Hurricane Emergency Plan

Last Updated : April 19, 2019

Building Supervisor - Dean of University Libraries
(Carol Hixson)
Office phone (561) 297-3717

1st Alternate Bldg. Supv. - Asst. Dean, Public Services
(Dawn Smith)
Office phone (561) 297-1029

2nd Alternate Bldg. Supv. - Head, Access Services
(Steven Matthew)
Office phone (561) 297-4027


  1. Building Supervisor (or in his/her absence, next alternate) will notify the Assistant Deans, Department Heads and the Dean's Office (297-6762 or 297-0349) to follow procedures to protect equipment identified in their hurricane preparedness plans (see attached list, "Equipment to be protected in event of a hurricane").

    Library Essential Personnel:
    Carol Hixson (297-3717), Dawn Smith (297-1029), Steven Matthew (297-4027), Amy Kornblau (297-3789), Jeff Sundquist (297-2794), Hector Moyet (297-2068), Yom Chouloute (297-3793), Hansy Ambroise (297-2069), Crystal Moro (297-4392), Beth Lynch (297-3764), John Cutrone (297-0455), Marilee Brown (799-8010), Victoria Thur (297-3787)

  2. Building Supervisor and alternates should communicate with each other to ascertain whether help is needed or if it is not necessary to come on campus. 
  3. Building Supervisor, Assistant Deans and Department Heads will arrange to move portable equipment and cover stationary equipment with weighted and/or taped plastic sheets. HURRICANE SUPPLIES WILL BE STORED IN EACH DEPARTMENT.
    1. It is the responsibility of the respective Assistant Dean or Department Head to draft a list of equipment to be protected and to provide this list to the Building Supervisor or Alternate.
    2. It is further the responsibility of these area supervisors to identify members of their respective staff who might expect to be able to participate in hurricane preparations. This list should also be provided to the Building Supervisor or Alternate.
  4. Building Supervisor, Alternates, Assistant Deans and Department Heads should each review FAU Policy Memorandum #1.14
  5. A battery-operated radio and flashlight will be kept in the Dean's Office (LY 242), and in the offices of the Head, Instruction and Engagement Services (LY 148), Collection Management (LY 103), and Information Technology Services (LY 313).
  6. At least one flashlight will be kept in each department. Batteries should be tested each month during the hurricane season (June 1-November 30) and at the time of a hurricane watch.
  7. If a storm seems to be approaching over a weekend, we will make hurricane preparations in the library on the Friday of the week. This may be in advance of any tropical storm or hurricane watches or warnings. As storm paths may be unpredictable, equipment preparations should be made prior to the weekend.


Upon official notification that a Hurricane Warning is in effect, the Building Supervisor will close the Library as follows:

  1. Notify Assistant Deans, Department Heads, the Dean’s Office, Coordinator of Computer Labs, and the Computer center (OIT) that the Library is closing. Supervisors will assure that their prearranged procedures for protecting departmental equipment have been or are being accomplished and notify department employees to evacuate the building for home or other safe shelter as soon as possible. If notification to close occurs on a weekend or at night, key Access Services personnel will attempt to contact the Building Supervisor. If Building Supervisor or alternates are not available or are unable to come on campus, key Access Services staff who are familiar with the procedures involved in closing the building will carry out evacuation and closing procedures in place of the Building Supervisor.
  2. Notify Access Services Department staff to evacuate patrons and close building according to the following procedure: 
    1. An initial closing announcement is made and repeated once. If a deviation in the proposed announcement is necessary, it is determined at this time. Otherwise, the prescribed announcement is:


    2. The above announcement is made again in five minutes (10 minutes before closing) and repeated once. 
    3. A final announcement is made and repeated once at closing time:


    4. The doors to the Library are locked. 
    5. The Access Services Supervisor and available assistants make a check of all floors, including restrooms and the group study rooms, to ascertain that all persons have left the building. Lights are turned off on floors and in rooms as they are checked. Office and study room doors are closed and locked. 
    6. An Access Services staff member remains at the Access Services Desk to watch for emergency personnel and answer the telephone while the final check is made. 
    7. Upon completion of the final check, ending approximately 15 minutes after the closing of the Library, the lights in the Access Services area are turned out and the doors are re-checked for proper locking.


