Campus Emergency Procedures

Procedures for Evacuation

Evacuation routes will be posted in public places showing a primary and exit the building. Each section of the building is assigned an Emergency Response Coordinator. These Coordinators voluntarily escort personnel and visitors from their area and ensure their area is clear in the event of an evacuation. Employees will be informed who their area’s Coordinator is during orientation. New students and faculty/staff are also briefed on evacuation procedures. Typically, this will take place during registration and processing-in of new employees. During actual emergencies, the Security Guard, Administration, and/or Maintenance personnel will take charge of the evacuation, with the aid of the Emergency Response Coordinators, and make sure the building is emptied. They will then control reentry until an all clear is given.

---

Evacuation for Threats

1. Fire, Bomb Threat, etc.: One long ring. Evacuate through the nearest exits to the outside. DO NOT USE THE ELEVATOR. A drill is carried out once each semester to ensure that all faculty, staff and students are aware of proper procedures. Other important notes:

   • When the alarm is sounded, leave your office immediately, closing the door in an unlocked position.
   • If your office must be secured: Before leaving your office, log off your computer and lock your desk, IF THE SITUATION ALLOWS.
   • The Emergency Response Coordinators will check each room, including rest rooms, in their area before evacuating.
   • The Emergency Response Coordinators will close all hall doors and any other open doors in their area before evacuating.

2. Tornado sighting/severe weather conditions:
   Three short rings. Evacuate all ground and second floor areas into the Eagle’s Club Fitness Center and/or Racquetball Court level. Emergency Response Coordinators will again ensure their areas are clear and secure all doors. Employees should secure their offices, including logging out of their computer and locking their desk, if applicable.

---

Hurricane Action Plan

1. Purpose:
   The United States Sports Academy has developed the following Hurricane Preparedness Action Plan in the event that a hurricane is forecast for our local area. It is part of the larger and more comprehensive Emergency Management Plan. This plan is designed to protect Academy staff, students, and property.

2. Plan activated based on hurricane path projection cone:

   • Hurricane Watches are normally issued by the National Hurricane Center when the projected landfall of a hurricane is 48 to 96 hours away. Hurricane Warnings are generally issued when a hurricane is forecast to make landfall within the next 24 to 48 hours. Neither of these advisories realistically provides the time necessary to secure the Academy and make it ready for such a storm.
   • Hurricane tracking is broadcast as a probability that is shown in the shape of a cone. Given that this cone is based on probabilities and that hurricanes are notorious for doing exactly that which is not predicted, the cone is still the best trigger mechanism to initiate the Hurricane Preparedness Action Plan.
   • Upon notice from national, state or local agencies that the Alabama and Northwest Florida Gulf Coast is under a Hurricane threat which places the Academy within the probability cone at the 5-day (120 hour) projection or sooner, Academy personnel will activate the Academy Preparedness Action Plan. The Senior Academy Official present on site, as noted in the Succession of Authority, will oversee Hurricane preparations.
   • When activation occurs during the normal workweek, the senior Academy official will convey this information to the various Division Heads. The Division Heads will, in turn, contact their Departmental Directors who, in turn, will have the responsibility of contacting those employees in their department. Once the Directors have contacted all of their subordinates, the Directors will, in turn, advise the Division Heads which employees by name have been notified and the reason why those by name have not been notified. The Division Heads will, in turn, advise the senior Academy official which employees by name have been notified and the reason why those by name have not been notified.
   • When activation occurs during a weekend or holiday, the Chaining Emergency Call List will be used and employees will be directed to report for work as though it is a regular workday. Appropriate flextime will be given after the hurricane has passed or the threat has diminished and preparation has been called off.
   • Any employees on leave for any reason will remain on their approved leave status but the appropriate Division Head will notify them that the Hurricane Preparedness Action Plan has been activated. On a case-by-case basis, they may be required to terminate their approved leave and report for work.
   • Preparation will continue unless the Senior Academy Official present on site, as noted in the Succession of Authority, determines that there should be a temporary pause in the preparations or preparations should cease because the hurricane threat no longer exists based on the continuous monitoring of the hurricane projections.

3. Reviews:

   • Annual Review of the Plan

     • This plan will be reviewed annually commencing the first week of April.
     • The Division Head of Administration and Finance has overall responsibility for this review.
     • The reviewed plan with any revisions will be published in final form on or before the last working day in April.

