and capturing hours and costs associated with our emergency response. Facilities
Management continued their assessment of building damage, our PIO team continued messaging on
social media and email, and Enrollment Management and Academic Affairs worked with our IT
department to post adjustments to financial aid, refunds, and key academic calendar dates.
We resumed class on 5 SEP resuming normal operations. We published updated academic calendar,
accounted for faculty and staff readiness, and repaired facilities. By 6 SEP, the small evacuee animals
housed in the indoor arena complex had left. The Army National Guard completed their staging
operation on campus, and our four UPD Officers had completed their mission. A complete roll up of
social media analysis before, during, and after the storm is in TAB E.
The after action review (AAR) items will follow our Issue-Discussion-Recommendation-Action format.
Issue: Establishment of Operational Control with the emergency operations planning group
Discussion: Transferring operational control to the emergency operations planning group facilitated
decision making for the University President. Sustain a clear start date and time that the emergency
operations takes operational control for recommendations and staff actions.
Recommendation: Sustain the daily meeting of the emergency operations planning group.
Communicate to the University that the development of recommendations and dissemination of
command information is now with the emergency operations planning group.
Action: Emergency Management
Issue: Composition of the planning group requires the appropriate team composition
Discussion: The emergency operations group started with a smaller group and grew incrementally as
the situation dictated. We needed to have Human Resources and Environmental Health & Safety in on
the conference calls from the beginning. Although we brought them on board just in time, they should
have been in from the beginning.
Recommendation: Determine the key personnel essential to the planning group. Distinguish from the
list of essential personnel that are situation dependent.
Action: Emergency Management
Issue: Establish the conduct and sequence for the daily planning update
Discussion: During the conference calls, it was difficult to hear and know who was speaking.
Recommendation: To make the meeting as effective as possible, establish sequence for comments from
those in attendance and those in the conference call. Have those in the call identify themselves before
they comment.
Action: Emergency Management
Issue: Need a method to maintain situational awareness with Lone Star College Montgomery
Discussion: Because of our reliance on Lone Star College to keep The Woodlands Center open, we need
to be able to track the LSC Alert system and direct contacts with their emergency management
coordinators.
Recommendation: Establish direct coordination links with Lone Star Montgomery Emergency
Coordinators and subscribe to the emergency notification system.
Action: Emergency Management and Public Information Officer
Issue: Ensure messaging includes online classes
Discussion: When we cancelled classes we did not specifically state that online classes were cancelled.
Recommendation: Specifically address online classes in addition to Main Campus and The Woodlands
Center.
Action: Emergency Management and Public Information Officer
Issue: Contingency if complete power and communication loss
Discussion: We were able to maintain power, cell communication, and internet connectivity during the
storm. In the event of power and communication loss, special instructions for the planning group will be
located at the UPD dispatch. These instructions may include planning group meeting times, distribution
of Motorola radios, and guidance for essential personnel.
Recommendation: Include this information in preparation for inclement weather plan. Consolidate
Motorola radios so they can be distributed from the EOC.
Action: Emergency Management and Information Technology
Issue: Clarify volunteer coordination responsibility. Distinguishing between Faculty and Staff
supporting operations on campus and the student volunteer coordination roles.
Discussion: During the storm, students needed guidance on how to best direct their volunteer efforts.
For clarity, we need one coordinator for support staff and one coordinator for student volunteer efforts.
Recommendation: Separate the roles for the Shelter Support Coordinator with the Volunteer
Coordinator for students.
Action: Student Affairs
Issue: Develop IT equipment support packages
Discussion: We need IT equipment to support planning group in the UPD conference, to support
communications with key leaders, and for organizations conducting support operations on campus.
Recommendation: Develop equipment packages that includes MiFi devices, portable battery chargers,
printers, temporary email accounts, and satellite phones.
Action: Information Technology and Emergency Management
Issue: Tornado Warnings
Discussion: Issuing tornado warnings via KatSafe resulted in calls to UPD dispatch inquiring about
impact and when safe to move around.
Recommendation: Include specific reference to the NOAA warning for specific instructions.
Action: Emergency Management
Issue: Departments issuing guidance and information
Discussion: The dissemination of instructions outside of the planning group created some confusion.
Specifically, some messaging stated that the modifications to the academic calendar would push the end
of term events back such as finals and commencement. Other departments administered surveys to
identify needs and resources to meet those needs.
Recommendation: Issue guidance and clarification about resources and messaging.
Action: Academic Affairs