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Disaster Preparedness Plan

Introduction

Libraries have learned, through difficult and often disastrous personal experience, that they are not immune from disasters and other emergency situations. Emergencies are unforeseen circumstances calling for immediate action, such as fire alarms or severe weather which may cause damage to people and facilities. An often cited definition of a disaster is an unplanned event whose outcomes are tragic. Any preparation or planning conducted prior to an emergency or disaster will lessen its effects.

The purpose of this document is to present some general guidelines for disaster preparedness and specific steps for emergency response by Randall Library employees. Included in this plan is a description of responsibilities of the disaster team and a list of persons to call if disaster strikes. Specific types of emergencies addressed here are:

Preparedness and Procedures for Fire Emergencies

Preparedness and preparation for fire emergencies is almost entirely contingent upon regular, routine and as needed maintenance to the library's fire protection system. The UNCW Physical Plant tests and maintains this system. Follow up responsibility for ensuring that this regular, routine and as needed maintenance takes place is the responsibility of the University Librarian.

Another integral component of fire preparedness is a current and functional evacuation plan. The plan is in conspicuous locations, included in the library and departmental policies and procedures manuals and it should be evaluated annually. Library staff members are trained in general evacuation procedures and should understand their specific roles during an evacuation. Furthermore, staff members should be trained to use fire extinguishers and know when it is appropriate to do so.

Each employee is expected to be aware of conditions which could result in a fire and to report those conditions according to the specified procedure. Employee involvement in general disaster prevention is critical to the success of any fire preparedness effort and is a major component of the overall disaster planning effort. This component will be addressed through a comprehensive staff awareness and training program.

General Fire and Emergency Evacuation Procedures
  1. Upon hearing the alarm, Circulation Department staff will call Campus Police at 911 and report that the alarm is sounding. Look at the annunciator panel, located in the elevator area, to tell the police in which zone the alarm was initiated.
  2. Evacuate the building as specified in "Randall Library Fire/Emergency Evacuation Procedures", accompanying floor plans and instruction flyers. (See Appendix D.) Do not use the elevators to evacuate the building.
  3. Evacuate to a distance of at least 500 feet from the building and remain out of the way of emergency personnel. Staff members should meet at the sidewalk circle west of Morton Hall and assist in accounting for all library personnel.
  4. Notify either Campus Police or firefighters on the scene if you know or suspect someone may be trapped in the building.
  5. Do not return to the building after a fire alarm until instructed to do so by authorities.

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Preparedness and Procedures for Power Outages

If the power outage occurs during normal business hours, all decisions will be made in the library administrative office.

If the power outage occurs outside of normal business hours, these steps should be followed:

  • Circulation staff person calls Campus Police at 911 to report that the library has lost power.
  • Circulation staff person secures the cash drawer.
  • Circulation staff person calls Sharon Connelly at 910.662.1009 or 910.622.0412.
  • All staff in building locate flashlights and have them ready for use.
  • Systems staff person calls libraries at Fayetteville State University and the University of North Carolina at Pembroke.
Nights and Weekends - Emergency Lights Functioning
  • Use the procedures listed on the emergency evacuation clipboards and clear the 2nd floor of the building, assisting patrons to the first floor area; be prepared to assist patrons with special needs. During daylight hours, university employees with offices on the second floor may use their own discretion about evacuating.
  • All staff in the building should monitor the first floor areas and be prepared to move patrons to the front of the building

If the power outage lasts longer than 30 minutes, the staff members at circulation and reference shall confer and make a decision as to whether to close the building. If the decision is made to close, notify Campus Police at the non-emergency number (910) 962.2222 and let them know if you need assistance. Evacuate the building following the procedures as outlined on the emergency evacuation clipboards. Once the building is evacuated, secure the front doors and notify the University Librarian. If the power is expected to be restored in a reasonable period of time, all staff will remain in the building and be prepared to re-open. If the building is closed for the night, Circulation staff should ensure building closing procedures are followed before leaving the library. Notify Campus Police and the University Librarian of this decision before leaving.

