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 Executive Vice President and University Provost
University of Louisville Police

 

 

 

Annex for Internal Notification of Potential Severe Weather Events

Introduction and Assumptions
 
Advances in meteorology now provide more accurate prediction of severe weather events affecting a specific geographical area. While there still is the possibility of missing a severe weather event or having a prediction of a severe weather event that does not result in an event, the National Weather Service is more accurate than ever before.
 
When there is a potential for severe weather, units within the university should be notified and provided early internal notification allowing them to take preventive actions. This does not replace the UofL Alert. The UofL Alert will always be issued when potentially life threatening weather is imminent for a UofL facility
 
Units with Assigned Responsibilities
 
University Emergency Manager
Health Science Center Emergency Coordinator
Project Manager, Vice President for Business Affairs
Dispatch Supervisor, Department of Public Safety
Recipients of Internal Notifications
 
Weather Monitoring
 

The University Emergency Manager and Health Science Center Emergency Coordinator will serve as the primary individuals responsible for monitoring the weather. It will be their responsibility to visit the Louisville Office of the National Weather Service web site on a daily basis at the beginning of their business day. The site is http://www.crh.noaa.gov/lmk/ . If there is a hazardous weather outlook posted, they will review the information on the local web site and determine if further evaluation and analysis is indicated.

 

If hazardous or severe weather is a possibility, the next step taken is to access certain National Weather Service web sites for more information. These web sites include:

 
The evaluation and analysis of prediction information will provide sufficient information for the individuals responsible for monitoring the weather to determine if an internal notification of severe weather should be sent to certain university units as outlined in this annex.
 
In the event that the University Emergency Manager and Health Science Center Emergency Coordinator are unavailable, the Project Manager for Vice President for Business Affairs or the
Dispatch Supervisor in Department of Public Safety will assume the responsibilities of the primary individuals responsible for monitoring the weather.
 
In the event that the primary individuals responsible for monitoring the weather become aware of potential severe weather on holidays and weekends, the will follow the procedure as outlined above.
 
National Weather Service Teleconference
 
The listed individuals responsible for monitoring the weather are on a list of people who will be notified of any National Weather Service conference calls to discuss potential severe weather events. These individuals are notified by Email, Voicemail on their office phone and cell phones. The group will coordinate to ensure that one or two people are on the conference call with the National Weather Service Louisville Office.
 
Analysis
 
The information collected via the National Weather Service web sites and/or the National Weather Service Teleconference will be evaluated by the primary individuals responsible for monitoring the weather. They will analyze the situation and determine if an internal notification is warranted. If they determine that an internal notification is warranted, they will prepare an email that provides the pertinent information. This information includes:
·       Event identification (year and event number, example 2013-3)
·       Type of severe weather expected
·       Significant hazards identified by the weather service
·       Expected time of arrival
·       Any other information determined to be important
 
Once the email has been prepared, the primary individuals responsible for monitoring the weather will determine whether the internal notification should be sent out to a small group, large group or special event coordinators.
 
Internal Notifications Groups
 
Small Group
The small group consists of individuals that need the most advanced notice of potential severe weather. These individuals include:
·       Provost
·       Vice President for Business Affairs
·       Assistant Vice President for Facilities
·       Assistant Vice President for Health Science Center
·       Associate Vice President for Communications and Marketing
·       Director of Public Safety
·       Director of Environmental Health and Safety
·       Associate Athletics Director for Facilities
 
Large Group
The Large Group consist of individuals that need timely notification to implement procedures immediately prior to the arrival of potentially severe weather. This list is used when there is a high probability of severe weather and early notification will allow for preventive actions to be implemented.  These individuals include:
 
·       Provost
·       Executive Vice President for Research and Innovation
·       Executive Vice President of Health Affairs
·       Vice President for Business Affairs
·       Vice President for Information Technology
·       Vice President for Human Resources
·       Assistant Vice President for Facilities
·       Assistant Vice President for Health Science Center
·       Associate Vice President for Communications and Marketing
·       Director of Public Safety
·       Director of Environmental Health and Safety
·       Director of Purchasing
·       Associate Athletics Director for Facilities
·       Athletics Stadium Manager
·       Visitor Information Center Manager
·       Advanced Placement Coordinator
·       Director Residence Administration
·       Director Intramural Sports
·       Director of Admissions
·       Facility Manager Center for Predictive Medicine
 
 
            
Special Event
The Special Event notification group is not a set number of people or areas of responsibilities. When the individuals responsible for monitoring the weather are aware of potential severe weather, they will utilize university calendars to determine if any special events are occurring during the time period of the expected weather. If there are events that might be impacted, they will notify the person responsible for the event by telephone or email to make them aware of the potential threat and the risks to their event.
 
Recipients of Internal Notifications
 
When an internal notification is distributed, each person receiving the notification should evaluate current operations and determine if precautionary actions should be taken. Precautionary actions should include those actions which will protect lives and property and mitigate any potential hazards on a short term basis. These actions could include the following examples:
 
·       Physical Plant staff ensuring that storm drains are clear of debris
·       Football canceling outside athletic practices
·       Business School moving an outside fundraising event indoors
·       DEHS suspending the transport of hazardous materials
·       Police increasing available staff on duty
 
 
 
 
 
Version 1.1
ULPD is the Custodian of this Document
October 24, 2013
 
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