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 with chronic 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 the very young and those over 65.
• Healthy adults aged 18-64 years are also at risk for severe illness.
• This viral strain is similar to the 1918 Spanish Flu Pandemic.
• Work Impact 20+% 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)
UCSD Continuity of Operations Plan – Pandemic Influenza
Responsible Individuals/Units
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, Warren College
Director of Safety & Security, Medical
Center EH&S
Business Manager, Preuss School
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
Baseline Activities
Mild Pandemic
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.
Moderate Pandemic
Severe Pandemic
1.
Convene meeting of P/ERC, review
CDC guidance, and advise
Emergency Policy Group.
1.
2.
Monitor and direct campus wide flu
response.
As required, serve as staff in the
Emergency Operations Center
(EOC)
Recovery
1.
After EOC deactivation,
reconvene P/ERC and
evaluate lessons-learned.
UCSD Continuity of Operations Plan – Pandemic Influenza
Responsible Individuals/Units
Baseline Activities
Mild Pandemic
Moderate Pandemic
Severe Pandemic
1. Activate EOC.
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.
1.
Receive information from P/ERC..
2.
Assist in the development and
publishing of public information
concerning campus actions.
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.
 Notify UCOP
 Director of EH&S as EOC
Director
 AVC-Student Health as Operations
Chief
2. Notify San Diego County Health and
Human Services.
3. Advise Chancellor on need for
temporary suspension of classes and
non-essential campus services.
4. Require Deans to report numbers of
faculty and student absences related
to flu.
5. Require department managers to
report numbers of non-faculty
employee absences due to flu to
Human Resources Department.
Notify staff of report/return-towork procedures
UCSD Continuity of Operations Plan – Pandemic Influenza
Responsible Individuals/Units
Baseline Activities
Mild Pandemic
Moderate Pandemic
Severe Pandemic
Recovery
External Relations
1. Be aware of all baseline activities.
1.
Draft internal and external
announcements in conjunction with
P/ERC.
University Communications
Campus EOC
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.
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.
Maintain contact with all sectors
of campus.
Post detail of response actions
via campus-wide email and
message posted on all campus
Web pages.
4.
5.
1.
Office of the Registrar
2.
Develop plan for
communication with students
and campus for class
disruptions.
1.
Initiate steps for class suspension.
2.
Initiate communication to students
and campus of any class
suspension.
Coordinate with Academic
Affairs on policies and
procedure plans and necessary
suspension of rules in case of
class suspension.
3.
Initiate system modifications to
accommodate class suspension.
4.
Initiate staff response plan.
1.
Implement class suspension plan.
1. Notify staff of report/return-towork procedures.
1. Notify staff of report/return-towork procedures.
1. Implement return to class
procedures.
UCSD Continuity of Operations Plan – Pandemic Influenza
Responsible Individuals/Units
Baseline Activities
Mild Pandemic
Moderate Pandemic
Severe Pandemic
Recovery
Student Affairs
1.
Monitor CDC and SD County
Health Dept. websites on
weekly basis for info regarding
infectious diseases.
1.
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.
5.
Student Health & Wellness
6.
Provide educational materials
and outreach to assist
students/staff in understanding
differences in symptoms of
colds vs. flu.
Provide outreach to campus
community with educational
campaign to minimize germ
transmission (i.e., hand
washing, tissue use, sharing
food, missing classes).
Update Emergency Action Plan
with P/ERC as situation
evolves.
Communicate with San Diego
Health & Human Services
(SDH&HS) regarding preliminary
planning and surveillance.
1.
Notify SDH&HS.
2.
Coordinate with Public Health
authorities for accurate and
timely diagnosis.
2.
Issue updated communication(s) to
campus community regarding
status and university response.
3.
Notify Housing & Dining of
potential resident students that
may require isolation.
3.
Initiate e-mail campaign on selfprotection.
4.
4.
Post notice on website notifying
patients with influenza profile who
have traveled to (or have been
visited by persons from) affected
countries to call Student Health.
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.
5.
Provide in-service training to
responders on pandemic influenza.
6.
Follow State and County protocol
for patient testing.
6.
Provide care to affected/
suspected students.
7.
Receive respirators & training on
respiratory protection.
7.
Identify contacts of suspected
case.
8.
Develop protocol for referral to local
hospitals/ emergency departments.
8.
9.
Identify students at higher risk
because of pre-existing conditions.
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-towork procedures.
UCSD Continuity of Operations Plan – Pandemic Influenza
Responsible Individuals/Units
Counseling Centers
(P&CS and FSAP)
Baseline Activities
Mild Pandemic
1.
Serving as consultants on
mental health and wellbeing
issues affecting the students.
1. Develop educational campaign to
minimize spread of infection in
residence halls.
Housing/Residential Life
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.
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
(http://eap.ucop.edu/emergency_infor
mation/current_alerts/): 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:
http://www.ieo.ucla.edu/H1N1update
.htm
5. UCD's H1N1
information: https://summerabroad.ucdavis.edu/students/healthand-safety.aspx?view=H1N1%
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
Moderate Pandemic
1.
Develop plan to address possible
rumors, fears, and distresses.
Severe Pandemic
Recovery
1.
2.
Provide counseling, as needed.
Implement plan to address possible
rumors, fears, and distresses.
1. Notify staff of report/return-towork procedures.
1. Notify staff of report/return-towork procedures.
1.
Initiate steps to prepare for
quarantine of students.
1.
Arrange for isolation of suspected
case(s).
2.
Educate RD/RA’s on pandemic
influenza.
