Policy

Library Disaster Team

The Disaster Team Leader assumes a primary role in managing the disaster, working closely with the Senior Library Director and other staff.  The Senior Library Director will ultimately be responsible for all actions and decisions, based on advice from the Disaster Team, and in collaboration with University Police, Facilities Management, and Environmental Health and Safety.

 

The Library Disaster Team includes:

Senior Director of Libraries……………………………………………………………………………… Owen Ellard

Disaster Team Leader……………………………………………………………………………… Jonquil Feldman

        Resource Management Head………………………………………………………………………..  Andrea Schorr

Branch Libraries & Community Engagement…………………………………………………………  Peg Seger

Human Resources and Business Administrator…………………………………………. Jonquil Feldman

Evacuation Management Team Coordinator………………………………………………….. Walter Creech

Records Management Coordinator………………………………………………………………….. Owen Ellard

Photographer/Disaster Documentation Representative……………………………………..  Walter Creech

 

UT Health Science Center Disaster Support:

Chief, UT Police……………………………………………………………………………………….. Michael Parks

Asst VP for Environmental Health and Safety………………………………………… Michael Charlton

Asst VP for Campus Operations, Facilities Management…………………………….. Darrell Maatsch

The Disaster Team will:

  • Coordinate with emergency services (University Police, Facilities Management, Environmental Health and Safety) to determine when and where it is safe to enter the building.
  • Prepare for recovery.  Contact BMS Catastrophe (1-800-433-2940, 210-542-4180-cell).
  • Once staff are allowed back into the building, assess the nature and extent of damage and take photographs to document the damage.
  • Identify a disaster command post with necessary communication equipment, desks, and supplies for directing the recovery effort.
  • Work with BMS Catastrophe to assemble pallets, cartons, book trucks, and work crews.
  • Make salvage decisions and take action quickly because mold can start growing on wet materials within 48 hours.

For more details on handling specific emergencies, consult Procedures for Campus Emergency Situations.

Back to Disaster Plan

Library Policies

 

Library Technology: Jeremy Mercier

Office Phone:  210-562-6805

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

Regular Duties related to Disaster Planning and Response

  • Follows guidelines in the Business Continuity Plan
  • Coordinates maintenance of temporary library Web site with access to key information resources to be hosted off-site
  • Activates the temporary website as needed

Coordinates with UT Health Science Center Systems, Network and Operations (SNO) & Academic Technology Services (ATS) to:

  • Develop backup plan to minimize loss of access to servers and resources
  • Secure and reestablish computer network and systems
  • Reestablish telephone connections
  • Reestablish computer security system

Coordinates with Property Control and Facilities Management to:

  • Remove damaged or destroyed equipment
  • Identify appropriate means for disposal of destroyed equipment (there are EPA guidelines for disposal of many types of equipment including printers and photocopiers)

Works with Senior Director of Libraries and Business Administrator to:

  • Replace destroyed equipment
  • Identify key servers and equipment that should be restored first

 

Back to Library Disaster Team list.

P. I. Nixon Medical Historical Library Policies

UT Health Science Center Libraries Special Collections

Picture1 

Procedures for Use of P. I. Nixon Medical Historical Library and the University Archives

The P. I. Nixon Medical Historical Library and the University Archives is open to lay and professional researchers by appointment from Monday through Friday 8:00 am – 4:30 pm, except on university holidays. The following procedures help preserve the material in the collections for future generations. Your understanding and cooperation is appreciated.

  1. The P. I. Nixon Library Reading Room is reserved for those using materials from the Special Collections. Rare books and archives may not be checked out or removed from the Reading Room.
  2. All patrons must register with the Special Collections staff and complete and sign a Research Agreement. Picture identification is required.
  3. Special Collections materials may be used only under supervision of Special Collections staff, who will assist patrons in identifying material to be reviewed and who will retrieve requested material for patrons.
  4. Library staff must be present in the Reading Room during the use of archival materials and rare books. Please notify Special Collections staff when you arrive and return materials to staff when you leave.
  5. Appointments are required if specific materials are requested, staff need to know in advance as some materials are stored in remote locations. Call 210-567-2470 or email SpecialCollections@uthscsa.edu to make an appointment.
  6. No bags, brief cases, purses, notebooks, folders, binders, coats, or other personal property are allowed in the Reading Room. These should be given to Special Collections staff for safe keeping and will be returned when materials are turned back in. Personal computers are permitted, but computer carrying cases must be placed with staff.
  7. Use only pencil or personal computers for taking notes. No other writing implements or markers are allowed in the Reading Room during materials use. Do not mark materials in any way or fold pages.
  8. Only loose sheets of paper are allowed in the Reading Room for note taking and will be provided by staff.  PostIt NotesTM are not allowed. Patrons must present all material to Special Collections staff for checking prior to departure.
  9. Food and drink are not allowed in the Reading Room except for special functions approved by the Library.
  10. Unless special arrangements are made beforehand, no more than 2 books and/or 2 manuscript boxes will be retrieved at a time. No items will be retrieved after 4:00 pm.
  11. Cameras are welcome, but flash photography is not allowed.  Photography must be supervised by Special Collections staff and permission must be obtained for publication or reproduction of any Special Collections materials.
  1. Archival materials and rare books must be handled with great care. Staff will monitor the use and handling of materials at all times. Proper handling guidelines include, but are not limited to:
    • Handle papers one at a time, using both hands for support, and stack papers carefully. Do not pick up a stack of papers and tap them on the table to straighten them. If a document is in fragile condition, please request assistance from a staff member.
    • Do not make any marks, erasures, or any other changes on a document.
    • Keep all items on the table while being used. Place nothing in the lap or propped against the table. Staff can provide book cradles or supports for better viewing of books.
    • Place nothing on top of archival materials or books. Do not write on top of, fold anew, or trace materials.
    • Turn pages slowly and carefully, touching only the margins if possible.
    • Wear the cotton gloves provided when handling photographs and wash hands prior to handling rare books.
    • Notify staff if you notice any irregularities or incongruities in the description of the material and the actual material, or if you notice damaged materials.
  1. Tours of the Nixon Library can be arranged.  We welcome groups.

Note regarding photocopying and digitization: Staff will digitize or photocopy a portion of text for patrons. Some materials cannot be copied due to their condition or other restrictions. Materials larger than 11” X 17” will not be photocopied. Photocopies or digitization may be ordered at the time of visit and should be ready within 24 hours. There is no charge for Health Science Center personnel. Non-UT Health Science Center users will be charged 25 cents per photocopy or $25.00 per picture digitized, collected in advance. Fees may be charged for digitization of other materials, depending on the purpose and the amount of materials requested.

Please note that access to the collections of the P. I. Nixon Medical Historical Library and the University Archives does not imply permission to copy, quote, publish, or otherwise make public use of any part of the collection. The researcher assumes the responsibility to secure such permissions, including permission from the UT Health Science Center Libraries, prior to use.

 

Photographers/Disaster Documentation Representatives: Robert Zuniga & Walter Creech

Walter Creech–Office Phone: 210-567-2462

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

Duties related to Disaster Planning and Recovery

  • Maintains an inventory of library possessions
  • Photographs the damage to the collections and library contents, as well as damage to the building, if appropriate
  • Maintains a photographic record of recovery efforts

 

Back to Library Disaster Team list.


Policies for Emergency Closure

 

Before closing the library, always contact the Senior Library Director and the VP for Academic, Faculty and Student Affairs’ office (210-567-2004) for approval to close.  In the event of an emergency or campus closure, the Office of the President well send an HSC Alert through email and text message to mobile telephones. If the announcement says that only essential personnel must report to work, the Library will be closed. All staff are expected to sign up for HSC Alerts in order to be notified of campus closures.

The UT Health Science Center Handbook of Operational Procedures (http://www.uthscsa.edu/hop2000/8.3.1.pdf) outlines procedures for closing of the campus due to severe weather or during an emergency.  Campus Status information can be found on this site: http://www.uthscsa.edu/status.asp.

