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SACRAO 2010
411 ON 911: HOW DO YOU
HANDLE AN EMERGENCYDisaster Planning
Janet L Davis
SACRAO 2010
– Physical Plant – grounds/buildings– Student Affairs– Academic Affairs– Communications/Computing– Campus Police– Human Resources/Payroll
Campus Disaster Plans
SACRAO 2010
UNO Hurricane Plan
Set up on “Number of Days Out”
Hurricane Preparedness Committee meets &sends information emails/text messages to the campus community
Pick up trash bins, benches, bike racks, etc
Plan evacuation of housing residents and international students
Schedule power-down and securing of buildings
SACRAO 2010
UNO Hurricane Plan
Systems saves of all data bases
Prepare computing center for power outage
Emergency web site preparation
Departure of copies of the data base saves
SACRAO 2010
UNO Hurricane Plan (now)
Programming staff have external (removable) hard drives
… to save their own files and SQRs
Backup copies of all web pages
Servers remain remotely located
SACRAO 2010
Office Plan
(old)
Cover sensitive equipment
Move things off the floor
Empty bottom drawers of file cabinets in the vault
Update the staff emergency contact list
SACRAO 2010
Office Plan
(now)
Registrar has a mobile file that is packed with items such as the seal, letterhead, etc
Critical items are stored off-site
SACRAO 2010
Office Plan
(now)
Each staff member has a list of what they are to take away from the office
The staff emergency contact list now includes a number outside the area that we call to report our location
Two designated “captains” make sure their part of the office is buttoned down
SACRAO 2010
“Normal” Conditions
Another day or so to get office back up & running
No long-term interruption of other services (mail)
Staff returns home
Power would be out just a few days
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New Reality
No Power (electrical/natural gas) over wide area
No drinking/running water
Gasoline shortages
No communication – entire area codes down
for cell and land phones and others severely
affected
SACRAO 2010
Rebooting Afterward
• How to locate staff– How to put them to work
• Web Check-In pages for faculty/staff
• Locating Students via Web Check-in
• Rescuing equipment from campus
• Restoring the data base
SACRAO 2010
Rebooting … cont’d
• Decide what services can be offered– considering dispersed staff– who will do what– technology available to displaced staff– what equipment/supplies can be had
• Don’t overestimate what you can do
• Leave off any luxury services
SACRAO 2010
Plan NOW
What technologies are available now that you can begin to use BEFORE the disaster strikes so you can run your office away from your office?
SACRAO 2010
Groups to Serve
Future students – recruitment & application
Current students
Alumni/Former Students
SACRAO 2010
Future Students
Set up web-based prospective student inquiry and information request forms
Can use simple web form to email
Contract with a Commercial entity
Receive ACT/SAT/GMAT/GRE/TOEFL scores electronically
SACRAO 2010
Online admissions application
On your own web site
Via one or more companies
Electronic communication with applicants (such as Web Advisor, Live Person, or Intelliworks Chat)
Future Students
SACRAO 2010
Current Students
News, general information, how-to’s: everything they need to know
Provide LOTS of basic information to your students via your web site
SACRAO 2010
Students/Alumni
Sign up with the National Student Clearinghouse (www.studentclearinghouse.org)
Verifications of degree
Verifications of enrollment
You provide the data to them and they report it for you
SACRAO 2010
Students/Alumni
Use a Third Party Transcript Request Service
Small fee convenience paid by requestor
They collect the information, the release form and any fee you charge
SACRAO 2010
Students/Alumni
Sending Transcripts
Have a way to send/receive official transcripts via non-USPS means
UNO uses e-ScripSafe …
SACRAO 2010
Other Issues
Meetings (necessary evils)
In Fall 2005, those of us who could drove to Baton Rouge for meetings
Traffic, parking
Distance
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Other Issues … cont’d
New Tools for Online Meetings/Classes
Second Life (http://secondlife.com/)
Go To Meeting, WebEx, DimDim, LiveMeeting
SACRAO 2010
Second Life
Virtual World created by its residents and used for a variety of things
UK university application service
KPMG worldwide recruitment
Many universities have classes and meetings on their “islands”
SCARAO 2010
My Second Life
“Jan MarieDaviau”
