Planning Guides

PRESIDENT

• Declares states of readiness.
• Orders cancellation of classes.
• Orders dismissal of nonessential faculty and staff.
• Issues directives concerning resumption of services.
• Member, Command Party.

SENIOR VICE PRESIDENT FOR BUSINESS AND FINANCE

• Directs mobilization of Physical Plant.
• Department to secure the campus.
• Directs mobilization of Public Safety Department to provide for the safety of campus personnel and protection of property.
• Directs the Business Services Department to implement the food service emergency plan.
• Maintains liaison with insurance company.
• Member, Command Party.

VICE PRESIDENT FOR STUDENT AFFAIRS

• Provides personnel to handle medical emergencies.
• Provides for order and discipline.
• Provides lodging for resident students.
• Designates a "Shelter Manager" for each shelter location.
• Member, Command Party.

ASSOCIATE VICE PRESIDENT FOR FACILITIES MANAGEMENT

• Coordinates activities of Physical Plant, Student Services, Public Safety, and University Relations.
• Coordinate recovery activities with telecommunications vendors.
• Reports states of readiness to Senior Vice President Business and Finance and ECA.
• Assists Senior Vice President for Business and Finance with insurance claim processing.
• Member, Command Party.

DIRECTOR, FACILITIES MANAGEMENT

• Coordinates efforts of Maintenance, Housekeeping, and Grounds Departments.
• Reports states of readiness/preparedness to the Associate Vice President for Facilities Management as required.
• Assists in the preparation of insurance claims.
• Conducts inspection of the campus for post-storm damage assessment.
• Member, Command Party.

MAINTENANCE MANAGER

• Updates and restocks hurricane locker.
• Issues protective material and tape prior to storm.
• Prepares Campus and Campus Real Property prior to storm.
• Prepares for flood control prior to storm.
• Provides damage control, fire fighting, and flood control teams during storm.

HOUSEKEEPING MANAGER

• Provides personnel to assist in securing campus buildings.
• Provides necessary equipment at shelter locations (wet vacs, mops, buckets, wringers, etc.).
• Provides personnel during the storm for general custodial service.
• Directs preparation of buildings for occupancy after the storm.

GROUNDS MANAGER

• Provides personnel to assist in pre-storm preparation including installation of shutters.
• Provides for the removal of all trash and loose objects from campus.
• Directs restoration of exterior areas to normal after the storm.

EXECUTIVE DIRECTOR OF PUBLIC SAFETY

• Directs establishment of the Emergency Operation Center (EOC).
• Provides for storm tracking and weather radio monitoring.
• Provides for physical security.
• Provides traffic control prior to and after the storm.
• Assists with order and discipline.
• Provides security teams at each shelter.
• Maintains liaison with Police, Fire, and Medical Services.
• Reports storm progress to Associate Vice President for
• Facilities Management.
• Member, Command Party.

DIRECTOR OF RESIDENTIAL LIFE

• Assigns resident students to one of the shelter locations.
• Directs evacuation of residence halls upon advisement from the Emergency Operation Center.
• Distributes student procedures guide.
• Assigns staff members to the designated shelters to assist shelter managers.
• Maintains a list of residents' locations, on or off campus.

DIRECTOR OF HEALTH SERVICES

• Provides personnel to handle medical emergencies at each shelter location.
• Provides sufficient medical supplies at each shelter location.

CO-MANAGERS OF BUSINESS SERVICES

• Coordinates food service plan with Food Service Director.
• Directs implementation of food service plan upon advisement by EOC.

ASSISTANT VICE PRESIDENT FOR UNIVERSITY RELATIONS

• Coordinates all communications, internal and external, concerning dismissal of classes, dismissal of staff, and resumption of services.
• Responsible for all media contacts.

ASSISTANT VICE PRESIDENT FOR ADMINISTRATIVE INFORMATION SYSTEMS

• Determine extent and seriousness of disaster (system shutdown, loss of data integrity) and notify the Senior Vice President for Business and Finance.
• Convene the disaster recovery team (system and database administrators) and coordinate with Facilities Management when necessary.
  Coordinate with deans, department heads and liaisons on user priorities and office procedures during recovery.
• Supervise and coordinate with the system administrator recovery procedures related but not limited to: the administrative server, computer room environment, peripherals and the administrative software.
• Ensure that the administrative software is functioning properly and the integrity of the data is assured.
• Communicate with Barry community depending on what if any systems are operative: network, AIS login message, Data Center Notebook, telephone, signs and face-to-face communications.

CHIEF INFORMATION OFFICER

• Notify all department personnel, students and faculty in our facilities that a Hurricane Watch has been declared.
  Convene the ACC Disaster Recovery Team for a briefing and planning session.
• Determine the manpower required to accomplish the procedures listed in the "Emergency Preparedness Procedures Handbook" and dismiss all non-essential personnel.
• Maintain communications with Provost and VP Academic Affairs, with continuing updates, as situations require.
  Maintain a communications network between the ACC and department liaisons via the IT Support Desk.
• Verify that all departments have completed the necessary preparations for securing their computing equipment via the IT Support Desk.
• Maintain constant communication with all ACC Disaster Recovery Team members for progress updates or need for assistance.
• Communicate with Facilities Management to ensure that all of our facilities needs are being met.
• Communicate with Public Safety that they possess a current emergency contact phone list.
• Coordinating recovery with client departments "our customers", of the campus wide BarryNet network, assisting administrative personnel in recovery program.
• Maintain consistent communications with the EOC of the extent of damage and recovery procedures being implemented.