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McDermott Library Disaster Preparedness and Recovery Manual
Last Updated September 2006

EMERGENCY CONTACTS

The PRIMARY system for handling on-campus emergencies is the "9-1-1" emergency call. Police Officers are available 24 hours each day, seven days a week, and are prepared to respond to on-campus emergencies. 

To obtain help during less serious situations, call x2331.

  • When calling, remain calm. Carefully explain the problem and the location to Police Communications.
  • Quickly notify your supervisor of the emergency and begin to take the appropriate action warranted.

For more information go to http://www.utdallas.edu/utdgeneral/business/admin_manual/pdf/h31050.pdf

If a building emergency situation arises, such as a water leak, notify the following as appropriate:

  • During Office Hours (Monday through Friday, 8:00 a.m. to 5:00 p.m.):

Call the Library Administration Office, x2960 and report the emergency.  If no one answers, call one of the numbers listed below until a person is reached. (See Appendix A for home phone and cell phone numbers.)

Larry Sall                               x2948

Ellen Safley                            x2916

Jean Vik                                 x2623

Mary Jo Venetis                x2636   Relay TX Service (800-735-2988) and state that you are calling for Mary Jo Venetis, and then give her office number, 972-883-2636, or her home number (See Appendix A)

  • After Hours, Weekends, and Holidays:
    1. Call the campus after hours emergency number:  972-883-2147 for building emergencies only.  Be SPECIFIC about the emergency, for example, there is water running on the floor out of the fourth floor men's room in McDermott Library.  Emphasize the urgency of the situation.  State your name and the building and room number.
    2. After reporting the problem, call a Library Administrator and leave a message concerning the emergency.  (See Appendix A for home phone and cell phone numbers.)

Larry Sall                               x2960

Ellen Safley                            x2916

Jean Vik                                 x2623

Mary Jo Venetis                 x2636   Relay TX Service (800-735-2988) and state that you are calling for Mary Jo Venetis, and then give her office number, 972-883-2636, or her home number (See Appendix A)    

Disaster Response Team Members

DISASTER RESPONSE TEAM RESPONSIBILITIES

The disaster response team will coordinate first response to a library-wide emergency, as well as salvage and long-term rehabilitation of the collections and the building. 

Building Recovery Coordinator:

Assesses damage to the building and its systems; decides on recovery/rehabilitation strategies for the building; coordinates with University administration for external services/supplies/equipment related to building recovery. (Dean Sall; Mary Jo Venetis, backup)

On-Site Disaster Team Leader:

Activates the disaster plan; coordinates all recovery activities; consults with and supervises all members of the disaster team; establishes and coordinates an internal communication network; and reports to the Dean or University administration, as appropriate. (Ellen Safley; Debbie Gilbert-Stadigh, backup)

Administrator/Supplies Coordinator:

Tracks personnel working on recovery; maintains in-house disaster response supplies; orders/coordinates supplies, equipment, and services with other team members; authorizes expenditures; deals with insurance company. (Jach Ross; Carol McGee, backup)

Collections Recovery Specialist:

Keeps up to date on collections recovery procedures; decides on overall recovery/rehabilitation strategies; coordinates with administrator regarding collections-related services/supplies/equipment, such as freezing and vacuum freeze drying services; trains staff and workers in recovery and handling methods. (Paul Oelkrug; Susie Kutchi, first backup; Allen Clayton, second backup)

Subject Specialists/Dept. Head:

Assesses damage to the collections under his/her jurisdiction; decides what will be discarded and what will be salvaged; assigns salvage priorities among collections. (Erik Carlson, Brenda Mahar, School Liaisons)

Work Crew Coordinator:

Coordinates the day-to-day recovery work of library staff and volunteers to maintain an effective workflow; arranges for food, drink, and rest for staff, volunteers, and other workers. (Tiah Lambert; Sylvia Johnson, backup)

Technology Coordinator:

Assesses damage to technology systems, such as hardware, software, and telecommunications; decides on recovery/rehabilitation strategies; sets priorities for recovery; coordinates with administrator for external services/supplies/equipment related to technology. (Jean Vik; Joan Aquatero, first backup; Faizur Rahman, second backup)

Security Coordinator:

Maintains security of collections, building, and property during response and recovery. (Linda Snow; Vickie Bullock, backup)

Public Relations Coordinator:

Coordinates all publicity and public relations, including communication with the media and the public. (Tom Koch; Loreen Phillips, backup)

