Introduction:
The purpose of this plan is to establish a procedure that facilitates communication before, during, and after a potential hurricane or tropical storm impact in Puerto Rico. Our main objective is to ensure the safety of Alliance employees, researchers, and participants during such an event.
Definitions:
- Hurricane or Tropical Storm Watch – refers to being on alert due to a potentially dangerous atmospheric situation, with the announcement issued 48 hours in advance.
- Hurricane or Tropical Storm Warning – indicates that a dangerous atmospheric phenomenon is either occurring or imminent, with the announcement issued 36 hours in advance.
- Alliance Essential Services – includes Nursing Services, Laboratory Services, and sample shipments.
Decision Process:
- When the National Hurricane Center issues a Hurricane or Tropical Storm Warning, the Alliance administration will assess the possibility of announcing work suspension.
- When the Governor of Puerto Rico announces the cancellation of services in the public system, the Alliance administration will contact the Chancellor’s Office to confirm the institutional plan and suspend operations at the Clinical Research Center.
Responsibilities:
- The administration will maintain an up-to-date list of contact numbers for Alliance personnel. When a Hurricane or Tropical Storm Watch is issued, the administration will carry the list for immediate access.
- The Alliance Service Supervisor will compile a list of contact numbers for study coordinators. When a Hurricane or Tropical Storm Watch is issued, the supervisor will have this list on hand.
- Project coordinators will prepare a list of contact numbers for study participants. When a Hurricane or Tropical Storm Watch is issued, the coordinators will have the list readily available.
Actions:
Communication
- Alliance Administration – will communicate with the service area supervisors to notify them of the service suspension. The Alliance administration will issue a communication announcing the suspension of services.
- Alliance Service Supervisor – will communicate with the staff under their supervision and the research project coordinators to inform them about the service suspension.
- Project Coordinators – will reach out to the participants scheduled for the affected dates to prioritize their safety and discuss the need to reschedule appointments.
- The same communication chain will be used for restoring services.
Mutual Agreement Changes
- If a researcher wishes to proceed with services as part of their contingency plan, they will coordinate with the Service Supervisor of the respective area.
- The Service Supervisor will make necessary arrangements, within the available resources, to plan additional appointments prior to the anticipated atmospheric event.
Protection of Public Property
- Once the service area supervisors notify the work suspension, all Alliance personnel will take measures to secure the facilities and protect equipment from potential adverse weather conditions.
- Once the service area supervisors notify the service suspension, coordinators will take measures to safeguard the study equipment (property) from inclement weather.
Resumption of Services
Upon receiving a National Hurricane Center announcement regarding normal weather and road conditions, the Alliance administration will evaluate resuming regular operations at the Center, following the established communication chain.
