UCSD Continuity of Operations Plan – Pandemic Influenza

Baseline Activities: Mild Pandemic
•The virus behaves much like the ‘traditional’ flu virus, causing mild symptoms for most of the infected.
•Children under five years of age – and particularly children age 2 and younger – as well as persons with underlying medical conditions are at increased risk.
•The case fatality is similar to seasonal influenza and to the 1968 Hong Kong Flu Pandemic.
•Work Impact – 5-10% Absenteeism
•Voluntary isolation
•No quarantine
•No school closure
•No public gathering restrictions
•Business as usual
Moderate Pandemic
•H1N1 virus has undergone a minor antigenic drift mutation, giving rise to a strain of H1N1 that, similar to the 1957 Asian Flu Pandemic, is effectively twice as virulent as circulating seasonal flu.
•The virus is most dangerous for the very young, those withchronic medical conditions, and possibly those over 65.
•Work Impact - 10- 20% Absenteeism
•More crowded hospitals
•Voluntary isolation
•Voluntary quarantine
•Possible school closure
•Possible restrictions on public gatherings
Severe Pandemic
•H1N1 virus has undergone a major antigenic shift mutation and is more than ten times as deadly as the ”traditional” seasonal flu.
•It is most dangerous for thevery young and those over 65.
•Healthy adults aged 18-64 years are also at risk for severe illness.
•This viral strain is similar to the1918 Spanish Flu Pandemic.
•Work Impact20+% Absenteeism
•Voluntary isolation
•Voluntary quarantine
•Probable school closure
•Suspend classes when unable to maintain normal institutional functions.
•If classes are suspended, CDC recommends doing so for at least 5–7 calendar days.
•Types of class suspension
•Reactive:Majority of individuals are sick and not attending classes or institution unable to maintain normal operations.
•Preemptive: Used early to decrease spread of flu before students, faculty, and staff get sick.
•Class suspension more likely to be effective when used early.
•Probable restrictions on public gatherings
•Working from home, distance learning
•Cancel, postpone, or discourage all on-campus mass gatherings: Sporting events, performances, commencement ceremonies, fraternity and sorority parties.
Recovery: After incident(s)
Responsible Individuals/Units / Baseline Activities
Mild Pandemic / Moderate Pandemic / Severe Pandemic / Recovery
Pandemic/Epidemic Response Committee
(P/ERC)
P/ERC Members:
AVC-Student Health & Wellness
Director, EH&S
Director, H&DS
Chief, Police
Biosafety Officer, EH&S
AVC-Aux. & Plant Svcs.
Sr. Comm. Advisor, Univ. Comm.
Director, Continuity & Emergency Svcs.
Provost, WarrenCollege
Director of Safety & Security, Medical Center EH&S
Business Manager, PreussSchool
Director, International Education
Assistant Dean, OGSR
Director, P&CS
Director, Employee Relations
Director, FSAP
Manager, Graduate Housing
Director, University Centers
Director, Animal Care Program
Director of Emergency Svcs., Medical Center EH&S
Manager, SIO Facilities & Safety
Safety Coordinator, Extension
Assistant Director, Facilities Mgmt.
AVC- Human Resources /
  1. Coordinate baseline efforts of entire campus community. Notify key stake-holders from all departments of committee existence and scope of effort.
  2. Coordinate all campus specific efforts with those of the County of San Diego and the State Department of Health Services.
  3. Draft and publish continuity of operations plan.
  4. Disseminate educational materials and set up internet linkages.
  5. Conduct weekly conference calls of the P/ERC.
/
  1. Convene meeting of P/ERC, review CDC guidance, and advise Emergency Policy Group.
  2. Monitor and direct campus wide flu response.
/
  1. As required, serve as staff in the Emergency Operations Center (EOC)
/
  1. After EOC deactivation, reconvene P/ERC and evaluate lessons-learned.

