The principal plan for the dean, chairs/directors, faculty and staff to follow in preparation for, and subsequent to, an evacuation, is the “Academic Affairs Plan For Disaster Preparedness and Recovery,” on the provost’s web page, http://www.loyno.edu/provost/disaster_preparedness.htm. All should be aware of the steps they should take ahead of any emergency and what their responsibilities are in the event of an evacuation.

Records maintained by the dean in preparation for hurricane emergency evacuation

• The College maintains a spreadsheet containing the following information for each part-time and full-time faculty member. This spreadsheet will be available on a flash drive for easy transportation. When needed, email addresses can be imported into Microsoft Outlook in order to email all faculty.
• Cell phone number, if available.
• Name and telephone number of a relative or friend outside the metro New Orleans area with whom that faculty member will be in contact in the event of an evacuation.
• Alternative email addresses (not loyno, but hotmail,gmail,yahoo, or other addresses).
• Description of how that faculty member will establish and maintain contact with advisor and with the students in his/her classes.
• Description of how that faculty member will meet his/her teaching obligations by maintaining course delivery during an extended period of absence from campus (e.g., blackboard).
• The college maintains a list of equipment and supplies to be evacuated with administrators and staff. Departments maintain a similar list.
• The college maintains an electronic list of all CSS students and their home/parents’ address(es) and alternative email addresses

When the university administration declares hurricane emergency evacuation

1. Notice is sent to each department to remove all equipment and supplies needed for a long-term evacuation. Department chairs take with them all contact information for faculty members in their department. They should also take department envelopes and stationary.
2. Faculty will return to their classes or establish contact with their students in their classes within 48 hours of the hurricane strike. If evacuation is for one week or more, or if students are required to evacuate to other Jesuit colleges and universities, the following activities will be carried out as needed:

Responsibilities of the department chairs and faculty

Faculty will resume instruction remotely (though Blackboard or other means) within 72 hours of the hurricane strike. N.B.: Each and every course in the college should have a Blackboard presence, and every faculty member should participate in a scheduled training session in Blackboard. The syllabus for each course should state clearly a) how teaching and learning in the course will continue during an evacuation along with any special requirements; b) how students are to log on to Blackboard

Chairs will act as conduits and distributors of policy information from the dean to the faculty and their majors.

At information/advising sessions established by the dean’s office faculty advisors will discuss the courses students are taking as visiting students so that the university can reassure them that the university will be as flexible as possible; make it clear that the credits will transfer, but courses will not; inform students of the university’s policy on waiver/refund tuition.

Chairs will prepare the spring schedule according to guidelines provided by the dean’s office.

Responsibilities of the dean’s office 

The dean will contact another college/university about establishing a remote dean’s office. The dean will assist registration of any Loyola University students at another university.

The dean’s office will email all faculty in the college and confirm their new contact information. Faculty are expected to respond to this email or posting on the College Emergency web page (see item 5 below) within 48 hours and confirm their correct contact information. Faculty are expected to respond to whichever form of contact that is sent or posted first.

Within four days of the decision to cancel fall classes, the dean’s office will compose and send an information letter to all parents of CSS students informing them of the decision, the condition of the university and the City of New Orleans and of Loyola’s intention to resume classes (when, where, and how). Letters will be sent on a biweekly basis to parents informing them of any developments.

Within seven days, will create a College web page as a centralized for information regarding the College of Social Sciences and ensure to the Loyola Emergency home page. It will be used to gather information about CSS faculty and students and to share college- specific information with all concerned.

The dean’s office will assist Loyola faculty in getting appointments at universities in the cities to which they evacuate. It will help them contact students in that area to host information sessions for displaced Loyola students.

The dean’s office will distribute information to chairs to distribute to their faculty and students as it is received from a variety of sources about availability of programs and opportunities for study abroad. 

The dean’s office will notify payroll to cancel pay of part-time and extraordinary faculty. The dean’s office will respond to requests for information regarding faculty pay.

The dean’s office will plan and execute information/advising sessions at universities around the county for displaced students: to strengthen communications with them, to assure them of Loyola’s interest in their returning; and to share information about the state of the City of New Orleans and the university. The dean’s office will invite faculty and transport faculty, if necessary, to advising sessions.

Information sources in the event of an evacuation

• Loyola University New Orleans Emergency Information Web Site
• For college information, go to the CSS site on Blackboard.
• Human Resources has distributed wallet cards with emergency information. Chairs and directors should insure that each person on the faculty and staff has a copy.

  Those cards have the following information:

  Loyola University Police: 911 (on campus); 504-865-3434
  University closure information: www.loyno.edu; www.emergency.loyno.edu
  Loyola emergency information line: (504) 865-2186
  Emergency e-mail system: www.loynodr.com/webmail. To log on, use your usual loyno user id. Emergency password is you birth date in yyymmdd format. Your emergency e-mail address is your userid@loynodr.com