1 University Emergencies Joint Student Administration/HRMS UL Meeting June 15, 2007

2 Agenda  Overview  Personal Emergencies Definition Importance of Emergency Contacts UL Action Items  University-wide/Business Unit Emergencies, Pandemic Emergencies New Report and M-Pathways role UL Action Items

3 Overview  Today’s UL meeting is the beginning of a University-wide communication campaign to explain the importance of being prepared for emergencies at the University  Confusion between “a personal emergency” and "unit emergency preparedness" at the University. A “personal emergency” refers to something that happens to you personally. “Unit emergency preparedness” means that some emergency has happened within the Unit/Department, such as a fire or flood.  Now is an appropriate time to help the University community understand the differences

4 Personal Emergencies - Definition  U-M Students, Faculty and Employees Medical emergencies (unconscious, injuries, may be unable to communicate) Missing person Death Other emergency situations

5 Emergency Contact Current Usage  About 30% participation (students & employees)  Positive trend Slight increase in the last 5 months Increase of about 4,000 new incoming undergraduates students adding emergency contact data (presumably due to the Housing application)  Good trend considering that Summer Orientation just started

6 How to Handle a Personal Emergency – You, your colleague, another person  Call 911 (DPS) immediately! Provide any available information about the person  UMID  Uniqname  Name  Where is the emergency

7 Personal Emergencies – DPS Response  DPS access to emergency contact information in M-Pathways DPS has 24-hour access DPS staff on each shift trained in accessing a student’s or employee’s emergency contacts  DPS has knowledge and training to contact a person’s emergency contacts  DPS follows protocols when working with other law enforcement agencies

8 Other U-M Units with Emergency Contact Access  Housing (access limited to emergency contacts of housing residents)  Registrar’s Office  HRRIS  UMHS Human Resources

9 Enter & Maintain Your Emergency Contacts on Wolverine Access

10 Add & Maintain Your Emergency Contacts  Enter one or more contacts  System selects first contacted entered as primary contact (you can change it)  Update when information changes

11 What If A Person Has No Emergency Contacts in Wolverine Access?  DPS can work with other units and agencies, but this takes longer! Time may be critical!  What has happened in the past? Students not attended class or not in touch with department for two weeks and never notified anyone that they were on vacation Employees  Had a seizure and unable to talk  Had not shown up at work when expected; was involved in an automobile accident  Out of town on University business and was taken to the hospital

12 Personal Emergency Contacts – UL Action Items  Enter your own Emergency Contacts in Wolverine Access  View and maintain your emergency contacts periodically  Encourage staff and the students they advise in your unit to add their emergency contacts Under special circumstances, the RO can add emergency contacts for students who are unable to use Wolverine Access

13 Encourage Emergency Contact Use – Additional Efforts  University-wide communication campaign to encourage adding and maintaining emergency contacts Focus on all employees and students More to come between now and October

14 University-Wide/Unit Emergencies & Pandemic Planning  Newly developed report “Employee Contact Info Report” Available in M-Pathways Includes regular employees in your unit (including faculty and temporary employees)  Provides employee primary name, active current address (HR Do Not Publish Address), active UMWK1 address, current (CURR) phone, MOBILE phone, uniqname, and Relations with Institution flag (for employees who are also students)

15 Employee Contact Info Report  To be used solely for pandemic and business continuity planning Explicit use is for staff notification  Report user selects option based on his/her level in organization All business units (HRRIS only) VP area Organizational Group Dept ID

16 Employee Contact Info Report  Determine Your Unit’s Procedures Will this report be printed so there is a hard copy version? If printed, how will previous version be destroyed? Where will report be stored (network, offsite location, in your office, etc.)? How frequently will this report be run? Will the above information be documented?

17 New HR Role HR UNIT EMERGENCY LISTING USER role  Unit’s decision: Will role be at department level or School/College/Organization level? Align with unit’s pandemic and business continuity plan  Procedure about how to run the report will be available on MAIS LINC Information to be sent to new users assigned new role

18 Pandemic and Business Continuity Planning – UL Action Items 1. Identify: Primary HR officer for staff (includes temporary employees) HR officer for faculty If only one HR officer, identify a back-up 2. Submit an M1 form M1 HRMS form (checkbox in the HR roles section)  HR UNIT EMERGENCY LISTING USER role

19 Resources  U-M Emergency Preparedness Web Site  U-M DPS Web Site U-M Emergency Telephone Numbers Wallet Card In Case of Emergency (ICE Program) – Program “ICE” into your cell phone, followed by phone number of person you want notified in case of emergency Links to Housing Security Accident/Injury Emergency procedures  Campus Safety Handbook

20 Questions?