University of Houston-Victoria

Business Services

Business Continuity Plan

FY 2012 Business Continuity Plan (Printer Friendly HTML)(PDF)
Note: Print version for the web does not have individual personal information

FY 2012 Hurricane Plan

FY 2012 Antiviral Plan (Updated 08-11-2010)

Table Of Contents (TOC)

Go to Appendices Table Of Contents

« TOCPolicy

The University will develop, implement and maintain an institutional Business Continuity Plan to help ensure the continuity of university operations. The intent of the plan is to establish operational concepts and identify tasks and responsibilities required to carry out emergency management and recovery. It describes the university’s emergency management organization. It indicates who is expected to do what, when and where to the extent possible. It defines the specific duties and responsibilities of departments and key positions and provides for response and recovery actions. The plan is intended to provide for flexibility of methods, operations, and actions needed to facilitate a return to normal operations. The plan will incorporate guidelines, best practices and recommendations of the Governor’s office, State Office of Risk Management, the UH System, and the university community.

Scope

The plan is intended to address events that can be classified as emergencies. These include

  1. Natural disasters, including fire, hurricane, flooding, severe weather, and pandemics
  2. Technological incidents, including physical plant, electronic data processing and telecommunications disruptions
  3. Geographic/Proximity incidents including BioLab hazardous material incidents, petrochemical plant explosions, truck or rail chemical spills and radioactive releases from nuclear power plants in Bay City and Houston
  4. Human incidents, including rioting, terrorist threats and political incidents, as well as accidental events caused by human error

Plan Objectives

The plan objectives, in order of priority are to:

  1. Protect life, providing for employee, student and public safety and welfare
  2. Minimize confusion and indecision through advance planning and preparation
  3. Minimize damage and loss of University property and resources
  4. Resumption of normal business operations in an expeditious manner

Definitions

Emergency Event - any unplanned event of magnitude that causes or has the potential to cause death or injury to students, faculty, and staff, extensive physical or environmental damage or other harm that disrupts normal operations and prevents the University from carrying out its mission.

Emergency Management – the dynamic process of mitigating, preparing for, responding to and recovering from an emergency within a defined time frame to minimize the effects of the emergency and amount of loss to the University.

Normalcy – the resumption of full operational activities within a targeted timeline.

« TOCAssumptions

The plan is based upon the following assumptions:

  1. Planning is current, having been reviewed, maintained and updated biennially or sooner, as required.
  2. Planned training exercises are being performed periodically.
  3. The emergency will be localized and all three sites are not likely to be affected at the same time due to their geographic location,
  4. Business recovery is performed in accordance with the procedures that have been set forth within this plan to the extent possible.
  5. Each department has maintained a current Risk Analysis and performed a minimal needs assessment for their department’s operations and critical functions.
  6. Each department supervisor and administrative assistant maintains both at home and at work, a current contact listing of all employees within the department.
  7. Each Recovery Team has current strategies in place for their role during the emergency and any weaknesses have been identified and addressed.
  8. Operations approaching normalcy can be resumed within some reasonable targeted timeline once the full effect of the event is known.
  9. Qualified personnel and key employees will be available to perform business recovery responsibilities.
  10. Adequate emergency funds will be available to supplement the University’s normal budgeted funds.
  11. Telecommunications and Information Technology backup and recovery strategies have been implemented, tested, and are operational.
  12. The recovery resource strategies and solutions (e.g. critical inventory and equipment, computer replacements, repair materials) will be available in the event of an emergency.
  13. Organizations external to the University, including the UH System, will be supportive during the business recovery period.

« TOCDeclaration of a State of Emergency

Only the President or in the absence of the President, the next ranking administrator within the chain of command, can declare or end a state of emergency.

UHV Administrative Chain of Command (in order of succession)

  1. President
  2. Provost and Vice President for Academic Affairs
  3. Vice President for Administration and Finance
  4. Chief of Staff
  5. Associate Vice President for Student Affairs
  6. Sr. Director of Information Technology

UHSCR and UH Sugar Land Administrative Chain of Command (in order of succession)

  1. Associate Vice Chancellor, UH System CR/UH Sugar Land
  2. President
  3. Provost and Vice President for Academic Affairs
  4. Vice President for Administration and Finance
  5. Chief of Staff
  6. Associate Vice President for Student Affairs
  7. Sr. Director of Information Technology

« TOCNational Incident Management System (NIMS)

NIMS provides a consistent nationwide template to enable Federal, State, tribal, and local governments, nongovernmental organizations, and the private sector to work together to prevent, protect against, respond to, recover from, and mitigate the effects of incidents regardless of cause, size, location, or complexity in order to reduce the loss of life and property and harm to the environment.

Emergency response operations work under a defined command and control system, referred to in NIMS as an Incident Command System (ICS). The university ICS team is designed to coordinate activities of responding agencies and ensure that all responders work toward the single goal of resolving the crisis as quickly and efficiently as possible while coordinating with the BCP Administrative Chain of Command and Emergency Response Team.

The university ISC Team consists of the following roles and responsibilities:

Incident Command System Team ICS Responsibility
Office of the PresidentIncident Commander (IC) *
Provost's Office and Academic AffairsAcademic Affairs Liaison
Administration and FinanceAdministration Liaison
Human Resources/Affirmative ActionHuman Resources Liaison
Student AffairsStudent Services Liaison
Business ServicesBusiness Services Liaison
Facilities ServicesLiaison Officer (LNO) *
Safety & Risk ManagementSafety Officer (SO) *
Marketing (Communications)Public Information Officer (PIO) *
Information TechnologyWeb Services Manager (PIER)

* NIMS Incident Command System Command Staff Role Descriptions:

Incident Commander (IC) - the designated individual from the public agency or other responsible party who has the authority to act on behalf of their respective organizations. Most incidents have a single Incident Commander who is the final decision-making authority

Safety Officer (SO) - monitors safety conditions and develops measures for assuring the safety of all assigned personnel. Safety Officers have the authority, when necessary, to bypass the chain of command to stop or correct unsafe acts immediately.

Public Information Officer (PIO) - serves as a conduit for information to internal and external stakeholders, including the media

Liaison Officer (LNO) - serves as a primary contact for supporting agencies assisting at the incident

General Staff

Operations Section Chief
Planning Section Chief
Finance/Administration Section Chief
Logistics Section Chief

« TOCEmergency Operations Center (EOC)

  • The President's Conference Room in the University Center Building is designated as the primary Emergency Operations Center in the event the President (or designee) activates the Incident Command System Team or the Emergency Response Team to assist with management.
  • Conference Room A in the University West Building is designated as the secondary Emergency Operations Center in the event the President (or designee) activates the Incident Command System Team or the Emergency Response Team to assist with emergency management.
  • The Victoria City/County Office of Emergency Management is designated as the local offsite Emergency Operations Center in the event the President (or designee) activates the Incident Command System Team or the Emergency Response Team to assist with emergency management.
    • Office of Emergency Management
      205 N. Bridge St., Suite 109
      Victoria, TX 77902-1758
      Phone: (361) 485-3362
  • The University of Houston System, Division of Governmental Relations is designated as the offsite Emergency Operations Center for the university President (or designee), the Web Services Manager and/or the Communications Manager to assist and manage critical communications associated with emergency management.
    • University of Houston System
      Office of Governmental Affairs
      1005 Congress Suite 820
      Austin, Texas 78701
      Phone: (512) 499-8787

« TOCPublic Information and Emergency Response (PIER)

The University of Houston-Victoria utilizes the Public Information and Emergency Response (PIER) System to manage critical communication during an emergency event. PIER is an on-demand communication management web-application. The PIER system is designed for external and internal communication applications where speed, efficiency, and direct communication are important. PIER puts all critical tools needed by communicators into a single, easy-to-use communication platform. Push, pull and interactive communication are all managed in a highly efficient and tightly integrated manner. Communicators and an extended team can work together from anywhere at any time to fully complete and manage a wide range of critical communication tasks.n tasks.

