National Association of Student Financial Aid Administrators The following is a presentation prepared for NASFAA’s 2008 Conference in Orlando, FL July 6-9, 2008 Session No. 14

Slide 2 Preparing for and Recovering From Emergencies Dr. Barry W. Simmons Sr. The Virginia Polytechnic Institute and State University Cathy Simoneaux Loyola University New Orleans

Slide 3 Lesson #1: Disasters Happen If you are lucky, you will have some time to prepare –Hurricanes –Wild Fires in California You must also be prepared to deal with the unexpected on short notice –Virginia Tech –Union College Tornado

Slide 4 CAVEATS Observations Only Every Campus is Different –Institutional Mission –Size –Location –Resources –External Relationships –Residential/Commuter

Slide 5 Lesson 2: Planning and Communications are Critical While you can not reasonably prepare for every contingency, senior administrators must insure that all members of the university community are aware of the basic emergency plan and can begin implementation when circumstances dictate it. You MUST be able to communicate with internal and external constituents

Slide 6 Lesson #3 Document All Decisions Senior administrators will need to make decisions based on incomplete or conflicting information. Document the reasons behind all decisions since they may be subject to future legal action as well as speculation from “Monday morning quarterbacks”

Slide 7 Lesson #4 Where Will You Go If You Can’t Go “Home ” Alternate Site Data Retrieval Needs Xavier University after Hurricane Katrina

Slide 8 Planning for the Institution Emergency Operations Plans (EOP) Continuity of Operations Plans (COOP) Risk Management Plans (RMP) Emergency Response Plans (ERP)

Slide 9 Planning for the Institution “COOP” “COOP”  Continuity of Operations Plan Plan on how to proceed in the event of an emergency –Immediate steps –Long term Must define critical operations

Slide 10 Planning for the Institution “COOP 6.1Emergency Levels 6.2Phase I: Activation and Relocation 6.2.1Decision Process 6.2.2Alert, Notification and Implementation Process 6.2.3Leadership Orders of Succession Delegation of Authority 6.3Phase II: Alternate Facility Operations 6.3.1Mission Critical Systems 6.3.2Vital Files, Records and Databases 6.4Phase III: Reconstitution

Slide 11 How to Begin to Plan sponse/index.html

Slide 12 Examples of Emergency Plans Loyola University New Orleans - Pepperdina University Union University Florida International University – Office of Emergency Management Resources from the Department of Education

Slide 13 Observations by Police at Virginia Tech Learn from Experience Don’t Monday Morning Quarterback Previously established relationships with other authorities critical---TRUST Joint Training VT Rescue Squad---Student Volunteer –Tactical Medics---EMT SWAT Team Internal Authority/Communication Infrastructure United Response and Notification –What’s Happened –What to Do

Slide 14 Observations from New Orleans Can you utilize technology to switch or increase online classes if your campus is no longer available? People are generous and want to help. You will need to decide how to appropriately handle offers of help from “outside” organizations and individuals Document every decision!

Slide 15 Planning for Staff How Will You Contact Staff ? Stress Debriefing/Counseling Staffing Needs in the Aftermath –Turnover –Need to work from remote locations Housing Needs in the Event of a Physical Disaster –Needs of dependent children –Flexible Schedules needed Office Design –Gate Keeping –Panic Button Emergency Evacuation Plan for Building –Wardens –Escape Route and Meeting Place

Slide 16 Planning for Students Centralized Death Cancellation of Loans Information sharing to streamline loan deferments Information sharing for threat assessment Academic eligibility –Student eligibility to continue enrollment –Student eligibility for financial aid Financial liability Communication with families

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Slide 18 Department of Education Guidance for Financial Aid Programs The Department issued a Dear Colleague Letter (GEN /FP-04-03) in 2004 to assist Title IV participants, including students, borrowers, institutions, lenders, and guaranty agencies, in the event they are impacted by a Federally-declared disaster. Key issues:GEN /FP Definition of “Academic Year” Verification Satisfactory Academic Progress standards Utilization of Federal Work-Study/ Community Service Requirements

Slide 19 Department of Education Guidance for Financial Aid Programs The Department issued a Dear Colleague Letter (GEN /FP-04-03) in 2004 to assist Title IV participants, including students, borrowers, institutions, lenders, and guaranty agencies, in the event they are impacted by a Federally-declared disaster. Key issues:GEN /FP Definition of “Academic Year” Verification Satisfactory Academic Progress standards Utilization of Federal Work-Study/ Community Service Requirements

Slide 20 Issues When Classes Resume Housing Issues after a physical disaster Student family contact information Deadlines Is Emergency funding availability ? What will you do if families can no longer afford to pay ? Grieving, Poetry and Healing

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Slide 22 Resources for Families Resources2.html You will need to be an advocate for many of your families

Slide 23 Rebuilding A City After A Disaster w%20Orleans.html

Slide 24 The Governor’s Review Panel

Slide 25 Select Findings of the Governor’s Review Panel Formal risk/assessment for each campus Multiple campus emergency communications systems Series of recommended changes to state law regarding mental health and privacy Series of recommended changes to state law regarding firearms Police should be wary of ‘single theory’ investigations Provisions should be made for managing and appropriately identifying legitimate volunteers

Slide 26 Other Federal Resources FEMA: Department of Homeland Security: Department of Education: gencyplan/index.html gencyplan/index.html

Slide 27 Final Report of the Select Bipartisan Committee to Investigate the Preparation for and Response to Hurricane Katrina /katrina.htmlhttp:// /katrina.html

Slide 28 Concluding Thoughts on Preparing for the Unexpected Listen to your students and staff Don’t be hesitant to consult with others when concerned about behavior You can’t plan for everything Be flexible, decisive and compassionate Take care of yourself Don’t seek normalcy, find a new normal

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