Responsible Individuals/Units / Baseline Activities
Mild Pandemic / Moderate Pandemic / Severe Pandemic / Recovery
Emergency Policy Group
(EPG)
EPG Members:
  • Chancellor
  • Assoc. Chancellor, Chief of Staff
  • VC Business Affairs
  • VC Student Affairs
  • VC Resource Management Planning
  • AVC Undergraduate Education
  • AVC Chief Financial Officer
  • Director, EH&S
  • Chief, Police
  • Director, Continuity & Emergency Services
/ 1.Maintain awareness of this plan.
2.Assist in the development and publishing of public information concerning campus actions. /
  1. Receive information from P/ERC..
  2. Review content of internal and external public information bulletins and announcements.
  3. Provide strategic guidance regarding campus-wide flu response.
  4. Consider restricting movement on and off campus for activities/athletic events.
  5. Evaluate need to monitor/restrict entry to UCSD of individuals from effected countries
/
  1. Activate EOC.
  2. Notify UCOP
  3. Director of EH&S as EOC Director
  4. AVC-Student Health as Operations Chief
  5. Notify San DiegoCountyHealth and Human Services.
  6. Advise Chancellor on need for temporary suspension of classes and non-essential campus services.
  7. Require Deans to report numbers of faculty and student absences related to flu.
  8. Require department managers to report numbers of non-faculty employee absences due to flu to Human Resources Department.
/ 1. Notify staff of report/return-to- work procedures
Responsible Individuals/Units / Baseline Activities
Mild Pandemic / Moderate Pandemic / Severe Pandemic / Recovery
External Relations
University Communications /
  1. Be aware of all baseline activities.
/
  1. Draft internal and external announcements in conjunction with P/ERC.
/
  1. Write and record bulletins and updates on the University’s Emergency Information 800 line.
  2. Serve as staff in EOC, establish a media relations center.
  3. Coordinate press releases and manage news teams, interviews, etc.
/ 1. Notify staff of report/return-to- work procedures.
Campus EOC /
  1. Based on guidance from EPG, the EOC is activated.
  2. Evaluate information on institutional effects of the incident and set response priorities.
  3. Take actions consistent with CDC guidance.
  4. Maintain contact with all sectors of campus.
  5. Post detail of response actions via campus-wide email and message posted on all campus Web pages.
/ 1. Notify staff of report/return-to- work procedures.
Office of the Registrar / 1.Develop plan for communication with students and campus for class disruptions.
2.Coordinate with Academic Affairs on policies and procedure plans and necessary suspension of rules in case of class suspension. /
  1. Initiate steps for class suspension.
  2. Initiate communication to students and campus of any class suspension.
  3. Initiate system modifications to accommodate class suspension.
  4. Initiate staff response plan.
/
  1. Implement class suspension plan.
/ 1.Implement return to class procedures.
Responsible Individuals/Units / Baseline Activities
Mild Pandemic / Moderate Pandemic / Severe Pandemic / Recovery
Student Affairs
Student Health & Wellness /
  1. Monitor CDC and SD County Health Dept. websites on weekly basis for info regarding infectious diseases.
  2. Update UCSD website with information and links regarding detection, diagnosis, and treatment of flu.
  3. Provide students with self-care guidelines for upper respiratory infections.
  4. Provide educational materials and outreach to assist students/staff in understanding differences in symptoms of colds vs. flu.
  5. Provide outreach to campus community with educational campaign to minimize germ transmission (i.e., hand washing, tissue use, sharing food, missing classes).
  6. Update Emergency Action Plan with P/ERC as situation evolves.
/
  1. Communicate with San Diego Health & Human Services (SDH&HS) regarding preliminary planning and surveillance.
  2. Issue updated communication(s) to campus community regarding status and university response.
  3. Initiate e-mail campaign on self- protection.
  4. Post notice on website notifying patients with influenza profile who have traveled to (or have been visited by persons from) affected countries to callStudent Health.
  5. Provide in-service training to responders on pandemic influenza.
  6. FollowState and County protocol for patient testing.
  7. Receive respirators & training on respiratory protection.
  8. Develop protocol for referral to local hospitals/ emergency departments.
  9. Identify students at higher risk because of pre-existing conditions.
/
  1. Notify SDH&HS.
  2. Coordinate with Public Health authorities for accurate and timely diagnosis.
  3. Notify Housing & Dining of potential resident students that may require isolation.
  4. Provide ongoing communications with campus community regarding signs/symptoms and protocol for referral of suspected cases.
  5. Require faculty and staff to report if positive for flu or if family members positive to Student Health Center.
  6. Provide care to affected/ suspected students.
  7. Identify contacts of suspected case.
  8. Communicate with parents of suspected cases and explain procedure.
  9. Initiate prophylaxis of contacts based on strength of patient presentation.
  10. Provide daily updates on case numbers to Response Coordinator.
  11. Communicate with area hospitals/EDs for protocols for admission. Assist with transport of seriously ill students to hospitals/ emergency departments.
  12. Coordinate care to students in residential buildings.
  13. Arrange for screening of students who have had contact and advise others to seek screening.
  14. Contact Coroner’s office, if necessary.
/
  1. Notify staff of report/return-to- work procedures.