Nights and Weekends - Emergency Lights not Functioning
  • Evacuate the building as per the procedures on the emergency evacuation clipboards; be prepared to assist patrons with special needs.

Notify the Campus Police at the non-emergency number (910) 962.2222 that the building is being evacuated and to let them know if you need assistance. Ensuring everyone's safety is of primary importance and great care should be taken to get everyone out of the building safely and quickly. Once the building is evacuated, secure the front doors and notify the University Librarian. If the power is expected to be restored in a reasonable period of time, all staff will remain in the building and be prepared to re-open. If the building is closed for the night, staff should ensure building closing procedures are followed before leaving the library. Notify Campus Police and the University Librarian of this decision before leaving.

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Preparedness and Procedures for Thunderstorms, Hailstorms and Tornadoes

Severe thunderstorms can produce lightning, hailstones and tornadoes.

At the discretion of the University Librarian or his designee, the following safety rules will be followed:

  1. Immediately turn off or disconnect all electrical or electronic equipment. Systems Department personnel will be responsible for shutting down library application servers.
  2. Unplug all telephone lines and do not use the telephone unless there is an emergency.
  3. Stay away from windows, doors and skylights.

A tornado watch is issued when tornadoes and severe thunderstorms are possible. A tornado warning is issued when a tornado has actually been sighted somewhere in the warning area. If a tornado approaches:

  1. Move to the interior of the lowest floor of the building.
  2. Get as far away from doors, windows and skylights as possible. Avoid large, open areas.
  3. Take shelter underneath a desk or other heavy furniture.
  4. Assume a curled position to protect your head and eyes.

When adverse or emergency conditions occur be sure to follow the guidelines set forth by the Safety Department. If evacuation becomes necessary, follow the evacuation plan outlined in this document.

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Hurricane Evacuation Procedure

The purpose of these procedures is to provide guidance and specific duties for Randall Library personnel in the event of a hurricane emergency. Randall Library's procedures supplement the UNCW Hurricane Policy. These procedures apply to all Randall Library employees.

It is UNCW policy to view each hurricane threat as an extremely hazardous condition. The University's goal is to minimize the risk to personnel consistent with protecting University property and assets. Following a hurricane, movement to and from the campus may be seriously impaired. Persons who must be available following the hurricane to protect University property must be on campus prior to the arrival of the storm. This policy seeks to limit exposure of the University community to the risks of a hurricane, and yet allow for the protection of property.

Preparedness Review

Prior to the beginning of hurricane season (June 1) of each academic year, the Library Emergency Management Team will review the Library's hurricane plan and recommend any needed changes to the University Librarian for approval. Members of this committee (see Appendix A) will assume leadership roles in executing the plan in the event a hurricane emergency occurs and they will ensure that items on the checklist are completed. When a hurricane approaches, the preparations listed below are followed:

Phase 1: Hurricane Watch

When a hurricane watch is announced, emergency operations are begun, and they should be completed during the Beach Evacuation period. When beach evacuation is announced, the University is closed and shut-down procedures are performed.

  1. Review Hurricane Plan and appoint a coordinator from the Library Emergency Management Team for the hurricane emergency.
  2. Check inventory of plastic wrap, garbage bags and duct tape, all stored in storage room the Quiet Study Room (RL 2016). Procure additional supplies, if needed.

Phase 2: Hurricane Warning

Systems personnel ensure all computer backups have taken place and that backup media is stored in secured place.

Phase 3: Mandatory Evacuation

Systems notifies University of North Carolina at Pembroke, Fayetteville State University and Innovative Interfaces Inc. of hurricane warning and of the possibility that the library application servers may go down.

Systems reminds users via e-mail to unplug terminals and microcomputers from both power and communications lines and to secure equipment. Each library department is responsible for securing terminals and microcomputers in its area.

