When a hurricane watch is broadcast, there is ample time to secure facilities and communicate with faculty, staff and students. The college president, in consultation with the chancellor, makes the decision to close the college.

Hurricane preparation plan checklists

Four weeks before hurricane season begins — May 1:

1. Police check all emergency equipment.
2. F&PO (facilities & plant operations) checks all roofs and balconies for loose material and clears if necessary.
3. F&PO checks all pumping equipment, and cleans all sump pumps and their piping.
4. F&PO checks all hurricane supplies and replaces as necessary.
5. F&PO checks all portable lighting and restocks batteries and bulbs.
6. F&PO checks fuel and air supplies for generator. Fill with gas as necessary.
7. F&PO inspects caulking on building exterior.
8. President distributes hurricane seasonal memo to faculty and staff.
9. F&PO contacts all contractors who will be first responders for clean up and repairs, will obtain required bids or quotes, and will prepare any necessary PO requisitions.
10. AS (administrative services) obtains any rental equipment that might be necessary.
11. F&PO reviews all diagrams of utilities for accuracy.
12. AS and F&PO review all construction areas to reduce as much loose material as possible.
13. TSS (technology support staff) check analog telephones.
14. F&PO checks backup electrical outlets.
15. F&PO checks emergency supplies.
16. AS checks "black box" for most updated information.
17. EA (external affairs) updates all media contacts and security codes.
18. AS obtains updated list of employees and home numbers/emergency contacts.

Hurricane watch (36 to 48 hours)

1. President communicates to faculty and staff that the area is under hurricane watch and sends hurricane preparation tips.
2. F&PO removes all loose material from areas surrounding the buildings.
3. F&PO checks fuel and gas supplies for generator and fills as necessary.
4. F&PO fills all portable fuel containers.
5. F&PO procures all emergency pumps and vacuums.
6. F&PO secures small trees and removes dead trees.
7. F&PO checks all roofs and balconies for loose material and removes as necessary.
8. F&PO brings appropriate supplies and equipment to the emergency response center.
9. College public safety director will compile a list of available police officers to mobilize immediately preceding and following the hurricane. Officers will secure their own families and homes before reporting for duty.
10. ERT monitors up-to-the-minute weather information by weather radio, Internet and satellite TV.
11. TSS arranges for analog telephone backup.
1. President notifies faculty and staff of channels of information to announce possible campus closing.
12. F&PO fuels all college vehicles.
13. F&PO removes unsecured patio furniture/umbrellas.
14. F&PO turns refrigerator and freezer settings in food service to coldest setting.
15. TSS stores essential college back up files, tapes and documents in a waterproof box in the vault.

Hurricane warning (24 hours)

1. President informs college faculty and staff of hurricane warning and requests that employees:
1. turn off and unplug all electrical equipment
2. if possible, move computers/faxes/printers from room with exterior window
3. back-up essential data files and documents.
4. secure or remove backup diskettes or tapes
5. secure proprietary information
6. clear desk surfaces, secure or remove all personal items, and close blinds
7. vacate their offices, closing and locking all doors.
2. Associate deans and directors shall ensure that their staffs make regular back-ups of computer data and, at the direction of their vice president, secure specific information off site or in "black box."
3. Line managers ensure that employees with disabilities are informed and assisted in leaving campus if necessary; campus police can assist if necessary.
4. Employees who do not have emergency response responsibilities leave the facility.
5. Employees with emergency response responsibilities report to emergency response center.
6. TSS installs and checks analog phones if switch fails.
7. Police sweep the buildings, secure entrances and ensure that only authorized personnel remain on campus.
8. F&PO checks and removes loose materials and debris from all grounds, roofs, stairways and balconies.
9. F&PO checks emergency generator oil and tests operation.
10. Police check and lock roof access doors.
11. TSS sweeps the buildings to cover computers with plastic.
12. F&PO removes outside trash cans and ashtrays and any temporary signage.
13. F&PO ensures that construction areas and equipment are secured or removed.
14. F&PO raises pallets in storage areas to protect materials from flooding.
15. College public safety director mobilizes available officers for additional emergency response coverage.

