Continuity of Operations Planning (COOP)

1. Continuity of Operations Planning(COOP) Helen I. Doerpinghaus Vice Provost for Academic Affairs and Dean of Undergraduate Studies Gene Luna, Ph.D. Associate Vice President for Student Affairs Deborah Beck, RRT, MPA, Ed.D. Executive Director, Student Health Services Lee Pearson, MS, DrPH Deputy Director, SC Public Health Institute Dilip Patel, MD Associate Clinical Director, Student Health Services Joshua Mann, MD, MPH Associate Professor and Medical Director of Employee/Student Health, School of Medicine

2. What is H1N1? • New virus (has genes from pigs, birds, and human flu virus) • Mexico outbreak April 2009 • Worldwide Pandemic (June 11, 2009) • Spreads like seasonal flu • Person to person through coughing and sneezing by people with influenza • Symptoms include: • fever >100 • cough • sore throat • body aches • headaches • onset of dizziness • runny nose • stuffy nose • vomiting and diarrhea

3. H1N1 Update • Week 31 (August 2-8, 2009) • More than 186,000 cases world wide • 7,511 hospitalizations and 477 deaths (in the US) • 10 deaths in individuals 0-4 years • 67 deaths in individuals 5-24 years • 203 deaths in adults 25-49 years • 135 deaths in adults 50-64 years • 45 deaths in adults age 65 and older • 17 deaths with unknown age • South Carolina is reporting local activity as of August 21, 2009 • South Carolina has more than 550 reported cases, 12 hospitalizations and 0 reported deaths (averaging about 30 new cases weekly) • USC had 7 cases with the last 2 being 3 weeks ago

4. H1N1 Vaccine and Antiviral Update • Student Health Services has pre-registered for vaccine and will hold vaccination clinics throughout campus when it is available • H1N1 Vaccine • is expected to be released in late October • is expected to be released in waves with priority group administration • is expected that the vaccine will be free to all • is a 2 part vaccine (given 3 to 4 weeks apart) • Seasonal Vaccine is separate and expected to released in September • Vaccine priority groups have been defined by CDC http://www.cdc.gov/h1n1flu/vaccination/acip.htm • Prophylaxis use of antivirals is not recommended except for high risk groups • The antivirals can shorten the duration of illness and reduce the risk of complications. They are most effective when started within 48 hours of illness onset

5. How has USC Prepared for the Pandemic? • Re-organized the Pandemic Influenza Coordinating Committee (PICC) • Worked closely with local and state officials (DHEC) and used guidance from the CDC and WHO in every step of the planning process • TSHC began its surveillance, epidemiology and infection control measures • We are a sentinel site for DHEC and CDC. All + flu cultures are sent for verification of flu type and reported to CDC daily • University-wide plan based on best practices was completed • Created comprehensive website for students, faculty and staff

6. How has USC Prepared for the Pandemic? • University-wide education and prevention campaign is underway • University signed MOA with DHEC as a distribution site for antivirals and pre-registered as a vaccine administration site • 10,000 flu kits were assembled and delivered to housing for move-in day • Flu clinic was established and opened on Monday August 16, 2009 on the 3rd floor of TSHC for students • TSHC has implemented plans to extend hours as necessary • Primary Care will extend hours of operation for faculty and staff as needed

7. How Can You Prepare? • Sneeze or cough into your sleeve • Wash your hands often with soap and water, especially after you cough or sneeze • Use hand sanitizers • Avoid touching your eyes, nose or mouth • Keep your immune system healthy • Stay at home if you are experiencing flu-like symptoms and remain home at least 24 hours after you no longer have a fever without the use of medication

8. What Can USC Expect? • USC should expect the worst and hope for the best • USC should expect at least 30% of the workforce and student body to become ill with the flu (~10,000 individuals). Most will recover without need for hospitalization or medical care • During normal flu season Student Health Services diagnose approx. 30+ students daily with the flu (~ 4-6 weeks). H1N1 will significantly increase the number of flu cases and will likely begin in September • The campus community will need to prepare for an unprecedented number of ill students, faculty and staff requiring monitoring and hydration • USC will need to consider liberal personnel and student absenteeism policies to encourage students, faculty and staff to remain home or in the residence hall when experiencing flu-like symptoms • TSHC will not provide physician notes for students

