emergency protocol natural disasters

University of Mauritius Emergency Protocol for Natural Disasters

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1. INTRODUCTION

A natural disaster is a major adverse event resulting from the natural process of the Earth;

examples include floods, cyclones, volcanic eruptions, earthquakes, tsunamis and other

geologic processes. The natural disasters can cause loss of life or property damage, and

typically leaves economic damage in its wake. The severity of which depends on the

affected populations resilience, or ability to recover.

Recently, Mauritius has been affected by torrential rain and flooding which have caused a

great disturbance in the populations ecological system. It is, therefore, important to have

in place a well- knit protocol to prevent bodily injuries or loss of life and damage to

properties.

Torrential rain, flood and cyclone have been occurring for many thousands of years, and

will continue to do so. Some natural disasters are predictable and can be prepared for, while

others come as a complete surprise, often causing bodily injuries or loss of life and damage

to properties.

In this context, staff, all students and stakeholders of the University of Mauritius (UoM)

should be prepared for any emergency scenario in case of flooding, cyclone and torrential

rain.

The present Protocol, primarily addresses UoMs preparedness to torrential rain, a flooding

situation and cyclone.


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2. PURPOSE

The Plan aims to:

(i) provide clear precautionary measures, guidelines and procedures to be adopted to

address the associated risks; and

(ii) minimize the loss of life and damage to property through an organized notification

and evacuation process.

3. UoM CONTIGENCY CELL

In order to efficiently address emergency situations, it is important to have a Contingency

Cell.

The Contingency Cell, with the following composition, shall address the emergency

situations resulting from Natural Disasters such as torrential rains, flooding, fire and

cyclone:

Chief of Facilities & Services

Representative of Services Section

Representative of CITS

Safety and Health Officers

Chief Security Officer

Nursing Officer First Aid Post

One Representative from each Staff Union and the Students` Union

Any other Co-opted Member, depending upon the nature of the emergency


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4. TORRENTIAL RAIN

The criteria for torrential rain vary from country to country. Torrential rain conditions are

said to exist when the prevailing weather in Mauritius produces 100 millimetres of

widespread rains in less than 12 hours and that this heavy rain is likely to continue for several

hours.

Torrential rain can cause flash floods or urban floods in any locality while the most likely

effect is water accumulations in flood prone areas. Heavy rain may also be responsible for the

overflow of rivulets and streams or even major rivers leading to riverine flooding. Such

floods usually occur downstream where it may not be necessarily raining heavily. Another

hazard in the aftermath of heavy rain is landslide which can occur on hill or mountain slopes

which are usually considered as high-risk areas.

Mauritius Meteorological Services provides flood warning of a general nature without being

site specific or quantifying water level in rivers.

4.1 Torrential Rain Warning Bulletin

As soon as the Meteorological Services has registered 100 mm of rain in a period of 12 hours

at several stations over the Island, it will advise the Ministry of Education and Human

Resources, Tertiary Education and Scientific Research and the Police and it will issue

warnings at regular interval through the MBC and private radio stations.

Whenever torrential rain conditions exist, all schools, pre-primary, primary, secondary as

well as tertiary institutions will not be opened.

4.2 During Torrential Rain

4.2a As soon as climatic conditions prevailing over Mauritius produce 100 mm of

widespread rains in less than 12 hours and that this heavy rain is likely to


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continue for several hours, the Mauritius Meteorological Services will issue

warnings at regular intervals through public and private radio stations and the

Police to keep the public informed of the situation.

4.2b The Contingency Cell should meet and analyse the situation and report to the

Vice-Chancellor (VC) on the evolution of the situation and would make

appropriate recommendations for emergency decisions that may be required.

4.2c.i For the purposes of deciding whether to open or close educational institutions in

cases of localized flooding, the Ministry of Education and Human Resources,

Tertiary Education and Scientific Research will issue internal instructions to

vest a discretion of the Head of Tertiary Institutions, which the latter will

judiciously exercise to interrupt classes for the day.

4.2c.ii For the purposes of deciding whether to open or close the University in cases of

localized flooding, the VC is vested with the discretion which he/she will

judiciously exercise to interrupt classes for the day. He/she will exercise that

discretion in favour of caution rather than in favour of risk, subject to his/her

making a report forthwith to the Ministry of Tertiary Education, Science,

Research and Technology.

The following critical safety aspects shall be considered:

The University Campus may be safer for the students instead of them

travelling home.

The contingency cell shall regularly seek information on the state of

rivers, canals, etc. which are in the vicinity of the UoM Campus as well

as other areas which are likely to be flooded.

The University shall release students unless and until it has ensured that

appropriate transport or safe conduct home is available.

