University of North Carolina Wilmington
Emergency Management Section of Environmental Health & Safety
Continuity of Operations (COOP) Planning Template
Prepared by <INSERT DEPARTMENT/ UNIT NAME HERE> – Version 15.4
INTRODUCTION
To be better prepared, all UNCW departments are requested to use this template to complete a Continuity of
Operations Plan (COOP) to describe how your department will operate following an emergency (such as a water
line break/flood, building fire, tornado, cyber-attack or pandemic, etc.) and maintain essential functions
afterwards.
This template is for your use. Make it work for you. Think about the information that you or a staff member
would need in the event of an emergency at 2 a.m. on a Sunday morning, and include the pertinent details in this
plan. In addition, the plan should include information that members of other departments/units would need to help
you restore your services in a timely manner.
DEFINITIONS
COOP Plan: A plan that outlines the actions and resources needed to continue essential agency functions
during a variety of crisis situations, specifically when the primary facilities are either threatened or
inaccessible.
Essential functions: The critical activities performed by the university, especially after a disruption of normal
activities. They enable UNCW to:
-
Provide vital services.
Maintain the safety and well-being of the students, faculty, staff and visitors.
Sustain the business operations prior to, during and after an emergency.
INSTRUCTIONS
The COOP planning template is designed to capture the information required to ensure appropriate continuity of
operations for essential services, as identified by your departmental or divisional mission statement. Please refer
to other planning documents as you proceed with completion of this template.
As you work on the template, there may be sections that do not apply to your department based on the essential
functions that were identified. The template is designed for use by all departments on campus and, as such,
captures as much data as possible.
To complete the form, fill in all relevant sections, including information for all columns. Once the form is
complete, submit it to Emergency Management for review.
This is your plan; feel free to augment this template to meet your needs. Use additional sheets if necessary. The
process of planning for an emergency is very valuable. Be collaborative when drafting this document, and seek
comments from your staff and leadership.
Emergency Management is available to assist you by answering technical questions, attending planning meetings,
and reviewing draft documents. Please contact Eric Griffin, university emergency manager at 2-7874 or
griffinek@uncw.edu for assistance.
University of North Carolina Wilmington
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Table of Contents
GENERAL INFORMATION ....................................................................................................................................4
AUTHORITY TO ACTIVATE PLAN ......................................................................................................................4
PRIORITY LIST OF PRIMARY SERVICES / PRODUCTS FOR DEPARTMENT/UNIT ....................................4
LINE OF SUCCESSION ...........................................................................................................................................5
DEPENDENCIES (INTERNAL) ...............................................................................................................................5
DEPENDENCIES (EXTERNAL)..............................................................................................................................6
FACILITIES ...............................................................................................................................................................7
ALTERNATE OPERATING LOCATION REQUIREMENTS ................................................................................7
VEHICLE/SPECIALZED EQUIPMENT ..................................................................................................................8
TECHNOLOGY EQUIPMENT .................................................................................................................................9
INFORMATION TECHNOLOGY CONTINUITY ..................................................................................................9
PHYSICAL DOCUMENT/ INFORMATION MANAGEMENT .......................................................................... 10
REGULATORY REQUIREMENTS ...................................................................................................................... 11
SUPPLIES ............................................................................................................................................................... 11
COMMUNICATIONS ............................................................................................................................................ 12
KEY PERSONNEL ................................................................................................................................................. 12
FINANCE VULNERABILITY............................................................................................................................... 13
DAMAGE ASSESSMENT ..................................................................................................................................... 13
CONTINUITY CHECKLIST ................................................................................................................................. 14
FACILITY LOSS ................................................................................................................................................ 15
TECHNOLOGY LOSS ....................................................................................................................................... 16
PERSONNEL LOSS ........................................................................................................................................... 17
SPECIAL CONSIDERATIONS ............................................................................................................................. 19
COMMENTS .......................................................................................................................................................... 19
ASSET LISTING .................................................................................................................................................... 20
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Continuity of Operations Plan (COOP) Template
GENERAL INFORMATION
Please complete the following.
