and HURRICANE EMERGENCY PLAN
Smathers Library, Building 005
This plan is specific to the Smathers Library,
Building 50005. Plans specific to other
library buildings are also available. All of the Libraries'
plans are based on a single template. Comments on and revisions
to this plan are always welcome, send them to Cathy Mook at email@example.com.
This Plan is specifically for the one natural
disaster most likely to befall Florida, hurricane. Because
hurricane warnings are posted several hours prior to anticipated
landfall, this plan assumes that there will be plenty of time for
a leisurely evacuation of the building and for completion of
SMATHERS LIBRARY BUILDING EMERGENCY COORDINATOR
- The Smathers Library Building Emergency Coordinator is
responsible for planned measures both to evacuate and
secure the building and to protect valuable and delicate
equipment. Alternates have been named in the event of the
primary coordinator's absence. The Emergency Coordinators
are members of the electronic Emergency list service.
- Individual Department Chairs will prepare specific,
written plans, for submission to the Building Emergency
Coordinator, both to evacuate and secure their area(s)
and to protect valuable assets. Written plans will
include plans for egress, designating or mapping primary
and secondary exits. Plans will also include the names
and work locations of staff requiring assistance
evacuating the building.
- The University of Florida in accord with state regulation
requires that these plans be assessed and revised
annually. The Building Emergency Coordinator is
responsible for reminding Department Chairs of review
dates and deadlines. Department Chairs are responsible
for reminding staff of plans specific to their department.
DURING A HURRICANE WATCH
Department Chairs should ensure that all staff
are briefed and that tasked staff implement all pre-hurricane
HURRICANE WARNING PROCEDURES
- The University Emergency Operations Center will notify
the Director of Libraries and the Facilities Planning
Officer that a hurricane warning has been declared. The
Facilities Planning Officer will notify the Building
Emergency Coordinator, who will notify Department Chairs.
Department Chairs will notify all their staff.
- The university will be declared closed and all persons,
except those assigned planned duties, will be instructed
to secure their areas and leave the campus.
Individuals who cannot leave the campus should go to a designated shelter as assigned
by University Police Department (UPD).
- The Building Emergency Coordinator will ensure that
building entrances are closed and appropriate signs
posted. Assistance from the University Police Department
(UPD) is available if requested at 392-1111.
- After evacuating staff from their area(s), Department
Chairs and tasked staff will close and lock windows,
close blinds and drapes, unplug all terminals, control
units, modems, and other electrical equipment. They
should also move library materials and equipment, as
appropriate, away from windows and other areas of
potential water damage. (Some or all of these tasks may
be completed prior to general evacuation.) Department
Chairs will have designated, in advance, an alternate(s)
in the event of the Chair's absence.
- Following completion of tasks, tasked staff will be
evacuated, and Department Chairs will lock all internal
doors securing their area(s). They will report by
telephone at the number above to the Building Emergency
Coordinator or the alternate when this has been
accomplished. If telephone contact can not be made,
Department Chairs will report to the Coordinator or
alternate in the Coordinator or alternate's department.
They should indicate the need for any additional
requirements for protection or security of their area.
Department Chairs, except for those designated to assist
the Building Emergency Coordinator with final procedure,
will be evacuated.
- The Building Emergency Coordinator and designated
assistants, among the Department Chairs (or their
alternates), will tour the entire building to ensure that
evacuation is complete and that materials and equipment
are secure. Department Chairs who are responsible for
areas off master-key are necessarily designated as assistants to the Coordinator. In the Smathers Library,
designated assistants include the Chairs of Preservation,
Special Collections and Systems or their designated
alternates when the Chairs are unavailable. Designated
assistants will be evacuated, and the Building Emergency
Coordinator will then lock the building.
- The Building Emergency Coordinator will report to the
Facilities Planning Officer at 392-4505 or, if the
Facilities Planning Officer can not be contacted, to the
Emergency Operations Director at 392-1111. If telephone
communication with either of these persons is not
available, the Building Emergency Coordinator should
summon the first available police officer to report via
two-way radio. The Building Emergency Coordinator will be
evacuated after reporting.
DURING A HURRICANE
- All persons, including the Building Emergency Coordinator,
not required for the conduct of emergency operations,
will have been notified to leave the campus by the
Emergency Operations Director after completing their
Hurricane Warning duties.
- Persons remaining on campus will have reported to a designated shelter where they
will remain until an all-clear signal has been issued.
POST HURRICANE PROCEDURES
- The Facilities Planning Officer will be notified by the
Emergency Operations Director of clearance to return to
particular buildings, and will notify the Building
Emergency Coordinator who will return as soon as possible.
- Building Emergency Coordinator will survey damage and
report to the Library Facilities Planning Officer at 392-4505
and to the Emergency Operations Center at 392-1111. If
telephone service is unavailable, or if phone lines are
jammed, reports should be hand delivered to the
Facilities Planning at 145 Library West and to the
Emergency Operations Center at the University Police
Department. If possible, reports will include floor plans
with problem areas clearly marked.
- The Facilities Planning Officer will report to the
Director for Library Support Services and to the Director
of Libraries who will decide when general staff may
- The Facilities Planning Officer will coordinate
facilities damage repair and clean up efforts with Work
Management Division. The Facilities Planning Officer will
also notify the Preservation and Systems Officers of
damage requiring their attention.
- The Preservation Librarian will bring together library
materials recovery and salvage teams. Teams will take
necessary actions, consistent with prior planning, to
preserve and restore damaged library materials. Damage
assessments and needs will be communicated to Director
for Library Support Services.
- The Systems Officer will bring together systems recovery
and salvage teams. Teams will take necessary actions
salvage damaged equipment and, contingent upon reliable
supply of power, will return other equipment to
operability. Damage assessments and needs will be
communicated to Director for Library Support Services.
- Smathers Library staff should listen to local radio
stations for information regarding reopening of the
University of Florida and particular buildings. Staff
will not be required to return to the University if
personal property requires attention.
This plan has been submitted to the Library
Facilities Planning Officer who has forwarded it to Environmental
Health & Safety. Copies have also been distributed to the
Alternate Building Emergency Coordinator and Department Chairs in
the Smathers Library.
Department Chairs will be responsible for
distribution of this plan to their staff.
The Building Emergency Coordinator will report
written changes to the Facilities Planning Officer and Department
OTHER CONTACT INFORMATION