hurricane disaster preparedness and recovery plans of...

Hurricane Disaster

Preparedness and Recovery Plans

of Departments and

Support Services

Dr. Rodney R. Lafon, Superintendent

Revised Summer 2011

HurricaneRecoveryPlan/Summer2011 Narrative

Narrative

This document describes the hurricane disaster recovery planning process

used by St. Charles Parish Public Schools in August – September 2005.

HurricaneRecoveryPlan/Summer2011 Narrative 1

Recovering from Hurricane Katrina:

A Quality Plan

St. Charles Parish Public Schools, located 25 miles from New Orleans, is

recognized as a bellwether school district. Student achievement, innovative programs

and practices, excellent teacher salaries, and a highly professional staff are factors that

characterize the district‟s success. The school system is fortunate to have both an

adequate tax base and the support of a community willing to approve taxes. With the

financial support of the community, the district is ranked number one in the State in per-

pupil expenditures at a rate of $8,296 per student (compared to a state average of

$6,906).

The school system has received numerous honors and recognition. In the last

five years the district has produced the Louisiana Superintendent of the Year, the

Louisiana Teacher of the Year, the Louisiana Elementary Teacher of the Year, the

Louisiana Middle School Teacher of the Year, and the High School Teacher of the Year.

In late August 2005, St. Charles Parish Public Schools faced challenges that

would have overwhelmed most school districts. Prior to the start of the school year, the

district was in the process of implementing a district-wide messaging system (Connect-

ED) for employees and parents. In addition to utilizing the system for standard outreach

calls, its key component was its ability to deliver messages to multiple numbers in the

event of an emergency and, more specifically, a hurricane evacuation. Employee data

had already been gathered; however, student data was being collected within the first

few days of school. Parents were allowed to submit up to six numbers to be called for

an evacuation order and to notify them of when schools would reopen.

Early during the week of August 22, Hurricane Katrina loomed off of Florida‟s

east coast, not posing a threat to the residents of South Louisiana. At this time, schools

were working tirelessly to make sure that all phone data collected for Connect-ED was

entered into the system. Approximately 60,000 phone numbers were entered. On the

morning of Friday, August 26, Hurricane Katrina still did not pose a threat, as it was

predicted to hit somewhere along the Florida panhandle.


The Office of Emergency Preparedness had called for a mandatory 4:00pm

meeting that afternoon for the Emergency Operations Center team, which included a

small cadre of key school system personnel. They were put on notice that a possible

mandatory evacuation could be called on the morning of Saturday, August 27; with that,

a 7:00am meeting was scheduled for the following morning. With a potential threat

approaching, the decision was made to stay late into Friday night to ensure that all

numbers were uploaded into the Connect-ED system, a process which took over four

hours to complete.

School system EOC team members received a phone call at 5:00am Saturday

morning asking them to report promptly to the EOC. Within a 12-hour period, Hurricane

Katrina had jumped 150 nautical miles to the west, putting it into the direct path of

Southeast Louisiana. The decision was made that a mandatory evacuation of St.

Charles Parish would be issued at 9:00am.

After conferring with the Superintendent, a message was created for the new

emergency phone system, indicating that the parish was under a mandatory evacuation,

schools would be closed and that everyone would be informed of when schools would

re-open via this system. When the call was made, with one press of a button, the

school system‟s message was delivered to 31,000 phone numbers with a 92% success

rate.

By Sunday evening, the parish was a ghost town while EOC team members

awaited the landfall of Katrina. The impact of Katrina left the parish without power,

sewer, and water. In addition, telephones, both land lines and cell phones, were

extremely limited. The school system‟s representatives ventured out to assess

damages to all of the district‟s schools and additional facilities.

The district had sustained $5 million in damages from Hurricane Katrina. Fifty of

the system‟s teachers had lost their homes. While St. Charles Parish announced

schools were closed temporarily, school officials in three neighboring parishes declared

schools closed indefinitely. It was clear that St. Charles Parish Public Schools would

need to develop a plan to welcome and offer a quality education to hundreds of


students displaced by the hurricane, while maintaining its high standards for the 10,000

students previously enrolled in its schools. Fortunately, the school system was poised

to accept this challenge and accomplish this mission.

Initially, as district administrators began returning to the school system, they

recognized that recovery planning and communicating with each other would have to be

done without the benefit of technology. Drawing on previous training and extensive use

of quality tools, leadership development, and compression planning strategies, staff

members selected a planning facilitator, identified a workroom, and developed ground

rules for the recovery planning process. Brainstorming was selected as the most

efficient method of generating recovery issues and questions that would need to be

addressed. Using large sheets of paper, the facilitator listed a department/support

service on each one. Issues and questions that were raised in the brainstorming

sessions were recorded on yellow post-its; purple post-its described the potential

solutions and answers. All post-its were placed on the appropriate department‟s chart.

(See Issues and Questions.) As additional staff members returned to the district, the

planning process kept everyone focused. Soon the workroom walls were covered with

charts displaying the recovery planning notes. It was determined that a priority should

be established for the recovery action steps. Reopening schools became the number

one priority.

Planning notes were compiled, typewritten, and distributed to all key staff

members. To encourage teamwork and to generate as many ideas as possible,

directors and supervisors met frequently with their staff members to continue the

brainstorming sessions. As issues and questions were addressed, the individual

designated as the recorder in each department updated the department‟s chart in the

workroom. Daily meetings of all key staff members in the workroom were essential in

keeping everyone current and were used to address the most challenging problem –

determining the most cost-effective method of providing a quality education to the 1,300

displaced students whose parents had requested enrollment in St. Charles Parish

Schools.


Two categories of displaced students were identified:

Students who already resided in the parish but previously attended out-of-

parish private schools (“R” students).

Students who were previously residents of surrounding parishes but were

currently living with a St. Charles Parish resident. These students were

labeled as 1603 (homeless) students.

The recovery planning staff determined it was best to address each category of

displaced students separately. Two different planning rooms were used to generate the

issues and questions related to each category of student enrollees.

