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1 Ana G. Méndez University System – All rights reserved © 2014
ANA G. MÉNDEZ UNIVERSITY SYSTEM
OFFICE OF THE VICE-PRESIDENT OF ADMINISTRATIVE AFFAIRS
Office of the Auxiliary Vice-President of Security and Occupational Health
EMERGENCY RESPONSE PLAN
FOR HURRICANES, STORMS OR FLOODS
2014
2 Ana G. Méndez University System – All rights reserved © 2014
INDEX
I. Introduction . . . . . . . . . . 3
II. Purpose . . . . . . . . . . . 3
III. Objectives . . . . . . . . . . . 4
VI. Scope . . . . . . . . . . . 4
V. Emergency Response Committee of the COEC and COEI . . . . . 4
VI. AGMUS Central and Institutional Emergency Operations Centers 7
(COEC) and (COEI) . . . . . . .
VII. Action Plan . . . . . . . . . 8
Communication Management Plan. . . . . . 17
Plan for Emergency Response to Río Piedras River Flooding . . . . . . . . 21
Central Emergency Operations Center (COEC) Directory. . . . . 23
Agency Directory. . . . . . . . . . 24
Definition of Meteorology Terms. . . . . . . . 26
Saffir-Simpson Hurricane Wind Scale. . . . . . . . 28
Hurricane Trajectory Map (Appendix)
3 Ana G. Méndez University System – All rights reserved © 2014
I. INTRODUCTION
Due to its geographical location, Puerto Rico is exposed to weather phenomena such as hurricanes,
storms and floods. These natural disasters cause emergency situations for which we have
established adequate procedures that allow us to respond efficiently and take the necessary
precautions to protect lives and property in the Ana G. Méndez University System.
The AGMUS has taken special safety measures and we orient all the University Community about
the provisions to respond to an emergency due to these natural phenomena. For this, we developed
and implemented this Emergency Response Plan, Emergency Committees were created, and the
Central Emergency Operations Center (COEC, in Spanish) and the Institutional Emergency
Operations Center (COEI, in Spanish) were established.
II. PURPOSE
The purpose of this Emergency Response Plan for Hurricanes, Storms or Floods is to provide a
guide for the Action Plan, Emergency Committee, Duties, Responsibilities and Procedures
established at the AGMUS to respond to and manage an emergency situation effectively and
rapidly so as to mitigate the effects of these weather events.
4 Ana G. Méndez University System – All rights reserved © 2014
III. OBJECTIVES
Define the composition, functions and responsibilities of the Committee for Response to
Emergency Due to Hurricanes, Storms or Floods.
Define the function of the AGMUS Emergency Operations Centers and maintain
communication among them, before, during and after the emergency.
Prevent damage to AGMUS personnel and property.
Determine damage to the Institutions and begin the pertinent claims as soon as possible.
Facilitate resuming operations, as soon as possible, after the emergency.
IV. SCOPE
The Guides, Procedures and Action Plan provided in this Plan are aimed at protecting everyone
in the University Community as well as the property of the AGMUS.
V. COEC AND COEI EMERGENCY RESPONSE COMMITTEES
For the management of an emergency and communication during the emergency to be effective,
it is vital that all the University Community be aware of the Composition, Responsibilities, and
Functions of the Committee for Response to Emergency Due to Hurricanes, Storms or Floods,
described as follows:
5 Ana G. Méndez University System – All rights reserved © 2014
A. Composition of the COEC Emergency Response Committee
President
Chancellors
Vice-President of Administrative Affairs
Vice-President of Marketing and Student Affairs
Vice-President of Finance
Vice-President of Human Resources
Vice-President and General Manager of Sistema TV
Vice-president of Planning and Academic Affairs
Associate Vice-President of Telecommunications
Assistant Vice-President of Information Systems
Associate Vice-President of AGMUS Safety and Occupational Health
B. Composition of the COEI Emergency Response Committee
Chancellor or Representative
Vice-Chancellor of Academic Affairs
Vice-Chancellor of Student Affairs
Assistant Vice-President of Human Resources
Vice-Chancellor of Operations and Physical Facilities
Assistant Manager of Physical Facilities and Operations
Director of Off-Campus Centers
Director of Security and Guards
Assistant Manager of Administrative Services
Vice-Chancellor of IT
Director of Public Relations
Physical Facilities and Operations Personnel (Subcommittee)
Vice-Chancellor of Outreach
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C. Support Group *
Health Services
Concessionaires with facilities within the Institutions
Bursar at UMET, UNE and UT.
D. Functions and Responsibilities of the Emergency Response Committee of the COE
and the COEI
Prepare, provide and give orientation to the University Community about the guides and
procedures established to manage an emergency due to weather phenomena.
Maintain the University Community informed before, during and after the emergency.
Coordinate and take the necessary measures to protect the University Community and
the AGMUS property.
