HURRICANE PROCEDURES MANUAL FOR TECHNOLOGY EQUIPMENT · I&T provides a Hurricane Procedures manual...

JUNE 2015

HURRICANE PROCEDURES MANUAL

FOR TECHNOLOGY EQUIPMENT

2015-16

INFORMATION & TECHNOLOGY

Information & Technology HURRICANE PROCEDURES

Network Integration 6/2015

TABLE OF CONTENTS

Communication ………………………………………………………………………… Page 3 Terms …………………………………………………………………………………… Page 3 Creating your Site’s Hurricane Procedures …………………………………………. Page 4 Schools that are Shelters ………………………………………………………............. Page 5 Procedures for Desktop Computers/Printers ……………………………………….. Page 6 Procedures for STAR Computer ……………………………………………………… Page 7 Procedures for VoIP Avaya Phones ………………………………………………….. Page 8 Procedures for ILS Labs ………………………………………………………………… Page 9 Procedures for Wireless Carts ………………………………………………… Pages 10 – 11 Procedures for X Serves ……………………………………………………………….. Page 12 Reviewing Back up Reports in Retrospect …………………………..……… Page 12 X Raid Power Down Procedures ……………………………………………. Page 13 X Raid Power On Procedures ………………………………………….. Pages 14 – 15 Procedures for Windows/Virtual Servers ………………………………………….. Page 16 Monitoring Jobs in Backup Exec ………………………………………. Pages 17 - 18 Creating a Restore Job ………………………………………………….. Pages 19 - 23 Creating a Backup Job ………………………………………………….. Pages 24 - 30 Creating a ASR Backup ………………………………………………… Pages 31 - 33 Procedures for Filemaker …………………………………………………………….. Page 34 Procedures for Video Conferencing Equipment……………………………… Pages 35 – 36 Procedures for WeatherBug System ………………………………………………… Page 36 Procedures for Digital Classroom Equipment …………………………………… Page 37 Procedures for Portables ………………………………………………………………. Page 38 Procedures for CER/CC Equipment …………………………………………… Pages 39 - 42 Procedures for Cell Phones …………………………………………………………… Page 43 Procedures for School Radios ……………………………………………………….. Page 43 Emergency Team Check off List Pre Hurricane Procedures ……………………… Page 44 District Process for Restoring Power ………………………………………………… Page 45 Emergency Team Check off List Post Hurricane Procedures ….…………………. Page 46 Form to Report Technology Equipment Damaged by a Hurricane ……………… Page 47



COMMUNICATION The Safety Department receives storm information from the Director of Broward County Emergency Management and the meteorologist that they have on contract to handle only the metropolitan areas of Broward County. Only information received from them will be disseminated to BCPS employees. The Superintendent of Schools is the only one who can release staff early and/or close schools. I&T provides a Hurricane Procedures manual for technology equipment. I&T will also relay important information/instructions regarding technology equipment to the CAB TLC Conference and the Alerts Conference if necessary. The Hurricane Procedures document is posted on the I&T web site at: http://www.broward.k12.fl.us/erp/itsupport/ Emergency Information Phone Numbers/Web Site: I&T Service Desk: 321-0411 Rumor Control Hotline: 321-0321 Web site: http://www.browardschools.com

TERMS TO KNOW Tropical Wave: A cluster of clouds and/or thunderstorm without a significant circulation and generally moving from east to west through the Tropics. Tropical Depression: A cluster of clouds and/or thunderstorm without a significant circulation and substained wind speeds of less than 39mph. Tropical Storm: An organized system of strong thunderstorms with top sustained winds of 39mph to 73mph. Tropical storms can quickly develop into hurricanes. Storms are named when they reach tropical storm strength. Storm Surge: A dome of sea water up to about 20 feet high that arrives with a hurricane, and can affect more than 100 miles of coastline. Evacuation zones are identified by their likelihood of being flooded by this rising water, which is responsible for most hurricane deaths. Tropical Storm Watch: Tropical storm conditions are expected in the specified area of warning, within 36 hours. Tropical Storm Warning: Tropical storm conditions are expected in the specified area of warning, within 24 hours. Hurricane Watch: Hurricane Conditions are expected in the specified area of the warning within 36 hours. During a hurricane watch, prepare to take immediate action to protect your family and property in case a hurricane warning is issued. Hurricane Warning: Hurricane Conditions are expected in the specified area of the warning within 24 hours. Complete all storm preparations and immediately follow local emergency management officials' advice about evacuation.



