houston independent school district / houston isd ... · web view2018/11/30 · replacement items...

Houston ISD Educational Learning CenterHANDBOOK and SAFETY GUIDE 1

HISD Educational Learning Center HANDBOOK as of 11-30-2018 Updated documents maintained on HELC PD website (SharePoint) - https://houstonisdpsd.org/pd/pd-operations

Houston Independent School District

Educational Learning Center

HELC HandbookNovember 2018

for

HELC Residents and Partners























































https://houstonisdpsd.org/pd/pd-operations


TABLE OF CONTENTS

Facility Information and Operations 3 - 10

Technology Support Processes 11

Room Reservations 12

HELC Safety Plan and Process 13 - 16

Emergency Contacts 17

HELC Facility Safety Maps 18 - 20




HELC Facility Information

Address:10725 Mesa DriveHouston, TX 77078

Main Office: 713-696-0600Main Office Fax: 713-696-7650Main Office Extension: 6-3010

Route # 2 Campus # ____ (pending)

Facility Hours

Day HoursMonday-Friday 7:00 AM – 7:00 PM *Saturday *** 7:00 AM – 3:30 PM **

Sunday Closed* All employees and guests must be out by 6:45 PM unless prior approval.** All employees and guests must be out by 3:15 PM unless prior approval.*** HELC is open on Saturdays if trainings are scheduled. Refer to the HELC Resource Scheduler or Main Office.

Main Office Hours

Day HoursMonday-Friday 7:30 AM - 5:30 PM

Saturday 7:30 AM - 3:00 PMSunday Closed

Saturday Access

HELC residents and partners can gain access to the facility on Saturdays by utilizing the A-Phones located at each entry door. Please press the button to gain access to the building from 7:00am – 3:00 pm.

Emergency late hour work

If an employee needs to remain in the building after the regular business hours they must notify their senior manager. Assistant Superintendent, Senior Manager, and/or Building Manager will determine if the building will remain open past regular hours.




Facilities Operations

SAFETY ABOVE ALL ELSE- Campus PA System (Main console located in Main Office)- CPR/AED machines centrally located throughout the building (5)- Fire Extinguishers centrally located throughout the building (21)- First Aid kits are in Main Office, 1020, 1052, 2047, 2072- Incident Reporting – Contact Main office (ext.6-3010) or your department- Emergency Maps and Plans- Digital display messages

Grounds and facilities are routinely inspected by Mrs. Alexander, Plant Operator and the facility teams for effective operations and compliance. In addition, it is the responsibility of all HELC Faculty and Staff to be aware of safety issues. Facility feedback should be reported to:

o Main Office (if immediate attention is needed to call the plant operator) o Email Annetta Modest, HELC Facility Manager (HFM), for general concern follow-up

HELC Employee Information

General facility questions and/or feedback can be shared with Annetta Modest, HELC Facility Manager (HFM), by email, in room 1020, or ext. 6-3012.

Ryan PD center keycards are programmed to access HELC. If employee had a keycard for Ryan, keep access card. If employee was not issued a keycard, pick up from the HELC PD Op IT team.

Replacement items – The below replacement will cost $5.00 to be paid to Lori Stills, PD Op Business TL. Upon receiving payment receipt, show copy to appropriate staff to obtain replacement.

Door Access Badge (Luis or Andy) Office Key (Bre Walter) Closet Key (Bre Walter) Parking Pass (Lori Stills)




PARKING

Parking Passes Pick up your Staff Lot Parking Pass during HELC Main office hours from Main Office PD Staff

Submit an updated Emergency form to obtain parking tag, as applicable

YELLOW tag – HELC permanent staff (Office at HELC)

BLUE tag – Teacher Dev. Specialists (Field-based team that meet weekly at HELC)

Parking passes must be displayed/visible for you to access the staff parking lot. This allows us to manage parking of our HELC team and training participants.

Handicap Any employee or visitor can park in any marked Handicap space with valid Handicap tags/license

Visitor Reserved Area - Limited parking timeframe (2 hr or less)- Not for staff or training participants

Staff Lot (Yellow or Blue Tags) - Staff should always display the parking tags on front mirror or dashboard.

- Staff parking entrance is periodically monitored during heavy training days

- TRAINERS: Prior to training, provide parking instructions to participants for the Visitor lots.

Visitor General Lot (EAST)Between HELC and Coward Football Stadium

- General parking for all visitors to include participating in training, meetings, open labs, etc.

