Hurricane Disaster. Preparedness and Recovery Plans. of Departments and Support Services

Transcription

1 Hurricane Disaster Preparedness and Recovery Plans of Departments and Support Services Dr. Rodney R. Lafon, Superintendent Revised Summer 2010

2 Narrative This document describes the hurricane disaster recovery planning process used by St. Charles Parish Public Schools in August September HurricaneRecoveryPlan/Summer2009 Narrative

3 Recovering from Hurricane Katrina: A Quality Plan St. Charles Parish Public Schools, located 25 miles from New Orleans, is recognized as a bellwether school district. Student achievement, innovative programs and practices, excellent teacher salaries, and a highly professional staff are factors that characterize the district s success. The school system is fortunate to have both an adequate tax base and the support of a community willing to approve taxes. With the financial support of the community, the district is ranked number one in the State in perpupil expenditures at a rate of $8,296 per student (compared to a state average of $6,906). The school system has received numerous honors and recognition. In the last five years the district has produced the Louisiana Superintendent of the Year, the Louisiana Teacher of the Year, the Louisiana Elementary Teacher of the Year, the Louisiana Middle School Teacher of the Year, and the High School Teacher of the Year. In late August 2005, St. Charles Parish Public Schools faced challenges that would have overwhelmed most school districts. Prior to the start of the school year, the district was in the process of implementing a district-wide messaging system (Connect- ED) for employees and parents. In addition to utilizing the system for standard outreach calls, its key component was its ability to deliver messages to multiple numbers in the event of an emergency and, more specifically, a hurricane evacuation. Employee data had already been gathered; however, student data was being collected within the first few days of school. Parents were allowed to submit up to six numbers to be called for an evacuation order and to notify them of when schools would reopen. Early during the week of August 22, Hurricane Katrina loomed off of Florida s east coast, not posing a threat to the residents of South Louisiana. At this time, schools were working tirelessly to make sure that all phone data collected for Connect-ED was entered into the system. Approximately 60,000 phone numbers were entered. On the morning of Friday, August 26, Hurricane Katrina still did not pose a threat, as it was predicted to hit somewhere along the Florida panhandle. HurricaneRecoveryPlan/Summer2008 Narrative 1

4 The Office of Emergency Preparedness had called for a mandatory 4:00pm meeting that afternoon for the Emergency Operations Center team, which included a small cadre of key school system personnel. They were put on notice that a possible mandatory evacuation could be called on the morning of Saturday, August 27; with that, a 7:00am meeting was scheduled for the following morning. With a potential threat approaching, the decision was made to stay late into Friday night to ensure that all numbers were uploaded into the Connect-ED system, a process which took over four hours to complete. School system EOC team members received a phone call at 5:00am Saturday morning asking them to report promptly to the EOC. Within a 12-hour period, Hurricane Katrina had jumped 150 nautical miles to the west, putting it into the direct path of Southeast Louisiana. The decision was made that a mandatory evacuation of St. Charles Parish would be issued at 9:00am. After conferring with the Superintendent, a message was created for the new emergency phone system, indicating that the parish was under a mandatory evacuation, schools would be closed and that everyone would be informed of when schools would re-open via this system. When the call was made, with one press of a button, the school system s message was delivered to 31,000 phone numbers with a 92% success rate. By Sunday evening, the parish was a ghost town while EOC team members awaited the landfall of Katrina. The impact of Katrina left the parish without power, sewer, and water. In addition, telephones, both land lines and cell phones, were extremely limited. The school system s representatives ventured out to assess damages to all of the district s schools and additional facilities. The district had sustained $5 million in damages from Hurricane Katrina. Fifty of the system s teachers had lost their homes. While St. Charles Parish announced schools were closed temporarily, school officials in three neighboring parishes declared schools closed indefinitely. It was clear that St. Charles Parish Public Schools would need to develop a plan to welcome and offer a quality education to hundreds of HurricaneRecoveryPlan/Summer2008 Narrative 2

5 students displaced by the hurricane, while maintaining its high standards for the 10,000 students previously enrolled in its schools. Fortunately, the school system was poised to accept this challenge and accomplish this mission. Initially, as district administrators began returning to the school system, they recognized that recovery planning and communicating with each other would have to be done without the benefit of technology. Drawing on previous training and extensive use of quality tools, leadership development, and compression planning strategies, staff members selected a planning facilitator, identified a workroom, and developed ground rules for the recovery planning process. Brainstorming was selected as the most efficient method of generating recovery issues and questions that would need to be addressed. Using large sheets of paper, the facilitator listed a department/support service on each one. Issues and questions that were raised in the brainstorming sessions were recorded on yellow post-its; purple post-its described the potential solutions and answers. All post-its were placed on the appropriate department s chart. (See Issues and Questions.) As additional staff members returned to the district, the planning process kept everyone focused. Soon the workroom walls were covered with charts displaying the recovery planning notes. It was determined that a priority should be established for the recovery action steps. Reopening schools became the number one priority. Planning notes were compiled, typewritten, and distributed to all key staff members. To encourage teamwork and to generate as many ideas as possible, directors and supervisors met frequently with their staff members to continue the brainstorming sessions. As issues and questions were addressed, the individual designated as the recorder in each department updated the department s chart in the workroom. Daily meetings of all key staff members in the workroom were essential in keeping everyone current and were used to address the most challenging problem determining the most cost-effective method of providing a quality education to the 1,300 displaced students whose parents had requested enrollment in St. Charles Parish Schools. HurricaneRecoveryPlan/Summer2008 Narrative 3