Notifications: If the library does not open on time or has an early closure, library staff will notify the public of any closures and status of the library through Web site updates, phone messages, social media and signage.

Inclement weather:  During business hours, the Library will close if the University President or his designee declares a campus closure and cancellation of classes due to extreme weather or an emergency or disaster.  After 5 pm or on weekends the Senior Library Director or his designee has authority to close the Library in case of extreme weather or an emergency.  Hours of work missed will be recorded as Administrative Leave. However, if an employee received prior approval for vacation or sick leave, then the absence will be recorded as vacation or sick leave, respectively.

The Library will open if the weather is severe but the campus is not closed.  Staff members are expected to make every reasonable effort to report to work.  If staff cannot safely make it to work, they should notify their supervisor by telephone immediately.  Hours of work missed if the campus is not closed will be handled like other absences and charged to vacation leave, or pay will be reduced.

Physical disaster that poses a threat to lives or property:  the Library will be evacuated and will close immediately.

Power failure:  University Police should be contacted at 7-2800. In the event of a power failure, the following guidelines apply:

 

Daylight Hours After Dark
Library will remain open for 30 minutes, to allow time for power to be restored Library will remain open for 15 minutes to allow time for power to be restored
After 30 minutes, the Library will be evacuated After 15 minutes the Library will be evacuated
Library staff must remain in contact for one additional hour Library staff must remain in contact for one additional hour
If the power is off for a total of 90 minutes, then the Library may be closed and staff sent home If power is not restored after a total of 30 minutes, then the Library will be closed and staff sent home
If power is restored earlier than 6 hours prior to closing time, night or weekend staff must return to re-open the Library If power is restored earlier than 6 hours prior to closing time, night or weekend staff must return to re-open the Library

 

Telephone outage:  As long as there is access to a cell phone to call UT Police, the library will remain open.

Water shutdown:  If the water is shut down in only the library building, the library will remain open. If the shutdown affects the Library and lecture hall buildings, then the Library will close due to unavailability of restrooms. If water is restored earlier than 6 hours prior to closing time, Library staff will return to re-open the Library.

Air conditioning shutdown: Generally, the Library will not close if the air conditioning is down for just a few hours or overnight. The decision to close is at the discretion of the Senior Library Director, and can be based upon the outside temperature at the time.

 

Back to Disaster Plan

Procedures for Campus Emergency Situations

If a disaster occurs, regular contact should be maintained with UT Police:

San Antonio                       911 or 210-567-2800

Laredo                                  956-523-7414

Chain of Command: The following Library Administration personnel should be notified that 911 has been dialed, during or after business hours:

 

Senior Library Director Owen Ellard
Director of Library and Outreach Services Jonquil Feldman
Head of Collection Resources Andrea Schorr
Head of Library Technology Jeremy Mercier
Records Management Officer Owen Ellard
Library Administrator Herlinda Howard

 

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

Procedures for Emergency Campus Situations

 

Active Shooter

If approached by a threatening person in the library or if a threatening situation is observed between staff and/or library users, staff members should either call the University Police (911 or 210-567-2800) directly or alert another staff member to do so.

If the person is directly in front of you or near the phone, the code for alerting police and other staff that there is a physical threat involved is to ask for Form 10-33.  A Panic Button located at the Circulation Desk will ring directly at the UT Police station.

If an active shooter (person carrying a weapon and/or actively engaged in shooting) is in the building, evacuate if possible. If unable to evacuate or if unsure where the shooter is, hide in a safe place where the shooter is less likely to find you.  Staff offices and most classrooms are best because they can be locked from inside.  Once in a safe place, call UT Police and explain the situation. Silence all cell phones and pagers.

If a suspect is in the vicinity, the university will notify the campus through HSC Alerts. Follow directions on how to react. If directed to evacuate the building and/or campus, grab your wallet/purse, lock your office door and evacuate immediately through the nearest exit and help others to escape, if possible.

More information can be found in this Active Shooter Pocket Card.