In the budget planning process, a list of resources needed to accommodate

displaced students was developed. The list included but was not limited to additional

portables, personnel, buses, textbooks, instructional materials and supplies, computers,

and furniture. The projected cost was in excess of $7 million. (See Budget

Projections.) In an effort to ensure the district‟s financial stability, the staff members

considered as many as eight options for serving the additional students. Using such

quality tools as the Affinity Diagram and Force Field Analysis, the recovery planning

staff reduced the number of options to those most viable for the School Board‟s

consideration.

The Superintendent and the Executive Staff met with the School Board in two

committee meetings to explain and discuss each of two phases of the recovery planning

process and to review the most reasonable options for serving the displaced students.

(See Superintendent’s Meetings.) The School Board determined that increasing the

student ratio from 20:1 to 22:1 was the most cost-effective method of serving the

displaced students. The School Board also approved a plan for staggering the return

to school of current students, displaced resident students, and, finally, 1603 students.

(See Registration Procedures.)

The Superintendent believed it was imperative that the district receive state and

federal aid for the increase in expenditures. He scheduled a meeting in mid-September

with the State Superintendent of Education to discuss recovery issues and proposals.

Later in the month, he was requested by the American Association of School

Administrators to make a presentation to the Congressional Subcommittee on


Education and Early Childhood Development. At this meeting the Superintendent

explained Hurricane Katrina‟s impact on Louisiana‟s school districts, described the

extraordinary recovery efforts made by school systems, and requested reimbursement

for the additional costs associated with enrolling displaced students. In December

2005, three months after St. Charles Parish Public Schools began serving students

displaced by the hurricane Congress passed a bill authorizing $29 million in aid to

Louisiana districts educating displaced students. The plan allowed school systems to

receive up to $6,000 for each displaced regular student and $7,500 for each special

education student. Louisiana also committed to a reimbursement of $1,250 per

displaced student.

Simultaneously, as the district staff addressed recovery issues and questions,

the Superintendent also held four meetings with principals to ensure their knowledge

and understanding of all relevant recovery developments and details. The meetings

were held in the recovery planning workroom. At the beginning of the meeting,

principals were given an opportunity to participate in a „gallery walk‟, reading the

recovery planning notes, and posting their own questions and answers. Examples of

topics discussed include: status of facilities, payroll procedures, staffing, procedures for

hiring replacement teachers, calendar changes (Recovery Phase I) and FEMA services,

options for educating 1603 students, and registration plans (Recovery Phase II). (See

Principals’ Meetings.)

Due to the quantity of new information to be presented at the meetings,

Administration recognized the need to respond to the principals‟ concerns while

expediting the lengthy agendas. A question bin was used for this purpose. The

principals‟ written questions were placed in a bin and then read and answered by staff

periodically and at the meeting‟s end. This tool also served as a review of all

information previously shared.

Students‟ return and entry into schools occurred on a staggered schedule. On

September 15, students enrolled in St. Charles Parish Public Schools prior to the

hurricane returned to school. Two days later, “R” students were permitted to attend

school; 1603 students attended school three days following the “R” students. As a

result of the school system‟s skillful recovery planning, all students were in classrooms


by September 26. Administrators who participated in the recovery planning process

have praised the teamwork, the use of the workroom to keep the staff focused, the

frequency of principal and staff meetings that kept everyone informed, and the expertise

of the group facilitator. An Assistant Superintendent stated, “During the 2004-2005

school year, St. Charles Parish was awarded district accreditation by Southern

Association of Colleges and Schools. The relationships and understanding of roles and

responsibilities among staff built during this process enabled the district to efficiently

develop a successful recovery plan.”

The school system has documented the August-September 2005 hurricane

recovery planning process and the recovery action plans of the Executive Staff and all

departments and support services. This information is included in a separate document

entitled Recovering from Hurricane Katrina: A Quality Plan.

Administration also requested each department and support service to use the

lessons learned from Hurricane Katrina and recommendations generated during the

recovery planning process to develop a hurricane disaster preparedness and recovery

plan. Working in teams, staff members have identified critical tasks to be completed

prior to hurricane season, steps to be taken immediately after the disaster, and a

recovery response. For review and future use, this document includes the following

information:

Narrative – Explains hurricane recovery planning process

Hurricane Disaster Preparedness and Recovery Plans of Departments

and Support Services

Actions Taken Post-Katrina for Refining the Hurricane Disaster

Preparedness and Recovery Plan

HurricaneRecoveryPlan/Summer2011 Recovery Plans

Hurricane Disaster Preparedness and Recovery Plans

of Departments and Support Services

Reflecting on lessons learned from Hurricane Katrina, staff members in

each department have identified critical tasks to be completed prior to

hurricane season, steps to be taken immediately after the disaster, and a

recovery response.

HurricaneRecoveryPlan/Summer2011 Recovery Plans TOC

St. Charles Parish Public Schools

Hurricane Disaster Preparedness and Recovery Plan

(alphabetized by department or support service)

Page

Business Office 1

Child Nutrition 3

Child Welfare and Attendance 6

Curriculum, Instruction and Assessment 9

Distribution Center/Warehouse 11

Special Programs, Health and Social Services 13

Human Resources 15

Information Technology Services 18

Physical Plant Services 20

Public Information 24

Sales Tax 28

School Sites 29

Special Education 32

Transportation 34

HurricaneRecoveryPlan/Summer2011 Recovery Plans 1



Business Office

Pre-Hurricane Planning () Person(s) Responsible

Back up all computer files. All Employees

Load all payroll documents. Payroll Specialist

Transport payroll documents and checks to disaster recovery site.

Payroll Specialist

Evacuate with backed up files. All Employees

Notify Chief Financial & Administrative Officer as to location and contact numbers.

All Employees

Post-Hurricane Immediate Response () Person(s) Responsible

Contact Business Office employees & check on status.

Chief Financial & Administrative Officer

Communicate to employees time frame and sites for beginning operations.