6 Two categories of displaced students were identified: Students who already resided in the parish but previously attended out-ofparish private schools ( R students). Students who were previously residents of surrounding parishes but were currently living with a St. Charles Parish resident. These students were labeled as 1603 (homeless) students. The recovery planning staff determined it was best to address each category of displaced students separately. Two different planning rooms were used to generate the issues and questions related to each category of student enrollees. In the budget planning process, a list of resources needed to accommodate displaced students was developed. The list included but was not limited to additional portables, personnel, buses, textbooks, instructional materials and supplies, computers, and furniture. The projected cost was in excess of $7 million. (See Budget Projections.) In an effort to ensure the district s financial stability, the staff members considered as many as eight options for serving the additional students. Using such quality tools as the Affinity Diagram and Force Field Analysis, the recovery planning staff reduced the number of options to those most viable for the School Board s consideration. The Superintendent and the Executive Staff met with the School Board in two committee meetings to explain and discuss each of two phases of the recovery planning process and to review the most reasonable options for serving the displaced students. (See Superintendent s Meetings.) The School Board determined that increasing the student ratio from 20:1 to 22:1 was the most cost-effective method of serving the displaced students. The School Board also approved a plan for staggering the return to school of current students, displaced resident students, and, finally, 1603 students. (See Registration Procedures.) The Superintendent believed it was imperative that the district receive state and federal aid for the increase in expenditures. He scheduled a meeting in mid-september with the State Superintendent of Education to discuss recovery issues and proposals. Later in the month, he was requested by the American Association of School Administrators to make a presentation to the Congressional Subcommittee on HurricaneRecoveryPlan/Summer2008 Narrative 4

7 Education and Early Childhood Development. At this meeting the Superintendent explained Hurricane Katrina s impact on Louisiana s school districts, described the extraordinary recovery efforts made by school systems, and requested reimbursement for the additional costs associated with enrolling displaced students. In December 2005, three months after St. Charles Parish Public Schools began serving students displaced by the hurricane Congress passed a bill authorizing $29 million in aid to Louisiana districts educating displaced students. The plan allowed school systems to receive up to $6,000 for each displaced regular student and $7,500 for each special education student. Louisiana also committed to a reimbursement of $1,250 per displaced student. Simultaneously, as the district staff addressed recovery issues and questions, the Superintendent also held four meetings with principals to ensure their knowledge and understanding of all relevant recovery developments and details. The meetings were held in the recovery planning workroom. At the beginning of the meeting, principals were given an opportunity to participate in a gallery walk, reading the recovery planning notes, and posting their own questions and answers. Examples of topics discussed include: status of facilities, payroll procedures, staffing, procedures for hiring replacement teachers, calendar changes (Recovery Phase I) and FEMA services, options for educating 1603 students, and registration plans (Recovery Phase II). (See Principals Meetings.) Due to the quantity of new information to be presented at the meetings, Administration recognized the need to respond to the principals concerns while expediting the lengthy agendas. A question bin was used for this purpose. The principals written questions were placed in a bin and then read and answered by staff periodically and at the meeting s end. This tool also served as a review of all information previously shared. Students return and entry into schools occurred on a staggered schedule. On September 15, students enrolled in St. Charles Parish Public Schools prior to the hurricane returned to school. Two days later, R students were permitted to attend school; 1603 students attended school three days following the R students. As a result of the school system s skillful recovery planning, all students were in classrooms HurricaneRecoveryPlan/Summer2008 Narrative 5

8 by September 26. Administrators who participated in the recovery planning process have praised the teamwork, the use of the workroom to keep the staff focused, the frequency of principal and staff meetings that kept everyone informed, and the expertise of the group facilitator. An Assistant Superintendent stated, During the school year, St. Charles Parish was awarded district accreditation by Southern Association of Colleges and Schools. The relationships and understanding of roles and responsibilities among staff built during this process enabled the district to efficiently develop a successful recovery plan. The school system has documented the August-September 2005 hurricane recovery planning process and the recovery action plans of the Executive Staff and all departments and support services. This information is included in a separate document entitled Recovering from Hurricane Katrina: A Quality Plan. Administration also requested each department and support service to use the lessons learned from Hurricane Katrina and recommendations generated during the recovery planning process to develop a hurricane disaster preparedness and recovery plan. Working in teams, staff members have identified critical tasks to be completed prior to hurricane season, steps to be taken immediately after the disaster, and a recovery response. For review and future use, this document includes the following information: Narrative Explains hurricane recovery planning process Hurricane Disaster Preparedness and Recovery Plans of Departments and Support Services Actions Taken Post-Katrina for Refining the Hurricane Disaster Preparedness and Recovery Plan HurricaneRecoveryPlan/Summer2008 Narrative 6

9 Hurricane Disaster Preparedness and Recovery Plans of Departments and Support Services Reflecting on lessons learned from Hurricane Katrina, staff members in each department have identified critical tasks to be completed prior to hurricane season, steps to be taken immediately after the disaster, and a recovery response. HurricaneRecoveryPlan/Summer2008 Recovery Plans

