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Disaster Preparedness. Will Your Office be Able to Function??? . Janet L Davis. Campus Disaster Plans. Physical Plant – grounds/buildings Student Affairs Academic Affairs Communications/Computing Campus Police Human Resources/Payroll. UNO Hurricane Plan. - PowerPoint PPT Presentation
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SACRAO 2013
Will Your Office be Able to Function???
Disaster Preparedness
Janet L Davis
Physical Plant – grounds/buildings Student Affairs Academic Affairs Communications/Computing Campus Police Human Resources/Payroll
SACRAO 2013
Campus Disaster Plans
SACRAO 2013
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.
SACRAO 2013
UNO Hurricane Plan
Lock out data base users.
Prepare buildings for power shutdown.
Emergency web site final testing.
SACRAO 2013
UNO Hurricane Plan
Programming staff save their own files and SQRs.
Backup copies of all web pages.
Mirror Servers at 2 locations.
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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.
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Office Plan (now)
Registrar has a mobile file that is packed with items such as the seal, letterhead, etc.
Critical supplies are stored off-site.
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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.
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“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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The Reality
No Power (electrical/natural gas) over affected area.
No drinking/running water.
Gasoline shortages.
No communication – cell and land lines down, but even if working, cell phone charging becomes an issue (see item 1 above) .
How to locate staff◦ How to put them to work
Web Check-In pages for faculty/staffLocating Students via Web Check-inRescuing equipment from campusAccess to your data base
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Rebooting the Campus
Decide what services can be offered◦ considering displaced staff◦ who will do what◦ technology available to displaced staff◦ what equipment/supplies can be had
Don’t overestimate what you can doLeave off any luxury services
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Rebooting … cont’d
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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?
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Groups to Serve
Future students – recruitment & application
Current students
Alumni/Former Students
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Future Students
Everyone probably has a way to collect prospective student data electronically
If you don’t, start
Receive ACT/SAT/GMAT/GRE/TOEFL scores electronically for loading into your SIS
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Online admissions application
On your own web site
Via one or more third-parties
Electronic communication with applicants (email, online chats, Twitter feeds, etc)
Future Students
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Current Students
• News, general information, how-to’s
Provide LOTS of basic information to your students via your web site.
• Registrar Facebook page and/or a Twitter account
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Students/Alumni
Transcripts
Degree/enrollment verifications
Diploma reprints
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Students/Alumni
Sign up with the National Student Clearinghouse (www.studentclearinghouse.org)or Credentials Solutions (www.credentials-inc.com)
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Students/Alumni
Verifications of enrollment
Clearinghouse/Credentials Solutions
Verifications of degree
You provide the data to them and they report it for you (for free).
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Students/Alumni
Transcript Ordering (small fee paid by requestor).
They collect the information, the release form if needed, and any fee you charge.
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Students/Alumni
Send Transcripts electronically
eScripSafe (www.scrip-safe.com)
This service provides a method to send/receive official transcripts if you have no postal service.
Make sure your plan works within your computing services’ disaster plan.
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Test Your Plan
Make sure that you can get to your data.
Any special connectivity needed?? VPN maybe???
Make sure your student portal/web access will function post-event.
SACRAO 2013
Test Your Plan
If you have implemented transcript ordering or verifications from within your student web access, test to be sure it still works.
If possible, send a portion of your staff home to work remotely and evaluate that.
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Test Your Plan
You want to make sure that they can do what needs to be done if they are not physically on your campus.
Ideally, you would set a date and stage a mock disaster, then implement your plans with people logging in remotely. See how the emergency setup performs. Evaluate the results and tweak the plan as needed.
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Test Your Plan
If you are away from your campus after the disaster, make sure you know where the “power brokers” from your campus are meeting and making decisions. Be there if you can.
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Suggestions….
Be a ghoul….
SACRAO 2013
Suggestions….
Watch the disasters that happen and learn what worked and what did not and adjust your plan accordingly.