CREATING YOUR SITE’S HURRICANE PROCEDURES The steps listed below should be completed as soon as possible so if an emergency arises, your plan is already developed. Precautions must be taken in order to ensure no loss of data and/or loss of equipment before, during and after a hurricane. When a hurricane watch is declared by the Safety Department, data should be backed up and computer hardware and software should be secured and protected from weather and theft. Appropriate procedures should be followed prior to leaving the school. Do not rely on surge protectors and Uninterruptible Power Supply (UPS). A surge protector will only protect against a brief power surge or fluctuation. If the electricity goes out a surge protector will not keep the computer running. A UPS will protect against power surges, voltage spikes and power failures during brief power outages without data loss or downtime. However, a UPS is not intended to be used for an extended period of time. In addition, collapsing structures, leaking water, flooding, and looting are the sources of concern. The following procedures are not complicated and will save you time and effort in the aftermath of a serious storm. In order to distribute the responsibility and make effective use of limited time, personnel assigned equipment should follow the procedures for their individual stations. Personnel in charge of large amounts of equipment, such as computer labs, should get assistance in securing their equipment. Create an Emergency Phone List with all staff members’ home and cell phone numbers.

Develop a procedure to call staff in an emergency.

Establish an Emergency Team. Appoint staff to this team who will be in charge of shutting down/moving computers, backing up desktops/servers etc.

Locate and document building/room numbers of all CER/CC, computer labs.

Assign each team member specific duties since one TLC will not be able to handle the entire school in a timely manner.

Ensure equipment is labeled in case it has to be moved – it can be delivered back to the correct office/classroom.

Ensure your site has the equipment and supplies to make necessary backups quickly since there will not be time to place orders. Ex. external hard drives, CDs/DVDs, tapes.

Post the Hurricane Procedures in all computer labs and CER/CC so time will not be spent downloading and printing them. Copies should be give to team members and other designated staff.

Designate a secure area to store data, important documents, manuals, passwords, CDs etc.

Complete a “Dry Run” of Hurricane Procedures so the amount of time it takes will be known prior to an emergency.

Ensure appropriate team members have keys to get into the building if necessary and are knowledgeable of the Alarm System.



RED CROSS SHELTERS 2015 Primary Emergency Shelters Primary Backup Arthur Ashe Middle School* Rock Island Elementary School* Coral Glades High School Everglades High School Falcon Cove Middle School Employee Shelter – As Needed Fox Trail Elementary School Challenger Elementary Lyons Creek Middle School (This site is not advertised to the general public.) Monarch High School New Renaissance Middle School* Special Needs Shelters Park Lakes Elementary School* Indian Ridge Middle Plantation Elementary School* NcNicol Middle* Pompano Beach High School New River Middle* Silver Trail Middle School Sunset School* Watkins Elementary School* Westglades Middle West Broward High School* Secondary Emergency Shelters Pet Friendly Shelter Beachside Montessori* Millennium Middle* Coconut Palm Elementary Everglades Elementary Gator Run Elementary Lakeside Elementary Parkside Elementary Silver Palms Elementary Tradewinds Elementary Tertiary Emergency Shelters Coral Cove Elementary Dolphin Bay Elementary Floranada Elementary Hallandale Elementary Liberty Elementary* Manatee Bay Elementary Orange Brook Elementary* Panther Run Elementary Park Trails Elementary Pines Middle* Silver Lakes Elementary Silver Shores Elementary Sunset Lakes Elementary

Schools in bold with an asterisk are using Avaya IP Phones and TLCs should not shut down the Windows server. The IP phone system requires the DHCP services on the Windows server to be running. If wireless IP phones are loaned to the shelter:

1) Make sure to include the charger(s) and accessories.

2) Complete a property pass for each phone.

Radio Repeaters: If you school has a radio repeater, the shelter staff may ask for radios to use during a shelter activation. Any staff from PPO, the Safety Department, local Police Department and EMS staff may also ask for portable radios to use. It is important that you do not turn off the radio repeater when turning off other equipment. You should also explain how the different radio channels work to the shelter staff/shelter manager as every school with a repeater has a back up radio- to-radio channel programmed on their radios, in case of repeater failure.