Department
Name
Primary Phone Number
Alternate Phone Number
Primary Phone Number
Alternate Phone Number
Director/Chair
(or designee)
Email address
Name
COOP Plan
Manager
Email address
AUTHORITY TO ACTIVATE PLAN
What positions have the authority to activate this COOP? Please list primary, secondary and tertiary
representatives.
Position Title
Phone/Cell Number
Primary
Secondary
Tertiary
PRIORITY LIST OF PRIMARY SERVICES / PRODUCTS FOR DEPARTMENT/UNIT
Considering the critical products and services your department/unit provides, prioritize them and mark the box for
those essential to be restored within 1 week after an event requiring COOP activation.
Rank
Restore
within 1
week or
less
Description
1
☒Yes
☐No
2
☐Yes
☐No
3
☐Yes
☐No
4
☐Yes
☐No
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Continuity of Operations Plan (COOP) Template
5
☐Yes
☐No
6
☐Yes
☐No
7
☐Yes
☐No
8
☐Yes
☐No
LINE OF SUCCESSION
List the persons who would be the leader of your department/unit in operational decisions if the director of your
department or unit is unavailable.
Name
Cell/Phone Number
Email
Director/Dean
First Successor
Second Successor
Third Successor
DEPENDENCIES (INTERNAL)
With the exception of the following departments/units: Environmental Health & Safety, Physical Plant,
Information Technology, Payroll, Postal, Print shop, Purchasing, and University Police, please list other
university departments/units you depend on for your critical operations and the frequency (hourly, daily, weekly,
etc.) you use the services:
Dependency (Product or
service)
Provider (Department)
Frequency
Dependency (Product or
service)
Provider (Department)
Frequency
Dependency (Product or
service)
Provider (Department)
Frequency
Dependency (Product or
service)
Provider (Department)
University of North Carolina Wilmington
Frequency
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DEPENDENCIES (EXTERNAL)
Many departments/units on campus rely on services provided by external organizations for critical operations.
Please list below the products and services upon which your department/unit depends on, name of the service
provider, and the frequency (hourly, daily, weekly, etc.) you use the services.
Dependency (product or
service)
Frequency
Primary
Alternate
Supplier/Provider
Phone Number(s)
Dependency (product or
service)
Frequency
Primary
Alternate
Supplier/Provider
Phone Number(s)
Dependency (product or
service)
Frequency
Primary
Alternate
Supplier/Provider
Phone Number(s)
Dependency (product or
service)
Frequency
Primary
Alternate
Supplier/Provider
Phone Number(s)
Dependency (product or
service)
Frequency
Primary
Alternate
Supplier/Provider
Phone Number(s)
Dependency (product or
service)
Frequency
Primary
Alternate
Supplier/Provider
Phone Number(s)
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Continuity of Operations Plan (COOP) Template
FACILITIES
List the significant facilities (e.g. buildings, rooms, storage space) your department currently utilizes for
operations and if they are considered essential for returning to operation within one week. In particular, please
identify any specialized spaces that require systems and services beyond what is found in a typical office
environment.
Facility Location
Restore
within 1
week
Description / Type
☐Yes
☐No
☐Yes
☐No
☐Yes
☐No
☐Yes
☐No
☐Yes
☐No
☐Yes
☐No
ALTERNATE OPERATING LOCATION REQUIREMENTS
Selecting an alternative operating location may involve identifying specialized capabilities of relocation space
such as gas lines, 220 volt electrical outlets, and other capabilities that are above and beyond what is found in a
normal office environment.
Please identify your space needs and enter here:
Specialized Resources Required (Power, Special Utilities, Gasses)
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# of Personnel
Occupying
Space
Square
Footage
Needed
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Continuity of Operations Plan (COOP) Template
If you have previously made arrangements with a space owner to use space occupied or managed by them please
complete the following information.
Space Owner
Facility Location
Type of Space / Proposed
Use
Sq. Ft.
Phone #
VEHICLE/SPECIALZED EQUIPMENT
List any vehicles, lab/research/clinical equipment, or machinery utilized for departmental operations, quantity
required, and identify the frequency of use.
