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					Appendix D3 – Sample Response Plan
                                                                                       Template


               P a n d e m i c I n f l u e n z a R e s p o n s e P l a n — I n c i d e n t L eve l R e s p o n s i b i l i t i e s
This is a DRAFT plan assembled for planning purposes. The actions listed below have not necessarily been agreed to by the departments and entities listed. Each
listed departments and entities should please review this plan and forward their edits to EHS. This document incorporates good planning and response advice from
various sources, including other universities, the CDC, public health officials, etc.
Emergency Plan      Level 0 (Current Level)           Level 1: Intense Planning and Level 2: Preparing to Suspend Level 3: Suspends Operation
Response Level      Pre-event assessment and planning Preparation                   Operations                    for 4-8 weeks
                    Incident Response Level Criteria and Corresponding WHO Phase
Emergency Plan      No current hazard to persons              Minimal immediate hazard staff. Can be   Endangers staff and requires coordination     Significant risk to staff and requires
Incident Response                                             resolved with minimal outside agency     with outside agencies.                        substantial coordination with outside
Level Criteria                                                assistance.                                                                            agencies.
WHO Phase           Phase 3—Pandemic alert period             Phase 4—Elevated pandemic risk           Phase 5—Pandemic imminent                     Phase 6—Pandemic period
Situation            Current situation                     Small, highly localized clusters           Large clusters, but still localized.         Increased and sustained transmission in
                     Human infections with a new subtype,   anywhere in the world with limited         Public health authorities urge to             the general U.S. population.
                      but no sustained human-to-human        human-to-human transmission.                prepare for social distancing.               Confirmation of a high rate of
                      spread                                International travel advisories begin.     International travel warnings and             infectivity and/or mortality.
                                                                                                         passenger screenings begin                   Immediately preceded by falling
                                                                                                        Virus characterized as having a high          absenteeism and local public health
                                                                                                         rate of transmissibility and/or mortality     recommendations to curtail/cancel public
                                                                                                        Worried well begin to use resources           activities in OK.
                                                                                                        Trough between waves                         Rising employee absenteeism.
                                                                                                                                                      International travel restrictions
                                                                                                                                                      Essential employees must report to work




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                                             Template Pandemic Influenza Response Plan—Incident Level Responsibilities


Emergency Plan       Level 0 (Current Level)                 Level 1: Intense Planning and Level 2: Preparing to Suspend Level 3: Suspends Operation
Response Level       Pre-event assessment and planning       Preparation                              Operations                               for 4-8 weeks
                             Emergency Management and Policymaking Responsibilities
Pandemic Influenza    Review PI Response Plan                Assess threat and implement             Assess threat and implement             Pandemic Influenza Assessment Team
Assessment Team       Joint review of plans with Tulsa        appropriate Level 1 activities           appropriate Level 2 activities           dissolves when Executive Group is
                        Health Department                                                              Advise on activation of Operations       activated
                      Track preparedness tasks and                                                     Group and Executive Group
                        accomplishments                                                                Plan for recovery in post-pandemic
                      Identify essential functions and                                                 period
                        personnel campuswide
                      Encourage departments to draft,
                        update Business Continuity Plans for
                        Pandemic Influenza
Emergency Warning     Post Avian/Pandemic Influenza Web      Issue Level 1 communications to         Issue Level 2 communications (protocol  Issue Level 3 communications (self-
Committee               Site                                   (educational campaign, self-protection   for suspected cases, preparations for    protection, social distancing, etc).
                      Develop Level 1 pandemic influenza      information, handwashing, promote        social distancing)                      HealthLink takes calls 24/7
                        communications.                        seasonal flu vaccination, university    Develop Level 3 communications,         Coordinate internal messages and news
                      Plan for general information (non-      response)                                including script for HeatlhLink          releases
                        health) call center?                  Select technical expert spokespersons  Develop post-pandemic communications  Manage media relations issues PIO
                      Assess PPE needs and stock              for internal and media                   (medical clearance, recovery)
                                                               communications.                         Consider activating HealthLink if call
                                                              Develop Level 2 communications.          volume is high
                                                                                                       Distribute PPE to members
Incident Command      Assess PPE needs and stock             Implement Emergency Plan.               Gather information on number of         Gather number of cases in company
(Director,                                                    Coordinates response with Tulsa          suspected cases on site                  and in County; report to Executive
Department of                                                  Health Department.                      Advise Executive Group                   Group
Public Safety)                                                                                                                                  Directs Operations Group when
                                                                                                                                                 activated.
                                                                                                                                                Consider activation of Emergency
                                                                                                                                                  Operations Center.
                                                                                                                                                Advice Executive Group.