The University of Houston-Victoria Emergency Information Web site is hosted on the PIER system and is accessible at http://www.uhvemergency.info. Annually, before the start of hurricane season, the Safety & Risk Manager will coordinate with the Communication Specialist and the Web Services Manager to send a notice to faculty, staff and students to review and update their emergency contact information for the PIER system.

« TOCRoles and Responsibilities

Administration and Cabinet

Administrative support, defined as the President’s Cabinet, includes full endorsement, support and approval of the plan, ensuring necessary financial, human and physical resources are available.

Managers, Directors and Supervisors

Required to be knowledgeable of and to adhere to the procedures in this plan, to the extent possible, and ensure communication to and the participation of staff in planning, recovery and training exercises.

Safety & Risk Manager

The Safety & Risk Manager is the Plan Administrator and has responsibility for overseeing the development, implementation and maintenance of the University’s Emergency Management Plan in support of the plan objectives.

Safety & Risk Advisory Committee

The Safety & Risk Advisory Committee is responsible for providing recommendations and advice to the Safety & Risk Manager as assistance is needed.

Faculty and Staff Employees

Employees are responsible for knowing and understanding their individual roles in the plan and having the ability and willingness to carry out that role in the event of an emergency.

« TOCEmergency Response Team (ERT)am (ERT)

In the event of an emergency or disaster, the Emergency Response Team can be activated by the President (or designee) to assist with emergency management and to provide assistance, guidance and information. Depending on the nature of the emergency and University accessibility, the individual ERT members will assess the impact of the event on their respective university operations and develop an action plan, including necessary resources, to restore or resume operations.

The following personnel are members or alternates of the Emergency Response Team:

Emergency Response Team (ERT) Alternate ERT Member
1. President (*)Executive Administrative Assistant
2. Provost and Vice President for Academic Affairs (*)Sr. Administrative Assistant
3. Vice President for Administration and Finance (*)
4. Chief of Staff (*)Administrative Assistant
5. Associate Vice President for Student Affairs (*)Sr. Administrative Assistant
6. Sr. Director of Information Technology (*)User Services Administrator
7. Associate Vice Chancellor, UH System CR/UH Sugar LandDirector of Operations, UH Sugar Land
8. Director of Human Resources/AA
9. Director of Business Services
10. Director of Facilities ServicesBuilding Maintenance Manager
11. Sr. Director of Libraries
12. Sr. Director of University Advancement (vacant)Director, Stewardship & Planned Giving
13. Interum Director of MarketingCommunications Specialist
14. Director, Athletics
15. Director, Small Business Development Center (SBDC)Associate Director
16. Dean, School of Business Administration
17. Dean, School of Education & Human Development
18. Dean, School of Arts & Science
19. Dean, School of Nursing
20. Comptroller
21. Registrar
22. Network Planning & Development ManagerLAN Administrator
23. Web Services ManagerWeb Developer
24. Telecommunications Analyst
25. Director of HousingMaintenance Supervisor
26. Safety & Risk Manager

(*) Administrative Chain of Command (in order of succession, 1-6)

Reference Business Continuity Plan, Emergency Phone Directory/Emergency Response Team Roster, Appendix A-1, for ERT members, alternates and support team detailed contact information

« TOCDecision and Event Progression

  • An emergency event is occurring or is imminent
  • Emergency safety procedures are immediately activated, authorizing appropriate recovery teams to take whatever action is necessary to protect and minimize loss of life and property
  • Administration advised of events. Initial communication advisory to University community that an event has occurred or is imminent
  • President (or designee) activates the Incident Command System Team or the Emergency Response Team
  • Emergency management plan is implemented.
  • Recovery operations begin. Affected Recovery Teams are activated
  • Relocation to alternate site if necessary and available
  • Resolution attained. President declares an end to the emergency.
  • Return to as near normal operations as soon as practical.
  • Post-incident review and debriefing followed by plan updating from lessons learned.

« TOCDecision Levels

The decision to cancel classes or close the University should be made as soon as possible to ensure communications are made with sufficient notice for commuting students and employees to avoid unnecessary and possibly hazardous travel. Any decision should consider community situations in areas served by the University.

With the exception of essential services, the closing will be final and not left to the discretion of individuals or departments unless special arrangements have been made with the President (or designee).

The decision choices will generally be reduced to one of three events:

Event 1 - Classes and office hours continue as usual. (This event is also operative in the early or evaluation stages of an emergency when no decision has been made.):

  • Students, faculty, and staff should use discretion in determining when or if they can safely commute to and from the campus.
  • Students are not penalized for discretionary absences.
  • Student class time, assignments and missed tests are to be made up as arranged between the instructor and students.
  • Staff and faculty should notify their supervisors or department heads if they will be absent. Staff employees must use vacation and/or compensatory time unless the President authorizes administrative leave.
  • Faculty who cancel classes at their discretion must attempt to inform students and their divisional secretary of the cancellation. The divisional secretary must keep the Associate Vice President of Student Affairs and the Registrar informed of class cancellations (to keep the public updated).

Event 2 - Classes have been canceled and all offices have been closed by site (i.e. UH Sugar Land, UHS @ Cinco Ranch, or UH-Victoria campus only):

  • Make up time and assignments may be required at the discretion of the instructor at the affected site.
  • Employees at affected sites will be allowed administrative leave.
  • Faculty who continue to teach online must make accommodations for students who may be living in affected areas.

Event 3 - All classes have been canceled and all offices have been closed at all sites:

  • Make up time and assignments may be required at the discretion of the instructor.
  • Employees will be allowed administrative leave.

« TOCCommunications

Once a decision to close the campus has been made by the President (or designee), the communication process begins. The method of communication, whether email, telephone, text messaging, or person to person, will depend upon the service available at the time of the emergency.