Final preparations (12 hours)

1. AS obtains petty cash, including rolls of quarters and dimes.
2. EA records switchboard message and sends out global voice mail.
3. EA reports campus closing to local media.
4. F&PO turns off central A/C system and secures cooling tower fans.
5. Police take all elevators to second floor, open doors and secure them.
6. F&PO turns off gas to all buildings, ensuring the emergency generator continues to be fed.
7. F&PO turns off main line electrical power throughout the buildings — except in the area housing the emergency response center.
8. F&PO ensures that emergency power remains in place.
9. F&PO turns off water to each building — except to the area housing emergency response center.
10. Emergency response police officers report for duty.

In the aftermath

1. AS contacts insurance representatives and conducts a complete inspection of buildings to assess, document and photograph damages.
2. F&PO informs utility companies of damages or outages.
3. F&PO contacts first-responder vendors and contractors to begin clean up and/or repair.
4. F&PO removes plywood, tarps and coverings and removes all standing water.
5. AS notifies the president of building conditions.
6. F&PO unfastens cooling tower fans and checks central A/C system.
7. F&PO checks mainline disconnects for water.
8. F&PO checks and turns on elevators.
9. F&PO replaces broken glass.
10. F&PO mobilizes cleaning crews.
11. President determines and communicates campus re-opening.
12. EA communicates re-opening information through most effective method.
13. ERT meets within 10 days to evaluate response.

Emergency supplies stored in physical plant

• Battery-operated AM/FM radios (2)
• Weather radio (1)
• Battery-operated TV (1)
• Flashlights (10)
• Batteries (AA, AAA — (2 dozen), C, D — (3 dozen))
• Portable generator (5000W, 10HP, 120/240V, 2-20 AMP receptacles — (1))
• Analog telephones (7)
• Battery-back-up answering machine (2)
• Disposable film-flash cameras (20 with 400 ASA film)
• Plywood (5/8-inch 4x8 CDX — 10 sheets)
• Rope (1000 feet heavy duty)
• Duct tape (1 dozen rolls)
• Masking tape (1 dozen rolls)
• Visqueen plastic (5000 feet heavy duty)
• Heavy plastic bags (46x40 — (15 cases))
• Hard hats (10)
• Rubber boots (10 pair)
• Safety goggles (12)
• Leather gloves (12 pair)
• Rain suits (10)
• 2 cycle oil (4 dozen)
• Fill generator (gas)
• Gas cans (5-gallon — (5) and funnels (2))
• Gasoline (fill cans)
• Tarps (15x30 feet — (12))
• Chain saws (12- and 16-inch — (2))
• Circular saw (7 1/4-inch — (1))
• Battery-operated drill with extra batteries (1)
• Water pumps (gasoline - (1))
• Wet vacs (12 to 15 gallons — (2))
• Floor dry (5 bags)
• 30 weight oil for emergency generator (4 dozen)
• Fans (10)
• Drinking water (30 gallons)
• Paper cups (6 dozen)
• First aid kit (1)
• Blankets and pillows (1 dozen)
• Towels (4 dozen)
• Food supply (non-perishable/ready-to-serve)
• Non-electric can opener
• Shovels
• Brooms, squeegees and other cleaning supplies
• Tool box with assorted hand tools
  • screwdriver set (1) m socket set (1)
  • plier set (1) m claw hammers (2)
  • utility knives (2) m hack saw (1)
  • crescent wrench set (1) m bolt cutter (24-inch — (1))
  • pry bar (36-inch — (1)) m tin snips (1)
  • tape measure (25-foot — (1)) m assorted fasteners
• Black box (waterproof and fireproof and stored in vault)
  • Copies of insurance papers m Emergency phone numbers
  • Emergency response binder m Copies of utility diagrams
  • Personnel manual m Employee directory
  • Backup of essential college records on CD, tape or computer cassette, as determined by the college president and vice presidents.
  • Backup of essential college documents as determined by the college president and vice presidents