Post-Hurricane Recovery () Person(s) Responsible

Payroll Determine if payroll can be run from office. Check status of banks for direct deposit. Order payroll checks if direct deposit not

available. Prepare payroll from recovery site. Notify Public Information of any changes in

delivery of payroll checks.

Payroll Specialist Payroll Specialist Payroll Specialist Payroll Specialist Business Office Coordinator

Accounts Payable Determine if accounts payable can be run from

office. Check status of postal service. Notify vendors in areas where the Post Office is

not operational to contact accounts payable to arrange to pick up checks.

A/P Bookkeeper


Business Office

Post-Hurricane Recovery (continued) () Person(s) Responsible

Insurance Verify that the health insurance company is

operational to approve medical coverage.

Insurance Bookkeeper

General Business Office Contact Sales Tax department for revenue

projections. Work on staffing projections for remainder of

year. Contact SDE for projections of State funding. Review effectiveness of hurricane preparedness

and recovery plan.





Child Nutrition Department


Create duplicate backups of information on each individual PC; i.e., My Docs, etc.; take one copy offsite and put the other in the Director‟s office closet.

Child Nutrition Staff

Create backup from server (SOL2); take offsite. Child Nutrition Staff

Review procedure to document pre-disaster conditions with managers. Cafeteria equipment Cafeteria contents

Director

Contact cafeteria managers to remind them to do the following: Back up FastLane data. Print perpetual inventory prior to leaving; keep

offsite. Back up individual data; i.e., My Docs, etc. Ensure production records are up-to-date. Place all milk and bread in freezers. Return Child Nutrition vehicles to the Central

Office. Contact Area Manager or Director within 48 hours

after the disaster has passed.

Child Nutrition Staff Cafeteria Managers

“ “ “ “ “

Cafeteria Managers Cafeteria Managers

Call vendors to reschedule pending orders, if time permits.


Contact Louisiana Department of Agriculture to request freezer/cooler space.

Director

Contact transport vendors (currently Capitol City Produce) to negotiate pick up & delivery of warehouse foods should it become necessary; three 20-ft-bed trucks or two 18-wheelers would be needed for 40 pallets.

Director


Child Nutrition

Pre-Hurricane Planning (continued) () Person(s) Responsible

Ensure that all keys for all schools (cafeterias, freezers, coolers, etc.) are in the Child Nutrition office. During an emergency evacuation, keys need to be given to Administrator of Ancillary Services.


Ensure contact information for all cafeteria managers and Central Office-Child Nutrition employees are up-to-date (several contact #s should be included).

Area Manager

Keep lines of communication open for further instructions.


Relocate food to distribution center warehouse where applicable.


Child Nutrition Central Office Contact immediate supervisor once the disaster

is over to receive instructions.

All CNP Employees


Child Nutrition Central Office Determine timelines for recovery. Contact managers that have not called in to area

manager. Make arrangements to have goods returned from

offsite storage to Child Nutrition warehouse when power returns.

Place orders for food and supplies, as requested by managers.

Start computers up and make sure network is functioning properly.

Coordinate receipt of food and supplies with Child Nutrition warehouse supervisor.

Report information to supervisor.

Director Area Manager Director CNP Staff CNP Staff CNP Staff Director

Cafeterias Contact Area Manager for instructions within 48

hours after disaster has occurred. Contact all assigned employees to disseminate

information supplied by Area Manager. Take an accurate physical inventory upon return;

forward new inventory to Child Nutrition office.

Cafeteria Managers Cafeteria Managers Cafeteria Managers


Child Nutrition


Cafeterias (continued) Relocate food to distribution warehouse where

applicable. Discard all spoiled food from coolers and

freezers. Wash walls, shelving, floors, etc. with warm

soapy water. Rinse all walls, shelving, floors, etc. with a

mixture of water and bleach. Add 1 oz. of bleach to every gallon of water.

Enter all student/adult meals that had not been entered prior to evacuation.

Enter all invoices that had not been entered prior to evacuation.

Complete all production that had not been entered prior to evacuation.

Print a perpetual inventory after production records have been completed.

Identify and highlight all items that appear on the perpetual inventory that do not appear on the physical inventory.

Save all paperwork pertaining to losses. Calculate the value of the items missing from

inventory, separating commodity and purchased goods values.

Enter new physical inventory data. Deposit all funds that had not been deposited

prior to evacuation. Complete and print end-of-month reports. Complete the Cost of Food Used report. Place orders for goods needed. Report information to Area Manager.

School Food Services Technician(s) School Food Services Technician(s) School Food Services Technician(s) Cafeteria Managers Cafeteria Managers Cafeteria Managers Cafeteria Managers Cafeteria Managers Cafeteria Managers

“ “ “ “ “ “ “

All Child Nutrition Employees Portray a positive attitude. Emphasize the need for patience. Remind employees of the important roles they

play. Emphasize the need for good attendance. Review effectiveness of hurricane preparedness

and recovery plan. Report information to immediate supervisor

All Employees




Child Welfare and Attendance Department


Secure all files and records. Supervisor and Secretary

Back up all computer files. Secretary and ITS Rep.

Obtain accurate communication information from staff.

Supervisor

Move all technology equipment to a secure location within department.

Supervisor and Secretary


Establish communication with supervisor and Superintendent.

Supervisor

Establish communication with department staff members.

Supervisor

Notify staff members of return-to-work date. Supervisor

Post-Hurricane Response () Person(s) Responsible

Determine damage to office site and report to appropriate person.

Supervisor

Return office to order. Supervisor, Staff

Meet with Assistant Superintendent regarding district plans for student evacuees.

Supervisor

Discuss with staff issues related to Child Welfare for student evacuees entering our system.

Supervisor, CWA Staff

Meet daily with the central office team to plan for the evacuees.

Supervisor

Meet with Human Resources Director to review and edit the data collection form.

Supervisor


Child Welfare and Attendance

Post-Hurricane Response (continued) () Person(s) Responsible

Post issues daily in the workroom that address needs for student evacuees.

