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									          Winona State University
      Emergency Operations Plan (EOP)


               ANNEX “A”



PANDEMIC INFLUENZA RESPONSE PLAN (PIRP)




                  09/09/09


                                          1
                             Table of Contents



                                                        PAGE
INTRODUCTION                                               5
   1.1. PANDEMIC INFLUENZA BACKGROUND                      5
   1.2. PANDEMIC INFLUENZA RESPONSE PLAN COORDINATING
          COMMITTEE                                       5
   1.3. PANDEMIC RESPONSE LEVELS                          7

2.0 LEVEL ONE: PRE-PANDEMIC PERIOD                        7
    2.1 COMMUNICATIONS                                    7
    2.2 ACADEMIC AFFAIRS                                  9
           2.2.1 INTERNATIONAL STUDIES                    10
           2.2.2 INFORMATION TECHNOLOGY                   10
    2.3 STUDENT LIFE AND DEVELOPMENT                      11
           2.3.1 ADMISSIONS                               11
           2.3.2 REGISTRAR                                12
           2.3.3 FINANCIAL AID                            13
           2.3.4 ADVISING SERVICES                        13
           2.3.5 COUNSELING CENTER                        13
           2.3.6 STUDENT HEALTH SERVICES                  14
           2.3.7 FOOD SERVICES                            14
           2.3.8 RESIDENTIAL HOUSING                      14
    2.4 FINANCE AND ADMINISTRATIVE SERVICES               15
           2.4.1 HUMAN RESOURCES                          15
           2.4.2 SECURITY                                 16
           2.4.3 SAFETY                                   16
           2.4.4 BOOKSTORE                                16
           2.4.5 BUSINESS AND BUDGET OFFICES              16
           2.4.6 FACILITIES                               16

3.0 LEVEL TWO: CONFIRMED CASES OF HUMAN-TO HUMAN
    3.1 COMMUNICATIONS                                    17
    3.2 ACADEMIC AFFAIRS                                  17
              3.2.1 INTERNATIONAL STUDIES                 17
              3.2.2 INFORMATION TECHNOLOGY                17
    3.3 STUDENT LIFE AND DEVELOPMENT                      18
        3.3.1 ADMISSIONS                                  18
        3.3.2 REGISTRAR                                   18
        3.3.3 FINANCIAL AID                               18
        3.3.4 ADVISING SERVICES                           18
        3.3.5 COUNSELING CENTER                           18
        3.3.6 STUDENT HEALTH SERVICES                     18
        3.3.7 FOOD SERVICES                               18



                                                               2
       3.3.8 RESIDENTIAL HOUSING               18
     3.4 FINANCE AND ADMINISTRATIVE SERVICES   18
           3.4.1 HUMAN RESOURCES               19
           3.4.2 SECURITY                      19
           3.4.3 SAFETY                        19
           3.4.4 BOOKSTORE                     19
           3.4.5 BUSINESS AND BUDGET OFFICES   19
           3.4.6 FACILITIES                    19

4   LEVEL THREE: SUSPECTED CASE ON CAMPUS      19
     4.1 COMMUNICATIONS                        19
     4.2 ACADEMIC AFFAIRS                      20
           4.2.1 INTERNATIONAL STUDIES         20
           4.2.2 INFORMATION TECHNOLOGY        20
     4.3 STUDENT LIFE AND DEVELOPMENT          20
           4.3.1 ADMISSIONS
           4.3.2 REGISTRAR                     20
           4.3.3 FINANCIAL AID                 20
           4.3.4 ADVISING SERVICES             20
           4.3.5. COUNSELING CENTER            20
           4.3.6 STUDENT HEALTH CENTER         20
           4.3.7 FOOD SERVICES                 20
           4.3.8 RESIDENTIAL HOUSING           20
     4.4 FINANCE AND ADMINISTRATIVE SERVICES   20
           4.4.1 HUMAN RESOURCES               20
           4.4.2 SECURITY                      20
           4.4.3 SAFETY                        21
           4.4.4 BOOKSTORE                     21
           4.4.5 BUSINESS AND BUDGET OFFICES   21
           4.4.6 FACILITIES                    21

5   LEVEL FOUR: CONFIRMED CASE ON CAMPUS       21
     5.1COMMUNICATIONS                         22
     5.2 ACADEMIC AFFAIRS                      22
           5.2.1 INTERNATIONAL STUDIES         23
           5.2.2 INFORMATION TECHNOLOGY        23
     5.3 STUDENT LIFE AND DEVELOPMENT          23
           5.3.1 ADMISSIONS                    23
           5.3.2 REGISTRAR                     24
           5.3.3 FINANCIAL AID                 24
           5.3.4 ADVISING SERVICES             24
           5.3.5 COUNSELING CENTER             24
           5.3.6 STUDENT HEALTH SERVICES       24
           5.3.7 FOOD SERVICES                 25
           5.3.8 RESIDENTIAL HOUSING           25
     5.4 FINANCE AND ADMINISTRATIVE SERVICES   25



                                                    3
              5.4.1   HUMAN RESOURCES                                                 25
              5.4.2   SECURITY                                                        25
              5.4.3   SAFETY                                                          26
              5.4.4   BOOKSTORE                                                       26
              5.4.5   BUSINESS AND BUDGET OFFICES                                     26
              5.4.6   FACILITIES                                                      26

6     RECOVERY/POST PANDEMIC PERIOD                                                   27
       6.1COMMUNICATIONS                                                              27
       6.2 ACADEMIC AFFAIRS                                                           27
             6.2.1 INTERNATIONAL STUDIES                                              27
             6.2.2 INFORMATION TECHNOLOGY                                             27
       6.3 STUDENT LIFE AND DEVELOPMENT                                               27
             6.3.1 ADMISSIONS                                                         28
             6.3.2 REGISTRAR                                                          28
             6.3.3 FINANCIAL AID                                                      28
             6.3.4 ADVISING SERVICES                                                  28
             6.3.5 COUNSELING CENTER                                                  28
             6.3.6 STUDENT HEALTH SERVICES                                            28
             6.3.7 FOOD SERVICES                                                      28
             6.3.8 RESIDENTIAL HOUSING                                                28
       6.4 FINANCE AND ADMINISTRATIVE SERVICES                                        28
             6.4.1 HUMAN RESOURCES                                                    28
             6.4.2 SECURITY                                                           28
             6.4.3 BUSINESS AND BUDGET OFFICES                                        28
             6.4.4 BOOKSTORE                                                          29
             6.4.5 FACILITIES                                                         29
             6.4.6 SAFETY                                                             29



                                                APPENDICES



    Appendix A – Crisis Communication Plan and Media Tracking Log (end of document)   30




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1.0 Introduction

The Pandemic Influenza Response Plan establishes guidelines and protocols to be implemented
prior to, during, and subsequent to a pandemic influenza outbreak. The primary goals of the plan
are three-fold: to minimize the potential impact of a pandemic epidemic on the health of our
students and employees; to provide continuity of classes and services and minimize business
interruptions; and to provide assistance to the greater Winona community by working with
Winona County Disaster Response Teams as appropriate.

1.1               Pandemic Influenza Background

Influenza, also known as the flu, is a disease that attacks the respiratory tract (nose, throat, and
lungs) in humans. Different from a viral “cold” influenza usually comes on suddenly and may
include fever, headache, tiredness, dry cough, sore throat, nasal congestion, and body aches.

World-wide pandemics of influenza occur when a new or different virus emerges to which the
population has little immunity. Although the timing, nature, and severity of the next pandemic
cannot be predicted with any certainty, preparedness planning is imperative to lessen the impact
of a pandemic. Therefore, minimizing disruption to university operations will require a
coordinated response.