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                                              Template Pandemic Influenza Response Plan—Incident Level Responsibilities


Emergency Plan       Level 0 (Current Level)                  Level 1: Intense Planning and           Level 2: Preparing to Suspend Level 3: Suspends Operation
Response Level       Pre-event assessment and planning        Preparation                             Operations                                 for 4-8 weeks
Operations Group      Assess PPE needs and stock              Essential personnel receive N95 fit    Distribute PPE to members                 When Operations Group is activated,
                                                                testing                                Consider activation of Operations Group    direct tactical emergency operations;
                                                                                                       Verify succession plan for leaders of      implement Level 3 activities.
                                                                                                        essential departments
Executive Group      Endorse Pandemic Influenza Response  If supplies, medicine and vaccine are  Executive Group activated                     Authorize implementation of “Pandemic
(Led by Director of   Plan                                    limited, develop ethical and             Distribute PPE to members                  Influenza Social Distancing Policy”
Administration)      Draft, review and endorse “Pandemic     administrative guidelines for their      Evaluate influenza pandemic effects;      Plan for post-pandemic recovery and
                      Influenza Social Distancing Policy”     distribution beyond essential personnel   reevaluate response plan and priorities.   resumption of normal operations
                     Assess PPE needs and stock              (review ACIP and NVAC                    Draft succession plan for leadership      Plan for revised business schedules.
                                                              recommendations)
                                   Responsibilities of Essential Departments and Units
            These departments and units need Pandemic Influenza Business Continuity Plans, including verifying continuity of their supply chain
Health Services      Identify essential personnel and       Give seasonal influenza vaccinations     Essential personnel receive PPE and       Essential personnel must report to work
                      inform them of their responsibilities  Review PPE & N95 needs; inventory         N95s.                                     Daily report cases to Incident Command
                     Assess PPE and N95 needs and           Essential personnel receive N95 fit      Daily report suspected cases to Incident  Provide health services to remaining
                      inventory; order stocks                 testing. (Aerosol-producing procedure     Command and THD                            staff
                     Create self-care information/packets    will require an N95.)                    Provide counseling services               Assist THD with investigation of
                      for employees?                         Order self-care items?                                                               suspected cases and contact tracing.
                     Develop surveillance plan for          Promote seasonal influenza                                                          Provide counseling services
                      individuals with acute respiratory      vaccination.
                      illness?                               Develop surge care plan?
                                                             Review PI surveillance with THD.
Food Services        Identify essential personnel and       Plan for delivery of Level 3 meals.      Essential personnel receive PPE           Essential personnel must report to work
                      inform them of their responsibilities   Identify alternate suppliers.
                     Identify suppliers and alternates for
                      Level 3 meals
                     Assess essential personnel PPE needs
                      and stock



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                                                 Template Pandemic Influenza Response Plan—Incident Level Responsibilities