PROCEDURES FOR COMPUTERS AND PRINTERS Backing Up What you need to Know: Logging on to Server/Working Knowledge of CD Burning Software Materials Needed: Access to Server/CD/DVD/External Hard Drive Estimated time to back up computers: The time will depend on the amount of data being copied. Copying to an external hard drive will be faster than copying a large number of files across the network to a server or burning files to a CD. If you store critical data on your desktop computer, make sure files are copied to another source such as a server, external hard drive or burned to a CD/DVD. Servers are backed up through server software and backup units, but individual desktops are sometimes forgotten. Applications can always be reinstalled but your data will be lost if it has not been backed up to another source. PRE HURRICANE PROCEDURES - SHUTTING DOWN 1. All original software CDs/DVDs should already be stored in a secure location such as the school safe. 2. Properly shutdown all computers and turn off peripheral devices (printers, external hard drives, PDAs, iPods, etc.) 3. Keep equipment on tables rather than storing it on the floor. Move tables with equipment away from windows if possible. 4. Disconnect/unplug equipment from its power source only if it needs to be moved off the floor or away from a window. 5. Disconnect network cables (RJ45) and connections from the computer and wall jacks only if equipment needs to be moved off the floor or away from a window. Label the connecting device information on the cables. 6. Lock office doors if possible. POST HURRICANE PROCEDURES Authorities will give safety clearances before buildings are entered as standing water and downed power lines are a threat after a major storm. Assess any obvious damage – see page 47 to report equipment damaged by the storm. Computer equipment should not be restarted until all power is fully restored to the site. Power surges are frequent after a major storm and while power is being restored, electrical loads should be turned on gradually. 1. Move tables and equipment back to pre-hurricane locations. 2. Reconnect disconnected cables and network cables and tighten loose connections. 3. Plug all pieces of equipment into the electrical power source outlets. 4. Restart all equipment gradually.



PROCEDURES FOR STAR COMPUTER PRE HURRICANE PROCEDURES – SHUTTING DOWN 1. Properly shutdown computer. 2. Keep equipment on desk rather than storing it on the floor. Move desk with equipment away from windows if possible. 3. Disconnect/unplug equipment from its power source only if it needs to be moved off the floor or away from a window. 4. Disconnect network cables (RJ45) and connections from the computer and wall jacks only if equipment needs to be moved off the floor or away from a window. Label the cables for the camera and DCM (license) Reader. They must be plugged back into the original port or they will not work. 5. Lock office doors if possible. POST HURRICANE PROCEDURES Authorities will give safety clearances before buildings are entered as standing water and downed power lines are a threat after a major storm. Assess any obvious damage – see page 47 to report equipment damaged by the storm. Computer equipment should not be restarted until all power is fully restored to the site. Power surges are frequent after a major storm and while power is being restored, electrical loads should be turned on gradually. 1. Move desk and equipment back to pre-hurricane locations. 2. Reconnect disconnected cables and network cables and tighten loose connections. 3. Plug all pieces of equipment into the electrical power source outlets. 4. Restart all equipment gradually.



PROCEDURES IP PHONES PRE HURRICANE PROCEDURES – SHUTTING DOWN 1. Move phones away from windows if necessary. Unplug network cable from wall jack and store phone with cable within the room. 2. Lock office doors if possible. POST HURRICANE PROCEDURES Authorities will give safety clearances before buildings are entered as standing water and downed power lines are a threat after a major storm. Assess any obvious damage – see page 47 to report equipment damaged by the storm. Equipment should not be restarted until all power is fully restored to the site. Power surges are frequent after a major storm and while power is being restored, electrical loads should be turned on gradually. 1. Move equipment back to pre-hurricane locations. 2. Reconnect disconnected network cables. 3. It is important to allow VoIP phone to reboot completely until the extension number is displayed at the top of the screen. This process may take approximately 7 to 10 minutes. Examples of IP Phones:



PROCEDURES FOR ILS LABS Backing Up If your ILS Software is housed on a Windows Server – follow the back up instructions for a Windows Server on pages 16-33. If your ILS Software is housed on an X Serve – follow the back up instructions for an X Serve on pages 12-15. PRE HURRICANE PROCEDURES – SHUTTING DOWN 1. Properly shutdown all computers and turn off peripheral devices (printers, external hard drives, PDAs, iPods, etc.) 2. Keep equipment on tables rather than storing it on the floor. Move tables with equipment away from windows if possible. 3. Disconnect/unplug equipment from its power source only if it needs to be moved off the floor. 4. Disconnect network cables (RJ45) and connections from the computer and wall jacks only if equipment needs to be moved off the floor. Label the connecting device information on the cables. 5. Lock classroom doors if possible. POST HURRICANE PROCEDURES Authorities will give safety clearances before buildings are entered as standing water and downed power lines are a threat after a major storm. Assess any obvious damage – see page 47 to report any equipment damaged by the storm. Computer equipment should not be restarted until all power is fully restored to the site. Power surges are frequent after a major storm and while power is being restored, electrical loads should be turned on gradually. 1. Move tables and equipment back to pre-hurricane locations. 2. Reconnect disconnected cables and network cables and tighten loose connections. 3. Plug all pieces of equipment into the electrical power source outlets. 4. Restart all equipment gradually.



