Policies - 21.0 - 21.3

21.0 Additional Relevant Information

In the sections below, students may find information about housing, parking, the hurricane emergency plan and other issues related to daily life in Houston, Texas.

21.1 Housing

To ease the difficulties that may accompany a relocation to Houston, M. D. Anderson's Trainee & Alumni Affairs has developed an online guide that provides answers to questions frequently asked by trainees preparing for such a move.

21.2 Parking

Parking at the Texas Medical Center is limited. Parking for M. D. Anderson students is available through the M. D. Anderson parking office or the Texas Medical Center parking office. Parking assignments are made according to availability of space.

21.3 Hurricane Emergency Plan

A. Hurricane Season

The Atlantic Ocean and Gulf of Mexico hurricane season extends from June 1 to November 30 each year; basic information can be found at the National Hurricane Center.

B. Emergency Information

1. The University's Emergency Information Line at 2-RING (713-792-7464) provides an official, recorded announcement of the latest information on the status of the operation of the university during a hurricane
2. The danger of misinformation and rumor are greatly increased during any emergency period so please contact the Program Directors as the official source of SHS announcements.

C. Hurricane Plan Summary

• Philosophy
  • The UTMDACC School of Health Professions (SHP) has developed an extensive emergency plan in the event of a tropical storm and/or hurricane to ensure the safety of SHP students, faculty and staff. The university's primary concern is the safety, health and well being of SHP community members. All decisions reflect this ethic.
  • Evacuation outside the storm area is always recommended during a hurricane as the best possible way to ensure personal safety. Upon class cancellation, all students are to seek safety through evacuation outside of the storm area. Conditions during a hurricane emergency are not ideal. Roads may become impassable due to flooding. Depending on storm damage, these conditions can last for several days or longer.
  • Students who have their own transportation are strongly encouraged to take other students with them to assist in the evacuation process.
  • Should any student in good conscience decide to leave prior to the official cancellation of classes, the student is responsible for making provisions for missed classes and assignments with their programs directly.
  • Disruption to the academic calendar, university calendar and schedule of normal operations is necessarily a secondary consideration to pursuit of university internal processes and procedures in the event of a weather-related emergency.

D. Hurricane Emergency Plan

The Hurricane Emergency Plan is divided into 5 stages. The action steps indicated in the stages may or may not be taken within the stages listed, depending on the circumstances of the storm and time of day in which the stage occurs. In addition, the Plan Coordinator may declare a change in stage at any time due to the unpredictable nature of hurricanes.

1. Pre-Season Preparation
2. Threat Assessment Stage
3. Class Cancellation Stage — students enact personal evacuation plan

On campus plan or evacuation plan enacted

4.       University Closure Stage - faculty and staff required to leave campus
5.       Aftermath Stage

STAGE ONE: Pre-Season Preparation

Students should not wait until a hurricane threatens the area to make personal plans. Pre-season preparation-Each student is responsible to prepare a personal evacuation plan and put together a Disaster Supply Kit.

Students are encouraged NOT to make airline reservations for winter break until the end of October due to the possibility of the fall semester being extended for university closure during an emergency.  University closure of three class days or longer results in the fall semester being extended for one additional week in December.

All students are required to submit a personal evacuation plan to their Program Director on a form provided at the beginning of the fall term. Students are strongly encouraged to communicate their emergency evacuation plan to parents/family prior to a weather-related emergency.
To prepare a Personal Evacuation Plan, students are to:

• Identify ahead of time where they could go if they are told to evacuate. Students should choose several places--a friend's home in another town, a motel or a shelter. Generally, it is safer to evacuate to the north, further inland, than it is to evacuate to the east or west along the Gulf coast (i.e. Austin, Dallas, Waco, etc.) in case the storm turns just before landfall.
• Keep handy the telephone numbers of these places as well as a road map of the area. Students may need to take alternative or unfamiliar routes if major roads are closed or clogged.
• Identify a method of transportation. Students who have their own transportation are strongly encouraged to take other students with them to assist in the evacuation process.
• Listen to NOAA Weather Radio or local radio or TV stations for evacuation instructions. If advised to evacuate, do so immediately.
• Take these items when evacuating:
  • Disaster Supplies Kit (see below)
  • Prescription medications and medical supplies
  • Bedding and clothing, including sleeping bags and pillows
  • Bottled water, battery-operated radio and extra batteries, first aid kit, flashlight
  • Car keys and maps
  • Documents, including driver's license, Social Security card, proof of residence, insurance policies, wills, deeds, birth and marriage certificates, tax records, etc.

Conditions during and after an event will not be ideal, and students should prepare for many contingencies. A Disaster Supplies Kit should be prepared in advance and include:

• First aid kit and essential medications.
• Canned food and can opener.
• At least three gallons of water per person.
• Protective clothing, rainwear, and bedding or sleeping bags.
• Battery-powered radio, flashlight, and extra batteries.
• Special items for infants, elderly, or disabled family members.
• Written instructions on how to turn off electricity, gas and water if authorities advise you to do so. (Remember, you'll need a professional to turn them back on.)

STAGE TWO: Threat Assessment

Stage Two begins when a weather pattern is elevated to tropical storm status and poses possible danger to upper Texas coast. The university may be under Stage Two for several weeks or days before predicted storm landfall. Under Stage Two:

1. Information is distributed to SHP community via email, web page, and posted statements, if applicable.
2. Students are advised to begin researching available air, train, and bus schedules and fares if they are not evacuating by car.
3. Students are reminded to notify their parents/family of their personal evacuation plan.
4. Within 72 hours of predicted landfall, SHP makes decision whether or not to cancel classes. If classes are cancelled, SHP makes the decision whether to activate the Evacuation Plan for students.
5. Once the decision has been made to cancel classes, the President or the Physician-In-Chief or their designee are the only persons authorized to suspend institutional operations due to inclement weather or adverse or emergency conditions.

STAGE THREE: Classes Cancelled

Upon cancellation of classes, students are required to leave campus and are not permitted to remain in any campus building for any reason. Under Stage Three:

1. The Dean announces effective time of class cancellation, instructions, and next scheduled update.
    
2. Students are to activate their personal evacuation plans and begin leaving the storm area immediately

STAGE FOUR: University Level 4 (UTMDACC Plan)

STAGE FIVE: Aftermath

No one is permitted to return to SHP's campus until the university has been deemed as safe. Once the storm has passed and if the campus is accessible, Physical Plant and University Police inspect for damages all buildings, grounds, and utilities and report to the President. Emergency repairs are made if practical. .
University is deemed as safe: 

1. Evacuation Plan
    
   1. Dean announces re-open date for classes.

University is deemed unsafe: