Continuity of Operations Planning (COOP) for Community Colleges Welcome Introductions Administration Agenda Classroom Decorum Participant-Instructor Contract

COOP for Community Colleges Introductions Activity Working with a participant next to you, interview each other by filling out the form on page 2.

College Conflagration

Continuity Planning Reasons for Continuity Planning Planning for continuity operations greatly facilitates recovery from an emergency situation. Planning helps to: Ensure continued performance of essential functions. Minimize damage and loss to critical processes. Ensure succession if agency leadership is disrupted. Reduce or mitigate disruptions to operations. Ensure facilities for performance of essential functions. Protect essential facilities and resources. Achieve a timely and orderly recovery. Resume full service to customers. Maintain a test, training, and exercise program.

Continuity of Operations Plans (COOP) Definitions Continuity of Operations Plan (COOP) Mission Essential Functions Primary Mission Essential Functions (PMEF) Mission Essential Functions (MEF) Non-Mission Essential Function (Non-MEF) Alternate Relocation Point (ARP) Orders of Succession/Delegation of Authority

Continuity of Operations Plans (COOP) Ultimate Objective Relocate (with or without warning) to an ARP within 12 hours and sustain MEF operations for 30 days. Planning Timeframes Before (Preparedness) During (Implementation) After (Reconstitution)

COOP Preparedness (Before) Establish a COOP Planning Group Identify personnel Establish Direction and Control Identify Mission Essential Functions Identify records/data/systems Identify an Alternate Relocation Point Develop supporting procedures

COOP Planning Group

COOP Planning Group

COOP Planning Group

COOP Preparedness (Before) Alert and Warning Notification Standard organization “call-down” list Vigilance necessary to keep up to date Must have identified “triggers” Usually based on activating COOP Must not break the “call-down” Must make actual voice contact NEVER DELAY SELF-PROTECTION! Alice Bill CarlosJerryAgnesMaryGeorge FredKeisha

COOP Preparedness (Before) Call-Down List Activity Working with any other participants from your organization’s sub-division, fill out the form on page 12. Be prepared to quickly brief your findings to the other class participants.

COOP Planning Group

COOP Preparedness (Before) Establish Direction and Control Orders of Succession Delegation of Authority Executive information Passwords/Codes Keys Signature authority

COOP Preparedness (Before) Order of Succession/Delegation of Authority Activity Working with any other participants from your organization’s sub-division, fill out the form on page 15. Be prepared to quickly brief your findings to the other class participants.

COOP Planning Group

COOP Preparedness (Before) Identify MEFs / Non-MEFs MEF services must continue Not every function is essential Identify CRT / CST personnel Not everyone relocates Personal preparedness Family preparedness Medical issues Special needs Must CRT be staffed immediately?

COOP Preparedness (Before) Primary / Mission Essential Functions Activity Working with any other participants from your organization’s sub-division, fill out the form on page 18. Be prepared to quickly brief your findings to the other class participants.

COOP Planning Group

COOP Preparedness (Before) Identify data/systems by MEF Vital records/systems Paper –Forms –Documents/references –Backups Electronic –Databases –CDs/Thumb drives –Backups Drive Away Kits Pre-positioned Resources

COOP Preparedness (Before) Vital Records Activity Working with any other participants from your organization’s sub-division, fill out the form on page 21. Be prepared to quickly brief your findings to the other class participants.

COOP Planning Group

COOP Preparedness (Before) Identify data/systems by MEF Drive Away Kits Items necessary to accomplish PMEF/MEFs Stored at workplace, possibly pre-positioned To be moved if adequate warning allows NEVER DELAY SELF-PROTECTION! Personal “GO” Kits Short/No-notice travel to ARP required Personal items Medication Keep in personal possession

COOP Preparedness (Before) Identify Alternate Relocation Point(s) (ARP) Must be able to support PMEF/MEFs Must be able to secure facility Situationally dependent Must have an agreement with owner Allow for “pre-position” vital resources Available to support operations for 30 days

COOP Preparedness (Before) Identify Alternate Relocation Point(s) (ARP) – cont. Infrastructure Electricity and Backup Generator Phone and Computer Networks Sanitary Facilities Who can get the facility open and infrastructure working? Space and equipment availability Work surfaces Office furniture Office equipment ARP Alternatives

COOP Preparedness (Before) ARP Considerations Activity Working with any other participants from your organization’s sub-division, fill out the form on page 26. Be prepared to quickly brief your findings to the other class participants.

COOP Planning Group

COOP Preparedness (Before) Supporting Planning Items Personnel Administration CST Personnel Status Travel support for CRT staff and ARP Pay/Leave/Medical/Insurance The ongoing “Planning Cycle” (Re) Assess Plan Train Exercise

COOP Activation (During) No Warning Scenario Work Hours NEVER DELAY SELF-PROTECTION! Drive Away Kits (Maybe – Based on Hazard) Pre-Positioned Resources Personal “GO” Kit Non-Work Hours Pre-Positioned Resources Personal “GO” Kit Alert / Warning Scenario Drive Away Kits Prep & Movement of Additional Resources Time for Personnel to Pack and Prepare

COOP Activation (During) Reconstitution Assessing Impact & Recovery: Community Facility “Triggers” Assessing Student Services Missing PMEF/MEFs Increase / Decrease PMEF/MEFs Assessing MEF Personnel Welfare

COOP Re-Assessment (After) The ongoing “Planning Cycle” (Re) Assess Plan Train Exercise

What should…? Happen if you organization activated its COOP? Happen if you were not personally prepared? Happen if your family were not prepared? Happen if your home was not secure? Happen if loved ones needed your help? Happen if you were notified to be prepared to relocate after impact? Be your length of time at the ARP? Happen in preparing to go to the ARP? You be taking with you?

Hurricane Party

COOP Exercises Online Tabletop Exercise Administrative Building Fire Scenario