Overflow Lot Beside and behind Coward Football Stadium passing through open gate on lot

- Gate to overflow parking area will be open on large training days

- Request gate to be open by contacting Main Office (on day) or emailing HFM prior to day for arrangements.

Overflow Lot (NORTH) - Parking lot beyond the Athletic Basketball GymTraffic Flow (Entrance) - Normal business days (moderate or less training

schedule) - Entrance on is off MESA Drive. Gates 1 and 2 are open.

- Heavy business days (Moderate to large # of participants and multiple rooms) – Gate 3 off Little York open and the gate between East and Overflow lots open.

Traffic Flow (EXITING) - Normal business days – Exiting from open Gates 1 and 2- Heavy business days - NO EXITING from East Lot to Gate 1; We can open Gate 5 for Staff exiting (monitored by PD Operations)




FOOD SERVICES OPTIONS (as of Nov. 2018)

Bring Lunch Break rooms available with refrigerator and microwaves in 1041 and 2047

- Refrigerators are cleaned out EVERY FRIDAY- Support the facility in cleaning up after

yourself in all areas you dine in or prep foodDine/Pick up at Restaurants in Area Restaurant Listing in Main Office and posted on

PD Op websiteFood Delivery (personal; small team)Food delivery svc (GrubHub, DoorDash, etc.); Pizza; etc.

Notify the Main Office of delivery type and time to support notification upon arrival

HISD Catering Services https://houstoneatscatering.com/index.asp

or

HISD Approved Vendor Catering Services

Department choice to cater lunches for training, meeting or event.Arrangements, expenses, and prep/clean-up is the responsibility of the sponsoring dept. staff

Notify (email) [email protected] and cc: Annetta Modest (HELC facility Manager) to support delivery and HELC location set-up

Food Trucks (for Large trainings 150+) Notify (email) [email protected] and cc: Annetta Modest (HELC facility Manager) to request support

HISD Eats Food Court in HELC Cafeteria PENDING



mailto:[email protected]


https://houstoneatscatering.com/index.asp


Facility Operation Highlights

Room/Area HighlightsCell Phone Usage Add your phone to the HISD-Guest Network

Password: hisd2013 Then enable Wi-Fi calling and texting on your cellular

device. If assistance is needed please notify the front desk

Guest Internet Access Server: HISDguest Password - hisd2013

Digital Display Digital displays can be updated with information for:

o Training Assignment/Schedule for Dayo Safety Announcementso General Informationo Other (as approved – i.e. Special participant

messages)o Professional, soft music

Elevators The elevator is generally functional for passenger, materials and equipment movement.

Notice the elevator operation status signs before entering.

The elevator is equipped with Emergency call button and features.

The elevator has a new interior (as of 11-2018). All should maintain caution when using dollies, carts, and moving other items in and out of the elevator to maintain the interior quality.

The elevator questions can be directed to Main Office to notify the PO or appropriate PD Op team.

Notify the Main Office is you need to access the elevator for movement of materials.

Workroom Workrooms are located on 1st (1052) and 2nd (2072 and 2058) floors

Workroom is for HELC residents and partners. Visitors and participants needs to share requests with

Main Office. PD Op maintains the general up-keep of space and

equipment Support or questions can be directed to Main Office to




be addressed by appropriate PD Op team member Any department can provide equipment for general

use in the Workrooms. HELC staff are not responsible for returning or tracking item.

Paper will be replenished based on need. We need to self-monitor for ‘wasteful’ printing.

BreakroomsNursing/Health Area

The Breakrooms (1060, 1041, and 2047) are available for employees to utilize during breaks and lunch.

There are Nursing/Health areas located on 1st and 2047

Please help keeps this area clean by disposing of trash and wiping down the microwave after use.

The refrigerator will be cleaned every Friday. Items may be discarded to maintain cleanliness and space.

Please be aware when cooking foods with strong aroma in the lounge. Monitor items while heating (i.e. microwave popcorn).

Refrigerators and microwaves are located in Rooms 1041, 2047, and 2072

Support or questions can be directed to Main Office to

be addressed by appropriate PD Op team member Any department can provide equipment for general

use in the Workrooms. HELC staff are not responsible for returning or tracking item.

Storage Various areas are - Department assigned rooms- General PD Op facility- Training staging areas-

All areas are planned purposefully to maintain efficient operations and maximize support for the general HISD community. Notify the Annetta Modest, HELC Facility Manager (HFM)

Registration Stations HELC training with large number of participants (100+) should provide 1-3 department staff member(s) to monitor main entrance areas off the Visitor parking lot for greeting and general directions.

Registration ‘stations’ and chart stand are available to




facilitate this process in designated locations.Outside Courtyard Outside tables are available to enjoy during lunch or

breaks. As weather permits, umbrellas will be place on the

tables. Employees should clean up after themselves to

maintain the area. Utilize trash cans to discard trash. Notify Main Office is area needs attention.

TEAM Offices Make It YOUR Space

Each department team has a designated office (room). Department team members select work cubicles within your office.

Telephones are assigned for HELC resident desks. Envision your space and determine how to make it

your own. Keep in mind, for SAFETY, do not move the cubicles as they are hard wire to electricity.

If you are requesting any additional furniture/storage items, email to Annetta Modest your requests.

Refrigerators and microwaves should NOT be plugged Heaters, Keurig’s, and coffee pots may also cause

electrical outage (in room or area) if plugged in rooms. There are not HELC facility funds for ‘creative’ office

beautification. However, you have the option to envision and outfit your offices, as needed, with team consensus and facility general approval (to ensure safety considerations). Please email any proposed room/office modifications to Annetta Modest prior to changes.

Keys Keys are provided for each ‘Office’ room: 1-3 Office keys 1 Cabinet key, as applicable

Office keys are distributed after staff and safety training completed

Training Rooms Key are not issued. Support for open/closing is

provided by HELC Plant team or PD Op. Closets are kept locked (in general) Doors for reserved training rooms are Opened

each morning. Doors for rooms not reserved or upon request

may remain locked




Facility Cleanliness

Daily Cleaning o Personal Work

Space

o Work rooms

o General Facility Cleanliness

HELC has 1 Plant Operator (AM), 1 HISD custodial staff (AM-PM), and 2 Metro Clean contract staff (2:00-7:00pm)

- Please pull your trash and place it close to the door so that it is visible for the custodial staff to pick up.

- Please wipe down your work area

- Trash will be pulled daily and tables will be wiped down, and floor maintained.

- If food is a part of your training please notify the front office and we will have a large trash can placed outside your door.

Facility Deep Cleaning- Floor Wax

Staff Prep for Deep Cleaning:- Unplug technology and wrap cords to store- Pick Up ALL items off Floor- Clean desk or surface areas completely- Place items in closet(s) or cabinets- Remove (take home) any personal items by choice

Deep cleanings are scheduled annually and departments are notified in advance

Building Closure (Variance from normal business hours Mon – Sat)

When possible and as applicable, the methods of communication for HELC building closures can be communicated by:

- General Staff Email- Notification to Department Contact (Manager and

Lead Administrative Asst.) to fan out in department communication

- HELC All call system




Technology Support

Technology equipment requests and setups for trainings, meetings, etc. must be submitted 1 week prior to event date.

If your equipment needs repair, email or call one of the IT Customer Service Representatives below for assistance:

Technology Lead – Luis Aguilar, Jr – [email protected] - ext. 63042 (713-556-3042) Technology Rep. - Andy Tran – [email protected] – ext. 63043 (713-556-3043)

IT Customer Service Representative is Absent from DutyIT Customer Service Representative notifies IT Manager prior to being absent to prevent gaps in technology support coverage.

Employee can also Contact HISD Service Desk at [email protected] or 713-892-7378 to submit a HelpDesk ticket.

Printer and Copier Support (office printers and Ricoh copiers)- Each work room is equipped with network copiers. Network printers are available for all

HELC employees to map to them and print.

Printer Ink - Send request in writing via email to Luis Aguilar, Jr. / Andy Tran indicating cartridge number(s) for network printers and copiers.

Printer Repair - Send request in writing via email to Luis Aguilar, Jr. / Andy Tran indicating the location of the printer needing repair and any error messages displaying.

Ricoh Copiers – HELC Employee can email IT Customer Service Rep of toner needs. If IT Customer Service Rep is absent from duty, contact Main Office (6-3010) for support.

Technology Services HISD Educational Learning Center [email protected] Aguilar, Jr.Andy Tran

Any requests you have can be emailed to [email protected] to be placed in the work-order cue (avoid verbal requests). Luis or Andy will reply within 24-48 hours with next steps.









