Section I: Introduction and Planning Guidelines
- Introduction
Roger Williams University, through its administrative staff, recognizes its duty and responsibility to make and keep the campus community as safe as possible in the event of a major storm. The Roger Williams University Hurricane Preparedness Plan has been established to provide direction for those individuals who are involved in the effort to mitigate the effect of a hurricane or any other type of tropical storm. More specifically, Roger Williams University provides guidelines and establishes protocols for the organized response to a hurricane. It addresses pre-storm preparation and post-storm recovery, as well as on-campus management during the storm. The primary objectives of the plan are as follows:
-Safety and security of faculty, staff, students, and visitors
-Mitigation of damage
-Restoration of business and academic operations as quickly as possible
All faculty, staff, and students have responsibilities and action steps that will be taken at the direction of the Crisis Response Team (CRT). In addition, each campus department is required to have its own protocol consistent with the Roger Williams University Hurricane Preparedness Plan. These department protocols should be reviewed annually and updated as necessary.
The plan may be amended from time to time to ensure the best course of action possible, given available resources and insight. At a minimum, this plan will be reviewed annually by the Department of Public Safety and updated as necessary.
- Purpose
The Roger Williams University Hurricane Preparedness Plan is designed as a guideline to coordinate and control the university’s hurricane preparation and response steps. The timing and implementation of any or all steps may be altered based upon the facts and circumstances surrounding any individual hurricane event. The plan document includes sections on preparation, response during the storm, and recovery.
This document is to be used in conjunction with the Roger Williams University Emergency Response Plan, the Roger Williams University Crisis Communication Plan, the Roger Williams University Emergency Closing Policy, the Rhode Island Emergency Management Agency (RIEMA) directives, and with individual department hurricane protocols for complete documentation of strategies for hurricane responsiveness by the university, its divisions and departments, and the area emergency acute care coordinating hospital (legally designated by the Rhode Island Department of Health).
- Department Plans
All university departments are required to have a departmental hurricane plan in place. The primary purpose of the department plans is to document an orderly preparation and response strategy to a hurricane. The primary responsibilities of individual departments are as follows:
-To identify a department Emergency Response Team
-To develop a procedure to establish contact with department personnel in the event of a Hurricane Watch or a Hurricane Warning
-To secure department assets including equipment, data, lab samples, etc.
-To assess damage to work areas and complete property loss forms
-To restart academic and business activities as quickly as possible
- Basic Hurricane Information
Hurricane season extends from June 1 through November 30 each year. During that period of time, elevated, sustained movement of hurricane winds may be expected. The National Hurricane Center http://www.nhc.noaa.gov categorizes hurricanes in order of severity by the Saffir-Simpson Classification as follows:
-Tropical Storm
Winds in excess of 39 MPH can be expected.
-Category 1
Winds 74 – 95 MPH
Damage primarily to unanchored mobile homes, shrubbery and trees.
-Category 2
Winds 90 – 110 MPH
Considerable damage to shrubbery with some trees blown down.
-Category 3
Winds 111 – 130 MPH
Damage to shrubbery and trees with foliage blown off trees, huge trees blown down, some signs destroyed.
-Category 4
Winds 131 – 155 MPH
Shrubbery, trees and all signage blown down. Complete destruction of mobile homes. Complete roof structure failure.
-Category 5
Winds greater than 155 MPH
Severe and extensive window, door and roof damage. Low-lying area escape routes are cut by rising water. Major damage to lower floors of all structures.
Tropical Weather Terms:
-Tropical Wave or Disturbance – a cluster of clouds and/or thunderstorms without any organized circulation.
-Tropical Depression – an organized, tropical, low-pressure system with sustained winds less than 39 mph.
-Tropical Storm – an organized, tropical, low-pressure system with a defined circulation and with sustained winds between 39 and 73 mph. Storms are named upon reaching this level of strength.
-Tropical Storm Watch – a tropical storm watch is issued when tropical storm conditions (winds between 39 - 73 mph) are possible within 36 hours.