9. What Can USC Expect? • The Student Health Center and Primary Care Partners are likely to have extended hours of operation including weekend hours • An “infirmary” may be necessary to provide care for the large number of flu cases • Alternate housing and meals plans may be necessary • Every department and division’s personnel, policies, procedures and resources will be challenged • Careful surveillance and flu tracking are important tasks for all departments and divisions

10. What is a COOP(Continuity of Operations Plan)? • Identifies and explains how essential functions of the department will be sustained during a pandemic • Identifies the essential personnel and the succession of leadership responsible for the department’s functions • Outlines procedures that explain how the department will recover after the pandemic • The plan must consider that pandemics may come in waves, lasting weeks or months • Supplements the University’s overall pandemic plan • http://www.sa.sc.edu/shs/docs/USC_Pandemic_Influenza_Plan_August_14_2009_2_.pdf

11. COOP Objectives • Ensure the continuous performance of a department’s essential functions/operations during a pandemic • Protect essential facilities, equipment, records, and other assets • Reduce or mitigate disruptions to operations • Reduce effects of H1N1 • Achieve a timely and orderly recovery from a pandemic and resumption of full service to the campus community

12. COOP Benefits • Enhances the University’s ability to reduce the spread of disease and protects the health and well-being of the campus community • Preparation dramatically increases the University’s ability to recover • Resources are identified early: increasing the likelihood that the University can tap into community resources • It is good business practice

13. Planning Considerations • Influenza pandemics will not directly affect the physical infrastructure of the University…but will significantly affect the workforce • Plan should include considerations for protecting the health and safety of students, faculty and staff • Plan should be maintained at a high level of readiness • The plan must be operational and be able sustain operations (for up to 4-6 weeks) • The plan should take maximum advantage of existing campus resources

14. Elements of the COOP • Indicates nature of operations • Identifies essential personnel and delegation of authority (orders of succession) • Identifies communication system • Indicates plans to monitor faculty and staff illnesses related to flu • Identifies actions taken to prevent the spread of flu • Describes mitigation strategies that will minimize the impact of the pandemic • Identifies critical functions, processes and staffing • Describes how access to information will be handled • Identifies internal and external key stakeholders that are essential to operations • Indicates planning for personnel training • Defines how operations will resume after the pandemic has passed

15. Nature of Operations • Identifies the principle nature of the department’s operations (may include multiple operations) e.g.: • Instruction • Research • Administration • Student Support • Facilities Support • An academic department’s COOP will look very different from others due to teaching and classroom activities

16. Orders of Succession and Essential Personnel • Establish succession of leadership by positions or titles (individuals who can make operational decisions if the department head is absent…should include at least 3 successors) be sure to think about conditions under which succession will take place, method of notification and training to prepare successors • Identify who is responsible for the COOP (may be the same as the succession of leadership). This person should also keep an inventory of all supplies and resources that are purchased for the purpose of pandemic response and planning • Identify essential personnel whose absence would jeopardize services (very important for establishing priority groups and resources, should include accurate titles and number of individuals e.g. housekeeping-25)

17. Emergency Communication System • Identify how the department will communicate with staff in an emergency • How will you communicate with essential personnel vs. non-essential personnel (is this different?) • How will you communicate with other departments and key stakeholders • How will faculty and students communicate on classes, assignments and exams • Identify how the department will monitor the news and campus alerts

18. Plans to Monitor Faculty and Staff Illnesses • Describe how the department will monitor faculty and staff who are ill with flu-like symptoms or out due to a family member who has the flu (e.g. iTAMS) • List individuals who will track and record absences (e.g. human resources representative) • This information is critical to the University when requesting supplies, medications, vaccines and other resources based on the number of faculty and staff impacted by the flu

19. Prevention Strategies • Identify supplies that the department may need to reduce the spread of disease (hand sanitizers, soap dispensers, disinfectants etc.) • Explain actions that the department has implemented to reduce the spread of disease