1.2    Pandemic Influenza Response Plan Coordinating Committee

The Pandemic Response Coordinator (PC) is charged with overseeing the coordination of the
Pandemic Influenza Response Plan and regularly monitoring national, state, and local public
health agencies Pandemic Influenza response guidelines. The PC works closely with the
Coordinating Committee (CC), the WSU Council of Administrators and the Winona County
Disaster Preparedness teams. The CC reports directly to the President of the University. The
frequency of reports is dependent upon the level of emergency response.

**The City of Winona has approximately 30,000 residents; therefore, WSU and local
government agencies are necessarily work closely in the event a pandemic strikes our
community. Winona County Public Health Department has the authority to initiate actions on
behalf of the county, thereby preempting WSU’s organizational structure. The Winona County
Sheriff’s Office is charged with enforcing the orders and directives of the County’s Director of
Public Health. The WSU Pandemic Coordinator, the WSU Director of Student Health Services,
and the WSU Security Department work closely with the county officials in planning of
emergency responses for our campus and community.

It is noteworthy that WSU is identified as a staging site by Winona County Red Cross in its
disaster response plan. Moreover, our employees live in the surrounding area as do a substantial
number of our students. Therefore, we anticipate both WSU and general community members
will necessarily work side by side.




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WSU PIRP Coordinating Committee-

Kurt Lohide          Vice President for Finance and   Work: 457-5050     klohide@winona.edu
                     Administrative Services

Sally Johnstone      Provost and Vice President       Work: 457-5010     sjohnstone@winona.edu
                     for Academic Affairs

Connie Gores         Vice President for Student       Work: 457-5301      cgores@winona.edu
                     Life and Development

Ken Gorman           Interim-VPAA/                    Work: 457-5010      kgorman@winona.edu
                     Dean for Int’l. Studies

Ken Janz             AVP for IT/CIO                    Work: 457-2299     kjanz@winona.edu

Diane Palm           Director of Student Health        Work: 457-5548     dpalm@winona.edu
                     Services

Scott Ellinghuysen   AVP for Finance and              Work: 457-5696      sellinghuysen@winona.edu
                     Administrative Services/CFO

Lori Reed            Director, Human Resources        Work: 457-5005      lreed@winona.edu

Erin Paulson         Director of Safety               Work: 457-5082      epaulson@winona.edu

Don Walski           Director of Security             Work: 457-5555      dwalski@winona.edu

Dick Lande           Director of Facilities/           Work: 457-5045     dlande@winona.edu
                     Physical Plant

Cristeen Custer      AVP Marketing and                 Work: 457- 2569    ccuster@winona.edu
                     Communications

Andrea Mikkelsen      Director of Public               Work: 457-5024     amikkelsen@winona.edu
                      Information

Paula Scheevel        Director of Housing and         Work: 457-5311       pscheevel@winona.edu
                      Residence Life

Caitlin Stene         President, Student Senate        Work: 457-5544      cstene@winona.edu

Larry Holstad         Director of Athletics           Work: 457-5212        lholstad@winona.edu

Jen Flowers           Associate Director of           Work: 457-5577        jjepson@winona.edu
                      Athletics

Bruce Svingen         IFO/Faculty Representative       Work: 457-9251        bsvingen@winona.edu

Alicia Reed          ASF Representative                Work: 457-2389        areed@winona.edu

Leon Bowman          AFSCME Representative             Work: 457-5045        lbowman@winona.edu

Paul Omdal           MAPE Representative               Work: 457-2278       pomdal@winona.edu

Dan Bjornson         MMA Representative                  Work: 457-2432      dbjornson@winona.edu


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1.3       Pandemic Response Levels

 Level 1: Pre-pandemic period
 Level 2: Confirmed Cases of Human-to-Human Transmission by CDC (worldwide)
 Level 3: Suspected case on Campus
 Level 4: Confirmed case on Campus


2.0       LEVEL ONE: PRE-PANDEMIC PERIOD
          (NO CONFIRMED CASES OF HUMAN-TO HUMAN TRANSMISSION OF
          PANDEMIC INFLUENZA WORLDWIDE)


            2.1     COMMUNICATIONS

The Assistant Vice President for University Marketing and
Communications will oversee the Level One communications plan.
The Public Information Officer will coordinate the plan in
conjunctions with the Director of Web Communications.

Campus Information Campaign: The primary focus of a public
education campaign will be self-protective actions and containment to
slow and reduce the spread of the pandemic influenza virus. Pandemic
influenza risk communication strategies are a critical component of
pandemic influenza preparedness. Effective communication guides the
public, the news media, healthcare providers, and other groups in
responding appropriately to outbreaks, adhering to public health measures, and
understanding state and local response efforts. All programs involved in planning for and
responding to pandemic influenza must give priority to ensuring timely and accurate
communication.

Communication Objectives: The objectives of the WSU Pandemic Influenza Response
Communication Plan are to:

         Prepare pre-event messages and materials on an influenza pandemic.
         Educate WSU students and employees on the steps they can take to decrease the spread
          of illness.
         Communicate the importance of personal preparedness.
         Coordinate with local public health officials, local healthcare providers, and emergency
          response services the creation of public risk communication response messages and
          activities across state, regional, and local levels.



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      Promote self-protective behaviors and garner support for public health actions such as
       isolation and quarantine.
      Address rumors, inaccuracies, and misperceptions as quickly as possible with goal of
       minimizing stigmatization of affected groups.
      Develop and implement comprehensive information.
      Ensure that information disseminated is accurate, timely, consistent, comprehensive,
       linguistically, and culturally competent and understandable.

Communication Concepts:

      Based on information provided by WSU health officials provide information about what
       is known and unknown and provide interim guidance for decision making to protect
       individual and family health.
      Coordinate and maintain consistency of messages to avoid confusion and build credibility
       and trust.
      Express empathy for affected individuals.
      Empower the public to protect themselves and family members.
      Based on information provided by WSU health officials provide information that is
       scientifically and technically correct and can be understood by all facets of the public,
       including those who are non-English speaking.
      Focus information to minimize speculation, over-interpretation of data, and overly
       confident assessments and projections.
      Establish credibility by providing immediate and on-going information in response to an
       intense and sustained demand.
      Provide transparent and timely dissemination of accurate, science-based information
       about pandemic influenza and the progress of the response.
      Use multiple communications channels to increase awareness of information resources.

Communications Strategies: During the pre-event interpandemic and pandemic alert periods,
communication strategies will focus on individual self-protective behaviors and understanding
community containment actions, their purpose, and implementation.

      Perform the duties of the campus Public Information Officer (PIO) as described in the
       WSU Guidelines for Crisis Communications (Appendix A).
      PIO will train and drill spokespersons.
      In coordination with the CC, the County Emergency Response Director, and the Public
       Health Director, develop and deliver educational materials, information releases, and
       announcements for students, parents, employees, and other target populations.
       o Based on information provided by WSU health officials develop and maintain web-
           based information. Develop contact lists for the dissemination of information.
      Upon request, pending availability of staff, assist the county in the development and
       delivery of informational materials regarding community and business closures.

Communications Tactics: Following is a list of possible tactics to be employed to address
Communications Objectives. In consultation with the Pandemic Planning committee, appropriate



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tactics will be determined by the Assistant Vice President for Marking and Communications and
the PIO depending on the level of the alert and the situation.

