Severe weather plan communicates safety, cooperation
“Living in Charleston, there's always a chance that severe weather will threaten us,” said Wayne L. Brannan, director of MUSC Risk Management and organizer of the new plan. “For that reason we developed a clear organizationwide weather plan that will allow us to roll into action and communicate important information.” The new plan complements existing department policies designed to aid employees working within Medical Center Authority and other areas throughout the university. It also complements our Human Resources Management's (HRM) Hazardous Weather and Emergency Policy #13 and Medical Center policy 64-A which describes procedures for preparedness and notification strategies for employees. According to Brannan, the idea was to develop a plan that can be continually improved and revised. The need for a campus plan was demonstrated last year as tri-county residents prepared for a visit by Hurricane Floyd prompting a mass exodus of the Lowcountry. Four months later, the policies were tested again following the unexpected appearance of snow and icy weather in the Lowcountry. “Overall, we were unhappy with how we were unable to communicate our plans to patients, staff, students and employees concerning delayed openings for classes, clinics and services,” Brannan said. “Having this plan is like having a roadmap to assist us in reaching our goal.” The latest in a long line of policy revisions throughout the years, the plan establishes and updates existing policies for hazardous weather or other emergency conditions. According to Brannan, the plan was developed coincidentally with the university's efforts for establishing Y2K compliance last spring. Both programs utilize the same campus departments, services and resources. “Establishing this policy will help us from a practical point of view,” said Al Nesmith, director of Safety, Security and Volunteer Services. “We've learned that we can find common ground when it comes to considering and providing certain concessions for last minute family and pet health care without compromising our staff and patient's safety and uninterrupted care.” Soon, employees, students and the general public can obtain timely information as easy as making a phone call or by the click of a computer mouse. On the onset of an approaching storm (usually about 72 hours prior to a hurricane's estimated time of arrival), visitors can log onto MUSC's homepage and click on a flashing “red alert” button. This feature guides the user to the latest weather advisories, obtain work area security plans and reviews the status of delayed work schedules and closures, hazardous weather policies, area shelter information and other directives. Much of this same information will also be available through the MUSC's 24-hour information line, 792-MUSC. “The plan doesn't just focus on one department's plan,” Brannan said. “It shows how other departments and areas interact with one another, especially during an emergency.” Highlights of the new plan include a review of storm types common to the Lowcountry area—tornadoes, hurricanes and some winter weather conditions, a work area evacuation checklist for employees, building closures and requirements for designated and non-designated personnel. MUSC students, defined as undergraduate, graduate and post doctorate candidates, are categorized as non-designated personnel and should follow instructions presented by the university, county and state authorities. Once the vice president for academic affairs and provost has confirmed class cancellations due to a weather emergency, students are urged to vacate campus immediately. If a student requires assistance during an evacuation, the student should contact the dean's office of their respective college to officially register on a student evacuation list. “In the event of a severe weather event that threatens the normal routines of campus life, students are urged to take the necessary steps and precautions to act responsibly for their safety,” said Gilbert Bradham, M.D., dean of Student Life and director of the Harper Student Center. “We encourage them to refer to the section of the MUSC Student Handbook that defines disaster preparedness and act accordingly to guidelines proposed by the Provost, MUSC and county officials.” Upon the class cancellation and evacuation order, Brannan and the Risk Management staff will coordinate efforts to publicize the information as quickly as possible. During an evacuation, students who have confirmed their request for assistance through their dean's office should report to the Library/Administration Building, room 100 for evacuation to the nearest county shelter. Once officials have cleared the storms status, designated buses will shuttle students from the shelter to the Harper Student Center. This portion of the plan will be arranged with the cooperation of University Risk Management and Transportation Services. Risk Management will assist in communicating cancellations, delays and closings through the Office of Public Relations. A public relations representative will coordinate information and supply updates with local television and radio stations, MUSC 24-hour information line, the MUSC website, the internal broadcast message system and other communication efforts. University and medical center employees and staff are advised to consult with either HR or Medical Center policies regarding employee responsibilities, leave of absence, etc. Faculty should consult their department plans and other related information in the Faculty Handbook. In addition to defining the master plan, Risk Management has also created an Emergency Contingency Plan (ECP) package that reviews employee responsibilities and activities to protect resources and equipment within their department. The university strongly advises that employees make prior arrangements for family and dependents during a severe weather evacuation. Details supporting provisions for medical center and university dependents and household pets are still being reviewed. “If we can get people to talk, think and plan ahead for their needs during a weather emergency, then hopefully they'll be able to address the important issues both on campus and at home,” Brannan said. Possible boarding locations for animals
MUSC's Severe Weather Plan website
MUSC's 24-hour information line
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