Transcript Being Prepared: Disaster and Crisis Planning

N BOA
N a t io n a l Bu s in e s s O ffice r s A s s o cia t io n
Being Prepared: Disaster and
Crisis Planning
Sarah Daignault
Executive Director, NBOA
Mohonk Conference
May 3, 2007
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Why are you here today?
Pandemic Info
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Why Plan?
Disasters and Crises are a part of human
history
Planning will allow for better response, even
though you can’t plan for every contingency
Planning can be adapted to fit other disaster
scenarios
Once a disaster hits, there is no time to plan
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How Many Plans?
o By type of Disaster
o Fire
o Flood
o Pestilence
o By type of Response
o Evacuation of Buildings
o Lockdown
o Evacuation of Campus
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Assess the risks for your school
High
High
Low
Severity
Low
Likelihood
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NBOA Disaster Planning Experience
Institute for Advanced Financial
Management held in October 2006
25 business officers and 9 experts
worked through a pandemic flu scenario
Created outline of a disaster plan
for independent schools
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NBOA Disaster Planning
Breakout Groups Focused on:
Business Operations and Governance
Employee Issues
Facilities
Students and Education
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Business Operations and Governance
Risk Management/Crisis Management Team
Enrollment Contracts
Review now, with your culture in mind
Keep it flexible
Cash Flow & Institutional Relationships
How much cash required for critical needs,
and how much do you have at lowest point?
Are bank and payroll provider prepared?
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Business Operations and Governance
Outside Service Providers
Have 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
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Business Operations and Governance
Business Continuity
Identify essential functions
Cross-train staff
List of passwords, important websites, etc.
Plan for Shutting Down Facility
Disposal of perishable goods
Maintenance issues - how to keep pipes
from freezing, etc.
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Employee Issues
Employment Contracts
At will language
Don’t define school year - make it flexible
Leave Policies
Standard policy that allows flexibility
Return to work guidelines
Work from home guidelines
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Employee Issues
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Ability to Continue Salaries and
Benefits
Work with faculty to determine best
course of action
Coordination of benefits, COBRA, etc.
Emotional/Psychological Toll
People will lose loved ones
Acknowledge losses in keeping with your
school’s culture
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Facilities
Evacuation Plans (particularly for boarding)
How will you get students home?
If they can’t go home, where will they stay?
Proper Hygiene
Constant hand washing
Sneeze and cough etiquette
Stay home if you’re sick!!!
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Facilities
Stockpiling
Need 1000 calories and 2 gallons of water,
per person per day
Community Use of Facilities
Check with local emergency management
officials - might be planning to use your school
Work with them - what are their priorities
and what might your school offer?
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Facilities
Physical Security
Hope for the best, expect the worst
To what extent are you willing to protect
your assets?
Isolation, Quarantine, Morgue
Separate 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.
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Students and Education
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Continuing education during closure
Assess ability to offer e-learning
Faculty to create 3 weeks’ worth of
lessons
Effect of long-term closure (college
placement, lost credits, etc.)
Communications plan to parents
Deep emergency contact list
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Vocabulary Lesson
o
o
o
o
o
o
Pandemic
Mutation
Reassortment
H5N1
U and W shaped mortality curves
Social Distancing
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What is a Pandemic?
An epidemic (outbreak of infectious disease) that
spreads across a wide geographic region or the world
According 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
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Recent Epidemics
AIDS
Ebola
SARS
Monkey
Bird
flu
pox
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Seasonal vs. Pandemic Flu
Seasonal influenza
Peaks December thru March in U.S.
36,000 deaths/200,000 hospitalizations
Frail, elderly and very young – U shaped
distribution
Pandemic influenza
No seasonal preference
Comes in waves, lasting a year or more
Millions of deaths
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Pandemic Flu History
Ten recorded over past 300 years
10-49 years between events, with an
average of 24 years between events
No predictable pattern
Three in the 20th century
1918-20 – mutation event with markers
similar to those found in birds
1957-58 – reassortment event
1967-68 – reassortment event
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Mortality Rates
1918 Spanish Flu
20-40 million deaths worldwide
675,000 deaths in U.S.
1957 Asian Flu
1-4 million deaths worldwide
70,000 deaths in U.S.
1968 Hong Kong Flu
1-4 million deaths worldwide
34,000 deaths in U.S.
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Why the Concern About H5N1?
Highly lethal virus that has resisted
eradication efforts (culling of birds)
Crossed species, infecting 49 animal
species beyond birds, including humans
Limited human-to-human transmission has
occurred
Human infections result in rapid
deterioration and high mortality rates (50%,
most of those healthy young adults)
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Similarities to 1918 Pandemic
High mortality rate
Appears to have W shaped mortality
curve
Has the same protein tag
NS1 protein found in H1N1 (1918
Spanish flu) and H5N1 only ones alike out
of 169 viruses
May explain the events leading to
respiratory failure and death
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1918 Pandemic Statistics projected
onto 2007
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
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WHO Pandemic Stages
Phase 1 - Influenza virus subtype may be present in
animals, risk of human infection low
Phase 2 - Influenza virus subtype may be present in
animals, risk of human infection substantial
Phase 3 - Cases of human infection reported, no
human-to-human transmission
Phase 4 - Small clusters of limited human-to human
transmission
Phase 5 - Larger clusters of human infection
Phase 6 - Increased and sustained human infection
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Public Health Challenges
Short incubation period (2-17 days)
Virus can survive on surfaces for
several days
People may be infectious days before
symptoms are evident
Droplet infection (sneezing/coughing)
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Likely Government Actions
Isolation of the sick
Quarantine of the exposed
Protective sequestration
Isolating a community before illness
enters
Social Distancing
Actions taken to discourage close social
contact between individuals
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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
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Social Distancing
Maintain working distances of 4-6 feet
Do not share equipment (computers,
telephones)
Meet by phone or video conferencing, avoid
face-to-face meetings
Residences
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Workplace/Classroom
Social Density
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Offices
Hospitals
7.8 feet
Elementary
Schools
11.7 feet
3.9 feet
http://buildingsdatabook.eren.doe.gov/docs/7.4.4.xls
16.2 feet
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School Closures
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Perceived 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 cases
Issues with calling it early
Social disruption
Child care issues
Workforce issues
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Resources
Personal
http://www.fema.gov/plan/prepare/plan.shtm
http://www.pandemicflu.gov/plan/individual/index.html
http://www.ncdp.mailman.columbia.edu/
program_citizen.htm
Institutional
http://www.fema.gov/institution/university.shtm
http://www.pandemicflu.gov/plan/school/index.html
http://www.ncdp.mailman.columbia.edu/
program_school.htm
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www.nboa.net
[email protected]
(720) 564-0475