Policy

Disaster Plan: Appendices

 

APPENDIX 1: Briscoe Library Floor Maps

APPENDIX 2: Emergency Evacuation Team (Briscoe)

APPENDIX 3: List of Most Valuable Books, Records and Equipment–Not publicly available

APPENDIX 4: Emergency Salvage of Wet Books and Records

APPENDIX 5: Packing and Removal of Wet Library Materials

APPENDIX 6: Departmental Emergency Evacuation Procedures

Disaster Team Leader: Jonquil Feldman

Office Phone:  210-567-2430

Emergency Contact Information is on the Staff Intranet (not publicly available).

Regular Duties related to Disaster Planning

  • Calls regular meetings of the Disaster Team throughout the year
  • Ensures the disaster plan is updated annually or as needed
  • Maintains an emergency telephone and email contact list so that employees and other appropriate people are notified quickly after disaster strikes
  • Ensures that library staff are registered to receive HSC Alerts
  • Coordinates with the Senior Director of Libraries to work with the Department of Environmental Health and Safety and UT Police to ensure Library is in consistent compliance with broader disaster management policies
  • Establishes and maintains relationships with recovery companies.

During and After a Disaster

  • Consults with Senior Director of Libraries regarding building closure; follows guidelines in the Business Continuity Plan
  • Notifies division heads and  disaster team members of imminent danger or building closure (begins the telephone tree process)
  • Ensures a recording is made on the main line, 567-2400, stating the Library is closed and providing other pertinent information
  • Establishes a command center and delegates staff assignments as needed
  • Contacts Office of the President, External Affairs with library-related announcements, including library closure and reopening.  Does not contact media directly.
  • Ensures that library closure and reopening announcements are posted on website and in other media by Web Team
  • Works with Administration, Circulation, On-Call Librarian Services and Interlibrary Loan to ensure that voicemail recordings are changed to reflect current hours of service and contact information.
  • Oversees overall management of recovery and salvage operations
  • Supervises delivery and installation of equipment needed in recovery efforts
  • Assesses and records damage with other disaster team members
  • Identifies storage space for priority recovery list items
  • Receives reports from disaster team members
  • Prepares a post-disaster report

 

Back to Library Disaster Team list.

Emergency & Recovery Contact Information

Emergency conditions are normally managed by UT Police, Facilities Management, and Environmental Health & Safety (for significant disasters).  Contact the appropriate department directly as listed below.

Local Contacts

Library AdministrationRefer to the Library Administration Chain of Command
Staff Emergency Contact Information is on the Staff Intranet (not publicly available).
University Police From main campus
From off campus
Laredo
911
210-567-2800   
956-523-7414
Facilities Management 210-567-2885 (M-F 8:00 am – 5:00 pm) 210-567-2947 (all other times)
Housekeeping 210-567-2935
210-567-2947 (all other times)
Locksmith 210-567-2794
210-567-2947 (all other times)
UT Health Science Center Environmental Health & Safety Dept.
Business Hours
After Hours
 

210-567-2955
210-567-2800

Networks and Server damage   

Information Management & Services

 

210-567- 7777

Security Agency Contacts                                           

UT Police, Facilities Management or Environmental Health & Safety will contact the appropriate agencies.

University Police

From main campus
From off campus
Laredo
 911
210-567-2800   
956-523-7414
City/County Security 99-911
State Security Agencies Public Safety Department 210-531-2200
Federal Security Agencies Federal Bureau of Investigation; Bureau of Alcohol, Tobacco and Firearms (ATF) 210-225-6741

210-805-2727  or  800-283-4867

Department of Homeland Security Regional Office 210-472-6030

 

Recovery Services Contacts

 

Organization Name Contact Information
BMS Catastrophe (Blackmon Mooring) 24-hr phone number: 877-730-1948
BELFOR 800-856-3333 or 210-399-3315
Eagle Environmental (hazardous spills and contaminants) 318-868-4646
Munters (Air Treatment) 800-229-8557 or 210-651-5018

Back to Disaster Plan

Emergency Building Evacuation Procedures

For general guidelines, refer to the UT Police Emergency Preparedness Manual.

Campus Status information can be found on this site: http://www.uthscsa.edu/status.asp.

When a fire alarm sounds inside the library building, or in the event of a campus emergency situation the following steps must be taken to evacuate the library by Evacuation Team (ET) members and all staff members:

  • Grab your cell phones to communicate with staff on the other floors and with the Evacuation Team (ET).
  • ET members evacuate staff and patrons on your floor through the nearest exit.
  • Check the stacks, seating area and restrooms for lagging library users; ask them to exit through the nearest available door.  If a user refuses to leave the building, note the user’s location and continue to evacuate the building.  Give information on where they were last seen to the emergency crews when they arrive.
  • Physically challenged persons: ET member find someone to accompany/assist the person out of the building. An emergency chair is located on the 5th floor, northeast exit. If it’s not feasible to fetch/use the chair, the escort must get them inside an emergency stairwell, ask others to inform emergency crews of their whereabouts and remain with them until further assistance arrives.
  • In the process of evacuating the building, staff should inspect their floors for smoke, fire, injuries or other emergencies and relay this information to the ET Coordinator.  Only attempt to put out a fire if it is small and you have been trained to use the fire extinguisher.
  • Upon evacuation, library staff are to meet at the designated meeting place, which is the motorcycle area of Lot 2, close to Dental Drive.   Each supervisor or designee should attempt to account for his/her staff.  See Appendix 6 for details on Departmental Emergency Evacuation Procedures.
  • Library staff at the designated meeting place will be notified via radio when the Safety Officer gives the all clear to return to the library building. Only UT Police, the Fire Chief, or Environmental Health & Safety officers can give the all clear to return to the building.
  • The Evacuation Team Coordinator and the Disaster Team Leader will remain near the library entrance (if safe) to keep people from entering the building, unless they are emergency personnel, and to act as liaison between emergency services and library administration
  • Upon return, please check your work areas for any damage to personal property, workspace and the building, and report them to the building fire marshal or library administration office.
  • Evening/Weekend staff will evacuate the floors–they may have to ask for assistance from library users.

Back to Disaster Plan

Evacuation Management Team Coordinator: Walter Creech

Office Phone:  210-567-2462

Emergency Contact Information is on the Staff Intranet (not publicly available).

Regular Duties related to Disaster Planning

  • Leads an evacuation management team with representatives from every area of the library
  • Coordinates, with the Evacuation Team, evacuation procedures for the Briscoe Library
  • Conducts periodic drills, with Environmental Health and Safety

During and After a Disaster

  • Mobilizes evacuation management team to evacuate the Library building
  • Assists Senior Director of Libraries and Disaster Team Leader in keeping open communications with UT Police and Department of Environmental Safety and Health.

 

Back to Library Disaster Team list.

Food and Drink Policy

Drinks are allowed and they need to be in covered containers.

Bugs like food, but so do people, so we’ve decided to allow eating in the library. However, this is a limited privilege: no hot food, no messy food, and, to be polite, no smelly food. Library staff have the authority to determine if your food meets these criteria.

Please use napkins liberally, and clean your hands before using library computers.

For your own comfort, and as a courtesy to your colleagues, we also ask that you clean up after yourself. Trash cans are located all over the library for your convenience. If you make a mess that you’re unable to clean up on your own, tell library staff, who will help you clean it up. You won’t get in trouble for reporting a spill.

And, please — no food deliveries to the library!