Coordinate and take the necessary measures to maintain order.
Reestablish, as soon as possible, normal conditions once the phenomenon has passed.
Should maintain communication and coordinate the necessary activities with the
following agencies during the emergency:
o National Guard
o News Media
o American Red Cross
o Puerto Rico Police
o Puerto Rico Telephone Co.
o Puerto Rico Fire Department
o PR Electric Power Authority
o National Weather Service
o Water Resources Authority
o Health Department (dispensaries or private hospitals)
o State Agency for Emergency and Disaster Management
* Members of the Support Group will be part of the COE as needed.
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VI. AGMUS Central and Institutional Emergency Operations Center
(COEC) and (COEI)
The Central Emergency Operations Center (COEC) and the Center for the Institutions (COEI)
will be the place the Committee will be meet before, during and after the emergency. In this
center, the personnel (Sub-Committee) designated by the Vice-Chancellor of Operations and
Physical Facilities of each Institution, will meet to collaborate tasks in organization, cleaning,
installation and removal of equipment. The COE will be located at the following areas:
A. Location
COEC AGMUS Central - Conference Room, Amalia Marín Building
COEI Universidad del Turabo - Physical Facilities and Operations Division
COEI Universidad del Este - Physical Facilities and Operations Division
COEI Universidad Metropolitana - Amalia Marín Building
B. Equipment and Materials Inventory
Each of the Institutional Emergency Operations Centers (COEI) should have the following
equipment and materials, as a minimum:
1) Equipment
Electric power generator
Telephones, mobile phones and radios for communication
Radio receivers to hear bulletins from the National Weather Service
First aid equipment
Portable lamps
Protective boots and helmets
Tools and equipment to cut and remove tree branches
Containers for drinking water, gallons of water; sufficient to provide three (3)
gallons of water for each member of the brigades and for each associate present.
2) Materials
Hurricane trajectory maps
Physical facility blueprints
List with name and address of key personnel
Telephone numbers of agencies that provide emergency services
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VII. ACTION PLAN
A. First Phase – Preparation
(Continuous from May 1 – 31)
In this preparation phase, inspections and activities are done to ensure that we have the
information, material and equipment necessary and updated so as to be prepared, in accordance
with this Plan, to respond effectively to an emergency.
Functions, Responsibilities and Activities that should be done in this phase:
AGMUS Associate Vice-President of Safety and Occupational Health
Revise and distribute the Emergency Response Plan for Hurricanes, Storms or Floods.
Provide orientation to the University Community about this Plan.
Meet with the Emergency Response Committee, discuss the plan with its members and
have practice exercises.
Meet with the Vice-Chancellor of Operations and Physical Facilities, and the Directors of
Security to review their functions and responsibilities in this plan.
Coordinate inspections in the Institutions to ensure compliance with the provisions of this
plan.
Revise and distribute the Telephone Directory of the AGMUS Executives.
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Vice-Chancellor of Operations and Physical Facilities, and Director of Security and Guards
Perform detailed inspections to the Physical Facilities and coordinate the necessary
repairs an the Main Campus and the Off-Campus Centers, so as to correct any
deficiencies that may pose a risk.
Coordinate the removal of debris, trash or materials that may be dragged by wind or
water currents.
Secure the electric and telephone lines, by cutting tree branches that may affect them.
Keep First Aid kits with the necessary articles.
Maintain an adequate inventory of materials, tools and equipment necessary for an
emergency situation.
Ensure that there are metal sheets or boards available to protect vulnerable areas in each
structure, provide storage for those protective boards and perform the structural
preparations necessary for the installation.
Fill the fuel tanks for the main and portable auxiliary power generators.
Identify companies that will handle the protection of the towers and telecommunication
antennae and other transmission equipment of Sistema TV and any other AGMUS
property.
Identify places that are susceptible to flooding and oversee cleaning the drains.
Appoint a Sub-Committee that will be responsible for organizing, cleaning and removing
equipment form the facilities. Should update and have available the phone numbers of
the persons selected.
If necessary, establish a specific Mitigation Plan to deal with special needs that must be
handled at the Main Campus and Off-Campus Centers, such as: flood prone areas,
construction in process, among others. This plan should be established in coordination
with the Off-Campus Center Director, for the purpose of handling different needs.
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B. Second Phase – Mitigation
(96 hours before)
Vice-President of Administrative Affairs
Activate and direct the COEC at the AGMUS. Will recommend and inform strategies to
follow.
Associate Vice-President of Safety and Occupational Health
In coordination with the Vice-Chancellor of Operations and Physical Facilities for each
Institution, activate the Emergency Response Plan for Hurricanes, Storms or Floods, and
will remain in constant communication.
Vice-President of Marketing and Student Affairs
Coordinate with the Public Relations Personnel to establish communication strategies for
the internal public and the communication media.