Where transport or safe conduct home is not possible, the students

should be ensured a place of temporary shelter. This place of temporary

shelter should be equipped with communication facilities at which

responsible parties may contact or reach their wards.

4.2d The VC should inform the Ministry of Education and Human Resources,

Tertiary Education and Scientific Research that the University is closed.


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4.3 Post Torrential Rain

4.3a The Services Superintendent/ Estate Engineer shall mobilise the Services

Section to inspect and address all hazards including accumulation of water.

Moreover the Services Section shall ensure that electricity and water supply are

properly restored to enable the resumption of activities. The Services

Superintendent/ Estate Engineer shall submit a report on same to the CFS for

submission to the VC.

4.3b The Director of CITS shall make an assessment of the state of the IT network

and infrastructure and submit a report on same to the CFS for submission to the

VC.

4.3c The VC will send a written report to the Ministry of Education and Human

Resources, Tertiary Education and Scientific Research, informing the latter on

whether or not the University can resume its activities.

4.3d The CFS with the Services Section will proceed with repair/ remedial measure,

if any, of the UoM building, premises or equipment.

4.3e A fumigation exercise shall be conducted to prevent the proliferation of

mosquitoes.


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5. FLOODING

5.1 Causes of Flooding

There are numerous reasons which can cause flooding, but particularly at UOM, it can be due

to:

Torrential rain for a long period of time.

Water accumulation areas.

Poor maintenance of drainage system.

Water leakage on roof of buildings or damage window panes.

5.2 Risk Assessment

A Risk Assessment Exercise has been undertaken throughout the UoM Campus and it was

observed the at the following places across UoM are more likely to accumulate water during

torrential rain which can provoke overflowing of rain water:

Parking areas

Rear sides of Main Canteen

Basement of buildings

At the back of the Raised Plaza

In front of Faculty of Agriculture

5.3 Precautionary Measures

5.3a Drainage Systems and Catch Pits

Drainage Systems and Catch Pits to be regularly maintained and kept free of

obstructions at all times to facilitate a good flow of water. This also implies a good

drainage system on the roof of UoM buildings.


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5.3b Housekeeping

There should be a proper housekeeping around the UoM Campus at all times,

especially the accumulation of obsolete items should be avoided.

5.3c Equipment to be available during Flood Emergency:

Hand Torch

Sand Bags

Yellow Tape

Life Saving Jacket

Ropes

Communication Equipment

Siren/Alarm

First Aid Kit

5.3d Door Shutters

All door shutters to be maintained regularly, and opened and closed on a daily basis.

In case of a Flash Flood, the door shutters should remain open.

5.4 Emergency Evacuation plan

5.4a The Contingency Cell would regularly report to the Vice-Chancellor on the evolution

of the situation and would make appropriate recommendations for emergency

decisions that may be required.

5.4b As soon as a warning of heavy rains (i.e. not to wait for Torrential Rains Warning) is

issued by the Meteorological Services, the Contingency Cell shall meet and start its

monitoring.

5.4c Security Officers posted at or in the vicinity of places where there is a risk of water

accumulation, as mentioned above, shall keep a close watch on these areas.

5.4d The protocol set by the National Disaster Risk Reduction and Management Centre for

Torrential Rains will be followed.


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5.4e As per communiqu if other regions are safe to travel, all staff and students should be

allowed to leave the University Campus without delay and in a disciplined manner.

5.4f If evacuation is ordered, follow these procedures:

Stay calm, do not rush, and do not panic.

Safely stop your work.

Gather your personal belongings if it is safe to do so.

If safe, close your office door and window, but do not lock them.

Use the nearest safe stairs and proceed to the nearest exit. Do not use the

elevator.

5.4g Furthermore, if the situation is beyond control, external help should be sought from

the Emergency Services like Mauritius Fire and Rescue Services, Police and Health

Institutions in collaboration with the First Aid Centre of UoM.

5.4h As soon as a risk of flooding is assessed by the Contingency Cell, the following

measures shall be initiated:

Services Section:

Contact the Government Fire Rescue Services and other Emergency Services

and report any key message giving exact details.

Ensure power supply is cut off at affected areas;

Ensure all supplies of gas and main power supply are cut off.

Call maintenance team to assist in preventing so far as reasonably practicable

water from entering building premises. (Block entrance by sand bags)

Assist Emergency Services Personnel on their arrival.

Place warning sign where and when required.

Remove any obstacle that may cause overflowing of water.

Provide drains where necessary.

Replace forth while all broken or detective glass panels, windows, doors,

shutters, etc.