  • Each department and school unit head shall maintain a current phone and email listing of all key employees. This list shall be maintained both at work and at home. Key employees, e.g. recovery team members are requiredto provide home phone and cell phone numbers and email contact information.
  • Other employees are required to provide telephone numbers or other means of contact for emergency communications.
  1. President (or Executive Administrative Assistant to the President)
    The President or the Executive Administrative Assistant insures that all departmental employee reports and all members of the administrative chain of command are aware of decisions made:
    • Notifies each Vice President
    • Notifies the Associate Vice Chancellor, UH System CR/UH Sugar Land
    • Notifies the Chief of Staff
    • Notifies the Sr. Director of University Advancement (vacant)
    • Notifies the Director of Human Resources
    • Notifies the Director of Athletics
    • Interum Director of Marketing
    • Notifies the Chancellor's Office and Victoria College Administration
    • Maintains communications with the Interum Director of Marketing
    • Each of the above in turn notify the employees reporting to them
    • See Communications Item No. 7, page 10 for additional responsibilities
    • Provost and Vice President for Academic Affairs (or Sr. Administrative Assistant)
  2. The Provost and Vice President for Academic Affairs or the Sr. Administrative Assistant becomes the primary point of contact for the academic related areas:
    • Notifies each School Dean
    • Notifies the Research Administrator
    • Notifies the Associate Vice President for Student Affairs
    • Notifies the VC/UHV Sr. Director of Libraries
    • The Library, generally, will remain open if one of the institutions (UHV or VC) remains open. Upon notification of UHV closure, the Sr. Director of Libraries will coordinate Library closure with Victoria College emergency management personnel. However, UHV employees should use their own discretion when traveling.
    • Each of the above in turn notify the employees reporting to them, including adjuncts, temporary and student employees
    • In the absence of the President, see Communications Item No. 7, page 10 for additional responsibilities
  3. Vice President for Administration and Finance (or Sr. Administrative Assistant)
    The Vice President for Administration and Finance determines whether there is a need for staffing to answer phones, relay information, etc.
    • Notifies the Director of Business Services
    • Notifies the Director of Finance (Comptroller)
    • Notifies the Director of Budget
    • Notifies the Director of Facilities Services
    • Notifies Petroleum College International
    • Notifies Victoria Chamber of Commerce
    • Notifies the Sr. Director of Information Technology
    • Each of the above in turn notify the employees reporting to them, including temporary and student employees
    • In the absence of the President and the Provost and Vice President for Academic Affairs, see Communications Item No. 7, page 10 for additional responsibilities
  4. Chief of Staff (or Administrative Assistant)
    • Notifies the Coordinator of Special Events
    • Each of the above in turn notify the employees reporting to them, including temporary and student employees
    • In the absence of the President, the Provost, and the Vice President for Administration and Finance, see Communications Item No. 7, page 10 for additional responsibilities
  5. Associate Vice President for Student Affairs (Sr. Administrative Secretary, alternate)
    • Notifies the Sr. Director of Enrollment Management
    • Notifies the Director of Student Life and Services
    • Notifies the Director of Housing
    • Notifies the Director of Student Retention and Academic Success
    • Notifies the Registrar
    • Notifies the Director of the Counseling Center
    • Notifies the Sr. Administrative Secretary of Student Affairs
    • Notifies the Applications Program/Developer
    • Notifies the Director of Financial Aid
    • Each of the above in turn notify the employees reporting to them, including temporary and student employees
    • In the absence of the President, the Provost, the Vice President for Administration and Finance, and the Chief of Staff, see Communications Item No. 7, page 10 for additional responsibilities   
  6. Sr. Director of Information Technology
    • Notifies the Systems Administrator
    • Notifies the User Services Administrator
    • Notifies the Sr. Administrative Assistant
    • Notifies the Network Planning & Development Manager
    • Notifies the Web Services Manager
    • Each of the above in turn notify the employees reporting to them, including temporary and student employees
    • In the absence of the President, the Provost, the Vice President for Administration and Finance, the Chief of Staff and the Associate Vice President for Student Affairs, see Communications Item No. 7, page 10 for additional responsibilities
  7. Administrative Chain of Command Decision Maker
    • Authorizes campus-wide voicemail, e-mail, outgoing switchboard message and Web site communication with responsible departments
    • Assumes communication roles of all absent higher chain of command (for example, if the President is unavailable, the next in charge ensures that the personnel the President is to contact are advised; if the President and Provost and Vice President for Academic Affairs are unavailable, then the Vice President for Administration and Finance assumes communication responsibilities for both the President and the Provost, and so on).
  8. Cabinet members, School Deans and Department Heads
    • Keep all departments or offices within their areas informed
    • Maintains a current copy of the Emergency Telephone Listing (in Appendix A) and emergency plan procedures at work and at home
    • Ensures updated departmental personnel rosters are maintained both at work and at home
  9. Director of Facilities Services (Building Maintenance Manager, alternate)
    • Communicates conditions of facilities and grounds to the President daily.
    • Maintains close communication with the Vice President for Administration and Finance and the Safety & Risk Manager
    • Maintains close communication with the Building Maintenance Manager.
    • Maintains close communication with department supervisors, administrative staff and student housing director.
    • Verifies student housing facilities have completed their assigned tasks in preparation for facility emergency shutdown.
    • Contacts the UH Department of Plant Operations Associate Vice Chancellor/Associate Vice President for Plant Operations as necessary
    • Assesses and communicates utility availability at UHV
    • Contacts Sr. Facilities Events Assistant to ensure that timely notice is given to the users of the Multi Purpose Room. The University will reserve the right to cancel events.
    • Communicates assessment of on–site and off–site facilities affected by the emergency.
  10. Director of Business Service
    • Notifies the Aramark Director
    • Maintains close communications with the Vice President for Administration and Finance and the Safety & Risk Manager
    • Maintains close communications with Purchasing on procurement activities.
    • Maintains close communications with Contract Administration Services, ProCard Services, Campus Safety, and Campus Security.
  11. Safety & Risk Manager
    • Communicates ongoing event developments to ERT and Recovery Teams
    • Communicates weather and road conditions and assessments of campus environments
    • Communications the decision to cancel classes or to close the campus to university and external organizations with university facilities reservations.
    • Maintains communication with The Victoria College Department of Police and Campus Security and the Victoria Police Department
    • Maintains communication with UHDPS Police Department and provide emergency contact information
    • Notifies the Victoria Local Emergency Planning Committee (LEPC) of campus decisions when appropriate and serves as the LEPC contact for the university
    • Maintain communications with the UHSCR/UH Sugar Land Safety & Risk Manager
    • Maintain communications with the UHS Risk Management Administrator
    • Maintain communications with Fagan Answering Service
  12. UHDPS Police Department Security Officer Supervisor
    • Immediately contact Safety & Risk Manager or the Senior Business Services Assistant for special instructions
    • Ensure that notices are posted concerning a campus closure at all main entrances to University buildings and ensure that these signs are removed at appropriate times
    • Contact operations (dispatcher) of UHDPS to update them twice daily on conditions in Victoria and to request any special instructions
    • Verify that all non-essential employees and all students have evacuated and all facilities are secured by the designated time
    • Maintain campus security
  13. Interum Director of Marketing (Communications Specialist, alternate)
    • Focuses primarily on external communications
    • Maintains communications with the President
    • Maintains communications with the Director of Human Resources
    • Maintains communications with the Telecommunications Analyst (switchboard message changes), providing a copy of press release information for the specialist’s use
    • Maintains contact with the City/County Emergency Operations Center in the event of closures and other emergency situations impacting the community
    • Releases information to the area news media. Radio and television stations are expected to be the primary source of information to the public, students, and employees
    • Notifies television media at least 30 minutes prior to broadcasts (which are generally at 6:00 p.m., 10:00 p.m. and 6:00 a.m.)
    • Provides for television channel 'crawlers' to provide important updates to the public;
    • Maintains home cell phone and fax accessibility, conditions permitting
  14. Director of Housing
    • The Director of Housing communicates with staff and residents that the residence hall will be closing. The Director insures that contact information for each resident and staff member is available. The Director and the JH Maintenance Supervisor walk the residence hall to insure that all rooms are vacant and locked.
    • Notifies American Campus Communities Regional Manager via telephone
    • Notifies JH Maintenance Supervisor in person or via telephone
    • Notifies Assistant Hall Director in person or via telephone
    • Notifies Bookkeeper in person or via telephone
    • Notifies Resident Assistant Staff in person
    • Notifies Desk Staff in person or via telephone
    • Conduct a unit-by-unit check to ensure a full evacuation
    • Update roster with emergency destination location and information
    • Maintains contact with ERT, Regional Manager, and housing staff
    • Assigns tasks to staff members listed above
      • Install pre-cut, numbered plywood in windows
      • Secure all power tools
      • Back up all computer data
      • Unplug all computers
      • Raise first floor furniture on blocks
      • Remove all key rings, master/sub master keys and key logs
      • Coordinate with campus security. Provide them with contact names and phone numbers of management and maintenance staff
      • Contact fire alarm and security alarm monitoring companies to let them know that you are evacuating the property
      • While conducting unit checks, remove all food from refrigerators and dispose of food in the outside trash dumpster/compactor
      • Be sure that maintenance staff have their radios with them, along with extra batteries
      • Verify by roster that every resident has been notified and contact information updated
    • Notifies the UHV Director of Facilities Services when all student housing tasks have been completed.
  15. Sr. Director of University Advancement (vacant) (Director, Stewardship & Planned Giving, alternate)
    • Notifies the Director of Stewardship & Planned Giving
    • Notifies the of Corporate & Foundation Relations
    • Notifies the Alumni Relation and Development Specialist (vacant)
    • Each of the above in turn notify the employees reporting to them including temporary and student employees
  16. Director of Athletics (Athletic Coordinator, alternate)
    • Notifies the Athletic Coordinator and the Administrative Secretary
    • Notifies the Head Baseball Coach and the Head Softball Coach
    • Notifies the Men’s and Women’s Golf Coaches
    • Notifies the Men’s and Women’s Soccer Coaches
    • Each of the above in turn notify the employees and/or students reporting to them, including temporary and student employees
  17. Telecommunication Analyst
    • Immediately upon campus closure, Telecommunications Analyst is to change the outgoing switchboard message.
    • Communicates information by voicemail, as directed by ERT members to all employees as event occurs, day or evening, if that service is available
    • Maintains close communication with the Communication Specialist for ongoing developments that may affect outgoing messages. Communication Specialist will fax or email a copy of press release and requests a confirmation of the fax or email from Telecommunications Analyst. During power outages, information will be relayed by phone.
    • Updates messages to the main switchboard in Victoria
    • University 800 numbers will be rolled over to the main switchboard message including main 800 line, Library and Facilities Services-Outreach building
    • Maintains home fax, email and cell phone availability, conditions permitting, throughout the emergency
    • Ensures alternates are familiar with switchboard messaging procedures
  18. Small Business Development Center (SBDC)
    The Director or designee will handle the following:
    • Notify scheduled clients of closure
    • Notify UTSA Regional SBDC office of closure and provide an updated emergency phone/address contact list
    • Notify SBA Project Officer of closure and provide an updated emergency phone/address contact list
    • Provide Dean of School of Business Administration with updated emergency phone/address contact list.
    • Notify all staff members to make preparations to operate from home if needed
  19. Administrative Assistants/Secretaries
    • The Administrative Assistants for the President, Provost and Vice President for Academic Affairs, Vice President for Administration and Finance, Chief of Staff, Associate Vice Chancellor, UH System CR/UH Sugar Land as well as the Administrative or Sr. Secretaries for each school will serve as the alternate central communication point for their respective areas. For example, if the Provost is unavailable, the President will contact his Executive Administrative Assistant, who will continue with the Provost’s assigned departmental notifications.
    • Administrative Assistants shall maintain both at home and at work, updated rosters of home contact information for all employees in their division or school as well as a current copy of the Business Continuity Plan.
    • When the President (or designee) activates the Incident Command System Team or the Emergency Response Team, the Executive Administrative Assistant to the President will reserve the President’s Conference Room in the University Center Building for the duration of the emergency management event.
    • When the President (or designee) activates the Incident Command System Team or the Emergency Response Team, the Sr. Administrative Assistant to the Provost will reserve the Conference Room A in the University West Building for the duration of the emergency management event.
  20. Switchboard Operation – Visitor Information Kiosk
    • The Switchboard Operator may be among the first to realize that a potential emergency exists. In many instances the key indicator of a potential emergency will be receiving incoming calls from students and employees inquiring whether the campus will be closed or if classes will be cancelled. The Switchboard Operator should adhere to the following protocol:
    • Until advised to the contrary, assume an Event 1 (Page 7) situation and advise callers accordingly: classes and office hours continue as usual. However, students, faculty and staff should use discretion.
    • Listed in order of priority, advise at least one of the following individuals that you are receiving caller inquiries and ask if there has been a change in normal campus status.
      • Communication Specialist, (361) 570-4350
      • Safety & Risk Manager, (361) 570-4245
      • Director of Business Services, (361) 570-4820
      • Vice President for Administration and Finance, (361) 570-4810
  21. Caller Inquires At University of Houston-Victoria
    • Students - contact Student Solutions at (361) 573-0000 or toll free at 1-800-687-3738. Student Solutions will maintain a listing of class cancellations to share with callers.
    • Faculty - contact the Office of the Provost and Vice President for Academic Affairs at (361) 570-4321 or extension 4321 for current University information and updates.
    • Staff – contact the Switchboard Operator at (361) 570-4848 or 1 (877) 970-4848 for current University information and updates.
    • All Callers – should monitor the local TV stations and radio stations.
    • Visit the University of Houston-Victoria Emergency Information Web site hosted on the PIER system and accessible at http://www.uhvemergency.info to view the latest available emergency management communications and information.
  22. Communications to Close the UH Sugar Land
    • The final decision to close the UH Sugar Land will be made by the Associate Vice Chancellor, UH System CR/UH Sugar Land.
    • The UH Sugar Land Director will maintain close communications with the Associate Vice Chancellor, UH System CR/UH Sugar Land, advising him/her of learning center and area conditions affecting that site.
    • The Associate Vice Chancellor, UH System CR/UH Sugar Land will notify other UHS components of the decision to close the UH Sugar Land.
    • The UH Sugar Land Director will notify all learning center staff at the site.
  23. Communications to Close the UHS at Cinco Ranch
    • The final decision to close the UHS at Cinco Ranch will be made by the Associate Vice Chancellor, UH System CR/UH Sugar Land.
    • The UHSCR Director will maintain close communications with the Associate Vice Chancellor, UH System CR/UH Sugar Land, advising him/her of learning center and area conditions affecting that site.
    • The Associate Vice Chancellor, UH System CR/UH Sugar Land will notify other UHS components of the decision to close the UHS at Cinco Ranch.
    • The UHS at Cinco Ranch Staff, if practical, will call or e-mail university staff and faculty regarding closure. In all cases, a phone message will be posted on the general number.