Direct the process of compiling information, monitoring media, preparing press releases
or letters and sending information to the media.
Vice-Chancellor of Operations and Physical Facilities
Presides the Emergency Response Committee at his/her Institution.
Activate the COEI and the Plan at the Institution and Off-Campus Centers.
Give instructions to the Directors of the Off-Campus Centers and the Directors of
Security, and will remain in constant communication.
Remain in communication with the COEC.
Determine the activation of personnel form Physical Facilities and coordinate the
activation of personnel from other areas, according to the needs of the Institution. They
shall perform the following functions:
Coordinate the transportation and equipment to perform preventive measures and
actions taken during and after the emergency.
Distribute and install hurricane panels.
Take the necessary measures to protect material and equipment exposed to the
severe weather.
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Director of Security and Guards
Maintain communication with the government agencies and coordinate with them for the
necessary services.
Coordinate and take measures necessary to protect the University Community and
AGMUS properties.
Assign adequate guards to maintain order.
If the hurricane, storm or flood watch occurs on a weekend or holiday, he/she will be
responsible for notifying the Vice-Chancellor of Operations and Physical Facilities about
the emergency.
Remain in communication with the AGMUS Associate Vice-President of Safety and
Occupational Health.
Vice-Presidents, Chancellors, Vice-Chancellors, Off-Campus University Center Directors,
Department Directors, Heads of Departments
Heads of Departments
o Coordinate to protect property and equipment in their charge.
o Designate personnel in their offices to protect material that can be affected by rain
or wind.
o Coordinate to move desks, file cabinets, typewriters, computers and other office
equipment away from windows and doors.
o Coordinate with the Director of Security and Guards for the control of property
movement to be done in their area before the emergency. This will help prevent
losses and ensure that the property can be located when operations resume.
o Coordinate with the Vice-Chancellor of Operations and Physical Facilities for any
other measure, including orientations necessary for office personnel and specific
needs of their work areas.
Deans of Department of Science and Research
o Ensure and coordinate with the faculty and researchers and the Vice-Chancellor
of Operations and Physical facilities for the interruption of electrical power in the
Academic Laboratories.
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Directors of IT and Telecommunications
o Ensure and coordinate with the Computer Laboratories Technicians and the Vice-
Chancellor of Operations and Physical Facilities for the interruption of electric
power and network equipment in the Computer Laboratories.
Vice-President of Financial Affairs
o Assign funds to the Vice-President of Administrative Affairs, Vice-Chancellor of
Operations and Physical Facilities and the Directors of the Off-Campus
University Centers, for necessary expenses and restoring facilities.
C. Third Phase – Response
(Hurricane, Storm or Flood Watch – 48 hours before)
Before the Emergency
Vice-Chancellor of Operations and Physical Facilities
Conclude tasks for protecting property and installation of hurricane shutters in the
Institutions, Off-Campus Centers and other installations that are AGMUS property.
Secure gas cylinders or any container with flammable content.
The Physical Facilities Sub-Committee will work to provide fuel and oil for vehicles and
move them to places that offer maximum protection, so that they may be used at the
necessary time.
Perform a final inspection and pick-up of debris that may cause damage.
The COEC and the COEI should maintain communication.
Ensure that the COEC and the COEI are equipped with the supplies and equipment
necessary for the personnel designated to work during the emergency.
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Heads of Departments
Should conclude their tasks of protecting the property in their work areas.
Directors of Off-Campus Centers
Evaluate the weather conditions and possible risks in an emergency near their Center.
Communicate with the primary response agencies, such as: police, municipal emergency
management, municipal public works, etc.
Verify accesses to roads, blockages or problems with the electric power, among others.
Fifteen (15) minutes after learning of the emergency, the Directors will submit a report or
telephone communication, promptly, to the corresponding Division of Physical Facilities.
May not determine to cease operations, without consulting the Central Committee.
Director of IT and Telecommunications
At the opportune moment, and in coordination with the Heads of Departments,
disconnect the telephone switchboards, microwave radios on the private network, main
computers, department servers, laboratories and additional equipment of the
communication network.
Vice-President of Administrative Affairs
Gather all the information on the hurricane or storm (location, intensity, speed and
trajectory) and determine the estimated time (“0”) it is expected to affect Puerto Rico.
Maintain the personnel working in the COEC at the AGMUS and the COEI updated and
informed.
Chancellor
In coordination with the Vice-President of Marketing and Student Affairs, maintain the
University Community informed of the progress of the emergency and about any decision
regarding operations. Also, urge them to stay alert and maintain order.
Directors of Public Relations
Coordinating with the Chancellor, establish a message to be offered to students that call
the Institution requesting information. In coordination with the Vice-Chancellor of
Operations and Physical Facilities and the Director of Security, evacuate students from
the Main Campus and / or Off-Campus Center, as indicated in the communication.