Supervisor

Distribute district news regarding registration to parents of student evacuees at central office.

CWA Staff

Assist in determining dates and organization for completing the data collection forms.

Supervisor

Assist parents with the completion of the data collection forms.


Set up a data base to input information regarding future enrollees, identifying residents, students identified by state, nonresidents.

Supervisor, Secretary

Provide daily reports to central office recovery planning team regarding numbers of enrollees.

Supervisor

Assist in setting up plans for the enrollment of the resident students.

Supervisor

Meet with Transportation Department to determine plans for identifying the buses students will ride and creating bus passes.

Supervisor

Meet with Director of Special Programs to arrange for nurses and immunization information at registration.

Supervisor

Arrange for all necessary personnel needed at enrollment site(s) to be present: school nurses, transportation, school personnel.

Supervisor

Coordinate enrollment of resident students. Supervisor, CWA Staff

Notify schools of process to enroll teachers‟ eligible children.

Supervisor

Assist in plans to enroll the students identified by the state

Supervisor


Child Welfare and Attendance

Post-Hurricane Response (continued) () Person(s) Responsible

Arrange for necessary enrollment materials to be delivered to sites.


Assign a CWA staff member to oversee the student enrollment process at each site.


Enroll students identified by the state. Supervisor, CWA Staff

Provide daily reports to central office regarding the number of registrants.


Update the data base from new data collection forms completed and turned into CWA during the entire process.

CWA Staff, Secretary

Maintain all data collection forms in centralized location.

CWA Staff, Secretary

Meet with parents who have questions about our process and whose children are not enrolled for numerous reasons.


Continuously monitor the eligibility and needs of students identified by the state in our system.

Supervisor and CWA Staff

Sort data collection forms by city of evacuation. Secretary

Meet with the Superintendent to determine a plan for investigating fraudulent information and residency.

Supervisor

Investigate the residency of students identified by the state and notify schools of follow-up action.

CWA Staff

Provide for assistance per the McKinney Vento Act for students in dire need.

CWA Staff

Meet with Comptroller regarding compiling the data needed for state audit of displaced students.

Supervisor, Secretary

Compile data collection forms for the state audit. Supervisor, Secretary

Continuously monitor and investigate the eligibility and needs of students identified by the state.

CWA Staff




Curriculum, Instruction and Assessment


Back up files Develop directions for backing up files Purchase mini-drives Create a secure list of computer passwords Take master files (e.g., district assessments,

resource center inventory) on CD or place all on one hard drive that could be taken.

Curriculum Specialist Assistant Superintendent Secretaries

Move important records away from windows. All C & I Staff

Secure essential printed records. Designate a person/persons who will take

essential records with them (e.g., EHS checklist)

C & I Staff

Get contact information for administrators, teachers, and students in summer programs (e.g., LEAP Summer School, high school summer school, ESYP).

Assistant Superintendent – CIA; Summer School Principals

Identify phone numbers for out-of-parish relatives and friends of C & I Staff members.

Assistant Superintendent – CIA

List major priorities to be addressed upon return (All C & I members).

All C & I Staff


Maintain communication, if possible. All C & I members

Contact consultants to cancel workshops. Contact Person for each Workshop


Curriculum, Instruction and Assessment


Establish a designated time and place to meet. Assistant Superintendent – CIA

Survey current status of textbooks and other instructional materials.

Curriculum Specialists

Survey offices to identify and document losses/damages.

All C & I Staff members

Stay flexible and offer help where needed. All C & I Staff members

Assist schools in surveying damage and with recovery.

All C & I Staff members

Establish contact with families of HS and EHS. EHS and HS Directors

Establish procedures for timely testing of non-public and home school students who transfer to the district.

Assistant Superintendent – CIA

Identify needs (e.g., housing) of employees and assist when possible.

All C & I Staff Members




Distribution Center/Warehouse


Review procedure to document pre-disaster conditions with employees Building Contents Building Exterior, Interior, & Grounds

Supervisor

Bring in empty pallets and other loose items. W/C-2

Ensure all items are on pallets; leave nothing on the floor.

W/C-1

Ensure trucks are fully fueled. W/C-3

Park trucks inside and/or as close to building as possible.

W/C-3

Inventory warehoused items. W/C-1

Back up computer systems to include server. Supervisor

Take copy of backup‟s offsite. Supervisor

Verify employee contact numbers. Supervisor

Instruct employees to contact supervisor with their destination plans and to check in periodically.

Supervisor

Contact immediate supervisor and make him aware of evacuation plans and contact information.

Supervisor


Establish communication with employees and supervisor.

Supervisor

Key: W/C-1, -2, -3: Warehouseman Courier


Distribution Center/Warehouse


Assess area for damage, including Copy Center and HLC.

Supervisor

Check freezer and cooler temperatures. Supervisor/W/C-2

Coordinate with Child Nutrition on status of warehouse food.

Supervisor

Restore electronic equipment. W/C-1/CC

Move out empty pallets. W/C-3

Inventory warehoused items as well as equipment (trucks, pallet jacks etc.)

Supervisor

Report information to supervisor. Supervisor

Establish contact with essential vendors; make orders if necessary.

Supervisor

Prepare to support district. Staff

Continue communication with supervisor. Supervisor

Contact staff with a return date. Supervisor

Review effectiveness of the disaster plan. Staff

Key: W/C-1, -2, -3: Warehouseman Courier




Department of Special Programs, Health and Social Services


Distribute Crisis Response charts to all personnel to be used as a quick reference.

Counselors/Nurses/ Childcare Personnel

Encourage childcare and nursing personnel to be a member of Crisis Response Teams at assigned school.

School Administrator/Safe School Chairperson

Train personnel in first aid procedures. Nursing Staff

Make sure all schools assigned have current phone numbers (home, cell) and Connect-ED.

Counselors/Nurses/ Childcare Personnel

Update school emergency phone list which includes counselors/nurses and childcare personnel (if the school site has the childcare program).