10 St. Charles Parish Public Schools Hurricane Disaster Preparedness and Recovery Plan (alphabetized by department or support service) Page Business Office 1 Child Nutrition 3 Child Welfare and Attendance 6 Curriculum, Instruction and Assessment 9 Distribution Center/Warehouse 11 Special Programs, Health and Social Services 13 Human Resources 15 Information Technology Services 18 Physical Plant Services 20 Public Information 24 Sales Tax 28 School Sites 29 Special Education 32 Transportation 34 HurricaneRecoveryPlan/Summer2010 Recovery Plans TOC

11 St. Charles Parish Public Schools Hurricane Disaster Preparedness and Recovery Plan Business Office Pre-Hurricane Planning () Person(s) Responsible Back up all computer files. Load all payroll documents. Transport payroll documents and checks to disaster recovery site. Evacuate with backed up files. Notify Chief Financial & Administrative Officer as to location and contact numbers. All Employees Payroll Specialist Payroll Specialist All Employees All Employees Post-Hurricane Immediate Response () Person(s) Responsible Contact Business Office employees & check on status. Communicate to employees time frame and sites for beginning operations. Associate of Finances and Administration Associate of Finances and Administration Post-Hurricane Recovery () Person(s) Responsible Payroll Determine if payroll can be run from office. Check status of banks for direct deposit. Order payroll checks if direct deposit not available. Prepare payroll from recovery site. Notify Public Information of any changes in delivery of payroll checks. Accounts Payable Determine if accounts payable can be run from office. Check status of postal service. Notify vendors in areas where the Post Office is not operational to contact accounts payable to arrange to pick up checks. Payroll Specialist Payroll Specialist Payroll Specialist Payroll Specialist Business Office Coordinator A/P Bookkeeper HurricaneRecoveryPlan/Summer2010 Recovery Plans 1

12 Business Office Post-Hurricane Recovery (continued) () Person(s) Responsible Insurance Verify that the health insurance company is operational to approve medical coverage. General Business Office Contact Sales Tax department for revenue projections. Work on staffing projections for remainder of year. Contact SDE for projections of State funding. Review effectiveness of hurricane preparedness and recovery plan. Insurance Bookkeeper Chief Financial & Administrative Officer HurricaneRecoveryPlan/Summer2010 Recovery Plans 2

13 St. Charles Parish Public Schools Hurricane Disaster Preparedness and Recovery Plan Child Nutrition Department Pre-Hurricane Planning () Person(s) Responsible Create duplicate backups of information on each individual PC; i.e., My Docs, etc.; take one copy offsite and put the other in the s office closet. Create backup from server (SOL2); take offsite. Review procedure to document pre-disaster conditions with managers. Cafeteria equipment Cafeteria contents Contact cafeteria managers to remind them to do the following: Back up FastLane data. Print perpetual inventory prior to leaving; keep offsite. Back up individual data; i.e., My Docs, etc. Ensure production records are up-to-date. Place all milk and bread in freezers. Return Child Nutrition vehicles to the Central Office. Contact Area Manager or within 48 hours after the disaster has passed. Call vendors to reschedule pending orders, if time permits. Contact Louisiana Department of Agriculture to request freezer/cooler space. Contact transport vendors (currently Capitol City Produce) to negotiate pick up & delivery of warehouse foods should it become necessary; three 20-ft-bed trucks or two 18-wheelers would be needed for 40 pallets. Child Nutrition Staff Child Nutrition Staff Child Nutrition Staff Cafeteria Managers Cafeteria Managers Cafeteria Managers Child Nutrition Staff HurricaneRecoveryPlan/Summer2010 Recovery Plans 3

14 Child Nutrition Pre-Hurricane Planning (continued) () Person(s) Responsible Ensure that all keys for all schools (cafeterias, freezers, coolers, etc.) are in the Child Nutrition office. During an emergency evacuation, keys need to be given to Administrator of Ancillary Services. Ensure contact information for all cafeteria managers and Central Office-Child Nutrition employees are upto-date (several contact #s should be included). Keep lines of communication open for further instructions. Child Nutrition Staff Area Manager Child Nutrition Staff Relocate food to distribution center warehouse where applicable. Post-Hurricane Immediate Response () Person(s) Responsible Child Nutrition Central Office Contact immediate supervisor once the disaster is over to receive instructions. All CNP Employees Post-Hurricane Recovery () Person(s) Responsible Child Nutrition Central Office Determine timelines for recovery. Contact managers that have not called in to area manager. Make arrangements to have goods returned from offsite storage to Child Nutrition warehouse when power returns. Place orders for food and supplies, as requested by managers. Start computers up and make sure network is functioning properly. Coordinate receipt of food and supplies with Child Nutrition warehouse supervisor. Report information to supervisor. Cafeterias Contact Area Manager for instructions within 48 hours after disaster has occurred. Contact all assigned employees to disseminate information supplied by Area Manager. Take an accurate physical inventory upon return; forward new inventory to Child Nutrition office. Area Manager CNP Staff CNP Staff CNP Staff Cafeteria Managers Cafeteria Managers Cafeteria Managers HurricaneRecoveryPlan/Summer2010 Recovery Plans 4