Reviewed 11/22/2013

Health Professionals-San Antonio Area

Health professionals with a current state issued license and working in a clinical setting may register with the Library as an Area Health Professional and have access to a variety of services including:

  • Books and audio/visual materials
  • Journals—print or electronic, in-house use at any of the UT Health Science Center Libraries
  • Library computers (time limit)
  • Online search service (fee)
  • Interlibrary Loan *(fee)
  • Photocopy and printing (fee)

Due to licensing agreements and contracts, off-site access to electronic journals, books and databases is only available to affiliates (current faculty, staff, and students). Area health professionals are welcome to use electronic resources from within the library during regular business hours.

*Interlibrary Loan services are available for area health professionals for personal or academic research and may not be used by health professionals on behalf of law firms, corporations, or organizations.

Loan periods for circulating material

Material Type     Loan Period     # of Renewals
Books                     14 days                          2

Library Registration

  • Create an account for book checkout  and Interlibrary Loan services.
  • Area health professionals may register in person at the Briscoe Library Circulation Desk or at the Laredo Regional Campus Library.
  • A state-issued ID (current driver’s license or passport), a current license to practice number, and proof of working in a clinical setting are required for registration.
  • Borrowing privileges are valid for one year from date of issue unless the license expires prior to that, and may be extended annually.
  • Registration cannot be renewed until all fines and other obligations have been cleared.

Library Collection Use

Users may have up to 3 items checked out at any given time. Select library materials may be renewed in person or by calling the Circulation Desk at (210) 567-2440. Renewal will be denied if materials have reached their renewal limit, have been recalled, or are overdue.

Human Resources and Business Administrator: Jonquil Feldman

Office Phone:  210-567-2430

Emergency Contact Information is on the Staff Intranet (not publicly available).

Regular Duties related to Disaster Planning

  • Maintains and updates list of keys and card readers annually or as necessary
  • Establishes and maintains an inventory of library assets
  • Maintains current list of all staff office phone numbers for updating the telephone tree

During and After a Disaster

  • Contacts recovery vendors and services at the request of the disaster team or collections manager
  • Tracks and coordinates expenditures
  • Coordinates with Senior Director of Libraries to authorize temporary staff assignments and workspaces if needed
  • Coordinates with IMS Client Support to replace equipment and to identify key servers and equipment that should be restored first
  • Coordinates payment for supplies and services needed
  • Recruits volunteers and ensures they all sign a waiver form
  • Arranges for food and drink for recovery workers as determined necessary
  • Works with Sharon Leach, Administrative Assistant to update the inventory of library possessions as damaged items are discarded
  • Maintains a list of possessions sent out for refurbishing, if applicable
  • Works with Senior Director of Libraries to submit insurance claims for Library
  • Coordinates with Human Resources to assist any employee injured in the disaster or during recovery with workman’s compensation or insurance claims
  • Enrolls the assistance of the Employee Assistance Program if necessary

 

Back to Library Disaster Team list.

Information Resource Development Policy

About the Libraries

The UT Health San Antonio Libraries are at the heart of the Health Science Center community, with three locations (Long Campus, Texas Research Park Campus, and Laredo Campus) and a growing online presence, the Libraries serve as a hub for knowledge, education, and scholarship. The Libraries’ primary clientele include students, faculty, and staff who are affiliated with the Health Science Center either onsite or offsite. Secondary clientele include area health professionals, researchers, and members of the community.

Mission

The mission of the UT Health San Antonio Libraries is to promote learning, inspire discovery, and connect with our communities. This mission is accomplished by providing expert library services and access to reliable health sciences information.

Purpose of the Policy

The purpose of the Information Resource Development Policy (IRDP) is to guide collection development and management decisions and to ensure that information resources accurately and effectively support the mission and goals of the university.

Goals of the Policy

The goals of the Information Resource Development Policy (IRDP) are as follows:

• Develop and maintain collections that meet the needs of the UT Health academic, clinical, and research communities;
• Assess collections regularly for relevancy based on changes in campus programs, feedback, and usage;
• Maximize purchasing power and expand access to information through partnerships with state and regional consortia.