School Office Specialists

Secure all equipment. Counselors/Nurses/ Childcare Personnel

Unplug computers and back up files on disks. Counselors/Nurses/ Childcare Personnel


Contact the Supervisor of Nursing and several Coordinators to assess needs.

Director of Special Programs Coordinator of Nursing

Utilize internet websites – school system and parish government.

Director of Special Programs

Listen to WWL (870) for updates. Director of Special Programs


Special Programs, Health and Social Services


Meet with supervisors to share plans for assisting personnel district-wide.

Director of Special Programs

Coordinate a core team of mental health professionals to develop a plan of action.

Director of Special Programs Supervisor of Pupil Appraisal

Assess displaced students for special medical needs at all school sites.

Director of Special Programs Coordinator of Nursing Special Service Nurse School Nurse

Review mandatory dates for State reports and discuss with immediate supervisor.

Director of Special Programs Coordinator of Nursing

Participate in district-wide placement for 1603 and residential students and prepare a list of required immunizations.

Director of Special Programs School Nurse Staff




Human Resources


Send email to all supervisors/principals requesting that they review employee contact procedures and have up- to-date contact numbers for their staff members.

Executive Director

Direct HR staff to backup all computer files and secure backup disks.

Executive Director


Seek and establish communication with HR department members.

Executive Director

Seek and establish communication with Executive Staff.

Executive Director, Assistants

Seek and establish communication with principals and key supervisors.



Assess initial impact on Human Resource needs for district.


Secure relocation site, if needed, and set up temporary worksite.


Order hardware and basic operational materials. ITS Director, Assistants

Establish contact with principals and other supervisors to begin process of assessing staffing needs.


Determine if a Job Fair for additional teachers/employees is needed. If needed, schedule Job Fair, securing date and

location and send information to principals and other supervisors who may assist in interviewing process.

Executive Director Assistants, Clerical Staff


Human Resources


Determine if a Job Fair for additional teachers/employees is needed (continued). Provide C. O. receptionist (if available) with

application packets and/or information about online application process (www.teachlouisiana.net).

Provide district contact center (if established) with information on staffing process to share with public.

Create database (in ACCESS) of applications received as result of disaster.

Paper-screen applications as received and indicate acceptability including certification.

Select applicants to be invited to scheduled Job Fair.

Direct HR secretaries in contacting applicants by telephone to invite to Job Fair and secure commitments for attendance. Assign interviewees to a morning or afternoon arrival time.

Prepare packets for interviewer and interviewees, including writing requirement information.

Arrange reception/registration area for Job Fair and provide for refreshments for participants.

Allow interviewees to browse and sign up for interviews during first 30 minutes of each session.

Complete writing requirements and return to registration table.

Return the sign-up sheets to HR with ratings of each interviewee (i.e., scoring 1-5).

Notify principals of their allotments for additional teachers.

Turn in recommendation to HR. Follow procedures for offering positions including

reference checks, if possible. Notify successful applicants. Provide benefit information during new teacher

orientation. Assist local universities in placing student

teachers, if needed.

Executive Director, Assistants Clerical Staff Assistants Clerical Staff Assistants Assistants Assistants Clerical Staff Clerical Staff Executive Director Applicant Principal/Supervisor Assistant Supt, Director Principals Assistants Assistants Assistants Assistants

Compile list of displaced teachers from district and continue communication regarding their return to district.


http://www.teachlouisiana.net/


Human Resources


Continue to counsel employees as to options with regard to their employment status if they are not able to return to work for an extended period of time.


Attend principals‟/supervisors‟ meetings during initial weeks following disaster to serve as a resource and to gain better perception of their needs.


Reflect on action plan and revise during process as well as afterward.

Entire HR Staff




Information Technology Services


Facilitate meeting to discuss assignments and plans for recovery.

Director

Notify Excel Software Professionals (ESP) pending disaster declaration.

Systems Analyst

Work with ESP to determine the best course of action for the backup alio server.

Systems Analyst

Prepare tapes, forms, and disaster recovery documentation for shipment.

Help Desk Coordinators Systems Analyst

Remove and relocate NAS servers to safe area Network Engineers Server Administrator

Ensure that travel reservations and accommodations have been made and confirmed.

Director Systems Analyst

Ensure that travel advance has been secured including monies for supplies, tapes, etc.



Notify administrators of status of data center, etc. Network Technician


Set up temporary work area within the recovery site. Network Technician

Install portable building, including furnishings and environmental controls, at the designated alternate site. (The determination of the location of the alternate site can be made at this time.)

Network Technician


Information Technology Services


Relocate phone lines from ITS Department (Fax 785-9926) and Help Desk Coordinator (785-3126) to the recovery/alternate site for use as communications lines to the Recovery Services Computer Center.

Network Engineers

Establish temporary Help Desk and notify users of the disaster and recovery plans.

Help Desk Coordinators

Install terminals, servers, printer, and networking. Network Engineers Systems Analyst

Load the servers with the most recent set of backups available.


Operate and maintain all functions of the recovery/alternate site.

Systems Analyst

Establish plans to return to pre-disaster levels of facilities, equipment, supplies, documents, etc.

ITS Staff

Review the effectiveness of the disaster plan as carried out.

ITS Staff




Physical Plant Services


Disaster Preparation Meeting (accomplished by second week in August)

Executive Director of PPS, PPS & Admin.

Administrative (site) Review disaster prep/recovery plans with site

administrators. Check emergency phone/radio (cell phone) with site

administrators. Determine emergency custodian for site with

administrator.

Coordinator of Safety, Security and Emergency Preparedness Executive Director of Physical Plant Services

All Groups: Custodial, Distribution, Child Nutrition, Maintenance, Transportation Review disaster prep/recovery plans with all groups. Review use of 800-trunking radio with all groups. Review/revise emergency contact information. Test 800-trunking radios.

Respective Supervisor

Custodial Review procedure to document pre-disaster conditions

with custodians.