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D. Fourth Phase – Contingency Plan
(Hurricane, Storm or Flood Watch – 24 hours before)
Central Emergency Operations Center Committee (COEC)
Official notice of suspension of work for pertinent personnel.
Activate emergency support team.
Vice-President of Marketing and Student Affairs
Coordinate with radio and television stations and the press about the message to suspend
operations in the Institutions. Place notice on the AGMUS web page.
Vice-Chancellor of Operations and Physical Facilities
Disconnect electric power switches and gas system when the hurricane is imminent.
Notify project contractors to suspend work.
Secure official vehicles in designated areas.
Maintain communication with the Directors of Off-Campus Center to stay informed of the
conditions of their facilities.
Activate the Physical Facilities personnel that will respond during the emergency.
Heads of Departments
Final inspection to protect equipment and documents
Directors of Security and Guards
Activate the Security Guards that will remain in the facilities during the hurricane.
Coordinate the closing of the facilities, after evacuating the University Community.
E. Fifth Phase – Hurricane (Emergency Management)
Committee for Institutional Emergency Operations Center (COEI)
Monitor weather conditions.
Maintain communication with the COEC.
Restrict access to the Institutions.
Disconnect utilities, before weather conditions become dangerous.
Maintain communication with the security team.
Monitor equipment and facilities of the Institution.
Communicate with Emergency Management agencies and verify the available accesses to the
Institutions.
During the Emergency
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Associates, security guards and members of the Response Committee designated to work
during the emergency, should remain inside the COE or other designated location. Each
committee and the Vice-Chancellors of Operations and Physical Facilities will designate the
personnel that will remain during the emergency, if necessary. The Vice-Chancellor will
coordinate with the Director of the Off-Campus Centers.
F. Sixth Phase – Recovery (After the Hurricane, Storm or Flood)
Emergency Response Committee
When the National Weather Service reports the danger has passed, all members of the Emergency
Response Committee, and the Special Sub-Committee selected by the Vice-Chancellor of Operations
and Physical Facilities, will report to the COEC and the COEI during the following work hours to
begin the recovery phase. The members of the Emergency Response Committee that remained at the
COE during the emergency, will be relieved by other personnel.
Vice-Chancellors of Operations and Physical Facilities
Perform an initial evaluation of damages and take measures for protecting and securing
property, the Institution and the Off-Campus Centers which were exposed or affected, avoiding
exposure to unnecessary risks. Take photographs of buildings, property, equipment and
materials that were damaged and submit a preliminary report to the Vice-President of
Administrative Affairs, for the purpose of filing insurance claims.
Will not allow access to any person, until all the facilities are inspected and it is confirmed that
they are in safe condition.
If it is determined that the area is affected by broken power lines, the PR Electric Power
Authority or the nearest Emergency Management Office should be notified, for their
corresponding action. For safety, access will not be allowed until the situation is corrected.
After eliminating all the risks, debris, materials and equipment, among others, may be removed.
o Streets will be cleared, debris removed and buildings will be cleaned so as to resume
operations as soon as possible.
Electric equipment will not be connected until they have been examined and certified by a
licensed electrician. The electrician will also examine and certify the power supplies, to
prevent short circuits.
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Reactivating the telephone switchboard will be a priority, after being examined for possible
short circuits. The Vice-Chancellor of Operations and Physical Facilities will coordinate the
reactivation of the switchboard with the Telecommunications Administrator.
The Directors of the Off-Campus Centers will perform an initial evaluation of damages at their
Center and notify the Vice-Chancellor of Operations and Physical Facilities of their Institution,
with a report of requirements to reestablish operations.
The Vice-Chancellor of Operations and Physical Facilities, with the designated associates, will
perform a final evaluation of damages and safety conditions of the property and will prepare a
report of estimated losses. This report will be submitted to the Vice-President of Administrative
affairs and to the Institution’s Chancellor, as soon as possible. The Vice-president of
Administrative Affairs will submit a final report to the President.
Vice-President of Marketing and Student Affairs
Coordinate communication with the Public Relations Directors of the Institutions.
Coordinate, with the Public relations team, communication with the news media regarding the
return to work and resuming classes for students.
Telecommunications Administrator and OCIT Network Manager
Coordinate restoring computers, servers and telecommunications of the AGMUS.
Chancellor and Vice-Chancellor of Student Affairs
The Chancellor and Vice-Chancellor of Student Affairs will analyze and modify the Academic
Calendar, if necessary, to ensure compliance with class hours. They will notify the changes to
the University Community and the Vice-President of Marketing and Student Affairs.
The Chancellor and Vice-Chancellor of Student Affairs will establish an Information Center to
gather information and register affected students. The Vice-Chancellor of Student Affairs will
coordinate with the Vice-President of Marketing and Student Affairs for notices in the media,
informing the contact phone number so students can register.