-Tropical Storm Warning – a tropical storm warning is issued when tropical storm conditions (winds between 39 - 73 mph) are expected in the warning area within 24 hours or less.
-Hurricane – an in intense tropical weather system with a well-defined circulation and sustained wind speed exceeding 73 mph.
-Storm Surge – a dome of water pushed on shore with a hurricane.
-Hurricane Watch – a hurricane threat exists for the next 24 to 36 hours.
-Hurricane Warning – a hurricane strike is expected within the next 24 hours.
-Saffir – Simpson Classification – a system for classifying storm strength based on 5 categories of wind strength, storm surge height, and general storm damage capability.
Section II: Preparation and Response
- Weather Advisories
Hurricane Preparedness Plan initiation and adequate preparation cannot be achieved without sufficient notification time to university staff and students, which requires continuous monitoring and tracking of potential storm activity. The Roger Williams University Public Safety Department will monitor tropical storm activity on a daily basis during the Atlantic hurricane season and make special reports as necessary. These reports are distributed anytime storm activity threatens north of the Carolinas. The primary features of the reports are accurate and timely information regarding the following:
Tropical storm and hurricane activity
-Hurricane location
-Hurricane velocity
-Hurricane intensity
-Hurricane size
-Projected time estimates for landfall
-Projected location for landfall
As already stated, the Department of Public Safety, and more specifically the Office of Environmental Health and Safety, will continually monitor weather reports for threatening weather and tropical storm development.
- Responding to Weather Related Threats
The Director of Public Safety acts as the person to initiate threat review when weather report monitoring information indicates a storm threat. The Director of Public Safety will immediately notify the President and the senior member in the CRT once a threat has been initiated. All decisions regarding further activation of the hurricane plan are made by the President or his express designee, in consultation with any other persons they deem necessary.
A. Threat Identification and Assessment
Upon receipt of information from the Office of Environmental Health and Safety indicating a potential threat, the Director of Public Safety notifies the President and the senior officer in the CRT. Those two individuals, in consultation with anyone else they deem necessary, determine the next steps for response and preparation.
B. Communications
Upon direction from the President or his express designee, Roger Williams University Public Affairs will issue a hurricane warning to the university community, advising of the potential for suspension of classes and reminding students and employees to make travel plans in the event of university closure. Roger Williams University Public Affairs statements will be issued in accordance with the Crisis Communications Plan. More specifically, the Vice President of Public Affairs will prepare the necessary notifications via the Roger Williams University website, local media, e-mail (The Daily Dose), and the University HotLine. Storm updates will include:
-Official university instructions regarding class cancellations, employee dismissal / release, and university closure
-Links to information on progress and track of storms
-Links to information on evacuation routes, city advisories, etc
-Update on projected opening of the university and resumption of classes after a storm
- University Closure
The President, or the President’s express designee in his or her absence, will call for a university closure when he or she deems it necessary. If the decision is made to close the university, the Manager of Facilities Operations and Engineering, Director of Public Safety, Vice President of Public Affairs, and Vice President of Student Affairs will work in concert to efficiently and expeditiously notify the appropriate parties. In the event of a university closing, only essential personnel will be required to work. Faculty and staff will be instructed to secure work areas and relocate equipment if flooding is expected, and then they will be released. When the university is closed, all students and non-essential personnel are advised to leave the campus and seek shelter outside of the university. In addition, if the university closes for emergency, all scheduled on-campus events will be cancelled.
Students are responsible for securing their own lodging and transportation arrangements. When the university closes, students are encouraged to pursue the following options as they leave the area:
-Secure transportation via airline, train, or bus service. Roger Williams University will provide transportation between the university and the airline, train, or bus stations to the greatest extent possible.
-Share rides and sheltering options with students who do not have a personal means of transportation.
-Relocate to designated RIEMA Hurricane Approved Shelters. Information regarding specific locations is provided in APPENDIX A, on the RIEMA website (www.riema.ri.gov), or by calling the RIEMA at (401) 222-2080.
