Emergency Preparedness and Reunification Plan Permit Request

Please read the following and scroll to the bottom for the fillable form. A copy of this plan will be provided once approved. Email OEMCP@utdallas.edu if you have any questions.

Requester

Primary point of contact's information including cell phone number.

Permit Date & Time

The first and last day of the youth program. (More information will be collected below regarding when the program is occurring between those dates.)

Location Section

List the primary location in the Campus, Building, or Outdoor Area field, select the room number, and any additional locations can be listed in the field below that.

Fire Safety and Evacuation Procedures

1. Identify at least two emergency exits near the event location.
2. Identify a primary and secondary muster location for evacuation. Muster locations should be at least 75 feet away from the building and out of the way of first responders.
3. Provide program roster to staff members(hard copy or electronic) to ensure all participants are accounted for at the muster location.
4. Ensure program staff members and participants are made aware of the nearest emergency exits and muster locations at the beginning of the event.
5. Program staff should also be aware of the nearest fire alarm pull stations and fire extinguishers.

When the Fire Alarms activate, or you see Fire/Smoke

1. As the program is evacuating, guide all participants to the closest exit.
2. Do not use elevators unless authorized by emergency personnel.
3. Move at least 75 feet away from the building and out of the way of first responders.
4. Keep a roster of all participants and keep the class together.
5. Do not re-enter the building until you are told to do so by emergency personnel.
6. Implement the reunification plan if you are unable to re-enter the building.

Immediately notify emergency personnel if any participants are missing.

Severe Weather Safety and Shelter

Sign up for Weather Alerts

Join the EM: UTD Weather Teams Group to stay up to date on severe weather. In Teams, Click Join or create a team below your teams list and look for the Join a team with a code card. Enter 2y0lktg

To register non-affiliated individuals for UTDAlert, have them text UTDALERT to 888-777. This will automatically enroll the individual in UTDAlert. Once the program has been completed, they can reply STOP to 888-777 to unsubscribe

Preparedness Actions

Identify at least two severe weather shelter areas near the event location. Severe weather locations can be any location that is in an interior room or hallway of a sturdy building, preferably on the lowest floor. Stay away from windows, glass, and unsecured objects that may fall. Avoid auditoriums and gymnasiums.

To find the predesignated severe weather shelter areas for your building:

1. Go to the campus map
2. Click on the Campus Safety tab
3. Click the box next to Severe Weather Shelter Areas
4. This will highlight the shelters that have been identified by the Office of Emergency Management and Continuity Planning(OEMCP). Remember, severe weather shelter locations can be any location that is in an interior room or hallway of a sturdy building preferably on the lowest floor.

If a situation arises you need to shelter in place

1. Seek shelter inside the closest sturdy building if not already inside. DO NOT wait until you physically see a tornado or severe weather event to react.
2. Once you are inside, go to the lowest floor of the building, in an interior room or hallway, and stay away from windows, glass, and unsecured objects that may fall.
3. Avoid auditoriums and gymnasiums.
4. Do not use elevators.
5. Wait for further instructions from UTDAlertand emergency personnel.
6. Keep a roster of all participants and keep the program together.
7. Do not leave until an “All Clear” is received.

Reunification Plan for Minors and Parents / Guardians

During an emergency or disaster, releasing minors to a parent or guardian can be a difficult process. Developing a reunification plan will help all staff, participants, and parents/guardians know the process of how to reunite with the program participants.

Preparedness Actions

1. The Program Director must establish a safe area for parents to go to pick up their minor participants in the event of an emergency. This location and an alternate should be coordinated with OEMCP. This area must be away from any danger, be traffic-friendly, and be safe for minors.
2. A map should be developed for primary and alternate locations.
3. Notify parents/legal guardians of the primary and alternate safe area pick-up locations at the beginning of the program.
4. Provide program roster to staff members(hard copy or electronically) to ensure all participants are accounted for at the muster location.