Responsible Individuals/Units / Baseline Activities
Mild Pandemic / Moderate Pandemic / Severe Pandemic / Recovery
Counseling Centers
(P&CS and FSAP) /
  1. Serving as consultants on mental health and wellbeing issues affecting the students.
/
  1. Develop plan to address possible rumors, fears, and distresses.
/
  1. Provide counseling, as needed.
  2. Implement plan to address possible rumors, fears, and distresses.
/
  1. Notify staff of report/return-to- work procedures.

Housing/Residential Life / 1. Develop educational campaign to minimize spread of infection in residence halls.
2. Develop plan for assistance/ monitoring of ill students in residence halls.
3. Develop plan to educate students re: importance of appropriate room cleaning to minimize disease spread. /
  1. Initiate steps to prepare for quarantine of students.
  2. Educate RD/RA’s on pandemic influenza.
  3. Help disseminate relevant information to residents.
/
  1. Arrange for isolation of suspected case(s).
  2. Receive respirators & training on respiratory protection from EH&S.
  3. Arrange for monitoring/ delivery of medications, meals, and other goods and services to isolated cases.
/
  1. Notify staff of report/return-to- work procedures.

International Center / 1.Put up posters from Student Health and Wellness in all offices: done
2. Hand out information to incoming international students (900) at fall orientation and mention in presentations: done (will do each term, as needed)
3. Provide hand sanitizer pumps to all staff and have larger pumps on all front desks: in progress
Inform students, as appropriate, that they can purchase "Get Well Kits" from the Student Health and Wellness: on-going
Link to EAP's website on H1N1 ( done
Develop information for students going abroad through OAP and GS: done but not yet posted
4.Keep track of what other UCs study abroad offices are doing: on-going
(Here is UCLA's H1N1 information:
5. UCD's H1N1 information:
20Update)
6.Contact students in any country where there is an outbreak: on-going
7. Provide support and referrals to students and international scholars who have concerns about the pandemic in their countries or in San Diego: on-going
Responsible Individuals/Units / Baseline Activities
Mild Pandemic / Moderate Pandemic / Severe Pandemic / Recovery
Academic Affairs
Council of Provosts
and
Council of Deans /
  1. Review of policy and standards re: excused student absences from class when ill.
  2. Disseminate information about risk to community of teaching when ill.
  3. Monitor State Department recommendations for traveling abroad.
  4. Develop plan for care and monitoring students studying abroad.
/
  1. Facilitate dissemination of appropriate information to faculty regarding status and university response.
  2. Provide information to faculty as to how to respond to student concerns.
  3. Implement plan to care for or bringing back students from affected countries.
/
  1. Monitor levels of faculty and student absences.
  2. Facilitate dissemination of instructions to faculty.
  3. Develop criteria for suspension of classes.
  4. Develop plan for making missed class time.
/
  1. Notify staff of report/return-to- work procedures.

Academic Units
(Academic Affairs & OGSR) /
  1. Develop plan for care and monitoring students in practicum, internships, and community service learning.
/
  1. Notify staff of report/return-to- work procedures.