Building Contents

Building Interior

Executive Director of Physical Plant Services

Maintenance Recruit emergency maintenance crew. Review procedure to back up/secure files (inventory)

with crew. Review procedure to check vehicles/machinery for

emergency use.

Maintenance Director




Disaster Preparation Meeting (accomplished by first week in June) (continued)


Maintenance (continued) Review procedure to document pre-disaster conditions

with crew.

Buildings‟ Exterior & Grounds

Special Systems (Fire Alarm, PA, Security Alarm)

Telephone

Utilities (Electricity, Gas, Water)

Maintenance Director

Disaster Preparation Meeting (48 hours prior to event) Executive Director of PPS, PPS & Admin.

Administrative (site) Contact/contract vendors for building cleaning. Notify all groups to document pre-disaster conditions

of site. Review disaster prep/recovery plans with site

administrators. Test emergency phone/radio (cell phone) with

administrators.


All Groups: Custodial, Distribution, Child Nutrition, Maintenance, Transportation Review Disaster Preparation and Recovery Plan with

all groups. Test use of 800-trunking radio (walkie-talkie).

Respective Supervisor

Custodians Contact/organize emergency custodian at each site. Secure site for disaster conditions. Check/document pre-disaster conditions of site.

Building Contents

Building Interior Prepare site for possible use as shelter.

Executive Director of Physical Plant Services Emergency Custodian




Disaster Preparation Meeting (48 hours prior to event) (continued)


Maintenance Contact contracted vendor for debris removal. Contact/organize emergency employees. Back up all files; arrange for safekeeping. Purchase/stock materials/supplies needed for

emergency use. Secure all sites. Check/fuel/charge vehicles/machinery needed for

emergency use. Check/document pre-disaster conditions of all sites.



Telephone


Maintenance Director Maintenance Personnel / Emergency Custodian


Establish communication with Superintendent/Executive Staff.

Schedule Disaster Recovery Meeting (4 hours after event).



Administrative (site) Contact contracted vendor for building cleaning, if

needed. Notify all groups to document post-disaster conditions

of site. Review Disaster Recovery Plan with site

administrators. Issue 800-trunking radio (walkie-talkie) with

administrators and verify operation. Verify operation of emergency phone/radio (cell

phone) with administrators.

Executive Director of Physical Plant Services Coordinator of Safety, Security and Emergency Preparedness




All Groups: Distribution, Child Nutrition, Maintenance, Transportation Verify operation of 800-trunking radio with all groups.

Coordinator of Safety, Security and Emergency Preparedness

Custodians Contact/organize emergency custodian at each site. Check/document damage to site; report information to

supervisor.

Building Contents

Building Interior Clean interior of buildings and seek assistance, if

needed.

Executive Director of Physical Plant Services Emergency Custodian

Maintenance Contact contracted vendor for debris removal, if

needed. Contact/organize emergency employees. Check/document damage to site; report information to

supervisor.



Telephone

Utilities (Electricity, Gas, Water) Repair/clean areas of responsibility.



Telephone


Maintenance Director Maintenance Personnel / Emergency Custodian

Schedule meeting to evaluate effectiveness of hurricane preparedness and recovery plan.





Public Information Department

Prior to Hurricane Season () Person(s) Responsible

Verify validity of all media contact information, including alternate phone numbers/locations of media in case of evacuation

Public Information Coordinator – Special Programs

Verify validity of contact information for representatives from surrounding school districts (i.e., Jefferson, Orleans, St. Tammany, St. Bernard, Lafourche, St. John, St. James, and the State Department of Education).


Present past storm effects for Board members and Executive Staff.

EOC

Distribute Connect-ED employee information verification letters three times per year: August (first day for teachers), January (first school day in month), and May (first school day in month).

Human Resources

Ensure inclusion of Connect-ED form in all new employees and student packets.

Secretary

Verify student Connect-ED forms and cross-check roster of registered students with Connect-ED.

School Office Specialists

Order four USB drives and external hard drives needed to back up large graphic files.

Secretary

Train all Public Information Department staff to post emergency information to website and develop a simple checklist of instructions.

Public Information Coordinator – Multi Media Services

Train all Public Information Department staff to post emergency information on Channel 8 and develop a simple checklist of instructions.

Public Information Coordinator – Multi Media Services

Train all Public Information Department staff to utilize Connect-ED for emergency information and develop a simple check list of instructions.

Director


Public Information

Prior to Hurricane Season (continued) () Person(s) Responsible

Train all Public Information Department staff to post emergency information on high school marquee signs; develop a simple checklist of instructions.

TBD

Develop eight binders with the checklist instructions and copies of directories for staff and media phone numbers.

Secretary

Consider additional equipment for Public Information Department staff to handle necessary after-storm tasks.

Director

Establish a two-way communication system for employees. (Facebook, Email, RTW Policy)

Public Information Department

Pre-Hurricane Planning (Alert Status) () Person(s) Responsible

Contact School Office Specialists to upload Connect-ED student data.

Secretary

Upload Connect-ED employee data. Secretary

Verify Connect-ED employee groups (i.e., transportation, maintenance, etc.)

Director

Contact national P.R. service for Connect-ED. Director

Obtain frequent updates on storm and communicate storm status to employees.

Director

Verify validity of all media contact information, including alternate phone.


Verify validity of contact information for representatives from surrounding school districts (i.e., Jefferson, Orleans, St. Tammany, St. Bernard, Lafourche, St. John, St. James, and the State Department of Education).

Secretary

Back up computer files Department Staff


Public Information

Pre-Hurricane Planning (Alert Status) (continued) () Person(s) Responsible

Review checklists for communication resources (i.e., Channel 8, the website, Connect-ED, etc.)

Department Staff

Pre-Hurricane Planning (Upon Evacuation Declaration) () Person(s) Responsible

Send a message to employees and parents via Connect-ED, email, the website, Channel 8, and the high school marquee signs.

Director

Give the message for the phone system to the receptionist.

Director

Send a press release to the media via fax and telephone notifications, including contact names and phone numbers for EOC.