Housekeepers will assist Library personnel if requested to do so. Housekeeping will store all cigarette butt containers inside buildings, will close and secure windows with all blinds in closed position and will unplug appliances, other than computer equipment, from power outlets.

Each department head or designate will assure that windows and offices in their area are secured, using the following checklist:

  • unplug all electrical equipment such as PCs, printers, projectors.
  • cover equipment with plastic wrap or plastic bags and tape securely
  • cover equipment in bibliographic instruction room
  • position moveable stacks in Special Collections so that just the supply aisle is exposed
  • move chairs in recreational reading section away from the windowsc
  • cover Chihuly and other sculptures.
  • notify student assistants scheduled to work that building is closing
  • close and lock all doors and windows that haven't been secured
  • change telephone voice mail message
  • vacate the building and notify Campus Police that the building is cleared
Recovery

After the hurricane, library employees should monitor the Severe Weather Hotline (910) 962.3991 or (888) 657.5751) or the news media to determine when to return to work. The Environmental Health & Safety Office Emergency Management team will report damage to the University Librarian. Housekeeping is available to assist in mopping up water and conducting other housekeeping duties.

If there is no damage, when library employees return to work, they will:

1. Remove plastic wrappings.
2. Check communication and computer equipment for damage. Report problems to the Associate University Librarian for Computing Services.
3. Systems personnel will restart/reboot library application servers, if needed.

If there is damage, the pertinent parts of the Library Disaster Plan will be placed into operation.

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Preparedness and Procedures for Snow Emergencies

When snow accumulation is predicted, library staff should closely monitor UNCW Adverse Weather Hotline: (910) 962.3991 or (888) 657.5751. If classes are cancelled, the University Librarian will decide whether and when the library will close. If the University Librarian in unavailable, the chain of command will fall to the Associate University Librarian for Public Services and then to the Access Services Librarian. All decisions will be made in accordance with the university adverse weather policy and in consultation with the Division of Academic Affairs.

The greatest dangers posed by snow emergencies are slippery sidewalks and roof leaks. The Physical Plant is responsible for both, but the library staff should take note of any problems and report them to the Library Administrative Office. On nights and weekends, or other times when the Administrative Office is closed, report problems to Campus Police.

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Disaster Team for Randall Library

The following document is under revision and will be finalized June, 2009.

The disaster team is listed in Appendix A. Members should be knowledgeable about the collection and capable of assigning salvage priorities; trained in inventory and recording of materials; familiar with conservation and preservation procedures and should include a member of the Safety Office. The University Librarian acts in an advisory role until the team is called into its emergency role. At that point, the University Librarian, having sole responsibility for the physical facilities and final budget authority, assumes a primary role in managing the disaster. In all emergencies and disasters, the library depends heavily on support from the UNCW Division of Business Affairs, most specifically the Physical Plant, Environmental Health and Safety, University Police Departments, and Information Technology Systems Division.

General Responsibilities of the Disaster Team

  • Becoming thoroughly familiar with the disaster plan for Randall Library. Members of the committee should have one copy of the plan at home and one at work.
  • Reviewing the plan on a regularly scheduled basis, at least once a year. The disaster team should meet a minimum of once a year.
  • Distributing copies of the plan and its updates to appropriate persons and offices.
  • Training library staff members.
  • Arranging for availability of in-house emergency supplies for use during a disaster.
  • Developing a list of needed supplies and services, including names of contact persons.
  • Coordinating all disaster operations as specified by the plan.
  • Writing a disaster aftermath report in the event one occurs.
Summary of Immediate Steps to be Taken if Disaster Strikes
  1. Activate the disaster team. (See Appendix A for list.)
  2. Assess the damage.
  3. Stabilize the environment by reducing the temperature and humidity.
  4. Gather emergency supplies stored in RL #2016, in storage area. (See Appendix B for list.)
  5. Record all materials moved from the disaster area(s).
  6. Restore damaged area(s).
  7. Determine drying procedures needed once material return from freezer facility.
General Guidelines
  1. Stay calm and contact the appropriate emergency officials, disaster team members and library staff.
  2. Ensure that all persons are safely evacuated from the building.
General Preventive Checklist

The university Physical Plant and Safety Office personnel regularly check alarms, fire extinguishers and other safety equipment. Randall Library must remain in compliance with instructions from these offices, as well as the Fire Marshall and North Carolina Department of Insurance.