HELC Room Reservationsand Room Preparation

Room Scheduling(General)

Department SPADs HELC Room Reservation Resource Scheduler- How To User Guide available- SPADs complete OneSource Learn course # 1346004 to gain

access to request roomsLarge Training, Special Requests or Questions

Email [email protected] and cc: Annetta Modest (HELC Facility Manager)Email [email protected] for technology requests

HELC Schedule Open ViewView OnlyOpen to ALL

All District Employees can view HELC reservations for planning.

Access at link:http://hisd.resourcescheduler.net/RSEvents/eventcal.asp?View=MONTH

Set – Up - Training rooms are set standard table and chairs, SMARTBoard projections, and speakers. Cafetorium and 2059-60 has Audio system.

- Items that must be requested:- Chart tablet - Electrical Cord reels- SMARTBoard pens/kit - Sign-in sheets (blanks)- Document camera - Other

- Item training department should provide:o Training copies and materialso Chart tabletso Tool kits

- Materials should be removed immediately from the room at the end of the training

Training Storage - Notify Annetta Modest, HELC Facility Manager (HFM), by email if materials will be shipped in advance of training to store.

- Area for training can be reserved, upon request, to store materials before/after for forth-coming training. HFM will request information on details/volume of materials.

- Materials should be removed within 1 week (or as approved) after the training date.

Room Management - Refrain for dragging tables/chairs on floors- Be careful on tape to hang items on walls. Use painters/masking tape



http://hisd.resourcescheduler.net/RSEvents/eventcal.asp?View=MONTH




HELC SAFETY PLAN AND PROCESSES The HELC Safety, Security, and Emergency Council has overseen the development of all plans

within this handbook. This Committee meets monthly to review procedures and address safety concerns. This Committee consists of:

Melanie Evans Smith- Director Annetta Modest – Building Manager, Safety Administrator Darline Alexander - Plant Operator Nurse Patricia Ferrell - School Nurse, North Forest High School Sylvia Chapa Bre Walters Luis Aguilar Leadership/NT/TSI (3-5) DMOL (1-2)

The following people are trained in CPR/First Aid: Refer to HELC Safety Manual on PD website for current listing

Nurse Luis AguilarAdriannette GarciaHolly McDonald

The following people are responsible for notifying Central Office in case of a campus emergency:

Academic Director [Melanie Evans Smith] HELC Facility Manager, Safety Administrator [Annetta Modest] Safety Administrator on Duty (as assigned) [Name noted in Main Office] Plant Operator [Darline Alexander]

Safety Team Members: Refer to HELC Safety Manual on PD website for current listingo Each Zone Captain is directed to carry his/her zone roster at all times during any

disaster drill or actual disaster. The zone captain is to immediately initiate a system for keeping up with colleagues assigned to his/her zone.




Visitors Access to the building: All doors are to remain locked during operational hours for safety. Entry is granted based on the following:

o All HELC employees may enter the building with the access badge. o All training participants can gain access to the building by A1 phone system or

department individuals facilitating the HELC visitor parking entrance (East Lot Facing Coward Stadium).

A sign-in sheet should be prepared and available in the training room(s) for participants to sign in for trainings. The sign-in sheet serves as attendance AND emergency docs. PD Op may pick up and return sign-in sheets to make a copy for the front office.

o When HELC entrances are not facilitated, HISD Employee training participants will utilize A-Phone for entrance.

o All other visitors parking in will utilize A-Phone for entrance and sign-in the Main Office, obtain a visitor badge, and wear it throughout their visit on the campus. The department will be called to escort the visitor to the visiting area.

o All visitors parking in front entrance for short-term parking (2 hours or less) will utilize A-Phone for entrance and sign-in the Main Office, obtain a visitor badge, and wear it throughout their visit on the campus.The front entrance parking is not for training or meeting attendees. The department will be called to escort the visitor to the visiting area.

HISD personnel are required to wear their HISD badge. It is every person’s duty to approach anyone without a badge or visitor’s tag and politely inform them of HELC’s policy. HELC staff can escort visitor or direct them to the main office to obtain a visitor’s pass.

Emergency and General Communication Protocols

Each classroom style area (whether an office or a training room) has an all-call button to communicate to the main office.

o Press button and hold to talko Release button to listeno You do not need to scream please usual normal tone towards the speaker. Locate the

speakers in your rooms. Areas without an all call button will have a HELC radio in close proximity. Emergency information will be communicated through the HELC PA System. Follow verbal

instructions and emergency protocols If the PA system is inoperable, the bullhorns will be used for emergency communication. A

method will be used to alert each safety/office with a bullhorn and the safety captain will convey the message to their zone.