« TOCRecovery Teams

This section documents the strategies, personnel, procedures, and resources that the Recovery Teams will use to respond to interruptions of essential business function.

Recovery Teams are activated by the ERT after an emergency event has occurred. As the name implies, these teams work to bring about the resumption of normal activities within their specific areas.

Recovery Team General Responsibilities

  • Each Recovery Team Leader should be available to participate in meetings conducted by the ERT to gain as much information as possible regarding the emergency
  • Track expenditures for natural disasters following FEMA guidelines and instructions provided by the UHV Finance Office.
  • Maintain close contact with ERT throughout the duration, advising of progress and updated status reports
  • When authorization to enter the affected area is received, evaluate and make an initial report to the ERT of the extent of any operational damage within the team’s area of responsibility
  • Implement pre–planned recovery strategies based in part upon the Departmental Risk Analysis Profiles (Appendix C)
  • Coordinate resource allocation and logistical needs and/or problems through the ERT
  • Acquire additional staff according to the department’s need
  • Upon restoration of operations, participate in a general debriefing to evaluate public relations responses to the emergency and make recommendations for improvement

« TOCHuman Resources Recovery Team

Team Leader: Director
Alternate: Payroll/Benefits Manager

  • Focus is in supporting all issues regarding injuries, fatalities, next of kin notification, temporary changes of personnel policies relating to business resumption actions and payment of employees
  • Establish contact with local medical authorities having jurisdiction or involvement with any injured employees. Acquire periodic updates on condition of injured employees. Initiate worker’s compensation claims as required
  • Coordinate with Marketing Recovery Team, acceptable responses to questions from families of injured employees
  • Coordinate with the Office of the General Counsel regarding next of kin notification and other University responsibilities toward affected staff members
  • Be prepared to provide basic personnel information on affected employees
  • Obtain information on reassigned employee work locations and work schedules for those employees affected by the events from Department Heads and/or Recovery Team Leaders
  • Make any necessary arrangements with University of Houston Payroll Office in Houston to process payroll. Be prepared to travel to Houston and enter payroll data for UHV.

