Hurricane Emergency Plan

I. Hurricane Emergency Plan Teams

The President of Loyola University New Orleans has designated the Vice President for Student Affairs as the Plan Coordinator of the Loyola's Hurricane Emergency Plan. During the emergency period, the Plan Coordinator has supervisory responsibility over departments and personnel who comprise the Hurricane Emergency Preparedness Team (HEPT) and Designated Emergency Personnel Team (DEPT). All decisions of the HEPT and DEPT are recommendations to the University President as relayed by the Plan Coordinator.

The following positions comprise the Loyola's Hurricane Emergency Preparedness Team and are responsible for making decisions during the Pre-season preparation, Threat Assessment, Class Cancellation and University Closure stages:

M.L. Petty, Vice President for Student Affairs and Associate Provost, Plan Coordinator
Jay Calamia, Vice President for Finance and Administration
Bret Jacobs, Executive Director for Information Technology
Mary McCay, Interim Dean, College of Humanities and Natural Sciences
Ed Kvet, Dean, College of Music and Fine Arts
Chris Cameron, Director, Danna Student Center
Robert A. Reed, Director, Residential Life
Meredith Hartley , Director, Public Affairs
Paul C. Fleming, Assistant Vice President for Administration
Patrick X. Bailey, Director, University Police
Ross Matthews , Director, Human Resources
Tommy Screen, Assistant to the President for Government Relations
Kristine LeLong , Executive Assistant to the President for Board Relations
Cade Cypriano, President, Student Government Association

The following positions comprise the Designated Emergency Personnel Team (DEPT) and are responsible for implementing specific detailed procedures for their area of responsibility, including General Hurricane Protocol. Each director may require additional staff under his/her direction to assist in the implementation of the Hurricane Emergency Plan.

M.L. Petty, Chair, Vice President for Student Affairs and Associate Provost/Plan Coordinator
Patrick X. Bailey, Director, University Police
Joe Locascio, Director, Computer and Network Services*
Chris Cameron, Director, Danna Student Center*
Meredith Hartley , Director, Public Affairs*
Michael Giorlando, Director, Intercollegiate Athletics and Wellness*
Paul C. Fleming, Assistant Vice President for Administration*
Alicia Bourque, Director, University Counseling Center and Student Health Svcs.*
Ben Hartley , Director, Loyola Dining Services*
Kristine LeLong , Executive Assistant to the President for Board Relations*
Robert A. Reed, Director, Residential Life

*Denotes position is not required upon implementation of the Evacuation Plan.

II. Hurricane Season

The Atlantic Ocean and Gulf of Mexico hurricane season extends from June 1 to November 30 each year. Basic information regarding hurricanes can be found at the City of New Orleans Office of Emergency Preparedness website.

III. Emergency Information

The University's Emergency Information Line at 504-865-2186 provides an official, recorded announcement of the latest information on the status of the operation of the university. Official information is also posted on the web at http://www.loyno.edu/, explained via campus-wide email, and communicated to local TV or radio news programs. In the event of a server malfunction, a backup emergency web page will also be accessible through the same web address.

Since the danger of misinformation and rumor are greatly increased during any emergency period, the President has designated the Vice President for Student Affairs as the official source of university announcements.

The Hurricane Emergency control center will be the Student Affairs Office, Danna Center, room 205, phone 504-865-3030, fax 504-865-3025 while the university remains open. Loyola community members and parents are asked to limit direct calls to the Student Affairs Office or University Police unless an emergency situation exists.

IV. Hurricane Plan Summary

Philosophy

Loyola University New Orleans has developed an extensive emergency plan in the event of a tropical storm and/or hurricane to ensure the safety of Loyola students, faculty and staff. The university's primary concern is the safety, health and well being of Loyola community members. All decisions reflect this ethic.

Timely evacuation to a location outside the storm area is always recommended during a hurricane as the best possible way to ensure personal safety. Upon class cancellation, all students are to seek safety through evacuation outside of the storm area. Conditions during a hurricane emergency are not ideal. Students who cannot evacuate on their own, and who must be transported to the designated evacuation site (St. Michael the Archangel High School, Baton Rouge), can expect to share an open gym floor without cots in a non-air conditioned building with extremely limited resources. Most evacuations are of short duration with students returning to the university within three to five days. However, in case of a longer emergency, conditions may become quite difficult. Enacting one's own Personal Evacuation Plan is preferable to waiting for university-organized mass evacuations. Students who have their own transportation are strongly encouraged to take other students with them to assist in the evacuation process.

Should any student (resident or commuter) in good conscience decide to leave prior to the official cancellation of classes, the student is responsible for making provisions for missed classes and assignments with his/her professors directly. Disruption to the academic calendar, university calendar and schedule of normal operations is necessarily a secondary consideration when an emergency arises. The university will, however, strictly enact its plans and procedures to respond in the event of a weather-related emergency. As previously stated, the safety of students, faculty and staff will be the highest priority.