Emergency Plan        Level 0 (Current Level)                    Level 1: Intense Planning and              Level 2: Preparing to Suspend          Level 3: Suspends Operation
Response Level        Pre-event assessment and planning          Preparation                                Operations                             for 4-8 weeks
Energy Services        Identify essential personnel and                                                     Essential personnel receive PPE       Essential personnel must report to work
                         inform them of their responsibilities
                       Assess essential personnel PPE needs
                         and stock
Environment Health     Identify essential personnel and          Promote self-care and handwashing         Essential personnel receive PPE       Essential personnel must report to work
& Safety                 inform them of their responsibilities    With OHC, fit test essential personnel    Update Pandemic Influenza web site    Arrange for additional medical waste
                       Assess needs for essential personnel.     Provide seasonal influenza                Provide instructions to Building       pickups
                       Roles for Emergency Coordinators           vaccinations via State Health Plan         Emergency Coordinators                Assist public health officials with
                       PPE policy for essential personnel.       Review cleaning procedures with                                                   investigation of suspected cases
                       Assess essential personnel PPE needs       housekeepers                                                                     Update Pandemic Influenza web site
                         and stock                                Plan for increased volume of
                                                                   infectious waste
                                                                  Update Pandemic Influenza web site;
                                                                   link to home page
Facilities Services    Identify essential personnel and          Train housekeepers for hygiene and        Essential personnel receive PPE       Essential personnel must report to work
                        inform them of their responsibilities      cleaning of personal contact surfaces                                            Change housekeeping procedures to
                       Needs assessment for housekeeping          (e.g., doorknobs)                                                                 prioritize essential personnel areas and
                        supplies                                                                                                                     cleaning of personal contact surfaces
                       Assess essential personnel PPE needs
                        and stock
Finance                Identify essential personnel and                                                     Essential personnel receive PPE       Essential personnel must report to work
                        inform them of their responsibilities                                                                                       To allow Division staff to work from
                       Assess essential personnel PPE needs                                                                                         home, consider allowing off-site access
                        and stock                                                                                                                    to financial planning, budgets and
                                                                                                                                                     payroll information systems
Health Affairs         Provide volunteers for Medical Reserve                                               Medical Reserve Corps training        If activated, participate in Medical
                        Corps and THD                                                                                                                Reserve Corps




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                                                   Template Pandemic Influenza Response Plan—Incident Level Responsibilities


Emergency Plan          Level 0 (Current Level)                    Level 1: Intense Planning and                Level 2: Preparing to Suspend               Level 3: Suspends Operation
Response Level          Pre-event assessment and planning          Preparation                                  Operations                                  for 4-8 weeks
Housing and              Identify essential personnel and          Inform staff of social distancing policy    Essential personnel receive PPE            Implement housing aspects of “Pandemic
Residential                inform them of their responsibilities    Train support staff on hygiene,                                                           Influenza Social Distancing Policy”
Education                Advise on aspects of “Pandemic             Level 3 plans & symptom recognition                                                     Essential personnel must report to work
                           Influenza Social Distancing Policy”      Review Level 3 Business Continuity
                         Assess essential personnel PPE needs       Plan to support staff who remain at
                           and stock                                 work
Human Resources          Identify essential personnel and          Inform staff of policies for                Essential personnel receive PPE            Essential personnel must report to work
                           inform them of their responsibilities     teleworking, social distancing and          Remind essential personnel of their        Implement HR aspects of “Pandemic
                         Consider “PI Essential Personnel           essential personnel                          duties and responsibilities.                 Influenza Social Distancing Policy”
                           Policy”                                  Discuss with departments plans for          EAP directs employees to counseling        Ask staff to stay home?
                         Advise on HR aspects of “Pandemic          providing substitutes for essential          services                                   To allow work from home for HR staff,
                           Influenza Social Distancing Policy”       personnel                                                                                consider allowing off-site access to HR
                         Assess essential personnel PPE needs                                                                                                information systems
                          and stock                                                                                                                          Gather employee absenteeism data
                         Review teleworking policy                                                                                                          EAP directs employees to counseling
                                                                                                                                                              services
Information              Identify essential personnel and          Plan for general information (non-            Essential personnel receive PPE.         Essential personnel must report to work
Technology Services       inform them of their responsibilities      health) call center                           Assist with implementation of distance  Support distance learning.
(includes                Review IT needs for increased                                                             learning                                 Support general information (non-health)
telecommunications)       teleworking and distance learning                                                                                                   call center, if implemented
                         Assess essential personnel PPE needs                                                                                               If POD is activated, provide appropriate
                          and stock                                                                                                                           resources
International Affairs    Identify essential personnel and          Issue advisories for staff planning           Essential personnel receive PPE.         Essential personnel must report to work
and Study Abroad          inform them of their responsibilities      international travel                          Advise, communicate with overseas staff  Continue to advise, communicate with
                         Assess essential personnel PPE needs      Issue advisories for staff and visitors                                                  overseas staff.
                          and stock                                  arriving from affected regions                                                          When possible, support overseas staff
                                                                    Review policies and procedures for                                                       who are unable to return.
                                                                     recalling staff from affected regions



