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Avian Flu Plan: Appendices > Appendix I <- You Are Here

Appendix I: Temporary Campus Closing (TCC) [PDF]

Department of Resident Life and Department of Residential Facilities Management Plan

June 13, 2006

What is the amount of time needed to vacate and close campus residential facilities?
•Depending on the severity of the circumstances and the urgency with which the campus will be closing, residence hall staff will need from one to five days to close the residence halls and public-private partnership housing communities. A 24-48 hour closing (akin to an emergency evacuation due to oncoming severe weather, e.g. Hurricane Katrina in New Orleans) will allow residents only enough time to pack essential items and make emergency transportation plans. A five-day closing will allow for a more orderly evacuation—packing and removal of belongings, transportation arrangements—for students and their families.

•From the point that the campus announces its decision for a temporary closure of campus (TCC), Resident Life will instruct students to a) pack their belongings, b) prepare their rooms for departure, and c) make arrangements for travel to locations away from the campus.

•The campus will expect all residence hall students to make arrangements to leave campus within the time period allotted for departure.

•Preliminary data for Fall 2006 suggest 60% of residence hall students will have permanent addresses within 45 miles of the UMD campus and 91% of residence hall students will have permanent addresses within 250 miles (i.e. five hours driving time) of the campus. About 8% of residence hall students will have permanent addresses within the continental United States but more than five hours driving time from campus. Less than 1% of residence hall students will have permanent addresses outside the continental United States.
What will the expectations be for students checking out of the residence halls in a TCC when two to four days can be allowed for this activity?
All students will be expected to:

  • Remove all perishable items from their rooms and unplug their refrigerators.
  • Remove trash, recyclables, and debris from their rooms.
  • Move all personal property off the floor onto their bed, desk, dresser or closet shelves.
  • Unplug all electrical appliances in their room.
  • Take home any valuables and items that they will need during TCC (students should not expect to have access to their permanent housing assignment during the TCC).
  • Close all windows.
  • Turn in room keys and check out at their service desks.

    NOTE: Resident Life will not attempt to track the whereabouts of residents during a TCC.
  • What will the expectations be for students packing and taking their belongings in a TCC when no more than two days can be allowed for this activity?
    All students should plan to take from campus any belongings they might need during the TCC. Minimally, students will be expected to take:

  • Valuables
  • Medications
  • Academic materials
  • Necessary clothing items
  • Passport, driver's license, other essential documents

    Whenever possible, students should plan on taking:

  • PC/Laptop computer
  • Electronic equipment
  • Other belongings

    Typically, Resident Life will not require students to remove all of their belongings from their assigned residence hall spaces (unless the TCC occurs near the end of an academic year). However, whenever possible, students should plan to remove all of their belongings from the residence halls.
  • Will the campus provide "emergency housing" after the campus closes?
    •At the point that the campus announces a TCC, Resident Life and Residential Facilities will expect that all residence hall students make arrangements for departing the campus.

    •For students with extreme hardships that prevent departure in the allotted time, Resident Life and Residential Facilities will provide consolidated and short-term, temporary shelter. Students will be required to check out of their permanent assignments by the announced closing day and time.

    •During the time that students are living in temporary shelter, they will be expected to continue to make arrangements to leave the campus as soon as possible.

    •Temporary shelter will be located in the New Leonardtown Apartments where the greatest privacy and social distancing would be available to the greatest number of people.

    •The Leonardtown Apartments are located off the main campus, provide kitchens and bathrooms in each unit, have exterior entrances, do not rely on electronic access system for unit entry, provide opportunity for social distancing, have ample parking, have a community center with office and meeting space, and have laundry facilities.

    •Up to 285 persons could be accommodated, one person to a bedroom.

    •Assistant Directors in Resident Life will be responsible for approving resident requests for space in the temporary shelter.

    •Temporary shelter could be made available to a limited number of essential employees of the institution with priority given to public safety and health professionals.
    How will the temporary shelter in the Leonardtown Apartments be prepared for use?
    •In order to provide advance notice to residents, Resident Life will notify Leonardtown residents prior to the start of each semester that Leonardtown Apartments will be used for temporary shelter during a TCC. This advance notice will make public the campus' intention to provide temporary shelter during a TCC.

    NOTE—Assuming the need to notify Leonardtown residents so that residents are forewarned and prepared, Resident Life should consider having fully disclosed the use of Leonardtown to the entire student population and the Diamondback.

    •At the time that the TCC is declared, Leonardtown residents will be asked to take as many of their belongings home with them as possible. One bedroom in each apartment will be used to store belongings of apartment residents who could not remove them during the TCC.

    •As permanent residents of Leonardtown checkout of their spaces and depart campus, those spaces will be inspected and inventoried as temporary shelter locations.

    •Limited housekeeping and maintenance services will be provided as needed and available.

    •If necessary, staff from Resident Life and Residential Facilities will box and store belongings not removed from needed Leonardtown Apartments after the campus implements the TCC.
    How will Resident Life and Residential Facilities manage and staff the temporary shelter in the Leonardtown Apartments?
    Resident Life will assemble a "volunteer" staff of 12-15 individuals to provide the following services in a temporary shelter during a TCC:

  • Duty System and Emergency Management Protocols
  • Information Dispersal
  • Behavior Management
  • Administrative Coordination

    In choosing to operate a temporary shelter, the campus must be prepared to provide additional emergency and essential services. Other campus agencies that could be called on to provide services in the temporary shelter (duration TBD):

  • Department of Public Safety—Emergency response
  • University Health Center—Emergency medical care based on staff availability or referrals to other care options in the region
  • Residential Facilities—24/7 emergency maintenance as currently provided and regular maintenance and housekeeping based on staff availability
  • Counseling Center—Emergency mental health services based on staff availability or referrals to other mental health care options in the region
  • Department of Transportation Services—Support in guiding students to available transportation options
  • How will the campus help students protect themselves from transmission of disease during a TCC due to Avian Flu?
    •At Level 2, the campus will provide N95 respirators to staff and surgical masks, gloves, hand sanitizer, and wipes to students and visitors to the campus.
    How can students receive updated information about the residence halls during a TCC?
    •Students should regularly consult the campus websiteat www.umd.edu, the campus Avian Flu websiteat http://www.umd.edu/emergencypreparedness/pandemic_flu/, and the Department of Resident Life's website at www.resnet.umd.edu.

    •To contact a Resident Life staff member, students should call 301-314-2100 and be prepared to leave a message or write to Resident Life at reslife@umd.edu.
    What will happen if the campus is compelled to provide housing for sick individuals or displaced well individuals in evacuated residence halls?
    •Campus officials will work with State and Federal officials to coordinate.

    •Student belongings remaining in identified spaces would need to be boxed and stored.

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