      Employee and student education via e-mail and Web
      Establishment of an information call center with updated pre-recorded information.
      Distribute public service announcements to local and regional media
      Web-based resources
           o Distribute information sheets on self-protective measures using graphics and easy
               to understand instructions. (e.g. “how to do” and “what to do”)
           o Communicate essentials of a “disaster kit” to all students and employees for their
               individual and home use.
                Links to appropriate fact sheets and FAQs
In coordination with IT, investigate development of call center with updated pre-recorded
information.
       o Develop plans to staff call center.
           - Develop contact lists for the dissemination of information.
     Assist Student Health Services with the production of signs for potential isolation and
       quarantine measures.

       2.2 ACADEMIC AFFAIRS

The Provost/Vice President for Academic Affairs will:
 Communications
     Communicate with faculty and staff (through the Meet and Confer process)
     Review the use of WSU’s website for news and announcements.
     Establish a communication tree within academic affairs.
Planning
     Encourage the development of individual, department, and college contingency plans.
     Establish process to monitor and report absences of student, faculty, and staff.
     Develop backup plan for reduction in workforce (faculty and staff).
Instruction
     Communicate at IFO and ASF Meet and Confer sessions the importance for all teaching
        and service faculty to become familiar with the WSU PIRP.
     Ask academic departments through their Deans to create plans for faculty and student
        support in the event of absence due to illness or the need for isolation due to physician
        confirmed at-risk conditions. This could include:
            o Plans for substitute instructors
            o Create (by individual faculty members) alternate assignments for students who
               cannot come to class due to illness or risk-level classification
            o Pre-record lectures for classroom playback or individual student use
            o Use the Desire to Learn system for managing student materials, assignments, and
               communication
            o Link into classroom via phone or other electronic methods (e.g., Skype, Web Ex)
            o Develop other creative methods to assist students in continuing coursework
     Request department chairs to communicate with their Deans regarding special assistance
        that may be needed to implement the faculty members’ plans (e.g., technician to set up


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        conference phone in a classroom, access to projector, video-recording, proctor for
        testing).

           2.2.1 INTERNATIONAL STUDIES

The office of International Studies will encourage students to utilize the Red Cross’ “Safe and
Well List” website. https://disastersafe.redcross.org/Default.aspx.
International Student Programs
     In coordination with Student Life and Development implement and maintain parent
        (family) information on website.
Study Abroad Programs
 Continue development of Emergency Operations Plan for studies abroad programs.
     Ensure that all students and staff follow current study abroad campus regulations which
        necessarily include the requirement for travel insurance which provides for repatriation of
        remains.
     Office staff for travel study programs, study abroad programs, and international student
        services will monitor the following websites for updates information and avian flu status.
        Primary sites:
            o Overseas Security Advisory Council
            o Department of Health and Human Services – Centers for Disease Control and
               Prevention.
            o NAFSA: Association of International Educators

       Office staff for travel study programs and study abroad programs will enter and maintain
        on WSU’s “K-drive” current contact information on all students, faculty and staff.
           o All students (in the U.S. and out of the country) enrolled in travel study courses.
           o All students enrolled in study abroad programs.
           o All contact information for international partners.

       Monitor ISRS for all international students enrolled in WSU for current contact
        information and emergency status of respective countries.
       Contact all study abroad and exchange (faculty and students) programs to determine what
        emergency plans are in place at their respective institutions.
       Ensure that all students participating in study abroad programs and travel study programs
        have registered at the appropriate embassies for the duration of their stay outside the U.S.



          2.2.2 INFORMATION TECHNOLOGY

The Associate Vice President for Information Technology/CIO will:
       In coordination with the CC, the WSU webmaster is creating a pandemic influenza
        website, this website link will appear on the WSU homepage and will link to other local,
        state, and federal information sites. Additionally this site will link to the Human
        Resource and Student Life and Development homepages. The website will contain a


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       message from the President, frequently asked questions and responses for both employee
       and student target audiences, information regarding personal preparedness planning,
       class/university closing etc. Website should be operable by 10/16/06 and will update on
       a regular basis by the webmaster in consultation with the PC and other campus members
       as appropriate.
      Provide necessary IT services (network, e-mail, telephone, etc.) to assist with execution
       of pandemic plan.
      Prioritize IT services and implement disaster recovery to restore services if needed due to
       power or equipment failures.
      Provide portal and web services for information dissemination to students and employees.
       Work closely with VPAA and VPSLD.
      Develop a personnel report to work plan consistent with collective bargaining agreement,
       WSU policy and regulations and Office of the Chancellor policies. Provide “phone bank”
       and/or advertised telephone number for information dissemination to students and
       employees.
           o Determine availability of staff to return to primary work area prior to reopening.



          2.3 STUDENT LIFE AND DEVELOPMENT

The Vice President for Student Life and Development will:
In close collaboration with department directors, the VP for Student Life and Development will:
    o Develop plans to prioritize work in the event of a reduction in workforce
    o In coordination with the PIRP Committee, develop a plan for Emergency Student
        Communications to include the website and email
    o Advise and encourage students to use CDC and Red Cross websites for additional
        information
    o Develop a plan to address parent and student concerns




          2.3.1 ADMISSIONS

The Director of Admissions will:
Continue processing applications and communicate electronically with prospective and admitted
students
Continue use of MNSCU on-line applications., on-line ACT score reports, on-line fee payments,
etc
Monitor high school visits using Public Health information on districts affected by H1N1
Use hand sanitizing products and wipe down pens used at college fairs
Allow counselors to travel only if they are healthy
Host on-campus programs with caution, in order to provide a healthy and safe environment. Take
extra care to wipe down tables, chairs, pens, etc, after each visit program

          2.3.2 REGISTRAR


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The Registrar will:
    Develop plans to assure ongoing operations of the Registrar’s Office services in event of
      a reduction in workforce while maintaining integrity of operations.

The following contingency plans have been adopted from SCSU’s policy and are under review
by Administrative Affairs and Student Life and Development.

Contingency A: Closure after the Twelfth Week of a Semester
    Administration will declare the semester to have concluded.
    Student will receive grades in courses based on performance through time of closure.
    Faculty will have discretion to permit individuals students to complete requirement of
       courses for different grades.
    Students registered for off-campus internships, practica, or clinical experiences will
       comply with directives of host organizations.
    Recording of grades will occur upon reopening of the campus.

Contingency B: Closure after the Tenth Week but before the End of the Twelfth Week of a
Semester.
    Administration will declare the semester to have concluded.
    Students will receive either an S or U in courses based on performance through time of
       closure.
    Faculty will have discretion to permit individual students to complete requirements of
       courses for letter grades.
    Students registered for off-campus internships, practica, or clinical experiences will
       comply with directives of host organizations.
    Recording of grades will occur upon reopening of campus.

Contingency C: Closure after the Eighth Week but before the End of Tenth Week of a Semester.
    Administration will suspend the semester for resumption at a later date for up to four
       weeks to complete twelve weeks of instruction for computation of letter grades.
    Students registered for off-campus internships, practica, or clinical experiences will
       comply with directives of host organizations.
    Students not returning for continuation of semester will receive an official withdrawal
       from courses.

Contingency D: Closure before the End of the Eight Week of a Semester
    Administration will cancel the semester.
    Students will receive no recognition of academic performance.
    Students will receive either full refund of tuition and fees or credit toward tuition and fees
       in a future term.

          2.3.3 FINANCIAL AID

The Director of Financial Aid will:



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      Develop a policy to address financial concerns of students, resulting from prolonged
       absences from class or temporary closure of the institution. Such plan would include
       individual student communication by WSU’s established portal system and potential for
       use of some of the university’s reserve, if needed. Contact would be made with FEMA
       regarding the potential for short-term student loans.