15 Child Nutrition Post-Hurricane Recovery (continued) () Person(s) Responsible Cafeterias (continued) Relocate food to distribution warehouse where applicable. Discard all spoiled food from coolers and freezers. Wash walls, shelving, floors, etc. with warm soapy water. Rinse all walls, shelving, floors, etc. with a mixture of water and bleach. Add 1 oz. of bleach to every gallon of water. Enter all student/adult meals that had not been entered prior to evacuation. Enter all invoices that had not been entered prior to evacuation. Complete all production that had not been entered prior to evacuation. Print a perpetual inventory after production records have been completed. Identify and highlight all items that appear on the perpetual inventory that do not appear on the physical inventory. Save all paperwork pertaining to losses. Calculate the value of the items missing from inventory, separating commodity and purchased goods values. Enter new physical inventory data. Deposit all funds that had not been deposited prior to evacuation. Complete and print end-of-month reports. Complete the Cost of Food Used report. Place orders for goods needed. Report information to Area Manager. All Child Nutrition Employees Portray a positive attitude. Emphasize the need for patience. Remind employees of the important roles they play. Emphasize the need for good attendance. Review effectiveness of hurricane preparedness and recovery plan. Report information to immediate supervisor School Food Services Technician(s) School Food Services Technician(s) School Food Services Technician(s) Cafeteria Managers Cafeteria Managers Cafeteria Managers Cafeteria Managers Cafeteria Managers Cafeteria Managers All Employees HurricaneRecoveryPlan/Summer2010 Recovery Plans 5

16 St. Charles Parish Public Schools Hurricane Disaster Preparedness and Recovery Plan Child Welfare and Attendance Department Pre-Hurricane Planning () Person(s) Responsible Secure all files and records. Back up all computer files. Obtain accurate communication information from staff. Move all technology equipment to a secure location within department. and Secretary Secretary and ITS Rep. and Secretary Post-Hurricane Immediate Response () Person(s) Responsible Establish communication with supervisor and Superintendent. Establish communication with department staff members. Notify staff members of return-to-work date. Post-Hurricane Response () Person(s) Responsible Determine damage to office site and report to appropriate person. Return office to order. Meet with Assistant Superintendent regarding district plans for student evacuees. Discuss with staff issues related to Child Welfare for student evacuees entering our system. Meet daily with the central office team to plan for the evacuees. Meet with Human Resources to review and edit the data collection form., Staff, CWA Staff HurricaneRecoveryPlan/Summer2010 Recovery Plans 6

17 Child Welfare and Attendance Post-Hurricane Response (continued) () Person(s) Responsible Post issues daily in the workroom that address needs for student evacuees. Distribute district news regarding registration to parents of student evacuees at central office. Assist in determining dates and organization for completing the data collection forms. Assist parents with the completion of the data collection forms. Set up a data base to input information regarding future enrollees, identifying residents, students identified by state, nonresidents. Provide daily reports to central office recovery planning team regarding numbers of enrollees. Assist in setting up plans for the enrollment of the resident students. Meet with Transportation Department to determine plans for identifying the buses students will ride and creating bus passes. Meet with of Special Programs to arrange for nurses and immunization information at registration. Arrange for all necessary personnel needed at enrollment site(s) to be present: school nurses, transportation, school personnel. Coordinate enrollment of resident students. Notify schools of process to enroll teachers eligible children. Assist in plans to enroll the students identified by the state CWA Staff, CWA Staff, Secretary, CWA Staff HurricaneRecoveryPlan/Summer2010 Recovery Plans 7

18 Child Welfare and Attendance Post-Hurricane Response (continued) () Person(s) Responsible Arrange for necessary enrollment materials to be delivered to sites. Assign a CWA staff member to oversee the student enrollment process at each site. Enroll students identified by the state. Provide daily reports to central office regarding the number of registrants. Update the data base from new data collection forms completed and turned into CWA during the entire process. Maintain all data collection forms in centralized location. Meet with parents who have questions about our process and whose children are not enrolled for numerous reasons. Continuously monitor the eligibility and needs of students identified by the state in our system. Sort data collection forms by city of evacuation. Meet with the Superintendent to determine a plan for investigating fraudulent information and residency. Investigate the residency of students identified by the state and notify schools of follow-up action. Provide for assistance per the McKinney Vento Act for students in dire need. Meet with Comptroller regarding compiling the data needed for state audit of displaced students. Compile data collection forms for the state audit. Continuously monitor and investigate the eligibility and needs of students identified by the state., CWA Staff, CWA Staff, CWA Staff, CWA Staff CWA Staff, Secretary CWA Staff, Secretary, CWA Staff and CWA Staff Secretary CWA Staff CWA Staff, Secretary, Secretary CWA Staff HurricaneRecoveryPlan/Summer2010 Recovery Plans 8

19 St. Charles Parish Public Schools Hurricane Disaster Preparedness and Recovery Plan Curriculum, Instruction and Assessment Pre-Hurricane Planning () Person(s) Responsible Back up files Develop directions for backing up files Purchase mini-drives Create a secure list of computer passwords Take master files (e.g., district assessments, resource center inventory) on CD or place all on one hard drive that could be taken. Move important records away from windows. Secure essential printed records. Designate a person/persons who will take essential records with them (e.g., EHS checklist) Get contact information for administrators, teachers, and students in summer programs (e.g., LEAP Summer School, high school summer school, ESYP). Identify phone numbers for out-of-parish relatives and friends of C & I Staff members. List major priorities to be addressed upon return (All C & I members). Curriculum Specialist Assistant Superintendent Secretaries All C & I Staff C & I Staff Assistant Superintendent CIA; Summer School Principals Assistant Superintendent CIA All C & I Staff Post-Hurricane Immediate Response () Person(s) Responsible Maintain communication, if possible. Contact consultants to cancel workshops. All C & I members Contact Person for each Workshop HurricaneRecoveryPlan/Summer2010 Recovery Plans 9

