University of Wisconsin-Eau Claire
Pandemic Preparedness Plan
Last Updated: 7-23-09
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I.
Purpose. The purpose of this plan is to provide the University of Wisconsin-Eau Claire
with strategies and guidance during a pandemic influenza. This plan was developed
with other emergency response partners in Eau Claire County ensuring a coordinated
and integrated City/County response.
II.
Goals
A. Limit the number of illnesses and deaths.
B. Preserve continuity of essential functions and services.
C. Minimize social disruption.
D. Minimize economic losses.
III.
Planning Assumptions
Susceptibility to the pandemic influenza virus will be universal. Illness rates,
absenteeism, incubation period, treatment modalities, and specific prevention strategies
will be determined by the virulence and other characteristics of the virus. Response to a
pandemic will require cooperation with the UW-Eau Claire Emergency Planning
Committee and the Eau Claire City-County Health Department (ECCHD). Guidance for
action will be obtained from local, state, and national officials, including UW-System,
ECCHD, Wisconsin Division of Health, and Center for Disease Control and Prevention.
Emergency Operation Centers(EOC) and Continuation of Operation Plan (COOP) will be
activated as directed. Specific planning assumptions can be referenced in each
department’s COOP plan.
Table 1. Number of deaths, hospitalizations, outpatient visits and illnesses during
a Moderate and Severe Pandemic Influenza Scenarios. Numbers are based on a
25% attack rate or in other words, 1 out of every 4 individuals will be affected somehow.
The exact number of individuals affected is not known. This data came from the Eau
Claire City-County Health Department’s Pandemic Influenza Preparedness Plan.
Jurisdiction
Eau Claire
County
Health Outcome
Deaths
Hospitalizations
Outpatients
Ill, no medical care
Moderate
Pandemic
(1968 - type)
63
278
12,406
23.286
Severe Pandemic
(1918 - type)
518
2283
11,062
9423
IV.
Plan Activation. This plan will be activated based on communication from the
Chancellor’s Office in consultation with the Eau Claire City-County Health Department
who will monitor the status of a pandemic influenza.
V.
Who’s In Charge? The County Emergency Operation Center (EOC) will be responsible
for coordinating a County response during a pandemic. Each agency must have a line
of succession that can make decisions for their agency. Three individuals at UWEC that
have the authority to make decisions about activation of elements of the plan and to
coordinate essential services:
1. Brian Levin-Stankevich, Chancellor, 715-836-2327, levinsbl@uwec.edu
2. Patricia Kleine, Provost/Vice-Chancellor Academic Affairs, 715-836-5962
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3. Beth Hellwig, Vice Chancellor Student Affairs, 715-836-5626,
hellwiba@uwec.edu
VI.
Who will coordinate internal and external communications? This is called a Public
Information Officer (PIO). Every organization should have a PIO, commonly referred to
as a spokesperson. In a pandemic influenza, it will be critical that messages to the
media and the general public are coordinated with the Eau Claire City-County Health
Department. As a pandemic escalates, the County will likely open a Joint Information
Center (JIC). A JIC is where PIO’s from various agencies can meet and coordinate
messages. Before a JIC is activated, the PIO should coordinate messages with the PIO
from the Eau Claire City-County Health Department. Strategies include:
A. Press releases
B. Web site
C. E-mail
D. City Watch Notification System
Two people at UWEC who will be responsible for internal and external communications:
1. Mike Rindo, Director University Communications, 715-836-4742
2. Judy Berthiaume, Director News Bureau, 715-836-4745
VII.
Who will monitor illness in the agency? It is important that every staff person be able
to recognize signs and symptoms of influenza. When an individual presents with signs
and symptoms of influenza, that person should not attend on campus classes or come to
work, and should consult their health care provider. Strategies include:
A. Collect and send symptom surveillance data to ECCHD.
B. Collect and send influenza-like illness (ILI as defined by CDC) statistics to WI
Division of Health and CDC.
C. Implement guidelines to modify the frequency and type of face-to-face contact
among employees and students (i.e. use of surgical masks as warranted)
Student Health Service (SHS) will monitor illnesses in coordination with public health
officials:
1. Laura Chellman, Director, Student Health Services, 715-836-5954,
chellmlg@uwec.edu
2. Theresa Teselle, Clinic Nurse Manager, 715-836-5953, tesellta@uwec.edu
3. Dr. Mark Williams, Senior Physician, 715-836-4311, williamw@uwec.edu
VIII.