Documentation Coordinator:

Maintains a list of the priorities for recovery; keeps a written record of all decisions; maintains a written and photographic record of all damaged materials for insurance and other purposes; tracks collections as they are moved during salvage and treatment. (Merry Trujillo; Michelle Sancen, backup)

Medical Emergency Coordinator:

Oversees response to medical emergencies; maintains a list of all specially trained personnel who are willing and able to assist in medical emergencies (CPR, first aid, etc.) until professional medical personnel arrive. (Matt Makowka; Rosa Thompson, backup)

EMERGENCY INSTRUCTIONS

If a disaster strikes when the building is occupied, the safety of individuals inside must come first.  Familiarize yourself with the location of exit doors throughout the library and determine at least two evacuation routes.  Please remember that consideration must be given to people with disabilities during an evacuation.

Check with your supervisor for a list of emergency exits when in the department and the check-in location once evacuation is complete.   See the department evacuation plan for specific exits to use, meeting places for the department, and a list of persons assigned to take roll once outside the building.     In any emergency situation, remember the following:

  • Remain calm.
  • Protect people before property.
  • Evacuate quickly whenever you hear an alarm or are otherwise instructed to leave the building.
  • Obey all emergency personnel (security guards, policemen, firemen, etc.)
  • Follow instructions from the public address system.
  • Meet at the assigned location and check-in with your department as soon as possible.
  • If the emergency takes place during the week-end or at night, notify the Library Emergency Contact as soon as possible.
  • After the emergency is over, fill out an Incident Report Form for Library Administration.

EVACUATION PROCEDURES

Each Library department has an instruction sheet for their evacuation procedures which lists the meeting place once outside the building and the person responsible for taking roll. They should go over their procedures and practice exiting so that everyone will react quickly and will know exactly where to meet for roll call.

  • If an alarm sounds or you are otherwise instructed to leave the building through the nearest exit. Do NOT return to your office.
  • Computers, lights, and equipment may remain on.
  • Close doors behind you, but do not lock them.  If the door automatically locks when closed, leave it open.
  • Do not use elevators.
  • Remain calm as you leave the building - walk, do not run.
  • Use stairwells.  Use handrails.  Do not push or shove.
  • Police and/or fire emergency personnel will assist disabled and injured persons.
  • Once outside the building, proceed to your designated safe place for roll call.
  • Watch for emergency vehicles and equipment.
  • Do not block exits, entrances, walkways, or driveways.
  • Do not return to the building until the "all clear" is given.

POWER OUTAGE

  • Turn off electronic equipment to prevent damage from possible power surges when power is restored.
  • Voyager takes approximately 30 minutes to restart once power is restored.  If the Voyager remains unavailable after that time, notify the following:

Monday through Friday, 8:00 am to 5:00 pm:

Call one of the following people in the order listed.  Stop when you reach someone.

Faizur Rahman                                                         x4100
Daud Abdullah                                                          x4108
Jean Vik                                                                     x2623
Library Information Technology Service               x4911
Nigel Nazir                                                                 x6862
Aaron Simpson                                                          x2067

  • If Voyager is not available evenings, weekends, and holidays, contact the above list until you reach someone. (See Appendix A for home phone and cell phone numbers.)
  • If one of the Windows servers (Pharos print server, etc.) is unavailable Monday through Friday, 8am-5pm call:

                        Library Information Technology Service                 x4911

  • If one of the Windows servers is unavailable after 5pm week nights or on the week end call:

                 Tahmoures Elyasi      (See Appendix A for home phone numbers.)

         Joan Aquatero            (See Appendix A for home phone numbers.)

  • If you are in the elevator:
    • Remain calm.
    • Use the emergency intercom or call box.
    • Do not attempt to exit the elevator without the assistance of qualified personnel.

WATER EMERGENCIES

  • Do not enter an area with standing water, "live" electrical wires, or other dangerous conditions until it has been approved for entry by the appropriate safety agency.
  • Wet surfaces can be slippery and may be electrically charged.  Be very careful if you must walk on or near a wet surface.
  • If you discover a water leak, toilet overflow, or water coming into the library, follow the notification procedures on Page 2 of this manual.  For your convenience the most important numbers are reprinted below:  (See Appendix A for home phone and cell phone numbers.)