20 Curriculum, Instruction and Assessment Post-Hurricane Recovery () Person(s) Responsible Establish a designated time and place to meet. Assistant Superintendent CIA Survey current status of textbooks and other instructional materials. Survey offices to identify and document losses/damages. Stay flexible and offer help where needed. Assist schools in surveying damage and with recovery. Establish contact with families of HS and EHS. Establish procedures for timely testing of non-public and home school students who transfer to the district. Identify needs (e.g., housing) of employees and assist when possible. Curriculum Specialists All C & I Staff members All C & I Staff members All C & I Staff members EHS and HS s Assistant Superintendent CIA All C & I Staff Members HurricaneRecoveryPlan/Summer2010 Recovery Plans 10

21 St. Charles Parish Public Schools Hurricane Disaster Preparedness and Recovery Plan Distribution Center/Warehouse Pre-Hurricane Planning () Person(s) Responsible Review procedure to document pre-disaster conditions with employees Building Contents Building Exterior, Interior, & Grounds Bring in empty pallets and other loose items. Ensure all items are on pallets; leave nothing on the floor. Ensure trucks are fully fueled. Park trucks inside and/or as close to building as possible. Inventory warehoused items. Back up computer systems to include server. Take copy of backup s offsite. Verify employee contact numbers. Instruct employees to contact supervisor with their destination plans and to check in periodically. Contact immediate supervisor and make him aware of evacuation plans and contact information. W/C-2 W/C-1 W/C-3 W/C-3 W/C-1 Post-Hurricane Immediate Response () Person(s) Responsible Establish communication with employees and supervisor. Key: W/C-1, -2, -3: Warehouseman Courier HurricaneRecoveryPlan/Summer2010 Recovery Plans 11

22 Distribution Center/Warehouse Post-Hurricane Recovery () Person(s) Responsible Assess area for damage, including Copy Center and HLC. Check freezer and cooler temperatures. Coordinate with Child Nutrition on status of warehouse food. Restore electronic equipment. Move out empty pallets. Inventory warehoused items as well as equipment (trucks, pallet jacks etc.) Report information to supervisor. Establish contact with essential vendors; make orders if necessary. Prepare to support district. Continue communication with supervisor. Contact staff with a return date. Review effectiveness of the disaster plan. /W/C-2 W/C-1/CC W/C-3 Staff Staff Key: W/C-1, -2, -3: Warehouseman Courier HurricaneRecoveryPlan/Summer2010 Recovery Plans 12

23 St. Charles Parish Public Schools Hurricane Disaster Preparedness and Recovery Plan Department of Special Programs, Health and Social Services Pre-Hurricane Planning () Person(s) Responsible Distribute Crisis Response charts to all personnel to be used as a quick reference. Encourage childcare and nursing personnel to be a member of Crisis Response Teams at assigned school. Train personnel in first aid procedures. Make sure all schools assigned have current phone numbers (home, cell) and Connect-ED. Update school emergency phone list which includes counselors/nurses and childcare personnel (if the school site has the childcare program). Secure all equipment. Unplug computers and back up files on disks. Counselors/Nurses/ Childcare Personnel School Administrator/Safe School Chairperson Nursing Staff Counselors/Nurses/ Childcare Personnel School Office Specialists Counselors/Nurses/ Childcare Personnel Counselors/Nurses/ Childcare Personnel Post-Hurricane Immediate Response () Person(s) Responsible Contact the of Nursing and several Coordinators to assess needs. Utilize internet websites school system and parish government. Listen to WWL (870) for updates. of Special Programs Coordinator of Nursing of Special Programs of Special Programs HurricaneRecoveryPlan/Summer2010 Recovery Plans 13

24 Special Programs, Health and Social Services Post-Hurricane Recovery () Person(s) Responsible Meet with supervisors to share plans for assisting personnel district-wide. Coordinate a core team of mental health professionals to develop a plan of action. Assess displaced students for special medical needs at all school sites. Review mandatory dates for State reports and discuss with immediate supervisor. Participate in district-wide placement for 1603 and residential students and prepare a list of required immunizations. of Special Programs of Special Programs of Pupil Appraisal of Special Programs Coordinator of Nursing Special Service Nurse School Nurse of Special Programs Coordinator of Nursing of Special Programs School Nurse Staff HurricaneRecoveryPlan/Summer2010 Recovery Plans 14

25 St. Charles Parish Public Schools Hurricane Disaster Preparedness and Recovery Plan Human Resources Pre-Hurricane Planning () Person(s) Responsible Send to all supervisors/principals requesting that they review employee contact procedures and have up- to-date contact numbers for their staff members. Direct HR staff to backup all computer files and secure backup disks. Executive Executive Post-Hurricane Immediate Response () Person(s) Responsible Seek and establish communication with HR department members. Seek and establish communication with Executive Staff. Seek and establish communication with principals and key supervisors. Executive Executive, Assistants Executive, Assistants Post-Hurricane Recovery () Person(s) Responsible Assess initial impact on Human Resource needs for district. Secure relocation site, if needed, and set up temporary worksite. Order hardware and basic operational materials. Establish contact with principals and other supervisors to begin process of assessing staffing needs. Determine if a Job Fair for additional teachers/employees is needed. If needed, schedule Job Fair, securing date and location and send information to principals and other supervisors who may assist in interviewing process. Executive, Assistants Executive, Assistants ITS, Assistants Executive, Assistants Executive Assistants, Clerical Staff HurricaneRecoveryPlan/Summer2010 Recovery Plans 15

