UF Building Emergency Coordinator

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UF Building Emergency Coordinator

• 2009 Training

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Training Objectives

• Explain Building Emergency Coordinator (BEC)
  program
• Clarify roles and responsibilities
• Provide program ground rules
• Discuss information and resources for BEC
  activities

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What is the BEC Program?

• Establishes a point of contact for each
  department/college with assigned space in a
  building
• Department/college assigns primary and alternate
  for occupied buildings
• Program is coordinated by EHS and updated
  annually

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Why does UF need BECs?

• Campus includes 950 buildings on 2,000 acres
  plus several off-site facilities
• Population of 65,000 faculty, staff and students
• One of the five largest public universities in
  the US by enrollment
• Diverse campus facilities including academic
  buildings, medical clinics, daycares, secure
  research labs, K-12 school, apartment-style
  housing, museums, theaters, etc.

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and because incidents happen
Courtesy 03/20/07 Florida Alligator
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BEC Roles Responsibilities

• Point of contact for safety emergency
  preparedness information provided by UF and other
  officials
• Liaison with EHS, UPD and other officials in the
  event of an incident at your building
• Ensure completion of closure checklist and
  procedures before UF closures
• Provide damage information to UF following a
  large-scale incident such as a hurricane
• Read and follow BEC listserv messages

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BEC Ground Rules

• Do not put yourself or others in danger dont
  be a hero
• Follow all announcements from UF and local
  officials
• Only wear BEC vest when there is a need to
  identify yourself and performing BEC functions
• Notify UPD if staying in building during a
  hurricane (only those performing essential
  functions, on-campus residents or those in UF
  shelters should be on campus during closure)
• Return to campus only when safe

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BEC Activities

• Building Information
• Severe Weather
• Tropical Weather
• UF Closures
• Damage Assessment
• BEC Administration System

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Building Information

• Be knowledgeable of departmental space in
  building (critical issues, special circumstances,
  hazards, etc.)
• Maintain contact information for restricted areas
• Serve as conduit for emergency/preparedness
  information
• Update appropriate emergency supplies such as
  hurricane closure materials
• Coordinate with other BECs in building including
  those from other departments/colleges

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Severe Weather

• Resources for monitoring severe weather
• NOAA Weather Radio
• Understanding weather warnings

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Severe Weather Monitoring

• National Weather Service-Jacksonville
• Issues Watches Warnings for area
  www.srh.noaa.gov/jax/index.shtml
• Campus specific forecast from NWS-Jax linked at
  www.ufl.edu/weather

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Severe Weather Monitoring

• Best way to receive weather warnings
• NOAA Weather Radio
• Each building or department/college areas within
  a building needs a NOAA weather radio
• If weather radio reception is not available in
  your building, other possible options
• iNWS SMS/email alerts- http//inws.wrh.noaa.gov/
• Broadcast/cable television and radio

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NOAA Weather Radio

• Specialized radio to able to receive NWS
  broadcasts
• Automatically alerts for weather watches and
  warnings (based on programming)
• When programming radio
• Alachua County S.A.M.E. Code 012001
• Tune to162.475 Mhz (channel 4 on most models)

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NOAA Weather Radio

• Can be purchased on-line or at most stores
  selling electronics
• Select radio with Public Alert logo-
• Example models include
• Midland WR-100
• Recon R-1630
• Radio Shack 12-162
• Avoid combo units without Public Alert logo
• Staff working outside may need portable models

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Understanding Weather Warnings

• NWS change from county based warning to
  threat-based polygon warnings

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Understanding Weather Warnings

• Warnings will still appear for Alachua County but
  only include areas inside the polygon/box

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Understanding Weather Warnings

• Warnings will still appear for Alachua County but
  only include areas inside the polygon/box

Tornado Warning Polygon issued which included UF
campus
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Tropical Weather / Hurricanes

• UF follows forecasts issued by the National
  Hurricane Center www.nhc.noaa.gov
• National Hurricane Center issues forecasts at
  5AM, 11AM, 5PM and 11PM on active storms
• Coordinated campus response
• Campus Emergency Operations Center activated if
  needed

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Tropical Weather / Hurricanes

• BECs should monitor tropical weather information
  throughout hurricane season
• Important to read local tropical statements when
  issued by NWS-Jax.
• Statements contain storms forecasted impact to
  our area including rain and wind (by County)
• Video forecasts also issued and posted on NWS-Jax
  web page

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UF Closures

• UF closure decision made by UF President or his
  designee
• Issues coordinated with local officials via
  Alachua County Emergency Operations Center
• UF closure is really suspension of normal
  activities. Many departments continue essential
  functions. (UF Clinics, PPD, etc.)
• Shelter(s) provided on campus for UF faculty,
  staff, students and their families

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UF Closures BEC Activities

• Ensure completion of closure checklist(s)
  lab/research area office/administrative area
  versions
• Bring in or secure loose items outside of
  building(s)
• Secure vehicles complete vehicle location
  checklist
• Monitor information from UF administration
  regarding operational schedules
• Departmental Tropical Weather Response Recovery
  Plan template-www.ehs.ufl.edu/disasterplan

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Damage Assessment

• Complete initial damage assessment for your
  building(s) if needed following a hurricane or
  other large-scale incident
• Web-based with paper back-up
• Linked from BEC Administration System
  http//bec.facilities.ufl.edu
• Additional training on system being developed

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Damage Assessment

• Different input forms for Building (exterior) and
  Rooms (interior)
• Paper version of forms can be used to gather
  information before entering electronically
• Forms available in Departmental Tropical Weather
  Response Recovery Plan Template
• Take pictures of damage and include building
  room number in image
• Directly contact work centers for urgent or
  critical items

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Building 0002 Room 0499
Electronically add building room numbers to
pictures or include information on a piece of
paper in the picture
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BEC Administration System

• http//bec.facilities.ufl.edu
• Login with GatorLink ID and password
• View all BECs assigned to your building including
  those from other units
• Email specific or all BECs in your building
• Detailed instructions available on BEC page
• http//www.ehs.ufl.edu/disasterplan/BEC.htm

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BEC Administration System
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UF Emergency Notification

• Multimodal approach to campus-wide notification
• Text Messaging
• Email
• UF Homepage (official source for information)
• Reverse 911-style notification (Dialogic
  Communicator)
• Current project underway to install IP speakers
  in academic classrooms and some high
  pedestrian-traffic outdoor locations
• Important for BECs to maintain your current
  emergency contact information in MyUFL
• myufl ? my account ? update emergency contact

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Resources Mentioned

• National Weather Service-Jacksonville
• www.srh.noaa.gov/jax/index.shtml
• iNWS Weather Alerts
• http//inws.wrh.noaa.gov/
• National Hurricane Center
• www.nhc.noaa.gov
• Departmental Tropical Weather Response Recovery
  Plan template www.ehs.ufl.edu/disasterplan
• BEC Administration System
• http//bec.facilities.ufl.edu
• EHS BEC page
• http//www.ehs.ufl.edu/disasterplan/BEC.htm

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Questions???

• Kenneth Allen
• Emergency Management Coordinator
• EHS / Risk Management Office
• 392-1591 x256
• kallen_at_ehs.ufl.edu