Library Building FAU Libraries
S.E. Wimberly Library
Hurricane Emergency Plan

May 24, 2012

Building Supervisor - Dean of University Libraries
(William Miller)
Office phone (561) 297-3717

1st Alternate Bldg. Supv. - Asst. Dean, Public Services
(Dawn Smith)
Office phone (561) 297-1029

2nd Alternate Bldg. Supv. - Head, Access Services
(Steven Matthew)
Office phone (561) 297-4027


HURRICANE WATCH PREPARATIONS
++++++++++++++++++++++++++++

 

  1. Building Supervisor (or in his/her absence, next alternate) will notify the Associate Dean, Assistant Deans, Department Heads and the Dean's Office (297-6762 or 297-0349) to follow procedures to protect equipment identified in their hurricane preparedness plans (see attached list, "Equipment to be protected in event of a hurricane").

    Library Essential Personnel:   Dr. William Miller (297-3717), Rita Pellen (297-3781), Janice Donahue (297-2767), Amy Kornblau (297-3789), Hector Moyet (297-2068), Adit Burkule (297-2069), Mervin Ramnaraine (297-2742), Yom Chouloute (297-3793/297-0080)

     

  2. Building Supervisor and alternates should communicate with each other to ascertain whether help is needed or if it is not necessary to come on campus.

     
  3. Building Supervisor, Associate Dean, Assistant Deans and Department Heads will arrange to move portable equipment and cover stationary equipment with weighted and/or taped plastic sheets. HURRICANE SUPPLIES WILL BE STORED IN EACH DEPARTMENT.
     
    1. It is the responsibility of the respective Assistant Dean or Department Head to draft a list of equipment to be protected and to provide this list to the Building Supervisor or Alternate.
       
    2. It is further the responsibility of these area supervisors to identify members of their respective staff who might expect to be able to participate in hurricane preparations. This list should also be provided to the Building Supervisor or Alternate.

       
  4. Building Supervisor, Alternates, Associate Dean, Assistant Deans and Department Heads should each review FAU Policy Memorandum #56.

     
  5. A battery-operated radio and flashlight will be kept in the Dean's Office (LY 242), and in the offices of the Head, Reference Department (LY 148), Technical Services (LY 101), and Systems (LY 313).

     
  6. At least one flashlight will be kept in each department. Batteries should be tested each month during the hurricane season (June 1-November 30) and at the time of a hurricane watch.

  7. If a storm seems to be approaching over a weekend, we will make hurricane preparations in the library on the Friday of the week. This may be in advance of any tropical storm or hurricane watches or warnings. As storm paths may be unpredictable, equipment preparations should be made prior to the weekend.

HURRICANE WARNING EVACUATION OF WIMBERLY LIBRARY
++++++++++++++++++++++++++++++++++++++++++++++++

Upon official notification that a Hurricane Warning is in effect, the Building Supervisor will close the Library as follows:

  1. Notify Associate Dean, Assistant Deans, Department Heads, the Office Manager, Coordinator of Computer Labs, and the Computer center (OIT) that the Library is closing. Supervisors will assure that their prearranged procedures for protecting departmental equipment have been or are being accomplished and notify department employees to evacuate the building for home or other safe shelter as soon as possible. If notification to close occurs on a weekend or at night, the Reference Librarian, or key Access Services personnel will attempt to contact the Building Supervisor. If Building Supervisor or alternates are not available or are unable to come on campus, the Reference Librarian on duty or key Access Services staff who are familiar with the procedures involved in closing the building will carry out evacuation and closing procedures in place of the Building Supervisor.

     
  2. Notify Access Services Department staff to evacuate patrons and close building according to the following procedure:

     

    1. An initial closing announcement is made and repeated once. If a deviation in the proposed announcement is necessary, it is determined at this time. Otherwise, the prescribed announcement is:

      "YOUR ATTENTION, PLEASE. A HURRICANE WARNING HAS BEEN DECLARED FOR THIS AREA. AT THIS TIME ALL PERSONS EXCEPT EMERGENCY RESPONSE PERSONNEL SHOULD LEAVE THE CAMPUS."

