University of Delaware
Pandemic Planning Guide for Academic Units
The US Centers for Disease Control and Prevention and the World Health Organization are advising that the H1N1 influenza strain that recently spread through the United States and other countries could mutate and become a more challenging strain this fall. With that possible scenario, the University of Delaware is preparing detailed plans to handle such an outbreak. We are asking you to join us in preparation.
In the event of a recurrence of H1N1 in the fall, the University could choose several courses of action to protect the employees, students and community from being exposed. Please take some time to consider the following scenarios and answer the questions in relation to your specific college/department/unit. You will find that this action plan you are putting together for your unit can be applied to many other types of disasters such as a severe snowstorm, hurricane or flood; not just to a disease outbreak such as pandemic flu.
Please submit all responses to Laura Rapp (), graduate student for Marcia Nickle, UD’s Emergency Preparedness Coordinator by July 31, 2009. Any questions can be directed to Marcia Nickle () or Krista Murray ().
We realize this is a very short turn around time, but hope you can appreciate the pressing concerns we have for what may arrive in the fall and can understand our sense of urgency.
Department Name: School of Marine Science and Policy (Sharp Campus, Lewes)College Name: College of Earth, Ocean and Environment
Department Contact: Joe Scudlark
Phone Number: 302-645-4300
Email:
University Action A: Social Distancing and Cancellation of Large Events
The University may decide during a disease outbreak to recommend social distancing. The goal of this would be to minimize contact between people, thereby minimizing the spread of the disease. This could include cancelling large events and limiting the numbers of non-university personnel coming on campus, however student-only events such as intramurals and classes would continue. This is similar to how the April-May 2009 H1N1 outbreak was handled.
If this is done:
ð What critical functions would be impacted by the cancellation of large events and close personal contact?
Coast Day, Honors Day, thesis defenses, public and professional seminars, continuing education classes, campus tours
o How could these critical functions be handled?
They would be postponed or cancelled.
ð If you have large events/gatherings (seminars, meetings, etc.), how would you notify attendees and faculty/staff/students that the event has been canceled?
Using the same mechanisms by which the event was announced (Email, web site, press releases) and placing signs of building entrances.
ð Who would determine what needs to be canceled?
CEOE Dean would make the ultimate call, with guidance from SMSP Director.
ð Are there other options for having the event without close contact between attendees and what needs to be in place in order to do this?
N/A
ð If the outbreak/situation is impacting the region or nation, do you have faculty or students off-campus whose situation may need to be considered (i.e., study abroad, clinical rotations, sabbatical leaves or research trips)? Yes.
o Who will remain in contact with them to assess the situation and how will they remain in contact?
SMSP Director and CEOE Dean; via email and if necessary, phone.
ð Are there any means for teaching courses without congregation of students?
o What would need to be in place in order for this to occur?
ITV
ð Do your students come in contact with the community or other special populations (Early Learning Center, College School, Lab Preschool)? N/A
o If so, how can you communicate with these groups to update them on the situation and answer concerns they might have?
ð Other considerations from your unit not previously discussed?
N/A
University Action B: Cancellation of Classes and Preparations to Close University
The University may cancel classes, in addition to major events, during a natural disaster or disease outbreak. This could be a short-term cancellation (one or two days) or it could last longer.
If this is done:
ð What critical functions must take place even if classes are cancelled?
Research
o How will they be performed and by whom?
Principal investigators.
ð If you have students on hospital clinical/student teaching rotations and they are not able or allowed to go out on that rotation, how will the missed time be handled?
N/A
o Who will remain in contact with them and how will this take place? (Remember, this could be a short duration, but it could be an extended cancellation as well)
ð If you have students working on campus (i.e. Early Learning Center, College School, Lab Preschool), how can you communicate with these groups to update them on the situation and answer concerns they might have?
N/A
o Will these locations remain open, and if student help is not available, how will this impact your operation?
ð If you have animals, plants, or other items that must be tended regularly and you rely on student help, who will do this if the students do not come in?
Principal investigators and/or graduate research assistants, with as limited staff as possible
o How will it be completed?
Case by case
ð If classes are cancelled and you rely on student help in your department, how will the essential work functions of the students be completed if they do not come in, and by whom?
N/A
ð Other considerations from your unit not previously discussed?
University Action C: Closing of Residence Halls, Administrative
Buildings and Entire Campus
The University may close residence halls, administrative buildings, and possibly the entire campus. This could be a short-term closing, such as during snowstorms for up to a few days, or it could be an extended closure in a major disaster or extensive disease outbreak lasting weeks.
If this occurs:
ð What critical functions must take place?
o How will this happen and by whom?
O&M (B. Campbell) will maintain the building environmental conditions (heat, electricity, etc.) P. Dumigan in inn charge of the servers.
ð If the outbreak/situation is impacting the region or nation, do you have faculty or students off-campus whose situation may need to be considered (i.e., study abroad, clinical rotations, sabbatical leaves or research trips)?
At any one time there are usually several faculty members who are off-campus for professional meetings, research cruises, vacation or sabbatical.
o Who will remain in contact with them to assess the situation and how will they remain in contact?
SMSP Director and CEOE Dean or their designate will maintain contact via Email or phone.
ð If you have students on clinical/teaching rotations and they are not able or allowed to go out on that rotation, how will the missed time be handled? (Remember, this could be a short duration, but it could be an extended cancellation as well)
N/A
o Who will remain in contact with them, and how will this take place?
ð If you have animals, plants, living organisms or research projects that must be tended regularly, who will do this and how?
Principal investigators and/or graduate research assistants, with as limited staff as possible
ð If you have labs, do you have emergency contacts/point of contacts for each of them?
Yes.
o Are they available to necessary personnel from an off-campus location?
Yes.
ð If you have labs, how will they be prepared and made safe before/at the time of closure and by whom?
Faculty members will assess their own labs and how they need to be secured.
o List the concerns and procedures to be followed.
ð If you have labs with hazardous operations, will they be shut down and if so, how and by whom?
o Can they be shut down for an extended time, and how long will it take to complete this?
o List procedures for these operations and who can perform them.
ð If you have critical supply needs (animal feed/supplies, liquid nitrogen, compressed gasses, etc) how can you assure delivery or prepare for the possibility of interruptions in delivery?
Most labs maintain a back-up supply that would last for days-weeks. If deliveries are interrupted for longer periods, there is no contingency.
ð If you have critical collections in your department/college/unit which are dependent on energy, temperature control, etc, have measures been taken to ensure their protection in the event of a University closure (i.e., backup generator, sufficient fuel or gasses, etc)?
Back-up generators are available to supply power for periods lasting from hours-days. There is no practical provision to supply power for longer interruptions.
o List the needs and describe the procedures to be followed.
Critical circuits have already been identified during past power outages.
ð Other considerations from your unit not previously discussed?
University Action D: Campus Operations Restored
When the University restores campus operations following the event:
ð What will need to be prepared for the return of the faculty/staff/students?
o Who will do this?
ð Prior to restoring hazardous operations in labs, assure all critical services are operational (ventilation, alarms, etc).
o Who will handle this and communicate the status to the users?
o O&M (B. Campbell), will assess ventilation alarms, hoods, etc. Other aspects of facility readiness will be assessed by and communicated through the Lewes Safety Committee (G. Luther), Lab & Facilities Mgr. (J. Scudlark), and School Director (C. Epifanio).
ð Other considerations from your unit not previously discussed?