Biological Agents

Biological agents are organisms or toxins that have illness-producing effects on people, livestock and crops.  Because biological agents cannot necessarily be detected and may take time to grow and cause a disease, it is almost impossible to know that a biological attack has occurred.  If government officials become aware of a biological attack through an informant or warning by terrorists, they would most likely instruct citizens to either seek shelter where they are and seal the premises or evacuate immediately.  A person affected by a biological agent requires the immediate attention of professional medical personnel.  Some agents are contagious, and victims may need to be quarantined.  Also, some medical facilities may not receive victims for fear of contaminating the hospital population.  Contact UT Police, or Environmental Health & Safety officers and Library Administration.  Library Administration will determine whether to activate the Library Disaster Team.

Bomb Explosion

Evacuate the building.  If items are falling off bookshelves or from the ceiling, get under a sturdy table or desk until it is safe to leave the building.  Call University Police at 911. Contact Library Administration.  They will determine whether to activate the Library Disaster Team.

Bomb Threat

When responding to a phone-in bomb threat, remain calm and take the below-listed steps. Get as much information from the caller as possible. Keep the caller on the line and take notes on everything that is said.  If you have caller ID, note the phone number of caller. The following specific questions should be asked of the caller, even though it is unlikely the caller will provide personal information:

  • When is the bomb going to explode?
  • Where is the bomb right now?
  • What does the bomb look like?
  • What kind of bomb is it?
  • What will cause it to explode?
  • Did you place the bomb?
  • Why did you place the bomb?
  • Where are you calling from?
  • What is your address?
  • What is your name?
  • What is your phone number?

Write down the exact words of the call. Include any slang, jargon, or other distinctive words used.  Record the time that the call was received, the time the bomb is supposed to explode, and the time the call ends. Be alert to the characteristics of the caller’s voice and the background noises of the call.   Record the following information:

  • Male or female
  • Estimated age
  • Tone of voice
  • Accent
  • Background noises
  • Is the voice familiar?

If the caller allows conversation to continue, try to get to another telephone to alert the telephone operator.  Do not hang up because the operator may be able to assist in tracing the call.

After you have notified UT Police of a bomb threat, do not touch any suspicious packages.  Evacuate the building.

Chemical Agents

Chemical agents are poisonous gases, liquids or solids that have toxic effects on people, animals or plants.  Most chemical agents cause serious injuries or death.  Severity of injuries depends on the type and amount of the chemical agent used, and the duration of exposure.

In the event of a chemical agent attack, seek shelter immediately.  Do not leave the shelter to assist others as you could be fatally harmed.  Contact UT Police, or Environmental Health & Safety officers and Library Administration.  Library Administration will determine whether to activate the Library Disaster Team.

Fire

If you notice or detect smoke or fire:

  • Activate the alarm, if it has not already been activated
  • Call the University Police (911)—they will call the fire department
  • Evacuate the building

If the alarm sounds, it is the responsibility of University Police to investigate its source.  If the alarm is not silenced within one minute execute evacuation procedures.

Flooding (Broken Pipes, etc.)

If you detect leaks or water damage to library materials, or if you enter a flooded area of the library, contact the Library Administration, who will determine whether to activate the Library Disaster Team. Also contact Facilities Management immediately.

Procedures:

  • Do not touch or step into standing water—it could be electrified
  • Do not touch a person who has been electrocuted.  Dial 911 for help.
  • Do not touch or move wet books or other materials unless directed.
  • Locate the water source.  If water is coming from above, cover the ranges with plastic sheeting. Get the emergency plastic from the disaster materials storage area (5th floor – storage room by kitchen or emergency supply cabinet near staff elevators on the 3rd floor) and cover any materials, equipment, etc. that might get damaged.
  • Place plastic buckets or waste baskets under leaks.  Trash cans may be used to collect water.
  • Coordinate with Facilities Management to reduce temperature and relative humidity and increase air circulation to reduce the chance of mold.  Use portable fans to increase air circulations.  Monitor temperature and humidity throughout the recovery process.  Conditions are normal when temperature is 72 degrees F and relative humidity is 40-50%.  Higher levels may cause mold.
  • Contact specially trained recovery experts at BMS Catastrophe (1-800-433-2940, or 210-542-4180-cell).
  • If the recovery experts cannot help due to widespread disaster, follow the directions for recovering wet books and records in Appendix 4 and Appendix 5.

