Pandemic Flu Response

Group: Environmental Services

  • Preparation Now
    • Identify essential staff needed to maintain operations
    • Obtain information on supplies needed for pandemic (respirators, masks, antibacterial supplies, disinfectant wipes, latex gloves, etc.)
    • Assess need for supplies on hand (check with vendors)
    • Get training/informational materials
    • Develop plan(s) for control/disposal of infectious waste.
    • Determine departmental communication plan
  • LEVEL 1
    • Train staff on Avian Flu
    • Increase distribution of hand sanitizers by staff.
    • Begin stockpiling needed supplies.
  • LEVEL 2
    • Receive respirator training and respirators.
    • Assess need for additional disinfecting
    • Increase distribution of additional supplies needed.
    • Assess need for additional staffing in area (from other areas, temp workers, etc.)
  • LEVEL 3 Building and/or Campus Closure
    • Consolidate efforts as directed.
    • Plan recovery methods and timetables
    • Secure additional resources (internal or contracted) for recovery phase
  • Recovery
    • Sanitize and/or disinfect buildings

Group: Facilities

  • Preparation Now
    • Identify essential staff needed to maintain operations
    • Develop list of contacts with utilities (LG&E, Louisville Water, Steam Plant, etc.)
    • Determine departmental communication plan
  • LEVEL 1
    • Prepare plan to shut down ventilation systems on buildings on an individual and/or campus basis
  • LEVEL 2
    • Receive respirator training and respirators
    • Shut off water fountains
    • Consolidate restrooms open
  • LEVEL 3 Building and/or Campus Closure
    • Shut down building as instructed.
    • Activate minimal staffing plan
    • Plan recovery methods and timetables
  • Recovery
    • Shut down building as instructed.
    • Activate minimal staffing plan
    • Plan recovery methods and timetables

Group: Operations

  • Preparation Now
    • Identify essential staff needed to maintain operations
    • Determine departmental communication plan
  • LEVEL 1
    • Train staff on Avian Flu
    • Determine level of services (Print Shop, Mail Operations) for next levels.
    • Discuss with contract vendors (food, bookstore) their plans.
    • Notify students
  • LEVEL 2
    • Activate minimal services plan.
  • LEVEL 3 Building and/or Campus Closure
    • Notify vendors of actions, plans, and timetables.
  • Recovery
    • Coordinate with vendors for start-up of their services

Group: Security

  • Preparation Now
    • Identify essential staff needed to maintain operations
    • Get training/informational materials
    • Determine departmental communication plan
  • LEVEL 1
    • Train security on Avian Flu
    • Determine role of security in transporting ill students/staff
  • LEVEL 2
    • Secure buildings/parking lots as directed.
    • Report/isolate individuals with flu-like symptoms
  • LEVEL 3 Building and/or Campus Closure
    • Secure all buildings.
    • Deny access as directed.
    • Building and/or Campus Closure
  • Recovery
    • Coordinate with other areas to secure buildings while in recovery mode.

Group: Public Relations

  • Preparation Now
    • Prepare media contact list (TV, radio, print) and messages for possible situations; determine spokesmen and by campus
    • Establish remote access to website for multiple personal and determine who will authorize the language used on the Web and when it will post
    • Gather fact sheets from agencies, regarding prevention, treatment, counseling for Avian Flu
    • Draft internal and external bulletins, information sheets, etc.
    • Establish process for mass communication implementation
  • LEVEL 1
    • Monitor national situation. Have news releases and/or statements ready to release to news media upon request about how college will deal with the flu
    • Distribute prevention information to student, faculty, staff, via e-mail, posters, web site, etc.
    • In the event of multiple confirmed US cases: Internal communication emphasizing college's preparation for the flu
  • LEVEL 2
    • Have news releases and/or statements ready to release to news media upon request about how college will deal with the flu
    • Submit news releases and/or statements to news media about how college is dealing with the flu
    • Continue prevention campaign
    • Distribute information, contact lists, Q & A Sheets (e-mail, web site, etc.)
    • Distribute college plans for handling epidemic or campus closing
    • Reiterate prevention measures; college measures or plans
    • Initiate script for 4000 line
    • Post recorded message; post information on web site; e-mail distribution for faculty/staff/students on prevention, college preparations with goal of keeping calm
  • LEVEL 3 Building and/or Campus Closure
    • Notify news media of campus closing and plans for handling it
    • Implement remote access
    • Update Recorded message
    • Update web site
  • Recovery
    • Coordinate with KCTCS PR
    • Coordinate with Outside agencies, CDC, Louisville Health Dept, etc

Group: Academic Affairs

  • Preparation Now
    • Determine who needs capacity for remote desktop to work from home; install
    • Ensure that faculty know how to post syllabus in Blackboard
    • Take stock of on-line inventory; come up with priority course development list
    • Identify key staff and back-ups for critical functions; ensure that all contact information is available
    • Prepare script for website
    • Formulate plan for grief counseling
    • Prepare avian flu education piece
  • LEVEL 1
    • Prepare “Avian Flu Survival Kit” for faculty/staff/students
    • Turn on access to critical functions for “redundant” people; ensure training
    • Publicize availability of alternatives to coming on campus
    • Increase phone coverage with staff trained to work with students for alternatives
    • At early stages, will allow but not publicize administrative W's without refunds
    • Identify back-up on-line faculty for on-line and in-person courses; ensure training for on-line faculty
    • Communicate academic affairs Plans A and B to students
  • LEVEL 2
    • Pause or stop classes on campus if directed by Health Department
    • If classes are suspended, put into place Plan A (late in the semester dismissal; plan to complete courses) or Plan B (early in the semester; plan to start over)
    • Plan A or B — no tuition refunds; if Plan B apply to next semester
    • Allow administrative W's without refunds; communicate policy to students
    • Prepare alternate calendars for semester completion (if appropriate) with multiple scenarios for projected hiatuses
    • Determine alternate calendars for faculty-related processes
  • LEVEL 3 Building and/or Campus Closure
    • Follow Health Department directives

Group: Bursar

  • Preparation Now
    • Identifying key individuals in area who may need to work from home in the event of a closing and making sure they have proper PS security and appropriate level of internet access on home computers.
  • LEVEL 1
    • Service as usual
  • LEVEL 2
    • Service as usual
  • LEVEL 3 Building and/or Campus Closure
    • Key individuals working from home based on College wide decisions.
      • For instance, if college decided all students would receive refunds for the term then previously identified individuals would process those refund from home.

Group: Purchasing and Accounts Payable

  • Preparation Now
    • Identifying key individuals in areas who may need to work from home in the event of a closing and making sure they have the appropriate contact information and tools necessary to be successful in their tasks.
    • Identifying procard users that may need a temporary increase in order to procure supplies and materials
    • Establishing a mode of contact with Purchasing and Accounts Payable staff and key individuals who will need to work together to provide the means and materials to secure the campuses.
    • Determining potential scenarios where a procard may not be the accepted form of payment, or that it is unable to be accepted and determining when and how to utilize petty cash.
    • Establishing which vendors to set up a back up plan of payment to avoid discontinuation of services
    • Establishing a call matrix or mode of contact to alert all individuals in the building very quickly of a pending crisis.
    • Depending upon the crisis, establishing procedures to protect the health and well being of all in the building.
      • For example: 
        • fire arm/gun shot - securing doors and remaining away from windows and hallway doors.
        • In the case of a fire – tour the buildings and show employees the evacuation routes, this should never be assumed.
  • LEVEL 1
    • Service as usual
  • LEVEL 2
    • Service as usual
  • LEVEL 3 Building and/or Campus Closure
    • Key individuals working from home based on College wide decisions.
      • For instance, Payments would be processed from home.
    • Payment methods and authority with established vendors to ensure supplies are procured.
    • Credit card numbers and access information for essential personnel