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COMMUNICATION MANAGEMENT PLAN
The purpose of this plan is to establish and make official the procedure for managing information and
the process of communication for any crisis or emergency situation, before, during and after the event.
It defines the functions of the Communications committee, made up by the Vice-President of marketing
and Student Affairs (who directs the Committee), the team from the Office of the Associate Vice-
President of Public Relations, and the Directors of Public Relations of the Institutions. The members of
this Committee are the only associates authorized to send official information about the AGMUS to the
communication media.
I. General guides for decision making in the communication process during an emergency
It is an AGMUS policy to act immediately to notify decisions, in emergency situations, to the University
Community, the communication media and the general public.
The Vice-President of Marketing and Student Affairs is the official in charge of managing information
and the communication process during an emergency. Upon receipt of a report from the Vice-President
of Administrative Affairs or the COEC Director, the Vice-President of Marketing and Student Affairs,
in coordination with the Public Relations team, is responsible for
A. Disseminating, immediately, the information among the internal and external public to avoid
other non-official sources being quoted.
B. Direct the process of communication, guaranteeing the credibility and reputation of the AGMUS.
The Vice-President of Marketing and Student Affairs will have the consent of the President and
Chancellors to reveal the actual data of the emergency and the determination of the AGMUS.
C. Consult legal affairs with the System Legal Counsel, before publishing information.
II. Action Plan
A. The Vice-President of Marketing and Student Affairs will convene the Communication
Committee, after receiving a complete report from the Vice-President of Administrative Affairs.
B. The Committee will review and approve the text of letters, press releases, among other
documents, before their distribution.
The Vice-President of Marketing and Student Affairs will previously inform the President of
any official version to be published regarding the impact of an event at the AGMUS. The
18 Ana G. Méndez University System – All rights reserved © 2014
Executive has the authority to edit the material and make other recommendations before
sending it to the media.
C. The Spokesperson
The AGMUS Spokesperson is the President or in his/her place the Vice-President of
Marketing and Student Affairs. In particular cases where a crisis situation affects a specific
Institution, the President may designate the Chancellor as the Spokesperson who will
coordinate the communication with the Office of the Vice-President of Marketing and Student
Affairs, and the Public Relations Director of the Institution.
III. Communication Process
Before the emergency
A. The Vice-President of Marketing and Student Affairs will convene the Communication
Committee to analyze the situation and determine the information to send to the public before an
emergency situation.
B. The Public Relations Directors will keep the university community of their Institution informed,
including students and associates.
C. The Office of the Associate Vice-President of Public Relations will be responsible for
maintaining the associates of the AGMUS Main Administration informed.
D. The Public Relations Directors, in coordination with the Office of the Associate Vice-President
of Public Relations, will write the official news release with the AGMUS version. The AGMUS
Media Director will send the press release with the information that can be anticipated, such as
suspending classes and work, among other information.
E. For situations exclusive to one Institution, the Public Relations Director will be responsible for
writing the press release and sending it to the news media.
The main radio stations will be used: WKAQ AM Radio Reloj, Noti-Uno, WAPA Radio,
Radio Isla and other local and regional stations.
Television channels 2, 4, 6, 11 and 40.
Daily newspapers El Nuevo Día, Primera Hora and El Vocero.
AGMUS Interactive Service Network 1-800-747-8362
Twitter (@suagm-Ana G. Méndez)
Facebook (Ana G. Méndez University System – Official Page)
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F. For notifying the internal public and students, if conditions allow, e-mail , the Internet or other
digital system will be used for communication.
During an emergency
A. The Associate Vice-President of Public Relations will coordinate the production of a message
for the telephone switchboards and the Contact Center (1-800-SISTEMA).
B. The Communication Committee will continue monitoring the media to stay apprised of events,
revise or update information in communications and to be able to make recommendations.
After the emergency
A. The Office of the Associate Vice-President of Public Relations, in coordination with the public
Relations Directors, will be responsible for updating information according to the situation and
will send press releases to the main communication media.
B. The Office of the Associate Vice-President of Public Relations is responsible for updating and
deactivating the emergency messages of the switchboards and the Contact Center.
IV. Communication Process
The President or Vice-President of Administrative Affairs will convene a meeting for the AGMUS
Emergency Response Committee. As conditions allow, communication between officials will be in
meetings or by phone.
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Information Flowchart
When the situation affects a
particular Institution, the
President may designate the
Chancellor as Official
Spokesperson. The
Chancellor will evaluate the
situation, make decisions and
inform the President and
Vice-President of
Administrative Affairs. The
Chancellor will inform the
Vice-President of Marketing
and Student Affairs to
coordinate with the Public
Relations Director to comply
with the Communication Plan
for Emergency Situations.
Coordinate the processes and
decisions made by the
AGMUS team in charge of
emergencies with the Public
Relations team.
