Campus Plan

Pandemic Response Planning Subgroup (of the CERT)

1.        Identify key stakeholders to include in planning process

2.        Determine emergency response personnel

3.        Identify key issues and strategize the decision-making process

4.        Identify current gaps in the Emergency Response Plan (ERP) and use the CDC checklist as guideline to address gaps and help with overall planning process

5.        Review and update the Emergency Communications Plan (ECP) in regards to a pandemic response.

6.        Review pandemic response plans.

1.        Activate CERT Pandemic Response Planning Subgroup

2.        Monitor Situation/

3.        Emergency response personnel receive N95 mask fit testing  and training in respiratory protection from Risk Management & Safety (RM& S)

4.        Involve external agencies in  pandemic response planning (i.e. Pima county HD, University Medical Center)

5.        Run periodic pandemic disease tabletop exercises.

6.        Prepare and communicate travel advisories if indicated.

1.     Convene the CERT Core Group for a situation briefing and review of the pandemic response plan and recommend implementation of appropriate portions of the plan.

2.     Activate the communications plan for the campus community

3.     Emergency response personnel receive appropriate respiratory protection supplies from RM& S.

4.     Assess inventories of public health supplies (masks, hand cleansers, etc.) and prepare for distribution and further acquisitions.

5.     Communicate regularly with the Pima County Health Department (PCHD).

6.     Prepare and communicate updated travel advisories if indicated.

1.        Convene the full CERT for a briefing and review of the pandemic response plan and recommend implementation of those portions of the plan that are appropriate for this level.

2.        Continue to provide regular communications to the UA community in collaboration with the PCHD’s Joint Information Center (JIC) and county Public Information Officers (PIOs).

3.        Assess resources needed and acquisition and allocation plans.

1. Revise travel-related containment measures when appropriate.

2. Provide supplemental information for post-recovery.

3. Review the effectiveness of the execution of the pandemic communications and response plans and suggest improvements as warranted.

 Campus Emergency Response Team

1.        Identify key players/partners

2.        Identify gaps, update the Campus Emergency Response Plan (CERP) and practice CERP and ICS.

3.        Determine emergency operations personnel

4.        Review and update the Emergency Communications Plan (ECP) in regards to a pandemic response.

5.        Explore effective ways to communicate with the entire campus community.

1.        Practice CERP and ICS through tabletop exercises that include important community agencies and partners

2.        Develop and maintain a viable communications system for the CERT and the UA community.

3.        Communicate and work w/ ADHS & Pima County Health Department regarding planning, surveillance, trigger points, thresholds, legal authority etc.

4.        Communicate with other college health services  to share information on pandemic response planning.

5.        Involve other key players in planning (Facilities Management, Mental Health, Residence Life etc.)

6.        Test Linkages between university’s ICS and ICS of local/state agencies

7.        Develop an Equipment and supplies inventory related to a pandemic response on campus.

8.        Develop a system to monitor general numbers re: daily faculty or staff absences.

1.         Communicate regularly with the Pima County Health Department

2.        Request that the CERT Core Group be convened for a briefing and to review the pandemic response plan.

3.        Compose & coordinate communications for the UA community with Office of Public Affairs

4.        Coordinate response plans with the CERT Chair and the President’s Office

5.        Emergency operations personnel receive appropriate respiratory protection supplies.

6.        The Crisis Response Team and the Critical Incident Stress Mgmt Team are briefed and response plans are reviewed.

1.     Request that the full CERT be convened for a briefing and to implement the pandemic response plan

2.     CERT Planning Section prepares an Incident Action Plan (IAP) for various periods of pandemic duration

University Police

1.        Determine emergency operations personnel

2.        Identify and prioritize training on pandemic flu

3.        Identify personnel to receive training

4.        Define role of university police in pandemic situation.

1.        Campus Health and others trains dispatchers, security, and police on pandemic flu

2.        Alert Campus Health if encountering individual(s) with flu-like symptoms

3.        Emergency operations personnel receive fit test and training on respiratory protection (N95 masks) from RM&S

4.        Establish policy for transportation services (i.e. students w/ health related complaints to a health care facility)