- University Evacuation
If a university evacuation is directed, no students or non-essential personnel will be allowed to remain on campus. While students and staff maintain the responsibility for vacating the university by making their own transportation and lodging arrangements, the potential exists that a number of on-campus students may not have the means to evacuate themselves and therefore will require university assistance. If the decision is made to evacuate the university, a Central Command Post will be established in the Student Senate area of the Recreation Center, in accordance with the Roger Williams University Emergency Response Plan (Pg. 28). The Director of Public Safety will be the lead person working with the CRT to effectuate an orderly evacuation. Roger Williams University emergency evacuation action steps are as follows:
-The Vice President of Student Affairs and/or Dean of Students will initiate the plan to move all students to the recreation Center (or other designated location) for transport off campus.
-The Director of Public Safety will implement the relocation plan through the use of buses and shuttles to the areas designated in established agreements with state and town officials.
-The Vice President of Human Resources will dismiss all non-essential personnel.
-A Central Command Post in the Student Senate area of the Recreation Center will be established. The CRT, and any additional personnel expressly designated by the CRT, will staff this post. All portable radios will be moved to this location for use as needed. A determination will be made by the appropriate members of the CRT as to whether or not a Unified Command of federal, state, and local law enforcement / fire personnel is necessary. The Director of Public Safety will be responsible for establishing a Unified Command including any and all contacts with Rhode Island Emergency Management Agency (RIEMA) or Federal Emergency Management Agency (FEMA).
-All messages should be updated on an hourly basis or as needed to reflect Roger Williams University’s most current plan.
-The Vice President of Student Affairs and/or the Dean of Students will encourage students to contact their families regarding safety and local conditions.
- Storm/Hurricane Preparation: The Two Stages of Preparedness (WATCH / WARNING)
WATCH - At the first real sign of a hurricane or substantial, tropical storm that may affect the New England region, the Crisis Response Team (See RWU Emergency Response Plan) will be notified by the Director of Public Safety that the University is at hurricane WATCH status. A pre-hurricane meeting will be scheduled as soon as possible with all team members and any others as designated by the President. The purpose of the meeting will be to discuss the local weather forecast; i.e., storm progress, potential classification category and to coordinate communication. Based upon the severity of the storm, discussions will be had leading to a decision as to whether or not the University will close.
WARNING - If a hurricane WARNING is in effect and there is a projection of threatening situations (while school is in session), a decision will be made as to where to situate the existing student body during the duration of the storm. The Vice President of Public Affairs will prepare the necessary notifications via, web page, media, Daily Dose and University Hot Line. (See RWU Crisis Communication Plan).
If a decision is made to cancel classes and to close the University, the Manager of Facilities Operations and Engineering, Director of Public Safety, Vice President of Public Affairs, and Vice President of Student Affairs will work in concert to efficiently and expeditiously notify the appropriate parties. In the event of a University closing, only essential personnel will be required to work.
If a decision is made to evacuate the University, a Central Command Post will be established in the Student Senate area of the Recreation Center (See RWU Emergency Response Plan, Page 28). The Director of Public Safety will be the lead person working with the Crisis Response Team to effectuate an orderly evacuation.
Steps will be taken to ensure that the needed resources will be available in the event of a major storm or hurricane. Topics to be discussed during the Crisis Response Team pre-hurricane meeting will include:
- Communications
Public Safety – Facilities Management – Police, Fire and Rescue
-Evacuation Plan
Shelters, Hotels, Transportation and Security
-Food and Water Supply
Reserve Quantity/Comfort Food
-Protection of Building
Need for individual departments to secure their work areas. Special attention must be addressed with Labs.
-University Hot Line Message
-Facilities Equipment Readiness
Generators – Lighting
-Dock Area Secure
Boats and equipment shall be removed.
-Medical Emergency Contingencies
Any students with medical considerations shall be advised to contact EMS/Public Safety or Health Services.