Switch off Main Electrical Panels and shall ensure that all lines are

disconnected from the main panel.

Switch off all stands by generators.


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All Foremen from Services Section:

Sound the alarm, by activating the manual call point.

Report to the Services Superintendent on the severity of the situation.

Execute the instructions from the Services Superintendent.

Shut down all electrical machineries and equipment.

Close all access routes to adjacent buildings to prevent water from flowing in.

By Chief Security Officer

At all times, the team of Security Officers should be in contact with Services Section

and ensure the following precautions:

Ensure that all occupants in the parking area are evacuated and directed to the

nearest escape routes/secure location;

Assist any disable person who may be present in the parking area; and

Monitor access to the affected site and authorize people to leave secured

locations only when safe to do so.

Close access to compound which have been affected by flood.

Ensure that looting is prevented in any damaged building.

Move UOM Personnel and students to a higher floor level of the building.

Head of Department

Head of department with the help of subordinates should ensure the following

precautions:

Close all doors, windows, shutters and other openings properly to prevent

inflow of wind and water.

Switch off all electrical appliances, light and mains.

Remove all equipment in the vicinity of window glass panes to safer places.

Remove any equipment below any roof leakage and to relocate in the safe

area.

Identify any possible place of water ingress and take appropriate steps to

prevent such inflow.


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People with disabilities should be given assistance.

Relocate any material, equipment or chemicals which are likely to be damaged

by water.

Beware of slippery floors and electrical leakage.

Move students or personnel to a higher floor level of buildings.

Laboratory Coordinator

Ensure all supplies of gas are cut off.

Coordinate with Principal Technicians to ensure that all Laboratory staff and

students are evacuated to a safe place.

Ensure that all electrical supplies to Laboratories are switched off.

By First Aid Post

To be ready for first line treatment for any casualty.

5.4i In case students and staff cannot travel to their place of residence because of roads

are over-flooded, provision should be made in terms of foods and a safe lodging

room.

5.4j As soon as the emergency is over, the Contigency Cell shall submit a post-event

report to the Vice-Chancellor, highlighting any case of injury/casualty, damage to

infrastructure & re-instatement measures and any recommendation for enhanced

response to future emergencies.


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6. CYCLONE

6.1 Cyclone Arrangements

The formulation of the cyclone policy is to ensure that internal arrangements are being

followed by the contingency cell in order to protect the human lives as well as all the physical

structural aspects of the University Building and the allied complexes.

Official cyclone season in Mauritius covers period 1st November to 15th May in a year. At

the approach of the cyclonic season, the Heads of Sections/Units (i.e. Registrar, Deans of

Faculties, Finance Director, the Chief Librarian, Other Directors, Sports Orginiser, Farm

Manager and Supervisor of UoM Press) shall report to the Services Superintendent all

imperfections of the building which they occupy for appropriate repairs and /or maintenance.

As soon as a cyclone approaches the vicinity of Mauritius and the outer islands and gusts are

expected to exceed 120 km/h, the warning system is put into effect by the Meteorological

Services. It consists essentially of a numbered series of Cyclone Bulletins and of a summary

statement of the class of warning designed to keep the public informed of the progress of the

cyclone.

When a meteorological station records 120 km/h it is not unlikely that, in some localities,

gusts may be reaching 130 to 140 km/h. The threshold of 120 km/h, represents the speed at

which appreciable damages may start to occur, and exposed or weak trees or larger branches

and structures may start to blow down.

The following terminology has been adopted in the South West Indian Ocean Region for

classifying cyclonic disturbances and will be used in Cyclone Bulletins:-

Terminology Gusts (instantaneous) (km/h)

i Tropical Storm Under 89

ii Moderate Tropical Storm 89 to 124

iii Severe Tropical Storm 125 to 165


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iv Tropical Cyclone 166 to 233

v Intense Tropical Cyclone 234 to 299

vi Very Intense Tropical Cyclone 300 and above

The Class System of Warnings should be based primarily on the extent of the risk and

secondly on the time factor. The coded Class System by itself can, in no way, indicate the

intensity or size of the cyclone nor the extent to which gusts will exceed 120 km/h.

Classes of Cyclone Warnings

CLASS I is issued 36-48 hours before Mauritius or Rodrigues is likely to be

affected by gusts reaching 120 km/h.

CLASS II is issued to allow, as far as practicable 12 hours of daylight before

the occurrence of gusts of 120 km/h.

CLASS III is issued to allow, as far as practicable, 6 hours of daylight before the

advent of 120 km/h gusts.

CLASS IV is issued when gusts of 120 km/h have been recorded in some places

and are expected to continue.