Direct the communication
process for the external
public, including mass
communication media.
Coordinate communication
with employees through
Human Resources.
Direct the communication
process between the
University community, press,
TV, and radio, before, during
and after the emergency.
Coordinate the
communication process with
the Public Relations
Directors of the Institutions.
President
Chancellors VP Marketing VP
Administrative Affairs
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EMERGENCY RESPONSE PLAN FOR FLOODING OF RÍO PIEDRAS RIVER
Purpose
Develop and implement an Emergency Response Plan for Flooding of the Río Piedras River that
includes the creating a Committee and the procedures, responsibilities and functions its members
should follow.
Objective
Evacuate the Student Parking Areas in an ordered manner and in a reasonable time to prevent losses
due to flooding in the Río Piedras River.
Emergency Response Committee for Flooding of the Río Piedras River
The following committee is formed to handle emergencies due to flooding of the Río Piedras River.
Director of Security and Guards
Director of Parking
Coordinator of Safety and Occupational Security
Parking Coordinator
Security Sergeants
Training
The Associate Vice-President of Safety and Health, in coordination with the Director of Security and
Guards, will be the facilitators and responsible for properly training all members of the Committee,
Security Guards and Parking Personnel.
Procedure
1. On rainy days, the Director of Parking, in coordination with the Security Duty Sergeant, will be
responsible for monitoring the Río Piedras River every 30 minutes.
2. When they observe the river is reaching its “danger” point, the Security Sergeant will activate
the Emergency Response Plan for Flooding of the Río Piedras River, as follows:
The Duty Sergeant will designate one of the officers to remain near the river and monitor it
every 15 minutes. He/she will immediately communicate with the Physical Facilities Office
and inform the Director of Security of the emergency, who will notify the Chancellor.
The Director of Security, in coordination with the Duty Sargent, will give instructions to the
Director of Parking to activate personnel, close accesses and maintain control of the parking
area. They will also be responsible for directing and placing vehicles in safe parking areas.
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Ex: Parking Area G, Faculty Parking Area, Employee Parking Areas, etc.
The Duty Sergeant will give instructions to the Administrative Assistant of Physical
Facilities and, if absent, the Security Officers to activate the alarm system and
loudspeakers for emergencies. The system will activate when the telephones from
Control, Physical Facilities and Main Gate are picked up and code 8700 is entered.
After two tones, dial 00. The following message is given: “All vehicles parked in the
lower area of the student parking lots must be removed immediately. They are in danger
of flooding.” The message is repeated five times at once. Then it is repeated every five
minutes for 20 minutes.
The Duty Sergeant will designate Security Officers to visit the classrooms and offices to
notify students and associates to remove their vehicles from the flood prone areas.
This process will continue until the parking areas has been evacuated and the situation
returns to normal.
3. In situations where the rain begins in the evening hours, weekends or holidays, the Director of
Parking, in coordination with the Duty Sergeant, should remain alert to the situation and, if
necessary, activate the previously describes Emergency Response Plan.
When the Emergency Response Plan is activated in the evening, the Officer at the main
gate will be responsible for activating the loudspeakers and sending the messages, as
describes previously.
When the emergency arises in the evening hours, the director of Parking and his/her
personnel will be responsible for closing the accesses to the parking areas and leave
personnel controlling these areas. The Security Officers will be responsible for
verifying and ensuring that the accesses were closed and are under control for when the
morning personnel and students arrive.
4. No person is authorized to give information to the press or news media nor particular persons,
regarding damages to vehicles in flood prone areas of the Universidad Metropolitana. Nor can
they offer information regarding the owners of the affected vehicles.
5. The Vice-President of Marketing and Student Affairs is the person designated to direct the
Communication System in emergency situations.