Who will be responsible for instructing staff? People who work at the University of
Wisconsin-Eau Claire should receive information about how to protect themselves and
their families during a pandemic influenza. The best way to do this is to train and
educate staff about social distancing and infection control measures. Strategies include:
A. Encourage annual influenza vaccination for employees
B. Purchasing hand wash sanitizer and utilizing it in strategic locations throughout
campus
C. Distribute posters on hand hygiene and cover your cough
D. Provide special information page on UWEC’s website
E. Mass email campus community regarding status of pandemic, signs & symptoms to
be alert for, steps to take if symptomatic, and prevention strategies
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F. Conduct exercises in conjunction with Campus Emergency Planning Committee
Two people to help coordinate education on campus:
1. Laura Chellman, Director, Student Health Services, 715-836-5954,
chellmlg@uwec.edu
2. Theresa Teselle, Clinic Nurse Manager, 715-836-5953, tesellta@uwec.edu
IX.
What services are critical to provide even during a pandemic? These services are
often related to services of life, safety and health Services determined to be essential
were identified in UWEC’s Continuity of Operations Plan (COOP) and are listed in
column 1 below. Some challenges in maintaining these services during a pandemic are
mentioned in column 2. The third column identifies possible ways to overcome these
challenges. And finally, the last column lists resources needed to maintain essential
services.
Essential
Service
Chancellor’s
Office
Challenges
Lack of staffing depth
for pandemic
coordinator
Strategies
Pandemic flu
exercises
Inter-agency
agreements
Well trained EOC
Resources /
Help Needed
Access to county and
state level resources
Transportation
Emergency
Operations Team
Continuity of
Operations (COOP)
plan
Dining
Services
Isolation and
quarantine locations
Agreements with
multiple vendors
Uneven delivery of
supplies
Continuity of
Operations (COOP)
plan
Local food vendors
and restaurants
Quarantine/Isolation
plans and training
Stockpiling of supplies
Housing /
Residence
Life
Isolation and
quarantine locations
Agreements with
multiple vendors
Uneven delivery of
supplies
Continuity of
Operations (COOP)
plan
Eau Claire County
Health Department
Staffing
Quarantine/Isolation
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plans and training
Facilities
Management
Specialization of staff
Stockpiling of supplies
Cross training of
Relationships with
personnel
private companies
Lean staffing lines
Continuity of
Operations (COOP)
Plan
Multiple sources of
electricity, fuel, etc.
Communications
Learning &
Technology
Services
Ability to
communicate
message in
information saturated
environment
Consolidate
messages with other
PIO’s
Lean staffing lines
Continuity of
Operations(COOP)
plan
Specialization of staff
Cross training of
personnel
Dependency on
external networks
County and state level
PIO’s
Pre-script messages
UW System
Continuity of
Operations(COOP)
plan
Redundancy of
hardware
Written procedures
Human
Resources
Business
Services
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Maintaining
communication with
system and state
offices
Continuity of
Operations(COOP)
plan involving other
UW campuses
UW System
Maintaining electronic
communication with
banks
Maintain
communication with
system
Share resources with
other UW system
campuses
UW System
Maintaining
communications with
vendors
Continuity of
Operations(COOP)
plan
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University
Police
Ability to maintain 24
hour patrols
Pandemic flu
exercises
Local, county, and
state law enforcement
and national guard
Continuity of
Operations(COOP)
plan
University
Police
(cont’d)
Memorandums of
understanding
Identify alternate
sources of those able
to provide patrols
Student
Health
Services
Limited staffing
Traditional delivery
means increase risk
of transmission
Maintaining
communication
Implement triage
system
Local health clinics
and county public
health
Continuity of
Operations(COOP)
plan
Share resources with
other UW system
campuses
X.
What services can be temporarily suspended during a pandemic? All University
operations not listed above as an essential service can be temporarily suspended in
order to free up staff resources to concentrate on critical services or help support Eau
Claire County’s response to the pandemic or to limit spread of the illness.
XI.
How will you operate with staff shortages? A pandemic may cause staff
absenteeism near 40% because of illness, peoples staying home to take care of ill family
members, or people staying home for fear of being infected in the workplace. Strategies
to help address concerns and handle absences include:
A. Secure non-essential volunteer list
B. Cross train staff to perform other jobs
C. Train volunteers to perform jobs normally handled by staff
D. Encourage vaccination
E. Allow and facilitate working from home where possible
F. Mandatory sick leave for ill staff
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XII.