TERMINATION there is no longer any risk of gusts exceeding 120 km/h.

6.2 Preparedness and Precautions in the event of a Cyclone

Cyclone damage can be minimized if care is taken to ensure that buildings and installations

are in a good state of maintenance. The Chief of Facilities and Services is responsible for

ensuring that satisfactory state of general maintenance is attained before the cyclone season

and that the fittings of doors, windows and shutters are secured.


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The cyclone policy comprises four sections, namely:

a) General Preparedness

b) The approach of a cyclone

c) During the cyclone

d) The aftermath

6.2a General Preparedness

6.2a.i Offices

All electrical appliances/equipment such as computers, lights, fans, printers,

scanners, air conditioners, amongst others, are switched off;

All electrical sockets/extensions are switched off;

Windows and doors are properly locked and secured;

Equipment (e.g. computers, printers, etc.) along with important documents and

other valuable items are moved away from windows and kept safely to mitigate

any damaging effect resulting from possible cyclonic conditions/torrential rains;

Ensure that all bins are emptied;

Identify any possible source of water ingress and take appropriate steps to

address potential water infiltration; and


6.2a.ii Laboratories and Specialised Facilities

All electrical appliances/equipment such as laboratory equipment and apparatus,

computers, lighting, fans, printers, scanners, air conditioners, amongst others,

are switched off;

All electrical sockets/extensions are switched off;

Windows and doors are properly locked and secured;

Ensure that all bins are emptied;

Identify any possible source of water ingress and take appropriate steps to

address potential water infiltration;


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Equipment, apparatus, chemicals and other valuable items are moved away from

windows and kept safely to mitigate any damaging effect resulting from possible

cyclonic conditions/torrential rains;

In particular, special care shall be taken to keep safely chemicals that are likely

to react with water;

Water taps and gas supplies are properly closed; and


6.2a.iii Other Areas Inside Buildings Supervising Officers (SEA/PEA/AO, as may be the case) shall give the necessary

instructions to Office Attendants or other relevant staff for:

Closing of all water taps in toilets and mess rooms;

Switching off of lights, fans and other appliances in areas not covered under

section 6.2a.i and 6.2a.ii above such as corridors, toilets, etc.; and

Ensuring that no electronic equipment is left on the floor, as far as practically

possible, in order to avoid any damage due to water accumulation.

6.2a.iv Services Section

Close all tap-water, gas etc.

Inspect and clean drain pipes and roof.

Branches to be pruned out well in advance.

Warning sign to be placed where and when required.

No loose objects are lying on roofs.

Remove any potential flying objects likely to fly by the wind.

Provide drains where necessary.

Replace forth while all broken or detective glass panels, windows, doors,

shutters, etc.

All precautionary measures have been taken prior to the closing of University

buildings etc.

As soon as Class II warning has been issued, arrangements should be made for

the watchmen to report on duty


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6.2a.v Security Officers

Close access to compound.

Ensure that looting is prevented in any damaged building.

6.2b The Approach of a Cyclone

At the approach of cyclone season the Heads of Sections/Units (i.e. Registrar, Deans of


Manager and Supervisor of UoM Press) should report to the Services Superintendent all

imperfections in the building which they occupy that could be affected by a cyclone and

that require repairs and or maintenance.

The Services Section should ensure that:

1. the required repairs and or maintenance are affected and that a satisfactory state

of maintenance is kept at all times and especially at the approach of the cyclone

season.

2. the building is in good condition and can withstand cyclone gusts.

3. tree branches likely to cause damage to the building, telephone and electricity

lines are trimmed.

4. the UoM property is clear of loose material that can cause injury and damage

during extreme winds.

5. no loose objects are lying on roofs.

6. all broken or detective glass panels, windows, doors, etc. are repaired or replaced

in advance.

6.2c During the Cyclone

1. On Cyclone Warning Class 1:

Chief of Facilties and Services, Heads of Sections/Units (i.e. Registrar, Deans of



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Manager and Supervisor of UoM Press) should ensure that all necessary precautions are

being taken for security of buildings and/or occupants, as applicable.

The Services Section shall;

1. ensure that all necessary precautions and preliminary actions have been undertaken by the

assigned team for building security and its occupants.

2. ensure that all the company vehicles are fuels filled.

3. liaise with the Farm Manager to prone all elongated tree branches

The Contigency Cell shall; 1. seek a meteorological chart and follow the cyclone trajectory.

2. keep the Committee members informed of the cyclone developments.

2. On Cyclone warning Class II

As soon as Class II warning becomes in force, lectures shall stop and students should be requested

to leave the University premises without delay.

If a Class II warning is in force at the beginning of any day, the University will not be opened for

the students.