Type
Description/Function
Frequency
Quantity
List below sources of replacement vehicles or specialized equipment if known.
Equipment
Vendor/Supplier
University of North Carolina Wilmington
Vendor/Supplier Address
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Contact
Ph #
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Continuity of Operations Plan (COOP) Template
TECHNOLOGY EQUIPMENT
List any computers/technology utilized for departmental operations, quantity required, in aggregate. Please
identify if the technology equipment is needed to provide critical services.
Type
Description/Function
Quantity
Essential
EXAMPLE: Laptops
Dell, field monitoring
24
☐Yes
☐No
☐Yes
☐No
☐Yes
☐No
☐Yes
☐No
☐Yes
☐No
If your specialized technology hardware is lost or damaged, do you have alternate sources identified? If so, list
below.
Equipment
Vendor
Vendor/Supplier Address
Vendor
Ph. #
Already
In UShop
☐Yes
☐No
☐Yes
☐No
☐Yes
☐No
☐Yes
☐No
INFORMATION TECHNOLOGY CONTINUITY
Where do you store your backup data and what is your backup plan/schedule?
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What is your remote access plan, if any?
List the critical information technology systems, software or databases utilized by the department/unit. Identify
rank, frequency of use, and essential systems.
Priority System Name
Description/Function
Hosted
1
☐On-campus
☐Off-campus
2
☐On-campus
☐Off-campus
3
☐On-campus
☐Off-campus
4
☐On-campus
☐Off-campus
5
☐On-campus
☐Off-campus
6
☐On-campus
☐Off-campus
7
☐On-campus
☐Off-campus
8
☐On-campus
☐Off-campus
PHYSICAL DOCUMENT/ INFORMATION MANAGEMENT
Describe your plan for protecting critical physical documents and information. For example, you may require all
employees to back-up all data, to scan critical documents, and/or to protect special equipment in order to ensure
that information is not lost due to damage to the facility where the records are stored.
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Continuity of Operations Plan (COOP) Template
Critical physical documents and records should be copied and maintained in a secondary location. Identify
documents, type, and storage locations.
Document Title
Type of Document
Internal Storage
External Storage
REGULATORY REQUIREMENTS
Identify any regulatory and compliance requirements (laws, regulations, university policy) that your
department/unit is subject to and what impact an emergency would have for compliance. Describe the precautions
your department has established to ensure compliance throughout response and recovery. List any support
requested to be able to comply with regulations. If there is an emergency exemption, please list that as well.
SUPPLIES
Excluding basic office, break room and restroom supplies, please list any specialized supplies that should be
maintained to ensure continued operations, due to possible supply chain impacts.
Supply
Model/Item #
University of North Carolina Wilmington
Vendor
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Vendor Contact
Information
Quantity
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Continuity of Operations Plan (COOP) Template
COMMUNICATIONS
Please indicate the system(s) you may use to contact your employees in an emergency. Departments should identify multiple
communication systems that can be used for personnel notification such as during after hours, holidays, and when employees
are not on campus, or for other contingencies.
☐Phone
☐Social media
☐Email
☐Departmental web site
☐Pager
☐Call tree
☐Other (describe):
If your department has a
communications plan, attach a
copy of your plan when
submitting this template.
☐Instant messaging
Identify the primary and alternate communication method from the list above.
Primary
Alternate
Alternate 2
KEY PERSONNEL
Identify key positions that will be required to restore operations and implement the COOP. Please list the required
level of training for said personnel. Include the name of the position/role (not person’s given name), associated
assignments, and what essential function served. These employees may be requested to work prior to, during and
after an emergency.
Role/Position
Description of Assignments
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Training Needed
Quantity Needed of
Position
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Continuity of Operations Plan (COOP) Template
FINANCE VULNERABILITY
Some departments/units rely on fees, rents, or inter departmental transfers to support their budget, and in some
cases, fully fund their operation. What would be the impact on your departmental operations if you were unable
to provide services and generate this income?
