Level 2: (U.S. Government Response Stage 4)
First verified case in North America AND one or more other triggering events (listed below)Implement social distancing measures; cancel classes and other scheduled activities; prepare for closing; begin liberal leave for non-essential employees, healthy essential employees report
Decision criteria/triggering events:
•World Health Organization declaration of Phase 6Pandemic period: Increased and sustained transmission in the general U.S. population
•Confirmation of a high rate of infectivity, morbidity (rate of infection) and/or mortality (death rate) as identified by the Centers for Disease Control and Prevention's Pandemic Severity Index
•Rate/speed of disease spreading
•Local public health recommendations to curtail/cancel public activities in county or state
•Falling class attendance, students leaving campus
•Rising employee absenteeism
•Other regional schools/school systems closing
•Transportation systems closing/curtailing interstate travel
•Cases in the local Mid-Atlantic area occurring early versus late in the overall U.S. experience with the unfolding pandemic
•Information on the Emergency Preparedness Websitewill be updated as needed to educate the campus community regarding flu signs/symptoms and when/where to seek help. Opportunities for responsive on-line communication will be provided by University Marketing and Communication.
•E-mail alerts will be sent to students, faculty, staff, parents/families, Trustees, Regents, State officials, and vendors apprising them of the status of activities on campus and steps being taken by the institution.
•Media will be alerted to the status of activities on campus and steps being taken by the institution.
•All units will keep staff in their areas informed of the current status of the pandemic and institutional responses.
•All units will update websites for closing status.
•All units will maintain staff phone trees.
•All units will publicize Health Center protocols for hand hygiene and cough and sneeze etiquette.
•All units will implement a procedure for dealing with a possible increased media presence, including access issues, and referrals to campus public information staff.
•The Health Center staff will educate the campus regarding signs/symptoms and when/where to seek help.
•Signs will be posted at entry doors of the Health Center notifying patients with coughs to put on mask.
•Health Center personnel will conduct frequent consultation with the County and State health departments.
•Resident Life and Fraternity and Sorority Life will announce that all University housing will be closed imminently, and students will need to prepare to evacuate.
•Resident Life and Fraternity and Sorority Life will communicate Health Center protocols for infection control in areas such as residence halls where social isolation is difficult.
•Resident Life and Fraternity and Sorority Life will e-mail students directly affected by campus action (e.g., evacuation, social isolation, relocation) specifying actions they must take.
•International Education Services will send an IESNEWS issue to all international students giving options for action for students so they can prepare to make difficult decisions if necessary.
•Study Abroad staff, faculty directors (if overseas), and students will be notified of emergency contact information, including home phone numbers, of the Study Abroad and IES staff. A link will be placed on the Study Abroad Websiteto the Emergency Preparedness and Health Center Websites.
•Signs will be posted at Dining Services' facilities stating anticipated closing of each facility and directing customers to South Campus Dining Hall.
•The Department of Environmental Safety will manage the distribution of information and consult on regulatory issues regarding the use of Personal Protective Equipment, the Instructions for Employees Who Request Voluntary Use of a Respirator, and the Protocol for Cleaning and Disinfection of Environmental Surfaces. These three documents are found in Appendices C, D, and E.
•On-campus classes will be canceled.
Health and Safety
•Alternative instruction methods will be employed where possible.
•Most research activities that depend upon campus facilities will be temporarily suspended. A checklist to guide the temporary closure of laboratories is found in Appendix Q.
Health Center staff will:
•Work shifts adjusted for 24 hour coverage.
Counseling Services staff will:
•Post notices at all entry doors notifying patients to put on masks.
•Establish fever clinics.
•Conduct influenza testing of patients.
•Separate acute illness services, suspend routine care if needed.
•Classify all staff as essential.
•Activate infirmary (50 emergency beds on lower level of Health Center).
•Suspend day-to-day operations.
PPE (For complete protocol, see Appendix C)
•Implement on-call crisis management (psychological first-aid) procedures in response to trauma (24/7).
•Assess need and provide short-term stress counseling for the campus community.
•Attend to first responders (healthcare workers and campus police).
•Designate all professional psychologists and counseling staff as essential (including at least one interpreter for the deaf).
•Healthcare providers (medical personnel) will follow airborne precautions including utilizing a fit-tested respirator for close contact with suspected/confirmed cases.
•Healthcare workers (non-medical personnel working in Health Center or facility housing sick/symptomatic individuals) will wear gloves and respirator when entering patient-occupied rooms.
•Emergency medical transportation personnel will provide and require use of surgical masks for patients. Vehicle cleaning personnel will be encouraged to use gloves and respirator.