Every library staff member is responsible for observing the surroundings and reporting problems with the building to the Library Administrative Office. Particular attention should be paid to leaks, obstructions, unstable shelving, broken equipment and other potential safety hazards. Specifically, employees should:

  1. Have a flashlight in each office and check flashlight batteries annually.
  2. Have a printed copy of this disaster plan in each office and review it annually.
  3. Be aware of the location and proper use of fire extinguishers.
  4. Emergency evacuation procedures.

Employees are encouraged to enroll in training for life saving techniques such as First Aid/CPR.

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Appendix A

Library Disaster Team Members:

  • Associate University Librarian for Computing Services
  • Associate University Librarian for Public Services
  • Associate University Librarian for Technical Services
  • Assistant University Librarian Coordinating Access & Delivery Services
  • Coordinator of Research Services
  • Coordinator of Special Collections and Archives
  • Supervisor of Circulation Services
  • Stack Maintenance Supervisor
  • Other members of the Policy Committee not already named

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Appendix B - Hurricane Evacuation Checklist

List of Emergency Supplies (updated Jan. 17, 2008)

  • Plastic sheets
  • Large plastic garbage bags
  • Duct tape
  • Flashlights
  • Book trucks
  • Markers, pens, pencils and pads
  • Scissors
  • Rubber gloves
  • Extra batteries
  • First Aid kits

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Appendix C

Salvage Priorities will be established by the Disaster Team.

SOLINET Preservation Services will provide guidance and resources.

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Appendix D

Randall Library Fire/Emergency Evacuation Procedures

 

Circulation staff on duty at the desk:

When alerted by the fire alarm, shouted warnings, or the sensation of smoke or fire:

  1. Call 911 to report an alarm or actual fire, if known, in Randall Library, tell the police which quadrant shows up on the annunciator panel.
  2. Secure cash drawer.
  3. Lock all of the main/entrance electronic sliding doors in the open position.
  4. Evacuate the building by the nearest exit. If smoke or flames make this route impossible, use another exit.
  5. NEVER use an elevator to evacuate the building and NEVER re-enter a building after a fire alarm until instructed to do so by the authorities.

All other library staff on duty:

When alerted by the fire alarm, shouted warnings, or the sensation of smoke or fire:

  1. Identify the nearest exit to your location and leave the building. If smoke or flames make this route impossible, use another exit.
  2. As you exit the building, tell library patrons to secure their belongings and follow you to the nearest emergency exit. 
  3. Assist other staff in moving people away from the building, toward the sidewalk circle west of Morton Hall or another location at least 100 feet away.
  4. NEVER use an elevator to evacuate the building and NEVER re-enter a building after a fire alarm until instructed to do so by the authorities.

Lead Staff on duty:

     1st floor:       Madeleine Bombeld, Christopher Rhodes
     2nd Floor:         Jerry Parnell, Bo Dean

1.      Follow above procedures to exit the building.

2.      After exiting the building, meet up with the other Lead Staff on duty and notify the Fire Department or University Police of any persons that are still in the building.

3.      Assist other staff in moving people away from the building, toward the sidewalk circle west of Morton Hall or another location at least 100 feet away.

4.      When given the all clear signal by Fire Department or University Police, tell library patrons that they may return to the building.

 
March 7, 2011
Rev. April 25, 2011

Partners in Emergency Preparedness & Disaster Response

These university departments assist Randall Library in maintaining a safe environment for people and library resources. We gratefully acknowledge their contribution to this effort.

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Last Update: July 27, 2011