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