« TOCFinance Recovery Team

Team Leader: Comptroller
Alternate: General Accounting Manager

Control and coordination point for the management of fund related issues relating to business interruption and business resumption activities:

  • Review and implement alternate procedures for approval authority, spending authority, and capital expenditures
  • Manage the movement of funds to ensure that expenditures are recorded within the appropriate cost center(s)
  • Review and verify the receipt and payment of all recovery-related materials and equipment
  • Ensure university wide emergency related expenses are documented and recorded properly in accordance with FEMA guidelines for post-event expenditure recovery and reporting of losses to state and federal entities. Provide an instruction sheet (form) for Recovery Teams and departments to record documentation.
  • Have the ability to monitor and record business resumption-related expenditures through the use of a single cost center. Consider having unfunded cost centers set up and available specifically for this use.
  • Ensure the safe-keeping and deposit of funds received.
  • Review Business Continuity Plan, Appendix F – Finance Guidance for Disasters

A copy of this policy and procedure, including forms, shall be included within the campus Business Continuity Plan.

Office of the Vice President for Administration and Finance

SECTION: FISCAL INDEX: B-11
SUBJECT: MANUALLY PRODUCED CHECKS

POLICY

Manually produced checks are utilized for special circumstances involving emergencies, e.g. natural disasters. These checks require special handling and by necessity are limited.

  1. Manual checks are issued from the UHS Office of the Treasurer only after approval of the Accounts Payable Department or Payroll Department and the Vice-President of Administration and Finance.

Payments for emergency expenditures may only be issued from a local (fund 2) cost center. The local (fund 2) cost center will be under the direction and approval of the Vice President for Administration and Finance.

PROCEDURE FOR REQUESTING EMERGENCY MANUAL CHECK

This procedure outlines the process to be followed to request and authorize emergency manual checks from the University of Houston-Victoria operating account.

The requesting department prepares the "University of Houston-Victoria Emergency Accounts Payable Payment Request", completing all appropriate information and indicating the amount of the emergency manual check requested and the appropriate local cost center. Following the appropriate description, a summary justification of the emergency purpose must be provided in the 'Purpose/Benefit' section.

  • Any relevant additional request form or documentation must be attached to the payment request.
  • A properly approved 'University of Houston-Victoria Emergency Accounts Payable Payment Request' is then provided to the Accounts Payable Auditor. The AP Auditor will review for compliance with this policy and procedure and will return it to the department submitting the request if the terms of the policy and procedure are not met. If the request appears to be justified, and the documents are in proper order, the AP Director, will make arrangements to have the check prepared by the University of Houston Treasury and the payment process will be completed.

Hyperlink to Emergency Accounts Payable Payment Request form
http://www.uh.edu/finance/Forms/Emergency AP Payment Request.xls (Requires MS Excel)
http://www.uhv.edu/fin/forms/EmergencyAPPaymentRequestform.htm (HTML)

NOTICE: THIS EMERGENCY AP PAYMENT REQUEST MAY ONLY BE USED FOR AUTHORIZED UNIVERSITY OF HOUSTON PAYMENTS WHILE THE UNIVERSITY’S COMPUTER SYSTEM IS NOT AVAILABLE. UNAUTHORIZED REQUESTS WILL RESULT IN CRIMINAL PROSECUTION.

« TOCAcademic Affairs Recovery Team

Team Leader: Provost and Vice President for Academic Affairs
Alternate: Assistant rovost

The Academic Affairs Recovery Team will minimally include the Provost and Vice President for Academic Affairs, all Deans, Sr. Director of Libraries, Sr. Director of Information Technology, Associate Vice President for Student Affairs, and the Registrar. This recovery team will:

  • Make recommendations to the ERT to suspend, cancel, or reschedule classes disrupted as a result of the event and recommend emergency changes to the normal published student policies and procedures published in the catalog or current class schedule.
  • Notify all employees of schedule, policy, and/or procedure changes.
  • Provide a listing of minimal space requirements necessary to conduct classes to be rescheduled at alternate sites, if necessary.
  • Arranges for the printing of alternate and/or emergency class schedules as necessary.
  • Create announcements for posting to the UHV website and/or Blackboard announcements page related to changes in the face-to-face and/or online course schedule and the availability of Blackboard and coordinate with IT to post this information.

If the emergency event impacts a study abroad trip:

The Academic Affairs Recovery Team will work with the academic school sponsoring the trip to:

  • Monitor available news outlets and government communications in areas traveled by student abroad students
  • Make decisions about rescheduling or cancellation of study abroad trips and/or the necessity to return students currently abroad immediately to the US
  • Communicate with IT to update study abroad website as necessary about the status of study abroad trips

The responsibility of maintaining current contact information for students, faculty, and staff participating in study abroad trip is delegated to the Dean’s Office in the school sponsoring the trip. The Dean’s Office is also responsible for communicating with students regarding the status of study abroad trips that may be affected by emergency events.

« TOCStudent Affairs Recovery Team

Team Leader: Associate Vice President for Student Affairs
Alternate: Sr. Administrative Secretary

  • The Student Affairs Recovery Team is responsible primarily for communicating schedule changes and releasing other pre-approved information to students as well as providing for the various types of student assistance that may be needed during an emergency of up to 30 days duration
  • • Minimally, recovery team membership should include the Associate Vice President for Student Affairs, Sr. Administrative Secretary, Registrar, Director of Student Retention and Academic Success, Sr. Director of Enrollment Management, Director of Financial Aid, Director of Counseling Center, and Director of Student Life and Services
  • For all class schedule changes, contact affected students using roster provided by Academic Affairs Recovery Team. Phone contact if possible
  • Deploy pre-planned strategies for emergencies that may include but are not limited to special requests and other needs from affected students.
  • Arrange for student and/or community volunteers that may be needed by the University

« TOCStudent Life and Services Recovery Team

Team Leader: Director of Student Life and Services
Alternate: Student Services Coordinator

The Student Life and Services Recovery Team is responsible for communicating with students, student organization leaders, and outside groups concerning the status of scheduled events and resumption of services and programs.

  • Maintain communication with ERT and UHV administrators
  • Report any damage to ERT
  • Make contact with all unit staff members and communicate concerning restoration of services and functions
  • Coordinate with Student Affairs Recovery Team to communicate with students regarding status of campuses, classes, and planned events
  • When computer access is available, utilize email, phone and web mechanisms to keep students, student organization members, parents, and other constituents informed about campus status, campus events, and resumption of usual functions

« TOCAdmissions / Registrar and Student Records Recovery Team

Team Leader: Registrar
Alternate: Assistant Registrar

  • Generate each semester (12th class day for Fall/Spring, 4th class day for Summer) a list of the students currently enrolled.
  • Generate each semester a report containing a list of all courses being offered including instructor name, day(s), instruction mode, location.
  • Contact the Texas Higher Education Coordinating Board and U.S. Immigration and Customs Enforcement to work with them in addressing specific issues arising from regulatory requirements.
  • Evaluate and update the ERT on operational damages and progress made to restore normal business processes.
  • When computer access is available, evaluate Admissions and Registrar/Records program databases and access to all necessary programs and websites (e.g., Apply Texas Application).
  • Update students via the Admissions & Records website and/or UHV email accounts.
  • Update the Marketing Recovery Team with Admissions and Registrar and Student Records guidance that needs to be communicated to students via the media.

« TOCLEAD and Student Recruitment Recovery Team

Team Leader: Sr. Director of Enrollment Management
Alternate: Sr. Coordinator and Sr. Secretary

The LEAD and Student Recruitment Recovery Team is responsible for restoring recruitment database function and communicating with individuals and groups concerning already-scheduled recruiting and outreach events.