PROCEDURES FOR WIRELESS CARTS PRE HURRICANE PROCEDURES - SHUTTING DOWN 1. Power down all laptops. 2. Unplug the cart’s power cord from the electrical outlet. 3. Make an inventory of the laptops/carts. You should already have this info in your Inventory, but if you do not, copy the form on page 11 to make a quick inventory sheet for each cart. Take the forms with you or leave in a secure location – do not leave them in the cart. 4. Label the cart. 5. Lock the cart. 6. Move the cart to a secure location without windows if possible. POST HURRICANE PROCEDURES Authorities will give safety clearances before buildings are entered as standing water and downed power lines are a threat after a major storm. Assess any obvious damage – see page 47 to report any equipment damaged by the storm. Computer equipment should not be restarted until all power is fully restored to the site. Power surges are frequent after a major storm and while power is being restored, electrical loads should be turned on gradually. 1. Move the cart back to its original location. 2. Plug the cart’s power cord back into the electrical outlet. 3. Power on the laptops.



WIRELESS CART INVENTORY Laptop Apple/Dell Serial Number Asset Tag Number Cart No.

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25



PROCEDURES FOR APPLE XSERVE PRE HURRICANE PROCEDURES

1. Notify all users to stop accessing files on the server. 2. Verify that you have completed/successful backups.

REVIEW THE BACKUP REPORT IN RETROSPECT

1. Log in directly to your Xserve and launch Retrospect.

2. Select the Reports tab in the Retrospect Directory.

3. Click Report to view the Backup Report.

4. You should see 4 weeks of backups and when they last ran. If the dates are not in the last 4 weeks, contact the I&T Service Desk at 321-0411 and create a remedy ticket.

5. Complete the procedure to power down the X Serve and RAID.



PROCEDURES FOR APPLE XSERVE XSERVE AND XSERVE RAID POWER DOWN PROCEDURES Once your backups are completed, you can safely power down the Xserve and Xserve RAID. Make sure you follow the order below!

1. Power down the Xserve first!

2. Select Shut Down from the Apple menu. Once the Xserve has been completely powered off, power down the Xserve RAID

1. You can turn off the system by pressing and holding the power button on the back panel for 5 seconds.

2. Label each hard drive. This has to be done since they must be reinserted in the correct place/order.

3. Remove all hard drives and store them in a secure location.

Tape Backup and UPS (where applicable)

1. At this point you can power off the Tape drive if you have one.

2. Power off and unplug the UPS.



PROCEDURES FOR APPLE XSERVE POST HURRICANE PROCEDURES Follow the procedure below to power up the server and RAID.

XSERVE AND XSERVE RAID POWER UP PROCEDURES

Make sure you follow the order below!

Tape Backup and UPS

1. Plug in and power up the UPS.

2. Power up the Tape drive if you have one.

Prep the Xserve RAID first

3. Re-install all hard drives in the correct place/# order.

4. Press to open the handle of the drive module (if necessary) and slide it into the

empty bay until the module is firmly seated.

5. If the handle is not flush with the front of the system, gently press it. If it still is not flush, pull the module out and reseat it. The drive isn’t fully seated until the handle is flush with the front of the system.

6. When the diagnostics are complete, the small light next to the power button blinks.

Press the power button when the light blinks and wait about 1 minute for the system to initialize.

7. Status lights on the front and back panels indicate network connection, system activity, and drive module use.

8. All lights on the front of the Xserve RAID should turn green to indicate normal operation.



PROCEDURES FOR APPLE XSERVE

XSERVE AND XSERVE RAID POWER UP PROCEDURES

Xserve

9. Once the Xserve RAID is fully booted, it is safe to power on the Xserve.

Xserve (G4)

10. Press the power button at the left side of the server’s front panel to turn it on.

Xserve (G5 and Intel) 11. Press the on/standby button at the left side of the server’s front panel to turn it on. 12. If there are any issues with your server, please contact the I&T Service Desk at 321-

0411 and create a Remedy ticket.