1.        Implement policy for transporting individuals to hospitals

2.        Coordinate w/ transportation services as necessary

3.        Essential personnel receive appropriate respiratory protection supplies.

1. Secure buildings as necessary.   Coordinate w/ RM&S re: the posting of signage on closed buildings.

2. Notify CHS of suspected cases for surveillance purposes

3. Assign emergency operations personnel to maintain public/campus safety and security.

Facilities Management

1.  Determine emergency operations personnel

2.  Work with pandemic planning staff to discuss FM role in pandemic planning

1.        Identify essential buildings and their maintenance needs in an emergency.

2.        Establish facility decontamination procedures by cleaning staff

3.         Emergency operations personnel receive N95 mask fit testing and training on respiratory protection from RM&S

4.        Coordinate w/ CERT and Incident Commander to identify building capacities, resources, etc.

1.    Emergency operations personnel receive appropriate respiratory protection supplies.

2.    Maintain communications w/ IC

3.    Review pandemic response procedures.

1.   Implement pandemic response procedures as indicated.

2.   Post signage on secured buildings/coordination with campus police.

3.   Maintain 24-hour emergency staff incase of emergency facilities needs.

Risk Management & Safety

1.    Participate in pandemic planning process

2.    Work w/ key players to determine the number of N95’s and other public health supplies (surgical masks, hand sanitizers, etc.) to purchase

3.    Discuss liability insurance for mass clinic on campus  (possibly covered under federal law)

4.    Identify labs with potentially hazardous chemical or biological reagents that will require care should there be a closure or severe loss of personnel.

1.        Assess respiratory protection plan and resources

2.        Evaluate capacity for large hazardous material and for biohazard waste disposal

3.        Emergency operationsl personnel receive N95 mask fit testing and training in respiratory protection

4.        Coordinate with the subgroup chair and communications team to develop travel advisories to notify faculty & staff travelers entering from affected regions to limit their exposure to others and watch for signs of infection, as well as what to do if they become ill.

5.        Maintain communications with appropriate CERT members.

1.      Review pandemic response procedures.

2.      Coordinate with subgroup chair and communications team to prepare and communicate updated travel advisories if needed.

3.      Arrange for additional medical waste pickups

4.      Essential personnel receive appropriate respiratory protection supplies.

1.   Implement pandemic response procedures.

1. Revise travel-related containment measures if appropriate.

2. Coordinate financial/cost recovery with appropriate agencies (insurance, federal, etc.)

President’s Office

Provost’s Office

1. Determine emergency operations personnel

2.  Work with the CERT Policy Group to develop pandemic response P&Ps as indicated/needed.

*Policies and Procedures to Consider:

a. Isolation and Quarantine

b. Travel Restrictions

c. Class Cancellations or Campus Closure

d. Student/Employee Absence

e. Stockpiling

f. Student Housing

g. Infection Control

h. Liability and Credentialing

i. Requiring direct deposit of paychecks

j. Effect on conditions of employment for lengthy closures

k. Flexible workplace issues

l.  Return to work approval

m. Compensation

n. Adjustments to the academic calendar

o. Alternate teaching sites and/or methods.

1.      Receive information from CERT Chair and Pandemic Response Planning Subgroup.

2.      Review content of internal and external public information bulletins and announcements. Work with Public Affairs to select appropriate university spokesperson(s) for media reporting.

3.      Emergency operations personnel receive N95 mask fit testing and training in respiratory protection from RM&S

4.      Restrict official or school related travel of faculty, staff and students into areas of the pandemic based on CDC and World Health Organization (WHO) recommendations.

5.      Develop a system to monitor general numbers re: daily faculty or staff absences.

6.      Develop triggers for making the decisions to close down all or parts of the university.  Issues included here are:

a.        Policy on deadlines for tuition, financial assistance, fees, fines, drop/add, refunds, final grade submission, etc.

b.        Impact of temporary closure on student progress and remedies available to mitigate this impact.

7.      Identify the institutional procedures and resources available and needed to assure the continuity of instruction and related operations for students and faculty in the event of large-scale absences.  Issues included here are:

a.        Alternatives to in classroom instruction.

b.        Departmental procedures for combining classes or sharing teaching responsibilities.

c.         Flexibility concerning student absences.

d.        Procedures to secure confidential student information (e.g. test scores, grades, etc.) when alternative instructional methods are employed.

1.     Briefed by the CERT Pandemic Response Planning Subgroup with a review of the pandemic response plan.

2.     Evaluate information on institutional effects of the scenario and set response priorities as appropriate

3.     Emergency operations personnel receive appropriate respiratory protection supplies from RM&S

4.     Revise travel restrictions as appropriate based on updated CDC recommendations.

1.        Implement the pandemic response plan.

2.        President participates in communications to the public, media and U of A community as needed.

3.        Restrict movement on and off campus for activities/athletic events if advised to do so.

4.        Authorize temporary suspension of classes or closure if indicated based on pre-determined triggers. A key issue here is communicating advanced warning and then timely sharing of closure and resumption of business information.