26 Human Resources Post-Hurricane Recovery (continued) () Person(s) Responsible Determine if a Job Fair for additional teachers/employees is needed (continued). Provide C. O. receptionist (if available) with application packets and/or information about online application process ( Provide district contact center (if established) with information on staffing process to share with public. Create database (in ACCESS) of applications received as result of disaster. Paper-screen applications as received and indicate acceptability including certification. Select applicants to be invited to scheduled Job Fair. Direct HR secretaries in contacting applicants by telephone to invite to Job Fair and secure commitments for attendance. Assign interviewees to a morning or afternoon arrival time. Prepare packets for interviewer and interviewees, including writing requirement information. Arrange reception/registration area for Job Fair and provide for refreshments for participants. Allow interviewees to browse and sign up for interviews during first 30 minutes of each session. Complete writing requirements and return to registration table. Return the sign-up sheets to HR with ratings of each interviewee (i.e., scoring 1-5). Notify principals of their allotments for additional teachers. Turn in recommendation to HR. Follow procedures for offering positions including reference checks, if possible. Notify successful applicants. Provide benefit information during new teacher orientation. Assist local universities in placing student teachers, if needed. Compile list of displaced teachers from district and continue communication regarding their return to district. Executive, Assistants Clerical Staff Assistants Clerical Staff Assistants Assistants Assistants Clerical Staff Clerical Staff Executive Applicant Principal/ Assistant Supt, Principals Assistants Assistants Assistants Assistants Executive, Assistants HurricaneRecoveryPlan/Summer2010 Recovery Plans 16

27 Human Resources Post-Hurricane Recovery (continued) () Person(s) Responsible Continue to counsel employees as to options with regard to their employment status if they are not able to return to work for an extended period of time. Attend principals /supervisors meetings during initial weeks following disaster to serve as a resource and to gain better perception of their needs. Reflect on action plan and revise during process as well as afterward. Executive, Assistants Executive, Assistants Entire HR Staff HurricaneRecoveryPlan/Summer2010 Recovery Plans 17

28 St. Charles Parish Public Schools Hurricane Disaster Preparedness and Recovery Plan Information Technology Services Pre-Hurricane Planning () Person(s) Responsible Facilitate meeting to discuss assignments and plans for recovery. Notify Excel Software Professionals (ESP) pending disaster declaration. Work with ESP to determine the best course of action for the backup AS400 server. If Baton Rouge is in danger, arrangements will be made to relocate the server. Prepare tapes, forms, and disaster recovery documentation for shipment. Remove and relocate NAS servers to safe area Order special forms (checks, vouchers, tax forms, etc.) that need to be replaced. Ensure that travel reservations and accommodations have been made and confirmed. Ensure that travel advance has been secured including monies for supplies, tapes, etc. Systems Analyst Systems Analyst Help Desk Coordinators Systems Analyst Network Engineers Server Administrator Help Desk Coordinators Systems Analyst Systems Analyst Systems Analyst Post-Hurricane Immediate Response () Person(s) Responsible Notify administrators of status of data center, etc. Network Technician Post-Hurricane Recovery () Person(s) Responsible Set up temporary work area within the recovery site. Install portable building, including furnishings and environmental controls, at the designated alternate site. (The determination of the location of the alternate site can be made at this time.) Network Technician Network Technician HurricaneRecoveryPlan/Summer2010 Recovery Plans 18

29 Information Technology Services Post-Hurricane Recovery (continued) () Person(s) Responsible Relocate phone lines from ITS Department (Fax ) and Help Desk Coordinator ( ) to the recovery/alternate site for use as communications lines to the Recovery Services Computer Center. Establish temporary Help Desk and notify users of the disaster and recovery plans. Install terminals, controller, printer, and modems shipped to us from the Recovery Services Center. If possible, AS400 will be dropped at Recovery Site. Load the Recovery Services Computer with the most recent set of backups available. Establish communications link between Recovery Services Computer and the recovery/alternate site. Operate and maintain all functions of the recovery/alternate site. Operate and maintain all functions of the Recovery Services Computer Center. Establish plans to return to pre-disaster levels of facilities, equipment, supplies, documents, etc. Review the effectiveness of the disaster plan as carried out. Network Engineers Help Desk Coordinators Network Engineers Systems Analyst Systems Analyst Network Engineers Systems Analyst Systems Analyst ITS Staff ITS Staff HurricaneRecoveryPlan/Summer2010 Recovery Plans 19

30 St. Charles Parish Public Schools Hurricane Disaster Preparedness and Recovery Plan Physical Plant Services Pre-Hurricane Planning () Person(s) Responsible Disaster Preparation Meeting (accomplished by second week in August) Administrative (site) Review disaster prep/recovery plans with site administrators. Check emergency phone/radio (cell phone) with site administrators. Determine emergency custodian for site with administrator. Administrator, PPS & Admin Executive of Physical Plant Services Executive of Physical Plant Services All Groups: Custodial, Distribution, Child Nutrition, Maintenance, Transportation Review disaster prep/recovery plans with all groups. Review use of 800-trunking radio with all groups. Review/revise emergency contact information. Test 800-trunking radios. Custodial Review procedure to document pre-disaster conditions with custodians. Building Contents Building Interior Maintenance Recruit emergency maintenance crew. Review procedure to back up/secure files (inventory) with crew. Review procedure to check vehicles/machinery for emergency use. Respective Executive of Physical Plant Services Maintenance HurricaneRecoveryPlan/Summer2010 Recovery Plans 20