PROCEDURES FOR WINDOWS SERVER

PRE HURRICANE PROCEDURES - SHUTTING DOWN 1. Notify all users to stop accessing files on the server. 2. Follow the procedures beginning on page 31 to create an ASR Backup. 3. Follow the procedures beginning on page 24 to use Veritas to back up all files on your server. 4. Verify that the backup completed successfully by following the procedures beginning on page 17 for monitoring backup jobs. 5. Store the ASR diskette and the Full backup Tape in a secure location away from possible storm damage. 6. Shut down the server by clicking Start and choosing Shutdown. 7. When the server shuts down completely, power off and unplug the UPS that it is attached to. 8. If you need to restore damaged files from tape, the restore procedures begin on page 19. POST HURRICANE PROCEDURES Plug UPS back in, power up UPS and server.

VIRTUAL SERVERS If your server is a VM, it is secured at the TSSC building and Avamar will perform the backups. There should be no immediate threat unless the building is damaged and the servers are affected. If a recovery is ever needed, then a Remedy ticket must be created for a restore to be done.

ATTENTION TLCs AT SHELTER SCHOOLS USING AVAYA IP PHONES

TLCs should not shut down the Windows server. The IP phone system requires the DHCP services on the Windows server to be running.

See page 5 for a list of shelter schools using IP phones.



MONITORING JOBS IN BACKUP EXEC V.9

Version 1.0 5/18/05 Backup Exec's Job Monitor enables you to monitor and perform tasks on active, scheduled, or completed jobs that have been submitted for processing. It is important that you check to see that jobs are successful. You can change that tape regularly but if you are not aware of a problem, your backups may still fail. Open Veritas Backup Exec Click the Job Monitor button near the top of the screen In the bottom section, red indicates a problem with the job.

Double click on the job to get more details. You will see two tabs, the Job Log tab shows the problem section in red



Many times, the job log will clue you in as to what the problem might be. If you need help determining why backups are failing, please contact the IT Service Desk at 321-0411. Make sure you do test restores periodically to verify that the data is intact and stable on the tape.



CREATING A RESTORE JOB Version 1.0 09/09/04

You should occasionally perform a 'test' restore to make sure that your backups are in fact working. To do this, create a text file and call it 'restoreme.txt.' Place this file somewhere on your server so that it gets backed up during your regular backup jobs. To test your backups, delete this file from the server and then try to restore it using the following procedure. Place the appropriate backup tape into the server's tape drive. Open Veritas Backup Exec Click the Overview button near the top of the screen

Click Restore Wizard



Make your selections of the files that you need to restore. You will notice multiple dates. These are your various backup jobs. Expand the date that you would like to restore from and place a checkbox next to each item to be restored. You can restore an entire folder or choose individual files, depending upon the need. Click Next



Leave the default settings for "Select Restore Credentials" Click Next

Name the restore job and click NEXT



Leave the default "All Drives" Click Next Select the appropriate option. This will vary depending upon the situation.

Click Next



If you want to perform the restore now, leave "Yes" selected and click FINISH. You can also schedule the restore to occur at a later time if so desired.



CREATING A BACKUP JOB Version 1.0 09/09/04

A recommended backup strategy is to do a Full backup every Friday and a Differential backup each Monday, Tuesday, Wednesday, and Thursday. A different tape should be used for each day and there should be two tapes for Friday. Every other Friday, swap tapes. This will allow you to go back to a previous week's data if the need arises. Open Veritas Backup Exec Click the Overview button near the top of the screen

Click Backup Wizard Click Next Make your selections of the items that you would like to back up

Click Next Leave the default settings for the "Select Volume Credentials" dialog.



Click Next Leave the default settings for the "Select Volume Credentials" dialog.

Click Next Enter a name for the job that will meaningfully describe the backup. The backup set will have the same name.

Click Next



On the "Backup Device and Media" dialog, leave the top dropdown set for All Drives If you have multiple media sets, choose the appropriate media set. If you only have one media set, leave the default values.

Click Next

Select "Overwrite media" Click Next



For Backup method, choose "FULL-Backup Files - Reset Archive Bit" Click "Yes, verify after backup" Click Next At this point, you can either run the backup job immediately or schedule it for a later time.