Director

Compile evacuation locations and contact information for the Public Information Department and Executive Staff and distribute to department staff to include in Hurricane Binders.

Secretary

Take laptops/USB drives and Evacuation Binder with them during evacuation.

Department Staff

Take a digital and video camera for documentation of damages.

Director

Post-Hurricane Immediate Response (Alert Status) () Person(s) Responsible

Keep the Executive Staff and Public Information Department staff informed of storm status.

Director

Communicate parish‟s assessment of damages to all stakeholders.

Director

Communicate with surrounding school districts (i.e., Jefferson, Orleans, St. Tammany, St. Bernard, Lafourche, St. John, St. James, and the State Department of Education) to ensure message consistency.

Director


Public Information


Disseminate messages daily regarding status of parish and schools via TV and radio stations, email, website, Connect-ED, community billboard, newspaper articles, and/or ads as available.

Department Staff

Meet upon returning to work to designate specific duties. Department Staff

Establish the “Hurricane Hotline” phone bank to handle all hurricane-related phone calls.

Department Staff/Designated Employees

Create and update daily a list of Frequently Asked Questions with answers and distribute the list to the phone bank personnel, the webmaster, all departments, and all work areas.

Department Staff

Report to and facilitate the phone bank. Public Information Coordinator/Special Programs

Order any requested signage. Department Staff

Select sites for non-electronic billboards for posting information.

Department Staff




Sales Tax Department


Back up all computer files. All Employees

Contact JPI to confirm secondary backup. Director

Evacuate with backup files, laptops, tape drives, and portable scanner.

Director

Obtain evacuation numbers or locations for staff. Secretary

Clear desktops of taxpayer records and secure all files.

All Employees


Contact Tax Office employees and check on status. Director

Communicate to employees time frame and sites for beginning operations.

Director

Contact Rochelle Cancienne to update our webpage to indicate temporary address change for taxpayer returns, if necessary.

Director


Determine if office is operable. Secretary

Check status of electronic filing software. Director

Check status of banking operations. Bookkeeper

Arrange temporary work conditions to process collections, if necessary.

Director




School Sites


Ensure Sprint/Nextel emergency cell phone and school radios are fully charged.

School Office Specialist

Take Sprint/Nextel emergency cell phone and charger to evacuation destination.

Principal

Cancel after-school activities. Principal

Obtain evacuation destination information of staff members, including phone numbers.


Update Connect-ED and phone tree. School Office Specialist

Stock ample supply of pen drives/disks to backup all computers.


Back up staff computer files. Take back up off site. Technical Site Coordinator

Contact personnel who are absent to obtain access to computer files to secure data.


Move important papers/books off the floor and away from windows.

Teachers, Custodial Staff

Secure loose materials/ trash on campus. Custodial Staff

Assure that all windows, doors, vents, shutters, etc. are closed and securely locked.

Custodial Staff

Take St. Charles Parish ID badges when evacuating. All Staff

Remove all food items from the school and place in dumpster outside of the building.

Custodial Staff

Survey interior and exterior of buildings and report to maintenance any unusual conditions prior to the storm.

Administration and Custodial Staff


School Sites


Determine if a custodian is available to return soon after the event.

Principal

Inform staff of contact information in order for employee to make contact with principal within 24 hours after disaster impact or emergency situations

Principal

Remove live animals from the school. Teachers

Direct schools to unlock interior doors and secure exterior doors

Administrator of Physical Plant Services

Principals check refrigerators to ensure they have been emptied. Principals check exterior doors to make sure they are secure.

Principals


Maintain contact with key personnel. Principal

All faculty and staff are to notify the principal of location and contact information

Faculty and Staff


Contact supervisor or key personnel to obtain directives from Central Office.

Principal

Avoid use of lanterns, torches, and lit cigarettes in the building as there may be leaking gas lines or other hazards involving flammable materials.

Custodial Staff

Survey inside and outside of school to assess damage to structure.

Administration, Custodial Staff

Survey inside of building to assess damage to materials, equipment, furniture, supplies, etc.

Administration, Custodial Staff

Report survey findings to Administrator of Physical Plant Services, where appropriate.

Principal

Test PA system, fire alarm, and security system. Principal


School Sites

Post-Hurricane Recovey (continued) () Person(s) Responsible

Secure inside of buildings to avoid further damage caused by wind or rain (request assistance, if needed).

Custodial Staff

Clean yard of debris wherever possible. Custodial Staff

Contact employees with pertinent information. Administration

Identify needs of employees and assist, if possible. Administration




Special Education Department


Update current phone numbers on phone tree and Connect-ED.

Staff

Conduct periodic drills and review emergency procedures.

Director of Special Education

Turn computers completely off. Staff

Train and review backup procedures with staff. Special Ed. Technology Specialist

Back up files (including inventory) to flash drive and take with you.

Staff

Purchase emergency containers for information the staff needs to take with them.

Special Education Secretary


Check websites (parish/school), radio/TV stations, and newspapers.

Staff

Check/respond to ticker messages on TV. Staff

Communicate location to Director of Special Education.

Staff


Assess personnel needs. Director of Special Education

Assess damage/losses and share written results with Director of Special Education.

Staff

Restore files, if computer is damaged. Staff


Special Education


Check deadlines/compliance issues and share written results with Director of Special Education.

Staff

Verify records of students for schools, if necessary. SER Secretary & IDEA Liaison

Compile reports, as needed/requested. Staff

Contact Textbook Coordinator/Warehouse Supervisor to determine status of inventory.

LRE Facilitator

Share damage/loss reports and deadlines/compliance issues with Assistant Superintendent of Curriculum, Instruction and Assessment

Director of Special Education

Review effectiveness of emergency plans for any needed changes.

Staff




Transportation

Pre-Hurricane Planning (Evacuation Order Received) () Person(s) Responsible

Review procedure to document pre-disaster conditions with employees Building Contents Building Exterior, Interior & Grounds Generator Storage (gas) Vehicles

TOC/TM

Determine drivers/staff available to evacuate Parish and stay with bus/evacuees.