•Evacuating students will be provided surgical masks.
•All essential staff will be provided respirators for use during shut down period.
•See Appendix C, Protocol for Personal Protective Equipment Use by Employees, for additional details.
Dining Services staff will:
•Begin to close all services except South Campus Dining Hall and emergency support (convenience shops will close, Late Night Service will close, but all other facilities will remain open on the day of announcement; next day, only South Campus Dining Hall and The Diner will be open providing carry-out meals only two times per daybrunch and dinner).
Resident Life and Residential Facilities:
•Begin infirmary support in Student Union catering kitchen.
•Begin 24 hour alert, ensuring one senior staff member is on campus at all times.
•Document expenses of feeding students/faculty/staff not on meal plans.
•Resident Life staff will begin closing all residence halls.
Fraternity and Sorority Life staff will:
•Resident Life and Residential Facilities staff will initiate residence hall storage action plans.
•Resident Life staff will assist with departures from residence halls.
•Resident Life and Fraternity and Sorority Life staff will send mass e-mails to the residential community outlining the institution closing, closing of residences, campus evacuation and other campus actions (e.g., evacuation instructions, evacuation services by DOTS, online instruction, service levels to be maintained/curtailed during evacuation, event cancellations, travel restrictions, visitor restrictions, pre-emptive building closings, direct e-mail to parent distribution list, and lack of access to campus during the closure.)
•Preliminary data for Fall 2006 suggest, 60% of residence hall students will have permanent addresses within 45 miles of the UM campus, and 91% of residence hall students will have permanent addresses within 250 miles (i.e., five hours driving time) of the campus. About 8% of residence hall students will have permanent addresses within the continental United States but more than five hours driving time from campus. Less than 1% of residence hall students will have permanent addresses outside the continental United States.
•Begin closing all fraternity and sorority houses.
International Education Services staff will:
•Initiate house property storage plans.
•Assist with departures from houses.
•Review special circumstances for off-campus fraternities; contact house corporations and advise of University�s actions.
•Make decisions about immigration coverage.
Study Abroad staff will:
•Implement travel advisory procedures for students who may wish to return home.
•Hold advising sessions for students who may wish to stay in the U.S. during Levels 3 and 4.
•Notify staff, faculty directors and students abroad.
Facilities Management will (See Appendix E for more specific cleaning and disinfecting protocol):
Transportation and Controlled Access
•Require all healthy essential personnel to report and maintain all essential facility services.
•Eliminate routine maintenance.
•Distribute sufficient and accessible soap, alcohol-based hand hygiene products (e.g., Purell), tissues and receptacles for their disposal.
•Follow facility procedures, including regular cleaning of patient-occupied rooms in the Health Center.
•Use any EPA-registered hospital detergent/disinfectant for cleaning Health Center and emergency medical transport vehicles during a local outbreak.
•Give special attention to frequently touched surfaces in addition to floors and other horizontal surfaces.
•Handle blood and other bodily fluid spills in accordance with blood-borne pathogen procedures.
•All healthy essential personnel will report and services will continue.
•Bursar will contact State Central Payroll Bureau to process payroll if needed.
•Procurement will coordinate with departments to identify and prepare "Suspension of Work" and "Termination for Convenience" notifications to service contract vendors.
•Procurement and Comptroller will facilitate and expedite emergency supply and service orders.
•Comptroller will prepare to implement manual processes for cash deposits, cash disbursements, procurements, vendor disbursements and billing of student and contract/grant receivables in the event that mainframe systems become unavailable.
•Comptroller will coordinate requests for resource assistance from other delegated Accounts Payable offices on campus to assist with vendor payment processing if needed.
•Healthy essential regular, C2 and C1 employees shall report to work.
•Non-essential regular and C2 employees will be granted paid administrative leave.
•All staff will be instructed on remote desktop access procedures.
•Protocols for reporting sick absences will be finalized and communicated.
•All units will monitor staffing levels, health, morale, and absenteeism.
•All units will reassign staff if necessary.
•All units will monitor impacts/revised service expectations related to liberal leave.
Transportation Services staff will:
•Implement exposure control plan if buses are used to transport sick individuals. This will include:
•Begin to implement campus evacuation procedures with other campus departments.
- Surgical masks for symptomatic riders
- Surgical masks for drivers if they request them
- Normal cleaning procedures. During a local outbreak, clean surfaces that are frequently touched with the hands with an EPA-registered disinfectant. See Appendix E for additional details.
•Implement reduced workforce transit operations plan as employee absenteeism increases.
•Identify sources of antiviral medication and relay to staff.