To schedule for a later time, click "No, schedule the job to run later" and click FINISH



Click "Run according to schedule" Click "Edit Schedule Details"



Under Run Day Options choose the schedule that you would like the job to follow. For this example, we have selected for the job to run every Friday. Click OK



Click SUBMIT



Creating an Automated System Recovery (ASR) backup in Windows 2003

Version 1.0 5/24/05

1. Click on Start à All Programs à Accessories à System Tools à Backup

2. The Backup program will automatically open in wizard mode; we need to

change this behavior. Uncheck the box for “Always start in wizard mode” and then click Cancel.

3. Open the Backup program again by following Step 1. This time it will open to

the following screen:



4. Click the Automated System Recovery Wizard button 5. Click Next 6. For the Backup Destination, enter E:\asr.bkr as the file name and click Next

7. Click Finish

8. Backup will begin. The time required varies depending upon the amount of data

on the server. A progress window will let you know the current status and estimate the amount of time remaining.



9. When the files are all backed up you will get the following prompt asking for a

formatted diskette. Please place a diskette in the drive and click OK

10. The diskette will be created and follow the instructions on the resulting dialog:

11. Click OK 12. You will get a backup report, you can click Close

13. Do not leave the floppy in the drive. Remove the floppy diskette and keep this

for emergency purposes.



PROCEDURES FOR FILEMAKER DATABASES Filemaker databases should be backed up as part of the Filemaker Server application as well as part of the Veritas/Retrospect Backups. Check to make sure that the databases in the FM Backup have current date listed. You will not need to do anything additional for Filemaker.

• See “Monitoring Jobs in Backup Exec” on page 17 • See “Reviewing the Retrospect Backup Report” on page 12

If the backup is not completed, successful or if you receive an error message, contact the I&T Service Desk at 321-0411 immediately.



PROCEDURES FOR VIDEO CONFERENCING EQUIPMENT There are several systems that are currently in use in the school district. Most systems fall into one of the following types:

The Set-Top Tandberg has an open shelf with the UPS battery back-up located on the bottom shelf. The Split System has a locking cabinet and inside the cabinet you can find the UPS. The Mobile System may or may not have a UPS. For Desktop Systems simply unplug the power cable to shut it down. Please remember to reconnect your system(s) after the storm has passed.

PRE HURRICANE PROCEDUES - SHUTTING DOWN THE SYSTEM(S)

1. Press the power button located on the video conferencing system (does not apply for Desktop systems).

2. Press the power button located on the UPS (if applicable). 3. Unplug the UPS from the power receptacle. If there is no UPS, unplug the video

conferencing system from the power receptacle.

Please unplug any other cables including the cat 5 cable(s) that are connected to the wall quad jack. The cat 5 cable(s) are labeled and need to be reconnected later in the same ports. Please note which cable corresponds to each port. If possible, after disconnecting the system(s), cover the system(s) with a plastic sheet to prevent water damage in the event of a roof leak. DO NOT cover the system(s) with plastic if they are still connected to power as this could cause them to over-heat.

Set-Top Tandberg Split System (Camera and CODEC are

separate)

Mobile System Desktop System Desktop System



VIDEO CONFERENCING EQUIPMENT continued POST HURRICANE PROCEDURES After the storm, please remember to plug your UPS back into the electrical socket and press the power button on. Reconnect the cat 5 cable(s) in the appropriate port(s) and reconnect the power to the video conferencing system. While your system is powering up, the camera will move as part of the powering up process except for desktop systems. Please make sure there is nothing hindering the camera movement as this could damage the camera. If you have additional questions, please call BECON-Video Conferencing Services at 321-1111. ATTENTION: If your school is a Primary Storm Shelter or Special Needs Shelter Shelter Desktop Video Conferencing System - Tandberg 150 Pre Hurricane Procedures When/if your school has been notified of activation of the shelter, the Tandberg 150 MXP desktop unit needs to be relocated from its regular location (Usually, the Principal's office) to the shelter office location in the school. A survey was done several years ago and schools with shelters have been notified of the appropriate location. Please verify that the designated port is still activated in the communication closet. If assistance is needed determining which ports have been designated for Red Cross Shelter use, call BECON-Video Conferencing Services at 321-1111.

