Emergency Preparedness: Preserving Your Life s Work University of Miami Miller School of Medicine & UHealth Department of Public Safety www.publicsafety.med.miami.edu Office of Research, Research Education and Innovative Medicine www.research.med.miami.edu
Preserving Your Life s Work Agenda Preparing for Emergencies & Disasters Service Standards - #1 Safety Why is emergency preparedness really important? Lab Safety Research Preparedness Overview Preparedness Checklists Critical Equipment Sample Preservation UReady Continuity Plans Data Safety & Security Tools & Resources Hurricane Guidelines Active Shooter Training
Service Standards & Behavior Safety is Number 1! Behaviors Providing for the welfare and peace of mind for all Know and follow all safety procedures in your area. Identify and help address potential safety hazards. Educate others on safe behaviors. Protect privacy of information.
UM Public Safety Medical Campus Public Safety Department Overview Professional University Public Safety Department Department functions: Uniformed Operations, Emergency Management, Security Systems, Photo ID & Access, Parking and Transportation, Crime Prevention Operate 24 hours a day, 365 days a year On-campus communications center Save these numbers in your phone (305) 243-6000 (Medical Public Safety - Emergency) (800) 227-0354 (Emergency Hotline)
Lab Safety Getting back to the basics Do you have a comprehensive list of all the hazardous materials in your lab? Are you storing all the hazardous materials in a safe manner? Are all of your lab staff aware of safety procedures? Environmental Health & Safety Lab Safety
Lab Safety To Do: Before working with a chemical Proper PPE Engineering Controls Safety Equipment Chemical Spill Kit Completed Laboratory Self-Assessment Worksheet Emergency Phone Numbers Public Safety: (305) 243-6000 EHS Main Office: (305) 243-3400 EHS Hazardous Materials Unit: (305) 243-3268
Lab Safety Access the Lab Safety Manual
When it hits close to home RMSB Fire September 2015 Closest Lab
Disaster Impacts Consider the following What if you returned to work tomorrow and learned you couldn t get into your area for a few days / weeks? Without warning your computer hard drive is destroyed; what would you lose? Do you have photos of your high value equipment? A lab fire causes all samples in a freezer to be lost; how would this impact research? University of Missouri Hydrogen Gas Explosion
Are you prepared? What would you do? credit goes to the professor for his knowledge of what was in the lab so that fire fighters knew they could safely enter the building and extinguish the fire otherwise, we would have left the fire to burn. - Battalion Chief, Columbus Division of Fire Chemical & Engineering News Ohio State University http://pubs.acs.org/cen/news/83/i21/8321ohio.html
Incidents You May Face My building and/or lab may be impacted by Water Damage Wind Damage Roof Cave In Critical System Failure Power Failure Fire Now what?
Taking Action Why is it important to prepare now? Protecting research, funding and jobs Work is part of the larger University purpose / mission Will funding continue if significant research is lost? Not all hazards and threats provide time to prepare before impact Being prepared minimizes loss and allows for quicker recovery
Preparing Lab Equipment Register and Label Critical Equipment Register critical equipment on Department of Public Safety website. Registration includes: Entering emergency contact information Identifying normal operating conditions Connecting freezers to electronic monitoring systems
Disaster Preparedness Hurricane Kits: Emergency Supply Inventory The items listed below are suggestions from RIM on items to obtain for your hurricane supply kit. These items may be purchased through the Grainger catalog on UM s Ariba ordering system. Physical Plant store room maintains a limited quantity of supplies that can be obtained via an IDR Large storage containers Rolls of plastic sheeting: 10 x 100 ft XXL Ziploc storage bags (3/box) Flashlight and DD batteries Weather alert radio
Disaster Preparedness Phone tree Communication & Documentation + = Upload to UReady Plan and save on cloud based storage solution. Photo documentation for all high value equipment
Preparing Samples & Data Prepare Inventories Refrigerators, Freezers, Incubators, Cold-Rooms, Liquid Nitrogen Tanks, Data Maintain an updated inventory sheet Itemize tissues, cell lines, reagents, etc. Discard unnecessary items Ensure data has been backed up to secure servers Consider sending replicate critical samples to a collaborator or approved biorepository
Preparing Samples & Data BIOREPOSITORIES Offer: Inventory management Transportation Storage of biological samples at temperatures (-80C, -20C, +4C, LN2) Cold chain of custody Temperature monitoring Validation Regulatory compliance Action plans Risk mitigation Business continuity Disaster recovery Some Suggestions: Pacific Bio-Material Management, Inc (PBMMI) http://pbmmi.com/ BioStorage Technologies, Inc. http://www.biostorage.com/ Fisher BioServices, Inc. http://fisherbioservices.com/
Why prepare in advance? What NOT to do with your equipment. What s wrong here? Contact for moving assistance! Photo attribution: Dr. Andrew Brooks; ISBER 2014 workshop, Weathering the Storm Photo attribution: Charlene Karvonen; ISBER 2014 workshop, Hell or High Water, Disaster Readiness and Recovery
Resources for Preparation Public Safety Emergency Notifications Ready Hurricane Guidelines Active Shooter Training
UReady Continuity Plans Continuity planning: How can we prepare to continue operations despite disasters? How can we resume our operations rapidly and responsibly? UReady Plans: Identify critical functions Describe how you might carry on these functions under conditions of diminished resources Contain critical information for during and after a disaster Describes how we can prepare. Actions Items: Things we can do now!