31 Physical Plant Services Pre-Hurricane Planning (continued) () Person(s) Responsible Disaster Preparation Meeting (accomplished by first week in June) (continued) Maintenance (continued) Review procedure to document pre-disaster conditions with crew. Buildings Exterior & Grounds Special Systems (Fire Alarm, PA, Security Alarm) Telephone Utilities (Electricity, Gas, Water) Disaster Preparation Meeting (48 hours prior to event) Administrative (site) Contact/contract vendors for building cleaning. Notify all groups to document pre-disaster conditions of site. Review disaster prep/recovery plans with site administrators. Test emergency phone/radio (cell phone) with administrators. All Groups: Custodial, Distribution, Child Nutrition, Maintenance, Transportation Review Disaster Preparation and Recovery Plan with all groups. Test use of 800-trunking radio (walkie-talkie). Custodians Contact/organize emergency custodian at each site. Secure site for disaster conditions. Check/document pre-disaster conditions of site. Building Contents Building Interior Prepare site for possible use as shelter. Administrator, PPS & Administration Maintenance Administrator, PPS & Administration Executive of Physical Plant Services Respective Executive of Physical Plant Services Emergency Custodian HurricaneRecoveryPlan/Summer2010 Recovery Plans 21

32 Physical Plant Services Pre-Hurricane Planning (continued) () Person(s) Responsible Disaster Preparation Meeting (48 hours prior to event) (continued) Maintenance Contact contracted vendor for debris removal. Contact/organize emergency employees. Back up all files; arrange for safekeeping. Purchase/stock materials/supplies needed for emergency use. Secure all sites. Check/fuel/charge vehicles/machinery needed for emergency use. Check/document pre-disaster conditions of all sites. Buildings Exterior & Grounds Special Systems (Fire Alarm, PA, Security Alarm) Telephone Utilities (Electricity, Gas, Water) Administrator of Physical Plant Services, PPS & Administration Maintenance Maintenance Personnel / Emergency Custodian Post-Hurricane Immediate Response () Person(s) Responsible Establish communication with Superintendent/Executive Staff. Schedule Disaster Recovery Meeting (4 hours after event). Executive of Physical Plant Services Post-Hurricane Recovery () Person(s) Responsible Administrative (site) Contact contracted vendor for building cleaning, if needed. Notify all groups to document post-disaster conditions of site. Review Disaster Recovery Plan with site administrators. Issue 800-trunking radio (walkie-talkie) with administrators and verify operation. Verify operation of emergency phone/radio (cell phone) with administrators. Executive of Physical Plant Services HurricaneRecoveryPlan/Summer2010 Recovery Plans 22

33 Physical Plant Services Post-Hurricane Recovery (continued) () Person(s) Responsible All Groups: Distribution, Child Nutrition, Maintenance, Transportation Verify operation of 800-trunking radio with all groups. Custodians Contact/organize emergency custodian at each site. Check/document damage to site; report information to supervisor. Building Contents Building Interior Clean interior of buildings and seek assistance, if needed. Maintenance Contact contracted vendor for debris removal, if needed. Contact/organize emergency employees. Check/document damage to site; report information to supervisor. Buildings Exterior & Grounds Special Systems (Fire Alarm, PA, Security Alarm) Telephone Utilities (Electricity, Gas, Water) Repair/clean areas of responsibility. Buildings Exterior & Grounds Special Systems (Fire Alarm, PA, Security Alarm) Telephone Utilities (Electricity, Gas, Water) Schedule meeting to evaluate effectiveness of hurricane preparedness and recovery plan. Executive of Physical Plant Services Executive of Physical Plant Services Emergency Custodian Maintenance Maintenance Personnel / Emergency Custodian Executive of Physical Plant Services HurricaneRecoveryPlan/Summer2010 Recovery Plans 23

34 St. Charles Parish Public Schools Hurricane Disaster Preparedness and Recovery Plan Public Information Department Prior to Hurricane Season () Person(s) Responsible Verify validity of all media contact information, including alternate phone numbers/locations of media in case of evacuation Verify validity of contact information for representatives from surrounding school districts (i.e., Jefferson, Orleans, St. Tammany, St. Bernard, Lafourche, St. John, St. James, and the State Department of Education). Present past storm effects for Board members and Executive Staff. Distribute Connect-ED employee information verification letters three times per year: August (first day for teachers), January (first school day in month), and May (first school day in month). Ensure inclusion of Connect-ED form in all new employees and student packets. Verify student Connect-ED forms and cross-check roster of registered students with Connect-ED. Order four USB drives and external hard drives needed to back up large graphic files. Train all Public Information Department staff to post emergency information to website and develop a simple checklist of instructions. Train all Public Information Department staff to post emergency information on Channel 8 and develop a simple checklist of instructions. Train all Public Information Department staff to utilize Connect-ED for emergency information and develop a simple check list of instructions. Public Information Coordinator Special Programs Public Information Coordinator Special Programs EOC Human Resources Secretary School Office Specialists Secretary Public Information Coordinator Multi Media Services Public Information Coordinator Multi Media Services HurricaneRecoveryPlan/Summer2010 Recovery Plans 24