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                                                 Template Pandemic Influenza Response Plan—Incident Level Responsibilities


Emergency Plan         Level 0 (Current Level)                    Level 1: Intense Planning and               Level 2: Preparing to Suspend              Level 3: Suspends Operation
Response Level         Pre-event assessment and planning          Preparation                                 Operations                                 for 4-8 weeks
Directort, Office of    Identify essential personnel and                                                      Essential personnel receive PPE           Essential personnel must report to work
                          inform them of their responsibilities                                                                                           Implement “Pandemic Influenza Social
                        Encourage distance learning                                                                                                        Distancing Policy”
                        Lead drafting of “Pandemic Influenza
                          Social Distancing Policy”
                        Assess essential personnel PPE needs
                          and stock
Public Safety           Identify essential personnel and          Influenza awareness training               Essential personnel receive PPE           Essential personnel must report to work
                          inform them of their responsibilities     (symptoms and hygiene) for                                                            Consider special parking rules for
                        Assess essential personnel PPE needs       dispatchers, security, and police                                                      essential personnel
                          and stock                                                                                                                       Prepare for crowd control: POD, fit
                                                                                                                                                           testing, social distancing measures
Research and            Identify essential personnel and                                                      Essential personnel receive PPE.          Essential personnel must report to work
Economic                 inform them of their responsibilities                                                                                            Support laboratory animals
Development             Assess essential personnel PPE needs                                                                                             To allow Division staff to work from
                         and stock                                                                                                                         home, consider allowing off-site access
                        Review plans and impacts to lab                                                                                                   to information systems
                         animal care
School of Medicine      Identify essential personnel and          Essential personnel receive N95 fit        Essential personnel receive PPE and       Essential personnel must report to work
Attending Physicians     inform them of their responsibilities      testing. (Aerosol-producing procedure       N95s
                        Assess essential personnel PPE and         will require an N95.)
                         N95 needs and stock
Employee                Identify essential personnel and          With EHS, fit test essential personnel.    Daily report suspected cases to Incident  Essential personnel must report to work
Occupational Clinic      inform them of their responsibilities     Seasonal flu vaccination for employees      Command                                   Daily report cases to Incident Command
                        Assess essential personnel PPE and         in occupational health programs                                                       Assist THD with investigation of
                         N95 needs and inventory; order            Promote seasonal flu vaccination                                                       suspected cases and contact tracing.
                         stocks                                    Review surveillance procedures with                                                   Identify recovered cases for use as
                                                                    THD                                                                                    essential personnel.



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                                              Template Pandemic Influenza Response Plan—Incident Level Responsibilities


Emergency Plan        Level 0 (Current Level)                    Level 1: Intense Planning and Level 2: Preparing to Suspend Level 3: Suspends Operation
Response Level        Pre-event assessment and planning          Preparation                            Operations                                for 4-8 weeks
                              Responsibilities of other Officials, Units and Departments
All Departments and    Draft, update Business Continuity Plan  Same as Level 0                         Prepare to activate Business Continuity  Activate Business Continuity Plans
units                    for Pandemic Influenza.                                                          Plans                                    Report absent employees to HR
                                                                                                         Plan distancing measures/dispersement
                                                                                                          for essential personnel
Building Emergency     Recruit volunteers for Medical Reserve  Influenza awareness training            Monitor communications and               Same as Level 2
Coordinators             Corps and THD                             (symptoms and hygiene)                 disseminate information
                                                                                                         Remain available for further
                                                                                                          instructions
Risk Management        Assist departments with their             Assist departments with their
                         individual Business Continuity Plans      individual Business Continuity Plans
                                                       Critical Interfaces With Other Entities
Tulsa Health           Coordinate plans and preparedness         Train Medical Reserve Corps           Coordinate communications               If vaccine or antivirals are to be
Department             POD planning                                                                                                              distributed via POD:
                       Recruit for Medical Reserve Corps                                                                                          Supply volunteers
                       Plans for Joint Information Command                                                                                        Offer use of on-site locations
ODE                    Review plans and service impacts
Suppliers and          Review plans and service impacts
vendors                Verify continuity of supply chain
City of _____          Review plans and service impacts for
                         mass transit
Hospitals              Coordinate plans and preparedness;                                                                                         Alternate care facilities established
                         discuss alternate care plans, including                                                                                   Care for critically ill individuals
                         residential congregate care
                       Coordinate plans if PODs are
                         established
                       Assess Level 3 physician needs/
                         availability for non-specific functions



