ST. PETERSBURG COLLEGE

DISASTER PREPAREDNESS PLANNING GUIDE

Disaster preparedness experts advise that the difference between businesses and institutions that either fail or are unable to quickly restore services following a disaster and those that survive is the extent of disaster planning and preparedness. This guide has been prepared to assist you and your staff in preparing a disaster preparedness action plan for your campus or department. The guide is by no means all-inclusive, since preparations for each campus or department will differ. The guide provides suggested goals for both planning and recovery activities. Adjust these as necessary to meet the specific needs of your campus/department.

DISASTER PLANNING ACTIVITIES

I. Develop Disaster Planning & Recovery Action Plan.

A. A good starting point for your planning is to ask yourself and your staff the following question: If our campus/department were destroyed today by fire, wind, hurricane, tornado, or flood, what irreplaceable records, files, equipment, etc. could be destroyed?

B. Next, prioritize the above items by order of most critical to least critical.

C. Develop an action plan to determine how you will preserve/protect the items you have identified.

1. Develop a "grab and run" list for critical items that would need to be removed to safer locations so they could be available for use during recovery.

D. Do not rely on Facilities Services staff to perform preparations that can be performed by department staff. Facilities Services staff will be occupied making preparations to protect buildings, equipment, and grounds prior to a hurricane, tropical storm, etc.

E. Develop a plan that is easy to follow and use. Ensure all staff members understand the plan and their assignments.

F. Establish location(s) for storage of preparation supplies such as:

1. Heavy-duty trash bags for covering computers, printers, and other sensitive equipment and supplies.

Note: These may be obtained from your site Facilities Services Department.

2. Flashlights and spare batteries.

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II. Employee Preparation and Assignments

A. Establish address and phone list and provide copies for your staff to keep at home for emergencies.

B. Brief staff on what to do following hurricane/tropical storm disasters before they leave work.

1. Where to report for work if they cannot reach their regular work site.

2. How to make contacts when phones are out of service.

3. Determine where staff will be, i.e., at home, with friends, shelters, out-of -town/state.

C. Do you have staff members with special needs who may need evacuation assistance? If so, how can their needs be met prior to and during an emergency?

D. Assign staff to preserve/protect records and files.

1. Make duplicates and store in safe location, perhaps off site.

2. Move records and files to safer locations, i.e., away from windows, off floors, areas likely to be flooded.

E. Assign staff to shut down and cover computers, printers, and other sensitive equipment.

F. Determine who will be responsible for closing doors and windows, securing loose equipment, moving supplies to safer, less vulnerable locations, etc.

1. Establish alternates to handle these duties in the absence of those initially designated to do these jobs.

G. If possible, develop an employee "buddy system" so employees in evacuation areas may stay with those in non-evacuation areas instead of hotels and evacuation shelters, which may be full or uncomfortable.

III. Distribute equipment and supplies for recovery operations.

A. Designate staff member(s) to take copies of critical records, plans, files, etc. that may be needed during recovery operations.

B. If available, assign portable radios to designated individuals for use following the emergency.

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IV. Establish Method for Contacting Employees During Recovery Period.

A. Establish prearranged staff contact system so everyone is responsible for contacting at least one staff member to relay information about disaster warnings, preparations, work schedule changes, etc.

B. Determine alternative means to use if phones and electric power are not working.

DISASTER RECOVERY ACTIVITIES

It is essential to keep in mind that very little if anything will be normal following a disaster such as a direct hit by a hurricane. Although your staff will be performing work during the recovery process, it is important to remember that they will also be victims of the disaster. It is difficult to stay focused in such a chaotic environment. Adjustments to the normal way of doing things will be essential to a successful recovery from a disaster. Communications between sites and departments may be difficult or impossible for several days. Out of necessity, individuals may need to work with limited or perhaps no supervision. Anticipating these conditions during your recovery planning and preparation is the best way to be prepared.

I. Identify Staff Available for Recovery Work

A. Establish contact with staff to determine their welfare.

1. Develop head count procedure to ensure all staff is accounted for following a sudden disaster, i.e., fire, explosion, tornado, or chemical spill.

2. Lack of communications may require physically locating staff.

B. Determine staff assignments.

1. Adjust your recovery plan and priorities to meet existing conditions.

2. Consider need for alternates to assume responsibilities of staff members who cannot report for work due to urgent family needs, injuries or death.

C. Establish plan to provide assistance.

1. Staff cannot devote attention to recovery if family is in need of immediate assistance.

2. May require providing transportation, food, water, etc.

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II. Damage Assessment and Documentation of Damages

A. Perform inventory of equipment, supplies, etc. and assess extent of damages.

1. If possible, pictures or videos are very useful for damage assessment.

2. Accurate documentation is essential for filing insurance claims.

3. Make duplicate copies of all damage assessment documentation.

4. Prevent further damage by drying equipment, moving items to safer locations.

DMM S/ES 1/11/95

Rev. 1/96

Rev. 7/01