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Avian Flu Pandemic Plan
Introduction
Pre-Level 1
Level 1
Level 2
Level 3
Level 4
Recovery
Appendices

Areas of Institutional Response:

Communications
;Academic Programs
Health and Safety
Student Life
Administrative Services
Transportation and Controlled Access
 

Avian Flu Plan > Student LIfe <- You Are Here

Student Life

Student housing will be maintained as long as classes are in session. Once classes are canceled, steps will be taken to close all University-owned and private-public residences. Temporary emergency shelter will be provided for a limited number of students who have difficulty leaving the campus (e.g., international students from countries impacted by the pandemic). Dr. Deborah Grandner, Director of Resident Life, and Michael Hayes, Director of Fraternity and Sorority Life, will coordinate. As long as residence halls are open, food service functions will be maintained, although modified. Dining Services will provide food service for staff and students in an infirmary facility. Patricia Higgins, Director of Dining Services, will coordinate.

If an outbreak abroad endangers students or faculty in study abroad programs, the Office of International Education Services will respond to the situation, and will facilitate the evacuation of students, should it become necessary. Valerie Woolston, Director of International Education Services, and Dr. Michael Ulrich, Associate Director of International Education Services and Study Abroad, will get in contact with the entire faculty and staff affected abroad and will develop a response plan.

PRE-LEVEL 1

Student Life:
•Staff in Resident Life, Residential Facilities, Dining Services, Fraternity and Sorority Life, and Off-Campus Housing will finalize emergency protocols including: identification of essential employees, closing of residence halls and University-owned fraternity and sorority houses, closing of dining services facilities, management of a temporary housing shelter, and management of issues related to the use of University housing facilities by governmental agencies. Specific plans for the Department of Resident Life, Residential Facilities, Office of Fraternity and Sorority Life, and the Department of Dining Services are found in Appendices I, J, and K.

•Staff will be advised of duty expectations during the closure for staff not required to come to campus, but who still maintain professional responsibilities (e.g., Office of Fraternity and Sorority Life leadership staff, etc.)

•Information will continue to be distributed to all students (living on or off-campus, undergraduate and graduate students) regarding planning issues including: what they should bring to campus or obtain once here, evacuation planning (where to go and how to get there), contacts with family and friends, and financial issues. Hard copy handouts as well as Websites will be used. Training will also occur in any regular meetings with students.

•The Office of Fraternity and Sorority Life will make contact with house corporations from the privately-owned fraternity and sorority houses advising them of the University's plans to close all residences in case of Level 2 and offering assistance.

•The Study Abroad Office will provide information regarding the potential pandemic in orientation programs and distribute emergency cards. The Study Abroad Office will also assess risks to areas where students will be traveling. The Study Abroad Emergency Action Plan is in Appendix L.
LEVEL 1

First cases of efficient human-to-human transmission internationally—Campus open, business as usual, enhanced planning

Student Life:
Dining Services will:
•Increase supplies to cover modification of food provision to carry-out only (i.e., carry-out containers, disposable utensils, individual beverages, gloves for food handlers, portable card reader, etc.)

•Increase convenience shop inventories in anticipation of a rush on food, water, and supplies.

•Determine final staff (with names) for the functioning of Dining Services during the closing phase and for the basic operation of Student Union Catering (Infirmary support).

•Establish a liaison for Dining Services, Resident Life, and Fraternity and Sorority Life to coordinate emergency feeding needs and availability.

•Monitor the delivery of supplies.

•Increase the security of supplies.

•Pre-position equipment necessary for emergency service operations.

•Continue education of students and staff regarding Dining Services' operations in case of campus closure (e.g., all dining facilities will close quickly and only South Campus Dining Hall will remain open with carry-out service for two meals per day, students will be limited to one meal per serving period, and no cash will be accepted). Include related information on department Website.
Resident Life and Residential Facilities will:
•Finalize bulk purchases of kits for live-in staff (i.e., same as UMPD issues to officers); finalize residence hall storage locations for medical supplies, bottled water, and non-perishable foods.

•Identify staff members at all levels who may be required to have direct close contact with sick persons; identify and communicate requirements for student employees at Levels 2, 3, and 4.

•Finalize contingency plans for students who will depend on campus housing for some period after a campus closing/evacuation (e.g., international students, including many residents of Dorchester and St. Mary's Halls, residents who cannot travel home because of distance or travel restrictions).

•Outline special needs of live-on staff members (RAs, CAs, CSSs, RDs, GACs, CDs, etc.) and their partners and families; identify alternate staff accommodations for certain crisis situations.

•Identify students whose home addresses are in areas of the world affected by early human-to-human cases; offer support to these students.

•Continue normal housekeeping services utilizing standard cleaning products and protocols.

•Prepare to accommodate any students returning early from Study Abroad.

•Make plans for tracking and tabulating all costs associated with influenza pandemic preparations and implementation of plans.

•Continue education of students regarding their own planning as well as University plans.

•Address students' stockpiling of food and supplies, including pest management.
Fraternity and Sorority Life will:
•Assist students in their planning for evacuation.

•Identify students whose home addresses are in areas of the world affected by early human-to-human cases; offer support to these students.

•Continue normal housekeeping services utilizing standard cleaning products and protocols.