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                                    Template Pandemic Influenza Response Plan—Incident Level Responsibilities



                          P a n d e m i c I n f l u e n z a P re p a re d n e s s Ta s k s a n d S t a t u s
Task                                                                               Who                          Status
Pandemic Influenza Assessment Team Meeting                                         EHS                          30 November 2005
(includes Tulsa Health Department)                                                                              14 February 2006
Avian Influenza/Pandemic Influenza Webpage on website                              EHS, IT                      Completed 28 December 2005;
                                                                                                                updated since then
Inventory current stock of N95 respirators                                         EHS                          Done (1,130 N95s in stock)
N95 needs assessment for essential personnel for 4-8 weeks                         EHS                          First draft done January 2006
“Pandemic Influenza Social Distancing Measures and Business Continuation”          EHS                          10 January 2006
discussion document
Review emergency and essential personnel, and applicable policies                  HR, EHS                      Completed 6 February 2006
Review Teleworking Policy for implementation during influenza pandemic             EHS, HR                      Done 24 February 2006
PI Essential Personnel: List essential functions, departments and units            EHS, HR                      Listed in Response Plan, above
POD 1: Draft operating guidelines for on-site mass dispensing site (POD):          EHS, THD, UEOHC              Draft 8 March 2006
location; layout; operation; first responder staffing and notification
Review PI Response Plan with THD                                                   EHS                          20 March 2006
Draft Pandemic Influenza Social Distancing Policy (Class suspension, employment,   EHS, Provost’s Office        Annotated outline/discussion
event cancellation, business continuity for instruction, etc.)                                                  document 24 March 2006
Planning Leader: Level 3 Plan for Housing and Residential Education                EHS, HRE                     Draft 7 April 2006
System PI Planning Conference                                                      EHS                          7 June 2006
Update of EHS’ Emergency Response Manual—communicable disease procedure            EHS                          In process
Revise Policy Concerning Study, Travel and Research in Countries Under Travel      Office of Provost, Intl’     Preliminary drafts
Warnings                                                                           Emergency Comm., EHS
POD 2: POD/First Responder/MRC volunteers MOA                                      EHS
PPE policy for PI essential personnel and Family Housing; assess PPE needs;        EHS
provide stocking guidance
Housekeeping supplies needs assessment to support remaining employees and          Facilities Services
students for 4-8 weeks
Hand sanitizer needs assessment for employees and students for 4-8 weels           EHS
POD 3: Identify other POD First Responders (volunteers)                            EHS, HR
POD 4: On-line Training for POD First Responders                                   EHS, THD
POD 5: Exercise operating guidelines for mass dispensing via fall seasonal flu
vaccine

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                                     Template Pandemic Influenza Response Plan—Incident Level Responsibilities


Task                                                                                   Who                       Status
PI Essential Personnel 1: Identify essential personnel (also flag in HR)               EHS, HR
PI Essential Personnel 1: Draft “PI Essential Personnel policy” (or incorporate into   EHS, HR
existing Emergency Personnel Policy) including definition and responsibilities of PI
essential personnel
EHS Emergency Planning/Business Continuity Web Site for Departments                    EHS
Planning Leaders: Review plans with HealthLink, Energy Services, CHS                   EHS
Pandemic Influenza tabletop exercise                                                   EHS




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