   • Post Event Review (PER)

     • The Division Head for Administration and Finance will exercise oversight for the total PER process.
     • The PER will be initiated within 2 work days of returning to normal operational status.
     • Each division head will conduct a PER with his or her respective personnel.
     • The list of hurricane preparation and recovery actions will be used as the foundation for this review.
     • The PER will identify what did or did not go as planned, along with recommendations for necessary change.
     • The PER will identify items that need to be added to the hurricane preparation and recovery plan with incorporation recommendations.
     • The division heads will consolidate Division PER results into a final written Academy PER within 5 workdays of returning to normal operational status.
     • The final written Academy PER will be submitted to the President. (Division Head for Administration and Finance)

4. Succession of Authority:

   • President and CEO
   • Vice President
   • Division Heads of Academic Affairs & Technology
   • Division Head of Administration and Finance
   • Division Head of Student Services
   • Division Head of Institutional Research

5. Telephonic Notification

   • Employees who have not received notice of the Academy closing when the local area is under a Hurricane Warning are required to attempt to reach their immediate supervisor for advice and guidance as to whether they should report to work. If unable to reach their immediate supervisor, they will call the Academy’s emergency toll free number to reach a voice mail that will provide instructions. This emergency voice message will be updated daily to provide information to Academy employees and students. Local and 800 numbers are noted below.
   • Employees on approved leave are required to contact the local or 800 number twice daily (0600 to 0900 hours and 1700 to 2000 hours Central Time) to stay informed of the Academy’s operating status.

   • Employees or students who have remained in the area or evacuated after the Academy is officially closed are required to contact the local or 800 number twice daily (0600 to 0900 hours and 1700 to 2000 hours Central Time) to stay informed of the Academy’s operating status. They should follow the directions of the voice message, as there will be different messages for employees and for students.

     • Local number 251-445-0333
     • 800 Number 877-898-3002
   • In the event that telephone service is disrupted, each employee and student must ensure that they stay informed of the Academy status provided through the other communication resources such as Internet, public radio, and television.

6. Internet, Public Radio, and Television:

   • The Webmaster will be responsible for placing notification on the Academy’s website, ussa.edu (home page), that the Academy is in the potential strike zone of a hurricane and that telephonic communications with the Academy may be disrupted.
   • The Division of Instructional Design and Technology will be responsible for informing all active distance learning students by a mass email that should there be any interruption in continuing their coursework, they should continue to check the ussa.edu (home page) for further announcements.

   • The Division of Communications (with the Division of Administration as a backup) will have the responsibility of contacting local radio and television stations aligned with the Emergency News Network (ENN) to provide information with respect to closure and on reopening of the Academy. Faculty, staff, and students should tune to one of the following ENN television or radio stations for updates and emergency information.

     • Television

       • WALA-TV10, Mobile, AL (434-1040) / (434-1023 fax)
       • WKRG TV5 - Mobile, AL (479-5555) / (662-3071 fax)
       • Weather Hot Line 662-3071
       • WPMI, NBC 15, Mobile, AL (652-1210) / (602-1550 fax)
       • WJTC (UPN 44) Same as for WPMI
       • WEAR TV3, Pensacola, FL (850-455-4599) / (850-455-8972 fax)

     • Radio

       • WMXC-FM 99.9 (479-4333)
       • 95-KSJ(WKSJ-FM) (770-9536)
       • WNSP-FM 105.5 (438-5460)
       • WABF-AM 1220, Fairhope, AL (928-9228)
       • WBLX-FM 92.9, (652-2000)
       • WABB (432-5572 or 770-9736)

7. Level of Building Security:

   • The level of building security will be dependent on the severity of the hurricane and whether a mandatory evacuation has been declared.
   • When the Governor of Alabama or another authorized governmental official directs that the Academy is within a mandatory evacuation area, the Academy will be secured, and no person will remain on the premises.

   • When a mandatory evacuation notice has NOT been issued but the building is to be closed, Academy Security Personnel will provide 24-hour security for the building.

     • The Security Personnel will remain on campus to provide building security, make emergency repairs, prevent damage from wind and rain and act as an information relay for employees.
     • A temporary operations center and living area for Security Personnel will be established on the Fitness level of the Academy.
     • The Security Personnel will maintain contact with the Local Law Enforcement Personnel, Federal Emergency Management Authority (FEMA), and Civil Defense (CD) authority as required.
     • If the building is to be closed for an extended period of time the security detail will be rotated between the Security Personnel, Maintenance, and Operations personnel on a schedule to be set by the Director of Logistics or Supervisor of Building and Grounds.
     • The emergency toll free voice message will be updated if the building will be closed for an extended period of time.