Hazardous Materials Spills/Incidents
UT Health Science Center has a pre-arranged contract with Eagle Environmental, 1-800-336-0909. Contact the Library Administration Chain of Command, who will determine whether to activate the Library Disaster Team. Also contact Facilities Management immediately.

Hurricanes, Tropical Storms and Tornadoes

Hurricane season for the Gulf Coast is generally from June through November, although hurricanes may develop at any time. During a violent storm, UT Health Science Center will be responsible for protecting any building, structure or equipment owned by the Health Science Center.  UT Health Science Center will maintain parking operations until weather conditions indicate the need to temporarily close the parking garages and lots.  Parking operations and campus streets will be opened as soon as weather conditions allow for the inspection of structures and the clearing of debris from the streets.

In the event of an imminent hurricane threat, notification will be provided through HSC Alerts, on the UT Health Science Center website at http://www.uthscsa.edu/status.asp,or by calling 210-567-SNOW. Local news and radio stations will provide current status updates.

The Texas Division of Emergency Preparedness website at http://www.txdps.state.tx.us/dem for information on evacuations, road conditions, and shelters.  Click the Emergency Operations link on the left then select State Operations Center (SOC) Situation Reports and look for the link to the hurricane.

Hurricane/Tropical Storm/Tornado Warning (San Antonio):

  • Look out for HSC Alerts and stay tuned to WOAI (1200 AM) for information
  • Only UT Police, the Fire Chief, or Environmental Health & Safety officers are authorized to advise when it is safe to evacuate the campus
  • Turn off all electronic equipment, especially computers
  • Follow departmental evacuation procedures in Appendix 6. If a tornado is imminent, instruct building occupants to evacuate to the 2nd floor classrooms of the Briscoe Library or other windowless rooms, crouch down and place arms over heads for protection.
  • Try to secure the items on the List of Most Rare and Valuable Books (not available to the public) if not already on hand.
  • Do not use the elevators
  • Stay away from windows and doors
  • Use flashlights, not candles or kerosene lamps, as a source of light

Staff should:

  • Lock the Library and leave
  • Tell someone outside of the storm area where you are going
  • Avoid flooded roads and watch for washed-out bridges.

After a Hurricane, Tropical Storm or Tornado has passed:

  • Return to the Library only after UT Health Science Center authorities (HSC Alert or 210-567-SNOW) or Library Administration advise that it is safe to do so
  • If power, telephones and/or water are shut off, the Library will follow the Policies for Emergency Closure. Facilities Management will be responsible for restoring electricity and water services. Systems and Network Operations (SNO) will be responsible for restoring phone and network connections
  • Staff from Library Technology, working with Computing Resources and SNO, will be responsible for restoring computer servers and networks
  • Take pictures of the damage for insurance claims and the Library’s archives
  • Use telephones only for emergency calls

Library Administration will determine whether to activate the Library Disaster Team

Mail Handling

Identifying Suspicious Packages and Envelopes

Some characteristics of suspicious packages and envelopes include the following:

  • Inappropriate or unusual labeling
  • Excessive postage
  • Handwritten or poorly typed addresses
  • Misspellings of common words
  • Strange return address or no return address
  • Incorrect titles or title without a name
  • Not addressed to a specific person
  • Marked with restrictions, such as “Personal,” “Confidential,” or “Do not x-ray”
  • Marked with any threatening language
  • Postmarked from a city or state that does not match the return address
  • Appearance
  • Powdery substance felt through or appearing on the package or envelope
  • Oily stains, discolorations, or odor
  • Lopsided or uneven envelope
  • Excessive packaging material such as masking tape, string, etc.

