Campus Safety and Security
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
- LEVEL 2
- 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
- LEVEL 2
- 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