20. Mitigation Strategies • Identify the appropriate mitigation strategy the department should implement. Refer to handout of USC’s mitigation strategies • Departmental human resources policies should encourage (require) employees (students) to stay home if he/she is sick with the flu • Encourage social distancing as appropriate • Identify work that can be performed remotely • Instructors should encourage students to stay at home if they are ill • Encourage faculty to implement ways to work with students who are absent from class (listserv, email, web-based). Consider adding these to course syllabus

21. Critical Functions, Processes and Staffing • Determine which staff, materials, procedures and equipment are absolutely necessary to keep the department operating • Prioritize the department's functions that are essential to operational continuity and recovery • during periods of reduced workforce and cancellation of classes • during periods of reduced workforce and the University closes for non-essential services • Identify who is responsible and what resources are necessary to sustain those functions • Examine ways to cross-train staff to fill in gaps due to employee absences • Anticipate reductions in campus and community wide resources (including personnel) • Identify alternate facilities if necessary

22. Emergency Access to Information and Systems • Identify data and systems that are essential for the department to operate (personnel files, financial information etc.) • Plans should account for identification and protection of vital records, systems and data management software and equipment necessary to perform essential functions and activities • Consider security of data, is it backed up and stored and is it easily accessible (who has the keys, passwords etc) • Determine how the department will access this information or systems and identify additional resources that may be required to access the data (remote desktop, blackboard, flash drives, hard copies, laptops, flash drives, cell phones etc.)

23. Internal and External Key Stakeholders • All departments rely on IT, payroll, purchasing, finance, law enforcement, environmental health and safety, facilities, etc. and are considered in the University’s overall plan, however • Identify and communicate with vendors, personnel, departments, agencies and/or services that are critical to the department's functions • Identify alternate suppliers, vendors, and departments

24. Training of Faculty/Staff • Engage faculty, staff and students in the development of the department's COOP • Identify methods and schedule training of students, faculty and staff • Identify resources for students, faculty and staff to stay informed and learn more about the University’s and community’s response to the pandemic • Conduct exercises to test the department’s plan (especially the communications) and update and review at least yearly

25. Recovery: Critical Issues to Consider • Describe how the department will resume operations • Consider what services will resume first • Identify resources and staffing to resume activities • Consider challenges such as work backlogs, low inventories, absenteeism, emotional needs, etc. • Plan an after-pandemic review of COOP

26. Special Considerations • Describe unique considerations that the department may face during the pandemic and identify ways to reduce the impact of these (e.g.: withdrawal and refund polices, use of reserve funds when needed, absence policies, online instructions, etc.

27. Questions and Answers

28. Contact Information • Gene Luna, PhD 803-777-6911 genel@mailbox.sc.edu • Deborah Beck, RRT, MPA, Ed.D 803-777-3957 dbeck@mailbox.sc.edu

29. For More Information… • http://www.sc.edu/ and click on Stay informed about the H1N1 flu • http://www.cdc.gov/h1n1flu/update.htm • http://www.cdc.gov/h1n1flu/guidance/guidelines_colleges.htm • http://www.pandemicflu.gov/plan/school/higheredguidance.html • http://www.acha.org/info_resources/06_Pandemic_Guidelines.pdf • http://www.uwm.edu/Dept/EHSRM/EMERGENCY/HigherEd_PandemicFlu_20060310.pdf • http://www.scdhec.gov/flu/swine-flu.htm • http://www.who.int/en/

30. Additional Departmental Resources • http://www.pandemicflu.gov/plan/workplaceplanning/lawenforcement.html • http://www.pandemicflu.gov/plan/workplaceplanning/businesschecklist.html • http://www.pandemicflu.gov/plan/workplaceplanning/travelchecklist.html • http://www.pandemicflu.gov/plan/healthcare/hospitalchecklist.html • http://www.pandemicflu.gov/plan/healthcare/longtermcarechecklist.html • http://www.pandemicflu.gov/plan/school/higheredguidance.pdf • http://www.pandemicflu.gov/plan/individual/index.html • http://www.pandemicflu.gov/plan/community/index.html