V. Hurricane Emergency Plan

The Hurricane Emergency Plan is divided into 5 stages. The action steps indicated in the stages may or may not be taken within the stages listed, depending on the circumstances of the storm and time of day in which the stage occurs. In addition, the Plan Coordinator may declare a change in stage at any time due to the unpredictable nature of hurricanes.

Pre-Season Preparation
Threat Assessment Stage
Class Cancellation Stage — students enact personal evacuation plan

On campus plan or evacuation plan enacted

University Closure Stage - faculty and staff required to leave campus
Aftermath Stage

STAGE ONE: Pre-Season Preparation

Students should not wait until a hurricane threatens the area to make personal plans. Pre-season preparation: Each student is responsible to prepare a personal evacuation plan and put together a Disaster Supply Kit. Opportunities to file plans wil be available during orientation sessions and during the first floor meeting in the residence halls.

Students are encouraged NOT to make airline reservations for winter break until the end of October due to the possibility of the fall semester being extended for university closure during an emergency. University closure of four class days or longer results in the fall semester being extended for one additional week in December.

All students residing on campus are required to submit a personal evacuation plan to their Resident Assistant on a form provided at the beginning of the fall term, or with the Office of New Student Orientation during summer orientation.. Such plans are also to be communicated by the resident to his/her parents/family; Residential Life keeps all personal evacuation plan forms on file. Students residing off campus are strongly encouraged to communicate their emergency evacuation plan to parents/family prior to a weather-related emergency.

To prepare a Personal Evacuation Plan, students are to:

Identify ahead of time where they will go if they are told to evacuate. Students should choose several places--a friend's home in another town, a motel or a shelter. Generally, it is safer to evacuate to the north, further inland, than it is to evacuate to the east or west along the Gulf coast (i.e. Mobile, AL or Houston, TX) in case the storm turns just before landfall.
Keep handy the telephone numbers of these places as well as a road map of the area. Students may need to take alternative or unfamiliar routes if major roads are closed or clogged.
Commuter students should identify those hotels or shelters that allow pets, if applicable.
Identify a method of transportation. Students who have their own transportation are strongly encouraged to take other students with them to assist in the evacuation process.
Listen to NOAA Weather Radio or local radio or TV stations for evacuation instructions. If advised to evacuate, do so immediately.
Take these items when evacuating:
- Disaster Supplies Kit (see below)
- Prescription medications and medical supplies
- Bedding and clothing, including sleeping bags and pillows
- Bottled water, battery-operated radio and extra batteries, first aid kit, flashlight
- Car keys and maps
- Documents, including driver's license, passport/visa, Social Security card, proof of residence, insurance policies, wills, deeds, birth and marriage certificates, tax records, etc.

Conditions during and after an event will not be ideal, and students should prepare for many contingencies. A Disaster Supplies Kit should be prepared in advance and include:

First aid kit and essential medications.
Canned food and can opener.
At least three gallons of water per person.
Protective clothing, rainwear, and bedding or sleeping bags.
Battery-powered radio, flashlight, and extra batteries.
Special items for infants, elderly, or disabled family members.
For off-campus students, written instructions on how to turn off electricity, gas and water if authorities advise you to do so. (Remember, you'll need a professional to turn them back on.)

STAGE TWO: Threat Assessment

Stage Two begins when a weather pattern is elevated to tropical storm status and poses possible danger to Louisiana. The university may be under Stage Two for several weeks or days before predicted storm landfall. Under Stage Two:

Plan Coordinator convenes the Hurricane Emergency Preparedness Team (HEPT) to assess available factual information and begin implementation of the plan. Information is taken from the National Weather Service, American Red Cross, and City of New Orleans Office of Emergency Preparedness.
Plan Coordinator updates the Emergency Information Line with current university operating status, special instructions, and next scheduled update, and notifies Public Affairs Director.
Information is distributed to Loyola community via email, web page, and posted statements in the Danna Center and residence halls, if applicable.
Resident students receive explicit instructions from Residential Life staff regarding hurricane procedures.
Students are advised to begin researching available air, train, and bus schedules and fares if they are not evacuating by car.
Students are reminded to notify their parents/family of their personal evacuation plan.
Resident students are to request that family members not attempt to contact them at their room phone number, as it is usually more effective for the telephone system for the student to contact the family.
Designated Emergency Personnel Team (DEPT) test emergency equipment, re-check supplies, and inventory food, water, and medical supplies.
1. All university vehicles not assigned to Physical Plant are pooled under the supervision of University Police. Departments responsible for vehicles are required to fill the gas tank of their vehicle(s) or reimburse University Police for the gas provided. If practical, these vehicles are moved to the fourth floor of Freret Street Parking Garage.
Within 4-6 days of predicted landfall, Plan Coordinator directs DEPT to enact General Hurricane Protocol specific to their areas of responsibility.
Within 72 hours of predicted landfall, HEPT makes decision whether or not to cancel classes. If classes are cancelled, DEPT makes the decision whether to activate the On-Campus or Evacuation Plan for students.
Once the decision has been made to cancel classes, HEPT monitors the ongoing weather conditions and decides whether/when to close the University.