Responsible Individuals/Units / Baseline Activities
Mild Pandemic / Moderate Pandemic / Severe Pandemic / Recovery
Business Affairs
Human Resources /
  1. Initiate an educational campaign regarding avoidance of disease transmission.
/
  1. Design reporting system to receive information on staff absences due to flu or family care needs.
  2. Determine pay policies for mandated absences.
  3. Determine policies for reassignment of staff to fill essential rolls
/
  1. Implement reporting system.
/
  1. Notify staff of report/return-to- work procedures.

Campus Police /
  1. Alert Student Health Center if encountering individual(s) with flu-like symptoms
/
  1. Notify staff of report/return-to- work procedures.

Environment, Health & Safety /
  1. Review current data regarding masks and cleaning products for efficacy against potential pathogens.
/
  1. Assess respiratory protection plan and resources.
  2. Identify and provide respirator fit testing and training for essential staff.
/
  1. Provide staff support as needed.
/
  1. Notify staff of report/return-to- work procedures.

Housing & Dining Services /
  1. Display signage and materials for proper hand washing and discourage meal sharing.
/
  1. Formulate a plan for alternate dining services or for the feeding of quarantined students.
/
  1. Arrange for food service to isolated case(s).
/
  1. Notify staff of report/return-to- work procedures.

Facilities Management /
  1. Determine the need for specialized cleaning supplies.
/
  1. Train staff who will clean affected areas on use of specialized products, waste handling and use of respirators
/
  1. Notify staff of report/return-to- work procedures.