The following is a checklist of equipment, by department or functional area to be protected. Unless otherwise noted, these items should be moved to protected areas of the building, if feasible. All equipment moved should be tagged or labeled with the department's or person's name for later identification. If there is not enough time or staff available to move items needing protection, all electronic and electrical equipment left in place should be unplugged from the power source, elevated off the floor, if possible, moved away from windows, if possible, and covered with plastic sheeting. All office doors should be closed and locked.


  • E = Elevate, if feasible
  • M = Move, if feasible
  • U = Unplug
  • C = Cover with sheeting
  1. Access Services (Head, Access Services, responsible) 
    1. Records, files, etc. - C
    2. PCs and peripherals - U
    3. PCs near windows - U, C
    4. Desks and files near windows - C
    5. Photocopier - U, C
    6. Loaded book trucks near windows - M
    7. Public photocopy machines on all floors - U
    8. Microform Reader Printers - U, C
    9. Display cases in the atrium lobby and display cases, 2nd floor near Dean’s Office and Computer Lab - C
    10. Golf Cart - Move to Parking Garage 1
  2. Administrative Offices (Office Manager, responsible) 
    1. Notify SEFLIN (877-733-5460 toll-free), Hillel of Broward and Palm Beach (297-4100) FAU Broward Campuses, Jupiter Campus and the Treasure Coast Campus that FAU Boca Campus is closing.
    2. File cabinets - C
    3. Typewriters - U, C
    4. PCs - U, C
    5. Photocopy machine - U, C
    6. Secure Staff Lounge - Unplug microwave, refrigerator and vending machine.
  3. Building-General (Building Supervisor, responsible) 
    1. Check all electrical equipment (assure that all units are unplugged from electrical outlets)
    2. Exterior windows - protect with shutters if available*
    3. Lower fire doors separating the East Wing from the Atrium Lobby *
      *To be done by Physical Plant personnel
  4. Digital Library (Head, responsible) 
    1. Relocate any materials on trucks to 221 -C
    2. PCs, printers, scanners in 221, 222- U, C 
  5. Collection Management Department (Head, Collection Management, responsible) – Includes all staff whose work spaces are located in LY 103 and LY 103A with the exception of Medical and Health Sciences Collections & User Services 
    1. Telephones- U,C
    2. File cabinets - C
    3. PCs, mobile devices, printers - U,C
    4. Air Filter - U,C
    5. Photocopier – U, C
    6. New books on shelves – C or M
    7. Loaded book trucks near windows – M
    8. Art work near windows – M
    9. Microwave, coffee pots -U
    10. Boxes of new monographic shipments – M
    11. PC/Monitor in conference room LY 118 – U, C 
  6. Government Information and Maps Department (Head, Government Information & Maps, responsible)
    1. Fax/telephone - U, C
    2. File cabinets - C
    3. PCs, printers - U, C
    4. Photocopy machine - U, C
  7. InterLibrary Loan (Manager of Interlibrary Loan, responsible) 
    1. Notify Lyrasis, TBLC, DLLI, and the ILL listserv that FAU ILL is being shut down. Change OCLC status to non-lender (go lower case).
    2. Scanners - M, U, C
    3. PCs, printers, copiers, telefax equipment, microform readers, microform reader printers, scanners and copy machines - U, C 
  8. Media Center (Head, Access Services, responsible)
    1. Records, files, etc. - C
    2. PCs and peripherals - U
    3. PCs near windows - U, C
    4. Desks and files near windows - C
    5. Loaded book trucks near windows - M
    6. Multimedia Lab Equipment - U, C
  9. Instruction and Engagement Services (Head, Instruction and Engagement Services,responsible) 
    1. PCs, printers, scanners and copy machines - U, C
    2. Photocopy Machine - U, C
    3. Compact shelving in Reference – Close (Head, Instruction and Engagement Services, responsible)
  10. Special Collections/Archives/Judaica Collections/Jaffe Collections/Book Arts Studio/Recorded Sound Archives (Head, Special Collections & Archives, Manager, Recorded Sound Archives, and Director, JCBA, responsible 