          2.3.4 ADVISING

The Director of Advising Services will :

      Refine plans to continue provision of services, including advising and tutoring services
       and services for students with disabilities, as much as possible. This includes the
       following:

           o Utilize email and web technology to provide electronic tutoring and advising, thus
             allowing for service provision without face-to face contact.
           o Work with Academic Affairs and Financial Aid to determine the impact of
             temporarily suspending academic policies that impact academic status and student
             eligibility for enrollment.
           o Communicate with and develop contingency plans with students with disabilities
             who may need specific and individualized service plans.

          2.3.5 COUNSELING CENTER

The Chairperson for the Counseling Center will:

      Develop a procedure for providing non-face-to-face counseling – phone and internet.
      Begin a dialogue with administration, Human Resources, the Office of the Chancellor
       and/or DOER regarding faculty and staff counseling.
      Use hand sanitizers throughout the office and make available alcohol-based hand wash
      ; Encourage other staff members to seek . Red Cross Disaster Mental Health
       professionals training.
      Offer workshops for students as we feel ready and able to do. (In consultation and
       collaboration with Health Services)
      Update our web page as we receive clear direction from the University regarding the
       overall pandemic plan.
      Chairperson will communicate daily with VP for Student Life and Development to assure
       current knowledge of campus needs and status of campus activities.

          2.3.6 STUDENT HEALTH SERVICES

The Director of the Student Health Center Director will:
    Continue to review and evaluate the WSU Student Health Service Disaster Response
       Plan. This plan sets forth Infection Control Measures” that are in compliance with
       established health care guidelines.


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      Develop and communicate “Cover your Cough” and “Hand Hygiene” campaigns.
      Work with PC to develop mutual aid agreement in case requests for patient transportation
       cannot be met.
      Implement infection control policies.
          o Maintain a supply of masks, gowns, gloves, hand sanitizer for health services use.
          o Post “Cover your Cough” campaign signs in health service waiting area and hand
              washing information in all WSU bathrooms.
          o Department of Safety has purchased gloves, nuisance masks and N-95 masks.
          o Purchase additional hand sanitizer supplies and tissues for campus locations.
              These items will be kept in the WSU central supply room for purchase by campus
              departments. Hand sanitizer dispensers will be placed throughout campus.
          o Separate “isolation room” to evaluate students with suspected symptoms. (Note:
              It is not negative pressure.)
          o Drill/train for telephone triage protocols to identify students who may be infected
              so that they will use a separate entrance if they are instructed to come to the
              Health Service.
          o Develop a plan to evaluate symptomatic personnel before they report to work.
          o Offer influenza vaccine to all staff, faculty, and students.
          o Drill/train for the transportation of ill students to another health care or isolation
              facility by personnel with appropriate protective clothing in designated university
              automobiles and vans.

                   FOOD SERVICES
 The director of food services will;
   The WSU food service vendor, Chartwell’s Dining and Catering will develop an
      emergency response plan for delivery of services during both a reduction in staff due to
      illness and for the stock piling of food in the event of a large scale emergency.
          o Assure that sufficient emergency food supplies/paper products will be ordered and
            stored on campus.
   The WSU food service liaison will work closely with the vendor, the Winona County
      Disaster Response Coordinator, and the campus community to develop a plan for
      delivery of food to isolated and quarantined individuals both on and off campus.

          2.3.7 HOUSING AND RESIDENTIAL LIFE

The Director for Residential Life will:
    Initiate the Residential Life Pandemic Response Plan, which will include educating
       residential students on personal preparedness in the event of reduction of campus services
       (e.g. stocking food and water.)
    Establish and protocol for vacating East Lake Apartments in the event of need of
       isolation and quarantine facilities.
    In coordination with the Director of Health Services, implement educational program for
       students regarding symptoms of the illness.
    In coordination with the Director of Health Services, develop a campaign to encourage
       students to obtain the annual seasonal influenza vaccine.



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In conjunction with the Health Services, Housing and Residence Life will take the following
steps:
    o Create and distribute to students and parents of students living in the residence hall a
        general statement about the prevention and spread of H1N1. Share this information with
        the students in floor meetings.
    o Post the information online
    o Train Hall Directors and all staff members (including RA’s) to remind their students to
        wash their hands, cover their mouth, etc.
    o Utilize the services of Diane Palm to train all staff members

If a student exhibits influenza-like symptoms:
     o The student will be asked to call Health Services so they can arrange triage for the student
     o The student will be encouraged to stay in their room and self isolate
     o If the student’s roommate is of a high-risk category, then move the roommate to an
          isolation room
     o Provide face masks in Residence Hall offices, which the student will be encouraged to wear
          when s/he leaves the room
     o The student will be encouraged to let the RA know if s/he is unable to find a friend to bring
          food to the room
     o If a student is exhibiting symptoms, the Hall staff will notify the following: Director of
          Residence Life; Director of Health Services; and Associate Director of Residence Life



       2.4 FINANCE AND ADMINISTRATIVE SERVICES

The Vice President of Finance and Administrative Services will: Develop a personnel report to
work plan consistent with collective bargaining agreement, WSU policy and regulations and
Office of the Chancellor policies.



                   2.4.1 HUMAN RESOURCES

The Director of Human Resources will:
    In coordination with IT, develop an electronic format by which each university
       department/unit can report absenteeism, to be implemented on both the Rochester and
       Winona campuses.
    Develop “work from home” plan for HR office and work with CC in developing similar
       work plans for other areas of the university.
    In coordination with IT, develop a student and employee website so that individuals can
       supply their names, local contact information, and certifications held, such as CPR, First
       Responder, and EMT. Develop job descriptions for volunteers.
    In coordination with the CC, develop campaign encouraging employees and their
       dependents to obtain the annual seasonal influenza vaccine.
    Develop employee education, encouraging workers stay home when ill.


                                                                                                 15
                  2.4.2 SECURITY

The Director of Security will:
    In coordination with facilities services storeroom personnel, maintain stock of N-95
       respirators, nitrile or vinyl gloves, and nuisance masks.
    Arrange for medical clearance, fit-testing, and training for respirator use, to include N-95
       masks.

                  2.4.3 SAFETY

The Director of Safety will:
    In coordination with facilities services storeroom personnel, maintain stock of N-95
       respirators, nitrile or vinyl gloves, and nuisance masks.
    Arrange for medical clearance, fit-testing, and training for respirator use, to include N-95
       masks.
    In coordination with Student Health Center staff, prepare appropriate signage for
       isolation and quarantine areas.
    Prepare for anticipated additional hazardous material cleanup and pick-ups through the
       University of Minnesota.


                  2.4.4 BUSINESS & BUDGET OFFICES

The Vice President for Finance and Administrative Services will:
    Anticipate a plan for expedited tuition appeals.
    Develop plans for tracking costs.
    .

                  2.4.5 BOOKSTORE

The Vice President for Finance and Administrative Services will:
    Develop a plan for working with a reduction of staff.

                  2.4.6 FACILITIES

The Director of Facilities will:
    Encourage all facility and maintenance personnel have completed NIMS IS 700 training.
    Assist with installation of hand sanitizer dispensers.
    Inspect and refill hand sanitizers dispensers as needed.
    Maintain an adequate supply of campus tissues and hand sanitizers on campus with
       Central Supply.


3.0   LEVEL TWO: CONFIRMED CASES OF HUMAN-TO-HUMAN TRANSMISSION
      OF PANDEMIC INFLUENZA REPORTED BY CDC (WORLDWIDE)


                                                                                               16
Operational Structure: Employees on alert for potential activation of the WSU IRP. The
Incident Commander and Coordinating Committee will ensure that the administration and the
department/unit directors are provided with the latest information on Pandemic Flu.

 Focused measures will be made to educate individuals regarding social distancing so as to
 minimize the potential for human to human transmission.