General Hurricane Protocol

DEPT follows specific procedures and action steps to ensure an orderly and safe campus environment. For example, unsecured outdoor furniture is moved to an indoor location or additional food or medical supplies are delivered to the university. A copy of the General Hurricane Protocol is located in the Student Affairs office.

STAGE THREE: Classes Cancelled

Upon cancellation of classes, non-resident students are required to leave campus and are not permitted to remain in any campus building for any reason. Resident students may remain in their residence hall room until they evacuate or, if applicable, they are ordered under the On-Campus Plan to move to a consolidated campus location. Under Stage Three:

Plan Coordinator updates the Emergency Information Line and announces effective time of class cancellation, whether On-Campus or Evacuation Plan is enacted, special instructions, and next scheduled update.
1. Plan Coordinator contacts Prioress at the Dominican's Veritas/ Sacred Heart House and Minister of Thomas Hall.
Students are to activate their personal evacuation plans and begin leaving the storm area immediately. Resident students are to lock their room doors upon evacuation.
Parking garages are closed to non-permit holders. Valid permit holders not taking their car with them are advised to park on floors 2-5 of the West Road Garage and floors 2-3 of the Freret Street Garage. Vehicles should not be parked on surface lots to avoid potential flood damage.
Plan Coordinator places all remaining resident students who are unable to evacuate under "Administrative Instruction" as outlined in the Student Handbook; all students must comply with the oral and written instructions of the DEPT by cooperating in a polite and respectful manner.

Pre-Evacuation Plan

Loyola University facilities CANNOT AND WILL NOT serve as an emergency shelter for those who fail to evacuate. In the rare instance when classes are cancelled but evacuation of the city is not yet indicated, students may be consolidated into a limited number of residence hall spaces with limited dining service. This Pre-Evacuation phase of the plan will serve as a staging process for rapid execution of a campus evacuation.

Under the Pre-Evacuation plan:

Plan Coordinator updates the Emergency Information Line with special instructions, and next scheduled update.

Plan Coordinator announces Pre-Evacuation Plan has been activated.
Plan Coordinator announces emergency shelter hours of operation.

Plan Coordinator notifies DEPT when to report to campus.
Plan Coordinator directs DEPT to order needed supplies and prepare temporary emergency shelter.
Hours of operation and location for dining services are announced along with prices and acceptable forms of payment. Weather conditions may impact hours of service, location and menu.
Plan Coordinator orders remaining residents into their designated building and announces on-campus restrictions and curfews.
1. No alcohol may be consumed for the entire duration of the emergency, regardless of the student's age.
2. Students may be ordered to vacate their rooms for an interior hallway to avoid potential injury from broken glass and flying objects striking the windows.
3. Students may be ordered to proceed to a lower level in a residence hall building due to sustained high winds.
4. Cabra Hall residents may be ordered to Biever, Buddig, or Carrollton Halls.
Residence hall elevators not on emergency generators are deactivated. Elevators are only to be used by the physically impaired, DEPT, and during medical emergencies.
Plan Coordinator directs University Police, Physical Plant and DEPT to move to assigned campus locations.
For the duration of the emergency, Plan Coordinator updates the Emergency Information Line with current university operating status, special instructions, and next scheduled update

Evacuation Plan

When a hurricane shows signs of intensifying to a catastrophic level, resident students who are unable to evacuate on their own are transported to our designated evacuation site, St. Michael the Archangel High School in Baton Rouge, Louisiana. Activation of the Evacuation Plan signals imminent weather-related danger.

Limited bus transportation is available to evacuate those resident students who are unable to evacuate on their own. Loyola can only evacuate approximately 150 remaining residents. The City of New Orleans and other agencies contract commercial bus carriers to evacuate hospitals, nursing homes, retirement communities, etc., and those providers will not normally reserve buses for the university to transport college students.

Remaining students who are unable to evacuate on their own may bring only minimal personal belongings (toiletries, sleeping bag, towel, medications, and two changes of clothing) that they are able to hold on their lap. NO SUITCASES are allowed. All personal belongings must be in a book bag or small duffle/gym bag. International students in particular are reminded that they must bring along their passports and visas.