    Wimberly 2nd Floor East: SpC&A reception (261); processing room (254); closed stacks (263); supply room (265); staff offices (259, 262)
    Wimberly 3rd Floor East: Jaffe Book Arts Center reception (350); book arts studio (350B); closed stacks (350C); storage (350G); staff offices (350D, 350E, 350F); collections gallery (351); curator's office (351C); letterpress studio (318A); staff room (318C)
    Wimberly 5th Floor: SpC&A (room 501A)
    Wimberly 5th Floor Recorded Sound Archives(room 501, 510, 515)
    Wimbish 5th Floor: University Club Conference Room (552); Weiner space (550, 551, 554)
    T-6: Papermaking studio
    T-6Book & Paper Studio

    1. Archival materials near windows - M
    2. PCs and peripherals - U, C
    3. All computer equipment near windows - U, C
    4. Boxes on floor: Move to bottom shelves or pallets
    5. Papermaking equipment - M, C (as necessary) / Print equipment - U
    6. Art work on exterior walls - M
    7. Dehumidifiers – U
    8. One small refrigerator and microwave on the 5th floor in RSA (room 501b) – U
  11. External Relations (Head, External Relations responsible)
    1. Telephone- U, C
    2. File Cabinets- C
    3. PCs, printers- U, C
    4. Photocopy machine- U, C
    5. Microwave, coffee machine- U
  12. Information Technology Services (ITS) (Assistant Dean for Information Technology, Assessment, and Project Management)
    1. Keep all servers running (Specialist, Computer Applications responsible)
    2. All other equipment in 313 – U, E If equipment is near a window – M, U, C
    3. PCs, printers, and other peripheral equipment in student and staff areas – U, E. If equipment is near a window - M, U, C. In work areas, coordinate with persons responsible for the areas to ensure protection. (The time to start these preparations will be decided by the Assistant Dean for Information Technology, Assessment, and Project Management in consultation with the Dean of University Libraries.) The Instruction and Engagement Services student computer area should be the last area to be shutdown.
    4. Send a library closing notification to Adam Smith (, Christina DeWalt (, and Marissa Brown ( from Arts & Letters so that they can make any necessary preparations to the SCMS Macs in LY 216 (Specialist, Computer Applications responsible)
    5. An email should be sent to the library staff listserv to remind library staff to:
      - Save any important work related files to their department shared drive 
      - Submit a ticket to ITS if their PC is located near a window
      - If ITS assistance is not needed, shutdown and unplug staff PCs before the library closes
      (This email should be sent out at least twice during the hurricane preparations timeframe. (Specialist, Computer Applications responsible)
    6. In coordination with Head, Access Services, notify FLVC/FALSC ( that FAU is closing due to approaching hurricane and that all ALEPH functions are being terminated. (Specialist, Computer Applications will perform this function in the absence of the Assistant Dean for Information Technology, Assessment, and Project Management)
    7. In coordination with Head, Access Services, notify FLVC/FALSC ( as soon as possible if the FAU Libraries reopens earlier than anticipated to request that the hours be adjusted so that the due hour is correct. (Specialist, Computer Applications will perform this function in the absence of the Assistant Dean for Information Technology, Assessment, and Project Management)
    8. ITS staff will need a minimum of three hours to setup student computer areas/public services desks prior to the library opening after the storm.
  13. Medical and Health Sciences Collections & User Services (Department Head and Medical Liaison & Outreach Librarian, responsible)
    1. PCs in offices room 101 and 103J – E, C, U
    2. Monitors in offices room 101 and 103J – C, U
    3. Desk in 101 – C
    4. Med Printer in 103 – U, M, E, C
    5. Keurig coffee machine in 103 copy room – U, M, E, C
    6. Refrigerator in 103 copy room – U, C

Last modified at 06/04/2019 - 09:33 AM