Policy: Weather Emergencies
February 11, 2003
Trinity College maintains a comprehensive emergency management plan that the senior staff of the College review several times a year to be sure it is consistent with all contemporary thinking and resources in Washington.
1. Weather Hotline and Emergency Information Telephone Number: 202-884-9009
In bad weather or any other situation that may require Trinity to cancel classes or otherwise alter operations, Trinity posts a message on the Emergency Information Telephone Number: 202-884-9009.
For snow or other weather closings, Trinity makes every effort to make the appropriate determination by 6:00 a.m. if the weather occurs overnight. Trinity also communicates with all Washington area radio and television stations so that Trinity's status can be broadcast and listed with other schools. (Please note, however, that if Trinity is open, the broadcast media will NOT announce that fact.)
Students, faculty, staff and any other persons who want to find out Trinity's status or learn more information in an emergency should call 202-884-9009.
2. Voicemail, Email and Website Emergency Communications
In an emergency, Trinity also uses several other mass communications methods and students, faculty and staff are urged to check these sources for information:
- Trinity broadcasts a voicemail message to all campus voicemailboxes when an emergency arises that requires altering class and work schedules; in an emergency, call your voicemailbox to get additional information about Trinity's status or how to proceed.... if you need a reminder about how to call your voicemail from off campus, please ask your supervisor.
- Trinity also sends a general email to all campus email addresses if a serious situation requires extensive directions that cannot be explained in a brief voicemail message;
- For any extended emergency situation, Trinity also creates a link on the website www.trinitydc.edu and urges, students, faculty, staff, alumnae, parents and others to visit the site regularly for updates.
3. Campus Locater Help for Families and Friends
When an emergency situation happens on campus or in the city of Washington, families and friends often become anxious about the safety of their relatives and friends at Trinity.
We ask all students, faculty and staff to develop an emergency contact plan with your families and friends, and please share the following information with them.
If an emergency takes place on campus or in the city of Washington, we urge every person on campus to contact your families and friends as quickly as possible to assure them of your safety. Depending upon the nature of the emergency, Trinity will make as many telephone lines and email access points available for this purpose as may be possible.
In these days of concern for national security, and with the security level high in Washington, we ask our students, in particular, to take extra steps to be sure that someone knows your whereabouts at all times. Please leave a message with a roommate or friend in the residence hall if you are leaving campus, especially for an extended period of time. If you commute to campus, please let a friend or co-worker know if you have a change of plans when you are supposed to be in class. Frequent communication of your plans is definitely a stress-reducer in emergencies.
Families and friends who are attempting to locate someone on Trinity's campus may call these numbers:
All Students: 202-884-9600 Office of the Dean of Students
Students in Class: 202-884-9200 Office of the Registrar
Staff: 202-884-9120 Office of Human Resources
Faculty: 202-884-9220 Academic Affairs
Elderhostel: 202-884-9399 Elderhostel Office
Conference Guests: 202-884-9136 Conference Office
EPS Students: 202-884-9020 EPS Office
4. Emergencies When Classes are in Session
If an emergency situation arises during the daytime or times when classes are in session and many students and personnel are on campus, we will make every effort to communicate quickly so that you can determine the facts and make decisions about whether to stay on campus or to leave.
Trinity is part of a communication chain with all university Department of Public Safety offices in Washington, the D.C. Police and D.C. Office of Emergency Preparedness. We make every effort to have the most updated information available as quickly as possible.
Trinity must comply with all directions of the Police, Fire and Emergency officials, or national defense directions. We will make every effort to receive and communicate these directions clearly and in a timely way.
If the emergency is in the city of Washington and if it affects travel to and from campus, or the general safety of the campus, we will ask everyone to remain on campus until the ability to travel safely is clear. Depending on the location of the emergency, we may recommend alternative travel routes for those who need to leave the campus.
In any emergency requiring students, faculty, staff and visitors to remain on campus for an extended period of time, Trinity will provide emergency water and food, and as necessary, overnight accommodations.
5. Residence Hall Overnight Emergencies
Residence hall and security personnel are prepared to handle overnight emergencies for campus residents. Such emergency situations may require gathering in central locations, see below. In all cases involving residence hall emergencies, the Residence Director on duty should be notified immediately, along with the Dean of Students, and they will proceed to manage the situation with the residence hall staff and Security.
6. Campus Gathering Locations and Alternative Sites
If the emergency is sufficiently grave or of long duration, we will establish Social Hall as a central location for gathering and communication about the event during the daytime.
If a building must be evacuated, Security and Senior Staff will direct all occupants to an alternative location.
- Notre Dame Chapel is the immediate alternative location for an evacuation of Main Hall, and vice versa.
- The Trinity Center is the immediate alternative location for evacuations of Cuvilly or Kerby Halls, and vice versa.
- Main Hall - Social Hall is the immediate alternative location for evacuations of the Library, Science Building or Alumnae Hall.
If you are in a building being evacuated, please follow the directions and proceed to the alternative site. Please do not leave the premises or go to a different location because we will need to take roll to determine that everyone is out and safe.
7. Who's In Charge
During an emergency situation, the most senior college official present at the scene is in charge of the situation. That person's immediate responsibility is to take charge of the scene, summon appropriate help, and ensure the safety and welfare of others at the scene.
The first staff person on the scene must assess the situation and, if necessary, call Security for assistance, as well as summoning a member of the senior staff.
Security is responsible to make police, fire and ambulance calls. Please do not place police, fire or ambulance calls directly. The reason for this rule is to ensure that the emergency responders arrive at the exact location with the right equipment, as well as to ensure that security personnel and college officials know what is happening when an ambulance or fire truck appear in the driveway.
All students, faculty and staff present at an emergency scene must follow the legitimate directions of the senior officials present, Security officers, police and emergency personnel. Argumentation and refusal to follow directions in emergencies can result in disciplinary actions, and even arrest if the argument is with a police officer. The best course of action is for all observers to back away from the scene and to wait quietly if witness statements need to be taken, or to leave entirely if so directed.
Trinity will make every effort to communicate the resolution of the situation as quickly as possible, but with respect for the privacy of the participants. Trinity will also communicate with families as necessary and appropriate as soon as possible.
Statements to the media about emergencies at Trinity may only be given by the Office of Public Relations. No other members of the campus community are authorized to make statements on Trinity's behalf.
8. Emergency Supplies
Trinity maintains emergency supplies on campus for general use, but in addition to these institutional supplies, Trinity urges every member of the campus community to keep certain personal supplies in your rooms, lockers, cars or desks, including:
- A working flashlight and fresh batteries;
- Extra sweater/sweatshirt, blanket, socks or other items to help keep you warm or to replace wet items;
- Bottled water;
- Battery-operated radio and fresh batteries.
Also it's always important to have your health insurance information, prescription information and personal emergency contact information in a readily accessible spot.
We hope that none of these items or actions will ever be necessary. But preparation is simply prudent. Rest assured that we will do everything possible here at Trinity to ensure your safety and comfort while on campus.
Please let me know if you need additional information.
Thank you.
President Patricia McGuire
president@trinitydc.edu