Scope and Guidelines

The Library collects, develops, and maintains collections in a variety of formats, however the preferred format for collection materials is electronic and/or online accessible. Collections focus on the following core subject areas: dentistry, medicine, nursing, basic medical sciences, and allied health sciences. Materials are also acquired in related subject areas such as: public health, pharmacy, psychology, health care management, and history of the health sciences.

Electronic Collections – Electronic resources are the preferred information format for the UT Health Libraries. Electronic collections consist primarily of e-journals, e-books, and databases. Access to electronic resources is available 24 hours a day, 7 days a week, and is also available off-campus for affiliated users.

Physical Collections – The Libraries physical collections are maintained both on-site and off-site. Physical collections consist primarily of journals, books, and audiovisuals (DVDs). The majority of the print journal collection is housed at a Joint Library Facility in Bryan, Texas. At present, most of the print book collections are housed within the Libraries, but many of these collections will be migrating to the Joint Library Facility in the future. Physical collections are accessible at all locations and most materials can be shared between locations.

Historical Collections – The Library’s historical collections are housed on the main university campus and include: manuscripts, rare books, historical medical instruments, and archival materials. The Library has been designated as the University Archives and maintains historical documents about the university as well as scholarly works produced by students at the university. The historical collections are open to all researchers, and access to physical materials is by appointment. Content that has been digitized is accessible 24/7 through the Library’s Digital Archive.

Decisions and Selection

Information resource decisions are based on a solid understanding of the teaching, learning, and research priorities of the Health Science Center. The Office of the Director is responsible for the overall collection budget and works collaboratively with the Resource Management department to oversee budget allocations. Selection decisions are a cooperative effort between the Library Committee, Library Liaisons, and the Collection Development Committee. Each of these entities provides valuable feedback that guides collection decisions.

The Library Committee is composed of representative faculty appointed by the President of the University and works with the Library to serve in a consultative and advisory capacity.

Library Liaisons are assigned to each of the schools, work as an integral part of the curriculum, and provide input about resource needs based on program requirements.

The Collection Development Committee is composed of Resource Management Librarians and representatives from each of the Library divisions.

Resource Management librarians are primarily responsible for collection assessment, access, discovery, selection criteria, cost analysis, consortia activities, and policies and procedures.

Selection Criteria
The Library actively reviews information resources to determine what resources should be acquired, retained, and discontinued. The following criteria are applied in the review process: quality, relevancy, cost, format, accessibility, and usage.

Deselection Criteria
In order to maintain a relevant collection, the Library employees deselection as part of its collection development practices. The following criteria are used when evaluating materials for deselection: low usage, relevance to academic programs, currency of information, historical significance, condition, duplication, and availability in the Joint Library Facility.

  • The Joint Library Facility is a collaborative storage facility that houses print resources for a network of University of Texas Libraries. Libraries that opt to store their materials in this facility retain ownership of the resources. In addition, libraries with duplicate holdings can claim ownership of stored copies. The facility is located in Bryan, Texas.

Resource Sharing and Cooperative Purchasing

The UT Health San Antonio Libraries participate in several resource sharing and cooperative purchasing partnerships that expand the depth of information resources available to its clientele. Partnerships include the UT System Digital Library Consortia, the South Central Academic Medical Libraries Consortium, the TexShare Consortium, the Joint Library Facility, and the OCLC Library Cooperative. Through these partnerships the Libraries are able to expand borrowing privileges and increase access to electronic resources. Participation in cooperative purchasing allows the Libraries to negotiate the best pricing for resources.