5.        Implement the UA Business Continuity and Disaster Recovery Plan as indicated.

1. Monitor the UA Business Continuity and Disaster Recovery Plan

2.  Revise travel-related containment measures if appropriate.

University Communications/ Office of Public Affairs

1.   Determine emergency operations personnel and chain of command.  Explore options for key personnel to work remotely.

2.   Identify primary
spokesperson for media

3.   Draft prevention messages about proactive efforts at U A to prevent or contain a pandemic with links to appropriate state & federal websites.

4.   Identify technical experts (for web, phone messages, video/audio)

5.   Establish a pandemic response section linked from the main UA website.

6.   Coordinate with colleagues at county/state re: plan for emergency communications.

7.   Explore effective ways to communicate with the entire campus community.

8.   Help plan/promote a public forum on avian flu.

1.        Draft internal and external bulletins and announcements, with the  subgroup chairperson, and coordinate distribution to key audiences.  Post information on pandemic planning website.

2.        Emergency operations personnel receive N95 mask  fit testing and training in respiratory protection  from RM&S

3.        Hold public forum to be broadcast via internet and Arizona Telemedicine Program to sites throughout the state.

4.        Test communication systems (websites, listservs, mass voice mail, etc.)

5.        Provide a list of avian flu experts to the media.

6.        Continue to coordinate with colleagues at other agencies.

7.        Provide links to key national news stories from CERT pandemic planning website and relevant information sources.

8.        Prepare internal/external messages for likely scenarios for use in later stages of the pandemic.

9.        Create communications promoting good public health hygiene as an infection control measure and encouraging people to get an annual flu vaccine.

1.     Assemble emergency operations communications personnel to coordinate communications efforts.

2.     Ensure close coordination with the President’s Office, DOS Office and other campus groups, as well as the Pima County Health Dept. and other government agencies.

3.     Post and record bulletins and updates on the UA website and CERT website.

4.     Follow Emergency Communications Plan, ensuring all vehicles provide current information.

5.     Emergency operations personnel receive appropriate respiratory protection supplies.

1.        Follow the Emergency Communications Plan.

2.        Maintain close and regular contact with the PCHD PIO and the Joint Information Center (JIC).

1.        Handle post pandemic communications to key audiences and media

2.        Review the effectiveness of the execution of the emergency communications plan and suggest improvements as warranted.

Residential Life & Dining

1.        Participate in pandemic planning process

2.        Develop pandemic response plans pertinent to the needs and potential situations faced by Residence Life and Student Union Dining Services

3.        Determine emergency operations personnel.

4.        Develop agreements (MOA) with public/private sector to provide services (e.g. facilities for isolation or quarantine if requested by the PCHD) during a pandemic

5.        Develop agreements with other UA service providers (e.g. FM) for possible reciprocal staffing if needed.

1.         Develop plans for handling exposed and ill students.

2.         Emergency operations personnel receive N95 mask fit test and training in respiratory protection from RM&S staff.

3.         Order and stock a supply of surgical masks for use by Residence Life staff and students in the residence halls if needed.

4.         Identify roles of essential staff: leadership, communications, food acquisition, maintenance and housekeeping

5.         Ensure emergency response menu is planned for various degrees of need.

6.         Determine how to access public health supplies (e.g. surgical masks, hand sanitizers, etc.) when needed.

7.         Establish facility decontamination procedures by cleaning staff.

8.         Dining Services and Residence Life staff to develop a plan for the distribution of food supplies in the residence halls if needed.

9.         Emergency operations personnel receive the current influenza vaccine.

1.        Review the pandemic response plan and implement appropriate portions of the plan.

2.        Dining services to assess inventories of public health and emergency food and water supplies (masks, hand cleansers, bottled water, soups, etc.) and prepare for distribution and further acquisition.

3.        Emergency operations personnel receive surgical masks.

4.        Work with the CERT Pandemic Response Planning Subgroup chair and communications team to deliver public health and self care messages to students living in Residence Life facilities.

5.        Notify the CHS of suspected cases for surveillance purposes.

1.    Implement the pandemic response plan.

2.    Communicate regularly with the CERT Pandemic Response Planning Subgroup chair regarding the health status of students living in Residence Life facilities and the response and status of the staff.

3.    Work with Campus Health to set up a “House Call Team” residence halls visitation system to check on residents and RAs who are ill.