Activating the Reunification Plan

The event in collaboration with University leadership, UT Dallas Police, UT Dallas OEMCP, and the Programs for Minors Office will determine if an event should be closed or canceled due to an emergency situation. Once the decision has been made, the point of contact and their alternate will be notified.

Staff must develop a plan for reunification that includes the following

1. Notify the UT Dallas Police Department to assist with security and traffic control, if needed.
2. Keep a roster of all participants and keep the program together.
3. Parents must be notified where to meet their child/children. This should be communicated before the start of the program.
4. Minor participants will stay under the custodial responsibility of the program staff until released to the parent/guardian.
5. The parent or guardian must present a valid photo ID to ensure the person requesting the child/children is a match to the name on the pickup authorization form.
6. The parent/guardian will be asked to sign a form indicating they picked up the child/children. The date and time will also be indicated on the pick-up form.
7. If the child is in the first aid area, the parent/guardian will be escorted to that area for reunification with their child/children.
8. If the minor was taken to an area hospital, the parent/guardian will be provided with the location of the hospital.

Medical Emergency Procedure Preparedness Actions

1. If your program has more than 50 attendees, you should send an email to the University Emergency Medical Response (UEMR) Team to ensure they are aware of your program. You can notify them by emailing uemr@utdallas.edu.
2. Ensure program staff know where the nearest Automated External Defibrillator (AED) is located. Contact the University Emergency Medical Response (UEMR) Team for more information regarding AED training.
3. For programs that involve minor participants, please ensure you have reviewed the UT Dallas Youth Protection Policy: https://policy.utdallas.edu/utdsp5015.

Emergency Response

1. All emergencies or suspected crimes should be reported immediately by calling 911.
2. Tell the dispatcher your location and give them the exact address or building name.
3. Give your full name and the telephone number from which you are calling, in case you are disconnected.
4. Include the nature of the emergency.
5. Remain calm and do not hang up as additional information may be needed. If possible, have someone meet emergency personnel outside of the building or event location.
6. After contacting 911, notify the Programs for Minors Office (972-883-2302) of the incident and submit the completed Incident Report.

UTDAlert

If an emergency or disaster occurs during a program, a UTDAlert message(text and email)will be sent to the campus community to communicate emergency procedures and additional information on the incident. All registered UT Dallas students, faculty, and staff are automatically enrolled in the UTDAlert system.

To register non-affiliated individuals for UTDAlert, have them text UTDALERT to 888-777. This will automatically enroll the individual in UTDAlert. Once the program has been completed, they can reply STOP to 888-777 to unsubscribe.

Outdoor Warning System

There are three outdoor warning sirens located on the UT Dallas campus. The Outdoor Warning System can be activated by UT Dallasor City of Richardson Officials. If the sirens are activated, move indoors to an interior room or hallway away from doors and windows until an “All Clear” from UTDAlert is issued. Please refer to the Severe Weather Safety and Shelter Locations section for additional information and procedures.

The Outdoor Warning System can be activated when

1. The NationalWeather Service issues a Richardson area Tornado Warning or Severe Thunderstorm Warning with destructive winds at or above 70 MPH.
2. Trained storm spotters have reported a tornado with the potential to affect the City of Richardson.
3. Hail of 1.75 inches(golf ball size)in diameter is imminent.
4. Deemed necessary by UT Dallas or City of Richardson officials (i.e. in the event of any emergency when officials need to get citizens to move indoors for their safety).

Media

Shortly after the incident, the media may have a presence on campus. Please direct all interview requests to the Office of Communications. Program staff should not speak to the media unless authorized to do so by the Office of Communications.

Department Contact Information

1. UTD Police | 972-883-2222 or 911 | police@utdallas.edu
2. OEMCP | 945-251-3588 | OEMCP@utdallas.edu
3. Programs for Minors Official | 972-883-2302 | PACE@utdallas.edu
4. Facilities Management | 972-883-2147 | custodial@utdallas.edu

Attachments

Not required but if available you can attach your program roster and other helpful resources so they are attached to the plan.