Other suspicious signs

  • Excessive weight
  • Ticking sound
  • Protruding wires or aluminum foil

If a package or envelope appears suspicious, DO NOT OPEN.  Contact Library Administration before proceeding to do anything.

Handling of Suspicious Packages or Envelopes

  • Do not shake or empty the contents of any suspicious package or envelope
  • Do not carry the package or envelope, show it to others or allow others to examine it
  • Notify a supervisor who will then decide whether to contact the Library Administration and UT Police.
  • Alert others in the area about the suspicious package or envelope
  • Leave the area, close any doors, and take actions to prevent others from entering the area
  • WASH hands with soap and water to prevent spreading potentially infectious material to face or skin

 

Pandemic

In the event of a pandemic, as determined by either government or university officials, notification will be provided through HSC Alerts, on the UT Health Science Center website at http://www.uthscsa.edu/status.asp,or by calling 210-567-SNOW.

For lesser pandemic levels, the library should institute the following measures to decrease the likelihood of the spread of disease:

  • Look out for HSC Alerts or call 210-567-SNOW to find out existing conditions at UT Health Science Center. Local news stations will also provide current status information.
  • Library staff will notify the public of any closures and status of the library through Web site updates, phone messages, social media and signs.  The library will consult with university administration regarding campus status throughout the pandemic.
  • CDC travel restrictions and recommendations will be followed by all staff
  • Staff who are sick will stay home in voluntary isolation. Library staff will follow university guidelines for use of sick leave.
  • Staff with sick family members will also stay home in voluntary quarantine.  Library staff will follow university guidelines for use of sick leave.
  • Staff should wear masks and gloves to prevent the spread of germs if recommended by the CDC.  Hand shaking should be discouraged and cough etiquette encouraged.
  • Hand sanitation supplies will be provided to public users of keyboards and discarded afterwards
  • Staff will stay isolated from each other as much as possible.  Staggered shifts and/or telecommuting will be encouraged.
  • If pandemic worsens, only designated essential employees will come to work.  Generally, library personnel are not considered essential employees, however, depending on the severity of the pandemic and directions from campus administration, some library personnel may be asked to report to work.

Power Failure

Call University Police at 911 or 210-567-2800

Library Evacuation Team members should check the building for people stuck in an elevator or in an un-lit area, in case the emergency lighting system fails.  At least one staff member should be positioned near the Library entrance to ensure security of library materials.

If after business hours, the Executive Director of Libraries or the Director of Briscoe Library and Outreach Services should be contacted.

Follow Policies for Emergency Closure.

Restraining Orders

UT Police should be notified of any restraining orders, at the discretion of the staff member involved.  Library Administration and Circulation staff should also be notified.

Stalking or obscene or sexually harassing emails should be forwarded to UT Police.  If the offense involves UT Health Science Center staff, Bonnie Blankmeyer, Institutional Employees Adviser should also be notified.

Telephone Service Disruption

  • An email should be sent to Systems and Network Operations (SNO): tn-customerservice@uthscsa.edu
  • If after business hours, use a cell phone to call University Police at 567-2800
  • The library will not close as long as there is access to a mobile phone to call UT Police

Terrorism and Bioterrorism

Terrorists look for visible targets where they can avoid detection before or after an attack such as international airports, large cities, major international events, resorts, and high-profile landmarks.  In the case of terrorist activity, staff should do the following:

  • Be familiar with Emergency Evacuation Procedures
  • Know where fire exits are located
  • Know where fire extinguishers are located, and how to use them
  • Keep the disaster and first aid supplies in a designated place in the library.

 

Theft

Report any theft of materials or equipment to the University Police at 567-2800 and notify library administration.

What to do if you are a victim of a crime on campus:

  • Contact University Police immediately. Inform the Police Communications Officer (PCO) of the description and direction of travel taken by the criminal, if known.
  • Remember all you can about the criminal and relay that information to the PCO, such as: race/sex, clothing description, height/weight, color of hair/eyes, any unusual features or jewelry and description of the vehicle.
  • Do not confer with other individuals who may have been involved in the incident or allow anyone in or near the area where the incident took place.
  • Reporting in some incidents may be confidential.
  • Notify Library Administration of any incidents.