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DIRECTORY
CENTRAL EMERGENCY OPERATIONS CENTER (COEC)
Location: Conference Hall, Amalia Marín Building
Telephone Switchboard: 787-751-0178 (Exts. 6425, 6508, 6997)
Fax: 787-759-7663
DIRECTORY
INSTITUTION EMERGENCY OPERATIONS CENTER (COEI)
(For Official Use Only)
Location
Telephone
UMET – Amalia Marín Building
Tel. 787 751-0178
Exts. 6425,6508,6997
Fax. 787-759-7663
Emergencies – (787) 766-2383
UT – Physical Facilities and
Operations Division
Tel. (787) 743-7979
Exts. 4402,4403
Fax: 704-2727
Emergencies – (787) 746-3008
UNE – Physical Facilities and
Operations Division
Tel. 787-257-7373
Exts. 2400, 2403, 2405
Fax: 787-762-3185
Emergencies – (787) 257-7333
24 Ana G. Méndez University System – All rights reserved © 2014
ANA G. MÉNDEZ UNIVERSITY SYSTEM
OFFICE OF THE VICE-PRESIDENT OF ADMINISTRATIVE AFFAIRS
Office of the Assistant Vice-President of Safety and Occupational Health
AGENCY DIRECTORY
AGMUS INSTITUTIONS AND OFF-CAMPUS CENTERS
Institution and Off-
Campus Centers
Emergency
Management
State Police Municipal Police Fire Department
UMET – Cupey (787) 724-0124 (787) 343-2020 (787) 701-
1111/1115/1118
(787) 763-1170
(787) 763-2543
Bayamón (787) 786-6400 (787) 787-9915/9955 (787) 785-9620 (787) 785-2330/2350
/3030
Aguadilla (787) 882-6871/6843 (787) 891-3800
(787) 997-5255
(787) 891-6455
(787) 882-4735
(787) 891-2330/4040
Jayuya (787) 692-8293 (787) 828-2020/1329 (787) 828-0762 (787) 828-2330/4040
Comerio (787) 785-2490 (787) 875-2020 (787) 875-1185 (787) 785-2330
UNE – Carolina (787) 769-4000
(787) 750-7766
(787) 343-2020
(787) 769-0200
(787) 846-
2915/0990/0991
(787) 768-0505
(787) 769-2330
Barceloneta (787) 846-3210
(787) 970-0521
(787) 846-2020/2424 (787) 846-2915 (787) 846-2330
Utuado (787) 894-6781 (787) 894-4040 (787) 894-1322 (787) 894-2330
Santa Isabel (787) 692-8320 (787) 845-2020/2065 (787) 845-7243 (787) 692-2330
Yauco (787) 856-3940
(787) 992-4291
(787) 844-1763
(787) 856-
2020/1212/2104
(787) 267-5203 (787) 856-2330
Cabo Rojo (787) 831-5454
(787) 833-7272
(787) 851-5050
(787) 851-2020 (787) 851-2105
(787) 255-2650
(787) 851-2330
(787) 462-9230
UT - Gurabo (787) 743-1510
(787) 653-5501 to
5511
(787) 737-3459
(787) 737-2020
(787) 743-2020
(787) 744-2020
744-7251 al 7528
(787) 737-2105/2111
(787) 712-2013
(787) 745-2020/4115
(787) 746-6168
(737) 737-2121
(787) 743-2121
(787) 744-2330
Barceloneta (787) 846-3210
(787) 970-0521
(787) 846-2020
(787) 8462424
(787) 846-2915
0990/0991
(787) 846-2330
(787) 846-2388
Naguabo (787) 874-1222 (787) 874-2020/0565 (787) 874-1300/1320 (787) 874-2330
(787) 852-2330
Ponce (787) 844-1763/8272 (787) 284-4040
(787) 840-2020
(787) 284-4050
(787) 848-7090
(787) 848-4707
(787) 843-2330
(787) 842-2022
(787) 842-2025
(787) 842-2005
Cayey (787) 263-1101 (787) 738-2020 (787) 738-6323 (787) 738-2121
Isabela (787) 872-0020 (787) 872-2020/3001 (787) 872-9000
(787) 830-3330
(787) 872-2330
Yabucoa (787) 893-3190/2666
/2622
(787) 266-2623
(787) 893-2020/2215 (787) 893-5190
(787) 893-0585
(787) 893-0580
(787) 893-2330
25 Ana G. Méndez University System – All rights reserved © 2014
AGENCY DIRECTORY
EMERGENCY 9-1-1
State Agency for Emergency Management 787-724-0124
and Disaster Administration
Electric Power Authority 787-521-3434
Water Resources Authority 787-620-2482
787-620-2277
Ext. 2056, 2998
National Building Maintenance 787-758-6400
J. J. Petroleum 787-755-1620
787-761-0515
FEMA 787-296-3500
Chapel & Associates, Inc. (Insurance) 787-754-0550
Puerto Rico Fire Department 787-763-1170
787-763-2543
Puerto Rico Police 787-343-2020
State Medical Emergencies 787-754-2550
787-749-8124
Medical Center 787-777-3535
American Red Cross 787-759-8100
787-758-8150
State Agency for Emergency Management and 787-882-6871
Disaster Administration in Aguadilla
State Agency for Emergency Management and 787-844-1763
Disaster Administration in Ponce 787-844-8272
National Weather Service in San Juan, P.R. 787-253-4586
Quality Air 787-776-2499
787-949-7512
Dayna Electric 787-776-2499
787-949-7512
26 Ana G. Méndez University System – All rights reserved © 2014
DEFINITION OF METEOROLOGICAL TERMS
1. Tropical Cyclone: Generic Term for a wind system in the form of a spiral that moves across the
Earth’s surface. It has closed circulation around a center. In the northern hemisphere winds blow
counterclockwise.