8. Rapid Communications:

   • Cell phones - Deans and Directors

     • All Deans, Assistant Deans, and Directors are required to have personal cell phones.
     • A directory of those numbers will be maintained and managed by the Secretary for Administration and Finance.
     • In an extreme emergency, these cell phones may become the only means of communication available to manage the Academy.
     • When it becomes necessary to use personal cell phones to manage emergency Academy business, call records should be maintained and phone owners will be reimbursed for documented emergency calls.

   • Emergency notification tree call list

     • An emergency notification tree call list is maintained on the Academy database.
     • The Secretary for Administration and Finance will maintain and manage this call list.

   • Evacuation telephone numbers

     • The evacuation telephone numbers are as noted above.
     • The Director of Network Services will maintain and manage the evacuation telephone numbers.

9. Time Off from Work:

   • Employees will be recalled to work following a hurricane as soon as is feasible by means of multiple notification procedures outlined above. In the event of a severe hurricane, however, the campus may be closed for an extended period of time.

   • In the event that an employee is not immediately recalled to work, the following Administrative policy will be applied.

     • For the first two successive days or fraction thereof (including weekends and or holidays) that an employee has been released from work and has not been recalled by a supervisor due to a severe storm, the employee will be deemed to be on Administrative Leave, with pay.
     • When an employee has not been recalled to work by a supervisor after two successive days or fractions thereof per the foregoing, they shall be deemed to be on Regular vacation Leave and the standard Academy leave policy, including the provisions of leave without pay for those with no accrued leave, shall apply.
     • In the event that the Academy campus has been reopened following a storm and the employee does not report to work as scheduled due to circumstances such as a decision to evacuate the area or damage to personal property, said employee will be assessed vacation leave for each day he or she is absent in accordance with Academy leave policy.

10. Academy as shelter:

    • The local disaster preparedness officials have not designated the Academy as a shelter.
    • Employees and students are encouraged to contact the Academy’s emergency telephone numbers, consult local newspapers or listen to the ENN during hurricane preparations on the days preceding a hurricane for a complete listing of official Mobile and Baldwin County Emergency Evacuation shelters and utilize them accordingly.
    • As a hurricane approaches, the senior Academy administrator may elect to open the building to employees, family members and students as an emergency evacuation shelter. Please confirm, by calling the emergency toll free number, that the Academy will be operating a temporary shelter, prior to arriving at the Academy.
    • In the event of a severe hurricane, (Category 3 or higher) employees, family members, and students are encouraged to evacuate to an area outside the storm’s anticipated impact zone and all areas south of I-10 and east of I-65.
    • Individuals with special medical or health needs should seek shelter at one of the Official Emergency Management Shelters operated by Mobile or Baldwin Counties.

11. Pre Hurricane Tasks and Responsibility:

    • Projected Landfall minus 97 to 120 hours

      • Initiate emergency notification tree call list by the senior Academy official available when this time window comes over a weekend or is on a holiday and bringing all hands to work as deemed necessary.
      • Update emergency notification tree call list (Executive Assistant for Academics).
      • Update Deans and Directors cell phone list and distribute to those on that list for future use (Secretary for Administration and Finance).
      • Designate one Dean as the primary contact and one Dean as the secondary contact for all Deans and Directors on the cell phone list (COO).
      • Deans and Directors initiate a telephone message log and record all hurricane related message traffic to and from them personally.
      • Review Hurricane Action Plan (Cabinet and Directors).
      • Brief all employees on Hurricane Action Plan (COO or designee).
      • Run designated Academy circuits on emergency generator for one (1) hour (Director of Logistics or Supervisor of Building and Grounds).
      • Local radio, television and ENN are notified (Director of Communications)
      • Check emergency message telephone numbers and post first information message (Director of Communications)
      • Place notification of possible closing on Academy website front page (Webmaster).
      • Review personnel on official leave and determine if callbacks are necessary. Initiate callbacks as needed (Human Resources Director).
      • Purchase plastic sheeting and tape as needed. (Director of Logistics or Supervisor of Building and Grounds).
      • Check all flashlights. Replace batteries as needed (Division Administrative Assistants or Secretaries).
      • Ensure spare batteries are available (Director of Logistics or Supervisor of Building and Grounds).