Data Safety & Security How do I protect my work? Network File Services Personal File Directory Shared File Directories Cloud Based Storage Systems Box Google Drive OneDrive johnsmith mydepartment Don t Save Here! Maintain hard copies, where applicable it.med.miami.edu/x64.xml
Will my access be restricted? Visit miami.edu/prepare If leadership decides to close the campus, you will not be allowed access to your lab. Each building will be cleared and limited access will be granted until the campus reopens To stay up to date check the website or automated messages. The information on these sources is correct and regularly updated. Toll Free: 1-800-227-0354 Medical: (305) 243-6079 Gables: (305) 284-5151 Rosenstiel (RSMAS): (305) 421-4888
What if it s not safe for all to return for days, weeks, or even months? Utilize your UReady Continuity Plan to prioritize resumption of critical operations and transition to preidentified alternate work locations. If you are performing sponsored research, contact the Office of Research Administration (305) 284-3871 to coordinate lengthy delays in grant objectives with your Program Officer. Closed
Essential Personnel Designating Essential Employees in Workday Remember Essential Personnel are not just for Hurricanes! There are many types of incidents. Who is Essential? Anyone directly supporting critical functions identified in your UReady Plan Anyone directly involved with Protection of life and property Patient Care Maintaining critical facilities & systems Ensure the continuation of critical University operations Attending to the needs of students Use the Designating Essential Personnel Tip Sheet for Workday Instructions
Hurricane Guidelines Preparation, Response & Recovery Provides specific guidance for the Medical / UHealth Campus on preparation for, response to, and recovery from the impacts of a tropical storm or hurricane. Medical and UHealth Hurricane Guidelines
Principle Investigator Checklists Prepare for and respond to a disaster Available at: research.med.miami. edu/discoveryresearch/discoverypreparedness
Active Shooter Training Enroll in a preparedness course One hour in-person interactive training session Based on Department of Homeland Security curriculum Class focuses on individual preparedness and response Available for both small and large groups 150 pure wellness points www.miami.edu/activeshooter Contact Emergency Management or Public Safety
All-Hazards Emergency Response Responding to common hazards & threats at UM Available Via: Website (mobile friendly) Interactive PDF Print Friendly PDF UMiami Mobile App View the guide
Emergency Alerts Emergency Notification Network (ENN) miami.edu/enn Text & Voice Calls Email Mobile App RSS Facebook Twitter Emergency Hotline Web Banner
Emergency Notification Network Prepared Alerts for Life Threatening Emergencies UMiami ENN: ARMED INTRUDER ON MEDICAL CAMPUS. Seek a secure location now if you are on campus. Avoid area if off campus. www.miami.edu/prepare or 1-800-227-0354 Examples: active shooter, armed subject, hostage situation UMiami ENN: DANGEROUS SITUATION ON MEDICAL CAMPUS. If on campus, be alert. If off campus, avoid area. More info forthcoming. www.miami.edu/prepare 800-227-0354 Examples: explosion, building collapse, aircraft crash, HAZMAT release, large fire UMiami ENN: WEATHER EMERGENCY ON MEDICAL CAMPUS. Seek shelter immediately in the nearest building if you are on campus. www.miami.edu/prepare or 1-800-227-0354. Examples: spotted tornado, dangerous hail, flash flood
Other Resources Be Prepared! Bookmark these pages www.miami.edu/prepare www.miami.edu/mobile/emergency www.facebook.com/umiamienn www.twitter.com/umiamienn Numbers to save Public Safety Emergency: (305) 243-6000 Emergency Info Hotline: (800) 227-0354 226787 (ENN Text Short Code) 67283 (ENN Text Short Code) Keep your contact information in Workday current!
Questions & Answers Matthew Shpiner Director of Emergency Management University Office of Emergency Management Office: (305) 284-8005 Cell: (305) 984-4467 Email: mshpiner@miami.edu Helene Valentine Director of Research Support Office of Research, Research Education, Innovative Medicine University of Miami Miller School of Medicine Office: (305) 243-8842 Cell: (305) 781-8407 Email: hvalentine2@med.miami.edu