TM/Dispatcher

Determine drivers available to evacuate residents locally.

TM/Dispatcher

Determine drivers/staff available to work immediately after emergency.

TM/Dispatcher

Secure necessary resources (money, food, water, medical, etc.).

TOC/TM

Brief staff on emergency/evacuation plan: Cell phone/emergency communication numbers

and addresses Emergency/evacuation staging areas, routes,

support, and shelters Parish reentry plan Radios/chargers distributed to

emergency/evacuation personnel Residents transported and expectations of

evacuation drivers/staff

TOC TM TOC TOC SM/SC TOC/TM

Top off district vehicles with fuel. SC/Mechanics

Top off fuel tanks. SC/Mechanics

KEY: TOC: Transportation Operations Coordinator TM: Transportation Manager SM: Service Manager SC: Shop Clerk


Transportation

Pre-Hurricane Planning (Evacuation Order Received) (continued)

() Person(s) Responsible

Park buses at centralized locations in protective postures (HHM, East Bank Lot, West Bank Lot)

SM/Drivers

Secure keys as directed. SM/Mechanics

Secure loose items at transportation sites. SC/Mechanics

Back up computers, secure backups as directed, unplug and put CPUs on table tops, take laptop computers.

TM/SC/Staff

Identify buses for Sheriff‟s Office (Special Needs & Regular).

SM/SC

Receive needs from Emergency Operations and transport personnel.

TOC

Post-Hurricane Immediate Response (Evacuation Order Still in Effect)


Determine status and location of all emergency drivers/staff and evacuees.

TOC/TM

Evaluate transportation sites, resources, and staff. TOC/TM/SM

Schedule available emergency staff (ongoing). TM/SM

Support district needs (ongoing). TOC/TM/SM

Transport personnel as directed by Emergency Operations.

TOC

Inventory available resources. TM/SM

Post-Hurricane Recovery (Evacuation Order Lifted) () Person(s) Responsible

Pick up and return evacuees to locations directed by Emergency Operations.

TOC



Transportation

Post-Hurricane Recovery (Evacuation Order Lifted) (continued)


Continue to transport personnel as directed by Emergency Operations.

TOC/TM

Debrief evacuation drivers/staff. TOC/TM

Post-Hurricane Recovery

Check/document damage to site; report information to supervisor. Building Contents Building Exterior, Interior & Grounds Generator Storage (gas) Vehicles

TOC/DOT/SM

Meet with transportation/district/parish staff. TOC/TM

Determine health and welfare needs of transportation staff.

TOC/TM

Coordinate transportation recovery operations with Executive Staff.

TOC

Evaluate district requirements. TOC/TM/SM

Secure additional necessary resources. TOC/TM/SM


HurricaneRecoveryPlan/Summer2011

Actions Taken

This document includes the actions taken for refining the hurricane disaster

preparedness and recovery plan.

HurricaneRecoveryPlan/Summer2011 1

St. Charles Parish Public Schools Hurricane Disaster Preparedness and Recovery Plan


Communication System.

Up date information for Connect-ED.

Maintain a Web server backup (out of town). (Baton Rouge)

Designate an answer center for key personnel.

Update training on use of satellite phone.

Update training for identified personnel in the 800-trunking system.

Establish community bulletin boards to provide updated information regarding the status of the school district.

Identify and contract additional phone services from

other vendors Use texting capabilities for Connect-ED and Identify

needs to maintain email capability

Director of Public Information ITS

Public Information Dept/ITS

ITS Executive Director of Physical Plant Services

Public Information Dept Chief Financial & Administrator Officer Director of Public Info. & Director of Information Technology Services

Identify members of teams who will be expected to evacuate to common locations that will allow expedient return to the district following the storm (i.e., Recovery Team, EOC Team, Transportation Team). The roles and responsibilities of these teams are clearly defined and communicated prior to hurricane season.

Conduct a pre evacuation meeting to establish

expectations and secure contact information.

Executive Staff Superintendent

KEY: = completed task



Identify Recovery Team and establish an out-of-district command center for evacuation (Dallas, TX). Recovery Team list: Superintendent; Board President and Vice-President; Asst Superintendents, Associate Director of Finances and Administration, Director of Information Technology, Systems Analyst and Payroll Specialist

Establish an out-of-district command center for evacuation to the east (Nashville, TN)

Superintendent Chief Financial & Administrator Officer

Establish a pre-disaster arrangement with contracted custodial and building repair services.


Communicate return to work policy to employees. Superintendent

Identify buses to be used for evacuation. Administrator of Ancillary Services and TOC

Communicate authorization method for reentry to parish (Employee Identification).

Director of Public Information


Secure Extra keys: Coolers/Freezers Buses/Vehicles Buildings

Director of CN/Administrator of Ancillary Services

TOC/Administrator of Ancillary Services Director of Maintenance

Secure district corporate cards for lead bus drivers evacuating residents (fuel only).

Chief Financial & Administrator Officer

Extend the credit card limit ($4000) Chief Financial & Administrator Officer

Make arrangements (accommodations) for bus drivers evacuating



Provide a $500 advance to bus drivers who drive evacuees for two consecutive storms within the same hurricane season.


Direct schools to unlock interior doors and secure exterior doors


Principals check refrigerators and exterior doors Executive Director of Physical Plant Services

Principals divide staff contact among administrators Executive Director of Physical Plant Services


Establish Recovery Team in the district (Executive Staff) to address issues and coordinate recovery. (To be determined based on local damages.)

Assistant Superintendent

Prepare Landry site for temporary generator power


Conduct a thorough assessment of facilities immediately following the storm (Plant Services Team)


KEY: = completed task

GENERATORS:

Maintenance Building

Central Office

Eual J. Landry Alternative Center (generator tie-in) EOC Team:

John Rome

Pat O‟Malley

Rochelle Cancienne-Touchard

Gary Martin

Andy Mire

Billy Hayes

Stephen Robicheaux

hurricane disaster preparedness and recovery plans of...

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