    • Projected Landfall minus 73 to 96 hours

      • Create artwork identification tags to place on wall when artwork is identified for relocation. Tag should be 3x5 card stating title of the piece and identification number (Art Curator).
      • Distribute artwork identification tags to appropriate offices. (Art Curator).
      • Relocate artwork from areas exposed to outside glass into interior secure spaces. Use thumb tack or chart pin to place identification tag where artwork was hanging (Art Curator) (Division Heads).
      • Remove lettering from the “Sammy” sign (Director of Logistics or Supervisor of Building and Grounds).
      • Tape the “Sammy” sign (Director of Logistics or Supervisor of Building and Grounds).
      • Notify contractors with temporary equipment of any type located on the grounds to remove such equipment within 24 hours (Dean of Administration and Finance).
      • Remove windscreen mesh from tennis courts (Director of Logistics or Supervisor of Building and Grounds).
      • Check and re-supply Academy first aid kit (Chair of Sports Medicine).
      • Set up sleep area for security personnel on the fitness level (Director of Logistics or Supervisor of Building and Grounds).
      • Purchase one weeks supply of non-perishable food and Sterno for security personnel. Store same on the fitness level (Director of Logistics or Supervisor of Building and Grounds).
      • Fill Academy vehicles with fuel (Director of Logistics or Supervisor of Building and Grounds).
      • Release security essential personnel to secure their personal property (Director of Logistics or Supervisor of Building and Grounds).

    • Projected Landfall minus 49 to 72 hours

      • Notify DL students that the Academy will cease physical operations and direct contact will not be possible until further notice (Dean of Distance Learning and Technology).
      • Limit Academy access to employees only. Place limited access signage on all entrances (Director of Logistics or Supervisor of Building and Grounds).

      • Occupants of exterior offices will perform the following tasks (Office Occupant).

        • Clear desk of all items by placing items needing action into the upper drawer of the desk pedestal.
        • Remove all items from window ledges and secure.
        • Create labels on plain paper for all electronic equipment, computers, monitors, keyboards, mice, printers, telephones, etc. Labels should indicate office number and users name.
        • Ensure all wires and cables remain in the office where they belong.
        • Place all labeled items into clear plastic bags, close and tie bags, and place bags
        • Attach labels to equipment with clear packing tape in such a way as to minimize tape residue.
      • Once all PC’s have been shut down, perform final complete tape backup of all onsite servers (Director of Network Services).
      • Move all bagged equipment into secure areas.
      • Fill Igloo water containers with clean water (Director of Logistics or Supervisor of Building and Grounds).
      • Ensure all office window blinds are closed (Office Occupant).
      • Ensure all office doors are unlocked (Office Occupant).
      • Empty refrigerators and unplug (Director of Logistics or Supervisor of Building and Grounds).
      • Empty icemakers and unplug (Director of Logistics or Supervisor of Building and Grounds).
      • Cover all desks in exterior offices with sheet plastic (Office Occupant).
      • Move all chairs to interior walls (Office Occupant).
      • Move the receptionist’s telephone console to the emergency operations area on the Fitness level of the Academy and plug the console into the line dedicated for that purpose (Director of Network Services).
      • Release all nonessential personnel to care for their personal property (COO).

    • Projected Landfall minus 25 to 48 hours

      • Security essential personnel return to duty status.
      • Position drip buckets for known leaks (Director of Logistics or Supervisor of Building and Grounds).
      • Secure all trash and loose objects on Academy Grounds (Director of Logistics or Supervisor of Building and Grounds).
      • Check and clear parking garage storm sewer (Director of Logistics or Supervisor of Building and Grounds).
      • Position Academy vehicles in spaces on interior wall of garage (Director of Logistics or Supervisor of Building and Grounds).
      • Fill ice chest with ice (Director of Logistics or Supervisor of Building and Grounds).

    • Projected Landfall minus 12 to 24 hours

      • Lock down the Academy and evacuate the area (Director of Logistics or Supervisor of Building and Grounds).
      • Security personnel, if staying on site, move into position (Director of Logistics or Supervisor of Building and Grounds).

12. Post Hurricane Tasks and Responsibility:
    Post hurricane recovery will be dependent on the speed at which the hurricane passes, opening of restricted areas by local and state authorities, and on the degree of damage left behind. For less severe hurricanes, access may be almost instantaneous. For extreme storms, access may be denied for a period of several weeks. Post hurricane recovery will be planned from when access to the area of the Academy is allowed.

    • Access plus 6 hours

      • Deans and directors make telephonic contact with all others on the dean and director call list.
      • Damage assessment to the Academy structure begins.
      • Cabinet meets to review damage and initiate recovery planning. This may be at a remote site.
      • Develop Academy repair and recovery estimate (Cabinet).
      • Develop employee return to work schedule based on damage repair and recovery estimate (Cabinet).
      • Announce initial return to work schedule (Division Head for Administration and Finance).

    • Access plus 24 hours

      • Develop full repair and recovery plan (Cabinet).
      • Develop full and complete return to work schedule (Cabinet).
      • Issue return to work schedule or terminations as necessary (Director of Administration).

    • Access plus 48 hours

      • Initiate repair and recovery plan.
      • Initiate PER process.