National Association of Student Financial Aid Administrators

The following is a presentation prepared for NASFAA’s 2008 Conference in Orlando, FL July 6-9, 2008

Session No. 14

Preparing for and Recovering From Emergencies

Dr. Barry W. Simmons Sr.

The Virginia Polytechnic Institute and State University Cathy Simoneaux Loyola University New Orleans Slide 2

Lesson #1: Disasters Happen

• If you are lucky, you will have some time to prepare – Hurricanes – Wild Fires in California • You must also be prepared to deal with the unexpected on short notice – Virginia Tech – Union College Tornado Slide 3

CAVEATS

• Observations Only • Every Campus is Different – Institutional Mission – Size – Location – Resources – External Relationships – Residential/Commuter Slide 4

Lesson 2: Planning and Communications are Critical

While you can not reasonably prepare for every contingency, senior administrators must insure that all members of the university community are aware of the basic emergency plan and can begin implementation when circumstances dictate it. You MUST be able to communicate with internal and external constituents Slide 5

Lesson #3 Document All Decisions

Senior administrators will need to make decisions based on incomplete or conflicting information. Document the reasons behind all decisions since they may be subject to future legal action as well as speculation from “Monday morning quarterbacks” Slide 6

Lesson #4 Where Will You Go If You Can’t Go “Home ”

•Alternate Site •Data Retrieval Needs

Xavier University after Hurricane Katrina

Slide 7

Planning for the Institution

• Emergency Operations Plans (EOP) • Continuity of Operations Plans (COOP) • Risk Management Plans (RMP) • Emergency Response Plans (ERP) Slide 8

Planning for the Institution “COOP”

“COOP”



Plan Continuity of Operations

•

Plan on how to proceed in the event of an emergency

–

Immediate steps

–

Long term

•

Must define critical operations

Slide 9

Planning for the Institution “COOP

6.1 Emergency Levels 6.2 Phase I: Activation and Relocation 6.2.1

6.2.2

6.2.3

Decision Process Alert, Notification and Implementation Process Leadership 6.2.3.1 Orders of Succession 6.2.3.2 Delegation of Authority 6.3 Phase II: Alternate Facility Operations 6.3.1

6.3.2

Mission Critical Systems Vital Files, Records and Databases 6.4 Phase III: Reconstitution

Slide 10

How to Begin to Plan

• http://oep.berkeley.edu/campus_disaster_re sponse/index.html

Slide 11

Examples of Emergency Plans

Loyola University New Orleans http://www.loyno.edu/emergency/index.html

Pepperdina University http://emergency.pepperdine.edu/ Union University http://www.uurebuilding.com/ Florida International University – Office of Emergency Management http://www.fiuoem.com/ Resources from the Department of Education

http://www.ed.gov/admins/lead/safety/emergencyplan/index.html

Slide 12

Observations by Police at Virginia Tech • Learn from Experience • Don’t Monday Morning Quarterback • Previously established relationships with other authorities critical---TRUST • Joint Training • VT Rescue Squad---Student Volunteer – Tactical Medics---EMT SWAT Team • Internal Authority/Communication Infrastructure • United Response and Notification – What’s Happened – What to Do Slide 13

Observations from New Orleans

• Can you utilize technology to switch or increase online classes if your campus is no longer available?

• People are generous and want to help. You will need to decide how to appropriately handle offers of help from “outside” organizations and individuals • Document every decision!

Slide 14

Planning for Staff

• • • • How Will You Contact Staff ?

Stress Debriefing/Counseling Staffing Needs in the Aftermath – Turnover – Need to work from remote locations Housing Needs in the Event of a Physical Disaster – Needs of dependent children – Flexible Schedules needed • Office Design – Gate Keeping – Panic Button • Emergency Evacuation Plan for Building – Wardens – Escape Route and Meeting Place Slide 15

Planning for Students

• Centralized Death Cancellation of Loans • Information sharing to streamline loan deferments • Information sharing for threat assessment • Academic eligibility – Student eligibility to continue enrollment – Student eligibility for financial aid • Financial liability • Communication with families Slide 16

• http://loyno.edu/emersite/students/ Slide 17

Department of Education Guidance for Financial Aid Programs The Department issued a Dear Colleague Letter (

GEN-04 04/FP-04-03

) in 2004 to assist Title IV participants, including students, borrowers, institutions, lenders, and guaranty agencies, in the event they are impacted by a Federally-declared disaster. Key issues: • Definition of “Academic Year” • Verification • Satisfactory Academic Progress standards • Utilization of Federal Work-Study/ Community Service Requirements Slide 18

Department of Education Guidance for Financial Aid Programs The Department issued a Dear Colleague Letter (

GEN-04 04/FP-04-03

) in 2004 to assist Title IV participants, including students, borrowers, institutions, lenders, and guaranty agencies, in the event they are impacted by a Federally-declared disaster. Key issues: • Definition of “Academic Year” • Verification • Satisfactory Academic Progress standards • Utilization of Federal Work-Study/ Community Service Requirements Slide 19

Issues When Classes Resume

• Housing Issues after a physical disaster • Student family contact information • Deadlines • Is Emergency funding availability ? What will you do if families can no longer afford to pay ?

• Grieving, Poetry and Healing Slide 20

• http://www.recovery.vt.edu/ • http://noah.loyno.edu/ Slide 21

Resources for Families

You will need to be an advocate for many of your families

http://www.loyno.edu/financialaid/Katrina%20 Resources2.html

Slide 22

Rebuilding A City After A Disaster

http://www.loyno.edu/financialaid/Rebuilding%20Ne w%20Orleans.html

Slide 23

The Governor’s Review Panel http://www.governor.virginia.gov/TempContent/techPanelReport-docs/FullReport.pdf

Slide 24

Select Findings of the Governor’s Review Panel • Formal risk/assessment for each campus • Multiple campus emergency communications systems • Series of recommended changes to state law regarding mental health and privacy • Series of recommended changes to state law regarding firearms • Police should be wary of ‘single theory’ investigations • Provisions should be made for managing and appropriately identifying legitimate volunteers Slide 25

Other Federal Resources • FEMA: http://www.fema.gov/ • Department of Homeland Security: http://www.dhs.gov/xprepresp/ • Department of Education: http://www.ed.gov/admins/lead/safety/emer gencyplan/index.html

Slide 26

Final Report of the Select Bipartisan Committee to Investigate the Preparation for and Response to Hurricane Katrina

• http://www.gpoaccess.gov/serialset/creports /katrina.html

Slide 27

Concluding Thoughts on Preparing for the Unexpected • Listen to your students and staff • Don’t be hesitant to consult with others when concerned about behavior • You can’t plan for everything • Be flexible, decisive and compassionate • Take care of yourself • Don’t seek normalcy, find a new normal Slide 28

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