Under the Evacuation plan,

Plan Coordinator updates the Emergency Information Line with special instructions, and next scheduled update.
1. Plan Coordinator notifies Director of Public Affairs.
2. Plan Coordinator announces Evacuation Plan has been activated.
3. Plan Coordinator announces the location of the off-campus emergency shelter and contact telephone number.
4. Plan Coordinator announces evacuation departure time and designated loading area behind Buddig Hall on North Road in front of the Rec Plex.
5. Plan Coordinator orders remaining resident students to vacate, lock their room doors, and report to the designated loading area.
The Director of Residential Life checks all buildings for compliance with this requirement.
1. The Director of Residential Life de-activates Express Card door access privileges for students.
At designated departure time, all remaining resident students and emergency support staff are assigned a seat on a university vehicle. University staff may also employ personal vehicles to facilitate the evacuation.
1. University Police and Residential Life strictly enforce the carry-on policy of textbooks or small duffel bag per passenger. Suitcases and large bags will be confiscated and placed in a secured location until after the emergency. NO EXCEPTIONS.
The designated departure time is strictly enforced. Remaining resident students and emergency support staff who fail to report to the loading area accept total responsibility for their personal safety.
Once at the evacuation site, the Plan Coordinator will supervise staff and students and will maintain close contact with the President, the director fo public affairs, and other appropriate university personnel. Students may not leave the immediate evacuation site without permission of the Plan Coordinator or designee. Should return to the city or campus become impossible, (i.e., the university is deemed unsafe), the Plan Coordinator will work with staff and students to facilitate transportation to students' homes.

STAGE FOUR: University Closure

Plan Coordinator updates the Emergency Information Line announcing emergency closure, special instructions, and next scheduled update. Plan Coordinator notifies Director of Public Affairs.
Plan Coordinator directs University Police to lock campus buildings. All students, faculty, and staff must vacate.
1. University Police officers will check all buildings for compliance with this requirement. All interior doors are locked, exterior doors are chained and locked if possible, and laminated signs are posted on buildings announcing university closure and official "keep out/trespass warning" notice.
Plan Coordinator relieves of duty DEPT not required for implementation of the Evacuation Plan. Numbered Emergency Parking Passes for the Freret Street Garage will be issued to authorized emergency personnel by the Assistant Vice President for Administration at the final DEPT meeting preceding evacuation. Emergency personnel (i.e. Physical Plant, University Police) are required to leave campus immediately and are not permitted to remain in any campus building for any reason, with the exception of skeleton emergency personnel specifically designated by the President to maintain campus security and physical plant operations.
Plan Coordinator exchanges contact information and a proposed contact schedule with Chief of Police and Assistant Vice President for Administration before leaving the campus to assist with critical communication.
Parking garages will be closed (even to permit holders).

STAGE FIVE: Aftermath

No one is permitted except DEPT to return to Loyola's campus until the university has been deemed safe. Once the storm has passed, and if the campus is accessible, Physical Plant and University Police inspect for damages all buildings, grounds, and utilities and report to the Plan Coordinator on any unsafe campus conditions. Emergency repairs are made if practical. University Police and Physical Plant employees who remained will be available at the rear entrance to Mercy Hall opposite the Freret Street garage.

Under Stage Five:

Plan Coordinator communicates safety report to DEPT.
Plan Coordinator communicates available factual information from the City of New Orleans Office of Emergency Preparedness, including flooding, road closures, curfews, etc.
DEPT assesses all available factual information and either proposes a reopening date for university operations or issues additional emergency instructions.
If possible, Plan Coordinator updates the Emergency Information Line with current university operating status, special instructions, and next scheduled update.
If possible, Plan Coordinator contacts Director of Public Affairs or, alternately local media with current university operating status.

University is deemed safe:

1. Plan Coordinator announces return departure time and designated loading area.

2. Upon arrival on campus, student evacuees are released from Administrative Instruction orders and are released under their own recognizance. Students are reminded to contact their parents/family.

3. Plan Coordinator releases DEPT from duty.

4. Plan Coordinator announces official end of emergency.

University is deemed unsafe:

1. Students and emergency personnel are transported to the nearest airport, train or bus station so that they may make appropriate arrangements for travel. All expenses incurred are the individual's responsibility.

2. University activates its University Services Resumption Plan in light of catastrophic event. Various units enact disaster plans, and a remote administrative center is established as needed.

EMERGENCY LINKS

New Orleans Media

FOX 08 WVUE - New Orleans
CWTV 54 WUPL - Metairie
CBS 04 WWL - New Orleans
NBC 06 WDSU - New Orleans
PBS 12 WYES - New Orleans
ABC 26 WGNO - New Orleans
PBS 32 WLAE - New Orleans