Pandemic Preparedness Plan

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					                           Pandemic Preparedness Plan


Introduction: In order to be prepared in the case of a H1N1 flu pandemic, Faculties and departments
are required to prepare a pandemic preparedness plan. The plan should describe how your
Faculty/department will operate during an influenza pandemic or during any other emergency. For
more information, see the McGill Health and Wellness website (http://www.mcgill.ca/health/) or call
the Health and Wellness phone line at (514) 398- 4506. The following template is provided to assist you
in gathering the required information and can be adjusted according to your needs.

Department/Unit
                                   Pandemic Plan Contact                   Date Plan Finalized


                                     Name                  Phone Number            Alt Phone Number
Department/Unit
Head
Email address


Department/Unit LOCATION and EMERGENCY ACCESS
Building Name:

Street Address:

Room Number:
Master key              Do not list here but make certain that at least 3 persons know where the keys
location:               are kept.
Area Access             Name:
Manager:                Phone Number:

A: Background Information for Pandemic Influenza
In the event of an influenza pandemic, the University will strive to reach the following objectives:
   Minimize the risk of infection to students, faculty and staff.
   Continue to provide essential functions for university operations.
   Resume normal operations immediately once the pandemic has passed.

Planning Assumptions: Although no one knows the severity of the potential H1N1 pandemic, McGill
University is basing its plans on the information provided by the public health authorities. For the
purpose of this plan, the worst case scenario has been assumed.
1. In the event of widespread illness, it may become necessary for University activities, including
    classes, to be curtailed. Decisions regarding class cancellations will rest with the Provost. The
    University will, of course, be guided by MELS.
2. Employee absenteeism will likely be much higher than usual for a period of about two (2) weeks at
    the height of the pandemic (possibly in the range of 20-30%), with high but decreasing levels of
    staff absenteeism for a few weeks on either side of the peak.
3. For planning purposes, it is assumed that absent employees may include Deans, department heads
    or unit leaders, and personnel primarily responsible for essential functions.
4. For planning purposes, it is assumed that the height of the pandemic will occur during the fall
    and/or summer semesters.




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C: Emergency Communication Systems
All McGill employees are responsible for keeping informed of emergencies by monitoring news media
reports, the McGill website home page and/or by calling the McGill Today phone line at (514) 398-1234.
  is the automated notification service that allows the University to rapidly send messages to students,
faculty and staff during time-sensitive situations and disruptions in the use of various buildings. By
simultaneously distributing voice and text messages to mobile devices, email addresses, classroom and
staff phones; the system quickly communicates information to the campus community. By default, all
official McGill email accounts (and staff phone numbers) are automatically opted in. To opt in a mobile
device, log in to Minerva and select the Personal Menu > Mobile Devices option. It is imperative that
all faculty and staff verify, in Minerva, that their campus address and phone number are correct. If
not, they must update their address/phone number as soon as possible.
In order to rapidly communicate with employees in an emergency, we encourage all departments to
prepare and maintain a call tree.
Note below the system(s) you will use to contact your employees in an emergency. Departments should
identify multiple communication systems that can be used for backup, after hours, when not on
campus, or for other contingencies.
 Phone                                Email                            Text messaging
 Call tree                            Departmental web site            Pager
 Instant messaging (ex. msn,          Other (describe): ____________________
    yahoo messenger)

D: Emergency Access to Information and Systems
If access to your department’s information and systems is essential in an emergency, describe your
emergency access plan below. This may include remote access (or authorization to allow remote
access), contacting IT support, off-site data backup, backup files on flash drives, hard copies,
Blackberry, or use of alternate email systems (e.g., Hotmail).




E: Peak and High Risk Periods
Please check the season that best identifies your unit’s peak periods and any other specific time which
may require additional staff or overtime ex: student admissions, orientation, vacation periods, etc.

