Being Prepared: Disaster and Crisis Planning Sarah Daignault Executive Director, NBOA Mohonk...

National Business Officers Association

Being Prepared: Disaster and Crisis Planning

Sarah DaignaultExecutive Director, NBOA

Mohonk ConferenceMay 3, 2007


Why are you here today?

Pandemic Info


Why Plan?

Disasters and Crises are a part of human historyPlanning will allow for better response, even though you can’t plan for every contingencyPlanning can be adapted to fit other disaster scenariosOnce a disaster hits, there is no time to plan


How Many Plans?o By type of Disaster

o Fireo Floodo Pestilence

o By type of Responseo Evacuation of Buildingso Lockdowno Evacuation of Campus

National Business Officers AssociationAssess the risks for your school

Likelihood

Severity

Low High

High

Low

National Business Officers AssociationNBOA Disaster Planning Experience

Institute for Advanced Financial Management held in October 200625 business officers and 9 experts worked through a pandemic flu scenarioCreated outline of a disaster plan for independent schools


NBOA Disaster Planning

Breakout Groups Focused on:Business Operations and GovernanceEmployee IssuesFacilitiesStudents and Education

National Business Officers AssociationBusiness Operations and Governance

Risk Management/Crisis Management TeamEnrollment Contracts

Review now, with your culture in mindKeep it flexible

Cash Flow & Institutional RelationshipsHow much cash required for critical needs, and how much do you have at lowest point?Are bank and payroll provider prepared?


Outside Service ProvidersHave they made adequate plans?Look for backups and cooperative options.

Technology & Redundant Communications

Arrange for backup or remote web-hosting.Arrange for remote access to your system and to bank and payroll providers.

Automated Communications to Families


Business ContinuityIdentify essential functionsCross-train staffList of passwords, important websites, etc.

Plan for Shutting Down FacilityDisposal of perishable goodsMaintenance issues - how to keep pipes from freezing, etc.


Employee IssuesEmployment Contracts

At will languageDon’t define school year - make it flexible

Leave PoliciesStandard policy that allows flexibilityReturn to work guidelinesWork from home guidelines


Employee IssuesAbility to Continue Salaries and Benefits

Work with faculty to determine best course of actionCoordination of benefits, COBRA, etc.

Emotional/Psychological TollPeople will lose loved onesAcknowledge losses in keeping with your school’s culture


FacilitiesEvacuation Plans (particularly for boarding)

How will you get students home?If they can’t go home, where will they stay?

Proper HygieneConstant hand washingSneeze and cough etiquetteStay home if you’re sick!!!


FacilitiesStockpiling

Need 1000 calories and 2 gallons of water, per person per day

Community Use of FacilitiesCheck with local emergency management officials - might be planning to use your schoolWork with them - what are their priorities and what might your school offer?


FacilitiesPhysical Security

Hope for the best, expect the worst To what extent are you willing to protect your assets?

Isolation, Quarantine, MorgueSeparate those who may be sick and those who are, and plan for a place to hold the dead

If you evacuate, plan for the animals.


Students and EducationContinuing education during closure

Assess ability to offer e-learningFaculty to create 3 weeks’ worth of lessons

Effect of long-term closure (college placement, lost credits, etc.)Communications plan to parentsDeep emergency contact list


Vocabulary Lessono Pandemico Mutationo Reassortmento H5N1o U and W shaped mortality curveso Social Distancing


What is a Pandemic?An epidemic (outbreak of infectious disease) that spreads across a wide geographic region or the worldAccording to the WHO, a pandemic exists when:

there is the emergence of a disease new to the population the agent infects humans, causing serious illness the agent spreads easily and sustainably among humans


Recent Epidemics

AIDS AIDS EbolaEbolaSARSSARSMonkey poxMonkey poxBird fluBird flu


Seasonal vs. Pandemic FluSeasonal influenza

Peaks December thru March in U.S. 36,000 deaths/200,000 hospitalizationsFrail, elderly and very young – U shaped distribution

Pandemic influenzaNo seasonal preferenceComes in waves, lasting a year or moreMillions of deaths


Pandemic Flu HistoryTen recorded over past 300 years

10-49 years between events, with an average of 24 years between eventsNo predictable pattern

Three in the 20th century1918-20 – mutation event with markers similar to those found in birds 1957-58 – reassortment event1967-68 – reassortment event


Mortality Rates1918 Spanish Flu

20-40 million deaths worldwide675,000 deaths in U.S.

1957 Asian Flu1-4 million deaths worldwide70,000 deaths in U.S.

1968 Hong Kong Flu1-4 million deaths worldwide34,000 deaths in U.S.

National Business Officers AssociationWhy the Concern About H5N1?

Highly lethal virus that has resisted eradication efforts (culling of birds)Crossed species, infecting 49 animal species beyond birds, including humansLimited human-to-human transmission has occurredHuman infections result in rapid deterioration and high mortality rates (50%, most of those healthy young adults)

National Business Officers AssociationSimilarities to 1918 Pandemic

High mortality rateAppears to have W shaped mortality curve

Has the same protein tagNS1 protein found in H1N1 (1918 Spanish flu) and H5N1 only ones alike out of 169 virusesMay explain the events leading to respiratory failure and death


Illness 90 million (30%)

Outpatient medical care

45 million (50%)

Hospitalization 9, 900,000

ICU care 1,485,000

Mechanical ventilation 745,500

Deaths 1,903,000

1918 Pandemic Statistics projected onto 2007


WHO Pandemic StagesPhase 1 - Influenza virus subtype may be present in animals, risk of human infection lowPhase 2 - Influenza virus subtype may be present in animals, risk of human infection substantialPhase 3 - Cases of human infection reported, no human-to-human transmissionPhase 4 - Small clusters of limited human-to human transmissionPhase 5 - Larger clusters of human infectionPhase 6 - Increased and sustained human infection


Public Health Challenges

Short incubation period (2-17 days)Virus can survive on surfaces for several daysPeople may be infectious days before symptoms are evidentDroplet infection (sneezing/coughing)


Likely Government ActionsIsolation of the sickQuarantine of the exposedProtective sequestration

Isolating a community before illness enters

Social DistancingActions taken to discourage close social contact between individuals


Social Distancing

No group gatherings (classes, worship services, athletic events, concerts)Risky to use public transportation - people may defer travel or it may be cancelled People can work alone in spaces, drive in their own cars


Social Distancing

Maintain working distances of 4-6 feetDo not share equipment (computers, telephones)Meet by phone or video conferencing, avoid face-to-face meetings


Workplace/Classroom Social Density

http://buildingsdatabook.eren.doe.gov/docs/7.4.4.xls

11.7 feet 3.9 feet

7.8 feet

Elementary Schools

Hospitals

Offices

16.2 feet

Residences


School ClosuresPerceived risk will influence behavior

Will teachers and students show up?What level of absenteeism will force closure?

Pulling the trigger early may help delay outbreak and diminish the overall number of casesIssues with calling it early

Social disruption Child care issuesWorkforce issues


ResourcesPersonalhttp://www.fema.gov/plan/prepare/plan.shtmhttp://www.pandemicflu.gov/plan/individual/index.htmlhttp://www.ncdp.mailman.columbia.edu/program_citizen.htmInstitutionalhttp://www.fema.gov/institution/university.shtmhttp://www.pandemicflu.gov/plan/school/index.htmlhttp://www.ncdp.mailman.columbia.edu/program_school.htm


[email protected] (720) 564-0475

Being Prepared: Disaster and Crisis Planning Sarah Daignault Executive Director, NBOA Mohonk...

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