2.
Receive respirators & training on
respiratory protection from EH&S.
3.
Help disseminate relevant
information to residents.
3.
Arrange for monitoring/ delivery of
medications, meals, and other goods
and services to isolated cases.
UCSD Continuity of Operations Plan – Pandemic Influenza
Responsible Individuals/Units
Baseline Activities
Mild Pandemic
Moderate Pandemic
Severe Pandemic
Recovery
Academic Affairs
1. Review of policy and standards
re: excused student absences
from class when ill.
Council of Provosts
and
Council of Deans
1.
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.
2. Disseminate information about
risk to community of teaching
when ill.
2.
3. Monitor State Department
recommendations for traveling
abroad.
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.
Develop plan for care and
monitoring students in practicum,
internships, and community service
learning.
4. Develop plan for care and
monitoring students studying
abroad.
Academic Units
(Academic Affairs & OGSR)
Facilitate dissemination of
appropriate information to faculty
regarding status and university
response.
1. Notify staff of report/return-towork procedures.
1. Notify staff of report/return-towork procedures.
UCSD Continuity of Operations Plan – Pandemic Influenza
Responsible Individuals/Units
Baseline Activities
Mild Pandemic
Moderate Pandemic
Severe Pandemic
Recovery
Business Affairs
1. Initiate an educational campaign
regarding avoidance of disease
transmission.
Human Resources
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.
Alert Student Health Center if
encountering individual(s) with flulike symptoms
Campus Police
Environment, Health & Safety
Housing & Dining Services
Facilities Management
Early Childhood Education
Center
Parking and Transportation
services
1. Review current data regarding
masks and cleaning products for
efficacy against potential
pathogens.
1. Assess respiratory protection plan
and resources.
1. Display signage and materials for
proper hand washing and
discourage meal sharing.
1.
1.
1.
Implement reporting system.
1. Notify staff of report/return-towork procedures.
1. Notify staff of report/return-towork procedures.
1.
Provide staff support as needed.
1. Notify staff of report/return-towork procedures.
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-towork procedures.
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-towork procedures.
1.
Notify campus EOC of status.
2. Identify and provide respirator fit
testing and training for essential
staff.
UCSD Continuity of Operations Plan – Pandemic Influenza
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.
4.
5.
1.
Provide CAO as staff for the
Emergency Operations Center
(EOC)
1.
After EOC deactivation,
reconvene P/ERC and
evaluate lessons-learned.
2.
Develop plan for on site
quarantine location and
staffing, to which ill children
are sent while awaiting parent
pick up.
2.
Notify campus EOC of status.
2.
3.
Monitor levels of teacher, staff,
and student absences.
Notify teachers and staff
of report/return-to- work
procedures.
4.
Facilitate dissemination of
instructions to teachers and staff.
3.
Notify families of return to
school procedures
5.
Develop criteria for suspension
of classes.
4.
6.
Develop plan for making up
missed class time.
Notify First Student
transportation of plan to
reopen school
5.
7.
Provide counseling, as needed.
Notify CDE, SDUSD, and
UCSD of plan to reopen
school
8.
6.
Develop plan to address
possible rumors, fears, and
distresses.
Implement plan to address
possible rumors, fears, and
distresses.
Notify Board of plan to
reopen school
9.
7.
Issue updated
communication(s) to students,
teachers, staff, and families
regarding status and school
response.
Provide ongoing
communications to students,
staff, and families.
10. Require teachers and staff to
report if positive for flu or if
family members positive.
IST review with
Administration impact of
school closure on
instruction and remainder
of school year
3.
Review of policy and
standards re: excused
student absences from
class when ill.
4.
Prepare information
dissemination plan for
students, staff, and
families.
5.
Disseminate educational
materials and set up
internet linkages.
7.
Disseminate information to
teachers about risk to
community of teaching
when ill.
9.
Be prepared to provide
representative to P/ERC
when it convenes.
Participate in weekly
P/ERC conference calls.
6.
8.
1.
Disseminate information to
parents about risk to
student body if sending ill
children to school.
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
6.
Facilitate dissemination of
appropriate information to
teachers and staff regarding
status and school response.
Provide information to
teachers and staff as to how
to respond to student
concerns.
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,
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
UCSD Continuity of Operations Plan – Pandemic Influenza
Responsible Individuals/Units
Baseline Activities
Mild Pandemic
Moderate Pandemic
Severe Pandemic
Preuss School
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.).
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.
15. Ensure sufficient supplies
of disinfectant and hand
sanitizer are on hand.
19. Report ILI and confirmed
H1N1 cases to P/ERC and
SDUSD
16. Custodial staff disinfects
high risk areas (door
handles, etc.)
20. Plan for medical evacuation of
seriously ill students,
teachers, or staff
17. Teachers oversee
disinfecting of desktops,
table tops, and computer
keyboards.
21. Provide disinfectant materials
to the classrooms.
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
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
30. Implement plan for
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
31. Implement plan for addressing
transportation problems, if bus
provider can’t meet staffing
requirements
25. Implement plan for addressing
meal problems, if kitchen staff or
foodstuff delivery problems are
encountered
Recovery
UCSD Continuity of Operations Plan – Pandemic Influenza
Responsible Individuals/Units
Baseline Activities
Mild Pandemic
Moderate Pandemic
Preuss School
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
addressing transportation
problems, if bus provider can’t
meet staffing requirements
29. Implement plan for
addressing meal problems, if
kitchen staff or foodstuff
delivery problems are
encountered
Severe Pandemic
Recovery