Library Administration:                     x2960

Campus emergency number:           x2147

  • Be prepared to give the following information:
    • Your name.
    • Your building and the room number where there is a problem.
    • A description of the problem, including the extent of the damage and the source of the water, if possible.
  • If the situation does not require evacuation of the building, cover endangered items with plastic sheeting.
  • If it does not threaten your safety, unplug electrical equipment and move items endangered by rising waters to higher shelves or to another safe area.
  • Do not attempt to move wet materials unless you are instructed to do so.

FIRE

  • Call 911 immediately
    • Give your name, the name of the building, and describe the extent or source of the fire, if possible.
  • Do not allow fire to come between you and an exit.
  • Do not attempt to put out the fire if you have not received training.
  • Evacuate the building quickly.
  • Do not stop to turn off computers, lights, or other equipment.
  • Close doors behind you, but do not lock them.
  • Do not use elevators.
  • If a closed door feels hot, do not open it.  Use another evacuation route.
  • Remain calm as you leave the building - walk, do not run.
  • Use stairwells.  Use handrails.  Do not push or shove.
  • Notify police and/or fire emergency personnel that a disabled or injured person is inside and they will assist in removing them. 
  • Once outside the building, proceed to your designated safe place for roll call.
  • Watch for emergency vehicles and equipment.

Do not block exits, entrances, walkways, or driveways.

 TORNADOES

If there is advance warning:

  • Remain calm.
  • Turn off electronic equipment.
  • Move to a safe area as instructed by emergency personnel or the public address system.*

Using the Fire Alarm Panel to Announce an Emergency

  • Designated personnel will be trained to use the Audio System for paging.
  • The key to open the Fire Alarm Panel is marked "Key to Fire Alarm" and is kept in the Information Desk Drawer .
  • Slide the microphone to the left to remove it. (It is very tight.)
  • Press the All Page button so that all areas of the facility will hear the announcement.
  • Press the "Push-To-Talk" switch on top of the microphone and wait for the Green LED light to stop flashing.
  • Hold the microphone close to the mouth and speak slowly and clearly.
  • Repeat the announcement twice.
  • Press the "All Page" button again to turn off paging.

*Message to be read over the public address system:

May I have your attention, please?  A tornado warning has been issued for the UTD area.  Please move to an interior wall away from windows and skylights.  An announcement will be made when the warning is lifted.  Thank you.

If there is no advance warning:

  • Remain calm.
  • Seek shelter immediately (under your desk or a table, for example.)
  • Follow instructions from emergency personnel.
  • Do not walk through the building to assess damage.

EXPLOSIONS

  • Remain calm.
  • Be prepared for further explosions.
  • Seek shelter under your desk or a table.
  • Watch for falling objects.
  • Keep away from:
    • Windows
    • Furniture that may fall (file or supply cabinets, for example)
    • Areas of shelving
    • Electrical equipment
  • Be prepared for fire, power failure, and/or water leaks as a result of the explosion(s).
  • Do not use matches or cigarette lighters.
  • Do not use elevators.
  • Do not use telephones or computers.
  • Do not move seriously injured persons unless they are in immediate danger from fire, building collapse, or falling debris.
  • Follow all instructions from emergency personnel and the public address system.
  • If instructed to do so, evacuate quickly and move away from the building.

BOMB THREATS

If the threat is made over the telephone do the following and then call 911:

  • Do not hang up.
  • Record the following information:
    • Time the threat was received:___________________
    • Exact words of the caller:

__________________________________________________

__________________________________________________

___________________________________________________

  • Try to obtain as much additional information as possible by asking the following questions:

    1.      When is the bomb going to explode?  _______________________________

    2.      Where is the bomb? _____________________________________________

    3.      What kind of bomb is it? _________________________________________

    4.      What does it look like? __________________________________________

    5.      What will cause it to explode? _____________________________________

    6.      Did you place the bomb? _________________________________________

    7.      Why? ________________________________________________________

    8.      Where are you calling from? ______________________________________

    9.      What is your address? ___________________________________________

    10.  What is your name? _____________________________________________

    • Circle any of the following that describe the caller's voice:

    Male               Female

    Young            Middle Aged            Old

    Calm              Disguised                 Nasal              Angry              Broken

    Stutter          Slow                         Sincere           Lisp                 Rapid

    Giggling        Deep                        Crying             Squeaky          Excited

    Stressed       Accent                     Loud                Slurred            Normal

    • Try to note the following:
      • If the voice is familiar, whom did it sound like? _________________
      • Were there any background noises? ____________________________

    HAZARDOUS MATERIAL SPILL

    A hazardous materials accident can occur anywhere. Hazardous materials are transported on our roadways, railways and waterways daily, so any area is considered vulnerable to an accident.  If you hear a siren or other warning signal, turn on a radio or television for further emergency information. 