Vandalism

If a report of vandalism is received, go to the scene of the incident and assess the situation.  Contact UT Police, Library Administration and the Disaster Team Leader and describe the damage.  Also contact Environmental Health & Safety officers if there is a perceived danger or health risk. Close off the area.  If the incident is reported by a witness, be sure the witness(es) remain to provide a statement.

As soon as possible after the incident, the Disaster Team Leader will work with Library Administration on the following:

  • If there is damage to walls, floors, electrical or data connections, or other parts of the building, send a work request to Facilities Management for a cost estimate to repair damages or clean up the area.  Include in the description, that the estimate is needed for a police investigation.
  • If there is damage or destruction to property, including furniture or equipment, work with Library Administration to determine the purchase price or request a vendor estimate for the replacement cost.
  • Forward cost estimates to UT Police.  This information will be used in investigation and/or prosecution of the case.
  • If the vandalism was caused by a UT Health Science Center student, the Vice President for Academic, Faculty and Student Affairs, the Director of Student Services, and the Associate Dean for Students of the appropriate school will be notified.
  • Follow up with UT Police to determine when we can proceed with repairs and when the area can be opened up for use, if it was sealed.

Water shut down

If a planned water shut down is to occur, Facilities Management will notify the Library Administration.  Library staff will be notified and Access Services staff will post “Closed” signs at restrooms on all floors of the building.  If the shut down is for more than 6 hours, the Senior Library Director will determine whether the library should be closed. The determination will be based upon the location of the nearest working restrooms.

Back to Disaster Plan

Procedures for Non-Emergency Safety or Security Situations

 

Security and safety concerns should be reported immediately to the Circulation Supervisor or Circulation staff.  Depending on the circumstances, Circulation staff may call the Circulation Supervisor or the Senior Director of Libraries. If the situation warrants it, University Police should be called at 911 or 210-567-2800. If UT Police are called, the Senior Director of Libraries should be notified.

If a problem occurs on weekends or after 5 p.m., contact the Library Administration Chain of Command.  Staff Emergency Contact Information is on the Staff Intranet (not publicly available).

 

Unattended children

Children under the age of 15 must be accompanied by a supervising adult at all times. Unattended children under the age of 15 should be reported to the Access Services Supervisor on duty.  The child should be asked to contact his/her parent or guardian.  If the supervising adult is not in the Library, University Police should be contacted.  This policy protects the child from possible harm.

 

Back to Disaster Plan

Records Management Coordinator: Owen Ellard

Office Phone:  210-567-2413

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

Duties related to Disaster Planning and Recovery

  • Serves as institutional consultant for Records Management issues relevant to disaster recovery
  • In case of an imminent emergency, locates items on priority collections list (not publicly available) to be saved or recovered first; identifies temporary storage space for these items, and coordinates moving these items
  • Assesses and records damage in Archives and Special Collections; works with Department of Environmental Safety and Health to determine if a mold assessment of the affected collections is necessary
  • Works with Disaster Team Leader and BMS Catastrophe to coordinate recovery and salvage operations in Archives and Special Collections
  • Coordinates restoration efforts in Archives and Special Collections

Back to Library Disaster Team list.

Senior Director of Libraries: Owen Ellard

Office Phone:  210-567-2413

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

Regular Duties related to Disaster Planning

  • Works with Department of Environmental Health and Safety, Facilities Management, and UT Police to ensure Library is in consistent compliance with broader disaster management policies
  • Coordinates update of Business Continuity Plan with Associate Library Director (not publicly available)

During and After a Disaster

  • Maintains direct communication with UT Police , Department of Environmental Health and Safety, Facilities Management, and Office of the President
  • Activates Business Continuity Plan
  • Works with Office of Business Affairs to process insurance claims
  • Works with Facilities Management on the restoration of the Library
  • Authorizes payment for supplies and services as needed

 

Back to Library Disaster Team list.