Group: Allied Health Nursing

  • Preparation Now
    • Establish a college wide phone tree
    • Establish a chain of command
    • Establish a triage team for each campus
    • Designate a command center in each building
    • Develop a link on the home page specifically addressing Campus Health Issues
    • “Memorandum of Understanding” for establishment of mass care center for those in the recovery phase
    • Representation on the Metro Health Departments “Metro Crises Group”
    • Web based instruction on transmission, symptoms, prevention measures, preparedness, health care needs
    • January Faculty Meeting mandatory in-service training
    • Fall PD Day training
    • All faculty to develop their own web-based instructional format for course work continuance
    • Encourage faulty to participate & receive training in the Medical Reserve Corp
    • Inform Students with 15 minute informational session on transmission, symptoms, prevention measures, preparedness, on current health care needs
    • From September-January, weekly offering of prophylactic vaccination in collaboration with Metro Health Department
    • Cleaning with bleach solution
    • Install hand Sanitizer dispensers in bathrooms, cafeteria, library, & each classroom/lab area
    • Disconnect water fountains
    • Reset bathroom handles for longer flow of H2O to ensure effective handwashing
    • Obtain funding for purchasing of supplies (N95 masks, surgical masks with shields, gloves, hand sanitizer, sanitizer wipes, bleach solution, tissues)
    • Purchase all supplies relative to campus need as identified above
    • Identify site for secured storage of supplies
  • LEVEL 1
    • Mass email to all faculty, staff, students
    • Web site update of health information
    • Representative on the Metro Crises Group to contact the Health Department to determine next phase
    • Continue with prevention measures and reinforce education
    • From September-January, weekly offering of prophylactic vaccination in collaboration with Metro Health Department
    • Continues cleaning with bleach solution
  • LEVEL 2
    • Isolate suspected case & report to Metro Health Department
    • Mass distribution of mask to faculty, staff, & students from the 1st floor lobby in each building
    • Triage team to assess suspected case
    • Initiate social distancing by closing campus where documented case has been confirmed
    • Suspend all student clinical education
    • Convert to web based information for communication purposes
    • Metro Crises Group representative to continue to monitor and inform staff, faculty, and students of any changes
    • Convert course work to online, web-based instruction
    • From September-January, weekly offering of prophylactic vaccination in collaboration with Metro Health Department
    • Continues cleaning with bleach solution
  • Recovery
    • Anticipate reopening of classes
    • Utilize established phone tree to poll students
    • Consider campus for mass care site

Group: Information Technology

  • Preparation Now
    • Identify key personnel who can provide support from home.
    • Develop list of contacts for phone (CBTS), Internet Access (Windstream) and administrative systems (Cedar Crestone)
    • Develop list of contacts for Metro network (University of Louisville)
    • Establish procedures for shutting down college/campus/building
    • Establish procedures with PR for placing announcements as needed
  • LEVEL 1
    • Train staff on Avian Flu
    • Determine level of services
  • LEVEL 2
    • Confirm readiness of essential personnel
    • Contact service contacts about potential shutdown
  • LEVEL 3 Building and/or Campus Closure
    • Activate IT Campus/College closure procedure
    • If the number of available staff falls below three then support will be reduced and the following steps will be taken
    • Notify CBTS, Windstream and KCTCS that Jefferson is operating with reduced IT staff.
    • Change the appropriate voicemail messages to reflect that Jefferson unable to provide support due to the emergency/closure.
    • Activate a back up website with directions for KCTCS IT to redirect the main Jefferson page to that site if required.
  • Recovery
    • Once buildings are safe to enter verify that IT equipment is functional
    • Contact service providers and KCTCS that Jefferson is returning to normal operation
    • Return college to normal operation in accordance with IT Campus/College closure procedure

Group: HUMAN RESOURCES AND PAYROLL

  • Preparation Now
    • Establish a phone tree within HR/Payroll office in event of working from home for staff support.
    • Identify key individuals to work from home.
    • Assure individuals have appropriate level of internet access on home computers.
  • LEVEL 1
    • Continue working on campus.
    • Continue to pay personnel.
    • Be aware of possibility of moving to Level 2 quickly.
    • Notify KCTCS of individuals (and home phone numbers) who could be working from home
    • Monitor continuance of health benefits
  • LEVEL 2
    • Staff would work from home if necessary.
    • Continue to pay personnel.
    • Follow directives of Jefferson's President or KCTCS on hiring and payment of employees.
    • Monitor continuance of health benefits
  • LEVEL 3 Building and/or Campus Closure
    • Staff to work from home with continuation of payroll and health benefits being the primary concern.

Group: DT library

  • Preparation Now
    • Develop response.
    • Request adjustment on timing of water faucet cutoff in restrooms.
    • Prepare a shopping list of supplies needed with move next level.
  • LEVEL 1
    • Post information for students throughout the library about prevention/precautions.
    • Provide hand sanitizer on student computer tables and at service desks.
    • Implement daily cleaning of computer keyboards, tables, carrels, and counters
  • LEVEL 2
    • Step up the cleaning plan to twice daily.
    • Turn off water fountains and replace with water coolers and disposable cups.
    • Stop collecting money for print outs. Optimal situation would be to replace with a print management system.
    • Align staffing to minimize the number of staff working at the service desks and provide service desk staff with masks.
    • Plan independent work projects and projects that can be completed in the Library
  • LEVEL 3 Building and/or Campus Closure
    • Close the building to the public.
    • Work on projects
    • Implement delivery of remote service from the Library Action Lab via telephone and electronic means