  • Maintain communication with ERT and UHV administrators
  • Report any damage to ERT
  • Make contact with all unit staff members and communicate concerning restoration of services and functions
  • When computer access is available, assess the status of the recruitment database and communicate with IT and Student Affairs Recovery Team
  • Make contact with individuals or schools concerning the disposition of scheduled recruiting visits or outreach activities on and off the UHV campus

« TOCStudent Retention and Academic Success Recovery Team

Team Leader: Director of Student Retention and Academic Success
Alternate: Coordinator of Parent Programming and Student Success
Recovery goals: Restore parent liaison, mentoring, and early intervention system.

  • Maintain communication with ERT and administration
  • Evaluate operational damage to department and report to ERT
  • Ensure mentors are updated
  • Restore early intervention system
  • Coordinate with IT to acquire computers for early intervention (1 computer with network access)

« TOCAcademic Center Recovery Team

Team Leader: Director of Student Retention and Academic Success
Alternate: Academic Center Manager

Recovery goals: Restore, coordinate, and deliver tutoring and testing academic services to students and faculty on all three campuses.

  • Maintain communication with ERT and administration.
  • Evaluate operational damage to department and report to ERT.
  • Communicate with faculty and students about tutoring and testing availability via the Academic Center Web site, telephone, and email.
  • Ensure tutoring staff are available and kept updated.
  • Coordinate all tutoring services online, including provision of services and tracking of sessions (on database or on paper logs) until such time as the university resumes full services when onsite tutoring can be restored.
  • Contact Educational Testing Services about TExES administration or Subject GRE and other affected testing companies should the emergency interfere with regular administration of exams.
  • Coordinate with Information Technology to acquire computers for testing on campus (3 with network access) and tutoring (2 with Internet and network access) and a network printer.
  • Restore onsite testing in Victoria.
  • Maintain computer and/or paper logs for testing sessions.
  • Contact Interum Director of Marketing to provide press releases to media about cancellations of state-mandated exams (TExES, Quick THEA and Subject GRE and others) and about availability of testing and tutoring at locations on Sugar Land, Cinco Ranch, and Victoria campuses.

« TOCCareer Services Recovery Team

Team Leader: Career Services Coordinator
Alternate: Career Services Specialist

Recovery goals: Restore databases (CSO–Careerlink) and Web site functions; communicate with individuals and public about already-scheduled events and services.

  • Maintain communication with ERT and administration.
  • Evaluate operational damage to department and report to ERT
  • Communicate with stakeholders about restoration of services
  • Contact CSO database for technical support and re-routing of services.
  • Acquire one computer to get up and running.
  • Contact Interum Director of Marketing to provide public information about access to services

« TOCUHV Counseling Center (UCC) Recovery Team

Team Leader: UCC Director
Alternate: Student Affairs Administrative Assistant/UUC Senior Secretary

File Security/Protection: If hurricane is projected to be at/above level 2, open and closed files will be moved to locked file cabinet highest cabinet by/near secretary’s desk and away from all windows.

  • Computer Safety Protocols: Will follow IT plan and directions, as needed.
  • Equipment Needs:
    1. Computer access
    2. Phone access
    3. Counseling-Center-in-a-Box
  • Procedures for Existing Clients: In the event the University closes for an extended period of time due to hurricane or other reasons, existing clients will be divided into two tiers and the following apply:

Tier One – Stable Clients

  • Call or email prior to university closing
  • Inform client that counseling will resume when the University reopens
  • Provide crisis phone numbers for the student to call if they go into crisis (e.g. UCC, Mental Health/Mental Retardation Mobile Crisis Unit, National Suicide Helpline, 911)
  • Instruct client to be sure meds are refilled so no lapse in medication occurs

Tier Two – At-Risk Clients

  • Follow all procedures listed under Tier One
  • Provide follow-up calls as indicated by the treatment plan to maintain stability and functioning
  • If indicated by the treatment plan, provide the personal cell phone number of the therapist/director to the client, other non-emergent number listed here as listed on business card
    1. (956) 473-9548 (Aros’ cell)
    2. (361)570-4186 (Office)

« TOCFinancial Aid Recovery Team

Team Leader: Director of Financial Aid
Alternate: Financial Aid Coordinator

  • Contact the Department of Education, Texas Guaranteed Student Loan Corporation, and Common Origination and Disbursement, and the Texas Higher Education Coordinating Board to inform them about the emergency at hand and work with them in addressing specific issues arising from regulatory requirements.
  • Evaluate and update the ERT on operational damages and progress made to restore normal business processes.
  • When computer access is available, evaluate financial aid program databases and access to all necessary programs and Web sites. In addition, update students via the Financial Aid Web site and/or UHV email accounts.
  • Update the Marketing Recovery Team with Financial Aid Guidance that needs to be communicated to students via the media.
  • Reference Appendix E, General Guidance for Disasters (Department of Education). General guidance for all Title IV Programs.

« TOCAthletic Department Recovery Team

Team Leader: Athletic Director
Alternate: Sr. Secretary

The University of Houston-Victoria Athletic Department Supervisor or a higher authority will provide instructions and guidance to staff on how to proceed.

Tasks and solutions could include, but are not limited to, any of the following:

  • As much as possible, recover and repair any lost or damaged records or data.
  • Restore computer files from backup as needed.
  • Use telecommuting options if necessary.
  • If internet is not available, use hard-copy forms for registering students, issuing receipts, and other business operations.
  • Keep copies of phone lists, this policy/procedure document, your desk manual, and important forms at home.
  • Keep recent backups of your computer files at home.
  • Be prepared to telecommute if you have the ability to do so and your own household is not affected.
  • Function as liaison to The University of Houston-Victoria Athletic Department and Compliance Officer.
  • Select and implement options from the business continuity plan depending on the nature of the incident and the resources available.

While the office is closed all employees should check in daily with the Supervisor until instructed otherwise.

« TOCLibrary Recovery Team

Team Leader: Sr. Director of Libraries
Alternate:     Sr. Administrative Secretary
                    Web Services Librarian
                    Head of Public Services
                    Head of Technical Services

  • To provide access to online information resources for students, faculty, and staff
  • Set up an alternate Web server if the VC/UHV Library server is unavailable
  • Design and upload temporary Web pages to provide access to information resources if current working files are unavailable
  • Connect the temporary server and Web site to the Online Catalog that originates from servers at the Victoria Public Library
  • Activate student authentication service through the UHV Web site (if available)
  • Coordinate a team of library staff members to assess what materials and services are needed to reopen the first floor reference area to the public

« TOCGeneral Counsel Recovery Team

Team Leader: UHS Vice Chancellor for Legal Affairs

  • The focus of the UHS Office of the General Counsel will be to provide legal counsel during and after the event and develop strategies and offer recommendations to limit risk and liability exposure to the University
  • Visit the affected campus site as soon as possible to be briefed by ERT leadership and gain an initial assessment of the situation
  • The Office of the General Counsel will be the control and coordination point for all legal and regulatory matters directly relating to the emergency management actions of the University
  • Provide guidance to departments including Human Resources Recovery Team and the Marketing Recovery Team (Public Relations) on matters related to the event
  • Review emergency contracts entered into as a result of the event to the extent possible to ensure that the interests of University are being protected
  • Review significant policy or process changes made during the emergency to limit the potential liability
  • The Office of the General Counsel will assist with risk management to ensure that appropriate documentation and records regarding a loss are transmitted to various insurers and other appropriate entities
  • The Office of the General Counsel will handle other matters as deemed appropriate