University of Wisconsin-Eau Claire Pandemic Influenza Planning Committee
A. Dr. Beth Hellwig, Committee Chair, Vice Chancellor Student Affairs/Dean of Students
B. Terry Classen, Director, Facilities Management
C. Craig Mey, Director Learning and Technology Services
D. John Baltes, Director, Loss Prevention and Safety
E. Chris Kirchman, Sargeant, University Police
F. Laura Chellman, Director Student Health Services
G. Mike Rindo, Special Assistant to Chancellor, Univ. Communications
H. David Gessner, Assistant Chancellor Budget and Finance
I. Chuck Major, Director Housing/Residence Life
J. Sodexo-Dining Services
K. Karl Markgraf, Director International Educatio
L. Student representative
XIII.
Plan Approval. This plan shall be reviewed and updated annually. A copy of this plan
will be provided to the Eau Claire City-County Health Department.
XIV.
Appendix
The Appendix shows the planning and possible responses to the levels of a possible
pandemic.
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Appendix
UW-Eau Claire Pandemic Influenza Planning and Response
Last Update: July 23, 2009
Level 1: Confirmed cases of human-to-human transmission (equates to World Health
Organization Alert Level 5)
Level 2: Suspected cases on campus or suspected/confirmed cases in the Northwest Region of
Wisconsin
Level 3: Confirmed cases on campus (consider what essential personnel should report to
campus)
Department/Func
tion
Vice Chancellor of
Student Affairs &
Dean of Students
(Pandemic
Coordinator)*
Level 1
o
o
o
o
o
o
Chancellor*
o
o
o
Provost
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o
Level 2 (in addition to
Level 1)
Review Continuity of Operations
Plan (COOP)
Identify a pandemic response team
with well defined roles and
responsibilities for preparedness,
response, and recovery planning
Monitor status of pandemic flu via
the World Health Organization
(WHO)
Update Cabinet on planning
activities and changes in WHO alert
levels
Communicate and benchmark with
other colleges
Assist other departments with
planning efforts as requested
Determine which administrative
units will provide essential
operations
Based on U.S. State Department
recommendations, recommend
campus community not to travel to
affected countries
Consider restricting movement on
and off campus for activities/athletic
events
Establish a plan for the continuity of
o
o
Activate Emergency
Response Operations
Evaluate information
on institutional effects
and determine which
non-essential
functions are to be
suspended
Level 3 (in
addition to
Levels 1-2)
o Maintain
contact
amongst all
team
members
o Consider
recommendin
g temporary
closure of
buildings and
suspension of
student and
academic
activities to
the
Chancellor
o Provide
oversight for
student, staff
and faculty
family
notification if
appropriate
o Consider
temporary
suspension of
classes or
closure,
including
shutting off
utilities if
necessary
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student learning during an outbreak
of pandemic influenza
Assistant
Chancellor for
Budget and
Finance*
Communications*
o
Establish a budget to procure
resources needed for pandemic flu
response
o
o
Develop a business continuity plan
Issue communications to campus
community regarding status of
disease spread, self protection and
university response
o
o
o
o
Dining Services*
o
o
o
o
o
o
Housing and
Residence Life*
o
o
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Develop Continuity of Operations
(COOP) plan
Train essential personnel on risks
and response
Alert Student Health Services when
encountering students with flu-like
symptoms
Identify potential rooms and/or
buildings to be used for quarantined
students.
Stockpile additional food stuffs and
water
Ensure that food delivery process is
planned and delivery supplies are on
hand
Follow business continuity plan (as
outlined in COOP)
Alert Student Health Services when
o
o
o
Work with Student
Health Services to
compose
communications for
the campus
community regarding
signs/symptoms,
protocol for referral of
suspected cases
Write scripts for
phone tree
Write and record
bulletins and updates
on University’s
Emergency
Information Hotline
Work with Student
Health Services along
with Eau Claire
City/County Health
Department to
determine if faculty
and staff and their
families should report
all flu cases and to
whom
Set up dining
command center
Enact emergency
phone contact tree
Identify meal delivery
need and method for
quarantined students
o
o
o
Set up housing
command center
For meals provided by
o Organize
phone banks
if necessary
(phone banks
can refer
callers to
emergency
services, take
messages,
support
rumor
control)
o Establish a
Media
Relations
Center:
coordinate
press
releases, and
manage new
teams and
interviews,
etc.
o Publish
messages on
a periodic
basis on UWEau Claire
web front
page
o Activate
quarantine
plans from
Level 2 in
coordination
with the Eau
Claire
City/County
Health
Department
o
o Activate
emergency
phone
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o
Housing and
Residence Life*
(cont’d)
o
encountering students with flu-like
symptoms
Identify potential rooms and/or
buildings to be used for quarantined
students and students who have no
available home to go to. Consider
use of FEMA trailers in the event of
needed quarantine during regular
school year.