 Consult with Winona County Public Health as to potential specific directives from the
 Minnesota State Governors Office regarding community impact.

     3.1    COMMUNICATIONS

Communications Strategies:

The PIO continue to update team on status of planning and response.
The Communications Team will:
    Implement the education and awareness communications plan components developed in
        Level One, and fully described in the WSU Guidelines for Crisis Communications
        (Appendix A)
    Monitor and examine current issues and messages.
    Evaluate effectiveness of strategies and messages.
    Discuss feedback from information loops (on-campus officials and off-campus law
      enforcement and public health authorities).
    Adjust messages and responses based on feedback from information loops
    Build communication staff surge capacity.

     3.2   ACADEMIC AFFAIRS
          3.2.1 ON-CAMPUS CLASSES
The Provost/Vice President for Academic Affairs will:
   Contact Academic Deans with information
   Encourage Deans to ask CDC-defined at-risk faculty members to consult with their personal
       physicians and work with their Deans on a plan for continuing assigned duties
   Ask Deans to remind faculty members to use the appropriate procedures to report absences
       from campus
   Deans’ offices will track absences and reasons if provided

           3.2.2   INTERNATIONAL STUDIES

The Director of International Studies will :
   Evaluate potential suspension of International Studies programming.
   Contact faculty, staff, and students traveling abroad of the potential for evacuation and their
       return to the U.S.
   Secure location in designated residence for off-campus international students for either
       “well space” or quarantined housing.


                                                                                                 17
           3.2.3   INFORMATION TECHNOLOGY

   The CIO will:
    Implement protocols set forth in 2.2.2 above and continue to develop response plans.
    Activate phone bank on 3rd floor Somsen Hall.
    Prioritize department duties to maintain services if workforce is reduced because of
      illness.

       3.3 STUDENT LIFE AND DEVELOPMENT

Vice President for Student Life and Development will:
    In coordination with the PIRP Coordinating Committee plans, implement the
       Communications Plan as set forth above.

           3.3.1   ADMISSIONS

Director of Admissions will: implement protocols set forth above

           3.3.2   REGISTRAR

Registrar will :
  * Implement measures and protocols as set forth in 2.3.2 above.

           3.3.3   FINANCIAL AID

Director of Financial Aid will: implement measures and protocols as set forth above

           3.3.4   ADVISING SERVICES

The Director of Advising Services will: implement protocols as set forth above

           3.3.5 COUNSELING CENTER
       Continue to implement measures and protocols as set forth above in 2.3.5.

           3.3.6 STUDENT HEALTH SERVICES
       Continue to prepare as set forth in 2.3.6.
       Meet bi-weekly with PIRP CC.

           3.3.7   FOOD SERVICES

 Director of Food Services will:
   Ensure that sufficient emergency food supplies/paper products have been ordered and
      delivered and are being stored on campus.

           3.3.8   HOUSING AND RESIDENTIAL LIFE


                                                                                            18
Director of housing will implement measures and protocols as set forth above


          3.4 FINANCE AND ADMINISTRATIVE SERVICES

              3.4.1   HUMAN RESOURCES

 Director of Human Resources:
   When directed, distribute employee education letters allowing employees to stay at home
      when they are ill
   Communicate established site for employee/dependent inoculation.


              3.4.2   SECURITY

The Director of Security will:
    If required, assist local law enforcement agencies in enforcement of isolation, quarantine,
       if activated as requested by those agencies.

               3.4.3 SAFETY
          Place signage for isolation, quarantine, if activated.
          Assess respiratory protection plan and resources with Health Services.
          Inform essential housekeeping personnel of their risk when cleaning.
          If directed, distribute N95 masks to essential personnel.

              3.4.4   BOOKSTORE

          Continue to prepare as set forth in 2.4.5 above.

              3.4.5 BUSINESS AND BUDGET OFFICES
          Continue to prepare as set forth in 2.4.5 above.

              3.4.6 FACILITIES
          Continue to prepare as set forth in 2.4.6 above.

4.0       LEVEL THREE: SUSPECTED CASE OF PANDEMIC INFLUENZA ON CAMPUS

          4.1 COMMUNICATIONS

Communications Strategies:
   During the pandemic period, communication strategies will focus on continuation of self-
   protective measures, social distancing, and enforcement of community containment
   measures, class cancellation/university closures, and communication with
   partners/stakeholders.



                                                                                              19
      PIO will implement the Crisis Communications Plan (refer to full Guidelines for Crisis
       Communications, found in Appendix X of this document)
      PIO will develop Influenza Pandemic Enhancements describing current situation and
       adequate responses to update WSU Crisis website templates, hotlines and other
       information outlets
      PIO will continue gathering information (from on-campus and off-campus authorities),
       tracking and logging media information, and providing updates based on changes in
       situation, additional information or details.
   
       4.2   ACADEMIC AFFAIRS
          4.2.1 ON CAMPUS ACTIVITY
The Provost/Vice President for Academic Affairs will:
   Contact the Academic Deans with information
   Inform Deans to contact Department Chairs to initiate local plans to cover classes
   Inform Deans to work with their at-risk faculty members (defined by their personal
       physicians) to implement their plans
   If needed assist Dean of College of Nursing and Health Science in organizing volunteers
       from nursing students to help care for ill students in isolation area

             4.2.2   INTERNATIONAL STUDIES

                    Implement measures and protocols set forth in 2.2.1 above.

             4.2.3   INFORMATION TECHNOLOGY

   The CIO will:
    Implement protocols set forth in 2.2.2 above and continue to develop response plans.

    4.3 STUDENT LIFE AND DEVELOPMENT
    Implement measure and protocols as set forth above for all areas of oversight listed
      below.

             4.3.1   ADMISSIONS

             4.3.2   REGISTRAR

             4.3.3   FINANCIAL AID

             4.3.4   ADVISING SERVICES

             4.3.5   COUNSELING CENTER

             4.3.6   STUDENT HEALTH SERVICES

             4.3.7   FOOD SERVICES



                                                                                                20
           4.3.8   HOUSING AND RESIDENTIAL LIFE


      4.4 FINANCE AND ADMINISTRATIVE SERVICES

           4.4.1   HUMAN RESOURCES

Director of Human Resources will:
    As needed, staff involved with payroll or employee benefits will work at home or stay
       connected to the Office of Chancellor, DOER, or State web sites for ongoing instruction.


           4.4.2   SECURITY
                  In addition to efforts listed above meet with PC daily.

           4.4.3   SAFETY
                  In addition to efforts listed above meet with PC daily.


           4.4.4   BOOKSTORE

                  In addition to efforts listed above meet with PC daily.

           4.4.5   BUSINESS AND BUDGET OFFICES

              In addition to efforts listed above meet with PC daily.


           4.4.6   FACILITIES

              In addition to efforts listed above meet with PC daily.


5.0   LEVEL FOUR: CONFIRMED CASE OF PANDEMIC INFLUENZA ON CAMPUS

Operational Structure:
   Initiate the WSU IRT.
   The President will assume role of, or designate an Incident Commander (IC), and
      activate the University’s Incident Response Team.

Operational Strategies:
   Focused measures will be made to increase social distance so as to minimize the
      potential for human to human transmission. As necessary, IC will order only essential
      personnel required to report to campus. The IC, as necessary, will select and assign
      personnel to perform the various General Staff (Operations, Planning, Logistics, and
      Finance) and Command Staff (Information, Safety and Liaison) functions.