« TOCMarketing Recovery Team

Team Leader: Director of Marketing
Alternate: Communications Manager

  • Marketing, in coordination with the President, will be the central coordinating point for all public statements and information disseminated to the news media and other external entities, serving as the institution’s primary spokesperson
  • Use pre-developed media strategies for emergencies
  • Create informational messages that Human Resources and the Telecommunications Analyst can disseminate information to employees.
  • The Director of Marketing will make contact with the Victoria City/County Emergency Management in the event of closures and other emergency situations impacting the community.
  • The Communications Manager will provide the Telecommunications Analyst with a copy of press release to utilize when setting up outgoing messages at the switchboard.
  • Direct the media to the university spokesperson.
  • Set up a Media Briefing Center, if necessary; this briefing center may be off-site
  • Monitor media broadcasts for inaccurate information and correct immediately when found
  • Acquire regular updates, hourly if necessary, concerning the status of injured employees from Human Resources and the status of University conditions and operations from the ERT to insure that all information given out is current
  • Upon restoration of operations, participate in a general debriefing with ERT to evaluate public relations responses to the emergency and make recommendations for improvement
  • Advise Commencement Committee and external parties involved with commencement, if necessary, of changes that occur due to a business interruption

« TOCUniversity Advancement Recovery Team

Team Leader: Sr. Director of University Advancement
Alternate: Director of Stewardship & Planned Giving

  • Manually (using paper files and standard MS Office products) maintain records and process donations upon resumption of University Mail Services

« TOCInformation Technology Recovery Team

Team Leader: Network Services Administrator (NSA)
Alternate:     Systems Services Administrator (SSA)
                    User Services Administrator (USA)
                    Senior Administrative Assistant (SA)
                    Web Services Manager

  • Primary focus is the restoration of Information Technology hardware, software, system services and security measures (NSA, SSA, USA)
  • From pre-event planning, be familiar with department Risk Analysis Profiles and minimal Information Technology needs (equipment and software) and employ strategies to restore minimal critical support services (NSA, SSA, USA)
  • To the extent possible, restore access to LAN and WAN computing environments (NSA, SSA, USA)
  • Through coordination with Business Services, use appropriate emergency procedures for the purchase of emergency goods and services (SA)
  • Establish an estimated time frame for restoration of affected systems to normal status (NA, SNA, USA)
  • Coordinate through ERT for distribution priorities of computers and software (NSA, USA, SA)
  • Coordinate the cabling and configuring of the acquired computer equipment and the removal of salvageable Information Technology equipment (NSA, USA, SA)
  • Reload only minimal operational critical software on personal computers as defined by the affected department’s Risk Analysis Profile (NSA, SSA, USA)
  • Develop a strategy for the restoration of destroyed/damaged electronic records (NSA, SSA, USA)
  • Communicate with Provost and Vice President for Academic Affairs, Academic Deans, UH Blackboard Administrators, UHV Online Support Technicians, and UHV IT department regarding status and availability of online courses (Blackboard)
  • Post updates to Blackboard Campus Announcements and UHV website regarding status of online courses, pending availability of these systems, based on feedback from the Academic Affairs office.

« TOCTelecommunications Recovery Team

Team Leader: Telecommunications Analyst
Alternate: Academic Computing Services Manager

  • The Telecommunications Recovery Team will be responsible for restoring critical telecommunications at the affected location and the alternate site (if activated), as outlined in this plan
  • Begin deployment of pre-planned telecommunications strategies for the emergencies
  • Maintain adequate inventory of equipment and supplies, including backup cellular phones, common cabling, spare phone desk sets, etc, to sustain minimal critical operations for up to 30 days
  • Through coordination with Purchasing, immediately begin contacting pre-selected telecommunications vendors to obtain on–site support for damage assessment and restoration of services
  • Coordinate damage assessment activities with Facilities Services and the Safety & Risk Manager to evaluate the extent of damage to data and voice telecommunications
  • Develop an estimated time frame for restoration of normal services and update ERT at least twice daily, on status progress
  • Coordinate all voice and data communication recovery support activities for local and long distance services
  • Review affected Departmental Risk Analysis Profiles to determine minimal critical telecommunication needs
  • If alternate operational site(s) used, set up voice and data communications as a top priority for those sites

« TOCFacilities Services Recovery Team

Team Leader: Director of Facilities Services
Alternate: Building Maintenance Managers

The Facilities Services Recovery Team supports the university by being the first responders to any emergency situation on campus. Facilities first responders will ensure the safety of personnel and assess the condition of property.

  • People come first. Provide assistance by locating personnel that may have sought shelter or may have become injured in our buildings or on our property. Note needs of people with disabilities. Assess the conditions of any injured person and alert medical personnel if time and safety permits waiting.
  • Assess property damage and alert safety/security personnel of status of buildings and whether or not it is recommended to re-enter property or buildings. Contact peer institutions or professional groups for help.
  • Move or secure vital records/high priority items if it can be done safely. (if applicable)
  • Initiate or coordinate emergency repairs to lessen property damage/vandalism.
  • Verify master switch shut-off (water, gas, electricity) by trained staff.
  • Move items away from windows into water-resistant areas:
    • Flooding: move items to higher floors.
    • Hurricane: avoid areas under roof.
  • Wrap shelves, cabinets, other storage units in heavy plastic sealed with waterproof tape.
  • Look for loose or downed power lines. Avoid area. Report problems to local utility.
  • Look for electrical system damage: sparks, broken/frayed wires, smell of burning insulation. Turn off electricity at main switch if you can without risk. (if necessary)
  • Shut off water if necessary.

« TOCUHDPS Security Recovery Team

Team Leader: Safety & Risk Manager
Alternate: Director of Business Services

  • UHDPS Security Officers are on 24 hour call and should be available to report to their respective campus immediately upon notification by the UHDPS Security Supervisor, campus supervision, or UHDPS supervision
  • Security personnel are required to stay in communications with the UHDPS Security Supervisor for daily updates
  • At the time of the emergency or after reporting to the campus after an emergency, the Security Officer on duty will be responsible for coordination with local law enforcement authorities and emergency personnel
  • Ensure that notices are posted concerning a campus closure at all main entrances to University buildings and ensure that these signs are removed at appropriate times.
  • Ensure restricted access controls and security controls have been established within and/or around the perimeter of the impacted campus property
  • Assist with damage evaluation including photographic and video documentation of property
  • Assist Facilities Services with emergency response plans and the implementation of recovery plans
  • Prevent unauthorized access to the campus and facilities maintaining perimeter controls as required
  • Provide current assessment information to the Incident Command System Team or the Emergency Response Team (ERT) members as requested
  • Protect University property from further losses by theft, looting, vandalism, etc.
  • Make routine patrol of activities, documenting all noteworthy events in the UHDPS Security Officers Post Orders and Shift Report
  • At the end of each shift the Security Officer on duty shall 1) contact the Safety & Risk Manager (or designee) and debrief and advise of any immediate needs and 2) debrief the incoming Security Officer(s).

