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Avian Flu Plan: Appendices > Appendix N <- You Are Here

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Appendix N: Departmental Closing Plan [PDF]

(Tasked to Deans, Directors, and Department Heads [3D's])
  1. 3D's will receive a draft Departmental Closing Checklist to assist in the planning required to shut down once directed by the President.

  2. Divisional orientation and planning meetings will be held to explain the checklist and review shutdown procedures.

  3. 3D's are to identify any mandatory and essential function(s) or operation(s) to remain partially or fully-functional (as required), once the campus has closed.

    1. Each function or operation is to be briefly described, as well as every location to which approved individuals will be granted access must be listed (both in terms of buildings and room numbers).

      1. Individual research projects should be listed by title, reason for its continuance, building name(s) and room numbers.

    2. The names of the individuals (i.e., service providers) that will be tasked with assuring each function/operation will be provided. (This begins to serve as the list of approved individuals to be granted access by Public Safety to the campus once entrances are closed and checkpoints are set up.)

      1. Associate specific employees with critical/essential research project.

      2. The names of "back up"individuals must be provided to support each function/operation in the event of extended or permanent absence of any primary service provider.

      3. When certain operations, functions, or services can be provided by multiple individuals without the need for a primary service provider (e.g., any number of maintenance mechanics can be called in for emergency maintenance service calls), provide a list of all eligible employees who may be called upon to provide services during the TCC.

    3. Provide a list of each instance when a service company has been contracted to provide mandatory or essential services during the TCC (e.g., elevator maintenance contractor, chilled water treatment contractor, etc.), and anticipated days on which these services are scheduled.

      1. Provide a list of names of any non-UMD contracted employees (i.e., off-campus service providers, affiliates) who are to be granted access during the TCC.

  4. 3D's are to submit their departmental shutdown plans and list of mandatory/essential operations to each Vice President or designee after divisional orientation meetings.

  5. Each Vice President will forward an approved list of mandatory/essential functions/operations and lists of approved employee, contractor, and affiliate names to the Department of Public Safety after receiving all departmental plans.
Department Pre-Closing—Considerations

Pre-Closing Action Tasks
  1. Identify any or all mandatory or essential operations, functions, or services to be staffed and maintained by members of your department, by off-campus service providers, and/or by affiliates that must remain partially or fully in operation during the temporary closure of the campus (TCC) period.

  2. Identify the essential staff members who are responsible for each task, as well as back-ups. Essential staff should be notified in writing of their status, and should be advised of the communications protocol in a TCC (i.e., daily call-in procedure). Essential staff should be told that they are not to report to work if they are sick and must call in when they are recovered. Essential staff should be offered influenza vaccinations and/or anti-viral medication if available to encourage compliance with this policy.

  3. Identify which, if any, work assignments can be completed from home by essential employees during a TCC.

  4. Ensure departmental communication plan is in place and all employees have been notified of the protocol. Employees should update telephone contact information in PHR, as necessary.
> Business and Administrative Operations
  1. Continue to encourage employees to enroll in direct deposit as on-campus paycheck distribution will be suspended in a TCC.

  2. Ensure that any cash and check receipts on-hand are properly deposited through the Bursar's office prior to closure. For cash handling operations such as Dining Services, some small level of cash reserves should be kept on-hand in the Central Vault at the Bursar's office to resume operations upon opening. Departments requiring cash reserves at the time of re-opening should contact the Bursar's office to arrange for Central Vault storage.

  3. Identify how current staff will continue to process PHR timesheet approvals and assure sufficient back-up approvers are created to process timesheets and any other payroll transactions in the event of extended or prolonged incapacitation of current employees. Ensure that all PHR timesheets and transactions are reviewed and approved prior to closing.

  4. Identify which and how staff will continue to review/approve P-Card and T-Card (Visa and Travel card purchases) for 1-2 months for those departments that completely suspend all activities, or for every month that essential departments continue to make P-Card purchases. Ensure that all P-Card and T-Card transaction reviews and reallocations are made timely prior to closure.

  5. Ensure that all necessary ELF transactions (FRS, travel reimbursement, tuition remission, etc.) are reviewed and approved prior to closing.

  6. Identify any service contracts that include terms for services on- or off-campus that must be curtailed once the TCC is announced. Prior to the renewal of the service contract, work with Procurement and Supply to revise terms of the contract to allow for suspension of services with the TCC.

  7. Departments that maintain network servers containing essential business databases and other files should determine the best means to continue these IT services to their staff (if essential access to department files remains necessary during the TCC) or to back up all data files and shut down its servers (if no essential services remain during the TCC).
> Recruitment and Selection Processes
  1. Temporarily suspend all open faculty and staff searches and notify applicants that searches will continue once the campus re-opens. UHR will notify non-exempt applicants of open searches; hiring units will be responsible for notifying faculty and exempt candidates of open searches.

  2. Beginning September 1, 2006, Search and Selection plans for faculty and exempt positions should include a statement to the effect, "in the event of a Temporary Closure of Campus (TCC), open searches will be temporarily suspended, but will continue once the campus re-opens."
> Contracts for Space Reservations, Service Delivery, and Recurring Deliveries of Supplies
  1. Identify any service contracts that include terms for services on- or off-campus that must be curtailed once the TCC is announced.

  2. Prior to the renewal of any annual service contract, departments will work with Procurement and Supply to revise the terms of the contract to allow for a suspension of services in the event of a TCC.
Departmental Closing Action Tasks

(To Be Implemented upon Declaration of a Temporary Closure of Campus [TCC])

> Closing of Offices, Work Rooms, Shops, and Lab Areas
  1. Change messages on all active voicemail—both departmental numbers, and individual employee numbers.

    1. For departments expected to fully suspend on-campus operations, consider use of the following voicemail message:

      "Please listen to this important message: Beginning on xxxxx, xx, 2006, the Office/Department of ___________ at the University of Maryland, College Park, will be closed until further notice. Should you have an emergency, please call 911, or contact the University of Maryland Department of Public Safety at 301.405.3555. Messages left on this voicemail (will/will not) be checked periodically.

    2. For departments anticipating partial delivery of mandatory/essential services, consider use of the following voicemail message: Sample text for this scenario will be developed during the Fall 2006 semester.

  2. Secure departmental assets: credit cards, keys, office equipment, building entry access cards, and other high value assets.

  3. Ensure that any cash and check receipts on-hand are properly deposited through the Bursar's office prior to closure.

  4. Submit and approve PHR timesheets and outstanding ELF forms.

  5. Set thermostats to 65 degrees in the winter, and 78 degrees in the summer.

  6. Inspect, close and lock all ground floor accessible windows.

  7. Remove all food and other items from office refrigerators. Unplug each unit and leave doors open.

  8. Remove live plants by allowing employees to care for them at home.

  9. If applicable, refer to Checklist for Temporary Closure of Laboratories, Appendix Q.
> Employee Health and Safety
  1. Distribute appropriate Personal Protective Equipment (PPE) and Voluntary Personal Equipment (VPE) and instructional materials to appropriate staff (i.e., service providers and other remaining on campus during the Closing activities) in accordance with Appendices C, D, and E of this document.

  2. On the day the campus closes, collect unused PPE and deliver to the Department of Public Safety for possible to re-distribution to essential service departments.
> Departments with Mandatory/Essential Functions, Operations, and Services
  1. Receive and distribute PPE and VPE supplies and instructional materials. Distribute to appropriate staff (i.e., service providers and other remaining on-campus during the closing activities) in accordance with Appendices C, D, and E of this document.



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