PROCEDURES FOR WEATHERBUG ATTENTION: If your school/department has a WeatherBug System Some school and District locations are equipped with WeatherBug weather stations. Locations with WeatherBug stations should verify the proper functioning of the equipment as part of their pre-storm activities. This can be done by verifying that three green lights are illuminated on the "Blue Box" weather sensor controller and that the PC (if so equipped) is sending images from the camera. It is important that these locations DO NOT TURN OFF ANY NETWORK EQUIPMENT. This weather information is an important component to the Broward County Emergency Preparedness Planning and Response team. If you have any questions or concerns regarding this equipment, call I&T Network Integration at 321-0349.



PROCEDURES FOR DIGITAL CLASSROOM EQUIPMENT PRE HURRICANE PROCEDURES - SHUTTING DOWN Shut down all equipment including: ❏ JVC VCR/DVD Recorder ❏ Interactive Boards ❏ Elmo/Lumens Document Camera ❏ Multimedia Projectors Lock all cabinets and leave the keys in the school safe. POST HURRICANE PROCEDURES Authorities will give safety clearances before buildings are entered as standing water and downed power lines are a threat after a major storm. Assess any obvious damage – see page 47 to report equipment damaged by the storm. Equipment should not be restarted until all power is fully restored to the site. Power surges are frequent after a major storm and while power is being restored, electrical loads should be turned on gradually. Turn on all equipment including: ❏ JVC VCR/DVD Recorder ❏ Interactive Boards ❏ Elmo/Lumens Document Camera ❏ Multimedia Projectors



PROCEDURES FOR EQUIPMENT IN PORTABLES All technology equipment in portables should be moved to a secure location. Use your Inventory Room Listing posted in the classroom to track equipment moved. Or, you may use the form below. Authorities will give safety clearances before buildings are entered as standing water and downed power lines are a threat after a major storm. Assess any obvious damage – see page 47 to report equipment damaged by the storm. Equipment should not be restarted until all power is fully restored to the site. Power surges are frequent after a major storm and while power is being restored, electrical loads should be turned on gradually. Portable # Equipment Moved Location Stored Returned



PROCEDURES FOR COMMUNICATIONS EQUIPMENT ROOM COMMUNICATIONS CLOSETS (CER, CC)

PRE HURRICANE PROCEDURES 1. DO NOT POWER DOWN THE TADIRAN/AVAYA TELEPHONE SYSTEMS,

NETWORK ROUTERS, NETWORK SWITCHES, WIRELESS CONTROLLERS OR UPSs.

2. Verify the telephone system, servers and the network routers are plugged into

functioning UPSs. If the UPSs are not functioning, call in a COMPASS work order at 321-1480 to have the batteries replaced.

Examples of Routers in the CER

Cicso ASR 1001 Schools with a 1GB Bandwidth connection to our WAN have the Cisco ASR-1001

Cisco 3945 Router Schools with a 100MB Bandwidth connection to our WAN have the Cisco 3945

Ciena 3930 Every school has a Ciena 3930



COMMUNICATIONS EQUIPMENT ROOM/COMMUNICATIONS CLOSETS Examples of Switches in the CER

Cisco 3500/3550 Switch

Cisco 6500 Switch

Cisco 4006 Switch

HP 5400 Switch



COMMUNICATIONS EQUIPMENT ROOM/COMMUNICATIONS CLOSETS Examples of Switches in the CER

HP 3500 Switch

HP 9300 Switch Examples of Wireless Controllers in CER

Cisco 4400 Wireless Controller

Cicso 4010 Wireless Controller Examples of Phone Gateways in CER

Avaya G450 Gateway

Tadiran Telecom Coral PBX/IBXTelephone systems



COMMUNICATIONS EQUIPMENT ROOM/COMMUNICATIONS CLOSETS POST HURRICANE PROCEDURES 1. Verify the telephone system, servers, network equipment and UPSs are up and

functional in all CER/CCs. 2. Identify UPSs with bad batteries. To get replacement batteries, call in a COMPASS

work order at 321-1480. 3. I&T will be monitoring network equipment. However, if you have any equipment

that is not working, please call in a Remedy ticket to the I&T Service Desk at 321-0411.

4. Assess any obvious damage – see page 47 to report equipment damaged by the

storm.



PROCEDURES FOR CELL PHONES PRE HURRICANE PROCEDURES In preparation for a storm, it is important to fully charge your cell phone in case there is a loss of municipal power. Suggestions for maintaining a battery charge in order to stay connected via cell service are:

1. Make sure that you have a car charger for your phone. If you use your car when municipal power is out – be sure to charge up your phone(s) while it is running.