2. Tropical Depression: An organizes system of clouds with a defined circulation and maximum
sustained winds of less than 39 mph. Considered to be a tropical cyclone in its formative stage.
3. Storm: An organized system of clouds with a defined circulation and maximum sustained winds
between 39 and 73 mph.
4. Hurricane: A cyclone with maximum intensity with maximum sustains winds of 74 mph or more. It
has a very defined center and very low barometric pressure. Winds of over 155 mph have been
recorded in the most intense hurricanes. Hurricanes are a natural process of the planet to transport
excess heat from the tropics to colder regions.
5. Eye or Vortex: Central area of a cyclone characterized mainly by relatively calm winds. This central
zone is called the “eye”. It is about 15 to 20 miles in diameter. Winds are light in this area and the sky
may be clear or partially covered with clouds. The strongest and most violent winds are immediately
around the eye.
6. Gust: Air movement of short duration where high winds suddenly occur.
7. Gales: General term for strong winds between 39 and 54 mph.
8. Squall: Strong winds usually associated with a thunderstorm or downpour that suddenly increase in
speed and maintain a maximum speed of 18 mph or more for a period of tow or three minutes, and then
decrease rapidly.
9. Travel Speed: Speed of the movement of the mass of the hurricane. Should not be confused with wind
speed.
10. Bulletin: Information published by the National Weather Service between WARNINGS for the press,
radio and television regarding the latest details of a hurricane, storm or tropical depression. They also
publish BULLETINS related to waves from the east with unstable weather, high surf and flooding; the
geographical coordinates, latitude and longitude are not specified in these informative bulletins.
11. San Juan National Weather Service Forecast Office: Office that operates continuously with a
minimum of two meteorologists and a hydro meteorologist technician in eight hour shifts. This Office
serves residents and visitors in Puerto Rico and the U.S. Virgin Islands emitting forecasts, including
marine interests. One of its most important tasks is to coordinate with the National Hurricane Center
and emit press releases, warnings and watches during Hurricane Season. If necessary, they activate the
“Emergency Alert System” (EAS), interrupting local radio and television programming, for any
emergency situation related to weather events.
27 Ana G. Méndez University System – All rights reserved © 2014
12. Hurricane Advisory: The National Weather Service San Juan Office emits an announcement of the
development of a hurricane or tropical storm (that may turn into a hurricane) and is located at a distance
of 1,000 miles east of Puerto Rico. A watch has a generally informative nature and has details about the
location, intensity, direction of the movement of the hurricane or storm.
Hurricane ADVISORIES are numbered and emitted regularly every six hours (at 5:00 am, 11 am, 5 pm
and 11 pm).
13. Hurricane Watch: Is emitted when a hurricane or tropical Storm (that can become a hurricane) is
located at approximately 700 miles East of Puerto Rico and may pose a threat to the Island in 36 to 48
hours. A WATCH is not a WARNING; it only indicates that a hurricane is approaching and the public
should stay informed of the situation and be prepared to take rapid action in case a HURRICANE
WARNING is emitted.
14. Strong Gale Warning: An announcement indicating strong winds between 55 and 74 mph. This
warning is emitted when a cyclone is expected to affect a determined area. It is sometimes also emitted
for areas adjacent to those receiving HURRICANE WARNINGS. In other words, a specific area may
have a STRONG GALE WARNING while a neighboring areas, more directly threatened, may be under
a HURRICANE WARNING.
15. Gale Warning: A notice similar to the previous one, indicating winds between 39 and 54 mph. An
area may have a HURRICANE WARNING, another area may have a STRONG GALE WARNING
and a less exposed are will only have a GALE WARNING.
16. Hurricane Warning: When the storm is approximately between 500 and 600 miles east of Puerto
Rico, with winds of 75 mph or higher, it is a threat to Puerto Rico.
17. Hurricane Imminent: Indicates the hurricane, due to its trajectory and distance, will affect Puerto
Rico.
18. Flash Flood Watch: Means there is the possibility of flash floods in the area. Public should be alert to
the bulletins from the National Weather Service.
19. Flash Flood Warning: Means that a flash flood is imminent or is occurring. Immediate action should
be taken.
20. Urban and Small Stream Flood Advisory: Means that heavy rain may produce or are producing
flooding in streets, roads and areas with poor drainage. Some streams and creeks may overflow their
banks and flood surrounding areas.
21. NOAA Radio: Station used by the National Weather Service to directly and continuously inform the
public regarding weather conditions. It transmits at frequencies 162.40, 162.55 and 162.475 Mhz.
28 Ana G. Méndez University System – All rights reserved © 2014
SAFFIR-SIMPSON HURRICANE WIND SCALE
Category Sustained Winds (MPH)
Damages
1 74-95 Minimal
2 96-110 Moderate
3 111-130 Intense
4 131-155 Extreme
5 Over 155 Catastrophic