As soon as the students have been asked to leave the University premises, the Chief of Facilties

and Services, Heads of Sections/Units (i.e. Registrar, Deans of Faculties, Finance

Director, the Chief Librarian, Other Directors, Sports Orginiser, Farm Manager and

Supervisor of UoM Press) shall ensure that all necessary measures as outlined in appendix 1 are

promptly completed. Computers, movable equipment, apparatus, stationery, etc. should as far as possible be placed in a

safe place to mitigate any damaging effect should the building itself be affected by the cyclone.

In the same spirit every member of the staff should see to it that any Universitys property which

is under his/her responsibility is placed in a safe place.

Supervising Officers (SEA/PEA/AO, as may be the case) and the Services Section shall

ensure that all doors, windows and shutters have been properly secured and all precautionary

measures have been completed before a Class III warning becomes in force.


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3. On Cyclone warning Class III

At the level of each Faculty/Centre/Unit/Section;

1. ensure that all lines are disconnected from the mains.

2. close all openings before leaving the workplace.

All members of the staff should be released immediately as a Class III warning is in force

during working hours.

The Services Superintendent shall ensure that;

1. all stands by generators are switched off.

2. the perspex University plans are removed and kept safely.

3. University vehicles are securely parked. 4. all stand-by employees are in possession of an emergency torch each.

In case a Class III warning is in force at the beginning of a work day, the University shall

remain closed for the staff as well as during, such time as the warning is in force.

Staff who are required and bound to attend duty during a cyclone warning Class III or IV

shall continue to do so.

6.2d The Aftermath

After the lifting of a cyclone warning Class III or IV, and depending upon the time at which

the official communiqu is issued by the Meteorological Services, staff shall attend duty as

soon as the cyclone warning Class III or IV is officially lifted, provided this is done before

10:00 hours, and on the assumption that public transport has resumed.

After a cyclone, the Chief of Facilities and Services shall set up a task force as soon as

possible after the termination of the cyclonic conditions.

Heads of Sections/Units (i.e. Registrar, Deans of Faculties, Finance Director, the

Chief Librarian, Other Directors, Sports Orginiser, Farm Manager and Supervisor of

UoM Press) shall immediately make an assessment of the situation at their respective Department/Section/Centre/Unit and submit a report to the Vice-Chancellor.

The Report should indicate the extent of damage, if any, of buildings and material, including

furniture, equipment, apparatus, stationery, etc. and an estimate of cost. In assessing any

damage to the buildings the advice of the Services Section could be sought. Nil return also

should be submitted.

An emergency relief operation will be directed to correct minor repairs.


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Appendix 1 Cyclone Precautionary Measures

1. Close all doors, windows and other openings to prevent inflow of wind and water.

2. Switch off all electrical equipments, lights, mains, etc.

3. Close all taps (water, gas, etc.).

4. Dispose all waste bins.

5. Remove all equipment near glass pane windows and place in a safe location.

6. Watch out any sign of roof leakage and remove any equipment or valuable beneath and place in a

safe location.

7. Prevent flooding, identify possible sources of water inlet and take appropriate measures.

8. Watch out cables (electric and telephone) hanging loosely and which might break.

9. Pruning out of tree branches which might be a source of danger to glass panes.

10. Remove any possible or potentially hazardous flying objects likely to fly or fall by wind which

might cause damage and injury (example flower pots, etc.).

11. Park all vehicles safely.

12. Clean and maintain in good conditions all roofs, drain pipes, etc.

13. Replace immediately all broken and near broken glass panes, windows, doors, etc.

14. Remove materials, equipment, chemicals likely to be damaged by water.

15. Beware if any, chemical likely to react dangerously with water, i.e. fire or explosion, etc.

16. After the cyclone, beware when entering any wet part of the building, possibility of highly

slippery floor or electrical leakage therefore shock and electrocution seek assistance of

competent persons.


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EMERGENCY NUMBERS

IMPORTANT PHONE NUMBERS (INTERNAL)

Direct Line Extension

UoM HOTLINE : 403 7900 7900

Services Section : 403 7509 / 7599 7509/7599

First Aid Post : 403 7699 7699

UoM Security Services : 403 7999 7999

Safety and Health Officer : 403 7586 7586

EMERGENCY EXTERNAL NUMBERS

Government Fire Rescue Services : 115

Mauritius Police Force Emergency : 999

Mauritius Police Force Information Room : 208 0034 / 0035

Ambulance : 114

Central Electricity Board : 6011100

Meteorological Station : 6861031/6861032

Special Mobile Force (SMF) : 6011300

emergency protocol natural disasters

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