Duke

Updated June 1, 2010

Introduction:

Duke University and Health System have a Severe Weather and Emergency Conditions policy that is activated when conditions warrant to ensure essential services and operations are maintained during extraordinary conditions.

The decision to activate or deactivate the policy is made within the context of the Duke University Emergency Management Plan. Duke Police confers by conference call with the Executive Vice President, Provost, Executive Vice President for DUHS, Emergency Coordinator and Deputy Emergency Coordinator to determine whether to activate or deactivate the policy.

Even before decisions regarding activation of the policy are made, certain operational procedures must be undertaken to prepare for potential weather events or to address worsening conditions (snow/ice accumulations on road, lots, and sidewalks).  Thus, the following procedures have been developed to guide central operations to prepare for and respond to severe weather.

Severe Weather Action Team (SWAT)

Regardless of whether the Severe Weather and Emergency Conditions policy has been activated, it may be necessary for Duke to respond to snowy, icy or other inclement conditions on campus. For this purpose, the University has established a Severe Weather Action Team (“SWAT”).

The SWAT will be directed by the Deputy Emergency Coordinator and will include representation from the following departments:

• Dining Services
• Parking and Transportation
• Facilities Management
• Duke Police
• Medical Center Engineering & Operations
• Office of Student Affairs
• Provost’s Office
• Office of Communication Services
• Event Management
• Registrar
• Other departments as appropriate

The Deputy Emergency Coordinator will designate two deputy chairs to coordinate the response of the SWAT in his/her absence. The team will designate an operations center to enhance coordination and communication across operational areas. Those who cannot assemble physically can call in to the emergency management conference number.

Specific Duties and Responsibilities of SWAT

The SWAT shall use all available resources to ensure that key Duke services that are essential to student, research and medical operations remain available as needed. The SWAT will be responsible for the coordination of the following:

• Monitor impending weather conditions and provide status updates to Emergency Coordinator
• Based on conditions, make recommendations on whether to activate/deactivate the Severe Weather and Emergency Conditions policy
• Advise the Emergency Coordinator of potentially dangerous situations related to the inclement weather response
• Notify the Duke community regarding the status of weather conditions, the activation of the Severe Weather and Emergency Conditions policy, and the status of classes.
• Coordinate the clearing of Duke-owned roads, pathways and parking facilities
• Coordinate running of busing and transit needs
• Ensure that essential utility services are functioning
• Ensure food services continue at the main dining facilities
• Ensure that individuals are assigned to support critical needs
• Issue information reports and instructions, as needed
• Document situation status and track resource use
• Debrief and review outcomes for policy and procedural review
• Assess the response to the severe weather event and recommend changes to improve the overall response

In addition, schools and departments may have specific responsibilities within their respective units to maintain key functions or services during periods of inclement or severe weather. As part of departmental emergency management plans, each school or department should have identified essential services and the positions within their units that are required to support those services during periods of severe weather or emergency conditions. Departmental needs for central operational support during periods of severe weather should be managed through the SWAT, which can coordinate services and distribute information as appropriate.

RESPONSIBILITIES OF KEY OPERATIONAL DEPARTMENTS

Facilities Management (FMD), Housekeeping and Engineering and Operations (E&O)

Pre-Activation of the Severe Weather and Emergency Conditions Policy

• FMD and E&O will still need to respond as needed to the existing road and pathway conditions. As warranted, response efforts will need to be implemented to ensure a safe environment for both the campus and the health system.
• Contract with local vendors to provide additional manpower and equipment to assist in street, pathway and parking facility clearing
• Arrange as necessary, generators for buildings that have essential operations
• Stage equipment and product at key locations across the campus and health system
• Communicate to the SWAT pre-storm readiness
• Refer to and follow the departmental severe weather response plans

Post-Activation of the Severe Weather and Emergency Conditions Policy

• Responsible for the clearing roads, parking lots, steps, loading docks, and walkways.
• Will be assisted by Parking Services, Housekeeping, and private contractors.
• Address any utility and equipment problems that are associated with the severe weather.
• Coordinate efforts with local agencies as necessary.
• Communicate to the SWAT any changes in surface conditions that could result in potentially dangerous situation
• Communicate to communications team the status of roads, pathways and parking facilities (See Snow Clearing Priority Maps for roads, pathways and parking)

NOTE: The parking lots and walks located in the Central Campus Apartments will be the responsibility of Central Campus Apartments management team.

