2. Disaster Planning: Are You Ready? Kyle J. Cavanaugh Vice President University of Florida CAUBO 2006 Conference

3. Session Objectives Explore issues and concerns related to campus based disaster planning. Share successful practices from various campuses related to disaster planning. Highlight the role of Human Resources in the disaster planning process.

4. AGENDA Background of Recent Incidents Potential Areas of Impact Foundations for Success Phases of Plan Design Areas of Responsibility One Approach to Readiness How Do You Stack Up? Emerging Issues Resources

5. Recent History on College Campuses: More than just a possibility Fires impact University’s in California Natural gas leak at Texas A&M SARS at University of North Carolina Data Theft at University of Texas Hurricanes in Florida Tornadoes in Kansas

6. TEXAS A&M UNIVERSITY PRESIDENTIAL TASK FORCE REGARDING UNIVERSITY APARTMENT FIRE Final Report January 2005

7. The University of Florida Overview Member of Association of American Universities (AAU) Over 48,000 students and a freshman retention rate of 93% Operational budget of $2.4 billion Over $458 million in annual research Approximately 20,000 employees including faculty, staff, and graduate student workers

8. The University of Florida

10. Potential Areas of Impact Human Impact: safety of students, faculty, staff, visitors, and community. Operational: short and long term; classes, clinical services, and research. Political: media, Boards of Trustees, Government. Fiscal: loss and recovery.

11. Related Definitions Emergency planning are those procedures and steps planned for in advanced, done immediately after an interruption to business. Disaster recovery are the steps taken to restore some functions so that some level of services can be offered. Business continuity is restoration planning, completing the full circle to get your organization back to where it was before an interruption.

12. Disaster Planning Realities The potential for campus disaster is real, therefore we must take the planning steps seriously. Planning can mitigate the impact. Planning can aid in a quicker recovery. Human Resource Professionals should play a central role in the process.

13. Disaster Planning Realities Crises happen explosively, but are resolved incrementally. All crises are problems; but few problems are crises. Crises management is really about managers responding purposefully to key timeline elements related to the specific circumstances of a crises scenario. Untested plans usually don’t work. Trust in those charge to design and execute is essential.

14. Planning Process Establish commitment from senior management. Outline unique aspects of the culture (i.e. language, mode of communication based upon employee and student population). Identification and selection of potential members of a disaster/crisis management team. Outline a framework for getting the plan “alive”.

15. Foundations for Success Committee structure Committee membership Institutional risk assessment Structure of a plan

16. Foundations for Success Committee structure –Committee should have a designated “facilitator”

17. Foundations for Success Committee membership: –Draw from functional areas but also rely on individual attributes: substance and style under pressure are important –Typical areas will include: Environmental Health and Safety Human Resources Physical Plant Information Technology/Telecommunications Student Health Student Resources Public Affairs Community liaisons: police, fire, other crisis management professionals

18. Foundations for Success Institutional Risk Assessment –Organized by type Natural disasters –Hurricanes –Floods –Tornadoes Criminal or terrorists –Violence: (ie disgruntled employee, domestic issue) –Bomb threat –Riot Environmental events: –Hazardous spill –Labor issue –Data theft

19. Disaster Management Plan Phases Mitigation phase – Evaluate hazards and risks and provide for the development of hazard mitigation and contingency plans. Preparedness phase – Identify actions that will increase emergency preparedness. This includes testing of alert systems, training of personnel, and public information efforts to raise awareness of emergency services programs. Response phase – Anticipate immediate response activities needed within the first few hours to deal with medical issues, containment of hazardous materials releases, and assessment of building damage. Recovery phase – Procedures to restore University functions to pre-event conditions and secure reimbursement grants to cover physical damage to the campus.

21. Clarify Responsibilities COMMUNICATIONS*** DAMAGE ASSESSMENT EVACUATION FOOD and SHELTER FIRE SUPPRESSION HAZARDOUS SPILLS

22. Communications Email Websites Phone trees (department/campus/cell/rever se 911) Radio dispatch Public Siren Radio/Television

23. Clarify Responsibilities HEALTH SERVICES LAW ENFORCEMENT, SECURITY and TRAFFIC PERSONNEL and SPACE REASSIGNMENTS PUBLIC INFORMATION

24. Clarify Responsibilities SEARCH and RESCUE SUPPLY and PROCUREMENT TRANSPORTATION UTILITIES DOCUMENTATION OF RECOVERY OPERATIONS

25. The Role of Training - individual roles and responsibilities - information about threats, hazards, and protective actions - notification, warning and communications procedures - means for locating family members - emergency response procedures - evacuation, shelter, and accountability procedures - location and use of common emergency equipment - emergency shutdown procedures

26. Testing the Plan Table Top Exercises Mock Drills Post Event Debriefing