DAMAGE ASSESSMENT
After an initial safety inspection is completed on your facility by qualified personnel, who would be responsible
for assessing any damage to your equipment? Who could determine what is salvageable? Who would approve an
outside vendor?
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CONTINUITY CHECKLIST
Over the next several pages, you will be provided three scenarios (75-100% facility loss, 75-100% technology
loss, 30-50% personnel loss) where you will be asked what critical operations, in priority order, that your
department/unit will need to continue under conditions explained by the scenario.
Loss of Significant Facilities:
If you are asked to move to a new site, what are the steps you would need to restart essential operations? (For
example, someone would need to assess the new site and assign work stations, move equipment; contact
customers, arrange for mail and other deliveries, redesign letterhead, etc.)
Please complete a form for each facility that you provide services within for this scenario.
Loss of Technology:
If you lose technology how do you continue with the prioritized essential operations you identified at the
beginning of this document? (For example, consider the loss of the network for a week, loss of email, Banner, etc.
and how that would affect your operations and if you can work around that loss.)
Loss of Personnel (long term)
What critical operations would you be able to continue to provide with a loss of personnel lasting at least a month
or longer? If your services cannot be down for that length of time, what restoration procedures will you perform
to restore those services within a month?
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FACILITY LOSS
Facility
Name:
Scenario: 75-100% Loss of Your Facility
Requirements to Provide Essential Function (What critical services/objectives can you continue to provide with a loss of this facility? What steps will
you need to take to proceed with this task?
MISSION CRITICAL SERVICE
RESTORATION PROCESS
1.
2.
3.
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TECHNOLOGY LOSS
Scenario 75-100% Loss of Technology
Continuity Process (What critical services can you continue to provide with a loss of technology? What steps will you take to make this occur?)
MISSION CRITICAL SERVICE
RESTORATION PROCEDURES
1.
2.
3.
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PERSONNEL LOSS
Scenario: 30-50% Loss of Personnel
Continuity Process (What services will you be able to continue to provide with a loss of personnel for a month or longer) If your services cannot be
down for that length of time, what restoration procedures will you perform to restore those services within a month.
MISSION CRITICAL SERVICE
1.
2.
3.
4.
University of North Carolina Wilmington
RESTORATION PROCEDURES
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SPECIAL CONSIDERATIONS
Describe here any additional or unique considerations for your department.
COMMENTS
Use this section to add any comments or questions you have.
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Continuity of Operations (COOP) Planning Document
ASSET LISTING
To ensure that we have the physical equipment, the tools and other operational materials necessary to
execute our job function(s), we are attempting to capture an aggregate valuation for items not on our
fixed asset list. Our fixed asset listing captures items valued at $5000 and above.
Building
Cameron School of Business
Location
On-campus
Off-campus
Room
Type/Usage
Item(s)
Approx. Age(s)
Approx.
Value(s)
200
Office
Office Supplies
1-6 Months
$ 6,500
201
Office
Furniture
3 yrs
$ 4,000
$
$
$
Building
Room
Location
Type/Usage
Item(s)
On-campus
Off-campus
Approx.
Age(s)
Approx.
Value(s)
$
$
$
$
$
Building
Room
Location
Type/Usage
Item(s)
On-campus
Off-campus
Approx.
Age(s)
Approx.
Value(s)
$
$
$
$
$
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Continuity of Operations (COOP) Planning Document
Building
Room
Location
Type/Usage
Item(s)
On-campus
Off-campus
Approx.
Age(s)
Approx.
Value(s)
$
$
$
$
$
Building
Room
Location
Type/Usage
Item(s)
On-campus
Off-campus
Approx.
Age(s)
Approx.
Value(s)
$
$
$
$
$
Building
Room
Location
Type/Usage
Item(s)
On-campus
Off-campus
Approx.
Age(s)
Approx.
Value(s)
$
$
$
$
$
Building
Room
Location
Type/Usage
Item(s)
On-campus
Off-campus
Approx.
Age(s)
Approx.
Value(s)
$
$
$
$
$
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