                                                                                             21
      Consider canceling all non-essential meetings.
      In event IC is not the President, the IC will advise the President as to the potential for
       pandemic. The President, or the VPAA acting on her behalf, will evaluate and prepare for
       the potential of campus closure.
      The Incident Commander and CC will ensure that the administration and the
       department/unit directors are provided with the latest information on Pandemic Flu. The
       Director of Health Service is responsible for providing education to the IC and
       administration.
      Strong consideration will be given to cancellation of classes and all events, including
       athletic activities that place persons in close proximity.
      If required, initiate work from home plans for up to 3-5 days to provide social distancing
       and in order to provide an opportunity for adequate evaluation of the risk of spread of
       disease and initiate appropriate action steps and protocols.
      Base criteria for class and event cancellation, library closing, or campus closing on one or
       more of the following factors:
       o The advice of the Winona County Public Health Director. (Communications with the
            County Health Director may be made directly or indirectly through a member of the
            Response Team.)
       o Verification of infected student(s)/employee(s).
       o Statistical count of ill persons exhibiting symptoms.
      With the activation of the WSU IRT, the PIO will remain in close contact with the IC, the
       CC Team, and PIOs from other agencies a set forth in the WSU CIRP.
      In coordination with local agencies’ PIOs, possibly via a Joint Operations Center (JIC),
       the WSU PIO and the Director of Student Health Services will share information on
       pandemic influenza and actions for informing the public with local level partners,
       including Winona County Department of Public Health and “Winona Health” to ensure
       consistency and accuracy of information provided to the public.
      The CC will assist in the deployment of health-related volunteers and other volunteers to
       assist in response.
      The CC at the request of local health care providers, the local Red Cross, and/or the
       Public Health Department, open facilities to respond to local health care providers’ surge
       of patients.

   5.1 COMMUNICATIONS
   Communications Strategies:

The PIO through the Communications Team will:
    Implement the Crisis Communications Plan.(Communications to employees and students
      will be managed as set forth in 2.1 above.)
          o Assure appropriate coordination of messages delivered to all audiences.
          o Adapt messages and materials for approval by content experts prior to
              dissemination to avoid inaccurate information.
          o Assure messages reach multiple audiences through a variety of vehicles.
          o Assure appropriate, accurate, and timely information is shared with local
              responders, partners, and state agencies.



                                                                                                22
       Track and log all media reports and information issued by on-campus and off-campus
         authorities.
       Monitor and examine current communication issues and update messages by:
             o Evaluating effectiveness of strategies and messages.
             o Discussing feedback from information loop.
             o Reviewing daily and update the WSU Crisis Website.
             O Building communication staff surge capacity if possible.

             Monitor local media stories and calls to the WSU Hotline and web site, and update the
              CC on status of communications and rumor control.

5.0      LEVEL FOUR: CONFIRMED CASE ON CAMPUS
      5.2 ACADEMIC AFFAIRS

      The Provost/Vice President for Academic Affairs will:
       Utilize established communication protocol within academic affairs.
       Oversee the initiation of department and college contingency plans.
       Adjust personnel deadlines relevant to evaluation, tenure, and promotion if required
       Adjust all other deadlines as set forth in academic policies if required
       Explore the cancelation of commencement ceremonies and other academic recognition
         ceremonies.

              5.2.1   INTERNATIONAL STUDIES

               The Dean for International Studies will:
              Assess the impact of the spread of the Pandemic Flu in countries where students and
               employees are located.
              Make a determination to cancel travel programs in progress if warranted.
              Notify faculty, staff, and students traveling abroad of program cancellation/
               continuation determinations.
              Notify parents/emergency contacts of program cancellation/continuation via and
               general student contact information via dedicated web-site. (To be developed.)
              Implement International Studies Emergency Response Plan. (Under revision.)



              5.2.2   INFORMATION TECHNOLOGY

            The CIO will:
           Implement protocols set forth in 2.2.2 above and continue to develop response plans.
           Send notice to all IT, library, and computer staff reminding them to spray disinfectant on
              multiple user keyboards prior to use.

      5.3 STUDENT LIFE AND DEVELOPMENT




                                                                                                      23
Should an influenza pandemic be confirmed on campus or in our region, it is likely that students
who live on campus and off campus would begin to leave the university even if classes and
events are not cancelled.

The VP for Student Life and Development will:
    In consultation with and upon the advice of the Director of Health Services, initiate a
      student social distancing program.
      o Close student gathering rooms, i.e. television rooms, computer labs and study rooms.

       5.3.1   ADMISSIONS

The Director of Admissions will:
    Immediately evaluate whether to cancel recruiting tours and campus visits.

       5.3.2   REGISTRAR

The Registrar will:
    Consider the suspension of student appeals and postponement of deadlines pending
      reasonable time after the re-opening of the university.

       5.3.3   FINANCIAL AID

The Director of Financial Aid will:
    Financial Aid Services will be tied to enrollment and operations will continue operations
       for enrolled students. The process would be dependent on the infrastructure in place in a
       given situation.

       5.3.4   ADVISING SERVICES

Advising Services will;
    Suspend the provision of non-essential services and will provide essential services as
       much as possible through electronic means.

       5.3.5   COUNSELING CENTER

The Counseling Center Department Chair will:
    Assess behavioral health needs of students.
    If circumstance warrant, coordinate delivery of counseling services with off campus
      agencies if feasible.

       5.3.6   STUDENT HEALTH SERVICES

The Director of the Student Health Services will:
    Initiate the Student Health Service Disaster Response Plan. (Appendix F.)
          o Notify the Winona County Department of Public Health of campus illness per
              established protocol.


                                                                                              24
           o Increase disease surveillance according to Center for Disease Control (CDC)
                directives.
           o Identification of and care for suspected cases per CDC directives.
           o Work with appropriate personnel to prepare for possible isolation and quarantine.
           o Activate the protocol for an isolation and quarantine event. Work with residence
                life staff for the use of East Lake housing units as individual/group quarantine and
                isolation areas as these units operate on separate air supplies. (Work closely with
                the Director of Residential Life for transition of occupancy.)
           o In close cooperation with County Public Health, participate in a monitoring plan
                for isolated and/or quarantined students/patients. (Note: Isolation and quarantine
                may occur at the request of county, state or federal authorities.)
      Evaluate office hours to accommodate student and staff concerns.
       Collaborate with local Public Health Agencies-
           o Current policies defer to the Winona County Public Health Department direction
                for WSU Health Service as a part of the Winona County plan for isolation and
                quarantine of students.
      Collaborate with the CC and the PIO to assure accuracy of information releases.
           o Assist with preparation of information releases for students, faculty, staff, and
                parents by web, portal, telephone messages, and public announcements.
      At the request of the healthcare community, open facilities, and assist in providing flu
       clinics.

       5.3.7   FOOD SERVICES

The WSU food service liaison will immediately contact the food service vendor and determine
the impact the influenza has had on their workforce and communicate any reduction in services
to the CC.
     Arrangements will be made for community and campus volunteers to deliver food to
        students who are not ill enough to be hospitalized but too ill to care for themselves.

       5.3.8   HOUSING AND RESIDENTIAL HOUSING

The Director of Residential Life will monitor and implement the protocols outlined above

   5.4 FINANCE AND ADMINISTRATIVE SERVICES

       5.4.1   HUMAN RESOURCES

   The Director of Human Resources will:
    Initiate university-wide monitoring of employee attendance on both the Rochester and
      Winona campuses.
       If directed, post notices at entries to buildings instructing employees, student and
      visitors not enter the building should they have symptoms of influenza. (Students will be
      instructed to present to Student Health Services prior to reentering their residence hall.
    Pursuant to 2.1 above instruct all employees to disinfect work areas once or more daily.
      (Desk tops, door knobs, stair rails telephones, key boards, etc.) Share


                                                                                                 25
      Provide limited essential services.
      Process payroll as a priority.
      Staff overseeing payroll functions and employee benefits may be assigned to work
       remotely from home as necessary.
      Staff will review the Office of Chancellor, DOER, and other applicable state websites
       daily and report findings to PC.
      All HR personnel staff report to work unless ill.
      Cancel all employee vacations as necessary.
      Assist departments in work from home plans as necessary and appropriate.