Notify current occupants in spaces
that will be needed of the potential
for them to move their belongings
o
o
Sodexho (or other
meal provider),
identify meal delivery
system for quarantined
students
Establish means on
housing web site by
which displaced
students may report
their temporary
address
Prepare staff for
possible
university/residence
hall closure
contact tree
and other
communicati
on as
directed in
COOP
o Identify
student
events where
confirmed
patients have
attended
o Implement
hall
closing/quara
ntine plans as
needed and
coordinated
by health and
university
officials
Communicate with
parents of suspected
cases and explain
procedure
Establish phone triage
lines/communication
systems for Student
Health Services
Initiate poster, e-mail
campaign on selfprotection
Work with Eau Claire
City/County Health
Department to
compose
communications for
the campus
community regarding
signs/symptoms,
protocol for referral of
suspected cases and
work with the director
of University
Communications
to disseminate this
information
Coordinate mass
vaccination with Eau
Claire City/County
Health Department if
available
Work with
International Student
o Arrange
counseling
services
including
critical
incident
stress
management
for essential
staff
o
Student Health
Services and
Counseling
Services*
o
o
o
Develop a business continuity plan
Communicate with Eau Claire
City/County Health Department and
Western Wisconsin health officials
regarding pandemic planning
including mass vaccination
Establish policy on transporting
individuals to the hospital
o
o
o
o
o
o
o
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o
Student Health
Services and
Counseling
Services*
(cont’d)
University Police*
o
o
o
o
Learning &
Technology
Services*
o
o
o
o
o
International
Education
o
o
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Train officers on safety issues
regarding pandemic flu
Alert Student Health Services when
encountering students with flu-like
symptoms
Train and fit essential personnel for
respirators
Coordinate with Office of Loss
Prevention and Safety a plan for any
hazardous material cleanup
o
Develop a business continuity plan
Work with Communications office
to assess needs for webpage support
Assess supplemental
telecommunications/computing/hard
ware/software needs
Develop plan for adding volunteers
to public email addresses
Develop plan for distributing phone
calls to homes or phone banks
o
o
o
Services regarding
travel restrictions or
suspensions.
Work with Housing
and Residence Life
and Dining Services
regarding identifying
ill students, possible
quarantine or
isolation, adequate
cleaning, Counseling
Services sessions, etc.
Provide essential
personnel with
respirators
Implement policy on
transporting
individuals to the
hospital
Work with Student
Health Services to
arrange transportation
to mass vaccination
clinics when available
Purchase/contract for
supplemental
telecommunications/c
omputing
hardware/software
needs
o Secure
buildings &
post signage
o If necessary
Add
additional
phone lines
to emergency
team
operations
area,
quarantine
areas and
media
relations
center
o Assist with
email
message
distribution
o Provide
guidance for
forwarding
phones and
setting up
bounce
messages
Work to ensure that all international
travel restrictions are enforced
(work with Student Health Services
and Eau Claire City/County Health
Department)
Based on U.S. State Department
recommendations, advise the
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Facilities
Management*
o
o
Loss Prevention &
Safety*
o
o
o
Human
Resources*
o
o
o
o
Chancellor if international student
travel to and from the campus
should be suspended (work with
Student Health Services and Eau
Claire City/ County Public Health
Department)
Identify building ventilation systems
and establish a respiratory
protection plan
Review Continuity of Operations
(COOP) plan
Identify risk exposures for which
insurance can and cannot be
obtained including associated
financial impact
Identify steps that must be taken to
monitor and protect insurance
coverage
Benchmark risk management
response and insurance coverage
options with peer universities
Review Continuity of Operations
(COOP) plan
Monitor faculty and staff entering
from effected regions
Prepare a call-off policy
Identify personnel available for
telephone support work
o
Communicate with
UW System Office of
Safety and Loss
Prevention on
evolving campus
issues
o
Monitor levels of
absenteeism
o Stand by to
shut off
utilities as
directed by
the
Chancellor
under the
advisement
of the
pandemic
response
team
o Assess actual
risk/insuranc
e claim
issues
o Consider
activating
call-off
policy
Departments marked with an asterisk are considered to be those with essential personnel. Which
staff members are to report to work will be determined by departmental continuity of operations
plans.
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