-Security Issues
Availability of Local and State services if needed.
-Review and Update Emergency Telephone Numbers
-Need to Backup Computer Files
- Central Command Post (CCP)
In the case of a hurricane, the Central Command Post established at the Student Senate area of the Recreation Center will serve as bases for those essential administrators and personnel who will remain on campus during a storm. Non-essential personnel and students will not be allowed to use these facilities for shelter.
- Locking Down Campus
Employees other than those assigned to an Emergency Operations Center or other critical personnel identified by the President or the President’s designee are prohibited from occupying campus facilities during a university closure and evacuation. After the university closure is in effect, all buildings will be searched by campus public safety officers for persons attempting to use the campus as shelter. After each building is searched, it will be secured against key and card access by disabling the card readers and using special locks or other devices.
- Essential Employees and First Responders
Employees directed to work before, during, and after a hurricane when other employees have been released are essential employees. Essential employees not required to remain on campus will be required to call in after danger of a storm has passed to determine their work assignments (See “Expectations for Employees After Storm”). Work assignments may vary as necessary from an employee’s normal responsibilities.
Section III: During the Storm
Unless otherwise announced, only those persons required by the administration to conduct emergency operations during a hurricane may remain on campus during a storm. Campus buildings are not to be used as emergency hurricane shelters.
Section IV: Post-Storm Recovery
- General Guidelines for Recovery
The Director of Facilities Management and or his/her designee will conduct a post hurricane damage assessment. Only persons authorized by the Director of Facilities Management shall be engaged in any removal of debris due to the potential dangers associated with electrical lines being damaged. Employees who are not authorized to be on campus (non-essential personnel) should monitor local media sources, the Roger Williams University web site, email, and the Roger Williams University HotLine.
The President will issue a directive to reopen the University after conferring with the appropriate personnel, including the Director of Facilities Management, Vice President for Legal Affairs, Vice President for Finance, and Chief Operating Officer, as well as, any other pertinent members of the CRT whose area of concern may have been affected by the storm. The Director of Facilities Management will be prepared to report to the President regarding damage assessment and debris removal.
Upon returning to the University, employees are required to revert back to their normal course of business as soon as practical and any previously undetected damages are to be reported to Facilities Management in a timely fashion.
- Academic Contingency Plan
The Roger Williams University Office of Academic Affairs mandates a working minimum number of class meetings for any term to be considered complete and not in need of make-up classes. Should a hurricane evacuation or damage cause a campus closure of sufficient duration to prevent the minimum number of class meetings, the President and senior academic and administrative officers will establish contingency plans for academic instruction as needed.
Appendix A
Bristol / Portsmouth Hurricane Evacuation Routes
Appendix A
Bristol / Portsmouth Hurricane Evacuation Routes
Appendix B
Hurricane Tracking Chart
Appendix C
EMERGENCY CONTACT INFORMATION
University Emergency Contact Information:
- Department of Public Safety (401) 254-3611
- Emergency www.rwu.edu
- RWU On-Campus Help Line ext 4357 (HELP)
- RWU Emergency Hotline (401) 254-4400
City, State, and Federal Contact Numbers:
- Bristol Police Department (401) 253-6900
- Rhode Island State Police - Portsmouth Barracks (401) 849-4444
- Bristol Fire Department (401) 253-6611
- Rhode Island State Fire Marshall
Days (401) 294-0861
Nights (401) 222-2331
- Bristol Medical Rescue (401) 253-6611
- Department Environmental Management (401) 222-3070
- Rhode Island Department of Health
Days (401) 222-2231
Nights (401) 272-5952
- Rhode Island Poison Control Center (401) 444-5727
- American Red Cross (401) 831-7000
- Rhode Island Chemical Emergency Hotline (401) 946-9996
- Rhode Island Emergency Management Agency (RIEMA) (401) 946-9996
- Coast Guard – Castle Hill Station (401) 846-3675