       

    2. The above announcement is made again in five minutes (10 minutes before closing) and repeated once.

       

    3. A final announcement is made and repeated once at closing time:

      "THE LIBRARY IS NOW CLOSED. ALL UNAUTHORIZED PERSONS MUST LEAVE THE BUILDING AT THIS TIME. A HURRICANE WARNING HAS BEEN DECLARED FOR THIS AREA. ALL PERSONS EXCEPT EMERGENCY RESPONSE PERSONNEL SHOULD LEAVE THE CAMPUS. THE LIBRARY IS NOT A PUBLIC SHELTER AND MUST BE CLOSED."

       

    4. The doors to the Library are locked.

       

    5. The Access Services Supervisor and available assistants make a check of all floors, including restrooms, group study rooms, and the All Night Study, to ascertain that all persons have left the building. Lights are turned off on floors and in rooms as they are checked. Office and study room doors are closed and locked.

       

    6. An Access Services staff member remains at the Access Services Desk to watch for emergency personnel and answer the telephone while the final check is made.

       

    7. Upon completion of the final check, ending approximately 15 minutes after the closing of the Library, the lights in the Access Services area are turned out and the doors are re-checked for proper locking.

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EQUIPMENT TO BE PROTECTED IN EVENT OF A HURRICANE
+++++++++++++++++++++++++++++++++++++++++++++++++

The following is a checklist of equipment, by department or functional area to be protected. Unless otherwise noted, these items should be moved to protected areas of the building, if feasible.   All equipment moved should be tagged or labeled with the department's or person's name for later identification. If there is not enough time or staff available to move items needing protection, all electronic and electrical equipment left in place should be unplugged, moved away from windows, if possible, and covered with plastic sheeting. All office doors should be closed and locked.

 

Abbreviations:
M = Move, if feasible
U = Unplug
C = Cover with sheeting
  1. Access Services (Head, Access Services, responsible)
     
    1. Records, files, etc. - C
    2. PCs and peripherals - U
    3. PCs near windows - U, C
    4. Desks and files near windows - C
    5. Photocopier - U, C
    6. Loaded book trucks near windows - M
    7. Public photocopy machines on all floors - U
    8. Microform Reader Printers - U, C

     
  2. Administrative Offices (Office Manager, responsible)
     
    1. Notify SEFLIN (877-733-5460 toll-free), Hillel of Broward and Palm Beach ( 297-4100) FAU Broward Campuses, Jupiter Campus and the Treasure Coast Campus that FAU Boca Campus is closing.
    2. File cabinets - C
    3. Typewriters - U, C
    4. PCs -  U, C
    5. Photocopy machine - U, C
    6. Secure Staff Lounge - Unplug microwave, refrigerator and vending machine.

     
  3. Building-General (Building Supervisor, responsible)
     
    1. Check all electrical equipment (assure that all units are unplugged from electrical outlets)
    2. Exterior windows - protect with shutters if available*
    3. Ranges of shelving near South windows West Wing, third floor - Cover with plastic.
    4. Ranges adjacent to atrium, 2nd and 3rd floors - Cover with plastic.
    5. Lower fire doors separating the East Wing from the Atrium Lobby *
      *
      To be done by Physical Plant personnel

     
  4. Digital Library (Digital Initiatives Librarian and Digital Imaging Technician, responsible)
     
    1. Bookcases in room 222 – C
    2. PCs, printers, scanners, cassette deck, and turntable in 222- U, C
    3. Coffee pot, stereo and lamps in 222- U
    4. Filing Cabinets - C


     
  5. Electronic Resources Unit (Electronic Resources Librarian, responsible)
     
    1. Telephones – U,C
    2. File cabinets - C
    3. PCs, mobile devices, printers - U,C

     
  6. Government Documents Department (Assistant Dean, Public Services, responsible)
     
    1. Compact shelving - Close, cover with plastic and tape
    2. Fax/telephone - U, C
    3. File cabinets - C
    4. Microform Reader Printer - U, C
    5. PCs, printers - U, C
    6. Photocopy machine - U, C

     
  7. InterLibrary Loan (Assistant Dean, Public Services, responsible)
     
    1. Notify Lyrasis, DLLI, and the ILL listserv that FAU ILL is being shut down. Change OCLC status to non-lender (go lower case).
    2. Scanners - M, U, C
    3. PCs, printers, copiers, telefax equipment, microform readers, microform reader printers, scanners and copy machines - U, C