 Fall
Winter
 Summer
Spring
Other specific periods

Please elaborate:




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F: Your Department’s Critical Activities
List below your department’s functions and who is responsible for them. Identify which are essential
and those that can be suspended temporarily or for an extended period of time. Make sure that
alternates are sufficiently cross-trained to assume responsibilities.
Essential: Roles and functions which must be completed under all circumstances
Temporary suspension: Roles and functions which may be put on hold for a short time
Extended suspension: Roles and functions which can be put on hold for an extended period


Essential Function Description and suspension level:
Description:
 Essential     Temporary Suspension     Extended Suspension

                                      Primary             Alternate            Second Alternate
People Responsible

Phone Number
                                                    IN PROGRESS             IN PROGRESS
Training Status              BY DEFAULT yes
                                                    COMPLETE                COMPLETE

Essential Function Description and suspension level:
Description:
 Essential    Temporary Suspension     Extended Suspension

                                      Primary             Alternate            Second Alternate
Person Responsible

Phone Number
                                                    IN PROGRESS             IN PROGRESS
Training Status              BY DEFAULT yes
                                                   COMPLETE                COMPLETE

Essential Function Description and suspension level:
Description:
 Essential    Temporary Suspension      Extended Suspension

                                      Primary             Alternate            Second Alternate
Person Responsible

Phone Number
                                                    IN PROGRESS             IN PROGRESS
Training Status              BY DEFAULT yes
                                                    COMPLETE                COMPLETE

Essential Function Description and suspension level:
Description:
 Essential    Temporary Suspension     Extended Suspension

                                      Primary             Alternate            Second Alternate


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Person Responsible

Phone Number
                                                     IN PROGRESS              IN PROGRESS
Training Status
                                                     COMPLETE                 COMPLETE

G: Your Department’s Leadership Succession
List the people who can make operational decisions if the head of your department or unit is absent.

                                    Name               Phone Number             Alt Phone Number
Head of Operations

First Successor

Second Successor

Third Successor


H: Key Internal (within McGill) Dependencies
All McGill departments rely on University Safety, Payroll, Purchasing, Finance, Human Resources and
Facilities Management. List below the OTHER products and services upon which your department
depends and the internal McGill departments or units that provide them.



Dependency (product or service) :
Provider (McGill department):

Dependency (product or service) :

Provider (McGill department):

Dependency (product or service) :

Provider (McGill department):

Dependency (product or service) :

Provider (McGill department):

Dependency (product or service) :

Provider (McGill department):


I: Key External Dependencies

List below the external products, services, suppliers and providers upon which your department
depends.




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Dependency (product or service) :
                                               Primary                         Alternate
Supplier/Provider

Phone Numbers

Dependency (product or service) :
                                               Primary                         Alternate
Supplier/Provider

Phone Numbers

Dependency (product or service) :
                                               Primary                         Alternate
Supplier/Provider

Phone Numbers

Dependency (product or service) :
                                               Primary                         Alternate
Supplier/Provider

Phone Numbers

Dependency (product or service) :
                                               Primary                         Alternate
Supplier/Provider

Phone Numbers

Dependency (product or service) :
                                               Primary                         Alternate
Supplier/Provider

Phone Numbers


J: Mitigation Strategies- Working from home

Considering your essential functions and dependencies, describe below the steps you can take now to
minimize the pandemic’s potential impact on your operations. For example, you may wish to stock up
on your critical supplies and develop contingency work-at-home procedures. For more information
on working from home please visit www.mcgill.ca/workfromhome. The compatibility chart below will
enable you to determine if each employee can effectively work from home.




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                                   Work Station –
    Employee Name and                                    Internet and VPN
                                    Computer,                                 Network connection
                                                          (virtual private
         Position                  phone, desk,                               to central database
                                                              network)
                                       chair
Name:
Position:
Name:
Position:
Name:
Position:
Name:
Position:
Name:
Position:
Name:
Position:



K: Exercising Your Plan & Informing Your Staff
Share your completed plan with your staff. Exercises are encouraged to test the plan and maintain
awareness. Note below the type of exercises you may use and their scheduled dates. For assistance in
exercising your plan, contact emergency.measures@mcgill.ca
 Staff orientation meeting           Emergency communication test              Exercise Dates
 Call tree drill                     Off site information access test
 Tabletop exercise                                                          Staff Distribution Date
 Interdepartmental exercise
 Other drill (describe): ___________________________________

L: Special Considerations for Your Department

Describe here any additional or unique considerations that your department may face during a
pandemic.




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N: More Information Regarding Your Department

Please note below information for your department’s contact

                                 Name              Phone Number        Campus PO Box
Pandemic Plan
Contact

Email address

Dept. locations




This document was adapted with permission from the University of Arizona.




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