       5.4.2   SECURITY

   Director of Security (designee) will:
    Coordinate work with Winona County Sheriff’s Police to secure vaccine/drug distribution
      sites as directed.
    If directed, provide 24 hour security surveillance to the Student Health Services facility.
    Secure campus if campus closure is activated

       5.4.3   SAFETY

The Director of safety will:
    Place signage for isolation, quarantine, if activated.
    Assess respiratory protection plan and resources with Health Services.
    Inform essential housekeeping personnel of their risk when cleaning.
    Distribute N-95 respirators and masks to personnel as directed by Health Services and
       County Public Health.
    Disseminate information provided by CDC and MDH regarding the use of masks.
    Coordinate/oversee disposal of hazardous material cleanup and used respirators and
       masks.



       5.4.4   BOOKSTORE

The Vice President for Finance and Administrative Services will:
    If directed, close the bookstore.

       5.4.5   BUSINESS AND BUDGET OFFICES

The VP for Finance and Administrative Services will:
    Identify potential costs and funding issues.
    Track costs and process contracts, purchase orders and other needs.
    Purchase emergency items to assist in pandemic.


                                                                                               26
      Will attempt to process payroll based on State of Minnesota central payroll access.

       5.4.6   FACILITIES

The Director of Facilities and the Physical Plant will:
     Notify all essential personnel of potential for initiating on-call status.
     In consultation with the CC, implement a “facility cleaning priority list.”
     If directed, distribute N95 masks and anti-viral cleaners to essential personnel.
     Central supply shall maintain adequate supplies of tissues and hand sanitizing gels,
       disinfectants for campus departmental purchase and use.
     Maintenance shall keep hand sanitizer containers filled. Priority will be given to
       sanitizer posts in Krysko Commons and residence halls.


6.0 RECOVERY/POST PANDEMIC PERIOD

During the recovery/post pandemic period, the CC will address recovery efforts and the
resumption of university wide operations. To that end CC members will:
    In coordination with the WSU Counseling Center assess student and employee
       psychosocial needs and arrange for appropriate counseling with both campus and
       community resources if available.
    Prepare to respond to additional waves of pandemic influenza and smaller
       out-breaks.
    Resume pre-pandemic measures after all waves of Level 4 have ceased.
    Continue mitigation and recovery efforts by minimizing the number of public gatherings
      and will continue monitoring for possible outbreaks of infection on campus.
    To the extent possible, evaluate the effectiveness of non-medical campus responses.

      6.1 COMMUNICATIONS
Communications Strategies:
The PIO will:
    Continue all communication operations of the pandemic phase actions as needed to
      address additional outbreaks of influenza and additional waves of disease.
    Continue collaboration with local agencies to incorporate recovery-focused messages into
      public information.
    Support community recovery efforts by repeating and promoting self-protective messages
      as community norms.

          6.1 ACADEMIC AFFAIRS

The Provost/Vice President for Academic Affairs will:
Work closely with all areas of Academic Affairs as the university returns to pre-pandemic levels.


               6.1.1   INTERNATIONAL STUDIES



                                                                                              27
               6.1.2   INFORMATION TECHNOLOGY

The Associate Vice President for Information Technology/CIO will:
     Continue to provide IT services to assist with post pandemic information dissemination.
     Evaluate services maintained during plan execution and how limited personnel handled
       the needed work.
    Develop priority list of operations for each department/unit.

        6.2   STUDENT LIFE AND DEVELOPMENT

The Vice President of Student Life and Development will:
 Work closely with all areas of oversight returning Student Life and Development services to pre-
 pandemic levels.


               6.2.1   ADMISSIONS

               6.2.2   REGISTRAR

               6.2.3   FINANCIAL AID

               6.2.4   ADVISING SERVICES

               6.2.5   COUNSELING CENTER

               6.2.6   STUDENT HEALTH SERVICES

Director of Student Health Services will:
          Address following issues:
           o Updating the campus community via website and email communications
               regarding health and counseling related topics including mental health, grief
               counseling and post –traumatic stress.
           o Inventory and restocking of supplies and medications for clinic use.
           o Documentation and records of medical care given.
           o Review, debriefing and critique of event including adjusting plan for future
               events.


               6.2.7   FOOD SERVICES

               6.2.8   HOUSING AND RESIDENTIAL LIFE

        6.3   FINANCE AND ADMINISTRATIVE SERVICES



                                                                                               28
The Vice President of Administrative Services will:
        Work closely with all areas of oversight in Finance and Administrative Services to
        return services to pre-pandemic levels.

              6.3.1 HUMAN RESOURCES
      Grief counseling services will be provided to employees upon request to the extent
       available.

             6.3.2 SECURITY
      Resume normal business hours and services.
             6.3.3 BUSINESS AND BUDGET OFFICES
             Finance will prepare reports/invoices regarding property loaned or consumed by
             other agencies pursuant to Mutual Aid Agreements or otherwise.


             6.4.4 BOOKSTORE
      Resume normal business hours and services.

              6.4.5 FACILITIES

      All Buildings and Grounds personnel will combine efforts to return the University’s
       campus to normal.

              6.4.6   SAFETY




                                                                                             29
                                           WINONA STATE UNIVERSITY
                      DRAFT EMERGENCY OPERATIONS PLAN: GUIDELINES FOR CRISIS COMMUNICATIONS


Crisis Communications Plan Overview
These guidelines provide procedures to coordinate internal and external communications for Winona State
University during an emergency or crisis. When WSU’s Incident Command Team determines an emergency that
requires a communications response, the Incident Commander will implement this plan.

Immediate Response
1. Incident Command Team (ICT), with direction from the Public Information Officer (PIO) or designee,
   determines if statement will be prepared and released
    Verify nature and scope of incident with campus security and responding agencies (if necessary)
    Determine what authorities / counsel must or should be consulted

2.   PIO develops message
      Get the facts
      Coordinate with responding agencies, authorities and other PIOs on release of information
      Coordinate with WSU-Rochester Center administration, and UCR and RCTC PIOs (when necessary)
      Identify key audiences
      Prepare message along with background information – clear, simple and truthful account of what is
         happening and what is being done to solve the incident
      Anticipate tough questions and develop responses
      Brief the Incident Commander and President (if possible) prior to dissemination

3.   Designate spokesperson(s)
      Brief and rehearse spokesperson(s) on message and all relevant information
      Instruct communications and switchboard staff (or others who may answer phones) to refer inquiries to
         designated spokesperson(s)
      Update and activate emergency hotlines, web sites, etc.

4.   Communicate message
      Identify most efficient and effective media to communicate message
      Activate media center if warranted
      Initial on-campus dissemination to vice presidents and deans – they will be responsible for relaying
        information to departmental faculty and staff
      Dissemination of message to WSU-Rochester officials and PIO
      Coordinate dissemination of message and background information through various media

5.   Continue gathering information from on-campus or outside authorities; continue cooperation with other PIOs


Ongoing Response
1. Maintain control of the message
    Update and revise based on changes in situation, additional information and details
    Continue to be truthful and forthcoming with information
    Communicate with internal and external audiences

2.   Determine frequency of updates
      Identify most efficient and effective means of dissemination of information
      Hold regular press briefings if necessary (communicate time and place to media)
      Respond promptly and fairly to requests for information



                                                                                                                  30
        Continue to collect and disseminate information until return to pre-emergency situation is determined by
         ICT

3.   Monitor coverage of situation among internal and external constituencies
      Keep track of media coverage
      Correct misinformation as quickly as possible
      Log media information for later evaluation

4.   Hold debriefing and evaluate planning and execution following incident; modify plan as needed


Additional Notes
For incidents involving students, check that they do not have holds on Buckley or directory information (if they do,
information may not be disclosed).

