Gulf Coast Region Hurricane Prep

Windham School District Hurricane Preparation Initial Advisory

I. Communication

Each WSD location will develop a communication procedure that ensures each staff member is notified regarding important information. Clearly, communication is essential in every phase of preparation and in every phase of the hurricane event.

Telephone

WSD employees are responsible for updating contact information on the PeopleSoft system as needed. Employees are responsible for making contact information available to their Principal/Supervisor and for being available for contact during the event unless an emergency situation prevents telephone communication. Employees are responsible for updating the Principal/Supervisor if contact information changes during the event (WSD BP-7.03-2). The Principal/Supervisor must print an Employee Contact List and Emergency Contact Report from PeopleSoft and have it available in a secure accessible location until the critical event has passed and school resumes operations. The Principal/Supervisor will initiate the communications procedure when necessary to inform staff of appropriate conditions, events, or information. o Initial contact is by telephone/cell phone call o Secondary contact is email/text The Principal/Supervisor will make his/her blackberry and/or personal cell phone number available to all staff. The Principal/Supervisor will be the first contact for staff. The Regional Offices will be the second contact for unit staff (North TX 254-739-5555 ext. 3311, South TX 361-362-6516 and West TX 325-573-7402) The Warden’s office or the incident command center at the staff's assigned unit will be the third telephone contact for unit staff. The Warden's office or incident command post will have information on the status of the unit and will, under most circumstances, have information on the status of the school. The Windham School District Division of Operational Support will be a point of contact for both unit staff and WSD administrative staff. Information will be available at (936)291-5355 or (936)291-5274. In the event that the WSD Administrative Complex is closed for power outage, staff may make contact through cell phone: (936)355-4055 or (936)661-6212

The Windham Web Site will be used as a secondary means of information gathering if supervisor is unavailable. Updates will be available on the WSD Web Site as conditions allow - www.wsdtx.org

II. Securing The School

Principal/Lead Teacher will:

__ Gather information from the Warden and Regional Administrator for the potential to close school

__ Notify WSD Regional Office and Division of Operational Support regarding school dismissal/closure

Principal//Lead Teacher/Counselor/ Administrative Designee will:

__ Distribute Emergency Packets

__ Give all attendance rosters to Administrative Assistant

__ Dispense Emergency Kit materials

__ Secure all paperwork, documents, etc.

__ Take photos of assets and store the photos/camera appropriately

__ Shut down, lock up and protect all equipment from water damage

__ Secure credit card

__ Turn in all project money to Warden's Office

__ Secure GED Tests/ EA Tests and/or Industry Standards Tests

__ Secure Tool Inventory

__ Ensure that key control is maintained

__ Contact Information Technology at the Regional Office or the WSD Administrative Office for specific information on the proper shut down of the computer system.

Emergency Packet includes: Alternate meeting location, essential phone numbers, buddy calling system, and checklist (job specific- Each member of staff will have a checklist unique to his/her position: principal, secretary, counselor, teacher, and librarian)

Protecting all computer equipment from the effects of water is a primary concern. Make certain that your computer equipment is not located in front of windows or under an unstable structure. You may need to disconnect equipment from its power supply and attempt to protect and secure all hardware in a place to avoid damage. Cover the equipment with plastic, if possible.

Teacher will:

__ Give all attendance rosters to Administrative Assistant

__ Acquire Emergency Packet

__ Secure all paperwork, documents, etc.

__ Shut down, lock up and protect all equipment from water damage

__ Secure classroom

__ Maintain key control

Emergency Packet includes: Alternate meeting location, local media information, essential phone numbers, buddy calling system, and checklist (job specific).

Vocational Teacher will:

__ Give all attendance rosters to Administrative Assistant

__ Acquire Emergency Packet

__ Secure all paperwork, documents, etc.

__ Shut down, lock up and protect all equipment from water damage

__ Secure all tools and chemicals

__ Secure tool inventory and broken tool log books

__ Secure classroom (including outside areas)

__ Maintain key control

Emergency Packet includes: Alternate meeting location, local media information, essential phone numbers, buddy calling system, and checklist (job specific).

Librarian/Library Aide/Library Assistant will:

__ Acquire Emergency Packet

__ Secure all paperwork, documents, etc.

__ Provide updated Book Inventory to Principal

__ Secure library (including equipment and books)

__ Maintain key control

Emergency Packet includes: Alternate meeting location, local media information, essential phone numbers, buddy calling system, and checklist (job specific).

III. Closing the School

It will be the responsibility of the Principal, in coordination with the Regional Administrator and Unit Warden, to decide whether school will be dismissed or closed, and to designate a make-up date. (WSD OP 7.23).

The Principal will notify the Division of Operational Support to report school dismissal/closure. The Principal or Regional Administrator should provide updated information to the Division of Operational Support until crisis conditions have ended and school is ready to resume. ( 936-291-5355 or 936-291-5274). In the event that the WSD Administrative Complex is closed for power outage, staff may make contact through cell phone: ( 936-355-4055 or 936-661-6212)

The Principal and Regional Administrator will coordinate with WSD Superintendent and Division of Operational Support to establish return to work dates, times, and locations. The Division of Operational Support will inform other WSD divisions regarding the unit’s return to work.