     
  8. Recorded Sound Archives (RSA Director, responsible)
     
    1. All ranges in 510 – covered with plastic and tape
    2. Selected ranges in 501 – covered with plastic and tape
      • Two double-sided ranges closest to and parallel to the JSA Sound Angels wall
      • First and second full double-sided ranges closest to Special Collections’
    3. PCs, printers and scanners in 501, 503, 504, 505, 510, 515 and 516 – U, C
    4. Dehumidifiers in 503, 504, 505, 510, 515 and 516 – U
    5. 501 lunch area microwave – U

     
  9. Media Center (Head, Access Services, responsible)
     
    1. Records, files, etc. - C
    2. PCs and peripherals - U
    3. PCs near windows - U, C
    4. Desks and files near windows - C
    5. Loaded book trucks near windows - M
    6. Compact shelving - C
    7. Display Racks - C
    8. Multimedia Lab Equipment - U, C

     
  10. Reference & Instructional Services  (Head, Reference & Instructional Services, responsible)
     
    1. Typewriters -  U, C
    2. PCs, printers, scanners and copy machines - U, C
    3. Display cases in the atrium lobby and display cases, 2nd floor near Dean's Office and Computer Lab - C
    4. Photocopy Machine - U, C
    5. Compact shelving in Reference - Close, cover with plastic and tape (Head, Reference Department, responsible)

     
  11. Special Collections/Archives/Judaica Collections/Jaffe Collection/Book Arts Studio (Head, Special Collections & Archives, and Director, JCBA, responsible)

    Locations: 
    Wimberly 2
    nd Floor East: SpC&A reception (261); archives (254); closed stacks (263); Davis Room (264); Pratt Room (249); supply room (265); staff offices (251, 259, 262, 271)
    Wimberly 3
    rd Floor East: Jaffe Book Arts Center reception (350); book arts studio (350B); closed stacks (350C); storage (350G); staff offices (350D, 350E, 350F); collections gallery (351); curator's office (351C); letterpress studio (318A); staff room (318C)
    Wimberly 5
    th Floor: SpC&A remote storage (room 501, NW quadrant)
    Wimbish 5
    th Floor: University Club Conference Room (552); Weiner space (550, 551, 554)
    T-6: Papermaking studio
     

    1. Musical instruments - M, U, C
       
    2. File cabinets, map cases near windows - C
       
    3. Archival materials near windows - M, C
       
    4. All computer equipment including drive(s), monitor(s), printer(s), scanner(s), terminal(s), any and all peripherals - U, C
       
    5. Photocopy machine - U, C
       
    6. Boxes on floor: Move to bottom shelves or pallets
       
    7. Rooms 254, 271, 318C, 350E, 350F, 351C, 510, 550, 551, 554 furniture/materials near windows -- U, C
       
    8. Papermaking equipment - M, C (as necessary) / Print equipment - U
       
    9. Art work on exterior walls - M   

    10. Ranges in 501 covered with plastic and tape   

     
  12. Systems Department (Department Head, Library Systems, responsible)
     
    1. Web Server - keep running so patrons and staff have access to hurricane information as long as possible.  Server will crash when power goes off. 
    2. Other Servers in Systems Department - U (Department Head, Library Systems, responsible)
    3. All equipment in 313 - U
    4. Library Security System - U
    5. PCs, printers, and other peripheral equipment in public and staff areas - U.  If equipment is near a window - M, U, C.  In work areas, coordinate with persons responsible for the areas to ensure protection.
    6. Make backup copy of MyFiles folder on personal staff PC.  Remind staff in work areas to do the same for their PCs.
    7. Notify the Florida Virtual Campus that FAU is closing due to approaching hurricane and that all ALEPH functions are being terminated. (Coordinator, Computer Applications will perform this function in the absence of the Department Head, Library Systems)

       
  13. Technical Services (Assistant Dean, Technical Services, responsible)

    (Move designated items to LY 115, if feasible)
     
    1. PCs and peripherals - U
    2. PCs near windows U, C
    3. Binding Equipment - U
    4. Binding files - M (to room 245G)
    5. Desks and files near windows - C
    6. Photocopier - U, C
    7. New books on shelves - C or M
    8. Loaded book trucks near windows - M
    9. Purchase Order File - M
    10. Art work near windows - M
    11. Theses/Dissertations, logs, files, etc. - M
    12. Fridge, Microwave, Coffee Pots - U
    13. Laptops & projector - M
    14. Boxes of new monographic shipments - M
    15. Printers, U, C

       

     

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