Parking and Transportation

Pre-Activation of the Severe Weather and Emergency Conditions Policy

• Ensure key resources (i.e. fuel, tire chains) are fully stocked and ready to be utilized
• Pre-arrange the rental of 4WD or FWD vehicles for use should during declared severe weather
• Communicate to the SWAT pre-storm readiness
• Refer to and follow the departmental severe weather response plan

Post-Activation of the Severe Weather and Emergency Conditions Policy

Parking and Transportation will provide essential services as outlined in the departmental severe weather response plan

• Provide both vehicles and labor to assist the health system’s employee transportation needs
• Communicate to the communications team the operating status of transit routes
• Transit service during severe weather will be provided in the following priority order:
  1. H-2: PG3-Hospital North
  2. PR-1: Basset-Science-Circuit-Research-Entry 11
  3. C-1: East West Campuses
  4. C-2: East-West via Central Campus
  5. H-1: PG3 to Hospital North and South
  6. H-3: Yearby Avenue only-Hospital South

Office of Communication Services

Pre-Activation of the Severe Weather and Emergency Conditions Policy

• Send out memo to managers to indicate that officials are monitoring weather conditions, remind staff of service category, review department severe weather plans.
• Post notice on web (Duke Today/Inside Duke Medicine/Emergency website/HR home) indicting that officials are monitoring weather conditions. Coordinate with the Office of News & Communications to post notice to DukePass.
• Coordinate with the Office of News & Communications to update 684-INFO to indicate that officials are monitoring weather conditions.
• Coordinate activation of dynamic “Campus Services” website with current status of busing routes, dining facilities and parking facilities. Post links on relevant service sites as well as Duke Today/Inside Duke Medicine/HR home.
• Work with Duke’s Emergency Coordinator or Deputy Emergency Coordinator regarding the decision to announce the activation/deactivation of the policy to ensure timely and accurate announcement.
  • The goal is to communicate a decision regarding activation/deactivation at least an hour before the beginning of the next shift so those traveling can make necessary arrangements.
  • While shift times vary widely across departments, the 12-hour shift that begins at 7 a.m. is the most common at Duke Hospital and in many other departments. So a decision by 4:30 a.m. would enable for communications through various channels (including getting the news posted on local TV stations and other media outlets) to be made by 6 a.m.
  • In order to expedite communication, the decision should be articulated consistent with scripts that have been developed to ensure clarity of message.

Activation of the Severe Weather and Emergency Conditions Policy

• Update status of Emergency website.
• Coordinate with VP of Human Resources and CHRO for Duke Medicine to initiate phone tree notification of senior administrators.
• Send out memo to managers (Managing@Duke/STAT/Blueline) to indicate activation of the Severe Weather & Emergency Conditions Policy, notify staff , and implement department severe weather plans.
• Post notice on web (Duke Today/Inside Duke Medicine/Emergency website/HR home) indicting that officials have activated the Severe Weather & Emergency Conditions Policy. Coordinate with the Office of News & Communications to post notice to DukePass.
• Coordinate with the Office of News & Communications to send out media alerts regarding activation of policy.
• Coordinate with the Office of News & Communications to update 684-INFO to indicate that officials have activated the Severe Weather & Emergency Conditions Policy.
• Update communication channels (email, web, phone, etc.) regularly prior to beginning of shifts, before the end of the business day or as conditions warrant.

Student Affairs

Pre-Activation of the Severe Weather and Emergency Conditions Policy

• Determine essential staffing and housing if necessary to ensure safety and security of residential communities
• Pre-arrange rental of additional 4WD or FWD vehicles
• Ensure key resources (i.e., housekeeping supplies, etc.) are fully stocked and ready to be utilized in the residence halls
• Contract with local vendors to clear Central Campus parking lots
• Identify scheduled programs and events that may need to be canceled
• Communicate to the SWAT pre-storm readiness
• Refer to and follow departmental severe weather response plans
• Dining Services
  • Increase food and supply levels to the maximum as detailed in the departmental severe weather plan
  • Arrange for the use of vehicle and assign labor to provide employee transportation assistance
  • Arrange for radio communication for employee transportation assistance
  • Communicate to the SWAT pre-storm readiness
  • Refer to and follow the departmental severe weather response plan

Post-Activation of the Severe Weather and Emergency Conditions Policy

• Communicate to students concerning status of scheduled programs/events and essential student services
• Refer to and follow departmental severe weather response plans
• Dining Services
  • Open the Great Hall (West Campus) and The Marketplace (East Campus) for the provision of food service to students and staff.
  • Concurrently, Dining Services will also work closely with their business partners to open other contract operations.
  • Communicate to the communications team open/closed status of dining locations
  • Refer to and follow the departmental severe weather response plan

Duke Police

Pre-Activation of the Severe Weather and Emergency Conditions Policy

• Communicate with Durham law enforcement agencies concerning county road conditions
• Update Emergency Coordinator /senior leadership with information from contract weather service
• Alert Duke Police staff to be on standby
• Maintain contact with the Durham County EOC (if activated)

Post-Activation of the Severe Weather and Emergency Conditions Policy

• Maintain contact with the Durham County EOC (if activated)
• Update Emergency Coordinator / senior leadership with information from contract weather service
• Communicate with Durham law enforcement agencies concerning county road conditions
• Notify communication office and target groups as appropriate of hazards that develop on campus