IV. WSD Regional Offices

Regional Administrator/Designee will:

__ Determine with Superintendent if regional office will close

__ Ensure contact information is available for TDCJ units and WSD regional/unit personnel

__ Distribute Emergency Packets

__ Dispense Emergency Kit materials

__ Secure all paperwork, documents, etc.

__ Take photos of assets and store the photos/camera appropriately

__ Shut down, lock up and protect all equipment from water damage

__ Secure credit card

__ Secure GED Test / EA Tests and/or Industry Tests (if applicable)

__ Ensure that key control is maintained

__ Ensure that all regional cars are filled with gas

IV. WSD Administrative Complex

Division Director/Designee will:

__ Determine with Superintendent if administrative complex will close

__ Designate personnel to man the Emergency Operations Center in the Division of Operational Support

__ Distribute Emergency Packets

__ Dispense Emergency Kit materials

__ Secure all paperwork, documents, etc. (specific per department)

__ Take photos of assets and store the photos/camera appropriately

__ Shut down, lock up and protect all equipment from water damage

__ Secure credit card

__ Secure GED Tests/ EA Tests and/or Industry Tests (if applicable)

__ Ensure that key control is maintained

Emergency Packet includes: Alternate meeting location, local media information, essential phone numbers, buddy calling system, and checklist (job specific).

IV. Employee Concerns

If school is held, Windham personnel who miss work because of inclement weather may use discretionary or compensatory leave. Employees who do not report to work and do not have a leave balance will incur a dock in pay. Employees are encouraged to accumulate discretionary (personal) leave so that they have time to use for absences during a hurricane. Employees may, for appropriate circumstances and with approval from the principal/supervisor, use available time to leave prior to school closing. If the employee does not have discretionary time available the employee’s pay will be docked; however, the employee will not be subject to progressive discipline for being absent from work. It is the employee’s responsibility to be in contact with supervisor regarding status updates on the situation and any further instructions relating to work and the resumption of WSD operations. Employees must be prepared to return to work at location of assignment or at an alternate location on the date and time specified by supervisor or WSD administration. The normal administration of time per WSD policy resumes on the date and time specified by supervisor or WSD administration. Employees who do not have discretionary time to use, who are dealing with emergency situations and cannot be present at work, will not be subject to progressive discipline for being absent from work - although their pay will be docked. They must, however, report their status daily to their Principal/Supervisor at the beginning of the work day. All absences should be entered regardless of the employee’s balance.

V. Safety

 Evacuation Tips o Call 2-1-1 for evacuation routes, shelter and special needs www.211texas.org/211/hurricane/alert.do o Emergency Alert Stations (A complete list may be found here: https://www.tab.org/public/upload/files/misc/eas-texasplan.pdf)

Austin LP-1 KFRQ 94.5 FM LP-1 KLBJ 590 AM LP-2 vacant LP-2 KASE 100.7 FM NWS KHB-33 162.4 VHF NWS WXK-27 162.4 VHF Bryan/College Station Beaumont LP-1 KXCS 103.9 FM LP-1 KLVI 560 AM LP-2 KSAM 101.7 FM LP-2 KQXY 94.1 FM NWS WXK-30 162.55 VHF NWS WXK-28 162.475 VHF Corpus Christi Brownsville/McAllen LP-1 KNCN 101.3 FM LP-2 KZFM 95.5 FM LP-1 KOOI 106.5 FM NWS KHB-41 162.55 VHF LP-2 KYKS 105.1 FM Dallas/Fort Worth NWS WXK-36 162.475 VHF LP-1 WBAP 820 AM San Antonio LP-1 KSCS 96.3 FM LP-1 WOAI 1200 AM NWS KEC-56 162.4 VHF LP-2 KKYX 680 AM Houston NWS WXK-67 162.55 VHF LP-1 KTRH 740 AM Tyler/Longview LP-2 KUHF 88.7 FM LP-1 KNUE 101.5 FM LPS KLAT 1010 AM LP-2 KYKX 105.7 FM NWS KGG-68 162.4 VHF NWS KWN-32 162.425 VHF Lufkin/Nacogdoches

 Help tips for how to prepare for a hurricane (shelter in place or evacuation plans): o www.txdps.state.tx.us/dem/ThreatAwareness/weather_aware_hurricane.htm o www.dshs.state.tx.us/preparedness/hurricanes.shtm o www.txdps.state.tx.us/dem o txdot.gov/inside-txdot/division/traffic/safety/weather/hurricane.html o Call to ascertain highway road conditions 1-800-452-9292  Turn off water and electricity at the main valve or breaker.  Turn off propane gas tanks that serve individual appliances like a stove or grill. Do NOT turn off natural gas unless local officials advise to do so.  Have a phone list / buddy calling system - let your emergency contact person and a co-worker know the contact numbers of friends/family with whom you will be staying.  Get Local Media Info  Have cash or traveler's checks. Electronic transactions, ATM's may be inoperable. Banks may be closed.  Get information on general resources / local emergency info.  WSD web site will display updated messages as conditions allow  1-866-GET-HELP (1-866-438-4357) American Red Cross - number is only active after landfall.

 Additional Survival Tips o www.readyhoustontx.gov o www.houstonoem.net o www.nhc.noaa.gov/prepare/ready.php

VI. Emergency Preparedness Kit (Some items may require warden approval at the unit level) Suggested Items: Large Trash Bags Large Ziploc Bags Duct Tape Disposable Cameras (if department/unit does not have a Digital Camera) Rolls of Heavy Duty Plastic Battery Powered Flashlights (with extra batteries)