Campus Health/Medical Services

1.        Coordinate pandemic plan with the PCHD and local medical providers and clinics

2.        Determine emergency operations personnel and surge capacity

3.        In-service training for pandemic flu

4.        Promotion campaigns on hand-hygiene, coughing/sneezing etiquette and annual flu shots.

5.        Discuss social distancing procedures

6.        Identify alternate  points of care provision (internal and external to the current health center)

7.        Develop inventory list

and begin to stockpile supplies necessary for dealing with potentially infected patients (e.g. N-95 masks, surgical masks, hand sanitizers, tissues)

8.        Vaccinate staff against seasonal flu

9.        Identify resources (food, lodging, etc.) for Campus Health staff if required to stay on campus for an extended period of time in response to a pandemic

10.     Monitor the CDC, WHO and ACHA websites for information on a pandemic scenario and responses.

1.        Communicate to potential patients  that if they have influenza  symptoms and have traveled to (or have been visited by persons from) affected countries to call the Campus Health  Service before coming in for care.

2.        Establish isolation exam rooms

3.        Follow State and County protocol for patient testing

4.        Monitor Health Care workers

5.        Emergency operations personnel receive N95 mask fit test and training on respiratory protection
from RM&S.

6.        Vaccinate against seasonal influenza

7.        Work w/l the Pima County Health Department for operational plan for surge capacity

8.        Evaluation criteria for employees/students potentially exposed

9.        Develop procedures for mass clinic vaccination and/or medication dispensing.

10.     Establish protocol for isolation & quarantine authority if appropriate and needed.

11.     Provide UA administration with a cost estimate for securing supplies for a pandemic response

12.     Establish a plan for the continuation of CHS building maintenance and operational support during a pandemic situation.

1.       Isolate and monitor suspected cases

2.       Identify contacts of suspected case

3.       Initiate prophylaxis of contacts if
anti-virals are effective and available

4.       Establish additional phone triage lines for Campus Health Service

5.       Involve Counseling and  Psychological Services (CAPS) for pre-event counseling for emergency operations personnel – coordinate this under the general MH plan with LWC and/or CISM team.

6.       Emergency operations personnel receive appropriate respiratory protection supplies.

7.       Administer vaccine when available

8.       Implement  Infection Control policies & procedures that help limit the spread of influenza

9.       Provide sufficient and accessible infection prevention supplies

10.    Coordinate and communicate procedures/policies regarding travel containment measures (screening travelers from infected areas, etc.)

1.     Isolation rooms in Health Center are available if ill students present there.

2.     Identify patient contacts and refer to primary care physician or Triage nurses for anti-viral prophylaxis if available.

3.    Set up  alternate points of care provision (supplemental clinics) for symptomatic patients or those qualifying for antivirals or the vaccine and provide evaluation and care, or distribute antivirals and vaccine if available from local caches / SNS at these alternate clinic sites.

4.    Communicate to students, faculty and staff that if they have flu symptoms to call the CHS before coming in for care – can be directed to alternate clinic sites if appropriate.

5.    Develop a protocol for monitoring and supporting cases in residence halls, and on campus fraternities and sororities

6.    Develop a protocol for care of the deceased that addresses storage until notification of family and transfer of remains

7.    Develop a plan for providing 24/7 counseling services for students, faculty and staff including services provided via telephone or the Internet.

1. Revise travel-related containment measures

2. Implement closing of supplemental clinics  when appropriate

3. Provide supplemental information for post-recovery

4. Coordinate w/ mental health for post pandemic support services.

Computing and Information Technology

1.        Determine emergency operations personnel.

2.        Preplan IT support for university e-mails, websites etc in the event of a pandemic situation.

3.        Identify specialized tools and necessary exceptions, as agreed by the broader planning group, for working and attending class from home.

1.        Emergency operations personnel receive appropriate respiratory protection supplies.

2.        Maintain e-mail and internet connectivity.

1.        Arrange for emergency telephone lines to be established at EOC , Campus Health, Counseling and Consultation, Deans Offices, Human Resources, and Employee assistance, Residence Life facilities etc.

2.        Initiate telecommunications emergency response, if needed.

3.        Maintain e-mail and internet connectivity.

4.        Maintain relevant administrative systems in a work from home situation.

1.       Maintain phone lines.

2.       Maintain e-mail and Internet
connectivity.

3.       Provide support for faculty administering their courses on line instead of in person.

4.       Maintain relevant administrative systems in a work from home situation.

1. Hire and replace personnel if needed.

Student Affairs

1.        Determine emergency operations personnel

2.        Draft plans to address needs/support services for students (undergraduates, graduates and Greek houses, Internationals, etc.)

1.        Coordinate w/ the Office of International Affairs, RM&S, Campus Health and the President’s Office to monitor student travelers entering from affected regions and assist with communications to international students and their families

2.        Identify department personnel available for telephone support work.

3.        Emergency operations personnel receive mask fit test and training on respiratory protection from RM&S

4.       Develop alternate procedures to assure continuity of instructions (web-based distance education, mailed lessons & assignments, etc)