 

Approved by the Library Committee, 2-3-97
Revision approved by Mary Moore, Ph.D., Director of Libraries, 6-23-2006
Revision approved by Rajia Tobia, Executive Director of Libraries, 1-29-2009
Revision approved by Rajia Tobia, Executive Director of Libraries, 10-12-2011
Revision approved by Owen Ellard, Senior Director of Libraries, 04-06-2018

John P. Howe, MD III Conference Room Guidelines

 

Room Description

The Howe Conference Room, located on the fifth floor of the Briscoe Library, provides group meeting space for approximately 20 persons. The room may be reserved for special university functions by UT Health faculty and administrative staff. Since this room houses more than 1500 rare books, special security and safety regulations in addition to general library policies must be observed at all times. Also, please note that this room is kept at a cooler temperature for preservation of the books. Bringing a sweater or jacket is recommended.

Reserving the Room

Room reservations can be made by following the I need to . . . Reserve a Room link.  Under Other Library Room Reservations click on the Room Request Form button.  Fill out the online information form and submit. A confirmation email will be sent.

The conference room is available for set-up and can be used 24/7/365.

Room Use Considerations

Furniture in the conference room may be rearranged. All tables must be unplugged before they are moved and they must be returned to their original configuration and plugged in at the conclusion of the meeting. Departments will be called to return room back to its original setting if this has not been done before 5:00 p.m. Extra furniture may not be stored in the fire exit stairwell for safety reasons.

Because the conference room is located on a fire exit route, it cannot be locked; therefore equipment or valuables should not be left unattended.  Entrances and exits must not be blocked with tables, chairs, extension cords, etc.

Library staff may occasionally need to retrieve books from the conference room while a meeting is in progress. Although staff will try to hold requests for books until after meetings are concluded, they will enter if necessary.

Restrooms are located next to the main elevators on each floor. The library’s staff room telephone may not be used and staff are not responsible for taking messages. Mobile telephones may be used only in the hall near public restrooms.

Administrative Assistants needed for on-call services during use of the conference room may use furniture by the elevators on the 5th floor. Lounge seating is also available in the public area outside the conference room entrance.

Food

Groups using the conference room are responsible for making any food and/or refreshment arrangements prior to the meetings.  If University Catering Services are used to cater the event, the main library entrance may be used: however, serving carts must be covered and the service elevator should be used. Other caterers should use the service entrance on the library’s south side.

The staff room and staff kitchen adjacent to the conference room may not be used by groups using the conference room unless special permission has been obtained from the library Administration Office, ext. 7-2408.

Clean-Up

Because a portion of the library’s rare book collection is housed in the Howe Conference Room, it is extremely important that clean-up be conducted immediately following any meeting where food or drink is served, to mitigate pest infestation. If appropriate clean-up is not completed in a timely manner, the department or group reserving the room will lose privileges to reserve the Howe Conference Room in the future.

Groups using the conference room are responsible for making prior arrangements with Housekeeping to provide additional trash receptacles when necessary and remove trash, dishes, leftover food, etc., immediately after the conclusion of the meeting. If the meeting concludes at a time when Housekeeping is not available for clean-up, then it is the responsibility of the department making the reservation to assure that clean-up is completed. Special attention to clean-up should be made in the evening and during the weekend when Housekeeping is typically not available. Table cloths and/or place mats should be used to protect furniture. Both the credenza and the wooden tables in the room could be damaged if hot items are placed on their surfaces. Housekeeping should be notified immediately of any spills so that they can shampoo the carpet to prevent stains.

Audio-visual Equipment and Computer Requests

The conference room is set up with a laptop for your convenience.  If other equipment (projectors, whiteboards, flipcharts, etc.) are needed, prior arrangements should be made with the AV Services Department at 210-567-2214. Groups requiring projectionist services should make arrangements with Classroom Services, ext. 7-2210. Groups may also supply their own laptop which can be connected to the video projector located in the conference room.

Library staff do not provide equipment setup or support services. Problems with computers or equipment should be reported to 210-567-7777.

Noise

Persons using the conference room should note that it is located in a heavily used study area. Students have asked that persons entering and leaving the conference room be considerate and keep conversations outside the conference room to a minimum.

Any exception to these guidelines can be made only by the Senior Director of Libraries.

Updated 7/13/2017