Surviving the Storm Lessons from the 2004 Hurricane Season

2. Presented by: Debbie Ford Vice President for Student Affairs University of West Florida Steven S. Neilson Dean of Student Affairs Rollins College Eugene L. Zdziarski, II Dean of Students University of Florida

3. Lessons to be learned The plan of action: Before During After Relief Recovery and Rebuilding How to relate these plans to other campus crises

5. Be prepared for the unexpected! Review plans annually with your Emergency Team and staff.

7. Elements of a Solid Emergency Plan A comprehensive operational and communications plan. Communications structure to achieve �One Clear Voice� for all constituents. Practiced and easily implemented. Core team with clear assignments. Central message development and distribution helps achieve �One Clear Voice.�Central message development and distribution helps achieve �One Clear Voice.�

8. Elements of Solid Communications Make your website the �official� source of information. Shift the homepage � take info central for easy access. Main campus phone number becomes �information line� for students, employees and parents. Broadcast e-mails, broadcast phone messages and informational fliers may also be used. Coordinate with the media. Use various forms of communication because access can change during the storm. The Rollins College Web site is the official source for information during an emergency. Depending on the damage caused by the hurricane or weather system, one or all of the following communication tools may be used: Web updates, broadcast e-mail and phone messages, phone updates, informational fliers posted on campus and media advisories. Phone updates will be made on (407) 646-2000, which is accessible to general callers to the campus. This number becomes the Rollins Information line in an emergency. Students may receive recorded updates by calling the main number and pressing option 1, and faculty may receive recorded updates by calling the main number and pressing option 2. Based on the situation and our available technology, the media may be an integral part of communicating with our students. However, we�ve found that having three schools, with often different operating schedules, the media often cause more confusion.The Rollins College Web site is the official source for information during an emergency. Depending on the damage caused by the hurricane or weather system, one or all of the following communication tools may be used: Web updates, broadcast e-mail and phone messages, phone updates, informational fliers posted on campus and media advisories. Phone updates will be made on (407) 646-2000, which is accessible to general callers to the campus. This number becomes the Rollins Information line in an emergency. Students may receive recorded updates by calling the main number and pressing option 1, and faculty may receive recorded updates by calling the main number and pressing option 2. Based on the situation and our available technology, the media may be an integral part of communicating with our students. However, we�ve found that having three schools, with often different operating schedules, the media often cause more confusion.

9. Elements of Effective Communication Team makes decisions on how and when to notify the campus community Common message prepared Multiple delivery mechanisms including: Student Storm Tracker Evacuating Residence Halls Use datelines on all communication and, if possible, include time for next update. Communicate, communicate, communicate. KISS�Keep It Simple Stanley!

11. DURING THE STORM: The Shelter Command post Telephone, Radio, Cable and TV, Internet Room/area designations (movies, internet, quiet, families, pets) Registration, check-in/out Rules regarding curfews, alcohol, pets Activities Dining Services � Meals and Snacks � 24/7 access

16. DURING THE STORM:Other Considerations Where are your Faculty/staff? Community members Police/fire personnel Communications Emergency Team Essential Personnel �When can they get to campus? How did your staff survive the storm?

18. AFTER THE STORM:When is it safe? Depends on community conditions including curfews Depends on campus conditions Conditions of roads Utilities Safety Priority Health, Safety, and Welfare of Campus Community

19. Is it safe to leave the shelter?

20. After the Storm � Focus Shifts Initial Assessments Students in Shelter Campus personnel Facilities Utilities When can we re-open for classes? How are our faculty, staff, and students in the community? How do we communicate with those outside of Pensacola with limited communications?

21. After the Storm -- Priorities Health, Safety and Welfare of staff, faculty, and students Clear Communication Cooperation � removing barriers Resuming classes

22. Ivan�s Impact to Student Affairs at UWF Lost use of Field House for 12-18 months Lost use of Natatorium for 12-18 months Displaced personnel Cancelled volleyball and soccer seasons Fewer campus events About 400 students withdrew Repairs to housing (1 million $) Relocated Childcare center to area church while repairs took place Increased stress �New way of normal�

23. After the Storm � Keys to Success Leadership Cooperation Visibility of Senior Leadership Meetings by functions not divisional lines United focus to get campus ready to resume classes Recognition of impact of storm in community

24. After the Storm � Keys to Success Ask for help Thank you to all who came from other schools to check halls, clean rooms, assess damage, and create programs to welcome students back to campus

25. After the Storm � Keys to Success Have a person stationed at community Emergency Operations Center Have person designated to communicate with State and Boards

26. After the Storm � Keys to Success Know FEMA and Risk Reimbursement processes Set up grant funds and loans funds for students and families Do not forget about impact on students and personnel � offer counseling and advising Do after action reviews to improve your plan for next time

27. After the Storm � Keys to Success Be thoughtful and strategic about the return to campus