35 Public Information Prior to Hurricane Season (continued) () Person(s) Responsible Train all Public Information Department staff to post emergency information on high school marquee signs; develop a simple checklist of instructions. Develop eight binders with the checklist instructions and copies of directories for staff and media phone numbers. Consider additional equipment for Public Information Department staff to handle necessary after-storm tasks. Establish a two-way communication system for employees. (Facebook, , RTW Policy) TBD Secretary Public Information Department Pre-Hurricane Planning (Alert Status) () Person(s) Responsible Contact School Office Specialists to upload Connect-ED student data. Upload Connect-ED employee data. Verify Connect-ED employee groups (i.e., transportation, maintenance, etc.) Contact national P.R. service for Connect-ED. Obtain frequent updates on storm and communicate storm status to employees. Verify validity of all media contact information, including alternate phone. Verify validity of contact information for representatives from surrounding school districts (i.e., Jefferson, Orleans, St. Tammany, St. Bernard, Lafourche, St. John, St. James, and the State Department of Education). Back up computer files Secretary Secretary Public Information Coordinator Special Programs Secretary Department Staff HurricaneRecoveryPlan/Summer2010 Recovery Plans 25

36 Public Information Pre-Hurricane Planning (Alert Status) (continued) () Person(s) Responsible Review checklists for communication resources (i.e., Channel 8, the website, Connect-ED, etc.) Department Staff Pre-Hurricane Planning (Upon Evacuation Declaration) () Person(s) Responsible Send a message to employees and parents via Connect- ED, , the website, Channel 8, and the high school marquee signs. Give the message for the phone system to the receptionist. Send a press release to the media via fax and telephone notifications, including contact names and phone numbers for EOC. Compile evacuation locations and contact information for the Public Information Department and Executive Staff and distribute to department staff to include in Hurricane Binders. Take laptops/usb drives and Evacuation Binder with them during evacuation. Take a digital and video camera for documentation of damages. Secretary Department Staff Post-Hurricane Immediate Response (Alert Status) () Person(s) Responsible Keep the Executive Staff and Public Information Department staff informed of storm status. Communicate parish s assessment of damages to all stakeholders. Communicate with surrounding school districts (i.e., Jefferson, Orleans, St. Tammany, St. Bernard, Lafourche, St. John, St. James, and the State Department of Education) to ensure message consistency. HurricaneRecoveryPlan/Summer2010 Recovery Plans 26

37 Public Information Post-Hurricane Recovery () Person(s) Responsible Disseminate messages daily regarding status of parish and schools via TV and radio stations, , website, Connect-ED, community billboard, newspaper articles, and/or ads as available. Meet upon returning to work to designate specific duties. Establish the Hurricane Hotline phone bank to handle all hurricane-related phone calls. Create and update daily a list of Frequently Asked Questions with answers and distribute the list to the phone bank personnel, the webmaster, all departments, and all work areas. Report to and facilitate the phone bank. Order any requested signage. Select sites for non-electronic billboards for posting information. Department Staff Department Staff Department Staff/Designated Employees Department Staff Public Information Coordinator/Special Programs Department Staff Department Staff HurricaneRecoveryPlan/Summer2010 Recovery Plans 27

38 St. Charles Parish Public Schools Hurricane Disaster Preparedness and Recovery Plan Sales Tax Department Pre-Hurricane Planning () Person(s) Responsible Back up all computer files. Contact JPI to confirm secondary backup. Evacuate with backup files, laptops, tape drives, and portable scanner. Obtain evacuation numbers or locations for staff. Clear desktops of taxpayer records and secure all files. All Employees Secretary All Employees Post-Hurricane Immediate Response () Person(s) Responsible Contact Tax Office employees and check on status. Communicate to employees time frame and sites for beginning operations. Contact Rochelle Cancienne to update our webpage to indicate temporary address change for taxpayer returns, if necessary. Post-Hurricane Recovery () Person(s) Responsible Determine if office is operable. Check status of electronic filing software. Check status of banking operations. Arrange temporary work conditions to process collections, if necessary. Secretary Bookkeeper HurricaneRecoveryPlan/Summer2010 Recovery Plans 28

39 St. Charles Parish Public Schools Hurricane Disaster Preparedness and Recovery Plan School Sites Pre-Hurricane Planning () Person(s) Responsible Ensure Sprint/Nextel emergency cell phone and school radios are fully charged. Take Sprint/Nextel emergency cell phone and charger to evacuation destination. Cancel after-school activities. Obtain evacuation destination information of staff members, including phone numbers. Update Connect-ED and phone tree. Stock ample supply of pen drives/disks to back- up all computers. Back up staff computer files. Take back up off site. Contact personnel who are absent to obtain access to computer files to secure data. Move important papers/books off the floor and away from windows. Secure loose materials/ trash on campus. Assure that all windows, doors, vents, shutters, etc. are closed and securely locked. School Office Specialist Principal Principal School Office Specialist School Office Specialist School Office Specialist Technical Site Coordinator School Office Specialist Teachers, Custodial Staff Custodial Staff Custodial Staff Take St. Charles Parish ID badges when evacuating. All Staff Remove all food items from the school and place in dumpster outside of the building. Survey interior and exterior of buildings and report to maintenance any unusual conditions prior to the storm. Custodial Staff Administration and Custodial Staff HurricaneRecoveryPlan/Summer2010 Recovery Plans 29