For incidents where injuries or fatalities occur, do not release names until family has been notified.

It may be necessary to consult university counsel if it is determined that claims from the incident may be raised.

Keep in mind coordination with WSU-Rochester Center campus and the West Campus Residential College in
Winona.




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                               WSU Guidelines for Crisis Communications
                                Constituent Communications Checklist

                                        Internal Constituencies

       Internal Constituency           Communications Methods             Comments
Resident students                Web site – Email – Voice mail –
 Winona                         WSU Update – KQAL – Campus
 Lourdes campus                 meetings – Class announcements –
                                 Residence hall boards, signage
Off-campus students              Web site – Email – WSU Update –
 Commuters                      KQAL – Local radio – Class
 Graduate                       announcements – Campus boards,
                                 signage
Rochester campus students        Web site – Email – WSU Update –
                                 Rochester radio –
                                 Class announcements – Campus
                                 boards, signage
Employees                        Web site – Email – Voice mail –
 Faculty                        Management, staff meetings –
 Staff                          Internal memos – Q&A sessions
Visitors                         Web site – Email – Class
 Non-credit, PSEO students      announcements – Campus boards,
 Groups using facilities        signage – Group meetings – Mass
 Summer camps, kids             media
Alumni                           Email – Web site – Letters –
 Alumni Board                   Personal contact – Currents – Group
 General alumni                 meetings – Mass media
Friends                          Email – Web site – Letters –
 Donors                         Personal contact – Currents – Group
 Corporate partners             meetings – Mass media
 Key political leaders
President’s Advisory Board       Personal contact – Letters




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                                      External Constituencies

        External Constituency         Communications Methods           Comments
Families                        Personal contact – Email – Web site
 Winona students               – Personal / group briefings – Mass
 Rochester students            media
 Employees
 Visitors
Mass media                      Press releases, kits, fact sheets –
 Local                         Personal contact – Press conferences
 Regional                      – Interviews
 National
Law enforcement                 Personal communication – Letters,
 City                          memos
 County
 State
Healthcare                      Personal communication – Letters,
 Public health officials       memos
 Healthcare providers
Community                       Web site – Mass media –
 Neighbors                     Community meetings, Q&A –
 Government leaders            Personal visits
 Community leaders
Business leaders
Prospective students            Personal contact – Email – Letters –
                                Web site – Mass media
MnSCU officials                 Personal contact – Letters, memos




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                                   WSU Guidelines for Crisis Communications
                             Spokesperson Checklist for Communicating with the Media


Preparation
    □ Gather all available information –know the facts and plan your answers
    □ Coordinate with involved agencies or authorities on release of information
    □ Prepare and rehearse the key message
    □ Be prepared to answer the following:
          What do you know?
          When did you know it?
          What are you doing to solve the crisis?
    □ Prepare written statements, press kits, fact sheets, etc.
    □ If an injury or death has occurred, do not release names until all next of kin have been notified

On the Scene
    □ Conduct briefings in a safe place away from the crisis scene
    □ If law enforcement, fire departments or other authorities are present, inform them that the media wants an
         interview and what you intend to say
    □ Notify those answering phones of briefing times and places, and to direct all media inquiries to the Director
         of Public Information

Communicating with the Media
   □ Be open, honest and answer only the questions you are asked
   □ Communicate a consistent message with all constituencies
   □ Use positive language, avoid technical language or jargon and communicate organizational concern about
      people
   □ If you do not know the answer or do not have the information, do not speculate and do not respond with
      “No comment” – explain why you cannot provide the information
   □ Do not make humorous or speculative side comments, and do not accept hypothetical questions
   □ Do not speak off the record – any time you talk to the media, you are being interviewed
   □ Do not provide “exclusive” interviews – you are obligated to give equal access to all members of the press
   □ Do not discuss damage estimates, responsibility for the crisis, illegal activity or legal liability – refer
      questions to appropriate authorities or law enforcement agencies

Ongoing Communications
    □ Be available 24 hours a day
    □ Respect media deadlines – if you offer to get information, do it promptly
    □ If media request family interviews, provide a liaison so the family can protect its privacy if they desire
    □ Continue to brief the media and provide written information with significant new developments
    □ Monitor media coverage and correct factual errors
Typical Questions the Media May Ask
(Note: These are anticipated questions; it may not be appropriate to provide answers to questions related to
damage estimate, incident responsibility, illegal activity or legal liability.)

Crisis description:
     □ Type of crisis (explosion, crime of violence, etc.)
     □ Extent and duration of the crisis
     □ Extent of damage
     □ Attempts at escape, rescue
     □ Description of the scene
     □ Feelings of survivors, families

Response and rescue:
    □ Who and number of people involved in response
    □ Who and number involved and rescued


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    □     Equipment used in rescue
    □     Provisions for homeless or destitute
    □     How property was saved
    □     How emergency was stopped or prevented from spreading
    □     Acts of heroism

Causes:
    □     How crisis was discovered
    □     Who discovered crisis; who sounded the alarm
    □     Who summoned assistance
    □     Previous indicators of danger or crisis
    □     Testimony of participants, eyewitnesses, first responders

Casualties:
    □ Number killed or injured; number who escaped
    □ Extent of injuries and care provided
    □ Where care is being provided
    □ Prominent injured, killed or escaped

Property damage:
    □ Description and importance of property
    □ Estimated value of loss
    □ Other property threatened or lost
    □ Insurance protection on property

Legal actions:
    □ Law enforcement investigations, follow-up, etc.
    □ Inquests or coroner’s reports
    □ Insurance company investigations, actions
    □ Professional negligence or inaction
    □ Suits following from the incident

                                      WSU Guidelines for Crisis Communications
                                      Media Center & Press Conference Checklist

Media Center Preparation
    □ Determine location and backup site; possible locations include:
        McCown Gymnasium
        Maxwell Center
        Somsen Auditorium

    □     Book the designated site

    □     Determine person responsible for coordinating media center

    □     Contact media services for AV assistance (if necessary)

    □     Check for availability of following:
          Tables and chairs
          Pens, pencils, paper
          Press kits, fact sheets
          Media credentials (if necessary), media check-in list (if necessary)
          PA equipment, podium
          Radio, television capability/suitability
          Laptop connections – Ethernet, power
          Phone lines, fax lines/machines


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        TTY and outlet
        Clocks
        Available restrooms
        Refreshments
        Directional signage
        WSU identifying signage

News Conference Preparation
   □ Determine spokesperson(s), messages, format of conference

    □   Prepare spokesperson(s)

    □   Prepare and assemble press kits, background information, fact sheets

    □   Prepare presentation materials (PowerPoints, visuals, etc.)

    □   Notify media of press conference (time, location, logistics, etc.)

    □   Advise campus security/parking services of media presence

    □   Arrange for interpreters (if necessary)

    □   Arrange for adequate staffing, which could include:
         Spokesperson(s)
         Greeter/directions
         Registration table
         Information table
         Refreshments
         Note taker
         Photographer
         AV technician

    □   Arrange to log attending media names and affiliations

    □   Place directional signage

News Conference Follow Up
   □ Follow up with reporters to provide requested information; tie up loose ends; etc.

    □   Arrange to tape all local/national broadcasts; clip articles; etc.

    □   Prepare any conference notes; reports; follow up information; etc.




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