Early ChildhoodEducationCenter / 1. Notify campus EOC of status.
Parking and Transportation services
Responsible Individuals/Units / Baseline Activities
Mild Pandemic / Moderate Pandemic / Severe Pandemic / Recovery
Preuss School
  1. Coordinate baseline efforts of entire school community (teachers, staff, parents, PTA, students, Board).
  2. Coordinate all school specific efforts with those of SDUSD, UCSD, the County of San Diego and the State Department of Health Services.
  3. Participate in weekly P/ERC conference calls.
  4. Review of policy and standards re: excused student absences from class when ill.
  5. Prepare information dissemination plan for students, staff, and families.
  6. Disseminate educational materials and set up internet linkages.
  7. Disseminate information to teachers about risk to community of teaching when ill.
  8. Disseminate information to parents about risk to student body if sending ill children to school.
  9. Update Preuss website with information and links regarding detection, diagnosis, and treatment of flu.
  10. Provide educational materials and outreach to assist students, staff, and families in understanding differences in symptoms of colds vs. flu.
  11. Provide outreach to students, staff, and families with educational campaign to minimize germ transmission (i.e., hand washing, tissue use, sharing food, missing classes).
  12. Provide disinfectant materials to the classrooms.
  13. Provide hand sanitizer to teachers and staff.
  14. Instruct students on precautions (hand cleaning, etc.).
  15. Ensure sufficient supplies of disinfectant and hand sanitizer are on hand.
  16. Custodial staff disinfects high risk areas (door handles, etc.)
  17. Teachers oversee disinfecting of desktops, table tops, and computer keyboards.
  18. Capture reasons for absences for students and staff.
  19. Coordinate regularly with SDUSD.
  20. Coordinate regularly with UCSD.
  21. Develop plan for class coverage in event of excessive teachers absence
  22. Evaluate capability and develop plan for continuing instruction in the event of school closure
  23. Develop plan for dealing with non-certificated staff absences
  24. Develop plan for dealing with absence of school nurse
  25. Plan for and coordinate on site student vaccinations
  26. Report ILI and confirmed H1N1 cases to P/ERC
  27. Develop communications protocol for advising families and staff of school closure or event cancellation (as needed)
  28. Develop plan for addressing transportation problems, if bus provider can’t meet staffing requirements
  29. Develop plan for addressing meal problems, if kitchen staff or foodstuff delivery problems are encountered
/
  1. Be prepared to provide representative to P/ERC when it convenes.
  2. Develop plan for on site quarantine location and staffing, to which ill children are sent while awaiting parent pick up.
  3. Facilitate dissemination of appropriate information to teachers and staff regarding status and school response.
  4. Provide information to teachers and staff as to how to respond to student concerns.
  5. Develop plan to address possible rumors, fears, and distresses.
  6. Issue updated communication(s) to students, teachers, staff, and families regarding status and school response.
  7. Initiate e-mail/mail campaign on self- protection.
  8. Obtain facemasks.
  9. Develop protocol for referral to local hospitals/ emergency departments.
  10. Identify students at higher risk because of pre-existing conditions.
  11. Receive information from P/ERC.
  12. Review content of internal and external public information bulletins and announcements.
  13. Consider restricting movement on and off site for activities/athletic events.
  14. Consider restricting visits of non-school personnel (tutors, mentors, interns, etc.)
  15. Capture reasons for absences for students, teachers, and staff.
  16. Consider cancelling on site mass gatherings (concerts, ASB events, Spring Showcase, etc.)
  17. Implement plan for class coverage in event of excessive teacher absence
  18. Develop criteria for suspension of classes.
  19. Report ILI and confirmed H1N1 cases to P/ERC and SDUSD
  20. Plan for medical evacuation of seriously ill students, teachers, or staff
  21. Provide disinfectant materials to the classrooms.
  22. Custodial staff disinfects high risk areas (door handles, etc.)
  23. Teachers oversee disinfecting of desktops, table tops, and computer keyboards.
  24. Implement communications protocol for advising families, teachers, and staff of school closure or event cancellation (as needed)
  25. If decision is made to close the school or cancel an event, notify CDE, UCSD, SDUSD, (see notification procedures)
  26. If decision is made to close the school or cancel an event, notify the Board
  27. If decision is made to close the school, notify First Student transportation company
  28. If decision is made to close school, attempt to notify tutors and mentors
  1. Implement plan for addressing transportation problems, if bus provider can’t meet staffing requirements
  1. Implement plan for addressing meal problems, if kitchen staff or foodstuff delivery problems are encountered
/
  1. Provide CAO as staff for the Emergency Operations Center (EOC)
  2. Notify campus EOC of status.
  3. Monitor levels of teacher, staff, and student absences.
  4. Facilitate dissemination of instructions to teachers and staff.
  5. Develop criteria for suspension of classes.
  6. Develop plan for making up missed class time.
  7. Provide counseling, as needed.
  8. Implement plan to address possible rumors, fears, and distresses.
  9. Provide ongoing communications to students, staff, and families.
  10. Require teachers and staff to report if positive for flu or if family members positive.
  11. Provide care to affected/ suspected students until they can be picked up by parent/guardian.
  12. Capture reasons for absences for students and staff.
  13. Implement plan for class coverage in event of excessive teachers absence
  14. Report ILI and confirmed H1N1 cases to P/ERC
  15. Provide disinfectant materials to the classrooms.
  16. Custodial staff cleans high risk areas (door handles, etc.)
  17. Teachers oversee cleaning of desktops, table tops, and computer keyboards.
  18. If threshold reached, decide on suspension of classes.
  19. Be prepared to receive directions from outside authority to suspend classes/close school
  20. Implement communications protocol for advising families and staff of school closure or event cancellation (as needed)
  21. If decision is made to close the school or cancel an event, notify the Board
  22. If decision is made to close the school or cancel an event, notify CDE, UCSD and SDUSD
  23. If decision is made to close the school, notify First Student transportation company
  24. If decision is made to close school, attempt to notify tutors and mentors
  1. Implement plan for addressing transportation problems, if bus provider can’t meet staffing requirements
  1. Implement plan for addressing meal problems, if kitchen staff or foodstuff delivery problems are encountered
/
  1. After EOC deactivation, reconvene P/ERC and evaluate lessons-learned.
  2. Notify teachers and staff of report/return-to- work procedures.
  3. Notify families of return to school procedures
  4. Notify First Student transportation of plan to reopen school
  5. Notify CDE, SDUSD, and UCSD of plan to reopen school
  6. Notify Board of plan to reopen school
  7. IST review with Administration impact of school closure on instruction and remainder of school year