    If authorities say to stay indoors, you should remain inside for protection.  This action will be recommended if there is a short release, a small amount of hazardous material in the air, or if there is not enough time to evacuate before the arrival of a cloud of toxic vapor. Take these steps to protect yourself:

  • Go inside immediately! Stay inside until local officials say you can leave safely.
  • Close all doors and windows.
  • Turn off heating, cooling or ventilation systems.
      • During office hours call x2960 and Library Administration will call x2148.
      • Nights, weekends, and holidays, call x2147 and request that the air be turned off.
  • Listen to your local radio or TV stations for further instructions.
  • Seal all gaps under doorways and windows with wet towels and duct tape.
  • Resist the impulse to go outdoors and "check things out" before authorities give the "All Clear".
  • If you are told to protect your breathing, cover your nose and mouth with a damp handkerchief or other cloth folded over several times.

    If told to evacuate, you should move to the place/shelter designated by public officials. Listen to your radio and TV for specific instructions and follow these guidelines:

    • Stay as calm as you can and move quickly to your car.
    • Keep car windows/air vents closed.
    • Do not use the air conditioner until you are out of the evacuation area.
    • Drive safely. Law enforcement officers will help with traffic control.
    • If you need a ride, ask someone.
    • If you know someone who uses public transportation, offer them a ride.
    • Do not return to the evacuated area before authorities give the "All Clear".

    TEMPORARY LOCATION DURING DISASTER RECOVERY

    If the library is evacuated and the rest of the campus is open, the Dean of the Library will make arrangements for space in a building near McDermott Library where there is wireless access to the Local Area Network and the Internet.

    o       Green Commons

    o       Student Union

    o       Bookstore Lobbies

    If space is not available, a portable classroom will be moved in as close to McDermott Library as possible.  A staff meeting area will be arranged, and all staff members will report at 8am every morning for an update on the status of the recovery process and to receive assignments for the day.  Once it is safe to enter the building, computers and materials will be brought out to establish service areas.

    Caution tape will be placed across the entry doors to the Library and large signs will be placed in front of each door to direct users to the temporary location.

    ELECTRONIC EQUIPMENT- DISASTER RECOVERY

    Disaster Scenario 1:  One floor of the library is not available. The rest of the building is available for office operation.

    • Wireless connectivity is available on all four floors of the building.
    • Departments can be relocated to different offices to continue work on a short term basis.

    Supplies needed:

    • Tables/chairs
    • Desktop pc or laptop
    • Circulation: receipt printer/scanner/barcode reader and desensitizer.
    • Electric surge protectors to plug equipment into.

    Disaster Scenario 2: Building is closed (short-term)

    • Service operation move temporarily to one of the following for close proximity to the library building:
      • Green Commons
      • Student Union
      • Bookstore lobbies
    • Wireless connectivity is available

    Supplies needed:

    • Tables/chairs
    • Desktop pc or laptop
    • Circulation: receipt printer/scanner/barcode reader and desensitizer.

    §         Surge protectors for equipment .

    Disaster Scenario 3: Building is closed (long-term)

    • Arrange space in another building for library operations.
    • Rent a portable building for service desks and technology services.

    Supplies needed for a portable building:

    • Connect a portable generator for electricity.
    • Establish internet connectivity (either wireless or hard wired).
    • Tables/chairs.
    • Desktop pc's or laptop's.
    • Circulation: receipt printer/scanner/barcode reader and desensitizer.
    • Surge protectors for equipment.
    • Mat/Acq & Cataloging: zebra printers, scanners, flatbed scanner.
    • LITS: servers.

    REFERENCE DESK SERVICES- DISASTER RECOVERY

    Once a temporary location has been acquired and it is safe to enter the library building, a reference desk will be set up near the temporary circulation desk.

    • Items the reference staff will need at the temporary location are:
      • Table or desk
      • Chairs
      • Ready Reference materials on book carts
      • Laptop or desktop computer with internet access
      • Printer
      • One OPAC computer (laptop or desktop)
      • telephone

    CIRCULATION DESK SETUP-DISASTER RECOVERY

    Once a temporary location has been acquired and it is safe to enter the library building, a circulation desk will be set up near the temporary reference desk.