« TOCBusiness Services Recovery Team (includes Campus Safety Operations)

Team Leader: Director of Business Services
Alternate: Safety & Risk Manager

  • Purchasing Manager implements emergency purchasing strategies including:
    • authorizing the use of manual and verbal purchase orders
    • increasing delegated departmental purchasing limits
      • Vice President for Administration and Finance or Director of Business Services approval required   
    • implementation of emergency purchase procedures to expedite immediate recovery needs.
  • Business Services ProCard Administrator authorizes increased Procurement Card limits for key employee’s emergency purchases and increase total authorized university limits. (current monthly usage is $75,000, institutional credit limit is $800,000)
  • Business Services Coordinator will determine the extent of damage to the University’s off-site hard copy records located at The Back Office, 1211 N. Laurent Street, Victoria, Texas.
  • Business Services Coordinator will coordinate Mail Services with the U.S. Postal Service to pickup and distribute mail to the extent possible.
  • Bursar will notify Higher One of any activities affecting Higher One processes (ex. ATM, file transfer interruptions, etc.)
  • Safety & Risk Manager will arrange for additional security as required. Contact Security Officer Supervisor, UHDPS Police Department, Victoria Police Department, Victoria County Sheriff’ Office, Victoria College Department of Police and Campus Security or a commercial security provider for necessary services.
  • Safety & Risk Manager will establish contact with local authorities having jurisdiction and/or involvement in the event (Victoria Office of Emergency Management, Local Emergency Planning Committee (LEPC), Victoria Fire Department, etc).
  • Safety & Risk Manager is liaison with regulatory agencies (e.g., FEMA, EPA, Health Department, etc.).
  • Safety & Risk Manager is the Campus Risk Management Liaison with University of Houston Environmental Health and Risk Management to report insurance claims and related investigations and damage assessments.

« TOCJaguar Hall Recovery Team

Team Leader: Director of Housing
Alternate: Resident Director or Maintenance Supervisor

Recovery goals: Ensure that Jaguar Hall is safe and habitable for students and staff. Contact all staff and residents to let them know they may return to the residence hall to acquire belongings and then again when they may return to their room permanently.

  • Consult with the American Campus Communities (AAC) Regional Director
  • File an American Campus Communities’ Incident/Communications Report with the AAC Regional Director within 12 hours of the incident.
  • Care for injured persons. Call for emergency assistance if required.
  • Monitor weather information and be prepared for additional severe weather, high winds, etc. Keep listening to public broadcasts until the area is declared safe.
  • Be extremely careful as you move around a property damaged by a hurricane. Watch for live electrical wires, shattered glass, splintered wood, etc.
  • Wear a hard hat if available.
  • Wear sturdy shoes.
  • Prepare for possible flooding
  • Ensure that a paper copy of a current resident and a staff roster, each with emergency destination contact information is available.
  • Coordinate with the UHV Director of Facilities Services and the JH Maintenance Supervisor with regards to building access, i.e. lock changes.
  • Work with JH Maintenance Supervisor, the UHV Director of Facilities Services, and American Campus Communities (ACC) to identify and evaluate damage to Jaguar Hall and report to ERT.
  • Inspecting Utilities
    • Check for gas leaks. If you smell gas or hear a blowing or hissing noise, open a window and quickly leave the building. Turn off the gas at the outside main valve if you can. Call the gas company. If you turn off the gas for any reason, it must be turned on by a professional.
    • Look for electrical system damage. If you see sparks or broken or frayed wires, or if you smell something burning, turn off the electricity at the main fuse box or circuit breaker, and call the JH Maintenance Supervisor for assistance. Do not touch the circuit breaker panel while standing in water.
    • Check for sewage and water line damage. If you suspect sewage lines are damaged, avoid using the toilets and call a plumber. If water pipes are damaged, contact the water company and avoid the water from the tap.
  • Report broken gas, sewer, or water mains to the power company.
  • JH Maintenance Supervisor Tasks
    • Inspect the property and appoint clean-up crews
    • Open clogged lines and drains   
    • Do not turn on the electricity until you are instructed that it is safe to do so
  • Maintain communication with ERT and staff including Aramark, Student Affairs, Athletics, and any clubs and organizations with offices in Jaguar Hall.
  • Set up hours when individuals may return to the hall to retrieve personal belongings.
  • Coordinate with campus staff members who have offices in Jaguar Hall regarding retrieval of personal items.
  • Coordinate with residents regarding retrieval of personal items.
  • Ensure staff is available and kept updated.
  • Coordinate with Aramark with respect to damage to and reopening of the food service operation.
  • Contact ACC with regards to LAMS and MRI and the availability of student records.
  • Continue to evaluate habitability and communicate this information to ERT and ACC.
  • Once habitability is ensured, return building access to normal levels.
  • Determine what level of food service would be available upon student’s return.
  • Contact staff to determine if they are returning.
  • Contact students via telephone and email that Jaguar Hall is habitable. Keep roster updated as we learn that someone is choosing not to return.

« TOCAlternate Sites

The University does not have guaranteed availability of alternate sites for conducting operations or for rescheduling classes.

Suggested Alternate sites include:

  • Near Victoria Campus:

The Victoria College

Victoria Independent School District

« TOCLiving Document

For this plan to be an effective tool during an emergency event it is a living document to be reviewed, tested, and maintained each even-numbered year, or sooner, as needs require.

« TOCPost-Incident Review and Debriefing

Post Incident Review and Debriefing is a team project to be accomplished as soon as practical after the return to normal or near normal operations. The debriefing and review is a means of better understanding the implications of what has happened. During this process, the emergency event itself, the institution’s initial response, effectiveness of communications, effectiveness of the Incident Command System Team, Emergency Response Team and the Recovery Teams and any related concerns will be discussed and evaluated. It is an opportunity to learn from experience and possibly avoid repeating mistakes. One of the immediate outcomes of the review will be to update the emergency plan since it is a living document. The Safety & Risk Manager will coordinate and schedule the Post-Briefing Review and Debriefing with the Executive Administrative Assistant to the President.

« TOCPlan Maintenance

The Safety & Risk Manager is the Plan Administrant and shall coordinate the review of the plan. Each Recovery Team shall be responsible for reviewing their team responsibilities and making necessary changes. As stated above, the plan can also be updated as a result of any post-incident review process and as a result of information gained from plan training exercises. Recommendations arising from annual reviews will be submitted to the President’s Cabinet for discussion and approval not later than June 30th of each year. Minor updates may be made by the Safety & Risk Manager at any time.

« TOCDepartmental Risk Analysis Profile Updates

Each departmental supervisor shall review and update the Departmental Risk Analysis Profile, during even-numbered plan review years.

« TOCPlan Training Exercises

Plan training and reviews should be completed prior to May 31st of review years, so that any changes can be included in the June Cabinet review. All key employees should be included in the exercise. The exercise objectivesare to:

  • Ensure that the Incident Command System Team, Emergency Response Team and other Cabinet members are knowledgeable of their roles and responsibilities;
  • Ensure that departmental employees are knowledgeable of their roles and responsibilities and have a good understanding of the University Business Continuity Plan;
  • Ensure that individual Recovery Teams, Leaders and members are knowledgeable of team roles and responsibilities;
  • Provide assurance that the plan will be effective, current and viable in the event of an emergency interruption of operations.

« TOCDistribution

  • This plan is available in electronic format to all employees of the University through the Campus Safety Web site, http://www.uhv.edu/Business/CampusSafety.aspx
  • This plan is also available on the University of Houston-Victoria Emergency Information Web site hosted on the PIER system and is accessible at http://www.uhvemergency.info.
  • It is the responsibility of each department to maintain a hard copy version, readily accessible in the event of an emergency since internet access may not be available during an emergency.
  • Business Services will provide one hard copy to each member of the Incident Command System Team, President’s Cabinet and Emergency Response Team member.

Appendices Table Of Contents

Appendix A - Rosters and Directories

  • Appendix #Appendix Description

Appendix B - Facilities Floor Plans and Classroom Inventory

  • Appendix #Appendix Description

Appendix C - Departmental Risk Analysis Profiles

  • Appendix #Appendix Description

Appendix D - Institutional Prioritized Critical Operations and Needs

(This appendix is based upon the individual Risk Analysis Profile of each department)

  • Appendix #Appendix Description

Appendix E - General Guidance for Disasters (Department of Education)

  • Appendix #Appendix Description

Appendix F - Finance Guidance for Disasters – (FEMA)

  • Appendix #Appendix Description