HELC staff members are expected maintain your professional position. Stay with your assigned responsibilities and or area during an emergency.

Radios have been assigned to various HELC staff members to communicate general messages and in certain emergency situations. The main office always has a radio to support employees and visitor with general communication and facility needs.

MULTIPLE LINES OF COMMUNICATIONIt is important to have more than one form of communication during a crisis. The primary form of communication will be the PA system and campus radios. The second form of communication will be via cell phone utilizing an app such as WhatsApp or Remind. For this purpose, it is important that teachers have their cell phones accessible during an emergency.

CLOSING OF SCHOOL/OFFICESHISD Staff members are asked to tune in to internet, radio and/or television broadcasts for information in the event of inclement weather conditions or other emergencies that may necessitate the closing of HISD schools and/or HISD Offices. In the event that schools/offices must be closed, the decision will be made by HISD and the information disseminated as soon as it becomes available. HELC facility will follow HISD closure guidance.

When possible and as applicable, the methods of communication for HELC building closures can be communicated by:

- General Staff Email- Notification to Department Contact (Manager and Lead Administrative Asst.) to fan out in

department communication- HELC All call system

Radio and television stations are immediately informed and will be asked to broadcast the District’s decision and the procedures to follow, based on Plan A or Plan B.

PLAN A All schools and administrative offices are closed.PLAN B All schools are closed BUT administrative offices are open.




EMERGENCY PROCEDURES Crisis Team MembersCall HISD Police (If Needed) 713-556-6393Call Risk Management (If Needed) 713-220-5092

Call 911 (If Needed)

PrincipalAssistant Principal (5)Counselor (3)Technology SpecialistPrincipal SecretaryNurse or PrincipalNurseNearest Hospital

LOCK-DOWN EMERGENCYCODE-RED

Plant Operator Help secure doors, Shut off air conditionersHELC Office Areas Close windows and shut and lock doorsVisitors CAN COME IN BUT CANNOT LEAVE (Subject to situational

requirement)PD OPS Front Office Staff Call Risk ManagementAdministrator on Duty Call 911 (If Needed) – [Backup person - Front Office Staff]Administrator on Duty Call HISD Police (If Needed) 713-556-6393Media Do not talk to Media. Refer all questions Administrator on

Duty




EMERGENCY REPORTSAdministrator on Duty Stolen Car-Call Houston Police 713-222-3131

Vagrant, Trespasser, Vandal, Etc., call HISD Police 713-892-7777

EMERGENCY PHONE NUMBERSAMBULANCE or FIRE…………………………..911

HISD Police……………………………………………………………………………..713-892-7777HISD…………………………………………………………………………………………713-556-6000Chief Academic Office……………………………………………………………….713-556-6024Risk Management……………………………………………………………………713-556-9225Press Office……………………………………………………………………………713-556-6393Counseling & Guidance …………………………………………………………..713-556-7240Health & Medical Services…………………………………………………..713-556-7280HISD Psychological Services………………………………………………713-696-6430

School Nurse, North Forest High SchoolPatricia Ferrell, MSN/Ed., [email protected] extension is 477101 713-636-8116 (fax)(Principal: Smith, Connie M <[email protected]>)

Transportation

Butler Terminal, 713-726-2100 (Office)Barnett Terminal, 713-845-5022 (Office)Central Terminal, 713-676-9432 (Office)Northwest Terminal, 713-613-3029 (Office)

Maintenance…………………………………………………………………………….713-676-9714Food Services…………………………………………………………………………713-491-5700Hazardous Materials/Environmental Affairs …………………713-676-9375Safe and Drug-Free Schools……………………………………………..713-556-7020HISD Weather Hotline………………………………………………………713-267-1704






Campus Maps

With Safety Notations





Zone 4A1st Floor Leadership and Library Services

Zone 3A1st Floor Library Services and PD OPS

Zone 2A1st Floor Leadership, Training Rooms, and DMOL

Zone 1A1st Floor Café, Main Office, and PD OPS

3

4

2

1




Zone 4B2nd Floor New Teacher & TSL Grant Office

Zone 3B2nd FloorElementary, Secondary, and CFS

Zone 2B2nd Floor Elementary TDS, Flex Space and Training Model Classrooms

Zone 1B2nd Floor Elementary TDS

3

4

2

1


houston independent school district / houston isd ... · web view2018/11/30 · replacement items...

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