    • Items the circulation staff will need at the temporary location are:
      • Folding Table: Located in Media
      • 2 Chairs
      • Sensitizer *
      • 2 Desensitizer *
      • 2 Date Stamps *
      • 1 Box of Date Due Slips *
      • One Cart of Lap Tops (If wireless internet connections are available)
      • Use one of the flat carts that belong to Materials Acquisition to carry the items marked with an *

    • If wireless internet is available, have Library Information Technology Service (LITS) set up two of the laptops with Voyager Circulation, scanners, receipt printers, and Comet Card readers.
    • If the temporary location is wired for internet access and wireless is not available, have LITS set up the circulation desktop computers with their scanners, receipt printers, and Comet Card readers.
    • Once the items have left the library building, place the outside book drops in front of each door with a sign directing library users to the temporary location. 
    • Once the staff and the items have reached the location, set up the temporary Circulation Desk on the folding table.
    • Leave the sensitizer on the flat cart so there will be table room while sensitizing items.

    CIRCULATION DESK- RETRIEVING MATERIALS

    Once a temporary circulation desk has been set up and it is safe to enter the library building to retrieve and reshelve material, circulation staff will begin operations on a reduced scale.

    • Patrons will fill out a form requesting library materials.
    • Library staff acting as pages will deliver these forms to staff in the stacks area of the main library on a scheduled basis or as needs arise.
    • Library staff will locate and retrieve the requested material and pages will deliver material to the temporary location for pick up.
    • Library staff working in the stacks will rotate frequently to avoid stress related problems.

    CIRCULATION DESK -RETURN PROCEDURES

    • Returned books will be discharged, stamped, sensitized and returned to the library by available staff.
    • The scheduled time for returns will be determined by the number of staff, books, and the type of disaster.
    • If the Main Stacks can be accessed, available staff will make an effort to shelve books in the stacks to make them easier to locate.
    • If the Main Stacks are not available, returned books will be placed on carts in call number order until they can be reshelved.
    • Returned books that have been recalled will be discharged, stamped, and processed as usual. They will then be placed on a cart marked for holds and kept at the temporary location until they are picked up or the hold expires.
    • ILL returned books will also be discharged, stamped and held on a cart with Circulation Staff until the location and status of the ILL office has been determined.
    • When the building is safe and ready for use, all available staff will help bring carts of books to the library and shelvers will begin the process of shelving books.

    INERLIBRARY LOAN SERVICES -DISASTER RECOVERY

    Once a temporary location has been acquired, Interlibrary Loan staff will be able to offer service on a restricted basis.

    • UTD will be listed as a non-provider until access to the main stacks is restored.
    • Digital copies will be provided when available.
    • Items the ILL staff will need at the temporary location are:
      • Table or desk
      • Chairs
      • Computers from ILL connected to the internet
      • Printer
      • Telephone

    INFORMATION LITERACY EMERGENCY PREPAREDNESS PLAN

    In the event of an emergency the faculty, staff, and students who are in the Information Literacy room of the Library will be evacuated through the fire exit door near the entrance to the IL room and taken to a safe area.

    The instruction librarians will adhere to the policies and plan set forth in "The McDermott Library Disaster Preparedness and Recovery Manual." Should the room or the Library building be inaccessible:

    • Instruction sessions will be suspended or relocated to other buildings on campus.
    • If possible, instruction sessions will be offered in the classroom of the requesting faculty.
    • Personal sessions can be relocated to available computer labs on campus.
    • If this is not possible, sessions will be suspended.
    • Library tours will be suspended.
    • Some items necessary to continue instruction:
      • Tables
      • Chairs
      • Telephone
      • Electricity
      • Laptop computers with access to databases and the Library's OPAC
      • Note paper and pencils

    SPECIAL COLLECTIONS ACCESS-DISASTER RECOVERY

    The Special Collections Department of McDermott Library operates differently than the rest of the library because of the nature of the materials under its care.  Because many of these materials are rare and irreplaceable, collections are non-circulating.  In addition, there are strict guidelines for use and security of the materials to ensure their availability and preservation.

    In the event of an emergency, the Special Collections staff will first ensure that the collections are not endangered by water, fire, or other damaging conditions.

    • If the collections are in danger, proper steps will be followed by Special Collections staff to ensure their safety, including removing them to a safe area.
    • Availability of collections under adverse conditions will depend upon the location of a temporary reference area, condition of materials requested, and weather (will material have to be moved between buildings?).
    • If temporary conditions are such that Special Collections materials can be made available, the f