•Make plans for tracking and tabulating all costs associated with influenza pandemic preparations and implementation of plans.

•Print most recent chapter rosters and room-by-room housing lists for future use.

•Outline opportunities to reach chapters in mass meetings as needed and continue education of students regarding their own planning as well as University plans.

•Address students' stockpiling of food and supplies, including pest management.
Resident Life and Fraternity and Sorority Life, in concert, will:
•Train staff on how to discuss issues fully.

•Establish appropriate liaison relationships among the following: Fraternity and Sorority Life, Graduate Gardens/Hills, The Courtyards, South Campus Commons, living-learning partners, Resident Life, and Dining Services.

•Understand the scope, location, and extent of services available from Dining Services, Health Center, and Counseling Center as the crisis unfolds.

•Post references to the institutional plans for Avian Flu on their Websites, urging precautions be taken and outlining campus contingency plans to combat spread. The same information might also be communicated via direct e-mail to the parent distribution list.

•Share information about resources for coping with fears (e.g., Counseling Center, chaplains), and facilitate counseling staff in getting into the communities in small groups to assist staff and students.
International Education Services will:
•Set up travel advisory network for students who may wish to return home.

•Use Work-at-Home inventory to prepare for Levels 2, 3, and 4.
Study Abroad will:
•Continue communication with Study Abroad sites.
LEVEL 2

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)

•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
Student Life:
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 day—brunch and dinner).

•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 and Residential Facilities:
•Resident Life staff will begin closing all residence halls.

•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.
Fraternity and Sorority Life staff will:
•Begin closing all fraternity and sorority houses.

•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.
International Education Services staff will:
•Make decisions about immigration coverage.

•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.
Study Abroad staff will:
•Notify staff, faculty directors and students abroad.

•See Appendix C, Protocol for Personal Protective Equipment Use by Employees, for additional details.
LEVEL 3

Within 1-5 days of declaring Level 2 and depending on national and local conditions—All University residences will close; thereafter, as soon as practicable, most administrative offices and academic buildings will close

Student Life:
Dining Services staff will:
•Coordinate vendor deliveries to one location.

•Close South Campus Dining Hall, The Diner, North Campus and Commons shops, all satellite, and Stamp Union operations.

•Move Stamp Union Catering kitchen to 24 hour operation.

•Require a senior staff member on duty at all times.
Resident Life:
Residential Facilities and Fraternity and Sorority Life staff will:
•Implement Web cast staff meetings.

•Assure extra supplies are in place in buildings scheduled to accommodate students during closing.

•Respond to forced departures/closing of residence halls and houses: instructions to students, timeline, dealing with parents, and securing possessions.

•Relocate live-in staff and students who cannot leave.

•Prepare to execute isolation if ordered—feeding, sanitation, voluntary departures, and services during isolation.

•Scale back services and close 24 hour desks.
International Education Services staff will:
•Assist students with decisions to stay or leave the U.S.

•Ensure flow of immigration documents are ready for students who wish to leave the U.S. and return at later date.
Study Abroad staff will:
•Notify students, faculty and staff who are abroad.
LEVEL 4

As soon as practicable following Level 3—Campus closed; declared emergency condition; evacuation of campus; all facilities closed except skeletal services for infirmary, temporary emergency shelter housing for students with extreme hardships, and essential research; access to campus is sealed off; closure is sustained.

Student Life:
Dining Services staff will:
•Inform Health Department of unit closures.

•Close all locations.

•Maintain catering kitchen in Stamp Union 24 hours per day for infirmary support.

•Distribute food and water to those traveling long distances, if supplies allow.

•Safeguard remaining food supplies.
Resident Life and Residential Facilities staff will:
•Monitor sanitary conditions of vacated residence halls.

•Monitor building access systems in order to control unauthorized entry to closed halls.

•Manage access/entry to halls remaining open as temporary emergency shelter.

•Assist with relocation of students to temporary emergency shelter.

•Provide services to students who remain in temporary emergency shelter—safety and security, sanitation, access, staffing, counseling, and communication.
Fraternity and Sorority Life staff will:
•Ensure adherence to forced evacuation.

•Monitor sanitary conditions of vacated houses.

•Control unauthorized entry to closed houses.

•Assist with relocation of students to emergency shelter.

•Ensure sufficient services to students who remain in emergency shelter—safety and security, sanitation, access, staffing, counseling, and communication.
International Education Services staff will:
•Assist undergraduate international students in identifying temporary housing options for the length of the TCC.
Study Abroad will:
•Notify students, staff and faculty who are abroad.
All Student Life units will:
•Work with Dining Services, Resident Life, Residential Facilities, Fraternity and Sorority Life, and Health Center to determine location and needs of people who cannot be evacuated or have been temporarily reassigned.

•Document evacuation destinations for staff to maintain phone contact.

•Monitor well-being, health and morale of essential staff that may be required to remain on campus.
RECOVERY

Recovery stage once pandemic is under control—Campus poised to re-open
Resident Life, Residential Facilities and Fraternity and Sorority Life staff will:
•Continue security program for unoccupied halls and houses.

•Implement cleaning protocols and inspections required before residents can return; reinstate cleaning contracts for houses.

•Conduct 'by room verifications' or similar process to determine which residents have not returned by certain key dates.






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