2. Families that have multiple phones should consider leaving most of their phones off, and using the devices one after the other as batteries are used.

3. If you have old AT&T phones in your home charge them as well. Your SIM card can always be moved to another phone if your primary phone should die.

4. Turn off your cell phone when not needed in order to prolong battery life. 5. Remember to limit the number of services running on a Smart Phone if they

are not needed. Shut off the Bluetooth, Wi-Fi, and GPS antennas if those are running on your phone but are not needed. These all decrease battery life.

6. Consider buying a commercial battery booster for your cell phone. These products are typically found at Radio Shack, Best Buy, Target, Wal-Mart, Lowes, or Home Depot.

During times of heavy cellular call traffic after a storm it is often easier to send text messages rather than placing calls. As long as the cell tower you are connected to is operational text messages will often go through when it is not possible to make a voice call. Keep in mind that there may be a delay in delivery of messages and receipt of incoming messages. Blackberry phones can also send PIN messages to one another. These messages have the same general benefits as text messaging, but do not have restrictions on message length. It is important to add the PIN numbers of other Blackberry users to their contact information in your Blackberry in advance of a storm. The PIN number for a Blackberry can be found by going to the Settings, Options, Status menu options.

PROCEDURES FOR SCHOOL RADIOS Do not turn the school’s repeaters off or the LAN network they connect to.



EMERGENCY TEAM CHECK OFF LIST – PRE HURRICANE PROCEDURES BACKING UP/SHUTTING DOWN

Appropriate staff has Emergency Phone List/Keys

Critical Desktop Computer Backup (Ex. Principal/Department Head)

Critical Desktop Computer Backup (Ex. Office Manager)

Critical Desktop Computer Backup (Ex. Bookkeeper/Budgetkeeper)

ILS Labs

Digital Classroom Equipment

OS X Server

Windows Server

Wireless Carts

Equipment in Portables relocated to Secure Location

Backup Data Stored in Designated Secure Location

STAR Computer

IP Phones

All computers/printers turned off and unplugged if they must be moved off the

floor or away from a window



DISTRICT PROCESS FOR RESTORING POWER 1) Physical Plant Operations (PPO) surveys all sites for initial damage assessment

including power. 2) This list is sent to the Safety Department temporarily located during the emergency

at Broward County’s Emergency Operations Center (EOC). Safety will coordinate with FPL to restore power at all SBBC sites.

3) FPL updates information for power restoration to Safety. Safety coordinates with

PPO and ETS to restore telecommunications and WAN/LAN services. IT is responsible for coordinating with AT&T.

4) Once local power has been restored, verify that your site has telephone and

WAN/LAN connectivity. Test each service:

a) by calling outside of your site b) by accessing your server c) by accessing email d) by accessing the internet

If your site does not have WAN/LAN and or phone service, notify your principal or department head of the specific outage. Principals and department heads will report all outages to the appropriate area/district office. NOTE: Even though local power has been restored to your site, you may experience network/phone service outages due to a FPL power grid service outage in your area. It is not necessary to call the I&T Service Desk and report a network and/or phone outage because ongoing restoration is being monitored by Safety and I&T.



EMERGENCY TEAM CHECK OFF LIST – POST HURRICANE PROCEDURES PLUGGING IN/TURNING ON

Check CER/CC Equipment/UPSs

All computers/printers plugged in/turned on

ILS Labs plugged in/turned on

STAR Computer

IP Phones

Digital Classroom Equipment plugged in/turned on

Equipment in Portables Returned

OS X Server plugged in/turned on

Windows Server plugged in/turned on

Wireless Carts plugged in/turned on



TECHNOLOGY EQUIPMENT DAMAGED BY A HURRICANE School/Department Incident Location Number Date INSTRUCTIONS: 1) Assess all equipment (TLC) to determine if it has been damaged by the hurricane. 2) Call in a COMPASS Work Order at 321-1480. Be sure to state the equipment was damaged

by the hurricane. The work order will be forwarded to the I&T Metro Technical Services Unit.

3) Complete this form, along with photographs of the damaged equipment, and submit to the Safety Department.

Type of Equipment

Manufacturer Model Serial # Value COMPASS Work Order No.

Principal/Department Head Signature

HURRICANE PROCEDURES MANUAL FOR TECHNOLOGY EQUIPMENT · I&T provides a Hurricane Procedures manual...

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